IPPBX Manual System Admin Adding and Deleting Extensions

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Extensions

Extensions define where specific people or departments can be reached in an organization. They should be setup first in the system. The following is a list of the various settings/parameters that will can be updated for each extension. The parameters you configure for the extensions will vary based on the customer’s general business practices.

  • General Settings
  • Forwarding Settings
  • Advanced Network Settings
  • Advanced Voicemail Settings
  • Advanced Allow Codecs Settings
  • Advanced Calling Permissions
  • Advanced Follow-Me


Contents

Add/Import Tab

The Add/Import tab allows you to create new extensions or edit existing extensions.


Use the Setup Worksheet to upload the CSV file and automatically create the Extension information. Please refer to the Setup Worksheet section of this guide for details.

Addimporttab.png
Createextension.png
Sections/Fields
Description
Extension Name This is the name of the person that the extension will be assigned to (using this device).
Email Address This is the user’s email address (optional)
Ext. # The extension number that is assigned to this device.
Device Type This is the type of device that will be using this extension (i.e. IP550).
MAC This is the MAC ID of the device (optional).
AutoNumber/Start At Selecting this option allows you to automatically number the extensions that you need to add. To use this feature, simply enter the extension number you want to start with then select (place a checkmark) the AutoNumber option.

Table 15Create Extension Fields and Descriptions

Add/Create Extensions

This section describes in detail how to create a new extension.

STEPS:

  1. From any page of the PBX Admin system, click on the button next to the Destinations link to expand the menu. The Destination menu opens and displays the options available.
  2. Click on the Extensions link. The Extensions page opens and displays a listing of extensions (if ones already exists).
  3. Click on the box to the left of the Extensions field. This value defaults to “10”. Enter the number of extensions you want to add and then click the ADD button.
  4. The Create Extensions page appears displaying the number of rows that was specified. Enter information for the extension in these fields. See table above for details.
    You can have the system automatically number the extensions you want to create by clicking the AutoNumber checkbox located on the top left hand corner of the Create Extensions page.
  5. Click on the CREATE button when all the extension information you want to create is entered. The system responds with a message indicating the results of adding the new extension(s). You should see a “SUCCESS” message.
  6. If there is an error, you will see an “ERROR” indicated under the Results field. An error is typically due to an extension number that is being duplicated (already existing in the system). Make the necessary adjustments to correct the error then click the CREATE button.
  7. Click on the Savechanges.png button, to save the changes.
  8. Select the Apply Changes link located on the right hand corner of the page, to commit the changes to the database.

Search Tab

This tab allows the user to search the extensions for keywords in the fields: Class of Service, Departments, Name, Numbers, CID Names, CID Numbers, Email, or Status .This section describes in detail how to search for existing extensions.
Searchextensions.png

The following table describes the types of search parameters the system will perform.


Sections/Fields
Description
Class of Service This is the class of service that is assigned to the extension(s).
Departments This is the department that is assigned to the extension(s).
Names This is the name of the user assigned to the extension(s).
Numbers This is the extension number.
CID Names The caller ID name that is associated with the extension(s).
CID Numbers This is the caller ID number that is associated with the extension(s).
Emails Email address that is associated with the extension(s).
Status This is the status of the extension(s).
Match Search Filter Exactindicates that you want the search to match exactly as the search criteria that is entered.

Partialindicates that you want to partially match the search criteria entered.

Search Extension

This section describes how to search for extensions.

STEPS:

  1. From the Extensions page, click the Search Tab. The list of extensions that are in the system appears with search options at the top section of the page.
  2. Click the Dropdownlist.png drop-down arrow icon next to the Class of Service list.

Select the desired search criteria then enter the parameters in the box to the right of the list then click the Search button. If the system finds any extensions matching your search parameter, it will display the information in the extensions window.

If the field is left blank, the system will bring all the extensions.

View Tab (Extensions)

This tab allows the user to sort the display of extensions by Phone Model. Once sorted, phone key settings can be mass edited for phones of the same model. This section describes in detail how to view existing extensions.

Extensionsviewpage.png

Edit or View Extension

This section describes in detail how to view or edit extension details.

STEPS:

  1. Navigate to the Destinations=>Extensions page.
  2. Select the Penciledit.png or the Pencilextensionedit.png icon to the right of the extension name you want to view or edit. The pencil edits the PBX settings and the pencil with the handset behind it edits the Phone settings.
  3. The Edit Extensions page displays with setting details for the extension.
  4. Make the necessary changes to the extension.
  5. Click on the Savechanges.png button to save the changes.
  6. Click the Apply Changes link located at the right hand corner of the top of the page, to commit the changes to the database.

