Allworx Server User manual

Allworx®
Server User Guide
Version 7.6
Updated November 25, 2013

Allworx®Server User Guide
Version 7.6

Allworx Server User Guide Version 7.6
Page ii 1-866-ALLWORX * 585-421-3850
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Revised: 11/25/13
©2013 Allworx Corp, a Windstream company. All rights reserved. No part of this
publication may be reproduced, stored in a retrieval system, or transmitted, in any form
or by any means, electronic, mechanical, photocopy, recording, or otherwise without the
prior written permission of Allworx Corp.
Software in this product is Copyright 2013 Allworx Corp, a Windstream company, or its
vendors. All rights are reserved. The software is protected by United States of America
copyright laws and international treaty provisions applicable worldwide. Under such
laws, the licensee is entitled to use the copy of the software incorporated with the
instrument as intended in the operation of the product in which it is embedded. The
software may not be copied, decompiled, reverse-engineered, disassembled, or
otherwise reduced to human-perceivable form. This is not the sale of the software or any
copy of the software; all right, title, ownership of the software remains with Allworx or its
vendors.

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Contents
Messages ..............................................................................................1
Visual Message Center ...................................................................................1
Audio Message Center ....................................................................................2
Listening to the Voicemail ..........................................................................3
Sending Voicemail Messages ...................................................................4
Changing Audio Message Center Settings ................................................5
Announce Only Call Handling ....................................................................8
Accessing an Outside Line .........................................................................9
Placing Internal Calls ...............................................................................10
Place Internal Calls when Leaving a Voicemail .............................................10
My Allworx Manager ...........................................................................11
Access My Allworx Manager .........................................................................11
Settings ..........................................................................................................12
My Conferences ............................................................................................13
Scheduled / Unscheduled Conferences ...................................................13
Scheduling a Conference .........................................................................15
Joining a Conference ...............................................................................16
Terminating a Conference ........................................................................17
My Extension .................................................................................................17
On-Busy Routing ......................................................................................21
Follow-Me-Anywhere ...............................................................................22
My Presence ..................................................................................................26
Changing Presence .................................................................................26
Configuring Announce Only Call Handling ..............................................26

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1 Messages
The Allworx Message Center provides unified messaging for Allworx users. The
Messages button lights on the Allworx phone when a new voicemail message is
available. The PFK lights when a new voicemail message is available, and the phone is
monitoring another mailbox.
The Allworx Server Administrator configures the access and management of voicemail
messages:
• Visual Message Center - Displays a messages list for the extension and uses
soft keys for navigation.
• Audio Message Center - Calls the Message Center and uses audio menus.
The following features are only available in the Audio Message Center:
• Managing your greetings
• Changing your Message Center PIN
• Changing your Presence
• Accessing an outside line
• Placing internal calls
1.1 Visual Message Center
To access the Visual Message Center:
1. Press the phone Messages button or the Messages PFK on the phone.
2. Enter the phone extension and press the OK soft key
3. Enter the password using the numeric keypad and press OK. A list of voicemail
messages displays.Contact the Allworx Server Administrator for the password
information.
Note:
The Visual Message Center is not available on Allworx 9102, 9112, 9202, and 9202E
handsets.

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4. Use the up/down arrow keys on the right of the display to highlight the message.
Press the Select button to select the message. The message begins to play
automatically.
5. Press the Select button to start/stop the message and the up/down arrow keys to
forward/rewind the message, respectively.
Use the soft keys to choose different options such as mark as new, delete or
forward the message.
1.2 Audio Message Center
To access the Audio Message Center:
1. Enter the Audio Message Center using one of the options in the table.
2. Enter the extension password and the # symbol using the numeric keypad.
Contact the Allworx Server Administrator for the password information.
After logging into the Audio Message Center, the system announces the number
of new and saved voicemail and e-mail messages available in the inbox and the
current Presence setting.
Note:
If the Allworx Server Administrator configures the Allworx server with the Multiple
Language Pack feature, users can play the Message Center prompts in a language other
than English. To use the alternate language, press ## when prompted.
Option Alternate
Handset Within Auto Attendant
Press the handset Messages button twice (once if the Allworx
Server Administrator configured the button to access the Audio
Message Center directly), press #.
Enter the primary extension and press #.
X
Dial *404. When calling from an outside handset, the system
may prompt users for a primary extension. XX
Dial 61 and the primary extension (6 + ext.). XX
1Digits may vary per system. Please check phone functions tab of the My Allworx Manager page or
consult the Allworx Server Administrator.

