ADP Network Phone Xpress Administration Guide

Transcription

1 Network Solutions Dealer Services ADP Network Phone Xpress Administration Guide xxx *XXX* 2011 ADP, Inc.

2 These student course materials are the property of The Dealer Services Group of ADP, Inc. and are licensed to you for the sole purpose of giving necessary instructions in proper operation of the system. All these materials must be returned to ADP at its request. Any other use or application of these materials and the information contained herein is unauthorized and not endorsed by The Dealer Services Group of ADP, Inc. Printed material is registered by individual customer. There will be a $50 charge for every such assigned copy that cannot be recovered from the customer in its entirety originally as issued, and returned to The Dealer Services Group of ADP, Inc. upon request The Dealer Services Group of ADP, Inc. All rights reserved, including translation in the United States of America, as well as in Canada and other countries of the International Copyright Union. All rights reserved under Pan-American Copyright Conventions and under the Universal Copyright Convention. No part of these materials may be reproduced, translated, or appropriated in any form or by any means (including electronic, mechanical, or other, such as photocopying, recording, or any information storage and retrieval system) without permission in writing from the publisher. Inquiries should be addressed to: ADP, Inc. Dealer Services Group 1950 Hassell Rd. Hoffman Estates, Illinois (847) ADP-Autonom Robert Bosch Strasse Wulfrath, Germany ADP Dealer Services Ltd Sheppard Avenue East, 6th Floor North York, Ontario M2K 1E ADP Dealer Services (UK) Ltd. ADP House, Rawmarsh Road Rotherham, England S60 1RU Forms and Supplies toll free numbers: 800-ADP-ADP-ADP in U.S.A in Canada Printed in U.S.A.

3 Introduction ADP Training Locations United States Clifton NJ (973) Atlanta GA (678) Hoffman Estates IL (847) Dallas TX (214) LaPalma CA (714) Clackamas OR (503) Canada Toronto ON (416) Montreal QC (450) Vancouver BC (604) xxx 2011 ADP, Inc. PRELIMINARY 1

4 ADP Network Phone Xpress Administration Guide Welcome to ADP ADP Dealer Services is the second largest business unit of Automatic Data Processing, Inc. (NYSE:ADP) of Roseland, New Jersey. ADP Dealer Services provides integrated computing solutions to nearly 25,000 auto, truck, motorcycle, marine and recreational vehicle dealers throughout the world. ADP, Inc., with nearly $9 billion in revenues and more than 570,000 clients worldwide, is one of the largest providers of a broad range of premier, mission-critical, cost effective, transaction-processing and information-based business solutions. Some of the beneficial products ADP provides are: Accounting Payroll Finance & Insurance - Sales Management Parts Inventory & Invoicing Customer Satisfaction Management Service - Repair Order Invoicing, Dispatching, Electronic Repair Order Web-based Dealer Management Systems In addition, ADP Dealer Services works closely with key manufacturers to provide and enhance communication systems for dealer-to-factory use. All of these innovative computing services are designed to improve dealership efficiency and profitability ADP, Inc. PRELIMINARY xxx

5 Introduction Table of Contents Resources... 7 adpdealerservices.com Learning Management System... 9 help.mynetworkphone.com Accessing and Navigating Office Manager Understanding the Different Phone Types Locating a Phone s MAC Address Logging In to Cisco Office Manager Navigation Rebooting a Phone Manage Users and Phones for Office Manager Updating a Phone s User Name and Password Managing Call Forwarding Managing Mobility (Single Number Reach) Managing Voice Mail Turning Voice Mail On/Off Viewing Voice Mail Usage Statistics Managing Voice Mail Caller Options Selecting the Voice Mail Operator Managing Groups Managing Paging Groups Managing Call Pickup Groups Managing the Phone System Turning On/Off Music On Hold Uploading New Music On Hold Files Managing the Night Service Schedule Maintaining the Holiday Schedule Recording Prompts Managing Local Speed Dials Managing the Local Directory xxx 2011 ADP, Inc. PRELIMINARY 3