You can edit multiple extensions by selecting (placing a checkmark in the box next to extension name). Only the fields being changed (that is common for all extensions selected) will be modifiedi.e. Status or call group, etc.).

Another shortcut that the system provides you is the Previous and Next button located on the top left corner of the Edit Extension page. Use these buttons to navigate backward or forward to find the extensions you want to view or modify.

Mass Edit PBX Extension Settings

This section describes in detail how to view or edit extension details.

STEPS:

  1. From the Destinations=>Extensions page, click on the View tab. A list of extensions appears.

You can sort the list by phone model by selecting (placing a checkmark) thePhone Model & Settings option located in the top left hand corner of the screen. If you are using this method, you can also Mass Edit Phone Key settings. See the section below for steps.

  1. Select (place a checkmark) in the box next to the extension name(s) you want to view or edit.
  2. Click on the Edit PBX Settings button. The extension details page appears. On the top left corner of the screen, you will see the extension numbers that you are viewing or editing.
  3. Make the necessary changes to the extension settings then click on the Savechanges.png button to save the changes.
  4. Click the Apply Changes link located at the right hand corner of the top of the page, to commit the changes to the database.

Mass Edit Phone Key Settings

This section of the Administration Guide describes how to mass edit the key settings for extensions using the same phone model.
Masseditfeature.png

STEPS:
  1. From the Destinations->Extensions page, click on the View tab.
  2. Select the Phone Models and Settings option at the top left hand corner of the list.
  3. The system will display a list of the extensions in a grouping of phone types. Select the group of phones you want to edit. A listing of all the extensions in the phone group will appear.
  4. Select the box next to the name of the extensions you want to update or click on box next to the Name field at the top of the column to select all the extensions.
  5. Click the Edit Phone Settings button. The system will take you to the Key Settings page for the phones. At the top of the page you will see a list of all the extensions that you are updating.
  6. By default, the Only Save Changed Fields option Is selected, de-select if needed.
  7. Once all the changes are made, select the Save and Restart Phone button to save changes and reboot the phones so they can pull down their updated configuration file.

Delete Extension

This section describes in detail how to delete existing extensions.

STEPS:

  1. Navigate to the Destinations->Extensions page
  2. Select the Deleteselected.png icon to the right of the extension name you want to Delete
  3. The extension is deleted and a confirmation message will appear. Click OK on the message window.
  4. The system returns you to the Extensions page. The extension that was just deleted will no longer appear on the list of extensions.
  5. Click the Apply Changes link located at the top right hand corner of the page, to commit the changes to the database.

Delete Multiple Extension

This section describes in detail how to delete multiple extensions.

STEPS:

  1. Navigate to the Destinations=>Extensions page
  2. Select (place a checkmark) in the boxes next to the extension name(s) you want to delete.
  3. Click on the Delete All button. The selected extension will be removed from the list and deleted from the database.
  4. Click the Apply Changes link located at the top right hand corner of the page, to commit the changes to the database.

Extensions - General Settings Section

Once the extensions have been added to the database, you can edit the settings for each of the extensions.

Extensionsgeneralsettings.png
Sections/Fields
Description
Name Name of the user associated with the extensions being created
Number Extension number for this person or department. This must be 3 to 4 digits in length
Email Email address for the person assigned to the extension. This will allow the system to forward email messages to the address of the person at the extension when properly configured.
Status Active = currently in use

