# Hot Desk PIN Security Deployment

This section provides instructions on how to deploy the Hot Desk PIN Security feature on MiVoice Business sites that include MiCollab with Unified Messaging

## Deployment Considerations

If multiple users respond to the PIN Security service call or message at the same time and proceed to change their PINs, the MiCollab - Unified Messaging IVR ports can become overloaded. This scenario can occur during initial deployment of the feature because all hot desk users with weak PINs are required to strengthen them. If the ports become overloaded, any users who are denied access are placed in PIN RESTRICTED mode. In PIN RESTRICTED mode, users can receive calls but are only able to place emergency calls and calls to the system attendant (similar to Phone Lock).

To reduce the amount of time that hot desk users are in PIN RESTRICTED mode, you can assign groups of users to different Call Coverage Service numbers in the MiVoice Business Call Coverage Services form. You then stage the activation of the feature across the Call Coverage Services groups.

NOTE: A Call Coverage Services group is simply a group of users who are assigned the same Call Coverage Services index number. By default, all users are assigned with service 1.

## Calculate Call Coverage Service Group Requirements

Use the following procedure to determine the size and number of groups.

1. Collect the following data for the MiVoice Business system:

2. Communications platform (MiVoice Business, MiVoice Business Virtual, MiVoice Business for Industry Standard Server, or MXE Server): _____

- Acceptable time in PIN Restricted mode (1, 2, 5, or 10 minutes) : _____ minutes

2. Use the following table to determine the maximum size of the groups:

Acceptable time in PIN Restricted mode | 1 minute | 2 minute | 5 minute | 10 minute
Maximum Hot Desk User Group Size for MiVoice Business | 10 | 20 | 50 | 100
Maximum Hot Desk User Group Size for MiVoice Business | 17 | 34 | 84 | 167

3. Divide the total number of system hot desk users by the maximum group size to determine the required number of groups. Record the number of groups: ______.

For example: 500 User/20 user per group = 25 groups.

## Staging Requirements

Staging allows you to distribute the PIN updates over time (usually a few days) to reduce the load on the system.

Since users typically log in at the start of the business day and log out at the end, you should activate this feature on a group of hot desk users at the end of each day. The next morning, when the users in that group log into their hot desk account, they are prompted change their PINs. You repeat this process at the end of each day until all user groups are enabled with secure PINs.

## Configuration

### Set up Your Call Coverage

1. Determine the size and number of Call Coverage Services user groups for your site. See "Calculate Call Coverage Service Group Requirements" above.

2. Log into the MiVoice Business System Administration Tool.

3. Access the Call Coverage Services form.

4. For each Call Coverage Services user group:

5. Select a unique Call Coverage Service number and click Change. Do not use default service number 1.

6. Click Change.

7. Click IVR. Enter the IVR Number (0 to 26 digits). The IVR Number is the NuPoint voice mail hunt group number (PIN service endpoint).

8. Leave the PIN Security option disabled (No).

9. Click Save.

### Configure MiVoice Business users using Form Import/Export

1. Export the User and Services Configuration form data to a Comma Delimited (Spreadsheet) file.

2. Open the file in Microsoft Excel and sort the “Hot Desk User” column alphabetically to list the hot desk users together.

3. Enter the Call Coverage Service numbers for the groups of hot desk users in the Call Coverage Service Number column.

4. Save your changes to the spreadsheet.

5. Import the updated spreadsheet into MiVoice Business. The groups of hot desk users are now assigned with different Call Coverage Service numbers. Do not enable PIN security at this time.

6. Log into the MiCollab Server Manager and access the Users and Services (USP) application.

### Inform Users via MiCollab Service Email

1. Create a Service (Welcome) Email to inform hot desk users that they will be required to change their PINs. Copy and paste the following custom message into the email:

   This message applies to hot desk users only. Within the next few days your voice mailbox will prompt you to change your Hot Desk Security PIN. Your PIN must meet the following requirements:

   - Digits only from 0 to 9.

   - Length from 4 to 10 digits. (Note: PIN length is device dependent and ranges from 0 to 8 digits on the 5604, 5607, and 5614 SIP Phones and 0 to 10 on other phones.)

   - Cannot match your mailbox number.

   - Cannot be a sequence of digits such as 3, 4, 5, 6.

   - Cannot be a single digit repeated more than three times, for example, 1111. The PIN 31111 is accepted.

   - Your new PIN cannot match the old PIN.

   You must change your PIN. If you do not change your PIN you will only be allowed to make emergency calls and calls to the attendant. However, you will be able to receive incoming calls.

   After you change successfully change your PIN, if PIN RESTRICTED appears on your phone display, wait several minutes while the system updates your PIN. While PIN RESTRICTED is displayed, you are unable to place calls (with the exception of emergency calls and calls to your attendant). If PIN RESTRICTED remains on the display for longer than 15 minutes, notify your system administrator. Note that if you are an External Hot Desk User or SIP Phone user, there is no indication of PIN RESTRICTED mode.

   After you have successfully changed your PIN, if your voice mailbox prompts you to change your PIN again, do not change it. Notify your system administrator.

2. Select each Hot Desk User in the directory and click Send the Service E-mail or to reduce the administration time, you can send the email to all system users:

- Access the MiCollab Users and Services directory.

- In the View field, select 50 Results at a time and then click Show All.

- Check the select all check box in the directory header.

- Click Send Service Info E-mail.

- Repeat the above steps for each page of the directory.

### Enable PIN Security

1. At the end of the business day, log into the MiVoice Business System Administration Tool.

2. Access the Call Coverage Services form.

3. For the first Call Coverage Services user group:

4. Select the group’s Call Coverage Service Number.

5. Click Change.

6. Enable PIN Security.

7. Click Save.

The system applies PIN security to the hot desk users in that Call Coverage Service group. The next time they log in, hot desk users will receive a service call to update their PINs.

4. At the end of the next business day, enable PIN Security for the next group.

5. At the end of each following day complete another group until Hot Desk PIN Security is enabled for all hot desk users.

Related Topics

- Call Coverage Services

- Hot Desk PIN Security