Configuring Polycom VVX or Spectralink phones for hosted Lync 2013

Brian Hadfield -

Configuring the Polycom VVX series of phones (VVX 300,310, 400, 410, 500, 600) and Spectralink 84-Series phones (8440, 8441, 8452, 8453) to connect to the Chinook Communications Lync 2013 hosted services platform is a multi-step process.  

  1. Verify the UC Software Version on the Phone
  2. Import the device configuration
  3. Configure the Time Source and Time Zone Offset
  4. Configure the Lync Account for the device
  5. Reboot the Phone

NOTE:  A quick user guide to using the Polycom VVX handsets with Microsoft Lync is attached to this article for reference on phone features and functions.

The following article outlines the steps required to configure the Polycom handsets listed above.

Access the Polycom Web Configuration Utility

NOTE:  In firmware versions 5.1.1 and above, the web interface is disabled by default.  In order to continue with the configuration of the device the web interface will need to be enabled.  To enable the web interface, use the navigation on the phone and select Settings > Advanced (use password 456) > Administrator Settings > Web Server Configuration > Web Server > Enabled.  Additionally, set the Web Config Mode to HTTP/HTTPS and then continue with the configuration setups below.

  1. Obtain the IP address of each phone in your deployment by pressing the Menu/Home key and going to Settings > Status > Platform > Phone. The IP address displays in the field labeled IP:.
  1. Enter the phone’s IP address in the address bar of a web browser and press Enter on your PC keyboard.

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  1. Choose Administrator and enter the password (the default password is 456) and click Submit.

Verify the UC Software Version on the Phone

In order for the Polycom VVX device to register properly on the Chinook Communications platform, it will need to be on UC software version 5.0 or above.  To verify that the device is currently on that version, do the following:

  1. Login to the Polycom Web Configuration Utility
  2. Click on Utilities > Software Upgrade to verify the current software version.

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NOTE:  If the software version is below 5.0 please refer to the Polycom documentation on how to upgrade your particular device to a compatible version.

Import the device configuration

The device configuration file contains the root certificate required by the Polycom VVX devices to connect to the Chinook Communications Lync 2013 platform.  You will need to download the polycomvvx.cfg file attached to this article to the local workstation prior to completing the steps below.

  1. Login to the Polycom Web Configuration Utility
  2. Click on Utilities > Import & Export Configuration
  3. From the Import Configuration section, click on the Choose File button and select the .cfg file attached to this article and select import.

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  1.  You will be notified when the import is successful, close the notification window to complete the import.

 Configure the Time Source and Time Zone Offset

NOTE:  If the SNTP Server information is delivered to the device via DHCP, the following steps are not necessary.  Please reboot the device and go to the Configure the Lync Account section.

  1. Login to the Polycom Web Configuration Utility
  2. Click on Preferences > Date & Time
  3. From the Time Synchronization section select an SNTP Server and the correct Time Zone for the device and click Save.

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  1. Reboot the phone by clicking on Utilities > Reboot Phone.

Configure the Lync Account for the device

  1. Login to the Polycom Web Configuration Utility
  2. Click on Simple Setup from the top menu
  3. In the Base Profile section, select Lync.

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  1. In the SIP Line Identification section populate the following fields:
    • Display Name:  The Name to be displayed on the phone and included in SIP signaling.
    • Address: The SIP Address of the Lync user in the format user@domain.com.
    • Authentication User ID:  The login ID of the Lync user in the format user@domain.com.  Typically this is the same as the SIP address above.
    • Authentication Password:  The password for the Lync user account
    • Label:  The Line Label to be displayed on the phone for this account.

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  1. From the top menu, click on Settings > Lines
  2. Under the Identification section, set Server Auto Discovery to Disable.
  3. Under the Authentication section, populate the following fields
    • Use Login Credentials: Disable
    • Domain: Leave Blank
    • User ID: The login ID of the Lync user in the format user@domain.com
    • Password: The password for the Lync user account

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  1. Under the SIP Server 1 section, populate the following fields:
    • Special Interop: Lync2010
    • Address: access02.partnerhosted.com
    • Port: 443
    • Transport: TLS

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  1. Click Save

Reboot the Phone

  1. Reboot the phone by clicking on Utilities > Reboot Phone

The device should now be configured for the Chinook Lync 2013 platform and be fully functional when it restarts. 

However, if you are getting a message that the Lync login failed, you may need to do the following:

    1. In the web interface, go to Utilities > Lync SignIn

    2. Change the Authentication Type to "Login Credentials".

    3. Enter the Lync username (user@domain.com) in both the Sign-in Address and Username fields. (Leave the Domain field blank.)

    4. Enter the Lync password in the Password field.

    5. Click the Sign In button. 

Final Notes and Tips:

- If you see a Pin Authentication screen, just exit out of the window. There is no need to enter anything in this field. 

- Also, after the phone reboots, it may flash "Time/date out of sync". Just wait about a minute and it should correct itself.

- Lastly, after completing all of these steps sometimes the Web Server mode on the phone gets set to Disabled. So access to the phone from the web interface no longer works. To re-enable it, simply follow the process described at the top of this document in the NOTE immediately following "Access the Polycom Web Configuration Utility".

- If see a little flashing red triangle on the phone, but it still works, that is just letting you know that the default admin password is still in use. There is a way to clear it out, but the next time the phone restarts, it will return. But here's how you clear it:
1. On the phone, press the Home Key.
2. Then go into Settings->Status->Diagnostics->Warnings.
3. Then Clear Icons.

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