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Greetings & Prompts

Updated

Introduction to Greetings & Prompts 

Greetings & Prompts is your organization’s library of audio recordings. Any audio recording you upload for a voicemail greeting or menu prompt will be saved in Greetings & Prompts. 

All audio recordings in Greetings & Prompts are shared and visible to everyone in your organization. 

Adding a New Greeting 

To add a new greeting to your Greeting & Prompts library:

  1. Go to Settings > Phone System (Phone & SMS) > Greetings & Prompts 
  2. Click the “Add Recording” button 
  3. Select whether you’d like to upload a new audio file or create a new recording. 
  4. If you’d like to upload a new audio file, select “Upload an Audio File” and choose the file from your computer or mobile device. The accepted file types are: .aac, .m4a, .mp3, .mp4, .wav, or .webm. 
  5. If you’d like to record a new audio file directly from your computer or mobile device, select “Record Audio” and press the red button to begin recording and the red stop button once you are finished. 
  6. Give the audio file a descriptive name that’s easy to recognize. You can also add an optional description with more information. (Tip: add the date to your title or description).  
  7. Click “Save Recording.”

Replacing an Existing Greeting

If you're looking to replace the audio files on an existing call flow (phone tree), without any changes to the call flow structure, you can replace the existing greeting from Greetings & Prompts. 

Note: If you wish to use the existing recording in the future, please download it before replacing the audio. 

To replace an existing greeting: 

  1. While using Spruce on your computer, go to Settings > Phone System (Phone & SMS) > Greetings & Prompts. 
  2. Find the recording you would like to replace and click on the "Edit” button. 
  3. Click the "Replace Audio" link located in the upper right above the audio playback.
  4. Select whether you’d like to upload a new audio file or create a new recording. 
  5. If you’d like to upload a new audio file, select “Upload an Audio File” and choose the file from your computer or mobile device. The accepted file types are: .aac, .m4a, .mp3, .mp4, .wav, or .webm. 
  6. If you’d like to record a new audio file directly from your computer or mobile device, select “Record Audio” and press the red button to begin recording and the red stop button once you are finished. 
  7. Give the audio file a descriptive name that’s easy to recognize. You can also add an optional description with more information. (Tip: add the date to your title or description).  
  8. Click “Save Recording.”

Delete an Existing Greeting

You can delete an existing greeting from Greetings & Prompts. If you wish to use the existing recording in the future, please download it before deleting the audio.

To delete a greeting from your Greetings & Prompts library:

  1. Go to Settings > Phone System (Phone & SMS) > Greetings & Prompts.
  2. While using Spruce on your computer, find the recording you would like to delete and click the three-dot menu. On the mobile app, click the name of the recording and click “Edit.”
  3. Click “Delete Recording."

Note: Recordings cannot be deleted if they are in use as a voicemail greeting or on a call flow. You can change your voicemail greeting by following the steps here.

Learn more about Call Flows.

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