User manual POLYCOM WEBOFFICE - RELEASE NOTE

WebOffice Release Notes Version 7.0.1 January 2005 DOC2063G Copyright © 2004 Polycom, Inc. All Rights Reserved All text and figures included in this publication are the exclusive property of Polycom, Inc., and may not be copied, reproduced or used in any way without the express written permission of Polycom, Inc. Information in this document is subject to change without notice. This document also contains registered trademarks and service marks that are owned by their respective companies or organizations. If you have any comments or suggestions regarding this document, please send them via e-mail to info@polycom.com. Catalog No. DOC2063G Version 7.0.1 Notice While reasonable effort was made to ensure that the information in this document was complete and accurate at the time of printing, Polycom, Inc. cannot assure the accuracy of such information. Changes and/or corrections to the information contained in this document may be incorporated into future issues. Table of Contents Version 7.0.1 Package Contents .......................................................... 1 System Requirements .....................................................................................................1 Server Requirements ..............................................................................................1 Recommended Requirements ..........................................................................1 Minimum Requirements ..................................................................................2 Client Software Requirements .........................................................................2 Web Client Software Requirements .................................................................2 Meeting Conference Requirements .......................................................................3 Installing Polycom WebOffice server .................................................. 4 Activating WebOffice ....................................................................................................4 New Installation .............................................................................................................7 Update an Existing 6.X Version ..................................................................................12 Uninstalling Polycom WebOffice Server ....................................................................17 Polycom WebOffice License Upgrade ........................................................................19 WebOffice and MGC Configuration.................................................... 20 WebOffice MGC Settings ............................................................................................20 WebOffice and MGC Configuration ....................................................................21 Configuring the WebOffice Server ..............................................................................22 Configuring the MGC Unit to use an External Database Application for MGC Version 6.0 .................................................................................................................................27 Setting the External Database Access Flag ..........................................................27 Configuring the XML Configuration File ............................................................29 Configuring the MGC Unit to use an External Database Application for MGC Versions 6.01 and Higher ............................................................................................................31 Configuring IVR Message Services to Verify Participant Passwords .........................35 Version 7.0.1 - New Features List....................................................... 46 Version 7.0.1 - WebOffice General Features ..................................... 47 WebOffice Video Plug-in ............................................................................................47 Requirements ........................................................................................................48 Downloading the WebOffice Video Plug-In Software ........................................48 "View Only" Mode ........................................................................................51 Using a Web Camera or a ViaVideo Endpoint ..............................................52 Windows Messenger Integration Mode .......................................................................54 Initiating WebOffice Functionalities in Windows Messenger .............................55 Initiating Audio, Video and Data Conferences ....................................................57 Accepting a Conference Invitation in Windows Messenger ..........................58 Joining a Conference as a Dial-out Participant ..............................................59 Initiating the Conference Organizer .....................................................................61 Changing Conference and User Properties ..........................................................63 Associating an Endpoint with Windows Messenger .....................................64 Defining the Server for Windows Messenger Mode ............................................65 I Polycom WebOffice Release Notes Version 7.0.1 Creating Accounts for Window Messenger Users ............................................... 66 Using the Bulk Accounts Generator Tool ..................................................... 66 Distributing and Installing the Installation File ............................................. 68 Direct Video Call ......................................................................................................... 70 Placing a Call (Point-to-Point) ............................................................................. 70 Ending a Call ................................................................................................. 73 Answering a Call .................................................................................................. 73 Manually ........................................................................................................ 73 Missed Calls .................................................................................................. 74 Automatically ................................................................................................ 74 Dial Out ....................................................................................................................... 75 Defining the Default Dialing Settings .................................................................. 