Avaya Cloud Office : Custom Role Overview Settings

Doc ID		DOCS100724
Version:		15.0
Status:		Published
Published date:		10 May 2023
Created Date:		14 Feb 2020

Author:

vpillai

Details

This article contains the list of all permissions and discusses what access each permission grants. Custom Roles is found in Premium and Ultimate subscription packages allowing granular control over user and system settings and permissions. Subscription packages falling outside of Premium and Ultimate, predefined roles are available for selection.

Permissions determine access or ability to modify multiple functions and features. Administrators may grant access to main permissions in order to enable multiple permissions at the same time. You may also grant permissions to Users for specific access only.

How to view User Permissions

To access Permissions, Administrators should go to Admin Portal > Users > Roles, then select a role. Permissions are listed inside the Overview tab section.

Administrators can hover the cursor on each permission to view more information. Some permissions depend on other permissions, and cannot be disabled until other permissions have been disabled.

User-added image

Other permissions are not dependent on other permissions.

Below are sample use cases wherein the permissions need to be configured and/or modified:

1. A User needs the ability to access and modify User information for other Users but not their call handling rules and other settings. The only permission that needs to be checked is User Settings > User Info.

2. A User needs to view the Users list without being able to modify the other extensions' User settings. The only permission that needs to be checked is User Management > Users.

List of Permissions

The table below lists all the General permissions, and what each sub-permission allows the User to control or have access to. Click on the links to jump to their location. Permissions denoted with * cannot be disabled.

General
Policies
User Settings
Company Settings
Multi-Sites
Phone System
User Management
Analytics
Billing
Features
Apps Access
Desktop and Mobile App Features
Meetings
Company Call Log
User Call Log

General - Provides the necessary control or tools for Users to manage their Extension.

Overview *	Provides the User with quick access to different Extension settings, recent messages such as voicemail and faxes, and recent call log activity.
Messages *	The User's mailbox where voicemail messages, faxes, and call recordings (via On-Demand recording) are stored. Items are stored in the appropriate sections - Inbox, Outbox, Sent Items, Deleted Items, and Recordings.
Contacts *	The list of contacts saved by the User. Entries are categorized as Company, and Personal contacts. • Company - All User extensions added within the account. • Personal - Internal and/or external contacts added by the User.
Tools (Standard User) *	Provides access to other tools and/or applications available for download (i.e., Desktop app, Mobile app, Avaya Cloud Office Meetings, etc.)

Policies - Controls the inbound and outbound calling capability to and from the corresponding destinations.

Domestic Calls	Allows making/receiving calls to/from long-distance/out-of-state numbers.
Internal Calls *	Allows making/receiving calls to/from local and toll-free numbers.
International Dialing	Allows making/receiving calls to/from other countries. Calling rates will be based on the specific country. Additional charges apply.
Unmasked Numbers	Checking this permission will allow Administrators to view the full details of external calls by Users in the Call Log, SMS Log, and Analytics sections. On the other hand, unchecking this permission will enable number masking. The numbers will be masked in these sections.
Voicemail	Allows callers to leave voicemail messages on the extension.

User Settings - Grants access to view and modify User-level configuration settings. This set of permissions are automatically granted to the User Admin role.

Call Handling & Forwarding	Manages how the calls are handled when routed to the Extension. Calls can be answered using deskphones, desktop/mobile applications, and/or third-party numbers. Allows Users to setup and configure Advanced Rules wherein calls are handled based on custom criteria.
Messages & Notifications	Determines whether the User can access the following sections within their settings: • Messages - Capability of a User to receive voicemail and fax messages. Allows customization of the voicemail recording. • Notifications - Configuration of the different activity notifications received by the User either via email and/or SMS such as voicemail messages, missed calls, received faxes, etc. NOTE: If the Voicemail permission under Policies is disabled, the User would still be unable to receive voicemail messages.
Outbound Caller ID	The depicted caller ID when outbound calls using the various methods are made.
Outbound Fax Settings	Configuration of the Fax cover page details.
Phones & Numbers	Settings associated with assigned numbers and/or devices such as: • Numbers - Add/edit/remove a direct virtual number. • Phones - Configuration of the assigned Digital Line and the associated softphone and/or deskphone. • Conference - Shows the audio conference number assigned to the extension, the host and participant codes, and the option to send an email invite.
Screening, Greeting, & Hold Music	The different audios and greeting messages heard by callers at different interval points. In addition, allows the configuration of Call Blocking.
User Info	The various User information such as Extension number, name, password. security question, contact details, timezone, etc.

Company Settings - Grants access to direct company settings and features.

Account Administration

Provides access to the following features:

• Directory Integration - Allows automatic setup and provisioning of Users from your selected corporate directory.

