Polycom CMA User Manual

Polycom® CMA™ System Web Scheduling Guide

5.3 | April 2011 | 3725-77603-001D1
Trademark Information
Polycom®, the Polycom “Triangles” logo, and the names and marks associated with Polycom’s products are trademarks and/or service marks of Polycom, Inc., and are registered and/or common-law marks in the United States and various other countries.
All other trademarks are the property of their respective owners.
Java is a registered trademark of Oracle and/or its affiliates.
Patent Information
The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc.
End User License Agreement
Use of this software constitutes acceptance of the terms and conditions of the Polycom CMA system end-user license agreement (EULA).
The EULA is included in the release notes document for your version, which is available on the Polycom Support page for the Polycom CMA system.
4750 Willow Road Pleasanton, CA 94588-2708 USA
No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format.
As between the parties, Polycom, Inc., retains title to and ownership of all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g., a book or sound recording).
Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc., is not responsible for printing or clerical errors. Information in this document is subject to change without notice.
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Contents

Contents

1 Polycom® CMA™ System Overview . . . . . . . . . . . . . . . . . . . 1
Scheduling Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Log Into the Polycom CMA System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
General Scheduling Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Scheduling Participants and Endpoints . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Bridge Selection and Cascading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Bridge Scheduling and Reassignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Field Input Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Filter and Search a List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Change Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Log Out of the Polycom CMA System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2 Conference Scheduling Overview . . . . . . . . . . . . . . . . . . . . . 9
Conference Menu and Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Conference Views—Future and Ongoing . . . . . . . . . . . . . . . . . . . . . . . . 11
Conference States . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Context-Sensitive Conference Commands . . . . . . . . . . . . . . . . . . . . . . . 13
User Menu and Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Context-Sensitive Guest Book Commands . . . . . . . . . . . . . . . . . . . . . . . 14
Add a Guest to the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . 14
Edit a Guest in the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Delete a Guest from the System Guest Book . . . . . . . . . . . . . . . . . . . . . 17
3 Conference Management Operations . . . . . . . . . . . . . . . . . 19
Add/Schedule a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Edit a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Copy a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Edit a Participant’s Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Edit a Room’s Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
View Scheduling Information for a Conference . . . . . . . . . . . . . . . . . . . . . . 28
Manage an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Add Additional Participants to an Active Conference . . . . . . . . . . . . . . . . 31
Add a Room to an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
View the Video of a Participant in an Active Conference . . . . . . . . . . . . . . 33
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Manage a Participant’s Endpoint During a Conference . . . . . . . . . . . . . . . 34
View a Participant’s Details During a Conference . . . . . . . . . . . . . . . . . . . . 35
Terminate an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Delete a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
4 Advanced Scheduling Operations . . . . . . . . . . . . . . . . . . . 39
Edit Conference Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Select a Bridge for a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Create a Cascaded Conference Across Multiple Bridges . . . . . . . . . . . . . . . 45
5 Conference and Participant Details . . . . . . . . . . . . . . . . . . 47
Conference Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Conference Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Conference Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Bridge (MCU) Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Participants List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Participant Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Participant Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
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Polycom® CMA™ System Overview

This chapter provides an overview of the Polycom® Converged Management Application™ (CMA™) system and includes these topics:
Scheduling Overview
Log Into the Polycom CMA System
General Scheduling Information
1
Scheduling Participants and Endpoints
Bridge Selection and Cascading
Bridge Scheduling and Reassignment
Field Input Requirements
Field Input Requirements
Filter and Search a List
Change Password
Log Out of the Polycom CMA System

Scheduling Overview

The Polycom CMA system allows users with basic of advanced Scheduler Permissions to schedule conferences from their desktops.
Using the simple Polycom CMA system Web Scheduler interface, schedulers can create one-time or recurring conferences in a manner similar to their favorite calendar application. Or schedulers with the Microsoft Outlook® or IBM® Lotus Notes® can use the Polycom Scheduling Plugins to schedule conferences.
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Polycom CMA System Web Scheduling Guide

