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Broadcast Server User Guide Release 2.1 (Service Pack) 16-300272 Issue 2.
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Copyright 2004-2006, Avaya Inc. All Rights Reserved Notice Every effort was made to ensure that the information in this document was complete and accurate at the time of printing. However, information is subject to change. Warranty Avaya Inc. provides a limited warranty on this product. Refer to your sales agreement to establish the terms of the limited warranty.
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Contents Preface vii Audience vii Related Documentation vii CHAPTER 1 Introduction to Broadcast Server 1 Broadcast Server Overview 2 Users 3 Subscribers and Distribution Lists 3 Alerts 4 Sending Alerts 5 BCS Interaction with Phones 5 Opening and Using the Broadcast Server Interface 6 Configuring Broadcast Server 6 Initial Configuration 7 Broadcast Server Maintenance 8 CHAPTER 2 Application Gateway and Broadcast Server Operation CHAPTER 3 System Management 9 11 Component Versions 11 Server conf
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Contents The User Page 19 User information 19 Password 19 Shared distribution list access 20 General user permissions 20 Alert access 21 CHAPTER 6 Subscriber Management 23 The Subscriber Management List 23 Quick FAQ 24 The Subscriber Page 25 Subscriber information 25 Subscriber settings 26 Distribution list membership 26 CHAPTER 7 Distribution List Management 27 The Distribution List Page 27 Automatically created distribution lists 28 List ownership 28 Sharing distribution lists 29 Quick FAQ 29 The
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Contents The Media Page 38 Uploading a media file 38 Supported graphic formats 38 Supported audio formats 39 CHAPTER 9 External Service Management 41 The External Services Management List 41 Quick FAQ 42 The External Service Page 42 CHAPTER 10 Broadcast Alert Management 45 The Alert List 45 Column Descriptions 46 Alert Types 47 Emergency alerts 47 Normal alerts 47 Background alerts 47 Quick FAQ 48 The Alert Page 49 CHAPTER 11 My Preferences 53 Changing your password 53 Set the number of alerts
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Contents PushMessage Request 59 Recipient 60 Subject, Body, Image, Audio, Button 60 Schedule 61 DistributionList Request 62 Member 62 ServerRegistration Response 63 Subscribers Response 63 PushMessageResponse Response 63 Push XML Reference 64 Character Set and Character Entities 64 XML Declaration 64 ManagePushMessage 65 ManageDistributionLists 68 ServerRegistration 69 Subscribers 69 PushMessageResponse 70 Sample ASP Pages 71 distribution_list.asp 71 schedule_message.
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Preface This preface describes who should read the Broadcast Server User Guide, how it is organized, and its document conventions. Audience This user guide is intended for administrators who will configure and use the Broadcast Server. Related Documentation For deployment and installation information for Broadcast Server, refer to the Phone Applications Suite Configuration Guide, Chapter 3, “Broadcast Server Installation.
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Related Documentation viii Broadcast Server User Guide
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Chapter 1 Introduction to Broadcast Server With Broadcast Server you can create alerts for display on the screens of your Avaya IP telephones. You direct alerts to distribution lists. The phones to receive alerts might be in reception areas and conference rooms, guest rooms, staff members’ offices, factory floors, warehouses, and so on.
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Chapter 1 Introduction to Broadcast Server Broadcast Server Overview Broadcast Server Overview Broadcast Server, a server-based application, manages alerts created by Broadcast Server users and sent to subscribers, according to rules and schedules defined by the Broadcast Server administrator and the individual alert creators. Broadcast Server users are individuals with an account on Broadcast Server. Subscribers are Avaya IP telephones. Broadcast Server requires the Application Gateway for operation.
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Chapter 1 Introduction to Broadcast Server Broadcast Server Overview Users Broadcast Server has one administrative user (Administrator) with full access to all Broadcast Server controls. The Broadcast Server Administrator can create accounts for other users who will compose and send alerts in Broadcast Server. Users log in to the Broadcast Server through Microsoft Internet Explorer from anywhere in the organization or securely over the Internet.
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Chapter 1 Introduction to Broadcast Server Broadcast Server Overview The Broadcast Server administrator can see all distribution lists while individual users can only see those lists they own and those that have been shared with them by the administrator. By default, the distribution lists created automatically from LDAP or CSV information are available only to the administrator (private).
