Avaya 1165E IP Deskphone Call Center User Guide Avaya Communication Server 1000 Document Status: Standard Document Version: 04.
© 2013 Avaya Inc. All Rights Reserved. Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing, Avaya assumes no liability for any errors. Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes.
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Contents Contents Basic features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Telephone controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Telephone display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 USB support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Call features and Flexible Feature Codes . . . . . . . . . . . . . . . 20 Using voice mail soft keys . . . . . . . . . . . . . . . . .
Contents Using Answer Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Using the Agent key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Using Answer Emergency . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Using Call Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Using Interflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Using Night Service . . . . . . . . . . . . . . . . . . . . . . . .
Revision history Revision history March 2013 Standard 04.02. This document is up-issued to support Avaya Communication Server 1000 Release 7.6. November 2010 Standard 03.01. This document is up-issued to support Avaya Communication Server 1000 Release 7.0. June 2010 Standard 02.01. This document is up-issued to support Avaya Communication Server 1000 Release 7.0. April 2010 Standard 01.02. This document is up-issued to support Avaya Communication Server 1000 Release 5.5 and Avaya CS 1000 Release 6.
Revision history 7
About the Avaya 1165E IP Deskphone About the Avaya 1165E IP Deskphone The Avaya 1165E IP Deskphone builds on the award-winning Avaya 1100 Series IP Deskphones industrial design and offers a beautiful high resolution color display which includes new graphical user interface elements that vastly improve the quality of the user experience. The Avaya 1165E IP Deskphone provides easy access to multiple lines and call processing features.
About the Avaya 1165E IP Deskphone • four soft keys to provide easy access to features and call control • high resolution color display • high-quality handsfree speakerphone • wideband audio support for handset, headset, speaker, and handsfree microphone • volume control keys for adjusting ringer, handsfree, handset, and headset volume • seven specialized feature keys — Quit — Directory — Message/Inbox — Shift/Outbox — Services — Copy — Expand • five call-handling keys: — Mute — Handsfree — Go
About the Avaya 1165E IP Deskphone • support for Graphical External Application Server (GXAS) protocol that enables External Application Server APIs to provide feature functionality • support for Avaya 1100 Series Expansion Module to add keys For information about using the Expansion Module, see the Avaya 1100 Series Expansion Module User Guide (NN43130-101).
About the Avaya 1165E IP Deskphone Telephone controls Figure 1 on page 11 shows the Avaya 1165E IP Deskphone. Figure 1: Avaya 1165E IP Deskphone This section describes the controls on your Avaya 1165E IP Deskphone. Context-sensitive soft keys are located below the display area. The LCD label above each key changes based on the active feature. These keys are referred to as Soft keys throughout this document. When a triangle appears before a soft key label the feature is active.
About the Avaya 1165E IP Deskphone Press the More... key to access the next layer of soft keys (self-labeled). The keys on either side of the LCD display area are self-labeled line/programmable feature keys, with labels on the LCD. These keys also function as line (DN) keys. These keys are referred to as Line/ feature keys throughout the remainder of this guide. A steady LCD icon beside a line (DN) key indicates that the line is active.
About the Avaya 1165E IP Deskphone (Mute) Your Mute key functionality is enabled or disabled by your system administrator. Contact your system administrator to determine if your Mute key is enabled. If your Mute key is enabled, press the Mute key to listen to the receiving party without transmitting your voice. Press the Mute key again to return to two-way conversation. If your Mute key is not enabled, pressing the Mute key places the call on hold.
About the Avaya 1165E IP Deskphone Use the Enter key, at the center of the Navigation key cluster, to confirm menu selections. In most menus, you can use the Enter key instead of the Select soft key. (Hold) (Expand) Press the Hold key to put an active call on hold. Tap the flashing line key to return to the caller on hold. Use the Expand key to access applications managed through an external server. Note: This feature requires an External Application Server.
