Cox VoiceManager User Manual
Table of Contents
VoiceManager
Administrator Guide
Release 2.0
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© 2014 by Cox Communications.
All rights reserved. No part of this document may be reproduced or transmitted in any form or by
any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written
permission of Cox Communications.
Table of Contents
Table of Contents
VoiceManager
Administrator Guide
Release 2.0
Table of Contents i
Accessing MyAccount 1
First-Time Users 1
Logging into MyAccount 1
Group Administrator Web Portal 2
Accessing the Web Portal 2
Administrator Activities 3
Overview of the Online Account Management Page 3
Types of Administrator Tasks 4
My Account Menu 4
Managing Cox PIN Information 5
Updating Contacts 6
Managing Account Access 6
Logging In As 7
Profile Administration Menu 8
Adding an Account 8
Deleting an Account 9
Managing Users, Roles and Accounts 10
Adding a User 10
Adding a Phone Number to the New User 10
Deleting a User 11
Modifying a User 11
Managing Roles 12
Editing and Deleting a Role 12
Creating a New Role 13
Viewing Accounts 13
Managing the Profile Owner 14
Build an Auto Attendant through MyAccount 14
VoiceManager Tools 15
VoiceManager Dashboard 15
Getting Started Menu 15
Managing Phone Numbers 15
Managing User Profiles and Time Schedules 15
Activating and Deactivating VoiceManager Features for Users 16
Managing Departments 16
Feature Packages 17
Changing Your Password 18
Configuring Group Features 18
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Table of Contents
Account & Authorization Codes 18
Auto Attendant 21
Setting Up Auto Attendant Greeting 25
Update Voice Portal Password 25
Record Greeting 25
Test Auto Attendant 25
Call Park 26
Call Pickup 28
Common Phone List 29
Custom Ringback 30
Group Ringback 30
Personal Ringback 31
Group Directory 33
Hunting & Series Completion 34
Incoming Calling Plan (Group) 38
Instant Group Call 39
Music On Hold 41
Outgoing Calling Plan (Group) 42
Schedules 44
Voice Portal – Administrator 45
Appendix A 48
Feature Access Codes 48
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Accessing MyAccount
Accessing MyAccount
First-Time Users
As a first time user to the Cox Business VoiceManager application, you will receive a welcome
Email from myaccount@coxbusiness.com before your installation date. The Email will contain
your username and password.
Logging into MyAccount
Figure 1 shows a sample welcome Email that new VoiceManager customers receive. The link
that is highlighted should be used to access VoiceManager MyAccount.
1. Welcome Email (sample)
Complete the following steps to log onto VoiceManager MyAccount:
1. Click the embedded link in the email to complete the registration process. You should see the
phrase, “Congratulations; you have successfully activated your account.”
2. Click Go to Login Page.
3. Complete the personalized Secret Question and Answer. (Note: The answer must be 5-20
characters in length.)
4. Complete the Contact options and preferences information.
5. Click the Save link.
VoiceManager Administrator Guide 1
Accessing MyAccount
Group Administrator Web Portal
You can access the VoiceManager Web Portal in MyAccount through a graphical user interface
(GUI). The GUI allows you to view and configure resources and company-level features of a
group. Through the GUI, you may also interact with personal features. Both group and personal
features are located in the menus available in the VoiceManager Dashboard.
NOTE: Within this guide, the word Group references all Cox Business VoiceManager lines,
services and accounts that your company has within this specific business profile.
2. MyAccount Login Page
Accessing the Web Portal
Use the following steps to access the VoiceManager Web Portal.
1. Enter www.coxbusiness.com in your web browser to open the Cox Business home page.
2. Click MyAccount in the Business options at the top of the screen.
3. Enter the login name that has been assigned to you in the Username field. (Note: Your login
name/Email address has been set up with Administrator privileges.)
4. Enter your Password in the corresponding field. (Note: All first-time users are prompted to
change their password.)
