Polycom WEBCOMMANDER 8 User Manual 2

MGC WebCommander

User’s Guide

Version 8.0

Catalog No. DOC2136B Vers ion 8 .0

Proprietary and Confidential

The information contained herein is the sole intellectual property of Polycom, Inc. No distribution, reproduction or unauthorized use of these materials is permitted without the expressed written consent of Polycom, Inc. Information contained herein is subject to change without notice and does not represent commitment of any type on the part of Polycom, Inc. Polycom and Accord are registered trademarks of Polycom, Inc.

Notice

While reasonable effort was made to ensure that the information in this document was complete and accurate at the time of printing, Polycom, Inc., cannot assume responsibility for any errors. Changes and/or corrections to the information contained in this document may be incorporated into future issues.

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

About MGC WebCommander User’s Guide . . . . . . . . . . . . . . . . . . .1-2

Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1-4

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

Cookies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

Enabling Cookies in Microsoft Internet Explorer . . . . . . . . . . . . . . . 1-5

Connecting to WebCommander . . . . . . . . . . . . . . . . . . . . . . . 2-1

Connecting to WebCommander Web Site using Windows Authentication .

.................................................................................................................2-12-1

Connecting to WebCommander Web Site using WebCommander User Name

and Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

Connecting to WebCommander Web Site using a WebPortal . . . . . . . . . 2-6

Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Main Menu Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-2

Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-5

Database Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

Language Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

Resizing the Window Panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10

New Meeting Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Participants Lists Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3

Directory Participants List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

Participant Templates List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

PathNavigator and Polycom Datastore Templates List . . . . . . . 4-5

Recent Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4-6

Favorites Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7

Participant Actions Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8

Conference Details Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9

Conference Launch Options Area . . . . . . . . . . . . . . . . . . . . . . . . . .4-10

Starting a New Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11

Starting a New Meeting Using a Default Conference Template . . . 4-11

Sending an E-mail to Conference Participants . . . . . . . . . . . . . 4-14

Table of Contents

Duplicate Booking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-16

Defining a New Participant from the New Meeting Window . . . . . . . . . 4-19

Scheduling a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24

Creating a Recurrent Reservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30

E-mail Update after Reservation Change . . . . . . . . . . . . . . . . . 4-36

Dialing into the Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-39

Defined ISDN Participants Dial-in . . . . . . . . . . . . . . . . . . . . . . . . . 4-39

Defined H.323 Participants Dial-in . . . . . . . . . . . . . . . . . . . . . . . . . 4-41

SIP Connections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-41

Dial-in Scenario—SIP Environment . . . . . . . . . . . . . . . . . . . . 4-42

Direct Dial-in Scenario—SIP Environment . . . . . . . . . . . . . . . 4-43

Dial-out Scenario—SIP Environment . . . . . . . . . . . . . . . . . . . 4-43

Mixed Environments Conference Scenario . . . . . . . . . . . . . . . 4-44

Monitoring an On Going Conference . . . . . . . . . . . . . . . . . . . 5-1

General Monitoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2

Meeting Director Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3

The Meeting Director Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4

Conference Icons and Indications . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8

Toolbar Buttons and Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8

Participant Icons and Indications . . . . . . . . . . . . . . . . . . . . . . . . . . 5-11

Participant Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-12

Connection Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-14

Audio Connection Status Icons . . . . . . . . . . . . . . . . . . . . . . . . 5-16

Video Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-18

Q&A Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-20

Sorting Participant Properties . . . . . . . . . . . . . . . . . . . . . . . . . . 5-23

Secure Conference Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-24

ToolTips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-25

General Conference Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-28

The Video Layout Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-30

Hide/Show Video Layout Pane . . . . . . . . . . . . . . . . . . . . . . . . 5-31

Operations Performed during On Going Conferences . . . . . . . . . . . . . . 5-33

Selecting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-36

Viewing Conference Numeric ID . . . . . . . . . . . . . . . . . . . . . . . . . . 5-38

Connecting Dial-out Participants . . . . . . . . . . . . . . . . . . . . . . . . . . 5-39

