Polycom VVX 201 User manual

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Polycom VVX 201
User Guide

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Contents.................................................................................................................................................... 2
Installation ............................................................................................................................................................... 3
Desk Setup ....................................................................................................................................................... 3
Wall Mounting................................................................................................................................................. 5
Provisioning Instructions......................................................................................................................................... 6
Using the NextOS 3.0 Beta Portal ................................................................................................................... 6
Entering the Provisioning Server ................................................................................................................... 8
Enabling the Web Configuration Utility...................................................................................................... 14
Additional Setup Options...................................................................................................................................... 17
Correcting the Time....................................................................................................................................... 17
Line Mirroring ................................................................................................................................................ 17
Busy Lamp Field (BLF) .................................................................................................................................... 19
Configuring Directories.................................................................................................................................. 19
Speed Dials..................................................................................................................................................... 20
Automatic Call Distribution (ACD) ................................................................................................................ 26
Conferencing Setup ....................................................................................................................................... 26
Basic Phone Usage................................................................................................................................................. 27
Making a Call.................................................................................................................................................. 27
Making a Second Call..................................................................................................................................... 28
Accepting a Call.............................................................................................................................................. 31
Accepting a Second Call................................................................................................................................. 32
Terminating a Call .......................................................................................................................................... 35
Transferring a Call .......................................................................................................................................... 36
Conferencing.................................................................................................................................................. 39
Checking Voicemail........................................................................................................................................ 40
Using Directories............................................................................................................................................ 41
Call Lists .......................................................................................................................................................... 45
Speed Dials..................................................................................................................................................... 52
Changing ACD States ............................................................................................................................................. 55
Signing In ........................................................................................................................................................ 55
Going Unavailable.......................................................................................................................................... 56
Going Available .............................................................................................................................................. 57
Accepting a Call.............................................................................................................................................. 58
Disposition Codes .......................................................................................................................................... 58
Wrap-Up......................................................................................................................................................... 60
Signing Out..................................................................................................................................................... 61
Additional Features ............................................................................................................................................... 62
Do Not Disturb ............................................................................................................................................... 62
Factory Reset ......................................................................................................................................................... 63

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Installation
Desk Setup
1. Connect the Polycom VVX 201 as shown in the diagram below.
NOTE: Depending on your preference, it may be easier to attach the stand to the phone first
(see step 2 below), and then connect the headset, Ethernet cables, and AC adapter (Figure
1-1).
Figure 1-1: Attaching the Cables
2. Connect the stand to the phone as shown in the diagram in Figure 1-2.
Figure 1-2: Attaching the Stand

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3. If using an optional headset, follow the diagram in Figure 1-3 to connect the headset.
Figure 1-3: Optional Headset Attachment

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Wall Mounting
Follow the diagram below to mount the Polycom VVX 201 to a wall (Figure 1-4).
Figure 1-4: Mounting to the wall
Location of Controls
The features of the Polycom VVX 201 phone are shown below (Figure 2-1).
Figure 2-1: Phone Layout

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Provisioning Instructions
Before you can make calls with the Polycom VVX 201, it must be added to your Nextiva account,
assigned to a user, and provisioned. Follow the instructions below to complete these tasks.
Using the NextOS 3.0 Beta Portal
1. For Administrators, log in to the NextOS Beta 3.0 portal by visiting www.nextiva.com and
clicking on the customer Login found at the top right.
2. Log in to the NextOS 3.0 Beta portal with your login credentials.
3. From the main dashboard, click Manage in the Users tile (Figure 3-1).
Figure 3-1: Users Tile
4. Hover your cursor over the user to whom you are assigning the device, and click the pencil
icon that appears to the right of their name (Figure 3-2).
Figure 3-2: User Edit
5. Scroll down, and click the Devices section.
6. Select the Own Device radio button.

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7. Select the Polycom VVX 201 phone from the drop-down list below the Own Device radio
button (Figure 3-3).
Figure 3-3: Selecting the Make and Model
8. Enter the MAC address in the MAC Address text box (Figure 3-4).
9. Click the green Generate button under both the Authentication Name and Authentication
Password text boxes.
Figure 3-4: Generating Authentication Details

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10. Click Save & Continue. A pop-up message appears confirming that the transaction has been
processed (Figure 3-5).
Figure 3-5: Confirmation Message
Entering the Provisioning Server
If the Polycom VVX 201 phone was purchased from Nextiva, then the phone will arrive with the
provisioning address already programmed into the phone. If the phone was purchased from a third
party, or if the phone required a factory reset, you will need to manually enter the provisioning
address into the phone. Follow the instructions below to do this.
From the Phone’s Menu:
1. Press the Home button on the right side of the phone.
2. Select Settings Advanced… from the menu.
3. Enter 456 as the password, and press the Enter softkey at the bottom of the screen (Figure
3-6).
Figure 3-6: Enter Password
NOTE: If the phone does not accept 456 as the password, you will need to contact the
provider with whom this phone last had service to obtain the password, or factory reset the
phone using the instructions found later in this guide.

