Adding and Editing Accounts

Creating an account

To create an account, do the following:

1. Configure the account details on the Create Account Details (Login Settings) page.

   • First name: Type the first name for the account holder.
   • Middle name: Type the middle name for the account holder.
   • Last name: (Required) Type the last name for the account holder.
   • Login ID (case insensitive): (Required) Type the login ID that the account holder will use to log in to the Desktop Client (for example, <first name_last name>). You can use upper or lower case letters in this field.
   • Password: (Required) Type the password that the account holder will use to log in to the Desktop Client.
   • PBX node: (Required) Select the PBX node that provides phone service to the account holder. Select [None] if the account is in Teamwork Mode and not associated with any PBX node.
     Note: A Teamwork Mode account that is not associated with any PBX node can later be associated with a PBX node when the account is assigned a phone on a PBX. However, an account that is associated with a PBX node cannot be moved back to Teamwork Mode.
   • Mailbox number: Type the extension number for the account holder's mailbox.
   • Voice mail server: (Optional) This field can be used to override the Voice mail server field configured on the PBX Node Details page for the PBX node associated with an account. This field can contain a maximum of 128 characters, and must include a valid IP address or host name. Leave this field blank if you want to use the value specified for the PBX node. This field is blank by default.
   • Voice mail public number: (Optional) This field can be used to override the Voice mail public number field configured on the PBX Node Details page for the PBX node associated with this account. This field can contain a maximum of 32 characters. Leave this field blank if you want to use the value specified for the PBX node. This field is blank by default.
   • Language: (Optional) Select a language from the list if you want to override the Enterprise and PBX language settings for this account. You can configure the language parameter on the Enterprise, PBX, or account level. The Enterprise language field sets the default language for all accounts on the Enterprise. The PBX language setting overrides the Enterprise setting, and the account setting overrides the PBX setting. The user's language setting determines the language in which the Welcome E-mail Message is generated for that user.
   • Country: Select the country that the account holder resides in.
   • Refresh line monitors on save: (MiVoice Business only) If the primary MiVoice Business was not running when MiCollab Client started, the MiTAI monitors for non-resilient devices are not set. Select this option to restart the MiTAI monitors and receive updated line configuration from MiVoice Business.
   • Reset dynamic statuses on save: If there are PRG/MDUG provisioning changes, including the addition or deletion of phones from PRG/MDUG for the dynamic status to be created. Select this option to recreate dynamic statuses for this account.
     • A status reset removes all custom statuses and custom routing rules created by the end-user.
     • The account language setting determines the language in which the new statuses are created by the system.
     • Users need to log in back to MiCollab Client after dynamic statuses have been reset.

   • Presence Privacy Configuration Settings: This setting controls whether a user's presence information (dynamic status, telephony status, video availability, and calendar advisory) is displayed to other users or not.

     Show Presence for User: This setting is available only if Presence Privacy Service is Enabled at the Enterprise level. By default, the Show Presence for User setting is enabled.

     • If the above setting is enabled, the presence information of the user is displayed to all users on local and peered servers.
     • If the above setting is disabled, the presence information of the user is displayed only to those users on local and peered servers who are in the presence allowed list of the user.
       Note: For this option, the setting specified at the Account level overrides the setting specified at the Enterprise level.
     Limitations:

     • Presence Privacy Service is not supported in co-located mode.

     • On peered servers, the Presence Privacy setting at the local server will override that at the peered server.

     • Telephony presence status of other users does not turn off immediately. To turn it off, the user must log out from the client and then log in again. When the user logs in again in to the client, the telephony presence status of other users from corporate directory, call history, search tab, and from legacy console is turned off.

     • Video call functionality does not work for users for whom presence privacy setting is enabled.

     • In the MiCollab peered server setup, if one of the server is at a version earlier than MiCollab 9.0, users on that server will see the presence information of all users on all the peered servers irrespective of whether the presence feature is enabled or disabled on the other servers.

     • If MiVoice Business Controller is earlier than 9.0 and InAttend servers have SIP-based subscription, enabling the presence privacy setting will not impact the dynamic status and the telephony presence (presence status will not change to status unknown).

2. Configure the Licensed Features by selecting a feature profile to assign to the account. The following information is displayed for the Feature profile:
   • Profile features: A read-only list of features included in the selected profile.
   • Add-on features: The list of features available to select from that are not included in the selected profile.
   To add/remove features to an account:

   1. Select/deselect the features from the Add-on features list.
   2. Click Save.
3. Click Create. You are returned to the Accounts tab.

