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Polycom WEBCOMMANDER 8 User Manual

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MGC WebCommander

User's Guide

Version 8.0

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Page 1 MGC WebCommander User’s 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
Participant Templates List ......4-4 PathNavigator and Polycom Datastore Templates List ..4-5 Recent Participant List .
Page 4 Table of Contents Defining a New Participant from the New Meeting Window ..4-19 Scheduling a Conference ........4-24 Creating a Recurrent Reservation .
Page 5 Disconnecting Participants ....... 5-40 Reconnecting Participants ....... . 5-41 Adding Participants to the Conference .
Page 6 Table of Contents Participant/Chairperson Operations via DTMF Codes ... . . 5-112 Reservation Calendar ....... 6-1 Conference Types .
Page 7 H.239/People+Content (H.239/P+C) Options ... . . 7-31 Polycom Visual Concert PC ......7-32 Polycom Visual Concert FX .
Page 8 Table of Contents Conference Templates – Partial View Mode ... . . 9-1 Defining a New Video Conference Template ..... . 9-2 Defining an Audio Only Conference Template .
Page 9 Default Conference Template Properties - Video-Switch ..A-16...
Page 10 Table of Contents viii...
Page 11: Introduction
Introduction The MGC WebCommander is a browser-based application for monitoring, managing and scheduling video and audio conferences. WebCommander users have control over all aspects of setting up and running conferences using a standard Web browser. Using MGC WebCommander, users with the appropriate permissions can: Create and schedule new meetings •...
Page 12: Prerequisites
Chapter 1 - Introduction Users can be assigned different permissions. Depending on your permissions, you may not be able to perform all of the WebCommander functions. The windows displayed throughout this guide show the default settings for a user with full permissions. Your application windows may look differently according to your site configuration and your permissions, however the functionality is the same as described in this manual.
Page 13 • Chapter 5 - Monitoring On Going Conferences Describes operations that can be performed during conferences to accommodate almost any situation which might arise during the conference. Chapter 6 - Reservation Calendar • Enables viewing of scheduled conferences and their modification before the conference start.
Page 14: Conventions
Chapter 1 - Introduction Conventions Before using MGC WebCommander, it is important for you to understand the terms and conventions used in this manual. The term “select” is used when you highlight a part of the window, • dialog box or menu that you want to be changed with your next action. The term “click”...
Page 15: Cookies
Cookies Cookies must be enabled in the Web browsers, otherwise WebCommander will not function properly. Enabling Cookies in Microsoft Internet Explorer To enable cookies in Internet Explorer: In the Microsoft Internet Explorer application, on the Tools menu, click Internet Options. The Internet Options - General window opens.
Page 16 Chapter 1 - Introduction Click the Custom Level button. The Security Settings window opens. Scroll down until the Cookies entry is shown and make sure that both options are set to Enable. Click OK. The system returns to the Internet Options – Security window. Click OK.
Page 17: Connecting To Webcommander
Connecting to WebCommander You can connect to the WebCommander Web site in one of two ways using: Windows Authentication • WebCommander User Login name and password • Connecting to WebCommander Web Site using Windows Authentication The Windows Authentication mechanism allows users registered with the network servers to access the MGC WebCommander Web site using their Windows login name and password.
Page 18 Chapter 2 - Connecting to WebCommander The Enter Network Password dialog box opens: Enter your User Name, Password and network Domain as defined in your network. Click OK. On first entry, the WebCommander Welcome window opens. When you access the WebCommander Web site for the first time, and the default language is other than the required language, select the language in Welcome window.
Page 19: And Password
Select the language, and then click the Enter button. If the site is already displayed in the required language, click the Enter button. From this point on, the system remembers the selected language and will skip this window when logging into the WebCommander site, displaying the New Meeting window.
Page 20 Chapter 2 - Connecting to WebCommander The WebCommander Login window opens. If the Web site page is not displayed in the desired language, click the button of the language to be used in the MGC WebCommander to display the screens, menus, and commands. For example, click the English button to display the Web site pages in English.
Page 21 • Several On Going conferences - The Meeting Director window listing the On Going conference list opens, enabling you to select the conference to monitor: • One On Going conference - The Meeting Director window opens, enabling you to monitor this conference: MGC WebCommander User’s Guide...
Page 22: Connecting To Webcommander Web Site Using A Webportal
Chapter 2 - Connecting to WebCommander • No On Going conferences - The New Meeting monitor window opens, enabling you to start a new conference: Connecting to WebCommander Web Site using a WebPortal The WebCommander can be accessed using a WebPortal. Depending on the WebPortal configuration you may be prompted for a user name and password.
Page 23: Main Menu
Main Menu In the WebCommander site, the Main Menu appears in the left pane of all screens enabling quick and easy access to all system modules. The items that appear on the menu vary according to your permissions. Main Menu The Web page display is optimized to desktop area of 768 x 1024 pixels.
Page 24: Main Menu Links
Chapter 3 - Main Menu Main Menu Links The following links are available in the Main Menu. Clicking the link opens the appropriate window, as described below. New Meeting – Displays the New Meeting window to create and launch • a new conference quickly.
Page 25 personal details (E-mail address and WebOffice URL). For more information, see “Configuration” on page 3-5. Login – Returns you to the Login window to login as a different user and • to select another language. This link is available in the WebCommander user Log-in.
Page 26 Chapter 3 - Main Menu Table 3-1: Main Menu Items: View Mode, Permission and Product Dependencies Menu Item Configuration Login/ Language Selection Database Required Required Permission View Mode Basic or Change Password Administrator Basic or WebCommander user Administrator login/Windows authentication Basic or User must be defined Administrator...
Page 27: Configuration
Configuration From the Configuration window, you can change your WebCommander Web site password and you can add/change/delete your E-mail address and WebOffice URL. • This menu/window is not relevant to Windows Authentication users. • In the Windows Authentication mode, the password can be changed within Windows.
Page 28 Chapter 3 - Main Menu The Configuration window opens. This window is split into two areas: Change Password - To change your password to the WebCommander site. Personal Details - To add or update your E-mail address and WebOffice URL. The E-mail address and WebOffice URL are optional.
Page 29: Database Selection
To exit the Configuration window, click one of the options in the Main Menu pane. Database Selection If more than one database is configured in the WebCommander, you can select the database for the current session. The database box indicates the name of the database currently selected for retrieval and management.
Page 30: Language Selection
Chapter 3 - Main Menu Language Selection In Windows Authentication mode, after first entry, the Welcome/Language Selection window is skipped. To change the WebCommander language, access the Language Selection window from the Main menu. To change the language of the WebCommander Web site: In the Main Menu, click Language Selection.
Page 31 MGC WebCommander User’s Guide The Welcome/Language Selection window opens. Click the required language button. The Web site pages are refreshed and displayed in the selected language.
Page 32: Resizing The Window Panes
Chapter 3 - Main Menu Resizing the Window Panes The main window is comprised of two panes. Each pane can be resized by dragging the edge between the Main Menu pane and the List/parameters pane (rightpane), which enables you to view additional information. You can also display additional information in the List or Parameters pane (right pane) using the arrows and scroll bars.
Page 33: New Meeting Window
New Meeting Window The New Meeting window is organized in a manner that enables you to quickly and easily start/schedule a new meeting. This window can be viewed only: • When using WebCommander Professional or Meeting Scheduler. Users using Meeting Director can only monitor On Going conferences, but cannot schedule them from the WebCommander.
Page 34 Chapter 4 - New Meeting Window Conference Launch Options – Contains command buttons that enable • you to start the conference immediately or to schedule it to start in the future. Participants Participants Lists Actions Conference Details Conference Launch Options...
Page 35: Participants Lists Area
Participants Lists Area Various participants lists are used to quickly add participants to the conference. You can choose to view the list of available Participant templates by clicking one of the three tabs: • Directory Recent • Favorites • You can select participants from all the lists for any conference. The following figure details the actions that are common to all of the tabs in the Participants List area.
Page 36: Directory Participants List
Participant templates stored in the WebCommander database • PathNavigator registered endpoints • Polycom Datastore database templates • Participant Templates List You can add new participants to this list. To access the Directory List: Click the Directory tab and select a group from the list in the Participant •...
Page 37: Pathnavigator And Polycom Datastore Templates List
PathNavigator and Polycom Datastore Templates List The Polycom PathNavigator is an enterprise gatekeeper that enables you to see when endpoints are online and to connect to them with a single click. In such a case, you do not need to define the endpoints, as the definition is taken from the gatekeeper.
Page 38: Recent Participant List
Chapter 4 - New Meeting Window Recent Participant List The Recent list is automatically created by the system. This list is made of participants who have recently attended a meeting. The list holds up to 20 names. You cannot add new participants to this list. If the Recent tab is selected and you define a new participant, the new participant is added to the Group currently selected in the Directory tab, even if it is not shown.
Page 39: Favorites Participant List
Favorites Participant List The Favorites list is used to facilitate the selection of participants to join a meeting. You can use one of the following methods to add a participant to the Favorites list: During the definition of a new participant, select the Add to Favorites •...
Page 40: Participant Actions Area
Chapter 4 - New Meeting Window Participant Actions Area There are five command buttons that are used to add, remove or delete participants to the meeting, add participants to the Favorites list and define a new participant: Add – Adds selected participants in Participant Lists area (left pane) to •...
Page 41: Conference Details Area
Conference Details Area The Conference Details area displays the following information: Template Group – The group in the database where the conference • template is stored. Template – The name of the Conference template containing the • conference parameters. If the Conference template includes participants, they are listed below the template name.
Page 42: Conference Launch Options Area
Chapter 4 - New Meeting Window Conference Launch Options Area There are two Conference Launch Options: Start Immediately – Attempts to start the new meeting now, without • changing the conference parameters on an MCU as defined in the Conference template. If the meeting is scheduled successfully, a message is displayed indicating the MCU on which the meeting was scheduled.
Page 43: Starting A New Meeting
Starting a New Meeting Starting a New Meeting Using a Default Conference Template The WebCommander is shipped with five default conference templates. These templates do not include participant templates and all participants must dial-in to the conference to participate in the Meeting. These participants are not defined prior to the conference start and are described as undefined participants.
Page 44: Video-Switch
When the conference name is based on the user’s E-mail address, the format is: TemplateName_UserEmail_Random Number. For example: Sales_jen@polycom.com_887. For more information see the MGC Web server Manager and Installation and Configuration Guide, Chapter 5, “Configuring the MGC Web Server Manager”.
Page 45 MGC WebCommander User’s Guide MGC Web Server and the MCU field is set to Auto in the Conference template, the system selects the MCU to run the conference according to the order in which they are defined in the MCU table or in the MCU list assigned to the logged in user.
Page 46: Sending An E-Mail To Conference Participants
Chapter 4 - New Meeting Window Sending an E-mail to Conference Participants Following the successful launch of a reservation or On Going conference, the system enables you to send an E-mail with a meeting notification to conference participants. To send an E-mail: Click OK to send an E-mail or click Cancel to move to the monitoring window without sending an E-mail.
Page 47 information on Personal Details, refer to page 3-5. If no E-mail address was defined, you can add it manually. The Subject field includes the conference parameters. The E-mail body includes the conference start date and time, dial-in/dial- out numbers, IP address or phone numbers, and the Conference Entry password.
Page 48: Duplicate Booking
Chapter 4 - New Meeting Window When the recipient of the conference invitation clicks the vCalendar attachment, the user's default appointment calendar opens. The conference is placed as an appointment in the calendar (or if there is already an appointment set for that time, the appropriate notification is given).
Page 49 • Participants with the same ISDN phone numbers, or Participants with the same IP address • Depending on the connection type of a participant, different criteria are used to determine if indeed the “same” participant is double booked. The following table lists these criteria: Table 4-1: Duplicate Bookings Criteria for Duplicate Bookings Connection type...
Page 50 Chapter 4 - New Meeting Window Table 4-2 details the information that is displayed: Table 4-2: Duplicate Booking options Field/Option Requested Participants Reserved Participants Phone/IP Alias Connection Type Conference Name Start Time End Time To resolve participant conflicts: Select the check box(es) of the requested participant(s) you would like to keep in the conference currently being scheduled.
Page 51: Defining A New Participant From The New Meeting Window
Defining a New Participant from the New Meeting Window If you want to add a participant who was not previously defined, you can do this during the scheduling of the new meeting. You must have the appropriate permissions to define a new participant. To define a new participant from the New Meeting window: In the Participant Actions pane, click the New Participant button to define a new participant.
Page 52 Chapter 4 - New Meeting Window The Participant Dialog Page opens. Define the parameters as detailed in Table 4-3. Table 4-3: Participant Dialog Page parameters Option Name Connection 4-20 Description The system displays the default name defined in the currently active Participant Default set. Type the participant name using numerals and characters.
Page 53 Table 4-3: Participant Dialog Page parameters Option Description Connection (con’t) • Dial-out - The MCU calls the participant at conference time. You must enter the participant’s phone number in the Participant Number box, or IP address/Alias when defining the participant. If the Manual Dial-Out option is selected for the conference in the Conference template, the meeting organizer/operator must initiate the call...
Page 54 Chapter 4 - New Meeting Window Table 4-3: Participant Dialog Page parameters Option SIP Address ISDN/Phone T1-CAS Participant number 4-22 Description Select the SIP option if the participant is an SIP participant/SIP phone participant. sip: [user name]@[domain]. URI adheres to URI rules: no spaces or special characters such as commas, quotation marks, inverted tags and so forth either in the user name or in the domain part.
Page 55 Table 4-3: Participant Dialog Page parameters Option Description Save Participant in Select this check box to save the participant in the the Database current group and database, creating a new Participant template for future invitations to conferences. Add to Favorites Select this check box to add this participant to the Favorites List in the New Meeting window.
Page 56: Scheduling A Conference
Chapter 4 - New Meeting Window Scheduling a Conference Using the New Meeting window, you can schedule a conference to Start Immediately (On Going conference) or to start automatically at a predefined date and time (Calender reservation). To schedule a conference from the New Meeting window: Perform steps 1-5 in the New Meeting window.
Page 57 contains pre-defined participants, they are listed in the Conference Details pane. In the Participants List select the check boxes next to the participants to invite to the meeting. You can select participants from all participants lists (Directory, Recent and Favorites). Click the Add>...
Page 58: Numeric Id
When the conference name is based on the user’s E-mail address, the format is: TemplateName_UserEmail_Random Number. For example: Sales_jen@polycom.com_887. For more information see the MGC Web server Manager and Installation and Configuration Guide, Chapter 5, Configuring the MGC Web Server Manager.
Page 59 Table 4-4: Start window parameters Option Description Numeric ID (cont.) Note: If the MCU is configured to support only automatic assignment of Numeric Conference IDs, then this field is disabled and the system will automatically assign a Numeric Conference ID after you save the conference on the MCU.
