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Active Directory Sync V18

17 min read

Introduction #

Efficiently retrieve your existing user settings from your Active Directory Server with the seamless integration of the 3CX Phone System. Leveraging the LDAP protocol, this integration allows you to effortlessly query essential user data, including first and last names, mobile numbers, and email addresses. With just a simple click, extensions are automatically generated, saving administrators valuable time and resources. Discover the time-saving benefits of the 3CX Phone System’s smooth integration with your Active Directory Server.

What does it do? #

To ensure seamless synchronization between Microsoft Active Directory (AD) and 3CX, the ‘3CX Active Directory Sync’ application provides an automated solution. When a user is deleted from AD, it’s important to remove the corresponding user from 3CX. The ‘3CX Active Directory Sync’ simplifies this process by performing a series of actions automatically.

Using valid credentials, the application logs into AD and retrieves a list of users in AD with a specified extension. It then compares this list with the users in 3CX. During the comparison, if the application finds an extension in 3CX that doesn’t exist in AD, it takes the necessary steps to remove that extension from 3CX.

For added convenience, you can configure the ‘Schedule Timer’ according to your preferences. Whether you want a specific frequency, a particular time of the day, or an on-demand trigger, you can set up the ‘Schedule Timer’ to initiate the ‘3CX Active Directory Sync’ and perform the synchronization actions.

By utilizing the ‘3CX Active Directory Sync’ and its configurable ‘Schedule Timer’, you can ensure smooth and accurate synchronization between Microsoft Active Directory and 3CX. This saves time and effort for your company, simplifying the management of user data.

Features of 3CX Active Directory Sync #

REDUCED ADMINISTRATIONExperience Streamlined Administration for Organizations of Any Size Whether you lead a small team of 10 or oversee a large workforce of 10,000, the prospect of streamlining administrative tasks is undeniably enticing.
AUTO BACKUPSBy proactively utilizing our Auto Backups feature, you can have peace of mind, knowing that your vital audio files are securely duplicated and readily accessible whenever you need them.
SIMPLE TO USEStay ahead of the game with Active Directory Sync’s straightforward setup process. Its intuitive design and step-by-step guidance allow you to swiftly configure the synchronization settings, eliminating any hassle or confusion.
AUTOMATICALLY DELETE RIGHTSWith just a few clicks, our automated system will remove all rights to the phone system, promptly severing the connection between the former employee and your company’s communication infrastructure. This ensures that sensitive information remains secure and confidential.

Prerequisites #

Before installing ‘3CX Active Directory Sync’, you need to ensure that your computer meets the minimum requirements mentioned below:

  • 3CX Version V18
  • Windows 10 or above / Windows Server 2012 or above
  • Microsoft SQL Server 2016 or above (Including the free SQL Express edition)
  • Internet Information Server (IIS) 7.0 or above
  • .Net 4.7.2 or above
  • Static IP for VoIPTools and 3CX servers

NOTE:

You need a Static IP for both VoIPTools and 3CX servers to ensure proper two-way communication, both the 3CX server (Relay) and the VoIPTools server. Dynamically assigned IP addresses are not supported. Additionally, it is recommended to use HTTPS for secure communication, which requires a FQDN for SSL/TLS certificate validation between the VoIPTools server and the Relay.

NOTE:

While installing SQL Server, ensure the following,

  • Uninstall the previous versions of SQL Management Studio manually before installing the new version.
  • Install it in “Mixed Mode” to include SQL Authentication, and install SQL Management Studio

NOTE:

  • When installing IIS, be sure to install Basic Authentication, .Net Extensibility, and ASP.Net 4.X

Step By Step Installation Procedure #

The following section guides you through a detailed walk-through of the installation process.

Installation overview #

DOWNLOAD SOFTWAREYou can order 3CX Active Directory Sync online at https://www.voiptools.com.  Your order confirmation email will include your license key and a link to download the software.
INSTALL PREREQUISITESThere are a number of prerequisites that must be installed prior to installing the 3CX Active Directory Sync. These prerequisites include Microsoft Internet Information Server (IIS) and Microsoft SQL Server
INSTALL 3CX ACTIVE DIRECTORY SYNCThis User Guide contains step-by-step instructions to successfully install 3CX Active Directory Sync. Begin by extracting the installer from the downloaded zip file (Step 1 above), then run the setup program named Active Directory SyncInstaller.exe
REGISTER YOUR SOFTWAREYou must register your license key to activate 3CX Active Directory Sync. Your license key is included in your order confirmation email, and can also be found in your order history on our website.

