State of GA HVS End User Portal User Guide AT&T Proprietary (Internal Use Only) Not for use or disclosure outside the AT&T companies except under written agreement
Table of Contents Log In Page 4 Edit User Profile Page 6 Password Management Page 10 Privacy Settings Page 11 Schedules Page 13 Incoming Calls Page 21 Anonymous Call Rejection Page 23 Call Forwarding Always Page 25 Call Forwarding Busy Page 28 Call Forwarding No Answer Page 30 Call Forwarding Not Reachable Page 32 Do Not Disturb Page 34 Call Forwarding Selective Page 37 Priority Alert Page 44 Selective Call Rejection Page 49 Simultaneous Ring Personal Page 53 Page 2
Table of Contents Cont d. Outgoing Calls Page 57 Speed Dial 100 Page 59 Call Control Page 62 Clearspan Anywhere Page 64 Remote Office Page 70 Anywhere Portal - Page 72 Call Pull - Page 73 Client Applications Page 76 Busy Lamp Field (BLF) Page 78 Messaging Page 82 Aliases Page 84 Voice Management Page 87 Fax Messaging Page 88 Utilities Page 89 Basic Call Logs Page 91 Enterprise Directory Page 92 Page 3
Portal Log In Go to: https://pub-xs.hvs.att.com/login/ User ID: Your phone number@your domain (Example: 4706394292@att.com) Password: ABC$XXXX (last four digits of your extension) Page 4
Options Your Options are listed on the left hand side. Page 5
Page 6 PROFILE
Profile Options Page 7
Profile Content The Profile allows you to view and maintain your profile information. The information filled in specifies their primary phone number, extension, and device that are used for handling calls. Page 8
Profile Content Cont d Filling in the additional information section allows your mobile phone, pager, and other information to be visible to other group members in the group phone list. Some of this information can only be modified by your site administrator. Changing your name here will change the display on your phone, but not what is displayed when you call other users. Changing your name will cause your phone to restart. Page 9
Password Management This screen is used to change your End User Portal password (web access) or Voice Mail password (portal password). Click on the radio button beside the password you wish to change, fill in the fields, and click OK to save your changes and return to the previous page. To change both passwords, change one then click Apply to save. Then, select the radio button for the other password, make your changes, and click OK to save and return to the previous page. Note: The web access password must be at least 6 characters and not more than 60 characters, including 1 number, including 1 uppercase alpha char(s), including 1 lowercase alpha char(s), including 1 nonalphanumeric char(s). In addition, it cannot contain the login ID, the old password or be the reverse of the old password. Page 10
Privacy Settings User Privacy allows you to exclude a yourself from Group and Enterprise Directory listings, Auto Attendant extension and/or name dialing, and Phone Status monitoring. You can also select members in an Enterprise or Group who are allowed to monitor your phone status. These selected members can view your phone status even if you enable phone status privacy. Page 11
Privacy Settings - Cont d. Check the appropriate box(es). Click Apply or OK to save your settings. Apply saves your settings. OK saves your settings and returns you to the previous screen. Page 12
Schedules You use this page to manage your schedules. You can view, but not modify, the schedules defined for your group, enterprise, or service provider. Schedules are used in services such as Sequential Ringing, or Call Forwarding Selective to specify the time when the service action (ringing the phones, forwarding calls) should take place. Page 13
Schedules - Cont d. Click Add to add a new schedule. Page 14
Schedules - Cont d. Give the schedule a Name and Type and click OK. Page 15
Schedules - Cont d. Click Edit beside the schedule you just created (You will only see the Edit function beside Personal Schedules). Enterprise level schedules are View Only. Page 16
Schedules - Cont d. Click Add to add an Event to this Schedule. Page 17
Schedules - Cont d. Enter your criteria and Click OK. Page 18
Schedules - Cont d. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 19
Schedules - Cont d. Use this page to Edit a Schedule, or click the box in the Delete column to delete a schedule. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 20
INCOMING CALLS Page 21
Incoming Calls Settings Allows you to adjust settings for inbound calls. Page 22
Anonymous Call Rejection Anonymous Call Rejection allows you to reject calls from callers who have blocked the display of their number. Only deliberate anonymous numbers are rejected. Callers whose numbers are unavailable are not rejected. Callers that are rejected are informed that you are not accepting calls from unidentified callers. Your phone does not ring and you do not receive any indication that they called. However, this does not apply to calls within your group. Page 23
Anonymous Call Rejection - Cont d. To activate, click the On radio button. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 24
Call Forwarding Always Allows you to turn Call Forwarding on and off for your extension and program the number you wish to Forward your calls to. Page 25
Call Forwarding Always Cont d. Enter the phone number you want to forward your calls to. If you want a ring reminder when the phone is forwarded, check the box beside Play Ring Reminder when a call is forwarded. Click the On radio button. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 26
Call Forwarding Always - Cont d. To discontinue call forwarding, click the Off radio button. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. The forwarding number will stay programmed for future use. Page 27
