Nortel Integrated Conference Bridge User Manual
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Nortel Integrated Conference Bridge User Manual

Nortel Integrated Conference Bridge User Manual

Nortel network integrated conference bridge user guide
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Nortel Networks Communication Server 1000
Nortel Networks Integrated Conference
Bridge
User Guide

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Summary of Contents for Nortel Integrated Conference Bridge

  • Page 1 Title page Nortel Networks Communication Server 1000 Nortel Networks Integrated Conference Bridge User Guide...

  • Page 3: Revision History

    Revision history July 2004 Standard 1.00. This document is issued to support Nortel Networks Integrated Conference Bridge Release 4.0. Revision history...
  • Page 4 Revision history...

  • Page 5: Table Of Contents

    User levels ........9 Integrated Conference Bridge interfaces ....9 Browser User Interface .
  • Page 6 Contents Microsoft Outlook User Interface ....48 Overview ......... 48 System requirements .
  • Page 7 Using the participant TUI commands ....75 Adjusting audio volume ......76 Recording a conference-specific greeting .
  • Page 8 Contents...

  • Page 9: Introduction

    Introduction Nortel Networks Integrated Conference Bridge allows users to schedule and administer multiple, simultaneous conferences using a web, telephone, or Microsoft® Outlook® user interface. User levels Nortel Networks Integrated Conference Bridge (ICB) supports the following four user levels: • Administrator — An administrator can set up the ICB card, add one or more users (including super users), and delete one or more users.
  • Page 10 ICB conferences. The interface includes a subset of the options available in the BUI. • For information about Microsoft Outlook User Interface options for administrators, refer to Nortel Networks Integrated Conference Bridge Administrator Guide. • For information about Microsoft Outlook User Interface options for non-administrators, see “Microsoft Outlook User Interface”...

  • Page 11: Browser User Interface

    Browser User Interface Accessing the BUI This section contains instructions on accessing the BUI and changing the user password. General information The ICB BUI supports open access from anywhere on the Internet, including gateways and firewalls. The ICB web server is accessed over an Ethernet connection.
  • Page 12 Browser User Interface Note: By default, the ICB Login window has a generic image. Administrators can remove or replace this image. Figure 1: ICB Login window 2. Bookmark this URL for future use. 3. Click LOGIN The Network Password window opens. See Figure 2 on 553-AAA1292 page...

  • Page 13: Changing The User Password

    Figure 2: Network Password window 4. Enter your user name in the User Name field. • To log in as chairperson, enter the chairperson access number (this is the same number the chairperson dials when joining the conference from a telephone). •...

  • Page 14: Conference List Window

    Browser User Interface Figure 3: Change Password window 553-AAA1294 3. Enter the current password in the Enter current password field. 4. Enter the new password in the New password field. 5. Reenter the new password in the Confirm new password field. 6.
  • Page 15 Figure 4: Conference List window The controls and fields in this window are described in Table 1. Table 1: Components of Conference List window (Part 1 of 2) Component Description Click to set up a new ICB conference. Conference Change Click to change a password.
  • Page 16 Browser User Interface Table 1: Components of Conference List window (Part 2 of 2) Component Description Duration Conference duration. This field is empty for permanent conferences. Dialing access Conference access number (DN). Chairperson Chairperson access number (DN). access Owner Name of the person who owns the conference. This column appears only for super users, as they can view all conferences.

  • Page 17: Title Frame

    Title frame The title frame sits at the top of the Conference List window and all ICB windows (see Figure 5). It contains the following buttons: • Print — Sends the current window to the printer. • Logout — Terminates the session and returns the user to the ICB Login window (see Figure 1 on •...
  • Page 18 Browser User Interface Figure 6: Schedule a New Conference window 3. Configure the parameters in the General section: a. In the Subject field, enter up to 20 characters of text that describes the purpose of the conference (optional). By default, this field is empty.
  • Page 19 Figure 7: Schedule a New Conference — Free Ports View d. Select Dual meeting. This link appears only on the primary ICB card in a dual-card set. It is not shown in Figure 6 on selected, a Dual Meeting window opens. Users can select up to 60 or 62 ports, depending on the value of the full chairperson control parameter.
  • Page 20 Browser User Interface Figure 8: Select Date window 553-AAA1297 In the Owner ID field, enter the User ID of the person scheduling the conference and who has permission to edit or delete the conference. The field defaults to the User ID of the user logged in to the BUI.
  • Page 21 Figure 9: Search for a owner ID window g. In the Chairperson field, enter the name of the chairperson for the user’s reference. The default value is the User Name corresponding to the User ID in the Owner ID field, but you can edit it as required.
  • Page 22 Browser User Interface 5. Configure the access numbers in the Access Numbers section. Select one of the following options: a. Select Automatically assigned. The system automatically selects the DN pair. This is the default option. b. Select Choose a number, and select a number pair from the drop-down list.
  • Page 23 Figure 10: Schedule a New Conference — Options a. In the Password section, create a password for conference participants and the chairperson (optional). To create a password that participants use to join the conference, select one of the following options from the User Password field: •...
  • Page 24 Browser User Interface • Automatically assigned password — The system automatically generates the password. The length of the password is configured by the administrator and can be from 4 to 8 digits. • Choose a password — Enter a 4- to 8-digit password in this field.
  • Page 25 conference ID and password. Otherwise, the system uses the default language. iii. Select Add ports if needed to have the system reserve additional ports to accommodate unanticipated participants. The system adds ports only if available (that is, if they are not reserved for another conference).