Disconnecting Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-40

Reconnecting Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-41

Adding Participants to the Conference . . . . . . . . . . . . . . . . . . . . . . 5-42

Defining a New Participant During an On Going Conference . . . . 5-46

Adding a new T1-CAS participant during an On Going Conference

Viewing the Participant Properties . . . . . . . . . . . . . . . . . . . . . . . . . 5-53

Modifying the Participant Properties . . . . . . . . . . . . . . . . . . . . . . . . 5-54

Viewing and Modifying the Participant’s Properties during an On

Going conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-56

Designating Participant as VIP . . . . . . . . . . . . . . . . . . . . . . . . . 5-57

Designating a Participant as the Chairperson . . . . . . . . . . . . . . 5-59

Deleting a Participant from an On Going Conference . . . . . . . . . . 5-60

Muting/Unmuting a Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-61

Controlling the Participant’s Broadcasting and Listening Volume . 5-63

Locking and Unlocking a Conference for Dial-in Participants . . . . 5-64

Adding or Viewing the Conference’s Additional Information During an

On Going Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-66

Changing the Conference Entry Password and Web/Chairperson

Password During an On Going Conference . . . . . . . . . . . . . . . . . . 5-69

Changing the Duration of a Conference . . . . . . . . . . . . . . . . . . . . . 5-70

Terminating a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-73

Selecting the Video Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-74

Selecting the Conference Layout . . . . . . . . . . . . . . . . . . . . . . . 5-74

Selecting a Personal Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-79

Video Forcing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5-81

Video Forcing at the Conference Level . . . . . . . . . . . . . . . . . . 5-82

Video Forcing at the Participant Level . . . . . . . . . . . . . . . . . . . 5-84

Endpoint’s Visual Conference Indications . . . . . . . . . . . . . . . . . . . 5-86

Enabling Visual Indications . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-87

Visual Effects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-88

Using Chat Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-91

Controlling the Lecture Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-94

Blocking/Unblocking the Audio Transmission . . . . . . . . . . . . . . . . 5-98

Exclusive Speaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-99

Placing the Conference On Hold . . . . . . . . . . . . . . . . . . . . . . . . . .5-101

iii

Table of Contents

Managing a Q&A Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-102

Enabling Q&A Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-102

Controlling Q&A Queues with the Q&A list buttons . . . . . . 5-102

Viewing the Q&A List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-103

Managing a Voting/Polling Session . . . . . . . . . . . . . . . . . . . . . . . 5-106

Sending the Voting Results Via E-mail . . . . . . . . . . . . . . . . . 5-110

Mute “Meet Me” Parties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-111

Participant/Chairperson Operations via DTMF Codes . . . . . . . . . . . . . 5-112

Request DTMF Help Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-116

Dialing out to Invite Participants to Join the Conference . . . . . . . 5-117

Changing the Conference Password . . . . . . . . . . . . . . . . . . . . . . . 5-118

Chairperson Initiated Blast Dial-out . . . . . . . . . . . . . . . . . . . . . . . 5-119

Securing the Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-120

Roll Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-121

Reservation Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1

Viewing the Reservation Properties . . . . . . . . . . . . . . . . . . . . . . . . . 6-3

Adding Participants to the Conference Reservation . . . . . . . . . . 6-5

Changing Conference Parameters . . . . . . . . . . . . . . . . . . . . . . . 6-5

E-mail Update after a Reservation Change . . . . . . . . . . . . . . . . 6-5

Viewing the Properties of a Protected Reservation . . . . . . . . . . . . . . 6-9

Viewing a Specific Conference Reservation . . . . . . . . . . . . . . 6-10

Additional Calendar Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-11

Customizing Background View Colors . . . . . . . . . . . . . . . . . . . . . . 6-12

Week Start Day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-12

Conference Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

Conference Scheduling Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

Scheduled Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

On Going Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

Reservations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

On-demand Conferences (Reservation-less Conferencing) . . . . . . . 7-3

Ad Hoc Conferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3

Meeting Rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4

Conference Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5

Entry Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6

Participant Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7

Participant Connection to the Conference . . . . . . . . . . . . . . . . . . . . . . . . . 7-8

