ENA SmartVoice User Guide - PDF Free Download

TABLE OF CONTENTS SECTION 1: INTRODUCTION... 1 SECTION 2: MAKING CALLS... 2 Internally... 2 Externally... 2 Emergency Calls... 2 Speaker Phone... 2 Ending Calls... 2 SECTION 3: ANSWERING CALLS... 3 Using the Handset... 3 Using the Speaker... 3 SECTION 4: CALL FORWARDING... 3 Introduction... 3 Immediate, Busy and No Answer Call Forwarding Using the Handset... 4 Enabling... 4 Disabling... 4 Access codes... 4 SECTION 5: ADVANCED CALL HANDLING... 5 Putting a Call on Hold... 5 Call Waiting... 5 Transferring a Call... 5 Blind Transfer... 5 Consultative Transfer... 6 Transferring Directly to Voicemail... 7 Three Way Conferencing... 7 Parking a Call... 8 Retrieving a Parked Call... 8 Do Not Disturb... 8 SECTION 6: VOICEMAIL... 9 Accessing Voicemail... 9 Using the Voicemail System... 9 SECTION 7: OTHER PHONE FEATURES... 10 Speed Dials... 10 Monitoring Other Lines... 10 Paging... 11 Account Codes... 11 Headset... 11

SECTION 8: INTRODUCING ENA SMARTVOICE END USER PORTAL... 12 Accessing... 12 Logging In... 13 Using the ENA SmartVoice End User Portal... 14 Getting Help... 15 Logging Out... 15 SECTION 9: ENA SMARTVOICE END USER PORTAL DASHBOARD... 16 Messages... 17 Missed Calls... 18 Call Back... 19 Contacts... 20 Calling a Contact... 21 Settings... 22 SECTION 10: MESSAGES AND CALLS... 23 Messages... 24 Listen to a Message... 25 Deleting a Message... 25 Marking a Message as Heard... 26 Marking a Message as New... 26 Call Back... 27 Add Caller to Contacts... 27 Missed... 28 Dialed... 29 Received... 30 Rejected... 31 Setting Up Call Rejection... 31 Deleted... 33 Deleting a Single Message... 34 Deleting All Messages... 35 SECTION 11: CONTACTS... 36 Individual Contacts... 37 Searching Contacts... 38 Adding a New Contact... 39 Editing a Contact... 40 Deleting a Contact... 41 Calling a Contact... 42 Group Contacts... 43 Searching Within Group Contacts... 43 Adding a New Group... 44 Speed Dials... 47 Adding a Speed Dial... 47 Deleting a Speed Dial... 49 Extensions... 51 Short Codes... 53

SECTION 12: REACH ME (PRO PACKAGE)... 54 Summary... 55 Rules... 56 Initial Rule Set Up... 56 Adding a New Set of Rules... 58 Adding a New Rule... 60 Editing a Rule... 64 Deleting a Rule... 65 Weekly Schedule and Special Days... 65 Weekly Schedule... 65 Special Days (Holidays)... 67 SECTION 13: REACH ME (PLUS PACKAGE)... 68 Summary... 69 Forwarding... 70 Immediately... 70 Busy/No Answer... 71 Unanswered Calls... 72 Busy Calls... 73 Selected Callers... 74 Forwarding Destinations... 78 Follow Me (ENA SmartVoice Plus Package)... 79 Sequential Ring... 79 Simultaneous Ring... 82 Screening... 86 SECTION 14: REACH ME (PRIME PACKAGE)... 87 Summary... 88 Forwarding... 89 Immediately... 89 No Answer... 90 Forwarding Destinations... 91 SECTION 15: GROUPS... 92 Multi Line Hunt Groups... 93 Viewing Multi Line Hunt Groups... 93 Using Multi Line Hunt Groups... 94 Call Pickup Groups... 94 Viewing Call Pickup Groups... 94 Using Call Pickup... 95 SECTION 16: SETTINGS... 96 Account... 97 Calls... 99 Messages... 101 Notifications... 104 Reminders... 113 Adding Reminders... 114 Deleting Reminders... 115

SECTION 17: CLICK TO DIAL... 116 Calling From Your Regular Phone... 117 SECTION 18: CONFIGURING YOUR PHONE'S KEYS... 118 Using the Phone Configurator's graphical view... 118 APPENDIX A: ACCESS CODES... 122

SECTION 1: INTRODUCTION Welcome to your new phone! This document describes the features of your phone, including the ENA SmartVoice End User Portal. This guide will help you get up and running with your new phone as soon as possible. It tells you how to use your phone and the more commonly used features. Sections 3 to 7 outline the most common tasks that you will carry out when using your new desk phone, including making internal and external calls o answering calls using either the handset or speaker o setting up call forwarding using your handset o accessing your messages through the voicemail system These chapters also describe some more advanced call handling features, such as o putting calls on hold o transferring calls o conferencing a third person into a two-way call o parking calls You should familiarize yourself with these chapters first so that you can begin using your phone as soon as possible. Section 8 describes the more advanced functions and features of your phone system, including using the ENA End User Portal to manage your messages, missed calls, contacts and phone settings. Appendix A contains a quick-reference guide to all of the access codes that you will need when using your new phone. If after referring to this guide you're still having problems with your phone system then please contact your Technology Coordinator or ENA's CTAC. Copyright 2014. Education Networks of America, Inc. Page 1

SECTION 2: MAKING CALLS Internally To call another person in your organization, lift the handset and dial the other person's extension. This is typically a 4, 5, or 6 digit number. Externally To call a number outside of your organization, lift the handset and dial the phone number. Emergency Calls In an emergency lift the handset and dial 911. Speaker Phone To make a call using your speaker phone, either press the Speaker key or leave the handset on-hook and dial the number of the person you want to call, or the Dial or Send key. Ending Calls To end a call, replace the handset or press the End Call key. Copyright 2014. Education Networks of America, Inc. Page 2

SECTION 3: ANSWERING CALLS Using the Handset To answer an incoming call, lift your handset and you will be connected to the caller. Using the Speaker To answer a call using the speakerphone, do not lift the handset and instead press the Speaker key, the "answer" soft key, or press the line button next to the line that is ringing. SECTION 4: CALL FORWARDING Introduction Your phone system supports a number of different types of Call Forwarding. Immediate (sometimes called Unconditional) Call Forwarding is where all calls are forwarded to a number of your choice. This can either be to your voicemail, another extension in your organization or an external number. Busy Call Forwarding forwards all calls that are received when you are already on the phone. No Answer (sometimes called Delay) Call Forwarding forwards all calls when you do not answer them after a certain delay. Selective Call Forwarding forwards calls from certain numbers to another number. The easiest and most flexible way of configuring call forwarding is using the ENA SmartVoice End User Portal. See Section 12: Reach Me for instructions on doing this. This section provides instructions on how to set up Call Forwarding using your handset. Copyright 2014. Education Networks of America, Inc. Page 3

