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Polycom 8 manual Conference Details Area, MGC WebCommander User’s Guide

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Conference Details Area

MGC WebCommander User’s Guide

Conference Details Area

The Conference Details area displays the following information:

•Template Group – The group in the database where the conference template is stored.

•Template – The name of the Conference template containing the conference parameters. If the Conference template includes participants, they are listed below the template name. You can move one, several or all of these participants from the meeting without removing them from the template.

•Participants – Displays the names of the participants invited/added to the new meeting. Green text indicates a participant defined in the conference template. Blue text indicates a participant added for this new meeting only. Any adding of new participants or removing of conference template participants in the New Meeting window does not edit the conference template; such changes affect the current meeting only.

Select the Template Group that holds the required Conference template

Select the Conference template on which to base the new meeting

List of participants invited to the meeting

Indicates the number of participants included in this meeting

Select the check box next to the name of a participant to be removed from this meeting

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Polycom 8 manual Conference Details Area, MGC WebCommander User’s Guide

Contents

MGC WebCommander User’s Guide VersionNotice Catalog No. DOC2136B VersionProprietary and Confidential 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 RequirementsThe Internet Options - General window opens CookiesEnabling Cookies in Microsoft Internet Explorer 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 SelectionChapter 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 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 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 Table 4-3:Participant Dialog Page parameters 4-214-22 sip: user name@domain. Note that the SIP4-23 4.Click OK41 2 3 5 Scheduling a ConferenceChapter 4 - New Meeting Window 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 Reservation4-31 The Reservation Recurrence pane opens3.Define the following parameters 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 4-37Chapter 4 - New Meeting Window 5.Click OK, to send the E-mail4-38 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 serverFor example, EQ1sales12345 Dial-in Scenario—SIPEnvironment4-42 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 DescriptionDescription 5-13Icon 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 IconsDescription 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 Table 5-8:ToolTip options 5-27ToolTip IndicatesDescription General Conference InformationStatus Field Table 5-9:Conference Status Information 5-29The Video Layout Pane •Personal Layout requires the Video+ card Hide/Show Video Layout Pane5-31 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 Toolbar buttons MGC WebCommander User’s Guide5-37 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 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 To view the participant properties Viewing the Participant PropertiesTo modify the name of a participant Modifying the Participant Properties5-55 MGC WebCommander User’s GuideThe Participant Dialog Page opens 5-56 To view the Participant PropertiesTo 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 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 Conference5-71 MGC WebCommander User’s GuideThe End Time window opens 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 LayoutsLayout selected by the system To enable the Auto Layout modeAuto Layout is active Layout selection disabled 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 Select the pin to unforce the participant MGC WebCommander User’s Guide5-85 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 Chat5-93 Enabling the Chat optionMGC WebCommander User’s Guide 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 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 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 IVR Message Changing the Conference PasswordUser Action 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 •Click the Reservation name link Viewing the Reservation PropertiesTo view the Properties of a Calendar Reservation closes the Meeting Saves changes andReservation screenChanging Conference Parameters E-mailUpdate after a Reservation ChangeAdding Participants to the Conference Reservation 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 6-11The Calendar Preferences window opens Customizing Background View ColorsTo select the week start day Conference Types Scheduled Conferences Conference Scheduling MethodsOn Going Conferences ReservationsAd Hoc Conferencing On-demandConferences Reservation-lessConferencingMeeting 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 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 7-16 Attended/Unattended ConferencesDial-outParticipants Access 7-17 Participants QueueOperator Assisted Conference 7-18 Greet and Guide conference Welcome QueueUnattended Conference 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 The Meeting Room Properties window opens Viewing the Properties of a Meeting RoomTo view the properties of a Meeting Room 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 Conf. Entry OptionDescription Duration OptionDescription End Time Alert OptionDescription Line Rate con’t OptionDescription G.711 OptionDescription 9-10 OptionDescription 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 To define a new Conference template Conference Templates – Full Parameters ViewDefining 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 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 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 10-74 8.Click the Recording tabThe Conference Properties - Recorder window opens 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 Embedded Participant Managing Participant TemplatesLinked 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 11-8 Defining ISDN, ATM, or MPI Video ParticipantsTo define ISDN/ATM/MPI video participants Party Phones 11-9Participant User 11-10Meet Me Per 11-11Chapter 11 - Managing Participant Templates 2.Click the Advanced tab11-12 Aggregation 11-13Video Protocol 11-1411-15 Service Name11-16 • Off - disables encryptionRestrict Only 11-17Chapter 11 - Managing Participant Templates Defining H.323 Video and SIP Audio Participants11-18 Connection 11-19Alias Name sip: user name@domain. Note that the SIP11-20 Address Type 11-2111-22 Service NameOption 11-23Description NotesEnhanced Video 11-2411-25 To define the QoSQuality of Service Parameters 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 BasicAdvanced ParameterValue Meet Me Per Conf ParameterValue Value ParameterVideo Layout RecordingPage Advanced ParameterValue Meet Me Per Conf ParameterValue 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