Step 1: Download 3CX Active Directory Sync #

  1. Find the software download link in the Order Confirmation Email, or you can find it in your order history on our website and download the 3CX Active Directory Sync application.
  2. In the Microsoft Defender SmartScreen, click the More Info option.
Figure 1: Microsoft Defender: More info
  1. Click the Run Anyway option to start the installation.
Figure 2: Microsoft Defender: More info screen

Step 2: Install the Prerequisites #

Click on the software installer downloaded in Step 1. The installation wizard will automatically identify the prerequisites and assist you with each installation required to 3CX Active Directory Sync. It includes .NET Framework (Web Installer), SQL Server Express (Web Installer), and SQL Server Management Studio.

  1. Click the downloaded installer executable to launch the Prerequisites Setup Wizard and click Next.
Figure 1: Prerequisites setup wizard
  1. In the Prerequisites window, install all the required prerequisites identified by the installer, or select/ unselect the applications based on your requirements and click Next to continue.
Figure 2: Select required prerequisites

The installer will download and install the selected applications. It may take several minutes to complete.

Figure 3: Prerequisites installation in process
  1. In the Microsoft SQL Server License Terms click the Accept button to acknowledge the license terms and continue.
    • This page appears if do not have SQL Server Express preinstalled in your device.
Figure 4: SQL Server Express: Accept License Terms
  1. View the SQL Server Media target location in the Media Location field. If required, you can click the Browse button to change the location. Click Install to begin the installation of SQL Server Express.
Figure 5: SQL Server Express: Target Location

SQL server installation is in progress. This may take several minutes to complete.

Figure 6: SQL Server Installation In Progress
  1. Click the Close button once the prerequisites are installed.
Figure 7: SQL Server Express: Installed Successfully

Microsoft SQL Management Studio installation is in progress. This may take several minutes to complete.

Figure 8: Microsoft SQL Server Management Studio: Installation in progress
  1. Click Yes in the Confirmation Message Box to reboot the computer.

Figure 9: Reboot the computer

Step 3: Start the installation process #

  1. Click Next on the 3CX Active Directory Sync Setup Wizard screen.
Figure 9: Installation setup Wizard
  1. On the Select Installation Folder window, the Folder field displays the path where the 3CX Active Directory Sync gets installed. You cannot change the location path.
  2. Click Next to continue.
Figure 10: Prerequisites installation folder

Step 4: Test Relay Settings #

You must configure the Relay settings to communicate with 3CX. Follow the procedure to configure the Relay settings,

  1. On the 3CX Relay Services window in the Relay Host field, enter the FQDN of your 3CX server.
  2. Paste the JWT public key in the Public Key field copied from the VoIPTools Relay Services application. Click here to know more.
  3. Click the Test Relay Settings to test the relay connection.
Figure 11: Configure Relay settings

NOTE:

  • Relay Port must be 8801 only.
  • Do not add “https://” to the Relay host data
  • Once you have successfully tested the connection to the Relay, the “Next” button will be enabled
  1. The Next button will be enabled when the test connection is successful. Click OK in the Success message box to continue with the installation.
Figure 12: Test Relay success

NOTE:

If the Relay test fails, you cannot continue the installation until you establish communication with the Relay.

Step 5: Configure the database #

The SQL Database screen lets you configure the SQL database to establish communication with the Microsoft SQL Server. You can either authenticate using SQL Authentication or Windows Integrated Authentication.

