Avaya Activity Reporter Client Version User Manual

> ACTIVITY REPORTER

Client Version

Users Guide

NN40010-112

tailored for Nortel may be found at http://www.telecost.com/nortel.

> ACTIVITY REPORTER Page 1

The information in this document is subject to change without notice. The statements, configurations, technical data, and recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty. Users must take full responsibility for their applications of any products specified in this document. The information in this document is proprietary to Nortel Networks.

Developers

Activity Reporter Basic & Activity Reporter are developed for Nortel by:

Resource Software International Ltd. (RSI).

40 King Street West, Suite 300, Oshawa, Ontario. L1H 1A4 Phone: 905-576-4575 Fax: 905-576-4705 Email: rsi@telecost.com

Visit www.telecost.com/nortel to preview the complete portfolio of RSI Nortel Compatible Products.

Trademarks

Nortel, the Nortel logo, and the Globemark are trademarks of Nortel Networks.

Microsoft, MS, MS-DOS, Windows, Windows NT, Windows XP and Windows Vista are registered trademarks of Microsoft Corporation.

Java is a trademark of Sun Microsystems Incorporated.

All other trademarks and registered trademarks are the property of their respective owners.

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TABLE OF CONTENTS

LIST OF FIGURES ...................................................................................................................................4

CHANGE HISTORY .................................................................................................................................6

HOW TO USE THIS GUIDE .....................................................................................................................7

Introduction ............................................................................................................................................7

How this guide is organized ...................................................................................................................7

INTRODUCTION ......................................................................................................................................8

Web-Based User Interface.....................................................................................................................8

Language Support..................................................................................................................................8

Administrators and Users.......................................................................................................................8

Historical Database ................................................................................................................................9

System Software ....................................................................................................................................9

PC Requirements.................................................................................................................................10

Recommended Minimum PC Specification .......................................................................................10

Connectivity..........................................................................................................................................10

STARTING ACTIVITY REPORTER .......................................................................................................11

MANAGING ACTIVITY REPORTER ACCOUNTS ................................................................................15

Adding an Account ...............................................................................................................................16

Deleting an Account .............................................................................................................................18

Modifying an Account...........................................................................................................................19

MANAGING THE DEPARTMENTS - PERSONNEL DATABASE.........................................................20

Adding Personnel Information..............................................................................................................21

Deleting Personnel Information............................................................................................................23

Modifying Personnel Information..........................................................................................................24

Importing Personnel Information ..........................................................................................................26

MANAGING THE LINE NUMBERS DATABASE ..................................................................................28

Adding Lines Information .....................................................................................................................29

Deleting Lines Information ...................................................................................................................30

Modifying Line Information ...................................................................................................................31

VIEWING BCM TELEPHONY METRICS ...............................................................................................32

Selecting a Database View ..................................................................................................................32

Searching a Database View.................................................................................................................34

Creating/Modifying a Customized Database View ...............................................................................37

Adding a Filter Item ...........................................................................................................................41

Deleting a Filter Item .........................................................................................................................43

Modifying a Filter Item .......................................................................................................................44

Changing the Filter List Order ...........................................................................................................45

Filter Lists and Descriptions ..............................................................................................................46

Deleting a Database View....................................................................................................................48

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REPORTS ..............................................................................................................................................50

Selecting a Report................................................................................................................................50

Detail Reports....................................................................................................................................51

Summary Reports..............................................................................................................................51

CDR Reports........................................................................................................................................52

Detail Reports....................................................................................................................................52

Summary Reports..............................................................................................................................52

Custom Call Routing Reports...............................................................................................................53

Detail Reports....................................................................................................................................53

Summary Reports..............................................................................................................................53

Hunt Group Reports .............................................................................................................................53

Detail Reports....................................................................................................................................53

Summary Reports..............................................................................................................................54

Voice Mail Reports ...............................................................................................................................54

Detail Reports....................................................................................................................................54

Summary Reports..............................................................................................................................54

Generating a Report.............................................................................................................................55

Creating/Modifying a Report Template.................................................................................................61

Customizing Report Headers ...............................................................................................................65

Report Repository ................................................................................................................................66

Viewing a Report ...............................................................................................................................66

Deleting a Report...............................................................................................................................68

USING THE TASK SCHEDULER ..........................................................................................................69

Creating/Modifying a Scheduled New Task .........................................................................................70

