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.

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

— 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

Samaccountname

groupType

distinguishedName

objectGuid

These are the requested attributes to be returned by the search:

Givenname

Mail

Objectguid

Telephonenumber

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

— 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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Conference Scheduling Overview

Edit a Guest in the System Guest Book

To edit a guest in the system Guest Book 1 Go to User > Guest Book and select the guest of interest. 2 Click Edit Guest. 3 Change the Guest Information section and endpoint information

sections of the Add New Guest dialog box, as needed. For more information about these fields, see “Add a Guest to the System Guest

Book” on page 14.

4 Click OK.

Delete a Guest from the System Guest Book

To delte a guest from the system Guest Book 1 Go to User > Guest Book and select the guest of interest. 2 Click Delete Guest. 3 Click Yes to confirm the deletion.

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Conference Management Operations

This chapter describes the Polycom® Converged Management Application™ (CMA™) system conference management operations. It includes these topics:

• Add/Schedule a Conference

• Edit a Conference

• Copy a Conference

• Edit a Participant’s Settings

• Edit a Room’s Settings

• View Scheduling Information for a Conference

• Manage an Active Conference

• Add Additional Participants to an Active Conference

• Add a Room to an Active Conference

• View the Video of a Participant in an Active Conference

• Manage a Participant’s Endpoint During a Conference

• View a Participant’s Details During a Conference

• Terminate an Active Conference

• Delete a Conference

Add/Schedule a Conference

To add or schedule a new conference 1 Go to Conference > Future and click Add . 2 In the conference scheduling page, enter a Conference Name and set a

conference Start Date, Start Time, and either an End Time or Duration.

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3 To make the conference recurring:

a Click Recurrence and in the Appointment Recurrence dialog box, set:

b Click OK.

4 For a Video conference, you can change the template by clicking Default

Template and selecting a different template.

• Conference templates provide default conference settings. When you select a

• The Default T emplate and Default Audio T emplates are stored in the system

» Recurrence frequency (Daily, Weekly, or Monthly) » Recurrence day (Sunday through Saturday) » Recurrence range (Start date and End After occurrences or End

by date)

The maximum number of recurrences is 365.

different template, you are changing the default conference settings for your conference.

database and their names are not localized.

5 For an Audio Only conference:

a Change the Conference Type to Audio Only. b To change the template, click Default Au dio Template and select a

different template.

6 To add conference participants from the local directory or enterprise

directory: a Enter all or part of a participant’s Last Name or First Name into one

of the name fields and click Add Participants. The Add Participants dialog box appears with the list of participant

names that meet your search criteria.

• Depending on the search domain, the search function may return different results. See “Filter and Search a List” on page 5.

• The search results only include participants associated with endpoints.

b Select the participant’s name from the list.

The participant’s name appears in the underlying Selected Participants and Rooms list.

c Repeat steps a and b to add all domain participants and then click

Close.

7 To add a guest from the Guest Book:

a Click Add From Guest Book.

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Conference Management Operations

b In the Add From Guest Book dialog box, select the guest’s name from

the list. The guest’s name appears in the underlying Selected Participants

and Rooms list.

c Repeat step b to add all participants from the Guest Book and then

click Close.

8 To add new guest participants (participants not available from the local

directory, enterprise directory, or Guest Book):

a Click Add Guest. b In the Add Guest dialog box, enter the following required participant

information: First Name, Last Name, Email address, and Location. Note that the system allows duplicates in guest book entries. Also, the Email address field is ASCII only. For more information, see “Field

Input Requirements” on page 5.

c Specify how the participant will join the conference.

Setting Description

In Person The participant will attend the conference by

going to a room that is included in the conference or joining another participant who is attending the conference.

Audio Only The participant will attend the conference by

telephone. The system will either call out to the participant or the participant will dial in.

Use Video The participant will attend the conference

using a video endpoint system. The system will either call out to the participant or the participant will dial in.

d For a guest with an audio endpoint, set Dial Type to IP or ISDN as

needed.

e For a guest with a video endpoint system:

» Set the Bit Rate, Dial Options, and Dial Type as required. You

can change the connection speed for an endpoint up to the maximum speed specified by the conference template.

» If you select Dial Out and a Dial Type of IP, enter the guest’s

phone Number.

» If you select Dial Out and a Dial Type of ISDN and the system

must use a specific dialing prefix to call the guest, select Use Modified Dial Number and enter the guest’s complete phone number including prefix, country code, area or city code, and phone number.

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f Select Save to Guest Book to have this guest participant added to the

g Click OK.

9 Adjust the conference date and time as needed to match participant and

endpoint availability. a Review their availability and adjust the conference date and time as

• For participants who are associated with endpoints, the Polycom CMA system

• For participants with multiple endpoints, you must check the availability for each

• Dial-in participants can be scheduled to dial into multiple conferences during the

» If you select Dial Out and a Dial Type of ISDN and the system

does not need to use a specific dialing prefix to call the guest, select the appropriate Country and enter the guest’s Area/City Code and phone Number.

system Guest Book.

The guest’s name appears in the Selected Participants and Rooms list.

needed.

schedules their availability according to the endpoint’s availability.

endpoint. Click Call Info to change the participant’s endpoint.

same time period; dial-out participants cannot.

b To edit a participant’s dial settings, select the participant from the

Selected Participants and Rooms list and click Edit. For more information on editing participants settings, see “Edit a Participant’s

Settings” on page 25.

10 To add conference rooms to the Selected Participants and Rooms list:

a Click Select Site. b Select the site of interest from the site list

The conference room list for the selected site appears.

c Select the conference room of interest from the list.

The conference room name appears in the underlying Selected Participants and Rooms list.

d Repeat steps b and c to add all required conference rooms and then

click OK.

11 Once you’ve added your participants, you can assign them leadership

roles: a To assign a participant the lecturer role, in the Lecturer field select the

participant’s name from the list.

b To assign a participant the video chairperson role, in the Video

Chairperson field select the participant’s name from the list.

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Conference Management Operations

• If the Lecturer or Video Chairperson features are not available, then either you do not have permission to implement these features or the selected template does not support these features.

