1. Hosted Voice Training Standard CommPortal
(Polycom)

2. Agenda Customer Resource Center How to Log In “Help” Button Dashboard
Messages & Calls
Contacts
Call Manager
Summary
Forwarding
Follow Me
Screening
Applications
Call Me Button
Settings
Security – e911
Blocking
Preferences
Messaging
Phones configuration
Contacts

3. Resource Center 1 2 3 https://www.earthlinkbusiness.com/hostedvoice
Explain how this Hosted Voice Customer Resource page is very helpful to the customer.
The right hand side of this web page, we will discuss the following topics:
1. Getting started with the phones.
2. User Support – for standard and premium seats
3. User guides that the customer can print out and review
4. Discuss the How to videos
5. The overview of EarthLink Business’ ACD
In the center section, the customer can obtain user guides that were produced directly from the phone manufacturer .
The right side of this web page will discuss:
The Business Group Administrator training
And towards the bottom of the page you will see hyper links that you can click on in order to get into the user commportal as well as the Business Group Administrator portal. 1 2 3

4. Log In Open up a web browser Go to https://voip.elnk.us
You will enter the following:
Number – This is your 10 digit telephone number.
Password – This is your CommPortal password.

5. Logging In For The First Time
When you log into the CommPortal for the first time, you will be prompted to change your CommPortal password and voic pin.
You can use the default voic greeting or create a personal voic greeting. (This step is not required on initial login)
Log in with 10 digit phone number & password (provided by Earthlink)
(Different from voic pin)
Click “Next” to begin

6. Powerful Help Tool
For additional help, click on the settings icon (located at the top right corner)
Select Help

7. CommPortal – Dashboard
Dashboard: Provides a quick view of the most common functions
Messages & Calls: Provides call history
Contacts: Provides a method for storing and retrieving contact details
Call Manager: Allows customer to manage how incoming calls are handled
Apps: Download Call Me button
Groups: Displays Groups the telephone number is part of (such as MLHG’s and MADN’s)
Settings: Provides access to call service settings 1 2 3 4 5 6 7

8. Messages & Calls The Messages & Calls tab allows you to:
Manage and listen to your voic s
View your faxes
View details of your recent missed, dialed & received calls.
The export feature allows you to export your missed, dialed and received calls in a CSV format (Comma Separated Values)

9. Messages & Calls
The Messages tab allows you to see and listen to voice mails messages
The Faxes tab allows you to see and view faxes sent to your unified fax number.
* Unified fax is a subscription based service. If you are not subscribed, the Faxes tab will not appear

10. Messages & Calls Messages & Calls tab also allows you to:
View the last 200 Missed calls
View the last 10 Dialed calls
View the last 200 Received calls
View Deleted messages 1 2 3 4

11. Contacts
This page allows you to manage your Contact List and Speed Dials.
It also displays your Extensions and Short Codes.
Standard Seats can store up to 250 contacts.

12. Contacts – Import Contact List
Importing Contacts
If you have contacts in a Outlook, Yahoo, Gmail or Hotmail account, you can import these details into your Contacts list.
Sign in to your application and save the contact details that you want to import into in a suitable file.
This file must use the Windows comma separated variable format (CSV) and contain a header line that describes the column contents for each contact. Make a note of the file's name and location.
Select the Contacts tab.
Select Import at the bottom of the screen to launch the Import Contacts popup.
Use the Browse button to search for the file on your PC.
By default, the new contact details will replace existing ones if the names are the same.
Click Import.
For Example .CSV file format Enter a contact manually. Click Export All and a sample .csv will be generated. You can then use this as a template to add you Contacts.

13. Contacts – Speed Dials
Speed Dial - This is the short code you will use when dialing from your phone.
Number - This is the full number that you wish to call when using this speed dial entry.

14. Contacts – Extensions
The Extensions tab displays a list of the contacts within your business group.
This information is for viewing only and does not allow you edit the list.

15. Contacts – Short Codes
Short codes allow you to quickly dial common numbers that are set up by the Business Group Administrator.
This information is for viewing only and does not allow you edit the list.

