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Directory & Organizations

Topics Discussed Below

 Phone Book

 Directory Transfer Manager

 Creating Section Names

 Assigning a Listing a Section

 Creating a New Listing

 Deleting a Listing

 Exporting the Phone Book

 Viewing the Phone Book


Phone Book

Within the Phone Book, your operators can quickly access information relating to telephone numbers. This is an in-software telephone book that your operators can use to provide customers with directory information. There are two ways to populate the phone book. First you can use the Directory Transfer Manager, this will take the telephone number and related directory information from Configured Items – Set Management and copy it to the phone book. The second method allows you to enter in telephone numbers that may not reside within your database.

Please keep in mind that if information is changed here it does not affect anything else within your database.

Directory Transfer Manager

One way to populate the Phone Book database is to setup CES to perform a Directory Transfer Manager. This service copies all the existing telephone numbers within your Configured Items – Set Management to the Phone Book database. The Phone Book database allows your operators to modify the listing to suit their needs for looking up the information.

Within System Admin - Service Management - Service Manager, your cairs.net administrator can setup the Directory Transfer Manager to transfer new switch records into the Phone Book. When it transfers the telephone numbers, they will come into the phone book as unassigned; your operators can assign them according to the proper section. The phone book section allows them to categorize the listings by how they want to look up the information.

The phone book sections are added within Edit/Rearrange Phone Book. You will assign each site a section code, name and sort order.

Creating Section Names

Before you can start assigning your listings into phone book sections, you must first create the sections.

1.      Click the Directory/Organization menu.

2.      Within the Navigation pane, click Phone Book.

3.      Within the Actions pane, click Edit/Rearrange Phone Book.

The Phone Book window opens, displaying a list of the sites that are within your database.

4.      Next to each site name is the section information. In order for the telephone numbers assigned to a site, you must complete the following fields, all fields are required:

·        Sections Code * - type the code for the section name; this can be the abbreviation for the section name. This allows your operators an alternate means to search for the listing information.

·        Sections Name * - type the section name for the site. This field should be specific enough that your operators know what telephone numbers are within each section, for example, Barracks, Flight Line, etc.

·        Sort Order * - this field automatically populates with next sort order

·        New Page * - click the box to insert a checkmark to indicate that if you are exporting and/or printing the phone book, each new section starts on a new page.

5.      Within the Actions ribbon group, click Save (to save and stay) to continue working with the section names, or click Save & Close (to save and exit) to return to the Phone Book list.

Assigning a Listing a Section

1.      Click the Directory/Organization menu.

2.      Within the Navigation pane, click Phone Book.

3.      Within the Views pane, click the Unassigned option button..

4.      Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·        Within the search box, type any portion of the record then click the magnifying glass.

·        Click the Show All button.

The list displays all the listings that do not have a section assigned.

5.      Double-click any records to open the Phone Book listing window.

6.      Within the Section Name field, click the drop-down arrow to access a list, from the list select the section name to associate to the telephone listing

7.      Complete any other fields as necessary.

8.      Within the Actions ribbon group, click the Save & Close button to return to the Unassigned List.

9.      Notice that the telephone number no longer displays within the list.

Creating a New Listing

1.       Click the Directory/Organization menu.

2.       Within the Navigation pane, click Phone Book.

3.       There are two ways to add a new listing into the phone book:

·         On the toolbar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Phone Book.

·         Within the Actions pane, click Add New Phone Book Listing.

With either option, the General - Phone Book window opens.

4.   Within the window, complete the following information (required fields are marked with an asterisk (*)):

·         Site * - click the drop-down arrow to access a list and from the list, select the site. The site drop-down list displays the bottom-most site first. After the ~~ is the complete path to the site. Each site level is separated by a >.

·         Section Name – click the drop-down arrow to access a list of the sections associated to the site, from the list select the section name.

·         Organization Name - click the drop-down arrow to access a list from the list, select the name of the organization. The organization drop-down list displays the bottom-most organization first. After the ~~the complete path to the selected organization displays. In the example below, we selected Documentation, which is a child to Development and Unique. Each level of the organizational tree is separated by a >.

·         Telephone Number – type the telephone number.

·         Job Title – type the job title or description.

·         Office Symbol – type the office symbol.

·         Building Name – click the drop-down arrow to access a list, from the list select the building name.

·         Room – type the room number.

·         Sort Order * - this field defaults to 0, (telephone numbers are listed in numerical order). To have this record display at the top of the list, type a 1 in this field. You can number each record according to position within the list from 1 to 999.

·         Keyword - type a name or description that allows your operators to perform a quick search on the telephone number. For example, if the telephone number belongs to the Library, you would type Library into this field for an easier 411 search.

·         Publish Listing – this field default to contain a checkmark to indicate that the listing is published within the directory, click the box to remove the checkmark to indicate that this listing is non-published

·         The Print Building Number through Trailing Digit Count are fields that are used if you want to export the phone directory and import it into a third party product. 

·         Civilian Telephone Number – type the civilian telephone number

·         Comm Number – type the Comm number

·         Subscriber – click on the field to access a drop-down list of the subscribers within your database.  You can either search for the subscriber by typing any portion of the record within the textbox, as you type the list modifies to display your results.  Alternatively, you can scroll through the list to find the subscriber name. Once at the subscriber, click on the name to associate to the listing. 

5.   Within the Actions ribbon group, click Save & New (to save and stay) to add another listing, or click Save & Close (to save and exit) to return to the Phone Book list. 

Deleting a Listing

1.     Click the Directory/Organization menu.

2.     Within the Navigation pane, click Phone Book.

3.     There are three ways that you can delete a record from the phone book:

·         Highlight the phone book listing within the list and on the toolbar directly above the Navigation pane click the red X.

·         Highlight the phone book listing within the list and within the Actions pane click the Delete Phone Book Listing link.

·         Within the list, double-click the record. The Phone Book window opens. Within the Actions, ribbon group click the Delete button.

4.   Once you click Delete, a message box displays verifying that you really want to delete the listing. Click Yes to continue or No to cancel the operation. 

Exporting

1.     Click the Directory/Organization menu.

2.     Within the Navigation pane, click Phone Book.

3.     On the toolbar directly above the Navigation pane, click the drop-down arrow next to Export. The following options are available when exporting the phone book (only the applicable export options are listed):

·         Excel (All Levels) – exports all records to an Excel spreadsheet.

·         PDF (All Levels) – exports the report to a PDF file.

·         Tab-Delimited Text (Top Level Only) – exports the top level of each grouping to a tab-delimited text file.

4.   The file opens in the appropriate program allowing you to save or print the information. 

Viewing the Phone Book

There are a few different views to choose from when looking at the information within the phone book. The following view options are available:

·         Simple List – this is the default view, this displays the listings in numerical order from least to greatest.

·         Maintenance – this list sorts the listings by their associated site, section code and section name.

·         Unassigned – this list displays the listings that were added through the Directory Transfer Manager, these are the listings that need a section name assigned before you can view them in the phone book.

·         Detailed – this list provides more details for each listing.

 

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