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Quick Reference Guide

Phone Assistant Series


Model No.

KX-NCS1101/KX-NCS1105
KX-NCS1110/KX-NCS1199
KX-NCS1201/KX-NCS9101

Thank you for purchasing this Panasonic product.


Please read this manual carefully before using this product and save this manual for future use.

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Introduction
About the Quick Reference Guide
This Quick Reference Guide is designed to serve as an overall technical reference for Panasonic Phone
Assistant (PA) series, KX-NCS1101/KX-NCS1105/KX-NCS-1110/KX-NCS1199/KX-NCS1201/KXNCS9101. It explains how to install the PA applications.
The Quick Reference Guide is divided into the following sections:
Section 1 System Outline
Provides general information on the Phone Assistant series, including connection and system
requirement.
Section 2 Guide to Phone Assistant Server Software
Explains how to install and uninstall PA Server software, and how to register a PA client user.
Section 3 Guide to Phone Assistant Client Software
Explains how to install and uninstall PA client software, and how to use an IP Softphone and a Portable
Station with PA.
Section 4 Phone Assistant Licence Registration
Explains about licence registration.
Note
In this manual, the following application names will be expressed in English.
Phone Assistant (PA)
PA Manager
PA Server
PA Services
PA Database
PA Status
Trademarks:

Microsoft, Outlook, Windows and Windows Server are either registered trademarks or trademarks of
Microsoft Corporation in the United States and/or other countries.
Intel, Pentium and Celeron are trademarks or registered trademarks of Intel Corporation or its subsidiaries
in the United States and other countries.
All other trademarks identified herein are the property of their respective owners.
Screen shots reprinted with permission from Microsoft Corporation.

Quick Reference Guide

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Table of Contents
1 System Outline .........................................................................................5
1.1
1.2
1.3
1.4

Specifications .................................................................................................................6
System Connection Diagram ......................................................................................10
Procedure for using Phone Assistant ........................................................................11
System Requirements ..................................................................................................12

2 Guide to Phone Assistant Server Software .........................................15


2.1
2.2
2.3
2.4

Installing Phone Assistant Server Software ..............................................................16


Uninstalling Phone Assistant Server Software .........................................................28
Starting Phone Assistant Server for the First Time ..................................................31
E-Mail Settings ..............................................................................................................40

3 Guide to Phone Assistant Client Software ..........................................41


3.1
3.2
3.3
3.4
3.5
3.5.1
3.5.2
3.5.3

Installing Phone Assistant Client Software ...............................................................42


Uninstalling Phone Assistant Client Software ..........................................................46
Starting Phone Assistant for the First Time ..............................................................48
Using an IP Softphone with Phone Assistant ............................................................51
Using a Portable Station (PS) with Phone Assistant ................................................54
Registering a PT for Making Calls from a PS .................................................................54
Making Calls from a PS Using PA ..................................................................................55
Receiving Calls at a PS from Another Party ...................................................................56

4 Phone Assistant Licence Registration .................................................57


4.1

Registering a Licence ..................................................................................................58

Index..............................................................................................................63

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Section 1
System Outline

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Quick Reference Guide

1.1 Specifications

1.1 Specifications
Licence Type
Model No.
KX-NCS1101

Category
Phone Assistant Pro

Number of Licences
1

KX-NCS1105

KX-NCS1110

10

KX-NCS1199

128

KX-NCS1201

Phone Assistant Status Pro

KX-NCS9101

IP Softphone

For example, for 25 users to use Phone Assistant Pro, the following models would be required:
KX-NCS1110 2
KX-NCS1105 1

Phone Assistant Functions


Phone Assistant (PA) is a CTI application. By installing PA on a PC with a telephone, an extension user for
the KX-TDA/KX-TDE series PBX can enhance telephone operation.
PA handles the following functions:
Contacts List
The user can make a call easily using a customisable contact list that is displayed on a PC, and search for
a desired contact simply and quickly. When an incoming call is received, PA shows the caller's name if it
is registered in the contact list.
Call History
The user can view his/her incoming and outgoing call histories on a PC.
Presence
The user can see the status or Absent Message of other extensions on a PC before making a call. The
user can also easily change his/her Absent Message.
FWD/DND
The user can easily change the FWD/DND setting of his/her extension.
Call Control
When a conversation is started, operation buttons such as Call Transfer, Call Hold, and Conference will
be automatically displayed on a PC so that the user can easily handle a call.
IP Camera Integration (Panasonic KX-HCM/BB-HCM/BL-C series)
If a Panasonic IP Camera is available on the network, images or video streaming from the IP camera can
be viewed using PA. Optionally, when a doorphone and a door opener are connected to a PBX, the user
may open the door remotely from a PC.
IP Softphone
It is possible to use built-in IP Softphone via an IP-EXT card using PA without KX-NCS8100 IP Softphone.
Microsoft Outlook Integration
The user can make a call directly from Outlook. When the PA software is installed on a PC, the Dial box,
Answer button and Hang-up button are added to the Outlook toolbar.
Voice Processing System (VPS) Integration (e.g., KX-TVM series)
The user can record a conversation to voice mail automatically or manually. If a message is left on a mail
box, the message indication will be displayed on PA.

