CommPortal User Guide

Transcription

1 CommPortal User Guide Broadband and Voice Applications Turn your web browser into your personal call center

2 CommPortal is an interactive web program that allows you to check your Voic , set preferences and manage your calling features online. With CommPortal, you can: View missed calls Listen to Voic messages Manage contacts Set-up rules to forward messages Set up Reminders CommPortal Table of Contents Accessing CommPortal...3 Dashbaord... 4 Messages & Calls Contacts...7 Call Manager...8 Forwarding...9 Forwarding Destinations...10 Screening...11 Settings...12 Calls...13 Messages Notifications Reminders Logging Out & Help...19 Login to your CommPortal by going to:

3 Accessing CommPortal 1. Access from any web browser. 2. You will be presented with a simple login box. 3. In the Number field, enter your 10-digit telephone number number (do not include dashes). 4. In the Password field, enter your CommPortal Password. 5. Click the Login button. If you are using a public computer, do not check Remember me on this computer checkbox and always make sure you log out of CommPortal when you have finished. NOTE: Minimum requirements for password: Between 8-20 characters at least 1 number At least 1 letter AND at least 1 special character (such No more then one sequential number/letter or special character is allowed. Password can not be the same as Voic PIN. Passwords expire after 1 year 3

4 Dashboard The dashboard provides a way to quickly access some of your key features and provides you with a quick summary of your messages, missed calls, contacts and phone settings. Along the top of the window are a series of tabs which you can select to take you to the different pages within CommPortal. Depending upon the services you subscribe to, your dashboard may have different tabs then what s listed above. 4 Dashboard. This is the a summary you see when you first log into CommPortal. Messages & Calls. This shows you all of your voice and fax messages, and the calls you ve made, answered or missed. Contacts. You can add and view all of your contacts and their phone numbers in this tab. Call Manager. The Call Manager page lets you configure the services on your phone line, like Call Forwarding and Selective Call Rejection. Reminders. This page allows you to set up reminder calls. Groups. Here you can view any groups your line is part of in your business, such as hunt groups. You can also login and logout of groups here. Settings. The Settings page gives you access to numerous other options, such as changing your passwords and PINs, and configuring the keys on your phone.

5 Messages & Calls The Messages & Calls page has a number of sections which you can select by clicking on the tab: Messages shows you all of your new and stored voice messages. Faxes shows you any new and stored fax messages. Missed displays the recent calls you have received and not answered. Dialed displays the recent calls you have made, including those made by Click To Dial Received shows the recent calls you have answered NOTE: Once you have listened to the messages within the web-portal, the message indicator light on your phone will no longer be illuminated. 5

6 MESSAGES This shows you all stored voice messages, both those you have listened to and those you haven t. Unheard messages are shown in bold. Messages older then 30 days will automatically be deleted. Listen to a message To listen to a message click on the loudspeaker icon to the left of the message. This will pop up a Voic player which loads and plays the message. With this player you can: See when the message was received and how long it is. Pause, rewind and fast forward the message. Mute the player or change the volume. Delete the message, or Save it to your computer Close the player. Deleting a message To delete a voice message, click on the drop-down arrow to the right of the message and select Delete. Marking message as heard Listening to a voice message will mark it as heard. If you want to mark a message as heard without listening to it, click on the drop-down arrow to the right of the message and select Mark as Heard. Marking message as new If you ve listened to the message and want to mark as new, click on the drop-down arrow to the right of the message and select Mark as new. Add caller to contacts To add the number of someone who left you a voic to your Contacts, follow these steps: 1. Click on the number or name of the caller. 2. Select the Add to Contacts option. 3. This will take you to the Contacts page. Enter the details for your new contact and click on Save. See Section Contacts for more information on using the Contacts page. 6

7 Contacts The Contacts tab enables you to manage all of your contact information. Within it, you can create new contacts (using recent call information like a missed call, or create a new one from scratch), create groups of contacts, or import/ export your contacts. The fastest way to add your contacts is to import them from your program. If you re using Microsoft Outlook, here s how to import your contacts: Open Outlook and go to the File tab then Import and Export A new window should appear Select Export to File click Next Select Comma Separated Values from the list and click Next Select Contacts from the folder tree and click Next Save exported file as Outlook Contacts and click Next save in a place you can remember like the Desktop or My Documents Go back to the CommPortal Contacts tab Click the Import button Click the Browse button to find the Outlook Contacts file Click Import Your contacts are now in CommPortal! 7

8 Call Manager Call Manager allows you to view and configure settings to calling features that you are subscribed to. The summary tab provides a description of how calls you receive will be handled, taking into account the settings for all of your incoming call services and any interactions between them. 8

9 FORWARDING The Forwarding tab allows you to forward all calls to another number. You must be subscribed to this feature to access this tab. If you subscribe to additional call forwarding features, they will appear in this tab. Additional call forwarding features are: Busy/No Answer - Forward calls if you do not answer or your phone line is busy. Selected Callers - Forward calls immediately if they are from selected callers. 9

10 FORWARDING DESTINATIONS If you frequently forward your calls to certain numbers (for example your own home, work, or mobile number), configuring them as forwarding destinations makes your other services easier to use. To add a new forwarding destination, you must enter the following information and then click the ADD button. Destination. A friendly name by which you will recognize this number when configuring call forwarding. Number. The number to which you forward your calls. This should be entered in the form in which you would dial it from your phone. 10

