Auto Attendant

Objective

This article goes over creating, updating and manage Auto Attendants in the Automation Manager. An Auto Attendant is a recorded greeting and associated menu that provides the caller with the ability to select from multiple options to route their call. The caller can dial any extension on your account, as well as choose from a set of options that map to the digits on a phone dial pad.

How To

From the Automation manager home page, select the services tab, then on the left hand side navigation, select Auto Attendant. The Auto Attendant screen displays a list of all Auto Attendants. From here you can view, edit, add, search for or delete an Auto Attendant.

Searching for an Auto Attendant

Use the Search feature to locate an Auto Attendant.

• Enter all or part of the Auto Attendant name in the Search box.

• Click the Search button. The results will be displayed.

To Clear the Search Results, Click x in the Search box.

 

Creating a New Auto Attendant

1. Click the New Auto Attendant button.

 

General Settings

 2. Enter the appropriate information, using the table below as a guide:

Attendant Name - A name given to each auto attendant to identify it and distinguish it from others. For example: "After Hours", "Main", etc.

Attendant Timeout - The amount of time after the greeting has finished playing before the “Timeout” rule is executed. For more information about the Timeout feature, see the Button Configuration section below.

Digit Timeout - The delay time (in seconds) between key presses before the Hosted PBX attempts to connect the caller to the dialed digits.

 

Announcement

3. Choose whether to record your announcement or select it from another source:

Record via Phone

Record your Auto Attendant announcement using your telephone:

• Click the Record via Phone option button.
• Type your phone's extension number in the text field to the right of the Record button below the feature description text box.
• Click the Record button to ring your phone.
• Answer your phone and follow the voice prompts to record your announcement.
• Click the Play button to listen to the recording. Repeat the steps above to re-record your announcement, if desired.

Upload a File

Upload an existing audio file to serve as your announcement:

• Click the Upload a File option button.
• Click the Browse button.
• In the File Upload box, search for and select the desired file, then click the Open button.

The audio file must be in MP3 or WAV format, and no larger than 10 MB.

Default Recording

Use the system's pre-recorded announcement:

• Click the Default Recording option button.

NOTE: For a transcript of the announcement, see the text box to the right of the Announcement option buttons.

Mailbox

Choose your Auto Attendant announcement from an existing voice mailbox:

• Click the Mailbox option button.
• Click the Select Mailbox dropdown list and select a mailbox.
• Click the adjacent dropdown list and choose a recording from the message type dropdown list: Busy, Greeting or Unavailable

 

Button Configuration

4. For each button: click the Route To dropdown list and make a selection.

5. After a Route To selection is made, click the adjacent dropdown list and make a selection:

Remember to choose a Route To for the Timeout feature.

6. Click the Save button.

Once Auto Attendant setup is complete, test your system by dialing your main number and allowing the auto attendant to pick up.

Editing an Auto Attendant

1. In the Auto Attendant list, click on the name or on the Edit link to the right of it.

   The Auto Attendant Detail screen displays

2. Edit the fields as necessary using the instructions for Creating a New Auto Attendant above.

3. Click the Save button to save your changes.

Deleting an Auto Attendant

1. In the Auto Attendant list, click on the name or on the Edit link to the right of it.

   The Auto Attendant Detail screen displays.

2. Click the Delete button at the bottom of the screen.