Avaya 1000 Deployment Guide

Avaya Video Conferencing Manager
Deployment Guide

Issue 1

June 2010

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2 Avaya Video Conferencing Manager Deployment Guide

License types

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Avaya Video Conferen cing Manager Deployment Guide 3

Welcome to Avaya Video Conferencing Manager

Avaya Video Conferencing Manager is a comprehensive management software solution for
network administrators who manage video and voice communications systems in an IP
environment. With Avaya Video Conferencing Ma nager, network administrators can do the
following:

• Monitor and manage multi-vendor video and voice communications devices across the
entire enterprise from a web browser. Avaya Video Conferencing Manager includes
full-featured, standards-based video device management capabilities with real-time
status and event notification.

• Manage and automate video and voice call scheduling. Enable call participants to
schedule calls through Avaya Video Con ferencing Manager using a central scheduling
function, such as a help desk or video network operations center, or integrate Avaya
Video Conferencing Manager with Microsoft Exchange Server to leverage existing
information technology resources and enable users to schedule video and voice
conferences using Microsoft Outlook.

• Generate reports for tracking inventory and analyzing device utilization and
performance.

4 Avaya Video Conferencing Manager Deployment Guide

About this Guide

This guide is for network administrators or anyone who manages video and voice
communications systems in an IP environment and who needs to know how to install,
upgrade, use, or maintain Avaya Video Conferencing Manager. Topics addressed in this
guide include the following:

• planning an Avaya Video Conferencing Manager deployment

• planning to install Avaya Video Conferencing Manager software

• installing or upgrading Avaya Video Conferencing Manager

• configuring Avaya Video Conferencing Manager

• discovering and managing devices

• managing call scheduling

• generating reports

• using Avaya Video Conferencing Manager Administrator

• maintaining and troubleshooting an installation

Preparing for an Avaya Video Conferencing Manager Deployment

Planning is essential to successfully deploying enterprise-level software solutions. To avoid
unexpected problems and to stay on schedule, Avaya reco mm e nds a ph as ed app r oa ch to
deploying Avaya Video Conferencing Manager that includes planning, installing, testing, and
training before going live. Use the information in this section to prepare an Avaya Video
Conferencing Manager deployment plan for your organization.

Avaya Video Conferen cing Manager Deployment Guide 5

Deployment Overview

Satisfy hardware and software
prerequisites

Discover devices

Specify default device
passwords

Register mailboxes
with devices in Avaya
Video Conferencing
Manager

Enable Microsoft Exchange
Server integration?

Create Avaya Video
Conferencing Manager
user accounts (optional)

Configure alarms
and global settings
(optional)

Configure Microsoft
Exchange Server
mailboxes

Gather
configuration
information

Install Avaya Video
Conferencing Manager
with Microsoft Exchange
Server integration
enabled

Install Avaya Video Conferencing
Manager without Microsoft
Exchange Server integration

Activate Avaya Video
Conferencing Manager with

No

Yes

The following diagram shows the high-level tasks and associated dependencies involved in
deploying Avaya Video Co nferencing Manager for the first time. Use this diagram as a guide
when preparing a schedule to include in your deployment plan. The t asks associated with
Microsoft Exchange Server integration appear in blue with dotted line connectors. If you
intend to integrate Microsoft Exchange Server with A vaya Video Confer encing Manager, you
must enable the integration during installation of Avaya Video Conferencing Manager. You
cannot enable the feature after installing Avaya Video Conferencing Manager.

6 Avaya Video Conferencing Manager Deployment Guide

Planning for Integration with Microsoft Exchange Server

The most important decision to make when planning an A vaya Video Con ferencing Manager
deployment is whether to enable Microsoft Exchange Server integration when you install
Avaya Video Conferencing Manager. Avaya Video Conferencing Manager integrates with
Microsoft Exchange Server 2003 or Microsoft Excha nge Server 2007 to enable Microsoft
Outlook users to schedule video or voice conference calls in Avaya Video Conferencing
Manager without having an Avaya Vi deo Conferencing Manager user account or knowledge
about how to use Avaya Video Conferencing Manager. Without this feature, users of video
and voice communications systems typically must call a help desk or similar scheduling
facility to schedule a call through Avaya Video Conferencing Manager.

Note: If you intend to integrate Microsoft Exchange Server with Avaya V ideo Conferencing

Manager, you must enable the integration during installation of Avaya Video
Conferencing Manager. You cannot enable the feature after installing Avaya Video
Conferencing Manager.

In this release, enabling Microsoft Exchange Server integration also allows invitees to a
video call scheduled through Microsoft Outlook to specify a video communications system
through which they can be reached. To be inclu ded in the scheduled call, the device must be
an external device that is not managed by Avaya Video Conferencing Manager. This
enables invitees in your organization who are mobile, but who have access to video
communications systems, and invitees external to your organization to include an external
video communications device in a scheduled call. By default, this feature is disabled.

When you enable this feature, Avaya Video Conferencing Manager sends an email to all
human participants that are included in the meeting invitation. The email lists the IP
addresses of the video communications devices th at are sc hedu le d in the call an d inc lud es
reply instructions. If a human participant wishes to participate through a video device that is
not included in the scheduled call and not managed by Avaya Video Conferencing Manager,
the participant can reply to the email with the command call@IPaddress, where
IPaddress is the address of the external video communications device to use in the call.

