Shared Voicemail Boxes Overview
Shared voicemail boxes are standalone extensions designated for voicemail purposes only. They are generally used for departmental voicemails, such as Support or Billing, and are monitored by designated individuals. Callers are routed to a shared voicemail box through a dial plan or by assigning an alternate mailbox to a line or ring group.
Tip: To access a shared voicemail box, dial *98 followed by the shared voicemail box extension number.
Shared Voicemail Box Settings
To access the settings for a shared voicemail box, click Shared Voicemail Boxes in the left sidebar and then click the shared voicemail box you would like to configure.
Three to six digit number that identifies the shared voicemail box and makes it dialable.
Name by which the shared voicemail box is identified.
|Omit from Directory||
Removes the shared voicemail box from all dial by name directories.
Note: This setting only omits the extension from your dial by name directories. It does not omit the extension from directories found in the end user portal, Jive Mobile, etc. or prevent the extension from being dialed from an auto attendant (allow extension dialing).
|Omit from Auto Attendant Extension Dialing||
Removes the shared voicemail box from auto attendant extension dialing.
Note: This setting only omits the extension from being dialed within an auto attendant. It does not omit the extension from directories found in the end user portal, Jive Mobile, etc. or prevent the extension from being searched within a dial by name directory.
|Intercept Incoming Faxes||
Enables the shared voicemail box to receive virtual faxes to a specified email address.
Note: To receive faxes, a phone number must be directed to the shared voicemail box.
Send Faxes to
Lists all extensions configured with the Shared Voicemail Box. Click on the extension name to go to its settings.
Defines the time zone for voicemail time stamps (default is PBX Default).
Allows the caller listen to their message and optionally re-record.
Note: Enabling this setting does not automatically prompt callers to press # after recording their voicemail. Users will need to include these instructions in their voicemail greeting.
|Escape to Operator||
Allows a caller to press 0 (zero) to be transferred to a specified extension, rather than leaving a message.
Note: Enabling this setting does not automatically prompt callers to press 0 (zero) to escape to another extension. Users will need to include these instructions in their voicemail greeting.
Message Retrieval Options
|Say Message Timestamp||
System says the time the message was left before playing the message.
|Say Caller ID||
System says the caller’s phone number before playing the message.
|Say Message Duration If Longer Than||
System says the duration of the message if it is longer than the specified threshold.
Enables email notifications when a voicemail is received.
|Attach Voicemail Message||
Attaches voicemail audio file to email notifications.
|Delete Message After Sending||
Deletes voicemail from Jive’s system after sending an email notification.
WARNING: Checking this box will prevent voicemail management from your phone or the portal. Deletion is permanent; we cannot retrieve deleted messages.
|Voicemail Attachment Format||
Defines audio file format for voicemail attachments.
Defines recipient of email notifications.
Note: Email notifications can only be delivered to a single email address.
Use assigned user’s email
Use another address
Tip: Using a specially formatted email address defined by cellphone carriers, email notifications can be sent via text message (SMS).
Outgoing Message Options
This alternate greeting can be recorded for system admins to use in a dial plan.
This is the default and most common greeting used for a voicemail box.
When recorded, this message overrides any other voicemail greetings. In order to remove a temporary message it must be deleted.
- Click to play uploaded file.
- Click to delete uploaded file (this does not delete a recorded name).
- Click to upload a .wav or .mp3 file.
Note: As of 4/6/17, uploaded audio files will be normalized to ensure consistent volume levels. Previous uploads are not affected and will need to be re-uploaded to have their volume matched.
- Click to record a new sound clip.
Voicemail Access Tab
Voicemail Box Password
Note: These settings are different if the PBX permissions are set to use ACLs for voicemail (very uncommon).
Click and enter a new password of at least four digits to access the shared voicemail box’s voicemail.
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