Polycom READIMANAGER LX100 User Manual

Polycom ReadiManager LX 100

Scheduling Administrator’s Guide

September 2004

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

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Trademark Information

Polycom®, the Polycom logo design, ViaVideo®, and ViewStation® are registered trademarks; ReadiManager™ LX100, Polycom PathNavigator™, iPower™, People+Content™, MGC™, and VSX™7000 are trademarks of Polycom, Inc. in the United States and various other countries. Microsoft® and Outlook® are registered trademarks of Microsoft Corporation in the United States and/or other countries. Lotus Notes® is a trademark of International Business Machines Corporation. All other trademarks are the trademarks of their respective owners.

Part number: 1725-18011-001 A

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	Table of Contents
About This Guide
	Conventions ..............................................................................................................................	vi
Chapter 1	Welcome to Polycom ReadiManager LX100
	Scheduling and Scheduling Administration ................................................................................	2
	Device Management ..................................................................................................................	2
	System Configuration .................................................................................................................	3
Chapter 2	Getting Started
	System Requirements and Setup ...............................................................................................	5
	Setting Up Your Browser ....................................................................................................	6
	Allowing ActiveX controls ....................................................................................................	6
	Setting the Polycom ReadiManager LX100 Server as a Trusted Server ............................	8
	Accessing and Logging On to Polycom ReadiManager LX100 ..................................................	9
	Moving Around in the Scheduling Administration Module ........................................................	10
	Tips When Working in the Polycom ReadiManager LX100 Web View .............................	10
	Overview of Setup Tasks .........................................................................................................	11
Chapter 3	Setting Up the Domain, Templates, and Users
	Setting Up the Domain .............................................................................................................	14
	Fields in the Domain Form ................................................................................................	14
	Enabling ICAL ..................................................................................................................	15
	Setting Up Conference Templates ...........................................................................................	16
	Fields in the Conference Setting Template Form .............................................................	17
	Setting Up Users and Working with User Data ........................................................................	20
	About User Groups ...........................................................................................................	21
	Creating a New User Group .............................................................................................	25
	Fields in the User Group Form .........................................................................................	25
	Copying a Group to Create a New Group .........................................................................	27
	Adding Users to Groups ...................................................................................................	28
	Fields in the User Information Form .................................................................................	30
	Viewing User Permissions ................................................................................................	33
	Changing a User’s Password ...........................................................................................	34
	Sending Broadcast Email to Listed Users ........................................................................	35
	Deleting a User .................................................................................................................	35
	Setting Up LDAP ...............................................................................................................	36
Chapter 4	Entering Network Topology Data
	The Network Topology Structure .............................................................................................	41
	Setting Up and Working with Areas, Zones, and Pipes ............................................................	44
	Viewing Areas, Zones, and Pipes .....................................................................................	44
	Defining an Area ...............................................................................................................	45
	Defining a Zone ................................................................................................................	46
	Defining a Pipe .................................................................................................................	47

Polycom ReadiManager LX100 Scheduling Administrator’s Guide
	Changing Information About Areas, Zones, and Pipes .....................................................	49
	Deleting an Area, Zone, or Pipe .......................................................................................	49
Chapter 5	Setting Up and Working with Resources
	Defining a Resource .................................................................................................................	52
	Fields in the Resources Form ...........................................................................................	53
	Adding ISDN-Only Resources without IP Connections ....................................................	56
	Viewing Information about Resources ......................................................................................	57
	Changing Resource Information ...............................................................................................	58
	Copying a Resource .................................................................................................................	58
	Deleting a Resource .................................................................................................................	59
	Assigning or Removing Resource Facilitators ..........................................................................	59
	Associating or Removing a Facilitator from a Resource ...................................................	60
	Associating or Removing a Facilitator from All Resources in a Zone ...............................	61
	Associating Equipment with a Resource ..................................................................................	63
	Viewing Equipment Associated with a Resource ..............................................................	63
	Adding Equipment to a Resource .....................................................................................	64
	Fields in the Equipment Information Form ........................................................................	65
	Moving Equipment from One Resource to Another ..........................................................	68
	Deleting Equipment from a Resource ...............................................................................	68
	Setting Up an MCU In Polycom ReadiManager LX100 ............................................................	69
	Setting up an MGC 100 in Polycom ReadiManager LX100 ..............................................	69
	Parameter Fields for a Polycom MGC 100 .......................................................................	70
	Setting up a Radvision MCU-30 in Polycom ReadiManager LX100 .................................	71
	Parameter Fields for a Radvision MCU-30 .......................................................................	72
	Important Settings for Use with People + Content ............................................................	73
	3rd Party MCU Support ....................................................................................................	73
	Setting up a Video Codec in Polycom ReadiManager LX100 ..................................................	73
	Parameter Fields for a Video Codec .................................................................................	75
	Setting Up Services ..................................................................................................................	76
	Setting Up a Direct Connect Service ................................................................................	76
	Setting Up Gateway Services ...........................................................................................	78
	Setting Up H.323 Services (IP) .........................................................................................	79
	Setting Up H.320 Services (ISDN) ....................................................................................	81
	Where Services are Set in MGC Manager .......................................................................	84
	Where Settings You Need Are Defined in Radvision MCU-30 Software ..........................	89
	Setting Up Dial-In on the MGC .........................................................................................	92
	Managing Problems with Resources ........................................................................................	94
	Making Use of Remote Alerts ..........................................................................................	94
Chapter 6	Reporting
	Creating Schedule Reports ......................................................................................................	98
	Creating Standard Reports .......................................................................................................	99
	Clearing the Report Screen ....................................................................................................	104
	Summarizing Data in Reports and Displaying a Chart ...........................................................	104
	Exporting Report Data ............................................................................................................	107
	Saving a Report ......................................................................................................................	107
	Accessing a Saved Report .....................................................................................................	108
	Creating Custom Reports .......................................................................................................	109

