ENA SmartVoice User Portal Enhanced Feature Package

Your ENA SmartVoice User Portal is a web-based interface you may access at any time to both customize your phone setup to best meet your needs, as well as manage calls and voicemails.

What is a Feature Package and How Does It Affect My ENA SmartVoice User Portal?

Each phone extension is assigned a feature package as specified by your ENA SmartVoice System Administrator. The ENA SmartVoice User Portal interface varies slightly from feature package to feature package.

Log In

  1. Point your web browser to https://my.ena.com/smartvoice-user/
  2. Enter your 10-digit phone number.
  3. Note: If you have an extension-only number, your full 10-digit number will be a customer prefix followed by your extension. If you do not know your customer prefix, check with your system administrator.

  4. Enter your default password.
  5. Note: Your system administrator will provide you with your default account password.
    Your account password is not related in any way to your Voicemail PIN.

  6. Click Login.

Change Password

Alert: The first time you log into your user portal, change the password from the default.

  1. Once logged in, scroll down to bottom of window.
  2. Click Change Password.
  3. Enter Current password.
  4. Enter New password and enter again to Confirm new password.
  5. Click Confirm.
  6. Click OK.

Home

Your ENA SmartVoice User Portal Home screen provides a snapshot of your call settings, messages, and recent notifications. It also contains quicklinks to the features and settings you will use most often.

Make Call

You can initiate a call from your ENA SmartVoice User Portal. When you do this, the system rings your phone first and places the call to the recipient once you answer and are on the line.

  1. Click Make Call.
  2. Select a number from the extensions in your Business Group or from Contacts, or manually enter an external number.
  3. Click Dial.
  4. Your phone will ring. Pick up the handset or press Answer or the speaker button. This initiates the call to the recipient.

Phone Status

You view and configure settings for your incoming calls from the Phone Status screen.

Available for Calls

Available for Calls is your default status.

Do Not Disturb

When Do Not Disturb is enabled, all calls except for those from priority callers will go directly to voicemail. You toggle between Available for Calls and Do Not Disturb using the drop-down.

Allow priority callers

To specify numbers which will ring according to your incoming calls settings even when Do Not Disturb is enabled:

  1. Select Allow priority callers to ring when in Do Not Disturb.
  2. Click Apply.

To add a number to your priority callers list:

  1. Click priority callers.
  2. Enter a number in List or select from Contacts or Extensions.
  3. Click Add New.
  4. Click OK.
  5. Click Apply.

To remove a number from your priority callers list:

  1. Click priority callers.
  2. Click X next to number you would like to remove.
  3. Click OK.
  4. Click Apply.

Incoming call settings

Use the drop-down to select how you want incoming calls to be handled.

  • Ring your Account Phone
  • Ring your phones in order
  • Click + in your phone list and add numbers you would like to ring when your receive an incoming call. Click on a step in the sequence to adjust how long each phone will ring or delete the step. You may also use the slider to adjust how long each phone rings in each step.

  • Ring your phones together
  • Click + in your phone list to select or add numbers you would like to ring when your receive an incoming call.

    Roll your mouse over a number in the list and click X to delete.

  • Forward to another phone
  • If you have no numbers in your Forwarding Number list, add the number when prompted. If you have numbers in your Forwarding Number list, click on the current forwarded to number to select or add a different number.

If there is no answer

If you would like calls to ring another phone if you do not answer, select or add the number you would like to ring, and specify how many seconds you want your phone to ring before being forwarded.

If you would like calls to go to voicemail if you do not answer, specify how many seconds you want your phone to ring before going to voicemail.

If your phone is busy

If you would like calls to ring another phone if your account phone is busy, select or add the number to to which you would like incoming calls to be forwarded.

If you would like calls to got go to voicemail if you do not answer, specify how many seconds you want your phone to ring before going to voicemail.

Advanced Settings

You toggle Advanced Settings on an off by clicking on them. When a setting is disabled, the icon box is grayed out. When it is enabled the frame around the icon is solid.

Forward Selected

Use this setting if you would like calls from selected numbers to be handled differently than other incoming calls.

Reject Selected

Callers from the rejection list will be rejected without going to voicemail.

