Spectrel Spectel Reserver Application, Reserver Installation And Administration Manual

Spectel Reserver Application

for Lotus Notes 1.2

Installation and

Administration Guide

Document Number 81100219 Rev C

Copyright  2004 Spectel, Incorporated. All rights reserved.
Spectel, Incorporated, makes no representations or warranties regarding the contents of

this document. Information contained herein is subject to change without notice. The
software described in this document is furnished under a license agreement and may be
used only in accordance with the terms of the agreement. It is against the law to copy the
software on any medium except as specifically allowed in the license agreement. No part
of this manual may be reproduced or transmitted in any form or by any means, electronic
or mechanical, including photocopying, without the express written permission of Spectel,
Incorporated.

Spectel, the Spectel logo, BridgeTalk, Click-2-Conference, Web Portal, IMM, Internet
Meeting Manager ,Spectel MultiSite Application, ProtoCall, Reserver, Spectel Reserver for
Microsoft Outlook, Spectel Reserver for Lotus Notes, SRB, 7 Series, S pectel 70, Spectel
700, Spectel 780, and Spectel 7000 are either trademarks or registered trademarks of
Spectel, Incorporated. All rights reserved. All other company and/or product names
mentioned are trademarks are trademarks of their respective owner.

Lotus, Lotus Notes, LotusScript, Notes Mail, NotesSQL, NotesView, 1-2-3, Organizer,
SmartIcons, and SmartSuite are registered trademarks of Lotus Development
Corporation.

Spectel, Incorporated

Document Number 81100219 Rev C

Contents

Preface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

New features with this release. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi

Contacting Spectel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Chapter 1:

Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

Installation requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

Installing the components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

Installing the server software . . . . . . . . . . . . . . . . . . . . . . . . . 1-4

Configuring Domino template and database files . . . . . . . . . . . . . . . 1-5

Configuring the MLKSched.ini file . . . . . . . . . . . . . . . . . . . . . . . 1-7

Installing the client software (centralized method). . . . . . . . . . . . . . . 1-7

Viewing the Reserver Program Files directory . . . . . . . . . . . . . . . . . . . 1-8

Uninstalling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9

Uninstalling the client software. . . . . . . . . . . . . . . . . . . . . . . . . 1-9

Uninstalling the server software . . . . . . . . . . . . . . . . . . . . . . . . 1-10

Restoring the standard Lotus Notes NTF files. . . . . . . . . . . . . . . . .1-10

Chapter 2:

Configuring the Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Overview of components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

Defining bridge parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

Configuring the MLKSched.ini file . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

Chapter 3:

Creating and Modifying a Conference Call . . . . . . . . . . . . . . . . . . . . . 3-1

Setting up and scheduling a Conference Call . . . . . . . . . . . . . . . . . . . 3-2

Selecting the basic requirements . . . . . . . . . . . . . . . . . . . . . . . 3-2

Selecting a repeating conference . . . . . . . . . . . . . . . . . . . . . . . 3-4

Sending an invitation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5

Creating a Conference Call . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

iii

Using Calendar options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13

Modifying Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13

Modifying a one-time Conference Call. . . . . . . . . . . . . . . . . . . . . 3-13

Modifying a series of Conference Calls . . . . . . . . . . . . . . . . . . . . 3-13

Modifying a conference in progress . . . . . . . . . . . . . . . . . . . . . . 3-15

Deleting a scheduled Conference Call. . . . . . . . . . . . . . . . . . . . . 3-15

Deleting series Conference Calls . . . . . . . . . . . . . . . . . . . . . . . 3-17

Using an On Demand Conference Account . . . . . . . . . . . . . . . . . . . 3-20

Setting On Demand Conference Details. . . . . . . . . . . . . . . . . . . . 3-20

Creating an On Demand Conference . . . . . . . . . . . . . . . . . . . . . 3-21

Data Conference Support . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-22

Appendix A: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A- 1

Distributing Client Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-2

Using the Client Distribution Manager . . . . . . . . . . . . . . . . . . . . . . . A-3

Editing the Administration Execution Control List (ECL). . . . . . . . . . . . A-7

Distributing mail messages . . . . . . . . . . . . . . . . . . . . . . . . . . A-8

Installing the client files . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-9

Uninstalling the client files . . . . . . . . . . . . . . . . . . . . . . . . . . . A-9

Appendix B:

Setting Time Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B- 1

Time zone names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-1

Appendix C: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C- 1

Error Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-1

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IX-1

iv Reserver for Lotus Notes 1.2 Installation and Administration Guide

Preface

The Reserver for Lotus Notes 1.2 Installation and Administration Guide provides
information on installing and configuring Reserver for Lotus Notes.

Reserver for Lotus Notes enables you to set up meetings and schedule conference calls
within your Lotus Notes E-mail and calendar applications.

The following is a list of other information you can use with this guide:

• For information on the Spectel 780/Spectel 700 bridges, see the Spectel 700

Administration and Maintenance Guide.

• For instructions on using Reserver for Lotus Notes, see the Reserver for Lotus Notes
online help.

New features with this release

• Support for latest versions of Lotus Notes/ Domino
The latest release of Reserver for Lotus Notes supports versions 5.0.12, 6.0.1 and

6.5.1 of Domino and Notes.

• Authenticate to CRS using the end user’s email address.
Reserver for Lotus Notes authenticates to the CRS using the end user’s email

address in addition to the existing account number or contact name.

• Support for latest versions of the Spectel 700 (version 3.3).
Reserver for Lotus Notes supports the scheduling of conferences with the most recent

production version of the Spectel 700.

• Support for latest version of the CRS
Reserver for Lotus Notes supports the latest CRS release (2.3.11.3).

• Support for DataXChange
Reserver for Lotus Notes supports Data XChange. For more information see “Adding

advanced features” on page 3-9.

• New advanced features.
Reserver for Lotus Notes provides a new list of advanced conference featu res. These

include:

v

- Auto Extend Ports

- Auto Extend Duration

- Billing Code Prompt

- Save Options

- Moderator blocked dial out

- Global conferences

- Prompt set selection for the conference.

- System administrators can set a default value for the above settings on an individ-

ual basis.

For more information see, “Adding advanced features” on page 3-9.

• On Demand Conference account.
On Demand Conference functionality is available with the latest release of Reserver

for Lotus Notes. For more information, see “Using an On Demand Conference
Account” on page 3-20.

Conventions

The following table includes conventions that appear in this guide.

Convention Description

Choose To choose a command from the Menu bar.

For example, “Choose File - Exit” means to move the cursor
to “File” in the Menu bar, hold down the left mouse button,
then move the cursor to “Exit,” and finally release the left
mouse button.

Click To select an item by placing the cursor over the named o bject

and then pressing the left mouse button.
For example, if the manual says “Click OK,” select OK using

the mouse.

Enter To enter text using a keyboard.

For example, if the manual says “enter a filename,” type the
name of a file that you want to use.

vi Reserver for Lotus Notes 1.2 Installation and Administration Guide

Convention Description (Continued)

KEYNAME Text displayed in is a keyname, for example ESC or ENTER.

In certain cases, the guide refers to a combination of keys,
such as
simultaneously press the

CTRL key, and then press ENTER).

CTRL+ENTER. This means that you must

CTRL and ENTER keys (hold down the

Press To input a specific key or key sequence. (See

KEYNAME in this

table.)

Select To highlight, for example, a row in a display or a list item, or

select a check box or a radio button.

Edit entry To modify text displayed in a table.

Contacting Spectel

You can contact Spectel at:

Corporate
Headquarters

Spectel, Incorporated
21 Stillorgan Industrial Park
Co. Dublin, Ireland

Tel: [phone]
US Toll Free: 1 877 535 9290

Fax: [phone]

US
Headquarters

Spectel, Incorporated
200 Minuteman Road
Andover, MA 01810 USA

Tel: [phone]
Fax: [phone]

Technical
Support

US and Canada:

Tel: [phone]
E-mail:

[e-mail]
Fax: [phone]

Web Site www.spectel.com

International:

Tel: [phone]
E-mail: [e-mail]

vii

Chapter 1

Installation

This chapter provides information on installing the Reserver for Lotus Notes application.
Topics include:

•Overview

• Installation requirements

• Installing the server software

• Installing the client software (centralized method)

• Uninstalling the server software

• Uninstalling the client software

• Restoring the standard Lotus Notes NTF files

Installation 1-1

Overview

Reserver for Lotus Notes is a client/server application, which displays customized Lotus
Notes forms that users can access to schedule audio and data conferences.

