To create a dedicated voice mailbox, you must create a Phone Terminal extension.
NOTE: A Voicemail Center extension is designed to allow you to listen to your voicemail over a phone from outside the system. It will not give you normal voicemail functionality. To have normal voicemail functionality, you will need to setup a Phone Terminal extension type.
After filling in the extension's basic information , you can start setting up the options specific to the type of extension you've chosen. If you don't want to finalise the process now, you can skip this step and come back any time. Just click the Phone Terminal Setup icon available in the extension's management page.
In the sections below, you'll find detailed information about extension options that you can configure according to your needs.
Basic Settings
This setting is irrelevant when setting up a Phone Terminal extension as a dedicated voice mailbox. Therefore, you can leave the default settings in place.
You should set your Basic Settings similarly to the image below.
Option Details
Default Music on Hold Folder
This folder contains the sound files that will be played in turn whenever the caller is on hold or the extension waits for an operation to be performed.
Listen - Use the available controls to listen to the message; the total length of the sound will be displayed as well using the hh:mm:ss format.Sounds inside folder <path> - The sound files available in the chosen folder. The path will display the folder name and also its origin. "/" placed before the name of a folder signals the current account's default folder. For every "/" added, you go up an account level.
CallerID Name in Public Calls
You have three options to customise the CallerID name that will be displayed on the recipient's screen when the extension is calling public destinations:
Set by server - If it supports the CallerID function, the recipient's phone terminal will display the extension owner's Contact name.Set by equipment - If it supports the CallerID function, the recipient's phone terminal will display the caller's name as set up from the phone terminal device.Set by user - If enabled, a text box will be displayed allowing you to set the CallerID name to a custom alphanumeric value. If the CallerID function is supported, the value defined here will be displayed by the recipient's phone terminal. By default, the text box contains the extension's Contact name .
CallerID Number in Public Calls
You have three options to customise the CallerID number that will be displayed on the recipient's screen when the extension is calling public destinations:
Set by server - If it supports the CallerID function, the recipient's phone terminal will display the extension's public phone number.Set by equipment - If it supports the CallerID function, the recipient's phone terminal will display the phone number of that particular phone terminal device.Set by user - If enabled, a text box will be displayed allowing you to set the CallerID number to a custom numeric value with three or more digits.
Currently Using CallerID Numbers
Choose one or several CallerID numbers that will be sent when an outgoing call is initiated. The available numbers are the ones defined for the channel(s) (resource) used for routing the calls to public destinations.Change link and a pop-up window will be displayed allowing you to manage the CallerIDs.Public Phone Numbers section below, for more information.
Do Not Send CallerID on Public Calls
Select if you do not want your CallerID to be sent to public destinations.Anonymous string.
Send Public CallerID on Internal Calls
Enable if you want the public CallerID (when available), to be used for local and extended local calls as well.
Preserve Original CallerID on Transferred Calls
Enable this option if you want our system to keep the original CallerID when the call is forwarded between destinations.
Send SIP P-Asserted-Identity Header
When enabled, a header is added to all outgoing INVITE requests sent from this extension.sip:12340003@localhost.localdomain
Hangup When Extension Does Not Answer in <x> Seconds
Define the time interval a call is allowed to ring before being terminated by the system.
Do Not Keep Calls in Parking Lots for More than <x> Seconds
Define the time interval a call is allowed to remain in the parking lot before being transferred back to the extension that parked the call.
Instant Messaging
This setting is irrelevant when setting up a Phone Terminal extension as a dedicated voice mailbox. Therefore, you can leave the default settings in place.
You should set your Instant Messaging settings similarly to the image below.
Option Details
Enable Chat Server Access
Enable if you want to grant the extension access to the Instant Messaging server.
A Jabber-based software client can be used to display desktop alerts for calls to the extension.
Calling Features
Be sure to enable Call Waiting as this will enable your voice mailbox to receive multiple calls and messages at the same time.
Option Details
Call Waiting Active
Calls are not rejected when the extension is busy. When enabled, this option will allow the user to answer multiple calls using the phone's call waiting features.
Do Not Disturb Function Active
When enabled, this option will have calls rejected and a custom sound file played to the callers trying to contact the extension.
Play Sound <file_name> when DND is Activated
Enable if you want a sound to be played to the callers trying to contact the extension while the Do not disturb function is enabled.
Click the icon to view the available sound files or manually fill in the file's location.
A pop-up window listing all the sounds matching the name specified in the text box will be displayed.