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Chapter 1 Introduction to Broadcast Server Broadcast Server Overview Sending Alerts Creating and sending an alert is easy through the Broadcast Server. You use a Web-based interface to configure the alert, a delivery schedule, and the distribution list(s) to receive the alert. An alert can consist of plain text and/or a graphic, audio, and soft keys. BCS Interaction with Phones The interaction of Broadcast Server with an IP phone depends on the priority of an alert.
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Chapter 1 Introduction to Broadcast Server Opening and Using the Broadcast Server Interface Opening and Using the Broadcast Server Interface All administrative and user tasks are performed through a web-based interface. To open the interface, enter the following URL in a web browser: http://ipAddress/BCS where ipAddress is the IP address of the server on which Broadcast Server is running. After you enter your login credentials, the Broadcast Server home page appears.
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Chapter 1 Introduction to Broadcast Server Configuring Broadcast Server Initial Configuration In typical usage, the Broadcast Server administrator enables a select group of users to broadcast alerts to distribution lists obtained from the Application Gateway (which is synchronized with LDAP or CSV directory sources). The general configuration steps in this topic apply to that scenario. To initially configure the Broadcast Server, follow these general steps. 1.
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Chapter 1 Introduction to Broadcast Server Configuring Broadcast Server b. Media Files Media files consist of alert tones and images files. (Image files are not supported on all phones.) The system media files provided with Broadcast Server are available to all users. To make additional media files available to all users, add the files to the media library and change their owner to Administrator (shared). For more information, see “Media Management” on page 35. c.
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Chapter 2 Application Gateway and Broadcast Server Operation As shown in the following illustration, Broadcast Server communicates only with the Application Gateway. The Application Gateway provides Broadcast Server with device information and manages all communication with other servers and IP telephones. The Application Gateway also transforms alerts so that they are in the appropriate format for display and delivery to IP telephones.
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Chapter 2 Application Gateway and Broadcast Server Operation You can also configure connection information for one or more LDAP servers or CSV-formatted directory files, enabling the Application Gateway to automatically supply Broadcast Server with distribution lists. When the Application Gateway detects that an IP telephone has come online, the Application Gateway collects from the IP telephone its MAC address, which it then uses to look up the phone’s extension in the IP/DN map.
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Chapter 3 System Management The System Management page is a single location for defining all Broadcast Server control parameters and for performing system-level tasks such as temporarily disabling the system. Component Versions This section lists the versions of the various components used by Broadcast Server and its supporting software. Technical support personnel typically use this information for troubleshooting.
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Chapter 3 System Management Server configuration Server configuration Item Description Suspend BCS button Click this button to temporarily disable the Broadcast Server messaging functionality. Only use this feature if you believe that the Broadcast Server is causing a problem on your network or Communication Manager system. Run configuration wizard button Click this button to re-run the Configuration Wizard at any time.
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Chapter 3 System Management Home page tips Home page tips Item Description Tip 1 The text to display in the first blue tip box on the Broadcast Server home page. Tip 2 The text to display in the second blue tip box on the Broadcast Server home page. Tip 3 The text to display in the third blue tip box on the Broadcast Server home page. Tip 4 The text to display in the fourth blue tip box on the Broadcast Server home page.
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Chapter 3 System Management Home page tips 14 Broadcast Server User Guide
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Chapter 4 System Messages System messages are status messages that the Broadcast Server places in the database when it detects system errors. Note that these messages are not sent to subscribers or distribution lists – they are reserved for the Broadcast Server system administrator only. When you are logged into the Broadcast Server as the administrator, the system will check the messages list for any critical error messages.
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Chapter 4 Quick FAQ 16 System Messages Broadcast Server User Guide
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Chapter 5 User Management Broadcast Server users are individuals who can log in to Broadcast Server to create and manage content. The administrator’s task is to define users and assign privileges to those individuals. Privileges dictate to which distribution lists a user may send alerts, which portions of an alert that users may modify, and so on. You create and manage login IDs, user names, and passwords within Broadcast Server.
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Chapter 5 Quick FAQ User Management Icon Description The user record has been deactivated. The user will not be allowed to login to Broadcast Server. The user does not have a password assigned. Quick FAQ How do I … Description Change my filter criteria Select the filtering type from the drop-down list and enter a criteria value for the specific type (except for Show all users). Then, click the Find button. Add a new user Click the Add User button at the top of the list.
