Cisco CONFERENCING EXTENSIONS - ADMINISTRATOR GUIDE FOR MICROSOFT EXCHANGE, Conferencing eXtensions for Microsoft Exchange Administrator's Manual
Conferencing eXtensions
for Microsoft Exchange
Administrator Guide
D14197 05
November 2010
Cisco TMSXE Administrator Guide Page 2 of 61
Contents
Contents .............................................................................................................................. 2
Introduction ......................................................................................................................... 4
Pre-Installation Information ..................................................................................................................... 4
Requirements ...................................................................................................................... 5
Server Requirements .............................................................................................................................. 5
Exchange Server 2003 Installations ................................................................................................ 5
Exchange Server 2007 Installations ................................................................................................ 5
Client Requirements ................................................................................................................................ 6
Cisco TMS Requirements ....................................................................................................................... 6
Permissions required to perform installation ........................................................................................... 6
Installation and Upgrades .................................................................................................. 7
Upgrading from a previous installation .................................................................................................... 7
Installation of Server Software ................................................................................................................ 7
Installer finds an existing account .................................................................................................... 8
No Existing Account Found .............................................................................................................. 8
Initialization of Resource Accounts ....................................................................................................... 10
Existing resources or equipment accounts used for scheduling .................................................... 11
Defining Calendar Security Groups ............................................................................................... 11
Starting the Synchronizer ............................................................................................................... 15
Configure Security Settings and Tuning ........................................................................................ 16
Optional—Deploying the TANDBERG Form ................................................................................. 17
Uninstalling or Repairing the Installation ............................................................................................... 24
Uninstalling..................................................................................................................................... 24
Repairing ........................................................................................................................................ 24
Upgrading .............................................................................................................................................. 25
Upgrading to Cisco TMSXE on Exchange 2003 ............................................................................ 25
Upgrading to Cisco TMSXE and Migrating to Exchange 2007 ...................................................... 26
Software Reference Guide ................................................................................................ 29
Configuration Tool Reference ............................................................................................................... 29
Initialization Testing ....................................................................................................................... 29
Operations Tab .............................................................................................................................. 29
Configuration Tab .......................................................................................................................... 32
Resource Calendar Permissions ................................................................................................... 34
Enabling Cisco TMS systems in Exchange ................................................................................... 35
Manually Enabling Auto-Accept ..................................................................................................... 37
Cisco TMSXE Logging Features.................................................................................................... 40
Resolving Custom Attribute Conflicts ............................................................................................ 42
Additional Reference Materials for Administrators ................................................................................ 42
Functional Overview of Cisco TMSXE Integration ......................................................................... 42
Changes and Impact of Cisco TMSXE Installation on Existing Servers ........................................ 43
Licensing Requirements ................................................................................................................ 44
Explanation of Resource Booking Models ..................................................................................... 44
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Appendix A. Creating the Organization Forms Library in Exchange Server 2007 ... 47
Relevant Microsoft articles: ............................................................................................................ 47
Setting up an Organizational Forms Library .................................................................................. 47
Appendix B. Using Cisco TMSXE with Redundant Cisco TMS Servers .................... 50
Pre-Installation ............................................................................................................................... 50
Installation ...................................................................................................................................... 50
Operation ....................................................................................................................................... 50
Appendix C. Using Cisco TMSXE with Exchange 2007 Clustering ........................... 51
Overview ........................................................................................................................................ 51
Clustering Requirements ............................................................................................................... 51
Installation ...................................................................................................................................... 51
Upgrades ........................................................................................................................................ 52
Uninstalling Cisco TMSXE ............................................................................................................. 52
Operational Changes when using a Clustered Mail Server ........................................................... 52
Appendix D. Using Cisco TMSXE with Separate Admin Roles .................................. 54
Installation ...................................................................................................................................... 54
Upgrades ........................................................................................................................................ 57
Uninstalling Cisco TMSXE ............................................................................................................. 57
Operational Changes ..................................................................................................................... 57
Checking for updates and getting help ........................................................................... 59
References and related documents ................................................................................. 60
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Introduction
Cisco TelePresence Management Suite Extension for Microsoft Exchange (Cisco TMSXE) is an
optional add-on to the Cisco TelePresence Management Suite (Cisco TMS) that allows you to fully
integrate the scheduling functionality of Cisco TMS with your existing Microsoft Exchange
deployment. This integration gives users the ability to schedule video conferences and invite
participants directly from their Microsoft Outlook clients while viewing availability information of
resources regardless of where meetings are created.
