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Creating and Modifying a Conference Call

3-1

Chapter 3

Creating and Modifying a Conference Call

This chapter includes instructions for using Reserver for Lotus Notes. Topics include:

•

Setting up and scheduling a Conference Call

•

Selecting the basic requirements

•

Selecting a repeating conference

•

Creating a Conference Call

•

Using Calendar options

•

Modifying Conference Calls

•

Modifying Conference Calls

•

Modifying a series of Conference Calls

•

Modifying a Conference Call in Progress

•

Deleting a scheduled Conference Call

•

Deleting series Conference Calls

•

Configuring an On Demand conference account.

Содержание Reserver

Страница 1: ...Spectel Reserver Application for Lotus Notes 1 2 Installation and Administration Guide Document Number 81100219 Rev C ...

Страница 2: ...hanical including photocopying without the express written permission of Spectel Incorporated Spectel the Spectel logo BridgeTalk Click 2 Conference Web Portal IMM Internet Meeting Manager Spectel MultiSite Application ProtoCall Reserver Spectel Reserver for Microsoft Outlook Spectel Reserver for Lotus Notes SRB 7 Series Spectel 70 Spectel 700 Spectel 780 and Spectel 7000 are either trademarks or ...

Страница 3: ...d 1 7 Viewing the Reserver Program Files directory 1 8 Uninstalling 1 9 Uninstalling the client software 1 9 Uninstalling the server software 1 10 Restoring the standard Lotus Notes NTF files 1 10 Chapter 2 Configuring the Components 2 1 Overview of components 2 2 Defining bridge parameters 2 3 Configuring the MLKSched ini file 2 3 Chapter 3 Creating and Modifying a Conference Call 3 1 Setting up ...

Страница 4: ...rence Calls 3 17 Using an On Demand Conference Account 3 20 Setting On Demand Conference Details 3 20 Creating an On Demand Conference 3 21 Data Conference Support 3 22 Appendix A A 1 Distributing Client Files A 1 Overview A 2 Using the Client Distribution Manager A 3 Editing the Administration Execution Control List ECL A 7 Distributing mail messages A 8 Installing the client files A 9 Uninstalli...

Страница 5: ...Notes Domino The latest release of Reserver for Lotus Notes supports versions 5 0 12 6 0 1 and 6 5 1 of Domino and Notes Authenticate to CRS using the end user s email address Reserver for Lotus Notes authenticates to the CRS using the end user s email address in addition to the existing account number or contact name Support for latest versions of the Spectel 700 version 3 3 Reserver for Lotus No...

Страница 6: ...es For more information see Using an On Demand Conference Account on page 3 20 Conventions The following table includes conventions that appear in this guide Convention Description Choose To choose a command from the Menu bar For example Choose File Exit means to move the cursor to File in the Menu bar hold down the left mouse button then move the cursor to Exit and finally release the left mouse ...

Страница 7: ...e a row in a display or a list item or select a check box or a radio button Edit entry To modify text displayed in a table Corporate Headquarters Spectel Incorporated 21 Stillorgan Industrial Park Co Dublin Ireland Tel 353 1 207 5600 US Toll Free 1 877 535 9290 Fax 353 1 295 3740 US Headquarters Spectel Incorporated 200 Minuteman Road Andover MA 01810 USA Tel 800 685 8454 Fax 978 552 6250 Technica...

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Страница 9: ...ing the Reserver for Lotus Notes application Topics include Overview Installation requirements Installing the server software Installing the client software centralized method Uninstalling the server software Uninstalling the client software Restoring the standard Lotus Notes NTF files ...

Страница 10: ...he template Spectel provides a modified mail template that you copy from the Program Files directory to the Lotus installation drive Lotus Domino Data folder Then you can update all or selected client database mail files NSFs with the Reserver for Lotus Notes NTF template by running a load convert command For instructions see Converting the standard client NTF files on page 1 7 Here are two import...

Страница 11: ...configure the Domino mail server Client Install and configure the following client components Lotus Notes 5 0 or higher Microsoft Windows 2000 XP Microsoft Internet Explorer 5 5 or higher for optimum online help performance Note Netscape 4 x and 6 x users may experience printing or display irregularities with some tables and help topics Bridge Verify connectivity to one of these audioconferencing ...