75 Modifying the Default Dialing Mode from the Conference Organizer ............... 78 Accepting a Dial-out Conference Invitation ........................................................ 82 Dial-Out Permissions ........................................................................................... 83 Selecting the Call Type: IP or ISDN ........................................................................... 86 Conference Organizer .................................................................................................. 87 Launching the Conference Organizer Window ................................................... 87 Starting a New Conference from the Conference Organizer ............................... 88 Defining the Dialing Mode from the Conference Organizer ............................... 90 Version 7.0.1 - Limitations, Corrections and Pending Issues ......... 94 Version 7.0.1 System Limitations ............................................................................... 94 II Version 7.0.1 Package Contents Version 7.0.1 Package Contents The Polycom WebOffice Version 7.0.1 software and documentation CD includes the following items: · Polycom WebOffice software: -- Polycom WebOffice Server -- Polycom WebOffice Administrator Web Support · Documentation: -- Polycom WebOffice 7.0.1 Administrator's Guide -- Polycom WebOffice 7.0.1 User's Guide -- Polycom WebOffice 7.0.1 Release Notes System Requirements Server Requirements Recommended Requirements Following are the Polycom WebOffice Server recommended requirements: · · · · · Pentium-4 1GHz and higher (dual processor recommended) 1024 MB RAM Internet Connection - LAN to router connected to the Internet at 1.5 Mbps or higher 100 Mbps PCI network adapter providing LAN connection 40 GB on disk (required for System/SW/Session, and for Offices data + spare), preferably high speed SCSI supporting 160 Mbps transfer rate (3x18GB full RAID recommended) Software -- Windows 2000 Server, Windows 2003 Server · · Environment -- Firewall protection - usually TCP port 80 (HTTP) and ICMP are to be open for inbound traffic toward the server with state-full inspection activated -- Optional - working in TCP mode port 83 1 Polycom WebOffice Release Notes Version 7.0.1 Minimum Requirements Following are the Polycom WebOffice Server minimum requirements: · Minimum Server Specs for WebOffice License levels: -- 5 Licenses - Pentium-III 700 MHz, 500 MB RAM and 10 GB hard disk with · · 512 Kbps connection -- 25 Licenses - Dual Pentium-III 500 MHz, 1 GB RAM and 40-GB hard disk with 1.0 Mbps connection -- 100 Licenses - Pentium-4 1.2 GHz, 1 GB RAM and 60-GB hard disk with RAID 0, 1.0 Mbps or higher connection -- 250 Licenses - Dual Pentium-4 2.x GHz, 2 GB of RAM and 100-GB hard disk with RAID, 1.5 Mbps connection -- 500 or more - Dual Pentium-4 with highest speed, 2 GB of RAM minimum and 20-GB install disk and 100-GB data disk with the data disk RAID 5 Striped, with 1.5 Mbps or higher connection Software -- Windows 2000 Server Environment -- Firewall protection - only TCP port 80 (or any other port the server was configured to work with) (HTTP) and ICMP are to be open for inbound traffic towards the server with state-full inspection activated Client Software Requirements Following are the Polycom WebOffice Client software recommended requirements: · · Standard Pentium-III 600 (or higher) Windows PC Software -- Windows 2000/XP -- IE 4.0 and higher / Netscape 7 and higher · Environment -- 128 MB RAM and higher -- Internet connection - 128 Kbps and higher Web Client Software Requirements Following are the Polycom WebOffice Web Client software minimum requirements: · Software -- Windows 2000/ME/XP, Mac or Linux -- Windows OS: IE 5.0 and higher / Netscape 7.0 and higher -- Mac OS: IE for Mac 5.2 and higher / Netscape 7.1 and higher -- Linux OS: Netscape 7.1 and higher · Environment -- Internet connection 2 Version 7.0.1 Package Contents Meeting Conference Requirements Following are the Polycom WebOffice configuration requirements for audio and video meetings: · Audio conference -- MGC VoicePlus or Voyant OCI -- WebCommander - optional but recommended when working with MGC unit · version 5.0 and lower Point-to-Point video conference -- ViaVideo I and II, software version 4.0 and higher / ViewStation endpoints. · ViewStation models include ViewStation FX, ViewStation EX, ViewStation FS 4000 - software version 5.1 and higher, and ViewStation VSX 7000 - software version 5.0 and higher. -- Gatekeeper (PathNavigator is recommended) - optional but recommended Multipoint video conference -- Polycom MGC version 6.1 higher -- ViaVideo I and II, software version 4.0 and higher / ViewStation endpoints. ViewStation models include ViewStation FX, ViewStation EX, ViewStation FS 4000 - software version 5.1 and higher, and ViewStation VSX 7000 - software version 5.0 and higher. -- WebCommander - optional but recommended when working with MGC unit version 5.0 and lower -- Gatekeeper (PathNavigator is recommended) - needed for IP 3 Polycom WebOffice Release Notes Version 7.0.1 Installing Polycom WebOffice server Activating WebOffice The activation key code to activate Polycom WebOffice is received directly from the Polycom Web site. The activation key code must then be entered in the WebOffice Administrator's page to activate WebOffice. This procedure must be performed prior to using WebOffice. To activate your Polycom WebOffice: 1. Access the Polycom Web site http://extranet.polycom.com. 2. If necessary, create a New User Account. If you already have a user account, log in. 4 Installing Polycom WebOffice server 3. Click the Product Activation link. The Product Activation page opens. 4. 5. 6. 7. Under Single License Number enter the License Number that is located on the back label of your WebOffice CD ROM. Press the TAB key. License number will be identified and First Time Installation checkbox will appear. Check First Time Installation checkbox and Serial Number will appear. 5 Polycom WebOffice Release Notes Version 7.0.1 8. 9. Click the Generate button and Key Code will be obtained. Open your WebOffice Administrator's tool. The Install/Upgrade License page opens. 10. In the Main Menu pane, click Install/Upgrade License. 11. In the Key Code box and the Serial Number, enter the activation key code and serial number received from the Polycom Web site. 12. Click Submit to complete the WebOffice activation. To upgrade your WebOffice license (add more offices, etc.) you must receive a new Key Code and repeat the above procedure. 