User and Device Configuration

Purpose

The User and Device Configuration form displays a list of the users and devices that are currently programmed in the 3300 ICP system. The User and Device Configuration form also lists all Hot Desk users and Hot Desk ACD agents.

Use the User and Device Configuration form to

Search for a user based on specific criteria (for example, search for entries with a specific Directory Number or name).
Quickly add, copy, change or delete user and device data, using a single form.
Easily add a large number of new users or devices by importing user and device configuration information from a spreadsheet to your 3300 ICP database.

The User and Device Configuration form combines the functions of several system forms into a single form; however, you can still access and use the individual forms. For example, to create user profiles, you can choose to use either the User Authorization Profiles form or the User and Device Configuration form.

The advantage of using the User and Device Configuration form is that it allows you to modify a wide range of user data (such as Telephone Directory, Department, or Personal Speedcall assignments) without having to make modifications in many separate forms.

Use this form when performing the following tasks:

Conditions

The User and Device Configuration form does not display entries for consoles, Hunt Groups, remote directory numbers, and telephone directory-only entries.
When a Hot Desk User or External Hot Desk User is logged in, you cannot:
change or delete the user's DN
change the device type field associated with the Hot Desk device
enable ACD
enable External Hot Desking
delete the External Hot Desk User dialing prefix or external number

Field Descriptions

Parameter	Description	Default Value
User and Device Configuration Search
Search Scope	If Multi-Node Management applications are supported, you can choose to search for an entry in the database of the currently accessed (local) element, or in the databases of all the elements in the Administrative Group. Click the radio button for the local element to search the database of the currently accessed element. Click Admin Group to search the databases of all the elements in the System Data Synchronization Administrative Group. Search results at the Admin Group scope display data only for the Number, Name, and Home Element fields.	Local element
Search Field	From the drop-down menu, select a field within which to search for a specified value. Search by Number or by Name.	Number
Search Value	Type the value for which you wish to search, up to 21 characters in length.	Blank
User and Device Configuration List of Entries
Number	Read-only field. Displays the unique directory number (DN) associated with a device. Valid entries are no more than 7 characters in length, and can use the digits 0 - 9, *, and # .
Directory Name	Read-only field. Displays the user's name as it will appear in the telephone directory (Lastname,Firstname).
Last Name	Read-only field. Displays the user's last name as it will appear in the telephone directory.
First Name	Read-only field. Displays the user's first name as it will appear in the telephone directory.
Service Type	Read-only field. Indicates whether the service is a User and Device, Hot Desking User, or IP Device Only.
Device Type	Read-only field. Displays the user's device type.

Note: Incomplete records may sometimes appear in the User and Device Configuration form. These records have a First Name and Last Name, but no other data. They originate from user records that were incorrectly removed from OPS Manager or the System Administration Tool in an earlier release. To correct the problem, either delete the records or enter the missing data.

Using the User and Device Configuration form, you can perform five actions: Import, Add, Copy, Change, and Delete.

Import: Click the Import button to import user and device data from an existing .csv spreadsheet. See About Importing User and Device Data for more information.
Add: Click Add to add a new record, and then select one of the following Service Types:
User and Device: Adds a standard user and device.
Hot Desking User: Adds a hot desking user. The user can be transformed into a Hot Desk ACD agent by selecting the ACD_Enabled option.
IP Device Only: Adds a device that can be used for the following purposes: basic functionality (emergency and attendant calls); Hot Desk login; Hot Desk ACD Agent login.

Copy: Click Copy to copy the data from an existing record, then use that data to create a new record. When you select Copy, the User and Device Configuration dialog appears in tabular format with the Personal Information, Voice Mailbox Name, and Desktop Login Name details cleared.
Change: Click Change to modify an existing record. Make the desired changes in the User and Device Configuration dialog that appears.
Delete: Click Delete to remove an existing record.
If there are multiple users associated with a device and you delete one of the users, then the delete will result in a delete of just the user. The device and other users will be left intact.
If there is just one user for a device, then a delete will remove both the user and the device.
If the device is not associated with a user, the delete will just remove the device.

When you select the Add, Copy, or Change button, a detailed User and Device Configuration dialogs appears in tabular format.

Notes:
The Add operation always creates an new user, even if a user already exists with the same name. However, name and number combination must be unique.
If the Service Type is "IP Device Only," the set must support Hot Desk login and cannot be any of the following: 5560 IPT, 6600 Your Assistant PRO, or CITELlink.