Deleting a Scheduled Task ..................................................................................................................73

Modifying a Scheduled Task’s Email Options ......................................................................................75

Adding an Email Option.....................................................................................................................76

Deleting an Email Option...................................................................................................................77

Email Configuration ...........................................................................................................................78

Viewing a Scheduled Task’s Status .....................................................................................................81

DATABASE MAINTENANCE TOOLS ...................................................................................................83

Purge Data ...........................................................................................................................................84

Backup Database.................................................................................................................................86

Restore Database ................................................................................................................................87

Clear System........................................................................................................................................89

SYSTEM LOG FILES .............................................................................................................................91

Main Log ..............................................................................................................................................91

SMDR Log............................................................................................................................................91

Web Log...............................................................................................................................................91

Connectivity Log...................................................................................................................................91

Reports Log..........................................................................................................................................91

CHANGING YOUR PASSWORD...........................................................................................................92

ACCESSING THE ON-LINE HELP ........................................................................................................93

REFERENCES .......................................................................................................................................94

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List of Figures

Figure 1: Login Page ...................................................................................................... 12

Figure 2: Home Page...................................................................................................... 14

Figure 3: Security Accounts Page................................................................................... 15

Figure 4: Adding Account Page ...................................................................................... 16

Figure 5: Deleting an Account......................................................................................... 18

Figure 6: Modify an Account ........................................................................................... 19

Figure 7: Adding a Department....................................................................................... 21

Figure 8: Adding Personnel to a Department.................................................................. 22

Figure 9: Deleting Personnel from a Department ........................................................... 23

Figure 10: Modifying Department Personnel Information ............................................... 24

Figure 11: Importing Personnel Information.................................................................... 26

Figure 12: Line Numbers Database Page....................................................................... 28

Figure 13: Adding Line Information................................................................................. 29

Figure 14: Deleting Line Information............................................................................... 30

Figure 15: Modifying Line Information............................................................................. 31

Figure 16: View List Page............................................................................................... 32

Figure 17: Call Detail Records Views ............................................................................. 33

Figure 18: Call Detail View.............................................................................................. 33

Figure 19: Date Picker Dialog Box.................................................................................. 35

Figure 20: Select Users Dialog Box................................................................................ 35

Figure 21: Template Design Button ................................................................................ 37

Figure 22: Template Design Dialog ................................................................................ 38

Figure 23: Template Name & Description Dialog............................................................ 39

Figure 24: Template Filter List ........................................................................................ 40

Figure 25: Adding a Filter ............................................................................................... 41

Figure 26: Duration Limits Dialog Box ............................................................................ 42

Figure 27: Template Filter List ........................................................................................ 42

Figure 28: Delete Filter Item ........................................................................................... 43

Figure 29: Editing a Filter Value...................................................................................... 44

Figure 30: Changing the Filter List Order........................................................................ 45

Figure 31: Template Design Button ................................................................................ 48

Figure 32: Deleting a Template....................................................................................... 49

Figure 33: Report Group Menu....................................................................................... 50

Figure 34: Call Detail Report Menu................................................................................. 51

Figure 35: Call Detail Report Menu................................................................................. 55

Figure 36: Extension Detail Report Parameters ............................................................. 56

Figure 37: Extension Detail Report Filter Parameters .................................................... 57

Figure 38: Call Type Properties Dialog Box.................................................................... 58

Figure 39: Extension Detail Report Parameters ............................................................. 58

Figure 40: Report Format Settings.................................................................................. 59

Figure 41: Report View Mode Settings ........................................................................... 59

Figure 42: Extension Detail Sample Report.................................................................... 59

Figure 43: Report Configure Template Button................................................................ 61

Figure 44: Template Design Dialog ................................................................................ 62

Figure 45: Template View Name & Description Dialog................................................... 63

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Figure 46: Template View Filter List ............................................................................... 64

Figure 47: Report Header Sample.................................................................................. 65

Figure 48: Common Settings Page................................................................................. 65

Figure 49: Report Repository Page ................................................................................ 66

Figure 50: Quota Settings Dialog Box............................................................................. 67

Figure 51: Report Repository Page ................................................................................ 68

Figure 52: Task Scheduler Page .................................................................................... 69

Figure 53: Adding a New Task........................................................................................ 70

