Users
The Users section in the Cloud PBX phone.systems™ interface allows you to:
Create new user profiles
Edit existing user profiles
Filter users for easy navigation
Import users from a CSV file
Download users to a CSV file
Send or resend invitations to the phone.systems™ app
Delete users
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Fig. 1. Users Menu Overview
User Interface Elements
The filter bar at the top of the user list allows you to filter users by specific criteria. Available filter options include:
Full Name
Job Title
Department
Email
Time Schedule
Call Flow
CRM User
Click the Filter button to apply the selected criteria and refine the user list.
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Fig. 1. Filter Bar
The table displays a list of users with the following columns:
Field |
Description |
---|---|
Avatar |
The user’s assigned avatar. |
First Name |
The first name of the user. |
Last Name |
The last name of the user. |
Job Title |
The job title of the user. |
Department |
The department of the user. |
The user’s email address. |
|
Time Schedule |
The time schedule assigned to the user. |
Call Flows |
Specifies the call flow to which the user is assigned. |
CRM User ID |
Specifies the CRM user ID if assigned to a CRM. |
Invitations |
Shows if the user has pending invitations to the phone.systems™ app. |
Devices |
Number of devices registered by the user in the phone.systems™ app. |
SIP Accounts |
Number of SIP account contact methods assigned to the user. |
PSTN Forwarding |
Number of PSTN Forwarding contact methods assigned to the user. |
SIP Forwarding |
Number of SIP Forwarding contact methods assigned to the user. |
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Fig. 2. User List
Note
You can edit the table columns directly by either double-clicking the cell or clicking the pencil icon. This functionality is available for columns where the pencil icon appears when hovering over the cell.
The Actions menu for each user is accessible by clicking the three dots on the right side of the user row. This menu provides options to:
Edit the user
Send an invitation or resend an invitation to the phone.systems™ application
Delete the user
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Fig. 3. Actions Menu
Create a New User
To create a new user, follow these steps:
Click on the Add New User button:
In the bottom right corner of the Users section, click on the button.
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Fig. 1. Creating A New User
Fill in the User Details:
A form will appear where you need to enter the user’s details, including:
First name
Last name
Department
Job title
Time Schedule
Email
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Fig. 2. Details
Additionally you may select whether you want to set up a dedicated application line for the user by using the Configure application line in the next step toggle.
Configuring the Application Line:
Select the Configure application line in the next step toggle and click Next.
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Fig. 3. Configure Application Line Toggle
Input the following details:
Inbound Calls
Field |
Description |
DID Number |
Select one or more DID number to receive inbound calls. |
Internal Number |
Select one or more internal number to receive inbound calls. |
When Unavailable |
Select an option for call forwarding when the destination is unavailable. |
Outbound Calls
Field |
Description |
Enable External Outbound Calls |
Specifies whether the user can make external outbound calls. |
Caller IDs |
Specifies the caller IDs used for outbound calls. |
Internal Caller ID |
Specifies the caller IDs used for internal outbound calls. |
Internal Announcement |
Selects the announcement audio message for internal calls. |
External Announcement |
Selects the announcement audio message for external calls. |
Call Recording
Field |
Description |
Delivery Methods |
Specifies the delivery methods for call recordings. |
Inbound Internal |
Toggle to turn on inbound internal call recording. |
Inbound External |
Toggle to turn on inbound external call recording. |
Outbound Internal |
Toggle to turn on outbound internal call recording. |
Outbound External |
Toggle to turn on outbound external call recording. |
Record On Demand |
If enabled, a dialing feature code must be defined to activate call recording. |
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Fig. 4. Application Line Configuration
After filling in all the required information, click the Save button at the bottom of the form to create the new user. The new user will now appear in the users list.
Editing Users
To edit users, click on the Actions button and select Edit
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Fig. 1. Actions Menu
Edit the user details and click Save to confirm.
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Fig. 2. Editing Users
Import Users From A CSV File
To import new users, click on the button and select Import CSV.
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Fig. 1. Actions Button
In the Import Users screen, click to select a CSV file or use drag and drop the file onto the screen.
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Fig. 2. File Select Button
Select and upload a CSV file from your storage.
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Fig. 3. Selecting A File
Warning
A pop-up warning will inform you that the file has to be formatted correctly. Additionally you must agree that all users in this import are expecting to hear from your organization and that you have prior relationships with these users.
Click on the checkmark and Submit to proceed.
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Fig. 4. Pop-up Warning
After selecting the file, choose whether to Merge Duplicates. Selecting this option prevents uploading users that are already in your list.
Next, match the user properties in your CSV file to the phone.systems™ properties.
Note
The only mandatory property is First Name
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Fig. 5. Matching User Properties
Once the user properties are matched, click Next to upload your users.
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Fig. 6. Uploading Users
CSV file format example:
First Name |
Last Name |
Job Title |
|
---|---|---|---|
Mike |
Brown |
Sales representative |
|
Pete |
Smith |
Technical support specialist |
|
Jane |
Smith |
Customer service representative |
|
Note
The CSV file format supports only comma-separated values.
Download users to a CSV file
To download existing users to a CSV file, click on the Download symbol at the top right of the UI.
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Fig. 1. Download Symbol
A download pop-up screen will be presented. Select the file name and the location where the file will be saved and click Save.
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Fig. 2. Downloading Users
Send or resend invitations to the phone.systems™ app
You can create an app device user for your users by following these steps:
Navigate to the Users menu in the phone.systems™ dashboard.
Once you find the contact, click the Actions button.
Select Send Invite to App or Resend Invite to App from the dropdown menu to send or resend the invitation to the users phone.systems™ app.
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Fig. 1. App Device Invitation
Deleting Users
To delete users, click on the Actions button and select Delete.
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Fig. 1. Actions Menu
If the user has any active dependencies, you will see them in the Delete User screen.
To proceed with the contact deletion, click the I am aware that by deleting this User(s) I will also remove the dependencies checkmark and click Delete.
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Fig. 2. Deleting Users