• T o be assigned Lecturer, a p articipant must have a manageable video endpoint.

12 If you have advanced scheduler permissions, now is the time to edit

conference settings and make bridge selections. For more information, see “Advanced Scheduling Operations” on page 39.

13 To edit a participant’s dial settings, select the participant from the

Selected Participants and Rooms list and click Edit. For more information on editing participants settings, see step 5 on page 25.

14 When finished, click Schedule.

The system verifies that it has a bridge with the capabilities an d resources required for your conference. If it does, the conference notification email appears with a message indicating Conference Successfully Scheduled.

15 To exit without sending an email to your participants, click Skip Email. 16 To send an email notification to your participants:

Edit a Conference

Only future conferences can be edited. Active or past conferences cannot be edited.

a Copy additional people on the notification and/or add notes about

the conference. Note that the To, CC, and BCC fields are ASCII only. For more

information, see “Field Input Requirements” on page 5.

b As needed, add information in the Enter additional notes to include

in the email section.

c Click Send.

The system sends the conference notification email. The Future view appears. Your conference appears in the conference list.

The email that the Polycom CMA system sends can be read by email systems that accept plain text emails, iCal attachements, or vCal attachments.

To edit a future conference 1 Go to Conference > Future. 2 Select the conference of interest and click Edit .

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3 If you select a recurring conference, a dialog box appears asking if you

want to edit all conferences in the series or just the selected one. Make the appropriate choice and click Edit.

The conference scheduling page appears.

4 For a Video conference, you can change the template by clicking Default

Template and selecting a different template.

• Conference templates provide default conference settings. When you select a

• The Default T emplate and Default Audio T emplates are stored in the system

5 For an Audio Only conference:

a Change the Conference Type to Audio Only. b To change the template, click Default Au dio Template and select a

different template, you are changing the default conference settings for your conference.

database and their names are not localized.

different template.

6 Make the required changes to the conference date, participants, rooms, or

other settings. For information on performing these tasks, see

“Add/Schedule a Conference” on page 19.

7 When finished, click Schedule.

8 To exit without sending an updated email to your participants, click Skip

Email.

9 To send an updated email to your participants:

a Copy additional people on the notification and/or add notes about

the conference. Note that the To, CC, and BCC fields are ASCII only. For more

information, see “Field Input Requirements” on page 5.

b Click Send.

The system sends the updated conference notification email. The Future view appears. Your conference appears in the conference list.

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Conference Management Operations

Copy a Conference

Future, ongoing, or past conferences can be copied as a template for a future conference.

To copy a conference 1 Go to the appropriate conference view. 2 Select the conference of interest and click Copy . 3 If you used a template other than the default when you created the

conference, reselect the template.

4 Make the required changes to the conference date, participants, rooms, or

other settings. For information on performing these tasks, see

“Add/Schedule a Conference” on page 19.

5 When finished, click Schedule.

6 To exit without sending an updated email to your participants, click Skip

Email.

Edit a Participant’s Settings

Participant’s settings for future scheduled conferences may be edited. You cannot edit a participant’s settings for an active or past conference.

To edit a participant’s settings 1 Go to Conference > Future. 2 Select the conference of interest and click Edit . 3 If you select a recurring conference, a dialog box appears asking if you

want to edit all conferences in the series or just the selected one. Make the appropriate choice and click Edit.

4 In the conference scheduling page, select the participant of interest from

the Selected Participants and Rooms list and click Edit.

5 In the Edit Participant Settings dialog box, edit the participant settings as

required. a Select the participant’s endpoint, if the participant has more than one

available.

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b Specify how the participant will join the conference.

c For a participant with an audio-only endpoint, set Dial Type to IP or

d For a participant with a video endpoint:

Setting Description

In Person The participant will attend the conference by

physically joining another participant who is attending the conference.

Audio Only The participant will attend the conference by

telephone. The system will either call out to the participant or the participant will dial in.

Use Video The participant will attend the conference

using a video endpoint system. The system will either call out to the participant or the participant will dial in.

ISDN as required.

Not all of these settings are applicable to all endpoint types, so some selections may be grayed out. See your endpoint documentation to understand supported settings.

» Set the Bit Rate, Dial Options, and Dial Type as required. You

can change the connection speed for an endpoint up to the maximum speed specified by the conference template.

» If you select Dial Out and a Dial Type of IP, enter the guest’s

phone Number.

» If you select Dial Out and a Dial Type of ISDN and the system

does not need to use a specific dialing prefix to call the guest, select the appropriate Country and enter the guest’s Area/City Code and phone Number.

6 Click OK.

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Conference Management Operations

Edit a Room’s Settings

You can edit a room’s call settings for future scheduled conferences. The changes apply only to the selected conference.

To edit a room’s settings 1 Go to Conference > Future. 2 To delete a past conference, select the appropriate filter (such as

Yesterday Plus).

3 Select the conference of interest and click Edit . 4 If you select a recurring conference, a dialog box appears asking if you

want to edit all conferences in the series or just the selected one. Make the appropriate choice and click Edit.

5 In the conference scheduling page, select the room of interest from the

Selected Participants and Rooms list and click Edit.

6 In the Edit Room Settings dialog box, edit the room settings as required.

a Select the room’s endpoint, if the room has more than one available. b For a room with an audio endpoint, set Dial Type to IP or ISDN as

required.

c For a room with a video endpoint:

Not all of these settings are applicable to all endpoint types, so some selections may be grayed out. See your endpoint documentation to understand supported settings.

» Set the Bit Rate, Dial Options, and Dial Type as required. You

can change the connection speed for an endpoint up to the maximum speed specified by the conference template.

» If you select Dial Out and a Dial Type of IP, enter the room’s

phone Number.

» If you select Dial Out and a Dial Type of ISDN and the system

must use a specific dialing prefix to call the room, select Use Modified Dial Number and enter the room’s complete phone number including prefix, country code, area or city code, and phone number.

