Phone Books

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This document provides a step-by-step guide for managing phone books within the Omnia Admin Portal. It includes instructions for accessing, adding, editing, deleting, searching, and bulk importing contacts. Phone books populate the Directory on auto-provisioned Yealink and Polycom desk phones — if a phone’s Directory shows as blank or “None,” check that the assigned phone book has entries.

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Accessing Phone Books

1. Navigate to Phone Books: Go to the Admin Portal and sign in. Click the Phone System tab to expand it, then select Phone Books.

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Adding a New Phone book

2. Add a New Phone Book:

• Click Add New.
• Enter a name for the phonebook in the Name field.

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Adding Contacts

3. Add Contacts:

• First Name: Enter the first name of the contact.
• Last Name: Enter the last name of the contact.
• Phone Number: Enter the phone number of the contact.
• Email: Enter the email address of the contact.
• Company: Enter the company name associated with the contact.
• Click Clear to remove.
• Click the Add ”+” button to add this contact.
• Continue to add additional contacts as needed. Added contacts will appear in the list below.

4. Search the Phone Book:

• Enter a number or description in the Search field to find specific contacts from the list.

5. Remove a Contact:

• If you need to remove a contact from the list after selecting add, clicking Remove (-) will remove an entry before saving.

6. Save the Phone Book:

• Once you have completed adding contacts, click Create.
• Click Yes to confirm and save.

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Bulk Adding

7. Import from CSV:

• Hover over Import from csv and click Download example csv to get a template to add your contacts in bulk to the phone book.
• Complete the template, save it, and click Import from csv to upload the spreadsheet.

8. Map CSV Fields: Select First Name, Last Name, Phone,Email, and Company from the dropdown menus for each corresponding column. All listed fields must be selected to continue. Click Reset to remove the CSV and reupload if needed. Click Add. Added entries will appear in the list below.

9. Remove an Entry:

• If you need to remove a phone number entry from the list after selecting add, clicking Remove number (-) will remove an entry before saving.

10. Save the Phone Book:

• Once you have completed adding entries, click Create.
• Click Yes to confirm and save.

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Editing a Phone Book

11. Edit a Phone Book:

• Click on the phone book you want to edit or click the Edit button next to it.
• Make your edits.
• Click Save.
• Click Yes to confirm and save your changes.

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Assigning a Phone Book to a Device

After you create a phone book, assign it to each desk phone so the directory pushes to the device. The assignment control lives under Phone System > Devices, not on the Phone Books page.

• Go to Phone System, then Devices, and click the device you want to update.
• Under the Phonebook dropdown, select the phone book you created.
• Save. The phone pulls the new directory on its next reboot or re-provision.

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Deleting a Phone Book

12. Delete a Phone Book:

• Click the Delete button next to the Phone Book.
• Confirm the deletion by clicking Yes.

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Search and Sort

13. Search for a Specific Phone Book:

• Search Bar: Quickly find specific items by typing the name or a keyword in the search field. The system will filter the list based on your search input, displaying the relevant results.
• Sort: Click the sort icons next to column headers to arrange items in ascending or descending order.