• Single Sign-on - Allows Users to log access company applications using one login credential.

• Session Timeout - Designates how long a User remains logged in to the online account before it automatically signs them out.

• Hot Desk Session Timeout - Automatically logs the User out of the common phone based after the configured duration.

Appearance

Allows you to upload your company logo/banner or any custom image to the online account which can also link out to the URL of your choice. The image parameters are as follows:

• Max dimensions: 800 (width) x 120 (height) pixels
• Max file size: 600 kb
• Supported formats: jpg, png, and gif.

Company Info

Configuration of the company address, and caller name (CNAM) shown in outbound calls.

Multi-Sites - Allows setup and configuration of different office locations under one account. Multi-Site requires the Auto Receptionist to be set to Multi-level IVR.

Site Management

Grants capability to enable the Multi-Site feature under Tools > Multi-Site Settings. Once enabled, it allows the User to create, edit, and delete existing sites.

Requires access to the Company Info permission.

Sites Call Log -
Full Access

Allows Users to access the Call Log activity from the other created sites.

Requires access to the Company Call Log - Full Access permission.

Phone System - Allows access and configuration to Company level settings. This set of permissions are automatically granted to the Phone System Admin role.

Auto Receptionist	Configure how the call is initially handled when the designated company number(s) are dialed. Allows the User to play a company greeting, or directly route the call to an Extension.
Company Numbers	Lists the different phone numbers registered in the account. Provides the option of porting a number from another service provider.
Directory Assistance	Enables the User to publish the indicated company details in the National Local Directory Assistance. Allows potential customers to locate easily locate your account when they call 411. For more details, see Avaya Cloud Office : Set your Company Directory Listing.
Groups	Provides access to the setup and configuration of the Groups feature - special Extensions which involve specific functions, or which involve multiple Users. For more information about various Groups, see Groups - Overview.
Phones & Devices	Lists the different phones and devices registered in the account for further configuration. Allows Users to add new devices such as purchased phones from Avaya Cloud Office, existing/third-party devices, and the Digital Line for the usage of the Avaya Cloud Office for Desktop application.

User Management - Allows Users to view and modify User-level settings and other User-management changes.

Roles	Grants different levels of access to Users as to how much they can control and configure within the online account. This permission is initially only available to Administrators. For more details, see User Roles and Permissions - Overview.
Templates	A set of configuration settings applied to multiple users at once which makes for a more efficient process. This can be set to override the existing User settings. For more details, see Create a User Template.
User Groups	Associates Users based on the organization's hierarchy and their specific roles/tasks. When a User Group is created, a Group Manager is designated in the process which grants access to the Users' settings, reports data, and call log. For more details, see User Groups - Overview.
Users	Grants access to the list of User Extensions which allows configuration of the specified User Settings.

Analytics - Grants access to the various reports containing pertinent company data.

Adoption and Usage Reports	Allows the monitoring of the company's hard phone network. It helps to track issues that impact the desk phones' connectivity, network stability, and to troubleshoot desk phone problems reported by Users.
Company Numbers Reports	Displays company data and performance based on the indicated/selected Key Performance Indicators (KPI). • Company Numbers Report - Showcases activity of the different company numbers (i.e., number or percentage of all inbound calls answered by a company number, calls to numbers which were routed to voicemail, etc...)
Live Reports - Full Access	Provides full access to the Live Reports feature such as configuring dashboards, adding/removing widgets, etc... Live Reports permissions are only visible if the account has purchased the Live Reports paid add-on.
Live Reports - View Only	Allows viewing of dashboards shared by other Users.
Performance Reports	Displays company data and performance based on the indicated/selected Key Performance Indicators (KPI). • Performance Report - Showcases call activity records of various Extensions such as Users, IVRs, and Call Queues (i.e., number of received inbound calls, number of outbound calls, average handle time, etc...)
Quality of Service Reports - Full Access	Provides a near real-time information on the global health of the enterprise phone system, and allows for proactive monitoring of potential call quality issues.

Billing - Allows Users to access and modify billing details, and to purchase licenses for applicable features. Access to modify some and view all settings under the Billing tab is granted to the Super Admin and Billing Admin predefined roles.

