Managing ShoreTel Connect CLOUD Scribe

Content

ShoreTel Connect CLOUD Scribe provides transcriptions of voicemail messages. The transcribed voicemail messages are sent in an email along with a .wav audio file.

If you are a Decision Maker or Phone Manager, you can activate ShoreTel Connect CLOUD Scribe for your account. You can enable Scribe for users on your account and you can view and edit Scribe settings from the ShoreTel Connect Portal.

Activating ShoreTel Connect CLOUD Scribe

When you activate ShoreTel Connect CLOUD Scribe for your account, you select the default Scribe settings for your account. You can change these settings at any time and you can select different settings for individual users.

NOTE: ShoreTel Connect CLOUD Scribe is included in the Standard and Advanced CLOUD profile types. For an additional fee, you can also add Scribe services for users who have Telephony or Essentials CLOUD profile types.

The following two service types are available:

To activate ShoreTel Connect CLOUD Scribe for your account:

  1. On the Phone System menu, click Add-On Features.
  2. To the right of ShoreTel Connect CLOUD Scribe, click Activate.

    The ShoreTel Connect CLOUD Scribe Settings dialog box appears.

  3. Under Delivery of Transcriptions, do one of the following:
    • Select the Send Immediate check box to send a .wav audio file of a voicemail message immediately after the message is received, without waiting for the transcription.
    • Clear the Send Immediate check box to send a .wav audio file of a voicemail message along with the transcription when the transcription is ready.

    NOTE: If you choose to send the audio file immediately, two emails are sent for each voicemail message. The first email contains the audio file only and the second email contains the audio file and transcription.

  4. Under Email Notifications, select the Send email notification check box to send an email notification of the ShoreTel Scribe activation.
  5. Click OK to save the settings.

Viewing ShoreTel Connect CLOUD Scribe Settings

The following information is displayed in the ShoreTel Connect CLOUD Scribe Settings dialog:

To view ShoreTel Connect CLOUD Scribe settings:

  1. On the Phone System menu, click Add-On Features.
  2. To the right of ShoreTel Connect CLOUD Scribe, click Settings.

    The ShoreTel Connect CLOUD Scribe Settings dialog box appears.

Editing ShoreTel Connect CLOUD Scribe Settings

You can edit the default ShoreTel Connect CLOUD Scribe settings for your account. You can also select different settings for individual users. See Editing ShoreTel Connect CLOUD Scribe Settings for a User for more information.

You can edit the following account settings for ShoreTel Connect CLOUD Scribe.

Editing Delivery Settings

  1. On the Add-On Features page, to the right of ShoreTel Connect CLOUD Scribe, click Settings.

    The ShoreTel Connect CLOUD Scribe Settings dialog box appears.

  2. Under Delivery of Transcriptions, do one of the following:
    • Select the Send Immediate check box to send a .wav audio file of a voicemail message immediately after the message is received, without waiting for the transcription.
    • Clear the Send Immediate check box to send a .wav audio file of a voicemail message along with the transcription when the transcription is ready.

    NOTE: If you choose to send the audio file immediately, two emails are sent for each voicemail message. The first email contains the audio file only and the second email contains the audio file and transcription.

  3. Click OK to save the settings.

Sending Email Notifications

You can choose to send email notifications when changes are made to the ShoreTel Connect CLOUD Scribe settings.

  1. On the Add-On Features page, to the right of ShoreTel Connect CLOUD Scribe, click Settings.

    The ShoreTel Connect CLOUD Scribe Settings dialog box appears.

  2. Under Email Notifications, select the Send email notification check box to send an email notification of the changes.
  3. Click OK to save the settings.

Managing ShoreTel Connect CLOUD Scribe Users

You can manage ShoreTel Connect CLOUD Scribe for users on your account in the following ways:

Viewing Users with Access to ShoreTel Connect CLOUD Scribe

You can view a list of users that have ShoreTel Connect CLOUD Scribe enabled. The following information is displayed on the ShoreTel Connect CLOUD Scribe page:

To view Users with access to ShoreTel Connect Scribe:

  1. On the Phone System menu, click Add-On Features, and then click Manage to the right of ShoreTel Connect CLOUD Scribe.

    The ShoreTel Connect CLOUD Scribe page is displayed.

