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Phoneman instructions

     Navigation Pane
     Dialling Rights
     Ex-directory
     Edit an Entry
          Edit a ‘Person’ phone
          Edit a ‘Non-person’ phone
          Search by SSO

 

Overview

Phone Manager is a new web interface for managing your phone extensions. This is to ensure that each member of staff or non-person device in your department/college is matched to only one number.

NOTE: If you require a single phone number to be used by more than one user, please enter that number as a ‘non-person’ phoneYou will only be able to enter one set of data against this phone, and it can only have 20 characters.

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Logging In

  1. Open a browser and navigate to: https://phoneman.it.ox.ac.uk/ (this is supported on Internet Explorer, Firefox, Chrome & Safari)
  2. Log in using your SSO.

This will bring you to the Home Screen.  You will see:

Information about your own extension (if you are already provisioned):

Any matching you need to do for the departments/colleges you manage:

If you do not see this, you do not have the correct permissions.  Email chorus@it.ox.ac.uk with the details of the unit that you manage.

Click on the 'Match phone directory data' button to take you to the Matching Workspace.

Two links displayed next to each department/college: View by Numbers, View by people. These links will take you to the relevant workspaces.

If you do not see this, you do not have the correct permissions.  Email chorus@it.ox.ac.uk with the details of the unit that you manage.

Phoneman homescreen


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Matching Workspace

By clicking the Matching phone directory data link on the Home Screen, you will be taken to the Matching Workspace:

*7, 8 and 9 are only visible when the row has been highlighted as an accepted match:

 

KEY:

  1. Navigation Pane
  2. Non-person Phone
  3. Matching Actions
  4. Person Phone icon
  5. Edit an Entry
  6. ‘Match Score’
  7. Dialling Rights (This will only be visible when a suggested match has been marked as ‘accepted’)
  8. Ex-directory (This will only be visible when a suggested match has been marked as ‘accepted’)
  9. Building Association (This will only be visible when a suggested match has been marked as ‘accepted’)

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Navigation Pane

The black bar across the top of the screen is the Navigation Pane. The Navigation Pane allows you to navigate between the various workspaces:

Home

Clicking this button will take you to the Home Screen.

Unit name

This displays the name of the department/college you are currently working on.

Clicking this button will take you to the Numbers Workspace.

Clicking this button will take you to the People Workspace.

Help workspace

Clicking this button will take you to the Help Workspace.

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Sorting by Column

You can click on the column headings to sort by column in ascending or descending order (the arrow head direction will change depending on which order is selected).  In the example below ‘Extension’ is sorted in ascending order:

Sorting matches

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Matching Actions

These buttons perform the matching actions:

Accept button

Clicking this button will Accept the suggested match to the extension number. 

Reject button

Clicking this button will Reject the suggested match to the extension number. 

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Dialling Rights

These icons allow you to select the dialling rights for each number. These rights are ordered cumulatively from left to right, so each successive dialling right includes the dialling rights of those to the left of it. For example: selecting international will also allow the number to make mobile, national and internal calls. 

Hovering over the icons will reveal a tool tip identifying the dialling right selection.  From left to right the options are None, Internal only, National, Mobile, International and Premium.

Dialling rights

To change the dialling rights before accepting matches, simply click on the desired icon. This will colour in the selected dialling right, as well as any subordinate dialling rights.

NOTE: The default dialling right is set to ‘National’.

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Ex-directory

These icons allow you to select how the extension is visible in the directory (Ex-directory).  Hovering over the icons will reveal a tool tip identifying the Ex-directory selection. From left to right these options are Private, University only and Public:

Ex-directory settings

To change the Ex-directory status simply click on the desired icon. This will colour in the selected icon.

For more information about what the ex-directory settings do, please see this information

NOTE: Only one icon can be selected.

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‘Match Score’

This column displays the ‘match score’. This is an indicative ‘best match’ out of 20 –it is a way to relatively assess the likelihood that a number and person are matched accurately. PLEASE NOTE THAT A MATCH MAY BE INCORRECT EVEN IF THE SCORE RETURNED IS 20. VALIDATION OF EVERY LINE IS REQUIRED IN ALL CASES.

Building Association

Clicking this drop-down box will allow you to associate a building with each entry. PLEASE NOTE THAT THIS NEEDS TO BE ACCURATELY COMPLETED IN ALL CASES.

Edit an Entry

Clicking this icon will allow you to edit the match suggestion before accepting

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Matching

Matching is the process of associating just one person or ‘non-person’ association to a single number. This is because the new Chorus system has a One Number Service (ONS) where every person has one number.

