Switchvox Manage Extensions Admin Training pt. 1

Owned by Merry Arpaia
Oct 22, 2024
6 min read

Manage Extensions

This article is a companion document for the Switchvox Manage Extensions video and will guide you through how to manage, create, bulk-modify, and import extensions. Note: this is part 1 of the article; you can find part 2 here.

 

Where to Find

Manage Extensions may be found in the Switchvox Administration portal under Setup -> Extensions -> Manage.

Manage Extensions

From here, you will see a list of all Switchvox extensions in ascending order. If you would like to view certain types of extensions, you may filter using the View drop-down menu. You may choose from:

  • All Extensions

  • User Extensions

  • Only IVRs

  • Only Call Queues

 

If you'd like to find a specific extension, use the search box and type in at least three numbers of the extensions, or letters of the first or last name of the extension owner. 

 

 

After you've selected an extension, basic actions that may be performed on the extension include:

  • Login

  • Modify

  • Manage Phones

  • Delete

 

 

Creating an Extension

Click on Create Extension.

 

 

Click the Extension Type drop-down menu to view the different user and feature extension types. You can then choose your template from the Extension Template drop-down menu. This will take you to the Create SIP Extension Detail page. Note: For this article, we have selected 'SIP Phone or SIP Adapter for Analog Phone (ATA)'.

 

Profile Information

Here you will enter:

  • Extension- select an extension number that is not already in use.

  • First Name- for the caller ID Name, and the extension's identification throughout Switchvox. 

  • Last Name- for the caller ID Name, and the extension's identification throughout Switchvox.

  • Email Address- for voicemail notifications.

  • Location- physical location of the owner of this extension. 

  • Title- title of the owner of this extension. 

  • Language- your preferred language. 

  • Time Zone- time zone of your current language. 

  • Password- this must be 8-32 characters in length and must contain numbers, special characters, upper and lower case letters. Re-type the password to confirm.

  • Numeric PIN- the PIN for the user's voicemail, which must be all numeric and contain at least 4 digits. Re-type the PIN to confirm.

  • Default Parking Lot- Switchvox supports multiple parking lots, so you will need to assign the default parking lot for this extension. Click the drop-down menu for a list of parking lot extensions. 

 

 

If you'd like to set a profile picture for this user, select the Upload Picture button. Select your picture and crop as necessary. 

 

Under Login Actions, select if you would like the user to have to change their password on their next login, as well as if you would like the user to select a language on their next login. 

 

 

Under General Settings, you may set:

  • Voicemail and Fax Quota

  • Sound Prompt Language

  • Minimalist Mode

With the Call Create API, Switchvox allows calls to originate from an external application. Call API Settings is where you configure Switchvox to pre-pin digits to the outgoing calls so that they match outgoing call rules.

 

Phone Settings

Here you will set specific phone features. There are three different tabs under these settings: Digium Phones, Other Manufacturers, and Common Settings. 

 

Under the Digium Phones tab, General Settings allow you to select the label that is displayed on on the phone's line key. The default line label is the extension number. You may use the drop-down menu to build a dynamic label with variables. 

 

Allows you to select whether the phone's message button will Open Visual Voicemail or Dial Voicemail Extension.

 

 

If you select Visual Voicemail, you have the option to require a password to access the voicemail box.

 

 

If you select Dial Voicemail Extension, you will be required to enter the voicemail extension. 

 

Allows you to upload a picture for the phone's display image. To add an image, click Upload Picture, select the image to display from your computer's files, then click Upload Image. You also have the option to show missed calls on the phone's display by toggling the 'Yes'/'No' slider.

 

 

 

Allows you to adjust the:

  • Brightness

  • Contrast

  • Backlight Dimming

  • Seconds until Backlight Dim

  • Backlight Dim Level

 

Under Sounds, you may set:

  • Default Ringtone- use the drop-down menu to set ringtone used for all incoming calls.

  • Reset Volume Every Call- toggle 'Yes' or 'No' to reset the call volume to default after each call. The volume may be changed during a call by using the volume bar on the phone. 

  • Play Call Waiting Tone- will play a tone on incoming calls when the user is already on an active call. 

