Popp communications Vvx 410 User manual

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

Hosted IP Phone System

End User CommPortal

Reference Manual

(Polycom)

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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:

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

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

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

To forward a voicemail as an e-mail:

Click the ▼ icon corresponding to the message you wish to forward, and select Forward as Email to bring

up the Forward as Email screen.

Enter one or more recipients in the To field. If the recipient is configured in your contact list, then you can

identify them by name. Otherwise you must enter their complete email address. You can specify multiple

recipients by separating them with semicolons.

The Forward as Email screen also allows you to optionally

oSpecify additional recipients in the Cc or Bcc fields

oAdjust the subject line of the email message

oAdd text to be included along with the voicemail attachment

When you are done, click Send to send the message

Note: when forwarding a message as an e-mail, the From address specified will include your name as

displayed on the settings page.

Leave someone a voicemail

This feature enables you to leave voicemails for other users of this voicemail system by recording and

sending a message through the CommPortal interface rather than calling them. You can record a single

message to be sent to a single user, or sent to multiple users rather than calling them each individually.

Recording a message

A number of controls are provided for recording your message.

Starts recording. This will overwrite any message you have previously recorded.

Stops recording the message.

Plays back your recorded message. This action will be unavailable if you have not yet recorded a

message.

Stops playing the message.

This control allows you to adjust the gain of your microphone. Click and then adjust the slider to

set the required volume level. While recording, the lights above this control will show how

loud the signal is from your microphone. If the gain is set correctly then several green lights should

appear while you are recording. If only one or two appear, then the gain is set too low and your message

will be too quiet. If red lights appear then the gain is set too high and your message will be distorted.

This control allows you to adjust the playback volume. Click and then adjust the slider to set the

required volume level.

This control allows you to view and change your Adobe Flash Player Settings, for example to adjust

the settings for your microphone.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

When you first attempt to record a message, an Adobe Flash Player Settings screen will appear. Ensure

that the Allow radio button is selected, and if you do not wish to be shown these settings in future tick the

Remember checkbox.

To send a voicemail:

Press the New Voicemail button, to bring up the New 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.

Optionally flag the voicemail as Urgent or Private

Record your message

Press the Send button to send your message

If you want to forward the message as an email, select Forward as Email to bring up the Forward as

Email screen.

oEnter one or more recipients in the To field. If the recipient is configured in your contact

list, then you can identify them by name. Otherwise you must enter their complete email

address. You can specify multiple recipients by separating them with semicolons.

oThe Forward as Email screen also allows you to optionally

specify additional recipients in the Cc or Bcc fields

adjust the subject line of the email message

add text to be included along with the voicemail attachment

oWhen you are done, click Send to send the message

View contact details or add new callers to your contact list

If a message has been left from a phone number that appears in your contact list, then the name of the

caller will be displayed. To view your contact list entry for the caller, click on their name and select View

contact.

If the call was from a phone number that is not in your contact list, the caller’s phone number will be

displayed. In this case, you can create a contact list entry for the caller by clicking on their number and

selecting Add to contacts.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

Troubleshooting

I have a warning indicator that says Flash is Not Installed, and clicking on the or icon

does not bring up the Player.

The Voicemail Player uses a technology called Flash from Adobe, which is not installed on your computer. If

you click on the warning indicator then it will give you a link to Adobe's website that will install Flash for

you.

I have recorded my message, but when I try to play it back I cannot hear anything

Check you have actually recorded something. The length of the current recording is shown as e.g.

0:01:35 (1 minute and 35 seconds). If the current recording length is 0 or much lower than expected then

try recording your message again.

Check that playback volume is turned up high enough. Volume can be adjusted using the volume slider

described above.

Try re-recording the message, and as you are recording, watch the lights on the player.

oIf no lights appear, or only one or two appear, then check the following.

Increase the gain of your microphone by clicking and moving the gain control

nearer to the top end.

Click the icon to bring up the Adobe Flash Player Settings and make sure that the

Allow option is selected. Click on the microphone icon at the bottom of this settings box

and check that the correct microphone is selected in the dropdown, and that the record

volume is turned up.

If you are using an external microphone, check that this is plugged in correctly.

If this still doesn't solve the problem, then it may be that your microphone has been muted by the

operating system (e.g. Windows) - refer to your operating system help for further information.

If several green lights appear consistently while recording your message, then it is likely that your

message has recorded correctly and the problem is occurring when playing it back. If you are using

external speakers, check that these are plugged in correctly and turned on. If this does not resolve the

problem, then it may be that your speaker has been muted by the operating system (e.g. Windows) - refer

to your operating system help for further information.

