02.1. Minimum system version

EBF Contacts supports the following operating systems:

• iPhone and iPad: iOS / iPadOS 18 or later
• Android devices: Android 13 or later
  • Starting with EBF Contacts version 3.2.0, the app requires iOS 26.

Recommended Setup

• Keep devices updated to the latest supported OS version.
• Use a supported UEM (Unified Endpoint Management) solution such as:
  • Microsoft Intune
  • Ivanti / MobileIron
  • Jamf
  • Blackberry
  • Workspace One

02.2. Caller Identification

EBF Contacts can identify incoming callers on:

• iPhones
• Android phones
• Android tablets

Important Requirements

To make caller identification work correctly:

• Store all phone numbers in international format.
• Include the country code.

Example Germany: +49 221 474550

Best Practices

• Avoid local-only numbers such as 0221 474550.
• Use one consistent number format across all data sources.
• Verify imported contacts before large deployments.

02.3. AppConfig

It is mandatory for EBF Contacts to receive an AppConfig or a Managed-AppConfig from an UEM System (e.g. MobileIron/Ivanti, Microsoft Intune, Jamf). The AppConfig can/must contain the following key/value pairs, where all values are of type „string“:

Required parameters

Microsoft 365 Authentication Methods

Azure App Registration Requirements

Common Optional Parameters

An example AppConfig XML file and plist is available below:

<managedApplicationConfiguration>
<version>1.7.0</version>
<bundleId>de.ebf.contacts</bundleId>
<dict>
<string keyName="customerName">
<defaultValue>
<value>customer name</value>
</defaultValue>
</string>
<string keyName="licenseKey">
<defaultValue>
<value>license keys</value>
</defaultValue>
</string>
<string keyName="endpoint">
<defaultValue>
<value>Office 365 or url</value>
</defaultValue>
</string>
<string keyName="tenant">
<defaultValue>
<value>tenant only for Office 365</value>
</defaultValue>
</string>
<string keyName="licenseCount">
<defaultValue>
<value>license count</value>
</defaultValue>
</string>
<string keyName="office365PageSize">
<defaultValue>
<value>999</value>
</defaultValue>
</string>
<string keyName="selectedGroups">
<defaultValue>
<value>{ "values" : [ "Name of AD group 1", "Name of AD group 2"] }</value>
</defaultValue>
</string>
<string keyName="callerIdStructure">
<defaultValue>
<value>{"givenName": -1,"surname": -1,"custom": "-","jobTitle": 10,"department": 10,"companyName": 18,"officeLocation": 15}</value>
</defaultValue>
</string>
</dict>
</managedApplicationConfiguration>

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE plist PUBLIC "-//Apple//DTD PLIST 1.0//EN"

"http://www.apple.com/DTDs/PropertyList-1.0.dtd">

<plist version="1.0">
<dict>
<key>customerName</key>
<string>EBF GmbH</string>
<key>licenseKey</key>
<string>97MtLkThSDFo39kmkj6pW/aTR20Rbj5nPiIa4IKYWB2YZ3orT8ms5rVkXLQHc9NcGLnv5ZiC172cJQsPx6Q4l/pLs=</string>
<key>endpoint</key>
<string>9f12e12e-ea6b-42db-8712-ea1040aa9999</string>
<key>tenant</key>
<string>ebf.de</string>
<key>licenseCount</key>
<string>200</string>
<key>office365PageSize</key>
<string>500</string>
<key>selectedGroups</key>
<string>{ "values" : [ "Name of AD group 1", "Name of AD group 2"] }</string>
<key>callerIdStructure</key>
<string>{"givenName": -1,"surname": -1,"custom": "-","jobTitle": 10,"department": 10,"companyName": 18,"officeLocation": 15}</string>
</dict>
</plist>

02.4. Prefix Combination Explanation (Only Exchange On-Premise)

Why This Configuration May Be Needed

Exchange Web Services (EWS) limits the number of contact records returned in a single query. Organizations with large contact databases may need to adjust the EBF Contacts configuration to ensure the app synchronizes all contacts correctly.

Without optimization:

• Initial synchronization may take a long time
• Some contacts may not appear immediately
• Users may experience slower first-time setup

EWS Query Limits

EWS supports the following maximum results per query:

• Standard mode:
  • Up to 100 records per query
• When using the useFindPeople parameter:
  • Up to 1000 records per query

EBF Contacts identifies records using the contact’s email address.

Default Synchronization Behavior

By default, EBF Contacts processes the contact database in multiple steps.

This approach:

• Helps avoid EWS query limits
• Allows the app to eventually synchronize all contacts

However, the first synchronization can take longer in environments with many contacts.