Page 60 Chapter 4 - New Meeting Window Table 4-4: Start window parameters Option Duration Repeat Meeting Click OK. The system tries to start the conference on one of the MCUs currently connected to the MGC Web Server. If several MCUs are connected to the Web Server and the MCU field is set to Auto in the Conference template, the system selects the MCU to run the conference according to the order in which they are defined in the MCU table or in the MCU list assigned...
Page 61 MGC WebCommander User’s Guide If the conference is started successfully on the MCU and the Meet Me Per Conference option is set for the conference, the system displays the dial-in number that should be used by the conference participants, for ISDN/T1-CAS and H.323 participants.
Page 62: Creating A Recurrent Reservation
Chapter 4 - New Meeting Window Creating a Recurrent Reservation Recurrent reservations (reservations that occur repeatedly) are created from the Start window. You must define the start date and time of the first reservation, and specify the recurrence pattern. For example, if you plan a weekly reservation to occur every Monday, you need to select the date and time of the first Monday on which the conference occurs and specify the number of occurrences or the ending date.
Page 63 The Reservation Recurrence pane opens. Define the following parameters: Table 4-5: Recurring Reservations parameters Field Description Repeat Select the frequency (Daily, Weekly or Monthly) at which the reservation occurs. If Daily is selected, the system automatically highlights all the days of the week. To disregard a certain day of the week, for example, the weekend, click the desired days to clear its check box.
Page 64: Field Description
Chapter 4 - New Meeting Window Table 4-5: Recurring Reservations parameters Field Repeat (cont.) Range of Recurrences Click OK. If no MCU is connected to the MGC Web Server, an appropriate error message is displayed. When starting a conference, conflicts can occur between participants. For further information, see “Duplicate Booking”...
Page 65 (Conference template), followed by sequential numbers, using the format “name_X”, where X is its sequential number. For example, if the first reservation is named “Polycom 1_admin1_43946”, and the number of occurrences is three, the system creates three reservations, naming the first “Polycom 1_admin1_43946_1”, the second “Polycom...
Page 66 Chapter 4 - New Meeting Window When reservations are successfully scheduled on the MCU and the E-mail option is enabled in your permission, you will be prompted to send an E-mail to the conference participants. For details, see “Sending an E-mail to conference participants” on page 4-14. Click OK to send an E-mail or Cancel to avoid sending the E-mail.
Page 67 MGC WebCommander User’s Guide When an E-mail is sent to participants, you can include a ViaVideo and vCalender/iCalender format attachments (for more information, see “Sending an E-mail to Conference Participants” on page 4-14) by selecting the appropriate check boxes. With recurrent reservations the e- mail states the number of recurrent reservations and the recurrence pattern (monthly, weekly, daily).
Page 68: E-Mail Update After Reservation Change
Chapter 4 - New Meeting Window The name of each of the recurrent reservations cannot be modified. However, the parameters of an individual recurrent conference can be modified by double-clicking the specific reservation. E-mail Update after Reservation Change Based on the user permission, Partial Parameters View or Full Parameters View when you change the properties of an existing reservation and recurring reservation you can update participants by sending them an e-mail.
Page 69 The Conference Reservation window opens. Click the Send E-mail link. For users with the View mode: Basic permission, click the Send Email button. MGC WebCommander User’s Guide 4-37...
Page 70 Chapter 4 - New Meeting Window When you do not select the Send E-mail link/button, the system prompts the organizer if he/she requires the sending of an E-mail. Click OK, to send the E-mail . When you click Cancel, conference participants do not receive the e-mail. 4-38...
Page 71: Dialing Into The Conference
Dialing into the Conference Defined ISDN Participants Dial-in ISDN participants can dial-in to a conference directly or via an Entry Queue. Alternatively, if the conference is defined as Meet Me Per Conference or Meeting Room, participants can simply dial-in to the number assigned to the conference.
Page 72: Participants
Chapter 4 - New Meeting Window To display the list of On Going conferences: In the Main Menu pane, click the On Going Conferences link. • The ISDN phone number is based on the dial-in phone numbers range defined for the MCU. If the PBX truncates the first digits these digits have to be added to the number communicated to the conference participants.
Page 73: Defined H.323 Participants Dial-In
Defined H.323 Participants Dial-in The dialing string that should be used by participants to connect to the conference is displayed when the conference is saved on the MCU and is also sent to participants in the E-mail (if you have selected to send one). When the conference is defined as Entry Queue access, the dialing string of the first Entry Queue in the list of Entry Queues is indicated as the IP address or alias.
Page 74: Dial-In Scenario-Sip Environment
Participants can connect to an Entry Queue, and then they are routed to the destination conference using the conference password or the conference numeric ID (depending on the MCU configuration). 4-42 - where the Entry Queue name is EQ1. EQ1@polycom.com EQ1(sales)(12345)
Page 75: Direct Dial-In Scenario-Sip Environment
If the IP address of the MCU IP card is known, a direct endpoint to MCU connection is possible, but not recommended. This direct connection uses the Redirect mode only. The SIP endpoint dials the IP address of the IP card or its host name. SIP UA conf1@polycom.com conf1@polycom.com SIP UA endpoint1@polycom.com SIP UA Figure 4-2: SIP Environment - Dial-in and Dial-out Dial-out Scenario—SIP Environment...
Page 76: Mixed Environments Conference Scenario
Chapter 4 - New Meeting Window Mixed Environments Conference Scenario In mixed environments, participants can connect to the same conference on the MCU either over ISDN or over IP. Figure 4-3: SIP Mixed Environment After establishing a connection to the conference (each over its corresponding network), the signaling and media channels reach the MCU.
Page 77: Monitoring An On Going Conference
Monitoring an On Going Conference The Meeting Director module is available only if you have purchased and installed the MGC WebCommander Professional or MGC WebCommander Meeting Director software and if you have access rights to Meeting Director module. The access rights are defined in the MGC Web Server Manager - Permissions.
Page 78: General Monitoring
Chapter 5 - Monitoring an On Going Conference In all conferences, you may connect and disconnect participants, mute and unmute the participant’s audio channel, change the participant’s audio volume, add new participants to the conference, extend the conference duration, terminate the conference before its scheduled time and lock the conference to dial-in participants.
Page 79: Meeting Director Module
Special icons are used to indicate the participant status in an On Going conference. Dial-out participants are usually connected directly to the conference. Dial- out participants are called by the MCU and are connected to the conference when the connection between the MCU and the endpoint is established. Dial-in participants can also connect directly to the conference depending on the conference settings.
Page 80: The Meeting Director Pane
Chapter 5 - Monitoring an On Going Conference The Meeting Director Pane The Meeting Director pane lists the On Going conferences running on all connected MCUs. To access the Meeting Director from the WebCommander site: In the Main Menu pane, click the On Going Conferences link. •...
Page 81 • If there are more than two On Going conferences running that you have permission to monitor, the list of these conferences opens in the Meeting Director window: Click the hyperlink to monitor the conference. A “key” icon indicates that a password is required to monitor this conference The Start Date and Time and End Date and Time of each...
Page 82 Chapter 5 - Monitoring an On Going Conference If you have administrator rights to view all On Going conferences, the list can include all the On Going conferences started by all the users on all the connected MCUs. A” key” icon next to the conference name indicates that the conference can be monitored only if you enter the appropriate password.
Page 83 Following is the Meeting Director monitoring window for a video conference: Conference Conference menu name Participant Status Display Scroll Bars Pane Following is the Meeting Director monitoring window for an Audio Only conference: Toolbar Participant Status Display Pane MGC WebCommander User’s Guide Toolbar Video Layout Toolbar Video Layout Pane...
Page 84: Conference Icons And Indications
Chapter 5 - Monitoring an On Going Conference Conference Icons and Indications Various icons and ToolTips are used to indicate the conference and participant status, enabling you to concentrate on those participants that require your help in connecting or disconnecting to/from the conference. Toolbar Buttons and Icons The toolbar at the top of the Meeting Director window for a video conference contains the following buttons and icons:...
Page 85 Table 5-1: IVR-enabled conference toolbar options Button/ Description Indication Lecture Mode - To select the Lecture mode for the conference starts a lecture in the conference. Clicking this button opens the Lecture Mode window. You are able to select the Presentation Mode or None. For more details see the MGC Manager User’s Guide, Volume I, Chapter 10.
Page 86 Chapter 5 - Monitoring an On Going Conference Table 5-1: IVR-enabled conference toolbar options Button/ Indication 5-10 Description Extend Conference Time - Manually extends the conference duration. Terminate Conference - Manually terminates the conference. Secure Conference (IVR-enabled conferences only) - Indicates that the conference is in Secure Mode.
Page 87: Participant Icons And Indications
Participant Icons and Indications Conference participants can have different roles: a standard participant, a chairperson, or an operator. Standard participants take part in the conference. They perform • operations via their telephone using the touch-tone signals (DTMF codes). They can control their broadcasting and listening volume, mute or unmute their line, request operator’s assistance, invite new participants to the conference, vote and ask questions.
Page 88: Participant Icons
Chapter 5 - Monitoring an On Going Conference Participant Icons Participant icons are used to indicate the status and the type of the participant. Participant icons Table 5-2 describes the icons that are used to indicate the type of conference participant.
Page 89 MGC WebCommander User’s Guide Table 5-2: Participant icons Icon Description VIP (Very Important Person) - A participant designated as VIP will be displayed with a special VIP icon. You can designate a VIP participant from the Participant Properties dialog box during the conference definition or during the On Going conference.
Page 90: Connection Status Icons
Chapter 5 - Monitoring an On Going Conference Connection Status Icons ToolTips are used to indicate statuses and the functionality of buttons. To Display the ToolTips, point to the status button or the icon. For more information on the ToolTips, see page 5-25. Table 5-3 describes the icons that are used to indicate the status of the participant connection to the conference.
Page 91 Table 5-3: Connection status icons Status Icon/ Description Button The connection is problematic. In video conferences it may be caused when the synchronization is lost or when the participant is connected as secondary (the video channel could not be connected so the participant is connected via is audio channel only).
Page 92: Audio Connection Status Icons
Chapter 5 - Monitoring an On Going Conference Audio Connection Status Icons Table 5-4 describes the icons that are used to indicate the status of the audio channel connection of the participant to the conference. These icons are relevant to video conferences. Most of the icons are relevant to Audio Only conferences.
Page 93 Table 5-4: Audio status icons Status Icon/ Description Button The audio channel of the participant is muted by the participant and the MCU. The audio channel of the participant is muted by the operator and the transmission of audio to the participant site is blocked.
Page 94: Video Status Icons
Chapter 5 - Monitoring an On Going Conference Table 5-4: Audio status icons Status Icon/ Button Video Status Icons Table 5-5 describes the icons that are used to indicate the status of video connection of the participant to the conference. These icons are relevant to video conferences only.
Page 95 Table 5-5: Video connection status icons Status Icon/ Description Button The video channel of the participant is connected. (green) The video channel is disconnected, and therefore the icon is grayed-out and does not appear as a button. (gray) The video channel is connected as secondary, meaning the video channel could not be connected correctly and the participant is connected using audio only.
Page 96: Q&A Buttons
Chapter 5 - Monitoring an On Going Conference Q&A Buttons The Q&A buttons are enabled during an On Going Conference in the Q&A list. These buttons must be activated in the MGC Web Server Manager Permission Properties - Setting2 tab. The following Q&A buttons are available:The following Q&A buttons are available: Table 5-6: Q&A Buttons &...
Page 97 Table 5-6: Q&A Buttons & Functions Button Menu Function Next questioner Connection Type Icons Table 5-7 describes the icons that are used to indicate the participant connection to the conference; dial-in, dial-out or direct. Table 5-7: Connection type icons Status Icon Description Broadcasting volume - Indicates the level of the broadcasting volume of the participant.
Page 98 Chapter 5 - Monitoring an On Going Conference Table 5-7: Connection type icons Status Icon Q&A Party Phones 5-22 Description The Q&A session organizes participant's questions or comments during an On Going conference. The conference moderator can see who is currently asking a question, who is in the queue to ask a question, the order of the participants in the queue, what number a participant is in the queue, and how much time a...
Page 99: Sorting Participant Properties
Sorting Participant Properties When monitoring an On Going conference, particularly conferences with a long participant list, the participant properties - Name, Status, Mute/Un-mute, Volume, Party Phone, Connection Type and Q&A - can be sorted in ascending or descending order. To sort the Participant Properties: In the participants Status pane, click the arrow next to the property •...
Page 100: Chapter 5 - Monitoring An On Going Conference
Chapter 5 - Monitoring an On Going Conference Secure Conference Mode Secure Conference Mode completely locks a conference and denies outside parties from monitoring and controlling the conference including system administrator and MGC Manager operator. The Secure Conference Status is indicated by a yellow shield The conference can only be secured by the conference chairperson using the appropriate DTMF code from his/her endpoint.
Page 101: Tooltips
MGC WebCommander User’s Guide Only the conference chairperson can cancel the secure mode from his/her endpoint using the appropriate DTMF code. For more details see the MGC Manager User’s Guide, Volume I, Chapter 6. ToolTips When pointing to the Participant icon, a ToolTip is displayed, indicating the participant status.
Page 102 Chapter 5 - Monitoring an On Going Conference The following participant statuses may be indicated in the Participant ToolTip: Stand By - In a dial-out conference, the participant waits to be connected • to the conference by the operator. When connecting, the status changes to Connecting.
Page 103 MGC WebCommander User’s Guide Table 5-8: ToolTip options ToolTip Indicates The top segment in ToolTip pop-up window indicates the button functionality, i.e. Mute Video indicates that if you click this button you will mute the participant’s video channel. The bottom segment indicates the current status of the video channel;...
Page 104: General Conference Information
Chapter 5 - Monitoring an On Going Conference General Conference Information Pointing to the Information icon lists the conference general settings and status. To view the conference status from the Information icon: On the Toolbar area of the Meeting Director/Conference Manager •...
Page 105 Table 5-9: Conference Status Information Status Field Description IP Dial-in number The IP dialing string that participants use to access the conference. The dialing string is composed of the H.323 Network Service Prefix and the conference ID. Numeric ID The Numeric ID of the conference. A numeric ID may be added manually or allocated automatically by the system.
Page 106: The Video Layout Pane
Chapter 5 - Monitoring an On Going Conference Table 5-9: Conference Status Information Status Field Same Layout Auto Layout Billing Conference User Defined 1-3 The Video Layout Pane According to the video session set for the conference, the Video Layout pane displays the video layout currently selected for the conference or for the participant.
