Set Management

Configured Items – Set Management

In telephone system distribution, providing equipment for telephone users at various levels is a key service. The CAIRS software offers the choice of Set Templates for the set types available at your specific location.

The administrator (or someone authorized by the administrator) assigns Set Templates for each user group defined by profile or group profiles. User Profiles are the basis for assigning set types and features. For an explanation of User Profiles, see System Settings àProfiles.

Available set type features are determined by the features the set suppliers define as useable for each specific set type. Set suppliers may also specify set type locations where a feature can (or must) be placed. Unique Communications provides this information as a “core data import” during installation and provides updated information as necessary based on set supplier’s feedback.

Configured Sets

Configured Sets are sets currently within your database and configured according to the customer’s request. In this section, you can select sets and modify them for a specific user or reassign them to a new user.

Unique Communications assists your site with building the Feature Packages that provide various feature combinations for each set device. These combinations relate to the different user levels based on their needs. Feature Packages are included in Set Templates prepared by the administrator with the assistance of the Unique Communications installer. Only the features Set Device suppliers have identified as compatible with specific Set Types are included in the choices for a Feature Package. This includes restrictions Set Device suppliers have determined regarding where the feature can be located on the Set Device.

Set Management

Several menu options exist within Set Management with each option allowing you to either configure a new set or modify existing sets. You have the following available options:

  • Configured Sets – manage all phones relating to set that all switch types except for CM6 and AS5300
  • Cisco Phones – manage all phones relating to your CM6
  • AS5300 Phones – manage all phones relating to your AS5300
  • Directory – search, view, and export directory information for each configured set.
  • Published Directory – search, view, and export information relating to only published configured sets.
  • Active Primary Published Directory – search, view, and export information relating to primary telephone numbers on configured sets.
  • Multiline Hunt Groups – manage your multiline hunt group members.
  • Call Pickup Groups – manage your call pickup groups.
  • Intercom Groups – manage your intercom groups.
  • Office Hunt Groups – manage your office hunt groups.
  • Distribution Groups – create your Distribution Groups and members.
  • Set Templates – design the set types allowed within each site.
  • Feature Packages –manage the feature packages assigned to your various set types.
  • Feature Key Templates – manage features associated with the switch manufacturer and type.
  • Authorization Codes – manage you authorization codes, if necessary.

Understanding the Set Management Window

The Set Management window has several information panes with each pane allowing you to perform a specific function relating to a part of the configured set. In addition to the panes, the ribbon at the top of the screen allows you to perform multiple functions for the configured set.

Ribbon Groups

Each ribbon group allows you to perform a set of functions for the configured set, for example, attach notes to the set, associate equipment, send your changes to the associated switch, etc.

Actions

Within the Actions ribbon group, you can perform the following:

  • Save & Close – click this button to save the completed information and to return to the Set Management list.
  • Delete – click this button to delete the set device.
  • Save – click this button to save the completed information and continue working within the set device.
  • Save & New – click this button to save the completed set information and to start adding a new set.
  • Refresh – click this button to refresh the screen and apply recently changed items.

Show

View and modify the associated set information within the Show ribbon group, for example, view calls, set history, appearance, related orders and troubles, etc.

Launch

Here you can view the WOPR Script History for the set.  This includes all scripts associated to the set and any associated messages.  The second button within this ribbon group, Multiple Listings.  This button displays all the subscribers related to the set.

Convert (EWSD Only)

Within the Convert ribbon group, you convert a set to a multiline hunt group. There is also a Convert ribbon group within a Multiline Hunt Group to change it to a regular set.

Run Time

Within the Run Time ribbon group, click the Go button to send the changes you just made to the switch for application to the set.

Notes

Within the Notes ribbon group, you can create a note associated with the set. When a note is attached to the set a small number icon is added to the notes button.

The process to add, modify and delete notes is same throughout CAIRS, we have consolidated notes into one sections of the manual.  Please see Common Elements à Notes to learn more.

Attach

Within the Attach ribbon group, you can attach a file to the set device. Your CAIRS administrator pre-defines the attachable file types.

The process to attach notes to a record is same throughout CAIRS, we have consolidated file attachments into one sections of the manual.  Please see Common Elements à File Attachments to learn more.

Status Bar

Directly below the ribbon is a Status Bar.  The bar displays important information regarding the set, for example, if there are any pending scripts, if the set is assigned to a bad port, etc.

Configured Set Panes

When you double-click a configured set, the Set Management window opens to the Device Details. Within this window, there are four panes of information. Each pane contains certain set device information, for example, the facilities pane holds all the building, terminal and connection information.

In the upper-right-hand corner of each pane is a pushpin. By clicking the pushpin, you minimize that pane and enlarge the others. To reset the pane to its original position, click the pushpin again.

Device Properties Pane

This is the first pane you complete when adding a set. Within the Device Properties pane, you define where the set is located, what template the set is associated to, DSN Access, ring type, etc.

Button Properties Pane

From the Buttons Properties pane, you view detailed information relating to each button on the set. There are two columns within this pane; the left-hand column displays the list of buttons. The right-hand column displays the information for the highlighted button.

Facilities/Equipment & Services

At the bottom of the pane are two tabs, when you click on a tab the pane name changes to tab name.  When you click a tab the pane changes to the display the associated information. The following tabs are available:

  • Facilities – this is the default tab. It displays the set’s building, connection, and connection path information.
  • Equipment and Services – this tab displays the equipment and services associated to the set. At the top of the pane is a dropdown box that allows you to select what view you want, whether active, billed, installed, etc. There are two checkboxes allowing you select whether you want to view equipment, services, or both.

