# Telephone Directory

## Purpose

The Telephone Directory form serves as an information base for call processing functions. The form is used to assign name, department, and location to all directory numbers in the system, and to enable private numbers where required. It is also used to assign names to external telephone numbers for alpha tagging purposes.

This form has an Import functionality that can be used to download an Import Spreadsheet form. Telephone directory data can be saved in the Import Spreadsheet. The Telephone Directory data can also be exported, using the form's Export button or the Scheduler. When using the Scheduler, you can export a Telephone Directory (complete content of this form) or a Phonebook Directory (filtered version of this form that contains only records set to Include In Phonebook; imported and used by MiVoice Business Consoles). See About Telephone Directories and Phonebook for more information.

The MiVoice Business Console softkey labels are also defined in this form by listing the label under the Name column, and entering the directory number associated with the softkey appearance as the Telephone Number.

Use this form when performing the following tasks:

- Adding Users

- Deleting Users

### Phonebook Directory Export

Use the Scheduler to export a Phonebook Directory: a modified version of this form that includes only those entries that have the field Include In Phonebook set to Yes. In addition, the exported file includes: UTF-8 characters in the First and Last Name (if applicable), user's e-mail address, and whether the entry is marked as the primary phone for the user. See Scheduling CSV File Import/Export for information on setting up an export event.

This exported file can be then imported by MiVoice Business Consoles and used by an operator as a searchable and dialable Phonebook.

By default, all entries in this form have 'Include in Phonebook' set to Yes , except for primary or secondary devices with the following service levels:

- 'IP Device Only'

- 'Multi-device', when not a member or not a prime member of a Multi-device User Group (MdUG)

NOTES

- You can manually change the "Include In Phonebook" setting for each individual record.

- To ensure accuracy and consistency of the Telephone Directory across the network, perform an SDS Synchronization of the form for each node upgraded to MiVoice Business Release 8.0 or restored from a previous release. If necessary, manually fix any entries with the incorrect "Include In Phonebook' value.

## Conditions

- When you run a search on a name, the system only searches from the current page forward. To ensure the system finds matching names, navigate to the first page before running the search.

- The system ignores alpha tagging delimiters on searches. Any number you enter, whether it contains a delimiter or not, will find all tagged and non-tagged entries that match the number.

- This form does not accept Chinese characters.

- When deleting directory entries, you must also delete the corresponding sets and mailboxes.

