3com IP Conferencing Module User Guide

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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

Copyright © 2006, 3Com Corporation. All rights reserved. No part of this documentation may be reproduced in any form or by any means or used to make any derivative work (such as translation, transformation, or adaptation) without written permission from 3Com Corporation.

3Com Corporation reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of 3Com Corporation to provide notification of such revision or change.

3Com Corporation provides this documentation without warranty of any kind, either implied or expressed, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. 3Com may make improvements or changes in the product(s) and/or the program(s) described in this documentation at any time.

UNITED STATES GOVERNMENT LEGENDS:

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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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).

Setting up Scheduled and Meet-me Conferences 21

4 Fill out the fields according to the descriptions in Tab le 5.

Ta bl e 5 Scheduled and Meet-me Conference fields

Field Value Description

Description:

Conference Name: numeric-only Enter a number or leave the field blank

to have the 3Com IP Conferencing Module automatically select a numeric conference name. The system administrator provides a block of valid numbers for entry.

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

Subject: alphanumeric Optionally, add a description of the

conference.

Max. number of participants:

Media type: audio

1 - max This is the maximum number of

video

desktop sharing

participants allowed in the conference. Keep this value as low as possible as high values may limit the server’s ability to handle simultaneous conferences.

Once the maximum number of participants has been reached, new users that attempt to connect are refused.

This value cannot exceed the global limit configured by the administrator.

Select the media permitted in the conference.

22 CHAPTER 3: CONFERENCE CONFIGURATION

Table 5 Scheduled and Meet-me Conference fields (continued)

Conference schedule:

Start date and time (time zone):

Duration in minutes (15 - 1440):

Recurrence: Non-recurring

Recurrence pattern: Daily

Interval: Days

Day(s) of the Week: Mon - Sun Recurrent scheduled conferences only.

Day pattern: Date-based

date, time Scheduled conferences only.

Choose the date and time the conference is scheduled to start. Use the calendar to assist you in selecting the date.

Note: The Time Zone is added automatically and corresponds to the 3Com IP Conferencing Module’s time zone.

Format: DD-MMM-YYYY

hh:mm:am/pm

Example: 12-Nov-2005 04:46 PM

minutes Scheduled conferences only.

Enter the duration of the conference in minutes.

Note: System users can schedule conferences of up to 8 hours (480 minutes) duration. The default is 2

Recurring

Weekly Monthly

Weeks Months

Day of weekbased

hours (120 minutes) duration.

Scheduled conferences only.

Specify whether the conference is recurring or non-recurring.

Recurrent scheduled conferences only.

Program the conference to recur on a daily, weekly, or monthly basis.

Recurrent scheduled conferences only.

Program the recurrence interval. For example, if this field is set to “2” and the recurrence pattern is monthly, the conference will recur every two months.

Program the day of the week that weekly scheduled conferences will recur, from Monday to Sunday.

Recurrent scheduled conferences only.

Program the day of the month or the day and week of the month that monthly scheduled conferences will recur.

Setting up Scheduled and Meet-me Conferences 23

Table 5 Scheduled and Meet-me Conference fields (continued)

Range of recurrence: 1 year

Access control:

Conference type: public,

Participant passcode for restricted conference (4-digit):

Moderator passcode for restricted conference (4-digit):

Conference announcements:

First-in-conference announcement repeat interval (30-300 seconds, blank for no repeat.):

Join announcement type: tone,

end after # end by date

restricted

#### Users who call a restricted conference

#### Moderators must enter this passcode

numeric-only A user who is the first to join a

name, none

Recurrent scheduled conferences only.

Program the conference to end after one year, a specific number of occurrences, or a specific date.

To join a public conference, users must enter a numeric conference name. No passcode is required.

To join a restricted conference, users must enter a numeric conference name and passcode.

Note: Users can call a conference directly by dialing the numeric conference name, or indirectly by accessing the Conference Attendant and entering the numeric conference name when prompted. The Conference Attendant is typically used by external callers (callers on the PSTN).

will be prompted to enter this passcode before being added to the Participant Control List and allowed to participate in the conference.

when joining a conference in order to access moderator controls.

conference will hear an announcement indicating that they are the first to join. The announcement can be set to repeat at an interval ranging from 30 to 300 seconds. If you do not want the announcement to repeat, leave the field blank.

The default setting is 45 seconds.

When users other than the first user join a conference, conference participants will hear an announcement. The announcement type can be either a tone, or the name of the individual joining the conference. If no announcement is required, choose “none”.

The default announcement is the participant’s name.

24 CHAPTER 3: CONFERENCE CONFIGURATION

Table 5 Scheduled and Meet-me Conference fields (continued)

Leave announcement type: tone,

End of conference first warning (2-10 minutes):

End of conference last warning (1-9 minutes):

name, none

numeric-only Scheduled conferences only.

When participants leave a conference, conference participants will hear an announcement. The announcement type can be either a tone, or the name of the individual leaving the conference. If no announcement is required, choose “none”.

The default announcement is the participant’s name.

A warning announcement will play when the conference is nearing its scheduled end time. The first warning can be set to sound from 2 to 10 minutes before the conference ends.

The default setting is 5 minutes.

The first warning must be set to play earlier than the last warning.

A warning announcement will play when the conference is nearing its scheduled end time. The last warning can be set to sound from 1 to 9 minutes before the conference ends.

The default setting is 1 minute.

The last warning must be set to play later than the first warning.

5 Click Submit to save the new conference.

Setting up Instant and Emergency Conferences 25

Setting up Instant and Emergency Conferences

Instant and emergency conferences are identical except for the differences outlined in

Ta bl e 6 Instant and Emergency conference feature differentiation

Feature Emergency conferences Instant conferences

Continuous Alert Users can be alerted by an

Emergency Conference Notification

Configuration Authority

Source Address You can use any valid user

Maximum Number of Users

Ta bl e 6.

alarm or flashing light (strobe light) that an emergency conference is taking place.

