Skype for Business / Lync Polycom VVX Manager Version 3

Note: The Polycom VVX Manager Version 3 has now been updated to Poly Phone Manager 4 available here: https://www.myteamslab.com/2022/08/poly-phone-manager-4.html

Polycom’s VVX range of phones on Lync/Skype for Business have come a long way in the past few years. The release of version 5.4 has delivered further improvements and new features and moved them into a position of superiority over even Lync Phone Edition devices. Since version 5.4 of VVX software there has been support for remote management features by way of a RESTful web service interface. The VVX Phone Manager takes advantage of this API and allows you to remotely execute various functions of the devices. As of version 3.0 there is also now support for phones that are directly registered to Skype for Business Online!

Polycom VVX Manager Version 3 Features

Polycom VVX Phone Manager 3

Skype for Business Online Support - The VVX Phone Manager as of version 3.0 can now list up users from Skype for Business Online and discover their VVX/Trio devices using the Network IP Discover method (supports users with VVX's and Common Area Phone Devices). The "Connect SfBO" button will connect the PowerShell session to SfB Online. You will need to enter your Office 365 AAD username and credentials to connect. Once connected a green "Online" label will be displayed next to the button and the button’s text will change to "Disconnect SfBO" which you can click to disconnect from SfB Online.

Phone discovery – Phones can be discovered either by automatically querying the Lync/Skype for Business Monitoring database (provided there is a monitoring role deployed in the environment) by pressing the “Discover from Monitoring DB” button. Alternatively, this can be done by entering IP Address ranges and “pinging” contiguous subnet ranges for phones using the “Discover from IP Range” button (format: "192.168.0.1-192.168.0.20" OR "192.168.0.0/24" OR add multiple with comma separation "192.168.0.0/24,192.168.1.0/24"). During the discovery process, phones that are logged in to user accounts will be listed in the users list. If the tool finds a VVX handset that is not signed in, it will be added to the user list under the name “VVXNot@LoggedIn_<index number>”. This allows you to use the tool to access these devices even though they are not signed into the system.

Important Note: The VVX Phone Manager Tool uses the registration database within the Lync/Skype for Business monitoring database to determine the IP addresses of phones. However, registrations are only added to this database at the time when a user manually signs in with a PIN or with Domain authentication details. If a user moves a phone to a new subnet or the IP Address changes without signing it out/back in then its new IP Address will not be written to the Monitoring database. So, in some cases, the Monitoring database may not produce a complete list of registered VVX devices. The "Monitoring DB Query Time" value in the "Settings" dialog can be used to extend how far back the Monitoring DB query will go to find VVX registrations. This can help to find phones that haven't been manually signed in for an extended period of time. Or alternatively, the "Discover from IP Range" option can be used to do an exhaustive scan of all subnets if required. 

Export/Import Phone Info – This feature outputs a CSV file that contains all the Users, IPs, Firmware Version, Serial Numbers, Lync/Skype for Business Server, and MAC Address (if available) for all phones. If you select the "More" checkbox you will also get the additional Lync/Skype for Business policy settings for each user (this is slower).

Access Web Interface - Access the web interface of a VVX phone by selecting a user in the user list and clicking the “Web Config” button. This will automatically load the web browser to the phone's web interface.

Pin control – The “Pin…” button will load a dialog that will Set, Test, Lock, Unlock a user’s PIN number.

PIN Dialog

Send Text Messages - Send text messages to be displayed on a Polycom VVX phone. An example of this would be to send a message to warn before a system upgrade or a reboot. Messages are displayed on the screen for 30 seconds.

Example of Message Screen

Note: Sending messages relies on the PUSH interface being enabled on the phone in order to accept the message. See the VVX Requirements section for more detail of this configuration. 

Get More Info – By pressing the “More Info” button you can get extended information about a VVX phone including: Device Info, Call Status, Presence Info, Network Info, Line Info, SIP Status, Network Statistics.

Reboot/Restart Phones – You have the choice of Rebooting or Restarting a single, multiple, or All phones.

Reset Config – You have the option to Reset the Config or Factory Reset the configuration with one or many phones.

Get/Set Config - You can Get or Set any setting in the phone configuration. You simply need to enter the configuration setting name (as you would find in the configuration file eg. log.level.change.hset) and click the Get or Set buttons to view or change the setting's value.

Sign in / Sign out devices (5.7 software required on the phone) - Selecting sign in will open a dialog that allows for either AD Authentication or PIN Authentication. Selecting sign out will sign out the phone from Skype for Business.

Dial / End Call – You can choose to remotely dial a SIP URI (eg. john.smith@domain.com or +61395551111@domain.com) on a phone by entering a URI and pressing the “Dial” button. If the phone is on a call you can also choose to end the call using the “End Call” button.

