Omnia Admin: Phone Numbers

This guide provides step-by-step instructions on how to manage phone numbers in the Omnia Admin Portal. It includes accessing, adding, editing, deleting, and searching for phone numbers, as well as enabling features like call recording and setting caller ID names.

Voxo

**This document applies to the following user roles within Omnia:** - **Account Administrator** - **Partner Administrator**

Accessing Phone Numbers

**Navigate to Phone Numbers:** - Go to the [**Admin Portal**](https://app.voxo.co/dashboard) and sign in. - Click the **Phone System** tab to expand it, then select **Phone Numbers.**

Adding a New Phone Number

**Add a New Phone Number:** - Click **Add New**. - Select **Phone Number** or **Toll Free** from the dropdown menu.

Ordering Numbers

**Order Numbers:** - **Search Inventory:** Choose this option to select from available numbers. - **Select State:** Choose the state for the number(s). - **Select Rate Center:** Choose the rate center. - **Select NPA-NXX:** Choose the NPA-NXX. - **Branch:** Select the [**branch**](https://scribehow.com/shared/Omnia_Admin_Branches___UJ4yv5wT1qKlkNTqkRvUA) to assign the number(s) if applicable. This helps with filtering and sorting. - **Choose Numbers:** Enter keywords to filter available numbers and assign them as needed. **Note**: If a desired number is unavailable, please reach out to support.

**Search Exact Number:** - **Enter Number**: Choose this option to search for a specific number. - Enter the exact number. - Use **wildcard digits** by entering an "X" to specify a wildcard digit. - **Branch**: Select the branch if applicable to assign the number, which helps with filtering and sorting.

Creating Toll-Free Numbers

**Create Toll-Free Number:** - **Search Inventory:** Choose this option to select from available toll-free numbers. - **Number Format:** Choose the format for the toll-free number. - **Number:** Select a number from the available options in the dropdown list. - **Branch:** Select the branch if applicable to assign the number, which helps with filtering and sorting. **Note**: If a desired number is unavailable, please reach out to support.

**Search Exact Toll-Free Number:** - **Enter Number:** Input the exact toll-free number you want. - **Use Wildcards:** Enter an "X" to specify a wildcard for any of the last 7 digits. - **Select Branch:** Choose the branch if applicable to assign the number, which helps with filtering and sorting.

Saving the Number

**Save Number:** - Click **Create** to add the number(s) to your inventory. - Click **Yes** to confirm.

Updating General Settings

**Update General Settings**: - **Description:** Enter or update the description. - **Caller ID Name:** Enter the name that will show up on caller ID when dialing externally. The account name when setting up the account determines default the caller ID. - **Branch:** Select the branch associated with this number. - **Enter Prefix Name:** Enter a prefix name if needed. This will show up on your caller ID in addition to the caller's name. - **Enable Recording:** Choose **Yes**, **No**, or **No, but allow start/stop** to manage inbound call recording for this number. Note that [**outbound**](https://scribehow.com/shared/Omnia_Admin_Extensions__-L9BuyfORwK9dnYrMhXwQg#63efea07) call recording is managed from the extension. - **Email Recording:** Enter the email address(es) where recordings should be sent

Updating Routing Settings

**Update Routing Settings:** - **Select Type:** Choose between Voice and Fax. - **Voice:** Select the type of routing and destination. - **Inbound Fax:** Configure inbound fax settings, including delivery options and email addresses. - **Unconditional Forwarding:** Enable if you want to forward all calls or faxes unconditionally. - **SMS Settings:** Enable text messaging if needed (contact support if text messaging features are not configured).

Selecting Routing Type for Voice

**Select Routing Type for Voice**: - **Destination Type**: Choose from options such as **Ring an [Extension](https://scribehow.com/shared/Omnia_Admin_Extensions__-L9BuyfORwK9dnYrMhXwQg), Automation, [Custom](https://scribehow.com/shared/Omnia_Admin_Custom_Destinations__UhdCAL0gSv2KBHRBil5DnQ?referrer=documents), Follow a [Call Flow](https://scribehow.com/shared/Omnia_Admin_Call_Flows__Pzxem7coSC26XlSCs_AB-g?referrer=documents), Go to a [Virtual Receptionist](https://scribehow.com/shared/Omnia_Admin_Virtual_Receptionists__0zu-MuY_TbSnbNKkwRzptw?referrer=documents), Go to a [Voicemail](https://scribehow.com/shared/Omnia_Admin_Voicemails__avd1aEdzQJapD-KxgaffoA?referrer=documents), Play an [Audio File](https://scribehow.com/shared/Omnia_Admin_Media_Files__LxLyMgU7SBqju9ex6tTRBg?referrer=documents), Ring a [Call Group](https://scribehow.com/shared/Omnia_Admin_Call_Groups__new4XpZBTwKeEYeYxm88ng?referrer=documents).** - **Select Destination**: Choose the specific action or endpoint based on the selected type. - Click **Add a destination** to configure configure multiple destinations. Note that this button will only appear based on the selected destination type. - **Reorder**: Click to reorder destinations by clicking and dragging. - **Delete**: Click to remove a destination.