6 ADP Network Phone Xpress Administration Guide Using This Manual This manual is designed to: Assist you during this course. Provide a reference manual for you back at your dealership. In this manual you will find: Screen examples to use as references. Checklists for step-by-step operations. Plenty of room in the margin for your notes. Exercises that give you a chance to practice what you learned. Common Instructions and Graphics When you see: It means: Tip. Tips give additional information or a reminder to assist you. This includes keystroke shortcuts. This indicates an exercise. This indicates a page has been provided for your additional notes. Stop. Wait before proceeding ADP, Inc. PRELIMINARY xxx

7 Introduction Notes xxx 2011 ADP, Inc. PRELIMINARY 5

8 ADP Network Phone Xpress Administration Guide Course Objectives In this course you will learn about the following components of the ADP Network Phone Enterprise system: Overview of the hardware Accessing Cisco Office Manager Managing Users and Phones Viewing Users/Phones Rebooting Phones Updating Names/Passwords Assigned to Phones Managing Call Forwarding Managing Single Number Reach Managing Voice Mail Managing Groups Working with Paging Groups Working with Call Pickup Groups Managing the Phone System Working with Music on Hold Managing the Auto Attendant Managing Global Speed Dials Managing the Local Directory ADP, Inc. PRELIMINARY xxx

9 Introduction Resources adpdealerservices.com Log in to click the Member Login button, enter your User ID and Password, select Support Solutions from the drop-down list, and then click Login. Documentation user and technical guides. Knowledge Base search for answers to your questions. Training find out what s available. ADP Assistance Client Technical Assistance ADP Forms and Supplies In the U.S. call ADP-ADP-ADP In Canada call xxx 2011 ADP, Inc. PRELIMINARY 7

10 ADP Network Phone Xpress Administration Guide ADP Training Click Training to view the many training offerings. Click Support for additional resources. Click Member Login to enter your adpdealerservices.com user-id and password or click Register to become a member. Click Training to view training options and the Learning Management System. Click Support Solutions to view cases, the Knowledge Base, and online documentation ADP, Inc. PRELIMINARY xxx

11 Introduction adpdealerservices.com Learning Management System Manage your learning with the web-based Learning Management System (LMS) available through adpdealerservices.com. Find course information, track your courses, and enroll online. A variety of learning options are available: E-Learning Provides access to training 24/7, via self paced courses available on the web at adpdealerservices.com Coach Learn from your dealership via the internet. Coach is a regularly scheduled, 1-2 hour class led by an ADP instructor. Class Traditional instructor led classes conducted in a regional ADP training center. Product Spotlight Preview an ADP product via the web, available 24/7 at adpdealerservices.com. xxx 2011 ADP, Inc. PRELIMINARY 9

12 ADP Network Phone Xpress Administration Guide help.mynetworkphone.com Access documentation and training resources from help.mynetworkphone.com ADP, Inc. PRELIMINARY xxx

13 Introduction Notes xxx 2011 ADP, Inc. PRELIMINARY 11

14 ADP Network Phone Xpress Administration Guide Accessing and Navigating Office Manager Objectives In this chapter you will: Examine the different phone types your dealership uses Locate a phone s MAC Address Access Office Manager Navigate Office Manager ADP, Inc. PRELIMINARY xxx

15 Accessing and Navigating Office Manager Understanding the Different Phone Types There are a few different Cisco IP phones that your dealership can potentially use. Available Phone Models Model 508 Eight-line phone with LCD display and PC port Model 525 Five-line phone with color LCD and PC port Model 500 Sidecar Adds 32 buttons to 508/525. Two modules can be connected. Used by receptionist. xxx 2011 ADP, Inc. PRELIMINARY 13

16 ADP Network Phone Xpress Administration Guide Locating a Phone s MAC Address The Media Access Control (MAC) address is a unique, 12- character, hexadecimal number (e.g., 000B6A409C40) that identifies a Cisco IP phone. Cisco UCM requires the MAC address when configuring a Cisco IP phone device. Note. The MAC address is also located on the back of the phone, so you can view a phone s MAC address even without power. The following steps are for locating the MAC address for the 508 model phone. Step Locating a Model 508 Phone s MAC Addre ss 1. Press the Setup button. 2. Select Settings. 3. Select Model Information. 4. Scroll down to view the MAC address. The following steps are for locating the MAC address for the 525 model phone. Step Locating a Model 525 Phone s MAC Addre ss 1. Press the Setup button. 2. Select Status. 3. Select Product Information. 4. View the MAC address ADP, Inc. PRELIMINARY xxx

