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Setting up Auto Attendant
Auto Attendant service (also referred to as a virtual receptionist), is a phone system that enables your callers to be automatically transferred to an extension, eliminating the need for a receptionist and avoiding extended waiting period. BE4000 provides you an automated phone answering facility to communicate effectively with customers and improve your business operations. An auto attendant answers all incoming calls with an audio greeting and options menu (different for open and closed hours). A maximum of five submenus with a maximum depth of 3 levels can be configured. The caller can select a menu option to reach to the desired extension.
You can define the number of times the menu options is played to the caller before the call reaches the drop through destination. You can also define where the call lands if no action is performed by the caller even after the defined number menu repetitions.
Step 1: Enter the number that callers dial to reach auto attendant. A minimum of four digits is required. Range is from 1000 to 9999.
Step 2: Number of times the audio file is played to the caller before the call reaches the drop through destination. Value range is from 1 to 9. Default value is 4.
Step 3: Define where the call lands if no action is performed by the caller even after playing the menu for the defined number of repeats. You can configure one of the following as the drop through destination:
- Extension—All extensions are listed in the drop-down.
- Direct to Voicemail—All extensions that have “Voicemail” enabled are listed in the drop-down.
- Hunt Group—All Hunt Groups are listed in the drop-down.
- Group Mailbox—All Group Mailboxes are listed in the drop-down.
Note: During the initial site deployment (in the Setup Assistant), the drop-down shows an option, only if you create a Group Mailbox on the Hunt Groups page, by choosing “Route to Group Mailbox” from the When No Member is Available drop-down list.
- Outside Number—Triggers an outgoing call from the BE4000. While entering the number, ensure that the lead digit to dial an outside number is added.
Note: Placing an outgoing call through the Auto Attendant can expose the BE4000 to toll fraud.
- Disconnect Call—The call gets disconnected.
Step 3: Add an audio prompt for welcome Message. The BE4000 provides a default audio file. This audio message is played first when a call is answered by the auto attendant. You can also upload a new .wav file. To select a new file, click Upload.
Note: BE4000 supports only .wav audio file with G.711 u-law, 8kHz, 8 bit, Mono format. The file cannot be larger than 1 MB (about 2 minutes). The filename cannot have space and special characters.
Step 4: Add an audio prompt for open message. The BE4000 provides a default audio file. This audio message is played when a call is answered during the open business hours. You can also upload a new .wav file. To select a new file, click Upload.
Step 5: Add customized menu options. You can add 0-9 menu options in addition to a * menu. Each menu option can be labeled in a meaningful way to help identify locations or users in your system using any one of the following: Dial by Name, Pilot Number, Dial by Number, Call Hunt Group, Repeat this Menu, Return to Main Menu, or Submenu.
Step 6: Displays the default audio file that is played for all calls received during closed hours. You can play the existing file or upload a new .wav file. To select a new audio file, click Upload.
Step 7: Add customized menu options. You can add 0-9 menu options in addition to a * menu. Each menu option can be labeled in a meaningful way to help identify locations or users in your system using any one of the following: Dial by Name, Pilot Number, Dial by Number, Call Hunt Group, Repeat this Menu, Return to Main Menu, or Submenu.