Forward if Unavailable

Forward calls if your phone is not available (e.g., disconnected from network, lost power) to take incoming calls.

Anonymous Callers

Calls from anonymous callers will be rejected without going to voicemail.

Groups

If your Account phone is included in a Call Pickup Group, or Multi-Line Hunt Group, you see a Groups icon on your home screen. Click here to see a listing of Multi-Line Hunt Groups or Call Pickup Groups of which you are a member.

Note: Your ENA SmartVoice System Administrator controls the group settings for your Business Group.

Call Settings

General

If a Business Group operator number is created for your business group, you see it here. When you use a System, System with name, or System with number voicemail greeting, callers are given the option to press 0 to ring this extension prior to leaving a voicemail.

You also control how caller ID is handled for calls you make and for incoming calls. As well as whether contact names appear on screen when dialing.

Call Forwarding

Check or uncheck the call forwarding types to control whether or not you are asked for a forwarding number each time you turn on forwarding from your phone using an access code.

Call Blocking

Check call types you would like to block.

Note: Call types blocked by your system administrator are grayed out.

Message Settings

General

Set how long phone rings before calls forwarded to voicemail

  1. Enter the desired number of seconds in Incoming calls are forwarded to voicemail after ___ seconds.
  2. Click Apply.

Forward messages as emails

To forward your voicemail messages to one or more email addresses:

  1. Click Forward messages as emails.
  2. Add the desired email addresses.
  3. Check or uncheck Leave original in Inbox. If checked, voicemails will be forwarded to email and remain in the voicemail box on your phone or in portal Messages and Calls tab. If unchecked, voicemails are forwarded to email and do not remain in the voicemail box on your phone or in portal Messages and Calls tab.
  4. Click Apply.

Mailbox Access

Fast Login

When checked, you do not have to enter your phone number after pressing the Messages key on your phone.

Note: Fast Login is turned on by default. ENA recommends not changing this setting. If you turn off Fast Login, you will be prompted to enter your 10-digit phone number when you check voicemail from your own phone.

Auto-play voicemail

When checked, once you enter your voicemail PIN, messages play without your being required to select "Listen to your messages" from menu. When unchecked, you select "Listen to your messages" from menu to hear messages.

Voicemail playback

Specify whether you would like to hear one of the following when playing back a voicemail message:

  • Details and Message
  • Message only
  • Details only

Voicemail Greeting

Select greeting type

Select your desired voicemail greeting type from the drop-down, and click Apply. Greeting types include:

  • Extended absence

    Callers hear a temporary greeting you record and use in place of your personal greeting. You can record and use your Extended Absence greeting without needing to record over your main personal greeting.

    When your Extended Absence greeting is turned on, you can toggle the Allow callers to leave a message option on or off under more options.

  • Personal
  • System with name

    Callers hear name you recorded when set up voicemail followed by system generated prompt to leave a message.

  • System with number

    Callers hear system recorded message, "Telephone number (your extension) can't take your call now," followed by system generated prompt to leave a message.

  • System

    Callers hear system recorded message, "The person you have dialed can't take your call now," followed by system generated prompt to leave a message.

Record name and greetings from portal

To record your name, personal greeting, and extended absence greeting in the User Portal.

  1. Select greeting type you would like to record.
  2. If you have not yet recorded a greeting or your name to be used with System with name, click record. If you have previously recorded a greeting or name and would like to re-record, click edit.
  3. If prompted to allow site to Use your microphone, click Allow.
  4. Click red record button and record name or greeting.
  5. Click Save.

Upload a pre-recorded greeting

  1. Select greeting type for which you would like to upload a recording.
  2. If you have not yet recorded name or greeting, click record. If you have, click edit.
  3. Click Upload Greeting.
  4. Click Choose file and browse to file you would like to upload.
  5. Select file and click Open.
  6. Click Upload.
  7. Click Save.

Use different greeting within my business group

If you would like callers from within your business group to hear a different greeting than callers from outside your business group:

  1. Click Use different greeting within my business group under more options.
  2. If you have not yet recorded name or greeting, click record. If you have, click edit.
  3. Record or upload business group greeting.
  4. Click Save.

Notifications

The notifications tab allows you to configure the different kinds of notifications you can use with your messaging service.

