Phone Numbers
This page lists the phone numbers on your system: the numbers already assigned to customers as well as the pool of available phone numbers. Phone numbers are also referred to as DIDs (Direct Inward Dialing). They are the numbers that people dial to call your subscribers (users and companies), send them faxes and text messages (SMS). Phone numbers are also assigned to user groups and voice services such as the virtual assistant and virtual receptionist.
As a System Administrator, you only view phone numbers. You are not expected to manage them. The VAR Administrator is responsible for ordering, assigning, unassigning, deleting and managing phone numbers for its customers. See VAR Help for details.
From the Phone Numbers page, you can:
- Export a list of phone numbers into a CSV or PDF file.
- Search, filter and sort the list of phone numbers.
- Dial phone numbers using your web phone.
Phone Numbers Management Roles
The following requires a good grasp of user types. See User Types for details.
Only administrator-level users can handle phone numbers. Specifically:
- System Administrator: System Administrators can ONLY view the list of phone numbers on the system.
- VAR Administrator: VAR Administrators can import, add, assign/unassign, release and manage options of phone numbers in their account. They can assign phone numbers to their customers (companies and professionals).
- Company Administrator: Company Administrators can order and assign phone numbers to their users, services and groups. They can also unassign, release and manage options of their phone numbers.
- Professionals: Like company administrators, Professionals can order, release and manage options of their phone numbers.
That said, higher level administrators can always access and manage the accounts of its users/customers. This is useful when responding to customer service inquiries and offering technical support. See Directly Access a Customer Account.
Interface Overview
This page lists all the phone numbers defined on your system (assigned and unassigned) with the following information (some headings are context-specific):
COLUMN HEADING |
DESCRIPTION |
|---|---|
Checkbox |
Check the box next to one or several items to apply certain actions (ex: export). |
Number |
Phone number defined on the system (assigned or available). |
Used by |
Name of the user, service or group using the phone number. |
Company |
Name of company (multi-user account) using the phone number. Click this link to access the Phone Numbers section of the selected company as if you were its administrator. |
VAR |
Name of the VAR managing the phone number. Click this link to access the Phone Numbers section of the selected VAR as if you were its administrator. |
User |
Number use type: user, service or group. |
Provider |
Telephony provider where the phone number is provisioned. This field is not editable. |
Status |
Status of the phone number which can be either "Active" (calls received on this number) or "Pending" (no calls received yet). This field is set automatically by the system and cannot be modified. |
Add, Delete and Manage Phone Numbers
You cannot manage phone numbers from the System Administrator portal. You need to go into each VAR account to order, assign, unassign, release and manage phone numbers. See VAR Help for details. As a System Administrator, you can always access and manage the phone numbers in any account on your system. This is useful when responding to customer service inquiries and offering technical support. See Directly Access a Customer Account.
Export Phone Numbers
You can export the list of phone numbers on your system to a CSV (comma separated file) or PDF file.
Export to a CSV file
To export a list of phone numbers to a CSV file:
- From the main menu, click Phone Numbers.
- Select the phone numbers to export:
- One or several items: Check the box next to the phone numbers to export.
- All phone numbers: Check the box at the top of the list. All phone numbers will automatically be selected.
- Click the CSV button to open the export window.
- By default the file is named PhoneNumbers.csv and ready to be saved to a directory on your computer.
- Change the file name if needed but keep the CSV extension. Example: rename PhoneNumbers.csv to MyPhoneNumbers.csv.
- Make sure that you are saving the file to the desired directory.
- Click Save.
Export to a PDF Document
To export a list of phone numbers to a PDF file:
- From the main menu, click Phone Numbers.
- Select the phone numbers to export:
- One or several items: Check the box next to the phone numbers to export.
- All phone numbers: Check the box at the top of the list. All phone numbers will automatically be selected.
- Click the PDF button to open the export window.
- The PDF document will automatically open in a new window ready to be saved to a default directory defined on your computer.
Dial a Phone Number Online
The WebPhone of your user account allows you to dial any phone number directly from your Web Portal. The communication can be established using the microphone and speakers of your PC, through a call-back to one of your office extensions or private phone locations (mobile, home, etc). More help on how to use the WebPhone is available on your user Web Portal.
Search Phone Numbers
Using the Web Portal, you can quickly find phone numbers either by searching for a keyword or by filtering the list based on the phone number status (assigned or unassigned) for example.
Search
Enter a string of digits or keyword in the first row (blank fields) to search for phone numbers that match. For example, type "Service" in the Use column and press enter to view all phone numbers assigned to a virtual assistant service (the virtual receptionist service or duty agent for example).
To reset the search filter, erase any text entered in the first row and press enter.
Filter Phone Numbers
You can filter the list of phone numbers based on their status: assigned or unassigned.
- Using the Set Filter dropdown field, select Numbers Used to view only phone numbers that have been assigned to customers. Select Numbers Available to view the list of phone numbers available (not assigned yet).
- Click All to view the full list of phone numbers.
Sort Phone Numbers
Click on any column heading to sort the list of phone numbers alphabetically or numerically based on the type of data in the column.