Figure 54: Task Scheduler Report Definition Dialog Box................................................ 71

Figure 55: Schedule Date / Time Dialog Box.................................................................. 72

Figure 56: Save Activity Reporter Scheduled Task ........................................................ 73

Figure 57: Deleting a Task from the Scheduler .............................................................. 74

Figure 58: Scheduled Task Email Options...................................................................... 75

Figure 59: Adding an Email Option to a Task ................................................................. 76

Figure 60: Deleting a Task E-mail Option(s)................................................................... 77

Figure 61: Configure EMail Settings ............................................................................... 78

Figure 62: SMTP Auth Settings ...................................................................................... 79

Figure 63: Scheduled Task Email Options...................................................................... 81

Figure 64: Purge Data Page ........................................................................................... 84

Figure 65: Purge Data Date Picker Dialog Box............................................................... 84

Figure 66: Database Backup Page................................................................................. 86

Figure 67: Database Backup Page................................................................................. 87

Figure 68: Clear System Page........................................................................................ 89

Figure 69: Change Account Password Page.................................................................. 92

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Change History

May 2007

1. New release for GA.

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How to Use this Guide

Introduction

This guide is designed to allow Activity Reporter users to operate Activity Reporter for BCM 50 Release

3. Activity Reporter must be installed and configured prior to using this guide. For information on how to install and configure this software please consult the Activity Reporter Installation & Startup Guide.

How this guide is organized

The Activity Reporter User Guide is organized as follows:

How to Use this Document

Introduction

Starting Activity Reporter

Managing Activity Reporter Accounts

Managing the Departments – Personnel Database

Managing the Line Numbers Database

Viewing BCM Telephony Metrics

Reports

Using the Task Scheduler

Database Maintenance Tools

System Log Files

Changing Your Password

Accessing the On-Line Manual

References

Provides a brief overview identifying the organization of this guide.

Provides an overview of the conceptual organization of the Activity Reporter product.

Describes how to launch the Nortel Activity Reporter software.

Describes how to add, delete and modify Activity Reporter user accounts.

Describes how to add, delete, and modify department and/or Activity Reporter personnel information.

Describes how to add, delete, and modify Activity Reporter line information.

Describes how to view and query the Activity Reporter CDR, CCR, Hunt Group and Voice Mail database tables.

Describes how to select and generate Activity Reporter reports.

Describes how to create, delete and modify scheduled tasks.

Describes how to purge, backup, restore and clear your Activity Reporter database tables.

Describes how to access and use the Activity Reporter System Log files.

Describes how to change your Activity Reporter account password.

Describes how to access the Activity Reporter on-line documentation.

Lists documents referenced in this guide.

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Introduction

The BCM Activity Reporter is a browser based reporting tool for Nortel BCM telephony metrics. It provides customers with a simple and easy way to examine the performance of their Nortel Business Communications Manager (BCM).

Activity Reporter provides reporting on the following telephony metrics:

• Telephone Call Activity

• Custom Call Routing Activity

• Voice Mailbox Activity

• Hunt Groups Activity

Activity Reporter enhances the functionality provided by the on-box Activity Reporter Basic application. Whereas the Activity Reporter Basic solution provides users with reporting information for the previous four days of activity, Activity Reporter can maintain and report on BCM telephony metrics for extended periods of activity (e.g. 1 week, 1 month, 1 year, etc.). The duration of the reporting period is limited only by the host computer disk space.

The BCM Activity Reporter is downloadable from your BCM and can be installed on a customer provided desktop computer. Please consult the Activity Reporter Startup / Installation Guide for details on how to install this software.

Web-Based User Interface

All user interactions with Activity Reporter are conducted through a series of Web pages that are accessed through Microsoft Internet Explorer browser sessions.

The Web pages are hosted on a designated PC, referred to as the Activity Reporter Web Server, on which the Activity Reporter software is installed. The Activity Reporter Web Server communicates directly with the BCM to retrieve the historical telephony metrics.

Other workstations that have network access to the Activity Reporter Web Server host can view these web pages. Multiple users can, therefore, use Activity Reporter without installing any additional software other than Internet Explorer.

Language Support

Activity Reporter can display its Web user interface pages in one of the following 8 languages: English, Canadian French, Latin American Spanish, Spanish, Dutch, French, German, and Italian. The language utilized is determined during software installation.

