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:

  • 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.

  • 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.

  • Change the user e-mail address from MiCollab User and Services.

  • 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.

  • Change the user Login ID from MiCollab Users and Services.

  • Change the Location field from MiCollab Users and Services.

  • 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.

  • Set Auto Attendant Privacy in MiCollab Users and Services.

  • 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

  • The End User Portal is not available for unmanaged users.

  • For unmanaged users, the "Create new user from existing user" feature is not available in the Customer Administrator Portal.

  • 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.

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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

E-mail

E-mail

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:

  • 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:

  • Collects license information.

  • Displays user fields as “Read Only”.

  • Indicates "unmanaged" in the Bundle column.