Test FTP Config Server - Test your FTP Configuration File server by simply entering the IP address of the FTP server and pressing the “Test FTP” button. The tool will attempt to connect to the FTP server and download information about key files associated with a Polycom configuration server deployment. These include the base configuration file (000000000000.cfg), configuration files in the CONFIG_FILES tag, any MAC address files associated directly with phones, and firmware files (*.sip.ld). The tool will give feedback as to the state of the FTP server.

View Screen – The “Screen…” button will open a dialog that will show you the user's screen. Before the user's screen can be viewed the user must first manually allow access to the Screen Capture feature (this is a security measure so that the user is aware that someone is viewing their screen). This setting within the Basic->Preferences screen will only be made available while the VVX screen dialog is displayed (the tool automatically makes the setting "up.screenCapture.enabled" in the device to turn on this preference setting). When the dialog first loads you will see a screen that looks like this:

VVX Screen Dialog

At this point the user will have to enable the following setting in their phone preferences:

Settings -> Basic -> Preferences -> Screen Capture -> Enabled

Note: In version 2.50 of the tool with Version 5.7 of VVX software this step is not required anymore. The tool will immediately be able to display the screen by using the REST interface to enable the feature.

Now you will be able to see the user's screen and save screenshots of the screen as JPG files if you so desire:

VVX Screen

Command Line Settings – If you would like to load the script with your own specific settings to save time, you can specify these in the command line when loading the script. The format of the parameters are as follows:

Script command line settings:

.\Skype4B-Lync-PolycomVVXManager3.00.ps1 -WebPortInput 443 -UseHTTPSInput false -AdminUsernameInput AdminUsername -AdminPasswordInput AdminPassword -PushUsernameInput PUSHUsername -PushPasswordInput PUSHPassword -IPRangeInput “192.168.0.1-192.168.0.200” -OnlineUsernameInput john.smith@tenant.onmicrosoft.com -OnlinePasswordInput "Password"

Settings Dialog – The “Settings…” button allows you to configure your own passwords, web service port and HTTPS settings for the tool.

Note: Continue reading for definitions of these settings.

Bulk PIN Authentication (New in version 2.50)

The bulk PIN authentication feature allows you to sign in multiple devices (that are currently signed out) using their respective extension and PIN numbers. This feature is useful for if you are deploying a site and require all the phones be logged in the day after the cutover before staff arrive at work. Another scenario might be that you want to sign in new starters phones at the time when you initially set their PIN number to allow them immediate access to their phone.

Phones that are signed out will be displayed in the interface as “VVXNot@LoggedIn_<IPAddress>”. Any device that is in this state will be eligible to be displayed within the Bulk PIN Authentication window when it’s opened. Below is an example of what the Bulk PIN Authentication window looks like when it’s first opened:

Note: You will need the REST API enabled on devices that you want to be displayed in the Bulk Authentication interface.

Once the Bulk PIN Authentication window is open you need to assign Extension and PIN numbers to each device. To do this you can choose to import a CSV file with this information in it to fill in the table. Or you can manually do it with the Extension/PIN text fields and Update Row button. Once you have added Extension and PIN numbers to a row it will change colour to green. Lines that do not have an Extension and PIN will be ignored when you run the Bulk Authentication process.

To use the CSV import you need to create CSV file with the following headers:

MAC Address,Extension,PIN

0004f28038f9,1006,1234

64167f8023b1,1007,1234

0004f280df8b,1008,1234

You will need to know the MAC address of the phone devices to create the CSV file. So it’s important to have good records describing where devices are deployed within the organisation.

After Extensions and PIN numbers have been added for the required devices you click the “Run All” button and the sign in process will begin. The sign in process runs in parallel for all devices. The tool will poll the devices to check if the sign in process has completed. Once finished the results will be reported back for each device in the Result column.

The results can be exported with the “Export Results...” button in CSV format for future records.

UPDATES

2.01 Enhancements

• Fixed issue with the Get Config function
• Increased the timeout for discovery ping from 200ms to 350ms to handle sites that might be over a higher latency connection. Also added a setting called "Discovery Wait Time" which allows you to tune the time that the tool will wait for responses from discovery messages sent to phones (setting between 200ms-1000ms).

2.02 Enhancements

• Fixed issue with rescan on CSV import.
• Included new Polycom MAC Address range 64:16:7F
• Added a discovery summary at the end of IP Based discovery. This gives a useful summary when scanning multiple IP ranges.
• The command line input for IPRangeInput now accepts muiltple ranges in comma separated format. eg. Skype4B-Lync-PolycomVVXManager2.02.ps1 -IPRangeInput "192.168.0.1-192.168.0.200,192.168.0.10/24"

2.03 Bug Fix

• There was an issue with detecting users when capital "SIP:" was used as part of their SIP URI. This has been fixed.

2.04 Bug Fix

• Fixed a couple of typos that affected operation on Powershell 5
• Added more VVX types when discovering logged out phones

2.05 Bug Fix

• Added port number to screen viewing URL. Required when non-standard HTTP/HTTPS port is used.

