Managing MiCloud Connect Scribe

MiCloud Connect 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 Connect Scribe for your account. You can enable Connect Scribe for users on your account and you can view and edit Connect Scribe settings from the Account Portal.

Activating Connect Scribe

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

NOTE: Connect Scribe is included with the Premier (Standard) and Elite (Advanced) phone profile types. For an additional fee, you can also add Connect Scribe services for users who have a Telephony or Essentials profile.

The following two service types are available:

• Restricted - no overages are allowed; once the user reaches the 30 minute maximum for the month, the Connect 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

To activate Connect Scribe for your account:

1. On the Phone System menu, click Add-On Features.
2. To the right of Connect Scribe, click Activate.
   The Connect Scribe Settings dialog box appears.
3. Under Delivery of Transcriptions, do one of the following:
   • Select the Send Immediate checkbox 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 checkbox 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 checkbox to send an email notification of the Connect Scribe activation.
5. Click OK to save the settings.

Viewing Connect Scribe Settings

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

• Delivery of Transcriptions - the Connect Scribe delivery settings
• Email Notifications - displays settings for sending email notifications of changes

To view Connect Scribe settings:

1. On the Phone System menu, click Add-On Features.
2. To the right of Connect Scribe, click Settings.
   The Connect Scribe Settings dialog box appears.

Editing Connect Scribe Settings

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

You can edit the following account settings for Connect Scribe.

• Delivery of Transcriptions - choose to send a .wav audio file of a voicemail message immediately after the message is received or choose to wait to send the .wav audio file with the transcription
• Email Notifications - send an email notification when changes are made to the Connect Scribe settings

Editing Delivery Settings

1. On the Add-On Features page, to the right of Connect Scribe, click Settings.
   The Connect Scribe Settings dialog box appears.
2. Under Delivery of Transcriptions, do one of the following:
   • Select the Send Immediate checkbox 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 checkbox 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 Connect Scribe settings.

1. On the Add-On Features page, to the right of Connect Scribe, click Settings.
   The Connect Scribe Settings dialog box appears.
2. Under Email Notifications, select the Send email notification checkbox to send an email notification of the changes.
3. Click OK to save the settings.

Managing Connect Scribe Users

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

• View a list of users that have Connect Scribe enabled.
• Enable Connect Scribe for individual users within your organization.
• Edit Connect Scribe settings for individual users.
• Disable Connect Scribe for users.

Viewing Users with Access to Connect Scribe

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

• Name - user name as it appears in the MiCloud database
• Email - email address for the user
• Phone Number - telephone number for the user
• Extension - extension for the user
• Plan - current Connect Scribe plan
• Sub-plan - current service type for the selected user
• Trial - indicates whether or not the user is currently on a free trial

To view Users with access to Connect Scribe:

1. On the Phone System menu, click Add-On Features, and then click Manage to the right of Connect Scribe.
   The Connect 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 Connect Scribe for a User

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

NOTE: Connect Scribe is included with the Premier (Standard) and Elite (Advanced) phone profile types. For an additional fee, you can also add Connect Scribe services for users who have a Telephony or Essentials profile.

1. On the Connect Scribe page, click Add on the toolbar.
   The Add 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 checkbox next to each user you want to enable Connect 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 checkbox 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 checkbox 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 Connect 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 Connect Scribe Settings for a User

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

1. On the Connect Scribe page, in the Name column, click the name of the user you want to edit settings for.
   The Edit Connect Cloud Scribe Settings dialog box appears.
2. Under Delivery of Transcriptions, do the following: 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.>
   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. Select the Send Immediate checkbox to send the .wav audio file of a voicemail message immediately after the message is received, without waiting for the transcription.
3. Under Plan, do the following:
   1. In the Plan Package list, always keep Power Auto selected.
   2. 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
   NOTES:
   • If you need to change the service type and these fields appear grayed out, contact Support for assistance.
   • 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 checkbox 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 Connect Scribe for a User

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

Using MiCloud Connect Scribe
Managing Voicemail
Editing Voicemail Settings
Managing Your User Settings
MiCloud Add On Feature Management
MiCloud Account Portal Documentation