6 Installing Polycom WebOffice server New Installation To install the Polycom WebOffice software package for the first time: 1. Insert the CD into the CD drive. 2. 3. From the Start menu, select Run. Enter D:/Setup, where D is the CD drive name, and then click OK. Installation Wizard Follow the on screen instructions to complete the installation process. 1. In the Software License Agreement window, select I accept the agreement and click Next to accept and continue. 2. Click Next. The Information window opens detailing your server information. 7 Polycom WebOffice Release Notes Version 7.0.1 3. Click Next. The Settings window opens. 4. The check box I want my server to be accessed from both Internet and Local Network is selected by default. This allows your WebOffice server act as both an Intranet (internal to the resident LAN) and Internet server (default installation). If this check box is cleared, the WebOffice server acts as an internal LAN server only. The next Settings window opens. 8 Installing Polycom WebOffice server 5. If you have chosen to install the WebOffice Server as an Internet server, you are prompted to enter the URL. The URL follows the format www.polycom.com. This is a typical URL structure, derived from the combination of the host and domain name. Click Next to continue. 6. 7. 8. The default port is 80. If you need to use a different port for HTTP, enter the port number. Any port can be used assuming that no other process is using this port. Enter the SMTP server address. This can be a URL or an IP number. Enter the administrator password. Re-enter your password for confirmation. This is the username for controlling the WebOffice Instant Messaging Service from the Web. This Web interface enables the server administrator to add, remove and administer offices and users. Select the target path for the installation and click Next to continue. The following Settings window opens. 9. Select the MCU that will be used to run audio conferences; MGC VoicePlus, Voyant OCI or None/Other. Click Next to continue. This option can be changed by the Administrator in the Administrator's Tool - Portal Deployment. 9 Polycom WebOffice Release Notes Version 7.0.1 The following Settings window opens. 10. Enter the WebOffice Administrator e-mail address. The administrator receives e-mail from the server every time an office is created. 11. Enter the WebOffice Support e-mail address. This is the address that will receive e-mails from users seeking support. 12. Enter the WebOffice Sender e-mail address. This is the e-mail address that is shown in the Reply To line of sent e-mails. Click Next to continue. The languages selection window opens. 13. Click Next to continue. 10 Installing Polycom WebOffice server The Ready to Install window opens. 14. Click Next to install the Polycom WebOffice server. When the installation is complete the Setup Complete window opens. 15. Click Finish to complete the installation process. You must go to the Administrator's Tool to configure WebOffice to properly run audio and video meetings. If you want to go directly the Administrator's Tool, select the Yes, I want to run the Admin tool now check box, and click Finish to complete the installation process. 11 Polycom WebOffice Release Notes Version 7.0.1 Update an Existing 6.X Version The following section describes how to update an existing 6.X version of WebOffice to version 7.0.1. To update an existing Polycom WebOffice software package: 1. Insert the CD into the CD drive. 2. 3. From the Start menu, select Run. Enter D:/Setup, where D is the CD drive name, and then click OK. Installation Wizard Follow the on screen instructions to complete the installation process. 1. The following Setup window opens, indicating that an older version of WebOffice exists on your computer. Click Next to continue with the installation. The Software License Agreement window opens. 2. Select I accept the agreement and click Next to accept and continue. 3. Click Next. 12 Installing Polycom WebOffice server The Settings window opens. 4. The check box I want my server to be accessed from both Internet and Local Network is selected by default. This allows your WebOffice server act as both an Intranet (internal to the resident LAN) and Internet server (default installation). If this check box is cleared, the WebOffice server acts as an internal LAN server only. The next Settings window opens. 5. If you have chosen to install the WebOffice server as an Internet server, you are prompted to enter the URL. The URL follows the format www.polycom.com. This is a typical URL structure, derived from the combination of the host and domain name. Click Next to continue. 13 Polycom WebOffice Release Notes Version 7.0.1 The next Settings window opens. 6. The parameters are taken from the old installation and entered by default in the fields. If you do not want to change the parameters, click Next to continue and proceed with Step 11. The default port is 80. If you need to use a different port for HTTP, type the port number. Any port can be used assuming that no other process is using this port. Enter the SMTP server address. This can be a URL or an IP number. Enter the administrator password. Re-type your password for confirmation. This is the username for controlling the WebOffice Instant Messaging Service from the Web. This Web interface enables the server administrator to add, remove and administer offices and users. The next Settings window opens. 7. 8. 9. 10. Select the target path for the installation and click Next to continue. 11. Select the MCU that will be used to run audio conferences; MGC VoicePlus, Voyant OCI or None/Other. Click Next to continue. This option can be changed by the Administrator in the Administrator's Tool - Portal Deployment. 14 Installing Polycom WebOffice server The next Settings window opens. 12. The parameters are taken from the old installation and entered by default in the fields. If you do not want to change the parameters, click Next to continue and proceed with Step 15. 13. Enter the WebOffice Administrator e-mail address. The administrator receives e-mail from the server every time an office is created. 14. Enter the WebOffice Support e-mail address. This is the address that will receive e-mails from users seeking support. 15. Enter the WebOffice Sender e-mail address. This is the e-mail address that is shown in the Reply To line of sent e-mails. Click Next to continue. The next Settings window opens. 16. To maintain your previous WebOffice customization, select I want to retain my previous customization. To install the default customization, select I want to install default customization (default). To restore a previously backed up customization, select I want to restore a previously backed up customization, and browse to the directory where the customization is saved. 