Wildix Collaboration 7 User Guides

Please use one of the supported browsers, Chrome or Edge

To login go to https://app.wildix.com then choose your method of sign in, either Google, Microsoft or by email. We must have your email address in the system, if there is an issue please contact [email protected]

If you are prompted to allow notifications select Allow

If you are prompted for location you can Allow or not

If you are prompted for access to your microphone and camera please select Allow otherwise your audio and video features will not work.

Once you are logged into Wildix via Chrome you can install as an app, select the option shown below

On the pop select to Install

Finally to set this app to be in start up select the 3 dots in the top right then select App Info then Site Settings and enable the start up option

Also whilst in the settings make sure your settings are similar to the below to make sure you get notifications and your camera/microphone work.

To install as an app click the 3 dots in the top right of the Edge browser the navigate to More Tools > Apps >Install Collaboration

Select Install on the pop up

Enable the 4 options below and then Allow

It may prompt to pin to task bar, if so you can select Yes

You should then see a new Collaboration blue icon on your taskbar

To set the device you will use with Collaboration select the dialpad icon at the top then the option in the bottom left

Set as This device if you are using a headset or audio on your computer
Set as Workforce if you are using a desk phone
Set as WelcomeConsole if you have a reception type phone
Ignore other options unless told otherwise

If you are using a headset or computer audio with Collaboration then make sure you have the correct devices set

Select you profile pic in the top left then Audio and Video under Settings

Speakers – select your headset from the list, if you don’t use a headset and use the inbuilt speakers it will show as something like Realtek
Ringing – if you want the ringing sound to come out of your headset then select that from the list. If you would prefer the ringing to come out of your computer so you know when there is an incoming call you can select something like Realtek if available of if your monitor has speakers that may also be listed
Microphone – select your headset from the list, if you don’t use a headset and use the inbuilt microphone it will show as something like Realtek

You can use the Test options on speakers and ringing. The microphone bar will move across as you talk into it to show your microphone is working

When you are in the Inbox your calls will appear in the top left

1. Brings up the dialpad so you can integrate with any menus on your call
2. Tag – allows you to tag a call – this needs setting up by a system administrator
3. Mute
4. Hold/Resume
5. Transfer
6. Hang Up
7. Additional options such as create a conference call to bring someone else into the call, screen share if an internal call or video if internal

When you navigate to any other part of Collaboration the call will be in a pop out window on the left

1. Mute
2. Transfer
3. Dialpad
4. Tag
5. Hold/Resume
6. Hang Up

You can find more information here on managing calls

You can use the search box in the top left under Inbox to find a colleague or system directory entry or click on the Dialpad icon at the top then enter a number or name to search or paste a number and then hit Enter or the press green dial icon

When using Edge or Chrome browser to access Collaboration you will receive a notification in the bottom right with an option to answer or reject

During a call, click on the Transfer icon on the call banner then enter the contact name/ number (user status and additional phone numbers are displayed)

Then choose one of the following options next to the person you are trying to transfer to:

Envelope icon to transfer the call to Voicemail

Phone (with dot) for an announced transfer. The original call will be placed on hold and it will make a second call to the person you are trying to transfer to with a pop up box like shown below. If you want to transfer the call, press the green transfer button at the bottom of the pop up box. If you do not want to transfer the call, select the red hang up button and it will go back to the original call where you can take the caller off hold by pressing the Hold/Resume button

Phone (with arrow) for blind transfer. This will push the call straight through to the person without the ability to speak to them

Drag&Drop Call transfer -needs updating

Drag the Caller Name from the call dialog window and drop it onto the desired user in Colleagues/  Messaging tab. If you do not move the mouse for 3 seconds it will create an announced transfer, if you move the move you will have to select one of the options as per above, Envelope, Handset or Arrow.

To start a one-one chat with a colleague

To start a group chat under Inbox select the + icon at the top then Create group conversation

Select History down the left to access your call history and then you can use the filtering options across the top to find any calls.

Media – this will show any calls that are recorded or transcribed for you, selecting the option will allow you to listen and view the call

Further options along from the call detail are copy the number, call the number or create a new contact and add to the system directory

More call history information

Select Favorites down the left

If you have a desk phone these are also how you configure the buttons on your phone. To edit the order of the Favorites you can select Edit from the top left and then drag them around then Save.

To add favourites you can go to Contacts down the left and then under Colleagues you can right click a colleague and select to add them as a favorite

Or whilst in Favorites you can select the + option to add directly there

Adding Colleagues
For a Colleague make sure Colleague is selected at the top, then search for a colleague in the drop down. You can give them a title/name or leave blank and it will use the name in the system. The call settings can be enabled as required:
View calls – with this enabled you will get a pop up notification when their extension rings allowing you to easily pickup their calls
Audio notification – you will just get an audio notification when their extension rings
Direct transfer – ignore

Adding External Speed Dials
For an external number make sure Speed dial is select then enter the external number and the name of the contact

More favourites information

You can use any of your Wildix devices to access voicemail to change your greeting.

Dial *81 from the dialpad or any of your devices

• Press 0 for mailbox options
  • Then press 1 to record your unavailable greeting
  • or 2 to record your busy message
  • or 3 to record your name

To access any voicemails that have been left go to Voicemail down the left, any new or old voicemails will be visible. You can play the voicemail, copy the number, call them back, mark as read or delete using the options to the left.

More voicemail information

Colleagues

Own Availability

Click on your user icon/avatar in the top right and then from the drop down select the pre-set status you require. Or click Set a Status which allows you to set a specific message and end date/time.

Go to Contacts -> Phonebook:

To block a caller, select Add New contact in the top right. You can give that contact a name (i.e blocked caller) and select the Blocked Calls phonebook and enter the number into one of the number fields such as Work. You must also select the Type of Contact as blacklist, this is towards the bottom of the list of fields.

Notify unread messages via email: enable / disable email notifications about new chat messages (disabled by default)

Show notifications in DND status: enable / disable chat / call popup notifications in DND status

Auto away status: if enabled, your status automatically switches to “away” after minutes of inactivity on local PC, specified in the field next to the checkbox

Custom statuses: you can add custom Available / Away / DND statuses with predefined duration period and status message.

To add a new custom status:

• Select Available, Away or DND from the drop down
• Enter the status message in the next box i.e. lunch break
• If you wish to have a pre-set time that status is applied for set the time in hours and minutes
• Click + to add to the list

Click Save

Now this custom status is available for quick selection by clicking on your user icon in the top right then selecting from the status drop down.

Users can dynamically log into Call groups from Collaboration:

• Go to Collaboration Settings -> Contact center
• Check the groups you would like to answer calls for (call groups that are greyed out can only be changed by a system administrator)
• Enable Sign-on option
• Click Save

Select your color theme accordingly

More color theme information

You can enable and disable notifications for different features of Collaboration

More notification information

Here you can change various call settings including call forwarding

More calls information

If you are using a headset or computer audio with Collaboration then make sure you have the correct devices set

Select you profile pic in the top left then Audio and Video under Settings

Speakers – select your headset from the list, if you don’t use a headset and use the inbuilt speakers it will show as something like Realtek
Ringing – if you want the ringing sound to come out of your headset then select that from the list. If you would prefer the ringing to come out of your computer so you know when there is an incoming call you can select something like Realtek if available of if your monitor has speakers that may also be listed
Microphone – select your headset from the list, if you don’t use a headset and use the inbuilt microphone it will show as something like Realtek

You can use the Test options on speakers and ringing. The microphone bar will move across as you talk into it to show your microphone is working