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Mailbox
The Mailboxes screen displays all Mailboxes for the Customer you are drilled down into. They are listed by Mailbox #, Name, and Type (Standard or Broadcast). From this screen you can search for, view, edit, create, and delete a mailbox.
- A Standard mailbox is a single voice mailbox, typically created for an end user.
- A Broadcast mailbox is used to broadcast a message to a group of selected mailboxes. For example, a manager would create a Broadcast Mailbox to send the same message to every team member. By default, Broadcast mailboxes are hidden from the company directory.
View Mailboxes
BEFORE beginning, drill down to the Customer Level menus.
From any Customer Level screen click Services in the main menu then click Mailbox in the side menu.
All Mailboxes (Standard & Broadcast) that have been created for this customer are displayed.
If you want to view only one type of mailbox:
- Click the caret (v) next to the Mailbox to expand.
- Select either Standard or Broadcast.
- Click on Mailbox to view all Mailbox types.
- You can use the search box to further filter the view. Click X in the Search box to clear any prior searches.
The following information is provided for each Standard Mailbox:
| Column | Description |
|---|---|
| Check box | Allows you to enable or disable the Voice to Text feature for multiple Mailboxes. |
| Mailbox # | A number that uniquely identifies the Mailbox. For Standard Mailboxes, it is generally the same as the user’s extension number. For Broadcast Mailboxes, it may be another number used for announcement purposes only. |
| Name | The name of the user associated with this Mailbox. The Name (as entered here) is used for the Company Directory. |
| Type | Indicates whether the mailbox is Standard or Broadcast. |
| Notifications | A Notification is an email or text (SMS) message that is sent to the user whenever a new message arrives in their voice mailbox. If the Notifications feature has been configured for this Mailbox, the type of Notification is displayed (Email, SMS, or Email/SMS). |
| Voice to Text | This feature converts audio voicemail messages to text (transcripts) and sends them to users in a readable format such as email or text messages. For each mailbox, you can enable or disable the feature and select a transcript delivery method: SMS (text), email, or Email/SMS. |
Searching for a Mailbox
Search terms are only applicable to the Mailbox # and Name columns. The search tool will not locate information in any other columns.
- Enter all or part of the the Mailbox # or Name in the Search box and the list will be automatically refreshed, and search results will be displayed
- Click X in the Search box to clear the Search Results and restore the entire list.
Standard Mailbox
The mailbox type for a single voice mailbox, typically created for an end user.
Creating a New Standard Mailbox
Tip: Creating a new extension has the ability to create the mailbox at the same time. Only follow the steps below if the mailbox wasn’t created.
Access your CoreNexa Account Manager as you will need to login first.
From any Customer Level screen:
- Click Services in the main menu then click Mailbox in the side menu.
Note: You can also, click the caret ( v ) to expand Mailbox in the side menu and choose Standard.
- Click the New Standard Mailbox button
- Complete the General Settings section, using the table below as a guide:
| Column | Description |
|---|---|
| Mailbox Number | A number that uniquely identifies the broadcast mailbox. It must be a numeric value of 10 numbers or less in length. |
| Name (for Directory) | A name that uniquely identifies the broadcast mailbox within your Hosted PBX. |
| Password | Required to make changes when accessing the mailbox from outside the portal. Password must be 3 to 6 digits (0-9) |
| Confirm Password | Ensures the accuracy of the password entered in the previous field. |
| Reset to Default | To reset the mailbox back to default settings, enter the mailbox number into the password field. |
| Note | If this mailbox is being reused, it will not delete old voicemails, and mailbox greetings will need to be re-recorded. |
- In the Recordings & Greeting section, you can choose to call an extension and record a message or upload files for 3 different message types:
- Unavailable Message
- Busy Message
- Your Name
- In the Notifications section do the following:
- Choose if Enable Voice to Text is enabled or not
- Choose if this mailbox should Send Email Notifications, click Yes or No
- If yes, populate the email address.
- If yes, choose if to Attach Audio File to Email or not.
- If voice to text was enabled, choose to Attach Transcript to Email or not.
- In Mailbox Options, you can select one option: Dial During Announcement, Skip Voicemail Instructions, or Announcement Only.
- In Advanced Settings, do the following:
- Check the Hide From Directory box if the Mailbox should be hidden from the Company Directory.
- In the Delete Voicemail dropdown, choose when the voicemails should be automatically deleted.
Note:** If No is selected the voicemails will be deleted after 180 days.
