# Phone Configuration ## Overview The **Devices** screen is for adding physical phones to the system, removing them from the system, or attaching them to an extension. The **Extensions** screen is for managing the properties of individual extensions. The **Phone Buttons** screen is for programming the function buttons on a phone. The **Device Registrations** screen provides configuration options for phones. The **Phone Groups** screen (not fully supported) is for creating groups of extensions that share some properties.
- [Overview](#bkmrk-overview) - [Adding and configuring a new phone](#bkmrk-adding-and-configuri) - [Devices](#bkmrk-devices) - [Extensions](#bkmrk-extensions) - [Phone Buttons](#bkmrk-phone-buttons) - [Device Registrations](#bkmrk-device-registrations) - [Phone Groups](#bkmrk-phone-groups) - [Removing a Phone](#bkmrk-removing-a-phone)
## Adding and configuring a new phone 1\) First, create a new extension on the **Extensions** screen. - "Extension" can be any unused extension. - "Device Type" should usually be SIP. - "CallerID Name" should be something that identifies the phone. - All other fields are optional. For more information, see [**Extensions**](https://public.intellasoft.net/books/web-portal-dL9/page/overview-mCh). [![Create Extension.gif](https://public.intellasoft.net/uploads/images/gallery/2024-08/create-extension.gif)](https://public.intellasoft.net/uploads/images/gallery/2024-08/create-extension.gif) 2\) Create a new device on the **Devices** screen. - "MAC" should be the MAC address of the new phone. - "Main Extension" should be the extension created in Step 1. - "Phone Type" is the manufacturer of the phone; either POLYCOM or YEALINK. - All other fields are optional. For more information, see **[Devices](#bkmrk-devices)**. [![image.png](https://public.intellasoft.net/uploads/images/gallery/2024-07/scaled-1680-/mi9image.png)](https://public.intellasoft.net/uploads/images/gallery/2024-07/mi9image.png) 3\) Configure the device on the **Device Registrations** screen. - For information about the specific fields, see **[Device Registrations](#bkmrk-device-registrations)**. [![image.png](https://public.intellasoft.net/uploads/images/gallery/2024-07/scaled-1680-/rK3image.png)](https://public.intellasoft.net/uploads/images/gallery/2024-07/rK3image.png) ## Devices
The **Devices** screen consists of two panels: "Device Settings" and "Additional Device Settings".
### Device Settings
**Name** **Description (What it does)** **Properties (How you interact with it)**
MACThe MAC address of a physical phone.Every device must have a unique, properly formatted MAC address.
Main ExtensionThe device's assigned phone line. A device must have an extension to make or receive calls.Extensions can be created on the [**Extensions**](#bkmrk-extensions) screen. Two devices cannot have the same extension.
Main CallerIDInternal CallerID. This is seen only by phones on the same network.Auto-filled based on assigned extension. Can be configured on the **Extensions** screen.
Main PhoneGroup NameThe PhoneGroup of the selected extension. Extensions in the same PhoneGroup will have some shared properties.Auto-filled based on extension. PhoneGroup can created on the **[Phone Groups](#bkmrk-phone-groups)** screen and assigned on the **Extensions** screen.
Phone NameA name assigned to the phone.An optional field used only for bookkeeping.
Phone TypeThe manufacturer of the phone.Must be POLYCOM or YEALINK.
### Additional Device Settings
**Name** **Description** **Properties**
Phone ModelThe model number of the phone.An optional field used only for bookkeeping.
NTP ServerThe address of the time server used to update this device's clock.Optional. If blank, a default NTP server will be used. Typically only necessary for off-site phones.
Secure ProvisionDetermines whether this phone encrypts its provisioning information. Turning this on requires additional setup.Off by default. Typically only necessary for phones using off-site or publicly accessible networks.
## Extensions The **Extensions** screen consists of three panels: "Extension Settings", "Additional Extension Settings", and "Notes". ### Extension Settings
**Name** **Description** **Properties**
Extension An extension.Must be unique. Can be assigned to a phone on the Devices screen.
Device TypeThe communication protocol used by this extension.Once set, this is typically not changed. Usually it should be SIP. IAX2 is used for high volume networks. DAHDI is rarely used. VIRTUAL is used for call forwarding or mailboxes. SIP-VIRTUAL allows one phone to have multiple attached extensions.
CallerID NameThe internal CallerID for this extension. Only visible on internal calls (calls between phones registered on the portal).No technical restrictions. This should be some descriptive identifier, such as the name of the phone's primary user.
UserThe web portal account assigned to this extension.Optional. If set, this allows a user-level account to manage their assigned extensions through the web portal.
AgentShows whether this extension is assigned to a registered Call Center Agent.Read-only. This is set on the Agent Allocation screen and may not be available on all systems.
StatusOK: this extension is reachable through the network. UNREACHABLE: this extension is not responding to network activity. UNKNOWN: there is no registered associated device. Read-only.
