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Polycom 8 Quick Start Manual

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MGC
Personal Scheduler

Quick Start Guide

Version 8.0

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  • Page 1: Quick Start Guide

    Personal Scheduler Quick Start Guide Version 8.0...
  • Page 2 Polycom, Inc. Information contained herein is subject to change without notice and does not represent commitment of any type on the part of Polycom, Inc. Polycom and Accord are registered trademarks of Polycom, Inc.

  • Page 3: Table Of Contents

    SQL Database Configuration ........2-5 MGC Web Server Manager Configuration ......2-8 Managing Conferences .
  • Page 4 Table of Contents Appendix A: Default Templates ..... . .A-1 Viewing the Report ........3-21 Default Conference Template Properties - Default_COP .

  • Page 5: Introduction

    Introduction Polycom MGC Personal Scheduler is designed for scheduling audio and video conferences on the MCU directly from the Microsoft Outlook application. Using the standard Microsoft Outlook conventions, the user schedules the conference start date and time, conference duration, and invites other participants from their Microsoft Outlook Calendar.

  • Page 6: Package Contents

    Microsoft Outlook conventions. Users who have Polycom WebCommander can monitor conferences reserved via Personal Scheduler on the WebCommander Web site. For users who have Polycom WebOffice, Personal Scheduler enables a WebOffice user’s to schedule a meeting/conference.

  • Page 7: System Requirements

    — For a small database, the Access.mdb file can be used; no software — For a large database, use the Microsoft SQL Server version 7.0 or If Personal Scheduler is installed as part of the Polycom WebCommander package, the WebCommander server requirements must also be met. For more information, see the MGC Web Server Manager Installation and Configuration Guide.

  • Page 8: Prerequisites

    Chapter 1 - Introduction Prerequisites This manual assumes the user has the following knowledge: • Familiarity with the Windows environment • Familiarity with Microsoft Outlook Basic knowledge of video conferencing concepts and terminology • About the MGC Personal Scheduler User’s Guide The Personal Scheduler User’s Guide includes the following topics: Chapter 1 - Introduction...

  • Page 9: Installation And Configuration

    Installation and Configuration After the Administrator installs the MGC Personal Scheduler package, he/ she configures the Client software for deployment for end-user installation. Personal Scheduler is configured solely by the Administrator; there is no configuration required on the part of the end-user. After Personal Scheduler is configured, the Administrator sends the Personal Scheduler Client application by e-mail or can use the automatic Client installation.

  • Page 10: Mgc Personal Scheduler Software Installation

    The Installation Wizard guides you through the installation process of the Personal Scheduler software. In version 8.0 the Visual Configuration file is automatically backed up. This allows you to re-install the MGC Personal Scheduler without losing your configurations. It is recommended to close Microsoft Outlook during the Client installation.
  • Page 11 Browse to the directory where the Client Setup file is located. By default this file is located at: C:\Program Files\MGC Personal Scheduler 8.0\Personal Scheduler\ClientInstall. Click the Setup file. Click the Insert button arrow, and then click the Insert as Shortcut option button in the list.
  • Page 12 Chapter 2 - Installation and Configuration Send the e-mail to end-users for installation. Once the e-mail is received by the end-user, he/she should double-click the shortcut to start the self-extracting installation of Personal Scheduler. In rare instances when the MGC Personal Scheduler cannot recognize the Clients e-mail address, the following dialog box opens, asking the user to enter their e-mail address.

  • Page 13: Sql Database Configuration

    SQL Database Configuration The database enables access to various database tables, such as the MCUs Users and Groups lists. Personal Scheduler includes two default databases: Access database and SQL database. If you are using the Access database, you do not have to define any additional properties.
  • Page 14 Chapter 2 - Installation and Configuration The Services window opens. Right-click OperSrvV8_0, and then click Properties. The OperSrvV8_0 Properties dialog box opens. Click the Log On tab.
  • Page 15 Select This account and then click the Browse button to select the user. The Select User dialog box opens, displaying the name of the selected user. Select the user name from the list, and click OK. The OperSrvV8_0 Properties dialog box opens. In the Password field, enter the user’s password.