About the Avaya 1165E IP Deskphone When a message is waiting, or there is an incoming call, the red Message Waiting\Incoming Call Indicator LED at the top right of the IP Deskphone flashes. The flash cadence for each alert is different. Note: You may also hear an audio Message Waiting Indicator (stutter or beeping dial tone) when you go off-hook. When your Avaya 1165E IP Deskphone firmware is being updated, the blue Feature Status Lamp indicator flashes.
About the Avaya 1165E IP Deskphone (Msg/Inbox) Press the Message/Inbox key to access your voice mailbox. Note: This function is not available on all phones; consult your system administrator. (Directory) (Services) Press the Directory key to access directory services. Press the Services key, and use the navigation keys to access the following items: • Telephone Options: — — — — — — — — — — — — — — — Volume adjustment... Contrast adjustment Language...
About the Avaya 1165E IP Deskphone • Password Admin: — Station Control Password The Password Admin menu is not available on all Avaya 1165E IP Deskphone sets. Consult your system administrator. • Virtual Office Login and Virtual Office Logout (if Virtual Office is configured) Press the Services key to exit from any menu or menu item.
About the Avaya 1165E IP Deskphone • The middle display area contains information for items such as caller number, caller name, Call Timer, feature prompt strings, user-entered digits, date and time information, and IP Deskphone information. • The lower display area provides labels for the four soft keys. Following figure shows the Avaya 1165E IP Deskphone display area, including the line/feature keys and soft keys.
About the Avaya 1165E IP Deskphone Figure 3 on page 19 shows an idle LCD screen. Figure 3: Avaya 1165E IP Deskphone LCD display screen USB support The Avaya 1165E IP Deskphone has a USB port for connecting a USB keyboard, USB mouse, USB headset, and USB flash drive. The Avaya 1165E IP Deskphone supports powered downstream 1.1-compliant USB hubs, including USB 2.0 hubs, if they offer USB 1.1-backwards compliancy. There are two levels of power for the USB port.
About the Avaya 1165E IP Deskphone You can plug a USB flash drive into the USB Port of the Avaya 1165E IP Deskphone or on a powered hub connected to the IP Deskphone, and transfer files to and from the IP Deskphone. Call features and Flexible Feature Codes Some features are not available on all IP Deskphones. Call features and Flexible Feature Codes (FFC) must be assigned to your Avaya 1165E IP Deskphone, and supported by system software.
About the Avaya 1165E IP Deskphone The following soft keys are displayed: Play Delete Call More... Stop Conf Reply More... Comp Forwrd Bye More... Soft key Action Play Play the voice mail message. Delete Delete the voice mail message. Call Call the telephone number that left the voice mail message. More... Display the next layer of soft keys. Stop Stop playing the voice mail message. Conf Conference in another party to listen to the voice mail message.
About the Avaya 1165E IP Deskphone Security features The following security features are available on your Avaya 1165E IP Deskphone: • Encrypted calling • Station Control Password (SCPW) Encrypted calling Your Avaya 1165E IP Deskphone supports secure communication using SRTP media encryption. If the feature is enabled, a security icon (q) appears on the screen when your call is secured using SRTP media encryption. Contact your system administrator to find out if this feature is available for your use.
About the Avaya 1165E IP Deskphone 3. Press Enter. 4. Use the dialpad to enter your password at the prompt. 5. Press the Up/Down keys to scroll and highlight New Password. 6. Press Enter. 7. Use the dialpad to enter the new password. Select 8. Press the Select soft key to accept the new password. If you are locked out of your Avaya 1165E IP Deskphone, or if you forget your SCPW, contact your system administrator. Note: The default configuration for Password Protection is off.
About the Avaya 1165E IP Deskphone 2. Press the Up/Down navigation keys to scroll and highlight Change Protection Mode. 3. Use the dialpad to enter your password (if Password Protection is enabled). Enter 4. Press the Enter soft key. 5. Press the Up/Down navigation keys to scroll and highlight one of the following: — Enable Password Protection — Disable Password Protection 6. Choose one of the following soft keys: Yes No or Done — Yes to accept the selection — No to return to the Directory menu 7.
Agent and supervisor features Agent and supervisor features This section describes login features that are common to the Call Center agent and supervisor.
