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Spectrel Spectel Reserver Application Installation And Administration Manual

For lotus notes 1.2
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Spectel Reserver Application
for Lotus Notes 1.2
Installation and
Administration Guide
Document Number 81100219 Rev C

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  • Page 1 Spectel Reserver Application for Lotus Notes 1.2 Installation and Administration Guide Document Number 81100219 Rev C...
  • Page 2 Copyright 2004 Spectel, Incorporated. All rights reserved. Spectel, Incorporated, makes no representations or warranties regarding the contents of this document. Information contained herein is subject to change without notice. The software described in this document is furnished under a license agreement and may be used only in accordance with the terms of the agreement.

  • Page 3: Table Of Contents

    Contents Preface ......... . v New features with this release.
  • Page 4 Using Calendar options ......3-13 Modifying Conference Calls ......3-13 Modifying a one-time Conference Call .

  • Page 5: Preface

    Preface The Reserver for Lotus Notes 1.2 Installation and Administration Guide provides information on installing and configuring Reserver for Lotus Notes. Reserver for Lotus Notes enables you to set up meetings and schedule conference calls within your Lotus Notes E-mail and calendar applications. The following is a list of other information you can use with this guide: •...

  • Page 6: Conventions

    Auto Extend Ports Auto Extend Duration Billing Code Prompt Save Options Moderator blocked dial out Global conferences Prompt set selection for the conference. System administrators can set a default value for the above settings on an individ- ual basis. For more information see, “Adding advanced features” on page 3-9. •...

  • Page 7: Contacting Spectel

    Convention Description (Continued) Text displayed in is a keyname, for example KEYNAME ENTER In certain cases, the guide refers to a combination of keys, such as . This means that you must CTRL ENTER simultaneously press the keys (hold down the CTRL ENTER key, and then press...

  • Page 9: Chapter 1: Installation

    Chapter 1 Installation This chapter provides information on installing the Reserver for Lotus Notes application. Topics include: • Overview • Installation requirements • Installing the server software • Installing the client software (centralized method) • Uninstalling the server software • Uninstalling the client software •...

  • Page 10: Overview

    Overview Reserver for Lotus Notes is a client/server application, which displays customized Lotus Notes forms that users can access to schedule audio and data conferences. The Reserver for Lotus Notes application is supported by a Lotus Notes database file (.NSF), which includes forms, fields, folders, views, and other presentation features like database icons.

  • Page 11: Installation Requirements

    Installation requirements Before installing Reserver for Lotus Notes, you should verify that the following requirements are met: Component Description Install and configure the Domino mail server Server Install and configure the following client components: Client • Lotus Notes 5.0 or higher •...

  • Page 12: Installing The Components

    Installing the components In a typical enterprise environment, you can install the client files by using either of these methods: • Centralized—(Recommended) After installing the server software on the Domino mail server, each individual registers the OCXs by accessing the client setup executable from a shared directory.

  • Page 13: Configuring Domino Template And Database Files

    6. Complete the required information to finish the installation process. The installation process notifies you when the setup is complete. Click Finish. 7. If you are using the centralized method for client installation, right-click on the install location and select “Sharing” to make the target directory shared. For a description of client installation methods, see page 1-7.
  • Page 14 where servername is the name of the server where Reserver for Lotus Notes resides. Tip: Make sure that you edit the all the necessary values in this file. For detailed information on configuring the MLKSched.ini file, see “Configuring the MLKSched.ini file” in Chapter 2, “Configuring the Components” on page 2-3.

  • Page 15: Configuring The Mlksched.ini File

    Note: You must press (carriage return) at the end of the maillist.txt file before ENTER you run the load convert -f command to update the individual’s standard mail template to the new template. To convert the templates remotely, use the Lotus Domino Administrator client software.

  • Page 16: Viewing The Reserver Program Files Directory

    3. Open the directory and double-click on ClientSetup.exe. 4. Click OK when the “Successful registration of the OCX” message box appears. 5. When prompted to restart, click OK. 6. Close all programs and restart the machine for the changes to take effect. Note: For information on installing the client software using the distributed method—...

