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Contents

Administration Guide for Cisco Unified MeetingPlace SMTP E-Mail Gateway Release 5.4

OL-11018-01

Understanding the Configuring the E-Mail Gateway Dialog Box

3-2

Setting E-Mail Notification Parameters

3-3

Understanding the Notifications Dialog Box

3-4

Changing the Cisco Unified MeetingPlace Gateway SIM Configuration

3-5

Understanding the Gateway SIM Configuration Page and the MeetingPlace Server Entry Dialog
Box

3-6

C H A P T E R

Customizing Meeting Notifications

4-1

About Notification Templates

4-1

How to Customize a Notification Template

4-2

Accessing Notification Templates

4-2

Identifying Notification Templates

4-3

Modifying the Content of a Notification Template

4-3

How to Add Access Information in MeetingTime

4-5

Activating Notification About Meeting Schedules

4-6

C H A P T E R

Troubleshooting

5-1

Resolving Connectivity Problems

5-1

Resolving Attend Link Problems

5-2

Resolving Meeting Notification Problems

5-2

Resolving Notification Language Problems

5-4

Resolving Notification Time Zone Problems

5-5

Resolving Problems with Meeting Attachments

5-6

A P P E N D I X

Tags You Can Use in Notification Templates

A-1

N D E X

Summary of Contents for SMTP

Page 1: ...70 West Tasman Drive San Jose CA 95134 1706 USA http www cisco com Tel 408 526 4000 800 553 NETS 6387 Fax 408 526 4100 Administration Guide for Cisco Unified MeetingPlace SMTP E Mail Gateway Release 5 4 July 28 2006 Text Part Number OL 11018 01 ...

Page 2: ...L CONSEQUENTIAL OR INCIDENTAL DAMAGES INCLUDING WITHOUT LIMITATION LOST PROFITS OR LOSS OR DAMAGE TO DATA ARISING OUT OF THE USE OR INABILITY TO USE THIS MANUAL EVEN IF CISCO OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES Administration Guide for Cisco Unified MeetingPlace SMTP E Mail Gateway Release 5 4 Copyright 2004 2006 Cisco Systems Inc All rights reserved CCSP CCVP the...

Page 3: ...lications and Information xi C H A P T E R 1 Introducing Cisco Unified MeetingPlace SMTP E Mail Gateway 1 1 About Cisco Unified MeetingPlace SMTP E Mail Gateway 1 1 How E Mail Notification Works 1 1 C H A P T E R 2 Installing Cisco Unified MeetingPlace SMTP E Mail Gateway 2 1 Preparing for the Installation 2 1 Installing the Cisco Unified MeetingPlace Gateway SIM 2 2 Installing Cisco Unified Meeti...

Page 4: ...ns 4 1 About Notification Templates 4 1 How to Customize a Notification Template 4 2 Accessing Notification Templates 4 2 Identifying Notification Templates 4 3 Modifying the Content of a Notification Template 4 3 How to Add Access Information in MeetingTime 4 5 Activating Notification About Meeting Schedules 4 6 C H A P T E R 5 Troubleshooting 5 1 Resolving Connectivity Problems 5 1 Resolving Att...

Page 5: ...xi Purpose This guide describes how to install configure and manage Cisco Unified MeetingPlace SMTP E Mail Gateway Audience This guide is for Cisco Unified MeetingPlace system administrators It assumes the following You have a thorough understanding of voice and data terminology and concepts You are familiar with Cisco Unified MeetingPlace and networking concepts Naming Conventions Previous releas...

Page 6: ...MeetingPlace 8106 or Cisco Unified MeetingPlace 8112 running Cisco Unified MeetingPlace Audio Server Cisco Unified MeetingPlace Audio Server system or Audio Server system Cisco Unified MeetingPlace MeetingNotes A Cisco Unified MeetingPlace Audio Server feature by which users record meetings and listen to meeting recordings MeetingNotes Cisco Unified MeetingPlace MeetingTime Windows desktop softwar...

