Scheduling Data Import from Avaya Communication Manager into Avaya Softconsole MasterDirectory

Scheduling Data Import from Avaya Communication Manager into Avaya Softconsole MasterDirectory ABSTRACT This Application Note details step-by-step instructions on how to configure the scheduling feature for importing station data from the Avaya Media Server into the MasterDirectory component of Avaya Softconsole application for utilizing this updated directory in the Softconsole User Interface. Application Note May 2005 COMPAS ID 103442 NSP 2005Avaya Inc. All rights reserved. Page: 1 of 42

All information in this document is subject to change without notice. Although the information is believed to be accurate, it is provided without guarantee of complete accuracy and without warranty of any kind. It is the user s responsibility to verify and test all information in this document. Avaya shall not be liable for any adverse outcomes resulting from the application of this document; the user accepts full responsibility. 2003-2004 Avaya Inc. All rights reserved. Avaya and the Avaya Logo are trademarks of Avaya Inc. or Avaya ECS Ltd., a wholly owned subsidiary of Avaya Inc. and may be registered in the US and other jurisdictions. All trademarks identified by and are registered trademarks or trademarks, respectively, of Avaya Inc. All other trademarks are the property of their respective owners. NSP 2005Avaya Inc. All rights reserved. Page: 2 of 42

Table of Contents 1. Introduction... 4 2. Data Import Options... 4 Option 1 Direct import from the Avaya Media Server...4 Option 2 Indirect import from the Avaya Media Server...5 3. Detailed Configuration Steps... 5 Option 1 Direct import from the Avaya Media Server:...6 1) MasterDirectory Create a directory structure...6 2) MasterDirectory - Configure MDAccess Settings for this directory...15 3) MasterDirectory - Create an import map to import information from the Avaya Media Server...18 4) MasterDirectory Schedule this import map....24 5) Windows OS Create a batch file to run the MasterDirectory with a specified directory....26 6) Windows OS Create a task to run the batch file automatically at a scheduled time...26 Option 2 Indirect import from the Avaya Media Server:...32 1) Avaya Site Administration Create Export Data task for station data to a commadelimited file and schedule this task to run periodically at a specified time....32 2) MasterDirectory - Create a directory structure....38 3) MasterDirectory - Configure MDAccess Settings for this directory...38 4) MasterDirectory - Create an import map to import information from exported file....38 5) MasterDirectory - Schedule this import map...41 6) Create a batch file to run the MasterDirectory with a specified directory....41 7) Windows OS - Create a task to run automatically at the scheduled time....41 4. Test Setup... 42 NSP 2005Avaya Inc. All rights reserved. Page: 3 of 42

1. Introduction Avaya Softconsole application is a Windows based software attendant console emulated on the Avaya 302 Attendant Console delivering enhanced functionality with integrated components. Softconsole application is comprised of Softconsole User Interface, MasterDirectory, and Configuration Manager. Softconsole User Interface is the main interface for performing conceptual attendant console operations. A directory providing contact information for effective console operations is created and configured in the MasterDirectory. All Softconsole application settings such as, language selection, server connectivity, attendant profile, directory selection, directory update access to attendant, etc. are configured in the Configuration Manager. Normally, a directory is built from one or more databases and/or servers and updated utilizing the Import Map feature of MasterDirectory component. This task of data import for updating directory can effectively be automated utilizing the Scheduler feature of MasterDirectory component in conjunction with the Scheduled Tasks feature of Windows operating system. Furthermore, the task of scheduling data import for one or more Avaya Media Servers can be accomplished efficiently and can be bliss with the help of the Avaya Site Administration software application. 2. Data Import Options The station (extension) data can be pulled from Avaya Media Server/s and imported into a directory using one of the two options briefly described in this section. Option 1 Direct import from the Avaya Media Server With direct import option, the last name, first name, and extension fields of a station are imported from Avaya Media Server into a directory using import map feature of MasterDirectory. Following are the summarized configuration steps: 1. MasterDirectory Create a directory (directory structure, indexes, and directory icon). 2. MasterDirectory Configure MDAccess Settings for this directory. 3. MasterDirectory Create an import map to import information from the Avaya Media Server. 4. MasterDirectory Schedule this import map. 5. Windows OS Create a batch file to run the MasterDirectory with a specified directory. 6. Windows OS Create a task to run the batch file automatically at a scheduled time. Note: Please note that utilizing this option, data import can be scheduled for only one Avaya Media Server that is directly connected to MasterDirectory. NSP 2005Avaya Inc. All rights reserved. Page: 4 of 42

