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Microsoft Outlook User Interface

availability of the number when a form is submitted. If the
numbers are not available, the scheduling fails.

If you are scheduling a recurring conference, you must select

Choose a Number

h. Select

Options

to configure a password for the conference

chairperson and other participants and for other general
conference options (optional).

The window expands to include three new sections. See
Figure 29 on

page 63

Figure 29: ICB form — Options

553-AAA1317

Summary of Contents for Integrated Conference Bridge

Page 1: ...Nortel Networks Communication Server 1000 Nortel Networks Integrated Conference Bridge User Guide Title page ...

Page 2: ......

Page 3: ...Revision history 3 Revision history July 2004 Standard 1 00 This document is issued to support Nortel Networks Integrated Conference Bridge Release 4 0 ...

Page 4: ...Revision history 4 ...

Page 5: ... time conference by copying and reconfiguring a conference 26 Scheduling a recurrent conference 27 Scheduling a new recurring conference 28 Scheduling a recurring conference by copying and reconfiguring a conference 30 Editing a conference one time or recurring 31 Deleting a conference 33 Managing a conference in progress 34 Tasks for managing a conference 34 Dual card meeting 36 Conference Call M...

Page 6: ...icrosoft Outlook forms cache 55 ICB form errors 56 Logging in to ICB 57 Changing the ICB password 58 Adding access to a different ICB card 59 Renaming an ICB card 59 Scheduling a conference 60 Scheduling a new conference 61 Modifying a past conference to start in the future 66 Editing a conference 67 Editing a conference before it begins 67 Editing a conference while it is in progress 69 Deleting ...

Page 7: ... Using the participant TUI commands 75 Adjusting audio volume 76 Recording a conference specific greeting 77 Creating an ad hoc conference 77 TUI command summary 78 Chairperson commands 78 Participant commands 81 ...

Page 8: ...Contents 8 ...

Page 9: ... An executive user can create and modify their own conferences An executive user can also view any conference scheduled on the ICB Regular user A regular user can create and modify their own conferences A regular user cannot view or change the conferences of others This document describes ICB operations for the super user executive user and regular user levels Administrator operations are describe...

Page 10: ...includes a subset of the options available in the BUI For information about Microsoft Outlook User Interface options for administrators refer to Nortel Networks Integrated Conference Bridge Administrator Guide For information about Microsoft Outlook User Interface options for non administrators see Microsoft Outlook User Interface on page 48 Telephone User Interface The ICB Telephone User Interfac...

Page 11: ... BUI 1 Check the web browser version a Netscape Communicator users must run version 4 5 or later To check the version choose Help About Netscape b Microsoft Internet Explorer users must run version 4 01 or later with Service Pack 1 To check the version choose Help About Internet Explorer To upgrade the web browser ask your system administrator about the upgrade procedure 2 Obtain the following inf...

Page 12: ...ault the ICB Login window has a generic image Administrators can remove or replace this image Figure 1 ICB Login window 2 Bookmark this URL for future use 3 Click LOGIN The Network Password window opens See Figure 2 on page 13 553 AAA1292 ...

Page 13: ...word field To log in as chairperson enter the chairperson conference password this is the same number the chairperson dials when joining the conference from a telephone To log in for any other reason such as to schedule a conference enter your ICB password To log in the first time use the default password assigned by your Administrator 6 Select Save this password in your password list optional 7 C...

Page 14: ...he new password in the New password field 5 Reenter the new password in the Confirm new password field 6 Click Submit Conference List window The home window for the ICB BUI is the Conference List window see Figure 4 on page 15 Use this window to view scheduled conferences create a new conference change passwords and more 553 AAA1294 ...

Page 15: ... Click to set up a new ICB conference Change password Click to change a password Conference title Subject text of the conference This field can be empty Number of participants Number of ports reserved for this conference Date Conference date For permanent conferences the date shows Permanent For recurrent conferences R follows the date Start time Conference start time This field is empty for perma...

Page 16: ...rol a permanent conference Delete Click the Delete icon an X to delete the conference When clicked a confirmation dialog box opens If the conference is active the following additional line appears before the confirm delete statement Warning This conference is active Super users cannot edit a permanent conference they can only view or control a permanent conference Copy Click the Copy icon pages to...

