Procedure to Create an External Contacts Shared Directory in Zoom
Kindly note.
- This particular feature is distinct from viewing the internal contacts directory on the phone’s desk. For more related information, you can view the desk phone features list.
- The Zoom phone users won’t be able to access the shared directional on the desk phones provisioned. The limitations section on the zoom support will give you further info.
The Zoom admins or account owners have the privilege to create the external contacts shared directory. The phone users can access the shared directory when they use the zoom mobile app or desktop client. The external contacts can get viewed in the contact group in the Import contacts within the all contacts section in the contacts tab.
When you create the directory, you can mention the third-party PBX provider for the Zoom Phone users who will communicate along with the external contacts.
This specific feature is impactful in the below events-
- At the time of shifting a large number of zoom users to the zoom phone, one can also shift a fraction of their users, following which can import the contacts they are waiting to get migrated.
- Your organizations would demand the phone contacts to use a third-party phone service. For instance, when your organization consists of a third-party call center, one can import the contacts so that their staff can conveniently reach the third-party agents.
From this article, know about adding a contact, limitations, contact fields, and more.
Preconditions for creating the shared directory of the external contacts.
- One must have a business, pro, or education zoom account.
- Should have the zoom admin or account owner privileges.
- Should have the zoom phone license.
Limitations at the time of creating the shared directory of external contacts.
Before creating the shared directory, kindly pay attention to the below limitations.
- The name of the contact (the CSV file-specific one) would not be displayed at the voicemail log or on the call history when your zoom account does not use BYOP. The name of the contact will get displayed when your account uses BYOP.
- The zoom phone users can call contacts, using the search field available at the top of the dial pad in the Phone tab. (Mobile app or desktop client )
- The contacts won’t be accessible for the provisioned desk phones.
- Contacts can get displayed by the phone users of the account. You won’t be able to create the shared directory at the site level.
Procedure to create the SIP groups. (It is optional).
Remember, For creating the SIP groups, you would require to contact Zoom for enabling the SIP groups and setting up the SIP trunks for your zoom account.
You can also configure the third-party provider by SIP groups creation. This would permit the zoom phone users for calling the imported calls using the third-party provider.
Step 1. In the zoom web portal, you have to sign in.
Step 2. From the navigation menu, you can tap on phone system management followed by company info.
Step 3. Tap the account settings available above the page.
Step 4. Run below at the routing section.
Step 5. At the SIP Groups, you can tap on manage.
Step 6. Tap add and then input the respective information,
- SIP Trunk. Choose a SIP trunk that you can use for outgoing calls.
- Name. Input the display name from the SIP group.
- Description. This is optional. Input the brief description to assist in identifying the group.
Step 7. Tap on save.
Way of adding a contact.
The below steps will enable you to add contacts at one time.
Step 1. In the zoom web portal, you have to sign in.
Step 2. From the navigation menu, you can tap on phone system management followed by company info.
Step 3. Tap the account settings available above the page.
Step 4. Tap on the external contacts section.
Step 5. Tap on add.
Step 6. Mention the contacts fields.
The procedure of adding the contacts with the CSV file.
When you import the CSV file, it becomes applicable for creating various contacts at once.
Creating CSV File.
Step 1. In the zoom web portal, you have to sign in.
Step 2. From the navigation menu, you can tap on phone system management followed by company info.
Step 3. Tap the account settings available above the page.
Step 4. Tap on the external contacts section.
Step 5. Tap on import.
Step 6. For viewing the fields, you can tap the CSV Sample.
Step 7. Tap on the Download.
Step 8. By using spreadsheet applications like Microsoft Excel you can open the CSV sample.
Step 9. Now fill the CSV sample by using the contact details.
Importing CSV file.
Step 1. In the zoom web portal, you have to sign in.
Step 2. From the navigation menu, you can tap on phone system management followed by company info.
Step 3. Tap the account settings available above the page.
Step 4. Tap on the external contacts section.
Step 5. Tap on import.
Step 6. To upload the CSV, tap on upload CSV and then choose the complete CSV file.
Contact fields definition.
You can particulate the respective below given info at the time of creating the contacts for the shared directory.
- ID. This represents the unique identifier of the contact.
- When you don’t possess a SIP group, you can quiet this section vacant. Zoom by default provides the serial numbers as IDs.
- And when you have SIP groups, then you can use the primary key from the earlier authentic phone system.
- Name (mandatory). It shows the contacts display name. It gets displayed for the other phone users.
- The extension (optional. It is important in case you don’t have a phone number). This is the contact extension number of the original phone system. Ensure that the extension number isn’t duplicated and have an existing extension number in the zoom account. You can have the SIP groups so that the zoom phone users can have a reach to the contact using the extension number.
- Phone Number. (optional. It is important in case you don’t have an extension number). The contacts phone number is available in E.164 format. You can segregate numerous phone numbers with commas. The E.164 format includes the following without any dashes or spaces.
- Area code.
- Phone number.
- Country Code ( delete the plus sign before the country code).
- Email. This is the zoom contacts email id. This is shown for other phone users.
- Routing Path. The outbound calls get routed to the contact’s global directory.
Remember, when you don’t particulate in a routing path, the zoom site applies the routing rules. So,
- When you don’t have SIP groups, I’m out or choose PSTN.
- When you have SIP groups, input the SIP group name to en route the outbound calls applying the associated SIP trunk. If you wish then you can also bring alterations to each contact’s SIP group after importing the CSV file.
- Description. A precise description will assist you to identify the contact. The description will not get shown to the other phone users.
Way of using the shared directory.
The phone users and zoom admins can utilize the features to take advantage of the external contacts shared directory.
Zoom Admins.
- Personalize the zoom phone user‘s call handling setting to forward the inbound calls to the external contacts.
- Personalizing the call queue, auto-receptionist, or shared lined groups settings to forward the inbound calls to the external contacts.
Phone users.
- Calling the external contacts in the shared directory while searching for the extension or phone number, contact’s name in the phone tab. ( You can do so with the zoom mobile application or desktop client).
- Personalizing their call handling setting for forwarding the inbound calls to external contacts.
- For transferring a call to the contact of the shared directory.
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