Log Into the Polycom CMA System

To log into the Polycom CMA system web interface, you need:
Microsoft Internet Explorer® 6.0, 7.0 or 8.0, Mozilla FireFox® 3.5 or 3.6, or
Apple Safari 3.2 or 4.0
Adobe
The IP address or host name of the Polycom CMA system server and your
You get three opportunities to enter the correct password. After three failed attempts, the system returns an error message.
To log into a Polycom CMA system 1 Open a browser window and in the Address field enter the Polycom
®
Flash® Player 9.x or 10.0.x
username, password, and domain.
CMA system server IP address or host name.
If prompted to install the Adobe Flash Player, click OK.
If you receive an HTTPS Security Alert, click Yes.
To eliminate these HTTPS certificate security alerts in the future, contact your system administrator.
2 When the Polycom CMA system Log In screen appears, enter your
Username and Password.
3 If necessary, select a different Language or Domain. 4 Click Login.
Because the Polycom CMA system is a role-based system, you see only the
pages and functions available to your roles.

General Scheduling Information

You may find the following general topics useful when you are scheduling conferences.
Scheduling Participants and Endpoints
Bridge Selection and Cascading
Bridge Scheduling and Reassignment
Field Input Requirements
Filter and Search a List
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Polycom® CMA™ System Overview

Scheduling Participants and Endpoints

When you schedule conferences, you select the participants you wish to join the conference from your endpoint directory. Depending on your system configuration, your endpoint directory may be the enterprise LDAP directory or the Global Address Book. It may also include Guest Book entries.
For participants that have multiple endpoints registered with the Polycom CMA system, the system selects the participant’s default endpoint. You can change to another endpoint by selecting it from the Call Info list or by editing the participant.
You can schedule participants without endpoints into conferences. You cannot schedule endpoints without owners into conferences. The Polycom CMA system can be configured to allow you to overbook dial-in participants. In this case, dial-in participants can be scheduled to dial into multiple conferences during the same time period, but the system reserves resources for the participant for only the first scheduled conference. Dial-out participants cannot be scheduled into multiple conferences.
For the same reason, if you schedule participants with endpoints such as Polycom CMA Desktop, HDX, VVX, or VSX systems into conference as Dial In endpoints, the conference will require external MCU resources.

Bridge Selection and Cascading

When a conference is scheduled with one of the Polycom CMA system scheduling applications (Web Scheduler or Scheduling Plug-in for Microsoft Outlook or IBM Lotus Notes) and the conference requires external MCU resources (such as a Polycom RMX or MGC system), then by default the Polycom CMA system automatically assigns the conference to a bridge. However, the system allows users with advanced scheduler permissions to select a bridge for their conferences. It also allows them to create multibridge, cascaded conferences.
Bridge Selection
When scheduling a conference, users with advanced scheduler permissions can select a bridge to host their conference by selecting the Single Bridge option. When they select this option, the system presents a list of bridges that have the capabilities and resources required to host their conference.
Because this bridge list depends on the template selection and conference settings, users should make their template selection and conference settings before selecting a bridge. Otherwise, they may select a bridge that cannot meet their conferencing requirements. In this case, the conference will fail to schedule.
Bridge Selection and Cascading Conferences
When scheduling a conference, users with advanced scheduler permissions can select the Multi Bridge option to create cascading conferences.
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In some respects, a cascaded conference looks like a single conference, but it is actually two or more conferences on different bridges that are linked together. The link is created by a dial-out from one conference to a second conference via a special cascaded entry queue.
Some reasons you may wish to create cascading conferences include:
To invite more conference participants than any single bridge can host
To connect different bridges at different sites into a single conference
To use the different capabilities of different bridges (for example, different
communication protocols, such as, serial connections, ISDN, etc.) When you create a multibridge, cascaded conference, you must manually
select bridges and create the cascaded links between bridges by identifying the originating bridge, the terminating bridge, and the network type (IP or ISDN). The system displays an interconnection diagram that illustrates the cascaded links. Once scheduled, each cascaded link appears as a participant in the conference.
By default, the system automatically assign participants to the “best bridge” for them based on available capacity, location, and least cost routing rules. However, you may also choose to manually assign participants to bridges.

