How Can I Localize Prompt Sets?

3CX Phone System ships with a set of Prompts Sets for the the major languages. In this article, we explain how to localize the Prompts Set, so as to make them available in a language which is not included with 3CX Phone System.

All prompt sets are located within this folder:

Windows 2008 / 7 / 2012 / 8 / 10:
%programdata%\3CX\Instance1\Data\Ivr\Prompts\Sets\

Each prompt set has a separate sub-directory. For example, the default English prompt set is located within the “…\Sets\8210986B-9412-497f-AD77-3A554F4A9BDB” directory. The following table shows the list of all the Prompts sets available by default in 3CX Phone System with their ID / Folder Name.

Name ID / Folder Name
Bulgarian Prompts Set BULGARIAN-4a4f-4160-b143-488a18be8ba8
Chinese Prompts Set CHINESEB-9412-497f-AD77-3A554F4A9BDB
Danish Prompts Set 2fDANISH-c98b-4cca-b4f6-5049AADC24bb
Dutch Prompts Set 1e6ed594-af95-4bb4-af56-b957ac87d6d7
French Prompts Set 0D767FEA-10A3-4ba4-8A57-FE74BDABE4E5
German Prompts Set 03E2DC8C-3382-43e2-A9D5-115F92C847BE
Greek Prompts Set 43EDFDBA-1C46-42d8-A47C-27A86BEFFF76
Italian Prompts Set 307392E1-F915-4f3a-9362-5049AADC242C
Polish Prompts Set 8210456B-9412-497f-AD77-3S990T4499MB
Russian Prompts Set 55RUSSIA-1SS6-4IA8-A47C-27A86BEFF5TF
Spanish Prompts Set F1BAA317-E130-44ff-B467-63AE7F9EC061
Standard English Prompts Set 8210986B-9412-497f-AD77-3A554F4A9BDB
Swedish Prompts Set 32E3AD5C-3252-4ef2-A9D5-115A92B847AF
UK English Prompts Set 43E89581-DAD8-B6F4-7660-15D48B5E6026
Japanese Prompts Set JAPAN616-A130-47af-A467-30AE7F9AC661
Ukraine Prompts Set UKRAINEP-4512-485D-AFGG-UKR54F4A9BDB

Each prompts set includes a file called SetInfo.xml, which describes the prompts set, and includes the name of the prompt set, the prompts set’s version and the definition of the prompts.

SetInfo prompts set

Prompt Set Number Style

By default, 3CX Phone System pronounces the order of numbers as they are pronounced in English. E.g. 21 is pronounced as “twenty one”. Some languages pronounce this differently – the numbers are inverted to “one and twenty” (as is the case in German).

The number style is determined by the <langopts num_style=”x”> parameter. When num_style is set to “0”, the number style used is English-based; when num_style is set to “1”, the number style used is German-based. E.g. <langopts num_style=”1″ />.

Prompt Set Translation

In order to create a new Prompt Set, you would need to go through the following steps:

  1. Choose the Base Prompt Set
  2. Make a Copy of the Prompt Set
  3. Create New Audio Files
  4. Replace Audio Files
  5. Translate Descriptions of Prompts
  6. Package the new Prompt Set

Let’s go through each of these in more detail.

1. Choose the Base Prompt Set

First, you have to choose a prompt set which you will use as the base. You will use this to create your new prompt set. For example, if you want to create a new variant of the English prompt set (e.g. for use in Australia), you are better off using the English prompt set as your base. You can also download a prompt set in a different language from the “3CX Management Console”  > “Settings” > “System Prompts”.

In choosing your Base Prompt Set, keep in mind that you need to cater for the grammar style. If you want to create a new prompt set where the grammar is similar to German, than you should use the German prompt set as your base.

2. Make a Copy of the Prompt Set

After you have chosen the base prompt set to use, you need to create a copy of this prompt set. You cannot change the default English prompt set or prompt sets downloaded from the 3CX Web Site, but you can create and change a copy. All other languages can be edited directly. If you want to create a new language it is recommended to use a copy of the “Standard English Prompts Set”.

In the 3CX Management Console, go to “Settings” > “System Prompts”  and create a copy of the “Standard English Prompts Set”:

  • Click “Manage Prompt Sets”
  • In the “Active Promptset” field, ensure “Standard English Prompts Set” is selected.
  • Click “Copy Promptset”.
  • Choose a Name for the new Prompts you are going to create; for example “Hungarian Prompts Set” and the ordering of numbers (default is UK/US number ordering, alternate is German number ordering).

Manage Prompt Sets

The 3CX Management Console will create a new directory within the “…\Sets” folder and copy all files from the base prompt set to this folder. The name of the new directory corresponds to the ID of the new prompt set. The ID of the prompt set is a random string generated when the new prompt set is created.

Prompt Set Management with 3CX Phone System

3. Create New Audio Files

You can create new audio files (containing translated phrases from the base prompt set) by using a speech synthesizer or by recording audio with a microphone. You can then edit audio using your favorite audio editor.

When you create audio files:

  • The supported audio file format is: WAV, PCM, 8 KHz, 16 bit.
  • Try and keep the size of the .wav files as small as possible.
  • Remove silence (more than 10-20 ms) at the beginning and at the end of prompts where possible.
  • Avoid abrupt clipping of audio at the end of prompts to avoid audio artefacts (clicks) at the end of prompts.
  • Try to create prompts with similar audio characteristics, such as volume, pitch, voice timbre – so that combined phrases sound smooth.

4. Replace Audio Files

System Prompts Replace

You can replace audio files using the “Browse” button within the “Settings” > “System Prompts” page in the 3CX Management Console. You should replace all the audio files required to fully translate the prompt set.

5. Translate Descriptions of Prompts

When changing the content of audio files, you should also change the prompt descriptions.

Translate Description of Prompts

The SetInfo.xml file contains descriptions for all prompts within a prompt set. Descriptions of prompts are displayed in the “Prompts” column of the “System Prompts” window. The descriptions of prompts cannot be changed from the 3CX Management Console, but can be changed manually in the “SetInfo.xml” file using of a text-editor or xml-editor.

Prompt descriptions can contain international (non-Latin) symbols. There are two ways to insert international characters to a prompt description:

  1. You can use the “&#xHH;” html sequences, where “HH” is hexadecimal code of a Unicode character.
  2. You should edit the SetInfo.xml file as a UTF-8 file, so you can use any Unicode characters within the prompt description.

6. Package the new Prompt Set

After you have translated a prompt set (changed content of audio files and translated description of prompts), you may want to send this prompt set to 3CX Phone System.

To make a prompt set package, just pack the directory of the prompt set (together with files and subfolders) into a RAR or ZIP file. The prompt set directory must contain all the audio files and the SetInfo.xml file.

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