Option 2 Indirect import from the Avaya Media Server With indirect import option, (1) station data is exported using Export Data feature of Avaya Site Administration that allows to export more fields, in addition to name and extension fields. These additional fields include, room, floor, jack, building, phone type, phone color, port, etc. fields of the station on Avaya Media Server, and (2) import this information into a directory using import map feature of MasterDirectory. Following are the summarized configuration steps: Note: Please note that utilizing this option, data export can be scheduled easily for multiple Avaya Media Servers for importing data into the respective directories without requiring direct connection to Avaya Media Servers. 1. Avaya Site Administration Create Export Data task for station data to a commadelimited file and schedule this task to run periodically at a specified time. 2. MasterDirectory Create a directory (directory structure, indexes, and directory icon). 3. MasterDirectory Configure MDAccess Settings for this directory. 4. MasterDirectory Create an import map to import information from exported file. 5. MasterDirectory Schedule this import map. 6. Windows OS Create a batch file to run the MasterDirectory with a specified directory. 7. Windows OS Create a task to run the batch file automatically at the scheduled time. Note: Please note that an automatic login connection to the Avaya Media Server is required when running a scheduled task from the Avaya Site Administration. 3. Detailed Configuration Steps The step by step instructions with related screenshots are detailed in the following pages for the high-level steps summarized for both options in section 2. NSP 2005Avaya Inc. All rights reserved. Page: 5 of 42

Option 1 Direct import from the Avaya Media Server: 1) MasterDirectory Create a directory structure Create a directory structure with required fields. For this application note, last name, first name, phone/extension, email, notes, cell phone, home phone, manager, manager phone, department, fields have been considered. Following are the steps of creating a directory structure: 1. Start MasterDirectory application. Click on File menu at the top and select New. 2. Select dbase as the directory type, Create a new directory schema as the create mode, and click on OK button. (Directory type of dbase is a regular code base directory) NSP 2005Avaya Inc. All rights reserved. Page: 6 of 42

i. Click on Add button to add a field for a directory structure and the Field Parameters window will open. ii. Type an appropriate and meaningful name for the title of a field/column in the Title field. iii. Enter an appropriate number for the length of a field/column in the Length field. NSP 2005Avaya Inc. All rights reserved. Page: 7 of 42

iv. Select an appropriate format option for a field/column from the Format drop-down box. v. Select an appropriate case for a field/column from the Case drop-down box. vi. By default, Allow Update check box of Advanced Settings is selected, allowing changes to this field/column. NSP 2005Avaya Inc. All rights reserved. Page: 8 of 42

vii. By default, Required Field check box of Advanced Settings is not selected. Note: If the Required Field parameter is selected, data must be entered for this field (last name, in this example) and the field cannot be empty. viii. Click on OK button. 3. Repeat the steps (i to viii) to add more fields and when done, click on Next button. NSP 2005Avaya Inc. All rights reserved. Page: 9 of 42

4. Move the fields required for indexing from left block (Remaining Fields:) to right block (Index Fields:) using the Add button and when done, click on Next button. Note: The fields as Index Fields are utilized as the search order selection in a drop-down box. In this example, indexes are created for last, first, phone, and email fields, and information for these fields can be searched for in the directory and Softconsole application. 5. Move all the fields from Remaining Fields: (left block) to Selected Fields: (right block) to display all the fields of the directory in the MasterDirectory user interface and when done, click on Next button. Also, the order of displaying the fields in MasterDirectory user interface can be organized using the Move Up and Move Down buttons. NSP 2005Avaya Inc. All rights reserved. Page: 10 of 42

6. Type a meaningful name for directory title and click on Finish button. 7. To save the directory, navigate to the folder from the Save in: drop-down box, type a meaningful file name for the directory in the File name:, and click on Save button. Note: It is recommended to have same name for directory title and directory file, wherever possible. 8. Once the directory structure is created and saved, this blank directory will be displayed with the respective field titles/column headings. NSP 2005Avaya Inc. All rights reserved. Page: 11 of 42

9. At this point, the Directory Bar does not show the icon for this directory. To display the icon for a directory or more, click on Directory Bar Admin. on the left bottom of the user interface. 10. Click on Settings menu at the top and select Directory Bar and then New. 11. Select an appropriate directory from the list and click on Open button. NSP 2005Avaya Inc. All rights reserved. Page: 12 of 42