Administrators and Users

Access to the software, like the BCM, is restricted to verified Activity Reporter user accounts. These accounts are managed by the application, not the BCM (i.e. accounts are created within the Activity Reporter by the software administrator and not through the BCM element manager).

There are two types of Activity Reporter authorizations -- Administrators and Users. In addition to having access to all the features of Activity Reporter, Administrators can specify and change configuration settings within the software.

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For security purposes and to maintain system stability, only operators with Administrator capabilities can change the system configuration settings.

While Users cannot modify the core settings of Activity Reporter, they can specify and change some personal preferences and basic reporting parameters.

Historical Database

Historical BCM telephone metrics information is stored in a standard SQLite database. If operators have reporting requirements that are not available through Activity Reporter, they can analyse the data using third-party reporting packages.

System Software

Activity Reporter operates on the BCM50 platforms. The BCM50 must be configured to permit retrieval of CDR, CCR, Hunt Group and Voice Mail telephony metrics via its CDR Pull feature. Additionally an Activity Reporter key code and BCM account with either CDR or administrative privileges is also required. Please consult the Activity Reporter Installation / Startup Guide for additional details.

The Activity Reporter Web Server PC communicates directly with the BCM via an IP connection to retrieve telephony metrics.

Users on other PCs do not need to connect to the BCM as they do not perform the telephony metrics data collection. Only the Activity Reporter Web Server PC needs to communicate with the BCM.

One PC on your network should be designated as the Activity Reporter Web Server. Install the Activity Reporter application software onto the designated PC only.

All other network PCs from which Users access the Activity Reporter user interface must be equipped with Internet Explorer. No other software is required on these PCs.

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PC Requirements

An Activity Reporter user computer must be able to connect to the Activity Reporter Web Server computer via their corporate network.

Activity Reporter can operate on both stand-alone computers and network environments. The minimum recommended requirements for an Activity Reporter Web user computer are as follows:

Recommended Minimum PC Specification

• Computer Pentium III or greater

• Memory 512 MB

• Disk Space 50 MB or greater (depending on call volumes)

• Network Connectivity to Activity Reporter Web Server

• Operating System Windows XP Professional (SP2 or greater)

Windows 2000 Professional (SP4 or greater) Windows 2003 Server Windows Vista

• Browser Internet Explorer 6.x (or later)

Connectivity

Only the Activity Reporter Web Server requires connectivity to the BCM. Users accessing the Activity Reporter software from other computers require connectivity to the Activity Reporter Web Server via the corporate network.

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Starting Activity Reporter

Activity Reporter is used to track and report on an organization’s telephone activities. However before you can use the software you must install and configure it with your BCM system information (see Activity Reporter Installation / Startup Guide). This chapter provides details on how to start Activity Reporter.

To start the Activity Reporter software on the Activity Reporter Web Server please use the following steps

1. Press the Windows Start button.

2. Select the Programs menu item.

3. Select the Nortel menu item.

4. Select the Activity Reporter menu item.

5. Click the Run Activity Reporter icon.

To start the Activity Reporter software from other PCs please use the following steps.

1. Start Internet Explorer

2. Connect your browser to the Activity Reporter Web Server using one of the following URLs:

a. http://<Activity Reporter Web Server>:<Port Number>/login.html

Please remember to substitute <Activity Reporter Web Server> with the Activity Reporter Web Server’s computer name. Also remember to substitute <Port Number> with the port utilized by the Activity Reporter Web Server. Your Activity Reporter administrator should be able to provide you with this information. For example, if the Activity Reporter Web Server’s computer name is Station30 and its utilizing port 1724 then you would enter the following address into your browser:

http://station30:1724/login.html

If the Activity Reporter Web Server is utilizing port 80 then the port number can be omitted from the URL.

http://station30/login.html

Nortel recommends you utilize the Activity Reporter Web Server computer name.

b. http://<IP Address of Activity Reporter Web Server>:<Port Number>/login.html

Please remember to substitute <IP Address of Activity Reporter Web Server> with the Activity Reporter Web Server’s IP Address. Also remember to substitute <Port Number> with the port utilized by the Activity Reporter Web Server. Your Activity Reporter administrator should be able to provide you with this information. For example, if the Activity Reporter Web Server IP Address is 192.168.0.253 and utilizes port 1724 then you would enter the following address:

http://192.168.0.253:1724/login.html

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If the Activity Reporter Web Server is utilizing port 80 then the port number can be omitted from the URL.

http://192.168.0.253/login.html

Connecting to the Activity Reporter Web Server utilizing an IP Address will only be successful when the Web Server is utilizing a static IP address.