The Reserver for Lotus Notes application is supported by a Lotus Notes database file
(.NSF), which includes forms, fields, folders, views, and other presentation features like
database icons. When you have several databases on a server that you want to
standardize, you can use a Domino template file (.NTF), which is structurally identical to a
database but only includes design elements. The database files (NSFs) inherit the design
elements that are set up in the template.

Spectel provides a modified mail template that you copy from the Program Files directory
to the <Lotus installation drive>\Lotus\Domino\Data folder. Then, you can update all or
selected client database mail files (NSFs) with the Reserver for Lotus Notes NTF template
by running a load convert command. For instructions, see “Converting the standard client
NTF files” on page 1-7.

Here are two important points to consider:

• The original Lotus Notes NSF and NTF files remain intact in the Domino Mail server
directory.

• You can restore the original configuration by entering a single load convert command.
For more information, see “Restoring the standard Lotus Notes NTF files” on page 1-

10.

The following graphic shows an overview of the client/server architecture:

Spectel 700/ CRS S700/ CRSSpectel 780 Spectel 700/CRS

Domino Mail server

client machine client machine

client machine client machine

1-2 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Installation requirements

Before installing Reserver for Lotus Notes, you should verify that the following
requirements are met:

Component Description

Server
Client

Bridge

Install and configure the Domino mail server
Install and configure the following client components:

• Lotus Notes 5.0 or higher

• Microsoft Windows 2000, XP

• Microsoft Internet Explorer 5.5 or hi gher for optimum on line help
performance

Note: Netscape 4.x and 6.x users may experience printing or

display irregularities with some tables and help topics.

Verify connectivity to one of these audioconferencing systems
(bridges):

• Spectel 700 3.3 or later

• Spectel 780 3.3 or later

• CRS 2.3.11.3 or later

For information on the:

– Spectel 700 bridge, see the Spectel 700 Administration and

Maintenance Guide.

Note: If a problem occurs during installation, every effort should be made to ensure that

Lotus Notes and the enterprise configuration are fully functional prior to contacting
Spectel Technical Support.

Installation 1-3

Installing the components

In a typical enterprise environment, you can install the client files by using either of these
methods:

• Centralized—(Recommended) After installing the server software on the Domino mail
server, each individual registers the OCXs by accessing the client setup executable
from a shared directory . For instructions, see “Installing the client sof tware (centralized
method)” on page 1-7.

• Distributed—After installing the server software on the Domino mail server, the client
files (OCXs) are E-mailed to recipients who can install the files themselves. For more
information, see “Distributing Client Files” on page A-1.”

The following table lists the n ecessary ste ps for a typical installation of Reserver for Lotus
Notes.

Step Where to find information

1. Installing the server software See the next section, “Installing
the server software.”

2. Configuring Domino template and database

files

3. Configuring the MLKSched.ini file See page 2-3 in Chapter 2,

4. Installing the client software (centralized

method)

See page 1-5.

“Configuring the Components.”
See page 1-7.

Step 1: Installing the server software

Follow these steps to install the server software:

1. Log on with administrator privileges to the targeted server.

2. Insert the Reserver for Lotus Notes CD.

3. Use Windows Explorer to locate the Setup.exe located in the Reserver for Lotus
Notes CD. Double-click on Setup.exe.

4. Click the Next button on the Welcome window to launch the install. The installation
prompts you to enter your name and co mpany. Then click the Next button to continue
the install.

5. When Install Shield prompts for the target installation directory, accept the default
directory of c:\install location or enter a new target location. Click Next.

1-4 Reserver for Lotus Notes 1.2 Installation and Administration Guide

6. Complete the required information to finish the installation process. The installation
process notifies you when the setup is complete. Click Finish.

7. If you are using the centralized method for client installation, right-click on the install
location and select “Sharing” to make th e t arget dire ctory shared. Fo r a description of
client installation methods, see page 1-7.

See the next section, “Configuring Domino template and database files.”

Step 2: Configuring Domino template and database files

In order to install Reserver for Lotus Notes you must have administrator access to the
Lotus Notes Domino mail server.

1. Click Start - Programs - Applications - Domino server to open the command window.

Note: Before you can copy or modify files on the Domino server, you must first stop the

server.

Follow these steps to stop the Domino mail server:

2. If the Domino mail server is running, enter one of the following commands in the
server’s command window to stop the server (without restarting).

Table 1-1: Domino mail server commands

To Enter

Stop the Domino mail server and

E, Q, EXIT, or QUIT

close the command window
Stop the Domino mail router and

TELL ROUTER QUIT

leave the command window open
Restart the Domino mail server RESTART SERVER or LOAD ROUTER

3. Use this procedure to copy the Reserver for Lotus Notes files

Note: If you want to distribute the Reserver for Lotus Notes client files, copy the

ConfRsrvAdm.nsf file, also. This file is called the Client Distribution
Manager and is used to distribute client setup files (through email) on
Lotus Notes. See , “Distributing Client Files.”

4. Follow these steps to edit the MLKSched.ini file:

a. Reserver is installed by default in the ‘Program Files’ directory.
b. In the [Path] section, set the path to:

MLKGWOLKPath=\\servername\program files

Installation 1-5

where servername is the name of the server where Reserver for Lotus Notes

resides.

Tip: Make sure that you edit the all the necessary values in this file. For

detailed information on configuring the MLKSched.ini file, see “Configuring
the MLKSched.ini file” in Chapter 2, “Configuring the Components” on
page 2-3.

3. Start the Domino mail server.
For more information about commands, se e Table 1-1, “Domino mail server

commands,” on page 1-5.

4. See the next section “Converting the NTF files” to run the load convert -l command.

Converting the NTF files

As a Lotus Notes administrator , you can select specific names or department s to gradually
update your company’s mail database with the Reserver for Lotus Notes template. Use
the load convert command to substitute th e standard Lotus Notes NTF file on the Domino
server with the Reserver for Lotus Notes NTF (ConfRsrvMail50.ntf or Co nfRsrvMail6 0.nt f).

Note: ConfRsrvMail50.ntf applies to the Lotus Notes 5.0 release. ConfRsrvMail60.ntf

applies to Lotus Note 6.0.1, 6.1.65.

Follow these steps:

1. To save time, upgrade one section of the company mail list at a time or create a text
file of the mail files you want to convert.

Tip: Be prepared to wait several minute s or more depend ing on the database size.

2. If you want to create a text file, enter this command in the server command window:

load convert -F c:\temp\maillist.txt

When you run this command, you create a text file, maillist.txt, located in the server’s
C:\temp folder. The text file might look similar to the following:

mail\bbrooks
mail\jsmith
mail\wfish

Note: The entries do not require file extensions.

3. Open the maillist.txt using any text editor.

4. Press

ENTER at the end of the maillist.txt file if you are adding a new name or ID.

1-6 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Note: You must press ENTER (carriage return) at the end of the maillist.txt file before

you run the load convert -f command to update the individual’s standard mail
template to the new template.

To convert the templates remotely, use the Lotus Domino Administrator client
software. For more information on using the conversion utility, see “Upgrading Users’
mail files” in the Lotus Domino Administrator’s help file.

5. See the next section, “Converting the standard client NTF files” to run the load convert

-f command.

Converting the standard client NTF files

To update client-based mail files (NTF) from a text file with the Reserver for Lotus Notes
NTF, enter the following command in the server command window:

load convert -f c:\temp\maillist.txt std* ConfRsrvMail50.ntf/
ConfRsrvMail60.ntf

where

– “f” specifies the mail files that are converted.
– “std” filters the list so that only files with template names beginning with std are

updated.

Tip: If you use the “f” parameter, Spectel recommends that you stop the Domino

mail server from delivering mail while the conversion is taking place. When
the conversion ends, you can restart the server. To find out how to start or
stop the Domino server, see Table 1-1, “Domino mail server commands,” on
page 1-5.

Step 3: Configuring the MLKSched.ini file

See page 2-3 in Chapter 2, “Configuring the Components.

Step 4: Installing the client software (centralized method)

The client installation consists of registering the necessary custom control (OCX) files on
each client machine to set up the Reserver for Lotus Notes environment.

