Steelcase RoomWizard II Lotus Domino System Manager's Manual
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Steelcase RoomWizard II Lotus Domino System Manager's Manual

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RoomWizard
II
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Scheduling System
Lotus
Domino
®
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Summary of Contents for Steelcase RoomWizard II Lotus Domino

  • Page 1 RoomWizard ® Scheduling System Lotus Domino ® ®...

  • Page 2: Table Of Contents

    Cleaning the touch screen Information in this document is subject to change without notice. Reproduction in any manner without written permission of Steelcase Corporation is forbidden. Continued on next page  Steelcase Corporation reserves the right to make changes in product design, or detail, and to discontinue any product or material without notice.

  • Page 3: Welcome

    CONTENTS WELCOME Continued HOW TO USE A ROOMWIZARD WEB PAGES Schedule meetings faster and easier with RoomWizard ® Web page features Making a simple reservation The RoomWizard is an interactive touch-screen device mounted near a meeting room entrance or open group area. It’s a web-based room Making an advanced reservation reservation system you can access from any computer on the web.

  • Page 4: About Roomwizard

    The API depends on the synchronization software Web-based reservation pages for scheduling rooms • to accomplish this synchronization. See RoomWizard API at www. steelcase.com/roomwizard. Communication with DHCP, SMTP, and LDAP services on your • network for scheduling integration Mail server integration Communication with other RoomWizards and groups.

  • Page 5: Creating A Roomwizard System

    LDAP Claim the room for an impromptu meeting. • If your RoomWizard system operates in classic mode and you are End the current reservation early or extend it beyond the scheduled • configuring access to your network SMTP server, then you can also ending time.

  • Page 6: Linking Multiple Networks

    200 RoomWizards. System managers have the option to include or exclude links to other groups, in essence controlling access to certain meeting rooms. See “Designing a RoomWizard System” at www.steelcase.com/ roomwizard. LINKING MULTIPLE NETWORKS RoomWizards are part of a network, and their accessibility is controlled by who can access that network.

  • Page 7: Roomwizard Setup

    ROOMWIZARD SETUP ASSIGN AN IP ADDRESS TO EACH ROOMWIZARD that each RoomWizard has a unique IP address and optional hostname. Almost all attempt to use DHCP to acquire an IP address. Your DHCP server using RoomWizard’s build-in web pages. must provide an IP address, gateway, and domain name or the RoomWizard will reject the DHCP settings.
  • Page 8 DHCP 1 Press and hold the “About” button on the RoomWizard’s front panel 4 Select “Don’t use DHCP” on the Network Settings screen. 2 Enter the default system manager password: 79201 (this password is case sensitive). You can change the default system manager password at any time.
  • Page 9 5 Select “Use DHCP.” NOTE If you entered the RoomWizard’s address manually, your computer must be on the same subnet as the RoomWizard. 2 Click “RoomWizard Setup.” DHCP must provide an IP address, gateway, and domain name or the RoomWizard will reject the DHCP settings. If the RoomWizard rejects the DHCP settings, it will adopt a default static address.
  • Page 10 1 Go to Device > Network and configure the network settings. About the Network Configuration Settings If you use DHCP to acquire IP addresses and DNS to resolve a • To learn more about network configuration setting options, hostname for each IP address, create an address reservation in see “About the Network Configuration Settings”...
  • Page 11 Use a class “C” setting for maximum security. The class C setting is 2 Click “RoomWizard Setup.” 255.255.255.0. The Default Gateway is the IP address of the router or gateway that • provides internet access. (This could also be a server address.) automatically by DHCP, or you may assign it here manually, if “Use DHCP to get these”...
  • Page 12 4 Go to Firmware > Configure SSL and enter the domain name, 9 Click the “Browse” button and navigate to the certificate text file company name, division name, city, state, and country. just created. 10 Click “Save on THIS Wizard.” If an error message appears while uploading the certificate file, open the certificate file and enter two empty paragraphs at the end of the file.

  • Page 13: Step 2: Set Up Groups Of Roomwizards

    STEP 2: CUSTOMIZE GRAPHICS ON FRONT PANEL SET UP GROUPS OF ROOMWIZARDS You can upload an optional image that will appear in the title bar of all web pages and a second image that will appear on the RoomWizard Before configuring RoomWizard groups, consider the simplified touch screen.
  • Page 14 2 Go to the Setup pages for the gateway RoomWizard. 5 Click “Add.” 6 Enter the IP address and click “Add” for each RoomWizard you want to include in this group. Each time you add an IP address, the gateway RoomWizard contacts the newly added RoomWizard to obtain its Room Name and Room Location.
  • Page 15 7 Click “Synchronize Group Membership” when the list of group You can use your DNS to resolve the group virtual hostname to members on the gateway RoomWizard is complete. an IP address or assign one RoomWizard to be the virtual host. We recommend that the group’s virtual hostname be a separate hostname, distinct from the hostnames given to the individual RoomWizards.
  • Page 16 1 Go to the Setup > Group > Name page of any RoomWizard in the This causes the RoomWizard to query your DNS to learn which RoomWizard in the group is going to host the GroupView page. group. This will become the host RoomWizard. 6 Click “Save on ALL Wizards”...
  • Page 17 LINK TO OTHER GROUPS RE-SYNCING GROUP MEMBERSHIPS If you are configuring a RoomWizard system that includes more than Every member of a RoomWizard group must have an identical list of group members. If there is any discrepancy, the entire group is one group, you can link some or all of the groups together.