Page 7: ...e at http www cisco com en US products sw ps5664 ps5669 products_documentation_roadmaps_list htm l Obtaining Documentation Cisco documentation and additional literature are available on Cisco com Cisco also provides several ways to obtain technical assistance and other technical resources These sections explain how to obtain technical information from Cisco Systems Cisco com You can access the mos...

Page 8: ...ocumentation Registered Cisco com users may order Cisco documentation at the Product Documentation Store in the Cisco Marketplace at this URL http www cisco com go marketplace Nonregistered Cisco com users can order technical documentation from 8 00 a m to 5 00 p m 0800 to 1700 PDT by calling 1 866 463 3487 in the United States and Canada or elsewhere by calling 011 408 519 5055 You can also order...

Page 9: ...ties quickly If you think that you have identified a vulnerability in a Cisco product contact PSIRT For Emergencies only security alert cisco com An emergency is either a condition in which a system is under active attack or a condition for which a severe and urgent security vulnerability should be reported All other conditions are considered nonemergencies For Nonemergencies psirt cisco com In an...

Page 10: ...nk under Documentation Tools Choose Cisco Product Identification Tool from the Alphabetical Index drop down list or click the Cisco Product Identification Tool link under Alerts RMAs The CPI tool offers three search options by product ID or model name by tree view or for certain products by copying and pasting show command output Search results show an illustration of your product with the serial ...

Page 11: ...Information Information about Cisco products technologies and network solutions is available from various online and printed sources The Cisco Product Quick Reference Guide is a handy compact reference tool that includes brief product overviews key features sample part numbers and abbreviated technical specifications for many Cisco products that are sold through channel partners It is updated twic...

Page 12: ...erity com ciscoiq sample Internet Protocol Journal is a quarterly journal published by Cisco Systems for engineering professionals involved in designing developing and operating public and private internets and intranets You can access the Internet Protocol Journal at this URL http www cisco com ipj Networking products offered by Cisco Systems as well as customer support services can be obtained a...

Page 13: ...l notifications when a meeting is scheduled changes are made or the meeting is canceled The Cisco Unified MeetingPlace SMTP E Mail Gateway allows you to do the following Distribute e mail notifications for scheduled rescheduled or canceled Cisco Unified MeetingPlace meetings Distribute meeting attachments with meeting notifications Provide a link in the e mail notification that users can use to jo...

Page 14: ...igured to send notifications Reviews the schedule and determines which notification template to use to create the e mail messages that will be distributed to the invited participants Verifies that the user profiles of meeting invitees are configured to receive notification Uses the information in the schedule and in Cisco Unified MeetingPlace user profiles to create an e mail message for each invi...

Page 15: ...wing tasks Verify that you have the supported system requirements by reviewing the System Requirements for Cisco Unified MeetingPlace at http www cisco com en US products sw ps5664 ps5669 prod_installation_guides_list html Fill in Table 2 1 so you have all of the information needed to complete the installation If applicable uninstall the current release of Cisco Unified MeetingPlace SMTP E Mail Ga...

Page 16: ...s are installed The InstallShield Complete page appears Step 4 Click Finish The MeetingPlace Entry dialog box appears Step 5 Enter the hostname or IP address of the primary Cisco Unified MeetingPlace Audio Server to which you want the Gateway SIM to connect The MeetingPlace Client IP Address dialog box appears Table 2 1 Preinstallation Checklist Description Value 1 All requirements are in place Se...

Page 17: ...D in the computer that you want to use to install Cisco Unified MeetingPlace SMTP E Mail Gateway The InstallShield Wizard launches automatically and the Welcome to the InstallShield Wizard for E Mail Gateway dialog box appears Step 2 Click Next The InstallShield Wizard extracts the files needed to install Cisco Unified MeetingPlace SMTP E Mail Gateway on your computer and prepares for the remainde...

