Starting a New Meeting | Polycom 8 specs

MGC WebCommander User’s Guide

Starting a New Meeting

Starting a New Meeting Using a Default Conference Template

The WebCommander is shipped with five default conference templates. These templates do not include participant templates and all participants must dial-in to the conference to participate in the Meeting. These participants are not defined prior to the conference start and are described as undefined participants. The system administrator can add templates to the Default group. These templates contain participants. This flow describes how to start a new meeting based on one of the WebCommander default templates.

To start a new meeting with undefined dial-in participants:

1.From the Template Group drop-down list, select the desired Conference template resides. To use the Default Group one of the conference templates shipped with the WebCommander, select the Default - Template Group.

2.Select the template on which you would like to base the meeting. In the Default Group, there are a number of default Conference templates:

•Default_COP

•Default_Video

•Default-Audio

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Polycom 8 manual Starting a New Meeting Using a Default Conference Template

Contents

MGC WebCommander User’s Guide Catalog No. DOC2136B Version Table of Contents Monitoring an On Going Conference Iii Reservation Calendar Meeting Rooms List Conference Templates Partial View Mode Vii Viii Introduction Prerequisites About MGC WebCommander User’s Guide Meeting Rooms List Monitoring On Going ConferencesReservation Calendar Conference Types Conventions System Requirements Internet Options General window opens To enable cookies in Internet ExplorerCookies Enabling Cookies in Microsoft Internet Explorer Security Settings window opens Connecting to WebCommander Enter Network Password dialog box opens MGC WebCommander User’s Guide WebCommander Login window opens MGC WebCommander User’s Guide Connecting to WebCommander Web Site using a WebPortal Main Menu Main Menu Links Reservation On GoingConferences Calendar Database LoginLanguage Selection To change the configuration Configuration Main Menu To select the database Database Selection Language Selection Welcome/Language Selection window opens Resizing the Window Panes New Meeting Window New Meeting Window Participants Lists Area Directory Participants List To access the Directory ListParticipant Templates List PathNavigator and Polycom Datastore Templates List To access the PathNavigator or Polycom Datastore Directory Recent Participant List To access the Recent List To select from a list of favorites Favorites Participant List Participant Actions Area Conference Details Area Conference Launch Options Area Starting a New Meeting Starting a New Meeting Using a Default Conference TemplateTo start a new meeting with undefined dial-in participants Click the Start Immediately button MGC WebCommander User’s Guide Sending an E-mail to Conference Participants To send an E-mail MGC WebCommander User’s Guide Duplicate Booking Connection type Required criteria for a match Field/Option Description To resolve participant conflicts To define a new participant from the New Meeting window Defining a New Participant from the New Meeting Window Option Description Participant Dialog Page opens Or no video will be used SIP Sip user name@domain . Note that the SIP MGC WebCommander User’s Guide To schedule a conference from the New Meeting window Scheduling a Conference MGC WebCommander User’s Guide Define the following parameters Conference when it is saved on the MCU Option Description MGC WebCommander User’s Guide To create a recurrent reservation Creating a Recurrent Reservation Field Description Reservation Recurrence pane opens Field Description MGC WebCommander User’s Guide New Meeting Window MGC WebCommander User’s Guide Mail Update after Reservation Change Conference Reservation window opens New Meeting Window Defined Isdn Participants Dial-in Dialing into the Conference Main Menu pane, click the On Going Conferences link To display the list of On Going conferences SIP Connections Defined H.323 Participants Dial-in For example, EQ1sales12345 Dial-in Scenario-SIP Environment Dial-out Scenario-SIP Environment Direct Dial-in Scenario-SIP Environment SIP Mixed Environment Mixed Environments Conference Scenario Monitoring an On Going Conference General Monitoring Meeting Director Module Meeting Director Pane To access the Meeting Director from the WebCommander site MGC