  • Page 16: Mgc Web Server Manager Configuration

    Configuring Personal Scheduler • To start the MCU Web Server Manager application: On the Start - Programs menu, click MGC Personal Scheduler 8.0, and then click MGC Web Server Manager. The MGC Web Server Manager Login dialog box opens. Enter the Login Name and Password, and click Login.

  • Page 17: Connecting The Mgc Web Server Manager

    The MGC Web Server Manager window opens. Connecting the MGC Web Server Manager The MGC Web Server Manager application is the link between the MCU and the Personal Scheduler Server. The MGC Web Server Manager must first connect to the Personal Scheduler Server before the connection to the MCU may be initiated.

  • Page 18: Adding A New Mcu

    Chapter 2 - Installation and Configuration Adding a New MCU Conferences are reserved on an MCU. At least one MCU must be defined in the MGC Web Server database. To add an MCU: Click the [+] icon next to Database to expand the list. Click the [+] icon next to <Database name>...
  • Page 19 Table 2-1: MCU Properties Fields Field Description Password The password used when connecting to the MCU. ISDN Prefix The first digits of the MCU number that are added at the beginning of the dial-in number allocated by the MCU. The full dial-in number is allocated by the service provider that supplies the phone line - as the call passes through the PBX, the MCU truncates part of the full number.
  • Page 20 The default listening port is 5001. The Internet Assigned Numbers Authority (IANA) assigned a new port number (1205) to the MGC Unit (Polycom MCU). If you have problems connecting to the MCU with port 5001, click the Advanced button to select the new port number.

  • Page 21: Connecting An Mcu

    Connecting an MCU After you have connected to the MGC Web Server Manager and added at least one MCU, you can now connect the MCU. To connect to an MCU: Click the Server icon to display the list of MCUs currently defined in the MGC Web Server Manager.

  • Page 22: Personal Scheduler Visual Customization

    Chapter 2 - Installation and Configuration Personal Scheduler Visual Customization The administrator can specify the text, icons and images, and configure the Tab fields and properties in the client’s Personal Scheduler. Customization From the MGC Personal Scheduler Configuration Window The following items can be customized in the Outlook New menu from the MGC Personal Scheduler Configuration window: Meeting request menu name •...
  • Page 23 The following Message Header title can be customized in the E-mail message from the MGC Personal Scheduler Configuration window. MGC Personal Scheduler Quick Start Guide Message Header title 2-15...
  • Page 24 Chapter 2 - Installation and Configuration The MGCScheduler.oft file is automatically backed up in the CustomizeMGCSchedule.oft file located in the ClientInstall folder. When the MGC Personal Scheduler is re-installed, for example with you upgrade your version, the administrator can simply copy and paste the Visual Configuration information from the CustomizeMGCSchedule.oft file to the MGCScheduler.oft file prior to deploying the Client application.