I have recorded my message, but when I try to play it back it is distorted

This may be because your microphone gain is set too high. Reduce the gain by clicking and moving the

gain control nearer to the bottom.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

4.2. Faxes

This tab lists all of the faxes in your inbox. New faxes (those you have not yet read) appear in bold type.

For each fax in your inbox, you can see who sent the message, when the message was received, and how

many pages the message contains. If the fax has been sent from a phone number that appears in your

contact list or the sender's name was provided, then the name of the sender will be displayed. If the fax was

from a phone number that is not in your contact list, the phone number that the fax was sent from will be

displayed.

Your inbox may also contain special System Messages, such as delivery failure reports.

The following actions are available to you on this tab.

View a fax or save a local copy on your computer

Manage your faxes by deleting them, or marking them as either new or read

Forward a fax

View contact details or add new callers to your contact list.

View or save a fax

To read a fax, click on the icon corresponding to the fax you wish to view.

To save a local copy of a fax on your computer, right click on the or icon, and select Save Target

As... or Save Link As...

To download a free PDF reader, click here.

Manage your faxes

To delete a fax, press in the row corresponding to the fax that you want to erase. To delete all faxes,

click Delete All.

Faxes are automatically marked as read to when you view them. To mark a fax you have previously

read as new (so that it appears in bold again), click the ▼ icon in the row corresponding to that fax and

select Mark as new in the dropdown list that appears.

Similarly, to mark a fax as read without viewing it, click the ▼ icon in the row corresponding to that fax

and select Mark as read in the dropdown list that appears.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

Forward a fax

You can forward a fax as an email to one or more email addresses (the fax will be attached to the email as a

PDF file). Alternatively, if you wish to forward a fax to another user (or users) on the same messaging system,

you can forward the message as a fax so that it appears in their fax inbox.

To forward a fax as an email:

Click the ▼ icon corresponding to the message you wish to forward, and select Forward as Email to bring

up the Forward as Email screen.

Enter one or more recipients in the To field. If the recipient is configured in your contact list, then you can

identify them by name. Otherwise you must enter their complete email address. You can specify multiple

recipients by separating them with semicolons.

The Forward as Email screen also allows you to optionally

ospecify additional recipients in the Cc or Bcc fields

oadjust the subject line of the email message

oadd text to be included along with the fax attachment.

When you are done, click Send to send the message.

Note: when forwarding a message as an email, the From address specified will include your name as

configured on the settings page.

To forward a fax to one or more other users on the same messaging system:

Click the ▼ icon corresponding to the fax you wish to forward, and select Forward as Fax to bring up the

Forward as Fax screen.

Enter one or more recipients in the To field. The recipients specified must be other users on the same

messaging system, or the attempt to send the message will fail. If a recipient is configured in your contact

list, then you can identify them by name, otherwise you must enter their fax number directly. You can

specify multiple recipients by separating them with semicolons.

You can optionally flag the fax as Urgent.

When you are done, click Send to send the fax.

View contact details or add new callers to your contact list

If a fax has been sent from a phone number that appears in your contact list, then the name of the sender

will be displayed. To view your contact list entry for the sender, click on their name and select View

contact.

If a fax has not been sent from a phone number that appears in your contact list, the phone number that

the fax was sent from will be displayed. In this case, you can create a contact list entry for the sender by

clicking on their number, and selecting Add to contacts.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

System messages

Special System Messages may appear in your mailbox to indicate one of the following:

If you have sent or forwarded a message via the telephone interface and requested a read or delivery

report (receipt), the report will appear in your mailbox once the message has been read or delivered.

If you have sent or forwarded a message and the system has been unable to deliver it, or the message

delivery has been delayed, a report will appear in your mailbox once the message has been deemed

undeliverable or once delivery has been delayed.

If you have failed to answer a scheduled reminder call, you will receive a message in your mailbox to

notify you that you have missed the reminder.

Some system messages may have voicemails associated with them. If there is an associated message then a

or icon will appear - click on the icon to hear the message.

4.3. Missed Calls

This tab lists your recent missed calls.

The following actions are available to you on this tab:

To add an unrecognized caller to your contact list, click on their number and select Add to contacts.

To go to a contact's entry in your contact list, click on their name and select View contact.

To go to the rule in Call Manager which handled a call, click on Show Rule.

The following information is displayed for each missed call.