17. Click Next to continue. 15 Polycom WebOffice Release Notes Version 7.0.1 The languages selection window opens. 18. Click Next to install the Polycom WebOffice server. When the installation is complete the Setup Complete window opens. 19. Click Finish to complete the installation process. 20. You must go to the Administrator's Tool to configure WebOffice to properly run audio and video meetings. If you want to go directly the Administrator's Tool select the Yes, I want to run the Admin tool now check box, and click Finish to complete the installation process. The Administrator's Tool can be accessed at anytime by entering the address of the WebOffice Admin site in your Web browser. The syntax is as follows: http:///content/Admin where is your organization's WebOffice URL. 16 Installing Polycom WebOffice server Uninstalling Polycom WebOffice Server During the installation process, uninstall files are placed in the WebOffice folder. These files are used to aid the Windows operating system in uninstalling the application. To uninstall the WebOffice Software package: 1. On the Start-Programs menu click Settings, and then click Control Panel. The Control Panel window opens. 2. Click the Add/Remove Programs icon. 17 Polycom WebOffice Release Notes Version 7.0.1 The Add/Remove Programs window opens. 3. 4. Select Polycom WebOffice Server from the list of installed software, and click the Change/Remove button. The WebOffice software is uninstalled. 18 Installing Polycom WebOffice server Polycom WebOffice License Upgrade To upgrade your existing Polycom WebOffice Server license, (add more offices, etc.), you must receive a new Serial Number and repeat the steps in "Activating WebOffice" on page 4. 19 Polycom WebOffice Release Notes Version 7.0.1 WebOffice and MGC Configuration This section explains the MGC settings for WebOffice to work with MGC version 6.01. WebOffice MGC Settings There are two WebOffice working modes with the MGC unit: · · Via WebCommander server Direct Management Mode The working mode is defined by the WebOffice Administrator in the Administrator's Tool. If your MGC Unit is version 5.0 or lower, you cannot work in MCU Direct Management mode, only in WebCommander mode. When working in the Direct Management mode, when you launch an audio or video conference running on the MGC unit, you have to configure WebOffice to work with the MGC unit. The MGC unit works with the WebOffice server as an external database application that is used for personal recognition of all conference participants and their attached endpoints. For certain WebOffice features to be enabled, such as Personal Layout, Active Speaker and Mute/Unmute, the WebOffice server must work in MCU Direct Management mode, and the WebOffice server must serve as an external database application with the MGC unit. If you work in MCU Direct Management mode without IVR Message Services, the Personal Layout, Active Speaker and Mute/Unmute features will be disabled. When an Audio or Video conference is started from WebOffice, the WebOffice server generates a list of passwords for each conference participant. These passwords are sent from the MGC unit to the WebOffice server for validation. (The password displayed in MGC Manager conference properties is different than the password WebOffice displays in the meeting.) The WebOffice server returns to the MGC unit permission to add the participants to the conference, and also send their names to the MCU. These names are also used in the MGC Manager/WebCommander applications to list the participants by their names. The participants are then added to the conference along with their names. A guest password is also generated when the conference is started. This password is displayed to the conference organizer (WebOffice owner) and to all connected participants. This password can be used by participants who are disconnected, and be given to guests to manually dial-in to the conference. Participants using the manual password to connect to the conference are identified as `guest' (without a user name). The process is as follows: 1. 2. 3. 4. 5. The WebOffice conference is started by the WebOffice client. The WebOffice server automatically generates a list of passwords for all invited buddies connecting to the conference. The WebOffice server sends a request to the MGC unit to start a conference. The MGC unit starts a conference and tells the WebOffice server the conference number. The WebOffice server sends the conference number and personal passwords to the WebOffice clients connected to the conference. 20 WebOffice and MGC Configuration 6. 7. The WebOffice clients dial to the MCU and automatically enter the passwords. The MGC unit sends back a list of passwords to the WebOffice server to identify the connected participants. WebOffice and MGC Configuration To enable the MGC unit to use WebOffice as the external database application for authentication, the following operations must be performed: 1. Configure the WebOffice server to work in Direct Management mode, and to use IVR Message Services. This is done by the WebOffice Administrator from the WebOffice Administrator's Tool. Configure the MGC unit to use the external database application. For MGC version 6.0, you must set the appropriate flag in the system configuration file, configure an XML file with details about the external database application (WebOffice server), and send the file to the MCU. For MGC versions 6.01 and higher, you must set the appropriate flags in the system configuration file. 3. Configure the IVR Message Service used by the WebOffice server. The configurations are performed using the MGC Manager. 2. 21 Polycom WebOffice Release Notes Version 7.0.1 Configuring the WebOffice Server Configuring the WebOffice server to work in Direct Management mode, and to work with IVR Message Services is done by the WebOffice Administrator from the WebOffice Administrator's Tool. To configure the WebOffice server: 1. Open the WebOffice Administrator's Tool. 2. In the Main Menu pane, click Video/Audio Parameters. 3. 4. In the Select box, make sure MCU Direct Management is selected (this is the default mode). In the MCU's List, click the Add button to add a new MCU. 22 WebOffice and MGC Configuration The Add New MCU dialog box opens. 