Customer admin guide. UC Management Centre

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1 Customer admin guide UC Management Centre June 2013

2 Contents 1. Introduction 1.1 Logging into the UC Management Centre 1.2 Language Options 1.3 Navigating Around the UC Management Centre Customers 2.1 Organizational Structure Create an Organization Unit Rename or Delete an Organizational Unit Adding Exchange Objects to Organizational Units Users 3.1 Types of Users 3.2 Create a New User Creating a New User via the New User Wizard 3.3 User Services Management Provisioning Status Indicator Provision a Service to a User De-Provision a Service From a User TELUS Business Service, Powered by Microsoft Exchange BlackBerry Sync Service TELUS Instant Connect Service, Powered by Microsoft Office Communications Server TELUS Business Workspace Service, Powered by Microsoft SharePoint 3.4 User Search User Filter Advanced User Search 3.5 User Functions Edit User Disable/Enable a User Impersonate Delete Copy User De-Provision Provision Account Status 3.6 Multiple User Provisioning 3.7 Bulk User Import Download Excel Templates (Bulk User Import Processing Completed in the Front End of the System) Add User Information to Excel Spreadsheets Import Updated Excel Template into the UC Management Centre and Provision the Changes

3 Contents cont. 3.8 Locations & Departments Locations Departments Services 4.1 DNS Management Management of DNS Zones Management of DNS Sub-Zones 4.2 Active Directory (AD) Sync Download 4.3 Exchange Reporting 5.1 Customer Reports 5.2 Viewing Reports 5.3 Exporting Reports Configuration 6.1 Manage User Groups Create a User Group 6.2 Notification Password 7.1 Change Password 7.2 Manage Security Questions Password Policies 8.1 Password Expiry Notification s 50 50

4 1. Introduction This guide provides helpful tips and information on how to navigate around the UC Management Centre user interface and use the features that the UC Management Centre offers. Services provisioned via the UC Management Centre include: TELUS Business , connected to Microsoft Exchange TELUS Workspace, connected to Microsoft SharePoint TELUS Instant Connect, connected to Microsoft Office Communication Server 1.1 Logging into the UC Management Centre. 1. Go to: TELUS.com/ManageUC. 2. Enter your User name and Password and click Log On. a. The Password field is case sensitive. b. Selecting the Remember Me check box will ensure that your user name is remembered when you next log into the site s Log On Page. c. The UC Management Centre allows users to change their password at login. Click Account Locked or forgotten your password to display the password reset feature. Proceed through the wizard and enter a new password. Re-enter the new password to verify and click Log On. The new password will be saved in the user s account. Note Depending on your configuration, the system can be set to enforce passwords to be of a certain level of complexity (Mix of lower and upper case, use of numbers and use of other characters) as well as stop you from re-using previous passwords. For more information, visit Section 8. Password Policies (below). UC management centre: customer admin guide 4

5 1.2 Language Options The Language field on the UC Management Centre Log On screen allows you to change the language in which you will view the control panel. By default, the language is set to English. To view the control panel in French, click the language drop-down list and select Français. Your selected language will be remembered next time you login into the UC Management Centre using the same computer. 1.3 Navigating Around the UC Management Centre. The UC Management Centre User Interface is made up of different web pages that relate to specific functions and services. The following links appear in the top menu bar when you login to the UC Management Centre. Icon Home Description Home Takes you back to the Home Page. Customers Customers Allows you to: Manage your company s details. Manage your company s organizational structure. Manage Locations & Departments. Users Services Reports Users Allows you to complete the following user management tasks: Create new users. Manage existing users. Complete a bulk user import. Configure settings. Services Allows you to complete the following service-related admin tasks: Manage Exchange services such as distribution groups, contacts, etc. Manage DNS Management. Set up AD Sync. Reports Allows you to view available reports. Help Help Takes you to the TELUS support site. Username Log off Username Allows you to: Change your password. Manage your security questions. Log off Closes your session and navigates to the UC Management Centre Logon page. UC management centre: customer admin guide 5

6 2. Customers The Customers screen allows you to view and edit certain details about your company. To access the Customers screen, select Customers from the top menu bar and select Customers from the drop-down menu. 2.1 Organizational Structure The Organizational Structure screen allows you to manage your objects (users and groups) into different containers, or Organizational Units (OU s), according to your security and administrative requirements Create an Organization Unit: 1. To access the Organizational Structure screen, select Customers from the top menu bar and select Configuration > Organizational Structure > User Specified Groups from the drop-down menu. 2. For each customer, the root OU will be displayed as Customer Base. This OU cannot be removed or renamed on the UC Management Centre and all OU s created will be saved underneath this root OU. To add a container directly under the root OU, ensure Customer Base is highlighted and \ is displayed for the Full Path. 3. Enter the new OU s name and select Create. 4. To create a sub OU under an existing OU, highlight the parent OU under Structure Selection. The Full Path property will be updated. Add the sub OU to the parent OU. UC management centre: customer admin guide 6