16. Call Manager Incoming Calls
The summary tab provides a description of how calls you receive will be handled, taking into account the settings for all of your incoming call services and any interactions between them.
Inbound Call Handling
Ring your Phone
Send to Voic
Forward to another number
Find Me / Follow Me
Call Manager allows you to define how
your incoming calls are handled.

17. Call Manager – Call Forwarding
When enabled, this service immediately forwards all calls you receive to an alternate destination.
Enter the number you want the call to forward to.
Click the Apply button.

18. Call Manager – Busy / No Answer
When the No Answer forwarding is enabled, incoming calls that you do not answer are forwarded to the alternate destination.
When the Busy forwarding is enabled, this service forwards calls to an alternate destination any time your line is busy.
You also have the ability to use the same call forward destination for both services

19. Call Manager – Selected Callers
When enabled, the Selected Callers forwarding immediately forwards calls from specific callers to an alternate destination.
Press the Edit List button to program your list of numbers that you want to use this feature.
Enter the number you want to forward the calls to in the Options section

20. Call Manager – Forwarding Destinations
If you frequently forward your calls to certain numbers (for example your own home, work, or mobile number), configuring them as Forwarding Destinations makes your other services easier to use.
Enter the name of where you are forwarding the call in the Destination field.
Enter the number of where you are forwarding the call in the Number field.
Click the Add button.

21. Call Manager – Follow Me
Your Mobile
Your Desk Phone
Home Phone
When enabled, this service redirects calls that you receive to one or more alternate destinations.
You may configure multiple destinations to ring sequentially, simultaneously or a combination of both.
To begin, Click Add Rule.

22. Call Manager – Follow Me
Destination to Ring - Choose either My Phone (Desk Phone) or Other.
Note: If you choose Other enter the number you wish to ring
Choose the amount of time you want it to ring and the step you wish apply the rule to.
Enter a description
Hit OK to save.
Each ring is approximately 5 seconds long

23. Call Manager – Follow Me
Completed “Follow Me” Example
Rings Desk Phone for 15 seconds
Rings Home Phone and Cell Phone for 15 seconds.
Rings Desk Phone for 15 seconds.
If no phone is answered, call will left in the Desk Phones voic box.
Click Apply to save changes
Rings “Desk Phone” for 18 seconds
Then rings “Cell Phone” for 18 seconds AND
Rings “Lisa Cell” for 18 seconds simultaneously
Finally, rings “Desk Phone” again for 18 seconds
If no phone is answered, call will left in the “Desk Phones” voice mail box

24. Call Manager – Screening
Selective Rejection: When enabled, this service rejects calls from specific callers. Rejected callers hear an announcement telling them that you do not wish to take their call. You can enable or disable this service.
Anonymous Rejection: When enabled, this service rejects calls from callers who withhold their caller ID. Rejected callers hear an announcement telling them that you do not wish to take their call. You can enable or disable this service.
Priority Call: When this service is enabled, calls from specific callers ring your phone with a distinctive ringing signal. You can enable or disable this service.

25. Applications (Apps)
Call Me allows you to add a button to a website or signature , allowing people to phone you by simply clicking on the button.
Your account will be charged for the cost of the calls made using Call Me buttons.

26. Settings – Account – Emergency (e911)
911 Location: Allows the user to set the location for emergency 911 phone calls
Remember to follow this step every time your phone moves to a new address.

27. Settings – Emergency (e911)
In the new window, complete the fields and click the Update Address button.
IMPORTANT: Your address will be verified., so please enter a true physical address. Ensure to update this address whenever you change you physical location. It is also important Not to include special characters in the Name field.

28. Settings – Account Password
Account Password: Allows you to change your login password for the CommPortal.
Note: Password must be alphanumeric and contain at least one letter and one number. (8 to 20 characters)
Call Services Pin: Allows you to change your PIN for Remote Call Services. (remote call forward for standard seats)
Note: Password must be 4 numbers long.
Voic Pin: Allows you to change your PIN for Voic .
Note: Password must be 6-20 numbers long with no numbersin a sequence. It also cannot be the number of the line or contain a part of the number 1 2 3

29. Settings – Change Account Password
Enter Current Password
Enter New Password
Confirm New Password
Click Confirm to save changes

30. Settings – Call Services PIN
Enter New PIN
Click Confirm
Note: Password must be 4 numbers long.

31. Settings – Change PIN Enter New PIN Click Confirm
Note: Password must be 6-20 numbers long with no numbers in a sequence. It also cannot be the number of the line or contain a part of the number

32. Settings – Account – Devices
Devices provides a link to the interface that you use to configure your desk phone. (ex. Add / Remove soft keys)
Clicking the link opens the interface in a separate window
Note: Options for programming keys on your phone depend on the type of phone ordered. Please refer to phone specific training for details on button programming.