Account Management/Device Display Pane

At the bottom of the pane are two tabs, when you click a tab the pane changes to the display the associated information. The following tabs are available:

Device Details – this is the default tab. It displays the template of the set. This tab gives you a visual representation of what the set looks like in the switch environment as well as what the customer sees.

Account Management– this tab displays the account numbers responsible for the one-time, recurring and call charges relating to the set device.   At the top of the pane is a dropdown box that allows you to select the telephone number, this changes the information to display only the account number responsible for the selected telephone number.

Configuring a Set

Within this section, we will explain how to configure a complete set. This includes adding and removing features, telephone numbers, equipment, services, appearances, listings, and accounts.

Adding Set Information

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management and then Configured Sets.
  3. There are two ways you can start to add a new set, with either of the below options once selected the Set Management window opens to Device Properties:
    • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New, then select Set Management.
    • Within the Actions pane, click Add New Set Management.
  1. Within the Device Properties pane, complete the following information (required fields are marked with an asterisk (*):
    • Site* – click the drop-down arrow to access a list, then, select the set installation site. The site drop-down list displays the bottom-most site first. After the ~~ is the complete path to the site.
    • Switch Name – click the drop-down arrow to access a list, and then select the switch associated with the site and set installation. The switches that display within the list are only those associated with the selected site.
  1. Once the switch name is selected the fields after Template Name change to those specific to the switch. Within this section, we will cover the basic information, as if a switch were not present (required fields are marked with an asterisk (*):
    • Organization Name – click the drop-down arrow to access a list, and then select the name of the organization. There can be three columns of information: org code, organization name and organization path. The org code is 3-character code used to identify the org, your administrator determines if this column is visible.  The organization name column displays the lowest child organization name.  The organization path displays the complete path to the selected org, this includes all parents and children.  Once you select an organization, the complete path populates within the field.
    • Subscriber Name – click the drop-down arrow to access a list, and then select the subscriber name responsible for the set.
    • Template Name – click the drop-down arrow to access a list, and then select the template name associated with the set. The template displays in the Device Display pane in the lower-right-hand corner of the screen. If there are any features assigned to the template, they will automatically display on the button in the Button Properties pane. When you create the first number on the set, it is in the position of the primary number as indicated on the template.
    • Set Type Name – once you select a Template Name, this field auto-populates with the predefined set type name.
    • Set Name in Switch – once you select a Template Name, this field auto-populates with the predefined set type name within the switch environment.
    • Directory Number* – click the drop-down arrow to access the Directory Number Plans table. There are three ways to populate the table:
      • Click the drop-down arrow within the Number Plan field, and then select the plan. Once selected, either click the Next link to have CAIRS automatically select the next number in the sequence or click the Show All button to display a complete list of numbers. Within the list double-click the number, the table closes, and the number displays within the field.
      • Within the Search textbox, type the number or portion of the number and then click the magnifying glass. When the list populates, double-click the number. The table closes, and the number displays within the field.
    • Within the lower pane, click the Click Here link to view all the numbers. When the list populates, double-click the number. The table closes, and the number displays within the field.
    • Port Name (TN, LEN) – click the drop-down arrow to access the Port Groups There are three ways to populate the table:
      • Click the drop-down arrow within the Port Groups field, and then select the plan. Once selected, either click the Next link to have CAIRS automatically select the next number in the sequence or click the Show All button to display a complete list of ports. Within the list, double-click the number. That table closes, and the number displays within the field.
      • Within the Search textbox, type the number or portion of the port number and then click the magnifying glass. When the list populates, double-click the number. The table closes, and the number displays within the field.
      • Within the lower pane, click the Click Here link to view all port numbers. When the list populates, double-click the number, the table closes, and the number displays within the field.

In the lower right-hand corner of the port selection box, is an ‘Include Dedicated Plant’ checkbox.  This remains checked to include all the ports that are available within your switch whether they are associated to a dedicated plant record or not.  Uncheck the box to show only the records that are not associated to a dedicated plant record.  To learn more about Dedicated Plant please see Set Facilities – Dedicated Plant.

    • Active or Suspended – defaults to Active indicating you are creating an active set.
    • Class of Service Name – click the drop-down arrow to access a list, and select the set’s class of service.
    • Class of Restriction Name – click the drop-down arrow to access a list, and select the set’s class of restriction.
    • Trouble Restoration Priority – type the trouble restoration priority number, 1 to 99, for the set. When your help desk initiates a trouble ticket on this circuit, CAIRS uses this field to determine the priority, 1 is the most important, while 99 is the least important.
    • Set Misc 1-20 – use these fields for typing in any miscellaneous set information.
  1. At this point, you should save your progress. Within the Actions ribbon group, click the Save

Set Facilities

  1. Within the Facilities\E & S\Accounts pane, click the Facilities tab. There are two sections within the Facilities pane. The top portion allows you to assign a few basic items within Facilities, and the lower half allows you to assign the complete facilities package.
  2. Within the top section, complete the following fields (required fields are marked with an asterisk (*):
    • Assigned Site – populates with the site chosen in the Device Properties pane.
    • Assigned Building * – click the drop-down arrow to access a list, and then select the building name.
    • Alternate Location – type in any alternate location information relating to the set. This field can appear in the 911 interface
    • Directory Building Name – this field auto-populates with the Directory Building Name that appears on the Building Record. The Directory Building name is defined as the common name for the building, for example, the assigned building name is 100 and the directory building name is Post Office. This field is read only.
    • Floor – type the floor number, if applicable.
    • Room – type the room number, if applicable.
    • Jack – type the jack number, if applicable.
    • Dedicated Plant – click the arrow to access a drop-down list, from the list select the type of dedication, it automatically defaults to Not Dedicated. You can change the selection to dedicate with port or dedicated without port. When you choose to dedicate, anytime you move or delete the device, the facilities remain in place and are unavailable to use in other situations.
    • Latitude/Longitude/Elevation – type in the coordinates of where the phone is located. If used this information, will transfer in the 911 interface and display the terminal that is nearest the location of the phone.