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3. Use the following features to listen to the voicemail messages:
1.2.1 Listening to the Voicemail
At the Audio Message Center main menu, press 1 to listen to the voicemails, and then
use the features in the table below to manage the voicemail messages. To use the
feature while listening to any voicemail message, press the * key (e.g., *1 to reply to a
message).
To reply or forward a voicemail message to another internal user:
1. Play the message.
Key Feature
1Listen to new voicemail messages
2Listen to saved voicemail messages
3Send a message
4Change your Message Center system settings
7Access an outside line (if enabled)
hang up End the call
#Return to the previous menu.
*Replay the menu options.
Note:
The system automatically saves the voicemail messages unless the user specifically
chooses to delete the message. Options 1 and 9 are only available if an internal user left
the voicemail message.
Key Feature
1 Reply to this message
2 Forward this message
3 Delete the message
4 Replay this message
6 Play the next message
9 Place a call to the sender of this message
# Return to the previous menu
* Listen to these choices again

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2. Select an option (or press *+ option number during message playback).
a. Reply: Option 1 (or *1): to leave a voicemail to an internal user that left a
message.
b. Forward: Option 2 (or *2): to send a voicemail message to another voicemail
inbox.
Enter an extension to forward the message. The system plays the selected
user’s name, and then prompts for another extension. Select one of the options:
• Enter another extension
• Press 91to forward the message to every voicemail user (if enabled)
• Press the # key to continue
3. Record a message, and then press the # key.
4. Select one of the features:
1.2.2 Sending Voicemail Messages
To record and send a new message to other users or Message Aliases:
1. Log in to the Audio Message Center main menu and press 3 on the numeric
keypad.
1Digits may vary per system. Please check phone functions tab of the My Allworx Manager page
or consult with the Allworx Server Administrator.
Key Feature
1 or hang up Send the message
2 Review the message
3 Change the message
# Cancel the message
* Listen to the above options again
Note:
Send Voicemails directly to users without accessing the Audio Message Center. Dial 31+
extension to leave a message.

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2. Enter the extension or alias to send the message. The system plays the selected
user’s name.
3. Enter an extension to forward the message. The system plays the selected user’s
name, and then prompts for another extension. Select one of the options:
a. Enter another extension.
b. Press 91to forward the message to every voicemail user (if enabled).
c. Press the # key to continue.
4. Record a message, and then press the # key when complete.
5. Select one of the features:
1.2.3 Changing Audio Message Center Settings
Log in to the Audio Message Center main menu and press 4 on the numeric keypad.
Select one of the following features:
1Digits may vary per system. Please check phone functions tab of the My Allworx Manager page
or consult with the Allworx Server Administrator.
Key Feature
1 or hang up Send the message
2 Review the message
3 Change the message
# Cancel the message
* Listen to the above options again
Key Feature
1 Change your Presence setting
2 Change the recording of your name
3 Manage your greetings
5 Change your PIN
# Return to the previous menu
* Listen to the choices again

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To change the Presence setting:
1. Log in to the Audio Message Center main menu and press 1 on the numeric
keypad. The system announces the current Presence.
2. Select one of the following features:
To change the recording or review your name:
1. Log in to the Audio Message Center main menu and press 2 on the numeric
keypad. The system plays the current name recording for review.
2. Select one of the features:
Key Feature
1 In Office
2AtAMeeting
3 On Vacation
4 On Business Trip
5AtHome
6Away
7Busy
# Return to previous menu
* Listen to these choices again
Note:
Users can change the Presence Setting without accessing the Audio Message Center.
Press the Presence soft key (not available on Allworx 9102, 9112, 9202, and 9202E
handsets) or press the Mute/DND button for more than 1 second. The Presence menu
displays. Scroll to the desired presence setting, and then press the Select button.
See the Allworx Phone Guide for more information.
Key Feature
2 Change your name recording
3 Review your name recording
# Return to previous menu
* Listen to these choices again

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3. Follow the prompts to record a name, and then press the # key. Select one of the
following options:
To manage the greetings:
1. Log in to the Audio Message Center main menu and press 3. Select the greeting
feature to manage.
If there is not a previously recorded greeting, only option 1 is available “To record
your {Presence} greeting”.
2. Follow the prompts to record the greeting, and then select from one of the
options:
To assist callers, mention in the voicemail greeting if you are unable to take the
call. Leave a pause at the end of the greeting to give callers time to enter the
extension before the beep. Example: When Mary is on the road, she records her
Key Option
1 Save your name recording
2 Change your name recording
3 Review your name recording
# Cancel changing your name recording
Note:
The system uses the default greeting for all presences that do not have a greeting
recorded.
Note:
Callers can skip the greetings by pressing # during the greeting.
Key Feature
0 Manage your Default greeting
1 Manage your In Office greeting
2 Manage your At a Meeting greeting
3 Manage your On Vacation greeting
4 Manage your On Business Trip greeting
5 Manage your At Home greeting
6 Manage your Away greeting
7 Manage your Busy greeting
# Return to previous menu
* Listen to these choices again

