ENA SmartVoice Administrator

Download Administrator Portal Guide

Overview to your ENA SmartVoice Administrator Portal

Once ENA SmartVoice is deployed on your network, you have many options for customizing and managing your system.

Your ENA SmartVoice Administrator Portal is a web-based interface you may access at any time to adjust your system to address changing needs. The ENA Administrator Portal is intuitive and easy to use, and, of course, ENA support staff is here to help you at all times.

What is a feature package and how does it affect features available for different extensions?

Once ENA SmartVoice is deployed on your network, you have many options for customizing and managing your system.

During your initial system configuration, you will have identified a feature package to be assigned to each extension. Available features vary by package, so it is important to know what is available for each user as you assist them. In this guide, if a feature is only available in specific feature packages, we will note that. Here is a chart showing which features are available with each feature package.

Log in

  1. Point your browser to https://my.ena.com and click on ENA SmartVoice Admin.
  1. Enter your 10-digit phone number.
  2. Enter your account password.
  3. Click Login.
  4. Note: The account password for your Administrator Portal is the same as and is synced with the account password for your User Portal. Changing your account password in either portal will change it for both.

Business group and department structure

Each district or library system is set up as a Business Group and each location is defined as a Department.

You may be a global administrator for the entire Business Group.

You may be an administrator for your Department (site or building).

If you are a global administrator, you can use the drop down menu at the top to filter the view to a single department.

Unlock User Account After Unsuccessful Login Attempts

A user’s account will be locked after 5 unsuccessful attempts to login to either voicemail or the ENA SmartVoice User Portal.

To unlock a user’s account, click the arrow to open the Actions dropdown menu and click Unlock account.

Access individual settings for a line

You can open the User Portal for all the lines for which you are an administrator and adjust the settings.

To open the User Portal for a line:

  • Click the Lines tab to see all the lines for which you are the administrator.
  • Click the arrow to open the Actions dropdown menu and click View individual settings.

Note: End-users may also open their user portal and manage the settings for their extension at https://my.ena.com/smartvoice-user.

Change a Name

Once you have accessed the Individual Settings for a user’s account:

  • Click Settings.
  • Click Account.
  • Under Personal Details, click edit.

  • Type the new name
  • Click Save

Note: It may take up to 24 hours for name changes to show in the caller ID.

Assign Administrator Privileges to a User

  1. Under Settings/Account, click Edit under Personal Details.
  2. Click the arrow next to the Admin field to open up the drop-down menu.
  3. Select the Business Group number to assign system-wide administrator privileges or the Department (building) name to assign site-specific administrator privileges.
  4. Click Save.

Reset a User’s Voicemail PIN

If a user forgets his or her voicemail PIN, you can assign them a new one under Settings/Account.

  1. Click Change next to Voicemail PIN.
  2. Enter new voicemail PIN.
  3. Click Confirm.

Reset a User’s Account Password?

If a user forgets his or her Account Password, you can assign them a new one under Settings/Account.

  1. Click Change next to Account Password.
  2. Enter new Account Password.
  3. Click Confirm.

Note: A user’s account password and their voicemail PIN are not related in any way.

What is the Call Services PIN?

The Call Services PIN is not used in your ENA SmartVoice system and you may ignore it.

Adjust How Long a Phone Rings Before a Call Goes to Voicemail

Under Settings/Messages:

  1. Type in the number of seconds you would like the user’s phone to ring before it goes to voicemail.
  2. Click Apply.

Forward a User’s Voicemail to Email

Under Settings/Messages:

  1. Click Forward messages as emails.
  2. Click add an email address.
  3. Enter the email address to which you would like voicemails to be forwarded for the user.
  4. Click Apply.

Manage Call Forwarding for a User

You can make call forwarding changes on a user’s behalf under the Reach Me tab.

Modify a phone description or assign/remove a phone from a line

  • Click the Phones tab and the phone’s MAC address.
  • Adjust the settings as needed in the Change Phone tool.

Configure Phone Keys

You can program unused keys on the phones in your system under the Phones tab in the ENA SmartVoice Administrator portal.

Available options

  • Enhanced Monitored Extension - In addition to indicating when another ENA SmartVoice phone is in use, an Enhanced Monitored Extension combines a number of other features and is the most commonly used key option. An Enhanced Monitored Extension:
    • Shows when the ENA SmartVoice extension is in use
    • Is a speed dial to that extension
    • Is a one-touch blind transfer to that extension
    • If the phone's extension has the Plus feature package or above, an Enhanced Monitored Extension key may also be used to pick up that phone when it is ringing

Note: The extension being monitored must be a part of your ENA SmartVoice system.

  • Speed Dial - One touch dialing to designated extension or number. Can be internal or external.

  • One Touch Transfer - One touch blind transfer to designated extension or number. Can be internal or external.

  • Directed Pickup - One touch to initiate directed pick up to a specific extension. In most cases, an Enhanced Monitored Extension is a better choice, because it gives you the ability to pick up a ringing line as well as acts as a speed dial and a one-touch blind transfer key.

    Note: The extension selected for directed pickup must be a part of your ENA SmartVoice system.

    Available in Plus, Plus Office, Plus Mobile, Pro feature packages.

  • Enhanced Call Park - It is a one touch call park with indicator light showing when call has been retrieved. This is a good choice if a staff member frequently parks calls.

    Note: Available in Plus, Plus Office, Plus Mobile, Pro feature packages.

  • Line - Adds an additional line to the user's phone.

    Note: The line being added must be assigned a Plus Office or Pro Feature package.

  • Voicemail - Accesses the Message Center. While this option is available, it is typically not needed because you have a Message Center button or soft key on your phone at all times

Configure keys for a single phone

In the Phones tab, click the symbol to the right of a phone, then click Edit to open up the configuration tool.

  1. Click > next to the key want to program and select desired option from drop down menu.
  2. Add the required information to the fields.
  3. Click Save changes.

Batch configure keys for all the phones in a profile (phone model)

You can batch configure all the phones of a given profile (phone model) in the Phones tab by clicking manage your phone profiles and clicking Edit on the model of the group of phones you would like to configure.

  1. Click > to open the menu for key want to program and select desired option from drop down menu.
  2. Add the required information to the fields.
  3. Click Save changes.

Call Pick Up Groups

Call Pick Up Groups control which lines can be answered using the Group Call Pick Up feature.

Once you have created a Call Pick Up Group, a user can press *54 from any phone in the group to pick up any other ringing phone. You may also program an unused key to be a Group Call Pick Up.

Note: The Call Pickup Group feature is available on extensions with the Plus, PlusMobile, PlusOffice, and Pro feature packages.

Creating a call pick up group

Under the Call Pickup Groups tab, click Add Group.

Enter a name, then click Add.

Editing a call pick up group

Once you see your group appear on the list, click theicon to manage your group.

Click Add Lines.

Click the checkbox next to lines you would like to include in the group, then click Add Selected.

Managing Messaging On Hold

In addition to using the pre-loaded Messaging On Hold resources, you can upload your own Messaging/Music files.

These can be used to promote different programs/activities going on within your organization, announce schedules, etc.

You can use different Messaging/Music files for each department (site) or even numbers within a department.

Accessing Call Logs

Administrators can pull call detail records from the Call Logs tab.

You can pull records for the entire organization or a specific department (site).

You can pull records for a up to 30 day block of time. (Not limited to the most recent 30 days.)

Data is output as a .csv file.

You can sort/search for a specific number, date, or time period.