Device Orders	Shows details of recent and past devices ordered. If applicable, it allows Users to update the order details such changing the device or the shipping address.
International Calling (Enable/Disable)	Determines whether the User can access the option to enable/disable international calling capability. Additional calling charges apply and are based on the calling rate of the specific country. NOTE: If the International Calling permission under Policies is disabled, the User will still be incapable of making/receiving international calls.
Live Reports License	Grants access to purchase a Live Reports license.
Meetings Plan	Allows the User to purchase associated licenses for the following: • Large Meetings - An add-on that allows the User to include more participants in a Avaya Cloud Office Meeting than the specified limit of the service plan. • Webinar - An add-on for Avaya Cloud Office Meetings that lets you host virtual events and online training sessions with up to 10,000 attendees, joining from desktop, and mobile devices. • Rooms - A next-generation cloud-based video conference room solution without the expensive proprietary hardware needed with traditional video conference room systems. • Connector - Extends your existing H.323/SIP room system to a Avaya Cloud Office Meeting. It gives you the ability to connect and collaborate with other Avaya Cloud Office Meetings participants joining from mobile devices, desktops, telephones, Rooms, or other Room Connector H.323/SIP room systems.
Payment Method	Shows the utilized method of payment of the account. Allows the User to update the information such as the card number, billing address, contact email address, etc...
Service Plan	Shows the service plan that the account is subscribed to. This section also displays additional billing information such as the Billing History, Billing Plan, Usage Info, among others.

Features - Provides access to the specified features.

Audit Trail	Tracks the changes made within the account.
Business SMS	Enable/disable the capability of the Extension to send SMS using the desktop and mobile app.
Configure Delegates	Enable Administrators or Users with granted permission to assign delegates (assistants) who can answer and make calls on their behalf.
Configure Intercom	Allows hands-free peer-to-peer conversations between users on desk phones. It enables you to call an individual extension and the destination phone automatically answers the call in speakerphone mode.
Configure Presence	Enables Avaya Cloud Office customers to detect the extension status of their colleagues and display it on their desk phones. Requires access to the Users permission.
Developer Portal Access	Enable/disable access to the Developer Portal page.
HUD	Enable/disable access to the HUD feature in the desktop application.
Internal SMS	Enable/disable the User's capability to reply to existing SMS threads.
Organize Conference	Enable/disable the User's capability to use the Audio Conference feature either via applications or the online account.
Third Party Apps Access	Enable/disable access to the App Gallery Integration page.

Apps Access - Allows Users to access the corresponding apps.

Desktop app	Enable/disable the User's login to the Avaya Cloud Office for Desktop application.
Mobile app	Enable/disable the User's login to the Avaya Cloud Office for Mobile application.

Desktop and Mobile App Features - Grants access to Desktop and Mobile Apps and its additional features.

Add Bots

Allows the User to add created Avaya Cloud App Bots.

NOTE: Building chat Bots is for developers only. If you are a developer, you can follow the steps in developer guide to quickly build an Avaya Cloud App Bot.

Mobile app

Allows the User to remove added Avaya Cloud App Bots.

Meetings - Allows Users to access the Meetings, Rooms, and Webinars features and settings.

Host and Schedule Meetings	Allows the User to log in to Avaya Cloud Office Meetings and host and schedule meetings. If disabled, the User's login credentials to the Meetings application credentials are deauthorized.
Meetings Admin Settings	Grants Admin level access for configuring the settings of Avaya Cloud Office Meetings.
Meetings Dashboard	Provides a quick snapshot of the overall usage of meetings within the organization. The Meetings Dashboard is accessed by going to Admin Portal > Analytics > Meetings Dashboard.
Meetings Reports	Provides information about the usage of Avaya Cloud Office Meeting.
Rooms Admin Settings	Allows configuration of the settings for Rooms.
Rooms App Access	Grants access to the Downloads section under Tools > Meetings. If permission is disabled, and the User has downloaded the Rooms app, their login will be unauthorized.
Webinar Settings	Allows configuration of the settings for Webinar.

Company Call Log - Controls the level of access to the company Call Log and its associated functions. Enabling a Company Call Log permission automatically grants the corresponding User Call Log permission.

Company Call Log - Access Recordings	Allows the User to view the company call log, and to play and download the call recordings.
Company Call Log - Delete Records	Allows the User to delete call log entries.
Company Call Log - Download & Delivery	Allows the User to download call logs and schedule periodic reports to be sent to an email address.
Company Call Log - View Only	Provides the User with view-only access to the company call logs.

User Call Log - Controls the level of access to the User Extension Call Log and its associated functions.

User Call Log - Access Recordings	Allows the User to view their own Extension call log, and to play and download the call recordings.
User Call Log - Delete Records	Allows the User to delete call log entries.
User Call Log - Download & Delivery	Allows the User to download call logs and schedule periodic reports to be sent to an email address.
User Call Log - View Only	Provides the User with view-only access to their own call logs.

Additional Relevant Phrases

Custom Role Permissions. Custom Role. Lock Down Users. Custom Role Overview. Custom Role Definitions

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