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Polycom 8 manual Click OK, to send the E-mail

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MGC WebCommander User’s Guide

a.For users with the View mode: Basic permission, click the Send Email button.

4.When you do not select the Send E-maillink/button, when a change has is made, the system prompts the organizer if he/she requires the sending of an E-mail.

5.Click OK, to send the E-mail.

When you click Cancel, conference participants do not receive the e-mail.

6-7

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Polycom 8 manual Click OK, to send the E-mail

Contents

MGC WebCommander User’s Guide VersionProprietary and Confidential Catalog No. DOC2136B VersionNotice Table of Contents Table of Contents Disconnecting Participants Reservation Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page A-12 Page viii Table of ContentsIntroduction •Chapter 2 - Connecting to WebCommander About MGC WebCommander User’s GuidePrerequisites •Chapter 1 - Introduction•Chapter 6 - Reservation Calendar •Chapter 5 - Monitoring On Going Conferences•Chapter 7 - Conference Types •Chapter 8 – Meeting Rooms ListConventions System RequirementsEnabling Cookies in Microsoft Internet Explorer CookiesThe Internet Options - General window opens 3.Click the Custom Level button The Security Settings window opens5.Click OK 6.Click OKAuthentication Connecting to WebCommander3.Click OK The Enter Network Password dialog box opensPage The WebCommander Login window opens •Several On Going conferences - The Meeting Director window listing the On Going conference list opens, enabling you to select the conference to monitor •Calendar - for conference reservations Main Menu Chapter 3 - Main Menu Main Menu LinksMenu Item Menu Item Configuration The Configuration window opens To select the database Database Selection1.In the Main Menu, click Language Selection Language SelectionChapter 3 - Main Menu MGC WebCommander User’s Guide The Welcome/Language Selection window opens2.Click the required language button Dragging the Browser pane edge Using the Resizing the Window PanesScroll bars New Meeting Window Conference Details Chapter 4 - New Meeting WindowParticipants ParticipantsParticipants Lists Area Directory Participants List Select PathNavigator or Polycom MGC WebCommander User’s GuideTo access the Recent List Recent Participant ListFavorites Participant List Participant action buttons Participant Actions AreaMGC WebCommander User’s Guide Conference Details AreaConference Launch Options Area Starting a New Meeting 3.Click the Start Immediately button MGC Web Server and the MCU field is set to Auto in the Conference template, the system selects the MCU to run the conference according to the order in which they are defined in the MCU table or in the MCU list assigned to the logged in user. If no MCU is connected to the MGC Web Server, an appropriate error message is displayed Sending an E-mailto Conference Participants To send an E-mail4-14 11.Click the Send button •Participants with the same name, or •Participants with the same ISDN phone numbers, or Field/Option To resolve participant conflictsDescription Click to define a new participant 2.Define the parameters as detailed in Table The Participant Dialog Page opens4-20 Table 4-3:Participant Dialog Page parameters 4-214-22 sip: user name@domain. Note that the SIP4-23 4.Click OKChapter 4 - New Meeting Window Scheduling a Conference41 2 3 5 contains pre-definedparticipants, they are listed in the Conference Details pane 4-26 6.Define the following parametersTable 4-4:Start window parameters 4-277.Click OK If the conference is started successfully on the MCU and the Meet Me Per Conference option is set for the conference, the system displays the dial-innumber that should be used by the conference participants, for ISDN/T1-CASand H.323 participants To create a recurrent reservation Creating a Recurrent Reservation3.Define the following parameters The Reservation Recurrence pane opens4-31 4-32 4.Click OKIf the conference was started successfully on the MCU and the Meet Me Per Conference option is set for the conference, the system displays the dial-innumber that should be used by the conference participants, for ISDN/T1-CASand H.323 participants a.If not all the reservations are successfully scheduled on the MCU, a dialog box appears requesting whether to list the unscheduled conferences When an E-mailis sent to participants, you can include a ViaVideo and vCalender/iCalender format attachments for more information, see “Sending an E-mailto Conference Participants” on page 4-14by selecting the appropriate check boxes. With recurrent reservations