OfficeByte, Sample Auto Attendant

OfficeByte™ Automated Attendant – Tree

Company: ACME Industries

Dial (321) 397-1106, to hear Sample

Layout of Acme Industries Company

Acme Industries Company is a computer company that sells and services

businesses, they may have a physical office, but they are always out on the road and busy. Not all of the people in the organization lives in Orlando, one person (Brenda) lives in Atlanta, and we need to portray that she is in the Orlando “Brick and Mortar” office building, the organization comprises of the following 4 people:

Greg – Part Owner, Service and Sales, uses his cell for all business (xxx) 452-1221.

Prefers to take all calls possible, if it is necessary to have caller leave voice mail message, notify him via the system continuously (every 5 minutes) paging him, until the voice mail is listened to.

Steve – Part Owner, Service and Sales, uses his cell for all business (xxx) 732-6432.

Prefers to screen all callers, and accept the callers he immediately needs to. If it is necessary to have a caller leave a voice mail, the system will send the voice mails to his e-mail, where they can be retrieved from his PDA (Palm Pilot device), and stored for future reference.

Marsha – Office Manager, Operator, works out of her home (xxx) 653-4322.

Prefers to take all calls, if it is necessary to have the caller leave a voice mail message, the system will first page her telephone then send the voice mails to her MS Outlook e-mail, where they can be listened to and stored for future retrieval.

Brenda – Technical Telephone and Internet support person, works in Atlanta, uses IP Telephone 192.168.432.54

Once someone calls their OfficeByte – Virtual office, the caller makes the selection for the person they want to speak to. The calls are seamlessly forwarded to the proper telephone, without it being apparent to the caller. If the phone call is not answered, OfficeByte will take a message and notify the necessary people (employee or manager) that they have a message, either by repenting calling, or sending the voice mail to an e-mail address.

Layout of Automated Attendant

Main Greeting

→ Sales

→ Computers - Greg

→ Software - Steve

→ Printer - Steve, Brenda, Marsha

→ Service

→ Hardware - Brenda

→ Software - Brenda

→ Directions

→ North

→ South

→ East

→ West

→ Dial by Name Directory

→ Operator (silent option) - Marsha

Detailed layout of Automated Attendant

Phone Number

Automated Attendant

Action(s)

(321) 397-1106

You have contacted the OfficeByte Company demo line, this OfficeByte is setup to demo a fictiious company called ACME Industries, at anytime during this demo, You can listen to actions for the current selection by pressing 7.

To talk to an OfficeByte Sales Representative, Press 8.. Now we will start the greetings from ACME Industries. ext. 7701

Welcome, You have reached ACME Industries, a new generation of excellence.

Action 1

ext. 77011

If nothing is selected, or if 0 is pressed, the system will send the call to the operator in this case Marsha – Home

For Sales, Press 1

For Service, Press 2

If the call is not answered by Marsha, the system will take a voice mail message then page her notifying her that she has a voice mail, the system will also send the voice mail to Marsha via e-mail, so she can play the voice mail from within Microsoft Outlook

For Directions, Press 3

For Dial by Name Directory, Press 4

To Repeat this menu, Press Star, Or hold, and an operator will be with you shortly.

Action 2

If the # is pressed, the system will allow Acme user to login, to retrieve messages, or change call handling options, like find-me follow-me

Action 3

If 1 is pressed, the caller will be sent to the Sales Sub Menu

Action 4

If 2 is pressed, the caller will be sent to the Service Sub Menu

Action 5

If 3 is pressed, the caller will be sent to the Directions Sub Menu

Action 6

If 4 is pressed, the caller will be sent to the Dial by Name Directory Sub Menu

Sub Menu (1 Selected for Sales)

ext. 7702

N/A

You have reached Sales,

For Computer Sales, Press 1

For Software Sales, Press 2

For Printer Sales, Press 3

To repeat these options, Press *

To return to main menu, Press 9

Sub-Sub Menu

Action 1

ext. 77031

(1 Selected for Computer Sales)

The system will place a call to group of people responsible for Computer Sales, in this case Greg and Steve, if Greg does not answer the telephone, the system will then try Steve.

ext. 7703

You have reached Computer Sales, Please hold for the next available agent.

Action 2

If the call is not answered, the caller will be prompted to leave a voice mail message and the system will then continue to page Greg, until the Voice Mail message is listened to.

Sub-Sub Menu

Action 1

ext. 77031

(1 Selected for Computer Sales)

The system will place a call to group of people responsible for Computer Sales, in this case Greg and Steve, if Greg does not answer the telephone, the system will then try Steve.

ext. 7703

You have reached Computer Sales, Please hold for the next available agent.

Action 2

If the call is not answered, the caller will be prompted to leave a voice mail message and the system will then continue to page Greg, until the Voice Mail message is listened to.

Sub-Sub Menu

Action 1

ext. 77041

(2 Selected for Software Sales)

The system to place a call to Steve

ext. 7704

Action 2

You have reached Software Sales, Please hold for the next available agent.

