Polycom ReadiManagerLX100 Software Manual
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Polycom ReadiManagerLX100 Software Manual

Polycom ReadiManagerLX100 Software Manual

Lotus notes scheduling guide
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Polycom ReadiManager LX 100
Lotus Notes Scheduling Guide
September 2004

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  • Page 1 Polycom ReadiManager LX 100 Lotus Notes Scheduling Guide September 2004...

  • Page 2: Trademark Information

    Polycom, Inc. Under the law, reproducing includes translating into another language or format. As between parties, Polycom, Inc. retains title to and ownership of all proprietary rights with respect to the software contained within its products.

  • Page 3: Table Of Contents

    Managing an Active Conference ... 33 Closing a Completed Conference ... 36 Chapter 2 Setting Up Lotus Notes for Use with Polycom ReadiManager LX100 Installing the Polycom Video Conferencing Lotus Notes Component ... 40 Uninstalling the Polycom Video Conferencing Component from Lotus Notes ... 42 Setting Up Lotus Notes for Polycom ReadiManager LX100 ...
  • Page 4 Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Handling Security Notice Alerts ... 52 Signing the Polycom ReadiManager LX100 Template Database ... 54 Changing Your Polycom ReadiManager LX100 Logon Information in Lotus Notes ... 54 Index ... 57...

  • Page 5: About This Guide

    Lotus Notes window. This guide describes how to use these features in Lotus Notes. If you have not yet installed the Lotus Notes component of Polycom ReadiManager LX100, see Chapter 2, Setting Up Lotus Notes for Use with Polycom ReadiManager LX100.
  • Page 6 Polycom ReadiManager LX100 Lotus Notes Scheduling Guide...

  • Page 7: Getting Started

    Lotus Notes. If your network does not use LDAP, you do not need to log on to the Polycom ReadiManager LX100 website. Your Polycom ReadiManager LX100 administrator will give you the user name and login you should enter when installing the Lotus Notes component.

  • Page 8: The Video Menu

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide The Video Menu After the Lotus Notes component of Polycom ReadiManager LX100 has been installed on your computer, a new button menu appears at the top of the Lotus Notes calendar: the Video button.

  • Page 9: Chapter 1 - Videoconference Features In Lotus Notes

    Use filters to narrow the available resources to those that match the equipment, conference room type, and room attributes you need. Request a specific date and time, or let Polycom ReadiManager LX100 suggest an available time. Add a guest (a participant who is not on this video network).

  • Page 10: Creating The Conference Request

    (Optional) Adjust the advanced settings. Click Save and Close the Calendar Entry. To schedule a conference Make sure your Polycom ReadiManager LX100 database is open and displays the calendar. Choose The Conference Resources control appears in the Calendar Entry. Begin to connect to the Polycom ReadiManager LX100 Server.
  • Page 11 The Reference # is recorded with the details of the conference and can be used for billing purposes. If Polycom ReadiManager LX100 is set up to use automatic reference numbers, you will see your billing number appear in the Reference # field.
  • Page 12 Reference # automatically displays, be sure not to replace it unless that is the suggested procedure from the IT group. In the list of Resources, expand the network folders by clicking the plus signs to find the resources you want.
  • Page 13 Polycom ReadiManager LX100 automatically inserts your contact information. © Polycom, Inc. button to move it to the Selected Resources box on the right. If Polycom ReadiManager LX100 determines that a multipoint call can be placed Polycom ReadiManager LX100 Requesting Specific Dates and Times on page 14.
  • Page 14 Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Note: contacts and facilitators associated with each resource that is added to this conference. 10. (Optional) Adjust the advanced settings (see page 16). Note: screen, your user permissions do not allow you to change those settings.

  • Page 15: Finding A Resource That Fits Your Needs (Filtering)

    VCRs, projectors, and so forth. When trying to locate a particular room, use this filter to limit the view to just the rooms containing required equipment. Note: If your network administrator has defined an equipment type called “Non-Video” or “Audio Only,” you can use it to filter for rooms without video equipment when a conference room is needed, but there is no need to use videoconferencing.
  • Page 16 Then Filter for another resource, add, and so forth. Note: in your network must be defined in the database. Lack of resources that match your request may mean that such resources are not available, or it may mean that the characteristics you are searching for were not defined for any resources.