2.10 Fixes and Enhancement! (28/7/2017) 

• Replaced Invoke-RestMethods with shiny new .net web requests to fix annoying connection issues found in previous versions.
• Added option in Send Message dialog to select the theme/style of the message displayed on the VVX. Default is to send the new SfB dialog style, the original Polycom theme and red/alarm themes are also available.
• Updated Icon to new MySkypeLab icon.
• Added some more detail in blog post about Push configuration.

2.20 More Fixes and Enhancements! (28/8/2017)

• Fixed threading issue with discovery that could result in some devices not being listed.
• Added support for RealPresence Trios.
• Added support for VVXs and Trios configured as CsMeetingRoom devices.
• Added Trio Filter checkbox to view only users with Trios.
• When not logged in Trio is discovered it will be displayed as "TrioNot@LoggedIn"
• Fixed discovery Instance name when default SQL instance is used.
• Changed the "VVXNot@LoggedIn_<value>" name to end with the IP Address of the device rather than an incrementing number.
• Fixed the IP Address discovery count text in Powershell window to make more sense
• Fixed issue with listview scrolling and colored lines changing back to black. Clicking on the listview will refresh the colours.
• Increased VVX and Trio list checkbox filter speed.
• Fixed issues with setting and testing pins.

2.21 Bug Fixes (8/11/2017)

• Fixed issue with config Get and Set not working with https connections
• Fixed issue with LineURI and DialPlan not being outputted in CSV for Common Area Phones and Meeting Room devices

2.50 Fixes and 5.7 API Enhancements (24/1/2018)

Note: The config setting httpd.ta.enabled="1" is required for the 5.7 features to work correctly

• Added Touch Simulation (Tap/Swipe) when viewing screen on 5.7 software. This works on the range of VVX500, VVX600, VVX400, VVX300 and VVX200 devices (yes, even non-touch screen devices). Simply click on the screen where you would like to send a tap or click and drag to send a swipe command. Note: There is no support for hardware button presses (eg. home button) in the API yet so we will have to wait for full remote control of devices.
• Viewing the screen now does not require user involvement to turn on Screen Capture within the phone preferences in version 5.7. This will automatically be set by the tool each time the screen button is clicked.
• Added additional information when the “More” button is clicked for devices with 5.7 and above (CPU, Memory, Session Information, Additional Call Status info).
• Added Sign in / Sign Out functions (in send command dropdown box) allowing AD Authentication and PIN Authentication - Supported on 5.7 and above. Not supported for Trios.
• Bulk PIN Authentication Sign In. See the Bulk PIN Authentication section of the blog post for more details - Supported on 5.4 and above. Not supported for Trios.
• Corrected issue with VVX Manager failing with virtual IPs from HyperV (Thanks to Ross Gernon for the feedback)
• Added a retry when polling devices during discovery. Some VVXs don't respond to the first NOTIFY message so a second is sent to try and force a response.
• Fixed issue that stopped connections to default MSSQLSERVER instances.
• Many other smaller bug fixes...

3.00 Bug Fixes - Added Skype for Business Online support (25/08/2018)

• The VVX Phone Manager can now list up users from Skype for Business Online and discover their VVX devices using the Network IP Discovery method (supports users with VVXs/Trios and CAP Devices).
• The "Connect SfBO" button will connect the PowerShell session to SfB Online. You will need to enter your Office 365 username and password to connect. Once connected a green "Online" label will be displayed next to the button and the button’s text will change to "Disconnect SfBO" which you can click to disconnect from SfB Online.
• Two new command line attributes added for SfB Online Username and Password so you can connect without being prompted for credentials (example: .\Skype4B-Lync-PolycomVVXManager3.00.ps1 -OnlineUsernameInput john.smith@tenant.onmicrosoft.com -OnlinePasswordInput "Password")
• Cleaned up the info display and changed font and added some colour. Now includes information about where a user is Homed (OnPrem or Online) and Hosted VM (HostedVoicemailPolicy) fields.
• Added support for testing HTTP/HTTPS config servers (Test Server Button). Files are now downloaded into memory so no file has to be written to disk and checks for VVX250,350,450 firmware. Trio firmware and APP_FILE_PATH_Trio8800 path now supported.
• Rewrote user information gathering code to be cleaner and work with SfB Online.
• Removed exit button from messages sent to VVX400
• Many other bug fixes :)

3.01 Trio discovery and fix update (25/10/2018)

• Trios in later versions do not support NOTIFY based discovery anymore. Added automatic REST based fall back for discovery of these devices.
• If REST is disabled on a Trio that falls back to REST discovery, a device named TrioRestDisabled@<IP Address> will be added to the list and you can then use the "Web Config" button to enable REST (Settings > Applications > REST API > Enable).
• When Visual+ is discovered it will be added to the list as TrioVisualPlus@<IP Address> and you will be able to access the web interface with the "Web Config" button.
• Fixed Trio screen display size by halving the size to fit on regular screen resolutions.
• Made updates to the Import CSV logic to properly handle Trios.

