Polycom WEBOFFICE User Manual
WebOffice
Release Notes
Version 7.0.1
January 2005
DOC2063G
Copyright © 2004 Polycom, Inc.
All Rights Reserved
All text and figures included in this publication are the exclusive property of Polycom, Inc., and may not be copied, reproduced or used in
any way without the express written permission of Polycom, Inc. Information in this document is subject to change without notice.
This document also contains registered trademarks and service marks that are owned by their respective companies or organizations.
If you have any comments or suggestions regarding this document, please send them via e-mail to info@polycom.com.
Catalog No. DOC2063G
Version 7.0.1
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 assure the accuracy of such information. Changes and/or corrections to the information contained in this document
may be incorporated into future issues.
Table of Contents
Version 7.0.1 Package Contents ..........................................................1
System Requirements .....................................................................................................1
Server Requirements ..............................................................................................1
Recommended Requirements .......................................................................... 1
Minimum Requirements ..................................................................................2
Client Software Requirements .........................................................................2
Web Client Software Requirements .................................................................2
Meeting Conference Requirements .......................................................................3
Installing Polycom WebOffice server ..................................................4
Activating WebOffice ....................................................................................................4
New Installation .............................................................................................................7
Update an Existing 6.X Version ..................................................................................12
Uninstalling Polycom WebOffice Server ....................................................................17
Polycom WebOffice License Upgrade ........................................................................19
WebOffice and MGC Configuration....................................................20
WebOffice MGC Settings ............................................................................................20
WebOffice and MGC Configuration ....................................................................21
Configuring the WebOffice Server ..............................................................................22
Configuring the MGC Unit to use an External Database Application for MGC Version
6.0 .................................................................................................................................27
Setting the External Database Access Flag ..........................................................27
Configuring the XML Configuration File ............................................................29
Configuring the MGC Unit to use an External Database Application for MGC Versions
6.01 and Higher ............................................................................................................31
Configuring IVR Message Services to Verify Participant Passwords .........................35
Version 7.0.1 - New Features List....................................................... 46
Version 7.0.1 - WebOffice General Features .....................................47
WebOffice Video Plug-in ............................................................................................47
Requirements ........................................................................................................48
Downloading the WebOffice Video Plug-In Software ........................................48
"View Only" Mode ........................................................................................51
Using a Web Camera or a ViaVideo Endpoint ..............................................52
Windows Messenger Integration Mode ....................................................................... 54
Initiating WebOffice Functionalities in Windows Messenger .............................55
Initiating Audio, Video and Data Conferences ....................................................57
Accepting a Conference Invitation in Windows Messenger ..........................58
Joining a Conference as a Dial-out Participant ..............................................59
Initiating the Conference Organizer ..................................................................... 61
Changing Conference and User Properties ..........................................................63
Associating an Endpoint with Windows Messenger .....................................64
Defining the Server for Windows Messenger Mode ............................................65
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Polycom Web
Office
Release Notes Version 7.0.1
Creating Accounts for Window Messenger Users ............................................... 66
Direct Video Call ......................................................................................................... 70
Placing a Call (Point-to-Point) ............................................................................. 70