Disabled = currently not in use

Class of Service This is the service type for the extension. When initially created, the PBX will set this to the COS you have definined as the system default class of service on the PBX SetupGeneral Page
PIN This is the number used to access the extensions voicemail and can be between 1 and 6 digits long. The default setting is for the PIN to be the extension number. Be sure to instruct users to change the PIN to avoid unauthorized use.
Ring Time This is the time in seconds that a call will ring before it is considered unanswered. Ring time must be between 1 and 100 seconds in length.
Call Group This number assigns this extension to a group with a similar purpose (e.g., Sales or Customer Service). Multiple call groups can be assigned to each extension by putting a comma between the group numbers. The call groups also define which Pickup Groups can answer calls to this extension.
Pickup Group This number should match any Call Group number entered on an extension. It defines the Call Group Numbers this extension can pickup remotely by pressing 99.
Apply Schedule When an extension is created, a schedule destination is created automatically. This schedule is not activated until the Apply Schedule box is selected. When it is selected, all calls sent directly to this extension must first pass through the extension’s schedule and will be routed accordingly. Extension schedules will appear with the name of the extension (e.g., Extension 123 would appear as “ext_123”). (See the Schedules section of this guide for more information.)
CID Override If enabled, the user will be able to override the Caller ID settings. When the user places a call, the original assigned CID will be bypassed and the name and number will that is entered in the CID Name and Number fields will be sent instead. Always check with your provider that CID override is allowed before configuring.
CID Name If the CID Override parameter is enabled, this is the Caller ID name that will be seen by the recipient when an outbound call is placed. Always check with your provider that CID override is allowed before configuring.
CID Number If the CID Override parameter is enabled, this is the Caller ID number that will be seen by the recipient when an outbound call is placed. Always check with your provider that CID override is allowed before configuring.
Detect Fax If checked, calls from an Analog or T1/PRI card that route direct to this extension will spend a period of time (Defined under PBX SetupGeneral) checking if the call is a fax. During this time, the PBX holds the call; if fax tone is detected, the call will be passed along to the destination defined for Route Fax To, otherwise it will pass the call to the extension after the detection time has expired.
Route Fax To Define where calls will be routed if fax tone is detected.

Table 17General Extension Settings and Descriptions

Extensions - Forward Settings Section

The extensions forwarding settings are made to be very user friendly. The settings may be modified from the Smart Personal Console, changed from your telephone extension, or changed remotely from any telephone (including cell phones), using the touch-tone key pad.
Extensionsforwardsettings.png

Forward settings routes calls to a different destination. These settings can be:


Sections/Fields
Description
Unconditional Always route calls to a specific destination.
Busy Route calls to a specific destination when the extension is Paused, or when the user Rejects/Ignores the call via softkey.
No Answer Route calls to a specific destination when a call is not answered in the defined Ring Time
Unavailable Route calls to a specific destination when a phone is turned off, is not registered with the system, or has reached its call limit (as set in the IPitomy IP PBX).

Table 18Extension Forward Settings and Descriptions

Enable/Disable Forward Settings

The following outlines steps to enable or disable forward settings:

STEPS:

  1. Pick the setting to be modifiedUnconditional, Busy, No Answer or Unavailable.
  2. Select Enabled or Disabled. Disabled turns the forward setting off. Enabled turns the forward setting on.
  3. Select either Phone Number or Destination. Phone Number allows you to enter the digits you want dialed, like a PSTN number. Destination will bring up the standard dropdown list of destinations in the system; Extensions, Groups, etc.
  4. Enter the Phone Number or select the Destination you would like the PBX to route to when meeting the forwarding requirements.
  5. Click the Savechanges.png button to save the changes. The system returns you to the Edit Extensions page.
  6. Click the Apply Changes link located on the right hand corner of the page, to commit the changes to the database.

Change Unconditional Forwarding via Keypad

STEPS:

Only unconditional forwarding can be changed from a touch-tone keypad. Enter the following code to set the unconditional forwarding setting.

  1. Dial *90 to disable forwarding.
  2. Dial *91 to enable forwarding.
  3. Dial *92 to set the forwarding number.

Change Unconditional Forwarding via PC

The following outlines the steps for the end user to change the extension forwarding setting from a PC using the Smart Personal Console. The administrator will need to have enabled Allow User to control Forwarding under the extensions calling permissions.

STEPS:

  1. Browse the internet to the Smart Personal Console page.
  2. Login.
  3. Click the My Account link to access the forwarding page.
  4. Enable/Disable the desired forwarding setting.
  5. Select either Phone Number or Destination. Phone Number allows you to enter the digits you want dialed, like a PSTN number. Destination will bring up the standard dropdown list of destinations in the system; Extensions, Groups, etc.
  6. Enter the Phone Number or select the Destination you would like the PBX to route to when meeting the forwarding requirements.
  7. Click the Savechanges.png button to save the changes

Change Forwarding Number While Away from an Extension

Only unconditional forwarding can be changed from a touch-tone keypad.

STEPS:

  1. Call into the Automated Attendant (menu).
  2. Select the touch-tone digit that routes to the Forwarding Gateway.
  3. The system will prompt for an Extension Number and Password.
  4. The system will indicate if extension forwarding is Enabled or Disabled.
  5. Pressing “1” toggles between Enabled and Disabled.
  6. Pressing “2” allows the forwarding destination to be modified.