Bridge Scheduling and Reassignment

When a conference is scheduled with one of the Polycom CMA system scheduling applications (Web Scheduler or Scheduling Plug-in for Microsoft Outlook or IBM Lotus Notes), by default the system automatically assigns the conference to a bridge unless a user with advanced scheduler permissions intercedes. If that bridge is down at the time the system starts the conference, the Polycom CMA system attempts to dynamically reassign the conference to another bridge with sufficient capabilities and resources.
If the system can successfully reassign the conference to another bridge,
the conference starts on the newly selected bridge, and the system sends
an updated conference email to all scheduled participants. This updated
email includes a new dial-in number that dial-in participants must use to
join the conference.
If the system cannot successfully reassign the conference to another
bridge, the conference fails to start. The system sends an email to notify the
conference organizer of the failure. Some notes about bridge reassignment:
The bridge reassignment process only occurs when the system detects that
a bridge is down. It does not occur if the system determines that a bridge
does not have sufficient resources required to host the conference.
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Polycom® CMA™ System Overview
If the Polycom CMA system cannot find another bridge with the features
and capacity needed to support a conference, the conference fails to start.
The system does not attempt to modify the conference settings in any way.
Instead, the system sends an email to notify the conference organizer of
the failure.
The system will chain bridge reassignments. This means that if the next
bridge to which the system assigns a conference is down at the time the
system tries to start the conference, the system will try to reassign the
conference again.
If the bridge to which the system reassigns a conference has ad hoc
conferences on it, the Polycom CMA system is unaware of those
conferences. The reassigned conference may fail to start if ad hoc
conferences are consuming resources the Polycom CMA system expected
to schedule. This is known behavior and is avoided by applying the best
practice of not using bridges for both scheduled and ad hoc conferences.

Field Input Requirements

While every effort was made to internationalize the Polycom CMA system, not all system fields accept Unicode entries. If you work in a language other than English, be aware that the Polycom CMA system fields that accept only ASCII characters are shaded a light yellow.
For information about specific field requirements, see “System Field Input
Requirements” on page 549.

Filter and Search a List

In the Polycom CMA system interface, information is often summarized in lists or grids.
Lists that include many items may have filters or searchable fields, which allow you to view a subset of items or search for a specific entry. The available filtering options depend on the type of information in the list. For example in the conference list:
If you select Custom Date as the filter, a calendar filter field appears
If you select Ongoing Plus as the filter, an attribute option appears. You
In general, most text filter fields are ASCII only and the Polycom CMA system search function is a case-insensitive, substring search. That means when you enter a search string, the Polycom CMA system looks for that string whereever it occurs (beginning, middle, or end) in the word or number.
can select the attribute Conference Name and enter all or part of the
conference name into the associated text field.
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However, if the Polycom CMA system is integrated with an Active Directory, the Polycom CMA system uses the LDAP search function for searches of the directory. LDAP searches are prefix-searches that include an appended wildcard. In this case, when you enter a search string, the system looks for that search string only at the beginning of the indexed fields.
For example, all of the following searches for a participant will find Barbara Smithe:
Barbara
Smithe
Bar
Smi
To optimize LDAP searches, the Polycom CMA system (and its dynamically-managed endpoints) searches only indexed LDAP fields and a limited set of attributes. The attributes include:
ObjectCategory
memberOf
DisplayName
GivenName
Sn
Cn
Samaccountname
groupType
distinguishedName
objectGuid
These are the requested attributes to be returned by the search:
Sn
Givenname
Mail
Ou
Objectguid
Telephonenumber
Cn
Samaccountname
Memberof
Displayname
Objectclass
Title
localityName
department
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Polycom® CMA™ System Overview

Change Password

Local users of the Polycom CMA system must change their passwords every 90 days. Access rules for enterprise users is managed by Microsoft Active Directory.
To change your system password 1 Click Settings in the top-right corner of the page. 2 Click Change Password. 3 Enter your Old Password. 4 Enter a New Password. This password must be at least 8 characters long. 5 Confirm the new password and click OK.

Log Out of the Polycom CMA System

To log out of the Polycom CMA system
Click Log Out in the top-right corner of the page.
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Conference Scheduling Overview

This chapter describes the scheduling and conference views, navigation, and commands of the Polycom CMA system. It includes these topics:
Conference Menu and Views
Conference Views—Future and Ongoing
Conference States
2
Context-Sensitive Conference Commands
User Menu and Guest Book
Context-Sensitive Guest Book Commands
Add a Guest to the System Guest Book
Edit a Guest in the System Guest Book
Delete a Guest from the System Guest Book

