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CERNphone: Migration Wizard

The CERNphone migration wizard allows administrators and end users to plan, schedule and execute bulk migrations of telephony numbers from Skype for Business to the CERNphone service. Note that users can always migrate immediately their own numbers using the CERNphone Resources Portal.

Migration Process

When a telephony administrator (or an user themself) schedules a migration via the Migration Wizard, affected users will receive an email informing them of the proposed date (see at the end of this document). The e-mail contains the details of the number, including any legacy physical phones - as they will stop working after the migration. Also present in the notification email there is a link to the instructions to follow and a link to the migration web for modifying the migration date and hour if the proposed one does not suit. Users will also receive several e-mail reminders.

The day of the migration users will receive an email informing them that the migration has started. After the migration, users will receive a last mail confirming that their number has been migrated.

Migration Web

User View

This is the website were users can manage their migrations in the Migration Wizard. After login using CERN SSO, users can see a list of all their owned numbers and their status:

User Web

When one of their numbers is scheduled for migration, users can change the migration date to a new one between the next day and a maximum day setted by their administrator. A new hour of migration can be also selected.

Re-schedule Migration

Admin View

The Migration Wizard allows to delegate the management of the migrations to the local administrator of the unit (e.g. department, group). If you have been assigned one or more units to manage, you will find additional options in the top bar of the migration web.

Please contact us if you are managing phone numbers in your unit and therefore need to be added to the list of administrators.

List of migrations

In the first option of the menu admins can see a list of all the numbers an admin have been assigned. This list show all the information related to each migration, including the current status.

Migrations List

On the top of the page admins can apply some filters. Also, they can do some bulk actions over the current selection, like exporting them or modifying them. In order to do so, admins can select individual numbers or select all the results of the current search, and then, press the "Edit selected migrations" button.

In the new window admins can change the migration date, the limit date and the new status. If admins want to schedule the migration of the current selection, they can set the status to "Scheduled". Migrations can be paused by setting the status to "Paused".

Edit Bulk Migrations

List of physical phones

Here admins will see all of the physical phones assigned to the numbers of their unit. Excepting for justified service needs, physical phones are not supported with CERNphone, so they will stop working after the migration is completed and they should be recycled or disposed of (see the corresponding FAQ).

Devices List

List of users

This table shows all the users of the department or sector. This table is shown for information purposes.

Users List

HOW TO SCHEDULE A MIGRATION?

In order to schedule a migration, please follow the following steps. Remember that users can still migrate themselves manually using the Resources Portal.

  1. Open the Migration Wizard web and go to the "Migrations" tab.
  2. Apply the desirable filters (like username, department, number type, current status, ...).
  3. Select all the users you want to migrate (either using the "Select all" button or individually selecting them).
  4. Click the button "Edit selected migrations".
  5. As we are scheduling new migrations, confirm your selection by checking the field "Edit X waiting migrations" (where "X" is the amount of numbers that will be scheduled).
  6. Set the suggested migration date for all those users. This is the date they will be initially scheduled, although they can change it in the Migration Wizard web.
  7. Set the maximum migration date for all those users. This is the limit date they have to be migrated (they cannot postpone the migration more than that date).
  8. Set the status to "Scheduled".
  9. Click on the "Save" button.

Edit Bulk Migrations

HOW TO PAUSE A MIGRATION?

In exceptional circunstances you, as an administrator, would like to stop the migration of one or more users. Pausing a migration means that the number will not be automatically migrated on any date, but the owner of the number can still do it manually using the Resources Portal.

  1. Open the Migration Wizard web and go to the "Migrations" tab.
  2. Apply the desirable filters (like username, department, number type, current status, ...).
  3. Select all the users you want to migrate (either using the "Select all" button or individually selecting them).
  4. Click the button "Edit selected migrations".
  5. As we are pausing scheduled migrations, confirm your selection by checking the field "Edit X paused migrations" (where "X" is the amount of migrations that will be stoped).
  6. Set the status to "Paused".
  7. Click on the "Save" button.

HOW TO ADD A NEW MANAGER/ADMIN?

Only a small amount of users are allowed to modify user's rights. Those are the ones with the role "ADMIN". In order to add a new manager of a certain department or group, please follow the next steps:

  1. Open the Migration Wizard web and go to the "Users" tab.
  2. Apply the desirable filters (like cern_id, username, email, ...).
  3. Click on the pencil button to modify the desirable user.
  4. Set the "Role" as "STAFF".
  5. In "Allowed Departments", write the code of the departments separated by comma. For example, "TE,EP,IT-CS", would give access to the entire TE and EP departments, but only to the CS group in the IT department.
  6. Click the save button.

Status Explanation

The possible status of a number in the Migration Wizard can be:

  • Waiting: The number is waiting for being migrated and has no scheduled date yet. In case a user wants to be migrated now, this can be done so by using the CERNphone Resources Portal.
  • Scheduled: This status means that a number has been scheduled for migration at the listed date. Users can modify their migration date within a certain range. They will receive an email when their migration is scheduled and a reminder when the migration date gets closer.
  • In progress: The migration process has started. The number will be soon transferred to CERNphone. If a number stays more than one day in this status, don't hesitate on contacting us.
  • Completed: The number is now part of the CERNphone system. Users can now proceed in installing and using the CERNphone apps.
  • Manually: This status indicates that a number was manually migrated via the Resources Portal or that a number was a CERNphone number from the start.
  • Failed: There was a problem with the migration. Our team is probably aware, but please contact us anyway.
  • Paused: The migration is put on hold.
  • Closed: The number was closed in Foundation.

E-mails

Users will receive e-mail notifications on the status of their migration:

Migration announcement:

announcement

Migration reminders:

reminder

Migration starting:

starting

Migration completed:

completed