SQL Authentication #

  1. On the SQL Database window in the Server field, select the desired instance of SQL Server.
  2. Uncheck the Trusted Connection checkbox to use SQL Authentication.
  3. In the Username field, enter valid SQL login account credentials.
    • The default username is ‘sa‘ when SQL is installed automatically in “mixed” mode.
  4. In the Password field, enter the valid SQL login account credentials.
    • The default password is ‘V01PT0y5‘ when SQL is installed automatically in “mixed” mode.
  5. Click the Tool buttons to confirm connectivity to SQL Server. and click OK on the Test Results message box.
Figure 13: Configure Database connection

NOTE:

  • We encourage you to use SQL Authentication rather than Windows authentication.  Many of our tools leverage a Call Flow Designer (CFD) application running on the 3CX.  Frequently our CFD applications require access to a SQL database.  If the 3CX server and the database server are not in an Active Directory domain, Windows authentication will fail. 
  • To use SQL authentication, your SQL Server must be configured to run in “Mixed Mode”.  If you installed SQL Server with one of our tools, we configure SQL in “Mixed Mode”.
  1. The Next button gets enabled when the test connection is successful. Click OK in the Test Results message box to proceed with the installation.
Figure 14: Database connection test success message

Windows Integrated Authentication #

  1. To use Windows Integrated Authentication check the Trusted Connection (Windows integrated authentication) checkbox.
    •  The VoIPTools installer will create a local Windows user name as “VoIPToys” and give you sufficient rights to this user to create/update the SQL database.
Figure 15: Windows Integrated Authenticated
  1. In the Advanced Installer section, click the Tool button to test the connection.
Figure 16: Windows Integrated Authentication – Test Connection Succeded message box

Step 6: Installing 3CX Active Directory Sync #

  1. Click Install in the Ready to Install window.
Figure 17: Ready to install

The application installation may take several minutes to complete.

Figure 18: Installation in progress
  1. Click Finish when the installation is complete.
Figure 19: Installation completed

Step 7: Register your Software #

To ensure the authorization of your license key, it is necessary to complete the registration process. By registering with VoIPTools, you gain access to a range of benefits:

Key Replacement AssistanceIn the unfortunate event of a lost license key, registering with VoIPTools lets us provide you with a replacement key promptly.
Product Updates and RemindersBy registering, you will receive timely notifications from VoIPTools regarding any product updates. Additionally, we will send reminders when your key is nearing its renewal date, ensuring uninterrupted access to our services.s

Follow the procedure, to register your software.

  1. Double-click and open the 3CX Active Directory Sync Settings desktop application.
  2. On the License tab in the License Key field, enter the valid license key.
  3. Enter appropriate details in all the other fields and click the Register button.
Figure 20: Register Software

NOTE:

The license key permits you to install the software on one computer. This is not free software.

  1. In the Settings tab, select the type of authentication.
Figure: Authentication Methods

Check for Updates #

You can update your application to latest version by clicking on Check for Updates button at the footer of the configuration screen.

Figure: Check For Updates

Web Portal #

You have the following choices to access the ‘3CX Active Directory Sync’ web portal,

  • Click the Web Portal button on the configuration program.
  • Click on the 3CX Active Directory Sync Web Desktop Icon created during the installation process.
  • Browse the application using https://<your_voiptools_server_FQDN>:5650 URL.

When connecting to the web portal, you will be asked to provide login credentials.

  1.  In the Extension field, enter your 3CX extension number.
  2. In the PIN field, enter your 3CX voicemail PIN.
  3. Click the Login button to log in to your account.
Figure 21: ‘3CX Active Directory Sync’ Web Portal Login

Sync Screen #

The Sync screen lets you configure settings to trigger the ‘Schedule Timer’ in the desired mode, and disable or delete extensions and add extensions from Active Directory Sync so that the ‘3CX Active Directory Sync’ will perform the following series of actions:

  • Log into Active Directory with valid credentials to access the information in AD.
  • Look in AD for the field that denotes the user’s extension number. (IP Phone, Fax, Mobile, etc. for instance)
  • Build the list of users associated with an Organizational Unit along with their respective extensions in AD.

NOTE:

If multiple ‘Organizational Units’ exist then, the ‘3CX Active Directory Sync’ collects the extensions from each Organizational Unit one after the other and adds them to the same list.