Avaya Video Conferencing Manager th en adds this device to the schedule d call a nd notifies
the meeting organizer and all other human invitees of the change to the list of scheduled
devices. If Avaya V ideo Conferencin g Manager has no d atabase entry for the device, it adds
the device and its IP address to its database as an external device. The device then appears
on the Devices page as an external device. For more information about external devices in
Avaya Video Conferencing Manager refer to “Adding a New External Device” on page 48.

Avaya Video Conferen cing Manager Deployment Guide 7

This feature also enables the meeting organizer to convert a video call from one that is
placed automatically by Avaya Video Conferencing Manager to one that is placed manually
by meeting participants. For more information abou t enabling and using th is feature, refer to
“Specifying a Preferred Metho d of Participation” on page 83.

Caution: Enabling this feature allows a meeting invitee to add an external device to
Avaya Video Conferencing Manager’s database without having a user account in Avaya
Video Conferencing Manager. Avaya Video Conferencing Manager does not check the
validity of the IP address of an external device that is added to a call through this
mechanism. When the list of scheduled devices changes due to a reply from a human
invitee to the email messages generated by this feature, all human invitees receive an
email indicating the change. Avaya recommends that you use this feature in a test
environment to ensure that it meets your needs before deploying it in your organization.

The Avaya Video Conferencing Manager installation program prompts you to choose a
mechanism for authenticating Avaya V ideo Confer encing Manager users: eithe r OpenLDAP
(using the OpenLDAP server that installs with Avaya Video Conferencing Manag e r) or
Active Directory.

Note: If you choose to enable Microsoft Exchange Server integration , you must use Active

Directory for user authentication in Avaya V ideo Conferencing Manager and the
Active Directory server that you specify for user authentication, must be the same
Active Directory server used by your Microsoft Exchange Server installation.

Integrating Microsoft Exchange Server with Avaya Video Conferencing Manager requires
you to complete configuration tasks in both products. Ensure that your deployment plan
includes coordinating configuration tasks with your Microsof t Exchange Server administrator
and Active Directory administrator.

Enabling Microsoft Exchange Server integration is an optional step during the Avaya Video
Conferencing Manager installation process. If you choose to enable this feature, you can
disable it at any time after the installation process completes using configuration options in
Avaya Video Conferencing Manager Administrator.

For more information about Avaya Video Conferencing Manager Administrator, refer to
“Using Avaya Video Conferencing Ma nager Administrator” on page 88.

8 Avaya Video Conferencing Manager Deployment Guide

Microsoft Exchange Server Integration Overview

Integrating Avaya Video Conferencing Manager with Microsoft Exchange Server includes
the following tasks:

1. Create an email account in Microsoft Exchange Server for Avaya Video Conferencing
Manager. This is the email account Avaya Video Conferencing Manager monitors to
provide scheduling integration with Microsoft Exchange Server and Microsoft Outlook.
Set the size of this mailbox to 500MB. Log into this account in Microsoft Outlook at least
once to make it available for Avaya Vi deo Conferencing Manager. While logged in,
ensure the email box is set to the correct time zone.

Avaya recommends that you set the archive interval for the Avaya Video Conferencing
Manager mailbox to one week to prevent this mailbox from exceeding its storage limit.

Caution: This email box must be dedicated for use by Avaya Video Conferencing
Manager. Do not send general email to it or use it to send email. You must not open this
email box or modify any email messages in it. Doing so will interfere with the integration
of Microsoft Outlook scheduling with Avaya Video Conferencing Manager scheduling.

Avaya Video Conferen cing Man ager suppor t s on ly the Microsoft authentication protocol
NT LAN Manager (NTLM). Avaya Video Conferencing Manager does not function
properly if forms-based authentication is enabled in Microsoft Exchange Ser ver 2003.

2. When the Avaya Video Conferencing Manager installation program prompts you to
choose a mechanism for authenticating Avaya Video Conferencing Manager users,
enter values for the Configure for Active Director y option. Ensure that the Active
Directory server that you specify is the same one used by your Microsoft Exchange
Server.

3. When prompted by the Avaya Video Conferencing Manager installation program to
enable integration with Microsoft Exchange Server, be prepared to supply the following
information:

- If Microsoft Exchange Server requires HTTPS, select the corresponding check box.

- The version of Microsoft Exchange Server (either Microsoft Exchange Server 2003

or Microsoft Exchange Server 2007) that you wish to integrate with Avaya Video
Conferencing Manager.

- Microsoft Exchange Server hostname or IP address. _______________________

- Domain name for the server. __________________________________________

- Avaya Video Conferencing Manager email address. This is the ema il address of the

account described in task 1.
____________________________________________________________

Avaya Video Conferen cing Manager Deployment Guide 9

- Avaya Video Conferencing Manager email password. This is the password for the
email account described in task 1.

4. After installing or upgrading Avaya Video Conferencing Manager, you can deploy the
integration in one of the following ways. Refer to “Configuring Microsoft Exchange
Server” on page 36 for detailed configuration steps for these options.

Option 1:

Create a resource mailbox in Microsof t Exchange Server for e ach confer ence room that
contains a video or voice communications system managed by Avaya Video
Conferencing Manager, if one does not already exist. Forward each conference room
mailbox to the Avaya Video Conferencing Manager mailbox. In Avaya Video
Conferencing Manager, associate the managed video or voice communications system
with the email address of the mailbox resource for the conferen ce room. When Micros oft
Outlook users add conference rooms to a meeting request, Avaya Video Conferencing
Manager automatically schedules the video or voice communications device associated
with these conference rooms and places the call at the scheduled meeting time.

