Free Desktop 2.

User Guide

Doc Reference Document title File name

Alcatel-Lucent_FreeDesktop-
SK934071114-2 ED03 FDE-UserGuide_ED03_EN
v2_User_Guide_EN.doc

Function Name
Author Free Desktop Developer Seni Kerboul
Checked By Program Manager David Thépot
Approved by

Alcatel-Lucent Services for Enterprise

All Rights Reserved © Alcatel-Lucent 2007
HISTORY

REF DATE ORIGINATOR CHANGE NOTE

SK934071114-2 ED01 2007-11-14 SK Creation of the document.
SK934071114-2 ED02 2007-11-25 SK English Correction.
SK934071114-2 ED03 2007-12-11 SK Update document format.

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All Rights Reserved © Alcatel-Lucent 2007
NOTE:

Product specifications contained in this document are subject to change

without notice. Products and services described in this document may not be
offered in every country. For the most current information, please contact
your Alcatel-Lucent representative or your Alcatel-Lucent equipment
provider.

Copyright (c) 2007 Alcatel-Lucent. All rights reserved for all countries. This
document may not be reproduced in whole or in part without the express
written permission of Alcatel-Lucent.

Alcatel-Lucent® and the Alcatel-Lucent logo are registered trademarks of

Alcatel-Lucent. All other trademarks are the property of their respective
owners.

The CE mark indicates that this product conforms to the following Council
Directives:
- 89/336/CEE (concerning electro-magnetic compatibility)
- 73/23/CEE (concerning electrical safety)
- 1999/5/CE (R&TTE)

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TABLE OF CONTENTS

HISTORY.................................................................................................. 2
TABLE OF CONTENTS................................................................................... 4
1. SCOPE .............................................................................................. 5
2. WHAT IS FREE DESKTOP ENVIRONMENT? ...................................................... 5
3. FREE DESKTOP SECURITY........................................................................ 7
4. FORWARD MANAGEMENT ...................................................................... 10
5. IP-TOUCH INTERFACE FEATURES ............................................................. 12
6. HOW TO USE THE FDE IP-TOUCH INTERFACE............................................... 15
7. FDE WEB INTERFACE FEATURES .............................................................. 24
8. HOW TO USE FDE WEB INTERFACE........................................................... 26

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1. SCOPE

This User Guide documentation presents both Free Desktop Environment (FDE) interfaces:
Free Desktop IP-Touch Interface and Free Desktop Web Interface.

These tools enable the user to take advantage of Free Desktop functionalities using any
supported browser or company IP-Touch's.

The screenshots may not be up to date and are only for guiding purposes.

2. WHAT IS FREE DESKTOP ENVIRONMENT?

The challenge of user mobility is to be able to access all usual applications (voice and data)
as mobile ones, regardless of the technology or terminals used.

Free Desktop Environment is a new mobility feature allowing the user:

- To share phone sets within a firm.

- To simplify user mobility and its associated costs.

- To easily access the configuration of the users’ set(s).

Users can log on to a set and automatically retrieve their phone profile (directory number,
programmable keys…)

This application can be used in different contexts. For example:

- In a meeting room or at a shared desk with a restricted profile. When a user logs on to
this phone set, he retrieves his phone workspace.

- As the answer for company facilities set up for temporary users. Rooms equipped with
phone sets, fax, desk, network connection… which are offered to visitors. In this case,
an operator gives a directory number to the user.

- To cope during times of over activity or when space is unavailable, providing a

backup solution such as a "rescue" area with connected sets. Then users can log on to
these sets when their own sets are inaccessible.

- Users can work in ‘project mode’ if they need to move around frequently due to the
projects they lead.

To respond to these situations, the Alcatel Free Desktop Environment is based around a single
generic application called the Free Desktop Server with two different interfaces: IP-Touch
Interface and Web Interface.

