Polycom® CMA™ System Web Scheduling Guide 5.
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Contents Contents 1 Polycom® CMA™ System Overview . . . . . . . . . . . . . . . . . . . 1 Scheduling Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Log Into the Polycom CMA System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 General Scheduling Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Scheduling Participants and Endpoints . . . . . . . . . . . . . . . . . . . . . . . . . .
Polycom CMA System Web Scheduling Guide Manage a Participant’s Endpoint During a Conference . . . . . . . . . . . . . . . 34 View a Participant’s Details During a Conference . . . . . . . . . . . . . . . . . . . . 35 Terminate an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Delete a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 4 Advanced Scheduling Operations . . . . . . . . . . . . . . . . . . .
1 Polycom® CMA™ System Overview This chapter provides an overview of the Polycom® Converged Management Application™ (CMA™) system and includes these topics: • Scheduling Overview • Log Into the Polycom CMA System • General Scheduling Information — Scheduling Participants and Endpoints — Bridge Selection and Cascading — Bridge Scheduling and Reassignment • Field Input Requirements — Field Input Requirements — Filter and Search a List • Change Password • Log Out of the Polycom CMA System Scheduli
Polycom CMA System Web Scheduling Guide Log Into the Polycom CMA System To log into the Polycom CMA system web interface, you need: • Microsoft Internet Explorer® 6.0, 7.0 or 8.0, Mozilla FireFox® 3.5 or 3.6, or Apple Safari 3.2 or 4.0 • Adobe® Flash® Player 9.x or 10.0.x • The IP address or host name of the Polycom CMA system server and your username, password, and domain. You get three opportunities to enter the correct password. After three failed attempts, the system returns an error message.
Polycom® CMA™ System Overview Scheduling Participants and Endpoints When you schedule conferences, you select the participants you wish to join the conference from your endpoint directory. Depending on your system configuration, your endpoint directory may be the enterprise LDAP directory or the Global Address Book. It may also include Guest Book entries. For participants that have multiple endpoints registered with the Polycom CMA system, the system selects the participant’s default endpoint.
Polycom CMA System Web Scheduling Guide In some respects, a cascaded conference looks like a single conference, but it is actually two or more conferences on different bridges that are linked together. The link is created by a dial-out from one conference to a second conference via a special cascaded entry queue.
Polycom® CMA™ System Overview • If the Polycom CMA system cannot find another bridge with the features and capacity needed to support a conference, the conference fails to start. The system does not attempt to modify the conference settings in any way. Instead, the system sends an email to notify the conference organizer of the failure. • The system will chain bridge reassignments.
Polycom CMA System Web Scheduling Guide However, if the Polycom CMA system is integrated with an Active Directory, the Polycom CMA system uses the LDAP search function for searches of the directory. LDAP searches are prefix-searches that include an appended wildcard. In this case, when you enter a search string, the system looks for that search string only at the beginning of the indexed fields.
Polycom® CMA™ System Overview Change Password Local users of the Polycom CMA system must change their passwords every 90 days. Access rules for enterprise users is managed by Microsoft Active Directory. To change your system password 1 Click Settings in the top-right corner of the page. 2 Click Change Password. 3 Enter your Old Password. 4 Enter a New Password. This password must be at least 8 characters long. 5 Confirm the new password and click OK.
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2 Conference Scheduling Overview This chapter describes the scheduling and conference views, navigation, and commands of the Polycom CMA system.
Polycom CMA System Web Scheduling Guide The Conference views have these sections. 10 Section Description Views The views you can access from the page. Conference Actions The set of available commands. The constant commands in the Conference views are: • Refresh —Use this command to update the display with current information. • Add —Use this command to create a new video and/or audio conference. Conference List The context-sensitive Conference list for the selected view.
Conference Scheduling Overview Conference Views—Future and Ongoing When you log into the Polycom CMA system with Scheduler Permissions, you see the Conference and User menus and the Future view is displayed. You can also select the Ongoing view. The Conference list in both the Future and Ongoing view has these fields.