  • Page 25: Mgc Personal Scheduler Parameter Configuration

    MGC Personal Scheduler Parameter Configuration After the MGC Web Manager is connected to the Personal Scheduler Server and at least one MCU has been connected, you can set the Personal Scheduler configuration parameters in the MGC Web Manager application. To configure Personal Scheduler from the MGC Web Manager: Right-click the Database icon, and then click Personal Scheduler Configuration.
  • Page 26 Chapter 2 - Installation and Configuration The MGC Personal Scheduler Configuration dialog box opens. Fill in the fields as described in Table 2-2. Table 2-2: MGC Personal Scheduler Configuration Fields Field Database 2-18 Description Select the database that contains the Conference template that will be used to schedule conferences from the Personal Scheduler.
  • Page 27 Table 2-2: MGC Personal Scheduler Configuration Fields Field Description User Select the User name that the client software uses to login to the database. This login is transparent to the User. Each User is assigned permissions which defines his/her access rights to various Groups. It is strongly recommended to use User admin1, as this User has full read and write permissions in the database.
  • Page 28 MGC Personal Scheduler Configuration port settings to 5006. When this check box is selected, an MCU list appears in the Polycom Office window when creating a new Appointment or Meeting in Outlook. This list contains ‘Auto’ and a list of connected MCUs.
  • Page 29 Enable Dial-in When selected the Dial-in Endpoints/Phones field Endpoints/Phones appears in the Outlook Polycom Office window. If disabled the user cannot view or edit this field, however the definition settings are still taken from the conference Reservation Template, enabling participant dial-in.
  • Page 30 Chapter 2 - Installation and Configuration Table 2-2: MGC Personal Scheduler Configuration Fields Field Allow Language Selection Monitor Link Address 2-22 Description Select this box to enable the default language selection. The default language of the MGC Personal Scheduler is the default language of the computer’s operating system.
  • Page 31 Table 2-2: MGC Personal Scheduler Configuration Fields Field Description Customize Meeting Request Specify the Meeting request menu name. Menu Name Appointment Enter the Appointment request menu name. Menu Name Message Header Enter the name of the E-mail Message Header. Title field Menu Icon Path Enter the path of the bitmap.

  • Page 32: Customization From The Microsoft Outlook Editor

    Chapter 2 - Installation and Configuration Customization from the Microsoft Outlook Editor The following items can be customized in the Polycom Personal Scheduler tab from the Microsoft Outlook Editor/Form Configuration window: Tab name • Tab fields (name and location) •...
  • Page 33 To customize the Personal Scheduler - Polycom Meeting Request properties: Double click on the MGC Schedule file located in MGC Personal Scheduler 8.0\MGC Personal Scheduler\ClientInstall. If your server does not have Outlook 2000 installed, you must copy the MGC Schedule file to a computer that has Outlook 2000 to customize the file.
  • Page 34 Chapter 2 - Installation and Configuration The Polycom Office window opens in Microsoft Outlook. From the Tools menu, click Forms and then click Design This Form. 2-26...
  • Page 35 The Design window opens Select the Polycom Office tab. To change the name of the tab, from the Forms menu, click Rename Page. The Rename Page window opens. Enter the desired name of the tab and click OK. MGC Personal Scheduler Quick Start Guide...
  • Page 36 Chapter 2 - Installation and Configuration To move the location of a field, click on the field name in the window, and drag and drop the field to the desired location in the window. To change the name of a field, click on the field name in the window, highlight the current field name and replace it with the desired field name.
  • Page 37 Microsoft Outlook documentation. The factory default settings are stored in the file MGC ScheduleBackup located in MGC Personal Scheduler 8.0\MGC Personal Scheduler\ClientInstall. To revert to the factory default settings, replace the MGC Schedule file with the MGC ScheduleBackup file.

  • Page 38: Setting A Password

    In the Password and Confirm Password fields, enter a password for the user, and click OK. For details regarding the other fields in the User Properties dialog box, refer to the MGC WebCommander Web Server Manager User’s Guide, Version 8.0. 2-30...
  • Page 39 To specify a password for an existing user: In the Browser area, click the Users icon. The Users list is displayed in the Status pane. Double-click on a user’s name. The User Properties dialog box opens. Continue with step 1 in the previous procedure. MGC Personal Scheduler Quick Start Guide 2-31...

  • Page 40: Managing Templates

    Chapter 2 - Installation and Configuration Managing Templates The template contains the conference parameters and is stored in the database. A template is selected by the end-user when reserving a conference in Personal Scheduler. Five default templates are included with Personal Scheduler: •...
  • Page 41 Double-click the Personal Scheduler Templates icon. The list of templates appears. To view the template parameters: Right-click the template name and then click Properties. MGC Personal Scheduler Quick Start Guide 2-33...
  • Page 42 Chapter 2 - Installation and Configuration The Conference Properties window opens, displaying the template parameters. Refer to the MGC WebCommander Web Server Manager - Installation and Configuration Guide, Version 8.0, for details on defining the template parameters. 2-34...
  • Page 43 New Personal Scheduler Res. The Conference Properties window opens, displaying the template parameters. Refer to the MGC WebCommander Web Server Manager - Installation and Configuration Guide, Version 8.0, for details on defining the template parameters. MGC Personal Scheduler Quick Start Guide 2-35...
  • Page 44 Chapter 2 - Installation and Configuration 2-36...

