How Management Portal manages users
Management Portal allows a Service Provider to create users and if needed edit them in MiCollab or MiVoice Business. However, when a user is changed beyond a certain point, Management Portal can no longer manage the user and the user becomes “unmanaged”. The point at which a user becomes "unmanaged" depends on the changes made.
If you configure users in MiCollab, outside of Management Portal, you must also set UCC licenses and roles in MiCollab. If you set the UCC licenses and roles in Management Portal you could be charged for premium licenses through Management Portal on those users.
If the user becomes unmanaged, this means that the fields in Management Portal are no longer synchronized with the fields changed externally and they become read-only fields in Management Portal. The Service Provider must return to MiCollab Users and Services to edit the fields.
Examples of actions that make a user become unmanaged:
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User is created in Management Portal and deleted externally, for example in MiCollab. The user is deleted when a sync is performed in Management Portal.
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Change the number and types of services so much that they no longer match the MiCloud Management Portal bundle and site definition. For example, adding a device that is not supported in MiCloud Management Portal, or adding five phones in MiCollab Users and Services when a maximum of four phones is supported in MiCloud Management Portal.
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Change the user e-mail address from MiCollab User and Services.
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Delete a user's phone from MiCollab Users and Services. Platform Manager does not fully manage the user even if you add a new phone with the same information.
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Change the user Login ID from MiCollab Users and Services.
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Change the Location field from MiCollab Users and Services.
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Change the Speech Auto Attendant Associated Phone field in MiCollab Users and Services to a number that is not the user's primary number, for example 54*70.
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Set Auto Attendant Privacy in MiCollab Users and Services.
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Change MAC Addresses that are not related to Set Replacement or Installer PIN operations.
See Fields that you can override in MiCollab Users and Services for details on fields you can configure and whether they stay managed in MiCloud Management Portal.
Unmanaged users and groups
Users created in MiVoice Business without a role assigned to them do not appear as unmanaged users in Management Portal.
Management Portal does not allow a Customer Administrator to add an unmanaged user to a group.
If the user becomes "unmanaged" after being added to a group an error message will appear the next time the group is saved. To resolve, the Customer Administrator can remove the unmanaged user from the group and then re-add the user OR the Service Provider can make the user managed again.
Example:
A Service Provider makes an email address change from MiCollab Users and Services and the user becomes unmanaged. To make the user managed again, the Service Provider must go to MiCollab Users and Services and change the email address back to the old one. Note that the user does not redisplay in the group member list until you edit the user again or do a Force Sync.
You can also have an unmanaged user as an overflow point or voicemail operator.
Considerations
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The End User Portal is not available for unmanaged users.
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For unmanaged users, the "Create new user from existing user" feature is not available in the Customer Administrator Portal.
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The first available extension is picked when a user created in MiCollab Client Serves does not have an extension that is digit only. For example, it would select "54*57" if the extensions available were 54*57, 54*68, and 54*70.
Fields that you can override in MiCollab Users and Services
The following tables list the fields that you can override using MiCollab Users and Services. They also indicate whether those fields stay managed in MiCloud Management Portal. This screen image shows MiCollab Users and Services fields in the User tab.
