Audio Greeting Format
RingOffice allows you to personalize your Voicemail Greetings and Auto Attendant Prompts. The system supports common audio formats such as .aiff, .au, .gsm, .mp3, .ogg, .wav. The limitation on the audio file size is 3 MB in our Web Self-Care portal. We advise to record files with these attributes: 8,000 Hz, 8-bit, Mono channel.
You can use any sound recorder app like Windows Sound Recorder or a 3rd party voice talent service to record your prompts. In Windows Sound Recorder you must use the ‘Save As’ option to save this format.
If your app does not save to the required format, you can convert your file using this free site: https://online-audio-converter.com/. Simply add your file(s), select wav, click Advanced Settings, Reduce Sample rate to 8000 Khz and Channels to 1, Click Convert, save your file.
Auto Attendant Actions
Default – Plays the Default prompt from the current menu and returns to the “Play Menu prompt” step (this is the action used for all menu items where the initial value has not been modified).
Disabled – Caller will hear system prompt “This selection is not available”. “Play before Action” prompt will not be played
Transfer – Transfers the call to a given telephone number or extension. The phone number should be entered in the same format as the customer would use to dial it from an IP phone in his IP Centrex environment; for example, to transfer a call to extension 123, simply enter 123.
Transfer to E.164 Number – Transfers the call to a given number. The number should be specified in E.164 format: the country code, followed by the area code, and then the number (e.g. 16045551234 for Canada).
Dial extension directly – Transfers the call to an extension number entered by the caller from his phone. The extension number should start with the same digit as the “Dial extension directly” option. To prevent abuse (e.g. someone attempting to enter a long-distance number in this way), you can specify the maximum allowed number of digits in an extension (Max Size).
Prompt for extension # – You will hear the prompt to enter the extension number. You can specify the maximum allowed number of digits in an extension (Max Size).
Transfer to Voicemail – Switches to voicemail mode. This should be designated as an action for the “Fax” event, in order to allow storage of received faxes.
Menu “ROOT” – Transfers the user to the selected menu.
Directory – Launches this company’s dial-by-name directory.
Setting up Dial by Name Directory
The Dial by Name Directory feature allows callers to search for an extension user by entering the first few characters of the user’s last name. In each Auto Attendant, an ‘Event’ with Action ‘Directory’ can be selected. To be useful, this event should be mentioned in the Auto Attendant greeting script to prompt callers of the option to use the company directory. When sending calls from the Auto Attendant to the dial by name company directory feature, the following additional setup steps are needed:
From the Customer Self-Care Portal, go to the “IP Centrex” tab and then click on the “Extensions” from the menu tree on the left. Click the “Edit” icon or double click on the Extension name or number to open the Edit Extension window and set as follows:
- Fill in the ‘Extension Name’ in the format ‘last name, first name’ since the directory searches by last name
- Check the ‘Published’ checkbox for these entries
- Record or upload the recorded name of the extension user
- Click ‘Save’ and repeat for all extensions that should be searchable via the directory feature