These coordinates work in connection with the Nearest Building tab (if you do not see the tab, you will need to change the system setting ‘Show Nearest Building Button in Facilities’ to True).  The buildings with the nearest coordinates will appear in the tab.

  1. Within the lower section, when you click the first line (marked with an asterisk) the site and building name populate with the information you entered in the upper section.
  2. Within the terminal name column, click the drop-down arrow to access a list, and then select the terminal name associated with the building. (If your building has only one terminal associated, this field automatically populates with that terminal name.)
  3. If you do not see, the Connection Name line, click the plus sign (+) next to the site name. The following fields open to allow you to complete adding the facilities, complete the following fields (required fields are marked with an asterisk (*):
    • Connection Name – click the drop-down arrow to access a list, and then select the set’s connection.
    • Path Number – this field auto-populates with the next available path in the terminal. To change this selection, click the drop-down arrow to access a list and then select the set’s path number.
    • Path Usage – click the drop-down arrow to access a list, then, select the path usage type. This is a list that is pre-defined within Facilities and indicates how the path is being used, for example, data, voice, transmit, etc.
    • Out Binding Post or Out Frame Location – these fields auto-populate with number(s) corresponding to the path number. This information is defined within Facilities; each terminal is designed with either a Binding Post or Frame Location. This field is a Read Only field.
    • In Row, Block, Pin – these fields auto-populate within number(s) corresponding to the path number. This information is defined within Facilities; each terminal is designed with either a Binding Post or Frame Location. This is a Read Only field.
  1. At this point it is a good idea to save the information you entered so far, within the Actions ribbon group, click the Save
  2. You can continue to add-in cross connect buildings, terminals, and connection information for the set device by entering in another site, building name, and terminal.
  3. Within the Actions ribbon group, click Save (to save and stay) to continue working with this set, or click Save & Close (to save and exit) to return to the Set Management list.
  4. Although you have created the set and saved it within your database, you have not created the appearance within the switch. To do so, click the Go button within the Run Time ribbon group.

Deleting Set Information

Before deleting a set, you must make sure that no other set is dependent upon the primary button. If another set is dependent, a message box displays with the button number of the dependent telephone number.

It is important to note that when you delete a set that has existing charges whether call, equipment or services need a billing end date.  If you do not indicate a billing end date, CAIRS auto-populates the billing end date with the current date.

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.The Set Management window opens.
  1. Within the Buttons Properties window, select the primary appearance or main listed telephone number for the set. Deleting this button deletes the set from CAIRS.
  2. Within the Actions ribbon group, click the Delete
  3. Once you click Delete, a message box displays verifying that you really want to delete the entire set. Click Yes within the box to continue or No to cancel the operation.
  4. Once you click Yes, the Scripts window opens. Click the plus sign (+) next to the script name and complete the fields. Once the fields are complete, you have the following choices:
    • Schedule – click the schedule field within the top line. Click the drop-down arrow to access a calendar and from the calendar click the date to select, once clicked the date displays in the field (to change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date.) The time (12:00 am) also populates in the box. To change the time, click the hour, minute or am/pm to type the new time. Then click the Continue button.
    • Continue – click the Continue button to delete the Set Device in CAIRS and send the script to the switch to delete it from switch database.
    • Skip – click the Skip button to delete the Set Device in CAIRS but not in the switch. When you click Skip, a message box displays verifying that you really want to skip running the scripts, within the box click Yes to continue or No to return to the Scripts window.
    • Cancel – click the Cancel button to abort the operation.
  1. When you click continue, a Script Progress box displays displaying the progress of the script executing within the switch.

Suspending a Set

Within the Device Properties pane on the Device Details ribbon group, you can suspend a set if your switch type allows for suspending a set. This allows the set to remain in your database and the switch without having to delete and re-add in the future. Within the Device Properties pane, find the Active or Suspended field, within the drop-down list, then select Suspended.

It is important to note that if there is equipment or service charges associated with the set, you need to suspend those as well. The Active or Suspended field only changes the set information within the database and the switch it does not affect billing. There are two ways to suspend the charges associated with the set; first, you can delete the associated equipment and services. If you do delete, you will have to re-add all associated equipment and services when you reactivate the set. Alternatively, you can access the account and suspend the account. This stops all charges from being billed to the account. Keep in mind, that if there are more than one set devices associated with the account, those will also be suspended.

Re-activating a Set

You can activate a set that you have previously set to suspended. Within the Device Properties pane, find the Active or Suspended field, within the drop-down list, and then select Active.

Depending on how you dealt with the equipment and services when you suspended the set, you will need to either re-add the equipment and services. Alternatively, you will need to access the account and change the status to active.