 

 

Additional rapid dial options that allow you to further customize the user's Digium phones. Options available are:

  • Enable Line Keys for Rapid Dial- when set to 'Yes', all unused line keys will be used for rapid dial keys. This setting needs to be set to 'Yes' for Digium D6x series phones.

  • Blind Transfer Rapid Dial- when set to 'No', the rapid dial keys initiate an assisted transfer. When set to 'Yes', a blind transfer is initiated.

  • Number of Rapid Dial Subscriptions- the number of rapid dial keys that will show a real-time status of other extensions. 

 

You may allow a user to answer their calls on a headset. The Electronic Hook Switch default setting is 'Automatic', allowing users to automatically answer all incoming calls. To connect a head set, you will need to select the brand. Supported manufacturers are Plantronics and Jabra IQ.

 

For Digium phones, it is recommended using these default options: 

  • Accept Calls From- 'This PBX's Networks', which only accepts calls from networks described in phone networks.

  • SIP Transport- 'UDP'

  • Local SIP Port- '5060', which is the port the phone SIP traffic is transmitted to.

  • Allow Insecure SSL- 'No', but only if you have purchased an HTTPS certificate from an online certificate authority, and you have installed the certificate in the HTTPS and proxy section. If you have not added a certificate, you need to set this to 'Yes', otherwise some of the apps on the phone will not work.

  • Override Dial Plan- by default, Switchvox uses '9' as a pre-called digit to distinguish between internal and external numbers. If you'd like to change this digit, or have no pre-dial digit at all, you must alter the default Dial Plan found under SIP settings. Use the toggle to set Override Dial Plan to 'Yes' (this will show the existing dial plan, and allow you to update it). Remove the '9' from the pattern segments. The new dial plan will be saved when you save the SIP extension after all settings are entered. 

 

 

Under Password settings, the phone admin password is used to access the administrator settings on the phone.

 

 

PC Port VLAN settings allow the admin to set the VLAN ID tag for the phone's Ethernet drop port and the priority level. 

 

 

Codec Settings list the codecs that are supported by the phone. G.729 requires a license to be activated. G.722 is the high definition codec and has the highest priority. To change the priority of the other codecs, click the arrows and move them up or down. 

 

 

Multicast Addresses settings is where you assign the multicast addresses for this phone. A multicast transmission is a single data stream that is transmitted to multiple phones. This allows users to page all phones on their network from a single data stream. 

 

 

Under the Other Manufacturers tab, settings may be made for Polycom and Snom Phones when used with phone feature packs. 

The Common Settings tab includes settings used by all phones, regardless of the manufacturer. 

  • Auto-answer Switchboard initiated calls- When set to 'Yes', this allows the phone to automatically answer all calls initiated from the Switchboard.

  • Phone Password- the authentication password phones use to register to Switchvox. For all non-Digium phones, this password is required; for Digium phones, the password is generated automatically, therefore this field does not need to be populated.

  • Phone NAT Traversal- controls how Switchvox communicates with the phone if it is behind a router network address translations. The setting options are: Always, No, Never, and Route. 

  • Rapid Dial List Assignment- offers a rapid dial list to the phone. The selected item will be used on the phone unless the user makes a change to their rapid dial favorites in the end-user web portal. 

Permissions

Specifies which features this extension is allowed to use. You may turn a feature on or off for an extension by clicking on the category then toggling it to 'Yes' or 'No'. The categories are:

  • Change Profile Information- allows you to control which parts of a profile the extension-owner can change.

  • Create Call Rules- allows you to control which Call Rule actions the extension-owner can create. 

  • Use Voicemail Features- allows you to controls which voicemail features the extension-owner can use.

  • Use PBX Features- allows you to control which general PBX features the extension-owner can use. 

  • Use Digium Phone Apps- allows you to control which Digium Phone Apps are on the extension's Digium phone. To use the Digium Phone Apps, the permission Log into the Extension Suite under PBX Features must also be 'Yes'.

  • Change Digium Phone Settings- allows you to control which of the Digium Phone Settings the extension-owner can change. 

  • Use Distinctive Ringtones- allows you to control which Ringtones features the extension-owner can use. 

  • Use Calling Features- allows you to control whether the extension-owner can use these calling features.

  • Change Custom Settings- allows you to control which Custom Settings the extension-owner can change. If you haven't created any custom settings, this sections is empty.  

 

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