Immediate, Busy and No Answer Call Forwarding Using the Handset This feature can be enabled or disabled via your handset if you have the ENA SmartVoice Prime or ENA SmartVoice Plus packages. Enabling To use your handset to enable Immediate, Busy or No Answer Call Forwarding dial the access code for the type of call forwarding you want to enable. For example, to use immediate call forwarding to forward all calls, dial *72 and the number you want to forward to. Disabling To disable call forwarding, dial the disable code for that type of call forwarding. Access codes Call Forwarding access codes Copyright 2014. Education Networks of America, Inc. Page 4

SECTION 5: ADVANCED CALL HANDLING Putting a Call on Hold You can put a call on hold by pressing the Hold key. You may now replace the handset without cutting the caller off. You can also now make another call while the first call is on hold. To retrieve the call, press the Resume key or the Hold key again. Call Waiting If a second call comes in when you are already on the phone, you will hear a tone and the phone screen will display the details of the second caller. To answer this second call you should press the Answer key, or press the line key which is flashing. Answering the second call will automatically put the first call on hold. You can toggle between the calls by placing the current one on hold and retrieving the other call. Transferring a Call There are multiple ways to transfer a call. Blind Transfer Using the Transfer Hard Button 1. Answer the call. 2. Press the Transfer button. 3. Press the Blind soft key. 4. Enter the number you want to transfer to. 5. Press the Send soft key. NOTE: If you have an appearance of the person you want to transfer to on your phone, you can: 1. Press the Transfer button. 2. Press the Blind soft key. 3. Press the button associated with the user you want to transfer to. Copyright 2014. Education Networks of America, Inc. Page 5

Using the Blindxfer Soft Key 1. Answer the call. 2. Press the Blindxfer soft key. 3. Enter the number you want to transfer to. 4. Press the Enter soft key. NOTE: You may need to press the Send soft key if it appears on your screen. Consultative Transfer 1. Answer the call. 2. Press the Transfer button. 3. Enter the number you want to transfer to. 4. When the person answers, announce the caller (the caller is on hold during this time). NOTE: If the user you are transferring to cannot take the call, press the Cancel soft key to return to the original caller. 5. Press the Transfer button again to complete the transfer. NOTE: If you have an appearance of the person you want to transfer to on your phone, you can: 1. Press the Transfer button. 2. Press the button associated with the user you want to transfer to. 3. When the person answers, announce the caller. 4. Press the Transfer button again to complete the transfer. IMPORTANT: You will not be able to complete the transfer until the user you are transferring to answers the phone. Copyright 2014. Education Networks of America, Inc. Page 6

Transferring Directly to Voicemail Using the Transfer Hard Button 1. Answer the call. 2. Press the Transfer button. 3. Press the Blind soft key. 4. Dial *90 and dial the extension. 5. Press the Send softy key. Using the VMxfer Soft Key 1. Answer the call. 2. Press the VMxfer soft key. 3. Enter the number want to transfer to. 4. Press the Enter soft key. NOTE: You may need to press the Send soft key if it appears on your screen. Three Way Conferencing 1. When in a regular call, press the Conference button or soft key. 2. Dial the person you want to join your call. 3. Once this person has answered press the Conference key again to set up the three way call. Copyright 2014. Education Networks of America, Inc. Page 7

Parking a Call Parking a call places the call on hold in a "park orbit" so that the call can be retrieved from another phone. Based on your phone type, there are two ways of parking a call. 1. If you have keys on your phone for parking calls, when in a call press the key of the park orbit where you want the call parked. The call will now be parked and you may now replace the handset. 2. If your phone doesn't have dedicated call park keys, follow these steps: Initiate call transfer by pressing the Transfer key. Dial the Call Park access code (*98). Listen to the park orbit number where the call will be parked. Complete the call transfer by pressing Transfer again. If you have keys on your phone for parking calls these keys will indicate via a light or icon when a call is parked against that orbit. Retrieving a Parked Call Based on your phone type, there are two ways of retrieving a parked call. 1. If you have keys on your phone for parked calls, pick up the handset and press the key of the park orbit where the call is parked. 2. If you don't have dedicated call park keys lift the handset and dial the Call Retrieve access code (*99) followed by the park orbit number. For example, to retrieve a call parked on orbit 100, you should dial *99100. Do Not Disturb If you don't want any calls to ring your phone, but instead go straight through to your voicemail, you can enable Do Not Disturb. To enable Do Not Disturb, press the Do Not Disturb button. To disable Do Not Disturb, press the button again. On the Polycom 3XX series phones, press the Menu button, then select Features, then press Do Not Disturb. Copyright 2014. Education Networks of America, Inc. Page 8

SECTION 6: VOICEMAIL Accessing Voicemail When you have one or more unheard voice messages waiting, your phone will display a flashing light. To listen to your messages press the Messages or Vmail key on your phone. The first time you access your voicemail box you will be asked to set up your mailbox, and record your name and a greeting to be played by callers. Using the Voicemail System The voicemail system is menu driven, so listen to the voice prompts and then press the keys on your phone to select which option you would like. Once you become familiar with the system there is no need to wait until the voice prompts have played before pressing a key you can interrupt the announcements to speed up your experience. For your convenience, the most commonly used mailbox commands are as follows. Mailbox Commands To listen to your voice messages from the main menu: Press 1 To listen to your other messages from the main menu: Press 1 1 To save a message once you've listened to it: Press 2 To delete a message once you've listened to it: Press 3 To change your mailbox settings from the main menu: Press 4 To cancel the current operation: Press * To go back to the previous menu: Press * To finish entering digits, or recording an announcement: Press # Copyright 2014. Education Networks of America, Inc. Page 9

SECTION 7: OTHER PHONE FEATURES Speed Dials Your phone system supports three different sorts of speed dials. 1. Based on your phone model, keys on your phone can be configured to automatically call certain destinations. To configure these keys for speed dials, see Section 16, Configuring Your Phone's Keys. 2. Another sort of speed dial is when you dial a short number (2 digits), which is configured to call a regular extension or phone number. To configure these speed dials, see Section 11: Contacts under Speed Dials. 3. Your phone system also supports Short Codes. These are short (usually 3, 4 or 5 digit) numbers which are speed dials that can be used and are the same on any phone in your organization. They are set up by your Technology Coordinator and you can view them in the ENA SmartVoice End User Portal. See Section 11, Contacts under Short Codes for how to do this. Monitoring Other Lines Some models of phones let you monitor the status of other extensions in your organization. A key and a lamp on your phone will be associated with that other extension. If there is no call in progress on that extension, the lamp will not be lit. If a call is ringing on that extension, the lamp will blink green quickly. If a call is on hold on that extension, the lamp will blink red slowly. If a call is in progress on that extension, the lamp will be lit red solidly. If you want to answer a call that is ringing on the extension you are monitoring, pick up your handset and press the key for that extension. You will be connected to the caller. The ability to answer these lines needs to be enabled by ENA. You can also use these keys as speed dials for the other extension. To call the other extension when there is no call in progress on it, pick up your handset and press the key for that extension. Copyright 2014. Education Networks of America, Inc. Page 10

