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Version 7.0.1 - WebOffice General Features

61

Initiating the Conference Organizer

The Conference Organizer can be launched from Windows Messenger. This provides an
alternative way of starting a conference, allowing you to also invite non-Window
Messenger based participants. In addition, the participant’s dialing mode can be changed
and you can review the conference details in a structured manner.

To launch the Conference Organizer from Windows Messenger:

1.

Select

Start

Polycom Conference Organizer

from:

—

The

Main

window

—

The

Conversation

window

For more details on the Conference Organizer, see “Conference Organizer” on page 87.

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Summary of Contents for WebOffice

Page 1: ...WebOffice Release Notes Version 7 0 1 January 2005 DOC2063G...

Page 2: ...d trademarks and service marks that are owned by their respective companies or organizations If you have any comments or suggestions regarding this document please send them via e mail to info polycom...

Page 3: ...s Flag 27 Configuring the XML Configuration File 29 Configuring the MGC Unit to use an External Database Application for MGC Versions 6 01 and Higher 31 Configuring IVR Message Services to Verify Part...

Page 4: ...ally 74 Dial Out 75 Defining the Default Dialing Settings 75 Modifying the Default Dialing Mode from the Conference Organizer 78 Accepting a Dial out Conference Invitation 82 Dial Out Permissions 83 S...

Page 5: ...are the Polycom WebOffice Server recommended requirements Pentium 4 1GHz and higher dual processor recommended 1024 MB RAM Internet Connection LAN to router connected to the Internet at 1 5 Mbps or h...

Page 6: ...triped with 1 5 Mbps or higher connection Software Windows 2000 Server Environment Firewall protection only TCP port 80 or any other port the server was configured to work with HTTP and ICMP are to be...

Page 7: ...FX ViewStation EX ViewStation FS 4000 software version 5 1 and higher and ViewStation VSX 7000 software version 5 0 and higher Gatekeeper PathNavigator is recommended optional but recommended Multipo...

Page 8: ...directly from the Polycom Web site The activation key code must then be entered in the WebOffice Administrator s page to activate WebOffice This procedure must be performed prior to using WebOffice To...

Page 9: ...ge opens 4 Under Single License Number enter the License Number that is located on the back label of your WebOffice CD ROM 5 Press the TAB key 6 License number will be identified and First Time Instal...

Page 10: ...ne click Install Upgrade License The Install Upgrade License page opens 11 In the Key Code box and the Serial Number enter the activation key code and serial number received from the Polycom Web site...

Page 11: ...he Start menu select Run 3 Enter D Setup where D is the CD drive name and then click OK Installation Wizard Follow the on screen instructions to complete the installation process 1 In the Software Lic...

Page 12: ...to be accessed from both Internet and Local Network is selected by default This allows your WebOffice server act as both an Intranet internal to the resident LAN and Internet server default installati...

Page 13: ...port 7 Enter the SMTP server address This can be a URL or an IP number 8 Enter the administrator password Re enter your password for confirmation This is the username for controlling the WebOffice In...

Page 14: ...om the server every time an office is created 11 Enter the WebOffice Support e mail address This is the address that will receive e mails from users seeking support 12 Enter the WebOffice Sender e mai...

Page 15: ...ete the Setup Complete window opens 15 Click Finish to complete the installation process You must go to the Administrator s Tool to configure WebOffice to properly run audio and video meetings If you...

Page 16: ...ive 2 From the Start menu select Run 3 Enter D Setup where D is the CD drive name and then click OK Installation Wizard Follow the on screen instructions to complete the installation process 1 The fol...

Page 17: ...o the resident LAN and Internet server default installation If this check box is cleared the WebOffice server acts as an internal LAN server only The next Settings window opens 5 If you have chosen to...

Page 18: ...MTP server address This can be a URL or an IP number 9 Enter the administrator password Re type your password for confirmation This is the username for controlling the WebOffice Instant Messaging Serv...

Page 19: ...is the address that will receive e mails from users seeking support 15 Enter the WebOffice Sender e mail address This is the e mail address that is shown in the Reply To line of sent e mails Click Ne...

Page 20: ...inistrator s Tool to configure WebOffice to properly run audio and video meetings If you want to go directly the Administrator s Tool select the Yes I want to run the Admin tool now check box and clic...

Page 21: ...l files are placed in the WebOffice folder These files are used to aid the Windows operating system in uninstalling the application To uninstall the WebOffice Software package 1 On the Start Programs...

Page 22: ...ce Release Notes Version 7 0 1 18 The Add Remove Programs window opens 3 Select Polycom WebOffice Server from the list of installed software and click the Change Remove button 4 The WebOffice software...

