Set Up User Permissions for the Cloud Voice App

When you enable the Cloud Voice App for a user, they start with full run of the app: every menu is visible and every setting is editable. Permission rules let you narrow that down. You decide which menus appear and which settings each user can change, and whatever you set applies consistently across the Web, Desktop, and Mobile versions of the app.

There are two kinds of rules:

• Menu visibility controls which menus a user can open.
• Operation permission controls which settings a user can modify.

Both are managed from the PBX (Private Branch Exchange) web portal, which is the browser-based admin console for your phone system.

Note

The two rule types are independent. A menu-visibility rule only decides whether a menu is shown; an operation-permission rule decides whether the settings inside it can be changed. You can use one, the other, or both together.

Requirements

Confirm that the platform and the client apps meet these minimum versions before you build permission rules.

Component	Minimum version
PBX server	84.12.0.57
Cloud Voice App, Desktop (Windows)	1.2.14
Cloud Voice App, Desktop (Mac)	1.2.10
Cloud Voice App, Mobile (iOS)	5.2.9
Cloud Voice App, Mobile (Android)	4.13.16

Caution

These are minimum versions. Permission rules depend on them, so a client app older than the version listed here may not honor the rules you create. Update any out-of-date clients before you rely on permissions to restrict access.

Control which menus users can see

Out of the box, every user can open every menu in the app. Add a menu-visibility rule when you want to keep certain menus out of certain people’s view.

1. Sign in to the PBX web portal and go to Extension and Trunk > Client Permission > Menu Visibility.

   The list already holds the default rule, which grants all users access to all menus.

2. Click Add rule.

3. Define the rule, then click Save.

   

   • Extension/Extension Group: select the edit icon and choose the extensions, extension groups, or departments the rule covers.
   • Permission Type: choose how the rule behaves.
     • Allow use: the selected menus stay available in the app.
     • Disallow use: the selected menus are hidden.
   • Menu: pick the menus the rule allows or blocks.

   Tip

   Point rules at extension groups or departments rather than individual extensions where you can. The rule then keeps working as people join or leave that group, so you don’t have to edit it every time your team changes.

The rule takes effect right away. From then on, each user sees only the menus you’ve left visible to them.

Caution

A rule applies the moment you save it, including to users who are already signed in. A Disallow use rule will make the affected menus disappear from their app live. Double-check the Extension/Extension Group scope before saving so you don’t hide menus from the wrong people.

Control which settings users can change

By default, users can edit every setting in the app. An operation-permission rule lets you lock down the specific settings you don’t want them to touch.

1. In the PBX web portal, go to Extension and Trunk > Client Permission > Preference Settings.

   The default rule, which lets all users configure all settings, appears in the list.

2. Click Add rule.

3. Fill in the rule, then click Save.

   

   • Extension/Extension Group: select the edit icon and choose the extensions, extension groups, or departments the rule covers.
   • Permission Type: choose how the rule behaves.
     • Allow edit: users can change the selected settings.
     • Disallow edit: users can’t change the selected settings.
   • Configuration Item: pick the settings the rule governs. Each option maps to a different location depending on the app, as summarized below.

Configuration item	Location in the Mobile app	Location in the Web and Desktop apps
User	Account > Personal Information (the User Information and Upload Avatar options)	The matching tab under Preferences
Presence	Account > Current Presence	The matching tab under Preferences
Voicemail	-	The matching tab under Preferences
Audio & Video	-	The matching tab under Preferences
Features	Account > Settings > Advanced: Call Waiting (the Call option) and Switch Business Hours Status (the Time-conditional Presence Auto Switch option)	The matching tab under Preferences
Function Keys	-	The matching tab under Preferences
Integration	-	The matching tab under Preferences
AI	Account > Settings > AI	The matching tab under Preferences
Change Password & Security	Password Management in Account > Settings (the Change Password option)	Account > Change Password & Security

Note

A dash in the Mobile column means that configuration item is not available in the Mobile app, so the option only affects the Web and Desktop apps.

Caution

The Change Password & Security item controls whether users can change their own password. If you set it to Disallow edit, affected users can no longer reset their password from the app and will have to contact an administrator, so apply it deliberately.

On the Web and Desktop apps, the settings above live under the Preferences menu:

The rule takes effect right away. From then on, users can only change the settings you’ve allowed them to configure.