myPBNext.com Manual - PBNext
Contents
1. DOWNLOAD NOW You can download the PBNext User Manual by clicking on the button to the right You will need the Acrobat Reader software to view the manual 460 KB The manual takes approximately 1 minute to download a 56K modem Acrobat Reader Manual TAN cur os Adobe Acrobat Reader is available as a free download at the link to the right IF you need additional assistance please call our customer support hotline at 877 7 PBNext 2 For more information PBNext logon www PBNext com For more information about DelTel Inc other services provided under DelTel Inc please logon to WWW DELTEL COM PBNext User Manual 352. set up call forwarding options see the section in this manual for Creating Follow Me Rules Note order to create an extension queue you must first add users to your telephone system see ADDING USERS AND THEIR EXTENSIONS Welcome Joe Somebody You have 3 new voice mail messages i 4 E rA L9 9 Mailboxes Faxes Address Book Preferences el are Admin Help Logout Users and Extensions Menus Queues Phone Numbers Create queue Delete queue Corporate Accounts Payable Ext 1013 Customer Service Ext 1012 Corporate Accounts Pay Operator Ext 0 Extension Number 1013 Sales Ext 1011 Maximum Queue Ring Time ao seconds Forward Mode No Forwarding Forward Murmber NEED Non Members Queue Members Speaking Joe Somebody All gt Ima Mewbie Ole Skoole 2 lt lt lt Record greeting Done m m 4 Internet 2 create a new extension queue click the button When you click it the following pop up window will appear Explorer User Prompt E X Script Prompt Enter new multi user extension name Cancel enter new extension name here Enter a name for your new extension queue in the pop up window box and click the button new entry will appear in the column highlighted in blue and also in the boxes on the right of the screen The extension number is automatically generated To delete a queue
3. PBNext User Manual 15 ADDRESS BOOK To list and view your contact addresses click on the Address Book icon The Address screen will be displayed Welcome Jahn Smith You have new voice mail messages TE i L3 d se o Mailboxes Faxes Address Book Preferences el are Admin Help Logout Create contact Delete contact Import contacts Contacts Home Depot A X PBNext Support PBMext Support Bush George Save Changes Bush Jeb Grier James First Name PBNext Support Last Name 1 Roberts Julia Seinfield Jerry Phone Numbers Primary 877 772 6398 Mobile i Smith John Home Other O Fas Contact Information Company Address 1 Addressz City State Ema 0 0 0 Motes Save Changes zl Done Internet 2 add a new contact your address book click the button A new contact entry will appear in the Contacts column highlighted in blue Type the information about your new contact into the appropriate boxes When you ve entered the information you want click the button Your contact will be saved and the name of the new contact will appear in the Contacts column PBNext User Manual 16 ADDRESS BOOK CONTINUED You may type notes regarding the contact into the Notes box When you ve entered the information you want click the button The PBNext Address Book Importer al
4. pease oo P mum Ww Fd SE rings rir Wa for 4 Q Geos 1 een mee bac Treforuptn 1 j d runter wom oO Qi oca eter Locate the Rule Name text box and create a name for the new rule Under the section for Rule Actions select an action from the drop down menu The following options are available PBNext User Manual 9 Forward to number Alert my PC Send Text Message FORWARD TO NUMBER If you select the Forward to number action then you will need to specify the phone number you would like the call forwarded to by typing the number in the text box provided under the options section Rule Actions Action o Forward to number Options Move Try For up 40 Q rings Forward Eo Add another action Additionally you will need to specify the number of rings the action will try a number maximum of 99 in the provided text box If the box 15 left blank then the rule will be omitted You can add another action to the rule by clicking the blue icon labeled Add another action ALERT MY PC If you select the Alert my PC action from the drop down list a small text box will appear under the options section You will need to specify the waiting time for the action e g 30 seconds Rule Actions Action Options Move x Alert wait Far seconds Q Forward to number
5. Alert mv PC Send text message SEND TEXT MESSAGE If you select the Send Text Message action from the drop down list then you will need to the number you wish the message to be routed to Select a Carrier from the drop list Specify how many seconds you wish the action to wait for Rule Actions Action Options Move Carrier wait For E D 6 seconds Mobile number Sendtext message o Add another action When you re done creating rules you will need to select options for what you want the program to do If all actions should fail Locate the section labeled Default Action PBNext User Manual 10 Remember activate this rule vau must add it to your Follow me schedule Rule Actions Action Options Mobile number Send text message Carrier verizon o Add another action Default Action When all actions Fail da this Forward to extension Extension number 1551 Send Ehe caller to voice mail up Forward to extensian Rule Options Maximum hold time minutes The following actions are available under the Default Action section Forward to extension send the caller to voice mail default Hang up FORWARD TO EXTENSION Move wait For seconds Save changes If you select Forward to extension you will need to specify the extension in the provided text box SEND THE CALLER TO VOICE MAIL select th
