Admin Portal – Executive Assistant Guide

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Overview

The Executive / Executive Assistant services allow an Executive to select from a pool of Assistants, who have been assigned the Executive Assistant service and who can answer, or place calls on their behalf. Executives can apply filters and set up screening based on call origination. Executives can also assign schedules for when calls should be handled by the designated Assistants. Assistants can set the Call Forward destination as well as choosing to opt In or out of an Executive’s pool.

Executive Service

A user becomes an executive when they have been assigned the Executive service. The executive can then configure the following Executive service options:

  • Assistants – The executive can configure the list of assistants that are assigned to the executive and can set whether the assistants can opt in or opt out. The list of assistants is ordered for sequential alerting purposes, and all assistants must be within the executive’s group/enterprise.
  • Filtering – The executive can configure whether filtering is enabled, the filtering mode to use for filtering, the filter type to use for the simple filtering mode, and the criteria to be used for the advanced filtering mode.
  • Alerting – The executive can configure the alerting mode for filtered calls, the contents of the Calling Line ID (CLID) name and number for filtered calls, the timer for advancing to the next assistant for filtered calls using the sequential alerting mode, the timer for triggering the rollover action for filtered calls, the rollover action to apply for filtered calls, and the timer to use for call push recalls.

Executive Assistant Service

A user becomes an assistant when they have been assigned the Executive-Assistant service. The assistant can then configure the following Executive-Assistant service options:

  • Divert – The assistant can configure whether the divert option is enabled, and the address to divert filtered calls to.
  • Opt-in/Opt-out – For any executive the assistant is assigned to, that has the Executive service’s Allow Assistants to Opt-in/Opt-out of Pool option enabled, the assistant can configure whether they have opted in or opted out for that executive.

Executive and Executive Assistant

Once the features have been set, a Site Administrator needs to assign the Features to Users within the Site.

Please note the following:

  • License counts for the Executive and Executive Assistant features can be found at the top of the screen.
  • Only Users who have been assigned a Standard or Premium station type will appear in the assignment table.
  • A User may be assigned either the Executive or Executive Assistant feature but not both.
  • The Assignment of Assistants to Executives occurs at the My Phone User level.

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How to Assign an Executive and Executive Assistant

  1. Access the Calling Admin Portal.
  2. Select your site from the drop-down menu.
  3. Select the Users tab.
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  5. Find the user you would like to configure the voicemail settings for and select Actions.
  6. Then select Edit.
  7. On the Edit User page, select the Call Forwarding tab in the left-hand navigation.
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  9. Under the Executive and Executive Assistant section, using the drop-down menu, select whether this user is either an:
    • Executive – By making a user an Executive, they can configure a list of assistants.
    • Executive Assistant – By making a user an Assistant, they can opt in or out of handling calls for Executives.
    • Unassigned – this means that the user is neither marked as an Executive or Executive Assistant.
  10. Click Save when complete.

Assigning an Executive and Executive Assistant within the Calling User Portal

Once the Executive Service has been assigned to an End User in the Calling Admin Portal, the assigned Executive can now log into their Caller Using Portal to configure their new Feature.

The first step will be for the Executive to assign Assistants to his Executive pool. Once assigned to the Executive’s pool, the Assistants will be able to place and receive calls on behalf of the Executive. To assign an Assistant, follow these steps:

  1. From the Calling User Portal dashboard, click on the Call Settings tab.
  2. Click Additional Features.
  3. Under Executive, search for the assistant you wish to add to your Assistant Pool. One the user if found, click on their name. They will now be added to the My Assistants table.

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Configuring Executive and Executive Assistant Filters

The next step is for the Executive to choose when and which types of calls should be handled by their Assistant(s). This is accomplished setting the following settings:

  1. Call Filtering – this setting decides which calls will go to your assistant.
  2. Location to Ring – this setting sets where a call will ring using pre-defined criteria.
  3. Alert – this setting will either alert you and your assistant either simultaneously or in a sequential manner.

Call Filtering

Call Filtering consists of simple choices, like: All Calls, All Internal Calls, and All External Calls. You also can create a custom Call Filter to ensure only specific call are redirected to your Executive Assistant. If this option is chosen, you will set additional criteria in the Custom Filter dialog box.

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Location to Ring

When Executive Call Screening is enabled, the executive’s own locations can also be alerted for the call specified in the Filter tab.

The Executive can choose to be altered for Filtered call at the following secondary locations:

  1. Mobile Location – the TN specified in the Executive’s Mobility settings.
  2. Anywhere Location – the TN specified in the Executive’s Office Anywhere settings.
  3. Shared Call Appearing Locations – the locations that have been configured by the Site Administrator where the Executive’s TN is configured.

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Please Note: There is no Executive service setting for the executive’s primary location, so it is always considered valid for screening from the Executive service perspective. In addition to these Executive secondary locations, the existing controls for the Executive’s Primary locations apply as well. For example, locations that have been disabled entirely are not alerted for screening. If the executive does not have any locations enabled for screening purposes, then Executive Call Screening is essentially disabled and only the assistants are alerted for the filtered call.

Alert

The Alerting feature allows the Executive to configure ring options for inbound calls, rollover options, and Caller ID presentation when calls roll to their Assistants. The option includes:

  1. Assistant Alerting Mode
    • Simultaneous – rings all the Assistant’s phones at the same time.
    • Sequential – rings the Assistant’s phones in the order they appear in the Assistants tab.
  2. Recalled Pushed Calls Later
    • This defines the number of rings to an Assistant before the call is returned to the Executive.
  3. Caller ID Name – Caller ID Name presented to the Assistant’s Phone.
    • Executive Name – displays the Executive’s name to which the call was placed.
    • Originator Name – displays the original Calling Party’s Caller ID Name.
  4. Caller ID Number – Caller ID Number presented to the Assistant’s Phone.
  5. Executive Number – displays the Executive’s primary telephone number as the Caller ID number to the Assistant’s phone.
  6. Originator Number – displays the original Caller ID telephone number of the Calling party as the Caller ID number to the Assistant’s phone.
  7. Custom
      • Alerting Custom Number – a custom numeric string up to 23 numbers in length that will be presented to the Assistant’s phone.

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Feature Access Codes

The Executive/Executive Assistant features add additional Feature Access Codes (FAC) functionality that Users can use to enable / disable certain functionality from an IP Phone that is tied to the primary telephone number (extension).
Executive

Feature Access Code Name Default Value Associated Services

Executive Call Filtering Activation*

#61

Executive

Executive Call Filtering Deactivation*

#62

Executive

* Does not require additional digits when dialed.

Executive Assistant

Feature Access Code Name Default Value Associated Services

Executive-Assistant Call Push**

#63

Executive-Assistant

Executive-Assistant Initiate Call**

#64

Executive-Assistant

Executive-Assistant Opt-in**

#65

Executive-Assistant

Executive-Assistant Opt-out**

#66

Executive-Assistant

** Does require additional digits when dialed.

Feature Access Codes Requiring Additional Digits

The following is an example of the valid dialing sequences for the Executive-Assistant

Opt-in feature access code:

  • #65 – then prompted for the Executives Telephone Number or Extension – Executive-Assistant Opt-in feature access code dialed by itself.
  • #65 + extension or Number – Executive-Assistant Opt-in feature access code dialed with an executive’s extension or number.

If the executive’s address was not provided with the feature access code, then the assistant is prompted for the executive’s address. The executive’s address can be any valid address for the executive, such as a telephone number or extension.