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 Free Desktop Operations __________________________________________________________________

A user is allowed to:

− Log on a shared directory number (for example: a set in a meeting room).

− Log on a set to which a user is already logged on. This operation can be unauthorised
in function of the users’ rights.

− Log on another set without logging off the previous extension.

− Log off from the extension on which he is logged on.

− Log off his original set.

− Log on and off, thanks to the Web Interface and IP-Touch Interface.

Depending on the situation, we can have three kinds of users move to a set:

1. Simple log on: when a user logs on a set.

2. Simple log off: when a user logs off from a set.

3. Auto Log Off: when a user is logged off by another user who logs on the same set.

Log on and log off operations are permanent.

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3. FREE DESKTOP SECURITY

 Authentication ____________________________________________________________________________

For security reasons, the user has to be identified for the operation he wants to do. Three
parameters are essential:

1. User number

2. PIN code

3. Free Desktop rights

Only once these three details are checked, can the user access Free Desktop operations.

 Free Desktop Rights _______________________________________________________________________

Users need specific rights to be able to use Free Desktop. The different Free Desktop
operations are only available once the rights are configured.

Rights management is set by the administrator.

A directory number has three rights:

- Mobile right: If enabled, the user can move to another set.

- Shared right: If enabled, it allows other users to move to their current set.
- Protected right: If enabled, the user does not allow others to move to their original set.

In general, the Access to Free Desktop functionalities is available:

1. For Log on if:

- The directory number of the user who wants to move has the Mobile right.
- And the directory number of the target set has the Shared right and is not Protected.

Note: If a directory number with no Mobile right but with Shared right has been auto
logged off by another user, the log on operation to the original set is available.

2. For Log off if:

- The Mobile right of the directory number is enabled.

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Priorities:

- Lock priority: If a set is locked no log on is available on this set. The directory number
remains on this set until the user unlocks the set, logs off or logs on another set.
- Owner priority: The owner of a set can always log on his original set if the set is
unlocked, even if another user with no shared right is currently on his set.

Summing it up: lock priority > owner priority > no shared right

After an Auto Log Off:

- If the logged off directory number corresponds to a shared extension, it is

automatically restored to the original set when the set is free.
- If the directory number corresponds to a user, when the set is free a temporary
directory number is loaded on this set. Only when the owner of the set comes back,
can he get his profile through a log on.

Let’s see some examples:

Examples:

Who User rights Why

They can move to every authorised set of the

Mobile=yes installation. If such users forget to log off after
Typical mobile users Shared=yes using a set, other users will be allowed to log
Protected=no on their current set and also on their original
set.

Mobile=yes They want to move as typical users but do

Shared=yes not want other subscribers to use their
Protected=yes original set at their desk.
Executives
Mobile=yes If they do not want other users to log on their
Shared=no current extension wherever they are, they
Protected=yes can disable the shared right.

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 Who User rights Why

The directory number on this set does not

Mobile=no represent a real user, so it will not move. But it
A shared extension, on a
Shared=yes will be auto logged off when a user logs on it
shared desk for example
Protected=no and automatically restored on the set when
the user logs off.

This kind of directory number does not

A temporary directory
Special rights represent a real user. It is only used when
number
users leave their original set.

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4. FORWARD MANAGEMENT

An important feature of Free Desktop Environment is the management of forwarding in order

to avoid losing calls.

If a subscriber is logged off, he is not assigned to a physical set. In this state, if someone tries
to contact him, he will be out of service. To solve this problem, the user can be immediately
forwarded (any other Forward state will revert the out of service response). 1

Depending on the situation, there are three kinds of Forward management:

1. When users log themselves off.

2. When users are logged off by other users who log on the same set.
3. When users log on a set (themselves).

1. Users log off:

The application follows these steps to activate the Immediate Forward:

1. If Immediate Forward is activated, no modification happens.

2. If another Forward is configured, it automatically switches to this number to activate
the Immediate Forward.
3. If no Forward is configured, a Forward List is proposed to users:
a. Forward to Voice Mail box, if it exists.
b. Forward to the associated number, if it exists.
c. Forward to another number: to be customized by the user before logging off.
d. No Forward. In this case the user will be out of service after log off.

