Cisco TELEPRESENCE MANAGEMENT SUITE EXTENSION - FOR MICROSOFT EXCHANGE 2.2 Administrator's Manual
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Cisco TELEPRESENCE MANAGEMENT SUITE EXTENSION - FOR MICROSOFT EXCHANGE 2.2 Administrator's Manual

Cisco TELEPRESENCE MANAGEMENT SUITE EXTENSION - FOR MICROSOFT EXCHANGE 2.2 Administrator's Manual

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Cisco TelePresence
Management Suite
Extension for Microsoft
Exchange 2.2
Administrator Guide
D14197 05
December 2010

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Summary of Contents for Cisco TELEPRESENCE MANAGEMENT SUITE EXTENSION - FOR MICROSOFT EXCHANGE 2.2

  • Page 1 Cisco TelePresence Management Suite Extension for Microsoft Exchange 2.2 Administrator Guide D14197 05 December 2010...

  • Page 2: Table Of Contents

    Existing resources or equipment accounts used for scheduling ............ 11 Defining Calendar Security Groups ....................11 Starting the Synchronizer ....................... 15 Configure Security Settings and Tuning ..................15 Optional—Deploying the TANDBERG Form ................. 16 Uninstalling or Repairing the Installation ....................23 Uninstalling............................. 23 Repairing ............................23 Upgrading ..............................
  • Page 3 Appendix A. Creating the Organization Forms Library in Exchange Server 2007 ... 46 Relevant Microsoft articles: ......................46 Setting up an Organizational Forms Library .................. 46 Appendix B. Using Cisco TMSXE with Redundant Cisco TMS Servers ....49 Pre-Installation ..........................49 Installation ............................

  • Page 4: Introduction

    Introduction Cisco TelePresence Management Suite Extension for Microsoft Exchange (Cisco TMSXE) is an optional add-on to the Cisco TelePresence Management Suite (Cisco TMS) that allows you to fully integrate the scheduling functionality of Cisco TMS with your existing Microsoft Exchange deployment.

  • Page 5: Requirements

    Requirements Server Requirements The installation requirements vary based on if you are installing on an Exchange 2003 or 2007 server. The requirements assume you are installing on an operational Exchange Server and all Microsoft requirements for Exchange Server are satisfied. Exchange Server 2003 Installations ...

  • Page 6: Client Requirements

    Latest Service pack recommended  Outlook Web Access Requires using the Asynchronous Booking Model – Direct Resource Booking not support in OWA  TANDBERG Custom Form not available when using Cisco TMS Requirements Version  Latest version recommended. Network ...

  • Page 7: Installation And Upgrades

    Installation and Upgrades Completing the installation of Cisco TMSXE requires completing all the sections in this chapter. Each section must be reviewed for both upgrades and new installations. Upgrading from a previous installation a. If you are running an earlier version of Cisco TMSXE and not changing Exchange Server versions, you can continue with the installation steps as normal and the installer will handle your existing version automatically.

  • Page 8: Installer Finds An Existing Account

    Note: The service account used must be allowed to have the Log on as Batch Job permission in the local security policy. Ensure there are no Group Policies that would override the configuration of this permission. Installer finds an existing account If a service account exists from a previous installation or manual configuration, it will be detected, and you will be prompted to accept the existing user.
  • Page 9 Creating a new service account (Recommended) Select I want the installer to create the account and click Next Specify the OU where the account should be created. Click the Browse button to locate which Organizational unit the account should be placed in. Select the OU you wish to use, or click New to create a new OU.

  • Page 10: Initialization Of Resource Accounts

    Additionally, the Configuration Utility is the tool used to change any behaviors of the Cisco TMSXE installation. The configuration utility can be found in the Start Menu, under Programs > TANDBERG > TANDBERG eXtensions for Microsoft Exchange > TANDBERG Configuration.

