The primary purpose of the PHONE NUMBERS page is to configure how you want callers to be routed when they dial in on a specific phone number. Advanced options are provided to enable different call-routing actions for numbers during Daytime and Afterhours. The page also enables you to configure Emergency 911 addresses for each phone number.
To change the settings for any phone number, select the number in the center listing and then use the tabs at the top of the right column.
Summary Tab
The Summary tab shows the current settings for the phone number selected.
General Tab
The General tab opens options for changing settings for the phone number selected.
GENERAL OPTIONS
- Description – Enter a name that will help you remember the purpose of the phone number. Examples include: “Main Number,” “Fax Number,” “Joe’s direct line.” This descriptor will be displayed alongside the phone number making it easier to identify and distinguish from other phone numbers.
- Call Pickup Group– The Call Pickup Group setting allows users to pickup any extension ringing in a group by dialing *, plus a single digit. Setting this feature will put any callers that dial in on the selected number into the specified pickup group.
INBOUND CALLER ID OPTIONS
Modify Caller ID– Modifying the descriptor for Inbound Caller ID enables you to identify what numbers callers are using to call in on by adding a tag to the Caller ID. Select the appropriate option in the drop-down menu.
- N/A –Not Applicable, will pass through the name from the national Caller ID database without modifying it.
- Add Prefix – Include a short code identifying code in front of the default Caller ID. For example, enter “ML:” for your main line. If you are using different numbers for different companies or departments, you can use the initials of each company as a prefix to help answer the phone appropriately. The advantage of using the prefix option is that it tags the call while still allowing you to see the Caller ID.
- Replace Caller ID – Use this option to replace the Caller ID with a description that you provide. (Note that you will not be able to see the Caller ID Name.)
FAX SERVER SETTINGS
Fax Server Settings – webFones PBX can automatically intercept incoming faxes and send them as a PDF file attachment to the email address you provide. To enable this capability, turn Fax Server ON and enter the email address in the box provided. (Note that not all phone numbers are fax-capable. They must be “T38 enabled.” Contact your telecommunications company to see which of your numbers will support fax services. )
911 Tab
The 911 tab provides a way for you to identify which physical office address is associated with what 911 Emergency number so that when a user dials 911, the number that is associated with the proper address in the National Caller ID database. This is important so that when you dial 911 your call is directed to the correct emergency services call center.
For the emergency 911 location, we recommend selecting the main phone number for the location and set up the 911 address. It is important that you choose a number that rings back to the same location and will not be tied up with a fax machine in case emergency services needs to call you back after a 911 call.
To edit the emergency address, press the Edit Emergency Address button, enter your physical address into the fields and press the Save button.
Once the address is setup, you will need to assign a global default 911 address in the GENERAL settings section for a primary address. For secondary locations you will need to define addresses for additional numbers PHONE NUMBERS page.
It is important that each phone has an emergency address that represents its physical location.
Office Hours Tab
The Office Hours tab provides options for controlling how calls to specific numbers are routed during standard business hours:
First Ring – This option rings an extension—or group of extensions—to provide the opportunity for pickup before the call is routed to a menu or auto-attendant.
The play greeting before first ring option allows you to play the welcome message (e.g., ‘Thank you for calling the ABC company”) before ringing any extensions. Otherwise, the welcome message will only play before going to the menu.
Welcome Greeting - While it’s not necessary to set a Welcome Greeting, a short greeting can polish your image and improve the caller’s experience. For example, you can greet the caller with a short "Thank you for calling ABC company" message before routing the call. If the caller is going to be routed to an automated menu of choices next, the welcome greeting should complement the menu prompts.
webFones PBX separates the greeting from the main menu, so that you can provide a more streamlined menu experience for callers. For instance, if they press # to listen to menu prompts again, the system will simply repeat the prompts instead of starting over from the very beginning.
We recommend that you keep your welcome greeting short, for example: “Thank you for calling ABC company.”
Next Action – This option specifies where incoming calls should be routed after the welcome greeting has been played.
- None
- Voicemail – This option connects the caller directly to the extension’s voicemail, without ringing the phone.
- Extension – The call is routed directly to the extension where all the USER EXTENSION settings apply. For instance, any simultaneous ring, forwarding or find-me options set up for the extension will be in effect.
- Forward – This option routes the call directly to an outside number, such as a cell phone. Since the call is released from webFones PBX system to the destination number, additional actions, such as taking a voicemail message must be initiated by the destination system or service.
- Goto Menu – This option sends the call either to a menu or a menu option. Menus play pre-recorded prompts which enable the user to choose an option. Choosing a menu option will send the caller directly to that menu option, skipping prompts.
Afterhours Tab
The Afterhours tab allows you to define the settings for after hours call routing.
Afterhours Call Routing – turns the settings for afterhours on and off. When they are turned off, the daytime call routing stays in effect during afterhours.
First Ring – This option rings an extension—or group of extensions—to provide the opportunity for pickup before the call is routed to a menu or auto-attendant.
The play greeting before first ring option allows you to play the welcome message (e.g., "Thank you for calling the ABC company") before ringing any extensions. Otherwise, the welcome message will only play before going to the menu.
Welcome Greeting - While it’s not necessary to set a Welcome Greeting, a short greeting can polish your image and improve the caller’s experience. For example, you can greet the caller with a short “Thank you for calling ABC company” message before routing the call. If the caller is going to be routed to an automated menu of choices next, the welcome greeting should complement the menu prompts.
webFones PBX separates the greeting from the main menu, so that you can provide a more streamlined menu experience for callers. For instance, if they press # to listen to menu prompts again, the system will simply repeat the prompts instead of starting over from the very beginning.
We recommend that you keep your welcome greeting short, for example: "Thank you for calling ABC company."
Next Action – This option specifies where incoming calls should be routed after the welcome greeting has been played.
- None
- Voicemail – This option connects the caller directly to the extension’s voicemail, without ringing the phone.
- Extension – The call is routed directly to the extension where all the USER EXTENSION settings apply. For instance, any simultaneous ring, forwarding or find-me options set up for the extension will be in effect.
- Forward – This option routes the call directly to an outside number, such as a cell phone. Since the call is released from webFones PBX system to the destination number, additional actions, such as taking a voicemail message must be initiated by the destination system or service.
- Goto Menu – This option sends the call either to a menu or a menu option. Menus play pre-recorded prompts which enable the user to choose an option. Choosing a menu option will send the caller directly to that menu option, skipping prompts.
Save Phone Number options by pressing the Save button at the bottom of the column.
