SmartVoice Voice Portal Guide

SmartVoice Voice Portal Guide
Voice
Portal
Guide
SmartVoice
12/23/2014
CONTENTS
03 Getting Started
03 Accessing Voicemail
04 First Log In
04
Passcode Reset
05 Voice Portal Menu
05 Main Menu Voice Messaging
06 Busy Greeting Table
06 No Answer Greeting Table
06 Personalized Name Table
07 Play Messages Table
07 While Playing Messages
08 Additional Options
08 Reply to Message Table
09 Forward Message Table
09 Compose Message Table
10 Leaving Messages for Other Users
11
Remote Access to Call Forwarding (RACF)
12 Hunt Groups with Voicemail
13 Hunt Groups with RACF
2
FEATUREINSTRUCTIONS
GETTING STARTED
Welcome to SmartVoice Voicemail. Before accessing your
mailbox, please be sure to take a moment to familiarize
yourself with this user guide. It provides you step by step
instructions to set up your mailbox. It also offers hints to
manage your messages more effectively.
SERVICES
SmartVoice Voicemail provides access to the User Voicemail
account. Remote Access to Call Forwarding (RACF), Hunt
Group Voicemail accounts, and RACF for Hunt Group Pilot
Number options are available only if assigned to your account.
Voice Portal # __________________
ACCESSING
SMARTVOICE
VOICEMAIL
From your
desk phone
n
Dial your phone number
or extension
n
Press
to interrupt
the greeting
n
From any other
touch-tone phone
n
Dial your group voice
portal phone number
directly
n
Press
to interrupt
the greeting
n
Enter your phone number
/ext. (Ext = last 4 digits of
number with voicemail)
Dial your passcode and press
to you by TelePacific.
Calling directly into the
voicemail system
n
Enter your mailbox ID,
which is your 10 digit
phone number and
press
. The passcode for first time users will be provided
The first time you access your mailbox the system will prompt you to choose a new passcode
and record a greeting.
3
FEATUREINSTRUCTIONS
First Log In with
Voice Portal Wizard
A Word about
Passcodes
Passcode
Reset
Login to your voicemail from your telephone
n
Dial your phone number
n
Press
n
Enter passcode provided to you by TelePacific and press
n
Enter a new passcode at the prompt and press
n
Re-enter your new passcode at the prompt and press
n
Record your name at the prompt.
n
Press
once the greeting is heard
.
.
.
.
Protect yourself from fraud; use passcodes that are hard
to guess:
n
Your passcode can be 6 to 10 digits.
n
It cannot be repeated digits
n
It cannot be your extension, your phone number, or any forward
or backward sequence of your phone number or portion of your
phone number
n
It cannot be your old passcode or the reverse of your old
passcode.
n
You will be prompted to create a new passcode every 90 days.
For fraud protection purposes, access to your Voice Portal Account
will be disabled if an incorrect passcode is entered three times.
Please have your Account Administrator call TelePacific to reset your
passcode, should your account be disabled.
4
FEATUREINSTRUCTIONS
VOICE PORTAL
MENU
Access Voice Messaging
Change profile
Record personalized name (see personalized name table)
Change Call Forwarding options
†
Change passcode
Exit
MAIN MENU
Voice
Messaging
Press
†
Repeat menu
These options provided
only if their services have
been assigned to you.
from the Voice Portal menu, then one of the following keys:
Listen to messages (see Play Messages table)
Change Busy Greeting (see Busy Greeting table)
Change No Answer Greeting (see No Answer
Greeting table)
Message menu (see Compose
Compose
Message table)
Delete all messages
Return to Voice Portal
Repeat menu
5
FEATUREINSTRUCTIONS
Busy Greeting
Table
Press
from the main menu, then one of the following keys:
No Answer
Greeting Table
Press
Listen to current Busy Greeting
Revert to system default Busy Greeting
Return to Voice Messaging Main Menu
Repeat menu
from the main menu, then one of the following keys:
Personalized
Name Table
Record new Busy Greeting
Press
Record new No Answer Greeting
Listen to current No Answer Greeting
Revert to system default No Answer Greeting
Return to Voice Messaging Main Menu
Repeat menu
from the main menu, then one of the following keys:
Record new Personalized Name
Listen to current Personalized Name
Delete Personalized Name
Return to Voice Messaging Main Menu
Repeat menu
6
FEATUREINSTRUCTIONS
Play Messages
Table
Press
from the main menu, then one of the following keys:
Save message
Erase message
Play or repeat message; skip envelope
Play previous message
Play message envelope
Play next message
Initiate call to sender (Compose/reply message optional)
Hear additional options (see Additional Options table)
While Playing
Messages…
Press
Return to previous menu
from the main menu, then one of the following keys:
Skip backward 3 seconds
Pause playback
Skip forward 3 seconds
Skip to beginning of message
Skip to end of message
Note: You can interrupt
the message or envelope
to perform any function.
