Avaya 1010, 1020 Administrator's Guide

Avaya 1010 and1020 User and Administrator Guide

May 2011

Avaya 1010 and 1020 User and Administrator Guide 2

Welcome to Avaya Video Conferencing Systems

This guide explains how to administer, locally configure, and use the Avaya 1010 and 1020 vi de o conferencing systems. For information about administering Avaya 1030, 1040, and Avaya 1050 video conferencing systems, refer to the Avaya Video Conferencing Systems User and Admin istr a tor Guide for those systems. For information about how to install and physically connect an Avaya video conferencing system, refer to the installation guide for your Avaya video conferencing system model.

Avaya 1010 and 1020 video conferencing systems connect to Avaya Aura® Session Manager. Refer to Administering Avaya Aura® Communication Manager for Avaya Aura® Session Manager for details about how to administer these video systems on Avaya Aura® Session Manager.

Related documentation is available from the documentation CD included with the product and from support.avaya.com. Release Notes, technical notes, and technical reference publications are available from support.avaya.com.

NOTE Note: Avaya 1010 and 1020 video conferencing systems are not

administrable on H.323 video gatekeepers.

This guide is divided into four sections. Use the following table to navigate the content.

Using Describes how to place and manage calls; start a presentation; and create a recording.

Section 1: Using Avaya 1010 and 1020

Getting Started

When your Avaya system is idle, a screen saver appears or the screen is black. An incoming call or pressing any button on the remote control automatically activates the system. Point the remote control at the IR receiver (typically located on the camera or the codec), not the screen, to activate the system.

The navigation bar at the bottom of your Avaya system’s main screen contains icons that correspond to buttons on the remote control. As you use the arrow keys on the remote control to navigate to dif ferent parts of the screen, the icons change depending on available actions. Use the remote control to perform the following tasks:

Placing, answering, and ending a call

Controlling a near or far end camera

Selecting a screen layout

Initiating a presentation through AvayaVirtualLink

Creating a recording With LifeSize Video Center configured, you may create an out-of-call recording. Read

From the main screen, select Video Call (or Voice Call) and press OK. Enter the number and press to place a call.

Press OK to answer a call and to end a call. Read more at Placing a Call, Automatically Answering Calls, and Managing a Call.

To adjust a near end PTZ camera when the system is idle, press the near/far camera button. During a call, press to switch between the near and far end cameras.

Read more at Controlling a Far End Camera. Press to change the screen layout during a call.

Read more at Managing Video Layouts. With AvayaVirtualLink installed on your laptop, Avaya 1010 and 1020 can share IP-based

presentation data during a call. When AvayaVirtualLink initiates the presentation, click OK from the Avaya 1010 and 1020 prompt.

Read more in the AvayaVirtualLink Installation Guide. Download AvayaVirtualLink from

support.avaya.com.

more at Creating a Recording.

Placing a Call

Place a video or voice call with your Avaya system as follows:

• Placing a Call from the REDIAL List on the main screen or Placing a Call from the Directory.

A video icon represents a video call in progress. A voice icon represents a voice call. By default, the system information, status bar, and navigation bar are hidden after a call has been

connected for 10 seconds. These items reappear after interaction with the system. Adjust the fade out interval in User Preferences : Appearance : Fade Out Timeout. T o hide or show user interface elements during a call, press .

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Dialing a Number from the Main Screen

1. Use the arrow keys on the remote control to select Video Call (or Voice Call) and press OK.

2. Enter the number you wish to call. The last number entered appears by default. Press

to delete the

number.

3. Press call .

Additional options:

Edit options Before placing the call, you may edit the number as follows:

• Press to delete a character.

• Press to change the text entry method. By default, text entry is numeric and 123

appears at the bottom of the screen. To enter a hostname, such as meetingroom.company.com, select the abc option.

• Press to display the keyboard from which you can enter alphanumeric characters. Use

the arrow keys to navigate to the character you wish to enter and press OK.

Video Calls Only: Press OK to exit the field.

Maximum video bandwidth

Set the maximum bandwidth for video calls by navigating to the list next to the entry box for numbers and pressing OK. Use the arrow keys to select a maximum bandwidth for the call and then press OK.

