Omnia Admin: Voicemails | Scribe

    Omnia Admin: Voicemails

      alert ordinal icon
      **This document applies to the following user roles within Omnia:** - **Account Administrator** - **Partner Administrator**

      Accessing Voicemails

      1
      **Navigate to Voicemails**: - Go to the [**Admin Portal**](https://app.voxo.co/dashboard) and sign in. - Click the **Phone System** tab to expand it, then select **Voicemails**.
      **Navigate to Voicemails**: - Go to the [**Admin Portal**](https://app.voxo.co/dashboard) and sign in. - Click the **Phone System** tab to expand it, then select **Voicemails**.

      Voicemail Overview

      2
      **Voicemail List:** - You can view details for each mailbox, such as: - **Mailbox:** The number assigned to each voicemail box. - **Name:** The name of the user associated with the mailbox. - **PIN:** The Personal Identification Number for accessing voicemail. - **Email:** The email address where voicemail notifications are sent. - **Search and Export:** Use the **Search** and **Export** functions to find specific mailboxes or to export the list. - **Sort:** Click the sort icons next to column headers to arrange items in ascending or descending order.
      **Voicemail List:** - You can view details for each mailbox, such as: - **Mailbox:** The number assigned to each voicemail box. - **Name:** The name of the user associated with the mailbox. - **PIN:** The Personal Identification Number for accessing voicemail. - **Email:** The email address where voicemail notifications are sent. - **Search and Export:** Use the **Search** and **Export** functions to find specific mailboxes or to export the list. - **Sort:** Click the sort icons next to column headers to arrange items in ascending or descending order.

      Creating a Voicemail

      3
      **Create a Voicemail**: - Click **Add New**.
      alert ordinal icon
      When you add a new extension, a voicemail is automatically created unless you modify the **Never Miss a Call - Additional Destinations** settings to route to a specific destination such as a call group if busy, offline, or unanswered. If a voicemail is not automatically created due to these changes, go to **Voicemails** to create one manually.
      4
      **Enable email delivery and storing voicemails**: - **Enable Email Delivery**: Check this option to have voicemails delivered to an email address. Uncheck it if you do not want this feature. - **Enable Storing Voicemails**: Check this box to store voicemails after successful email delivery, allowing admins and users to manage them in Omnia. If left unchecked, voicemails will not be stored for management.
      **Enable email delivery and storing voicemails**: - **Enable Email Delivery**: Check this option to have voicemails delivered to an email address. Uncheck it if you do not want this feature. - **Enable Storing Voicemails**: Check this box to store voicemails after successful email delivery, allowing admins and users to manage them in Omnia. If left unchecked, voicemails will not be stored for management.
      5
      **Enter Details**: - **Full Name**: Enter the full name associated with the voicemail. - **Mailbox Number**: Assign a unique mailbox number. - **Email**: Provide an email address for email delivery (if enabled). - **PIN**: Set a PIN for accessing the voicemail.
      **Enter Details**: - **Full Name**: Enter the full name associated with the voicemail. - **Mailbox Number**: Assign a unique mailbox number. - **Email**: Provide an email address for email delivery (if enabled). - **PIN**: Set a PIN for accessing the voicemail.
      6
      **Virtual Receptionist Settings**: - **Allow IVR Options**: Check this box to enable IVR options. - **Select IVR**: Choose the [**IVR**](https://scribehow.com/shared/Omnia_Admin_Virtual_Receptionists__0zu-MuY_TbSnbNKkwRzptw?referrer=documents) to be used. **If the Operator is Dialed**: - **Destination Type**: Select the type of destination. - **Select Destination**: Choose the specific destination. The operator can be dialed by pressing the 0 key.
      **Virtual Receptionist Settings**: - **Allow IVR Options**: Check this box to enable IVR options. - **Select IVR**: Choose the [**IVR**](https://scribehow.com/shared/Omnia_Admin_Virtual_Receptionists__0zu-MuY_TbSnbNKkwRzptw?referrer=documents) to be used. **If the Operator is Dialed**: - **Destination Type**: Select the type of destination. - **Select Destination**: Choose the specific destination. The operator can be dialed by pressing the 0 key.
      7
      **Save the Voicemail**: - Click **Create**, then **Yes** to confirm and save.
      **Save the Voicemail**: - Click **Create**, then **Yes** to confirm and save.

      Viewing and Editing Voicemails

      8
      **Edit Voicemails**: - Click on the **Voicemail** you want to edit or click the **Edit** button next to it. - Modify items such as the PIN and timezone. - Record, upload, or assign existing greeting messages. - Manage, listen to, download, and delete voicemails.
      **Edit Voicemails**: - Click on the **Voicemail** you want to edit or click the **Edit** button next to it. - Modify items such as the PIN and timezone. - Record, upload, or assign existing greeting messages. - Manage, listen to, download, and delete voicemails.

      Configuring Voicemail Greetings

      9
      **Configure Voicemail Greetings**: - Click **Greetings**. - **Greeting Types**: - **Name Greeting**: Identifies your extension. - **Unavailable Greeting**: Plays when you do not answer. - **Busy Greeting**: Plays when you are on the phone. - **Out of Office Greeting**: Overrides your unavailable and busy greetings. - Choose from existing media files, record, or upload new files for each greeting type.
      **Configure Voicemail Greetings**: - Click **Greetings**. - **Greeting Types**: - **Name Greeting**: Identifies your extension. - **Unavailable Greeting**: Plays when you do not answer. - **Busy Greeting**: Plays when you are on the phone. - **Out of Office Greeting**: Overrides your unavailable and busy greetings. - Choose from existing media files, record, or upload new files for each greeting type.
      10
      **Select Greeting from Media File**: - Click **From media file**. - Click the **Select a greeting** dropdown and pick from an existing [**media file**](https://scribehow.com/shared/Omnia_Admin_Media_Files__LxLyMgU7SBqju9ex6tTRBg?referrer=documents). - **Playback**: Click to play the media file. - **Download Greeting**: Click to download. - **Save as current**: Click to save the selected media file as your new greeting. - **Remove greeting**: Once saved, click to delete the media file. Click **Yes** to confirm.
      **Select Greeting from Media File**: - Click **From media file**. - Click the **Select a greeting** dropdown and pick from an existing [**media file**](https://scribehow.com/shared/Omnia_Admin_Media_Files__LxLyMgU7SBqju9ex6tTRBg?referrer=documents). - **Playback**: Click to play the media file. - **Download Greeting**: Click to download. - **Save as current**: Click to save the selected media file as your new greeting. - **Remove greeting**: Once saved, click to delete the media file. Click **Yes** to confirm.
      11
      **Select Greeting - Record or Upload**: - Click **Record or Upload.**
      12
      **Record or Upload**: - **Press and Hold To Record:** Click and hold to record a message. - **Upload File**: Click to add an existing audio file. - **Playback**: Click to play the media file. - **Cancel Changes**: Click to revert to previous settings. - **Save as current:** Click to save the recorded or uploaded file. - **Remove greeting:** Once saved, click to delete the media file. Click **Yes** to confirm.
      **Record or Upload**: - **Press and Hold To Record:** Click and hold to record a message. - **Upload File**: Click to add an existing audio file. - **Playback**: Click to play the media file. - **Cancel Changes**: Click to revert to previous settings. - **Save as current:** Click to save the recorded or uploaded file. - **Remove greeting:** Once saved, click to delete the media file. Click **Yes** to confirm.
      13
      **Save Changes**: - Once you have finished making your edits, click **Save.** - Click **Yes** to confirm.
      **Save Changes**: - Once you have finished making your edits, click **Save.** - Click **Yes** to confirm.