Synergy JOIN Installation Manual

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Synergy JOIN Installation and Configuration Guide

Synergy JOIN 4.0

January 2020

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Synergy JOIN Install ation and Configuration Guide

Contents

Introduc tion 4

About Synergy JOIN 4

How Synergy JOIN works 5

Feature overview 5

Overallprocess from installto end user 5

Limitations 6

How the Skype URIs are generated 6

How the call is routed 7

Requirements 9

DeviceSupport 11

Exchange Resource Account Requirements 12

Microsoft Graph API 14

Google Cloud Platform Configuration 17

Google Cloud Platform 17

Enabling API's and Services 19

Service Account 22

Enable Serviceaccounts to access Calendar Resources 25

Polycom EWS Emulator 29

Exchange In-Body Update Requirements 32

Installing & Upgradi ng to Synergy JOIN 4.0 35

Synergy JOIN 4.0 36

Synergy JO IN Qui ck Setup Guide 38

Matching Rules for Skype for Business& Teams Meetings 40

Matching Rules for Hangouts Meetings 41

Matching Rules for WebRTC Meetings 42

Synergy JOIN with Dynamic VMR's 43

Matching Rules for StaticVMR's 44

Configuring Synergy JOIN 46

Task 1: Launching the configuration tool and installing the service 46

Google Cloud Platform Configuration 47

Google Cloud Platform 47

Enabling API's and Services 49

Service Account 52

Enable Serviceaccounts to access Calendar Resources 55

Polycom EWS Emulator 59

Task 2: Launching the configuration tool and installing the service 62

Task 3: Configuring the General Settings 64

Task 4: Testing that emailis working 65

Task 5: VMR Pools 66

Task 6: Creating Matching Rules 71

Task 7: Adding Rooms 76

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Task 8: Adding Video Systems 77

Task 9: Configuring Conference Settings 79

Task 10: Configuring Services(optional) 82

Task 11: Adding a License 87

Task 12: Configuring Emailtemplates 88

Task 13: Configuring a proxy server (optional) 90

Exampl e meeting scenari os 91

Scenario 1: Bookinga Skype meeting with one or more video-enabled meeting-rooms 91

Scenario 2: Bookinga Personal VMR (Virtual Meeting Room) meeting with one or more video-enabled meetingrooms 91

Scenario 3: Bookinga One-time-VMR withone or more video-enabled meeting-rooms 91

Scenario 4: Forwarding an existing invitation to a video-enabled meeting-room 92

Manually upgrading JO IN 93

Synergy JO IN Troubles hooti ng 94

Common troubleshooting scenarios 95

Exchange permissions 97

Using the logs 98

Licenses 99

Database 100

Exampl e meeting scenari os 101

Scenario 1: Bookinga Skype meeting with one or more video-enabled meeting-rooms 101

Scenario 2: Bookinga Personal VMR (Virtual Meeting Room) meeting with one or more video-enabled meetingrooms 101

Scenario 3: Bookinga One-time-VMR withone or more video-enabled meeting-rooms 101

Scenario 4: Forwarding an existing invitation to a video-enabled meeting-room 102

Example meeting scenarios 103

Task 14: Configuring Emailtemplates 105

Synergy JOIN emailTemplates 106

Manuallyupgrading JOIN 108

Appendix 1: Using Synergy JOIN for Skype IVR with Pexip 109

Example: 110

Appendix 2: Pexip PolicyScript for use with Synergy JOIN Skype IVR 114

Appendix 3: Pexip Virtual Reception for use with Synergy JOIN Skype IVR 115

Appendix 4: Using Synergy JOIN with AMX/Crestron for Cisco and Polycom endpoints 117

Appendix 5: How to create a StarLeaf Cloud authorization token 118

Appendix 6: Configuring Cisco Meeting Server profiles with Synergy JOIN 120

Appendix 7: Deleting unwanted future meetings 121

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Introduction

About Synergy JOIN

New technologies have made it possible for enterprise collaboration solutions to work seamlessly together. Today Skype for Business users and video conferencingusers participate in joint meetings as standard, with high-quality video, audio and content sharing. There are still some challenges, however, when it comes to the user experience.

Joining a meeting usingSkype is easy,but the video conference user has to dial the meeting address from a video touch pad or a remote control. It may not even be possible to dialthe address from an endpoint if the meeting ishosted in Office365 (Skype Online). Automating the connection process is therefore of great value to organizations.

Synergy JOIN (JOIN) solvesthis by automatically connecting video-enabled meeting-rooms to Skype meetings using Cisco One Button To Push (Cisco OBTP) or Polycom Click To Join (Polycom CTJ). The end-user simplyschedules a new Skype meeting in Microsoft Outlook and adds the required video-enabled meeting-rooms. JOIN manages the connectionand bringsthe Cisco OBTP or Polycom CTJ information to the video endpoint. You can alsoforward a Skype meeting invitation to a video-enabled meeting-room and automatically enable Cisco OBTP or Polycom CTJ. JOIN removes the riskof typing errors, and ensures that allmeetings start on time.

In addition, JOIN can be used to schedule meetings in personal VMRs, and for Cisco and Pexip environments, in one-timeVMRs, sending the Cisco OBTP or Polycom CTJ information to the scheduled video endpoints and dialing out to endpoints that do not support Cisco OBTP or Polycom CTJ.

JOIN is shipped as a Windows installer with a simple setup wizard that enables quick deployment.

The solution supports Pexip, CiscoCMS and StarLeaf Cloud environments, and on-premisesinstallations of Skype and Microsoft Exchange as wellas Office 365.

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How Synergy JOIN works

Feature overview

JOIN supports the following feature set:

l BookingSkype or Teams meetings using Outlook: JOIN creates a Skype/Teams URI for the meeting that issent as Cisco

One Button To Push (Cisco OBTP) or Polycom Click To Join (Polycom CTJ) to allvideo endpointsscheduled in the same meeting.

l BookingOne-time-VMRs (Cisco and Pexip only): the endpoints receivethe URI as Cisco OBTP or Polycom CTJ. l JOIN can identifypatterns in meeting room invitationsso that the endpoint can be populated with Cisco OBTP or Polycom

CTJ information for personal VMRs (e.g. [email protected]).

l JOIN dials out to booked endpoints that don't support Cisco OBTP or Polycom CTJ. l Emailscontaining the dial-ininformation for the meeting can automaticallybe sent to the meeting participants.

Overall process from install to end user

1. After installation, video admins add the following information into the JOIN configuration tool:

Exchange or G oogl e serv er connection settings.

MCU details (Pexip MCU that acts as Skype Gateway, CiscoCMS MCU for Dual Home meetings, Videonor as MCUand SkypeGateway or StarLeaf Cloud).

Exchange video-enabled meeting-room resources or Google Hangouts meeting resources.

2. Users book a Skype, personal VMR or One-time-VMR video meeting from Outlook, inviting one or more video-enabled meeting-room resources.

Users book a Google meeting from their Google Calendar, inviting one or more video enabled meeting-room resources.

3. JOIN monitors the meeting-rooms at the interval specified in Polling interval in minutes , to check if they receive a meeting invite. This is how it works with a Pexip MCU:

Skype invitations sent to meeting-room resources include a URI in thisformat:

sip:[email protected];gruu;opaque=app:conf:focus:id:TTC86056

endpoint can call eg:

[email protected]

(this format is defined in Matching Rules in the

configurator).

For one-time-VMR meetings, the URI is generated based on the format defined in Matc hing Rules in the configurator.

For personal VMR meetings, the URI in the invite body is identified as the URI.

4. The URI issent to the endpoint as Cisco OBTP or Polycom CTJ ready for attendees to start the meeting.

5. The callis routed either through Pexip or CMS to the Skype server, using a gateway rule on the MCU, or through Cisco CMS to the Skype server, usingthe Dual Home technology, or through the StarLeaf Cloud to the Skype server.

which JOIN rewrites to a URI the meeting-room

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Limitations

Cisco CMS

At thistime JOIN can only dial out from one-time-vmrs on CMS, not from personal VMRs and Skype for Business(S4B) meetings. This means that for S4B calls and personal VMR callswhen using CMS, the meeting can onlybe joined via Cisco OBTP/Polycom CTJ.

StarLeaf Cloud

At thistime JOIN can be used to enable Cisco OBTP/Polycom CTJ for the following scheduled meetings:

l Office 365 / Skype for Businesson-premises l StarLeaf Cloud

How the Skype URIs are generated

Skype URIs for JOIN shouldbe based on your company dialplan.

Pexip /Videonor /Videxio

In thisexample, usinga Pexip MCU, our URI Prefix is S4B (for Skype for Business). We recommend usinga prefix that easily identifies these URIs on your network as Synergy JOIN Skype for BusinessURIs.

NB. The prefix for Videxiois usually__sfb__ (two underscores + sfb + two underscores) but should be confirmed on installation.

The second part of the URI isthe Sky pe Meeting ID, and the last part is the Skype User ID.

A URIcreated from our matching rule pattern looks like this:

URI Prefix Skype Mee ting ID Skype Use r ID Full U RI

S4B TTC86056 [email protected] [email protected]

Cisco CMS

With CMS, the format of the replace value is routing domain that ensures the callis routed to the CMS.

(SkypeURL)@CompanyCMSDomain.local

where “CompanySkype.com” is the

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This domain must alsobe added as a “Targets Lync Simplejoin” domain on the CMS under Configuration > Incoming Calls.

StarLeaf Cloud

The Skype URI sent to the endpoint isthe URI of the gateway callprovisioned in the StarLeaf Cloud by JOIN.