Note: You must have administrator privileges to complete this task.
Follow these steps:

1. Log on to a client machine.

2. Use Windows Explorer to locate the Progr a m File s dir ec tor y.

Installation 1-7

3. Open the directory and double-click on ClientSetup.exe.

4. Click OK when the “Successful registration of the OCX” message box appears.

5. When prompted to restart, click OK.

6. Close all programs and restart the machine for the changes to take effect.

Note: For information on installing the client software using the distributed method—

distributing client files by E-mail to recipients who can install the files
themselves—see “Distributing Client Files” on page A-1.”

Viewing the Reserver Program Files directory

The following table lists the files installed in the Reserver for Lotus Notes installation
directory.

Table 1-2: The Reserver Program files directory

File Icon Description

_deisreg.isr ISR File

_isreg32.dll Application Extension

ClientSetup.exe Application

ConfRsrvAdm.nsf NSF File

ConfRsrvMail50.ntf NTF File

ConfRsrvLocales.nsf NSF File

DelsL1.isu ISU file

Gwoh.chm Online Help System

IsStub32.exe Application

1-8 Reserver for Lotus Notes 1.2 Installation and Administration Guide

File Icon Description (Continued)

IsUn32Ex.exe Application

MLKSched.ini Configuration Settings

MLKScheduleCtl.ocx OCX File

SptlMlkWebCtl.ocx OCX File

Uninstall_Client.exe Application

ConfRsrvMail60.ntf Application

Uninstalling

Uninstalling Reserver for Lotus Notes is a three-part process that you should carry out in
the following order:

1. Uninstalling the client software

2. Uninstalling the server software

3. Restoring the standard Lotus Notes NTF files

Note: You must have administrator privileges to complete this task.

Uninstalling the client software

To uninstall Reserver for Lotus Notes from a client machine, you unregister the OCX.
To unregister the Reserver for Lotus Notes OCX:

1. Use Windows Explorer to locate the Progr a m File s dir ec tor y.

2. Open the directory and double-click on Uninstall_Client.exe.

3. Click OK when the “Successful unregistration of the OCX” message box appears.

4. Reboot the client machine.

See the next section, “Uninstalling the server software.”

Installation 1-9

Uninstalling the server software

Use this procedure to uninstall Reserver for Lotus Notes from a server machine:

1. Log on with administrator privileges to the server where Reserver for Lotus Notes is
installed.

2. In the Lotus Domino server’s command window , enter

E or Q to shut down the Domino

server.

3. Choose Start - Settings - Control Panel and double-click on Add/Remove Programs.

4. Select the Reserver for Lotus Notes program and click Remove.

5. Click the Yes to all button when the Remove Shared Files window displays.

6. Click Yes and then Close in the Add/Remove Programs dialog box.

7. Use Windows Explorer to locate the following:
– Program Files directory. Make sure this directory does not exist. It was deleted

during the uninstall process.

– ConfRsrvMail50.ntf/ ConfRsrvMail60.ntf and ConfRsrvAdm.nsf files located in the

\Lotus\Domino\Data folder. Manually delete these files.

8. Reboot the server machine.

See the next section, “Restoring the standard Lotus Notes NTF files.”

Restoring the standard Lotus Notes NTF files

Follow these steps to restore the stand ard Lotus Notes NTF files:

1. In the Domino server’s command window, enter

TELL ROUTER QUIT to stop the Domino

mail router.
For commands, see Table 1-1:, “Domino mail server commands”, on page 1-5.

2. Enter the following command in the server command window:

load convert -f c:\temp\maillist.txt conf* mail50.ntf/ mail60.ntf

Note: If the client’s mail dat abase does not include a te mplate name in the database

properties, then use this command:

load convert -f c:\temp\maillist.txt * mail50.ntf/ mail60.ntf

3. In the server’s command window , enter LOAD ROUTER to restart the Domino mail router.

1-10 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Chapter 2

Configuring the Components

This chapter describes the following procedures necessary for configuring Reserver for
Lotus Notes:

• Overview of components

• Defining bridge parameters

• Configuring the MLKSched.ini file

Configuring the Components 2-1

Overview of components

Reserver for Lotus Notes uses customized forms built from a standard set of Lotus Notes
templates and forms. The Reserver for Lotus Notes Administrator first sets up the
Reserver for Lotus Notes environment and then installs or distributes the supporting files
on individual client machines.

The following table lists the steps necessary for configuring Reserver for Lotus Notes.

To Where to find information

1. Set up the
bridge(s)

2. Configure the
Domino server
files

3. Customize
Reserver for
Lotus Notes

4. Distribute Lotus
Notes files

See the next section, “Defining bridge parameters.”

For more information, see “Configuring Domino template and
database files” in Chapter 1, “Installation” on page 1-5.

See “Configuring the MLKSched.ini file” on page 2-3.

There are two methods of installing client files:

• Centralized—(Recommended) After installing the server
software on the Domino mail server, each individual
registers the OCXs by accessing the client setup
executable from a shared Program Files directory. For
instructions, see “Installing the client software (centralized
method)” on page 1-7 in Chapter 1, “Insta llation.”

• Distributed—After installing the server software on the
Domino mail server, the custom Lotus Notes files are E­mailed to recipients who can insta ll the files themselves.
For more information, see “Distributing Client Files” on
page -1.”

2-2 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Defining bridge parameters

Use the following procedure to define bridge parameters:

1. Enable the Scheduler on each availa b le br idg e.

2. Create a Scheduler Sign-in for Reserver for Lotus Notes on each CRS.
Make sure that you enter an identical SignInName and SignInPassword in the

MLKSched.ini file. See “Configuring the MLKSched.ini file” later in this chapter.

Tip: The SignInName and SignInPassword are case sensitive .

For more information on sign-ins, see the Spectel 700 3.3 Administration and
Maintenance Guide.

Configuring the MLKSched.ini file

Reserver for Lotus Notes can communicate:

• indirectly with Avaya ACS 500/1100 or Spectel 700/780 bridge via a CRS.

Reserver for Lotus Notes requires that you configure certain areas in the MLKSched.ini
file. The configuration will depend on your bridge configuration.

Follow these steps to edit the MLKSched.ini file in the Install directory:

1. Use any text editor to open the MLKSched.ini file.

2. Modify the definitions as described in Table 2-1.
Table 2-1: The MLKSched.ini file

Section Name Description

Path In the [PATH] section, replace the ServerName with the name of

the machine where Reserver for Lotus Notes resides.

Configuring the Components 2-3

Section Name Description (Continued)

Signin account In the [SIGNINACCOUNT] section, enter a SingInName and

Password which are to be used to log on to the Client Registration
System (CRS) for each bridge listed under the BRIDGENAMES
section. The SignInName is case sensitive and must be spelled
exactly the same as the name on the CRS. For example:

SignInName = mlkgwolk
Password = mlkgwolk

Note: Use the Client Registration Server front end System

Administrator screen to create user login on the CRS
which matches the signin account created for Reserver for
Lotus Notes. You must have operator privileges to perform
this function.

Bridge names In the [BRIDGENAMES] section, assign each bridge that Reserver

for Lotus Notes will connect to using the following parameters:
<name>=<IPAddress>,<Active(1/0)>,<Port Num>,<TZ

Name>,<Type>,<System 1>,<System 2>)
name : String containing the bridge name, maximum of 8

characters.
TZ Name : String for the bridge timezone. See the appendix

guide for a list of supported values.
Port Num : Can be any number, the default is 20001.
Type : Must be set to S70/700.
System 1 : System setting, must be set to 1
System 2 : System setting, must be set to 0
Bridge1=127.0.0.1,1,20001,Eastern Standard Time,S70/700,1,0

Note: Spectel recommends that you use port number 20001 to

remain consistent with Internet addressin g standards.V alid
port numbers range from 1024 to 65535 . The port n umber
that you use must be specified in the bridge etc/services
file.

2-4 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Section Name Description (Continued)

Bridge Phone
Numbers

Create a separate section for each bridge, in order to set up ph one
numbers. The section name must be the bridge name, for
example:

Bridge Name= Bridge 1
Section Name= Bridge 1.
The format of the lines in the phone number section is <label>,

<phone number>. Once all the labels and phone number
combinations have been set up for a specific bridge the section
must be ended by “[end]”.