Parameter	Description	Default Value
Profile - User Profile
Last Name	Type the user's name (a maximum of 20 characters). This name is associated with the directory number in the telephone directory.	Blank
First Name		Blank
Department	Type the name of the department with which the user is associated in Telephone Directory (for example, Sales). The name can be a maximum of 10 characters. Optional field.	Blank
Location	Type a name of up to 10 characters that identifies the location of the user device (for example, Tom's desk). Optional field.	Blank
Directory Name	Read-only field. Displays the user's name as it will appear in the telephone directory (Lastname,Firstname). To change the name, modify the entries in Last Name or First Name fields above.
Prime Name	Select Yes to indicate that this name is the prime name; Select No or leave the Name field blank to indicate that the name is not the prime name. Only one name may be prime for an extension. The system ignores this setting if the Telephone Number field is blank. The first name entered in the Telephone Directory for any extension is the prime name, unless this option is used to specifically designate an alternate user of the directory number as the prime name.	No
Privacy	Select Yes to indicate that the associated telephone number is to be a private extension. A private extension number will not appear on display sets during call processing. The following types of telephone numbers cannot be made private: Non-prime key line appearances Modem and modem groups System speed calls.	No
Profile - Service Profile
Number	Required field. Enter a directory number (DN) associated with a user or device. Valid entries are no more than 7 characters in length, and use the digits 0 - 9, , or #. Notes: If you wish to enable Voice Mail for the user or device, you must Ensure that the DN you assign does not contain the characters or # or begins with the digits 99 which are reserved for the system administrator mailbox. If the DN contains either * or #, the Voice Mail field below is disabled. Attempting to add a DN that starts with the digits 99 fails to create a mailbox and results in an error message. Ensure that the voice mailbox digit length (see Embedded Voice Mail below) matches the assigned DN. For example, if the DN is five digits in length, the voice mailbox digit length must be set to 5 digits. You may need to change the mailbox digit length to match the DN digit length. If the DN is a different length than the mailbox digit length, the Voice Mail field below is disabled. If you are changing an existing user's data and you wish to maintain the user's current voice mailbox number, do not change the user's DN. Changing the user's DN deletes the existing voice mailbox and creates a new voice mailbox that is associated with the new DN. Do not include * or # in the directory numbers of 5302 IP Phones.	Blank
Service Type	Read-only field. Displays the type of service assigned to this user and/or device. User and Device - a standard user and set. Hot Desking User - a Hot Desking user. IP Device Only - a device that has basic functionality (emergency or attendant calls) until someone logs in as a hot desking user or hot desk ACD agent.	User and Device
ACD Agent	Select this check box to transform a Hot Desking User into a Hot Desk ACD Agent. This box cannot be cleared if the user's set is part of an ACD hunt group. This field cannot be selected if the user is logged in to the device as a Hot Desking User. Notes: Effective MCD R4.1, an IP User License is required in addition to an ACD Active Agent License in order to access ACD hot desking functionality. Agents created prior to MCD R4.1 can obtain their IP User Licenses by logging in with their PIN. If login fails, it may be necessary to enable more IP User Licenses on the License and Option Selection form. Use the Locate IP_License to display a list of Hot Desk ACD Agents who have not yet obtained their IP User Licenses.	Not Selected
Device Type	From the drop down list, select the user's device type. The default value is No Device. Notes: Analog devices are added to this form with a default Circuit Descriptor Index 1. To add an analog device with another Circuit Descriptor Index, use the Analog Sets form. You can change a phone's device type only within the category of devices to which it belongs. That is, you can change a Multiline IP device to a different Multiline IP device (for example, 5010 IP to 5020 IP), but you cannot change a Multiline IP device to an analog or DNI device type (for example, you can cannot change 5010 to Analog).	No Device
Local-only DN	Allows you to specify the directory number as a local-only directory number in a cluster. If you check this box, all of the user-related fields are disabled, including first name, last name, department, location and so forth are disabled.	Not Selected
Home Element	System-generated, protected field. Identifies the Home element for the IP device. When you add a new IP device, you add it to the local element. The local element is the device's home element.