  • Page 17: Using My Favorites To Select A Resource

    My Favorites folder. Resources can only be added to the My Favorites folder if they exist in the Local Network. Resources that appear in other networks cannot be added to the My Favorites folder. Resources from My Favorites can be scheduled in the same manner as the other resources that appear in the Resources tab.

  • Page 18: Requesting Specific Dates And Times

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Requesting Specific Dates and Times You specify the date and time you want to schedule the conference on the Date/Time tab. To specify the date and time for a conference On the Resources tab, select the resources you want to include.

  • Page 19: How Much Time Is Reserved

    When your Polycom ReadiManager LX100 Administrator defines your video network resources, each room is assigned Setup Minutes and Breakdown Minutes that are needed before and after a conference. These are automatically added to the ©...

  • Page 20: Creating Repeating Conferences

    The maximum number of times a conference can repeat is determined by a setting for the domain, which is specified by your Polycom ReadiManager LX100 administrator. If you exceed the maximum, a message box displays, asking you to reduce the number of recurrences.

  • Page 21: Viewing Details About A Resource

    >> Select the resource in the Selected Resources list. A Details tab appears on the left, and shows the characteristics of the selected resource. Note: list is selected. © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes Create Schedule, Polycom ReadiManager LX100...

  • Page 22: Using The Legend

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Using the Legend The Legend tab defines the colors associated with resources. Using the Advanced Settings After you click Begin, the Schedule Conference screen contains a button labeled Advanced settings for these important scheduling details:...

  • Page 23: Selecting A Template

    Advanced Settings dialog reflect the settings associated with that template. You may have only one template available in Advanced Settings, or your network administrator may have created multiple templates to adjust the Advanced Settings in different ways.

  • Page 24: Specifying Dial Options

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Rooms Only Select Rooms Only when you only want to reserve the rooms themselves. Although equipment in them will not be available to other people, no bandwidth will be reserved for the conference. All other Advanced Settings for the conference become irrelevant, and are grayed out in the dialog box.

  • Page 25: Forcing Mcu Usage

    When selecting a video mode, it’s a good idea to consider the MCU resources that it will require. Normally, Switching mode consumes fewer MCU resources than Continuous © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes on page 24.

  • Page 26: Using Auto-Start Or Manual Start For A Conference

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Presence mode. The greater number of small video windows that are used, the more video resources required on the MCU. Using Auto-Start or Manual Start for a Conference When Auto-Start is selected in the Advanced Settings dialog box, the call will be dialed automatically at the start time of the videoconference, or a little before, based on any required setup minutes.

  • Page 27: Using People + Content

    People + Content This Polycom proprietary technology works with most Polycom endpoints. People and Content V0 Polycom proprietary technology that works mainly with PictureTel endpoints. Select this option when working with older endpoints. Visual Concert PC PC-based software available with Polycom ViewStation MP/512/SP/323.

  • Page 28: Using T.120

    This selection supports both IP and ISDN. Using T.120 Polycom ReadiManager LX100 allows you to define T.120 conferences, and to select the speed for the T.120 connection. Select “None” to disable the T.120 mode. T.120 is a standard that contains a series of protocols and specifications describing application sharing in multi-point data communication.

  • Page 29: Setting The Host Site For A Multipoint Call

    >> Right-click on the desired resource in the Selected Resources box of the Conference Resources window and choose “Host Site” will appear in parentheses next to the designated resource. © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes Select As Host...

  • Page 30: Changing Dial-In Settings For Individual Resources

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Changing Dial-In Settings for Individual Resources You can specify whether a particular resource should dial-in to a conference. Note: If Dial-in Only is selected in Advanced Settings, Dial-In will be selected for all resources, and the dial-in setting for individual resources cannot be changed.

  • Page 31: Changing How The Connection Is Made

    128, 256, 320, 384, etc. video. Use these settings to specify a particular connection speed for this endpoint. When these settings are available, “Video/Audio” is selected as the Conference Type. © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes Connect...

  • Page 32: Adding A Guest To A Videoconference

    Note: If you have a regular guest who is off your network or an employee in a remote office without an IP connection into the network, and you want to be able to conference that guest...

  • Page 33: Creating Conference Notes

    Click the notebook icon on the Conference > Schedule page. In the Conference Notes dialog box, enter the notes for the conference. Click © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes Name. This name will be used to identify the guest on conference schedule email notifications to recipients.