Pre-Installation Information
Cisco TMSXE synchronizes Microsoft Exchange calendaring and Cisco TMS scheduling by installing
components in the backend servers of an Exchange organization. By installing in the backend, all
users of the organization can benefit from a single installation. Cisco TMSXE is installed on an
Exchange 2003 or 2007 Server in the organization, and accounts integrated with Cisco TMS must be
hosted by the Information Store of that server.
Only one Cisco TMSXE installation is required per Exchange organization as long as all users have
access to the resource accounts hosted by that server. There should never be more than one Cisco
TMSXE installation in a single domain. Installations with complex security models where users cannot
see accounts across domains should contact their Cisco sales representatives for assistance planning
more complex deployments. For more information on how Cisco TMSXE integrates with your
Exchange Organization and details on server changes, please refer to the Changes and Impact of
Cisco TMSXE Installation on Existing Servers section.
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Requirements
Server Requirements
The installation requirements vary based on if you are installing on an Exchange 2003 or 2007 server.
The requirements assume you are installing on an operational Exchange Server and all Microsoft
requirements for Exchange Server are satisfied.
Exchange Server 2003 Installations
Exchange 2003 Server
w/Service Pack 2
Standard or Enterprise Editions.
Exchange System Manager must be installed on the server.
Latest Service pack recommended.
Windows Server 2003 32bit
w/Service Pack 1 or later
Standard/Enterprise/Datacenter Edition all compatible.
Server 2003 R2 also compatible.
Latest Service pack recommended.
Domain functional level Windows 2000 Native or higher.
Exchange Server 2007 Installations
Note: Microsoft only supports Exchange Server 2007 in 64bit installations for production use.
Exchange Server 2007 32bit versions are provided for testing and evaluation purposes only. The 32
bit version of Cisco TMSXE can be used with 32bit Exchange Server 2007 test environments but is
not supported for production use.
Exchange 2007 Server
w/Service Pack 1 or later
Standard or Enterprise Editions.
The Server must have the Mailbox Server role installed.
Latest Service pack recommended.
Public Folders required to use Direct Resource Booking option
or publishing custom form (optional).
Windows Server 2003 64bit
w/Service Pack 2 or later
Standard/Enterprise/Datacenter Edition all compatible.
Server 2003 R2 also compatible.
Latest Service pack recommended.
Domain functional level Windows 2000 native or higher.
Windows Server 2008 64bit
Standard/Enterprise/Datacenter Edition all compatible.
Server 2008 R2 also compatible.
Latest Service pack recommended.
Domain functional level Windows 2000 native or higher.
Domain Functional Level Note—The group permissions used on the calendars are not compatible
with the “Windows 2000 mixed” domain level. If your domain is not Windows 2000 Native Mode or
higher, you can not use the Direct Resource Booking mode until you apply your own set of
permissions on the resource calendars by logging on to each mailbox using Microsoft Outlook.
Connectivity between Exchange Server and Cisco TMS–The Integration requires that the Exchange
Server where Cisco TMSXE is installed can open a HTTP/HTTPS connection to the Cisco TMS
server. Also required is that the Mail Server Cisco TMS is defined to use, can send emails to the
Exchange server’s domain.
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Client Requirements
Microsoft Outlook 2002
Latest Service pack recommended
Microsoft Outlook 2003 w/Service
Pack 1 or later
Latest Service pack recommended
Microsoft Outlook 2007
Latest Service pack recommended
Outlook Web Access
Requires using the Asynchronous Booking Model –
Direct Resource Booking not support in OWA
TANDBERG Custom Form not available when using
OWA
Cisco TMS Requirements
Version
Latest version recommended.
Network
HTTP (HTTPS optional) connectivity from the
Exchange Server to Cisco TMS
Cisco TMS must be able to send email to the
Exchange Server’s domain
Licensing
One Exchange Integration license required per Cisco
TMS system integrated
or
One Application Integration license required per
Exchange Server integrated with Cisco TMS
Permissions required to perform installation
Performing the Cisco TMSXE installation requires logging into the Exchange Server as a user with
specific administrator permissions. Before continuing, verify the user account you will use to perform
the installation has the following permissions:
Windows Domain Administrator for the local domain or has delegated administrative access to
the OU in Active Directory where all accounts are to be created
Windows Administrator of the local machine you are installing on
Exchange Full Administrator if using Exchange 2003 or Exchange Recipient Administrator for
Exchange 2007 Installs
For organizations where Active Directory and Exchange permissions are segregated and no
exception can be made to use the Cisco TMSXE software, see the section Using Cisco TMSXE with
Separate Admin Roles for information on installing via manual methods.