Secondary Element	To enable device resiliency, select the name of the secondary element for the IP device from the drop-down list. This field is only enabled if RDN Synchronization is supported by the system. The drop-down list only contains the names of elements that are members of the RDN Synchronization cluster. You can only configure resiliency for a device from the device's local (home) element. However, after you have created a resilient device, you can modify its parameters, with the exception of certain key types, from the secondary element. The modifications are distributed to the device's primary element via SDS. If the Local-only DN box is checked, this field is disabled.
Device Details
PKM	Select "PKM12," "PKM48," or "Dual PKM" or select none. The default value is none. The field is disabled if the device type does not support PKM modules.	None
MAC Address	Enter the MAC address (up to 17 characters) of the assigned IP device. This field is disabled if the device type is not an IP device. Note: 5560 IPTs have master and slave components that you must configure as separate devices, each requires its own DN and MAC address. Ensure that you enter the master MAC address for the master DN (see Number above) and the slave MAC address for the slave DN. The master and slave addresses are printed on the base of the 5560 IPT. You must also associate the 5560 IPT's master and slave DNs in the 5560 IPT Master/Slave Association form. See Program 5560 IPTs for additional details.	Blank
PLID	If the device is an analog or DNI device, enter the device's PLID values beneath the labels Cab., Shelf, Slot, and Circ. Enter a maximum of 2 characters in each text box. Valid entries are Cab. - a number from 2 to 14 Shelf - the digit 1 or 2 Slot - a number from 1 to 12 Circ. - a number from 1 to 16 This field is disabled if the device is an IP device.	Blank
Service Details
Class of Service - Day	Indicates the Class of Service (COS) assigned to the user when the 3300 ICP is in Day service. Enter a number between 1 and 64, or 1 and 96, depending on the system configuration.	1
Class of Service - Night 1	Indicates the COS assigned to the user when the ICP is in Night1 service. Enter a number between 1 and 64, or 1 and 96, depending on system configuration.	1
Class of Service - Night 2	Indicates the COS assigned to the user when the ICP is in Night2 service. Enter a number between 1 and 64, or 1 and 96, depending on system configuration.	1
Class of Restriction - Day	Indicates the COR assigned to the user when the ICP is in Day service. Enter a number between 1 and 96.	1
Class of Restriction - Night 1	Indicates the COR assigned to the user when the ICP is in Night1 service. Enter a number between 1 and 96.	1
Class of Restriction - Night 2	Indicates the COR assigned to the user when the ICP is in Night2 service. Enter a number between 1 and 96.	1
External Hot Desking Enabled	Select "Yes" to enable External Hot Desk User (EHDU) functionality. EHDU is a licensed option enabled in the License and Option Selection form.	No
External Hot Desking Dialing Prefix	Enter "9" or other prefix digit(s) required to dial out to the external hot desk device.	Blank
External Hot Desking Number	Enter the telephone number of the external hot desk device. Note: The combined length of the external dialing prefix and external number cannot exceed 26.	Blank
Personal Speedcall Allocation	Indicates the maximum number of personal speedcall numbers that a user can program. Select a value from the drop down list.	Blank
SIP Device Capabilities	The number of the SIP Device Capabilities form assigned to any SIP devices associated with this user. For non-SIP devices this field is grayed out.	1
Voice Mail - General
Voice Mail	Select the check box to enable Voice Mail for the user. Clear the check box to disable Voice Mail. Notes: This field is disabled if the DN contains the characters * or #. This field is disabled if the voice mailbox digit length does not match the length of the DN. You may need to change the mailbox digit length to match the DN digit length. When you enable Voice Mail, the user's voice mailbox number is the same as the user's DN number.	Blank
Mailbox Number	The extension number where calls to this mailbox are to be directed. This is normally a 2- to 4-digit extension number but can be up to 6 digits long. Do not use the following number: 0 (reserved for the operator). This parameter can also be changed using the Administrator's Mailbox.	Blank
Name	Indicates the user name associated with the voice mailbox. If the Voice Mail check box is selected, the field displays the name from the telephone Directory Name field above.	Blank
Passcode	A 3- to 6-digit passcode. The system requires users to enter their current passcode to retrieve their messages. The passcode is always displayed as asterisks. This parameter can also be changed using the Administrator's Mailbox. Note: The default passcode is all 1s (ones). Only the mailbox user should change the default passcode. The system automatically prompts users to record their name and permanent greeting the first time they access their mailbox. The system continues to prompt users until they change the default passcode. If a user forgets their passcode, it can be reset by entering the default code (all 1s) or by entering a new code. Entering a new code here saves users from having to record the greeting again. Tell users the new code and remind them to change it to secure their mailbox.	Blank