  • Page 45: Managing Conferences

    The MGC Personal Scheduler is used by end-users to schedule and reserve audio and video conferences on the MCU via Microsoft Outlook. Conferences are reserved using the Polycom Office Appointment or the Polycom Office Meeting option. When you create a meeting, you identify the people to invite and you send them an e-mail invitation.

  • Page 46: Scheduling Conferences

    Chapter 3 - Managing Conferences Scheduling Conferences To schedule a Polycom Office audio or video conference: On the File menu, click New, and then click Polycom Office Appointment or Polycom Office Meeting. Alternatively, click the The MGC Polycom Office Scheduler window opens.
  • Page 47 • Via Video Auto Connection • Dial-in Endpoints/Phones • Enable MCU selection • Enable language selection Select the Polycom Office check box if you want this meeting integrated with your Polycom Web Office meeting. MGC Personal Scheduler Quick Start Guide...
  • Page 48 Chapter 3 - Managing Conferences Select the ViaVideo Auto Connection check box to attach a ViaVideo attachment to a Meeting invitation. When the Meeting participant clicks the ViaVideo link, their ViaVideo endpoint automatically opens and connects to the On Going conference. From the Conference Type drop-down box select the appropriate conference template.
  • Page 49 The Invite Dial-out Endpoints window opens. Endpoints are saved in the database and configured with a leased line connection. When the conference starts the endpoint is automatically connected. In a conference with manual dial-out settings, the leased line must be connected manually. 14.

  • Page 50: Scheduling The Reservation Directly From The Calendar

    Chapter 3 - Managing Conferences 18. Send the e-mail. The reservation can be recurring. For details, see “Scheduling Recurring Appointments and Meetings” on page 3-16. Scheduling the Reservation Directly From the Calendar You can easily schedule a reservation by selecting a block of time on the calendar.
  • Page 51 The Calender Properties dialog box opens. From the When posting to this folder, use drop-down list, select Forms. The Choose Form dialog box opens. From the Look In drop-down list, select Personal Forms Library. MGC Personal Scheduler Quick Start Guide...
  • Page 52 Chapter 3 - Managing Conferences Select Polycom Office and click Open. The Calendar Properties dialog box opens. The Polycom Office option is now available in the When posting to this folder, use drop-down list. Click OK. The Calendar Properties dialog box closes and Polycom...
  • Page 53 Select the block of time on the calendar for the reservation. Right-click the selected block of time and then click New Appointment. The Polycom Office window opens. Continue with step 7 on page 3-3. MGC Personal Scheduler Quick Start Guide...

  • Page 54: E-Mail Signature

    Chapter 3 - Managing Conferences E-mail Signature The e-mail received by the meeting invitees contains a signature that includes conference parameters required to start the conference. However a participant may receive an attachment that includes a .plcm file, which contains a ViaVideo link.
  • Page 55 Table 3-1 describes the signature fields. Table 3-1: E-mail Signature Fields Field Description Conference dial in This is the conference dial-in number. number is: This number is defined in the box. For more information, see Chapter 2, “Adding a New MCU” on page 2-10”. Conference IP dial This is the conference IP dial in number.

  • Page 56: Mgc Manager Reservation Remarks

    The Reservations list for the selected MCU is displayed. 3-12 Description This is a link to your Polycom WebOffice site. This is only applicable if you have WebOffice installed on your computer and you have selected the Polycom WebOffice check box when setting up a reservation.
  • Page 57 MGC Personal Scheduler Quick Start Guide Right click on the Reservation name and select Properties. 3-13...
  • Page 58 Chapter 3 - Managing Conferences The Properties dialog box opens, displaying the Remarks field. 3-14...