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1.1 Specifications

Phone Assistant and User Capability


The maximum number of users for each type of PBX and each type of licence is specified below.
PBX

PA Pro mode

KX-TDA30
KX-TDA100/KX-TDA200

128

KX-TDA600
KX-TDE100/KX-TDE200

PA Pro Trial
mode

PA Express
mode

PA Pro mode +
PA Express mode

128 + 5

10

128 + 10

20

128 + 20

10

128 + 10

PA Pro mode: Fully licenced with no restrictions.


PA Pro Trial mode: No restrictions for 60 days.
PA Express mode: Free licence with limited functionality.
Note

Once a licence is registered, Pro Trial mode will no longer be available, even during the 60 day trial
period.
Express mode will be available for the number of users as described above, even after a licence has
been registered. For example, if 40 licences are registered using KX-TDA100, the first 40 users will
log-in to PA with Pro mode automatically, and the 41st and later users will log-in to PA with Express
mode.

PA Pro/PA Pro Trial/PA Express mode Comparison Table


The tables below detail the differences between Pro mode and Express mode.
Functions

PA Pro/PA Pro Trial*1 mode

PA Express mode

Contact List

100 groups and 100 items for each


group

2 groups and 10 items for each group

Outlook Integration

Yes

Not supported

Call History

No limitation

Last 10 calls

IP Camera Monitor

IP Softphone*2

Yes

Not supported

Function (FWD and Presence) Presets

20

Conference

Set up as Initiator

Participant only

*1
*2

Pro Trial expires 60 days after installation.


To use IP Softphone with Pro mode, a licence for KX-NCS9101 is required. IP Softphone can be used with Pro Trial mode with no
licence.

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Quick Reference Guide

1.1 Specifications

PA Status Functions (Supervisor/Operator)


A supervisor/operator can monitor calls to and from other extensions. Both PA users and extension users that
are not logged-in to PA can be monitored. A supervisor can use all of the PA Status functions; an operator can
use a limited number of functions, such as monitoring and answer calls at other extensions.

Extension Monitor
Detailed information about extensions can be monitored. The desired information can be viewed depending
on the type of extension, call status of the extension, etc.
Making Calls
A supervisor/operator can make a call from PA Status as well as PA.
Answering incoming calls at other extensions
A supervisor/operator can answer an incoming call that is ringing at another extension.
Redirecting incoming calls to other extensions
A supervisor/operator can redirect an incoming call to another extension, voice mail, a mobile phone, etc.
Call History (Supervisor only)
It is possible to view the information on the call activity of other extensions.
Report (Supervisor only)
It is possible to export the call histories of monitored extensions to a CSV (comma-separated values)
formatted file, and to view the current call information of the monitored extensions.
Barge In/Take Over (Supervisor only)
A supervisor can barge into an ongoing conversation or take over a call from a monitored extension.
Listen In (Supervisor only)
A supervisor can listen in on an ongoing conversation of a monitored extension.

PA Status and User Capability


The maximum number of users for each type of PBX and each type of licence is specified below.
PBX

PA Status Pro mode

PA Status
Express mode

PA Status Pro mode +


PA Status Express mode

KX-TDA30/KX-TDA100/
KX-TDA200/KX-TDA600/
KX-TDE100/KX-TDE200

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PA Status Pro mode: Fully licensed with no restrictions.


PA Status Express mode: Free licence with limited functionality.
Note
There is no trial mode for PA Status.

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1.1 Specifications

PA Status Pro/PA Status Express Mode Comparison Table


The tables below detail the differences between Pro mode and Express mode.
PA Status

Supervisor

Functions

Pro mode

Operator

Express mode

Pro mode

Express mode

Extension Monitor

100 groups and 100 5 extensions


extensions for each
group

100 groups and 100 5 extensions


extensions for each
group

Making Calls

Yes

Yes; up to 5 users

Yes

Yes; up to 5 users

Answering incoming Yes


calls at other extensions

Yes; up to 5 users

Yes

Yes; up to 5 users

Redirecting incom- Yes


ing calls at other extensions

Yes; up to 5 users

Yes

Yes; up to 5 users

Call History

Yes
No limitation

Yes; up to 5 users
Last 10 calls 4 call
types

Report

Yes

Yes; up to 5 users

Barge In/Take Over Yes

Yes; up to 5 users

Listen In

Not supported

Yes

Not supported

Conditions

Digital Proprietary Telephone, Analogue Proprietary Telephone, IP-Proprietary Telephone, IP Softphone,


Portable Station and Single Line Telephone can be used with PA.
A PA user that uses PA Status functions must be granted with supervisory privileges by the administrator
of PA Manager (Web server). When the PA user is authorised, the Supervisor button will be displayed
on the Contacts screen. The PA user can access PA Status functions using the Supervisor button.
PA must be restarted if a PA user disconnects a PC from LAN and reconnects it while using PA.
The contents and deign of the software are subject to change without notice.