Mailbox Type	Select a mailbox type: Extension - the mailbox type usually associated with an extension; it has the capability to record, send, and playback messages. Information - for playing informational greetings only. For example, the message (or greeting) for this mailbox could recite the company's business hours or driving directions to a company's location. This type of mailbox does not take messages. Message Only - for recording and playing back messages. It may be, but does not have to be, associated with an extension number. Message only mailboxes are for people who do not have telephones or who are frequently away from the office. Transfer Only - for playing instructions to callers to dial another number or to dial 0 to reach the company operator. This type of mailbox does not take messages. Menu Node - to set up a hierarchical menu structure for multi-level auto attendant (MLAA) operation. In an MLAA system, callers reaching the Auto Attendant are routed from the main menu through to one or more additional sub menus until their call is answered. The system plays greetings for this type of mailbox and transfers callers from the mailbox to other mailboxes or extensions. Administrator - for accessing administrative functions such as recording greetings. Guest - for guests in hotels/motels with basic voice mail functionality. Front desk - for front desk staff in hotels/motels to administer guest mailboxes. This parameter can also be changed using the Administrator's Mailbox. Park and Page - used by the Auto Attendant to park incoming calls, and then page the requested party to pick up the call. Parking is initiated by the caller responding with a keypress to a prompt in the Auto Attendant greeting. The digit pressed is the number of the Park and Page mailbox as programmed in the VM Multi-Level Auto Attendants form. Note: The Park and Page mailbox type is unavailable for selection unless the Voice Mail Hospitality/PMS is enabled in the License and Options Selection form.	Extension
Prompt Language	Select a language for the voice mail prompts that the user of the mailbox hears. This parameter can also be changed using the Administrator's Mailbox.	System Default
Operator Extension (0)	Enter a location to which calls are to be directed when a caller presses"0" while listening to a greeting and recording prompt for this mailbox. A location can be any valid destination from 1 to 20 digits including extensions, external telephone numbers, hunt group access codes and system abbreviated speed dialing numbers. The default sends calls to Mailbox 0, the mailbox usually reserved for the company-wide operator. Specifying a destination other than the company-wide operator is useful in multi-tenant applications where one system services two or more businesses. With flexible Dial "0" destinations, each business can redirect calls to separate locations. This feature also accommodates users who want callers to transfer to a departmental secretary, rather than a company-wide operator.	Blank
Voice Mail - Message Notification
Type	Select the device that the system calls to notify the mailbox user of waiting messages or select "Disabled" in the Schedule field if notification is not required. The user can receive notification at any one of five locations; an extension number, an outside number, and to three different types of pagers. This parameter can also be changed using the Administrator's Mailbox. Note: Notification must be enabled here and in the VM Options form for notification to take place.	Extension
Number	Enter a telephone number (up to 35 digits) for the voice mail system to call for user notification. Valid digits include 0 to 9, and the [*], [#], and ['] keys. This parameter can also be changed using the Administrator's Mailbox. Notes: If there is no number in the Notification Number field, notification cannot occur even if you enable it. If two mailboxes are associated with an extension and one of those mailboxes is the operator's, when that mailbox receives a new message, it is always the operator's mailbox that is notified first. If call notification is not enabled for the operator's mailbox, no call is made to the notification number. See also Using Pagers for Message Notification.	Blank
User Access	Enable this option to allow the user to change his or her pager number. If disabled, only the system administration can change the number. This parameter can also be changed using the Administrator's Mailbox. Note: This option does not work for guest mailboxes.	Dsiabled
Schedule	Select when the system notifies the user: Around The Clock - notifies the user when the message arrives. Disabled - does not notify the user. Open Hours - notifies the user only during open business hours. Closed Hours - notifies the user only during closed business hours.	Around the Clock
Voice Mail - Number of Messages
New	A read-only field that displays the number of new messages in the users mailbox.
Saved	A read-only field that displays the number of saved messages in the users mailbox.
Maximum	Enter a number up to 100 to specify the maximum number of messages that can accumulate in the mailbox.	50
