Hosted IP Phone System Administrator Portal User Guide (Polycom)

Transcription

1 Log into the Administrator Portal Open Internet browser (e.g., Internet Explorer) Browse to Enter the following: Number: administrator s 10-digit phone number Password: initial password provided by POPP Click [Login] POPP.com, Inc. All rights reserved. Service or POPP Page 1 of 16 5/17/18

2 Change Telephone Button Programming on an Individual Telephone Click [Phones] Click on the Configure phone icon configured to the right of the telephone to be Click [Edit] Click [Programmable Keys Line] (or click on the line keys on the telephone) to configure a line key button: o A list of keys ( Key 1, Key 2, etc.) will appear below. The key numbers listed correspond to the line key buttons on the telephone as follows: Polycom VVX 300 Series: Key 1 telephone Key 4 Key 2 display Key 5 Key 3 Key 6 Polycom VVX 400 Series: Key 1 telephone Key 7 Key 2 display Key 8 Key 3 Key 9 Key 4 Key 10 Key 5 Key 11 Key 6 Key 12 Polycom VVX 500 Series: 1-4 keys programmed: 5-8 keys programmed: 9-12 keys programmed: Key 1 telephone Key 1 Key 5 Key 1 Key 5 Key 9 Key 2 display Key 2 Key 6 Key 2 Key 6 Key 10 Key 3 Key 3 Key 7 Key 3 Key 7 Key 11 Key 4 Key 4 Key 8 Key 4 Key 8 Key 12 POPP.com, Inc. All rights reserved. Service or POPP Page 2 of 16 5/17/18

3 Polycom VVX 600 Series: 1-4 keys programmed: 5-8 keys programmed: 9-12 keys programmed: Key 1 telephone Key 1 Key 5 Key 1 Key 5 Key 9 Key 2 display Key 2 Key 6 Key 2 Key 6 Key 10 Key 3 Key 3 Key 7 Key 3 Key 7 Key 11 Key 4 Key 4 Key 8 Key 4 Key 8 Key keys programmed: Key 1 Key 5 Key 9 Key 13 Key 2 Key 6 Key 10 Key 14 Key 3 Key 7 Key 11 Key 15 Key 4 Key 8 Key 12 Key 16 Click [Programmable Keys Bottom] (or click on the softkeys on the telephone) to configure a softkey button: o A list of keys ( Key 1, Key 2, etc.) will appear below. The key numbers listed correspond to the softkey buttons on the telephone as follows: Polycom VVX 300/400/500/600 Series: telephone display Key1 Key 2 Key 3 Key 4 More* *[More] softkey displays when five or more softkeys are programmed Click on the [Key #] to be configured and complete the following fields: o Soft key action: select the desired function o Enter/select the following (if applicable): Number: enter 10-digit phone number Park orbit: select park orbit Extension: enter 4-digit extension Line: select line o Label: enter a label to appear on the phone display Character limits for each telephone model are: Polycom VVX 300/400 Series: Line Keys: up to 13 characters (if no spaces) Softkeys: up to 10 characters (if no spaces) Polycom VVX 500/600 Series: varies based on the number of line key/softkey buttons programmed Click [Save changes] to save or [Discard changes] + [Discard] to cancel Reboot your telephone: On your telephone, press [Home] button + [Settings] + [Basic] + [Update Configuration] + [Yes] and wait up to five minutes for the telephone to learn its new configuration Click [close] when finished Change Telephone Button Programming on Multiple Telephones POPP.com, Inc. All rights reserved. Service or POPP Page 3 of 16 5/17/18

4 Click [Phones] Click [manage your phone profiles] Click [Edit] for the telephone model to be configured (e.g., clicking [Edit] for Polycom VVX 400 Series telephones allows you to change the telephone button programming for all telephones at once) o See Change Telephone Button Programming on an Individual Telephone instructions to change the telephone button programming When changes are saved, the telephone button programming and/or ring tone will be saved for all telephones matching the model selected (e.g., all Polycom VVX 400 Series telephones) View and Change Multi Line Hunt Groups (MLHGs) Click on [MLHGs] Check the box to select the MLHG you wish to change Click on the Group icon Click on [MLHG Lines] tab To Remove a Line from a MLHG: Check the box next to line(s) to be removed Click [Remove Selected] POPP.com, Inc. All rights reserved. Service or POPP Page 4 of 16 5/17/18

5 To Add a Line to a MLHG: Click on [Add Lines] Check the box next to line(s) to be added Click [Add Selected] View and Change Call Manager Settings for Main Number To Access Main Number Call Manager Click on [Lines] Click on [Actions] to the right of your Main Number and select [View individual line settings] To View Current Call Manager Settings Click [Summary] To Change Call Manager Settings Select one of the following options - When I receive a call: o Ring my phone o Forward to enter [10-digit phone number] o Send to voic o Use my rules select [Set of Rules] o Handle depending on the time or day select [Set of Rules] for each period of your Weekly Schedule Note: See Rules and Weekly Schedule tabs to set up rules to handle calls during specific periods POPP.com, Inc. All rights reserved. Service or POPP Page 5 of 16 5/17/18