Page 18: ...og in to the corporate SMTP e mail server b In the Password field enter the password you want the Cisco Unified MeetingPlace SMTP E Mail Gateway to use to log in to the corporate SMTP e mail server c In the Re enter field enter the password that you want the Cisco Unified MeetingPlace SMTP E Mail Gateway to use to log in to the corporate SMTP e mail server d Click Next The Program Folder dialog bo...

Page 19: ...Resolving Meeting Notification Problems section on page 5 2 Cancel and reschedule a Cisco Unified MeetingPlace meeting Verify that invited users receive e mail notifications about the meeting change If your users do not receive a notification see the Resolving Meeting Notification Problems section on page 5 2 When Cisco Unified MeetingPlace Web Conferencing is installed use that application to sch...

Page 20: ...ace SMTP E Mail Gateway before you install the current release To Uninstall Cisco Unified MeetingPlace SMTP E Mail Gateway Step 1 Choose Start Settings Control Panel Add Remove Programs The Add Remove Programs dialog box appears Step 2 Click MeetingPlace E Mail Gateway and click Change Remove Step 3 When prompted to confirm file deletion click Yes Step 4 Launch Windows Explorer Step 5 Choose drive...

Page 21: ...ace Gateway Configurations tool is the user interface for the Gateway SIM To start the Cisco Unified MeetingPlace Gateway Configuration tool do one of the following on the desktop of the computer on which the Gateway SIM is installed Click Start Program MeetingPlace Applications MeetingPlace Gateway Configuration Click the Cisco Unified MeetingPlace icon an open orange door in the system tray The ...

Page 22: ...r in MeetingTime that you want the Cisco Unified MeetingPlace SMTP E Mail Gateway to support Step 5 In the Polling Frequency field enter the value in milliseconds for the interval with which the Cisco Unified MeetingPlace SMTP E Mail Gateway will send inquiries to the Cisco Unified MeetingPlace Audio Server regarding new notifications Step 6 Check Verbose Logging to have the Cisco Unified MeetingP...

Page 23: ...that require authentication to send notifications Account name The username that you want the Cisco Unified MeetingPlace SMTP E Mail Gateway to use to log in to the e mail server Password The password that the Cisco Unified MeetingPlace SMTP E Mail Gateway must use to log in to the e mail server MeetingPlace Mailbox The mapping number assigned in the Cisco Unified MeetingPlace registry to the corp...

Page 24: ...5 In the External Web Hostname field enter the hostname of the external Cisco Unified MeetingPlace Web server that you want this Cisco Unified MeetingPlace SMTP E Mail Gateway to use Step 6 Check Use SSL to have the Cisco Unified MeetingPlace SMTP E Mail Gateway encrypt the link to the meeting that is placed in the notification when participants require authorization to access the Cisco Unified Me...

Page 25: ...ace SMTP E Mail Gateway to use This is required to allow the Cisco Unified MeetingPlace SMTP E Mail Gateway to include a meeting link in the e mail notification that is sent to participants who are inside the firewall Use SSL Allows the Cisco Unified MeetingPlace SMTP E Mail Gateway to use Secured Socket Layer SSL format to encrypt the link for the meeting that the Cisco Unified MeetingPlace SMTP ...

Page 26: ...ft pane The MeetingPlace Server Entry dialog box appears See Table 3 4 for information about the elements in the MeetingPlace Server Entry dialog box Step 4 In the Gateway SIM page click OK to save and upload your changes Understanding the Gateway SIM Configuration Page and the MeetingPlace Server Entry Dialog Box Table 3 3 describes the elements in the Gateway SIM page Table 3 3 Gateway SIM Page ...

Page 27: ...ied MeetingPlace SMTP E Mail Gateway to support Shadow Server Name The hostname or IP address of the shadow Cisco Unified MeetingPlace Audio Server that you want the Cisco Unified MeetingPlace SMTP E Mail Gateway to use Client IP address The IP address of the computer on which the Gateway SIM is installed Transfer Destination The name of the temporary folder that is used to cache data during the b...

