10. Bulk Handset Import

Overview

Navigation: Provision | Bulk Provision

When migrating users from a legacy telephone system to Noojee PBX, an Administrator will often need to configure large numbers of handset for users and retain their existing Extension numbers.

In this case the standard technique of plugging single phones and then manually resettting the handsets extension number as well as entering the users details can be a labourious process. The Bulk Handset Import is designed to overcome these problems.

Process

The Bulk Handset Import utilises a CSV file (which can be created from an Excel spreadsheet) to pre-import each user's details including their name, extension number, email address and variety of user preferences.

Once imported an Administrator is able to trigger a Bulk Email which sends an email to each user imported in from the CSV file. The email contains the Handset Activation Sheet on how the user can provision their handset.

When the handset is plugged in it is placed in an 'pre-provisioned' state. A phone in a 'pre-provisioned' state has only basic functionality including:

• Ability to dial emergancy numbers
• Ability to call the corporate helpdesk
• Ability to provision the phone

To provision the phone the user dials the provisioning extension as detailed on their Handset Activation Sheet, enters their extension number and a registration PIN.

Finally the user reboots their phone (by removing the power plug). Once the phone has rebooted it will be fully provisioned with the user's Extension number.

Unprovisioned phones are given a temporary extension number using the standard Noojee Provision single handset provisioning process. The temporary number is allocated from a pool of unused numbers.

Preparing Noojee Provision

Before any handsets are deployed (plugged into the network) Noojee Provision must be put into 'provisioning' mode. This is a simple matter of editing the NoojeeProvision.xml file and changing the 'context' for each manufacturer to 'provision'.

Configure Support Route

The 'Provision Instructions' provide end users with a number to call if they have difficulting in provisioning their handset. The helpdesk number can be dialed even when the handset is not provisioned.

Before sending out the 'Handset Activation Sheet' a Noojee Admin route MUST be setup which routes calls to the internal support team, NTS help desk or the deployment engineers mobile as appropriate. By default the helpdesk phone number is extension '888'. This can be changed by updating the 'PROVISION_HELPDESK' system variable.

Noojee Provision provides a means for the support team to provision a user's handset whilst on the phone to the user. If either end dials *1 whilst on the phone the extensions temporary extension number will be readout by the system. An Administrator can then manually provision the handset.

Deploy Handsets

Handsets should be deployed to each users desktop before the Handset Activation Sheet are emailed out (generally this is done the night before). Were possible the handsets should be plugged into the network. When the handsets are first plugged in they are likely to reboot a number of times as their settings and firmware is upgraded.

Importing

When conducting a bulk import a number of different actions are taken depending on what information currently exists for the imported Extension.

• No existing information for Extension - a provisioning record is created
• Provisioning record exists - the records details are updated with the details from the CSV
• Handset exists - the handsets details are updated with the details from the CSV
• Voicemail exists - the voicemail details are updated with the details from the CSV
• Handset exist but Voicemail doesn't - a voicemail record is created and associated with the Handset

The above process allows an Administrator to re-import the data multiple times if errors are found after the initial import.

Review

Once the handset information has been imported the Adminstrator should review the imported records (or a least a reasonable sample) as well as sending at least one email using the 'Single Email' button.

If any errors are found the Administrator can either edit them via Nojee Admin or the issues can be fixed in the source CSV file and the entire CSV file re-imported. The re-import wil update any existing records INCLUDING any handsets which have been provisioned since the initial import.

Notification

For a large scale deployment their can be hundreds of users that need to be notified. The Bulk Email action button on the Bulk Provisioning page allows a standard set of Handset Activation Sheet to be sent to each of the listed user. The Handset Activation Sheet are customised for each user providing them with the necessary details to provision their individual handset.

Handset Activation Sheet can also be sent to a single user by clicking the radio button to the right of their name and then clicking the 'Single Email' button.

The Notification process relies on the following System variables:

Handset Activation

When using Bulk Provisioning each user affectively becomes responsible for provisioning their own handset. Each user is emailed the 'Handset Activation Sheet' which provide details on how to provision their handset.

Handsets which are 'unprovisioend' are able to dial the following numbers:
000 - emergency services.
999 - enter the Handset Activation IVR
888 - call the provisioning support team.

To activate a handset the user dials the Handset Activation IVR (999) from the Handset which they wish to Activate as their own handset. The IVR prompts the user for their Extension number and PIN as provided in the Handset Activation email. The Extension/PIN pair are validated and the Handset is then activated.

To complete the Activiation process the handset must be rebooted. Simply unplug the handset from network point and power pack (if it has one), wait 10 seconds and then plug both back in. The phone may take a couple of minutes to reboot after which it is ready to use.

The Activation process includes:

Changing the Extensions

CSV File Format

(sample file attached)

Imported data must be in CSV format. The first line of the CSV file is expected to be a header (it will be ignored). CSV fields must appear in the same order as the table below.

The first page of the Import process allows some default values to be set. If a default value is set and the associated column is blank for a given row in the CSV file then the default value will be used. If the CSV's column contains a value then it will take precedence over the default value.