Set Facilities – Dedicated Plant

Dedicated plant allows you to leave connections and paths associations to a room and jack without having a device associated. When you create a device and you add a room and jack, you can make that dedicated.  Dedicated means that the connection and paths associated to the room and jack until you remove them.  Even if you remove the set, the connections stay in place and cannot be used for another assignment until the room and jack are removed.

There are two types of dedicated plant incorporated into CAIRS: Dedicated without Port and Dedicated with Port. The first type, Dedicated without Port, is the one we are all familiar with, this dedication includes room, jack, connections, and paths.

The second type, Dedicated with Port, goes one-step further and includes the port number. This means that the port number is dedicated to the connections, paths, room, and jack. If you have previously selected a port within the device properties, the dedicated plant port overrides your selection.

When you add a new device, by selecting the room and the jack, the Load Dedicated Plant button becomes available and once clicked, automatically loads the complete connectivity.

Loading Dedicated Plant to a Set Device

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify. The Set Management window opens.
  1. Within the Facilities pane, click the Dedicated Plant tab (located in the line between the top and bottom sections).
  2. Within the list, find the correct record; this includes the item number or name, site, building name, floor, room, jack, dedicated plant and port.
  3. There are two ways to add the record to the set:
    • Double-click the record.
    • Click the record to highlight then click the Load Dedicated Plant button in the upper right-hand corner of the pane.

With either procedure the assigned building, floor, room, and jack populate in the top section of the pane.

  1. To view the complete cross connection information, click the View tab.
  2. Within the Actions ribbon group, click Save (to save and stay) to continue working with this set, or click Save & Close (to save and exit) to return to the Set Management list.

Editing Dedicated plant

After you have loaded a dedicated plant connection, you can edit the connection record.

  1. Within the Facilities pane, click the Edit
  2. Within the bottom section, make the necessary changes to the record.
  3. Within the Actions ribbon group, click Save (to save and stay) to continue working with this set, or click Save & Close (to save and exit) to return to the Set Management list.

Making the connection path a dedicated plant

You can designate any connection record that you have created as dedicated plant. All dedicated plant records need to include a room and jack. Once you have your complete cross connection information in place, within the Dedicated Plant column, click the drop-down arrow to access a list, and then select one of the following options:

  • Not Dedicated – this is the default selections, this means that once the device is removed from the database, the connection, path, and port are available to use elsewhere.
  • Dedicated with Port – when selected you are including the port in the dedication
  • Dedicated without Port – when selected you are dedicating the connection, path, room and jack

Within the Actions ribbon group, click Save (to save and stay) to continue working with this set, or click Save & Close (to save and exit) to return to the Set Management list.

Set Facilities – Nearest Building

The Nearest Building tab displays the buildings that are nearest to the coordinates listed in the upper pane of facilities.  This tab displays the buildings that are nearest to the assigned building based on the latitude, longitude and elevation.  Based on distance the buildings that are nearest appear at the top of the list.

The coordinates are useful in the 911 interface.  They will transfer into the file to provide a 911 system with not only the assigned building but also the surrounding buildings.  This is most useful for VoIP phones.

Set Buttons – Telephone Numbers

Add a Telephone Number to a Button

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify. The Set Management window opens.
  1. There are two sections within the Buttons Properties pane, the left section displays a list of the buttons associated with the set, and this includes all buttons types. The right section displays the information associated with the highlighted button.
  2. Within the left-hand section, highlight the button to which the telephone number will be added. Within the right-hand section, a list of links display. Click the Add Number
  3. The pane changes to allow you to add the information relating to the button, complete the following button information (required fields are marked with an asterisk (*)):

! The fields that display within your Button Properties pane may differ from those listed below. The fields displayed are determined the switch selected within the Device Properties pane. Below is a list of the basic information for adding a telephone number to a button.

    • Appearance Type – this field defines the appearance of the telephone number. The field auto-populates with one of the following options:
    • Single – this designates that the telephone number displays on this set once
    • Multiple Primary and Multiple Secondary – these fields work together to describe the telephone listing that displays on the button, if multiple primary is listed, there are two appearances of the same telephone number on the set, the second appearance is listed as multiple secondary. For example, if 2160017 is listed on button 5 and 10, the button listing that was added first is designated Multiple Primary, the other button is designated as Multiple Secondary.
    • Directory Number* – click the field to access the Directory Number Plans table. There are three ways to populate the table:
      • Click the drop-down arrow within the Number Plan field, and then select the plan. Once selected, either click the Next link to have CAIRS automatically select the next number in the sequence or click the Show All button to display a complete list of numbers. Within the list double-click the number, the table closes, and the number displays within the field.
      • Within the Search textbox, type the number or portion of the number and then click the magnifying glass. When the list populates, double-click the number. The table closes, and the number displays within the field.
      • Within the lower pane, click the Click Here link to view all the numbers. When the list populates, double-click the number. The table closes, and the number displays within the field.
    • Trouble Priority – type the trouble restoration priority number, 1 to 99 (1 is the most important, while 99 is the least important), for the set. CAIRS uses this field to determine the priority when you initiate a trouble ticket on this set.
    • Yearly Audit Date – click the field to access a drop-down arrow. Once clicked a calendar displays. From the calendar, select the date to audit the button/set. To change the month and year, click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
    • Install Date – click the field to access a drop-down arrow. Once clicked, a calendar displays. From the calendar, select the date to install the button/set. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
    • Personnel – type the name of the person assigned to the phone.
    • Job Description – type the job description for the person using this set.
    • Official Symbol – type the office symbol.
    • Contact Phone Number – type the contact telephone number for the person using this set.
    • Key Word – type a name or description that allows your operators to perform a quick search on the telephone number. For example, if the telephone number belongs to the Library you would type Library into this field for an easier 411 search.
    • Publishing – click the drop-down arrow to access a list, and then select one of the following publishing options:
    • Published – if selected, this listing displays in any printed or online directory.
    • Non-published – if selected, this listing will not display in any printed or online directory.
    • Classified – if selected, this listing displays in the classified directory only.
    • Temporary – if selected, this displays as a temporary listing.
    • Alternate – if selected, the Alternate Number displaying in the Alt Number field is shown in place of the original number in both the printed and online directories.
    • Alt Number – type the alternate telephone number for the publishing.
    • Directory Misc 1 -10 – use these fields for any miscellaneous directory information.
  1. Within the Actions ribbon group, click Save (to save and stay) to continue working with this set, or click Save & Close (to save and exit) to return to the Set Management list.
  2. Although you have created the set and saved it within your database, you have not created the appearance within the switch. To do so, click the Go button within the Run Time ribbon group.