WebCommander User’s Guide Monitoring an On Going Conference MGC WebCommander User’s Guide Lock/Unlock Conference Indicates whether Conference Icons and IndicationsToolbar Buttons and Icons Button Description Indication Modify Conference General Information Opens To select the Presentation Mode or None Conference duration Participant Icons and Indications Participant Icons Recording Port Disconnected grey Audio Only conferences Icon Description Status Icon Description Button Connection Status Icons Connection is problematic Audio Connection Status Icons Participant and the MCU Video Status Icons Video connection status icons Button Menu Function Description Buttons Status Icon Description Status Icon Description Sorting Participant Properties To sort the Participant Properties Secure Conference Mode ToolTips Monitoring an On Going Conference ToolTip Indicates To view the conference status from the Information icon General Conference InformationStatus Field Description Or Software Continuous Presence Video Layout Pane Hide/Show Video Layout Pane To show the Video Layout pane To hide the Video Layout pane Operations performed during Audio and Video conferences Operations Performed during On Going Conferences Operations performed during Video conferences Operations performed during Audio conferences Selecting Options MGC WebCommander User’s Guide Viewing Conference Numeric ID To connect the participant Connecting Dial-out Participants To disconnect the participant Disconnecting Participants To reconnect a disconnected participant Reconnecting Participants To add a participant to the On Going conference Adding Participants to the Conference MGC WebCommander User’s Guide Option Description MGC WebCommander User’s Guide To define a new participant during an On Going conference Defining a New Participant During an On Going Conference Window opens Monitoring an On Going Conference Participant Properties Advanced window opens Monitoring an On Going Conference MGC WebCommander User’s Guide Participant Properties Advanced window opens To view the participant properties Viewing the Participant Properties To modify the name of a participant Modifying the Participant Properties Participant Dialog Page opens To view the Participant Properties Designating Participant as VIP To designate a participant as VIP Monitoring VIP Participants during an On Going conference Designating a Participant as the Chairperson Using Dtmf Code during the On Going conference To delete a participant from the On Going conference Deleting a Participant from an On Going Conference To mute/unmute the participant’s audio channel Muting/Unmuting a Participant To Mute/Unmute the participant’s video channel Broadcasting Listening VolumeVolume Spin Arrows To lock a conference Locking and Unlocking a Conference for Dial-in Participants To unlock a conference Monitoring an On Going Conference 11Conference Additional Information Properties Conference Additional Information window opens Company name, the contact person name, MGC WebCommander User’s Guide To change the conference duration Changing the Duration of a Conference MGC WebCommander User’s Guide To extend the conference duration To terminate a conference Terminating a Conference To select a different video layout for the conference Selecting the Video LayoutSelecting the Conference Layout MGC WebCommander User’s Guide 12 Video layout options Number Video Available Layouts Windows Auto Layout To enable the Auto Layout mode Selecting a Personal Layout To select a participant’s Personal Layout in WebCommander Monitoring an On Going Conference Video Forcing Video Forcing at the Conference Level To video force To set a window to appear as a black screen To cancel the video forcing Viewed by list, select the participants name To force a participant’s layoutVideo Forcing at the Participant Level Select the pin to unforce the participant Event Icon Text Indication Endpoint’s Visual Conference Indications Enabling Visual Indications To modify the Visual Effects during an On Going conference Visual Effects To modify the Layout Border color Set Visual Effects dialog box opens To modify the Speaker Indication color To Chat Using Chat Messaging Moderator Chat Board Message box Clear Enabling the Chat option Presentation Mode guidelines Controlling the Lecture Mode To select the lecturing option during an On Going conference Monitoring an On Going Conference To disable the Lecture Mode or Presentation Mode To block/unblock the participant’s audio transmission