5. Click Go to view your online profile information and associated accounts.
2 VoiceManager Administrator Guide
Administrator Activities
Click…
To…
VoiceManager Tools
Configure group and personal features
VoiceMail
Configure messaging controls
Administrator Activities
Overview of the Online Account Management Page
VoiceManager Group Administrators are responsible for configuring the portal’s functionality as it
relates to the company’s business needs, as well as access rights for its employees based on
their roles and responsibilities. The highlighted menu options in Figure 3 help administrators
perform multiple tasks associated with these areas. A brief overview of the types of activities
related to these options is listed below.
3. MyAccount Page (sample)
VoiceManager Administrator Guide 3
Administrator Activities
Types of Administrator Tasks
Now let’s look at how individual features and functions are set up. When you click a menu item,
such as My Account, VoiceManager Tools, or VoiceMail, a list of menu options appear
beneath them. When you click the option, associated task links display on the right panel.
When you need to manage voice features, you can select the VoiceManager Tools link to reach
the VoiceManager Dashboard.
We will begin this section by reviewing the My Account menu, options and tasks.
My Account Menu
Use the My Account menu to create and edit nicknames for accounts, update your contact
information, configure user permissions, and access the account as another user.
4. My Account menu options
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Administrator Activities
Managing Cox PIN Information
Use your four-digit Cox PIN code to help protect your telephone calling records and other vital
account information. If you want or need to change your previously assigned Cox PIN, you may
do so online any time. Cox is committed to protecting your privacy by allowing you to:
Establish a personalized “Question/Answer” should you forget your Cox PIN.
Establish a preferred method of communication to notify you of changes made to your
customer-sensitive information.
5. Cox PIN Edit
1. From the MyAccount menu, click the Manage CoxPIN Information link.
2. Go to the Change Cox PIN Code section to change your PIN.
3. Enter Current Cox PIN Code, New Cox PIN Code, and Confirm Cox PIN Code in the fields
provided.
4. Click the Save link in the lower right corner.
VoiceManager Administrator Guide 5
Administrator Activities
Updating Contacts
We strongly recommend that you keep your contact data current so you can receive pertinent
information about your VoiceManager service.
6. Update Contact Information
1. From the My Account menu, click the Update Contacts link.
2. Enter the individual’s first and last name, telephone number, and Email address.
3. Click the Save link.
Managing Account Access
Use the Manage Account Access screen to configure a user’s access rights for a
VoiceManager account. Permissions are defined by roles across the business. For example, to
create a backup Administrator for your company, select the user, check the Administrator role
box, and click the Save link.
7. Configure User Access Rights
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Administrator Activities
1. From the My Account menu, click the Manage Account Access option.
2. Click the Add User link and select the user you want to add to the account. (Note: The
person must have already been added as a MyAccount user in the system.)
3. Check the box(es) that correspond(s) to the Roles of the user you have added. (Note: The
Individual Privileges section will be automatically configured based on the roles you select.)
4. Click the Save link.
Logging In As
You can log in as another user assigned to the VoiceManager account for the purpose of
changing that user’s settings or configuring VoiceManager Tools, VoiceManager Tool Bar, and
VoiceMail for the user.
8. Log In As (sample)
1. From the My Account menu, click the Log In As link.
2. Click the Log In As Another User radio button.
3. Highlight the User and click the Save link.
4. Proceed to select and configure any feature for that user.
VoiceManager Administrator Guide 7
Administrator Activities
Profile Administration Menu
Use the Profile Administration menu to add and delete accounts as well as VoiceManager
users, their roles, and the account itself.
9. Profile Administration Menu Options
Adding an Account
If you are a customer with service in multiple locations (offices), you can associate multiple
accounts with your My Account username profile.
If you do not have service in multiple locations, but want to activate a new account, contact your
local Cox representative.
10. Add Account
1. From the Profile Administration menu, click the Add Account link.
2. Enter the Account Number you want to add.
3. Enter the Desired Location of the account.
4. Enter the 4-digit Cox PIN in the field provided.
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Administrator Activities
5. Enter contact information for people who should receive important correspondence from Cox
about the VoiceManager account. (Note: You can click the Set to me link to quickly assign
yourself as the contact.)
6. Click the Add New Account link.
Deleting an Account
You can remove an account from your online profile without canceling your services, halting
billing, or disrupting your service in any way. Once it is removed, you can always add it back to
your online profile.
