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Polycom 8 manual Conference Scheduling Methods, Scheduled Conferences, On Going Conferences

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MGC WebCommander User’s Guide

Conference Scheduling Methods

The system supports both scheduled and on-demand conferences. Reservation Templates containing conference parameters can be used to schedule conferences saving the need to define conferences for each time a new conference with the same parameters is defined. Different templates can be defined for different conference settings.

Scheduled Conferences

Scheduled conferences are arranged ahead of time and are assigned a telephone number and password for dial-in meeting participants. The scheduling can be done via the MGC Manager application or using the browser based WebCommander application, or via Microsoft Outlook using the MGC Personal Scheduler Add-On.

On Going Conferences

An On Going conference is a conference that starts immediately or when the scheduled reservation date and time is reached. An On Going conference can be invoked in one of the following ways:

•Started immediately from the New Meeting window

•Started immediately from Reservation Templates

•The scheduled starting date and time of a Calender Reservation is set to the current date and time (for more details, see Chapter 6, “Reservation Calendar”)

Reservations

Reservations are conferences scheduled to start later on that day or in the future. Reservations are defined using the same parameters as On Going conferences with the addition of the conference start date and time.

Reservations can be scheduled in one of the following methods:

•Scheduled from the New Meeting window

•Scheduled from a Reservation Templates

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Polycom 8 manual Conference Scheduling Methods, Scheduled Conferences, On Going Conferences, Reservations