Delete a Telephone Number from a Button

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify. The Set Management window opens.
  1. There are two sections within the Buttons Properties pane, the left section displays a list of the buttons associated with the set, and this includes all buttons types. The right section displays the information associated with the highlighted button.
  2. Within the left-hand section, highlight the button to delete. Within the right-hand section, a list of links displays. Click the Delete Button link.
  3. A message box displays verifying that you really want to delete the information from the button.

! Be aware that after you click yes on the next step, there is no undo button. Make sure that you really want to delete the information.

  1. Click Yes within the box to continue or No to cancel the operation.
  2. Although you have deleted the appearance off the set and saved it within your database, you have not deleted the appearance within the switch. To do so, click the Go button within the Run Time ribbon group.

Set Buttons – Features

Adding a Feature to a Button

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify. The Set Management window opens.
  1. There are two sections within the Buttons Properties pane, the left section displays a list of the buttons associated with the set, and this includes all buttons types. The right section displays the information associated with the highlighted button.
  2. Within the left-hand section, highlight the button to add a feature onto, within the right-hand section a list of links displays, click the Add Feature
  3. Within the right-hand section, the Features field displays. Double-click the field to open the Switch Features window, within the window the following columns of information define the characteristics of the feature, the information is Read Only:
    • Select – a checkmark in the column indicates that you are adding the feature to the set

! Your CAIRS administrator or switch technician defines the characteristics from each feature available for each switch.

    • Feature Name – displays the common feature name.
    • Manufacturer Feature Name – displays the code used within the switch environment.
    • Switch Type – displays the switch name
    • Category – displays the category assigned to the feature
    • Add Feature Code – displays the information sent to the switch when this feature is added to a set.
    • Delete Feature Code – displays the information sent to the switch when the feature is deleted from a set.
    • Hybrid Digital – (EWSD only) a checkmark is field indicates that this feature is a hybrid digital
    • Add Sort Order –this field displays an add position for the feature.
    • Delete Sort Order –this field displays the delete position for the feature.
  1. Within the Select column, click the box to insert a checkmark to add the feature to the set.
  2. If you do not readily find your feature, you can search for a feature by typing in the name or portion of the name within the Search Parameter field and then clicking the magnifying glass.
  3. Once the feature displays, click in the select column to insert a checkmark. Click the Ok button to close the Switch Features window. The Add Features Prompts pop-up opens. Within the pop-up, complete any required values, if necessary.

! Save Values as Defaults – The Save Values as Defaults checkbox is designed to make the process of adding a feature to a phone easier. Often time, the values that you complete are the same for each feature that you add to a set. When you place a checkmark in the box, CAIRS saves the values for all fields, so the next time you add a feature the values populate automatically.

! Alternatively, you can have a little more control and use the button. When you click the button, the fields that are completed save as your default, so the next time the field is in the list, the values populate automatically. Any field that is left blank, are defaulted to blank and require the user to enter in the information.

  1. Within the Add Feature Prompts pop-up, click the Continue button to finish adding the feature or click the Cancel.  The feature name populates in the field and on the button within the Device Properties pane.
  2. Within the Actions ribbon group, click Save (to save and stay) to continue working with this set, or click Save & Close (to save and exit) to return to the Set Management list.
  3. Although you have added the feature to the set and saved it within your database, you have not created the appearance within the switch. To do so, click the Go button within the Run Time ribbon group.

Delete a Feature from a Button

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify. The Set Management window opens.
  1. Within the Buttons Properties windows, select the button to delete.
  2. Within the bottom portion of the pane, click the Delete Button
  3. A message box displays verifying that you really want to delete the information from the button. Click Yes within the box to continue or No to cancel the operation.
  4. The Delete Feature Prompts pop-up opens, within the pop-up, complete any required values, if necessary. Click the Continue button to finish deleting the feature or click the Cancel

! Save Values as Defaults – The Save Values as Defaults checkbox is designed to make the process of adding a feature to a phone easier. Often time, the values that you complete are the same for each feature that you add to a set. When you place a checkmark in the box, CAIRS saves the values for all fields, so the next time you add a feature the values populate automatically.

Alternatively, you can have a little more control and use the button. When you click the button, the fields that are completed save as your default, so the next time the field is in the list, the values populate automatically. Any field that is left blank, are defaulted to blank and require the user to enter in the information.