23 Polycom WebOffice Release Notes Version 7.0.1 5. Define the following parameters: Table 1: Add New Device - MCU Field Field General Name IP Address The name of the MCU. Specify a name that clearly identifies the MCU. The IP address of the MCU. The IP address of the MCU should be obtained from your network administrator and should be identical to the one configured in the MCU during the first entry settings. The MCU login name. The default is Polycom. The MCU password. The default is Polycom. Confirm the WebOffice password. The MCU port. This number indicates the order in which the MCU will appear in the list. When MCU Hunting is set to Auto, the system searches the MCU list for the first MCU that has enough resources to run the conference. Select the template that has been configured to work with IVR Message Services. By default this is Audio + IVR. Select the template that has been configured to work with IVR Message Services. By default this is Video + IVR. Description Login Name Password Confirm Password Port MCU Order Audio Templates Video Templates IP Gatekeeper H.323 Prefix SIP Service Name SIP Prefix Dual H.323 Card Configuration External H.323 Service Name The MCU Gatekeeper address. The H.323 prefix for the MCU. The SIP service name (optional). Currently not relevant. Select this check box if there is more than one H.323 card Specify the external service name as seen in the MGC Manager. This is relevant if you have more than one H.323 card and one of them is external (using a valid IP and pointing to the Internet or other network). Specify the internal service name as seen in the MGC Manager. This is relevant if you have more than one H.323 card and one of them is internal. The range of the IP within your network. Internal H.323 Service Name Internal IP ranges list ISDN ISDN Prefix The ISDN prefix for the MCU. 24 WebOffice and MGC Configuration Table 1: Add New Device - MCU Field Field Dialing Rule Set Conference Number includes country code Conference Number includes area code Description The Dialing Rule Set for ISDN calls. This is applicable only if an ISDN prefix is specified. Specifies if the conference number includes a prefix with the country code. This is applicable only if an ISDN prefix is specified in "ISDN Prefix" above. Specifics if the conference number includes a prefix with the area code. This is applicable only if an ISDN prefix is specified in "ISDN Prefix" above. 6. 7. 8. Click Add. The MCU is added to the MCU's List. To update an existing MCU, click on the Properties link of the MCU to be used with the WebOffice server. The Update MCU dialog box opens. 25 Polycom WebOffice Release Notes Version 7.0.1 9. Select the Audio and/or Video Template that has been configured to work with IVR Message Services. By default this is Audio + IVR and Video + IVR. 10. Click Update to save the settings. 26 WebOffice and MGC Configuration Configuring the MGC Unit to use an External Database Application for MGC Version 6.0 Configuring the MGC unit to use an external database application for Polycom MGC version 6.0 consists of two procedures: setting a flag in the system configuration file, and editing an XML configuration file and sending it to the MCU. Setting the External Database Access Flag You must configure the MCU to access an external database application for validation and authentication. This is done in the file system configuration file (system.cfg). To set the external database access flag in the system.cfg: 1. In the MGC Manager application, double-click the MCU icon. Alternatively, right-click on the MCU icon, and the click Connect. 27 Polycom WebOffice Release Notes Version 7.0.1 2. Right click the MCU Utils icon, and then click Edit "system.cfg". The SysConfig dialog box opens. 3. In the Section pane, double-click the GREET AND GUIDE/IVR option. The GREET AND GUIDE/IVR flags are displayed in the Item=Value pane. 28 WebOffice and MGC Configuration 4. In the Item=Value pane, click the ENABLE_EXTERNAL_DB_ ACCESS item. 5. 6. 7. In the Edit value text box, enter the value YES. Click the Set value button to apply the new value to the system configuration file. Click OK. A confirmation dialog box opens. 8. Click Yes to confirm. Configuring the XML Configuration File The External DB Tools folder in the MGC Manager software kit contains a file named apserver.xml, which is used to define information related to the external database application. The apserver.xml file must be edited and sent to the MCU. The initial contents of the apserver.xml file are as follows: 172.22.133.41 5001 ACCORD ACCORD McuIntegration 29 Polycom WebOffice Release Notes Version 7.0.1 To configure the apserver.xml file and send it to the MCU: 1. Copy the apserver.xml file to your local disk. 2. 3. Open the file in a text editor application. Edit the values of the following elements: Table 2: apserver.xml File Configuration Element IP Port Description The IP address of the external application server. Enter the IP address of the WebOffice server. The port number used by the MCU to access the external application server. When working with the WebOffice server, use port 5001 or 1205. The user name defined in the external database application for the MCU. For the WebOffice application, the default user name is: ACCORD. The password associated with the user name defined for the MCU in the external database application. For the WebOffice application, the default password is: ACCORD. The URL of the external database application. For the WebOffice server, this is McuIntergration. Login Password Directory 4. 5. Save the new values and close the file. Send the edited apserver.xml file to the MCU using the MGC Manager: In the MGC Manager application, right-click the MCU icon, click MCU Utils and then click Send File. Reset the MCU. 6. 30 WebOffice and MGC Configuration Configuring the MGC Unit to use an External Database Application for MGC Versions 6.01 and Higher Several flags must be set in the system configuration file (system.cfg) to define information related to the external database application when configuring the MGC unit to use an external database application for Polycom MGC versions 6.01 and higher. To set the external database flags in the system configuration file: 1. In the MGC Manager application, right-click on the MCU icon. A pop-up menu opens. 2. Click the MCU Utils option, and then click Edit "system.cfg". 31 Polycom WebOffice Release Notes Version 7.0.1 The SysConfig dialog box opens. 3. 4. In the Section pane, double-click the External DB option. The External DB flags are displayed in the Item=Value pane. In the Item=Value pane, click the ENABLE_EXTERNAL_DB_ACCESS item. The item's value is placed in the Edit value text box. 5. 6. 