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4. Select Admin Settings… Network Config… Provisioning Server… from the menu. You
will know if you are on the correct screen because the top option on the Provisioning Server
menu says DHCP Menu (Figure 3-7).
Figure 3-7: Provisioning Server Menu
5. Select the Server Type field to edit it, and then select HTTP (Figure 3-8).
Figure 3-8: Server Type
6. Select the Sever Addr field to edit it, and enter dc.nextiva.com/ucvvx201/ as the server
address. Press the OK softkey at the bottom of the screen when you are done typing (Figure
3-9).
Figure 3-9: Server Address

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NOTE: To enter a period (.), press the *key once. To enter a forward slash (/), press the #
key once (Figure 3-10).
Figure 3-10: Special Characters
7. Press the Back softkey at the bottom of the screen, and scroll down using the directional
pad until you see Tag SN to UA.
8. Set this option to Enabled (Figure 3-11).
Figure 3-11: Enable Tag SN to UA
9. Press the Back softkey twice until the Save Config option appears on the screen.
10. Press the Sel softkey at the bottom of the screen to save the configuration. The phone will
reboot, provision and register (Figure 3-12).
Figure 3-12: Save Config

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To determine if the phone is registered (which is necessary to make and receive calls), examine the
phone screen. It should display the extension on the left side of the screen, along with a check mark
(Figure 3-13).
Figure 3-13: Active Line
From the Phone’s Web Configuration Portal:
1. Press and hold the 1, 4, and 7keys on the phone. The phone’s IP address and MAC address
display on the screen (Figure 3-14).
Figure 3-14: Phone Details
2. Enter the IP address into the address bar of your web browser. For best results, use either
Google Chrome®or Mozilla Firefox®(Figure 3-15).
Figure 3-15: Navigate to the IP Address

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NOTE: If you are unable to access the phone using the IP address, the Web Configuration
Utility may be disabled. Follow the instructions in the “Enabling the Web Configuration
Utility” section to enable this.
3. Make sure that Admin is selected as the login type, and enter 456 as the password (Figure 3-
16).
Figure 3-16: Log in to the Phone’s Interface
4. Click the Submit button at the bottom of the screen (Figure 3-17).
Figure 3-17: Submit
5. Hover your cursor over the Settings option on the main menu bar at the top of the screen,
and select Provisioning Server from the hover-over menu (Figure 3-18).
Figure 3-18: Settings Hover-Over List

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6. Select HTTP in the Server Type drop-down list at the top of the screen (Figure 3-19).
Figure 3-19: Server Type
7. Enter dc.nextiva.com/ucvvx201/ in the Server Address text box and set Tag SN to UA to
Enabled. It is not necessary to edit any of the other fields on this screen (Figure 3-20).
Figure 3-20: Provisioning Server Changes
8. Click the Save button at the bottom of the screen (Figure 3-21).
Figure 3-21: Save Changes

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9. Click the Yes button when the pop-up message appears asking if you want to save the
configuration changes (Figure 3-22). The phone should reboot, provision and register. If it
does not reboot, proceed to step 10.
Figure 3-22: Confirmation Window
10. Go off-hook.
11. Press and hold the 0, 1and 3keys until the phone reboots.
12. Go on-hook.
NOTE: In this guide, off-hook is used to describe when a phone is in use or has a dial tone before
a call is made. On-hook describes when a phone is idle.
To determine if the phone is registered (which is necessary to make and receive calls), examine the
phone screen. It should display the extension on the left side of the screen along with a check mark
(Figure 3-23).
Figure 3-23: Active Line
Enabling the Web Configuration Utility
When the device reprograms itself as a part of provisioning process, the web configuration utility
will be disabled. This is a default action done to protect your phone from outside influence. If the IP
address does not load the phone’s web interface, follow the steps below to enable the web
configuration utility.
1. Press the HOME button on the upper-right of the phone.

