WEB PORTAL AND HOSTED VOIP COMMPORTAL GUIDE

WEB PORTAL AND HOSTED VOIP COMMPORTAL GUIDE
For customers in Newnan, GA
nulink.com/business-services
WEB PORTAL AND
HOSTED VOIP
COMMPORTAL
GUIDE
NuLink Business
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For customers in Newnan, GA
Web Portal and Hosted VoIP CommPortal Guide
Table of Contents
Getting Started...........................................................................................3
Dashboard ...................................................................................................4
Messages and Calls...................................................................................5
Messages...................................................................................................5
Missed Calls..............................................................................................5
Dialed Calls...............................................................................................5
Received Calls.........................................................................................5
Contacts........................................................................................................6
Contacts....................................................................................................6
Finding a Contact List Entry..............................................................6
Extensions.................................................................................................7
Short Codes..............................................................................................8
Call Manager................................................................................................9
Status: Available.........................................................................................10
Normal Callers.........................................................................................11
Ring my phones at the same time...........................................11
Forward to another phone.................................................................12
Send to voicemail...................................................................................14
Anonymous Callers...............................................................................15
Distinctive Ringing.................................................................................16
Priority Callers.........................................................................................17
Unwanted Callers...................................................................................18
Find Me Follow Me.................................................................................19
Status: Do Not Disturb.............................................................................20
Status: Forward All Calls.........................................................................21
Settings..........................................................................................................22
Account......................................................................................................22
For Hosted VoIP Customers Using a Grandstream Phone.....22
Phone Settings........................................................................................23
Calls.............................................................................................................27
Messages – General...............................................................................28
Messages – Mailbox Access................................................................29
Messages – Voicemail Greeting........................................................30
Voicemail Greeting................................................................................31
Recording a Message............................................................................33
Notifications – MWI...............................................................................35
Group Mailbox.........................................................................................36
Fax to E-mail............................................................................................37
CommPortal Assistant.............................................................................40
Notification Area Icons........................................................................42
Launching CommPortal.......................................................................42
LDAP Setup..............................................................................................43
Outlook Contacts Synchronization.................................................44
Windows Toolbar...................................................................................46
Dialer...............................................................................................................47
Additional Support....................................................................................48
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GETTING STARTED When you go to the NuLink Web Portal link (https://voice.wowway.com/Nulink/#login.html), the first
screen that appears is your login screen. Enter your telephone number and password.
NOTE – Your initial password is provided in your Phone Quick Reference Guide, or by asking your
System Administrator.
Please note: you will need to change your password. For security reasons, your new password must be
6–10 digits. For improved security, passwords cannot have a letter or number that repeats three or more
times (for example “AMJ25554”), can only have up to two sequential numbers (for example “AMJ2345”)
and the password cannot be the phone number.
NOTE: This document shows an account with all features activated. Your actual screens may differ due to
the features assigned to your account.
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DASHBOARD The Dashboard is the main view for the web portal. On this page you see the number of voicemails, missed
calls, contacts and the Call Manager settings.
NOTE: For additional information on any setting, press the
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symbol to access the help files.
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MESSAGES AND CALLS
Messages
To play a message, click on the > icon to bring up the Voicemail Player. To save a copy of the message on
your computer, right click on the > icon, and select Save Target As... or Save Link As.
Missed Calls
This tab lists your recent missed calls. To add an unrecognized caller to your contact list, click on the +
icon. To go to a contact’s entry in your contact list, click on their name.
Dialed Calls
This tab lists your recent dialed calls. The following actions are available to you on this tab. To add a dialed
number to your contact list, click on the + icon. To go to a contact’s entry in your contact list, click on their
name.
Received Calls
This tab lists your recent received calls.
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CONTACTS
Contacts
To add a new contact to the list, click the New Contact button below the contact list column. Once you
have finished entering the details for the new contact, click the Save button to submit your changes. If you
wish to discard the new entry, click Cancel. To import, contacts must be in a CSV file format.
Finding a Contact List Entry
There are multiple ways of finding an existing contact list entry.
• Alphabetically by name. Scroll through the names in the contact list column, and click on the one you
want to view the details of.
• Searching by name. To search by name type the first few letters of any component of the name into the
search box at the top of the contact list column. Matching proceeds as you type, and the more you type,
the more constrained the list of matches is. Matching is performed against contacts’ first and last names,
and also against various other text fields within the contact.
• Searching by number. To search for a contact by number type the first few digits of one of their
telephone numbers into the search box.
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CONTACTS (cont.)
Extensions
Extensions allow you to quickly dial other numbers in the Business Group.
You can search by typing in the search box above the table. The list will be restricted to those items that
match, with the matching field highlighted.