Page 107: Hide/Show Video Layout Pane
The Video Layout pane enables you to select the participant that will be viewed in each video layout window (video forcing). The forcing can be done at the conference level or per participant. In addition, you can view and modify each participant’s Personal Layout and select the conference layout. Personal Layout for selected participant Video Layout toolbar.
Page 108 Chapter 5 - Monitoring an On Going Conference To hide the Video Layout pane: Point to the Conference Actions menu, and click Hide Layout Pane. • The layout pane is hidden. To show the Video Layout pane: Point to the Conference Actions menu and then click Show Layout •...
Page 109: Operations Performed During On Going Conferences
Operations Performed during On Going Conferences Operations performed during Audio and Video conferences If you have the appropriate permissions the following operations may be performed while monitoring an On Going conference (both Audio Only and video conferences): View the Conference Numeric ID - for details see “Viewing Conference •...
Page 110 Chapter 5 - Monitoring an On Going Conference Lock or unlock the conference to dial-in participants - for details see • “Locking and Unlocking a Conference for Dial-in Participants” on page 5-64 Modify the conference Billing Code, user defined fields and remarks - •...
Page 111 • Select the Lecture option to be used for the conference - for details see “Controlling the Lecture Mode” on page 5-94 Mute and unmute the video channel of a participant - for details see • “Muting/Unmuting a Participant” on page 5-61 Block the audio transmission from the conference to the participant’s site •...
Page 112: Selecting Options
Chapter 5 - Monitoring an On Going Conference Selecting Options The participant level operations are performed by selecting the appropriate option from the Participant menu. Other operations are performed by clicking the appropriate button in the participants list. Most of the conference level operations are performed by selecting the appropriate option from the Conference Actions menu.
Page 113 Other operations are performed by clicking the appropriate button in the Meeting Director toolbar. Each of the menu options and the operations performed in the Meeting Director module is available only to users with the appropriate permissions. Toolbar buttons MGC WebCommander User’s Guide 5-37...
Page 114: Viewing Conference Numeric Id
Chapter 5 - Monitoring an On Going Conference Viewing Conference Numeric ID A Conference Numeric ID is a unique number assigned to a conference, identifying it to the system. It can be used by participants to access the conference. A Conference Numeric ID can be assigned via two methods: Automatic or Manual.
Page 115: Connecting Dial-Out Participants
Connecting Dial-out Participants When the Dial-out Manually option is selected for the conference, the operator has to initiate the connection from the MCU to the dial-out participant. For further information on the connectivity options see “Participant Connection to the Conference” on page 7-7. To connect the participant: In the Status column, click the Connection button.
Page 116: Disconnecting Participants
Chapter 5 - Monitoring an On Going Conference Disconnecting Participants On occasion, a participant will not need to continue with a conference. In such a case, you can disconnect the participant. When you disconnect a participant, the resources assigned to the participant remain allocated and the participant’s parameters remain in the system memory.
Page 117: Reconnecting Participants
Reconnecting Participants A disconnected participant can be reconnected to the conference. To reconnect a disconnected participant: In the Status column, click the Connection button. • Alternatively, point to the participant’s arrow, and then click Connect Party. The participant is reconnected. MGC WebCommander User’s Guide 5-41...
Page 118: Adding Participants To The Conference
Chapter 5 - Monitoring an On Going Conference Adding Participants to the Conference You can add a Participant template to an On Going conference. To add a participant to the On Going conference: Point to the Conference Actions menu, and click Add Participants. In iPower installations, you may add participants from an LDAP directory.
Page 119 The Add Participant window opens, letting you select the Participant template(s) from the list. For more information on Participant templates, see the MGC Manager User’s Guide, Volume II, Chapter 7. The system displays the Database Name as a reference. The Add Participants list includes all the Participant templates currently assigned to the selected Group to which you have access rights.
Page 120 Chapter 5 - Monitoring an On Going Conference If the list is very long, you can narrow your search to display a shorter, more concise list by clicking the Filter button. The Filter window opens. — Define the filter options as described in Table 5-10. Table 5-10: Filter window Option Name...
Page 121 Select the check box next to the name of the participant to add to the conference. You can add several participants in one operation by selecting their check boxes. Click OK to add the participant(s) to the conference. The Add Participants window closes and the selected participants appear in the participants list in the Meeting Director/Conference Manager window.
Page 122: Defining A New Participant During An On Going Conference
Chapter 5 - Monitoring an On Going Conference Defining a New Participant During an On Going Conference You can define a new participant during the monitoring of an On Going conference. The participant is automatically added to the conference. If desired, the participant can also be added to the database.
Page 123 For users with View Mode: Basic Permission, the Participant Dialog Page window opens. Different fields are enabled for Video and Audio Only participants. Define the participant properties as described in Chapter 4, — “Defining a New Participant from the New Meeting Window” on page 4-19.
Page 124 Chapter 5 - Monitoring an On Going Conference For users with the View Mode: Administrator permission, the Participant Properties – Basic window opens. — For users with the View Mode: Administrator permission you can add the participant to the Participants List in the database. Select the Add this participant to the list of participants in the DB check box.
Page 125: Adding A New T1-Cas Participant During An On Going Conference
For users with the View Mode: Administrator permission, the Advanced tab is available for defining additional parameters. If required, click the Advanced tab. The Participant Properties - Advanced window opens. Define the Advanced Participant Properties as described in Chapter 4, “Defining a New Participant from the New Meeting Window”...
Page 126 Chapter 5 - Monitoring an On Going Conference To define a new T1-CAS participant during an On Going conference: Point to the Conference Actions menu, and then click New Participant. Alternatively, click the New Participant button from the Meeting Director toolbar. For users with the View Mode - Basic (Permission Properties - General) Different fields are enabled for Video and Audio Only participants.
Page 127 permission the Participant Dialog Page window opens. 2a. Define the participant properties as described in Chapter 4, “Defining a New Participant from the New Meeting Window” on page 4-19. For users with the View Mode - Administrator permission, the Participant Properties – Basic window opens. 2b.
Page 128 Chapter 5 - Monitoring an On Going Conference In the Connection Type list, select Dial-out. Only dial-out T1-CAS participants may be defined. Undefined dial-in T1-CAS participants may join Meeting Rooms, Meet Me Per conferences and Entry Queues by dialing the appropriate T1-CAS dial-in number allocated to these conferences.
Page 129: Viewing The Participant Properties
Viewing the Participant Properties You can view the basic properties of a participant. To view the participant properties: In the Name column, click on the participant hyperlink. • Alternatively, point to the arrow to the right of the participant’s name and then click Properties.
Page 130: Modifying The Participant Properties
Chapter 5 - Monitoring an On Going Conference If the participant is disconnected, you may change the connection type from dial-in to dial-out. Usually, you do this to connect the participant if there are connection problems. For details on changing a dial-in participant’s name, see “Viewing the Participant Properties”...
Page 131 The Participant Dialog Page opens. Delete the name currently displayed in the Name field and enter the new participant name. Click OK. The name is changed in the Name column. MGC WebCommander User’s Guide 5-55...
Page 132: Viewing And Modifying The Participant's Properties During An On
Chapter 5 - Monitoring an On Going Conference Viewing and Modifying the Participant’s Properties during an On Going conference During an On Going conference you can view the Participant Properties of any participant. To view the Participant Properties: Point to the participant’s arrow, and click Properties. The Participant Dialog Page window opens.
Page 133: Designating Participant As Vip
Designating Participant as VIP You can designate participant as VIP in the Participant Properties dialog box defined during the participant’s template definition or during the conference definition. A participant or chairperson designated as VIP is displayed with a special VIP icon. The participant’s icon is changed to VIP To designate a participant as VIP: Point to the participant’s arrow, and click Properties.
Page 134 Chapter 5 - Monitoring an On Going Conference Monitoring VIP Participants during an On Going conference During an On Going conference a participant designated as VIP, appears with VIP icon. 5-58 VIP Participant...
Page 135: Designating A Participant As The Chairperson
Designating a Participant as the Chairperson During an On Going IVR-enabled conference a participant can request to become the conference chairperson through one of the following methods: Entering the appropriate DTMF code from the participant’s DTMF- • enbabled endpoint. Requesting that the Operator to change his/her status to chairperson via •...
Page 136: Deleting A Participant From An On Going Conference
Chapter 5 - Monitoring an On Going Conference Deleting a Participant from an On Going Conference When a participant no longer needs to be part of a conference and there is no need to reconnect him/her, you can release the resources allocated to the participant (freeing them for use by other end users).
Page 137: Muting/Unmuting A Participant
Muting/Unmuting a Participant Occasionally, a conference organizer may want to exclude the audio and/or video channel of a particular participant from part of an On Going conference. A participant’s audio and/or video signals can be muted. A participant whose audio and/or video signal is muted hears and sees the other participants.
Page 138 Chapter 5 - Monitoring an On Going Conference To Mute/Unmute the participant’s video channel: In the Participants list - Multimedia column, click the Video button. • When the participant is muted by the operator, a red diagonal line appears on the Video button in the Multimedia column. To unmute the video channel, click this button again.
Page 139: Controlling The Participant's Broadcasting And Listening Volume
Controlling the Participant’s Broadcasting and Listening Volume The Broadcasting and Listening volume of the participant’s can be changed during an On Going conference. You can modify the volume of the audio transmitted from the participant’s endpoint to the conference (Broadcasting Volume) and from the conference to the participant’s endpoint (Listening Volume).
Page 140: Locking And Unlocking A Conference For Dial-In Participants
Chapter 5 - Monitoring an On Going Conference Locking and Unlocking a Conference for Dial-in Participants You can lock or unlock an On Going conference to dial-in participants. The Lock/Unlock option is dynamic and can be applied any time before or during the conference.
Page 141 To unlock a conference: Point to the Conference Actions menu, and then click Unlock. • Alternatively, unlock the conference by clicking the Lock button on the toolbar. The icon in the toolbar changes to an unlocked state. MGC WebCommander User’s Guide 5-65...
Page 142: Adding Or Viewing The Conference's Additional Information During An On Going Conference
Chapter 5 - Monitoring an On Going Conference Adding or Viewing the Conference’s Additional Information During an On Going Conference You can add or modify the conference Billing code, the Conference General Information as it appears in the User Defined fields and Remarks. Remarks and notes added during an On Going conference can be read by operators displaying the conference properties.
Page 143 The Conference Additional Information window opens. Type a new remark in the Remarks field Displays remarks previously entered by users or MGC Manager Operators with access to the conference are displayed. Each remark is prefaced by the date the remark was entered, the time it was entered and the name of the user or MGC Manager Operator by whom it was entered •...
Page 144 Chapter 5 - Monitoring an On Going Conference Table 5-11: Option Conference User Defined 1-3 Remarks Remarks History 5-68 Conference Additional Information Description There are 3 User Defined fields that enable you to enter general information for the conference, such as the company name, the contact person name, the contact person’s E-mail or telephone number, or any required information.
Page 145: Changing The Conference Entry Password And Web/Chairperson Password During An On Going Conference
Changing the Conference Entry Password and Web/ Chairperson Password During an On Going Conference You can change the Conference Entry Password and the Web/Chairperson Password during an On Going conference. This is useful for adding extra security to a conference whose password may have been compromised or for disallowing additional participants to join a conference.
Page 146: Changing The Duration Of A Conference
Chapter 5 - Monitoring an On Going Conference Type a new password (digits only), and then click OK. These passwords also may be modified from the endpoint using DTMF codes. Changing the Duration of a Conference It is often necessary to manually extend the duration of a conference or terminate a conference before its scheduled completion time.
Page 147 MGC WebCommander User’s Guide The End Time window opens. Set the new time the conference should end using a 24-hour format; select the new hour and minutes. You can end the conference before its predefined time, or you can extend it. The maximum conference duration allowed is 99 hours and 59 minutes.
Page 148 Chapter 5 - Monitoring an On Going Conference To extend the conference duration: Point to the Conference Actions menu, and then click Extend Conference Time. Alternatively, in the Meeting Director toolbar, click the Extend Conference Time icon. The Extend Time window opens. Select the number of minutes by which the conference duration should be extended.
Page 149: Terminating A Conference
Terminating a Conference If a conference ends before its scheduled end time, you can manually terminate it. To terminate a conference: Point to the Conference Actions menu, and then click Terminate. Alternatively, in the Meeting Director toolbar, click the Terminate icon. A confirmation dialog box opens.
Page 150: Selecting The Video Layout
Chapter 5 - Monitoring an On Going Conference If you click OK, the following dialog box opens. Click OK to exit to the Meeting Director window. Selecting the Video Layout The MGC WebCommander enables you to select a different video layout during Continuous Presence conferences.
Page 151 Point to the icon with the number of video windows to be displayed on the screen. A pop-up menu appears, listing the available layouts for the selected number of windows. On the layouts menu, click the icon of the desired layout arrangement. All participants who are viewing the conference layout see the newly selected layout.
Page 152 Chapter 5 - Monitoring an On Going Conference Table 5-12: Video layout options Number of Video Windows 5-76 Available Layouts Classic Mode Quad Views mode Classic mode Quad Views mode Software mode Classic mode Note: This window is only available in CP Classic mode. Classic mode Quad Views mode Software mode...
Page 153: Auto Layout
Table 5-12: Video layout options Number of Video Available Layouts Windows Quad Views mode Note: This window is only available in the Quad Views mode. In a Classic Continuous Presence conference, the maximum number of windows is nine. If there are 10 or more participants, voice activated switching may occur.
Page 154 Chapter 5 - Monitoring an On Going Conference To enable the Auto Layout mode: In the Video Layout pane, click the Auto Layout button. • When you select Auto Layout all other layout formats are disabled. To select a specific layout for the conference you have first to cancel the Auto Layout mode.
Page 155: Selecting A Personal Layout
In the Video Layout pane, in the Viewed by list, select the name of the participant for whom to set the personal layout. When you select a participant, two additional radio buttons appear, Conference and Personal. MGC WebCommander User’s Guide...
Page 156 If the Personal radio button is selected, select a new layout for the participant by clicking on the icon of the number of windows in the video layout, and then selecting the appropriate arrangement of the windows on the screen.
Page 157: Video Forcing
Video Forcing You can select the participant to appear in each of the video layout windows. Video forcing can be performed at the conference level or at the participant level. Video forcing at the conference level applies to all the conference participants but it may be modified for individual participants.
Page 158: Video Forcing At The Conference Level
Chapter 5 - Monitoring an On Going Conference Video Forcing at the Conference Level Video forcing is done interactively by dragging and dropping the participant icon onto the desired video window in the Video Layout pane. To video force: In the Participants list, click the participant’s icon and drag it to the desired video window in the Video Layout pane.
Page 159 To cancel the video forcing: Click the rotated pin. The text box is reset to Auto, indicating that • automatic switching is activated. To set a window to appear as a black screen: Drag and drop the Black Screen icon from the Meeting Director toolbar •...
