help Creating and editing Users › Defining rights for Users › Defining Users’ telephony settings
Defining Users’ telephony settings
You can define the following telephony settings for Users:
*Call forwarding
*Call properties
*Buttons
*Numbers
*Desk Phones
*Client settings
To define the call forwarding settings for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on on the right next to the User name.
4 Click on the sub-menu item “Call Forwarding” that additionally appears.
* 
If you have permitted “Change forwardings” for a User, the User can change the settings you have defined here via SwyxIt!.
* 
If a User is not logged in, any calls are directly forwarded to the standard voicemail by default.
Label
Explanation
Forward all calls immediately
Activate the checkbox if you want all calls for the User to be immediately forwarded to the destination defined below.
Forward call to (number)
Enter the appropriate phone number or click on “Select” to select a number from the phonebook.
Standard Voicemail
All calls will be forwarded to the standard voicemail, see also step Click on the “Standard remote inquiry” tab.
5 Click on “Save”.
6 Click on the “No reply” tab.
Label
Explanation
Forward calls after a defined time if line is idle/User is away (Call forwarding no reply)
Activate the checkbox if you want all calls for the User to be forwarded to the destination defined below after x seconds (e.g. during absence).
Forward call to (number)
Enter the appropriate phone number or click on “Select” to select the number from the phonebook.
Standard Voicemail
All calls will be forwarded to the standard voicemail, see also step Click on the “Standard remote inquiry” tab.
After (seconds)
Enter the number of seconds after which the call will be forwarded.
7 Click on “Save”.
8 Click on the “Busy” tab.
Label
Explanation
Forward calls if the line is busy
Activate the checkbox if you want all calls for this User to be immediately forwarded to the destination stipulated below if the User’s line is busy.
Forward call to (number)
Enter the appropriate phone number or click on “Select” to select the number from the phonebook.
Standard Voicemail
All calls will be forwarded to the standard voicemail, see also step Click on the “Standard remote inquiry” tab.
9 Click on “Save”.
10 Click on the “Standard Voicemail” tab.
Label
Explanation
Welcome message
Activate the checkbox to activate the welcome message settings.
Select a welcome message from the dropdown list or click on to upload a .wav file.
Recording voice mail
Activate the checkbox to permit the recording voicemails for the User.
The date format of the voicemail depends on the language setting in the Windows operating system, i.e. a computer with the language English (United States) will also provide the American date format (mm/dd/yy) for the voicemail.
Maximum voice mail length in seconds (3-600)
Enter the number of seconds for the maximum recording duration.
Send voice mails to the following email address
Enter the email address to which voicemails are to be sent to the User.
Starting Remote Inquiry via * button
Activate the checkbox to permit the User to start a remote inquiry for his standard voice mail with the * key.
11 Click on “Save”.
12 Click on the “Standard remote inquiry” tab.
Remote inquiry enables you both to listen to your voice mails and to change immediate call forwarding from any telephone.
* 
If you have permitted “Change forwardings” for a User, the User can change the settings you have defined here via SwyxIt!.
Label
Explanation
PIN
Enter a PIN with which the User can authenticate him or herself for remote inquiry.
Confirm PIN
Enter the PIN again to confirm your entry.
Email server
Enter the address of the email server that SwyxServer requires for sending voicemails. The email server must support IMAP4.
User name
Enter the User name valid for the email server.
Password
Enter the password valid for the email server.
Repeat password
Enter the password again to confirm your entry.
E-mail folder
Enter the email folder to be searched through for remote voice mail inquiries.
Enter “INBOX” as the incoming mail folder, as this indicates the standard inbox regardless of the language used. For subdirectories, enter the correct name completely and with “/”.
Example: "INBOX/Voicemails"
Use SSL (Secure Socket Layer)
Activate the checkbox if you want the connection between SwyxServer and the mail server to be encrypted.
Only taking E-mails into account originating directly from SwyxServer (voice mails)
Activate the checkbox if you want only voice mails to be taken into account for remote inquiry sent directly from SwyxServer to the User.
That speeds up querying incoming post.
13 Click on “Save”.
To define the call settings for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on on the right next to the User name.
4 Click on the sub-menu item “Call properties” that additionally appears.
Label
Explanation
Hide number/URI
Activate the checkbox if you want the User’s number not to be displayed to the contact person when making external calls.
Disable secondary call
Activate the checkbox if no further calls should be accepted if a line is busy.
Transfer on hook on
Activate the checkbox to permit the User to connect two call partners when hanging up.
Example:
Subscriber A is called by C. Then subscriber A begins a second call on another line to subscriber B. When A hangs up, B and C are connected with each other.
5 Click on “Save”.
To define the number of buttons for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on on the right next to the User name.
4 Click on the sub-menu item “Keys” that additionally appears.
* 
If you have permitted “Change User Profile” for a User, the User can change the settings you have defined here via SwyxIt!, see also Defining rights for Users.
Label
Explanation
Number of line keys
Enter the number of line keys, which should be available to the User.
Number of speed dial keys
Enter the number of name keys, which should be available to the User.