During the installation you will also setup a service user on the Cisco TMS Server. If not reusing an
existing account for the Cisco TMS Service User, you must supply user credentials that can create a
new one. The user credentials must have the following permissions:
Be a Windows Administrator of the server Cisco TMS runs on
Have a User Profile in Cisco TMS and be a member of the Site Administrator’s group
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Installation and Upgrades
Completing the installation of Cisco TMSXE requires completing all the sections in this chapter. Each
section must be reviewed for both upgrades and new installations.
Upgrading from a previous installation
a. If you are running an earlier version of Cisco TMSXE and not changing Exchange Server
versions, you can continue with the installation steps as normal and the installer will handle your
existing version automatically.
b. If you are currently using Exchange Server 2003 and plan to upgrade to Cisco TMSXE without
changing to Exchange Server 2007, review the section Upgrading to Cisco TMSXE on
Exchange 2003 for pre-installation steps and information on changes in how your integration will
differ with the new Cisco TMSXE product before continuing.
c. If you are currently using Exchange Server 2003 and are upgrading your integration installation to
an Exchange 2007 Server, review the section Upgrading to Cisco TMSXE and Migrating to
Exchange 2007 for specific information on pre-installation needs changes in how your integration
will differ with the new Cisco TMSXE product before continuing.
Installation of Server Software
If reinstalling or upgrading the software on a server where Cisco TMSXE was previously installed, the
installer will automatically read the existing settings from the server’s registry and skip steps where it
does not need additional user input. Because of this, not all steps listed below may be shown. If any
of the previous installation’s values need to be changed, these can be changed using the
Configuration Utility post-installation.
Note: There are separate installers for 64bit installations and 32bit installations – Please use the
appropriate link for your server type.
1. Log into the Windows console of the Exchange Server where Cisco TMSXE will be installed.
Close all other running programs and any security/anti-virus software that may hinder installing
the software.
2. Launch Setup File—The Cisco TMSXE installer is located on the Cisco TMS installation media.
Open the index page by double-clicking browse.bat. Click the Install link start the installation
program.
3. Detecting a previous version—The installer will search for an existing installation of Cisco TMSXE
and if found, will prompt if you wish to upgrade the existing installation. Click Yes to continue. The
installer will automatically reuse settings it finds on the server.
4. Component Check—The installer will verify all the required Microsoft software components are
installed on the server, and if not will present a list of components that must be updated. The
installer will complete this task for you automatically (requires Internet Access), but may require a
restart of the server after the installation is complete.
5. Installation Wizard—A welcome window will appear on the screen. Click the Next button
6. Read and Accept the License Agreement—Read the License Agreement and select the ‘I accept
the terms…’ option. Click Next to continue. Selecting ‘I do not accept the terms…’ or clicking
Cancel will terminate the installation.
7. Set the installation folder—Select the destination folder where the software should be installed.
To accept the default location, click Next to continue. Otherwise, click Change to specify a
custom installation path and click Next to continue.
8. Select a Domain Controller—The installer will detect all domain controllers available to the
Exchange Server and present them in a drop-down list. The domain controller selected will used
by Cisco TMSXE software when interacting with Active Directory. Select your desired server from
the drop-down list if necessary, and click Next to continue
9. Configure the Service User for Exchange—Next the installer must configure the service account
to use on the Exchange Server. The installer’s choices will vary depending if an existing service
account is found and if not, what choices you make to specify a new account. Each path is
outlined below:
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Note: The service account used must be allowed to have the Log on as Batch Job permission in the
local security policy. Ensure there are no Group Policies that would override the configuration of this
permission.
Installer finds an existing account
If a service account exists from a previous installation or manual configuration, it will be detected, and
you will be prompted to accept the existing user.
To not re-use this account, you must:
1. Click Cancel
2. Either:
a. Remove the custom attribute from the account’s mailbox
b. Delete the account and mailbox altogether
3. Restart the installation.
To reuse the detected user:
1. Click Next.
2. Let the Cisco TMSXE software know the password for the service user by choosing to either:
a. Reset the Password to a strong password
b. Supply a new password
c. Supply the existing password to the account.