Placing a Call from the REDIAL List

To place a call from the REDIAL list on the main screen, use the arrow keys on the remote control to select an entry and press OK.

The REDIAL list stores up to 15 recently dialed numbers. The last call placed always appear s at the top of the list. Unless it is locked, the oldest entry in the list is automatically removed when the system receives a call after the maximum number of entries has been reached.

Each entry includes the name of the system called and an icon that indicates whether the call was a voice

or video

call. If the system receives a call but does not answer it, the call appears in the REDIAL

list as a missed call. The symbol appears next to the name in the entry. Adjust the maximum number of entries in the REDIAL list in User Prefere nces : Calls : Maximum Redial

Entries. You can also remove or lock entries; and add entries from the REDIAL list to the local directory. For more information, refer to Managing the REDIAL List.

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Automatically Answering Calls

Configure your system to automatically answer incoming calls in User Preferences : Calls.

Call Preference Description Default Value

Auto Answer If set to Disabled, you must manually answer or ignore incoming calls. Disabled Auto Answer

Mute Auto Answer

Multiway Call

If set to Enabled and Auto Answer is set to Enabled, the system is muted when a call connects.

If set to Enabled, the system automatically answers an incoming audio call after the first call has connected. The system beeps to indicate when a new call connects.

The New Call Automatically Answer ed dialog box displays the name and number of the added voice caller. Select Hang Up and press OK to hang up the call. If you ignore the dialog box, the system accepts the call.

Enabled

Enabling Do Not Disturb During Calls

Enable the do not disturb feature from any call screen during a call as follows:

1. Press OK on the remote control to display the Call Manager.

2. Use the arrow keys to navigate to Do Not Disturb.

3. Press OK.

If you receive an incoming call during a call and Auto Answer Multiway Call is set to Disabled, you can choose Do Not Disturb, which ignores the incoming call and prevents other calls from interrupting for the duration of the call. The caller hears a busy signal. Calls missed while the do not disturb feature is enabled appear in the REDIAL list on the main screen.

Using System Do Not Disturb

Enable the system do not disturb feature to show only the background image of the main screen with the status and navigation bars and a system do not disturb me ssage. The system responds only to the volume control buttons and the OK button on the remote control. Callers hear a busy signal and missed calls appear in the REDIAL list. Consider using this feature if you are using the meeting room for a purpose other than a video conference and do not wish to be disturbed by incoming calls.

To enable this feature, follow these steps:

1. From the main screen, press

2. Use the down arrow key to select Do Not Disturb.

3. Click OK.

A dialog box indicates that the system do not disturb feature is enabled.

4. Press OK to return the system to normal operation.

to access the system menu.

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Managing a Call

During a call, you can view call status, manage audio output and video images, and control the PTZ camera.

To view call statistics during a call, press such as bandwidth and packet loss, and commonly indicate the cause of problems you may experience during a call. Statistics automatically refresh every 5 seconds and disappear from view after 5 minutes.

. Statistics include audio and video transmit and receive data

Call Encryption

If a video or voice call is encrypted, one of the following icons appears next to the caller ID:

Denotes a voice call that is encrypted. In the Call Status, Call Manager list, and Call Statistics list, the following icon appears:

Video Calls Only: If your Avaya system is participating in a multiway call th at another Avaya system is hosting and your connection to the host is encrypted, your display shows the encryption status of the participant’s connectio n to the host. If your connection to th e ho st is no t encrypted , all con nections appea r as unencrypted.

Adjusting Audio Preferences

Adjust volume preferences for audio inputs at User Preferences : Audio. Preferences appear with an audio meter next to the slider. The audio meter expands below the slider when you select the slider and press OK on the remote control.

Use the audio meter to determine the best volume setting. If you adjust the volume of the active microphone, position yourself the same dist ance from the m icrophone as p articipa nts would be in the room during a video conference. Speak and observe the color of the bars that appear in the audio meter. Green bars indicate an acceptable setting at normal speaking volume. Yellow bars are acceptable if you are shouting or speaking loudly. Avoid settings that produce red bars in the audio meter.