Polycom CMA System Web Scheduling Guide Field Description Conference Name The system- or scheduler-assigned name of the conference. By default, the system assigns a conference name and appends the day and date to that name. The scheduler can change the system-assigned name. Start Time The user-assigned start time for the conference. The system appends the time difference between the local time and the standard time. Bridge If applicable, the user-assigned bridge for the conference.
Conference Scheduling Overview State Description Declined Conference Applies only to conferences scheduled through the Polycom Scheduling Plugin for Microsoft Outlook. This state indicates that most participants did not accept the conference invitation. Conference End Warning The conference is ending, i.e., it is in its last five minutes unless someone extends it.
Polycom CMA System Web Scheduling Guide The Guest Book has these fields. Field Description Name The guest’s first and last name. Email The guest’s email address. The system validates the email structure only. Location The location of the guest’s endpoint system. This is a free-form entry field that the system does not validate. Number (Optional) The ISDN phone number for the user.
Conference Scheduling Overview Field Description First Name The guest’s first name Last Name The guest’s last name Email The guest’s email address. The system validates the email structure only. Location The guest’s location of the guest’s endpoint system. This is a free-form entry field that the system does not validate. Dial Type Specify the protocol that the guest’s endpoint supports; either IP (H.323) or ISDN (H.320).
Polycom CMA System Web Scheduling Guide Note The Extension field in this dialog box cannot be configured. 4 If the guest has an ISDN (H.320) endpoint and a modified dialing number (with a prefix or postfix): a Click Use Modified Dial Number. b Configure these settings: Field Description Number The participant’s phone number. MCU Service Choose from the list of MCU services defined on the MCUs that the Polycom CMA system has registered.
Conference Scheduling Overview Edit a Guest in the System Guest Book To edit a guest in the system Guest Book 1 Go to User > Guest Book and select the guest of interest. 2 Click Edit Guest. 3 Change the Guest Information section and endpoint information sections of the Add New Guest dialog box, as needed. For more information about these fields, see “Add a Guest to the System Guest Book” on page 14. 4 Click OK.
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3 Conference Management Operations This chapter describes the Polycom® Converged Management Application™ (CMA™) system conference management operations.
Polycom CMA System Web Scheduling Guide To make the conference recurring: 3 a Click Recurrence and in the Appointment Recurrence dialog box, set: » Recurrence frequency (Daily, Weekly, or Monthly) » Recurrence day (Sunday through Saturday) » Recurrence range (Start date and End After occurrences or End by date) The maximum number of recurrences is 365. b Click OK. For a Video conference, you can change the template by clicking Default Template and selecting a different template.
Conference Management Operations b In the Add From Guest Book dialog box, select the guest’s name from the list. The guest’s name appears in the underlying Selected Participants and Rooms list. c 8 Polycom, Inc. Repeat step b to add all participants from the Guest Book and then click Close. To add new guest participants (participants not available from the local directory, enterprise directory, or Guest Book): a Click Add Guest.
Polycom CMA System Web Scheduling Guide » If you select Dial Out and a Dial Type of ISDN and the system does not need to use a specific dialing prefix to call the guest, select the appropriate Country and enter the guest’s Area/City Code and phone Number. f Select Save to Guest Book to have this guest participant added to the system Guest Book. g Click OK. The guest’s name appears in the Selected Participants and Rooms list.
Conference Management Operations • If the Lecturer or Video Chairperson features are not available, then either you do not have permission to implement these features or the selected template does not support these features. • To be assigned Lecturer, a participant must have a manageable video endpoint. 12 If you have advanced scheduler permissions, now is the time to edit conference settings and make bridge selections. For more information, see “Advanced Scheduling Operations” on page 39.