Agent and supervisor features assigned to you, the display screen prompts you to enter a four-digit code. Note: The following procedure applies if you are working in a Basic ACD environment or an Avaya NES Contact Center Manager environment. For more information about Avaya NES Contact Center Manager, visit www.avaya.com. To log in as an agent: 1. Lift the handset. 2260 2. Press the In-Calls key. 3. If “Enter Agent ID” appears on the screen, use the dialpad to enter your ID. 4. Press the # key.
Agent and supervisor features 6. If you use a headset and Handset OnHook Means Log out (HOML) is configured to No by your administrator, then do the following: (Headset) a. Press the Headset key and replace the handset in the cradle to receive calls on your headset. (Services) b. Press the Services key. Change the On-hook default path to Headset Enabled. Note: If HOML is configured to Yes, replace the handset to log out of the queue.
Agent and supervisor features The login options require the following entries in sequential order: 1. a four-digit Agent ID 2. a Supervisor ID (if your queue requires one) 3. up to five ACD DNs and Priority values (if Priority values are being used) terminated by # # To log in: 2260 1. Press the In-Calls key. 2.
Agent and supervisor features 3. Choose one of the following: 2260 or NotReady — Press the In-Calls key. — Press the NotReady key to enter the ACD queue. Using Default Login If you normally use the same IP Deskphone, use the Default Login to log in just one time at the beginning of a shift. The Default Login uses your previous shift’s login to place you in the same ACD queues with the same supervisor. To use Default Login: 1. Lift the handset. 2260 2. Press the In-Calls key. 3.
Agent and supervisor features 2260 or NotReady 5. To join the ACD queue, choose one of the following: — Press the In-Calls key. — Press the NotReady key. Logging out You can log out of the system completely or temporarily (Not Ready state). To log out: Choose one of the following: MakeSetBusy or NotReady — To log out completely, press the MakeSetBusy key. — To log out temporarily, press the NotReady key.
Agent features Agent features The following sections describe features that are available to agents: • “Answering ACD calls” on page 31 • “Using Call Forcing” on page 32 • “Using Return to Queue on No Answer” on page 33 • “Using Activity code” on page 33 • “Using Emergency” on page 34 • “Using Not Ready” on page 35 • “Placing or answering non-ACD calls” on page 35 • “Contacting your supervisor” on page 36 Answering ACD calls Use the In-Calls key to answer the next queued ACD call on the pri
Agent features To terminate the call: Choose one of the following: — Press the Goodbye key. (Goodbye) or — Press the In-Calls key. — Press the individual DN line key (this removes you from the queue). 2260 or — Press the Not Ready key (this removes you from the queue but keeps you logged in as an agent position) or wait for the caller to terminate the call. 2498 or Not Ready Using Call Forcing Use the Call Forcing feature to automatically connect an incoming ACD call.
Agent features To enable Call Forcing for headset users: 1. Log in. 2. Replace the handset. (Services) 3. Press the Services key. Configure the On-hook default path to Headset Enabled. Using Return to Queue on No Answer If a call is not answered, the call is sent back to the ACD queue, and the your IP Deskphone is automatically placed in Not Ready state. To return to the ACD queue, log in, or press the NotReady key.
Agent features Activity 3. Press the Activity key. If you are performing multiple tasks, repeat steps 1 and 2. Note: If configured, you can enter Activity Codes while in the Not Ready state and run Not Ready Reason Codes by Agent report in Contact Center Manager Administration to track Not Ready time. Using Emergency Use the Emergency feature to contact your supervisor immediately in an emergency situation. To use Emergency: Emergency 1. During an active call, press the Emergency key.
Agent features Using Not Ready Use the Not Ready feature to take your IP Deskphone out of the call queue while completing post-call work. Note: If you don't activate Make Set Busy or Not Ready, callers will continue to be directed to your phone. To use Not Ready: NotReady 1. Press the NotReady key to temporarily log out of the system. Note: The NotReady LCD remains lit as long as the feature is active. 2260 or NotReady 2.
Agent features To answer a call: 2498 When the LCD next to your individual DN key flashes, press the DN key. Note: The LCD remains lit as long as you are on the call.
