UTAA Prompt Recording

IMPORTANT NOTICE:  Auto-Attendant System Conversion 

We're currently in the process of converting auto-attendants to a new system referred to as the UT PBX.  The current system will be referred to as LEGACY System in the instructions below.

If your AA has been converted—or is in the process of conversion—to the UT PBX, your department will have been notified.  To record greetings and prompts in your UT PBX AA please scroll past the LEGACY version instructions.

For the few customers who use the Emergency Preface feature, the process is essentially the same (see at bottom).

LEGACY System Auto-Attendant Recording

To update existing recordings and prompts in your auto-attendant, follow this procedure:

1. Call the UTAA access number:  512-232-UTAA (8822);  on-campus, 2-8822.
2. At the prompt, enter your account number (the 5-digit auto-attendant phone number) and press the # key.
3. At the prompt, enter your PIN and press the # key.
4. Select option 3 "to record a specific prompt."
5. Ignore the reference to "alphabetic" prompts, and enter your 2-digit message number.
6. Follow the prompts to update your recording and save it.

To create new recordings for an auto-attendant:

This is for new AA's and those being modified with new functionality (such as a new sub-menu or audio playback option).  Be sure to coordinate with the UTAA admin.

1. Call the UTAA access number:  512-232-UTAA (8822);  on-campus, 2-8822.
2. At the prompt, enter your account number (the 5-digit auto-attendant phone number) and press the # key.
3. At the prompt, enter your PIN and press the # key.
4. Press option 1 to create a new recording
5. Ignore the reference to "alphabetic" prompts, and enter a new 2-digit message number.  (Message number(s) will have been provided by the UTAA admin.)
6. Follow the prompts to update your recording and save it.

UT PBX System Auto-Attendant Recording

Note: Unlike the Legacy system, the UT PBX recording process has no option for customers to create new wav files.  All necessary wav files are pre-provisioned by the administrator with "placeholder" files that you can record over.

To update greetings and prompts in your auto-attendant, follow this procedure:

1. Call the UT PBX Recording access number:  512-232-1001 (on-campus, 2-1001).
2. At the prompt, enter your account number (the 5-digit auto-attendant phone number) and press the # key.
3. At the next prompt, enter your PIN and press the # key.
4. At the next prompt, enter your 2-digit message number and press either the * key to listen to the current prompt, or the # key to re-record it.
5. After changing a recording, follow the prompts to review, re-record and/or save the new version.

Emergency Preface Recordings (both systems)

ITS provides an optional procedure (at no charge) for prefacing your auto-attendant with an emergency message that plays for all callers before proceeding to the normally scheduled menu.  NOTE: This feature is managed by the customer on an as-needed basis.  Auto-attendants are not provisioned with this feature by default, but any of them can have it.

To request:
Send your request by email to utvoicemail@austin.utexas.edu to automatically open a ticket with the Voice Mail Office.  Just identify the auto-attendant by department and phone number, and ask for the “Message 99” option.  (That’s the message number usually assigned to the wav file used for this feature.)

To activate:
Follow the instructions in the relevant section above depending on the system you're currently on.  Use the 2-digit message assigned to your emergency message (normally 99).  As soon as you save the recording, it will play before your auto-attendant for all callers.

To deactivate:
Log in again and re-record your emergency message but this time just record a second of silence.  This effectively empties the wav file of content so callers will hear nothing prior to the normally scheduled menu.  

TIPS for deactivating: 

• If your phone has a mute button, use it!
• If the system rejects your attempt, you were too quick; try two seconds.