  • Page 18: Step 3: Verify Firmware

    If updating from a CD or local (or network) file system, enter the • location of the upgrade file when prompted. UPGRADE FIRMWARE Firmware upgrades are available for download from www.steelcase. com/roomwizard. Before beginning the firmware upgrade process, determine how you will transfer the upgrade to the RoomWizard. You have three options: Download the latest version of the firmware directly to the •...
  • Page 19 3 Select the check boxes if you want RoomWizard to back up and RoomWizard Synchronization Software for Lotus Domino is the restore room reservation and configuration information. connector software for RoomWizards and Domino Servers. A single installation of the synchronization software is capable of handling communication for all RoomWizards simultaneously.
  • Page 20 “Manager” access to every database on the server, including mail The HTTP task must be added to the ServerTasks line of the Notes.ini file. The server home page should be accessible from any files. Implement the RoomWizard Domino Synchronization Software browser within the Domain by typing in the FQDN or IP address.
  • Page 21 Find your mail template. Ask your Domino administrator which mail Locate the RoomWizard Domino Synchronization Software in • • file is currently used. Domino Administrator. Select “Database - Manage ACL.” Right click. • Sign… Click “Add.” • Active Users ID. Name: “[RoomWizard Synchronization Soft-ware/Your Domain]”...
  • Page 22 3 From the same Administrator window, right click on the Add the server’s hierarchical name to the ACL as “user type = • server” and “access = manager.” Also add any other groups RWConnector.nsf database. such as “Administrators” with appropriate access levels. It is Select “Sign.”...
  • Page 23 (i.e. resource.nsf). Also, enter the hierarchical name of the Domino server, which contains the resource reservation database into the “Server Name” field (Servername/Organization, i.e. Dominotest/Steelcase). If the ID that signed the RoomWizard Domino Synchronization •...
  • Page 24 2 Click “RoomWizard Setup.” Each RoomWizard needs to be set up with the URL of the synchronization software, the user ID and password of the access account, and the mailbox ID and password for the room it synchronizes with. The URL of the synchronization software, and the user ID and password of the access account can be the same for a group of RoomWizards.
  • Page 25 4 Go to the “Room” tab and enter the room name and site name in the “Room Name” field. This entry must exactly match the name in the Resource Reservation database, e.g. Executive Briefing Room/New York. This room and site name will appear on the RoomWizard touch screen.
  • Page 26 The “Domino LDAP Server Task” is optional, running, or added to • the Notes.ini file. This is for operating in classic mode and retrieving and checking email addresses. From the RoomWizard Administrative pages, go to Device > • Email tab. 12 Select “Save on THIS Wizard.”...
  • Page 27 To enable One-Click Publishing: NOTE To display attendee information on the RoomWizard front panel or 1 Go to Room > Whiteboards. (If using firmware version 3.2 or higher, use One-Click Publishing, the user’s mail files must be accessible to this is found in Room > Facilities.) the account by which the synchronization software was signed.

  • Page 28: Step 5: Configure Other Options

    STEP 5: Additional Help CONFIGURE OTHER OPTIONS Resources You can now configure the remaining options for each RoomWizard Please call technical support for assistance or to arrange for web- or group of RoomWizards. based delivery and installation of the synchronization software. See Technical Support on page 113.
  • Page 29 Device > Security enables you to change the password needed to access the RoomWizard Setup pages. The default password is: Steelcase.com:390). Port 389 is the default, if no port address is 79201 (this password is case sensitive). You can also enable designated.
  • Page 30 ROOM SETTINGS Check the Enable Start button to require a user to verify that he or • she has shown up for a meeting. Settings available under Setup > Room relate to the room associated with the RoomWizard or to the room reservation options for the RoomWizard.
  • Page 31 Configure the One-Click Publishing option by adding the internal web You can: server address for the CopyCam whiteboard(s) associated with this Make all meetings confidential by default. • meeting room. If the whiteboard is not reachable on the network, Make the advanced registration form the default. this page displays “Unavailable.”...
  • Page 32 Room > Usage enables you to export a subset or all of the reservation data to the desktop of the computer you are using. You can also choose to export the data in a format compatible with the RoomWizard Reporting Tool. SET UP SERVICES Grayed-out fields always appear on any reservation form.
  • Page 33 5 Select Enable service to enable it. Deselect it to disable it. To set up a service menu in RoomWizard: 1 Go to Setup > Services > Management. 6 Select “Use cost center” to require users to enter a cost center number before requesting the service.
  • Page 34 9 Enter the service menu. This is the form users see when reserving a room. A text-based form requesting catering services could look like this: This example shows how the HTML service menu option enables you to create any type of HTML command. This can be used to link to additional online menus, for example.

