AT&T IP Flexible Reach Customer Portal: Department Administrator Support

Manage Users in Bulk

Overview

Find Your Department Name and Group Name and ID

Download the Department Users List

Manage Inbound Call Features

Manage User Access

Manage User Names

Manage Calling Line ID

Manage Max DID Policing

Manage Errors

Overview

As a Department Administrator for the AT&T IP Flexible Reach Customer Portal, you can manage the features available to your department's users all together, in bulk, for up to 1,000 users at a time. (You can manage the calling line ID feature for up to 60,000 users at a time. Be sure to perform such a large transaction during off-peak hours.)

If you have only a few users to manage, edit the users' features individually. The Bulk Management tool works best when you're managing more than a dozen users at one time.

To manage features for multiple users in your department at one time, download the feature template from the Bulk Management tool, complete the template, and then upload it into the system.

You can also manage other aspects of your department in bulk, such as account and authorization codes and user access.

Edit a Feature Using the Bulk Management Tool

Follow this process to edit most features for more than one user at a time.

To edit a feature in bulk

From any page in the Customer Portal, click USER MANAGEMENT in the main menu bar, and then click Bulk Management immediately below. The Bulk Management page appears.
From the Select Option dropdown list, select the feature you want to manage.
Next, download the feature template. To the right of Download Template, click the link.
When the File Download window opens, save the template by clicking Save. The template is downloaded as a comma-separated values (CSV) file, which is a type of spreadsheet. The file will be downloaded to your default directory, or you can choose a different location.
Edit the template.

Template Editing Tips:
- Before submitting the spreadsheet, delete the template example row.
- The public number or extension is required. The extension can also be considered the private number.
- The Group ID must be the same for every entry in the file.
- Like the template you downloaded, the file you upload must be a CSV file.
- Be careful with cell formatting. For any cells that contain or may contain data with leading zeroes (for example, group ID and extension), enclose the data in double quotation marks (for example, "0182"), or change the cell format to Text before you enter the data.
- Download the department users list so that you can copy user names and paste them into the template.
- You can add a maximum of 1,000 users in the same department to a single file (60,000 for calling line ID).
- The uploaded file must have at least one valid row of user data (in addition to the header row).
Any fields you leave blank maintain the current values for those fields; the values won't be updated. When you're done, save the file as a CSV file. (Don't change the file type.)
Upload the edited template by clicking Upload Input File. Your default folder opens. Browse for and select the file you just edited. The file appears in the Upload field.
Process the changes by clicking Run. The results appear in the Result Log.

Find Your Department Name and Group Name and ID

To manage features for the users in your department, you must first know the group ID and name and department name.

To see your department's profile

From any page in the Customer Portal, click RESOURCES in the main menu bar, and then click Department immediately below. Your group's department name and group name and ID are listed.

Download the Department Users List

The easiest way to manage your department's users in bulk is to download the department's Department Users list, and then copy and paste the contents of the downloaded list into a bulk management template.

Note: Remember, you can manage features in bulk for up to 1,000 users within your department at a time. If your department has more than 1,000 users, you must divide the department and submit separate CSV files. (Exception: up to 60,000 users for calling line ID.)

To download the Department Users list

From any page in the Customer Portal, click RESOURCES, and then click Department immediately below. The Department Page appears.
Click the Department Users tab. The Users view appears.
Above the Search button, click Download Department Users List. A File Download window opens.
Click Save. The file containing the names and phone number information of all users in the department is downloaded to your default download directory (or you can specify a different location).

Manage Inbound Call Features

You can manage inbound call features for up to 1,000 users at a time within your group.

To edit an inbound call feature in bulk

From any page in the Customer Portal, click USER MANAGEMENT in the main menu bar, and then click Bulk Management immediately below. The Bulk Management page appears.
From the Select Option dropdown list, select one of these inbound call features:
- Manage Intercept Announcement
- Sequential Ring
- Simultaneous Ring
To the right of Download Template, click the feature file name, and then save the file.
Open the saved file and enter the group ID number.
Edit the inbound calling features. You can copy and paste users' public numbers and extensions from the department users list. (See Download the Department Users List, above.)
Select whether the inbound call feature is available and active for users. Under Available and Active, enter Y for yes or N for no.
Fill out the rest of the information on the spreadsheet. Note that not all spreadsheets are filled out in the same way.
Save the file as a CSV file.
Click Upload Input File. Browse for and select the file you just edited. The file name appears in the Upload Input File field.
Click Run. The template is processed. Results appear under Result Log. To view the file, click the Report icon

Manage User Access

You can manage user access to the Customer Portal for up to 1,000 users at a time.