Warning: Activity Reporter does not utilize the Secure Socket Layer (SSL) protocol when transmitting data (i.e. web pages) between the Activity Web Server and browsers operating on other computers.

Activity Reporter will now launch and the Login Validation screen will be displayed.

Figure 1: Login Page

For future convenience it is recommended you use the browser’s “Add to favorites…” feature (under the Favorites menu item) to bookmark this link.

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Access to the software is restricted to authorized Activity Reporter user accounts. Contact your Activity Reporter Administrator to obtain an account. Enter a valid User Name and Password into the corresponding boxes and press the Login button. For information on how to create Activity Reporter accounts please see Creating/Modify User Accounts

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After successfully logging into Activity Reporter its main window should be visible within your browser.

Figure 2: Home Page

You have now successfully launched and logged into the Activity Reporter application.

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Managing Activity Reporter Accounts

Access to the Activity Reporter software, like the BCM, is restricted to authorized Activity Reporter accounts. These accounts are managed by the application, not the BCM. This section of the guide describes how to add, modify and delete Activity Reporter accounts.

The Activity Reporter account management tool can be accessed from either the Activity Reporter Web Server or on any other computer on your network. Only Activity Reporter accounts with administrator privileges can access this tool. Use the following steps to access the Activity Reporter account manager tool.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Security Account option from the Admin menu. Note: The Admin menu will only be

visible if the account used in step 2 has administrator privileges. The Security Account page should now be visible.

Press the Add button to add a new account.

Figure 3: Security Accounts Page

tailored for Nortel may be found at http://www.telecost.com/nortel.

Press the Delete button to delete an existin

account.

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(

Adding an Account

There are two types of Activity Reporter accounts -- Administrators and Users. For security purposes and to maintain system stability, only operators with Administrator privileges can create accounts.

Use the following steps to create a new Activity Reporter account.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Security Account option from the Admin menu. Note: The Admin menu will only be

visible if the account used in step 2 has administrator privileges.

4. Press the Add button located on the bottom of this screen. A new account will be added to the

bottom of the account list.

Type the new account lo

in name here.

Use the drop down list box to select the account role/privileges

i.e. administrator or users.

Press the Save button to add the new account.

Figure 4: Adding an Account

Type the new account

assword here.

5. Enter the account name into the Login box (e.g. Mike).

6. Next, set the account privileges by selecting either Users or Administrators from the

Role/Privileges drop down box. Administrators have access to all the features of Activity Reporter software. They can manage accounts, change configuration settings, purge/archive

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data, generate reports and queries, create and design new report templates, and scheduled tasks, etc. Users have access to only personal preferences, generating reports and queries.

7. Finally, type the account password into the Password box.

8. Press the Save button to create the new Activity Reporter account.

You have now successfully added a new account to your Activity Reporter software.

Be careful when granting an account administrator privileges. In most environments typically only one user needs to be granted administrator access.

For security reasons Nortel recommends passwords be a minimum of eight (8) characters in length and contain both characters and numbers.

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Deleting an Account

Activity Reporter accounts that are no longer being utilized should be deleted. For security purposes and to maintain system stability, only operators with Administrator privileges can delete accounts.

Use the following steps to delete an Activity Reporter account.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Security Account option from the Admin menu. Note: The Admin menu will only be

visible if the account used in step 2 has administrator privileges.

4. Click the check box located to the left of each account that you wish to delete.

5. Press the Delete button located at the bottom of the screen. A prompt confirming your deletion

request should now be visible on your screen

Select the accounts

ou wish to delete.

Figure 5: Deleting an Account

6. Press the Ok button to delete the account.

You have now successfully deleted an Activity Reporter account.

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Modifying an Account

An Activity Reporter account, password or role/privilege can be modified at any time. For security purposes and to maintain system stability, only operators with Administrator privileges can modify accounts. However, users can change their account’s password by using the Change Password tool (see Changing Your Password

Use the following steps to modify an Activity Reporter account.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Security Account option from the Admin menu. Note: The Admin menu will only be

visible if the account used in step 2 has administrator privileges.