Agent features (Hold) Supervisor 1. Press the Hold key to put the current call on hold. 2. Press the Supervisor key. Press the line (DN) key beside the flashing LED indicator to return to the caller on hold. To place a call to your supervisor: Supervisor Press the Supervisor key. Note: Calls are automatically put on hold when you use the Supervisor key. To return to the ACD call: 2260 Press the In-Calls key. To conference in your supervisor during a call in progress: 37 Supervisor 1.
Agent features To transfer a call to your supervisor during a call in progress: Supervisor 1. Press the Supervisor key. Supervisor 2. When your supervisor answers, press the Supervisor key again. (Goodbye) 3. Press the Goodbye key to terminate your access to the call. Using Record On Demand key If this feature is enabled, you can use the Record on Demand (ROD) feature key to record your telephone conversation. Press the ROD key to start or stop the call recording.
Agent features 2. To stop the call recording, press the ROD key again. Using SAVE key Use the SAVE feature key to save the recording of an active call. This key is associated with the active user ID and is operational only if a call is active. The SAVE key is displayed in the following scenarios: • Normal operations - If the SAVE key is pressed during an active call, the call is saved. • CR application in Bulk Record + Save everything mode - Recorded conversation is saved at the end of the call.
Supervisor features Supervisor features The following sections describe features available to the supervisor: • “Using Answer Agent” on page 40 • “Using the Agent key” on page 41 • “Using Answer Emergency” on page 41 • “Using Call Agent” on page 42 • “Using Interflow” on page 43 • “Using Night Service” on page 43 • “Observing a call” on page 45 • “Displaying the queue” on page 46 • “Displaying agent status” on page 48 Using Answer Agent Use the Answer Agent feature to receive calls from a
Supervisor features 2. Press the Goodbye key to end the call. (Goodbye) Using the Agent key Use the Agent feature to connect, observe, or monitor the status of each agent position. Each Agent key links to a particular agent position and can be used along with the Call Agent or Observe Agent keys. Table 1 lists the four states of the LCD indicator. Table 1: Agent’s status LCD display Description Off Agent is not logged in. On Agent is logged in but is either NotReady or on a call.
Supervisor features To use Answer Emergency: AnsEmerg 1. When the LCD next to the Answer Emergency key flashes, press the Answer Emergency key. Note 1: The Agent ID of the person contacting you displays on your IP Deskphone. Note 2: The LCD remains lit as long as you are on the call and your status is displayed as Not Ready. 2. Press the Goodbye key to end the call. (Goodbye) Using Call Agent Use the Call Agent feature to contact an Agent. To use Call Agent: CallAgt 1. Press the Call Agent key. 2.
Supervisor features 3. Press the Goodbye key to end the call. (Goodbye) Using Interflow Use the Interflow feature to redirect calls when the backlog or wait time exceeds a pre-defined threshold. To use Interflow: Interflow 1. Press the Interflow key. Note: The Interflow LCD flashes while the feature is active. Interflow 2. Press the Interflow key again to deactivate the feature and resume normal call flow.
Supervisor features 2. Press the 6 key (6 = N for Night) to go into Night Service. The Night Service LCD lights continuously. All calls in the queue and new calls receive night service. To transition to Night Service: NightSvc 1. Press the Night Service key. 2. Press the 8 key (8 = T for Transition) to activate Transition mode. The Night Service LCD flashes. All calls in the queue remain in the queue and new calls receive Night Service. To deactivate Night Service: NightSvc 1.
Supervisor features Observing a call Use the Observe feature to monitor an agent in a call. Note: Use this feature to listen to a conversation between an Agent and a Customer, or to create a three-party conference with the Supervisor, Agent and Customer. To observe a call:. Observe Agentkey or 1. Press the Observe key. 2. Choose one of the following: — Press a selected Agent key. — Dial the agent’s Position ID. RAG CallAgt 3.