the e- mail states the number of recurrent reservations and the recurrence pattern monthly, weekly, daily Reservation MGC WebCommander User’s Guide The Conference Reservation window opens3.Click the Send E-mail link 4-374-38 5.Click OK, to send the E-mailChapter 4 - New Meeting Window Defined ISDN Participants Dial-in Dialing into the ConferenceTo display the list of On Going conferences SIP Connections Defined H.323 Participants Dial-inSIP UA DNS server4-42 Dial-in Scenario—SIPEnvironmentFor example, EQ1sales12345 For example, the MCU dials: endpoint1@polycom.com Mixed Environments Conference Scenario IP participant PBX switch ISDN participant4-44 SIP Proxy SIP UA Gatekeeper MCU media mixerMonitoring an On Going Conference Chapter 5 - Monitoring an On Going Conference General MonitoringMeeting Director Module The Meeting Director Pane Page —Click OK Conference Conference Icons and Indications Description ButtonIndication Modify Conference General Information - Opens theButton 5-10Description IndicationParticipant Icons and Indications 5-12 Participant IconsIcon DescriptionIcon 5-13Description 5-14 Connection Status IconsStatus Icon Description5-15 The connection is problematic5-16 Audio Connection Status Iconsparticipant and the MCU 5-175-18 Video Status Iconsgreen 5-195-20 Q&A ButtonsButton Menu Function5-21 Connection Type IconsStatus Icon 5-22Description Sorting Participant Properties To sort the Participant Properties5-23 Secure Conference Mode Secure Conference ModeIndicates the conference is in Terminate buttonToolTips Connected video status indication Table 5-8:ToolTip options 5-27ToolTip IndicatesStatus Field General Conference InformationDescription Table 5-9:Conference Status Information 5-29The Video Layout Pane 5-31 Hide/Show Video Layout Pane•Personal Layout requires the Video+ card To show the Video Layout pane To hide the Video Layout paneOperations Performed during On Going Conferences Operations performed during Video conferences Operations performed during Audio conferences Selecting Options 5-37 MGC WebCommander User’s GuideToolbar buttons Viewing Conference Numeric ID To connect the participant Connecting Dial-outParticipantsTo disconnect the participant Disconnecting ParticipantsTo reconnect a disconnected participant Reconnecting ParticipantsMGC WebCommander User’s Guide 5-41To add a participant to the On Going conference Adding Participants to the ConferenceThe Add Participant window opens, letting you select the Participant templates from the list The Filter window opens 5.Select the check box next to the name of the participant to add to the conference. You can add several participants in one operation by selecting their check boxes Director toolbar Page window opens MGC WebCommander User’s Guide5-47 For users with the View Mode: Administrator permission, the Participant Properties – Basic window opens 5.Click OK Page 2b. In the Interface Type list, select T1-CAS 3.In the Connection Type list, select Dial-out To view the participant properties Viewing the Participant PropertiesTo modify the name of a participant Modifying the Participant PropertiesThe Participant Dialog Page opens MGC WebCommander User’s Guide5-55 5-56 To view the Participant PropertiesTo designate a participant as VIP VIP Participant 5-58Chapter 5 - Monitoring an On Going Conference Designating a Participant as the Chairperson Using DTMF Code during the On Going conference5-59 A confirmation message opens To mute/unmute the participant’s audio channel Muting/Unmuting a ParticipantTo Mute/Unmute the participant’s video channel Broadcasting Listening VolumeVolume Spin Arrows To lock a conference To unlock a conference Page 5-67 MGC WebCommander User’s Guide•Each Remark is limited to 300 characters Click Add RemarkConference User 5-68The Change Password window opens To change the conference duration Changing the Duration of a ConferenceThe End Time window opens MGC WebCommander User’s Guide5-71 To extend the conference duration To terminate a conference Terminating a ConferenceSelecting the Video Layout 2.Point to the icon with the number of video windows to be displayed on the screen Quad Views mode Classic ModeClassic mode Quad Views mode Software mode 3 Classic modeNumber of Auto LayoutVideo Available LayoutsAuto Layout is active Layout selection disabled To enable the Auto Layout modeLayout selected by the system 5-79 Selecting a Personal LayoutThe selected layout appears in the Video pane Video Forcing To video force To set a window to appear as a black screen To cancel the video forcingTo force a participant’s layout 5-85 MGC WebCommander User’s GuideSelect the pin to unforce the participant Event Endpoint’s Visual