Blocking/Unblocking the Audio Transmission To set a Participant as an Exclusive Speaker Exclusive SpeakerExclusive Speaker window opens 100 101 Placing the Conference On HoldTo place a conference On Hold To release a conference placed On Hold 102 Managing a Q&A SessionEnabling Q&A Options Controlling Q&A Queues with the Q&A list buttons 103 Adding a Participant to the Q&A QueueChanging the participant’s position in the Q&A queue Viewing the Q&A List 104 Clearing all participants from the Q&A queue Letting the participant ask a question105 Managing a Voting/Polling Session To setup a Voting session106 Field 107 108 To start a Voting session To conclude the voting session To cancel the voting session109 Sending the Voting Results Via E-mail To send voting results by E-mail110 To mute Meet Me Parties Mute Meet Me Parties111 112 Participant/Chairperson Operations via Dtmf Codes 113 114 115 116 Request Dtmf Help Menu 117 Dialing out to Invite Participants to Join the Conference 118 Changing the Conference PasswordUser Action IVR Message 119 Chairperson Initiated Blast Dial-out 120 Securing the Conference Roll Call Operation Default Description Dtmf Code121 122 Reservation Calendar To access the Reservation Calendar Reservation Calendar To view the Properties of a Calendar Reservation Viewing the Reservation PropertiesClick the Reservation name link Saves changes Adding Participants to the Conference Reservation Mail Update after a Reservation ChangeChanging Conference Parameters Click the Send E-maillink MGC WebCommander User’s Guide Send E-maildialog box opens To view the properties of a protected conference Viewing the Properties of a Protected Reservation Viewing a Specific Conference Reservation To view a specific conference reservation To change the view of the reservation calendar Additional Calendar Views Week Start Day Customizing Background View ColorsTo select the week start day Calendar Preferences window opens Conference Types Scheduled Conferences Conference Scheduling MethodsScheduled from a Reservation Templates Ad Hoc Conferencing On-demand Conferences Reservation-less Conferencing Meeting Rooms Conferences may be defined as one of the following types Conference Types Entry Queue Participant Roles Dial-out Participants Participant Connection to the ConferenceDial-In Participants Conference IVR Conference Access for Dial-in ParticipantsEntry Queue Entry Queue Access IVR 5 1 2 2 Conference IVR Access Entry Queue Access can be defined for Direct Dialing and Access Direct Conference Access Attended/Unattended Conferences Dial-out Participants Access Operator Assisted Conference Participants Queue Unattended Conference Greet and Guide conference Welcome Queue Media Conf Type Network Video Session Conference Media Settings T1-CAS Audio Only Conference Types Video Conference Types Highest Common Mechanism Conference On Port COP Additional Video Conference Settings Lecture Mode Cascading LSD Fecc Far End Camera Control Chair Control FECC/LSD Guidelines Greet and Guide Conferences Large Video Switching ConferencesWelcome No Wait conference Attended Wait conference Dual Stream Modes Conferences 239/People+Content H.239/P+C Options Polycom Visual Concert PC Limitations Possible configuration using Visual Concert PC Polycom Visual Concert FX Vcfx Configuration Media Options for Video Session Type Duo VideoMedia Conf Type Network Session Type Conference Types According to the MCU Configuration MCU Available Functionality Configuration Conference Types MCU Conference Types MGC WebCommander User’s Guide Meeting Rooms List Meeting Rooms List To view the list of currently defined Meeting Rooms Viewing the Meeting Rooms List Icon Description To view the properties of a Meeting Room Viewing the Properties of a Meeting RoomMeeting Room Properties window opens To view the properties of a specific Meeting Room Viewing the Properties of a Specific Meeting Room MGC WebCommander User’s Guide Meeting Rooms List Conference Templates Partial View Mode To define a new video conference template Defining a New Video Conference Template Conference Templates window opens Define the conference basic parameters as detailed in Table Conference Properties Basic window opens MGC WebCommander User’s Guide Advanced Conference Parameters Partial View MGC WebCommander User’s Guide Option Description 711 Option Description CIF Video Stream Out Video Streams Qcif Presence formatting Conference Properties Video Layout window opens CP Video Layouts View ModeClassic Quad Views Software IP conferences only 