For Active Microphone Volume, Avaya recommends a volume setting of 5 to 8 for most Avaya Video MicPod 1000 configurations and 5 to 10 for most Avaya Video Camera 100 configurations.

Managing Video Layouts

To change the screen layout of near and far end video images, press at any time during a call. The number of the selected screen layout (x) a nd the total n umber of available scree n layouts (y) appea r in

the center of the screen above the status bar as x/y. Screen layouts appear as one of the following types:

• A far end participant or a presentation, when in progress, appears as the largest video image.

• Your site, the near end participant, appears as the largest video image.

• Both video images are the same size.

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Layout 3/3

Far video

Near video

Layouts 1/2 and 2/3

Far video

Near video

(disappears)

Layout 2/3: Far and near video

swap positions

Layout 3/6

Presentation

Near video

Layouts 1/6 and 2/6

Presentation

Near video

(disappears)

Layout 2/6: Presentation and near

video swap positions

Layout 6/6

Far video

Near video

Layouts 4/6 and 5/6

Far video

Near video

(disappears)

Layout 5/6: Far and near video

swap positions

If you choose a screen layout that shows both video images as the same size, only the dominant speaker icon moves to indicate which participant is currently speaking.

Two-way Call

Two-way Call with Presentation

Controlling a Far End Camera

Control a far end PTZ camera during a video conference in the same way you control a near end PTZ camera if the far end camera is enabled properly. Avaya Video Camera 100 does not support camera control.

During a video call, a camera icon appears in the video image of the participa nt whose camera you are controlling. An orange camera icon indicates control of the primary (near) input. A blue camera icon

in a far end video image indicates control of the far end camera. By default, the near camera is

selected.

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Selecting a Far End Camera

Do the following from any call screen:

1. Press the near/far camera button.

The blue camera icon appears in the far end video image in the call.

2. If more than one video participant is connected, continue to press until appears in the far

end video image of the participant whose camera you wish to control.

3. Use the arrow and zoom keys on the remote control to adjust the PTZ camera.

Selecting the Far End Primary Input

1. Select the far end participant who se input device you wish to control by following the steps in Selecting

a Far End Camera.

2. Press input to choose the far end input device.

A menu of available input devices appears.

3. Use the arrow keys on the remote control to select a device and press OK.

Ending a Call

Remote control Press hang up . Pressing in a two-way call, ends the call. When you press in a

multiway call, the Call Manager appears. Call Manager Press OK to show the Call Manager and select Hang Up. REDIAL list Press to show the main screen and REDIAL list. Select the call you wish to end and press

OK.

NOTE If your Avaya system is participating in a multiway video call hosted by

another Avaya system, all visible callers appear in the Call Manager rather than only the system hosting the call. You can hang up only your connection to the system hosting the call.

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Managing the REDIAL List

Manage an entry in the REDIAL list by selecting the entry and pressing on the remote control. The following options are available:

Save Adds the entry to the local directory. Remove Removes the entry from the REDIAL list. Lock Prevents the entry from being removed after the maximum number of entries in the list has been

reached. The lock symbol appears next to the name in the entry when the entry is selected. Locking an entry does not prevent it from being removed from the list manually.

Adjust the maximum number of entries in the REDIAL list by setting User Preferences : Calls : Maximum Redial Entries. Choosing None removes entries from the REDIAL list and prevents new entries from appearing on the list.

Creating a Recording

With LifeSize Video Center configured in your environment, you may initiate an out-of-call recording. Read more in the LifeSize Video Center Administrator Guide.

1. From the main screen, press .

2. Press

3. If prompted, enter a valid recording key. If successful, the recording begins and the recording icon

appears.

4. To end the recording, press .

Advanced Camera Functions

Avaya Video Camera 100 does not support advanced camera functions.

Configuring Camera Presets

A camera preset is a predefined camera position that is associated with a numeric key on the remote control. Camera presets enable you to quickly change the position of the near end PTZ camera during a call by pressing a single key on the remote control instead of using the arrow and zoom keys. Far end participants see the video image withou t the delay that is associated with using more than one key to position the camera.