» If you select Dial Out and a Dial Type of ISDN and the system

does not need to use a specific dialing prefix to call the room, select the appropriate Country and enter the room’s Area/City Code and phone Number.

Click OK.

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View Scheduling Information for a Conference

To view the scheduling information for a conference 1 To see the scheduling information for a future conference, go to

Conference > Future. To see the scheduling information for an active conference, go to Conference > Ongoing.

2 From the list of All Conferences, select the conference of interest and

click View. The View conference page appears displaying the following details about

the conference:

Section Description

Start Date The date on which the conference started or will start. End Date The date on which the conference is scheduled to end. Duration The scheduled duration of the conference in hours and

minutes. Recurrence The recurrence information for the conference. Owner The person who scheduled the conference. Type The type of conference. Possible values include:

• Audio Only

• Audio Video

Conference Password

Chairperson Whether or not the conference has a chairperson. This field

Participants List

The conference password assigned by the system to the

conference.

For future conferences, users with Advanced Scheduler

permissions can change this conference password. See

“Edit Conference Settings” on page 39.

will include a participant’s name or N/A.

For future conferences, users with Advanced Scheduler

permissions can assign a conference chairperson. See “Edit

Conference Settings” on page 39.

Information for the participant, including

• Name

• Dial Mode

• Participant Type

• Access

• Endpoint

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Manage an Active Conference

The Manage Conference page provides a detailed view of a single active conference and allows you to make some changes to your active conference.

To manage an active conference 1 Go to Conference > Ongoing. 2 From the list of All Conferences, select the conference of interest and

click Manage . The conference page appears in a new tab displaying the Participants list.

The Participants list displays these settings:

Section Description

Status The state of the participant’s connection. Possible states

include:

• Idle

• Connecting/Updating

• Connected

• Connected with error

• Not muted

• Admin muted

• Self muted

• Help request

• Audio unavailable

• Video unblocked

• Video blocked

• Video unavailable

Type The type of conference. Possible values include:

• Audio Only

• Audio Video

• Bridge Link

• VIP

Name The participant’s name. Endpoint The name assigned to the participant’s endpoint when it

registered or was added to the system. Access The endpoint’s network interface type. Possible values

include:

• H323

• ISDN

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Use these conference actions as needed:

Section Description

Address The IP address or ISDN number of the participant’s endpoint

(if a dial-out). Bit Rate The sum of the audio and video data transfer rate (in kbps)

of the participant’s endpoint. Dial Mode How the participant joined the call. Possible values include:

• Audio or Video Dial-In

• Audio or Video Dial-Out

Bridge The MCU on which the participants call resides.

Command Use this command to...

Copy

View View information for the selected conference. Terminate End an active conference. Extend Duration Extend the duration of an active conference. Change Layout For applicable endpoints.

Add Participant Add one or more participants to the selected

Add Guest Add a guest to the selected conference. Add Room Add one or more rooms to the selected conference.

. Schedule a new conference that duplicates the

selected conference settings.

Change the default video layout for the conference display.

conference.

3 Use these participant actions as needed:

Command Use this command to...

Remove Remove the selected participant from the Participants

list at which time the participant can be scheduled for another conference.

Send Message Send a message to the selected participant’s

registered Polycom endpoint. The message appears briefly on the monitor for the selected video endpoint.

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Command Use this command to...

Save as Favorite Function available to users with Operator permissions

only and only when the selected participant has an associated endpoint to which the system can dial out.

Save the selected participant to an existing Favorites List.

Connect All New Function available only when the system is displaying

the New Conference Participants list. Initiates the system dial out to new participants.

Add Additional Participants to an Active Conference

You can add additional participants to an active conference. These participants can come from your local directory, enterprise directory, or guest book.

Dial Out is the only Dial Option the system allows for adding participants to an active conferences.

To add additional conference participants to an active conference 1 Go to Conference > Ongoing. 2 From the list of All Conferences, select the conference of interest and

click Manage .

3 To add participants from your local directory or enterprise directory:

a Click Add Participant . b Enter all or part of a participant’s Last Name or First Name into the

appropriate field and click Search. A list appears of participant’s names that meet your search criteria.

• Depending on the search domain, the search function may return different results. See “Filter and Search a List” on page 5.

• The search results only include users associated with endpoints.

c Select the participant’s name from the list.

The participant’s name appears in the underlying New Conference Participants list.

d Repeat steps a and b to add all domain participants and then click

Close.

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e If necessary, edit the new participants’ settings. See “Edit a

4 To add participants from the Guest Book:

a Click Add Guest. b From the Guest Book dialog box, select the guest’s name from the list.

c Repeat step b to add all guest participants and then click Close.

5 To add new guest participants (participants not available from the local

directory, enterprise directory, or Guest Book):

a Click Add Participant and then click Add Guest. b In the Add Guest dialog box, enter the participant’s Name, Email

c Specify how the participant will join the conference.

Participant’s Settings” on page25.

The guest’s name appears in the underlying New Conference Participants list.

address, and Location. Note that the Email address field is ASCII only.

Setting Description

In person The participant will attend the conference by

physically joining another participant who is attending the conference.

Use Video The participant will attend the conference

using a video endpoint system.

d For a guest with a video endpoint:

» Set the Bit Rate and Dial Type as required. You can change the

connection speed for an endpoint up to the maximum speed specified by the conference template.

» If you select a Dial Type of IP, enter the guest’s phone Number. » If you select a Dial Type of ISDN and the system must use a

specific dialing prefix to call the guest, select Use Modified Dial Number and enter the guest’s complete phone number including

prefix, country code, area or city code, and phone number.

» If you select a Dial Type of ISDN and the system does not need

to use a specific dialing prefix to call the guest, select the appropriate Country and enter the guest’s Area/City Code and phone Number.

e Select

Save to Guest Book to have this guest participant added to the

system Guest Book.

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f Click OK.

The participant’s name appears in the underlying New Conference Participants list.

6 To initiate the system dial out to new participants, select the participants

of interest from the New Conference Participants list and click Connect New Participants.

The system dials out to the participants and adds them to the conference.

