The last several weeks I received various questions regarding the group ‘People I Manage calls for’. During the roll-out of the Lync client users were confronted with this default group in Lync. For a lot of users the purpose of this group was unclear and raised questions about the colleague’s which were mentioned into this group.
Within this blog I want to answer the questions regarding the purpose of this group and I want to explain the steps which are required to clean up this group and makes sure that the group is filled with the proper colleague’s.
Purpose of the group
The group ‘People I Manage Calls for’ is part of the delegation model for Lync 2010 and 2013. Using this group users are able to receive and make calls on another persons behalf. By using the Lync options the user is able to configure whether or not the calls of the delegates needs to be picked-up. The initial filling of this group is based on the delegation that is configured within Exchange. Within Exchange delegation is also configured on a users mailbox. As Lync and Exchange have some good integrations, the delegates from Exchange are thus synchronized with Lync and will be displayed into this group. However users are still able to change their delegates manually within Lync.
By configuring the delegates section, users are also able to transfer calls to the configured delegates. This is especially useful when the Lync users goes on holiday’s and a direct colleague of the users should respond to the incoming calls. By transferring the calls to this particular colleague the calls aren’t missed and responded immediately.
Disable Exchange synchronization
As mentioned before the initial set-up of the group is done by the Exchange delegation. Within Exchange it is possible to delegate permissions to other users in order to send e-mails and to create and respond on meeting invitations. Setting these permissions will be done through Outlook from ‘Options’ –> ‘account settings’ –> ‘delegate permissions’.
During the implementation of Lync (2010 and 2013) the synchronization of the delegates between Exchange and Lync will be configured automatically. When the delegates in Exchange are configured they will also be added in Lync. In order to stop the synchronization between Exchange and Lync the first command listed below have to be executed. When delegation is not required at all, the second command have to be executed as well.
Set-CsVoicepolicy -EnableDelegation $false
Set-CsClientpolicy -EnableExchangeDelegateSync $false
Delete people from the group
It is possible to manually delete the delegates from this group. However it is important to disable the Exchange Synchronization first, cause if this isn’t done the changes that are made in the Lync delegate group are lost throughout the day when the Exchange synchronization is performed. Therefore it is important to disable the synchronization with Exchange.
To delete the people from this group, navigate within Lync to ‘options’ –> ‘Transfer calls’ –> ‘edit my delegates’. From this pop-up it is possible to delete the colleagues which are listed as delegates. See picture below for the pop-up that appears after clicking on ‘Edit my delegates’. By selecting a delegate and hit the ‘remove button’ the delegate is being removed.
Setting up delegates can be a powerful tool when being used within a department. Especially the director, secretary delegation is a powerful tool. However it is important to notice whether or not the Exchange delegation is configured properly and representative. Whenever this isn’t the case, the Exchange synchronization should be turned off in order to make sure that delegation can be configured independently for the Lync user.
When delegation is important into your organization, make sure that delegation is configured properly within Exchange. When the synchronization is configured these settings will be used within Lync as well. Even from the start of deploying Lync, these delegation permissions can be used within Lync in order to enable powerful scenario’s. When using this kind of synchronization, instruct the users very well that the delegation can be edited through Outlook and that this should be the only place where delegation needs to be configured.