3. Fill in the password fields if necessary.
4. Click Next to continue.
No Existing Account Found
If no pre-configured service account is found, the installer will prompt ask whether you wish to create
a new account, or reuse an existing Active Directory account. The installer’s steps will update
depending on the option chosen.
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Creating a new service account (Recommended)
1. Select I want the installer to create the account and click Next
2. Specify the OU where the account should be created. Click the Browse button to locate which
Organizational unit the account should be placed in. Select the OU you wish to use, or click New
to create a new OU. Click OK when you have made your selection. Then click Next to continue.
3. Select which mailbox store should be used for the mailbox of the account. The drop-down list will
show all available databases on the local Exchange Server. Select one and click Next to
continue.
4. The installer will now create a new account TMS-Service with a strong password in the specified
OU with a mailbox configured as needed for use with Cisco TMSXE in the mail database
specified.
Using an existing domain account (Manual Configuration)
1. Select I want to use an existing domain account. To use this option, the existing account must be
a member of the local domain, must not have an existing mailbox on another server, and must
have the Log on as Batch Job permission in the server’s Local Security Policy. (See
http://technet.microsoft.com/en-us/library/cc739028.aspx for assistance on assigning user rights
for your local computer). Click Next to continue.
2. Click the Browse button to open a directory browser. You may also use the Search button to
locate the existing account. Select the account and click OK.
3. The screen will update to show your selected account. Click Next to continue.
4. Select which mailbox store should be used for the mailbox of the account. The drop-down list will
show all available databases on the local Exchange Server. Select one and click Next to
continue.
5. Set the Service User’s password. The Cisco TMSXE software must know the password for the
service user. Select from the available options: Reset the Password to a strong password, Supply
a new password, or Supply the existing password to the account. Make your selection, filling in
the password fields if necessary and click Next to continue.
6. The installer will create or update the user’s mailbox in the specified database store and
configure it for use with Cisco TMSXE.
7. Select the Service Account for Cisco TMS. Next, the installer must configure the service account
to use on the Cisco TMS Server. You have the option to let the installer detect a previously used
account and create a new account if needed (recommended), or manually specify an existing
account on the Cisco TMS Server. The installer’s steps will update depending on your selection.
Either:
a. Select Let the installer create a service account if needed and click Next.
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i. Enter the network address to the Cisco TMS server, along with a set of user credentials
that has the appropriate administrator permissions on the Cisco TMS server as outlined
in the start of this section. The Use HTTPS checkbox can only be used if your server
has been configured to use HTTPS1. Click Next to continue.
ii. The installer will look for an existing service user account on the Windows server based
on your domain’s email. If one is found, the installer will re-use it, otherwise the installer
will create a new one. If needed, the installer will create a local Windows user account
tmsconfuser on the Cisco TMS server, setup a Cisco TMS profile for the user, and
assign it permissions within Cisco TMS needed to operate with Cisco TMSXE.
b. Select I have created a service user on the TMS server and click Next.
i. Enter the network address to the Cisco TMS server, along with the user name and
password of the existing service account. The Use HTTPS checkbox can only be used if
your server has been configured to use HTTPS2. Fill in the fields and click Next to
continue.
ii. When reusing an existing account, the user’s Cisco TMS profile must be configured for
Cisco TMSXE manually. Open a web browser and log into your Cisco TMS server with a
username that is a Site Administrator. Edit the user’s profile under Administrative
Tools >User Administration > Users. In the account’s profile, set Exchange
Integration Service Account to Yes. Set the user’s email address to the Exchange
Service Account’s (the TMS-Service user) email address. Ensure the user is a member
of a Cisco TMS group that has the Book on behalf permission set in the Group
Permissions. Save the changes to the user’s profile. You can close your web browser
and return to the Cisco TMSXE installer.
10. Start Installation—The installer now has all the information needed to complete the installation.
Click Install and the installer will complete the necessary software and configuration setup on the
Exchange Server.
11. Finish installation—When complete, a Finish screen is displayed. Leaving the checkbox marked
will automatically launch the Configuration Utility so that the next portion of the installation can be
completed. Click Finish to close the installer and launch the Configuration Utility to complete the
next phase of the installation.
Initialization of Resource Accounts
Each Cisco TMS system that you wish to be scheduled from Exchange will have a Domain user
account and mailbox in the Exchange environment. The accounts must be configured with specific
properties and settings to operate with Cisco TMSXE.