10+ Quad Views mode Default Auto Layout for CP Classic and Quad Modes Conference Templates Partial View Mode Conference menu Conference Template MenusConference Menu To enable the administrator to view and start your Conference Templates Menu Participant Template Menu Participants to reservations from an Ldap personal To define an Audio Only conference template Defining an Audio Only Conference Template List of Conference templates Define the conference basic parameters as described in Table Conference Properties Advanced window opens 10 Audio Only Advanced Conference Parameters Partial View Option Description Conference Templates Partial View Mode To define a new Conference template Defining a New Conference Template10-1 10-2 10-3 Icon Description 10-4 Defining a New Video Conference 10-5 10-6 10-7 10-8 Continuous Presence CP a Continuous 10-9 10-10 10-11 Transcoding and Continuous Presence the line 10-12Software Continuous Presence the Line Rate is 10-13 10-14 10-15 10-16 Presentation Mode 10-17 10-18 10-19 10-20 Select either 50 Fields PAL or 60 Fields Ntsc 10-21 10-22 Limitations 10-23 People and Content V0 Polycom proprietaryPolycom Visual Concert PC/FX Available with 10-24 10-25 10-26 10-27 10-28 10-29 10-30 10-31 Define the Advanced parameters as described in Table 10-32 10-33 Conference in which a participant is greeted by an 10-34 10-35 10-36 10-37 Following guidelines apply to encryption 10-38 10-39 Conference Properties Meeting Me Per Conference window opens 10-40 Define the following Meet Me Per Conference parameters 10-41 Classic 10-42 10-43 10-44 10-45 10-46 10-47 10-48 10-49 Conference Properties Recorder window opens Setting in the Default Reservation/ Start10-50 10-51 Conference Template Menus Conference Menu10-52 10-53 Meeting Template and choose 10-54 10-55 Conference Templates Menu 10-56 Participant Template Menu 10-57 Defining a New Audio Only Conference 10-58 To define the parameters of an Audio Only conference 10-59 10-60 10-61 10-62 10-63 10-64 10-65 10-66 10-67 10-68 10-69 Click the Meet Me Per Conf tab 10-70 Conference Properties Meet Me Per Conf window opens 10-71 10-72 10-73 10-74 10-75 To start the conference immediately 10-76 To assign participants to the current Conference template Adding Participants to Conference Templates10-77 10-78 10-79 Following search criteria can be used 10-80 Conference Templates List window 10-81 Modifying the Properties of a Linked Participant 10-82 Participant Properties Basic window opens 10-83 To delete a participant Deleting a Participant from a Conference Template10-84 10-85 Click Delete Participant from the Participant Templates menu To delete the current Conference template Deleting the Current Conference Template from the Database10-86 10-87 To modify a conference template Modifying a Conference Template10-88 10-89 10-90 Embedded Participant Linked Participant11-1 11-2 Participant Templates 11-3 Participant Templates window opens 11-4 Defining a New Participant To define a new participant directly in the database Defining a Participant Template in the Database11-5 11-6 11-7 To define ISDN/ATM/MPI video participants Defining ISDN, ATM, or MPI Video Participants11-8 11-9 11-10 11-11 11-12 11-13 11-14 11-15 YES 11-16 11-17 11-18 Defining H.323 Video and SIP Audio Participants 11-19 11-20 Sip user name@domain. Note that the SIP 11-21 11-22 11-23 11-24 To define the QoS Quality of Service Parameters11-25 11-26 From Service recommended Takes the QoS TOS 11-27 To defining an Audio Only participant Saving the Participant TemplateDefining Audio Only Participants To save the Participant template 11-29 11-30 11-31 11-32 Advanced T1-CAS Participant Window 11-33 To delete the participant from the database Deleting a Participant from the Database11-34 11-35 Participants Properties window opens 11-36 Modifying the Participant Template in the DatabaseTo modify the participant template in the database Open the Participant Templates window 11-37 11-38 Appendix a Default Templates Parameter Value General Default Conference Template Properties DefaultCOPBasic Advanced Parameter Value Meet Me Per Conf Recording Video Layout Default Conference Template Properties DefaultVideo Advanced Meet Me Per Conf Default Conference Template Properties Default-Audio IVR Limited Occurrences Greyed out Number of Occurrences SW CP Default Conference Template Properties Software CP Advanced Meet Me Per Conf Video Layout Default Conference Template Properties Video-Switch Advanced Meet Me Per Conf Video Layout Appendix a Default Templates