Alerts and notes on phone book contacts can be added during calls and seen by other users with this advanced functionality on the User Interface.

You can manage your contacts in many ways, for example, by clicking on the ‘i’ icon on each contact in the address book you can:

• View and manage your call notes
• Create and manage call reminders

and importantly, you can add ALERTS

These alerts are used to share important information about the contact within the entire company phone system.  For example, you might write that this is an ‘Important New Client’ or, on the other end of the scale, ‘Client cancelled Direct Debit’.

Creating a new alert is simply clicking on the ‘+’ icon at the top of the Contact Alerts TAB, a dialog box will open in which you can configure:

The actual content of the notice: the information entered there will be displayed during the call to this contact; if the contact is public, all the phone system users will be able to view them;

Please note that with ‘no expiry’ the notice will continue indefinitely (unless subsequently deleted); otherwise a time-limit can be set, beyond which the note will no longer be shown automatically but can be retrieved from the EXPIRED NOTICE section in the details section of the contact.

The list of alerts can be retrieved at any time by accessing the contact’s details and clicking on the Contact Alerts TAB where they  are divided into three groups:

Show Alerts open:  here all the active notes

Show Expired: those notes that have already expired and haven’t been deleted

Show All Alerts:  all notes, expired or not will be shown here.

The alerts/ notes are shown automatically on the User interface during the call.   As soon as a call arrives for the contact that has alerts, the interface opens a separate tab.   During the call you can also add a new note updating the information already there on the contact with whom you are communicating.

To search for a contact within the UI, you can see them listed by name/photo by clicking this icon . Alternatively, from any tab in the UI in the left part of the screen below your profile is a search bar that you can use to search for Users within your UI and to make calls externally.

The UI will organise users by group or department. The departments created by the administrator will be automatically downloaded from the phone system when the UI starts. If a user does not reside in any department, VOIspeed will create the group ‘No department’.

You can also search for the user by typing the user name directly into the search bar at the top of the User page.

Also, you can search using the phone book by typing in any information about the contact you are trying to find, such as a first or last name or even a company name, number or email address.

Then you can filter your search results by selecting whether the details you entered should be in the name or surname or company name etc… (for a full breakdown of how to search within the Phone book please see this help page: How to Search for a Contact in the Phonebook )

Whether you need to make a quick call or find out an email address, VOIspeed’s UI can help.

To search for a contact in the UI phone book, just go into the Phone book with the icon and type the keyword in the search field (name, surname, company, or telephone number) relating to the contact. The contact search starts by typing at least two characters and the resulting list is updated with every new character entered.  The UI searches all the contact fields (Company, Name, E-mail, Surname, Office Number, Mobile Number, House Number, Other number). With single filters you can activate/deactivate fields: in this case, the list of resulting contacts is updated showing only the contacts from the new combination of active filters.

A contact is searched for by comparing the string inserted by the user with the first characters from all fields of all contacts. For example, if you are searching for Garath in contact surnames, you will get positive results by entering the characters GA, GAR, GARET, etc, but not if you are searching for the final letters in the surname.

NB: with a large number of contacts in the phone book, the list of results will be very long.  If you want to limit their number, naturally apart from writing a string (or a number) that is more complete and close to the information searched, you can delete the results that do not meet requirements, disabling the fields that affect the search.  Using the example, if you search only the contacts whose surname begins with “Gar”, you can disable the Name field.

MANAGING FAVOURITE CONTACTS

You can select a favourite contact  by clicking on the star beside it. Contacts set as a favourite will be shown first on loading the Phonebook before carrying out the text search. A text search will make the filtered display of favourite contacts disappear.

This function is useful when you want to isolate a set of contacts (e.g. the most frequently contacted, without having to search for them by text search).

To add new contacts, enter the Phonebook section of the UI and press the key.  By clicking on the plus key you can choose whether to add a single contact or add a list of contacts via csv file.

ADDING A NEW CONTACT

For each new contact added via your own User Interface you can decide to make it visible to and/or editable by all users of your own company.
Three options are visible for each contact:

• Visible to everyone: the contacts are visible to all users
• Can be edited by anyone: the contact can be edited by all users, otherwise only by the administrator
• Favourite: a favourite contact is the first to be displayed on entering the Phonebook, without needing to carry out a text search

UPLOADING CONTACTS FROM A CSV FILE

Please note that only csv. files are supported with this function.

The first line of the file should not be amended as it has the relevant fields required for matching and upload.

The field below that can specify:

• Name
• Surname
• Company
• Email
• Office number
• Mobile number
• Home number
• Other number
• Fax number
• Visible to everyone
• Can be edited by anyone
• Favourite

Each of the fields should be completed, and should be separated by semi-colons.