Page 160: Video Forcing At The Participant Level
To force a participant’s layout: In the Viewed by list, select the participants name. Select the Personal radio button to have the participant view his/her Personal layout. If desired, select a new layout for the participant by selecting the desired layout.
Page 161 To cancel the video forcing in a desired window, click the participant’s pin. Video Forcing at the Conference level overrides the video forcing at the participant level. MGC WebCommander User’s Guide Select the pin to unforce the participant 5-85...
Page 162: Endpoint's Visual Conference Indications
Chapter 5 - Monitoring an On Going Conference Endpoint’s Visual Conference Indications Visual Indications (text and icons) can be displayed on the participant’s endpoint, either in addition to or instead of audio messages. The visual indications are displayed on the top of the endpoint’s screen and the text is displayed on a contrasting background, as shown in Table 5-13.
Page 163: Enabling Visual Indications
The display of the visual indications and voice messages can be configured and set in the system.cfg. For a detailed description see the MGC Manager Release Notes, version 8.0. The visual indications require Video+ and Audio+ cards in the MCU. Text messages are available only in English.
Page 164: Visual Effects
Chapter 5 - Monitoring an On Going Conference Visual Effects Visual Effects are available only for Continuous Presence conferences running on the Video+ card. Visual Effects allow you to modify the appearance of the background and borders of the video images sent to endpoints in a Continuous Presence conferences.
Page 165 The Set Visual Effects dialog box opens. To modify the Background color: Click the arrow next to the Background color box. The Color dialog box opens. Click a predefined color, or you can create your own color by entering the values for the color in the Red, Green and Blue boxes. If you create your own color, click Select to view the color.
Page 166 Chapter 5 - Monitoring an On Going Conference To modify the border colors, click the arrow next to the Layout Border color box. The Color dialog box opens. Select a color for the Layout Border. For details, see “Background Color” above. Click OK.
Page 167: Using Chat Messaging
Using Chat Messaging Conference moderators can chat with one another during a meeting using text messaging. User’s are required to login into the WebCommander using Moderator Permissions. There are two ways to chat: Public • Private • By default, “Public” chat is when no moderator is selected and text messages are displayed to all conference moderators.
Page 168 Chapter 5 - Monitoring an On Going Conference Press the Clear button to erase all previously typed messages. Moderator selection* New messages appear first in the Chat board and include the time (local) the message was posted. 5-92 Chat board Message box Clear Messages button...
Page 169 MGC WebCommander User’s Guide Enabling the Chat option: “Chat” can only be enabled/disabled in the MGC Web Server Manager Permission Properties - Setting2 tab, by selecting the Moderators Chat check box. 5-93...
Page 170: Controlling The Lecture Mode
Chapter 5 - Monitoring an On Going Conference Controlling the Lecture Mode The Lecture mode includes several lecturing options which can be enabled or disabled during an On Going conference. If the Lecture Mode is enabled for this conference during the conference definitions, the conference switches to the Lecture Mode as soon as the lecturer connects to the conference.
Page 171 • During an On Going conference set to Presentation Mode that is running on the standard Video card, asymmetric conference layouts are blocked and unavailable for selection. When a conference set to both Auto Layout and Presentation Mode is run •...
Page 172 Chapter 5 - Monitoring an On Going Conference The Lecture mode window opens. In the drop-down box, select any of the following modes: — Lecture Mode — Presentation Mode — None (when selected disables the mode) To enable the automatic switching between participants on the Lecturer monitor, select the Timer check box to enable/disable the timed switching.
Page 173 During Lecture Mode or Presentation Mode, the Lecture Mode button in the toolbar is pressed. In Lecture Mode the participant selected as the lecturer appears with the Lecturer icon. Indicates the participant is the Lecturer To disable the Lecture Mode or Presentation Mode: In the Lecture Mode dialog box, in the Lecture Mode list, select None.
Page 174: Blocking/Unblocking The Audio Transmission
Chapter 5 - Monitoring an On Going Conference Blocking/Unblocking the Audio Transmission The Audio block feature enables the WebCommander user to block the audio transmission from the conference to the participant’s endpoint, preventing this participant from hearing any audio. Blocking the audio sent to the endpoint does not mute the endpoint’s audio and the other conference participants can still hear the participant.
Page 175: Exclusive Speaker
Exclusive Speaker One participant can be designated as the conference lecturer/speaker, while all the other participants are muted so they do not interrupt the lecture. When designating a participant as Exclusive Speaker, the system automatically mutes all other participants. Alternatively, the chairperson can designate him/herself as the conference Exclusive Speaker by entering the appropriate DTMF code (the default code is *5) on the endpoint’s DTMF input device (usually remote control).
Page 176 Chapter 5 - Monitoring an On Going Conference From the Exclusive Speaker list, select the name of the participant to be the conference exclusive speaker. Click OK. The participant is set as an Exclusive Speaker and all other participants are muted. An icon indicating that the participant is an exclusive speaker appears in the Audio column in the list of conference participants.
Page 177: Placing The Conference On Hold
Placing the Conference On Hold An On Going conference can be placed on hold. When a conference is on hold, all participants hear background music. A conference can be placed on hold and released during an On Going conference. To place a conference On Hold: Point to the Conference Actions menu, and then click Hold.
Page 178: Managing A Q&A Session
Chapter 5 - Monitoring an On Going Conference Managing a Q&A Session The Q&A session organizes participant's questions or comments during an On Going conference. When a participant wants to ask a question or comment on the subject being discussed, the participant presses the appropriate DTMF code on the touch- tone telephone.
Page 179: Viewing The Q&A List
Viewing the Q&A List The conference moderator can see who is currently asking a question, who is in the queue to ask a question, the order of the participants in the queue, what number a participant is in the queue, and how much time a participant has been in the queue waiting to ask a question.
Page 180 Chapter 5 - Monitoring an On Going Conference on the Q&A toolbar, click: — Move Participant to First Position in Q&A — Move Participant to Last Position in Q&A • Alternatively, change the position of a participant in the Q&A queue by right-clicking the Participant icon, clicking Q&A Management, and then clicking the position to which the participant should move.
Page 181 Letting the participant ask a question: Point to the Conference Actions menu, and then click Next Questioner. • Alternatively, click the Next questioner button on the toolbar: The first participant in the queue can now ask his/her question. Clearing all participants from the Q&A queue: Point to the Conference Actions menu, and then click the Clear Q&A •...
Page 182: Managing A Voting/Polling Session
Chapter 5 - Monitoring an On Going Conference Managing a Voting/Polling Session A voting session allows participants to vote on a set of choices presented to them by the conference chairperson or system operator. This feature is available only in IVR-enabled conferences. To vote, the participant requires access to a DTMF-enabled phone or endpoint.
Page 183 Alternatively, click the Voting button on the toolbar: The Voting window opens. Voting Settings area The Voting window is divided into two main sections: Voting Settings: where the voting session parameters, such as the voting subject and choices, are defined, and whether the voting is anonymous. Voting Results: where the system displays the voting results and updates them as the voting session progresses.
Page 184 Chapter 5 - Monitoring an On Going Conference Table 5-14: Voting Settings pane Field Choices (0-9) Anonymous Vote Start Time To start a Voting session: Inform the conference participants of the choices available and the digit assigned to each option. In the Voting window, click Start Voting.
Page 185 Table 5-15: Voting results pane Field Description Show Results as a Select this check box to display the results in percentage with percentage. If checked, select one of the following reference to options: Voters Only - displays the percentage of participants that have voted for each choice out of the total number of voters.
Page 186: Sending The Voting Results Via E-Mail
Chapter 5 - Monitoring an On Going Conference Sending the Voting Results Via E-mail Voting results can be sent by the conference administrator, via E-mail, to conference participants. To send voting results by E-mail: In the Voting window, click the Send E-mail button. The Send E-mail window opens with the voting results.
Page 187: Mute "Meet Me" Parties
Mute “Meet Me” Parties This feature is available in Audio Only conferences. It is not available in Video conferences. A conference can be set to mute all “Meet Me” (undefined dial-in) participants. “Meet Me” participants connect to a conference by dialing a pre- defined conference number or the Entry Queue number.
Page 188: Participant/Chairperson Operations Via Dtmf Codes
Chapter 5 - Monitoring an On Going Conference Participant/Chairperson Operations via DTMF Codes During an On Going conference the chairperson and participants can perform various operations using the touch-tone signals (DTMF codes). • Participants can perform various operations using DTMF codes only if an IVR Service is assigned to the conference.
Page 189 Table 5-16: Operations performed during a conference using DTMF codes DTMF Function Mute all except me - To mute all participants except yourself, press: star, five. Cancel Mute all except me - To cancel mute settings of all participants except yourself, press: pound, five.
Page 190 Chapter 5 - Monitoring an On Going Conference Table 5-16: Operations performed during a conference using DTMF codes DTMF Function Cancel all questions - To cancel all questions, press: star, two, four. Dial out to Invitee - To dial out to invitee, press: star, four.
Page 191 Table 5-16: Operations performed during a conference using DTMF codes DTMF Function Start Click & View - To start the Click & View application, press: star, star. Change to Chairperson - To change the status of a participant to Chairperson, press: star, seven, eight.
Page 192: Request Dtmf Help Menu
Chapter 5 - Monitoring an On Going Conference Request DTMF Help Menu A participant in an On Going conference can request a playback of the list of all available operation and their assigned DTMF codes that can be performed during an On Going conference. The IVR Message Service can be configured to play the list of operations and their respective DTMF Codes to participants requesting it.
Page 193: Dialing Out To Invite Participants To Join The Conference
Dialing out to Invite Participants to Join the Conference In an Invite session, the Chairperson in a conference can dial out to a number and invite the called person to participate in the conference. Using this option, the Operator is moved to a side area (a sub-conference), where a private conversation may be held.
Page 194: Changing The Conference Password
Chapter 5 - Monitoring an On Going Conference Changing the Conference Password During an On Going conference the conference password or the chairperson password can be modified by the chairperson or participant (depending on the permission configuration) using DTMF codes. When the chairperson enters the DTMF code that activates the password modification process, a voice message is played, instructing the chairperson to select wether to modify the conference password or...
Page 195: Chairperson Initiated Blast Dial-Out
If the chairperson/participant exits prior to password confirmation the password is not updated. It is not possible to change Passwords when a conference is in any of the following modes: Voting session • Invite session • Roll Call session • The participant is waiting in the Entry Queue •...
Page 196: Securing The Conference
Chapter 5 - Monitoring an On Going Conference Securing the Conference The Secure Mode locks the conference and denies outside participants, including operators, from joining the conference, monitoring and controlling the conference in any way. However, the Operator or the conference chairperson can terminate the conference even when the conference is in a “secure”...
Page 197: Roll Call
Roll Call If the Roll Call option is enabled in the in the IVR Service assigned to the On Going conference, using the appropriate DTMF code, the chairperson can request the system to play the names of all connected conference participants at the beginning of the conference, or at any time during the conference.
Page 198 Chapter 5 - Monitoring an On Going Conference Table 5-18: Roll Call DTMF options Operation Roll Call Review Names Roll Call Stop Review Names Roll Call is not supported with the Invite feature. When a participant is invited to the conference by the chairperson, the invitee name is not recorded and therefore not announced when the participant enters or leaves the conference or during the Roll Call.
Page 199: Reservation Calendar
Reservation Calendar The Reservation Calendar allows you to view the scheduled conferences for the groups to which you have access rights. If you have the appropriate Permission, you can view and/or modify the reservation properties before the conference’s scheduled start time. The Reservation Calendar includes all the conference reservations that you have scheduled.
Page 200 Chapter 6 - Reservation Calendar Reservation Calendar is available to user of WebCommander Professional and WebCommander Meeting Scheduler with the appropriate Permission. The Reservation Calendar is automatically accessed when scheduling a reservation from the New Meeting window. The Reservation Calendar window opens in the last view displayed - Monthly, Weekly or Daily.
Page 201: Viewing The Reservation Properties
Viewing the Reservation Properties Reservation Properties enables the viewing of a conference’s properties scheduled to start at a specific date and time. Based on your access rights defined in the Web Server Manager Permission - Properties you can view the Reservation in two ways: •...
Page 202 Chapter 6 - Reservation Calendar For users with the View Mode - Basic permission, the New Meeting window opens. For users with the View Mode - Administrator permission, the Reservation Properties window opens. Saves changes and Deletes the closes the Meeting Reservation screen Template...
Page 203: Adding Participants To The Conference Reservation
The reservation properties are the same as those described in the Conference template definition. For details, see Chapter 9 (Partial View) and Chapter 10 (Full View). Adding Participants to the Conference Reservation Users with the View Mode - Basic permission can add participants by selecting participants from the Participants Lists or by clicking the New Participant button.
Page 204 Chapter 6 - Reservation Calendar Sending an e-mail after you change the Properties of an Existing Reservation: Access the WebCommander and click Calendar. The Reservation Calendar window opens. Double-click any existing reservation link. You may be prompted to enter the conference web/chairperson password. The Conference Reservation window opens.
Page 205 For users with the View mode: Basic permission, click the Send Email button. When you do not select the Send E-mail link/button, when a change has is made, the system prompts the organizer if he/she requires the sending of an E-mail. Click OK, to send the E-mail .
Page 206 Chapter 6 - Reservation Calendar The Send E-mail dialog box opens. Enter required details in the E-mail and click Send. The E-mail is sent to conference participants.
Page 207: Viewing The Properties Of A Protected Reservation
Viewing the Properties of a Protected Reservation If you have administrator permission to view all reservations in the calendar, you can see reservations scheduled by other users using templates assigned to Groups to which you have access rights. These conferences are displayed with a “key”...
Page 208: Viewing A Specific Conference Reservation
Chapter 6 - Reservation Calendar Viewing a Specific Conference Reservation Reservations that are assigned to Groups to which you do not have access rights do not appear in the calendar. However, you can view a reservation by entering the reservation name and password. To view a specific conference reservation: In the Reservation Calendar window, click the More Reservations link.
Page 209: Additional Calendar Views
Additional Calendar Views You can display the reservation calendar in monthly, weekly or daily views. To change the view of the reservation calendar: In the Reservation Calendar window click the Monthly, Weekly or Daily • button. The following views are displayed: MGC WebCommander User’s Guide Select the first day of...
Page 210: Customizing Background View Colors
Chapter 6 - Reservation Calendar Customizing Background View Colors The background color as well as other colors in the calender can be modified using the MGC Web Configuration Tool, which is installed with the MGC Web Server Manager on the network server. For more information, refer to the MGC WebCommander Web Manager Installation and Configuration Guide, Chapter 7.