Conference Access for Dial-in Participants . . . . . . . . . . . . . . . . . . . . 7-9

Entry Queue Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-10

Conference IVR Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-13

Direct Dialing and Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-14

Dial-out Participants Access . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-16

Attended/Unattended Conferences . . . . . . . . . . . . . . . . . . . . . . . . . 7-16

Operator Assisted Conference . . . . . . . . . . . . . . . . . . . . . . . . . 7-17

Unattended Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-18

Conference Media Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-19

Audio Only Conference Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-21

Video Conference Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-22

Highest Common Mechanism . . . . . . . . . . . . . . . . . . . . . . . . .7-23

Additional Video Conference Settings . . . . . . . . . . . . . . . . . . . 7-24

Conference On Port (COP) . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-24

Lecture Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-25

Cascading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-26

H.243 Chair Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-27

LSD - FECC (Far End Camera Control) . . . . . . . . . . . . . . . . . 7-27

Large Video Switching Conferences . . . . . . . . . . . . . . . . . . . .7-29

Greet and Guide Conferences . . . . . . . . . . . . . . . . . . . . . . . . . .7-29

T.120 Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-30

Dual Stream Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-30

H.239/People+Content (H.239/P+C) Options . . . . . . . . . . . . .7-31

Polycom Visual Concert PC . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-32

Polycom Visual Concert FX . . . . . . . . . . . . . . . . . . . . . . . . . . .7-34

Duo Video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-35

Media Options for Video Session Type . . . . . . . . . . . . . . . . . . 7-35

Conference Types According to the MCU Configuration . . . . . . . . 7-36

Meeting Rooms List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1

Viewing the Meeting Rooms List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3

Viewing the Properties of a Meeting Room . . . . . . . . . . . . . . . . . . . . . . . 8-5

Viewing the Properties of a Specific Meeting Room . . . . . . . . . . . . 8-6

Table of Contents

Conference Templates – Partial View Mode . . . . . . . . . . . . . 9-1

Defining a New Video Conference Template . . . . . . . . . . . . . . . . . . . . . . 9-2

Conference Template Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-17

Conference Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-17

Conference Templates Menu . . . . . . . . . . . . . . . . . . . . . . . . . . 9-19

Participant Template Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-20

Defining an Audio Only Conference Template . . . . . . . . . . . . . . . . . . . 9-22

Conference Templates – Full Parameters View . . . . . . . . . 10-1

Defining a New Conference Template. . . . . . . . . . . . . . . . . . . . . . . . . . 10-1

Defining a New Video Conference . . . . . . . . . . . . . . . . . . . . . . . . . 10-4

Conference Template Menus . . . . . . . . . . . . . . . . . . . . . . . . . 10-52

Defining a New Audio Only Conference . . . . . . . . . . . . . . . . . . . 10-57

Adding Participants to Conference Templates . . . . . . . . . . . . . . . . . . . 10-77

Modifying the Properties of a Linked Participant . . . . . . . . . . . . . 10-81

Defining a New Participant during Conference Template Definition . . 10-82

Deleting a Participant from a Conference Template . . . . . . . . . . . . . . . 10-84

Deleting the Current Conference Template from the Database . . . . . . 10-86

Modifying a Conference Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-88

Managing Participant Templates. . . . . . . . . . . . . . . . . . . . . 11-1

Participant Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-2

Defining a New Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4

Defining a Participant Template in the Database . . . . . . . . . . . . . . . . . . 11-5

Defining ISDN, ATM, or MPI Video Participants . . . . . . . . . . . . . 11-8

Defining H.323 Video and SIP Audio Participants . . . . . . . . . . . . 11-18

Quality of Service Parameters . . . . . . . . . . . . . . . . . . . . . . . . 11-25

Saving the Participant Template . . . . . . . . . . . . . . . . . . . . . . . . . . 11-28

Defining Audio Only Participants . . . . . . . . . . . . . . . . . . . . . . . . . 11-28

