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Address Books

Extending the Nimbus search with additional search entries

Address books extend the Nimbus search beyond what is within your internal O365 user directory. Additionally, by using the Nimbus Power Automate Connector you can manipulate addressbooks live, or enable your service teams to expand search entries via own lists.

Manage Address books from within Nimbus

Good to know

  • Note: Address book configuration is limited to Tenant Admins, managed via backend Administration > Configuration > Address books.
  • When your team is using Attendant Console (an optional App to enable for Nimbus) you can configure the available address books used for searches and call forwarding by placing them in the correct Organization Units .

☝ Restrictions and Limitations: 

  • Address Book size recommendation: To maintain the best possible performance during Nimbus call handling, we recommend keeping your Address Book size below 65.000 contact entries.
  • Address books are limited to the local tenant and accessed as read-only.
 

Add new Address Book

  1. To add a new book, click on "Add New"  
    → A dialog window will open
  2. Specify the Name and Icon
  3. Pick a Organization Units to make this address book available under.
  4. Confirm when done.

Address Fields

The following fields will be read from each user in the address book and can be used for later search, e.g. within Attendant Console:

INC Supported User Search Fields

Required Permissions

☝ User.Read.All permissions must be granted to use this feature. As a Tenant Admin, head to the Nimbus Portal > User Preferences > Permissions "Tab" > Advanced Search and manage consent for your entire tenant. Read Required User Permissions for more details.

 

Legend

✅ Fields are supported by search.
🔍 Fields additionally support "CONTAINS" as search operator. Example: Searching for 'cha' will not only find 'Chadwick' but also 'Michael' 
➕ These fields support Filter capabilities which can be used to narrow down a contact search in Attendant Console.

☝ KNOWN LIMITATION: The search covers the predefined Nimbus Address Books fields, but no custom-fields can currently be searched. We are working to gradually alleviate this situation and make the search experience more consistent.

 
Searchable Field Nimbus   
Address Books 		O365   
Tenant Directory		 Exchange   
(User Address Book)		 Notes
Id       Nimbus internal entity ID
External.Id       ID the system where the entry was imported from.
Display Name ✅ 🔍 ✅  ✅ 🔍 Firstname / Lastname combination
Given Name   ✅    First name
First Name ✅ 🔍     First name
Last Name ✅ 🔍     Last / Family name
Initials ✅ 🔍     Initials (e.g. "JK")
Surname   ✅    Surname
Mail ✅ 🔍 ✅  ✅ Email Address
User Principal Name ✅ 🔍 ✅    Consists of: user name (logon name), separator (the @ symbol) and domain name (UPN suffix)
Job Title ✅ 🔍 ➕  ✅ ➕ ☝ ✅ 🔍 ➕ ☝ Job Title
Business Phones ✅ 🔍     Business Phone
Home Phones ✅ 🔍      Home Phone
Mobile Phones ✅ 🔍     Mobile Phone
IM Address ✅ 🔍     IM SIP Address
Street ✅ 🔍     Streed Address
City ✅ 🔍 ✅ ✅ ➕ ☝   Code and City
Company ✅ 🔍 ✅   ✅ ➕ ☝ Company 
Country ✅ 🔍 ➕ ✅ ➕ ☝   Country of Origin
Department ✅ 🔍 ➕ ✅ ➕ ☝ ✅ ➕ ☝ Department
State ✅ 🔍 ➕ ✅ ➕ ☝   State
Postal Code ✅ 🔍     Postal Code
Picture, binary       User Picture
External.CustomField1-10       Custom Field

 

 

 

 

 

 

Usage within Contact Search

When performing a search (e.g. from within Attendant Console) the information will be displayed as follows:

Search results in Attendant Console

Note that apps like Attendant Console can make use of multiple fields (e.g. phone-numbers per user), but not all entries may be shown in info pop-ups due to size or design constraints.

 

Call pop-up showing multiple mobile options

 

In context with other fields, only the first number may be shown

Use Case - Address Book via Excel/Power Automate

Want to keep your address books up-to-date and accessible to your whole service team? We prepared a handy Use Case for this:

Show me how...

Use Case - Adding External Address Books via Power Automate

It is possible to add an external address book to Nimbus with the use of the Nimbus Power Automate Connector. In this example, we use an Excel file available to your whole team which can be updated with ease and automatically added to the Nimbus Address Books using a flow.