Extensions - Advanced Settings

Extensions - Network Settings Section

Network settings automatically register in the extension through the system. These settings represent registration and identification information. The system (extension) defaults should not be changed without advanced knowledge of the behaviors of the particular settings.

Extensionsadvsettings.png
Sections/Fields
Description
SIP Password Password for the user to access IP PBX web-based administration system. Use a combination of uppercase letters, lowercase letters, and numbers.
Generate If clicked, the system will automatically generate a password for the extension.
Password Strength This color code bar indicates the strength of the password being assigned for the extension. The strengths are represented with the following colors:

Pwrodstrength.png


Location This allows the user to tell the PBX whether to expect this extension to register as a local extension (LAN) or as a remote extension (WAN).
NAT
IMPORTANT: This setting should be ENABLED (checked) unless otherwise instructed. Please contact an IPitomy’s Technical Support Group for assistance or more information.


HOST
IMPORTANT: This should be set to DYNAMIC unless otherwise instructed. Please contact IPitomy’s Technical Support Group for assistance.


Phone Type The phone type is a drop down list for selecting which IP phone hardware is being used on the extension. IPitomy supports Aastra phones as well as our own IP550 and IP120 phones, and will be adding additional phone types in the future. When the phone type is selected, another configuration option is available to program the button mapping of each telephone model. The IPitomy IP PBX supports a variety of pre-programmed buttons like BLF, park, voicemail, as well as custom configurable speed dial buttons. Each phone can be configured for its own unique set of buttons.
Phone MAC All of the IP phones have a MAC Address. The MAC ID identifies the piece of equipment for configuration. The auto configuration features of IPitomy rely on the MAC address to load the proper configuration files into the telephone when changes are made in the Web-based interface. The configuration files are stored on the IPitomy IP PBX and used when the phone powers back on after a power down cycle. If the configuration files have been updated when the phone powers back on, a new configuration is loaded into the phone. When the new configuration file is loaded, manual settings on the phone take priority and will be kept intact during the upgrade. Note that at this time only Aastra phones require and utilize the MAC address in the phone settings.
Qualify This is the interval of time between checking registration for the phone. Default is set to 8000 and should not be changed unless instructed by an IPitomy representative.
DTMF Mode This is where you set what kind of DTMF signaling the extension will use. The dropdown lists options are:
  • rfc2833 (recommended in the HD Phone models)
  • auto
  • info (recommended in the IPitomy legacy phone models IP120 & IP550)
  • inband


User Type This is defaulted to Friend and should not be changed unless instructed to do so by an IPitomy representative.
Call Limit This is the number of concurrent calls allowable at an extension. The Call Limit selected must be between 1 and 99. Default is set to 4. It needs to be above 0 for BLF keys to function.
Can Reinvite This parameter allows a device to reconnect calls midstream.
  • YES = if the phone type allows the re-invite feature
  • NO = if the phone type does not allow the re-invite feature
  • N/A = accepts the system wide default defined in the System Setup section of the Administration System. If the default setting is acceptable and works within your business, we recommend leaving the parameter set to N/A.
RTP Keep-alive Number of seconds, when a RTP Keepalive packet will be sent if no other RTP traffic on that connection. Default 0 (no RTP Keepalive)
Send Remote Party ID no : If a Remote-Party-ID SIP header should be sent. Default no
Trust Remote Party ID no : If Remote-Party-ID SIP header should be trusted. Default no
Insecure This parameter allows you to specify how to handle connections with peers. Explanation of the different options available on the drop-down list are:
  • PORT = Ignore the port number where authentication came from.
  • INVITE = Do not require the initial invite to authenticate.
  • PORT+INVITE = Do not require initial invite to authenticate and ignore the port where the request came from.
  • YES: To match a peer based by IP Address only and not the port.
  • VERY: To allow registered hosts to call without re-authenticating. This is the default setting.


Music On Hold This setting allows the user to select a different Music On Hold playlist for their extension then the system default playlist.

Table 19Extensions Advanced Networking Settings and Descriptions


Edit Extensions - Network Settings

STEPS:

  1. From the Edit Extensions page, locate the extension that you want to update. Click the Penciledit.png (edit extensions) icon to the right of the name.