Note: If your network includes MCUs managed by Avaya Video Conferencing
Manager and you wish to allow meeting particip ants to select an MCU to include in a call
scheduled through Microsoft Outlook, you must also create a resource mailbox in
Microsoft Exchange Server for each MCU; forward each MCU mailbox to the Avaya
Video Conferencing Manager mailbox; and a ssociate the MCU with the email address of
the mailbox resource for the MCU.

Benefits:

With this option, Microsoft Outlook users do not need to be aware of or add the
video or voice communications devices to the meeting request as separate invitees.
Avaya Video Conferencing Manager automatically places the scheduled call to the
devices that reside in the conference rooms that the meeting organizer includes in
the meeting request.

Limitations:

Users may not want to use video or voice communications devices in the meetings.
Consider using this option if conference rooms that contain video or voice
communications devices are dedicated for use as video or voice conf er en cin g
rooms. Users who wish to select an MCU to add to a call must remember to add the
MCU as a separate invitee.

10 Avaya Video Conferencing Manager Deployment Guide

Option 2:

Create a resource mailbox in Microsoft Exchange Server for each video or voice
communications system managed by Avaya Video Conferencing Manager. Forward
each mailbox to the Avaya Video Conferencing Manager mailbox. In Avaya Video
Conferencing Manager, associate the managed video or voice communications system
with the email address of the mailbox resource. When Microsoft Outlook users create
meeting requests, they add the conference rooms and the voice or video
communications devices located in each room as separate invitees.

Note: If your network includes MCUs managed by Avaya Video Conferencing
Manager and you wish to allow meeting participants to select an MCU in a call
scheduled through Microsoft Outlook, you must also create a resource mailbox in
Microsoft Exchange Server for each MCU; forward each MCU mailbox to the Avaya
Video Conferencing Manager mailbox; and a ssociate the MCU with the email address of
the mailbox resource for the MCU.

Benefits:

Microsoft Outlook users can create meeting requests with or without voice or video
communications devices as invitees.

Limitations:

Microsoft Outlook users who want to use video or voice communications devices
must include both the conference rooms and the video or voice communications
devices as invitees to schedule calls.

Scheduling devices for a conference call in Avaya Video Conferencing Manager
does not prevent the conference rooms that contain these devices from being
reserved for the same meeting time by another meeting organizer in Microsoft
Outlook.

Avaya Video Conferen cing Manager Deployment Guide 11

Preparing Your Environment

Whether you are installing Avaya Video Conferencing Manager for the first time or
upgrading from a previous release, ensure that your environment meets the hardware and
software prerequisites, including port access and client support requirements, in “Planning
to Install Avaya Video Conferencing Manager Software” on page 14.

Gathering Device Usernames and Passwords

After you install Avaya V ideo Conferencing Manage r, you can use it to discover and manage
supported devices. When Avaya Video Conferencing Manager attempts to manage a
device, it logs on to the device’s command line or administrative interface using the logon
information that you supply for each make of supported device in the Passwords page. If
the logon information is missing in the Passwords page, or has changed on the device, you
must manually update the login information on each discovered device in Avaya Video
Conferencing Manager before Avaya Video Conferencing Manager can manage it. Before
you discover devices, gather logon inform ation for th e de vice s th at yo u int end to man a ge
with Avaya Video Conferencing Manager. For more information, refer to “Specifying Default
Passwords for Device Management” on page 30.

Planning for Users

Avaya Video Conferencing Manager supports multiple users and controls user access to
functionality through the use of roles. After you install Avaya Video Conferencing Manager
you can add users. Review the information about user roles and accounts in “Managing
User Accounts” on page 40 to determine which users to add and ro les to assign. “Appendix
A: User Role Access” on page 101 identifies the access level by role for each task that users
can perform in Avaya Video Conferencing Manager.

Configuring Alarms

Avaya Video Conferencing Manager includes hundreds of alarms that span 15 categories.
Before training users to monitor and respond to alarms, Avaya recommends that you
determine which alarms you wish to monitor. Refer to “Appendix B: Alarms by Category”
on page 106 for a complete list of alarms, including each alarm’s description and default
status. After you install A v aya V ideo Co nferencing Mana ger, set the m onitoring st atus of the
alarms that you wish to monitor to ON and the status of all others to OFF on the Alarms
Configuration page in Avaya Video Conferencing Manager Administrator.

12 Avaya Video Conferencing Manager Deployment Guide

You can also forward traps from all managed video and voice communications devices to
third party monitoring systems using the Northbound Settings page in Avaya Video
Conferencing Manager Administrator or on a device-specific basis using the Northbound
tab in the Device details page for a single device. For more information refer to “Using
Avaya Video Conferencing Manager Administrator” on page 88 and “Forwarding SNMP
Traps with Northbound Settings” on page 53.

Configuring Global Settings

Avaya Video Conferencing Manager Administrator enables you to set configuration options
that affect how certain features work in Avaya Video Conferencing Manager and to disable
or re-enable Microsoft Exchange Server integration and associated options. Review the
information about this tool in “Using Avaya Video Conferencing Manager Administrator”
on page 88 to determine which config u ra tio n op tio ns you wish to cha n ge for your
environment. Avaya recommends that you configure these options before training users.

Developing a Test Environment and Plan

Avaya recommends that you create a te st envi ronment fo r l earning ho w to use A v aya Video
Conferencing Manager, testing new features, and training new users. For example, after you
install Avaya V ideo Conferencing Manag er, discover a few devices at a time in a very limited
IP address range or use a specific IP address to add a limited number of a variety of devices
to use as test devices for device management and call scheduling tasks. Isolate or limit
access to these devices. Use the device management and call sche duling procedures in this
guide to create a test plan.

