Nortel Networks Integrated Conference Bridge User Manual

Title page

Nortel Networks Communication Server 1000

Nortel Networks Integrated Conference Bridge

User Guide

Revision history

July 2004

Standard 1.00. This document is issued to support Nortel Networks Integrated Conference Bridge Release 4.0.

Revision history

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

User levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Integrated Conference Bridge interfaces . . . . . . . . . . . . . . . . . 9

Browser User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Accessing the BUI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

General information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Preparing to use the BUI . . . . . . . . . . . . . . . . . . . . . . . . . 11

Logging in to the BUI . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Changing the user password . . . . . . . . . . . . . . . . . . . . . . 13

Conference List window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Title frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Scheduling a one-time conference . . . . . . . . . . . . . . . . . . . . . 17

Scheduling a new one-time conference . . . . . . . . . . . . . . 17

Scheduling a one-time conference by copying and

reconfiguring a conference . . . . . . . . . . . . . . . . . . . . . . . . 26

Contents

Scheduling a recurrent conference . . . . . . . . . . . . . . . . . . . . . 27

Scheduling a new recurring conference . . . . . . . . . . . . . . 28

Scheduling a recurring conference by copying and

reconfiguring a conference . . . . . . . . . . . . . . . . . . . . . . . . 30

Editing a conference (one-time or recurring) . . . . . . . . . . . . . 31

Deleting a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Managing a conference in progress . . . . . . . . . . . . . . . . . . . . 34

Tasks for managing a conference . . . . . . . . . . . . . . . . . . 34

Dual-card meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Conference Call Manager window . . . . . . . . . . . . . . . . . . 36

Managing the conference . . . . . . . . . . . . . . . . . . . . . . . . . 39

Changing the status of the chairperson . . . . . . . . . . . . . . 42

Managing the status of all participants . . . . . . . . . . . . . . . 44

Managing the status of individual participants . . . . . . . . . 45

Contents

Microsoft Outlook User Interface . . . . . . . . . . . . . . . . . . . . 48

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Microsoft Outlook settings . . . . . . . . . . . . . . . . . . . . . . . . 48

ICB form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

ICB files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Publishing the ICB files . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Adding the ICB form as the default Calendar form . . . . . 52

Removing ICB files from the Personal Forms Library . . . 53

Resetting the default Calendar form for Microsoft Outlook 54

Upgrading the ICB form . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Clearing the Microsoft Outlook forms cache . . . . . . . . . . 55

ICB form errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Logging in to ICB . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Changing the ICB password . . . . . . . . . . . . . . . . . . . . . . 58

Adding access to a different ICB card . . . . . . . . . . . . . . . 59

Renaming an ICB card . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Scheduling a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Scheduling a new conference . . . . . . . . . . . . . . . . . . . . . 61

Modifying a past conference to start in the future . . . . . . 66

Editing a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Editing a conference before it begins . . . . . . . . . . . . . . . . 67

Editing a conference while it is in progress . . . . . . . . . . . 69

Deleting a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Telephone User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Scheduling a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Acquiring and releasing chairperson control . . . . . . . . . . . . . 74

Using the TUI commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Using the chairperson TUI commands . . . . . . . . . . . . . . . 75

Contents

Using the participant TUI commands . . . . . . . . . . . . . . . . 75

Adjusting audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Recording a conference-specific greeting . . . . . . . . . . . . . . . 77

Creating an “ad hoc” conference . . . . . . . . . . . . . . . . . . . . . . 77

TUI command summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Chairperson commands . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Participant commands . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Contents

Introduction

Nortel Networks Integrated Conference Bridge allows users to schedule and administer multiple, simultaneous conferences using a web, telephone, or Microsoft® Outlook® user interface.

User levels

Nortel Networks Integrated Conference Bridge (ICB) supports the following four user levels:

• Administrator — An administrator can set up the ICB card, add one or more users (including super users), and delete one or more users.

• Super user — A super user can view and change any conference scheduled on the ICB.

• Executive user — An executive user can create and modify their own conferences. An executive user can also view any conference scheduled on the ICB.

• Regular user — A regular user can create and modify their own conferences. A regular user cannot view or change the conferences of others.

