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Announcements

Navigation: Call Management > Groups > Add/Edit Group > Announcements

Announcements are played to callers waiting to be answered. This includes callers being presented to hunt group members, ie. ringing, and callers queued for presentation.  

Recording the Group Announcement

Voicemail Pro provides a default announcement "I'm afraid all the operators are busy but please hold and you will be transferred when somebody becomes available". This default is used for announcement 1 and announcement 2 if no specific hunt group announcement has been recorded. Embedded Voicemail does not provide any default announcement. Voicemail Lite also provides the default announcements.

The maximum length for announcements is 10 minutes. New announcements can be recorded using the following methods.

Voicemail Lite:  Access the hunt group mailbox and press 3. Then press either 3 to record the 1st announcement for the hunt group or 4 to record the 2nd announcement for the hunt group.

Voicemail Pro : The method of recording announcements depends on the mailbox mode being used by the voicemail server.
  • IP Office Mailbox Mode: Access the hunt group mailbox and press 3. Then press either 3 to record the 1st announcement for the hunt group or 4 to record the 2nd announcement for the hunt group.

  • Intuity Emulation Mailbox Mode: There is no mechanism within the Intuity telephony user interface (TUI) to record hunt group announcements. To provide custom announcements, hunt group queued and still queued start points must be configured with Voicemail Pro with the required prompts played by a generic action.

Embedded Voicemail:  Embedded Voicemail does not include any default announcement or method for recording announcements. The Record Message short code feature is provided to allow the recording of announcements. The telephone number field of short codes using this feature requires the extension number followed by either ".1" for announcement 1 or ".2" for announcement 2. For example, for extension number 300, the short codes *91N# | Record Message | N".1" and *92N# | Record Message | N".2" could be used to allow recording of the announcements by dialing *91300# and *92300#.

These settings are mergeable. Changes to these settings do not require a reboot of the system.

Field Description
Announcements On Default = Off.

This setting enables or disables announcements.

Wait before 1st announcement: Default = 10 seconds. Range = 0 to 255 seconds.

This setting sets the time delay from the calls presentation, after which the first announcement should be played to the caller. If Synchronize Calls is selected, the actual wait may differ, see below.

Flag call as answered Default = Off.

This setting is used by the CCC and CBC applications. By default they do not regarded a call as answered until it has been answered by a person or by a Voicemail Pro action with  Flag call as answered selected.  This setting allows calls to be marked as answered once the caller has heard the first announcement. This setting is not used by the Customer Call Reporter application.

Post announcement tone Default = Music on hold.

Following the first announcement, you can select whether the caller should hear Music on Hold, Ringing or Silence until answered or played another announcement.

2nd Announcement Default = On.

If selected, a second announcement can be played to the caller if they have still not been answered.

Wait before 2nd announcement Default = 20 seconds. Range = 0 to 255 seconds.

This setting sets the wait between the 1st and the 2nd announcement. If Synchronize Calls is selected, the actual wait may differ, see below.

Repeat last announcement Default = On.

If selected, the last announcement played to the caller is repeated until they are answered or hang-up.

Wait before repeat Default = 20 seconds.  Range = 0 to 255 seconds.

If Repeat last announcement is selected, this setting sets is applied between each repeat of the last announcement. If Synchronize Calls is selected, this value is grayed out and set to match the Wait before 2nd announcement setting.

Synchronize calls Default = Off

This option can be used to restrict how many voicemail channels are required to provide the announcements.

When Synchronize calls is off, announcement are played individually for each call. This requires a separate voicemail channel each time an announcement is played to each caller. While this ensures accurate following of the wait settings selected, it does not make efficient use of voicemail channels.

When Synchronize calls is on, if a required announcement is already being played to another caller, further callers wait until the announcement been completed and can be restarted. In addition, when a caller has waited for the set wait period and the announcement is started, any other callers waiting for the same announcement hear it even if they have not waited for the wait period. Using this setting, the maximum number of voicemail channels ever needed is 1 or 2 depending on the number of selected announcements.

noteNote

Interaction with Voicemail Pro Queued and Still Queued Start Points If either custom Queued or Still Queued start point call flows are being used for the announcements, when Synchronize Calls is enabled those call flows will support the playing of prompts only. Voicemail Pro actions such as Speak ETA, Speak Position, Menu, Leave Mail, Transfer and Assisted Transfer, etc. are not supported.