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CONTACTS (cont.)
Short Codes
Short codes allow you to quickly dial common numbers.
You can search by typing in the search box above the table. The list will be restricted to those items that
match, with the matching field highlighted.
• first calls your phone
• when you answer that, places the call to the target phone
•
typing the phone number
• typing the name or start of the phone number and then choosing from suggestions from your contacts
or extensions
• typing a “vanity number” in which letters are used instead of numbers
• dialing using the on-screen keypad.
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CALL MANAGER
Call Manager allows you to change your status between:
•Available
•Do Not Disturb
You can also define how different callers can reach you depending on whether they are:
•Anonymous callers
•Priority contacts
•Unwanted - Barred contacts
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STATUS: AVAILABLE
This is your default status. You can choose to:
• Ring your phones in order
•Ring your phones together
•Forward to another phone
•Send to voicemail
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Normal Callers
Ring my phones at the same time
You can choose to have multiple phones ring at once so that you can be reached on any of your phones
when you receive a call.
1. Select the Ring your phones together option from the Incoming Call drop down box.
2. To add more phone numbers to this list, click the + symbol below your current account number.
3. In the Select Forwarding Number window, enter additional names and numbers in the boxes provided.
Click X to delete any that you no longer want.
4. Click OK.
5. Click Apply to save changes.
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Forward to another phone
You can choose to forward calls to a particular number when you are unable to answer, if your line is busy,
or if your line is unavailable.
To forward calls that come in while you are unable to answer.
1. Select the Forward to another phone radio button.
2. Set the timer to determine how many rings will occur before a call is forwarded (5 seconds = 1 ring).
3. Click the another phone link.
4. You will now see the Select Forwarding dialog box. Click on a saved number from the list or enter a
temporary number that you want to forward your calls to.
5. Click OK.
6. Click Apply to save changes.
To enable the Delayed Call Forwarding feature directly from your phone, dial *92. To disable, dial *93.
To forward calls that come in while your phone is busy.
1. Select the Forward to another phone radio button.
2. Click the another phone link.
3. You will now see the Select Forwarding dialog box. Click on a saved number from the list or enter a
temporary number that you want to forward your calls to.
4. Click OK.
5. Click Apply to save changes.
To enable the Busy Call Forwarding feature directly from your phone, dial *90. To disable, dial *91.
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Forward to another phone (cont.)
To forward calls that come in while you are unavailable,
1. Click on the Advanced Settings arrow to display additional features.
2. Click on Forward if Unavailable.
3. Click the another phone link.
4. You will now see the Select Forwarding dialog box. Click on a saved number from the list or enter a
temporary number that you want to forward your calls to.
5. Click OK.
6. Click Apply to save changes.
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Send to voicemail
You can choose to send calls to voicemail when you are unable to answer or your line is busy.
To send calls to voicemail when you are unable to answer,
1. Select the Send to voicemail radio button.
2. Set the timer to determine how many rings will occur (5 seconds = 1 ring).
3. Click Apply to save changes.
To send calls to voicemail when your line is already busy,
1. Select the Send to voicemail radio button.
2. Click Apply to save changes.
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Anonymous Callers
You can choose to direct calls differently when the caller’s identity is unknown or withheld.
1. From the Call Manager tab, click on the Advanced Settings arrow to display additional features.
2. Click on the Anonymous Callers option.
3. Click Apply to save changes.
To enable the Anonymous Call Rejection feature directly from your phone, dial *77. To disable, dial *87.
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Distinctive Ringing
To enable a distinctive ring tone for incoming calls from selected numbers,
1. From the Call Manager tab, click on the Advanced Settings arrow to display additional features.
2. Click on Distinctive Ringtone.
3. Click on the list option.
4. The Distinctive Ringtone Screening list will appear. Enter a 10-digit phone number to utilize the
distinct tone and click on Add New.
5. Click OK.
6. Click Apply to save changes.
To enable or disable the Distinctive Ringing feature directly from your phone, dial *61 or *81.
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Priority Callers
You can choose to forward calls from a select list to a different line than Normal callers.
1. From the Call Manager tab, click on the Advanced Settings arrow to display additional features.
2. Click on Forward Selected.
3. Click on the list option.
4. The Selective Call Forwarding Screening List will appear. Enter a 10-digit phone number to be
forwarded and click on Add New, and then click OK.
5. Now from the Advanced Settings tab, click on the another phone option.
6. Click on a saved number from the Select Forwarding Number list or enter a temporary number that
you want to forward these calls to.
7. Click OK.
8. Click Apply to save changes.
To enable the Selective Call Forwarding feature directly from your phone, dial *63. To disable, dial *83.