Страница 12: ...us Notes Step 1 Installing the server software Follow these steps to install the server software 1 Log on with administrator privileges to the targeted server 2 Insert the Reserver for Lotus Notes CD 3 Use Windows Explorer to locate the Setup exe located in the Reserver for Lotus Notes CD Double click on Setup exe 4 Click the Next button on the Welcome window to launch the install The installation...

Страница 13: ...the server Follow these steps to stop the Domino mail server 2 If the Domino mail server is running enter one of the following commands in the server s command window to stop the server without restarting Table 1 1 Domino mail server commands 3 Use this procedure to copy the Reserver for Lotus Notes files Note If you want to distribute the Reserver for Lotus Notes client files copy the ConfRsrvAdm...

Страница 14: ...vert command to substitute the standard Lotus Notes NTF file on the Domino server with the Reserver for Lotus Notes NTF ConfRsrvMail50 ntf or ConfRsrvMail60 ntf Note ConfRsrvMail50 ntf applies to the Lotus Notes 5 0 release ConfRsrvMail60 ntf applies to Lotus Note 6 0 1 6 1 65 Follow these steps 1 To save time upgrade one section of the company mail list at a time or create a text file of the mail...

Страница 15: ...ail50 ntf ConfRsrvMail60 ntf where f specifies the mail files that are converted std filters the list so that only files with template names beginning with std are updated Tip If you use the f parameter Spectel recommends that you stop the Domino mail server from delivering mail while the conversion is taking place When the conversion ends you can restart the server To find out how to start or sto...

Страница 16: ...d method distributing client files by E mail to recipients who can install the files themselves see Distributing Client Files on page A 1 Viewing the Reserver Program Files directory The following table lists the files installed in the Reserver for Lotus Notes installation directory Table 1 2 The Reserver Program files directory File Icon Description _deisreg isr ISR File _isreg32 dll Application ...

Страница 17: ...Notes from a client machine you unregister the OCX To unregister the Reserver for Lotus Notes OCX 1 Use Windows Explorer to locate the Program Files directory 2 Open the directory and double click on Uninstall_Client exe 3 Click OK when the Successful unregistration of the OCX message box appears 4 Reboot the client machine See the next section Uninstalling the server software IsUn32Ex exe Applica...

Страница 18: ...ectory does not exist It was deleted during the uninstall process ConfRsrvMail50 ntf ConfRsrvMail60 ntf and ConfRsrvAdm nsf files located in the Lotus Domino Data folder Manually delete these files 8 Reboot the server machine See the next section Restoring the standard Lotus Notes NTF files Restoring the standard Lotus Notes NTF files Follow these steps to restore the standard Lotus Notes NTF file...

Страница 19: ...ts 2 1 Chapter 2 Configuring the Components This chapter describes the following procedures necessary for configuring Reserver for Lotus Notes Overview of components Defining bridge parameters Configuring the MLKSched ini file ...

Страница 20: ...more information see Configuring Domino template and database files in Chapter 1 Installation on page 1 5 3 Customize Reserver for Lotus Notes See Configuring the MLKSched ini file on page 2 3 4 Distribute Lotus Notes files There are two methods of installing client files Centralized Recommended After installing the server software on the Domino mail server each individual registers the OCXs by ac...

Страница 21: ... 700 3 3 Administration and Maintenance Guide Configuring the MLKSched ini file Reserver for Lotus Notes can communicate indirectly with Avaya ACS 500 1100 or Spectel 700 780 bridge via a CRS Reserver for Lotus Notes requires that you configure certain areas in the MLKSched ini file The configuration will depend on your bridge configuration Follow these steps to edit the MLKSched ini file in the I...

Страница 22: ...ion Bridge names In the BRIDGENAMES section assign each bridge that Reserver for Lotus Notes will connect to using the following parameters name IPAddress Active 1 0 Port Num TZ Name Type System 1 System 2 name String containing the bridge name maximum of 8 characters TZ Name String for the bridge timezone See the appendix guide for a list of supported values Port Num Can be any number the default...