Editing an account

To edit an account, do the following:

1. Edit the account details (Login Settings).

   • First name: Edit the first name of the account holder.
   • Middle name: Edit the middle name of the account holder.
   • Last name: (Required) Edit the last name of the account holder.
   • Login ID: (Required) Edit the login ID that the account holder will use to log in to the Desktop Client (for example, <first name_last name>). You can use upper or lower case for this field.
   • Password: (Required) Type the password that the account holder will use to log in to the desktop client.
   • Reset Password on Save: Select this option to reset the account password to a random value. When you click Save, an e-mail message providing the new password is sent to the user. Make sure you have programmed an e-mail address for the account under the Contact Information section of this page. If the account does not have a programmed e-mail address, an error message is generated and the option is cleared.
   • PBX node: (Required) Change the selected PBX node to edit the settings.
   • Primary Extension: (Required only for Priority Ring Group PBX synch only) Type the primary extension for the account holder. Select the type of device of this primary extension (from drop-down menu select Deskphone, Softphone or SIP).
   • Mailbox number: Type the extension for the account holder's mailbox extension.
   • Voice mail server: (Optional) This field can be used to override the Voice mail server field configured on the PBX Node Details page for the PBX node associated with this account. Leave this field blank if you want to use the value specified for the PBX node. This field is blank by default. The maximum length is 128 characters, and must include a valid IP address or host name.
   • Voice mail public number: (Optional) This field can be used to override the Voice mail public number field configured on the PBX Node Details page for the PBX node associated with this account. Leave this field blank if you want to use the value specified for the PBX node. This field is blank by default. The maximum length is 32 characters.
   • Country: Select the country that the account holder resides in.
   • Allow user to upload display photo: Select this option if you want to allow the user to upload and save a photo to the MiCollab Client Service. When the photo is uploaded to the server, it is displayed on this page along with the user's other account information. The user's photo is then displayed in the MiCollab Desktop and Web clients.

   • Upload new photo: You can also upload a photo of the user to the server if you have one available. Uploaded photos must adhere to the standard guidelines.

   Standard guidelines to upload a photo:

   • Supported photo file types are .jpg, .png, and .gif.
   • The maximum file size for photos is 25600 bytes.
   • The administrator's interface does not allow you to crop photos.
   • All uploaded photos will be resized to 128 x 128 pixels.
   To upload a photo:

   1. Click Upload New Photo.

   2. Browse to the photo location.

   3. Select the photo and click Open.

   4. Click Upload. The photo is uploaded to the page.

   To cancel the upload, click Cancel New Photo.

   Note: Do not update the AWV password from the MiCollab Client Service Configuration Account tab when MiCollab is in integrated mode because doing so might cause authentication issues while you use MiTeam Classic features.
2. Edit the Licensed Features for the account.
   1. Select a Feature profile to assign to the account.
      The following information is displayed for the Feature profile:

      • Profile features: A read-only list of features included in the selected profile.
      • Add-on features: The list of features available to select from that are not included in the selected profile.
   2. To add/remove features to an account:
      1. Select/deselect the features from the Add-on features list.
      2. Click Save.
      Note: Both Web Portal features are set automatically when you select either one of them.
3. Edit the Phone Numbers for the account.
   1. Select Add to create a new device.
      The following information is displayed for adding a new device:

      • Type: The type can be Desk Phone, MiNet Softphone, SIP Softphone, Phone, PRG, Voice Mail, or DID.
        • Phone: Includes other devices programmed for the account. You can edit the Label and Number for these types of phone numbers.
          Note: By default, phone numbers are published to the Corporate Contacts list. Clear the Published option if you want the phone numbers to remain unpublished.
        • PRG: Includes Personal Ring Group (PRG) extensions programmed on the PBX. You can edit the Label only for these types of phone numbers.
        • DID: Includes the Direct Inward Dialing (DID) number configured for the user on MiVoice Business. You can edit the Label and Number for these types of phone numbers.
      • Label: Enter a label for each device created.
      • Number: Enter an extension number for each device created.

      • Published: The option to publish phone numbers.