  • Page 11: Existing Resources Or Equipment Accounts Used For Scheduling

    Cisco TMS that will be integrated with Exchange should not be booked in Cisco TMS until after they have been integrated with Exchange using the Configuration utility. Start up the Configuration utility from the Start Menu. The utility is found at Programs > TANDBERG > TANDBERG eXtensions for Microsoft Exchange > TANDBERG Configuration.
  • Page 12 The initial screen displayed shows an overview of systems found in Cisco TMS and any linked accounts in Exchange. The left hand column represents all endpoints, rooms, and recording devices found in the configured Cisco TMS Server. The right hand column lists all Exchange accounts that have been determined to be integrated with Cisco TMS via Cisco TMSXE.
  • Page 13 A new window appears which walks you through the Active Directory configuration for each selected system. For each selected system, this dialog walks you through creating a new Active Directory account and mailbox OR associating the system with an existing Active Directory account and mailbox. Use the Next/Previous buttons to switch between systems.
  • Page 14 Select the account options for each system as follows. Use the Next/Previous buttons to select the desired system. Alternative A Alternative B To create a new account for the system: To use an existing account Ensure Create an AD account… is selected. This option will reconfigure an existing AD The center panel displays a list view of your user account and mailbox to be associated...

  • Page 15: Starting The Synchronizer

    Clicking Yes will cause all existing bookings in the Resources’ calendars to be booked in Cisco TMS. Clicking No will skip this step. If there are any issues booking an existing meeting, the meeting’s organizer will receive an email detailing any actions necessary. Note: Meetings with no end date can not be booked in Cisco TMS and will not synchronize to Cisco TMS.

  • Page 16: Optional-Deploying The Tandberg Form

    Scheduling—http://technet.microsoft.com/en-us/library/aa996338.aspx  Set-MailboxCalendarSettings—http://technet.microsoft.com/en-us/library/aa996340.aspx Optional—Deploying the TANDBERG Form Cisco TMSXE includes a custom appointment form that can be used by Outlook clients to gain additional functionality when creating or editing meetings such as specifying conference parameters and adding external participants. This form replaces the default Appointment form used in the Outlook client.
  • Page 17 Making the form available can also be added any time in the future to your installation. It is recommended to place the TANDBERG form under the Organizational Forms Library in order to be made available for all Outlook clients in your network. If an Organizational Forms Library already exists on your Exchange server, this one can be used.
  • Page 18 English (U.S.) and use that existing folder for the remaining steps. In order to publish the TANDBERG form in the Organizational Forms Library, an Outlook user needs to be granted “owner” permissions to the Organizational Forms Library. This is done by right-clicking on the created folder and selecting Properties.
  • Page 19 Form. Publishing the TANDBERG Form When the Organizational Forms Library is in place, the TANDBERG form is “published” using an Outlook client logged in as the user you assigned owner permissions to the Form Library. On the server where the Integration was installed, locate the ‘Video Conference Form’ folder created...
  • Page 20 Appointment form except there is an extra tab labeled TANDBERG If you get a warning saying the custom form could not be opened, or the form does not display the TANDBERG tab the form must be opened using an alternative method due to changes in Outlook security...
  • Page 21 Select from the Menu bar, Tools > Forms > Publish Forms as... as shown in the picture. In the new window, change the Look In dropdown menu to Organizational Forms Library Enter names in the two fields exactly as described below (case sensitive): •...
  • Page 22 An entry will be displayed named Meeting. Select it and click the Open button You will be returned to the Calendar Properties page. Click OK to save your changes The client will now use the TANDBERG form for all Calendar actions and have the TANDBERG tab available when creating new booking requests.

  • Page 23: Uninstalling Or Repairing The Installation

    If an administrator wishes to remove all elements of the installation, the following additional steps may be performed after uninstalling the product.  Delete the Installation Directory and Logs Directory. (Default: C:\Program Files\TANDBERG\Conferencing eXtensions for Microsoft Exchange\logs  Delete the Registry key at: HKEY_LOCAL_MACHINE\SOFTWARE\TANDBERG\TANDBERG Management Suite Exchange Integration ...