Enable Unconditional Forwarding

**Enable Unconditional Forwarding:** - **Unconditional Forwarding**: Enable this option if you want to forward all calls or faxes unconditionally. - **Example**: If an office is closing due to bad weather and you need to forward their main number to a cellphone: - Create a custom destination for the cellphone. - Enable unconditional forwarding. - Select **Custom** as the destination type. - Choose the custom destination you just created for the cellphone.

SMS settings

**SMS Settings:** - **Enable for Text Messaging**: Check this box to enable text messaging. Note that this process may take a while. - **Destination Type**: Select the type of destination from the dropdown menu. - **Select Destination**: Choose the specific destination based on the selected destination type. - **Add a Destination**: Click the **Add a destination** button to add another destination. - **Reorder**: Click to reorder destinations by clicking and dragging. - **Delete**: Click to remove a destination. - **Note**: If text messaging features are not configured for your account, contact support for assistance.

**Save Changes**: - Click **Save** to save changes. - Click **Update** to confirm.

Fax Settings

**Inbound Fax Settings**: - **Enable Fax Storage After Delivery**: Check this box to store the fax after it is delivered. - **Delivery Options**: - **Deliver to Email**: Select this option to have the fax delivered to an email address. - **Deliver to Email and Forward to Extension**: Select this option to deliver the fax to an email address and forward it to an extension. - **Enter Emails**: Enter the email addresses where the faxes should be delivered. You may enter multiple emails separated by a comma. - **Note**: Outbound faxing is enabled from the extension.

Wiretap Feature

**Initiate Wiretap**: - The wiretap feature enables you to view a live packet capture of the respective phone number's activity. Here’s how to use it: - **Click Wiretap** next to the desired extension. - **Click Start** to begin the wiretap.

Editing a Phone Number

**Edit a Phone Number:** - Click on the phone number you want to edit or click the **Edit** button next to it. - Make your edits. - Click **Save**. - Click **Update** to confirm.

Deleting a Phone Number

**Delete a Phone Number:** - **Select Phone Number**: Click the **Delete** button next to the Phone Number. - **Warning Message**: If the number is routed, a warning message will alert you that this number is not retrievable. - **Confirm Deletion**: Click **Yes** to confirm the deletion.

Viewing, Searching, and Exporting Phone Numbers

**Phone Numbers**: - **Viewing Phone Numbers**: The main screen displays a list of phone numbers with details such as **Number, Description, Prefix, Branch, Status,** and **Use**. - **Search Bar**: Quickly find specific items by typing the name or a keyword in the search field. The system will filter the list based on your search input, displaying the relevant results. - **Export Button**: Click the **Export** button next to the search field.\ The system will download a list of the items in CSV format. - **Sort**: Click the sort icons next to the column headers to arrange items in ascending or descending order.

**Related Documents**: 1. [**Omnia Admin Portal User Guide**](https://scribehow.com/page/Omnia_Admin_Portal_User_Guide__wR-8tvX-TumKH7hgN-nEHw?referrer=documents)**:** Essential steps for navigating and using the Omnia Admin platform. 2. [**Omnia Admin Reports User Guide**](https://scribehow.com/page/Omnia_Admin_Reports_User_Guide__SBv2WAWDROSz4ohbF5e4KA?referrer=documents)**:** This guide helps you navigate and use the reporting features in Omnia. 3. [**Omnia Portal User Guide**](https://scribehow.com/page/Omnia_Portal_User_Guide__krO6wF6TQ86D0Kl4o1JLGg?referrer=documents)**:** Essential steps for navigating and using the Omnia User platform. 4. [**VOXO Mobile Application User Guide**](https://scribehow.com/page/VOXO_Mobile_Application_User_Guide__4pqc5ST2TY2R6f5pgzQvZw?referrer=documents)**:** Key steps for navigating and using the VOXO Mobile app.