  • Page 17: Uninstalling

    File Icon Description (Continued) IsUn32Ex.exe Application MLKSched.ini Configuration Settings MLKScheduleCtl.ocx OCX File SptlMlkWebCtl.ocx OCX File Uninstall_Client.exe Application ConfRsrvMail60.ntf Application Uninstalling Uninstalling Reserver for Lotus Notes is a three-part process that you should carry out in the following order: 1. Uninstalling the client software 2.

  • Page 18: Uninstalling The Server Software

    Uninstalling the server software Use this procedure to uninstall Reserver for Lotus Notes from a server machine: 1. Log on with administrator privileges to the server where Reserver for Lotus Notes is installed. 2. In the Lotus Domino server’s command window, enter to shut down the Domino server.

  • Page 19: Configuring The Components

    Chapter 2 Configuring the Components This chapter describes the following procedures necessary for configuring Reserver for Lotus Notes: • Overview of components • Defining bridge parameters • Configuring the MLKSched.ini file Configuring the Components...

  • Page 20: Overview Of Components

    Overview of components Reserver for Lotus Notes uses customized forms built from a standard set of Lotus Notes templates and forms. The Reserver for Lotus Notes Administrator first sets up the Reserver for Lotus Notes environment and then installs or distributes the supporting files on individual client machines.

  • Page 21: Defining Bridge Parameters

    Reserver for Lotus Notes can communicate: • indirectly with Avaya ACS 500/1100 or Spectel 700/780 bridge via a CRS. Reserver for Lotus Notes requires that you configure certain areas in the MLKSched.ini file. The configuration will depend on your bridge configuration.
  • Page 22 Section Name Description (Continued) Signin account In the [SIGNINACCOUNT] section, enter a SingInName and Password which are to be used to log on to the Client Registration System (CRS) for each bridge listed under the BRIDGENAMES section. The SignInName is case sensitive and must be spelled exactly the same as the name on the CRS.
  • Page 23 Section Name Description (Continued) Bridge Phone Create a separate section for each bridge, in order to set up phone Numbers numbers. The section name must be the bridge name, for example: Bridge Name= Bridge 1 Section Name= Bridge 1. The format of the lines in the phone number section is <label>, <phone number>.
  • Page 24 Section Name Description (Continued) Note: This section does not apply to Reserver for Lotus Notes. ConfDays Define the number of days that can be scheduled from the start date to the end date. The default is 0. For example: ConfDays=20 Note: The maximum range is 365 days.
  • Page 25 Section Name Description (Continued) Security codes If security code auto-generation is enabled on all the bridges, set this field to 1 (On) otherwise, set to 0 (Off). The default is 0. For example: Data In this Release of Reserver for Lotus notes, the value given for conference SpectelURL is used to integrate with DataXchange.
  • Page 26 Section Name Description (Continued) Advanced 700 The [ADVANCED700OPTIONS] section allows administrators to options display or hide advanced options on the Conference Call tab. It is also possible for the administrator to set a default value for an advanced option. For example: Advanced fields available based on your bridge configuration.
  • Page 27 Section Name Description (Continued) 700 Prompt This section holds the names of the 20 prompt sets for the 700 bridge. Entries take the following format: FieldName=<Identifier (integer value)>,<Prompt Set Name>, Prompt sets not in use should have have a prompt set name preceded by an Asterix, e.g.
  • Page 28 Section Name Description (Continued) The [OLENVIRONMENT] section does not apply to Reserver for Environment Lotus Notes. Scheduler This section does not apply to Reserver for Lotus Notes 1.2. Tooltips This section does not apply to Reserver for Lotus Notes 1.2. Standard This section does not apply to Reserver for Lotus Notes.

  • Page 29: Creating And Modifying A Conference Call

    Chapter 3 Creating and Modifying a Conference Call This chapter includes instructions for using Reserver for Lotus Notes. Topics include: • Setting up and scheduling a Conference Call • Selecting the basic requirements • Selecting a repeating conference • Creating a Conference Call •...