Contents

Version MGC WebCommander User’s GuideNotice Catalog No. DOC2136B VersionProprietary and Confidential Table of Contents Table of Contents Disconnecting Participants Reservation Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page A-12 Page Table of Contents viiiIntroduction About MGC WebCommander User’s Guide •Chapter 2 - Connecting to WebCommanderPrerequisites •Chapter 1 - Introduction•Chapter 5 - Monitoring On Going Conferences •Chapter 6 - Reservation Calendar•Chapter 7 - Conference Types •Chapter 8 – Meeting Rooms ListSystem Requirements ConventionsThe Internet Options - General window opens CookiesEnabling Cookies in Microsoft Internet Explorer The Security Settings window opens 3.Click the Custom Level button5.Click OK 6.Click OKConnecting to WebCommander AuthenticationThe Enter Network Password dialog box opens 3.Click OKPage 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 Main Menu Links Chapter 3 - Main MenuMenu Item Menu Item Configuration The Configuration window opens Database Selection To select the databaseChapter 3 - Main Menu Language Selection1.In the Main Menu, click Language Selection 2.Click the required language button The Welcome/Language Selection window opensMGC WebCommander User’s Guide Scroll bars Resizing the Window PanesDragging the Browser pane edge Using the New Meeting Window Chapter 4 - New Meeting Window Conference DetailsParticipants ParticipantsParticipants Lists Area Directory Participants List MGC WebCommander User’s Guide Select PathNavigator or PolycomRecent Participant List To access the Recent ListFavorites Participant List Participant Actions Area Participant action buttonsConference Details Area MGC WebCommander User’s GuideConference 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 4-14 To send an E-mailSending an E-mailto Conference Participants 11.Click the Send button •Participants with the same name, or •Participants with the same ISDN phone numbers, or Description To resolve participant conflictsField/Option Click to define a new participant 4-20 The Participant Dialog Page opens2.Define the parameters as detailed in Table 4-21 Table 4-3:Participant Dialog Page parameterssip: user name@domain. Note that the SIP 4-224.Click OK 4-2341 2 3 5 Scheduling a ConferenceChapter 4 - New Meeting Window contains pre-definedparticipants, they are listed in the Conference Details pane 6.Define the following parameters 4-264-27 Table 4-4:Start window parameters7.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 Creating a Recurrent Reservation To create a recurrent reservation4-31 The Reservation Recurrence pane opens3.Define the following parameters 4.Click OK 4-32If 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 The Conference Reservation window opens MGC WebCommander User’s Guide3.Click the Send E-mail link 4-37Chapter 4 - New Meeting Window 5.Click OK, to send the E-mail4-38 Dialing into the Conference Defined ISDN Participants Dial-inTo display the list of On Going conferences Defined H.323 Participants Dial-in SIP ConnectionsSIP UA DNS serverFor example, EQ1sales12345 Dial-in Scenario—SIPEnvironment4-42 For example, the MCU dials: endpoint1@polycom.com IP participant PBX switch ISDN participant Mixed Environments Conference Scenario4-44 SIP Proxy SIP UA Gatekeeper MCU media mixerMonitoring an On Going Conference General Monitoring Chapter 5 - Monitoring an On Going ConferenceMeeting Director Module The Meeting Director Pane Page —Click OK Conference Conference Icons and Indications Button DescriptionIndication Modify Conference General Information - Opens the5-10 ButtonDescription IndicationParticipant Icons and Indications Participant Icons 5-12Icon DescriptionDescription 5-13Icon Connection Status Icons 5-14Status Icon DescriptionThe connection is problematic 5-15Audio Connection Status Icons 5-165-17 participant and the MCUVideo Status Icons 5-185-19 greenQ&A Buttons 5-20Button Menu FunctionConnection Type Icons 5-21Description 5-22Status Icon 5-23 To sort the Participant PropertiesSorting Participant Properties Secure Conference Mode Secure Conference ModeIndicates the conference is in Terminate buttonToolTips Connected video status indication 5-27 Table 5-8:ToolTip optionsToolTip IndicatesDescription General Conference InformationStatus Field 5-29 Table 5-9:Conference Status InformationThe Video Layout Pane •Personal Layout requires the Video+ card Hide/Show Video Layout Pane5-31 To hide the Video Layout pane To show the Video Layout paneOperations Performed during On Going Conferences Operations performed during Video conferences Operations performed during Audio conferences Selecting Options Toolbar buttons MGC WebCommander User’s Guide5-37 Viewing Conference Numeric ID Connecting Dial-outParticipants To connect the participantDisconnecting Participants To disconnect the participantReconnecting Participants To reconnect a disconnected