7. In the Edit value text box, enter the value YES. Click the Set value button. Repeat steps 4 to 6 to set the values of the following flags: Table 3: SysConfig.cfg Flag Configuration Element EXTERNAL_DB_IP EXTERNAL_DB_PORT Description The IP address of the external application server. The port number used by the MCU to access the external application server. The default is 5001. The user name defined in the external database application for the MCU. For the WebOffice application, the default user name is: ACCORD. EXTERNAL_DB_LOGIN 32 WebOffice and MGC Configuration Table 3: SysConfig.cfg Flag Configuration Element EXTERNAL_DB_PASSWORD Description The password associated with the user name defined for the MCU in the external database application. For the WebOffice application, the default password is: ACCORD. The URL of the external database application. For the sample script application, the URL is: McuIntegration. EXTERNAL_DB_DIRECTORY 8. 9. Click OK. Open the SysConfig dialog box again. 10. In the Section pane, double-click the GREET AND GUIDE\IVR option. The flags are displayed in the Item=Value pane. 11. In the Item=Value pane, click the QUICK_LOG_IN_VIA_ENTRY_QUEUE item. 33 Polycom WebOffice Release Notes Version 7.0.1 The item's value is placed in the Edit value text box. 12. In the Edit value text box, enter the value NO. 13. Click the Set value button. 14. Click OK. For more details on the QUICK_LOG_IN_VIA_ENTRY_QUEUE flag, refer to the MGC Manager Release Notes, Version 6.01. 34 WebOffice and MGC Configuration Configuring IVR Message Services to Verify Participant Passwords IVR Message Services must now be configured to work with the external database. This is done from the MGC Manager. Following are instructions for configuring IVR Message Services to verify conference passwords with an external database application. To define a new IVR Message Service: 1. Connect to the MGC unit (MCU). 2. 3. Expand the MCU tree. Expand the MCU Configuration tree. 4. Right-click the IVR Services icon, and then click New IVR Service. The IVR-Global dialog box opens. This dialog box enables you to define the general parameters of the IVR Service. 35 Polycom WebOffice Release Notes Version 7.0.1 5. Define the following parameters: Table 4: IVR - Global Parameters Option Description Enter the name of the IVR Message Service. Select the language in which the Audio Messages and prompts will be heard. The languages are defined in the IVR Properties dialog box. For more details, refer to the MGC Manager User's Guide, Volume II, Chapter 2. Select Always. The MCU must work with an external database application to validate a participant's rights in the conference. The external database contains a list of participants (users), with their assigned parameters. The password entered by the participant is compared against the database. If the system finds a match, the participant is validated. Enter the number of times the participant is able to respond to each menu prompt before the participant is disconnected from the MCU or waits for the operator's assistance. Enter the duration, in seconds, that the system waits for input from the participant before it is considered as an input error. The interaction between the caller and the system is done via touch-tone signals (DTMF codes). Enter the key that will be used to indicate a DTMF command sent by the participant or the conference chairperson. Possible keys are the pound key (#) or star (*). IVR Service Name Language for IVR External Server Authentication Number of User Input Retries Timeout for User Input DTMF Delimiter 6. Click Next. The Welcome Message dialog box opens. 36 WebOffice and MGC Configuration 7. Select the Enable Welcome Message check box to define the system behavior when the participant enters the conference IVR queue. You can select whether to play a general Welcome message, a conference-specific message or wait for the operator's assistance. Table 5: Welcome Message Parameters Option Description Select None if no general message is to be played or if you want only the conference specific message to be played. Select the message to be played when the participant first connects to the conferencing service and enters the conference IVR queue. The list includes all the audio files that were downloaded to the MGC unit's memory for this Message type. If you have not downloaded the audio files prior to the definition of the IVR Service, click the Add Message File button to download the audio file now. Select this check box to enable a conference-specific message. Select the message the participant will hear when connecting to the conference. The list includes all the audio files that were downloaded to the MGC unit's memory for this Message type. If you have not downloaded the audio files prior to the definition of the IVR Service, click the Add Message File button to download the audio file now. For more details, see step 7 of this procedure. Clear this check box when working with the WebOffice server and conferences. General Welcome Message Enable Conference Welcome Message On Hold for Operator Assistance 8. To download an audio file for a specific message, click the Add Message File button next to the message type. The Install File dialog box opens. a. Click the Browse button to select the audio file (*.aca) to download. The Select Source File dialog box opens. b. Select the appropriate audio file of type *.aca using the standard Windows conventions, and then click the Open button. 37 Polycom WebOffice Release Notes Version 7.0.1 The name of the selected file appears in the Install field in the Install File dialog box. c. d. 9. In the Install File dialog box, click Yes to download the file to the MCU memory. The Done dialog box opens. Click OK to confirm and return to the IVR Properties dialog box. The new audio file can now be selected from the list of audio messages. Click Next. The Conference Chairperson dialog box opens. 10. Select the Enable Chairperson Messages check box to enable a participant to connect to the conference as a chairperson and play the appropriate messages while the participant waits in the conference IVR queue. (This is optional.) 