Advanced T1-CAS Participant Window . . . . . . . . . . . . . . . . 11-32

Deleting a Participant from the Database . . . . . . . . . . . . . . . . . . . . . . . 11-34

Modifying the Participant Template in the Database . . . . . . . . . . . . . . 11-36

Appendix A: Default Templates . . . . . . . . . . . . . . . . . . . . . . . A-1

Default Conference Template Properties - Default_COP . . . . . . . . A-2

Default Conference Template Properties - Default_Video . . . . . . . A-6

Default Conference Template Properties - Default-Audio . . . . . . . A-9

Default Conference Template Properties - Software CP . . . . . . . A-12

Default Conference Template Properties - Video-Switch . . . . . . . A-16

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viii

Introduction

The MGC WebCommander is a browser-based application for monitoring, managing and scheduling video and audio conferences. WebCommander users have control over all aspects of setting up and running conferences using a standard Web browser.

Using MGC WebCommander, users with the appropriate permissions can:

• Create and schedule new meetings

• Send conference details via E-mail to participants

• Monitor On Going conferences (including conferences scheduled in the

Microsoft Outlook application using the MGC Personal Scheduler plug-in)

• Create and manage conference templates

• Define new participants and add them to the database

• Modify the parameters of a participant assigned to a conference or

stored in the database

• Assign participants from the database to a Conference template

• Add and delete participants to/from an On Going conference

• Delete a Conference template and participants from the database

• View the participants and conference status

• Connect and disconnect participants

• Change video layouts or set the conference to the Automatic layout

selection mode

• Mute and unmute participants audio and video

• Extend the conference duration

• Lock or unlock the conference

• Terminate the conference prior to its scheduled end time

and more

1-1

Chapter 1 - Introduction

Prerequisites

Users can be assigned different permissions. Depending on your permissions, you may not be able to perform all of the WebCommander functions.

The windows displayed throughout this guide show the default settings for a user with full permissions. Your application windows may look differently according to your site configuration and your permissions, however the functionality is the same as described in this manual.

For a unique look and feel to the MGC WebCommander windows, the colors and links of the Web pages displayed can be customized. For more information on the Configuration Tool, refer to the MGC Web Manager Installation and Configuration Guide, Chapter 7.

This manual assumes the user has the following knowledge:

• Familiarity with the Internet and the Web browser environment

• Basic knowledge of video and audio conferencing concepts and

terminology

About MGC WebCommander User’s Guide

The MGC WebCommander User’s Guide includes the following topics:

• Chapter 1 - Introduction

Provides a general description of WebCommander and describes the topics and conventions to be found.

• Chapter 2 - Connecting to WebCommander

Includes information you need to get the WebCommander application running.

• Chapter 3 - Main Menu

Describes the application's main window, menu, and toolbar.

• Chapter 4 - New Meeting Window

Includes step-by-step instructions for setting up a New Meeting including participant’s lists, conference details and conference launch options.

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MGC WebCommander User’s Guide

• Chapter 5 - Monitoring On Going Conferences

Describes operations that can be performed during conferences to

accommodate almost any situation which might arise during the conference.

• Chapter 6 - Reservation Calendar

Enables viewing of scheduled conferences and their modification before the conference start.

• Chapter 7 - Conference Types

A summary of the Conference Types, together with important Audio and Video settings.

• Chapter 8 – Meeting Rooms List

Describes the Meeting Room option. Includes step-by-step instructions for setting up and monitoring Meeting Room conferences.

• Chapter 9 – Conference Templates - Partial Parameters View

Describes the Partial Parameters View based on the user’s permission

setting, displaying a limited number of fields.

• Chapter 10 – Conference Templates - Full Parameters View

Describes the Full Parameters View based on the user’s permission setting.

• Chapter 11 – Managing Participant Templates

Describes how to manage and use Participant Templates.

• Appendix A – Default Conference Templates Parameters

Describes the default conference templates that are included in the WebCommander version.