  1. Although you have deleted the appearance off the set and saved it within your database, you have not deleted the appearance within the switch. To do so, click the Go button within the Run Time ribbon group.

Account Management

The new account management option is available in version 14.

The Account Management tab displays the different account numbers that are associated to the set.  Each account number can be responsible for different charges.

At the top of the pane is a dropdown box, this box allows you to select the different buttons appearances on the set.  The pane will change to display the appropriate account information.

There are 3 different types of charges you can associated to the set; one-time, recurring and call charges.  For each charge type, you can associate a different account.  This allows you to have up to 3 different accounts associated to the set.

Account Management

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.
  2. The Set Management window opens.
  3. Within the lower portion of the Device Properties/Account Management pane is the Account Management tab. If you are not already on the Account Management tab, click on the tab.  The pane changes to display the accounts related to the different charge types for the set.
  4. At the top of the pane is a Number dropdown list, click on the arrow to access a list of the telephone numbers of the set. From the list, select the number that you want to associate an account, the list will default to the primary telephone number.

! Default from Primary Number – If you place a checkmark in the box, all charges relating to any telephone number of the set will automatically be associated to the account related to the primary telephone number.

Include Inactive Accounts – this defaults to remain unchecked meaning that you are only going to see accounts that are active or that have a Billing End Date that has not occurred yet.  If you check the box, all the accounts will appear within the list whether they have active charges or billed charges.

  1. Click the row marked with the asterisk to enter in a new account number for the equipment and services. Complete the following fields, required fields are marked with an asterisk (*):
    • Charge Type* – click the drop-down arrow to access a list, then select one of the following choices:
    • All Charges – bills the account for all charges
    • Recurring Charges – bills the account for only recurring charges
    • One-time Charges – bills the account for only one- time charges
    • Call Charges – bills the account for charges related to call
    • Site* – once you click any of the drop-down lists, the site name auto-populates with the site selected on the General-Set Device window.
    • Subscriber Name – click on the drop-down arrow to access a list, and from the list select the appropriate subscriber
    • Organization – if you have selected an account number associated to an organization, that organization name populates within the field. This is a read only field.
    • Account Number* – click the drop-down arrow to access a list of the account numbers and their associated organizations. If an account number is associated to multiple organizations, the account number appears in the list multiple times, for example if account number 2424 is associated to three different organizations, there are three appearances of the account number within the drop-down. Each account number references the different organization name.

From the list, select the account number and organization responsible for the charges.

! When you create an account number, you can assign it to an organization or to a subscriber; this designates the account as official or unofficial. If you select an account with an organization, it is most likely an Official Account. If you select an account where the organization is blank, it is most likely an Unofficial account and associated to a subscriber.

    • Billing Start Date* – click the drop-down arrow to access a calendar, from the calendar select the date to start the billing. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.
    • Billing End Date – click the drop-down arrow to access a calendar, from the calendar select the date to stop the billing for the equipment or service. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  1. Within the Actions ribbon group, click Save (to save and stay) to continue working with the set, or click Save & Close (to save and exit) to return to the Set Management list.

Deleting an Account Number from a Set

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.
  2. The Set Management window opens.
  3. Within the lower portion of the Device Properties/Account Management pane is the Account Management tab. If you are not already on the Account Management tab, click on the tab.  The pane changes to display the accounts related to the different charge types for the set.
  4. At the top of the pane is a Number dropdown list, click on the arrow to access a list of the telephone numbers of the set, from the list select the telephone to modify. The pane changes to display the account number associated to the telephone number.

! Delete Date When you are deleting an account you can manually set the Delete Date or Billing End Date.  This allows you to set the end date in the future or past.  If you do not fill out the billing end date, cairs will automatically stop the billing the date you delete the account from the set.

  1. Within the list, right click on the selector box next to the charge type, a small popup menu opens, within the box click Delete.
  2. Once you click Delete, a message box appears verifying that you really want to delete the account. Click Yes within the box to continue or No to cancel the operation.
  3. Within the Actions ribbon group, click Save (to save and stay) to continue working with the set, or click Save & Close (to save and exit).

Equipment & Services

Each set can have multiple pieces of equipment or services associated to it.  Since adding, modifying, deleting and viewing equipment and services is the same throughout CAIRS, we have consolidated the process into one section of the manual.  Please see Common Elements – Equipment & Services to learn how to more.

It is important to remember that if you are billing for any equipment or services that you also associate an account number for the related charges.

Calls

To view the calls associated to the set, click the Calls button within the Show ribbon group. Depending on the amount of calls associated to the set, the list may not populate right away. To populate the list, complete one of the following:

  • Within the search box, type any portion of a call record (Date Called, Call Type, etc.) then click the magnifying glass.
  • Click the Show All

The window displays the following call information:

  • Call Type – call type name.
  • Total Calls – the total number of calls made.
  • Total Cost – the total cost of calls.
  • Total Call Duration – the total duration of calls in minutes.

At the bottom of the list, are call charge totals. To view the details for each call type, click the plus sign (+) next to the call type name, to return to the default view, click the minus sign (-) next to the call type name.

