FreePBX 17 dictation allows a user to record spoken notes from a desk phone or softphone, save them on the PBX, and then send them on when ready.

In most systems:

• *34 = Access Dictation
• *35 = Send Dictation

From an end-user point of view, the usual process is:

1. Dial *34 to record or manage a dictation.
2. Save the dictation.
3. Dial *35 to send that dictation to its destination.

What these feature codes do

*34 Access Dictation

Use *34 when a dictation needs to be:

• created
• continued
• reviewed
• re-recorded
• saved for sending later

This is the main entry point for dictation work.

*35 Send Dictation

Use *35 when a saved dictation is ready to be sent.

Depending on how the PBX has been configured, sending may:

• email the audio file
• deliver it to a transcription mailbox
• pass it to a workflow or third-party transcription system
• send it to a predefined recipient

Before using dictation

The following normally need to be in place:

• the dictation feature must be enabled on the phone system
• the extension must be allowed to use dictation
• a dictation mailbox, user number, or PIN may be required
• email or destination routing must already be configured by the system administrator
• the handset or softphone must be able to send keypad tones correctly

If any of these are missing, 34 or 35 may not work, or the recording may save but not send.

How to record a dictation with *34

From a desk phone

1. Lift the handset or press the speaker key.
2. Dial *34.
3. Listen to the voice prompts.
4. If prompted, enter:

• your extension number
• your dictation number or mailbox
• your PIN or password

1. Start speaking when instructed.
2. Follow the spoken menu to:

• save the recording
• continue recording
• review it
• delete and start again

1. Hang up only after the system confirms the dictation has been saved.

From a softphone

1. Open the softphone and ensure it is registered.
2. Dial *34.
3. Use the keypad in the softphone if prompts ask for digits.
4. If prompted, enter:

• extension number
• dictation number or mailbox
• PIN or password

1. Speak clearly into the headset or microphone when the system indicates recording has started.
2. Use the on-screen keypad for any menu options announced.
3. Save the dictation before ending the call.

What normally happens after dialling *34

The exact prompts vary between installations, but the common flow is:

1. Authentication

• The system may ask who is using dictation.
• This is usually an extension number, user number, or dictation ID.
• A PIN may also be requested.

1. Select new or existing dictation

• Some systems automatically create a new dictation.
• Others ask for a dictation number.
• Some allow an existing dictation to be resumed or appended to.

1. Record

• Speak after the tone or prompt.
• Keep the microphone close enough to be heard clearly, but avoid breathing directly into it.

1. Review or amend

• The system may offer options to listen back, continue, re-record, or save.

1. Save

• Saving is important.
• If the dictation is not saved properly, *35 may have nothing to send.

Best practice when recording

For clearer dictations:

• speak at a steady pace
• use a headset where possible
• avoid background noise
• state key names, numbers, and references clearly
• pause briefly between sections
• spell unusual names or codes
• avoid using speakerphone in noisy areas

A useful structure is:

1. reference or case number
2. name or subject
3. main content
4. actions required
5. any closing notes

How to send a dictation with *35

Once a dictation has been recorded and saved, use *35 to send it.

Step-by-step

1. Lift the handset or open the softphone.
2. Dial *35.
3. Listen to the prompts.
4. If requested, enter:

• your extension number
• dictation number or mailbox
• PIN or password

1. Select the dictation to send, if the system offers a choice.
2. Confirm sending when prompted.
3. Wait for the confirmation message before hanging up.

What normally happens after dialling *35

The send process commonly works like this:

1. Authentication

• The system verifies the user.

1. Dictation selection

• It may send the most recent saved dictation automatically.
• Alternatively, it may ask for the dictation number.

1. Destination handling

• In many systems the destination is already preconfigured.
• In others, the system may prompt for a mailbox or recipient choice.

1. Confirmation

• The PBX confirms the dictation has been queued or sent.

Typical everyday workflow

A common end-user workflow is:

1. Dial *34.
2. Log in if prompted.
3. Record the dictation.
4. Save it.
5. Hang up.
6. Dial *35.
7. Log in if prompted.
8. Send the saved dictation.
9. Wait for the confirmation message.

Common scenarios

Record now, send later

Use this when the dictation is not ready to leave the system immediately.

• Dial *34
• Record and save
• End the call
• Send later using *35

Re-open and continue a dictation

Use this when more information needs to be added.

• Dial *34
• Log in
• Choose the existing dictation if prompted
• Continue recording
• Save again
• Send with *35 when complete

Re-record a dictation

Use this when the first version was unclear or incomplete.

• Dial *34
• Access the existing dictation
• Use the spoken options to delete or replace it
• Record again
• Save
• Send with *35

Important points to remember

• *34 is for creating or managing dictation.
• *35 is for sending a saved dictation.
• Sending normally only works after the dictation has been saved.
• The prompts may differ slightly depending on PBX configuration.
• Some systems use your extension as your dictation identity; others use a separate number or PIN.
• If your organisation has changed the default FreePBX feature codes, use the locally published codes instead of 34 and 35.

Handset and softphone notes

Desk phones

• Use the physical keypad for menu choices.
• If using speakerphone, keep the room quiet.
• If the system does not recognise digits, try using the handset instead of speaker mode.

Softphones

• Ensure the correct microphone is selected.
• Use the in-call keypad to respond to prompts.
• If digits are not recognised, the softphone may have a DTMF setting problem.
• If 34 or 35 is intercepted by the softphone itself, use the dial pad exactly as configured by the client, or a desk phone instead.

If 34 or 35 does not work

Common causes include:

• dictation is not enabled on the system
• the extension is not authorised for dictation
• the feature codes have been changed from the defaults
• the softphone is not sending DTMF correctly
• no PIN or mailbox has been configured
• the mail or delivery destination for sent dictations is not configured
• the recording was not saved before attempting to send it

Quick reference

• *34 — open dictation, record, review, save
• *35 — send saved dictation

Simple example

1. From the handset, dial *34.
2. Enter login details if asked.
3. Record the message after the tone.
4. Save the dictation.
5. Hang up.
6. Dial *35.
7. Enter login details if asked.
8. Select the saved dictation or confirm the latest one.
9. Confirm send.
10. Wait for the success prompt.

In normal day-to-day use, that is all that is required: record with 34, then send with 35.