17 Accessing and Navigating Office Manager Locating a 508 Model Phone s MAC Address: Step-by- Step 1 Press the Setup button. 2 Select Settings. 3 Select Model Information. 4 Scroll down to view the MAC address. xxx 2011 ADP, Inc. PRELIMINARY 15

18 ADP Network Phone Xpress Administration Guide Locating the Model 525 Phone s MAC Address: Step-by- Step 1 Press the Setup button. 2 Select Status ADP, Inc. PRELIMINARY xxx

19 Accessing and Navigating Office Manager Locating the Model 525 Phone s MAC Address: Step-by- Step 3 Select Product Information. 4 View the MAC address. xxx 2011 ADP, Inc. PRELIMINARY 17

20 ADP Network Phone Xpress Administration Guide Logging In to Cisco Office Manager You can access the Cisco Office Manager administration tool from the icon on your desktop, or by clicking Start Programs Cisco Small Business Cisco Small Business Office Manager ADP, Inc. PRELIMINARY xxx

21 Accessing and Navigating Office Manager Navigation Navigate within Office Manager by clicking menu items on the left. The menu items you will use the most are: Users and Groups Phone System xxx 2011 ADP, Inc. PRELIMINARY 19

22 ADP Network Phone Xpress Administration Guide Rebooting a Phone You should reboot a phone when it experiences an error, when you want to restore it to its original configuration, or when you make a change to it. When you reboot a phone, it reloads its configuration from UCM, so any customizations made to the phone will be lost. When you reset the phone, any current calls will be disconnected, and it may take several minutes before the phone can be used again. You can reboot a phone from Office Manager or from the actual phone. These steps show you how to reboot a phone from Office Manager. Step Rebooting a Phone from Office Manager 1. From the menu, click Users. 2. Click the name of the user whose phone you want to reboot. 3. Click Reboot Phone. 4. After the phone reboots, click OK. These steps show you how to reboot a 508 model phone from itself. Step Rebooting a 508 Model Phone from the Device 1. Press the Setup button. 2. Select Reboot. 3. Press the OK softkey to confirm. These steps show you how to reboot a 525 model phone from itself. Step Rebooting a 525 Model Phone from the Device 1. Press the Setup button. 2. Select Device Administration. 3. Select Restart. 4. Press the OK softkey to confirm ADP, Inc. PRELIMINARY xxx

23 Accessing and Navigating Office Manager Rebooting a Phone from Office Manager: Step-by-Step 1 From the menu, click Users. 2 Click the name of the user whose phone you want to reboot. 3 Click Reboot Phone. xxx 2011 ADP, Inc. PRELIMINARY 21

24 ADP Network Phone Xpress Administration Guide Rebooting a Phone from UCM: Step-by-Step 4 After the phone reboots, click OK ADP, Inc. PRELIMINARY xxx

25 Accessing and Navigating Office Manager Rebooting a 508 Model Phone from the Device: Step-by- Step 1 Press the Setup button. 2 Select Reboot. 3 Press the OK softkey to confirm. xxx 2011 ADP, Inc. PRELIMINARY 23

26 ADP Network Phone Xpress Administration Guide Rebooting a 525 Model Phone from the Device: Step-by- Step 1 Press the Setup button. 2 Select Device Administration. 3 Select Restart. 4 Press the OK softkey to confirm ADP, Inc. PRELIMINARY xxx

27 Accessing and Navigating Office Manager Exercise Find and Reboot a Phone Objective In this exercise you will find your phone in Office Manager, locate its MAC address, and then reboot the phone. Instructions 1. Find your phone in Office Manager. 2. Locate the MAC address for your phone. 3. Reboot your phone from Office Manager. End of the exercise. xxx 2011 ADP, Inc. PRELIMINARY 25

28 ADP Network Phone Xpress Administration Guide Notes ADP, Inc. PRELIMINARY xxx

29 Manage Users and Phones for Office Manager Manage Users and Phones for Office Manager Objectives In this chapter you will: Find and view a phone/user Update a phone s name/password Manage call forwarding Manage mobility (single number reach) Manage a user s voice mail account xxx 2011 ADP, Inc. PRELIMINARY 27

