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Phoneman

Phoneman is a web interface for managing your phone extensions, Chorus users and accounts, and group working.   

You can connect to Phoneman by using your SSO credentials

You can add, move, or remove extensions from your phoneman allocation by filling in the Chorus Phoneman Extension Amendments service request, which can be found on the OSM self-service portal.  Adding extensions incurs an upfront cost and ongoing rental, details of which can be found on the Chorus billing pages.  Deleting extensions incurs no cost, but please bear in mind that reinstating extensions is treated the same as adding new extensions.  

Moving extensions between Colleges and Departments (Business Units) is also possible, but requires authorisation from both parties, as there is a cost implication to both.  The Business Unit requesting a transfer of an extension will have to supply either a new extension (£200), or one of their own spare extensions to the Business Unit losing an extension.  This process can be managed as follows:

  • Search for the extension on Phoneman.  This should show you which Business Unit the extension is currently billed to.
  • Look up the Phoneman coordinator for the identified Business Unit on the list of Phoneman Administrators.
  • Contact the administrators to ask if they are willing to release the extension.
  • If the Business Unit is prepared to release the extension, please complete the Chorus Phoneman Extension Amendments service request.

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To request a new Phoneman administrator, please complete the Chorus Access to Phoneman service request.  If you can't find anything on this page that you need, please consult the Phoneman FAQ.

Managing numbers

Managing hunt groups

Managing pickup groups

Managing EA groups

Fix RA2 errors

 

 

 

Logging In

  1. Open a browser and navigate to: https://phoneman.it.ox.ac.uk
  2. Log in using your SSO.

This will bring you to the Home Screen.

Home Screen

Phoneman Self Service interface

The Home Screen (example above) will show you two sections.  The Self Service section which is available to all users with an SSO and the Devolved Administration section which is only visible when users are set up on Phoneman as administrators.  If you only see the Self-service section and you think you should be able to administer a unit, email the service desk to request access.

Self-service

In this section any user can view the following settings.

  • Their telephone extension and their host department –‘88667’  and ‘IT Services’ in the example
  • Their CLI (which is the display number their contacts will see)–‘None’ in the example.  In this case this means that number is not changed as it is sent out.
  • Their dialling rights –Dialling rights icons in the example
  • Their ex-directory status –Diectory status icons in the example
  • The phones that they have connected to their number
  • The hunt and pickup groups that they are in
  • Their local telephone administrator –‘Laura Colley' and 'Jo Wilby’ in the example

Users can also edit the speed-dial buttons on the phone by clicking on the edit symbol at the end of the phone information:

Phoneman speed dial interface

They will then see images of their phones, where they can click on the screen in the image to edit:

'My phones' in phoneman self-service

 

They will then see the picture of the buttons they can change:

Amend each speed dial by clicking on the required button

Clicking on a button in the picture above will bring up a dialogue box to change the button:

Edit speed dial interface

The label is the name that should appear next to the button, e.g. 'Jane's phone'

The Destination is the number that will be dialled when the button is pressed.  If it is an internal number, enter the five digit extension, e.g. '12345', an external number will need a 9 added, e.g. '90203424845'

This dialogue box means the button is already reserved for a button which cannot be changed, e.g. the shift key:

naming a speed dial dialogue box

Navigation Pane

The black bar across the top of the screen is the Navigation Pane.

To access the Navigation Pane click the Numbers button icon button next to the department or college you wish to administrate on your Home Screen. Alternatively, you can click the hunt groups icon, pickup groups icon, or the executive/assistant icon to jump to these workspaces directly.

Phoneman 'numbers' interface

Icon

Action

Home

Takes you to the Home Screen

Unit name

Displays the name of the unit you are currently working on.

numbers icon

Takes you to the Numbers Workspace.

hunt groups icon Takes you to the Hunt  Groups Workspace
pickup group icon Takes you to the Pickup Groups Workspace
executive/assistant group icon Takes you to the EA Groups Workspace

Help workspace

Clicking this button will take you to these Help pages.

search box

Allows you to search for number assignments by name or extension number

Managing Numbers

The Numbers Workspace allows you to manage the number assignments owned by your department or college.

Sorting and Filtering

Click on the sorting icons sort icon to the right of Extension and Assignment to sort by those columns.

Click on the Filters button Filter iconto the right to filter by people numbers, non-people numbers or unassigned numbers.

Edit Dialling Rights

These icons allow you to select the dialling rights for each number. These rights are ordered cumulatively from left to right, so each successive dialling right includes the dialling rights of those to the left of it. For example: selecting international will also allow the number to make mobile, national and internal calls.

Hovering over the icons will reveal a tool tip identifying the dialling right selection.  From left to right the options are None, Internal only, National, Mobile, International and Premium.