11. Select the various audio messages and prompts that will enable the participant to identify himself/herself as a chairperson: Table 6: Conference Chairperson parameters Option Description Select the audio file requesting the participant to enter the key that identifies himself/herself as the conference chairperson. Select the audio file prompting the participant for the Chairperson password. Select the audio file requesting the participant to re-enter the Chairperson password if the participant failed to enter it correctly. Enter the key that will be used to identify the participant as a chairperson. Possible keys are: pound key (#) or star (*). Select this check box to enable the chairperson to connect to the conference as chairperson by entering only his/her chairperson password instead of entering two passwords: the conference entry password and the chairperson password. Note: The chairperson password must be different from the conference entry password. Select this check box to enable the chairperson to enter a code for billing purposes. Chairperson Identifier Request Request Chairperson Password Chairperson Password Failure Message Chairperson Identifier Key Use Chairperson Password as Conference Password Billing Code 38 WebOffice and MGC Configuration Click the Add Message File button to download the appropriate audio file to the MGC unit's memory if the files were not downloaded prior to the definition of the IVR Service, or if you want to add new audio files to the MGC unit's memory. For more details, see step 8 on page 37. 12. Click Next. The Conference Password dialog box opens. 13. Select the Enable Password Message check box. This requests the conference password before moving the participant from the conference IVR queue to the conference. 14. Select Request password for dial-in and dial-out participants. The system requests the participant to enter the conference password, and after the correct conference password is provided, moves the participant to the conference. 15. Select the various audio messages that will be played: Table 7: Conference Password parameters Option Description Select the audio file that prompts the participant for the conference password/PIN Code. This field is mandatory. Select the audio file that requests the participant to enter the conference password/PIN Code again when failing to enter the correct password/PIN Code. Select the audio file that prompts the participant to press any key. Select it for dial out. Request Password Retry Password Request digit Click the Add Message File button to download the appropriate audio file to the MGC unit's memory if the files were not downloaded prior to the definition of the IVR Service or if you want to add new audio files to the MGC unit's memory. For more details, see step 8 on page 37. 16. Click Next. 39 Polycom WebOffice Release Notes Version 7.0.1 The General dialog box opens. The General dialog box lists additional audio messages and prompts that may be played before joining the conference or during the conference. The following messages and prompts can be enabled: Table 8: General Voice Messages Message Type Description Indicates that the conference is now locked to dial-in participants. This message is played to all the conference participants. Indicates that the conference is now unlocked to dial-in participants. This message is played to all the conference participants. A message requesting the participant to enter a code for billing purposes. Indicates that the conference status has changed to secure conference. This message is played to the conference when the chairperson secures the conference and it cannot be entered by any additional participant or the system administrator/operator. In this mode, the operator cannot monitor the participants and can only terminate the conference. The conference may be secured and unsecured by the chairperson via DTMF commands. Indicates that the conference status has changed from secure conference to normal. This message is played to the conference when the chairperson cancelled the secured mode and the conference returned to its normal state. This message is played when the participant is the first person to join the conference (to clarify the silence). Indicates that a conference is locked. This message is played to a participant who wants to join a locked conference, informing the participant that currently he/ she cannot join the conference. Indicates that all participants are muted. This message is played to the conference to inform all participants that they are muted (with the exception of the conference speaker). Lock On Lock Off Billing Number Secure On Secure Off First to Join the Conference Conference Locked Mute All On 40 WebOffice and MGC Configuration Table 8: General Voice Messages Message Type Description Indicates that all participants are unmuted. This message is played to the conference to inform all participants that they are unmuted (and that the Mute All Except Me mode was cancelled). Indicates that a conference is about to end. This message is only played when the conference is about to end and it cannot be extended. A confirmation message that is played when the participant requests to mute his/her line. A confirmation message that is played when the participant requests to unmute his/her line. A help menu which is played upon a request from the chairperson. It lists the operations that can be performed by the chairperson and their respective DTMF Codes to participants requesting it. The playback can be stopped any time. The voice message that can be recorded for one Help file is limited to 30 seconds. You can have two audio files played one after the other as a single menu. The grouping of two Audio files into one help menu can be done for the Chairperson Help menu (and also for the Participant Help menu). If you configure two help menu messages, these two messages are heard in sequence as one menu. This is the first file that will be played. Note: If you intend to modify the default DTMF codes, the default voice message files for the help menus that are shipped with the system will have to be replaced with new recordings that list the new DTMF codes. The help menus are usually recorded by the conferencing service provider as voice messages and are configured like any other voice message in the system. The audio file containing additional DTMF codes that can be used by the chairperson when two help menu messages are recorded for the chairperson operation. This file will be played after the file assigned to the Chairperson Help Menu 1. The audio file listing DTMF codes that can be used by the ordinary participant. The voice message that can be recorded for one Help file is limited to 30 seconds. To overcome this limitation you can have two audio files played one after the other as a single menu. This is the first file that will be played. The audio file listing additional DTMF codes that can be used by the ordinary participant when two help menu messages are recorded for the participant operation. This file will be played after the file assigned to the Participant Help Menu 1. The audio file listing DTMF codes available to