  • Page 30: Setting Up And Scheduling A Conference Call

    Setting up and scheduling a Conference Call Reserver for Lotus Notes enables you to set up meetings and schedule Conference Calls within your Lotus Notes E-mail and Calendar applications. You can schedule a Conference Call using the following tabs: Click this tab Where to find information Basics See the next section, “Selecting the basic...
  • Page 31 4. Click on to select the start and end dates for the meeting from the date box. 5. Click on to select the start and end times for the meeting from the time box. 6. Select the Conference Call option. When selected, Conference Call appears in the Location box and the Conference Call tab is populated.

  • Page 32: Selecting A Repeating Conference

    Selecting a repeating conference When you choose Repeats, the Settings button appears and Lotus Notes displays the Repeat Options dialog box. To view the Repeat Options dialog box, click Settings. Please note the following caveats: Option Application Multiple yearlong The audioconferencing bridges do not support multiple repeating conferences yearlong conferences.

  • Page 33: Sending An Invitation

    Sending an invitation Follow these steps to create an invitation: 1. From the Calendar, click Scheduling a Meeting. The Meeting window is displayed 2. Choose one of these methods to add the names you want to include in the E-mail from the Invitees section: –...
  • Page 34 For more information on setting up invitations and reservations, see your Lotus Notes help. Reserver for Lotus Notes 1.2 Installation and Administration Guide...

  • Page 35: Creating A Conference Call

    Creating a Conference Call Follow these steps to set up your Conference Call: 1. From the Calendar, select Schedule a Meeting. 2. Select Conference Call from the ‘Where’ area. 3. Select Conference. The conference details are displayed. Tip: The participant number is based on the number of invitees plus the scheduler. (You must have a minimum of 2 participants to schedule a conference.) Note: If you must update the participant count after you sent the reservation, do not...
  • Page 36 Option To(Continued) Launch online help. Select advanced features (Security, Hangup, Advanced Features PIN Mode, Notify Entry, Notify Exit, Music, and so on). See “Adding advanced features” on page 3-9. 7. If you want to include bridge-specific options, such as entry and exit tones, music, or security, see the next section, “Adding advanced features.”...
  • Page 37 Adding advanced features The Advanced tab lets you schedule one or more conferences with bridge-specific options, such as entry and exit tones, music, security, and so on. Follow these steps to add advanced Conference Call features: 1. Click the arrow next to Advanced Features to expand the dialog box.
  • Page 38 Advanced Features(Continued) Auto Extend Select this tick box to enable the auto extend duration Duration functionality. Auto extend duration, if necessary, automatically extends the conference past the reserved time. Billing Code Select the tick box to enable the billing code prompt Prompt functionality.
  • Page 39 Advanced Features(Continued) Notify Entry and Select one or more of the following options: Notify Exit • Notify Entry to include entry tones or voice messages • Notify Exit to include exit tones or voice messages If supported by the connecting bridge, you can choose one of the following Notify Entry and Notify Exit options: •...
  • Page 40 Advanced Features(Continued) Security Code Enter a Security Code Duration time to prevent late attendees Duration from joining an in-progress Conference Call. After this time period expires, no one can join the conference. Enter the length of time, in minutes, after the start time that the invitee and moderator codes remain valid.

  • Page 41: Using Calendar Options

    Using Calendar options Follow these steps to include Calendar or To Do options: 1. From the Calendar Entry window, click on the Options tab. 2. Select one or more of the following Calendar options. For more information on Calendar and To Do options, see your Lotus Notes online help. Modifying Conference Calls Reserver for Lotus Notes enables you to modify meetings or Conference Calls within your Lotus Notes E-mail and Calendar applications.
  • Page 42 1. In Calendar, double-click to open the conference you want to modify. 2. Modify the desired fields. 3. Click Save & Send Invitations. The Reschedule All Conferences dialog displays. 4. Click Yes to reschedule all conference dates. Click No to reschedule the current conference date.