Answering a Call .................................................................................................. 73
Dial Out .......................................................................................................................75
Defining the Default Dialing Settings .................................................................. 75
Modifying the Default Dialing Mode from the Conference Organizer ............... 78
Accepting a Dial-out Conference Invitation ........................................................ 82
Dial-Out Permissions ........................................................................................... 83
Selecting the Call Type: IP or ISDN ........................................................................... 86
Conference Organizer .................................................................................................. 87
Launching the Conference Organizer Window ................................................... 87
Starting a New Conference from the Conference Organizer ............................... 88
Defining the Dialing Mode from the Conference Organizer ............................... 90
Using the Bulk Accounts Generator Tool ..................................................... 66
Distributing and Installing the Installation File ............................................. 68
Ending a Call ................................................................................................. 73
Manually ........................................................................................................ 73
Missed Calls .................................................................................................. 74
Automatically ................................................................................................ 74
Version 7.0.1 - Limitations, Corrections and Pending Issues ......... 94
Version 7.0.1 System Limitations ............................................................................... 94
II
Version 7.0.1 Package Contents
The Polycom WebOffice Version 7.0.1 software and documentation CD includes the
following items:
• Polycom WebOffice software:
— Polycom WebOffice Server
— Polycom WebOffice Administrator Web Support
• Documentation:
— Polycom WebOffice 7.0.1 Administrator's Guide
— Polycom WebOffice 7.0.1 User's Guide
— Polycom WebOffice 7.0.1 Release Notes
System Requirements
Server Requirements
Version 7.0.1 Package Contents
Recommended Requirements
Following are the Polycom WebOffice Server recommended requirements:
• Pentium-4 1GHz and higher (dual processor recommended)
• 1024 MB RAM
• Internet Connection - LAN to router connected to the Internet at 1.5 Mbps or higher
• 100 Mbps PCI network adapter providing LAN connection
• 40 GB on disk (required for System/SW/Session, and for Offices data + spare),
preferably high speed SCSI supporting 160 Mbps transfer rate (3x18GB full RAID
recommended)
• Software
— Windows 2000 Server, Windows 2003 Server
• Environment
— Firewall protection - usually TCP port 80 (HTTP) and ICMP are to be open for
inbound traffic toward the server with state-full inspection activated
— Optional - working in TCP mode port 83
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Polycom Web
Office
Release Notes Version 7.0.1
Minimum Requirements
Following are the Polycom WebOffice Server minimum requirements:
• Minimum Server Specs for WebOffice License levels:
— 5 Licenses - Pentium-III 700 MHz, 500 MB RAM and 10 GB hard disk with
512 Kbps connection
— 25 Licenses - Dual Pentium-III 500 MHz, 1 GB RAM and 40-GB hard disk with
1.0 Mbps connection
— 100 Licenses - Pentium-4 1.2 GHz, 1 GB RAM and 60-GB hard disk with
RAID 0, 1.0 Mbps or higher connection
— 250 Licenses - Dual Pentium-4 2.x GHz, 2 GB of RAM and 100-GB hard disk
with RAID, 1.5 Mbps connection
— 500 or more - Dual Pentium-4 with highest speed, 2 GB of RAM minimum and
20-GB install disk and 100-GB data disk with the data disk RAID 5 Striped, with
1.5 Mbps or higher connection
• Software
— Windows 2000 Server
• Environment
— Firewall protection - only TCP port 80 (or any other port the server was
configured to work with) (HTTP) and ICMP are to be open for inbound traffic
towards the server with state-full inspection activated
Client Software Requirements
Following are the Polycom WebOffice Client software recommended requirements:
• Standard Pentium-III 600 (or higher) Windows PC
• Software
— Windows 2000/XP
— IE 4.0 and higher / Netscape 7 and higher
• Environment
— 128 MB RAM and higher
— Internet connection - 128 Kbps and higher
Web Client Software Requirements
Following are the Polycom WebOffice Web Client software minimum requirements:
• Software
— Windows 2000/ME/XP, Mac or Linux
— Windows OS: IE 5.0 and higher / Netscape 7.0 and higher
— Mac OS: IE for Mac 5.2 and higher / Netscape 7.1 and higher
— Linux OS: Netscape 7.1 and higher
• Environment
— Internet connection
2
Meeting Conference Requirements
Following are the Polycom WebOffice configuration requirements for audio and video
meetings:
• Audio conference
— MGC VoicePlus or Voyant OCI
— WebCommander - optional but recommended when working with MGC unit
version 5.0 and lower
• Point-to-Point video conference
— ViaVideo I and II, software version 4.0 and higher / ViewStation endpoints.
ViewStation models include ViewStation FX, ViewStation EX, ViewStation FS
4000 - software version 5.1 and higher, and ViewStation VSX 7000 - software
version 5.0 and higher.