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Chapter 5 User Management The User Page The User Page User information The Active checkbox indicates whether the user record is active in Broadcast Server – that is, whether the user may log in to the system. At minimum, a Broadcast Server user must have a user ID and a name defined. You can also provide a department name or number but this information is not required for the user to be considered valid within Broadcast Server.
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Chapter 5 User Management The User Page Shared distribution list access This section allows you to select the shared distribution lists to which the user may send alerts. Note that these are not all the distribution lists in the system – only those shared among users at the discretion of the system administrator. See Distribution List Management for further information on setting up distribution lists and distribution list sharing.
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Chapter 5 User Management The User Page Allow user to add subscribers to If this option is checked, a user will be able to add distribution lists subscribers to their private distribution lists. Most non-administrative Broadcast Server users should not have this privilege assigned to them. Instead, the system administrator should create distribution lists and share them among selected users.
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Chapter 5 User Management The User Page 22 Broadcast Server User Guide
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Chapter 6 Subscriber Management Subscribers are IP telephones that can receive content posted by Broadcast Server users. A subscriber entry is created when Broadcast Server receives subscriber information from the Application Gateway when an IP telephone comes online. The Subscriber Management List The subscriber management page presents the list of subscriber records that fulfill your current filter criteria. Individual entries are displayed with helpful icons to the left of each entry where required.
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Chapter 6 Quick FAQ Subscriber Management The subscriber is not a member of any distribution lists. The subscriber’s information was changed during the last synchronization. Edit the record to view the changes and to remove the warning. Note Broadcast Server will display the name of the user who is currently logged into a device.
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Chapter 6 Subscriber Management The Subscriber Page The Subscriber Page Subscriber information The Active checkbox indicates whether the subscriber record is active in Broadcast Server – that is, whether the subscriber will receive alerts posted by Broadcast Server users. The IP Address field contains the network address for the subscriber (IP telephone).
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Chapter 6 Subscriber Management Subscriber settings Subscriber settings Subscriber settings are options set for a particular subscriber. Setting Description Types of alerts to receive Dictates the types of alerts that can be delivered to the subscriber. Emergency alerts are not subject to this setting. Set Do Not Disturb (DND) for If set, prevents alert delivery for the period specified. Emergency alerts are not subject to this setting.
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Chapter 7 Distribution List Management Distribution lists enable you to group subscribers together as recipients for alerts. These lists can be created and maintained by the system administrator. You can also configure the Application Gateway to add entries to the distribution list when an IP telephone comes online.
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Chapter 7 Distribution List Management The Distribution List Page Icon Description The distribution list item has been deactivated. The recipients on the list will not receive alerts from Broadcast Server. Alert have been sent to the distribution list. Click the icon to see the individual alerts. The distribution is automatically updated during the Application Gateway synchronization with your LDAP server or CSV directory file.
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Chapter 7 Distribution List Management Quick FAQ Sharing distribution lists Sharing distribution lists is a way to standardize on a set of distribution lists across the organization and is easy to do in the Broadcast Server. Only the system administrator can perform this function. Users can share only the lists that are owned by the Administrator user. To share a list, click the notepad icon ( ) to the left of the current owner’s name and select Administrator (Shared) from the popup window.
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Chapter 7 Distribution List Management The Distribution List Page Delete one or more distribution lists Check the box next to each record you want to delete, or check the box in the list’s title to select all records displayed. Then, click the Delete Selected button. Note that the Broadcast Server re-instates created distribution lists during its next synchronization if these are deleted.
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Chapter 7 Distribution List Management The Distribution List Membership Page A shared distribution list will also have a link titled Edit user permissions – allowing you to link to the Distribution List User Permissions page where you can select the Broadcast Server users who can send alerts to the distribution list. Note You cannot change the name of an automatically created distribution list, nor can you modify the recipients.
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Chapter 7 Distribution List Management The Distribution List User Permissions Page distribution list into one named United States along with other regional US lists. You could do the same for locations in other cites in other countries, or any combination or configuration that suits your needs. Like other screens in Broadcast Server, the records displayed on this page contain icons that show the status of an item.