12. Type a meaningful name for the directory to display in the directory bar and click on OK button. 13. Once the directory is selected and labeled appropriately, this directory will appear with its respective path in the directory bar admin window. 14. Now, switch back to Directory Bar. NSP 2005Avaya Inc. All rights reserved. Page: 13 of 42

15. And, the directory icon will be displayed in the directory bar and next time, this directory can be opened with one click on this directory icon. NSP 2005Avaya Inc. All rights reserved. Page: 14 of 42

2) MasterDirectory - Configure MDAccess Settings for this directory MDAccess Settings configuration provides a mechanism to dial a number directly from the directory, and to organize the display of fields in Softconsole user interface. 1. With a directory open, click on Settings menu at the top and select MDAccess Settings. 2. In General tab, select the drop-down box for a field and select an appropriate directory field to map with the respective field, e.g. the First Name: field is mapped to its respective directory field from the drop-down box for first name, as shown in the following screen shot. NSP 2005Avaya Inc. All rights reserved. Page: 15 of 42

3. In this application note, following fields have been mapped. 4. Click on Display Fields tab and move required fields from left block to right block. Note: Fields selected in this tab will be displayed in the Softconsole User Interface. In this application note, fields last, first, phone, email, and dept have been selected for Display Fields tab. NSP 2005Avaya Inc. All rights reserved. Page: 16 of 42

5. Click on Detail Fields tab and move required fields from left block to right block. Note: Fields selected in this tab will be displayed in the Softconsole User Interface, when clicked on Show Details button of Directory tool bar. In this application note, fields notes, cell, home, mgr, and mgrphone have been selected for Detail Fields tab. 6. Click on OK button, after mapping of respective fields in General tab and selection of respective fields in both Display Fields and Detail Fields tabs is completed. NSP 2005Avaya Inc. All rights reserved. Page: 17 of 42

3) MasterDirectory - Create an import map to import information from the Avaya Media Server Import Map feature of the MasterDirectory component provides a mechanism to import the information from different sources utilizing different methods based on specific requirements and may require creating multiple import maps. 1. With a directory open, click on Data Exchange menu at the top and select Import. 2. Click on New button to create a new import map. Note: By default, two import maps have been provided to facilitate importing data from Avaya Media Server with either DCP or IP connectivity. NSP 2005Avaya Inc. All rights reserved. Page: 18 of 42

3. Data from most databases can be imported, directly or indirectly; utilizing either of the following nine import types. Note: To import data from an MS-Excel spreadsheet, first this data should be exported into a comma delimited text file and then an import map with Text Delimited import type should be created to import data from newly created text file. Please refer to Step 4 of Option 2 for guidelines for the steps to create an import map with the Text Delimited import type. 4. Fields on left (source) represent the information of the source database and fields on right (target) represent the target database i.e. directory fields. Appropriately, map the source fields with the target fields. In this application note, source fields (Field1, Field2, and Field3) represent the information on the Avaya Media Server and can be treated as last name, first name and station or first name, last name, and station; depending on how all the names have been entered on the Avaya Media Server, and these source fields are mapped with target fields (last, first, and phone) representing the directory fields. NSP 2005Avaya Inc. All rights reserved. Page: 19 of 42

5. By very nature of being database application, MasterDirectory provides with numerous import modes to accomplish complex database tasks and most useful import modes for Softconsole application are explained below. Some import modes require a key field to match between the databases. This key field is a field that has already been defined as an index while creating the directory structure. This key field must be unique and the station field on the Avaya Media Server should be treated as the unique key field. Select required import mode with a key field, if applicable. Note: Please note that multiple import maps with different import modes can be created to import information from multiple database sources to create a single comprehensive directory merging information from multiple database sources. AppendAll Key field is not required. Add all records from source as new records in the target directory. (Typically a one-time import, as one would not want to keep adding the same records over and over.) AppendNew Key field is required to match on. Do a lookup in target directory on key field from source. If NOT found, add the source record into target directory as a new record. Otherwise, do nothing (ignore source record). Update Key field is required to match on. Do a lookup in target directory on key field from source. If found, update the record with data from the source, otherwise, do nothing (ignore source record). AppendUpdate Key field is required to match on. Do a lookup in target directory on key field from source. If found, update the record with data from the source, otherwise, add the source record into target directory as a new record. ReplaceDatabase Key field is not required. First, erase any existing data in the target directory and then add all records from source as new records in the target directory. NSP 2005Avaya Inc. All rights reserved. Page: 20 of 42

