Record, play or erase auto attendant messages | Talkswitch 24-CA

2.4.2.2 Record, play or erase auto attendant messages

You can record an auto attendant from any local extension or remote phone using touchtone commands.

1.Pick up a local extension or dial into TalkSwitch from an external source. At the auto attendant:

2. Press # to enter command mode.

3.Enter the administrator password if required.

4.Begin entering the touchtone commands listed below and follow the TalkSwitch instructions.

5.	Press	#	to confirm the entry before continuing with other commands
	or exiting command mode.
6.	Press	*	or hang up to exit.

Example: From the local extension, pick up the handset and press #	to
enter command mode. If you want to record Auto Attendant 1, dial 4 1	#

and follow the prompt. Press 5 1 # to listen to your recording. To record auto attendant 2, dial 4 2 # and so on.

Record Instructions (button)

Click this button to display a dialog box showing the instructions on how to record and play an auto attendant using a telephone. The unit adjusts the recording volume for optimal recordings.

Figure 84: Recording instructions

What should an auto attendant say?

“Welcome to the ABC company. If you know your party‘s 3-digit extension you may dial it now. To reach our receptionist, press 0 or stay on the line.“

8 2	T A L K S W I T C H US E R G U I D E • N O R T H A M E R I C A

Image 94

Talkswitch 24-CA, 48-CA/CVA manual Record, play or erase auto attendant messages, Record Instructions button

Contents

Release Copyright Information TA B L E O F CO N T E N T S Talkswitch Configuration Using Talkswitch Receiving calls without the auto attendant Call Detail Record CDR Logging Troubleshooting and Support WHAT’S in this GUIDE? What you should know VoIP installation Single unit installationNetworked units installation Connecting devices Where to go for further information Finding the Information YOU Need Guide Conventions Text elements TA L K S W I T CH Installation Talkswitch Package Contents Unit Front Panel Configuration Software System RequirementsLight State Description TalkSwitch 24-CA Unit Back Panel Connection on page 9, 1.9 Networking TalkSwitch units on Connecting devices to the music jack onInformation, see 1.8.4 Connecting to the PA public Information, see 1.8.2 Connecting local extension Upgrading the TalkSwitch software and firmware Installing the Configuration SoftwareInstalling the software for the first time Installing a memory card on About TalkSwitch software version Check current version Click View System Information Download new software and firmware File Update Firmware Initial ConfigurationUpdating the firmware Connect Talkswitch to a Network or a PC Ethernet connection USB Connection Ethernet connection Serial connection USB connection Internet connection Serial connection Internet connection File connection Click Connect Things to consider when placing your TalkSwitch Connecting DevicesRestore Firmware button Wiring Connecting incoming telephone lines Connecting local extension telephones and other devices Connecting a regular single-line telephone Connecting a regular dual-line telephone Connecting an IP phone Connecting regular multi-line phonesAttach an internal or an external modem Option 1 Dedicated Fax Line Connecting fax machinesOption 2 Distinctive Ring Here’s how the TalkSwitch handles incoming calls Option 3 Automatic fax detection via the auto attendant Connecting to the PA public address jack Networking Talkswitch Units on a LANConnecting devices to the music jack Connecting TalkSwitch units to a LAN Ethernet switch Power up all the TalkSwitch units How unit IDs affect system extension numbers Setting or changing the unit IDKeys Result Keep track of the lines and extensions Unit ID Outgoing line hunt groups Configuration settingsOptimizing the system for networked use Auto attendants Installing a Memory Card Memory card Diagnostics for the lights flashing on the unit front panel Upgrading Talkswitch UnitsWhat the Flashing Lights Mean Verifying the Connections System Configuration Configuration screen Settings TalkSwitchExit Closes the configuration software File Menu Help Menu InstalledTools Menu Usage System Configuration navigationAbout Information Configuration navigation See 2.2.10 On-Hold Feature DescriptionSee 2.4.2 Auto See 2.5 Call Back/Call System Information AdministrationClick the next to System Information Administration Call Detail Record CDR Logging on To change the password To enter a new passwordTo delete a password IP Configuration Click the next to System Information -IP Configuration Automatic IP configuration Public WAN IP Address Current public WAN IP address Fully Qualified Domain Name Telephone LinesPublic WAN IP address-checker server name Click System Information Telephone Lines Phone numbers section Way Calling/Conference Line hunt groups Calibrate Lines button Hunt group configuration Select System Information -Line Hunt Groups Automatic Route Selection and Toll Restriction What is Automatic Route Selection ARS?What is Toll Restriction? Planning Automatic Route Selection and Toll Restriction Information Auto Route Selection ARS leading digits Examples of leading digits Set local extension hunt group access Direct Line Access Information Administration Emergency Service Numbers sectionPassword Protection Telephone Line 3-Way Calling Services Dedicated fax line Restrict access to premium servicesFax information Distinctive Ring fax detection Automatic fax detection with the auto attendant Dedicated fax lineSelect System Information -Fax Information System Information Telephone Lines Fax information Distinctive ring fax detection Select System Information -Telephone Lines Click Fax Information Automatic fax detectionSelect Call Handling -Auto Attendant Local extensions Fax routing Additional fields Caller ID Information section Configuring a local extension for use with a IP phoneSelect System Information -Local Extensions Last name/First name For VoIP calls, use this number Phone Type Supported by TalkSwitch Direct Line Access... button Remote extensions Hunt Group Access... buttonSelect System Information -Remote Extensions Use Same Line Connect Remote extensions Forwarding calls to a remote extension Transferring calls from a remote extension Extension ring groups Ring groups featuresSetting up extension ring groups Select System Information -Extension Ring Groups Different uses for extension ring groups Identify types of calls by different ring patterns External audio source On-Hold/RingbackForwarding calls to a ring group Select System Information On-Hold/Ringback Music port On-Hold Settings Internal audio file Set the volume for Music on Hold Transfer Settings Voicemail