As a phone system administrator, you can define voicemail greetings, and set up voicemail notification and voicemail password for each user. Whether it is an external voicemail greeting, internal voicemail greeting, or general voicemail greeting, you can manage them all from the user's profile:
Note: Voicemail name and last name greeting is also used for auto attendant's voicemail when accessed through the company directory.
To set up an external voicemail greeting:
When using the default voicemail greeting (i.e. 'you have reached the voicemail of') this message will be used to identify the target. Also used to identify targets in the Auto Attendant's dial by company directory feature.
To set up an voicemail name and last name:
To set up an internal voicemail greeting:
Users can receive a voicemail attachment or a voicemail notification via an email when a new voicemail message is left for them. For users without an email address, you can disable the email notification.
To access the voicemail settings:
You can allow users to set up their own voicemail access PIN. They receive an email with the instructions to set up their PIN. They need to dial 555 from their device, and enter the number when prompted. For users without an email address, the administrator can set up a voicemail access PIN. The access PIN must have a minimum of six digits.
To reset the voicemail Access PIN:
Callers who reach your voicemail can dial zero and be redirected to another destination as defined in your forward option. If this option is enabled for the user, callers can dial 0 anytime during the voicemail message to be forwarded to a contact or service. This option is disabled by default. Update your voicemail greetings to inform your users.
To redirect callers from voicemail by dialing zero:
Note: According to HIPAA guidelines, it is considered unsafe to send an attachment that can be forwarded. Therefore, administrators should set users to Notification Only. Be sure to lock the setting so that users cannot change this setting from within the Virtual Office desktop app.
An audio file is a music or message used for voicemail greetings. All audio files are either uploaded or recorded by administrators and deposited in a central location. Audio files can be accessed via Configuration Manager main menu. You can view the list of uploaded audio files, search, play, edit, delete, and download them from a central location.
Notes can be used to add context to your audio files. For example, if you provide your audio file in multiple languages, you can leave a note to indicate the language in which the file is recorded. For easier audio file location, you can sort the list by Name and Notes columns.
To manage audio file repository:
Click +Create Audio Files then select one of the following options:
Audio files repository can also be accessed from Users edit page. While editing a user, go to Voicemail settings > Default audio file will be used and click Change. You can also access the audio files from Users > Music-on-hold, Auto Attendant > Call Handling Menus, Call Queues > IVR Message, Call Queues > Voicemail settings, and Ring Groups > Voicemail settings.
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