IBM DISA e-collaboration User Manual

DISA e-collaboration

Workstation Preparation

& New User Getting Started Guide

Version 1.8a Copyright IBM Corporation 2008

Workstation Preparation & New User Getting Started Guide

Table of Contents

................2 QUICK START - TO CONFIGURE YOUR WORKSTATION FOR E-COLLABCENTER

........................................................................................................4 INTRODUCTION & OVERVIEW

...........................................................................5 WORKSTATION HARDWARE REQUIREMENTS

........................................................................6 ADDITIONAL CLIENT REQUIREMENTS FOR AUDIO/VIDEO

3.1

3.1.3 ..................................................................................................................................................6 Camera

........................................................7 VERIFYING THE SYSTEM AUDIO AND MICROPHONE ARE ENABLED

3.2

3.2.1 ..............................7 Steps To Verify Correct Device and Volume Controls Selections for Windows XP

...........................7 Steps to Verify Selection of the Appropriate Sound Playback and Recording Device

3.2.2

..........................................................................................9 CLIENT SOFTWARE REQUIREMENTS

.................................................................................................................................9 IWS CONFLICT

4.1

4.2 ..................................................................................................................................9 LINUX CLIENTS

4.3 ............................................................................................................................9 WINDOWS CLIENTS

4.4 ..........................................................................................9 FDCC & SDC V2.0.4 WINDOWS CLIENTS

4.5 ..............................................10 DETAILS ON THE REQUIRED SUN JAVA RUNTIME ENVIRONMENT (JRE)

........................................................................................12 Enable TLS 1.0 in Java JRE 1.5.0 and later

4.5.1

..........................................................13 SUPPORTED BROWSERS AND REQUIRED BROWSER SETTINGS

4.6

4.6.2 .................................................................................................................................................18 Firefox

.................................................................................................................................................21 Mozilla

4.6.3

................................................................................................22 FILE UPLOAD SIZE LIMITATIONS

.........................................................................................................23 NETWORK REQUIREMENTS

....................................................................................................................25 TROUBLE SHOOTING

.................................................................................................................27 ADDITIONAL SUPPORT

APPENDIX A ..............................................................................................................................................29

A.1 STEPS TO TEST YOUR AUDIO/VIDEO CAPABILITIES PRIOR TO ENTERING A WEB CONFERENCE (PERFORMED

WITHIN THE

A.2 ADDITIONAL DETAILS ON MICROSOFT’S BINARY AND SCRIPT BEHAVIOR..................................................31

APPENDIX B – FDCC & SDC V2.0.4 CONFIGURATION.........................................................................31

B.1 INSTALL THE LATEST SUN JRE.............................................................................................................31

B.2 MAKE SURE EQUIFAX IS A TRUSTED CERTIFICATE AUTHORITY................................................................31

B.3 RUN THE GROUP POLICY EDITOR AS AN ADMIN.....................................................................................32

B.4 EDIT INTERNET EXPLORER’S JAVA SECURITY SETTINGS.........................................................................35

B.5 CHANGE JAVA PERMISSIONS................................................................................................................36

B.6 UPDATE GROUP POLICY AS AN ADMIN ..................................................................................................38

B.7 ADD E-COLLABCENTER TO TRUSTED SITES IN IE 7...............................................................................42

DOCUMENT INFORMATION AND REVISION HISTORY ........................................................................49

E-COLLABCENTER PORTAL)......................................................................................................29

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1. Quick Start - To Configure Your Workstation for E-CollabCenter

NOTICE: Our Unclassified was upgraded in August 2007 to be compliant with FIPS 140-2. The upgrade requires Sun Java release 1.5.0, update 12. If you are using the SameTime Thick Client, a compatible version is now available for download on our website (version ST 7.5.1 FIPS).

1. The E-CollabCenter solution requires Sun Java JRE release 1.5.0, update 12 or later. Compatible versions of Java may be found below:

JRE 1.5.0, Update 12

NIPRNet: http://java.sun.com/javase/downloads/index_jdk5.jsp SIPRNet: https://patches.csd.disa.smil.mil/metadata.jsp?ID=76827

JRE 1.6.0, Update 3 (Latest version as of 20 February, 2008)

NIPRNet: http://www.java.com/en/download/ SIPRNet: https://patches.csd.disa.smil.mil/metadata.jsp?ID=77506

2. For details on how to check your version, see section 4.5 Details on the required Sun Java

Runtime Environment (JRE).

