Digital Phone Service Web Portal User Guide

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1 Digital Phone Service Web Portal User Guide TouchTone provides subscribers an easy-to-use Web-based administrator portal to help manage your IP phone s features and call routing functions. In this document you will find basic information for: Logging into the Web Portal Voice Mail Call Management Call History Click to Call Dialing Voice Assistant And much more Customer Service/Technical Support: Phone:

2 Table of Contents 1 Introduction 3 Login 3 2 Main Menu 4 Directory Tab 4 Voice Mail 5 Call Management 6 Options 7 3 Click to Call 7 4 Voice Assistant 7 5 Help 8 2

3 Introduction: TouchTone Digital Phone Service Web Portal User Guide TouchTone provides subscribers an easy-to-use Web-based administrator portal to help manage your IP phone s features and call routing functions. While logged on, you can access a comprehensive step by step interactive help guide to help you navigate your phone and its features. To access this guide click the HELP button located on the upper right hand side of your screen. Although you can access the Web Portal with any major browser (i.e., Internet Explorer, Firefox, Safari, Netscape), some features require Internet Explorer. Therefore, we recommend that you use Internet Explorer. Login 1. Enter the TouchTone Web Portal URL into your Browser: 2. A login screen will appear. Enter your phone number and the password provided to you from TouchTone. 3

4 If you do not have your password please contact Customer Service at , or If you are unable to get to the Login Page you may need to upgrade your version of Internet Explorer. You can upgrade to Internet Explorer for FREE. To download, click here or visit If you receive the message, Portal not enabled, click on Compatibility Mode next to the access bar (Internet Explorer only). Main Menu Display The default Main Menu is shown above. The four main categories are Directory Voice Mail Call Management Options Directory tab The Directory menu saves all of your contact phone numbers, corporate extensions, and special routing phone numbers. Within the Directory menu you can access the following: Personal - Allows you to add and delete personal phone numbers. Corporate - Provides a list of extension numbers for your company. My Numbers - Stores phone numbers that will be used for Call Management functions. See Call Management Section for further details. 4

5 Function Icons Edit contact information contact via your PC s default client Set call screening functions for contact Start a conference call with contact via the Voice Assistant Leave a voice mail for contact via the Voice Assistant Voice Mail tab The Voice Mail menu allows you to manage your voice mail features. You can perform basic functions like save and delete, to more complex functions like play to speaker or phone and forward to another user. In this section you can also setup , voice notifications, and distribution groups. Example of a new voice mail message. Within the Voice Mail menu you can access the following: Inbox - Shows all new voice mail messages. Choose to play, call back, forward, or set up call screening. Saved - Displays all saved voice mail messages. Notification - Allows you to set up notification via or an outside phone number when you have a new voice mail. Dist. Groups - Lets you to automatically send or forward messages to multiple users using a group name. Password - Allows you to change your voice mail password. Options - Sets up automatic forwarding of voice mail messages as an attached MP3. 5

6 Voice Mail Icon Functions: Listen to the message directly through your PC s speakers via the TouchTone voice player (Internet Explorer only) Listen to the message on your IP Phone Forward the message to another Extension or Distribution Group Forward the message to an address Set call screening and directory options for the phone number Call Management tab Manage calls made to and from your telephone with a click of a button - screen calls, forward calls to another line or cell phone number, set up speed dials, and much more. Within the Call Management menu you can access the following: Call Log - Provides a record of calls made and received from your telephone number, including whether the call was answered or not. Find-Me/Follow Me (Call Forwarding) - You can choose to have incoming calls forwarded to another extension, cell phone, or landline. Create as many phone lists with as many rules as you would like to. Use in conjunction with Call Treatment. Call Treatment - Provides various methods of screening incoming calls, including routing or forwarding calls. Speed Dials - Allows you to set up speed dials that you can access directly from the Web Portal or your phone. Privacy Guard - Screens inbound anonymous calls. It forces callers to identify themselves by entering an access code or recording their name in order to complete the call. You can also specify phone numbers that can by-pass the privacy guard feature and will have immediate access to you. 6

7 Options tab The Options menu provides functions for the Web Portal application, as well as some configuration functions for your IP phone. Reassign - Allows you to reassign your phone number to a different physical phone. You can also unassign a phone number and place the phone in "out of service" mode. Password - Permits you to change the password for your IP telephone. Please note: This password is the same one you use to log into the Web Portal. Profile - Allows you to configure specific features of the Web Portal. Ring Back Tones - Provides the ability to create custom ring back tones to be played to people calling you while they are waiting for you to answer. Click to Call You can place a call by simply clicking on a phone number located anywhere in the Portal. Clicking on the phone number will automatically start the Voice Assistant. Voice Assistant (Internet Explorer only) With Voice Assistant you can access quick call management features such as pick up ringing call, listen to voice mail, turn on Do Not Disturb, and Forward to. You can access Voice Assistance from any page on the Web Portal or from your desk top as long as you are connected to the Internet (even if you are not logged into the Web Portal). Please Note: If you click on the Voice Assistant icon for the first time and receive the below error, please contact Customer Service at or 7

8 The Voice Assistant allows you to: Answer and manage incoming calls Make a new call Pick up a ringing call Pick up a parked call Listen to voice mail Turn on Do Not Disturb Forward to another number Create a Call Later list Create a Redirect (Forward) list Use speed dials Update speed dials When there is an incoming call, the below dialogue box will pop. The Incoming Call dialog provides the following capabilities: Answer or Answer and Control the Call Send to Voice Mail Ignore the Call Hold the Call Call Later Help For step by step instructions on any feature or function of the Web Portal, once logged in, click on the HELP button located on the upper right hand side of your screen

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