Supervisor features Displaying the queue Use the Display Queue feature to access the status of calls in an ACD queue. The information displayed includes the following: • number of calls waiting in the queue • number of agent positions occupied for the queue • the length of time that the oldest call has waited in the queue • the number of calls that have been overflowed into the queue To display information on your ACD queue: DisplayQue Press the Display Queue key.
Supervisor features Figure 4: Current status of ACD queue Calls time overflowed into this queue Length of time first call has The LCD indicator beside the Display Queue key gives you a visual indication of the number of calls in the ACD queue. Table 2 lists the four states for this LCD indicator. Table 2: States of LCD indicator (Part 1 of 2) Indicator Queue status Description Off Light There are few or no calls waiting. On Normal An acceptable number of calls are waiting.
Supervisor features Table 2: States of LCD indicator (Part 2 of 2) Indicator Queue status Description Fast flashing Overloaded There are too many calls in this queue. New calls are being overflowed to another queue. Displaying agent status Use the Display Agent feature to view a summary of current status for all agents who have an agent Position ID key assigned on the Supervisor’s IP Deskphone. To display agent status: DisplayAgt Press the Display Agent key.
Supervisor features Figure 5: Current status of agents 49
Terms you should know Terms you should know Attendant A telephone operator in your organization. AutoDial A telephone number programmed on the AutoDial key for onetouch dialing. Avaya Communication Server 1000 Your office communication system. Calling Party Name Display Information appearing on the LCD display screen, such as the caller’s name and telephone number. The system must have CPND enabled.
Terms you should know Contact Center Manager Avaya NES Contact Center Manager offers a scalable solution for dynamic contact center environments, providing skill-based routing, call treatment flexibility, real time displays, multimedia routing, comprehensive management and reporting tools, and a rich scripting language. For more information, visit www.avaya.com. Context-sensitive soft keys A group of keys programmed by your system administrator.
Terms you should know Goodbye key A fixed key used to end an active call. Indicator An LCD or an LED that indicates the status of a feature by the flash, wink, steady on, or off. Information display Any display of call activity, lists, prompts, and status of calls. If the text message exceeds the display area, a scroll arrow icon indicates that you must use the scroll keys to view the remaining text.
Terms you should know Return to Queue on No Answer If a call is not answered by the agent, the call is sent back to the ACD queue and the agent’s telephone is automatically placed in the Not Ready state. Ringback/ring tone A sound indicating that a call you have made is ringing at its destination. Services key A fixed key used to access options such as Telephone Options, Password Admin, Virtual Office Login, Virtual Office Logout, Test Local Mode, and Resume Normal Mode.
Terms you should know Waiting, All Lines Forwarded to: 6453, Do Not Disturb On, Ring Again active, and Ringer is OFF. System or Switch Your office communication system. Switchhook A button on which the handset presses down, disconnecting your call when you replace the handset. The handset (when lifted) releases the switchhook, and you either answer an incoming call or you receive a dial tone to make a call. User interface Screen displays that interact with the end user as a result of an action or event.
Terms you should know 55
Index Index A E About the Avaya 1165E IP Deskphone 8 Emergency 34 Activity code 33 Expand key 14 Encrypted calling 22 Agent and MQA login options 27 Agent and Supervisor features 25 F Agent features 31 Feature display 51 Agent key 41 Fixed key 51 Agent login 25 Flexible Feature Code (FFC) 51 Answer ACD calls 31 Flexible Feature Codes 20 Answer Agent 40 Answer Emergency 41 G Attendant 50 Goodbye key 14, 52 AutoDial 50 H B Headset key 14 Basic features 8 Hold key 14 C I Call Agent
Index Message waiting indicator 54 Station Control Password (SCPW) 22, 53 More key 12 Status Messages 53 Mute key 13 Supervisor features 40 Message key 52 Switchhook 54 N System or Switch 54 Navigation keys 13, 52 Night Service 43 T Not Ready 35 Telephone controls 17 Telephone display 17 O Observe 45 U Off-hook 52 User Interface 54 P V Paging tone 52 Volume control 12 Place or answer non-ACD calls 35 Volume control bar 12 Q Quit/Stop key 15 R Ringback/ring tone 53 S Security featu