This URIisin this format:

[email protected]

How the call is routed

Pexip / Videonor /Videoxio

There must be a Destinati on alias match in a gateway rule on the Pexip that corresponds to the matching rule URI pattern so that when the endpoint dialsthe skype URI, it is routed correctly.

The protocol for this rule must be MS-SIP.

Destin atio n a lia s ma tch Rep la ce strin g Protocol

S4B\.([a-zA-Z0-9]+)\.(.+@.+) \2;gruu;opaque=app:conf:focus:id:\1 Lync (MS-SIP)

See Pexip documentation for more information on creating gateway rules.

Note: If callsgo through a VCS, you need a search rule on the VCSto send calls corresponding with the prefix of your URI

pattern to Pexip (in our example, S4B).

Cisco CMS

The callis routed through the CMSto Skype using the Dual Home functionality:

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1. When a Skypemeeting is forwarded to a video-enabled meeting-room that has been added to JOIN, JOIN tellsthe endpoint to callURL@simplejoindomain.

2. The VCS routes the callto CMS.

3. On CMS, the callhits the incoming callssimplejoin rule and CMS sets up the call.

Note: The “Lync simplejoindomain” must be present on the VCS.

StarLeaf Cloud

1. The endpoint callsout to the StarLeaf Cloud using the URIitreceived from JOIN.

2. The StarLeaf Cloud calls the Skype meeting.

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Requirements

Windows Server software

Oper atin g syste m Addition al fe atures req uired

Windows Server 2008 r2 64 bit ( or newer) Microsoft .NET 4.5.1 Fr amework

Windows Server hardware

Num be r o f video-en ab le d me eting roo ms

0 - 100 4 Cores 8 GB 20 GB

100 - 300 4 Cores 16 GB 50 GB

300 - 900 4 Cores 32 GB 100 GB

900 - 2000 6 Cores 40 GB 150 GB

2500 + 8 Cores 64GB 250 GB

CPU RAM HDD

Network requirements

Sour ce Destin atio n Protocol Port (TCP

Synergy JOIN Microsoft Exchange HTTPS 443 Scheduling.

Synergy JOIN Cisco TMS HTTP

HTTPS

Synergy JOIN PexipManagement Node HTTPS 443 Initiatingdial-out calls.

Synergy JOIN PexipConferenceN ode HTTPS 443 Optional: JOIN requires access to onePexipconference nodefor

Synergy JOIN StarLeafCloud:

https://api.starleaf.com

Synergy JOIN Cisco CMS HTTP

Synergy JOIN Cisco codecs HTTP

Synergy JOIN Polycom codecs N/A N/A N/A - JOIN does not talk to the codec - the Polycom endpoints get

Synergy JOIN Synergy SKY Upgrade service HTTP 80 Automatic upgrade of JOIN via this URL:

Synergy JOIN Internet HTTP

Synergy JOIN Cisco IX, TX and CTS Codecs HTTP 8081/9501 Updating the IX,TX andC TS Codecs with Cisco OBTP information

HTTPS 443 Provisioning gateway call in StarLeaf Cloud.

HTTPS

un less othe rw ise stated )

443

Descr iptio n

Tracking codecs on DHCP.

Provisioning one-time VMRs.

displaying “End of Conference W arnings”

Initiating dial-outcalls.

Provisioning one-time VMRs.

Updating codecs with Cisco OBTP information.

them eetings from Exchange.

http://synergysky.com/upgradeService/

JOIN r equires internet access to findthe address to the Skype meeting for CMS Office 365 meetings, and for all external Skype invitations that are forwarded.

Port forwarding to Cisco endpoints

Ciscovideo systems that are on external networks can be reached directly over the internet by setting up a port forwarding rule in the firewall to allow direct access to the video system.

Note the following if using port forwarding to Cisco endpoints:

• Ensure the Port Forwarding rule only accepts requests from the specific IP address that JOIN will connect from.

• Ensure the Port Forwarding rule forwards requests to the HTTPS service of the Video System.

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• Ensure the Video System's HTTPS service isenabled.

• Ensure the Video System has a strictpassword set.

• Include the port number after the IP address when configuring the Video System in JOIN (e.g. 213.112.33.179:8081).

Service accounts

Accoun t type Permission s re qu ired

Microsoft Exchange User (with a mailbox) Readand W rite access to Meetingr oom resource m ailboxes ( Editor access to user

PexipMCU Admin API account or LDAP API account.

Cisco CMS Admin API account.

StarLeafCloud Youneedto have Allow sch edu lin g e xtern al conferen ces enabled on your

Cisco codecs Admin user account.

Polycom codecs N/A - JOIN does not talk to the codec - the Polycom endpoints get themeetings from

Cisco TMS (optional - usedto track codecs on DHCP) Site administrator user account.

Google API Access API Scopes to allow for calendar access

Google Service Account Google Super Admin account in GSuite(admin.google.com). Additionally, Enable

mailboxes required if using in-body update)

organization’s account.

See"How to createa StarLeaf Cl oudauthorizationtoken" on page118

Exchange.

Domain Wide Delegation on the service account(console.cloud.google.com)

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Device Support

Devices that are supported with Synergy Join

Device Versio n Com me nts

Microsoft Exchange On Prem and 0ffice 365( Exchange

Cisco TMS 12.0 - 15.5

PexipMCU 13- 20

Cisco CMS 1.8- 2.4 Must be configuredwith Dual Home:

StarLeafCloud N/A Youneedto have Allow sch edu lin g e xtern al conferen ces

Cisco codecs:

l C -series l M X-series l SX-series l EX-series l D X-series l IX -series l TX-series l C isco Spark Room Kit l C isco Webex Room 55 Single & Dual l C isco Webex Room 70 G2 l C isco Webex Room Kit Mini, Room Kit, Room

Kit Plus & Room Kit Pro

Polycom codecs:

l H DX l Groupseries l Trio

Online)

l 2010 SP2andlater l 2013 all SPs l 2016

The “Lync simplejoin domain” must be present on the VCS if the endpoints route calls through one. Also, theCMS must have a working Lync outbound rule set up ( Trunk type: Lync).

enabled on your organization’s account.

See"How to createa StarLeaf Cl oudauthorizationtoken" on

page118

l TC5.x and newer l C E8.x andnewer

All versions supportingPolycom CTJ The endpoints m ust be configured to poll calendar data from

Exchange using the Polycom Calendaring service:

l The Polycom endpoints must be configured to get the m eetings

from their own room account in Exchange.

l JOIN will rewrite thebody of these meetings in the Exchange

room accounts to embedthe URI of the meeting in a Polycomfriendly way.

NOTE:

The Polycom Tr io i s supported with Polycom C lick To Join for oneTime-VMRs and regex/static VMRs in Synergy JOIN version 2.6. Microsoft Skype and Teams support is available in JOIN version

3.0. The reasonis that the Tr io w ill incorrectly try to call thehidden SkypeGRUU if it finds it in the meeting invitation header whenthere is a different U RI in the Polycom VMR token Synergy JOIN generates, even if theTrio is notregistered towards a Skypeserver.

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Exchange Resource Account Requirements

When deploying Synergy JOIN, we recommend running the following scriptson all of the rooms in Microsoft Exchange in order to unlockthe full potential of the product:

Add-MailboxPermission -Identity <roomAlias> -User <ServiceAccount> -AccessRights FullAccess

Set-CalendarProcessing<roomalias> -DeleteComments $false-DeleteSubject$false -RemovePrivateProperty $false - AddOrganizerToSubject $false -ProcessExternalMeetingMessages $true

The embedded test tool in the JOIN Configurator can be used to verify most of these properties, and suggestsPowerShell commands to configure the rooms according to the JOIN recommendations.

The function of the various Exchange resource properties are explained in the table below.

Exchange Resource properties

Prop er ty nam e Fun ction in Microso ft Exchan ge Fun ction in Syner gy JOIN Reco mm en de d

DeleteC om ments The Dele teComm en ts parameter

DeleteSu bje ct Specifies whether to removeor keep the

Rem ove Priva tePrope rty The Re mo vePri vateProp er ty parameter

AddOrga nize rTo Sub je ct The AddOrganizerToSubject parametors

specifies whether to remove or keep any text in the m essage body of incoming meeting r equests.

Valid input for this parameter is

$false

This parameter is used only on resource mailboxes where the AutomatePro cessing parameter is set to

AutoAccept

subject of incomingmeeting requests.

Valid input for this parameter is

$false

The default value is

This parameter is used only on resource mailboxes where the AutomatePro cessing parameter is set to

AutoAccept

specifies whether to clear the private flag for incomingmeeting requests.

Valid input for this parameter is

$false

The default value is

By default, the private flag for incoming meeting r equests is cleared. To ensure the privateflag that was sent by theorganizer in theoriginal request remains as specified, set this parameter to

specifies whether to add the organizers name toethe subject line.

Valid input for this parameter is

$false

The default value is

$true

$false

$true

When set to body of themeeting invitationwhen booking rooms.

As the matching rules rely onr eading

contentin the body of the email, this stops Regex and the Skype URI i n Bod y rule from working in JOIN.

When set to subject of them eeting which means JOIN does not display a meetingtitle on the

touch panel of the video system.

If you wantthesubject of the m eeting to be hidden, you can select the Private flag whenbookingthe m eeting in Outlook, even i f this property is set to

Seealso Rem ove PrivatePrope rty.

When set to Private flag when a Room is booked as a resource in a meeting flagged as Private in Outlook.This means that the meeting

title is visible to everyonefor all meetings.

