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 ...") and if they then redial, they can call a specific internal user, a group, a voice mailbox, a different automatic reception, or a user 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.
Process
Calls are accepted in the automatic reception in the following way:
1.A caller reaches the automatic reception (e.g. via the external call distribution function).
2.The caller hears a greeting, which might also be repeated and they then have the option of selecting a call destination by using a single number or a phone number for DTMF suffix dialling. They can also redial during the announcement.
The following rules/restrictions apply:
−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.
−The user is given a maximum of 10 seconds in which to enter each digit. If this time period is exceeded, or an invalid phone number is dialled, the announcement is played when the destination is busy/does not reply and the caller will be automatically connected with the automatic reception they called previously.
−External calls can only be transferred over the automatic reception if the provider does not block DTMF code presentation.
−If an external caller is transferred to the automatic reception by a query call from an internal telephone, 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.
3.The call is transferred to the destination after a valid number is entered.
The following rules/restrictions apply:
−When a call is transmitted via the automatic reception, the caller's phone number is transferred (not the reception's number).
−If the call is not answered, 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 previously called (depending on the setting for the system "Reaction if the destination is busy or does not reply").
−If the destination number is busy, the call waiting function is enabled if this function is enabled for the destination. If not so or the destination rejects the call waiting call, 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 previously called (depending on the setting for the system "Reaction if the destination is busy or does not reply").
−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 previously called (depending on the setting for the system "Reaction if the destination is busy or does not reply").
−If the caller does not dial a number, they are transferred to the announcements set for the default destination number.
−The block- and allowlists and Do-not-Disturb settings that apply to in-house call destinations are taken into account when the call is transferred.
Further help under Block- and allowlistFurther help under Do-not-DisturbConfiguration
•Managing and assigning audio files for announcements.
−Functions > Music on Hold/announcements
Note: Additionally, announcements for announcements before answering can be used for automatic receptions.•Creating and configuring automatic receptions.
−Internal Devices > Automatic receptions
•Setting up call distribution for automatic receptions.
−Exchange lines > Exchange line routing > Exchange line routing incoming
Alternative function on an internal phone:
•Recording, listening to and deleting announcements.
Description of operation under Automatic receptionDescription of operation under Announcement before answering