  • Page 35: Backing Up Data

    You can download a copy of the “RoomWizard Reporting Tool” from 3 Enter the FTP address of the backup server or device. www.steelcase.com/roomwizard. 4 Enter the “Username” and “Password” required to access that FTP address. PERFORM A BACKUP 5 Choose if you want to overwrite old backup files, i.e.

  • Page 36: Troubleshooting Setup

    TROUBLESHOOTING SETUP RESTORE DATA FROM A BACKUP 1 Go to the Setup > Backup > Restore page on the RoomWizard you RoomWizards can be operated in a wide variety of configurations want to restore. and in an almost unlimited number of network environments. This section will help you troubleshoot potential problems.
  • Page 37 PROBLEMS WITH GROUP CONFIGURATION OTHER PROBLEMS If you see strange behavior in the GroupView web page (for example, Once a RoomWizard can be reached on the network and in its certain rooms are missing intermittently), you should suspect that group, other problems are very rare. Checking the configuration of the group configuration is inconsistent among the RoomWizards the RoomWizard through the Setup pages and resetting any deviant in the group.

  • Page 38: Announce Roomwizard To Staff

    ANNOUNCE ROOMWIZARD HOW TO USE SYSTEM TO STAFF A ROOMWIZARD The following sample email suggests how a facility manager RoomWizard transforms a meeting room by giving it the ability might announce installation of a new RoomWizard system and get to share its reservation schedule and details about its amenities. coworkers up and running on the system.

  • Page 39: Interacting With A Roomwizard

    NOTE To view information about any reservation in the timeline: These buttons may not appear on all systems. 1 Press a red block of time. RoomWizard shows you the meeting host A RoomWizard also indicates a room’s availability quickly, even from and purpose as they were entered.
  • Page 40 If you do not press the “Start” button within an allotted amount of To view the invitees for the current reservation: time, the reservation is abandoned and the room becomes available 1 Press “Details” on the touch screen.Press “Invitees.” for others to use. If you miss your meeting start time and still need to use the room, press the red block on the timeline associated with the abandoned meeting.
  • Page 41 If you complete a meeting early, you can end the reservation and free RoomWizard displays the current reservation end time and buttons up the room for others to use. labeled “+” and “-.” Press “+” or “–” to add or remove time from the current reservation.

  • Page 42: Cleaning The Touch Screen

    HOW TO USE ROOMWIZARD WEB PAGES To claim an available room for immediate use: RoomWizard web pages enable you to make, change, and delete reservations from any computer connected to the same local area 1 Press “Use Now” on the RoomWizard touch screen. network (LAN).
  • Page 43 WEB PAGE MENU OTHER GROUPS OF ROOMWIZARDS Your system manager may create groups of RoomWizards and link The menu is the blue horizontal bar immediately below the logo. several groups for easy access from the web page. If the web page The menu appears on every RoomWizard page and enables you to is for a group of RoomWizards, you will see a room name and a navigate between the Reservation, Find, Help, and About pages.

  • Page 44: Making A Simple Reservation

    4 In the timeline of the desired room, click an available (dark blue) time You can click on almost any part of a timeline. in the timeline. Click the room name to view a description of the room’s features, • facilities, location, and a photograph of the room, if available.

  • Page 45: Making An Advanced Reservation

    7 Adjust the reservation start or end time, if necessary. The purpose appears on the RoomWizard outside the meeting room during the meeting. 8 Click “Save” to save the reservation or “Quit” to cancel the 6 Enter the Host associated with the reservation. reservation.

