Provisioning users and meeting rooms

Provisioning Portal

The Provisioning Portal is where you add users and meeting rooms (known as entities) and provision them with the infrastructure services that you created in Provisioning Management.

The customer containers you created in Provisioning Management are visible as the same customer hierarchy in the Provisioning Portal. (See Creating the customer hierarchy).

Once entities are added, you can search for them in the Provisioning Portal using:

  • all or part of their name.
  • all or part of their email address.
  • display name (objectname).
  • uri of a service created under the entity.
  • Cisco CMS CallId.

The first 20 matching entries are displayed.

Note: If your entity contains non-standard characters for example: æ, ø, å; Synergy Manage strips out these characters if they are used to generate the URI or other dial string in services provisioned to infrastructure components. This is because most endpoints cannot dial non-standard characters, so this avoids provisioning services endpoints cannot dial.

Accessing the Provisioning Portal

There are two ways to access the provisioning portal:

  • In the Win Node web interface. click Provisioning Portal..
  • Type: https://FQDN_of_your_Win Node]/CustomerServicePortal/ in a browser window.

Adding a meeting room

In the Provisioning Portal:

  1. Click Add Meeting Room
  2. In the dropdown menu: select the container group where you want to add the meeting room.
  3. Click Next.
  4. Fill out the fields as follows:
    VariableDescription
    NameThis is the Display Name.
    Number of chairs in this roomThe physical capacity of the meeting room.
    External Calendar SystemScheduling with Exchange only: select the customer's Exchange server from the dropdown.
    External Calendar System ReferenceScheduling with Exchange only: The Exchange email address of the meeting room resource.
    Automatic Dial OutScheduling only: Specify whether this meeting room should be automatically dialed at meeting start time when it is scheduled in a meeting.
    Display in Global DirectoryScheduling: If this is ticked, the meeting room will be included in all Meeting Portal room search results, regardless of which customer the meeting room has been created under in the customer hierarchy. If this is not ticked, the meeting room will only display in search results if the logged in user has access to the customer container where the meeting room has been added.
    Administrator EmailThe email address of the meeting room administrator who will receive meeting details in an email if the meeting room is scheduled in a meeting. (Optional field, only valid if Scheduling is enabled.)
    Extra Attribute 1 - 5Values that correspond with the fields where you have used Extra Attributes in configuration templates.
  5. Click Save.

Adding users

In the Provisioning Portal:

  1. Click Add user
  2. In the dropdown menu: select the container group where you want to add the user.
  3. Click Next.
  4. Fill out the fields as follows:
    VariableDescription
    Display NameThis is the Display Name.
    First NameThe user's first name.
    Last NameThe user's last name.
    E-mailThe user's email address. (This is the unique identifier for the user in Synergy Manage so you cannot use the same email address for more than one user.)
    Automatic Dial OutScheduling only: Specify whether this user should be automatically dialed at meeting start time when it is scheduled in a meeting.
    Display in Global DirectoryScheduling: If this is ticked, the user will be included in all User search results, regardless of which customer the user has been created under in the customer hierarchy. If this is not ticked, the user will only display in search results if the logged in user has access to the customer container where the room has been added.
    ExtraAttribute1-5Values that correspond with the fields where you have used Extra Attributes in configuration templates.
  5. Click Save.

If a configuration template is applied to the customer folder where you add the user, all the services in the configuration template will be created for the user when you click Save. You need to be sure you have populated all the fields required by the configuration template, for example the Extra Attribute fields, if these have been included as parameters in the configuration template, otherwise you will get an error. See also Configuration templates.

You can configure Synergy Manage to send provisioned services emails to users when they are added, for more details see Emails and email templates.

For the Synergy Manage Admin Portal Login and Synergy Manage Provisioning Portal services, you can define the Access Start Point. This setting defines the user's access point in the provisioning management tree structure. In the Provisioning Portal, the user will only have access to create/edit/delete services on this level and below.

Users with Synergy Manage Admin Portal Login access can only access information in Synergy Manage at the folder specified as the Access Start Point level and below.

Note: If you are providing Synergy Manage Admin Portal access to your customers, it is very important to change the default settings and lock down the access to menu options you do not want your customers to see. See User Administrationfor more details.

User passwords

All user entities in Synergy Manage have one password that is applied to all services configured for the user entity including:

  • Synergy Manage Admin Portal Login
  • Synergy Manage Provisioning Portal Login
  • Synergy Manage Meeting Portal Login
  • CMS User (used to log into the Cisco Meeting client)

After the user is created, their password needs to be set before they can log into any of these services.

Setting the user password

These are the methods for setting the user password:

  • Include a link to the Password Reset Portal (http://[winnode_IP/FQDN]/PasswordReset/) in the Provisional Service email template. See Emails and email templates.
  • Manually set it for the user in one of two ways:
    • Go to Administration > Set entity password
    • View the entity in Provisioning Portal and click on Send password reset email

Setting password security

You can choose to implement password security settings including:

  • Minimum Password Length
  • Minimum Number of Digits in Passwords
  • Minimum Number of Special Characters in Passwords
  • Require Mixed Case Passwords
  • Failed Login Attempts Before Block
  • Block Duration (Minutes)
  • Web Session Expiration Time (Minutes)

For more details see the Security Settings section in Global Settings.

Deleting users

Users cannot be permanently deleted from Synergy Manage, instead they are deactivated. This is because data relating to old users still needs to be available for historical reporting and billing purposes.

Users can be deactivated by administrators with equal or higher access in the administration portal.

To deactivate a user:

  1. In the Provisioning Portal, search for the user you want to deactivate.
  2. Click Deactivate account.

Importing users from infrastructure components

You can also import existing users from infrastructure components.

For more information, contact your Synergy SKY representative.