Page 211: Conference Types
Conference Types The MGC WebCommander provides various methods to set up and schedule conferences. The following Scheduling Methods are available: New Meeting/On Going Conferences • Reservation Templates • On demand conferences - Meeting Rooms and Ad-hoc enabled Entry • Queues The Ad Hoc enabled Entry Queue can only be defined in the MGC Manager application but can be used with the WebCommander application.
Page 212: Conference Scheduling Methods
MGC WebCommander User’s Guide Conference Scheduling Methods The system supports both scheduled and on-demand conferences. Reservation Templates containing conference parameters can be used to schedule conferences saving the need to define conferences for each time a new conference with the same parameters is defined. Different templates can be defined for different conference settings.
Page 213: On-Demand Conferences (Reservation-Less Conferencing)
On-demand Conferences (Reservation-less Conferencing) Reservation-less conferencing enables participants to immediately start and connect to an On Going conference from their endpoint, with no advanced scheduling. The MGC Manager offers two methods for Reservation-less conferencing: • Ad Hoc Conferencing • Meeting Rooms Ad Hoc Conferencing In Ad Hoc conferencing, the participant connects to an Ad Hoc-enabled Entry Queue.
Page 214: Meeting Rooms
MGC WebCommander User’s Guide Conference Entry Password and Chairperson Password (when applicable), billing code and Conference general information (corresponding to the User Defined 1 field in the Profile properties). In addition each user is assigned a PIN code, and his/her VIP status may be defined. The user definitions are used for authentication: who can start an On Going conference from an Ad Hoc-enabled Entry Queue, and in some configurations who can join the conference as a participant and who as a chairperson.
Page 215: Conference Types
Conference Types Conferences may be defined as one of the following types: • Standard - is a conference that includes all the audio and video parameters. It is scheduled once, and when the conference ends, it is deleted from the MCU. You can schedule a recurring reservation with the same parameters for each of the reservation in the series.
Page 216: Entry Queue
MGC WebCommander User’s Guide Entry Queue An Entry Queue is a special routing lobby to which one or several dial-in numbers are assigned. A different Entry Queue may be defined for Video and for Audio Only participants, or the same Video Entry Queue may be used by all participants provided that the audio algorithm is set to G.711 (telephone standard).
Page 217: Participant Roles
Participant Roles Conference participants can have different functions: a standard participant, a chairperson, or an operator. Standard participant - takes part in the conference, performing • operations via the telephone using the touch-tone signals (DTMF codes). Participants can control their broadcasting and listening volume, mute or unmute their line, request operator’s assistance, invite new participants to the conference, vote and ask questions.
Page 218: Participant Connection To The Conference
MGC WebCommander User’s Guide Participant Connection to the Conference Conference participants can call the conference (dial-in) or can be called by the system (dial-out) at the conference start or during the On Going conference. The method in which participants connect to the conference influences the definition of the conference and the required caller information.
Page 219: Conference Access For Dial-In Participants
Conference Access for Dial-in Participants A conference can be accessed by dial-in participants via Entry Queue, conference IVR queue or directly. Conference IVR Interactive Voice Response (IVR) is an application that allows callers to communicate with the conferencing system over the DTMF input device such as telephone (audio participants) or the endpoint’s remote control (video).
Page 220: Entry Queue Access
(for example, 1-800-POLYCOM). The Entry Queue is defined separately in the MGC Manager application, and for each Audio Only conference or Video conference you select whether it is accessed via an Entry Queue and /or IVR Service depending on your configuration.
Page 221 In addition, an IVR Service may be assigned to the conferences accessed from the Entry Queue. IP Endpoint 9251222 Network ISDN/PSTN Endpoint ISDN/PSTN IP Network Service Endpoint Prefix - 925 Figure 7-1: Conference Access via Entry Queue using Numeric ID and Conference As shown in Figure 7-1, one or several dial-in numbers are allocated to an Entry Queue.
Page 222 MGC WebCommander User’s Guide IP Endpoint ISDN/PSTN Endpoint ISDN/PSTN Endpoint Figure 7-2: Conference Access via Entry Queue using the Conference Password and Conference IVR As shown in Figure 7-2, one or several dial-in numbers are allocated to an Entry Queue. In addition, a password is assigned to each conference. The dial-in number (which is usually the same for all participants regardless of the conference they attend), and the appropriate conference password are communicated to conference participants.
Page 223: Conference Ivr Access
Entry Queue Access can be defined for: A Standard conference with or without IVR service • A Meeting Room with or without IVR service • Video conferences that are accessed from an Entry Queue must have the same video, audio algorithm and line rate properties as defined for the Entry Queue used for accessing these conferences.
Page 224: Direct Dialing And Access
MGC WebCommander User’s Guide queue where they are requested to enter the conference password and other information using the telephone touch-tone keypads. The callers are admitted to the conference when they have keyed in the appropriate conference password and/or chairperson password. In the system, such a conference may be defined as: Standard with IVR Service •...
Page 225 The Meet Me Per Conference is the basis for Meeting Rooms definition. IP Endpoint 9251222 Network ISDN/PSTN Endpoint IP Network Service ISDN/PSTN Prefix - 925 Endpoint Figure 7-4: Direct Conference Access In Figure 7-4, the dial-in number assigned to conference1 is 9251222 and the dial-in number assigned to conference2 is 9251223.
Page 226: Dial-Out Participants Access
MGC WebCommander User’s Guide Dial-out Participants Access In video conferences or unattended Audio Only conferences with no IVR service assigned to them, a dial-out participant is connected directly to the conference without going through an Entry Queue or an IVR Queue. In IVR-enabled Audio Only and Video conferences or in conferences designated as Entry Queue Access, dial-out participants enter the Entry Queue and/or conference IVR queue where they may be requested to enter the conference...
Page 227: Operator Assisted Conference
Chapter 7 - Conference Types Operator Assisted Conference An Operator Assisted conference is a service designed usually for large conferences that require the personal touch. In many attended conferences, the name and the telephone numbers of each dial-out participant are given to the operator at the time the reservation is made.
Page 228: Unattended Conference
MGC WebCommander User’s Guide Greet and Guide conference (Welcome Queue) Greet and Guide Video conferences (with an AV Message Service assigned to them) can either run unattended, or may be managed by an Operator. However, because no IVR Service is available, the participants or the meeting organizer cannot control the conference from their endpoint.
Page 229: Conference Media Settings
Conference Media Settings Conferences are based on the two Media categories: Audio Only and Video and Audio. Table 7-1 details the different conference options available. Table 7-1: Conference Type Options Media Audio Conf Type Network Standard and Meeting (ISDN, ATM, Room IP, MPI, T1-CAS)
Page 230 MGC WebCommander User’s Guide Table 7-1: Conference Type Options Media Video You can define an operator conference in the WebCommander Site but you cannot use the Operator conference to manage attended conferences via the WebCommander application. 7-20 Conf Type Network Standard All (ISDN, and Meeting...
Page 231: Audio Only Conference Types
Audio Only Conference Types In an Audio Only conference, the participant can connect to the conference using different network connections: PSTN lines, cellular phones, VoIP, or via T1-CAS lines. These conferences allow the use of VoicePlus capabilities. VoicePlus offers special features such as the IVR system, chairperson “dial-out”...
Page 232: Video Conference Types
MGC WebCommander User’s Guide Video Conference Types Video Conferences can include both video and audio only participants. In a video conference, the participant can connect to the conference using different network connections: ISDN, H.323, ATM, MPI (serial connection) and T1-CAS (if the MCU is configured to accept T1-CAS participants in video conferences).
Page 233: Highest Common Mechanism
Continuous Presence (CP) - A conference in which several participants • can be viewed simultaneously. In this type of session, each connected endpoint uses its own highest video, audio and data capabilities. This option also enables special video layouts to be selected for viewing the conference participants.
Page 234: Additional Video Conference Settings
MGC WebCommander User’s Guide The Highest Common mechanism is enabled in the Conference Properties - Settings dialog box by setting the Video Protocol option to Auto. The other video parameters that are part of the Highest Common mechanism (Video Frame Rate, Video Format and Annexes) are automatically set to Auto The Highest Common mechanism in Video Switching conferences supports: Video Protocol (including H.263 and H.264) •...
Page 235: Lecture Mode
For example, in a conference defined with a line rate of 768 Kbps, a participant with a line rate of 128 Kbps connects as Secondary (audio only) Participants attempting to connect at rates below the set minimum threshold are connected as Secondary in order to maintain the video quality of the conference.
Page 236: Cascading
MGC WebCommander User’s Guide In Lecture mode, while the lecturer is speaking, the system automatically switches between participants in predefined time intervals, showing them sequentially in the lecturer’s video window. Lecture Mode is set in the conference level only. The following features are available in Lecture Mode: Selection of the conference lecturer •...
Page 237: H.243 Chair Control
For more details regarding H.243 and MIH Cascading conferencing, see the MGC Manager User’s Guide Volume II, Chapter 4. H.243 Chair Control Chair Control enables an endpoint to control the conference and other conference participants. The endpoint that has control over the conference (the chairperson) can perform the following operations: Disconnect participants •...
Page 238 MGC WebCommander User’s Guide The LSD channel is allocated from the video channel bandwidth, resulting in a lower line rate for the conference. In a Video Switching conference, if an endpoint does not support LSD and cannot open the LSD channel, the participant connects as audio only (Secondary).
Page 239: Large Video Switching Conferences
the data token is invoked by an operator connected to the slave MCU, the slave MCU checks if another participant possesses the data token. If yes, the request is rejected. If no, the request is transferred to the Master MCU, which opens the FECC/LSD channel of all the participants in the Master conference.
Page 240: T.120 Conferences
People and Content V0 - For more details on People and Content V0 • conferences, see the MGC Manager User’s Guide Volume II, Chapter 1. Polycom Visual Concert (PC/FX) - For more details on Polycom Visual • Concert conferences, see “Polycom Visual Concert PC” on page 7-32 and “Polycom Visual Concert FX”...
Page 241: H.239/People+Content (H.239/P+C) Options
H.239/People+Content (H.239/P+C) Options H.239 and People+Content are very similar in function, but differ in the type of signaling used for each protocol. People+Content is the Polycom proprietary protocol while H.239 is the industry standard. When an endpoint can support both H.239 and People+Content protocols, H.239 is selected as the preferred communications protocol.
Page 242: Polycom Visual Concert Pc
H.320 and H.323 participants. The Visual Concert feature is available with Polycom's ViewStation PC endpoints. In order to activate this option, the Polycom Visual Concert PC application must be installed on the same computer deployed as the data source. This computer is connected via the LAN to the ViewStation endpoint that will broadcast the data to all conference participants.
Page 243 In the WebCommander - Conference template Properties (Dual Stream • Mode), the Visual Concert PC option is selected for the conference. Polycom Visual Concert application is installed in the source computer • and is configured correctly. You must first configure the link between the computer deployed as the data source and the ViewStation PC that will broadcast the data stream to all other endpoints.
Page 244: Polycom Visual Concert Fx
Figure 7-6: VCFX Configuration In a conference with Visual Concert FX settings, the presentation can be viewed if a Polycom Visual Concert FX box is connected between the ViewStation broadcasting the presentation and the PC used for the data source. In case a single video monitor is used for the presentation, the monitor displays content and broadcasts video.
Page 245: Duo Video
Duo Video Duo Video supports two simultaneous ISDN conferences - a regular video conference, and content conference. A Tandberg DuoVideo capable endpoint accommodates two calls, one for the participant conference and the second for a demo/presentation on a second monitor. Using Duo Video, participants at the remote site can simultaneously watch the presenter on one screen and view a live presentation on an adjoining screen.
Page 246: Conference Types According To The Mcu Configuration
MGC WebCommander User’s Guide Table 7-3: Media options by conference type (Continued) Media Video Conference Types According to the MCU Configuration The functional modules installed in the MCU determine the conferences that can be run by the MCU. Audio Only conferences are automatically routed to the Audio+ card. If •...
Page 247 Table 7-4 lists the currently available conference types and functionalities as applicable to specific MCU configurations. Table 7-4: Conference types according to MCU configuration Available Configuration Conference Types • Audio Only Audio+ • Net-2/4/8 ISDN card • H.323 card (optional) •...
Page 248 MGC WebCommander User’s Guide Table 7-4: Conference types according to MCU configuration (Continued) Configuration • Audio+ • Audio (optional) Video+ • Net-2/4/8 • H.323 • MUX card By default, all Audio Only conferences are run on the Audio+ cards to enable the IVR system functionality.
Page 249 Based on connection and access methods, the following conference types are available for Video conferences using the Standard Audio card: Standard - No Meet Me Per Conference, No IVR Service or Entry Queue • Access Standard - with Meet-Me per Conference •...
Page 250 MGC WebCommander User’s Guide 7-40...
Page 251: Meeting Rooms List
Meeting Rooms List A Meeting Room is a reservation set to Meet Me Per Conference, without resource allocation. The reservation is saved in the MCU memory and is inactive and remains inactive for an unlimited time, until the first participant connects to it.
Page 252 Chapter 8 - Meeting Rooms List An IVR-enabled Meeting Room can be configured to start only when the chairperson connects to the Meeting Room. In such a case, participants connecting to the Meeting Room prior to the chairperson connection are placed on hold and hear background music (when available) and see the Welcome video slide (in video Meeting Rooms).
Page 253: Viewing The Meeting Rooms List
Viewing the Meeting Rooms List You can view the Meeting Rooms list only if you have the appropriate permission and the appropriate software product (Professional or Meeting Scheduler). To view the list of currently defined Meeting Rooms: In the Main Menu pane, click the Meeting Rooms link. •...
Page 254 Chapter 8 - Meeting Rooms List Table 8-1 lists the icons used to describe the various Meeting Room types and their status. Table 8-1: Meeting Room Types and Icons Icon (gray) Description Meeting Rooms - A category in the MCU tree that lists the Meeting Rooms defined in the system.
Page 255: Viewing The Properties Of A Meeting Room
Viewing the Properties of a Meeting Room To view the properties of a Meeting Room: Click the Meeting Room link. The Meeting Room Properties window opens. If you have clicked a Meeting Room with a “key” icon, the following window opens: Enter the Meeting Room Name and Password, and then click OK.
Page 256: Viewing The Properties Of A Specific Meeting Room
Chapter 8 - Meeting Rooms List Figure 8-2: Audio Only Meeting Room Properties For more details on conference’s, see Chapter 7, Conference Types. Viewing the Properties of a Specific Meeting Room You can view Meeting Rooms that are not assigned to your group, as long as you know the Meeting Room name and password.
Page 257 The following window opens. In the Conference Name field, enter the Meeting Room name. In the Web/Chairperson Password field, enter the password assigned to the Meeting Room during its definition. Click OK. The Meeting Room Properties (Audio Only or Video) window opens. For more information on conference properties, see “Defining a New Video Conference”...