By setting this property to hidethe title on meetings that are booked as Private in Outlook, while showing the title of all other meetings.

When set to organizers fir st name and last name to thesubject line of the meeting.

If you do not w antto display the meeting name, at minimum we recommendto set this field to

$true

, Exchange deletes the

$true

, Exchange deletes the

$true

, Exchange removes the

$true

, Exchange adds the

$tru e

$false

you can

Setting

$false

Req uire d

Yes,so that your matching r ules work correctly.

Yes,if youwant the meeting title to be displayed on the touch panel.

No.

Yes,if youwant to hidethe m eeting title on the touch panel.

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Prop er ty nam e Fun ction in Microso ft Exchan ge Fun ction in Syner gy JOIN Reco mm en de d

Proce ssExtern alM ee ting Me ssage s The Proce ssExtern alMe etin gM essa ge s

AutomatePro cessing The Auto mateProcessin g parameter

AllReq uestInPolicy

AllReq uestOutOfPolicy

Req uestInPol icy

Req uestOutOfPolicy

parameter specifies whether to process meeting r equests thatoriginate outside the Exchange organization.

Valid input for this parameter is

$false

The default value is

By default, meeting requests that originate outside of the organization are r ejected.

enables or disables calendar processing on them ailbox.

This parameter takes the followingvalues:

None

Both the r esource booking attendantand the Calendar Attendant are disabled on the m ailbox.

AutoUpdate

Attendant processes m eeting requests and r esponses.

AutoAccept

Attendant andr esource booking attendantare enabled on the mailbox. This means that the Calendar Attendant updates the calendar, and then the resource bookingassistant accepts the meeting basedupon the policies.

The default value on a resource mailbox is

AutoAccept

The default value on a user mailbox is

AutoUpdate

on a user mailbox.

Theseparameters specify whether to allow users to submit policy requests.

Valid input for theseparameters are

$false

The default value is

Only the Calendar

Both the Calendar

, but you can't changethevalue

$false

$true

When set to allow external users to book Rooms resources.

However, a r oom is booked on behalf of

theorganizer if a user forwards an invite into a r oom. This setting must therefore be set to forward invitations to external Skype meetings into their meeting r ooms, so that they can benefit from easy callinginto external Skype meetings.

external users booking their rooms directly by usingan internal domain in the room’s alias (e.g.

$false

$true

to allow internal users to

Note : Administrators can still avoid

[email protected]

Meetings that are booked in Room resources are stored as this settingis set to

Tentative meetings are not processed by JOIN, as you can book multiple tentative meetings within the same time interval in one r esource.

Meetings booked in Room resources that are configured with either of these properties that require meetings to be

$true

approvedby a delegate,will not be processed by JOIN until they are approved.

This will lead to a significant delay for the meeting organizers, andis therefore not recommended.

, Exchange wil l not

)

Tentative

AutoAccept

Setting

$true

AutoAccept

unless

$false

Req uire d

Yes,so that forwarding invites from external users works correctly.

Yes.

Recommended: configure so that approval is not required.

Enabling forwarding of external meeting invitations

Microsoft willonlyprocess meeting requests for meetings booked by external users if the settings ProcessExternalMeetingMessages isset to “$true”. Enabling this setting potentiallyexposes your meeting rooms from being booked directlyby external users, but can be mitigated in one of two ways:

l Either stop direct emailsfrom external users from ever reaching the room mailboxes; which can be done by a transport

rule in the Hub Transport server in Microsoft Exchange. The rule can be set to stop emailsfrom external users from reaching the mailboxes in a specific distribution list like the list of meeting rooms

l Alternatively you can change the aliasof the rooms to a domain that isonly available internally in the Exchange

environment; i.e. changing [email protected] to [email protected]. The acme.localdomain shouldnot be reachable from the outside, but willbe available for internal users.

Either of these changes will enable users to forward invitations they receive from the outside to their meetingsrooms, while hindering any external users from booking their meeting rooms directly.

NOTE. Enabling ProcessExternalMeetingMessages does not in any way expose the information of existing meetings to external users.

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Microsoft Graph API

Microsoft willbe deprecating Basic Auth access for EWS in October 13th, 2020. In line with thischange, Microsoft have created anew authentication method known as Microsoft Graph. Microsoft Graph allows for increased performance towards the Microsoft Cloud. Over time, Microsoft have introduced OAuth 2.0 for authentication and authorization, which is a more secure and reliable way than Basic Authentication to access data.

You can find additional information relating to Microsft Graph here

We have provided instructions on how to set up Microsoft Graph with Synergy JOIN below.

Configuring Microsoft Graph API

1. Log In to https://portal.azure.com

2. Click on Azure Active Directory

3. SelectApp Registrations

4. Click on New Registration

5. Enter a name and click on Register

6. Copy the fieldsApplication (client) ID and Directory (tenant) ID

a. These are to be used when configuring Synergy JOIN

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7. Click on Certificates& Secrets

8. Click on New client secret, then give it a name and set it to never expire. Clickon add

9. Copy the client secret

Note: Thissecret isto be used when configuring Synergy JOIN

10. Clickon API Permissions

11. Clickon Add a permission, Microsoft Graph, Application permissions. Check Calendar.ReadWrite, User.Read.Alland Mail.Send, then clickthe Add permissions button

Grant Consent

12. An admin account would need to login and clickthe “Grant admin consent” button

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Configuring Microsoft Graph API in Synergy JOIN

Once you have completed the above setup in the Azure Active Directory, you willhave to go to your Synergy JOIN installation and paste the Client ID, Tenant ID and Client Secret from your above configuration.

Once you have alsoselected the Graph ActOnBehalfOfEmail,you have completed the setup.

Click on Test Connections to make sure your configuration is correct.

Configurable Options for Graph API

Graph API provides the abilityto customize how Synergy JOIN is collecting information from your Exchange environment. These valuesare to be changed manually in the config.json file. If installed int he default directory, the Config.json file can be found in the following location: C:\SynergySKY\SynergySKYEnterpriseScheduling\config\config.json

"CalendarSyncWindowSizeDays": 180, - Specifieshow many days in the future Synergy JOIN can collect meeting information

"CalendarSyncWindowRefreshIntervalDays": 30, - Specifies how often Synergy JOIN should re-syncits database with the room calendar

i.e The 'CalendarSyncWindowSizeDays' does not applyto Recurring Meetings. When a recurring meeting isdetected by Syneegy JOIN, the entire series is synced and provided with OBTP information

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Google Cloud Platform Configuration

Introduction

In order toinstallSynergy SkyJOIN with Google Calendar integration, the G Suite environment must be prepared. This isdone through the following 4 steps

1. Create a GoogleCloud Platform Project or use an existing project

2. Enable three distinct APIs and Services

3. Create a service account or use an existing service account. This account must be given correct permissions. A private key must be generated and copied to the JOIN server.

4. Appropriate Calendar Accessmust be given to the Service Account viathe G Suite Domain

Google Cloud Platform

A GoogleCloud Console Project is required in order for JOIN to be able to read calendar resource accounts, user accounts and also have accessto APIs that enable the JOIN integration.

Create a Google Cloud Platform Project or use an existing Project. The Project willbe used for the API integration as wellas for the Service Account.

Logging into the Google Cloud Platform console:

l Browse to the following URL: https://console.cloud.google.com/iam-admin/serviceaccounts l Log in with your admin user account to manage your Google cloud console.

Creating a Project

(Skip this section if you already have a project you want to add this account to)

N.B on some occasions, Google failsto create the project and as such, sometimes you may need to create the project twice

To create new Google Cloud Console project,

l Select IAM & Admin l Click the 'Create' button.

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l F illin your projectname, i.e. 'SynergyJOIN'. l Select Create

Choosing an Existing Project

Follow these steps if you already have existing projects you would like to use for this project,

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l Click on the Project Drop down arrow at the top left corner and you willbe presented with the 'Select a Project Window'. l Select your desired project and click'Open'

Enabling API's and Services

You willhave to enable API's to work with the project you have created. The API's you willhave to enable are Google Calendar API, GMailAPI & Admin SDK.

n Google Calendar API - To allow reading and updating resource calendars

n GMailAPI - To allow sending email

n Admin SDK - To allow listing out current available resourcesfrom the configuration tool

You need to enable one API at a time

Go to the Menu, Select APIs & Services > Dashboard

Select'Enable APIs and Services'

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You should now be presented with the API Library.

You willhave to search for the APIs from this screen.

First, Search for 'Google Calendar API'

Selectthe 'Google Calendar API.

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Click Enable

Once you have found this API, you willthen have to perform a new search for GMail API

SelectEnable for the GMail API

Once you have found this API, you willthen have to perform a new search for Admin SDK API

SelectEnable for the Admin SDK API

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Service Account

Create Service Account

SelectIAM & Admin and Choose 'ServiceAccounts

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Enter a Service Account Name and select Create

Selectthe role for this service account. Resource Manager > Organization Administrator.

This willallow the service account to manage the meeting room resources.

Once you have selected the role, Clickthe 'Create Key' Button.

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Create a Private Key for JOIN

On the next screen, choose the JSON radio button and click 'Create'

A file willbe downloaded to your disk, this is your authentication information to be used by the JOIN application.

l Copy thisfile to the same directory as the JOIN application. (i.e. c:\SynergySKY\SynergySKYEnterpriseScheduling). l Keep a secure copy of this file, since a new serviceaccount isrequired to be created if its lost.

Once you are have moved the file to the same directory as the JOIN application and you click 'Done' you will be presented with a screen similar to the below with your newly created service account visible in the list.

