How to add an executive-assistant group

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Executive-assistant groups allow executives to streamline their calling processes with the support of assistants. Assistant control and manage phone calls for their executives, providing their support with a high degree of flexibility.

Prerequisites:

Every member of an executive-assistant group must have a phone number and a Unify desk phone assigned to them on OpenScape Cloud.
Every member of an executive-assistant group must have an OpenScape CP600/CP600E desk phone configured for them and registered on OpenScape Cloud.

Domain administrators can configure executive-assistant groups on OpenScape Cloud in self-service, as follows:

On the web client and Desktop App, click your user name in the upper right corner and, then, click Administration.
If you are administrating the domain on behalf of a customer, click Partner administration instead of Administration, and select the domain you want to administer.
Click the Cloud telephony tab.
Navigate to Call groups > Executive-assistant groups.
All executive-assistant groups configured in the domain are listed.
Click Add executive-assistant group.
A configuration page for the groups appears.
Enter a name for the group in the Executive-assistant group name field.
The name can contain only latin letters, numbers, hyphens (“-”) and underscores (“_”). It must be 1 to 24 characters long.
Click Select next to Assistant, select the phone number of the assistant, and click OK to confirm.
An executive-assistant group can have only one assistant.
Add executives to the executive-assistant group as follows:
1. To add an executive to the group, click Add executive, select a user from the list of cloud telephony users displayed, and click OK.
  An executive-assistant group can have a maximum of 3 executives.
  
  The executive is added to the bottom of the list.
2. To remove an executive from the group, hover over the executive and click Remove to the right.
Click Save.
The option to save the executive-assistant group configuration is enabled once you fill-in the required fields (highlighted with a red asterisk).

The configuration page for the executive-assistant group closes and the group appears in the list of Executive-assistant groups.

A number of keys are automatically configured on all members’s desk phones, as presented in the following tables:

Table 1. Keys configured on the executives’ desk phones (Executive #1 in a group with 1 assistant and 3 executives, as an example)
Key label	Description
Primary line	Primary line of the person who is using the device (executive #1, in this example)	It is used to: Show status of the destination associated with the key (idle, busy, or ringing) Pick up a ringing call Initiate a call by pressing the applicable key Initiate a consultation call
{Assistant}	Primary line of the assistant
{Executive #2}	Primary line of the executive #2
{Executive #3}	Primary line of the executive #3
RT on	Activate ring transfer. Once activated, incoming calls for the executive #1 are forwarded to and ring on the assistant’s desk phone.
RT off	Deactivate ring transfer. Once deactivated, incoming calls for the executive #1 are not forwarded to and they do not ring on the assistant’s desk phone. They are only visually signalled.

Table 2. Keys configured on the assistant’s desk phone (assistant of 3 executives, as an example)
Key label	Description
Primary line	Primary line of the person who is using the device (assistant, in this example)	It is used to: Show status of the destination associated with the key (idle, busy, or ringing) Pick up a ringing call Initiate a call by pressing the applicable key Initiate a consultation call
{Executive #1}	Primary line of the executive #1
{Executive #2}	Primary line of the executive #2
{Executive #3}	Primary line of the executive #3
RT on {Executive #1}	Activate ring transfer for executive #1. Once activated, incoming calls for the executive #1 are forwarded to and ring on the assistant’s desk phone.
RT off {Executive #1}	Deactivate ring transfer for executive #1. Once deactivated, incoming calls for the executive #1 are not forwarded to and they do ring on the assistant’s desk phone. They are only visually signalled.
RT on {Executive #2}	Activate ring transfer for executive #1. Once activated, incoming calls for the executive #1 are forwarded to and ring on the assistant’s desk phone.
RT off {Executive #2}	Deactivate ring transfer for executive #2. Once deactivated, incoming calls for the executive #2 are not forwarded to and they do ring on the assistant’s desk phone. They are only visually signalled.
RT on {Executive #3}	Activate ring transfer for executive #3. Once activated, incoming calls for the executive #1 are forwarded to and ring on the assistant’s desk phone.
RT off {Executive #3}	Deactivate ring transfer for executive #3. Once deactivated, incoming calls for the executive #1 are not forwarded to and they do ring on the assistant’s desk phone. They are only visually signalled.

The configuration status of the executive-assistant group is Creation in progress as it may take a few minutes before the configured keys appear on the devices of the executive(s) and the assistant. Devices will reboot automatically.

The creation operation runs asynchronously in the background so you do not have to wait for it. Once it completes, the status of the executive-assistant group changes to Completed.

Further information

A cloud telephony user can belong to only one executive-assistant group at a time.
You cannot edit an executive-assistant group. You must instead delete the executive-assistant group and then create a new one.

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How to add an executive-assistant group