Managing extensions

You can select to edit a group of extensions at the same time, save a copy of the extension list or download as a sample list, or upload a copy of the extension list saved elsewhere.

This section includes:

• Allocating FortiFone softclient licenses to extensions
• Editing extension management settings
• Editing extension caller IDs
• Editing extension authentication information
• Editing extension main device settings
• Editing extension preferences
• Editing extension notifications
• Exporting an extension list
• Importing an extension list

If you only edited some of the extension settings in the list above and want to activate the extensions to put them into service, on the Batch Edit page, go to Management and select Status > Enabled. If you select Status > Disabled, all extensions will be deactivated and will not be in service. If you leave Status deselected, the extensions' current status will not change.

Allocating FortiFone softclient licenses to extensions

If you want to allocate the same number of FortiFone softclient licenses to all or some of the extensions, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Batch Edit.
3. Search or filter the extensions you want to edit, if required. If nothing is done, all extensions are selected by default.
4. Click Next.
5. On the Batch Edit page, go to License and do the following:
   • License allocation: Enable and select up to 5 FortiFone softclient licenses for use on the extensions.
   • Android/iOS: Enable if the softclient is on an Android phone or iPhone and select a SIP profile for it.
   • Windows/macOS: Enable if the softclient is on a Windows or Mac device and select a SIP profile for it.



6. Click Next to review the edited license allocation values to be applied to the extensions.
7. Click Apply.

Editing extension management settings

If you want to edit the extension management settings, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Batch Edit.
3. Search or filter the extensions you want to edit, if required. If nothing is done, all extensions are selected by default.
4. Click Next.
5. On the Batch Edit page, go to Management and do the following:
   • Status: If you want to activate the extensions to put them into service, select Status > Enabled. If you select Status > Disabled, all extensions will be deactivated and will not be in service. If you leave Status deselected, the extensions' current status will not change.
   • User privilege: Enable and select the services for the extensions.
   • Department: Enable and select the department that the extensions belong to.
   • Survival branch: Select the local survival branch FortiVoice unit for the extensions if the extensions are in a local survivability network.



6. Click Next to review the edited values to be applied to the extensions.
7. Click Apply.

Editing extension caller IDs

If you do not enter the caller IDs, your organization's main number will be used. If you add both IDs, the emergency ID will only be used when making emergency calls. All other calls will use the external caller ID.

If you want to edit extension caller IDs, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Batch Edit.
3. Search or filter the extensions you want to edit, if required. If nothing is done, all extensions are selected by default.
4. Click Next.
5. On the Batch Edit page, go to Caller ID and do the following:
   • External caller ID: Enter the ID that displays on a called phone when you make a call. Use the name<phone_number> format, such as HR<222134>.
   • Emergency caller ID: Enter the emergency caller ID. Use the name <phone_number> format, such as HR<222134>.



6. Click Next to review the edited caller ID values to be applied to the extensions.
7. Click Apply.

Editing extension authentication information

If you want to edit the extension authentication information, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Batch Edit.
3. Search or filter the extensions you want to edit, if required. If nothing is done, all extensions are selected by default.
4. Click Next.
5. On the Batch Edit page, go to Authentication and do the following:
   • Authentication type: Select the extensions' authentication type: Local or LDAP.
   • LDAP profile: If you select LDAP for Authentication type, select an LDAP profile to apply to the extensions.
   • User password: Enter the password for user portal access. You can let the system generate a password, use the system default password (Extension#321), or select Specific to manually enter a password.
   • Personal code: Enter the extension account code that can be used to restrict calls. This code is needed to make some restricted calls. You can let the system generate a code, use the system default code (voice#321), or select Specific to manually enter a code.
   • Voicemail PIN: Enter the password for the extension user to access voicemail. You can let the system generate a PIN, use the system default PIN (123123), or select Specific to manually enter a PIN. Selection of using personal password or voicemail PIN to access user portal is set when configuring phone system capacity.

   If you selected Auto generate for User password, Personal code, and Voicemail PIN and want to view them, after applying the edited settings, go to Extension > Extension > IP Extension and double-click an extension number that is included in the batch-editing to open the IP Extension page: To view the User password, go to User Setting > Web Access and click the eye icon after User password. You may click Generate to get a new password or enter one manually if required. To view the Personal code, go to Device Setting > Phone > Advanced and click the eye icon after SIP password. You may click Generate to get a new code or enter one manually if required. To view the Voicemail PIN, go to User Setting > Phone Access and click the eye icon after Voicemail PIN. You may click Generate to get a new PIN or enter one manually if required.



6. Click Next to review the edited authentication values to be applied to the extensions.
7. Click Apply.

Editing extension main device settings

Main extension SIP devices include desktop phones and soft phones.

If you want to edit the extension main device settings, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Batch Edit.
3. Search or filter the extensions you want to edit, if required. If nothing is done, all extensions are selected by default.
4. Click Next.
5. On the Batch Edit page, go to Main Device and do the following:
   • SIP settings: Select the SIP profile for the extensions.
   • Emergency zone: Select the emergency zone profile for the extensions.
   • Location: Select Internal if the extension devices do not traverse through Network Address Translation (NAT) to connect to the FortiVoice unit, and External if the devices do. These are system defined locations.
   • SIP password: Enter the password used for configuring your SIP phones from the phones or the Web. You can let the system generate a password, use the system default password (voice#321), or select Specific to manually enter a password.



6. Click Next to review the edited device values to be applied to the extensions.
7. Click Apply.

Editing extension preferences

If you want to edit the extension preferences, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Batch Edit.
3. Search or filter the extensions you want to edit, if required. If nothing is done, all extensions are selected by default.
4. Click Next.
5. On the Batch Edit page, go to Preference and do the following:
   • Phone language: Select the prompt language for the extensions. The default is English.
   • Web language: Select the language for the FortiVoice user portal.
   • Time zone: Select the time zone for the FortiVoice user portal.
   • Ring duration: Enter the phone ringing duration in seconds before an incoming call goes to voicemail.



6. Click Next to review the edited preference values to be applied to the extensions.
7. Click Apply.

Editing extension notifications

If you want to edit the extension notifications, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Batch Edit.
3. Search or filter the extensions you want to edit, if required. If nothing is done, all extensions are selected by default.
4. Click Next.
5. On the Batch Edit page, go to Notifications and do the following:
   • Missed call: Select Enabled if you want to receive an email notification when an incoming call is missed.
   • Voicemail: Select the type of email notification when a voicemail is left on the extensions:

     • None: Do not send any notification.

     • Simple: Send an email notification.

     • With attachment: Send an email notification with the voicemail attached.

   • Fax: Select the type of email notification when a fax is sent to the extensions:

     • None: Do not send any notification.

     • Simple: Send an email notification.

     • With attachment: Send an email notification with the fax attached.

     Each extension notification email address is set when configuring extension preferences. This email address cannot be edited globally.



6. Click Next to review the edited notification values to be applied to the extensions.
7. Click Apply.

Exporting an extension list

If you want to back up an extension list, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Export.



3. Select an option:

• Search or filter the extensions you want to export.
• Export all extensions in CSV format.
• Download all extensions as a sample list with or without user ID in CSV format.

Importing an extension list

If you want to upload an extension list, do the following:

1. Go to Extension > Extension > IP Extension.
2. Under Actions, click Import.



3. Browse for the extension list file.