How do I import users / extensions?

Version from 21:04, 17 Feb 2010

{{ wiki.toc{path: "/User:twilson/How_do_I_import_users_%2f%2f_extensions%3f"} }}

Import Steps

1. Go to the "add user" menu under "Users / Extensions"
2. Click the link titled "I want to import changes or additions using a comma separated (.csv) file"
3. You will need a .csv (Comma Separated Values) file (see: Creating a CSV file)
4. Click "Browse..." and find the .csv file that was created in step 3.
   
5. Click "Import Users" and the import process will begin.  A status message will display for each step of the process and update you on the overall progress complete.

 Creating a CSV file

1. Open your spreadsheet software and create a new page or sheet.
2. You will need 10 columns.  The first row in your spreadsheet may be a header, but is not necessary.

3. Here is an example of what your spreadsheet may look like:
   
   The first row is a header, which lists the fields available.  The full list of fields are as follows (red are required fields):

   1. Extension
   2. First Name
   3. Last Name
   4. Web Username
   5. Password
   6. Description
   7. Email Address
   8. Instant Messenger Username
   9. Mobile Phone Number
   10. Device MAC Address (can also be blank or keyword "virtual", see: Import Rules and Notes)
4. Use the "Export" or "Save As..." feature of your spreadsheet to create a .csv file.

Sample CSV

Here is the CSV that is used for the examples on this page: CSV Demo.csv

Import Rules and Notes

Rules applied during import

• If the Web Username and Extension exist and match, the remaining fields will update the user and/or extension information.
• If the Web Username exists and the Extension does not, a new extension will be created for the user.
• If the Web Username and Extension do not exist, then a new user and a new extension will be created, and associated.

Notes

• To create a voicemail-only user extension or switch an existing user extension from a device to a voicemail-only user extension, use the keyword "virtual" in the Device MAC Address (field #10).
• For convenience when updating user/extension info, the Device MAC Address (field #10) may be left blank.  If the extension exists, then it is updated without changing the device it is associated with.  If the extension does not exist, then it is created as a voicemail-only (virtual) device.
• You may not move an extension from one user to another.
  • Example:  If extension 7002 was already assigned to Jason Flynn (jmflynn), then the example import above would fail.
• Reassigning a device from one extension to another will cause the prior extension to become a voicemail-only (virtual) user extension.
  • Example:  Extension 7011 is associated with SOFTPHONE001 device.  The CSV contains 7003 which has the Device MAC Address set to "SOFTPHONE001".  After import, extension 7003 would be associated with SOFTPHONE001 while extension 7011 would be set to voicemail-only.
• Error-checking is done prior to import to ensure the file format is valid and import data can be reconciled with your existing system.
• All imported CSV files will be saved to aid Fonality support in troubleshooting any problems you may encounter.
• Imports cannot be "undone."

Current version

This is a new feature available in CP5.

{{ wiki.toc{path: "/User:twilson/How_do_I_import_users_%2f%2f_extensions%3f"} }}

Import Steps

1. Go to the "add user" menu under "Users / Extensions"
2. Click the link titled "I want to import changes or additions using a comma separated (.csv) file"
3. You will need a .csv (Comma Separated Values) file (see: Creating a CSV file)
4. Click "Browse..." and find the .csv file that was created in step 3.
   
5. Click "Import Users" and the import process will begin.  A status message will display for each step of the process and update you on the overall progress complete.

 Creating a CSV file

1. Open your spreadsheet software and create a new page or sheet.
2. You will need 10 columns.  The first row in your spreadsheet may be a header, but is not necessary.

3. Here is an example of what your spreadsheet may look like:
   
   The first row is a header, which lists the fields available.  The full list of fields are as follows (red are required fields):

   1. Extension
   2. First Name
   3. Last Name
   4. Web Username
   5. Password
   6. Description
   7. Email Address
   8. Instant Messenger Username
   9. Mobile Phone Number
   10. Device MAC Address (can also be blank or keyword "virtual", see: Import Rules and Notes)
4. Use the "Export" or "Save As..." feature of your spreadsheet to create a .csv file.

Sample CSV

Here is the CSV that is used for the examples on this page: CSV Demo.csv

Import Rules and Notes

Rules applied during import

• If the Web Username and Extension exist and match, the remaining fields will update the user and/or extension information.
• If the Web Username exists and the Extension does not, a new extension will be created for the user.
• If the Web Username and Extension do not exist, then a new user and a new extension will be created, and associated.

Notes

• To create a voicemail-only user extension or switch an existing user extension from a device to a voicemail-only user extension, use the keyword "virtual" in the Device MAC Address (field #10).
• For convenience when updating user/extension info, the Device MAC Address (field #10) may be left blank.  If the extension exists, then it is updated without changing the device it is associated with.  If the extension does not exist, then it is created as a voicemail-only (virtual) device.
• You may not move an extension from one user to another.
  • Example:  If extension 7002 was already assigned to Jason Flynn (jmflynn), then the example import above would fail.
• Reassigning a device from one extension to another will cause the prior extension to become a voicemail-only (virtual) user extension.
  • Example:  Extension 7011 is associated with SOFTPHONE001 device.  The CSV contains 7003 which has the Device MAC Address set to "SOFTPHONE001".  After import, extension 7003 would be associated with SOFTPHONE001 while extension 7011 would be set to voicemail-only.
• Error-checking is done prior to import to ensure the file format is valid and import data can be reconciled with your existing system.
• All imported CSV files will be saved to aid Fonality support in troubleshooting any problems you may encounter.
• Imports cannot be "undone."