The Configuration Utility installed as part of Cisco TMSXE allows creation, configuration, and
management of these accounts. Additionally, the Configuration Utility is the tool used to change any
behaviors of the Cisco TMSXE installation. The configuration utility can be found in the Start Menu,
under Programs > TANDBERG > TANDBERG eXtensions for Microsoft Exchange > TANDBERG
Configuration.
As part of a first time installation, you must configure and initialize the Exchange mailboxes that will
represent the Cisco TMS systems to integrate. For upgrades, your existing accounts will automatically
be reused, but launching the Configuration utility is required to allow the diagnostics to be run on your
existing accounts. If no new accounts are to be added, upgrade users can skip to the next section
when they have opened the Configuration utility at least one time and allowed the tool to repair their
existing accounts.
To fully use the Configuration utility, the logged in user must be a Domain Administrator and
Exchange Full Administrator (or Exchange Recipient Administrator for Exchange 2007 Installs).
1
Please see the document Implementing Secure Management (HTTPS) for more information on configuring
TMS for HTTPS
2
Please see the document Implementing Secure Management (HTTPS) for more information on configuring
TMS for HTTPS
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Existing resources or equipment accounts used for scheduling
The configuration utility can automatically create new Active Directory accounts and mailboxes as part
of the setup process for enabling Cisco TMS systems in Exchange. If you have existing Exchange
Resource or Equipment mailboxes you currently use to represent video systems or rooms from Cisco
TMS, you have the option to let the Configuration utility reuse the existing accounts.
The Configuration utility will reconfigure existing accounts as necessary to work with the Cisco
TMSXE integration including synchronizing the existing schedules between Cisco TMS and the
account’s calendar. This allows you to migrate from your Exchange-only model to an
Exchange+Cisco TMS implementation. To reuse accounts in this manner, the account mailboxes
must be prepared before attempting to configure them with the Cisco TMSXE utility.
Preparing existing mailboxes for use with Cisco TMSXE
1. The resource account’s Active Directory user account must be in the same domain as the
Exchange Server where Cisco TMSXE is being installed. If the existing account is in another
domain, migrate the user account to the local domain, or re-associate the existing mailbox to a
local user account. Please be sure to allow sufficient time for domain replication when moving
accounts. See Microsoft documentation for assistance, such as using the ADMT Tool to migrate
accounts.
2. The mailbox must be moved to a database located on the Exchange Server where Cisco TMSXE
was installed. Use the Exchange Management Console or shell to move the mailboxes. See this
Microsoft article for assistance on moving mailboxes for Exchange 2007 or this article for
Exchange 2003
3. If using Exchange 2007, if the mailbox is not already an Exchange 2007 Resource mailbox,
convert it to a Resource mailbox using the Exchange Management Shell. Example:
set-Mailbox -Identity:ResourceName -Type:Room
When prepped, the accounts can be selected when enabling a Cisco TMS system in the steps below.
Enabling Cisco TMS Systems in Exchange
Note: When Cisco TMSXE Integration has been installed and operational, any new systems added
to Cisco TMS that will be integrated with Exchange should not be booked in Cisco TMS until after
they have been integrated with Exchange using the Configuration utility.
Start up the Configuration utility from the Start Menu. The utility is found at Programs > TANDBERG
> TANDBERG eXtensions for Microsoft Exchange > TANDBERG Configuration.
As part of the start-up, the utility will perform a series of self-checks and diagnostics on the Cisco
TMSXE configuration and the configured accounts. The utility will self-repair any issues it can, and will
report any errors to the user.
Defining Calendar Security Groups
If you intend on granting calendar permissions to groups of users (required if using Direct Resource
Booking) you should define the default security groups before continuing so they will be added to all
accounts you enable. These permissions also allow users to directly interact with the calendars of
resource accounts if desired.
1. Switch to the Resource Defaults tab.
2. Under Resource Calendar Permissions, use the Browse button to select an existing security
group from Active Directory for each setting. In the Browse window, there is also an option to
create a new security group if needed.
a. Editor Permissions – Members of the specified group will be able to edit meetings in
resource calendars created by all users.
b. Author Permissions – Members of the specified group will be able to create meetings in
resource calendars, but only edit their own meetings—not those created by other users.
3. Switch back to the Operations tab when complete to continue.
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The initial screen displayed shows an overview of systems found in Cisco TMS and any linked
accounts in Exchange.