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voicemail greeting to say: “Hi this is Mary. I am traveling today. If you need to
speak to someone immediately, please dial *100 now to reach Jack (or 0†for the
operator), otherwise leave a message at the beep.” Pause for 3 seconds, and end
the greeting.
To change the Audio Message Center PIN:
1. Log in to the Audio Message Center main menu and press 5 on the numeric
keypad.
2. Follow the prompts to enter and confirm a new PIN. Verify the PIN is at least 5
digits long.
1.2.4 Announce Only Call Handling
Users can configure their voicemail to prevent callers from leaving messages. The option
is separate for each presence setting. Users can setup Announce Only Call Handling
either in the Audio Message Center.
To configure Announce Only Call Handling:
1. Record a greeting for the Presence to use for Announce Only. See “To manage
the greetings:” on page 7 for more information.
2. Log in to the Allworx Audio Message Center.
3. Press 4: To change your Message Center system settings.
4. Press 3: To manage your greetings.
Key Option
1 To save your {Presence} greeting
2 To review your greeting
3 To change your greeting
# To quit without saving your greeting
* Listen to these choices again
Note:
Users have both a PIN and a password. The PIN is for Hot Desk logins, logging into the
Message Center, and logging into ACD Queues. The password is for logging into My
Allworx Manager, the Allworx Call Assistant, Allworx Interact and the Allworx Admin
page.

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5. Press 0 - 7: Choose the default or preferred Presence greeting.
6. Press 4: To prevent callers from leaving messages.
1.2.5 Accessing an Outside Line
The Allworx Server Administrator can give configure the permission to access outside
lines from within the Audio Message Center. Users can dial external calls by pressing 7
from within from the main Audio Message Center menu. This enables users to dial calls
from off-site locations using the company’s outside lines and Caller ID.
Press 7 to hear a dial tone from which users can directly dial external phone numbers.
Users do NOT need to dial 9† or 78†+PIN before the phone number.
After connecting to an external call and the external party hangs up, users hear a dial
tone to place additional calls.
To disconnect (hang up) the call and return to the dial tone, press *#.
To return to the Audio Message Center main menu from the dial tone, press * # and re-
enter the Audio Message Center PIN followed by #.
Key Feature
0 Default
1 In Office
2AtAMeeting
3 On Vacation
4 On Business Trip
5AtHome
6Away
7Busy
# Return to previous menu
* Listen to these choices again
Note:
The ability to hang up a call and return to a dial tone using *# is not available for certain
combinations of originating phones and outside lines. See the Allworx Server
Administrator for more information.

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1.2.6 Placing Internal Calls
At the main Audio Message Center menu, users can call any internal extension by
dialing * plus the extension.
For Example: Mary calls her voicemail from home. She listens to three new messages
and decides she needs to call John. Mary enters *101 and the system immediately
transfers her to John.
1.3 Place Internal Calls when Leaving a
Voicemail
If the system directs a call to an internal extension to Allworx voicemail, users can dial
another internal extension. To dial the new extension, press * on the numeric keypad
plus the extension or dial “0” 1 (without the *) for the operator. When dialing the new
extension while playing the outgoing message, the system places the call immediately.
When dialing the new extension during or after leaving a message, the system delivers
the message, and then transfers the caller to the dialed extension.
Example: Mary calls John’s extension, but John is not at his desk so his voicemail
answers. Mary decides she would rather talk to Jim instead of leaving John a voicemail.
She dials *102 and immediately transfers to Jim’s extension.
1Digits may vary per system. Please check phone functions tab of the My Allworx Manager page
or consult with the Allworx Server Administrator.
Note:
The Audio Message Center prompts do not mention this option.

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2 My Allworx Manager
The Allworx system provides an internal website for users to access system information
and configure personal settings, such as:
• My Account
• My Call Details
• My Conferences
• My Extension
• My Presence
• My Products
•Directory
• Distribution Lists
• Call Queue
• Phone Functions
• Shared Files
2.1 Access My Allworx Manager
Open a web browser and enter the Allworx server’s LAN address into the address box.
Example: http://192.168.2.254
The following web browsers support My Allworx Manager:
• Microsoft Internet Explorer 8, 9, or 10
• Google Chrome (Latest version)
• Mozilla Firefox (Latest version)
Note:
Items in the list above are available as tabs on the main My Allworx Manager page.
Permission is required to access others. Contact the System Administrator to obtain
permission.
Note:
If the address above does not work, see the System Administrator. The Allworx Server
Administrator may have changed the server’s IP address.