the participant/ chairperson during the Invite session. The audio file listing DTMF codes available to the participant/ chairperson who controls the voting session (depending on the configuration in the DTMF codes dialog box). Mute All Off End Time Alert Self Mute Self Unmute Chairperson Help Menu 1 Chairperson Help Menu 2 Participant Help Menu 1 Participant Help Menu 2 Invite Help Menu Voting Help Menu 41 Polycom WebOffice Release Notes Version 7.0.1 Table 8: General Voice Messages Message Type Description A message indicating that the participant cannot join the destination conference as the maximum number of allowed participants will be exceeded. Maximum Participants Exceeded 17. To assign the appropriate audio file (if one was downloaded) to the message type, click appropriate table entry. The Message Type appears at the bottom of the table and the drop-down list of message files is enabled. Click the Add Message File button to download the appropriate audio file to the MGC unit's memory if the files were not downloaded prior to the definition of the IVR Service or if you want to add new audio files to the MGC unit's memory. For more details, see step 8 on page 37 18. Select the appropriate audio file. 19. Repeat steps 16 and 17 to select the audio files for all the messages to be played during the conference. Message types to which no audio file is assigned will not be played during the conference. 20. Click Next. The Operator Assistance dialog box opens. 21. Make sure that the Enable Operator Assistance check box is cleared as the WebOffice conference is unattended and no operator is available for assistance (unless configured differently). 22. Click Next. 42 WebOffice and MGC Configuration The Roll Call dialog box opens. 23. Make sure the Enable Roll Call check box is cleared. 24. Click Next. The Video Services dialog box opens. 25. Click the Enable Video Services check box to define a video IVR Service, and enable the Click&View application. 26. Define the following parameters: Table 9: Video Services Video Services Description Select the Click&View check box to enable endpoints to run the application. Click & View requires the Audio+ and Video+ cards for operation and endpoints have to be DTMF enabled. Click&View 43 Polycom WebOffice Release Notes Version 7.0.1 Table 9: Video Services Video Services Description The Video Welcome Slide appears when an endpoint connects to a conference. Select the Video Slide file to be displayed when the participant connects to the conference. Select None if no Video slide is to be displayed. If the video slide file was not downloaded to the MCU prior to the IVR Service definition, click the Add Slide button. The Install File dialog box opens. The downloading process the similar to the downloading of audio files. For more details, see step 8 on page 37. Notes: · The Video Welcome Slide files can be downloaded to the MCU. These slides must be prepared in advance. Video Welcome Slide · Only an H.320 video participant will see the slide when entering a conference. 27. Click Next. The DTMF Codes dialog box opens. The participant interacts with the system while in the conference IVR queue or during the conference using touch-tone signals (DTMF codes) that are entered by pressing the appropriate key on the telephone/endpoint's remote control. This dialog box lists the default DTMF codes to the various functions that can be performed during the conference by all the conference participants or only by the conference chairperson. Usually a combination of signals activates a function. For example, entering *70 activates the Lock Conference feature. 28. To modify the DTMF code assigned to a function, in the Name field, click the function whose code you wish to modify. 44 WebOffice and MGC Configuration The appropriate DTMF code appears at the bottom of the list. 29. In the DTMF Code (left) field, enter the new code. 30. In the Permission (right) field, select whether this function may be used by all the conference participants or only the chairperson. 31. Click Finish to complete the IVR Service definition. The new IVR Message Service is added to the IVR Services list. The number of IVR Services defined for a single MGC unit may not exceed 30 Services. 45 Polycom WebOffice Release Notes Version 7.0.1 Version 7.0.1 - New Features List The following table details the new features available in WebOffice Version 7.0.1. Table 10: Version 7.0.1 New Features List Feature General Features Description WebOffice Video Plug-in The WebOffice Video Plug-in allows WebOffice users to use a broad variety of third party Web cameras to send and receive video steam, in addition to previously supported Polycom video endpoints in WebOffice. Additionally WebOffice users who do not have a video endpoint can receive the video stream of a WebOffice conference. Windows Messenger Integration WebOffice is available for integration with Microsoft Windows Messenger (Windows Messenger Integration mode), extending Windows Messenger's capabilities to include Polycom's multipoint audio and video conferencing. WebOffice works seamlessly with Windows Messenger and users can invite participants and start a multipoint conference directly from their instant messaging session with a click of the mouse. Direct Video Call Direct Video Call enables WebOffice users to communicate point-to-point directly with other WebOffice users without having to start a WebOffice conference. Additionally WebOffice users who do not have a video endpoint can receive the video stream of a from other non-WebOffice users. Dial Out WebOffice owners can select the dialing mode for their conference participants - dial-in or dial-out. Dial-out participants can join audio and/or video multipoint conferences with all endpoint types (both Polycom and non-Polycom) and will automatically connect to the conference. Conferences can include both WebOffice and non-WebOffice users. WebOffice Language Selection All WebOffice components are available in English, German, French, Chinese Simplified, Chinese Traditional, Japanese and Korean. Polycom WebOffice Licensing WebOffice can be registered from the Polycom Web site. WebOffice Manager Features Selecting the Call Type: IP or ISDN WebOffice users attached to a group endpoint can select their preferred call type for the conference endpoint: IP (H.323) or ISDN (H.320). Conference Organizer The Conference Organizer enables WebOffice users to manually dial-in or dial-out to conference participants. Participant's connection dialing mode can be changed and you can review the conference details in a structured manner from one window. 46