Creating an Auto Attendant

This tutorial will walk you through the four main steps in creating a MyOffice PBX auto attendant:

     Step 1: Make Schedules - specify a schedule in which the auto attendant you create will be available.

     Step 2: Create Sound Prompts - create or upload custom sound prompts and greetings.

     Step 3: Configure Auto Attendant Options - specify forwarded options for callers..

     Step 4: Assign External Phone Number - assign an external phone number to your auto attendant.


STEP 1: Creating Schedules  

In Order to create a new Auto Attendant we must first specify when this auto attendant will be available by creating a Schedule.

 

1: Begin by logging into the MyOffice PBX control panel and selecting Scheduling then Time Frames.    


timeframes  

 


2: Enter a name for your new schedule (Example: Weekday, Weekends, Holidays, etc...)

schedulename

 

 

3: Under "Time Zone Settings", specify what time zone to use for your system time.


timezone
 

4: Define what time frames are active for each day.


day

  

 

5: Save your newly created schedule by clicking Create Time Frame.

You should now see your newly created schedule under Time Frame Schedules.

If you need to make a change to your time frame, simply select the desired Time Frame, make your changes and when finished, select Save Changes.

If you choose to Delete an Time Frame, It must be inactive.  This means that it can’t be assigned to any active auto attendant. All Time Frames that are inactive will have an X beside its name.  Just click it to delete that particular time frame. 

If you do not see an X beside a schedule name, it is currently assigned to an active auto attendant.  You must remove it from the active auto attendant first, before it can be deleted.

 

 NEXT: "Creating Sound Prompts"

 


 

STEP 2: Create Sound Prompts

A Sound Prompt is a message that is played to customers that usually provides instructions for navigating through the auto attendant.

Thank you for calling CTU!

press 1 For our intelligence department press 2 For all other inquiries for all other inquiries, please hold the line...

 

1: Begin by selecting Auto Attendant from the main menu and then selecting Manage Sounds.


Manage Sounds      

 


2: Next, select Create new sound and enter a Sound Name.

CreateSound

 

 

3: Upload a prerecorded sound prompt, or record a sound prompt through an extension.

If you choose to upload a file, select Choose File and locate the file on your computer. Once the file has been selected, click Create Sound. Please note that the uploaded file must be less than 4 megabytes and must be MP3 or wave file type.

If you choose to Record by Extension, select the extension that you will use to record the message and click Create Sound. Within a few seconds, you will receive a call at that extension with instructions on recording your sound prompt. Upon completion your newly created sound prompt will be located under Sounds. You can review the sound prompt and either record a new one or upload a different sound prompt.

success
 

 

 

 NEXT: "Auto Attendant Options"

 


STEP 3: Forwarding Options

After you have created Time Frames and Sound Prompts, you can begin configuring the Auto Attendant call forwarding options.

1: Begin by selecting Auto Attendant from the main menu, and selecting Manage Auto Attendants.


main   


2: Next, select Create Auto Attendant and give your auto attendant a name and an extension number.

IVR name

 

3: Next, select where you want your calls forwarded during Unscheduled Hours. 

For example, if you have your schedule set to turn your auto attendant on Monday from 8 AM until 10 PM, all calls outside of this time can be set to be forwarded to a group, extension or another auto attendant. 

 

When finished, click Create Auto Attendant.

afterhours
 

4: Define the Schedules and Sound Prompts you crated in the earlier steps.

define
 

5: Next you will want to Configure Options for the menu.

Here you will be able to create digit assignments that will allow callers to navigate through the auto attendant options using the number keys 0-9 on their dial pad. 

config

 

6: Once you have finished creating your digit assignments, select Add Schedule.

Any Schedules that have been created will appear below with the name of the Schedule and the Sound Prompt.

 

 NEXT: "STEP 4: Assign Phone Number"

 


 

STEP 4: Assign External Phone Number

Finally, you will need to assign an external phone number to your auto attendant. This will enable outside callers to reach your newly created auto attendant.

 

1: Begin by clicking Services on the main menu, and selecting Manage.

From here, you can either assign a previously purchased phone number to an auto attendant or you can purchase a new phone number and then assign that number to your new auto attendant.


manage      

 


2: Click the edit pencil next to the number you wish to use.  This will display the routing options for the number.

 

pencil

 

3: For destination: select Auto Attendant, and choose the auto attendant you just created and click update.


number
 

4: You are now finished creating your auto attendant!

Call your auto attendant extension or try the external phone number and listen to your sound prompts. Try navigating through the available options, and fine tune your options as needed.