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Using Your Portal

The Ingenious User PortalSM is best viewed using a Google Chrome or Microsoft Edge browser. Other browsers not may provide an optimal viewing experience

 

Please ask your Office or IT Manager for more information or assistance

Logging In

NOTE: Your User Portal Username and Password are both case sensitive. Passwords are created during “Complete Setup” in your Ingenious Welcome Email. The “Complete Setup” link in the Welcome Email expires twenty-four hours after the email is sent to your email address. If you need to help with logging into your Ingenious Portal, please contact your IT or Office Manager for assistance.

  • Go to the Login Screen – Click here or from the Ingenious Smart Business PhonesTM home page, hover over “Resources” and click on “User Portal”.
  • Enter your Login Name and Password – Your Login Name was provided and your password was created by following the instructions your Ingenious Welcome Email.
  • Responding to your Ingenious Welcome Email – An Ingenious Smart Business PhonesTM, ingenious Welcome Email was sent to the email address on file in your Ingenious Smart Business PhonesTM account profile. In this email, your User Name will be shown (example: 123@ABC). Next, scroll down in the Ingenious Welcome Email and click on the orange “Complete Setup” button, establish your Ingenious Smart Business PhonesTM account password. If you need help, ask your Unified Office Communications Manager, IT Manager.

Managing, Sending and Receiving iFax Virtual Fax(s)

NOTE: Any Ingenious User can send a Fax from their User Portal . However, only a portal that has a Telephone Number assigned can receive a Fax(s).

  • Managing a Virtual iFax(s) – On the left side of the Fax screen, click the drop-down menu to expose the “Inbox” and “Sent” options. Clicking on either of these options shows a listing of received (Inbox) or Sent (Sent) Fax(s) with the most recent at the top. At the left of each line, you will see an icon for “download” and another to show a thumbnail of the first page of the Fax. Clicking on the red “X” at the far right of each listing, will delete that listing.
  • Sending a Virtual iFax – On the right side of the Fax screen, click the Send Fax button. Click on the Cover Page Options drop-down to choose None for no cover page, browse your device for a Cover Letter document or Compose a Cover Letter in the space provided. Cover Letters are appended to the beginning of all documents that are to be Fax’d. Next, click on Fax Document, then browse your device for the document(s) you wish to Fax. Clicking on the Add button, allows you to browse for up to four (4) additional documents to be included in your Fax. Next, choose (if available), one of the sending fax telephone number(s) which are shown in the Caller ID drop-down. Now, type in the (10-Digit) receiver’s Fax Telephone Number (Area Code plus 7-Digits are required – a preceeding 1 is not required) and then click Send to transmit the fax.
  • Sending a Virtual iFax via Email – From an email address that is registered in an autorized iFax Virtual Fax account, send the email to be faxed using a email destination address for example: 17161234567@instant-fax.com. The body of the email will be the fax cover letter and attachments become the body of the fax.
  • Receiving a Virtual iFax – If your User Portal is enabled to receive faxes, click the drop-down menu to expose the “Inbox” option with the most recent at Fax at the top of the list. To the left of each line, you will see an icon for “download” and another to show a thumbnail of the first page of the Fax and another to show a thumbnail of the first page of the Fax. Clicking on the red “X” at the far right of each listing, will delete that listing.
  • Downloading, Forwarding and Printing a Virtual iFax – Using the “Download” icon at the left of the listed Fax, you may copy the Fax to your device. From there you may print the Fax, printer attach it to an email or other communication.
  • Deleting an Individual Virtual iFax – To the far right of each line in a Fax Log, click the red “X” to only the Fax on this line. Clicking the red “X” will permanently delete only this Fax.
  • Deleting All Virtual iFax(s) – While in the Sent or Received (inbox) Fax log, click on the red “Delete All” button. We stongly recommend using extreme caution when clicking the red “Delete All” button, as this will permanently delete All Faxes, BOTH the Sent and Received. Deleted Faxes are unrecoverable.
  • Rentention of iFax Virtual Faxes
    • Sent (outbound) Faxes are retained in your iFax Virtual Portal for a maximum of 10 days.
    • Received (inbound) faxes are retained in your iFax Virtual Portal indefinitely and only deleted when a authorized (logged-in) user deletes them as detailed above. 

Navigating Your Portal

  • Function Buttons – Along the top of your User Portal, you will see large iconed Function Buttons. By selecting a Function Button, you will be navigated to a screen that allows views and functions pertaining to that portal function. By clicking on the desired Function Button a self-explanatory screen will appear which includes additional information and functions.
  • Ingenious Office Manager Functionality – If your User Portal has Office Manager functionality enabled, when accessing your portal you will see the Office Manager screen first. To navigate to your own account screen of the Ingenious User PortalSM, right click on your name in the upper right hand corner of the screen. Then, right click on My Account to navigate to your own screen. To return to the Office Manager screen, click on Manage Organization at the top of the screen, to the left of your name.

NOTE: Office Managers may request a “screen-share” training session by sending an email to [email protected].

  • HOME – This is the landing page of your User Portal  and shows a brief listings of the most recent New Voice Messages and Recent Call History. For complete listings please click on either the Messages or Reporting Function Button.
  • MESSAGES –  Super imposed on the Messages Function Button, is the quantity of New Voicemail Messages displayed by a red dot with the number of New Voicemail Messages. The Messages screen shows a complete list of your voicemail messages with the most recent messages at the top of the list.
  • FAX – If receive fax(s) is enabled, the quantity of New Faxes (Inbox) is displayed by a red dot with a number super imposed on the Fax Function Button. The Fax screen shows a complete list of Sent and Received Fax(s).

NOTE: All User Portals are able to send Virtual Fax(s). However only a portal that is enabled to receive fax(s), may receive Virtual Fax(s). Ask your Office or IT Manager for more information regarding use of ingenious Smart Business PhonesTM Virtual Faxing.

  • CONTACTS – By default, the Contacts screen shows all of the other Ingenious Users in your company.
    • Adding Personal Contacts – You may add your own Contacts for those who you want to reach quickly by clicking on the contact from your Ingenious User Portal or if enabled, from the Directory on your Ingenious Phone.
    • Shared Contacts – If added by your Office or IT Manager, contacts that are available to everyone in your company will also appear here on your contacts screen.
    • Filters – Using the Filters Drop-Down, you may select only certain contacts that will appear on your Filtered Contacts List.
    • Import/Export – You may export a list of your Personal Contacts which can be opened in Microsoft Excel, managed and then Imported back to update your Contacts list.
    • If you need assistance with managing Contacts, please ask your Office or IT Manager for help.
  • ANSWERING RULES – Clicking on this Function Button, shows the Default Answering Rule. PLEASE DO NOT EDIT THE DEFAULT ANSWERING RULE.
    • Adding Answering Rules – You may add additional Answering Rule(s) to control how callers reach you on your Ingenious Smart Business PhonesTM.
    • If you are not totally sure how to do this, please ask your Office or IT Manager for help.
  • TIME FRAMES – Clicking this Function Button, shows the Default Time Frames for your Ingenious Smart Business PhonesTM.
    • A Time Frame controls when an Answering Rule is used for handling inbound phone call(s).
    • If you need assistance Adding a Time(s) please ask your Office or IT Manager for help.
  • MUSIC ON-HOLD –
    • Ingenious Smart Business Phones provides default system-wide mixed Genre’ Music On-Hold, which is played to a party(s) who are place them On-Hold
    • Using the “Add Music” function you may upload your own Music On-Hold music and/or messaging to replace the provided Music On-Hold
    • On-Hold Music and Messages uploaded to the Ingenious Smart Business Phones platform must be either a .wav or .mp3 file which is 8 bit, 8Khz, mono and a maximum file size of 32Mb.
    • Using the “Settings” function, you may check the  “Randomize Music on Hold” to mix up the order of play for your Music On-Hold files. Also, in “Settings”, you may choose to record or upload an Intro Greeting which will precede your Music On-Hold.
    • If you need help with this, please ask your Office or IT Manager for help

NOTE:  Music/Messaging On-Hold that may be set by an Office Manager and will be played to all On-Hold Callers except if an individual user sets their own Music/Messaging On-Hold, in which case the individually set Music/Messaging On-Hold will be played for that User’s On-Hold Callers. Ingenious Technology LLC does not endorse or assume any responsibility for On-Hold Music/Messaging you Upload to the Ingenious Smart Business PhonesTM platform. To avoid any Copyright infringement(s), Ingenious Technology LLC expressly advises caution when uploading content to be used as On-Hold Music or Messaging. Upload content at your own risk.

IMPORTANT: You are cautioned to only add Music/Messaging On-Hold for which you have authorization to play publicly. Most commercially available music/messaging is protected by US or other Copyright Law and using such music or other audio files e as your Music On-Hold may violate existing Copyright Law(s). Ingenious Technology LLC) will not be held liable for unauthorized use of copyright protected music or messaging that is used on the Ingenious platform by others.

  • REPORTING – Clicking the Reporting function button to view Call History. Ingenious Smart Business PhonesTM shows approximately (30) Days Call Records.
    • Click of the Reporting function button.
    • From the Reporting screen, click on Filter.
    • Using the filter criteria in the Filter drop-down menu you may sort for particular elements of information contained in the Call History database.
    • You may also export filtered or unfiltered information to be further sorted in Microsoft Excel.
    • Clicking on the last icon to the right of each Call History line entry called “Cradle To Grave” (looks like a heart-beat) to the far right opens a simple and easy to understand call progress breakdown.
    • If you need assistance with use of the Reporting functionality, please ask your Office or IT Manager, or contact for Ingenious for Help.
Printing the Using your Ingenious Portal pages is discouraged, as they are updated routinely.

 

We invite you to visit the Ingenious User Portal help pages often to access new content.
OFFICE

1868 Niagara Falls Boulevard
Suite 200A
Tonawanda, NY 14150

CALL or TEXT

716.512.7200

EMAIL

[email protected]