3com IP Conferencing Module User Guide

IP Conferencing Module User Guide

3Com® Convergence Applications Suite VCX System Release 7.2

http://www.3com.com/

Part Number 900-0408-01 Published October 2006

3Com Corporation 350 Campus Drive Marlborough, MA 01752-3064

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If you are a United States government agency, then this documentation and the software described herein are provided to you subject to the following:

United States Government Legend: All technical data and computer software is commercial in nature and developed solely at private expense. Software is delivered as Commercial Computer Software as defined in DFARS 252.227-7014 (June 1995) or as a commercial item as defined in FAR such is provided with only such rights as are provided in 3Com’s standard commercial license for the Software. Technical data is provided with limited rights only as provided in DFAR 252.227-7015 (Nov

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Other brand and product names may be registered trademarks or trademarks of their respective holders.

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2.101(a) and as

CONTENTS

ABOUT THIS GUIDE

Conventions 5

Notices 5

Text 6 Related Documentation 6 Comments 7

1 3COM IP CONFERENCING MODULE OVERVIEW

Conference Types 9 Conference Feature Matrix 10 Conference Names (IDs) 12 Public and Restricted Access Control 12

Public Conferences 12

Restricted Conferences 12

Scheduled and Meet Me 13 Instant and Emergency 13

2 USER SETUP

Logging in through the Web Console 15

Regular User Privileges 15

Logging in 16

Logging out 16 Adding an E-mail Address 16

3 CONFERENCE CONFIGURATION

Setting up Scheduled and Meet-me Conferences 20 Setting up Instant and Emergency Conferences 25 Dial-out List for Instant and Emergency Conferences 28 Emergency Conference Notification 30 Ad Hoc Conferences 30

Setting up an Ad Hoc Conference with a Prefix 31

Setting up an Ad Hoc Conference with a Suffix 31 Viewing and Editing the Conference List 31 Overview of the Conference and Participant Control Screen 33

Viewing and Editing the Conference Controls 34

Viewing and Editing the Participant Controls 36

Adding Moderators to a Conference 39

Disconnecting Participants from a Conference 40 Viewing and Editing Conference Properties 40 Viewing Conference Information 43 Sharing Files 44

Adding a Shared File 44

Viewing a Shared File 45

Deleting a Shared File 46

Replacing a Shared File 47 Using Touch Tones to Control Conferences 48

Using the In–conference Help System 48 Leaving a Conference 50

4 PRESENCE SERVER

What is the Presence Server? 51 Setting up E-mail Notification 52 Using the Access Control List 52

5 ACKNOWLEDGEMENT OF THIRD PARTY SOFTWARE

Supplementary Copyright Information 55

Net-SNMP License 55

Xerces License 56

GLOSSARY

INDEX

ABOUT THIS GUIDE

This guide describes how to use the 3Com® IP Conferencing Module of the 3Com Convergence Applications Suite. In addition to providing step-by-step instructions for common conference management tasks, this guide contains information about how to access conferences and allocate resources to conferences.

This guide is for both system administrators and general users. Users of this document should have some knowledge of telecommunications and IP telephony technology.

Release Notes are issued with some products. If the information in the release notes differs from the information in this guide, follow the instructions in the release notes.

Conventions This section describes notice, text, and figure conventions.

Notices Tab le 1 lists notice icons.

Ta bl e 1 Notice Icon Descriptions

Icon Notice Type Description

Information note Information that describes important features or

instructions

Caution Information that alerts you to potential loss of

Warning

data or potential damage to an application, system, or device

Information that alerts you to potential personal injury

6 ABOUT THIS GUIDE

Te xt Ta bl e 2 lists text conventions.

Ta bl e 2 Text Convention Descriptions

Convention Description

Screen displays This typeface represents information as it appears on the

screen.

Commands The word “command” means that you must enter the

command exactly as shown and then press Return or Enter. Commands appear in bold. Example:

To remove the IP address, enter the following command:

SETDefault !0 -IP NETaddr = 0.0.0.0

Words in italics Italics are used to:

n Emphasize a point.

n Denote a new term at the place where it is defined in

the text.

n Identify menu names, menu commands, and software

button names. Examples:

From the Help menu, select Contents.