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Chapter 7 Distribution List Management The Distribution List User Permissions Page This page is available from the Edit User Permissions link on the Manage Distribution Lists page if ownership of the list has been shared, as described in “Sharing distribution lists,” page 29. This page contains two columns showing on the left side Broadcast Server users that can send alerts to the list and, on the right, those that cannot. Icon Description The user record has been deactivated.
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Chapter 7 Distribution List Management The Distribution List User Permissions Page 34 Broadcast Server User Guide
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Chapter 8 Media Management Media in Broadcast Server consists of image and audio files stored on the Broadcast Server. These files are stored in media libraries maintained by the system administrator and/or individual Broadcast Server users. Not all phones support the display of images. Both image and audio files stored in the media library can be selected for inclusion in alerts.
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Chapter 8 Media Management The Media List The media list includes these sections: Note • System Images – graphics used internally by Broadcast Server (available to the system administrator only) • Shared Images – graphics available to Broadcast Server users • My Images – graphics that are owned by the current user • Other Users’ Images – graphics owned by all other Broadcast Server users (available to the system administrator only) • Audio – audio clips used internally by Broadcast Server (avail
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Chapter 8 Media Management Quick FAQ Media ownership The Owner column (available to the system administrator only) contains the name of the user who currently owns the media item. The administrator can change ownership of audio items, assigning them to another user, or sharing them among all other Broadcast Server users. Sharing media items is a way to conserve disk space usage on Broadcast Server and to standardize on a set of media across the organization.
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Chapter 8 Media Management The Media Page The Media Page The Active checkbox indicates whether the media item is active– that is, whether the item can be used by users when creating alerts. All media items must have a name and a short description, as well as a file containing the actual media. If the media item is a graphic, Broadcast Server displays a thumbnail of the original graphic below the current file name.
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Chapter 8 Note Media Management The Media Page Graphics converted to a format that can be displayed on IP phones may suffer degradation depending on the size, aspect ratio, and color-depth of the picture. For best results use a file with a resolution and color model appropriate for the IP phone screen. Supported audio formats Note File Type Description WAV Microsoft Windows wave audio format Broadcast Server is capable or converting most wave files into a format compatible with IP phones.
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Chapter 8 Media Management The Media Page 40 Broadcast Server User Guide
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Chapter 9 External Service Management External Services are network-based applications that can be launched from IP telephones. Broadcast Server allows users to link their alerts to such services in order to provide content and functionality beyond the scope of the Broadcast Server system. Such applications may include third-party products, solutions from other vendors, or applications developed internally by your IT staff.
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Chapter 9 Quick FAQ External Service Management Icon Description The service record has been deactivated. This service will not be available to Broadcast Server users when they create alerts. Quick FAQ How do I … Description Add a new External Service Click the Add Service button at the top of the list. This will open the External Service Page. Edit an External Service Click the description in the record you want to modify. This will open the External Service Page.
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Chapter 9 External Service Management The External Service Page The URL field contains the URL that will be passed to devices that allows them to access the service. Note Be aware that your IP phones must be capable of accessing the URL exactly as typed. For instance: If your IP phones cannot use DNS to resolve a URL you must enter an IP address instead of a host name in the URL.
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Chapter 9 External Service Management The External Service Page 44 Broadcast Server User Guide
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Chapter 10 Broadcast Alert Management Alerts can be created and updated by Broadcast Server users and posted to distribution lists. This section describes alert creation, modification and management. The Alert List The alert list page shows the alerts available to the currently logged-in user. Broadcast Server will display an alert to a user if a) The user is the current owner of the alert, or b) The user can send alerts to a distribution list that the alert has been sent to.
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Chapter 10 Broadcast Alert Management Column Descriptions Icon Description The alert has been disabled and will not be sent to subscribers. The alert’s delivery schedule dictates that the alert should be delivered at the current time. The alert’s delivery schedule dictates that the alert will be delivered in the future. The alert has been delivered. The alert is owned by the currently logged-in user. Click this icon to change ownerships of the alert. (Only available to the system administrator.
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Chapter 10 Broadcast Alert Management Alert Types Alert Types Broadcast Server allows users to send three types of alerts – emergency, normal, and background alerts. Emergency alerts Emergency alerts are pushed immediately, override other alerts, and are sent with barge priority. Alerts automatically “rotate” for their display duration.