You can also edit multiple extensions by selecting (placing a checkmark) in the boxes to the left of the extensions you want to update. Click the Edit PBX Settings button located at the top right hand corner of the list.You will see the extensions that are currently being updated. Make sure that the “Only save the changed fields” box is selected.

  1. The Extension Details page appears. Select the link Advanced to open the Advanced Settings page.
  2. Make the necessary changes in the Network Settings section of the page.
  3. Click the Savechanges.png button to save the changes. The system returns you to the Edit Extensions page.
  4. Click the Apply Changes link located on the right hand corner of the page, to commit the changes to the database.

Extensions - Voicemail Settings Section

These settings manage voicemail messaging and routing. Mailboxes created when the extension is built can either be edited on the Advanded section of the extension or on the Voicemail section under Destinations.
Extensionsvmail.png

This table describes the voicemail setting options for each extension.


Sections/Fields
Description
Mailbox This is the number associated with the extension.
Attach to Email Select to enclose the message received in a notification e-mail as an attachment to the email address entered for the extension. An audio file (.Wav) will be the attachment. This requires for Unified Messaging to be configured on the PBX.

YES = attach message to email.

NO =do not attach message to email.

N/A = accepts the system wide default defined under PBX Setup=>Voicemail. If the default setting is acceptable and works within your business, we recommend leaving the parameter set to N/A.

Delete After Emailing Delete the voicemail after it has been emailed to the email address provided for the extension in General Settings.

YES = delete message after emailing.

NO = do not delete message after emailing.

N/A = accepts the system wide default defined under PBX Setup=>Voicemail. If the default setting is acceptable and works within your business, we recommend leaving the parameter set to N/A.

Note: This option should not be enabled with turn old after emailing. If you enable both, the message will not be emailed but it will be deleted.

Turn Old After Emailing After emailing, the system moves the voicemail message to the Old folder.

YES = will move message to Old messages folder after emailing.

NO = messages will not be moved after emailing.

Note: This option should not be enabled with delete after emailing. If you enable both, the message will not be emailed but it will be deleted.

Say Caller ID State Caller ID prior to playback of the message.

YES = play caller id prior to message content.

NO = do not play caller id prior to message content.

N/A = accepts the system wide default defined under PBX Setup=>Voicemail. If the default setting is acceptable and works within your business, we recommend leaving the parameter set to N/A.

Allow Review Allow callers to review a message after they have recorded it.

YES = give callers leaving messages the option to review and rerecord the message they are leaving.

NO = do not give callers the option to rerecord.

N/A = accepts the system wide default defined under PBX Setup=>Voicemail. If the default setting is acceptable and works within your business, we recommend leaving the parameter set to N/A.

Allow Operator Allow pressing “0” during the voicemail greeting to reach the system-wide operator.

YES = allow dialing 0 from mailbox.

NO = disallow dialing 0 from mailbox.

N/A = accepts the system wide default defined under PBX Setup=>Voicemail. If the default setting is acceptable and works within your business, we recommend leaving the parameter set to N/A.

Play Envelope Message Play the time of call prior to the message.

YES = enabled.

NO = disabled.

N/A = accepts the system wide default defined under PBX Setup=>Voicemail. If the default setting is acceptable and works within your business, we recommend leaving the parameter set to N/A.

Auto Delete Voicemail In Define the number of days in which voicemail messages are to be automatically deleted from a mailbox. If this is set to “0” (zero) the voicemail message will never expire.
Allow Dial Out Access This allows the ‘Dial Out’ feature when a user is listening to their voicemail.
Allow Mobile Web Access Default is No. Set to yes to allow users to use the Mobile App as well as their Smart Personal Console.
Exclude from Directory This indicates whether to exclude this extension from the directory.
Mailbox Operator If a caller presses “0” (zero) while listening to your mailbox greeting, the caller will be routed to this destination. Also, this is where a user will be sent if he dials ”0” from this extension. Set this to None to use the system default which is set under PBX SetupGeneral.
Mailbox Exit Destination The Mailbox Exit Destination is where the system will route a caller who presses # when they finish leaving a voicemail message. Setting this to None will use the system default, which is set under PBX SetupGeneral.
Edit Voicemail Settings

The following outlines the steps to set voicemail parameters.

STEPS:

  1. From the Edit Extensions page, locate the extension that you want to update. Click the Penciledit.png (edit extensions) icon to the right of the name.