Custom fields In the [CUSTOMFIELDS] section, you can configure one required

field, "Custom2". The Custom2 field specifies how the booking will
be referenced in the CRS, there are 3 methods:

Contact Name (this is referred to as client name in the CRS).
Account Number (the client's account number in the CRS).
Email Address (the client's email address in the CRS).
Custom2=<Optional/Required/Not Used 1/2/3)>,<Label>,<Type A/

N>,<size>
Optional 1: Will be displayed on the screen, field can be left blank
Required 2: Will be displayed on the screen, field can not be left

blank
Not Used 3: Will not be displayed on the screen
Label : Field will be displayed using this label
Type A: AlphaNumeric Field
Type N: Numeric Field, We may check for the validity
Size : Number of characters this custom field can contain, if

not used set this to 3
Use one of the following entries to choose your method of

referencing the booking within the CRS:
custom2=2,Account Number,N,20
custom2=2,Contact Name,A,20
custom2=2,Email Address,A,50

Note: The Custom1 and Custom3 fields are reserved for system

use.

Configuring the Components 2-5

Section Name Description (Continued)

URL Note: This section does not apply to Reserver for Lotus Notes.
ConfDays Define the number of days that can be scheduled from the start

date to the end date. The default is 0. For example: ConfDays=20
Note: The maximum range is 365 days. For example:

ConfDays = 0, to schedule all one-time confer­ences

ConfDays = 1:365, to schedule both one-time and
series conferences up to one year.

ConfThreshold This setting will send a warning to the user if they are trying to

complete scheduling and changing of a series that is greater than
the ConfDays parameter.

0= no warning is displayed.
1-365= a warning is displayed to the user if they attempt to

schedule/ change a series of bookings that are equal to, or g reater
than, this setting.

Note: Do not set this setting higher than the ConfDays setting.

MaxConfLines Enter a maximum number of lines allowed per conference.

example: MaxConfLines=0

No limit = 0
If you want to impose a limit replace zero with

any number.

E-mail
notification

The user can enter a limited number of lines in the E-mail
notification text. Each line is limited to 255 characters (this is a
windows limitation on the buffer size. The EmailText section must
be prefixed by {EMAILTEXTSTART] and ended by
[EMAILTEXTEN D] Fo r ex am p le:

EmailText = [EMAILTEXTSTART] “You have been
invited to attend a conference call. Please
accept or reject. Details are listed
below.”[EMAILTEXTEND]

For

2-6 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Section Name Description (Continued)

Security codes If security code auto-generation is enabled on all the bridges, set

this field to 1 (On) otherwise, set to 0 (Off). The default is 0. For
example:

AutoGenerateSC = 0

Data
conference

In this Release of Reserver for Lotus notes, the value given for
SpectelURL is used to integrate with DataXchange. The following
tokens can be included in the URL and are substituted with the
relevant data:

[ConfRef] Data Conference Reference Number specified in On
Demand preferences.

[ConfPIN] Data Conference PIN specified in On Demand
Preferences.

[Name] Notes user name.
For example:
SpectelURL:”http://dataconf.spectel.com/servlet/

DCL.MeetingServer.Admin.DCMSAdminTemplate=spauthandjoin
&Audio=ON&Language=en&BrandPrefix=SPECTEL&ConfRef=[C
onfRef]&Pin=[ConfPIN]&Name=[Name]”

Configuring the Components 2-7

Section Name Description (Continued)

Advanced 700
options

The [ADVANCED700OPTIONS] section allows administrators to
display or hide advanced options on the Conference Call tab. It is
also possible for the administrator to set a default value for an
advanced option. For example:

0 = off - do not display
1 = on - display (default)

Advanced fields available based on your bridge configuration.
S70/700/780-specific fields

ConfirmBeforeSend = Confirm Email Text,1,1,*,
DataConference = Data Conference,1,2,*1,
AutoExtendPorts = Additional Participants,1,3,*1,
AutoExtendDuration = Auto Extend Confer­ence,1,4,*1,
BillingCodePrompt = Billing Code Prompt,1,5,*1,
NotifyEntry = Notify Entry,1,6,*System,
NotifyExit = Notify Exit,1,7,*System,
GlobalConference = Global Conference,1,8,*1,
SecurityCodeDuration = Security Code Dura­tion,1,9,*100,
SaveOptions = Save Options as Default,1,10,*1,
NameRecPlayback = Name Record/Play­back,1,11,*Individual,
PinMode = Pin Mode,1,12,*Conference,
PinList= Pin List,1,13,*123456,
Music = Music,1,14,*M2,
Security = Security,1,15,*1,
Hangup = Hangup,1,16,*1,
ModBlockedDialout = Moderator Blocked Dia­lout,1,17,*1,
PromptSet = Prompt Set,1,18,*Prompt2,

2-8 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Section Name Description (Continued)

700 Prompt
Set

This section holds the names of the 20 prompt sets for the 700
bridge.
Entries take the following format:
FieldName=<Identifier (integer value)>,<Prompt Set Name>,
Prompt sets not in use should have have a prompt set name
preceded by an Asterix,
e.g. PromptSet02 = 2,*Set2,

Prompt set 00 is always "0,English," and should
not be changed.

Do not edit PromptSet00 = 0,English,
PromptSet01 = 1,Set1,
PromptSet02 = 2,*Set2,
PromptSet03 = 3,*Set3,
PromptSet04 = 4,*Set4,
PromptSet05 = 5,*Set5,
PromptSet06 = 6,*Set6,
PromptSet07 = 7,Set7,
PromptSet08 = 8,*Set8,
PromptSet09 = 9,*Set9,
PromptSet10 = 10,*Set10,
PromptSet11 = 11,*Set11,
PromptSet12 = 12,*Set12,
PromptSet13 = 13,*Set13,
PromptSet14 = 14,*Set14,
PromptSet15 = 15,*Set15,
PromptSet16 = 16,*Set16,
PromptSet17 = 17,*Set17,
PromptSet18 = 18,*Set18,
PromptSet19 = 19,*Set19,
PromptSet20 = 20,*Set20,

Configuring the Components 2-9

Section Name Description (Continued)

OLE
Environment

The [OLENVIRONMENT] section does not apply to Reserver for

Lotus Notes.
Scheduler This section does not apply to Reserver for Lotus Notes 1.2.
Tooltips This section does not apply to Reserver for Lotus Notes 1.2.
Standard

This section does not apply to Reserver for Lotus Notes.
Options

LOGGING System Parameter.
OLKADDIN System Parameter.

3. Save and close the file.

2-10 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Chapter 3

Creating and Modifying a Conference Call

This chapter includes instructions for using Reserver for Lotus Notes. Topics include:

• Setting up and scheduling a Conference Call

• Selecting the basic requirements

• Selecting a repeating conference

• Creating a Conference Call

• Using Calendar options

• Modifying Conference Calls

• Modifying Conference Calls

• Modifying a series of Conference Calls

• Modifying a Conference Call in Progress

• Deleting a scheduled Conference Call

• Deleting series Conference Calls

• Configuring an On Demand conference account.

Creating and Modifying a Conference Call 3-1

Setting up and scheduling a Conference Call

Reserver for Lotus Notes enables you to set up meetings and schedule Conference Calls
within your Lotus Notes E-mail and Calendar applications. You can schedule a
Conference Call using the following tabs:

Click this tab Where to find information

Basics See the next section, “Selecting the basic

requirements” on page 3-2.

Meeting Invitations &
Reservations

Conference Call See “Creating a Conference Call” on page 3-7.
Options See “Using Calendar options” on page 3-13.

See “Selecting a repeating conference” on page 3-

4.

(Optional)

Selecting the basic requirements

Follow these steps to include the basic requirements for a Conference Call meeting:

1. Click on the Calendar icon .

2. In Calendar, click on the Schedule a Meeting action button, or double click on the
desired time..

3. Enter text for the subject of the meeting.

3-2 Reserver for Lotus Notes 1.2 Installation and Administration Guide

4. Click on to select the start and end dates for the meeting from the date box.

5. Click on to select the start and end times for the meeting from the time box.

6. Select the Conference Call option.

When selected, Conference Call appears in th e Location box and the Conferen ce Call
tab is populated.

7. Select Repeats, if you want to schedule a recurring conference.
For more information, see “Modifying Conference Calls” page 3-13.