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Unwanted Callers
You can choose to reject calls from unwanted callers without sending them to voicemail.
1. From the Call Manager tab, click on the Advanced Settings arrow to display additional features.
2. Click on Reject Selected.
3. Click on the list option.
4. The Selective Call Rejection Screening List will appear. Enter a 10-digit phone number to be rejected
and click on Add New.
5. Click OK.
6. Click Apply to save changes.
To enable or disable the Selective Call Rejection feature directly from your phone, dial *60 or *80.
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Find Me Follow Me
You can choose to have calls attempt to reach several different numbers in sequence.
1. Select the Ring your phones in order option from the Incoming Call drop down box.
2. Click on the + Add phones here option to select the order in which the phones will ring.
3. Enter a 10-digit phone number and name for the line, and then click on Add.
4. Click OK.
5. Click Apply to save changes.
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STATUS: DO NOT DISTURB
1. From the main Call Manager screen, click the Available for Calls tab.
2. Select the Do Not Disturb option from the drop down box.
3. Click on Apply to save changes.
To enable the Do Not Disturb feature directly from your phone, dial *78. To disable, dial *79.
To allow priority callers to reach your line while in Do Not Disturb mode,
1. From the main Call Manager screen, click the Available for Calls tab.
2. Select the Do Not Disturb option from the drop down box.
3. Click on the check box next to Allow priority callers to ring in Do Not Disturb.
4. Click on the priority callers option.
5. In the Priority Callers Screening List window, enter a 10-digit phone number allowed to ring through,
and click on Add New.
6. Click on OK.
7. Click on Apply to save changes.
To enable the Selective Call Acceptance feature directly from your phone, dial *64. To disable, dial *84.
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STATUS: FORWARD ALL CALLS
You can use the Call Manager tab to unconditionally forward all your calls to another number.
1. Select the Forward to another phone option from the Incoming Call drop down box.
2. Click on the Incoming calls will be forwarded to option to open the Select Forwarding Number
window.
3. Click on a saved number from the list or enter a temporary number to forward calls to.
4. Click OK.
5. Click Apply to save changes.
To enable the Unconditional Call Forwarding feature directly from your phone, dial *72. To disable,
dial *73.
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SETTINGS
Account
Personal Details
• Subscriber name: This is the name that is associated with your Messaging account. It is used in the From
address when you forward a message as an email.
• Timezone: This setting shows the time zone associated with your account. All times and dates displayed
or configured via the Web UI will be relative to the time zone that you select here.
Security
The security page allows you to perform the following operations.
• To change your password, enter the new password, and then confirm it by entering it again, into the
boxes. For security, the text will be hidden as you type. Click Change Password to make the change.
• To change your Call Services PIN, update the current PIN field to your chosen value and click Change to
make the change.
• To change your Voicemail PIN, update the current PIN field to your chosen value and click Change to
make the change.
For Hosted VoIP Customers Using a Grandstream Phone.
Devices
This tab provides a link to the interface that you use to configure your desk phone. Clicking the link opens
the interface in its own window.
On the next page is an example of a phone setup.
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SETTINGS (cont.)
This is a sample of the Phones screen for a Grandstream GXP2140
Phone Settings
Phone Settings allows you to view and configure settings for the phones on your desk. You can configure
the keys on the phone, and may be able to configure other settings such as ringtones, depending on what
your Business Group Administrator has allowed you to do.
Selecting your phone
If you have only one phone, you can skip this section, as that phone will always be selected. If you have
more than one phone, you will see a thumbnail picture of each of your phones. Click on the phone whose
settings you would like to view or change. If the phone you wish to configure is not displayed, contact your
Business Group Administrator.
Configuring keys
The easiest way to configure keys is via the Graphical View. This may not be available for all phone models.
If available, the Graphical View is displayed by default when you select your phone. The Graphical View
displays a picture of your phone and allows you to click on keys to configure them. To get to the Graphical
View from the Table View, click the
button in the bottom-right.
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SETTINGS (cont.)
You will be able to configure some keys but not others. Which keys you can configure depends on what
type of phone you are using, and what settings your Business Group administrator has configured. To find
whether you can configure a key, move your mouse pointer over that key. If it turns into a hand icon, you
can configure that key.
Click on a key to configure it. A dialog box will appear to allow you to select the function you want the
key to perform from a list of all the supported functions. If the function you selected requires additional
settings to be specified, the dialog will prompt you for these. For example, the Speed Dial function will
prompt you to specify the telephone number to dial. You can type in the telephone number directly, or
search by contact name for a number from your Contact List (or the other named lines in your business).
To search by name simply start typing the name. A dropdown list of matching contacts will be displayed
for you to choose from.