30 ADP Network Phone Xpress Administration Guide Updating a Phone s User Name and Password When an employee leaves your dealership and is eventually replaced, you can easily update the former employee s phone settings to accommodate the new employee. This involves changing the person s name and password. This name displays in the upper-right corner of the phone s screen. Step Updating a Phone s User Name and Password 1. From the menu, click Users. 2. Click the Name for the phone you want to edit. 3. Enter new values for the First and Last name fields, enter a new password, and then click Save to apply the changes to the phone. 4. Click OK after the phone updates ADP, Inc. PRELIMINARY xxx

31 Manage Users and Phones for Office Manager Changing an Existing Phone for a New User: Step-by- Step 1 From the menu, click Users. 2 Click the Name for the phone you want to edit. xxx 2011 ADP, Inc. PRELIMINARY 29

32 ADP Network Phone Xpress Administration Guide Changing an Existing Phone for a New User: Step-by- Step 3 Enter new values for the First and Last name fields, enter a new password, and then click Save to apply the changes to the phone. 4 Click OK after the phone updates ADP, Inc. PRELIMINARY xxx

33 Manage Users and Phones for Office Manager Managing Call Forwarding You can set up the call forwarding rules for any dealership phone. These rules include turning the feature on/off and being able to set different forwarding numbers when the phone is either busy or when no one answers the call. Step Managing Call Forwarding 1. From the menu, click Users. 2. Click the name for the phone whose call forwarding rules you want to change. 3. Adjust the call forwarding settings as needed, and then click Save to update the phone. 4. Click OK after the phone updates. xxx 2011 ADP, Inc. PRELIMINARY 31

34 ADP Network Phone Xpress Administration Guide Managing Call Forwarding: Step-by-Step 1 From the menu, click Users. 2 Click the name for the phone whose call forwarding rules you want to change. 3 Adjust the call forwarding settings as needed, and then click Save to update the phone ADP, Inc. PRELIMINARY xxx

35 Manage Users and Phones for Office Manager Managing Call Forwarding: Step-by-Step 4 Click OK. xxx 2011 ADP, Inc. PRELIMINARY 33

36 ADP Network Phone Xpress Administration Guide Manage Users Page Key Fields Forward all calls to If phone is busy, forward to If call is not answered, forward to Action/Definition Select the option to forward all calls to: None: effectively turns off call forwarding Voic forwards the call to the user s voice mailbox Auto Attendant: forwards the call to the auto attendant Number: forwards call to the number that you specify Select the option to forward calls to when the phone is busy (only when the call forwarding all is set to None): None: the call will not be forwarded Voic forwards the call to the user s voice mailbox Auto Attendant: forwards the call to the auto attendant Number: forwards call to the number that you specify Select the option to forward calls to when no one answers the phone (only when the call forwarding all is set to None): None: the call will not be forwarded Voic forwards the call to the user s voice mailbox Auto Attendant: forwards the call to the auto attendant Number: forwards call to the number that you specify ADP, Inc. PRELIMINARY xxx

37 Manage Users and Phones for Office Manager Managing Mobility (Single Number Reach) With the mobility, or single number reach, feature, you can set up a user s phone with a second number usually one for a mobile phone that rings simultaneously with his or her Cisco phone. If the user picks up the call on a cell phone, he or she can later transfer it to the Cisco phone. Step Managing Mobility (Single Number Reach) 1. From the menu, click Users. 2. Click the name for the phone whose mobility feature you want to update. 3. Select ON from the Single Number Reach field, type the person s mobile number (including the leading 9) in the Target field, and then click Save to update the phone. 4. Click OK after the phone updates. xxx 2011 ADP, Inc. PRELIMINARY 35

38 ADP Network Phone Xpress Administration Guide Managing Mobility (Single Number Reach): Step-by-Step 1 From the menu, click Users. 2 Click the name for the phone whose mobility feature you want to update. 3 Select ON from the Single Number Reach field, type the person s mobile number (including the leading 9) in the Target field, and then click Save to update the phone ADP, Inc. PRELIMINARY xxx