Polycom CMA System Web Scheduling Guide If you select a recurring conference, a dialog box appears asking if you want to edit all conferences in the series or just the selected one. Make the appropriate choice and click Edit. 3 The conference scheduling page appears. For a Video conference, you can change the template by clicking Default Template and selecting a different template. 4 5 • Conference templates provide default conference settings.
Conference Management Operations Copy a Conference Future, ongoing, or past conferences can be copied as a template for a future conference. To copy a conference 1 Go to the appropriate conference view. 2 Select the conference of interest and click Copy 3 If you used a template other than the default when you created the conference, reselect the template. 4 Make the required changes to the conference date, participants, rooms, or other settings.
Polycom CMA System Web Scheduling Guide b Specify how the participant will join the conference. Setting Description In Person The participant will attend the conference by physically joining another participant who is attending the conference. Audio Only The participant will attend the conference by telephone. The system will either call out to the participant or the participant will dial in. Use Video The participant will attend the conference using a video endpoint system.
Conference Management Operations Edit a Room’s Settings You can edit a room’s call settings for future scheduled conferences. The changes apply only to the selected conference. To edit a room’s settings 1 Go to Conference > Future. 2 To delete a past conference, select the appropriate filter (such as Yesterday Plus).
Polycom CMA System Web Scheduling Guide View Scheduling Information for a Conference To view the scheduling information for a conference 1 To see the scheduling information for a future conference, go to Conference > Future. To see the scheduling information for an active conference, go to Conference > Ongoing. 2 From the list of All Conferences, select the conference of interest and click View.
Conference Management Operations Manage an Active Conference The Manage Conference page provides a detailed view of a single active conference and allows you to make some changes to your active conference. To manage an active conference 1 Go to Conference > Ongoing. 2 From the list of All Conferences, select the conference of interest and click Manage . The conference page appears in a new tab displaying the Participants list.
Polycom CMA System Web Scheduling Guide Section Description Address The IP address or ISDN number of the participant’s endpoint (if a dial-out). Bit Rate The sum of the audio and video data transfer rate (in kbps) of the participant’s endpoint. Dial Mode How the participant joined the call. Possible values include: Bridge • Audio or Video Dial-In • Audio or Video Dial-Out The MCU on which the participants call resides. Use these conference actions as needed: Command Copy .
Conference Management Operations Command Use this command to... Save as Favorite Function available to users with Operator permissions only and only when the selected participant has an associated endpoint to which the system can dial out. Save the selected participant to an existing Favorites List. Connect All New Function available only when the system is displaying the New Conference Participants list. Initiates the system dial out to new participants.
Polycom CMA System Web Scheduling Guide e 4 If necessary, edit the new participants’ settings. See “Edit a Participant’s Settings” on page 25. To add participants from the Guest Book: a Click Add Guest. b From the Guest Book dialog box, select the guest’s name from the list. The guest’s name appears in the underlying New Conference Participants list.
Conference Management Operations f Click OK. The participant’s name appears in the underlying New Conference Participants list. 6 To initiate the system dial out to new participants, select the participants of interest from the New Conference Participants list and click Connect New Participants. The system dials out to the participants and adds them to the conference. Add a Room to an Active Conference To add a room to an active conference 1 Go to Conference > Ongoing.
Polycom CMA System Web Scheduling Guide Select a participant from the Participants list. 3 The selected participant’s video appears in the Conference Image section of the interface. Click Shuffle 4 to shuffle to the next participant’s video. Manage a Participant’s Endpoint During a Conference The Manage page also allows you to manage conference participant’s endpoints. Essentially, you become the conference moderator.
Conference Management Operations View a Participant’s Details During a Conference You can view details for a participant’s endpoint while it is in conference. To view a participant’s endpoint details 1 Go to Conference > Ongoing. 2 Select the conference of interest and click Manage . The Participants list appears. 3 To view participants geographically, click 4 Double-click on the participant of interest. . The View Participant Details dialog box appears with the Call Properties displayed.
