Persons

Key information

In this menu the persons are administrated. New persons can be created by clicking on «Add». There are only few mandatory fields when creating persons in the web interface:

• Family Name
• Given Name
• Language
• PIN: The PIN is required as a one-time password to log into the Mobile App. The portal automatically generates a 4-digit PIN. This can be changed manually. Once a person signs into the Mobile App for the first time, the person will be asked to set a password and the PIN will no longer be required for logging into the Mobile App.
• Organizational unit: You can only select from the organizational units you as a user have access to.
• At least one device.

Please also note the following general information on the concept of persons:

→ A Person can be a member of many alarm groups.

→ A Person can be a member of a higher-level alarm group.

→ A Person can have up to 16 devices.

→ Communication channels can be selected / deselected for each alarm group.

Detailed Person Configuration

• Employee Number: This has to be unique across your account. It is required as unique identifier of the person if you would like to use the csv import functionality for persons and groups.
• Job Title and Salutation will support you in later finding the right persons for your groups and alarms quickly and reliably.
• Primary qualification: You can define one primary qualification per person. The qualifications you can select from have to be pre-configured in the qualification configuration. You can use this qualification to search for persons and to set qualification-based alarm goals in the alarm configuration. Furthermore, you can use all these fields to assemble filter-based groups.
• Account e-mail: It is possible for employees to maintain their data in self-management. For this purpose, the email address of the person must be entered. This person can then log into the web portal to confirm and edit his or her personal data and read the portal news feed. In addition, the person has the option of entering a secret telephone number and email address. These can be used by operators and administrators for alarming, but the phone number and mail address won't be visible to them. Please note that for a first-time login, the person just has to click ‘forgot password’ to generate a new password - no "password email" will be sent automatically.
• Create user: You can - but of course don’t have to - create a linked user for this person. You would directly be taken to the user configuration from here when clicking on the button.
• PIN: see above
• Device password: This password has to be set for a person to be able to log into the ENS+ Microsoft Teams Bot or the mobile app. Of course, the person can set an individual secret password. Just for resetting the password without having an account email set this field can be filled by a user in the web interface.
• Profile: Through a profile, you define which functionalities beyond receiving alarm notifications a person can access via mobile app and / or Desktop client, such as the ability to trigger certain alarms, check-in and out of groups, and access specific emergency documents. You can select from the list of profiles, which are configured and available in the organizational unit set for this person.
• Global: If you switch ‘Global’ to ‘on’, the person will also be visible for users from all other organizational units. Users of these other organizational units can then add this person to their groups and alarms, however, they cannot edit any personal settings.

• Availability: If the availability is switched off, the subscriber does not receive any alarms. However, it is possible to overwrite the offline status of a person within an alarm.
• Deputy email: Fill in the account email address of the person that should serve as a deputy. This deputy would be notified as part of an alarm escalation, if “deputy escalation” is enabled for this alarm. Please note that only a global person can be selected as deputy, if the person him/herself is set to “global”.

Adress configuration

You can configure up to two addresses per person:  

• Assign an address from the central address registry.  
• Add an individual address for this specific person.  

They will support you in later finding the right persons for your groups and alarms quickly and reliably. Furthermore, you can use the fields of the individual address to assemble filter-based groups (fields of address from address registry will be available in filter-based groups soon). 

Device configuration

You have to configure at least one device (and max. 16) to notify this person and you can select each device type multiple times.  

Group and alarm settings influence if and when these devices will be notified during a specific alarm process. Here in the person configuration, you can exclude a device entirely by selecting “-“. This device won’t be used in any alarm.  

For alarms with alarm type “personal device priority” you determine the sequence of devices here in the person configuration. “0” is highest priority, while “15” would be lowest priority if all 16 devices were configured. You can set different priorities for your working hours if this is enabled for your account. Please note that automated device management is then only possible via API and no longer via csv import. If you use a Media Gateway, please also note that a differentiation of priorities for working hours is not available for local persons.  

You can select from the following device types:  

• Qualifications: The system supports the assignment of up to 30 additional qualifications to a person. These additional qualifications can be used for filtering for persons, e.g., to assign them to a group or directly to an alarm, and for the Incident Board. However, for qualification-based alarm goals, only the primary skill is decisive.
• IoT Devices: The system supports the direct assignment of IoT devices like Bluetooth Buttons and LORA Emergency Buttons by adding their Hardware ID. If at least one such device is assigned to a person, a profile has to be selected for this person. If the IoT device then transmits location information, the assigned alarm is initialized. If no or unknown geo-information is transmitted to the system, the default alarm configured in the profile will be started.

Duplicate Phone Numbers:

When executing an alarm, duplicate phone numbers for each device type will now be consolidated during the alarm flow and just alerted once in order to avoid being considered fraud by telephone providers. Any devices that don‘t get notified for this reason will be marked as „duplicate“ in the alarm log.

