Voice Mail Settings Help

The page Voice Mail Settings allows enabling the voice mail service for the callers if calling the corresponding extension that is not available or does not answer. The voice mail system will be activated allowing the caller to leave a voice message. This page also provides information on the voice mailbox settings such as maximal mail message duration, voice mail indication method in case of new voice mail arrival, various settings of the voice mailbox as well as a possibility to send voice mails via email.

Note: The Voice Mail Settings are only available when the Voice Mailbox is enabled on the extension. If you find Voice Mail Settings are unavailable please refer to your system administrator.

Maximum Mail Message Duration lists the possible values for maximum mail duration (counted in minutes) during which a voice mail will be recorded. The Unlimited selection allows voice message to be recorded as long as the user's space could hold.

Ask Password Before Granting Local Access to Mailbox protects the user's voice mailbox. If the function is checked, the user password that is defined on the page Account Settings will be required to access the local voice mailbox via "*0" digit combination.

Ask Password Before Granting Remote Access to Mailbox protects the user's voice mailbox. If the function is checked the user password that is defined on the page Account Settings will be required to access the remote voice mailbox.

Send Welcome Message enables a welcome message to be played to user when accessing mailbox locally.

Play Voice Mail Help is an optional setting that plays voice mail help instructions to the user when entering the Voice Mailbox. This option guides the user on how to move through the mailbox, play and delete the voice mails as well as to modifying the system messages.

Automatically Play Messages will auto play of all voice mails. Whenever entering the voice mailbox, the system will sequentially play the date/time when the message was received followed by the voice mail itself in the order sorted by the priority level (starting with the message in highest priority) or. If no priority is specified, they will be played in the order in which messages were received, i.e. starting with first (oldest) message. When the last message is played, the Voice Mail help will be replayed.

Send mails count information message announces the number of New (unread) voice messages in the mailbox played upon entering the mailbox.

Send date/time information message announces the time/date voice message is received and is played upon navigating the messages.

Send Beep at the End of Message is an optional parameter activating a "beep" sound after each played message for the user.

When the Silent VM recording checkbox is selected, callers who have reached the extension's voice mail service will not hear an invitation to record a voice mail and the following beep sound. The voice mail recording will start without any additional notification.

Send new voice message via email is an option to send new voice mail or fax attachment files via e-mail to the defined recipients. Voice files will be automatically converted to the PCMU (CCITT u-Law) wave format before being attached to the e-mail. The fax attachments are sent using the .tiff format. Checkbox activates the following input options:

• Email Address requires the mailing address(s) of the person(s) that should to receive the newly arrived voice mails on their email accounts. Use a space, comma or a semicolon to separate the mailing addresses in the text field.
• The next two fields are used for retransmission of voice mails via email. maximum text field requires the maximum number of times the voice mail will be delivered via email to the recipient within the interval (in minutes) defined in the Repeat every text field. If the voice mail is required to be sent only once, insert "1" in Repeat every text field and "1" in the maximum text field.
• The Voice Mail and Fax dropdown lists allow to select the email sent options- do not send notification, send notification without attachment or send notification with voice or fax attachments.
• Remove Voice Mail on send and Remove Fax On send remove the voice mail or fax attachment from the user mailbox after sending it to the email recipient(s).

Note: This service will work only when System Mail is enabled on the Quadro. Contact your system administrator, if you have problems with voice mail delivery via email.

Send new voice message notification via SMS allows voice mail notification delivery via SMS to the defined mobile number. Checkbox activates the following input options:

• Mobile Number text field requires the destination's mobile number. Multiple SMS numbers can be added- they should be separated by comma, space or semicolumn (the comma for Clickatell)

• The next two fields are used for retransmission of SMS notifications. The Number of times text field requires the maximum number of times the notification should be delivered to the recipient within the interval (in minutes) defined in the Repeat every text field. If notification is required to be sent only once, insert "1" in Repeat every text field and "0" in the Number of times text field.

Send new voice message notification via phone call enables the voice mail notification delivery via phone call to the defined phone number. The checkbox activates the following input options:

• Call Type drop down list includes the available call types:
  • PBX - local calls to Quadro extensions;
  • SIP - calls through a SIP server;
  • Auto - for undefined call types. Destination (independent on whether it is a PBX number or SIP address) will be reached through Routing;
  • Callback - automatic call to the voice mail author. This can be used as notification that the recipient has received the voice mail but has not yet played it.
• Call To text field requires the destination's phone number depending on the selected call type. For Callback call type, no destination's phone number is required.
• The next two fields are used for retransmission of phone notifications. The number of times text field indicates the maximum number of times the notification should be delivered to the recipient within the interval (in minutes) defined in the Repeat every text field. If the notification is specified to be sent only once, insert "1" in Repeat every text field and "0" in the Number of times text field. For Callback call type, the first notification is sent to the voice mail author after the first expiration of the interval defined in the Repeat every text field. For calls with call type different from Callback, the first notification will be sent immediately.
• Restore default Notification Message restores the default notification message. If the checkbox is selected, the file upload will be disabled.
• Upload new Notification Message will show the attached notification file selected by the current extension. Please note that a different notification message can be uploaded in case this service serves as a notification to the extension user (to inform about the new voice mail received) or if it serves as a notification for the voice mail author to be informed that the message has been received by the Quadro but is not yet played by the extension user). The uploaded file needs to be in the PCMU (CCITT u-Law) wave format, otherwise the system will prevent uploading with the "Invalid audio file, or format is not supported" warning message. The system also prevents uploading in case not enough space is available on Quadro for the corresponding extension and gives a "You do not have enough space" warning.
• Browse browses for the notification file that must be in PCMU (CCITT u-Law) wave format.
• Download Notification Message appears only if a file has been uploaded previously. The link is used to download the audio file to the PC and opens the file-chooser window where the saving location can be specified.