If available, the Enhanced Speed Dial and Enhanced Monitored Extension keys behave like Speed Dial and
Monitored Extension keys with the exception that pressing the key while a call is in progress or ringing
does an immediate “blind” transfer to the number or extension.
If available, Enhanced Call Park keys combine the function of a Park and Retrieve key into one button.
Pressing an Enhanced Call Park key immediately transfers a call to the park orbit if it is free. If the park
orbit is occupied and no call is in progress then pressing the button retrieves the parked call.
When you assign a function to a key, you can also specify the text with which you would like to label the
key. This will be displayed when viewing keys in Phone Settings, and depending on the model of phone
may be displayed on the phone’s screen or may be printed as a paper insert for the phone (see below).
Note that each model of phone can display labels slightly differently. You should choose labels that are
meaningful to you but be mindful that the phone.
may need to truncate the label depending on the phone’s screen size. In addition some phones use fixed
labels for some functions. If you specify a label in this case, the label you specify will be displayed within
Phone Settings, but will not be displayed by the phone itself.
For phones that have paper inserts instead of an LCD providing labels for the keys, you or your users can
print out an insert for a phone. Once you have configured the keys with their labels, press the
button,
and select the appropriate “Inserts” option from the list of print options.
Configuring other settings
To configure settings other than keys, such as ringtones and call services, you will need to use the Table
View. Press the
button in the bottom-right to enter Table View. It is also possible to configure keys in
this view, although it is easier to do so via the Graphical View.
Alerting Types contains settings for ringtones and visual indications of a phone call.
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SETTINGS (cont.)
Call Services contains settings that allow you to override the behavior of some call services on the phone.
On some phones there are specific keys and menus that map to these services. These keys and menus
will behave according to these settings. The Table View displays the settings for your phone grouped into
categories, in a hierarchy. For example, keys can be found in Phone Profile -> User -> Key Groups. To see a
particular setting, either expand each category in turn by clicking on it, or select Expand all from the
View menu. To hide settings, you can collapse categories by clicking the arrow to the left of them, or select
Collapse all from the View menu.
If a setting is grayed out, you cannot change that setting. Otherwise, click on it to change it. There are
three types of settings.
• “On/off” settings have a checkbox, which you can click to toggle.
• Keys can be assigned to a function, and clicking on them will bring up the same function menu as in the
Graphical View, as described above.
• Other settings have a text box, which you can edit by clicking inside it and typing.
After left-clicking on either a setting or a category, you can use the following options in the Edit menu.
• Copy will store that setting, or all settings in that category, in the clipboard.
• Paste will overwrite the current setting, or all settings in the current category, with settings that were
previously copied into the clipboard. This is useful to copy settings between different phones. Note that
you must paste onto the same type of setting or the same category from which you originally copied.
You can copy and paste the top-level Phone Profile category to copy all the phone’s settings.
• Reset will remove all of your configuration for the current setting or category, and revert back to the
default settings configured by your Business Group Administrator, if any.
• Paging group configuration
• Paging group membership
• Paging group keys
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SETTINGS (cont.)
Saving or discarding your changes
When you have finished making changes, you must either save or discard them.
• Press Save changes to store all your changes you have made. They will be applied to your phone when it
next reboots, which is typically overnight.
• Press Discard changes to cancel all the changes you have made since the last time you clicked either
Save changes or Discard changes for this phone.
If you have more than one phone, then clicking on either button will also take you back to the thumbnail
view of all your phones, from which you can select another phone.
You can print out either a complete list of your settings or a list of your key bindings. Press the button, or
select Print from the File menu in the Table View.
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SETTINGS (cont.)
Calls
This tab provides access to a number of settings that you are unlikely to need to change on a regular basis.
No changes that you make on this page will be applied until you press the Apply button.
Line Information
This allows you to see what the name of this line is, and if appropriate what department you are a
member of.
You can also change the name of the line, and which department you can administer.
Voicemail Preferences
This allows you to set the time in seconds that your phone rings before the call is sent to voicemail. The
acceptable range is from zero to 60 seconds.
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SETTINGS (cont.)
Messages – General
Auto-Forwarding
You can select to forward all your received voicemails to the email account you enter. When doing this
forwarding, you have the choice of leaving the messages so you can still access them here, or deleting
them.
You can also choose to include action links in the forwarded message. These links allow you to perform
actions (e.g. deleting the voicemail ) on the copy of the message stored in your messaging service.
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SETTINGS (cont.)
Messages – Mailbox Access
These settings allow you to customize your experience when accessing your mailbox via the telephone.