3. Cookies must be enabled (this is an Internet Explorer (IE) default setting). In IE go to Tools

-> Internet Options -> Privacy and select “Medium”

4. Sun Java must be enabled in the browser and Microsoft VM disabled, here is how to check

a. Launch Internet Explorer b. Click on Tools>Internet Options c. Click on the ‘Advanced’ tab and verify that the Java (Sun) is checked. Also make sure

that all the options under ‘Microsoft VM’ are unchecked. d. If the SUN Java option is not checked, it means that the browser is not using it. e. Click on ‘OK’ on the options window for any changes to take effect and close and

restart the browser

5. TLS 1.0 must be enabled in your Browser (otherwise you will not be able to view the login page)

a. Launch Internet Explorer (for Firefox users this is enabled by default) b. Click on Tools>Internet Options c. Click on the ‘Advanced’ tab and verify that TLS 1.0 is checked (by default IE 6 has TLS

1.0 not enabled while IE 7 does)

d. If TLS 1.0 is not checked, check it and then restart IE

6. TLS 1.0 must be enabled in Java. Follow the steps below:

a. From Windows click on Start b. Highlight Settings c. Click on Control Panel d. Double click on Java e. Select the Advanced tab f. Click the “+” sign at left of Security to expand a. Once expanded the “+” changes to “-“

i. Select/Check Use TLS 1.0

ii. Click the Apply button

iii. Click the OK button

7. Binary and script behavior must be enabled in IE (does not apply to Firefox users)

a. Launch Internet Explorer b. Select Tools …. Internet Options from the IE menu bar c. then click on the Security tab,

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d. then click the Internet zone, then click on “Custom Level” e. go under the ActiveX controls and plugins section f. ensure the “Binary and Script behaviors” radio button is enabled g. Click OK

8. All ports necessary to access E-CollabCenter must be opened in your location’s firewall. See section 6 Network Requirements

9. Two easy ways to test that you have satisfied all the requirements above is to:

1. Go to our Getting Started URL, and click on the E-CollabCenter Workstation Checker tool:

NIPR - https://www.e-collabcenter.com/wps/portal/gettingstarted SIPR – https://meeting.e-collabcener.nces.dod.smil.mil/check/workChecker.jsp

2. Log into https://www.e-collabcenter.com

a. Select the Web Conferencing tab b. Click the Test Meeting link

c. After a few seconds the Test Meeting window will display. If your workstation is

configured properly to work with Sametime meetings (a.k.a. web conferences). You will see the screen similar to the one below in a new browser window that says “Sample meeting to test your environment for online meetings. If you can see this message then your environment is correctly set up for Sametime Meetings”

for more details

See Appendix A Steps to Test your Audio/Video Capabilities Prior to Entering a Web Conference

(performed within the E-CollabCenter portal)

for a screenshot of this.

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2. Introduction & Overview

This document provides instructions to optimize a user’s local workstation, ensuring optimal readiness

before logging in to E-CollabCenter. Once logged in, you will find a selection of training courses to take you from beginner to advanced proficiency in all collaborative service functions.

Now that you have IBM® Lotus® Sametime® 7.5.1 FIPS, you can use your computer to communicate with your colleagues and conduct online meetings. Meetings can be broadcast (the audience only watches and listens) or interactive (participants work together using tools like screen and microphone sharing).

Before you use Sametime, there are steps you should take to ensure that your work station meets the minimal software and hardware requirements, and is optimally configured for Sametime. The purpose of this guide is to take you through those steps.