Click OK.

Comments 7

The following documents are a part of the IP Messaging Module:

n IP Messaging Module Product Overview

n IP Messaging Module Quick Reference Guide - 3Com Native Interface

n IP Messaging Module User Guide - 3Com Native Interface

n IP Messaging Module Quick Reference Guide - Traditional Interface

n IP Messaging Module User Guide - Traditional Interface

n IP Messaging Module Operations and System Administration Guide

n E-Mail Reader Application Quick Start Guide

The following documents are a part of the IP Conferencing Module:

n IP Conferencing Module Installation Guide

n IP Conferencing Module User Guide

n IP Conferencing Module Administration Guide

n Convergence Center Client User and Administration Guide

The following documents provide information on products that support this release:

n Enterprise Management Suite User Guide

n Enterprise Management Suite Getting Started Guide

n V7111 Analog Media Gateway Fast Track Installation Guide

n V7111 Analog Media Gateway User Guide

n V6000 Analog Media Gateway Fast Track Installation Guide

n V6000 Analog Media Gateway User Guide

n V7122 Digital Media Gateway Fast Track Installation Guide

n V6100 Digital Media Gateway Fast Track Installation Guide

n V7122 and V6100 Digital Media Gateway User Guide

Comments Send e-mail comments about this guide or about any Voice product

documentation to:

VOICE_Techcomm_comments@3com.com

Include the following information with your comments:

n Document title

8 ABOUT THIS GUIDE

n Document part number (found on the front page)

n Page number

n Your name and organization (optional)

Example:

IP Conferencing Module User Guide System Release 7.2

Part Number 900-0350-01 Page 25

Please address all questions regarding 3Com software to your authorized 3Com representative.

3COM IP CONFERENCING

MODULE OVERVIEW

This chapter provides an overview of the principal features of the 3Com IP Conferencing Module. Study it before attempting to configure conferences or presence services.

This chapter includes the following topics:

n Conference Types

n Conference Feature Matrix

n Conference Names (IDs)

n Public and Restricted Access Control

Conference Types The following conference types are supported:

Scheduled — When a user sets up a scheduled conference, the required system resources are reserved for a defined period of time. After the conference ends, the resources become available again. User access can be restricted (password-protected) or public (accessible to anyone who knows the conference name). Scheduled conferences are configured on the web console.

Meet Me — Meet Me conferences are “always on,” without a scheduled start and end time. They are intended for informal meetings organized by regular users, and can be started only if sufficient resources are available on the system. User access can be restricted or public. Meet Me conferences are configured on the web console.

Ad Hoc — An Ad Hoc conference starts when the first user joins it. No configuration is required on the 3Com IP Conferencing Module. To activate the conference, the user simply dials a special prefix that has been set up by the administrator. Other users can join the conference by dialing the same prefix; no password is required. Ad Hoc conferences

10 CHAPTER 1: 3COM IP CONFERENCING MODULE OVERVIEW

offer the same features as Meet-Me conferences for a maximum of six participants.

Instant — An instant conference starts as soon as the first participant calls it and dials the Conference Start PIN. The system then calls all other conference participants, who can join immediately or call the conference at a later time. If calling at a later time, users will be required to enter a password if the conference is restricted. Instant conferences can be configured by regular users.

Emergency — Emergency conferences are the same as instant conferences with the following exceptions:

n The system can be programmed to alert users that an emergency

conference is in progress by continuously ringing an alarm, flashing

light, or other notification device.

n Individual user extensions can be programmed with a line monitoring

feature that causes a lamp to flash whenever a emergency conference

is in progress. The user connects to the conference by pressing the

button located beside the lamp.

n Emergency conferences can be configured only by administrators.

Conference Feature Matrix

Ta bl e 3 Conference feature matrix

Feature

Set up on web console Yes Yes Yes Yes

Set up by dialing a special prefix Yes

Defined start and end time Yes

Recurrence option Yes

Number of ports allocated for conference users (default)

Maximum number of participants per conference (global limit)

Ta bl e 3 lists the features that are available with each type of

conference—scheduled, Meet Me, Ad Hoc, Instant, and Emergency. For detailed feature descriptions, refer to the conference programming instructions.

