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 right hand side

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 the Wildix app, 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

The Inbox is where your active calls and any one-one or group chats appear

To start a one-one chat with a colleague go to the Contacts tab, hover over a colleague and select the chat icon.

To start a group chat go to your Inbox then select the + icon at the top then Create conversation

More one to one conversation information

More group conversation information

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. Call recording and transcriptions are not on by default, they need to be enabled by a system administrator and may incur more charges for extra storage.

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

Select the Contacts tab down the left hand side. By default it will show all of your colleagues, you can use the search box or the department drop down to filter. Whilst in the Inbox you can also use the Search box in the top left to search for your colleagues to call or chat to them.

Departments have to be setup by a system administrator.

More contacts information

Phonebook

Select the Contacts tab down the left hand side then select Phonebook. Here you can filter/search for phonebook entries and edit or remove them and add new ones.

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.

To change your availability you can select the small status icon and then choose from the list to quickly change. To add more detail or additional statuses, click on your profile image then select the option under Availability

Under Availability you can choose one of the set statuses or set a new one using the Set Status option. If its a status you will use regularly then you can choose to save it for future use. For example setting a Lunch message which will stay on for 1 hour would look like the below

It would then appear in your custom list as

More user status/availability information

You can dynamically add yourself to hunt/call groups as required

Select your profile pic in the top left, then select Inbound Services

Make sure the Inbound service requests option is enabled, then from the list you can toggle on and off the groups you want to be part of.

If any of the groups are slightly greyed out and you cannot change it means you have been added as a permanent member to that group and you cannot adjust the setting. This would need to be removed by a system administrator before you could change yourself.

More Inbound services information

Select your profile pic in the top left then Color Theme to change

More color theme information

You can enable and disable notifications for different features of Collaboration by selecting your profile pic in the top left then Notifications

More notification information

This does not relate to call pops up and notifications on your computer, this is normally controlled by the browser you are using or Windows. if you have issues with call notifications then please contact [email protected]

Select your profile pic in the top left then Calls. You can adjust where your Internal and External calls route to depending on your status. By default all Internal and External calls follow the Internal forwarding unless you activate the External class and then you can route Internal and External calls seperately.

You can ignore Whitelist and Blacklist

More calls information

Ring only active device – if you have multiple devices under your account with this set it will only audibly ring the one you have set as the active device. If you go to the section Setting up Collaboration 7 Desktop Application and then Paired Device – this is your active device.

Call control mode – ignore this unless specifically asked to enable

Dialing Hot Key – by default this is F11 and we recommend keeping as it unless required to change. If you have the Integration Service installed on your computer the dialing hot key allows you to dial a highlighted number in another application by pressing this key.

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