A client calls. With the old phone system, their record often opened in ActaLibra straight away; since the move to cloud telephony, many offices only see a number. Then the searching starts: who is this, which file is it about, who is handling it? That is why we developed Exon CTI ourselves, a link between our ClearVox telephony and ActaLibra, which we now actively offer to notary offices. This article explains what the link does, how it works and how we handle your data.
What CTI is
CTI stands for computer telephony integration: phone and computer working together. In a notary office it comes down to two things. When a call comes in, the office software opens the caller's record by itself. And to call someone, you click the number instead of retyping it. It sounds simple, but it saves every staff member dozens of searches a day, and the caller notices immediately: they no longer have to spell out their name and file.
What Exon CTI does
- The record opens by itself. When your phone rings, ActaLibra opens the caller's person record on your screen, with their details and files. Automatically or after one click on the notification: we set this per office.
- A notification for every call. A notification with the caller's number appears on your screen before you even pick up.
- Click to call. Click a phone number in ActaLibra: your own phone rings, you pick up and the call goes out. No more retyping numbers, no more misdialled digits.
- Every staff member gets their own calls. The record appears for the person whose phone is ringing, not for the colleague next to them. Even when the whole office works on the same terminal server.
How it works
A small Exon program runs on every workstation, or in every user session on the terminal server. It is connected to our CTI platform, which follows what happens on your office's ClearVox telephony in real time. When a phone rings, only the program of the right staff member is notified, and it asks ActaLibra to open the record that matches the number. ActaLibra looks up the caller in its own data. Whether the number comes in as 0477…, +32 477… or 0032 477…, the right record opens.
Nothing changes in ActaLibra itself. The link uses the functions the software provides for this. Your staff work the way they are used to, only faster.
Your client data stays in the office
A notary office handles client data with care, and so do we. That is why Exon CTI is built so that names, addresses and files never leave your office.
- Lookups happen locally. Our CTI platform only knows a phone number, a handset and a time. Who the caller is, ActaLibra looks up, within your own environment.
- Every office strictly separated. Each notary office has its own, separate connection to the telephony. A call to your office can never end up at another office, and we check this automatically with every change.
- Hosted in the European Union, managed and monitored by us.
- No open ports. The program on your workstations sets up a secure outbound connection itself. Nothing needs to be opened in your office firewall.
And if the link is down for a moment?
Your telephony simply keeps working. Exon CTI sits next to the phone system, not in between. If the link drops, the phones ring as always and only the record on the screen disappears, until the connection restores itself. We monitor the platform and are alerted ourselves when something goes wrong, usually before you notice.
Why we build this ourselves
At the offices we support, we manage the telephony, the workstations and the terminal servers ActaLibra runs on. The link between them belongs with that. Because we developed it ourselves, we know every part, from the phone system to your staff member's screen, and you have one point of contact for your telephony, your IT and the link between them. If something goes wrong, we fix it.
Availability
Exon CTI is running today in the daily practice of a notary office and is now being rolled out to the offices that work with ActaLibra and have their ClearVox telephony with us. Activation is mostly done remotely: we link the phones to the right staff members, install the program on the workstations or the terminal server and test together with you.
Pricing is simple: a one-off activation per office and per user, then a fixed monthly price per user. You get a tailored quote in advance.
Does your office work with SuperMedewerker? Exon CTI is coming for you too. As a next step, we are building the same link for SuperMedewerker, on the same principles: the record opens by itself and your data stays in the office.
Three questions to ask today
- How often a day does someone in our office look up a caller in ActaLibra?
- Did the record use to open by itself on an incoming call, and since when has it stopped?
- How many numbers do we retype from screen to phone every day?
If your answer to the first question is "regularly", Exon CTI saves you time every day. And every caller notices.
Exon CTI in your office?
Together we look at how your telephony and ActaLibra work together today and what Exon CTI changes for your staff. You get a tailored quote in advance.
Request Exon CTI