Message Waiting Indicator

By default, your message waiting indicator (red LED on phone and/or onscreen icon) notifies you when any message is left in your extension's voicemail box. You may adjust this setting so the message waiting indicator notifies you only when an urgent voicemail message is left in your extension's voicemail box.

Email

If you would like to receive a notification via email when either an urgent or any message is left in your voicemail box:

  1. Click Send email notification of incoming messages to the following addresses.
  2. Click New Entry.
  3. Type in email address.
  4. Click Add.
  5. Click Urgent Voicemail or All Voicemail.
  6. Click Apply.
  7. Note: This is only a notification that the message has been received. It is not a copy of the voicemail.

Outdial

You can configure ENA SmartVoice to call you whenever you receive a new voicemail. You can choose which types of messages you would like to be notified about. Click schedule to specify the hours you would like to receive the notifications.

Override

You may configure ENA SmartVoice to notify you differently during a specific period (e.g., vacation).

Reminders

To create reminders to be sent to your phone:

  1. Click Reminders on the Home screen.
  2. Click Enable reminder calls for this line.
  3. Click New Reminder.
  4. Enter a Description.
  5. Select time and frequency.
  6. Record or upload a reminder.
  7. Click Save.
  8. Click Apply.

Messages and Calls

Messages

You can access and manage voicemails in your Account Number inbox in the Messages tab under Messages and Calls.

To listen to a message, press .

To delete a message, press .

Open the Actions drop-down for a message to:

  • Reply
  • Mark as heard
  • Forward as Email
  • Forward as Voicemail to another number in your business group.

You can also click on the caller's number to initiate a call to that number from your User Portal.

Call and Deleted Voicemail Lists

To review your Missed, Dialed, and Received calls lists, or your Deleted voicemails, click on the corresponding tab.

You click on a caller's number in any list to initiate a call back from your User Portal.

Contacts

Contact List

Click Contact List to manage your ENA SmartVoice contacts.

Note: Contacts added in your user portal are not pushed out to the contact list on your phone or synced with the list on your phone.

Speed Dials

Create a one or two digit code to speed dial to different telephone numbers. One digit codes can range from 2-9. Two digit codes can range from 20-49.

Extensions

This is a searchable list of all the extensions in your Business Group.

You click on a caller's number in any list to initiate a call back from your User Portal.

Short Codes

Short codes are speed dials which may be set up to be used from all the phones at a site or all the phones within your Business Group. Short codes are created and managed by your ENA SmartVoice system administrator. If your ENA SmartVoice system administrator has created short codes for your site or business group, you see them here.

Devices

To configure the available line keys and other settings on your phone:

  1. Click Devices on the bottom of your User Portal screen.
  2. Click set keys.
  3. Click Edit.

Configure Polycom Phones

Programmable Keys-Line

  1. Click anywhere in the Programmable Keys-Line bar to open the menu. Click the key you would like configure. Select the desired Soft key action, and enter the related information.
  2. Click Save changes.
  3. Update phone configuration.
  4. Phone configurations are updated every evening, so if you do not manually update a phone’s configuration, you will see the new settings the next day.

    To manually push updates to a Polycom phone:

    1. Press the Home button or Menu key.
    2. Press Settings.
    3. Press Basic.
    4. Press Update Configuration.

Programmable Key Options for Polycom Phones

Option

Available in Feature Package What it Does Notes
Directed Pickup All except Prime When target phone number receives an incoming call, able to press key to answer. Target phone number must be an ENA SmartVoice extension.
Enhanced Monitored Extension

All

(The ability to use an EME as a call pick up button is not available with Prime.

See notes for additional restrictions and information. )

Shows when the target ENA SmartVoice extension is in use.

Speed dial to monitored extension.

One-touch blind transfer to monitored extension.

Call pickup of monitored extension (not available in Prime).

Call pickup of monitored extension not available in Prime

Limit to 4 per phone with Prime and Essential feature packages.

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

An Enhanced Monitored Extension key does not work as a speed dial key during a Consultative transfer.

Monitored Extension All

Shows when the target ENA SmartVoice extension is in use.

Speed dial to monitored extension.

One-touch blind transfer to monitored extension.