Add a Room to an Active Conference

To add a room to an active conference 1 Go to Conference > Ongoing. 2 From the list of All Conferences, select the conference of interest and

click Manage .

3 From the Conference Actions list, click Add Room. 4 From the Add Room dialog box, select the site location of the room.

The list of conference rooms at the site appears.

5 Select the conference room of interest.

The conference room name appears in the underlying New Conference Participants list.

6 Click Close. 7 To initiate the system dial out to the room, select the room from the New

Conference Participants list and click Connect New Participants. The system dials out to the room endpoint system and adds the room to

the conference.

View the Video of a Participant in an Active Conference

To view the video of a participant in an active conference 1 Go to Conference > Ongoing. 2 From the list of All Conferences, select the conference of interest and

click Manage .

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3 Select a participant from the Participants list.

The selected participant’s video appears in the Conference Image section of the interface.

4 Click Shuffle to shuffle to the next participant’s video.

Manage a Participant’s Endpoint During a Conference

The Manage page also allows you to manage conference participant’s endpoints. Essentially, you become the conference moderator.

• These context-sensitive commands only appear when the participant’s endpoint supports the action.

• These commands work for rooms on the participant list as well.

To manage a participant’s endpoint 1 Go to Conference > Ongoing. 2 Select the conference of interest and click Manage .

The Participants list appears.

3 To view participants geographically, click . 4 Double-click on the participant of interest. 5 Use these participant actions as needed. These actions are also available

from the View Participants Details dialog box.

Command Use this command to...

Remove Remove the selected participant from the Participants

list at which time the participant can be scheduled for another conference.

Send Message Send a message to the selected participant’s

registered Polycom endpoint. The message appears briefly on the monitor for the selected video endpoint.

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View a Participant’s Details During a Conference

You can view details for a participant’s endpoint while it is in conference.

To view a participant’s endpoint details 1 Go to Conference > Ongoing. 2 Select the conference of interest and click Manage .

The Participants list appears.

3 To view participants geographically, click . 4 Double-click on the participant of interest.

The View Participant Details dialog box appears with the Call Properties displayed. It includes the Near End and Far End video, the Participant’s name, Status, Errors, Warnings, Endpoint Type, Address, Access, and Bit Rate.

It also includes a list of Participant Actions. For more information about these actions, see “Manage a Participant’s Endpoint During a Conference” on page 34.

5 To view additional participant details, change the selection in the Call

Properties drop-down menu. — If you select Device, you’ll see these participant details:

Setting Description

Endpoint Type Usually the endpoint model, such as Polycom HDX

system. IP Address The IP address for the endpoint. Site The location of the endpoint as identified by its IP

address and the subnet of the site. Gatekeeper The gatekeeper with which the endpoint is registered. GDS The Global Directory Service for the endpoint. Usually

the Polycom Global Address Book. Presence Whether or not the endpoint is registered with a Presence

service, so that its availability can be reported. Device Managed Whether or not the endpoint is registered with a

Provisioning service, so that it can be configured

automatically.

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— If you select Call Details, you’ll see these participant details:

Setting Description

ISDN Line Status The status of the ISDN line. Possible values include:

• Operational

• Non-operations

This field is blank for the following device types: PVX,

MGC, RMX, GW/MCU, Other, and TANDBERG.

Alias Type If the endpoint has an alias designation, the type of alias.

Possible types include E.164, H.323 ID, URL, Transport

Address, E-mail, Party Number, and Unknown. Alias Value Value for the alias type shown.

Setting Description

Video Protocol The video connection protocol, both transmission (Tx)

and reception (Rx), the endpoint is using. Possible values

include:

• H.261 H.261 is an ITU standard designed for two-way

communication over ISDN lines and supports data rates which are multiples of 64Kbit/s. H.261 supports CIF and QCIF resolutions.

• H.263 H.263 is based on H.261 with enhancements that

improve video quality over modems. It supports CIF, QCIF, SQCIF, 4CIF and 16CIF resolutions.

• H.264

Video Format The video format, both transmission (Tx) and reception

(Rx), the endpoint is using. Video Rate The video bandwidth negotiated with the far site. Video Rate Used The actual video bandwidth used in the call to the far site. Video Frame Rate Specifies the frame rate to use. Audio Rate The audio bandwidth negotiated with the far site Audio Protocol The audio connection protocol, both transmission (Tx)

and reception (Rx), the endpoint is using.

— If you select Call Quality of Service, you’ll see these standard service

measurements: Total Packet Loss, % Packet Loss, Audio Packet Loss, Video Packet Loss, Audio Jitter, and Video Jitter.

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Terminate an Active Conference

To terminate an active conference 1 Go to Conference > Ongoing. 2 Select the conference of interest and click Terminate . 3 Click Terminate to confirm the termination.

Delete a Conference

You can delete future or past conferences. You cannot delete active conferences.

To delete a conference 1 Go to Conference > Future. 2 To delete a past conference, select the appropriate filter (such as

Yesterday Plus).

3 Select the conference of interest and click Delete . 4 If you select a recurring conference, a dialog box appears asking you if

you want to delete just the conference you selected or all conferences in the series. Make the appropriate choice. Active conferences in the series cannot be deleted.

5 Click Delete to confirm the deletion.

The conference is deleted. For future conferences, the system emails the change to the conference owner and participants and releases the participant and room resources.

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38 Polycom, Inc.

Advanced Scheduling Operations

This chapter describes how users with advanced scheduler permissions have more options when scheduling conferences using the Polycom Management Application™ (CMA™) system.

When scheduling conferences, users with advanced scheduler permissions can:

• Edit Conference Settings

• Select a Bridge for a Conference

• Create a Cascaded Conference Across Multiple Bridges

Edit Conference Settings

If you have Scheduler Permissions and an Advanced Scheduling level, you can overwrite certain conference template settings as described here. However, be careful when doing so. If you have an environment with mixed MCU types (e.g., with both Polycom MGC and RMX systems), and the conference you schedule is hosted on a Polycom RMX system, some of the settings you specify here may be overridden by the RMX profile.

