Defining a relation between manager and secretariate

help | 9 Creating and editing Users | Defining a relation between manager and secretariate

9.11 Defining a relation between manager and secretariate

You can specify that all calls to a User are forwarded to another User defined as the secretary.

The feature includes the following settings:

Immediate and delayed redirection of calls to management to the secretary's office

No reply forwarding of calls for the Secretariate to the standard Voice Box

Mutual call and status signaling

Assigning the other’s number to the first Speed Dial

Assigning the same SwyxIt! Skin

A User can be assigned to several Managements as a Secretariate, but only one Secretariate can be assigned to each Management.

To set a secretarial relationship

1 In the menu, select User.

For administrators, a list appears with all Users.

2 As administrator, click on

in the line of the appropriate user.

3 In the line of the appropriate User, click on

4 Click on Secretariate.

A list appears with all Secreteriate relations of the selected User.

5 Click on Add Management to assign a Management to the selected User or on Add Secretariate to assign a Secretariate to the selected User.

The Create Relation configuration wizard appears.

Designation	Explanation
Unconditional and no reply forwarding of all calls for the Management to the Secretariate	Activate the check box if you want calls to the Management to be forwarded to the Secretariate. For further call forwarding settings see section To define the call forwarding settings for a User.
Delayed redirection of all calls to the secretary to the standard Voice Box	Select the check box if calls to the secretary are to be diverted to the voice box after a specified time. For further call forwarding settings see section To define the call forwarding settings for a User.
Mutual call and status signaling	Activate the check box if you want calls and status (available, away etc.) are to be signaled mutually between Management and Secretariate. A User can pick up calls signaled to him. A User can only call another User via intercom connection or use the messenger if he or she is signaled the status of the other User.
Speed Dials of Management Speed Dials of Secretariate	Leave the first Speed Dial unchanged The first Speed Dial of the Management/Secretariate remains unchanged. Set Management’s/Secretariate’s Speed Dial as the first Speed Dial The first Speed Dial of Management/Secretariate is assigned to the other. If the key is already assigned, the previous assignment is moved to the next Speed Dial, as with all other Speed Dials. Overwrite first Speed Dial The first Speed Dial of Management/Secretariate is assigned to the other. If the key is already assigned, the assignment is overwritten.
Phone number of Management/Secretariate	Select from the dropdownlist the number of the Management/Secretariate with which the first Speed Dial of the other is to be assigned.
Skin settings	Leave SwyxIt! Skin for Management and Secretariate unchanged The Skin of Management/Secretariate remains unchanged. Transfer SwyxIt! Skin from Management to Secretariate The Skin of the Management is loaded and used by the Secretariate’s SwyxIt! . Transfer SwyxIt! Skin from Secretariate to Management The Skin of the Secretariate is loaded and used by the Management’s SwyxIt! . The options for transfer are only available if the current Skins of Management and Secretariate differ. Changes made to the Skin by one User will only be adopted by the other User after a new login to SwyxServer.
Same SwyxIt! Skin	Name of the Skin used by Management and secretariate. If the field is empty, the same Skin is not used.

6 Click on Save.

7 In the row of the corresponding secretary relationship, click

to edit the settings.

8 In the line of the appropriate secretariate relationship, click on

to delete the secretariate relationship.

Last modified date: 01/19/2024