Voicemail Options

Your Voicemail Options include setting up your voicemail greetings and defining how you want to receive notifications of a new voicemail message.

Voicemail Greetings

The Recordings and Greeting Rules tabs let you control what your caller hears when he or she arrives at your voicemail. Here is the simplest way to manage your voicemail greeting:

1. Click Create Recording under the Recordings tab

2. Select Greeting from the Recording Type

3. Upload a file, or make a recording over the phone

4. Toggle YES for Default Rule's Unavailable Greeting

5. Toggle YES for Default Rule's Busy Greeting

Switchvox will always play that recorded greeting when a caller reaches your voicemail.

You may also want to make a Full Name recording, which Switchvox uses in your company directory.

Recor​dings

Recordings include:

• Greetings in your own voice that can be played when a caller reaches your voicemail.

• Your Full Name spoken in your own voice, which is used in the company directory, and as your voicemail greeting if you have not created and specified a recorded greeting.

Recordings can be uploaded from your computer (wav or gsm), or recorded over your phone.

To specify which of your recorded greetings play when a caller reaches your voicemail, use a Greeting Rule.

System Defaults
If you have not created and specified a recorded greeting, Switchvox includes your full name recording in the system default. If you do not have a full name recording, Switchvox's system voice reads your extension digits. The system default is your full name recording (or your extension digits), then the system sound "is unavailable" or "is on the phone." That depends on whether or not you are busy (on the phone, or have a call on hold).

Greeting Rules

Greeting Rules determine which recorded greeting plays when someone reaches your voicemail.

The Default Rule determines what greetings play most of the time. If you want to play a different greeting depending on the time frame and/or your Status, create a new greeting rule. It will be listed above the default rule, so that those greetings are played under those particular circumstances, otherwise the default greetings are played.

Important: If you create your own greeting rules, the greetings played during those circumstances can only be controlled here in the web suite. Changing your greeting using the voicemail system extension (extension 899 by default) can only control the greetings in the default greeting rule.

In the greeting rule, you can set a Busy Greeting. That is played your extension is active in some way (on the phone, phone is ringing, one or more calls are on hold, etc.). 

Voicemail Notifications

Voicemail Notifications let you customize how you want to receive a notification when you get a voicemail message inSwitchvox.

You can set up multiple email addresses, each with an email template and instructions for attaching the voicemail as a WAV file.

To add a new notification option, click Create Notification. Enter your Email address, select a template, and select Yes orNo to indicate whether or not to attach the voicemail WAV file to the email message.

To modify a notification option, click its Modify icon.

To delete a notification, click its Delete icon. You cannot delete the local copy notification (that is the copy in your Switchvox IMAP mailbox), but you can change the template. This is the template that you will see if you subscribe to your Switchvox IMAP mailbox using your desktop email application.

Delete Local Copy

Yes indicates that a voicemail message is deleted from your Switchvox Mailbox once it is sent to your email address(es), This option lets you handle your voicemail entirely through your own email account.

Notification Templates

Notification Templates let you customize your voicemail notifications to your email address.

You can create multiple templates and tailor them to different types of email accounts. These custom templates are available (along with default templates) when you create or modify a Voicemail Notification.

You can use variables in your template that are substituted with real values when the email is sent.

For example, %VM_CALLERID% in a template prints as the caller’s name and phone number. There is a full list of these variables on the pages where you create or edit a template.

Forwarding

You can automatically forward all of this extension’s voicemail messages to other extensions in Switchvox. This is helpful for generic extensions such as ‘Accounting,’ or ‘Shipping,’ or for queue extensions such as ‘Customer Service.’ Callers can leave a message on one extension, then the message is forwarded to the appropriate people. This is also useful internally, if you want to send a message to everyone in a group.

You can forward messages to an Extension Group, or to extensions. Choose one, and then add the groups or extensions to the collection.

To delete each message from this extension’s Mailbox after the message is forwarded, set Delete on Forward to YES.

To send forwarded messages to all of the recipients, choose Send to All from the Forwarding Type dropdown.

To send forwarded messages to one recipient at a time, choose Round Robin. With Round Robin, Switchvox forwards each message to the next recipient, moving through the list of recipients in the same order as they are listed. If you are using Extension Groups, the groups are used in the order they are listed in the collection, and in the order given within the group itself.