Polycom WEBCOMMANDER 8 User Manual

MGC

Personal Scheduler

Quick Start Guide

Version 8.0

Catalog No. DOC2139B Version 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. Microsoft, Windows, and Outlook are trademarks or registered trademarks of Microsoft Corporation.

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 i nto future issues.

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

Package Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

About the MGC Personal Scheduler User’s Guide . . . . . . . . . . . . . . . . . .1-4

Installation and Configuration . . . . . . . . . . . . . . . . . . . . . . . . 2-1

MGC Personal Scheduler Software Installation . . . . . . . . . . . . . . . . . . . . 2-2

Deploying the Client Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

SQL Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

MGC Web Server Manager Configuration . . . . . . . . . . . . . . . . . . . . . . . . 2-8

Connecting the MGC Web Server Manager . . . . . . . . . . . . . . . . . . . 2-9

Adding a New MCU . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10

Connecting an MCU . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13

Personal Scheduler Visual Customization . . . . . . . . . . . . . . . . . . . . 2-14

Customization From the MGC Personal Scheduler Configuration

Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14

MGC Personal Scheduler Parameter Configuration . . . . . . . . . 2-17

Customization from the Microsoft Outlook Editor . . . . . . . . . . 2-24

Setting a Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30

Managing Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32

Managing Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Scheduling Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

Scheduling the Reservation Directly From the Calendar . . . . . . . . .3-6

E-mail Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10

MGC Manager Reservation Remarks . . . . . . . . . . . . . . . . . . . . . . . 3-12

Modifying Appointments and Meetings . . . . . . . . . . . . . . . . . . . . . 3-15

Canceling Appointments and Meetings . . . . . . . . . . . . . . . . . . . . . . 3-15

Scheduling Recurring Appointments and Meetings . . . . . . . . . . . . . . . . 3-16

Modifying Recurring Appointments or Meetings . . . . . . . . . . . . . . 3-18

Canceling Recurring Appointments and Meetings . . . . . . . . . . . . .3-19

Canceling Recurring Appointments/Meetings . . . . . . . . . . . . . . . . 3-19

Application Exception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20

Table of Contents

Viewing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21

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

Introduction

Polycom MGC Personal Scheduler is designed for scheduling audio and

video conferences on the MCU directly from the Microsoft Outlook application.

Using the standard Microsoft Outlook conventions, the user schedules the conference start date and time, conference duration, and invites other participants from their Microsoft Outlook Calendar.

MGC Personal Scheduler is a plug-in to the users’ Outlook Client application. The plug-in communicates with the MGC Personal Scheduler Server (MGC Web Server Manager), which reserves the conference on an MGC unit.

For more details on using the MGC Personal Scheduler with the MGC WebCommander application, refer to the MGC WebCommander Web Server

Manager - Installation and Configuration Guide, Version 8.0.

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Chapter 1 - Introduction

The MGC Personal Scheduler is configured by an Administrator who e-mails the Personal Scheduler application to end-users or use the automatic Client installation. The installation of the client software is automatic allowing Personal Scheduler to seamlessly interface with the end-users’ Microsoft Outlook application.

Once the user schedules the conference in Microsoft Outlook, it is submitted to the Personal Scheduler Server for MCU resource availability. An accept/ reject notification box opens, notifying the conference organizer if the conference has been successfully reserved on the MCU. The conference is rejected by the MCU when resources are insufficient to run the conference at the requested date and time (or dates and times if a recurring conference). If the conference is accepted, a signature is added to the conference e-mail, including various conference parameters required to start the conference, such as the conference name (for IP and ISDN conferences), password (if applicable), and the dial-in number (for IP and ISDN conferences). Users can modify the conference date, time, duration and add/delete participants using the standard Microsoft Outlook conventions.

Users who have Polycom WebCommander can monitor conferences reserved via Personal Scheduler on the WebCommander Web site. For users who have Polycom WebOffice, Personal Scheduler enables a WebOffice user’s to schedule a meeting/conference.

Package Contents

The MGC Personal Scheduler package includes:

• MGC Web Server Manager

• MGC Personal Scheduler Client application installation utility

• Databases

• Conference Templates

• Documentation

— MGC Personal Scheduler Quick Start Guide (PDF)

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System Requirements

This section lists the MGC Personal Scheduler requirements. There are different requirements for the computer running the MGC Web Server Manager and for the computer running the MGC Personal Scheduler for the Client.