Users can be alerted by a flashing lamp on their telephone that an emergency conference is taking place. Pressing the key beside the lamp connects the user directly to the conference.

Only administrators have the authority to configure emergency conferences.

address as the source address (“From” address) for emergency conferences.

Emergency conferences can support up to 100 participants.

This feature is not available with instant conferences.

Any user can configure an instant conference.

Instant conferences always use the conference creator’s address as the source address.

Instant conferences can support from 3 to 30 participants (the actual limit is defined by the administrator).

To set up an Instant or Emergency conference:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conference List.

3 From quick links, select Create Instant Conference or Create

Emergency Conference.

The Create Conference screen appears (Instant or Emergency).

26 CHAPTER 3: CONFERENCE CONFIGURATION

4 Fill out the fields according to the descriptions in Tab le 7.

Ta bl e 7 Instant and Emergency Conference fields

Field Value Description

Description:

Conference Name: numeric-only Enter a number or leave the field blank

Subject: alphanumeric Optionally, add a description of the

Max. number of participants:

Access Control:

to have the 3Com IP Conferencing Module automatically select a numeric conference name. The system administrator provides a block of valid numbers for entry.

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

conference.

3 - max This is the maximum number of

participants allowed in the conference. Keep this value as low as possible as high values may limit the server’s ability to handle simultaneous conferences.

Once the maximum number of participants has been reached, new users that attempt to connect are refused.

This value cannot exceed the global limit. The global limit for Emergency Conferences is 100 participants. The global limit for Instant conferences varies from 3 to 30 participants (set by the administrator).

Setting up Instant and Emergency Conferences 27

Table 7 Instant and Emergency Conference fields (continued)

Conference Start PIN (4 digit):

Conference type: public,

#### After dialing the numeric conference

restricted

Conference Join PIN for restricted instant/emergency conference (4 digit):

Conference announcements:

First-in-conference announcement repeat interval (30-300 seconds, blank for no repeat.):

#### Users who call a restricted instant or

numeric-only A user who is the first to join a

name, the conference creator will be prompted to enter the PIN and record a greeting (30 seconds, maximum). The instant or emergency conference will start and the system will automatically call the other users and invite them to participate. In response, users can:

n join the conference immediately by

answering the call and pressing #

n join the conference at a later time

by dialing the numeric conference name

n join the conference at a later time

by pressing the telephone’s Emergency Conference Notification key (if configured)

If the conference is restricted, users who join late will be required to enter the Join PIN.

Public conferences are open users who answer the initial call to participate, or who call the conference after it has started. No PIN is required.

Restricted conferences are limited to users who answer the initial call to participate, or who call the conference after it has started and enter the Conference Join PIN when prompted.

emergency conference after it has started will be prompted to enter this 4-digit numeric passcode.

The default setting is 45 seconds.

28 CHAPTER 3: CONFERENCE CONFIGURATION

Table 7 Instant and Emergency Conference fields (continued)

Dial-out List for Instant and Emergency Conferences

Join announcement type: tone,

name, none

Leave announcement type: tone,

name, none

5 Click Submit to save the new conference.

The default announcement is the participant’s name.

Instant and emergency users must be added to a dial-out list. When the conferences commences, the system automatically calls all of the users on the list. Users who answer the call will be prompted to enter the # key to join the conference. Users who miss the call can join the conference at a later time by dialing the numeric conference name. If the conference is restricted, they will be prompted to enter the Join PIN.

Only an administrator or the conference creator/moderator can create a dial-out list for an Instant or Emergency conference.

To add users to a dial-out list:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

3 Locate the conference you want to work with.

4 Select the Edit icon for the conference.

5 The Editing Conference screen appears.

6 Select User list for dial-out.

Dial-out List for Instant and Emergency Conferences 29

The User List for Dial-out screen appears (Instant or Emergency).

7 Fill out the fields according to the descriptions in Tab le 8.

Ta bl e 8 User Dial-out List fields

Field Value Description

Friendly User Name Alphanumeric The participant identifier, which is the

“friendly name” in the case of 3Com Convergence Center Client users. For telephone users this is derived from the caller-id if available.

User dial prefix (if any) Numeric Enter the digits that must be dialed to

reach the user. For example, if the telephone dialing plan requires that external calls be prefixed with a 9, enter the number 9 in this field.

User phone #/URL Alphanumeric Enter the user’s phone number or

Dialout Call

Strobe None

extension number.

Example (phone number): 416967111

Example (extension number): 259

Note: To enable dial-out to extensions, the administrator must also program the “Primary Proxy Server for dialing out” on the Conferencing Configuration screen. See the 3Com IP Conferencing Module Administration Guide for details.

Optionally, enter the user’s complete SIP ID. Format: name@domain.com where name is the user’s extension or phone number.

Select a calling option:

Call is the default setting. Selecting it will cause the system to call the specified User phone#/URL when the conference starts.

Strobe is applicable to emergency conferences only. Selecting it will cause the system to call the number of an alert device (alarm or strobe) when the conference starts, and then ring continuously until the conference ends.

None means that the user will not be called when the conference starts. Select this parameter for users that you do not want to invite to a particular instance of the conference.

30 CHAPTER 3: CONFERENCE CONFIGURATION

8 Select Add to add a new user to the list, or Change to edit an existing

user.

Emergency Conference Notification

Ad Hoc Conferences Ad-hoc conferences let you hold public-access conferences of up to six

The Emergency Conference Notification features causes a lamp to flash on your telephone when an emergency conference is taking place. You can join the conference by pressing the button located beside the lamp.

To configure Emergency Conference Notification:

1 Log in to the VCX as an administrator (Administrative Portal).

2 Select the user’s extension.

3 Access the Button Mappings screen.

4 Program a free button (line) as follows:

a Select Busy Lamp Field as the Feature Type.

b Enter the numeric conference name in the Number/Index field.

