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
- Navigate to the InsideSales tab in Salesforce
- Click on the Manage Voice Messages link in the Tools section
- Click the Create New Voice Message button at the top of the page
- Fill out the message name
- Specify the folder where you would like the message to exist
- Type is not a required field, but feel free to select an option from the drop-down menu for your reference
- 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.
- To share this with other users, check the box to Share message with company
- 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.
- You will receive a call from InsideSales, Press 2 to create a new message
- 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.
- If you are satisfied with the message, you can hang up to disconnect your call
- Finally, click Save Message
Edit Existing Message
To Edit an Existing Voice Message
- Navigate to the InsideSales tab
- Click on the Manage Voice Messages link
- Locate the message you would like to edit
- Click Edit
- You will be able to change the name, owner, folder, sharing rules and the message
- If you are editing the message click on Listen to Message
- From the menu you can click 1 to listen or 2 to record
- Once finished end the call
- Finally, click Save Message
Leave the VM When On a Call
To Leave a Voicemail on a Call
- Click on Leave VM on the Click-to-Call panel
- Select the pre-recorded voicemail you would like to leave from the list
- 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
- Navigate to the InsideSales tab
- Click on the Manage Voice Messages link
- Select Create New Message button
- Fill out Message Name, Folder and Owner
- Click on the choose file button and you will prompted to choose your file that you would like to use.
- 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
- Once complete click Create Message button
- 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.).