If you plan to enable Microsoft Exchange Server integration, be sure to include call
scheduling through Microsoft Outlook as part of the test plan for these devices. Use the
information in “Scheduling Conferences in Microsoft Outlook” on page 80 and, if you plan to
enable it, “Specifying a Preferred Method of Participation” on page 83.

Avaya Video Conferen cing Manager Deployment Guide 13

Developing a Training Plan

Use the procedures in this manual and information about user roles to assist you in
developing a training plan and training materials customized to your environment. If you
enabled Microsoft Exchange Server integration with your installation, both Avaya Video
Conferencing Manager users and Microsoft Outlook users will need to know how to
schedule video and voice calls through Microsoft Outlook. Refer to “Scheduling
Conferences in Microsoft Outlook” on page 80 and, if you plan to enable it, “Specifying a
Preferred Method of Participation” on page 83.

If you installed Avaya Video Conferencing Manager without enabling Microsoft Exchange
Server integration, and plan to use it for call scheduling, you may need to est ablish a training
plan for users who staff a centralized scheduling function, such as a help desk or video
network operations center, and procedures for meeting participants who wish to use a
centralized scheduling service.

Planning for Reports

Examine the reports available in Avaya Video Conferencing Manager to determine which
ones you want to generate and how often. Avaya Video Conferencing Manager includes a
reports subscription feature that automates report generation and delivery. For more
information, refer to “Generating Reports” on page 86.

Planning for Maintenance

After you install and configure Avaya Video Conferencing Manager and discover devices,
Avaya recommends that you back up your installation. For more information about backing
up the Avaya Video Conferencing Manager database, refer to “Database Management”
on page 89. If you plan to enable Microsoft Exchange Server integration, be sure to read
“Maintenance with Microsoft Exchange Server Integration” on page 96.

Planning to Install Avaya Video Conferencing Manager Software

Before you install Avaya Video Co nferencing Manager, ensu re that your environmen t meets
the following requirements.

Caution: If you are upgrading from a previous release, refer to “Upgrading A vaya Vid eo
Conferencing Manager” on page 25 for important information about upgrade
prerequisites.

If you plan to delay the installation after completing hardware and software prerequisite
tasks, consider securing the hardware or restricting access to it to pre vent use that may
interfere with the installation process or cause the installation to fail.

14 Avaya Video Conferencing Manager Deployment Guide

Hardware

Avaya Video Conferencing Manager supports the following minimum server configuration:

• 2.4GHz Pentium 4 processor

•1GB RAM

• At least 500MB of free hard disk drive space (Avaya recommends 4GB)
Note: Dual NIC cards are not supported on the Avaya Vide o Conferencing Manager

server.

Software

Ensure that the following software is installed on the server before you install Avaya Video
Conferencing Manager:

• Microsoft Windows Server 2003 with Service Pack 1 (minimum) or Service Pack 2
(recommended)

• You must install and activate the following Windows components on the server. Refer to
“Installing Windows Components” on page 20 for information about installing these
components:

- Application Server Console

- ASP.NET

- Enable Network COM+ Access

- Enable Network DTC Access

- Internet Information Server (IIS) v6.0 or later

• If you intend to use SSL to access Avaya Video Conferencing Manage r from a web
client, ensure that you obtain a valid server certificate.

Avaya Video Conferencing Manager is not supported on a server with an Active Directory
installation or that is a domain controller. Ensure that Active Directory is no t installed on the
server on which you intend to install A vaya V ideo Conferencing Ma nager and that the se rver
is not a domain controller.

Avaya Video Conferen cing Manager Deployment Guide 15

The Avaya Video Conferen cin g M anager in stallation program installs an OpenLDAP server,
the Microsoft .NET Framework 2.0 if not already installed, and PostgreSQL v8.3. You must
be logged in as a user with administrator privileges to install these programs. Befor e you run
the installation program, ensure that the following pre requ isites ar e me t on th e comp uter on
which you intend to install Avaya Video Conferencing Manager:

• You have administrator rights to install the applications.

• An existing OpenLDAP installation does not exist.

• An existing PostgreSQL installation does not exist.

• If OpenSSL exists on the server, ensure that the version is 0.9.7 or later or delete the
LIBEAY32.dll and SSLEAY32.dll files (located in the C:\windows\system32 folder).
The Avaya Video Conferencing Manager installation program installs a compatible
version of these files if OpenSSL does not exist on the server. If the Avaya Video
Conferencing Manager installation program detect s an earlier version, an error message
appears indicating that you must delete the LIBEAY32.dll and SSLEAY32.dll files. When
you click OK in the message dialog box and then click Next in the installation dialog
box, the installation program quits. You must then delete the LIBEAY32.dll and
SSLEA Y32.dll files and uninstall A vaya Video Conferen cing Manager before running the
Avaya Video Conferencing Manager installation program again. To uninstall Avaya
Video Conferencing Manager, refer to “Removing Avaya Video Conferencing Manager”
on page 99.

Caution: If you are performing an upgrade and the Avaya Video Conferencing
Manager installation program en coun ters a n incomp atible existing version of Open SSL,
uninstalling Avaya Video Conferencing Manager removes the installation. You cannot
continue the upgrade or return your exist ing Avaya Video Confer en cin g M anag e r
installation to its previous state without uninstalling Av aya Video Confe rencing Manager,
reinstalling the previous version and restoring its database from a backup. If you are
planning to upgrade your Avaya V ideo Conferencing Manager installation, ensure that
you check for an existing OpenSSL installation before performing the upgrade. For more
information about upgrade prerequisites, refer to “ Upgrading A vaya V ideo Confer encing
Manager” on page 25.

