Centralized System & Personal Directory

Centralized Personal Directory

The Personal Directory is a list of up to 100 numbers and associated names stored centrally in the system for a specific user. A directory entry can be used to label an incoming call on a caller display telephone or on a PC application. The directory also gives a system wide list of frequently used numbers for speed dialing.

For example “Mr. Smith” can be displayed when a known Caller ID is received. A user can also select Mr. Smith in the Directory List in Phone Manager, or on a display phone to speed dial this number. All entries may be added, deleted or modified by Manager, , a telephone, or an external service. The personal directory data is sent/updated whenever the user is logged in a SCN.



Centralized System Directory

Directory services can be used to import directory records (names and numbers) from external sources. These sets of records are regularly re-imported.

Directory records can come from the following sources:

  • LDAP Import: The system can import LDAP records for use within directories shown by user phones and applications. LDAP import is configured through the System | Directory Services | LDAP form. The LDAP used is LDAP Version 2.

  • HTTP Import : Systems are able to import the directory records from another system using HTTP. HTTP import is configured through the System | Directory Services | HTTP form by specifying an IP address or multi-site network connection. The records imported can be any or all of the following record types held by the system from which the records are being imported: LDAP imported records, HTTP imported records, configuration records.

  • System Directory Records (Configuration records): Records can be entered directly into the system configuration through the Directory | Directory Entry form. System directory records override matching LDAP/HTTP imported records.

    Users with system phone rights (see System Phone Features) and a phones with a CONTACTS button can add, delete and edit the system directory records of the system on which they are logged in. They cannot edit LDAP or HTTP imported records.

Server Edition Directory Operation

For a Server Edition network, these settings can only be configured at the network level and they are stored in the configuration of the Primary Server. All other systems in the network are configured to share the directory settings of the Primary Server through the settings at System | Directory Services | HTTP.

Directory Record Capacity

The directory capacity depends on the type of system. The figures below are applicable for Release 10.0.



Number of Directory Records

Total Number of Directory Records


LDAP Import

HTTP Import

Standalone Systems

IP500 V2





Server Edition

Primary Server





Secondary Server



Expansion System (L)



Expansion System (V2)



Directory Dialing

Directory numbers and names are displayed by user applications such as SoftConsole. The method by which these directories are searched and used depends on the application. Refer to the appropriate user guide.

Directory entries used for dialing can contain () and  characters in the number. Those characters are ignored in the dialled output. Directory entries containing ? in the number (used for directory name matching) are not included in the directory for dialing.

Directory names are also viewable through the Dir or Contacts function on many Avaya phones. They allow the user to select the name in order to dial its associated number.

The directory function groups directory records shown to the phone user into several categories, for example; system, personal, users and groups. Depending on the phone or application, the user may be able to select the category currently displayed. In some scenarios, the categories displayed may be limited to those supported for the action being performed by the user. The typical categories are:

  • External: Directory records from the system configuration. This includes HTTP and LDAP imported records.

  • Groups: Groups on the system. If the system is in a multi-site network, it will also include groups on other systems in the network.

  • Users or Index: Users on the system. If the system is in a multi-site network it will also include users on other systems in the network.

  • Personal: Available on 1400, 1600, 9500 and 9600 Series phones. These are the user’s personal directory records stored within the system configuration.

On phones that support Dir or Contacts, the user can filter the currently displayed set of directory names by dialing on their keypad. Additional dialing applies a progressive filter. For example, if the user presses the 5 key (JKL), only names with some part beginning with J, K or L remain listed. If the user then presses the 2 key (ABC), only names with some part beginning with JA, JB, JC, KA, etc. remain listed. As the users presses more keys on their phone, the number of remaining matches reduces.

By default the letter matching is performed simultaneously against all parts of the directory name, ie. first, middle and last name. However, this behavior can be modified for all users using a NoUser source number.

Speed Dialing

On M-Series and T-Series phones, a Speed Dial button or dialing Feature 0 can be used to access personal directory records using the record’s index number.

  • Personal: Dial Feature 0 followed by * and the 2-digit index number in the range 01 to 99.

  • System: Dial Feature 0 followed by 3-digit index number in the range 001 to 999.

  • The Speed Dial short code feature can also be used to access a directory speed dial using its index number from any type of phone.

Caller Directory Name Matching

Directory records are also used to associate a name with the dialled number on outgoing calls or the received CLI on incoming calls. When name matching is being done, a match in the user’s personal directory overrides any match in the system directory. Note that some user applications also have their own user directory.

  • The ( ) and  characters are not used for directory name matching. Directory entries with those characters are ignored for name matching.

  • A ? character can be used to match any digit or digits. For example 91?3 will match 9123. Typically a single ? is used at the end of a know dialing string such as an area code.

  • The best match is used, determined by the highest number of matched digits.

  • There is no minimum number of matches. For example, a directory entry of 9/External can be used to match any external call unless it has a better match.

Other Name Sources

  • SoftConsole has its own directories which are also used for name matching. Matches in the application directory can lead to the application displaying a different name from that shown on the phone.

  • Name matching is not performed when a name is supplied with the incoming call, for example QSIG trunks. On SIP trunks the use of the name matching or the name supplied by the trunk can be selected using the Default Name Priority setting (System | Telephony | Telephony). This setting can also be adjusted on individual SIP lines to override the system setting.

  • Directory name matching is not supported for DECT handsets. For information on directory integration, see IP Office DECT R4 Installation.

Imported Records

Imported directory records are temporary until the next import refresh. They are not added to the system’s configuration. They cannot be viewed or edited using Manager or edited by a system phone user. The temporary records are lost if the system is restarted. However the system will request a new set of imported directory records after a system restart. The temporary records are lost if a configuration containing Directory changes is merged. The system will then import a new set of temporary records without waiting for the Resync Interval. If an configuration record is edited by a system phone user (see System Phone Features) to match the name or number of a temporary record, the matching temporary record is discarded.

Importation Rules

When a set of directory records is imported by HTTP or LDAP, the following rules are applied to the new records:

  • Imported records with a blank name or number are discarded.

  • Imported records that match the name or number of any existing record are discarded.

  • When the total number of directory records has reached the system limit, any further imported records are discarded.

    For capacity information, see the description for the Directory tab.

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