	Some Common Joins .....................................................................................................	111
	Scheduling Recurring Reports ...............................................................................................	112
Chapter 7	Using the
Scheduling Wizard
	Scheduling a Video Conference: Basic Steps ........................................................................	116
	Scheduling Features in the Wizard ........................................................................................	121
	Finding a Room that Fits Your Needs (Filtering) ............................................................	124
	Using My Favorites to Select a Room ............................................................................	126
	Sending Email Notifications About the Conference ........................................................	127
	Configuring Contact Lists ................................................................................................	128
	Creating Recurring Conferences ....................................................................................	129
	Setting the Host Site for a Multipoint Call .......................................................................	131
	Changing Dial-In Settings for Individual Resources .......................................................	131
	Changing How the Connection is Made .........................................................................	132
	Setting the Connection Type for Individual Resources ...................................................	132
	Adding a Guest to a Videoconference ............................................................................	133
	Using Advanced Settings .......................................................................................................	135
	Selecting a Template ......................................................................................................	136
	Specifying the Type of Conference .................................................................................	136
	Specifying Dial Options ...................................................................................................	137
	Forcing MCU Usage .......................................................................................................	137
	Setting the Video Mode for Multipoint Calls ....................................................................	138
	Using Auto-Start or Manual Start for a Conference ........................................................	139
	Setting the Default Connection Speed for a Call ............................................................	139
	Using People + Content ..................................................................................................	139
	Using T.120 ....................................................................................................................	140
	Chair Control PIN ............................................................................................................	141
	Managing Scheduled Conferences ........................................................................................	142
Chapter 8	Scheduling and Managing Conferences
	The Scheduling Window .........................................................................................................	146
	Creating the Conference Request ..........................................................................................	147
	Finding a Resource that Fits Your Needs (Filtering) ..............................................................	151
	Using My Favorites to Select a Resource ..............................................................................	154
	Requesting Specific Dates and Times ...................................................................................	155
	How Much Time is Reserved ..........................................................................................	157
	Sending Email Notifications About the Conference ................................................................	157
	Configuring Contact Lists .......................................................................................................	158
	Creating Recurring Conferences ............................................................................................	160
	Viewing Details about a Resource .........................................................................................	161
	Using the Legend ...................................................................................................................	162
	Using the Advanced Settings .................................................................................................	162
	Selecting a Template ......................................................................................................	163
	Specifying the Type of Conference .................................................................................	163
	Specifying Dial Options ...................................................................................................	164
	Forcing MCU Usage .......................................................................................................	165
	Setting the Video Mode for Multipoint Calls ....................................................................	165
	Using Auto-Start or Manual Start for a Conference ........................................................	166
© Polycom, Inc.		iii

Polycom ReadiManager LX100 Scheduling Administrator’s Guide
Setting the Default Connection Speed for a Call ............................................................	166
Using People + Content ..................................................................................................	167
Using T.120 ....................................................................................................................	168
Chair Control PIN ............................................................................................................	169
Setting the Host Site for a Multipoint Call ...............................................................................	169
Changing Dial-In Settings for Individual Resources ...............................................................	170
Changing How the Connection is Made .................................................................................	170
Setting the Connection Type for Individual Resources ..........................................................	171
Adding a Guest to a Videoconference ....................................................................................	172
Creating Conference Notes ....................................................................................................	172
Managing Scheduled Conferences ........................................................................................	174
Locating the Conference You Want to Manage ..............................................................	174
Approving a Requested Conference ...............................................................................	176
Deleting a Conference ....................................................................................................	176
Entering Additional Conference Details ..........................................................................	177
Managing an Active Conference .....................................................................................	178
Closing a Completed Conference ...................................................................................	181
Chapter 9 Advanced Setup and Maintenance
Accessing Support .................................................................................................................	184
Creating Categories ...............................................................................................................	184
Customizing Equipment Data .................................................................................................	185
Importing Data Into Polycom ReadiManager LX100 ..............................................................	187
Importing User Data ........................................................................................................	187
Importing Resources .......................................................................................................	188
Importing Equipment .......................................................................................................	190
The Administrator Console .....................................................................................................	192
SNMP Trap Configuration ......................................................................................................	193
Changing the Mail Server IP Address ....................................................................................	194
Specifying an Email Header ...................................................................................................	195
Configuring Conference Time Warnings ................................................................................	195
Enabling Auto Start Conference .............................................................................................	196
Enabling Equipment Alert Management Notification ..............................................................	196
Troubleshooting with Debug Tools .........................................................................................	197
About the Task Manager Debug Levels .........................................................................	197
Debug Tool Command Definitions ..................................................................................	198
Using Least Cost Routing .......................................................................................................	199
Example of Savings Using Least Cost Routing ..............................................................	199
How Least Cost Routing Works ......................................................................................	200
Example of Least Cost Routing ......................................................................................	202
Determining What to Enter in LCR Tables ......................................................................	204
Setting Up Least Cost Routing .......................................................................................	206
Creating Least Cost Routing Tables ...............................................................................	207
Fields in the Least Cost Routing Table Form .................................................................	209

Index 211

About This Guide

This manual, Polycom ReadiManager LX100 Scheduling Administrator’s Guide, provides instructions for installing, setting up, and administering the Scheduling Administration module of Polycom ReadiManager LX100.