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Chapter 10 Quick FAQ Broadcast Alert Management Quick FAQ How do I … Description Add a new alert Click the Add Priority alert button at the top of the list to create an alert. This will open the alert Page. Edit an alert Click the title of the record you want to modify. This will open the alert Page. Delete one or more alert Check the box next to each record that you want to delete, or check the box in the list’s title to select all records displayed. Then, click the Delete Selected button.
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Chapter 10 Broadcast Alert Management The Alert Page The Alert Page The alert page allows you to manage the content of alerts. This page is divided into sections – some may not be available depending on the privileges assigned by the system administrator. Item Description Alert active checkbox Indicates whether the alert is active. Inactive alerts are not delivered to subscribers. Title The title of the alert. This text displays in the title are of a phone’s screen.
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Chapter 10 Broadcast Alert Management The Alert Page Priority Informs Broadcast Server how it should treat the alert. Emergency alerts take precedence over Normal alerts and are not subject to subscriber settings that would prevent barge-ins. Send to the following distribution list(s) This section contains all the distribution lists to which the current user may send the alert. Top Page: Alert Text If selected, this text will be displayed on the first page of the alert.
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Chapter 10 Use audio alert Broadcast Alert Management The Alert Page If checked, indicates to Broadcast Server that an audio alert must be played on the phone when the alert is pushed to the device. The current System Audio clip in the Media Library is used for all alert audio notifications.
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Chapter 10 Broadcast Alert Management The Alert Page 52 Broadcast Server User Guide
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Chapter 11 My Preferences The Preferences page allows you to change your password as well to set preferences for how information should be displayed. Changing your password Fill out both fields and click the Save button to save your password. You can also clear your existing password if the system administrator has chosen to allow blank passwords, and you have a password defined.
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Chapter 11 My Preferences Setting the maximum list entries to display 54 Broadcast Server User Guide
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Chapter 12 Troubleshooting This section discusses common problems and possible resolutions. Common problems Issue Description/Resolution Priority alerts are not being displayed on phones as soon as they are sent Priority alerts typically take about 5 seconds to propagate to phones. This procedure may take longer to a particular phone if Broadcast Server had encountered errors with that phone in the last 2 minutes. Audio notifications sound choppy Broadcast Server transmits audio in ITU G.
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Chapter 12 Troubleshooting Common problems 56 Broadcast Server User Guide
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Appendix A Push XML API Broadcast Server communicates with the Application Gateway through the Push XML API. You can use that same interface to send alerts from other applications to IP phones. For example, you might wish to send call center statistics, sales updates, or automated IT alerts. To use the Push XML API, your application sends a request as an XML string over HTTP to the Application Gateway. The Application Gateway uses the request to compose, schedule, and distribute the alert to IP phones.
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Appendix A Push XML API Preparing the Application Gateway and an Application to Use the Push XML API Preparing the Application Gateway and an Application to Use the Push XML API To send alerts from a third-party application to IP phones through the Push XML API, you must enable the Push XML API on the Application Gateway and program the application to send XML to the Application Gateway. To enable the Push XML API on the Application Gateway: 1 Upload a Broadcast Server license to the Application Gateway.
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Appendix A Push XML API Push XML API Operation Push XML API Operation Once the Application Gateway is aware of a third-party application, it performs the following operations: • Listens for XML data from the application, including distribution lists to track for the application and alerts to be pushed. • Sends information about the devices that register with the Application Gateway to the application, as they come online or change. • Maintains distribution lists.
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Appendix A Push XML API Push XML API Operation Alert action specifies how the Application Gateway is to handle the alert: • If the alert is active, schedule and push it to the phone and also save it in the alert history list. Action = schedule. • If the alert is active, schedule and push it to the phone but do not save it in the alert history list. Action = push. • Remove the alert from the schedule and from the phone’s alert history list. Action = delete.
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Appendix A Push XML API Push XML API Operation Schedule The Schedule element is optional. If the Schedule element is not provided, the alert is pushed immediately. The Schedule element requires the following child elements: • begin_date, end_date, begin_time, and end_time: These elements specify when the Application Gateway is to start and stop sending the alert. The dates and times are based on the Application Gateway server time.
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Appendix A Push XML API Push XML API Operation DistributionList Request The Push XML API enables you to push an alert to specific devices and/or distribution lists. A distribution list is composed of subscribers, which are IP phones that have registered with the Application Gateway. When an IP phone registers with the Application Gateway, the Application Gateway notifies your application about the new subscriber, as described in “Subscribers Response,” page 63.