39 Manage Users and Phones for Office Manager Managing Mobility (Single Number Reach): Step-by-Step 4 Click OK after the phone updates. xxx 2011 ADP, Inc. PRELIMINARY 37

40 ADP Network Phone Xpress Administration Guide Managing Voice Mail Objectives In this chapter you will learn how to: Turn voice mail on and off View voice mail usage statistics Manage voice mail caller options Select the voice mail operator ADP, Inc. PRELIMINARY xxx

41 Managing Voice Mail Turning Voice Mail On/Off You can turn a user s voice mailbox on and off from Office Manager. Step Turning Voice Mail On/Off 1. From the menu, click Users. 2. Click the name for the phone whose voice mail you want to turn on or off. 3. Select ON from the Voice Mail field, and then click Save to update the phone. 4. Click OK after the phone updates. xxx 2011 ADP, Inc. PRELIMINARY 39

42 ADP Network Phone Xpress Administration Guide Turning Voice Mail On/Off: Step-by-Step 1 From the menu, click Users. 2 Click the name for the phone whose voice mail you want to turn on or off. 3 Select ON from the Voice Mail field, and then click Save to update the phone. 4 Click OK after the phone updates ADP, Inc. PRELIMINARY xxx

43 Managing Voice Mail Viewing Voice Mail Usage Statistics You can view basic statistics for all voice mailboxes both individual and group at your dealership, including:. Size of the mailbox (measured in seconds) Amount of space currently being used (measured in seconds) Total number of messages in the mailbox Number of new messages in the mailbox Number of saved messages in the mailbox Number of other messages (e.g., deleted messages, recorded and saved but not sent, etc.) saved in the mailbox Step Viewing Voice Mail Usage Statistics 1. From the menu click Voic . 2. View the voice mail statistics for the user and group mailboxes as needed. xxx 2011 ADP, Inc. PRELIMINARY 41

44 ADP Network Phone Xpress Administration Guide Viewing Voice Mail Usage Statistics: Step-by-Step 1 From the menu click Voic . 2 View the voice mail statistics for the user and group mailboxes as needed ADP, Inc. PRELIMINARY xxx

45 Managing Voice Mail Managing Voice Mail Caller Options You can manage what features are available to callers when they reach a dealership user s voice mailbox. You can assign the following options to any standard key: Do nothing: makes the key inactive Repeat greeting: plays the voice mailbox owner s greeting again from the beginning Say goodbye: the voice mail attendant says goodbye, and the call ends Skip greeting: skips the user s greeting Subscriber sign-in: prompts the caller to enter a voice mailbox extension and PIN (used by dealership users to access their mailboxes from a different phone) Transfer to operator: transfers the caller to the dealership s operator Transfer to internal: prompts the caller to enter an extension, which he or she is then transferred to Transfer to external: prompts the caller to enter an external phone number (caller needs to enter a 9 before the number), which he or she is then transferred to Step Managing Voice Mail Caller Options 1. From the menu, click Users. 2. Click the name for the phone whose voice mail caller options you want to adjust. 3. Click Set Voic Caller Options. 4. Make any needed changes to the voic caller options, and then click OK. 5. Click Save to apply the changes to the phone. 6. Click OK after the phone updates. xxx 2011 ADP, Inc. PRELIMINARY 43

46 ADP Network Phone Xpress Administration Guide Managing Voice Mail Caller Options: Step-by-Step 1 From the menu, click Users. 2 Click the name for the phone whose voice mail caller options you want to adjust. 3 Click Set Voic Caller Options ADP, Inc. PRELIMINARY xxx

47 Managing Voice Mail Managing Voice Mail Caller Options: Step-by-Step 4 Make any needed changes to the voic caller options, and then click OK. 5 Click Save to apply the changes to the phone. 6 Click OK after the phone updates. xxx 2011 ADP, Inc. PRELIMINARY 45

48 ADP Network Phone Xpress Administration Guide Selecting the Voice Mail Operator You can select which extension callers are transferred to if they select the transfer to operator option while in the voice mail system. Step Selecting the Voice Mail Operator 1. From the Phone System menu, click Voic . 2. From the Operator section, select the extension you want callers to be transferred to when selecting the transfer to operator option in the voice mail system. 3. Click Save to update the system. 4. Click OK after the phone updates ADP, Inc. PRELIMINARY xxx

