Specifications

You can create multiple digital receptionists and link them to a particular line. To create a digital
receptionist:
1. In the 3CX Phone System Management Console menu, select "Digital Receptionist" >
“AddDigitalReceptionist”.
2. Specifyanameandvirtualextensionnumberforthedigitalreceptionist.
3. Nowclickonthe“Record”buttonandenteryourextensionnumber.Youwillbecalledso
that you can record the prompt. The file will be copied into the
%allusersprofile%\3CX\Data\Ivr\PromptsorC:\ProgramData\3CX\Data\Ivr\Promptsdirectory
dependingonyourOS.Alternativelyclickonthebrowsebuttonandspecifyafilethatyou
previously recorded. You must save the file in WAV format in PCM, 8 kHz, 16 bit, Mono
format.(InWindowsSoundRecorderyoumustusethe“SaveAs”optiontosavethisformat)
DonotuseMP3format.
4. Specify the menu options. Select the appropriate key, and then select from the available
actions. Then specify the extension number or virtual extension number (virtual extension
numberinthecaseofRingGroup,CallQueueortoanotherDigitalreceptionist)
5. Thelastoption,Timeout,allowsyoutospecifyhowlongthesystemshouldwaitforaninput.
Ifitreceivesnoinput,itwillautomaticallyperformthisaction.Thisishandyforcallerswho
didnotunderstandthemenuorwhodonothaveaDTMFcapablephone.Whenready,click
“OK”tosavethedigitalreceptionist.
AllowingCallerstoDialaKnownExtensionDirectly
Whilstadigitalreceptionistpromptisplaying,acallercanentertheextensionnumberdirectlytobe
connected to an extension immediately. This allows callers who know their party’s extension to
avoidgoingthroughareceptionist.Thisoptionisenabledbydefault.Ifyouwishtomakeuseofthis
featuresimplyinstructyourcallersbyexplainingthisinthevoiceprompt.Forexample:“Welcometo
CompanyXYZ.Forsalespress1.Forsupportpress2.Ifyouknowyourparty'sextensionnumber,
youmayenteritnow”
CallbyName
Using a Digital Receptionist, you can also direct callers to the call by name function. This allows
themtofindthepersontheywishtospeaktobyenteringthefirstlettersoftheperson’slastname
onthephonedialpad.Thecallbynamefunctionrequires:
1. Aselfidentificationmessagefortheuser.Userswithoutaselfidentificationmessagearenot
accessibleviathecallbynamefeature.
2.

UsercannothavealastnamewithUnicodecharacters.
3. TheCallbynamemenufeaturemustbemadeavailablefromaDigitalReceptionistasone
ofthemenuoptions.
SelfIdentificationMessage
Torecordyourselfidentificationmessage:
1. Gotoyourvoicemailmenu(Default999).
2. EnteryourvoicemailPINnumber.
3. Gototheoptionsmenu(‘9’key).
4. Press‘5’keytorecordtheselfIDmessage.
5. Recordyournameonly,i.e.“SarahJones”.
HowitWorks
TheCallbynamefeatureusesthelastnameoftheuserandcomparesitwiththeinput(thathas