Reassigning a Phone to a New Employee
There are a couple of steps required when assigning a VoIP phone to a new employee, updating Caller ID and reassigning voicemail (UTVM). Please see the examples below or cut and paste into your email, filling in your own particular details for the parts in italics. In all cases, the phone number is the number you are wishing to change.
Step 1: Request update of Caller ID.
Send an email to assignment@its.utexas.edu with the following information:
Subject: Please update caller-ID info for 512-XXX-XXXX
Email body:
Phone: 512-XXX-XXXX
CallerID: New employee's full name
UT-EID: New employee's UT-EID
Previous subscriber: Email addresses of previous employee at that phone
Step 2: Request reassignment of traditional, UT voicemail.
Send an email to utvoicemail@austin.utexas.edu with the following information:
Subject: Reassignment of voicemail for 512-XXX-XXXX
Email body:
Phone: 512-XXX-XXXX
Subscriber: New employee's full name
UT-EID: New employee's UT-EID
Previous subscriber: Previous employee's name who was assigned that voicemail box
Cc: Email addresses of new employee, requestor, unit office manager or all
Contact: Name and contact info of requestor, email, telephone, office number
Please reset voicemail with (Option 1 or 2).
For voicemail reassignments, there are basically two options. Option 1 is a complete reassignment of the voicemail box for that phone number from one person to another. Option 1 removes all previous greetings, messages and voicemails and completely resets the voicemail for a new user.
Option 1 is typically necessary when a new employee is replacing a previous employee and that person needs personal voicemail.
Option 2 is a simple PIN reset which retains the greetings and existing messages and voicemails. This option would likely be used for front-desk and main voicemail for a unit.
The official support site for UTVM describes these options as well. https://wikis.utexas.edu/display/utvm
Microsoft Teams Voicemail Service
Microsoft Teams is a communication and collaboration tool offered to UT Faculty and Staff as part of the Microsoft Office365 agreement on campus. One feature of this service allows for connecting your Teams account to your UT desk phone or virtual number. The service is described and can be requested at:
https://ut.service-now.com/sp?id=kb_article&number=KB0018666
Note that Teams Voicemail supersedes traditional UT Voicemail if implemented.
A desk phone assigned in Workday is required for this Teams service. Alternatively, a virtual number can be commissioned and claimed in Workday.
Virtual Phone Numbers
Virtual phone numbers can be requested here:
https://ut.service-now.com/sp?id=ut_bs_service_detail&sys_id=02d65c7c4ff9d200f6897bcd0210c782
Note that virtual numbers carry a line charge just like a standard desk phone.
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