— Gatekeeper (PathNavigator is recommended) - optional but recommended
• Multipoint video conference
— Polycom MGC version 6.1 higher
— ViaVideo I and II, software version 4.0 and higher / ViewStation endpoints.
ViewStation models include ViewStation FX, ViewStation EX, ViewStation FS
4000 - software version 5.1 and higher, and ViewStation VSX 7000 - software
version 5.0 and higher.
— WebCommander - optional but recommended when working with MGC unit
version 5.0 and lower
— Gatekeeper (PathNavigator is recommended) - needed for IP
Version 7.0.1 Package Contents
3
Polycom Web
Office
Release Notes Version 7.0.1
Installing Polycom Web
Activating Web
Office
The activation key code to activate Polycom WebOffice is received directly from the
Polycom Web site. The activation key code must then be entered in the WebOffice
Administrator's page to activate WebOffice. This procedure must be performed prior to
using WebOffice.
To activate your Polycom WebOffice:
1. Access the Polycom Web site http://extranet.polycom.com
2. If necessary, create a New User Account. If you already have a user account, log in.
Office
server
.
4
3. Click the Product Activation link.
Installing Polycom WebOffice server
The Product Activation page opens.
4. Under Single License Number enter the License Number that is located on the back
label of your WebOffice CD ROM.
5. Press the TAB key.
6. License number will be identified and First Time Installation checkbox will appear.
7. Check First Time Installation checkbox and Serial Number will appear.
5
Polycom Web
Office
Release Notes Version 7.0.1
8. Click the Generate button and Key Code will be obtained.
9. Open your WebOffice Administrator’s tool.
10. In the Main Menu pane, click Install/Upgrade License.
The Install/Upgrade License page opens.
11. In the Key Code box and the Serial Number, enter the activation key code and serial
number received from the Polycom Web site.
12. Click Submit to complete the WebOffice activation.
To upgrade your Web
and repeat the above procedure.
Office
license (add more offices, etc.) you must receive a new Key Code
6
New Installation
To install the Polycom WebOffice software package for the first time:
1. Insert the CD into the CD drive.
2. From the Start menu, select Run.
3. Enter D:/Setup, where D is the CD drive name, and then click OK.
Installation Wizard
Follow the on screen instructions to complete the installation process.
1. In the Software License Agreement window, select I accept the agreement and click
Next to accept and continue.
Installing Polycom WebOffice server
2. Click Next.
The Information window opens detailing your server information.
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Polycom Web
Office
Release Notes Version 7.0.1
3. Click Next.
The Settings window opens.
4. The check box I want my server to be accessed from both Internet and Local
Network is selected by default. This allows your WebOffice server act as both an
Intranet (internal to the resident LAN) and Internet server (default installation). If this
check box is cleared, the WebOffice server acts as an internal LAN server only.
The next Settings window opens.
8
Installing Polycom WebOffice server
5. If you have chosen to install the WebOffice Server as an Internet server, you are
prompted to enter the URL. The URL follows the format www.polycom.com. This is a
typical URL structure, derived from the combination of the host and domain name.
Click Next to continue.
6. The default port is 80. If you need to use a different port for HTTP, enter the port
number. Any port can be used assuming that no other process is using this port.
7. Enter the SMTP server address. This can be a URL or an IP number.
8. Enter the administrator password. Re-enter your password for confirmation. This is the
username for controlling the WebOffice Instant Messaging Service from the Web. This
Web interface enables the server administrator to add, remove and administer offices
and users.
9. Select the target path for the installation and click Next to continue.
The following Settings window opens.
Select the MCU that will be used to run audio conferences; MGC VoicePlus, Voyant
OCI or None/Other. Click Next to continue.
This option can be changed by the Administrator in the Administrator’s Tool - Portal
Deployment.
9
Polycom Web
Office
Release Notes Version 7.0.1
The following Settings window opens.
10. Enter the WebOffice Administrator e-mail address. The administrator receives e-mail
from the server every time an office is created.