Страница 23: ...n the CRS Account Number the client s account number in the CRS Email Address the client s email address in the CRS Custom2 Optional Required Not Used 1 2 3 Label Type A N size Optional 1 Will be displayed on the screen field can be left blank Required 2 Will be displayed on the screen field can not be left blank Not Used 3 Will not be displayed on the screen Label Field will be displayed using th...

Страница 24: ... displayed 1 365 a warning is displayed to the user if they attempt to schedule change a series of bookings that are equal to or greater than this setting Note Do not set this setting higher than the ConfDays setting MaxConfLines Enter a maximum number of lines allowed per conference For example MaxConfLines 0 No limit 0 If you want to impose a limit replace zero with any number E mail notificatio...

Страница 25: ...integrate with DataXchange The following tokens can be included in the URL and are substituted with the relevant data ConfRef Data Conference Reference Number specified in On Demand preferences ConfPIN Data Conference PIN specified in On Demand Preferences Name Notes user name For example SpectelURL http dataconf spectel com servlet DCL MeetingServer Admin DCMSAdminTemplate spauthandjoin Audio ON ...

Страница 26: ...taConference Data Conference 1 2 1 AutoExtendPorts Additional Participants 1 3 1 AutoExtendDuration Auto Extend Confer ence 1 4 1 BillingCodePrompt Billing Code Prompt 1 5 1 NotifyEntry Notify Entry 1 6 System NotifyExit Notify Exit 1 7 System GlobalConference Global Conference 1 8 1 SecurityCodeDuration Security Code Dura tion 1 9 100 SaveOptions Save Options as Default 1 10 1 NameRecPlayback Nam...

Страница 27: ...0 is always 0 English and should not be changed Do not edit PromptSet00 0 English PromptSet01 1 Set1 PromptSet02 2 Set2 PromptSet03 3 Set3 PromptSet04 4 Set4 PromptSet05 5 Set5 PromptSet06 6 Set6 PromptSet07 7 Set7 PromptSet08 8 Set8 PromptSet09 9 Set9 PromptSet10 10 Set10 PromptSet11 11 Set11 PromptSet12 12 Set12 PromptSet13 13 Set13 PromptSet14 14 Set14 PromptSet15 15 Set15 PromptSet16 16 Set16 ...

Страница 28: ... does not apply to Reserver for Lotus Notes Scheduler This section does not apply to Reserver for Lotus Notes 1 2 Tooltips This section does not apply to Reserver for Lotus Notes 1 2 Standard Options This section does not apply to Reserver for Lotus Notes LOGGING System Parameter OLKADDIN System Parameter Section Name Description Continued ...

Страница 29: ...nd scheduling a Conference Call Selecting the basic requirements Selecting a repeating conference Creating a Conference Call Using Calendar options Modifying Conference Calls Modifying Conference Calls Modifying a series of Conference Calls Modifying a Conference Call in Progress Deleting a scheduled Conference Call Deleting series Conference Calls Configuring an On Demand conference account ...

Страница 30: ...w these steps to include the basic requirements for a Conference Call meeting 1 Click on the Calendar icon 2 In Calendar click on the Schedule a Meeting action button or double click on the desired time 3 Enter text for the subject of the meeting Click this tab Where to find information Basics See the next section Selecting the basic requirements on page 3 2 Meeting Invitations Reservations See Se...

Страница 31: ...lly in the date field Follow these steps to select a date using the date box 1 Click the date box to the right of the date field 2 Click one the arrows in the top right hand corner of the date selection box to move backward or forward one month at a time 3 Click on a date Adding time entries You can use the time box to specify the meeting duration or enter the time manually in the time field Use t...

Страница 32: ...ttings Please note the following caveats For more information on repeat options see your Lotus Notes online help Option Application Multiple yearlong repeating conferences The audioconferencing bridges do not support multiple yearlong conferences For example you cannot schedule a repeating conference that spans three years every other year and so on 24 hour conferences Lotus Notes does not support...