7 2.1.2 Rename or Delete an Organizational Unit: 1. To access the Organizational Structure screen, select Customers from the top menu bar and select Configuration > Organizational Structure > User Specified Groups from the drop-down menu. 2. Under Structure Selection, highlight the organization unit that is to be renamed or deleted. 3. If the organization unit is to be renamed, edit the current name in Current Container and select Update. 4. If the organization unit is to be deleted, select Delete. The control panel will request confirmation that the OU is to be deleted, select OK. Any user objects that were assigned to this OU will be moved to the root customer OU ( Customer Base ) where the customer s Customer Administrator can manage the user account Adding Exchange Objects to Organizational Units. Assigning an Exchange Object to an Organizational Structure Unit allows that unit s administrator to manage the Contact through the control panel. For information on how to designate a user as an administrator for an Organization Structure Unit, see Section 6.1 Manage User Groups in this guide. Note that in order to add Exchange Objects to Organizational Units, you must set your Organizational Structure to User Specified. To set your Organizational Structure to User Specified: 1. Click on Customers on the top menu bar and select Customers from the drop-down menu. 2. Click on your company s name to expand the Customer Functions menu and click on Edit Customer. 3. Click on Advanced Properties to expand the menu. 4. Under the Organizational Structure dropdown, choose User Specified. 5. Click Provision to make the change. UC management centre: customer admin guide 7

8 Assigning a User to an Organizational Structure Unit: 1. Select Users from the top menu bar and then select Users from the drop-down menu. 2. Click on the name of the user that you would like to assign to the Organizational Structure Unit to expand the User Functions menu. 3. Click on Edit User. 4. On the Organizational Structure tree diagram under the User Details menu, click on the Organizational Structure Unit to which you would like to assign your selected user. The unit should appear highlighted. The default value is Customer Base. 5. Click Provision to apply your changes. 3. Users The Users screen displays all users within your organization. To access the Users screen, click the Users option on the UC Management Centre top menu bar. Within User Management, the following features can be used: Add a New User. Export all users information. Import a group of new users/existing users from Microsoft Excel. Edit existing users details. Apply a change to multiple users. UC management centre: customer admin guide 8

9 Users are sorted in alphabetical order by Last Name, followed by First Name. The Users table can be filtered using specific filtering criteria under the Filter Fields menu. The Advanced Search allows the end-user to search for a specific user. When a user is selected, available user functions and the current status of the user s account is displayed. 3.1 Types of Users. The UC Management Centre supports different user security access levels. These security access levels are linked to different icons, allowing easy identification of a user s role when reviewing a list of users. User Descriptions: User Icon Description Enabled User End User. Customer Administrator Full Service Administrator. Account Disabled / Suspended The user role has been suspended and the user can no longer log into the system or hosted services. The user s services remain provisioned to the user s account. Account Expired The user s system account has expired and the user can no longer log onto the system or hosted services. The user s services remain provisioned to the user s account. Remote Active Directory / TELUS AD Sync User The user s details, including password, are saved and managed on a remote Active Directory Forest. The user s password cannot be updated on the UC Management Centre user interface. Key to User Service Symbols: Symbol Description Number of Services that have been provisioned to a user. If selected, the UC Management Centre will go directly to the Provision User Services screen for that specific user. Drop-down information bar. If selected, all services provisioned to that user will be listed. If a service is selected, the UC Management Centre will go to the service s User Set-up iframe for the user where the service properties can be viewed. Service Provisioning Error has occurred and is outstanding. Click the icon to display the impacted service. Click the Service to go to the service s User Set-up iframe to view the Provisioning Error title and description. UC management centre: customer admin guide 9

10 3.2 Create a New User. There are three ways to add a new user to the UC Management Centre: New User Wizard Copy User Bulk User Import Creating a New User via the New User Wizard: 1. Click the Users icon on the UC Management Centre menu bar and select New User. Alternatively, on the User Management menu on the left hand side of the screen, click New User. The new user wizard screen will appear: UC management centre: customer admin guide 10

