Alcatel-Lucent Alcatel-Lucent Rainbow Office Software User guide

Brand: Alcatel-Lucent

Model: Alcatel-Lucent Rainbow Office Software

Type: User guide

Alcatel-Lucent Alcatel-Lucent Rainbow Office Software is a unified communications solution that offers a wide range of features to help businesses of all sizes improve their productivity and collaboration. With Rainbow Office Software, you can:

Make and receive calls: Rainbow Office Software allows you to make and receive calls from anywhere, on any device. You can also use Rainbow Office Software to manage your contacts, call history, and voicemail.
Send and receive messages: Rainbow Office Software includes a robust messaging platform that allows you to send and receive instant messages, SMS, and faxes. You can also use Rainbow Office Software to create and share group chats.

Make and receive calls: Rainbow Office Software allows you to make and receive calls from anywhere, on any device. You can also use Rainbow Office Software to manage your contacts, call history, and voicemail.
Send and receive messages: Rainbow Office Software includes a robust messaging platform that allows you to send and receive instant messages, SMS, and faxes. You can also use Rainbow Office Software to create and share group chats.

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

RAINBOW OFFICE

Visual IVR Editor Guide

Edition 01 – March 2021

Visual IVR Editor Guide     
The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 2 
 
 
CONTENT 
 
 
 INTRODUCTION ................................................................................. 3 
 VISUAL IVR EDITOR GUIDE .................................................................... 3 
1. How to access the Visual IVR Editor ............................................................... 3 
2. Create a new IVR menu .............................................................................. 4 
3. Open and edit an existing IVR menu ............................................................... 4 
4. Add sub-items to the IVR menu .................................................................... 5 
5. Edit the IVR menu settings .......................................................................... 6 
6. Generic Key Presses .................................................................................. 8 
6.1. Use the default settings .................................................................................... 8 
6.2. Specify the generic key press settings ................................................................... 8 
7. Duplicate an IVR Menu ............................................................................... 9 
8. Delete an IVR Menu ................................................................................. 12 
 
 

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 3

1. INTRODUCTION

This guide provides information for Administrators on how to use Visual IVR Editor.

The Visual IVR Editor lets Administrators configure the account's Multi-level IVR using an easy to use

graphical interface. This feature helps Administrators to add IVR menus and assign them to extensions

with just a few clicks. It allows Administrators to edit and update an existing IVR menu. Once the

configuration has been saved, Rainbow Office will automatically verify the settings and display any

missing information.

You can create your IVR Menu and prompts even when your Multi-IVR Menu is disabled. To apply the

configuration to your Rainbow Office account, you must activate your Multi-Level IVR menu for callers.

You can do this by switching your Auto-Receptionist's IVR Mode from Single-Level to Multi-Level.

2. VISUAL IVR EDITOR GUIDE

2.1. How to access the Visual IVR Editor

Administrators can log in to the Rainbow Office Online account and access the Visual IVR Editor by

going to Admin Portal > Phone System > Auto-Receptionist > IVR Editor tab.

Below the Visual IVR Editor, click Launch Visual IVR Editor. If you are accessing the Visual IVR Editor

for the first time, a short interactive demo will be shown to guide you in navigating the Visual IVR

Editor.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 4

2.2. Create a new IVR menu

Below New Tree, click the phone icon. This will automatically generate a menu with a preset extension

which can be customized later.

You can perform any of the following actions:

• Add sub-items to the IVR menu - lets to add sub-items to your IVR tree.

• Edit the IVR menu settings - changes the Name and Extension of the IVR menu and set the IVR

menu's prompts and Key presses.

• Duplicate an IVR menu - duplicates a sub-menu and places it under other menus.

2.3. Open and edit an existing IVR menu

1. Click the Folder icon on the top left corner of the Visual IVR Editor interface. This will bring up

your list of existing menus.

2. Click the IVR menu to edit. The IVR menu's preview will be displayed on the right pane. Click Open.

You can perform any of the following actions:

• Add sub-items to the IVR menu - lets to add sub-items to your IVR tree.

• Edit the IVR menu settings - changes the Name and Extension of the IVR menu and set the IVR

menu's prompts and Key presses.

• Duplicate an IVR menu - duplicates a sub-menu and places it under other menus.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 5

2.4. Add sub-items to the IVR menu

1. Hover your mouse over the menu, then click the Plus icon.

2. This will expand to show a list of sub-items that you can add. The following sub-items can be

added to an IVR Menu:

New menu - Lets you create a new menu as an option to your

IVR tree. The extension and name are auto generated and can

be edited later.

Existing menu - Lets you use and add an existing menu to your

IVR tree. When you select this option, the list of menus will

open on the left-hand part of the page. Click on the desired

menu to preview it, and then click the Use button to add it to

your IVR tree.