Страница 33: ... Meeting window is displayed 2 Choose one of these methods to add the names you want to include in the E mail from the Invitees section Enter names manually in the Invite box Click next to the Invite box select names from an address book in the Look In list and click OK 3 Click in the Where area to view the Rooms dialog box 4 Select a meeting room and click OK ...

Страница 34: ...3 6 Reserver for Lotus Notes 1 2 Installation and Administration Guide For more information on setting up invitations and reservations see your Lotus Notes help ...

Страница 35: ... Selection enter a bridge name or select a bridge from the Bridge Selection drop down menu 5 Enter a participant code up to 16 characters Tip The Optional text appears next to the participant code box if the automatic security codes option is enabled on the bridge Note If you leave the Moderator or Participant passcode fields blank and the connecting bridge has automatic generation of security cod...

Страница 36: ...features If not go to Step 8 8 Click to schedule the Conference Call and send the invitation Note Once the conference is scheduled you can not modify the Participant Code Moderator Pass Code or Bridge Selection fields Launch online help Advanced Features Select advanced features Security Hangup PIN Mode Notify Entry Notify Exit Music and so on See Adding advanced features on page 3 9 Option To Con...

Страница 37: ...Change is not a standard feature Contact your account manager for more information Security If you selected Use Moderator click Security to prevent outsiders from listening to or joining the conference Conference moderators hear a tone or voice message to indicate that the conference is secured or unsecured Hangup If you selected Use Moderator choose one of the following options Off Default On To ...

Страница 38: ...company and client settings Similarly the client setting overrides the company setting Global Conference Select the tick box to book a global conference Global conferences are demand or scheduled unattended conferences that exist on multiple systems End users book global conferences locally on a CRS which assigns a Global Conference ID If several active conferences share the same Global Conference...

Страница 39: ... conference If supported and available on the connecting bridge you can choose one of the following music channels M1 Invitees hear analog or digital music selections M2 M4 Invitees hear only digital music selections Note If you select a music source that is not available Reserver for Lotus Notes replaces your selection with M1 Name Record Playback Choose one of the following Name Record Playback ...

Страница 40: ...s from joining an in progress Conference Call After this time period expires no one can join the conference Enter the length of time in minutes after the start time that the invitee and moderator codes remain valid Tip Code duration has a default value of 0 which means that the code is valid throughout the entire duration of the conference You can set code duration to any value in minutes between ...

Страница 41: ...ng a one time Conference Call Use this procedure to modify a one time Conference Call 1 In Calendar double click to open the conference you want to modify 2 Modify the desired fields 3 Click Save Send The information is updated in the Calendar and on the bridge Modifying a series of Conference Calls Use this procedure to modify a single conference in a series or the entire series Click this Sectio...

Страница 42: ...ribed in Table 3 2 and click OK Table 3 2 Change Repeating dialog box modify options Note Match the selection in the Change Repeating Entry dialog to the selection in the Reschedule All Conferences dialog step 4 Corresponding entries in these dialog boxes ensures that the scheduling changes on the bridge match the Lotus Notes calender entries Option To Just this instance Modify a single conference...

Страница 43: ...nal reservation see Modifying Conference Calls on page 3 13 Deleting a scheduled Conference Call Follow these steps to delete a one time Conference Call 1 In Calendar right click on the conference you want to delete Option Description New Number of Participants Enter a value for the total number of conference participants Once the conference begins you can not set the Number of Participants to a n...

Страница 44: ...displays 3 Click Yes in the Delete Conference Call dialog box 4 Click Yes in the Delete from Calendar dialog box The Conference Call is deleted from the Calendar and the bridge Note You can alternately use this method to delete conference calls along with the associated calendar entries 1 Select Owner Actions Cancel The Cancel Options dialog displays ...

Страница 45: ...es 1 In Calendar right click on a single instance of the series conference you want to delete 2 Select Clear to remove the conference The Delete All Conferences dialog displays 3 Choose Yes to delete the entire series or No to delete a single conference in the series The Delete from calendar dialog displays Option To Delete calendar entry and all responses Remove all conference related information...

Страница 46: ...r for Lotus Notes 1 2 Installation and Administration Guide 4 Click Yes in the Delete from Calendar dialog box The Change Repeating Entry dialog displays 5 Choose one of the options described in Table and click OK ...

