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Table of Contents

Preferences

The Preferences menu allows you to customize settings for your extension and the FortiVoice user portal.

  1. Click the account icon.
  2. Click Preferences.
  3. You can customize the settings for the following preferences:
    • User Setting
    • Display Preference
    • Incoming Calls
    • Quick Mode
    • Notification Options
    • Voicemail Options
    • Conferencing Options
    • Twinning Setting

      GUI field

      Description

      User Setting  
      Number Displays your extension number (read-only).
      Display name Displays the caller ID on the extension, usually the name of the extension user (read-only).
      Emergency caller ID Displays the caller ID to display on the destination phone when the emergency number is dialed (read-only).
      External caller ID

      Displays a particular caller ID on a called phone instead of the FortiVoice main number or the trunk phone number (read-only).

      The format must be name<phone number>, such as jdoe<2221111234>. If you are not sure about this feature, contact your administrator for more information.

      Call forward Enable to forward phone calls and enter the phone number to forward the calls.
      Idle timeout Enter the duration of time in minutes before you are logged out of the user portal. Set the value between 1 and 1440 (maximum of one day in minutes).

      Change PIN number

      Click to enter and confirm a new PIN for accessing your voicemail. You must enter your current PIN before choosing a new PIN.

      Change User Password

      Note

      The Change User Password is available when the FortiVoice Cloud system administrator has set your extension to use the local authentication type for web access.

      Click to enter and confirm a new user password for accessing the user portal. You must enter your current password before choosing a new password.

      Click and scan to login softclient

      Click to view and scan your softclient QR code. To scan the QR code, open the FortiFone softclient application on your smartphone and go to Account > Scan QR Code. For more details, see the FortiFone Softclient User Guide.

      Display Preference

       

      Default portal

      Set the default portal to open when you log in: User portal (by default), Operator console, or Call center console.

      For more information about the different consoles, see Call center console and Operator console.

      Phone language

      Set the phone language for the extension.

      Web language

      Set the user portal language (English by default).

      Theme

      Set the display color theme for the user portal (Green by default).

      Time zone

      Set the time zone for the user portal (GMT -8:00 Pacific Time US & Canada by default).

      Incoming Calls

       

      Retain original caller ID

      Enable to display the original caller's number of an incoming call.

      Call screening

      Enable to request callers to state who they are and why there are calling when receiving an incoming call, allowing you to safely answer expected calls or cancel unwanted and spam calls.

      Record caller name

      Enable to record the names of incoming callers.

      Ring duration

      Specify the duration of time in seconds that incoming calls will ring for before going to voicemail.

      Call waiting

      Enable to allow you to answer an incoming call while on another call.

      Quick Mode

      Quick mode allows you to enable a secondary set of call handling rules that do not affect your regular user call handling settings (from Managing a call).

      To define the behavior of the quick mode settings (Out of office, Away, and Other), see Configuring Quick call handling.

      Effective mode

      Shows the mode that is active.

      For example: Out of office: (expiring at 2021-10-28 09:00:00)

      If Effective mode is blank, then none of the quick modes are enabled.

      *720

      To cancel the quick mode and revert the system to its regular schedule, dial *720 on your phone.

      *721

      To enable the Out of office schedule, dial *721 on your phone.

      To modify the option and time settings for this quick mode, click the underlined text.

      *722

      To enable the Away schedule, dial *722 on your phone.

      To modify the option and time settings for this quick mode, click the underlined text.

      *723

      To enable the Other schedule, dial *723 on your phone.

      To modify the option and time settings for this quick mode, click the underlined text.

      Notification Options  

      Voicemail

      Select the email notification option to use when this extension receives a voicemail:

      • None: Do not send a notification.
      • Simple: Send an email notification.
      • With attachment: Send an email notification with the voicemail attached.

      Fax

      Select the type of email notification option to use when this extension receives a fax:

      • None: Do not send a notification.
      • Simple: Send an email notification.
      • With attachment: Send an email notification with the fax attached.

      Missed call

      Enable to send an email notification when you miss an incoming call.

      Email address

      Enter the email address(es) to which you would like email notifications for voicemails, faxes, and missed calls to be sent.