BEFORE YOU START

General Requirements: 

  • Power Automate Connector: If not done previously before, the Nimbus Power Automate Connector (Custom Connector) must be configured once for your tenant as an Azure application. As a Tenant Administrator you can follow the instructions on Microsoft Power Automate Connector page.
  • Nimbus Administration user privileges are needed to be able to add the address book. Contact your tenant administrator or customer service support if you don't have access.

Service / Team Requirements:

  • You need write access to the Files Tab in your MS Teams Client where your service will store the address book.
  • Prepare an Excel sheet with the user entries for your future address book – 🔍 The steps will cover this as an an example.
  • User access to Address books: users need an Attendant Console license in order to search within the address book by using their their respective Attendant Console search UI. Any Nimbus administrator can grant Attendant licenses via User Administration, or use License Management to assign the available contingency in bulk.
 

Adding an Address Book

Login as Tenant Admin and go to Configuration (Admin)

  1. Locate "Address Books" in the Configuration list.
  2. Click on "Create New" → A dialog window will open
    1. Specify the Name and Icon
    2. Pick an Organization Unit (OU) to make this address book available under.💡 The higher the OU level, the more users will see the entries in their Attendant Console search. Keep data privacy in mind when playing the book.
    3. When editing a Specify the source for the table of contacts.
    4. Confirm when done.

Create Excel Sheet

  1. Create an excel sheet with user details and make sure it is in a table format – see example below:
  2. Save the excel sheet for your team to access, e.g. in the "Files" tab created for each Nimbus service team.
    💡 Of course you can vary this step by using any other SharePoint location accessible to you or any selection of team members / owners.
    ☝ Please note that by default "Files" in a team are accessible to all team members. Ensure not to expose any potential private customer data in your address book.

Create flow for the address book

✅ This step requires that you have previously configured Nimbus Power Automate Connector (Custom Connector) for your tenant. Otherwise the "Nimbus" action and selectable Trigger Events will not show show in your MS Flow-Search.

  1. Log into your Microsoft Power Automate account https://emea.flow.microsoft.com/
  2. Go to "My Flows" and click on "New Flow" > "Automated Cloud Workflow"
  3. Click on "Skip" and search for the "Schedule" connector (Recurrence).
    💡 Select an interval of your own preference and make sure to select the correct time zone.
  4. Add a new step called "List rows present in a table" from from the "Excel Online" connector.
    1. Select your service team location, document library, file, and table.
      💡 This is the Excel from the previous step. You can of course place the file somewhere else, but keep in mind that your Flow user needs permanent access to the file's storage location and no one else should have access to the file and personal details therein.
    2. If your Excel list (or whichever data source you've chosen instead) includes a lot of entries, you may find that Power Automate will by default only return the first 256 entries. To get more entries, you can access the Settings of the "List rows present in a table" action and enable the Pagination feature, with an appropriate page size.
  5. Add a new step called "Apply to Each" from the in the "Control" connector.
    1. Select "Value" as an output and click on "Add an action."
    2. Within "Custom" search for or directly select "AddOrUpdateContact" in the "Nimbus" Connector.
    3. Check within "AddOrUpdateContact" that all fields are correctly mapped to the columns of your excel file.
  6. Don't forget to name your flow and click on save
  7. Verify that your flow now looks something like this:

Verify

  1. Test that your flow runs successfully at least once without errors. 💡 1 You can of course also adjust or replace the initial "Recurrence" trigger to anything else that ensures that new entries to your Excel Address book entries are transferred over into Nimbus Address Books in a timely manner.
  2. You can also validate via the search of Attendant Console if (new) entries are shown, with the Address Book icon shown as source. 

SOME POINTS ON ORGANIZATION UNITS

Keep in mind that the visibility of address book entries depends on the Organization Unit assignment for both Attendant Console user and the address book itself. Users will only find entries if the address book is on the same OU level or higher as their account.

💡 If you want an address book to be available to Attendant Console users from different OU branches you need to make sure the book is placed higher on the OU-tree than all of the users accessing it. This follows the "reading along the path" rule as explained on the Organization Units page.

 

🌟 Congratulations - you have now successfully made address book management easier for your team.

 
 

Related Articles

Use Case - Adding External Address Books via Power Automate

It is possible to add an external address book to Nimbus with the use of the Nimb...

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