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Enable Service accounts to access Calendar Resources

In order toenable Service accounts, first we need to find the Serviceaccount ID for the service account on https://console.cloud.google.com

SelectIAM & Admin and Choose 'ServiceAccounts

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Copy the service account ID

An Administrator of the G Suite domain must complete the next steps

Google Admin Console

Browse to the Google Admin Console https://admin.google.com

SelectSecurity from the listof controls.

If you don't see Securitylisted, select More controls from the gray bar at the bottom of the page, then selectSecurity from the list of controls.

N.B If you can't see the controls, make sure you're signed in as an administrator for the domain.

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SelectAdvanced settingsfrom the list of options

Select'Manage API clientaccess'in the Authentication section

1. In the Client Name field enter the service account's Client ID or Service account ID (which we copied in the previous step).

In the One or More API Scopes field enter this list of scopes:

https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly

- To populate AvailableRooms in the JOIN configtool

https://www.googleapis.com/auth/calendar.readonly

- To allow JOIN to access room calendars enabled in JOIN

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https://www.googleapis.com/auth/gmail.send

- To allow JOIN to send notifications to its administrators as wellas dial-in instructionsfor certain workflows (e.g. one-time

VMRs).

https://www.googleapis.com/auth/calendar

- For workflows requiring calendar invitation updates, suchas the green button for Polycom endpoints(if the EWS emulator is

not used) or meeting invitation body updates, JOIN also has to have a write calendar accessfor those rooms.

https://www.googleapis.com/auth/calendar.events

- For workflows requiring calendar invitation updates, such as the green button for Polycom endpoints(if the EWS emulator is not used) or meeting invitation body updates, JOIN also has to have a write calendar access for those rooms. If read-only is sufficient, it should be at leastthis one set there: https://www.googleapis.com/auth/calendar.events.readonly

Note: All of the scopes are required for the integration of Synergy JOIN with Google G Suite. It isnot possible to exclude some of the scopes as this willcause parts of the integration not to work

You can copy and paste the below api scopes as they are into the 'One or More API Scops' field box

https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly, https://www.googleapis.com/auth/calendar,https://www.googleapis.com/auth/calendar.readonly, https://www.googleapis.com/auth/gmail.send,https://www.googleapis.com/auth/calendar.events

Click Authorize.

The outcome should looklike the below example:

Service-act-on-behalf-of Email

Browse to the dashboard and select 'Users'

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In the users section, select the user that you would like to use as the 'service-act-on-behalf-of Email'in Synergy JOIN.

Scrolldown to the 'Admin roles and privileges' section and verifythat the user you would like to use has the role of 'Super Admin' enabled.

Once you have verified this, copythe email address from this user and paste thisinto the 'service-act-on-behalf-of email' text button in the 'General Settings' tab in the Synergy JOIN configuration tool.

More information on the general settingstab can be found here

Polycom EWS Emulator

There are instanceswhen the Polycom Endpoint is unable to communicatewith the Exchange Server and as such, the endpoint isunable to use the builtin Polycom Click To Join technology. The EWS emulator within Synergy JOIN bringsback the ability to utilize the Polycom Click To Join technology on your Polycom Endpoints.

The EWS Emulator is compatible with the HDX, Group Series and Trio endpoints.

Configuring Synergy JOIN

The Polycom Exchange Web Service(EWS) Emulator in Synergy JOIN acts as an Exchange Web Server. Thismeans Synergy JOIN willretrieve the calendar information from exchange and populate thisto the endpoint. WithinSynergy JOIN you have to Enable the EWS Emulator from the Servicestab.

You have to then configure your Video System as a Polycom endpoint. Once you do this,Synergy JOIN willknow to send the Polycom ClickTo Join Token to that endpoint.

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Configuring the HDX and Group Series Polycom Endpoint

The Polycom endpointsmust be configured to pollcalendar information from the JOIN server which willbe acting as an Exchange Web Server.

Instructions on how to configure this on a Polycom Group Series endpoint are below:

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1. Navigate to the Calendaring Service configuration section within your Polycom Codec.

2. Tick the 'Enable Calendaring Service' tick box

3. Email: This shouldbe the room/ resource email address that you have configured within Synergy JOIN.

4. Domain: This field isnot always required. If you are unable to register your endpoint to the EWS Emulator with this field blank, you willhave to enter your domain

5. User Name: This shouldbe the room/ resource email address

6. Password: This isthe password configured in the 'EWS Emulation' section in the 'Services' tab of Synergy JOIN

7. Microsoft Exchange Server: This is the IP address of the JOIN server

Once you have configured the rest of the settingsto your liking, click'Save'

When the Registration Status is 'Registered', you can start booking video meetings and start utilizing Polycom Click To Join.

Configuring the Trio Series Polycom Endpoint

You have to meet the followingrequirements in order to start using the EWS Emulator with Polycom Trio

l You have to be running Synergy JOIN build 3.2.163 or above l You have to tick the 'Enable BasicAuthentication for EWS Emulator' within the Services tab in Synergy JOIN l T he Trio has to have a line registered as SIP l You have to have physical access to the touch panel to set a username & password l If you are running 5.9 firmware, AD Photo fetch needs to be disabled.

feature.contactPhotoIntegration.enabled = 0

More information about thiscan be found here - https://documents.polycom.com/bundle/trio-sfb-dg-5-9-0AA/page/c3189620.html

l T rio, if running 5.9.1.10419 – must upgrade to 5.9.1.11135 and set basicauth to enabled

https://community.polycom.com/t5/VoIP-SIP-Phones/Software-Trio-UC-Software-5-9-1-11135-RevAC/mp/107281

feature.exchange.allowBasicAuth= “1”

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Setting a Polycom Profile

The following setup information has been taken from the Polycom support website. The below configuration iswhat is required in order for the EWS Emulator to work with the Trio. The full Polycom documentation can be found here: https://otd.plcm.vc/support/docs/devices/polycom-trio#configure-deviceprofile

Configure Device Profile

1. Go to the management section of the device. You can get there by entering the IP address of the device into the browser address. Note: You must log in as an administrator.

2. SelectSimple Setup from the tab menu.

3. Ensure Generic is selected for the Base Profile. The Trio willnot function with One Touch Dial service using the other profile options.

Configure Device Calendaring

1. Go to the management section of the device. You can get there by entering the IP address of the device into the browser address. Note: You must log in as an administrator. Example: https://<ip-address-of-trio>/

2. SelectSettings > Applic ations > Ex change Applic ations.

3. Enter the following fields:

n Enable: Exchange Calendar n Disable: AutoDiscover n Exc hange Server URL: https://ipaddressofjoin/EWS/Exchange.asmx

NOTE: Exchange URL is casesensetive

4. Click Save.

Configure Device Credentials

1. Provide calendaring credentials. This must be done on the device itself.

2. On the device touch panel go to Settings > Bas ic > Logi n Credentials.

3. Enter the following fields:

n Domai n: Example OTD n Username: Example [email protected]

This is the room alias as it is configured in JOIN

n Password: Example F3kDFyu1bD

This is the JOIN EWS Emulator password

4. Click Save. The Registration Status should display Regis tered and the calendar should appear in a few seconds.

Exchange In-Body Update Requirements

N.B You only have to follow the below steps if you would like to enable in-body update in your Synergy JO IN installation.

The "In-body Update"feature allows for updating the organizer's meeting invitation in their calendar and sending an updated meeting invitation to all invitees, rather than sending a separate emailwith dial-in information to everyone. This feature requires more permissions in the Microsoft Exchange environment than sending dial-ininformation emails.

The work flow of thisfeature involves Synergy JOIN logginginto the calendar of the meeting Organizer and updating the appointment with the dial-ininformation for the meeting based upon the email template specified in "Configuring Email

templates" on page105. The invitation willbe re-sent to the inviteeswith the updated appointment body once successfully

updated. An email with the dial-in information willbe sent to the meeting organizer if the body could not be updated. The administrator willalso be notified when a meeting could not be updated.

Note: Synergy JOIN willnot monitor each user's calendar for changesto meetings, but rather base this on changes to invitations sent to room/ resource accounts.

The following permissions are required for the Calendar Update method to work. It is recommended that these commands are added to the powershellscript used when creating new users so that all new users are set up with the right permissions:

l T he Exchange service account needs "Edi tor" accessto the calendar of each user to update the calendar appointment

with the dial-ininformation. This isnormallyaccomplished by running the following command. However the calendar folder name may be something else than "calendar" if the user isnot set up with an English mailbox(e.g. Calendrier in

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French)

Add-MailboxFolderPermission -Identity

[email protected]:\Calendar -User [email protected] -AccessRights Editor

l T he Exchange service account needs "s endas " permissions for each user to send an updated invitation to allrecepients in

the appointment

Add-RecipientPermission -Identity [email protected] Trustee [email protected] -AccessRights sendas -Confirm:$false

l Note: some Microsoft Exchange environments require the command to be in the following format:

Add-ADPermission -Identity [email protected] -User

[email protected] -AccessRights ExtendedRight

-ExtendedRights "Send As"

Updating calendars in other languages

Note that the sc ript will find the localiz ed name of the calendar to apply the permiss ions to the right folder.

The following script can be used to update allexisting users in the organization with the right permissions.

