Yeastar Cloud PBX Contacts

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Contacts Overview

Yeastar Contacts feature allows you to add external contacts to Company Contacts and share the Company Contacts with your organization. Each extension user has a Personal Contacts to create and manage their personal contacts.

Contacts types

Company Contacts

Company Contacts is a phone book that allows you to store a list of external contacts, such as the company’s customers, resellers and partners.

Note: By default, only the PBX administrator can view and manage Company Contacts. To share Company Contacts with extension users, refer to Configure Company Contacts Permissions for Users.
Personal Contacts
Personal Contacts is a phone book for each extension user. Users can store a list of external contacts exclusive to themselves, such as direct customers.
Note: Each user’s Personal Contacts is visible only to themselves.

Key features

Sync contacts between Linkus clients and PBX

The contacts information is synced automatically between Linkus clients and PBX.

Users can view or manage contacts on both Linkus and PBX web page, or view contacts on an IP phone.

Note: Requirements of Linkus clients:

  • Linkus Android Client: 2.9.6 or later.
  • Linkus iOS Client: 2.9.10 or later.
  • Linkus for Mac: 1.10.3 or later.
  • Linkus for Windows: 1.10.3 or later.

For more information of contacts management, see Manage Company Contacts and Manage Personal Contacts.

Import and export contacts

Save time and effort by importing and exporting contacts entries.

For more information, see Manage Company Contacts and Manage Personal Contacts.

Identify incoming calls
The contact’s name is displayed for incoming calls to your Linkus, desk phone, or other softphones if the contact’s information is saved in Company Contacts or Personal Contacts. By knowing who’s calling, the users can handle the calls efficiently.
For more information, see Identify Callers from Contacts.
Configure Company Contacts permissions for users
Control who can view and manage the Company Contacts.
For more information, see Configure Company Contacts Permissions for Users.

Contacts limits

The following table shows the maximum number of contacts supported on the PBX.

Contacts type Maximum number
Company contacts (total) 1,000
Personal contacts (per extension) 300

 

Manage Company Contacts

This topic describes how to add, edit, delete, import, and export company contacts on PBX web page.

Requirements

Only the PBX administrator and the authorized users can manage Company Contacts.

For more information of Company Contacts permissions, see Configure Company Contacts Permissions for Users.

Operation permissions

The authorized users can view or manage company contacts on both Web and Linkus, or view company contact on an IP phone.

For more information of Contacts on Linkus, see Linkus FAQ.

For more information of Contacts on an IP phone, see Query and Use Contacts on an IP Phone.

Operations Web Linkus IP phone
View
Add ×
Edit ×
Delete ×
Export × ×
Import × ×

Add a company contact

  1. Go to Contacts > Company Contacts.
  2. Click Add.
  3. Enter the contact information.
    Note: The First NameLast Name are required fields, and at least one number is required.
  4. Click Save.

Edit a company contact

  1. Go to Contacts > Company Contacts.
  2. Select a contact, and click .
  3. Edit the contact information.
  4. Click Save.

Delete company contacts

  1. Go to Contacts > Company Contacts.
  2. To delete a single contact, select the contact and click .
  3. To delete multiple contacts, select the checkboxes of the desired contacts, and click Delete.

Export company contacts

  1. Go to Contacts > Company Contacts.
  2. Click Export.

    All the contacts will be exported to a CSV file.

Import company contacts

Before you begin

  • Prepare a CSV file

    To import contacts, you can export contacts to a CSV file.

    Use the CSV file as a template, save your data in the same format. For the data requirements in the CSV file, see Import Parameters – Contacts.

  1. Go to Contacts > Company Contacts.
  2. Click Import.
  3. In the pop-up dialog, click Browse, and select your CSV file.
  4. Click Import.

    If the contact data is imported successfully, the web page will display the following confirmation.

    If you get an error prompt like the following figure, click Yes to check the log and update your data in the CSV file.

 

Manage Personal Contacts

This topic describes how to add, edit, delete, import, and export personal contacts on PBX web page.

Operation permissions

Users can manage personal contacts on both Web and Linkus, or view personal contacts on an IP phone.

For more information of Contacts on Linkus, see Linkus FAQ.

For more information of Contacts on an IP phone, see Query and Use Contacts on an IP Phone.

Operations Web Linkus IP phone
View
Add ×
Edit ×
Delete ×
Export × ×
Import × ×

Access Personal Contacts

Each extension user has a Personal Contacts phone book.

  1. Log in PBX web interface using extension email and password.
    • Username: Enter extension email.
    • Password: Enter the User Password of extension.
  2. On the PBX desktop, select Contacts.

    The Personal Contacts is displayed.

Add a personal contact

  1. Access Personal Contacts on Web.
  2. On the Personal Contacts page, click Add.
  3. Enter the contact information.
    Note: The First NameLast Name are required fields, and at least one number is required.
  4. Click Save.

Edit a personal contact

  1. Access Personal Contacts on Web.
  2. Select a contact, and click .
  3. Edit the contact information.
  4. Click Save.

Delete personal contacts

  1. Access Personal Contacts on Web.
  2. To delete a single contact, select the contact and click .
  3. To delete multiple contacts, select the checkboxes of the desired contacts, and click Delete.

Export personal contacts

  1. Access Personal Contacts on Web.
  2. Click Export.

    All the contacts will be exported to a CSV file.

Import personal contacts

Before you begin

  • Prepare a CSV file

    To import contacts, you can export contacts to a CSV file.

    Use the CSV file as a template, save your data in the same format. For the data requirements in the CSV file, see Import Parameters – Contacts.

  1. Access Personal Contacts on Web.
  2. Click Import.
  3. In the pop-up dialog, click Browser, and select your CSV file.
  4. Click Import.

    If the contact data is imported successfully, the web page will display the following confirmation.

    If you get an error prompt like the following figure, click Yes to check the log and update your data in the CSV file.

 

Configure Company Contacts Permissions for Users

By default, only the PBX administrator can view and manage Company Contacts. To share Company Contacts with your organization, you need to configure Company Contacts permissions for the users in your organization.

Permissions

The PBX provides two permission levels: View and Manage.

View Company Contacts
The authorized users only have permissions to view the contacts information of the Company Contacts.
Manage Company Contacts
The authorized users have permissions to view, edit, add, delete, import and export the contacts of the Company Contacts.

Configure Company Contacts permissions for users

  1. Go to Contacts > Settings.
  2. To assign View permission to users, configure the section View Company Contacts.

    Select the extensions from Available box to Selected box.

  3. To assign Manage permission to users, configure the section Manage Company Contacts.

    Select the extensions from Available box to Selected box.

    Note: Assign the Manage permission carefully to appropriate users. If a user delete contacts accidentally, the contacts would be lost.
  4. Click Save.

 

Identify Callers from Contacts

Yeastar Contacts feature allows users to identify incoming callers if the caller information is saved in the Company Contacts or Personal Contacts.

Requirements

Identifying Caller ID is supported on all endpoints, including Linkus, desktop phone, and other softphones.

Identifying callers from Company Contacts
Supported for the authorized users who have permissions to view or manage the Company Contacts.
For more information of the permissions, see Configure Company Contacts Permissions for Users.
Identifying callers from Personal Contacts
Supported for each extension user.

Priority of Caller ID matching

If an incoming number is stored in Company Contacts, Personal Contacts, and mobile phone book at the same time, the priority of Caller ID matching is as follows:

  1. Mobile phone book
  2. Company Contacts
  3. Personal Contacts

Configure Caller ID Match

  1. Go to Contacts > Settings.
  2. Select the checkbox of Enable Caller ID Match.
  3. Specify to match the exact caller ID or minimum number of caller ID digits.
    • Exact Match: Only when the incoming Caller ID matches exactly your existing contact number will the contact name be displayed.
    • Fuzzy matching: When the last few digits of the incoming Caller ID matches that of your existing contact number, the contact name will be displayed. The default value is 7.
  4. In the Name Display Format field, select the contact display order.
    • First Name Last Name
    • Last Name First Name
  5. Click Save and Apply.

Example

The contact Dora’s phone number 12345678 is saved in Company Contacts.

  • Exact Match is selected:
    • If the incoming caller ID is 12345678, the contact name “Dora” will be displayed.
    • If the incoming caller ID is +012345678, the contact name will not be displayed.
  • Fuzzy matching last 8 digits is configured:
    • If the incoming caller ID is +012345678, the contact name “Dora” will be displayed.
    • If the incoming caller ID is 62345678, the contact name “Dora” will not be displayed.

     

 

Query and Use Contacts on an IP Phone

After assigning Contacts permission to an IP phone, the IP phone synchronizes external contacts information from PBX server, and allows easy contact dialing and call matching based on Caller ID.

Requirements

To query and use Contacts on IP phone, the following requirements must be met:

PBX requirements:
PBX firmware: 81.13.0.30 or later.
IP phone requirements:
Only support to assign Contacts permission to the following Yealink IP phones currently.

Note: A maximum of 1000 company contacts and 300 personal contacts can be displayed on Yealink IP phone.
  • SIP-T19P_E2, SIP-T21P_E2, SIP-T23P, SIP-T23G, SIP-T27G, SIP-T29G.
  • SIP-T40P, SIP-T40G, SIP-T41S, SIP-T41P, SIP-T41U, SIP-T42S, SIP-T42G, SIP-T42U, SIP-T43U, SIP-T46S, SIP-T46G, SIP-T46U, SIP-T48S, SIP-T48G, SIP-T48U.
  • SIP-T52S, SIP-T54S, SIP-T53, SIP-T53W, SIP-T54W, SIP-T56A, SIP-T57W, SIP-T58A.

Assign Contacts permission to an IP phone

To query and use Contacts on an IP phone, you should assign Contacts permission to the IP phone via PBX’s Auto Provisioning.

Note:

  • To display company contacts on an IP phone, you need to configure Company Contacts permissions for the user.
  • If you change user’s permission of viewing company contacts, you should go to Auto Provisioning App to update IP phone settings, or the permission change will not take effect.

Procedure:

  1. Log in PBX web page, and go to Auto Provisioning App.
  2. On Device List page, select an IP phone and click .

    Note: If multiple accounts are registered on an IP phone, the IP phone can only obtain the first account’s Contacts.

  3. Directly click Save or set other phone settings according to your needs and then click Save.
    Note: On the Auto Provisioning web page, there are no relevant Contacts options. After updating IP phone settings via Auto Provisioning, the IP phone will automatically get the permission of accessing Contacts.
  4. On the pop-up window, click Yes to reboot the IP phone.

Query and Use Contacts on IP phone

We take Yealink T56A as an example to show you how to query and use Contacts on IP phone.

  1. Tap  > Remote Phonebook.
  2. Tap Search.
  3. In the search box, enter contact name or number. The system will query contact from Contacts.

  4. Select a contact, tap the contact number to quickly dial out.

Yeastar Cloud PBX Contacts FAQ

 

Cannot import my contacts

  1. Check if the contacts limit is reached. See Contacts limits.
  2. Check if the imported file meets the format requirements: CSV file encoded in UTF-8 without BOM.

Can I set a Contacts sub-administrator?

Yes.

The PBX administrator can go to Settings > Permission to grant Contacts permission for the desired user.

If the Contacts permission is assigned to an user, the user can do the following operations:

  • Manage Company Contacts
  • Configure Caller ID Match of Contacts
  • Assign Company Contacts permissions to users

Will my personal contacts be lost if I uninstall Linkus client?

The personal contacts won’t be lost.

After you create the personal contacts, the contacts are stored in PBX.

Can the administrator or other users see my personal contacts?

No. Personal contacts are visible to the owner.

How do extension users view or manage Company Contacts on PBX web page?

  1. Contact administrator to check if you are allowed to view or manage Company Contacts.
  2. Log in PBX web interface using extension email and password.
    • Username: Enter extension email.
    • Password: Enter the User Password of extension.
  3. Go to Contacts > Company Contacts.

 Will contacts information be saved when I backup the PBX?

Yes.

Contacts information is stored on PBX, so it will be automatically saved when you back up the PBX.

Can I expand the capacity of Company Contacts?

No.

Company Contacts is stored on PBX system disk, so you can not expand the capacity by adding extra storage device.

Does IP phone support Contacts feature?

By now, only the compatible Yealink IP phones support Contacts feature.

For more information, refer to Query and Use Contacts on IP phone.

Why can’t I see company contacts on IP phone?

  • Contact the administrator to check if you are allowed to view company contacts.
  • If an administrator changes your permission of viewing company contacts, the administrator should go to Auto ProvisioningApp to update IP phone settings, or the permission change will not take effect.
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