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Quick Reference Guide

1.2 System Connection Diagram

1.2 System Connection Diagram


Connection Example:
Each PC running a PA application should be connected to the PBX as illustrated below.

4
5

10

11

10

12

13

14

15

16

10

Remote Office

10

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1.3 Procedure for using Phone Assistant

A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P

Telephone Company
PA Server (CTI control), PA Services (Communication interface), and PA Manager (Web server)
Panasonic KX-TDA/KX-TDE Series PBX
LAN or USB*1
Voice Processing System
LAN
IP Camera
Doorphone and Door Opener
PA
Proprietary Telephone or Single Line Telephone
PA and PA Status
Portable Station
Cell Station
Proprietary Telephone for making calls from Potable Station
IP Softphone
Headset

*1

Features of PA are the same regardless of a LAN or USB connection.

1.3 Procedure for using Phone Assistant


The following describes the order in which PA applications should be installed and operations performed in
order to start up a PA system.

Install PA Server
(PA Server [CTI control] and PA Manager [Web server] components)

Create a user profile on PA Manager (Web server)

Install PA client software (PA, PA Status, and IP Softphone features)

Login to PA (Using the registered user profile)

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1.4 System Requirements

1.4 System Requirements


PC (PA Server)
Minimum

Recommended

CPU

1.0 GHz Intel Pentium/Celeron processor or comparable CPU

2.0 GHz Intel Pentium/Celeron processor


or comparable CPU

RAM

256 MB

512 MB

OS

Microsoft Windows 2000 Professional


Microsoft Windows 2000 Professional
Windows XP Professional
Windows XP Professional
Windows Server 2003 Standard Edition Windows Server 2003 Standard Edition

HDD

1.5 GB available space

2.0 GB available space

Video Resolution 1024768

1024768

Interface

For LAN connection to PBX: 100 Base-T


For USB connection to PBX: USB 2.0

For LAN connection to PBX: 10 Base-T


For USB connection to PBX: USB 2.0

Note: The server must have a static IP address

PC (PA Client)
Minimum

Recommended

CPU

1.0 GHz Intel Pentium/Celeron processor 2.0 GHz Intel Pentium/Celeron processor
or comparable CPU
or comparable CPU

RAM

128 MB

512 MB

OS

Microsoft Windows 2000 Professional


Windows XP Professional
Windows XP Home Edition

Microsoft Windows 2000 Professional


Windows XP Professional

HDD

1.5 GB available space

2.0 GB available space

Video Resolution 1024768

12801024

Interface

100 Base-T

10 Base-T

PBX

12

Main Unit

KX-TDA30 (PSMPR Software File Version 4.0000 or later)


KX-TDA100/KX-TDA200 (PMPR Software File Version 3.2000 or later)
KX-TDA600 (PLMPR Software File Version 3.1000 or later)
KX-TDE100/KX-TDE200 (PMMPR Software File Version 1.0000 or later)

Options

KX-TDA0410 CTI Link Card (for LAN connection)


KX-TDA0470 16-Channel VoIP Extension Card (for IP Softphone)*1
KX-TDA0190 Optional 3-Slot Base Card
KX-TDA0161 4-Port Doorphone Card
KX-TVM50/KX-TVM200 Voice Processing System

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1.4 System Requirements

Options for KX-TDA30 KX-TDA3470 4-Channel VoIP Extension Card (for IP Softphone)
KX-TDA3161 4-Port Doorphone Card
*1

Local Processor (LPR) software version of the IP-EXT card installed in the PBX must be as follows:
PIPEXT Software Version 1.001 or later
PVOIPEX Software Version 1.011 or later

Compatible IP Cameras
Model

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Panasonic Network Camera (e.g., KX-HCM/BB-HCM/BL-C series)

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1.4 System Requirements

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Section 2
Guide to Phone Assistant Server Software

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2.1 Installing Phone Assistant Server Software

2.1 Installing Phone Assistant Server Software


PA Server (CTI control) can be installed on a separate PC from other PA software, as shown below.
1

A
B
C
D
E

Panasonic KX-TDA/KX-TDE Series PBX


PA Server (CTI control)
PA Services (Communication interface), PA Manager (Web server), and PA Database
Proprietary Telephone or Single Line Telephone
PA Client Software (PA, PA Status, IP Softphone)

PA Server (CTI Control):


Communicates with CTI features of the PBX as well as PA client software, and provides its own unique
database system (serverdb.mdb), which stores user information and call information.
PA Manager (Web server):
Supports web server functions in order to enable the changing of certain features of the PBX and PA
Server (CTI control) using a web browser.
PA Services (Communication interface):
Interacts with PA Manager (Web server) and PA Server (CTI control). It also stores the PBX model settings,
so that PA Manager (Web server) knows how to communicate with the PBX through PA Server (CTI control)
when using the PC Maintenance Console interface.
PA Database:
Used for temporary memory to communicate between PA Services (Communication interface) and PA
Manager (Web server). Please do not install another application that uses SQL, on a PC containing PA
Database.