Delete Messages After	Specify how long a saved message can remain in the mailbox before it is automatically deleted: 15 Days - system default Never Delete - saved messages are never deleted Specific Number of Days - user defined value between 1 and 98 (enter the value in the Message Life field) Note: New messages can remain in the mailbox indefinitely.	15 Days
Message Life	If you selected Specific Number of Days in the Delete Messages After field, enter a number from 1 to 98 specifying the number of days a saved message can remain in the mailbox before the system automatically deletes it. Note: The system deletes the message the day after it expires, unless the message was left between 0:00 to 2:00 am, in which case it is deleted on the expiration date.	Blank
Date Time Stamp	Specify whether or not the system plays the date and time plus the priority and caller ID information prior to each message. If not played automatically the user can still hear the Date/Time stamp by pressing a key on the phone.	Play
Voice Mail - Forward To Email
Forward to Email	Set to "Enable" to enable the Forward to Email feature.	Disabled
Email	The address to which the user's voice messages will be forwarded. Note: This Email address is not validated. If "Delete After Forwarding" is enabled and this Email address is invalid, the voice message will be lost.	Blank
Messages Forwarded	Set to "Always" to automatically forward all incoming voice mails to the specified Email address. Set to "Manually" to let users manually forward Emails to the specified Email address.	Manually
Delete After Forwarding	Set to "Yes" to automatically delete a voice mail after it is forwarded to the specified Email address. Note: Delivery to the Email address cannot be guaranteed. Enabling this option can result in message loss.	No
Visual Voicemail Hunt Group	Specify the hunt group number that the Voice Mailbox belongs to.	Blank
Access and Authentication
User PIN	Enter a passcode for the hot desk user, hot desk ACD agent, generic SIP user, or Phone Lock feature. PINs must be from 0 to 8 digits in length. Only digits (0 to 9) are permitted. The PIN code cannot be read.	Blank
Confirm User PIN	Re-enter the user's PIN to confirm.
Wireless PIN	Set or reset the wireless PIN.	Blank
Confirm Wireless PIN	Re-enter the wireless PIN to confirm.
Desktop Admin	Indicates whether the Desktop Admin Access is enabled for the user. Check the box to enable Desktop Admin access, or unchecked to disable Desktop Admin access. Note: Before you can enable this feature, you must first type the user's name on Profile tab.	Enabled
Login ID	Displays the user's unique Login ID using the last name and first initial of the first name specified in the names field above. The Login ID is up to 20 characters in length. Note: If you are importing users, do not enable Desktop Tool Access for users who share the same last name and the same first initial as other users in the Import Spreadsheet. If you enable Desktop Tool Access for multiple users with identical system-generated Login IDs, the system accepts only the first of the identical Login IDs as valid, and generates errors for the other users. You must manually enable Desktop Tool Access for these users, to ensure that their Login IDs are unique. For example, assume you attempt to import a Desktop Tool user profile for Jack Smith, followed by a profile for Jennifer Lee Smith: The system accepts "smithj" as a valid Login ID for Jack Smith (the first user imported). The system rejects "smithj" for Jennifer Lee Smith as invalid, since that profile is now assigned to Jack Smith, who you imported to the system first. You must manually enable Desktop Tool Access and enter a unique Login ID for Jennifer Lee Smith (for example, "smithjl" or "smithjen").	Blank
Language	Select an available language from the drop down list.	English
Password	Specify the user's initial access password. Passwords are case-sensitive and may contain up to 8 alphanumeric characters. The password is displayed as asterisks. If you have imported user data and set the user's Desktop Tool Access to Yes, the default password is the user's Directory Number (DN).	Blank
Confirm Password	Re-enter the user's Password to confirm.	Blank
Phone Applications
HTML Infrastructure Enabled	Select "Yes" to run licensed HTML applications on the specified device. HTML Infrastructure support is a licensed option enabled in the License and Option Selection form. Note: HTML Applications are device specific and are available to the 5312, 5320, 5324, 5330, 5340, 5360 IP Phones unless noted otherwise below.	No
HTML GUI Application	Select a customer-installed application to replace the device's standard user interface.	Blank
New Page Application 1,2,3	Select the application(s) to display in the programmable key area of the telephony application pages. Up to three new page applications are allowed per phone.	Blank
Notification Application 1,2,3	Select the notification service(s) you want the device to receive. Up to three Notification Applications are allowed per phone.	Blank
Branding Application	Select the branding application to display on the device. Branding is supported on the 5330 and 5340 IP Phones only.	Blank
Screen Saver Application	Select the screen saver to display on the device. Screen Savers are supported on the 5330 and 5340 IP Phones only.	Blank