Group Voicemail
Voicemail can be added to a Group’s call flow to allow messages to be left. The Voicemail block includes a standard message, which can be changed via the desk phone or by adding a new prompt
When a message is left, Surgery Connect will send an email to the User. Messages can be listened to via this email (an audio file will be attached if not blocked by the NHS firewall). Voicemails can also be accessed via the Phonebar, the User Console and any Deskphone
This guide will take you through everything you need to know about the Group Voicemail block and how to manage it:
For more information on configuring and using Voicemail, see our collection of Help Centre guides here
Step by step guide
Adding a Group Voicemail Block
You can add voicemail to any group on any call flow
To load the call flow you want to add the group voicemail to, navigate to X-flow and Load
Locate the call flow you wish to load either by using the Search box or by scrolling through the list
Click Load
Drag and drop the Group Voicemail icon onto the workspace
Select the required Group from the list in the pop up window, Use the Scroll bar on the right to move through the list
Click Add
You now need to delete the prompt attached to the timeout/fail option - select the connecting arrows, prompt and hang up and delete them
Connect the Group timeout/fail to the Group Voicemail
Auto Arrange the Call Flow
Deploy the call flow to activate the voicemail feature
Customising the Group Voicemail
Recording a voicemail message
Call the number on the Voicemail Notification email - when asked you will need to input the Service ID and User ID (also in the email)
Enter your voicemail pin - for more information on these see our Voicemail Pin guide
You will be given the option to re-record your message once you have saved this, that is the message that will be played to any caller
Adding prompts - via X-flow
Once you have added voicemail to a User, you can add an information prompt before the standard voicemail message. This can be to add clinical safety information, or opening times of specific groups for example
For more information on configuring voicemail, see our Help Guide here
Group with voicemail
Group with voicemail and information prompt
Group Voicemail configuration through the Configuration Console
Log in to Surgery Connect - sso.x-onweb.com - with your NHS email address and Surgery Connect password
Select the Configuration Console
Supervisors can use the Configuration Console to change the standard configuration of Groups, Extensions and Voicemail, and to edit Users, Calendars and the Directory
To the left hand side you will see the menu. For User Voicemail select Users, and for Group voicemail select Groups
Once you have selected Groups from the Menu the Group list will display
Locate a User either by using the Name Search box or by scrolling through the Users page
Click the pen icon on the required Group to view and edit the profile. This will open up all of the standard configurations you can change for that specific group
Navigate to the Voicemail tab
To activate Voicemail for that Group you must change the Voicemail max messages from 0
Change the Voicemail options setting as required
You can notify every logged in user for the group, a group administrator only, or choose not to notify anybody
In order to choose Notify group administrator only you will need to set an administrator for your Group. This can be a certain User, or you can create a dummy User so that the notification is sent to a group email
To set your Group administrator navigate to the General tab
Select your administrator from the drop down
Once you are happy with your setting and that you have activated the voicemail for this group click Save
You will see the success notification at the top of the screen
Save and Deploy
You must save the changes you have made to your call flow
Click Save
Any changes you have made to your Group Voicemail Bloc or Prompt Block will be saved
At the top of your call flow you will now see the undeployed version warning
If you are happy with your call flow - Deploy your call flow to make it live