        • On the MiVoice 5000 communication platform, if the Published option is not selected, the phone number of the user will be obfuscated. The Client also obfuscates the number in the Call History and Voicemail menu for the called party. The called party will not be able to call back or copy the obfuscated number.
        • If Privacy Flag is set to On in MiVoice Business communication platform and the Published option is not selected in MiCollab, then the number will not be visible in MiCollab incoming calls, Search results, Call History, Contacts menu, contact card, activity tab, voicemail history, and notifications. Following are the limitations:
          • If an unpublished number was previously recorded in the call logs before the feature was enabled, then the menus, Search, Call History, Voicemail History, Contact Card (hover-over), and Activity will display the number.
          • In the incoming call window, the Decline with a chat option will not be shown for the user with private DN.
          • If the user publish/unpublish the number using their MiCollab Client, then the privacy feature is terminated and the number will be visible in the corporate directory and contact card.
          • Contacts from the peered servers are automatically synchronized after an interval of 6 hours. For an immediate synchronization, users must restart their MiCollab Client manually.
          • For voicemail with privacy DN, only the name of the party who sent the voicemail is displayed; chat functionality will be disabled. This feature is compatible with MiCollab Client Version 9.3 and earlier and with MiCollab 9.3 server and Privacy DN ON. Restart the MiCollab Client to see the changes.
      • Video Capable: The option to indicate whether the SIP softphone is video capable.
      Note: On other communication platforms, the phone number will not appear in the contact card, but incoming calls, call history, and voicemail history will display the number.
      Note: Publishing MDUG non-prime numbers is not supported in MiCollab. Use PRG to publish non-prime numbers.

   2. Select Create. When adding a MiNet softphone, a random, a unique MAC address is created and appears here. If MiCollab Client is in co-located mode, the field can be edited. If MiCollab Client is in integrated mode, the field is read-only.

   3. To delete a device, select the device and click Delete.

   4. To edit a device, select the device and click Edit beside the device.

   5. When switching from SIP softphone to MiNet softphone, perform the following procedure to register the MiNet Softphone:

      1. Delete the user name folder in "C:\Users\\AppData\Roaming\Mitel\UC\".
         CAUTION:
         Deleting the application folder will also remove all the existing settings for the user.
      2. Re-launch the Legacy MiCollab Desktop Client application.
      3. Switch from SIP softphone to MiNet softphone.
4. Configure the account Contact Information.
   • Company name: Type the account holder's company name.
   • Address: Type the street address for the company.
   • City: Type the city where the company is located.
   • State/Province: Type the state where the company is located.
   • ZIP/Postal code: Type the zip code where the company is located.
   • Add, Edit, and Delete the following for the account:
     • Phone Numbers
     • E-mail addresses
     • IM addresses
5. Configure the Account Settings
   The Account Settings area on the Account Details page allows you to overwrite the Default Account settings (configured on the Enterprise Tab) for the specified account. If necessary, configure the following settings for the account:

   • Phone Settings: Configure the following for the account holder's phone:
     • Account code length: Select the number of digits for account codes from the range 0-12. The default is 0.
     • Auto Upgrade Client: This option offers control over automatic client upgrades.

       • Select Default to retrieve the client upgrade information from the Enterprise setting. By default, this option is enabled.

       • Select Enable to push the automatic client upgrade (if there is a new version of the client available) for the user. The user will trigger a client upgrade pop-up notification.

       • Select Disable to disable the client upgrade for the selected user.

     • Enable ACD features in client: Select this option if you want the account holder to have access to the ACD view and corresponding features in the Desktop Client.
   • RSS Window: Configure the following for the account holder's RSS window:
     • URL: Type the URL of the RSS Web page that you want to appear in the account holder's RSS window on the desktop client. For example, http://www.mitel.com/RSSNewsRelease. RSS feeds are formatted by a script on the Unified Communications server that provides an HTML scrolling interface to the user.
     • Always On: Select this option for the RSS window to be always visible in the account holder's Desktop Client.
     • User Modifiable: Select this option to enable users to modify the URL from the Desktop Client.
   • Collaboration: Configure the following collaboration settings for the account holder:
     • Username: Type the user name that the account holder uses to log in to the collaboration Web interface.
       Note: Set the user name to be the MiCollab Audio, Web and Video Conferencing e-mail address.
     • Password: Type the password that the account holder uses to log in to the collaboration Web interface.
     • Collaboration server: Select the account holder's collaboration server, or select Default to use the collaboration sever configured for the Enterprise.
   • Mobile Settings: Optionally, enable the User can manage MiCollab corporate locations option. Users for whom this option is enabled can manage Corporate Locations from their MiCollab Mobile Client and upload the information to the MiCollab Client Service. By default, this option is disabled.
   • Client Upgrade Settings: Select the Do not provision new MiCollab Client for PC option to disable provisioning MiCollab for PC for the selected user.
     Note: Use this option in case of mixed deployment of MiCollab Clients (Desktop Client and MiCollab for PC for different users).
     Note: If the Provision new MiCollab for PC option under the Enterprise tab is disabled, then Client Upgrade Settings cannot be used to modify the default settings.
   • Group Presence Control Settings: By default, the Users can manage group presence check box is not selected; select the check box to enable the settings that allow MiCollab Client users to update their group presence and retrieve the group list.
     Note: Support for group presence control is limited to MiVoice Business, MiVoice 5000, and MX-One PBXs. If you enable group presence control for other PBX types, you will receive the following error message:

     Group presence control setting can't be enabled. It is supported with MiVoice Business, MiVoice 5000 and MX-ONE PBX only.