16 Avaya Video Conferencing Manager Deployment Guide

Client Support

You can access the Avaya Video Conferencing Manager user interface from a computer
equipped with the following:

• A supported web browser (refer to the Release Notes at support.avaya.com)

• 256MB memory

• Adobe Flash Player (refer to the Release Notes at support.avaya.com for supported
versions)

Note: Adobe Flash Player is included with the Avaya Video Conferencing Manager
installation program as an optional inst allation step, or you ca n download it d irectly fro m
www.adobe.com.

Ports

The Avaya Video Conferencing Manager installation program automatically installs and
prompts you to configure an Op enLDAP server. The OpenLDAP server installs on the same
server as the Avaya Video Conferencing Manager software and uses TCP port 389 by
default. Y ou can accept the de fault port if not already in use, or specify a different port for the
server to use. Ensure that any firewalls that are installed on the Avaya Video Conferencing
Manager server are configured to allow incoming traffic on this port.

Avaya Video Conferen cing Manager is based on Micr osoft’ s .NET framework and uses TCP
port 8085 for IIS to Avaya’s server communication.

Avaya Video Conferencing Manager uses TCP port 3336 when scheduling conferences
through Radvision and MCUs.

The user interface is hosted on IIS on a Microsoft Windows Se rver 2003 platfo rm on port 80,
or port 443 if the SSL option is used. Dynamic updates are provided through TCP and UDP
port 4296 of the web server.

Avaya Video Conferencing Manager also requires TCP port 483 for Adobe Flash security.
Adobe Flash clients retrieve a master policy file from this port on the server.

Avaya Video Conferen cing Manager Deployment Guide 17

Avaya Video Conferencing Manager supports management of video communications
devices through standard APIs such as those listed in the following table. Communication
with these devices is through default ports provided for FTP, SNMP, and HTTP.

Protocol Ports

FTP TCP port 21 for outbound communication from Avaya Video

Telnet TCP port 23 for outbound communication from Avaya Video

SSH TCP port 22 outbound communication from Avaya Video

SNMP v1, v3 UDP port 161 for inbound communication

HTTP TCP and UDP port 80
HTTPS TCP port 443
LDAP TCP port 389 for OpenLDAP (unless changed during installation)

Conferencing Manager to Codian, Tandberg, and Polycom devices

Conferencing Manager to Tandberg devices
TCP port 24 for outbound communication from Avaya Video

Conferencing Manager to Polycom devices

Conferencing Manager

Avaya Video Conferencing Manager connects to this port on a
device to retrieve data from the device.

UDP port 162

Avaya Video Conferencing Manager listens on this port to
receive traps from a device. When the device needs to forward
a trap, it connects to the Avaya Video Conferencing Manager
server on this port to deliver the trap.

for inbound communication from Avaya devices to the Avaya Video
Conferencing Manager server

Data Storage

Avaya Video Conferencing Manager stores data in the PostgreSQL database management
system. The installation program installs PostgreSQL on the same server as Avaya Video
Conferencing Manager.

A database instance is created using Trusted Windows Authentication. The connection
mechanism uses the PostgreSQL Data Provider. Avaya Video Conferencing Manager uses
an LDAP-based H.350 compliant address book.

18 Avaya Video Conferencing Manager Deployment Guide

Installing Avaya Video Conferencing Manager

Before installing Avaya Video Conferencing Manager, ensure that your environment meets
all hardware and software requirements described in “Planning to Install Avaya Video
Conferencing Manager Software” on page 14. If you intend to enable and configure
Microsoft Exchange Server integration with your Avaya Video Conferencing Manager
installation, ensure that you have read and understand the requirements for enabling and
configuring this feature as described in “Preparing for an Avaya Video Conferencing
Manager Deployment” on page 5 and collected the information required to enable this
feature during the installation process.

Caution: If you are upgrading from a previous release, refer to “Upgrading A vaya Vid eo
Conferencing Manager” on page 25 for important information about upgrade
prerequisites.

Installing Avaya Video Conferencing Manager includes the following tasks:

• Install Microsoft Windows components.

• Run the Avaya Video Conferencing Manager installation program.

If you are upgrading from a previous release, complete the steps in “Upgr ade Prerequisites”
on page 25.

The Avaya Video Conferencing Manager installation program also installs Avaya Video
Conferencing Manager Administrator, a web- based tool you can use to view and change the
status of services and modify application, alarm, OpenLDAP, email, Microsoft Exchange,
conference, database management (backup and restore), license, and report configuration
settings. For more information, refer to “Using Avaya Video Conferencing Manag er
Administrator” on page 88.

Avaya Video Conferen cing Manager Deployment Guide 19

Installing Windows Components

Before installing Avaya Video Conferencing Manager, you must install the following
Microsoft Windows components on the server:

• Application Server Console

• ASP.NET

• Enable Network COM+ Access

• Enable Network DTC Access

• Internet Information Server (IIS)
To install the Microsoft Windows components, follow these steps:

1. From the Windows Control Panel, choose Add or Remove Programs and click
Add/Remove Windows Components in the left panel.

2. From the Windows Components Wizard, select Application Server and click Details.

3. Enable the following required subcomponents:

- Application Server Console—Provides a central location from which to administer

web applications.

-ASP.NET—Required to deploy ASP.NET web applications to a production server.

Avaya Video Conferencing Manager is an ASP.NET web application.