Call Forwarding Busy Call Forwarding Busy allows you to forward all of your incoming calls to a different phone number or SIP-URI if your phone is currently busy. Use this service when you would rather have a secretary or co-worker receive the call instead of the caller being sent to your voice messaging box. Note that the address (phone number or SIP-URI) you forward your calls to must be permitted by your outgoing calling plan. Page 28
Call Forwarding Busy Status Cont d. Enter the phone number to forward calls to when your phone is busy, Click the On radio button, Click OK to save. To turn Call Forwarding Busy Off, click the Off radio button, then click Ok to save. Page 29
Call Forwarding No Answer Call Forwarding No Answer allows you to forward all of your calls to a different phone number or SIP-URI when you do not answer your phone. Use this service when you would rather have a secretary or co-worker receive the call instead of the caller being sent to your voice messaging box if you miss a call. Page 30
Call Forwarding No Answer Cont d. Enter the number to forward your calls to and use the drop box to set the number of rings before forwarding. Click the On radio button, then Click OK to save. To turn Call Forwarding No Answer Off, click the Off radio button, then click Ok to save. Page 31
Call Forwarding Not Reachable Allows you to forward all of your incoming calls to a different phone number or SIP-URI when your device is not accessible by Clearspan (HVS is not working). Note that the address (phone number or SIP-URI) you forward your calls to must be permitted by your outgoing calling plan. Page 32
Call Forwarding Not Reachable - Cont d. Enter the phone number you want to send your calls to in the event HVS cannot communicate with your telephone. Click the On radio button. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 33
Do Not Disturb Allows you to send your calls directly to your voice messaging box without ringing your phone. In addition, you can make your primary phone emit a short ring burst to inform you when the call is being sent to voice messaging by using the Ring Reminder. This is important in case you have forgotten the service is turned on and are at your phone waiting to receive calls. Page 34
Do Not Disturb - Cont d. To activate, click the On radio button. If you want to have a ring reminder that DND is active, check the box beside Play Ring Reminder when a call is blocked. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 35
Do Not Disturb - Cont d. To deactivate Do Not Disturb, click the Off radio button. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 36
Call Forwarding Selective Allows you to forward your specific calls matching pre-defined criteria to a different phone number or SIP-URI. Use this service to forward calls from your manager, a family member, or an important customer to your cell phone, alternate business phone, or home phone. Page 37
Call Forwarding Selective Cont d. The criteria for each Call Forwarding Selective entry can be a list of up to 12 phone numbers or digit patterns, a specified time schedule, and a specified holiday schedule. All criteria for an entry must be satisfied for the call to be forwarded (phone number and day of week and time of day). If the call is not forwarded, the call continues as if this service was not turned on. Page 38
Call Forwarding Selective - Cont d. First Enter the Number to Forward Calls To Page 39
Call Forwarding Selective Cont d. Click Apply to Save this phone number. Page 40
Call Forwarding Selective Cont d. Click Add to specify Call Forwarding Selective criteria. Specify the time schedule you would like calls forwarded by. Also, you can have the call forwarded when only the specified numbers call or all numbers call. If you need more than 12 numbers or more distinct time or holiday periods, you can create multiple call forwarding selective entries. (For Schedules, see Scheduling above). Page 41
Call Forwarding Selective Cont d. Click OK to save changes. Page 42
Call Forwarding Selective Cont d. Click the On radio button. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 43
Priority Alert Priority Alert allows you to make your phone ring with a different ring based on pre-defined criteria. Use this service if you want to know when a specific person calls such as your manager or spouse, or when you would like to easily tell when a call is from inside your group or outside your group. Page 44
Priority Alert Cont d. The criteria for each Priority Alert entry can be a list of up to 12 phone numbers or digit patterns, a specified time schedule, and a specified holiday schedule. All criteria for an entry must be true for the phone to ring with a different tone (phone number and day of week and time of day). Page 45
Priority Alert Cont d. Click Add to enter phone number(s) for Priority Alerting. Page 46
Priority Alert Cont d. Add a Description and Phone Number(s) that are to have a Priority Ring on your phone. The Priority Ring is two short bursts instead of just one long ring. Click Ok when finished entering data. Page 47
Priority Alert Cont d. Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 48
Selective Call Rejection Allows your phone to reject calls that meet pre-defined criteria. These callers will be given an announcement that the User cannot be reached. Use this feature to prevent nuisance calls from people you would rather not talk to. The criteria for each Selective Call Rejection entry can be a list of up to 12 phone numbers or digit patterns, a specified time schedule, and a specified holiday schedule. All criteria for an entry must be true to reject the call.