6. Wed Thu Fri Sat m EE NE MD OU Active on holidays Cancel Add bo Schedule PBNext User Manual 12 NOTIFICATIONS eX Ld D Ge Ww o Mailboxes Faxes Address Book Preferences eCare Admin Help Settings Follow Me Rules Follow Me Schedule Notifications E mail notifications To enable e mail notifications please enter your e mail address below Note this e mail address is ar used notifications E mail address Type your email address here voicemails For each of your extensions below select how you d like to be notified when a new voicemail is received Extension Notify client Send e mail Personal extension 111 Customer Service 1012 Send mp3 file to email inbox Operator 07 Sales 1011 Save D Alert is docked on task bar Click on the Notifications tab to begin configuring the way you would like to receive email and voicemail notifications EMAIL NOTIFICATIONS Enter your email address in the email text box VOICE MAILS For each of your extensions there are two options for how you would like to be notified when a new voicemail 15 received Notify client Send email New Voicemail x You have new voicemail E Ponet 898 1 7 NOTIFY CLIENT oelect this option to have a message alert displayed on your monitor The alert will be docked on the task bar at the bottom of the screen SEND EMAIL Sel
7. frm ee re 0 0 myPBNext com Manual Table of Contents TABLE ORCONTENT 2 USING MYPENEXT CII M O YX 3 SIGNING IN TO MYPBNEX 3 CHECKING VOICEMAIL ONLIN 4 CHANGING YOUR VOICEMAIL GEL IM E 5 CHANGING YOUR PASSWORD 6 CALL FORWARDING FOLLOW ME FEATURE 7 AU zo rc 9 jl 13 his Dig rre 15 M T 16 BILLING INFORMATION 18 ADDING USERS AND THEIR EXTENSIONS 20 CREATING EXTENSION QUEUES 21 CREATING c 23 25 CREATING CALE ME NOW Soc 26 CHECKING VOICEMAIL USING THE TELEPHONE etam et tern haeo 28 INTERACTIVE MUSIC ON ROLD cm 28 HELP AND TECHNICAL SUPPORT 30 AVAIABLE MEI M 31 TOASTS Fr TIE 31 WEB CONFERENGING 34 PBNext User Manual 2 Using myPBNext com In addition to the Call Manager PBNext features a Web based interface for managing your PBNext account or myPBNext Using myPBNext gives you the ability to Check voicemail log Hecord your personal greetings heck inbound faxes Forward your calls Add detailed information to your ad
8. 31 TALKING PROPERTIES CONTINUED TRACKING ADS You can use the Call Log feature to track the effectiveness of your property ads You must create a unique extension and a new greeting for each ad source you are tracking track an ad click Add Property In the pop up window enter the source of the ad e g LA TIMES as part of the address Script Prompt Cancel Enter the address for the new property House 5t L TIMES Enter the remainder of the address city state ZIP and click select a unique extension for this property and enter it in the box beside Extension Num Complete the Transfer To box and click Q Record a new home description You must record a new greeting for each extension Repeat this process for each different ad source When you click on the Call Log tab the ad source for each call will appear in the Home column PBNext User Manual 32 WEB CONFERENCING You can use PBNext to host a web conference Available for a small monthly fee web conferencing allows you to instant message draw on a white board display slide shows and share applications with a number of users simultaneously online HOW TO HOST A WEB CONFERENCE To host a web conference click on the Web Conferences icon in the mypbnext com portal Welcome Joe Somebody You have 3 new voice mal messages i a 4 T L3 NV 1 2 Mailboxes Faxes Address Book Talking Properties Web Conferences Pref
9. PM IN 049 939 0685 0 07 Answered stephanie Transfered to 211 Enlga PBNext User Manual 4 CHANGING YOUR VOICEMAIL GREETING To change your personal voicemail greeting click on the Preferences icon The Preferences screen will open Welcome Joe Somebody You have 3 new od messages ad 2 raw L3 E Mailboxes Faxes Address Book Preferences eCare Admin Help Logout d Preferences for Joe Somebody cL Ly Mairi Cartel Ing lime 5 seconds My Yoice Greeting o Play mv current voice mail greeting g Record a new voice mail greeting assword gin ta web portal and the PBMext call center E Done a Internet Z Click on Record a new voicemail greeting When you click it the following pop up window will appear Record Greeting Step 1 Microsoft Int 9 ml 3 PBMexk will now call au ka record your new voice mail greeting Phone Numbers Example 949 555 1234 Call me Type your phone number in the pop up window box This number should be the number of the closest phone to your computer select the button on the pop up window The system will call you When you pick up the receiver record your voicemail greeting after the tone and press when finished To review your recorded greeting click Play my current voicemail greeting The greeting will be played through your computer speakers PBNext User Manual 5 CHANGING Y