This guide is intended for installers and administrators who are setting up the Scheduling Administration module of Polycom ReadiManager LX100 for the first time and as a reference for administrators making changes to network information and managing resources over time. In addition, it includes information about how to schedule and manage conferences that will be of use to end-users, and information about viewing and handling problems with equipment that will be of use to technicians.

Information about other Polycom ReadiManager LX100 modules is available from the web interface of the product. Launch the appropriate module and click the Help link at the top of the page.

The table below lists some common tasks and associated topics in this guide.

For information		Refer to these sections
about		Refer to these sections
Setting up Polycom		Overview of Setup Tasks on page 11
ReadiManager LX100		Setting Up the Domain, Templates, and Users on page 13
for the first time
Setting up		Advanced Setup and Maintenance on page 183
advanced features,
such as server
administration and
least cost routing.

Administrative tasks		Setting Up the Domain on page 14
to maintain user and		Setting Up Users and Working with User Data on page 20
network data		Setting Up Users and Working with User Data on page 20
network data		Setting Up LDAP on page 36
		Setting Up LDAP on page 36
		Entering Network Topology Data on page 41
		Setting Up and Working with Areas, Zones, and Pipes on
		page 44
		Setting Up and Working with Resources on page 51
		Assigning or Removing Resource Facilitators on page 59
		Associating Equipment with a Resource on page 63

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

	For information	Refer to these sections
	about	Refer to these sections
	Scheduling and	Using the Scheduling Wizard on page 115
	managing	Scheduling and Managing Conferences on page 145
	conferences	Scheduling and Managing Conferences on page 145
	conferences

	Managing problems	Managing Problems with Resources on page 94
	with resources	Making Use of Remote Alerts on page 94
		Making Use of Remote Alerts on page 94

Conventions

The following conventions are used in this guide:

Boldface is used for buttons that you click on the screen.

References to other sections in this book are indicated with blue italics. When you are viewing the HTML or PDF-versions of this document, these provide hyperlinks to the associated section.

vi	Conventions

Welcome to Polycom ReadiManager LX100

Polycom ReadiManager LX100 is a pre-installed server with software that provides scheduling and management for video, audio, and data conferencing. A client/server software tool, Polycom ReadiManager LX100 encompasses scheduling and centralized management for your enterprise-wide video communications network and devices. It also serves as a directory server for video codecs.

Polycom ReadiManager LX100 includes four modules:

Scheduling Administration

Device Administration

System Configuration

Scheduling Wizard

In addition, this simple-to-use yet powerful video scheduling and management application fully integrates with Microsoft® Outlook® and Lotus Notes®.

This guide provides detailed information about the Scheduling Administration module and the Scheduling Wizard. For details about Device Management features and functionality, see the ReadiManager LX100 Device Management Guide. For details about System Configuration, see ReadiManager LX100 System Configuration Guide.

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Scheduling and Scheduling Administration

Polycom ReadiManager LX100 makes life easier for people who want to schedule their own meetings with or without video, for the conference administrator who wants to manage videoconferences from setup to breakdown, and for the network administrator who monitors the reliability of video networks.

Polycom ReadiManager LX100 includes a highly configurable scheduling application that uniquely enables users to schedule video calls right from an Outlook or Lotus Notes interface or a web interface. The users choose the resources that need to be scheduled from the same appointment window when scheduling a meeting that doesn’t require video.

One of the unique features that Polycom ReadiManager LX100 has is its patent pending bandwidth reservation system that schedules bandwidth for the conference.

The support for MCUs includes the ability to monitor MCU port availability. When more than one MCU is deployed on the network, scheduling decisions for multipoint calls will be based on zone location and port availability.

Conferences scheduled through Polycom ReadiManager LX100 become a manageable entity. Conferences can be managed from Microsoft Outlook, Lotus Notes, and from two web interfaces. Endpoints can be added to, removed from, or swapped for any given conference. Conferences can be remotely restarted or extended from the Manage Conference interface.

With the Scheduling and Scheduling Administration modules of Polycom

ReadiManager LX100, you can:

Schedule conferences through the web, Microsoft Outlook, or Lotus Notes, reserving required video and audio equipment and resources

Manage conferences

Run reports for Call Records, Video Utilization, and Troubleshooting and create other custom reports

The Scheduling Administration module also provides the ability to define and maintain information about your video network topology, resources and equipment, users and user permissions, and other system management.

Device Management

The Device Management module in Polycom ReadiManager LX100 enables the administration and centralized management of your enterprise-wide video communications network. Using Device Management features, administrators can proactively monitor devices for call status, errors, and warnings. Through the Remote Alert Notification Feature, administrators can be paged on their cell phones with

2	Scheduling and Scheduling Administration

Chapter 1 - Welcome to Polycom ReadiManager LX100

updates on device status. The Device Management module provides device maintenance features such as Software Update and Provisioning.

End Users will enjoy a centralized address book with intelligent dialing built in. Administrators will appreciate the minimal time required for upkeep - a nearly zero administration directory.

Administrators can also run various Call Detail Record reports, view Network Status reports, and Device Tracing logs.

For detailed information about the device management features, see the online help in the Device Management module.