## Field Descriptions

Parameter | Description | Default Value
Name | Enter a suitable name for the corresponding number. This is the name presented for display on other devices in the system and to outgoing trunks unless feature Multilingual Name Display is enabled or CPN Substitution is in effect. The name may be up to 20 alphanumeric characters in length. If the name is a system username or an alpha tagging name, the last name must precede the first name, and a comma must separate the two (Lastname,Firstname). Do not add a space before or after the comma. A username can have up to 21 characters total, including the comma. Letter case is respected when displaying the name on Mitel phones and consoles. So if you want the name to appear all in uppercase, enter it that way. NOTES Calls over IP, PRI, and SIP trunks are limited to 15 character names. Likewise names sent to all IP phones, SIP phones, and attendant consoles. Name order on the devices' display is "FirstName LastName", which is the opposite of the order in this form. Names and telephone numbers don't need to be unique. Each can be repeated any number of times in the form. However, name and telephone number combinations, must be unique. Alpha tagging numbers must also be unique. (See the Number field description below for the definition of a unique alpha tagging number). While the Name field may be left blank, it is recommended that this field be programmed when associated with a private number. Otherwise, Mitel telephone displays will be blank during talk state when basic calls are placed to or from a private number. This recommendation applies to system numbers only as alpha tagging numbers would always have an accompanying name programmed. Programming names is also recommended when there are 5505 SIP Phones installed. Failure to do so can cause incorrect names to display on the handset when the dialled number matches part of the number stored in the handset phonebook. If the Name assigned to a Number belonging to a SIPDECT device type is changed, then the new Name is automatically updated in the SIP-DECT Manager (see SIP-DECT OM System Manual Administration Guide in the Document Center for more information about the SIP-DECT Manager). NOTE: The telephone directory form will not accept a comma in the first and last position of the Name field. | Blank
Number | Enter the required number (up to 26 digits). The same number cannot be used as a telephone number in the Telephone Directory form and as a DISA number in the System Access Points form at the same time. A name can be entered without an associated telephone number. Most dialable numbers may be listed. The term "dialable number" means any complete number that may be dialed from a station. These numbers include: Mitel telephones Attendant Console directory numbers Attendant Console softkey and Broadcast Group A directory number programmed to appear on multiple devices constitutes a broadcast group. There are two types of broadcast groups: Non-Prime Line and Prime Line. A Non-Prime Line group is a directory number programmed on one or more devices that is not the prime line on any device. A Prime Line group is a directory number programmed on button 0 of a phone. Server-based variants of MiVoice Business that use x86 processors, MiVoice Business for Industry Standard Servers MCD-ISS), Multi-instance MiVoice Business, and Virtual MiVoice Business, up to 250 appearances of the directory number can appear on one or more devices. For all other 3300 ICP/MiVoice Business call control platforms, up to 32 appearances of the directory number may appear on one or more devices. numbers Multicall Group A line appearance type that lets multiple telephones share the same extension number. All Multicall group members can use the line simultaneously. See also Key System lines. numbers Key System A multiple line phone system for small business. It offers basic features and intercom. It is usually configured in a squared fashion (all lines on all sets). Some key systems may be configured in a pooled environment to emulate small PBX's. Only one member of a Key System Group can use the line at one time. See also Multicall Group. group numbers External numbers up to 26 digits in length that have an ARS path. Hunt Group Pilot or Directory Numbers System Speed Call Numbers Industry standard telephones. Numbers entered for alpha tagging purposes must be dialable ARS numbers and must include the leading digit(s) required for ARS route selection— for example, the digit "9." To mark an entry for alpha tagging, insert a tilde (~) in the digit string. The tilde separates the digits at the beginning of the string, which are not part of the calling or called party's unique telephone number from the part that is unique. For example, 916135922122 would be entered as 91~6135922122. The digit string entered does not need to exactly match the calling/called party number. The alpha tagging programming and matching algorithm is flexible enough to allow the number received from, or sent to, the PSTN to match an entry regardless of whether the number includes a local, national, or international prefix, or an area code. For example, consider the digit strings 6135922122, 06135922122, 016135922122, and 0116135922122. The constant part of the number, 6135922122, uniquely identifies a calling/called party. The 0, 01, and 011 digits at the beginning of the number represent the geographical relationship between the calling and called parties. It is enough to enter 9~6135922122 in the directory against the party's name to ensure a match with any of the above digit strings, provided that other names are not entered against the other strings. The alpha-tagging portion of the number must be unique independent of the name field. The following entries are considered non-unique: 9~5922122 - John 8~5922122 - Jack The maximum number of digits allowed after the ~ is 20. The total allowed, including the ~, is 26. Each name and number combination must be unique. The delimiter does not count in determining uniqueness. For example, the following two entries are considered non-unique: 96135922122 - Smith, John 9~6135922122 - Smith, John NOTES Range programming can be used to program alpha tagging entries provided that the delimiter is not at the end of the telephone number. Do not include * or # in the directory numbers of 5302 IP Phones. For outgoing calls, the dialing prefix is ignored during the alpha tag lookup unless it is part (i.e., appears after the ~) of the alpha tag string in the telephone directory. It is possible for multiple directory records to have the same Number. If multiple directory records have the same Number, the corresponding record in the SIP-DECT Manager contains the most recently updated Name for that Number. | Blank
Prime Name | Select Yes to indicate that this name is the prime name; Select No or leave the entry blank to indicate that the name is not the prime name. Only one name may be prime for an extension. The Prime Name field is ignored if the Telephone Number field is blank. The first name entered in the Telephone Directory for any extension is the prime name, unless this form is used to specifically designate an alternate user of the directory number as the prime name. | No
Privacy | Select Yes to indicate that the associated telephone number is to be a private extension. A private extension number will not appear on display sets during call processing. The following types of telephone numbers cannot be made private: Non-prime key line appearances Modem and modem groups | No
Include In Phonebook | This field defines the content of the Phonebook Directory export file, which, once imported into a MiVoice Business Console, provides the operator with a searchable directory that includes only dialable entries. Select 'Yes' or 'No' to include or exclude a record from the Phonebook Directory. Also, only records with this field set to 'Yes' are used for TelDir lookups for any Superkey Phonebook application, as well as for the 5540 IP Console Phonebook applications. NOTE: The default value for this field is 'No" for primary or secondary devices with the following service levels: IP Device Only Multi-device, when not a member or not a prime member of a Multi-device User Group (MdUG) If the Service Level in the User and Services Configuration form changes to Trusted or Full Service or a new pilot number is added in the MdUG form, the system updates this field to 'Yes'. | Yes
Cluster Element Id/Int/Ext/Speed Call | This protected, read only field indicates if the corresponding number is a local number , external number, or a remote directory number. The Cluster Element ID field can display the following values: Int: indicates that the directory number is assigned to a local, internal device. In a Cluster, "Int" indicates that the directory number may be programmed as a Remote Directory Number on another system. Ext: indicates that the directory number is assigned to an external device (i.e., the number translates into an ARS route, list, or plan). If a 1 to 3-digit CEID index appears in this field, the directory number is assigned to a device on a remote cluster element (i.e. the number is a remote portable directory number). S/C: indicates that the directory number is a System Speed Call. In a Cluster, "S/C" indicates that the directory number cannot be programmed as a Remote Directory Number on another system. |
Department | Enter a name for the department. The name can contain a maximum of 64 characters or may be left blank. The value in this field is also used when the Calling Party Name Substitution feature is enabled. | Blank
Location | Enter the name of a specific location that applies to the directory number. Names can be up to 128 characters in length. This field may be left blank. | Blank