10. simply select the queue from the list and click the button PBNext User Manual 21 CREATING EXTENSION QUEUES CONTINUED Once you have created the extension name and number for your queue you can select the people you want included in the queue by using the Non Members and the Queue Members lists In the Non Members list click on the person you want included in the queue and use the arrow button to move them to the Queue Members list You can move all the members of the Non Members list to the Queue Members list by using the All button f you want to remove a person from the Queue Members list use the arrow button to move them to the Non Members list You can move all the members of the Queue Members list to the Non Members list by using the All button You can determine whether call made a selected queue will be forwarded to another number if a connection is not made At the Forward Mode box click on the arrow button to view the appropriate choice and select the mode you want fyou selected Call Forwarding type in the phone number you want the call to be forwarded to in the Forward Number box You have the option to change the ring time of a queue This option determines how long a call will ring before being forwarded to the forwarded number you have selected in the number of seconds you want the call to ring in the Maximum Queue Ring Time box Ring time does not affect how long a call
11. will ring at the forwarded number To record a greeting for your queue click the button When you click it the following pop up window will appear E Record Greeting Step 1 Microsoft I ial xl PBMexE will now call you to record your new voice mail greeting Phone Numbers Example 949 555 1234 Call me Type your phone number in the pop up window box This number should be the number of the closest phone to your computer Select the button on the pop up window The system will call you When you pick up the receiver record your voicemail greeting after the tone and press when finished Once you are finished click the 22 button PBNext User Manual 22 CREATING MENU The Menus folder manages the initial greeting your customers will hear when they call as well as ways those calls will be routed To create a menu select the Admin icon and then select the Menus tab Note order to create a menu you must first set up your extension queues see CREATING EXTENSION QUEUES Welcome Joe Somebody You have 3 new voice mail messages ia 2 Wo Mailboxes Faxes Address Book Preferences eCare Admin Help Logout _ Users and Extensions Menus Phone Numbers Create menu Delete menu S66 738 0883 Action Transfer En Corporate Accounts Payable 1013 Save Record greeting B Done m m m Internet 2 Click the button Wh
12. with a comma On the Subject line enter an announcement of the web conference such as Subject your invitation ta the web conference In the Message box enter a brief description of the web conference including the moderator Interface Message blease join aur web conference by pointing your browser to https iiiw webdxchange camJinvite 158551 562406 en PBMexk Thank vou When all of the information for your invitation is complete click send Invitations For more information about how to use the web conferencing features once your web conference has begun click the Help button on the Web Conference toolbar PBNext User Manual 34 HELP AND TECHNICAL SUPPORT Any time you need help call 1 877 7 PBNEXT 1 877 772 6398 and the next available Customer service Representative will assist you Make sure you have your account number username and security code ready because our Customer Support Center will need this information If we don t already have one on file our system will also ask for an email address where it can send information CAUTION Do not share your password PBNext representatives will never ask you for your password To download a copy of this manual and Acrobat Reader if necessary click on the Help icon Welcome Joe Somebody You have 3 new voice mail messages 58 amp 2 a Mailboxes Faxes Address Book Preferences Admin Help Logout myPBNext Help
13. E Record Greeting Step 1 Microsoft Tt 5 xl PBMexk will now call au ka record your new voice mail greeting Phone Number Example 949 555 1234 Call me Type your phone number in the pop up window This number should be the number of the closest phone to your computer select the button on the pop up window The system will call you When you pick up the receiver record your voicemail greeting after the tone and press when finished Once you are finished click the Save button To enable the new greeting to be played check the Play greeting before start menu box remove the greeting simply uncheck the box PBNext User Manual 25 CREATING CALL ME NOW LINKS You can create links on your website that will allow users browsing your site to call you by clicking the link The Call Me Now feature 15 available at no additional charge to all users This feature is available to administrators only HOW CALL ME NOW WORKS When the user clicks the Call Me Now link a pop up window will appear that asks for the user s telephone number After entering the phone number the user will be connected to the call menu you have selected Note You will have to know how to place a clickable hyperlinked button or word on your website We cannot show customers how to add these links to their sites To create a Call Me Now link go to the administrator s section of the mypbnext com portal and click on the C
