M5 Outsourced IP Phone System

Cisco IP Phone 79xx Series

WebPortal Guide

v4.4

Index

1. WebPortal

• WebPortal Login
• WebPortal View

2. WebPortal Options

• Phone Assistant
• Change Password
• Refer a Friend
• Logout

3. WebPortal Tools

• Call Forwarding and Screening
• Employee Directory
• Personal Phonebook
• Company Phonebook
• Voicemail
• Voicemail Preferences
• Call Logs
• Missed Calls
• Inbound Calls
• Outbound Calls
• Ring Groups
• Time of Day Control
• Subscriber Locations

4. Support

• Support

1. WebPortal

M5 Phone System users have access to an online interface to manage their user accounts. This interface is known as WebPortal.

To Log into WebPortal

• Simply go to http://(your domain name).m5networks.com.au/webportal.
  For example: If your domain name is abc.com.au your url will be http://abc.m5networks.com.au/webportal
• Your User ID is your full phone number minus the leading zero eg 261620800
• Your Password is initially your PIN.

NOTE: WebPortal makes use of JavaScript. If you have JavaScript disabled, you will not be able to use the below functionality.

WebPortal View

WebPortal allows users to select from two view types: stacked and floating. There are also additional tools than the default view that can be displayed on the screen.

To Change to Floating View

• Select Floating View from the drop down box in the top left hand corner of the screen.

Users are now able to move the tool windows around the screen as desired.

To Change to Stacked View

• Select Stacked View from the drop down box in the top left hand corner of the screen.

2. WebPortal Options

WebPortal has a number of options, which are located in the top right hand corner of the screen. These options are Phone Assistant, Change Password, Refer a Friend and Logout.

Phone Assistant

The Phone Assistant option will link you to the latest version of the M5 Phone Assistant application. For further information, please see your local phone system manager.

Change Password

To Change your Password

• Select the Change Password link.
• Enter your current password in the Current Password field.
• Enter your new password in the New Password field.
• Re-enter your new password in the Repeat New Password field.
• Press the Submit New Password button.

NOTE: There are security requirements relating to the choice of password. If these security requirements are breached, an error message will be received and the password will not be changed.

Security requirements for the new password

• Must contain only digits
• Must not be all the same digits (ie, 1111 or 2222)
• Must be at least four digits long
• Must not match the last digits of your phone number
• 1234 is not acceptable

Refer a Friend

The Refer a Friend option will spawn a new page that will provide details of the M5 Client Referral Program. For further details, please see the below link:

http://www.m5networks.com.au/html.php?page_id=301

Logout

The Logout option will end your session on WebPortal. NOTE: There is no confirmation box for this option.

3.WebPortal Tools

WebPortal has a number of tools available for use that will change the functionality of your phone experience. If you do not see the tool you wish to use on the screen, please select it from the "Select a tool to display" drop down box located at the top right hand corner of your screen.

Call Forwarding and Screening

The Call Forwarding and Screening tool allows users to control the action of inbound calls. The are a number of template features and also the ability to create customised rules.

There are five call forwarding and screening functions that are commonly used.

• Send All Incoming Calls to Voicemail: This tool is used to transfer all incoming calls to voicemail.
• Forward the Call to Another Number: This tool is used to forward all incoming calls to another number - e.g. to your mobile phone or home phone.
• Change your Ringing Options: This tool is used to change the amount rings before your phone transfers to the No Answer option.
• Create Simple FindMe: This tool will make all inbound calls ring on your mobile phone and your desk phone at the same time.
• Add Call Screening Rule: This tool is used to create custom rules.

To Send All Incoming Calls to Voicemail

• Select send the call to your voicemail from the top drop down box.

To Forward the Call to an External Number

• Select forward the call to another number from the top drop down box.
• Enter the number to be forwarded to.
• Select the OK button.

To Change your Ringing Options

• Select the desired number of rings from the drop down box.
• Select the desired action after the call has rung out.

