POPP Communications VVX 410 User manual

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)
© POPP.com, Inc. All rights reserved. Service 24x7 @ 763-797-7900 or 1-800-234-POPP Page 1 of 58 6/18/15
Hosted IP Phone System
End User CommPortal
Reference Manual
(Polycom)

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)
© POPP.com, Inc. All rights reserved. Service 24x7 @ 763-797-7900 or 1-800-234-POPP Page 2 of 58 6/18/15
Table of Contents
1.0 Introduction
2.0 Logging In
3.0 Dashboard
3.1. Overview
3.2. Click to Dial
4.0 Messages & Calls
4.1. Messages
4.2. Faxes
4.3. Missed Calls
4.4. Dialed Calls
4.5. Received Calls
4.6. Rejected Calls
4.7. Deleted Messages
4.8. Export Calls
5.0 Contacts
5.1 Contact List
5.2 Adding a new contact entry
5.3 Editing an existing contact entry
5.4 Adding a group entry
5.5 Editing a group entry
5.6 Deleting a contact list entry
5.7 Contact list import
5.8 Contact List export
5.9 Extensions
5.10 Short Codes
6.0 Call Manager (Advanced)
6.1. What is Call Manager?
6.2. How does Call Manager work?
6.3. Summary
6.4. Rules
6.5. Forwarding
6.6. Ringing Multiple Phones
6.7. Weekly Schedule
6.8. Special Days
7.0 Call Manager (Standard)
7.1. Forward All Calls
7.2. Forward Calls When No Answer or When Your Line is Busy
8.0 Groups
8.1. Group Membership
8.2. Group Details
9.0 Settings
9.1. Account
9.2. Calls
9.3. Messages
9.4. Account Codes
9.5. Notifications
9.6. Reminders
10.0 Additional Information

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1.0. Introduction
This guide is intended to help end users perform the tasks needed to manage telephone settings via the End
User CommPortal, such as:
View recent calls
Listen to voice mails
Manage your contacts
Set up rules to route your calls
And much more
There are other guides which you (and other users) may refer to when administering your system:
Hosted IP Phone System Administrator Reference Manual
Hosted IP Phone System User Guides
The End User CommPortal is supported on the latest versions of all major browsers and operating systems.
This includes:
Microsoft Internet Explorer version 6 or later
Firefox version 3 or later
Google Chrome version 4 or later (Windows only)
Safari version 5 or later (Mac OS X only)
It is supported on the following operating systems:
Microsoft Windows 2000
Microsoft Windows XP
Microsoft Windows Vista
Microsoft Windows 7
Mac OS X 10.6, Snow Leopard
Mac OS X 10.7 (Lion)
JavaScript must be enabled.
2.0 Logging in
Go to https://portal.popp.com/
Number: enter 10-digit phone number (phone number must be set up by POPP with access)
Password: enter your password (the first time you login, enter the password assigned by POPP)
Check the box to “Remember me on this computer” if desired
Click Login
The Dashboard page will open.

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3.0 Dashboard
Once you are logged in, the Dashboard page will open:
3.1. Overview
The dashboard provides a way to quickly access some of your key features including:
Messages: Shows at a glance how many new messages you have along with the total number of
messages. Click on the link to manage your messages.
Missed calls: Shows you recent missed calls. If calls are from people in your contact list, their name is
displayed along with their telephone type. Click on a caller's name to dial their phone number or view their
contact information.
Contacts: Provides an easy way to search for a contact by name and view contact details
Call Manager Settings: Displays current settings for how incoming calls are handled. Click on the link to
change Call Manager settings.
Click on the icon at any time to access:
oHelp Information
oRefresh
oLogout
Help Information example:

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3.2. Click to Dial
The Click to Dial feature allows you to initiate a phone call by clicking on a phone number, contact name, or
by clicking on the button.
Click to Dial:
Allows you to select the phone number that you want to place the call from. This can be your desk
telephone, cell phone, home phone, etc.
Your telephone will ring and you must answer your telephone in order to place the call to the destination
number.
Your desk telephone phone number will be sent for outbound caller ID even when the call is placed from
another telephone (cell phone, home phone, etc.)
To place a Click to Dial call using the button:
Click on the button
Enter or select the number to dial by:
oTyping the phone number
oTyping the name or start of the phone
number and then choosing from
suggestions from your contacts or
extensions
oTyping a vanity number in which letters are
used instead of numbers
Click Change to change the number that you are
calling from. This is the telephone that will ring and you will need to answer in order to place the call to the
destination number.
Click Dial to initiate the call
You can also initiate a Click to Dial call by clicking on a phone number or contact name and selecting to Dial
from (nnn) nnn-nnnn or Dial from other number option.
A popup shows the progress of these stages and the duration of the call once the destination telephone has
been answered. If you pick up your telephone, but there is a problem calling the target telephone, the web
page will not report the problem since you will hear the problem via the telephone itself. This matches the
behavior you would expect had you picked up the telephone yourself and dialed manually. You can end the
call via your telephone by hanging up, or by pressing the End Call button in the popup window. You can hide
the popup window without ending the call by clicking on the Close button.