2. Users logged off by other users:

This is transparent for users. The application follows these steps automatically:

1. If Immediate Forward is activated, no modification is done.

2. If another Forward is configured, it automatically takes this number to activate the
Immediate Forward.
3. If no Forward is configured, it is immediately forwarded to the Voice Mail box if it exists.
4. If no Voice Mail box is available, it is immediately forwarded to the associated number

1 Note: Temporary directory numbers have no Forward management.

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 if it exists.
5. If there is no associated number, the set is considered out of service. (No Forward).

3. Users log on

When users log on, the Free Desktop System is in charge of Forward deactivation:

1. If an Immediate Forward exists, it is changed into a “Busy and Non response Forward”.

2. In any other cases nothing happens: no Forward, Immediate Forward on busy,

Forward on no reply or Forward on busy and no reply.

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5. IP-TOUCH INTERFACE FEATURES

The FDE IP-Touch Interface has been designed to provide a user-friendly interface, which is
simple, intuitive and efficient.

 Accessibility of the Application ____________________________________________________________

The IP-Touch Interface is accessible:

- From any IP-Touch in the 8 series: 4068, 4038 and 4028.

- To any user with Free Desktop rights willing to use a set with Free Desktop rights.

IP-Touch 4068 (Noe D/IP)

4096 colors

320x240 pixels screen

10 soft keys

IP-Touch 4038 (Noe C/IP)

4 gray levels

160x100 pixels screen

10 soft keys

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 IP-Touch 4028 (Noe B/IP)

B&W colors

128x64 pixels screen

6 soft keys

 Internationalization _______________________________________________________________________

The IP-Touch Interface is supported in five languages: English (UK), French (France), Spanish
(Spain), German and Italian.

When a user launches the application, it detects the current language of the set. If the user
changes the language, the application follows.

If the selected IP-Touch language is not supported, English will be used as default.

 Back and Exit Features ____________________________________________________________________

The Back/Exit key is managed from the FDE IP-Touch Interface. If supported, a user can go
back to the previous screen of the application with a quick touch on the Back key (very
useful for user mistakes).

In addition, the user can exit from the application or cancel via the appropriate soft keys or
by a long touch on the Back key.

Note: Once the Free Desktop Log On/Off operation has been confirmed, the Back or Exit
actions are no longer available. The Back/Exit action closes the Free Desktop popup, but
doesn’t cancel the operation. The application will continue running until the end.

 Online Help ______________________________________________________________________________

Online help is available at any time. To activate it, push the IP-Touch Help key (i). A help
popup window will be displayed on the terminal. To close it before timeout, push the back
key .

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 Fri 8 Jul 2005

Free Desktop

Welcome
What to Free
do you want Desktop
to do?
Please, choose Log On to load
your workspace or Log Off to
Log off leave it. Log on

The User Guide documentation is available from any browser having access to the FDE IP-
Touch Interface server (Internet Explorer 6, Mozilla Firefox 1.0 and Mozilla 1.4 and greater).

To access go to: http://<FDEII server name>:<FDEII port>/FreeDesktop/IPTouchInterface/

 Security: The Locked State ________________________________________________________________

If the IP-Touch is locked, the application is not available. If a user tries to launch the
application, a “Set is locked” popup appears.

The locking option is available from the menu tab. When the set is locked, a small lock icon
appears in the menu bar. To unlock the set, the user’s PIN code is mandatory.

Fri 8 Jul 2005

Settings Redial

Appointment Lock
Set is locked
Text mail Forward

No reply Free Desktop

 Other Features ____________________________________________________________________________

If no activity is detected during the IP-Touch Interface 150 seconds execution time, the
application asks the user to exit.

