Calling User Portal – Executive And Executive Assistant

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What you need to know:

This article provides details on the Executive and Executive Assistant. 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.

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.


Configuring the Executive Call Settings

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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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 by 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 calls 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 – ring 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
    • Executive Number – displays the Executive’s primary telephone number as the Caller ID number to the Assistant’s phone.
    • Originator Number – displays the original Caller ID telephone number of the Calling party as the Caller ID number to the Assistant’s phone.
    • 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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Configuring the Executive Assistant Call Settings

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

  1. From the Calling User Portal dashboard, click on the Call Settings tab.
  2. Click Additional Features.
  3. From here, you can either Opt-in when the Executive needs your assistant or Opt-Out when you are not needed. To enable the Opt-In feature, check the checkbox.
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  5. You also have an option to forward the calls to a specific number. To do this, enter the number in the Set Phone Number field and check the Forward filtered calls checkbox.
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  7. Click Save when complete.


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 Initiate Call** #65 Executive-Assistant
Executive-Assistant Opt-out** #66 Executive-Assistant

* Does not 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.