Adding date entries

You can use the date box to specify a date (or enter the date manually in the date field).
Follow these steps to select a date using the date box:

1. Click the date box to the right of the date field .

2. Click one the arrows in the top right-hand corner of the date selection box to move
backward or forward one month at a time.

3. Click on a date.

Adding time entries

Y o u can use the time box to specify the meeting duratio n (or enter the time manually in the
time field).

Use this procedure to select a time using the time box:

1. Click the time box to the right of the time field .

2. Click the arrow in the top or bottom right-hand corner of the time selection box to
move backward or forward one ho u r.

3. Drag the clock to the time you want or click the time you want.

4. Click the check mark in the bottom left-hand corner of the box.

Creating and Modifying a Conference Call 3-3

Selecting a repeating conference

When you choose Repeats, the Settings button app ears and Lotus Notes displays the
Repeat Options dialog box.

To view the Repeat Options dialog box, click Settings.
Please note the following caveats:

Option Application

Multiple yearlong
repeating conferences

The audioconferencing bridges do not support multiple
yearlong conferences. For example, you cannot schedule
a repeating conference that spans three ye ars, every
other year, and so on.

24-hour conferences Lotus Notes does not support scheduling that extends

beyond twelve o’clock AM (Midnight).

For more information on repeat options, see your Lotus Notes online help.

3-4 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Sending an invitation

Follow these steps to create an invitation:

1. From the Calendar, click Scheduling a Meeting.
The Meeting window is displayed

2. Choose one of these methods to add the names you want to include in the E-mail
from the Invitees section:

– Enter names manually in the Invite box.
– Click next to the Invite box, select names from an address book in the Look In

list, and click OK.

3. Click , in the ‘Where’ area, to view the Rooms dialog box.

4. Select a meeting room and click OK.

Creating and Modifying a Conference Call 3-5

For more information on setting up invitations and reservations, see your Lotus Notes
help.

3-6 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Creating a Conference Call

Follow these steps to set up your Conference Call:

1. From the Calendar, select Schedule a Meeting.

2. Select Conference Call from the ‘Where’ area.

3. Select Conference.
The conference details are displayed.

Tip: The participant numbe r is based on the numbe r of invitees plus the scheduler.

(You must have a minimum of 2 participants to schedule a conference.)

Note: If you must update the participant count after you sent the reservation, do not

click Refresh. Instead, modify the participant count fro m the Conf er en ce Call
section and send out a new E-mail to the additional invitees.

4. For Bridge Selection, enter a bridge name or select a bridge fr om the Bridge Selection
drop down menu.

5. Enter a participant code (up to 16 characters).

Tip: The “Optional” text appears next to the participant code box if the automatic

security codes option is enabled on the bridge.

Note: If you leave the Moderator or Participant passcode fields blank and the

connecting bridge has automatic generation of security codes selected, the
bridge generates the codes and populates these fields after you click Send.

6. Select from the following optional features:

Option To

Include moderator-specific features (Music,
Hangup, and Security).

For more information on these advanced
features, see Table 3-1 on page 3-9.

Add a moderator passcod e (up to 16 characters).

Tip: The “Optional” text appears next to the

moderator code box if the automatic
security codes option is enabled on the
bridge.

Creating and Modifying a Conference Call 3-7

Option To(Continued)

Launch online help.

Advanced Features

Select advanced features (Security, Hangup,
PIN Mode, Notify Entry, Notify Exit, Music, and
so on). See “Adding advanced features” on page
3-9.

7. If you want to include bridge-specific options, such as entry and exit tones, music, or
security, see the next section, “Adding advanced features.” If not, go to Step 8.

8. Click to schedule the Conference Call and send the invitation.

Note: Once the conference is scheduled, you can not modify the Participant Code,

Moderator Pass Code, or Bridge Selection fields.

3-8 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Adding advanced features

The Advanced tab lets you schedule one or more conferences with bridge-specific
options, such as entry and exit tones, music, security, and so on.

Follow these steps to add advanced Conference Call features:

1. Click the arrow next to Advanced Features to expand the dialog box.

2. Choose one or more of the features listed in Table 3-1.

Table 3-1: Advanced Features.

Advanced Features

Data Select to reserve a data conference. For more informatio n on

data conferences see the Data XChange user guide.
Note: Data XChange is not a standard feature. Contact your

account manager for more information.

Security If you selected Use Moderator, click Security to prevent

outsiders from listening to or joining the conference. Co nference
moderators hear a tone or voice message to indicate that the
conference is secured or unsecured.

Hangup If you selected Use Moderator, choose one of the following

options:

• Off (Default)

• On To disconnect all lines when the moderator
hangs up. If the conference has more than one
moderator, this option disconnects all lines
when the last moderator hangs up.

Auto Extend
Ports

Select this tick box to enable the auto extend ports functionality.
Auto extend ports makes more conference reso urce s available ,
if more participants join the conference than initially reserved.

Creating and Modifying a Conference Call 3-9

Advanced Features(Continued)

Auto Extend
Duration

Billing Code
Prompt

Moderator
blocked dial out

Global
Conference

Select this tick box to enable the auto extend duration
functionality. Auto extend duration, if necessary, automatically
extends the conference past the reserved time.

Select the tick box to enable the billing code prompt
functionality. Tracks billing codes for unattended and on­demand conferences. The system prompts the moderator to
enter a billing code upon entering the conference.

Select the tick box to enable the moderator blocked dial out
functionality . Th is enables the user to disable the Moderator dial
out feature at company, client, and conference level. The setting
at conference level overrides the company and client settings.
Similarly, the client setting overrides the company setting.

Select the tick box to book a global conference. Global
conferences are demand or scheduled, unattended
conferences that exist on multiple systems. End users book
global conferences locally on a CRS, which ass ign s a Glo ba l
Conference ID. If several active conferences share the same
Global Conference ID, MultiSite links them together using
specific moderator VLL lines called AutoVLLs, which do not
transmit DTMF signals.

Note: MultiSite is not a standard feature. Contact your

account manager for more information.

PIN Mode Select one of the following options:

• Off (Default)

•System

• Conference

If you use a PIN mode, participants must enter a PIN code (in
addition to the security code) to join the conference. Maximum
PIN code length is 16 characters. You can use PIN codes only
on systems that have the PIN code option installed.

3-10 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Advanced Features(Continued)

Notify Entry and
Notify Exit

Select one or more of the following options:

• Notify Entry to include entry tones or voice messages

• Notify Exit to include exit tones or voice messages

If supported by the connecting bridge, you can choose one of
the following Notify Entry and Notify Exit options:

• Off Omits tones or voice messages.

• System Uses the pre-configured default setting.

• Tone Sounds a tone.

• Message Plays a voice message.

• Tone & Message Sounds a tone and plays a message.

Music If you selected Use Moderator, select Music to play music until a

moderator joins the conference.
If supported and available on the connecting bridge, you can

choose one of the following music channels:

• M1 Invitees hear analog or digital music

selections.

• M2-M4 Invitees hear only digital music

selections.

Note: If you select a music source that is not available,

Reserver for Lotus Notes replaces your selection with
M1.

Name Record/
Playback

Choose one of the following Name Record/Playback options.

• Off: To disable Name Record/Playback. (Default)

• Individual: To record participants’ names and let any caller

or moderator listen to a roster of participants.

• Conference: To include all Individual options plus allow a

moderator to play the roster to the entire conference.

Prompt Set Select, from the drop down list, the language that the prompts

are broadcast into the conference.

Creating and Modifying a Conference Call 3-11

Advanced Features(Continued)

Security Code
Duration

Enter a Security Code Duration time to prevent late attendees
from joining an in-progress Conference Call. After this time
period expires, no one can join the conference.

Enter the length of time, in minutes, after the start time that the
invitee and moderator codes remain valid.

Tip: Code duration has a default value of 0, which means

that the code is valid throughout the entire duration of
the conference. You can set code duration to any value,
in minutes, between 0 and 1440 (1440 = 24 hours) but
less than the length of the conference.

Save Options As

Save the selected options as the default settings.

Default

3. If you want to include Lotus Notes Calendar options before sending the invitation, see
the next section, “Using Calendar options.” If not, go to St ep 4.

