Aastra 6751i RP, Administrator'S Manual

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AastraLink RP System Administrator Guide 35
Advanced Admi
nistrator Options
5 Click OK.
Note: You may want to set up call forwarding for the user that you specify as the operator to handle situations when this
person cannot answer the phone.
Simultaneous Ringing/Ringing Groups
The Multiple Phones Ring Plan is a manually configured plan, that allows many or all phones to ring when there is an
incoming call. You may choose the Multiple Phones Ring Plan for your office if the following is true:
• Your receptionist is unavailable to answer the phone a significant part of the time.
• You don't have a dedicated receptionist.
• There is a group of people who are assigned the task of answering incoming calls.
• Incoming phone calls are answered by the person who is available or gets to the phone first.
This plan usually involves some sort of social agreement among coworkers. For example, if the receptionist doesn't pick up
an incoming call in three rings, someone else will answer one of the other phones that are ringing.
In order to set up a Multiple Phones Ring Plan in your office using Administrator you must first create a job-role user, for
example, called "Receptionist." This user conceptually represents all of the people who perform the role of receptionist.
Then, assign the "Receptionist" user to the phone of each person who performs that role, and set the "Receptionist" to
answer incoming calls.
For example, Rene and Diane are assigned to answer phones in the office. After creating the user named "Receptionist,"
you assign "Receptionist" as a user on Rene's phone so that it has two users: "Rene" and "Receptionist." Similarly assign
"Receptionist" as a user on Diane's phone in addition to the user "Diane." On the Calling Routing page, you can then
specify that the "Receptionist" user receive incoming phone calls. When calls are sent to the "Receptionist" user, both
Rene's and Diane's phones ring because "Receptionist" is assigned to both phones.
Setting up a Job-Role User
To set up a Multiple Phones Ring Plan using a job-role user in Administrator, do the following.
1 Click the Phone System button, and click Add User.
2 In the New User dialog box, on the Identification tab, click Job Role in the User type list. Type the name for the role (in
this example, "Receptionist") and set other properties, as appropriate.
3 Click OK in the User Properties dialog box.
Next, you'll assign this user to the phones used by those people in your office who perform this role.
Assigning a Job-Role User to a Phone
To assign a job-role user to a phone using Administrator, do the following.
1 Click the Phone System button, and click Edit Phone.
2 Choose a phone used by someone who is assigned to answer phones, and click OK in the Administrator - Select dialog
box.
3 Click Next to skip the Confirm the identity of the phone page.
4 On the Who will receive calls on this phone page of the Configure Phone Wizard, click Assign User, and select the job-
role user (in this example, "Receptionist") in the list.
5 Click OK.
6 Complete the wizard so that the phone is updated.
Repeat steps 1-6 for each phone that is used by someone who is assigned to answer calls.
Now you'll assign the job-role user to receive incoming phone calls.
Assigning Incoming Calls to the Job-Role User
To assign a user of any kind, including job-role users, to receive incoming calls using Administrator, do the following.
1 Click the Call Routing button, and click Choose How to Answer Calls.
2 Click Receptionist Plan, and select the job-role user (in this example, "Receptionist") in the list.
3 Click OK in the Choose How to Answer Calls dialog box.
4 Place a test call to your office. Each of the phones that you edited should now ring when the call arrives.