Once a user has been added to the system using Your Assistant Administration Tool, they will automatically log onto the Your Assistant Server when they start their Your Assistant Client. The Client receives all relevant settings information from the Your Assistant Server at login, allowing the user to receive the same settings information for their Your Assistant Client where ever they log in.
There are two ways to add users, manually and through Active Directory integration. A deployment can use both methods, however if many users are being added, Active Directory integration is faster and more convenient.
To manually add a user
1. Right-click in the Your Assistant Users list and choose Add New Account from the context menu.
2. In the Properties dialog box, assign properties and click OK.
Table 9 Account Property Fields
Property Description
UserID The user ID YA uses to login into the YA server.
This must be in one of the following two formats:
With AD network: <Domain Name>\<Domain Login>
Without AD network: <PC Name>\<Windows Login>
Note: this format must be followed whether you are using AD integration or not;
First Name, Middle name, Last Name User details;
DP Extension Desk phone extension;
SP Extension Softphone Module extension (if applicable…see licensing);
Phone Model The model of the desk phone;
Country The country where the user is;
Language The user’s language;
AutoAnswer Whether Auto Answer is available for this user (see 3300 configuration);
Do Not Disturb Whether or not DND is available for this user (see 3300 configuration);
Call Forwarding Whether Call Forwarding is available for this user (see 3300 configuration);
Chat Whether this user is licensed for YA Chat;
MSN Whether MSN is available for this user;
Soft phone Whether this user is licensed for the Softphone
Default Account Fields
The default values for Switch IP, Phone Model Country, Language, Auto Answer, DND, Call Forwarding, Chat, MSN, Softphone Module can be set using Tools > Options > Default Settings.
To modify account information
With one or several user accounts selected, right-click and choose Edit Properties. Select Edit Property to select from a property submenu.
If you select several or all user accounts, you can update the properties common to the set selected. Choose Edit Property to select from the list of properties in common.
To remove one or more users
With one or several user accounts selected, right-click and choose Remove User(s).
Each feature licensed to the user being removed will be “unlicensed” and be considered unused.
These unused licenses can again be reallocated (see "Managing Client Licenses" on page 36).
To add accounts using Active Directory integration Your Assistant Admin can be used with Active Directory:
• Active Directory for Windows 2000 Server
• Active Directory for Windows 2003 Server
To integrate with Active Directory
1. Choose Tools > Options > Active Directory.
2. Set the options and click OK.
Settings
• Active Directory Path: the LDAP URI of the Active Directory Domain Controller.
• Domain: The name of the domain.
Click Connect to confirm that the settings are correct and to populate the Configuration drop down lists.
Configuration
The Configuration options allow the Your Assistant Server fields to be mapped to Active Directory fields. Active Directory user objects already contain two fields for IP phones (ipPhone and
otherIpPhone), and it is recommended that the Desk Phone Ext Property and the Soft Phone Ext Property be mapped to these respectively. However, the Switch IP property is not present in a field in Active Directory. It is recommended that the schema be extended to accommodate the Switch IP property. More information on extending the Active Directory schema can be found at Extending the Schema. However, you may map the Switch IP property to another field that is not otherwise used.
Note: otherIpPhone is a multi-value field. YA Admin Tool can only map to the first value.
Therefore, if there are already values in this field, make the Softphone Module extension the first value.
Note: The Your Assistant Administration Tool will not display Active Directory user objects that do not have a known switch IP specified. This will prevent these user accounts from being added as Your Assistant accounts.
Updating Active Directory
Before importing users from Active Directory, the user accounts must be updated with the desk phone extension number, the switch IP and, if applicable, the Softphone Module extension number. User accounts without this information will not import into the your Assistant server.
Synchronizing with Active Directory
You can set the information in Your Assistant to be updated from Active Directory automatically when changes in Active Directory occur. The synchronization updates users already in the Your Assistant Users list with any new information and removes users no longer present in the Active Directory.
By enabling Active Directory Synchronization, property changes are done entirely in the Active Directory configuration program and are synchronized automatically. This operation is event-based; therefore it occurs only when changes are made.
To synchronize with Active Directory
Enter the LDAP path in the Active Directory Path field, the domain name in the Domain field and put a check in the Enable Active Directory Synchronization checkbox.
Note: Accounts that are not present in the Active Directory but were added manually to the Your Assistant server will not be affected by Active Directory synchronization.
To populate the Active Directory list
• Select Tools-> Refresh Active Directory Accounts.
When prompted, enter an account with Active Directory read- privileges. Most user accounts will have this privilege.
To create Your Assistant accounts from Active Directory
Select any subset of users from the Active Directory list and copy them into the Your Assistant list.
Drag and Drop
Right-click
Note:Properties for users imported from Active Directory cannot be edited from the YA Admin Tool. Edit the AD properties directly and then resynchronize (unless the Administration Tool is set to auto-synchronize).
Note:If any users are already listed in Your Assistant Users list, their information is updated with any new settings information from the Active Directory.
User properties can also be edited by editing the user properties in Active Directory and then re-copying the user from Active Directory, using drag and drop or create Your Assistant Account (above) or selecting Update All with Active Directory Attributes from the Your Assistant Accounts (right panel) context menu.
Active Directory Organizational Units
When users are imported in the Your Assistant Administration Tool, the organizational units they belong to get imported as “groups”. These groups can be viewed in the Your Assistant client Corporate Contact list. The groups are unchangeable (except in Active Directory), however, corporate users that have been imported to the Personal Contact list in a Your Assistant client can be re-arranged in new or different groups as desired.