Automatic Reception
This function automatically connects an external caller with the person they want to contact. The caller hears an announcement (e.g. "... If you would like to talk to the Sales team, press 1 ..."). If they then redial, they can call a specific internal subscriber, a group, a voice mailbox, a different automatic reception, or a subscriber whose number has been diverted to an external number. Depending on the configuration, the caller either redials using a DTMF suffix dialling digit of between 0 and 9 or by dialling the entire internal number.
A total of ten receptions can be set up. These can either be switched in parallel or in series. As a result, several automatic receptions can be operated in parallel, for example in multi-company operation or, if required, one main reception with a number of sub-receptions can be set up.
Calls are accepted in the automatic reception in the following way:
• A caller reaches the automatic reception (e.g. via the external call distribution function).
• The caller hears a greeting, which might also be repeated. They then have the option of selecting a call destination by dialling a DTMF suffix dialling digit. They can also redial during the announcement.
Note: The announcement is always played to the caller when their call is received. For this reason, the caller might hear the call tone for a few seconds before their call is accepted, for example, if several callers are listening to announcements at the same time. Note: Incoming VoIP calls can only be transferred over the automatic reception if the VoIP provider does not block DTMF code presentation. Note: If an external caller is transferred to the automatic reception by a query call from an internal phone, the person transferring them hears the announcement and can then select the destination themselves. After that, the caller is connected with the selected destination. If the person transferring the calls hangs up before selecting a destination, the caller hears the announcement and can select a destination themselves.• If the caller enters a valid number, the call destination will be called for a maximum of 120 seconds. The destination subscriber can answer the call during this time.
Note: When a call is transmitted via the automatic reception, it is the caller's phone number that is transferred (not the reception's number). Note: If the call is not answered within 120 seconds, the announcement if the destination is busy/does not reply is played. In this case, the call is then either ended, the default destination is called, or the caller is reconnected to the automatic reception they previously called (depending on the setting for the system "Reaction if the destination is busy or does not reply"). Note: If the destination number is busy, the call waiting function is enabled if this function is enabled for the destination subscriber. If the destination subscriber rejects call waiting, or if they have not enabled this function, the announcement if the destination is busy/does not reply is played. In this case, the call is then either ended, the default destination is called, or the caller is reconnected to the automatic reception they previously called (depending on the setting for the system "Reaction if the destination is busy or does not reply"). Note: If the caller dials an invalid number, the announcement if the destination is busy/does not reply is played. In this case, the call is then either ended, the default destination is called, or the caller is reconnected to the automatic reception they previously called (depending on the setting for the system "Reaction if the destination is busy or does not reply"). Note: If the caller does not dial a number, they are transferred to the announcements set for the default destination number. Note: The exchange line authorisations, call restrictors, call deblockers and do-not-disturb settings that apply to in-house call destinations are taken into account when the call is transferred.Proceed as follows to set up automatic reception:
• Manage and assign audio files for announcements.
-Using the Configuration Manager (on the pages that follow)
-Functions > Music on Hold and Announcements > File management
-Functions > Music on Hold and Announcements > File assignment > Automatic Receptions
-Using a character string on the internal phone (see Automatic Reception)
Note: Alternatively, you can use an announcement before answering file (longer).• Creating and configuring automatic receptions.
-Using the Configuration Manager (page Functions > Automatic Receptions)
• Setting up call distribution for automatic receptions.
-Using the Configuration Manager (page Public switched tel. networks > Call distribution)