Page 258 Chapter 8 - Meeting Rooms List...
Page 259: Conference Templates - Partial View Mode
Conference Templates – Partial View Mode The user permission Partial View mode simplifies the process of defining a new Conference template by displaying only a limited number of fields to be defined. All the other parameters are taken from the active set of Reservation Defaults defined in the database.
Page 260: Defining A New Video Conference Template
Chapter 9 - Conference Templates – Partial View Mode Defining a New Video Conference Template The following section details defining a new Conference template for a video conference. You must have the appropriate permissions to define a new conference template. If you do not have permissions, the Reservation Templates link does not appear in WebCommander.
Page 261 The Conference Templates window opens. List of Conference templates assigned Conference Template to selected Group actions Menu Selected Group in database The left pane displays the name of the Group to which the new Conference template will be assigned and lists other Conference templates already assigned to this Group.
Page 262 Chapter 9 - Conference Templates – Partial View Mode In the menu bar, point to the Conference Template menu, and then click New Conference Template. The Conference Properties - Basic window opens. Define the conference basic parameters as detailed in Table 9-1. Table 9-1: Basic Conference Parameters - Partial View Option Name...
Page 263 Table 9-1: Basic Conference Parameters - Partial View Option Description Conf. Entry Enter a password to be entered by participants to Password join the conference. This password is required only in IVR-enabled conferences which are configured to prompt for the conference password. Web/Chairperson Enter a numeric password that will be used by the Password...
Page 264 Chapter 9 - Conference Templates – Partial View Mode Define the conference Advanced parameters as described in Table 9-2. Table 9-2: Advanced Conference Parameters - Partial View Option Duration Start Time Start Date Entry Tone/ Roll Call announcement Exit Tone/ Roll Call announcement Description Displays the default duration as defined in the...
Page 265 Table 9-2: Advanced Conference Parameters - Partial View Option Description End Time Alert Select this option to enable the End of Conference Tone x Min reminder tone to be played once to all the connected participants, n minutes before the end of the conference.
Page 266 8 (G.729/G.723.1), 16 (G.728/ Siren7), 24 (Siren14/G.722.1/Siren7), 32 (Siren14/ G.722.1/Siren7), 48 (Siren14/G.722/G.711), 56 (G.722/G.711), or 56 (G.711). Siren 7 and Siren14 are Polycom proprietary audio algorithms. Siren14 can be used only if the MCU is configured to Wideband. Note: The system must include: •...
Page 267 Table 9-2: Advanced Conference Parameters - Partial View Option Description Audio Alg. When Siren7 (16, 24 or 32 bit) is available, select the (cont.) audio algorithm in the following order: Siren 7 (16), G.728, G.722, G.711, Siren7 16 bit and G.728 algorithms are interchangeable, and a participant using either one will be fully connected when one of them is selected as the audio algorithm.
Page 268 Chapter 9 - Conference Templates – Partial View Mode Table 9-2: Advanced Conference Parameters - Partial View Option Video Session (cont.) 9-10 Description Up to 100 participants at 128Kbps can take part in a conference running on the Audio+ card. Transcoding - A conference in which participants use different line rates, video, audio and data formats, while maintaining the highest video and...
Page 269 Table 9-2: Advanced Conference Parameters - Partial View Option Description • Video Session (cont.) • If the Video Session is set to Continuous Presence, click the Video Layout tab to select the appropriate video layout. This window does not appear when defining an Audio Only conference or when the MCU is configured to Audio Look &...
Page 270 Chapter 9 - Conference Templates – Partial View Mode The Conference Properties – Video Layout window opens. The video layout determines the number of video windows displayed on the endpoints screen, their arrangement and who they see on in each window.
Page 271 Table 9-3: Continuous Presence Layout Options CP Video Layouts View Mode Software (IP conferences only) Click on the desired layout. There are 25 layouts available for selection, as described in Table 9-4. Table 9-4: Video Sources Layout Views Number of Video Available Layouts Windows...
Page 272 Chapter 9 - Conference Templates – Partial View Mode Table 9-4: Video Sources Layout Views Number of Video Windows To use the Auto Layout option it must be enabled in the MCU configuration file. For more details, see the MGC Administrator’s Guide, Chapter 5, “Edit system.cfg”.
Page 273 Table 9-5: Default Auto Layout for CP Classic and Quad Modes Number of Video Selected Layout for Participants Classic CP Software CP conferences cannot be set to Auto Layout. MGC WebCommander User’s Guide Selected Layout for Quad Mode CP 9-15...
Page 274 Chapter 9 - Conference Templates – Partial View Mode the participant will be viewed in the selected window by all the participants when the conference starts. 11. Click the Video Layout tab to display the video layout windows. To video force in the particular window where the participant is to be viewed, click the arrow to display the list of currently defined participants and select the name of the participant to be seen in this window.
Page 275: Conference Template Menus
Conference Template Menus At this point, depending on your permissions, additional menus may be enabled: Conference, Conference Templates and Participant Templates. When placing the cursor on top of the menu name, a pop-up menu appears. Conference Menu Depending on your permissions, the following options are available in the Conference menu: Table 9-6: Conference Menu Options Option...
Page 276 Chapter 9 - Conference Templates – Partial View Mode Table 9-6: Conference Menu Options Option Request a Meeting 9-18 Description Select this option to save the meeting to the database and to enable the administrator to view and start your requested Meeting.
Page 277: Conference Templates Menu
Table 9-6: Conference Menu Options Option Description • Request a Meeting The Requested Meetings in AccordDB window con’t. opens. In the Default template, start the requested meeting. Conference Templates Menu Depending on the user’s Permissions, the following options may be available in the Conference Templates menu: Table 9-7: Conference Template Menu Options Option...
Page 278: Participant Template Menu
Chapter 9 - Conference Templates – Partial View Mode Table 9-7: Conference Template Menu Options Option New Conference Template (cont.) Save Delete Conference Template Participant Template Menu Depending on the user’s Permissions, the following options may be available in the Participant Templates menu: Table 9-8: Participant Templates Options Option New Participant...
Page 279 Table 9-8: Participant Templates Options Option Description Add Participant This option appears in the menu if the Participants - Add option is set to New and Predefined Participants list or Predefined Participants list only in the user Permissions. Select this option to link participants from the database to the conference.
Page 280: Defining An Audio Only Conference Template
Chapter 9 - Conference Templates – Partial View Mode Defining an Audio Only Conference Template Audio Only conference templates can be defined in Partial Parameters View if the Media option in the Conference Defaults (in the Web Server manager application) is set to Audio Only. Only fields and options that are relevant to an Audio Only conference are displayed.
Page 281 The Conference Templates window opens. List of Conference templates assigned to selected Group The left pane displays the name of the Group to which the new Conference template will be assigned and lists other Conference templates already assigned to this Group. The top right pane (Conference Parameters pane) displays the conference parameters.
Page 282 Chapter 9 - Conference Templates – Partial View Mode The Conference Properties - Basic window opens. Define the conference basic parameters as described in Table 9-9. Table 9-9: Audio Only Basic Conference Parameters - Partial View Option Name Remarks Conf. Entry Password 9-24 Description...
Page 283 Table 9-9: Audio Only Basic Conference Parameters - Partial View Option Description Web/Chairperson Enter a numeric password that will be used by the Password participant to identify himself/herself as the conference chairperson (special privileges may be available to the conference chairperson). The same password is also used to access the conference properties and to monitor the conference via the Web browser (in the Meeting Director module).
Page 284 Chapter 9 - Conference Templates – Partial View Mode Define the conference Advanced parameters as described in Table 9-10. Table 9-10: Audio Only Advanced Conference Parameters - Partial View Option Duration Start Time Start Date Entry Tone/ Roll Call announcement Exit Tone/ Roll Call announcement 9-26...
Page 285 Table 9-10: Audio Only Advanced Conference Parameters - Partial View Option Description End Time Alert Select this option to enable the End of Conference Tone x Min reminder tone to be played once to all the connected participants, n minutes before the end of the conference.
Page 286 Chapter 9 - Conference Templates – Partial View Mode 9-28...
Page 287: Conference Templates - Full Parameters View
Conference Templates – Full Parameters View Full Parameters view enables user to define or modify all the conference properties. It is intended for system administrators and experienced users with background in video conferencing who are acquainted with the video parameters. The Full Parameters View is enabled when: •...
Page 288 Chapter 10 - Conference Templates – Full Parameters View The Conference Templates window opens. The name of the Group to which the Conference template is assigned List of Conference templates assigned to selected Group The Main Menu pane includes the name of the Group to which the new Conference template is assigned and lists other Conference templates already assigned to this Group.
Page 289 — Define new participants for the conference and, if desired, add them to the database — Assign participants from the database to the Conference template — Edit the parameters of a Participant template or an embedded participant — Start an On Going conference or schedule a conference to start in the future based on a Conference template —...
Page 290: Defining A New Video Conference
Chapter 10 - Conference Templates – Full Parameters View Defining a New Video Conference The following section details defining a new Conference template for a video conference. When Audio is selected in the Media field creating a new Audio Only conference, different tabs and parameters are available.
Page 291 To define a new conference template: Define the conference General parameters as described in Table 10-2. Table 10-2: General Conference Parameters Option Description Name This field displays the default conference name. The default name is taken from the Reservation Defaults defined in the Web Server Manager application.
Page 292 Chapter 10 - Conference Templates – Full Parameters View Table 10-2: General Conference Parameters Option Entry Queue Access Conf. Entry Password Web/Chairperson Password Start on MCU 10-6 Description Select this check box to force participants to access the conference via an Entry Queue. When selected, the participant must dial the Entry Queue dial-in number and enter the correct conference password in order to be transferred to this conference.
Page 293 Table 10-2: General Conference Parameters Option Description Numeric ID A Numeric ID is a unique number assigned to a conference that identifies it to the system. It can be used by the participants routed and accessing the conference. A Numeric ID can be assigned in two ways: Manual or Automatic.
Page 294 Chapter 10 - Conference Templates – Full Parameters View Table 10-2: General Conference Parameters Option Conf. Type Media Network 10-8 Description Select the type of conference you are defining: • Standard - a conference other that a Meeting Room or Operator conference. •...
Page 295 Table 10-2: General Conference Parameters Option Description Video Session Select the appropriate Video Session: Video Switching - To set a conference in which all the participants use the same video and audio formats, by setting the communication parameters to the common capabilities. Whenever a participant starts to speak, he/she appears on all screens as the conference is a voice activated video switching conference.
Page 296 Chapter 10 - Conference Templates – Full Parameters View Table 10-2: General Conference Parameters Option Video Session (cont.) 10-10 Description If the number of participants is less than or equal to the number of participants displayed, each participant can see all of the other participants. When selecting Continuous Presence the following layout options are available: •...
Page 297 Click the Basic tab to define basic conference settings. The Conference Properties - Basic window opens. Define the conference basic parameters as described in Table 10-3. Table 10-3: Basic Conference Parameters Option Description Restricted Select this option if all conference participants are using restricted lines whose line rate for each channel is 56 Kbps instead of 64 Kbps.
Page 298 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option Line Rate 10-12 Description Specify the transfer rate in Kbps. Video Switching - you must select the highest transfer rate common to all participants. For example, if two participants can connect at a transfer rate of 384 Kbps and one participant can connect at a transfer rate of 128 Kbps, set the Line Rate to 2B...
Page 299 Table 10-3: Basic Conference Parameters Option Description Video Rate In/Out This field is relevant to Software Continuous Presence conferences. It displays the ratio between the incoming video rate of a single endpoint and the video rate of the outgoing stream (4 times the incoming video rate of a single endpoint).
Page 300 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option Same Layout 10-14 Description Same Layout is a feature that imposes an identical video layout for all participants. It also allows conference participants to view his/her own video image.
Page 301 Table 10-3: Basic Conference Parameters Option Description Lecture Mode Select the Lecture Mode from the drop-down list: Note: Lecturer selection is mandatory at the reservation stage. The lecturer cannot be changed or deleted during the On Going conference. • None - Select this option to disable the Lecture Mode option.
Page 302 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option Lecture Mode (con’t.) Lecture Name Timer Interval 10-16 Description Presentation Mode In Continuous Presence conferences you can select the Presentation mode. In this mode, the active speaker is displayed in full screen on all the conference participant monitors while the layout of the current speaker displays the previous speaker of...
Page 303 Table 10-3: Basic Conference Parameters Option Description FECC/LSD Rate Using certain video cameras and their accompanying software, a participant can control a far-end camera. This field is used to define the FECC/LSD mode. A conference can be set to one of the following LSD modes: •...
Page 304 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option T.120 Rate (cont.) 10-18 Description If the conference Line Rate is set to 2B, the following T.120 rates are available for selection: • MLP - 6.4k •...
Page 305 8 (G.729/G.723.1), 16 (G.728/ Siren7), 24 (Siren14/G.722.1/Siren7), 32 (Siren14/ G.722.1/Siren7), 48 (Siren14/G.722/G.711), 56 (G.722/G.711), or 56 (G.711). Siren 7 and Siren14 are Polycom proprietary audio algorithms. Siren14 may be used if the system is configured to Wideband. Note: The system must include: •...
Page 306 The VTX 1000 is a high quality, Wide Band PSTN conference phone that can be used with the Polycom MCU. The VTX 1000 uses a modem for capabilities exchanges and G.722.2 as the audio algorithm. VTX 1000 users are allocated resources during the conference.
Page 307 H.239 and People+Content - H.239 and People+Content are very similar in function, but differ in the type of signaling used for each protocol. People+Content is the Polycom proprietary protocol while H.239 is the industry standard. MGC WebCommander User’s Guide 10-21...
Page 308 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option Dual Stream Mode (con’t) 10-22 Description When an endpoint can support both H.239 and People+Content protocols, H.239 is selected as the preferred communications protocol. In the Reservation Template Settings - Dual Stream mode drop down box, three H.239 People+Content (H.239/P+C) Video streaming formats are available: Graphics - for standard graphics...
Page 309 For more information, see WebCommander User Guide Chapter 7, “Dual Stream Modes” on page 7-30. People and Content V0 - Polycom proprietary technology that work mainly with PictureTel endpoints. Content, Annex N, Annex P and Annex F are automatically checked by default.
Page 310 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option Video Protocol 10-24 Description The Video Protocol, Video Format and QCIF Frame Rate are parameters that determine the highest common video used by all the conference participants.
Page 311 Table 10-3: Basic Conference Parameters Option Description Video Protocol H264 - The H.264 standard provides better compression of video images in lower line rate (con’t) connections and is part of the Highest Common mechanism in Video Switching conferences. When the conference line rate is up to 384 Kbps, and the Video Protocol is set to Auto (in both VSW and CP conferences) the system tries to connect the participant using H.264 video protocol first.
