Send Group Messages and Get Delivery/Read Notifications

Quick Reference Guide to Send Group Messages and Get Delivery/Read Notifications

Create and edit your group lists in CommPortal.  You will have to add each contact individually. Once that is done you can create the Group List, assign it a number (1-99) and record a name for it.  A Group List will hold 50 entries. You may create as many Group Lists as you want. It is very easy to add and/or delete lines in each list. Remember to click “SAVE” when done.  You will then need to record and send your message while logged into your phone Voice Mail as stated below.  

The maximum number of recipients for a single message is 100. Only the first 100 members will get any messages that you send to the group list.

  1. Log into your voice mail box.
  2. Press “2” to send a message to one or more numbers.  
  3. Enter the number of the person you want the message to go to.  If you regularly send messages to the same group of numbers you can use a group list instead of individual numbers.  You can also use a combination of individual numbers and group lists. Press the # sign when done. You may only “send a message” to someone in your business group that has voicemail from Grid4.  You are unable to send a message to a cell phone voicemail.
  4. An announcement will play back the numbers, or names if available, of the recipients as well as the group list number if used.   Press the # sign when you are finished entering the numbers and are ready to record your message.
  5. After the tone record your message.  You will hear an announcement that the message has been recorded.
    • To review the message press 1.
    • To keep the current recording but add to it press 2.
    • To re-record the message press 4.
    • If you are happy with the recording press the # sign.
  6. To send the message press the # sign.
  7. To hear delivery options press 1.
    • To request a delivery report press 5.  You will receive a notification in your mailbox when your message is successfully delivered and ready for the recipient to pick up.  If you have email notification checked in your CommPortal you will also receive an email when the message has been delivered.
    • To receive a report when the message has been “read” press 6.  You will receive notification in your mailbox when the recipient listens to your message.  If you have email notification checked in your CommPortal you will also receive an email when the message has been listened to.
    • You will receive individual delivery and read receipts, if chosen, even if you use a group list for sending a message.
  8. To record names for Group lists:

• Choose option 4 for “Settings”.  

• Then choose option 1 for “Group List”, 

• Then choose option 2 to edit the Group list

• Enter the group list number you want to work with followed by the pound sign.  

• Choose option 5 to record a Group List name then press pound.

Accessing Commportal Assistant

Accessing CommPortal Assistant

To learn how to install your CommPortal Assistant click here.

Once you have completed the installation, the Commportal Assistant icon will be located on your desktop toolbar. Follow the steps below to complete the setup:

1. Left click the CommPortal Symbol once, and choose the option Settings

2. The screen below will appear:

3. Input your number (DID), password (same as your voicemail password), and CommPortal URL http://commportal.grid4.com

4. Under the Options section – Choose the appropriate options for your convenience. The majority of  CommPortal users select all options.

5. Click Apply when finished

Redirecting Numbers

CommPortal Assistant: Redirecting Numbers

Learn how to Install CommPortal Assistant here.

Learn how to Access CommPortal Assistant here.

With the Forwarding feature, you may forward an incoming call to a different number of your choice. You may forward to your co-worker or to your own cell phone. To forward a call, follow the following steps:

1. Left click the CommPortal Assistant symbol once, and choose Settings

2. In the middle of the General Tab, click on Forwarding Numbers

3. This screen will appear:

4. Type the person’s name and the number of where you would like to be able to forward calls.

5. Click OK when finished

6. Once you have completed setting your options, the below screen will appear in the bottom right hand corner of your computer screen when you receive a call:

7. From here, you can then click on which person and/or number you would like the caller to be forwarded to, or you can forward the caller to voicemail.

Outlook Contact Sync

CommPortal Assistant: Outlook Contact Sync

This feature gives you the ability to sync your CommPortal Contacts with your Outlook Contacts

1. Left click the CommPortal Assistant icon located on your toolbar and choose Outlook Contact Sync

2. The following screen will appear:

3. Click Enable Synchronization

4. Under Synchronization Options:

• For Direction, you can choose between the following:

• In Both Directions – Pulls information to and from your CommPortal and Outlook, making both
contacts lists the same.
• To Outlook Only – Pulls information only from your CommPortal to Outlook
• From Outlook Only – Pulls information only from your Outlook to CommPortal

5. You have the option of choosing what folder you would like to sync

6. Click Choose to browse

7. When finished click Apply

Periodically, if you add new contacts in your CommPortal or Outlook, you can click the Sync Now button and your contacts will be updated.

