View and Manage Company Contacts

Company contacts are shared entries stored in phonebooks that your organization maintains. From the Cloud Voice App you can browse the phonebooks you have access to, open a contact’s details, and, if you have the right permission, add, change, or remove entries. What you can do depends on the permissions your system administrator assigns to your extension.

View a company contact

Note

Your administrator must grant your extension the View Phonebooks permission before you can open company phonebooks.

1. Sign in to the Cloud Voice App and open Contacts.

2. In the top-left corner of the workspace, use the phonebook selector (the group icon) to choose a phonebook from the drop-down list.

   

3. Click any contact card to see that person’s full details.

   

Add a company contact

Note

Your administrator must grant your extension the Manage Phonebooks (Add, Edit, Delete) permission before you can add company contacts.

You can create a company contact in several ways:

• Directly in a phonebook
• From your personal contacts list
• From Call Logs, Voicemails, or Recordings

Add a contact directly in a phonebook

Choose a phonebook you are allowed to manage, then create the entry.

1. Sign in to the Cloud Voice App and open Contacts.

2. In the top-left corner of the workspace, use the phonebook selector to choose the phonebook from the drop-down list.

3. Click Add, fill in the contact’s information, and click Save.

   Note

   If your organization keeps a phonebook that holds every company contact, the new entry is added to it automatically.

The contact now appears in the relevant phonebooks.

Add a contact from your personal contacts

To share one of your personal contacts with colleagues, copy it into a company phonebook. Anyone who can view or manage that phonebook will then be able to see and call the contact.

1. Sign in to the Cloud Voice App and open Contacts.

2. In the top-left corner of the workspace, use the phonebook selector to choose Personal Contacts from the drop-down list.

   

3. Locate the contact, click the More icon, and select Add to Phonebooks.

   

4. In the pop-up window, select the checkbox for each target phonebook and click Confirm.

   Note

   Only the phonebooks you are authorized to manage appear here.

   

A confirmation message (“Added successfully”) indicates the contact was copied and the phonebook is updated.

Add a contact from Call Logs, Voicemails, or Recordings

You can turn a number from a call log, voicemail, or recording into a company contact, either as a brand-new entry or by attaching the number to one that already exists.

Tip

Use Add to Existing Contact when the caller is already saved but this number is new to you (for example a second mobile or a direct line). It keeps everything on one card instead of creating a duplicate.

1. Sign in to the Cloud Voice App and open Call Logs, Voicemails, or Recordings.
2. Right-click the record you want to use.
3. To create a new contact:
   1. Click Add New Contact.
   2. In the Add to drop-down list, select Company Contacts, then choose a phonebook from the Phonebook List drop-down list.
   3. Enter the contact’s information.
   4. Click Save.
4. To attach the number to an existing contact:

   1. Click Add to Existing Contact.

   2. Use the phonebook selector to choose a phonebook.

      Note

      Only the phonebooks you are authorized to manage appear here.

      

   3. Select the checkbox for the existing contact.

   4. Click Confirm, then Save.

Edit a company contact

Note

Your administrator must grant your extension the Manage Phonebooks (Add, Edit, Delete) permission before you can edit company contacts.

1. Sign in to the Cloud Voice App and open Contacts.
2. In the top-left corner of the workspace, use the phonebook selector to choose the phonebook from the drop-down list.
3. Find the contact and click the Edit icon.
4. Update the contact’s information and click Save.

The contact’s details are saved.

Delete company contacts

Note

Your administrator must grant your extension the Manage Phonebooks (Add, Edit, Delete) permission before you can delete company contacts.

1. Sign in to the Cloud Voice App and open Contacts.
2. In the top-left corner of the workspace, use the phonebook selector to choose the phonebook from the drop-down list.
3. Find the contact, click the More icon, click Delete, then click OK.

Caution

Deleting a company contact removes it from the phone system for everyone, not just from your view.