14. Follow Me Rules for advanced options Click the button Your preferences will be updated PBNext User Manual 8 CREATING FOLLOW RULES u u i 3 L3 d D 2 w o Mailboxes Faxes Address Book Preferences eCare Admin Help Settings Follow Me Rules Follow Me Schedule Notifications Choose a rule to edit New Rule Delete rule Create new rule Rule Save changes Remember activate this rule you must add it to your Follow me schedule Rule Actions Action Options Move o Add another action Default Action When all actions Fail do this Send the caller to voice mail Rule Options Maximum hold time i minutes Save changes E You can create new rules to manage the way your incoming calls are forwarded To create a new rule click on the Create New Rule button located in the right upper corner of the screen Type a name for the new rule in the Rule name text box Locate the Rule Actions section and click on Add another action his will prompt you to a new screen displaying an array of actions and options allowing you to set the parameters for your call forwarding features Choose eder My Rule Deter Cres nde Puke hare Fiy changes Remember acthabe bh nis yoy asd bo pour hioa ve zchaduls Fada Sctions fan Options 25 seconds Q o emus
15. KHEMEL HozercPBnFzEPlyDORwaHvOxMHALaktZ2 Tip To make the integration seemless redirect the user to the above URL in a popup Save In the Menu box type in the menu you want to place callers into or use the arrow button to select the appropriate menu from the drop down menu Click the Save button to continue The final version of the URL link will appear in the URL box Copy the entire link and place it as a clickable hyperlinked button or word on your website You can link a single word to the same URL This linked word will go to the same site as the full link You can place this link multiple times on one page You can also place It on as many different pages as you wish To route Call Me Now calls to different menus create new Call Me Now links and place them on your website PBNext User Manual 27 CHECKING VOICEMAIL USING THE TELEPHONE Note use this feature your password must be a five digit numeric password If your password is not currently five digits see CHANGING YOUR PASSWORD First dial your PBNext phone number and when the recorded greeting begins press When the recording asks for your extension enter your extension on the phone keypad Then when prompted enter your password Your voicemails will play INTERACTIVE MUSIC ON HOLD PBNext has secured licensing that allows us to offer well known recordings for your on hold music at no additional charge to you Administrators hav
16. Monthly Activity Charges 55 57 CALL DETAIL FOR 800 555 1111 ACCOUNT ID 11111 Id Date Time Dir Number Type Connected to Length Rate Amt 1 4377405 12 15 5 40 09 I 208 555 0652 INTER 000 000 0000 UNAVAILABLE 2 00 0 0390 0 08 2 4377483 12 15 5 51 51 I 208 555 0652 INTER 000 000 0000 UNAVAILABLE 2 00 0 0390 0 08 Billing information includes Billing statement Previous Charges Current Charges Account Charges Phone Call Detail Charges Each call made and received is displayed in terms of telephone number connection time and total charge PBNext User Manual 18 change the billing dates you wish to view go to the drop down menu in the upper right hand corner and select the arrow button to view the appropriate range view bill Far Nov 04 2004 Dec 03 2004 To print a copy of your billing statement click the button in the upper right hand corner PBNext User Manual 19 ADDING USERS AND THEIR EXTENSIONS To add users and their extensions to your telephone system click on the Admin icon and select the Users and Extensions tab Note Adding a new user to your system may prompt additional monthly charges You may have to call customer support to upgrade your account before you can add new users here If this is the case a message will appear on the screen with the customer service phone number Welcome Joe Somebody You have 3 new voice mail me
