The Busy Channels report

Introduction
Running the report
Creating the report
The report's results

Introduction

The Busy Channels report allows you to break down each business day into half hour periods, showing the maximum and average number of telephone lines in use in any particular half hour period. This report is ideal for determining whether or not you have enough lines or if you have too many.

Running the report

On the Reports screen, click on Busy channels in the reports list and then press theSelect this reportbutton.

A new window will appear, where you can select the reporting criteria for your report.

Selecting the reporting period

For each report, you must specify a time span that covers the calls you want the report to include. This is known as the "reporting period".

There are several preset reporting periods available for selection, based on the standard Gregorian calendar. The following table describes how the start and end times are defined for each preset period:

In addition to the presets described above, it is possible to specify a custom reporting period by choosing Custom period from the Period drop-down list and specifying your own  Start date, Start time, End date and End time of the period you want to report on.

Once you have set the reporting period, click on the Next button to set additional report parameters and options, or select the Finish button to run the report immediately.

NOTE: Running this report over longer periods of time increases the reliability of its results.

Selecting the reporting entity

The reporting entity paramater allows you to select which part of your organisation you want to run the report for (site, extension group, channels or individual extensions).

Site

TIM Plus allows you to log information from up to five sites. If you want to report on a particular site, select your preferred site from the drop-down list, alternatively leave the default setting as All sites.

Sites

All sites

 

The username and password you have been allocated might be restricted to a specific site or group. If you need additional permissions, please contact your system administrator.

Group

There is no limit on the number of groups you can create on one site. Groups, like sites are available as a drop-down list. You can choose to report on a specific group or leave the default setting as All groups.

Groups

All groups

Please note that the drop-down list for each group will appear only if a site is selected already.

User

Once a site and group has been selected, you can also choose to report on a particular user from the drop-down list or, you can leave the default setting as All users.

User

All users

Once you have set the report's entities, click on theNextbutton to set more of the report's features or select theFinishbutton to run the report.

Selecting the report filters

This option allows you to filter out certain calls from your results, by selecting the values of the parameters. 

These filters allow you to be very specific, when deciding the call information you would like to display in the final report. If you do not want to select any filters, click on theNextbutton to skip to the next stage.

Below is a brief description of all filters:

Account code

If you want to produce a bill consisting of all chargeable calls made using a particular account code, enter the code in the field provided. 

Account code

0140

To report on more than one account code, you can use a comma to separate the entries.

Call type

This filter allows you to define the type of call you would like to report on. If you would like to report on all calls, leave the default setting as All calls.

Call type

All calls

If you want to report on one call type in particular, expand the drop-down list and select from the available options.

Carrier

If you use more than one carrier, you can choose which carrier's calls to report on. To report on all calls from all carriers, leave the default setting as All carriers.

Carrier

All carriers

If you only use one carrier, there will be no drop-down list available and no option to choose a different carrier.

CLI

The Caller Line Identification (CLI) is a phone number that calls your organisation. This is sometimes withheld by the person making the call.

You can report on calls from a particular CLI or from numbers beginning with a particular CLI. For example, for calls from Tri-Line you would enter 02072652600.

CLI

02072652600

This filter accepts the comparison operators ! and * (e.g. to exclude calls from Tri-Line, you would use !020726526*). To report on more than one CLI, user a comma to separate the entries.

Cost

If you want to add a filter for call costs, type the cost you wish to define in the box provided, as shown below. 

Cost

<2.00

This filter allows you to specify a range (-) or use comparison operators (>, <, ! and *).

Destination

If you want to filter calls to a specific, known destination, you can type the destination in the field provided. This filter accepts the comparison operators ! and *.

For example, if you want to exclude all calls to France, enter !France*, as shown below:

Destination

!France*

Dialled number

To filter calls to a specific number, type the number that was dialled in the box provided. The dialled number can be a number that you dial out, or a DDI number within your organisation that was dialled in to get to a particular extension or hunt group.

To filter calls to a specific area, a partial number may be entered (e.g. 0033, for calls to France). 

Dialled number

0033

This filter accepts the comparison operators ! and * (e.g. to exclude calls to 0207 265, enter !0207265* ).

Duration

To filter calls above or below a particular duration, enter the number of seconds and the relevant symbol in the box provided. This filter allows you to specify a range (-) or use comparison operators (>, <, ! and *).

Duration

>1800

In the above example, the filter will look for calls longer than 1800 seconds (30 minutes). Alternatively, you may want to exclude calls below a certain threshold (e.g. below 3 seconds).