Selective Call Rejection - Add Click Add to enter information for caller IDs to be Selectively Rejected.
Selective Call Rejection - Add Enter a Description and criteria for Selective Call Rejection. Click Ok to save your changes. Page 51
Selective Call Rejection - Add Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 52
Simultaneous Ring Personal Simultaneous Ring Personal allows you to list up to 10 phone numbers or SIP-URI addresses to ring in addition to your primary phone when you receive a call. This feature is helpful when you are not at your phone and would like your cell phone to ring when you get a call. You can also turn off simultaneous ring when you are at your desk. The criteria for each Simultaneous Ring entry can be a list of up to 12 phone numbers or digit patterns, a specified time schedule, and a specified holiday schedule. Page 53
Simultaneous Ring Personal Cont d. All criteria for an entry must be satisfied for the call to enter Simultaneous Ring (phone number and day of week and time of day). If the criteria do not match, the call continues as if this service was not turned on. Warning: if your cell phone or other phone has voice mail that picks up before your office voice messaging picks up, your voice mails could be on your cell phone messaging system! Page 54
Simultaneous Ring Personal - Add Click Add to set criteria for Simultaneous ringing, such as a Description, a schedule, calls from any phone number, or only calls from specific phone number(s). Click Ok when finished entering data. Page 55
Simultaneous Ring Personal - Add Enter the number(s) you want to ring Simultaneously when your desk phone rings, check the box beside Answer confirmation required if you want the system to prompt you to press a digit to answer calls (so you know it s from HVS). Click Apply or OK to save your changes. Apply saves your changes. OK saves your changes and takes you to the previous page. Page 56
OUTGOING CALLS Page 57
Outgoing Calls Page 58
Speed Dial 100 Speed Dial 100 allows you to set up to 100 speed dial phone numbers that can be called with the push of a few buttons. Enter the number as you would normally dial it (include 9 for external) and then just press your Speed 100 Softkey, enter the two-digit Speed Dial Code (00-99), and press the Dial Softkey, press a Line key, or lift your Handset to call it. Page 59
Speed Dial 100 - Add Click Add to fill in a Description and Phone Number for one of your Speed 100 entries. The HVS system will automatically bring up the next available Speed Code on your list of 100, or you can select a code to program. Then click Ok to save your entry. Page 60
Speed Dial 100 - Add Click Apply or OK to save your settings. Apply saves your changes. OK saves your changes and returns you to the previous page. Page 61
Page 62 CALL CONTROL
Call Control Page 63
Clearspan Anywhere Link your cell phone, home phone, etc. to your HVS desk phone so that calls to your desk phone will ring to your other phone(s) simultaneously. Click Add to add your other phone(s). If you have multiple numbers, they will have to be added individually. By using the Anywhere Portal phone number, you can make phone calls from this remote phone and have them billed to your business. The called party will see your HVS Caller I.D. Page 64
Clearspan Anywhere - Modify Enter a phone number and description. Click the checkbox to Require Answer Confirmation if you want to know when calls to your cell phone are from HVS (HVS will prompt you to press a digit to answer calls). Click the checkbox to Enable this Location. Click OK. Page 65
Clearspan Anywhere Modify Click Apply or OK to save your settings. Apply saves your changes. OK saves your changes and returns you to the previous page. Page 66
Clearspan Anywhere Modify If you wish to turn off Clearspan Anywhere on one of your numbers, click Edit beside the number. Page 67
Clearspan Anywhere Modify Remove the check mark beside Enable this Location. Click Apply or OK to save your settings. Apply saves your settings. OK saves your settings and returns you to the previous screen. Page 68
Clearspan Anywhere Modify Click Apply or OK to save your settings. Apply saves your settings. OK saves your settings and returns you to the previous screen. Page 69
Remote Office Remote Office allows you to use your home phone, cell phone or even a hotel phone as your business phone. By using the Anywhere Portal phone number, you can make phone calls from this remote phone and have them billed to your business. The called party will see your HVS Caller I.D. This service also forwards all calls coming to your business phone to your remote office phone. Page 70