Page 17: ...re 5 ICB title frame Scheduling a one time conference You can schedule a one time conference by scheduling a new conference see Scheduling a new one time conference below or copying an existing conference and changing the parameters as appropriate for the new conference see Scheduling a one time conference by copying and reconfiguring a conference on page 26 Scheduling a new one time conference 1 ...

Page 18: ...er of ports reserved for the conference including chairperson ports The application ensures that the total number of reserved ports for the time period does not exceed system capacity The system performs validation after submission Acceptable values are 3 to 32 the default is 4 c To determine port availability click Free Ports optional The window expands to show the Free Ports View section see Fig...

Page 19: ...airperson control parameter The Access Numbers section displays a fixed dual card meeting DN that cannot be changed e In the Select date field enter the start date for the conference Valid entries are the current day up to one year ahead of the current day The default is the current day If the BUI application is operating on a Microsoft Windows operating system you can alternatively click the Cale...

Page 20: ...ete the conference The field defaults to the User ID of the user logged in to the BUI When the BUI displays the User Name field to a regular user it cannot be edited When the BUI displays this field to a super user the super user can edit it by typing a User ID in the field or clicking Search which opens the Search for a owner ID window see Figure 9 on page 21 553 AAA1297 ...

Page 21: ...e The minutes box shows 15 minute increments that is 0 15 30 and 45 The default is the current time and is rounded to the nearest 15 minutes as follows In the first 10 minutes of the interval the system rounds the time to the last 15 minute value For example if the time is 8 23 the box shows the time as 8 15 In the last 5 minutes of the interval the system rounds the time to the future 15 minute v...

Page 22: ... number and select a number pair from the drop down list The list contains number pairs in the format conference chairperson The system checks the availability of the number when a form is submitted If the numbers are not available the scheduling fails 6 Select Options to configure a conference password a recurring conference or other general conference options optional The window expands to inclu...

Page 23: ...ptions a In the Password section create a password for conference participants and the chairperson optional i To create a password that participants use to join the conference select one of the following options from the User Password field No password 553 AAA1299 ...

Page 24: ...dministrator and can be from 4 to 8 digits Choose a password Enter a 4 to 8 digit password in this field The password is displayed in the window as it is entered The system does not check the password for uniqueness Different conferences can use the same password b Configure General Options in the General Options section optional i In the Indication for entry and exit field define how the system i...

Page 25: ...es ports available on a first come first serve basis In this case if all the ports are in use when the chairperson tries to join the conference the system does not allow the chairperson to enter the conference 7 Click Set Conference to save the conference After the conference details are saved the Conference Details window opens see Figure 11 on page 26 This window displays conference details and ...

Page 26: ...urring on page 31 Scheduling a one time conference by copying and reconfiguring a conference The reconfiguring of an existing conference to create a new conference is not the same as editing an existing conference When reconfiguring a copied conference to create a new conference all parameters can be changed as necessary When editing an existing conference only some parameters can be changed Steps...

Page 27: ...nference specific greeting See Recording a conference specific greeting on page 77 5 Do one of the following Click OK to return to the Conference List window Click Edit Conference to make any changes to the conference see Editing a conference one time or recurring on page 31 Scheduling a recurrent conference The Recurrence section does not appear for dual card meetings because they do not support ...

Page 28: ...dow The Options panel opens See Figure 6 on page 18 b Select Recurrence in the Recurrence section This enables the recurrent parameters c In the Recur Every field select the recurrence interval from the drop down list Available values are working day day week two weeks month Note If the first conference is not a working day the working day option is not available d In the End After field define th...

Page 29: ...e Conference reference number shown in the General Options section when recording a conference specific greeting See Recording a conference specific greeting on page 77 The Conference Dates section lists the scheduled dates for the conference including the first date specified in conference details The window also displays the success result for each date specified in the recurrence criteria Succe...

Page 30: ...ule a new recurring conference by copying an existing conference and reconfiguring its parameters as appropriate 1 Log in to the BUI Accessing the BUI on page 11 2 Click the Copy icon pages for the conference you are copying in the Conference List window see Figure 4 on page 15 The Schedule a New Conference window opens see Figure 6 on page 18 with all the parameters of the selected conference 553...

