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Table of Contents

FortiVoice Phone System Administration Guide

Setting up general voice mailboxes

Some organizations, such as the sales team of a company, may have the need to share voice mails within multiple users or a user group for better service and efficiency. With a general voice mailbox, when there is a new voice mail, the entire group is copied or notified. Any member of the group can access the voice mail and once this is done, the notification is gone and others know that the voice mail has been taken care of.

To set up a general voice mailbox

  1. Go to Extension > General Voicemail > General Voicemail.
  2. Click New.
  3. Configure the following:

    GUI field

    Description

    Number

    Enter the mailbox extension number following the extension number pattern. See Configuring PBX options.

    User ID

    This is the system-generated ID based on the mailbox extension number.

    This option is view only. You can add a new user ID through the CLI.

    Enable

    Select to activate the mailbox extension.

    Display name

    Enter the name of the mailbox extension.

    Description

    Enter any notes for the extension’s mailbox.

    User Setting

     

     

    Management

    Configure the mailbox extension’s role in other settings.

     

     

    User privilege

    Select the services for the extension. Click Edit to modify the current user privilege or click New to configure a new one. For more information on user privilege, see Configuring user privileges.

     

     

    Voicemail

    Configure the users for sharing this extension’s mailbox.

    Mode: Select the way to deliver the voicemail from this mailbox extension to the users sharing this mailbox.

    • Centralized: Select to copy or notify the entire group when a new voicemail comes in. Any member of the group can access the voicemail and once this is done, the notification is gone and others know that the voicemail has been taken care of.

      • Notify message waiting light: If you select this option, the FortiVoice unit turns on the message waiting light on a user’s phone when a new voice message is left on this voice mailbox.
      • List as mailbox: Users can listen to a centralized voicemail by dialing *97 or the customized code (see Modifying feature access codes ) from their own extensions and enter the personal voicemail PIN for this general voicemail box.
    • Broadcast: If you select this option, the voicemail is sent to the voicemail boxes of the users. Users can access the voicemail by dialing *98 or the customized code (see Modifying feature access codes) from any extensions and enter the personal voicemail PIN.

    • User(s)/Group(s): Select the users or groups to notify when a voicemail is left in this mailbox extension. To select the users or groups to share this mailbox, click the + sign in the field and choose the users or groups. Click OK.
      For information on creating user groups, see Creating extension groups.

     

    Web Access

    Configure user portal and softclient access from mobile or desktop devices.

    If Password policy is disabled appears, see Setting password policies.

     

     

    Authentication type

    Select the extension’s authentication type: Local or LDAP.

     

     

    User password

    If you selected Local as the Authentication type, enter the password for user portal access. This password can be much longer and stronger to mitigate the risk of password guess attack and preserve the voicemail PIN for phone access only.

    To let the system create the user password, click Generate.

    To show the user password, click the eye icon.

    Control of using user password or voicemail PIN to access user portal is set when configuring phone system capacity. For more information, see Configuring system capacity.

     

     

    LDAP profile

    If you select LDAP for Authentication type, select an LDAP profile to apply to this extension. For information on LDAP profile, see Configuring LDAP profiles.

    You can click New to create a new profile or Edit to modify the selected one.

     

     

    Authentication ID

    If you select Try common name with base DN as bind DN as the user authentication option in the authentication profile you select, enter the authentication ID based on the user objects’ common name attribute you entered in the Common name ID field of the profile, such as jdoe.

    If you select Search user and try bind DN as the user authentication option in the authentication profile you select, leave this field blank.

    This option is only available if you select LDAP for Authentication type.

     

    Phone Access

    Configure voicemail access by phone or access to restricted phone calls.

     

     

    Voicemail PIN

    Enter the password for the extension user to access voicemail and the user portal.

    Selection of using personal password or voicemail PIN to access user portal is set when configuring phone system capacity. For more information, see Configuring system capacity.

    You can check the PIN strength. See Reviewing system configuration.

    Click Generate to generate a strong password automatically. Select the view PIN icon to display the password.

    If you have configured the default user PIN (see Default Voicemail PIN), the password appears here. However, you can change it.