Limit to 4 per phone with Prime and Essential feature packages.

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

An Enhanced Monitored Extension key does not work as a speed dial key during a Consultative transfer.

Enhanced Call Park All

One touch call park on the Call Park Orbit you specify when configuring the key.

Provides onscreen indicator of whether or not call has been retrieved.

 
Group Pickup All except Prime When any member of call group receives an incoming call, able to press Group Pickup key to answer. Your ENA SmartVoice System Administrator creates and manages call groups.
Line All Line from which calls may be placed and on which calls may be received.

Line 1 on a phone is almost always the extension for that phone.

Additional lines (e.g., Main) may be added (forked) to a phone.

Your ENA SmartVoice System Administrator may add or remove lines from your phone.

Park Call All One touch call park to the first available Call Park Orbit.

They system will notify you of the orbit on which the call is parked.

If you receive an error message of "No call park orbits available," please check with your ENA SmartVoice System Administrator to have them activated.

Retrieve Parked Call (Specified Orbit) All Retrieves a call parked on the Call Park Orbit you specify when you configure the key.  
Speed Dial All

Dials out to the number you specify in the Number field.

Speed dial numbers may be internal or external.

The speed dial key may be used in conjunction with the transfer key to complete a blind or consultative transfer.

One Touch Transfer All One touch blind transfer to target number.  
Voicemail All Performs the same function as the Voicemail soft key or button.  

Programmable Keys-Bottom

Alert: These are the keys that run horizontally beneath the screen. We strongly recommend consulting with your ENA SmartVoice System Administrator prior to changing the Programmable Keys - Bottom from the defaults to ensure no conflicts are created with in-call functionality.

Adjusting transfer preferences

You adjust transfer preference settings under User > ENA Custom Preferences. They include:

Display Blind Transfer Button

When set to Yes, you see an onscreen blind transfer soft key when you are on an active call.

Display Voicemail Transfer Button

If you would like to see a VMxfer soft key when you are on an active call, select the corresponding extension type for your Business Group: 4 Digit Extension or 5 or 6 Digit Extension.

Blind Transfer Default

By default, keys assigned as One Touch Transfer and Enhanced Monitored Extension perform a blind transfer. If you would like these keys to perform a consultative transfer, change this setting to No.

Note: Phone configurations are updated every evening, so if you do not manually update a phone’s configuration, you will see new settings the next day. To manually push updates to a Polycom phone, press the Home button or Menu key, then press Settings > Basic > Update Configuration.

Add and configure sidecar

  1. Click Add Sidecar.
  2. Click on sidecar icon.
  3. Click anywhere in the Sidecar bar to open the menu. Click the key you would like configure. Select the desired Soft key action, and enter the related information.
  4. Click Save changes.
  5. Update phone configuration.
  6. Phone configurations are updated every evening, so if you do not manually update a phone’s configuration, you will see the new settings the next day.

    To manually push updates to a Polycom phone:

    1. Press the Home button or Menu key.
    2. Press Settings.
    3. Press Basic.
    4. Press Update Configuration.

Configure Yealink Phones

Programmable Keys-Soft Key

Alert: These are the keys that run horizontally beneath the screen. We strongly recommend consulting with your ENA SmartVoice System Administrator prior to changing the Programmable Keys - Soft Key from the defaults to ensure no conflicts are created with in-call functionality.

Programmable Keys-Line Key

  1. Click anywhere in the Programmable Keys-Line Key bar to open the menu. Click the key you would like configure. Select the desired Soft key action, and enter the related information.
  2. Click Save changes.
  3. Update phone configuration.
  4. Phone configurations are updated every evening, so if you do not manually update a phone’s configuration, you will see the new settings the next day.

    To manually push updates to a Yealink phone find the Update Configuration option under Basic Settings. If you do not see this option, wait for the phone to automatically update overnight, or power the phone down and back up again.

Programmable Key Options for Yealink Phones

Option

Available in Feature Package What it Does Notes
Line All Line from which calls may be placed and on which calls may be received.

Line 1 on a phone is almost always the extension for that phone.

Additional lines (e.g., Main) may be added (forked) to a phone.

Your ENA SmartVoice System Administrator may add or remove lines from your phone.