External transfer - Lets you include an external number in your

tree. When you select this option, your callers will be

transferred to the number that you have specified.

Directory - Lets you attach your Rainbow Office dial-by-name

directory to your IVR tree.

Voicemail - Gives an option to your callers to leave a voicemail.

Extension - Lets you add a specific extension to your IVR tree.

This can be a group or a User.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 6

2.5. Edit the IVR menu settings

1. The editor automatically assigns the key press numbers. To change the assigned numbers, click

the key press number, then type the correct one.

2. To save the configuration, click Save located at the top left corner of the Visual IVR Editor.

Rainbow Office automatically validates the configuration of your IVR menu and notifies you of any

invalid configuration.

Menus can be customized for better organization and functionality:

1. Hover your mouse over an existing Menu in the Visual IVR Editor, then click the More button

(ellipsis).

2. Click Settings to configure — Extension Info, Prompt, and Key Presses.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 7

Extension Info tab

• Extension Number - lets you route

calls to this IVR menu.

• Menu Name - lets you identify an

IVR Menu. It is recommended to

change it to indicate how the

menu is used (e.g. Support Menu).

• Language - lets you choose the

default language you want to use

for IVR menu Text to Speech

greeting.

• Site - lets you select the site

where the IVR menu should be

assigned to.

Prompt tab

Let’s you assign an Audio prompt or use

the Text to speech prompt. Audio

prompt lets you assign one of the pre-

recorded prompts that you have

imported from your computer to your

Rainbow Office account. The Text to

speech feature lets you define your

greeting by typing it in the box

provided.

Key Presses tab

Generic Key Presses - lets you change

how the # and * keys function for the

menu. You can also change what happens when the caller does no action after the audio prompt

has been played 3 times. See Generic Key Presses for more information.

3. Click Done.

4. Click Save. Rainbow Office automatically validates the configuration of your IVR menu and notifies

you of any invalid configuration.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 8

2.6. Generic Key Presses

2.6.1. Use the default settings

The default settings follow the actions below:

• Press #: Repeat menu greeting

• Press *: Return to previous menu

• If caller enters no action after the prompt has played 3 times: Disconnect the call

2.6.2. Specify the generic key press settings

1. Under Generic Key Presses, select Specify

2. Below Press #, click the drop-down list, then select:

• Repeat menu greeting

• Return to root menu

• Return to previous menu

3. Below Press *, click the drop-down list, then select:

• Repeat menu greeting

• Return to root menu

• Return to previous menu

4. For If caller enters no action after the prompt played 3 times, select Disconnect the call or Connect

to extension.

5. If you selected Connect to extension, click Select Extension.

6. Select the extension, then click Done.

7. Click Done.

8. Click Save. Rainbow Office automatically validates the configuration of your IVR menu and notifies

you of any invalid configuration.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 9

2.7. Duplicate an IVR Menu

IVR menus can be easily duplicated and placed under other menus. This is especially useful if you're

managing bigger IVR menu trees across several departments that require similar menu options.

1. Hover your mouse over a sub-menu in the Visual IVR Editor, then click the More button

(ellipsis).

2. Click Duplicate.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 10

3. Drag and drop the duplicate menu to the target place.

4. When you drop the duplicate sub-menu to your IVR Menu, a confirmation box will appear giving

you an option to create a linked or unlinked copy of the sub-menu. When you create a linked copy,

future changes made to this instance will apply to all other linked instances in your account. You

can create a linked copy then unlink it later if needed.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 11

To unlink a copy of a sub-menu, click the chain-link on the sub-menu.

5. Click Save. Rainbow Office automatically validates the configuration of your IVR menu and notifies

you of any invalid configuration.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 12

2.8. Delete an IVR Menu

1. Go to Admin Portal > Phone System > Auto-Receptionist > IVR Menus tab.

2. Click Delete next to the IVR menu to remove.

3. On the confirmation window, click Delete.

4. To remove linked items and sub-menus, click the item's More button (ellipsis). Click Delete.

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 13

Visual IVR Editor Guide

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 14

WEBSITE

www.al-enterprise.com

Alcatel-Lucent Alcatel-Lucent Rainbow Office Software User guide

Brand: Alcatel-Lucent

Model: Alcatel-Lucent Rainbow Office Software

Type: User guide

Make and receive calls: Rainbow Office Software allows you to make and receive calls from anywhere, on any device. You can also use Rainbow Office Software to manage your contacts, call history, and voicemail.
Send and receive messages: Rainbow Office Software includes a robust messaging platform that allows you to send and receive instant messages, SMS, and faxes. You can also use Rainbow Office Software to create and share group chats.

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