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2.1 Installing Phone Assistant Server Software

PA Server (CTI control) can also be installed on the same PC as other PA software, as shown below.
1

A Panasonic KX-TDA/KX-TDE Series PBX


B PA Server (CTI control), PA Services (Communication interface), PA Manager (Web server), and PA
Database
C Proprietary Telephone or Single Line Telephone
D PA Client Software (PA, PA Status, IP Softphone)

1. Double-click the following setup file.

2. The Installer Language screen will appear. Select the language to be used during installation, and click
OK.

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2.1 Installing Phone Assistant Server Software

3. The Setup Wizard will appear. Click Next to proceed.

4. The Licence Agreement screen will appear. If you agree to the licence terms for this software, click the
check box and then click Next to proceed. You must accept the agreement to install Phone Assistant
Server.

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5. The Choose Components screen will appear. It shows which PA Server components will be installed.

The following methods for choosing the desired application to install can be selected from the drop-down
list on this screen.
a. Full Installation
Installs all of the Phone Assistant Server components.

b. PA Manager Components Only Installation


Installs all of the Phone Assistant Server components except for PA Server (CTI control).

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2.1 Installing Phone Assistant Server Software

c. PA Server Only Installation


Installs the PA Server (CTI control) component only.

Note
It is possible to either install PA Server (CTI control) on the same PC with PA Manager (Web server),
PA Services (Communication interface), and PA Database, or on a different PC. However, it is
recommended that PA Server (CTI control) is installed together with the other PA Manager (Web
server) components.
Click Next to proceed.
6. The Check PA Manager Database Component screen will appear.
Click Next to check if the PA Manager (Web server) database component was installed previously.

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Note
If the PA Manager (Web server) database component is not currently installed in the PC, the following
dialogue box appears. Click Yes to install the PA Manager (Web server) database component.

During installation, a banner is displayed. Please wait until installation is completed.

7. Specify the port number for the PA Server (CTI control) (Default port number: 12300).

It is possible to select the PBX Connection Type from the following methods:
a. TCP/IP
The user manually inputs the PBX IP Address and CTI Port Number.
b. USB

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2.1 Installing Phone Assistant Server Software

The user selects the appropriate model type from the drop-down list.

8. Specify the access code for international calls and the international area code.

9. Click Next to proceed.


10. Enter the required information for the PA Manager (Web server).
This step will be skipped if Full Installation is selected in step 5.

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PA Database Server Name/IP Address


The default PA Database Server Name corresponds to the name of the PC in which the PA Server
components are installed.

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PA Manager Port Number


The port number is used to connect web browser and PA Services (Communication interface). (Default
port number: 8080)
Note
If port 8080 is already used by another application, enter a different unused port number.

PA Server IP Address
The IP address here corresponds to the IP address of the PC in which PA Server (CTI control) is
installed.
Note
If PA Server (CTI control) and PA Manager (Web server) are installed on the same PC, 127.0.0.1
can be used for the PA Server (CTI control) IP address.

Auto Start PA Services


This option enables PA Services (Communication interface) automatically launch once PA Server (CTI
control) is loaded. If this box is not checked, the user needs to start PA Services (Communication
interface) manually after PA Server (CTI control) has been activated.
11. Click Next to proceed.
12. Enter the PBX System Password for Installer Level, and select the type of PBX to which PA Manager
(Web server) and PA Services (CTI control) are connected.

Note
You cannot change PBX settings or phone settings (except for the Not at My Desk setting) from PA
Manager if you select Others as your PBX type.

13. Click Next to proceed.

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2.1 Installing Phone Assistant Server Software

14. Select the appropriate language for using PA Manager (Web server) from the drop-down list.

15. Click Next to proceed.


16. Select the Destination Folder to install Phone Assistant Server. By default, the folder path is as shown
below. To install in a different folder, click Browse, and select another folder, or edit the text box
manually.

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17. Click Install to start installing the software.

Note

During installation, Microsoft SQL Server will be loaded onto the PC.

When the PA Server (CTI control) database is newly installed in the system or the PA Server (CTI
control) database is overwritten, the following dialogue box will appear. Click Yes to change the
password or No to keep the current one.

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2.1 Installing Phone Assistant Server Software

The Password Settings screen will appear by clicking Yes. The user can then change the password
for the PA Server (CTI control). (Default password: 1234).