Phone Manager gathers data from a number of sources and produces suggested matches based on these sources. Suggested matches can either be accepted or rejected by the user.

NOTE: It is important to note that the suggested matches may include people from colleges/departments other than your own; as extracted from the telephone directory. This is one of the main reasons this tool has been developed; to validate this data so that all numbers are correctly associated with your unit.

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Accepting Matches

Matches can be accepted individually or in batches.

To accept a match:

  1. Click the Accept button button. This will highlight the entry green, indicating that you want to accept it.

  1. Select the relevant Building from the drop-down menu.
  2. Ensure that the relevant dialling rights and Ex-directory status are selected.

 

  1. To confirm the accepted entries, click the Update buttonbutton in the bottom left-hand corner of the Matching Workspace.

 

 

  1. These records will then be moved from the Matching Workspace to the Numbers Workspace. A confirmation message will then appear at the top of the screen for each matched entry as below:

Confirm message

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Rejecting Matches

Suggested matches can be rejected individually or in batches.

To reject a match:

  1. Click the  button. This will highlight the entry red, indicating that you want to reject it. 

 

  1. To confirm the rejected entries, click the Update button button in the bottom left-hand corner of the Matching Workspace.

 

  1. If the extension is not also matched to another Person/Non-person device, this extension will go into the Numbers Workspace.

NOTE: If the rejected match was a person from another department, the entry will disappear from your workspaces entirely.

  1. A message will then be displayed to confirm that the match has been rejected.

Confirmation of rejection

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Revert a Match back to pending

If you accept or reject a match, the row will be highlighted (e.g. accepted match):

Highlighted row

To revert your match back to pending, click the Cancel button button. This will remove any highlighting.

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Two entries with the same number

In the below example ‘Financial Systems’ and ‘Tim Birch’ are matched against the same number.

  • Accepting ‘Financial Systems’ as a match will highlight ‘Tim Birch’ as a rejected:

Paula Cave is rejected

  • Inversely, accepting ‘Tim Birch’ as a match below will highlight ‘Financial Systems’ as rejected:

Accept Paula Cave

This is because each number can only have one person/‘non-person label’ associated with it.

NOTE: If you require a single phone number to be used by more than one user, please enter that number as a ‘non-person’ phone.  You will only be able to enter one set of data against this phone, and it can only have 20 characters.

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Editing Entries

Edit a ‘person’ phone

To edit an entry:

  1. Click on the Edit button icon.
  2. This will pop-up the edit box (below) which will allow you edit the person or non-person phone.

Editing a person

 

  1. To edit the ‘person’ details, enter a name in the search box and click on the search result to select that name. You can also search by SSO.
  2. If the person is a joint appointment (if they are paid for by more than unit), please click the joint appointment box:

                         Searching for a person

  1. Once you have selected a name, click the Done button button to confirm your selection.

     

NOTE: It is important to note that this will not change the ‘Function’, ‘Forename’ or ‘Surname’ fields. This information assists in matching only.

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 Edit a ‘non-person’ phone

To edit a ‘Non-person’ phone

  1. Click on the Edit button icon.

 

  1. This will pop-up the edit box (below) which will allow you edit the Person or Non-person phone.

Edit of non-person phone

If you need a voicemail box, please tick the box above the 'Done' button.

 

  1. Enter the desired name (‘Common Room’ in the below example) and then click on the Done button button to confirm.

Edit of non-people

NOTE: This will not change the ‘Function’ field as this is information to assist matching only.

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Change a ‘non-person’ number to a person ‘number’

You may want to change a ‘non-person’ phone to a ‘person’ phone. For example: if the extension number has always been person’s number, and the suggested match returned is a ‘non-person’ phone.

Example: To edit the non-person phone ‘Data Entry Assistant’ and change it to ‘Robert James’.

1. Click on the Edit button icon.

    

2. This will pop-up the edit box (below). The ‘Non-person’ tab will be active.

Non-person tab

3. Then click on the ‘Person’ tab to make it active.

Person active

4. If the person is a joint appointment (if they are paid for by more than unit), please click the joint appointment box:

5. Enter the Person’s name in the search box and click to select

Searching for a person

6. Then click on the Done button  button to confirm your changes.

NOTE: It is important to note that this will not change the ‘Function’, ‘Forename’ or ‘Surname’ fields as this is information to assist matching only.

NOTE: These changes still need to be accepted as a matches, and once they are, they will appear in the Numbers Workspace.