Create Simple FindMe

• Select the Create Simple FindMe button.
• Enter your mobile phone number.
• Select the OK button.

Add Call Screening Rule

For further information, please contact M5 Support.

Employee Directory

The Employee Directory list contacts that you (as a company) either cal often or call you often. This directory is managed by your local phone system manager.

To view the Employee Directory

• Expand the Employee Directory menu.
• Scroll through the Employee Directory by using the page buttons in the top left hand side of the menu. Each page shows ten entries.

To Search the Employee Directory

• Expand the Employee Directory menu.
• Enter the number to search for in the field next to the Search button.
• Click on the Search button.

  All numbers matching the input pattern will now be displayed.

• To return to the full Employee Directory, select the Clear Search option.

Personal Phonebook

The Personal Phonebook contains numbers that you personally call often.

To view the Personal Phonebook

• Expand the Personal Phonebook menu.
• Scroll through the Personal Phonebook by using the page buttons in the top left hand side of the menu. Each page shows ten entries.

To Search the Personal Phonebook

• Expand the Personal Phonebook menu.
• Enter the number to search for in the field next to the Search button.
• Select the Search button.

  All numbers matching the input pattern will now be displayed.

• To return to the full Personal Phonebook, select the Clear Search option.

To Add a New Personal Phonebook Entry:

• Expand the Personal Phonebook menu.
• Select the Add Entry option.

  A new window will appear so you may add the entry.

• Enter the entry name in the Name field.
• Enter the entry number in the Number field.
• If you wish to add a speed dial entry, select the desired number from the Speed Dial drop-down menu.
• Select the Save Entry option.

To Modify an Existing Entry:

• Expand the Personal Phonebook menu.
• Select the Edit Entry button (the letter "E") next to the entry you wish to modify.

  A screen will appear so you may modify the entry.

• Modify the desired fields.
• Select the Save Entry option.

To Delete an Existing Entry:

• Expand the Personal Phonebook menu.
• Select the Delete button (the Red X) next to the entry you wish to delete.
• Select the OK button.

Company Phonebook

The Company Phonebook includes all company members on the phone system. This directory is static.

To view the Company Phonebook

• Expand the Company Phonebook menu.
• Scroll through the Company Phonebook by using the page buttons in the top left hand side of the menu. Each page shows ten entries.

To Search the Company Phonebook

• Expand the Company Phonebook menu.
• Enter the number to search for in the field next to the Search button.
• Click on the Search button.

  All numbers matching the input pattern will now be displayed.

• To return to the full Company Phonebook, select the Clear Search option.

Voicemail

You are able to listen to and organise your voicemail from WebPortal.

To Check Voicemail:

• Expand the Voicemail menu.
• Select the Update mailbox option.

All new and saved voicemail messages are displayed here. New or Unread messages are marked as orange entries. Each entry includes the dialing number, name (if known), the time of call and the length of call.

To Search for a Voicemail

• Expand the Voicemail menu.
• Enter the number to search for in the field next to the Search button.
• Click on the Search button.

  All numbers matching the input pattern will now be displayed.

• To return to the full voicemail, select the Clear Search option.

To Listen to a Voicemail

• Expand the Voicemail menu.
• Select the Play button (the symbol of a speaker) next to the messages you wish to hear.

  Note: You will need the appropriate plug-in installed or your browser to be able to play messages.

To Forward a Voicemail to an Extension

• Expand the Voicemail menu.
• Select Forward to Extension from the drop-down menu on the right hand side of the message.

  A new window will appear.

• Enter the extension desired and press the Add button; or
• Select the desired extensions from the drop down list.
• Click on the Forward Message button.

NOTE: You may forward the voicemail to more than once extension at the same time.

To Forward a Voicemail by Email

• Expand the Voicemail menu.
• Select Forward to Email from the drop-down menu on the right hand side of the message.

  A new window will appear.

• Enter the reply address in the From Email field.
• Enter the recipients email address in the Recipient(s) field.
• Select the Send Email button.