For any issues which may go beyond the steps in this guide, please contact the DISA Help Desk:

DISA Help Desk

Commercial Phone 800-447-2457 DSN 850-3136 OCONUS to CONUS DSN 312-850-3136 NIPR Emai NCESSupportTeam@csd.disa.mil SIPR Email NCESColumbus@NOCC.disa.smil.mi

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3. Workstation Hardware requirements

See pages 16 & 17 in the Sametime 7.5 Critical Fix 1 (CF1) release notes on NIPRNet:

http://www.elink.ibmlink.ibm.com/publications/servlet/pbi.wss?CTY=CA&FNC=SRX&PBL=G325258501#

The workstation (also known as client) system requirements for operation with the e-collaboration center system are:

Minimum: CPU Pentium IV 1.5 GHz (or higher)

Instructions to Verify CPU Speed & Memory/RAM Size in Windows XP:

1. Go to “Start > Settings > Control Panel”.

2. Double click “System” to view the CPU Speed and Memory/RAM size.

3. See below screenshot for more information.

RAM 512MB (or more)

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3.1 Additional client requirements for audio/video

3.1.1 Sound card or chip - A full-duplex sound card is required to participate in interactive audio/video meetings. Sound cards and cameras that work with the Multimedia Services are listed below.

 CrystalWare (integrated)  Montego A3D Xstream  SoundBlaster Live Value  ALS120  Aureal Vortex A3D SQ1500  Aureal SB Audio PCI 64V  ES1887 (integrated)  Montego II A3D  Montego II Quadzilla  Rockwell WaveArtist  SoundBlaster PCI 128  SoundBlaster PCI 512  SoundBlaster 32 AWE  SIIG SoundWave Pro PCI  Yamaha DS-XG (integrated)

3.1.2 Microphone and speakers - High-quality microphones are recommended. Avoid microphones with on and off switches unless they are of high quality. A headset that contains a boom microphone performs best and is highly recommended. If a desktop microphone is used, a unidirectional dynamic microphone that uses batteries is preferred.

3.1.3 Camera

Web cameras are optional. Users who do not have a camera can still participate in an audio/video meeting. These users see video images of other speakers display in the Sametime Meeting Room client. When a user without a camera speaks, others see the IBM Lotus Sametime logo display in place of a video image in the Meeting Room client.

• Choose a web camera that does NOT utilize or combine a microphone and/or speaker

• On Windows machines, the camera must support Microsoft Video for Windows.

• High-quality USB or PCMCIA PC cameras

• Do not use parallel port cameras

Examples of Successfully Tested Web Cams

Choose items that are simple to use and easy to install. Please note that these are NIPRNet URLs.

• Video

o Logitech Quickcam Chat

 http://www.logitech.com/index.cfm/products/details/US/EN,CRID=2204,CONTEN

TID=11635

o Microsoft LifeCam VX-3000 o Creative Webcam N10225 (for notebooks)

• Audio

o Logitech USB Headset 250

 http://www.logitech.com/index.cfm/products/details/US/EN,CRID=103,CONTENT

ID=10012

o Logitech Premium Stereo Headset

3.1.4 Video capturing software - Video for Windows.

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3.2 Verifying the System Audio and Microphone are Enabled

It is important that your local operating system has all sound devices enabled and volume levels configured properly prior to entering the E-CollabCenter portal.

• Verify all sound peripherals (headsets, speakers, microphones, etc.) are securely plugged in

o Verify external mute button on the headset or microphone is off

 Some headsets have volume and/or mute on/off controls on the headset or cable

• Verify mute button is Off o Push the mute or on/off button securely to the sound On

position

o Test speaking into your headset microphone

o Verify all volume levels are on/high o Verify enablement of all playback and recording devices (see steps below)

You can adjust volume levels before entering the E-CollabCenter through your internal operating system controls.

3.2.1 Steps To Verify Correct Device and Volume Controls Selections for Windows XP

Open the Windows Control Panel by

1. Clicking the Start button

2. Highlight Settings

3. Click on Control Panel

4. Double click on Sounds and Audio Devices

5. Click the Audio tab

6. The Sounds and Audio Devices Properties window displays

3.2.2 Steps to Verify Selection of the Appropriate Sound Playback and Recording

Device

Perform the following steps for Sound playback and Sound recording

1. Select the Audio tab

2. Click the Volume button under the Sound Playback section

• Follow steps on page 20)

3. Click the Volume button under Sound recording

• Follow steps on page 20)

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• When the Volume Control window displays

4. Verify the following settings:

• Volume levels are high

• All Mute boxes are unchecked

5. When the recording playback window displays:

• Adjust all volume levels to a high level

• Check the Select button for Microphone

o CD Player and Line In are user personal preferences for which E-CollabCenter has no

requirement

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4. Client Software requirements

This section describes the software requirements for the workstation that is accessing the ecollabcenter.com web site. The workstation is sometimes referred to as a client machine. Ensuring that

your workstation meets these software requirements will enable it to work optimally the ECollabCenter environment.