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Chapter 1 - Introduction

Conventions

Before using MGC WebCommander, it is important for you to understand the terms and conventions used in this manual.

• The term “select” is used when you highlight a part of the window,

dialog box or menu that you want to be changed with your next action.

• The term “click” is used when you click a button or a hyperlink with the

mouse.

• The term “right-click” is used when you press and release the right

mouse button to open a pop-up menu.

• Bold type appearing in the text or a procedure is used to indicate the

command name, button, function or item to be selected/activated.

• Italic type appearing in the text or in a procedure is used to indicate the

menu name, dialog box name or field name.

• Tips and notes appear with the appropriate indication.

For example:

This is an example of a note that you may encounter throughout this User Guide.

System Requirements

• Microsoft Internet Explorer version 4.0 or higher

• Operating system for the Web Server: Operating System NT Server with

Option Pack 4 or Windows 2000 Server

• Operating system for the server Client: Windows 95/98/ME/NT/2000 or

Windows XP

• Pentium III 400MHz, 128MB RAM, 200MB Disk Space

The Web pages display is optimized to a desktop area of 768 x 1024 pixels. In Internet Explorer, the View Text Size should be set to Medium.

Non-Latin languages, such as Japanese and Chinese are only supported in Microsoft Internet Explorer.

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MGC WebCommander User’s Guide

Cookies

Cookies must be enabled in the Web browsers, otherwise WebCommander will not function properly.

Enabling Cookies in Microsoft Internet Explorer

To enable cookies in Internet Explorer:

1. In the Microsoft Internet Explorer application, on the Tool s menu, click Internet Options.

The Internet Options - General window opens.

2. Click the Security tab.

The Security tab opens.

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Chapter 1 - Introduction

3. Click the Custom Level button.

The Security Settings window opens.

4. Scroll down until the Cookies entry is shown and make sure that both options are set to Enable.

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5. Click OK.

The system returns to the Internet Options – Security window.

6. Click OK.

Connecting to WebCommander

You can connect to the WebCommander Web site in one of two ways using:

• Windows Authentication

• WebCommander User Login name and password

Connecting to WebCommander Web Site using Windows Authentication

The Windows Authentication mechanism allows users registered with the network servers to access the MGC WebCommander Web site using their Windows login name and password. To enable the Windows Authentication working mode, the MGC Web Site (ConfSiteV8_0) must be configured accordingly in the IIS application.

Windows users with access rights to the WebCommander Web site are defined automatically by importing their name and password from the Windows domain. Additional parameters are manually added to the User definition in the Web Server Manager–Users table. For further information see the MGC Web Manager Installation and Configuration Guide, Configuring the MGC Web Server Manager.

To log into the WebCommander Web site using Windows Authentication:

1. In the Web browser, enter its URL address using the following format:

http://[server IP address]/confsiteV8_0

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Chapter 2 - Connecting to WebCommander

The Enter Network Password dialog box opens:

2. Enter your User Name, Password and network Domain as defined in your network.

3. Click OK.

On first entry, the WebCommander Welcome window opens.

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When you access the WebCommander Web site for the first time, and the default language is other than the required language, select the language in Welcome window. With any subsequent log-on, the Welcome window does not appear.

MGC WebCommander User’s Guide

4. Select the language, and then click the Enter button.

If the site is already displayed in the required language, click the Enter button.

From this point on, the system remembers the selected language and will skip this window when logging into the WebCommander site, displaying the New Meeting window.

To select another language later, click the Language Selection option in the Main menu. For more details, see Chapter 3, “Language Selection” on page 3-8.

Connecting to WebCommander Web Site using WebCommander User Name and Password

When using WebCommander User name and password, only users manually defined in the Web Server Manager–Users table can log into the WebCommander Web site.

To Log into the WebCommander Web site using WebCommander User Name and Password:

1. If your Web browser is not active, open it now. If necessary, connect to

your Internet service provider (ISP).

2. Enter the address of the WebCommander site. The address is provided by

your system administrator or conferencing service provider.