System Configuration

The System Configuration module is used primarily when you first set up Polycom

ReadiManager LX100, and later, if you need to make changes to the configuration.

In addition, this module gives you access to License Management, if you purchase additional seats, and to Advanced Setup, through Microsoft Windows Remote Desktop.

For additional information, see the online help in the System Configuration module.

Using the Scheduling Wizard on page 115

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

4	System Configuration

Getting Started

This chapter provides an overview of what you need to get started with Polycom

ReadiManager LX100.

System Requirements and Setup

Accessing and Logging On to Polycom ReadiManager LX100

Moving Around in the Scheduling Administration Module

Tips When Working in the Polycom ReadiManager LX100 Web View

For administrators, it also includes an overview of what you need to know to set up

Polycom ReadiManager LX100. (See Overview of Setup Tasks on page 11.)

System Requirements and Setup

When you use Polycom ReadiManager LX100 for the first time, you need to make sure you are working with supported versions of Microsoft Windows and Internet Explorer, and that you have browser security settings appropriately configured. This section includes these topics:

Client System Requirements

Setting Up Your Browser

Allowing ActiveX controls

Setting the Polycom ReadiManager LX100 Server as a Trusted Server

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Client System Requirements

The web interface of the Polycom ReadiManager LX100 is supported on computers with the following:

Microsoft Windows 2000 or XP

Microsoft Internet Explorer 5.5 or greater with Active X control permission enabled

Intel Pentium II-class processor or higher

64 MB RAM. Recommended 128MB RAM for better performance

30 MB free space

For the Microsoft Outlook component, MS Outlook 2000 (SR1), Outlook 2003, or Outlook XP must be installed. (See Microsoft hardware requirements for Outlook.)

For the Lotus Notes component, Lotus Notes version 6.0.1 or higher must be installed. (See IBM Lotus Notes hardware requirements.)

Setting Up Your Browser

There are two security settings in Internet Explorer that need to be set up properly on each client PC from which Polycom ReadiManager LX100 will be accessed:

Allowing ActiveX controls

Setting the Polycom ReadiManager LX100 server as a trusted server

The settings described below refer to the Internet zone. The same settings should also be applied to the Local Intranet zone as well, especially if Polycom ReadiManager LX100 is setup with a WINS Name.

Allowing ActiveX controls

Many Active X controls are used in Polycom ReadiManager LX100. The first time that a feature that requires an ActiveX control is used, the ActiveX control will be automatically downloaded to the client PC. To make sure the necessary ActiveX controls are downloaded properly, you may need to change some security settings in Internet Explorer.

To set ActiveX control settings

1.Launch Internet Explorer on the client PC, and from the Tools menu, choose Internet Options.

2.In the Internet Options dialog box, click the Security tab.

6	System Requirements and Setup

Chapter 2 - Getting Started

3.Select Internet.

4.Click the Custom Level button to open the Security Settings dialog box.

5.In the Security Settings dialog box, select “Enable” for the following settings:

•Download signed ActiveX controls

•Run ActiveX controls and plug-ins

•Script ActiveX controls marked safe for scripting

6.Select “Prompt” for the following settings:

•Download unsigned ActiveX controls

•Initialize and script ActiveX controls not marked as safe

7.Click OK to save the changes to the Security Settings for internet.

8.Select Local Intranet and click the Custom Level button to open the Security Settings dialog box.

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

9.Repeat steps 5 through 7 so that the settings for Local Intranet match those for Internet.

10.Click OK again to exit the Internet Options dialog box.

Note: There are many controls that will be downloaded to the client when accessing certain sections of Polycom ReadiManager LX100. To avoid this, check the checkbox on the security certificate that asks “Always trust content from Polycom (or other organizations)”.

Setting the Polycom ReadiManager LX100 Server as a Trusted Server

In some networks, current security settings in your Internet Explorer browser will not allow ActiveX controls to pass from the Polycom ReadiManager LX100 server to the client PC. Since many scheduling functions in Polycom ReadiManager LX100 are executed by ActiveX controls, by setting Polycom ReadiManager LX100 as a trusted server, you can download and run these controls safely in your computer.

To set the Polycom ReadiManager LX100 server as a trusted server

1.Launch Internet Explorer from the client PC, and from the Tools menu choose Internet Options.

2.In the Internet Options dialog box, click the Security tab.

3.Click the Trusted Sites icon and then click the Sites... button.

4.Under the field “Add this Web site to the zone,” enter the URL of the Polycom ReadiManager LX100 server and click Add.

5.Uncheck the checkbox "Require server verification (https:) for all sites in this zone".

6.Click OK in all of the dialog boxes to close out of the Internet Options.

8	System Requirements and Setup

Chapter 2 - Getting Started

Accessing and Logging On to Polycom ReadiManager LX100

Polycom ReadiManager LX100 is installed on a server and is accessed through Internet Explorer. Network Aware Scheduler can also be accessed through Microsoft Outlook and through Lotus Notes.

To access the Polycom ReadiManager LX100 web interface from a PC

>>Launch Internet Explorer and type your Server IP address in the address line of your browser.

Example: http://YOUR SERVER IP ADDRESS

To log on to Polycom ReadiManager LX100

>>Log into Polycom ReadiManager LX100 by entering your user name and password, and then clicking the Login button. (Please note: the password is case-sensitive.)

Your Polycom ReadiManager LX100 administrator can tell you your user name and password.