  • Page 26: Scheduling A One-Time Conference By Copying And Reconfiguring A Conference

    Browser User Interface Figure 11: Conference Details window for a one-time conference 8. Do one of the following: • Click OK to return to the Conference List window. • Click Edit Conference to make any changes to the conference (see “Editing a conference (one-time or recurring)” on page 31). Scheduling a one-time conference by copying and reconfiguring a conference The reconfiguring of an existing conference to create a new conference is...

  • Page 27: Scheduling A Recurrent Conference

    2. Click the Copy icon (pages) for the conference you are copying in the Conference List window (see Figure 4 on page 15). The Schedule a New Conference window opens (see Figure 6 on the parameters of the selected conference. 3.

  • Page 28: Scheduling A New Recurring Conference

    Browser User Interface Scheduling a new recurring conference 1. Log in to the BUI. See “Accessing the BUI” on page 11. 2. Select New Conference in the Conference List window (See Figure 4 on page 15). The Schedule a New Conference window opens. See Figure 6 on page 3.
  • Page 29 Figure 12: Conference Dates window 5. Click Return to return to the Schedule a New Conference window, and adjust the recurrence parameters if necessary. 6. Click Set Conference. After the conference details are saved, the Conference Details window opens (see Figure 13 on conference details and options in the same layout as the Schedule a New Conference window.

  • Page 30: Scheduling A Recurring Conference By Copying And Reconfiguring A Conference

    Browser User Interface Figure 13: Conference Details window for a recurring conference 7. Click OK. Scheduling a recurring conference by copying and reconfiguring a conference Follow the steps below to schedule a new recurring conference by copying an existing conference and reconfiguring its parameters as appropriate.

  • Page 31: Editing A Conference (One-Time Or Recurring)

    3. Configure the standard conference parameters as appropriate for the new conference. See steps 3 to 6 of “Scheduling a new one-time conference” on page 17 for instructions on configuring the parameters. Note: In the Access Numbers section, select Choose a Number and select a DN pair, if not already selected 4.
  • Page 32 Browser User Interface An active conference can be edited, but only the following fields can be changed: • number of participants • duration • addition of ports as needed (under the Options section) Steps 1. Log in to the BUI. See “Accessing the BUI” on page 11. 2.

  • Page 33: Deleting A Conference

    After the conference details are saved, the Conference Details window opens (see Figure 11 on conference details and options in the same layout as the Schedule a New Conference window. 5. Click OK. Deleting a conference You can delete any conference that you have scheduled, even if it is in progress.

  • Page 34: Managing A Conference In Progress

    Browser User Interface Figure 16: Delete confirmation — one-time active conference • If the conference is a recurring conference, respond to the confirmation dialog (see Figure 17) as follows: — Click Selected Instance Only to delete only this occurrence of the recurring conference. —...
  • Page 35 Table 2: Managing a conference — tasks (Part 1 of 2) Tasks Managing the conference: • Lengthening the conference • Locking or unlocking the conference • Session management — holding a voting session • Session management — holding a question-and-answer session Changing the status of the chairperson: •...

