Access Codes extracted from call data can be correlated with ETM Directory Listings in Usage Manager Reports. This allows you to attribute long-distance calls based on the Access Code rather than the phone used to make the call, which gives you a clearer picture of which employee actually made the call. To use Access Codes in reports, your ETM System must be configured to extract Access Codes from SMDR data and you must define one or more Access Code Sets to associate Access Codes with the Listings in the ETM Directory.
Besides running reports to correlate Access Codes in call data with Directory Listings, you can use the ETM System to manage your Access Codes. After you define an Access Code Set, you can export a text file of the Access Codes to import into your PBX. Anytime Access Codes change in the ETM System, you can again export the file to update your PBX, and you can easily distribute the Access Codes via email to the people to whom they are assigned with a click of the mouse.
A Diagnostic Log entry is provided anytime an Access Code Set is created or modified.
Two user permissions govern who can see and manage Access Codes.
View Access Codes—Users with this permission can see Access Codes in Reports and Logs. For users without this permission, Access Codes appear as asterisks in Reports and the SMDR Access Code column is not available in Logs.
Manage Access Code Sets—A subpermission of Directory Management, users with this permission can view, modify, and create Access Code Sets. Users without this permission do not see the Access Codes node in the Directory Manager. View Access Codes is automatically granted when this permission is granted.
An Access Code Set can contain up to 10,000 Listings.
Note You can also create an Access Code Set by importing from a text file.
See "Importing Access Codes from a CSV File" on page 146 for instructions.
To define an Access Code Set See the ETM® System
Access Code Sets • 141 1. In the Directory Manager tree pane, right-click Access Code Sets
and click New. The New Access Code Set dialog box appears with the General tab selected.
2. In the Name box, type a unique name for the Access Code Set, up to 30 characters in length.
3. Optionally, in the Comments box, type a descriptive comment for the Access Code Set, such as the valid dates, applicability, or the like. The Comment can be included in the automated email used to distribute current access codes to help users to understand the use of their access code.
4. To allow only users who have Manage Policy Features permission to edit the Access Code Set, select the Modifications require
"Access Policy Features" permission check box.
• To allow all users with Manage Access Code Sets permission to edit the Access Code Set, leave the check box cleared.
5. In the Autogeneration Preferences area:
a. In the Access Code Length area, select one of the following:
• Fixed—All generated access codes are the same length.
• Variable—Generated access codes vary in length within the range you specify.
b. In the Access Code Range area, type or select the range within which the autogenerated access codes are to fall.
6. Click the Access Codes tab.
142 • Directory Manager
7. Click Add. The Directory Listing Selection Wizard appears.
8. Define a filter to specify which Listings are to belong to this Access Code Set. The Filter works like the Advanced tab of a Directory Listing or Report Filter. For instructions for searching for Listings, see
"Advanced Search" on page 108.
9. When you have defined the filter criteria, click Next. The Listings that match your search criteria appear. Verify that the results are as
expected and then click Next.
10. The Reconciliation Results appear. Since you are creating a new Access Code Set, all specified Listings are simply added to the Group.
Access Code Sets • 143 11. Click Finish. The Listings appear on the Access Codes tab.
12. To add Access Codes to the Listings, do one of the following:
• Click Autogenerate. The Specify Entries dialog box appears with All Entries selected. Click OK. An Access Code is generated for each Listing, according to the constraints you selected in the Autogeneration Preferences area on the General tab.
• To manually assign an Access Code to a Listing, click the Listing and then click Modify. The Access Code dialog box appears.
Type the Access Code, and then click OK. Repeat for each Listing.
Tip To select multiple Listings, hold down CTRL or SHIFT while clicking.
144 • Directory Manager
13. If you want to specify access codes that are never to be used with a Listing in this Access Code Set, click the Blacklist tab. If you do not want to blacklist any access codes, skip this step and see the next bullet.
a. Click Add. The New Blacklist Entry dialog box appears.
b. In the Access Code box, type the blacklisted access code.
c. Optionally, in the Comment box, type the reason the access code was blacklisted, or any other comment.
d. Click OK.
e. Repeat for additional blacklisted access codes.
14. The Switches tab is used to view the Switch(es) with which this