The left hand column represents all endpoints, rooms, and recording devices found in the configured
Cisco TMS Server. The right hand column lists all Exchange accounts that have been determined to
be integrated with Cisco TMS via Cisco TMSXE.
Select one or more Cisco TMS systems you wish to enable in Exchange from the left hand list. Use
the shift or control keys to select multiple systems. Click the button.
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A new window appears which walks you through the Active Directory configuration for each selected
system.
For each selected system, this dialog walks you through creating a new Active Directory account and
mailbox OR associating the system with an existing Active Directory account and mailbox. Use the
Next/Previous buttons to switch between systems. The current system being configured is displayed
in the top left. The dialog allows you to choose an option for each selected system individually. When
multiple systems were selected, the OK button will be disabled until a choice has been made for each
system.
Warning: Account creation/deletion/changes may take time to replicate through your Active
Directory. When changes are made outside of the Configuration Utility, depending on your Active
Directory design these changes may take upwards of an hour to replicate across domain controllers.
If you experience errors or inconsistencies with account creation, please shutdown the Configuration
Utility and allow time for your Active Directory changes to propagate.
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Select the account options for each system as follows.
1. Use the Next/Previous buttons to select the desired system.
Alternative A Alternative B
To create a new account for the system: To use an existing account
Ensure Create an AD account… is selected.
The center panel displays a list view of your
Active Directory’s organizational structure.
Expand the tree if necessary and highlight the
Organization Unit (OU) where the new account
should be created. The mailbox and Active
Directory user will automatically be created by
the utility3. If you wish to use these same setting
for the remaining accounts to be added, click
Create the remaining accounts in this folder
button, or use the Next/Previous buttons to
switch to the next system.
This option will reconfigure an existing AD
user account and mailbox to be associated
with the Cisco TMS system. Select Use an
Existing AD Account. The center panel will
show you your domain’s organizational
structure. Navigate the tree to find the
desired AD Account or use the Search
feature. Only user accounts that have their
mailbox on the local server will be
displayed. Click on the user account you
wish to associate to this Cisco TMS
system.
Note: If an OU has more then 1,000 entries, only the first 1,000 will be displayed. Please use the
Search option when OUs are very large.
2. Repeat the above steps using the Next/Previous buttons to toggle between the systems until a
choice has been made for each system.
3. Click the OK button to continue.
In Exchange Server 2003 Installations, the utility will ask you for a password to use for the newly
created accounts4. The password entered will be used for accounts that are to be created. Marking
the Reset password for all… checkbox will also set the password for accounts that are being reused.
Note: The password for resource accounts is not needed by users or in normal use. It is only for
administrators that may wish to log into the account/mailbox directly. The resource account
passwords can be changed using standard AD tools afterwards without affecting the Cisco TMSXE
integration.
Review selections—After choices have been made for all selected systems, a window will present a
summary display of your choices.
If the information is correct, click OK, or if alterations are needed click the Edit button to return to the
previous screen.
3
The account will be created with the username of TMS-<id> where <Id> is the TMS System ID. The display
name of the AD user will be set to the System Name in TMS. The mailbox will be created in the Mail Store
designated during installation.
4
This is only for Exchange Server 2003 Installations – Exchange Server 2007 installations will create an AD
account with no password and the user account will be disabled as is normal for resource accounts in Exchange
2007
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If one or more of the systems imported were associated with existing accounts, you will be asked if
existing meetings events from the accounts’ Calendars should be imported into Cisco TMS. This
ensures the resources’ calendars and Cisco TMS are in synch.
Clicking Yes will cause all existing bookings in the Resources’ calendars to be booked in Cisco TMS.
Clicking No will skip this step. If there are any issues booking an existing meeting, the meeting’s
organizer will receive an email detailing any actions necessary.
Note: Meetings with no end date can not be booked in Cisco TMS and will not synchronize to Cisco
TMS. After Cisco TMSXE is installed, any meetings of this type should be edited using Outlook to a
new meeting with a fixed end-date.
The configuration tool will now perform the tasks as instructed, and a status screen shows the
progress of the individual systems and the overall progress.
Note: This process can take some time depending on the number of systems you are importing and
design of your Active Directory.
When complete, click the OK button and the Operations tab will be displayed with the newly added
systems in the right-hand column.
When all systems have been enabled in Exchange, continue to the next section to start synchronizing
Cisco TMS and Exchange.
Starting the Synchronizer
The Synchronizer is an Integration component that runs on the Exchange Server that is responsible
for keeping the Exchange calendars up to date with bookings and changes made in Cisco TMS.