  4. Click Create.

Setting up general voice mailboxes

Some organizations, such as the sales team of a company, may have the need to share voice mails within multiple users or a user group for better service and efficiency. With a general voice mailbox, when there is a new voice mail, the entire group is copied or notified. Any member of the group can access the voice mail and once this is done, the notification is gone and others know that the voice mail has been taken care of.

To set up a general voice mailbox

  1. Go to Extension > General Voicemail > General Voicemail.
  2. Click New.
  3. Configure the following:

    GUI field

    Description

    Number

    Enter the mailbox extension number following the extension number pattern. See Configuring PBX options.

    User ID

    This is the system-generated ID based on the mailbox extension number.

    This option is view only. You can add a new user ID through the CLI.

    Enable

    Select to activate the mailbox extension.

    Display name

    Enter the name of the mailbox extension.

    Description

    Enter any notes for the extension’s mailbox.

    User Setting

     

     

    Management

    Configure the mailbox extension’s role in other settings.

     

     

    User privilege

    Select the services for the extension. Click Edit to modify the current user privilege or click New to configure a new one. For more information on user privilege, see Configuring user privileges.

     

     

    Voicemail

    Configure the users for sharing this extension’s mailbox.

    Mode: Select the way to deliver the voicemail from this mailbox extension to the users sharing this mailbox.

    • Centralized: Select to copy or notify the entire group when a new voicemail comes in. Any member of the group can access the voicemail and once this is done, the notification is gone and others know that the voicemail has been taken care of.

      • Notify message waiting light: If you select this option, the FortiVoice unit turns on the message waiting light on a user’s phone when a new voice message is left on this voice mailbox.
      • List as mailbox: Users can listen to a centralized voicemail by dialing *97 or the customized code (see Modifying feature access codes ) from their own extensions and enter the personal voicemail PIN for this general voicemail box.
    • Broadcast: If you select this option, the voicemail is sent to the voicemail boxes of the users. Users can access the voicemail by dialing *98 or the customized code (see Modifying feature access codes) from any extensions and enter the personal voicemail PIN.

    • User(s)/Group(s): Select the users or groups to notify when a voicemail is left in this mailbox extension. To select the users or groups to share this mailbox, click the + sign in the field and choose the users or groups. Click OK.
      For information on creating user groups, see Creating extension groups.

     

    Web Access

    Configure user portal and softclient access from mobile or desktop devices.

    If Password policy is disabled appears, see Setting password policies.

     

     

    Authentication type

    Select the extension’s authentication type: Local or LDAP.

     

     

    User password

    If you selected Local as the Authentication type, enter the password for user portal access. This password can be much longer and stronger to mitigate the risk of password guess attack and preserve the voicemail PIN for phone access only.

    To let the system create the user password, click Generate.

    To show the user password, click the eye icon.

    Control of using user password or voicemail PIN to access user portal is set when configuring phone system capacity. For more information, see Configuring system capacity.

     

     

    LDAP profile

    If you select LDAP for Authentication type, select an LDAP profile to apply to this extension. For information on LDAP profile, see Configuring LDAP profiles.

    You can click New to create a new profile or Edit to modify the selected one.

     

     

    Authentication ID

    If you select Try common name with base DN as bind DN as the user authentication option in the authentication profile you select, enter the authentication ID based on the user objects’ common name attribute you entered in the Common name ID field of the profile, such as jdoe.

    If you select Search user and try bind DN as the user authentication option in the authentication profile you select, leave this field blank.

    This option is only available if you select LDAP for Authentication type.

     

    Phone Access

    Configure voicemail access by phone or access to restricted phone calls.

     

     

    Voicemail PIN

    Enter the password for the extension user to access voicemail and the user portal.

    Selection of using personal password or voicemail PIN to access user portal is set when configuring phone system capacity. For more information, see Configuring system capacity.

    You can check the PIN strength. See Reviewing system configuration.

    Click Generate to generate a strong password automatically. Select the view PIN icon to display the password.

    If you have configured the default user PIN (see Default Voicemail PIN), the password appears here. However, you can change it.

  4. Click Create.