To Save a Voicemail as a File

• Expand the Voicemail menu.
• Select Save to Computer from the drop-down menu on the right hand side of the message.

  Your Browser will now ask you where to save the .wav file. The exact buttons for this depends on the browser.

To Add a Caller as a Personal Phonebook Entry:

• Expand the Voicemail menu.
• Select Add to Phonebook from the drop-down menu on the right hand side of the message.

  A screen will appear so you may add the entry.

• Edit the entry name in the Name field if required.
• Edit the entry number in the Number field if required.
• If you wish to add a speed dial entry, select the desired number from the Speed Dial drop-down menu.
• Select the Save Entry option.

To Add a Note to a Voicemail

• Expand the Voicemail menu.
• Select Add Note from the drop-down menu on the right hand side of the message.

  A screen will appear where you are able to add a note or edit an existing note.

• Select the Save option.

  Messages that have notes attached will show the information below the call details.

To Delete a Voicemail

• Expand the Voicemail menu.
• Select the Delete button (the red X) next to the messages you wish to delete;

  NOTE: There is no confirmation box for this option.

Voicemail Preferences

There are several preferences for Voicemail that may be change from WebPortal. Email notifications and .wav file forwarding can be adjusted from this screen.

Email Notifications

You are able to enable or disable email messages when you receive a voicemail. You are also able to change the email addresses that these messages are sent to.

Wav File Forwarding

You have the option of attaching the .wav file to the email sent to you. You have the option to either leave it on the phone or have it removed once sent to your email. This option is off by default as some email servers will block the email or strip the attachment. You also have the option to delete the .wav file from your phone once it has been sent.

NOTE: If both email notification boxes are checked, you will receive 2 emails for every voicemail.

Accessing Voicemail On-Phone

This option allows you to switch between visual voicemail and spoken prompt. The voicemail function for your phone will be controlled differently for each option.

Call Logs

Your call activity is visible in WebPortal. There are 4 ways to see this: Call Logs, Missed Calls, Incoming Calls and Outgoing Calls.

To view Call Logs

• Expand the desired Call Logs menu.
• Scroll through the Call Logs by using the page buttons in the top left hand side of the menu. Each page shows ten entries.

To Search Call Logs

• Expand the desired Call Logs menu.
• Enter the number to search for in the field next to the Search button.
• Click on the Search button.

  All numbers matching the input pattern will now be displayed.

• To return to the full call activity, select the Clear Search option.

Ring Groups

This tool enables the user to set their status within a Ring Group.

To Change a Ring Group Status to Inactive

• Expand the Ring Groups menu.
• Click the Active option next to the desired ring group.
• Select the OK option.

To Change a Ring Group Status to Active

• Expand the Ring Groups menu.
• Click the Inactive option next to the desired ring group.
• Select the OK option.

Time of Day Control

This tool enables users to change time of day functions that they are subscribed to.

To Change a Time of Day Function

• Expand the Time of Day Control menu.
• Select the radio button next to the desired Time of Day mode.
• Select the Apply Changes option.

Subscriber Locations

This menu lists the MAC address of the handset where your subscriber is logged in. Generally you should see one entry here. By deleting a presence, you can log out of the system on the specified phone.

To Log Out of a Phone Remotely

• Expand the Presences menu.
• Select the Delete Presence button (the red X symbol) next to the presence you wish to delete.

  A screen will appear asking you to confirm the decision.

• Select the OK option.

4. Support

M5 is available 24 hours a day 7 days a week to answer your queries, make configuration changes or fix problems. Simply contact us by email, fax or phone.

Warning: Do not use phones connected to the M5 Networks Australia Pty Ltd networks for making calls to the emergency services 000 service. M5 Networks does not guarantee access to this service and recommends that customers ensure alternative means of using the 000 service are available at each site. If no other alternative is available please ensure that that you notify the operator that you are calling from a VoIP service and clearly express the state and street address that you are calling from.