This document describes ICB operations for the super user, executive user, and regular user levels. Administrator operations are described in Nortel Networks Integrated Conference Bridge Administrator Guide.

Integrated Conference Bridge interfaces

A conference can be configured on the Nortel Networks Integrated Conference Bridge (ICB) system in the following ways:

• Use the Browser User Interface.

• Use the Microsoft Outlook User Interface.

• Use the Telephone User Interface.

Introduction

Browser User Interface

The ICB Browser User Interface (BUI) offers one set of configuration options for administrators and a second set for other users.

• For information about BUI options for administrators, refer to Nortel

Networks Integrated Conference Bridge Administrator Guide.

• For information about BUI options for non-administrators, see “Browser User Interface” on page 11.

Microsoft Outlook User Interface

The Microsoft Outlook User Interface enables users to schedule and manage ICB conferences. The interface includes a subset of the options available in the BUI.

• For information about Microsoft Outlook User Interface options for administrators, refer to Nortel Networks Integrated Conference Bridge Administrator Guide.

• For information about Microsoft Outlook User Interface options for non-administrators, see “Microsoft Outlook User Interface” on page 48.

Telephone User Interface

The ICB Telephone User Interface (TUI) lets administrators and other users enter commands on a telephone keypad to configure conferences.

• For information about TUI options for administrators, refer to Nortel

Networks Integrated Conference Bridge Administrator Guide.

• For information about TUI options for non-administrators, see “Telephone User Interface” on page 71.

Browser User Interface

Accessing the BUI

This section contains instructions on accessing the BUI and changing the user password.

General information

The ICB BUI supports open access from anywhere on the Internet, including gateways and firewalls. The ICB web server is accessed over an Ethernet connection. The system does not support browsers running on MacIntosh computers. When using the BUI, do not disable the cookies function in the browsers.

Preparing to use the BUI

1. Check the web browser version.

a. Netscape Communicator® users must run version 4.5 or later. To

check the version, choose Help > About Netscape.

b. Microsoft Internet Explorer® users must run version 4.01 or later

with Service Pack 1. To check the version, choose Help > About Internet Explorer.

To upgrade the web browser, ask your system administrator about the upgrade procedure.

2. Obtain the following information from the ICB administrator:

a. your ICB UserID name

b. your ICB login password

c. the ICB IP address (URL or DNS Name)

Logging in to the BUI

1. Enter the ICB IP address in the browser’s Location or Address field, and press Enter or Return.

The ICB Login window opens. See Figure 1 on page 12.

Browser User Interface

Note: By default, the ICB Login window has a generic image. Administrators can remove or replace this image.

Figure 1: ICB Login window

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2. Bookmark this URL for future use.

3. Click LOGIN

The Network Password window opens. See Figure 2 on page 13.

Browser User Interface

Figure 2: Network Password window

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4. Enter your user name in the User Name field.

• To log in as chairperson, enter the chairperson access number

(this is the same number the chairperson dials when joining the conference from a telephone).

• To log in for any other reason (such as to schedule a

conference), enter your ICB User Name.

5. Enter your password in the Password field.

• To log in as chairperson, enter the chairperson conference

password (this is the same number the chairperson dials when joining the conference from a telephone).

• To log in for any other reason (such as to schedule a

conference), enter your ICB password. To log in the first time, use the default password assigned by your Administrator.

6. Select Save this password in your password list (optional).

7. Click OK.

Changing the user password

1. Log in to the BUI. See “Accessing the BUI” on page 11.

2. Click Change Password.

The Change Password window opens. See Figure 3 on page 14.

Browser User Interface

Figure 3: Change Password window

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3. Enter the current password in the Enter current password field.

4. Enter the new password in the New password field.

5. Reenter the new password in the Confirm new password field.

6. Click Submit.

Conference List window

The home window for the ICB BUI is the Conference List window (see Figure 4 on page 15). Use this window to view scheduled conferences, create a new conference, change passwords, and more.

Browser User Interface

Figure 4: Conference List window

The controls and fields in this window are described in Table 1.

Table 1: Components of Conference List window (Part 1 of 2)

Component Description

New

Click to set up a new ICB conference.