17. OUR PASSWORD To change your password click on the Preferences icon The Preferences screen will open Welcome Joe Somebody You have 3 new messages L9 d VO 2 89 Mailboxes Faxes Address Book Preferences eCare Admin Help Logout d Preferences for Joe Somebody lo forwarding laximum Queue Ring Time seconds Password You use this password to login to the web portal and the call center application on your computer p Change m current password E Done x Internet a Click on 22 Change my current password When you click it the following pop up window will appear Change Password Microsoft Interne To change your password please enter your current password and your new password twice Current Password type current password here Mew Password type new password here Mew Password new password ta contirm Cancel Change Password Type in your current password and your new password twice then click the button Your password will be updated Click the button to cancel the procedure PBNext User Manual 6 CALL FORWARDING FOLLOW FEATURE To forward your personal extensions incoming calls to another outside number click on the Preferences icon The Preferences screen will open ix wo id MailE3 e amp Faves Adcress Book Preferences Admin Help settings recu nutes tolbwmescredul
18. all Me Now tab welcome Joe Somebody You have 3 new voice mail messages 5 D y 3 o Mailboxes Faxes Address Book Talking Properties Web Conferences eCare Admin Help Create link Delete link corporate CALLMEM OW a TESTS Name ITEST to call center BNext ca CALMENT dos a Menu Call Center Announcement Mode Basic Mote this field is For display only it does not sawe URL https app pbnext com callmenow callmenov popup em accesskey smMaktmghEHkHKLHPIHiazercPBnFzEPTwvD OR v aHWexmMmHhIaktzz Tip To make the integration seemless redirect the user to the above URL in a popup Enable Save Done z ESI 5 Internet 2 Click the Create link button on the Call Me Now page The following pop up window will appear X Script Prompt Cancel Enter a descriptive name for this link such as corporate site Enter a descriptive name for the Call Now link and click PBNext User Manual 26 CREATING CALL NOW LINKS CONTINUED The name you have created will automatically appear in the Name box on the Call Me Now page Name TEST En call center Menu Call Center Announcement Made Basic Mote this field is For display only it does not sawe URL https rapp pbnext com callmenew callmenow popup em accesskey smhlSktmgh
19. body You have 3 new voice mail messages D M Er ity Ww 2 2 Mailboxes Faxes Address Book Preferences el are Admin Help Logout Mailb 4 m Voice Messages Call Log Joe Somebody Ext 111 Date Time Length Controls Al Customer Service Ext 1012 te x 949 640 2616 11 10 04 2 11 PM 00 04 Delete Operator Ext 0 D Y Sales Ext 1011 z 949 444 0150 11 10 04 2 10 PM 00 08 Play lt Delete Jr 949 640 2616 11 10 04 2 08 PM 00 08 Play lt Delete Done Internet 2 Each extension has its own mailbox You may check each mailbox individually by clicking on it Note that a mailbox containing a voice message will be bolded on the screen You can minimize the Mailboxes list by clicking on the arrow a button at the top of the list The Voice Messages list contains the current voicemails in the mailbox selected listen to your voicemails select the desired voicemail from the list and click Play When you are finished you may click 2 Delete to remove the message from your voice mailbox To view a log of recent calls to an extension select the Call Log tab see below Here you may view the date telephone number and duration of the call Note All calls older than 15 days will be automatically deleted from the log Messages Call Log Notes 11 9 04 9 25 AM IN 949 366 6924 0 29 Answered bv akipling 11 9 04 7 43 AM IN 9491 933 5475 0 00 Missed 11 8 04 5 00
20. dress book Hold Web conferences Create extensions with recorded messages about real estate properties SIGNING IN TO MYPBNEXT Note As of this writing myPBNext supports only Microsoft Internet Explorer 5 0 and newer The PBNext Installer will ensure that you have a compatible version of Internet Explorer installed It will upgrade your computer if you do not have one Note For myPBNextto work properly you must have cookies set to at least the Medium privacy setting and you must have Scripting enabled Also myPBNext will likely not work with pop up blockers such as Norton Internet Security enabled 1 Open Internet Explorer and go to http www myPBNext com to access myPBNext 2 Login to myPBNext using the same information you use to connect to the PBNext telephone system Once you have logged in you will go directly to the Call Center screen Ay myPBNext Login Microsoft Internet Explorer B x Edit View Favorites Tools Help Internet Explorer gt 2 Back Forward Stop Refresh Address www mvpbnext coms m mypbnext Welcome to mvPBMexk Account ID Username Password Login 5 l Mere 7 PBNext User Manual 3 CHECKING VOICEMAIL ONLINE The Mailboxes feature contains all the extensions you participate in To manage your voicemail click on the Mailboxes icon to open the Mailboxes screen wd Joe Some