If you are prompted for a password and do not see a login page, your network probably uses LDAP. In this case, enter your system password. A user record will automatically be created for you, using your system user name and password.

If you are prompted for a Directory Domain, enter you system LDAP domain. The factory default logon for administrators is:

•User Name: admin

•Password: admin

You can use this login to get started setting up Polycom ReadiManager LX100.

Note: To safeguard your video network, be sure to change this default logon and password to a confidential and unique administrative user logon and password. For details, see Changing a User’s Password on page 34.

>>At the Homepage, select the area of Polycom ReadiManager LX100 in which you want to work. For example, to work in Scheduling Administration (described in this manual), click Scheduling Administration.

To log out of Polycom ReadiManager LX100

>>Click the Log Out link at the top of the screen.

You are logged out of Polycom ReadiManager LX100 and the logon page reappears.

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Moving Around in the Scheduling Administration

Module

The main menu appears on the screen most of the time as you work with the Scheduling Module of Polycom ReadiManager LX100. You use it to move to different parts of the application, and to start tasks.

>>To see the available submenu items, click any of the menu names on the menu bar.

>>To start a task, click the appropriate submenu name.

In the screen shown below, when the Users menu was clicked, the items on the Users submenu appeared—Groups, Search, List All, Add New, Change Password, and Logout. When Add New is clicked, a User Information form will appear.

Note: Depending on your user permissions, the menus and commands available to you may differ from those shown in the screenshots in this manual.

Tips When Working in the Polycom ReadiManager LX100 Web View

To maximize the performance of Polycom ReadiManager LX100 on your network, if a user remains at one screen for some time without taking any action, their session with Polycom ReadiManager LX100 automatically times out. In this case, it may appear that Polycom ReadiManager LX100 is not working. To continue work, close the browser and log on again, and continue work.

If any unusual error messages appear, the Internet Explorer connection to the server has been compromised. Simply close ALL open Internet Explorer windows, restart Internet Explorer and login as normal.

Allow the web pages to fully load before clicking on any controls, back buttons or home. This will reduce the chances of unexpected browser behavior.

10	Moving Around in the Scheduling Administration Module

Chapter 2 - Getting Started

Overview of Setup Tasks

There are two main parts to setting up the Scheduling Administration module of

Polycom ReadiManager LX100:

Enter information in the browser-based application interface. The steps below provide a detailed summary of what you need to do.

If you use Microsoft Outlook or Lotus Notes, install the Outlook or Notes component on individual personal computers.

For details, see Polycom ReadiManager LX100 Outlook Scheduling or Polycom ReadiManager LX100 Lotus Notes Guide. These guides can be downloaded from the Support > Downloads area of the Scheduling Administration module .

To set up the Scheduling Administration module, perform the following tasks

You’ll find step-by-step instructions for each of these tasks later in this document. The sequence listed below is recommended for data entry, because the templates, users, and network information you enter become available as selection items in other records. For example, when you create resources, you will need to select user and network information. The order below should provide the easiest flow of information entry.

1.Create Conference Setting templates (optional). (See Setting Up Conference Templates on page 16.)

2.Enter User Groups and User information. (See Setting Up Users and Working with User Data on page 20.)

3.If your network uses LDAP, configure LDAP within Polycom ReadiManager LX100, so that users can be automatically added. (See Setting Up LDAP on page 36.)

4.Enter the following information about your network topology:

•Areas (See Defining an Area on page 45.)

•Zones—requires Area, Gatekeeper and User information (See Defining a Zone on page 46.)

•Pipes that connect zones—requires zone information (See Defining a Pipe on page 47)

5.Enter Resource information (rooms, MCUs, gateways, and Hubs)—requires User and Zone information (See Setting Up and Working with Resources on page 51.)

•Equipment (for rooms) (See Associating Equipment with a Resource on page 63.)

•Facilitators (for rooms)—requires User information (Assigning or Removing Resource Facilitators on page 59.)

•If you have multiple MCUs, enable MCU Cascading (optional). (See on page 93.)

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

6.If your company uses Microsoft Outlook or Lotus Notes, install the Outlook or Notes component of Polycom ReadiManager LX100 on computers of users who you want to be able to schedule video meetings. For details, see Polycom ReadiManager LX100 Outlook Scheduling and Polycom ReadiManager LX100 Lotus Notes Guide, which are separate manuals.

7.If you have gateways, consider setting up Least Cost Routing to help reduce the cost of calls. (See Using Least Cost Routing on page 199.)

12	Overview of Setup Tasks

Setting Up the Domain, Templates, and Users

The domain, conference templates and users are the first things that need to be set up in Polycom ReadiManager LX100. This chapter includes topics you will need to know about both. It includes:

Setting Up the Domain

•Fields in the Domain Form

•Enabling ICAL

Setting Up Conference Templates

•Fields in the Conference Setting Template Form

Setting Up Users and Working with User Data

•About User Groups

•Creating a New User Group

•Fields in the User Group Form

•Copying a Group to Create a New Group

•Adding Users to Groups

•Adding a User to Polycom ReadiManager LX100

•Fields in the User Information Form

•Viewing Information about Users

•Viewing User Permissions

•Changing User Information

•Changing a User’s Password

•Sending Broadcast Email to Listed Users

•Deleting a User

•Setting Up LDAP

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Setting Up the Domain

Polycom ReadiManager LX100 contains a domain record in which you define several settings that impact how users schedule and work with conferences.

To define settings for the domain

1.From the menu bar, choose Admin > Domains.