Conference Type

Scheduled Meet Me Ad Hoc Instant Emergency

25 + 5

floater ports

Set by

administrator

shared between Meet-me/Ad hoc/Instant/Emergency

Set by

administrator

3 to 30

Set by

administrator

100

Conference Feature Matrix 11

Table 3 Conference feature matrix (continued)

Maximum duration of conference defined by conference creator/moderator

Supported media types (subject to licensing):

Audio Yes Yes Yes Yes Yes

Instant Messaging Yes Yes Yes Yes Yes

Video Yes Yes Yes

Desktop Sharing Yes Yes Yes

Conference types:

Public - No authentication. Yes Yes

Restricted - Password authentication. Yes Yes Yes Yes

Web console controls available to moderators:

Participant access control lock Yes Yes Yes Yes

Extend conference Yes

Audio control: Open mode, Moderator Lecture mode, Isolate Participant mode

Video control: Open mode, Moderator Lecture mode, Isolate Participant mode

Disconnect participants Yes Yes Yes Yes

Touch tone controls available to moderators:

Terminate conference Yes Yes Yes Yes

Dial out and add participants to conference Yes Yes Yes Yes

Participant access control lock Yes Yes Yes Yes

Extend conference Yes

Mute and un-mute all participant voices Yes Yes Yes Yes

Mute and un-mute own voice Yes Yes Yes Yes

Hear a private roll call of all participants Yes Yes Yes Yes

Touch tone controls available to all participants:

Mute and un-mute own voice Yes Yes Yes Yes

Hear a private roll call of all participants Yes Yes Yes Yes

Automated conference announcements:

First in conference Yes Yes Yes Yes

Next in conference Yes Yes Yes Yes

Leave conference Yes Yes Yes Yes

End of conference first warning Yes

End of conference final warning Yes

8 hrs

Always Public

Yes Yes Yes Yes

Yes Yes

12 CHAPTER 1: 3COM IP CONFERENCING MODULE OVERVIEW

Conference Names (IDs)

Every conference is identified by a unique SIP Uniform Resource Identifier (SIP URI) that is assigned when the conference is created. The SIP URI has a name portion and a server host portion. For example:

sip:7000@10.1.0.238

name server host

Only the name portion is required to connect the conference. Internal callers (callers within the enterprise) can simply dial the name and be connected directly. External callers (callers on the PSTN) must first dial the Conference Attendant and then dial the name when prompted. Optionally, callers can dial the full SIP URI to reach the conference.

Conference names are always numeric (e.g. 7000). When users create a new conference, they can select a name from a block of numbers made available by the administrator (for example, any number between 7200 and 7299), or they can leave the conference name field blank, in which case the system will automatically assign a name from the available block of numbers.

In a multi-server configuration, the servers share a common range of numeric conference names (IDs). It is not possible to assign separate ranges to the individual servers in the pool.

Public and Restricted Access Control

Public Conferences Public conferences are unrestricted and open to anyone without the need

Restricted

Conferences

Conferences can be created with or without access control.

to authenticate or enter a passcode. The caller is only required to know the numeric conference ID.

Users access a restricted conference by authenticating themselves to the system. The authentication method varies depending on the conference type.

Public and Restricted Access Control 13

Scheduled and Meet Me

To access a restricted Scheduled or Meet Me conference, users are required to dial the numeric conference ID and then enter a passcode to authenticate themselves and be added to the Participant Control List for the conference.

Instant and Emergency

When a restricted Instant or Emergency starts, the system calls a list of users and invites them to participate. Users who answer this call and press the # key are automatically authenticated and connected to the conference. Users who call the conference after it has started will be prompted to authenticate themselves by entering the Join PIN.

Users can call a conference after it has started by dialing the numeric conference name, or, if their extension has been programmed to support Emergency Conference Notification, by pressing the appropriate line key on their telephone.

14 CHAPTER 1: 3COM IP CONFERENCING MODULE OVERVIEW

USER SETUP

This chapter describes how to log in to the 3Com IP Conferencing Module and maintain user accounts.

