SYSTEM MANAGER MANUAL RoomWizard® II Scheduling System Lotus Domino ® ®
CONTENTS Information in this document is subject to change without notice. Reproduction in any manner without written permission of Steelcase Corporation is forbidden. Steelcase Corporation reserves the right to make changes in product design, or detail, and to discontinue any product or material without notice. RoomWizard is a trademark of Steelcase, Inc. All other registered trademarks and trademarks used herein are the property of their respective owners. Order number 10-0003136 ©2010 Steelcase Inc.
CONTENTS Continued 81 HOW TO USE A ROOMWIZARD WEB PAGES 81 Web page features 84 Making a simple reservation 87 Making an advanced reservation 89 Reservation options 100 Finding an existing reservation 102 Finding an available room 103 Changing or deleting a reservation 105 CREATING ROOMWIZARD REPORTS 105 Download the RoomWizard Reporting Tool 106 How to create reports 113 TECHNICAL SUPPORT 114 FCC COMPLIANCE 115 WARRANTY 116 Appendix to the RoomWizard Warranty Statement 117 I
ABOUT ROOMWIZARD ABOUT THIS MANUAL RoomWizard adapts to a variety of corporate environments. This manual describes how to set up and use RoomWizard and connect it to Lotus® Domino®. POWER AND DATA REQUIREMENTS • Each RoomWizard requires a Power-over-Ethernet (PoE) 802.11af/t switch or a network connection with a Power Injector. • 10baseT or 100baseT Ethernet • A web browser is required to access the web-based room reservation system.
LDAP If your RoomWizard system operates in classic mode and you are configuring access to your network SMTP server, then you can also provide classic mode users with the ability to validate and look up email addresses from the corporate address book with access to your network LDAP server. See “RoomWizard Settings” on page 53. With LDAP support, RoomWizard enables users to type partial names and validate the names similar to many popular email programs.
ROOMWIZARD GROUPS RoomWizards in a group collaborate or federate to provide a systemwide view. Creating RoomWizard groups simplifies configuration and dramatically reduces the time needed to implement room changes or firmware updates. Creating groups of RoomWizards enables these specific functions: • System managers can simultaneously apply configuration options to each RoomWizard in a group.
ROOMWIZARD SETUP ASSIGN AN IP ADDRESS TO EACH ROOMWIZARD that each RoomWizard has a unique IP address and optional hostname. Almost all using RoomWizard’s build-in web pages. WHAT YOU’LL NEED BEFORE STARTING At least one RoomWizard installed and connected to the network. STEP 1: ADD EACH ROOMWIZARD TO YOUR NETWORK address so it can add it to your network. Choosing an IP address for each RoomWizard is the same as you would for any other device on your network.
3 DHCP 1 Press and hold the “About” button on the RoomWizard’s front panel 4 Select “Don’t use DHCP” on the Network Settings screen. 2 Enter the default system manager password: 79201 (this password is case sensitive). You can change the default system manager password at any time. See “RoomWizard Settings” on page 53. 3 5 Enter an IP address using the keypad. 4 Make a note of the MAC address that appears on the Network Settings screen. You will use it to create a DHCP reservation. 6 Press “Ok.
5 Select “Use DHCP.” NOTE If you entered the RoomWizard’s address manually, your computer must be on the same subnet as the RoomWizard. 2 Click “RoomWizard Setup.” DHCP must provide an IP address, gateway, and domain name or the RoomWizard will reject the DHCP settings. If the RoomWizard rejects the DHCP settings, it will adopt a default static address. You can use this default or another static address to access the RoomWizard’s web-based setup pages and enter DHCP settings manually.
1 Go to Device > Network and configure the network settings. To learn more about network configuration setting options, see “About the Network Configuration Settings” on page 17 and “Configuring RoomWizard for Secure Servers” on page 18. 2 Click “Save on THIS Wizard.” About the Network Configuration Settings • If you use DHCP to acquire IP addresses and DNS to resolve a hostname for each IP address, create an address reservation in your DHCP server using the MAC address for each RoomWizard.