Personal Scheduler MGC Web Server Manager requirements:

• PC with Pentium 166 MHz or higher processor

• 64 MB RAM

• Windows

• Free hard disk space:

— For MGC Web Server Manager application: 20 MB

— For database records: 30 MB

— If SQL database is installed: 200 MB

• Database Software:

— For a small database, the Access.mdb file can be used; no software

— For a large database, use the Microsoft SQL Server version 7.0 or

NT/2000/XP operating system

is required

the SQL 2000 application. Windows NT Service Pack 4.0 or later is also required

MGC Personal Scheduler Quick Start Guide

If Personal Scheduler is installed as part of the Polycom WebCommander package, the WebCommander server requirements must also be met. For more information, see the MGC Web Server Manager Installation and Configuration Guide.

Personal Scheduler Client requirements:

• PC with Pentium 166 MHz or higher processor

• 64 MB RAM

• Windows

• Microsoft Outlook

95/98/ME/NT/2000/XP operating system

2000 and above

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Chapter 1 - Introduction

Prerequisites

This manual assumes the user has the following knowledge:

• Familiarity with the Windows environment

• Familiarity with Microsoft Outlook

• Basic knowledge of video conferencing concepts and terminology

About the MGC Personal Scheduler User’s Guide

The Personal Scheduler User’s Guide includes the following topics:

• Chapter 1 - Introduction

Provides a general description of Personal Scheduler, System Requirements and Prerequisites.

• Chapter 2 - Installation and Configuration

Includes information the Administrator needs to install and configure the MGC Web Server Manager, SQL Database and Conference Templates. It also describes how to deploy the application to end-users.

• Chapter 3 - Managing Conferences

Describes how the end-user sets up conferences using Personal Scheduler, including modifying and cancelling meetings and recurrent meetings.

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Installation and Configuration

After the Administrator installs the MGC Personal Scheduler package, he/ she configures the Client software for deployment for end-user installation. Personal Scheduler is configured solely by the Administrator; there is no configuration required on the part of the end-user.

After Personal Scheduler is configured, the Administrator sends the Personal Scheduler Client application by e-mail or can use the automatic Client installation. The Personal Scheduler client is automatically installed when the end-user runs (double-clicks) the attachment. For more information, see “MGC Personal Scheduler Software Installation” on page 2-2.

Administrator installation and configuration of Personal Scheduler includes:

• Personal Scheduler Software Installation

• SQL Database Configuration (if an SQL Database is used)

• MGC Web Server Manager Configuration

— Connecting to the Server

— Adding MCUs

— Connecting MCUs

— Personal Scheduler Configuration

• Template Management

• Client Application Administrator Installation (optional)

• Client Application Deployment

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Chapter 2 - Installation and Configuration

MGC Personal Scheduler Software Installation

The Administrator has the option to automatically deploy the Personal Scheduler Client by installing the Client automatically or enable user to manually install the Client on the hard disk. The Administrator of MGC Personal Scheduler Client can enable the user to install the Client in one of two ways:

• Attach the ClientInstall Version 8.0 folder in an E-mail enabling the

user to save the folder to disk. The user then installs MGC Personal Scheduler by double clicking setup.exe icon in the folder. For further information, “Deploying the Client Application” on page 2-2.

• Alternatively, send the link of a folder located on the network in an E-

mail. To install Personal Scheduler, the user double-click’s the setup.exe icon. When the MGC Personal Scheduler is configured by the administrator, the Client application is deployed on the network by sending out an email with an shortcut as an attachment. Users open this self-extracting file which automatically installs the MGC Personal Scheduler on their computer. The Installation Wizard guides you through the installation process of the Personal Scheduler software.

In version 8.0 the Visual Configuration file is automatically backed up. This allows you to re-install the MGC Personal Scheduler without losing your configurations. It is recommended to close Microsoft Outlook during the Client installation. The MGCScheduler.oft file is automatically backed up in the CustomizeMGCSchedule.oft file located in the ClientInstall folder. If Personal Scheduler is installed as part of the Polycom WebCommander package, the WebCommander server requirements must also be met. For more information, see the MGC Web Server Manager Installation and Configuration Guide.

Deploying the Client Application

After Personal Scheduler is configured by the Administrator, the Client application is deployed by sending out an e-mail with an attached shortcut. End-users open this self-extracting file which automatically installs Personal Scheduler on their computers.

To e-mail the Client application shortcut:

1. Create a new e-mail message. The New E-mail Message window opens.

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MGC Personal Scheduler Quick Start Guide

2. On the Insert menu, click File, or click the Attach File icon.

The Insert File dialog box opens.

