10/15/18 20:35 PM  

Advanced Call Handling - Set a Rule Based on Called Number | RingCentral

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SummaryHow do I set a rule based on called number?
Details

Setting up a rule based on Called Number can be configured in your online account's Advanced Call Handling section. This rule will help Administrators and Users manage calls based on what the caller dialed to reach you.

This article shows how Users and Administrators can set this up. Click the link corresponding to your role to learn how to create this rule on your account:

User (can only view and edit your own extension's settings)
Administrator (can view and edit other user's settings) 
 

Users

To configure your extension's custom call handling rules based on the Called Number, follow the steps below:

IMPORTANT: Custom Answering Rules are applied before the Business Hours and After Hours rules.


Step 1:

Log in as a User to your RingCentral Online Account.

Step 2:

Click Settings > Call Handling & Forwarding > Advanced.

User-added image

Step 3:

Click Add Rule.

User-added image

Step 4: 

Enter the Name for the rule, and then select Called Number. Click Next.

User-added image

Step 5: 

The rule is activated when callers dial the selected number. Select those numbers you want to handle with this custom rule, and then click Next.

User-added image

Step 6: 

Click Next.

User-added image

NOTE: You can click User-added image to edit the rule conditions.

 

Step 7: 

You can choose from the following actions to determine how calls are handled based on the conditions that you've set:

Forward Calls - Allows you to forward calls to forwarding numbers simultaneously, or in sequential order. 
Take Messages Only - This option send callers directly to voicemail.
Play Announcement Only - Plays a pre-recorded announcement and ends the call after the announcement is played.
Unconditional Forwarding - Bypasses RingCentral's call handling settings and allows the forwarding number to handle the call.
 

Forward Calls 


Step 1:

Select Forward Calls.

User-added image

Step 2:

Click Screening, Greeting and Hold Music, and configure to your preferred settings.

User-added image

Step 3:

Click Call Handling & Forwarding, and configure to your preferred settings.

User-added image

Step 4:

Click Messages, and configure to your preferred settings. Click Done.

User-added image

Back to Actions List
 

Take Messages Only

This option sends callers directly to voicemail.


Step 1:

Select Take Messages Only.

User-added image

Step 2:

Click Voicemail Greeting to configure what your callers will hear before they leave their voice message. You can keep the default settings, or you can customize by recording your greeting or uploading a pre-recorded audio file.

User-added image

Step 3:

Click Message Recipient to select the extension where the voicemail messages will be saved, and then click Done.

User-added image
 

User-added image

Back to Actions List
 

Play Announcement Only

Play a pre-recorded announcement and end the call afterwards.

User-added image

Back to Actions List
 

Unconditional Forwarding

Select if you want to forward the call to a different phone number without having to go through your greeting settings. This option is good when you want the call to go directly to your personal voicemail when you don't pick-up. Enter the phone number on the field provided.

User-added image

Back to Actions List

 

Administrators

To configure another User's custom call handling rules based on the Called Number, follow the steps below:

IMPORTANT: Custom Answering Rules are applied before the Business Hours and After Hours rules.


Step 1:

Log in as an Administrator to your RingCentral Online Account.

Step 2:

Click Users located on the right of Phone System.

Click the name of the user or extension where you want to add a forwarding number.
In this example, we will select Julie Smith.

User-added image

Step 3:

Click Call Handling & Forwarding.

User-added image

Step 3:

Click Advanced.

User-added image

Step 4:

Click Add Rule.

User-added image

Step 5: 

Enter the Name for the rule, and then select Called Number. Click Next.

User-added image

Step 6: 

The rule is activated when callers dial the selected number. Select those numbers you want to handle with this custom rule, and then click Next.

User-added image

Step 7: 

Click Next.

User-added image

NOTE: You can click User-added image to edit the rule conditions.



Step 8: 

You can choose from the following actions to determine how calls are handled based on the conditions that you've set for the User:

Forward Calls - Allows Users to forward calls to forwarding numbers simultaneously, or in sequential order. 
Take Messages Only - This option send callers directly to the User's voicemail.
Play Announcement Only - Plays a pre-recorded announcement and ends the call after the announcement is played.
Unconditional Forwarding - Bypasses RingCentral's call handling settings and allows the forwarding number to handle the call.
 

Forward Calls 


Step 1:

Select Forward Calls.

User-added image

Step 2:

Click Screening, Greeting and Hold Music, and configure to your preferred settings.

User-added image

Step 3:

Click Call Handling & Forwarding, and configure to your preferred settings.

User-added image

Step 4:

Click Messages, and configure to your preferred settings. Click Done.

User-added image

Back to Actions List
 

Take Messages Only

This option sends callers directly to the User's voicemail.


Step 1:

Select Take Messages Only.

User-added image

Step 2:

Click Voicemail Greeting to configure what callers will hear before they leave their voice message. You can keep the default settings, or you can customize by recording your greeting or uploading a pre-recorded audio file.

User-added image

Step 3:

Click Message Recipient to select the extension where the voicemail messages will be saved, and then click Done.

User-added image

User-added image

Back to Actions List
 

Play Announcement Only

Play a pre-recorded announcement and end the call afterwards.

User-added image

Back to Actions List
 

Unconditional Forwarding

Select if you want to forward the call to a different phone number without having to go through the User's greeting settings. This option is good when you want the call to go directly to the User's personal voicemail when the User does not pick-up. Enter the phone number on the field provided.

User-added image

Back to Actions List



See Also

Accessing the Advanced Call Handling feature
Call Handling & Forwarding Overview

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