The sectionsthat you have to ammend are highlighted in red

$resourceAccount = '[email protected]'

foreach($mbx in Get-Mailbox -RecipientTypeDetails usermailbox -ResultSize Unlimited | SelectObject -ExpandProperty Alias){

$userAccount=$Mbx

$Mbx += ':\' + [string](Get-mailboxfolderstatistics -Identity $Mbx -folderscope calendar | whereobject {$_.FolderType -eq "Calendar"}).Name

$test = Get-MailboxFolderPermission -Identity $mbx -erroraction silentlycontinue

if($test -ne $null)

{

Write-Host "Setting Editor access on $mbx"

Add-MailboxFolderPermission -Identity $mbx -User $resourceAccount -AccessRights Editor

Write-Host "Setting sendas permissions for $userAccount"

Add-RecipientPermission -Identity $userAccount -Trustee $resourceAccount -AccessRights sendas Confirm:$false

}

The following script can be used to update just one user while letting the script figuring out the correct name of the calendar folder:

The sectionsthat you have to ammend are highlighted in red

$userAccount = '[email protected]'

$resourceAccount = '[email protected]'

foreach($mbx in Get-Mailbox -RecipientTypeDetails usermailbox -Identity $userAccount -ResultSize Unlimited | Select-Object -ExpandProperty Alias){

$Mbx += ':\' + [string](Get-mailboxfolderstatistics -Identity $Mbx -folderscope calendar | whereobject {$_.FolderType -eq "Calendar"}).Name

$test = Get-MailboxFolderPermission -Identity $mbx -erroraction silentlycontinue

if($test -ne $null)

{

Write-Host "Setting permissions for $mbx"

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Add-MailboxFolderPermission -Identity $mbx -User $resourceAccount -AccessRights Editor

Write-Host "Setting sendas permissions for $userAccount"

Add-RecipientPermission -Identity $userAccount -Trustee $resourceAccount -AccessRights sendas Confirm:$false

}

Private appointments

The scripts above do not allow for updating the invitation body of meetings that are booked as Private in Outlook.The line in the script with "Add-MailboxFolderPermission" must be replaced with the line below which includes SharingPermissionFlags for allowingthe update of private meetings:

Add-MailboxFolderPermission -Identity $mbx -User $resourceAccount -AccessRights Editor SharingPermissionFlags delegate,canviewprivateitems -SendNotificationToUser $true

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Installing & Upgrading to Synergy JOIN 4.0

You willbe provided with an installer:

1. Double clickto run the installer.

2. Follow the simple install wizard, clicking Next to accept the licenseagreement.

SynergySKYJoinInstaller.v.4.x.xxx

3. If upgrading to Synergy JOIN, you will have to Enter the API Key or LicenseKey provided to your by your Synergy SKY Representative

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4. Selectthe installlocation, and click Next to confirm that you would like to start your installation.

5. Once the installhas completed, you willsee a shortcut to the configuration tool on the desktop.

Synergy JOIN 4.0

When installing Synergy JOIN 4.0, a PostgreSQL database server isalso installed.Additionally, there are two servicesthat are installed at the same time.

Service Name Service Opera tion

Synergy JOIN Runs the Synergy JOIN threads andprocess.

SynergyJOINPostgreSQL Runs the Synergy JOIN PostGreSQL Database

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Synergy JO IN PostgreSQL connecti on information:

Username: postgres

Password: postgres

Port: 5432

A backupof the database can be performed by running the script in scripts\synergysky_db_export.bat. This willcreate a file named synergysky_db_export.txt which containsall the data from the database.

This should be done on a regular basis.

The first time JOIN 4.0 starts, it willcreate the database and perform a migration of any pre-existing data.

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Synergy JOIN Quick Setup Guide

n Start the configuration tool by double-clicking on the JOIN icon on the desktop.

Note: On start-up, the server checksfor updates, so if you do not have internet accessconfigured on the server, you will

see an error here.

n ClickInstall Serv ice to installthe JOIN service on the server - once installed thisbutton disappears from the configuration

tool. The Start and Stop buttonsare used once the serviceis installedto stop and start the service when necessary.

General Settings

1. Enter an Admin Contact EmailAddress that Synergy JOIN can send notifications to.

2. Enter the EWS URL, Service Account User-name/Email address and password.

This should be configured by the Exchange Admin Prior to the configuration process of Synergy JOIN. Requirements for the service account can be found here

3. If you have an MCU that you would like to use with your Synergy JOIN installation, enter the MCU Details under the 'MCU Connection info' section. Additionalinformation and configuration detailscan be found here

The next step isto add the video meeting rooms that Synergy JOIN is going to use to read existing appointments and book future meetings in your organization.

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Rooms

Note: If you are not going to add any video enabled rooms to your environment you can skip this step and go straight to

Conference Settings tab.

Once you have added your Exchange information in the General Settings tab, the 'Available Rooms' section under the Rooms tab will prepopulate all of the rooms that it finds within your Exchange Room List . If you would like to add a room, simply double clickon the room name and it will be added to the 'Selected Rooms' section.

During the POC (Proof of Concept) phase, we recommend only adding two or three rooms that you are going to use for testing.

Video Systems

This is where you connect the Exchange meeting-room resources to the Video Systems. Once a room has been added via the Rooms tab, it willautomatically appear on the Video Systems tab. Video Systems can be added as Cisco One Button To Push, Polycom ClickTo Join or DialOut to System.

Additionalinformation on the separate fieldswithin thistab can be found here

Conference Settings

The Conference settings tab defines conference configuration, One-time VMR/URI details, Dial-In Information settings and End of Conference warning settings.

Conference Start Buffer: This defines how long before the start and end of meetings, the Virtual Meeting Room(VMR) should be provisioned or deprovisioned

End of Conference Warning: This defines the message that willbe displayed on the endpoint when the meeting isalmost finished. You can alsochoose how many minutes before the end the message shouldbe displayed. (O nly available when an MCU is added)

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Dial-In Information: T his section specifieswhether the organizer, internal guests and external guests should receive a dial-in information email when meetings are booked.

Body Update: This setting willenable Synergy JOIN to log into the calendar of each meeting's organizer to update the calendar invite and send an update to allinvitees on their behalf, instead of sending multiple emailscontainingdial information. Enabling thisfunction requires additionalsettings on user mailboxes. Exchange settingscan be found here

Synergy JOIN can be used in multiple waysand as such, we have created additionalquickguides tailored to your specific environment.

Synergy JOIN with Skype / Microsoft Teams

Synergy JOIN with Webex, Blue Jeans or Zoom

Synergy JOIN with Dynamic VMRs

Synergy JOIN with Static VMRs

Matching Rules for Skype for Business & Teams Meetings

Matching Rules in Synergy JOIN will search the email for characters that are similar to you Skypeinvitation and willprovide you with a OBTP option on your endpoint.

The matching rules in JOIN allow you to define how calendar bookingsshould be processed.

Configure the General Rules as follows:

Fiel d Descrip tion

Interna l em ail do mains Specify a comma separated list of the email domains your organizationuses. This list is used to determine whether a meetingr oom

Skype for Busin ess Matchi ng Rule Micro soft Te ams Ma tchin g Ru le

1. Click onthe'Add Rule' dropdown box andchoose 'Skyp e URI i n He ad e rs' 1. Cli ck on the'Add Rule' dropdown box and choose 'Tea ms URI in Head ers'

2. Add a Priority. The lowest number gives the highest priority. (E.g. 5 is processed

before 10).

3. Select 'Add'. 3. Select ' Add'.

4. Click onthe'Add Rule' dropdown box andchoose 'Skyp e URI i n Bod y' 4. Click onthe' Add Rule' dropdown box andchoose 'Tea ms URI in Bod y'

5. Add a Priotry 5. Add a Priotry

6. Select 'Add' 6. Select 'Add'

invitation is sent from an internal or external user. It is also used to determine which users are internal andexternal when sending out connection informationemails. (e.g.

synergysky.com, synergysky.eu, synergysky.us

2. Add a Priority. The lowest number gives the highest priority. (E.g. 5 is processed before 10).

)

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The Skype URI matching rules willscan the header and/or the body of the email to find the URI of the Skype meeting

NOTE: Thisfunction requires Synergy JOIN to have accessover HTTPS to the Skype server where the meeting is hosted; either directlyor via a proxy server.

Once you are confident your Regex Rules are set correctly, click 'Save'.

Remember to Select 'Save Changes *' at the bottom right hand corner

Now go ahead and s tart booking test meetings in Synergy JOIN

If you would like to enable extra functionssuch as enabling recordings services, Skype IVR s ervice or enabling the builtin Exchange Emulator, you can follow additionalsteps here

Matching Rules for Hangouts Meetings

Matching Rules in Synergy JOIN will search the email for characters that are similar to you WebRTC client and will provide both a OBTP option on your endpoint as wellas a button your invitees can clickon within their email invitation.

The matching rules in JOIN allow you to define how calendar bookingsshould be processed.

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Configure the General Rules as follows:

Fiel d Descr iptio n

Interna l em ail do mains Specify a comma separated list of the email domains your organization uses. This list is usedto determine whether a meeting room

invitation is sent from an internal or external user. It is also used to determine which users are internal andexternal when sending out connection informationemails. (e.g.

synergysky.com, synergysky.eu, synergysky.us

)

Hangouts Matching Rule

1. Click on the 'Add Rule' dropdown box and choose 'Hangout Meet'

2. Add a Priority. The lowest number gives the highest priority. (E.g. 5 isprocessed before 10).

3.Clickon the 'Add' button

Once you are confident your Regex Rules are set correctly, click 'Save'.

Remember to Select 'Save Changes *' at the bottom right hand corner

Now go ahead and s tart booking test meetings in Synergy JOIN

If you would like to enable extra functionssuch as enabling recordings services, Skype IVR s ervice or enabling the builtin Exchange Emulator, you can follow additionalsteps here

Matching Rules for WebRTC Meetings

The matching rules in JOIN allow you to define how calendar bookingsshould be processed.