2.In the Domain list, click the link labeled Domain.

3.When the Domain form displays, make desired changes.

For details about the fields in the form, see Fields in the Domain Form on page 14.

4.Click Update.

Fields in the Domain Form

Fields with asterisks are required fields.

Field Name	Description
Domain Details

Name*	Name of the domain. The name is set to “root” and cannot be
	changed.

Description*	Description of the domain.

Recurring Conference	Sets the maximum number of times a conference can recur.
Limit*	This will apply to all conferences scheduled by users in this
	domain through the Scheduling Wizard, Microsoft Outlook,
	Lotus Notes, or through the Polycom ReadiManager LX100
	web interface.

Enable ICAL for	Allows ICAL events to be sent via email when creating and
Domain	modifying conferences from the web interface. If ICAL is NOT
	enabled for your email service, you should not check this
	setting because when ICAL events are sent to users who do not
	have ICAL support, the messages look confusing.
	For more information about ICAL, see Enabling ICAL on
	page 15.

14	Setting Up the Domain

		Chapter 3 - Setting Up the Domain, Templates, and Users

	Field Name	Description

	Billing ID	An identifier for the domain. This ID will be associated with all
		conferences created by users associated with this domain.
		When a user creates a conference, a reference number that
		combines the domain Billing ID and any user Billing ID is stored
		in the database and can be used in reports. The Domain Billing
		ID can be up to 24 characters.

	Default Template for	Specifies the template to be used as the default template for
	Conference	users assigned to this domain. The template sets defaults for a
	Scheduling	number of conference settings. When new users are imported,
	Scheduling	the template to which they are assigned is determined by the

		default template associated with their domain.
		For more information, see Setting Up Conference Templates
		on page 16.

Enabling ICAL

When ICAL is enabled on a server, conference requests that are sent to individuals appear in the email client with Accept and Decline buttons, allowing the message recipients to reply to the message in a way that updates their calendar and informs the conference creator whether they will attend. Figure 3-1 shows how these buttons appear in a message in Outlook XP. Users of Lotus Notes have similar capabilities.

Figure 3-1. Response buttons in an ICAL-supported message

If you want users to be able to create and manage conferences from the web and send meeting requests of this type, you should enable ICAL for the domain in the Domain form. (To access the Domain form, choose Admin > Domain, and then click the Domain link.)

Microsoft Outlook and Lotus Notes already use ICAL format, so enabling ICAL in the Domain record is not required to enable conference and meeting requests to be sent correctly from Outlook or Notes. It applies only to conferences created and managed from the Polycom ReadiManager LX100 web interface.

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Note: If conference messages appear in recipients’ email messages without the Accept and Decline buttons and with text that looks confusing, your server may not set have ICAL support enabled. Check with your IT administrator.

ICAL requires a POP3 type environment. If you are using Enterprise Workgroup Outlook instead of POP3, your users will not be able to receive messages in ICAL format when they originated through the Polycom ReadiManager LX100 Web interface. In this case, you should disable ICAL for the domains.

Setting Up Conference Templates

You can use Conference Setting Templates to define a number of settings which will become the defaults for a conference. Many of these settings determine the settings to be used when an MGC controls the conference, such as speed, video mode, audio and video algorithms, entry and edit tones, dial options, whether to force use of an MCU, and whether to auto-start a conference. (A complete list of settings that can be defined in a Conference Setting template is provided under Fields in the Conference Setting Template Form on page 17.)

When you first install Polycom ReadiManager LX100, one default template is provided. You can customize this template and you can create additional templates with different settings.

Many of the individual settings defined by the template can be overridden for a particular conference by entering a change in the Advanced Settings dialog box in the Conference window. (Users must have permissions to change Advanced Settings in order to be able to see and change these settings.) If additional Conference Setting templates are available for that domain, those templates will be available in a drop-down list at the top of the Advanced Settings dialog box, making it easy for a user to change a number of settings at once by selecting another template.

In the domain record, you can specify the default Conference Setting template.

You can also assign a Conference Setting template to an individual user. By default, users are assigned to the default template set for the domain; you can select another, if you prefer. Users who have permission to view and change advanced settings when creating and working with conferences can also change their default template by selecting another in the Advanced Settings dialog box. (For details, see Using the Advanced Settings on page 162.) If the user does not have privileges to open the Advanced Settings dialog, either the default template for the domain or the default template for the user will determine the settings used in the conference.

When a conference is started, MGC-specific settings from the Conference Setting template are sent to the MGC. If the MCU is not a Polycom MGC, some of these settings do not apply and are ignored by Polycom ReadiManager LX100.

16	Setting Up Conference Templates

Chapter 3 - Setting Up the Domain, Templates, and Users

Fields in the Conference Setting Template Form

The values entered in the Conference Setting template form become the defaults for conferences created by users associated with this template. Access to change most of these settings can be permitted by associating users with a user group that has access to the Advanced Settings when scheduling. For users who cannot see or change the Advanced Settings, these defaults become the settings for conferences they create.

Field Name	Description
MCU Settings

Template Name*	Name of the template. This name will appear in drop-down lists in
	the Domain form, User Information form, and Advanced Settings
	dialog box.

Template	Description of the template. Both the Template Name and
Description*	Template Description appear in the list of Conference Setting
	templates.

Domain	Domain to which the template belongs. This is always defined as
	“Root.”