User tabs
MiCollab Users and Services |
MiCloud Management Portal field |
Can configure in MiCollab Client Service? |
Does Management Portal override this field during a change bundle? |
User stays managed in MiCloud Management Portal field? |
First Name |
First Name |
yes |
no |
yes |
Last Name |
Last Name |
yes |
no |
yes |
|
|
yes |
n/a |
no |
Login |
User Name |
yes |
n/a |
no |
Location |
CESID Name |
yes |
n/a |
no |
Department |
n/a |
yes |
no |
yes |
Prompt Language |
Language Preference |
yes Note: If you change the user language from Micollab Users and Services, the user language is not updated in the end user portal. |
no |
partial - Chooses the closest language, for example French Canadian if localized. If language not found, defaults to English. |
UCC Bundle |
Bundle License Type |
yes |
n/a |
no |
IDS Manageable |
n/a |
yes |
no |
yes |
Password |
Auto generated |
yes |
no |
yes |
TUI Passcode |
Auto generated |
yes |
no |
yes |
Phones tab
MiCollab Users and Services |
MiCloud Management Portal field |
Can configure in MiCollab Client Service? |
Does Management Portal override this field during a change bundle? |
Stays managed in MiCloud Management Portal field? |
Number |
Extension Number |
yes |
n/a |
no |
Service Label |
n/a |
yes |
no |
yes |
DID Service Number |
DID |
yes |
n/a |
no |
CESID |
Emergency Response Location |
yes |
yes |
yes |
Hot Desk User |
Phone Type |
yes |
n/a |
no |
ACD Agent |
Phone Type |
yes |
n/a |
no |
External Hot Desk License |
Phone Type |
yes |
n/a |
no |
Hot Desk User External Dailing Prefix |
Prefix |
yes |
no (unless new bundle doesn't have External phone) |
yes |
Hot Desk User External Number |
Simultaneous Ringing Number |
yes |
no (unless new bundle doesn't have External phone) |
yes Note: This field is not updated in the Management Portal end user portal. |
Deployment Profile |
Auto managed |
Do not edit this field. |
n/a |
no |
Preferred Set |
Hard coded |
yes |
yes (unless both the source and destination phones were hot desk phones) |
yes |
Service Level |
Hard coded |
yes |
yes |
yes |
Zone ID |
Part of Sites |
yes |
no (unless the site was changed) |
yes |
Call Coverage Service Number |
n/a |
yes |
yes |
yes |
COS |
Feature Profile |
yes |
yes |
yes |
COR |
Dialing Plan |
yes |
no (unless the administrator changed it in the Customer Administrator portal during a bundle change) |
yes |
Send Deployment E-mail |
Welcome E-mail code |
n/a |
n/a |
n/a |
SIP Device Capabilities |
Hard coded |
yes |
yes |
yes |
SIP Password |
Auto generated |
|
yes |
|
SAA associated phone |
Auto managed |
yes |
n/a |
yes |
SAA Privacy |
Private |
yes |
n/a |
no |
Device Type |
Device Type |
yes |
n/a |
no |
MAC Address |
MBG device |
no |
yes |
only for installer PIN case |
NuPoint Unified Messaging tab
MiCollab Users and Services |
MiCloud Management Portal field |
Can configure in MiCollab Client Service? |
Does Management Portal override this field during a change bundle? |
Stays managed in MiCloud Management Portal field? |
Extension |
Hard coded to prime phone in MiCollab |
yes |
no |
yes |
Attendant Extension |
In MiCloud Management Portal field bundle |
yes |
no |
yes |
FCOS |
In MiCloud Management Portal field bundle |
yes |
yes (Customer Administrator portal override) |
yes |
LCSOS |
In MiCloud Management Portal field bundle |
yes |
yes (Customer Administrator portal override) |
yes |
MWI #1 |
In MiCloud Management Portal field bundle |
yes |
no |
yes |
MWI #2 |
In MiCloud Management Portal field bundle |
yes |
no |
yes |
Standard UM |
In MiCloud Management Portal field bundle |
yes |
yes |
yes |
Advanced UM |
In MiCloud Management Portal field bundle |
yes |
yes |
yes |
Record-a-Call |
n/a |
yes |
yes |
yes |
MiCollab Client tab
MiCollab Users and Services |
MiCloud Management Portal field |
Can configure in MiCollab Client Service? |
Does Management Portal override this field during a change bundle? |
Stays managed in MiCloud Management Portal field? |
Feature Profile |
In MiCloud Management Portal field bundle |
yes |
n/a |
no |
Deskphone Extension |
In MiCloud Management Portal field bundle |
yes |
n/a |
no |
Softphone Extension |
In MiCloud Management Portal field bundle |
yes |
n/a |
no |
Mailbox Number |
Hard coded |
yes |
n/a |
no |
MiTeam |
In MiCloud Management Portal field bundle |
no |
n/a |
n/a |
Email List |
User Profile |
yes |
no |
yes |
Audio, Web and Video Conferencing tab
MiCollab Users and Services |
MiCloud Management Portal field |
Can configure in MiCollab Client Service? |
Does Management Portal override this field during a change bundle? |
Stays managed in MiCloud Management Portal field? |
Any Field |
In MiCloud Management Portal field bundle |
yes |
yes |
no |
Operations that you cannot manage concurrently
Other operations that you cannot manage from MiCollab Users and Services when they are managed from MiCloud Management Portal:
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Teleworker
-
Email deployment
Usage and billing information for unmanaged users
When MiCloud Management Portal cannot synchronize a user and associated services, the user is highlighted as unmanaged. However, MiCloud Management Portal still provides usage and billing information around for that user. When a user is no longer managed, MiCloud Management Portal:
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Collects license information.
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Displays user fields as “Read Only”.
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Indicates "unmanaged" in the Bundle column.