Page 23: ...Office server 19 Polycom WebOffice License Upgrade To upgrade your existing Polycom WebOffice Server license add more offices etc you must receive a new Serial Number and repeat the steps in Activatin...

Page 24: ...by their names The participants are then added to the conference along with their names A guest password is also generated when the conference is started This password is displayed to the conference o...

Page 25: ...n Direct Management mode and to use IVR Message Services This is done by the WebOffice Administrator from the WebOffice Administrator s Tool 2 Configure the MGC unit to use the external database appli...

Page 26: ...essage Services is done by the WebOffice Administrator from the WebOffice Administrator s Tool To configure the WebOffice server 1 Open the WebOffice Administrator s Tool 2 In the Main Menu pane click...

Page 27: ...WebOffice and MGC Configuration 23 The Add New MCU dialog box opens...

Page 28: ...mplates Select the template that has been configured to work with IVR Message Services By default this is Audio IVR Video Templates Select the template that has been configured to work with IVR Messag...

Page 29: ...is applicable only if an ISDN prefix is specified Conference Number includes country code Specifies if the conference number includes a prefix with the country code This is applicable only if an ISDN...

Page 30: ...ice Release Notes Version 7 0 1 26 9 Select the Audio and or Video Template that has been configured to work with IVR Message Services By default this is Audio IVR and Video IVR 10 Click Update to sav...

Page 31: ...nfiguration file and editing an XML configuration file and sending it to the MCU Setting the External Database Access Flag You must configure the MCU to access an external database application for val...

Page 32: ...n 7 0 1 28 2 Right click the MCU Utils icon and then click Edit system cfg The SysConfig dialog box opens 3 In the Section pane double click the GREET AND GUIDE IVR option The GREET AND GUIDE IVR flag...

Page 33: ...ration File The External DB Tools folder in the MGC Manager software kit contains a file named apserver xml which is used to define information related to the external database application The apserve...

Page 34: ...ile Configuration Element Description IP The IP address of the external application server Enter the IP address of the WebOffice server Port The port number used by the MCU to access the external appl...

Page 35: ...tem cfg to define information related to the external database application when configuring the MGC unit to use an external database application for Polycom MGC versions 6 01 and higher To set the ext...

Page 36: ...he Edit value text box enter the value YES 6 Click the Set value button 7 Repeat steps 4 to 6 to set the values of the following flags Table 3 SysConfig cfg Flag Configuration Element Description EXTE...

Page 37: ...pane click the QUICK_LOG_IN_VIA_ENTRY_QUEUE item EXTERNAL_DB_PASSWORD The password associated with the user name defined for the MCU in the external database application For the WebOffice application...

Page 38: ...item s value is placed in the Edit value text box 12 In the Edit value text box enter the value NO 13 Click the Set value button 14 Click OK For more details on the QUICK_LOG_IN_VIA_ENTRY_QUEUE flag...

Page 39: ...re instructions for configuring IVR Message Services to verify conference passwords with an external database application To define a new IVR Message Service 1 Connect to the MGC unit MCU 2 Expand the...

Page 40: ...xternal database contains a list of participants users with their assigned parameters The password entered by the participant is compared against the database If the system finds a match the participa...

Page 41: ...ference specific message to be played Select the message to be played when the participant first connects to the conferencing service and enters the conference IVR queue The list includes all the audi...

Page 42: ...escription Chairperson Identifier Request Select the audio file requesting the participant to enter the key that identifies himself herself as the conference chairperson Request Chairperson Password S...

Page 43: ...d prior to the definition of the IVR Service or if you want to add new audio files to the MGC unit s memory For more details see step 8 on page 37 Table 7 Conference Password parameters Option Descrip...

Page 44: ...ference and it cannot be entered by any additional participant or the system administrator operator In this mode the operator cannot monitor the participants and can only terminate the conference The...

Page 45: ...efault voice message files for the help menus that are shipped with the system will have to be replaced with new recordings that list the new DTMF codes The help menus are usually recorded by the conf...

Page 46: ...stance dialog box opens 21 Make sure that the Enable Operator Assistance check box is cleared as the WebOffice conference is unattended and no operator is available for assistance unless configured di...

Page 47: ...ick the Enable Video Services check box to define a video IVR Service and enable the Click View application 26 Define the following parameters Table 9 Video Services Video Services Description Click V...

Page 48: ...ify the DTMF code assigned to a function in the Name field click the function whose code you wish to modify Video Welcome Slide The Video Welcome Slide appears when an endpoint connects to a conferenc...

Page 49: ...code 30 In the Permission right field select whether this function may be used by all the conference participants or only the chairperson 31 Click Finish to complete the IVR Service definition The ne...

