Users

The Users tab in the User Configuration menu provides a way to:

• add and remove users to and from the system
• modify user settings
• view a list of all NBX 100 users in the system

Figure 23 - Users Window

For each user, you see the telephone extension, the device name, and the user's first and last names.
The user's phone has to be initialized. The user enters voice mail, enters the telephone extension as a password, and chooses a new password. Refer to the NBX Business Telephone User's Guide for more information.

To Remove a User
You can remove a user from the system at any time.

1. Click the User Configuration icon.

2. Click the Users tab.

3. Select the user from the list.

4. Click the Remove button. A dialog box prompts you to confirm removal.

5. Click the Yes button. The user is removed from the system and the user's voice mail is deleted.

Add User
You use the Add button in the Users tab to add new users to the system. You can:

• add and configure a new user
• add and configure the owner of the Attendant Console

To Add a User

1. Click the User Configuration icon.

2. Click the Users tab.

3. Click the Add button. The Add User window appears.

4. Fill out the fields in the Add User window.

5. Click the Apply button. The user is added. The screen returns to its defaults so you can add another user.

6. Repeat as necessary to add more users.

7. Click the Close button when done.

Table 28 - Add User Fields

Figure 24 - Typical Attendant Console Button Mappings

You can expand the number of Access buttons by adding an NBX DSS/BLF Adjunct.

To Configure a Phone as the Attendant Console

1. Open NetSet using the administrator username and password.

If you are adding a new phone to the system, you can use the Auto Discovery feature to configure the phone.

2. On the main menu, click the User Configuration icon, and then click the Add button to create a user profile for the Attendant Console.

3. Specify profile information about the Attendant Console user.

Specify an unused Extension number. The default Automated Attendant forwards callers to extension 100 if the caller chooses the option to speak to an operator. If you use a different extension for your Attendant Console, be sure to update your Automated Attendant system. For more information see Automated Attendant Default Settings on page 176.

First Name and Last Name appear in lists in NetSet. You can make this profile a generic one, calling it "receptionist" or "attendant console" if many people share the job. Title, Location, and Department can help you identify this profile.

Choose a Class of Service and a Telephone Group. The NBX 100 includes an "Attendant Console Group, which includes button mappings appropriate for the Attendant Console function.

4. Select the Fwd to Auto Attendant check box.

Fwd To Auto Attendant, when selected, diverts calls from the profile's voice mailbox to the Automated Attendant.

5. Choose a device from the Telephone List.

The list shows all existing phones. An asterisk identifies phones associated with a "new user" profile, a default profile assigned to phones during Auto Discovery. The extension you specified in the Extension Number box replaces the default extension of the phone you choose.

6. Click OK to close the User Configuration dialog box.

7. Click the Tab To It button, and then click the Line Card Ports tab under Device Configuration.

8. Click the first line card port in the list, and then click the Modify button.

9. Verify that the port's Auto Extension is set to 5.

The Auto Extension setting determines where an incoming call on this port rings. Setting Auto Extension to 5 directs the call to the Auto Attendant if no one answers after 4 rings. (The system uses 5 as a default if you leave the Auto Extension box empty.)

For each line card port that you will map to the Attendant Console, repeat steps 9 and 10. Make note of the extension number assigned to each line card port. You need to map these extensions to Access buttons on the Attendant Console phone. Auto Discovery uses 5 as the default setting for the Auto Extension.

10. On the Device Configuration dialog box, click the Telephone Groups tab.

11. On the Current Groups list, click the Attendant Console group, and then click the Button Mappings button.

12. Map your line card ports to the phone's Access Buttons.

For each button:

• For Type, choose "line" from the list.
  