Configure the General Rules as follows:

Fiel d Descr iptio n

Interna l em ail do mains Specify a comma separated list of the email domains your organization uses. This list is usedto determine whether a meeting room

Web RTC Matching Rule

1. Click on the 'Add Rule' dropdown box and choose 'Regex Rule'

2. Add a Priority. The lowest number gives the highest priority. (E.g. 5 isprocessed before 10).

3. Select'Build Regex Expression'. This willopen the Regex Tester

4. Selectthe 'Regex template' dropdown box and choose your WebRTC meeting type (Webex, BlueJeans, StarLeaf Cloud, Videxio VMR Meeting, or Zoom Meeting)

invitation is sent from an internal or external user. It is also used to determine which users are internal andexternal when sending out connection informationemails. (e.g.

synergysky.com, synergysky.eu, synergysky.us

)

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Testing, editing and deleting rules

The tool willhelp you identify any errors in your regex by testing a Matching Value and Replace Value towards a text field

Once you are confident your Regex Rules are set correctly, click 'Save'.

Remember to Select 'Save Changes *' at the bottom right hand corner

Now go ahead and s tart booking test meetings in Synergy JOIN

If you would like to enable extra functionssuch as enabling recordings services, Skype IVR s ervice or enabling the builtin Exchange Emulator, you can follow additionalsteps here

Synergy JOIN with Dynamic VMR's

Note: Thisfunction onlyworksif you have configured an MCU

The One-Time-VMR (Dynamic VMR) option in JOIN enables users to easily schedule video meetings without any plug-ins in the email client. Synergy JOIN willwillcreate a temporary virtualmeeting room on the MCU defined in the General Settingstab, with a URI within the range defined in the Conference Settings tab. The One-T ime VMR information willthen be sent to allthe video

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systems that are included in the meeting invitation. Allinvitees will also receivethe dial-in information so that they can joinfrom their personal device if they prefer that

Conference Settings

1. Browse to the 'Conference Settings' tab

2. Configure your Conference AliasRange (Start and End)

3. Configure the Conference AliasDomain that you would like to be used for your dynamic VMR's

4. Enter your Conference AliasPrefix (If required)

One Time VMR's

1. Browse to the 'Services'tab

2. Tick the 'Create One-Time VMRs' tickbox

3. Type in an emailaddressthat you would like to be used as a trigger for onetime VMR's to be created.

Now each time you book a meeting without any dial ininformation present, a one-time VMR willbe created for that meeting.

Remember to Select 'Save Changes *' at the bottom right hand corner

Now go ahead and s tart booking test meetings in Synergy JOIN

If you would like to enable extra functionssuch as enabling recordings services, Skype IVR s ervice or enabling the builtin Exchange Emulator, you can follow additionalsteps here

Matching Rules for Static VMR's

Matching Rules in Synergy JOIN will search the email for characters that are similar to you StaticVMR's and willprovide both a OBTP option on your endpoint as wellas a button your invitees can clickon within their email invitation.

The matching rules in JOIN allow you to define how calendar bookingsshould be processed.

Configure the General Rules as follows:

Fiel d Descr iptio n

Interna l em ail do mains Specify a comma separated list of the email domains your organization uses. This list is usedto determine whether a meeting room

invitation is sent from an internal or external user. It is also used to determine which users are internal andexternal when sending out connection informationemails. (e.g.

synergysky.com, synergysky.eu, synergysky.us

)

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Static VMR Matching Rule

1. Click on the 'Add Rule' dropdown box and choose 'Regex Rule'

2. Add a Priority. The lowest number gives the highest priority. (E.g. 5 isprocessed before 10).

3. Select'Build Regex Expression'. This willopen the Regex Tester

4. Selectthe 'Regex template' dropdown box and choose 'Genericvmr meetings'

Testing, editing and deleting rules

The tool willhelp you identify any errors in your regex by testing a Matching Value and Replace Value towards a text field

The matching value above willsearch the email for anyline of text that has got ****[email protected].

Once you are confident your Regex Rules are set correctly, click 'Save'.

Remember to Select 'Save Changes *' at the bottom right hand corner

Now go ahead and s tart booking test meetings in Synergy JOIN

If you would like to enable extra functionssuch as enabling recordings services, Skype IVR s ervice or enabling the builtin Exchange Emulator, you can follow additionalsteps here

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Configuring Synergy JOIN

Allconfiguration of the Synergy JOIN is done using the configuration tool.

Task 1: Launching the configuration tool and installing the service

1. Start the configuration tool by double-clicking on the JOIN icon on the desktop.

Note: On startup, the server checksfor updates, so if you do not have internet accessconfigured on the server, you will

see an error here.

2. Click Install Servic e to installthe JOIN service on the server - once installed thisbutton disappears from the configuration tool. The Start and Stop buttonsare used once the serviceis installedto stop and start it, as necessary.

Note: Pressing Ctrl + F5 reveals the Unins tall Servic e button in the place of the Install Service button, which when clicked,

uninstalls the service from the server.

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Google Cloud Platform Configuration

Introduction

In order toinstallSynergy SkyJOIN with Google Calendar integration, the G Suite environment must be prepared. This isdone through the following 4 steps

1. Create a GoogleCloud Platform Project or use an existing project

2. Enable three distinct APIs and Services

3. Create a service account or use an existing service account. This account must be given correct permissions. A private key must be generated and copied to the JOIN server.

4. Appropriate Calendar Accessmust be given to the Service Account viathe G Suite Domain

Google Cloud Platform

A GoogleCloud Console Project is required in order for JOIN to be able to read calendar resource accounts, user accounts and also have accessto APIs that enable the JOIN integration.

Create a Google Cloud Platform Project or use an existing Project. The Project willbe used for the API integration as wellas for the Service Account.

Logging into the Google Cloud Platform console:

l Browse to the following URL: https://console.cloud.google.com/iam-admin/serviceaccounts l Log in with your admin user account to manage your Google cloud console.

Creating a Project

(Skip this section if you already have a project you want to add this account to)

N.B on some occasions, Google failsto create the project and as such, sometimes you may need to create the project twice

To create new Google Cloud Console project,

l Select IAM & Admin l Click the 'Create' button.

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l F illin your projectname, i.e. 'SynergyJOIN'. l Select Create

Choosing an Existing Project

Follow these steps if you already have existing projects you would like to use for this project,

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l Click on the Project Drop down arrow at the top left corner and you willbe presented with the 'Select a Project Window'. l Select your desired project and click'Open'

Enabling API's and Services

You willhave to enable API's to work with the project you have created. The API's you willhave to enable are Google Calendar API, GMailAPI & Admin SDK.

n Google Calendar API - To allow reading and updating resource calendars

n GMailAPI - To allow sending email

n Admin SDK - To allow listing out current available resourcesfrom the configuration tool

You need to enable one API at a time

Go to the Menu, Select APIs & Services > Dashboard

Select'Enable APIs and Services'

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You should now be presented with the API Library.

You willhave to search for the APIs from this screen.

First, Search for 'Google Calendar API'

Selectthe 'Google Calendar API.

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Click Enable

Once you have found this API, you willthen have to perform a new search for GMail API

SelectEnable for the GMail API

Once you have found this API, you willthen have to perform a new search for Admin SDK API

SelectEnable for the Admin SDK API

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Service Account

Create Service Account

SelectIAM & Admin and Choose 'ServiceAccounts

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Enter a Service Account Name and select Create

Selectthe role for this service account. Resource Manager > Organization Administrator.

This willallow the service account to manage the meeting room resources.

Once you have selected the role, Clickthe 'Create Key' Button.

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Create a Private Key for JOIN

On the next screen, choose the JSON radio button and click 'Create'

A file willbe downloaded to your disk, this is your authentication information to be used by the JOIN application.

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Enable Service accounts to access Calendar Resources

In order toenable Service accounts, first we need to find the Serviceaccount ID for the service account on https://console.cloud.google.com

SelectIAM & Admin and Choose 'ServiceAccounts

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Copy the service account ID

An Administrator of the G Suite domain must complete the next steps

Google Admin Console

Browse to the Google Admin Console https://admin.google.com

SelectSecurity from the listof controls.

If you don't see Securitylisted, select More controls from the gray bar at the bottom of the page, then selectSecurity from the list of controls.

N.B If you can't see the controls, make sure you're signed in as an administrator for the domain.

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SelectAdvanced settingsfrom the list of options

Select'Manage API clientaccess'in the Authentication section

1. In the Client Name field enter the service account's Client ID or Service account ID (which we copied in the previous step).

In the One or More API Scopes field enter this list of scopes:

https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly

- To populate AvailableRooms in the JOIN configtool

https://www.googleapis.com/auth/calendar.readonly

- To allow JOIN to access room calendars enabled in JOIN

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https://www.googleapis.com/auth/gmail.send

- To allow JOIN to send notifications to its administrators as wellas dial-in instructionsfor certain workflows (e.g. one-time

VMRs).

https://www.googleapis.com/auth/calendar

- For workflows requiring calendar invitation updates, suchas the green button for Polycom endpoints(if the EWS emulator is

not used) or meeting invitation body updates, JOIN also has to have a write calendar accessfor those rooms.

https://www.googleapis.com/auth/calendar.events

Note: All of the scopes are required for the integration of Synergy JOIN with Google G Suite. It isnot possible to exclude some of the scopes as this willcause parts of the integration not to work

You can copy and paste the below api scopes as they are into the 'One or More API Scops' field box

Click Authorize.