49 Managing Voice Mail Selecting the Voice Mail Operator: Step-by-Step 1 From the Phone System menu, click Voic . 2 From the Operator section, select the extension you want callers to be transferred to when selecting the transfer to operator option in the voice mail system. 3 Click Save to update the system. 4 Click OK after the phone updates. xxx 2011 ADP, Inc. PRELIMINARY 47

50 ADP Network Phone Xpress Administration Guide Exercise Changing Existing Phones Objective In this exercise you will change the settings on your phone for a new user, delete an existing user, add a new user, and associate the new user with a phone. Instructions 1. Turn off your voice mailbox (but do not save the change). 2. Find out how much space remains on your personal voice mailbox. 3. Set your voice mail box to transfer callers who select the transfer to operator option to your dealership s receptionist. 4. Check to see whose extension is currently set as the operator. If your dealership receptionist s extension is not set as the operator, set it now and save the change. End of the exercise ADP, Inc. PRELIMINARY xxx

51 Managing Groups Managing Groups Objectives In this chapter you will learn how to: Add and remove phones from paging groups Add and remove phone extensions from call pickup groups xxx 2011 ADP, Inc. PRELIMINARY 49

52 ADP Network Phone Xpress Administration Guide Managing Paging Groups You can maintain which phones belong in the various paging groups your dealership may have set up. A phone can belong only to one paging group, although a paging group can belong to one or more other paging groups. Step Managing Paging Groups 1. From the Users and Groups menu, click Groups. 2. Click the Paging Groups tab. 3. Adjust the name of the paging group as necessary. To add or remove a phone from a paging group, click Modify for the group. 4. To add a phone to a paging group, click to select it from the Available list, and then click Group Members list. to move it to the To remove a phone from a paging group, click to select it from the Group Members list, and then click to move it to the Available list. 5. Click Save to apply the changes to the paging group. 6. Click OK after the update completes ADP, Inc. PRELIMINARY xxx

53 Managing Groups Managing Paging Groups: Step-by-Step 1 From the Users and Groups menu, click Groups. 2 Click the Paging Groups tab. 3 Adjust the name of the paging group as necessary. To add or remove a phone from a paging group, click Modify for the group. xxx 2011 ADP, Inc. PRELIMINARY 51

54 ADP Network Phone Xpress Administration Guide Managing Paging Groups: Step-by-Step 4 To add a phone to a paging group, click to select it from the Available list, and then click to move it to the Group Members list. To remove a phone from a paging group, click to select it from the Group Members list, and then click to move it to the Available list. 5 Click Save to apply the changes to the paging group. 6 Click OK after the update completes ADP, Inc. PRELIMINARY xxx

55 Managing Groups Managing Call Pickup Groups Remote destination profiles define the parameters for all of a user s remote destination numbers. Step Managing Pickup Groups 1. From the Users and Groups menu, click Groups. 2. Click the Call Pickup Groups tab. 3. Adjust the name of the call pickup group as necessary. To add or remove a phone from a call pickup group, click Modify for the group. 4. To add a phone to a call pickup group, click to select it from the Available list, and then click to the Group Members list. to move it To remove a phone from a call pickup group, click to select it from the Group Members list, and then click to move it to the Available list. 5. Click Save to apply the changes to the call pickup group. 6. Click OK after the update completes. xxx 2011 ADP, Inc. PRELIMINARY 53

56 ADP Network Phone Xpress Administration Guide Managing Paging Groups: Step-by-Step 1 From the Users and Groups menu, click Groups. 2 Click the Call Pickup Groups tab. 3 Adjust the name of the call pickup group as necessary. To add or remove a phone from a call pickup group, click Modify for the group ADP, Inc. PRELIMINARY xxx

57 Managing Groups Managing Paging Groups: Step-by-Step 4 To add a phone to a call pickup group, click to select it from the Available list, and then click to move it to the Group Members list. To remove a phone from a call pickup group, click to select it from the Group Members list, and then click to move it to the Available list. 5 Click Save to apply the changes to the call pickup group. 6 Click OK after the update completes. xxx 2011 ADP, Inc. PRELIMINARY 55