• Fast Login. Generally when you dial into your mailbox you are asked to enter both your phone number
and PIN. However, if Fast Login is enabled, then when accessing your mailbox from your own telephone,
your phone number is recognized automatically and you only need to enter your PIN.
• Skip PIN. If Skip PIN is enabled, then when accessing your mailbox from your own telephone you are
not required to enter your PIN. This saves you time, but reduces security as anybody with access to your
telephone can then access your mailbox.
• Auto-Play Voicemail. If autoplay is enabled, then when you log into your mailbox, instead of hearing the
main menu your messages will start playing immediately.
• Voicemail Playback. When your messages are played to you, you can choose whether you wish to hear
the message details (who the message is from and when it was left), the message itself, or both.
After making any changes to your mailbox settings, press Save Settings to apply them.
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SETTINGS (cont.)
Caller Transfer
• Caller transfer number. When a caller is put through to your Voicemail, they are given the option of being
transferred to the number set by your business group administrator and specified here.
• Allow callers to send numeric pages. If this option is enabled, then when a caller is put through to your
Voicemail, they are given the option of sending a page to the pager(s) that you have configured to
receive pager notifications.
After making any changes to these settings, press Save Settings to apply them.
Live Message Screening
You can enable or disable live message screening using the checkbox, then pressing Save Settings.
Messages – Voicemail Greeting
This tab allows you to record your names and greetings. Greetings with an * next to them are already
recorded.
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SETTINGS (cont.)
Voicemail Greeting
The Voicemail Greeting panel allows you to configure which greeting will be played to callers who reach
your voicemail. You can choose to either use a standard system greeting, record or upload and use a
personal message of your choice.
You also have the option of just using the same greeting as your primary group mailbox.
As well as defining the default greeting that you wish callers to hear, you can also
•configure alternative greetings to be played outside business hours
•choose to play an extended absence greeting, and optionally prevent callers from leaving messages
while you are away
•choose to play a different greeting when a caller comes from within your business group
After making any changes in the Voicemail Greeting panel you must press Apply to apply them.
Setting your default greeting
For your default greeting, you should select a greeting from the list of available greetings in the dropdown
box. The list of greetings includes the following standard system greetings.
•System - this plays the normal system greeting, with no identifying information.
•System with Number - this plays the normal system greeting, including your phone number.
•System with Name - this plays the normal system greeting, but includes your recorded name.
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SETTINGS (cont.)
You can also choose to use a greeting where you can record or upload a personal message. Greetings that
already have a recording will be marked with a * beside the name in the list. You can choose to re-record
or upload a greeting if you wish by selecting it as your chosen greeting and clicking edit. Greetings that
do not yet have a recording will display the record link that you can click to launch the Greeting Recorder
pop-up. See message recording.
Once you have chosen, and if necessary recorded or uploaded, your voicemail greeting, expand the more
options link to configure additional settings. These options will vary depending on the greeting that you
are using.
For system and personal greetings, you can choose to do one of the following:
•play a different message outside of business hours. Use the record or edit link to create the greeting that
will played instead of your default greeting when a caller is put through to voicemail because of the time
of day that they are calling. You can configure your business hours by dialing into your mailbox.
•play a different message when the caller is a colleague in your business group. Use the record or edit link
to create the greeting that will be played when one of your Business Group colleagues is put through to
your voicemail.
Configure an extended absence greeting
If you are going to be away for an extended period, you can choose to use an extended absence greeting
as your default greeting. If you have not already recorded or uploaded the message, you will see a record
link alongside the message selection box. Click this link to launch the Greeting Recorder and record or
upload your message.
When you are using an extended absence greeting as your default greeting, you can use the more options
link to
•choose whether or not callers can leave you a message by clicking the “Allow callers to leave a message”
checkbox. If you do not select this option then callers will be prevented from leaving you messages while
you are absent. You may wish to do this to avoid your mailbox filling up while you are away.
•play a different message to colleagues in your business group whilst you have selected the “Extended
Absence” greeting, by clicking the checkbox. Use the record or edit link to create the greeting that these
callers will hear.
Use same greeting as primary telephone number
If you wish to use the same greeting as your primary telephone number, simply select “Same as primary”
as your default greeting.
Download Greetings
To download a greeting, click the Download Greeting button, displayed in the greeting recorder, right
below the recording buttons. Note that the download button will only be displayed if the greeting is
already recorded and saved.
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SETTINGS (cont.)
Recording a message
A number of controls are provided for recording your message.
•
Starts recording. This will overwrite any message you have previously recorded.
•
Stops recording the message.
•
•
Plays back your recorded message. This action will be unavailable if you have not yet recorded a
message.
Stops playing the message.