Страница 47: ...st this instance Delete a single conference in the series All instances Delete the series This instance and all previous instances Delete the current Conference Call and all previous Conference Calls in the series This instance and all future instances Delete the current Conference Call and all future Conference Calls in the series Option To Delete calendar entry and all responses Remove all confe...

Страница 48: ...one number conference access security codes greeting text personal signature and any DTMF commands DTMF commands are used during the conference for a variety of functions For example request operator assistance mute own line etc Configuring conference access details 1 Select the Calendar option in Lotus Notes The Calendar screen is displayed 2 Select OnDemand from the Tools menu The OnDemand prefe...

Страница 49: ...details For more information see Configuring conference access details on page 3 20 Note It is not necessary to include all the invitation options 1 Select the Calendar option in Lotus Notes The Calendar screen is displayed 2 Select OnDemand from the Tools menu The OnDemand preferences dialog is displayed 3 Click Invitations The Invitations section is displayed 4 Select the Use Greeting Text tick ...

Страница 50: ...NOT click on data in advanced features This schedules a standard conference call via the CRS 2 User clicks on conference call and data in advanced features This schedules a standard conference call via the CRS and inclued data conference information in the meeting invitation taken from the user s on demand preferences 3 User clicks on conference call and on demand and does NOT click on data in adv...

Страница 51: ... Files This appendix includes the following topics Overview Using the Client Distribution Manager Editing the Administration Execution Control List ECL Distributing mail messages Installing the client files Uninstalling the client files ...

Страница 52: ...ient machines Edit the Administration Execution Control List ECL Select names for E mail distribution Include an instructional message Optional Register the Reserver for Lotus Notes client custom control OCX files E mail recipients read the instructions and detach the required files to their local machines The following graphic shows an overview of the distribution process client machine client ma...

Страница 53: ...s Domino mail server Tip Before you begin this task make sure that you have edited the MLKSchedule ini file as described in Chapter 2 Configuring the Components Use this procedure to set up the Reserver for Lotus Notes client files 1 From Lotus Notes choose File Database Open 2 Under Server select your server name ConfRsrvAdm nsf Server name ...

Страница 54: ...n Guide 3 Under Database select Reserver for Notes Client Distribution Manager ConfRsrvAdm nsf and click Open 4 Follow these steps in the Reserver Configuration File window as shown a Click current directory to edit the MLKSched ini or change the current directory ...

Страница 55: ...ter 2 Configuring the Components on page 2 3 If you edited the MLKSched ini file during the installation process click on the MLKSched ini icon and press DELETE to delete the current MLKSched ini file Then go to Step c c Click Yes at the confirmation prompt to delete the MLKSched ini file d Click Attach Configuration File e In the Create Attachments dialog box select the MLKSched ini file in the i...

Страница 56: ...uired configuration options If any user previously installed Reserver for Lotus Notes you can include a reminder to uninstall the Reserver for Lotus Notes folder on their system prior to installing the new files See Uninstalling the client files on page 9 l Click Close to close the Reserver Configuration File window 5 Click Close and then Yes at the prompt to save the changes in the Client Distrib...

Страница 57: ...ctions menu choose Edit Administration ECL 5 Click Add in the Workstation Security Execution Control List dialog box to create an entry for Reserver Spectel Inc Tip Do not include periods as part of the name or company entry 6 Select all options under the Allow column of the Workstation Security Execution Control List dialog box 7 Click OK to save your changes For more information on editing the A...

Страница 58: ...e Client Distribution Manager click Create and Distribute Mail Message 2 From the address book select the names of the people you want to include 3 Click Send to send the E mail 4 Click Close to close the Client Distribution Manager Each recipient receives a mail message similar to the following example 5 See the next section Installing the client files ...

Страница 59: ...rver dialog boxes 6 Click OK in the Client Setup dialog box to restart the client machine Uninstalling the client files Follow these steps to uninstall the client files and delete the Rsv_LN folder used by the Client Distribution Manager To uninstall Reserver for Lotus Notes from a client machine you unregister the OCX To unregister the Reserver for Lotus Notes OCX 1 Use Windows Explorer to locate...