  • Page 46: Reservation Options

    RESERVATION OPTIONS To use the advanced reservation form: 1 Click an available (dark blue) time in the room’s timeline. You may not see all the options described below, or they may be set as required on your system. PURPOSE AND HOST Enter one or two words in the “Purpose”...
  • Page 47 HOST EMAIL INVITE PEOPLE Enter an email address in the “Host email” field to send the host: Enter meeting participants in the “Invite people” field. Invitees will receive: An automatic reminder email about the pending reservation, • including a link to the RoomWizard reservation web page. See An automatic reminder email, including a link to the reservation •...
  • Page 48 1 Click “Add.” If there is more than match for a name or email address, a dialog will 2 Select a name from the corporate email database. list the possible matches. Select the correct name or address and click “Save.” 3 Click “Add.”...
  • Page 49 SEND RESERVATION DETAILS TO ATTENDEES To learn the name of the room administrator: If a meeting room is reserved but not being used, RoomWizard can Press “Details” on the touch screen, then press “Room.” • email the “Host” and “Invited people” a link to the reservation web Press the One-Click Publishing icon on the touch screen.
  • Page 50 USER-DEFINED TEXT FIELDS NOTE A room is not reserved until you click the “Save” button. If another Your system configuration may contain up to three additional custom person saves a reservation while you are in the process of text fields. completing a reservation form, RoomWizard displays a reservation conflict when you save your reservation.
  • Page 51 To make changes to a password-protected reservation: When you save your room reservation, RoomWizard emails your request(s) to the service provider(s). If you change your reservation 1 From any computer on the network, enter the RoomWizard address date, location, or time, or cancel your meeting, the service provider(s) in a web browser.

  • Page 52: Finding An Existing Reservation

    3 Select the appropriate group of rooms from the drop-down list. RoomWizard will attempt to make all the reservations you requested. If it finds no conflicts with existing reservations, the 4 Select “Find” in the RoomWizard menu. reservations are saved. 5 Click “Find existing reservation.”...

  • Page 53: Finding An Available Room

    FINDING AN AVAILABLE ROOM A room that holds at least or at most a certain number of people • (capacity). Use the “Find available rooms” option to find an appropriate room Keywords about a room’s location. • when you need it. You can enter reservation criteria and receive a list Facilities available in the room (For example, you can search for a •...

  • Page 54: Creating Roomwizard Reports

    CREATING ROOMWIZARD REPORTS To change an existing reservation: RoomWizard provides statistics and trends on how meeting rooms are actually used. You can obtain a comma delimited (CSV) report 1 Locate your reservation on a timeline and select it. from the RoomWizard setup pages. In classic mode, RoomWizard can report on data for the previous year, the current calendar year, Enter the reservation password, if necessary.

  • Page 55: How To Create Reports

    2 Go to Room > Usage. Select the date range to report on. To get a NOTE report for only this room, click “Export from THIS Wizard.” To get a When you upgrade the RoomWizard firmware, download the report from all rooms in the group, click “Export from ALL Wizards.” RoomWizard Reporting Tool that corresponds to that firmware release.
  • Page 56 NOTE Number of RoomWizards shows the number of RoomWizards • represented in the usage file(s). To generate a report on multiple RoomWizard groups at once, upload additional files by clicking on the “To upload additional files Graph Options • click here.” link. Advance Reservations vs.
  • Page 57 GRAPH DATA ASSUMPTIONS AND CALCULATIONS To export reservation data: Some graphs rely on calculating the total available meeting time • 1 Go to the RoomWizard web page. available during the date range chosen. 2 Go to Setup > Room > Usage. The business day is nine hours and does not include weekends.

  • Page 58: Technical Support

    TECHNICAL SUPPORT REPORTING TOOL ERROR MESSAGES In the USA and Canada, contact Steelcase USA Technical Support: Phone: 1.800.334.4922 (24-hour support Monday through Friday) • Front Panel Availability Email: techsupport@steelcase.com • Error messages about front panel availability are related to the “Adjust,”...

  • Page 59: Fcc Compliance

    (3) years from the date of shipment except as noted below. against harmful interference when the equipment is operated in Steelcase will repair or replace, at its option, any RoomWizard a commercial environment. This equipment generates, uses, and...

  • Page 60: Index

    Find CopyCam 6, 90, 94 unit. You must ship the defective product back to Steelcase in the available room 102 original packaging of the replacement unit, prepay shipping charges, Cost center 95...
  • Page 61 INDEX RoomWizard address 4, 10, 11 Group MAC address 17 Rebooting 7 configuration 10, 11, 18, 44, 53 accessing 9 Mail server integration 5 Recurring meetings 99 groups 7, 23, 83 configuring 23, 70 Management 58, 61 Reporting tool 105 home page 81 links to other groups 8, 9 host name 10, 17...
  • Page 62 INDEX Technical support 113 Telephone 96 Timeline 83 Time zone 53 Troubleshooting 51, 69 Upgrades, firmware 32 Usage 61 Use now 73, 83 User-defined text fields 97 Virtual host for groups 26 Virtual host name 26, 27, 28 Volume 55 Web-based configuration 14 Web page calendar 82...
  • Page 63 RoomWizard is a trademark of Steelcase, Inc. All other registered trademarks and trademarks used herein are the property of their respective owners. Steelcase Corporation reserves the right to make changes in product design, detail, or specifications and to discontinue any product or material without notice.

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