58 ADP Network Phone Xpress Administration Guide Exercise Managing Phone Groups Objective In this exercise you will add and then remove a phone from a call pickup group, rename a call pickup group, and then add and remove a phone from a paging group. Instructions 1. Add your phone to one of the call pickup groups 2. Remove your phone from the call pickup group that you just added it to. 3. Change the name of a different call pickup group, but do not save the change. 4. Add your phone to the sales paging group. 5. Remove your phone from the sales paging group. End of the exercise ADP, Inc. PRELIMINARY xxx

59 Managing the Phone System Managing the Phone System Objectives In this chapter you will learn how to: Manage music on hold settings Manage the auto attendant Manage local speed dials Add entries to the local directory xxx 2011 ADP, Inc. PRELIMINARY 57

60 ADP Network Phone Xpress Administration Guide Turning On/Off Music On Hold You can set your phone system to play music on hold from a streaming device (such as an MP3 player) that is attached directly to the UC500 device, or you can upload a single music file through Office Manager. When streaming music from a device attached to the UC500, or if you don t want any music on hold to play, be sure to turn the Music On Hold to Off. Step Turning On/Off Music On Hold 1. From the Phone System menu, click Music On Hold. 2. Click the Enabled field to toggle the value between ON and OFF, and then click Save to apply the change. 3. Click OK after the system updates ADP, Inc. PRELIMINARY xxx

61 Managing the Phone System Turning On/Off Music On Hold: Step-by-Step 1 From the Phone System menu, click Music On Hold. 2 Click the Enabled field to toggle the value between ON and OFF, and then click Save to apply the change. 3 Click OK after the system updates. xxx 2011 ADP, Inc. PRELIMINARY 59

62 ADP Network Phone Xpress Administration Guide Uploading New Music On Hold Files You can upload a single audio file in MP3, WAV, or AU format to act as your dealership s music on hold. Your phone system then plays this audio file continuously, and callers will here it if they are ever placed on hold. Step Uploading New Music On Hold Files 1. From the Phone System menu, click Music On Hold. 2. Make sure the Enabled field is set to ON, and then click Choose File. 3. Navigate to and select the audio file you want to upload, and then click Open. 4. Click Save to upload the file and apply the change. 5. Click OK after the system updates ADP, Inc. PRELIMINARY xxx

63 Managing the Phone System Uploading New Music On Hold Files: Step-by-Step 1 From the Phone System menu, click Music On Hold. 2 Make sure the Enabled field is set to ON, and then click Choose File. 3 Navigate to and select the audio file you want to upload, and then click Open. xxx 2011 ADP, Inc. PRELIMINARY 61

64 ADP Network Phone Xpress Administration Guide Uploading New Music On Hold Files: Step-by-Step 4 Click Save to upload the file and apply the change. 5 Click OK after the system updates ADP, Inc. PRELIMINARY xxx

65 Managing the Phone System Managing the Night Service Schedule You can control the schedule for the night service. You can set each day with a different schedule. Step Managing the Night Service Schedule 1. From the Phone System menu, click Schedules Night Service. 2. Set the hours the night service is to be active for each day of the week, and then click Save to update the system. 3. Click OK after the system completes the update. xxx 2011 ADP, Inc. PRELIMINARY 63

66 ADP Network Phone Xpress Administration Guide Managing the Night Service: Step-by-Step 1 From the Phone System menu, click Schedules Night Service. 2 Set the hours the night service is to be active for each day of the week, and then click Save to update the system. 3 Click OK after the system completes the update ADP, Inc. PRELIMINARY xxx

67 Managing the Phone System Maintaining the Holiday Schedule When you know your dealership is going to be closed to observe a holiday, you can schedule your auto attendant so that it will play an appropriate message to your callers. You can set up to 26 different holidays at any one time. Step Maintaining the Holiday Schedule 1. From the Phone System menu, click Schedules and then Holidays. 2. To add a new holiday, navigate the calendar to the appropriate month and year, click the date for the holiday, and then type a name for the holiday in the field. 3. To delete an existing holiday, click the Delete button in the row for the holiday. 4. Click Save to update the system. 5. Click OK after the system completes the update. xxx 2011 ADP, Inc. PRELIMINARY 65