•
This control allows you to adjust the gain of your microphone. Click and then adjust the slider
to
set the required volume level. While recording, the
lights above this control will show
how loud the signal is from your microphone. If the gain is set correctly then several green lights should
appear while you are recording. If only one or two appear, then the gain is set too low and your message
will be too quiet. If red lights appear then the gain is set too high and your message will be distorted.
•
This control allows you to adjust the playback volume. Click and then adjust the slider
required volume level.
•
This control allows you to view and change your Adobe Flash Player Settings, for example to adjust
the settings for your microphone.
to set the
When you first attempt to record a message, an “Adobe Flash Player Settings” overlay will appear. Ensure
that the “Allow” radio button is selected, and if you do not wish to be shown these settings in future tick
the “Remember” checkbox.
To record a message you need to carry out the following steps.
•When you are ready to record your message, press the
button.
•Read your message into your microphone, and when you have finished, press the
button.
button. If you want to
•Playback your message to check that it has recorded correctly by pressing the
stop the playback, press
. If there is a problem with the recording, e.g. you cannot hear it, or it is very
quiet, see the section on troubleshooting below.
•If you are not happy with your message content, then record a new message by pressing the record
button again. This will overwrite your previous message.
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SETTINGS (cont.)
Troubleshooting
I have recorded my message, but when I try to play it back I cannot hear anything.
•Check you have actually recorded something. The length of the current recording is shown as e.g. 0:01:35
(1 minute and 35 seconds). If the current recording length is 0 or much lower than expected then try
recording your message again.
•Check that playback volume is turned up high enough. Volume can be adjusted using the volume slider
described above.
•Try re-recording the message, and as you are recording, watch the
lights on the player.
–If no lights appear, or only one or two appear, then check the following.
Increase the gain of your microphone by clicking
top end.
and moving the gain control
nearer to the
icon to bring up the “Adobe Flash Player Settings” and make sure that the Allow option is
Click the
selected. Click on the microphone icon at the bottom of this settings box and check that the correct
microphone is selected in the dropdown, and that the record volume is turned up.
If you are using an external microphone, check that this is plugged in correctly.
If this still doesn’t solve the problem, then it may be that your microphone has been muted by the
operating system (e.g. Windows) - refer to your operating system help for further information.
•If several green lights appear consistently while recording your message, then it is likely that your
message has recorded correctly and the problem is occurring when playing it back. If you are using
external speakers, check that these are plugged in correctly and turned on. If this does not resolve the
problem, then it may be that your speaker has been muted by the operating system (e.g. Windows) refer to your operating system help for further information.
I have recorded my message, but when I try to play it back it is distorted
This may be because your microphone gain is set too high. Reduce the gain by clicking
gain control
nearer to the bottom.
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SETTINGS (cont.)
Notifications – MWI
You can use this panel to specify your other phones whose message waiting indications should be
triggered when messages are received, and which types of messages cause the indication.
• To add another of your phones to the list, press New Entry. You are prompted for a phone number — this
should be the number of another phone you own under the same account as this one; you cannot trigger
indicators on arbitrary other phones.
• To change the types of messages that trigger the notification use the checkboxes.
• To delete a phone from the list, press the
icon.
• To clear the entire list, use the Clear List button.
shows, these notifications are enabled. Clicking this will switch between the
If the
disabled states.
enabled and
You must press the Apply button for any of your changes to take effect.
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SETTINGS (cont.)
Group Mailbox
The Group Mailbox tab allows you to administer your group mailboxes, and create new ones.
For each group mailbox, you can configure the following properties.
•Whether the secondary mailbox is currently enabled. If you disable a mailbox, then it is not possible
to either leave messages in it, or retrieve messages from it. However all settings and content will be
maintained, and you can re-enable the mailbox whenever you wish.
•The name of the mailbox user. This name is used, for example, when the user of the mailbox forwards a
message as an email (the name is used to identify the user in the From field of the email).
•The mailbox PIN. This is the PIN used when dialing in to this mailbox, and when logging into the Web UI.
•Password. This is the password used when logging into the Web UI as this mailbox.
•MWI aggregation. If you enable MWI aggregation for a secondary mailbox, then any MWI notifications
configured for your primary mailbox will also be triggered by messages left in this secondary mailbox. This
is useful if, say, you share a single physical telephone with the user of the secondary account - enabling this
feature means that the MWI indicator on the telephone will light if either of you have new messages.
•Message count aggregation. If you enable Message count aggregation for a secondary mailbox, then when
you access your primary mailbox by dialing in from a telephone you are told both how many new and
saved messages you have in your primary mailbox, and also how many you have in this secondary mailbox.