6 To Add a New Rule Click [Rules] to view current Rules Click [Add a New Set of Rules] Name: enter a name for this set of rules Click [OK] Click [Add New Rule] When I receive a call from: select the desired contact, number, anonymous, etc. Click [Next] When I receive a call from: select the desired action Click [Finish] To Add a Rule to Ring Multiple Telephones Simultaneously Click [Rules] to view current Rules Click [Add a New Set of Rules] Name: enter a name for this set of rules (e.g., Ring All Telephones) Click [OK] Click [Add New Rule] When I receive a call from: select the desired contact, number, anonymous, etc. Click [Next] When I receive a call from: select ring more than one phone at the same time or in sequence Click [Next] Phone Number: enter [10-digit phone number or 4-digit extension] of the telephone you would like to ring or leave field set to My Phone Start: enter 0 End: enter [# of seconds] you would like the phone number to ring Click [Add] Repeat the steps above to add each phone number you would like to ring simultaneously Note: The Start and End time for each phone number must match (e.g., all phone numbers have a Start time of 0 and an End time of 30 seconds) To adjust the Start/End time for a phone number to ring: click the black arrow on the left (Start time) or right (End time) of the blue bar and drag to the left or right to adjust the number of seconds POPP.com, Inc. All rights reserved. Service or POPP Page 6 of 16 5/17/18

7 If I don t answer or if all lines are busy, forward to: enter [10-digit phone number or 4-digit extension] or leave field set to Voic Click [Finish] Click on the [Summary] tab When I receive a call: select Use my [Set of Rules] rules and select the new rule that you added to ring multiple telephones (e.g. select [Ring All Phones] set of rules) To Add a New Weekly Schedule Click [Weekly Schedule] to view current Weekly Schedules Click [Add New Period] (up to three periods max.). If you currently have three periods set up, you must delete one before you can add a new one. Name: enter a name for this Period Click [OK] highlight the time ranges for the new period by clicking on individual cells or by clicking and dragging to select a longer time range To Add Special Days Click [Special Days] Click [Add Public Holidays] Select Public Holidays to be added Click [OK] Click to select any other specific days on the calendar To Apply Rules for Special Days Click [Summary] When I receive a call: select [Handle depending on the time or day] Scroll down to On Special Days option Use my: select [Set of Rules] to be used on Special Days POPP.com, Inc. All rights reserved. Service or POPP Page 7 of 16 5/17/18

8 View and Change Short Codes (aka Speed Dials) Click [Short Codes] To Delete Short Code(s): Check the box next to Short Code(s) to be deleted Click [Delete Selected] To Add Short Code(s): Click [Add] Short Code: enter 1-7 digit Short Code Maps to - select one: o Telephone Number o Service Access Code (*code) Note: cannot use *5x or *96 Enter Telephone Number or Service Access Code (*code) Click [Add] POPP.com, Inc. All rights reserved. Service or POPP Page 8 of 16 5/17/18

9 View and Change Music on Hold Settings Click [Music on Hold] View Music on Hold options available: Click [resources]: o Global Media List (POPP-provided) o Client-provided resources are listed below Click on [ID] or [Description] to listen to a resource Add a Music on Hold Resource (.wav or.mp3 file): Click [Browse] Navigate to the file and click [Open] ID: enter a unique 2-digit ID number between 10 and 99 Description: enter a unique description Click [Add] Assign Default Music on Hold: Click [mappings] Within the Default row, click [Edit] under the Actions column Initial resource: select Resource to play initially Action: select one - o Repeat - initial resource (and follow up-resource, if any) are continually repeated) o Play Once - initial resource plays once and then the follow-up resource plays repeatedly o Repeat Initial Interrupted - initial resource is interrupted at specified intervals by the follow-up resource (for example, music interrupted at intervals by an announcement) o Repeat Follow-up Interrupted - initial resource plays once and then the follow-up resource is interrupted at specified intervals by the initial resource (for example, an announcement followed by music interrupted at intervals by the same announcement) Follow-up resource: select Resource to play next (if applicable) Start Point (applies to initial resource if Repeat or Repeat Follow-up Interrupted are selected. Otherwise applies to the follow-up resource): select one o Start plays the resource at the beginning o Random plays the resource starting at a random point Duration (only appears if Repeat Initial Interrupted or Repeat Follow-up Interrupted are selected): enter [# of seconds] for which the interrupted resource should be played between interruptions Actions: click [Save] to save POPP.com, Inc. All rights reserved. Service or POPP Page 9 of 16 5/17/18

10 Assign Music on Hold per Phone Number: Directory number: select the desired Directory number Initial resource: select Resource to play initially Action: select desired option (see explanation of options above) Follow-up resource: select Resource to play next (if applicable) Start Point: select desired option Duration (only appears if Repeat Initial Interrupted or Repeat Follow-up Interrupted are selected): enter [# of seconds] for which the interrupted resource should be played between interruptions Actions: click [Add] to save Note: You can assign Music on Hold (mappings) for up to 5 individual directory numbers POPP.com, Inc. All rights reserved. Service or POPP Page 10 of 16 5/17/18