68 ADP Network Phone Xpress Administration Guide Maintaining the Holiday Schedule: Step-by-Step 1 From the Phone System menu, click Schedules and then Holidays. 2 To add a new holiday, navigate the calendar to the appropriate month and year, click the date for the holiday, and then type a name for the holiday in the field. 3 To delete an existing holiday, click the Delete button in the row for the holiday ADP, Inc. PRELIMINARY xxx

69 Managing the Phone System Maintaining the Holiday Schedule: Step-by-Step 4 Click Save to update the system. 5 Click OK after the system completes the update. xxx 2011 ADP, Inc. PRELIMINARY 67

70 ADP Network Phone Xpress Administration Guide Recording Prompts End users at your dealership can set up fast dial positions on their phones, which allow them to store and quickly dial frequentlycalled numbers. Step Recording Prompts ADP, Inc. PRELIMINARY xxx

71 Managing the Phone System Recording Prompts: Step-by-Step 1 From the UCM User Options menu, click User Options Fast Dials. 2 Click Add New. 3 Accept the default value in the Fast Dial field. In the Phone Number field, type the number for the fast dial as you would dial it from your phone, and then click Save. xxx 2011 ADP, Inc. PRELIMINARY 69

72 ADP Network Phone Xpress Administration Guide Managing Local Speed Dials You can create speed dial entries that any dealership phone can access (by pressing the Setup button and then selecting Directory and then Local Speed Dial). Remember to enter a leading 9 when setting up external numbers in the local directory. Step Managing Local Speed Dials 1. From the Phone System menu, click Phone Menus Local Speed Dials. 2. Click Add Another. 3. Type the name and the number for the speed dial entry. Remember to enter a leading 9 for external numbers. Click the Up and Down arrow buttons to reposition an entry. 4. To delete an entry, click Delete in the row for the entry. 5. Click Save to apply the changes. 6. Click OK after the system applies the changes ADP, Inc. PRELIMINARY xxx

73 Managing the Phone System Managing Local Speed Dials: Step-by-Step 1 From the Phone System menu, click Phone Menus Local Speed Dials. 2 Click Add Another. 3 Type the name and the number for the speed dial entry. Remember to enter a leading 9 for external numbers. Click the Up and Down arrow buttons to reposition an entry. xxx 2011 ADP, Inc. PRELIMINARY 71

74 ADP Network Phone Xpress Administration Guide Managing Local Speed Dials: Step-by-Step 4 Click Save to apply the changes. 5 Click OK after the system applies the changes ADP, Inc. PRELIMINARY xxx

75 Managing the Phone System Managing the Local Directory You can manually add entries to your dealership s local directory Users by pressing the Setup button and then selecting Directory and then Local Directory). Step Managing the Local Directory 1. From the Phone System menu, click Phones Menus Local Directory. 2. Click Add Another. 3. Type the name and the number for the speed dial. Remember to enter a leading 9 for external numbers. 4. To delete an entry, click Delete in the row for the entry. 5. Click Save to apply the changes. 6. Click OK after the system applies the changes. xxx 2011 ADP, Inc. PRELIMINARY 73

76 ADP Network Phone Xpress Administration Guide Managing the Local Directory: Step-by-Step 1 From the Phone System menu, click Phones Menus Local Directory. 2 Click Add Another. 3 Type the name and the number for the speed dial. Remember to enter a leading 9 for external numbers ADP, Inc. PRELIMINARY xxx

77 Managing the Phone System Managing the Local Directory: Step-by-Step 4 To delete an entry, click Delete in the row for the entry. 5 Click Save to apply the changes. 6 Click OK after the system applies the changes. xxx 2011 ADP, Inc. PRELIMINARY 75

78 ADP Network Phone Xpress Administration Guide Exercise Managing the Phone System Objective In this exercise you will add an entry to your local directory, add a local speed dial entry, and create a holiday for the auto attendant s schedule. Instructions 1. Add Janice Davis (phone number: ) to your dealership s local directory. Delete the entry. 2. Add Samuel Chen (extension 6565) as a local speed dial. Move his entry to the top of the list. Delete the entry. 3. Review what holidays are currently set up, and then create the next holiday that your dealership will be observing. End of the exercise ADP, Inc. PRELIMINARY xxx