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Fridays' Swyx Tip #3: Secretariat Function

Tom Wellige

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From 2009 to 2011 mirjam baumberger wrote a great blog, the "Fridays' Swyx Tip". Every Friday she posted a tip regarding the usage of SwyxWare and connected tools and devices. As the old forum is offline, this article series will be restored here again over the time. Please note that some information in this article series might not be valid anymore with current SwyxWare versions or downloads might not be available anymore.

 

This blog article was originally posted on 08.01.2009 09:17

 

Dear Swyx Users

 

The special work relation between a manager and his/her assistant usually includes a clear role assignment in terms of forwarding telephone calls.

The manager normally does not receive any calls directly, but rather all incoming calls are forwarded through the defined secretariat number. As a result, the secretariat receives all calls, both those calls intended for the secretariat and those for the manager.

 

WLW-secretariatfunction_13E15-manager_pa_2.jpg

 

All calls received in the secretariat are shown on the display of the manager's telephone and after a predefined time period, the calls will be signaled to the manager with an attention tone. Those calls which are received for the manager can be connected to the manager by the secretariat staff after.

 

The scenario described above, which is often called the manager PA function, represents a combination of different parameters from the SwyxWare point of view, and these parameters must be appropriately configured by the participating users.

 

Sounds complicated? Well it isn’t! Swyx provides a wizard for this purpose to help you to set up such a secretariat configuration with just a few mouse clicks.

 

This wizard is started in SwyxWare Administration on the "Secretariate" tab of the User. This tab can be opened using the shortcut menu in the detail view of the highlighted user or via the appropriate symbol in the SwyxWare Administration toolbar

 

WLW-secretariatfunction_13E15-clip_image002_2.jpg

 

WLW-secretariatfunction_13E15-clip_image003_2.jpg

 

WLW-secretariatfunction_13E15-clip_image004_2.jpg

 

Note: One user can take on the secretariats function for several managers. Each manager, however, is assigned exactly one secretariat. Therefore, after creating a secretary configuration in which the user functions as a manager, the “Add” button for the lower list view is deactivated.

 

Happy swyxing...

 

Regards
Mirjam

 

@ IT Net World Ltd, NZ & AUS SWYX Distributor

http://www.itnetworld.co.nz/

 



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