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.

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.

Messages

After selecting the Messages & Calls page in the top menu bar, the first tab displayed is Messages.

The Messages page shows you all stored voice messages, both those you have listened to and those you haven’t. Unheard messages are shown in bold:

• Next to the word “Messages” it will tell you how many New messages you currently have in parenthesis.

Listen to a Message

Log into CommPortal at www.grid4.com/commportal

1. Click the Messages & Calls page in the top menu

2. Click the message you want to listen to so it is highlighted:

To listen to a message:

1. Click on the Play icon to the left of the message.

2. A voicemail player will pop up, load, and play the message.

With this player you can:
• See when the message was received and how long it is.
• Pause, rewind and fast forward the message.
• Mute the player or change the volume.
• Delete the message, or Save it to disk.
• Close the player.

Deleting a Message

To Delete a Message do the following:

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

2. Click the Messages & Calls page on the top menu bar

3. Click the message you want to delete so it is highlighted:

You can delete a voice message two ways:

1. Select the voice message and click on the Delete button to the right

OR

1. Click the play button to the left of the voice message so it opens the voicemail player.

2. Select the Delete button on the voicemail player

Marking a Message as New

To Mark a Message as New, follow these steps:

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

2. Click the Messages & Calls page in the top menu bar.

3. Select the down arrow labeled Actions in the right hand corner, then Mark as New.

Deleted

After deleting a fax or a voicemail, you may recover it in the deleted tab. The CommPortal will hold 1 Gigabit of memory. Therefore, it is suggested you periodically permanently delete the messages in this tab.

To access the Deleted tab:

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

2. Click the Messages & Calls page in the top menu bar.

3. Click the Deleted tab in the submenu:

Dialed

This page shows you the last 10 calls that have been made, including those which were made using Click To Dial.

To access the Dialed Calls tab:

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

2. Click the Messages & Calls page in the top menu bar.

3. Click the Dialed tab in the submenu.

Received Calls

Shows the last 200 calls received.

To access Received Calls:

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

2. Click the Messages & Calls page in the top menu bar.

3. Click the Received tab in the submenu:

Rejected Calls

This tab shows you all calls your phone rejected. You must set a rule through the Call Manager to enable your phone to reject calls.

To find Rejected Calls:

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

2. Click the Messages & Calls page in the top main menu

3. Click the Rejected tab in the submenu: