Office Managers - How to Update User Voicemail Settings
How to Update User Voicemail Settings
This guide is for Office Managers.
If you need the guide for Basic Users, please navigate to Basic Users - How to Update Custom Voicemail Greetings
2. Navigate to the Users page
3. Find the desired user and click the pencil to the far right > Voicemail
alternatively you can click the user's name and then navigate to the Voicemail tab
Enable Voicemail: will be checked if voicemail is enabled on the user.
Inbox
Only 2 sections typically edited are:
Number of Messages (includes saved and new voicemails)Managers can only clear the entire voicemail box. They do not have access to individual users messages. This can be used in the event an employee left and they had old messages still in their inbox. Contact Ally if you wish to have messages forwarded to another user.Copy to Extension(s)This field can be used to copy new voicemails to other extensions so multiple people can get the same voicemail to their personal inboxes.Ex. Cathy is on vacation so copies VMs left for her to Sheila so she can follow up while Cathy is gone.** You would need to manually remove people from being copied when it is no longer needed.VMs will not be cleared from the copied extension when listened to on the main extension & vice versa.
Data
Total storage being used for Voicemail Messages. user specific Music on Hold audio files, Faxes, and Voicemail Greetings.
Typically limited to 25MB per user, but if needed limit can be increased.
Clear data will clear everything in data storage.
Recommended to never do without considering everything cleared cannot be recovered.
Fax
Only users that receive inbound faxes will have this section.
Users that are copied on faxes can access them through their voice portals as well as be sent an attachment via email (unless there are HIPPA Compliance requirements).
Managers can only clear Faxes, not view them from here.
If the office managers have access to faxes, they will be able to view and manage them by going into their personal profile (Click Name in top right corner > My Account).
Once faxes are deleted, they cannot be recovered without submitting a ticket to Ally. You must provide sender caller ID number and estimated delivery date to request recovery of a fax.
Greetings
Add/Edit User Voicemail Greetings
Click the pencil to the right of the Voicemail Greeting field.
In the pop-up window, click the pencil to edit the existing greeting, or click "Add Greeting" to create a new one.
1. Enter a name for the greeting.
2. Select whether to use Text-To-Speech, Upload, or Record a greeting.
● Text-To-Speech = use this option to type your desired script in the Message text box. The default language is English, but French and Spanish options are also available. Choose your preferred Voice (we recommend Daniel, John, Fay, or Holly).Listen to your script to ensure the voice you choose pronounces the script correctly. You can add commas & periods for additional pauses, or spell words phonetically if needed.Then Save the greeting.● Upload = use this option to upload an audio file for use as your greeting.Click the Browse button. Navigate to the file, click the file, and click Open.Click Upload to save the greeting.Uploaded files must be in an MP3 or WAV format.● Record = use this option if you wish to have the system call you to record your greeting directly.In the Call me at field enter the number to call (either an extension number or a telephone number such as your cell phone) and click Call. Your phone will be called. At the prompt, record the new greeting, and then press # when you finish your recording or hang up.The newly recorded greeting is then saved to the user.
Once you complete editing or adding a greeting, you will see the updated greeting(s) in the pop-up window.
3. Click Done.
If you have multiple greetings, you can use the Voicemail Greeting dropdown menu to select the active greeting.
Recorded Name
This setting only needs to be configured in cases where the call flow includes and Auto Attendant with a system company directory.
The recorded name will be played for the caller after they have entered the 3 corresponding digits to lookup the last name of the user they are trying to reach.
The last name must be configured in the Last Name field in the User Profile tab.
Unified Messaging
Email Notification
Controls voicemail and fax notifications sent from the PBX portal.
The options include:Options
Check the radio button to enable or disable system notifications to be sent when the mailbox is full or after a missed call.
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