4. Click the account you wish to modify. The account information can now be edited. Click or tab to the account Login, Role/Privileges or Password property and modify it.

)

Click the account you wish to modify. Next, click or tab to the account property and enter its new value.

Figure 6: Modify an Account

5. Press the Save button to update the account.

You have now successfully modified an Activity Reporter account.

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Managing the Departments - Personnel Database

Use the Activity Reporter Departments – Personnel database to associate employee names and departments with an extension and/or account code. This section of the guide describes how to add, modify and delete personnel information from Activity Reporter.

The Activity Reporter Department – Personnel Database can be accessed from either the Activity Reporter Web Server or on any other computer on your network. Only Activity Reporter accounts with administrator privileges can access the Departments – Personnel Database. Use the following steps to access the Activity Reporter Department – Personnel Database.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Database Settings sub-menu from the Configure menu. Next, select the

Departments – Personnel menu item from the Database Settings sub-menu. Note: The Configure menu will only be visible if the account used in step 2 has administrator privileges.

The Departments Settings page should now be visible.

Press the Add button to add a new department to the database.

Activity Reporter does not require information to be entered in to its Departments

- Personnel database. However, when entered this information will be added to

the Activity Reporter Extension Reports and make them easier to read.

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Press the Delete button to remove a department from the database.

Press the Import button to import empolyee details from a CSV file.

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Adding Personnel Information

Use the following steps to add personnel information to the Department – Personnel database.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Database Settings sub-menu from the Configure menu. Next, select the

Departments – Personnel menu item from the Database Settings sub-menu. Note: The Configure menu will only be visible if the account used in step 2 has administrator privileges.

4. Press the Add button located on the bottom of this screen to add a new department to the database.

Type the new Department Name here.

Press the Save button to add the new department to the database.

Figure 7: Adding a Department

5. Enter the department name into the Department Name box (e.g. Administration).

6. Press the Save button to add the new department to the database. Please note, duplicate department names are not permitted. An error message will be displayed if you attempt to add a duplicate department name.

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7. Press the plus (+) sign located to the left of department you added in step 5. The department tree will expand and display a list of its employees. Press the Add button below the department name. Use the new entry to add an employee to the department.

Click and expand the department’s plus (+) sign to view its employee list.

Figure 8: Adding Personnel to a Department

Press the Save button to add the new personnel information to the Department.

8. Enter the employee’s name into the User Name box. Next, enter their extension number into the Extension box. Finally, if your BCM is utilizing either Account Codes or Class of Service Passwords then enter the employee’s corresponding code into the Account Code box. Please note BCM account codes and/or class of service codes are configured utilizing the Element Manager (see the BCM’s on-line documentation for details).

9. Press the Save button below the new name to add the employee to the department. Please note, duplicate extensions are not permitted. An error message will be displayed if you attempt to add a duplicate extension.

You have now successfully added personnel information to the Activity Reporter Departments – Personnel database.

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Deleting Personnel Information

Activity Reporter personnel information that is no longer valid (i.e. extension or account code has been removed from the system) should be deleted. To maintain system stability, only operators with Administrator capabilities can delete personnel information.

Use the following steps to delete personnel information from the Department – Personnel database.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Database Settings sub-menu from the Configure menu. Next, select the

Departments – Personnel menu item from the Database Settings sub-menu. Note: The Configure menu will only be visible if the account used in step 2 has administrator privileges.

4. Next, click the check box located to the left of the department you wish to delete. Press the Delete button located at the bottom of the screen to delete the department

To delete a user name from a department expand the department by clicking its corresponding plus (+) sign. The department tree will expand. Now click the check box located to the left of the user name you wish to delete. Press the Delete button below the department’s employee list.

5. A prompt confirming your deletion request should now be visible on your screen

Click and expand the department’s plus (+) sign to view its employee list.

Press the Delete button to delete the user from

Select the user you wish to delete.

Press this Delete button to delete a de

Figure 9: Deleting Personnel from a Department

the department.

artment.

6. Press the Ok button to delete the account.

You have now successfully deleted personnel information from the Departments – Personnel database.

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Modifying Personnel Information

The Activity Reporter Departments – Personnel database should be updated each time your organization personnel information changes. For example, update this database if a department name is changes, an employee name changes, or a new employee replaces an existing employee. Maintaining an updated Department – Personnel database will ensure the personnel information displayed on the Activity Reporter extension and account code reports is accurate. To maintain system stability, only operators with Administrator capabilities can modify personnel information.

