How to Setup and Use a Self-ID Message in 3CX

How to Setup and Use a Self-ID Message in 3CX

Hi, I'm Mark with Skycom Solutions, and today we're going to talk about the difference between a self-identification greeting and a voicemail greeting on 3CX.

Voicemail Greeting vs. Self-Identification Greeting

A voicemail greeting is what we're all used to leaving on our phones to tell the user why you're unavailable, and they can leave a message after the tone. This can be long or short, depending on your preference, and that's what the customer will hear when leaving a message.

A self-identification message, on the other hand, is just your name. This message plays back when a caller uses the "dial by name" function to locate you in the directory. This is to confirm which extension they are calling in the event of a similar last name with another user.

For example, if there are John Smith and Brad Smithers, when a caller presses 764 to search "SMI," the system will then play back both self-identification messages, and you can choose the correct one. This is why it's important not to add, "Hi, this is John Smith with the company" in the self-identification message; just say your name: "John Smith."

Setting Your Self-Identification Greeting

To get into your extension's options, you need to enter your personal identification number (PIN). If you don't know this, check with your administrator. Let's go through the example of setting your self-identification greeting step-by-step. Depending on your company's phone system, you might use three or four-digit extensions.

1. Dial 999 (for three-digit systems) or 9999 (for four-digit systems) to get into your voicemail.
2. Enter your personal identification number (PIN), then press pound.
3. You'll hear a menu. Press 9 for options.
4. Press 5 to change your self-identification message.
5. Press 0 to record a new self-identification message.
6. Record your name (e.g., "John Smith") and press pound.
7. Press 0 to save the message.

Your self-identification message is now saved.

Setting Your Voicemail Greeting

This is what users hear when you miss their call. Follow these steps to set it up:

1. Dial 999 (for three-digit systems) or 9999 (for four-digit systems) to get into your voicemail.
2. Enter your personal identification number (PIN), then press pound.
3. You'll hear a menu. Press 9 for options.
4. Press 8 to change your greeting message.
5. Press 0 to record a new greeting message.
6. Record your greeting message (e.g., "Hello, you've reached John Smith with Acme Company. Sorry I missed your call. Please leave a message.") and press pound.
7. Press 0 to save the message.

Remember to hit zero after you do your recording to save the recording into the system.

Testing Dial by Name Function

Let's test the dial-by-name function now that we’ve set up our self-identification greeting:

1. Dial the number for the dial-by-name directory.
2. Enter the first three letters of the last name of the person you are trying to contact.
3. The system will play back self-identification messages for names that match.

For example:

• To call John Smith, press 0.
• To call Brad Smithers, press 1.

This allows the caller to confirm who they want to reach. A user without a self-identification greeting will not appear in the dial-by-name system, so it's important to set this up.

I hope this information is helpful. If you'd like more information about different 3CX functions, check out our playlist here. If you want to learn about what a UPS is, click here.

Keywords

• Voicemail Greeting
• Self-Identification Message
• 3CX Phone System
• Dial-by-Name Function
• Extension Options
• Personal Identification Number (PIN)
• Phone Extensions

FAQs

Q1: What is a self-identification message in 3CX? A: A self-identification message is a recording of your name, used to confirm your extension when someone uses the dial-by-name function in the 3CX directory.

Q2: How do I set my self-identification greeting? A: Dial 999 (or 9999 for four-digit systems), enter your PIN, then press 9 for options, followed by 5 to change your self-identification message. Record your name and press pound, then press 0 to save the message.

Q3: What is the difference between a voicemail greeting and a self-identification message? A: A voicemail greeting informs callers why you're unavailable and instructs them to leave a message. A self-identification message is simply your name, used to identify you in the dial-by-name directory.

Q4: What happens if I don't set a self-identification message? A: If you don't set a self-identification message, you won't appear in the dial-by-name directory, making it difficult for callers to find and confirm your extension.

Q5: Can I update my self-identification greeting if my name changes? A: Yes, you can update your self-identification greeting by repeating the setup process with your new name.