• A profile is a collection of advanced conference settings that reside on the MCU (Polycom MGC or RMX system). Only an RMX profile can override conference template settings. For more information about conference templates, profiles, and your conferencing configuration, contact your Polycom CMA system administrator.

• Two conferences scheduled with the same template may have different settings and behavior if they land on different types of MCUs.

Converged

You can edit conference settings only for scheduled conferences. You cannot edit conference settings for active conferences.

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To edit the conference settings 1 On the conference scheduling page, as you are adding or editing a

conference, click Edit Conference Settings.

2 As needed, configure these settings on the Conference Settings dialog

box. The settings that you can edit may depend on the template selected.

Setting Description

Conference Password

Enable Chairperson

By default, the system assigns an eight-digit Conference Password and provides this password to participants within the content of the conference notification email.

You can change this password to another four- through eight-digit number.

You can select a video chairperson to control the conference from his or her video endpoint system. The video chairperson must have a video endpoint system and Chairperson conferences require an MCU.

Notes

• If the conference template has the Conference Requires Chairperson parameter enabled, then Enable Chairperson is automatically selected and

cannot be changed.

• If a conference is scheduled on a Polycom RMX 2000/4000 system and the RMX profile has Conference Requires Chairperson selected but the template does not, and the conference is scheduled without a chairperson, then all users will remain in the waiting room and will not be able to join the conference.

• Polycom RMX 1000 systems do not support the Chairperson feature.

Chairperson Password

40 Polycom, Inc.

If Enable Chairperson is selected, the system assigns an eight-digit Chairperson Password and provides this password to the video chairperson in a separate email.

If Enable Chairperson is selected, the chairperson must enter this eight-digit password at his or her video endpoint to assume control of the conference.

You can change this password to another four- through eight-digit number.

Advanced Scheduling Operations

Setting Description

Dial Options You have three options:

• To create a conference for which the same dial-in information and a PIN code are assigned to all conference particip ants, use the Dial-In setting. This setting allows participants to dial in from an audio or video endpoint and connect to the same conference on the MCU.

• To dial out to all participants in the conference, use the Dial-Out setting.

• To allow participants both options, select Dial-In+Dial-Out.

Note

When you change a conference from Dial-In to Dial In+Dial Out, the selected resources remain set to Dial-In. You must change them manually.

Always Use MCU This setting forces the confere nce to an MCU and

prevents video endpoints from connecting to each other directly. This setting is automatically selected and cannot be changed when Audio Only is the conference type or when Enable Chairperson is selected.

Video Mode De termines the initial layout on a video endpoint's

monitor for a multipoint conference that requires an MCU. The options are:

•Switching. Indicates th at the display changes each time the speaker changes, and everyone sees the current speaker.

• Continuous Presence. Displays several panels on the monitor, each showing a different participant, and allows you to see all conference participants at once. Y ou can select a specific layout, with a certain number of windows open.

• Automatic Layout is a continuous presence layout, in which the number of participants determines the number of panels.

Bit Rate Specifies the maximum connection speed for endpoints

in the conference. Individual endpoints that specify a lower connection speed connect at that lower speed. Endpoints that specify a higher connection speed connect at the speed identified in the conference template.

If you select a higher speed than an endpoint can support, the system reduces the speed that endpoint; however, the conference uses the default connection speed for endpoints that can match it. If you place the calls through an endpoint with an embedded MCU, the behavior depends on the capabilities of that endpoint.

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Setting Description

Bit Rate (continued)

When the dial speed is higher than the number of channels defined in the H.320 service for the endpoint, you receive a warning. T o continue, lower the dial speed to less than or equal to the ISDN capability of the endpoint.

Higher speed is important for high-quality video in a conference. Because higher speeds use greater bandwidth, scheduling a high-bandwidth conference may limit the number of conferences that you can reserve at one time.

Note

The bit rate can be set at the network level, the endpoint level, and the conference level. If there is a discrepancy between these bit rate settings, the system implements the lowest bit rate setting. The only exception, is that the bit rate in the RMX profile takes precedence over the bit rate in the conference settings.

42 Polycom, Inc.

Advanced Scheduling Operations

Setting Description

People + Content Controls the ability for one endpoint to send two types of

data—a data stream and a video stream—over the same bandwidth to display people and content. The receiving endpoint handles the two video streams differently and may display them on separate screens or through video switching mode.

Endpoints that do not support the selected method connect with either video through IP or audio only through ISDN.

Select from these available settings:

•None. Select this option when dual data streams are not required.

• People +Content. This enables the industry standard H.239 dual streams for endpoints that support H.239 or the Polycom proprietary People+Content dual streams for older Polycom endpoints without H.239 capabilities. The MCU requires that conferences with People + Content use a minimum speed of 192 K.

• People and Content VO. This Polycom proprietary technology works with PictureTel endpoints. Select this option for older endpoints.

•Visual Concert PC. Select this option for use with Polycom ViewStation MP/512/SP/323 endpoints.

• Visual Concert FX. Select this option for use with Polycom ViewStation FX/EX and VS4000 endpoints.

• Duo Video. This setting supports IP and ISDN and is available with TANDBERG endpoints, in which one part of the conference is set as the video conference and the other as the presentation conference.

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Polycom CMA System Web Scheduling Guide

Setting Description

T.120 Mode For MGC-hosted conferences only , selects the protocols

and specifications for multipoint data communicatio n. In the T.120 menu, select the speed for the T.120

connection. See your IT department to determine the best combinations for your conferences. To disable the T.120 mode, select None.

If you select T.120, these options may be available, according to the participant’s endpoint and software:

• Application Sharing. Allows two or more participants to work on the same document or application, even when only one participant has the application. In application sharing, one participant launches the application, and it runs simultaneously on all other computers.

• File Transfer. Enables participants to send files to each other.

• Chat or Whiteboard. Allows participants to communicate with each other by writing.

In all of these modes, participants can view and hear each other.

3 Continue adding or editing the conference, as described in “Conference

Management Operations” on page 19.

Select a Bridge for a Conference

By default when you add a conference, the Polycom CMA system will automatically select a bridge for the conference. However, if you have advanced scheduler permissions, you can select a specific bridge for your conferences.