      Voicemail Options

       

      Voicemail handling

      Enable to allow a caller to press 0 to talk to the operator during an announcement.

      Name

      Set to Standard to use the system default name for the voicemail (the extension number), or set to Personal to use your own name for the voicemail.

      Note

      If you want to import a pre-exisiting sound file, make sure that the file meets the following requirements:

      • Format: WAV
      • Channel: Mono
      • Bit rate: 8000 Hz (8 kHz)
      • Sampling: 16-bit PCM

      If you select Personal, click Call me to record your own message using the phone, or click Upload to import a pre-existing sound file that meets the file requirements.

      Greeting

      Select the voicemail greeting mode and greeting content. Click Audio file to record or import a sound file for various scenarios, depending upon the greeting type selected:

      • Standard: The default system defined greeting.
      • Simple: The greeting that applies to any time.
      • Scheduled: The greeting that comes with a schedule. Click New to add a system Schedule and assign a Greeting.
      • Conditional: The greeting that applies when you are either busy or unavailable.

      Conferencing Options

       

      Note

      To access conferencing options, your FortiVoice system administrator must add your extension to the user conferencing call feature.

      To add a conference announcement, you have two options:

      • Option 1: Initiate the creation of an announcement by clicking Call me, answer your extension, and follow the prompts to record the announcement.
      Note

      If you want to import a pre-exisiting announcement file, make sure that the file meets the following requirements:

      • Format: WAV
      • Channel: Mono
      • Bit rate: 8000 Hz (8 kHz)
      • Sampling: 16-bit PCM
      • Option 2: To upload an announcement that you have already recorded, click Upload and follow the prompts to upload the file.

      Twinning Setting

       

      Setting

      Note

      To access the twinning setting, your FortiVoice system administrator must enable twinning in the user privilege for your extension.

      Twinning allows an external telephone (cell phone or home phone) to replicate your internal office extension.

      • Disabled: Select to disable twinning.
      • Simple: Select to configure basic twinning by adding a phone number.
      • Scheduled: Select to configure twinning by adding phone numbers based on a schedule or multiple schedules (three maximum).
  4. When you have finished customizing your preferences, click OK.

Preferences

The Preferences menu allows you to customize settings for your extension and the FortiVoice user portal.

  1. Click the account icon.
  2. Click Preferences.
  3. You can customize the settings for the following preferences:
    • User Setting
    • Display Preference
    • Incoming Calls
    • Quick Mode
    • Notification Options
    • Voicemail Options
    • Conferencing Options
    • Twinning Setting

      GUI field

      Description

      User Setting  
      Number Displays your extension number (read-only).
      Display name Displays the caller ID on the extension, usually the name of the extension user (read-only).
      Emergency caller ID Displays the caller ID to display on the destination phone when the emergency number is dialed (read-only).
      External caller ID

      Displays a particular caller ID on a called phone instead of the FortiVoice main number or the trunk phone number (read-only).

      The format must be name<phone number>, such as jdoe<2221111234>. If you are not sure about this feature, contact your administrator for more information.

      Call forward Enable to forward phone calls and enter the phone number to forward the calls.
      Idle timeout Enter the duration of time in minutes before you are logged out of the user portal. Set the value between 1 and 1440 (maximum of one day in minutes).

      Change PIN number

      Click to enter and confirm a new PIN for accessing your voicemail. You must enter your current PIN before choosing a new PIN.

      Change User Password

      Note

      The Change User Password is available when the FortiVoice Cloud system administrator has set your extension to use the local authentication type for web access.

      Click to enter and confirm a new user password for accessing the user portal. You must enter your current password before choosing a new password.

      Click and scan to login softclient

      Click to view and scan your softclient QR code. To scan the QR code, open the FortiFone softclient application on your smartphone and go to Account > Scan QR Code. For more details, see the FortiFone Softclient User Guide.

      Display Preference

       

      Default portal

      Set the default portal to open when you log in: User portal (by default), Operator console, or Call center console.

      For more information about the different consoles, see Call center console and Operator console.

      Phone language

      Set the phone language for the extension.

      Web language

      Set the user portal language (English by default).

      Theme

      Set the display color theme for the user portal (Green by default).

      Time zone

      Set the time zone for the user portal (GMT -8:00 Pacific Time US & Canada by default).