If you wish to change the password, enter the new password in the third and the fourth text
boxes. The new password must be a combination of alphabetic and numeric characters. Click
Next to proceed.
The following dialogue box will appear when the password is changed.

If you wish to keep the current password, click Skip to proceed.

18. Select the desired reboot option, and click Finish to complete installation.
Note

26

It is necessary to reboot the system in order for PA Server (CTI control) to function properly when
starting for the first time.

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2.1 Installing Phone Assistant Server Software

PA Server (CTI control) will run automatically every time Windows starts. If you do not wish to run
PA Server (CTI control) when Windows starts, uncheck the Load PA Server on Windows
StartUp check box.

The following icons will be displayed on the desktop.

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2.2 Uninstalling Phone Assistant Server Software

2.2 Uninstalling Phone Assistant Server Software


1. To uninstall PA Server, perform one of the procedures.
Go to Start Programs Panasonic KX-TDA PA Server, and select Uninstall.
Go to Start Programs Panasonic Phone Assistant Manager, and select Uninstall.
Go to Control Panel Add or Remove Programs, select Phone Assistant Server, and remove it.
Note
Before starting the uninstallation, please confirm that the PA Manager (Web server) components or
PA Server (CTI control) is not running.

2. The following dialogue box will appear. Click Yes to remove PA Server.

3. The Uninstallation Wizard screen will appear. Click Next to proceed.

4. The Choose Components screen will appear, allowing you to select which components to uninstall, as
follows:
Check the PA Manager Components box to remove PA Manager (Web server), PA Services
(Communication interface), and PA Database.
Check the PA Server box to remove PA Server (CTI control).

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Note
Checking both check boxes allows you to remove.

Click Uninstall to start the removal process.

5. During uninstallation, the following dialogue box will prompt the user to confirm the removal of the SQL
setting from the PC. Click Yes to keep it or No to remove it.

6. During uninstallation, the following dialogue box will ask if you would like to keep the PA Server Database.
Click Yes to keep it or No to remove it.

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2.2 Uninstalling Phone Assistant Server Software

7. The following dialogue box will appear. Click OK.

A dialogue box will appear when uninstallation is complete.

8. Click OK.

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2.3 Starting Phone Assistant Server for the First Time

2.3 Starting Phone Assistant Server for the First Time


1. Double-click the PA Server shortcut on the desktop.
or
Start PA Server (CTI control) from the Start menu (Start All Programs Panasonic KX-TDA PA
Server PA Server).

PA Server (CTI control) will start.

After the server is successfully activated, PA Services (Communication interface) automatically connects
itself to PA Server (CTI control).
After PA Services (Communication interface) successfully connects to PA Server (CTI control), PA
Manager (Web server) automatically starts.
2. Enter the following in the corresponding fields:
Username field: administrator
Password field: 1234 (default)

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2.3 Starting Phone Assistant Server for the First Time

3. Click Login. The following screen appears.

Note

Start PA Server runs automatically if the Load PA Server on Windows StartUp check box is
checked during installation.
If PA Server (CTI control) and PA Services (Communication interface) are installed on separate
PCs, activate PA Server (CTI control) first, and then activate PA Services (Communication
interface). PA Manager (Web server) starts automatically after PA Services (Communication
interface) is successfully connected to PA Server (CTI control).
When PA Server (CTI control) and PA Services (Communication interface) have finished starting
up, the status icons below will appear in the Notification area.
1

A PA Services (Communication interface):


ACTIVATED
DEACTIVATED

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2.3 Starting Phone Assistant Server for the First Time

When the user clicks the status icon for PA Services (Communication interface), the following
screen will appear, and the user can change the setting for PA Services (Communication
interface).

Click Settings.

B PA Server (CTI control):


ACTIVATED
DEACTIVATED
When the user right-clicks the status icon for PA Server (CTI control), the following commands
will appear on the shortcut menu.
Settings: changes the settings of PBX connection.
Clear Call Log: deletes all the call logs.
About: shows software version of PA Server (CTI control).

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2.3 Starting Phone Assistant Server for the First Time

4. Click PA User Admin in the Menu frame.

9
7

8
4

A [Add new user]:


Enables you to create new user accounts.
B [Quick Setup]:
Enables you easily create user accounts with only a limited amount of information.
C Username:
Displays registered PA user names.
D 1st Extension:
Displays the extension number that is assigned to the first extension.
E Last Name:
Displays registered last name of PA users.
F First Name:
Displays registered first name of PA users.
G [Modify]:
Enables you to modify user account information.
H [Delete]:
Enables you to delete user accounts.
I (<<), (<), (>), (>>):
Changes the PA User Administration page.

Note

34

Up to 25 user accounts can be shown on a page.


Until new user accounts have been created, only the administrators information appears in the list.
To create a new user account using Quick Setup, skip the steps 5 to 7, and refer to PA User Quick
Setup.