     MiVoice Business

     In MiVoice Business, both Ring Groups and Hunt Groups are supported. A user can be a part of multiple Ring Groups and Hunt Groups and this information is visible in their MiCollab Clients.

     The administrator must configure a Ring/Hunt Group in MiVoice Business and add the user's DN (Directory Number) as a Ring/Hunt Group member. After synchronization between MiVoice Business and MiCollab Client Service, the Ring Groups menu will be displayed in the navigation pane of MiCollab Client under which both the Ring and Hunt Group details are also displayed.

     Note: After configuration, the administrator must select the Users can manage group presence check box under Group Presence Control Settings. Refer to Group Presence Control Settings section.
     MiCollab Client users can mark themselves as present or absent (logged in/logged out) with regard to a Ring/Hunt Group by clicking the toggle switch corresponding to that Group or by clicking the global toggle switch to indicate their status as logged in/logged out from all Ring/Hunt Groups.

     Note: The Group Presence Control COS option must be enabled for extensions on MiVoice Business for the Group Presence feature to work.

     MiVoice 5000

     In MiVoice 5000, only Hunt Group is supported and each user can be a part of only one Hunt Group.

     The administrator must configure a Hunt Group in MiVoice 5000 and add the user's DN as a Hunt Group member. After synchronization between MiVoice 5000 and MiCollab Client Service, the Hunt Group menu will be displayed in the navigation pane of MiCollab Client. In the Hunt Group menu, the configured Hunt Group will be displayed as Enable Hunt Group.

     Note: After configuration, the administrator must select the Users can manage group presence check box under Group Presence Control Settings. Refer to Group Presence Control Settings section.
     MiCollab Client users can mark themselves as present or absent (log in/log out) in the Hunt Group. If the administrator has not selected the Users can manage group presence check box, the Hunt Group menu will be removed from the navigation pane of MiCollab Client.

     Note: In MiVoice 5000, when a user is added or removed from a Hunt Group, MiCollab Client does not receive any notification from MiVoice 5000. The user must log in to MiCollab Client again to get the latest group information.

     MX-One

     In MX-One, only Hunt Groups are supported and each user can be a part of a maximum of four Hunt Groups. This information is visible in their MiCollab Clients.

     Note: The log in/log out from Hunt Groups feature is supported from MX-One 7.5 version.
     The administrator must configure a Hunt Group in MX-One and add the user's DN as a Hunt Group member. After the user logs in, the Hunt Group menu will be displayed in the navigation pane of MiCollab Client.

     Note: After configuration, the administrator must select the Users can manage group presence check box under Group Presence Control Settings. Refer to Group Presence Control Settings section.
     MiCollab Client users can mark themselves as present or absent (logged in/logged out) of the Hunt Group. If the administrator has not selected the Users can manage group presence check box, the Hunt Group menu will be removed from the navigation pane of MiCollab Client.

     Note: In MX-One, when a user is added or removed from a Hunt Group, then the user on MiCollab Client will receive the latest group information in real time.
   • USB Devices: Configure the following USB device options:
     • User can configure local USB devices: Selecting this option allows account holders to configure USB devices on their computer using MiCollab Desktop Client.
     • User can manage USB device profiles: Selecting this option enables account holders to manage (upload, edit, and delete) USB device profiles on the Unified Communications server from MiCollab Desktop Client. Mitel recommends that you enable this option for a limited number of users (1-2) on the system.
       Note: Enabling this option automatically enables the User can configure local USB devices option.
6. Click Save to save the account information.

   Note: Accounts synchronized with the PBX: After you complete phone extension configuration changes (add, delete, move, or change) on the PBX, perform a manual synchronization (Sync Now button on the Synchronization tab) to immediately update the affected MiCollab Client accounts. If you do not perform a manual synchronization, the affected MiCollab Client accounts will be updated at the next scheduled synchronization.

   In addition, those MiCollab Client users whose extensions are affected by the configuration changes you make on the PBX must exit and then restart their MiCollab Desktop Clients to refresh extension information.

MiVoice Conference/Video Phone devices must be set to video enabled to allow video calls. See MiVoice Conference/Video Phone device for further details.