- Enable Network COM+ Access—Builds on Component Object Model (COM)

integrated services and features. Most Avaya Video Conferencing Manager
components are service components.

- Enable Network DTC Access—Coordinates COM+ transactions. Avaya Video

Conferencing Manager components use DTC for remot e ca lls.

- Internet Information Server (IIS)—Provides the infrastructure for .NET and

existing web applications and services. The default enabled subcomponents
Internet Information Service Manager and World Wide Web Service are
required to run Avaya Video Conferencing Manager.

4. Click OK.

5. Click Next to complete the installation.

6. Close the Add or Remove Programs window.

20 Avaya Video Conferencing Manager Deployment Guide

Running the Installation Program

The Avaya Video Conferencing Manager installation program installs and prompts you to
configure the Avaya Video Conferencing Manager software and an OpenLDAP server.
Avaya recommends that you collect the following require d information before performing th e
installation:

• fully qualified domain name of your organization’s SMTP server

• email address of the person who will receive Avaya Video Conferencing Manager
alarms

• IP address for the OpenLDAP server

• port for the OpenLDAP server (the default is port 389)

• domain suffix of the OpenLDAP directory tree structure (for example, example.com)

• If enabling Microsoft Exchange Server integration:

- Microsoft Exchange server’s IP address

- domain name for the Microsoft Exchange server

• IP address for the Avaya Video Conferencing Manager server

To run the Avaya Video Conferencing Manager installation program, follow these steps:

1. If the Welcome screen does no t appear af ter yo u insert the d istribution me dia, open the
Avaya Video Conferencing Manager distribution media, and double-click setup.exe.

a. Click Next on the Welcome screen.
b. Accept the terms of the license agreement and click Next.
c. Complete the Customer Information screen and click Next.

You can specify whether you want to install Avaya Video Conferencing Manager
only for yourself or for all users of the server.

d. Select Typical to install Avaya Video Conferencing Manager in the default location

(Program Files\Avaya\SystemManager) or select Custom to identify a
directory into which to install Avaya Video Conferencing Manager.

e. Click Next, then click Install to begin the installation.

When this stage of installation is complete, the Avaya Video Conferencing
Manager Configuration screen appears.

Avaya Video Conferen cing Manager Deployment Guide 21

2. To configure Avaya Video Conferencing Manager, enter values for the following fields.
Note: The SMTP server and email addresses are required for alerts.

a. SMTP Server—Enter the fully qualified domain name of the SMTP server for your

organization.
b. T o Email Address—Enter the email a ddr ess of the r ecipie nt who wil l rece ive a ler ts.
c. From Email Address—Enter the email address that will appear as the From

address of an alert message.

For example: [e-mail])
d. Use https—Specify whether to use SSL for communication between the Avaya

Video Conferencing Manager server and the web clients or to use HTTP.
e. Make Avaya Video Conferencing Manager the default web site?—Choose Yes

for the server's host name to be an alias for the A vaya V ideo Conferen cing Manager

URL. Users can enter this host name in their browsers to access Avaya Video

Conferencing Manager, for example:

http://<hostname>

f. Click Next.

The OpenLDAP Installation dialog box appears and prompts you to continue.

OpenLDAP installs on the same server as Avaya Video Conferencing Manager and

is a required component of an Avaya Video Conferencing Manager installation.

3. Click Next to continue.
The setup program installs the OpenLDAP server. The LDAP Configuration dialog box

appears.

22 Avaya Video Conferencing Manager Deployment Guide

4. Complete the LDAP server configuration by entering values in the following fields:
a. In the OpenLDAP Settings area, complete the following:

• From the OpenLDAP Server IP list, select the IP address for the OpenLDAP
server. OpenLDAP installs on the same server as Avaya Video Conferencing
Manager.

• Specify a Port to use. The default is port 389.

• Specify the domain suffix for the OpenLDAP directory tree structure. For
example, example.com.

b. In the User Authentication area, select and enter values in the fields for one of the

following:

Note: If you plan to enable and configure the Microsoft Exchange Server
integration feature, you must use Active Directory for user authentication in
Avaya Video Conferencing Manager. The Active Directory server specified in
this step must be the same one used by your Microsoft Exchange Server.

• Configure for OpenLDAP—Create a user account for logging into Avaya
Video Conferencing Manager. Enter a user name and password.

- or -

• Configure for Active Directory—Specify an existing domain and an existing
user account for logging into A vaya Video Conferen cing Manager. The specified
user must be set up so that passw ords never expire. A vaya V ideo Conferencin g
Manager uses Active Directory to access the user accounts for authentication
purposes only, and does not add, delete, or modify user accounts.

The machine on which you are installing Avaya Video Conferencing Manager
must already be on the domain if you choose this option.

Note: The user must have administrator privileges. The password is case-sensitive.
c. Click Configure LDAP.

When the configuration completes, a status message appears.

d. Click OK to close the status message.
The Avaya Video Conferencing Manager configuration for Microsoft Exchange

support dialog box appears.

Avaya Video Conferen cing Manager Deployment Guide 23

5. By default, Enable Exchange server integration with Avaya Video Conferencing

Manager is selected. Complete the following fields:

- If your Microsoft Exchange Server requires HTTPS access, select the Exchange
server requires HTTPS access check box.

- Click either Exchange 2003 or Exchange 2007 to specify which version of

Microsoft Exchange Server you wish to integrate with Avaya Video Conferencing
Manager.

- Enter the Microsoft Exchange Server’s IP address in Exchange Server address.

- Enter the domain name for the Microsoft Exchange Server in Domain Name.

