01/25/19 21:27 PM  

Advanced Call Handling - Set a Rule Based on Called Number | RingCentral

« Go Back

Article

 
SummaryThis article provides information on how to set a rule based on called number. Setting up a rule based on Called Number can be configured in your online account's Advanced Call Handling section. This rule will help Administrators and Users manage calls based on what the caller dialed to reach you.
Details

 

How to set a rule based on called number?


This article shows how Users and Administrators can set this up. Click the link corresponding to your role to learn how to create this rule on your account:

User (can only view and edit your own extension's settings)
Administrator (can view and edit other user's settings) 
 

Users

To configure your extension's custom call handling rules based on the Called Number, follow the steps below:

IMPORTANT: Custom Answering Rules are applied before the Business Hours and After Hours rules.
 

1. Log in as a User to your RingCentral Online Account.

2. Click Settings > Call Handling & Forwarding > Advanced.

go to settings - call handling - advanced

3. Click Add Rule.

4. Enter the Name for the rule. Click Next.

enter rule name

5. Click Called Number Select Number. The rule is activated when callers dial the selected number. Select those numbers you want to handle with this custom rule, and then click Done.

called number rule

6. Click Next.

7. Under Define Call Handling, you can choose from the following actions to determine how calls are handled based on the conditions that you've set:

define call handling

Forward Calls - Allows you to forward calls to forwarding numbers simultaneously, or in sequential order. 
Take Messages Only - This option send callers directly to voicemail.
Play Announcement Only - Plays a pre-recorded announcement and ends the call after the announcement is played.
Unconditional Forwarding - Bypasses RingCentral's call handling settings and allows the forwarding number to handle the call.
 

Forward Calls 

1. Select Forward Calls.

click forward calls

2. Click Screening, Greeting & Hold Music, and configure to your preferred settings.

3. Click Call Handling, and configure to your preferred settings.

4. Click Messages, and configure to your preferred settings

5. Click Save.

Back to Actions List
 

Take Messages Only

1. Select Take Messages Only.

2. Click Edit under Voicemail Greeting to configure what your callers will hear before they leave their voice message. You can keep the default settings, or you can customize by recording your greeting or uploading a pre-recorded audio file.

click edit

3. Click Select Extension under Message Recipient to select the extension where the voicemail messages will be saved, and then click Done.

select extension

4. Click Save.

Back to Actions List
 

Play Announcement Only

Play a pre-recorded announcement and end the call afterwards.

1. Click Edit under Announcement Greeting if you want to customize your announcement.

click edit

Back to Actions List
 

Unconditional Forwarding

Select if you want to forward the call to a different phone number without having to go through your greeting settings. This option is good when you want the call to go directly to your personal voicemail when you don't pick-up. Enter the phone number under Forward Calls.

unconditional forwarding

Back to Actions List

 

Administrators

To configure another User's custom call handling rules based on the Called Number, follow the steps below:

IMPORTANT: Custom Answering Rules are applied before the Business Hours and After Hours rules.
 

1. Log in as an Administrator to your RingCentral Online Account.

2. Go to Users > User list. Select the name of the user or extension where you want to add a forwarding number.

Go to Users > Users list > Users with Extension. Click on the User that you wish to configure.

3. Click Call Handling & Forwarding Advanced.

Click Call Handling

4. Click Add Rule.

5. Enter the Name for the rule. Click Next.

enter rule name

6. Click Called Number Select Number. The rule is activated when callers dial the selected number. Select those numbers you want to handle with this custom rule, and then click Done.

called number rule

7. Click Next.

8. Under Define Call Handling, you can choose from the following actions to determine how calls are handled based on the conditions that you've set:

define call handling

Forward Calls - Allows you to forward calls to forwarding numbers simultaneously, or in sequential order. 
Take Messages Only - This option send callers directly to voicemail.
Play Announcement Only - Plays a pre-recorded announcement and ends the call after the announcement is played.
Unconditional Forwarding - Bypasses RingCentral's call handling settings and allows the forwarding number to handle the call.
 

Forward Calls 

1. Select Forward Calls.

click forward calls

2. Click Screening, Greeting & Hold Music, and configure to your preferred settings.

3. Click Call Handling, and configure to your preferred settings.

4. Click Messages, and configure to your preferred settings

5. Click Save.

Back to Actions List
 

Take Messages Only

1. Select Take Messages Only.

2. Click Edit under Voicemail Greeting to configure what your callers will hear before they leave their voice message. You can keep the default settings, or you can customize by recording your greeting or uploading a pre-recorded audio file.

click edit

3. Click Select Extension under Message Recipient to select the extension where the voicemail messages will be saved, and then click Done.

select extension

4. Click Save.

Back to Actions List
 

Play Announcement Only

Play a pre-recorded announcement and end the call afterwards.

1. Click Edit under Announcement Greeting if you want to customize your announcement.

click edit

Back to Actions List
 

Unconditional Forwarding

Select if you want to forward the call to a different phone number without having to go through your greeting settings. This option is good when you want the call to go directly to your personal voicemail when you don't pick-up. Enter the phone number under Forward Calls.

unconditional forwarding

Back to Actions List

 

See Also

Accessing the Advanced Call Handling feature
Call Handling & Forwarding Overview

Ranking
Was this information helpful?
Yes
No
Somewhat

Tell us why and what can we do to improve this information