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Appendix A Push XML API Push XML API Operation ServerRegistration Response The ServerRegistration element is a response sent from the Application Gateway to the application after you submit the application’s URL through the Application Gateway Administration Tool. The ServerRegistration element content consists of the Application Gateway IP address and the port over which it will listen for XML strings from the application. Note See “ServerRegistration,” page 69 for a detailed explanation of the XML.
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Appendix A Push XML API Push XML Reference Push XML Reference The following topics provide a detailed description of the Push XML: • Character Set and Character Entities, page 64 • XML Declaration, page 64 • ManagePushMessage, page 65 • ManageDistributionLists, page 68 • ServerRegistration, page 69 • Subscribers, page 69 • PushMessageResponse, page 70 Character Set and Character Entities The Push XML API supports the UNICODE character set.
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Appendix A Push XML API Push XML Reference ManagePushMessage The following sample XML for ManagePushMessage and its child elements illustrates scheduling a normal alert to a distribution list named “MainFloor”. The alert includes audio and two soft keys.
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Appendix A Push XML API Push XML Reference Element PushMessage Parent Element Attributes ManagePushMessage Enumeration Description Parent of the elements that define the content, recipient, and schedule of an alert. Multiple PushMessage elements can be sent in the same HTML string. message_id priority A numeric value that uniquely identifies the alert and is used to track status. 0 Emergency alert. 1 Normal alert. 2 Background alert. action push Push to the display; do not include in alert list.
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Appendix A Push XML API Push XML Reference Element Button Parent Element Attributes PushMessage index Enumeration Description 1 Identifies the first soft key. 2 Identifies the second soft key. type dial The content of the Button element is a telephone number. url The content of the Button element is a Web URL. caption The text that appears with the soft key, up to 32 characters. The button size constraints the usable portion of the caption to about 6 characters.
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Appendix A Push XML API Push XML Reference ManageDistributionLists The following sample XML for ManageDistributionLists and its child elements illustrates creating the distribution list named “accounting” and adding several devices to that list.
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Appendix A Push XML API Push XML Reference ServerRegistration ServerRegistration is sent from the Application Gateway to the application URL specified in the Operation > Voice Office > IP Phone page of the Application Gateway Administration Tool. The ServerRegistration element provides your application with the Application Gateway IP address and port to which it should send XML strings.
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Appendix A Push XML API Push XML Reference Element Parent Element Attributes Enumeration Description dept The department associated with the device, obtained from an LDAP or CSV directory source. device_id The MAC address of the device. extn The extension associated with the device, obtained from an LDAP or CSV directory source. class The device model, such as avaya 4620. Currently not used. action add The device is a new subscriber.
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Appendix A Push XML API Sample ASP Pages Sample ASP Pages You can use the script language of your choice to generate XML code. We have provided sample Microsoft Active Server Pages (ASP) scripts to help you get started. Your application will need to generate two ASP files: One file to create a distribution list and one file to create an alert. The following topics include sample script for writing, sending, and receiving a response to a distribution list or scheduled alert: • distribution_list.
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Appendix A Push XML API Sample ASP Pages 'Load the XML into an XMLDOM object Set SendDoc = server.createobject("Microsoft.XMLDOM") SendDoc.ValidateOnParse= True SendDoc.LoadXML(xmlString) 'Set the URL of the receiver sURL = "http://192.168.1.201:9998/" 'Call the XML Send function (defined below) set NewDoc = xmlSend (sURL, SendDoc)'xmlString) 'We receive back another XML DOM object! 'Tell the user response.Write response.write response.write response.write response.
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Appendix A Push XML API Sample ASP Pages schedule_message.asp The following sample code shows how to write the XML required to create and schedule an alert, send the alert to the Application Gateway, and then send report status to the application from the Application Gateway. The image paths and IP addresses in schedule_message.asp are examples. <%@ Language=VBScript %>
<% 'Put together some XML to post off xmlString = "
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Appendix A Push XML API Sample ASP Pages 'Tell the user what happened response.Write "
XML DOC posted off:
" 'response.write SendDoc.XML & "
" response.write "Target URL: " & sURL & "
" 'response.write "XML DOC Received back: " 'response.write (NewDoc.Xml) response.write "
Send Schedule" response.write "