  • Page 36: Dual-Card Meeting

    Browser User Interface Table 2: Managing a conference — tasks (Part 2 of 2) Tasks Managing the status of individual participants: • Adding details for an individual participant • Consulting between chairperson and participant • Muting or unmuting individual participant(s) •...
  • Page 37 Browser User Interface Figure 18: Conference Call Manager — Chairperson present Note: When the Conference Call Manager is accessed from Microsoft Outlook (see “Editing a conference” on page 67), the BUI title frame does not appear.
  • Page 38 Browser User Interface Figure 19: Conference Call Manager — Chairperson not present The BUI permits only one active Conference Call Manager window per conference. The chairperson’s access number identifies the associated voice port. The time remaining in the conference is displayed in the Time left field in the upper right-hand corner of the Conference Call Manager window.

  • Page 39: Managing The Conference

    If a chairperson is not present, the Chairperson section displays Chairperson not present. The Participant List section contains several information fields. The Phone number field shows the CLID or called number. The Call Type field shows regular, dial-out, or expand. The current speaker is shown by a highlight in the Details field.
  • Page 40 Browser User Interface button text toggles between Lock and Unlock, depending on the state of the conference. Session management — holding a voting session Only the conference chairperson can run a voting session. 1. Click Session Management. The window expands to show a Session Management panel. See Figure 20.
  • Page 41 2. Click Start Voting. The button text changes to End Voting. 3. Enter the subject of the vote in the voting subject field. 4. Ask the participants to vote. The participants use their telephone keypads to register their votes: *81 for Yes, *82 for No, or *83 for Abstain. The results are displayed in the Voting panel.

  • Page 42: Changing The Status Of The Chairperson

    Browser User Interface • no ‘?’ icon — no question request To cancel the question request, the participant presses *86. 5. Click the ? icon in the header row of the Participant list to sort the list so that those participants who are asking questions appear first in the list (optional).
  • Page 43 1. Click Volume Control. The Volume Control panel opens (see Figure 21 on two scales in the middle of the Volume Control panel show the increase/decrease level for hear and talk directions. The middle of the scale is zero, which indicates no volume change. Figure 21: Conference Call Manager —...

  • Page 44: Managing The Status Of All Participants

    Browser User Interface Managing the status of all participants This section describes how to perform tasks from the Participants section of the Conference Call Manager window (see Figure 18 on page 37). Note: If a chairperson is not present on the conference, the Dial-out activity is not available (see Figure 19 on Counting and announcing all participants Click Count and announce to announce the total number of participants,...

  • Page 45: Managing The Status Of Individual Participants

    • Select Add a Group to make a call to a group. Call-out groups are configured by the administrator. • Select Call Assistant to use a Call Assistant to make the call. The number of the Call Assistant is configured by the administrator.
  • Page 46 Browser User Interface Adding details for an individual participant Type any text in the Details field for a participant. For example, the text can be a name to uniquely identify the participant. Consulting between chairperson and participant Click Consult to hold a private call with an individual participant. Only the chairperson can initiate the call.
  • Page 47 Figure 22: Conference Call Manager — Participant Volume Control 2. Click an arrow to increase or decrease volume. The colored rectangle in the scale advances one step for each arrow click. 3. Click Reset Volume to restore the original volume level for the participant (optional).

  • Page 48: Microsoft Outlook User Interface

    Microsoft Outlook User Interface Microsoft Outlook User Interface Overview Nortel Networks Integrated Conference Bridge (ICB) integrates Microsoft Outlook Calendar’s Appointment and Meeting functionality to enable users to schedule ICB conferences with Microsoft Outlook. Note: The Microsoft Outlook Calendar shows only conferences scheduled and modified in the Microsoft Outlook ICB scheduling interface.

  • Page 49: Icb Form

    4. Right-click in the time scale on the left of the Calendar. 5. Choose 15 Minutes. The time scale now displays in 15-minute increments. ICB form Audio-conference details are added to a Microsoft Outlook meeting or appointment using the ICB form. This form is the ICB tab in the Appointment or Meeting window in Microsoft Outlook (see Figure 23 on page 49).

  • Page 50: Getting Started

    Nortel Networks recommends that the Microsoft Outlook administrator publish the ICB files in the Organizational Forms folder (refer to Nortel Networks Integrated Conference Bridge Administrator Guide). However, if the ICB files are not published by the Microsoft Outlook administrator, each user wishing to use the form must publish the ICB files in the Personal Forms Library by following the steps below.
  • Page 51 Note: Click No if asked to Enable macros. b. Click OK in the Select Folder window. Note: Do not select a folder from the folder list in the Select Folder window. The Calendar window opens. c. Choose Tools > Forms > Publish Form As. The Publish Form As window opens.

