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Anleitung Zusammenfassung
Occasionally, a caller may want to speak to a person instead of the automated voice, or the Automated Receptionist may not be able to recognize what a caller is saying. It is good idea to specify a user as the operator charged with handling these situations. To specify an Automated Receptionist Plan using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Choose How to Answer Calls. 3. Click the Automated Receptionist Plan. AastraLink RP System Administrator Guide 43 Advanced Administrator Options Advanced Administrator Options 4. Click Assign an operator, and then select the person who will perform this role. 5. Click OK. Using Advanced Automated Receptionist Features Once you have selected the Automated Receptionist plan, there are a variety of options to configure, such as the greeting and prompts used, and whether your directory should be made available to outside callers. Configuring the Automated Receptionist To configure Automated Receptionist properties using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Configure Automated Receptionist Properties. 3. Specify the options you want, including enabling the directory and configuring prompts for the Automated Receptionist to use. 4. Click OK. Choosing the Automated Receptionist Greeting and Prompt How the Automated Receptionist greets and prompts people is important, because callers hear these greetings every time they call your business. 44 AastraLink RP System Administrator Guide To select the welcome greeting and opening prompt using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Configure Automated Receptionist Properties. 3. Select the Welcome greeting check box. 4. Click Configure, and decide whether you want to use the default greeting, record a custom greeting, or upload a sound file with the greeting that you want. 5. When you're finished specifying the greeting, click OK. 6. Click Configure to record the Please say the name of the person or group prompt, which is required so that Response Point can detect the answers from callers. This opening prompt is played immediately after the welcome greeting. 7. When you're finished specifying the prompt, click OK. 8. When you're satisfied with both the welcome greeting and opening prompt, click OK in the Configure Automated Receptionist Properties dialog box. Configuring Bypass Receptionist Using Bypass Receptionist allows callers to reach an extension number directly when they phone in. Employees can configure phone numbers to bypass the receptionist using the Assistant program. Otherwise, all other calls are handled by the specified call routing plan. The table of phone numbers and users is sorted first by conflicts. For example, if two employees have used Bypass Receptionist for the same incoming phone number, these conflicts are grouped together at the top of the table. You need to inform users of conflicts and resolve them, since only one phone user can use the bypass receptionist for a given number. Non-conflicting phone numbers are sorted in numerical order. To sort the table by user, click Go directly to this user. AastraLink RP System Administrator Guide 45 Advanced Administrator Options Advanced Administrator Options To configure the Bypass Receptionist feature using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Configure Bypass Receptionist. 3. Select the Allow calls to bypass the receptionist based on the caller ID phone number check box. 4. Note any conflicts, and notify employees that they need to resolve who gets a direct call. Only one person can receive calls from a number configured with the Bypass Receptionist. (Likewise, you might see conflicts because an outside number has been designated for External Access.) 5. Click OK to complete the configuration. Using a Receptionist or Operator If you have a full-time receptionist who answers the phone, you will want to specify the Receptionist Plan in Administrator. Even when using the Automated Receptionist plan, it is important to choose an operator. The operator is the person calls will be forwarded to when callers want to speak to a person, or when Response Point has trouble understanding a request. Using the Receptionist Plan The Receptionist Plan is useful for your office if you want a person to answer calls and transfer them accordingly. 46 AastraLink RP System Administrator Guide To specify a Receptionist Plan using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Choose How to Answer Calls. Ц Choose How to Answer Calls How do you want Response Point to answer incoming calls? Q Automated Receptionist Plan: the Automated Receptionist answers and routes incoming calls ©¡Receptionist Plan: a person in the organization answers and routes incoming ...