  • Page 24: Upgrading

    This information is now integrated into this manual and you should reference the Appendixes for details regarding using Cisco TMSXE in this type of environment. Prior to installing the Cisco TMSXE product, you must uninstall the existing TANDBERG Microsoft Integration product. Open the Add/Remove Programs control panel, find the TANDBERG Integration product, and click Remove to start the uninstall process.

  • Page 25: Upgrading To Cisco Tmsxe And Migrating To Exchange 2007

    Booking. Please see the Explanation of Resource Booking Models section for further details or notes on using Direct Resource Booking. Prior to installing the Cisco TMSXE product, you must uninstall the existing TANDBERG Microsoft Integration product. On the existing server, open the Add/Remove Programs control panel, find the TANDBERG Integration product, and click Remove to start the uninstall process.
  • Page 26  If the TANDBERG supplied custom form was used previously, it should be updated with the most recent form. Be sure to complete the Publishing the TANDBERG Form section of the installation instructions to ensure your users have the most recent version of the form.
  • Page 27 User Booking/User Experience Changes The basic booking principles used by end-users have not changed from the previous product except how meetings are saved. The new TANDBERG form may have additional options compared to previous forms, but its overall use is unchanged.

  • Page 28: Software Reference Guide

    Configuration Tool Reference This section will provide details on each of the features and uses of the Configuration utility. The Configuration utility can be found in the Start Menu under TANDBERG > TANDBERG Conferencing eXtensions for Microsoft Exchange > TANDBERG Configuration...
  • Page 29 The right column displays all accounts found that the utility has detected as integrated with, or staged to be integrated with the Cisco TMSXE integration. The utility scans all mailboxes on the local Exchange Server and displays all those that have the TANDBERG custom attribute defined in the mailbox.
  • Page 30 Action Description User mailbox and calendar of the selected account. Also sets the sinks on the account. Permissions Used for repairing a damaged account or other troubleshooting. Reconfigure Used to fetch updated data from Cisco TMS for the selected accounts and update Account(s) from their displayed information in Exchange.

  • Page 31: Configuration Tab

    to process new changes each time. Clicking Restart Synchronizer will reset the Integration’s start point in that transaction history and begin processing all scheduling changes in Cisco TMS from the beginning. Restarting the Synchronizer is not needed in normal operation and is only for specific, advanced situations.
  • Page 32 HTTPS on the Cisco TMS Server. Change Log Directory This setting controls where the logs for the TANDBERG integration are saved. To change this setting to a new location, enter the folder’s path or click Browse to navigate to the new folder. When selected, click Apply to save the change.

  • Page 33: Resource Calendar Permissions

    Note: These values are the defaults for accounts to be created. Changes here do not automatically affect accounts that have been created previously Mailbox Type for new resources (Exchange Server 2007 Only) Controls the account type used for new accounts. The choice does not affect how the integration functions and is relevant only to how administrators want to list or display accounts to users in their clients.

  • Page 34: Enabling Cisco Tms Systems In Exchange

    use Direct Resource Booking. Users who are members of the Editor group will be able to book the resource and also able to edit meetings in the resource’s calendars that were created by other users. In Exchange 2007 installations, these groups are empty by default as the permission groups are not used to control booking resource accounts in Asynchronous Booking.
  • Page 35 Previous/Next button to switch between systems. The current system being configured is displayed in the top left. The dialog allows you to choose an option for each selected system individually. When multiple systems were selected, the OK button will be disabled until a choice has been made for each system.

  • Page 36: Manually Enabling Auto-Accept

    Note: The password for resource accounts is not needed by users or in normal use. It is only for administrators that may wish to log into the account/mailbox directly. The resource account passwords can be changed using standard AD tools afterwards without affecting the Cisco TMSXE integration.
  • Page 37 When the mailbox opens, select from the menu Tools > Options. Cisco TMSXE Administrator Guide 2.2 Page 37 of 60...
  • Page 38 In the Preferences tab, click the Calendar Options button. In Calendar Options, click the Resource Scheduling button. Mark the checkbox for Automatically accept meeting request and process cancellations and click If you are prompted about setting default permissions, accept the change Click OK to close the Calendar Options, and click OK again to close the Options panel.