11. Enter the WebOffice Support e-mail address. This is the address that will receive
e-mails from users seeking support.
12. Enter the WebOffice Sender e-mail address. This is the e-mail address that is shown in
the Reply To line of sent e-mails. Click Next to continue.
The languages selection window opens.
13. Click Next to continue.
10
Installing Polycom WebOffice server
The Ready to Install window opens.
14. Click Next to install the Polycom WebOffice server.
When the installation is complete the Setup Complete window opens.
15. Click Finish to complete the installation process.
You must go to the Administrator's Tool to configure WebOffice to properly run audio
and video meetings. If you want to go directly the Administrator’s Tool, select the Ye s ,
I want to run the Admin tool now check box, and click Finish to complete the
installation process.
11
Polycom Web
Office
Release Notes Version 7.0.1
Update an Existing 6.X Version
The following section describes how to update an existing 6.X version of WebOffice to
version 7.0.1.
To update an existing Polycom WebOffice software package:
1. Insert the CD into the CD drive.
2. From the Start menu, select Run.
3. Enter D:/Setup, where D is the CD drive name, and then click OK.
Installation Wizard
Follow the on screen instructions to complete the installation process.
1. The following Setup window opens, indicating that an older version of WebOffice
exists on your computer. Click Next to continue with the installation.
The Software License Agreement window opens.
2. Select I accept the agreement and click Next to accept and continue.
3. Click Next.
12
Installing Polycom WebOffice server
The Settings window opens.
4. The check box I want my server to be accessed from both Internet and Local
Network is selected by default. This allows your WebOffice server act as both an
Intranet (internal to the resident LAN) and Internet server (default installation). If this
check box is cleared, the WebOffice server acts as an internal LAN server only.
The next Settings window opens.
5. If you have chosen to install the WebOffice server as an Internet server, you are
prompted to enter the URL. The URL follows the format www.polycom.com. This is a
typical URL structure, derived from the combination of the host and domain name.
Click Next to continue.
13
Polycom Web
Office
Release Notes Version 7.0.1
The next Settings window opens.
6. The parameters are taken from the old installation and entered by default in the fields.
If you do not want to change the parameters, click Next to continue and proceed with
Step 11.
7. The default port is 80. If you need to use a different port for HTTP, type the port
number. Any port can be used assuming that no other process is using this port.
8. Enter the SMTP server address. This can be a URL or an IP number.
9. Enter the administrator password. Re-type your password for confirmation. This is the
username for controlling the WebOffice Instant Messaging Service from the Web. This
Web interface enables the server administrator to add, remove and administer offices
and users.
10. Select the target path for the installation and click Next to continue.
The next Settings window opens.
11. Select the MCU that will be used to run audio conferences; MGC VoicePlus, Voyant
OCI or None/Other. Click Next to continue.
14
This option can be changed by the Administrator in the Administrator’s Tool - Portal
Deployment.
Installing Polycom WebOffice server
The next Settings window opens.
12. The parameters are taken from the old installation and entered by default in the fields.
If you do not want to change the parameters, click Next to continue and proceed with
Step 15.
13. Enter the WebOffice Administrator e-mail address. The administrator receives e-mail
from the server every time an office is created.
14. Enter the WebOffice Support e-mail address. This is the address that will receive
e-mails from users seeking support.
15. Enter the WebOffice Sender e-mail address. This is the e-mail address that is shown in
the Reply To line of sent e-mails. Click Next to continue.
The next Settings window opens.
16. To maintain your previous WebOffice customization, select I want to retain my
previous customization.
To install the default customization, select I want to install default customization
(default).
To restore a previously backed up customization, select I want to restore a previously
backed up customization, and browse to the directory where the customization is
saved.
17. Click Next to continue.
15
Polycom Web
Office
Release Notes Version 7.0.1
The languages selection window opens.
18. Click Next to install the Polycom WebOffice server.
When the installation is complete the Setup Complete window opens.
