The Voicemail tab contains all settings for the voicemail function of an extension. Here you enable or disable voicemail, configure PIN protection, email notifications, and individual greeting messages for each presence status.
Access the Voicemail Tab
- Log in to the Cloud PBX administration portal.
- Navigate to Extension and Trunk > Extension.
- Click the edit icon next to the desired extension.
- Select the Voicemail tab.
Voicemail Settings
Configure the basic voicemail options for this extension:
Enable Voicemail
The Enable Voicemail toggle at the top enables or disables the voicemail function for this extension. When disabled, callers cannot leave voice messages and all subsequent settings are unavailable.
PIN and Authentication
| Field | Description |
|---|---|
| Voicemail PIN Authentication * | Determines whether a PIN is required to listen to voicemail messages. Options: Enabled (PIN required) or Disabled (no PIN required). |
| Voicemail Access PIN * | The PIN the user must enter to listen to their voicemail messages. Use the icon to show or change the PIN. |
Notifications
| Field | Description |
|---|---|
| New Voicemail Notification * | Determines how the user is notified about new voicemail messages. Options: Send email notifications with attachment (audio file attached), Send email notifications (notification only, no attachment), or None. |
| After Notification * | Action after sending the email notification. Options: Do Nothing (message remains in voicemail), Mark as Read, or Delete (delete message after sending). |
| Send to * | Recipient of the voicemail notification. Options: User Email (the email address configured in the User tab) or a custom email address. |
Additional Options
| Option | Description |
|---|---|
| Do not allow voicemail messages | When enabled, the voicemail greeting is played but the caller cannot leave a message. Useful when the greeting should serve as an informational announcement only. |
| Play date and time | When enabled, the date and time of the message is announced when listening to a voicemail message. |
| Play caller ID | When enabled, the caller's phone number is announced when listening to the message. |
| Play message duration | When enabled, the length of the voice message is announced before playback. |
Voicemail Greeting
In this section, you can configure individual voicemail greetings — both a default greeting and status-specific greetings for each presence status:
| Field | Description |
|---|---|
| Default Greeting | The default voicemail greeting played when no status-specific greeting is configured. [Follow System] uses the system greeting. |
| Available | Greeting played when the status is "Available". |
| Away | Greeting played when the status is "Away". |
| Business Trip | Greeting played when the status is "Business Trip". |
| Do Not Disturb | Greeting played when the status is "Do Not Disturb". |
| Lunch Break | Greeting played when the status is "Lunch Break". |
| Off Work | Greeting played when the status is "Off Work". |
Tip: Status-specific greetings take priority over the default greeting. If [None] is selected for the active presence status, the default greeting is used. This allows you to play a special announcement when on a business trip, for example, while all other statuses use the default greeting.
Greeting Management
Click the Greeting Management link (top right in the Voicemail Greeting section) to open a dialog where you can create and manage custom greeting messages:
The dialog offers two tabs:
| Tab | Description |
|---|---|
| Greeting Management | Displays all existing greeting messages with audio file name, type, and text. Here you can play back, edit, or delete existing greetings. |
| Record a New Greeting | Create a new greeting message. |
Two methods are available for creating a new greeting:
- Upload: Upload an existing audio file (e.g., WAV or MP3).
- Text-to-Speech: Enter text that the system automatically converts into a voice announcement.
Note: Created greetings appear in the Greeting Management table and are then available for selection in the Voicemail Greeting dropdown menus.
Important Notes
- PIN security: The voicemail PIN protects voice messages from unauthorized access. Share the PIN only with the respective user and avoid simple combinations like "0000" or "1234".
- Email notifications: For email notifications to work, a valid email address must be configured in the User tab and the PBX email settings must be correctly configured (under System > Email Settings).
- Delete after notification: If you select "Delete" as the action after notification, the voicemail message is permanently deleted after the email is sent. Ensure email delivery works reliably before enabling this option.
- Do not allow messages: The "Do not allow voicemail messages" option is useful for informational announcements (e.g., business hours) but prevents callers from leaving messages.
- Text-to-Speech: The quality of Text-to-Speech greetings depends on the selected language and voice. Test the generated announcement before using it in production.
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