This is the 3rd article in the Creation Onboarding Series. Learn the process of assigning a device to a user.

Like it was mentioned in the intro, the first part occurs outside of the client portal. Here's a quick recap in case you are not already familiar with the process. With the help of an in-house application, you can enter the phone's MAC address, which ties it to ZTP and NDP at the same time. The tie to ZTP and NDP  allows us to automatically push the phone configurations. When the phone gets entered in NDP, it is configured in a pending state. A phone in a pending state can communicate with NDP but cannot make or receive calls since it's not tied to a Domain and a User.

Assigning a Phone to a User

The steps required to attach a pending phone to a Domain and a User:

1. Click the Phones tab.
   
2. Click the Filters button.
   
3. Enter the Mac Address of the phone.
4. Click Filter.
   
5. Click the Pencil icon to edit your phone.
   
6. Change the Domain field to your domain and the Line 1 field to the extension you want on the phone. 
7. Click Save.
   
8. Reboot the phone so that the change can take effect.

Assigning Secondary Phones

If you add a secondary phone for a user, there is one crucial process that must be completed before doing the above steps. You need to create another device for the user in question. While it is possible to assign two different phones to the same device, they will compete for registration and cause issues. Instead, you want to take advantage of the fact that you can create multiple unique devices for each user.

1. Click the Users tab on your Domain and click on the user.
2. Click the Phones tab.
3. Click on Add Phone.
   
4. Enter a letter in the Phone Suffix and click Add. You can use any letter, but we recommend going in alphabetical order. Also, avoid a, d, i, m, t, w, ms, and wp as they are used for specific purposes.
   
5. Follow all the steps from the Assigning a Phone to a User section above, and when you reach step 5 select your newly created device for Line 1. 
   

Assigning Multiple Phones

Let's now look at the steps required if you need to associate multiple phones to a larger account. Following the steps from the previous section would be too time-consuming. Instead, you can use the import feature in the client portal. While your phones should technically all be in the portal in pending already, we can still import them as it will update the existing entries instead of creating new ones. 

1. Click the Phones tab of your Domain.
2. Click the Import button.
   
3. Click the Download Template button to get a .csv file.
   
4. Open the .csv file and enter the MAC in lower cases and without special characters. 
5. Enter the Model, Domain, Line 1, and the account name for Notes. Leave Versature for Server.
6. Save the file when you are done entering all the phones.
   
7. Click Browse to select your .csv file
8. Click Upload.
   
9. Confirm that everything is accurate and click Import.
   

Managing Devices

Now that you know how to assign phones to users and import multiple phones, let's go over different processes that can be applied to existing devices.

Editing Devices

1. Make sure you are in the Phonestab of the Domain.
2. Click on the pencil icon to edit the phone you want to modify.
   
   

Under the Basic tab, you can do the following:

Line 1,2,3...: You can change the extension on Line 1 and add additional extensions on the other lines. The number of lines will vary with each phone model.

Notes: You can change the information here. Normally it's recommended to put the name of the account where the phone belongs.

Don't forget to hit Save and reboot the phone for the changes to take effect.

Under the Advanced tab, you can do the following:

• Directory: You can apply a directory to the phone. Any custom directories created in NDP will show in this dropdown. The default options are:
  • Disabled: No directory.
    Manual Phone Input: Saves the contact entered on the phone manually.
  • Automatic by Last Name: Automatically puts all of the users of the account as contacts in alphabetical order by Last Name
  • Automatic by First Name: Automatically puts all of the users of the account contacts in alphabetical order by First Name
  • Automatic by Extension: Automatically puts all of the users of the account contacts in numerical order by Extension
  • Contacts Favorites: Puts all the contacts marked as favorites from the user's Contact tab in the client portal.

 Don't forget to hit Save and reboot the phone for the changes to take effect.

Deleting Devices

If you cancel a user and need to remove a phone, you actually don't want to delete it. Remember the pending state the phone was in the beginning? That is what you want to do instead. 

1. Make sure you are in the main Phones tab (in reseller) of the client portal and not the Phones tab from the Customer's Domain.
   
2. Click on Filters.
   
3. Enter the Mac Address of the phone you want to set to pending and click on Filter.
   
4. Click the Pencil icon to edit.
   
5. Enter pending for the Domain. Type the letter pin the Line 1 field and choose any of the pending devices. Hit Save tocomplete.
   
6. Reboot the phone for the changes to take effect.