5 Repeat for all users that belong to the emergency conference.

If a user fails to answer the initial call to participate in the conference, a lamp will flash on the user’s telephone. The user can join the conference by pressing the button located beside the lamp.

participants instantly. The 3Com IP Conferencing Module automatically starts the conference when it receives a SIP URI that includes a configurable prefix or suffix as part of the user name that was set up by the administrator. Other users can join the conference by calling the same URI. For example, if the system is configured to use 4-digits extensions and the Ad hoc prefix is “76”, then a user can start an ad hoc conference by dialing any number between 7600 and 7699. Up to five other users can join the conference by dialing the same number.

Once created, Ad hoc conferences function much like Meet-me conferences. They generate instances which begin when the first person joins and end when the last person leaves.

Viewing and Editing the Conference List 31

Setting up an Ad Hoc

Conference with a

Prefix

Setting up an Ad Hoc

Conference with a

Suffix

Viewing and Editing the Conference List

The system is programmed with a prefix that can be used to set up Ad Hoc conferences. Contact your administrator to determine which prefix you should use.

To set up an Ad Hoc conference using a programmed prefix:

1 From a SIP device, dial the conference number including the ad hoc

prefix. For example, if the prefix is “76”, dial 7601.

2 Invite up to five other users to join the conference by dialing 7601.

The system is programmed with a suffix that can be used to set up Ad Hoc conferences. Contact your administrator to determine which suffix you should use.

To set up an Ad Hoc conference using a programmed suffix:

1 From a SIP device, enter the conference SIP URI including ad hoc suffix.

For example, if the suffix is “.adhoc”, enter conf1.adhoc@domain.com.

2 Invite up to five other users to join the conference by entering

conf1.adhoc@domain.com.

The Conference List screen can be used to view Scheduled, Meet-me, Instant and Emergency conferences. This screen can also be used to delete individual conferences, and to access the following conference management screens:

n Conference screen - Use this screen to view instance information for

an ongoing conference, and to initiate file sharing.

n Editing Conference screen - Use this screen to view and edit

conference properties (supported media, schedule, access controls, announcements, etc.).

n Conference and Participant Control screen - Use this screen to modify

settings applicable to the entire conference, and to change access settings for individual participants of the conference.

The conferences that you can view depends on your authority level. Administrators can view all conferences. Conference creators/moderators can view their own conferences. Regular users cannot view any conferences.

32 CHAPTER 3: CONFERENCE CONFIGURATION

To view/edit the Conference List:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List appears.

3 View/edit the fields according to the descriptions in Ta bl e 9.

Ta bl e 9 Conference List fields

Field Value Description

Conference ID numeric Click on the Conference ID (Conference

Edit Click the Edit icon to access the Editing

Owner ID alphanumeric Indicates the creator of the conference.

Owner first name alphanumeric The first name of the creator of the

Owner last name alphanumeric The last name of the creator of the

Control Click the Control icon to access the

Subject alphanumeric A brief description of the conference.

Conference schedule always on

Conference duration minutes The duration of the conference in

date/time

name) to access the Conference screen.

Note: Only an administrator or the conference creator/moderator can access the Conference screen.

Conferences screen.

Note: Only an administrator or the conference creator/moderator can access the Editing Conference screen.

conference.

Conference and Participant Control screen.

Note: Only an administrator or the conference creator/moderator can access the Conference and Participant Control screen.

Indicates the duration of the conference. Click to edit the conference schedule if you have the appropriate permission.

minutes.

Overview of the Conference and Participant Control Screen 33

Table 9 Conference List fields (continued)

Overview of the Conference and Participant Control Screen

Type public,

Maximum number of participants

Media audio, video,

Delete Click this icon to remove the

The Conference and Participant Control screen can be used to view and edit conference and participant settings for a specific conference.

Only an administrator or the conference creator/moderator can view and use the controls on this screen. Access by regular users is prohibited.

restricted, scheduled, meet-me, instant, emergency

numeric Indicates the maximum participant

desktop sharing

Indicates the type of conference. For example, “public–scheduled” or “restricted–meet-me”.

count for this conference.

Indicates the media supported by the conference.

conference from the server. You cannot delete a conference while it is in progress.

Note: Only an administrator or the conference creator/moderator can delete the conference.

To view the Conference and Participant Control screen:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

3 Click Show Advanced.

4 Locate the conference you want to work with.

5 Click the Control icon.

The Conference and Participant Control screen appears. This screen is divided into two sections:

n The Conference Control section allows a conference

creator/moderator to modify settings applicable to the entire

34 CHAPTER 3: CONFERENCE CONFIGURATION

conference. For more information, see Viewing and Editing the

Conference Controls.

n The Participant Control section allows a conference creator/moderator

to change access settings for individual participants of the conference.

For more information, see

Controls.

Viewing and Editing the Participant

Viewing and Editing

the Conference

Controls

The following conference controls are available on the Conference and Participant Control screen:

n access (locked or unlocked)

n end time (time and date for scheduled conferences)

n end time extension (15 minute increments for scheduled conferences)

n audio status (open, lecture mode, and isolate all participants)

n video status (open, lecture mode, and isolate all participants)

n maximum conference capacity

n disconnect conference

Only an administrator or the conference creator/moderator can view and use the controls on this screen. Access by regular users is prohibited.

To view / edit the conference controls:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

3 Locate the conference you want to work with.

4 Click the Control icon for the conference.

The Conference and Participant Control screen appears.

5 Fill out the fields according to the descriptions in Tab le 10.

Ta bl e 10 Conference control fields

Field Value Description

Access Status Displays the setting selected in the Access

Control field.

Overview of the Conference and Participant Control Screen 35

Table 10 Conference control fields (continued)

Access Control unlock,

End Time (time zone)

Extend By 15 minutes,

lock

time, date Scheduled conferences only.