Group assignment

Once a person has been created and saved, it can be assigned to different groups. An overview of the group memberships then appears in the respective person:

In the lower area the group membership of a person can be viewed and configured. On the left side, all groups are displayed that have already been assigned to a person. On the right side are all groups that can still be assigned to a person. By clicking on one or more groups and using the buttons in the middle, the person can be added to groups and removed from groups.

A POP-UP window opens during assignment. In this window it is defined on which devices a person within a group is alerted. If not all communication channels are configured, they are displayed in red. The communication channels can be individually selected for each group.

Export and import via csv

Export

Select one, several, or all persons on the person overview page to enable the export functionality.

 If you click on "Generate export", you will be asked to enter a description, and when you confirm, a csv-file named "person.csv" will be created in the Download Center for you to download. 

Import

Please note that only users with the following roles are able to import persons:

• Principal
• Configuration
• Organizational Unit Administrator
• Config Groups

If you are a user in the root organization, you can not only import persons for the own organizational unit but also for all subordinate organizational units. You can find more information about organizational units here.

If you click on "Import person" you can browse and upload your import file. You have the option to either just add persons or to update existing ones by clicking "overwrite existing". It is not possbile to delete persons via csv file.

The application automatically reviews the file format and will give back an error message if it is not csv.

Depending on the amount of persons to be imported, the import process can take up to several minutes. The logged in user will receive an email with a summary after the import has been completed.

How a valid csv file is structured

In order to avoid mistakes, we recommend to export a csv file first and then replace the existing values by the desired ones. The csv file consists of a header and the person-related rows. You can change the text of the header fields arbitrarily - just keep in mind that you always have to have the exact same number of fields. Then you have one row per person with the following information:

Import persons (create new)

The following fields are mandatory. If there is no data for them, they have to be filled with dummy data:

In addition, every person has to have at least one device, and max. 16 devices. Each device has to have a valid value (e.g., phone number or email address). Every person can have an unlimited number of groups, but at least one device for each group has to be provided.

The following conditions have to be met for an import to be successful:

• All mandatory information is provided.
• All fields have to be in one row and without any space between entries.
• The csv file must use "," as a separator and UTF-8 coding. (You can use e.g., Notepad ++ to review and change these settings).

Exemplary values - when address from address registry is disabled for your account:

First row:

Surname,First name,role,language,organizational unit,Global,Employee id,pin,qualification,Room,Floor,Building,account email,Device_1,Value_1,Device_2,Value_2,Device_3,Value_3,Device_4,Value_4,Device_5,Value_5,Device_6,Value_6,Device_7,Value_7,Device_8,Value_8,Device_9,Value_9,Device_10,Value_10,Device_11,Value_11,Device_12,Value_12,Device_13,Value_13,Device_14,Value_14,Device_15,Value_15,Device_16,Value_16,Group_0,ChannelType_0

Second row:

Mustermann,Max,Team Süd Remote Techniker,de,Testaccount,false,1234567890,0815,3rd Level Support,123,EG,F24 Hagen,max.mustermann@f24.com,MOBILE,+4917171717171,SMS,+4917171717171, OTHER_SMS,91760053,   EMAIL,max.mustermann@f24.com,APPLICATION,max.mustermann@f24.com,AC, max.mustermann@f24.com,EXTERNAL_PHONE, +492331976420, INTERNAL_PHONE,420,,,,,,,,,,,,,,,,,,,Mustergruppe, EXTERNAL_PHONE|MOBILE|SMS  

Structure when address from address registry is enabled: 

Surname,First name,role,language,Organizational unit,Global,Employee id,pin,qualification,Room,Floor,Building,account email,Assigned address name,Assigned address ID,Assigned room,Assigned floor,Assigned building,Device_1,Value_1,Device_2,Value_2,Device_3,Value_3,Device_4,Value_4,Device_5,Value_5,Device_6,Value_6,Device_7,Value_7,Device_8,Value_8,Device_9,Value_9,Device_10,Value_10,Device_11,Value_11,Device_12,Value_12,Device_13,Value_13,Device_14,Value_14,Device_15,Value_15,Device_16,Value_16,Group_0,ChannelType_0,Group_1,ChannelType_1,Group_2,ChannelType_2,Group_3,ChannelType_3 

Overwrite or update existing persons

In order to identify existing persons, their Unique Employee id and organizational unit will be taken into account. If there is a match between imported and existing person, the following fields can be overwritten or remain empty. If they are empty, the original value will remain stored:

• Surname
• First name
• Language
• PIN

If group and channel type are imported, they will be added to the list already stored. To give an example: If the person is currently assigned to two groups, and only one group is existant in the csv-import, it will be added. So then the person is assigned to three groups.

Import Summary via email

You will receive a summary of the import via email. If an error occured, you will receive a detailed report as csv-attachment called "changelog.csv". It contains all row numbers with an error and the according error message.