Conference

Change

Click to change a password.

password

Conference title

Number of

Subject text of the conference. This field can be empty.

Number of ports reserved for this conference.

participants

Date Conference date. For permanent conferences, the

date shows Permanent. For recurrent conferences, (R) follows the date.

Start time Conference start time. This field is empty for

permanent conferences.

Browser User Interface

Table 1: Components of Conference List window (Part 2 of 2)

Component Description

Duration Conference duration. This field is empty for

permanent conferences.

Dialing access Conference access number (DN).

Chairperson

Chairperson access number (DN).

access

Owner Name of the person who owns the conference. This

column appears only for super users, as they can view all conferences. When a super user schedules a conference and enters another user in the Owner field, that user becomes conference owner and that user’s name appears here.

Edit Click the Edit icon (a pencil) to open a window for

editing the conference. The window opens with the selected item’s parameters. Super users cannot edit; they can only view or control a permanent conference.

Delete Click the Delete icon (an X) to delete the conference.

When clicked, a confirmation dialog box opens. If the conference is active, the following additional line appears before the confirm delete statement: “Warning! This conference is active.” Super users cannot edit a permanent conference; they can only view or control a permanent conference.

Copy Click the Copy icon (pages) to schedule a new

conference by copying an existing conference without having to reenter all the detailed information. A window opens with the selected item’s parameters. Permanent conferences and “ad hoc” conferences cannot be copied.

Control Click the Control icon (a gavel) to open the

Conference Call Manager window. This icon appears only for conferences currently in progress.

Browser User Interface

Title frame

The title frame sits at the top of the Conference List window and all ICB windows (see Figure 5). It contains the following buttons:

• Print — Sends the current window to the printer.

• Logout — Terminates the session and returns the user to the ICB Login window (see Figure 1 on page 12).

• Help — Displays help information relevant to the current window. The information is displayed in a separate window.

Figure 5: ICB title frame

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Optional Customer Logo

Scheduling a one-time conference

You can schedule a one-time conference by:

• scheduling a new conference (see “Scheduling a new one-time conference” below), or

• copying an existing conference and changing the parameters as appropriate for the new conference (see “Scheduling a one-time conference by copying and reconfiguring a conference” on page 26).

Scheduling a new one-time conference

1. Log in to the BUI. See “Accessing the BUI” on page 11.

2. Click New Conference in the Conference List window (see Figure 4 on page 15).

The Schedule a New Conference window opens. See Figure 6 on

page 18.

Browser User Interface

Figure 6: Schedule a New Conference window

3. Configure the parameters in the General section:

a. In the Subject field, enter up to 20 characters of text that

describes the purpose of the conference (optional). By default, this field is empty.

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b. In the Number of participants field, enter the number of ports

reserved for the conference, including chairperson ports. The application ensures that the total number of reserved ports for the time period does not exceed system capacity. The system performs validation after submission. Acceptable values are 3 to 32; the default is 4.

c. To determine port availability, click Free Ports (optional).

The window expands to show the Free Ports View section (see Figure 7 on page 19). This section shows the ports available for the date selected in the Select date field.

Browser User Interface

Figure 7: Schedule a New Conference — Free Ports View

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d. Select Dual meeting. This link appears only on the primary ICB

card in a dual-card set. It is not shown in Figure 6 on page 18. If selected, a Dual Meeting window opens. Users can select up to 60 or 62 ports, depending on the value of the full chairperson control parameter. The Access Numbers section displays a fixed dual-card meeting DN that cannot be changed.

e. In the Select date field, enter the start date for the conference.

Valid entries are the current day up to one year ahead of the current day. The default is the current day.

If the BUI application is operating on a Microsoft Windows® operating system, you can alternatively click the Calendar icon to open the Select Date window (see Figure 8 on page 20) and select the start date from the calendar.

Browser User Interface

Figure 8: Select Date window

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f. In the Owner ID field, enter the User ID of the person scheduling

the conference and who has permission to edit or delete the conference. The field defaults to the User ID of the user logged in to the BUI. When the BUI displays the User Name field to a regular user, it cannot be edited. When the BUI displays this field to a super user, the super user can edit it by:

• typing a User ID in the field, or

• clicking Search, which opens the Search for a owner ID window (see Figure 9 on page 21).