21. e the option to set different genres of hold music for each extension In addition callers can change genres or change selections within a genre simply by using their telephone key pad HOW MUSIC ON HOLD WORKS An incoming caller will hear hold music when placed on hold The music genre the caller hears is selected by the administrator Callers placed on hold have the option to change the genre of music they are listening to by pressing the star key on their telephone key pad Callers have access only to those genres selected by the administrator A caller can also change to a different selection within the genre by pressing the pound key HOW TO CHANGE HOLD MUSIC FOR AN EXTENSION To change hold music go to the administrator s section of the mypbnext com portal and click on the Hold Music tab Welcome Joe somebody vou have 3 voice mail messages 2 aem Mailboxes Faxes Address Book Talking Properties Web Conferences Preferences B Admin Hold Music Users and Extensions Menus Queues Phone Numbers Now a Global Account Settings custamize hold music far this extension save Per extention override res bd E Done io Internet 2 Under Per extension override select the extension you want to change PBNext User Manual 28 INTERACTIVE MUSIC ON HOLD CONTINUED With the correct extension selected click the box next to Customize hold music for
22. ect this option to have voice mails sent to your email inbox as a MP3 file file is the digital audio format used in Windows with the extension mp3 and it is used to allow different sound qualities to be recorded The highest quality 16 bit samples at 44100 Hz uses 18KB of storage memory per second PBNext User Manual 13 SAVING YOUR NOTIFICATION SETTINGS If you are satisfied with your notifications settings click the save button Voicemails For each of your extensions below select how you d like ta be notified when new voicemail is received Extension Notify client Send e mail Personal extension 111 Customer Service 1012 Operator 0 Sales 1011 Save PBNext User Manual 14 INBOUND FAXES To view all incoming faxes click on the Faxes icon The Faxes screen will open Welcome Joe sed body have new vaice mail messages 8 2 Ww o Mailboxes Faxes Address Book Preferences eCare Admin Help Logout 541 593 2095 305 816 3219 2003 01 21 16 12 2003 01 21 15 28 2003 01 21 09 36 42 pages 2 pages 2 pages 734 721 8870 770 394 4338 770 394 4338 a PUN RET TEn To print a fax click on the fax you wish to print The selected fax will open up in an Adobe Acrobat file Once the fax is open click on the printer icon in Acrobat to print Note PBNextcan only receive faxes it is not able to send faxes
23. en you click it the following pop up window will appear CITICITIENN Script Prompt Enter new menu name Cancel Jenter new menu name herd Enter a name for your new menu in the pop up window box and click the button new entry will appear in the Menus column highlighted in blue To delete a menu simply select the menu from the list and click the Delete menu button The Option and Action boxes allow you to assign the options your callers will receive when they dial the phone number assigned to a particular menu PBNext User Manual 23 Option box type the number corresponding to the number on the telephone dial that you want the caller to press to receive a particular option Assign an action to the option selected in the Action box Click on the arrow 1 button to view the actions available and click on an action to assign it to the option selected The Action field may be an extension or another menu Extensions in the list are generated by setting up your extension queues and menus by adding new menus using the Create Menu function You can also assign default as one of your menu options If you type in the word default in the Option box and select an action in the Action box the system will perform that action if the caller does not make another selection from the menu For example if you type in default and select the action to transfer the call to yourself the caller would hear the m
24. enu greeting and without pressing any keys get transferred to your extension At this point you should record a greeting telling people not to make a selection To record a greeting for this menu click the button When you click it the following pop up window will appear E Record Greeting Step 1 Microsoft I x PBMexk will now call you ka record your new voice mail greeting Phone Number Example 949 555 1234 Call me Type your phone number in the pop up window box This number should be the number of the closest phone to your computer Select the button on the pop up window The system will call you When you pick up the receiver record your voicemail greeting after the tone and press when finished Make sure to include the menu options in your greeting For example Please press 1 for Sales 2 for Customer Support etc Once you are finished click the 29Y 1 button PBNext User Manual 24 SELECTING A MENU GREETING You may want more than one menu greeting for your company depending on the time of day operating hours and after hours etc To apply such a greeting to an existing menu select the Admin icon and then select the Phone Numbers tab From the drop down menu click on the arrow 1 button to view the menus available and click on the menu you want the greeting to apply to To record the greeting click the button When you click it the following pop up window will appear