5 Click on “Save”.
6 Click on the “Speed dials” tab.
*The list of speed dial keys configured for the User appears.
7 In the line of the appropriate name key, click on .
* 
If you have permitted “Change User Profile” for a User, the User can change the settings you have defined here via SwyxIt!, see also Defining rights for Users.
Label
Explanation
Labelling
Enter a label for the speed dial.
Number/URI
Enter a phone number or URI for the contact or select a number from the phonebook.
Dialing options
Select the dialing options for the speed dial:
Immediate dialing
Activation of the speed dial starts the call without additional actions (e.g. activation of the line key, taking the handset off the hook).
Deleting the display before dialing
Activation of the speed dial deletes any existing data in the phone number entry field.
Intercom connection
Activation of the speed dial starts intercom connection.
User’s picture
Select a User picture or upload a picture which will be displayed on the speed dial.
- No picture -
No picture is used.
- Automatic -
The corresponding User picture is accessed from the SwyxWare database.
Click on .
8 Click on “Save”.
9 Click on the “Line keys” tab.
10 In the line of the appropriate line key, click on .
* 
If you have permitted “Change User Profile” for a User, the User can change the settings you have defined here via SwyxIt!, see also Defining rights for Users.
Label
Explanation
Labelling
Enter a name for the line key.
Examples: Line 1
Use as default line
Activate the checkbox if all calls started by the User should be made via this line.
This setting is only effective if the User has not activated another line key prior to this.
Incoming calls
Select which calls can be made via this line:
All calls
All incoming calls are made via the line.
Only Group calls
Only incoming calls for Groups the User belongs to are made via the line.
Using the number
Incoming calls only for a specific number of the User are made via the line.
Click on , to select one of the User’s numbers.
Outgoing calls
Click on to select the User’s number which should be signalized when outgoing calls are made via this line.
Example:
A User has the internal extension “225“, which is allocated to the external number “+49 231 55666225“ . Moreover, the User has the internal extension “325“, which is allocated to the external number “+44 778 88325“ . If then only “225” is selected for incoming calls, this User signalizes the number “+49 231 55666225“ externally.
Hide number/URI
Activate the checkbox if the User’s number should not be displayed to the contact person when making external calls on this line.
Disable line after call
Activate the checkbox if this line should remain busy for the defined time span following a call, for example for processing customer inquiries.
Wrap up time in seconds (5-1800)
Enter the time span for which the line will be blocked after a call.
11 Click on “Save”.
To edit the numbers for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on on the right next to the User name.
4 Click on the sub-menu item “Numbers” that additionally appears.
5 Click on “Add number”.
*The “Add number“ configuration wizard appears.
See also step Define the numbers.
To define alternative numbers for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on on the right next to the User name.
4 Click on the sub-menu item “Numbers” that additionally appears.
5 Click on the “Alternative numbers” tab.
6 Click on “Add alternative number”.
*The “Select alternative number“ configuration wizard appears.
7 Activate the checkbox in the line of the corresponding number and click on “Select”.
*The alternative number appears in the list and can be used for outgoing calls.
To define fax numbers for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on on the right next to the User name.
4 Click on the sub-menu item “Numbers” that additionally appears.
5 Click on the “SwyxFax numbers” tab.
*The “Add number“ configuration wizard appears.
Label
Explanation
Internal number
Enter a fax number under which the User is available site internally.
May be preset by default: Next free number
e.g. 102
Public number
Enter a fax number under which the User is available publicly, if applicable.
Allowed format: canonical (+<country code><area code><number>)
e.g. +49 231 1234102
6 Click on “Save”.
*The numbers appear in the list.
To define fax forwarding settings for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on on the right next to the User name.
4 Click on the sub-menu item “Numbers” that additionally appears.
5 Click on the “Fax forwarding” tab.
Label
Explanation
Forward faxes to the User’s fax client
Activate the checkbox if incoming fax documents should be forwarded to the User’s SwyxFax client.
Add email
Click on the button to add an email address to which the User’s incoming faxes will be sent.
Email address
Enter the email address of the user.
Attachment format
Select the format for fax documents.
If "TIFF and PDF" is selected, the e-mail will include two attachments.
Click on "Add".
Add printer
Click on the button to select the printer to be used to print incoming fax documents. Forwarding to a printer takes place via the SwyxFax Printer Gateway.
Printer
Select the printer.
Gateway
Enter the name of the gateway via which the fax documents are forwarded to the printer.
Click on "Add".
6 Click on “Save”.
To define the CTI+ settings for a User 
1 In the menu, select “User”.
*A list appears with all Users.
2 In the line of the appropriate User, click on .
3 Click on the sub-menu item “Numbers” that additionally appears.
4 Click on the “CTI+” tab.
Label
Explanation
Using an external telephone via this number
Enter a number or click on , to select one of the User’s numbers.
Forward the caller to this number, also if SwyxIt! is terminated” or CTI deactivated
Activate the checkbox if incoming calls should be forwarded to the external telephone, also if the User’s computer is switched off or CTI is deactivated.
5 Click on “Save”.
Last modified date: 07/12/2019