Browser User Interface

Figure 9: Search for a owner ID window

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g. In the Chairperson field, enter the name of the chairperson for

the user’s reference. The default value is the User Name corresponding to the User ID in the Owner ID field, but you can edit it as required. You can enter up to 20 characters.

4. Configure the parameters in the Time section:

a. In the Start Time field, enter the start time for the conference.

The minutes box shows 15-minute increments (that is, 0, 15, 30, and 45). The default is the current time and is rounded to the nearest 15 minutes, as follows:

• In the first 10 minutes of the interval, the system rounds the time to the last 15-minute value. For example, if the time is 8:23, the box shows the time as 8:15.

• In the last 5 minutes of the interval, the system rounds the time to the future 15-minute value. For example, 8:26 appears as 8:30.

b. In the Duration field, enter the conference duration. Enter up to

12 hours in 15-minute increments. The selection box shows all possible values. The default is 1 hour.

Browser User Interface

5. Configure the access numbers in the Access Numbers section. Select one of the following options:

a. Select Automatically assigned. The system automatically

selects the DN pair. This is the default option.

b. Select Choose a number, and select a number pair from the

drop-down list. The list contains number pairs in the format: [conference (chairperson)]. The system checks the availability of the number when a form is submitted. If the numbers are not available, the scheduling fails.

6. Select Options to configure a conference password, a recurring conference, or other general conference options (optional).

The window expands to include three new sections. See Figure 10 on

page 23.

Browser User Interface

Figure 10: Schedule a New Conference — Options

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a. In the Password section, create a password for conference

participants and the chairperson (optional).

i. To create a password that participants use to join the

conference, select one of the following options from the User

Password field:

• No password

Browser User Interface

• Automatically assigned password — The system automatically generates the password. The length of the password is configured by the administrator and can be from 4 to 8 digits.

• Choose a password — Enter a 4- to 8-digit password in this field. The password is displayed in the window as it is entered. The system does not check the password for uniqueness. Different conferences can use the same password.

ii. To create a password to authenticate the chairperson, select

one of the following options from the Chairperson Password field:

• No password

• Automatically assigned password — The system automatically generates the password. The length of the password is configured by the administrator and can be from 4 to 8 digits.

b. Configure General Options in the General Options section

(optional).

i. In the Indication for entry and exit field, define how the

system indicates the entry or exit of a participant. Select one of the following options from the drop-down list:

• Play name on entry and name on exit

• Play name on entry and tone on exit

• Play tone on entry and tone on exit

• Silence (no indication for entry or exit

ii. In the Language field, select the language the system uses

for voice prompts. The drop-down list offers the languages available in the system. When using single-number access, the selected language takes effect after the caller enters the

Browser User Interface

conference ID and password. Otherwise, the system uses the default language.

iii. Select Add ports if needed to have the system reserve

additional ports to accommodate unanticipated participants. The system adds ports only if available (that is, if they are not reserved for another conference).

iv. Select Keep one port for the chairperson to reserve a port

for the chairperson. If this option is not selected, the system makes ports available on a first-come, first-serve basis. In this case, if all the ports are in use when the chairperson tries to join the conference, the system does not allow the chairperson to enter the conference.

7. Click Set Conference to save the conference.

After the conference details are saved, the Conference Details window opens (see Figure 11 on page 26). This window displays conference details and options in the same layout as the Schedule a New Conference window.

Use the Conference reference number, shown in the General Options section, when recording a conference-specific greeting. See “Recording a conference-specific greeting” on page 77.

Browser User Interface

Figure 11: Conference Details window for a one-time conference

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8. Do one of the following:

• Click OK to return to the Conference List window.

• Click Edit Conference to make any changes to the conference (see “Editing a conference (one-time or recurring)” on page 31).

Scheduling a one-time conference by copying and reconfiguring a conference

The reconfiguring of an existing conference to create a new conference is not the same as editing an existing conference. When reconfiguring a copied conference to create a new conference, all parameters can be changed as necessary. When editing an existing conference, only some parameters can be changed.

Steps

1. Log in to the BUI. See “Accessing the BUI” on page 11.

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