PennFlex Phone is the next generation phone system now in use at Penn. PennFlex Phone benefits include:
- A mobile application that allows you to receive, and place, calls from your Penn phone number using your desktop, tablet, or smartphone.
- The ability to send and receive faxes via email or through a portal.
- Voicemail transcription sent to your email address.
Wharton's PennFlex Phone Migration
All existing PennNet phone lines, which are most of the existing phone lines at Wharton, are being migrated to PennFlex Phone lines. If you have a PennNet phone, use this section to help you during and after the migration.
PennFlex is the replacement telephone system for PennNet Phone service. The phone number associated with the line will not change; however any physical handsets related to that line will need to be replaced with new handsets.
If you currently have a physical phone handset (it is likely called "Soundpoint"), you will be part of the migration. You will have the choice to either:
- request that your phone be replaced with the new Polycom model., or
- opt to use the Mobile client only.
Your migration date will be set in partnership with your department and Wharton Computing, and there's nothing you need to do before the migration day. On the day of migration, here's what will happen:
- A technician will replace your old handset with a new Polycom VVX401 desktop handset.
- Your PennNet Phone number will be migrated to your new PennFlex Phone line. This takes about an hour, and your phone number will be unavailable during this time .
- Many, but not all, of the settings from your PennNet Phone will migrate automatically to your PennFlex Phone. Please note that the following will not be migrated:
- Voicemail Messages - You can download a backup of your PennNet Phone greetings and messages beginning on the day of your migration.
- Voicemail Passcodes - A new voicemail passcode will be set for you. On the day of migration you can retrieve the new code from the PPS (PennNet Phone Service) web portal.
- The full list of which settings will be migrated has more details.
Phones that manage multiple lines are not part of the migration and will remain on PennNet for now.
What You'll Need To Do
On the day of the migration, there are several steps you need to take:
- Retrieve your temporary PennFlex voicemail passcode from PPS (PennNet Phone Service) web portal on the day of your migration.
- Change your voicemail passcode (Link to directions at ISC) You will use your temporary code from Step 1 to do this.
- Make an outgoing test call to confirm that your phone is functioning. From your mobile phone, call your office phone and confirm that calls are coming through to your line as expected.
- If you have voicemail configured to email your messages, leave yourself a test message and confirm delivery to your email.
Planning to use the MobileConnect App?
- Install the MobileConnect app.
- Log in using SSO to confirm MobileConnect and the number is working.
- Use the MobileConnect app to manage your phone settings.
Please Note: If you are using your own smartphone, there may be charges if you do not have an unlimited data plan. You do not need to use your smartphone to be able to talk and get messages -- you can use your computer.
Setting Up Your New PennFlex Phone
If you are new at Penn, or have been issued a new PennFlex phone (and you do not already have a phone/phone line that is part of the upcoming migration), use these directions to get yourself set up.
This phone service provides a number of features to help with the increasingly wide variety of phone needs at Penn. For a complete overview of the new system see ISC’s announcement, PennFlex Phone service.
If you have chosen to receive a new handset, you’ll need to set it up. Follow these directions to set up your new PennFlex Phone Handset.
MobileConnect (Soft Client)
If you are not planning to use a handset, you will likely want to use the MobileConnect software client, which can be set up on either your smart phone or your computer, or both. Cconsult these directions to set up the software.
Forwarding Your Calls
You may have chosen the "Forward Only" option, which allows you to forward all your incoming calls to another device. Or, you may have a handset or a Mobile client, and wish to temporarily forward calls to another device. Here's how to do that.
Forward from a Phone
To forward all incoming calls using the Home Screen on the PolycomVVX 400:
Full instructions for use of the Polycom VVX 400 can be found here: https://s3.amazonaws.com/smartlynk-vonage-assets/wp-content/uploads/2019/10/03211730/VVX-400-QSG.pdf
A video tutorial can be found here: http://knowledgelink.upenn.edu/help/tutorials/VonagePolycomTutorial/story_html5.html
Forward from the Mobile Connect App
To forward your calls using the Mobile Connect app:
- Select the three bars in the upper right corner of the app
- Choose settings
- Use the right caret to select the forwarding options:
Using your PennFlex Phone
Your new PennFlex phone will provide many new useful services. You'll have access to a PennKey-based Single Sign-on (SSO) portal to view call analytics, configure voice and voicemail settings and access voicemail. Once your phone is up and running, you'll be able to log into the portal, click the End User button, and explore all the new features and settings available to you.
Data Privacy: We want to make sure you understand how your data privacy is managed in this new system.
Headsets: As with all phones there are some specific recommendations about headsets.
Voicemail and Passwords: They're critical -- here's how to check your voicemail and change your password.
PennFlex Phone Resources
- PennFlex Phone service details
- PennFlex Phone Migration details
- Training Videos: https://www.isc.upenn.edu/how-to/pennflex-phone-service-and-migration-resources#Training-Resources
- PennFlex FAQ: https://www.isc.upenn.edu/how-to/pennflex-phone-service-and-migration-resources#FAQ