PBXware 5.3 Voicemail

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PBXware voicemail is an advanced answering machine. Although each extension is equipped with a voice mailbox, voice mailboxes can be created on their own as well from this location.


By selecting the 'Search' Command, the search menu will be displayed. Searches can be done by Name, Email, and Extension number

  • Search
Search phrase
(ex. Depending on which check boxes are selected below (Name, E-mail, Number), provide the corresponding phrase here. For example, if the e-mail is selected below, type the email address here, e.g. email@domain.com and click the search icon or hit enter on the keyboard)
  • Name
Search voice mailboxes by user name
(ex. Check this box and, under 'Search', type the user's name or last name and click the Search icon or hit enter on the keyboard to display results)
(Check box)
  • E-mail
Search voice mailboxes by email address
(ex. Check this box and type the user's email address under 'Search', then click the Search icon or hit enter on the keyboard to display results)
(Check box)
  • Extension
Search voice mailboxes by network extension
(ex. Check this box and type the voice mailbox network extension under 'Search', then click the search icon or hit enter on the keyboard to display results)
(Check box)


This screen lists all system mailboxes with the following details:

  • Name:
Full name of the voice mailbox user
(ex. Peter Doyle)
  • Mailbox:
Voice mailbox extension number
(ex. 1006)
  • Domain:
Domain/Context voice to which the mailbox belongs
(ex. default)
  • 5.0.edit.png Edits the voice mailbox configuration
(Click to edit the voice mailbox configuration)
  • 5.0.delete.png Deletes a voice mailbox account from the system
(ex. Click to delete a voice mailbox from the system)


Edit and Delete commands will be disabled for users with the system extension. Their voicemail settings are edited via self care or by editing their extension.

Voice Mailbox Access:

In order to access custom voice mailboxes from any PBXware extension, dial *124. After you hear the "Comedian mail mailbox" message, enter $VOICE_MAILBOX_NUMBER', then you will be prompted to enter the PIN for that extension.

Example: From extension 1001, dial *124, and when the "Comedian mail mailbox" message is played, enter 2000 to get to the mailbox for extension 2000. After you enter the PIN you will be granted access to the voicemail box for extension 2000.

Voicemail CSV upload (5.3 update)

Voicemail upload and Template download available on the Voicemail page. Users can add mailboxes via the CSV upload option. The template is: mailbox,name,pin,e-mail.

Voicemail CSV

Add/Edit Voicemail

Clicking on 'Add Voicemail/Edit Voicemail' will open the voicemail screen shown below.