This chapter includes the following topics:

n Logging in through the Web Console

n Adding an E-mail Address

Logging in through the Web Console

Regular User

Privileges

You can log in to the 3Com IP Conferencing Module web console using Microsoft Internet Explorer or Mozilla Firefox. The 3Com IP Conferencing Module can be used by users to set up conferences and manage their presence settings.

Account information for regular users is imported into the 3Com IP Conferencing Module from the VCX system. If user information (name, SIP address, etc.) for a regular user requires updating, this must be done on the VCX system, not the 3Com IP Conferencing Module.

A user has the authority to do the following in the 3Com IP Conferencing Module:

n Manage their Presence Access Control List

n Add their personal e-mail address

n Add Scheduled and Meet-me conferences

n View Scheduled conferences*

n View Meet-me conferences*.

* For which the user is the conference owner or moderator.

16 CHAPTER 2: USER SETUP

Logging in Users log in to the 3Com IP Conferencing Module by entering the user

name and password that has been provided to them by the administrator. To access the 3Com IP Conferencing Module and log in as a regular user:

1 Enter this web address in the browser: http://hostname/presconf/

and press Enter. Where hostname is the fully qualified domain name or IP address of the host running the 3Com IP Conferencing Module.

The Login screen appears. See Figure 1.

Figure 1 3Com IP Conferencing Module login screen

Logging out To sign out from the 3Com IP Conferencing Module:

Adding an E-mail Address

2 Enter the user name and password assigned to you by the administrator.

An example of a user name is 270

3 Click Login. The Conference List screen appears.

From the upper right-hand corner of the screen, select LOGOUT. See

Figure 2.

Figure 2 LOGOUT button

If your e-mail notification preference for presence is enabled (by default it is enabled) and your e-mail address is set up, you will be notified by e-mail when other users add you to their Buddy List requesting permission to view your online status.

Adding an E-mail Address 17

To add an e-mail address for yourself:

1 Log in to the 3Com IP Conferencing Module.

2 Select Profile > User Information.

The User Information screen appears.

3 Enter the Email address.

4 Click Submit.

18 CHAPTER 2: USER SETUP

CONFERENCE CONFIGURATION

This chapter describes how to set up and manage conferences using the 3Com IP Conferencing Module.

This chapter includes the following topics:

n Setting up Scheduled and Meet-me Conferences

n Setting up Instant and Emergency Conferences

n Dial-out List for Instant and Emergency Conferences

n Ad Hoc Conferences

n Viewing and Editing the Conference List

n Overview of the Conference and Participant Control Screen

n Viewing and Editing the Conference Controls

n Viewing and Editing the Participant Controls

n Adding Moderators to a Conference

n Disconnecting Participants from a Conference

n Viewing and Editing Conference Properties

n Viewing Conference Information

n Sharing Files

n Using To uch Tones to Control Conferences

n Leaving a Conference

20 CHAPTER 3: CONFERENCE CONFIGURATION

Setting up Scheduled and Meet-me Conferences

Scheduled and Meet-me conferences are identical except for the differences outlined in

Ta bl e 4 Scheduled and Meet-me conference feature differentiation

Feature Scheduled conferences Meet-me conferences

Setup Scheduled conferences are set

Scheduling Scheduled conferences have

Recurrence Scheduled conferences can be

Resource Allocation

To set up a Scheduled or Meet-me conference:

1 Log in to the 3Com IP Conferencing Module.

Ta bl e 4.

up ahead of time.

defined start and end times.

programmed to recur at predetermined intervals (daily, weekly or monthly).

System resources are reserved for scheduled conferences. This ensures that once a scheduled conference has been set up, it will start on time and that all participants will be able to access it.

Meet-me conferences are started when needed.

Meet-me conferences can start any time and continue indefinitely.

Meet-me conferences can occur only once.

Meet-me conferences can be started only if there are sufficient system resources available on the system.

2 Select Conference List.

3 From quick links, select Create Scheduled Conference or Create

Meet-me Conference.

The Create Conference screen appears (Scheduled or Meet-me).

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