  2. To filter the list, do one of the following:
    • Type your filter criteria in the search field on the toolbar.
    • Type your filter criteria under the appropriate column heading.

Enabling ShoreTel Connect Scribe for a User

Once ShoreTel Connect Scribe is activated for your account, you can enable Scribe for individual users within your organization.

NOTE: ShoreTel Connect CLOUD Scribe is included in the Standard and Advanced CLOUD profile types. For an additional fee, you can also add Scribe services for users who have Telephony or Essentials CLOUD profile types.

  1. On the ShoreTel Connect CLOUD Scribe page, click Add on the toolbar.

    The Add ShoreTel Connect CLOUD Scribe Users dialog box appears.

  2. In the Select Users panel, do the following:
    1. To search for a user, type the name, number, or extension of the user in the Name or Number/Extension field.
    2. Select the check box next to each user you want to enable ShoreTel Connect CLOUD Scribe for.
    3. Click Next.
  3. In the Settings panel, do the following:
    1. Under Delivery of Transcriptions, do one of the following:
      • Select the Send Immediate check box to send a .wav audio file of a voicemail message immediately after the message is received, without waiting for the transcription.
      • Clear the Send Immediate check box to send a .wav audio file of a voicemail message along with the transcription when the transcription is ready.

      NOTE: If you choose to send the audio file immediately, two emails are sent for each voicemail message. The first email contains the audio file only and the second email contains the audio file and transcription.

    2. Under Plan Settings, in the Service Type list, select one of the following service types:
      • Restricted - no overages are allowed; once the user reaches the 30 minute maximum for the month, the Scribe service is disabled for the user for the remainder of the month
      • Not restricted - overages are allowed for an extra fee; once the user reaches the 30 minute maximum for the month, a per minute fee is charged for all overages
  4. In the Summary panel, verify the displayed information and then click Finish.
  5. When prompted, click Yes to confirm the purchase.

Editing ShoreTel Connect CLOUD Scribe Settings for a User

You can edit the ShoreTel Connect CLOUD Scribe settings for an individual user. These settings may differ from the default settings for your account.

  1. On the ShoreTel Connect CLOUD Scribe page, in the Name column, click the name of the user you want to edit settings for.

    The Edit ShoreTel Connect Scribe Settings dialog box appears.

  2. Under Delivery of Transcriptions, do the following:
    1. In the Email address(es) field, type one or more email addresses to send transcribed messages and audio files to.

      Separate email addresses with a comma.

    2. Clear the Keep VM after transcription check box to delete messages from the user’s voicemail box once the transcription is sent.
    3. Select the Send Immediate check box to send the .wav audio file of a voicemail message immediately after the message is received, without waiting for the transcription.

    NOTE: If you choose to send the audio file immediately, two emails are sent for each voicemail message. The first email contains the audio file only and the second email contains the audio file and transcription.

  3. Under Plan, in the Service Type list, select one of the following service types:
    • Restricted - no overages are allowed; once the user reaches the 30 minute maximum for the month, the Scribe service is disabled for the user for the remainder of the month
    • Not restricted - overages are allowed for an extra fee; once the user reaches the 30 minute maximum for the month, a per minute fee is charged for all overages

    NOTE: If the user is currently on a free trial, the trial expiration date is displayed.

  4. To the right of Notify of changes, do the following:
    1. Select the Yes, send email to check box to send an email notification of the changes to the affected user.
    2. In the and field, type additional email addresses to send notifications to.
  5. Click OK to save the changes and send any requested notification emails.

Disabling ShoreTel Connect CLOUD Scribe for a User

  1. On the ShoreTel Connect CLOUD Scribe page, right-click the user you want to disable ShoreTel Connect CLOUD Scribe for and then click Disable ShoreTel Connect CLOUD Scribe.
  2. When prompted, click Yes to confirm that you want to disable ShoreTel Connect CLOUD Scribe for the selected user.

Related Articles

Using ShoreTel Connect CLOUD Scribe
Managing Voicemail
Editing Voicemail Settings
Managing Your User Settings
ShoreTel Connect CLOUD Add On Feature Management
ShoreTel Connect Portal Documentation

ShoreTel Dates

Created Date 2016-08-12 - Modified Date 2017-06-19


Article: 000012088