3. Browse to the directory where the Client Setup file is located. By default

this file is located at: C:\Program Files\MGC Personal Scheduler

8.0\Personal Scheduler\ClientInstall.

4. Click the Setup file.

5. Click the Insert button arrow, and then click the Insert as Shortcut

option button in the list.

The link appears in the e-mail message as a shortcut.

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Chapter 2 - Installation and Configuration

6. Send the e-mail to end-users for installation.

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7. Once the e-mail is received by the end-user, he/she should double-click the shortcut to start the self-extracting installation of Personal Scheduler.

8. In rare instances when the MGC Personal Scheduler cannot recognize the Clients e-mail address, the following dialog box opens, asking the user to enter their e-mail address. This dialog box only appears once, the first time the Client installation is installed.

The folder where the Setup file is located must be shared or the end-user cannot access the installation shortcut.

SQL Database Configuration

The database enables access to various database tables, such as the MCUs Users and Groups lists.

Personal Scheduler includes two default databases: Access database and SQL database. If you are using the Access database, you do not have to define any additional properties. If you are using the SQL database, you must define the MGC Web Server user properties.

When more than one application needs to be connected to the database, such as the MGC Manager, Personal Scheduler and PathNavigator, it is recommended to use the SQL database. It is also recommended to use the SQL database when the number of users in the install base is more than 100.

To define the MGC Web Sever Manager user properties for the SQL database:

1. On the Start-Settings menu, click Control Panel.

MGC Personal Scheduler Quick Start Guide

The Control Panel window open.

2. Double-click the Administrative Tools icon.

The Administrative Tools window opens.

3. Double click the Services icon.

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Chapter 2 - Installation and Configuration

The Services window opens.

4. Right-click OperSrvV8_0, and then click Properties.

The OperSrvV8_0 Properties dialog box opens.

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5. Click the Log On tab.

MGC Personal Scheduler Quick Start Guide

6. Select This account and then click the Browse button to select the user.

The Select User dialog box opens, displaying the name of the selected user.

7. Select the user name from the list, and click OK.

The OperSrvV8_0 Properties dialog box opens.

8. In the Password field, enter the user’s password.

9. In the Confirm Password field, enter the user’s password again.

10. Click OK to confirm and complete the procedure.

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Chapter 2 - Installation and Configuration

MGC Web Server Manager Configuration

The MGC Web Server Manager application is the user interface for configuration of Personal Scheduler. It allows the Personal Scheduler Server to communicate via the MGC Web Server with the MCUs.

Configuration of the MGC Web Server Manager includes:

• Connecting to the Server

• Adding MCUs

• Connecting the MCUs

• Configuring Personal Scheduler

To start the MCU Web Server Manager application:

1. On the Start - Programs menu, click MGC Personal Scheduler 8.0, and then click MGC Web Server Manager.

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The MGC Web Server Manager Login dialog box opens.

2. Enter the Login Name and Password, and click Login.

The default Login Name is admin1. The default Password is 123.

MGC Personal Scheduler Quick Start Guide

The MGC Web Server Manager window opens.

Connecting the MGC Web Server Manager

The MGC Web Server Manager application is the link between the MCU and the Personal Scheduler Server. The MGC Web Server Manager must first connect to the Personal Scheduler Server before the connection to the MCU may be initiated.

To connect the MGC Web Server Manager:

• Right-click on the Server icon and then click Connect Server.

When MGC Web Server Manager application is connected the X is removed from the Server icon and a blinking green LED indicates that the Server is active.

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Chapter 2 - Installation and Configuration

Adding a New MCU

Conferences are reserved on an MCU. At least one MCU must be defined in the MGC Web Server database.

To add an MCU:

1. Click the [+] icon next to Database to expand the list.

2. Click the [+] icon next to <Database name> to expand the list.

3. Right-click on the MCUs icon, and then click Add New MCU to DB.

The MCU Properties dialog box opens.

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4. Fill in the fields as described in

Table 2-1: MCU Properties Fields

Field Description

Name The name of the MCU. Specify a name that clearly

identifies the MCU.

IP Address The IP Address of the MCU. This should be the IP

address of the MCU LAN control port (and not the IP of the H.323 card).

Table 2-1.

MGC Personal Scheduler Quick Start Guide

Table 2-1: MCU Properties Fields

Field Description

Password The password used when connecting to the MCU.

