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Phone book

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The Phone Book feature allows you to configure Speed-Dial entries and Caller ID name (CNAM) overrides. For example, let´s say you have a Customer, Provider or Relative that you call frequently, you can create a Phone Book entry in order to make a call using a speed-dial entry of 4 digits long.

Additionally you can have a Caller ID name (CNAM) override to identify the calls of an important customer if his number doesn't have a proper Caller ID name (CNAM) linked to it.

You can also use the Phone Book entries with our Virtual Fax and SMS features. When sending from both features, the field will instantly show you the available entries to choose from when you start inputting either a number or a name from the Phone Book. You will also see the name configured in the Phone Book for received messages.

This guide will help you to configure and learn how to use properly the Phone Book.

NOTE: You can have up to a maximum of 500 Phone Book entries and assign Speed Dial codes to 99 of those entries.

Contents


Phone Book Purposes

Before creating the Phone Book entry, we are going to explain the main purposes of this feature:

Speed-Dial

You can create a Phone Book entry to work as a Speed-Dial, allowing you to place a call by pressing a reduced number of keys. This function is particularly useful if you dial certain numbers on a regular basis. You can program a speed dial to local, long distance or international numbers, you can also have a SIP URI (like *7501 to dial john@other-sip-provider.com).

The prefix to dial your speed dial entries is *75. Example: If you want to dial entry 01, you need to dial *7501 from your phone. It's not currently possible to use a different prefix. You may have up to 99 Speed-Dial entries.

Group your contacts together

Create and manage different groups to have your contacts listed in an ordered fashion and make your search through your phone book contacts more efficient. You can create now different groups for "family", "friends", "office", etc and have your lists of contacts ordered by groups.

CallerID-name (CNAM) Override

When you receive an incoming call to one of your numbers that matches a phone number in the Phone Book, the CNAM of the incoming call can be set in the entry on the Phone Book. For example, let´s say that you have an entry with the number 5554443322 associated with the name "John Smith", whenever you receive a phone call for that number you will see the CNAM as "John Smith". The Phone Book feature overrides the CNAM look up feature (if you have enabled it for your DID number).

For the name display from Phone Book to operate correctly, the displayed number must be written as it appears in the Call Detail Records - for North American numbers this will usually be ten digits without the leading +1.

CallerID Number Override

When you call one number using the Speed-Dial if you have setup a "CallerID Number Override" the default caller ID number will be changed for the one you have configured in your phone book entry.

Virtual Fax and SMS

You can also use the Phone Book entries with our Virtual Fax and SMS features. When sending from both features, the field will instantly show you the available entries to choose from when you start inputting either a number or a name from the Phone Book. You will also see the name configured in the Phone Book for received messages.


Setup a Phone Book

First go to your Customer Portal and follow the menu option "DID Numbers" >> "Phone Book"

Phonebook Screen.png

From this screen you can create, edit and delete Phone Book entries. Your Phone Book may contain a total of 500 entries.

Create a Phone Book Entry with a Phone Number

To create an entry, first click on the button "Add Phone Number", you will be prompted to the next screen:

Phonebook entry.png

Speed Dial: Here you only need to select which Speed-Dial you want to assign to this number. Optional Field.

Name: You can enter here the name that you want to use as CNAM Override. Mandatory field.

Phone Number: Enter here the phone number. Mandatory field.

You can also use an International Number, you only need to make sure to use the prefix 00 or 011 to make the call to the number. Make sure that you have enabled the International Calls in your account.

Note: The CallerID Number is not 100% guaranteed to be passed properly for International Routes at the moment.

CallerID Number Override: Enter here the number you want to pass. This overrides the default callerID Number. Optional field.

Group: Select one of your phone book groups. You can also create a new Phone book group and the contact will be part of the group you are creating from the new entry directly.

Note: The "General" group is the group existing by default. Any phone book entry created not assigned to a customized group, is assigned to the General group.

Note: Here you can set a note to identify the entry. Optional field.

Create a Phone Book Entry with a SIP URI

Creating a Phone Book Entry for a SIP URI is basically the same as creating the entry for a Phone Number. The difference is that you can select or create the SIP URI entry in this point in order to assign a Speed-Dial code . The information is selected for the SIP URI feature within your Customer Portal.

Phonebook SIPUri.png

SIP URI: Here you can either select Use Existing or Create New to assign the SIP URI to your Phone Book entry.


Manage your groups

Create a Phone Book group

To create a new Phone book group, click on "Manage groups".

Manage group.png


Click on "Add group" to create a new group.

Add group.png

You will now be prompted a new window that allows you to set the Name of the group (we recommend using an easy to remember name like "Family").

Then click on Available members to see all your Phone book entries available to that moment. You can also see some basic information of the available members, including if they are part of another existing group.

Check the boxes of all the members you want to include in this group, and apply by clicking on the Save Phone Group option

Familygroup.png


Edit your groups

If you have other groups you want to manage, you can click on the "Edit" icon (pen and paper icon), under the "Actions" column.

In "Group members" you will see all the members that are already part of the group you editing, and can remove them by clicking the Red X icon.

Edit group1.png

In "Available members" you will see all the phone book contacts that are part of the general phone book or part of other groups, allowing you to change group they currently are for the one you are editing.

Edit group2.png


Change the group of a contact

At any point, you can change the group of individual phone book entries. This is useful in case you change your mind for the group of a contact or if you created group after the contact.

From the main Phone Book screen, select the Edit icon (pen and paper icon under "Actions" column), then click on the Group option to see your list of available groups, select the one you desire and Save.

Edit contact2.png


Search or order your contacts based on the group

The Phone book group feature introduces a new search criteria when going through your Phone book entries. You can type the name of a group in the search bar, and the customer portal will display only the Phone book entries that match the name of the group.

Search group.png


To order the Phone book entries by groups, you simply click once on the "Group" column, and the portal will re-order your list of contacts based on the group name in alphabetic order.

Order groups.png


Import or Export the Phone Book

Phonebook export importpng.png

Additionally you can import or export your Phone Book, the format is CSV (Comma-separated values). Here's an example of what the information should look like when you export your Phone Book.

*7501,"John Smith",5554443322
*7502,"John Doe",johndoe@other-provider.com
Note: If you mark the box Overwrite Existing Phone Book Entries while Importing your Phone 
Book, then all your existing Phone Book entries with a Speed Dial will be updated only with a valid match 
for the same Speed Dial in your uploaded file.
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