participantMGC WebCommander User’s Guide 5-41Adding Participants to the Conference To add a participant to the On Going 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 5-47 MGC WebCommander User’s GuidePage window opens 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 Viewing the Participant Properties To view the participant propertiesModifying the Participant Properties To modify the name of a participant5-55 MGC WebCommander User’s GuideThe Participant Dialog Page opens To view the Participant Properties 5-56To designate a participant as VIP Chapter 5 - Monitoring an On Going Conference 5-58VIP Participant 5-59 Using DTMF Code during the On Going conferenceDesignating a Participant as the Chairperson A confirmation message opens Muting/Unmuting a Participant To mute/unmute the participant’s audio channelTo Mute/Unmute the participant’s video channel Broadcasting Listening VolumeVolume Spin Arrows To lock a conference To unlock a conference Page MGC WebCommander User’s Guide 5-67•Each Remark is limited to 300 characters Click Add Remark5-68 Conference UserThe Change Password window opens Changing the Duration of a Conference To change the conference duration5-71 MGC WebCommander User’s GuideThe End Time window opens To extend the conference duration Terminating a Conference To terminate a conferenceSelecting the Video Layout 2.Point to the icon with the number of video windows to be displayed on the screen Classic Mode Quad Views modeClassic mode Quad Views mode Software mode 3 Classic modeAuto Layout Number ofVideo Available LayoutsLayout selected by the system To enable the Auto Layout modeAuto Layout is active Layout selection disabled Selecting a Personal Layout 5-79The selected layout appears in the Video pane Video Forcing To video force To cancel the video forcing To set a window to appear as a black screenTo force a participant’s layout Select the pin to unforce the participant MGC WebCommander User’s Guide5-85 Endpoint’s Visual Conference Indications EventIcon Text IndicationEnabling Visual Indications 5-87Visual Effects To modify the Background color To modify the Layout Border colorTo modify the Speaker Indication color Using Chat Messaging To Chat5-92 Chapter 5 - Monitoring an On Going ConferenceModerator Chat5-93 Enabling the Chat optionMGC WebCommander User’s Guide Controlling the Lecture Mode Presentation Mode guidelinesPage The Lecture mode window opens To disable the Lecture Mode or Presentation Mode is enabled for the conferenceIndicates the participant is the LecturerBlocking/Unblocking the Audio Transmission The Exclusive Speaker window opens Exclusive SpeakerTo set a Participant as an Exclusive Speaker 3.Click OK To release a conference placed On Hold Placing the Conference On HoldTo place a conference On Hold Managing a Q&A Session Enabling Q&A OptionsControlling Q&A Queues with the Q&A list buttons 5-102Adding a Participant to the Q&A Queue —Move Participant to Last Position in Q&Abutton on the Q&A toolbar, clickLetting the participant ask a question Clearing all participants from the Q&A queueTo setup a Voting session Managing a Voting/Polling SessionThe Voting window opens To start a Voting session To cancel the voting session To conclude the voting sessionTo send voting results by E-mail Mute “Meet Me” Parties To mute “Meet Me” PartiesParticipant/Chairperson Operations via DTMF Codes Unsecure Conference - To cancel the secureIncrease my broadcasting volume - To Decrease my broadcasting volume - To5-113 DTMF Function5-114 DTMF Function5-115 DTMF FunctionRequest DTMF Help Menu Page IVR Message Changing the Conference PasswordUser Action Chairperson Initiated Blast Dial-out Securing the Conference Roll Call DefaultOperation Description5-122 Roll CallTo access the Reservation Calendar Reservation CalendarWebCommander site, the Monthly view is displayed •Click the Reservation name link Viewing the Reservation PropertiesTo view the Properties of a Calendar Reservation Saves changes and closes the MeetingReservation screenChanging Conference Parameters E-mailUpdate after a Reservation ChangeAdding Participants to the Conference Reservation Reservation 2.Double-clickany existing reservation linkThe Conference Reservation window opens 3.Click the Send E-mail link5.Click OK, to send the E-mail 6.The Send E-mail dialog box opens Chapter 6 - Reservation CalendarViewing the Properties of a Protected Reservation To view the properties of a protected conferenceTo view a specific conference reservation Additional Calendar Views To change the view of the reservation calendarMGC WebCommander User’s Guide 6-11The Calendar Preferences window opens Customizing Background View ColorsTo select the week start day Conference Types Conference Scheduling Methods Scheduled ConferencesOn Going Conferences ReservationsOn-demandConferences Reservation-lessConferencing Ad Hoc ConferencingMeeting Rooms Conference