You can save nine presets through the remote control. When presets are available for use, icons for the numeric keys (0 through 9) followed by the word Presets appear in the navigation bar.

Avaya 1010 and 1020 User and Administrator Guide 10

Configure and use presets in the Primary Input screen before placing a call as follows:

1. Press near/far to select the near end camera and then adjust its position.

2. Press and hold a numeric key (1 through 9) on the remote control until Preset x saved appears above

the status bar. The current position of the camera is associated with the numeric key. If you choose a numeric key that already has a preset configured, it is overwritten. If an existing preset

associated with the key is locked, Preset x locked appears. The 0 key, when used as a pres et, always moves the selected camera to the default position and cannot be overwritten.

3. To test the preset, use the arrow keys to move the camera to a different position and press the numer ic

key associated with the preset to move the camera to the preset position. Preset x appears above the status bar.

Using Camera Presets During a Call

1. If not already selected, press near/far to select the near end camera.

2. Ensure that Presets appears to the right of the numeric keys icons in the navigation bar from any call

screen. If T ouch Tones app ears instead, chang e the function of the keys to Presets by pressing .

3. Press the numeric key on the remote control that represents the preset you wish to use. Preset x

appears on the screen. If you configured a preset for a far end camera in the call, you must select the far end camera to use

the preset. Refer to Controlling a Far End Camera.

NOTE During a call, the numeric keys work as presets only from a call screen.

Locking Camera Presets

By default, all users can configure camera preset s. To prevent all users (near and far end) from configu ring camera presets, administrators can set Administrator Preferences : Video : Video Control : Camera

Presets Lock to Locked. To prevent only far end users from configuring camera presets, set Far Control of Near Camera or Far Set of Camera Presets to Disabled.

Working with Directories

The directory includes three subdirectories:

Local Each entry contains dialing information for a single device. Corporate Each read-only entry contains dialing information for a single device. Meetings Each entry contains dialing information for one or multiple devices. When you place a call, the

system dials all the devices in the entry.

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Placing a Call from the Directory

1. From the main screen, press to access the directory.

2. Use the arrow keys to select the Local, Corporate, or Meetings directory and press OK.

NOTE If an entry in the local or corporate directory has more than one number, the

symbol appears in the NUMBERS column. Press OK and select the

number you wish to call. Press OK to place the call.

3. Use the arrow keys to select the entry that you wish to dial.

4. Press OK to place the call.

Browsing the Directory

Browse the directory using the alphabetical or hierarchical method. When you use the alphabetical method, the entries appear in alphabetical order and you can select an alphabet group in the Browse column to quickly navigate to an entry.

Hierarchies are predefined organizational units similar to folders or directories on a computer system. Place an entry into a hierarchy when you create the entry or at any time by editing the Hierarchy field. Using the hierarchical method, select a hierarchy in the Browse column to locate an entry. To move down one level in Browse, press OK. To move up one level, press . Use the and buttons to move up or down a page of entries when an entry is selected.

Adding an Entry to the Local or Meetings Directory

Create up to 1000 entries in the local directory and 10 0 en tr ies in the me et ings directory.

1. From the main screen, press to access the directory.

2. Using the arrow keys, select the Local or Meetings directory.

3. Select Add New Entry and press OK.

4. Do one of the following:

- Local directory: Use the arrow keys to select fields in the New Directory Entry screen. Press OK

to enter a value in a selected field. Enter a system name, video and voice numbers, and IP address or ISDN numbers.

NOTE If necessary, press to change the method of text entry for text fields or

press to access the keyboard. After entering a value, hide the keyboard if you used it to enter the value and press OK to exit the field.

Avaya 1010 and 1020 User and Administrator Guide 12

- Meetings directory: Select Meeting Name and press OK. Enter a name for the meeting.

Select the directory (Local, Corporate, or Both) from which you wish to choose entries to add. In the Available Entries column, select an entry to add to the Participants column and press OK. If the entry has more than one number, a submenu that contains each number appears. Select the

number on the submenu that you wish to dial for the meeting and press OK. Select an entry from the Available Entries column for each participant that you wish to add to the meeting entry.

