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Advanced Call Routing
July 8, 2015
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Speakers
Ryan Burns, Director of Training and Development
Responsible for managing the strategic learning initiatives for both internal employees as channel partners. Ryan has managed training organizations at AT&T, ReachLocal, and LexisNexis before joining ANPI in August.
Gary Wilson, Product Manager
Responsible for Product Management for Hosted UC. Gary has over 20 years experience in Telecom working at Intervoice and Convergys in Software Development and Engineering Management as well as Product Management, and at Metaswitch and ESI in Product Management roles.
2
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Agenda
1. Advanced Call Routing Overview
2. Advanced Call Routing Usage
3. Schedules
4. Rules
a) Hunt Groups
b) Call Center Queues
c) Auto Attendants
5. Feature “Best Practices”
6. Q&A
3
Advanced Call Routing Overview
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Overview
5
Address more complex call routing needs
Automated routing based on schedules
Schedules can be created once and used anywhere
Call routing rules are created for each AA, HG or CC queue
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Usage
6
• Advanced Call Routing starts with Schedules
• New Schedules Tab for creating complex schedules
• Think of all the schedules that run your business
• Business Hours
• After Hours
• Tech Support Hours, etc.
• Create Rules on Auto Attendants, Hunt Groups and Call Center Queues
• Route to destination based on schedule
• Destination can be other extensions, external numbers, * codes
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Where Would I Use This?
7
• During Business Hours, route calls to main number to admin or operator
People Company
• During After Hours, route calls to Sales Hunt Group to external number
After Hours Sales
• During After Hours, route calls to Tech Support Call Center Queue to M-W-F-Sun and T-T-Sat On Call Cell Phone Queues
Multiple On Call Groups
• During Holidays, route calls to main number to Voicemail box with a Holiday Greeting
Holiday Handling
Schedules
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Schedules
9
• New Schedules Tab for creating schedules
New Schedules Tab
• Simple as one event, or could contain multiple events – think After Hours
Events
• Day, Week, Month, Yearly views
Views
• Schedules are Regular or Holiday
Schedule Types
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Schedules Tab
10
Schedules Tab
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Schedules Widget
11
• New Schedules Widget for creating schedules
• Use Global or Location to “tag” schedules – default Global
• Click New Schedule to begin
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
New Business Hours Schedule Creation
12
Enter Name
Choose Regular
or Holiday
Click Add Event
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
New Event Creation
13
Default View
Name each
“event”
Repeating
options
Full day or
day/time
options
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Business Hours Workday Event
14
Name the
event
Choose Mon-
Fri
Choose Time
! Day acts as
start day
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Business Hours Weekly View
15
Scroll to 08:00
Schedule Time
Event Name
Click Save
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Business Hours Monthly View
16
Click Month
Switch Months
Events – note
start day
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Business Hours Yearly View
17
Click Year
Hover to expand
events
All days with an
event highlighted
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Business Hours Schedule
18
• New schedule added to list
• Can Edit or Delete
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
After Hours Schedule
19
After Hours
regular
Click Add
Event
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
After Hours – Morning Event
20
Name it
Choose Mon-
Fri
Choose Time
! Day acts as
start day
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
After Hours – Evening Event
21
Name it
Choose Mon-
Fri
Choose Time
! Day acts as
start day
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
After Hours – Weekend Event
22
Name it
Choose Sat
and Sun
Check Full
Day
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
After Hours – Weekends
23
Multiple
events
Scroll to 17:00
to see 3rd event
Click Save
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Schedules - Holidays
24
Name event
and choose
Holiday
Click Add
Event
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
New Event – New Years
25
Name it
Choose Yearly
Full day by
default
Choose “Every”
option and
specific date
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
New Event – Memorial Day
26
Name it
Choose Yearly
Full day by
default
Choose “On”
option and
specific day of
week
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Holiday Schedule – Yearly View
27
New Years
Hover over day
to see event
Click Save
Click calendar
to edit event
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Schedule List
28
• List of Schedules
• Can add many more
• Can Edit or Delete
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Event Creation – Alternative Methods
29
Click at start
time and drag
to end time
Double click
on start time
and day
Rules
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules
31
• Rules are used to specify what happens to calls arriving at that service (AA, HG, CC Queue)
Where to apply rules?
• Rule processing happens before call is sent to AA, HG or CC Queue
When do rules get processed?
• Rule processing occurs in the order you list them, top down
How do rules get processed?
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules Creation – Hunt Groups
32
Time Zone for
when schedule
applies
New rules
section
Default rule to
service
Click New Rule
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules Creation – Creating
33
Name the Rule Choose a Schedule Forward to destination
Save Cancel
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules Creation – Fields
34
Name the Rule Choose After Hours Forward to external #
Save
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules Creation – After Hours
35
Shows Rule Name Shows After Hours Shows Destination
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules Creation – Holidays
36
Holiday Rule Name Holiday Schedule Can send to Voicemail
IMPORTANT!:
Rules are processed in order they are listed!
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules - Enabling
37
Enable Rules To Run Notification
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Rules – Move/Off/Pause/Edit/Delete
38
Move rules
up/down
Pause Individual Rules
Edit Delete
Turn Off
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Call Center Queues - Rules
39
Rules on Call
Routing tab
Rule creation
same as HG
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Call Center Queue Example Rules
40
Rule Names Schedules Forwards – Note route to HG
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Call Center – Time Zone
41
Queue Profile
tab
Note Time
Zone!
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Auto Attendants
42
• Choose schedules from list instead of creating them
Auto Attendant Schedules Have Changed!!!
Two Uses For Schedules
• Chosen IF call routes to AA
1. Menu Schedule
• Take affect BEFORE menu decision
2. Rule Routing
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Auto Attendant - List
43
List With Two Auto Attendants – Click Edit to Expand
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Auto Attendant – New View
44
New Rules Section
No Schedule Creation?
Standard Default Rule
But What Are These?
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Auto Attendant - Menus
45
Menu Names Menu Schedule Forward To: Is Fixed
IMPORTANT!:
Menu Schedules ONLY Set What Schedule Uses Which AA Menu
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Auto Attendant – Menus Updated
46
Menu Names Schedules We Created Forward To: Is Fixed
Remember, After Hours is defined as Not Business Hours and Not Holidays
If call gets to Auto Attendant during Business Hours, use the Business Hours Schedule
If call gets to Auto Attendant during After Hours or Holidays, use the Holidays Menu
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Auto Attendant – Rules Added
47
Rule Names Schedules Forwards – Note to 1001
Rules Interpretation:
- If call is on a Holiday, route to voicemail on the Auto Attendant
- If call is during Business Hours, route to 1001 (our admin)
- Otherwise, route to Auto Attendant
NOTE: Rules mean Business Hours Menu not used and Holidays Menu only used during After Hours!
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Auto Attendants – Time Zone
48
Click Edit next
to Settings
Choose Time
Zone for
schedules
Feature “Best Practices”
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Best Practices
50
• Default rule routes to service – rules that route to 7777, etc. are generally unnecessary – Define Exceptions!
Don’t create unnecessary rules
• If not, After Hours rule on a Holiday may hit first and follow the After Hour rule
Holiday Rules should come first
• Create multiple schedules, then a rule for each
Don’t cram a bunch of events on one schedule
• Set correct time zone on each service you add rules to
Check your time zone!
Confidential and Proprietary. Subject to Non-Disclosure Agreement.
Q&A
51