16
19. Click Finish to complete the installation process.
20. You must go to the Administrator's Tool to configure WebOffice to properly run audio
and video meetings. If you want to go directly the Administrator’s Tool select the Yes ,
I want to run the Admin tool now check box, and click Finish to complete the
installation process.
The
Administrator's Tool
Admin site in your Web browser. The syntax is as follows:
http://<WebOffice_URL>/content/Admin
where <WebOffice_URL> is your organization’s Web
can be accessed at anytime by entering the address of the Web
Office
URL.
Office
Installing Polycom WebOffice server
Uninstalling Polycom Web
During the installation process, uninstall files are placed in the WebOffice folder. These
files are used to aid the Windows operating system in uninstalling the application.
To uninstall the WebOffice Software package:
1. On the Start-Programs menu click Settings, and then click Control Panel.
Office
Server
The Control Panel window opens.
2. Click the Add/Remove Programs icon.
17
Polycom Web
Office
Release Notes Version 7.0.1
The Add/Remove Programs window opens.
3. Select Polycom WebOffice Server from the list of installed software, and click the
Change/Remove button.
4. The WebOffice software is uninstalled.
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Installing Polycom WebOffice server
Polycom Web
To upgrade your existing Polycom WebOffice Server license, (add more offices, etc.), you
must receive a new Serial Number and repeat the steps in “Activating WebOffice” on
page 4.
Office
License Upgrade
19
Polycom Web
Office
Release Notes Version 7.0.1
Web
Web
Office
Office
and MGC Configuration
This section explains the MGC settings for WebOffice to work with MGC version 6.01.
MGC Settings
There are two WebOffice working modes with the MGC unit:
• Via WebCommander server
• Direct Management Mode
The working mode is defined by the WebOffice Administrator in the Administrator’s Tool.
If your MGC Unit is version 5.0 or lower, you cannot work in MCU Direct Management mode,
only in WebCommander mode.
When working in the Direct Management mode, when you launch an audio or video
conference running on the MGC unit, you have to configure WebOffice to work with the
MGC unit.
The MGC unit works with the WebOffice server as an external database application that is
used for personal recognition of all conference participants and their attached endpoints.
For certain Web
Mute/Unmute, the Web
Office
Web
work in MCU Direct Management mode without IVR Message Services, the Personal Layout,
Active Speaker and Mute/Unmute features will be disabled.
When an Audio or Video conference is started from WebOffice, the WebOffice server
generates a list of passwords for each conference participant. These passwords are sent
from the MGC unit to the WebOffice server for validation. (The password displayed in
MGC Manager conference properties is different than the password WebOffice displays in
the meeting.) The WebOffice server returns to the MGC unit permission to add the
participants to the conference, and also send their names to the MCU. These names are also
used in the MGC Manager/WebCommander applications to list the participants by their
names. The participants are then added to the conference along with their names.
A guest password is also generated when the conference is started. This password is
displayed to the conference organizer (WebOffice owner) and to all connected participants.
This password can be used by participants who are disconnected, and be given to guests to
manually dial-in to the conference. Participants using the manual password to connect to
the conference are identified as ‘guest’ (without a user name).
The process is as follows:
1. The WebOffice conference is started by the WebOffice client.
2. The WebOffice server automatically generates a list of passwords for all invited
buddies connecting to the conference.
Office
features to be enabled, such as Personal Layout, Active Speaker and
Office
server must work in MCU Direct Management mode, and the
server must serve as an external database application with the MGC unit. If you
20
3. The WebOffice server sends a request to the MGC unit to start a conference.
4. The MGC unit starts a conference and tells the WebOffice server the conference
number.
5. The WebOffice server sends the conference number and personal passwords to the
WebOffice clients connected to the conference.