  • Build the list of users and their respective extensions in 3CX.
  • Compare the list built in AD with that built-in 3CX.
  • Delete the extensions in 3CX that are found in 3CX but not in AD.
  • Archive voicemails and recordings of the deleted extension to the configured extension (this is optional).
Figure 22: Sync Screen

Configure Active Directory Settings #

  1. In the Sync screen, under the Active Directory section, and in the Domain field, enter the valid domain with which you want to log into AD.
  2. In the User Name and Password fields, enter valid credentials for the respective domain.
  3. Click the Test button to confirm the user can log into AD with the provided credentials. Once the login is successful, a Success Message will be displayed.
  4. From the AD Phone Field drop-down list, select the desired field to denote the user’s extension number.
Figure 23: AD Phone Field dropdown list
  1. From the Archive Extension drop-down list, select the desired extension to which you want to archive all the voicemails and recordings of the extension that you want to delete. (This is optional).
Figure 24: Archive Extension dropdown list
  1. To add a new Organizational Unit, beside Organizational Unit, click Add and enter the details for Organization Unit (OU) and Domain Control (DC) in the format: 
    • OU=MyDomain Users, DC=MyDomain, DC=com,
    • DC=com is a standard value.
    • For instance, to add an Organizational Unit with the name INDIAOffice, you can type: OU=INDIAOffice,DC=VOIPTEST,DC=com
Figure 25: Add Organizational Unit
  1. From the Template Extension dropdown list, select the desired extension so that the ‘Active Directory Sync’ will apply the settings of the selected extension to the missing extensions while creating them in the 3CX.

NOTE:

  • The Managers can add or not add the Template Extensions to the Organizational Units.
  • If Managers choose not to add Template Extensions to the Organizational Units, Active Directory Sync will automatically include the default groups.
Figure 26: Template Extension dropdown
  1. Click Save to save the AD information that you have just configured and click OK in the Success message box.

NOTE:

By default, archiving voicemails and recordings of deleted extensions is turned on.

Settings #

You can either disable the extensions or add missing extensions from Active Directory to 3CX in this section.

Disable or Delete Extensions: #

  1. In the Settings section, check Disable/Delete Extension and then select the following as per your requirement:
    • Disable – so that ‘Active Directory Sync’ disables/inactivates the extensions in 3CX which are found in AD but not in 3CX.
    • Delete – so that ‘Active Directory Sync’ deletes the extensions in 3CX which are found in AD but not in 3CX.
Figure 27: Settings – Disable/Delete Extension
  1. Click Save to save the configuration. and click the Yes option in the Danger alert popup.
Figure 28: Delete Extension Warning Popup

NOTE:

  • If you do not select any option then by default, the ‘Active Directory Sync’ will consider ‘Delete’ option.
  • Active Directory Sync automatically saves the values once you select ‘Disable’ or ‘Delete’ option. You need not save the updates manually.

Add Extensions From Active Directory Sync #

  1. Check the Add Missing Extensions From Active Directory checkbox if you want to add the missing extensions to AD.
Figure 29: Settings – Add Missing Extensions From Active Directory
  1. Check the Add Extensions to 3CX Groups checkbox if you want to add the missing extensions to their respective groups and then the following options will appear:
    1. AD Group Field – select the field name (usually, ‘Department’) so that the ‘Active Directory Sync’ will check for that field in AD where the group name of the missing extension is specified.
    2. Create Missing Group – check this option so that the ‘Active Directory Sync’ will create the missing group of the respective missing extension in 3CX.

NOTE:

If no template extensions are selected for the Organizational Unit in the Active Directory section then it will add in the default groups.

  1. Click Save to save the settings and click Yes in the Information popup. 
Figure 30: Settings – Add Extensions to 3CX Groups

The ‘Active Directory Sync’ saves the settings to the database and will execute according to the scheduled time.

NOTE:

If you uncheck Create Missing Group checkbox then the ‘Active Directory Sync’ will add the missing extensions to ‘Default’ group.

Configure Extension Update Schedule #

In the Extension Update Schedule section, you can do the following,

  • Select the Frequency option if to trigger the Schedule Timer to run for every specified Minutes of time.
Figure: Extension Update Schedule – Frequency Settings
  • Select the Time option if you want to trigger the Schedule Timer to run at the specified Time of the Day.
Figure: Extension Update Schedule – Time Settings
  • In the On Demand option, click the Now button to trigger the Schedule Timer to run instantly.
Figure: Extension Update Schedule – On Demand Settings

The extensions updated or added in the Active Directory Sync, gets updated in the 3CX Console Management.