• For Number, specify a line card port extension. Line card port extensions start at 700. If you configured your line card ports carefully, the first line card port resides in chassis 1, slot 2, and it is connected to a specific telephone company phone number. Keeping tack of line card ports and their extensions allows you to map phone company phone numbers to specific phone buttons. You can also create Busy Lamp/Speed Dial buttons by setting the Type to Line and the Number to an internal extension. When you press that Access button, it functions as a Speed Dial to the extension. When that extension is in use, your Access button light illuminates.
  
• For Priority, enter a priority number. The priority number establishes a precedence order for extensions when you make outgoing calls. When you pick up the handset to make a call, the system activates the line designated as Priority 1. If Priority 1 is busy, you get the Priority 2 line.

You can map all of your line card extensions to buttons, or you can map some of your extensions to phones to allow calls to specific phones without going through the Attendant Console.

Notes on The Attendant Console

• You can manually activate Forward to Automated Attendant by pressing the FWD MAIL button on the Attendant Console phone.

To Add the Attendant Console User

1. Click the User Configuration icon.

2. Click the Users tab.

3. Click the Add button. The Add User window appears.

4. Choose an Extension. Extension 100 is reserved for the Attendant Console.

5. Click the Apply button. The user is added and the window returns to its defaults so you can add another user.

6. Repeat as necessary to add more users.

7. Click the Close button when done adding users.

Modify User
You can modify an existing user at any time. You use the Modify button on the Users tab to change configuration information for an existing user.

To Modify a User

1. Click the User Configuration icon.

2. Click the Users tab.

3. Select the user from the list.

4. Click the Modify button. The Modify User window appears.

5. Make changes as necessary.

6. Click the OK button. The changes take effect.

Personal Settings
You can use Personal Settings to enter the NetSet windows that are available to users, and to modify settings for a specified user.

To View a User's Personal Settings

1. Click the User Configuration icon.

2. Click the Users tab.

3. Select a user from the list.

4. Click the User Settings button. The Personal Settings window appears.

Creating a New User and a New Phone
Setting up a new user with a new telephone, where the extension number does not have to be any particular number, requires the following steps:

• Discover the new phone and note the number automatically assigned to it.
• Create a new User.
• Associate the User with the new phone.

To assign a specific phone extension to the new user requires one extra step--specify an unused extension number when you create the User. You cannot assign an extension to a profile if that extension is already in use.

To Create a New User and a New Phone

1. Open NetSet using the administrator username and password.

2. On the main menu, click the System Configuration icon, and then click the System-wide button.

3. Enable the Auto Discover Telephones check box, and then click the Apply button.

For more information, see Auto Discovery on page 27.

4. Connect a new NBX phone to the network.

For details about connecting a phone, see Connect Phones to the LAN in the NBX 100 Installation Guide.

Auto Discovery can find a phone if that phone does not already exist in the configuration database. You can look at the phone's MAC address, which is printed on the label on the bottom of the phone, and compare it to the MAC addresses that appear on the NetSet Device Configuration dialog box to determine whether a phone already exists in the database.

After the phone completes its initialization process, the date and time appear in the phone's display panel, along with the next unused extension number.

5. Exit from the System Configuration dialog box.

6. On the main menu, click the User Configuration icon.

7. On the Users tab, click the Add button.

8. On the Add User dialog box, specify information about the user.

In the Extensions Number box, specify an unused extension or the extension of the phone you want to use.

Class of Service specifies the calling permissions for this user.

First Name and Last Name appear in lists that show User Profiles. Last Name becomes part of the Internal Directory.

Location and Department are labels that can help you identify this user.

If you select the Fwd to Auto Attendant check box, the system forwards calls to the Automated Attendant instead of the profile's voice mailbox. Select this box only if you are creating a profile for the Attendant Console.

Click a phone from the Telephone List. An asterisk (*) indicates a telephone that does not have a User. Three asterisks (***) indicate a telephone that does not have a User or an extension number. Click none if you are creating a Phantom Mailbox.

Choose a Telephone Group from the list. The group defines the Button Mappings for the phone.