Page 50: ...to communicate point to point directly with other WebOffice users without having to start a WebOffice conference Additionally WebOffice users who do not have a video endpoint can receive the video st...

Page 51: ...nts are supported with WebOffice Video Plug In Creative NX Pro Creative Pro EX Dual Mode Camera 8006 K2 USB2 Logitech Notebook Pro Video stream in a WebOffice conference Users who have the WebOffice V...

Page 52: ...with all WebOffice environments The WebOffice Video Plug in software is for use with WebOffice only and does not include its own user interface No license is required The WebOffice Video Plug in soft...

Page 53: ...Version 7 0 1 WebOffice General Features 49 The Office Help page opens 3 Click the Utilities link The Utilities Web page opens 4 Click the Download button next to WebOffice Video Plug In...

Page 54: ...e 8 Logout of your WebOffice and re login To download the WebOffice Video Plug in software when joining a WebOffice conference 1 Join or start a video conference in WebOffice 2 The system automaticall...

Page 55: ...oint option is added to your Selected Endpoints list View Only Mode If you select Desktop endpoint from the Selected Endpoints list and WebOffice does not detect a ViaVideo camera or a supported Web c...

Page 56: ...m of other participants however other participants will not be able to see you Using a Web Camera or a ViaVideo Endpoint To use a Web camera or a ViaVideo endpoint Connect the camera to your computer...

Page 57: ...l Features 53 If a View Only icon appears instead of the Camera icon it is possible that WebOffice did not detect your video endpoint Click Reset desktop camera in the Selected Endpoint list to have W...

Page 58: ...preferences the Conference Organizer and conferences are started directly from the Windows Messenger interface In Windows Messenger Integration mode you can Initiate WebOffice audio video and data con...

Page 59: ...cess WebOffice functionalities in a variety of ways By right clicking a contacts name in the Main window From the Actions menu in the Main window When the WebOffice server is in Windows Messenger mode...

Page 60: ...Polycom WebOffice Release Notes Version 7 0 1 56 From the I want to pane in the Conversation window...

Page 61: ...bOffice conference 1 Click Start Polycom Conference from The Main window The Conversation window A conference invitation is sent to the conference invitee in Windows Messenger 2 A confirmation message...

Page 62: ...link in the message or press Alt T to accept the invitation A confirmation message appears indicating that you have accepted the conference invitation and the WebOffice Meeting window opens If you ar...

Page 63: ...ing mode was set to dial out by the conference owner receives a request for their dialing details To accept a dial out conference invitation 1 Click Yes to accept the conference invitation If the call...

Page 64: ...H 323 Alias Address Name Applicable for IP or SIP calls only Enter the IP or SIP address or alias of the endpoint Mandatory ISDN Country Code Applicable for ISDN or PSTN calls only Enter the country...

Page 65: ...you to also invite non Window Messenger based participants In addition the participant s dialing mode can be changed and you can review the conference details in a structured manner To launch the Con...

Page 66: ...tails on setting up a conference via the Conference Organizer and adding participants manually Microsoft Messenger users who are not WebOffice users do not appear in the Conference Organizer buddy lis...

Page 67: ...ame and status of your conference endpoints and allows you to define new endpoint detection settings and to set the dial speed for a video endpoint You also can select group endpoints from the existin...

Page 68: ...Users can easily switch between the default associated endpoint for example a desktop Web camera and a room based system for example a VSX7000 The users associated endpoint can be selected from a list...

Page 69: ...s Messenger in the Administrator s Tool 1 On the Main Menu pane click General Server Settings The General Server Settings window opens 2 Select the Server LCS Mode check box to enable WebOffice integr...

Page 70: ...to easily create large amounts of accounts for current Windows Messenger users in your organization The Administrator simply exports details of the Windows Messenger users from the Microsoft LCS or th...

Page 71: ...Version 7 0 1 WebOffice General Features 67 4 Select the appropriate group for instance Users 5 Click the Select button 6 Select the users you want to import...

Page 72: ...ing and Installing the Installation File The Administrator must provide access to the installation files to all users The file can be sent to all users or the users can be directed to the URL where th...

Page 73: ...asked for the WebOffice server URL the Administrator must provide the user with the appropriate IP or URL When the user logs into Windows Messenger after the installation is complete WebOffice is ful...

Page 74: ...Office Manager letting users work from one window and perform all of the required tasks Using a video endpoint along with the WebOffice Video Plug in users can dial directly to other H 323 endpoints a...

Page 75: ...an IP address 255 255 255 255 DNS name lobby austin polycom com or H 323 extension of the video endpoint you want to call Dialed numbers are stored in the Number box history and can then be selected...