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Страница 61: ...hanistan Standard Time Alaskan Standard Time Arabian Standard Time Atlantic Standard Time AUS Central Standard Time Azores Standard Time Bangkok Standard Time Canada Central Standard Time Caucasus Standard Time Central Australia Standard Time Central Asia Standard Time Central Europe Standard Time Central European Standard Time Central Pacific Standard Time Central Standard Time China Standard Tim...

Страница 62: ...ndard Time Israel Standard Time Korea Standard Time Mexico Standard Time Mid Atlantic Standard Time Mountain Standard Time New Zealand Standard Time Newfoundland Standard Time Pacific Standard Time Romance Standard Time Russian Standard Time SA Eastern Standard Time SA Pacific Standard Time SA Western Standard Time Samoa Standard Time Saudi Arabia Standard Time Singapore Standard Time South Africa...

Страница 63: ...B 3 US Eastern Standard Time US Mountain Standard Time Vladivostok Standard Time W Australia Standard Time W Europe Standard Time West Asia Standard Time West Pacific Standard Time Yakutsk Standard Time ...

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Страница 65: ... for Lotus Notes Fields When working in Reserver for Lotus Notes you may receive this error message Failed to complete requested action due to error in message Schapi_field is invalid where Schapi_field may be any of the entries in the table below Use the following table to interpret the error as it pertains to the Reserver for Lotus Notes Conference Call tab ...

Страница 66: ...in Mode Start time Start Time End time End Time Code duration Security Code Duration Moderator code Moderator Passcode Conferee code Participant Passcode Telephone number User Specified Custom3 label Confirmation number Confirmation Number Start month Check Start Date Start day Check Start Date Start year Check Start Date End month Check End Date End day Check End Date End year Check End Date Max ...

Страница 67: ...C 3 ...

Страница 68: ......

Страница 69: ...ry 4 2 Changing company name 7 WebEx Data Conference URL 7 Client Distribution Manager using 3 installation instructions 7 uninstalling procedures for 10 ClientSetup exe 8 in Rsv_LN 8 Code duration of security 12 group enabling 2 participant entering 7 ConfDays field 6 Conferences 24 hour issues with 4 deleting a conference series 17 deleting one time conference 15 modifying series conferences 13 ...

Страница 70: ... mail 3 installing client files 4 2 Documentation conventions vi E ECL Administration Execution Control List editing 7 E mail distributing client files 3 notification field 6 Enable Scheduler code group 2 Error Error Mapping 1 SCHAPI 1 G Gwoh chm in Rsv_LN 8 H Hangup moderator option 9 I IMM configuring URL for invitees 6 Installation bridge requirements 3 centralized client files 4 2 client requi...

Страница 71: ... in Rsv_LN 9 modifying dataconference fields 7 setting MaxConfLines 6 setting up 7 MLKScheduleCtl ocx in Rsv_LN 9 Moderator hangup option 9 music description of 11 passcode adding 7 security option description of 9 Use Moderator description of 7 Modify Conference in progress 15 Modify a one time Conference Call 13 Modify Conference a Conference in progress 15 a series Conference Calls 13 one time ...

Страница 72: ...to 7 passcode entering 7 Passcode adding for moderator 7 adding for participant 7 PIN Mode description of options 10 Primary scheduler 10 Public address book names nsf editing 7 R Recurring conferences selecting 13 Refresh button updating participant count 7 Repeats setting up recurring conferences 13 Reserver for Lotus Notes overview of 2 Rsv_LN ClientSetup exe icon 8 ConfRsrvAdm nsf distribution...

Страница 73: ... MLKSched ini 6 Server installation instructions 4 Sign in account 4 verifying in bridge configuration 2 SptlMlkWebCtl ocx in Rsv_LN 9 T Technical support vii contact information vii Time zones list of 1 Tooltips 10 changing definitions for 10 U Uninstall_Client exe in Rsv_LN 9 Uninstalling client files distributed by E mail 9 client software 10 URL configuring for data conferences 7 configuring f...

Страница 74: ...IX 6 Reserver for Lotus Notes 1 2 Installation and Administration Guide ...

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