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6. HOW TO USE THE FDE IP-TOUCH INTERFACE

This section presents a detailed description on how to use the FDE IP-Touch Interface.

a. IP-Touch 4068 and 4038

 Log On ___________________________________________________________________________________

Situation: John Smith goes to Paris for a meeting. While he is waiting in the meeting room he is
informed that the customer is in a traffic jam and will arrive 1 hour later. He decides to log on
the phone of the meeting room, 3010, to work as if he was in his office. His phone number is
2568 and his PIN code ****.

From the 3010 set on which you want to log on, go to the menu tab through the navigator
and launch the FDE IP-Touch Interface by clicking on ‘Free Desktop’.

Fri 8 Jul 2005

Settings Redial list

Appointment Lock

Text mail Forward

No reply Free Desktop Push

 Choose your operation: click on the ‘Log On’ button.

Fri 8 Jul 2005

Free Desktop

What do you want to do?

Log Off Log On Push

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 The Ip-Touch is contacting the Free Desktop Server to get user rights. Wait until the
authentication screen appears.

Fri 8 Jul 2005

Free Desktop

Free Desktop rights

Please wait, checking … Please wait

 To be identified enter your phone number 2568 and your PIN code ****. Push ‘Apply’.

Fri 8 Jul 2005 09:12

Free Desktop

Authentication

Number

PIN-Code

Back Apply Push

 Wait during your authentication.

Fri 8 Jul 2005

Free Desktop

Authentication

Please wait, checking … Please wait

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 The application then asks for your confirmation. If you agree push the ‘Apply’ key,
otherwise push ‘Exit’ to exit the application.

Fri 8 Jul 2005 09:12

Free Desktop

Log 2568 on set 3310?

Exit Apply Push

 Once you have confirmed the operation, the application frees the set and enables the
Free Desktop Server to move subscribers. An information popup appears shortly after.

Fri 8 Jul 2005 09:12

Settings Redial
Appointment Lock Please wait
Logging on...
Text mail Forward

No reply Free Desktop

 Wait until the IP-Touch popup resets (without doing any action on the IP-Touch).

Fri 8 Jul 2005 09:12

Settings Redial
Appointment Lock Please wait
reset... please wait
Text mail Forward

No reply Free Desktop

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 After reset:

- John Smith will be logged on the meeting room’s set with directory number 2568 and
so is John’s profile.
- The profile of the meeting room with directory number 3010 will be logged off.
- John’s office set, i.e. his original set, will be free with a temporary directory number.

 Log Off ___________________________________________________________________________________

Situation: After the meeting, John Smith, leaves the meeting room. So, he first logs off from
the set.

 Go to the menu tab through the navigator on the IP-Touch where you are logged on
(2568). Launch the Free Desktop IP-Touch application by clicking on ‘Free Desktop’.

Fri 8 Jul 2005

Settings Redial

Appointment Lock

Text mail Forward

No reply Free Desktop Push

 Choose your operation: click on the ‘Log Off’ button.

Fri 8 Jul 2005

Free Desktop

What do you want to do?

Push Log Off Log On

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 The IP-Touch then contacts the Free Desktop Server to get user rights. Wait until the
authentication screen appears.

Fri 8 Jul 2005

Free Desktop

Free Desktop rights

Please wait, checking … Please wait

 Authentication: enter your PIN code number **** to be identified (your phone number 2568
is already known as you are launching the application from your user’s account).

Fri 8 Jul 2005 11:45

Free Desktop
Enter your PIN code:

Back Apply Push

 Wait during your authentication.

Fri 8 Jul 2005

Free Desktop

Authentication

Please wait, checking … Please wait

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 If your Forward is configured (see Forward section), the IP-Touch Interface goes directly to
the confirm screen. Otherwise, it will ask for the Immediate Forward to be set. In this case, if a
Voice Mail box or associated number is configured in your account it will appear in the
Forward options.