To select a single bridge for a conference 1 When you’re adding or editing a conference, after you’ve made all of

your other conference configuration choices, click Bridge Selection and select Single Bridge.

A bridge selection drop down list appears based on the template selection and conference settings.

2 From the MCU list, select a specific MCU to host the conference. 3 Continue adding or editing the conference, as described in “Conference

Management Operations” on page 19.

44 Polycom, Inc.

Advanced Scheduling Operations

Create a Cascaded Conference Across Multiple Bridges

To create a cascaded conference across multiple bridges 1 When you’re adding or editing a conference, after you’ve made all of

your other conference configuration choices, click Bridge Selection and select Multi Bridge.

The Schedule button changes to a Manual Cascade button and the Recurrence button is grayed out.

2 Click Manual Cascade.

The People To Bridges dialog box appears displaying the selected conference participants and their bridge assignments. Bridge assignments default to Auto. These system assignments are based on bridge capacity and/or least cost routing principles.

In the Selected Bridge Availability section, the system shows a count of the available ports on the available bridges for the specified time period. If the port count is within 5% of the maximum ports available, it is displayed in red.

3 To change a bridge assignment for a selected participant, click Auto and

select a bridge from the pull-down menu.

A Polycom CMA system can only show port counts for conferences scheduled via the system. Ad hoc conferences are not included in the port count.

4 When you’ve completed all bridge assignments, click Next.

The Bridge To Bridge Links dialog box displays a graphical view of the selected bridges.

If an MCU does not show up in the Bridge To Bri dg e Li nk s dialog box, then the MCU software does not support cascading.

5 To add a hub bridge (a bridge used to connect one bridge to another),

from the Available Bridges window, select a bridge and click Add Bridge.

6 Specify bridge-to-bridge connections by selecting the bridges of interest

and clicking Add Link. The link is graphically represented by an arrow. The bridge at the base of

the arrow dials to the bridge at the point of the arrow.

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Polycom CMA System Web Scheduling Guide

A Polycom RMX system cannot dial a Polycom MGC, so do not link from an RMX to an MGC.

7 In the Add Link dialog box, select the Link Type.

• You can add links from a Polycom MGC MCU to a Polycom RMX MCU

• There is no support for ISDN cascaded links on RMX MCUs.

The lag time required to update cascaded links may cause more than one participant to hear the prompt about being the first person to join the conference.

8 When finished, click Schedule.

The system verifies that it has a bridge with the capabilities an d resources required for your conference. If it does, the Conference Email

Notification page appears with a message indicating Conference Successfully Scheduled.

9 To exit without sending an email to your participants, click Skip Email. 10 To send an email notification to your participants, in the Conference

Email Notification page:

a Copy additional people on the notification and/or add notes about

the conference.

b Click Send.

Note that the To, CC, and BCC fields are ASCII only. The system sends the conference notification email. The Conference

List - Schedule View appears. Your conference appears in the Conference List.

• Recurring cascaded conferences are not allowed.

• You cannot change the conference layout of a cascaded conference.

46 Polycom, Inc.

Conference and Participant Details

This chapter lists the conference and participant detail fields for reference. It includes these sections:

• Conference Details

• Conference Features

• Bridge (MCU) Features

• Participants List

• Participant Details

• Participant Settings

Conference Image

The Conference Image section displays the selected participant’s video. Shuffle to shuffle to the next participant’s video

Conference Details

The Conference Details section has these fields.

Section Description

Owner The name of the person who created the conference .

Schedulers only see the conferences they own. Not applicable for ad hoc conferences.

Start Date/Time For a scheduled conference, the start date and time of the

conference and the time difference between the local time and the standard time.

For an unscheduled conference, the date and time the conference started.

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Polycom CMA System Web Scheduling Guide

Section Description

Duration For a scheduled conference, how long the conference is

End Date/Time The date and time the conference ended Type The type of conference. Possible values include:

Status The state of the conference. Possible valu es include:

scheduled to last. For a completed conference, how long the conference actually

lasted.

• Audio

• Audio-Video

• Active

• Declined

Recurring Whether or not the conference was scheduled as a recurring

conference

Connection Connection information about the conference. Possible values

include:

• Multipoint

• Point To Point

• Gateway

Bit Rate The rate (in kbps) at which to transfer the conference audio or

video data Schedule ID System-assigned ID used for troubleshooting Conf Monitoring

ID Video Layout The video layout for the conference: Continuous Presence or

Video Format For a conference hosted on an MCU, the video format of the

System-assigned ID used for troubleshooting

video Switching.

conference data stream. Possible values include:

• Auto

• CIF

• QCIF

• 4CIF

• 16CIF

• Finished

• Future

• VGA

• SVGA

• XGA

• NTSC

Video Protocol For a conference hosted on an MCU, the video protocol of the

conference data stream. Possible values include:

• Auto

• H.261

48 Polycom, Inc.

• H.263

• H.264

Conference and Participant Details

Section Description

Audio Algorithm For a conference hosted on an MCU, the audio compression

ratio of the conference data stream. Possible values are:

Conference Features

The Conference Features section has these fields.

Section Description

Conference Password

Chairperson Required

Chairperson Password

Chairperson The name of the chairperson. Not applicable when no

• AUTO

• G.711

The conference password, which is assigned either by the system or the scheduler.

Indicates whether or not the conference requires a chairperson.

• G.722

• Siren 7 (16 kbps)

Note

The RMX 1000 system does not support the Chairperson feature.

The password the chairperson must enter to take control of the conference. Not applicable when no chairperson is designated.

chairperson is designated.

Lecture Mode The type of Lecture Mode, if any, that was selected when

the conference was created. Possible values are None and Presentation.

Note

The RMX 1000 system does not support Lecture Mode.

Lecturer The name of the lecturer. Not applicable when Lecture

Mode is None.

Lecture View Switching

Dual Stream Mode Possible values are:

Polycom, Inc. 49

Indicates whether or not automatic switching between participants is enabled.