The outcome should looklike the below example:

Service-act-on-behalf-of Email

Browse to the dashboard and select 'Users'

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In the users section, select the user that you would like to use as the 'service-act-on-behalf-of Email'in Synergy JOIN.

Scrolldown to the 'Admin roles and privileges' section and verifythat the user you would like to use has the role of 'Super Admin' enabled.

More information on the general settingstab can be found here

Polycom EWS Emulator

The EWS Emulator is compatible with the HDX, Group Series and Trio endpoints.

Configuring Synergy JOIN

You have to then configure your Video System as a Polycom endpoint. Once you do this,Synergy JOIN willknow to send the Polycom ClickTo Join Token to that endpoint.

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Configuring the HDX and Group Series Polycom Endpoint

The Polycom endpointsmust be configured to pollcalendar information from the JOIN server which willbe acting as an Exchange Web Server.

Instructions on how to configure this on a Polycom Group Series endpoint are below:

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1. Navigate to the Calendaring Service configuration section within your Polycom Codec.

2. Tick the 'Enable Calendaring Service' tick box

3. Email: This shouldbe the room/ resource email address that you have configured within Synergy JOIN.

4. Domain: This field isnot always required. If you are unable to register your endpoint to the EWS Emulator with this field blank, you willhave to enter your domain

5. User Name: This shouldbe the room/ resource email address

6. Password: This isthe password configured in the 'EWS Emulation' section in the 'Services' tab of Synergy JOIN

7. Microsoft Exchange Server: This is the IP address of the JOIN server

Once you have configured the rest of the settingsto your liking, click'Save'

When the Registration Status is 'Registered', you can start booking video meetings and start utilizing Polycom Click To Join.

Configuring the Trio Series Polycom Endpoint

You have to meet the followingrequirements in order to start using the EWS Emulator with Polycom Trio

feature.contactPhotoIntegration.enabled = 0

More information about thiscan be found here - https://documents.polycom.com/bundle/trio-sfb-dg-5-9-0AA/page/c3189620.html

l T rio, if running 5.9.1.10419 – must upgrade to 5.9.1.11135 and set basicauth to enabled

https://community.polycom.com/t5/VoIP-SIP-Phones/Software-Trio-UC-Software-5-9-1-11135-RevAC/mp/107281

feature.exchange.allowBasicAuth= “1”

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Setting a Polycom Profile

Configure Device Profile

1. Go to the management section of the device. You can get there by entering the IP address of the device into the browser address. Note: You must log in as an administrator.

2. SelectSimple Setup from the tab menu.

3. Ensure Generic is selected for the Base Profile. The Trio willnot function with One Touch Dial service using the other profile options.

Configure Device Calendaring

2. SelectSettings > Applic ations > Ex change Applic ations.

3. Enter the following fields:

n Enable: Exchange Calendar n Disable: AutoDiscover n Exc hange Server URL: https://ipaddressofjoin/EWS/Exchange.asmx

NOTE: Exchange URL is casesensetive

4. Click Save.

Configure Device Credentials

1. Provide calendaring credentials. This must be done on the device itself.

2. On the device touch panel go to Settings > Bas ic > Logi n Credentials.

3. Enter the following fields:

n Domai n: Example OTD n Username: Example [email protected]

This is the room alias as it is configured in JOIN

n Password: Example F3kDFyu1bD

This is the JOIN EWS Emulator password

4. Click Save. The Registration Status should display Regis tered and the calendar should appear in a few seconds.

Task 2: Launching the configuration tool and installing the service

1. Start the configuration tool by double-clicking on the JOIN icon on the desktop.

Note: On startup, the server checksfor updates, so if you do not have internet accessconfigured on the server, you will

see an error here.

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Note: Pressing Ctrl + F5 reveals the Unins tall Servic e button in the place of the Install Service button, which when clicked,

uninstalls the service from the server.

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Task 3: Configuring the General Settings

Fillin the fields in the General Settings tab as follows:

Section /Field n am e De scriptio n

Notifica tion s Contact details for theadministrator who should receive notifications of any problems

Admin Conta ct Email Add re sses The email addresses of administrators who wi ll receive email notifications for the

Notifica tion s Specify which events will trigger an email to be sent to theadministrator email

Connection Types

Section /Field n am e De scriptio n

Exchan ge Co nn ection i nfo The ExchangeW eb Service ( EWS) details for your Exchange environment.

EWS U rl The ExchangeW eb Service ( EWS) URL: if using Office 365, thenyou cannormally

EWS Se rvice Accou nt Use rn am e Theusername of theEWS service account.

EWS Se rvice Accou nt Do ma in The domainof the EWS service account.

EWS Se rvice Accou nt Password The password of theEWS service account.

Goog le conn ectio n in fo The details for your G-suite setup

Service -Act-On_ Beh alf-Of e ma il A super administrator in the admin.google.com section of the configuration.

Service Account FilePath Filepath to theservice account json file you have downloaded in connection with the

Pollin g inter val in minu tes The number of minutes betweenJOIN checkingthe mailbox. If you notice any issues

in the platform, for example if JOIN fails to push Cisco OBTP or Polycom CTJ information to endpoints.

specified events.

Use a comma to separate multiple email addresses.

addresses specified above.

use the default value already populatedhere:

https://outlook.office365.com/EWS/Exchange.asmx

Microsoft Exchange sometimes requires the username to be in theformat of "domain\username" and sometimes "username@domain". In the latter cases the domain fieldis optional

For details of thepermi ssions required for the service account, see "Exchange

Resource Account Requirements" on page12

(Additional information can befoundin the Google CloudPlatform Configuration)

creation of theservice account (This is the json file thatwas copied in theGoogle Configuration section under 'Create a Private Key for JOIN')

with your connection to your mailboxes takingl onger than expected, we advise to set your Polling interval in minutes to 0.

Continuing with General Settings:

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Section /Field n am e De scriptio n

MCU Co nne ction info A Pexip Infinity Management Node, Cisco CMSMaster Nodeor StarLeaf Cloud

MCU a dd re ss / hostnam e Theaddress of theM CU. Will normally start with

MCU Use rn ame The username of an admin account on the M CU.

MCU Passw or d The password of an admin account ontheM CU.

TMSCon nectio n in fo (o ption al) Optionally you can add Cisco TMS to your JOIN; this is of value if thevi deosystems

Cisco TMS addre ss / ho stname The hostname or IP address of theTMS server. This could be prefixedwith either

Cisco TMS Userna me The username of a Site Administrator in TM S. The username would normally be

Cisco TMS Passwor d The password of a Site Administrator in TM S.

Prese rve TMS Boo kings* Check the checkbox if JOIN should preserve meetings that are pushed to thecodec

URL is required so that JOIN can:

l l aunch outbound calls to non-Cisco OBTP or Polycom CTJ systems l provision one-time-VMRs whenbooking non-Skype meetings ( Cisco and Pexip

only)

Note that for StarLeaf you needto request an authentication token that gives you access to Skype for Business interworking.

For StarLeaf Cloudenter

For Videonor Cloudenter

For StarLeaf Cloud, this field wil l show

For Videonor Cloud, this field wi ll show x

For StarLeaf Cloud, enter the access token from theStarLeafPortal. See "How to

createa StarLeaf Cloud authorization token" on page118

For Videonor Cloud, enter the access token you have been providedby Videonor support

are configured with dynamic IP addresses ( DHCP) in your environment. JOIN will then query TM S for updated IP addresses if it is unable to connect to thevi deo systems. Adding TM S also makes it easier to add video systems, as they can thenbe selected from a list instead of havingto enter their IP addresses manually.

http://orhttps://

named /TMS ( e.g.

prefix with theNETBIOSdomain ( e.g.

by other booking systems such as Cisco TMS.

Enablingthis feature w ill result in more network activity and higher cpu usage on the codec and on JOIN because JOIN will increase the verificationr ate to ensure the videoconferencing system has thecorrect meetings added.

We recommend that you only enablethis feature during a trial or m igrationphase.

https://api.starleaf.com

https://core.videonor.net

. JOIN assumes TMS is installed on the default web application

http://tms.company.com/tms

https://

X-SL-AUTH-TOKEN

-auth-token

company\admin

*Note that TMS pushes out the meetings later than JOIN and therefore overwrites the meetings that are pushed out by JOIN. Note the following regarding using the Preserv e TMS Bookings setting above:

TMS JOIN w itho ut Preserve TMS Boo king s JOIN w ith Pre serve TMS Boo kings

Pushes out a list of all meetings to endpoint when a meeting is booked, updated or deleted.

Pushes out a list of meetings for the next 24 hours when a meeting is booked, updated or deleted.

Verifies andoverwr ites ( if necessary) them eeting list on the endpoint every hour with meetings stored in JOIN for the next24 hours.

Verifies andoverwr ites ( if necessary) them eeting list on the endpoint at Con fere nce Start Buffer before every meetingstarts (start-up buffer is by default 10 m inutes) with m eetings stored in JOIN for the next 24 hours.

Pushes out a list of meetings for the next 24 hours when a meeting is booked, updated or deleted.

Verifies andmerges (with TMS m eetings if necessary) the meeting list on the endpoint every hour with m eetings stored in JOIN for the next 24 hours.

Verifies andmerges (with TMS m eetings if necessary) the meeting list on the endpoint at Con feren ce Start Buffer before every meetingstarts (start-up buffer is by default 10 m inutes) with m eetings stored in JOIN for thenext 24 hours.

Verifies andmerges (with TMS m eetings if necessary) the meeting list on the endpoint continuously while a meetingis in progress with meetings storedin JOIN for the next 24 hours.