  • Page 43: Modifying A Conference In Progress

    Modifying a conference in progress If you are a conference organizer, you can extend only the end time and maximum lines options while a conference call is in progress. Use this procedure to modify a conference in a progress: 1. In Calendar, double-click to open the conference in progress you want to modify. 2.
  • Page 44 2. Select Clear to remove the conference. The Delete Conference Call dialog box displays. 3. Click Yes in the Delete Conference Call dialog box. 4. Click Yes in the Delete from Calendar dialog box. The Conference Call is deleted from the Calendar and the bridge. Note: You can alternately use this method to delete conference calls along with the associated calendar entries:...

  • Page 45: Deleting Series Conference Calls

    2. In the Cancel options dialog box, select one of the following options, and click OK. Option Delete calendar entry and all Remove all conference-related information. responses Include additional comments on Add an explanation why the conference is notice cancelled. The Conference Call is deleted from the Calendar and the bridge.
  • Page 46 4. Click Yes in the Delete from Calendar dialog box. The Change Repeating Entry dialog displays. 5. Choose one of the options described in Table and click OK. 3-18 Reserver for Lotus Notes 1.2 Installation and Administration Guide...
  • Page 47 Change Repeating Entry dialog box series conference - delete options Option Just this instance Delete a single conference in the series. All instances Delete the series. This instance and all Delete the current Conference Call and all previous previous instances Conference Calls in the series.

  • Page 48: Using An On Demand Conference Account

    Using an On Demand Conference Account On Demand conferences provide users with the ability to create reservation-less conferences. A meeting request is automatically populated when the specifications are set. This functionality is available through the standard Lotus Notes interface. Setting On Demand Conference Details Setting On Demand conference details enables the user to set the welcome message, conference access telephone number, conference access security codes, greeting text, personal signature, and any DTMF commands.

  • Page 49: Creating An On Demand Conference

    Participants are prompted for this number when they dial into the bridge. 5. Enter the data conference reference number in the Conference Ref field. 6. Enter the data conference access security code in the Conference Code field. 7. Enter the conference dial-in number in the Dial In Information field. 8.

  • Page 50: Data Conference Support

    2. Double click the date that you want to create the On Demand conference. The Meeting- Basics screen is displayed. 3. Select the Conference Call tick box. 4. Select the Use an On Demand Conference Account tick box. 5. Complete the steps in “Selecting a repeating conference” on page 3-4 if necessary. 6.

  • Page 51: Appendix A:

    Appendix A Distributing Client Files This appendix includes the following topics: • Overview • Using the Client Distribution Manager • Editing the Administration Execution Control List (ECL) • Distributing mail messages • Installing the client files • Uninstalling the client files...

  • Page 52: Overview

    Overview Spectel provides a custom distribution form called Client Distribution Manager, which assists you in distributing Reserver for Lotus Notes client files by E-mail. Specifically, you can complete the following tasks: • Update the installation directory to Program Files • Update the MLKSched.ini on client machines •...

  • Page 53: Using The Client Distribution Manager

    Using the Client Distribution Manager In order to use the Client Distribution Manager, you must have administrator access to the Lotus Notes Domino mail server. Tip: Before you begin this task, make sure that you have edited the MLKSchedule.ini file as described in Chapter 2, “Configuring the Components.” Use this procedure to set up the Reserver for Lotus Notes client files: 1.
  • Page 54 3. Under Database, select Reserver for Notes Client Distribution Manager (ConfRsrvAdm.nsf) and click Open. 4. Follow these steps in the Reserver Configuration File window, as shown: a. Click current directory to edit the MLKSched.ini or change the current directory. Reserver for Lotus Notes 1.2 Installation and Administration Guide...
  • Page 55 Note: Before using Reserver for Lotus Notes, you must edit the MLKSched.ini file to define the installation path and other important values. b. Select one of the following scenarios: – If you did not edit the MLKSched.ini file previously, follow Steps 1-2 on the Reserver Configuration file window to detach, edit, and save the file.
  • Page 56 Repeat steps 1, 2, and 3 to update the information presented on the Reserver Configuration file screen. k. Click current message to enter an optional message that will be sent along with the distributed files. Tip: For example, you can include instructions for detaching the MLKSched.ini file and setting the required configuration options.