30 minutes, 45 minutes, 60 minutes, 120 minutes

Audio Status Open

Conference, Lecture Mode, Isolate Participants

Audio Control Open

Conference, Lecture Mode, Isolate Participants

The conference moderator can choose to lock access to the conference. Once locked, no additional participants are allowed to join the conference, but active participants are free to leave.

Note: The value in this field can be changed prior to the start of a conference or during a conference.

The time that the conference is scheduled to end.

Scheduled conferences only.

The conference creator/moderator can choose to extend the length of the conference past its scheduled end time by selecting a value from this field. An active conference can be extended numerous times. Note, however, that a conference cannot be extended beyond its maximum duration. The ability to extend a conference is also determined by the resources available.

Note: The value in this field can be changed prior to the start of a conference or during a conference.

Displays the setting selected in the Audio Control field.

The conference moderator can change the audio setting for the conference.

Open Conference is the default setting and means that all participants can both speak and be heard.

Lecture Mode means that only conference moderators can be heard. The voices of all other participants are muted.

Isolate Participants means that the audio access for all conference participants is turned off. The participants remain connected to the conference.

36 CHAPTER 3: CONFERENCE CONFIGURATION

Table 10 Conference control fields (continued)

Video Status Open

Conference, Lecture Mode, Isolate Participants

Video Control Open

Conference, Lecture Mode, Isolate Participants

Max Capacity 1 - max The maximum number of participants

Update Click this button to save changes to

Disconnect All Click this button to end the conference. All

Displays the setting selected in the Video Control field.

The conference moderator can change the video setting for the conference.

Open Conference is the default setting and means that all participants have full video access. They can see and be seen.

Lecture Mode means that only the conference moderator who activated this setting can be seen. The video streams for all other participants is turned off.

Isolate Participants means that the video access for all conference participants is turned off. The participants remain connected to the conference.

allowed to join the conference is determined when the conference is created. The conference moderator can override that setting in this field.

Note: The value in this field can be changed prior to the start of a conference or during a conference.

conference settings.

users will be disconnected and the conference will end.

Viewing and Editing

the Participant

Controls

6 Click Update to save your changes.

The following participant controls are available on the Conference and Participant Control screen:

n audio status (listen and speak, listen only, and isolate all participants)

n video status (listen and speak, listen only, and isolate all participants)

n participant name

n moderator privileges

Overview of the Conference and Participant Control Screen 37

n disconnect participant

In addition, each participants’ call status appears on this screen. The status indicates whether the participant is connected or disconnected to the conference.

Only an administrator or the conference creator/moderator can view and use the controls on this screen. Access by regular users is prohibited.

To view / edit the participant controls:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

3 Locate the conference you want to work with.

4 Click the Control icon for the conference.

The Conference and Participant Control screen appears.

5 Fill out the fields according to the descriptions in Tab le 11.

Ta bl e 11 Participant control fields

Field Value Description

Participant alphanumeric The participant identifier. For

telephone users this is derived from the caller-id if available. Only active participants and moderators (active or not) are displayed.

Call Status

 

Audio Status Listen and Speak,

Listen Only, Isolate Participant

The  indicates that the participant is connected to the conference. The

 indicates that the conference

creator/moderator is not currently connected to the conference.

Displays the setting selected in the Audio Control field.

38 CHAPTER 3: CONFERENCE CONFIGURATION

Table 11 Participant control fields (continued)

Audio Control Listen and Speak,

Listen Only, Isolate Participant

Video Status Two Way Video,

View Only, Isolate Participant

Video Control Two Way Video,

View Only, Isolate Participant

Name Alphanumeric The participant identifier, which is

Moderator yes The conference creator is

Update N/A Click this button to save changes to

Disconnect Click this button to disconnect the

The conference creator/moderator can change the audio setting for individual participants of the conference.

Listen and Speak is the default setting and means that the participant can both listen and speak in the conference.

Listen Only means that the participant can only listen and not speak in the conference.

Isolate Participant means that the audio for the participant is turned off. The participant remains connected to the conference.

Displays the setting selected in the Video Control field.

The conference creator/moderator can change the video settings for individual participants of the conference.

Two Way Video is the default setting and means that the participant can both see and be seen.

View Only means that the participant can only view video, but cannot be seen.

Isolate Participant means that the video access for the participant is turned off. The participant remains connected to the conference.

the “friendly name” in the case of 3Com Convergence Center Client users. For telephone users this is derived from the caller-id if available.

automatically assigned moderator status and can assign moderator status to any participant.

participant privileges.

participant from the conference.

Overview of the Conference and Participant Control Screen 39

Table 11 Participant control fields (continued)

Adding Moderators

to a Conference

Call ID Alphanumeric A unique ID assigned by the system

6 Click Update to save your changes.

The conference creator, or “owner,” has the authority to assign conference moderator privileges to other users registered in the system. With conference moderator privileges, users have the same authority as the conference creator. They can add and delete shared files, access the Conference and Participant Control lists, edit conference properties, and share files. Regular participants cannot change conference properties or share files.

Only the conference creator or an administrator can assign moderator privileges to a user.

To add a moderator:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

3 Locate the conference you want to work with.

to each call.

4 Click the Control icon for the conference.

The Conference and Participant Control screen appears.

5 Enter the user’s SIP address in the Participant text box (located at the

bottom of the screen).

Format: <name>@<hostname>

Example: 270@10.1.0.238 Where hostname is the fully qualified name or IP address of the host

running the VCX system.

When adding users to a Participant List, do not enter the prefix sip:

6 Click Add Moderator.

The user is added to the Participant Control List and has moderator privileges.

40 CHAPTER 3: CONFERENCE CONFIGURATION

No check is done to ensure that the SIP address entered matches a user currently in the local database.