Paging Paging is a feature which allows a phone user to press a key on their phone and for whatever they say to automatically come out of another phone's speaker. The user of that other phone doesn't have to answer their phone. Administrators can create up to 25 paging zones per site. Administrators will further decide who can transmit to each zone and will subscribe or listen to each zone. If you have a paging key on your phone, you can page a destination by following these steps: 1. Pick up your handset. 2. Select the zone you want to page to. 3. Press the paging key. 4. Speak into the phone. Your voice will automatically come out of the other phone. To finish paging, hang up the phone or press the End Page soft key. Account Codes If you have account codes configured on your line then once you have dialed a number which requires a code, you will hear a tone. You will then need to dial a special code before the call is connected. Your system may use either validated or non-validated account codes. If your system uses validated account codes then you must enter a specific code that has been configured either by your Technology Coordinator or by you. If your system uses non-validated account codes you can enter any code so long as it is the right length. If you have account codes your Technology Coordinator should have explained this to you and told you what codes to use. Headset Most of the models of phones supported by your phone system allow you to connect a headset. This allows you to make and take calls while keeping your hands free for other tasks. To connect a headset to your phone, turn the phone upside down and connect the headset into the socket marked with the headset icon. To make or answer a call using your headset, press the headset key on your phone. Copyright 2014. Education Networks of America, Inc. Page 11

SECTION 8: INTRODUCING ENA SMARTVOICE END USER PORTAL The User Portal provides a web interface to your phone settings and allows you to view recent calls view and listen to your voicemails set up your contacts change your phone and phone system settings Accessing To access your ENA SmartVoice End User Portal, point a browser to www.ena.com/smartvoicehub and click User Portal. The ENA SmartVoice User Portal is supported on Windows 2000, Windows XP, Windows 2003 and Windows Vista, using the following browser versions: IE8 or later FF3.5 or later Safari 4 or later Chrome JavaScript must be enabled on your browser. Copyright 2014. Education Networks of America, Inc. Page 12

Logging In The following shows a sample ENA SmartVoice End User Portal login page. ENA SmartVoice End User Portal login page To log into the ENA SmartVoice End User Portal enter your phone number and your password, and click Login. Copyright 2014. Education Networks of America, Inc. Page 13

Using the ENA SmartVoice End User Portal Once you have logged in, you will see the Dashboard. This gives you a quick at-a-glance summary of your messages, missed calls, contacts and phone settings. Dashboard Along the top of the window are a series of tabs which you can select to take you to the different pages within the User Portal. Dashboard This is the at-a-glance summary you see when you first log in. Messages & Calls This shows you all of your voice messages, and the calls you've made, answered or missed. Contacts You can add and view all of your contacts and their phone numbers on this tab. Reach Me On this tab, you can configure the services on your phone line, like Call Forwarding and Selective Call Rejection on this tab. Copyright 2014. Education Networks of America, Inc. Page 14

Groups Here you can view any groups your line is part of in your organization, 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. Using the functions on each of these pages is described in more detail in the rest of this document. Getting Help If you need assistance with using the ENA SmartVoice End User Portal, click the More Options icon ( ) and select Help. Logging Out If you don't use the User Portal for 30 minutes, you will be automatically logged out. However, if you wish to manually log out, for example because you've been accessing the Portal using a shared computer, you can do so by clicking the More Options icon ( ) and selecting Logout. Copyright 2014. Education Networks of America, Inc. Page 15

SECTION 9: ENA SMARTVOICE END USER PORTAL DASHBOARD The End User Portal Dashboard is shown when you log into your User Portal and gives you an at-aglance summary of your phone line. In this section we'll examine the Dashboard in more detail. Sample Dashboard Copyright 2014. Education Networks of America, Inc. Page 16

Messages In the top left hand corner you can see if you have any new voice messages: To view and listen to new messages, click the messages link. This will take you to the Messages & Calls page, which is described in Section 10: Messages and Calls. Copyright 2014. Education Networks of America, Inc. Page 17

Missed Calls This section shows you the most recent calls which you have missed: Dashboard Missed Calls display To see other types of calls, go the Messages & Calls page, described in Section 10: Messages and Calls. Copyright 2014. Education Networks of America, Inc. Page 18

Call Back 1. Click the number of the caller. 2. Click one of the Dial options available on the menu that appears to connect your call. Call back pop up Copyright 2014. Education Networks of America, Inc. Page 19

Contacts The Contacts section displays all of your contacts and allows you to search them: To search, enter the letters you want to search for in the text box. The ENA SmartVoice End User Portal will narrow down the contacts displayed as you type. Search Contacts To cancel the search and view all of your contacts, delete the search text you entered. To add, modify or delete contacts, see Section 11: Contacts. Copyright 2014. Education Networks of America, Inc. Page 20

Calling a Contact 1. Click the number of the contact you wish to call. 2. Click one of the Dial options available on the menu that appears to connect your call. Click to Dial pop up Copyright 2014. Education Networks of America, Inc. Page 21

Settings Your main settings will be shown at the bottom right of the dashboard. This shows you the current status of your main phone line settings. Dashboard Settings Display In the example above Call Forwarding Immediate, the Follow Me service and Anonymous Call Rejection are all inactive (disabled). To change one of these settings you can either click the link for that setting, or select the Reach Me page, described in Section 12: Reach Me. Copyright 2014. Education Networks of America, Inc. Page 22

SECTION 10: MESSAGES AND CALLS The Messages & Calls page has a number of sections which you can select by clicking on the tab. Messages & Calls Page Messages Shows you all of your new and stored voice 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 as described in Section 15: Click to Dial Received Shows the recent calls you have answered Rejected Displays calls you have set up to be rejected using the Reach Me function Deleted Displays messages that you have deleted Each of these sections is described in more detail below. Copyright 2014. Education Networks of America, Inc. Page 23

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 & Calls Messages tab Copyright 2014. Education Networks of America, Inc. Page 24

Listen to a Message To listen to a message click the Play icon to the left of the message ( ). This will pop up a Voicemail player which loads and plays the message. Voicemail Player 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 disk. Close the player. Deleting a Message To delete a voice message, click the delete icon ( ) to the right of the message. Copyright 2014. Education Networks of America, Inc. Page 25

Marking a Message as Heard Listening to a voice message will mark it as heard. You can mark it as heard without listening to it. Click the icon ( ) to the right of the message and select Mark as heard from the dropdown. Message options drop down menu Marking a Message as New 1. Click the icon ( ) to the right of the message, as shown in the figure above. 2. Select Mark as new from the dropdown. Copyright 2014. Education Networks of America, Inc. Page 26

Call Back 1. Click the number or name of the caller. 2. Click the Dial option. Call back message sender Add Caller to Contacts 1. Click the number or name of the caller. 2. Select Add to contacts. 3. This will take you to the Contacts page. Enter the details for your new contact and click Save. See Section 11: Contacts for more information on using the Contacts page. Copyright 2014. Education Networks of America, Inc. Page 27

