Skip to main content

Mailbox

The Mailbox Configuration allows you to set up and customize your voicemail box in the Vodia PBX system. You can enable or disable voicemail, record custom greetings, set notification preferences, and manage how your voicemail messages are handled.

Getting Started​

Enabling Your Mailbox​

To use the voicemail feature, you must first enable it:

  1. Navigate to the Mailbox Configuration screen
  2. Under "Mailbox Enable," select one of the following options:
    • Enabled: Activates voicemail functionality
    • Disabled: Turns off all voicemail functionality
    • FAX: Configures the mailbox to receive fax messages instead of voice messages
note

When you disable the mailbox, most settings will be hidden from view as they no longer apply.

Basic Mailbox Settings​

Default Greeting​

When a caller reaches your mailbox, they will hear a greeting. You can choose which greeting plays by default:

  • Name: Uses your recorded name (default option)
  • Greeting 1-5: Uses one of your custom recorded greetings

Message Timeout​

Set how long the system should wait for a message before ending the recording:

  • Default: Uses system default setting
  • Options: 1, 2, 5, 10, 15, 20, 30, 45, or 60 seconds

Mailbox Size​

Control how many messages your mailbox can store:

  • Default: Uses system default setting
  • Options: 0, 5, 10, 15, 20, 25, 50, 100, 200, or 500 messages
tip

Setting this to "0" effectively disables message storage while keeping other mailbox features active.

Greeting Management​

You can record up to five custom greetings plus your name. For each greeting, you can:

  • Choose between text-to-speech or recorded audio file
  • Record a new greeting directly in the interface
  • Enter text for text-to-speech conversion
  • Play back your recorded greeting using the play button
  • Toggle whether callers can leave a message after hearing the greeting

Recording a New Greeting​

  1. Select the greeting you want to change (Name, Greeting 1-5)
  2. Choose "File" from the dropdown menu
  3. Click on the recorder to start recording
  4. Speak your greeting
  5. Click again to stop recording
  6. Use the play button to preview your recording

Using Text-to-Speech​

  1. Select the greeting you want to change
  2. Choose "Text" from the dropdown menu
  3. Type the message you want the system to speak
  4. Click Save when finished
note

The Name greeting is special and always uses the name registered in the system.

Special Condition Greetings​

You can set different greetings for special conditions. This helps callers understand why you're unavailable.

Do Not Disturb Greeting​

Plays when your extension is set to "Do Not Disturb" mode:

  • Nothing special: Uses default greeting
  • Name or Greeting 1-5: Uses selected alternate greeting

Busy Greeting​

Plays when you're already on another call:

  • Nothing special: Uses default greeting
  • Name or Greeting 1-5: Uses selected alternate greeting

Out of Office Hours Greeting​

Plays when someone calls outside your configured office hours:

  • Nothing special: Uses default greeting
  • Name or Greeting 1-5: Uses selected alternate greeting

Name Presentation Settings​

Mailbox Name Presentation​

Controls how your name is presented when someone accesses your mailbox:

  • Name: Uses your actual name (default)
  • Number: Uses only your extension number
  • Anonymous: Does not identify whose mailbox it is

Auto Attendant Name Presentation​

Controls how your name is presented in the auto attendant directory:

  • Name: Uses your actual name (default)
  • Number: Uses only your extension number
  • Anonymous: Excludes you from the directory

Message Storage Settings​

Message Deletion Policy​

Control when and how messages are deleted from your mailbox:

  • Default: Uses system default setting
  • Never: Messages are never automatically deleted
  • Make room for new messages: Automatically deletes oldest messages when mailbox is full
  • After [time period]: Automatically deletes messages after the specified time (options from 1 day to 30 weeks)

Delete Copies When Read​

When a message sent to multiple recipients is read by you:

  • Yes: Automatically deletes copies of the message from other recipients' mailboxes (default)
  • No: Keeps copies in all recipients' mailboxes

Notification Settings​

Mobile Phone Notifications​

Receive notifications of new messages on your mobile phone:

  • No: No mobile notifications (default)
  • Yes: Send immediate notification
  • Time interval: Send notifications at specified intervals (20 seconds to 1 hour)

If enabled, you can configure:

  • Notification Attempts: Number of times the system will try to notify you (1-10 attempts)
  • Pause Between Attempts: Time to wait between notification attempts (10 seconds to 8 hours)

Record Announcement​

Choose whether to play an announcement before recording a message:

  • Default: Uses system default setting
  • Yes: Plays an announcement before recording
  • No: Begins recording immediately after the beep

Play Envelope Information​

Controls whether message details are played before the message:

  • Default: Uses system default setting
  • Yes: Plays date, time, and caller information before the message
  • No: Plays only the message without details

Offer Cell Transfer​

Determines if callers are offered the option to be transferred to your mobile number:

  • Default: Uses system default setting
  • Yes: Offers cell transfer option
  • No: Does not offer cell transfer

Supervisor Notifications​

Supervisor notifications allow you to set up an escalation chain of people to be notified when you receive new messages.

Enable Supervisor Notifications​

  • No: No supervisor notifications (default)
  • Time interval: Send notifications at specified intervals (60 seconds to 2 hours)

If enabled, you can configure up to five supervisor stages with:

  • Supervisor Numbers: Phone numbers of supervisors for this stage
  • Notification Attempts: Number of times to try reaching supervisors (1-10 attempts)
  • Wait Time: Time to wait between notification attempts (10 seconds to 8 hours)
tip

Supervisor notifications create an escalation chain where if the first stage doesn't acknowledge the message, the system proceeds to notify the next stage.

Additional Settings​

Mailbox Escape​

Enter an extension or number where callers can be transferred if they press a designated key during your greeting.

Mailbox Group​

Enter extensions to include in a group mailbox with yours. All members will receive copies of messages left for the group.

Mailbox Access​

Enter extensions that are allowed to access your mailbox. These users can check your messages.

Name Use​

Controls whether your name is spoken when accessing the mailbox:

  • No: Does not speak your name
  • Yes: Speaks your name when accessing the mailbox

Troubleshooting​

Common Issues​

Greetings Not Playing​

  • Make sure you've selected the correct greeting for each condition
  • Verify that greetings have been properly recorded or text has been entered
  • Check that the mailbox is enabled

Notification Issues​

  • Verify phone numbers are entered correctly with proper formatting
  • Check that notification settings are enabled
  • Confirm the number of retries and pause intervals are appropriate

Message Storage Problems​

  • If mailbox is full, check your mailbox size setting
  • Adjust your message deletion policy if messages are being deleted too quickly or not quickly enough
tip

After making changes to your mailbox settings, test by calling your own extension to verify the correct behavior.

Last updated on