Listen - Use the available controls to listen to the message; the sound's total length is displayed as well using the hh:mm:ss format. If you want to download the sound on your hard drive, click the Download icon and confirm your choice.Name - The name of the sound file. Click the link to select it.Folder - This column displays the file's folder location. The path will display the folder name and also its origin. "/" placed before the name of a folder signals the current account's default folder. For every "/" added, you go up an account level.
Voicemail
This is the most important section to configure when creating a dedicated voice mailbox.
You should set your Voicemail settings similarly to the image below.
This feature allows callers to leave voice messages when the extension is unavailable or busy.
Option
Details
Enable Voicemail
Allows the extension to use the Voicemail function. Enabling the Voicemail recording will allow you to manage the extension's voicemails sharing by editing its Roles and phone numbers .
Mailbox Storage Space
The space limit allowed for the mailbox. Specify the number of Mb that the mailbox should not exceed. If you do not want to set a size limit, select the Unlimited check box.
Auto Delete Messages Older than <x> Days
Specify after how many days all messages will be auto-deleted. Between 1 and 999.
New Message Notification
Choose the action that our system will perform when the extension receives a new voicemail message:
Send alert email - allows the extension owner to receive an email notifying them about a new voicemail message.Send message by email - allows the extension owner to receive the new voicemail message file by email.
Voicemail Password
The password requested when the mailbox is accessed over the phone. If you do not set a password for the voice mailbox, the extension owner will not be able to access their mailbox over the phone. However, the owner will still be able to manage the voice mailbox through the our system interface. By default, 9999 is set as each extension's voicemail password.
Voicemail Automatically Answers After <x> Seconds
If enabled and the extension user does not answer in <x> seconds, the call will be transferred to Voicemail.
Exit to operator on key press With a simple press on 0 , this option allows the caller to exit Voicemail and connect to an Operator, i.e. another extension available to take the call.
Add Extension to Company Directory
Add the extension to the list containing the company's extension numbers. The company directory has a functionality similar to a phone agenda and can be accessed either directly from the keypad by dialing *22 or by using a specially designed IVR action called Play company directory ;
It can be used if you want to call a certain extension, but you do not know its number; you will be asked for the name you are looking for and all the numbers matching that key combination will be played.
It is not mandatory to add the extension to the company directory. Therefore, have in mind that the extension's number will not be returned as a search result when someone is looking for it if you did not previously add it to the list.
Conference Settings
This setting is irrelevant when setting up a Phone Terminal extension as a dedicated voice mailbox. Therefore, you should disable this option.
This feature allows more than two extension owners to take part in the same phone conversation.
Option
Details
Conference Function Enabled Allows the extension to create and join conference calls.
Conference Room Sise Set the maximum number of users that can join the conversation;You can fill in any number between 2 and 99.
Timeout on Empty Conference Room <seconds> Seconds Set the timeout before the conference ends (in case there are no participants left);You can fill in any number between 1 and 9,999;
Enable Music on Hold Allows our system to play the files located in the Default music on hold folder if there is only one user present in the conference.
Prompt for PIN on Conference Creation The conference creator is asked to set a password; all the users that join the conference have to dial this password in order to access the conference.
Close the Conference when all Conference Moderators Exit All the calls are terminated the moment all conference moderators exit the conference.
Announce User Count on Joining Conference Any new participant is announced about the number of users present in the conference call.
Announce Users Joining/Leaving The users are announced about any participant joining or leaving the conference call.
The Conference function is strictly available for extensions with an enabled Extension is multi-user aware permission.
Fax Center
This setting is irrelevant when setting up a Phone Terminal extension as a dedicated voice mailbox. Therefore, you should disable this option.
This feature allows the extension to receive faxes and manage them by using the extension account.
Option
Details
Enable Fax Center
Allows the extension to receive faxes. Whenever a fax message is received, our system saves it to a file on the server.
The extension user will be able to retrieve it at any point later on.
Enabling the fax center will allow you to manage the extension's fax messages sharing by editing its Roles and phone numbers .
Accept Faxes Sent by Email to
The extension will accept faxes sent to the administrator's email address, made default at installation.
Accept Fax from Email
Specify the email addresses from which the extension should accept fax messages. Use the minus/plus buttons to remove/add email addresses from the list.
This option is not enabled unless the Accept faxes sent by email to checkbox has been previously selected.
Play Sound <sound> Before Sending Fax
Choose a sound that will be played before a fax message is sent. Use the icon to view the sound files available or to manually fill in the file's location.
A pop-up window will display all the sounds matching the name specified in the text box.
Listen - Use the available controls to listen to the message. The sound's total length will be displayed as well, using the hh:mm:ss format. If you want to download the sound on your hard drive, click the Download icon and confirm your choice.