11 SCREENING You must subscribe to this feature to access this tab. In addition, only those call screening features to which you are subscribed will appear. Selective Acceptance - Only accept calls if they are from selected callers. Selective Rejection - Rejects calls if they are from selected callers. Anonymous Rejection - Reject all calls from anonymous callers. Priority Call - Make calls ring distinctively if they are from selected callers. 11

12 Settings The Settings page consists of a series of tabs allowing you to configure the phone system: ACCOUNT Change Voic PIN (dial into Voic ) and Account Password (web access password). The Call Service PIN is used for Call Fowarding use. NOTE: Minimum requirements for password: Between 8-20 characters at least 1 number At least 1 letter AND at least 1 special character (such No more then one sequential number/letter or special character is allowed. Password can not be the same as Voic PIN. Passwords expire after 1 year 12

13 CALLS This screen allows you to customize Caller ID Display (if subscribed), Call Forwarding and Call Blocking. Call Forwarding This screen allows you to have the system ask you for a forwarding number each time forwarding is turned on. You must subscribe to this feature to access it. Call Blocking This screen allows you to choose what type of phone numbers should be blocked. This service allows you to customize and restrict which types of calls can be made from your phone. For example, International and Premium Rate Calls. Check the desired call type to block and then click Apply. 13

14 MESSAGES Enables you to receive a notification of a Voic as an , manage mailbox settings, customize how you are notified of a Voic , configure greetings, and more. From Voic Greetings, you can personalize your Voic greeting by recording an announcement (a microphone hooked up to your computer is required). General Forward Voic messages to an address of your choice Choose APPLY after changes have been made NOTE: If you uncheck Leave Original in Inbox, Voic messages will be deleted from your Voic box. They will only be delivered to the address you ve set up to forward messages to. This is only used IF you have set up your Voic to be sent to an address and DO NOT want messages left on the Voic system. 14

15 Mailbox Access When dialing into the Voic system, you can make getting your Voic s streamlined for quicker access. SKIP PIN - Bypass inputting your PIN each time you log into the Voic system Fast Login - Bypass the automated attendants directions Auto-Play Voic - Automatically listen to messages after login in without pressing additional keys Voic Playback a. Details and Message - Announce the time, phone number that leaves message (if information is available) and playback of message b. Message - Plays message only WITHOUT details of the call c. Details - Announces details of the call without playing the message Choose APPLY after changes have been made Voic Greeting Choose which greeting you d like to use; Personal, System generated with Name, System generated with Name and number or system announcement only. Under More Options, you can also record and use a different greeting to let the caller know you re on the phone. To utilize the record feature, you must have a microphone that is hooked up to your computer. Choose APPLY after changes have been made 15

16 NOTIFICATIONS The Notifications tab allows you to set options for how you wish to receive notifications whenever a new message arrives for you. Send Voic notifications to another phone number - Get notification you have a Voic delivered to another phone number within Pioneer s serving area. Choose APPLY after changes have been made 16

17 Send Voic notifications to an address - Get notification you have a Voic delivered to your address of your choice. You can choose whether you want an to be sent every time you receive a message, or only when you receive a certain type of message, for example, an urgent voic . You can send notifications to multiple addresses. NOTE: These options will only send notification that you have received an Voic . If you d like the option to have the Voic message delivered to your address to listen to, please see SETTINGS, General to forward messages to an address of your choice. Choose APPLY after changes have been made 17

18 REMINDERS Reminders is a calling feature that allows you to create your own voice recording. This or a task or even to remember. Reminders will call your home phone at the time you decide. When a reminder is sent to your home phone and is answered, press (1) and your voice recording will play reminding you of the task or event. You can set either a one-time alarm call, or have them recur daily or just on weekdays. Reminder calls may be scheduled to occur either: once at a time of your choice in the next 24 hours every week at a time and day of your choice every day at a time of your choice every weekday at a time of your choice. You may schedule multiple reminder calls, and these may be any combination of the above types. NOTE: Reminders must be activeated on your account for it to be listed as an option within CommPortal. 18 To add a new reminder, follow these steps: 1. Select when you want the reminder call to happen from the drop-down list. You can either choose for it to happen once in the next 24 hours, or for it to happen weekly on a certain day of the week. 2. Enter the time you would like the reminder call using the Time boxes and drop-down list. 3. Click on Add. 4. Click on Apply

19 To delete a reminder, follow these steps: 1. Click on the X icon to the right of the reminder in the list: 2. Click on Apply Alternatively to delete all of your reminder calls, follow these steps: 1. Click on Clear List 2. Click on Apply Receiving Reminders Reminders will make 4 attempts to deliver the Reminder message to the telephone number linked to the reminder account. The Caller ID (if active) will display the telephone number on which Reminders is activated. When answered, the recipient is prompted to press (1) to hear the Reminder message. If the Reminder call is not answered, or (1) is not pressed, a message is delivered to voice mail informing that: There was a missed Reminder When the Reminder was originally scheduled for delivery How many attempts were made to deliver the message What the recorded Reminder message was Logging Out and Help When you are finished accessing your CommPortal, it is always best to logout of the web program. Should you have questions about a tab or the various features regarding CommPortal, click on the help button (?) located on every screen in the top right hand corner. 19

20 20 Broadband and Voice Applications