05/18/17 21:58 PM  

Assisted Provisioning for Polycom SIP Phones

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SummaryHow do I provision my Polycom phone on my RingCentral account?
Details

RingCentral offers several SIP phones that come pre-configured for your RingCentral account, and are fully recommended and supported by RingCentral. For information on RingCentral's pre-configured devices, go to Set up a RingCentral SIP Phone.

To learn more about the phones that we offer and its features, go to RingCentral Business VoIP Phones and Devices page:
RingCentral United States
RingCentral Canada
RingCentral United Kingdom 

Although RingCentral recommends and only provides full support for RingCentral-provided SIP phones, we recognize that some customers may wish to use other devices. For customers with existing Polycom phones; or Polycom phones purchased from a third-party, RingCentral offers Assisted Provisioning, which will allow your existing device to connect to RingCentral cloud, and download the updates and features from your RingCentral account.

NOTE: For Polycom phones purchased from third party vendors, you may find additional help and support at Polycom's Support Website.
 
IMPORTANT: If you want to provision a Polycom phone that you got from a different provider, you need to get the phone's Admin Password from the provider and make sure that the phone has been unlocked. 

To configure your existing device, you must first add a Phone Number / Digital Line. This number or Digital line will be assigned to your phone. For instructions, go to How to Add a Phone Number / Digital Line for your Existing Polycom phone.

If you already have a phone number and wish to assign it to your existing Polycom phone, go to How to Provision your Existing Polycom phone.

To set up your Polycom phone and replace a phone on your RingCentral account, go to How to Provision your Polycom phone to Replace an Existing User phone.

How to Add a Phone Number / Digital Line for your Existing Polycom phone

Step 1:

Step 2:

Under Admin Portal, click Users. The User list will automatically load. 
Under Users With Extensions, click the name of the User that you want to modify.

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Step 3:

Click on Phones & Numbers, and then click Add Phone.

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Step 4:

Select the Location of your device, and then click Next.

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NOTE: For instructions on how to add a Desk phone that will be used in an International location, go to Adding a RingCentral Global Office Number through the Online Account.

Step 5:

Select Other Phones, and then click on Existing Phone
You will see a pop-up with a note: Select this option if you have your own unlocked SIP compatible device you'd like to use.
Click Add to Cart

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Step 6:

Specify the number of Phone Number / Digital Line  under QTY, and then click Next.

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Step 7:

You will be given 2 options for your Existing device's number. 

a. Use an Existing Number from your account - You can select any non-Toll-Free number assigned to either your Company Auto-Receptionist, or Special Extensions on your account. A Special Extension can either be a Message-Only Extension or an Announcement-Only Extension.

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b. Purchase a New Number for your account - You can purchase a Phone number to be assigned as a Digital Line to your Existing device. 

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Step 8:

Select the device where you want to assign the number by ticking the box next to it, and then click Assign to Selected.

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Step 9:

The Phone number assigned to the Existing phone is shown. Click Next.

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Step 10:

Select the Emergency Address that will be assigned to the phone.
• If you have set an Emergency Address for a device before, you can select it from the drop-down menu.
• If the Emergency Address for this device you are adding is different from a previously set Emergency Address, click New.

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When you select New, the page will redirect to a window where you can Add new Emergency Address.
Fill out the Emergency Calling Address form.
Make sure you read the terms and conditions, then tick the checkbox to Accept the Terms, and then click I Accept.
 
NOTE: Use the address where your Desk phone is located. DO NOT include special characters in the Customer Name field.
 
IMPORTANT: This is the address that will be used in the event of an emergency call (911 in the United States and Canada, 999/112 in the United Kingdom, and such other Emergency Call Services as applicable in other countries) from this RingCentral Desk phone. Be sure to update this address anytime you change the location where you use this RingCentral Desk phone.

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Step 11:

Select the device where the Emergency Address will be applied, and then click on Assign to Selected.

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Step 12: 

Click Next.

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Step 13:

Select the Shipping Address. There is no phone to be shipped since you already have an Existing phone for the Digital Line. We only need to do this as part of the needed steps.

You can select a Shipping Address from the drop-down list. You can also add a New Shipping Address by clicking on New.

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If you click New to add a new Shipping Address, the page will redirect to a window where you can add a new Shipping Address. You can click Save address so you can use it in the future, and then click Add.

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Step 14:

Select the Existing Device, and then click Create Shipping Group.

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Step 15: 

Click Next.

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Step 16: 

Tick the checkbox to acknowledge and accept the charges for the Phone number / Digital Line, and the click Next.