3.02 O365 Connection Optimisations (6/2/2019)

• Improvements with reconnecting to O365 after connection timeout. (Thanks to Greig Sheridan for helping with the testing of this release)

3.03 MFA Support added for O365 (6/3/2019)

• Added MFA support when signing into O365.

DOWNLOAD HERE

Polycom VVX Manager Configuration Requirements

Firmware Requirements

The VVX phone must be at least firmware version 5.4 in order to be controlled by the VVX Phone Manager Tool because this version is the first to support the new REST based management API. If you select a user that has a phone with an older version of software, the tool will display a warning in the Powershell window and give you limited access to features for that user. Note: software version 5.4.0A is required for VVXs connecting to Skype for Business.

VVX Web Server Settings

Since version 5.1 of VVX software, there have some increased security enhancements added to the phones. This increased security will affect your ability to connect to the web interface and web services interface of VVX devices when you are running them in an out-of-the-box configuration. So in order to use this tool you will need to edit some basic configuration settings on your phones (usually done via configuration files).

The following web server settings were added in version 5.1 VVX firmware:

Web Config Mode	httpd.cfg.enabled	httpd.cfg.secure TunnelEnabled	httpd.cfg.secure TunnelRequired
Disabled	0	0	0
HTTP Only	1	0	0
HTTPS Only	1	1	1
HTTP/HTTPS	1	1	0

Different combinations of these setting will give you access to either HTTP, HTTPS or both at the same time. Below are examples of how to achieve all of these settings:

Example settings:

Note: The config setting httpd.ta.enabled="1" is also required for the 5.7 features to work correctly.

HTTP Web access only:

<!-- HTTP Admin Settings -->

<httpd httpd.enabled="1" httpd.cfg.enabled="1" httpd.cfg.port="80" httpd.cfg.secureTunnelEnabled="0" />

HTTPS Web access only:

<!-- HTTPS Admin Settings -->

<httpd httpd.enabled="1" httpd.cfg.enabled="1" httpd.cfg.secureTunnelPort="443" httpd.cfg.secureTunnelEnabled="1" httpd.cfg.secureTunnelRequired="1" />

Both HTTP and HTTPS web access: 

<!—HTTP and HTTPS Admin Settings -->

<httpd httpd.enabled="1" httpd.cfg.enabled="1" httpd.cfg.port="80" httpd.cfg.secureTunnelEnabled="1" httpd.cfg.secureTunnelPort="443" httpd.cfg.secureTunnelRequired="0" />

Note: If you would like to make the Web Admin harder for people to find, you can change the port number to something different from the default 80 or 443 settings. If you do this, you will need to change the Web Port setting in the settings screen of the tool to match your selected port.

In addition to enabling the web server in the phone you must also change the default password on the device as well. If you do not do this the phone will display errors/warnings on the phone display and web interface (“Default admin password is in use, please contact your administrator”). Passwords can be configured in the configuration file as follows:

<!-- Passwords and Security -->

<device device.auth.localAdminPassword="12345" device.auth.localUserPassword="12345" />

Note: Make these passwords whatever you want them to be, however, they must be different than the default of 456 in order to avoid the warning message being displayed on the phone screen.

After you have changed these settings the web login and phone screen login passwords will be changed. So if your support staff have been trained to enter the default “456” password, don’t forget to tell them that it has changed.

Enable REST API:

Config File Setting:

The following REST API setting must be enabled in order to use the Polycom VVX Manager Tool:

<apps apps.restapi.enabled="1" />

Web Interface Setting:

Settings -> Applications -> REST API

Note: If this setting is not configured you will receive "(404) Not Found" errors when trying to send commands to the phone.

Text Messaging Settings

In order to send messages to VVX phones you need to enable the Push settings in the configuration. You can do this with the following settings:

Config File Settings:

<apps.push apps.push.alertSound="1" apps.push.messageType="5" apps.push.serverRootURL="push" apps.push.password="vvxmanager" apps.push.username="vvxmanager" apps.push.secureTunnelEnabled="1" apps.push.secureTunnelPort="443" apps.push.secureTunnelRequired="0"></apps.push>

• apps.push.messageType: This sets the level of messages that will be displayed for the phone. The VVX Manager always sets the messages as “critical” so they will always be received. The setting “5” means that all levels of messages will be displayed by the phone.
• apps.push.serverRootURL: This setting needs to be set to "push". This is used as part of the URI for sending messages to the VVX.
• apps.push.username: The phones use digest authentication for push connections. The username sent by the tool by default is “vvxmanager”. This can be changed in the Settings dialog in the tool.
• apps.push.password: The phones use digest authentication for push connections. The password sent by the tool by default is “vvxmanager”. This can be changed in the Settings dialog in the tool.
• apps.push.alertSound: Play a sound when the message is displayed. This is the standard Polycom sound that you hear when a phone reboots. This can help the user to see the message, as it will only be displayed for 30 seconds.
• apps.push.secureTunnelEnabled: If 0, HTTPS is disabled for push. If 1, HTTPS is enabled for push.
• apps.push.secureTunnelPort: Changes the HTTPS port number (default is 443).
• apps.push.secureTunnelRequired: If 0, HTTPS is not required (ie. HTTP is also available). If 1, HTTPS is required for push (ie. HTTP connection is disabled). Note: if you try to connect using HTTP when this is set to 1 you will receive a "(405) Method Not Allowed" error.