- Enter an email address for Avaya Video Conferencing Manager email address.

For example, [e-mail]. This is the
email account Avaya Video Conferencin g Manager monitors to provide scheduling
integration with Microsoft Exchange Server.

Caution: This email box must be dedicated for use by Avaya Video Conferencing
Manager. Do not send general email to it or use it to send email. You must not open
this email box or modify any email messages in it. Doing so will interfere with the
integration of Microsoft Outlook scheduling with Avaya V ideo Conferencing
Manager scheduling. Additionally, set the size of this mailbox to 500MB. You must
log on to the account in Microsoft Outlook at least once to make it available for
Avaya Video Conferencin g Manager. While logged in, ensur e the email box is set to
the correct time zone.

- Enter a password for the Avaya Video Conferencing Manager email box in Avaya
Video Conferencing Manager password.

6. Click Next.
The Server Location Configuration dialog box appears.

7. Select values for the following fields:

- From the Country list, select the country in which the Avaya Video Conferencing

Manager server is located.

- From the State list, select the state in which the Avaya Video Conferencing

Manager server is located, if applicable.

- From the Server IP Address list, select the IP address for the Avaya Video

Conferencing Manager server.

24 Avaya Video Conferencing Manager Deployment Guide

8. Click Configure and then click OK.
Note: If the installation fails, refer to “Troubleshooting Avaya Video Conferencing

Manager” on page 95. If you must reinstall Avaya Video Conferencing Manager after
fixing the problem, ensure that you uninstall the OpenLDAP server an d the PostgreSQL
database before attempting to install again. Refer to “Removing Avaya Video
Conferencing Manager” on page 99.

9. Click Finish.
The Avaya Video Conferencing Manager installation is complete.

10. Restart your computer to ensure that the changes take effect.

Upgrading Avaya Video Conferencing Manager

The Avaya Video Conferencing Manager installation program installs the Microsoft .NET
Framework 2.0 if not already installed. During an upgrade, the Avaya Video Conferencing
Manager installation program changes the ASP.NET version of all web sites installed in IIS
to v2.0. Other web sites installed in IIS that are not running in their own application pools
may not function properly after the upgrade. To work around this issue after performing the
upgrade, refer to “Installation Ends with an Error Message” on page 96.

Upgrade Prerequisites

Before you upgrade your Avaya Video Conferencing Manager inst allation, complete the
following tasks:

• Avaya recommends that you back up your Avaya Video Conferencing Manager
database before performing an upg rade. Refer to the product documentation for the
version of Avaya Video Conferencing Manager fr om which you are upgrading for backup
instructions.

• Create a backup copy of the SharedXML folder and the *.config files that are located in
the installation folder.

• Ensure that the server on which Avaya Video Conferencing Manager is installed has at
least 500MB of free disk space.

• Ensure that the server on which Avaya Video Conferencing Manager is installed does
not have an Active Directory installation and is not a domain controller.

• Ensure that you have administrator rights to perform the upgrade.

• Ensure that Avaya Video Conferencing Manager is not in use during the upgrade.

Avaya Video Conferen cing Manager Deployment Guide 25

• If OpenSSL exists on the server, ensure that the version is 0.9.7 or later or delete the
LIBEAY32.dll and SSLEAY32.dll files (located in the C:\windows\system32 folder). The
Avaya Video Conferencing Man ager installatio n program installs a comp atible version of
these files if OpenSSL does not exist on the server.

Caution: If the Avaya Video Conferencing Manager installation program detects an
earlier version of OpenSSL, an error message appears indicating that you must delete
the LIBEA Y32.dll and SSLEAY32.dll files. When you click OK in the message dialog box
and then click Next in the installation dialog box, the inst allation program quits . You must
then delete the LIBEAY32.dll and SSLEAY32.dll files and uninstall Avaya Video
Conferencing Manager using the steps in “Removing Avaya Video Confer en cin g
Manager” on page 99. You cannot continue the upgrade or return your existing Avaya
Video Conferencing Manager installation to its previous state without uninstalling A vaya
Video Conferencing Manager, reinstalling the previous version and restoring its
database from a backup. If you are upgrading your A vaya V id eo Conferencing Mana ger
installation, ensure you do not have an incompatible version of OpenSSL on the
computer on which Avaya Video Conferencing Manager is installed before you perform
the upgrade.

Performing an Upgrade

Before performing an upgrade, ensure that you complete all tasks in “Upgrade
Prerequisites” on page 25.

To upgrade from a previous version of Avaya Video Conferencing Manager, follow these
steps:

1. On the Avaya Video Conferencing Manager distribution media, double-click setup.exe.
The program automatically detects an existing Avaya Video Conferencing Manager
installation that is eligible for an upgrade.

2. When prompted to continue with the upgrade, click Next.

3. Click Next.

4. Click Finish.

5. Restart your server to ensure that the changes take effect.

Note: To integrate Microsoft Exchange/Outlook scheduling with Avaya Video

Conferencing Manager, refer to the instructions in “Configuring Microsoft Exchange
Server” on page 36.

26 Avaya Video Conferencing Manager Deployment Guide

Configuring Your Environment

After installing Avaya Video Conferencing Manager, configure your environment by
completing the following tasks:

• Access Avaya Video Conferencing Manager from your web browser.

• Activate Avaya Video Conferencing Manager with a license key.

• Specify default passwords for device management.

• Discover the devices on your network.

• Familiarize yourself with the Avaya Video Conferencing Manager Dashboard.

• If you chose to integrate Microsoft Outlook with Avaya Video Conferencing Manager
during installation, configure both product s to complete the integration.