Fri 8 Jul 2005 11:45 Push one of the

desired Forwards
Free Desktop
Customize
Voice Immediate
Mail box Forward Set
Associated
No Forward Other

Back Apply

Exit

Note 1: If you choose ‘No Forward’, after logging off you will be out of service, losing
all your calls.

Note 2: If you chose ‘Other’, the customised forward screen appears. In this case
enter the number of the set to which your calls will be forwarded. Click ‘Apply’ to
continue.

Fri 8 Jul 2005 11:45

Free Desktop
Enter your Fwd number

Back Apply Push

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 The application then asks for your confirmation. If you agree push the ‘Apply’ key,
otherwise push ‘Exit’ to exit the application.

Fri 8 Jul 2005 11:45

Free Desktop

Log Off 2568?

Immediate Forward to 3333.

Exit Apply Push

 Once you have confirmed the operation, the application exits to free the set and enables
the Free Desktop Server to move subscribers. An information popup comes up.

Fri 8 Jul 2005 11:45

Settings Redial
Appointment Lock Please wait
Logging off...
Text mail Forward

No reply Free Desktop

 Wait until the IP-Touch popup resets (without doing any action on the IP-Touch).

Fri 8 Jul 2005 11:45

Settings Redial
Appointment Lock Please wait
reset...please wait
Text mail Forward

No reply Free Desktop

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 After reset:

- John Smith will be logged off but with an Immediate Forward allowing him to be
reached at any time.
- John’s office set, i.e. his original set, will be free with a temporary directory number.
- The meeting room’s set will have its original directory number 3010.

 Auto Log Off ______________________________________________________________________________

If you have shared rights, another user, for example 5555, can log on the set to which you are
already logged on. If this happens, the Free Desktop Server automatically retrieves your
workspace (2568) from the set to load the workspace of the second user 5555. This is called
an Auto Log Off.

In this case, you are automatically and immediately forwarded. There is a minimum
configuration needed for this: see the Forward section. This is totally transparent for the 5555
second user.

b. IP-Touch 4028 Interface

The Free Desktop IP-Touch Interface works in the same manner with a 4028 extension. The
only difference is that due to display restrictions, the authentication appears on two screens
instead of one. One screen for the user number entry and another for the PIN code.

So, when the application is launched, it detects the IP-Touch model (4068, 4038 or 4028) and
adapts itself to the application interface and to the features of the display.

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7. FDE WEB INTERFACE FEATURES

The FDE Web Interface has been designed to provide a user-friendly interface, which is
simple, intuitive and efficient.

 Accessibility of the Application ____________________________________________________________

The FDE Web Interface is accessible:

- To any user with Free Desktop rights willing to use a set with Free Desktop rights.

- From any browser having access to the server where the FDE Web Interface has been
installed. The following browsers are supported:

o Internet Explorer 6

o Mozilla 1.4 and greater

o Mozilla Firefox 1.0

 Internationalization _______________________________________________________________________

The Web Interface is supported in five languages: English (UK), French (France), Spanish
(Spain), German and Italian.

When a user launches the application, it detects the current language of the browser. If the
user changes the language, the application follows.

If the browser language is not supported, English will be used as default.

 Back and Exit Features ____________________________________________________________________

During the application, the user can exit the application by clicking on the ‘Sign Out’
option in the header image,

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or by clicking the Cancel button if it is available .

The browser's back button is not supported.

 Online Help ______________________________________________________________________________

Online help is available at any time. It is located in the application, or by clicking the Help
icon . The Help icon opens up an independent window for Free Desktop Environment help.

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8. HOW TO USE FDE WEB INTERFACE

This section presents a detailed description on how to use the FDE Web Interface.

