Voicemail Reference Guide

The Cloudli voicemail service answers your calls when you are not able to and takes messages that it stores and delivers to you.

In addition, the Cloudli voicemail system can:

• Notify you of new messages
• Transcribe your voice messages and send both transcription and audio to you by email
• Let you record a temporary greeting and set its expiry date
• Let you retrieve your messages by telephone and you can access it from any phone
• Accept fax messages which it delivers by email as PDF attachments (per page charges may apply)

The remainder of this document provides additional details and should serve as a useful reference covering various Cloudli voicemail service features and capabilities.

Forward my messages by email

When this function is activated on your user account via the portal, a copy of each message will be sent to the email address provided. Each email will contain the received message as an attachment. Voice messages are delivered as audio files that you can listen to at your convenience. Fax messages are delivered as PDF attachments. Like any email, these messages can be saved permanently, organized or deleted.

Transcription of voice messages

In addition to the transfer of voice messages to your email address, the Cloudli voicemail service also allows you to request a text transcript of your voice messages. This transcript, if requested, will be visible in the body of the email.

Message Waiting Indication (MWI)

When you receive a new message, the system will send a message waiting indication to your telephone. The indication may be in visual form (either a fixed or flashing light or a message on the display of the phone) or audible (a stutter tone for example), depending on the type of device you use.

You may disable MWI via the Messaging menu of the online user account portal.

Temporary greeting and expiry date

The Cloudli voicemail service allows you to record a temporary greeting in addition to your regular greeting. This temporary greeting will be played to your callers instead of your regular greeting until it is deactivated. You can change your temporary greeting any time or you can simply deactivate it or reactivate it as often as you like. You can also set an expiration date to automatically deactivate it.

Note: Management of greetings is done via the telephone user interface.

Accessing your mailbox

You can access your mailbox from your Cloudli line or from any other touchtone phone.

Initializing your mailbox

The first time you access your mailbox, the system will ask you for your temporary password and will guide you in the initial configuration of your mailbox.

Note: The temporary password of a new mailbox is 12345.

This initial configuration of a new mailbox consists of choosing a new password, recording your spoken name and your greeting.

A few tips:

(1) For security reasons, it is advisable that you change the existing password to a new one that only you
know. Choose a sequence of 4 to 10 digits that cannot be easily guessed.

(2) The name is used to identify the owner of the mailbox to callers. We recommend you use your first and last name. 

(3) Any caller who is redirected to your mailbox hears your personal greeting. If you do not record a
greeting the system will play a default one using your name.

If you choose to record a greeting be sure to speak clearly, identify yourself and keep it short as per the following example: 

• "Hello, this is James Wood. You’ve reached my voicemail service. Please leave a message
  after the tone. Thank you."

This initialization procedure will be performed once, during the first call to your mailbox.

System prompts will guide you as explained below:

Once the customization is complete, the system will tell you if you have any messages in your mailbox.

Navigating the Telephone User Interface (TUI)

As a general rule, pressing star ‘*’ in any submenu cancels the current operation and returns you to the
previous menu level. Pressing * at the main menu is equivalent to hanging up. Be careful not to press too
many stars when returning to the main menu.

Another general rule is that the pound ‘#’ key is treated as a termination key. It is typically pressed at the endof dialing a number or recording a message to indicate that you are done.

Most menu options are presented by the TUI in the form of a prompt. In some menus, too many options are available so some will not be played but you will be told to press zero ‘0’ for more options. Pressing 0 in this case will play the missing options.

Note that even though an option is not played by a menu prompt, it is available without having to press 0 first.

The following diagram illustrates the full TUI navigation scheme.

To find a deleted message

Before hanging up, you can find a message that you have deleted during this session because the system only erases the messages once you have hung up. 

Before hanging up, follow these steps:

Automatic deletion of messages

The system retains your new and saved messages for 30 days. After 30 days, your message will be
automatically deleted. To keep a message for more than 30 days, listen to it again and save it.

Temporary Greeting

The Cloudli voicemail service allows you to record a temporary greeting that will be played to your callers
instead of your standard greeting. Recording a temporary greeting does not impact your standard greeting. In effect you are recording a second greeting that will be used temporarily.

When setting up a temporary greeting, you can assign an expiration date.

If you do not assign an expiration date, you must manually deactivate it to resume use of your standard greeting. Assigning an expiration date is recommended whenever you mention a return date in the greeting in case you return and forget to deactivate it.

As an example your greeting may say something like:

• “Hello, this is James Wood. I'm currently on vacation and will be back on November 1st.
  Thank you.”

In the above example, assuming your work day starts at 9:00 AM, you would set an expiration date of:
"month=11, day=01, hour=08, minutes=59" (i.e. November 1 at 08:59 AM).

Caller options

When a caller reaches your voicemail, available options while listening to your greeting are:

• # To Skip Greeting and start recording
• * To login to your voicemail
• 0 To reach an operator if one has been defined (Business Phone accounts only)