Web Interface Settings:

Settings -> Applications -> PUSH

MAC Address Display

If you want to be able to remotely tell what the MAC address is of a phone (useful when building phone specific config files) from the VVX Phone Manager tool interface without having to open the web config, add the following setting:

<device sec.tagSerialNo="1">

   <prov device.prov.tagSerialNo="1"/>

</device>

This will result in the MAC address being included in the device string, eg: “VVX Version: PolycomVVX-VVX_500-UA/5.0.0.6874_0004f28038f9”. If you do this, the tool will also check the FTP server for individual MAC address files and tell you which phones have these when the “Test FTP” button is pressed.

Polycom VVX Manager Tool Settings

When connecting from the VVX Phone Manager you need to match the password that you configured in your phone with the tool. The settings can be entered into the tool by pressing the “Settings…” button:

• REST Username: This setting is always set to “Polycom”.
• REST Password: This setting needs to match the “device.auth.localAdminPassword” setting in your VVX phone. If the password is wrong and doesn't match your phone setting you will see "(401) Unauthorized" errors being returned from the phone when you try to send it commands.
• PUSH Username: This setting needs to  match the “apps.push.username” setting in your VVX phone.
• PUSH Password: This setting needs to match the “apps.push.password” setting in your VVX phone.
• HTTPS: This needs to match your phone's configuration settings for “httpd.cfg.secureTunnelEnabled”
• Web Port: This needs to match your phone's configuration settings for either “httpd.cfg.port” for HTTP or “httpd.cfg.secureTunnelPort” for HTTPS.
• Monitoring DB Query Time: This setting determines how many months back in the monitoring database the tool will look for VVX phone registrations. By default this setting is 6 months, meaning that the IP Address of any VVX phone registered in the past 6 months will be scanned to see if it is still located at that IP Address. This setting can be increased if your VVX phones have not been manually signed out/in for longer than 6 months. Or if you have a site where users are frequently signing in and out of their VVX phones you can reduce this value to save time scanning old IP Addresses for VVXs. The setting can be set between 1-48 months (ie. from 1 month up to 4 years).
• Discovery Wait Time: This setting allows you to tune the time that the tool will wait for responses from discovery messages sent to phones (setting between 200ms-1000ms). This can be helpful if you are trying to discover phones on a distant subnet with a high levels of latency.

SQL Requirements

In VVX Phone Manager 1.xx there was a requirement that SQL ports were opened on each Front End server for accessing information on phone IP Addresses (which work some of the time). This new version of the tool only requires access to the Monitoring database on the Lync / Skype for Business Backend SQL server in order to discover the IP Addresses of phones signed into the system.

Important Warning About Trio SkypeUSB Mode

Note: Thanks to Greig Sheridan for providing testing of USB mode!

The Trio devices can run in a special mode called SypeUSB mode whereby they basically become a dumb USB device that you connect to a USB port of a PC as an audio device. This mode is turned on using the base profile setting below:

device.baseProfile="SkypeUSB"

When in this mode the VVX turns off its SIP stack and will not respond to the VVX phone manager. This renders the device un-discoverable so you will not be able to see it in the tool. In addition to this, if you want to convert the device back to the Lync/Skype profile and have it talking SIP again you should do a full file system reset of the device first. It was found that factory defaulting the device sometimes isn’t enough to get the SIP Stack back firing on all cylinders and you might see 404 SIP errors coming back from Trios when trying to discover them with the VVX Phone Manager.

The moral of the story here being that SkypeUSB mode does not work with the VVX Phone Manager. So don’t waste a whole bunch of time trying to figure out debug SkypeUSB mode!

Getting Started with a Polycom VVX Deployment

This article was written under the assumption that you already have VVX phones deployed, and you are now looking to manage them. If you need some more help with the initial deployment part of the process, I can point you to some useful resources:

Jeff Schertz' great post on the different ways to deploy Polycom phones is here: Provisioning Polycom SIP Phones. Greig Sheridan also has a nice post on Optimising the Polycom VVX for Lync that you might want to check out too.

If you would like to know more about what is supported on Lync with VVX phones and setting up a FTP server to support Polycom Configuration files on Lync, go to the Polycom VVX support page and grab a copy of the lovingly entitled: “Deploying Polycom® UC Software for use with Microsoft® Lync™ Server”.