Add/Edit Voicemail
  • Mailbox:
Unique network voice mailbox extension number
(ex. Set this field to 5001, for example. Now, in order to dial into this voice mailbox, simply dial 5001 from any PBXware extension)
  • Name:
Full name of the voice mailbox owner
(ex. John Smith)
  • Domain:
Domain/Context this voice mailbox belongs to
(ex. This is an advanced feature. Leave this field set to 'default' unless you know what you are doing)
  • PIN (Personal Identification Number):
Four digit number used for voice mailbox authentication
(ex. Each voice mailbox has a unique PIN. In order to login to your voice mailbox, provide this number when asked for it by the operator e.g. 1947)
  • Email:
Email address associated with the voice inbox. This email is used for a new voice message notification and audio file attachments
(ex. If 'john@domain.com' is set here, once this mailbox receives a new message, a notification and the attached voice message (depending on if this option is enabled) will be sent to this email address)
  • Language:
If you installed additional language sound files on the system, you can choose a different language to be used for sound files related to voicemail
(ex. If you installed French language files in the sounds/fr folder, put 'fr' here to play French sound files when answering voicemail)
  • Send E-mail:
Whether or not to send an e-mail to the address given above
(Yes, No, N/A)
(Option buttons)
  • Pager e-mail:
Provide the pager e-mail address here
(ex. If 'john@pager.com' is set here, once this mailbox receives a new message, a notification is sent to this pager email address)
  • Greeting message:
Greeting message played to users before they are transferred to the voice mailbox to leave a message
(ex. Mailbox user may choose between a 'Busy' and 'Unavailable' message)
(Select box)
  • Unavailable message:
Upload the custom unavailable message. Unavailable message supports: WAV, wav, and gsm files only
(ex. If the default unavailable message does not suit your needs, click the 'Browse' button, upload a custom message, and select it under 'greeting message')
(Select box)
  • Reset Unavailable message:
Reset the current unavailable message
(ex. To reset the current unavailable message, click this button. The message will be deleted from the filesystem)
(Option buttons)
  • Skip instructions:
Skip the instructions telling users how to leave a voice message
(ex. Once the caller reaches the voice mailbox, instructions on how to leave voice message are played. You are encouraged to set this option to 'Yes' all the time)
(Option buttons)
  • Attach:
Whether the voice message should be attached and sent along with the notification email
(ex. A caller leaves a voice message for John. With this option set to 'Yes', the notification email John gets will have the voice message attached to it so John can listen to it without signing in to his voice mailbox)
(Option butons)
  • Delete After E-mailing:
Whether the voice message sound file should be deleted from the filesystem after sending it as an attachment to the user's email address
(ex. The caller leaves a voice message to John. With this option set to 'Yes', the voice message will be deleted after sending it as an attachment to John's email address)
(Option buttons)
  • Say CallerID:
Whether the extension number which left the voice message should be announced to the mailbox owner
(ex. With this option set to 'Yes', John will hear '... from phone number 1004...' when checking his mailbox, for example).
(Option buttons)
  • Allow Review mode:
Allow the user to review his voice message before committing it permanently to the voice mailbox
(ex. After a caller leaves a voice message and presses '#', additional review options are allowed: 1 to accept the recording, 2 to re-record your message, etc.
(Option buttons)
  • Allow Operator:
Allow the caller to reach the operator from the voice inbox by pressing '0'
(ex. Once the user leaves a voice message and presses #, additional options, including '...press 0 to reach an Operator', are heard)
(Option buttons)
  • Operator Extension:
The local extension number that is dialed once '0' is pressed to reach the Operator
(ex. Once the caller leaves a voice message to John and presses '0' to reach the Operator, the extension number provided here (e.g. 1001) will be dialed)
  • Play Envelope Message:
Announces the date and time when the voice message was left in the inbox
(ex. With this option enabled, John will hear 'First message, 11:52, 02 Feb 2007', for example, when checking his voice mailbox)
  • Hide from directory:
This option will allow you to hide your voicemail extension from the directory list.
(ex. Yes, No, N/A)
(Option buttons)
  • Rings to answer:
Number of rings played to the caller before the call enters Voicemail
(ex. Rather than just 'falling' into Voicemail, it is recommended to set the number of ring sounds played to caller)
NOTE: By default, this field is empty which means that there will be no ringing. The caller will 'fall' into Voicemail
  • Voicemail Delay:
The time delay in seconds before the Busy/Unavailable message is played to the caller. This solves the 'half-played' file problem. Keep this value between 1-3
(ex. The caller is leaving a voice message to John. It hears '...ot at home right now...'. Adding '1' to this field will add a one second pause before the message is played. So, now the caller will hear the greeting message without the first part being cut off 'I am not at home right now...').
  • Timezone:
Set the correct date and time format for the message envelope. Timezones are taken from the '/usr/share/zoneinfo' system directory.
(ex. Some countries prefer a time format in the mm-dd-yy or dd-mm-yy format. Select from the available options)
(Select box)

Disk Space Used By Voicemail Recording

With a continuous tone for 60 seconds:

  • wav49 = 91.0kb
  • wav = 863.0kb
  • gsm = 91.0kb

With a continuous silent tone (without sound) for 60 seconds:

  • wav49 = 0.38kb
  • wav = 3.0kb
  • gsm = 0.32k b


Voicemail groups are used to group voicemail inboxes. Once a voice message is left to group 2002, for example, all destinations that belong to that voicemail group will receive the same voice message. This screen lists all system voicemail groups with the following details:

  • Group Name:
Voicemail group name/identifier
(ex. Lobby)
  • Extension:
Voicemail group extension. Once dialed, the voicemail message will be left to all 'Destinations' voice boxes
(ex. 2002)
  • Mailboxes:
Voicemail boxes assigned to a voicemail group
(ex. 1001, 1002, 1003)
  • 5.0.edit.png Edits the voicemail group configuration
(ex. Click to edit the voicemail group configuration)
  • 5.0.delete.png Deletes a voicemail group from the system
(ex. Click to delete a voicemail group from the system)

Add/Edit Group

  • Voicemail Group Name
Voice mailbox network name
(ex. Create a voicemail group, 'Lobby', for example)
Add/Edit Group
  • Voicemail Group Number
Voice mailbox network extension number
To leave a message to this group mailbox, callers will have to dial the extension number set here, e.g. 2002)
  • Mailboxes
A list of mailboxes that belong to this voicemail group is set here
To assign extensions to this voicemail group, provide their extension numbers separated by a comma ',' here. For example, 1001,1002,1003...)
  • Greeting
The greeting which is played when calling this Voicemail group.
(ex. When uploading a greeting for the Voicemail group, the name of the sound file must start with 'vm-greeting-').
(Select box)
  • Incoming Limit (per call)
The maximum number of times each call can enter the Voicemail group. Entering a value in this field will prevent eventual infinite loops that might be accidentally set up on the system.

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