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Chapter 2 - Connecting to WebCommander

The WebCommander Login window opens.

3. If the Web site page is not displayed in the desired language, click the button of the language to be used in the MGC WebCommander to display the screens, menus, and commands. For example, click the English button to display the Web site pages in English.

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Languages other than French and English can be enabled from the MGC Web Commander Configuration tool. For details, see the MGC Web Server Manager Installation and Configuration Guide, Chapter 7.

If a language other than the default language is selected, a cookie is sent to the Web browser. The next time the Login window is opened, the language details are read from the cookie and the user interface is downloaded with the correct language.

4. Enter your Name and Password, and then click the Login button or press Enter.

If you enter the wrong password, you may need to restart your Web browser in order to continue the login process.

5. Depending on the status of the On Going conferences that you have permission to monitor, one of the following windows opens:

MGC WebCommander User’s Guide

• Several On Going conferences - The Meeting Director window listing the

On Going conference list opens, enabling you to select the conference to monitor:

• One On Going conference - The Meeting Director window opens, enabling

you to monitor this conference:

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Chapter 2 - Connecting to WebCommander

• No On Going conferences - The New Meeting monitor window opens, enabling you to start a new conference:

Connecting to WebCommander Web Site using a WebPortal

The WebCommander can be accessed using a WebPortal. Depending on the WebPortal configuration you may be prompted for a user name and password. Three WebCommander conferencing features can be accessed from a Web Portal via links that are available in the Web Portal:

• Calendar - for conference reservations

• On Going Conference - for monitoring ongoing conferences

• New Meeting - for starting on going conferences

For more information, see Web Server Manager - User’s Guide, Appendix A.

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Main Menu

In the WebCommander site, the Main Menu appears in the left pane of all screens enabling quick and easy access to all system modules. The items that appear on the menu vary according to your permissions.

Main

The Web page display is optimized to desktop area of 768 x 1024 pixels. In Netscape Navigator, select Font Size →Small. In Internet Explorer, select View→Text Size, Medium.

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Chapter 3 - Main Menu

Main Menu Links

The following links are available in the Main Menu. Clicking the link opens the appropriate window, as described below.

• New Meeting – Displays the New Meeting window to create and launch

a new conference quickly. For more information, see Chapter 4, “New Meeting Window”.

• On Going Conferences – Displays a list of On Going Conferences to

which the user has access rights. For more information, see Chapter 5, “Monitoring an On Going Conference”.

• Calendar – Opens the Reservation Calendar window which lists

existing reservations. You can view the reservations in a daily, weekly or monthly calendar. Using the reservation link from the calendar, you can access the reservation properties. For more information, see Chapter 6, “Reservation Calendar”.

• Reservation Templates – Displays the Conference Template window,

from where you can create a new Conference template or choose an existing Conference template to modify. For more information, see Chapter 9, “Conference Templates – Partial Parameters View” or see Chapter 10, “Conference Templates – Full Parameters View” on page 10-1.

• Participant Templates – Opens the Participant templates list, from

where you can create a new Participant template or choose an existing template to modify. Only the Participant templates assigned to groups to which you has access rights can been viewed. For more information, see Chapter 11, “Managing Participant Templates”.

• Meeting Rooms – Opens the list of Meeting Rooms assigned to all the

groups to which you have access rights. A Meeting Room is a reservation whose default duration is set to 2 hours without resource allocation. The reservation is saved in the MCU memory and is inactive. The reservation remains inactive for an unlimited time, until the first participant connects to it. The Meeting Rooms list, which is saved on the MCU, is updated every 30 seconds. For more information, see Chapter

8, “Meeting Rooms List”.

• Configuration – Opens the Configuration window. From here you can

change the password to the WebCommander application and add your

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MGC WebCommander User’s Guide

personal details (E-mail address and WebOffice URL). For more information, see “Configuration” on page 3-5.

• Login – Returns you to the Login window to login as a different user and

to select another language. This link is available in the WebCommander user Log-in.

