15 Shared Voicemail

How to access call group voicemail in some instances, extensions or groups within your company may share a voicemail box. An example would be a voicemail assigned to the main company telephone number, the Virtual Receptionist, the Ring Group, or the Call Queue. There are various ways a shared voicemail box can be used. Here are some examples:

Example A: In this example, there is one companywide voicemail box accessed when a caller calls the main number, reaches the Virtual Receptionist/Auto Attendant, and Presses 5 to leave a message OR if either group (Sales or IT) does not answer.

Creating a Shared Voicemail

• In the PortSIP PBX Web Portal, select Call Manager > Advanced Services > Shared Voicemail and click the Add button

• Now enter the below fields:

  • Extension Number – This number identifies the shared voicemail from other extensions, also known as the Shared Voicemail Number. Specify a new one as needed. Do not specify an existing extension number

  • Display Name – Enter a friendly name for the shared voicemail

  • Prompt Language – Select the prompt language

  • Pin Number – Set a voicemail box password

  • Email – Set an email used to receive the notifications

  • Voicemail PIN Authentication - If this option is turned on, the PBX will verify the voicemail box PIN when the user accesses this shared voicemail box

  • Send email when receiving a voicemail - Set email notifications to send or not when having a new voice message

Redirect Call to Shared Voicemail

For the below scenarios, we can redirect the call to a shared voicemail.

Call Queue

Redirect the unanswered queue call to a shared voicemail.

Ring Group

Redirect the unanswered ring group call to a shared voicemail.

Virtual Receptionist

Redirect the unanswered virtual receptionist call to a shared voicemail.

Extension

Redirect the call to a shared voicemail.

Inbound Rule

Redirect the inbound call to a shared voicemail.

How to Access Shared Voicemail

To access shared voicemail from an IP phone, app:

From any IP phone or client APP, dial *56 followed by the shared voicemail number. At the greeting, press the key to enter the voicemail PIN.

To access shared voicemail from the PBX Web Portal:

In the PortSIP PBX Web Portal, select Call Manager > Advanced Services > Shared Voicemail, double click a shared voicemail, select a shared voicemail then click the Edit button, and click the Voicemail page.

In the voicemails list, you can download, play, or delete the voicemails.