Conference All Performs the same function as the Conference soft key available during an active call.  
Directed Pickup All except Prime When target phone number receives an incoming call, able to press key to answer. Target phone number must be an ENA SmartVoice extension.
Directory All Provides access to your phone's Directory both when you are on a call and when the phone is idle.  
DND All Performs the same function as the DND soft key.  
Enhanced Call Park All

One touch call park on the Call Park Orbit you specify when configuring the key.

Provides onscreen indicator of whether or not call has been retrieved.

 
Enhanced Monitor Extension

All

(The ability to use an EME as a call pick up button is not available with Prime.

See notes for additional restrictions and information. )

Shows when the target ENA SmartVoice extension is in use.

Speed dial to monitored extension.

One-touch blind transfer to monitored extension.

Call pickup of monitored extension (not available in Prime).

Call pickup of monitored extension not available in Prime

Limit to 4 per phone with Prime and Essential feature packages.

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

An Enhanced Monitored Extension key does not work as a speed dial key during a Consultative transfer.

Forward All Toggles call forwarding to the number specified in the Number field on and off.

When call forwarding is on, see a yellow arrow at top of screen.

When call forwarding is on, press key again to stop forwarding.

Can be used as Day/Night key to forward calls to Premium Attendant.

Group Listening All Activates the Speakerphone and Handset/Headset mode at the same time. Enables you to to speak and listen through the handset/headset, while the others nearby can only listen through the speaker.
Group Pickup All except Prime When any member of call group receives an incoming call, able to press Group Pickup key to answer. Your ENA SmartVoice System Administrator creates and manages call groups.
Hold All Place an active call on hold or retrieve a held call.  
Intercom/PTT All

Places intercom call to extension specified in Number field.

If do not specify a number, may press key and enter number in your ENA SmartVoice system to which you would like to place an intercom call.

 
Multicast Paging All Broadcasts a page to a single paging group (e.g., All Call) you specify in the Port field. Your ENA SmartVoice System Administrator creates and manages paging groups.
Paging List All Brings up a list of paging groups to which you can broadcast from your phone.  
Park Call All One touch call park to the first available Call Park Orbit.

They system will notify you of the orbit on which the call is parked.

If you receive an error message of "No call park orbits available," please check with your ENA SmartVoice System Administrator to have them activated.

Private Call Hold All A call placed on Private Call Hold may only be retrieved from your phone, even if it is on a shared line.  
Retrieve Parked Call All Retrieves a call parked on the Call Park Orbit you specify when you configure the key.  
Speed Dial All

Dials out to the number you specify in the Number field.

Speed dial numbers may be internal or external.

The speed dial key may be used in conjunction with the transfer key to complete a blind or consultative transfer.

Transfer All One touch blind transfer to target number.  

Add and configure sidecar

  1. Click Add Sidecar.
  2. Click on sidecar icon.
  3. Click anywhere in the Sidecar bar to open the menu. Click the key you would like configure. Select the desired Soft key action, and enter the related information.
  4. Click Save changes.
  5. Update phone configuration.
  6. Phone configurations are updated every evening, so if you do not manually update a phone’s configuration, you will see the new settings the next day.

    To manually push updates to a Yealink phone find the Update Configuration option under Basic Settings. If you do not see this option, wait for the phone to automatically update overnight, or power the phone down and back up again.

Change Password

Alert: The first time you log into your user portal, change the password from the default.

  1. Once logged in, scroll down to bottom of window.
  2. Click Change Password.
  3. Enter Current password.
  4. Enter New password and enter again to Confirm new password.
  5. Click Confirm.
  6. Click OK.

Change Call Services PIN

You use your Call Services PIN when using Remote Access to Call Forwarding to enable or disable call forwarding on your phone from a remote location.

  1. Once logged in, scroll down to bottom of window.
  2. Click Change Call Service PIN.
  3. Enter New PIN.
  4. Click Confirm.
  5. Click OK.

Change Voicemail PIN

  1. Once logged in, scroll down to bottom of window.
  2. Click Change Voicemail PIN.
  3. Enter Current PIN.
  4. Enter New PIN and enter again to Confirm new PIN.
  5. Click Confirm.
  6. Click OK.