How does a Presence work?

Presence rules

• The scenarios below can also be strung together, whereby the "Status afterwards" of scenario X corresponds to the "Initial presence status" of scenario Y.
• Automatic presences can only apply to Available/ Home office, Be Right Back / Break and Unavailable
• A presence can overwrite a previous presence permanently or only temporarily

Structure of a presence

The following explains how C4B has structured the presences and which name applies to what.

The profile name can be arbitrarily assigned. It is only the name of the profile.

The status of a presence is linked to the colour. When creating a new presence profile, you can select one of the following options for the status:

Each status occurs once here. Home office, for example, is also just a present status with a different text.

Display in the client

(1) In the Connect Client, you can see your own presence text next to your profile picture. From the Team colleague relationship onwards, the other users also see the presence text. "Break", "Home office", "Off Sick" and "On Holiday" are also only presence texts.

(2) When selecting the presence profile on your own client, you can see the profile name (see 2).

Important note in relation to relationships:

A presence status (i.e. the symbol and the status) can already be viewed by an external person. As mentioned above, the presence text can only be viewed from the team colleague relationship onwards.

Important note in relation to the mobile app:

The automatic presences do not take effect for the mobile app. For example, if you are set to "Away" and start the mobile app, you are not automatically set to "Present". This only works manually in this case.

Scenarios

Scenario 1: Outlook appointment

Scenario 2: Manual presence

Note if several manual presences are set consecutively: If, for example, you first set the presence "Meeting" "until further notice" and then, for example, "Break" for "30 minutes", the "Meeting" set first is completely overwritten by the "Break". Once the 30 minutes have elapsed, you will be set back to the default Presence Available / Home Office.

Scenario 3: Automatic presence

Explanation of the duration of presence "Until further notice"

"Until further notice" is intended to fulfil what it describes. The design behind it is as follows:

If a presence is set in this way, then this forms the "lowest level" of the user presence. Presence automatisms, such as changing to "Away" when the client is closed or setting "Away for a short time" when the computer is inactive or locked, do not work. Exception: These automatisms would only take effect for the "Until further notice" outgoing presences "Available/home office" or "Be Right Back / Break", see "Automatic presence" graphic.

Synchronised Outlook/Notes appointments can temporarily "overlay" the selected "Until further notice" status, but as soon as this appointment is over, the presence falls back to the previous "Until further notice" status.

A "Until further notice" status is overwritten if, for example, a "30 minutes" status is set manually. Once the 30 minutes have elapsed, the "Available" presence selected as the default (Home office / Available) is activated.

If a user were to set their presence status to "Appointment - Until further notice", it would never be automatically changed to "Available", "Be Right Back" or "Unavailable". However, there are two exceptions to this: The automatisms that reset a "Until further notice" status back to "Available" are the Microsoft Teams (specifically: after screen sharing and the "Do not disturb" status that goes with it) and XPhone MicSync automatisms.

Concrete example: The user sets themselves to "Meeting-> Until further notice" and then joins a Teams meeting. The user is then set to "On the phone (MS Teams)". He shares his screen and is set to "Do not disturb". He ends the screen transfer and is now set to "On the phone (MS Teams)" again. As soon as the Teams meeting is left, the user is set to "Available" and not to "Appointment - Until further notice". For completeness, the behaviour with "On the phone (MS Teams)" is not only limited to "Until further notice", if the initial situation were "Meeting-> 30 minutes", the behaviour would be identical.