To manage user access in bulk

From any page in the Customer Portal, click USER MANAGEMENT in the main menu bar, and then click Bulk Management immediately below. The Bulk Management page appears.
From the Select Option dropdown list, select Manage User Access.
At the right of Download Template, click Manage_User_Access.csv, and then save the file.
Open the saved file and enter the group ID number.
Edit user access settings. You can copy and paste users' public numbers, extensions, and names from the department users list. (See Download the Department Users List, above.)
Set whether the Customer Portal is available for each user. Under Available, enter Y for yes or N for no.
Save the file.
Click Upload Input File. Browse for and select the file you just edited. The file name appears in the Upload Input File field.
Click Run. The Manage User Access template is processed. Results appear under Result Log. To view the file, click the Report icon .

Manage User Names

The system generates the generic First Last name (for example, User, 7775201332) that appears on the user's Profile tab when the phone number is provisioned. As a Department Administrator, you can change the generic name by editing the user's profile. Or, you can use the Manage User Names template to manage up to 1,000 user names in your department at a time.

To manage user names in bulk

From any page in the Customer Portal, click USER MANAGEMENT in the main menu bar, and then click Bulk Management immediately below. The Bulk Management page appears.

From the Select Option dropdown list, select Manage User Names.

At the right of Download Template, click Manage_User_Names.csv, and then save the file.

Open the saved file and enter the group ID number.

Edit user names. You can copy and paste users' public numbers, extensions, and names from the department users list. (See Download the Department Users List, above.)

Save the file.

Click Upload Input File. Browse for and select the file you just edited. The file name appears in the Upload Input File field.

Click Run. The Manage User Names template is processed. Results appear under Result Log. To view the file, click the Report icon

Manage Calling Line ID

You can manage calling line IDs for up to 60,000 users at a time.

To manage calling line ID in bulk

From any page in the Customer Portal, click USER MANAGEMENT in the main menu bar, and then click Bulk Management immediately below. The Bulk Management page appears.
From the Select Option dropdown list, select Calling Line ID.
At the right of Download Template, click Calling_Line_ID.csv, and then save the file.
Open the saved file and enter the group ID number.
Edit user numbers. You can copy and paste users' public numbers and extensions from the department users list. (See Download the Department Users List, above.)
For each number, specify whether to use the calling line ID or the user's public number or extension. In the Use Configurable CLID column, enter Y (yes) to use the calling line ID; to use the user's public number or extension, enter N(no).
If the Use Configurable CLID column is set to Y, enter a number in the Calling Line ID column. If it's set to N, leave Calling Line ID blank.

Note:You can enter only one calling line ID, up to 15 digits, per user. Do not enter extensions. Public numbers must be 10 digits without a leading 1. Add the prefix 011 for international numbers and enclose the whole number in quotation marks (for example, "0113305551111").
Save the file.
Click Upload Input File. Browse for and select the file you just edited. The file name appears in the Upload Input File field.
Click Run. The Calling Line ID template is processed. Results appear under Result Log. To view the file, click the Report icon.

Manage Max DID Policing

You can edit Max DID Policing settings for up to 1,000 users at a time within a department.

The Max DID Policing feature enables the organization to limit the number of concurrent calls that come in to a specific phone number.

To manage Max DID Policing settings

From any page in the Customer Portal, click USER MANAGEMENT in the main menu bar, and then click Bulk Management, immediately below. The Bulk Management page appears.
From the Select Option dropdown list, select Max DID Policing.
At the right of Download Template, click Max_DID_Policing.csv, and then save the file.
Open the saved file and enter the group ID number.
Edit public numbers and extensions (used to identify the users). You can copy and paste users’ public numbers and extensions from the department users list. (See Download the Department Users List above.)
Select whether customer settings are in place for each user. Under Active, enter Y for yes or N for no.
Under Maximum Concurrent Calls, enter the maximum number of allowed concurrent calls for each user. The number entered should be between 1 and 500.
Save the file.
Click Upload Input File. Browse for and select the file you just edited. The file name appears in the Upload Input File field.
Click Run. The Max DID Policing template is processed. Results appear under Result Log. To view the file, click the Report icon .

Manage Errors

If the uploaded template contains any errors, you'll see Processed with Errors in the Status column of the Result Log area. For details, click the Report icon The Report icon. .

If the template was used for editing user information, the results file shows one row with status for each user.
All rows in the spreadsheet are submitted independently (for example, if there's an error in row 1, row 2 is still submitted).
An error could be as simple as a required cell left blank. Resolve any errors and resubmit the spreadsheet. Or, you can copy rows with errors into another spreadsheet, delete the row from the original spreadsheet, and then rerun the new spreadsheet. You don't need to rerun successful user rows.
If there's some overarching problem that prevents the spreadsheet from being processed, no result file appears, and you'll see an error message that takes you back to the Bulk Management page and the Run button. If this occurs, find and correct the error, and then rerun the entire spreadsheet.