6. Click on Save Map button after selecting the import mode. 7. Click on Save in: drop-down, navigate to the folder for saving this import map, enter a meaningful name in File name: text box, and click on Save button. NSP 2005Avaya Inc. All rights reserved. Page: 21 of 42

8. Click on Close button. 9. An import map is successfully created. To add this import map in the list click on Save button. 10. Click on OK button in the information dialog box. NSP 2005Avaya Inc. All rights reserved. Page: 22 of 42

11. The Import Maps list shows one import map. Click on Close button to complete the task. NSP 2005Avaya Inc. All rights reserved. Page: 23 of 42

4) MasterDirectory Schedule this import map. 1. With a directory open, click on Tools menu at the top, and select Scheduler. 2. In Scheduler window, click on Add button to add an import map for scheduling. NSP 2005Avaya Inc. All rights reserved. Page: 24 of 42

3. In Action window, Unattended Operation action type is selected, by default and all actions are listed. Select required import map and click on OK button. 4. In Scheduler window, the selected import map is listed. Click on OK button. Based on specific requirements to accomplish complex task of importing and merging information from different databases, multiple import maps can be created and scheduled. NSP 2005Avaya Inc. All rights reserved. Page: 25 of 42

5) Windows OS Create a batch file to run the MasterDirectory with a specified directory. Create a batch file using Notepad or any other text editor. A couple examples are shown in the following snapshot and either can be utilized. The Main.md directory shown in the example with its related path should be replaced with appropriate directory. 6) Windows OS Create a task to run the batch file automatically at a scheduled time. 1. The Scheduled Tasks is a built-in feature of Windows operating system to allow users schedule tasks to run at a specified time. Click on Start button, select Programs Accessories System Tools Scheduled Tasks. NSP 2005Avaya Inc. All rights reserved. Page: 26 of 42

2. In Scheduled Tasks window, click on Add Scheduled Tasks. 3. Click on Next button in the wizard. NSP 2005Avaya Inc. All rights reserved. Page: 27 of 42

4. Click on Browse button. 5. Navigate to the location of the batch file that triggers the directory import map, select the batch file (In this application note, Main.bat batch file is created) and click on Open button. NSP 2005Avaya Inc. All rights reserved. Page: 28 of 42

6. Select the option to perform this task and click on Next button. 7. Select the date and time to start this task and option to perform this task and click on Next button. NSP 2005Avaya Inc. All rights reserved. Page: 29 of 42

8. For security reasons, one has to provide the user name and password to run this task and click on Next button. 9. Verify the details of this scheduled task and click on Finish button. NSP 2005Avaya Inc. All rights reserved. Page: 30 of 42

10. Task is now scheduled to run at a specified time. Recap of Option 1 Direct import from the Avaya Media Server steps: Master Directory Windows OS Create a directory structure. Configure MDAccess Settings for this directory. Create an import map to import information from the Avaya Media Server. Schedule this import map. Create a batch file to run the MasterDirectory with a specified directory. Create a task to run the batch file automatically at a scheduled time. NSP 2005Avaya Inc. All rights reserved. Page: 31 of 42

Option 2 Indirect import from the Avaya Media Server: 1) Avaya Site Administration Create Export Data task for station data to a commadelimited file and schedule this task to run periodically at a specified time. 1. Start Avaya Site Administration application and select the switch from the drop-down box of the "Toolbar" at the top. 2. Click on "Advanced" bar at the bottom of "Task" tab of "Browser" on left. 3. Click on "Export Data" item and a dialog window will open for following steps: NSP 2005Avaya Inc. All rights reserved. Page: 32 of 42

4. Filter: Select "station" object from the drop-down box and select "Export to file" option" and click on "Next" button. 5. Fields: Either select one field at a time or select multiple fields using Windows techniques from "Available" column on left and move to "Selected" column on right, and click on "Next" button. In this application note, the extension, type, NSP 2005Avaya Inc. All rights reserved. Page: 33 of 42

name, room, jack, headset, and speaker fields have been selected and reordered as shown in the screenshot. 6. Format: Provide/select file name, select comma as Field delimiter, double quote as Text qualifier, and select check-box for column titles as first row and click on "Next" button. (By default, export_station.txt file is populated (click on browse button to select and save a different file name at a different location) and so is formatting options like comma as field delimiter, double quote as text qualifier and check-box for column titles on first row. Also, the sampling of exported data is displayed based on your formatting options.) NSP 2005Avaya Inc. All rights reserved. Page: 34 of 42