Missed The Missed section shows you the recent calls that you have received but did not answer. Messages & Calls Missed tab If a caller is in your Contacts list then their name will be shown instead of their number, and an icon indicating which of that Contact's numbers they used to call you. Copyright 2014. Education Networks of America, Inc. Page 28

Dialed This page shows you all of the recent calls you have made, including those which you made using Click to Dial (described in Section 15: Click to Dial). Messages & Calls Dialed tab Copyright 2014. Education Networks of America, Inc. Page 29

Rejected This page displays calls you have set up to be rejected using the Reach Me function. Setting Up Call Rejection 1. Click Reach Me at the top of screen. 2. Click the Rules tab. 3. Select the Set of Rules you would like to edit to add the rejection option. 4. Click Add New Rule. Copyright 2014. Education Networks of America, Inc. Page 31

5. From the screen that displays, select caller or type of caller you would like to reject. 6. Click Next. 7. From the screen that displays, select reject the call. 8. Click Finish. 9. You will return to the ENA SmartVoice End User Portal. Click Apply in the bottom right corner to save your changes. Copyright 2014. Education Networks of America, Inc. Page 32

SECTION 11: CONTACTS The Contacts page consists of a number of different sections, which you can select by clicking on the tabs. Contacts page Contact List Allows you to manage your personal contact list Speed Dials Is where you configure your numeric speed dials Extensions Shows you the extensions within your organization Short Codes Shows you your organization's numeric speed dials Each of these sections is described in more detail below. Copyright 2014. Education Networks of America, Inc. Page 36

Searching Contacts To search, enter the letters you want to search for in the text box. The ENA SmartVoice User Portal will narrow down the contacts displayed as you type. Search contacts To cancel the search and view all of your contacts, delete the search text you entered. Copyright 2014. Education Networks of America, Inc. Page 38

Adding a New Contact 1. Click New Contact. New contact page 2. Enter the details for your new contact in the text boxes provided. 3. Enter any phone numbers for your contact in the text boxes provided. You can select the radio button to the right of a number to indicate that it is the preferred number for this contact. 4. Enter any addresses for your contact in the text boxes provided. 5. Click Save. Your new contact will now have been added. Copyright 2014. Education Networks of America, Inc. Page 39

Editing a Contact 1. Select the contact you wish to edit from the list on the left hand side of the screen. 2. Click Edit. 3. Modify or add any details. 4. Click Save. Copyright 2014. Education Networks of America, Inc. Page 40

Group Contacts You can manage your contacts by assigning them to groups. For example you might have a group for Work contacts and another group for Personal contacts. Searching Within Group Contacts 1. Select the group you would like search in under Contacts and Groups. 2. To search, enter the letters you want to search for in the text box under Group Members. The ENA SmartVoice Portal will narrow down the contacts displayed as you type. Copyright 2014. Education Networks of America, Inc. Page 43

2. Enter a name for the group in Group Name. 3. Enter an ID for the group in Telephone ID. Use any number as the Telephone ID. 4. Select any contacts you want to be in the group from the list on the right hand side. 5. Click Save. Copyright 2014. Education Networks of America, Inc. Page 45

The new group will now appear in the Contacts & Groups section: Editing a Group 1. Select the group on the left hand side. 2. Click Edit. 3. Change the group settings or members. 4. Click Save. Deleting a Group 1. Select the group on the left hand side. 2. Click Delete. Copyright 2014. Education Networks of America, Inc. Page 46

Speed Dials The Speed Dials section allows you to configure numeric speed dials. You use these speed dials by dialing a two digit speed dial number from your phone. They are different from speed dials which are assigned to particular keys on your phone. For more information on setting up speed dials on your phone's keys see Section 16: Configuring Your Phone's Keys. Adding a Speed Dial 1. Select the Speed Dials tab. 2. Select the number for the speed dial you'd like to set up from the Speed Dial drop down list. Copyright 2014. Education Networks of America, Inc. Page 47

3. In the Number field, enter the number this speed dial should call as you would dial it. 4. Click Add. 5. Repeat steps 1 through 4 for any other speed dials you want to set up. 6. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 48

To use Click to Dial to call any of these extensions, follow these steps: 1. Click the number of the extension you wish to call. 2. Select the Dial option. Using Click to Dial from the Extensions tab Your Technology Coordinator sets up these extensions. Copyright 2014. Education Networks of America, Inc. Page 52

Short Codes The Short Codes section shows you all of the speed dials set up for all the phones in your organization. Click the Short Codes button to view them. Contacts Short Codes tab You can dial these short codes from any phone in the organization to reach the destination. Your Technology Coordinator sets up these short codes. Copyright 2014. Education Networks of America, Inc. Page 53

SECTION 12: REACH ME (PRO PACKAGE) Reach Me provides you with a powerful rules based routing services allowing you to configure when, where and which calls are delivered to you. You can use the advanced rules based routing to configure an advanced Set of Rules for your incoming calls. For example, you might want to forward calls from family and friends to a home phone, while forwarding calls from the office directly to voicemail, or to screen calls from a particular number. To configure Reach Me, follow the steps defined in this section. Summary Gives you a description of how incoming calls will be routed. Rules Allows you to view and change your Call Forwarding settings. Weekly Schedule Allows you to apply different rules to your calls based on the time or day of the week they are received. Special Days Use the Special Days section to create exceptions to your regular weekly schedule. Each of these sections is described in more detail below. Copyright 2014. Education Networks of America, Inc. Page 54

Summary The Reach Me Summary page provides you with a single view of how your calls are currently routing and is the User Portal interface for changing your forwarding setting. From this page you can quickly change your forwarding settings by selecting any radio button under the When I Receive a Call section. Reach Me summary page Copyright 2014. Education Networks of America, Inc. Page 55

Rules Rules-based routing allows you to configure how calls are routed based on the number that is calling you. Initial Rule Set Up 1. Select Rules on the Reach Me page. 2. If you are setting up rules for the first time, click an example set of rules. Copyright 2014. Education Networks of America, Inc. Page 56

3. On the screen that displays, note that three sets of rules were created: Normal Reject Calls Screen Calls 4. View the rules in a set by clicking the rule set's name. 5. Add new sets of rules, edit rule sets or delete rule sets from this screen. See the appropriate sections below for more details. Copyright 2014. Education Networks of America, Inc. Page 57

Adding a New Set of Rules You may want to add a new rule set to route your calls during a given time. For example, if you want your calls routed to voicemail during lunch, you can create a new rule to do so. 1. From the Reach Me, Rules screen, click Add New Set of Rules. 2. On the screen that displays, enter a name for the new Set of Rules. 3. Click OK. Copyright 2014. Education Networks of America, Inc. Page 58

4. On the screen that displays, your new rule will appear under Sets of Rules. 5. To add details to your new rule, click Edit. 6. Follow the steps under Editing a Rule in this section. Copyright 2014. Education Networks of America, Inc. Page 59