Web
Office
WebOffice and MGC Configuration
6. The WebOffice clients dial to the MCU and automatically enter the passwords.
7. The MGC unit sends back a list of passwords to the WebOffice server to identify the
connected participants.
and MGC Configuration
To enable the MGC unit to use WebOffice as the external database application for
authentication, the following operations must be performed:
1. Configure the WebOffice server to work in Direct Management mode, and to use IVR
Message Services. This is done by the WebOffice Administrator from the WebOffice
Administrator’s Tool.
2. Configure the MGC unit to use the external database application. For MGC version
6.0, you must set the appropriate flag in the system configuration file, configure an
XML file with details about the external database application (WebOffice server), and
send the file to the MCU.
For MGC versions 6.01 and higher, you must set the appropriate flags in the system
configuration file.
3. Configure the IVR Message Service used by the WebOffice server. The configurations
are performed using the MGC Manager.
21
Polycom Web
Office
Release Notes Version 7.0.1
Configuring the Web
Configuring the WebOffice server to work in Direct Management mode, and to work with
IVR Message Services is done by the WebOffice Administrator from the WebOffice
Administrator’s Tool.
To configure the WebOffice server:
1. Open the WebOffice Administrator’s Tool.
2. In the Main Menu pane, click Video/Audio Parameters.
Office
Server
3. In the Select box, make sure MCU Direct Management is selected (this is the default
mode).
4. In the MCU’s List, click the Add button to add a new MCU.
22
The Add New MCU dialog box opens.
WebOffice and MGC Configuration
23
Polycom Web
Office
Release Notes Version 7.0.1
5. Define the following parameters:
Table 1: Add New Device - MCU Field
Field Description
General
Name The name of the MCU. Specify a name that clearly
IP Address The IP address of the MCU. The IP address of the
Login Name The MCU login name. The default is Polycom.
Password The MCU password. The default is Polycom.
identifies the MCU.
MCU should be obtained from your network
administrator and should be identical to the one
configured in the MCU during the first entry settings.
Confirm Password Confirm the Web
Port The MCU port.
MCU Order This number indicates the order in which the MCU will
appear in the list. When MCU Hunting is set to Auto,
the system searches the MCU list for the first MCU that
has enough resources to run the conference.
Audio Templates Select the template that has been configured to work
with IVR Message Services. By default this is Audio +
IVR.
Video Templates Select the template that has been configured to work
with IVR Message Services. By default this is Video +
IVR.
IP
Gatekeeper The MCU Gatekeeper address.
H.323 Prefix The H.323 prefix for the MCU.
SIP Service Name The SIP service name (optional).
SIP Prefix Currently not relevant.
Dual H.323 Card
Configuration
Select this check box if there is more than one H.323
card
Office
password.
24
External H.323 Service Name Specify the external service name as seen in the MGC
Manager. This is relevant if you have more than one
H.323 card and one of them is external (using a valid
IP and pointing to the Internet or other network).
Internal H.323 Service Name Specify the internal service name as seen in the MGC
Manager. This is relevant if you have more than one
H.323 card and one of them is internal.
Internal IP ranges list The range of the IP within your network.
ISDN
ISDN Prefix The ISDN prefix for the MCU.
WebOffice and MGC Configuration
Table 1: Add New Device - MCU Field
Field Description
Dialing Rule Set The Dialing Rule Set for ISDN calls. This is applicable
only if an ISDN prefix is specified.
Conference Number includes
country code
Conference Number includes
area code
Specifies if the conference number includes a prefix
with the country code. This is applicable only if an
ISDN prefix is specified in “ISDN Prefix” above.
Specifics if the conference number includes a prefix
with the area code. This is applicable only if an ISDN
prefix is specified in “ISDN Prefix” above.
6. Click Add.
7. The MCU is added to the MCU’s List.
8. To update an existing MCU, click on the Properties link of the MCU to be used with
the WebOffice server.
The Update MCU dialog box opens.
25
Polycom Web
Office
Release Notes Version 7.0.1
9. Select the Audio and/or Video Template that has been configured to work with IVR Message Services. By default this is Audio + IVR and Video + IVR.
10. Click Update to save the settings.
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