  • Page 39: Cisco Tmsxe Logging Features

    Find the TANDBERG listing, right-click on it and select Shut Down Right-click on the TANDBERG listing again, and select Start The TANDBERG components will not process any registry key changes you may have made. Setting Log Levels Logging is controlled per component. You can define the level of information logged, and where it is logged to.
  • Page 40 Meaning Log to file (default) Log to OutputDebugString Example: Setting component ‘TANDBERG Configuration’ to Debug Level Logging to file Managing Log Files All log files are written to the same directory. This directory is normally defined using the Configuration Utility, and can be seen in the registry key as string Log directory . When a component is set to log to file, each component creates a separate log file named ComponentName.log in the log directory.

  • Page 41: Resolving Custom Attribute Conflicts

    If it does not exist, create a new registry key in this location. Select the key, and in the right panel, TANDBERG Management Suite Exchange Integration right click and select New > String Value. Name the new value TMS Id AD Attribute (case sensitive!).

  • Page 42: Changes And Impact Of Cisco Tmsxe Installation On Existing Servers

    system/room. These two representations must be kept in synch to allow users in either environment to use them interchangeably. Because Cisco TMS understands more about the resources, and adds additional checks before allowing a meeting to be created, Cisco TMS is the authoritative role. Meetings are not allowed to be saved, unless Cisco TMS says the meeting is valid.

  • Page 43: Licensing Requirements

    A Configuration Utility is installed to manage the product, and is accessible via a TANDBERG Program Group added to the Start Menu  Registry keys are created within a TANDBERG Hive in the Registry and the service user is granted permission to these keys Changes on Cisco TMS Server ...
  • Page 44 Cisco TMSXE Integration. On Exchange 2007 installations, it is the default and can not be disabled. On Exchange 2003 installations, the integration can be configured to allow or deny Asynchronous requests. On Exchange 2003 installations, a TANDBERG provided inbox sink facilitates Asynchronous requests. In Exchange 2007, the Resource Attendant provides this functionality, and is configurable using the Exchange Management Shell.
  • Page 45 Using Direct Resource Booking in Exchange 2007 It is possible to use Direct Resource Booking with Exchange 2007 but it is not the recommended scenario and functionality is reduced compared to Exchange 2003. This manual is not written to describe the combination of Exchange 2007 and Direct Resource Booking. For those that wish to continue to use this model, the additional details below are provided to account for differences in the regular manual text as it relates to Direct Resource Booking.

  • Page 46: Appendix A. Creating The Organization Forms Library In Exchange Server 2007

    If the user answered yes, a Public Folder database and Organizational Forms library was automatically created. If they answered no, no Public Folders would have been created and creating a Public Folder Database is most likely required to be able to publish the TANDBERG form.
  • Page 47 The screen will update to show the stores from the user’s profile. Right click the row with the Display Name Public Folders and select Open Store Expand the tree in the left panel down to the TANDBERG Form folder. Public Root > NON_IPM_SUBTREE > EFORMS REGISTRY > TANDBERG Form Cisco TMSXE Administrator Guide 2.2...
  • Page 48 2007—http://support.microsoft.com/kb/933358 This completes the steps necessary to create the Organizational Forms Library. Administrators performing an installation can continue onto the Publishing the TANDBERG Form and Configuring clients to use the Form sections of the documentation. Cisco TMSXE Administrator Guide 2.2...

  • Page 49: Appendix B. Using Cisco Tmsxe With Redundant Cisco Tms Servers

    Appendix B. Using Cisco TMSXE with Redundant Cisco TMS Servers If your Cisco TMS installation includes multiple Cisco TMS front-end servers in a redundant or fail- over scenario, some additional care must be taken when installing and configuring the Cisco TMSXE Integration.