Conference IndicationsIcon Text Indication5-87 Enabling Visual IndicationsVisual Effects To modify the Layout Border color To modify the Background colorTo modify the Speaker Indication color To Chat Using Chat MessagingChapter 5 - Monitoring an On Going Conference 5-92Moderator ChatMGC WebCommander User’s Guide Enabling the Chat option5-93 Presentation Mode guidelines Controlling the Lecture ModePage The Lecture mode window opens is enabled for the conference To disable the Lecture Mode or Presentation ModeIndicates the participant is the LecturerBlocking/Unblocking the Audio Transmission To set a Participant as an Exclusive Speaker Exclusive SpeakerThe Exclusive Speaker window opens 3.Click OK To place a conference On Hold Placing the Conference On HoldTo release a conference placed On Hold Enabling Q&A Options Managing a Q&A SessionControlling Q&A Queues with the Q&A list buttons 5-102Adding a Participant to the Q&A Queue on the Q&A toolbar, click —Move Participant to Last Position in Q&AbuttonClearing all participants from the Q&A queue Letting the participant ask a questionManaging a Voting/Polling Session To setup a Voting sessionThe Voting window opens To start a Voting session To conclude the voting session To cancel the voting sessionTo send voting results by E-mail To mute “Meet Me” Parties Mute “Meet Me” PartiesUnsecure Conference - To cancel the secure Participant/Chairperson Operations via DTMF CodesIncrease my broadcasting volume - To Decrease my broadcasting volume - ToDTMF Function 5-113DTMF Function 5-114DTMF Function 5-115Request DTMF Help Menu Page User Action Changing the Conference PasswordIVR Message Chairperson Initiated Blast Dial-out Securing the Conference Default Roll CallOperation DescriptionRoll Call 5-122Reservation Calendar To access the Reservation CalendarWebCommander site, the Monthly view is displayed To view the Properties of a Calendar Reservation Viewing the Reservation Properties•Click the Reservation name link closes the Meeting Saves changes andReservation screenAdding Participants to the Conference Reservation E-mailUpdate after a Reservation ChangeChanging Conference Parameters 2.Double-clickany existing reservation link ReservationThe Conference Reservation window opens 3.Click the Send E-mail link5.Click OK, to send the E-mail Chapter 6 - Reservation Calendar 6.The Send E-mail dialog box opensTo view the properties of a protected conference Viewing the Properties of a Protected ReservationTo view a specific conference reservation To change the view of the reservation calendar Additional Calendar ViewsMGC WebCommander User’s Guide 6-11To select the week start day Customizing Background View ColorsThe Calendar Preferences window opens Conference Types Scheduled Conferences Conference Scheduling MethodsOn Going Conferences ReservationsAd Hoc Conferencing On-demandConferences Reservation-lessConferencingMeeting Rooms Conference Types Entry Queue Participant Roles Dial-outParticipants Participant Connection to the ConferenceDial-InParticipants Conference IVR Conference Access for Dial-inParticipantsEntry Queue When the Entry Queue Access option is designated for an Audio Only or Video conference, all the participants connecting to that conference follow a two-stageprocess 9251222 Network IP Endpoint 9 1 2 2•A Standard conference with or without IVR service Entry Queue Access can be defined forIn the system, such a conference may be defined as Such a conference may be defined as Dial-outParticipants Access Attended/Unattended Conferences7-16 Operator Assisted Conference Participants Queue7-17 Unattended Conference Greet and Guide conference Welcome Queue7-18 Media Conference Media SettingsConf Type NetworkVideo 7-20Audio Only Conference Types Video Conference Types Highest Common Mechanism Additional Video Conference Settings 7-25 Lecture ModeDefined Conference Minimum Participant Line Rate Necessary for Video•Selection of the conference lecturer •Disconnect participants FECC/LSD Guidelines •Attended Wait conference •Welcome No Wait conferenceLarge Video Switching Conferences Greet and Guide Conferences•File transfer to all conference participants •Graphics - for standard graphics Limitations ISDN IP 7-34 Polycom Visual Concert FXMedia Options for Video Session Type Duo Video7-35 MediaVideo 7-37 ConfigurationAvailable FunctionalityAudio+ •Standard - with Meet-Meper Conference 7-40 MGC WebCommander User’s GuideMeeting Rooms List Chapter 8 - Meeting Rooms List Viewing the Meeting Rooms List Table 8-1:Meeting Room Types and Icons To view the properties of a Meeting Room Viewing the Properties of a Meeting RoomThe Meeting Room Properties window opens To view the properties of a