Page 31: ...ions in the same layout as the Schedule a New Conference window Use the Conference reference number shown in the General Options section when recording a conference specific greeting See Recording a conference specific greeting on page 77 The Conference Dates section lists the scheduled dates for the conference including the first date specified in conference details The window also displays the s...

Page 32: ...cil for a scheduled conference in the Conference List window See Figure 4 on page 15 The Edit Conference window opens see Figure 14 It is similar to the Schedule New Conference window except certain fields such as date cannot be edited Figure 14 Edit Conference window 3 Edit conference details as outlined in Scheduling a new one time conference on page 17 and Scheduling a new recurring conference ...

Page 33: ...ng conference regardless of who scheduled the conference Administrators can delete any conference including permanent conferences Steps 1 Log in to the BUI See Accessing the BUI on page 11 The Conference List window opens See Figure 4 on page 15 2 Click the Delete icon X for the conference to be deleted This opens a confirmation dialog box see Figure 15 and Figures 16 and 17 on page 34 3 Do one of...

Page 34: ...this occurrence of the recurring conference Click Include Following to delete only this and future occurrences of the recurring conference Figure 17 Delete confirmation recurring conference Managing a conference in progress Tasks for managing a conference Table 2 on page 35 lists the various tasks used to manage the conference and indicates if a chairperson must be present This section describes e...

Page 35: ...g session Session management holding a question and answer session Changing the status of the chairperson Muting or unmuting the chairperson Stopping or resuming music Adjusting the volume of the chairperson Releasing chairperson control Managing the status of all participants Counting and announcing all participants Muting all participants Disconnecting all ports Examining port status Dialing out...

Page 36: ...e chairperson s desktop not on the telephone Conference Call Manager window All of tasks listed in Table 2 on page 35 are performed from the Conference Call Manager window Figure 18 on page 37 shows the window when a chairperson is present Figure 19 on page 38 shows the window when a chairperson is not present Managing the status of individual participants Adding details for an individual particip...

Page 37: ...r Interface 37 Figure 18 Conference Call Manager Chairperson present Note When the Conference Call Manager is accessed from Microsoft Outlook see Editing a conference on page 67 the BUI title frame does not appear ...

Page 38: ...left field in the upper right hand corner of the Conference Call Manager window If the chairperson is present the Active Chairperson field in the Chairperson section shows the CLID of the conference if the CLID is available and the chairperson dials in to join the conference If the CLID is not available the window displays Active chairperson the number not available the called number if the chairp...

Page 39: ... conference The icon appears only while the conference is active In the Microsoft Outlook User Interface window select the Control button in the ICB form while the conference is active Refer to Microsoft Outlook User Interface on page 48 for information about the Microsoft Outlook interface Managing the conference This section describes how to perform tasks from the Conference section of the Confe...

Page 40: ...tate of the conference Session management holding a voting session Only the conference chairperson can run a voting session 1 Click Session Management The window expands to show a Session Management panel See Figure 20 Figure 20 Conference Call Manager Session Management panel 553 AAA1306 ...

Page 41: ... counted Note 2 If a participant votes more than once only the participant s last vote is counted Session management holding a question and answer session A question and answer session can be used in a lecture type conference where participants may want to address questions to the chairperson Only the conference chairperson can run a question and answer session 1 Click Mute All 2 Click Session Man...

Page 42: ...m the Chairperson section of the Conference Call Manager window see Figure 18 on page 37 Note If a chairperson is not present on the call none of these activities is available see Figure 19 on page 38 Muting or unmuting the chairperson Click Mute to deactivate the chairperson s voice port Click Unmute to activate it The button text toggles between Mute and Unmute depending on the state of the voic...

Page 43: ...no volume change Figure 21 Conference Call Manager Chairperson Volume Control 2 Click an arrow to increase or decrease volume The colored rectangle in the scale advances one step for each arrow click 3 Click Reset Volume of all participants to restore the volume level for all participants optional Releasing chairperson control Click Release to release chairperson control This button releases both ...

Page 44: ...les between Mute all and Unmute All Individual participants can still be unmuted or muted see Muting or unmuting individual participant s on page 46 while the conference is in Mute all state Mute all takes precedence but Unmute all restores all participants to their individual states muted or unmuted Disconnecting all ports Click Disconnect all to disconnect all participants except the chairperson...