  • Page 34: Updating Your Calendar With Scheduled Videoconferences

    When conferences are created in Lotus Notes, they will be synchronized with the Polycom ReadiManager LX100 database. If you schedule conferences from the Polycom ReadiManager LX100 web interface, you can synchronize your Lotus Notes Calendar to show videoconference. In addition, if you are a conference administrator and want to view all scheduled conferences in Lotus Notes, you can update your Lotus Notes Calendar to show them.

  • Page 35: Managing Scheduled Conferences

    The default date range is from seven days in the past to 30 days in the future. You can expand the date range to see other conferences at the same time. © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes on page 29.
  • Page 36 Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Click the Conference List tab. Conferences that match your criteria are available in a hierarchy by date. Expand the folders to find the conference with which you want to work. As the Legend indicates, the icons next to the conference give visual information as to when the conference is scheduled.

  • Page 37: Approving A Requested Conference

    The conference is deleted. Email messages are sent to the facilitators for the resources involved. © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes For conferences that have already taken place, Close is the only available action.

  • Page 38: Entering Additional Conference Details

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Making Changes to a Future Conference All of the features available when you first schedule a conference can be used to make changes to a conference before it starts. Note: If you make a change to a conference that was part of a series of repeated conferences, the change is made only to the selected conference, and not to the series.

  • Page 39: Managing An Active Conference

    Add and remove resources Add a guest Temporarily disconnect a resource Reconnect a resource that was previously disconnected Extend a conference Restart a conference End a conference © Polycom, Inc. Chapter 1 - Videoconference Features in Lotus Notes on page 29.) Locating...
  • Page 40 Polycom ReadiManager LX100 Lotus Notes Scheduling Guide To make changes to an active conference Locate the conference you want to change. (For details, see Conference You Want to Manage Select the conference, right-click and choose Manage Conference. The Manage Conference and Resources window opens.
  • Page 41 Click the In the Conference Guest dialog box, enter the name and number, choose the type of connection, and click OK. Polycom ReadiManager LX100 When the guest has been added, their name appears in the Selected Resources list. You can add multiple guests, but only one at a time.

  • Page 42: Closing A Completed Conference

    Polycom ReadiManager LX100 Lotus Notes Scheduling Guide To restart the conference Click the When the confirmation message asks you to confirm that you want to restart the conference, click Yes. This restarts your entire conference. All resources will be disconnected and then reconnected.
  • Page 43 Chapter 1 - Videoconference Features in Lotus Notes In the Close Conference dialog box, indicate whether the conference completed successfully, enter any comments, and click OK. The conference is removed from the Conference List. © Polycom, Inc.
  • Page 44 Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Managing Scheduled Conferences...
  • Page 45 Setting Up Lotus Notes for ReadiManager LX100 Polycom ReadiManager LX100 can be integrated right into Lotus Notes, so that you can schedule and manage conferences along with other meetings. This section includes information about how to install, setup, and maintain the Polycom Video Conferencing Component in Lotus Notes.

  • Page 46: Installing The Polycom Video Conferencing Lotus Notes Component

    Requirements: Polycom ReadiManager LX100 works with Lotus Notes version 6.0.3 or later. 35 MB disk space is required for the installation. The Polycom ReadiManager LX100 component used with Lotus Notes is available from your Polycom ReadiManager LX100 application web page.

  • Page 47: Chapter 2 - Setting Up Lotus Notes For Use With Polycom Readimanager

    When the installation is complete, start Lotus Notes and follow the instructions under © Polycom, Inc. Chapter 2 - Setting Up Lotus Notes for Use with Polycom ReadiManager On the User Information screen, enter your Polycom ReadiManager LX100 user name, password, and Domain.

  • Page 48: Uninstalling The Polycom Video Conferencing Component From Lotus Notes

    VideoMeeting template. Administrators can also assign the VideoMeeting template to users from the server side. This section tells you how to set up Lotus Notes for Polycom ReadiManager LX100, including the following topics: Replacing a User’s Mail and Calendar Database Design with the on page 51, but use the StdR6Mail template (mail6.ntf)

  • Page 49: Creating A Separate Video Conference Database

    Check the box d. Click OK. © Polycom, Inc. Chapter 2 - Setting Up Lotus Notes for Use with Polycom ReadiManager File > Database > New. In the Title field, enter a title. (This automatically populates the File Name field.) Show Advanced Templates.