• None

• People+Content

• Duo Video

• Visual Concert PC

• Visual Concert FX

• Unknown

Polycom CMA System Web Scheduling Guide

Section Description

T120 Rate Possible values are:

End Time Alert Whether or not the system alerts participants to the end of

• None

• HMLP - Var

• HMLP - 384

• HMLP - 320

• HMLP - 256

• HMLP - 192

• HMLP - 128

• HMLP - 6.4

• HMLP - 62.4

• HMLP - 14.4

• MLP - Var

• MLP - 64.4

the conference by playing an end tone

• MLP - 62.4

• MLP - 46.4

• MLP - 40

• MLP - 38.4

• MLP - 32

• MLP - 30.4

• MLP - 24

• MLP - 22.4

• MLP - 16

• MLP - 14.4

• MLP - 6.4

• MLP - 4

Entry Tone Whether or not an entry tone is played to all connected

Exit Tone Whether or not an exit tone is played to all connected

Bridge (MCU) Features

The Bridge (MCU) Features section, which applies only for conferences that use an MCU, has these fields.

Section Description

MCU Name The MCU device name hosting the conference. Not

Numeric ID The unique conference identifier assigned by the MCU Entry Queue

Access

participants when a participant joins the conference

participants when a participant disconnects from the conference

applicable when the conference is not being hosted on an MCU.

Whether or not the conference has an entry queue enabled

Note

The Polycom CMA system enables entry queues on a per MGC basis and all conferences on an entry queue enabled MGC will be scheduled with entry queue access.

50 Polycom, Inc.

Conference and Participant Details

Section Description

Meet Me per Conf Whether or not the a conference is a Meet Me conference,

for which a dial-in number is assigned, so that undefined participants can connect to the conference

Conference on Port (MGC only) Indicates whether or not the MGC is set to

Conference on Port, which conserves bandwidth and ports. In this case, all participants are on a single video port and use the same connection speed and video format.

Participants List

Message Service Type

Message Service Name

Displays the type of messages participants joining the conference hear. Possible values are:

• None

• Welcome (No wait)

• Attended (Wait)

• IVR

Name on the MCU of the Message Service. So, for example, a service name IVR70 which provides the IVR service

The Participants section has these fields.

Section Description

Name The participant’s name Call Info How the participant joined the call. Possible values include:

• Video Dial-Out

• Audio Dial-In@

• Video Dial-In@

• In Person

• Room Only

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Polycom CMA System Web Scheduling Guide

Participant Details

The Participant Details section has these fields.

Section Description

Call Info How the participant joined the call. Possible values include:

• Video Dial-Out

• Audio Dial-In@

• Video Dial-In@

Video Protocol For a conference hosted on an MCU, the video protocol of

the conference data stream. Possible values include:

• Auto

• H.261

Video Format For a conference hosted on an MCU, the video format of the

conference data stream. Possible values include:

• Auto

• CIF

• QCIF

• 4CIF

• 16CIF

Audio Algorithm For a conference hosted on an MCU, th e audio

compression ratio of the conference data stream. Possible values are:

• Siren 7 (16 kbps)

• Siren 14 (24 kbps)

• Siren 14 (32 kbps)

• Siren 14 (48 kbps)

• In Person

• Room Only

• H.263

• H.264

• VGA

• SVGA

• XGA

• NTSC

• AUTO

• G.711

• G.722

Local Date/Time The date and time the conference started in local time. Call ID System-assigned ID used for troubleshooting. Callee Name Th e names of the participants called Callee Endpoint The names of the endpoints for the called participants Callee Site The names of the sites for the called participants

52 Polycom, Inc.

Conference and Participant Details

Section Description

Callee Endpoint Status

Caller Name The name of the participant who placed the call Caller Endpoint The name of the endpoint from which the participant placed

Caller Site The name of the site from which the participant placed the

Caller Endpoint Status

The state of the participant’s connection. Possible states include:

• Connected

• Disconnected

• Help request

• Updating

• New dial-in participant

• New dial-out participant

the call

call The state of the participant’s connection. Possible states

include:

• Connected

• Disconnected

• Help request

• Updating

• New dial-in participant

• New dial-out participant

Content None T120 Rate Possible values incl ude:

• None

• HMLP - Var

• HMLP - 384

• HMLP - 320

• HMLP - 256

• HMLP - 192

• HMLP - 128

• HMLP - 6.4

• HMLP - 62.4

• HMLP - 14.4

• MLP - Var

• MLP - 64.4

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• MLP - 62.4

• MLP - 46.4

• MLP - 40

• MLP - 38.4

• MLP - 32

• MLP - 30.4

• MLP - 24

• MLP - 22.4

• MLP - 16

• MLP - 14.4

• MLP - 6.4

• MLP - 4

Polycom CMA System Web Scheduling Guide

Participant Settings

The Participant Settings dialog box has these fields.

Section Description

Name The participant’s name. Devices The participant’s managed endpoint(s) if available. Email The participant’s email address (ASCII only) for particip ants

Type The type of participant. Possible values include:

or guests without managed endpoints.

• Domain User

• Local User

• Domain Resource (a room)

• Local Resource (a room)

• Guest

How will this participant join the conference?

Bit Rate The audio or video data transfer rate (in kbps) of the

Dial Options Available only if the participant is joining via a video

Dial Type The protocol the audio or video endpoint system uses.

How the participant will join the conference. Possible values include:

• In Person (requires no dial settings)

• Room Only

• Audio Only (Dial in)

• Use Video

participant’s endpoint.

endpoint system. Possible values include:

• Dial-In

• Dial-Out

If you select a Dial Option of Dial-Out for a participant without a managed endpoint, the Participant Settings dialog box has these additional fields.

Section Description

Country (H.320 dial type only) The country to which the system will

dial out to the participant

Area/City Code (H.320 dial type only)

will dial out to the participant

54 Polycom, Inc.

The area code to which the system

Conference and Participant Details

Section Description

Number (H.323 and H.320 dial types) The participant’s phone

number

Use Modified Dial Number

Number (H.320 dial type only)

(H.320 dial type only) Click this check box to add a specific prefix to the participant’s phone number. The Number field becomes active

as required to include PBX exit codes, dialing prefixes, or other installation-specific dial string requirements.