Use a class “C” setting for maximum security. The class C setting is 255.255.255.0. • 2 Click “RoomWizard Setup.” The Default Gateway is the IP address of the router or gateway that provides internet access. (This could also be a server address.) automatically by DHCP, or you may assign it here manually, if “Use DHCP to get these” is not selected. • Enter the address of the local DNS server.
4 Go to Firmware > Configure SSL and enter the domain name, company name, division name, city, state, and country. 9 Click the “Browse” button and navigate to the certificate text file just created. 10 Click “Save on THIS Wizard.” If an error message appears while uploading the certificate file, open the certificate file and enter two empty paragraphs at the end of the file. Save the file and upload it again. 11 After the certificate is uploaded, click the Device > Security tab.
CUSTOMIZE GRAPHICS ON FRONT PANEL You can upload an optional image that will appear in the title bar of all web pages and a second image that will appear on the RoomWizard touch screen. Go to the Device > Logo tab and follow these image guidelines. STEP 2: SET UP GROUPS OF ROOMWIZARDS Before configuring RoomWizard groups, consider the simplified maintenance and strategic opportunities that groups provide. See “RoomWizard Groups” on page 8.
2 Go to the Setup pages for the gateway RoomWizard. 5 Click “Add.” 6 Enter the IP address and click “Add” for each RoomWizard you want to include in this group. 3 Click “Group” in the menu bar and go to the “Members” tab. Each time you add an IP address, the gateway RoomWizard contacts the newly added RoomWizard to obtain its Room Name and Room Location. If the added RoomWizard has not yet been configured, this information will be added after it is configured.
7 Click “Synchronize Group Membership” when the list of group members on the gateway RoomWizard is complete. You can use your DNS to resolve the group virtual hostname to an IP address or assign one RoomWizard to be the virtual host. We recommend that the group’s virtual hostname be a separate hostname, distinct from the hostnames given to the individual RoomWizards. Configure a group name and virtual hostname with DNS 1 Set up a virtual host name in your DNS.
This causes the RoomWizard to query your DNS to learn which RoomWizard in the group is going to host the GroupView page. 1 Go to the Setup > Group > Name page of any RoomWizard in the group. This will become the host RoomWizard. 6 Click “Save on ALL Wizards” to ensure that all RoomWizards in the group know which access address is being used. 2 Enter a Group Name. The gateway RoomWizard will display a confirmation page while all other RoomWizards in the group reboot.
LINK TO OTHER GROUPS If you are configuring a RoomWizard system that includes more than one group, you can link some or all of the groups together. Linked groups appear in a drop-down menu on the GroupView web page. 1 Go to the Setup > Group > Links to Other Groups page of any RoomWizard in the group. RE-SYNCING GROUP MEMBERSHIPS Every member of a RoomWizard group must have an identical list of group members. If there is any discrepancy, the entire group is considered out of sync.
3 Click “Synchronize Group Membership” to copy the correct list to all members of the group. BEGIN FIRMWARE UPGRADE 1 Go to the Setup > Firmware > Upgrade page of the RoomWizard you wish to upgrade. You must log in as an administrator. STEP 3: VERIFY FIRMWARE Steelcase periodically releases firmware upgrades for RoomWizards. Now is a good time to verify that your RoomWizards have the latest firmware release.
3 Select the check boxes if you want RoomWizard to back up and restore room reservation and configuration information. RoomWizard Synchronization Software for Lotus Domino is the connector software for RoomWizards and Domino Servers. A single installation of the synchronization software is capable of handling communication for all RoomWizards simultaneously.
The HTTP task must be added to the ServerTasks line of the Notes.ini file. The server home page should be accessible from any browser within the Domain by typing in the FQDN or IP address. See the Lotus Administrator’s help database to configure the Domino HTTP server. “Manager” access to every database on the server, including mail files. Implement the RoomWizard Domino Synchronization Software by signing the agent with one of these IDs.
• Find your mail template. Ask your Domino administrator which mail file is currently used. • Select “Database - Manage ACL.” -- Right • Click “Add.” -- Sign… “[RoomWizard Synchronization Soft-ware/Your Domain]” including the brackets. -- User Type: “Person.” -- Access: “Reader.” -- Deselect all check boxes that can be deselected. • Click “Ok.” 4 Update the ACL in the synchronization software database to include “RoomWizard Synchronization Software/Your Domain” as “Designer.
