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Polycom 8 manual Starting a New Meeting

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Starting a New Meeting

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

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 1 - Introduction About MGC WebCommander User’s Guide•Chapter 2 - Connecting to WebCommander Prerequisites•Chapter 8 – Meeting Rooms List •Chapter 5 - Monitoring On Going Conferences•Chapter 6 - Reservation Calendar •Chapter 7 - Conference TypesConventions System RequirementsEnabling Cookies in Microsoft Internet Explorer CookiesThe Internet Options - General window opens 6.Click OK The Security Settings window opens3.Click the Custom Level button 5.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 Participants Chapter 4 - New Meeting WindowConference Details 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 4-37 The Conference Reservation window opensMGC WebCommander User’s Guide 3.Click the Send E-mail link4-38 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 DNS server Defined H.323 Participants Dial-inSIP Connections SIP UA4-42 Dial-in Scenario—SIPEnvironmentFor example, EQ1sales12345 For example, the MCU dials: endpoint1@polycom.com SIP Proxy SIP UA Gatekeeper MCU media mixer IP participant PBX switch ISDN participantMixed Environments Conference Scenario 4-44Monitoring 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 Modify Conference General Information - Opens the ButtonDescription IndicationIndication 5-10Button DescriptionParticipant Icons and Indications Description Participant Icons5-12 IconIcon 5-13Description Description Connection Status Icons5-14 Status Icon5-15 The connection is problematic5-16 Audio Connection Status Iconsparticipant and the MCU 5-175-18 Video Status Iconsgreen 5-19Menu Function Q&A Buttons5-20 Button5-21 Connection Type IconsStatus Icon 5-22Description Sorting Participant Properties To sort the Participant Properties5-23 Terminate button Secure Conference ModeSecure Conference Mode Indicates the conference is inToolTips Connected video status indication Indicates 5-27Table 5-8:ToolTip options ToolTipStatus 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 Participants5-41 Reconnecting ParticipantsTo reconnect a disconnected participant MGC WebCommander User’s GuideTo 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 Click Add Remark MGC WebCommander User’s Guide5-67 •Each Remark is limited to 300 charactersConference 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 Classic mode Classic ModeQuad Views mode Classic mode Quad Views mode Software mode 3Available Layouts Auto LayoutNumber of VideoAuto 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 Text Indication Endpoint’s Visual Conference IndicationsEvent Icon5-87 Enabling Visual IndicationsVisual Effects To modify the Layout Border color To modify the Background colorTo modify the Speaker Indication color To Chat Using Chat MessagingChat 5-92Chapter 5 - Monitoring an On Going Conference ModeratorMGC WebCommander User’s Guide Enabling the Chat option5-93 Presentation Mode guidelines Controlling the Lecture ModePage The Lecture mode window opens is the Lecturer To disable the Lecture Mode or Presentation Modeis enabled for the conference Indicates the participantBlocking/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 5-102 Managing a Q&A SessionEnabling Q&A Options Controlling Q&A Queues with the Q&A list buttonsAdding 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” PartiesDecrease my broadcasting volume - To Participant/Chairperson Operations via DTMF CodesUnsecure Conference - To cancel the secure Increase 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 Description Roll CallDefault OperationRoll 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 screen Saves changes andcloses the Meeting ReservationAdding Participants to the Conference Reservation E-mailUpdate after a Reservation ChangeChanging Conference Parameters 3.Click the Send E-mail link Reservation2.Double-clickany existing reservation link The Conference Reservation window opens5.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 6-11 Additional Calendar ViewsTo change the view of the reservation calendar MGC WebCommander User’s GuideTo select the week start day Customizing Background View ColorsThe Calendar Preferences window opens Conference Types Reservations Conference Scheduling MethodsScheduled Conferences On Going ConferencesAd 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 Network Conference Media SettingsMedia Conf TypeVideo 7-20Audio Only Conference Types Video Conference Types Highest Common Mechanism Additional Video Conference Settings Minimum Participant Line Rate Necessary for Video Lecture Mode7-25 Defined Conference•Selection of the conference lecturer •Disconnect participants FECC/LSD Guidelines Greet and Guide Conferences •Welcome No Wait conference•Attended Wait conference Large Video Switching Conferences•File transfer to all conference participants •Graphics - for standard graphics Limitations ISDN IP 7-34 Polycom Visual Concert FXMedia Duo VideoMedia Options for Video Session Type 7-35Video Functionality Configuration7-37 AvailableAudio+ •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 TemplateConference Template The Conference Templates window opensList of Conference templates assignedThe 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 Video Streams IN OptionDescription 9-118.Select the