IP Office 3.0 Embedded Voicemail Installation
The following process shows by example the setup for an auto attendant on embedded voicemail.
For this example;
The customer wants all incoming calls to go to an auto-attendant.
The auto-attendant should give callers the option to press 0 for reception (hunt group 200), 1 for sales (hunt group 301) or 2 for support (hunt group 302).
Separate time profiles have already been configured for the customer's morning and afternoon hours of business.
Start IP Office Manager (Select Start | Programs | IP Office | Manager).
Click and receive the Small Office Edition system's configuration.
In the left-hand configuration tree panel, click Auto Attendant.
The right-hand panel will show any existing auto attendants.
Place the cursor over
the right-hand panel and right-click. Select New.
In the Name field enter the name for the auto attendant. This can be up to 12 characters in length.
For the different time periods (Morning, Afternoon and Evening), use the Time Profile drop-down to select the appropriate time profile.
Note the short codes that have been automatically created and appear greyed out.
Set the required Maximum Inactivity time. This is how long, after playing the prompts, the auto attendant should wait for a valid key press. If exceeded, the caller is transferring to the Fallback Destination in the Incoming Call Route used to route their call to the auto attendant, or disconnected. The time can be set between 5 and 20 seconds, the default is 8 seconds.
Click the Actions
For the Key 0 row, click on the Action box. Use the drop-down that appears to select Transfer to Operator. Click on the Destination box. Use the drop-down that appears to select the required destination, for this example the group Main.
For the Key 1 row, click on the Action box. Use the drop-down that appears to select Normal Transfer. Click on the Destination box. Use the drop-down that appears to select the required destination, for this example the group Sales.
If the destination for a Normal Transfer is left blank, users will be prompted to dial the number they require. The number dialed must match a user or hunt group extension number.
Repeat for the Key 2 row to route calls to the Support hunt group.
Click on Shortcode in the
left-hand configuration tree. The existing system short codes are displayed
in the right-hand panel. Scroll or sort this list to display the short
codes created for the auto attendant.
The telephone number part of the short code indicates the name of the auto attendant and which prompt. These are in order, that is 1 for morning greeting, 2 for afternoon, 3 for evening and 4 for menu actions.
Click on Incoming Call Route in the left-hand configuration tree. The existing incoming call routes are displayed in the right-hand panel. For our example we want to alter the default incoming call route used for voice calls.
Double-click on the incoming call route with its destination currently set to Main.
Click on the Destination drop-down box and select
AA:AutoAttend. This will now route
all incoming voice calls, on lines in Line Group 0 (the default) to the
In this example a Fallback Extension has also been set to route calls direct to the Main hunt group. This will be used for callers in the auto attendant who do not make a valid key press within the auto attendants Maximum Inactivity time.
Another auto attendant could be created to provide options for when the Main, Sales and Support hunt groups are not open. This could then be set as the Night Service Destination along with a Night Service Time Profile.
Click to send the configuration changes back to the Small Office Edition system.
Following the system reboot, you should be able to record prompts for the auto attendant using the short codes created. You can then test the auto attendant by making an incoming external call.