7
FEATUREINSTRUCTIONS
Additional
Options
Press
from the main menu, then one of the following keys:
Reply to
Message Table
Press
Reply to message (see Reply to Message table)
Forward Message (see Forward Message table)
Return to previous menu
Repeat menu
Note: Replies or forwarded
messages can only be sent
to users in the same group.
from the main menu, then one of the following keys:
Send reply
Change current reply
Listen to current reply
Set or clear “urgent” indicator
Set or clear “confidential” indicator
Return to previous menu
Save Message
8
FEATUREINSTRUCTIONS
Forward
Message
Table
Press
from the main menu, then one of the following keys:
Send message to specific group members
Send message to entire group
Compose
Message
Table
Press
Change current introduction
Listen to current introduction
Set or clear “urgent” indicator
Set or clear “confidential” indicator
Return to previous menu
Repeat menu
Note: Messages marked
“confidential” cannot be
forwarded.
from the main menu, then one of the following keys:
Send message to specific group member(s)
Send message to entire group
Change current message
Listen to current message
Set or clear “urgent” indicator
Set or clear “confidential” indicator
Return to Voice Messaging Main Menu
Repeat menu
9
FEATUREINSTRUCTIONS
Leaving
Messages for
Other Users
During greeting:
Interrupt the greeting and start recording voice message
Transfer out of greeting to Voice Portal password prompt
While recording message:
Cancel recording and transfer to Voice Portal password
prompt
Stop recording and review message
After leaving a message:
Delete message and record again
Listen to current message
To send message (or hang up)
Mark as urgent
Mark as confidential
Cancel recording and transfer to Voice Portal
password prompt
Stop recording and review message
10
FEATUREINSTRUCTIONS
REMOTE
ACCESS TO CALL
FORWARDING
From Voice Portal
Main Menu
Access Voice Messaging
Record personalized name
Change Call Forwarding options
†
Change passcode
Exit
From Voice
Messaging Menu
For users that
have voicemail
†
Repeat menu
These options provided
only if their services have
been assigned to you.
Play messages (see Play Messages table)
Busy Greeting menu (see Busy Greeting table)
No Answer Greeting menu (see No Answer Greeting table)
Compose Message menu (see Compose Message table)
Delete all messages
Go to the Voice Portal Main Menu
Repeat menu
11
FEATUREINSTRUCTIONS
Call Forwarding
Activate Call Forwarding
Deactivate Call Forwarding
Change forwarding destination
Listen to forwarding status
Forwarding
Destination
Return to Voice Portal Main Menu
Repeat Menu
Enter forward to number followed by the pound key
Return to Call Forwarding Menu
HUNT GROUPS WITH
VOICE PORTAL FEATURES
Voicemail is available as an overflow option when all agents in a Hunt
HUNT GROUPS
WITH VOICEMAIL Group are busy or not available.
Access to
Messages
The Hunt Group’s Voicemail account can be accessed in the same
manner as an individual user’s voicemail account.
New Message
Notification
Notification of a new voicemail can be accomplished in one of three
ways:
1. A Short Message Service page to a cell phone
2. An email notice that a new voicemail has been left
3. Send the voicemail to an email account. The user can then listen
to the voicemail through their computer or a similar device.
12
FEATUREINSTRUCTIONS
HUNT GROUPS
WITH RACF
The Pilot Telephone Number of a Hunt Group can be forwarded to
another telephone number.
Accessing the
Voice Portal
Access the Hunt Group’s voice portal using your own phone, or
another phone. To log in, dial the Group voice portal number/
extension. Voice Portal # __________________
From the Voice
Portal Menu
Access Voice Messaging
Record personalized name
Change Call Forwarding options
†
Change passcode
Exit
Call Forwarding
Repeat menu
Activate Call Forwarding
Deactivate Call Forwarding
Change forwarding destination
Listen to forwarding status
Forwarding
Destination
Return to Voice Portal Main Menu
Repeat Menu
Enter forward to number followed by the pound key
Return to Call Forwarding Menu
13
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