Improving Synchronization Speed

After the first full synchronization completes:

1. Restart the app once
2. Open the log file
3. Locate the generated compressed string

You can share this string with other users through the configuration parameter:

prefixCombinations

Using this parameter helps:

• Reduce synchronization time
• Improve first-time app setup
• Speed up contact indexing for additional users

Example Configuration

prefixCombinations=fVvdmqO6rnyXdb2Tr8F20jzL/s4FSSD8Q2ySzMzTH6iysZiV3RctlQnIkl…

Important

• The app only accepts the compressed string format
• Do not modify the generated value manually

Best Practices

• Use useFindPeople when your Exchange environment supports it
• Perform the first synchronization with a stable internet connection
• Share the generated prefixCombinations value with other users in the same environment
• Restart the app after the initial synchronization completes

Troubleshooting

Synchronization Takes Too Long

• Verify the number of contacts in the Exchange environment
• Enable useFindPeople if available
• Confirm network connectivity and server response times

Some Contacts Are Missing

• Check that contacts contain valid email addresses
• Verify that Exchange returns the expected records
• Review existing contact filtering rules

prefixCombinations Does Not Work

• Confirm that the full compressed string was copied correctly
• Make sure the value was added exactly as generated
• Do not add spaces or line breaks

02.5. Default filtering behavior on synchronisation of contacts data

EBF Contacts automatically filters contact records during synchronization.

The app only displays contacts that match the required rules.

Office 365 (O365) Filtering Rules

A contact appears in EBF Contacts only if all of the following conditions are true:

• The contact uses the user type member
• The related user account is enabled
• The showInAddressList attribute is:
  • empty (null), or
  • set to true
• The contact includes at least one of these:
  • email address
  • mobile phone number
  • business phone number

Important
The app does not synchronize private phone numbers

Custom Filtering

Administrators can override the default filter by using the configuration parameter:

office365UserFilter

Exchange On-Premise Filtering Rules

A contact appears in EBF Contacts only if:

• “Hide from Address Lists” is disabled
• The contact includes at least one of these:
  • email address
  • mobile phone number
  • business phone number

Important
The app does not synchronize private phone numbers

Troubleshooting

If contacts are missing:

1. Verify that the user account is enabled
2. Check the showInAddressList setting
3. Confirm that the contact contains a supported phone number or email address
4. Review custom filter settings
5. Run a manual synchronization

02.6. Filtering via selectedGroups (only O365)

EBF Contacts can filter contacts by Azure AD groups.

Use the selectedGroups configuration parameter to load contacts only from selected groups.

How It Works

• If selectedGroups is empty or missing:
  • EBF Contacts loads all contacts
• If selectedGroups contains group names:
  • EBF Contacts only loads contacts from those groups

Limits

• Maximum supported groups: 50

Example

{
  "values": [
    "HR Team",
    "DEV Team"
  ]
}

Troubleshooting

If contacts do not appear:

1. Confirm that the group name matches Azure AD exactly
2. Verify that the user belongs to the selected group
3. Check that the total number of groups does not exceed 50

02.7. AppTunnel/VPN

EBF Contacts uses port 443 for data synchronization.

Security Requirements

• Always use HTTPS connections
• The app does not support unencrypted HTTP connections

VPN Recommendations

If your Exchange server requires secure internal access:

• Use a VPN solution
• Use your UEM platform’s VPN feature when possible

Troubleshooting

If synchronization fails:

1. Confirm that the server URL starts with https://
2. Verify that port 443 is open
3. Check that the VPN connection is active
4. Test access to the Exchange server from the device browser

02.8. Authentication and permissions

EBF Contacts supports these authentication methods:

• Basic Authentication
• NTLM Authentication

Exchange On-Premise Requirements

Users must have permission to access Exchange Web Services (EWS)

Optional Technical User

You can configure a technical user account.

This account:

• Must have a mailbox
• Must have standard permissions
• Can remain hidden from address lists

Android Requirement

For Exchange On-Premise on Android disable “Extended Protection” on the Exchange server

Personal Contacts Access

If you enable:

readPersonalContacts

the app also needs access to Exchange REST API.

Troubleshooting

If login fails:

1. Verify username and password
2. Confirm that EWS access is enabled
3. Check whether “Extended Protection” is disabled for Android environments
4. Confirm that the REST API is available when using personal contacts
5. Review server authentication settings

02.9. Encryption password policy

By default, EBF Contacts does not enforce password complexity rules.

Administrators can define password requirements through configuration settings.

Available Character Classes

You can require these character types:

• Uppercase letters
• Lowercase letters
• Numbers
• Special characters

Configuration Options

MaxLength

Maximum password length

MinLength

Minimum password length

Complexity

0 = No complexity requirements

1 = Password must contain at least 2 of the following: uppercase letters, lowercase letters, numbers, or special characters

2 = Password must contain at least 3 of the following: uppercase letters, lowercase letters, numbers, or special characters

3 = Password must contain uppercase letters, lowercase letters, numbers, and special characters

{
  "MaxLength": 16,
  "MinLength": 3,
  "Complexity": 0
}

Best Practices

• Use a minimum length of at least 8 characters
• Require multiple character types for better security
• Avoid short passwords in production environments

02.10. HubSpot setup

EBF Contacts supports synchronization of contact data from HubSpot CRM application.
For this to work you need to create a private application in the HubSpot admin portal.
Go to “Settings” → “Account Setup” → “Integrations” → “Private Apps”