LCR code

If you are using Least Cost Routing (LCR), you may want to filter your results the by LCR code, in order to check a bill from your LCR provider. To do this, enter the LCR code in the box provided.

LCR code

162

This filter accepts the comparison operators ! and * (e.g. to exclude a specific LCR code, add the code with the required operators !162*)

Response

This option allows you to filter calls based on their response time.The results will be filtered according to the response time threshold (sec) that you define in the field provided.

Response time

>10

In the above example, the search results will display calls that have a response time above 10 seconds.

Start time

This option allows you to filter calls based on the start time of the call, which is basically the time of day the call started. Enter your preferred start time in the field provided, using the following format hh:mm:ss.
For example, if you want your results to include calls logged after 10 a.m. only, you need to enter 10:00:00 in the Start time field, as shown below:

Start time

10:00:00

Trunk access code

If you want to filter your results by a trunk access code, enter this in the field provided.  For example, to exclude all calls with access code 9, add !9 in the filed provided.

Trunk access code

9

This filter accepts the comparison operators ! and *.

Selecting the report options

This section allows you to further narrow down your report results, by excluding certain types of calls or sorting the results in a particular manner. The filters are fairly self-explanatory. For example, if you would like to exclude weekend calls from the report, tick the box provided.

Exclude weekends

If you would like to exclude weekend calls from the search results, simply select the tick-box to exclude weekend calls.

Exclude weekends

Exclude transfers

Select this option if you would like to exclude transfers from the search results. For example if you want to see only how well calls were answered when first presented, you would choose to exclude transfers.

Exclude transfers

Sort order

Expanding the drop-down list available, you can choose whether you would like the results of the report to appear in ascending or descending order.

Sort order

Ascending

Sort results by

You may choose the order in which results are sorted by selecting the appropriate option from the list provided:

Sort results by

Time slot

Ignore missed calls shorter than

If you would like to exclude short calls from your report, enter the duration below which you'd like to ignore calls. If you would like to exclude very short calls (e.g. calls below 3 seconds), simply enter the number 3 in the box provided:

Selecting the report format

This section allows you to choose the output format of your report. To select the desired format, click on the drop-down list and choose from the available options: Web, PDF, Excel, CSV and XML. More details about each report format are available in the Setting the report format section above.

Creating the report

When you have chosen a reporting period, and are happy with your selections, you have two options:

• run the report now
• schedule the report for future delivery

If you click on the Run now button, the report will run instantly in your chosen format.

If you want to schedule the report to run at a later time, follow the instruction given in the Schedule a report section.

The report's results

WEB format

When selecting WEB as the output format, this report will appear as below:-

As with all reports, the header of the report includes:

• the report title
• the date and time of the report
• the name of the report, if applicable

The WEB format allows for complete flexibility when viewing any report. All headers are clickable, allowing you to re-arrange the report layout in seconds, to sort the calls in ascending or decending order based on the header clicked. To view details of any filters or selection parameters used in creating this report, simply click on About this report on the top-right corner of the page.

The main report body consists of a graph and a table.

The graph is a quick and easy indication of your line usage, broken down into half hour timeslots. The percentage on the y-axis shows the number of lines utilised. The x-axis shows the start point of each hour of the day. The bars on the graph are coloured to show the maximum number of busy trunks at each particular half hour (light purple), overlaid by a bar showing the average number of trunks busy in the same period (dark purple).

The table shows the actual data for each half hour of the day. It also splits the data into maximum lines busy and average lines busy as well as providing a total for all types of calls. The table holds the following information for each half hour period:

NOTE: All headers are clickable, allowing you to reorder the report as required.

The Summary information box at the beginning of the report is fairly self-explanatory, as you can see from the example below:

If you would like to go back and view this report for a larger section of the organisation, click on the appropriate link in the breadcrumb, as shown below:-

PDF format

If you chose to run the report in a  PDF format, the report will consist of three pages.

The first page shows the login name of the person who has prepared/scheduled the report, the entity you are reporting on, the period covered and any filters used in the report. 

The second page has a graph depicting the average and maximum number of channels used as shown below:

The third page breaks this graph down into detail, showing the time slots with the maximum and average number of busy channels and the total duration of time spent on calls, for each time slot depicted.

XML format

If you choose to run the report in XML format, the output might be difficult to read, however, this output is ideal when you need to provide a call logging feed to other applications.

CSV format

If you select the CSV option, this will output the report's results to a CSV file. This can be either opened immediately or saved for future use.