Dialling rights

To edit dialling permissions:

  1. Select the dialling permission required.
  2. Then, click the update iconbutton at the bottom of the screen to save your selection.
    For more information about what you can dial with each dialling permission, view the dialling permissions page

Edit Ex-directory Status

These icons allow you to select how the extension is visible in the directory (Ex-directory).  Hovering over the icons will reveal a tool tip identifying the Ex-directory selection. From left to right these options are Private, University only and Public:

Ex-directory settings

To change the Ex-directory status simply click on the desired icon. This will colour in the selected icon.

Then, click the update icon version 2button at the bottom of the screen to save your selection.

For more information about what the ex-directory settings do, please see this information

NOTE: Only one icon can be selected.

Assign a new number

To edit a number assignment, navigate to the Numbers Workspace and scroll down to the bottom where you will find spare numbers:

  1. Click on the Edit button icon.
  2. This will pop-up the edit box (below) which will allow you edit the person or non-person phone.

edit non-person phone interface

 

 

Assign a 'person' number

  1. Select the ‘Personal’ tab.
  2. You will see this window.  You may choose whether the person has voicemail or not, and enter a free text comment which is included in the export.
  3. To edit the ‘personal’ details, enter a name in the search box and click on the search result to select that name. You can also enter an SSO username.

      Searching for a person

  1. Once you have selected a name, click the Done button button to confirm your selection.
  2. Click the Update buttonbutton in the bottom left-hand corner of the screen to save any changes that you make.
  3. If you wish to change a 'person' number to a non-person number, please delete (link to instructions) the assignment and re-allocate it 

   

 Return to top

 Assign a ‘non-person’ number

To assign a ‘non-person’ phone

  1. Select the ‘Non-personal’ tab.
  2. Choose whether you require a voicemail box or not, and if so, enter a pin and email address (optional).
  3. You may enter a free text comment which is included in the export.

assign a non-person phone interface

 

      4. Enter the desired name (‘Reception’ in the above example) and then click on the Done button button to confirm.

      5. Click the Update buttonbutton in the bottom left-hand corner of the screen to save any changes that you make

 

Assign a ‘non-person’ voicemail Pin

assign a non-person voicemail PIN

  1. Select the ‘Non-personal’ tab.
  2. Enter a 6-digit pin 

3. Click on the Done button button to confirm.

4. Click the Update buttonbutton in the bottom left-hand corner of the screen to save any changes that you make

If the Pin is set up when the assignment is created, a message will be displayed:

successful assignment confirmation

If the Pin is set up when the assignment already exists, a message will be displayed:

successful PIN update confirmation

The Pin has been set.

Edit a 'person' assignment

  1. Click on the Edit button icon next to an allocated 'person' number.
  2. To edit the ‘personal’ details, enter a name in the search box and click on the search result to select that name. You can also enter an SSO username.
  3. You may enter a free text comment which is included in the export.

      Searching for a person

  1. Once you have selected a name, click the Done button button to confirm your selection.
  2. Click the Update buttonbutton in the bottom left-hand corner of the screen to save any changes that you make.
  3. If you wish to change a 'person' number to a 'non-person' number, please remove the assignment the assignment and re-allocate it.

Edit a ‘non-person’ number

To edit a ‘Non-person’ phone

  1. Click on the Edit button icon next to an allocated non-person number.
  2. Choose whether you require a voicemail box or not, and if so, enter a pin and email address (optional).
  3. You may enter a free text comment which is included in the export.

Searching for a person

 

  1. Enter the desired name (‘Reception’ in the above example) and then click on the Done button button to confirm.
  2. Click the Update buttonbutton in the bottom left-hand corner of the screen to save any changes that you make.
  3. If you wish to change a 'non-person' number to a 'person' number, please remove the assignment and re-allocate it.

Switch a person to a non person and vice versa

To switch a person number to a non person or vice versa you need to remove the number assignment as below, and then assign it as a new number.

Remove a Number Assignment

To remove a number assignment, navigate to the Numbers Workspace and:

  1. Click the red 'x' to removebutton on the right-hand side of the entry. The assignment will be struck-out as below:

An unassigned extension in context

  1. Then, click the update icon  button at the bottom of the screen to save these changes.

Swap a person phone to a non-person and vice versa

To switch a person number to a non person or vice versa you need to remove the number assignment as above.  It will then appear at the bottom of the list of numbers as a spare or unassigned number, and can be assigned as a new number.

Exporting Phoneman data

In the Numbers workspace, click on the Export button in the bottom left: Export icon

You will be prompted to open or save the csv files.  The following fields are exported: First Name, Last Name, Non-person details, Mailbox (yes/no), Internal extension number, External number, SSO, email address, Dialling permissions, Ex-directory status and Comment.

Adding comments

While editing any number, you will see a comment box:

add comments interface

Enter the text in the box, click Done at the bottom and then click Update at the bottom of the page.

Once a comment has been added, you will see a comment symbol Comment iconnext to that record in Phoneman.  Hover over it to see the text.  When Phoneman data is exported, the comments are included, but it does not get exported to any other directory or data source.

Managing hunt groups

The Hunt Groups Workspace allows you to view and edit the Hunt Group assignments within your selected department or college.