Name - The name of the sound file. Click the link to select it.
Folder - This column displays the file's folder location. The path will display the folder name and also its origin. "/" placed before the name of a folder signals the current account's default folder. For every "/" added, you go up an account level.
Maximum Disk Space for Received faxes
The space limit allowed for the storage of the received fax files. Specify the number of Mb that the fax files should not exceed;
If you do not wish to set a sise limit, select the Unlimited option.
Auto Delete Received Faxes Older than <x> Days
Specify after how many days all received faxes will be auto deleted. Between 1 and 999.
New Received Fax Notification
Choose the action that will be performed by our system when the extension receives a new fax message:
Send alert email - the extension owner receives an email notifying them about a new fax message.Send fax by email - the extension owner receives the new fax message file by email.
Fax Automatically Answers after <x> Seconds
If the extension user does not answer in <x> seconds, the server will try to answer in order to detect a fax.
If Not a Fax, Send to Voicemail
When this option is enabled, in case the call is not a fax, the server will transfer the call to the extension's voicemail; otherwise, the system will answer with a fax tone.
Call Recording
This setting is irrelevant when setting up a Phone Terminal extension as a dedicated voice mailbox. Therefore, you should disable this option.
This feature allows the user to record phone conversations.
Option
Details
Call Recording Function Enabled
Allows the user to use the call recording functions. Enabling the call recording will allow you to manage sharing the extension's recordings by editing its Roles and phone numbers .
Call Recording Storage Space
Specify the number of Mb that the recorded calls should not exceed. If you do not want to set a sise limit, select the Unlimited option.
Record Triggered
Use the options available to specify when and how call recording will be triggered:
Never - Although the call recording feature is enabled, it is not used.Only conferences - our system will record only conference conversations; this option is available only if Conference feature is enabled.When *1 is pressed - the user will be able to start the recording of a conversation by dialing *1 on their phone pad.All calls are recorded - our system will record all the conversations of the extension.
Play Sound <sound> When Call Recording Starts
IMPORTANT: In accordance with Australian federal communications law as enforced by the ACMA, all call recordings must be preceded by a recorded message both informing the caller that the call is being recorded and giving the caller the option to opt out of the recorded call.
When enabled, our system will play the sound each time a recording operation starts. Use the icon to view the available sound files or manually fill in the file's location;
A pop-up window will display all the sounds matching the name specified in the text box.
Listen - Use the available controls to listen to the message. The sound's total length is displayed as well, using the hours : minutes : seconds format. If you want to download the sound on your hard drive, click the Download icon and confirm your choice.Name - The name of the sound file. Click the link to select it.Folder - This column displays the file's folder location. The path will display the folder name and also its origin. "/" placed before the name of a folder signals the current account's default folder. For every "/" added, you go up an account level.
Password Protection
This setting is irrelevant when setting up a Phone Terminal extension as a dedicated voice mailbox. Therefore, you should disable this option.
This feature allows the extension user to block the access to the phone terminal for a certain period of time. The terminal can be blocked or activated from its keypad by dialing the password set in this section.
A blocked phone terminal cannot be used for placing or receiving calls. If the Voicemail feature is enabled, then all incoming calls will be redirected to voicemail while the phone terminal is blocked.
Option
Details
Protected Phone Access Active
Enable the Password Protection feature for this extension. After enabling this feature and defining the required password, the following message will be displayed next to the check box: Currently access to phone is unrestricted;
Click the Block link to restrict the phone terminal usage. If access is restricted, the Currently access to phone is blocked message will be displayed.
Click the Unblock link to allow the extension user to dial/receive calls normally.
Old Access Password
This line is displayed only when editing the extension's settings and if a password has been previously defined for the Password Protection feature.
Password to Access Telephony
Specify the password the user will have to dial in order to block/activate the access to their phone terminal. The password must be a number between 3 and 12 digits in length.
If enabled and the user want to block/activate the phone terminal, from the terminal keypad they must dial *11 then the password defined in this section.
Take into Account ...
To define the behaviour of the extension for the case when the user cannot answer a call, you must take into account the following parameters:
Consider 'No answer' after <no answer> seconds Voicemail automatically answers after <voicemail answer> seconds
Upload Greetings ...
Once this configuration is completed, be sure to click OK at the bottom of the Phone Terminal Setup page to save the changes.
If you want to upload a pre-recorded voicemail greeting, click the Mailbox icon, then click Manage Greetings .
Upload your chosen voicemail greeting in either MP3 or WAV format and save it as each of the four options, to ensure your callers hear the same greeting regardless of the context.