Create a new application and enter an application name. Then select the scope (permission): crm.objects.contacts.read

After creating the application an Access token will be shown, that needs to be provided in the EBF Contacts configuration in the “hubSpotToken” parameter.
Example:

hubSpotToken=pat-eu1-xxxxxxxx-xxxxxxxx-xxxxxxxx

Important Security Note

• Treat the token like a password
• Do not share the token publicly
• Rotate the token regularly based on your company security policy

Troubleshooting

If synchronization fails:

1. Verify that the token is valid
2. Confirm that the required permission is enabled
3. Check that the token was copied correctly
4. Test the HubSpot connection again after saving settings

02.11. CSV and JSON data source in ZIP archive

EBF Contacts can import contact data from CSV or JSON files.

Requirements

• Store the files inside a ZIP archive
• Upload the ZIP file to a reachable web server
• Provide the ZIP file URL in the configuration

Supported Security

ZIP password protection using ZipCrypto

Required Configuration

Set the ZIP file URL in:

zipURL

Required Fields

Each CSV or JSON file must include:

• Display Name
• Email Address
• Phone Number or Mobile Phone

Example Workflow

1. Create CSV or JSON contact files
2. Compress the files into a ZIP archive
3. Upload the ZIP file to a secure web server
4. Add the ZIP URL to the EBF Contacts configuration
5. Add the ZIP password if required
6. Start synchronization

Troubleshooting

If import fails:

1. Verify that the ZIP URL is accessible
2. Confirm that the ZIP file is not corrupted
3. Check that required fields exist
4. Verify the ZIP password
5. Confirm that the server supports HTTPS access

Additional Support

EBF can help customers create:

• PowerShell scripts
• Export scripts
• Valid data export files

Please find valid JSON and CSV example files below.

JSON

[
    {
        "DISPLAY NAME": "Adele Vance",
        "TITLE": "Retail Manager",
        "EMAIL ADDRESS": "adele.vance@ebf.com",
        "OFFICE": "18/2111",
        "FIRST NAME": "Adele",
        "LAST NAME": "Vance",
        "DEPARTMENT": "Retail",
        "COMPANY": "EBF GMBH",
        "PHONE": "+1 425 555 2222",
        "MOBILE PHONE": "+1 425 555 3333",
      "IMAGE URL": "https://picsum.photos/200/300.jpg",
    "MANAGER EMAIL": "",
    "PHONE2": "+1 425 555 1111",
    "PHONE3": "+1 425 555 6666"
    },
    {
        "DISPLAY NAME": "Grady Archie",
        "TITLE": "Designer",
        "EMAIL ADDRESS": "grady.archie@ebf.com",
        "OFFICE": "18/2111",
        "FIRST NAME": "Grady",
        "LAST NAME": "Archie",
        "DEPARTMENT": "R&D",
        "COMPANY": "EBF GMBH",
        "PHONE": "+1 425 555 4444",
        "MOBILE PHONE": "+1 425 555 5555",
      "IMAGE URL": "https://picsum.photos/200/300.jpg",
    "MANAGER EMAIL": "adele.vance@ebf.com",
    "PHONE2": "+1 425 555 8888"
    }
]

CSV

"DISPLAY NAME","EMAIL ADDRESS","COMPANY","DEPARTMENT","FIRST NAME","LAST NAME","OFFICE","PHONE","MOBILE PHONE","TITLE","MANAGER EMAIL","IMAGE URL","PHONE2","PHONE3"
"Adele Vance","adele.vance@ebf.com","EBF GmbH","Retail","Adele","Vance","18/2111","+1 425 555 2222","+1 425 555 3333","Retail Manager","","https://picsum.photos/200/300.jpg","+1 425 555 1111",""
"Grady Archie","grady.archie@ebf.com","EBF GmbH","R&D","Grady","Archie","18/2111","+1 425 555 4444","+1 425 555 5555","Designer","adele.vance@ebf.com","https://picsum.photos/200/300.jpg","+1 425 555 7777","+1 425 555 8888"

02.12. Android specifics

On Android devices, EBF Contacts stores synchronized contacts inside the Android system contacts database.

This allows caller identification for incoming calls.

Security Requirement

Install EBF Contacts only inside an:

• Android Enterprise Work Profile

This helps prevent unmanaged apps from accessing company contact data.

Browser Requirement

Install a browser app inside the Work Profile.

The app needs a browser to:

• Open the Microsoft 365 login page
• Complete authentication

Important Uninstallation Behavior

Android keeps synchronized contacts in the Work Profile after app removal.

To remove all contacts completely:

Option 1

Remove the entire Work Profile

Option 2

Before uninstalling:

1. Open EBF Contacts
2. Select Logout
3. Wait for contact cleanup to finish
4. Uninstall the app

Troubleshooting

If contacts remain after uninstall:

• Confirm that the user logged out before uninstalling
• Remove the Work Profile if cleanup did not occur

If login pages do not open:

• Verify that a browser exists inside the Work Profile