11 2. Add the user s username (User Principal Name), inputting the username and selecting a domain from the drop-down list. This is an alternative login name that can be used instead of the Username. The UC Management Centre will auto populate the Username field. The value can be manually overridden before the user is saved to the customer. The Username must be unique. If the Username already exists in the system, the UC Management Centre will display an error message when you click Provision. The Username field will automatically be populated with the username. The Username can be changed. The customer s short name will appear beside the Username as _<CustomerShortName>. If a user attempts to log into an application, they must include the customer s short name. The Username cannot be changed after the user has been created in the system. 3. Enter the user s first name and last name. The Display Name field will be automatically populated with these values and can be manually overridden. 4. Optional: Click Additional User Properties to add non-mandatory user information. 5. Assign the required Location and Department for the user from the available drop-down lists. These values are configured at the individual customer level and will vary. The default setting is Unassigned and the user will be saved with these settings if no other values are available. 6. Enter the user s contact details address and phone numbers. 7. Enter the user s organizational and general details. If required, add values to the two Custom fields. If required, enter the user s address. This may be an external address that is not managed by TELUS. It is recommended to use this field under the following circumstances: The user does not use the Business Service and The user s address needs to be saved so that it can be used in other services (e.g. SharePoint), or If saving a secondary address for contacting the user. UC management centre: customer admin guide 11

12 8. In the Password Configuration section, enter a password and re-enter the password again to verify. Note It is possible a password policy is in place for users within the customer, please see the Password Policies section at the end of the document for clarification as it can affect passwords you can use and when your users need to reset their passwords. If you have a password policy set up on your account, the complexity requirements of the password will not be validated when initially creating the user. It is recommended that you set the Change Password at Logon flag (see below) which will force the user to enter their own password at first logon. If following this process you should request your user to initially log onto the UC management portal to get their account password set correctly. 9. Optional: Expand the Account Settings section to configure the following user account settings: Set Password to Never Expire. This option will be displayed if the user s customer has been configured to allow users to have a password that never expires. If Yes is selected, the UC Management Centre will not ask the user to reset their password at regular intervals. Change Password at Log On. If Yes is selected, the new user will be prompted to change their password when they log into the UC Management Centre for the first time. The user will not be able to use any services with which they have been provisioned until they change their password. Account Disabled If Yes is selected, the user s account will be suspended and the user will not be able to access any services with which they have been provisioned. Account Locked This field will always default to No. Account Expires If End of is selected, the screen will refresh and display a calendar. Select an end date for the user s account. If an end date is selected, the UC Management Centre will automatically suspend the user s account on the next calendar day and they will not be able to access the UC Management Centre or any related services. Leave setting at Never if the user s account does not need to expire. This setting does not define the Password Expiry date (expiry date for current password). This is configured by TELUS on the domain s Group Policy. UC management centre: customer admin guide 12

13 Password Expires After a user has been created, the account settings section for that user will display an additional field called Password Expires under the Account Expires setting. The Password Expires value is a read only value and represents the date when the user s password will expire. On that date, the user will be asked to change their password when they log into the UC Management Centre. The user will automatically be assigned standard user rights, with access to servicerelated Web pages granted when the user is provisioned with a service. To assign Customer Administrator permissions to a user, click Advanced Options and select Customer Administrator. 10. Optional: Expand the Addresses section to add an address for the user. If no address is added, the UC Management Centre will add the username as the default. This will be set as the user s primary address and will be used to send any system-generated s to the user. To add another to the user, click Add and input the new name. Select the required domain from the drop-down list. The list should contain all the domains that have been configured to the customer. Select Primary Address if the new address will be the user s primary address. The primary address flag cannot be assigned to multiple addresses. Click Update to save the changes. All remaining addresses where the Primary Address flag is not set are called aliases. An unlimited number of aliases can be assigned to a user. 11. Click Provision to save the user to the customer. The UC Management Centre will automatically go to the User Services screen. UC management centre: customer admin guide 13

14 3.3 User Services Management Provisioning Status Indicator. The provisioning status indicator allows you to monitor the progress of your provisioning requests. Some provisioning requests can take a considerable amount of time to change from one status to another due to the complexity of the request and/or the number of requests that the system is processing. Status Descriptions: Status Description Not Provisioned Item has either never been provisioned or has been de-provisioned. Queued Request submitted to the Provisioning Engine. Item has been queued for provisioning or de-provisioning. Provisioning in Progress The provisioning engine is working on the request. Provisioned Item successfully provisioned. Pending Changes Item requires further configuration before it can be provisioned. This status can appear when copying an existing user s services. Provisioning Failed An error occurred while processing the provisioning request. Select the item to view its configuration properties and the provisioning error description Provision a Service to a User: 1. Click the Users option on the menu bar and select Users. All users listed in your selected organization will be displayed. 2. Select the user to whom you would like to provision services. 3. Select the Services function. The User Services screen will appear. All services that have been configured and enabled for the selected customer will appear. UC management centre: customer admin guide 14