Page 28: ...for Cisco Unified MeetingPlace SMTP E Mail Gateway Release 5 4 OL 11018 01 Chapter 3 Configuring the Cisco Unified MeetingPlace SMTP E Mail Gateway for Operation Changing the Cisco Unified MeetingPlace Gateway SIM Configuration ...

Page 29: ...ut the status of a scheduled meeting Notices can provide information about a meeting and a link that participants can use to access the meeting Information in default notification templates can include the following Meeting name Meeting start time and date Meeting ID Meeting description Dial in phone numbers Contact information Reschedule information Cancellation information You can modify Cisco U...

Page 30: ...ticipants These templates cover a range of notification topics and appear in the following languages English French Note Cisco Unified MeetingPlace supports French Canadian voice prompts only German Japanese Portuguese Spanish To Access a Notification Template Step 1 Start Windows Explorer on the server on which the Cisco Unified MeetingPlace SMTP E Mail Gateway is installed Step 2 Click C Program...

Page 31: ...t of a template you can change the permanent text and add or delete tags About Tags Tags are predefined variables that serve as placeholders for specific Cisco Unified MeetingPlace information that you can include in the body of a notification template When the Cisco Unified MeetingPlace SMTP E Mail Gateway uses the template to generate an e mail message the embedded tags are replaced with specifi...

Page 32: ...le has the tpl extension If txt or another extension is appended to the file delete the appended extension Tags That You Can Use to Provide Alternate Information Table 4 1 lists and describes tags that are frequently used to modify notification templates Table 4 1 Tags Used for Adding Instructions and Alternate Cisco Unified MeetingPlace Phone Numbers to Notifications Tag Purpose Instruction Tags ...

Page 33: ...alternate phone number Insert the phone number entered for the 3rd Alternate Ph Number parameter This parameter is located under the Telephony Access topic in the Configure tab in MeetingTime Multiserver Meeting Text Cisco MultiServerHelpText This meeting will be held on the following MeetingPlace systems Dial the phone number of the system closest to your location Inserts the text in the MultiSer...

Page 34: ...nate Phone Number Step 1 Start MeetingTime and log in to the Cisco Unified MeetingPlace Audio Server Step 2 Click File Open Register Book Configure Step 3 In the View pane locate the System Configuration section and click Telephony Access Step 4 Click Query Step 5 In the Attributes column locate the General Information section and the Alternate Ph Number parameter to which you want to assign a pho...

Page 35: ...d uses the appropriate notification template to create an e mail notice to send to the meeting scheduler To configure Cisco Unified MeetingPlace to notify meeting schedulers about their meeting schedules do the following procedure To Configure Cisco Unified MeetingPlace to Notify Meeting Schedulers About Meeting Schedules Step 1 Start MeetingTime and log in to the Cisco Unified MeetingPlace Audio ...

Page 36: ...4 8 Administration Guide for Cisco Unified MeetingPlace SMTP E Mail Gateway Release 5 4 OL 11018 01 Chapter 4 Customizing Meeting Notifications Activating Notification About Meeting Schedules ...

Page 37: ...ng meeting notifications A The Cisco Unified MeetingPlace SMTP E Mail Gateway may not be communicating with the Cisco Unified MeetingPlace Audio Server Do the following to ensure connectivity Use the Cisco Unified MeetingPlace eventlog to verify that Cisco Unified MeetingPlace SMTP E Mail Gateway is logging in to the Audio Server system Do the following procedure to start the eventlog To Start the...

Page 38: ...e SMTP E Mail Gateway section on page 2 5 Resolving Attend Link Problems Q Why do users receive JavaScript errors when clicking the Attend URL link A This error appears when using a Web browser that is not supported The supported browsers are Netscape 7 0 or Netscape 7 1 with JRE 1 4 2 and Microsoft Internet Explorer 5 5 or later Resolving Meeting Notification Problems Q When users schedule a meet...