ISDN Prefix The first digits of the MCU number that are added at

the beginning of the dial-in number allocated by the MCU. The full dial-in number is allocated by the service provider that supplies the phone line - as the call passes through the PBX, the MCU truncates part of the full number. This number is configured in the MGC Manager application. For details on this prefix, ask your System Administrator or MCG Manager operators.

H.323 Prefix The MCU prefix that is added to the conference

name. This number appears in the conference e-mail signature that is sent to conference participants. This prefix must be the same number that is defined in the Gatekeeper - the number is defined in the MGC Manager in the Network Services Properties dialog box, Gatekeeper tab.

First Number The first phone number in the range of dial-in

numbers that can be allocated by the MCU. These numbers are added to the Prefix number to compose the complete number dialed by participants when connecting to the MCU. For example if you enter 1000, and the prefix is 97865, the first dial in number in the range is 978651000.

Last Number The last phone number in the range of dial-in

numbers that can be allocated by the MCU. These numbers are added to the Prefix number to compose the complete number dialed by participants when connecting to the MCU. For example if you enter 9999, and the prefix is 97865, the last dial in number in the range is 978659999.

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Chapter 2 - Installation and Configuration

Table 2-1: MCU Properties Fields

Field Description

Order The order in which the MCUs are selected to handle

5. In order to work with firewalls, the MCU listening port can be

selected. The default listening port is 5001. The Internet Assigned

Numbers Authority (IANA) assigned a new port number (1205) to the MGC Unit (Polycom MCU). If you have problems connecting to the MCU with port 5001, click the Advanced button to select the new port number.

a new conference when two or more MCUs are connected. When a new conference is started, the system tries to establish it on the MCU numbered as 1. For more information, see the MGC Web Server Manager User’s Guide. If Personal Scheduler is installed as part of the Polycom WebCommander package, the WebCommander server requirements must also be met.

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6. In the Port Number list, select 1205.

7. Click OK to confirm and add the MCU to the MCUs list.

Connecting an MCU

After you have connected to the MGC Web Server Manager and added at least one MCU, you can now connect the MCU.

To connect to an MCU:

1. Click the Server icon to display the list of MCUs currently defined in the

MGC Web Server Manager.

MGC Personal Scheduler Quick Start Guide

The MCUs list contains all of the MCUs currently defined in all databases set in the MGC Web Server Manager application. If the same MCU is defined in two databases, it will appear twice in the MCU list.

2. Right-click the MCU icon, and then click Connect.

The system connects to the selected MCU. The MCU status that appears in the Status area changes first to Connecting during the connection procedure, and then to the current connection status at the end of the connection procedure.

For details on the MCU statuses, refer to the MGC Manager User’s Guide.

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Chapter 2 - Installation and Configuration

Personal Scheduler Visual Customization

The administrator can specify the text, icons and images, and configure the Tab fields and properties in the client’s Personal Scheduler.

Customization From the MGC Personal Scheduler Configuration

Window

The following items can be customized in the Outlook New menu from the MGC Personal Scheduler Configuration window:

• Meeting request menu name

• Appointment request menu name

• Menu icons

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Menu icon

MGC Personal Scheduler Quick Start Guide

The following Message Header title can be customized in the E-mail message from the MGC Personal Scheduler Configuration window.

Message Header title

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Chapter 2 - Installation and Configuration

The MGCScheduler.oft file is automatically backed up in the CustomizeMGCSchedule.oft file located in the ClientInstall folder.

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When the MGC Personal Scheduler is re-installed, for example with you upgrade your version, the administrator can simply copy and paste the Visual Configuration information from the CustomizeMGCSchedule.oft file to the MGCScheduler.oft file prior to deploying the Client application. This saves the administrator the need to re-configure the Visual Configuration.

MGC Personal Scheduler Quick Start Guide

MGC Personal Scheduler Parameter Configuration

After the MGC Web Manager is connected to the Personal Scheduler Server and at least one MCU has been connected, you can set the Personal Scheduler configuration parameters in the MGC Web Manager application.

To configure Personal Scheduler from the MGC Web Manager:

1. Right-click the Database icon, and then click Personal Scheduler

Configuration.

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Chapter 2 - Installation and Configuration

The MGC Personal Scheduler Configuration dialog box opens.

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2. Fill in the fields as described in

Table 2-2: MGC Personal Scheduler Configuration Fields

Field Description

Database Select the database that contains the Conference

template that will be used to schedule conferences from the Personal Scheduler.

The database contains five default Conference templates. For more information on templates, see Personal Scheduler - Appendix A or the MGC Web Server Manager, Chapter 4.

Table 2-2.

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