specific Meeting Room Viewing the Properties of a Specific Meeting RoomThe following window opens Chapter 8 - Meeting Rooms List Conference Templates – Partial View Mode To define a new video conference template Defining a New Video Conference TemplateList of Conference The Conference Templates window openstemplates assigned Conference TemplateThe Conference Properties - Basic window opens Description OptionConf. Entry Description OptionDuration Description OptionEnd Time Alert Description OptionLine Rate con’t Description OptionG.711 Description Option9-10 Description Option9-11 Video Streams IN8.Select the appropriate Video Layout Automatic 9-139.Click OK 9-15 Quad Mode CPNumber of Video Selected Layout forthe participant will be viewed in the selected window by all the participants when the conference starts Conference menu Conference Template MenusDescription Option9-18 Table 9-6:Conference Menu OptionsDescription OptionConference Templates Menu 9-19Option Participant Template MenuDescription 9-20Table 9-8:Participant Templates Options To define an Audio Only conference template Defining an Audio Only Conference TemplateList of Conference templates The Conference Templates window opensConference assigned to selected GroupOption The Conference Properties - Basic window opensDescription 9-24Option The Conference Properties - Advanced window opensDescription 9-25Description Option9-26 DurationEnd Time Alert 9-28 Defining a New Conference Template Conference Templates – Full Parameters ViewTo define a new Conference template —Define a new Conference template The Conference Templates window opensDescription Icon10-3 Embedded - Audio Only participantDefining a New Video Conference Option To define a new conference templateDescription 10-5Description Option10-6 Table 10-2:General Conference ParametersDescription Option10-7 Table 10-2:General Conference ParametersDescription Option10-8 Table 10-2:General Conference ParametersDescription Option10-9 Continuous Presence CP - A ContinuousDescription Option10-10 Table 10-2:General Conference ParametersTable 10-3:Basic Conference Parameters Description Option10-12 Transcoding and Continuous Presence - the lineDescription Option10-13 Table 10-3:Basic Conference ParametersDescription Option10-14 Table 10-3:Basic Conference ParametersDescription Option10-15 Table 10-3:Basic Conference ParametersOption Presentation ModeDescription 10-16Description Option10-17 Table 10-3:Basic Conference ParametersDescription Option10-18 NotesDescription Option10-19 Table 10-3:Basic Conference ParametersDescription Option10-20 Table 10-3:Basic Conference ParametersDescription Option10-21 Select either 50 Fields PAL or 60 Fields NTSCOption LimitationsDescription 10-22Option People and Content V0 - Polycom proprietaryDescription 10-23Description Option10-24 Table 10-3:Basic Conference ParametersDescription Option10-25 Table 10-3:Basic Conference ParametersDescription Option10-26 Table 10-3:Basic Conference ParametersDescription Option10-27 Table 10-3:Basic Conference ParametersDescription Option10-28 Table 10-3:Basic Conference ParametersDescription Option10-29 Table 10-3:Basic Conference ParametersDescription Option10-30 Table 10-3:Basic Conference ParametersDescription Option10-31 Table 10-4:Advanced Conference ParametersDescription Option10-32 Table 10-4:Advanced Conference ParametersDescription Option10-33 Table 10-4:Advanced Conference ParametersDescription Option10-34 Table 10-4:Advanced Conference ParametersDescription Option10-35 Table 10-4:Advanced Conference ParametersDescription Option10-36 Table 10-4:Advanced Conference ParametersDescription Option10-37 Table 10-4:Advanced Conference ParametersDescription Option10-38 Table 10-4:Advanced Conference ParametersIn this window you assign dial-innumbers to the conference. Callers wishing to participate in such a conference must dial one of the dial-innumbers, and will be automatically connected to the appropriate conference. The conference participants do not have to be defined prior or during the conference settings – they are automatically detected and are assigned the conference parameters. Using this mode, any participant who dials the conference number can connect to the conference until all the MCU resources are utilized, or the maximum number of participants is reached Table 10-5:Meet Me Per Conference Parameters Table 10-6:Meet Me Per Conference Phone Numbers 11.Select the appropriate Video Layout Auto Layout 10-43Classic mode Classic mode Quad Views mode Software mode 34 Classic mode Quad Views mode Software mode 5+ Classic mode Quad Views modeNumber of The Visual Effects are disabled if a Video+ card is not installed on your MGC unit