The User Portal is disabled by default on new UCX systems. Refer to UCX Administration - Advanced Settings for details on how to enable this feature.
Access to the User Portal is recommended only if a user requires some functionality that is available only via the portal. We highly recommend the administrator define strong passwords for the user's voice mail as it will be used to access the User Portal. Users will be unable to login to the User Portal if they have not changed their voicemail password from the default setting.
See User Portal Security for details.
For remote access to the User Portal, see UCX How-to Guides - Configure Port Forwarding for Remote Access.
The User Portal is an individual access portal provided for every extension configured on the UCX with a voice mail account enabled.
To access the User Portal, perform the following steps:
- From your Internet browser, enter the address of the UCX system followed by /recordings (e.g. 192.168.1.200/recordings if the default IP address is used)
- If you get a prompt that the website you are trying to access has a problem with its security certificate, select the option to proceed to the website. You may want to install the security certificates of the UCX system on your PC or add the UCX system’s IP address to your browser’s permanent exceptions list if you do not want to encounter this warning again (please refer to the browser documentation for more information).
- The login page is displayed. Login using the voicemail extension number and password. For example, for extension 510 with the password 321510, you would enter the following values:
- Login = 510
- Password = 321510
Voicemail
This is the default page when you first login to the extension portal. You can view, download, delete or organize your voicemail messages from here. To navigate to this page, from the left-side column, click on Voicemail.
Listen
There are 3 methods to listen to the voicemail message(s):
- Click on the download icon under the Download column to save the message on your local PC and listen to the message from your PC.
- Click on the phone icon under the Playback column and the system will ring your extension. When you answer the call, the message will be played back.
- Click on the volume icon under the Playback column and your browser’s audio plug-in will appear below. You can then play the message via the browser’s audio plug-in.
Delete
To delete one or more messages, select the message(s) and click on the delete button.
Move
To move one or more messages to a different folder:
- Select the message(s)
- Select the destination folder from the Folder pull-down list
- Click on the move_to button
Forward
To forward one or more messages to another user’s voicemail box:
- Select the message(s)
- Select the target user from the pull-down list next to the forward_to button
- Click on the forward_to button
To send the message by email to an email address:
- Select the message(s)
- Enter the target email address in the blank text field next to the email_to button
- Click on the email_to button
This function requires that your email service provider does not block port 25. If port 25 is blocked, setup and enable email services using a remote SMTP server. See UCX Administration - Remote SMTP for configuration details.
Call Monitor
The Call Monitor page keeps details of calls made on this extension. If the extension is configured for call recording, this is where the user can view, listen and download call recordings associated with this extension, including ad-hoc conferences.
Filter
You can filter the call logs that appear in the list based on the call duration. Calls that are less than or equal to the specified duration will be ignored.
- Enter a number in seconds in the duration field.
- Click on the ignore button.
- The page is refreshed and only calls longer than the specified duration will be listed.
Call Recordings
If recording was enabled for a call, icons will appear under the Monitor column. There are 2 methods to listen to the recording:
- Click on the download icon under the Monitor column to save the recording on your local PC and listen to the recording from your PC.
- Click on the volume icon under the Monitor column and your browser’s audio plug-in d will appear below. You can then play the recording via the browser’s audio plug-in.
Delete
To delete one or more call recordings, select the entry with the call recording and click on the delete button. Note that the select checkbox will only appear for entries that have a call recording.
Feature Codes
The Feature Codes page provides a complete list of feature codes available to the user.
Follow Me
If the Follow Me feature has been added to the extension, then the Follow Me list and its parameters can be managed by the user on this page.
Phone Features
This page allows the user to configure some of the phone features like Call Waiting, Do Not Disturb (or Make Set Busy), Call Forwarding etc.
Call Screening
Call screening requires external callers to say their name, which will be played back and allow you to accept or reject the call.
There are two modes to choose from:
- Screening with memory verifies a caller with their CallerID just once
- Screening without memory verifies a caller with every call.Either mode will announce the caller based on the last introduction saved with that CallerID.
If multiple users on the system use the memory option, callers will be required to say their names for each user on the system. The last saved introduction associated with the CallerID will be used.
Ring Timer
The Ringtimer field configures the number of seconds to ring before going to voicemail or to ring another number configured such as Call Forward. The Default setting will use the value set by your UCX Administrator.
The CallForward Ringtimer field configures the number of seconds to ring the Call Forward destination. If set to Always, the system will ring the call forward destination until it is answered or the caller hangs up. The Default setting will use the value in Ringtimer. This setting will be forced to Always if there is no voicemail or alternative fail over destination configured.
VmX Locator
If VmX Locator is enabled for the user, the settings can be configured by the user on this page.
The VmX Locator feature provides a “mini-IVR” menu for calls arriving at the voicemail box. Configure the following parameters for this feature to work.
| Field | Description |
|---|---|
| Use When | Choose to apply the VmX Locator feature when unavailable or when busy or both, by selecting the appropriate checkboxes. |
| Voicemail Instructions | Check this box if you want the Standard voicemail prompts to be played after your personal greeting. If left uncheck, the caller will simply get a “beep” after your personal greeting. |
| Go To Operator | If this box is checked, the Press 0 field is disabled. When the caller presses 0, call will be sent to the Operator number configured for the whole system by your UCX administrator. NOTE: You do not need to enable VmX Locater for the “dial 0” operator feature to work. |
| Press 0 | To configure a different number for the Press 0 option, you have to first uncheck the Go To Operator field. This is typically used to overwrite the system operator number in certain scenarios where an executive might prefer to have the call go to the secretary. |
| Send to Follow-Me | If this box is checked, the Press 1 field is disabled. When the caller presses 1, call will be routed according to your Follow Me list. Ensure that you have the Follow Me feature enabled and configured when using this option. |
| Press 1 | To configure a number for the Press 1 option, you have to first uncheck the Send to Follow-Me field. Enter any extension, queue, ringgroup or external number (e.g. your cell phone). |
| Press 2 | Enter any extension, queue, ringgroup or external number (e.g. your cell phone). |
Personal greetings for both "busy" and "unavailable" states MUST be recorded for this feature to work. Record your personal greetings with instructions that match your VmX Locater menu options.
Settings
To view and modify the General Voicemail box settings for your extension, from the left-side column, click on Settings.
Password Settings
You can change your voicemail password here. Note that your password must be all numbers and at least 3 digits.
DO NOT set your password to be the same as your extension number.
Notification Settings
If you want to receive an email notification when there is a new message in your voicemail box, enter your Email Address and select the Enable checkbox beside it.
You can also have the voicemail message attached to the email notification by selecting the Attach voicemail to email checkbox.
If you select the Delete voicemail after emailed checkbox, the message will be deleted from the system after it has been emailed.
If you select Delete voicemail after emailed, make sure Attach voicemail to email checkbox is also selected, otherwise your messages will be lost forever.
Web Playback Settings
The Call Me Number can be any dialable number, such as an extension or external cell phone number.
Select the Audio Format that you prefer for your messages and call recordings:
- Default (.WAV)
- Best Quality (.wav)
- Smallest Download (.gsm)
Phone Playback Settings
If the Say caller ID checkbox is selected, the caller’s telephone number will be played after announcing the message date and time.
If the Say envelope (date/time) checkbox is selected, the message envelope (date/time) will be played before playing the voicemail message.