Polycom CMA System Web Scheduling Guide Setting Description ISDN Line Status The status of the ISDN line. Possible values include: • Operational • Non-operations This field is blank for the following device types: PVX, MGC, RMX, GW/MCU, Other, and TANDBERG. Alias Type If the endpoint has an alias designation, the type of alias. Possible types include E.164, H.323 ID, URL, Transport Address, E-mail, Party Number, and Unknown. Alias Value Value for the alias type shown.
Conference Management Operations Terminate an Active Conference To terminate an active conference 1 Go to Conference > Ongoing. 2 Select the conference of interest and click Terminate 3 Click Terminate to confirm the termination. . Delete a Conference You can delete future or past conferences. You cannot delete active conferences. To delete a conference 1 Go to Conference > Future. 2 To delete a past conference, select the appropriate filter (such as Yesterday Plus).
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4 Advanced Scheduling Operations This chapter describes how users with advanced scheduler permissions have more options when scheduling conferences using the Polycom® Converged Management Application™ (CMA™) system.
Polycom CMA System Web Scheduling Guide To edit the conference settings 1 On the conference scheduling page, as you are adding or editing a conference, click Edit Conference Settings. 2 As needed, configure these settings on the Conference Settings dialog box. The settings that you can edit may depend on the template selected.
Advanced Scheduling Operations Setting Description Dial Options You have three options: • To create a conference for which the same dial-in information and a PIN code are assigned to all conference participants, use the Dial-In setting. This setting allows participants to dial in from an audio or video endpoint and connect to the same conference on the MCU. • To dial out to all participants in the conference, use the Dial-Out setting. • To allow participants both options, select Dial-In+Dial-Out.
Polycom CMA System Web Scheduling Guide Setting Description Bit Rate (continued) When the dial speed is higher than the number of channels defined in the H.320 service for the endpoint, you receive a warning. To continue, lower the dial speed to less than or equal to the ISDN capability of the endpoint. Higher speed is important for high-quality video in a conference.
Advanced Scheduling Operations Setting Description People + Content Controls the ability for one endpoint to send two types of data—a data stream and a video stream—over the same bandwidth to display people and content. The receiving endpoint handles the two video streams differently and may display them on separate screens or through video switching mode. Endpoints that do not support the selected method connect with either video through IP or audio only through ISDN.
Polycom CMA System Web Scheduling Guide Setting Description T.120 Mode For MGC-hosted conferences only, selects the protocols and specifications for multipoint data communication. In the T.120 menu, select the speed for the T.120 connection. See your IT department to determine the best combinations for your conferences. To disable the T.120 mode, select None. If you select T.120, these options may be available, according to the participant’s endpoint and software: • Application Sharing.
Advanced Scheduling Operations Create a Cascaded Conference Across Multiple Bridges To create a cascaded conference across multiple bridges 1 When you’re adding or editing a conference, after you’ve made all of your other conference configuration choices, click Bridge Selection and select Multi Bridge. The Schedule button changes to a Manual Cascade button and the Recurrence button is grayed out. 2 Click Manual Cascade.
Polycom CMA System Web Scheduling Guide A Polycom RMX system cannot dial a Polycom MGC, so do not link from an RMX to an MGC. In the Add Link dialog box, select the Link Type. 7 • You can add links from a Polycom MGC MCU to a Polycom RMX MCU • There is no support for ISDN cascaded links on RMX MCUs. The lag time required to update cascaded links may cause more than one participant to hear the prompt about being the first person to join the conference. When finished, click Schedule.
5 Conference and Participant Details This chapter lists the conference and participant detail fields for reference. It includes these sections: • Conference Details • Conference Features • Bridge (MCU) Features • Participants List • Participant Details • Participant Settings Conference Image The Conference Image section displays the selected participant’s video. Shuffle to shuffle to the next participant’s video Conference Details The Conference Details section has these fields.
