Forward To Nexiwave via Exchange Server Side Rule

Introduction

As an Exchange Administrator, you can create an Exchange Server Side Rule to automatically forward your users' voicemail emails to Nexiwave for Voicemail Transcription processing.

Benefits

  • Users' outlook/computer does not need to stay open all the time.
  • One time configuration for all your users.

Great For

  • All Microsoft Exchange versions
  • Office 365 / Exchange Online

Pr-requisite

  • A Nexiwave account.
  • Enrolled your users as "Sub-Accounts".

How

(Automatic forwarding is one of the most basic functions in Exchange and supported by ALL exchange versions. The screenshots below are captured using Exchange 2016. The exact steps are very similar/identical for all other versions of Exchange as well as Office 365/Exchange Online)

  1. Open Exchange admin center (ECP) and go to the mail flow section in the left pane.
  2. Go to the rules tab and click the “+” icon. This opens a list of rules. Click Create a new rule.
  3. In the new rule window, configure your rule settings. Name the rule, then go to the Apply this rule if… section and click The sender is….
    Exchange Create Rule Select a sender
  4. Choose the sender that you want to set up the rule for. Highlight it on the list and click the add-> button. Then click OK.
  5. Click More options… at the bottom. This unlocks more actions in the Do the following… menu.
  6. In the Do the following section, pick the Add recipients… action and click to the Bcc box.

    (Note: you may also choose "Redirect the message to", this has the added benefits of single email to your users.)
  7. In the following window, choose "dispatch@nexiwave.com" as recipient:
  8. (The rule basically says: copy any emails sent by my voicemail server to nexiwave)
  9. Confirm your selection with the OK button. Then, click Save to finish the rule configuration.
That’s it – your users' voicemail emails will now be copied to Nexiwave for transcription. Nexiwave will transcribe and send a transcribed version email (including both the transcript and audio) back to your user.
 
PS: don't forget to list your users in your Nexiwave Sub-Accounts section, otherwise their voicemail emails to Nexiwave will be ignored.
PS2: ensure your exchange installation has outbound transport rule that allows delivery to Nexiwave.

Q & A

  • Do I still need to change each user's voicemail email address to the Nexiwave custom email address?
    No. When the email is sent to "dispatch@nexiwave.com", our system is smart enough to check other recipients in the email headers and find their corresponding Nexiwave account.
  • My users receive two email copies of same voicemail. How can we fix it?
    In step 6 above, you can choose to "Redirect the message to" Nexiwave. Your users would then only receive the transcribed copy from Nexiwave, which includes both the transcript and audio attachment. This is safe: Nexiwave uses 9 level of email backup servers and we haven't missed any emails since 2009. The choice is yours though.
 

 


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