Audio Alg	Sets the compression algorithm that the MCU will use to process
	audio. Select the algorithm you want to use.
	This setting cannot be changed in the Advanced Settings dialog
	box in the Conference window.

Video Alg	Sets the compression algorithm that the MCU will use to process
	video. Select the algorithm you want to use. (specifies
	compression).
	This setting cannot be changed in the Advanced Settings dialog
	box in the Conference window.

Entry Tone	Sets whether an entry tone will be sounded when a participant
	leaves a conference. Check the box to have entry tones used;
	uncheck it to prevent them from being used.
	This setting cannot be changed in the Advanced Settings dialog
	box in the Conference window.

Exit Tone	Sets whether an exit tone will be sounded when a participant
	leaves a conference. Check the box to have exit tones used;
	uncheck it to prevent them from being used.
	This setting cannot be changed in the Advanced Settings dialog
	box in the Conference window.

End Time Alert	Sets whether an alert tone will be generated near the end of the
	conference, and the number of minutes before the end that it
	should be generated.
	This setting cannot be changed in the Advanced Settings dialog
	box in the Conference window.

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Field Name	Description
Talk Hold Time (sec)	Indicates the minimum period, in seconds, that a participant has
	to speak to become the main speaker. During this period, no other
	participant is allowed to become the main speaker. This
	parameter is designed to prevent participants from becoming the
	main speakers when coughing or laughing or fast and frequent
	changes of the main speakers.
	This setting cannot be changed in the Advanced Settings dialog
	box in the Conference window.

Audio mix depth	Sets the number of participants with the loudest voices who can
	speak at once during a conference. If additional participants
	speak, their comments will not be heard.

Dial Options	Determines whether a conference will require all endpoints to dial
	in to the conference, or whether a combination of dial-in and
	dial-out will be allowed.
	Dial In Only. Creates a dial-in conference for which a particular
	phone number and pin code are created for all conference
	participants. With a dial-in conference, any audio or video system
	can dial in, and all participants will be connected to the same
	conference inside the bridge. This allows participants to dial into
	the bridge at their convenience from anywhere they choose.
	Dial Out/Dial In. Creates a conference that allows the MCU to
	dial-out to a video system, as well as to have participants dial in.
	When Dial Out/Dial In is selected, the person setting up the
	conference can specify the individual resources that should dial
	in. For example, it might be desired to have a particular end-point
	use dial-in, in which case a bridge will create a dial-in number for
	it. For more information about how this can be done when
	scheduling a conference, see Changing Dial-In Settings for
	Individual Resources on page 99.

Force MCU	Check this box to force all end-points in a conference to use an
	MCU. Establishing this as a default provides consistency in the
	features available across video conferences, but may limit the
	number of calls that can be made at one time. This setting can be
	changed in the Advanced Details dialog box when creating or
	editing individual conferences.

Auto Start	Specifies whether the conference should be auto-started. This
Conferences	setting can be changed in the Advanced Details dialog box when
	creating or editing individual conferences.

Chair Control	Enables someone scheduling the conference to specify a 4-digit
Option	number that can be used by the conference chair to control the
	conference. (The actual chair control number must be
	communicated independently to the conference chair. It is NOT
	included in a conference-related email.)
	Note: In order to use Chair Control, IVR must be enabled in the
	Equipment record for the MCU.

18	Setting Up Conference Templates

	Chapter 3 - Setting Up the Domain, Templates, and Users

Field Name	Description
Speed	Specifies the maximum speed at which a conference can be
	conducted. Choices include None, Audio, 128, 256, 320, 384,
	512, and 768. Selecting None causes “Room only” to be selected
	as the Conference Type in the Advanced Settings dialog box
	when scheduling conferences. Selecting Audio causes “Bridged
	Audio” to be selected as the Conference Type in the Advanced
	Settings dialog box.

People + Content	Determines whether People + Content is enabled, and if so, what
	type of People + Content format will be the default. Enabling this
	setting is useful when you have equipment that supports the
	display of both people and content. For more information, see
	Using People + Content on page 167Note: The MGC requires
	that conferences with People + Content use a Speed of at least
	192 K. If you set the Speed to 128, the conference will fail.

T120	Determines whether T.120 is enabled, and if so, the default
	transfer rate. Enabling this setting is useful when you have
	equipment that supports T.120 display of data. Because this
	setting uses resources on the bridge, it is recommended that you
	leave this setting as “None” except when you know that you want
	to use it. For more information, see Using T.120 on page 168.

Lecture Mode	The Lecture Mode settings are typically used in distance learning
	environments. The Lecturer is selected through the MGC
	Manager.

Lecture Mode	Possible values are Lecture Mode, Presentation Mode, and
	None.
	Lecture Mode. All participants view the lecturer in full screen,
	while the lecturer views all conference participants in either a
	Continuous Presence layout, or for conferences defined as Video
	Switching, by scrolling through the other participants in full screen
	at the interval defined in the Lecture Interval field.
	Presentation Mode. Available for Continuous Presence
	conferences. When the person currently speaking talks for a
	predefined time (defined by Lecture Interval), the conference
	layout automatically changes to full screen, displaying the current
	speaker as the conference lecturer on the monitors of all
	conference participant. The person speaking sees the previous
	conference layout. When another participant starts talking, the
	display returns to the predefined video layout. If that person
	speaks for the predefined amount of time, they become the
	conference lecturer, and other participants see them in full
	screen.
	None. Rotates by audio activation, depending on who is talking.

