This Tech Tip demonstrates how to build a basic Day, Night, and Weekends IntraMail Auto-Attendant.
Get Connected
This Tech Tip requires access to the phone system using NEC DSX System Administrator Software. To download the latest version of the DSX System Administrator or for instructions on how to connect your computer to the phone system, please read the following: How to Connect to the NEC DSX Phone System for Programming.
Example Overview
- This application is a basic Day and Night-Weekends auto attendant
- Days: (M-F 9am-5pm) Ring phones and overflow after default 5 rings to a day greeting
- Night-Weekends: (M-F 5pm-9am, all day Sat-Sun) Ring directly to the night-weekends greeting (no phones ring)
- Dialing Options: give callers option to call direct ext’s, or leaving a message at operator default ext 301
- Professional and be step above your competition
Programming Steps
Lines > Config
- Day Night-Weekends greeting app, (using schedules)
-Page Top: Line [1] Ext [101] (Do this for each phone line you have)
Tab > Options
>>Call Routing [3112]
-Options > Schedule [1] > IntraMail default mailbox [801]
Lines > Schedule
- Day Night-Weekends greeting app, (auto attendant)
Tab >Schedule 1
>>Schedule [3801]
-(Day) highlight Entry 1 > New button or double click
-Name [Day 801]
-Activation [Auto]
-Type [Days]
-select All Weekdays [x] or select your individual days [x]
-set Start and End Times
-Destination [IntraMail] > Mailbox [801]
-Save
-(Night-Weekends) highlight Entry 2 > New button or double click
-Name [Night 802]
-Activation [Auto]
-Type > [Always]
– Destination [IntraMail] > Mailbox [802]
-Save
Schedules should look like the screen shot below, after saving Day Night-Weekends settings
IntraMail > Routing Mailboxes
- Day greeting app, (overflow part-time auto attendant)
-Page Top: Routing Mailboxes [1] Ext [801]
Tab > Routing Mailboxes
>>Setup [4221]
-Mailbox Type [Routing]
-Name [Day 801]
>>Routing Options [4222]
-Dial Action Table [1]
-Dialing Timeout [2]
- Night-Weekends greeting app, (full-time auto attendant)
– Page Top: Routing Mailboxes [2] Ext [802]
Tab > Routing Mailboxes
>>Setup [4221]
-Mailbox Type [Routing]
-Name [Night 802]
>>Routing Options [4222]
-Dial Action Table [1]
-Dialing Timeout [2]
IntraMail > Dial Actions
- Day dial actions app, (caller dialing options)
-Page Top: Dial Action Table [1]
Tab > Dial Action Table
>>Digit Assignment [4231]
-Digit 3 Action [UTRF] > Routing [XXX] (this allows callers to dial direct ext’s starting with 3, i.e. 301, 302, etc
-Digit 0 Action [UTRF] > Routing [301] (this allows callers to ring and then leave a message in the operators 301 mailbox
-Digit T/O Action [UTRF] > Routing [301] (T/O = Time Out) this is what the auto attendant will do after the greeting fully plays. This allows callers to ring and then leave a message in the operators mailbox
All other digits depend on your app
Sample Auto-Attendant Scripts
Day Greeting Script: (routing mailbox 801)
Welcome, and thank you for calling (Company Name).
We apologize all our representatives are working with other customers/clients. If you know your partly direct extension number please enter it now. Otherwise Press 0 or remain on the line:
- To be transferred to the receptionist or operator
- For the next available representative
Thank you
The caller is transferred to x301, where it rings and then goes into x301 mailbox for the caller to leave a message.
Night Greeting Script: (routing mailbox 802)
Welcome, and thank you for calling (Company Name). We are currently closed. Our hours are M-F __am to __pm. If you know your partly direct extension number please enter it now. Otherwise Press 0 or remain on the line:
- To leave a message for our receptionist or operator
- To leave a message in our general delivery mailbox
Thank you
The caller is transferred to x301, where it rings and then goes into x301 mailbox for the caller to leave a message.
Recording Instructions
- From (default extension 301) press Vmail key on phone
- Wait for it to answer
- Dial SA (72) to reach the System Administrator options
- Dial I (4) to select the Instruction Menus option
- When prompted, enter 801 for the Day Mailbox Instruction Menu number
- L (5) Listen to the current Instruction Menu (if any)
- R (7) Record a new Instruction Menu
- Record message
- Now L (5) Listen to what you just recorded
- If it sounds good hang-up
- If not press R (7) Record again
- Repeat for 802 for the Night-Weekends Mailbox Instruction Menu number