Legacy Collaboration User Guide

Prerequisites

Supported OS

• Mac OS X 10.15 and higher

• Microsoft Windows 10 (64-bit) and higher

• Linux (only Chrome browser)

Android / iOS

• Download the app for iPhone, iPad, Android smartphones on App Store / Google Play Market (read the guides: iOS Collaboration Mobile App, Android Collaboration Mobile App)

Legacy Collaboration native application

• EXE file for Windows 10, 11: https://files.wildix.com/integrations/win/collaboration/Collaboration-x64.exe

• MSI file for Windows 10, 11: https://files.wildix.com/integrations/win/collaboration/Collaboration-x64.msi

• For MacOS: https://files.wildix.com/integrations/osx/collaboration/Collaboration.pkg 

Recommended web browser and connection mode

• Legacy Collaboration can be accessed via any HTML5 browser

• Recommended browser: the latest stable version of Chrome, since it fully integrates WebRTC

• It is recommended to access via HTTPS

Subscriptions that must be enabled on PBX

• Min. UC-Essential subscription plan is needed for each user

More information: Wildix Per-User Licensing

Bandwidth requirements:

• For calls via Legacy Collaboration using G.711 codec 80 Kbps is necessary

First time login

1. Open the web browser

2. Type into URL bar the PBX name or IP address (example: https://mycompany.wildixin.com)

3. Enter your credentials:

   1. Login (extension or email address)
      Important: login via user name is not supported! 

   2. Password (WEB password)

4. Click Login button to log in

You can enable single sign-on with your Google or Office 365 email to be able to access Legacy Collaboration using your Google / Office 365 password, if:

1. You use the same email as the one present in your user settings

2. This email address is unique in the system

Login window:

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• 1 - Login

• 2 - Password

• 3 - “Remember me” option

• 4 - Single sign-on with Google 

• 5 - Single sign-on with Office 365

• 6 - Click to log in

In case location-based multi-factor authentication is enabled by the PBX admin, you need to confirm your IP address via email: 

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If Call Control option is enabled on the PBX, you can also see Call Control only option on the login screen. You can read more about it here.

Once you access Wildix Legacy Collaboration, follow the popup notifications which help you to:

1. Enable desktop notifications (incoming call/ chat/ voicemail and other popup notifications)

2. Enable location sharing

Video tutorial:

Basic settings

Select Settings in the top menu -> Personal:

1. E-Mail: used for email notifications about new Voicemails, missed calls, unread chat messages, call recordings, fax reports etc

2. Mobile: mobile number for Mobility extension which allows you to make and receive calls via Wildix PBX using your mobile phone

3. Language: selected language is used for Legacy Collaboration user interface, system sounds (Voicemail, IVR prompts, etc), WP4X0, WorkForce, WelcomeConsole

4. Date/time format: applied to Wildix devices except W-AIR handsets (must be set up on a device). For detailed information, refer to Personal Settings chapter

Quick menu introduction

Top menu:

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• 1 - Device selection: active device to place and answer calls using Legacy Collaboration

• 2 - Search field with speech recognition and call button: search for colleagues, departments and contacts and perform quick actions from drop-down list: call, chat, send a fax/ Post-It etc:

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• 3 - Add option: access to SMS / Fax/ Post-It / Group chat dialog window: 

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• 4 - Video conference: create and manage videoconferences based on WebRTC. Read the Guide for the detailed description: Wizyconf Videoconference User Guide

• 5 - Other tabs of Legacy Collaboration:

  1. Colleagues: list of colleagues with presence status and geolocation  

  2. Fn keys: monitoring / management of colleagues / features (same as BLF keys of phone)  

  3. Chat: active chat sessions

  4. Phonebook: PBX shared and personal phonebooks

  5. History: history of calls (synced with other Wildix devices), faxes, notes

  6. Voicemail: access to Voicemail messages

  7. Analytics: CDR-View 2.0, monitoring of call activity of employees and getting reports related to the number of calls, costs, call duration, usage of trunks, etc

  8. Webinar (displayed if user has access to Wizywebinar): browser-based webinar solution fro sales. Read the Guide for the requirements and detailed description: Wizywebinar User Guide

  9. Web CRM: allows opening of a web application inside Legacy Collaboration. Refer to the section Personal in Settings for more information

  10. Settings: user settings, call features, feature keys settings and more

       

Settings is not displayed in the top menu if user has access to Wizywebinar. In this case, Wizywebinar icon is displayed in the top menu and Settings can be accessed via User profile -> Settings:

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• 6 - More (expanded):

  1. x-caracal: contact center analytics solution. Read the Guide for the detailed description: x-caracal documentation

  2. Map view: geographical map with location of colleagues

  3. Edit Colleagues

  4. Show / hide offline users

  5. Show / hide Post-It

  6. Post-It History

  7. Manage PBX: access to WMS (restricted to users of “admin” type)

  8. Screen sharing manager

  9. Open Attendant Console (if not restricted by license)

  10. Outgoing faxes: outgoing faxes queue

• 7 - User name, extension, location (if available), User status, status message (if available), picture and logout option

User status

User status and status message

To change your user status:

1. Click on your user profile
   
   

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2. Click on your current status in the menu that opens and select a different user status from the list of available ones: 

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To add a status message:

1. Click on your user profile in the top menu

2. Click Set a status

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3. Enter the status message into the field

4. Click OK: 

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To set up Do Not Disturb (DND) / Away status:

1. Click on your user profile in the top menu

2. Click Set a status

3. Select DND (Do not disturb) or Away from the list

4. Select Until date and time (“until” value is optional while setting Away/ DND status. If it is not defined, user status switches back to Available after one hour)

5. Click OK: 

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User picture

Users who have not set up their user picture, are displayed with initials (default avatar).