• Language Selection – Opens the language selection window, enabling

you to select a different language in which the WebCommander is displayed. This link is displayed when using Windows Authentication to login to the WebCommander site.

The items available in the Main Menu pane depend on the product type, the

View Mode and the user permissions for the current user. For more details on View Mode, see the MGC Web Server Manager User’s Manual.

Table 3-1 details the possible items to be displayed in the Main Menu pane and their required View Mode, permissions and product type.

Table 3-1: Main Menu Items: View Mode, Permission and Product Dependencies

Menu Item

New Meeting Basic or

On Going Conferences

Calendar Basic or

Reservation Templates

Participant Templates

Meeting Rooms

Required View Mode

Administrator

Basic or Administrator

Administrator

Administrator Read (at least) for

Basic or Administrator

Required Permission

Enable Meeting Scheduler Read (at least) rights for the Reservation Temp l ate s Gr oup

Enable Meeting Director

Enable Reservation Calendar

assigned Reservation Templates group

assigned Participant Templates group

Enable Meeting Rooms List

Required Product Type

Meeting Scheduler or Professional

Meeting Director or Professional

Meeting Scheduler or Professional

Meeting Director or Professional

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Chapter 3 - Main Menu

Table 3-1: Main Menu Items: View Mode, Permission and Product Dependencies

Menu Item

Required View Mode

Configuration Basic or

Administrator

Basic or Administrator

Selection

Database Basic or

Administrator

Required Permission

Required Product Type

Change Password Meeting Director,

Meeting Scheduler

or Professional

WebCommander user login/Windows authentication

User must be defined in each of the databases

Meeting Director, Meeting Scheduler or Professional

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Configuration

From the Configuration window, you can change your WebCommander Web site password and you can add/change/delete your E-mail address and Web Office URL.

• This menu/window is not relevant to Windows Authentication users.

• In the Windows Authentication mode, the password can be changed within

Windows.

You can change the password only if the appropriate permission is set in the Web Server Manager. The password can also be changed directly from the MGC Web Server Manager. For more information, refer to the MGC Web Server Manager User’s Guide, Chapter 4.

To change the configuration:

1. In the Main Menu pane, click Configuration.

MGC WebCommander User’s Guide

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Chapter 3 - Main Menu

The Configuration window opens.

This window is split into two areas:

Change Password - To change your password to the WebCommander site.

Personal Details - To add or update your E-mail address and WebOffice URL.

The E-mail address and WebOffice URL are optional. If an E-mail address is not specified, you will have to specify your E-mail address when sending out a meeting notification via E-mail (for more details see Chapter 4, “Sending an E-mail to Conference Participants” on page 4-

14.) If a WebOffice URL is not specified, you will not have the option to add a WebOffice invitation to the signature of the meeting notification Email.

2. Fill in the Old Password, New Password and Confirm New Password fields.

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3. Click the Change Password button. A confirmation box opens, indication the password was successfully changed.

4. In the Personal Details area, enter your E-mail address.

5. In the WebOffice URL box, enter your WebOffice URL.

6. Click Update Details to save the information. A confirmation box opens, indicating that the data was successfully updated.

7. To exit the Configuration window, click one of the options in the Main

Menu pane.

Database Selection

If more than one database is configured in the WebCommander, you can select the database for the current session. The database box indicates the name of the database currently selected for retrieval and management.

The Database drop-down list includes all the databases configured in the ODBC that are accessible from the Web (for more details, see the MGC WebCommander Web Manager Installation and Configuration Guide, Chapter 5) and in which the user is registered.

To select the database:

•In the Database drop-down list, in the Main Menu pane, select the name of

the database containing the Participant and Conference templates to be used to start conferences and monitor On Going conferences.

MGC WebCommander User’s Guide

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Chapter 3 - Main Menu

Language Selection

In Windows Authentication mode, after first entry, the Welcome/Language Selection window is skipped. To change the WebCommander language, access the Language Selection window from the Main menu.

To change the language of the WebCommander Web site:

1. In the Main Menu, click Language Selection.

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