  • Page 59: Modifying Appointments And Meetings

    Modifying Appointments and Meetings Modifying an Appointment or Meeting in Outlook also modifies the reservation on the MCU. Appointments and Meetings are modified using the standard Microsoft Outlook conventions. There are two ways to modify the reservation: From the Appointment/Meeting window •...

  • Page 60: Scheduling Recurring Appointments And Meetings

    Chapter 3 - Managing Conferences Scheduling Recurring Appointments and Meetings A recurring appointment or meeting is a reservation that occurs repeatedly. For example, a reservation that occurs on a regular basis, such as a weekly conference, can be designated as recurring. All recurrences are reserved on the MCU.
  • Page 61 The Appointment Recurrence window opens. Using the standard Outlook conventions, select the recurrence pattern and range of recurrence options you want. Click OK. The recurring reservations are added to the Appointment or Meeting and a confirmation box opens indicating that the reservation has been made.

  • Page 62: Modifying Recurring Appointments Or Meetings

    Chapter 3 - Managing Conferences Modifying Recurring Appointments or Meetings You can change the appointment time or range the of recurrences for all instances of an Appointment or Meeting. You can update one occurrence, or multiple occurrences. Modifying a recurring Appointment or Meeting in Outlook also modifies the reservation on the MCU.

  • Page 63: Canceling Recurring Appointments And Meetings

    Canceling Recurring Appointments and Meetings Canceling a Recurring Appointment or Meeting also deletes the reservation in the MCU. You can cancel one occurrence, or multiple occurrences. Appointments and Meetings are cancelled using the standard Microsoft Outlook conventions. After one occurrence of the Appointment or Meeting is cancelled, the following window opens indicating that the reservation has been removed from the MCU.

  • Page 64: Application Exception

    Chapter 3 - Managing Conferences Application Exception When an exception occurs in the Personal Scheduler/Client an Application Error Information window can appear on screen. The operator/user can choose to send an email to support with information that helps analyze the source of the problem.

  • Page 65: Viewing The Report

    Click View Report, to read technical information about the exception. The Crash Report dialog box is displayed. You can view and read details about the exception. — To return to the Application Error Information , click Back In the Application Error Information dialog box, click Send Report, to •...
  • Page 66 Chapter 3 - Managing Conferences Shown below is an actual email with attachments. You can view the report (.rpt) file with any text browser as shown below: The contents of this report is identical to the information that can be viewed in the Crash Report1.rpt file.

  • Page 67: Appendix A: Default Templates

    Appendix A: Default Templates There are five default Conference templates included in the MGC WebCommander database: COP (Default_COP) • Video (Default_Video) • Audio (Default-Audio) • • Software Continuous Presence (SW CP) • Video Switching (Video-Switch) For a detailed description of these fields, refer to the MGC Manager User’s Guide Volume I.

  • Page 68: Default Conference Template Properties - Default_Cop

    Appendix A: Default Templates Default Conference Template Properties - Default_COP Parameter General Name Remarks Duration Billing Meet Me Per Conf. Entry Queue Access Conference Entry Password Web/Chairperson Password Start on MCU Numeric ID Conference User Defined 1-3 Conf. Type Media Networks Video Session Participants...
  • Page 69 Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC/LSD Rate T120 Rate Audio Alg. VTX1000 SilenceIT Pro-Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone Advanced Value...
  • Page 70 Appendix A: Default Templates Parameter Auto Termination Minutes Before First Join Minutes After Last Quit Dial-Out Manually Allow undefined Participants Min Number of Participants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf. Requires Chairperson Terminate After Chairperson Exits Mute ‘Meet Me’...
  • Page 71 Parameter Number of Occurrences Video Layout Video Layout Background Layout Border Speaker Notation Recording Enable Recording Recording Link Name Start Recording Value (disabled) (enabled) Empty Immediately (greyed out)