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To access features and configuration settings:
1. Click the Login button.
2. Enter the username and password.
3. Click the Submit button. The application opens.
2.2 Settings
My Allworx Manager enables users to configure some phone settings. The My
Conferences, My Extension, and Call Queue Statistics features require contacting the
Allworx Server Administrator for access.
Table 1: Available Information and Settings
Option Function
My Account
Enable users to change their password and PIN.
Note: Users have both a PIN and a password. The PIN is for Hot Desk logins, logging
into the Message Center, and logging into ACD Queues. Use the password to log in to
My Allworx Manager, the Allworx Call Assistant, Allworx Interact and the Allworx Admin
page.
My Call Details Display a list of recent calls and information including the date, time, incoming or dialed
phone number, and Caller ID.
My
Conferences*
Enable users to schedule conference bridges using the Allworx Conference Center. The
System Administrator can provide permission for individual users to create conferences.
See “My Conferences” on page 13 for information regarding creating and moderating of
conferences.
My Extension*
Display the path of incoming calls to the extension, such as to their phone or other
phones, voicemail inbox, or to external numbers (see Follow-Me-Anywhere Calling). The
Allworx Server Administrator can provide permission for individual users to modify the
call routes. See “My Extension” on page 17 for information on call routes
My Presence
Change the presence setting (e.g. In Office, On Business Trip), which controls the
routing of incoming calls to the extension. The presence is visible to other users on the
Directory tab of My Allworx Manager. See “My Presence” on page 26 for information on
setting the presence.
My Products Provide setup information for advanced Allworx products and indicates if the Allworx
Server Administrator has enabled these products.
Directory Provide a listing of Allworx users including their extensions and presences.
Distribution
Lists Provide a listing of all company email distribution lists configured on the Allworx system.
Call Queue
Statistics* Provide data of all Allworx call queues. Queue managers can contact the Allworx Server Administrator for permission to reset collection of these statistics.

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2.3 My Conferences
The Allworx Conference Center provides a method of reserving conference bridges
provided by the Allworx server. It also offers password-restricted access to the
conference for attendees.
The Allworx Conference Center allows for scheduled and unscheduled conferences.
• Scheduled conference: planned conference using the scheduling feature in My
Allworx Manager.
• Unscheduled conference: unplanned conference using the scheduling feature in
My Allworx manager. The system designates specific conference IDs for
unscheduled conferences. Verify the passwords of the unscheduled conference
with the System Administrator before using, since he or she has the ability to
change the passwords.
The Conference IDs for unscheduled conferences are available with the default
passwords shown in the table below.
2.3.1 Scheduled / Unscheduled Conferences
The My Conferences page displays the conferences that the logged in user is the
Creator or Moderator. When using this feature for the first time, a message displays
Phone
Functions
Usage instructions for system dialing of default extensions and calling features on
Allworx phones If the instructions do not match the required extensions, the Allworx
Server Administrator has changed the system extension settings.
* See the Allworx Server Administrator for access privileges.
Note:
The Conference Center requires the Conference Center Feature Key.
Server Conference ID Password
6x, 6x12, 24x, 48x 480 480
24x, 48x 481 481
24x, 48x 482 482
24x, 48x 483 483
Table 1: Available Information and Settings
Option Function

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stating, “You are not the creator or moderator of any conferences.” After creating a
conference, the following information is viewable for each conference:
The figure below shows an example of four conferences:
Topic Description
Conference
Description Explain the purpose of the conference.
Conference ID Identifier with unique numerals for attendees to confirm on the system the
correct conference.
Conference Password Restrict access to the conference. Attendees provide a numeric PIN code.
Creator Identify the user that scheduled the conference. The Creator can modify, delete,
end the conference, view statistics, and disconnect participants.
Moderator Assigned user to modify, delete, end the conference, view statistics, and disconnect participants. A user can be a Moderator without having permission to
create conferences.
State
Active – A scheduled conference available for attendees to join. It remains
active until reaching the duration and all attendees have exited.
Queued – A conference waiting for the scheduled start time.
Expired – A conference past the scheduled duration with no attendees in the
conference.
Canceled – A conference ended by either the Creator or Moderator.
Enabled – An unscheduled conference that the System Administrator has made
available for all callers to access.
Disabled – An unscheduled conference that the System Administrator has
restricted access to any callers.
Date and Time When the conference is taking place. This field does not display for unscheduled
conferences.
Repetition Frequency of the conference.
Type Description
1 Feature Team Meeting A conference with two users joined.
2 Quarterly Meeting A conference scheduled to repeat once a month.
3 Conference A* An unscheduled conference that the user is has the role of Moderator.
4Sales Conference A scheduled conference that is past the scheduled duration. The
Creator can modify the conference date and time to a future time in
order to keep the same Conference ID and password for convenience
* The System Administrator is always the Creator of any unscheduled conferences