05/08/17 21:05 PM  

Updating the Messages and Notification Settings of a Call Queue Group

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SummaryHow do I update the Messages and Notification settings of a Call Queue group?
Details
After Hours is the time period when no one is available to take calls. To set a Call Queue's Hours of Operation, go to Setting Up Call Handling for Business Hours and After Hours of a Call Queue group.

NOTE: The steps below are applicable for your Call Queue Hours. To make these changes on the Call Queue's After Hours settings your Call Queue's Call Handling must be set to Send callers to call queue voicemail.

Step 1:

Step 2:

Go to Phone System > Groups, on the Call Queues tab, select the Call Queue Group that needs to be modified. 

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Step 3:

Click Messages & Notifications.  Select if you want to make the changes on your Call Queue Hours or After Hours.

NOTE: You can make these changes on your Call Queue's After Hours if your Call Queue's After Hours Call Handling is set to Send callers to call queue voicemail.

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Step 4:

Click the links below to configure the settings that you wish to modify:

a. Voicemail Greeting
b. Message Recipient
c. View Messages
d. Voicemail Preview
e. Notifications 

a. Voicemail Greeting

A pop-up will appear displaying the current Voicemail Greeting. Choose your preferred type of greeting:

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Default
• Custom

Default

Step 1:

Select the button next to Default
 
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Step 2:

Custom

Step 1:

Select Custom.  

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Step 2:

Select how you’d like to set your custom recording.
 

Record Over the Phone

Step 1:

Select Record Over the Phone, and then choose or specify the number where RingCentral can call you to record your custom greeting.
 
Click the Call Now. RingCentral will call the number that you specified, and further instructions for recording your custom greetings will be given over the phone.
 
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Step 2:

Record Using Computer Microphone

Step 1:

Select Record Using Computer Microphone, and then click Record to begin recording your custom greeting using your computer's microphone.

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NOTE:  You may need to enable the microphone settings in your browser to record your voicemail greeting.

Step 2:

Click Record once more to end your recording.

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Step 3: 

Click Upload.

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NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Cancel to cancel recording.

Step 4: 

Click Save.

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NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Download User-added image to save a copy of your recording.

[Back to Recording Options]
[Back to Settings List] 

Import

Import lets you upload an audio file stored on your computer. It is recommended to use .wav audio file formats, otherwise it will not work correctly. Recommended audio file formats are:  
 
• CCITT u-Law (G711a), 8kHz, 8 bit, mono
• PCM, 8kHz, 16 bit, mono 

Step 1:

Select Import, and then click Browse.
 
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Step 2:

Browse to the location of the file that you wish to upload, and then select the file.

Step 3:

Click Attach.

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Step 4:

Click Save.

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NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Download User-added image to save a copy of your recording.

[Back to Recording Options]
[Back to Settings List] 

b. Message Recipient

Step 1:

Click Message Recipient.
 
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Choose the extension where you want to receive and save the messages. Click Done

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c. View Messages

Step 1:

Under Messages & Notifications, click View Messages. This feature enables you, as an Administrator, to view another extension's messages.

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Step 2: 

Type the password of the extension that you wish to view, and then click Submit. If you entered the extension's password correctly, you will be able to view that extension's Inbox.

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d. Voicemail Preview

The Voicemail Preview feature provides a text version of your voicemail that allows you to get the gist of the message. It is not intended to be a perfectly accurate transcription of the voicemail. It may take a few minutes to deliver the text version of your voicemail to your RingCentral mobile or desktop application or via e-mail. To enable or disable this feature, follow the steps below:

Step 1:

Under Messages & Notifications, click Voicemail Preview.

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Step 2: 

You will see a pop-up window where you can turn ON (Enable), or turn OFF (Disable) the Voicemail Preview. Select your choice, and then click Save.

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e. Notifications

As an Administrator, you can set up notifications to be sent to your phone or email when a voicemail, fax, or text message is sent to your extensions.

Step 1:

Under Messages & Notifications, click Notification

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Step 2:

You can select how you want to be notified, Notify By Email or Notify By SMS, by checking the box next to the following: 

• Voicemail Messages
• Received Faxes
• Missed Calls
• Received Text Messages

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Notify By Email

Enter the Email Address where you want the email notifications to be sent. You can enter multiple email addresses to receive the email notification by separating each using a comma. Click Save when finished.

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Notify By SMS

Enter the Phone Number where you want to receive the Text notification, and then choose the phone number's carrier from the drop-down list. Click Add. Once the phone number is added, click Save. If your carrier is not listed, you can contact your carrier to find out the email address by which you can receive text messages and enter it into the Phone Number field. For example yournumber@yourcarrier.com.

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NOTE: To remove the number, click the Litter Bin.

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NOTE: For more notification options, go to Advanced Notification Options.
 

Step 1:  

Under Messages & Notifications, click Notifications

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Step 2: 

Click Advanced Notification Options

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Step 3:

Under the Advanced Notification Options, you will be able to find the additional options: 
 
• Include attachment with email
When this option is checked, you can have a copy of your Voicemail (.mp3 file) and Fax Message (.pdf file) sent to your email

• ​Mark messages as read once emailed
When this option is checked, your Voice and Fax messages will be marked as read on your RingCentral online account, mobile app, and desktop app, when we send you the email notification.

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Step 4: 

If you want the notifications to be sent to the same email and mobile address set on your Voicemail Notifications, check the box next to Use same email and text address as for voicemail

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If you want to send your Fax Notifications to a different email address for example, uncheck Use same email and text address as for voicemail, and then enter the Email Address or Mobile Number and carrier, where you want to receive the notifications.

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Step 4:

Click Save.

IMPORTANT: For HIPAA regulated accounts (RingCentral US and Canada), automatic forwarding of messages through SMS and email attachments is not available. Messages for these accounts will also have a 30-day expiry. Users may still check their messages through their deskphones, Softphones or the mobile app.

[Back to Settings List] 

 

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