Disconnecting

Participants from a

Conference

Viewing and Editing Conference Properties

An administrator or the conference creator/moderator can delete participants from an active conference.

To disconnect a participant from a conference:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

3 Locate the conference you want to work with.

4 Click the Control icon for the conference.

The Conference and Participant Control screen appears.

5 Locate the user you want to disconnect and click the Disconnect icon.

6 When asked if you want to proceed with the disconnect, click Yes .

Use the Editing Conference screen to view and edit the following conference properties:

n conference subject (ID)

n maximum numbers of participants

n supported media types

n schedule (if applicable)

n access controls

n announcements

Only an administrator or the conference creator/moderator can view and use the controls on this screen. Access by regular users is prohibited.

To view and edit conference properties:

1 Log in to the 3Com IP Conferencing Module.

2 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

3 Locate the conference you want to work with.

Viewing and Editing Conference Properties 41

4 Select the Edit icon for the conference.

The Editing Conference screen appears.

5 View/edit the fields according to the descriptions in Ta bl e 12.

Ta bl e 12 Editing Conference fields

Field Value Description

Description:

Subject: numeric Optionally, edit the description of the

conference.

Max. number of participants:

Media type: audio, video,

Conference schedule:

Start date and time (time zone:

Duration in minutes (15 -

1440):

1 - max This is the maximum number of

desktop sharing

date, time Edit the date and time the conference

minutes Enter the duration of the conference in

participants allowed in the conference.

The media permitted in the conference.

is scheduled to start. Use the calendar to assist you in selecting the date.

Note: The Time Zone is added automatically.

Format: DD-MMM-YYYY

hh:mm:am/pm

Example: 26-Feb-2005 04:46 PM

Note: This field appears for scheduled conferences only.

minutes.

Note: System administrators can schedule conferences of up to 24 hours (1440 minutes) duration. System users can schedule conferences of up to 8 hours (480 minutes) duration. The default is 2 hours (120 minutes) duration.

Note: This field appears for scheduled conferences only.

42 CHAPTER 3: CONFERENCE CONFIGURATION

Table 12 Editing Conference fields (continued)

Access control:

Conference type: public

Participant passcode for restricted conference (4-digit):

Moderator passcode for restricted conference (4-digit):

Conference announcements:

First-in-conference announcement repeat interval (30-300 seconds, blank for no repeat.):

Join announcement type: tone,

To join a public conference, users must

restricted

#### Users who call a restricted conference

#### Moderators will be prompted to enter

numeric-only A user who is the first to join a

name, none

enter a numeric conference name. No password is required.

To join a restricted conference, users must enter a numeric conference name and password.

will be prompted to enter this passcode before being allowed to participate in the conference.

this passcode when joining a conference.

The default setting is 45 seconds.

When users other than the first user joins a conference, conference participants will hear an announcement. The announcement type can be either a tone, or the name of the individual joining the conference. If no announcement is required, choose “none”.

The default announcement is the participant’s name.

Viewing Conference Information 43

Table 12 Editing Conference fields (continued)

Leave announcement type: tone,

End of conference first warning (2-10 minutes, blank for no warning):

End of conference last warning (1-9 minutes, blank for no warning):

name, none

numeric-only A warning announcement will play

The default announcement is the participant’s name.

when the conference is nearing its scheduled end time. The first warning can be set to sound from 2 to 10 minutes before the conference ends.

The default setting is 5 minutes.

The first warning must be set to play earlier than the last warning.

Note: This field appears for scheduled conferences only.

when the conference is nearing its scheduled end time. The last warning can be set to sound from 1 to 9 minutes before the conference ends.

The default setting is 1 minute.

The last warning must be set to play later than the first warning.

Note: This field appears for scheduled conferences only.

Viewing Conference Information

6 Click Submit to save your changes.

Use the Conference screen to view the following the information for an ongoing instance of the conference:

n current participant count for the conference

n the conference session log

n the IP address of the server hosting the conference

A conference instance is created when the first person joins a conference making it active. When the last person leaves the conference, the instance is ended. Any user can view the instance for an active

44 CHAPTER 3: CONFERENCE CONFIGURATION

conference. Instance information is automatically deleted once a conference ends. No historical conference information is maintained.

Only an administrator or the conference creator/moderator can view the Conference screen. Access by regular users is prohibited.

To view the instance of a currently active conference:

1 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

2 Locate the conference you want to work with.

3 Select Conference ID for the conference.

The Conference screen appears.

4 Use Tab le 13 to interpret the conference instance fields.

Ta bl e 13 Conference instance fields

Field Value Description

Session log alphanumeric Indicates the time the conference

Server alphanumeric The Conferencing Server used by this

started.

instance.

Sharing Files Use this feature to share files during public and restricted conferences.

Only an administrator or the conference creator/moderator can share files. This feature is not available to regular conference participants.

Adding a Shared File To add a shared file to a conference:

1 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

2 Locate the conference you want to work with.

3 Select Conference ID for the conference.

The Conference screen appears.

4 Select Share files with others. See Figure 3.

Sharing Files 45

Figure 3 Share files with others

The Shared files for screen appears.

5 Select Share a new file.

The Share a file for screen appears.

6 Click Browse, then locate the file and add it to the conference.

7 Fill out the fields according to the descriptions in Tab le 14.

Ta bl e 14 Shared file fields

Field Value Description

Choose file: Choose a file to share with the

Description: alphanumeric A brief description of the file you are

Access privilege: participant

Overwrite privilege: creator

Delete privilege: creator

Send email notification: N/A Select Yes to send an e-mail to the

public

participant

conference participants.

adding to this conference.

Select either participant or public to enable the conference creator and moderator(s) to access the file.

Select creator to restrict overwrite authority to the user who added the file. Select participant to enable the conference moderators to overwrite the file.