• 40 Add the server’s hierarchical name to the ACL as “user type = server” and “access = manager.” Also add any other groups such as “Administrators” with appropriate access levels. It is recommended that default access be set to “No Access,” but “Reader” access will allow the RoomWizard to connect without an access account in the synchronization page.
• From Domino Administrator, go to the “Configuration” tab for the current server. Within the “Current Server Document,” go to the “Security” tab. Be sure that the hierarchical name of the ID that signed the RoomWizard Domino Synchronization Software database and domain servers appears in the “Run restricted LotusScript/Java Agents” field either by name or via inclusion in a group.
2 Click “RoomWizard Setup.” Each RoomWizard needs to be set up with the URL of the synchronization software, the user ID and password of the access account, and the mailbox ID and password for the room it synchronizes with. The URL of the synchronization software, and the user ID and password of the access account can be the same for a group of RoomWizards. You can apply these settings to an entire group of RoomWizards or you can set up the room ID and password for each RoomWizard individually.
4 Go to the “Room” tab and enter the room name and site name in the “Room Name” field. This entry must exactly match the name in the Resource Reservation database, e.g. Executive Briefing Room/New York. This room and site name will appear on the RoomWizard touch screen. 8 In the “Server Access” field, enter the Base URL for the server. If the synchronization software was installed in the root Domino 6.x data directory, use http://dnsservername.mycompany.com/ rwconnector_3.8.7.nsf/connector?openagent.
• The “Domino LDAP Server Task” is optional, running, or added to the Notes.ini file. This is for operating in classic mode and retrieving and checking email addresses. • From the RoomWizard Administrative pages, go to Device > Email tab. 12 Select “Save on THIS Wizard.” If successful, the top of the browser page will display the synchronization software name and version. 13 Under “Calendar Access,” enter the name of the room in the “Room Identifier” field.
To enable One-Click Publishing: 1 Go to Room > Whiteboards. (If using firmware version 3.2 or higher, this is found in Room > Facilities.) NOTE To display attendee information on the RoomWizard front panel or use One-Click Publishing, the user’s mail files must be accessible to the account by which the synchronization software was signed. Troubleshooting Lotus Domino set up The RoomWizard Domino Synchronization Software is not synchronizing with the Domino server.
Additional Help Resources Please call technical support for assistance or to arrange for webbased delivery and installation of the synchronization software. See Technical Support on page 113. Connector Test XML is available for troubleshooting synchronization software. If an error occurs during testing, select “view source” from the file menu. Contact technical support if the error is not clear. See Technical Support on page 113.
Device > Security enables you to change the password needed to access the RoomWizard Setup pages. The default password is: 79201 (this password is case sensitive). You can also enable Steelcase.com:390). Port 389 is the default, if no port address is designated. Device > Email enables you to specify the SMTP and LDAP servers used for RoomWizard email functions. If LDAP support is available, choose the LDAP Search Attributes used. - Enter the LDAP username required to access your LDAP server.
• • Check the Enable Start button to require a user to verify that he or she has shown up for a meeting. Select the Start Early function to allow users to start a scheduled meeting early, if the room is available, by pressing the “Start Early” button on the front panel. ROOM SETTINGS Settings available under Setup > Room relate to the room associated with the RoomWizard or to the room reservation options for the RoomWizard.
Configure the One-Click Publishing option by adding the internal web server address for the CopyCam whiteboard(s) associated with this meeting room. If the whiteboard is not reachable on the network, this page displays “Unavailable.” There is no limit to the number of whiteboards you can add to one RoomWizard. Room > Picture enables you to add a link to a photo or other graphic that appears on this RoomWizard’s homepage.
Room > Usage enables you to export a subset or all of the reservation data to the desktop of the computer you are using. You can also choose to export the data in a format compatible with the RoomWizard Reporting Tool. SET UP SERVICES Grayed-out fields always appear on any reservation form. 60 • You can choose to make Host or Purpose a required field. • If you add a field to the simple registration form, it is automatically added to the advanced registration form.