Use the following steps modify personnel information in the Department – Personnel database.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Database Settings sub-menu from the Configure menu. Next, select the Departments – Personnel menu item from the sub-menu. Note: The Configure menu will only be visible if the account used in step 2 has administrator privileges.

4. Next, click the department name you wish to modify. To modify department users information expand the department by clicking its corresponding plus (+) sign. The department tree will expand. Now click the user information you wish to modify.

Click and expand the plus (+) sign next to the Department Name to view its employee list.

Press the Save button to record your changes.

Click the employee you wish to modify. Next, click or tab to the desired personnel field and enter its new value.

Figure 10: Modifying Department Personnel Information

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5. Update the employee information by pressing the Save button below its department name. Update the department name by pressing the Save button at the bottom of this page. Please note, duplicate department names or extensions are not permitted. An error message will be displayed if your modifications result in a duplicate department name.

You have now successfully modified the Activity Reporter Departments – Personnel database.

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Importing Personnel Information

Adding personnel information for each extension on your telephone system will improve the content and readability of the Activity Reporter Extension and Account Code reports. Personnel information contained in a text file can be imported into the Activity Reporter software. If personnel information is not available in a text file then administrators can manually add the information to the system (see

Adding Personnel Information

privileges can add personnel information.

Use the following steps to import personnel information into the Department – Personnel database.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Database Settings sub-menu from the Configure menu. Next, select the

Departments – Personnel menu item from the Database Settings sub-menu. Note: The Configure menu will only be visible if the account used in step 2 has administrator privileges.

4. Press the Import button and then type the name of the file containing the personnel information into the Import File Box. Alternatively, press the Browse button to search for the file containing the personnel information.

). To maintain system stability, only operators with Administrator

Type the name of the file containing the personnel information into the Import File Box. Alternatively, press the Browse button to locate the file containing the personnel

Figure 11: Importing Personnel Information

Use the Value Delimiter box to identify the character used to separate the employee department, user, extension

Use the Value Delimiter box to identify the character used to separate the employee department, user, extension and account code information. For example if the import file is a CSV (comma separated values) file then enter a comma (,) into this box.

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5. Press the Import button to add the personnel information contained in the specified file to the Activity Reporter software.

You have now successfully imported personnel information into the Activity Reporter Departments – Personnel database.

Notes

The first line of the text file must identify the fields contained within the file. Each subsequent line in the import file must contain personnel information for a single employee. For example, if the file contains User, Extension, Department, and Account Code information then the import file should resemble the following.

User, Ext, Department, Code "Smith, John", 119, Sales, 8001 "Cheung, Mary", 107, Administration, 1221

The following table provides a list of field names that can be used within the import file.

Field Name Description

Department

Department name Dept User

User name Name Ext

User’s extension number Extension Station Code

User’ saccount code Password Account Code

Please note, both duplicate and invalid information in the import file will be ignored.

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(

Managing the Line Numbers Database

Use the Activity Reporter Line Numbers database to associate a telephone number and department name with a CO (i.e. telephone line). Adding department and phone number information for each CO (i.e. line) will improve the content and readability of the Activity Reporter Line reports. This section of the guide describes how to add, modify and delete line name information from Activity Reporter.

The Activity Reporter Line Numbers Database can be accessed from either the Activity Reporter Web Server or on any other computer on your network. Only Activity Reporter accounts with administrator privileges can access the Line Numbers Database. Use the following steps to access the Activity Reporter Line Numbers Database.

1. Launch the Activity Reporter software (see Starting Activity Reporter

2. Login using an account with administrator privileges (i.e. the administrator account).

3. Select the Database Settings sub-menu from the Configure menu. Next, select the Line Numbers menu item from the Database Settings sub-menu. Note: The Configure menu will only be visible if the account used in step 2 has administrator privileges. The Lines page should now be visible.

Press the Add button to add a new CO (Line) to the database.

Figure 12: Line Numbers Database Page

Activity Reporter does not require information to be entered into its Lines Number database. However, when entered this information will be added to the Activity

Reporter Line Reports.

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Press the Edit button to modify the existing CO

line) information.

Press the Delete button to remove a CO (line) from the database.

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