The synchronizer is setup by the Installer but is idled in new installations until the administrator has
enabled all the systems in Exchange using the Configuration Utility. When all systems have been
enabled in Exchange using the Configuration Utility, the Synchronizer must be started. In upgrade
situations, the Synchronizer’s state is saved, but is idled until it is activated again.
You can identify if the Synchronizer has been started by checking the button in the Configuration
Utility > Operations tab. The button will be labeled Restart Synchronizer if the Synchronizer is
already running. If so, no further action is necessary and you can continue to the next section. If the
button says Start Synchronizer or Reactivate Synchronizer, the Synchronizer must be started.
For new installations, to start the Synchronizer:
1. Open the Configuration Utility.
2. In the Operations tab, click the button labeled Start Synchronizer or Reactivate Synchronizer.
3. You will be prompted if with a warning regarding starting the Synchronizer before systems are
configured. Click Yes to start the synchronizer.
The Synchronizer will work in the background to update the Exchange Calendars of integrated
systems with all meetings that exist for those systems in Cisco TMS. This process can take several
hours when the Synchronizer is initialized in installations with lots of scheduling activity.
The resource account’s calendars will not have complete free/busy information for all future meetings
until the Synchronizer has processed all meetings and caught up, but you do not have to wait for this
to be complete before continuing the installation and using the product. The Cisco TMSXE integration
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will properly reject new meeting requests that would conflict even if the free/busy and resource
calendars are not up to date yet.
Administrators should continue to the next section to complete the setup of their permissions and
controls they want in place for resource scheduling.
Configure Security Settings and Tuning
When installed, administrators should review any security restrictions they wish to implement with
booking of the integrated resource accounts. How permissions are controlled depends on what type
of Exchange Server Cisco TMSXE is installed onto. Guidance is provided below, broken down based
on the version of Exchange you have installed onto.
Exchange 2003 Installations
For Exchange 2003 installations, access to booking the resources depends on which booking model
is selected.
In the synchronous mode, booking will be limited to users who are members of the User group
assigned Author access in the Configuration Utility. In new installations, this group may be empty and
users will not be able to book these systems until this group is populated. Configure this group’s
membership in Active Directory using the AD Users & Computer snap-in as desired to enable users to
start booking.
In the asynchronous mode, booking access is controlled by Delivery Restrictions where you can
define who can or can not send email to the resource account. By blocking mail sent by a user, that
user can not send an invite to the account and attempt to book it. The User Group defined in the
Configuration Tool has no impact on Delivery Restrictions and should not be used to try to limit
booking access when Asynchronous Booking is enabled. Members of the defined User Group will still
have access to the calendar directly so be aware of potential mismatches. For more information on
configuring Delivery Restrictions please see the Microsoft article – How to Set Restrictions on a User
http://technet.microsoft.com/en-us/library/aa998925(EXCHG.65).aspx
Membership in the security group defined as Editor access have the additional ability to edit existing
meetings in the resource’s calendar, including meetings created by other users. Configure this
group’s membership in Active Directory using the AD Users & Computer snap-in as desired.
Note: Users may have to log out and back in before group membership changes are effective on
their client computer.
Exchange 2007 Installations
For Exchange 2007 installations, access to booking the resources is controlled via Resource Booking
Policies. The default setup on accounts will have AllBookInPolicy set to ‘true’ meaning all users can
book the resource as long as the request falls within the restrictions defined on the resource account.
New accounts created by the Configuration Utility will have the default Microsoft Exchange restrictions
enabled. These will limit how a user can book a meeting from Outlook, but will not limit bookings
made from Cisco TMS or directly in the Resource’s calendar. Administrators may need to tune these
restrictions to their desired values to control booking by Outlook users.
Administrators may configure the standard CalendarSettings of the Exchange resource accounts to
their desire, including setting up Delegates and configuration for handling In-Policy and Out-of-Policy
requests. Administrators should not modify the following settings and leave them as configured by the
Configuration Utility:
MailboxCalendarSetting Parameter
Configured Valu
e
AutomateProcessing AutoAccept
Identity <domain>/TMS-<systemId>
For more information on Managing Resource Scheduling Parameters see:
Cisco TMSXE Administrator Guide Page 17 of 61
Managing Resource Scheduling—http://technet.microsoft.com/en-us/library/aa996338.aspx
Set-MailboxCalendarSettings—http://technet.microsoft.com/en-us/library/aa996340.aspx
Optional—Deploying the TANDBERG Form
Cisco TMSXE includes a custom appointment form that can be used by Outlook clients to gain
additional functionality when creating or editing meetings such as specifying conference parameters
and adding external participants. This form replaces the default Appointment form used in the Outlook
client. The use of this form is optional. If you do not wish to make the form available to your clients,
you can skip this chapter. Making the form available can also be added any time in the future to your
installation.