Voice Mail Indication enables user notifications for new voice messages in the mailbox. The checkbox enables the following 3 types of voice mail indications:

• Lamp Indication depending on the type of phone a visual blinking signal will announce a new voice mail.
• Tone Indication - the user will hear a specific tone when lifting the phone handset.
• Ringing Indication - the user may create a specific ring pattern to announce the arrival of a new voice mails. The checkbox enables the following ringing pattern configuration parameters Ring Duration that specifies the duration of ringing and Silence Duration that specifies the period that has to pass before Quadro rings again to remind the user that there is a new message in the mailbox.

The ZeroOut voice mail feature allows a caller that has reached the called extension's voice mailbox to accelerate the automatic redirection feature instead of leaving a message in the extension's Voice Mailbox. To activate this feature, the caller should dial 0 digit (see Feature Codes) during the voice mail greeting which invites the caller to leave a message. The caller will then be automatically transferred to the destination specified in this page.

Enable ZeroOut checkbox selection enables the ZeroOut feature and activates the following fields to be inserted:

• Redirect Call Type drop down list includes the available call types:
  • PBX - local calls between Quadro extensions and the Auto Attendant
  • SIP - calls through a SIP server
  • PSTN - calls through the FXO
  • Auto - used for undefined call types. Destination (independent on whether it is a PBX number, SIP address or PSTN number) will be reached through Routing.
• Redirect Address text field requires the destination address where caller should be automatically forwarded in case of activating the ZeroOut feature. The SIP-Clipboard button at the end of the line can be used only when SIP is selected in the Call Type drop down list. It opens a small window where one of the previously entered 10 SIP addresses can be automatically selected again.

Enable FAX Redirection checkbox is used to redirect the incoming FAX (facsimile) when the FAX tone is detected after Voice Mail has been activated. The checkbox selection enables the Redirect to extension drop down list where extensions with enabled FAX Support are listed and is used to select the extension where incoming FAX should be forwarded.

Automatic Fax Receiving Mode checkbox is used to set the Unified voice mail to FAX receiving mode without receiving initial FAX CNG signal from caller side.

Note: When this checkbox is enabled the received faxes only (not voice messages) will be stored on the extension's voice mailbox.

Enable Out of Office checkbox allows activation of the Out of Office message which acts as an optional Voice Mail Greeting message in the period when the user is out of office (on vacations, etc.). When this checkbox is selected, user defined Out of Office message will be played (if uploaded or recorded from the phone handset, otherwise a default Out of Office message will be used) to the caller which reached the called extension's Voice Mailbox.

• Restore default Out of Office file restores the default Out of Office message file. If the checkbox is selected the file upload will be disabled.
• Upload new Out of Office Greeting file will show the attached Out of Office message file selected by the current user. The Out of Office message file will be played to a caller when entering the voice mail system. The uploaded file needs to be in PCMU (CCITT u-Law) wave format, otherwise the system will prevent uploading with the "Invalid audio file, or format is not supported" warning message. The system also prevents uploading in case not enough space is available on Quadro for the corresponding extension. In this situation, the "You do not have enough space" warning will be received. Optionally, the Out of Office message can be recorded from the phone handset (see Feature Codes).
• Browse browses for the Out of Office message file that must be in PCMU (CCITT u-Law) wave format.
• Download Out of Office Greeting file appears only if a file has been previously uploaded. The link is used to download the audio file to the PC and opens the file-chooser window where the saving location can be specified.
• Expiration Date and Time is used to set the expiration date and time of the Out of Office message validity. When the expiration date/time expires, Out of Office message is automatically disabled and the Voice Mail regular greeting is activated again.

Forward/Rewind Duration drop down list is used to select the timeout in seconds used to shift the voice mail playback from the handset. For more instruction on how to shift the voice mail playback, please refer to Feature Codes.

Restore Default Greeting File will restore the default greeting file. If the checkbox is selected, the file upload will be disabled.

Upload New Greeting File shows an attached greeting file selected by the current user. The greeting file will be played to a caller party when it is entering the voice mail system. The uploaded file needs to be in PCMU (CCITT u-Law) wave format, otherwise the system will prevent uploading and the "Invalid audio file, or format is not supported" warning message will be received. The system also prevents uploading in case not enough space is available on Quadro for the corresponding extension. In this situation, the "You do not have enough space" warning will be received. Optionally, greeting file can be recorded from the phone handset (see Feature Codes).

The Browse button helps to choose the desired greeting file that should be in PCMU (CCITT u-Law) wave format.

Download Greeting File appears only if a file has been previously uploaded. The link is used to download the audio file to the PC and opens the file-chooser window where the saving location can be specified.

The Voice Mail Profiles link is present only when administrator accesses this page. It is hidden for the extension user's access. This link leads to the page where custom voice mail profiles and their settings can be defined.