IP Office Embedded Auto Attendant Dial by Name is a convenient feature that allows users to quickly connect with the right person or department. It's a game-changer for busy offices.
This feature is especially useful for offices with multiple extensions and a large number of employees. It saves time and reduces frustration for callers who need to reach a specific person.
The auto attendant dial by name feature is easy to set up and customize. It can be programmed to recognize and direct calls to specific extensions based on the caller's input.
With IP Office Embedded Auto Attendant Dial by Name, callers can simply dial the name of the person they're trying to reach, and the system will automatically connect them.
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Dial by Name
Dial by Name is a feature that allows callers to search for a specific user by name. It's usually received in cases where the originator can't find a specific user name during a Dial by Name search, even when the name is not repeated in the organization.
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This is often due to a mismatch between the caller ID name and the user's details name. For example, an account name might be Daniel Mendes, but the caller ID name is Jane Doe. In this scenario, the user was introduced during the Auto Attendant call, but there was no one found for a Daniel, even though he's the only one in the organization.
To resolve this issue, administrators should confirm that the account name matches with the caller ID name. This ensures that any originator can find a user.
Dial by Name can be added to any Auto Attendant, and the users allowed to be found via dial by name are controlled by who is added to the dial by name option in the AA programming.
The Dial by Name Play Type defines how matches to the characters dialed when spelling a name are played to callers. There are two options: Extension Play and Short Dial Play.
Extension Play gives the caller the extension number to dial (plus #), and if there are multiple matches based on the character selected to spell, they will be listed alphabetically.
Short Dial Play also gives the caller the matches in alphabetical order, so "for person A, press 1 (plus #), for person B, press 2 (plus #), this keeps the caller from knowing the user extension if you want to keep that hidden.
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The default canned spell by name prompt is available, but you can record your own. If you choose to record your own, the prompt says "To dial by name, press the digits associated with the letters of the first or last name and press # when finished. To return to the previous menu, press star"
To add Dial by Name to an Auto Attendant, you need to follow these steps:
- Click on Call Manager, Auto Attendant, then Service Number (assuming your basic AA has been built), click Modify and select the option for Use Dial By Name.
- Next, click Change at the bottom of the screen to select the members of the spell by name option.
- Scroll through your users and check each user to be able to be found in the spell by name feature.
- Clicking the top box will check all users and you can uncheck those who you don’t want to a part of spell by name if that number is lower.
The Dial-By-Name Directory can be used by callers to search for a specific user by name. When a caller selects the option for the Dial-By-Name Directory from the Auto Attendant, they will hear the following message: “Welcome to the company directory. Please dial the first three digits of the last name of the person you wish to reach.”
The caller will attempt to use their dial pad to enter in the name of the person they are trying to reach. If the caller would like to try another search, they will hear the message “To enter another name, dial 9”. If they press 9, the caller will be prompted to enter 3 digits again.
Auto Attendant
An Auto Attendant is a system that directs callers to the right person or department based on their input to the menu options. It can be configured to route calls to specific people, call queues, or voicemail.
Callers can interact with the Auto Attendant using voice commands or the phone keypad. They can also search the organization's directory by name or extension number.
The Auto Attendant can be configured to allow callers to talk to a specific person in the organization who can help them, known as the operator. The operator feature is designed to provide assistance to callers.
Here are some key features of an Auto Attendant:
- A greeting message can be provided to callers.
- Automated holiday greetings and hours can be configured.
- Voice and dial key menu options can be set up for callers to reach different destinations.
- An automated after-hours call flow can be established.
The Dial-By-Name Directory is a destination option that can be selected on an Auto Attendant. It allows callers to search for a user by name.
Administrators can assign the Dial by Name function to a keypad number in an Auto Attendant, making it easier for callers to find the user they are looking for. This feature is particularly useful for monitored lines.
User Settings
To set up the Dial-By-Name Directory, you'll need to confirm the first and last name of each user. This information is crucial for the system to recognize and direct calls correctly.
To ensure that a user's name is announced to the caller, you'll need to check the 'Announce in Audio Directory' option. This option can also be found and edited by each user under their profile settings.
You'll also need to confirm or edit the 'Recorded Name', which is the name that will be played to the caller to identify the destination. This option can be configured under the Voicemail options for each user.
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Here are the key steps to confirm user settings for the Dial-By-Name Directory:
- Confirm the first name and last name of each user.
- Check the 'Announce in Audio Directory' option for each user.
- Confirm or edit the 'Recorded Name' under the Voicemail options.
By following these simple steps, you'll be able to set up the Dial-By-Name Directory and ensure that calls are directed to the correct users.
Directory
The Directory feature of the IP Office Embedded Auto Attendant Dial-By-Name allows callers to quickly find the person they're looking for.
To use the Dial-By-Name Directory, callers will hear a welcome message that asks them to dial the first three digits of the last name of the person they want to reach.
The caller will then attempt to enter the name using their dial pad.
If the caller wants to try another search, they'll hear a message asking them to dial 9 to enter another name.
Here are the steps to follow:
- Dial the first three digits of the last name of the person you wish to reach.
- Press 9 to enter another name if you'd like to try again.
Voicemail
Voicemail offers advanced facilities, including an easy-to-use configuration tool called the Voicemail Pro Manager.
This tool allows network managers to construct an interactive system based on DTMF telephone key entry, perfect for building an Auto-Attendant system that suits a company's operations.
Voicemail Pro can be used to build an Auto-Attendant that prompts callers to enter a specific key, such as "1 for sales" or "2 for support", allowing them to be transferred to the appropriate department without operator intervention.
A list of personnel and their extension numbers can also be listed, allowing the caller to directly access the person they want.
For larger companies, Voicemail Pro can display department numbers first, followed by the list of employee extensions within the department.
This feature is ideal for companies that have switched from a central operator system to Direct Dialing In (DDI/DID), allowing callers to learn the required extension number and dial it directly in the future.
Voicemail Pro can also be used to prompt callers to select their language, such as "Dial 1 for English, 2 for German, 3 for French, …".
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