  • Page 72: Default Conference Template Properties - Default_Video

    Appendix A: Default Templates Default Conference Template Properties - Default_Video Parameter General Name Remarks Duration Billing Meet Me Per Conf. Entry Queue Access Conference Entry Password Web/Chairperson Password Start on MCU Numeric ID Conference User Defined 1-3 Conf. Type Media Networks Video Session Participants...
  • Page 73 Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC/LSD Rate T120 Rate Audio Alg. VTX1000 SilenceIT Pro-Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone Advanced Value...
  • Page 74 Appendix A: Default Templates Parameter Auto Termination Minutes Before First Join Minutes After Last Quit Dial-Out Manually Allow undefined Participants Min Number of Participants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf. Requires Chairperson Terminate After Chairperson Exits Mute ‘Meet Me’...

  • Page 75: Default Conference Template Properties - Default-Audio

    Parameter Number of Occurrences Video Layout Video Layout Background Layout Border Speaker Notation Recording Enable Recording Recording Link Name Start Recording Default Conference Template Properties - Default-Audio Parameter General Name Remarks Duration Billing Meet Me Per Conf. Entry Queue Access Conference Entry Password Web/Chairperson Password Start on MCU...
  • Page 76 Appendix A: Default Templates Parameter Numeric ID Conference User Defined 1-3 Media Networks Participants Advanced Auto Termination Minutes Before First Joint Minutes After Last Quit Dial Out Manually Allow undefined Participants Min number of Participants Max Number of Parties Audio Mix Depth Encryption Label Audio Alg.
  • Page 77 Parameter Lock On Hold Enable Invite Roll Call Entry Tone End Time Alert Tone Exit Tone Meet Me Per Conf Limited Occurrences Number of Occurrences Recording Enable Recording Recording Link Name Start Recording Value Yes - 5 Minutes greyed out Empty Immediately (greyed out) A-11...

  • Page 78: Default Conference Template Properties - Software Cp

    Appendix A: Default Templates Default Conference Template Properties - Software CP Parameter General Name Remarks Duration Billing Meet Me Per Conf. Entry Queue Access Conference Entry Password Web/Chairperson Password Start on MCU Numeric ID Conference User Defined 1-3 Conf. Type Media Networks Video Session...
  • Page 79 Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC/LSD Rate T120 Rate Audio Alg. VTX1000 SilenceIT Pro-Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone Advanced Value...
  • Page 80 Appendix A: Default Templates Parameter Auto Termination Minutes Before First Join Minutes After Last Quit Dial-Out Manually Allow undefined Participants Min Number of Participants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf. Requires Chairperson Terminate After Chairperson Exits Mute ‘Meet Me’...
  • Page 81 Parameter Number of Occurrences Video Layout Video Layout Background Layout Border Speaker Notation Recording Enable Recording Recording Link Name Start Recording Value (disabled) 2, 4 (depending on the number of connected participants) Empty Immediately (greyed out) A-15...

  • Page 82: Default Conference Template Properties - Video-Switch

    Appendix A: Default Templates Default Conference Template Properties - Video-Switch Parameter General Name Remarks Duration Billing Meet Me Per Conf. Entry Queue Access Conference Entry Password Web/Chairperson Password Start on MCU Numeric ID Conference User Defined 1-3 Conf. Type Media Networks Video Session Participants...
  • Page 83 Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC/LSD Rate T120 Rate Audio Alg. VTX1000 SilenceIT Pro-Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone Advanced Value...
  • Page 84 Appendix A: Default Templates Parameter Auto Termination Minutes Before First Join Minutes After Last Quit Dial-Out Manually Allow undefined Participants Min Number of Participants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf. Requires Chairperson Terminate After Chairperson Exits Mute ‘Meet Me’...
  • Page 85 Parameter Number of Occurrences Video Layout Video Layout Background Layout Border Speaker Notation Recording Enable Recording Recording Link Name Start Recording Value (disabled) 1x1 (full screen) (enabled) Empty Immediately (greyed out) A-19...
  • Page 86 Appendix A: Default Templates A-20...

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