• Create user accounts (optional).

• Configure alarms and other global settings (optional).

Accessing Avaya Video Conferencing Manager

After installing Avaya Video Conferencing Manager on a server, you can access the user
interface from a supported web browser.

To log in the first time, follow these steps:

1. Access the user interface by entering the URL in your web browser, for example:

http://<hostname>

Note: If Avaya Video Conferencing Manager is not configured to be the default web
site for the server, you must enter the full path for Avaya Video Conferencing Manager,
for example:

http://<hostname>/avayasystemmanager

2. If Avaya Video Conferencing Manager detects an incompatible version of Adobe Flash
Player or Adobe Flash Player is not installed on your system, a page appears that
contains links to installation files for a supported version. Install the sof tware, close your
browser, and repeat step 1. The Avaya Video Conferencing Manager launch page
appears.

Note: If the launch page does not appear, refer to “Troubleshooting Avaya Video
Conferencing Manager” on page 95.

3. Select a language and click Launch Avaya Video Conferencing Manager.
The Avaya Video Conferencing Manager login screen appears.

Avaya Video Conferen cing Manager Deployment Guide 27

4. Enter a User name and Password. These values are the user name and password that
you entered for user authentication in step 4 on page 23.

Note: If cookies are enabled on your browser, Avaya Video Conferencing Manager
remembers the user name and password for subsequent sessions if you select the
Remember me check box.

5. Press the Enter key or click the LOGIN button. The Avaya Video Conferencing Manager
Dashboard appears.

After logging in as a user with administrator privileges, you can set up other users. Refer
to “Managing User Accounts” on page 40.

Obtaining the License Key

To use Avaya Video Conferencing Manager, you must configure the software with a license
key (located on the Avaya Video Conferencing Manager CD packaging) and activate the
software. Contact your Avaya reseller or Avaya Technical Services if you do not have a
license key and need assistance.

Note: Once you have activated the license key with your software, you cannot reuse that

key.

Activating Avaya Video Conferencing Manager through the Internet

To activate Avaya Video Conferencing Manager automatically using the Internet, follow
these steps:

1. Access Avaya Video Conferencing Manager.

2. A row of icons at the bottom of the Avaya Video Conferencing Manager Dashboard
serves as a navigation bar. Click the License Manager icon.

3. In the License key section, enter the license key included with the Avaya Video
Conferencing Manager CD packaging.

4. Click Save.
Avaya Video Conferen cing Man age r au toma tically contacts the License Key server and

unlocks the software. The License Details section of the License Manager shows the
number of seats and the type of license (demo version or purchased version), the total
number of licenses in use, and the number remaining. The total number of licenses in
use and the number remaining also appe ar in the Device Inventory section of the
Avaya Video Conferencing Manager Dashboard.

28 Avaya Video Conferencing Manager Deployment Guide

Activating Avaya Video Conferencing Manager without Internet Access

To activate Avaya Video Conferencing Manager manually without Internet access, follow
these steps:

1. Call the Avaya Video Technical Center at 800-242-2121 extension 15 626 re questin g a n
unlock key for your license key.
The following information is required:

- Customer name

- Sold to or Functional location

- Purchase Order number

- MAC address

- License key

- Channel Partner or reseller (if applicable)

2. Access Avaya Video Conferencing Manager.

3. In the navigation bar, click the License Manager icon.

4. In the Unlock key section, enter the license key included with the Avaya Video
Conferencing Manager CD.

5. Enter the unlock key provided to you through email from Avaya.

6. Click Save.
Avaya Video Conferencing Manager unlocks the software with the key information you

provided. The License Details section of the License Manager shows the number of
seats and the type of license (demo version or purchased version), the total number of
licenses in use, and the number remaining. The total number of licenses in use and the
number remaining also appear in the Device Inventory section of the Avaya Video
Conferencing Manager Dashboard.

Avaya Video Conferen cing Manager Deployment Guide 29

Specifying Default Passwords for Device Management

When Avaya Video Conferencing Manager attempts to manage devices, it uses the device
logon information that you specify for each m ake of suppo rted third-party device in the
Password page.

Note: Avaya Video Conferencing Manager automatically uses the default command line

interface user (auto) and password (avaya) when attempting to manage Avaya
devices.

If you do not specify a valid user name and password for suppo rted third -party devices, or if
the password that you specify has been changed on a device, the devices appear on the
Devices page with a Login failed icon in the Status column and you cannot manage
them until you update the password for each device.

Note: Updating a password for a device in Avaya Video Conferencing Manager changes

the password stored for that device in the Avaya Video Conferencing Manager
database. It does not change the password stored on the device. To change the
password stored on the device using Avaya Video Conferencing Manager, the
device must be managed in Avaya Video Conferencing Manager. When you use
Avaya Video Conferen cing Manager to change a password on a managed device,
the password is automatically updated in the Avaya Video Conferencing Manager
database. For more information about updating or changing device passwords
using Avaya Video Conferencing Manager, refer to “Managing Device Passwords”
on page 58.

To enter default user names and passwords to use for discovering devices, follow these
steps:

1. Access Avaya Video Conferencing Manager.

2. In the navigation bar, click the Password icon.

3. In the Other Protocols section, select the make of the third party device for which you
wish to enter a user name and password. Refer to the documen t ation that accomp anies
your third party devices for information about the device’s default user name and
password. Avaya Video Conferencing Manager supports only one user name and
password for each make of supported device as the default to use during device
discovery.

4. Click Add.

30 Avaya Video Conferencing Manager Deployment Guide