If the call is not answered, the caller will be prompted to leave a message in voice mail and the system will notify Steve via telephone that he has a voice mail message ready for retrieval.

Sub-Sub Menu

Action 1

ext. 77051

(3 Selected for Printer Sales)

The system will place a call to group of people responsible for Printer Sales. The system will try Steve 1^st if Steve does not answer the call, the system will next try Brenda

ext. 7705

You have reached Printer Sales, Please hold for the next available agent.

Action 2

If the call is not answered by anyone, the caller will leave message in voice mail, then the system will send the voice mail to via e-mail to Steve@ACMEInd.com

Sub Menu (2 Selected for Service)

ext. 7706

You have reached Service,

For Hardware Service, Press 1

N/A

For Software Service, Press 2

To repeat these options, Press Star

To return to main menu, Press 9

Sub-Sub Menu

Action 1

ext. 77071

(1 Selected for Hardware Service)

The system to place call to group of people responsible for Hardware Service, in this case only - Brenda

ext. 7707

You have reached Hardware Service, Please hold for the next available agent.

Action 2

If the call is not answered, the caller will be prompted to leave a message in voice mail and the system will notify Brenda by sending her voice mail via e-mail to her Outlook client.

Sub-Sub Menu

Action 1

ext. 77081

(1 Selected for Software Service)

System to place call to group of people responsible for Software Service, in this case, Brenda, located in Atlanta, and using Voice Over IP, eliminating any Long distance fees.

ext. 7708

You have reached Software Service, Please hold for the next available agent.

Action 2

If call is not answered by Brenda: Leave message in Voice Mail and send the voice mail to Brenda@ACMEInd.com

Sub Menu (3 Selected for Directions)

ext. 7709

You have reached Directions, We are located at 123 Courier Drive, Orlando FL, 32701, Phone Number (800) 111-2222, our offices are 1 block west of the Orlando convention center.

N/A

For Directions from the North, Press 1

For Directions from the South, Press 2

For Directions from the East, Press 3

For Directions from the West, Press 4

To repeat these options, Press Star

To return to main menu, Press 9

Sub-Sub Menu

Action 1

ext. 77101

(1 Selected for Directions from the North)

If Star is pressed repeat directions

ext. 7710

Action 2

From I-4 take the Convention Center exit # 65, at end of ramp take a left, and cross over 2 traffic lights, when you arrive at Carrier Drive (2^nd traffic light) turn right, we are the 1^st building on the Left, # 123 Courier Drive.

If 1 is pressed - Return to previous directions

Action 3

If 9 is pressed the caller will be returned to the Main Greeting

Press star to Repeat directions

Press 2 for Other directions

Press 9 for Main Menu

Sub-Sub Menu

Action 1

ext. 77111

(1 Selected for Directions from the South)

If Star is pressed repeat directions

ext. 7711

Action 2

From I-4 take the Convention Center exit # 65, at end of ramp take a left, and cross over 2 traffic lights, when you arrive at Corrier Drive (2^nd traffic light) turn right, we are the 1^st building on the Left, # 123 Courier Drive.

If 1 is pressed - Return to previous directions

Action 3

If 9 is pressed the caller will be returned to the Main Greeting

Press star to Repeat directions

Press 2 for Other directions

Press 9 for Main Menu

Sub-Sub Menu

Action 1

ext. 77121

(1 Selected for Directions from the East)

If Star is pressed repeat directions

ext. 7712

Action 2

From I-4 take the Convention Center exit # 65, at end of ramp take a right, and cross over 2 traffic lights, when you arrive at Corrier Drive (2^nd traffic light) turn right, we are the 1^st building on the Left, # 123 Courier Drive.

If 1 is pressed - Return to previous directions

Action 3

If 9 is pressed the caller will be returned to the Main Greeting

Press star to Repeat directions

Press 2 for Other directions

Press 9 for Main Menu

Sub-Sub Menu

Action 1

ext. 77131

(1 Selected for Directions from the West)

If Star is pressed repeat directions

ext. 7713

Action 2

If 1 is pressed - Return to previous directions

Action 3

If 9 is pressed the caller will be returned to the Main Greeting

Press star to Repeat directions

Press 2 for Other directions

Press 9 for Main Menu

Sub Menu

Action 1

ext. 77141

(4 Selected for Dial By Name Directory)

Allows the caller to type in the name of the person they are trying to reach, and the system will recognize the keys pressed and send to call to the correct person

ext. 7714

Enter the first few letters of the persons last name

Action 2

Nothing Pressed Return the caller to Main Greeting of the Automated Attendant

All 4-Digit Numbers they all have the following in common

7 – Jump to “Explanition… Current - …..Action1

8 – Transfer to BBM Sales OfficeByte ACD

9 – Jump to OfficeByte, Acme Greeting

Nothing - Jump to OfficeByte, Acme Greeting

* - Jump to OfficeByte, Directions from ….. (Repeat current)

All Directions 7710-7713

2 - Jump to OfficeByte, Directions Main