Page 45: ...unce and Mute All in the Participants section 4 Return to the conference as follows Click Return with called party to end the private call and return to the conference with the called party The new participants join the conference and are added to the Participant List A dialog box opens if no ports are available for dial out in the case of a single or group call and the participants are not added ...

Page 46: ...individual The button text toggles between Mute and Unmute Playing the name of individual participants Click the Play name icon a speaker to play the participant s name as recorded by the name entry feature The name plays on the chairperson s desktop not on the telephone Disconnecting an individual participant Click the Disconnect icon an X to disconnect a participant Adjusting the volume of an in...

Page 47: ...rrow to increase or decrease volume The colored rectangle in the scale advances one step for each arrow click 3 Click Reset Volume to restore the original volume level for the participant optional 4 Click Apply to all to set the volume level of all participants to these settings optional 553 AAA1308 ...

Page 48: ...ft Outlook User Interface requires the following versions of Microsoft Outlook and Microsoft Exchange Microsoft Outlook version 2000 or later Microsoft Exchange version 5 5 or later Contact your system administrator for instructions on upgrading your system Microsoft Outlook settings ICB conferences are configurable in 15 minute increments and start and end on the quarter hours 00 15 30 and 45 To ...

Page 49: ...ents ICB form Audio conference details are added to a Microsoft Outlook meeting or appointment using the ICB form This form is the ICB tab in the Appointment or Meeting window in Microsoft Outlook see Figure 23 on page 49 Figure 23 ICB form ICB files The ICB form is based on the following ICB files form file required for all ICB applications icbf oft 553 AAA1312 ...

Page 50: ...el Networks Integrated Conference Bridge Administrator Guide However if the ICB files are not published by the Microsoft Outlook administrator each user wishing to use the form must publish the ICB files in the Personal Forms Library by following the steps below Steps Note 1 Do not perform this procedure if the ICB files have already been published by the Microsoft Outlook administrator Note 2 The...

Page 51: ...ose Tools Forms Publish Form As The Publish Form As window opens See Figure 24 Figure 24 Publish Form As window d Select Personal Forms Library in the Look In field e Enter a Display name and Form name as follows If you are publishing icbs oft enter icbs If you are publishing icbsjc oft enter icbsjc If you are publishing icbsk oft enter icbsk f Click Publish Note Click Yes if asked to replace an e...

Page 52: ...ick Yes if asked to replace an existing form g Close the Calendar window Do not save the appointment Adding the ICB form as the default Calendar form The ICB files must be published in Microsoft Outlook before the user can configure the ICB form as the default Calendar form in Microsoft Outlook Follow the steps below to configure the ICB form as the default Calendar form in Microsoft Outlook Steps...

Page 53: ...eady to schedule ICB conferences in Microsoft Outlook Removing ICB files from the Personal Forms Library When searching for published ICB files Microsoft Outlook searches first in the Personal Forms Library then in the Organizational Forms Library If upgraded ICB files exist in the Organizational Forms Library and older versions in the Personal Forms Library the new upgraded ICB files will never b...

Page 54: ...ndow 13 Click OK to close the Calendar Properties window After you remove an ICB form the Microsoft Outlook Appointment form becomes the default Calendar form See Adding the ICB form as the default Calendar form on page 52 to set another ICB form as the default Calendar form Resetting the default Calendar form for Microsoft Outlook Follow the steps below to change the default Calendar form back to...

Page 55: ...e Personal Forms Library 3 Set the new upgraded form as the default Calendar form Follow the steps in Adding the ICB form as the default Calendar form on page 52 4 Clear the Microsoft Outlook forms cache following the steps in Clearing the Microsoft Outlook forms cache 5 Schedule a test meeting to ensure the upgrade was successful Follow the steps in Scheduling a new conference on page 61 Clearing...

Page 56: ...u must delete the forms cache file manually following the steps below 1 Close Microsoft Outlook 2 Go to the folder where the forms cache file is located If you are using User Profiles go to C Windows Profiles username Local Settings Application Data Microsoft Forms If you are not using User Profiles go to C Windows Local Settings Application Data Microsoft Forms 3 Delete the file Frmcache dat ICB ...