Adding a New Rule You may want to define a new "subrule" within a set of rules. For example, you might want calls from a particular person to be routed directly to your voicemail during normal business hours. 1. Highlight the set of rules under Sets of Rules. 2. Click Add New Rule at the bottom right corner of the screen. Copyright 2014. Education Networks of America, Inc. Page 60

3. From the screen that displays, begin configuring your rule by selecting which caller or callers the rule will apply to. This individual contact Apply to individual contact (in your contact directory). This group of contacts Apply to a group of contacts as defined in my contact directory. Anyone in my contact list Apply to all callers for which you have a contact defined. Anyone in my organization group Apply to all other members of your organization, with the ENA SmartVoice service. This phone number Apply to a specific phone number. This can be any number. A withheld number Apply to any caller that has restricted their calling number 4. Click Next. Copyright 2014. Education Networks of America, Inc. Page 61

7. If the routing option that you select does not involve more than one phone being called, click Finish to complete your rule configuration. If the routing option that you select does involve more than one phone being called, click Next and follow the steps below to configure which phones will be called and for how long. a. Add the first phone number to ring by entering it in the Phone Number field b. Enter the start ring time and end ring time for the phone (one ring cycle is 6 seconds, however for mobile phones, you may have to allow more time based on the mobile networks post dial delay) c. Click Add. d. Continue to add numbers as defined in steps 1-3 until all numbers have been added. e. Select the preferred ringtone for your desk phone. f. Select the number to transfer calls to in the event the lines are all busy or not answered. You can choose your voicemail or any dialable number. g. Click Finish. h. You will be returned to the ENA SmartVoice End User Portal. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 63

Editing a Rule 1. Highlight the rule you want to change. 2. Click Edit. 3. On the screen that displays, make your desired changes. 4. Click Finish. 5. You will be returned to the ENA SmartVoice End User Portal. Click Apply to save your changes. NOTE: All sets of rules also have a default rule. This rule will be used when no other rules have been configured in the set, or if a call is received from a number that is not associated with a rule. For example, if you do not have a rule configured for calls from anonymous numbers, the default rule will be used. To edit a default rule, highlight it by clicking on it, and then click Edit. Copyright 2014. Education Networks of America, Inc. Page 64

Deleting a Rule 1. Select the rule of set of rules you want to delete. 2. Click the icon to the right of rule. 3. Click Apply to save your changes. Weekly Schedule and Special Days Schedule-based routing allows you to apply different routing rules based on day, time of day, and day of week. Weekly Schedule The Weekly Schedule functionality allows you to apply different routing rules based on time of day and day of week. For instance you may want all calls to ring your desk phone during working hours and ring your mobile phone during lunch or after business hours. When first configuring your weekly schedule, you will be presented with two options. Begin with a sample schedule that you can customize. Begin with a blank schedule that you can set up from scratch. Copyright 2014. Education Networks of America, Inc. Page 65

For ease of use, select the first option: An example Schedule that you can customize (recommended). Reach Me Weekly Schedule tab 1. Select the period that you want to modify. 2. Using your mouse, point to the day and time you want to change and click the mouse. To change multiple time periods, left click and hold the mouse button and drag across the days and time periods you wish to change. 3. To rename a period, click rename and enter the new name. 4. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 66

Special Days (Holidays) You can define special days such as holidays or days when you are away from the office and would like special call treatments. To configure special days, select the Special Days tab and follow the steps below: Reach Me Special Days tab To select individual special days: 1. Select the month using the key and the year using the key. 2. Click an individual day, or click and drag to select multiple days. 3. Click Apply. To have the system automatically define public holidays: 1. Click Add Public Holidays. 2. Select the holidays you wish to add (US Public Holidays). 3. Click Apply. Copyright 2014. Education Networks of America, Inc. Page 67

SECTION 13: REACH ME (PLUS PACKAGE) Reach Me provides you with a powerful rules based routing services allowing you to configure when, where and which calls are delivered to you. You can use the advanced rules based routing to configure an advanced Set of Rules for your incoming calls. For example, you might want to forward calls from family and friends to a home phone, while forwarding calls from the office directly to voicemail, or to screen calls from a particular number. Copyright 2014. Education Networks of America, Inc. Page 68

To configure Reach Me, follow the steps defined in this section. Summary Gives you a description of how incoming calls will be routed Forwarding Allows you to define how you to forward all incoming calls Follow Me Lets you view and set up an advanced Find Me Follow Me service Screening Lets you screen different types of incoming calls Each of these sections is described in more detail below. Summary The Reach Me Summary page provides you with a single view of how your calls are currently routing and is the User Portal interface for changing your forwarding setting. Reach Me summary page Copyright 2014. Education Networks of America, Inc. Page 69

Forwarding Forwarding allows you to define how you want all incoming calls forwarded. Immediately This allows you to immediately forward all incoming calls to a specific number. 1. Check the Forward calls immediately box. 2. In the Forward calls to field, enter the phone number you would like calls to be forwarded to. 3. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 70

Busy/No Answer Use the Busy/No Answer option to route your calls if your line is busy or you do not answer. NOTE: If you want to route both busy and unanswered calls the same way, click the Use same call forwarding configuration for both services box. Enter the details of how to forward your calls in the Forward calls when no answer section. See Unanswered Calls below for details on how to set up call forwarding. Copyright 2014. Education Networks of America, Inc. Page 71

Unanswered Calls NOTE: Make sure the Use same call forwarding configuration for both services box is not checked. 1. Check the Forward calls if you do not answer box. 2. Enter the phone number you want calls forwarded to in the Forward calls to field. 3. Specify the number of seconds before the call is forwarded in the Forward unanswered call after field. 4. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 72

Busy Calls NOTE: Make sure the Use same call forwarding configuration for both services box is not checked. 1. Check the Forward calls if your line is busy box. 2. Enter the phone number you want calls forwarded to in the Forward calls to field. 3. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 73

3. The Select Call Forwarding Screen List box will display. You can add new numbers or numbers from your contact list to the forwarding list. New Numbers o Select List. o Enter the number you would like to have forwarded. o Click Add New. o Add as many numbers to forward as necessary using the same method. o Click OK when you are done. Copyright 2014. Education Networks of America, Inc. Page 75

Numbers from Your Contact List o From the Selective Call Forwarding Screening List box, select Contacts. o Check the box to the left of the contact(s) to forward. NOTE: You can add multiple contacts at once. o Click OK when you are done. Copyright 2014. Education Networks of America, Inc. Page 76

4. You will be returned to the Selected Callers screen. Under Options, enter the number you would like your calls forwarded to. 5. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 77

Forwarding Destinations Use the Forwarding Destinations tab to enter numbers you frequently forward calls to. 1. Under New Destination, enter a name for the destination you would like to forward calls to in the Destination field. For example, enter home or cell. 2. In the Number field, enter the appropriate phone number. 3. Click Add. 4. Follow steps 1 through 3 to add as many numbers as necessary. 5. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 78

