Add a New Contact

Add a New Contact

1. Log into CommPortal at grid4.wpenginepowered.com/commportal

2. Click the Contacts page along the top menu bar

2. Click on New Contact

3. Enter the details for your new contact in the text boxes provided

4. You can select the radio button to the right of a number to indicate that it is the preferred number for this Contact.

5. Hit Save

The maximum number of contacts is 1,000.

Edit a Contact

Edit a Contact

1. Log into CommPortal grid4.wpenginepowered.com/commportal

2. Click the Contacts page along the top menu bar.

3. Select the contact you wish to edit from the list on the left hand side of the screen

4. Click Edit (which will appear after selecting a contact)

5. Modify or add any details

6. Click Save

Delete a Contact

Delete a Contact

1. Log into CommPortal at grid4.wpenginepowered.com/commportal

2. Click the Contacts page in the top menu bar.

3. Select the contact you wish to delete from the list on the left hand side of the screen

4. Click Delete on the top right (it will appear after you select a contact).

Groups

Groups

You can manage your contacts by assigning them to groups. For example you might have a group for “Work” contacts and another group for “Personal” contacts. You may also make your calls behave differently when different groups contact you.

To access Groups do the following:

1. Log into CommPortal at grid4.wpenginepowered.com/commportal

2. Click the Contacts page in the top menu bar.

3. This tab will display the Contact List page which includes contacts and groups.

To Add a New Group, follow these steps:

1. Click on New Group

2. Enter a name for the group in Group Name

3. Enter an ID for the group in Telephone ID

4. Select any contacts you want to be in the group from the list on the right hand side.

5. Click on Save

To Edit a Group, follow these steps:

1. Select the group on the left hand side

2. Click on Edit

3. Change the group settings, or members

4. Click on Save

To Delete a Group, follow these steps:

1. Select the group on the left hand side

2. Click on Delete

User Extensions

Extensions

The Extensions section lists of all the extensions in your business group.

To access the Extensions page:

1. Log into your CommPortal at grid4.wpenginepowered.com/commportal

2. Click the Contacts page in the top menu bar.

3. Click the Extensions tab in the submenu below the top menu bar:

To use Click To Dial to call any of these extensions, follow these steps:

1. Click on the number of the extension you wish to call

2. Select the Dial option

Short Codes

Short Codes

The Short Codes section shows you all of the speed dials set up for all the phones in your business group.

To access your Short Codes:

  1. Log into your CommPortal at grid4.wpenginepowered.com/commportal
  2. Click the Contacts page on the top menu bar.
  3. Click the Short Codes tab in the submenu below the top menu bar:

You can dial these short codes from any phone in the business group to reach the destination.

Your administrator sets these Short Codes.

Administrator: Adding Short Codes

  1. Log into Admin Portal https://commportal.grid4.com/bg/
  1. Select Short Codes from the left column.

  2.  Short Codes can be assigned by Department.
  3. To add a short code, click Add. Enter the short code you wish to use and the telephone number you would like associated with that code and department (optional). Click Add again.
  4. Confirm the new short code and number in the refreshed screen.

Incoming Call Manager

Incoming Call Manager (ICM) Overview

Incoming Call Manager provides end-users with a powerful rules-based routing services allowing them to configure when, where and which calls are delivered to them. Subscribers use the advanced rules-based routing to configure an advanced Sets of Rules for their incoming calls. For example, a subscriber might want to forward calls from family and friends to a home phone, while forwarding calls from the office directly to voicemail, or to screen calls from a particular number.

To access the Incoming Call Manager:

  1. Log into CommPortal at grid4.wpenginepowered.com/commportal
  2. CommPortal’s homepage is the Dashboard.

To configure Incoming Call Manager, follow the steps defined in this section.

• Summary: Gives you a description of what will happen to incoming calls.

• Rules: Allows you to forward your calls/lines/phones and change your forwarding settings.

  • Weekly Schedule: Allows you to set different rules depending on the day and time.

Please note: the calendar begins on Monday – Not Sunday.

  • Special Days: Lets you set rules for special days ahead of time to be applied for future days. The “Go To Today” can be used for unexpected office closures or partial workdays.  Click on the day, then click “Apply”. The day will be highlighted. The schedule will return to normal on the next un-highlighted day.

Please note: the calendar begins on Monday – not Sunday.

Forward a Call

Forward a Call

1. Log into CommPortal

2. Click the Ring your Account Phone drop down menu (along the left side)

3. Select the Forward to another phone button

4. Enter the phone number you’d like to Forward to

5. Press OK

Schedule Based Routing

Schedule Based Routing

The Weekly Schedule functionality of Incoming Call Manager allows you to apply different routing rules based on time of day and day of the week. For instance, you may want all calls to ring your desk phone during working hours and ring your mobile phone during lunch or after business hours.

  1. Log into your CommPortal at grid4.wpenginepowered.com/commportal
  2. CommPortal will open to the Dashboard homepage:

3. You will first need to create “Rules” for each Weekly Schedule Period for your phone to follow.  Please see “Rules Based Routing Calls”.

  1. Click the Weekly Schedule tab.

  1. Begin with a blank schedule that you can set up from scratch.

  2. Click on Add New Period and name the first whatever you want (Business Hours, Working Hours, etc.).  You can have up to 3 “Periods” and each will have a different color that will correspond to the blocks of time.
  3. Using your mouse point to the day and time you want to assign to that period and click the mouse.  To change multiple time periods, left click and hold the mouse button and drag across the days and time periods you wish to change. The color of the period title will be the same as the blocks you’ve selected.

Please note: The days of the week begin with Monday – not Sunday.

To rename a period:

  1. Click the Rename button and enter the new name.
    You may repeat steps 6 & 7 to create 2 additional periods

To assign these rules and periods to your weekly schedule:

  1. Click the Summary Tab and select the option Handle depending on the day or time.

Select the appropriate rule to coincide with each period and click Apply.

Your phone will now behave differently depending on the day and time people try to contact you.

Holiday Schedule – Special Days

Holiday Schedule (Special Days)

You can define special days such as Holidays or Vacations and would like special call treatments. To configure Special Days, select the Special Days tab and follow the steps below:

  1. Log into your CommPortal at grid4.wpenginepowered.com/commportal
  2. CommPortal will open to the homepage:
  3. Next, click the Special Days tab in the submenu below the top menu bar:

To select individual special days:

  1. Select the month and the year using the arrows on either side of the calendars.
  2. Click on an individual day, or click and drag to select multiple days
  3. Click Apply

To have the system automatically define public holidays:

  1. Click on the Add Public Holidays button on the bottom of the page
  2. Select the holidays you wish to add (US Public Holidays)
  3. Click Apply

After you select your holiday dates, you will need to tell the system how to behave during these dates. You can do this by clicking here to get to Rule Based Routing.