  • Page 50: Appendix C. Using Cisco Tmsxe With Exchange 2007 Clustering

    Appendix C. Using Cisco TMSXE with Exchange 2007 Clustering Overview The Cisco TMSXE Integration product has been designed to be compatible with a Clustered Mail Server created using the Continuous Cluster Replication (CCR) model of Exchange 2007. When an organization uses Exchange Clustering, Cisco TMSXE can always be installed on another Exchange Server within the organization that is not part of a cluster.

  • Page 51: Upgrades

    Cluster Permissions tab, click Add and select your TMS-Service account. Grant the TMS-Service account Full Control. Click OK to save the changes. Install on the Active Node – You will perform the complete installation of Cisco TMSXE on the Active Node of the cluster as if it were a stand-alone installation following the instructions under the Installation and Upgrades section with the following exceptions: When prompted to specify the Exchange Service User, select I want to use an existing domain account and select the TMS-Service account you previously staged.
  • Page 52 utility can not update the password in Active Directory for the service user, only the locally stored value.  Most of the configuration elements of the Cisco TMSXE installation shown on the Configuration and Resource Defaults tabs are stored locally on each node, and therefore must be updated on each node if changed.

  • Page 53: Appendix D. Using Cisco Tmsxe With Separate Admin Roles

     The process description assumes this is a first time installation of the TANDBERG product. For common terminology purposes in this guide, the user from the Admin group will be called the AD- Admin.
  • Page 54 Exchange 2007 – Using Exchange Management Console, open the Properties of the Mailbox, on the General tab, click Custom Attributes and edit the value of extensionAttribute1 to be ‘TMS-Service’. The AD-Admin or Exchange-Admin must make the TMS-Service account a local Windows Administrator of the specified Exchange Server.
  • Page 55 Cisco TMSXE Integration. Start up the Configuration Utility from the Start Menu as the Exchange-Admin. The utility is found at Programs > TANDBERG > TANDBERG Conferencing eXtensions for Microsoft Exchange > TANDBERG Configuration During the self-test during the start-up of the Configuration Utility, it will detect errors with any accounts that have been pre-staged.

  • Page 56: Upgrades

    Starting the Synchronizer – To be completed by the Exchange-Admin Configure Security Settings and Tuning- To be completed by the AD-Admin and Exchange-Admin Optional—Deploying the TANDBERG Form – To be completed by the Exchange-Admin Upgrades When performing an upgrade, the existing accounts remain intact, so no Staging or Pre-Installation steps are required by the AD-Admin.
  • Page 57 To remove an account from the Integration without removing it from Exchange-only booking, do the following: Using the Configuration Utility, have the Exchange-Admin use the Disable Sinks action in the Operations tab Using AD Users and Computers, have the AD-Admin remove the following from the resource account the extensionAttribute1 value the send as and receive as permissions granted to the TMS-Service account...

  • Page 58: Checking For Updates And Getting Help

    You or your reseller can also get help from our support team by raising a case at http://www.tandberg.com/support/. Make sure you have the following information ready:  the software build number ...

  • Page 59: References And Related Documents

    References and related documents <List the documentation suite for the product here and any other external related documents.> The following table lists documents and web sites referenced in this document. All product documentation can be found on our site. Name Document reference Conferencing eXtensions for Microsoft D14753.01...
  • Page 60 THE SPECIFICATIONS AND INFORMATION REGARDING THE PRODUCTS IN THIS MANUAL ARE SUBJECT TO CHANGE WITHOUT NOTICE. ALL STATEMENTS, INFORMATION, AND RECOMMENDATIONS IN THIS MANUAL ARE BELIEVED TO BE ACCURATE BUT ARE PRESENTED WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. USERS MUST TAKE FULL RESPONSIBILITY FOR THEIR APPLICATION OF ANY PRODUCTS.

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