To set up a service menu in RoomWizard: 5 Select Enable service to enable it. Deselect it to disable it. 1 Go to Setup > Services > Management. 6 Select “Use cost center” to require users to enter a cost center number before requesting the service. 2 Select Enable service. 3 Enter a name for the service. 4 Click “Edit” to edit service options. 62 RoomWizard | SYSTEM MANAGER MANUAL 7 Enter the email address associated with the service.
9 Enter the service menu. This is the form users see when reserving a room. A text-based form requesting catering services could look like this: This example shows how the HTML service menu option enables you to create any type of HTML command. This can be used to link to additional online menus, for example. 10 Click “Save on THIS Wizard” or “Save on ALL Wizards.” This example shows how the free-text edit box enables a user to express their exact needs for the meeting.
BACKING UP DATA Regular backups of each RoomWizard are recommended to preserve reservation data. Each RoomWizard stores all the reservation data for the meeting room it is near. RoomWizards do not cache or distribute each other’s data. They request it from each other on a real-time basis. This keeps the RoomWizard federation mechanism simple and very reliable. If you do not have a backup server that supports FTP and do not want to set one up, you can choose to backup a RoomWizard to another RoomWizard.
RESTORE DATA FROM A BACKUP 1 Go to the Setup > Backup > Restore page on the RoomWizard you want to restore. TROUBLESHOOTING SETUP RoomWizards can be operated in a wide variety of configurations and in an almost unlimited number of network environments. This section will help you troubleshoot potential problems. Almost all problems with RoomWizard installations are related to network connectivity or group configuration. It is a good idea to eliminate these possibilities first.
PROBLEMS WITH GROUP CONFIGURATION OTHER PROBLEMS If you see strange behavior in the GroupView web page (for example, certain rooms are missing intermittently), you should suspect that the group configuration is inconsistent among the RoomWizards in the group. The rooms you see in the GroupView page depend on which RoomWizard is serving up the GroupView page—which RoomWizard is the virtual host.
ANNOUNCE ROOMWIZARD SYSTEM TO STAFF The following sample email suggests how a facility manager might announce installation of a new RoomWizard system and get coworkers up and running on the system. Customize this sample email as appropriate. Subject: Scheduling meetings just got easier… You may have seen digital displays being placed throughout our office. They are called RoomWizards, and they will make scheduling and managing meeting rooms much easier for everyone.
NOTE These buttons may not appear on all systems. A RoomWizard also indicates a room’s availability quickly, even from a distance. If a room is in use, the RoomWizard LED status lights are red. Green indicates the room is available. To view information about any reservation in the timeline: 1 Press a red block of time. RoomWizard shows you the meeting host and purpose as they were entered. You can get more information if you press the “Details” button. See “Getting Room and Invitee Details” on page 76.
If you do not press the “Start” button within an allotted amount of time, the reservation is abandoned and the room becomes available for others to use. To view the invitees for the current reservation: 1 Press “Details” on the touch screen.Press “Invitees.” If you miss your meeting start time and still need to use the room, press the red block on the timeline associated with the abandoned meeting. The reservation and “Start” button will reappear. Press the “Start” button to restart the meeting.
If you complete a meeting early, you can end the reservation and free up the room for others to use. To end the current reservation before the specified end time: RoomWizard displays the current reservation end time and buttons labeled “+” and “-.” Press “+” or “–” to add or remove time from the current reservation. 1 Press “End” button on the touch screen. 2 Press “Ok” to adjust the reservation or “Quit” to return to the current reservation without making any changes. 2 Press “Yes” to confirm.
HOW TO USE ROOMWIZARD WEB PAGES To claim an available room for immediate use: 1 Press “Use Now” on the RoomWizard touch screen. RoomWizard web pages enable you to make, change, and delete reservations from any computer connected to the same local area network (LAN). You can access a RoomWizard’s web page using any common web browser with Windows®, Macintosh®, or other operating system. 2 Enter the reservation end time by pressing the “+” or “–” buttons to adjust the default end time. 3 Press “Ok.