Managing Existing Users and Phone Extensions
Managing extensions can mean any of the following tasks:

• Changing a user's extension number.
• Replacing a user's telephone.
• Exchanging two users' telephones.

The procedure you use to accomplish any of these tasks depends on the phones and extensions already in use. You might need to remove the association between the User Profile and the phone and create a new association, or determine which phone extensions are available for assignment.
Each of the procedures in this section pose a sample scenario to demonstrate the steps to accomplish the task.

To Change a User's Extension to an Unused Extension Number
Scenario: Change the extension number for User A from 212 to 265.

1. Open NetSet using the administrator username and password.

2. On the main menu, click the User Configuration icon.

3. On the Users tab, view the Users list to determine available extension numbers.

The list shows Users and their assigned extensions. If you do not see the number you want, then that number is available for assignment. If the number you want is already assigned, go to the next procedure, To Change a User's Extension to an Extension Number Already in Use.

4. Click the User you want to modify, and then click the Modify button.

5. On the User Configuration dialog box, type the new extension, and then click OK.

To Change a User's Extension to an Extension Number Already in Use
Scenario: Change the extension number for User A to the extension number now in use by User B, and assign a new extension to User B.

1. Open NetSet using the administrator username and password.

2. On the main menu, click the User Configuration icon.

3. View the Users list to determine the available extension numbers.

The list shows profiles and their assigned extensions. Before you can reassign User B's extension, you must assign a new extension to User B.

4. In the Users list, click User B, and then click the Modify button.

5. On the User Configuration dialog box, type an unused extension in the Extension box, and then click OK.

6. In the Users list, click User A, and then click the Modify button.

7. On the User Configuration dialog box, type the new extension for User A, and then click OK.

To Provide a Different Telephone to an Existing User - New Telephone
Scenario: You must provide a new telephone for User A with the same extension and button mappings.

1. Open NetSet using the administrator username and password.

2. On the main menu, click the System Configuration icon.

3. On the System Configuration dialog box, click the System-wide button.

4. Enable the Auto Discover Telephones check box, and then click the Apply button.

5. Connect a new NBX phone to the network.

Auto Discovery finds and configures a phone if that phone does not already exist in the database. You can look at the phone's MAC address on the label on the bottom of the phone and compare it to the MAC addresses on the NetSet Device Configuration dialog box to determine whether a phone already exists in the database.

After the phone completes its initialization process, the date and time appear in the phone's display panel, along with the next unused extension number.

6. After the discovery process is complete, clear the Auto Discover Telephones the check box, and then click OK.

You can leave Auto Discover enabled, however, disabling it allows you to control the process of adding devices to your network.

7. On the System Configuration dialog box, click the Tab To It button.

8. On the Tab To It dialog box, click Users under User Configuration.

9. Click the User Configuration icon.

10. In the Users list, click the User who is getting the new phone, and then click the Modify button.

11. In the Extension box, type the extension of the telephone you just added to the system.

12. In the Telephone List, click the device you just added, and then click OK.

To Exchange Telephones Between Two Users
Scenario: User A has a white phone. User B has a black phone. They agree to trade phones.

1. Open NetSet using the administrator username and password.

2. On the main menu, click the User Configuration icon.

3. In the Users list, click User A, and then click the Modify button.

4. On the Modify User dialog box, make note of the MAC address of the phone assigned to User A, click none in the Telephones List, and then click the OK button.

5. In the Users list, click User B, and then click the Modify button.

6. On the Modify User dialog box, make note of the MAC address of the phone assigned to User B.

7. In the Device list, click the phone that used to belong to User A, and then click the OK button.

The phone that belonged to User A has no profile and no extension associated with it so it appears in the list with three asterisks (***) instead of an extension.

8. In the Users list, click User A, and then click Modify.

9. On the Modify User dialog box, click User B's old telephone in the device list, and then click OK.

The phone that belonged to User B has no profile and no extension associated with it so it appears in the list with three asterisks (***) instead of an extension.