IPThe network address used by this extension's associated device.Read-only. This is typically a dynamic address and may change.
PortThe network port used by this device.Read-only. This is assigned by the host and typically not changed.
VoicemailControls whether or not this extension has a voicemail box.
Voicemail PINThe password for this extension's voicemail box.Must be defined if voicemail is enabled. It can be any numeric string and should be at least 3 digits long.
Voicemail EmailVoicemail notifications are sent to this email address.Optional. This should be a working email address.
### Additional Extension Settings
**Name** **Description** **Properties**
DIDThis extension's direct line.Optional. If provided, this must be a working phone number assigned to your system.
Hunt OtherIncoming calls to this extension will simultaneously ring the number listed here, and will be transferred to whichever line first picks up.Optional. This may be another registered extension, or any external number (such as a cell phone).
Twinning #Incoming calls to this extension, if not picked up, will stop ringing the main extension and instead transfer to the number listed here.Optional. This may be another registered extension, or any external number (such as a cell phone).
Phone MakeThe type of phone assigned to this extension.Rarely used. This should usually be "Generic". Selecting "Soft Phone" populates the "Secret" field, allowing for setup of a simulated soft phone.
Phone ModelThe assigned phone's model number.Very rarely used. This should almost always be "Generic Phone".
MACThe assigned phone's MAC address.Information displayed here for ease of access. The assigned device can be changed here, but should normally be changed on the **Devices** screen.
Phone Reg #This extension's list placement on the associated device's display.Information displayed here for ease of access. This is typically "1" for all phones using only a single extension. Phones with multiple extensions should normally be managed on the **Device Registrations** screen.
Shared Line LabelIf this extension is configured as a shared line, this will be its default display name. See **Shared Lines** for more information.Information displayed here for ease of access. The **Phone Buttons** screen should be used for all shared line management. Changes made here *will not* update the **Phone Buttons** screen, potentially leading to mismatched and broken configurations.
Shared LinesIf this extension is configured as a shared line, this will be the maximum allowed number of concurrent calls. See **Shared Lines** for more information.Information displayed here for ease of access. The **Phone Buttons** screen should be used for all shared line management. Changes made here *will not* update the **Phone Buttons** screen, potentially leading to mismatched and broken configurations.
Shared Line DefaultIf this extension's assigned phone has shared lines, this will be the default line used for outgoing calls. See **Shared Lines** for more information.This is normally blank. It should be set if this is the primary extension of a phone that uses shared lines. An extension is a primary extension if the value of "Phone Reg #" is "1".
Note: PortIDThe switch port used by this extension's assigned phone.Optional. This is used exclusively for bookkeeping and can be any value.
External CallerID
Internal CallerID
Override Extension
All Call Forward
Class of Service
Phone Group
VM Subscribe Override
VM Retention Days
Secret
Account Code
Directory Includes
### Notes The notes section is a textbox where you can write notes about an extension. ## Phone Buttons The Phone Buttons screen consists of two panels: "Included Extensions", and "Available Extensions". ### Included Extensions
**Name** **Description** **Properties**
Position
Button Type
Button Value
Name
Extension
Override First Name
Override Last Name
Override Phone Number
Label
### Available Extensions
**Name** **Description** **Properties**
Name
Type
Extension
PhoneGroup
## Device Registrations The Device Registrations screen consists of two panels: "Device Registrations", and "Additional Registration Settings". ### Device Settings
**Name** **Description** **Properties**
Reg #
Extension
Calls Per Line Key
Line Keys
Missed Call Tracking
Ring Type
### Additional Device Settings
**Name** **Description** **Properties**
Missed Call Tracking
Override Display Name
Override Label
Override Username
Override Password
Override Server
Override Port
Override VMail
Override PBX Transport
## Phone Groups The Phone Groups screen consists of a single panel: "Phone Groups". ### Phone Groups
**Name** **Description** **Properties**
Phone Group Name
Description
CallerID Name
CallerID Number
Record
Operator Extension
Operator Context
Music On Hold
## Removing a Phone

Caution should always be taken when removing a \[Physical Phone Device\]. Even if a phone may not be actively used by someone for placing calls, it may have a \[Call Forward\] in place. Ensure that all functions related to this phone are unused or unneeded before removing it.

1\) Navigate to the **Phone Configuration** screen from the **Navigation Panel.** 2\) Click on the phone you wish to delete and ensure that it's highlighted in blue 3\) Next click the red **X** in the **Delete** column. 4\) A confirmation pop-up will appear confirming your selection. If you wish to delete, click **OK.** You will see a message stating **Changes Saved.** If this is not the entry to wish to delete click **Cancel.** [![image.png](https://public.intellasoft.net/uploads/images/gallery/2024-07/scaled-1680-/ni4image.png)](https://public.intellasoft.net/uploads/images/gallery/2024-07/ni4image.png)