Conference Menu and Views

The Polycom CMA system Conference menu provides these views of the Conference list:
•Future—Displays the list of future conferences in the main window.
Use this view to view and edit future conferences.
Ongoing—Displays the list of active conferences in the main window.
Use this view to manage ongoing conferences. Note that with Scheduler Permissions, you only see and manage the
conferences you created.
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The Conference views have these sections.
Section Description
Views The views you can access from the page. Conference Actions The set of available commands. The constant commands in
Conference List The context-sensitive Conference list for the selected view. Conference Details Displays information about the selected conference. For
the Conference views are:
Refresh —Use this command to update the display with current information.
•Add —Use this command to create a new video and/or audio conference.
more information, see “Conference Details” on page 47.
Conference Features
Bridge (MCU) Features
Participants Displays the list of participants for the selected conference.
Participant Details Displays information about the participant selected in the
Displays the status of system features for the selected conference. For more information, see “Conference
Features” on page 49.
Displays the status of MCU features for the selected conference. For more information, see “Bridge (MCU)
Features” on page 50.
For more information, see “Participants List” on page 51.
Participants list. For more information, see “Participant
Details” on page 52.
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Conference Scheduling Overview
Conference Views—Future and Ongoing
When you log into the Polycom CMA system with Scheduler Permissions, you see the Conference and User menus and the Future view is displayed. You can also select the Ongoing view.
The Conference list in both the Future and Ongoing view has these fields.
Field Description
Filter Use the filter to display other views of the conference list,
which include:
Future Only - Displays scheduled conferences that have not yet started
Today Only - Displays scheduled conferences (completed, active, or future) for the current day and active ad hoc conferences
•Custom Date - Displays scheduled conferences (completed, active, or future) for a selected day. Select the day from the calendar.
Ongoing Plus - Displays active and future scheduled conferences for the day. You can further filter this request by Owner, Conference Name, Endpoint
Name, and Bridge.
Today Plus - Displays scheduled conferences
(completed, active, or future) for the current day , current ad hoc conferences, and all future conferences. You can further filter this request by Owner, Conference Name,
Endpoint Name, and Bridge.
Yesterday Plus - Displays completed scheduled
conferences for yesterday and earlier. You can further filter this request by Owner and Conference Name.
For information on filters, see “Filter and Search a List”.
Export as Excel file Use this button to download the Conference list as currently
displayed to a Microsoft Excel spreadsheet.
Status The state of the conference. For more information, see
“Conference States” on page 12.
Type The type of scheduled conference. Possible values include:
Video Conference —All conference participants have video endpoints.
Audio Only Conference —All conference participants have audio endpoints. Audio only conferences require an MCU.
Recurring Conference —The conference is one in a recurring series.
Multi-Bridge Conference —The scheduler assigned the conference to multiple bridges and created bridge links.
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Field Description
Conference Name The system- or scheduler-assigned name of the
Start Time The user-assigned start time for the conference. The
Bridge If applicable, the user-assigned bridge for the conference.
Owner The conference creator.
conference. By default, the system assigns a conference name and appends the day and date to that name. The scheduler can change the system-assigned name.
system appends the time difference between the local time and the standard time.
Possible values are:
•N/A—A bridge is not required for the conference.
•<Bridge Name>—The user assigned the conference to
a single bridge. In this case, the bridge name is displayed.
Multi bridge —The user assigned the conference to multiple bridges and created bridge links.

Conference States

Conferences may be in the following states.
State Description
Future Conference
Completed Conference
Active Conference
Active Alerts Conference
Scheduled conference that has not yet started. This conference state is possible in all views except the Yesterday Plus view.
A scheduled conference that occurred in the past. This conference state is possible in all views except the Future and Ongoing Plus view.
A conference that is still active/ongoing. This conference state is possible in all views except the Future and Yesterday Plus view.
The bridge on which the active/ongoing conference is being hosted has sent an alert. Examples of events that will trigger a bridge alert are:
A participant is connected in secondary mode (audio only).
A conference is not yet full (i.e., not all scheduled participants have joined the conference).
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Conference Scheduling Overview
State Description
Declined Conference
Conference End Warning
Applies only to conferences scheduled through the Polycom Scheduling Plugin for Microsoft Outlook. This state indicates that most participants did not accept the conference invitation.
The conference is ending, i.e., it is in its last five minutes unless someone extends it.