To set up / edit user picture:

1. Click on your user profile in the top menu

2. Click on the default user picture

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3. Choose the File on your PC (the picture is loaded)

4. Resize the picture (optional)

5. Click Save: 

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It is also possible to take a picture using a web camera, instead of loading it from PC:

1. Click on the Camera button and take a picture of yourself

2. Resize the picture if needed

3. Click Save

Geolocation

You are prompted to enable location sharing in your browser permissions, upon your first login to Legacy Collaboration. Check your browser settings to enable / disable location sharing.

It is possible to manually define geolocation:

1. Click on your user profile in the top menu 

2. Click Set a status

3. On the Change status screen, proceed to the Set location tab

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4. Select Custom to set up your location manually: enter the address into the field or move the red indicator (otherwise select Auto detect to enable the browser to automatically detect your location)

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Video tutorial:

Colleagues (roster) 

Select Colleagues in the top menu. 

People from the same department are automatically added to user’s roster and displayed in Colleagues menu upon the first time access. 

Users are subdivided by work teams (managed on the WMS side). You can view all the users by clicking on All section or select a specific work team to view only its users. The maximum number of users that can be displayed in Colleagues is 200.

User status, user name, and user picture are displayed for each colleague. Mouse over a colleague shows additional buttons with available actions (Call / Chat / Post-It / Call me back etc): 

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Edit colleagues list (roster)

To add/ remove a user from your roster:

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3. Click the Tick icon to save

Other options to add / delete colleagues from roster

Add colleagues via Search field:

• Find a colleague by name / number / department and click on + icon: 

   

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Delete colleagues via the Colleagues tab:

• Mouse over a colleague, click on Options button (three dots) and select Remove 

• Or right-click on a colleague and select Remove: 

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User status icons explanation

User status is synced over all Wildix devices registered to your account:

•   - available (user is connected to Legacy Collaboration)

• - offline (user is not connected to Legacy Collaboration and has no active devices)

• - reachable by phone (user is not connected to Legacy Collaboration but has an active device)

• - talking (device status)

• - ringing (device status)

•   - away (user-defined status, if grey = offline)

• - DND (user-defined status, if grey = offline)

Colleagues status information

To view additional information (extension, who is calling, status information, location):

1. Go to the Colleagues tab and focus the mouse cursor on the colleague: 

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Same information can be consulted from Messaging / Feature keys tabs.

Set user status of colleagues

Proceed as follows:

• Mouse over a colleague, click on Options button (three dots) and select Set presence

• Or right-click on a colleague and select Set presence

• Proceed in the same way as you do for changing the personal user status: 

   

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Call intrusion (barging)

Proceed as follows:

• Mouse over a colleague who is currently on the phone, click on Options button (three dots) and select Listen/ Barge/ Whisper

• Or right-click on a colleague and select Listen / Barge / Whisper, where:

  • Listen stands for silent intrusion

  • Barge - conference intrusion

  • Whisper - partial intrusion

Call pickup / see who is calling

See who is calling: 

1. Go to the Colleagues tab and focus the mouse cursor on the user who has a ringing call / is talking on the phone (same option is available in Feature keys / Messaging tab) 

Call Pickup:

• Go to the Colleagues tab

• Mouse over a colleague who has a ringing call, click on Options button (three dots) and select Pick up

• Or right-click on a colleague and select Pick up 

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Video tutorial: 

Map view of colleagues

It is possible to view all the colleagues who are connected to Wildix Legacy Collaboration and who have enabled location sharing in their browsers, on the geographical map.

From the top menu

• Select More from the top menu -> Map View. All colleagues who enabled location sharing are indicated on the map: 

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From Messaging

• Сlick on a colleague’s geolocation in Messaging tab to open a geographical map where the geolocation of that user is indicated: 

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Instant Messaging

Start a chat session

From Search field:

Enter the colleague name/ extension and select Chat from the drop-down menu.

From Colleagues / Feature keys:

1. Mouse over a colleague and click on Chat icon

2. Or right-click on a colleague and select Chat

From History:

• Right-click on a colleague and select Chat

From call dialog during a call:

1. Select Other -> Chat in call dialog (See Chapter: Call Management)

Messaging tab opens and you can start typing your message and use chat input options: 

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Use speech recognition: click the Microphone icon in the lower right section of the chat session window and start talking, the system transforms your speech into text.

Use emoticons: click on the Smiley icon in the lower right section of the chat session window to open the list of emoticons: 

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All open chat sessions are displayed in the Recents section (left section of the screen). You can continue a previously started chat session by clicking on a user in the Recents section.

Edit the last sent chat message:

It is possible to modify the last sent chat message that contains links, text or emoticons:

• Press ↑ Up arrow key on your keyboard 

• The last sent message appears in the input field

• Update it and press Enter key to send 

If you need to exit the editing mode without sending changes, you need to delete the entire message from the input field.

Close a chat session:

Go to the Messaging tab -> select a user:

• Mouse over a user, click on Options button (three dots) and select Remove

• Or right-click on a user and select Remove: