help • 9 Creating and editing Users • Chief secretarial function
9.11 Chief secretarial function
You can specify that all calls to a User are forwarded to another User defined as the secretary.
The feature includes the following settings:
*Immediate and delayed forwarding of calls to management to the secretariat
*No reply forwarding of calls for the Secretariate to the standard Voice Box
*Mutual call and status signaling
*Assigning the other’s number to the first Speed Dial
*Assigning the same SwyxIt! Classic Skin
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A User can be assigned to several Managements as a Secretariate, but only one Secretariate can be assigned to each Management.
 
To set a secretarial relationship
1 In the menu, select User.
*For administrators, a list appears with all Users.
2 As administrator, click on in the line of the appropriate user.
3 In the line of the appropriate User, click on .
4 Click on Secretariate.
*A list appears with all Secreteriate relations of the selected User.
5 Click on Add Management to assign a Management to the selected User or on Add Secretariate to assign a Secretariate to the selected User.
*The Create Relation configuration wizard appears.
Label
Explanation
Unconditional and no reply forwarding of all calls for the Management to the Secretariate
Activate the check box if you want calls to the Management to be forwarded to the Secretariate.
For further call forwarding settings see section To define the call forwarding settings for a User.
Delayed redirection of all calls to the secretary to the standard Voice Box
Select the check box if calls to the secretary are to be diverted to the voice box after a specified time.
For further call forwarding settings see section To define the call forwarding settings for a User.
Mutual call and status signaling
Activate the check box if you want calls and status (available, away etc.) are to be signaled mutually between Management and Secretariate.
A User can pick up calls signaled to him.
A User can only call another User via intercom connection or use the messenger if he or she is signaled the status of the other User.
Speed Dials of Management
Speed Dials of Secretariate
Leave the first Speed Dial unchanged
The first Speed Dial of the Management/Secretariate remains unchanged.
Set Management’s/Secretariate’s Speed Dial as the first Speed Dial
The first Speed Dial of Management/Secretariate is assigned to the other. If the key is already assigned, the previous assignment is moved to the next Speed Dial, as with all other Speed Dials.
Overwrite first Speed Dial
The first Speed Dial of Management/Secretariate is assigned to the other. If the key is already assigned, the assignment is overwritten.
Phone number of Management/Secretariate
Select from the dropdownlist the number of the Management/Secretariate with which the first Speed Dial of the other is to be assigned.
Skin settings
Leave SwyxIt! Classic Skin for Management and Secretariate unchanged
The Skin of Management/Secretariate remains unchanged.
Transfer SwyxIt! Classic Skin from Management to Secretariate
The Skin of the Management is loaded and used by the Secretariate’s SwyxIt! Classic .
Transfer SwyxIt! Classic Skin from Secretariate to Management
The Skin of the Secretariate is loaded and used by the Management’s SwyxIt! Classic .
 
The options for transfer are only available if the current Skins of Management and Secretariate differ.
Changes made to the Skin by one User will only be adopted by the other User after a new login to SwyxServer.
Same SwyxIt! Classic Skin
Name of the Skin used by Management and secretariate.
If the field is empty, the same Skin is not used.
6 Click on Save.
7 In the row of the corresponding secretary relationship, click to edit the settings.
8 In the line of the appropriate secretariate relationship, click on to delete the secretariate relationship.