Cisco UC320W Administration Manual page 36

In the office: A phone administrator replaces the default greeting with one that includes the company
name and announces special menu options: Thank you for calling Family Medical. Press 1 for our hours
and location. Press 2 to make an appointment. Press 3 for billing.
General Information and Options for AA Prompts
• There are recording slots for 20 prompts. For dual languages, there are two sets of 20 prompts.
Each prompt in the primary language set corresponds to a prompt in the secondary language
set: Prompt 1 corresponding to Prompt 21, Prompt 2 to 22, and so on.
• You can combine multiple prompts into a single prompt sequence for use in your AA menus.
• AA default prompts: The system includes four default prompts in the language that is selected
on the Region page. Prompt 1: If you know your party's extension, you may enter it now. Prompt
2: Your call has been forwarded. Prompt 3: Not a valid extension, please try again Prompt 4:
Goodbye
IMPORTANT: Prompt #2 will play when a Direct Extension Dial transfer is initiated. If you change this
prompt, record a message that is appropriate for that purpose.
Settings for AA Prompts
You can add prompts, edit the descriptions, and combine them into sequences. To record prompts, use
any IP phone to dial the Auto Attendant Prompt Recorder.
Note: The Prompt Number column displays the prompt number. If you chose a region that has dual
languages, such as English and French, there is one number for the primary language and one for the
secondary language. You use prompt numbers when recording and editing prompts with the AA Prompt
Recorder.
Auto Attendant Prompt Recorder Extension: Enter an extension number that users can dial to reach
the Auto Attendant Prompt Recorder.
Adding prompts:
• Prompt Name: Enter a description or the complete text of the prompt, for your reference.
• Prevent Barge In: Check this box to require the AA to play the full prompt or prompt sequence
before allowing the caller to make a selection. Leave the box unchecked to allow the caller to
make a selection without listening to the full prompt or prompt sequence. By default, barge in is
allowed.
• Create a Prompt: Click this button to add a new prompt to the list. Then type a description. To
record a prompt, use the Auto Attendant Prompts Recorder (see the information button on the
Prompts page).
• To remove a prompt from the list: Click the delete button (X) for the prompt that you want to
remove from the list. To delete a recording use the Auto Attendant Prompts Recorder. (For
detailed instructions, see the information button on the Prompts page.)
Combining prompts into sequences:
• Create a Prompt Sequence: Click this button to combine multiple prompts into a new prompt
sequence that can be selected more easily in an AA menu. You can include up to 10 prompts.
• Prompt Name: Type a name for the sequence.
• Prevent Barge In: Check this box to require the AA to play the full prompt sequence before
allowing the caller to make a selection. Leave the box unchecked to allow the caller to make a
selection without listening to the full prompt sequence. By default, barge in is allowed.
• Add prompt to sequence: Use the drop-down list to choose the first prompt to include in this
sequence. Repeat as needed to add each prompt in the desired order. To remove a prompt from
the sequence, click the delete button (X).
• To remove a prompt sequence from the list: Click the delete button (X) for the sequence that
you want to remove from the list. This action does not delete the prompt entries or the
recordings.
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