Call Handling: Transferring Incoming Call to Message Only Ext.

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We frequently get calls from freight brokers that call us all the time. Sometimes we need to speak to them if we have loads to ship, but often we have no loads to ship and would like the ability to simply press a button on our phones and have them automatically delivered to a recording that lets them know we do not have any loads at this time without having to actually speak to them.  Does anyone know if there is a way to do this?
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Chas Barber

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Posted 3 years ago

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Kim, Alum

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I may need more clarification, but you might want to look into setting up an Announcement Only Ext and just forward those calls to the Announcement Only. 


(Edited)
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Danno, Champion

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You can - but what I would do [WWDD], if you want it to appear on your presence keys, is to set up a new extension (w/o phone).  If there is nothing in the Call handling fields, it will go right to the VMS greeting.  That way you have less steps in the call process. 
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Chas Barber

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Perfect - then just setup the voicemail greeting and don't allow messages, correct?
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Danno, Champion

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Yep, but in full disclosure, the extension will still take messages.  You can, however, create a rule (like Chuck mentioned) where all the calls to this extension will play an announcement only and therefore not take a message.
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Chas Barber

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I think I've gotten it - I recorded a custom unavailable greeting and set the take messages option to No.
(Edited)
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Danno, Champion

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Call the extension and see. 
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Chas Barber

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I'm hoping that it can be just a hot button.  Our call queue is structured in a way that all our phones ring for each incoming call.  I'd like to be able to press a button on the Polycom phone and send certain incoming calls as they are ringing to an announcement only extension that tells them that we don't have any loads at this time and to please try back on another day.  They call constantly (many companies every day) and on days we don't have loads to give to them, it can take up a lot of time just having a few minute phone call with each to tell them we don't have loads. 
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Kim, Alum

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Unfortunately, that option isn't available. 
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Kim, Alum

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You can set up an advanced rule and just login and turn it ON for those days, but that will have to be done manually in the ADMIN portal. 
(Edited)
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Danno, Champion

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I agree with Kim with respect to the phones.  However, you can do it with RC4W.  There are several different ways to do it, and it's not a one step Hot Key (rather a two click option), but I do have it working on an account.  I'm assuming you know its a broker by their CLID.
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RC-Installer, Champion

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Got it.  I was thinking if you knew on a certain day then you could put the rule on but I understand.  

So Dano's solution may be best

Chuck
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Danno, Champion

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But you could enter multiple numbers for one rule, right Chuck?  May be a useful option for broker(s) that bug the hellaoutof them and/or they don't want to use.
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RC-Installer, Champion

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Yes you can.  So maybe a combo of the rule and the forwarding.

Chuck
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Chas Barber

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Ok I will look into this as well.  We do have certain brokers that we don't really want to do business with that call very regularly. It is pretty annoying!
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Danno, Champion

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Two thoughts to add:
1.  You can also block their number altogether.  (Blocked calls)  But do it in the super admin account so it covers all extensions.
2.  Keep in mind, some companies call from multiple numbers.  So they can still sneak in that way.
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Danno, Champion

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Sure thing:  1st option would to enter a "reply" message i.e., 'we have no loads'.  So from the RC4W pop up screen, click Reply and then select the new message above.
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Chas Barber

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Sorry if this is a basic question, but is RC4W the desktop application?  I haven't been using that so I don't have a lot of experience with how it works.
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Danno, Champion

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Yes.  Not too difficult to use.  My advice to clients is always to read up on the application and then test before you deploy live so you are comfortable with it before dealing with customers. 
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Danno, Champion

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2nd option would be to create the extension Kim referred to earlier.  Then you transfer the call to that extension.  Now that I think about it, that would work on the phones to.  Just answer call, depress transfer, enter extension and hang up.