Administration Tools

Accounts opted as admin have special privileges.
The 'Web User Administration' and 'Global Preferences' can only be accessed by admin's.

Web User Administration

Upon selecting Web User Administration, you will be shown a 4 column table containing all of the user accounts.

• Username - User's login name for this web interface
• Email - User's email address
• Account Type - Assigns Account privileges for this user web login.
  • Admin - Has access to all parts of the web interface. 'Admin' features include, the 'Web User Administration', and 'Global Preferences'.
  • User - Has limited privileges. 'Access to Web User Administration' and 'Global Preferences' is denied.
• Edit/Delete - Clicking edit will direct you to the Edit User page. Clicking delete will delete this user from the database.

Add User -
Information collected when adding web user information:

• Username - User's login name for this web interface
• Assign Password - Desired password for user login
• Repeat Password - Repeat the password for assurance that is has been typed correctly
• Email - User's email address. Required only for Admins so we can alert them.
• Account Type - Assigns Account privileges for this web login.
  • Admin - Account has access to all parts of web interface. Admin features include, the Web User Administration, and Global Preferences.
  • User - Account has limited

Edit User -
Information collected when editing web user information...

• Username - User's login name for this web interface
• Assign Password and Repeat Password - Change both field only if you need to change user's password
• Email - User's email address. Again, required only for Admins.
• Account Type - Only an admin can change other's Account privileges.

Global Preferences

Upon selecting Global Preferences you will be displayed a screen with different options available for the directory. These preferences affect the whole directory and should be chosen carefully.

• Enable Phone Security -
  
  • If this option is checked, all phones will need to be registered in order to access the directory. If an unregistered phone (a phone that has not been added to the Phone Registrations page using its MAC address) attempts to view the directory, it will be shown an accessed denied screen. The phone will also display its MAC address at the bottom of the screen, this is entire address needs to be added to the Phone Registrations page.
  • If this option is not checked, unregistered phones (a phone that has not been added to the Phone Registrations page using its MAC address) will have access to objects at the public Access level, but access to the private objects will depend on the Enable Object Security Preference.
    
• Enable Object Security -
  
  • If this option is checked, a phone's access to public or private objects will depend on its Access level. A phone registered as Unrestricted Access Level will have access to Public and Private objects. A phone registered as Restricted Access Level will only have access to Public objects.
    • Access level - Ranked either public or private. Access levels are assigned to all objects as a security measure.
  • If this option is not checked, a registered phone will have access to Public and Private objects regardless of its Access level being Restricted or Unregistered
    
• Enable Prefix -
  
  • If this option is checked, the custom prefix will be attached to the front of contact numbers called.
    • Example, the prefix is 9. if the contacts number was 2155597788 when someone dials that contact, the dialed number will be 92155597788. Prefixes are not used when dialing someone via the User Status section of the XML Directory because these numbers are usually extensions, not outside calls.
  • If this option is not checked, the custom prefix will not be attached to numbers.
    
• Enable Auto search on Objects and Contacts menus -
  
  • If this option is checked, it enables accessing Objects and Contacts data in a more fast way by auto searching on each menu.
    Uncheck this option if experiencing long response times with large number of records. WebUI only.
• List names as -
  
  • Allows choose how names are listed and sorted, as Last, First name or First Last name.
• Order Memos By -
  This adjusts the default order of memos when viewing them on the phone interface or on the web interface.
  • by Date - Memos will be ordered in reverse chronological order. (Newest memos shown first)
  • by Sender - Memos will be ordered alphabetically based on who posted the memo.
  • by Title - Memos will be ordered alphabetically based on the title

Phone User Interface

The Phone User Interface is designed for Cisco 79XX phones. These phones receive information from the directory and display the menus using XML.

Getting Started

The directory can be accessed on your phone by pressing the Services button which is often is labeled with a globe icon. (See Image A). You will then be logged into the directory. (See Image B)

Image A	Image B
Image C

If your phone is not yet registered, a security screen may (depending on the Global Preferences) prompt you to register your phone. (See Image C) See Phone Registrations. Once your phone has been registered you will have access to the directory. Your access to objects will depend on your Access level and the Global Preferences.

Main Menu

There is a menu with four options that will be displayed once your phone logs into the directory

Browse Search Memos User Status

 

To access one of these sections press the corresponding number on your keypad.