Select creator to restrict delete authority to the user who added the file. Select participant to enable the conference moderators to delete the file.

conference participants whenever the file is overwritten or deleted.

8 Click Submit to save your changes.

Viewing a Shared File Your capacity to view a shared file is determined when the file is originally

added to the conference. For details, see

Sharing Files.

46 CHAPTER 3: CONFERENCE CONFIGURATION

To view a shared file:

1 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

2 Locate the conference you want to work with.

3 Select Conference ID for the conference.

The Conference screen appears.

4 Select Share files with others. See Figure 4.

Figure 4 Share files with others

The Shared files for screen appears.

5 Locate the file you want to view.

6 Select File name or Typ e.

The file will display.

7 Optionally, save the file to your computer.

Deleting a Shared File Your capacity to delete a shared file is determined when the file is

originally added to the conference. For details, see

To delete a shared file:

1 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

2 Locate the conference you want to work with.

3 Select Conference ID for the conference.

The Conference screen appears.

4 Select Share files with others. See Figure 5.

Sharing Files.

Sharing Files 47

Figure 5 Share files with others

The Shared files for screen appears.

5 Locate the file you want to delete and click the delete icon.

The file is deleted from the conference server.

Replacing a Shared

File

Your capacity to replace a shared file is determined when the file is originally added to the conference. For details, see

To replace a shared file:

1 View and save the file to your computer. See Viewing a Shared File.

2 Update the file on your computer.

3 Select Conferences > Conference List from the menu bar.

The Conference List screen appears.

4 Locate the conference you want to work with.

5 Select Conference ID for the conference.

The Conference screen appears.

6 Select Share files with others. See Figure 6.

Figure 6 Share files with others

Sharing Files.

The Shared files for screen appears.

7 Locate the file you want to replace and click the delete icon.

8 Add the updated file to replace the file you deleted. See Sharing Files.

48 CHAPTER 3: CONFERENCE CONFIGURATION

Using Touch Tones to Control Conferences

Using the

In–conference Help

System

Conference participants can control active conferences using the dial pad on a phone, or on the 3Com Convergence Center Client.

A conference creator or moderator can:

n terminate a conference

n dial out to users and add them to an ongoing conference (DTMF

dialout)

n extend conferences (scheduled conferences only)

n mute and un–mute the voices of all participants in a conference

(excluding all moderators)

n mute and un–mute their own voice

n lock and un–lock a conference

n hear a private roll call of all the participants in a conference.

A regular conference participant can:

n mute and un–mute their own voice

n hear a private roll call of all the participants in a conference.

The In–conference Help system guides the user through the process of controlling an active conference using a dial pad. The system prompts the user to press the appropriate key. For example, “Please press 6 to mute or un–mute yourself”.

To start the In–conference Help system:

n Using the dial pad, press **

The help system starts and presents you with a list of options. The

functions you can perform using a dial pad depend on your status and

the type of conference you have joined.

Alternatively, you can control a conference from outside the help

system by pressing * before the appropriate key. For example, to mute

or un–mute yourself, press *6.

Refer to Tab le 15 for a list of in-conference help system controls.

Using Touch Tones to Control Conferences 49

Ta bl e 15 In–conference Help system controls

Dial pad control Function Comments

** Starts the help.

*1 Terminates the

conference.

*3 Enables user numbers to

*4 Extends the conference

*5 Lecture Mode - mutes

*6 Mutes and un-mutes

*7 Locks and unlocks a

be dialed mid-call.

by 15 minutes.

and un-mutes the voices of all participants except conference moderators.

your own voice.

conference.

The conference creator/moderator can terminate the conference at any time by pressing *1, and then confirming the selection by pressing 1 a second time.

The conference creator/moderator can add a user to an ongoing conference by pressing *3 and then dialing the user’s extension/PSTN/mobile phone number. After answering the call, the user will be prompted to press # in order to join the conference.

Note: Before this feature can be used, the administrator must program the “Digit Map for DTMF Dialout” on the Conferencing Configuration screen. See the 3Com IP Conferencing Module Administration Guide for details.

For scheduled conferences only. The conference creator/moderator can choose to extend the length of the conference past its scheduled end time. An active conference can be extended numerous times. Note, however, that a conference cannot be extended beyond its maximum duration.

The conference creator/moderator can mute the voices of all participants in the conference. This is equivalent to a “lecture mode” as the moderator’s voice is the only voice that can be heard.

All conference participants can mute or un-mute their own voices.

The conference creator/moderator can choose to lock access to the conference. Once locked, no additional participants are allowed to join the conference, but active participants are free to leave.

50 CHAPTER 3: CONFERENCE CONFIGURATION

Table 15 In–conference Help system controls

Dial pad control Function Comments

*8 A roll call will sound

*9 Exits the help.

listing all of the participants in a conference.

All conference participants can use this feature to find out who is in the conference. When a roll call is in progress you will not be able to hear participants talking in a conference.

Leaving a Conference

To leave a conference with an analog phone or a SIP phone:

n Hang up the handset.

To leave a conference with a SIP user agent:

n End the call.

When all participants have left a conference, that instance ends. The next time a participant joins the conference, a new instance will be created.

PRESENCE SERVER

This chapter introduces the Presence Server and describes how users can use its settings.

This chapter includes the following topics:

n What is the Presence Server?

n Setting up E-mail Notification

n Using the Access Control List

What is the Presence Server?

The Presence Server is an application that collects and distributes the online status information of users. Working with the 3Com Convergence Center Client and 3Com phones, the Presence Server informs users when their buddies are online and available, or are offline. The server instantaneously sends update information to the 3Com Convergence Center Client to reflect any change in user status. For example, if you are eating lunch at your desk and want to let your buddies know that you won’t be taking calls, you can change your online status to “meal”. A meal icon will automatically appear next to your name in your buddies’ Buddy List. The Presence Server handles the transmission of this information.

You manage who is able to monitor your status through the Access Control List. Users have full control over who is granted permission to monitor them, and the permissions can be changed at any time.

Users can use the presence settings to:

n Maintain their user preferences (e-mail notification)

n Maintain their Access Control List.

52 CHAPTER 4: PRESENCE SERVER

Setting up E-mail Notification

Using the Access Control List

Users should configure the Presence Server to send them an e-mail message when a colleague requests permission to view their online status for the first time.

E-mail notification is enabled by default for all users.

To configure e-mail notification:

1 Log in to the 3Com IP Conferencing Module.

2 Select Presence > User Preferences for Presence.

The User Presence Preferences screen appears.

3 Select a radio button:

n yes — you will receive e-mail notification when a colleague requests

permission to view your online status

n no — you will not receive e-mail notification.

For e-mail notification to work, the user account must be configured with an e-mail address. For details, see

Adding an E-mail Address.

The Presence Access Control List is where you manage who is able to monitor your online status. From the list you can:

n View the current status of the users (either allowed, denied, or

pending). A status of pending means that a user has added you to

their Buddy List and is waiting for you to grant them “allow” status.

n Change the status of the users. For example, from allowed to

denied.

To change a users’s status:

1 Log in to the 3Com IP Conferencing Module.

2 Select Presence > Presence Access Control List.

The Presence Access Control List appears. See Figure 7.

Using the Access Control List 53

Figure 7 Presence Access Control List

3 Identify the user whose status you want to change, and make a selection

from the New Status list box.

4 Click Update to register your change.

You can click on the Address, Lastname, and Current Status headers to sort the items in the list.

54 CHAPTER 4: PRESENCE SERVER

ACKNOWLEDGEMENT OF

Supplementary Copyright

THIRD PARTY SOFTWARE

3Com server software applications contain integrated third–party software. This chapter acknowledges this third–party software.

This chapter includes the following topics:

n Supplementary Copyright Information

3Com server software applications contain integrated third–party software which is covered under the following license agreements:

Information

Net-SNMP License Part 1: CMU/UCD copyright notice:

Derivative Work - 1996, 1998-2000

Permission to use, copy, modify and distribute this software and its documentation for any purpose and without fee is hereby granted, provided that the above copyright notice appears in all copies and that both that copyright notice and this permission notice appear in supporting documentation, and that the name of CMU and The Regents of the University of California not be used in advertising or publicity pertaining to distribution of the software without specific written permission.

CMU AND THE REGENTS OF THE UNIVERSITY OF CALIFORNIA DISCLAIM ALL WARRANTIES WITH REGARD TO THIS SOFTWARE, INCLUDING ALL IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS. IN NO EVENT SHALL CMU OR THE REGENTS OF THE UNIVERSITY OF CALIFORNIA BE LIABLE FOR ANY SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES OR ANY DAMAGES WHATSOEVER RESULTING FROM THE LOSS OF USE, DATA OR PROFITS, WHETHER IN AN ACTION OF CONTRACT, NEGLIGENCE OR OTHER TORTIOUS ACTION, ARISING OUT OF OR IN CONNECTION WITH THE USE OR PERFORMANCE OF THIS SOFTWARE.

Part 2: Networks Associates Technology, Inc. copyright notice (BSD)

Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met:

Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer.

56 CHAPTER 5: ACKNOWLEDGEMENT OF THIRD PARTY SOFTWARE

Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution.

Neither the name of the Networks Associates Technology, Inc. nor the names of its contributors may be used to endorse or promote products derived from this software without specific prior written permission.

THIS SOFTWARE IS PROVIDED BY THE COPYRIGHT HOLDERS AND CONTRIBUTORS ``AS IS'' AND ANY EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE COPYRIGHT HOLDERS OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.

Part 3: Cambridge Broadband Ltd. copyright notice (BSD)

Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met:

Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer.

The name of Cambridge Broadband Ltd. may not be used to endorse or promote products derived from this software without specific prior written permission.

THIS SOFTWARE IS PROVIDED BY THE COPYRIGHT HOLDER ``AS IS'' AND ANY EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE COPYRIGHT HOLDER BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.

Xerces License The Apache Software License, Version 1.1

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1 Redistributions of source code must retain the above copyright notice, this list of conditions and the following

disclaimer.

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following disclaimer in the documentation and/or other materials provided with the distribution.

3 The end-user documentation included with the redistribution, if any, must include the following

acknowledgment:

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5 Alternately, this acknowledgment may appear in the software itself, if and wherever such third-party

acknowledgments normally appear.

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derived from this software without prior written permission. For written permission, please contact apache@apache.org.

7 Products derived from this software may not be called “Apache,” nor may “Apache” appear in their name,

without prior written permission of the Apache Software Foundation.

Supplementary Copyright Information 57

8 THIS SOFTWARE IS PROVIDED ``AS IS'' AND ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING, BUT NOT

LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE APACHE SOFTWARE FOUNDATION OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.

This software consists of voluntary contributions made by many individuals on behalf of the Apache Software Foundation and was originally based on software copyright © 1999, International Business Machines, Inc., http://www.ibm.com. For more information on the Apache Software Foundation, please see <http://www.apache.org/>.

58 CHAPTER 5: ACKNOWLEDGEMENT OF THIRD PARTY SOFTWARE

GLOSSARY

Ad hoc conference Preconfigured by an administrator, this conference is joined when a

user dials a special SIP URI. A maximum of 6 users can participate in an Ad-hoc conference.

CODEC Coder-Decoder. Transforms analog voice into digital bit stream and

vice-versa.

DHCP Dynamic Host Control Protocol. Dynamically assigns IP addresses to

network devices such as workstations IP phones and gateways. DHCP allows you to move network devices from one subnet to another without administrative attention.

DTMF Dual Tone Multi Frequency. The paired, high- and low-frequency tones

which make up touch tone dialing.