33. Programming Phone Keys from the CommPortal
There are numerous functions that can be programmed to buttons on your phone
Click Programmable Keys – Line or Programmable Keys – Bottom to begin
Programmable Keys – Line The keys to the left and right of the display are know as line keys.
*Keys on screen for vvx 600 model
Programmable Keys – Bottom The keys under the display are know as the bottom keys.

34. Programming Phone Keys from the CommPortal
To Program the Line keys
Select a key from the list.
* Line 1 is reserved for the phone number & should not be modified.
There are various line keys depending on the phone model.
VVX 310 – 6 buttons
VVX 410 – 12 button (pictured)
VVX 600 – 16 buttons

35. Programming Phone Keys from the CommPortal
To Program the Bottom keys
Select a key from the list.
* By default Redial, DND (do not disturb) and Directory are assigned to Key 1, 2 and 3
There are 10 available keys to assign.
These buttons will only be available in a idle state. When on a call, these buttons will not be available and will change to an “in call” set of keys.
If you need a key to be available while on a call, they should be added to the Line Keys.

36. Programming Phone Keys from the CommPortal
There are numerous programmable options for Line keys.
Automatic Callback
Automatic Recall
Directed pickup
Enhanced Monitored Extension
Enhanced Call Park
Last Caller ID Erasure
Line
Line Identity
Speed Dial
Trace Call
Voic

37. Programming Phone Keys from the CommPortal
Here is a brief description on what the Line key functions do:
Automatic Callback: Do not use. The phones redial key works the same
Automatic Recall: Gives last caller info and time called. Gives you the option to return the call by pressing 1
Directed Pickup: Picks up specified ringing extensions (You will need to add extension to retrieve)
Enhanced Monitored Extensions: Adds Enhanced Monitored Extension (You will need to specify Extension)
Enhanced Call Park: Adds Enhanced Call Park
Group Pickup: If phone is in a “call pick up group”, this will allow phone to pick up ringing call from extension in specified group
Last Caller ID Erasure: Erases last record of recent calls you have made and received
Line: Adds Additional lines when programmed (in EarthLink system)
Speed Dial: Adds speed dial (specify number)
Trace Call: Traces last call received
Voice Mail: Adds voice mail key

38. Programming Phone Keys from the CommPortal
There are numerous programmable options for Bottom keys.
Automatic Recall
Call List
Directed Pickup
Directory
Do Not Disturb
Group Pickup
Intercom
Last Caller Id Erasure
Intercom (Specific Number)
Last Number Redial
Persistent Paging Key
Push to Talk
Persistent Push to Talk
New Call
Park Call
Retrieve Parked Call
Speed Dial
Trace Call
Other Services (XML Apps)
dialed call list
log out
call lists
messages
contacts
services

39. Programming Phone Keys from the CommPortal
Here is a brief description on what the Bottom key functions do:
Automatic Callback: Do not use. Redial key works the same
Automatic Recall: Gives last caller info and time called. Gives option to return the call by pressing 1
Call List: Brings up a list of inbound & outbound calls
Directed Pickup: Picks up specified ringing extensions (will ask you to add extension to retrieve)
Directory: Please use Other Services Contacts
Do Not Disturb: Calls will not ring phone.
Group Pickup: If phone is in call pick up group, this will allow phone to pick up ringing call from extension in a specified group
Intercom: Activates 2 way intercom feature. Must dial extension after pressing Intercom
Intercom (Specific number) : Activates 2 way intercom to specified extension
Last Caller Id Erasure: Erases last record of recent calls you have made and received
Last Number Redial: Redials last number dialed
Persistent Paging Key: Bring up paging options ( Paging key automatically added when paging enabled)
Push to Talk: Bring up Push to Talk options ( PTT key automatically added when paging enabled)
Persistent Push to Talk: Bring up Push to Talk options ( Paging key automatically added when paging enabled)
New Call: Provides dial tone to make a phone call
Other services (XML Apps) (see - options)
dialed call lists: Brings up dialed call list
log out: Dissociates phone number from mac address in meta should only be used when hot desking is present
call lists: Brings up call list
Messages: Bring up VVX phone messaging center (allows for listing to VM messages on phone)
Contacts: Brings up XML Directory
Services: No services available at this time
Park Call: Allows you to Park a Call
Retrieve Parked Call: Retrieves parked call (asks for Orbit on phone screen)
Speed Dial: Adds speed dial (specify number)
Trace Call: Traces last call received