WEB PAGE MENU OTHER GROUPS OF ROOMWIZARDS Your system manager may create groups of RoomWizards and link several groups for easy access from the web page. If the web page is for a group of RoomWizards, you will see a room name and a timeline for each room in the group. The menu is the blue horizontal bar immediately below the logo. The menu appears on every RoomWizard page and enables you to navigate between the Reservation, Find, Help, and About pages. The first page you see is the Reservation page.
You can click on almost any part of a timeline. • Click the room name to view a description of the room’s features, facilities, location, and a photograph of the room, if available. This is the room’s home page. It includes the reservation timeline for that room only. You cannot see other rooms in the same group. • Click a blue part of the timeline to reserve the room for the selected date and time. See “Making a Simple Reservation” on page 84.
The purpose appears on the RoomWizard outside the meeting room during the meeting. 6 Enter the Host associated with the reservation. The host appears on the RoomWizard outside of the meeting room during the meeting. 7 Adjust the reservation start or end time, if necessary. 8 Click “Save” to save the reservation or “Quit” to cancel the reservation. NOTE The reservation is not made until you click “Save.
To use the advanced reservation form: 1 Click an available (dark blue) time in the room’s timeline. RESERVATION OPTIONS You may not see all the options described below, or they may be set as required on your system. PURPOSE AND HOST Enter one or two words in the “Purpose” field to explain what the meeting is about. For example, “Project Meeting,” “Sales Lunch” or “Training Session.” 2 If the simple reservation form appears, click the advanced reservation link.
HOST EMAIL INVITE PEOPLE Enter an email address in the “Host email” field to send the host: • • An automatic reminder email about the pending reservation, including a link to the RoomWizard reservation web page. See “Send Reservation Details to Attendees” on page 94. Meeting notes captured on CopyCam whiteboards, if the One-Click Publishing option is enabled. See “Send Captured Whiteboard Notes to Attendees” on page 94.
1 Click “Add.” If there is more than match for a name or email address, a dialog will list the possible matches. Select the correct name or address and click “Save.” 2 Select a name from the corporate email database. 3 Click “Add.” If no names or addresses match what you typed, RoomWizard will display a scrolling list of everyone in the company database. Select the name or address of the host or invitee and click “Save.
SEND RESERVATION DETAILS TO ATTENDEES If a meeting room is reserved but not being used, RoomWizard can email the “Host” and “Invited people” a link to the reservation web page where they can view the reservation details. To have RoomWizard automatically email a reminder that includes reservation details to invitees and the host, check the box “Send reservation details to attendees.” To learn the name of the room administrator: • Press “Details” on the touch screen, then press “Room.
NOTE A room is not reserved until you click the “Save” button. If another person saves a reservation while you are in the process of completing a reservation form, RoomWizard displays a reservation conflict when you save your reservation. RoomWizard saves on a “first come, first serve” basis. USER-DEFINED TEXT FIELDS Your system configuration may contain up to three additional custom text fields. PHONE The “Phone” field enables you to provide a contact phone number.
To make changes to a password-protected reservation: 1 From any computer on the network, enter the RoomWizard address in a web browser. 2 Navigate to the room and date of the meeting. 3 Click on your reservation in the timeline. 4 Enter the password. You can now view or change the meeting information, including the password. When you save your room reservation, RoomWizard emails your request(s) to the service provider(s).
RoomWizard will attempt to make all the reservations you requested. If it finds no conflicts with existing reservations, the reservations are saved. If schedule conflicts occur, RoomWizard saves the reservations that are available and provides a report of the dates with conflicts. You can then schedule room reservations individually for those dates. NOTE If you create alternate reservations for the recurring reservations with conflicts, those reservations are distinct and separate.
FINDING AN AVAILABLE ROOM Use the “Find available rooms” option to find an appropriate room when you need it. You can enter reservation criteria and receive a list of available rooms in the selected group that meets your criteria. • A room that holds at least or at most a certain number of people (capacity). • Keywords about a room’s location.
CREATING ROOMWIZARD REPORTS To change an existing reservation: 1 Locate your reservation on a timeline and select it. • Enter the reservation password, if necessary. • If the reservation is a recurring reservation, select “just open this occurrence,” or “open all occurrences.” 2 Edit the reservation. You can: • • • RoomWizard provides statistics and trends on how meeting rooms are actually used. You can obtain a comma delimited (CSV) report from the RoomWizard setup pages.
