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How to Create and Use Pre-Recorded VMs

By August 12, 2019No Comments

How to Create and Use Pre-Recorded VMs

PowerDialer pre-recorded voice messages, overview and setup guide

Pre-recorded voicemails allow you to drop a voice message on a prospect’s voicemail without having to remember or repeat the message on every call. You can customize and tailor multiple messages that you want to leave with a customer and have them at your finger tips while prospecting.

Create a New Voice Message

Creating a pre-recorded voicemail is simple to set up and implement with your team. Your admin/manager will need to make sure you have permission within InsideSales to create pre-recorded messages. Once that is done, follow the steps below to create the messages.

To Create a New Voice Message

  1. Navigate to the InsideSales tab in Salesforce
  2. Click on the Manage Voice Messages link in the Tools section
  3.  Click the Create New Voice Message button at the top of the page
  4. Fill out the message name
  5. Specify the folder where you would like the message to exist
  6. Type is not a required field, but feel free to select an option from the drop-down menu for your reference
  7. Fill out the message script to help give you a talk track while recording the voice message. This text will be included in the Notes field of the completed task.
  8. To share this with other users, check the box to Share message with company
  9. Once everything is set up you will click the Create Message button and InsideSales will call you to record the message. Note: InsideSales will call the number that is listed as the station phone number in the Click-to-Call panel.
  10. You will receive a call from InsideSales, Press 2 to create a new message
  11. Once you are done recording, press # and you will be routed back to the menu where you can select #1 to listen to your message.
  12. If you are satisfied with the message, you can hang up to disconnect your call
  13. Finally, click Save Message

Edit Existing Message

To Edit an Existing Voice Message

  1. Navigate to the InsideSales tab
  2. Click on the Manage Voice Messages link
  3. Locate the message you would like to edit
  4. Click Edit
  5. You will be able to change the name, owner, folder, sharing rules and the message
  6. If you are editing the message click on Listen to Message
  7. From the menu you can click 1 to listen or 2 to record
  8. Once finished end the call
  9. Finally, click Save Message

Leave the VM When On a Call

To Leave a Voicemail on a Call

  1. Click on Leave VM on the Click-to-Call panel
  2. Select the pre-recorded voicemail you would like to leave from the list
  3. The system will leave the voicemail on the prospects phone, and the call will disconnect.

Uploading an Existing Recording

PowerDialer offers the ability load pre-recorded messages, this will give you the option to have a Manager or another individual record a message that can be used across any user of PowerDialer. Below are the steps to upload a recording.

To Upload an Existing Recording

  1. Navigate to the InsideSales tab
  2. Click on the Manage Voice Messages link
  3. Select Create New Message button
  4. Fill out Message Name, Folder and Owner
  5. Click on the choose file button and you will prompted to choose your file that you would like to use.
  6. Make sure to click the check box Share Message with Company if you would like to have this Pre Recorded message shared with other users
  7. Once complete click Create Message button
Note: File will need to be in either GSM or WAV formatting. Below are also the file requirements to be uploaded. You can use to convert to the requirements below.
  • 8KHz Sample Rate
  • 16-bit depth
  • Mono Track (1 Channel)
  • PCM Codec
  • No larger than 2 MB

Things to Know

  • If you have recorded a message and it’s not appearing in your drop down, click on the 3 dots in the corner of the panel and select ‘Reset panel’ which will cause your panel to reload and it should appear
  • This is the method of how to upload messages for your inbound call paths (introduction messages, phone tree directions, etc.).

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