  • Page 50: Opening A Calendar View Of Your Video Conferencing Database

    You are now ready to schedule video conferences through Lotus Notes. For details about scheduling a conference, see page 4. File > Database > Open. In the Open Switch to Calendar. Creating the Conference Request Setting Up Lotus Notes for Polycom ReadiManager LX100...
  • Page 51 If your network uses LDAP to track users, you will need to log on to the Polycom ReadiManager LX100 web page before you can schedule conferences through Lotus Notes. This allows Polycom ReadiManager LX100 to add you to its list of users.
  • Page 52 Click the Enter a name for the new Welcome Page and click Next. Select Create a new Welcome Page I want Frames and click Next. Setting Up Lotus Notes for Polycom ReadiManager LX100 Click here for Welcome Page options. button.
  • Page 53 On the Frame Layout Page, leave the Selected Layout active and click Next. On the Page Options page, select Database and then click Database. © Polycom, Inc. Chapter 2 - Setting Up Lotus Notes for Use with Polycom ReadiManager Choose Notes...
  • Page 54 Select the database you created for video conferencing and click database. 10. Select the 11. Click Calendar view and click OK. Next on the next pages, until you see the Congratulations page. Setting Up Lotus Notes for Polycom ReadiManager LX100 Choose Notes...

  • Page 55: Adding Polycom Video Conferencing To Your Current Calendar Database

    Open your mail/calendar database. Choose Select where the VideoMeeting Template resides (Local for client installs, your server name for server-side installs). © Polycom, Inc. Chapter 2 - Setting Up Lotus Notes for Use with Polycom ReadiManager File > Database > Replace Design.

  • Page 56: Setting Up Polycom Video Conferencing With A Server Side Install

    Click Replace. When asked to confirm the replacement, click Yes. Setting Up Polycom Video Conferencing with a Server Side Install Administrators can add the VideoMeeting template to a user’s calendar when they register the person from the server, and can replace existing users’ mail and calendar database design with the VideoMeeting template.
  • Page 57 Click the Design tab (looks like a T-Square). Make sure © Polycom, Inc. Chapter 2 - Setting Up Lotus Notes for Use with Polycom ReadiManager Open Designer (as a user with 'Manager' or 'Designer' access). File > Database > Open.

  • Page 58: Handling Security Notice Alerts

    Handling Security Notice Alerts The Polycom ReadiManager LX100 component uses ActiveX controls. As a result, when you use Polycom ReadiManager LX100 features to create and manage video conferences, Lotus Notes may display Security Alerts. Users can minimize the display of these notices by following the steps below.
  • Page 59 At the bottom of the Execution Security Alert dialog box, select signer to execute this You can make sure that you are trusting the correct signer (Polycom) by clicking © Polycom, Inc. Chapter 2 - Setting Up Lotus Notes for Use with Polycom ReadiManager Signing the Polycom ReadiManager LX100 Template Database action.

  • Page 60: Signing The Polycom Readimanager Lx100 Template Database

    In the Cross Certificates message, choose to create a certificate for the organization (Polycom.) Signing the Polycom ReadiManager LX100 Template Database Administrators can sign the Polycom ReadiManager LX100 database to reduce the number of Security Notices that users receive. To sign the Polycom ReadiManager LX100 template database Open Administrator and click on your domain tab.
  • Page 61 Use your Polycom ReadiManager LX100 user name and password in the User Name and Password fields. If you use Polycom ReadiManager LX100 on the web, this is the same logon information you use to access the web application. If your network uses LDAP, your user name will be the same as your LDAP user name.
  • Page 62 Polycom ReadiManager LX100 Lotus Notes Scheduling Guide Changing Your Polycom ReadiManager LX100 Logon Information in Lotus...

  • Page 63: Index

    36 scheduling and managing iii, 1, 39 selecting the type of conference 17 sending email notification 27 specifying dial-in settings 18 © Polycom, Inc. Index viewing details about a resource 15 connection setting for individual resource 25 connection speed...
  • Page 64 17 scheduled conferences changes 29 searching for (filtering) conferences 29 security alert 45, 53 setting up Lotus Notes to work with Polycom Video Conferencing 42 T.120 data sharing 22 using 22 template, selecting in Advanced Settings dialog 17...

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