Remote Office Cont d. Enter the phone number you wish to have your calls directed to, click the On radio button, then click OK to save. To make a call from your remote phone number, you will dial 404-799-4170, enter your voice mail passcode, and dial the number you wish to call. The called party will see your HVS office number as the caller ID. Page 71
Anywhere Portal 404-799-4170. Used with Clearspan Anywhere or Remote Office to make calls from the HVS platform To make a call using the Anywhere Portal: Dial the Anywhere Portal phone number. Enter your voice mail passcode when prompted. Dial the number you wish to call. The called party will receive your HVS Caller I.D. NOTE You will only be prompted for your voice mail passcode if you have associated your cell phone number, home phone, etc. with HVS via Clearspan Anywhere or Remote Office. Page 72
Call Pull The Call Pull function works with Clearspan Anywhere and Remote Office by retrieving an existing active call from another one of your devices. Allows you to pull a call from your cell phone to your desk phone, or vice versa. From your desk phone: Press your Call Pull Softkey OR dial *11. Your call will move from your cell phone to your desk phone. From your cell phone: You must first associate your cell phone number (or home phone, etc.) with your HVS number via the Clearspan Anywhere feature or the Remote Office feature. Dial 404-799-4170 for the HVS Anywhere Portal. Enter your voice mail passcode followed by #. Dial *11. Your call will move from your desk phone to your cell phone. Page 73
Call Pull from Your Desk Phone Press your Call Pull Softkey OR dial *11. Your call will move from your cell phone to your desk phone. Page 74
Call Pull from Your Cell Phone Dial 404-799-4170 for the HVS Anywhere Portal. Enter your voice mail passcode followed by #. Dial *11. Your call will move from your desk phone to your cell phone. Page 75
CLIENT APPLICATIONS Page 76
Client Applications Page 77
Busy Lamp Field Allows you to add user(s) extensions to your phone. BLF keys can be used to call the user, answer their calls, or see when they are on the phone. NOTE you will only be able to add BLF (Busy Lamp Field) buttons to a phone if it has blank BLF buttons available. If you do not have blank BLF buttons available, please request via an imac Service Catalog order. Page 78
Busy Lamp Field - Add Enter Search criteria or just Click Search to see a list of users on your system. Page 79
Busy Lamp Field - Add Click on the user(s) you want to add to a BLF button on your phone and click Add. You can also click on the name of an existing Monitored User, and move the BLF button up or down on your phone by clicking the Move Up or Move Down buttons. Page 80
Busy Lamp Field - Add Click Apply or OK to save your settings. Apply saves your settings. OK saves your settings and returns you to the previous screen. Page 81
Page 82 MESSAGING
Messaging Page 83
Aliases Messaging Aliases allows you to enter phone numbers, which when used to dial the Voice Mail pilot number, make your voice messaging box act as if you called from your office phone. For example, if you add your cell phone number as an Alias, you will not need to input your mailbox number when calling the voice mail system to check messages from your cell phone. Page 84
Aliases - Add Click Add to enter the phone number(s) you wish to have recognized by the voice mail system. Click Ok when finished. If you have multiple numbers, they will need to be added individually. Page 85
Aliases - Add Click Apply or OK to save your settings. Apply saves your settings. OK saves your settings and returns you to the previous screen. Page 86
Voice Management Voice Management allows you to specify how to handle your voice mail messages. Use Unified messaging if you want to use your phone to retrieve messages. You can also just choose to send the message to your e-mail and not use the phone for messaging. Note that the message settings here also apply to other types of messaging such as fax if enabled. Page 87
Fax Messaging Fax Messaging allows a User to receive faxes over a dedicated phone number. The Fax Messaging capability must be assigned to you by the AT&T Administrator, and can be requested via an imac Service Catalog order. You can only enable or disable this feature. Page 88
Page 89 UTILITIES
Utilities Page 90
Basic Call Logs Basic Call Logs displays the most recently placed, received, or missed calls and also allows deletion of call logs. Click on the appropriate tab to see the desired type of logs. You can Delete certain entries, or click Select All to delete all entries. Click OK when finished. Page 91
Enterprise Directory Displays the enterprise directory listing. A summary of the enterprise directory can be generated, which can be easily printed and a detailed phone list can be generated. Page 92
Thank you! AT&T Proprietary (Internal Use Only) Not for use or disclosure outside the AT&T companies except under written agreement