5. Predefined hierarchy: In the Hierarchy field, enter the path for the entry’s location in the hierarchy.

Hierarchies can be defined by location or department. You must identify the full path (separated by commas) of a predefined hierarchy in which to add an entry before you leave the new entry screen. If you leave the Hierarchy field empty , the new entry is inserted at the top of the hierarchy (if defined) or grouped alphabetically.

Suppose your administrator defined a hierarchy by location where Home Office is the top of the hierarchy and Sales Office 1 and Sales Office 2 are at the next level below the Home Office. To place an entry in Sales Office 2, the value for Hierarchy is Home Office,Sales Office 2.

6. Select Add Entry (or Add Meeting) and press OK.

Copying, Removing, and Editing Entries

Copy, remove, or edit an entry by accessing the directory ; selecting the entry; and pressing . Depending on the entry, the following options may be available:

Copy to local When you access the corporate directory, you can copy an entry to the local directory. Remove Selecting this option removes the entry from the local or meetings directory. Edit Modify values in the Edit Directory Entry or Edit Meeting Entry dialog box. If necessary, press

to change the method of text entry for text fields.

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Section 2: Configuring Avaya 1010 and 1020

This section describes how to administer your Avaya video communications system.

Initial configuration At installation, your Avaya system prompts you to configure basic required settings. Initial

configuration screens also appear after you restore the system to default settings. Read more at Initial Configuration.

Passwords Manage user and administrator passwords. Read more at Administrator and User

Passwords.

System management Manage your system with the remote control; through a browser or with Avaya Video

Conferencing Manager. Learn mo re at Managing Your System.

Network Configure network preferences. Read more at Configuring Network Usage. Appearance Configure video layout and display preferences. Read more at Configuring Appearance. Calls Manage call bandwidth and set a maximum call time. Read more at Configuring Call

Preferences.

Communications Control the protocols the system uses during calls. Read more at Configuring

Communications Preferences.

Audio Select the active microphone and adjust audio levels. Read more at Configuring Audio

Behaviors.

Video Control cameras and video quality. Read more at Configuring Video Behaviors. Directories Manage the local, corporate, and meetings directories. Read more at Directories. Interface lock Lock the interface and cameras. Read more at Locking the Interface. Maintenance and

upgrade

Learn how to upgrade system software; update license keys; and restore a system to its default settings at Maintaining Your System.

NOTE Administrator functionality is password protected.

Avaya 1010 and 1020 User and Administrator Guide 14

Initial Configuration

At the end of the installation process, your Avaya system prompts you to configure preferences required for the system to start. The initial configuration screens also appear when you perform a system reset.

Language Select the language to display in the user interface. The default is English. Passwords Manage the administrator and user passwords. Read more at Administrator and User

Passwords.

System identification Set the location, time zone, system name, video number, and voice number. Communications Select the video and voice protocols. Network By default, DHCP is enabled on Avaya systems. If you disable DHCP, you must specify

the system’s IP address, subnet mask, and default gateway. Read more at Specifying a

Locally Configured IP Address.

Enter the hostname of the system and the IP addresses to configure DNS servers if you do not have a DHCP server that automatically sets a DNS server. Read more at

Specifying the Hostname and DNS Servers.

If you set the network speed, ensure that the option matches the speed and duplex configured on your network switch. Read more at Specifying Network Speed.

The system shows the date and time automatically with DHCP enabled or when you specify the hostname or IP address of an NTP server. Read more at Specifying an NTP

Server.

Audio By default, the system detects attached audio input devices and selects the active

microphone. To adju s t audio preferences, refer to the following:

• Selecting the Active Microphone

• Adjusting the Active Microphone Volume

• Testing primary audio output

NOTE After initial configuration, manage these preferences from the main interface

or through the web administration interface. Read more at Managi ng Your

System.

Administrator and User Passwords

Change the user and administrator passwords during initial con figuration or in Administrator Preferences : Security : Passwords. Passwords can be up to 16 characters in length and contain any combination of

the numbers 0-9 and the symbols * (star) and # (pound). The default administrator password is 1 2 3 4. Avaya recommends that you protect the administrator

preferences with a secure password. Set a user password to control access to User Preferences screens. By default, the user password is not

set. If you set a user password, you can also access the User Preferences screens with the administrator password.