Page 312 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option Video Format (cont.) 10-26 Description • Using the H.263 protocol, you can select one of the following options: Auto, QCIF, CIF, 4CIF, 16CIF, VGA, SVGA, XGA and NTSC. 4CIF - High Quality 4CIF video resolution available in Continuous Presence conferences running at 512 Kbps or higher line rates.
Page 313 Table 10-3: Basic Conference Parameters Option Description Frame Rate The Frame Rate is enabled only in Video Switching mode and the Video Protocol is set to H.261 or H.263. If you have selected QCIF, CIF, 4CIF, 16CIF, VGA, SVGA, XGA, or NTSC, select the number of frames per second rate to define the quality of the video transmission.
Page 314 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option Annexes - P, N and 10-28 Description Annexes are additions to the Video Format when using H.263 Video Protocol and increases the quality of the video display. Annexes N, P and F are enabled only when you are in Video Switching mode and the Video Protocol is set to H.263.
Page 315 Table 10-3: Basic Conference Parameters Option Description Roll Call Roll Call is a feature of the IVR Message Service used to record the participants name and play it back when entering and leaving a conference. The chairperson can request the system to play the names of all connected conference participants at the beginning of the conference, or at any time during the conference.
Page 316 Chapter 10 - Conference Templates – Full Parameters View Table 10-3: Basic Conference Parameters Option End time Alert Tone Exit Tone/Roll Call announcement Click the Advanced tab to view/define additional conference settings. The Conference Properties - Advanced window opens. 10-30 Description Select this option to enable the End of Conference reminder tone, which is to be played once to all the...
Page 317 Define the Advanced parameters as described in Table 10-4. Table 10-4: Advanced Conference Parameters Option Description Auto Termination Select this check box to automatically terminate the conference by the MCU when: • • Note: Make sure that the Auto Terminate parameters are set when defining a Meeting Room.
Page 318 Chapter 10 - Conference Templates – Full Parameters View Table 10-4: Advanced Conference Parameters Option Allow undefined Participants Min number of Participants Min number of Participants (con’t) 10-32 Description Select this check box to allow undefined participants to connect to the conference without prior settings of the participant parameters.
Page 319 Table 10-4: Advanced Conference Parameters Option Description Max number of Enter the maximum number of participants that can Participants connect to the conference at one time, taking into account both the defined and undefined participants. Use this option to save resources for other conferences.
Page 320 Chapter 10 - Conference Templates – Full Parameters View Table 10-4: Advanced Conference Parameters Option Chair Control Label Message Service Type 10-34 Description Chair Control is an option that enables an endpoint to control the conference and other conference participants. Select this check box to enable the Chair Control mode.
Page 321 Table 10-4: Advanced Conference Parameters Option Description Message Service If both the IVR check box and the Entry Queue Type (con’t) Access check box (General Tab) are cleared, dial-in participants can only connect to the conference once dialing the conference dial-in number (Meet Me conference) or if they are defined prior to the conference start.
Page 322 Chapter 10 - Conference Templates – Full Parameters View Table 10-4: Advanced Conference Parameters Option Mute “Meet Me” Parties Lock On Hold Enable Invite 10-36 Description Select this check box to automatically mute all dial-in participants once they are connected to the conference.
Page 323 Table 10-4: Advanced Conference Parameters Option Description Talk Hold Time Indicate the minimum period in seconds that a participant has to speak to become the main conference speaker. During this period, no other participant is allowed to become the main speaker. This parameter is designed to prevent participants from becoming the main speakers when coughing or laughing or when there are fast and frequent...
Page 324 Chapter 10 - Conference Templates – Full Parameters View Table 10-4: Advanced Conference Parameters Option Encryption Click the Meet Me Per Conf tab to define a “Meet Me Per Conference” or Meeting Room parameters. The Meet Me Per Conference tab and window is only available if Meet Me Per Conference is checked in the Conference Properties - General window or when defining a Meeting Room.
Page 325 MGC WebCommander User’s Guide The Conference Properties - Meeting Me Per Conference window opens. In this window you assign dial-in numbers to the conference. Callers wishing to participate in such a conference must dial one of the dial-in numbers, and will be automatically connected to the appropriate conference.
Page 326 Chapter 10 - Conference Templates – Full Parameters View Define the following Meet Me Per Conference parameters: Table 10-5: Meet Me Per Conference Parameters Option Meeting Room – Limited Occurrences Meeting Room – Number of Occurrences The list of dial in numbers assigned to the conference is displayed in a table format.
Page 327 dial-in number is the MCU number defined in the Network Service. If no number is defined for the MCU in the Network Service, the system allocates the first free number in the dial-in numbers range defined in the Network Service. The Network Service is defined in the MGC Manager application.
Page 328 Chapter 10 - Conference Templates – Full Parameters View The Conference Properties – Video Layout window opens. The video layout determines the number of video windows displayed on the endpoint screens, their arrangement and who they see on in each window.
Page 329 Table 10-7: Video Sources CP Layout Options CP Video Layouts View Mode Quad Views Software (IP conferences only) Click on the desired layout. There are 25 layouts available for selection, as described in Table 10-8. Table 10-8: Video Sources Layout Views Number of Video Available Layouts...
Page 330 Chapter 10 - Conference Templates – Full Parameters View Table 10-8: Video Sources Layout Views Number of Video Windows 10-44 Available Layouts Classic mode Quad Views mode Software mode Classic mode Note: This window is only available in CP Classic mode. Classic mode Quad Views mode Software mode...
Page 331 Table 10-8: Video Sources Layout Views Number of Video Available Layouts Windows Note: This window is only available in the Quad Views mode. In conferences where the Video Layout is set to “Auto Layout" the system automatically selects the conference layout based on the number of participants connected to the conference.
Page 332 Chapter 10 - Conference Templates – Full Parameters View Table 10-9: Default Auto Layout for CP Classic and Quad Modes Number of Video Participants When you select Auto Layout all other layout formats are disabled. To select a specific layout for the conference you have first to cancel the Auto Layout mode.
Page 333 — Speaker Indication - you can use a different color for the border to highlight the window of the current speaker. The color layout effects are illustrated in the Polycom ViaVideo window: Speaker Indication 13. To modify the Background color, click the arrow next to the Background color box.
Page 334 Chapter 10 - Conference Templates – Full Parameters View The Color dialog box opens. 14. Click on a predefined color, or you can create your own color by entering the color values in the Red, Green and Blue boxes. If you create your own color, click Select to view the color and use it. 15.
Page 335 21. To modify the default Speaker Indication color, click the arrow next to the Speaker Notation color box. The Color dialog box appears. 22. Select a color for the Speaker Indication border, using the same method described for the background color. 23.
Page 336 The setting in the Default Reservation/ Start Recording define when the Polycom Conference Recorder is activated when the conference is On Going. Select this check box to enable the Polycom Conference Recorder. The name of a recording link defined in the MGC Manager.
Page 337 MGC WebCommander User’s Guide 27. From the Conference menu, click Start Immediately to start the conference, click Start At to start the conference at a later time, or from the Conference Templates menu click Save to save it in the database for future use.
Page 338: Conference Template Menus
Chapter 10 - Conference Templates – Full Parameters View The ISDN phone number is based on the dial-in phone number’s range defined for the MCU. If the PBX truncates the first digits these digits have to be added to the number communicated to the conference participants.
Page 339 Table 10-11: Conference Menu Options Option Description Start Immediately This option appears in the menu if the Start Conference – Start immediately option is selected in the Web Server Manager, Permissions, Permission Properties - Setting1 tab. Select this option to start the conference immediately. The system starts the conference on an MCU currently connected to the Web server.
Page 340 Chapter 10 - Conference Templates – Full Parameters View Table 10-11: Conference Menu Options Option Start con’t. 10-54 Description In the MGC Manager application the Administrator accesses the reserved Meeting. • On the Database menu, select Open D.B. Request Meeting Template and choose the WebCommander’s Database, AccordDB.
Page 341 Conference Templates Menu Depending on the user’s permissions, the following options may be available in the Conference Templates menu: Table 10-12: Conference Template Menu Options Option Description New Conference Select this option to define a new Conference Template template. If you have registered the current Conference template in the Web Server without saving it to the database, a warning message appears, prompting you whether to save the...
Page 342 Chapter 10 - Conference Templates – Full Parameters View Participant Template Menu Depending on the user’s permissions, the following options may be available in the Participant Templates menu: Table 10-13: Participant Templates Options Option New Participant Add Participant In installations in which an LDAP compatible directory is configured as the database, you may assign participants from a public or personal LDAP compatible directory.
Page 343: Defining A New Audio Only Conference
Defining a New Audio Only Conference The following section details defining a new Conference template for an Audio Only conference. If your site is configured to Audio Look and Feel in the MGC Web Server Manager - Web Configuration dialog box, or if your Defaults -Conference Defaults are set to Audio Only, when you define a new Conference template, the Audio Only conference settings are shown.
Page 344 Chapter 10 - Conference Templates – Full Parameters View To define the parameters of an Audio Only conference: Define the conference general parameters as described in Table 10-14. Table 10-14: Audio Only General Conference Parameters Option Name Remarks Duration Billing 10-58 Description This field displays the default conference name.
Page 345 Table 10-14: Audio Only General Conference Parameters Option Description Meet Me Per Select the Meet Me Per Conf check box if the Conf conference is a dial-in conference accessed directly (with no Entry Queue) or if you want to allow a few participants to dial the conference dial-in number directly without going through the Entry Queue while other participants in the same conference must...
Page 346 Chapter 10 - Conference Templates – Full Parameters View Table 10-14: Audio Only General Conference Parameters Option Entry Queue Access (con’t) Conference Entry Password Web/ Chairperson Password Start on MCU 10-60 Description When this check box is selected, the participant cannot connect directly to the conference, but must dial the Entry Queue dial-in number and enter the correct conference ID to be transferred to this...
Page 347 Table 10-14: Audio Only General Conference Parameters Option Description Numeric ID A Numeric ID can be assigned in two ways: Automatic or Manual. Manual - Use the number of digits defined in the appropriate flag in the System.cfg file. If the Numeric ID is already in use in another Entry Queue or a conference, an error message is displayed.
Page 348 Chapter 10 - Conference Templates – Full Parameters View Table 10-14: Audio Only General Conference Parameters Option Conference Type Media Click the Advanced tab to define additional parameters. The Conference Properties - Advanced window opens. 10-62 Description Select the type of conference you are defining: Standard - Click this option if you are defining a conference other that Meeting Room or Operator conference.
Page 349 Define the conference advanced parameters as described in Table 10-15. Table 10-15: Audio Only–Advanced Conference Options Option Description Auto Select this check box to automatically terminate the Termination conference when: • No participant has connected to the conference during a predefined time period. The period is defined in the Before First Join x Min field.
Page 350 Chapter 10 - Conference Templates – Full Parameters View Table 10-15: Audio Only–Advanced Conference Options Option Allow undefined Participants Min number of Participants 10-64 Description Select this check box to allow undefined participants to connect to the conference without prior settings of the participant parameters.
Page 351 Table 10-15: Audio Only–Advanced Conference Options Option Description Max number of Enter the maximum number of participants that can Participants connect to the conference at one time, taking into account both the defined and undefined participants. Use this option to save resources for other conferences.
Page 352 Chapter 10 - Conference Templates – Full Parameters View Table 10-15: Audio Only–Advanced Conference Options Option 10-66 Description Select one of the following options: None - No Attended services are used during the audio only conference. Welcome (No Wait) - Select this option for a Greet & Guide conference in which the participant is greeted by an audio message and after a pre-defined period, and automatically connects to the appropriate...
Page 353 Table 10-15: Audio Only–Advanced Conference Options Option Description IVR Service If you have enabled the IVR Service, enter the name Name of the IVR Message Service to be used for this conference. The IVR Message Service includes the voice prompts that are played when the participant enters the IVR queue, and enables operations during the conference.
Page 354 Chapter 10 - Conference Templates – Full Parameters View Table 10-15: Audio Only–Advanced Conference Options Option Enable Invite Roll Call 10-68 Description This check box is enabled if the IVR option is selected from the IVR dropdown box. Select this check box to enable the Invite functionality with an enabled IVR service.
Page 355 Table 10-15: Audio Only–Advanced Conference Options Option Description Entry Tone Select this option to enable the Entry Tone. This tone is played when a participant connects to the conference and is heard by all the conference participants currently connected to the conference (but not by the connecting participant).
Page 356 Chapter 10 - Conference Templates – Full Parameters View The Conference Properties - Meet Me Per Conf window opens. The Meet Me Per Conference option allows participants to connect to a conference by simply dialing a pre-defined conference number. Up to 16 dial-in numbers (usually one or two phone numbers) can be assigned to the conference.
Page 357 initiating call. Otherwise, the conference is deleted from the system once the conference ends. The conference is saved on the MCU in passive mode, without using any of the system resources. The Chairperson that dials into the conference automatically activates the conference. Other participants may join the conference by dialing in.
Page 358 Chapter 10 - Conference Templates – Full Parameters View If no dial-in number is defined, the system allocates the dial-in number according to the settings in the Web Configuration dialog box in the MGC Web Server Manager application. When the Web Defaults – Allocate Permanent Dial-In number is enabled in the Web Configuration dialog box, the MGC Web Server allocates a dial-in number for the “Meet Me Per Conference”...
Page 359 Network Services are defined in the MGC Manager application. For more information, refer to the MGC Administrator’s Guide, Chapter 3. The list of dial-in numbers assigned to the conference is displayed in the Meet-Me Services table. The first column displays the ISDN Network Service name.
Page 360 The setting in the Default Reservation/ Start Recording define when the Polycom Conference Recorder is activated when the conference is On Going. Select this check box to enable the Polycom Conference Recorder. The name of a recording link defined in the MGC Manager.
Page 361 To start the conference immediately: Click Start Immediately to start the conference, click Start to start the conference at a later time, or click Save to save it in the database for future use. In both cases, if the Meet Me Per Conference option is defined for the conference or the conference is a Meeting Room and if the Allocate Permanent Dial In Number option is enabled in the MGC Web Server Manager Database - Web Configuration dialog box, the system displays...
Page 362 Chapter 10 - Conference Templates – Full Parameters View Click OK. The system prompts you whether to send an E-mail with the conference parameters to the conference participants. For more details, see Chapter 4, “Sending an E-mail to Conference Participants” on page 4-14. The conference dial-in numbers appear in the Phone1 field in the Meet Me per Conf window.