4. Click to schedule the Conference Call and send the invitation.

3-12 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Using Calendar options

Follow these steps to include Calendar or To Do options:

1. From the Calendar Entry window, click on the Options tab.

2. Select one or more of the following Calendar options.

For more information on Calendar and To Do options, see your Lotus Notes online help.

Modifying Conference Calls

Reserver for Lotus Notes enables you to modify meetings or Confer ence Calls within your
Lotus Notes E-mail and Calendar applications. You can modify or delete a Conference
Call using the following tabs:

Click this Section To

Meeting Invitations &
Reservations

Conference Call Modify the number of participants, Custom1,

Options See “Using Calendar options” on page 3-13.

Enter new invitations or reservations. See
“Selecting a repeating conference” on page 3-4.

Custom2, and Custom3 fields, and the Advanced
Features supported by the bridge. See “Creating a
Conference Call” on page 3-7.

(Optional)

Modifying a one-time Conference Call

Use this procedure to modify a one-time Conference Call:

1. In Calendar, double-click to open the conference you want to modify.

2. Modify the desired fields.

3. Click Save & Send. The information is updated in the Calendar and on the bridge

Modifying a series of Conference Calls

Use this procedure to modify a single conference in a series or the entire series:

Creating and Modifying a Conference Call 3-13

1. In Calendar, double-click to open the conference you want to modify.

2. Modify the desired fields.

3. Click Save & Send Invitations. The Reschedule All Conferences dialog displays.

4. Click Yes to reschedule all conference dates. Click No to reschedule the current
conference date. Click ‘Cancel’ to cancel the modification. After you make your
selection, the Change Repeating Entry dialog displays.

5. Choose one of the options described in Table 3-2, and click OK.

Table 3-2: Change Repeating dialog box - modify options

Option To

Just this instance Modify a single conference in the series.
All instances Modify the series.
This instance and all

previous instances
This instance and all

future instances

Modify the current Conference Call and all previous
Conference Calls in the series.

Modify the current Conference Call and all future
Conference Calls in the series.

Note: Match the selection in the Change Repeating Entry dialog to the selection in the

Reschedule All Conferences dialog (step 4). Corr es po nd in g en tr ies in th es e
dialog boxes ensures that the scheduling changes on the bridge match the Lotus
Notes calender entries.

3-14 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Modifying a conference in progress

If you are a conference organizer, you can extend only the end time and maximum lines
options while a conference call is in progress. Use this procedure to modify a conference
in a progress:

1. In Calendar, double-click to open the conference in progress you want to modify.

2. Select the Conference Call section. Notice that the section displays only the fields
which Reserver for Lotus Notes allows you to modify.

3. Modify one or more the following:

Option Description

New Number of Participants Enter a value for the tot al number of conference

participants. Once the conference begins, you can
not set the Number of Participants to a number
lower than the current participant count.

New End Time S pecify an amount of time, in minutes to extend the

"in progress" conference end time. The New End
Time must be at least one minute in the future.

New Security Code Duration Enter the amount of time, in minutes, that the

system will accept a security code for participants
entering the conference. The time begins at the
conference start time, not the modification time.

4. Click . Submitted changes affect only the currently running
conference.

Note: To modify the original reservation, see “Modifying Conference Calls” on page 3-

13.

Deleting a scheduled Conference Call

Follow these steps to delete a one-time Conference Call:

1. In Calendar, right-click on the conference you want to delete.

Creating and Modifying a Conference Call 3-15

2. Select Clear to remove the conference. The Delete Conference Call dialog box
displays.

3. Click Yes in the Delete Conference Call dialog box.

4. Click Yes in the Delete from Calendar dialog box.

The Conference Call is deleted from the Calendar and the bridge.
Note: You can alternately use this method to delete conference calls along with the

associated calendar entries:

1. Select Owner Actions—Cancel. The Cancel Options dialog displays.

3-16 Reserver for Lotus Notes 1.2 Installation and Administration Guide

2. In the Cancel options dialog box, select one of the following options, and click OK.

Option To

Delete calendar entry and all

Remove all conference-related information.

responses
Include additional comments on

notice

Add an explanation why the conference is
cancelled.

The Conference Call is deleted from the Calendar and the bridge.

Deleting series Conference Calls

To delete a single conference in a series or the entire series:

1. In Calendar, right-click on a single instance of the series conference you want to
delete.

2. Select Clear to remove the conference. The Delete All Conferences dialog displays.

3. Choose Yes to delete the entire series (or No to delete a single conference in the
series). The Delete from calendar dialog displays.

Creating and Modifying a Conference Call 3-17

4. Click Yes in the Delete from Calendar dialog box. The Change Repeating Entry dialog
displays.

5. Choose one of the options described in Table and click OK.

3-18 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Change Repeating Entry dialog box series conference - delete options

Option To

Just this instance Delete a single conference in the series.
All instances Delete the series.
This instance and all

previous instances
This instance and all

future instances

Delete the current Conference Call and all previous
Conference Calls in the series.

Delete the current Conference Call and all future
Conference Calls in the series.

The Cancel options dialog displays.

Option To

Delete calendar entry and all
responses

Include additional comments on
notice

6. In the Cancel options dialog box, select one of the options, and click OK
The single conference or series is deleted from the Calendar and the brid ge.

Creating and Modifying a Conference Call 3-19

Remove all conference-related information.

Add an explanation why the conference is
deleted.

Using an On Demand Conference Account

On Demand conferences provide users with the ability to create reservation-less
conferences. A meeting request is automatically populated when the specifications are
set. This functionality is available through the standard Lotus Notes interface.

Setting On Demand Conference Details

Setting On Demand conference details enables the user to set the welcome messa ge,
conference access telephone number, conference access security codes, greeting text,
personal signature, and any DTMF commands.

DTMF commands are used during the conference for a variety of functions. For example,
request operator assistance, mute own line etc.

Configuring conference access details

1. Select the Calendar option in Lotus Notes.
The Calendar screen is displayed.

2. Select OnDemand from the Tools menu.
The OnDemand preferences dialog is displayed.

3. Enter the moderator’s audio conference access security code in the Moderator
Security Code field.

Moderators are prompted for this number when they dial into the bridge.

4. Enter the participant’s audio conference access security code in the Conference
Security Code field.

3-20 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Participants are prompted for this number when they dial into the bridge.

5. Enter the data conference reference number in the Conference Ref field.

6. Enter the data conference access security code in the Conference Code field.

7. Enter the conference dial-in number in the Dial In Information field.

8. If necessary complete the steps in “Configuring the invitation details” on page 3-21,
otherwise click OK.

The conference access details are configured.

Configuring the invitation details

Configuring the invitation details enables the user to enter text that appears in the
invitation e-mail. The invitation e-mail is sent to all participants and contains conference
access details. For more information, see “Configuring conference access details” on
page 3-20.

Note: It is not necessary to include all the invitation options.

1. Select the Calendar option in Lotus Notes.
The Calendar screen is displayed.

2. Select OnDemand from the Tools menu.
The OnDemand preferences dialog is displayed.

3. Click Invitations.
The Invitations section is displayed.

4. Select the Use Greeting Text tick box.

5. Enter the greeting text as necessary.

6. Select the Include Personal Signature tick box.

7. Enter your personal signature.

8. Select the Include DTMF Command text tick box.

9. Enter the relevant DTMF commands.

10. Click OK.
The invitation details are included.

Creating an On Demand Conference

Note: It is necessary to complete the steps in “Configuring conference access details”

on page 3-20 before attempting to create an On Demand conference.

1. Select the Calendar option in Lotus Note.
The Calendar screen is displayed.

Creating and Modifying a Conference Call 3-21

2. Double click the date that you want to create the On Demand conference.
The Meeting- Basics screen is displayed.

3. Select the Conference Call tick box.

4. Select the Use an On Demand Conference Account tick box.

5. Complete the steps in “Selecting a repeating conference” on page 3-4 if necessary.

6. Click Save and Send invitations.
The invitations are sent and the conference details are displaye d in th e de scr ipt ion

section.

Data Conference Support

Data Conference support works as follows:

1. User clicks on “conference call” and does NOT click on “data” in advanced features.
This schedules a standard conference call via the CRS.

2. User clicks on “conference call” and “data” in advanced features. This schedules a
standard conference call via the CRS and inclued da ta confer en ce inform a tio n in the
meeting invitation (taken from the user’s on demand preferences).