15 4. Select the required service and configure the user s service settings. 5. Clicking Service Settings will display the advanced service properties for that particular service. These properties will vary by service and there may be no properties for some simple services. 6. Click Provision to add the user to the service. The user will be provisioned with the service and will be able to access the hosted application. Additional menu options may appear on the user menu bar associated with the provisioned service. Note A user cannot be provisioned with services if he has been suspended or de-provisioned De-Provision a Service From a User. The User Services screen is also used to de-provision a servicer from a user. 1. Select the required service. The service s provision status will be green (Provisioned). 2. Click De-Provision. The provisioning icon s status for the service will change to grey (Deprovisioned). The user will be de-provisioned from the service and will no longer be able to access the hosted application. Any Service menu options that were related to the service will be removed from the menu bar when the user again logs in into the UC Management Centre user interface TELUS Business , Powered by Microsoft Exchange. The TELUS Business removes the need for you to manage your own premise Exchange environment. Users are able to access their using the advanced and collaboration services that are available in Microsoft Exchange. Exchange mailbox settings and features are controlled by the plan each user is subscribed to. TELUS handles server maintenance and environment management. For more information on the Business , please refer to the Business Service Setup Guide. UC management centre: customer admin guide 15

16 3.3.5 BlackBerry Sync The UC Management Centre allows you to enable a BlackBerry device to access your Business service mailbox. For information on how to provision BlackBerry Sync to a user, please refer to the BlackBerry Service Setup Guide TELUS Instant Connect, Powered by Microsoft Office Communications Server. Office Communications Server 2007 delivers streamlined communications for users so they can find and communicate with the right person, at the right time, from the applications they use most. For more information on Instant Connect, please refer to the Instant Connect Service Setup Guide and the Instant Connect Service User Guide TELUS Business Workspace, Powered by Microsoft SharePoint. Microsoft SharePoint is designed to enable your company to publish a Web site(s) that can be used to share documents and information with a wide variety of audiences in a controlled manner. Multiple SharePoint Sites can be provisioned to a customer. Each instance will include the site s URL within the Service Name. Example: SharePoint Site URL address is the Instance Name will be displayed as SharePoint Service aabc.devtest.local. For information on how to provision Workspace to a user, please refer to the Workspace Service Setup Guide. UC management centre: customer admin guide 16

17 3.4 User Search User Filter The User Filter toolbar appears on the Users page. It allows the end-user to filter the User table. 1. Select the keyword to use for filtering from the drop-down list. The keywords are: User ID Username Firstname Surname Location Department 2. Click the letter you want the keyword to start with. The screen will automatically refresh, applying the filter to the Users table. 3. At the top left-hand side of the Users table, the UC Management Centre will confirm how many users were found after the filter was applied. 4. If more than 20 users exist in the table, page navigation buttons will appear at the top right of the Users table. Use these icons to navigate through the users. 5. To list all users, click View All Advanced User Search. The Advanced User Search toolbar appears on the Users screen and allows the end-user to define their user searches using additional user parameters. continued on next page UC management centre: customer admin guide 17

18 More than one parameter can be selected to complete the user search. Click Search after selecting the parameters. User ID Enter a letter to list all users whose user ID starts with the specified letter. Username Enter a letter to list all users whose Username starts with the specified letter. First Name Enter a letter to list all users whose first name starts with the specified letter. Last Name Enter a letter to list all users whose last name starts with the specified letter. Service Filter/Service. Select from the drop-down list of configured services. All users that are provisioned with the selected service will be listed. Service Filter/Access Level. Select from the drop-down list of Service Access Levels. All users attached to the selected Service Access Level Security Group will be listed. UC management centre: customer admin guide 18

19 Account Status Click the expand arrow to view additional user account status options that can be applied to the user search: Account must be locked. Account must be suspended. Account must be expired. Additional Options Click the expand arrow to view additional search options that can be applied to the customer search. Location Select from the drop-down list of configured locations. All users that are saved to the specified location will be listed. Department Select from the drop-down list of configured departments. All users that are saved to the specified department will be listed. UC management centre: customer admin guide 19

20 3.5 User Functions The User Functions screen allows you to perform specific actions on a user. Access the User Functions Screen: 1. Click the Users icon on the top menu bar and select Users from the drop-down menu. 2. Select the desired user. The User Functions screen will appear. The following user functions are available: Function Services Edit User Suspend / Enable Impersonate Delete Copy User Deprovision Provision Description Manage and configure the user s services. Edit user s properties (User details, Addresses & Account Settings). Suspend the user s account. If a user is suspended, the Enable function will be displayed. Impersonate a user and navigate through the UC Management Centre as that user. Delete the user s account from the system. Create a new user using an existing user s details, including the user s configured services as a base input. User will no longer be able to use the services. Provisions the user with the UC Management Centre; the user will become fully enabled. Generic information regarding the user s account will appear under the Account Status section (e.g. the password expiry date). UC management centre: customer admin guide 20