Speaker Indication Layout BorderBackground color The Color dialog box opens The Color dialog box appears 26.Click the Recording tab The Conference Properties - Recorder window opens10-50 27.From the Conference menu, click Start Immediately to start the conference, click Start At to start the conference at a later time, or from the Conference Templates menu click Save to save it in the database for future use Conference Menu Description Option10-53 Table 10-11:Conference Menu OptionsDescription Option10-54 Meeting Template and choose the10-55 Conference Templates MenuParticipant Template Menu Audio+ card is installed in your MGC unit Defining a New Audio Only ConferenceName 10-58Meet Me Per 10-59Entry Queue 10-60Numeric ID 10-61Conference 10-62Description Option10-63 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-64 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-65 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-66 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-67 Table 10-15:Audio Only–AdvancedConference OptionsDescription Option10-68 Table 10-15:Audio Only–AdvancedConference OptionsOption 4.Click the Meet Me Per Conf tabDescription 10-69The Meet Me Per Conference option allows participants to connect to a conference by simply dialing a pre-definedconference number Meeting Room If no dial-innumber is defined, the system allocates the dial-innumber according to the settings in the Web Configuration dialog box in the MGC Web Server Manager application Table 10-17:Meet Me Per Conference Phone Numbers The Conference Properties - Recorder window opens 8.Click the Recording tab10-74 10-75 To start the conference immediately2.Click OK Adding Participants to Conference Templates The Add Participants window opens The following search criteria can be used A linked Audio Only participant Conference Templates List windowA linked Video participant An embedded Audio Only participantModifying the Properties of a Linked Participant 1.Display the Conference template properties The Participant Properties - Basic window opens4.Define the participant properties as described in Chapter 11, “Defining a New Participant” on page To delete a participant Deleting a Participant from a Conference TemplateThe Participant template opens MGC WebCommander User’s GuideA confirmation dialog box opens 10-8510-86 To delete the current Conference templateA confirmation window appears To modify a conference template Modifying a Conference Template10-89 10-90 Linked Participant Managing Participant TemplatesEmbedded Participant To open the Participant templates window Participant TemplatesThe Group to which the The Participant Templates window opensThe Participants participant is assignedDefining a New Participant Defining a Participant Template in the Database Name The Participant Properties - Basic window opensE-mail To define ISDN/ATM/MPI video participants Defining ISDN, ATM, or MPI Video Participants11-8 Party Phones 11-9Participant User 11-10Meet Me Per 11-1111-12 2.Click the Advanced tabChapter 11 - Managing Participant Templates Aggregation 11-13Video Protocol 11-1411-15 Service Name11-16 • Off - disables encryptionRestrict Only 11-1711-18 Defining H.323 Video and SIP Audio ParticipantsChapter 11 - Managing Participant Templates Connection 11-1911-20 sip: user name@domain. Note that the SIPAlias Name Address Type 11-2111-22 Service NameOption 11-23Description NotesEnhanced Video 11-24Quality of Service Parameters To define the QoS11-25 The Participant QoS window opens From Service recommended - Takes the QoS11-26 OptionAudio 11-27Defining Audio Only Participants Saving the Participant TemplateTo save the Participant template To defining an Audio Only participant5.Click the Advanced tab 11-30 Service Name11-31 7.To save the Participant template, refer to pageField Description11-32 Advanced T1-CASParticipant Window11-33 3.Save the participant templateOption DescriptionTo delete the participant from the database Deleting a Participant from the DatabaseThe following confirmation box opens The Participants Properties window opens4.Modify the desired parameters 1.Open the Participant Templates window11-37 MGC WebCommander User’s GuideChapter 11 - Managing Participant Templates 11-38•COP Default_COP •Video Default_Video Appendix A: Default Templates•Audio Default-Audio •Video Switching Video-SwitchValue ParameterGeneral BasicValue ParameterAdvanced Value ParameterMeet Me Per Conf Value ParameterVideo Layout RecordingPage Value ParameterAdvanced Value ParameterMeet Me Per Conf Page A-10 A-11 A-12 A-13 Parameter A-14Value Meet Me Per ConfA-15 A-16 A-17 Parameter A-18Value Meet Me Per ConfA-19 A-20 Appendix A: Default Templates