11. Delete Account
12. Delete Confirmation
1. From the Profile Administration menu, click the Delete Account link.
2. From the Select Account section, click the drop-down menu to select the account you want
to remove.
3. Click the Remove This Account From Your Profile link.
4. Click the Continue link.
5. From the Delete Account Confirmation window, click the Yes, I would like to remove this
account link.
VoiceManager Administrator Guide 9
Administrator Activities
Managing Users, Roles and Accounts
Use this screen to view and modify all Users, Roles, and Accounts along with the Profile Owner
assigned to an account.
13. Manage Users/Roles/Accts – Add New User
Adding a User
1. From the Profile Administration menu, click the Manage Users/Roles/Accts option.
2. Check that the Users tab is selected and click the Add New User link.
3. Enter the user’s Email address, first / last name, and primary telephone number.
4. From the Assign Account Access Permissions section, check the box only if the user has
full administrator rights. Otherwise, leave it unchecked.
5. Select the account to which you are adding the user from the Account drop-down menu.
6. Check the box(es) based on the user’s role(s) in the company.
7. Click the Save link.
Adding a Phone Number to the New User
1. From the Voice Administration menu, click the Manage Phone Numbers option.
2. Highlight the new user’s name.
3. Select from the list of available phone numbers and click Assign Number.
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Administrator Activities
14. Manage Users/Roles/Accts – Delete Existing User
Deleting a User
1. From the Profile Administration menu, click the Manage Users/Roles/Accts option.
2. Locate the user you want to remove and click the View link.
3. Click the Delete User link.
4. Click OK to confirm.
Modifying a User
NOTE: If a username change is required, do not edit the existing name. Follow the steps
to Add a New User, 13.
1. From the Profile Administration menu, click the Manage Users/Roles/Accts option.
2. Locate the user you want to modify and click the View link.
3. Edit the values as needed.
4. Click the Save link.
VoiceManager Administrator Guide 11
Administrator Activities
Managing Roles
This section of MyAccount enables you to review, modify and create roles, or sets of permissions
that will be associated to users.
Editing and Deleting a Role
15. Manage Users/Roles/Accts – Edit/Remove Roles
1. From the Profile Administration menu, click the Manage Users/Roles/Accts option.
2. Click the Roles tab.
3. Click the View link to modify or delete an existing role.
4. To modify an existing role, change any of the values in the Role Name, Description, or
privileges for a role.
5. Click the Save link.
6. To delete an existing role, click the Delete Role link.
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Administrator Activities
Creating a New Role
16. Manage Users/Roles/Accts – Add Role
1. From the Profile Administration menu, click the Manage Users/Roles/Accts option.
2. Click the Roles tab.
3. Click the Add New Role link to create a new set of privileges.
4. Enter the Role Name, Description, and set(s) of privileges to assign to the role.
5. Click the Save link.
Viewing Accounts
View an account to see and manage the list of users and roles associated with an account. From
here, you can add, change or remove the ability for users to access this account.
17. Manage Users/Roles/Accts – View Account
1. From the Profile Administration menu, click the Manage Users/Roles/Accts option.
2. Click the Accounts tab to see the account number, name, nickname and type.
3. Click the View link to manage account access permissions.
4. Click the Add New Account link to associate another account with your MyAccount
username profile.
VoiceManager Administrator Guide 13
Administrator Activities
Managing the Profile Owner
This function allows you to make any user the account’s “Profile Owner”. This position has the
highest level of permissions on the account and directs all other Administrators and Users
assigned to the account.
18. Manage Users/Roles/Accts – Profile Owner
1. From the Profile Administration menu, click the Manage Users/Roles/Accts option.
2. Click the Profile Owner tab.
3. Click the Select New Profile Owner drop-down menu to select a different person.
4. Populate the remaining fields with that person’s information.
5. Click the Save link.
Build an Auto Attendant through MyAccount
You will need to contact a Cox Business representative to add the Auto Attendant feature to your
account. Certain a la carte features can be added to your account, and then they are manageable
in the portal.
14 VoiceManager Administrator Guide
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