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NOTE: RingCentral has set limits for the protection of customers from fraudulent activities or over usage. You may get a message saying that you have exceeded the maximum allowed value that can be processed on your account in a single billing cycle. For security purposes, please contact RingCentral Customer Service to verify your Billing Information and request an account limit increase and proceed with your desired transaction. 

Step 17:

Click Done.

How to Provision your Existing Polycom Phone

IMPORTANT: If you purchased your device from a different provider, make sure that the phone is unlocked before you proceed. 

Step 1: 

Step 2: 

Under Admin Portal, select Phone System, and then click Phones & Devices.
 
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Step 3: 

Under User Phones, look for the Existing phone that you wish to assign to your Polycom phone. You must select a number that is not yet tied with any device. If the number is not yet assigned to a device, you will see Setup and Provision when you point your cursor over it. Click Setup and Provision.

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Step 4: 

Select Polycom IP Phone, then click Select Phone Model to choose the model number of the Polycom phone that you will provision, and then click Next.

NOTE: If your phone is not on the list, go to Manual Provisioning for Polycom phones for steps on how to configure your device.

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Step 6: 

You will see the instructions on how to reset the existing configuration on your phone. Click Next after resetting your phone. 
 
Next you'll need to reset the existing configuration. On your phone, select the 'Menu' key or softkey, then Settings > Advanced > Admin Settings > Reset to Default > Reset Local Config. Select Yes to confirm. Once your phone has finished rebooting, click 'Next'.

NOTE: When you select 'Advanced' you will be prompted for a password - this is the Administator password to your phone and you must know it to continue. By default it is 456. If you do not know your password you may need to contact the vendor of the phone.
 
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Step 7: 

Enter the phone's MAC Address, and then click Next.

NOTE: A Media Access Control (MAC) Address is a code that uniquely identifies a hardware device in a network. It is usually found at the back of the phone or through the Phone status menu. It should have 12 characters and should consist of the numbers 0-9 and letters a-f.

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Step 8: 

You will see additional instructions for provisioning your device, and then click Next.
 
 
1. Access Menu
Next you'll need to point your phone to RingCentral for configuration information.On your phone, select the 'Menu' key or softkey, then Settings > Advanced > Admin Settings > Network Configuration > Provisioning Server > DHCP Menu. When you select 'Advanced' you will be prompted for a password - this is the Administrator password to your phone and you must know it to continue. By default it is 456. If you do not know your password you may need to contact the vendor of the phone.

2. Set DHCP Menu
In the DHCP Menu, select 'Boot Server' and change it to 'Static'. This is done using the up and down keys to navigate to the correct option and the left and right arrow keys to change the value. When done select the 'OK' softkey, then the 'Back' softkey.

3. Set Server Type
Now scroll down to and select the Server Menu. First select the 'Server Type', and change it to 'HTTPS'.

4. Set Server Address
Now change the 'Server Address'. Scroll to the field, select it, then use the << softkey or the X key to delete the current value, if any. You will now need to enter 'pp.ringcentral.com/pp' into the field. Like entering a text message on a phone, you will use the number keys to enter letters. For example, to enter the letter 'a' press 2 once. To enter 'c' press 2 three times. * will enter a period. Press # several times for /. Select 'OK' to accept changes.

5. Save Config
Assure that the 'Server User' and 'Server Password' fields are blank. Now select 'Back' to save the configuration, and 'Back' again to exit. Select 'OK' to Save Config, and the phone will reboot.


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Step 9:

Your phone should reboot and provision itself. Click Done when finished. 

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NOTE: You will be redirected to the phone's details afterward. The status of the phone should show online once it is successfully provisioned to your account. You can also configure the following settings before clicking Save.
 
• Name: Give your phone a name to help you identify this device when configuring your Call Handling settings.

• Data Usage: To improve the quality of your calls, you can set how much network bandwidth to use for calls:
 
High Bandwidth gives you better sound quality but calls can become choppy when it's not available.
Low Bandwidth gives you lower sound quality but ensures no interruptions during your conversation. 

• HD Voice: You can tick the box to enable HD Voice on this device if possible.

Click Save on the bottom right. 

How to Provision your Polycom phone to Replace an Existing User phone

To replace a phone on your RingCentral account with an existing Polycom phone, follow the steps below: 
 

Step 1: 

Step 2: 

Under Admin Portal, select Phone System, and then click Phones & Devices.

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Step 3: 

Under User Phones, click the device that you wish to replace.

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Step 4: 

Click Change Phone.

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Step 5: 

Follow steps 4 to 9 under How to Provision your Existing Polycom phone to complete the procedure.


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