VoiceOne

This page shows the configured extensions on the system and their status. If a user, with an associated extension or virtual extension, logs in to this page it will see all system registered extensions as link. Clicking the link will open a popup that allows you to launch a call from your registered client to the selected one.

On this page you can see the contact list stored in the internal phone system. The contacts are divided into tabs for initial letter and the tabs are paged in more screens. You can perform searches through the field above the contacts list. Research affects all descriptive fields of the contact and displays the results as a filter on the phonebook contacts. Once the search is launched, you can browse the results within the tabs. Users with an associated extensions or virtual extension will see the contacts as link. Clicking the link will open a popup that allows you to launch a call from a registered client to the numbers associated with the selected contact. The contacts have three visibility levels:

• Public contact: all users can view and edit contact
• Unchangable public contact: everyone can see the contact but can not change the description nor its associated phone numbers
• Private contact: only the contact owner or users with higher privileges can view and edit contact

Only for the public contacts is possible indicate when an incoming call shows a caller ID number, the system modifies the presentation of the call number by adding the name of the contact to be displayed on the phone.
Administrator users and super users can also indicate a relative speed dial number for each number associated with a contact. This number, once associated, can be used by all extensions as an aliase to the real contact phone number in order to speed up the call. The system supports up to 100 speed dial numbers.

Contact creation

1. Click the New Contact link
2. Enter contact descriptive informations:
   -    Surname: contact surname
   -    Name: contact name
   -    Company: company represented by contact
   -    Share: sharing settings. If both items are checked the contact will be visible and modifiable by
        everyone, if only the read check box is check the contact will be visible but not editable.
        Otherwise if none of the two items is checked the contact will be visible only by the owner
        and the systems administrator.
3. Enter the landline phone number:
   -    Number: phone number
   -    Speed Dial: speed dial number (only for system administrator)
   -    CID settings: if checked, in case of incoming call from this number, the contact description will be
        shown on the phones (for public contacts)
4. Enter the mobile number:
   -    Number: phone number
   -    Speed Dial: speed dial number (only for system administrator)
   -    CID settings: if checked, in case of incoming call from this number, the contact description will be
        shown on the phones (for public contacts)
5. Enter the fax number:
   -    Number: phone number
   -    Speed Dial: speed dial number (only for system administrator)
   -    CID settings: if checked, in case of incoming call from this number, the contact description will be
        shown on the phones (for public contacts)
6. Press Save to save, Cancel to cancel

Import contacts

Import contacts is possible by loading a CSV file where each line contains the following fields separated by commas:
  -  name: contact name
  -  surname: contact surname
  -  company: company represented by contact
  -  order_by: sort field contact (accepted values: name|surname|company)
  -  read: if 1 the contact will be visible by other users (accepted values: 1|0)
  -  write: if 1 the contact is modifiable by other users (accepted values: 1|0)
  -  phonenumber: landline phone number. Leave blank for no number.
  -  phonenumber_on_cid: if 1, in case of incoming call from this number, the contact
     description will be shown on the phones. Only for public contacts (accepted values:1|0)
  -  mobile: mobile phone number. Leave blank for no number.
  -  mobile_on_cid: if 1, in case of incoming call from this number, the contact
     description will be shown on the phones. Only for public contacts (accepted values:1|0)
  -  fax: fax number. Leave blank for no number.
  -  fax_on_cid: if 1, in case of incoming call from this number, the contact
     description will be shown on the phones. Only for public contacts (accepted values:1|0)

Export contacts

Export contacts is possible choosing whether to extract all contacts created by the user, only private contacts created by the user, only public contacts created by the user or all contacts user can view. The export procedure offers to download a CSV file format compatible with that one needed to import procedure.

This page allows you to group contacts for easier management. One group is characterized by a name and a list of contacts in it.

Creating a contact group

1. Click New Group link
2. Enter the group name
3. Compose a contacts list in the group
4. Press Save to save, Cancel to cancel

This section allows you to view received faxes on the numbers that the user has visibility, store and send outgoing faxes from the same number.

Receiving faxes

Besides being sent by mail to the configured email address, received faxes are saved by the system and placed in the inbox folder, within which are sorted by time of receipt. Through the buttons at each document received, you can see the fax, rotate it, export it as PDF, forward it via fax, forward it via email, add a description, store the fax, and if the user has the permission, delete it.

Sending faxes

The user that can manage at least one fax line can send documents in PostScript (.ps), PDF (.pdf), TIFF (.tif) or Text (.txt) format indicating the number of the recipient and selecting the file to send. The document will now be uploaded on the server and sent to the fax number indicated. If you have visibility on more than one fax line you can decide wich one use to send the document through. Once processed, a success or failed notification will be sent from system to the user email. The recipient telephone number can be chosen from the VoiceOne fax numbers phonebook.

Archive

The stored faxes allow to minimize the space used to store the documents and to purge the inbox section, leaving only the fax not yet seen or treated. Faxes in the archive can be searched for ID, sender's number, description or receipt time. The results are displayed in chronological order of receipt and you can perform all operations allowed in the incoming faxes management.

Outbound

This section displays the fax dispatch. The sending procedure can be duplicated because of lack of recipient response or an error during communication. You can affect ongoing procedures by deleting the sending processes.

This section is present only if the user has voice mail service activated and configured on the system. This page lists voice messages in the user's mailbox, highlighting new content in category INBOX. For each message are shown the date and number of the caller. And there's the possibility to hear the message, delete it or change the category in which it is included.

You can access your voicemail even calling the appropriate application by dialing *98 followed by the number of voice mailbox that you want to access (eg. *98605). Speech application answers the call and, after asking the pin code, it will propose a tree through which navigate the mailbox. Selecting among the proposed items you can listen to recorded messages, manage their organization and configure aspects of the service such as response messages. The proposed navigation tree is the following:
 

     1) Read messages
          3) Advanced options
               + 1 Answer
               + 2 Call back
               + 3 Send via mail
          4) Play previous message
          5) Repeat current message
          6) Play next message
          7) Delete current message
          8) Forward message to another mailbox
          9) Save message in a folder
          *) Help; While listening: Rewind
          #) Exit; While listening: Skip forward

      0) Mailbox options
           1) Record not available message
           2) Record busy message
           3) Record your name
           5) Change password
           *) Return to main menu

      *) Help
      #) Exit

In this section you can change the language, email forwarding, voicemail password (if the voice mail service is active) and call transfer settings. These allow the extension to continue calling out normally, while incoming calls are blocked or diverted to other destinations conditionally. Possible settings are:

• DND (Do Not Disturb): If set to On, all incoming calls are blocked and the caller listens to an unreachable message
  
• CFU (Call Forward Unconditional): If set to On, all calls are forwarded to the indicated destination
• CFB (Call forward on Busy): If set to On, all calls are forwarded to the indicated destination when the extension is busy
  
• CFNR (Call forward on No Reply): If set to On, all unanswered calls are forwarded to the indicated destination