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Setting up a local provisioning server for Polycom phones

Setting up a local provisioning server for Polycom phones

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Setting up a local provisioning server for Polycom phones using TFTP

A provisioning server allows central management for all phone settings where the config files are stored on the TFTP (Trivial FTP) server and automatically downloaded by each phone.  This setup is recommended for customers with a large number of desk phones.  Also, this setup should be used on a local network to maximize security.  TFTP and FTP servers are interchangeable as needed.  We have selected TFTP because it makes the provisioning on the phone side simpler and easier.  The steps below are using a Polycom VVX400 series desk phone.  Step 3 is slightly different for other models.  Please email and we will help you.

Step 1 – setup a TFTP server

  1. download and install TFTP server
  2. download required files
  3. unzip files into a new directory, point root of TFTP server to the polycom folder.  Make sure the file 000000000000.cfg is on the root level.
  4. enable TFTP server and make sure its able to accept inbound connections.  Its also recommended to setup TFTP server with a static address or a DHCP reservation so its IP address does not change.

Step 2 – Create config files per phone

  1. copy the MAC address on the back of the phone
  2. create 2 config files named MAC_ADDRESS-phone.cfg and MAC_ADDRESS-web.cfg per phone using the templates provided.  The templates files are template-web.cfg and template-phone.cfg. is static and does not need to be changed.

Step 3 – Modify MAC_ADDRESS-web.cfg

  1. open MAC_ADDRESS-web.cfg for editing.  Note that the files is in XML format, so please pay attention when editing.
  2. change parameters (bolded below) in web.cfg for RTP port, server ip/host, ext, password, VM shortcut
    • voIpProt.SIP.local.port=”PORT_NUMBER” – static audio port number to be assigned to this phone.  Setting this option will force the phone to always use the same port instead of a randomly generated port number.  Also, adds security as port numbers can be whitelisted as needed.
    • reg.1.displayName=”EXTENSION” – extension number of the first line on the phone.  Same value should be set for reg.1.address=”EXTENSION“, reg.1.label=”EXTENSION“, reg.1.auth.domain=”EXTENSION“, reg.1.auth.userId=”EXTENSION
    • reg.1.auth.password=”PASSWORD” – password for the extension as setup in InfoFlo Talk
    • reg.1.server.1.address=”” – hostname of InfoFlo Talk server as per welcome email
    • msg.mwi.1.callBack=”*98EXTENSION” – extension number needed to configure the VM button on the phone to go directly to message center
  3. More extensions can be setup by copy/paste all the lines starting with reg.1 and change variable names to reg.2

Step 4 – Enter the IP address of the TFTP server as the provisioning server of the phone

  1. ensure there is a DHCP server on your LAN that has enough available IPs for all the phones.
  2. reset phone to factory by if needed by completing step one using this kb article.  Make sure the server type is set to TFTP and not FTP as described in article.  Also, note that TFTP does not require a username or a password so the default values can be left as is.

Step 5 – reboot phone

check the log of your TFTP server for a message indicating both config files have been fetched by the phone.  If everything has been configured correctly you will see the extension registered in green on InfoFlo Talk status page.

Step 6 – run firmware upgrade from Polycom

The step will take alot less time if you complete steps 1-5 for all the phones and then move to step 6 for each.

  1. log into phone using https://IP_ADDRESS with default admin password 456
  2. click Utilities menu -> software upgrade
  3. click on Check for updates button
  4. scroll down to latest version available and displayed in green and click install
  5. phone will go through the upgrade.  When done it will display a prompt to enter a new admin password

Optional Step: Deploy company directory 

Provisioning server can also be used to deploy a global company directory that is centrally managed.  The directory template file is named 000000000000-directory~.xml and it should be in the root path of the TFTP server.  Note that the file is in XML format and should be modified with an appropriate editor.  Make sure the file extension (.xml) is not changed when saving changes.  The trailing ~ must be removed to deploy the directory file.  Each entry in the directory consists of the following tags.  Bold tags need to be changed per directory entry:


<ln>Last_Name</ln> First Name

<fn>First_Name</fn> Last Name

<ct>Extension</ct> Extension or number to dial








adding the <sd> </sd> tag to the item will place the contact as a speed dial for a free line button.  The value in this tag will reflect the position of the speed dial button.  Its also useful when needed to sort the list, so directory entry with <sd>1</sd> will show up as first free line on phone.  We also found this option helpful when setting up a sidecart device.

Also, please add config param”1” to make sure the directory displays properly on the phone.