21 3.5.1 Edit User Use the Edit User function to modify an existing user s details. This function should be used when you need to reset a user s password or unlock their user account. 1. On the top menu bar select Users and then select Users from the drop-down menu. 2. Select the user to display the User Functions screen. 3. Click Edit User. 4. The User Properties are displayed. Make the necessary changes. a. User Details Username: Can be used for logging into the various systems. Cannot be edited after the user is created. First Name: User s first name. Last Name: User s last name. Display Name: The user s display name. This will be displayed within the UC Management Centre and provisioned services. Additional User Properties - Click the link to edit other user properties, including the user s address, telephone contact numbers, and organizational information. b. Password Reset The user s password can be reset to a new password if they have forgotten their old password. c. Account Settings The user s account setup can be changed under Account Settings. If the user has locked himself out of the UC Management Centre, the Customer Administrator can unlock the account by clicking the No button for Account Locked and selecting Provision. Any security changes to the user s account can be made by clicking Advanced Options and adding roles to the existing user s profile. UC management centre: customer admin guide 21

22 d. Addresses Additional addresses can be added or removed from the user. Remember to click Update to save the changes before clicking Provision. 5. Click Provision to save the changes Disable/Enable a User. Disabling a User: 1. On the top menu bar select Users and then select Users from the drop-down menu. 2. Select the user to display the User Functions screen. 3. Click Disable. The user will be suspended and will appear with a icon on the Users screen. When the user is suspended, they will not be able to access any of the services that have been provisioned to their user account and will not be able to log into the UC Management Centre. The user s services must be managed by a Customer Administrator while the user is suspended. Enabling a User. Note that when a user has been suspended, the suspend option will be replaced with Enable on the User Functions screen. 1. On the top menu bar select Users and then select Users from the drop-down menu. 2. Select the user to display the User Functions screen. 3. Click Enable. The user s account will become enabled again. The user will be able to access all the services that have been provisioned to the user account and log into the UC Management Centre. UC management centre: customer admin guide 22

23 3.5.3 Impersonate Impersonating a user allows you to see what the user can access/view within the UC Management Centre user interface. It is a good tool to use when troubleshooting an enduser s system problem. 1. On the top menu bar select Users and then select Users from the drop-down menu. 2. Select the user to display the User Functions screen. 3. Click Impersonate. The impersonation will take immediate effect and the UC Management Centre will go directly to the Home Page of the impersonated user. The UC Management Centre screen will display the impersonation details at the top right, between the menu bar and the main window. To return to your own user account, click your Display Name (in orange) or click the logout icon on the menu bar. The UC Management Centre will go back to the customer s Users screen. Note Each user can impersonate a maximum of one user. This is true even if the user you are impersonating has full Customer Administrator security rights Delete The Delete function will permanently remove the user from the UC Management Centre user interface. To delete a user from the UC Management Centre, the user must first be de-provisioned. The Delete function will not be available until the user is de-provisioned. continued on next page UC management centre: customer admin guide 23

24 1. On the top menu bar select Users and then select Users from the drop-down menu. 2. Select the user to display the User Functions screen. 3. Click Delete. 4. The system will ask: Do you want to delete this user? Click Yes. The user will be deleted from the Users screen. Note If only one user exists within an organization, the Delete function will remain suspended even when the user s status is De-provisioned Copy User The Copy User function allows Customer Administrators to create new users by copying an existing user s profile. The default details that are copied from the original user are user account settings and service configuration. 1. On the top menu bar select Users and then select Users from the drop-down menu. 2. Select the user you want to copy to your new user to display the User Functions screen. 3. Click Copy User. 4. The New User wizard will appear under the original username. A new section called Copy Services will appear, displaying the services that the original user has been provisioned with. 5. Enter the new user s details. 6. Click Copy Services and clear any services that you do not want to be provisioned to the new user. continued on next page UC management centre: customer admin guide 24

