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Voicemail

The Voicemail System in Vodia PBX allows you to manage your voice messages, faxes, and related communications. The system provides a convenient interface for viewing, playing, organizing, and responding to your messages.

Getting Started​

The Voicemail System consists of two main components:

  • Voicemail List: Displays all your messages in a sortable, searchable list
  • Voicemail Player: Opens when you select a message, allowing you to listen to or view its contents

Voicemail List​

The Voicemail List provides an overview of all your messages, with options to search, filter, and perform actions on multiple messages at once.

Voicemail List Features​

  • View all voicemails and faxes in one place
  • Sort messages by various criteria
  • Search for specific messages
  • Perform bulk actions (delete, mark as read)
  • See status indicators (new, urgent, private, callback)

Message Status Indicators​

Messages in your list may display the following status indicators:

  • Star icon: Indicates a new, unread message
  • Arrows icon: Indicates a callback has been initiated for this message
  • Warning triangle: Indicates an urgent message
  • Lock icon: Indicates a private message
  • File icon: Indicates a fax document

How to Navigate the Voicemail List​

  • Use the paginator at the bottom of the screen to move between pages of messages
  • Click on any message row to open and view its contents
  • Use the checkboxes to select multiple messages for bulk actions
  • Click the reload button to refresh the list with new messages

How to Search for Messages​

  1. Type your search term in the search box at the top of the list
  2. The list will automatically filter to show only matching messages
  3. Clear the search box to return to the full list view

How to Perform Bulk Actions​

  1. Select messages by checking the boxes next to them
    • You can select all messages on the current page by clicking the checkbox in the header row
  2. Click the appropriate action button:
    • Delete button: Removes selected messages (confirmation required)
    • Read button: Marks selected messages as read

Viewing and Managing Individual Messages​

When you click on a message in the list, it opens in the Voicemail Player interface, where you can listen to audio messages, view faxes, read transcriptions, and perform various actions.

Voicemail Information Display​

Each message displays the following information:

  • Caller name and number
  • Recipient name and number
  • Destination number
  • Duration of the message
  • Date and time the message was received
  • Special indicators (urgent, private, callback)
  • Transcription (if available)
  • Any notes you've added to the message

How to Play a Voice Message​

  1. Click on the message in the list to open it
  2. Use the audio player controls to:
    • Play the message
    • Pause playback
    • Adjust volume
    • Navigate within the message timeline

How to View a Fax​

  1. Click on a fax message in the list to open it
  2. The fax will display as a rendered image
  3. For multi-page faxes, use the paginator to navigate between pages

Actions for Individual Messages​

Each message offers the following action buttons:

  • Delete: Removes the message from your mailbox (confirmation required)
  • Close: Returns to the message list
  • Call: Initiates a call to the sender's number
  • Take Note: Adds a personal note to the message for future reference
  • Forward: Sends a copy of the message to another extension
  • Download: Saves the message to your device (as WAV for audio or PDF for fax)

How to Call the Sender Back​

  1. Open the message
  2. Click the "Call" button
  3. The system will initiate a call to the sender's number
  4. The message will be flagged with a callback indicator
note

When you call back from a message, the system automatically adds a "callback" flag to help you track which messages you've responded to.

How to Add a Note to a Message​

  1. Open the message
  2. Click the "Take Note" button
  3. Type your note in the text area that appears
  4. Click "Save" to attach the note to the message
  5. The note will appear in the message view for future reference

How to Forward a Message​

  1. Open the message
  2. Click the "Forward" button
  3. In the dialog that appears:
    • Enter the destination extension
    • Add an optional note
    • Choose whether to copy the message (keeping the original in your mailbox) or move it (removing it from your mailbox)
  4. Click "Send" to forward the message

How to Download a Message​

  1. Open the message
  2. Click the "Download" button
  3. The file will be saved to your device in the appropriate format:
    • Voice messages: WAV audio file
    • Faxes: PDF document

Message List Actions Menu​

Each message in the list has a dropdown menu with additional actions:

  1. Click the dropdown menu in the rightmost column of any message
  2. Select from available actions:
    • Open: View the message details
    • Audio Call: Call the sender's number
    • Video Call: Start a video call (if available for the number)
    • Text: Start a chat session (if available for the number)
    • Show Number: View contact details (for non-extension numbers)
    • Mark as Read/New: Toggle the read status of the message
    • Delete: Remove the message
tip

For quick access to the most common action (making an audio call), you can click directly on the action button instead of using the dropdown menu.

Troubleshooting​

Message Not Playing​

  • Check your audio settings and volume
  • Ensure your browser supports audio playback
  • Try downloading the message and playing it with your system's audio player

Fax Not Displaying​

  • Ensure your browser is updated to the latest version
  • Try downloading the fax as a PDF to view it in a dedicated PDF reader

Voicemail List Not Updating​

  • Click the reload button to refresh the list
  • Check your network connection
  • If problems persist, try logging out and back in to the system
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