Types Entry Queue Participant Roles Dial-InParticipants Participant Connection to the ConferenceDial-outParticipants Entry Queue Conference Access for Dial-inParticipantsConference IVR 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 9 1 2 2 IP EndpointEntry Queue Access can be defined for •A Standard conference with or without IVR serviceIn the system, such a conference may be defined as Such a conference may be defined as 7-16 Attended/Unattended ConferencesDial-outParticipants Access 7-17 Participants QueueOperator Assisted Conference 7-18 Greet and Guide conference Welcome QueueUnattended Conference Conference Media Settings MediaConf Type Network7-20 VideoAudio Only Conference Types Video Conference Types Highest Common Mechanism Additional Video Conference Settings Lecture Mode 7-25Defined Conference Minimum Participant Line Rate Necessary for Video•Selection of the conference lecturer •Disconnect participants FECC/LSD Guidelines •Welcome No Wait conference •Attended Wait conferenceLarge Video Switching Conferences Greet and Guide Conferences•File transfer to all conference participants •Graphics - for standard graphics Limitations ISDN IP Polycom Visual Concert FX 7-34Duo Video Media Options for Video Session Type7-35 MediaVideo Configuration 7-37Available FunctionalityAudio+ •Standard - with Meet-Meper Conference MGC WebCommander User’s Guide 7-40Meeting Rooms List Chapter 8 - Meeting Rooms List Viewing the Meeting Rooms List Table 8-1:Meeting Room Types and Icons The Meeting Room Properties window opens Viewing the Properties of a Meeting RoomTo view the properties of a Meeting Room Viewing the Properties of a Specific Meeting Room To view the properties of a specific Meeting RoomThe following window opens Chapter 8 - Meeting Rooms List Conference Templates – Partial View Mode Defining a New Video Conference Template To define a new video conference templateThe Conference Templates window opens List of Conferencetemplates assigned Conference TemplateThe Conference Properties - Basic window opens Conf. Entry OptionDescription Duration OptionDescription End Time Alert OptionDescription Line Rate con’t OptionDescription G.711 OptionDescription 9-10 OptionDescription Option Description9-11 Video Streams IN8.Select the appropriate Video Layout 9-13 Automatic9.Click OK Quad Mode CP 9-15Number of Video Selected Layout forthe participant will be viewed in the selected window by all the participants when the conference starts Conference Template Menus Conference menuOption Description9-18 Table 9-6:Conference Menu OptionsOption DescriptionConference Templates Menu 9-19Participant Template Menu OptionDescription 9-20Table 9-8:Participant Templates Options Defining an Audio Only Conference Template To define an Audio Only conference templateThe Conference Templates window opens List of Conference templatesConference assigned to selected GroupThe Conference Properties - Basic window opens OptionDescription 9-24The Conference Properties - Advanced window opens OptionDescription 9-25Option Description9-26 DurationEnd Time Alert 9-28 To define a new Conference template Conference Templates – Full Parameters ViewDefining a New Conference Template The Conference Templates window opens —Define a new Conference templateIcon Description10-3 Embedded - Audio Only participantDefining a New Video Conference To define a new conference template OptionDescription 10-5Option Description10-6 Table 10-2:General Conference ParametersOption Description10-7 Table 10-2:General Conference ParametersOption Description10-8 Table 10-2:General Conference ParametersOption Description10-9 Continuous Presence CP - A ContinuousOption Description10-10 Table 10-2:General Conference ParametersTable 10-3:Basic Conference Parameters Option Description10-12 Transcoding and Continuous Presence - the lineOption Description10-13 Table 10-3:Basic Conference ParametersOption Description10-14 Table 10-3:Basic Conference ParametersOption Description10-15 Table 10-3:Basic Conference ParametersPresentation Mode OptionDescription 10-16Option Description10-17 Table 10-3:Basic Conference ParametersOption Description10-18 NotesOption Description10-19 Table 10-3:Basic Conference ParametersOption Description10-20 Table 10-3:Basic Conference ParametersOption Description10-21 Select either 50 Fields PAL or 60 Fields NTSCLimitations OptionDescription 10-22People and Content V0 - Polycom proprietary OptionDescription 10-23Option Description10-24 Table 10-3:Basic Conference ParametersOption Description10-25 Table 10-3:Basic Conference ParametersOption Description10-26 Table 10-3:Basic Conference ParametersOption Description10-27 Table 10-3:Basic Conference ParametersOption Description10-28 Table 10-3:Basic Conference ParametersOption Description10-29 Table 10-3:Basic Conference ParametersOption Description10-30 Table 10-3:Basic Conference ParametersOption Description10-31 