Avaya IPO Holiday Greeting Setup – Embedded Voicemail

Set the Group No Answer Time to 1 Second.

Note: If you are requiring different greetings to play on different holiday dates that are close together, it might be worthwhile to create separate holiday group for each. Example Christmas and New Years. This will prevent the need to update the greeting between the two holiday dates.

Create a Shortcode to access the Holiday group voicemail to record a greeting

(When accessing via the shortcode enter the voicemail code if prompted, then press 3, then follow the prompts to record (2) stop (2) and save (3) the greeting. 

If you want the Holiday greeting to loop and not allow the caller to leave a voicemail, then press 4 to save on a loop instead of 3 to save the greeting.

Create a Time Profile (name differently to the Group)

Select Add Date, double click the date. Then set the Start and End Time.

These are the dates we want the calls to route to the Holiday group and play the Holiday greeting.

In the example below we are going to close at 5pm on Friday 22nd December.

Re-open Wednesday 27th December through to Friday 29th December (8:30am to 5pm)

Then closed again Saturday 30th December through to Tuesday 2nd January at 8:30am

In the Incoming Call Route, select Destinations.

On any incoming number you require the Holiday greeting to play.

Set the Time Profile created and the Destination as the Holiday group.

Calls inbound to this number will check from the bottom first.

An incoming call will check the Time Profile, if it matches the dates/times assigned to the Time Profile it will route the call to the Holiday group, the caller will hear a couple of rings, then the Holiday group greeting and can then leave a voicemail.

If the dates/times are not matched, the call will follow the Default Value destination and route to the Main group.

In the User(s) who need to be notified of the Holiday group voicemail left.

In the Source Numbers, create an entry HXXX (where XXX represents the Holiday group extension number, in our example H291).

If you require the caller to hear the Holiday greeting once, then be disconnected.

Do not create a Holiday group, a Shortcode or Update the User Source Number.

Instead create an Auto Attendant.

A default Shortcode is created for you to record the Menu Options (in our example *8406).

Dial this Shortcode and follow the prompts to record and save the greeting on the AA.

In the Incoming Call Route, select Destinations.

On any incoming number you require the Holiday greeting to play.

Set the Time Profile created and the Destination as the Holiday Auto Attendant.

NOTE: if the Destination on the drop-down list displays AA:06 HolidayGreeting

Change this to AA:HolidayGreeting

Calls inbound to this number will check from the bottom first.

An incoming call will check the Time Profile, if it matches the dates/times assigned to the Time Profile it will route the call to the Holiday Auto Attendant, the caller will hear the Holiday Auto Attendant greeting and then be disconnected.

If the dates/times are not matched, the call will follow the Default Value destination and route to the Main group.

If you need to use a Professionally Recorded File as the greeting, once the above has been setup, follow the instructions on the article Avaya IPO Upload Greeting Files to Embedded Voicemail to upload the greeting file for the group or Auto Attendant.

NOTE: This Holiday group or Holiday AA can be left in place for future dates. All that will need to be updated is the dates/times in the Time Profile and the greeting.

If you would prefer to use a button to manually activate/de-activate the Holiday greeting (rather than a Time Profile). Do not create the Time Profile.

If using the Holiday group, you will need to create a Short Code to leave voicemails on the Holiday group. In this example “#291” is the Telephone Number (291 is our Holiday group extension number)

In the Main group, set the Out Of Service Destination as the new Short Code

In the User Button Programming.

Create a Set HuntGroup Out of Service with the Action Data as the Main group.

When the button is pressed the light will show green to indicate the Main group is in Out of Service mode, calls inbound will route to the Out of Service Destination, which is the Short Code which routes the calls to the Holiday group where the caller can leave a voicemail.

If using a Holiday Auto Attendant and not a Holiday group.

In the Main group, set the Out Of Service Destination as AA:HolidayGreeting