4.1 IWS Conflict

Previously Sametime and IWS could both use JRE 1.4.2_14. However in order for Sametime to support FIPS 140-2 encryption, E-CollabCenter (which is based on Sametime technology) requires Java JRE 1.5 Update 12 or greater.

IWS 3.0 does not support JRE 1.5. IWS 3.0 is the version used by most of DoD. IWS Version 3.0.6 will be released soon and it is JRE independent so it would not conflict with Sametime at all (theoretically) This means that a workstation running IWS would have to install JRE 1.5 (update 12 is preferred) and most likely have to uninstall JRE 1.4.2 in order to use E-CollabCenter.

4.2 Linux clients

Library required for application sharing on Linux systems

In order to load Application Sharing native code on Linux platforms, the following library is required on the client machine: libz.so.1, which resides in /usr/lib.

The supported Linux operating systems are: RedHat Enterprise Linux 4.0, Ubuntu 8.04, CentOS 5.1 and Novell Linux Desktop 10.0 using Firefox 1.5. Limited testing has been done by the IBM E-CollabCenter project team with these Linux desktops.

4.3 Windows clients

The recommended operating system for E-CollabCenter is Windows XP with Service Pack (SP) 2. Prior versions of Windows such Windows XP SP 1 and Windows 2000 may work but have not been tested by the E-CollabCenter team. Limited testing has been done using Windows 2003 Server SP1 and SP2 as an E-CollabCenter client; they both appear to work fine.

For the Sametime Broadcast client, Sametime Connect (a.k.a. thick client) client, Sametime Meeting Room client the Microsoft Virtual Machine (VM) is not supported and must be disabled. The supported JRE for all Sametime java applet clients in the Sametime 7.5.1 release is Sun Microsystems Java JRE release 1.5.0 (update 12 is preferred).

4.4 FDCC & SDC v2.0.4 Windows clients

The Federal Desktop Core Configuration (FDCC) is an OMB-mandated security configuration. The FDCC currently exists for Microsoft Windows Vista and XP operating system software. While not addressed specifically as the “Federal Desktop Core Configuration,” the FDCC was originally called for in a March 22, 2007 memorandum from OMB to all Federal agencies and department heads and a corresponding memorandum from OMB to all Federal agency and depart Chief Information Officers (CIO).

The Windows Vista FDCC is based on DoD customization of the Microsoft Security Guides for both Windows Vista and Internet Explorer 7.0. Microsoft’s Vista Security Guide was produced through a collaborative effort with DISA, NSA, and NIST for the Windows Vista platform. The Window’s XP FDCC

Thanks to Tom Condon of EUCOM (condont@eucom.mil) for helping with this IWS information.

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is based on Air Force customization of the Specialized Security-Limited Functionality (SSLF) recommendations in NIST SP 800-68 and DoD customization of recommendations in Microsoft’s Security Guide for Internet Explorer 7.0. The SDC is used by the USAF as a customized version of the FDCC.

There are known java issues when using E-CollabCenter on a Vista FDCC, XP FDCC and SDC 2.0.4 machine. Appendix B highlights the administrative level adjustments needed to ensure that ECollabCenter works seamlessly with FDCC and SDC v2.0.4. There are no known issues once the changes in Appendix B are applied to FDCC and SDC v2.0.4. For more information about FDCC please visit http://nvd.nist.gov/fdcc/index.cfm ensure that E-CollabCenter functions optimally with FDCC and SDC 2.0.4 please click here to go to

Appendix B.

4.5 Details on the required Sun Java Runtime Environment (JRE)

The E-CollabCenter solution requires Sun Java JRE release 1.5.0, update 12 or later. Links to compatible versions may be found in Section 1

Some of the common effects of not having the correct JRE:

1. Meeting hangs at testing connectivity and inability to enter a meeting.

2. Ability to enter a meeting, but only see a blue/grey screen.

3. Inability to screen share/whiteboard, no Audio/Video etc. If you check the meeting logs, the native libraries for screen sharing, audio/video will not have been downloaded, etc.