      Incoming Calls

       

      Retain original caller ID

      Enable to display the original caller's number of an incoming call.

      Call screening

      Enable to request callers to state who they are and why there are calling when receiving an incoming call, allowing you to safely answer expected calls or cancel unwanted and spam calls.

      Record caller name

      Enable to record the names of incoming callers.

      Ring duration

      Specify the duration of time in seconds that incoming calls will ring for before going to voicemail.

      Call waiting

      Enable to allow you to answer an incoming call while on another call.

      Quick Mode

      Quick mode allows you to enable a secondary set of call handling rules that do not affect your regular user call handling settings (from Managing a call).

      To define the behavior of the quick mode settings (Out of office, Away, and Other), see Configuring Quick call handling.

      Effective mode

      Shows the mode that is active.

      For example: Out of office: (expiring at 2021-10-28 09:00:00)

      If Effective mode is blank, then none of the quick modes are enabled.

      *720

      To cancel the quick mode and revert the system to its regular schedule, dial *720 on your phone.

      *721

      To enable the Out of office schedule, dial *721 on your phone.

      To modify the option and time settings for this quick mode, click the underlined text.

      *722

      To enable the Away schedule, dial *722 on your phone.

      To modify the option and time settings for this quick mode, click the underlined text.

      *723

      To enable the Other schedule, dial *723 on your phone.

      To modify the option and time settings for this quick mode, click the underlined text.

      Notification Options  

      Voicemail

      Select the email notification option to use when this extension receives a voicemail:

      • None: Do not send a notification.
      • Simple: Send an email notification.
      • With attachment: Send an email notification with the voicemail attached.

      Fax

      Select the type of email notification option to use when this extension receives a fax:

      • None: Do not send a notification.
      • Simple: Send an email notification.
      • With attachment: Send an email notification with the fax attached.

      Missed call

      Enable to send an email notification when you miss an incoming call.

      Email address

      Enter the email address(es) to which you would like email notifications for voicemails, faxes, and missed calls to be sent.

      Voicemail Options

       

      Voicemail handling

      Enable to allow a caller to press 0 to talk to the operator during an announcement.

      Name

      Set to Standard to use the system default name for the voicemail (the extension number), or set to Personal to use your own name for the voicemail.

      Note

      If you want to import a pre-exisiting sound file, make sure that the file meets the following requirements:

      • Format: WAV
      • Channel: Mono
      • Bit rate: 8000 Hz (8 kHz)
      • Sampling: 16-bit PCM

      If you select Personal, click Call me to record your own message using the phone, or click Upload to import a pre-existing sound file that meets the file requirements.

      Greeting

      Select the voicemail greeting mode and greeting content. Click Audio file to record or import a sound file for various scenarios, depending upon the greeting type selected:

      • Standard: The default system defined greeting.
      • Simple: The greeting that applies to any time.
      • Scheduled: The greeting that comes with a schedule. Click New to add a system Schedule and assign a Greeting.
      • Conditional: The greeting that applies when you are either busy or unavailable.

      Conferencing Options

       

      Note

      To access conferencing options, your FortiVoice system administrator must add your extension to the user conferencing call feature.

      To add a conference announcement, you have two options:

      • Option 1: Initiate the creation of an announcement by clicking Call me, answer your extension, and follow the prompts to record the announcement.
      Note

      If you want to import a pre-exisiting announcement file, make sure that the file meets the following requirements:

      • Format: WAV
      • Channel: Mono
      • Bit rate: 8000 Hz (8 kHz)
      • Sampling: 16-bit PCM
      • Option 2: To upload an announcement that you have already recorded, click Upload and follow the prompts to upload the file.

      Twinning Setting

       

      Setting

      Note

      To access the twinning setting, your FortiVoice system administrator must enable twinning in the user privilege for your extension.

      Twinning allows an external telephone (cell phone or home phone) to replicate your internal office extension.

      • Disabled: Select to disable twinning.
      • Simple: Select to configure basic twinning by adding a phone number.
      • Scheduled: Select to configure twinning by adding phone numbers based on a schedule or multiple schedules (three maximum).
  4. When you have finished customizing your preferences, click OK.