Avaya 1010 and 1020 User and Administrator Guide 15

Managing Your System

Remote control To configure your Avaya system with the remote control, follow these steps:

1. From the main screen, press to access the System Menu.

2. Select Administrator Preferences and press OK.

3. Enter the administrator password (by default, 1 2 3 4) and press OK.

If you enter an incorrect password, press

Browser To configure your Avaya system from a web browser, you must have Adobe Flash Player

installed and configured on your web browser.

1. Open a web browser and enter the IP address of the Avaya system. The IP address of the

system appears at the top of the main screen.

2. Enter the administrator password and click Submit. This is a secure Internet connection

and you may receive an unknown certificat e w arn i n g.

By default, remote access to an Avaya system through a web browser is enabled. To disable remote access through a web browser, set Administrator Preferences : Security : General : HTTP to Disabled.

to clear the error message.

Avaya Video Conferencing Manager

With Avaya Video Conferencing Manager, administrators can manage video systems across the enterprise. Avaya Video Conferencing Manager features include resource scheduling, monitoring, reporting, and remote upgrading.

Viewing Recent Configuration Changes

To quickly access a preference that has been recently changed, navigate to Ad ministrator Prefer ences : Recent. Preferences that have dependencies on other preference settings, such as SIP server preferences, may not appear in Recent.

NOTE Upgrading the system software removes all prefer en ce s from Recent.

Configuring Network Usage

Specifying a Locally Configured IP Address

Dynamic Host Configuration Protocol (DHCP) is used to dynamically allocate and assign IP addresses. DHCP allows you to move network devices from one subnet to another without administrative attention. You can choose to enable DHCP if a DHCP server is present.

If you disable DHCP, you must enter the following:

IP address Locally configured IP address if not assigned by a DHCP server subnet mask Used to partition the IP address into a network and host identifier gateway IP address of the default gateway the system uses

Avaya 1010 and 1020 User and Administrator Guide 16

Configuring Avaya Systems Using DHCP

If an Avaya video communications system obtains it s IP address using DHCP, it can accept an option from the DHCP server that specifies a location and file from which the system can obtain configuration information. The file can be located on a web server, trivial file transfer protocol (TFTP) server, or file transfer protocol (FTP) server. Each time the system boots, it attempts to fetch the configuration file specified by the option. If the configuration file changed since the last time it was applied, the system applies the configuration file before the boot process continues. The following prerequisites must be met to enable this feature:

• The DHCP preference in Administrator Preferences : Network : Genera l on the Avaya system must

be set to Enabled.

• An Avaya system accepts site-specific option 157 for this feature. You must configure this option on

the DHCP server.

NOTE If you configure a system using DHCP option 157 and specify a TFTP server

as the source from which to obtain the configuration file, the system accepts the download through port 5351. Ensure that firewa lls be twe en th e system and the TFTP server are configured to allow the download through this port.

• A configuration file that contains Avaya command line interface commands must exist at the location

specified by the DHCP option. Read more at Saving and Restoring a System Configuration.

Configuring the DHCP Option

Specific configuration details of DHCP servers for use with this feature vary depending on the DHCP server used and your environment.

An Avaya system can accept site-specific option 157 from the DHCP server if you configure the option as a string with the following format:

“Avaya: server=<path>”

where <path> is a URL that specifies the configuration file location. Separate multiple URLs with a semicolon. Supported protocols include TFTP, FTP, and HTTP. If the path contains more than one URL, the Avaya system tries the URLs in the order listed and uses the first file that exists.

If the server requires a username and password to access the file (for example, to log into an FTP server), you can include the username and password in the URL. The user na me and passwor d must not cont ain a semicolon.

Each URL can also contain the following escapes to make the configuration unique to the system:

Escape Replacement Value

#M Replaced with the MAC address. Use the underscore character to replace the colon between bytes. The

MAC address resolves to a hexadecimal number with lowercase letters. #S Replaced by the system model: 1010/1020 #I Replaced by the assigned IP address.

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