  • Page 57: Editing The Administration Execution Control List (Ecl

    Editing the Administration Execution Control List (ECL) Follow these steps to edit the Administration Execution Control List (ECL) for the Domino domain: 1. Open the Client Distribution Manager as described in Steps 1-3 on page A-3. 2. In the Client Distribution Manager Main window, choose File - Database - Open - <your company>...

  • Page 58: Distributing Mail Messages

    Distributing mail messages Use this procedure to distribute a mail message: 1. In the Client Distribution Manager, click Create and Distribute Mail Message. 2. From the address book, select the names of the people you want to include. 3. Click Send to send the E-mail. 4.

  • Page 59: Installing The Client Files

    Installing the client files Use the following procedure to install the Reserver for Lotus Notes files on a client machine: 1. Click Edit ECL Settings to update the ECL information. 2. Click OK in the ECL Settings Updated dialog box. 3.

  • Page 61: Appendix B Setting Time Zones

    Appendix B Setting Time Zones This appendix includes a list of time zone names. Time zone names The following is a list of time zones. Tip: Make sure that you correctly spell a time zone name before scheduling. A bridge does not recognize abbreviations or misspellings.
  • Page 62 • E. Europe Standard Time • E. South America Standard Time • Eastern Standard Time • Egypt Standard Time • Ekaterinburg Standard Time • Fiji Standard Time • FLE Standard Time • GFT Standard Time • • GMT Standard Time •...
  • Page 63 • US Eastern Standard Time • US Mountain Standard Time • Vladivostok Standard Time • W. Australia Standard Time • W. Europe Standard Time • West Asia Standard Time • West Pacific Standard Time • Yakutsk Standard Time...

  • Page 65: Appendix C:

    Appendix C Error Mapping This appendix includes a list of Schedular API (SCHAPI) errors and the ReServer for Lotus Note fields which they affect. Error Mapping for Lotus Notes Fields When working in Reserver for Lotus Notes, you may receive this error message: where may be any of the entries in the table below.
  • Page 66 Table 1: Error Mapping for Lotus Notes Fields corresponds to the conference tab field: Reserver for Lotus Notes 1.2 Installation and Administration Guide...

  • Page 69: Index

    Index Client Distribution Manager, using 3 Administration installation instructions 7 Execution Control List (ECL), editing 7 uninstalling, procedures for 10 Advanced features ClientSetup.exe 8 Hangup 9 in Rsv_LN 8 Music 11 Code Name Record/Playback 11 duration of security 12 Notify Entry 11 group, enabling 2 Notify Exit 11 participant, entering 7...
  • Page 70 in Rsv_LN 8 notification field 6 Contact information vii Enable Conventions Scheduler code group 2 documentation vi Error Corporate headquarters Error Mapping 1 contact information vii SCHAPI 1 Count participant, refreshing or adding to 7 Gwoh.chm Custom in Rsv_LN 8 fields 5 Hangup Data Conference...
  • Page 71 is invalid 1 MLKScheduleCtl.ocx _isreg32.dll in Rsv_LN 9 in Rsv_LN 8 Moderator IsStub32.exe hangup option 9 in Rsv_LN 8 music, description of 11 IsUn32Ex.exe passcode, adding 7 in Rsv_LN 9 security option, description of 9 Use Moderator, description of 7 Modify Lotus Notes Conference in progress 15...
  • Page 72 setting up for 11 Primary scheduler 10 Notify Exit Public address book setting up for 11 names.nsf, editing 7 converting Lotus Notes files 6 Recurring converting standard Lotus Notes files 7 conferences, selecting 13 restoring Lotus Notes files 10 Refresh button, updating participant count 7 Repeats OCX control definition 7...
  • Page 73 changing definitions for 10 Scheduler User configuring, in MLKSched.ini 4 Uninstall_Client.exe Scheduling in Rsv_LN 9 assigning bridge names, in MLKSched.ini 4 Uninstalling configuring, primary scheduler 10 client files distributed by E-mail 9 defining sign-in accounts, in client software 10 MLKSched.ini 4 defining, number of days 6 configuring for data conferences 7 limiting, number lines per conference 6...
  • Page 74 IX-6 Reserver for Lotus Notes 1.2 Installation and Administration Guide...

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