  • Page 52: Adding The Icb Form As The Default Calendar Form

    Microsoft Outlook User Interface g. Close the Calendar window. Do not save the appointment. 4. Publish the ICB form file icbf.oft. a. Go to the folder where the ICB files are located. b. Double-click icbf.oft. Note: Click No if asked to Enable macros. The Calendar window opens.

  • Page 53: Removing Icb Files From The Personal Forms Library

    The Choose Form window opens. 6. Select the library in which the files were published: • If you published the forms yourself, select Personal Forms Library in the Look In field. • If the ICB administrator published the files, select Organizational Forms Library in the Look In field.

  • Page 54: Resetting The Default Calendar Form For Microsoft Outlook

    Microsoft Outlook User Interface 5. Click Manage. The Forms Manager window opens. 6. Click Set in the left half of the window. The Forms Manager window has two Set buttons. The one on the right is inactive. 7. Select Personal Forms in the Forms Library. 8.

  • Page 55: Upgrading The Icb Form

    Upgrading the ICB form The ICB administrator will notify you if the ICB form has been upgraded and published. Follow the steps below to obtain, publish, and install the upgraded ICB form as the default Calendar form. Steps 1. Remove the current default form. Follow the steps in “Removing ICB files from the Personal Forms Library”...

  • Page 56: Icb Form Errors

    Microsoft Outlook User Interface If no Clear Cache button is available, you must delete the forms cache file manually, following the steps in “Deleting the forms cache file manually” on page 56. 8. Click Close to close the Forms Manager window. 9.

  • Page 57: Logging In To Icb

    • Check that the files were published correctly and publish the forms again, if necessary. — If you published the forms yourself, refer to “Publishing the ICB files” on page 50. — If the Microsoft Administrator published the forms, consult him or her.

  • Page 58: Changing The Icb Password

    Microsoft Outlook User Interface Figure 25: Enter Network Password window Changing the ICB password 1. Log in to the ICB form. See “Logging in to ICB” on page 57. 2. Click Change Password. The window expands to include a Change Password section. See Figure 26.

  • Page 59: Adding Access To A Different Icb Card

    c. Confirm your new password in the Confirm new password: field. 4. Click Submit. Adding access to a different ICB card 1. Open Microsoft Outlook. 2. Select Calendar from the Folder List. 3. Click New. 4. Select the ICB tab. 5.

  • Page 60: Scheduling A Conference

    Microsoft Outlook User Interface You can also use this step to verify which card you are renaming, by checking the URL given in the Web page address field in this window. Figure 27: Contact window — ICB card 5. Enter the new name for the card in the Full Name field. 6.

  • Page 61: Scheduling A New Conference

    Scheduling a new conference 1. Select Calendar in the Folder List in Microsoft Outlook. 2. Click and drag in the Calendar to select a timeslot for the conference (optional). 3. Create a new conference by doing one of the following: •...
  • Page 62 Microsoft Outlook User Interface If no ICB card is listed in the ICB Address list, type the IP address or DNS Name of an ICB card (as provided by the ICB administrator) in the ICB Address field. b. Select ICB Conference. c.
  • Page 63 availability of the number when a form is submitted. If the numbers are not available, the scheduling fails. If you are scheduling a recurring conference, you must select Choose a Number. h. Select Options to configure a password for the conference chairperson and other participants and for other general conference options (optional).
  • Page 64 Microsoft Outlook User Interface To create a password for participants to use to join the conference (optional), select one of the following options from the User Password section: • No password • Automatically assigned password — The system automatically generates the password. The length of the password is configured by the administrator and can be from 4 to 8 digits.
  • Page 65 • In the Language field, select the language the system uses for voice prompts. The drop-down list offers the languages available in the system. The default is the ICB card’s default language. When using single-number access, the selected language takes effect after the caller enters the conference ID and password.

  • Page 66: Modifying A Past Conference To Start In The Future

    Microsoft Outlook User Interface Figure 30: Scheduling success message and conference information If all resources are not available for a one-time conference, a dialog box opens and the conference is not saved. You must re-create the conference with different parameters, such as a different ICB card (if more than one is equipped), fewer ICB ports, or a different time and/ or date.

  • Page 67: Editing A Conference

    Follow the steps in “Editing a conference before it begins” on page 67 to change the start date and time of a past conference, then edit the other parameters to set up the “new” conference. Editing a conference An ICB conference can be edited before it begins or while it is in progress. Editing a conference before it begins When a conference is edited before it begins, all the conference parameters except the ICB card and Owner ID can be changed.
  • Page 68 Microsoft Outlook User Interface Figure 31: ICB form — Edit conference 3. Edit the parameters as required (see “Scheduling a new conference” on page 61): • Edit ICB parameters in the ICB tab. The ICB Address and Owner ID fields cannot be edited. •...