25. erences eCare i The Web Conference screen will appear Welcome Joe Somebody You have 3 new voice mal messages id 1 Mailboxes Faxes Address Book Talking Properties a Ww o web Conferences Preferences eCare Admin Help Logout Schedule conference Oct 03 2005 07 40 PM 5 users Conference Information Maximum atendees 5 users including moderator Moderator Interface https www webdxchange com invite 158551 160258 enj PBNext Invitiations From PBNext Conferences lt donotreply pbnext com gt To List up to 4 recipients email addresses comma separated Subject Message B Internet A To schedule a web conference click the Schedule conference button The following pop up window will appear x Script Prompt Please enter the number of people that will attend this conference Cancel PBNext User Manual 33 WEB CONFERENCING CONTINUED Enter the number of people that will attend the conference including the moderator in the pop up window and click ok The number you select will appear under Conference Information next to Maximum attendees Enter the time and the date of the web conference and click Loc To invite the attendees to your web conference go to the Invitations box on the Web Conference page and enter the email addresses of the people you wish to invite on the To line Separate each address
26. is option if you want the caller forwarded to your voice mail HANG UP oelect this option if you do not wish to forward the caller RULE OPTIONS When you are done with the default action settings locate the Rule Options section at the bottom of the screen You will need to specify the Maximum hold time in the number of minutes you wish to put your callers on hold Default Action When all actions Fail da this Forward to extension Extension number Rule Options Maximum hold time minutes Save changes When you are done selecting your options click the Save Changes button at the bottom of the screen To activate this rule you will need to add it to your Follow Me Schedule PBNext User Manual 11 FOLLOW SCHEDULE CAI ia d D Ge a o Mailboxes Faxes Address Book Preferences Admin Help Settings Follow Me Rules Follow Me Schedule Notifications Sunday Monday Tuesday Wednesday Thursday Friday Saturday Holidays 12 00 New Rule 01 00 02 00 03 00 04 00 05 00 05 00 02 00 Click on the Follow Me Schedule tab This will prompt you to a new interface that will display your current Follow Me Schedule Click on the blue icon labeled Add rule to schedule Again this will prompt you to a new screen Ef Scheduled Rule Rule Rule 23 Start 12 00 AM F End 12 15 zd Addto sun
27. lows you to import update your PBNext contacts from the data contained in your Microsoft Outlook contacts To import contacts click the button and follow the instructions on the screen To delete a contact select the contact to be deleted in the Contacts column and click the button When you click it the following pop up window will appear Microsoft Internet Explorer X 2 Are vou sure you want to delete this contact Click the PBNext User Manual 17 BILLING INFORMATION To view a detailed bill for your PBNext account click on the eCare icon The eCare screen will open L3 Ww i 2 w o Mailboxes Faxes Address Book Preferences eCare Admin Help Logout View bill For Dec 15 2004 Jan 14 2005 Print this page 610 Newport Center Drive Newport Beach 92660 BILLING STATEMENT Customer Name Billing Period Dec 15 2004 Jan 14 2005 Geroge W Bush Customer ID 11111 PIENO WS Invoice Number 201262 Huntington Beach CA 92600 PREVIOUS CHARGES Previous Balance 12 57 Previous Payment 0 00 Past Due Balance 12 57 CURRENT CHARGES Monthly service Fees 29 95 Monthly usage fees 5 67 New Charges 55 57 Previous charges 12 57 Total Amount Due 68 14 ACCOUNT CHARGES 800 555 1111 Account ID 11111 Usage 5 67 Rate Plan Monthly Fee 29 95 Feature Monthly Fee 19 95 Subtotal 55 57 888 111 5555 Account ID 2222222 Subtotal 0 00 Total
28. pL ur ris Forwarding No onverding Ring Time 30 sen Time 5 00 2 Szanderd Tine 53 vaic Mail Play my current voice ral greeting Oo Reccrd new voice nal greeting Mv Passard You use Eris password 20 agn zo che Sky CALL weo and the call zente appicetion vcur computer AA Chang my orrek password select the Settings tab In the Options section select the Forwarding type you desire The settings available include forwarding Forward if not connected Forward if don t respond Always forward Use my follow me rules In the Phone Number box type in the phone number where you wish your calls forwarded to Type in the number of seconds you want your phone to ring in the Maximum Queue Ring Time box You may also select the time zone from the drop down menu Note Maximum Queue Ring Time box allows you to change the ring time for an incoming call This feature allows you to control how long a call will stay ringing on your phone until it goes through to voicemail or forwards to an outside number It does not control how long a call will ring after it has been forwarded PBNext User Manual 7 By default all voice messages are stored in the PBNext voice mail If you prefer to have your voice messages stored on another device such as your cell phone then you will need to select the tab labeled