CommPortal Login

CommPortal Login

1. Log into CommPortal at www.grid4.com/commportal

2. Enter your direct dial phone number (with no spaces or dashes)

3. Enter your password (your password is the same as your voicemail password)

4. Click on Login.

CommPortal Dashboard Overview

CommPortal Dashboard Overview

  1. Log into CommPortal www.grid4.com/commportal

Once you have logged in, you will see the CommPortal Home Page. This gives you a quick at-a-glance summary of your messages, missed calls, contacts and phone settings.

  • Phone Status page This page lets you configure the services on your phone line,
    such as Call Forwarding and Selective Call Rejection.

Along the top of the window are a series of tabs which you can select to take you to the
different pages within CommPortal.

    • Home This is the at-a-glance summary you see when you first log into CommPortal.
  • Messages & Calls This shows you all of your voice and fax messages, and the calls you’ve made, answered or missed.

  • Contacts You can add and view all of your contacts and their phone numbers in this tab.

  • Make a Call  Use the Commportal to make a call using your cell phone or landline.  It will look as if you are calling from your desk phone. Click on “Make a Call” and the “Dialer” box will pop up.  Enter the number you want to call using “Change”, enter the number of the device making the call and click “Dial”. The device being used to make the call will ring.  When you answer the call will dial out to the number you entered. You must use a device that can be answered.

Your Services

  • Call Settings shows that Caller ID name and number is provided for incoming calls.  If you want your call to go out without any Caller ID information you can check the box “Withhold caller ID when making calls”.  Remember to uncheck it when you want your caller ID information to display again.

Message Settings

General

Control the number of seconds before a call goes to voicemail.  If there is no value in the field the default is 30 seconds.

Forward your voicemail messages and personal fax (if you have one) to any email address.  It will be delivered as a .wav file for a voicemail message or a .pdf for a personal fax. You may also have it as a message on your phone by checking the box “leave original in inbox”.

Mailbox Access

You will need to enter your voicemail PIN to retrieve messages from your phone.  To skip this step, check the box “Skip PIN”. It takes the security off your phone and anyone can listen to your messages.

Voicemail Greeting

An asterisk next to the greeting tells you what has been recorded and what is currently in use.

Make sure to click “Apply” after all changes.

Notifications

Message Waiting Indicator is the blinking light on your phone that lets you know if there is a message.

Email, Outdial and Override are more ways to notify you of a message in addition to the message to email and Message Waiting indicator.

Email: You can add as many email addresses as you want to receive an email that there is a message waiting.  They will need to call the voicemail box to listen to it.

Outdial: The voicemail system will call the number entered notifying them of a voicemail.  They will need to call the voicemail box to listen to it.

Override: Lets you set a schedule for voicemail notification.  They will need to call the voicemail box to listen to it.

Security

Change Password is for the CommPortal Password

Change Call Services PIN is not in use at this time

Change Security Email is for notification that your password has been changed

Change Voicemail PIN

Support

Click on the “Help” link to on line tutorials about all sections of the Commportal

Downloads will give you access to the Apps that you are subscribed to

Search Contacts

Search Contacts

The Contacts section of the CommPortal Dashboard displays all of your contacts and allows you to search them:

1. Log into CommPortal at www.grid4.com/commportal

2. Click the Contacts page along the top menu bar:

Search Contacts is located to the far left of the page:

3. To search, enter the letters you want to search for in the text box. CommPortal will narrow down the contacts displayed as you type, and the text that matches your search will be highlighted in yellow:

To cancel the search and view all of your contacts, delete the search text you entered.

Messages and Calls Overview

Messages & Calls Overview

The Messages & Calls page has a number of sections regarding your voicemails, faxes, and calls.

To access the Messages & Calls page:

1. Log into CommPortal at www.grid4.com/commportal

2. Click the second tab in the top menu bar labeled Messages & Calls:

• Messages shows you all of your new and stored voice messages.

• Faxes shows you any new and stored fax messages.

• Missed displays the last 200 calls you have received and not answered.

• Dialed displays the last 10 calls you made, including those made by Click To Dial.

• Received shows the last 200 calls you have answered.

• Rejected shows calls that you rejected either manually or by rule.

• Deleted shows and holds previously deleted messages and faxes.