Introduction

The Polycom VVX 400 Series are color 12-line mid-range Business Media Phones designed for today's office workers and call attendants who depend on crystal clear communications.

Key features include:

• 3.5" TFT (320 x 240)
• 12 lines or speed dial keys
• HD Voice up to 7KHz on all audio paths (Speaker, Handset, Headset)
• 2 x Ethernet 10/100 or GigE (VVX410 )
• Asian character support
• Hard Keys: 12-key dial pad, home, speaker, mute, headset, volume, messages, hold, transfer
• 4-way navigation cluster with center “select” key
• Supports VVX Expansion Module and VVX Color Expansion Module (Expandability up to 3 modules)

Configuration

STEP ONE: On the UCX Server

1. Login to the UCX Web-based Configuration Utility
2. Navigate to PBX - PBX Configuration - Extensions page
3. Add an Extension for a Generic SIP Device with the following basic parameters:
   • User Extension (e.g. 505)
   • Display Name
   • secret
4. If the UCX Server is Cloud hosted, under Device Options, set NAT Mode to Yes.
5. Click on Submit to create the extension
6. Press the Apply Config bar at the top

STEP TWO: On the VVX 400 Series Phone

Refer to https://www.poly.com/us/en/support/products/business-phones/vvx/vvx-400-410 or https://www.poly.com/ca/en/support/products/business-phones/vvx/vvx-401-411 for details on phone setup and usage.

Connect the phone to a network that is setup for DHCP.  After initialization is complete, perform the following steps to obtain the IP address assigned to the phone:

1. From the phone, press the Home key.
2. Use the arrow keys to navigate to Settings then select it.
3. Using the phone's keypad, press 4 (Status), press 1 (Platform), press 1 (Phone).
4. Using arrow keys scroll down the display to find the IP address.

STEP THREE: Configuration via Web Interface

Accessing the phone's web interface

1. From a web browser, enter the IP address of the phone. (For example: https://192.168.1.131)
   
2. Login as Admin, the default password is 456.

Configure Date and Time

1. From the top navigation menu bar, select Preferences -> Date & Time
   
2. Select a SNTP Server from the pull-down list.
3. Select the desired Time Zone.
4. Press the Save button.

Configure SIP Server and Line

1. From the top menu bar, navigate to Settings -> SIP
   
2. Update the Digitmap dial plan information as desired.
3. Change Remove End-of-Dial Marker field to Disable if you want to allow the use of # sign to dial immediately.
4. Under Outbound Proxy, update the following fields:
   • Address: Enter IP address of the UCX Server
   • Port: Enter the SIP port used (default is 5060 or 5960 for Cloud UCX)
   • Transport: Select UDPOnly
5. Under Server 1, update the following fields:
   • Address: Enter IP address of the UCX Server
   • Port: Enter the SIP port used (default is 5060 or 5960 for Cloud UCX)
   • Transport: Select UDPOnly
6. Press the Save button.
7. From the top menu bar, navigate to Settings -> Lines, select the desired line from the panel on the left.
   
8. Under Identification, update the following fields:
   • Display Name: Enter the CallerID display name
   • Address: Enter the SIP URI <extension>@<server>:<port>, e.g. [email protected] or [email protected]:5960
     Important: You must include the port number if it is NOT the default port 5060.
   • Number of Line Keys: Enter the number of line keys for this extension
9. Under Authentication, update the following fields:
   • Domain: Enter the domain name or IP address of the UCX Server
   • User ID: Enter the user extension from STEP ONE
   • Password: Enter the secret from STEP ONE
10. Press the Save button.
11. The phone display will now show a registered line(s).

Configure Message Center

1. From the top menu bar, navigate to Preferences -> Additional Preferences
   
2. To immediately dial voicemail when the Messages key is pressed, Enable the One Touch Voice Mail field.
3. Next, navigate to Settings -> Lines and select the desired line from the left side panel.
   
4. Under Message Center, update the following fields:
   • Subscription Address: Enter the IP address of the UCX Server
   • Callback Mode: Change the mode to Contact
   • Callback Contact: Enter the value *97
5. When you have new voicemail message(s), the Message Waiting Indicator located at the top-right of your phone will flash.
6. To retrieve your voicemail messages, press the Messages key.

Configure Line Keys

1. From the top menu bar, navigate to Utilities -> Line Key Configuration
   
2. To edit a configured line key, just select the line from the Active Line and Speed Dial Keys box.
   
3. Make the desired changes in the Edit Configured Line box and press the Save button at the bottom of the page.
4. To add a new line key, press the Add Line Key Function button.
   
5. Update the fields in the box that appears.
6. Press the Save button at the bottom of the page to add the line key.

Software Upgrade

To update your software to the latest version:

1. Go to Utilities -> Software Upgrade
2. Click on Check for Updates
3. If a newer version is available, click on Install.
4. The phone will reboot.