Page 39: ...Locate the User Information section and click User Profiles Query Step 4 Locate the Sending Notifications area and verify that the Enabled for this Meeting parameter is set to Yes Check the Participant Notification Status window by doing the following procedure To Check the Participant Notification Status Window Step 1 Log in to MeetingTime Step 2 Click File Open Register Book Configure Step 3 Loc...

Page 40: ...rify that the value in the Value field and the MeetingPlace Mailbox value are the same Finally verify that there is sufficient space available on the hard drives of the corporate e mail server and the server on which the Cisco Unified MeetingPlace SMTP E Mail Gateway is installed If either hard drive is full create more space by deleting unwanted e mails or files Resolving Notification Language Pr...

Page 41: ... SMTP E Mail Gateway is installed To install the Japanese code page c_932 nls on a Windows computer see Article ID Q164948 on the Microsoft web site Resolving Notification Time Zone Problems Q Why do the meeting times in the notifications users receive reflect the time zone of the meeting scheduler rather than the local time zone for the users A This will happen if The invited user is a guest Beca...

Page 42: ...o all invited users when this parameter is set to Yes for one invited user Step 1 Log in to MeetingTime Step 2 Click File Open Register Book Configure Step 3 Locate the User Information section and click User Profiles Query Step 4 In the Attributes column locate the user profile that you want to modify Step 5 Scroll down to Receiving Notifications and locate Include Attachments Step 6 Click in the...

Page 43: ...eting will be held on the following MeetingPlace systems Dial the phone number of the system closest to your location Inserts any text entered after MultiServerHelpText The suggested text for this tag is displayed in italics This tag only appears in notifications for multiserver meetings Use this tag with the ListMultiServers tag below Number of ports Cisco nLoc Inserts the number of ports in a me...

Page 44: ...eekly monthly and so on and number of occurrences of the meeting The numeric tag allows language specific data to be processed in that language For example 006 ensures that data such as month and AMPM is processed in Japanese See Table A 2 for a list of the languages and the numbers to which they are mapped Meeting name Cisco TextName Inserts the meeting name Meeting length min Cisco Len Inserts t...

Page 45: ...sed in the notifyreschedule tpl template file Previous meeting time of day Cisco AMPMPrev Cisco AMPM Prev language 006 Inserts the time of day of the previous meeting The numeric tag allows language specific data to be processed in that particular language For example 006 ensures that data such as month and AMPM is processed in Japanese See Table A 2 for a list of the languages and the numbers to ...

Page 46: ...s conference ID to join the video portion of the meeting This tag is not intended to have a label Cisco VideoPhoneMain Inserts the phone number that participants using video endpoints must dial to access Cisco Unified MeetingPlace Invited terminals Cisco ListTerminals Inserts a list of invited video terminals for the meeting Video management Cisco RadInSessionCtrlUrl Inserts a hyperlink to Cisco U...

Page 47: ...nfiguring 3 6 Cisco Unified MeetingPlace SMTP E Mail Gateway about 1 1 configuring 3 1 installing 2 1 2 3 preparing to install 2 1 Cisco Unified MeetingPlace Web Conferencing server hostname 2 2 click to attend link configuring 3 3 E e mail notifications about 1 1 about meeting schedules 4 6 adding access information 4 6 customizing a template 4 2 how to edit 4 4 in wrong language 5 4 languages fo...

Page 48: ...fication templates 4 3 templates for e mail notifications 4 1 types used for e mail notifications 4 3 troubleshooting attachments not received 5 6 Cisco Unified MeetingPlace SMTP E Mail Gateway not connected to Cisco Unified MeetingPlace Audio Server 5 1 e mail notifications in wrong language 5 4 in wrong timezone 5 5 U user profiles troubleshooting if not receiving attachments 5 6 troubleshooting...

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