An important recommendation that I can give you is to always test your configuration files on a real phone before deploying them into the wild, because subtle errors can cause things not to work as desired.

The Wrap Up

Well, that's it, my first version 2.0 script! Enjoy, and let me know if you have any issues, feedback or have any enhancement requests.

Read more →

Skype for Business Address Book Normalisation Tool

The release of Skype for Business brings a new set of Powershell commands for controlling Address Book Normalisation rules. In previous versions of Lync, these rules were configured in the Company_Phone_Number_Normalization_Rules.txt file that was stored in the address book storage on the Lync share. This previous method was not particularly intuitive and prone to issues because of the text file format used.

So now in Skype for Business we have Powershell commands to make everything easier, right? Well, yes and no. I am not a big fan of having to memorise Powershell commands that will only be used rarely. Also, ideally it should be easy to see and change the priority order of the rules as well as test the rules with commands. However, the new commands don’t offer any testing facilities as yet; they require multiple list ups and are not intuitive for priority changes. So as Tim Allen used to say on Home Improvement: it’s Tool Time again…

Skype4B Address Book Normalisation Tool

Tool Features:

• Import Existing “Company_Phone_Number_Normalization_Rules.txt” files into the system.
• Add/Edit address book rules to the system. If the rule you are setting has a name that matches an existing rule, then the existing rule will be edited. If the rule’s name does not match an existing rule then it will be added as a new rule to the list.
• Delete rules from the system.
• Create new Site based Address Book Normalisation Rules policies.
• Change the priority of rules.
• Custom written rule testing code for testing pattern and translation matches as well as the resultant number.
• Export rules back into a “Company_Phone_Number_Normalization_Rules.txt” file format.
• Test the rules! Skype for Business currently (at the time of writing this) doesn’t have Address Book Normalisation testing capabilities. So I wrote a custom testing engine into the tool providing this feature. By entering a number into the Test textbox and pressing the Test Number button, the tool will highlight all of the rules that match in the currently selected Global/Site level Policy patterns in blue. The rule that has the highest priority and matches the tested number will be highlighted in red. The pattern and translation of the highest priority match (the one highlighted in red) will be used to do the translation on the Test Number and the resultant translated number will be displayed by the Test Result label.

Version 1.01 Update (13/10/2015):

• Added warning message on the Remove policy button to save you from yourself :)
• Removed second .txt from the export name.

Version 1.02 Update (20/1/2015):

• Script now doesn't strip ";" char before applying regex. (Thanks Daniel Appleby for reporting)

Available on GitHub:

DOWNLOAD HERE

Importing Company_Phone_Number_Normalization_Rules

The new Skype for Business address book normalisation Powershell commands offer a way to import previous Normalisation Rule files.  The command is called Import-CsCompanyPhoneNormalizationRules and will import the Pattern and Translation Rule directly into the new Skype for Business commands. In doing so, the import process will create a random GUID to be used as a unique name for each normalisation rule.

Import File Example:

# Internal 13 Extension numbers

^13(\d{2})$

+6139999$1

# Internal 17 Extension numbers

^(17\d{2})$

+6139999$1

Get-CsAddressBookNormalizationRule after import:

Identity    : Site:Melbourne/d8209928-5b07-44fa-9642-56285dbe72d1

Priority    : 0

Description :

Pattern     : ^13(\d{2})$

Translation : +6139999$1

Name        : d8209928-5b07-44fa-9642-56285dbe72d1

Identity    : Site:Melbourne/3cfd51ad-2be9-43ce-a87d-f223bdc755c6

Priority    : 1

Description :

Pattern     : ^(17\d{2})$

Translation : +6139999$1

Name        : 3cfd51ad-2be9-43ce-a87d-f223bdc755c6

The Address Book Normalisation Tool uses this same command to import address book files. As a result, you can expect to see the same operation as shown above. When the rules are imported into an existing scope that already contains rules the new normalisation rules will be added in addition to the existing rules. No existing rules will be deleted by the import process.

Rule Testing

In previous versions of Lync you used to be able to test rules using the Abserver.exe using the testPhoneNorm flag. The output of this command would tell you which Pattern in the Normalisation Rules file would be used by the system for the test number you supplied. The Address Book Normalisation Tool has a similar testing feature that will highlight all of the rules that match the tested number in blue and highlight the highest priority (ie. the actual rule the system will use to do the normalisation) rule in red. It will also show you the Pattern, Translation Rule, and exactly what the resultant number will be after translation.

Test Example:

The Wrap Up

Now Skype for Business Address Book Normalisation couldn't be any easier! I hope you find this tool useful and continue normalising for many years to come. Enjoy!