 Log On ___________________________________________________________________________________

Situation: John Smith goes to Paris for a meeting. While he is waiting in the meeting room he is
informed that the customer is in a traffic jam and will arrive 1 hour later. He decides to log on
the phone of the meeting room, 23202, to work as if he was in his office. His phone number is
23329 and his PIN code ****.

To launch the application open a browser in your computer and enter the following home
URL, where FDEWI means FDE Web Interface:

http://<FDEWI server name>:<FDEWI port>/webinterface/

The Welcome page appears. To start the application, you need to be identified. Enter your
phone number 23329 and your PIN code ****, and click on the ‘Sign In’ button.

It will ask you to memorize your PIN code if your browser has been configured as such.

If you want it to memorize your user number next time you access the web site, check the
‘Memorize user’ option.

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 The application then contacts the Free Desktop Server to get user rights. Wait until the
menu screen appears.

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 Once you have been identified, you can access your menu page. On this page you can
see your current state and which Free Desktop operations are available. Select ‘Log On
target set number’ and enter the number of the meeting room, 23202, on which you want to
log on. Click ‘Apply’ to continue.

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 Wait until the application analyses your request.

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The application asks you to confirm. If you agree, check ‘Yes’ and click on the ‘Apply’
button, otherwise check ‘No’ to exit the application and come back to the Welcome page.

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 Wait until the operation is processed.

 After the operation:

- John Smith will be logged on the meeting room’s set with directory number 23329 and
so will his profile.
- The profile of the meeting room with directory number 23202 will be logged off.
- John’s office set, i.e. his original set, will be free with a temporary directory number.

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 Log Off __________________________________________________________________________________

Situation: After the meeting John Smith, leaves the meeting room. So he first logs off from the
set.

 Open a browser again in your computer and access the home application URL:

http://<FDEWI server name>:<FDEWI port>/webinterface/

 In the Welcome page, enter your phone number 23329 and your PIN code ****, and click
on the ‘Sign In’ button.

 The application then contacts the Free Desktop Server to get user rights. Wait until the
menu screen appears.

 In the menu page select ‘Log Off’ and click ‘Apply’ to continue. You can observe that your
current state is: logged on the meeting room set 23202.

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 Wait until the application analyses your request.

 If your Forward is configured (see Forward section), the application goes directly to the
confirm screen, otherwise it asks for the Immediate Forward to be set. In this case, if a Voice
Mail box or associated number is configured in your account it will appear in the Forward
options.

 Select the option if your Forward is not configured and click on the ‘Apply’ button.

Note 1: If you choose ‘No forward’, after logging off, you will be out of service, losing
all your calls.

Note 2: If you chose ‘Other’, enter the number of the set to which your calls will be
forwarded.

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 The application asks you to confirm. If you agree check ‘Yes’ and click on the ‘Apply’
button, otherwise check ‘No’ to exit the application. Click on the ‘Change Fwd’ button if you
want to modify your Forward.

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 Wait until the operation is processed.

 After the operation:

- John Smith will be logged off but with an Immediate Forward allowing him to be
reached at any time.
- John’s office set, i.e. his original set, will be free with a temporary directory number.
- The meeting room’s set will have its original directory number 23202.

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 Auto Log Off ______________________________________________________________________________

If you have shared rights, another user, for example 5555, can log on the set to which you are
already logged on. If this happens, the Free Desktop Server automatically retrieves your
workspace (23329) from the set, to load the workspace of the second user 5555. This is called
an Auto Log Off.

In this case, you are automatically and immediately forwarded. There is a minimum
configuration needed for this: see the Forward section. This is totally transparent for the 5555
second user.

 The Home Menu Bar ______________________________________________________________________

Once you have been identified, you can enter your Free Desktop Web Interface. You can
observe at the top of the page, a Home menu bar with customized information.

About Free Desktop

Your settings

Online help

Sign out

The ‘Settings’ option provides a detailed description of your current state.

The ‘About...’ option indicates the release number of the application.

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 Page 37
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 - END of DOCUMENT -

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