Snom VoIP PABX User Manual

VoIP PABX

User Guide

PABX User Guide

Release 3.2- January 2010

This document and certain software on the system disk of the device
is Copyright © 2005-2010 IP Cortex Ltd.

The above software is licenced under terms which can be found in
the Software Licence section of the documentation. Use of the device
is subject to the terms therein. If you do not accept those terms then
you may return the device unused in its original packaging for a full
refund of the purchase price.

Important Safety Notice

Depending on the power arrangements, it is possible that your VoIP
system phone will not work during power outages.

Your system administrator will be able to give you further information
about arrangements for access to telephone service during power
failures.

It is not safe to assume that your VoIP phone will be available to make
emergency calls at all times and you should therefore familiarise
yourself with other means of making emergency telephone calls (e.g.
fixed exchange lines and mobile phones) should this be required.

EMERGENCY CALLS: the VoIP phone system should not be used as



the sole or primary means of summoning assistance in the event of
an emergency as power interruptions or other system failure modes
could cause it to become unavailable without warning.

Trademarks

VoIPCortex and ipcortex are Trademarks of IP Cortex Ltd.
All other Trademarks reproduced in this document are the property of
their respective owners and used for identification purposes only.

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Contents

Document Conventions 6

Getting Started 7

Making Phone Calls Using a Phone Handset 7

Using the Web Interface 8

Connecting 8

my calls 9

my phonebook 9

my messages 10

Accessing other extensions 10

Message types 10

my details 11

Name 11

E-mail Address 11

Send Email Voicemail Alerts? 11

Attach Voicemail to Alerts? 11

Personal phonebook 11

my phone 12

Current home extension 12

Phone line and button mappings 12

change password 13

Using the Open Communications Manager 14

Launching 14

Resizing 14

3

Changing Settings and Status 15

Settings 15

Status 15

Using IM Clients with the PABX 16

Setting up an IM Client 16

XMPP Server settings 16

Phone Usage 17

snom300 17

snom320 and snom360 18

Polycom (all phones) 19

Aastra 9112i 20

Aastra 9133i 21

Aastra 480i 22

Aastra 53i 22

Aastra 55i 23

Aastra 57i 24

Yealink (all phones) 25

Eyebeam 26

Voicemail 28

Accessing Voicemail 28

Configuring Voicemail 28

Retrieving Voicemail 29

Short Code Features 31

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Document Conventions

Throughout the document, normal text like this indicates procedures
required to correctly configure your device.

Critical instructions and helpful configuration tips are highlighted in
italics throughout the text.

Critical instructions are formatted like this and preceded by an



exclamation mark in a circle. Failing to comply with a critical
instruction may cause anomalous behaviour, damage to the PABX or
other components, or even result in safety issues.

Configuration tips are formatted like this and highlight necessary



steps that need to be performed in certain circumstances. Always
take note of these tips as they contain information which can prevent
common configuration problems.

6

Getting Started

We assume for the purposes of this user level manual that your
phone system administrator or installation engineer has setup your
VoIP PABX and phones.

If you are also a phone system administrator then you should consult
the ipcortex “VoIP PABX Installation & Administration Guide” for
details of how to administer the whole system.

As a user, you will normally have been provided with either a physical
phone, or a PC based soft-phone which works in conjunction with
your PC or PDA and suitable audio hardware.

You should also have been given a username, password and URL to
access your own personal user area of the PABX. If you do not have
this information then you will need to obtain them if you wish to make
any changes to user level settings, or access advanced integration
features such as TAPI PC integration.

If you have been provided with a physical phone, then you do not
need the above username and password information to make phone
calls.

Making Phone Calls Using a Phone Handset

Phone operation does vary between manufacturers and models but
basic usage is reasonably intuitive, being quite similar to the way that
traditional analogue handsets operate. The key difference is that most
digital handsets have the concept of pressing a “dial” key after the
whole number has been entered (in a similar way to a mobile phone)
before the call attempt will be made.

Picking up the handset, dialling the full extension, local, or national
number and pressing the button marked “OK”, , or “Dial” is
usually sufficient to make an outbound call.