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Photos (Part 2) - Exchange / Active Directory/ Office 365 Photo Importer

With Part 1 of this series I introduced you to a tool that will allow you to convert photos into a format suitable for importing into Active Directory, Exchange, or Exchange Online. These photos are used across the whole Office product line, including Lync/Skype for Business, Exchange, Sharepoint, Office 365, etc. After creating these images, the next step is to import them into either Active Directory and/or Exchange 2013. The final outcome is having glorious photos appear in your Office applications!

Look! Pretty Photos!

So once again, to try and save everyone a lot of pain, I've made a tool that will hopefully make importing these images a breeze.

Exchange / AD / O365 Photo Importer

The aim of this tool is to be simple and flexible as possible to take the pain out of importing photos in any scenario.

• View previously uploaded Exchange HD images, Active Directory images, and Office 365 Exchange Online HD images.
• Import Exchange HD images, Active Directory images, and Office 365 Exchange Online HD images.
• Remove images from Active Directory or Exchange HD photo for any user.
• Downscale previously imported Exchange HD images to 96x96 sized images in Active Directory by pressing the “Use Existing HD” button. This replaces the 64x64 image that Exchange auto-uploads to AD when you do a HD image import. This button can be handy if you no longer have the source image on hand and want to quickly upgrade the resolution of your AD photos.
• Automatic detection of On Premises or Office 365. The system type that is detected when the tool boots and the system type will be shown in the top right hand side of the interface. Note: The system type will affect the naming convention used for the user names in the tool. On Premises will use the SAMAccountName and Office 365 will use the Alias/Username of the user.
• Automatic resizing of images to 96x96 before they are being imported into Active Directory. This stops you from uploading unnecessarily large images into Active Directory. (ie. if you open a 4MB picture into the tool and try to import it into AD, the tool will convert the image to 96x96 before uploading it)
• The View Web Image button will open a browser connection to the 648x648 sized version of the image. This can be useful if you want to download a copy of the HD image as a backup.

Requirements:

• The script is supported on Powershell Version 3.0 and above. So if you're running Windows 7 you will need to make sure you've upgraded your Powershell version to at least Version 3.0.
• Drag and Drop only works when the filesystem and Powershell session have the same security level. So if you're running Powershell with Administrator privledges (ie. Run as Administrator), whilst you are logged into the machine as a different username, the Drag and Drop function will not work. To fix this just run the Powershell with the privileges of the user you logged in as (as long as you have the correct AD and Exchange permissions) and it will work.
• In order to set Exchange HD photos for On Premises or O365 the user that is running the Powershell session will need to have permissions to run the Set-UserPhoto command. The build in RBAC roles that support this command include Organization Manager, Recipient Management and Help Desk. To set Active Directory photos the user will need permissions to run the Set-AdUser command.

Version 1.01 Update (15/5/2015)

• Corrected issue with the tool on Powershell version 4. Removed "-ErrorVariable" flag from script because it was causing "language mode" errors on Powershell Version 4 with Remote Powershell connections.

Version 1.02 Update (1/7/2015)

• Changed the command check messages to yellow instead of red and made the messages clearer so it doesn't appear as much like a fatal error. These are just information messages and not necessarily errors that will affect functionality.

Version 1.03 Update (9/10/2015)

• Fixed issue with O365 detection. O365 is now be more accurately detected.

Version 1.04 Update (15/11/2015)

• Fixed 1000 user limit on exchange user listup.
• Replaced discovery logic for On Premises and O365 to include Hybrid configurations where On Prem AD and Exchange Online are available. This mode is displayed as HYBRID and a mode button will be displayed allowing you to change between listing the users in O365 on the users in AD On Prem. 
• (19/7/2016) Reissued 1.04 with a typo affecting the bulk import feature.

Download Version 1.04:

Overview

The tool is designed to gracefully fall back to support whatever level of Powershell commands that are available to it. So if you were to run it on a machine that only has access to Active Directory commands it would only allow you to import Active Directory photos, and so on. Ideally you should have access to both Active Directory and Exchange commands for an on premise deployment. For Office 365 you will need to remotely connect to Exchange Online (see the next section for details of how to do this).

There are a few things that you should understand about how the Powershell import commands work before using the tool. The Exchange import command (Set-UserPhoto) supports the importing of any sized file JPG file into the system. If the file is not square in shape then Exchange will do a “centre crop” (as explained in my previous post) on the image and convert it to 648x648 in size then import it into the user’s mailbox. At the same time as doing this Exchange will also import a 64x64 sized image into Active Directory.

The Active Directory import command (Set-ADUser -identity $name -Replace @{thumbnailPhoto=$photoBytes}) does not support the same fancy cropping and resizing capability as the Exchange command does. Instead it will import the raw bytes that it is presented into the thumbnailPhoto attribute in the Active Directory database. The thumbnailPhoto attribute will accept images of up to 100KB in size. However, it’s not recommended to import files that are that big into Active Directory as it can add a great deal of size to the database which can result in much larger amounts of replication traffic between Domain Controllers. If you import an image into Active Directory and there isn't currently a HD image in exchange, then the AD image will also be displayed by the Get-UserPhoto command in exchange as well.