3. User clicks on “conference call” and “on demand” and does NOT click on “data” in
advanced features. This does no scheduling on the CRS. It sends the meeting
invitation containin g audio conference information (taken from the user’s on demand
preferences).

4. User clicks on “conference call”, “on demand” and “data” in advanced featu res. This
does no scheduling on the CRS. It sends the meeting invitation containing audio and
data conference information (taken from the user’s on demand preferences).

3-22 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Appendix A

Distributing Client Files

This appendix includes the following topics:

•Overview

• Using the Client Distribution Manager

• Editing the Administration Execution Control List (ECL)

• Distributing mail messages

• Installing the client files

• Uninstalling the client files

A-1

Overview

Spec tel provides a custom distribution form called Client Distribution Manager, which
assists you in distributing Reserver for Lotus Notes client files by E-mail. Specifically, you
can complete the following tasks:

• Update the installation directory to Program Files

• Update the MLKSched.ini on client machines

• Edit the Administration Execution Control List (ECL)

• Select names for E-mail distribution

• Include an instructional message (Optional)

• Register the Reserver for Lotus Notes client custom control (OCX) files

E-mail recipients read the instructions and detach the required files to their local
machines.

The following graphic shows an overview of the distribution process:

Domino Mail Server

Client Distribution Manager (ConfRsrvAdm.nsf)

Install directory

Message text

MLKSched.ini

client machine client machineclient machine client machine

Items for E-mail

distribution

A-2 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Using the Client Distribution Manager

In order to use the Client Distribution Manager , you must have administr ator access to the
Lotus Notes Domino mail server.

Tip: Before you begin this task, make sure that you have edited the MLKSchedule.ini

file as described in Chapter 2, “Configuring the Components.”

Use this procedure to set up the Reserver for Lotus Notes client files:

1. From Lotus Notes, choose File - Database - Open.

2. Under Server, select <your server name>.

Server name

ConfRsrvAdm.nsf

A-3

3. Under Database, select Reserver for Notes Client Distribution Manager
(ConfRsrvAdm.nsf) and click Open.

4. Follow these steps in the Reserver Configuration File window, as shown:
a. Click current directory to edit the MLKSched.ini or change the current

directory.

A-4 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Note: Before using Reserver for Lotus Notes, you must edit the MLKSched.ini

file to define the installation path and other important values.

b. Select one of the following scenarios:
– If you did not edit the MLKSched.ini file previously, follow Steps 1-2 on the

Reserver Configuration file window to detach, edit, and save the file. (To detach
the file, right-click on the MLKSched.ini icon and choose Detach. Place the file in a
temporary folder. Using any text editor, open, edit, and save the file.) Then go to
Step d to re-attach the file.

For detailed information on configuring MLKSche d.ini values, see “Configuring the
MLKSched.ini file” in Chapter 2, “Configuring the Components” on page 2-3.

– If you edited the MLKSched.ini file during the ins tallation process, click on the

MLKSched.ini icon and press

DELETE to delete the current MLKSched.ini file. Then

go to Step c.

c. Click Yes at the confirmation prompt to delete the MLKSched.ini file.
d. Click Attach Configuration File.
e. In the Create Attachments dialog box, select the MLKSched.ini file in the <install

directory>:\Program Files directory (or where you detached the file to), and click
Create.

This step attaches the revised MLKSched.ini file to your distribution E-mail.
f. Click on the current install directory and change it to the directory that the Client

Distribution Manager will use. For example, enter C:\Program Files.

g. Click Save.
h. Click Close. (The information on the Reserver Configuration file screen is not

updated).

i. Click Close.

A-5

j. Repeat steps 1, 2, and 3 to update the information presented on the Reserver

Configuration file screen.

k. Click current message to enter an optional message that will be sent along

with the distributed files.

Tip: For example, you can include instructions for detaching the MLKSched.ini

file and setting the required configuration options. If any user previously
installed Reserver for Lotus Notes, you can include a reminder to uninstall
the Reserver for Lotus Notes folder on their system prior to installing the
new files. See “Uninstalling the client files” on page -9.

l. Click Close to close the Reserver Configuration File window.

5. Click Close and then Yes at the prompt to save the changes in the Client Distribution
Manager.

Note: You must close and reopen the Client Distribution Manager to update the

information.

6. See the next section, “Editing the Administration Execution Control List (ECL).”

A-6 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Editing the Administration Execution Control List (ECL)

Follow these steps to edit the Administration Execution Control List (ECL) for the Domino
domain:

1. Open the Client Distribution Manager as described in Steps 1-3 on page A-3.

2. In the Client Distribution Manager Main window, choose File - Database - Open ­<your company> Address Book (names.nsf).

3. Click Open.

4. From the Actions menu, choose Edit Administration ECL.

5. Click Add in the Workstation Security: Execution Control List dialog box to create an
entry for “Reserver/Spectel Inc”.

Tip: Do not include periods as part of the name or company entry.

6. Select all options under the Allow column of the Workstation Security: Execution
Control List dialog box.

7. Click OK to save your changes.
For more information on editing the Administration ECL, see “Sending a memo to

users to update their ECLs” in the Lotus Notes Domino Administration help file.

8. See the next section, “Distributing mail messages.”

A-7

Distributing mail messages

Use this procedure to distribute a mail message:

1. In the Client Distribution Manager, click Create and Distribute Mail Message.

2. From the address book, select the names of the people you want to include.

3. Click Send to send the E-mail.

4. Click Close to close the Client Distribution Manager.
Each recipient receives a mail message similar to the following example:

5. See the next section, “Installing the client files.”

A-8 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Installing the client files

Use the following procedure to install the Reserver for Lotus Notes files on a client
machine:

1. Click Edit ECL Settings to update the ECL information.

2. Click OK in the ECL Settings Updated dialog box.

3. Click Install Reserver to register the OCXs.

4. Click OK in the Initialization of Environment dialog box.

5. Click OK in the Installation Complete and DLL Register Server dialog boxes.

6. Click OK in the Client Setup dialog box to restart the client machine.

Uninstalling the client files

Follow these steps to uninstall the client files and delete the Rsv_LN folder used by the
Client Distribution Manager: To uninstall Reserver for Lotus Notes from a client machine,
you unregister the OCX.

To unregister the Reserver for Lotus Notes OCX:

1. Use Windows Explorer to locate the C:\Program Files directory through Network
Neighborhood.

2. Open the directory and double-click on Uninstall_Client.exe.

3. Click OK when the “Successful unregistration of the OCX” message box appears.

A-9

Appendix B

Setting Time Zones

This appendix includes a list of time zone names.

Time zone names

The following is a list of time zones.

Tip: Make sure that you correctly spell a time zone name before scheduling. A bridge

does not recognize abbreviations or misspellings.

• Afghanistan Standard Time

• Alaskan Standard Time

• Arabian Standard Time

• Atlantic Standard Time

• AUS Central Standard Time

• Azores Standard Time

• Bangkok Standard Time

• Canada Central Standard Time

• Caucasus Standard Time

• Central Australia Standard Time

• Central Asia Standard Time

• Central Europe Standard Time

• Central European Standard Time

• Central Pacific Standard Time

• Central Standard Time

• China Standard Time

• Dateline Standard Time

• E. Africa Standard Time

• E. Australia Standard Time

B-1

• E. Europe Standard Time

• E. South America Standard Time

• Eastern Standard Time

• Egypt Standard Time

• Ekaterinburg Standard Time

• Fiji Standard Time

• FLE Standard Time

• GFT Standard Time

• GMT

• GMT Standard Time

• Hawaiian Standard Time

• India Standard Time

• Iran Standard Time

• Israel Standard Time

• Korea Standard Time

• Mexico Standard Time

• Mid-Atlantic Standard Time

• Mountain Standard Time

• New Zealand Standard Time

• Newfoundland Standard Time

• Pacific Standard Time

• Romance Standard Time

• Russian Standard Time

• SA Eastern Standard Time

• SA Pacific St andard Time

• SA Western S tandard Time

• Samoa Standard Time

• Saudi Arabia Standard Time

• Singapore Standard Time

• South Africa Standard Time

• Sri Lanka Standard Time

• Sydney Standard Time

• Taipei Standard Time

• Tasmania Standard Time

• Tokyo Standard Time

B-2 Reserver for Lotus Notes 1.2 Installation and Administration Guide

• US Eastern Standard Time

• US Mountain Standard Time

• Vladivostok Standard Time

• W. Australia Standard Time

• W. Europe Standard Time

• West Asia Standard Time

• West Pacific Standard Time

• Yakutsk Standard Time

B-3

Appendix C

Error Mapping

This appendix includes a list of Schedular API (SCHAPI) errors and the ReServer for
Lotus Note fields which they affect. Error Mapping for Lotus Notes Fields

When working in Reserver for Lotus Notes, you may receive this error message:

Failed to complete requested action due to error in message
[Schapi_field] is invalid.

where [Schapi_field] may be any of the entries in the table below.
Use the following table to interpret the error as it pertains to the Reserver for Lotus Notes

Conference Call tab.