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4.0. Messages & Calls
The Messages & Calls page allows you to listen to your voicemails, manage your faxes, and view details of
your recent missed, dialed, received, and rejected calls.
The Messages and Calls screen contains the following tabs:
Messages: Lists new and saved voicemail messages.
Faxes: Lists new and saved faxes (Enhanced Seat and Fax to E-mail required)
Missed: Lists unanswered incoming calls (up to 500 calls in the last 60 days)
Dialed: Lists outgoing calls, including calls made using the Click to Dial feature (up to 500 calls in the
last 60 days)
Received: Lists calls that you have answered (up to 500 calls in the last 60 days)
Deleted: Lists deleted voicemail messages. You can select to restore or permanently delete them.
Each of these sections is described in more detail below.

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4.1. Messages
This tab lists all of the voicemail messages in your inbox. New messages (those you have not yet listened to)
appear in bold type.
For each message in your inbox, you can see who the caller was, the time of the call , the length of the
message. If the call was from a phone number that appears in your contact list or the caller's name was
provided, then the name of the caller will be displayed. If the call was from a phone number that is not in your
contact list, the caller’s phone number will be displayed. You can also see if the caller marked the message
as Urgent or Private.
Your inbox may also contain special System Messages, such as delivery failure notifications.

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The following actions are available to you on this tab.
Play a message or save a local copy on your computer
Manage your messages by deleting them, or marking them as either new or heard
Reply to or forward a message
Leave a message for someone
View contact details or add new callers to your contact list.
Play or save a message
To play a message, click on the or icon to bring up the Voicemail Player.
To save a copy of the message on your computer, right click on the or icon, and select Save
Target As... or Save Link As...
Voicemail Player
The Voicemail Player allows you to listen to your voicemails using a similar interface to an MP3 player.
The top section of the player screen shows the name (if available) and phone number of the person who left
the voicemail.
The lower section of the player screen displays more information about the message, including the date and
time the message was received. You can also see if the caller marked the message as Urgent or Private,
or has requested a read receipt .
The icons along the bottom of the player allow you to play and manage your messages:
plays the current voicemail
replaces the play button - pauses the currently playing voicemail
shows the progress of the loading of the voicemail
shows the progress of the message playback and can be dragged to move you to a particular part of
the voicemail recording
controls the volume of the message playback. Click the icon and use the slider to change the
volume level.
deletes the current message

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displays the following options:
oReply launches the voicemail recorder so that you can compose a reply
oMark as new allows you to mark this message as if it were a new message. For new messages,
this option allows you to mark it as heard.
oForward as Email launches the Forward as Email screen
oForward as Voicemail launches the Forward as Voicemail screen
oSave allows you to save the message locally on your computer
oThe timer indicates both the playback time (the number on the left) and the total length of the
message (the number on the right)
steps back to play the previous message
steps on to play the next message
Finally, to close the voicemail player and return to the Messages & Calls screen, click .
Mark as new allows you to mark this message as if it were a new message. For new messages, this
option allows you to mark it as played
Forward as Email launches the Forward as email screen
Save the message
Manage your messages
To delete a message, press in the row corresponding to the message that you want to erase. To
delete all messages, press Delete All.
Messages are automatically marked as listened to when you play them. To mark a message you have
previously listened to as new (so that it appears in bold again); click the ▼ icon in the row
corresponding to that message and select Mark as new.
Similarly, to mark a message as heard without listening to it, click the ▼ icon in the row corresponding
to that message and select Mark as heard.

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Reply to or forward a voicemail
If you have received a voicemail from another user on the same voicemail system, you can record and send a
voicemail as a response.
You can also forward voicemails (as long as they are not marked as private).
If you wish to forward a voicemail to another user (or users) on the same voicemail system, you can
forward the message as:
oA Voicemail
oAn E-mail to one or more email addresses (the voicemail will be attached to the e-mail as a WAV
file).
To reply to a voicemail:
Click the ▼ icon in the row corresponding to the message you wish to reply to, and select Reply to bring
up the Voicemail Reply screen. Note: if you attempt to reply to a message from someone who is not a
user on the same voicemail system then when you try to send the reply it will fail.
Record a response.
The Voicemail Reply screen also allows you to optionally:
oFlag a response as urgent or private
oListen to the original message by clicking on the original voicemail header to access the
voicemail player controls
oAdd other recipients to the To field, separating them with semicolons
When you are finished, click Send to send the message
To forward a voicemail as a voicemail:
Click the ▼ icon corresponding to the message you wish to forward, and select Forward as Voicemail to
bring up the Forward as Voicemail screen.
Enter one or more recipients in the To field. The recipients specified must be other users on the same
voicemail 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 phone number directly. You can
specify multiple recipients by separating them with semicolons.
The Forward as Voicemail screen also allows you to optionally
oFlag the voicemail as urgent or private
oRecord an introductory message - when the recipient listens to the voicemail, they will hear your
introductory message first followed by the message you are forwarding
oListen to the original message by clicking on the original voicemail header to access the
voicemail player controls
When you are done, click Send to send the message