To add a new group mailbox, press the New Mailbox button. Once you have created a new secondary
mailbox, you should login as the mailbox user, and record the user’s name and personal greeting. You can
either do this by dialing into the mailbox from your handset, or by recording your “system with name” and
“personal” greetings on the greetings tab on this page.
To delete an existing group mailbox, press the
icon. Warning: deleting a group mailbox is an irreversible
operation that will result in the loss of all messages and configuration associated with that mailbox.
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SETTINGS (cont.)
Fax to E-Mail
To configure fax forwarding to an e-mail account, go to the Settings tab, then select Messages. Click on
“add an email address” to define that e-mail address that you would like your faxes forwarded to.
Optionally, you may choose to have your faxes delivered to your messaging in-box as shown below.
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SETTINGS (cont.)
This tab lists all of the faxes in your inbox. New faxes (those you have not yet read) appear in bold type.
For each fax in your inbox, you can see who sent the message, when the message was received, and how
many pages the message contains. If the fax has been sent from a telephone number that appears in your
contact list or the sender’s name was provided, then the name of the sender will be displayed. Otherwise,
you will just see the number that the fax was sent from.
Your inbox may also contain special System Messages, such as delivery failure reports.
The following actions are available to you on this tab.
•View a fax or save a local copy on your computer
•Manage your faxes by deleting them, or marking them as either new or read
•Forward a fax
•View contact details or add new callers to your contact list.
View or save a fax
•To read a fax, click on the icon corresponding to the fax you wish to view.
•To save a local copy of a fax on your computer, right click on the
As... or Save Link As...
or
icon, and select Save Target
•To download a free PDF reader, click here.
Manage your faxes
•To delete a fax, press
press Delete All.
in the row corresponding to the fax that you want to erase. To delete all faxes,
•Faxes are automatically marked as read to when you play them. To mark a fax you have previously read
as new (so that it appears in bold again), click the icon in the row corresponding to that fax and select
“Mark as new” in the dropdown menu that appears.
•Similarly, to mark a fax as read without viewing it, click the icon in the row corresponding to that fax and
select “Mark as read” in the dropdown menu that appears.
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SETTINGS (cont.)
Forward a fax
If you wish, you can forward a fax as an email to one or more email addresses (the fax will be attached to
the email as a PDF file). Alternatively, if you wish to forward a fax to another user (or users) on the same
messaging system, you can forward the message as a fax so that it appears in their fax inbox.
To forward a fax as an email:
•Click the icon corresponding to the message you wish to forward, and select Forward as Email to bring
up the Forward as Email overlay.
•Enter one or more recipients in the To field. If the recipient is configured in your contact list, then you can
identify them by name. Otherwise you must enter their complete email address. You can specify multiple
recipients by separating them with semicolons.
•The Forward as Email overlay also allows you to optionally
–specify additional recipients in the Cc or Bcc fields
–adjust the subject line of the email message
–add text to be included along with the fax attachment.
•When you are done, press the Send button to send the message.
Note: when forwarding a message as an email, the From address specified will include your name as
configured on the settings page.
To forward a fax to one or more other users on the same messaging system:
•Click the icon corresponding to the fax you wish to forward, and select Forward as Fax to bring up the
Forward as Fax overlay.
•Enter one or more recipients in the To field. The recipients specified must be other users on the same
messaging system, or the attempt to send the message will fail. If a recipient is configured in your
contact list, then you can identify them by name, otherwise you must enter their fax number directly. You
can specify multiple recipients by separating them with semicolons.
•You can optionally flag the fax as Urgent.
•When you are done, press the Send button to send the fax.
View contact details or add new callers to your contact list
•If a fax has been sent from a telephone number that appears in your contact list, then the name of the
sender will be displayed. To view your contact list entry for the sender, click on their name and select
“View contact”.
•Otherwise you will just see the telephone number that the fax was sent from. In this case, you can create
a contact list entry for the sender by clicking on their number, and selecting “Add to contacts”.
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COMMPORTAL ASSISTANT
This tab provides a link to download the toolbar installer.
Running the installer gives you a desktop toolbar, which offers
• access to contacts
• notification of new voicemails
• configuration of call services
all from the Windows desktop.
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COMMPORTAL ASSISTANT (cont.)
You will be provided with the required settings to configure CommPortal Assistant
The toolbar application is composed of the following parts.
• Notification Area Icon This component allows you to
• configure your settings such as username and password
• synchronize your local Outlook Contacts with your CommPortal ones
• quickly access CommPortal.
• Windows toolbar The Windows toolbar allows you to search your contact list and configure any call
services to which you are subscribed.
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COMMPORTAL ASSISTANT (cont.)