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2.3 Starting Phone Assistant Server for the First Time

5. Click the [Add new user] link in the PA User Administration page.

6. Enter the account information.

1
2
3

5
6
7

10

11

12

13

A Username:
Used for authentication when a PA user logs in to PA Server (CTI control) to use PA client software.
Max.32 characters.

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2.3 Starting Phone Assistant Server for the First Time

B Password:
Used for authentication when a PA user logs in to PA Server (CTI control) to use PA client software.
Max. 255 characters with an alphanumeric combination.
C Confirm Password:
Max. 255 characters with an alphanumeric combination
D Extension Number:
Up to 5 extension numbers for each PA user can be registered. For example, a PA user can use the
first extension number with a DPT at his/her office, and use the second extension number with an IPPT at home.
Profile Name:
Used to show information such as telephone type and place of an extension on the log-in screen.
Extensions List:
Opens the page that shows all the extension numbers connected to the PBX.

Note
Instead of manually entering the extension number, it is possible to select the extension number
from a list of all extension numbers by clicking Extensions List. Click the Select link to apply the
extension number.

E Administrator:
Authorises a PA user to have administrative privileges. The authorised PA user can view and change
all the settings available in PA Manager.
F PA Express Only:
Limits the user to only using PA applications in express mode only.
G PA Status:
Authorises a PA user to access supervisory functions. The following 3 options are available:
DisableNo supervisory privileges
SupervisorGive the user access to all available supervisory functions
Operator Console LighttGive the user access to a limited number of supervisory functions
H Last Name:
Max. 32 characters
I First Name:
Max. 32 characters
J Department:
Max. 32 characters
K Email:
Max. 200 characters

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L Phone Number (Home):


Max. 32 characters
M Phone Number (Mobile):
Max. 32 characters
N Notes:
Max. 1000 characters

7. Click SAVE to register the PA user in the database.


The information for the new PA user appears in the PA User Administration page.

Note
If an email address is set, a welcome message will be sent to the newly registered PA user when SAVE
is clicked. The welcome message includes information such as the user name and password for the new
account.

PA User Quick Setup


By using Quick Setup, you can create new user accounts for PA quickly and easily.

IMPORTANT
The passwords for user accounts that are created by Quick Setup are assigned as 1234a by default.

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2.3 Starting Phone Assistant Server for the First Time

1. Click the [Quick Setup] link in the PA User Administration page.

2. Select the extension numbers for which you want to create new user accounts, and click OK.

1
3

2
4

5
6

A Select All:
Selects all the check boxes for each extension.
B Cancel All:
Clears all the check boxes for each extension.

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C Extension Number:
Displays extension numbers programmed in the PBX.
D Extension Name:
Displays extension names programmed in the PBX.
E Characters in Extension Name before first space is assigned as First Name:*1*2
Defines the First Name of PA user account from an extension name. For example, if the extension
name is Tom Smith, Tom is assigned as the First Name, because it comes before the first space.
F Characters in Extension Name before first space is assigned as Last Name:*1*2
Defines the Last Name of PA user account from an extension name. For example, if the extension
name is Tom Smith, Tom is assigned as the Last Name, because it comes before the first space.
*1
*2

Lastname is assigned as the last name of PA user account if the last name cannot be determined by the above definition.
Firstname is assigned as the first name of PA user account if the first name cannot be determined by the above definition.

Note
The Username and 1st Extension fields are assigned as the extension number.

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2.4 E-Mail Settings

2.4 E-Mail Settings


IMPORTANT
PA Server (CTI control) can send messages to a PA user by e-mail, such as a PBX error log or a PA user's
forgotten password. You must configure the mail server settings in order to send an e-mail to PA users
automatically. Configure the Email Settings of PA Server (CTI control) before using PA Manager (Web
server).

1. Right-click the status icon for PA Server (CTI control) in the Notification area, and select Email
Settings.

The following information appears.

2. Enter the SMTP Server, SMTP Port, Account Name, and Account Password, and select the Protocol
Type.
Note
For details regarding the email server settings, consult your network administrator.

3. Click OK.

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Section 3
Guide to Phone Assistant Client Software

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3.1 Installing Phone Assistant Client Software

3.1 Installing Phone Assistant Client Software


1. Double-click the following setup file.

2. The Installer Language screen will appear. Select the language to be used during installation from the
drop-down list, and click OK.

3. The Setup Wizard screen will appear. Click Next to proceed.

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4. The Licence Agreement screen will appear. If you agree to the licence terms for this software, click the
check box, and then click Next to proceed. You must accept the agreement to install PA.

5. Select the appropriate language for using PA from the drop-down list. Click Next to proceed.

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6. The Choose Install Location screen will appear. Select the Destination Folder to install PA. By default,
the folder path is as below. To install in a different folder, click Browse, and select another folder, or edit
the text box manually. Click Next to proceed.

