New Auto Attendant (AA) adopts the layers design (20 groups of AA menus) which allows the administrator of VigorIPPBX can switch into different AA menus quickly via Auto Attendant Wizard. Thus,if a company has many departments, the administrator can configure specific AA exclusive for each department and set quick dial to the extension for each department.

Explanation for Auto Attendant Setting

Auto Attendant Setting allows you to configure detailed settings for Auto Attendant.

The newest Auto Attendant Wizard supports up to 20 groups (from Menu 1 to Menu 20). Refer to the following figure.

Select any one of the menu item. After accessing into the Auto Attendant (AA) Menu, the administrator of VigorIPPBX can perform the AA configurations respectively according to the different requirements of departments.

 

We will take the following figure as an example to explain the application and configuration of AA. Below shows the environmental structure for your reference:

1. First, record the auto attendant for office and non-office hours; and then record other prompts for different departments (Sales, Manufacture and R&D). Use Draytek Prompt Utility to perform the job.

2. After finished the recording, please upload the Prompts files to VigorIPPBX2820. Give names for these prompts respectively for management (the total number of User Prompt have been increased from 11 upto 50).

Examples of the operation, configuration for the Auto Attendant of VigorIPPBX

1. When you dial from Trunk into VigorIPPBX, you will hear the IVR of Auto Attendant, voice prompt on office time (Prompt #5). For example, “Thank you for calling DrayTek Corporation. For Sales department, please dial 1; for Manufacture department, please dial 2; for R&D department, please dial3; for the operator, please dial 9”.

2. If you type a wrong number or a number which does not exist, the system will play the greeting words(Prompt #5) again.

3. After ending the playing of the AA, the system will begin to calculate the idle timeout. If the system does not detect any number (DTMF) you dialed, it will play the greeting words again.

4. After passing the idle timeout, if you still do not dial any number, VigorIPPBX will forward to the operator (Ext:901).

Refer to the following figure for configuring the settings:

Case 1.

Ken wants to contact with Jonny in Sales Department on office hour through VigorIPPBX.

1. Ken dials from Trunk into VigorIPPBX, he hears the IVR of Auto Attendant, voice prompt on officetime (Prompt #5). For example, “Thank you for calling DrayTek Corporation. For Sales department,please dial 1; for Manufacture department, please dial 2; for R&D department, please dial 3; for the operator, please dial 9”.

2. Next, Ken presses 1 to access into Menu 3. The User Prompt #7 plays automatically, “This is Sales department, for Jonny, please dial 1; for Tom, please dial 2, return to previous page, please dial 8; for the operator, please dial 9”.

3. Ken presses 1 and connects to Jonny.

Refer to the following figure for configuring the settings:

Case 2.

Ken wants to contact with David in Manufacture Department on office hour through VigorIPPBX. He dials the wrong number and connects to R&D Department. However, finally he returns to Manufacture Department.

1. Ken dials from Trunk into VigorIPPBX, he hears the IVR of Auto Attendant, voice prompt on officetime (Prompt #5). For example, “Thank you for calling DrayTek Corporation. For Sales department,please dial 1; for Manufacture department, please dial 2; for R&D department, please dial 3; for the operator, please dial 9”.

2. Next, Ken presses 3 to access into Menu 5. The User Prompt #9 plays automatically, “This is R&D department, for Justin, please dial 1; for Harry, please dial 2, return to previous page, please dial 8, for the operator, please dial 9”.

3. Because David is not in this department. Therefore, Ken shall press 8 for returning to previous page and re-select the correct number for contacting Manufacture Department.

4. Next, Ken presses 3 to access into Menu 5. The User Prompt #8 plays automatically, “This is Manufacturer department, for Alex, please dial 1; for David, please dial 2, return to previous page,please dial 8; for the operator, please dial 9”.

5. Ken presses 2 and connects to David on Manufacture Department.

Refer to the following figure for configuring the settings:

 

Case 3.

Ken wants to contact with Justin in R&D Department on office hour through VigorIPPBX.

1. Ken dials from Trunk into VigorIPPBX, he hears the IVR of Auto Attendant, voice prompt on officetime (Prompt #5). For example, “Thank you for calling DrayTek Corporation. For Sales department,please dial 1; for Manufacture department, please dial 2; for R&D department, please dial 3; for the operator, please dial 9”.

2. Next, Ken presses 3 to access into Menu 5. The User Prompt #9 plays automatically, “This is R&D department, for Justin, please dial 1; for Harry, please dial 2, return to previous page, please dial 8, for the operator, please dial 9”.

3. Ken presses 1 and connects to Justin in R&D Department.

Refer to the following figure for configuring the settings: