Administration Guide for Cisco Business Edition 3000, Release 8.6(4)
Auto Attendant Settings
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Auto Attendant Settings

Auto Attendant Settings

GUI: Cisco Business Edition 3000 Administrative Interface

Auto attendant allows callers to locate users without talking to a receptionist. You can customize the prompts that are played for the caller, but you cannot customize how the software interacts with the customer.

You can set up auto attendant in the following modes:

Auto Attendant with One Menu for All Hours

Select this option to specify the generic auto attendant settings for all hours. The following table describes the settings that display when you select Auto Attendant with One Menu for All Hours.

Table 1 Field descriptions for Auto Attendant with One Menu for All Hours mode

Setting

Description

Auto Attendant Extension

Displays the extension that users can dial for auto attendant. The extension number specified from the Cisco Business Edition 3000 First Time Setup Wizard is displayed here.

Dial by Name

This option provides directory assistance to find Cisco Business Edition 3000 users who have their names recorded. When Dial by Name is enabled, the caller finds a user by entering the user name or part of a name (usually in last name, first name order). Dial by Name looks up the extension and routes the call to the appropriate user.

Select one of the following options:

  • Disabled—Select this option if you do not want to use the Dial by Name feature.
  • Enabled for Internal Callers Only—If you select this option, you can use Dial by Name for internal users only.
    • If voicemail is enabled, internal users use Dial by Name by first entering the pilot extension number for voicemail, and then pressing the * (star) key.
    • If voicemail is disabled, enter the auto attendant number. Press * (star) key to sign in to voicemail, and then press * (star) key again to use Dial by Name.
  • Enabled for All Callers—If you select this option, you can use Dial by Name for both internal and external callers.
    • If voicemail is enabled, internal users use Dial by Name by first entering the pilot extension number for voicemail, and then pressing the * (star) key.
    • If voicemail is disabled, enter the auto attendant number. Press * (star) key to sign in to voicemail, and then press * (star) key again to use Dial by Name.

By default, Dial by Name is disabled.

Audio Greeting

Displays the current audio greeting file that is played when auto attendant is activated.

New File

To change the audio greeting, click Browse to select a new greeting file or click inside the text box to select a new greeting.

Note   

Cisco Business Edition 3000 supports only .wav audio file format.

Dial by Extension

Check the Enable callers to dial lines directly check box to allow the callers to directly dial the extension number after the greeting is played.

Key

Assign one or more keys on the phone, from 1 to 0, for each extension; or, you can select the Dial by Name option to dial the user directly. Keys * and # are assigned for Cancel and Enter respectively.

Transfer to

Select Dial by Name or the extension.

Note   

If you update or delete a user extension on the User page and that extension is configured for the Transfer to setting on the Auto Attendant page, the Auto Attendant page displays that the extension is invalid for the setting. From the Transfer to drop-down list box, select another extension and save it.

Auto Attendant with Different Menus for Open and Closed Hours

This option allows you to have separate auto attendant settings for business and closed hours. When you select this option the following tabs are displayed:

  • Business Hours—The first table describes the settings that are displayed on the Business Hours tab
  • Open Hours Menu—The second table describes the settings that are displayed on the Open Hours Menu tab
  • Closed Hours Menu—The second table describes the settings that are displayed on the Closed Hours Menu tab
Table 2 Field descriptions for Business Hours tab

Setting

Description

Start Time

Specify the time for each day when you want to start auto attendant greeting. You can select the hours, in 24-hour format, from the first drop-down list and minutes from the second drop-down list. The time can be set for each day of the week.

End Time

Specify the time for each day when the auto attendant greeting stops playing. You can select the hours, in 24-hour format, from the first drop-down list and minutes from the second drop-down list. The time can be set for each day of the week.

Closed All Day

Check this check box if the office is closed on a particular day, for example, Sunday. The Start Time and End Time drop-down lists are disabled if you check this.

Open Hours Menu and Closed Hours Menu tabs display the same fields, but these tabs allow you to specify different auto attendant settings for open and closed hours.

Table 3 Field Descriptions for Open Hours menu and Close Hours menu tabs

Setting

Description

Dial by Name

This option provides directory assistance to find Cisco Business Edition 3000 users who have their names recorded. When Dial by Name is enabled, the caller finds a user by entering the user name or part of a name (usually in last name, first name order). Dial by Name looks up the extension and routes the call to the appropriate user.

Select one of the following options:

  • Disabled—Select this option if you do not want to use the Dial by Name feature.
  • Enabled for Internal Callers Only—If you select this option, you can use Dial by Name for internal users only.
    • If voicemail is enabled, internal users use Dial by Name by first entering the pilot extension number for voicemail, and then pressing the * (star) key.
    • If voicemail is disabled, enter the auto attendant number. Press * (star) key to sign in to voicemail, and then press * (star) key again to use Dial by Name.
  • Enabled for All Callers—If you select this option, you can use Dial by Name for both internal and external callers.
    • If voicemail is enabled, internal users use Dial by Name by first entering the pilot extension number for voicemail, and then pressing the * (star) key.
    • If voicemail is disabled, enter the auto attendant number. Press * (star) key to sign in to voicemail, and then press * (star) key again to use Dial by Name.

For more information on how to reach Auto Attendant (users who have Voicemail enabled in their Usage Profiles), perform the procedure described in Frequently Asked Questions.

By default, Dial by Name is disabled.

Audio Greeting

Displays the current audio greeting file that is played when auto attendant is activated.

New File

To change the audio greeting, click Browse to select a new greeting file, or click inside the text box to select a new greeting. Cisco Business Edition 3000 supports only .wav audio file format.

Dial by Extension

Check the Enable callers to dial lines directly check box to allow the callers to directly dial the extension number after the greeting is played.

Key

Assign one or more keys on the phone, from 1 to 0, for each extension; or, you can select the Dial by Name option to dial the user directly. Keys * and # are assigned for Cancel and Enter respectively.

Transfer to

Select Dial by Name or the extension.

Note   

If you update or delete a user extension on the User page and that extension is configured for the Transfer to setting on the Auto Attendant page, the Auto Attendant page displays that the extension is invalid for the setting. From the Transfer to drop-down list box, select another extension and save it.

Save

When you edit data in the record, click Save to save your changes.

Reset

When you edit data in the record, click Reset to discard your changes and display the saved data.