Polycom CMA System Web Scheduling Guide Section Description Duration For a scheduled conference, how long the conference is scheduled to last. For a completed conference, how long the conference actually lasted. End Date/Time The date and time the conference ended Type The type of conference. Possible values include: Status Audio • Audio-Video The state of the conference.
Conference and Participant Details Section Description Audio Algorithm For a conference hosted on an MCU, the audio compression ratio of the conference data stream. Possible values are: • AUTO • G.722 • G.711 • Siren 7 (16 kbps) Conference Features The Conference Features section has these fields. Section Description Conference Password The conference password, which is assigned either by the system or the scheduler.
Polycom CMA System Web Scheduling Guide Section Description T120 Rate Possible values are: • None • MLP - 62.4 • HMLP - Var • MLP - 46.4 • HMLP - 384 • MLP - 40 • HMLP - 320 • MLP - 38.4 • HMLP - 256 • MLP - 32 • HMLP - 192 • MLP - 30.4 • HMLP - 128 • MLP - 24 • HMLP - 6.4 • MLP - 22.4 • HMLP - 62.4 • MLP - 16 • HMLP - 14.4 • MLP - 14.4 • MLP - Var • MLP - 6.4 • MLP - 64.
Conference and Participant Details Section Description Meet Me per Conf Whether or not the a conference is a Meet Me conference, for which a dial-in number is assigned, so that undefined participants can connect to the conference Conference on Port (MGC only) Indicates whether or not the MGC is set to Conference on Port, which conserves bandwidth and ports. In this case, all participants are on a single video port and use the same connection speed and video format.
Polycom CMA System Web Scheduling Guide Participant Details The Participant Details section has these fields. Section Description Call Info How the participant joined the call. Possible values include: Video Protocol Video Format Audio Algorithm 52 • Video Dial-Out • In Person • Audio Dial-In@
• Room Only • Video Dial-In@ For a conference hosted on an MCU, the video protocol of the conference data stream. Possible values include: • Auto • H.263 • H.261 • H.Conference and Participant Details Polycom, Inc. Section Description Callee Endpoint Status The state of the participant’s connection.
Polycom CMA System Web Scheduling Guide Participant Settings The Participant Settings dialog box has these fields. Section Description Name The participant’s name. Devices The participant’s managed endpoint(s) if available. Email The participant’s email address (ASCII only) for participants or guests without managed endpoints. Type How will this participant join the conference? The type of participant.
Conference and Participant Details Polycom, Inc. Section Description Number (H.323 and H.320 dial types) The participant’s phone number Use Modified Dial Number (H.320 dial type only) Click this check box to add a specific prefix to the participant’s phone number. The Number field becomes active Number (H.320 dial type only) The complete modified dial number as required to include PBX exit codes, dialing prefixes, or other installation-specific dial string requirements.
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Index Index A active conference. See conference adding conferences 19 Adobe Flash Player 2 advanced conference settings editing 39 assigning a lecturer 22 a video chairperson 22 audio-only conference 20, 24 available commands, list of 10 B bandwidth.
Polycom CMA System Web Scheduling Guide dial type setting for guest participants 21, 26, 27 dial-in option 41 dial-out option 41 E Edit Conference command 13 editing advanced conference settings 39 conference information 23 participant dial options 25 participant endpoint settings 25 room dial options 27 room endpoint settings 27 email notifications 23, 24, 46 enabling a chairperson 40 endpoints editing settings for 25 sending messages to 30, 34 F features bridge (MCU) 10 list of conference 10 field names
Index participants adding guest 21 list of 10 list of, details 10 managing devices for 34 removing 30, 34 setting endpoints for 25 participants field names 51 passwords for chairperson 40 for conference 40 People + Content 43 R recurring conferences 20 Remove Participant command 30, 34 removing conferences 37 removing a conference 13 requirements, system 2 rooms adding 22 setting dial options for 27 setting endpoints for 27 S schedule conference view 9 scheduling a conference 19 Send Message command 30, 34
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