Assigning unassigned extensions in bulk

Last Updated : Feb 21, 2024 |

About this task

Assign up to 5000 unassigned extensions to new users simultaneously. When bulk-assigning unassigned extensions, you must first download a template in .xlsx or .xls formats from Avaya Cloud Office Service Web. Then, complete the required fields following the instructions and upload the template back to Avaya Cloud Office Service Web.

You can customize the template to fit your organizational needs before downloading it. If you do not add the optional Roles column to your template, Avaya Cloud Office Service Web assigns users the default role, which is the Standard (International) role.

Before you begin

Ensure that you have emergency response locations set up for your company locations from Phone System > Emergency Calling > Company Emergency Response Locations.

Procedure

  1. From the Admin Portal homepage, click Users > User List > Unassigned Extensions.
  2. On the Unassigned Extensions page, click Bulk Enable Extensions.
  3. On the Bulk enable extensions window, click Download template.
  4. On the Customize template window, from the Emergency Response Location list, select the location or locations to include in the template.
  5. Optional If you have multiple sites, select the site or sites to include in the template.
  6. Optional If you have cost centers, select the cost center or cost centers to include in the template.
  7. Optional Customize the optional columns.
  8. At the bottom of the Customize template window, select the template format.
  9. Click Download.

    • Your browser starts downloading the Bulk Enable Extensions template.

    • Avaya Cloud Office Service Web redirects you to the Bulk enable extensions window.

  10. Open the Bulk Enable Extensions template and complete the Enable_Unassigned_Extensions sheet, following the instructions on the Instructions sheet.
  11. Save your changes on the template.
  12. Return to the Bulk enable extensions window and upload your template with one of the following methods:

    • Drag and drop your file to the highlighted area.

    • Click Upload file and select the template.

  13. Click Next.

    Avaya Cloud Office Service Web displays the Setup options window.

  14. Optional To allow users to have multiple accounts with the same email address, under Will you require to have unique emails?, select No.

    This option is available only when activating by assigning credentials or activating later.

  15. Select one of the following options for activating the users:

    • Send invite: Send a welcome email to the user or users with an activation link.

    • Activate by assigning credentials: Assign credentials to the user or users. You must create a password, a PIN, and a security question with an answer for the user. Users do not receive a welcome email.

    • Activate later: Set up users now, but activate them later. Users do not receive a welcome email.

  16. Optional To send the upload report to recipients other than the default Super Admin, in the Additional recipients field, enter the emails.

    Separate the emails by a comma or a semicolon when adding multiple recipients.

  17. Click Save.
Related information
Adding an emergency response location