Page 57: ...orm in Microsoft Outlook that you use for the BUI If you have access to more than one ICB card you must have a User ID defined for each card Steps 1 If you are not already at the ICB tab go to the ICB tab as follows a Select Calendar from the Folder List in Microsoft Outlook b Click New c Select the ICB tab d Select the ICB card from the ICB Address drop down list e Select ICB Conference 2 Enter y...

Page 58: ...Logging in to ICB on page 57 2 Click Change Password The window expands to include a Change Password section See Figure 26 Figure 26 ICB form Change password 3 In the Change Password section a Enter your current password in the Enter current password field b Enter your new password in the New password field 553 AAA1313 553 AAA1315 ...

Page 59: ...ick Save and Close The next time you open the ICB form this card will appear in the ICB Address drop down list Renaming an ICB card To make it easier to identify ICB cards in the ICB Address drop down list in the ICB form you can give each card a more meaningful name For example you can call the ICB card located at your head office Head Office Steps 1 Open Microsoft Outlook 2 Expand the Calendar f...

Page 60: ...ling a conference An ICB conference is set up in Microsoft Outlook similar to a non ICB conference The conference date time and subject is defined in the normal Microsoft Outlook GUI and then the ICB resources are added to it You set up a conference by scheduling a new one see Scheduling a new conference on page 61 or modifying a past conference to start at a future time and changing its parameter...

Page 61: ...ference in the Subject field b Enter the start and end time of the conference in the Start time and End time fields if not already entered in step 2 Conferences can start or end only on quarter hours that is 0 15 30 45 ICB does not support any other time increments If you double clicked in the Calendar to open this window in step 3 the timeslot may not have been preserved Reenter the time if neces...

Page 62: ... participants The default is 4 f Click Free Ports optional The window expands to show the availability of free ports see Figure 28 Figure 28 ICB form Free ports g Configure the access numbers in the Access Numbers section optional for one time conferences Select one of the following options Select Automatically assigned The system automatically selects the DN pair Select Choose a Number and select...

Page 63: ...ails If you are scheduling a recurring conference you must select Choose a Number h Select Options to configure a password for the conference chairperson and other participants and for other general conference options optional The window expands to include three new sections See Figure 29 on page 63 Figure 29 ICB form Options 553 AAA1317 ...

Page 64: ... one of the following options from the Chairperson Password section No password Automatically assigned password The system automatically generates the password The length of the password is configured by the administrator and can be from 4 to 8 digits Choose a password Enter a 4 to 8 digit password in this field The password is displayed in the window as it is entered The system does not check the...

Page 65: ...rence the system does not allow the chairperson to enter the conference By default this option is enabled 6 To set up a recurring conference select Recurrence and set up the recurrence parameters using the recurrence functionality in Microsoft Outlook Do not schedule more than 52 occurrences of a recurring conference If you need to schedule more than 52 occurrences schedule a separate recurring co...

Page 66: ...ok whether the resources are available or not However only those occurrences that are successful that is all resources are available are booked in ICB All occurrences of a recurring conference will not be saved in ICB and Microsoft Outlook if either of the following conditions is true the conference has more than 52 occurrences or the conference has one or more occurrences scheduled more than a ye...

Page 67: ...as follows Select a conference and drag it to a new date or time Click and move the top or bottom edge to change the duration Click the subject and overwrite it These items can also be changed in the Appointment tab as described in step 3 on page 68 2 Open the conference by doing one of the following Double click the conference Right click the conference and select Open from the menu Select the co...

Page 68: ...ntment tab These parameters can also be changed directly in the Calendar view Add or remove participants if required Any changes may cause additional invitations to be e mailed Edit the recurrence parameters if required by clicking Recurrence 4 In the ICB tab do any of the following Click Change Password to change the password optional See Changing the ICB password on page 58 Click Control to open...

Page 69: ...w similar to Figure 30 on page 66 displays conference information If all resources are not available the changes to a one time conference are not saved Changes to a recurring conference are saved in Microsoft Outlook but only successful changes that is when resources are available for a given occurrence are saved in ICB 6 Click Send Updates to update the Calendars of invited parties optional 7 Cli...

Page 70: ...trol D on the keyboard Click the Delete icon an X Right click the conference and choose Delete from the menu Choose Edit Delete If the conference has no attendees this deletes the conference 5 If the conference has attendees a Select one of the following Send cancellation and delete meeting Deletes the conference from ICB and Microsoft Outlook for all participants Delete without sending a cancella...

