Sound File Management

The Sounds tab allows for sound file management. Here you can upload and manage sound files for your Auto Attendant including Hold Music, Holiday Messages and Prompt Instructions. Music on Hold files can also be assigned to specific extensions.

Note for basic queues, the NEWT PBX is prebuilt with Music on Hold and cannot be modified.

File Name – The File name is based on the file that has been uploaded. Acceptable file types are .wav, mp3 and mp4 files and cannot be modified. Ensure the file is saved with the name you want to display here, before uploading.

Status – This field indicates if the file is now loaded and ready to utilize.

Size – This field indicates the digital storage size of the file in kilobytes or megabytes. In digital units of measurement, 1 MB is equal to 1024 kilobytes or KB and cannot be modified.

Date – This field indicates the date and time this file was uploaded and cannot be modified.

Description – This field allows you to enter a description of the choice, to indicate what this file is or what it is being used for. The example above shows what kind of sound is on the file (i.e.: country or rock, or a prompt menu item or a holiday greeting etc..). You can edit the description in line, on this page.

Type – This field indicates the intended use of the file (i.e.: Auto Attendant or Hold Music). If the file is no longer being utilized, it will show as disabled.

Class – This field allows you to assign a number to the Music on Hold file, so that you can assign extensions to this “class” number, allowing different extensions to have the same hold music. See below set up instructions for further details.

Breakpoints – Utilize the breakpoints feature to randomize audio file playback so that people don't hear the same start messaging each time they're placed on hold. You can break an audio file into segments, to be played back randomly, via the Breakpoints settings. This allows for an audio file, to be broken up into shorter segments with randomized playback of each segment. If the majority of PBX extensions share the same On Hold messaging, it is recommended to leave them in the default / no value class (see below set up for details).

AA Menu – This field indicates which Auto Attendant menu; this sound file is associated with (see below for set up details).

Setting up Your Audio Files

1. Begin by clicking on the Add button on the top right of the screen.

2. To select files, start by clicking on the Choose File button. This will allow you to select a locally stored audio file from the computer files. Files need to be either in mp3, mp4 or wav format. File names can include letters and/or numbers, with a max length of 100 characters and must not include special characters (e.g., $, %, @, etc.) as this can lead to file conversion errors. Ensure the name of the file is what you want to see reflected, in the file name field on screen.

3. Click upload. Once the upload is complete, the Status field will show as “ready”.

4. Add the description right in the line item.

5. Select the type of file this is being used for (Auto Attendant or Hold Music).

6. If this is Hold Music, select the Class number to associate extensions to the file. Below you will see the Extension listing. You can now assign this class number to the relevant extensions of the choice.

   

7. You can now set breakpoints for the hold music. Enter the values in seconds where you would like the audio to be separated. In the below example, the audio file is broken into segments at 15 seconds and 30 seconds, allowing the single audio file to be separated into three (3) total segments for randomized playback (e.g., first 15 seconds, 15 to 30 seconds and 30 seconds to the end). One would need to listen to the audio file and note where each segment begins and ends in order to accurately segment the file for playback.

8. You will now be able to select the auto attendant from the AA menu drop-down. *Ensure the auto attendants are set up prior to completing sound file management set up.

   

9. Once all the set up is complete, ensure you click the Update button,  to save and publish.