appropriate Video Layout Automatic 9-139.Click OK Selected Layout for Quad Mode CP9-15 Number of Videothe participant will be viewed in the selected window by all the participants when the conference starts Conference menu Conference Template MenusTable 9-6:Conference Menu Options OptionDescription 9-189-19 OptionDescription Conference Templates Menu9-20 Participant Template MenuOption DescriptionTable 9-8:Participant Templates Options To define an Audio Only conference template Defining an Audio Only Conference Templateassigned to selected Group The Conference Templates window opensList of Conference templates Conference9-24 The Conference Properties - Basic window opensOption Description9-25 The Conference Properties - Advanced window opensOption DescriptionDuration OptionDescription 9-26End 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 opensEmbedded - Audio Only participant IconDescription 10-3Defining a New Video Conference 10-5 To define a new conference templateOption DescriptionTable 10-2:General Conference Parameters OptionDescription 10-6Table 10-2:General Conference Parameters OptionDescription 10-7Table 10-2:General Conference Parameters OptionDescription 10-8Continuous Presence CP - A Continuous OptionDescription 10-9Table 10-2:General Conference Parameters OptionDescription 10-10Table 10-3:Basic Conference Parameters Transcoding and Continuous Presence - the line OptionDescription 10-12Table 10-3:Basic Conference Parameters OptionDescription 10-13Table 10-3:Basic Conference Parameters OptionDescription 10-14Table 10-3:Basic Conference Parameters OptionDescription 10-1510-16 Presentation ModeOption DescriptionTable 10-3:Basic Conference Parameters OptionDescription 10-17Notes OptionDescription 10-18Table 10-3:Basic Conference Parameters OptionDescription 10-19Table 10-3:Basic Conference Parameters OptionDescription 10-20Select either 50 Fields PAL or 60 Fields NTSC OptionDescription 10-2110-22 LimitationsOption Description10-23 People and Content V0 - Polycom proprietaryOption DescriptionTable 10-3:Basic Conference Parameters OptionDescription 10-24Table 10-3:Basic Conference Parameters OptionDescription 10-25Table 10-3:Basic Conference Parameters OptionDescription 10-26Table 10-3:Basic Conference Parameters OptionDescription 10-27Table 10-3:Basic Conference Parameters OptionDescription 10-28Table 10-3:Basic Conference Parameters OptionDescription 10-29Table 10-3:Basic Conference Parameters OptionDescription 10-30Table 10-4:Advanced Conference Parameters OptionDescription 10-31Table 10-4:Advanced Conference Parameters OptionDescription 10-32Table 10-4:Advanced Conference Parameters OptionDescription 10-33Table 10-4:Advanced Conference Parameters OptionDescription 10-34Table 10-4:Advanced Conference Parameters OptionDescription 10-35Table 10-4:Advanced Conference Parameters OptionDescription 10-36Table 10-4:Advanced Conference Parameters OptionDescription 10-37Table 10-4:Advanced Conference Parameters OptionDescription 10-38In 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 Quad Views mode Classic mode Quad Views mode Software mode 3Classic mode 4 Classic mode Quad Views mode Software mode 5+Number 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 Table 10-11:Conference Menu Options OptionDescription 10-53Meeting Template and choose the OptionDescription 10-5410-55 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 10-62Table 10-15:Audio Only–AdvancedConference Options OptionDescription 10-63Table 10-15:Audio Only–AdvancedConference Options OptionDescription 10-64Table 10-15:Audio Only–AdvancedConference Options OptionDescription 10-65Table 10-15:Audio Only–AdvancedConference Options OptionDescription 10-66Table 10-15:Audio Only–AdvancedConference Options OptionDescription 10-67Table 10-15:Audio Only–AdvancedConference Options OptionDescription 10-6810-69 4.Click the Meet Me Per Conf tabOption DescriptionThe 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 An embedded Audio Only participant Conference Templates List windowA linked Audio Only participant A linked Video 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 Template10-85 MGC WebCommander User’s GuideThe Participant template opens A confirmation dialog box opens10-86 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 Templatesparticipant is assigned The Participant Templates window opensThe Group to which the The ParticipantsDefining 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 NameNotes 11-23Option DescriptionEnhanced Video 11-24Quality of Service Parameters To define the QoS11-25 Option From Service recommended - Takes the QoSThe Participant QoS window opens 11-26Audio 11-27To defining an Audio Only participant Saving the Participant TemplateDefining Audio Only Participants To save the Participant template5.Click the Advanced tab 11-30 Service NameDescription 7.To save the Participant template, refer to page11-31 Field11-32 Advanced T1-CASParticipant WindowDescription 3.Save the participant template11-33 OptionTo 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•Video Switching Video-Switch Appendix A: Default Templates•COP Default_COP •Video Default_Video •Audio Default-AudioBasic ParameterValue GeneralValue ParameterAdvanced Value ParameterMeet Me Per Conf Recording ParameterValue Video LayoutPage Value ParameterAdvanced Value ParameterMeet Me Per Conf Page A-10 A-11 A-12 A-13 Meet Me Per Conf A-14Parameter ValueA-15 A-16 A-17 Meet Me Per Conf A-18Parameter ValueA-19 A-20 Appendix A: Default Templates