You can export or print the call data by clicking on the Sharing tab at the top of the screen. There are 4 export formats:

  • PDF – you can export the total report (expanded bands only or primary band) to a PDF file. Once selected the PDF file generates to your screen, you can save the file to any location.
  • Excel – you can export the total report (expanded bands only or primary band) to an Excel spreadsheet. Once selected, Excel opens with your report, you can save the file to any location.
  • Print – you can send the entire report (expanded bands only or primary band) to a printer. Once selected the Print box displays allowing you to choose your printing options.
  • Text – you can export the total report (expanded bands only or primary bands) to a tab delimited text file. Once selected, the Select the location to save the Tab-delimited Text File box opens. Browse to the location, type the file name within the text box and click the Save button.

Appearances

This section allows you to view and designate a directory number as a primary listing. This button works in conjunction with the Button Properties pane on the Device Details screen. When you highlight a button within the Button Properties pane, the information within the Appearance screen changes to reflect the appearance of the highlighted number and the primary button.

Viewing Appearances

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management, > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to view.
  2. Within the Show ribbon group, click the upper half of the Appearances
  3. The screen changes to display the following Read Only information:
    • Primary Number
    • Port
    • Button Number
    • Button Type
    • Directory Number
    • Is Primary Appearance

Assigning an Appearance as a Primary Number

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to view.
  2. Within the Show ribbon group, click the upper half of the Appearances
  3. The list of appearances populates. Highlight the telephone number to display as the primary listing.
  4. Within the Show ribbon group, click the lower half of the Appearances button to access a drop-down list. From the list, select Set Selected as Primary.
  5. A checkmark now displays in the Is Primary Appearance column for the selected number.
  6. Within the Actions ribbon group, click Save (to save and stay) to continue working with the set device, or click Save & Close (to save and exit) to return to the Set Management list.

Show Related Orders and Troubles

Within this button, you can view the open or complete work orders or troubles relating to the set.

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management and then Configured Sets.
  3. Before the Configured Set list populates, you must either:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets lists opens to the right, displaying all existing sets. Double-click the set to view.
  2. Within the Show ribbon group, click on the Show Related Orders and Troubles button.
  3. A list of all associated work order and trouble tickets appear within the pane. The following information is displayed:
    • Work Order Number
    • Work Flow Name
    • Org Name
    • Site Name
    • Work Order Desc
    • Open Date
    • Current Status
  1. By double clicking on the work order number, the work order opens allowing you to view the complete detailed information. Click on the x in the upper right hand corner to close the work order and return to the set.

WOPR Script History

Viewing Script History of a Configured Set

When a set is added, modified, or deleted, CAIRS sends scripts to the switch making those changes display within the switch environment. Once the script is finished, you can view the details for the completed actions.

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to view. The Set Management window opens.
  2. Within the Launch ribbon group, click the WOPR Script History
  3. The Configured Set Script History opens and all scripts run on the set display within this list. Pay close attention to the status column to know what scripts complete successfully or unsuccessfully.
  4. Click the plus sign (+) next to the order number to view a complete list of the values sent with the script.

Multiple Listings

You can use Multiple Listings to track the subscribers assigned to a single telephone number. You must first create the set device and then you can add the multiple subscribers to the listing. This is helpful in the event that you want to publish a directory, when printed; each subscriber has the same telephone number listed.

Viewing Multiple Listings

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to view.
  2. The Set Management window opens.
  3. Within the Launch ribbon group, click the Multiple Listings
  4. The screen changes to display all the Subscriber and/or Job Descriptions associated with the set device. The screen also indicates whether the publishing status of the listing whether published, non-published, classified, temporary, or alternate.

Adding a Multiple Listing

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to view. The Set Management window opens.
  1. Within the Launch ribbon group, click the Multiple Listings
  2. Click the row marked with an asterisk (*), to add new items and complete the following information (required fields are marked with an asterisk (*):
    • Subscriber Name – click the drop-down arrow to access a list, and then select the subscriber name.
    • Job Description – type the job description.
    • Published* – click the drop-down arrow to access a list from the list select the publishing option:
    • Published – if selected, this listing displays in any printed or online directory.
    • Non-published – if selected this listing does not displays in any printed or online directory.
    • Classified – if selected this listing displays in only the classified directory.
    • Temporary – if selected this displays as a temporary listing.
    • Alternate – if selected, the Alternate Number displaying in the Alt Number field is shown in place of the original number in both printed and online directories.
    • Room – type the room number.
  1. Within the Actions ribbon group, click Save (to save and stay) to continue working with the set, or click Save & Close (to save and exit) to return to the Set Management list.

Deleting a Multiple Listing

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to view. The Set Management window opens.
  2. Within the Launch ribbon group, click the Multiple Listings
  3. Within the Multiple Listings list, right-click the selector box next to the subscriber name, a small pop-up menu opens, within the box click Delete.
  4. Once you click Delete, a message box displays verifying that you really want to delete the listing. Click Yes within the box to continue or No to cancel the operation.
  5. Once selected, CAIRS draws a line through the item allowing you to delete multiple items at once.
  6. If you do not want to delete a listing, right-click the record to access a pop-up menu, from the pop-up, click Undelete.
  7. Once you select Undelete, a message box displays verifying that you really want to keep the record. Click Yes within the box to continue or No to cancel the operation.
  8. Within the Actions ribbon group, click Save (to save and stay) to continue working with the set device, or click Save & Close (to save and exit) to return to the Set Management list.

Convert

This ribbon group displays when the set and switch support Multiline Hunt Groups.  We currently support Multiline Hunt Groups on the EWSD, SL100 and CS2100 switch types.

To learn more about adding a Multiline Hunt Group and Hunt Group Members please see the complete section on Multiline Hunt Groups.

