# Recording and Importing Messages

Each Message and Menu action in a call flow requires an audio recording. You can add your own recording or, if you are an Advanced user, import an existing one.

Note: A maximum of 100 greetings are supported in call flow by Call Director.

## Recording Messages in Call Director

Each message is assigned an Action ID by Call Director. The ID is a property of the action and is presented in the Properties area when the action is selected. You are prompted to enter the ID when recording the message. The Actions > Recordings menu item on the Call Flow page lists IDs for all messages in the call flow and shows whether or not the messages have been recorded.

Note: Do not combine greetings and menus in the same recording. If you do, Call Director will not be able to repeat the menu to the caller.

To record a message:

1. Using any touch-tone telephone, log into your NuPoint Unified Messaging mailbox, and press the * key. This will connect your call into the Call Director Telephony User Interface (TUI).

2. As an alternative to pressing the * key, follow the voice prompts to record your message.

### Recording a Message for a Single Action

To record a message for a single action:

1. Select a Message or Menu action in the call flow.

2. (Optional) If you want the system to call your extension and allow you to record the message, complete the following steps in the Properties area:

   1. Select the Call Me check box.

   2. Enter your extension number in Call Me Number.

   3. Click Save.

3. Click Recording. The Recording Status window opens.

4. Click Record under the Actions column.

5. The Record Message dialog opens, prompting you to record your message. The prompts differ depending on whether you have configured a Call Me Number:

1. - If you have programmed a Call Me Number, the system calls your extension. Answer the call and proceed to the next step to make your recording.

   - If have not programmed a Call Me Number, the system prompts you to call in to your NuPoint voice mailbox, log in, and press the * key to access the Call Director Telephone User Interface (TUI). Proceed to the next step to make your recording (you will not receive any voice prompts).

6. In the Record Message dialog, click the Record button and then record your message over the telephone. When you have finished recording, click the Stop button. To review your message before saving it, click the Play button. After you have finished recording your message, click Save to exit the Record Message dialog.

7. Click Close to exit the Recording Status window.

Note: You cannot use Call Me functionality to record messages for multiple actions or Line Group call flows, or to edit Templates.

### Recording a Message for Multiple Actions

To record a message for one or more actions:

1. Select Actions > Recordings. The Recording Status window opens.

2. Locate the messages you wish to record and click Record under the Actions column.

3. A dialog opens, prompting you to call in to your NuPoint voice mailbox, log in, and press the * key to access the Call Director Telephone User Interface (TUI).

4. Use the TUI to specify an action ID and record your message.

5. After you have finished recording your message, click Close to exit the Recording Status window.

Notes:

- If you call in to your mailbox, as an alternative to pressing the * key, you can simply follow the voice prompts to access the Call Director TUI and record your message.

- You can also record a message from the Actions > Recordings menu item on the call flow page or from the Recording button in the Properties area of the call flow page.

- There are two methods to call into your mailbox and record the Daily Greeting for the call flow:

- Press the * key to access the Call Director TUI. Use the TUI to navigate through the system and record the message.

- Access the User Options menu and select Greetings (4) and Record Daily Greeting (8).

## Importing Greetings into Call Director

Instead of recording greetings, you can also import a recorded greeting (prompt). Once the prompt has been imported, it is treated like any other recorded prompt.

Notes:

- Only Advanced users and System Administrators are able to import recorded prompts.

- To be imported into a call flow, audio recordings are required to be in 8-bit, 8 KHz u-law or a-law format. Audio files recorded in any other format must be converted to this format before attempting the import function. In addition, the recording duration of the file being imported cannot exceed 5 minutes.

- The audio file must be in 8k u-law or 8k a-law format. If the file being imported is not in this format or does not exist, the Status will show "Import Error" and the file name controls will remain displayed for that prompt. An error message "Please specify a valid 8k u-law or a-law audio file" will also be displayed.

- If you are unable to import the audio file (indicated by a failure to save the recording or call flow), verify that your web browser security settings are correct. To do this, click the Start button and type Internet Options in the search box. Select the Security tab and click the Custom Level button. In the Miscellaneous section, ensure that Display mixed content is set to Prompt. If Display mixed content is disabled, file import will fail.

To import a recorded prompt:

1. Select Actions > Recordings. The Recording Status window appears showing the list of prompts. A status of "Recorded" or "Not Recorded" is displayed in the Status field.

2. Select the item for which you want to import a prompt and click Import.

3. A new File option appears in the window. Type the name of the filename or browse to the appropriate prompt file.

4. Click Sta rt Import to import the prompt.

Note: You can import a prompt one at a time, or specify all the prompts to import and then press the "Start Import" button.