How to verify that your workstation has Sun Java JRE release 1.5.0 or later installed

1. Go to Start>Settings>Control Panel.

2. If you have Sun Java installed, you should see a ‘Java’ tea cup

3. Click to open it and click on the ‘About’ tab to check the version.

. For detailed instructions on the necessary adjustments needed to

of this document.

If your workstation does not have Sun Java build 1.5.0_12 or greater installed on the machine, you can acquire it using one of the following URLs. Please note that you must have local administrative privileges to install Java. If you do not have local administrative privileges, please contact your local Help Desk.

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JRE 1.5.0, Update 12

NIPRNet: http://java.sun.com/javase/downloads/index_jdk5.jsp SIPRNet: https://patches.csd.disa.smil.mil/metadata.jsp?ID=76827

JRE 1.6.0, Update 3 (Latest version as of 20 February, 2008)

NIPRNet: http://www.java.com/en/download/ SIPRNet: https://patches.csd.disa.smil.mil/metadata.jsp?ID=77506

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4.5.1 Enable TLS 1.0 in Java JRE 1.5.0 and later

TLS 1.0 must be enabled in the Sun Java Control Panel. There are two ways to do this:

1) Via Java tea-cup icon To do this, right-click on the Java icon (Tea cup) and select “Open Control Panel.”

Click on the Advanced Tab. Check the “Use TLS 1.0” box and hit apply. By default, Sun Java JRE 1.5.0 does not have TLS 1.0 enabled so these steps are necessary before using Sametime 7.5. Sun JRE 1.6 does have TLS 1.0 enabled by default though.

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2) Via Control Panel

1. Click on Start

2. Highlight Settings

3. Click on Control Panel

4. Double click on Java

5. Select the Advanced tab

6. Click the “+” sign at left of Security to expand o Once expanded the “+” changes to “-“

7. Select/Check Use TLS 1.0 (See screenshot above)

8. Click the Apply button

9. Click the OK button

4.6 Supported Browsers and Required Browser Settings

In all desktop configurations the browser must be configured to allow session cookies and allow pop-ups from E-CollabCenter site.

The list below shows the supported browsers (all must be configured to use Sun Java and have TLS 1.0 enabled). For Firefox and Mozilla browsers you must also enable TLS 1.0 in the Sun Java Control

Panel in addition to enabling TLS 1.0 in the browser itself.

1) Internet Explorer (IE) 7

2) Firefox 2.0.0.x

3) Firefox 1.5.0.x

4) Internet Explorer 6 SP2

5) Mozilla 1.7.12 Due to the fact that Internet Explorer 6 SP1 is outdated and has so many security vulnerabilities, it is not

supported with E-CollabCenter. Internet Explorer 6 SP2 came out in August 2004 Opera browsers will not work with E-CollabCenter because Opera does not support iFrames. Netscape

browsers are not supported.

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Internet Explorer

4.6.1.1 Cookies

You must have enabled cookies for either the www.e-collabcenter.com (NIPRNet) or the www.e-

collabcenter.nces.dod.smil.mil (SIPRNet) or if you are using an enclave have cookies enabled for

the URL to that enclave site. The following Microsoft article (found on NIPRNet) describes cookies and how to configure them

in Internet Explorer http://support.microsoft.com/kb/283185

will allow session cookies for E-CollabCenter.com. Below is a screenshot of this setting, which is found under Tools … Internet Options … Privacy

. The default IE privacy settings (medium)

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4.6.1.2 Sun Java

To verify if the Internet Explorer browser is configured to use Sun Java:

 Usually IE (Internet Explorer) uses Microsoft’s Virtual Machine by default. To change this,

from an IE browser, click on Tools>Internet Options

 Click on the ‘Advanced’ tab and verify that the Java (Sun) is checked. Make sure that all

the options under ‘Microsoft VM’ are unchecked.

 If the SUN Java option is not checked, it means that the browser is not using it.  Click on ‘OK’ on the options window for any changes to take effect and close and

restart the browser

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