AS5300 Sets

AS5300 Sets

A few things need to be setup within CAIRS before you can view your complete inventory of AS5300 sets. First, you must create the switch with an SMA connection in switches.  To learn more about creating a switch, please see the Switches chapter.

Next, you will need to perform a switch sync.  The sync pulls all the telephone information from your switch to populate CAIRS.  Once the sync is complete you will be able to view your complete AS5300 phone inventory and the related data.

Once you have the switch created and the sync done, you can start to perform adds, moves and changes for all your AS5300 sets.

Performing a Sync

Before you can start to perform any actions on your AS5300 phones, you will need to perform a sync.  The sync duplicates the data you have in your AS5300 switch into the CAIRS database.

  1. Click Configured Items.
  2. In the Navigation pane, select AS5300 Phones
  3. Within the Actions pane, click on the ‘Resync from Switch’ link
  4. A box with the sync progress will open in the lower right-hand corner of your screen. Once the sync is complete, the box will close and your inventory will populate with the list.
  5. Don’t worry you can sync multiple times without losing any of the data that you have entered into CAIRS.

Set Data

Depending on your access rights to the switch, you may be able to load the information directly from the switch each time you access the set.  However, if your access rights are restricted a sync can be performed and the data will be placed in a cache.  This allows you to view that data without making changes.  However, in some situations you may be able to connect to the switch and make changes.  There are two buttons with the Set Data ribbon group that allow you to load data and possibly make changes.

  • Load Live Data – click on this button to connect to the switch and load the set information. You will be able to edit the information once loaded
  • Load Cached Data – click on this button to load the set information from the cached data. The only fields that you will be able to edit are field specific to CAIRS. All switch related fields are read only.

**Within each switch there is a data caching setting.  If you cannot see live data, please contact your CAIRS administrator.

Understanding the AS5300 Window

When you access a AS5300 set, it is a little different then a set device in Set Management.  There are three panes of information: AS5300 Device Information, AS5300 Switch Data and Connectivity.

AS5300 Device Information

This pane displays the information that resides in the CAIRS database.  You will see the switch name, domain and phone type.

AS5300 Switch Data

This pane displays the switch data relating to the set.  There are three panes of sections of information; User/Directory Information, Personal Information and Other Information.

Connectivity

This pane allows you to associated connectivity with the set.  As well as, accounts, equipment and services.  As you click on the different tabs, the name of the pane changes.  The default is to display the Connectivity of the set.

Configuring a New AS5300 Phone

  1. Click Configured Items.
  2. In the Navigation pane, select AS5300 Phones
  3. There are two ways you can start to add a phone, with either option the General – AS5300 Phone window opens:
    • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New, then select AS5300 Phone.
    • Within the Actions pane, click Add New AS5300 Phone
  1. In the Information from CAIRS pane, complete the following fields, required fields are marked with an asterisk (*):
    • Switch Name * – click on the dropdown arrow to access a list of the switched created in your database, from the list select the switch to add the phone to
    • Domain * – click on the dropdown arrow to access a list of the domains associated with your AS5300. The domains that appear in this list are populated when you perform the sync with the switch.
    • Type * – click on the dropdown arrow to access a list of the phone types associated with your AS5300. The types within this list come directly from the types created in your AS5300, this list populates when you perform the switch sync.
    • AS5300 Port – type in the port number for the set
    • AS5300 Call Pickup Group – type in the call pickup group for the set
    • AS5300 Misc 1-5 – use these fields to enter in any additional information you would like to track regarding the set.
    • 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.
    • 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.
    • Publishing * – this field defaults to published meaning the phone number will appear as a listing in the printed and online directory. To change the listing, click the drop-down arrow to access a list, and then select one of the following publishing options:
      • 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 – DO NOT USE, there is no Alternate Telephone number available for a AS5300 set.
  1. Once you have the above fields completed the AS5300 Switch Data pane becomes available. There are several sections within this pane, you will need to complete all the required fields before you can save the set.  All required fields are marked with an asterisk (*), depending on the set type the requirements may change:
    • User Name/Directory Number – type in the user name or directory name related to the set
    • Password & Confirm Password * – type in the password associated to the set, you will have to enter it twice for confirmation
    • Service Set – click on the dropdown arrow to access a list of the service sets from the list select the service. A service set is a group of services available to a user.  These are determined by the administrator of you AS5300
    • First Name *
    • Last Name *
    • Email Address
    • Business Phone
    • Home Phone
    • Cell Phone
    • Pager
    • Fax
    • Status * – this field defaults to Active, to change the set to inactive, click the dropdown arrow to access a list, from the list select Inactive
    • Time Zone * – this field default to the Eastern Time Zone, click the dropdown arrow to access a list, from the list select you time zone. This list is in alphabetical order so you may have to scroll to find your time zone.
    • Locale * – this field defaults to English, to change the language associated to the set click on the dropdown arrow to access a list from the list select the appropriate language.
  1. Once you have completed the information within this pane, it is a good idea to Save the information you have entered. Within the Action ribbon group, click on the Save button.

Set Connectivity

  1. Click Configured Items.
  2. In the Navigation pane, select AS5300 Phones
  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. Within the list, double click on the AS5300 phone to access its detailed information.
  2. Within the Connectivity pane you can assign the facilities associated to the set. 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.
  3. Within the top section, complete the following fields (required fields are marked with an asterisk (*):
    • Assigned Site – click the drop-down arrow to access a list, from the list select the assigned site.
    • 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 within 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

Account Management

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.

Adding an account number

  1. Click Configured Items.
  2. In the Navigation pane, select AS5300 Phones
  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. Within the list, double click on the phone to access its detailed information.
  2. Within the lower portion of the Connectivity 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.
  3. 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 AS5300 Phones
  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. Within the list, double click on the phone to access its detailed information.
  2. Within the lower portion of the Connectivity 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.
  3. 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

Please see Common Elements – Equipment & Services to learn more.

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 AS5300 Phones
  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. Within the list, double click on the phone to access its detailed information.
  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 phone.

Calls

To view the calls associated to the phone, click the Calls button within the Show ribbon group. Depending on the amount of calls associated to the phone, 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.

File Attachments

Please see Common Elements à File Attachments to learn more.

Deleting an AS5300 Phone

It is important to note that when you delete a phone that has existing charges whether call, equipment or services, those 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, select AS5300 Phones
  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. Once the list populates, click on the phone you want to delete and perform one of the following options:
    • Within the Actions pane, click on the ‘Delete AS5300 Phone’ link
    • Double click on the record to open the device details window, within the Actions ribbon group, click the Delete
  1. Once you click Delete, a message box displays verifying that you really want to delete the phone. Click Yes within the box to continue or No to cancel the operation

Viewing AS5300 Set Information

  1. Click Configured Items.
  2. In the Navigation pane, select Set Management > AS5300 Phones.
  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 AS5300 Phone list opens, displaying all existing sets.
  2. Use the Views pane to sort the Configured Sets list. The following views are available:
    • Simple View
    • Accounting View
    • Connectivity View
    • Equipment and Services View
  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 AS5300 window.