Follow Me (ENA SmartVoice Plus Package) When forwarding your calls, you can choose to ring multiple phones sequentially or simultaneously. Sequential Ring Follow Me allows you to create a rule that rings multiple phones one after another. Here s an example. You have a meeting at 2:00, but you are expecting an important call between 2:30 and 3:00. Your meeting may have ended by 2:30, and there s a chance you will be back in your office. Just in case your meeting runs long, you can set up your desk phone to ring first for 20 seconds. If you don t answer, the call can be forwarded and ring at another number (like your cell phone). In a situation like this, take the steps below to set up a rule for sequential ring. 1. Click the box to the left of Forward calls you receive to one or more alternate destinations. 2. Click Add Rule. Copyright 2014. Education Networks of America, Inc. Page 79

3. In the box that displays, leave My Phone selected from the Destination to ring drop down menu. 4. The Telephone Number field will be inactive. 5. Enter the length of time you want your phone to ring in the field after Ring destination for. 6. Select Step 1 from the step drop down menu. 7. Select No to the right of Permit forwarding. 8. Add a brief description of the rule in the Description field (optional). 9. Click OK. 10. The Follow Me screen will display. Click Add Rule in the bottom left corner. Copyright 2014. Education Networks of America, Inc. Page 80

11. From the Destination to ring drop down menu, select Other. 12. Enter the number you want the call forwarded to in the Telephone Number field. 13. Enter the length of time you want your phone to ring in the field after Ring destination for. 14. Select the next consecutive number that you selected in Step 6. This is what allows one line to ring if the previous line is not answered. For example, if you selected 1 in Step 6, select 2 here. 15. Select No to the right of Permit forwarding. 16. Add a brief description of the rule in the Description field (optional). 17. Click OK. 18. You will return to the Follow Me screen. 19. Click Apply to save your rule. Copyright 2014. Education Networks of America, Inc. Page 81

Simultaneous Ring You can also use Follow Me to ring multiple phones at once. Here s an example. The departmental secretary has main responsibility for answering calls coming in to the department. If the secretary must step away from the desk, there are two people that cover answering calls. For this situation, a rule can be created to ring the phones of the two people covering for the secretary at the same time. In a situation like this, take the steps below to set up a rule for a simultaneous ring. 1. Click the box to the left of Forward calls you receive to one or more alternate destinations. 2. Click Add Rule. Copyright 2014. Education Networks of America, Inc. Page 82

3. In the box that displays, leave My Phone selected from the Destination to ring drop down menu. 4. The Telephone Number field will be inactive. 5. Enter the length of time you want the main secretary s phone to ring in the field after Ring destination for. 6. Select 1 from the drop down menu for the step during which you want this phone to ring 7. Select No to the right of Permit Forwarding. 8. Add a brief description of the rule in the Description field (optional). 9. Click OK 10. The Follow Me screen will display. Click Add Rule in the bottom left corner. Copyright 2014. Education Networks of America, Inc. Page 83

11. In the box that displays, select Other from the Destination to ring drop down menu. 12. Enter the number to ring in the Telephone Number field. 13. Enter the length of time you want that phone to ring in the field after Ring destination for. 14. Select 2 from the step drop down menu. 15. Select No to the right of Permit forwarding. 16. Add a brief description of the rule in the Description field (optional). 17. Click OK. Copyright 2014. Education Networks of America, Inc. Page 84

18. The Follow Me screen will display. 19. Click Add Rule in the bottom left corner. 20. From the Destination to ring drop down menu, select Other. 21. Enter the other number you want the call forwarded to in the Telephone Number field. 22. Enter the length of time you want that phone to ring in the field after Ring destination for. 23. Select the same step number you selected in Step 14 above. This is what allows both lines to ring at once. For example, if you selected 2 in Step 14, select 2 here. 24. Select No to the right of Permit forwarding. 25. Add a brief description of the rule in the Description field (optional). 26. Click OK. 27. You will return to the Follow Me screen. Click Apply to save your rule. Copyright 2014. Education Networks of America, Inc. Page 85

Screening You can elect to receive or reject calls from anonymous callers on the Screening tab. 1. The default is to reject all calls from anonymous callers. If you would like to receive anonymous user calls, deselect the box to the left of Reject all calls from anonymous callers. 2. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 86

SECTION 14: REACH ME (PRIME PACKAGE) Reach Me provides you with a powerful rules based routing services allowing you to configure when, where and which calls are delivered to you. You can use the advanced rules based routing to configure an advanced Set of Rules for your incoming calls. For example, you might want to forward calls from family and friends to a home phone, while forwarding calls from the office directly to voicemail, or to screen calls from a particular number. To configure Reach Me, follow the steps defined in this section. Summary Gives you a description of how incoming calls will be routed. Forwarding Allows you to define how you to forward all incoming calls. Both of these sections are described in more detail below. Copyright 2014. Education Networks of America, Inc. Page 87

No Answer Use the No Answer option to route your calls if your line is not answered. 1. Check the Forward calls if you do not answer within a certain period of time box. 2. Enter the phone number you want calls forwarded to in the Forward calls to field. 3. Specify the number of seconds before the call is forwarded in the Forward unanswered call after field. 4. Click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 90

SECTION 15: GROUPS The Groups page shows you all of the groups that your phone line is in. If you do not belong to a group, the Groups tab will not appear. Groups page There are two types of groups: Multi Line Hunt Group When a call comes in to a Multi Line Hunt Group, each line in the group will ring in turn until someone answers the call. Based on how your Technology Coordinator has set up your Multi Line Hunt Group, you may be able to log in and out of the Multi Line Hunt Group. When you're logged in, calls to that Multi Line Hunt Group will ring your phone. When you're logged out, they won't. Call Pickup Group If your phone line is in a Call Pickup Group then you can pick up calls that are ringing on any other lines in that group by picking up your phone and dialing the Group Call Pickup code. Copyright 2014. Education Networks of America, Inc. Page 92

Multi Line Hunt Groups Viewing Multi Line Hunt Groups If your phone line is in a Multi Line Hunt Group (MLHG) then there will be an entry in the Group Membership section for it called MLHG:name. Click this entry to view information for that Multi Line Hunt Group: Groups Multi Line Hunt Groups The following information is shown: The department the Multi Line Hunt Group is in, if any. How many lines are in the group, and how many are logged in. Whether you are currently logged in. Details of each of the lines in this group and whether each line is currently logged in. Your line will be in this list. Copyright 2014. Education Networks of America, Inc. Page 93

Using Multi Line Hunt Groups Calls that come in to your phone line from a Multi Line Hunt Group will ring your phone as normal, and you can answer the calls as you usually would. If you have permissions to log in and out of the Multi Line Hunt Group, you can either use the User Portal to log in and out, or you can use your phone. Call Pickup Groups Viewing Call Pickup Groups If your phone line is in a Call Pickup Group then there will be an entry in the Group Membership section called CPUG. Click the CPUG entry to view that Call Pickup Group: Groups Call Pickup Groups The following information is shown: The department this Call Pickup Group is in, if any. The number of lines in this Call Pickup Group. The lines which are members of this Call Pickup Group. Your line will be in this list. Copyright 2014. Education Networks of America, Inc. Page 94