Mailbox options Dialed notification Voicemail notificationRemote Phone Notification Settings button Dialed Notification Dial notification phone number using Configure Notification Options buttonIf attempt unsuccessful, try again Mail notification Message waiting lightClick on the Message Waiting Light tab Click on the E-mail Notification tab Mail notification tab To modify an e-mail address To add an e-mail addressExample of an e-mail notification To remove an e-mail address Global Settings Select Voicemail Global Settings More e-mail settings Global Message Waiting Indicator Voicemail manager Reset Mailboxes button Mailbox data Modes Call HandlingSelect Call Handling Modes To set holiday mode Click Settings Adding/configuring an auto attendant Auto attendant Configuring auto attendant Record, play or erase auto attendant messages Record Instructions button Load Auto Attendant button Erase Instructions button Tools Memory Usage Auto Attendant Select routing options for each auto attendantView Auto Attendant Time Usage If the caller selects 0 then English, 2 for Spanish. In this example, you If a fax call is detected then If 6 is dialed Additional features at the auto attendantNo selection was made at the auto attendant If 7 is dialed Select Call Handling -Telephone Lines Configure incoming calls during mode 1, 2 and holiday modeSelect Business Hours Adjust Sequence... button Go to voice mailbox VoIP Numbers Play auto attendant or Go to voice mailbox Local extensions Call CascadeSelect Call Handling Local Extensions Busy No Answer Answered Do Not Disturb Busy tab No Answer tab Answered tab Remote extensions Remote extension call cascade L K S W I T C H US E R G U I D E N O R T H a M E R I C a Extension ring groups call cascade Extension ring group call cascade Go to auto attendant Queue at ring group Hang up Go to VoIP location If I am away from my desk Call cascade examplesIf my extension is busy Screening calls from a remote extension Two call back methods Call BACK/CALL BridgeIf I don’t want to be disturbed only local extensions How it works Auto call back Select Call Back/Call Bridge Auto Call Back Use Announced Message Configuring auto call back Prompted call back Select Call Back/Call Bridge Prompted Call Back Accessing and using prompted call back from a telephone Call bridge Activating call bridge Permissions OptionsTo add permissions for users Select Options Permissions Select the user and click Modify Line Controls Audio ControlsExtension Controls Transfer Options Transferring from a home phone Transfer and clear Remote transfer Call Back ring return MiscellaneousCaller in queue reminder If being used with another PBX PBX extension length Setting up TalkSwitch behind an existing PBX Auto Attendant Transfer Prompts TroubleshootingOther options include SIP Server Registration Double Flash time Auto Attendant AdjustmentsTransmitted Flash length Way Calling wait time Dtmf Detection Troubleshooting AdvancedAuto Route Selection Minimum required time to detect a Dtmf digit Ringback Control Line CPC/Disconnect ClearFax Detection VoIP Ports IP Signalling Port Starting RTP Port Receiving calls using the auto attendant I N G TA L K S W I T CH Office Making and Receiving Calls Using AN Analog Phone Receiving calls without the auto attendant Place out-of-office calls from a local extension Receiving calls at a local extensionRestrictions Unscreened transfer Placing calls on hold at a local extensionTransferring calls from an extension Place calls on hold Screened transfer Unscreened Transfer Retrieving a parked call at another local extension Parking and retrieving calls at a local extensionParking a call Screened Transfer Queuing and retrieving callers Using call park with the paging optionQueuing calls to a single extension Using call waiting Queuing callers to an extension ring group Conference calling Two local TalkSwitch extensions and one outside callerTwo outside callers and one local extension Office Making and Receiving Calls Using AN IP Phone Making calls from a local IP extension IP phone Receiving calls at a local IP extension Hold and transfer Hold Transfer from a IP extension to any outside number Parking a caller Call park Parking and retrieving callersRetrieving a parked call Conference calling with TalkSwitch Using the TalkSwitch call waiting featureTwo TalkSwitch local extensions and one outside caller Making and Receiving Calls Using Voip Transferring calls on parallel-connected phones Modems and Telephone Line Access Manual call forwarding Three ways to forward callsAutomatic call forwarding Conditional call forwarding Screening options for forwarded calls Transferring calls from a remote extensionForwarding calls with screening Calls over VoIP with IP phones and Gateways Making calls Activating voicemail boxes Using the Voicemail SystemReceiving calls Retrieving messages and accessing a voice mailbox Press Transfer or xfer Press 1 to listen to messages Press 2 to change greeting options Press 3 to change personal options Recording an announcement on a regular or an IP phonePress 4 to record your name for the dial-by-name directory Pager and cell phone notification Music on HoldMusic on hold and call forwarding to remote extensions Manual mode switching Mode Switching OptionsAutomatic mode switching using the time scheduler Using call bridge Bridge session, press # # before hanging up Using call back Activate call back Accepting the call back CA L L D E T a I L RE CO RD C D R LO G G I N G Enabling Call Detail Record CDR Logging File Save to TalkSwitch Web interface Store to File on TalkSwitchRetrieving Data Log in window Serial interface Real-time to Serial Port CDR web interface Connecting Click on Transfer Capture Text Analyzing the Data IP phone press * * , then dial * 88 + Account Number Example VO I P I N F O R M a T I O N Introduction to Voip Broadband connection Optimizing Your IP Network for VoipRouter/NAT/firewall Connecting to a LAN and IP network Confirm sufficient network capacity for VoIP Confirm router/firewall path for voice data UDP Prioritize your voice traffic Setting UP a Voip NetworkConnect TalkSwitch or SIP-compatible gateways Ddns Support Select which TalkSwitch to use as the SIP network server Which location and unit should be the SIP server? Assign phone numbers to each VoIP location Set the TalkSwitch local IP address Voip ConfigurationConfigure TalkSwitch IP addresses TalkSwitch System Configuration window, select Set the TalkSwitch public IP address Local IP configuration TalkSwitch Profile Configure TalkSwitch ProfileSelect System Information VoIP Configuration Proxy Server Name Registrar Server Name VoIP lines available for use with the TalkSwitch network User Name and Password section User/AccountPassword Outbound Proxy Codec Options button Maximum number of VoIP lines for outgoing callsView Registrar Entries button Service Provider profile View Registration Status button Service Provider Name Service Provider profile VoIP Lines Assign VoIP phone numbers System Information VoIP Numbers Configure call handling for VoIP numbers Call Handling VoIP Numbers Assign service provider phone numbers System Information -VoIP Numbers Does a VoIP call sound like a regular phone call? How does VoIP work?High-speed connections on both ends of the call Can a firewall prevent VoIP calls from passing through? What is SIP?Choose the right codec for your location Format Type Unit What is a VPN? Can a VPN help to carry data securely over the Internet? What is NAT and how does it affect VoIP? What is a IP Proxy and Registrar? How often will my public IP address change? What is a port number? Voip Network Administration Form Am not able to retrieve settings from TalkSwitch TroubleshootingProblems that may occur during configuration Am unable to configure TalkSwitch using a touchtone phone Auto attendant Problems that may occur while using the TalkSwitch featuresAuto attendant does not play when calls come Auto attendant message is broken up or very faint Call routing with local extensions and home phones Callers hear only silence when put on hold at an extensionMusic on hold Auto attendant is transferring calls to the wrong extension Answering and fax machines Other possible local extension problems’m unable to place intercom calls from a local extension Multiple TalkSwitch units connected to the same LAN Calls across the LAN are lower in volume Calls are not always reaching my voicemail Support Callers complain the sound is distorted or choppy L K S W I T C H US E R G U I D E N O R T H a M E RI CA Extension numbers Unit About functions and commandsOther 3-digit numbers Flash/Hold at Flash/Hold There are 10 parking spots for the entire system 500-509 510For last call 300-309 Functions you can access from outside phonesKeys Function performed 3, 4 P E N D I X B L K S W I T C H U S E R G U I D E N O R T H a M E R I C a Call Hold and Flash When would you use double-flash?What does single and double-flash do? Page Calling features TalkSwitch settings and configurationsMode scheduling and power interruptions Page Safety precautions F E T Y a N D RE G U L a T O R Y I N F O R M a T I O N Important Notices FCC and IC Warnings FCC Part Acta TIA/EIA/IS-968A, FCC Part 68 and IC CS-03 Service P E N D I X E Warranty Service DOC Compliance If purchased from a reseller If purchased from TalkSwitchCanadian Goods Being Returned to Canada Page Specification S System 24-CA 48-CA 48-CVA Analog extension interface Dimensions H x W x LWeight 24-CA 48-CA Analog trunks CO P Y R I G H T a N D L I CE N S I N G N O T I CE S L K S W I T C H U S E R G U I D E N O R T H a M E R I C a P E N D I X G Page Basic residential phone wiring Looped wiring M E / O F F I CE W I R I N G G U I D E Dual-line wiring Single-line wiringDemarcation Point Disadvantages Using a dual-line phone jack Connecting to TalkSwitch rear panel Re-wiring demarcation point Adding extension block Connecting to TalkSwitch From demarcation point L K S W I T C H U S E R G U I D E N O R T H a M E R I C a Way calling/conference call Star/asterisk sign# Number/pound sign Call back COM port ConnectorCentrex/Plexar Communications software Dual-line telephone Distinctive ringDriver Extension Intercom Keypad commandsIcon Interface Local extension Line 1, 2, 3, orLink button Modem Remote extension PromptRegistered jacks RJ-11 Terminal adapter SIP serverSerial port UPnPPage D E L K S W I T C H U S E R G U I D E N O R T H a M E R I C a D E