The complete modified dial number

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Polycom CMA System Web Scheduling Guide

56 Polycom, Inc.

Index

active conference. See conference adding

conferences 19 Adobe Flash Player 2 advanced conference settings

editing 39 assigning

a lecturer 22

a video chairperson 22 audio-only conference 20, 24 available commands, list of 10

bandwidth. See bit rate bit rate

setting for guest participants 21, 26, 27, 32

setting for internal participants 41 bridge (MCU)

features field names 50

features, list of 10

forcing use of 41

canceling

conferences 37 chairperson

assigning 22

enabling 40

password for 40 changing

advanced conference settings 39

conference information 23

participant dial options 25

participant endpoint settings 25

room dial options 27

room endpoint settings 27 closing the CMA system 7 commands

conference 13

Delete Conference 13

Edit Conference 13

list of 10

Manage Conference 13

Remove Participant 30, 34

Send Message 30, 34

Terminate Conference 13 conference commands 13 conference details

conference details field names 47

displaying 10 conference features field names 49 conference rooms

adding 22

setting dial options for 27

setting endpoints for 27 conference settings

editing 39 conference settings. See settings conferences

assigning password for 40

deleting 37

features, list of 10

list of conferences 10

managing 29

scheduling 19

sending email notification for 23, 24, 46

setting to audio only 20, 24

setting to recurring 20 connection speed

setting for guest participants 21, 26, 27, 32

setting for internal participants 41 continuous presence mode creating

conferences 19 Custom Date filter 11

data plus video stream 43 Delete Conference command 13 deleting

conferences 37 deleting a conference 13 details of conference, displaying 10 devices, managing for participants 34 dial options

editing 25

setting 41

setting for guest participants 21, 26, 27

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Polycom CMA System Web Scheduling Guide

dial type

setting for guest participants 21, 26, 27 dial-in option 41 dial-out option 41

Edit Conference command 13 editing

advanced conference settings 39

conference information 23

participant dial options 25

participant endpoint settings 25

room dial options 27

room endpoint settings 27 email notifications 23, 24, 46 enabling a chairperson 40 endpoints

editing settings for 25

sending messages to 30, 34

features

bridge (MCU) 10

list of conference 10 field names

bridge (MCU) features 50

conference details 47

conference features 49

participant details 52

participant settings 54

participants 51 fields

input requirements for 5 filtering

overview of 5 filters

Custom Date 11

Future Only 11

Ongoing Plus 11

Today Only 11

Today Plus 11

Yesterday Plus 11 forcing MCU usage 41 future conference view 9 Future Only filter 11

guest participants

adding 21

setting bit rate for 21, 26, 27, 32

setting dial options for 21, 26, 27

setting dial type for 21, 26, 27

input requirements for fields

requirements

for field inputs

ASCII-only fields 5

lecturer, assigning 22 lists

filtering, overview of 5 of bridge (MCU) features 10 of commands 10 of conference features 10 of conferences 10 of participant details 10

of participants 10 logging into the CMA system 2 logging out of the CMA system 7

Manage Conference command 13 managing

active conferences 29

participant devices 34 MCU

features field names 50

forcing use of 41

list of features 10 messages, sending 30, 34 mode, T.120 44 modes, video

continuous presence mode 41

setting 41

switching mode 41 modifying

advanced conference settings 39

conference information 23

participant dial options 25

participant endpoint settings 25

room dial options 27

room endpoint settings 27

O Ongoing Plus filter 11

participant field names

participant details field names 52

participant settings field names 54

58 Polycom, Inc.

Index

participants

adding guest 21 list of 10 list of, details 10 managing devices for 34 removing 30, 34

setting endpoints for 25 participants field names 51 passwords

for chairperson 40

for conference 40 People + Content 43

recurring conferences 20 Remove Participant command 30, 34 removing

conferences 37 removing a conference 13 requirements, system 2 rooms

adding 22

setting dial options for 27

setting endpoints for 27

schedule conference view 9 scheduling a conference 19 Send Message command 30, 34 settings

advanced conference settings 39

chairperson password 40

conference password 40

connection speed 41 dial options 41 enable chairperson 40 forced MCU usage 41 People + Content 43 T.120 mode

video mode 41 starting the CMA system 2 switching mode 41 system login 2 system requirements 2

T.120 mode 44 Terminate Conference command 13 Today Only filter 11 Today Plus filter 11

video chairperson, assigning 22 video modes

continuous presence mode 41

setting 41

switching mode 41 video plus data stream 43 views

future conference view 9

schedule conference view 9

Y Yesterday Plus filter 11

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Polycom CMA System Web Scheduling Guide

60 Polycom, Inc.

Polycom CMA User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Polycom® CMA™ System Web Scheduling Guide

Contents

Polycom® CMA™ System Overview

Scheduling Overview

Log Into the Polycom CMA System

General Scheduling Information

Scheduling Participants and Endpoints

Bridge Selection and Cascading

Bridge Scheduling and Reassignment

Field Input Requirements

Filter and Search a List

Change Password

Log Out of the Polycom CMA System

Conference Scheduling Overview

Conference Menu and Views

Conference States

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 Management Operations

Add/Schedule a Conference

Edit a Conference

Copy a Conference

Edit a Participant’s Settings

Edit a Room’s Settings

View Scheduling Information for a Conference

Manage an Active Conference

Add Additional Participants to an Active Conference

Add a Room to an Active Conference

View the Video of a Participant in an Active Conference

Manage a Participant’s Endpoint During a Conference

View a Participant’s Details During a Conference

Terminate an Active Conference

Delete a Conference

Advanced Scheduling Operations

Edit Conference Settings

Select a Bridge for a Conference

Create a Cascaded Conference Across Multiple Bridges

Conference and Participant Details

Conference Image

Conference Details

Conference Features

Bridge (MCU) Features

Participants List

Participant Details

Participant Settings

Index