Page 71: ... use the TUI scheduler enter a TUI user name and password Scheduling a conference When a port is reserved for the TUI x 1 ports are available for the conference where x is the total number of ports in the card After a conference is scheduled using the TUI the conference can be viewed modified or deleted using the Browser User Interface BUI The conference defined from the TUI has default attributes...

Page 72: ...by For example enter 11032004 for a conference on March 11 2004 4 Set up the conference a Enter the start time of the conference in 24 hour format with 15 minute intervals Enter two digits for the hour 00 to 23 and two digits for the minutes 00 15 30 or 45 followed by For example enter 0945 for a conference starting at 9 45 in the morning b Enter the duration of the conference The conference can b...

Page 73: ...2 The ICB card determines the chairperson DN automatically 7 Disable passwords or define password lengths a For the participant password do one of the following Press 0 for no password Enter the password length 4 to 8 digits followed by b For the chairperson password do one of the following Press 0 for no password Enter the password length 4 to 8 digits followed by 8 Select the language for the co...

Page 74: ... process starting with step 3 on page 72 Acquiring and releasing chairperson control 1 Dial in to the conference as a regular participant 2 Enter the conference ID 3 Enter the conference password if configured 4 To acquire chairperson control enter 51 If another chairperson is present at the conference the command fails The system notifies the user and returns them to the conference If an active c...

Page 75: ...o manage a conference The chairperson can use the commands for all participants on either card if the ICB is dual card Steps 1 Dial in to the conference as chairperson 2 At the prompt enter the conference ID 3 At the prompt enter the conference password if configured 4 Enter the TUI commands listed in Tables 3 to 5 on pages 78 to 80 as required Using the participant TUI commands Participants can u...

Page 76: ...e Figure 33 Volume control feature operation When a selection is made the system applies the command plays a confirmation tone and returns the user to the conference Each selection of the command advances one step in the required direction To advance more than one step the entire sequence must be repeated For example to reach the maximum volume in the listen direction dial 76 76 76 You can interru...

Page 77: ...4 Confirm or reenter the number The system presents a menu for recording the greeting similar to that used for the brandline greeting After recording the greeting it can be verified re recorded or deleted at a later time Conference details displayed in the BUI indicate whether or not a greeting exists A greeting recorded for a conference that is part of a recurrent chain applies to all occurrences...

Page 78: ...t must a Dial the single access number b Enter his or her TUI login as conference ID No password is required TUI command summary Chairperson commands Table 3 lists conference commands that the chairperson can use to control a conference while it is in progress Table 3 Chairperson commands Part 1 of 3 Command Description 0 DN Dial out to a DN where DN is the called party s directory number The call...

Page 79: ...k direction 72 Restore initial volume level 73 Increase volume on speak direction 74 Decrease volume on listen direction 76 Increase volume on listen direction 78 Restore initial volume level of all participants 81 Vote Yes I agree 82 Vote No I don t agree 83 Vote I abstain 90 Drop all ports except the chairperson s port 91 Drop the last dialed out port 92 Drop the last dialed in port 98 Extend th...

Page 80: ...the conference The first entry stops the music and the second entry starts the music Cancel current command Start or stop the Help menu Table 4 Commands to end a dial out call Command Description 2 Return to the conference with dialed party during dial out 3 Return to the conference without dialed party during dial out Table 5 Chairperson commands while participant list plays Part 1 of 2 Command D...

Page 81: ... conference in progress Part 1 of 2 Command Description 19 Mute unmute self toggle 51 Acquire chairperson control 71 Decrease volume on speak direction 72 Restore initial volume level 73 Increase volume on speak direction 74 Decrease volume on listen direction 76 Increase volume on listen direction 81 Vote Yes I agree 82 Vote No I don t agree 83 Vote I abstain 85 Ask a question 86 Cancel a questio...

Page 82: ...is possible only when the conferee is the first person joining the conference The first entry stops the music and the second entry starts it Cancel current command Start or stop the Help menu Table 6 Participant commands for a conference in progress Part 2 of 2 Command Description ...

Page 83: ......

Page 84: ... when the equipment is operated in a commercial environment This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instruction manual may cause harmful interference to radio communications Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the...

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