7. The Choose Start Menu Folder screen will appear. Select the available Start Menu folder in the list box,
and click Install to start installing the software.

8. Once installation is completed, click Finish to close the Setup Wizard.

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Note

PA and Readme will run automatically. If you do not wish to run PA and Readme immediately after
installation is complete, uncheck the Run Phone Assistant X.X.X.X and Show Readme check
boxes.
PA will run automatically every time Windows starts. If you do not wish to run PA when Windows
starts, uncheck the Load Phone Assistant on Windows StartUp check box.

Note
The following icons will be displayed on the desktop.

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3.2 Uninstalling Phone Assistant Client Software

3.2 Uninstalling Phone Assistant Client Software


1. To uninstall PA, perform one of the following procedures.
Go to Start Programs Panasonic Phone Assistant, and select Uninstall.
Go to Control Panel Add or Remove Programs, select PA, and remove it.
2. The following dialogue box will appear. Click Yes to remove.

3. Uninstallation will start.

4. The following dialogue box will appear. Click Yes to delete the data or click No to keep the data.

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The following dialogue box will appear when PA is successfully uninstalled.

5. Click OK.

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3.3 Starting Phone Assistant for the First Time

3.3 Starting Phone Assistant for the First Time


1. Double-click the shortcut on your desktop, or start the Phone Assistant from the Start menu:
Start All Programs Panasonic Phone Assistant Phone Assistant

2. Enter the server host name or the IP address.


or
Click Search for all the PA Server (CTI control) available on the network.

3. Enter your user name in the Your username field.

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4. Enter your password in the Your password field.

5. Click Login.
Note
If 2 or more extensions are set in your profile on PA Manager (Web server), the profile selection dialogue
box will appear.

Select a profile from the drop-down list and click OK.

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3.3 Starting Phone Assistant for the First Time

After you have successfully logged in to PA, the Information Panel will appear in Compact mode.

Note
For details about operations, refer to the online Help. To show the Help window:
.
1. Press F1. The pointer will change to
2. Click the item on the PA screen for which you need help.

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3.4 Using an IP Softphone with Phone Assistant

3.4 Using an IP Softphone with Phone Assistant


1. Start PA. (Refer to steps 1 to 4 in 3.3 Starting Phone Assistant for the First Time.)
2. Select the User Softphone check box, and click Login.

Note
If 2 or more extensions are set in your profile on PA Manager (Web server), the profile selection dialogue
box will appear.

Select a profile that is assigned to use an IP Softphone, and click OK.

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3.4 Using an IP Softphone with Phone Assistant

3. If this is the first time you are logging in using an IP Softphone, the Select IP Extension Type window will
appear. Select the IP extension type that your system is using, and click OK.

The Information Panel will appear in Compact mode will appear.

4. If this is the first time you are logging in using an IP Softphone, enter the IP address of the IP-EXT card
installed in your PBX, and click OK.

Note
Before you click OK, confirm that the port of the IP-EXT card in the PBX is in registration mode (i.e.,
waiting for a response from the IP Softphone). For more details, refer to the documentation for the KXNT136.
The IP Softphone interface will be displayed. It is designed to look like a real telephone. When you have
successfully connected, Connecting will be cleared from the IP Softphones displayed.
Note

52

In some cases, clear communication may not be possible, due to network conditions and the
specifications of the PC and headset. Confirm that trunk and intercom calls can be completed
successfully using the PA Pro Trial mode before registering a licence. A registered licence cannot
be used at another PC.
The feature specifications of the IP Softphone are basically the same as those for the KX-NT136
IP proprietary telephone. For details, refer to the documentation for the KX-NT136.
The feature differences from KX-NT136 are as follows:
Programmable melodies and ring tones are available only for tones 21-30.
Automatic Redial is available only for ISDN lines.

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If audio becomes increasingly delayed the longer you use IP Softphone, there may be a problem
with the PCs audio driver. In this case, install another compatible audio driver (not another version
of the same driver).
If using Windows Firewall, you may not hear a dial tone when clicking the SP-PHONE button. In
this case, select the software_ippt check box in the exceptions list for Windows Firewall.
You can record to your PC if you have the KX-NCS8100 series licence installed on your PC.

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3.5.1 Registering a PT for Making Calls from a PS

3.5 Using a Portable Station (PS) with Phone


Assistant
A PA user can use a PS as an extension. A proprietary telephone (PT) must be set up in order to make calls
from a PS because PA does not support direct operation from a PS. Outgoing calls from a PS using PA are
made through a PT. The administrator must register the PT by using PA Manager (Web server).

3.5.1 Registering a PT for Making Calls from a PS


1. Start PA Manager (Web server) and log-in. (See the steps 1 to 3 in 2.3 Starting Phone Assistant Server
for the First Time.)
2. Click PT for making call from PS in the Menu frame.