Hunt groups are a method of distributing telephone calls from a single phone number to a group of several phone handsets. Phone calls will be distributed to one phone after another to all the phones at once. A pickup group differs from a hunt group in that the user has to dial a number or press a button to pick up the call, whereas in a hunt group the call will be delivered automatically.

NOTE: Once a hunt group has been created, it is not possible to assign the pilot number to another user or phone without help from the chorus team

Create a hunt group

To create a new hunt group:

  1. Navigate to the Hunt Group workspace and click the Add group icon button.
  2. Complete the new hunt group information, including the Group Name, Pilot Number*, Overflow Number** and select the members:

adding a hunt group interface

*Pilot Number: The number for the hunt group; this must be a non-person number that is not assigned to a device/handset.

**Overflow Number: This (optional) number will receive calls when all the group members are busy or unavailable.
  1. Click the update group icon to update hunt group button to save the implement the Hunt Group.
NB: When a hunt group is created, the Pilot Number is automatically added as a member of the hunt group; this member cannot be removed from the hunt group (i.e. a hunt group always has a least one member, which is the pilot number).
The hunt group name must be unique on the system - if you choose a name which is the same as another hunt group, you will see an error message.

Edit a hunt group

  1. Navigate to the Hunt Group workspace and click the pencil icon to edit hunt group button next to the group you wish to edit.
  2. Make the edits required to the hunt group information including the Group Name, Pilot Number*, Overflow Number** and select its members:

Edit hunt group interface

*Pilot Number: The number for the hunt group; this must be a non-person number that is not attached to a device/handset.

**Overflow Number: This (optional) number will receive calls when all the group members are busy or unavailable.
  1. Click the update icon button to save and implement your edits.

Delete a hunt group

  1. Navigate to the Hunt Group workspace and click the red 'x' icon button next to the group you wish to delete.
  2. The selected group will be struck through:

delete hunt group interface

  1. Click the update icon button to confirm the hunt group deletion, the group will then be deleted.

Managing Pickup Groups

The Pickup Groups Workspace allows you to view and edit the Pickup Group assignments within your selected department or college.

Pickup groups allow a group of people to pick up any calls for another person in the group from their own phone. It differs from a hunt group in that the user has to dial a number (**3) or press the ‘Pick up’ button to pick up the call, whereas in a hunt group the call will be delivered automatically.  Note: a number can only exist in one pickup group.

Create a pickup group

  1. Navigate to the Pickup Group workspace and click the add group buttonbutton.
  2. Complete the new Pickup Group information, including the Group Name and selecting the members:

create pickup group interface

  1. Click the update icon button to save and implement the Pickup group.

NOTE: The pickup group name must be unique in your unit - if you choose a name which is the same as another hunt group, you will see an error message.

Numbers cannot be in more than one pickup group - so if you add a number to another pickup group, it will be removed from the first group.

Edit a pickup group

  1. Navigate to the Pickup Group workspace and click the pencil icon to edit existing pickup group button next to the group you wish to edit.
  2. Make the edits required to the pickup group information including the Group Name and selecting the members.

edit pickup group interface

  1. Click the update button button to save and implement your pickup group edits.

Delete a pickup group

  1. Navigate to the Pickup Group workspace and click the red 'x' icon to delete button next to the group you wish to delete.
  2. The selected group will be struck through:

delete pickup group interface

  1. Click the update button button to confirm the pickup group deletion, the group will then be deleted.

Managing EA Groups

The EA Groups Workspace allows you to view and edit the EA group assignments within your selected department or college.

In an EA (Executive Assistant) group, one 'assistant' can monitor a number of ‘executives’, and make and receive calls on their behalf. A ‘executive’ may have more than one ‘assistant’.

See Key functions for more information on using these features.

Create an EA group

  1. Navigate to the EA Groups workspace and click the add group button button.
  2. Complete the new EA group information, including the ‘Executive’ Number and selecting the ‘Assistant/s’:

create executive/assistant group interface

  1. Click the update button button to save and implement the EA Group.

NB: All 'assistants' must have 55G phones, as they need to have buttons to monitor their 'executives'.

Edit an EA group

  1. Navigate to the EA Groups workspace and click the pencil icon to edit an executive/assistant group button next to the group you wish to edit.
  2. Make the edits required to the EA group information:

edit executive/assistant group interface

  1. Click the update button button to save and implement your Pickup Group edits.

Delete an EA group

  1. Navigate to the EA Groups workspace and click the red 'x' icon button next to the group you wish to delete.
  2. The selected group will be struck through:

delete an executive/assistant group interface

  1. Click the update button button to confirm the EA Group deletion, the group will then be deleted.

Fix RA2 errors

RA2 errors happen whenever a second phone is assigned to a number (whether that replaces a phone or is additional).  To correct this error, click on the spanner icon at the right hand end of the extension record.  This will fix the error.

where to find the spanner icon for a faulty phone's extension

 

Written by IT Services. Latest revision 10 January 2020