Creating a Switchboard / Auto Attendant
Once you have chosen your number (see adding a number in voice anywhere help sheet) then you
can connect it to a switchboard/auto attendant.
Step 1 – Click on the switchboard icon, this will then populate the components box (see step 2)
Step 2 – click on the item icon hold your left mouse button down and drag the icon into the policy
screen
Step 3 – Firstly you need to add the number of option 1 – 9, you do this by again clicking on the item
icon, holding your left mouse button down and dragging the icon across onto the grey block area of
the switchboard component that is already in the policy, see below:-
This particular example would give you 3 options. Where the grey bar details “item” this can be
renamed to whatever you want to name it to so that you can identify that option, for example Sales
Option or Operations Option.
Step 4 – You can now start to build your Switchboard / auto attendant. Double click on the top bar
where it says “Switchboard” and the below screen will appear.
Once you have the screen open you can set the different parameters as follows:1 Beginning Welcome Phrase – This can either be a text to speech message or a pre-recorded
message. If this is going to be a text to speech message then just type the message in & if a
recorded message then click on the speaker icon on the right of the box and then this will take you
to the recordings section where you simply select your recording as below
2 Ending Welcome Phrase – As with 1 above either type a message or select a pre-recorded
message to use
3 Bad Input Message – As with 1 or 2 above either type a message or select a pre-recorded message
to use
4 Input Attempts – Set the number of attempts the caller has to get the correct option
5 Timeout – Set the timeout before the Switchboard/Auto Attendant sends the caller to the default
route
6 Repeat Welcome on Timeout – Allow the caller to get the welcome greeting repeated to them
7 Key to Hear Again – Select the key that allows the caller to listen to the options again
8 Name – Set the name of the Switchboard / Auto Attendant – for example “Sales Auto Attendant”
Step 5 – Set up the individual options “Item” bars
Double click on the first “Item” bar and the following screen will be displayed
1 Identifying Phrase – Enter either the text to speech message or click on the microphone icon to
select a pre-recorded message
2 Match Key Tone – Select the tone that matches the phrase, for example “Press 1 for Sales”
3 Override Caller ID – Enter a phrase that will be displayed on the handsets screens, for example
“sales”
4 Name – Name the option so you can identify where the option routes to – i.e Sales Option 1.
The Switchboard / Auto Attendant is now set up see below:-
This can now be connected to users or groups as appropriate and will end up looking like the
following:-
In the above example the number rings the Switchboard / Auto Attendant & then the caller is
presented with 3 options, 1 for sales, 2 for operations & 3 for finance. The caller selects the option
required and is routed to that group. If there is no answer the caller is connected to the group
voicemail.