For more information about how to make and receive calls on your
particular phone, please see the phone specific instructions later in
this manual.

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Using the Web Interface

The PABX has a personal web interface for each user which may
be used to view phone information and make changes to your user
settings and preferences.

Connecting

The web user interface and OCM are available from most HTML
supporting browsers, including:

• Mozilla Firefox (all versions)

• Microsoft Internet Explorer (6.0+)

• Apple Safari

• Google Chrome

• Opera

Start your preferred browser and enter the URL you have been
provided with:

Figure 1: Logon screen

If you simply need to launch the OCM and do not wish to use other
parts of the web interface, simply click on the OCM link or icon.

To proceed to the full web interface enter the username and password
you have been allocated at the logon screen and click on the OK
button.

Once logged in, unless you are also a PABX administrator, you will
see a single menu to the left of the screen which allows you to select
various options:

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As a first step after initial logon, you should select "Change password"
from the menu, and set your password to something of your own
choosing.

my calls

This menu allows you to view the most recent calls made through the

PABX.

If your PABX administrator has set call cost patterns for some or all
of the number prefixes in your recent list then the cost of these calls
will also be shown in the list. Where the cost of a call is shown as

unknown, this simply means a call cost pattern has not been set by

the administrator.

my phonebook

This menu displays the whole phonebook that is available to you as a

user.

This consists of entries from the following sources:

1

All of the extensions on the system whose entries have been

2

Your personal phonebook entries - see “my details” below for

3

System phonebook entries set by the system administrator.

configured to be visible to you (not ex-directory etc).

information about how to configure these.

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Numbers from all of the above sources are merged and the resultant
directory sorted by name as it would be on the phone for display.

my messages

This screen allows you to view and manage messages and

recordings stored on the PABX against your extension:

By default all messages and recordings for the extension that you
own are shown here on entry.

Accessing other extensions

You may also switch to manage messages of other extensions (e.g.
groups to which you belong) provided you know the access PIN.
Simply enter the extension number and PIN of the target extension
into the fields and then click on the switch button.

Message types

In the list of messages, a number of different types of data are shown.

Voicemail

These are received voicemail messages in your main inbox and any
folders you have created.

Click on the (speaker) symbol to listen to a message or to
delete the message.

In order to listen to the messages, you will need to have an audio

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player installed on your client machine which can play WAV files and
this must be correctly associated with the file type. On PCs this will
often be Windows Media Player, on other platforms or where you do
not have a Media Player installed then you may need to install a third
party application in order to listen to messages from a web browser.

Recorded Messages

If you have enabled call recording and recorded calls are present
then these will appear in the list. Short calls can be listened to
by clicking on the speaker symbol. In order to preserve system
resources, longer calls must be downloaded using the bulk download
option on the call recording tab by a system administrator.

Faxes

These may be read by clicking on the symbol, deleted by clicking

on .

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my details

This is the main area where general details and preferences may be

changed:

Name

Your full name as it appears in the directory and on calls to other
users

E-mail Address

The address to which notifications will be delivered for this login.

The e-mail address given here is the one to which voicemail

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notifications from ordinary extensions and/or faxes from any soft fax
extensions will be sent. If this is entered incorrectly then you will never
receive these notifications and information may be lost.

Send Email Voicemail Alerts?

If set, and an e-mail address is entered above then an e-mail will
be sent to the address whenever a Voicemail is received at your
extension.

Attach Voicemail to Alerts?

If set then the above notification will have a copy of the message
attached as a WAV file. This may be listened to on a suitably equipped
PC or PDA.

Notifications with attached messages will generate large e-mails.



Please ensure that your mail system and collection arrangements
can cope with the volume and size of messages before enabling this
option. Remember to disable it if you are going to be away from your
e-mail for a while.

Personal phonebook

Enter names and numbers into empty fields in this area to add new
entries into your personal phonebook.

Use for phone buttons - if this is set to yes for an entry then the

system will attempt to place that entry onto a spare short dial
button on your phone. See my phone below for details of how
to determine which entries have actually been placed onto
phone buttons.

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