Context-Sensitive Conference Commands

Besides the constant Refresh and Add commands, the Actions section may include these context-sensitive commands depending on the type of conference selected.
Command Description Available for future conferences only
Edit Use this command to edit the selected conference. For
more information, see “Edit a Conference” on page 23.
Available for future and past conferences
Delete Use this command to delete the selected conference.
Available for future, past, and active conferences
Copy Use this command to copy the selected conference.
Available for active conferences only
Manage Use this command to display the Manage Conference
Terminate Ends the selected conference.

User Menu and Guest Book

The Polycom CMA system User menu provides access to the system Guest Book. The Guest Book is a system-wide directory that includes guest
participants who were added explicitly or saved during scheduling to the Guest Book. They are referred to as static entries because they are not imported through the dynamically updated enterprise directory or included in the system Global Address Book. The Guest Book is limited to 500 entries.
page for the conference selected in the Conference List. Use this command to manage participants and endpoints in the selected active conference. For more information, see
“Manage an Active Conference” on page 29.
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The Guest Book has these fields.
Field Description
Name The guest’s first and last name. Email The guest’s email address. The system validates the email
Location The location of the guest’s endpoint system. This is a
Number (Optional) The ISDN phone number for the user. This
Join Mode Indicates whether the guest will use an audio endpoint or
Dial Options Indicates whether the guest will dial into conferences, or
structure only.
free-form entry field that the system does not validate.
number is constructed from the Country code + Area/City code + phone number or entered as the modified dial number.
video endpoint to join conferences.
that the system should dial out to the guest.
Dial Type Indicates whether the guest has an IP (H.323) or ISDN
(H.320) endpoint.

Context-Sensitive Guest Book Commands

The Actions section of the Guest Book page may include these context-sensitive commands depending on the type of conference selected.
Command Description
Add Guest Use this command to add a new guest user. Edit Guest Use this command to change information for a guest user. Delete Guest Use this command to delete a guest from the Guest Book.
Deleting a guest is a permanent operation.

Add a Guest to the System Guest Book

To add a guest to the system Guest Book 1 Go to User > Guest Book and click Add Guest. 2 Configure the Guest Information section of the Add New Guest dialog
box.
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Conference Scheduling Overview
Field Description
First Name The guest’s first name Last Name The guest’s last name Email The guest’s email address. The system validates the
email structure only.
Location The guest’s location of the guest’s endpoint system.
This is a free-form entry field that the system does not validate.
Dial Type Specify the protocol that the guest’s endpoint
supports; either IP (H.323) or ISDN (H.320).
Join Mode Specify whether the guest will use an audio endpoint
or video endpoint to join conferences.
Note
A guest may have multiple endpoints. To create , create a separate guestbook entry for each endpoint.
Dial Options Specify whether the guest will dial into conferences,
or that the system should dial out to the guest.
Note
To support both options, create a separate guestbook entry for each.
3 If the guest has an IP (H.32.3) endpoint, configure:
Field Description
IP Address The IP address of the guest’s video or audio
endpoint.
Extension The specific dial string for the guest. For Annex-O
dialing, enter the H.323.alias@IP here, for example:
1001@11.12.13.14
1001@
domain
.com
username@domain username
@1 1.12.13.14
.com
Note
Polycom endpoints must register with a gatekeeper before they'll attempt an Annex-O call.
MCU Service Choose from the list of MCU services defined on the
MCUs that the Polycom CMA system has registered. Leave this at Any Available Service unless you have specific knowledge of MCU services.
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Note
The Extension field in this dialog box cannot be configured.
4 If the guest has an ISDN (H.320) endpoint and a modified dialing number
(with a prefix or postfix):
a Click Use Modified Dial Number. b Configure these settings:
Field Description
Number The participant’s phone number. MCU Service Choose from the list of MCU services defined on the
MCUs that the Polycom CMA system has registered. Leave this at Any Available Service unless you have specific knowledge of MCU services.
Note
The Extension field in this dialog box cannot be configured.
5 If the guest has an ISDN (H.320) endpoint but no modified dialing
number, configure these settings:
Field Description
Country The country to which the system will dial out to the
guest.
Area/City Code The area code to which the system will dial out to the
guest. Number The participant’s phone number. MCU Service Choose from the list of MCU services defined on the
MCUs that the Polycom CMA system has registered.
Leave this at Any Available Service unless you
have specific knowledge of MCU services.
Note
The Extension field in this dialog box cannot be configured.
6 Click OK.
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