NOTE When you upgrade the RoomWizard firmware, download the RoomWizard Reporting Tool that corresponds to that firmware release. 2 Go to Room > Usage. Select the date range to report on. To get a report for only this room, click “Export from THIS Wizard.” To get a report from all rooms in the group, click “Export from ALL Wizards.” HOW TO CREATE REPORTS DOWNLOAD USAGE REPORT 1 Go to the homepage of the desired RoomWizard report. Click on the RoomWizard Setup link and enter the system manager password.
NOTE • To generate a report on multiple RoomWizard groups at once, upload additional files by clicking on the “To upload additional files click here.” link. Number of RoomWizards shows the number of RoomWizards represented in the usage file(s). • Graph Options 3 Select the data to report on in the Graph Options section. 4 Select the desired Graph Style. 5 Select a date range from the available dates.
GRAPH DATA ASSUMPTIONS AND CALCULATIONS • Some graphs rely on calculating the total available meeting time available during the date range chosen. • The business day is nine hours and does not include weekends. If the used time exceeds nine hours, the actual time is used. • If a reservation exceeds one day, nine hours per day is used for the calculation. For example, a meeting from 8 a.m. Monday until 5 p.m. Tuesday would be considered 18 hours.
TECHNICAL SUPPORT REPORTING TOOL ERROR MESSAGES Front Panel Availability Error messages about front panel availability are related to the “Adjust,” “End,” and “Use Now” buttons on the RoomWizard touch screen. If you are not able to adjust meetings, end meetings early, or grab a room with the “Use Now” button, front panel operations are disabled. Upgrading RoomWizard An error message about RoomWizard firmware may appear when loading data into the reporting tool.
FCC COMPLIANCE This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications.
INDEX APPENDIX TO THE ROOMWIZARD WARRANTY STATEMENT A Details button 76 About menu 74 DHCP 10, 11, 13, 17 Access 37 DNS 4, 27 PRODUCT BRANDING AND WARRANTY Accounts limited access 36 Domino administrator 39 calendar and scheduling 35, 50 configuring 42 HTTP process 35 requirements 35 troubleshooting 51 RoomWizard is branded and sold as a Steelcase product, but delivered by PolyVision, a wholly owned subsidiary of Steelcase, Inc. The RoomWizard Warranty is offered and executed by Steelcase.
INDEX G M R Group accessing 9 configuring 23, 70 links to other groups 8, 9 members 23 naming 26, 27, 28 problems 70 remove a RoomWizard from 25 MAC address 17 Rebooting 7 Mail server integration 5 Recurring meetings 99 Management 58, 61 Reporting tool 105 Meeting host 89 purpose 89 reminders 90, 94 Reporting tool errors 112 Groups of rooms 83 Meeting options 82 H N Help 52, 82 Name/Location 57 Home page 81 Network access 9, 10, 81 configuring 15 connectivity issues 69 settings 17 speed 5
INDEX T Technical support 113 Telephone 96 Timeline 83 Time zone 53 Troubleshooting 51, 69 U Upgrades, firmware 32 Usage 61 Use now 73, 83 User-defined text fields 97 V Virtual host for groups 26 Virtual host name 26, 27, 28 Volume 55 W Web-based configuration 14 Web page calendar 82 menu options 82 120 RoomWizard | SYSTEM MANAGER MANUAL LOTUS DOMINO | RoomWizard 121
? TECHNICAL SUPPORT USA and Canada, contact Steelcase USA Technical Support: PHONE 1.800.334.4922 24-hour support Monday through Friday EMAIL techsupport@steelcase.com WEB www.steelcase.com Europe, Middle East, and Africa, contact Steelcase EU Technical Support: PHONE Austria, Benelux, Scandinavia, France, Germany, Ireland, Italy, Portugal, Spain, Switzerland, UK, call +800 0 1111 22. All other countries, call +33 3 88 13 3636. Monday through Friday, 7:30 a.m. to 7:30 p.m. Central European Time.