- In the Timezone dropdown, select the timezone for the mailbox.
- Click Save.
Tip:
Your mail provider may have limit on the mailbox size, which could cause issues with the inbox getting full. We recommend setting the customer’s mailbox delete settings to control the amount of emails from filling up the inbox.A mailbox can be used as a common mailbox for several users. After the mailbox has been created, edit each extension in the Routing Section.
In the Call Routing Tab Update the following drop downs to the new mailbox:
- Busy
- If Not Answered
- If Offline
In the Advanced tab, set the message waiting to the newly created mailbox.
Remember to click save and if needed reboot the phones.
Mobile Carrier Email Gateways
Editing a Standard Mailbox
- Click Services in the main menu then click Mailbox in the side menu.
Note: You can also, click the caret ( v ) to expand Mailbox in the side menu and choose Standard.
- Click the Edit icon or the Mailbox Name for the Mailbox to edit it.
- Edit settings as needed using the steps above for Creating a New Standard Mailbox.
- Click Save.
Deleting a Standard Mailbox
From any Customer Level screen:
- Click Services in the main menu then click Mailbox in the side menu.
Note: You can also, click the caret ( v ) to expand Mailbox in the side menu and choose Standard - Click the Delete icon to the left of the mailbox
- Confirm to delete the mailbox.
Broadcast Mailbox
This mailbox type is used to broadcast a message to a group of selected mailboxes.
Creating a New Broadcast Mailbox
Access your CoreNexa Account Manager, you’ll need to login first.
- Click Services in the main menu then click Mailbox in the side menu.
Note: You can also, click the caret ( v ) to expand Mailbox in the side menu and choose Broadcast.
- Click the New Broadcast Mailbox button.
- Complete the General Settings section, using the table below as a guide:
| Column | Description |
|---|---|
| Mailbox Number | A number that uniquely identifies the broadcast mailbox. It must be a numeric value of 10 numbers or less in length. |
| Name (for Directory) | A name that uniquely identifies the broadcast mailbox within your Hosted PBX. |
| Password | Required to make changes when accessing the mailbox from outside the portal. |
| Confirm Password | Ensures the accuracy of the password entered in the previous field. |
- In the Mailboxes in Group section, select individual mailboxes from the Available Mailboxes on the left and then click the Add button.
- The selected mailbox will move to the Mailboxes to Include list on the right.
- Click the Add Allbutton to move all available mailboxes to the Mailboxes to Include list.
To remove mailboxes from the group, select a mailbox from the Mailboxes to Include list on the right, and then click the Remove button, or click the Remove All button.
- In the Advanced Settings, check the Skip Voicemail Instructions box if you want to skip the instructions for leaving a message that are played after your announcement.
The Hide From Directory checkbox is checked by default and can’t be changed.
Editing a Broadcast Mailbox
- Click Services in the main menu then click Mailbox in the side menu.
Note: You can also, click the caret ( v ) to expand Mailbox in the side menu and choose Broadcast.
- Click the Edit icon or the Mailbox Name for the Mailbox to edit.
- Edit settings as needed using the steps above for Creating a New Broadcast Mailbox.
- Click Save.
Deleting a Broadcast Mailbox
- Click Services in the main menu then click Mailbox in the side menu.
Note: You can also, click the caret ( v ) to expand Mailbox in the side menu and choose Broadcast.
- Click the Delete icon link to the left of the mailbox. Confirm to delete the mailbox.
Voice to Text
If Voice to Text feature has not been enabled for the customer, use this article to enable it before following the steps below.
You can bulk enable or disable voice to text without going into each mailbox.
Enable Voice to Text
Follow the steps below if a mailbox shows Not Enabled in the Voice to Text column.
- Click Services in the main menu then click Mailbox in the side menu.
- Check the box next to all the mailboxes you want to enable with voice to text.
- Click the Voice Transcriptionbutton then in the dropdown select:
- Enable on selected mailboxes – to enable Voice to Text on all selected mailboxes.
- Enable on selected mailboxes which have Notifications enabled – to enable Voice to Text only on mailboxes which have notifications (email and/or SMS) enabled.
Once saved, click in to each mailbox and add email and or SMS notifications following the steps for Creating Standard Mailbox.
Disable Voice to Text
- Click Services in the main menu then click Mailbox in the side menu.
- Check the box next to all the mailboxes you want to disable voice to text for.
- Click the Voice Transcription button then in the dropdown select Disable on selected mailboxes.