Manage Extensions

WiLine UCaaS WiLine UCaaS WiLine UCaaS

In the Admin Portal, administrators can efficiently manage user extensions, including creating new ones, setting defaults, editing, and deleting extensions. This guide provides step-by-step instructions to help you configure extensions according to your system’s needs.

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Create a New Extension

To create a new extension, follow these steps:

1. Log in to the Admin Portal.

2. Navigate to Features > Extensions in the left-side menu.

3. Click New in the options bar to create a new extension.

   
   

   Figure 1. Creating a new extension.

4. Fill in the required fields for your new extension.

   • Name: Unique identifier for the extension (e.g., 111).
   • Block Count: Total number of extensions in the block (e.g., 53).
   • Block Step: Interval for assigning extensions (e.g., 49—extensions are assigned every 49th number to avoid conflicts).

Choose an Action

To choose an action for your extension:

1. Find the new extension in the list by typing in the fields under the headers (e.g., 111 under Extension) and click the yellow pencil icon on the right.

2. Choose an Action for the extension.

   
   

   Figure 2. Choosing an action for the new extension.

Choose from the following options:

Table 1: Call Actions and Descriptions.

Action	Description
No Action	No action taken.
Dial Line for Emergency Callback	Connect to emergency line.
Dial User	Route call to a specific user.
Dial Line	Direct call to a specific line.
Distinctive Ringtone	Play a unique ringtone for incoming calls.
Join Conference	Allow caller to join a conference.
Enter Queue	Place caller in a queue.
Queue Login/Logout	Manage agent availability.
Queue Member Pause	Pause agent's queue participation.
Queue Member Unpause	Resume agent's queue participation.
Page Group	Page a defined group of users.
Hunt Group	Route call to a hunt group.
Auto Attendant	Direct caller to another auto attendant.
Forward	Forward call to another number.
Check Voicemail	Allow caller to check voicemail.
Leave Voicemail	Enable caller to leave voicemail.
Directory	Provide caller directory.
New Recording	Start a new audio recording for greetings.
Update Recording	Modify existing recording.
Play Recording	Play specific audio recording to caller.
Fax to Email	Send fax to an email address.
PIN Set	Require a PIN for certain features.
Custom Action	Execute a predefined custom action.
Custom Target	Route call to a specific custom target.

3. After selecting the first option, an additional field will appear based on your choice. For example, if you select Dial User, you will be prompted to choose a User. If you select Enter Queue, a dropdown will appear for you to select a Queue, etc.

4. To save your configuration, click Update Action. Select Close to cancel.

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View All Extensions

To view a list of all configured extensions, follow these steps:

1. Log in to the Admin Portal.
2. Navigate to Call Control > Extensions in the left-side menu.

A list of all your active extensions will appear on your dashboard:

Figure 3. Viewing and filtering extensions.

3. To reorder or filter the results:
   • Click the column headers (e.g., Extension and Action) to organize the results in ascending or descending order.
   • To filter or search for specific extensions, type in the fields under the headers.

Edit an Extension

To edit an extension:

1. Double-click an extension from the list, or
2. Select an extension and click the yellow pencil icon on the right.

A Choose An Action pop-up will open, allowing you to modify the extension's action type:

Figure 5. Choosing an action for an extension.

4. Similar to the instructions in the Create a New Extension section, Choose an Action for the extension from the dropdown menu. For example, you can choose Dial User, Dial Line, Enter Queue, etc. See the full list of actions and descriptions in [Table 1].

5. After selecting the first option, an additional field will appear based on your choice. For example, if you select Dial Line for Emergency Callback, you will be prompted to choose a Line. If you select Enter Queue, a dropdown will be displayed for you to select a Queue, etc.

6. Click Update Action to save your configuration, or Close to cancel.

Set and Clear Default

Manage which extension is designated as the default and easily clear that designation when necessary, ensuring optimal configuration for your system.

Set an Extension as Default

To set an extension as the default:

1. Select the desired extension from the list.
2. Click the Set Default button in the options bar.

A confirmation pop-up will appear to verify your action:

Figure 6. Setting an extension as default.

Once confirmed, the extension will display a (default) label next to its number.

Clear an Extension as Default

To remove the default designation from an extension:

1. Select the extension currently marked as default from the list.
2. Click the Clear Default button in the options bar.

A confirmation pop-up will appear to confirm your action:

Figure 6. Clearing an extension marked as default.

Once cleared, the (default) label will be removed from the extension number.

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Delete an Extension

To delete an extension, follow these steps:

1. Select the extension from the list.
2. Click the red Delete button in the options bar.

Figure 6. Deleting an extension.

A confirmation pop-up will appear. Click Delete to confirm or Cancel to return to the list.

Delete a Block

To delete a whole block of extensions, follow these steps:

1. Select an extension from the list.
2. Click the Delete Block button in the options bar.

A Delete an Extension pop-up will appear prompting you information about the block:

Figure 7. Deleting a block of extensions.

3. Ensure that the correct fields for Name (e.g., 111), Block Count (e.g., 53), and Block Step (e.g., 49) of the block you wish to delete are checked.
4. Next, click Delete to proceed or Close if you changed your mind.

A confirmation pop-up will appear prompting you to delete the corresponding extensions:

Figure 8. Deleting a block of extensions.

5. Click Delete to proceed or Cancel if you changed your mind.

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By following these instructions, administrators can ensure that extensions are properly configured though the Admin Portal, facilitating smooth call routing and efficient system management. This approach ensures accessibility and customization for all users.