25 7. Click Provision to save the changes. The user and the selected services will be provisioned. Note Some services (e.g. SQL Hosting), additional configuration is required and the service will appear on the User Services screen with a blue provisioning status. These services need to be manually provisioned before the user can access them. When provisioning the TELUS Business service to a new user via the Copy User function, the primary address will default to the new user s address. If populated, the values in the additional user properties Title and Web Page will be copied to the new user De-Provision WARNING The De-provision function will delete the user s account and remove the user from all its provisioned services. User information such as the user s Exchange mailbox will be permanently deleted. 1. Go to the customer s Users page. 2. Select the user to display the available user functions. 3. Click De-Provision. 4. The system will ask: Do you want to de-provision this user? Click Yes. The user will no longer be able to use any of its provisioned services or be able to log into the UC Management Centre interface. The user s provisioning status on the UC Management Centre will change to grey (deprovisioned). To remove the user completely from the system, click Delete. Once a user is de-provisioned, the only user functions available to manage this user are: Edit/Delete/Provision. A de-provisioned user s details can be used to copy and create a new user. UC management centre: customer admin guide 25

26 De-Provisioning a User Versus Disabling a User. De-provisioning a user may appear similar to disabling a user; however, it is NOT. There are two very important differences: Disabling a user suspends the user s Active Directory account whereas de-provisioning a user deletes the user s Active Directory account. Disabling a user does not remove any services from the user whereas de-provisioning permanently removes all services from the user. IF IN DOUBT DISABLE, DO NOT DE-PROVISION!!! Provision Provisioning an Existing User. The Provision function allows an enabled user and its associated services to be reprovisioned. In most cases, this function is used if something is not working as expected for the user, and to ensure that the user has been provisioned correctly. A suspended user can be re-provisioned but will remain suspended until the Enable function is selected. On the top menu bar select Users and then select Users from the drop-down menu. Select the user you want to re-provision. Click Provision. The user and its attached services will be re-provisioned. Provisioning a De-Provisioned User. Provisioning a de-provisioned user can be done via either one of the following functions: The Edit User function. The Provision function. For both functions, the Password Reset section will be fully expanded and a new password must be specified before selecting Provision. The re-provisioned user will not be assigned to any services. UC management centre: customer admin guide 26

27 3.5.8 Account Status The Account Status section displays information about the user s account. The data displayed is cached and any recent changes to the user may not be reflected on the screen immediately. Clicking Refresh Account will query the user s current account status and re-display it. Account Locked Account Locked is displayed when the user s account has been locked. This occurs if a user has had three failed attempts at logging into the UC Management Centre. To unlock an account, click Edit User and reset the Account Locked settings under Account Settings. The user account will unlock automatically after ten minutes, at which point the user can reattempt to log in. Password Expiry Date. Displays the user s password expiry date when the expiry date has been reached. The first time that the user attempts to log into the system after the expiry date has passed, the UC Management Centre will request a change of password. Account Expiry Date. Displays the account expiry date at all times if the user has been set up with an account that has a defined end date. When the date has passed, the user will not be able to log into the UC Management Centre and their provisioned hosted services. 3.6 Multiple User Provisioning. The UC Management Centre allows Customer Administrators to complete a specific transaction on multiple users. continued on next page UC management centre: customer admin guide 27

28 1. On the top menu bar select Users and then select Users from the drop-down menu. 2. Search for the customer users that are to be modified using the Customer Management search function. 3. Click the expand arrow in the Multi User Selection section. The box will expand and display all of the user functions that can be applied to multiple users. The Users table will be updated with a new column of check boxes. Multi User Functions Select All Users Clear All Users Services Suspend Enable Provision De-Provision Delete Description All users attached to the customer will be selected. All users attached to the customer will be de-selected. Provision a service (basic version) to all selected users. Suspend all selected user s accounts. Press PF5 to refresh the screen and the user icons. Enable all selected user s accounts. Press PF5 to refresh the screen and the user icons. Provision all selected users. De-provision all selected users. Delete all selected users. Note that users must be de-provisioned before they can be deleted. continued on next page UC management centre: customer admin guide 28

29 4. Select the desired users. 5. Select the required function. A bulk provisioning request will be generated for all users. For the Services function, the UC Management Centre will go to the User Services - Multiple Users screen. All of the services will appear with a blue provisioning status. Select the service that you want to provision to the users, make the necessary changes and click Provision. The service provisioning status will change from blue to green. If De-provision is selected, the provisioning status will change from blue to grey. Notes 1. Only generic service settings can be selected when provisioning to multiple users such as Service Access Levels. To configure specific service settings that only apply to a user, use the User Services screen. 2. Instant Connect Service is not able to be provisioned via multi-user provisioning. To provision Instant Connect to a user, use the User Services screen. 3.7 Bulk User Import. The Bulk User Import feature can be used to: Create and provision a large number of new users in a single transaction. Import bulk changes to existing users, for example, organizational restructuring. continued on next page UC management centre: customer admin guide 29