40. Programming Phone Keys from the CommPortal
To Assign a Key Under the Line Key Area:
Click on key you wish to assign
Click on drop down arrow and make a selection
Fill out any additional information needed *
Click Save Changes on lower right
Phones will need to be rebooted to pick up new programming or they will automatically reboot overnight
* For example the Enhanced Monitored Extension key will need a valid extension in your business group and a label like the persons name you are monitoring

41. Programming Phone Keys from the CommPortal
To Assign a Key Under the Bottom Keys Area:
Click on key you wish to assign
Click on drop down arrow and make a selection
Fill out any additional information needed*
Click Save Changes on lower right.
Phones will need to be rebooted to pick up new programming or they will automatically reboot overnight.
* For example the Other service key will need you to choose a service and fill in a label describing that service

42. Settings – Calls – General
Outbound Calling: Ability to withhold caller ID when dialing out.
When receiving an inbound call:
Display caller name
Display caller number

43. Settings – Calls – Call Blocking
Call Blocking: Allows you to restrict which types of calls can be dialed from your telephone.
Note: By default, EarthLink blocks International calling. The Administrator must contact Customer Care to lift this restriction. x

44. Settings – Calls – Call Me Button
Call Me Buttons: Ability to enable the Call Me button for use with .

45. Settings – Messages – General
Configure various aspects of your messaging service.
Allows you to change how many rings before a call will go to voic (1 ring = 5 seconds).
Sends voic s (as .wav file) to your .
Allows you to set up Voic to Notification.
Allows you to decide if you want to leave a copy of the voic in your voic box and/or just forward it to your .
Allows you to add next action links in forwarded .

46. Settings – Messages – General
Allows the system to forward an attachment of a voic to an address.
Place a checkmark in the box next to Forward messages as s.
Click on add an address.
Enter address and click Add.
Click the Apply button.
Note: Message length is a maximum of three minutes 1 2 3 4

47. Settings – Messages
Skip Pin – If Skip PIN is enabled, then when accessing your mailbox from your own telephone you are not required to enter your PIN.
Fast Login – if enabled, when accessing your mailbox from your desk telephone, your phone number is recognized automatically and you only need to enter your PIN
Auto-Play – Messages automatically play when voice mail is accessed.
Voic Playback – When your messages are played, you can choose whether you wish to hear the message details (who the message is from and when it was left), the message itself, or both.

48. Settings – Messaging – Voicemail Greeting
Allows user to record a message using a microphone attached to PC.
Record multiple greetings including: personal greeting , extended absence or spoken name
Configure which greeting to play when a caller gets your voice mail

49. Settings – Notifications – MWI
Specify if you want your Message Waiting Indicator light to flash when you receive a voic message.

50. Settings – Notifications – Email
The sub tab allows you to set the system to notify multiple addresses when a voice mail message is left.
This is a notification only, there is no .wav file attachment sent with the message.

51. Settings – Notifications – Outdial
This feature enables you to configure the voic system to call you whenever you receive a new message.
User can specify the number of attempts the system tries to reach you

52. Settings – Notifications – Override
This feature allows you to override the Outdial notification for a day or multiple days.

53. Settings – Reminders
The Reminders tab allows access to a service that you can configure your phone to ring at a specified time and date.
For example, you could set this service to call you to act as a reminder of an important meeting.

54. For any questions or additional help, visit
- or -
Contact our Customer Care
If you have any questions or need additional help, please contact our Customer Care Specialists at

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