7. Schedule: Provide an appropriate name for the task and select your scheduling option/s like, "Run Now", "Schedule this task to run", etc., and click on "Next" button after configuring the settings. Click on "Schedule" button for scheduling the task to run at a scheduled time. Configure the scheduling details like, task start date, start time, task recurrence pattern, etc. in Scheduler window. Click on OK button after configuring these settings. Note: It is recommended to select the Disconnect from system after task has been processed? check-box. NSP 2005Avaya Inc. All rights reserved. Page: 35 of 42

After scheduling the task, it is recommended to save this scheduled task by selecting the Save information in tree check-box and this saved scheduled task will appear in the Tree tab. 8. Summary: Click on "Finish" button after verifying all the information correct. 9. Finally, one can check the different stages of status for this task from the Schedule tab of the Status bar at the bottom, as shown in following screen shots: NSP 2005Avaya Inc. All rights reserved. Page: 36 of 42

Task is waiting for the scheduled time. Task is started at a scheduled time and connecting with the Avaya Media Server. Task is running after establishing connection with the Avaya Media Server and progress can be observed under the status column. NSP 2005Avaya Inc. All rights reserved. Page: 37 of 42

Task is complete. 2) MasterDirectory - Create a directory structure. Refer to Step 1 of Option 1. 3) MasterDirectory - Configure MDAccess Settings for this directory. Please see the Step 2 of Option 1. 4) MasterDirectory - Create an import map to import information from exported file. 1. Select Text Delimited import type and click on Next button. NSP 2005Avaya Inc. All rights reserved. Page: 38 of 42

2. Click on Browse button. 3. This will open window for selecting a comma delimited file. Navigate to the folder and select the required file. In this application note, the export.txt file has been selected. 4. Once the required comma delimited text file is selected, its location is populated in Source field. Also, the format of this file is displayed in Record Layout. Looking at this record layout, number of fields can be decided that must be entered in the Number Of Fields field and click on Next button. Following snapshot indicates the export.txt as the comma delimited file containing 7 fields i.e. name, extension, type, room, jack, headset, speaker. 5. Fields on left (source) i.e. Field1, Field2, Field7 represent the fields of the comma delimited text file and fields on right (target) represent directory fields. Appropriately map the directory (target) fields to the text file (source) fields, and click on Next button. NSP 2005Avaya Inc. All rights reserved. Page: 39 of 42

6. Select required import mode, save the map, and click on Close button. 7. Save the list and click on Close button. NSP 2005Avaya Inc. All rights reserved. Page: 40 of 42

5) MasterDirectory - Schedule this import map. Refer to Step 4 of Option 1. 6) Create a batch file to run the MasterDirectory with a specified directory. Please see the Step 5 of Option 1. 7) Windows OS - Create a task to run automatically at the scheduled time. Refer to Step 6 of Option 1. Recap of Option 2 Direct import from the Avaya Media Server steps: Avaya Site Administration Master Directory Windows OS Create Export Data task for station data to a comma-delimited file and schedule this task to run periodically at a specified time. Create a directory structure. Configure MDAccess Settings for this directory. Create an import map to import information from the Avaya Media Server. Schedule this import map. Create a batch file to run the MasterDirectory with a specified directory. Create a task to run the batch file automatically at a scheduled time. NSP 2005Avaya Inc. All rights reserved. Page: 41 of 42

4. Troubleshooting Tips The following troubleshooting tips are provided to assist in scheduling the data import: 1. After creating the import map(s), run the import map(s) individually and manually to assure the data being imported, and then the process can be cancelled. 2. After creating the batch file, run the batch file manually and assure the data import is triggered, and then the process can be cancelled. 3. After scheduling the task, run the task manually and assure the data import is triggered from the batch file and then the process can be cancelled. 4. When the data import process triggers from the scheduled task, the MasterDirectory will run silently and the application bar without the icon and title is displayed on the Start Bar. 5. Test Setup Following components were pre-installed and configured to create this application note: Intel Pentium III 650 MHz processor based computer with 128MB memory Microsoft Windows 2000 Professional operating system with Service Pack 3 or Microsoft Windows XP Professional operating system with Service Pack 1 Avaya Softconsole application R1.5.1 (1.58.06), inclusive of MasterDirectory V4.4 Avaya Site Administration R1.11 Note: The test computer was configured to open an item with a single-click. NSP 2005Avaya Inc. All rights reserved. Page: 42 of 42