11 Download Call Logs Click [Call Logs] Click on the Calendar icon Start date [mm, dd, yyyy] to select a Start date or enter Click on the Calendar icon to select an End date or enter End date [mm, dd, yyyy] Note: Start and End dates must be no more than 30 days apart Select option for your entire company or select a Department from drop-down (if multiple departments are configured) Click [Download] to download the.csv file Click [Open] to view the call log file in MS Excel or [Save] to save View and Change Easy Auto Attendant Click [Lines] Click on the [Actions] drop-down to the right of your Easy Attendant and select [View individual settings] The Main screen displays: Easy Auto Attendant is On/Off Note: Do not turn your Easy Auto Attendant Off. When Easy Auto Attendant is off, callers will hear, This number is currently inactive. Please try again later. Schedule: Business Hours Menu or Business Hours and Non- Business Hours Menu. Click on the link to switch between schedule modes (Single menu or business hours/non-business hours menus). POPP.com, Inc. All rights reserved. Service or POPP Page 11 of 16 5/17/18

12 Change Easy Auto Attendant Schedule: Click [Schedule] Click on cells in the grid to configure business hours (in blue) and non-business hours (in white) Click [Zoom In] to select 15 minute increments Change Business Hours Menu: Click [Business Hours Menu] Assign the desired function for each key from the drop-down list Enter a 10-digit telephone number or 4-digit extension number for Transfer to Phone and Transfer to Voic options (if applicable) Click [listen/change] to listen to or change announcement (microphone required or complete by phone): o Click the record button to record o Click the stop button to stop recording o Click [Add] to save announcement POPP.com, Inc. All rights reserved. Service or POPP Page 12 of 16 5/17/18

13 Change Non-Business Hours Menu: Click [Non-Business Hours] Assign the desired function for each key from the drop-down list Enter a 10-digit telephone number or 4-digit extension number for Transfer options Click on the [listen/change] to listen to or change announcement options View and Change Premium Auto Attendant (if purchased) Click [Lines] Click on the [Actions] drop-down to the right of your Premium Attendant and select [View individual settings] The Main screen displays: Activation Status: Premium Auto Attendant is On/Off Note: Do not turn your Premium Auto Attendant Off. When Easy Auto Attendant is off, callers will hear, This number is currently inactive. Please try again later. Service Status and options to configure your weekly schedule, menus, announcements, and extensions POPP.com, Inc. All rights reserved. Service or POPP Page 13 of 16 5/17/18

14 Add a New Auto Attendant Menu: Click [Menus] Click [Add New Menu] Name: enter a name for this menu Description: enter a description (optional) Menu announcement: select an existing announcement or select Create new announcement from the [Select announcement] drop-down If Create new announcement option is selected: o Name: enter a name for this announcement o Description: enter a description (optional) o Click [OK] to save See Record Premium Auto Attendant Announcements instructions to record new announcement (if applicable) See Change Premium Auto Attendant Menus instructions to assign key functions to the new menu To assign the new menu to a schedule period: o Click the [Schedule] tab o Click to select the Period you want to use the new menu (e.g., Weekend) o During this period, use this menu: select the new menu that you created from the [Select menu] drop-down o Click [Apply] to save POPP.com, Inc. All rights reserved. Service or POPP Page 14 of 16 5/17/18

15 Change Premium Auto Attendant Menus: Click [Menus] Click [Keys] Select the Menu to be modified Assign the desired function for each key from the drop-down list Enter a 10-digit telephone number or 4-digit extension number for Transfer to Phone and Transfer to Voic options (if applicable) Select announcement from the [Select announcement] dropdown for Announcement - Return and Announcement - Hang up options Record Premium Auto Attendant Announcements: Click [Announcements] Click on the [announcement description] to listen to or change an announcement (microphone required or complete by phone): o Click the record button to record o Click the stop button to stop recording o Click [Add] to save announcement POPP.com, Inc. All rights reserved. Service or POPP Page 15 of 16 5/17/18

16 Change Premium Auto Attendant Schedule: Click the [Schedule] tab Click to select the Period to be configured Click to change cells in the grid to the color matching the Period selected Click [Zoom In] to select 15 minute increments Edit Extensions for Dial By Name or Dial by Extension: Click [Extensions] Extensions that are bolded are currently included in the Dial by Name or Dial by Extension Directory. Non-bolded extensions are currently not included. Check the box next to each extension to be included in the Dial by Name or Dial by Extension Directory and click [Mark as Included] Check the box next to each extension to be excluded from the Dial by Name or Dial by Extension Directory and click [Mark as Excluded] Click [record] to record the name for an extension (microphone required or complete by phone): o Click the record button to record o Click the stop button o Click [Save] to save to stop recording Click on the link to indicate if New Business Extensions will be automatically included/excluded, select the desired option, and click [Apply] to save. For additional training and support: Visit or call POPP Communications at POPP.com, Inc. All rights reserved. Service or POPP Page 16 of 16 5/17/18