It is recommended to place the TANDBERG form under the Organizational Forms Library in order to
be made available for all Outlook clients in your network. If an Organizational Forms Library already
exists on your Exchange server, this one can be used. If not, one has to be created before importing
the custom form. The advantage of using the Organizational Forms Library is it allows you to make
the form available to all users with a single process and allow future updating of the form
automatically for users.
Note: Alternatively, users can load the form manually per Outlook client, by performing the steps in
the Configuring clients to use the Form section and specifying a local copy of the
VideoConference.oft file. This method skips the Organizational Form Library and Publishing, so any
future updates to the form must be manually completed by repeating the steps to specify the form to
use.
Deploying the form is broken into three phases:
Creating the Organization Forms Library.
Publishing the Form.
Configuring clients to use the Form.
Each should be completed for new installations that wish to use the TANDBERG form. For customers
upgrading Cisco TMSXE without changing your Exchange Server version, only the Publishing the
Form section is necessary. The other sections were completed in your previous installation.
Creating the Organization Forms Library
If using Exchange 2007, the installation steps have changed significantly due to Public Folder
changes in Exchange 2007 and will vary based how Exchange was installed. Please chose one of the
two sections below that describes your Exchange environment—Exchange Server 2003 Only
Environments or Exchange Server 2007 Environment (Mixed or Pure)
Exchange 2007 Environments (Mixed and Pure)
Exchange Server 2007 Environments are not dependant on Public Folders and therefore may not
have them installed and therefore lacking the existing infrastructure to support the Organizational
Forms Library. The presence of existing Public Folders in Exchange 2007 environments depends on
how Exchange 2007 was installed and will alter the steps required to be able to publish the
TANDBERG form.
If Exchange Server 2007 was installed along side or into an Exchange Server 2003 organization, the
first 2007 server would have had a public folder database created and configured to replicate with the
existing Public Folders. In these cases, the existing Public Folder Database can be used, and
replication should already be configured between the Public Folder Databases in Exchange 2003 and
Exchange 2007.
In these environments, if an Exchange 2003 Server is available, an administrator can follow the
instructions in the section below for Exchange Server 2003 organizations and perform the steps on
that server. Forms will replicate to the Exchange 2007 Server and therefore be available to all Outlook
versions.
If using an Exchange 2003 server is not an option, use the steps provided in Creating the
Organization Forms Library in Exchange Server 2007 for instructions on creating the
Organizational Forms Library in this type of environment.
Cisco TMSXE Administrator Guide Page 18 of 61
Exchange Server 2003 Only Environments
Be sure you are logged to the Exchange Server with full Exchange administrator rights.
1. Open the Exchange System Manager.
2. Go to Administrative Groups and then select the group containing the Exchange Server on which
you just installed the Exchange Integration component. Normally this would be the Administrative
Groups/First Administrative Group.
3. Select Folders5 followed by Public Folder. Right-click on Public Folder and select View System
Folders.
4. While viewing the System Folders, right-click on EFORMS Registry and select New >
Organizational Form.
5. A property page for the new Organizational Form library will be displayed. Fill in a suitable name
of your choice and (optional) description of the Organizational Forms Library.
6. Choose English (USA) as E-forms language.
7. Press OK to save Organizational Forms Library.
Note: If English (USA) is not listed, a Forms Library for that language already exists and another
can not be created. In this scenario, you must use the existing folder to publish the form. Rightclick on any folder listed under EEFORMS REGISTRY, select Properties and find which is using
English (U.S.) and use that existing folder for the remaining steps.
5
‘Folders’ may reside on root level if the Exchange System Manager is not configured to show administrative
groups
Cisco TMSXE Administrator Guide Page 19 of 61
8. In order to publish the TANDBERG form in the Organizational Forms Library, an Outlook user
needs to be granted “owner” permissions to the Organizational Forms Library. This is done by
right-clicking on the created folder and selecting Properties. In the pop-up window, select the
Permissions tab.
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