Using Call Pickup To pick up a call that is ringing on another phone in your Call Pickup Group, follow these steps: 1. Pick up your phone handset. 2. Dial the Group Call Pickup access code: *54. Alternatively, if two or more phones are ringing and you want to pick up the call that is ringing on a particular extension number, follow these steps: 1. Pick up your phone handset. 2. Dial the Directed Pickup access code: *53. 3. Dial the extension number on which the call is ringing. Copyright 2014. Education Networks of America, Inc. Page 95

SECTION 16: SETTINGS The Settings page consists of a series of tabs allowing you to configure the phone system: ENA SmartVoice End User Portal Settings Page Account Allows you to configure and change some of the settings for your account Calls Allows you to configure your call service options Messages Allows you to configure your messaging settings Notifications Lets you set options for how you wish to receive notifications whenever a new message arrives for you Reminders Lets you manage your reminder calls Copyright 2014. Education Networks of America, Inc. Page 96

Account The Account tab displays information about your account and allows you to configure or change settings, including your password or PIN. You can also use this tab to configure a SIP desk phone. Settings - Account tab The page is divided into the following panels. Personal Details The Personal Details panel shows you information about your line: Name This shows the name this line is configured as. Your Technology Coordinator can change this if it is incorrect. Department Shows the site with which your line is associated Admin Shows if you are an administrator, and if so, for which department/site Copyright 2014. Education Networks of America, Inc. Page 97

Security The Security panel allows you to change your Portal password and Voicemail PIN. Changing Your ENA SmartVoice End User Portal Password 1. Click Change next to Account Password. 2. Enter your current password in the Current password text box. 3. Enter your new password in the Password text box. 4. Enter your new password in the Confirm password text box. 5. Click Confirm. Call Services PIN ENA SmartVoice does not utilize the Call Services PIN. Changing Your ENA SmartVoice End User Portal Voicemail PIN Use your Voicemail PIN to access your voicemail from your phone. 1. Click Change next to the Voicemail PIN that you want to change. 2. Enter the new PIN in the New PIN text box. 3. Click Confirm. Devices The Devices panel shows you the phones and other devices that you currently have configured for your account. If you have a SIP desk phone, you can use the Devices panel to configure settings for it by clicking set keys next to its number. This will launch the Phone Configurator, which is described in Chapter 16: Configuring Your Phone's Keys. Copyright 2014. Education Networks of America, Inc. Page 98

The page is divided into the following panels. General Enables you to configure call settings, including caller ID options Call Blocking Lets you configure what types of outgoing calls should be blocked from your line: To block certain types of call, follow these steps: 1. Click Call Blocking. 2. Check the type of call you want to block. 3. Click Apply. To unblock a type of call, follow these steps: 1. Click Call Blocking. 2. Uncheck the type of call you want to allow. 3. Click Apply. The remaining panels on this page relate to particular call features. You will only see these panels if you have access to these services. Copyright 2014. Education Networks of America, Inc. Page 100

This page is divided into the following panels. General Lets you configure some general messaging settings o Incoming calls are forwarded to voicemail after Configure how many seconds must pass before incoming calls are forwarded to your voicemail. o Enable live screening Live screening rings your phone with a different ringtone when a caller is being sent to voicemail. You can pick up the phone and hear the voicemail as it is being recorded without the caller knowing that you are listening in. This feature is only available with ENA SmartVoice Pro. o Forward messages as emails When you receive a voicemail you will be notified via email. Selecting Forward messages as emails will attach the voicemail to the notification email. You can add a destination e-mail address by clicking the add an email address link. You will then be able to manually add an address or choose from your existing contacts. o You can also choose whether you want to leave a copy of any forwarded messages in your inbox or whether they should be deleted. Once you have made any changes, you should click Apply to confirm your choices. Mailbox Access Lets you configure your voice mailbox o Configure your mailbox so that it logs you directly into your mailbox when you collect your messages. o Configure your mailbox so that it automatically plays your new messages when you log in. o Determine the content that is played back when you access your voicemail (the details, the message or both). Once you have made any changes, you should click Apply to confirm your choices. Copyright 2014. Education Networks of America, Inc. Page 102

Voicemail Greeting Lets you configure your default and alternative greetings o Select your default greeting. o Record an extended absence greeting and decide if you want to allow callers to leave a message when you are out on an extended absence. From the Use the greeting drop down menu, select Extended Absence. Click Record. Record your greeting. Click Save. o Decide if you want to play a different message to callers from within your business group/organization. Once your edits are complete, click Apply to save your changes. Copyright 2014. Education Networks of America, Inc. Page 103

Notifications The Notifications tab allows you to set options for how you wish to receive notifications whenever a new message arrives for you. Settings - Notifications tab Copyright 2014. Education Networks of America, Inc. Page 104

This page is divided into the following tabs. MWI Tab Use the MWI tab to configure whether your phone should indicate when you have new messages. Messaging Settings MWI Tab To have all new voice messages activate your phone's message waiting indicator, follow these steps: 1. Check All Voicemail. 2. Click Apply. To have only new urgent voice messages activate your phone's message waiting indicator, follow these steps: 1. Check Urgent Voicemail. 2. Click Apply. Copyright 2014. Education Networks of America, Inc. Page 105

Email Tab The Email tab allows you to configure Email notifications, which notify different email accounts when different sorts of messages are waiting. Notification settings - Email tab To add an email address to be notified, follow these steps: 1. Check the box to the left of Send email notification of incoming messages to the following addresses. 2. Click New Entry. 3. Enter the email address. 4. Click Add. 5. Check whether you want notifications for Urgent Voicemail or All Voicemail sent to this address. 6. Click Apply. NOTE: This will only send an email telling you there are voicemails waiting. It will not attach the voicemail to the email. For more information on attaching an incoming voicemail to the notification email, see Messages in this section. Copyright 2014. Education Networks of America, Inc. Page 106

To delete an email address from this list, follow these steps: 1. Click the Cross icon to the right of the email address:. 2. Click Apply. To delete all email addresses from this list, follow these steps: 1. Click Clear List in the bottom left corner. 2. Click Apply. Outdial Tab The Outdial tab allows you to configure a telephone number that will be called whenever a new message arrives in your account. Outdial Notifications Copyright 2014. Education Networks of America, Inc. Page 107

Using this tab, you can do the following: Enable or disable the Outdial notifications by clicking the box on the left of Send outdial notification of incoming messages, according to the schedule. When Outdial notifications are disabled, the rest of the screen will be grayed out, and you will not be able to make any changes without enabling Outdial notifications first. Enter or edit a phone number for notifications. Choose which events (Urgent Voicemails or All Voicemails) will trigger a notification to your chosen number. Control how many times, and at what interval, the system will retry a call if the notification is not acknowledged. Control what you have to do to acknowledge the notification: answer the outdial call or access your voicemail. Accessing your voicemail a notification being lost by an outdial call being picked up by an answering machine or by someone else. Configure a schedule containing periods when outdial notifications are sent. During inactive periods (for example overnight) any unheard message will still activate the MWI, but the outdial notification is postponed until the next active period in the schedule. 1. Click the word "schedule" in the sentence Send outdial notification of incoming messages, according to the schedule (at the top of the screen). The Outdial Notification Schedule screen will display. Copyright 2014. Education Networks of America, Inc. Page 108

