OSSmosis 5 User Guide. Basic Auto Attendants. DCT Telecom Group, Inc

Transcription

1 OSSmsis 5 User Guide Basic Aut Attendants

2 Basic Aut Attendants An Aut Attendant is an autmated receptinist that prvides callers with varius greetings and the ptin t transfer t anther user, hunt grup, call center, extensin, r vic bx. Aut Attendants are available in Basic and Standard frm. A Basic Aut Attendant ffers a regular and after-hurs menu. A Standard Aut Attendant includes all Basic Aut Attendant ptins in additin t a Hliday menu and the ability t create sub menus. Aut Attendant Landing Page Edit Basic Aut Attendant Settings Edit Basic Aut Attendant Menus Business Hurs Menu After-Hurs Menu Aut Attendant Landing Page Select the lcatin yu wish t view and edit. Select Telephny Setup and Aut Attendant t display Aut Attendants fr that specific lcatin. The fllwing infrmatin can be fund n the Aut Attendant landing page:

3 1. Active/Inactive A green check mark indicates the Aut Attendant is currently active. A red X indicates the Aut Attendant is currently inactive. 2. Name and DID assigned t the Aut Attendant Nte: An Aut Attendant may nt have a DID assigned if it is extensin nly. 3. Extensin Assigned t Aut Attendant Nte: An extensin is nt mandatry if a DID has been assigned t the Aut Attendant. 4. Department Assigned t the Aut Attendant Nte: It is nt required t assign a department t an Aut Attendant. A department icn with n name attached indicates n department has been assigned. 5. Aut Attendant Type This displays the Aut Attendant type: Basic r Standard. The type f Aut Attendant that is purchased will determine the number f menus available fr administratrs t manage. 6. Additinal ptins Selecting the Optins icn allws administratrs t manage the Aut Attendant settings, menus and deactivate/activate the Aut Attendant. Edit Basic Aut Attendant Settings Edit Settings enables administratrs t manage time and hliday schedules and the general settings f a Basic Aut Attendant. The fllwing settings can be edited within this page: Aut Attendant Name Department Determine if the Aut Attendant will apply t a specific department within the cmpany. A department is nt a mandatry Aut Attendant setting. Time Zne 3

4 Phne Number/Extensin The phne number and/r extensin f the Aut Attendant First and Last Name Calling Line ID The calling line ID is presented t internal users when receiving a call frm the Aut Attendant. Language Business Hur Schedule The Business Hur Schedule determines the time frame the regular business hur menu ptins and greeting will play t callers. Any calls that cme in utside f the regular business hurs will be presented t the after-hurs menu ptins and greeting. Hliday Schedule The Hliday Schedule is applied t the after-hurs menu. If yu wish t apply a separate hliday greeting, it must be applied in the after-hurs menu. Transfer t Operatr After (x) Secnds This ptin applies if the caller des nt select a menu ptin in the specified time. Enterprise Dialing Scpe f extensin dialing used t determine whether the Aut Attendant can direct calls t users. Chse frm the fllwing categries: Enterprise multiple lcatins Grup ne lcatin Department specific area Scpe f Name Dialing Scpe f name dialing used t determine where the Aut Attendant can direct calls t users. Chse frm the fllwing categries: Enterprise multiple lcatins Grup ne lcatin Department specific area Name Dialing Entries Ability t lcate a user by name LastName + FirstName LastName + FirstName r FirstName + LastName Apply Alternate Numbers Allws custmers t dial alternate numbers and still reach the Aut Attendant Enable Vic Allws fr a vic bx t be active n the Aut Attendant. Enable Call Frwarding Selective Allws fr time f day and rules-based frwarding t be enabled. 4

5 Edit Basic Aut Attendant Menus T edit the Business r After Hurs menu, select the Additinal Optins icn n the main landing page and select Menus. Business Hurs Menu Business Hurs menu allws administratrs t cnfigure the greeting and menu ptins fr their nrmal business hurs f peratin. Business Hurs Greeting Default System generated default message Custm Select Custm t add a custm.wav/.mp3 file fr the business hur greeting Drp Audi Files Belw Drag and drp the file in the Annuncement bx t add a custm message Click Here t Brwse Brwse and uplad a custm message 5

6 Annuncement #1 The drp dwn menu will display all f the available custm messages that have been added t the annuncement repsitry and are available t apply t the Business Hur greeting. 6

7 Business Hur Actin Optins Administratrs have the ability t change the menu ptins and manage the actin, descriptin and where each actin is transferred t, if applicable. The greeting played t custmers shuld match the rder and destinatin f the Aut Attendant menu. If the rder and destinatin f the menu changes, a new custm greeting shuld be added. Belw is a list f all actins available when setting up an Aut Attendant. 7

8 Step 1: Pick an Actin: Nne N actin will be taken if selected by caller Transfer with Prmpt Prmpt Please wait while yur call is transferred and call is transferred t the specified number/extensin Add a Descriptin fr the Actin Ex.: Sales, Billing Enter in the Phne Number/Extensin the caller will be transferred t if selected Transfer Withut Prmpt N prmpt is played and call is transferred t the specified number Add a Descriptin fr the Actin Ex.: Sales, Billing Enter in the Phne Number/Extensin the caller will be transferred t if selected Transfer t Operatr Prmpt: Please wait while yur call is transferred t the peratr and call is transferred t the specified number Add a Descriptin fr the Actin Ex.: Sales, Billing Enter in the Phne Number/Extensin the caller will be transferred t if selected Name Dialing Access t Name Dialing Add a Descriptin fr the Actin Ex.: Department, Enterprise, Grup Extensin Dialing Access t Extensin Dialing Add a Descriptin fr the Actin Ex.: Department, Enterprise, Grup Transfer t Mailbx Caller will be transferred t the Aut Attendant mailbx if vic has been enabled Play Annuncement Annuncement is played t caller Add a Descriptin f the Annuncement Select the Annuncement frm the Annuncement drp dwn menu Repeat Menu Menu greeting is replayed Exit Call is released Step 2: Add a Descriptin (if applicable). The descriptin is typically where the call is being transferred. Step 3: Enter in the phne number r extensin where the caller will be transferred. 8

9 Step 4: Save Edits After Hurs Menu The After Hurs menu allws administratrs t cnfigure the greeting and menu ptins presented t custmers when they call utside f their nrmal business hurs r peratin after hurs. After Hurs Greeting Default System generated default message Custm Select Custm t add a custm.wav/.mp3 file fr the After Hurs greeting Drp Audi Files Belw Drag and drp the file in the Annuncement bx t add a custm message Click Here t Brwse Brwse and uplad a custm message Annuncement #1 The drp dwn menu will display all f the available custm messages that have been added t the annuncement repsitry and are available t apply t the After Hurs Greeting 9

10 After Hurs Actin Optins The After Hurs Actin ptins are identical t what is available within the Business Hur menu. Fllw the steps fund in the Business Hur Actin Optins t manage the After Hurs menu. 10