Setup and guides

How To: Upload or record custom audio files

Contents
Overview

You can customize the greetings, music, and announcements your callers hear by uploading your own audio files to the SmartVoice web portal.

Upload auto attendant & hold music files

Your group administrator can upload audio files to replace the default hold music and auto attendant messages.

  1. Go to smartvoice.shawbusiness.ca.
  2. Log in using your group administrator credentials.
  3. Click the Group Profile tab.
  4. Click Announcements.
  5. Under Announcement Repository, click Add.
  6. In the Name field, type a name for your file.
  7. Click Browse and navigate to the audio file you want to upload.
  8. Select the file and click Open.
  9. Click Upload. The file should appear in the repository list.
  10. Click Save on the bottom right.

To learn how to set your audio file as hold music, read How To: Set up SmartVoice hold music. To learn how to set your audio file as an auto attendant message, read How To: Customize the SmartVoice auto attendant menu.

Upload voicemail greetings for individuals

You can personalize your individual voicemail greeting using the SmartVoice web portal.

  1. Go to smartvoice.shawbusiness.ca.
  2. Log in using your individual credentials.
  3. Click Profile/911 Update.
  4. Click Announcements.
  5. Under Announcement Repository, click Add.
  6. In the Name field, type a name for your file.
  7. Click Browse and navigate to the audio file you want to upload.
  8. Select the file and click Open.
  9. Click Upload. The file should appear in the repository list.

smartvoice-announcement-greetings

To learn how to set your audio file as your voicemail greeting, read How to Manage SmartVoice Voicemail Greetings.

Record audio with a microphone

You can audio files using the SmartVoice portal and a microphone like the one in your computer.

  1. Go to smartvoice.shawbusiness.ca.
  2. Log in using your individual credentials.
  3. Click Profile/911 Update.
  4. Click Announcements.
  5. Under Announcement Repository, click Add.
  6. In the Name field, type a name for your file.
  7. Click the microphone icon and allow SmartVoice to use your microphone, if asked.
  8. Speak your message, then click the stop icon.
  9. Press the play button to hear your recording.
  10. Click Save. The file should appear in the repository list.

Record audio over the phone

If you don’t have an audio file to upload, you can record live audio using your phone. You’ll need your group administrator password, the group voice portal extension, and the auto attendant extension number.

  1. Pick up the receiver.
  2. Dial ✱98 to access your voicemail.
  3. Dial ✱
  4. Dial 9999#
  5. Enter your Voice portal Admin passcode followed by # (pound)

Auto Attendant's greetings

  1. To change an Auto Attendant’s greetings, press 1.
  2. If there is more than one auto-attendant, enter the extension for the auto attendant, followed by the pound key (#).
  3. Follow the prompts to change any of the Business Hours, After Hours or Holiday greetings:
    • To change the Business Hours greeting, press 1.
    • To change the After Hours greeting, press 2.
    • To change the Holiday greeting, press 3.

Frequently asked questions

How do I view and edit existing recordings? Existing recording will be displayed under the Announcement Repository. Use the Edit button to add a new file or record a new message. You can also use the Delete button to remove recordings from the repository.

How do I listen to my recording after I upload it? There’s currently no option to listen to a recording after it has been uploaded. You can dial your own number to hear what your callers will hear.

What’s the maximum length for voicemail greetings? Voicemail greetings can be up to 3 minutes long.

What’s the maximum length for hold music? Your hold music audio file can be up to 10 minutes long and must have a file size less than 15MB. The audio file will repeat while your caller remains on hold.

What’s the maximum length for audio file names? Audio file names should be less than 30 characters in length and cannot cannot contain /, \, %, or + characters

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