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.

sharedVoicemailBoxes_access

General Tab

Extension

Extension Number

Three to six digit number that identifies the shared voicemail box and makes it dialable.

Name

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.

Options

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
Sends virtual faxes to the designated email address.

Associated Extensions

Extensions

Lists all extensions configured with the Shared Voicemail Box. Click on the extension name to go to its settings.

sharedVoicemailBoxes_GeneralTab

Voicemail Tab

General Options

Time Zone

Defines the time zone for voicemail time stamps (default is PBX Default).

Message Review

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.

Notification Options

Email Notifications

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.

WAV49
Smaller file size (default, recommended).

WAV
Larger file size, more compatible with mobile devices.

Email Address

Defines recipient of email notifications.

Note: Email notifications can only be delivered to a single email address.

Use assigned user’s email
Sends email notifications to the address on Jive’s system.

Use another address
Sends email notifications to an alternate address.

Tip: Using a specially formatted email address defined by cellphone carriers, email notifications can be sent via text message (SMS).

Outgoing Message Options

Busy Message

This alternate greeting can be recorded for system admins to use in a dial plan.

Unavailable Message

This is the default and most common greeting used for a voicemail box.

Temporary Message

When recorded, this message overrides any other voicemail greetings. In order to remove a temporary message it must be deleted.

Tips: 

  • Click play_blackicon to play uploaded file. 
  • Click trash_admin to delete uploaded file (this does not delete a recorded name).
  • Click  upload_file to upload a .wav or .mp3 file. Select a Normalization Level to ensure consistent volume levels.
    Supported File Types
    File sizes should not exceed 150 MB.

    • .wav
    • .ulaw
    • .g722
    • .mp3
  • 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).

[CHANGE PASSWORD]

Click and enter a new password of at least four digits to access the shared voicemail box’s voicemail.

sharedVoicemailBoxes_VoicemailAccessTab

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