Configure Function Keys

Function keys turn a single click into a shortcut. Depending on the type you assign, a key can show you the live status of an extension, mailbox, queue, or parking slot, or fire off a common action such as a speed dial or a presence change. This page explains how to set up function keys from the Cloud Voice App Desktop Client.

Where function keys apply

Once you save your function keys, they follow your extension across every client you sign in to. The number you can assign depends on the endpoint.

Endpoint	Maximum function keys
Cloud Voice App Desktop Client	120
Cloud Voice App Web Client	120
Cloud Voice App Mobile Client	120
Cloud Voice for Google	120
IP phones set up with Auto Provisioning	Limited by the number of line keys the phone supports

Add or edit function keys

Sign in to the Cloud Voice App Desktop Client and open Preferences > Function Keys. Any keys your administrator has already assigned to your extension appear in the list.
Add or adjust keys to suit how you work:
- Type: Pick a key type. See Function key types for what each one does.
- Value: Enter the value that matches the key type, such as the extension, number, or queue the key acts on.
- Label: Optional. Give the key a name so it is easy to recognize.
Always fill in the Label. On the mini panel and on an IP phone screen, the label is what names each key, so a clear label (for example the person’s name on a BLF key) saves you from guessing what each key does.
Click Save.

What happens after you save

Your keys apply everywhere at once:

They appear across all Cloud Voice App clients and Cloud Voice for Google. Click the function-key icon in the top toolbar to open a mini panel where you can watch the objects you monitor and run their actions.
If your extension is registered on an IP phone through Auto Provisioning, the phone picks up the same changes automatically.

An IP phone can only program as many function keys as it has physical line keys. If you assign more keys than the phone supports, the keys beyond that limit are silently dropped and never take effect. Keep your most important keys near the top of the list so they land on the phone.

Function key types

Use the table below to choose a key type and to read the status each key can display. Icons marked as IP-phone only do not appear on the Cloud Voice App clients.

Key type	What it does	Status indicators
N/A	No function assigned.	The key does nothing until you assign a type.
Line	Adds a line key. Available on IP phones only.	IP phones only.
BLF (Busy Lamp Field)	Watch an extension or extension group and act on its calls. A BLF key works like a status lamp: it shows at a glance whether the object you monitor is idle, ringing, or busy.	Extension: Unregistered. Online and available, click to call the extension. Away from desk. Do Not Disturb, not accepting calls. On lunch break. On a business trip. Off work. Receiving a call, click to pick it up (on the Mobile Client, tap the key, then tap the incoming call). On a call. Call on hold. Extension group: No ringing calls (calls already in progress do not change this). One ringing call to a group member. Two ringing calls. Three or more ringing calls, hover for details, then click a call to pick it up. The extension group no longer exists. This key has no effect during an audio conference call.
Speed Dial	Call a frequently used number or extension in one click.	Click to dial the saved number or extension.
Set Presence	Switch your own extension to a chosen presence state.	Set presence to Available. Set presence to Away. Set presence to Business Trip. Set presence to Do Not Disturb. Set presence to Lunch Break. Set presence to Off Work.
Check Voicemail	Monitor a mailbox and listen to its messages.	The monitored extension has been deleted. All messages have been read. Unread messages waiting, click the key, then enter the voicemail PIN when prompted.
Check Group Voicemail	Monitor a shared-mode group mailbox and listen to its messages.	The group voicemail has been deleted. All messages have been read. Unread messages waiting, click the key, then enter the group voicemail PIN when prompted.
Park & Retrieve	Monitor a parking slot, park a call to it, or retrieve a parked call.	The parking number is invalid. The slot is free, click to park your current call there. A call is parked, click to retrieve it. This key has no effect during an audio conference call.
Intercom	Monitor an extension and place an intercom call to make an announcement.	The extension is unregistered. The extension is available. The extension is receiving a call. The extension is on a call.
DTMF (Dual-Tone Multi-Frequency)	Send a preset DTMF string during a call instead of typing it each time. DTMF tones are the sounds the keypad makes when you press digits, used to navigate phone menus or enter a PIN.	During a call, click to send the DTMF signals. This key has no effect during an audio conference call.
Agent Login/Logout	Monitor and toggle your login status in a queue.	You are not a member of the queue. Logged in to the queue. Logged out of the queue.
Agent Pause/Unpause	Monitor and toggle your service status in a queue.	Serving the queue. Paused in the queue. You are not a member of the queue. Not logged in to the queue.
LDAP Directory	Open the LDAP (Lightweight Directory Access Protocol) phonebook, a shared network directory, to look up contacts. Available on IP phones only.	IP phones only.
Boss-Secretary Feature	Monitor the call status of your boss or secretary.	As a boss (watching your secretary): Not handling any calls for you. Answering calls for you. Holding a call, waiting for you to answer. As a secretary (watching your boss): No calls on hold for you to resume. Holding a call, waiting for you to resume.
Call Forward	Turn call forwarding on or off. Available on IP phones only.	IP phones only.
Action URL	Send an HTTP GET request to a set URL to report an event. Available on IP phones only.	IP phones only.