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3. Select the extension number to be assigned as a PT for making calls from a PS using the drop-down lists.

Note
Up to 8 PTs for making calls from a PS can be assigned.

4. Click OK.
Note
Do not use the registered PT as an ordinary telephone. If the registered PT is used, a PS user cannot make
calls from PA until the registered PT becomes idle.

3.5.2 Making Calls from a PS Using PA


1. Double-click a telephone number from Contact List or History on PA.
The registered PT calls your PS.

2. Answer the call by pressing the TALK button on the PS.


The registered PT transfers the call to the other party. While the call is being transferred, you will hear the
hold music or a ringback tone, depending on the PBX settings.
Note

The registered PT becomes idle after the call is transferred.


During a conversation, a PS user cannot use Call Control features in PA.
You can set an access code for your PS, which is dialled before the call is transferred from the PT to
the destination. For example, by setting the access code to *47 + ext. no of PS + PIN, the CLIP
information of the PS extension is sent to the called party, rather than the PTs CLIP information.
The Walking COS feature for the PSs extension must be enabled. This feature is configured through
PBX programming, and is enabled by default. For details on Walking COS, please refer to your PBX
documentation or consult your dealer.

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3.5.3 Receiving Calls at a PS from Another Party

3.5.3 Receiving Calls at a PS from Another Party


1. Press the TALK button on the PS.
Note
You cannot use PA to answer a call using a PS.

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Section 4
Phone Assistant Licence Registration

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4.1 Registering a Licence

4.1 Registering a Licence


To register a licence, you will need the following information.
Registration Number:
16 numeric characters that PA Server (CTI control) generates automatically when Licence Type is selected
on the Licence Registration screen.
Licence Number:
11 alphanumeric characters attached to the software package.
Registration ID:
8 alphanumeric characters attached to the software package.
Registration Key (KEYCODE):
16 numeric characters that is issued by the Panasonic web site.
To register a PA application licence, follow the procedure below.
1. Right-click the status icon for PA Server (CTI control), and select Settings.

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2. Click Licence.

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4.1 Registering a Licence

The PA Licence Registration screen appears.

Note

The PA Licence Registration screen contains 3 tabs: PA, IP Softphone Module, and PA
Status tab.
Up to 30 licences for PA can be registered.
Up to 30 licences for IP Softphone can be registered.
Up to 8 licences for PA Status can be registered.
KX-NCS1199 (128 licences) can be registered in Licence 31, which is located at the bottom of the
PA Pro tab.

3. Select Licence Type.


The Registration Number will be displayed automatically.

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Note

Select the Licence Type for all licences to be registered.


The Copy button can be used to copy a Registration Number to the Clipboard.

4. Click WEB Access in the PA Licence Registration screen, and proceed to Keycode Generator page.
A KEYCODE will be issued when the Licence Number and Registration ID that are attached to the
software package, and Registration Number on the PA Licence Registration screen are entered.

5. Enter the KEYCODE that was issued on the web site into the Registration Key input field.

Note

The Paste button can be used to paste the KEYCODE that has been copied to Clipboard. Only
available when the KEYCODE strings do not contain a hyphen.
A user can create a Registration List by clicking the Make a List button in the PA Licence
Registration screen.

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4.1 Registering a Licence

6. Click Register.
7. Click OK.
Note
To register a licence for PA Status or IP Softphone, perform the same procedure on each tab in the PA
Licence Registration screen.

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Index

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A
Administrative Privileges

36

E
E-Mail Settings

40

I
Installing Phone Assistant Client Software 42
Installing Phone Assistant Server Software 16
IP Softphone, Using an IP Softphone with Phone
Assistant 51

O
Operator 8
Operator Console Light

36

P
Password Settings 26
Portable Station (PS)
Making Calls from a PS Using PA 55
Receiving Calls at a PS from Another Party 56
Registering a PT for Making Calls from a PS 54
Using a Portable Station (PS) with Phone Assistant
Procedure for using Phone Assistant 11

54

Q
Quick Setup

37

R
Registering a Licence 58
Registering a PA User 34

S
Specifications 6
Starting Phone Assistant for the First Time 48
Starting Phone Assistant Server for the First Time
Supervisor 8, 36
System Connection Diagram 10
System Requirements 12

31

U
Uninstalling Phone Assistant Client Software 46
Uninstalling Phone Assistant Server Software 28

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Notes

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Notes

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Notes

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Panasonic Communications Company (U.K.) Ltd.

Pencarn Way, Duffryn, Newport, South Wales, NP10 8YE, United Kingdom

Copyright:
This material is copyrighted by Panasonic Communications Co., Ltd., and may be reproduced for internal use only.
All other reproduction, in whole or in part, is prohibited without the written consent of Panasonic Communications
Co., Ltd.
2007 Panasonic Communications Co., Ltd. All Rights Reserved.

PSQX4314XA KK0107MS2077

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