Set Device Notes

Please see Common Elements à Notes to learn more.

Set Device File Attachments

Please see Common Elements à File Attachments to learn more.

Switch Communications

There are two parts to every Add, Move, or Change that you make to a set. The first part is to make the Add, Move, or Change and save it to the CAIRS database. The second part is to communicate the Add, Move, or Change to the switch database.

When Unique representative’s setup your CAIRS database, they also setup a set of scripts. A script sends the necessary information from the CAIRS database to the switch database. After you save the information into your CAIRS database, click the Go button within the Run Time ribbon group. A small pop-up window opens; within the window is a list of scripts. By clicking the plus sign (+) next to the script name, you can view the additional values required before the script can be sent to the switch. A value represents information that the switch needs to properly add, move, or change the information within the switch database.

Although most of the values auto-populate from the information you entered within the Set Device window, you may be required to enter a value, simply click the field, and type the necessary information. Once all the required fields are completed, you have four choices for sending the scripts to the switch:

  1. Schedule – click the schedule field within the top line. Click the drop-down arrow to access a calendar and from the calendar click the date to select, once clicked the date displays in the field (to change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date.) The time (12:00 am) also populates in the box. To change the time, click the hour, minute or am/pm to type the new time. Then click the Continue button.
  2. Continue – click the Continue button to send the script to the switch.
  3. Skip – click the Skip button to make the changes within the CAIRS database but not in the switch.
  4. Cancel – click the Cancel button to abort the operation.

Sending Information to the Switch

  1. Click Configured Items.
  2. In the Navigation pane, click Set Management and then Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.  The Set Management window opens.
  1. Within the Run Time ribbon group, click the Go.  The Scripts window opens displaying the list of switch scripts that commit the information to the switch.
  1. Click the plus sign (+) next to the script name to view a list of parameters and values that are required for the script to run successfully, complete all parameters (fields marked with an asterisk (*) are required).
  2. Once all the required fields are completed, you have four choices:
    • Run Unattended – click this button to have WOPR run your scripts when it is available, your request will be run in the order it was received.
    • Continue – click the Continue button to send the script to the switch.
    • Skip – click the Skip button to make the changes within the CAIRS database but not in the switch. When you click Skip, a message box displays verifying that you really want to skip running the scripts, within the box click Yes to continue or No to return to the Scripts window.
    • Cancel – click the Cancel button to abort the operation.
  1. After you click your selection, the window closes. To view whether a script was completed, click the WOPR Script History button. Pay close attention to the Status column to verify that your script ran successfully.
  2. If the script failed, a message displays in the Error Message column.

Scheduling Switch Communications

You can schedule your scripts to run at any time. To do so, complete the following steps:

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management >Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing sets. Double-click the set to modify.  The Set Management window opens.
  1. Within the Run Time ribbon group, click the Go. The Scripts window opens, displaying the list of switch scripts that commit the information to the switch.
  1. Click the plus sign (+) next to the script name to view a list of parameters and values that are required for the script to run successfully, complete all parameters (required fields are marked with an asterisk (*).
  2. Click the schedule field within the top line, click the drop-down arrow to access a calendar and from the calendar click the date to select, once clicked the date displays in the field (to change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date.) The time (12:00 am) also populates in the box. To change the time, click the hour, minute or am/pm to type the new time. The date and time display in the Schedule field.
  1. Click the Continue Just below the ribbon is a yellow status line. The line displays a message if the set has any scripts pending submission to the switch.   When the scheduled date and time occur the scripts run automatically.
  2. To view whether a script was completed, click the WOPR Script History Pay close attention to the Status column to verify that your script ran successfully. If the script failed, a message displays in the Error Message column.

Viewing Set Information

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > Configured Sets.
  3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:
    • Within the search box, type any portion of the record and then click the magnifying glass.
    • Click the Show All
  1. The Configured Sets list opens, displaying all existing Configured Sets.
  2. Use the Views pane to sort the Configured Sets list. The following views are available:
    • Basic Lookup – this is the default view, the list provides only the directory number and the port number. The view was designed to load set data quicker on slower networks.
    • Simple List – the list provides basic set information such as building name, primary number, site, etc.
    • Detailed List – this is provides several columns of information for each set such as, organization, class of service, port, connectivity, etc.
    • Configured Set – displays a few basic set details plus all 20 set miscellaneous fields
    • Configured Set Switch – displays the switch, button number, button type and a few switch specific fields such as COS, COR, display name, etc.
    • Configured Line Multiples – displays the multiple appearances of each primary number
    • Call Pickup Group – displays the directory number plus the call pickup name, call pickup description and CPU options.
    • Configured Set Switch Hunt Group – provides a list of hunt groups for each switch
    • Deleted Set History – provides a list of the sets that have been deleted from your database
    • Suspended Numbers – provides a list of sets that are currently suspended within your database
    • Configured Base Set – provides a list of the sets that are incomplete or those sets that do not have a primary button.
    • Custom View – this selection allows you to create a custom view by dragging and dropping column headers to create a line display.
    • Miscellaneous List – this list is a duplicate of the Simple List with the Set Misc fields added.
  1. To select a different view, click the option button next to the selection. There are two ways to populate the list:
    • Within the search box, type any portion of a record and then click the magnifying glass.
    • Click the Show All
  1. If available, click the plus sign (+) next to the group to view the individual records.
  2. Double-click the record to view the Set Management window.