29. rty ID they will receive information about the property they are interested in At the end of the recording callers will be asked if they want to speak to a realtor or receive a return call later Any user on the PBNext account will have access to add or delete a property HOW TO CREATE A TALKING PROPERTY To create a Talking Property click on the Talking Properties icon in the mypbnext com portal Welcome Joe Somebody You have 3 new Tr EE cy m L3 i 39 se Talking Properties Web Conferences Preferences eCare Admin Help Mailboxes Faxes Address Book The Talking Properties screen will appear My Properties Call Log Add Property Remove Property 1 Hause SE L TIMES zi 1 House St LA TIMES Provo LIT 12345 1 House 5t Es REGISTER 952 Provo UT 12345 Property Information Address 1 House St L TIMES City State Zip Talking Home Extension Num Transfer To AGENT PHONE BRANDED Record new home description Save Done EI Internet a On the Talking Properties screen select an existing property from the left column or click _ 99 Property to create a message for a new property PBNext User Manual 30 TALKING PROPERTIES CONTINUED If you choose Add Property the following pop up window will appear Script Prompt DK Enter the property address for the new home Enter the address for the ne
30. ssages ia p id o Mailboxes Faxes Address Book Preferences Admin Help Logout Users and Extensions Menus Queues Phone Numbers Create user Delete user Somebody Joe Ext 111 Username First Name Last Name Password Extension Num Admin privileges 9 loons 4 To add a new user and their extension click the button When you click it the following pop up window will appear Explorer User Prompt X Script Prompt Enter new usernarne Cancel Enter new user name here Type the name of the new user in the pop up window box then click the button new entry will appear in the column highlighted in blue The extension number is automatically generated but you can change it by typing a new number in the Extension Num box Fill in the user information username password etc in the boxes on the right hand side of the screen If you want to grant the user access to the Admin and eCare areas check the Admin Privileges box Click the button to complete the process To delete a user simply select that user from the list and click the button PBNext User Manual 20 CREATING EXTENSION QUEUES You can create an extension queue for each of the departments in your company The extension queues will contain the people in a particular department and their individual extensions To create an extension queue select the Admin icon and then select the Queues tab
31. this extension Users and Extensions Menus Queues Phone Numbers Me Now Hold Music T Global Account Settings Customize hold music For this extension Per extention override Save 679 Two new boxes will appear Available Genres and Selected Genres v Customize hold music Far this extension Do nat pla any hold music Available Genres Selected Genres Adult Classic Rack All Classical Country 2 Current Hits 7 Oldies Smooth Jazz AI Soft Hits Save Under Available Genres select the genre of music you would like to make available for the extension Click the gt button to move the genre into Selected Genres To make all genres available click the Alls button To deselect a genre highlight the genre of music you want to deselect and click the z button When you have finished selecting the music genres you want to make available click the Save button PBNext User Manual 29 AVAILABLE OPTIONS PBNext offers additional options to which additional fees may apply Those options are e Talking Properties e Web Conferencing To purchase any of these options contact Customer Care at 877 772 6398 Additional fees may apply TALKING PROPERTIES Designed especially for realtors Talking Properties allows you to create extensions that will connect callers to recorded messages about properties for sale When callers enter an extension also known as a Prope
32. w property and click The address you entered will appear on left side of the screen and under Property Information Under Talking Property select an extension number for this property enter it in the box beside Extension Num and click 5ave In the Transfer To box type the name of the person to whom calls related to this property should be directed or click on the arrow button and select a name from the drop down menu When you are ready to record a greeting for the property click Q Record a new home description The following pop up window will appear will now call you bo record your new voice mail greeting Phone Numbers Example 949 555 1234 Enter your phone number in the pop up window box and click Call me Your phone will ring Answer the phone record your greeting and press CALL LOG To access the call log for this property click on the Call Log tab on the Talking Properties section of the mypbnext com portal A log of calls for this property will appear My Properties Call Log Date PST Home Number Notes 10 05 04 06 34 AM 1 House 5t REGISTER 801 007 0000 Caller hung up 10 05 04 03 45 AM 1 Hause St L TIMES 8012100 2 0000 Caller hung up 10 05 04 00 25 1 House St L TIMES 201 007 0000 Caller requested a call back 10 05 03 55 04 1 House St L TIMES 201 007 0000 Caller was transfered to representative PBNext User Manual
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