Browse

The Browse section is used for for finding contacts and links by browsing through different containers and contact holders.

The first screen will show all of the objects in the container main. To select an object, you can press the number on the keypad that corresponds to the one on the screen, or select it with the arrow keys and then press the select button.

If the object you select is a...

Container, then you will be shown all of the objects inside of that container. Instead of being in container 'Main' you will now be in the container you have selected and shown the objects inside.

Contact Holder, then you will be shown all of the contacts belonging to it.

Link, then you will be redirected to another XML application or directory depending on what the address of the link is.

Search

The search section is used for finding contacts by having the phone search for you, depending on what the last name, first name, and or company that you opt to see.. (This can be quicker than using the browse screen, especially if the container and or Contact Holder of the contact is unknown, or if the contact is in Contact Holder that contains a large number of contacts.)

The first screen prompts you to choose a type of search.

1. Global Search - Will search the whole directory.
2. Contact Holder Search - Will prompt you to choose a Contact Holder to search in.

Once you have chosen the type of search, (if you chose Contact Holder Search, then you need to select which Contact Holder you would like the search to be limited to) the fields, "Last Name", "First Name", and "Company" will be displayed. You can enter information in all three of these fields if you would like. Enter in the full names, or just what they start with. A field left blank will search all for that field.

Ex.

The phone will find all contacts that the Last Name starts with Delo and Company starts with Johns, regardless of the First Name.

After pressing submit. The list of contacts that match your search will be shown. Selecting a contact will show the contact's phone numbers. Select a Phone number to dial that contact.

Trouble shooting...

If no contacts match your search, make sure that you have typed in the information correctly. If there are still no results try "broadening your search" by only searching for the last name, first name, or company. Because not all information may have been entered when the contact was created. If there are still no results, use your web login and go to the contacts section. Make sure that the contact you were trying to search for is listed and has the correct information identified.

Memos

This section allows messages to be posted to the phones and read. Messages are created using the Memos section of the Web User Interface. A phones ability to view the memos is dependent on its Access level . A memo is treated just like an object regarding its public or private security level.

Selecting Memos on the phone will bring up a list of the current memos. The initial order of the memos is dependent on the Global Preferences settings. The default setting orders the memos newest to oldest, so the memos that have been created most recently will be shown at the top of the list. You can customize the order in which to read the current memos on your screen by going to the bottom of the list and selecting one of the three "Order By:" options.

Select a memo from the list to view it. At the bottom of the opened memo screen will be a note that says "By: ...." this is where the creator of the memo (the username of the person using the Web Interface) is displayed along with the date and time of the creation/last change made to the memo.

User Status

This section allows you to select a status and message to display to everyone in the directory.
You can also view the status of other people.

Show All Users

To view the status of others, select Show All Users. You will then be shown 3 options.

1. Show All - View all users.
2. Available - View only available users.
3. Unavailable - View only unavailable users.

The number in the parenthesis is the number of users that fall under that description.

Ex. "Available (14)" There are 14 users that have their status set to Available.

Once you choose an option there will be a screen with the list of those users.
{screen shot here}
The number in the parenthesis is the extension number for the phone that the person is using. If there is a * next to the extension it means they have a special message they would like everyone to see.

For Example see Image A.
His name is Joe Hopkins, phone extension is 566, and the * indicates that he has a message to display.

Image A

Image B

 

Selecting a user will display all of the information regarding their status. The top of the screen will show the date and time that the user selected their status. See Image B. Below that will be their username and extension, which when selected will dial that user's extension. The bottom of the screen will display the status message that the user has selected.

My Status

This screen will show your status at the top. Below that, next to the number 1, your status message is shown. This is the message that users will see when they view your status. Selecting the message will bring you to the Change My Status screen. Selecting "Back to Main Menu" will direct you to the main menu of the Phone User Interface.

Change My Status

This screen will prompt you to select your status to be either "Available" or "Unavailable". A * next one of these options is a note indicating that your status is currently set to that option.

In this example, the current status is set to Available

Once you select a status, you will be prompted to select a message to go with your status. Selecting the first option "No Message" will set your status and label you as not having a message to show. Selecting "Custom Message" will allow you to type in a custom message using the keypad.

Once you have selected your message you will be shown your status and the option "Back to Main Menu" to go directly back to the main menu.