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Field Name	Description
Timer	Enables or disables the automatic switching between
	participants. The frequency of switching is determined by the
	value in the Lecture Interval field.
	In a Continuous Presence conference this setting is irrelevant, as
	all the participants are displayed on the lecturer screen.
	The Timer is active when the number of participants exceeds the
	number of windows in the selected video layout. In such a case,
	when the switching is performed, the system refreshes the
	display while replacing the last active speaker with a speaker who
	was invisible during the last display interval. When one of the
	participants is talking, the automatic switching is suspended,
	showing the current speaker. Switching resumes when the
	lecturer resumes talking.

Lecture Interval	The number of seconds a participant is displayed in the lecturer
	window before switching to the next participant.

Video Mode

Video Mode	Determines the initial screen layout on an endpoint’s monitor
	during a multipoint conference if it requires a stand-alone bridge.
	Selecting Switching causes the display to change each time the
	speaker changes, so that everyone sees the current speaker.
	Other settings let you select the number of panels to be shown,
	so that you can see all of the meeting participants at once.
	For more details about available video modes, see Setting the
	Video Mode for Multipoint Calls on page 165.

Setting Up Users and Working with User Data

All people who will access Polycom ReadiManager LX100 must be entered as users, even those who only use the Outlook component of Network Aware Scheduler.

This section includes the following topics about working with users:

About User Groups

Creating a New User Group

Fields in the User Group Form

Copying a Group to Create a New Group

Adding Users to Groups

Adding a User to Polycom ReadiManager LX100

Fields in the User Information Form

Viewing Information about Users

Viewing User Permissions

20	Setting Up Users and Working with User Data

Chapter 3 - Setting Up the Domain, Templates, and Users

Changing User Information

Changing a User’s Password

Sending Broadcast Email to Listed Users

Deleting a User

Setting Up LDAP

About User Groups

Users are granted access rights to different features in the software, depending on the groups with which they are associated. Users can be associated with multiple user groups.

Note: When the groups a user is associated with do not grant them access to a feature, they do not see that feature in Polycom ReadiManager LX100.

Polycom ReadiManager LX100 comes with a number of default user groups. The definitions of these groups cannot be changed or deleted. However, you can create additional user groups to meet your needs, and set specific user privileges for those.The tables below provide a general description of the user group types included in Polycom ReadiManager LX100 and specific permissions associated with each.

Note: In addition to the permissions available with their user profile, all users except those only assigned to the Wizard Only group have the ability to view resources, access user manuals, change their password, and view schedule reports.

Table 3-1. Default User Groups

User Group	Description
Conference	The Conference Administrator has the ability to create and
Administrator	modify all conferences, and to approve requested
	conferences. This administrator also has the ability to view
	and modify resources.

Conference Schedule	Users assigned this group receive notification of all
Request Notify	scheduling emails.

Global Administrator	The Global Administrator has the highest administrative
	privileges for the Polycom ReadiManager LX100. This user
	has administrative rights to all menu items. This user also has
	the ability to modify all information written to the database
	from Polycom ReadiManager LX100.

Polycom ReadiManager LX100 Scheduling Administrator’s Guide

Table 3-1. Default User Groups

User Group	Description
Network Administrator	The Network Administrator has the ability to create and edit
	network diagrams for their domain in the Polycom Video
	Network Management module. This administrator also has
	the ability to view and modify resources, and scheduled
	conferences, and to approve requested conferences

Request Only	Request Only is a variation of the Scheduler profile.
	Conferences requested by a user with the Request Only user
	profile must be approved by a Conference Administrator or
	Network Administrator, or by a user with Approve and
	Manage Conference privilege.

Resource Facilitator	The Resource Facilitator has the ability to view and modify
	resources for which they are facilitators, and conferences
	they have scheduled.

Scheduler	The Scheduler has only the ability to view and modify their
	own scheduled conferences.

System Technician	The System Technician has the ability to view resources and
	reports. The technician also has the ability to view and modify
	scheduled conferences.

Wizard Only	Users in this group are allowed to use only the wizard
	scheduling interface.
	Note that if a user is given this user group and other user
	groups, the other user groups are ignored; they will have
	access only to the wizard.

Table 3-2. Capabilities Granted with Each Default User Group

Note that Global and Domain both indicate access to that capability.

Capability	Global Administrator	Conference Admin	Network Admin	System Technician	Resource Facilitator	Scheduler	Request Only	Conference Schedule Request Notify	Wizard Only

Admin
Features
License	Global	None	None	None	None	None	None	None	None
Management

View/Modify	Global	None	None	None	None	None	None	None	None
Equipment
Type/Category

22	Setting Up Users and Working with User Data

+ 193 hidden pages

Polycom READIMANAGER LX100 User Manual

Table of Contents

About This Guide

Conventions

Welcome to Polycom ReadiManager LX100

Scheduling and Scheduling Administration

Device Management

System Configuration

Getting Started

System Requirements and Setup

Setting Up Your Browser

Allowing ActiveX controls

Setting the Polycom ReadiManager LX100 Server as a Trusted Server

Accessing and Logging On to Polycom ReadiManager LX100

Tips When Working in the Polycom ReadiManager LX100 Web View

Moving Around in the Scheduling Administration Module

Overview of Setup Tasks

Setting Up the Domain, Templates, and Users

Setting Up the Domain

Fields in the Domain Form

Enabling ICAL

Setting Up Conference Templates

Fields in the Conference Setting Template Form

Setting Up Users and Working with User Data

About User Groups