Send Group Messages and Get Delivery/Read Notifications

Quick Reference Guide to Send Group Messages and Get Delivery/Read Notifications

Create and edit your group lists in CommPortal.  You will have to add each contact individually. Once that is done you can create the Group List, assign it a number (1-99) and record a name for it.  A Group List will hold 50 entries. You may create as many Group Lists as you want. It is very easy to add and/or delete lines in each list. Remember to click “SAVE” when done.  You will then need to record and send your message while logged into your phone Voice Mail as stated below.  

The maximum number of recipients for a single message is 100. Only the first 100 members will get any messages that you send to the group list.

  1. Log into your voice mail box.
  2. Press “2” to send a message to one or more numbers.  
  3. Enter the number of the person you want the message to go to.  If you regularly send messages to the same group of numbers you can use a group list instead of individual numbers.  You can also use a combination of individual numbers and group lists. Press the # sign when done. You may only “send a message” to someone in your business group that has voicemail from Grid4.  You are unable to send a message to a cell phone voicemail.
  4. An announcement will play back the numbers, or names if available, of the recipients as well as the group list number if used.   Press the # sign when you are finished entering the numbers and are ready to record your message.
  5. After the tone record your message.  You will hear an announcement that the message has been recorded.
    • To review the message press 1.
    • To keep the current recording but add to it press 2.
    • To re-record the message press 4.
    • If you are happy with the recording press the # sign.
  6. To send the message press the # sign.
  7. To hear delivery options press 1.
    • To request a delivery report press 5.  You will receive a notification in your mailbox when your message is successfully delivered and ready for the recipient to pick up.  If you have email notification checked in your CommPortal you will also receive an email when the message has been delivered.
    • To receive a report when the message has been “read” press 6.  You will receive notification in your mailbox when the recipient listens to your message.  If you have email notification checked in your CommPortal you will also receive an email when the message has been listened to.
    • You will receive individual delivery and read receipts, if chosen, even if you use a group list for sending a message.
  8. To record names for Group lists:

• Choose option 4 for “Settings”.  

• Then choose option 1 for “Group List”, 

• Then choose option 2 to edit the Group list

• Enter the group list number you want to work with followed by the pound sign.  

• Choose option 5 to record a Group List name then press pound.

Accessing Commportal Assistant

Accessing CommPortal Assistant

To learn how to install your CommPortal Assistant click here.

Once you have completed the installation, the Commportal Assistant icon will be located on your desktop toolbar. Follow the steps below to complete the setup:

1. Left click the CommPortal Symbol once, and choose the option Settings

2. The screen below will appear:

3. Input your number (DID), password (same as your voicemail password), and CommPortal URL http://commportal.grid4.com

4. Under the Options section – Choose the appropriate options for your convenience. The majority of  CommPortal users select all options.

5. Click Apply when finished

Redirecting Numbers

CommPortal Assistant: Redirecting Numbers

Learn how to Install CommPortal Assistant here.

Learn how to Access CommPortal Assistant here.

With the Forwarding feature, you may forward an incoming call to a different number of your choice. You may forward to your co-worker or to your own cell phone. To forward a call, follow the following steps:

1. Left click the CommPortal Assistant symbol once, and choose Settings

2. In the middle of the General Tab, click on Forwarding Numbers

3. This screen will appear:

4. Type the person’s name and the number of where you would like to be able to forward calls.

5. Click OK when finished

6. Once you have completed setting your options, the below screen will appear in the bottom right hand corner of your computer screen when you receive a call:

7. From here, you can then click on which person and/or number you would like the caller to be forwarded to, or you can forward the caller to voicemail.

Outlook Contact Sync

CommPortal Assistant: Outlook Contact Sync

This feature gives you the ability to sync your CommPortal Contacts with your Outlook Contacts

1. Left click the CommPortal Assistant icon located on your toolbar and choose Outlook Contact Sync

2. The following screen will appear:

3. Click Enable Synchronization

4. Under Synchronization Options:

• For Direction, you can choose between the following:

• In Both Directions – Pulls information to and from your CommPortal and Outlook, making both
contacts lists the same.
• To Outlook Only – Pulls information only from your CommPortal to Outlook
• From Outlook Only – Pulls information only from your Outlook to CommPortal

5. You have the option of choosing what folder you would like to sync

6. Click Choose to browse

7. When finished click Apply

Periodically, if you add new contacts in your CommPortal or Outlook, you can click the Sync Now button and your contacts will be updated.