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User Portal Documentation

External Contacts

External Contacts is your organization’s shared address book of people outside the phone system - customers, partners, suppliers and anyone else who is not a colleague with an extension. Everyone in your organization sees the same list, so a colleague covering for you can find the same customer and dial the same number. Unlike Personal Contacts, entries here are not private.

Finding a contact

The list shows Last Name, First Name, Company, Department, Email, Work Phone, Extension, Mobile Phone, Home Phone and Other Phone. Filter by Last Name, First Name or Company and click Select; each field matches any part of the text. Click a column header to sort.

Calling a contact

Click any of the contact’s numbers. Your phone rings first; when you answer, the system dials the contact.

Adding and editing

Click Add to create a contact, the edit icon on a row to change one, or check rows and click Delete Selected. Changing entries requires permission from your administrator to manage company contacts. The form has First Name and Last Name (required), Company, Department, Email, Work Phone, Extension (the contact’s extension at their own company), Mobile Phone, Home Phone, Other Phone, Photo URL and Comments.

Best practices

  • Fill in Company even for a single contact; it is one of the three search fields.
  • Keep shared customers and suppliers here rather than in Personal Contacts, so colleagues can find them.