30 The process is a three-phase approach, which involves saving a system-generated template in Excel, inputting the necessary data and importing the template back into the UC Management Centre. The Bulk User Import feature offers a fast way to create and update multiple users within a customer; however, it does not support the provisioning of services to a user. To add services to a user, use the user Services function. WARNING To ensure that the feature works effectively, do not rename the Excel Template column headings or leave blank rows between user accounts. The feature is compatible with Excel versions 2000, 2003 & Download Excel Templates (Bulk User Import Processing Completed in the Front End of the System): 1. Click the Users icon on the top menu bar, and select Bulk User Import from the dropdown menu. 2. Select the template you want to download and use: New Users Template: For a blank Excel template on which you can add new users. Existing Users Template: For a populated Excel template containing all the customer s existing users information. 3. Click either Open or Save. The template file must be saved before importing it back into the UC Management Centre. continued on next page UC management centre: customer admin guide 30

31 Hint If you are not sure of the data inputs for a new user, download the Existing Users Template and add the new users under the existing users data, referring to the existing users data for the type of data to input Add User Information to Excel Spreadsheets. To assist with data input, Row 1 of the spreadsheet is populated with the data items; additional help comments for a data item are marked with. Move your mouse over the column s heading to view the additional comments. 1. Add new users to the spreadsheet; do not leave blank rows between Row 1 and users. For the user s account details, select a value from the cell s drop-down list. For New Users, ensure that a password is entered. 2. If modifying existing users, change the appropriate details for the impacted users. Users that do not require editing can either be left on the spreadsheet or deleted from the template. Note The Location and Department values must be present in the UC Management Centre if changing these values. If the values are not present in the UC Management Centre, the user will be assigned to the default setting - Unassigned. 3. Save all changes made to the Excel spreadsheet. 4. Close the spreadsheet Import Updated Excel Template into the UC Management Centre and Provision the Changes: 1. Click the User Management icon on the menu bar again and then Bulk User Import. 2. Click Browse and locate the saved Excel file. continued on next page UC management centre: customer admin guide 31

32 3. Add a description (optional) to help identify the file and click Upload. 4. The UC Management Centre will verify the specified file and refresh the screen with the file s details. The Bulk User Import list will expand as more files are uploaded to the UC Management Centre. 5. Click the request to review the import details. The Download feature can be used to download a copy of the uploaded file. This feature can be used to create customized templates. The Delete feature will delete the file from the Bulk User Import File list when it is no longer required. 6. Click Import to validate the user information. 7. The Bulk User Import screen will appear, listing all the new users to be added to the UC Management Centre. continued on next page UC management centre: customer admin guide 32

33 If changes have been made to existing users, click the Existing Users option button to display all existing users. Any validation errors will be highlighted with a Hover over the icon to view detailed information about the error. By default, all users will be selected for user import. Clear users that you do not want imported to the UC Management Centre. Unedited users that remain selected will be reprovisioned but no changes will be made to the user. 8. Click Save to complete the user import and update the UC Management Centre with the latest changes. The UC Management Centre will return to the Bulk User Import List. Click View to view detailed information regarding the provisioning request. Bulk User Import is a fast way to import, create and update multiple users in both the database and active directory; it does not give the users any services. To apply user services to a user, you will need to use the UC Management Centre Administration interface. Click here to view how to add user services. 3.8 Locations & Departments. The Locations and Departments screens allow the Customer Administrator to add and manage locations and departments. These screens are available under the Customers option on the menu bar. For Departments navigate to: c For Locations navigate to: Customers\Configuration\Organizational Structure\Locations The customer s users can be assigned to a location and/or department using the Edit User feature. continued on next page UC management centre: customer admin guide 33

34 3.8.1 Locations A customer can be set up with an organizational structure using locations and departments. Once locations and departments have been configured for a customer, its users can be assigned to the various categories. Assigning users to locations and departments will determine where the user s Active Directory details will be stored. Add Locations to a Customer: 1. Click the Customer option on the menu bar and navigate to Customers > Configuration > Organizational Structure > Locations. By default, the location will appear as Unassigned. Click Add to create a new location. 2. Enter the new location s name and click Add. 3. The new location has now been added to the customer. When creating/editing a user, the Location drop-down list will include the new location. Users can now be assigned to the location. Edit an existing location: 1. To edit an existing location, go to the Locations > Edit beside the Location Name that is to be changed. 2. Make the changes in the text box and click Update to save the changes. The Location Name has now been changed. Delete an Existing Location: A location can only be deleted from the UC Management Centre when no users are attached to it and the Delete option is displayed. 1. To delete an existing location, go to the Locations > Delete beside the Location Name that is to be deleted. continued on next page UC management centre: customer admin guide 34