You can also edit multiple extensions by selecting (placing a checkmark) in the boxes to the left of the extensions you want to update. Click the Edit PBX Settings button located at the top right hand corner of the list.You will see the extensions that are currently being updated. Make sure that the “Only save the changed fields” box is selected.

  1. The Extension Detail page appears. Select the link to open the Advanced Settings page.
  2. Make the necessary changes in the Voicemail Settings section of the page.
  3. Click the Savechanges.png button to save the changes. The system returns you to the Edit Extensions page.
  4. Click the Apply Changes link located on the right hand corner of the page, to commit the changes to the database.

Extensions - Allow CODECs Section

These transmission speeds are configured by the service provider and designed to automatically register in the extension through the system.
Codecssettings.png


Sections/Fields
Description
CODEC Permissions (Allow CODECs) Allows the administrator to define which codec the extension should use, and specify a priority from top down.


IMPORTANT: Please contact IPitomy’s Technical Support Group for assistance if you feel you need to change these settings.


Edit CODEC Settings

The following outlines the steps to set CODECs parameters.

STEPS:

  1. From the Edit Extensions page, locate the extension that you want to update. Click the Penciledit.png (edit extensions) icon to the right of the name.

You can also edit multiple extensions by selecting (placing a checkmark) in the boxes to the left of the extensions you want to update. Click the Edit PBX Settings button located at the top right hand corner of the list.You will see the extensions that are currently being updated. Make sure that the “Only save the changed fields” box is selected.

  1. The Extension Detail page appears. Select the Advanced link to open the Advanced Settings page.
  2. Make the necessary changes in the Allow CODECs Settings section of the page. Clicking Up or Down when highlighting a codec will allow you to raise or lower its usage priority.
  3. Click the Savechanges.png button to save the changes. The system returns you to the Edit Extensions page.
  4. Click the Apply Changes link located on the right hand corner of the page, to commit the changes to the database.

Extensions Calling Permissions Section

Calling permissions define the types of calls that can be sent and received from an extension and the call actions this extension can take. For example, you may want to limit who has the ability to monitor another extension.
Callingpermissions.png

The following table describes the settings for an extension’s calling permissions.


Sections/Fields
Description
Allow User to Control Forwarding If Enabled (checked), this allows the user to modify their forwarding and schedule settings when they log into the Smart Personal Console user interface.
Allow User to Control Follow-Me If Enabled (checked), this allows the user to modify their Follow-Me settings when they log into the Smart Personal Console user interface.
Allow User to Control Phone Key Settings If Enabled (checked), this allows the user to modify their Phone Key settings when they log into the Smart Personal Console user interface.
Internal Calls If Enabled (checked), this permits calls made from internal extensions.
Allow Incoming Intercom Paging If Enabled (checked), this permits a page to be heard through this extension.
Allow Outgoing Intercom Paging If Enabled (checked), this permits a page to be made through this extension.
Allow User to Forward Calls If Enabled (checked), this permits an extension to forward a call or voicemail message to another destination on the system.
Allow User to Record Calls If Enabled (checked), this permits the extension to record phone conversations.
Allow user to Listen to Others’ Calls If Enabled (checked), this allows the user to listen to other user’s phone conversations.
Allow User to Whisper If Enabled (checked), this allows the user to whisper to another user during a phone conversation. Whisper is similar to Listen but you can coach and only the person at the extension can hear.
Allow Others to Whisper If Enabled (checked), other extensions can Whisper to your extensions calls
Allow Others to Listen If Enabled (checked), other extensions can Listen to your extensions calls
Allow Others to Record this User’s Calls If Enabled (checked), other extensions can Record calls at your extension
Allow Call Park If Enabled (checked), this permits extension to park a call.
Is Operator If Enabled (checked), the extension is designated as an operator. Being an operator allows the extension to control Day/Night mode overrides.
Add/Edit Calling Permissions

The following outlines the steps to set calling permissions for extensions.STEPS:

  1. From the Edit Extensions page, locate the extension that you want to update. Click the Penciledit.png (edit extensions) icon to the right of the name.

You can also edit multiple extensions by selecting (placing a checkmark) in the boxes to the left of the extensions you want to update. Click the Edit PBX Settings button located at the top right hand corner of the list.You will see the extensions that are currently being updated. Make sure that the “Only save the changed fields” box is selected.