Tool Operation

Now that you have an overview of how the commands work we can go into some depth about how the tool works. The tool displays three images, the left most image (Input Image) is a preview of the image that you are going to import into the system. You can select this image by either dragging and dropping the image from your PC (see requirements section for more details of this), or by selecting the browse button under the Import Image section. The middle photo is the current Active Directory photo for the user highlighted in the Select User dropdown box. The rightmost photo is the current Exchange HD photo for the user highlighted in the Select User dropdown box. If the user does not have images in either of these locations then a generic missing photo image will be displayed by the tool. If the tool has not been able to access the necessary commands to get to the photo a “Not Accessible” message will be displayed. If the user does not have a Mailbox a "No Mailbox" image will be displayed.

When using the tool you may choose to import a single user photo or you might want to import a folder full of images. The tool will allow you to do both by selecting the Import Folder or Import Image checkboxes respectively. When the tool opens a file it will automatically select the import option appropriate for the image size. If the photo is 96x96 or smaller, then the Active Directory import check box (Replace 96x96) will be selected. However, if the image is larger than 96x96 then the Active Directory (Replace 96x96) and Exchange (Replace 648x648) import checkboxes will both be selected. In the case that both of the checkboxes are selected the tool will first import the image into Exchange (which will automatically import a 64x64 image into Active Directory) and then the tool will resize and import a 96x96 version of the image into Active Directory (ie. over the top of the smaller 64x64 image). 

When you select to import a folder you have the choice of seeing each image as it is imported and selecting whether you want to import the image or not. This by default is the operation of the tool, however, you may wish to import all of the photos without confirming each file. This is done by unticking the Confirm Import checkbox. When importing folders, the files within the folder need to start with a name that matches the user name in Select User dropdown box (which is the user's SAMAccountName from Active Directory for On Premises, or the Alias/Username from Office 365). The tool will allow you to have extra information in the file name, however, additional information must be separated from the user's name by a space character (space is used because it can’t be used in a SAMAccount name or Alias/Usernames in Office 365). For example, you may have a file named “John.Smith 648x648.jpg” which the tool will import for a user with the SAMAccount name of “John.Smith”. However, you cannot have the name “John.Smith648x648.jpg” because it doesn't have a space character between the name and additional test which means it isn't an exact match for the John.Smith user in the dropdown box. The important point to take from this is that you need to be precise in the naming of your images for a Bulk import. In summary:

On Premisis File Naming: SAMAccountName

Office 365 File Naming: Alias/Username

Note: Image file names must begin with the user's name following the convention above and must be divided from any other text in the file name by a space character.

The file naming for a bulk import is your most important job! After doing this you can kick back and let the tool do its work.

Importing Photos into Office 365

The tool has been designed to support importing HD photos into Exchange Online. However, the commands used to connect to Office 365 via Powershell may be slightly different than what you usually use. So Office 365 admins - pay careful attention to this section!

Create an O365 session:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/?proxymethod=rps -Credential $cred -Authentication Basic -AllowRedirection

Note: You must include the “?proxymethod=rps” part of the URI in order to import images into Exchange Online. If you don’t do this, the import will fail with a (413) Request Entity Too Large error.

Enter O365 credentials:

Import the session into Powershell:

Import-PSSession $Session

After you have done this, you can run the script in the same Powershell window and import photos.

Limits of Office 365

There does appear to be a maximum image file size that you can upload to O365. However, it seems to be more of a practical size limit rather than an enforced one. I have uploaded images up to about 6MB in size before, however this is a very slow process and you can run into random errors during the process. It can also take a long time (5-10 minutes) to import very large images directly into the Exchange Online server. When the photo has been uploaded the Exchange server will resize the image before saving it to the user’s mailbox. For the aforementioned reasons I would recommend reducing the size of this photo before trying to upload to Exchange Online. My suggestion is that you use my Image Creator Tool to reduce the size of your photos to 648x648 before you try to upload them.

I have found that Office 365 doesn't like you uploading photos for the same user multiple times in a row (ie. a bulk import with many photos for the same user name). If you do this you will get errors back from O365. However, if you are bulk uploading to different users it seems to work fine. If you start experiencing random errors when trying to upload or get images from Office 365 try disconnecting the current session and open a fresh Powershell session.

On occasion when uploading an image to O365 the upload process will work successfully (no errors in the PS window), however, the image will not be available to be viewed immediately after a successful upload. Majority of the time this is not the case but occasionally it will take about 10 seconds before the photo can be viewed. In this time the tool will display the generic no photo silhouette picture. If this happens, be patient and refresh the user photo by reselecting the user from the 'Select User' drop down box. 

The Wrap Up

Well, that’s photos in the bag! You should now be able to convert and create images as well as import them into an On Premises system or an Office 365 tenant. Hopefully this makes your life much easier. Let me know if you have feedback and enjoy!

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