Table 10-4:Advanced Conference ParametersOption Description10-32 Table 10-4:Advanced Conference ParametersOption Description10-33 Table 10-4:Advanced Conference ParametersOption Description10-34 Table 10-4:Advanced Conference ParametersOption Description10-35 Table 10-4:Advanced Conference ParametersOption Description10-36 Table 10-4:Advanced Conference ParametersOption Description10-37 Table 10-4:Advanced Conference ParametersOption Description10-38 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 10-43 Auto LayoutClassic mode Quad Views mode Software mode 3 Classic mode4 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 Background color Layout BorderSpeaker Indication The Color dialog box opens The Color dialog box appears 10-50 The Conference Properties - Recorder window opens26.Click the Recording tab 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 Option Description10-53 Table 10-11:Conference Menu OptionsOption Description10-54 Meeting Template and choose theConference Templates Menu 10-55Participant Template Menu Defining a New Audio Only Conference Audio+ card is installed in your MGC unit10-58 Name10-59 Meet Me Per10-60 Entry Queue10-61 Numeric ID10-62 ConferenceOption Description10-63 Table 10-15:Audio Only–AdvancedConference OptionsOption Description10-64 Table 10-15:Audio Only–AdvancedConference OptionsOption Description10-65 Table 10-15:Audio Only–AdvancedConference OptionsOption Description10-66 Table 10-15:Audio Only–AdvancedConference OptionsOption Description10-67 Table 10-15:Audio Only–AdvancedConference OptionsOption Description10-68 Table 10-15:Audio Only–AdvancedConference Options4.Click the Meet Me Per Conf tab OptionDescription 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 10-74 8.Click the Recording tabThe Conference Properties - Recorder window opens To start the conference immediately 10-752.Click OK Adding Participants to Conference Templates The Add Participants window opens The following search criteria can be used Conference Templates List window A linked Audio Only participantA linked Video participant An embedded Audio Only participantModifying the Properties of a Linked Participant The Participant Properties - Basic window opens 1.Display the Conference template properties4.Define the participant properties as described in Chapter 11, “Defining a New Participant” on page Deleting a Participant from a Conference Template To delete a participantMGC WebCommander User’s Guide The Participant template opensA confirmation dialog box opens 10-85To delete the current Conference template 10-86A confirmation window appears Modifying a Conference Template To modify a conference template10-89 10-90 Embedded Participant Managing Participant TemplatesLinked Participant Participant Templates To open the Participant templates windowThe Participant Templates window opens The Group to which theThe Participants participant is assignedDefining a New Participant Defining a Participant Template in the Database The Participant Properties - Basic window opens NameE-mail 11-8 Defining ISDN, ATM, or MPI Video ParticipantsTo define ISDN/ATM/MPI video participants 11-9 Party Phones11-10 Participant User11-11 Meet Me PerChapter 11 - Managing Participant Templates 2.Click the Advanced tab11-12 11-13 Aggregation11-14 Video ProtocolService Name 11-15• Off - disables encryption 11-1611-17 Restrict OnlyChapter 11 - Managing Participant Templates Defining H.323 Video and SIP Audio Participants11-18 11-19 ConnectionAlias Name sip: user name@domain. Note that the SIP11-20 11-21 Address TypeService Name 11-2211-23 OptionDescription Notes11-24 Enhanced Video11-25 To define the QoSQuality of Service Parameters From Service recommended - Takes the QoS The Participant QoS window opens11-26 Option11-27 AudioSaving the Participant Template Defining Audio Only ParticipantsTo save the Participant template To defining an Audio Only participant5.Click the Advanced tab Service Name 11-307.To save the Participant template, refer to page 11-31Field DescriptionAdvanced T1-CASParticipant Window 11-323.Save the participant template 11-33Option DescriptionDeleting a Participant from the Database To delete the participant from the databaseThe Participants Properties window opens The following confirmation box opens1.Open the Participant Templates window 4.Modify the desired parametersMGC WebCommander User’s Guide 11-3711-38 Chapter 11 - Managing Participant TemplatesAppendix A: Default Templates •COP Default_COP •Video Default_Video•Audio Default-Audio •Video Switching Video-SwitchParameter ValueGeneral BasicAdvanced ParameterValue Meet Me Per Conf ParameterValue Parameter ValueVideo Layout RecordingPage Advanced ParameterValue Meet Me Per Conf ParameterValue Page A-10 A-11 A-12 A-13 A-14 ParameterValue Meet Me Per ConfA-15 A-16 A-17 A-18 ParameterValue Meet Me Per ConfA-19 Appendix A: Default Templates A-20