Emergency

Conference

ENUM E.164 Number Mapping. A protocol that maps telephone numbers

Gateway The server that connects the VoIP network with analog phones, PBXs

H.323 An ITU standard for transmitting audio, video and data conferencing

HTTP Hypertext Transfer Protocol. The protocol used by Web browsers and

Emergency conferences provide methods to notify users that their participation is required. Emergency confernces can be configured only by administrators.

(E.164 numbers) to URLs, making it possible to converge the PSTN and the Internet.

and PSTN trunks.

over IP-based networks. The H.323 standard recognizes the following endpoints in the network: H.323 terminals, gatekeepers, MCUs, and gateways.

Web servers to transfer files, such as text and graphic files.

60 GLOSSARY

Instant Conference 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.

IP Address An identifier for a computer or device on a TCP/IP network. An IP

address is a 32-bit numeric address written as four numbers separated by periods. Each number can be zero to 255.

IVR Interactive Voice Response (IVR).

MAC address Media Access Control address. A hardware address that uniquely

identifies each node of a network.

MIB Management Information Base. A database of objects that can be

monitored by an SNMP network manager.

Meet me conference Intended for informal meetings with no start or end time. Always

available provided that sufficient system resources are available.

MySQL Database used to store and access provisioning system and subscriber

feature data.

NAT Network Address Translation.

PBX Private Branch Exchange. Privately-owned central switching office.

Proxy Server An intermediate device that receives SIP requests from a client and then

initiates requests on the client's behalf.

PSTN Public Switched Telephone Network.

RTP/RTCP An Internet Protocol for transmitting real-time data such as audio and

video. RTP itself does not guarantee real-time delivery of data, but it does provide mechanisms for the sending and receiving applications to support streaming data.

Scheduled

conference

SNMP Simple Network Management Protocol. A set of protocols for managing

Intended for formal meetings with a predetermined participant list and a scheduled start and end time.

networks. SNMP works by sending messages to different parts of a network. SNMP-compliant devices, called agents, store data about themselves in Management Information Bases (MIBs) and return this data to the SNMP requesters.

GLOSSARY 61

STUN Simple Traversal of UDP Through Network Address Translation.

TCP Transmission Control Protocol. One of the main protocols in TCP/IP

networks. TCP guarantees delivery of data and also guarantees that packets will be delivered in the same order in which they were sent.

62 GLOSSARY

UDP User Datagram Protocol. A connectionless protocol that, like TCP, runs

on top of IP networks. Unlike TCP, UDP provides very few error recovery services, offering instead a direct way to send and receive datagrams over an IP network. It is used primarily for broadcasting messages over a network.

URI Uniform Resource Identifier. A character string used to identify a

resource (such as a file) from anywhere on the Internet by type and location.

INDEX

Access Control List 52 access controls 12 ad hoc conferences

overview 9 setup 30 with a prefix 31 with a suffix 31

conference announcements 42 conference control screen 33 conference list 31 conference names (IDs) 12 conference properties 40 conferences

ad hoc 9, 30 emergency 10, 25 instant 10, 25 leaving 50 meet me 9, 20 public 12 restricted 12 scheduled 9, 20 shared files 44, 45 viewing conference list 31 viewing conference properties 40

parameters 26 setup 25

extending conferences 35

feature matrix 10

instant conferences

access control 26 conference announcements 27 dial-out list 28 overview 10 parameters 26

setup 25 isolate participant 38 isolate participants 36

leaving a conference 50 lecture mode 36 listen and speak 38 listen only 38 logging in 15 logging out 16

dial-out list 28 disconnect all 36 disconnect participant 38, 40

e-mail addresses 16 emergency conferences

access control 26 conference announcements 27 dial-out list 28 overview 10

meet me conferences

access control 23

conference announcements 23

overview 9

parameters 21

setup 20 muting voices 48

Net-SNMP license 55

64 INDEX

overview

application 9 Presence Server 51 public conferences 12 restricted conferences 12

participant control list

viewing users 36

Presence Server

Access Control List 52 overview 51

public conferences 12

roll call 49

scheduled conferences

access control 23 conference announcements 23 overview 9 parameters 21 schedule 22 setup 20

shared files 44, 45

adding 44 managing 45

Xerces license 56

touch tones 48

user accounts

adding e-mail addresses 16

user privileges 15

regular 15

web console

adding e-mail addresses 16 logging out 16 requirements 15

3com IP Conferencing Module User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

ABOUT THIS GUIDE

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

Notices Tab le 1 lists notice icons.

Te xt Ta bl e 2 lists text conventions.

Related Documentation

Comments 7

n Conference Types

Conference Feature Matrix

Conference Names (IDs)

Public and Restricted Access Control

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

USER SETUP

Logging in through the Web Console

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

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

Adding an E-mail Address

CONFERENCE CONFIGURATION

Setting up Scheduled and Meet-me Conferences

Setting up Instant and Emergency Conferences

Dial-out List for Instant and Emergency Conferences

Emergency Conference Notification

Ad Hoc Conferences Ad-hoc conferences let you hold public-access conferences of up to six

Viewing and Editing the Conference List

Overview of the Conference and Participant Control Screen

Viewing and Editing Conference Properties

Viewing Conference Information

Sharing Files Use this feature to share files during public and restricted conferences.

Adding a Shared File To add a shared file to a conference:

Viewing a Shared File Your capacity to view a shared file is determined when the file is originally

Deleting a Shared File Your capacity to delete a shared file is determined when the file is

Using Touch Tones to Control Conferences

Leaving a Conference

PRESENCE SERVER

What is the Presence Server?

Setting up E-mail Notification

Using the Access Control List

n Supplementary Copyright Information

Net-SNMP License Part 1: CMU/UCD copyright notice:

Xerces License The Apache Software License, Version 1.1

GLOSSARY

INDEX