  1. The Extension Detail page appears. Select the Advanced link to open the Advanced Settings page.
  2. Make the necessary changes in the Calling Permissions section of the page.
  3. Click the Savechanges.pngbutton to save the changes. The system returns you to the Edit Extensions page.
  4. Click the Apply Changes link located on the right hand corner of the page, to commit the changes to the database.

Extensions - Follow-Me Section

The Follow Me feature allows the PBX to try and find a user by calling pre-configured numbers, simultaneously or in sequence of priority. Once answered, the called party is given the option to accept or reject the call. If the call is rejected, or not answered at all, the call will return to the PBX allowing the caller to leave a Voice Mail message.

To use Follow-Me, you can point a Menu destination or a DID to route direct to Follow-Me, or you can set an extension up to use a schedule that points to the Follow-Me at a given time. You can also use forwarding to get to Follow-Me, a typical use would be to have the NoAnswer forwarding to to Follow-Me so a call will ring an extension, and if its not answered, it can call a persons cell phone.

Followmesetup.png

From this window it is easy to configure numbers to be dialed by the system in order to find the user. You can adjust the Name, Number (Number to be dialed), Type of Device that is being called, Rings to wait for an answer, and you can weight the priority from 1-20 (20 being lowest 1 being highest) to define search order.

The Use radio box allows you to easily turn on and off numbers to be dialed. Since the SPC can be accessed via remote management, this allows the users to modify and create these lists from remote locations easily. The following table details the parameters and descriptions necessary to configure the Follow-Me feature.

The system also allows you to record your own Prompts (recordings) under PBX Setup=>Prompts, and then use those prompts as custom messages for FollowMe feature.


Sections/Fields
Description
Play the Incoming Message to Caller before Starting Search
When Enabled (checked), the system plays the Status Prompt to the caller.
Record the Caller’s Name and Play it to You When Enabled (checked), the caller will be asked to record their name, and will announce that recorded name prior to prompting the called party to accept or reject the call.
Play the Unreachable Message if You Could Not Be Found When Enabled (checked), this will play the Sorry Prompt if the call is not answered, otherwise it goes right to the voicemail greeting.
Number of Seconds to Total Search Time so Caller Has Time to Listen & Record This allows you to configure how many seconds the system will spend searching for the called party. Default is 12 seconds.
Call From Prompt This plays when Record the Caller’s Name and Play it to You is enabled (checked). The system default message is “Incoming Call From” followed by the recording the caller made of their name.
No Recording Prompt This plays when Record the Caller’s Name and Play it to You is disabled (not checked). The system default message of “You have an incoming call” followed by the Options Prompt.
Options Prompt This plays after you have answered the call and prompts you to press either “1” to accept the call or “2” to reject the call. The system default message can be changed, but the options remain the same.
Please Hold Prompt This plays to the caller alerting them that the system is going to find the user they are trying to reach. The system default message of “Please hold while I try to locate the person you are calling” will play during the search process.
Status Prompt This plays the system default message of “The person you are calling is not at their desk, I will try to locate them for you”.
Sorry Prompt This plays if the person could not be reached or they reject the call. The system default message of “I’m sorry, but I was unable to locate the person you were calling”.
Music On Hold This allows you to specify a particular Music On Hold playlist to play to the caller during the search process. The system default Music on Hold (set at PBX Setup->Music on Hold) will play when this parameter is set to system default.
Numbers If selected (checked), the Follow Me feature will try to either simultaneously or in sequence of priority to try and locate you by using this call list.

Add/Edit Follow Me Settings

The following outlines the steps to set calling permissions for extensions.

STEPS:

  1. From the Edit Extensions page, locate the extension that you want to update. Click the Penciledit.png (edit extensions) icon to the right of the name.
  2. The Extension Detail page appears. Select the Advanced link to open the Advanced Settings page.
  3. Click on the Numbers and Settings button under the Follow-Me section of the Advanced page.
  4. The Administrator View Follow-Me Settings/Extensions window appears.
  5. Make the necessary changes in the Follow-Me parameters. Click on the SAVE button to save the changes to the Follow-Me settings. A message confirming the changes will appear.
  6. Click the EXIT button to close the window.
  7. Click the Savechanges.png button to save the changes. The system returns you to the Edit Extensions page.
  8. Click the Apply Changes link located at the right hand corner of the top of the page, to commit the changes to the database.

Multiple Simultaneous Calling

See the following guide to have a call ring two locations at the same time.


Pdf:FollowMe - Multiple Simultaneous Calling Guide.pdf

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