Notification Area Icons
The notification area icon has 4 states:
Connected to the server
•
•
Connecting
•
Disconnected from the server
•
There is an Outlook Contacts synchronization conflict between Outlook and CommPortal
Launching CommPortal
When connected, double click on the icon to launch CommPortal.
The Notification Icon menu
To open the notification area menu, right click on the icon. The following menu options will appear:
• Open Dashboard: this gives you one-click access to your CommPortal dashboard
• Open Messages: one-click access to your voicemails
• Synchronize Outlook now...: this only appears if you have enabled Outlook
• Synchronization in the configuration options
• Configure: configuration options for the application
• Check For Updates: allows you to manually check that you are using the latest version
• Help
• About CommPortal Assistant: for licensing information and to access diagnostics if you should encounter
problems
• Exit
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COMMPORTAL ASSISTANT (cont.)
Changing your general settings
The settings dialog of the notification area icon allows you to change your username and password, proxy
configuration and various other options.
The meaning of the settings are as follows:
• CommPortal credentials: enter your username and password for the service.
• Proxy configuration: if your Internet connection requires a proxy, you can enter the details here.
• Open automatically when Windows starts: tick this box if you would like the application to start
whenever you start Windows.
• Display a popup when a new voicemail arrives: this tick box has no effect since you do not have
voicemail.
• Check for updates automatically: tick this box if you would like the application to check for updates in
the background. If an update is found you will be notified and asked if you would like it to be installed.
You can check for updates at any time by clicking the “Check for updates” entry on the notification icon’s
menu.
LDAP Settings
If you have access to a Microsoft Active directory or another LDAP server then the toolbar allows you to
search these external contacts and add them to your contact list.
For Microsoft Active Directory, no configuration should be required. To use a different LDAP server, click
on the “LDAP Settings” tab.
By default, the “Use my Active Directory” box is ticked, this means that the rest of the settings are ignored
and the toolbar attempts to contact the default Microsoft Active Directory.
To enter a different LDAP server, uncheck the box. The settings will then become enabled. You may now
enter the details of your LDAP server. The details are specific to your network.
You should contact your network administrator if you need assistance.
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COMMPORTAL ASSISTANT (cont.)
Outlook Contacts Synchronization
If you use Microsoft Outlook 2003 or later you can configure CommPortal Assistant to automatically
synchronize your local Outlook contacts and your CommPortal contacts.
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COMMPORTAL ASSISTANT (cont.)
To setup synchronization configure the following.
• Select the Outlook Profile to use.
• Choose which direction you want synchronization to happen in.
• Both directions will keep Outlook and CommPortal contacts the same, merging changes in both
directions.
• To Outlook Only will replace any existing Outlook contacts with your CommPortal contacts.
• From Outlook Only will replace any existing CommPortal contacts with your local Outlook contacts.
• If you want synchronization to happen automatically every hour select the checkbox, otherwise
synchronization can be manually started by right-clicking on the system tray icon and selecting
“Synchronize Outlook now...”.
• Select which Outlooks Contact folder to synchronize with. Most people only have one folder, but you can
select more than one if necessary.
After you have set up Outlook Synchronization, on each synchronization CommPortal Assistant will
perform contact synchronization in the direction(s) you set. You will be warned about any conflicts that
occur and shown them, allowing you to choose which contact to keep.
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COMMPORTAL ASSISTANT (cont.)
Windows Toolbar
Overview
The Windows toolbar provides several useful functions described below:
• search your contacts
• use a schedule
• ring your phone
• ring your phone
• send all calls to voicemail
• forward all calls
• forward all calls to a number of your choice
• do not disturb
• use a configured set of rules
Opening the toolbar
Opening the toolbar follows the normal Windows procedure, described below:
• Right-click on an empty area of the Windows taskbar.
• Select Toolbars from the resulting menu.
• Click on the entry for CommPortal Assistant.
Searching your contacts
• Click on the text box on the toolbar (the hint text will disappear).
• Type your search text. A list of potential matches will appear as you type.
• If you see the required contact, select it with the mouse or by using the cursor keys. The contact’s details
are displayed in a dialog box.
• If the toolbar cannot find any contacts then a message to that effect will be displayed. Choose the “Show
more options...” entry in the list to search your external contacts.
• Click on the text box on the toolbar (the hint text will disappear).
• Type in the phone number you would like to dial, just as you would enter on your phone.
• Press the Enter key and a confirmation dialog will appear.
• Check the information in the dialog is correct and press the Dial button or press the Enter key to dial.
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DIALER
CommPortal includes a dialer function to allow users to dial using the application. It can be accessed by
pressing the icon next to your phone number.
Dialer Icon
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ADDITIONAL SUPPORT Additional user guides and tutorials to assist you with your NuLink services can be found at
nulink.com/help.
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