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2. Select Settings Advanced… from the menu (Figure 3-24).
Figure 3-24: Advanced Settings
3. Enter 456 for the password, and then press the Enter softkey at the bottom of the screen
(Figure 3-25).
Figure 3-25: Enter Password
NOTE: If the phone displays “Sorry, try again” when entering 456 as the password, you will need to
contact your previous service provider to obtain the password, or factory reset the phone using the
instructions in the “Factory Reset” section of this guide (Figure 3-26).
Figure 3-26: Incorrect Password

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4. Select Admin Settings Web Server Config… from the menu (Figure 3-27).
Figure 3-27: Admin Settings
5. Set the Web Server to Enabled and the Web Config to HTTP/HTTPS (Figure 3-28).
Figure 3-28: Web Server Config
6. Press the Back softkey at the bottom of the screen once, then select Save config. The phone
should reboot. After the phone is finished rebooting, you will be able to access the phone
through a web browser on your computer (Figure 3-29).
Figure 3-29: Save Config

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Additional Setup Options
Correcting the Time
If the Polycom VVX 201 does not display the correct time, first check the time zone assigned to the
user in the NextOS 3.0 Beta portal. If the time zone is correct, you will need to contact Nextiva
Support. A technician will assist in programming the phone to correct the time.
Line Mirroring
Line mirroring enables line 2 on the Polycom VVX 201 phone so that you can make and receive calls
on that line. Any calls made or received from line 2 will use the same extension and phone number
as line 1. Follow the instructions below to configure line mirroring.
1. Press the Home button on the right side of the phone.
2. Select Settings Advanced… from the menu.
3. Enter 456 as the password, and press the Enter softkey at the bottom of the screen (Figure
4-1).
Figure 4-1: Enter Password
NOTE: If the phone displays “Sorry, try again” when entering 456 as the password, you will need to
contact your previous service provider to obtain the password, or factory reset the phone using the
instructions in the “Factory Reset” section of this guide (Figure 4-2).
Figure 4-2: Incorrect Password

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4. Select Admin Settings… Line Configuration… Line 1… from the menu. You will know if
you are on the correct screen because the top option on the Line 1 menu displays the name
of the user (Figure 4-3).
Figure 4-3: Line Configuration
5. Select Line Keys Num Line Keys from the menu.
6. Enter 2as the number of line keys, and then press the Ok softkey at the bottom of the
screen (Figure 4-4).
Figure 4-4: Line Keys
7. Press the Back softkey at the bottom of the screen three times until the Save Config option
appears on the screen.
8. Press the Sel softkey at the bottom of the screen to save the configuration. The phone will
return to the main screen, and the extension on line 1 will be “mirrored” to line 2 (Figure 4-
5).
Figure 4-5: Save Config

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Busy Lamp Field (BLF)
BLF is not supported on the Polycom VVX 201.
Configuring Directories
The Polycom VVX 201 phone supports remote directories including Common and Personal Phone
Lists (third-party contacts) as well as Custom Contact Directories (internal users). While some of the
remote directory configuration can be performed by you, it cannot be completed without the help
of a Nextiva Technician. As a user, you can create a list of contacts as a CSV file that a Nextiva
Technician can use to integrate into a directory. Follow the steps below to create a CSV file of
contacts ready for upload:
Creating a List of Contacts:
Up to 500 third-party contacts to be imported to the account at one time. Each account can have up
to 10,000 contacts total. However, the Polycom VVX 201 phone will only store a maximum of 99
contacts at a time.
To avoid errors when uploading a contact list, the list needs to be formatted as a .csv file. The names
and numbers should be entered as shown below (Figure 4-6). For best results, use a simple text
editor such as Microsoft Notepad®. Using Microsoft Office®programs such as Excel®and Word®may
cause errors due to additional formatting added by those programs.
Figure 4-6: Example CSV Contact List

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Speed Dials
While it is possible to set up speed dials through the menu on the Polycom VVX 201, setting up
speed dials using Nextiva’s included speed dial features, Speed Dial 8 or Speed Dial 100, is preferred.
Doing so will ensure your speed dials are not lost in the event of device hardware failure. Follow the
instructions below to set up Speed Dial 8, which will allow the user to dial frequently called numbers
using 2 through 9 on their keypad.
From the Polycom VVX 201 Phone:
1. Go off-hook.
2. Dial *74 from the phone.
3. After the beeps, enter the number to be used for the speed dial, then the phone number or
extension, followed by #.
EXAMPLE: to set up the number 3 as a speed dial to 4805551234, first enter 3, then
4805551234, then # (34805551234#).
4. Go on-hook.
For instructions on how to use Speed Dial 8, see the section titled