Relationships

This chapter describes the settings you can make for relationships for a location/configuration group.

Explanation - Relationships

A person is always in a certain relationship to another person. The relationship is directed, i.e. person A has a certain relationship with person B; person B can have a different relationship with person A. The relationship outlines what properties another person sees and what actions another person is entitled to run on my resources.

Hint

XPhone Connect Server users can be related to each other in different ways - via their locations (or configuration groups) and also via their team assignment (work or monitoring group). If different relationships are thus defined for a user in different ways, then the relationship with the more comprehensive authorizations becomes active in each case.

An example

By assigning person A to the configuration group Development Munich, users from other locations/configuration groups receive the relationship Employee for person A. Members of the Project ACME workgroup receive the Assistant+ relationship for person A. Then the latter relationship setting applies even if members of the workgroup are mapped to different configuration groups, because this relationship contains the broader permissions.

Each user has the possibility to set the relationship to another user individually. This overrides all other relationships. VIP users in principle set their relationship with other users only themselves.

Depending on the company agreement, it is defined here whether users may extend and restrict or only extend the relationship to contacts. Depending on which selection has been made, the selection of relationships available to the respective user in the client is grayed out.

Access right matrix

		Blocked person [1]	Unknown person	External person	Forwarding participants [2]	Forwarder [2]	Employee	Team colleague	Assistant	Assistent+ [3]
Detailed contact info	read							◼	◼	◼	-
General contact info	read					◼	◼	◼	◼	◼	-
Detailed presence info	read							◼	◼	◼	Presence status, presence status text, period of validity of a meeting, note for colleagues, subject of a company meeting
General presence info	read					◼	◼	◼	◼	◼	Presence status, presence status text, period of validity of a meeting
Detailed forwarding info	read					◼		◼	◼	◼	-
General forwarding info	read					◼	◼	◼	◼	◼	-
Detailed call info	read							◼	◼	◼	-
Subject text for non-private meetings	read							◼	◼	◼	-
Presence status text	read							◼	◼	◼	-
Period of validity for non-private meetings	read							◼	◼	◼	-
Period of validity for private meetings	read							◼	◼	◼	-
Set presence	edit								◼	◼	-
Presence symbol without text information	read			◼	◼	◼					-
Change call forwarding	edit								◼	◼	-
Pick up calls	edit							◼	◼	◼	-
Show busy phone status	read				◼	◼	◼	◼	◼	◼	-
Company contact data - E-mail	read	◼	◼	◼	◼	◼	◼	◼	◼	◼	Only users of the server see the email address
Company contact data - Photo	read	◼	◼	◼	◼	◼	◼	◼	◼	◼	Only users of the server see the contact image
Phone number may also be seen during call	read									◼	-
May see external participant on hold for forwarding	read				◼	◼		◼	◼	◼	-

[1]

The relationship Blocked is not selectable in teams.

[2] (1,2)

These relationships are only selectable via Teams > Monitoring group.

[3]

The Assistant+ relationship can only be configured via the Admin GUI, i.e. in sites/configuration groups or in teams.

Hint

Please note that changes in relationships (and therefore the visibility of data such as presence or meetings) may be of data protection relevance.

Configuration - standard relationship between persons

Here, you can assign the standard relationships that are allocated to a user during the initial setup. If a user changes his settings at his own XPhone Connect Client, the setting at the server always applies.

• … from this location for users in this configuration group

  • Assistant+

  • Assistant

  • Team colleague

  • Employee

  • External person

  • Unknown person

  • Blocked

• … from other locations for users in this configuration group

  • Assistant+

  • Assistant

  • Team colleague

  • Employee

  • External person

  • Unknown person

  • Blocked

• … outside the XPhone Connect Server for users in this configuration group

  • Employee

  • External person

  • Unknown person

  • Blocked

Examples

Examples - Initial situation

A user can be in a relationship for other users. Other types of relationships are available in XPhone Connect than those indicated here.

Tip

• This example shows a newly set up XPhone Connect Server.

• The users’ default relationships are set as Employees, for example.

• Only employees are set up: Employee A, B and C.

• In each of the following examples, each user now has the Employee relationship (specified as default on the server side):

Example 1 - Set up assistant

If an employee wishes to enable a colleague to change his presence status and call forwarding, take his calls and permit him to see advanced call information (see matrix), please proceed as follows.

Relationships can be set at your own XPhone Connect Client for other users. What the other user may do and see with your data is set at your own XPhone Connect Client.

1. Employee A initially searches for employee B in his XPhone Connect Client.

2. He changes the relationship in User > … Other actions > Change relationship to contact where he must click Assistant.

3. Employee B is now Assistant for employee A.

4. Employees A and C remain Employees for all others .

Example 2 - Set up assistant for all other employees

If an employee wishes to be an assistant to all colleagues at the location/configuration group in order to change presence status and call forwarding, take calls and have permission to see advanced call information (see Matrix), it is possible for all users to set their relationships to employee B as Assistant, as in example 1. Therefore, all users must be active but this is very inconvenient.

1. Server side: Under Teams on the XPhone Connect Server, the administrator or team administrator creates a new monitoring group, adds the participants to the respective sub-groups and assigns the authorisations among sub-groups, e.g. employee and assistant.

2. Employee B is now Assistant for all other employees at the location/configuration group.

3. All other employees remain Employees.

Example 3 - Assigning an employee VIP status

If, for example, the MD only wants selected persons to be able to see his presence status and other information (e.g. call forwarding), these employees must be changed to VIP . Once this is done, a VIP manages all relationships himself.

First of all, relationships are reallocated followed by VIP status in this example. Then you can see how relationships change among themselves.

1. Server side: At User management > Users > Relationships on the XPhone Connect Server, the administrator activates the This user is an assistant checkbox for employee B.

2. Employee B is now Assistant to employees A and C:

1. Employees A and C remain Employees .

2. Server side: At User management > Users > Relationships on the XPhone Connect Server, the administrator then activates the This user is a VIP checkbox for employee C. Although employee B was an assistant, the VIP setting supercedes all other settings on the client and server side. Employee C is now Unknown for all other employees:

Only once employee C changes to another relationship can the respective person access further information. A VIP therefore manages all relationships himself.

Note - server-side changes to relationships compared to relationships changed on the client side

The interaction and/or dependencies between admin and user settings are illustrated here. In this example, client-side and server-side settings are made to the relationships.

1. Client side: Employee C changes the relationship of employee B to Team colleague on the XPhone Connect Client.

2. Employee B is now Team colleague for employee C as well as Employee for employee A on account of the default setting.

1. Server side: On the XPhone Connect Server, the administrator creates a team where he defines the Assistant relationship.

2. Employee B is now Assistant for employee A but not for C where the client-side Team colleague setting remains.

3. Employees A and C remain Employees .

Client-side changes always supercede server-side changes. A user can therefore overwrite server-side relationship settings.

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