35 2. The system will ask: Are sure you want to delete this record? Click OK. The location is deleted from the system and will not appear in the drop-down list on the User Properties tab. To find out which users are assigned to a location, use the Advanced User Search feature and the Advanced Options on the Users screen Departments A department can be configured to multiple locations when assigned to a user. Example: User One has been assigned to Location A and Department Z User Two has been assigned to Location B and Department Z Add Departments to a Customer: 1. Click the Customer option on the menu bar and navigate to Customers > Configuration > Organizational Structure > Departments. By default, the department will appear as Unassigned. Click Add to create a new department. 2. Enter the new department s name and click Add. The new department has now been added to the customer. When creating/editing a user, the Department drop-down list will include the new department. Users can now be assigned to the department. Edit an Existing Department: 1. To edit an existing department, go to the Departments > Update beside the Department Name that is to be changed. 2. Make the change in the text box and click Update to save the changes. The Department Name has now been changed. UC management centre: customer admin guide 35

36 Delete an Existing Department: A department can only be deleted from the system when no users are attached to it and the Delete option is displayed. 1. To delete an existing department, go to the Departments > Delete beside the Department Name that is to be deleted. 2. The system will ask: Are sure you want to delete this record? Click OK. The department is deleted from the system and will not appear in the drop-down list on the User Properties tab. To find out which users are assigned to a department, use the Advanced User Search feature and the Advanced Options on the Users screen. 4. Services 4.1 DNS Management Management of DNS Zones. The DNS Management screen allows the DNS Service Administrator to create and manage DNS records that are attached to zones. Various different types of records can be applied to a zone. Once provisioned, the record s details (with the exception of TTL) cannot be changed. 1. Select the Services option from the top Menu Bar and select DNS > DNS Records from the drop-down menu. 2. The DNS Records screen will appear. Select the required DNS zone from the drop down list. The page will refresh and display all records that have been configured with the zone. 3. Select New DNS Entry to add a new record to the DNS zone. 4. Add the required record details and select Provision to create the record on the DNS server. After the record has been created, with the exception of the TTL property, the record s properties cannot be changed. To change a record you must first deprovision the record, make the required changes and the re-provision the record. continued on next page UC management centre: customer admin guide 36

37 DNS Records Types Supported by the UC Management Centre: Record Type Name Parameters A IPv4 Host Record Host Name IPv4 Address TTL (Time to Live) AAAA IPv6 Host Record Host Name IPv4 Address TTL CNAME Alias Alias Host Name TTL MX Mail Exchanger Host Name Target Priority TTL NS Name Server Host Name Target TTL SRV Service Record Host Name Target Service Protocol Priority Weight Port TTL TXT Generic Text Record Host Name Text TTL Management of DNS Sub-Zones. The DNS Management screen allows the DNS Service Administrator to create DNS sub-zones. DNS records can then be added to the sub-zones. continued on next page UC management centre: customer admin guide 37

38 Create a DNZ Sub-Zone: 1. Select the Services option from the top Menu Bar and select DNS > DNS Records from the drop-down menu. 2. Under the DNS Management sub menu, enter the sub-zone s name and select the parent zone from the drop-down list. 3. Click New Sub-Zone to create the sub-zone under the parent zone. The new sub-zone will now appear in the DNS Filter drop-down list. 4.2 Active Directory (AD) Sync Download. The TELUS AD User Sync service allows customers to synchronize their own localized Domain Controller to the TELUS-hosted Domain Controller. The customer s Domain in their hosted Domain Controller will be regularly updated with any username and password changes that have been modified in the customer s domain controller. All hosted services that are provisioned to the users will be configured directly to the user objects that are saved in the hosted domain controller. For more information on TELUS AD Sync, please refer to the TELUS AD Sync User Guide. 4.3 Exchange For information on Exchange services, please refer to the Business Setup Guide and the Business Service User Guide. For information on PST Import/Export. Please refer the Business Migration Guide. 5. Reporting The purpose of the Reporting tool is to organize and present information in a report view using data that has been saved in the UC Management Centre and to support the monthly billing process. The UC Management Centre Reports are delivered using Microsoft SQL Server Reporting Services from within the UC Management Centre. Customer and user data is collated and processed using a combination of DTS (Data Transformation Services) packages and SQL databases to produce the reports. By default, all users will have access to the Reports menu. The user s security role will determine what reports will be displayed for selection. It is common for a user not to have access to view a report(s); in such a case, the Reports Management screen will advise that no reports are available for selection. UC management centre: customer admin guide 38

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