C-1

Table 1: Error Mapping for Lotus Notes Fields

[Schapi_field]...

[Conference name]

[Conference ID]

[PIN list]

[Username]

[PIN mode]

[Start time]

[End time]

[Code duration]

[Moderator code]

[Conferee code]

[Telephone number]

corresponds to the conference tab field:

Meeting Subject
User Specified Custom1 label
Pin List
User Specified Custom2 label
Pin Mode
Start Time
End Time
Security Code Duration
Moderator Passcode
Participant Passcode
User Specified Custom3 label

[Confirmation number]

[Start month]

[Start day]

[Start year]

[End month]

[End day]

[End year]

[Max lines]

[Signin name]

[Name of Rec/Play mode]

Confirmation Number
Check Start Date
Check Start Date
Check Start Date
Check End Date
Check End Date
Check End Date
Number of Participants
Sign in Name (Refer .ini file)
Name Record/Playback

C-2 Reserver for Lotus Notes 1.2 Installation and Administration Guide

C-3

Index

A

Administration

Execution Control List (ECL), editing 7

Advanced features

Hangup 9
Music 11
Name Record/Playback 11
Notify Entry 11
Notify Exit 11
PIN mode 10
Save Options As Default 12
Security 9
Security Code Duration 12

Auto-generation

of security codes, setting up in

MLKSched.ini 7

Client

Distribution Manager, using 3
installation instructions 7
uninstalling, procedures for 10

ClientSetup.exe 8

in Rsv_LN 8

Code

duration of security 12
group, enabling 2
participant, entering 7

ConfDays

field 6

Conferences

24-hour, issues with 4
deleting, a conference series 17
deleting, one-time conference 15

B

Bridge

configuring custom fields 5
configuring names for 4
configuring scheduler code group 2

C

Centralized

installing client files from shared

directory 4, 2

Changing

company name 7
WebEx Data Conference URL 7

modifying, series conferences 13
repeating (recurring) 13
year or longer, issues with 4

Configuration

of bridge 2
of bridge names 4
of custom fields 5
of E-mail notification 6
of tooltips, changing definitions 10

ConfRsrvAdm.nsf

distribution manager file 3
in Rsv_LN 8

ConfRsrvMail50.ntf

IX-1

in Rsv_LN 8

notification field 6
Contact information vii
Conventions

documentation vi

Corporate headquarter s

contact information vii

Count

participant, refreshing or adding to 7

Custom

fields 5

D

Data Conference

modifying in MLKSched.ini 7

_deisreg.isr

in Rsv_LN 8

Deleting

a one-time conference 15
series conferences 17

DelsL1.isu

n Rsv_LN 8

Distributed

client files, using E-mail 3
installing client files 4, 2

Documentation

conventions vi

E

Enable

Scheduler code group 2

Error

Error Mapping 1

SCHAPI 1

G

Gwoh.chm

in Rsv_LN 8

H

Hangup

moderator option 9

I

IMM

configuring URL for invitees 6

Installation

bridge requirements 3

centralized client files 4, 2

client requirements 3

distributing client files for 4, 2

of client software 7

of server 4

requirements 3

server requirements 3

Introduction

ECL

Administration Execution Control List,

editing 7

E-mail

distributing client files 3

IX-2 Reserver for Lotus Notes 1.2 Installation and Administration Guide

Reserver for Lotus Notes 2

Invitation

message, configuring 6

Invitees

updating using Refresh button 7

is invalid 1

MLKScheduleCtl.ocx

_isreg32.dll

in Rsv_LN 8

IsStub32.exe

in Rsv_LN 8

IsUn32Ex.exe

in Rsv_LN 9

L

Lotus Notes

converting NTF files 6
converting standard NTF files 7
editing public address book 7
restoring NTF files 10

M

MaxConfLines

setting, in MLKSched.ini file 6

Midnight

conference spanning, issues with 4

MLKSched.ini

changing tooltip definitions 10
configuring bridge names 4
configuring custom fields 5

in Rsv_LN 9

Moderator

hangup option 9

music, description of 11

passcode, adding 7

security option, description of 9

Use Moderator, description of 7

Modify

Conference in progress 15

Modify a one-time Conference Call 13
Modify Conference

a Conference in progress 15

a series Conference Calls 13

one-time Conference Call 13

Reschedule All Conferences 14

Modifying

series conferences 13

Modifying Conference Calls 13

One-time Conference Call 13

Music

moderator option, description of 11

N

configuring E-mail message 6
configuring IMM URL for notification 6
configuring scheduled number of days

6

configuring sign-in accounts 4
in Rsv_LN 9
modifying dataconference fields 7
setting MaxConfLines 6
setting up 7

Name

configuring bridge names 4

Record/Playback, description of option

11

Names.nsf

editing public address book 7

Notification

configuring IMM URL 6

Notify Entry

IX-3

setting up for 11

Primary scheduler 10

Notify Exit

setting up for 11

NTF

converting Lotus Notes files 6
converting standard Lotus Notes files 7
restoring Lotus Notes files 10

O

OLE

OCX control definition 7

On Demand 20

conference access 20
creating a conference 21
invitation details 21
setting conference details 20

One-time

Public address book

names.nsf, editing 7

R

Recurring

conferences, selecting 13

Refresh

button, updating participant count 7

Repeats

setting up recurring conferences 13

Reserver for Lotus Notes

overview of 2

Rsv_LN

ClientSetup.exe, icon 8

ConfRsrvAdm.nsf, distribution file 3

ConfRsrvAdm.nsf, icon 8

conferences, limiting to in

MLKSched.ini 6

Optional

moderator passcode 7
participant passcode 7

Overview 2

P

Participant

count, refreshing or adding to 7
passcode, entering 7

Passcode

adding for moderator 7
adding for participant 7

PIN Mode

description of options 10

ConfRsrvMail50.ntf, icon 8

deisreg.isr, icon 8

DelsL1.isu, icon 8

Gwoh.chm, icon 8

isreg32.dll, icon 8

IsStub32.exe, icon 8

IsUn32Ex.exe icon 9

MLKSched.ini, icon 9

MLKScheduleCtl.ocx, icon 9

SptlMlkWebCtl.ocx, icon 9

Uninstall_Client.exe, icon 9

S

Save Options As Default

description of option 12

SCHAPI

IX-4 Reserver for Lotus Notes 1.2 Installation and Administration Guide

1

Scheduler User

configuring, in MLKSched.ini 4

changing definitions for 10

U

Scheduling

assigning bridge names, in

MLKSched.ini 4
configuring, primary scheduler 10
defining sign-in accounts, in

MLKSched.ini 4
defining, number of days 6
limiting, number lines per conference 6
setting up security codes 7

Security 7

code duration, description of 12
codes, setting up in MLKSched.ini 7
moderator option 9

Series

conferences, limiting to in

MLKSched.ini 6

Server

Uninstall_Client.exe

in Rsv_LN 9

Uninstalling

client files distributed by E-mail 9
client software 10

URL

configuring for data conferences 7
configuring for invitee notification 6

US headquarters

contact information vii

Use Moderator

option, description of 7

W

WebEx

changing URL for data conference 7

installation instructions 4

Sign-in

account 4
verifying in bridge configuration 2

SptlMlkWebCtl.ocx

in Rsv_LN 9

T

Technical support vii

contact information vii

Time zones

list of 1

Tooltips 10

Y

Yearlong

conferences, issues with 4

Z

Zones

time, list of 1

IX-5

IX-6 Reserver for Lotus Notes 1.2 Installation and Administration Guide