Figure: Extension Update Schedule – Information Popup

Log Screen #

The Log screen enables you to view the summary of all the events that take place during the time when the Scheduler runs and instigates the ‘3CX Active Directory Sync’ to perform the actions as per the configured Application Settings. From here, you can also export the information to the desired format. If you do not want to see the logs anymore, you can clear them.

Figure 33: Log Screen

Site Screen #

The Site Settings enable you to customize branding settings for the application that include the following:

  • Customize the gradient color of the ‘Application Header’
  • Customize grid color in screens that display grid data
  • Customize logo on the ‘Application Header’
  • Customize ‘Header Title Prefix’ on the ‘Application Header’
Figure 34: Site Screen

Customize Application Title Header – Gradient Color #

  1. Beside Header Gradient Color and from the Top Color palette, select the desired color that you want to display as the top color for the ‘Application Title Header’.
  2. From the Bottom Color palette, select the desired color that you want to display at the bottom of the ‘Application Title Header’ in gradient to the selected Top Color.
Figure 35: Header Gradient Color

Customize Grid Color #

  1. From the Grid Color palette, select the color that you want to display for the grid in screens that display grid data.
Figure 36: Grid Color Palette

The final display after applying ‘Grid Color’ branding settings:

Figure 37: Display of Customized Grid Color

Customize ‘Header Title Prefix’ Text #

  1. In the Header Title field, enter the text that you want the application to display as ‘prefix’ for the existing title in application header.
Figure 38: Custom Header Title Prefix

Final sample display after applying all the site settings configuration.

Figure 39: Display of Customized Brand Settings

About Screen #

The About screen displays current version of the application and contact details.

Figure 40: About Screen

Need Support? #

You get quick answers to most of your inquiries in our online manual. If you prefer direct contact, we offer various support channels, including phone, email, live chat, and our helpful VoIPTools forums.

24/7 Support Availability #

Rest assured, our dedicated team is here to assist you around the clock, every day of the year. Whether you’re based in the USA or India, we’re ready to provide prompt responses to your technical queries.

Windows Event Log for VoIPTools Applications and Services #

For troubleshooting any application errors, our Windows Event Log contains a comprehensive list of error messages, warnings, and informative notes related to all our VoIPTools applications and services. It’s a valuable resource to help you pinpoint and resolve any issues you may encounter.

Join Our Forum Community #

Are you looking to collaborate with other VoIPTools customers facing similar challenges? Our forum is the perfect platform to exchange ideas, solutions, and best practices. Join the conversation at: https://www.voiptools.com/community/

Real-Time Live Chat Assistance #

Got questions that need immediate answers? Our chat support team is available to assist you in real time. Just click on the Live Chat button located at the lower right corner of our website, and we’ll acknowledge your queries right away.

Efficient Email Support #

To ensure a thorough understanding of your concerns, email us at support@voiptools.com. Describe your issue in detail, and we’ll get back to you within one business day with the support you need.

Reach Us by Phone #

If you prefer to speak with a representative directly, you can reach us at +1 801-642-4655. Our attentive team is available to take your calls from 8:00 AM to 6:00 PM (Central Standard Time).

Comprehensive support services: #

Free Support #

If you’ve purchased our products through a VoIPTools Partner, rest assured that they provide first-level support at no additional cost. Partners have access to 100% free technical assistance and actively participate in the troubleshooting process.

VoIPTools customers enjoy access to our online manuals and receive support through emails (with responses within one business day) and live chat. However, please note that we do not provide remote server login assistance.

Paid Support #

For a more hands-on experience, consider our “Installation Support” package. Our expert support team can log in to your servers, and install and configure all our tools. This comprehensive service includes setting up SQL Server Express and Internet Information Server if necessary. We’ll work closely with you to tailor our applications to meet your requirements.

We’re committed to providing top-notch support to ensure your VoIPTools experience is smooth and hassle-free. Contact us today, and let us assist you in making the most of our powerful tools!

Figure: Installation setup Wizard
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