Message icon. If the missed call resulted in a voicemail, one of the following icons will be displayed.

oYou have an unheard message as a result of this call.

oYou have already heard the message resulting from this call.

oA message was left, but it is no longer in your inbox.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

Caller details. Each caller is identified in the following ways.

oName: the caller's name was provided or the number of the caller matches an entry in your

contact list

oTelephone type: accompanies the name when matched via your contact list

oPhone number: the number of the caller does not match any entry in your contact list

oUnknown: the caller withheld their identity, and so no information about them is available

Date and time of the call.

Show Rule. The Set of Rules which handled the call.

4.4. Dialed Calls

This tab lists your recently dialed calls.

The following actions are available to you on this tab.

To add a dialed number to your contact list, click on the phone number and select Add to contacts.

To go to a contact's entry in your contact list, click on the name and select View contact.

The following information is displayed for each dialed call.

Caller details. Each caller is identified in the following ways.

oName: the number dialed matches an entry in your contact list

oTelephone type: accompanies the name when matched via your contact list

oPhone number: the number dialed does not match any entry in your contact list

Date and time of the call.

Call duration in hours, minutes, and seconds.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

4.5. Received Calls

This tab lists your recently received calls.

The following actions are available to you on this tab:

To add an unrecognized caller to your contact list, click on the phone number and select Add to

contacts.

To go to a contact's entry in your contact list, click on the name and select View contact.

To go to the rule in Call Manager which handled a call, click on the rule name.

To see which number a call was terminated to, hover the cursor over the rule name.

The following information is displayed for each received call.

Caller details. Each caller is identified in the following ways.

oName: the caller's name was provided or the number of the caller matches an entry in your

contact list

oTelephone type: accompanies the name when matched via your contact list

oPhone number: the number of the caller does not match any entry in your contact list

oUnknown: the caller withheld their identity, and so no information about them is available

Date and time of the call.

Call duration in hours, minutes, and seconds.

Set of Rules. The set of rules which handled a call.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

4.6. Rejected Calls

This tab lists your recent rejected calls.

The following actions are available to you on this tab.

To add an unrecognized caller to your contact list, click on their number and select Add to contacts.

To go to a contact's entry in your contact list, click on their name and select View contact.

To go to the rule in Call Manager which handled a call, click on Show Rule. Hover your cursor over

this button to view which rule handled this call.

The following information is displayed for each rejected call.

Caller details. Each caller is identified in the following ways.

oName: the caller's name was provided or the number of the caller matches an entry in your

contact list

oTelephone type: accompanies the name when matched via your contact list

oPhone number: the number of the caller does not match any entry in your contact list

oUnknown: the caller withheld their identity, and so no information about them is available

Set of Rules. The set of rules which handled a call.

Date and time of the call.

POPP Communications Hosted IP Phone System End User CommPortal Reference Manual (Polycom)

4.7. Deleted Messages

This tab lists the messages and faxes in your deleted items folder.

For each message or fax in your deleted items folder, you can see who the caller was, the time of the call,

and the length of the message. If the call or fax 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 or fax was from a

phone number that does not appear in your contact list, the phone number will be displayed. You can also

see if the caller marked the message as Urgent or Private.

The following actions are available to you on this tab.

Play a message

View a fax

Manage your messages and faxes either by restoring them to your inbox or by permanently deleting them

View contact details or add new callers to your contact list

Play a voicemail

To play a message, click on the or icon to bring up the Voicemail Player

View a fax

To read a fax, click on the icon corresponding to the fax you wish to view

To download a free PDF reader, click here.

Table of contents

Popular Telephone manuals by other brands

Logic

Logic F5G quick guide

Siemens

Siemens euroset 2020 user guide

Toshiba

Toshiba Strata DK14 Quick reference guide

AT&T

AT&T 958 user manual

NETGEAR

NETGEAR SPH200W datasheet

Ericsson

Ericsson Dialog 4106 Basic Quick reference guide

CTS

CTS Norstar user guide

3Com

3Com VCX Guide

Cisco

Cisco Cisco 7940 user guide

Kurth Electronic

Kurth Electronic TP09D user guide

Polycom

Polycom BelAir50 Configuration guide

TCM

TCM Telephone with Answering Machine operating instructions

Plaisio

Plaisio TURBO-X PL1002 user guide

Ericsson

Ericsson Dialog 4223 Professional Quick reference guide

Yealink

Yealink CP935W user guide

Toshiba

Toshiba Strata DK14 Quick reference guide

V-tech

V-tech ErisBusinessSystem UP406 user manual

ULTRA TEC

ULTRA TEC Uniphone 1140 user guide

POPP Communications VVX 410 User manual

Popular Telephone manuals by other brands