Page 363: Adding Participants To Conference Templates
Adding Participants to Conference Templates There are two ways to add participants to a Conference template: Define the participant directly during the Conference template definition • (the participant may be Embedded in the Conference template or Linked, depending on the selected mode). For details, see “Defining a New Participant during Conference Template Definition”...
Page 364 Chapter 10 - Conference Templates – Full Parameters View The Add Participants window opens. In the Group drop-down list, select the Group to which the Participant template is assigned. The Groups list displays only the groups to which you have access rights. If the list is very long, you can narrow your search to display a shorter more concise list, by clicking the Filter button.
Page 365 The following search criteria can be used: Table 10-19: Filter Option Description Name Select this check box to search the database for predefined participants by their name. Enter the name of the predefined participant(s) to be listed. You can search the database for a group of participants using the wildcards “?”...
Page 366 Chapter 10 - Conference Templates – Full Parameters View The selected participants appear in the Participants pane of the Conference Templates List window. Table 10-20 details the icons that can appear in the leftmost column to indicate the participant type. Table 10-20: Participant Type Icons Icon Point to the Conference Template menu and click Save on the pop-up...
Page 367: Modifying The Properties Of A Linked Participant
MGC WebCommander User’s Guide Modifying the Properties of a Linked Participant The properties of participants linked to a Conference template may be viewed and modified by clicking on the participant name hyperlink in the Participant pane. The Participant Properties window opens. For more information regarding the participant parameters, refer to Chapter 11, “Managing Participant Templates”...
Page 368: Defining A New Participant During Conference Template Definition
Chapter 10 - Conference Templates – Full Parameters View Defining a New Participant during Conference Template Definition This option is enabled if you have the appropriate permission. To define a new participant during the Conference template definition: Display the Conference template properties. Point to the Participant Templates menu, and then click New Participant on the pop-up menu.
Page 369 Define the participant properties as described in Chapter 11, “Defining a New Participant” on page 11-4. Once all the participant properties are defined, you can do one of the following: — Click OK to register the participant properties in the Web Server and return to the Conference template definition window.
Page 370: Deleting A Participant From A Conference Template
Chapter 10 - Conference Templates – Full Parameters View Deleting a Participant from a Conference Template You can delete participants from a Conference template, provided you have the appropriate permission. To delete a participant: Click the participant name in the Participant pane of the Conference template.
Page 371 The Participant template opens. Click Delete Participant from the Participant Templates menu. A confirmation dialog box opens. Click OK to delete the participant or Cancel to abort the operation. MGC WebCommander User’s Guide 10-85...
Page 372: Deleting The Current Conference Template From The Database
Chapter 10 - Conference Templates – Full Parameters View Deleting the Current Conference Template from the Database To delete the current Conference template: Display the conference parameters by clicking on the Conference template name in the Conference Templates List in the Main Menu pane. 10-86...
Page 373 The Conference template parameters are displayed in the Conference Template Definition pane. Point to the Conference Templates menu in the menu bar and click Delete Conference Template from the pop-up menu. A confirmation window appears. Click OK to confirm or Cancel to abort this operation. MGC WebCommander User’s Guide 10-87...
Page 374: Modifying A Conference Template
Chapter 10 - Conference Templates – Full Parameters View Modifying a Conference Template The option to modify conference parameters before starting it is available only to users with the appropriate permissions. To modify a conference template: To modify the parameters of a Conference template, click on the Conference template name in the Conference Templates List in the Main Menu pane.
Page 375 Once you have modified all the required parameters, point to the Conference Templates menu and then click Save to save the new parameters in the database. You can then start an On Going conference or schedule the conference to start at a future date and time by clicking the appropriate option (Start Immediately, Start At or Start) from the Conference pop-up menu.
Page 376 Chapter 10 - Conference Templates – Full Parameters View 10-90...
Page 377: Managing Participant Templates
Managing Participant Templates Participant templates are managed from the Participants Templates window. There are two types of participants, linked and embedded. Linked Participant A linked participant is stored in the database. When a linked participant is added to a Conference template, a pointer to that participant is added to the Conference template without copying the participant’s parameters to the conference.
Page 378: Participant Templates
Chapter 11 - Managing Participant Templates Participant Templates Participant templates are organized into Groups. To increase security, users are assigned access rights to Groups and can view only those templates assigned to Groups in which they have access rights. When you define new templates in the database, they are assigned to a selected Group.
Page 379 The Participant Templates window opens. The Group to which the participant is assigned The Participants List pane You can resize the Participant Properties and the Participant List panes by moving the Split bar between the two panes. • You can view the main participant properties in the Participant List pane by moving the scrolling bar or using the scrolling arrows.
Page 380: Defining A New Participant
Chapter 11 - Managing Participant Templates Defining a New Participant Video participants and Audio Only participants have different configurations and options. Only users with the appropriate permissions can define new participants. A participant can be defined in three ways: From the New Meeting window. For more information, q •...
Page 381: Defining A Participant Template In The Database
Defining a Participant Template in the Database To define a new participant directly in the database: In the Main Menu pane, in the Group list, select the Group where you want to assign the new Participant template. Only the Groups to which you have access rights are listed.
Page 382 Chapter 11 - Managing Participant Templates The Participant Properties - Basic window opens. The default values for many of the fields in the Participant Properties pane are taken from the Participant Defaults defined in the currently loaded Defaults set in the MGC Web Server Manager. These parameters can be modified according to the particular participant parameters.
Page 383 Table 11-1: Connection parameters for all participants Option Description E-mail Enter the E-mail address of the participant if you want to send him/her an E-mail message when setting up an On Going conference or scheduling a conference Reservation. The E-mail message includes conference start date and time and the dial- in number, if required.
Page 384: Defining Isdn, Atm, Or Mpi Video Participants
Chapter 11 - Managing Participant Templates Defining ISDN, ATM, or MPI Video Participants To define ISDN/ATM/MPI video participants: Define the connection parameters in Participant Properties - Basic tab as described in Table 11-2. Table 11-2: Basic Connection Parameters for Video ISDN/ATM//MPI Option Connection Party Phones...
Page 385 Table 11-2: Basic Connection Parameters for Video ISDN/ATM//MPI Option Description Party Phones In order to support Bonding with specific (con’t) Telecommunication switches, the pound key (#) symbol needs to be added to the dial-out number sequence. MCU Phones This field is enabled when Dial-in is selected for the Connection type, and when Party or Channel is selected for Meet Me Per.
Page 386 Chapter 11 - Managing Participant Templates Table 11-2: Basic Connection Parameters for Video ISDN/ATM//MPI Option Participant User Defined 1-4 Label E-mail Bonding Num 11-10 Description There are 4 User Defined fields that enable you to enter general information for the participant, such as the participant’s: E-mail address, telephone number, company name, location, or any required information.
Page 387 Table 11-2: Basic Connection Parameters for Video ISDN/ATM//MPI Option Description Meet Me Per This field is applicable to ISDN conferences only. This field is enabled when Dial-in is selected for the Connection type. Channel - the participant dials a unique number for each video channel.
Page 388 Chapter 11 - Managing Participant Templates Click the Advanced tab. If you are defining a T1-CAS participant see “Advanced T1-CAS Participant Window” on page 32. The Participant Properties - Advanced window opens. 11-12...
Page 389 Define the connection parameters in Participant Properties - Advanced tab as described in Table 11-3. Table 11-3: Advanced Connection Parameters for Video ISDN/ATM/MPI Option Description Aggregation Select the aggregation method: Auto – Select this option to connect the participant’s endpoint according to his/her aggregation capabilities, as identified by the MCU during the connection process.
Page 390 Chapter 11 - Managing Participant Templates Table 11-3: Advanced Connection Parameters for Video ISDN/ATM/MPI Option Video Protocol Auto Detect 11-14 Description Select the Video compression standard: Auto - Select this option to use the conference’s Video Protocol settings and enable the dynamic adjustment of the Video Protocol in Video Switching conferences.
Page 391 Table 11-3: Advanced Connection Parameters for Video ISDN/ATM/MPI Option Description Service Name Type the name of the Network Service that will be used to connect the participant to the conference exactly as it is defined in the Network Service function (the system is case sensitive). If left blank, the default Network Service is used, depending on the selected Connection Type.
Page 392 Chapter 11 - Managing Participant Templates Table 11-3: Advanced Connection Parameters for Video ISDN/ATM/MPI Option Encryption Number of Channel 11-16 Description Choose any of the following Encryption options: Auto • - When participants connect to a conference, the conference/Entry Queue encryption settings are automatically applied to the participant.
Page 393 Table 11-3: Advanced Connection Parameters for Video ISDN/ATM/MPI Option Description Restrict Only Select this check box to indicate that the participant is using a restricted line whose transfer rate per channel is 56 Kbps (instead of 64 Kbps). This option is valid for a Transcoding or Continuous Presence conferences only.
Page 394: Defining H.323 Video And Sip Audio Participants
Chapter 11 - Managing Participant Templates Defining H.323 Video and SIP Audio Participants When selecting H.323 or SIP in the Participant Properties - Basic, Interface Type field, the Participant Properties fields change. 11-18...
Page 395 To define the properties of an H.323 Video or SIP Audio Participant: Define the connection parameters in Participant Properties - Basic tab as described in Table 11-4. Table 11-4: Basic connection parameters for H.323 Audio-Only ISDN/H.323 Option Description Connection Select the appropriate connection type from the drop-down list.
Page 396 Chapter 11 - Managing Participant Templates Table 11-4: Basic connection parameters for H.323 Audio-Only ISDN/H.323 Option Alias Name (H.323) SIP Address (SIP) Alias Type (H.323) 11-20 Description Select the alias name format from the drop-down list. E.164 and H.323ID are the formats supported by the system.
Page 397 (SIP) address, typically containing a user name and a host name, sip:user@host. For example, sip:dan@polycom.com. TEL URL: "Tel" means that a voice call is opened. TEL URL may be used when the UA does not wish to specify the domain that should interpret a telephone number that has been input by the user.
Page 398 Chapter 11 - Managing Participant Templates Define the connection parameters in Participant Properties - Advanced tab as described in Table 11-5. Table 11-5: Advanced Parameters for H.323 Video Participant Option Service Name Auto Video Bit Rate Bit Rate KBits/sec Quality of Service Recording 11-22 Description...
Page 399 Table 11-5: Advanced Parameters for H.323 Video Participant Option Description Video Protocol Select the Video compression standard: Auto - Select this option to use the conference’s Video Protocol settings and enable the dynamic adjustment of the Video Protocol in Video Switching conferences.
Page 400 Chapter 11 - Managing Participant Templates Table 11-5: Advanced Parameters for H.323 Video Participant Option Enhanced Video Enhanced Video (con’t) 11-24 Description This option is applicable to standard Video cards and is not required for participants connecting to conferences running on the Video+ cards (the VIdeo+ card provides the high quality video combined with high Line Rates using one video codec).
Page 401: Quality Of Service Parameters
Table 11-5: Advanced Parameters for H.323 Video Participant Option Description Enable PSTN For internal use only. Dial-in To save the Participant template, refer to “Saving the Participant Template” on page 11-28. Quality of Service Parameters Quality of Service (QoS) can be set for H.323 participants. The purpose of QoS is to prioritize IP packet transport from the MCU to the endpoint.
Page 402 Chapter 11 - Managing Participant Templates The Participant QoS window opens. Fill in the parameters for IP Quality of Service as described in Table 11-6: Table 11-6: H.323 Participant IP Quality of Service Parameters Option IP Quality of Service DiffServ/ Precedence 11-26 Description...
Page 403 Table 11-6: H.323 Participant IP Quality of Service Parameters Option Description Audio The operator can prioritize audio IP packets, ensuring that all participants in the conference hear each other and ensure that each participant is clearly heard. Select the desired priority. The scale is from 0 to 5, where 0 is the lowest and 5 is the highest.
Page 404: Saving The Participant Template
Chapter 11 - Managing Participant Templates Saving the Participant Template To save the Participant template Point to the Participant Template menu, and then click Save. • The new template is added to the list of Participant templates assigned to the selected Group. Defining Audio Only Participants The Audio Only participant definition begins with the selection of the Audio Only option.
Page 405 The Participant Properties options change accordingly. Select the Participant Connection type. Select either Dial-in if the participant calls the conference/MCU or Dial-out if the MCU calls the participant. If the participant interface type is T1-CAS, you can only select Dial-out for defined participants.
Page 406 Chapter 11 - Managing Participant Templates The Participant Properties - Advanced window opens. Define the connection parameters in Participant Properties - Advanced tab as described in Table 11-7: Advanced Parameters for Audio-Only ISDN/H.323/SIP Field Service Name Sub-Service Name 11-30 Table 11-7 Description Type the name of the Network Service that will be used to connect the participant to the conference...
Page 407 Table 11-7: Advanced Parameters for Audio-Only ISDN/H.323/SIP Field Description Recording This field is used to indicate whether the participant being defined is a standard participant or it is a port that will be used for conference recording. • None - indicates that this participant is a standard participant.
Page 408: Advanced T1-Cas Participant Window
Chapter 11 - Managing Participant Templates Advanced T1-CAS Participant Window The T1-CAS participant’s window differs from a ISDN, ATM or MPI participant as participant’s connect using Audio Only. Click the Advanced tab. The Participant Properties - Advanced window opens. Define the connection parameters in Participant Properties - Advanced tab as described in Table 11-8.
Page 409 Table 11-8: Advanced Parameters for T1-CAS Participants Option Description Recording This field is used to indicate whether the participant being defined is a standard participant or it is a port that will be used for conference recording. • • The Auto Gain Control mechanism regulates noise and audio volume by keeping the received signal to all participants balanced.
Page 410: Deleting A Participant From The Database
Chapter 11 - Managing Participant Templates Deleting a Participant from the Database A participant can be deleted from the database. To delete a participant, the participant properties must be displayed. To delete the participant from the database: In the Participant Templates window, click the Participant link in the Participants List pane.
Page 411 The Participants Properties window opens. Point to the Participant Template menu, and click Delete Participant. The following confirmation box opens: Click OK to delete the participant from the database, or click Cancel to cancel the operation. MGC WebCommander User’s Guide 11-35...
Page 412: Modifying The Participant Template In The Database
Chapter 11 - Managing Participant Templates Modifying the Participant Template in the Database You can modify the properties of a Participant template stored in the database even if the participant was defined during the Conference template definition. To modify the participant template in the database: Open the Participant Templates window.
Page 413 MGC WebCommander User’s Guide The template is saved with the modified parameters. 11-37...
Page 414 Chapter 11 - Managing Participant Templates 11-38...
Page 415: 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 416: 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 417 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 418 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 419 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 420: 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 421 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 422 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 423: 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 424 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 425 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 426: 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 427 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 428 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 429 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 430: 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 431 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 432 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 433 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 434 Appendix A: Default Templates A-20...

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