2. Select the schedule you want to edit. o Full schedule o Empty schedule o Office hours only 3. Click the days and times you want notifications disabled. Notifications are disabled during time frames displayed in white on your schedule. Notifications are enabled for time frames displayed in gray. NOTE: To enable or disable notifications for a specific time, click the block of time on your schedule. 4. Click Save to save your changes. Copyright 2014. Education Networks of America, Inc. Page 109

Override Tab The Override tab allows you to override the schedules that you have configured for your pager and outdial notifications and send notifications according to an override profile. Notifications settings - Override tab Using the Override tab, you can do the following: Enable or disable the override profile by clicking the box to the left of Override your outdial and pager notifications, sending them according to schedule. When the override profile is disabled, the rest of the screen will be grayed out and you will not be able to make any changes without enabling the override profile first. Determine what date the override profile will expire. Enter or edit the phone number to send outdial notifications to. Choose which events (Urgent Voicemails or All Voicemails) will trigger a notification to your chosen number. Copyright 2014. Education Networks of America, Inc. Page 110

Control what you have to do to acknowledge the notification: answer the outdial call or access your voicemail. Accessing your voicemail prevents a notification being lost because the call was picked up by an answering machine or by someone else. Control how many times, and at what interval, the system will retry a call if the notification is not acknowledged. Configure a schedule containing periods when outdial notifications are sent during inactive periods (for example overnight) any unheard message will still activate the MWI, but the outdial notification is postponed until the next active period in the schedule. 1. Click the word "schedule" in the sentence Send outdial notification of incoming messages, according to the schedule (at the top of the screen). 2. The Override Notification Schedule screen will display. 3. Select the schedule you want to edit. o Full schedule o Empty schedule o Office hours only Copyright 2014. Education Networks of America, Inc. Page 111

4. Click the days and times you want notifications disabled. Notifications are disabled during time frames displayed in white on your schedule. Notifications are enabled for time frames displayed in gray. NOTE: To enable or disable notifications for a specific time, click the block of time on your schedule. 5. Click Save to save your changes. Copyright 2014. Education Networks of America, Inc. Page 112

Adding Reminders 1. To add a new reminder, click New Reminder on the bottom left. 2. The New Reminder screen will display. 3. Enter a description for the reminder in the Description field. 4. Select the phone number to notify from the drop down list. 5. Select when you want the reminder call to happen from the Occurs dropdown list. You can choose for it to happen once on a particular day, every weekday or every day. 6. Enter the time you would like the reminder call using the Time boxes and dropdown list. 7. If you selected Once on from the Occurs drop down menu, select the date for the reminder. 8. Click Add. 9. Click Apply in the bottom right corner of the screen that displays. Copyright 2014. Education Networks of America, Inc. Page 114

Deleting Reminders 1. Click the cross icon to the right of the reminder in the list:. 2. Click Apply in the bottom right corner. You can also delete all of your reminder calls. 1. Click Clear List in the bottom left corner. 2. Click Apply in the bottom right corner. Copyright 2014. Education Networks of America, Inc. Page 115

SECTION 17: CLICK TO DIAL You can make a phone call from within the ENA SmartVoice User Portal by clicking Call at the top of the screen. Enter the number you want to dial in the screen that displays. Click to Dial Window Copyright 2014. Education Networks of America, Inc. Page 116

Calling From Your Regular Phone To make a call from your regular desk phone, enter the phone number you want to call in the Click to Dial window and click Dial. Your phone will ring. When you answer it the number you entered will be called. Click to Dial Call in Progress When the person you called answers, the following will display in the Click to Dial window. Click to Dial Call Connected Copyright 2014. Education Networks of America, Inc. Page 117

SECTION 18: CONFIGURING YOUR PHONE'S KEYS You configure your phone's keys using the Phone Configurator. 1. Select the Settings page in the ENA SmartVoice End User Portal. 2. Select the Account tab. 3. Under the Devices heading, click set keys. This launches a new browser window for the Phone Configurator. You must have Adobe Flash Player version 9 or later installed to use the Phone Configurator. 4. Click Edit to bring up the configurable view of your phone. Using the Phone Configurator's graphical view Once you have launched the Phone Configurator you will be presented with an image of your phone: Phone Configurator graphical view The examples shown in this document show a Polycom 650. Your phone model may differ from the one shown. Phone Configurator Copyright 2014. Education Networks of America, Inc. Page 118

You can see whether you can modify a key by hovering your mouse over the key. If the key glows blue you can configure it. If it glows red, you cannot. Configurable key To select a key, click it. This will launch a pop-up allowing you to configure the key: Configuring a key Use the drop-down list to select the operation you would like that key to perform: Configuring a key Copyright 2014. Education Networks of America, Inc. Page 119

The possible options are as follows (although not all of these options may be enabled on your phone system): Nothing This is used when a key is not assigned a function. Line This key is used for your phone line. Pressing this key will cause the phone to go off-hook and ask you for digits to dial. When calls come into that phone line, this key can be used to answer those calls. Speed Dial This configures the key as a speed dial as described in Section 7: Other Phone Features under Speed Dials. Enter the number you want this Speed Dial to call in the box provided. Monitored Extension This allows you to monitor another line as described in Section 7: Other Phone Features, under Monitoring Other Lines. Enter the number of the extension you want to monitor in the box provided. Enhanced Monitored Extension This allows you to monitor another user s line and see if they are on the phone. This button also allows you to perform a one touch blind transfer to the user. Enhanced Call Park This allows you to push the button to park a call against the designated orbit. The green light will flash to signal a call is parked there. The same button can be used to retrieve the parked call. Park Call This is used to park calls as described in Section 5: Advanced Call Holding under Parking a Call. Retrieve Parked Call This is used to retrieve parked calls as described in Section 5: Advanced Call Holding under Retrieving a Parked Call. Directed Pickup This configures the key as a speed dial to pick up calls ringing on a particular line. Enter the number of the extension you want to pick up calls for in the box provided. Group Pickup This configures the key as a speed dial for the Group Pickup service, described in Section 13: Groups under Call Pickup Groups, Using Call Pickup. Whichever option you chose for your key you may enter a label for the key. If your phone has a display next to the key you configured this label will be shown on the phone display. Copyright 2014. Education Networks of America, Inc. Page 120

Once you have finished configuring your key click OK. The picture of the phone will be updated with the label you gave your new key assignment. Configured key with label Once you have finished configuring your keys, save your changes by clicking Save changes in the bottom left corner. Your phone will pick up the changes you have made overnight. If you want the phone to apply the changes immediately, reboot it, by unplugging it and plugging it back in. Copyright 2014. Education Networks of America, Inc. Page 121