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Change a ‘person’ number to a ‘non-person’ number

You may want to change a ‘person’ phone to a ‘non-person’ phone. For example: if the extension number has always been a ‘non-person’ phone and the suggested match is to a ‘person phone’.

Example: To edit the person phone of ‘Darren Rochford’, and change it to ‘Maintenance’.

  1. Click on the Edit button icon.

 

  1. This will pop-up the edit box (below). The ‘Person’ tab will be active.

Personal tab active

 

  1. Then click on the ‘non-person’ tab to make it active.

Non-person tab

  1. Enter the non-person device description into the text box and tick the mailbox check box if you require a voicemail box for this extension.

Edit of non-people

 

  1. Then click on the Done button  button to confirm your changes.

Be sure to click the Update buttonbutton in the bottom left-hand corner of the screen to save any changes that you make.

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Search by SSO

When editing a ‘person’ number, it is also possible to search by SSO by entering it directly into the person field.

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Numbers Workspace

The Numbers Workspace can be accessed via the Numbers link on the Home Screen, or by clicking Numbers on the Navigation Bar.

Accepted matches will appear in the Numbers Workspace as below:

Assignments workspace

Sorting and Filtering

Click on the sorting icons  to the right of Extension and Assignment to sort by those columns.

Click on the Filters button to the right to filter by people numbers, non-people numbers or unassigned numbers.

Editing Accepted Matches

You can edit and update the ‘dialling rights’ or Ex-directory status by clicking the desired icons directly in the Numbers Workspace

You can change dialling rights and ex-directory status after deployment, for people-based numbers ONLY.   All non-people phone details or number-to-people assignments must be changed by raising an incident by emailing help@it.ox.ac.uk.

You can also edit an entry by clicking on the Edit button icon and following the steps set out in ‘Editing Entries’.

Be sure to click the Update buttonbutton in the bottom left-hand corner of the screen to save any changes that you make.

 

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Deleting accepted matches

To delete an accepted match:

  1. Click on the   Delete button icon, this will grey-out the row.
  2. Then click on Update button.

Deleting files

  1. The extension number will stay in the Numbers Workspace without any details against it.

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Exporting data

In the Numbers Workspace, click the Export button in the bottom left corner to export a .csv file of your assigned extensions and users.

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Assign an extension

  1. Click on the Edit button icon.
  2. Enter the ‘Person’/‘Non-person’ details and click the Done button button to confirm.

 

  1. This will highlight the row.  You can now edit and update the ‘dialling rights’ or Ex-directory status by clicking the desired icons directly in the workspace.

 

  1. Select a building (this is compulsory). It is important that the building is accurately selected.

 

  1. Click on the Update buttonbutton in the bottom left-hand corner of the Numbers Workspace to save your changes.

 

  1. This will display a confirmation message.

 

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People workspace

The People Workspace allows you to see people assigned to your unit, with numbers assigned to them (if applicable).

Translating numbers to Chorus

Once your building has been provisioned, you will see a new column in the Numbers Workspace. 

This allows you to select extensions to be translated.  Translation means that all calls will come to the Chorus phone, rather than the analogue or Cisco phone.

Translations will be queued, to translate at the next available opportunity, usually within 5 minutes.

1. To translate an extension to Chorus, click on the Switch to Chorus button:

2. The button will go green:

3. Click Update  to confirm that the numbers should be translated.

If you change your mind before the translation has happened, click the green button again to revert back.

Once the update has completed, the column will show:

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After moving to Chorus

Once your unit has been moved to Chorus, there are some things you are able to do.

If an extension is in your list of spare numbers, you can assign it to a person.  As long as you set the building to be one that is already provisioned, the person will be provisioned overnight. 

If an extension is in your list of spare numbers, you should assign it to a person in phoneman, but you need to submit a ticket via the service desk as this is not yet automatic.

If an extension is assigned to a person, you can edit their dialling permissions and ex-directory settings.  These changes will be made overnight.

If an extension is assigned to a non-person phone, you need to submit a ticket to the service desk to change dialling permissions and ex-directory settings, as this is not yet automatic.

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Error and validation messages

The matching process can generate the following errors and messages. These safeguards are put in place to prohibit the user from approving invalid matches or incomplete data.

 Number already assigned by another Department/College

If the extension has already been assigned by another department/college when the update button is clicked, an error message will be displayed at the top of the screen and the row will remain in the list, unchanged:

Number already assigned

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Written by IT Services. Latest revision 27 February 2018