Page 76: ...ck to reduce the volume Increase Volume Click to increase the volume Decrease Brightness Click to reduce the brightness of the video image Applicable for video calls only Increase Brightness Click to...

Page 77: ...ference In the Direct Video Call pane click the Hang Up button Answering a Call Incoming Direct Video calls can be answered in two ways Manually Automatically Manually To answer a call manually When a...

Page 78: ...to answer incoming video calls automatically To set the system to answer all calls automatically 1 In the WebOffice Manager window click the Properties button 2 Select the Conference Settings tab 3 S...

Page 79: ...endpoint details to the WebOffice server and are called by the conference dial out This allows for automatic connection to the conference for all invitees regardless of their endpoint type The WebOffi...

Page 80: ...best way to connect the video participant When this is selected Polycom endpoints automatically identified by the system ViaVideo ViewStation VSX family and WebOffice Video Plug in are instructed to c...

Page 81: ...is useful to know as ISDN PSTN participants incur an additional phone charge when joining the conference as dial out participants When a ISDN PSTN dial out participant joins the conference without an...

Page 82: ...of a participant you must start the conference from the Conference Organizer To start a conference and modify the dialing mode from the Conference Organizer window 1 In the WebOffice Manager click th...

Page 83: ...out for an Audio conference Video conference dial in The participant dials in calls to the Video conference Video conference dial out The Video conference dials out calls to the participant Audio con...

Page 84: ...alls the participant dial out select the definition mode of the participant s dialing details Ask participant for details A dialog box opens in the participant s WebOffice Meeting Manager asking them...

Page 85: ...tory H 323 Sip Address Name Applicable for IP and SIP calls only Enter the IP or SIP address or alias of the endpoint Mandatory ISDN PSTN Country Code Applicable for ISDN PSTN calls only Enter the cou...

Page 86: ...ited conference participant receives a request for their dialing details after they have entered the conference and are in the WebOffice Meeting window To accept a dial out conference invitation 1 Cli...

Page 87: ...ect Video Audio Parameters The Audio Video Common Parameters window opens Table 16 Endpoint Details fields Field Meaning Preferred Call Type Select your preferred connection type IP ISDN or SIP Mandat...

Page 88: ...te multipoint video conferences Allow inviting IP dial out participants Select this check box to allow the WebOffice owner to invite IP dial out participants to their conferences Allow inviting ISDN d...

Page 89: ...The Search a WebOffice window opens 2 Click the more link of the WebOffice where you want to set or update the Dial Out permissions The Search a WebOffice page opens 3 Select the parameters as detail...

Page 90: ...erver by the Administrator when defining the endpoint or by the WebOffice owner when manually added the endpoint If a WebOffice owner selects ISDN for an attached endpoint and the endpoint only suppor...

Page 91: ...ged and you can review the conference details in a structured manner from one window Launching the Conference Organizer Window To launch the Conference Organizer In the WebOffice Manager click the Con...

Page 92: ...selected to join the conference and their conference connection mode Add Remove participants Contains two command buttons that are used to add or remove conference participants Add Adds selected parti...

Page 93: ...Version 7 0 1 WebOffice General Features 89 a In the Add Participant Manually dialog box enter the participant name and then click Add The Participant Details dialog box opens...

Page 94: ...cipant The conference dials out to the participant If the WebOffice conference organizer does not know the participant s dial out details he she can request this information Table 18 Participant Detai...

Page 95: ...icipant dials in calls to the Video conference Video conference dial out The Video conference dials out calls to the participant Audio conference dial in The participant dials in calls to the Audio co...

Page 96: ...name and then select the dialing mode 2 If you have selected Conference calls the participant dial out select the definition mode of the participant s dialing details 3 Select the definition mode for...

Page 97: ...sion 7 0 1 WebOffice General Features 93 b Enter participant details a dialog box opens allowing you to enter the participant s details 4 Fill in the fields as detailed in Table 15 on page 81 5 Click...

Page 98: ...guage selection WebOffice does not support more than one active language at a given time Users cannot open several browsers with different languages Use one active language at a time 3670 ViewStation...

Page 99: ...ues and pressing the submit button you cannot cancel the last pending value you made Exit the Administrator page and re login to set the desired value 2400 JVM Java Virtual Machine Support When WebOff...

Page 100: ...key value 127 0 0 1 5005 value access EDIT access isMandatory true isMandatory needsRestart true needsRestart fieldType text fieldType lableText ip lableText property Change the 127 0 0 1 to the ip a...

Page 101: ...Version 7 0 1 Limitations Corrections and Pending Issues 97 fieldType text fieldType lableText ip lableText property Restart the WebOffice server...

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