  • Page 69: Editing A Conference While It Is In Progress

    • Click Display to view the audio conference access information (optional). See Figure 32. If prompted to log in to ICB, follow the steps in “Logging in to ICB” on page 57. Figure 32: Audio Conference Access Information 5. Click Save and Close to submit the changes. If the modifications are successful, that is, if all resources are available, ICB scheduling is updated automatically.

  • Page 70: Deleting A Conference

    Microsoft Outlook User Interface Follow the steps in “Editing a conference before it begins” on page 67 to edit a conference while it is in progress. Deleting a conference 1. Open Microsoft Outlook to the Calendar view. 2. Select the conference to be deleted. 3.

  • Page 71: Telephone User Interface

    Telephone User Interface Overview The Nortel Networks Integrated Conference Bridge provides a Dual Tone Multi-Frequency (DTMF), menu-driven Telephone User Interface (TUI). The TUI enables the chairperson and conferees to initiate commands during an active conference (for example, to mute a caller).
  • Page 72 Telephone User Interface • no name for the name of the conference • no name for the name of the chairperson If a second user dials the TUI DN when the TUI is in use, the ICB plays a voice message announcing that the port is in use. Steps 1.
  • Page 73 5. Do one of the following: • Press 1 to continue entering definitions (DNs, password lengths, and language) for the conference. • If you are finished defining the conference: Press 2. The system plays a list of the conference definitions. Go to step 9.

  • Page 74: Acquiring And Releasing Chairperson Control

    Telephone User Interface 9. Do one of the following: • To confirm the reservation, press 1. The ICB sends a confirmation e-mail to you. • To change any of the conference definitions: Press 2. The system plays a list of numbers and corresponding definitions.

  • Page 75: Using The Tui Commands

    5. To release chairperson control, enter *52. Only the chairperson uses this command. When activated, the person releasing chairperson control becomes a regular conference participant, allowing someone else to acquire chairperson control. Using the TUI commands All commands in the TUI are entered using the telephone keypad. They are listed in “TUI command summary”...

  • Page 76: Adjusting Audio Volume

    Telephone User Interface Adjusting audio volume 1. Dial in to the conference as chairperson or as a regular participant. 2. Enter the conference ID. 3. Enter the conference password (if configured). 4. Enter *7. The command *7 accesses the volume control feature. Figure 33 shows how to operate this feature.

  • Page 77: Recording A Conference-Specific Greeting

    Recording a conference-specific greeting The maximum length of a conference-specific greeting is ten seconds. The system deletes the voice file at the end of the conference, and it cannot be used for other conferences. Steps 1. Dial the TUI Services DN and log in. 2.

  • Page 78: Tui Command Summary

    Telephone User Interface Use the steps below to create an “ad hoc” conference. Only the chairperson can create the conference. Steps 1. Set up the conference. The chairperson must: a. Dial the single access number. b. Enter his or her TUI login as the conference ID. c.
  • Page 79 Table 3: Chairperson commands (Part 2 of 3) Command Description Lock or unlock the conference. Mute/unmute all ports (toggle). Mute/unmute self (toggle). Release chairperson control. Count conferees and announce names to all participants. Plays a scrolling list of participants for the chairperson. The chairperson can use this command to access an individual participant.
  • Page 80 Telephone User Interface Table 3: Chairperson commands (Part 3 of 3) Command Description Stop or start the initial conference music, which is possible only when the chairperson is the first person joining the conference. The first entry stops the music, and the second entry starts the music.

  • Page 81: Participant Commands

    Table 5: Chairperson commands — while participant list plays (Part 2 of 2) Command Description Select the next conferee. Disconnect the current conferee. Return to the conference. Participant commands Table 6 lists conference commands that a participant can execute on the telephone while the conference is in progress.
  • Page 82 Telephone User Interface Table 6: Participant commands for a conference in progress (Part 2 of 2) Command Description Stop or start the initial conference music, which is possible only when the conferee is the first person joining the conference. The first entry stops the music, and the second entry starts it.

  • Page 84: User Guide

    User Guide Copyright © 2004 Nortel Networks All Rights Reserved Information is subject to change without notice. Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing warrant. This equipment has been tested...

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