Task 4: Testing that email is working

Click Test notification email to send a test emailto the Admin Contact Email Addresses using the EWS Serv ice Account or the service-ac t-on-behalf-of email defined in the sections above.

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Task 5: VMR Pools

JOIN 3.1 and later introduces the concept of VMR pools.

A VMR pool is a defined set of VMRs; either a range or a predefined set of individualVMRs. Currently two types of pools are defined:

OneTimeVmr

l T his definesa range of URIs and willbe used when provisioning VMRs on the assigned MCU

PreProv isi onedVMR

l T his definesa set of URIs and associated variables.These willnot be provisioned on any MCU, however JOIN assumes

that these URIs/VMR are already provisioned. Join willuse these and assignthem to meeting bookings, making sure they are assigned in a non-overlapping way similar to the one-time VMRs.

Note: JOIN must have a valid connection the MCU that is hosting these VMR's in order for thisfunctionality to work

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Configuring VMR Pools

When you upgrade from a version older than JOIN 3.1, you will have a default One-Time VMR Pool already configured. The One-Time VMR Pool settingsare taken from your previous configuration and will be copied across to the VMR Pools section. The fields that are carried across are the Range Start, Range End, Prefixand Domain. To configure you own OneTime VMR Pool you have to configure the below information:

Section /Field n am e Descrip tion

Nam e Given name, not used by the service

MCU Associated MCU (if any) Note: M CUs must be configuredprior to appearing in this dropdownlist

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Section /Field n am e Descrip tion

Type The defined type of pool. Currently two types are supported ‘OneTimeVmr’ and‘PreProvisionedVmr’ Note:

Descr iptio n Free text field to type the description of this VMR Pool

Prior ity Pool priority in case multiplepools are eligible as location for the m eeting

Defa ult VMR Poo l One pool has to beset as default. This pool wil l be usedif there is nopreferencew ithin the meetingbookingitself,

Host pin A 4-digit pin codewill be randomly generatedfor each one-time VMR for hosts to use to start themeeting. See

Guest p in A 4-digit pin code will be randomly generated for eachone-time VMR for guests to use to join the meeting.

Con fer en ce Alia s Rang e Start This defines the start value of thenumber range used to create the UR Is (e.g.

Con fer en ce Alia s Rang e End This defines theend value of thenumber range used to create the URI (e.g.

Con fer en ce Alia s Domain This defines thedomain of theURI.

Con fer en ce Alia s Prefix This defines a prefix that will be added in front of the numeric alias for provisioning the URI. The numeric alias will

Changingtype is not supported after it has beensaved

or if pools of higher priority have no available U RI/slot left

"Configuring Cisco MeetingServer profiles with Synergy JOIN " on page120 for controlling the behavior of hosts

and guests on Cisco MeetingServer

900000

9999999

still be provisioned as an alternative alias for the vmr to enable IVR dial-in.

NOTE: Videonor Cloudr equires all URIs to start with a alphanumeric prefix

To create a PreProvisioned VMR Pool you will have to configure additional parametors for the Pre Provisioned VMR's you would like Synergy JOIN to detect.

Section /Field n am e Descr iptio n

URI The given URI of the VMR

Num er ic URI The N umeric URI of the VMR

HostPin (If Applicable) The 4-digit pin code hosts to useto start the m eeting withintheVMR

GuestPin (If Applicable ) The 4-digit pin code guests haveto useto join the VMR

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VMR Pool List

The VMR Pool List listsallof the VMR's that existin Synergy JOIN

Section /Field n am e Descr iptio n

Nam e The field wi ll display the given name of the VMR

Defa ult If the VMR is a default VMR, there w ill be a ✔ si gn to indicatethat this is the default VMR

MCU The MCU that is associatedwith this VMR Pool

Prior ity The pool priority for this VMR Pool

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Section /Field n am e Descr iptio n

Type This field indicates whether this is a OneTimeVmr or a PreProvisionedVmr

Descr iptio n This fielddisplays thepredefined description of theVMR Pool

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Task 6: Creating Matching Rules

After configuring the General Settings, you need to create matching rules.

The matching rules in JOIN allow you to define how calendar bookingsshould be processed.

As an example, you can create rules that define that JOIN should do the following:

1. Look for personal VMRs in invitesfrom internal users.

2. Look for Skype invitesfrom all users.

3. Create a one-time-VMR if neither 1 or 2 apply.

Configuring the General Rules

Configure the General Rules as follows:

Fiel d Descr iptio n

Interna l em ail do mains Specify a comma separated list of the email domains your organization uses. This list is usedto determine whether a meeting room

invitation is sent from an internal or external user. It is also used to determine which users are internal andexternal when sending out connection informationemails. (e.g.

synergysky.com, synergysky.eu, synergysky.us

)

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Creating the rules

First, selectthe type of rule you want to add from the Add Rule dropdown menu:

Rule type De scrip tion

Skype UR I in He ad er s This rule makes JOIN look for Skype invites in hidden text in theinvite.

This will normally work for all Skype meetings w henthe invitationis sentinternally in the organization. The information may however be lost if the email jumps multiple Exchangeservers, or whenthe invite comes from someone outside the organization.

Skype UR I in Bod y This rule analyzes the Hyperlink in the body of the invitationto find the URI of the Skype meeting. This will

Tea ms URI in He ad ers This r ule makes JOIN look for Teams invites in hiddentext in the invite.

Tea ms URI in Bod y This rule m akes JOIN look for Teams invites in the meeting body via Regex rule. The r ule can be adjusted

Reg ex Rule This rule enables you to use Regex to define how you want JOIN to work. Youcan define your own pattern

Han gou t Mee t This rule enables JOIN to look for Google Hangout m eetings in the Body of the Google Hangouts Meeting via

work in m ost environments, bothi nternally and externally, butis slower. It is therefore recommended to use this as a fallback rule with lower priority than the Skype URI in Head er s rule.

NOTE:This function requires Synergy JOIN to haveaccess over HTTPStothe Skype server where the meeting is hosted; either directly or via a proxy server.

This will normally work for all Teams m eetings when the invitationis sent internally in the organization. The information may however be lost if the email jumps multiple Exchangeservers, or whenthe invite comes from someone outside the organization.

NOTE:TheTeams rule should be added with a high priority than the Skype rules, since Teams invitations also contains an Skype invitationin the header

according to the pattern in your Teams setup.

matches, and differentiatebetween invitations from internal and external organizers.

Youcan define both m atching patterns and replace patterns to transform theU RI whenr equired.

This rule can be added multipletimes.

Regex rule. This rule is prepopulated when you select it

Skype URI in Headers

Configure the remaining fields as follows:

Fiel d De scrip tion

Prior ity Thepriority defines theorder in which the rules are applied. The lowest number gives thehighest priority. (E.g.1 is processed

Applies to Internal invitations

Match ing value Not applicable

Rep la ce va lue Pexip:

before 5).

S4B.(Skype MeetingId).(SkypeUs erId) @(UserDomain)

where:

l SkypeMeeti ngId = alphanumeric m eeting Id foundi n every Skypem eeting invite l S kyperUserId = the userpart of the organizer’s Skype SIP UR I l U serDomain = the domain in theorganizer’s Skype SIP URI

NOTE: For Organizations with a Pexip Gateway hosted by a Service Provider, the recommended pattern would be:

S4B.(Skype MeetingId).(SkypeUs erId) _(UserDomain)@ servi ceProvidersDomain.c om

This allows the Service Provider to strip away their domain andreplacethe underscore w ith @ before sendingthe call through thePexip Gateway.

CMS:

(Skyp eURL) @Com panyC MSDom ain.l ocal

where:

CompanyCMS Domain.local = the routing domain that ensures the call is routed to theCMS.

Note : This domain must also be added as a “Targets Lync Sim plejoin” domainon theCMS under Co nfigu ration > Incoming

Calls.

StarLea f Clou d:

This fieldis disabled as the r equired value is automatically configured.

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Skype URI in Body

Configure the remaining fields as follows:

Fiel d De scrip tion

Prior ity Thepriority defines theorder in which the rules are applied. The lowest number gives thehighest priority. (E.g.1 is processed

Applies to All i nvitations

Match ing value Not applicable

Rep la ce va lue Pexip:

before 5).

Use the same format as for Skype URI in Headers.

CMS:

Use the same format as for Skype URI in Headers.

StarLea f Clou d:

This fieldis disabled as the r equired value is automatically configured.

Teams URI in Headers

Configure the remaining fields as follows:

Fiel d De scrip tion

Prior ity Thepriority defines theorder in which the rules are applied. The lowest number gives thehighest priority. (E.g.1 is processed

Applies to Internal invitations

Match ing value Not applicable

Rep la ce va lue Pexip:

before 5).

Teams.(Tea msMeetingId)@compan y.com

where:

l T eamsMeetingId = alphanumeric meeting Id foundin the Teams meeting invite

The URIneeds to match the Teams gateway rule in the Pexip configuration. Pleaserefer to the Pexip documentation for more details

Teams URI in Body

Configure the remaining fields as follows:

Fiel d De scrip tion

Prior ity Thepriority defines theorder in which the rules are applied. The lowest number gives thehighest priority. (E.g.1 is processed

Applies to All i nvitations

Match ing value Not applicable

Rep la ce va lue Pexip:

before 5).

Use the same format as for Skype URI in Headers.

Hangout Meet

Configure the remaining fields as follows:

Fiel d De scrip tion

Prior ity Thepriority defines theorder in which the rules are applied. The lowest number gives thehighest priority. (E.g.1 is processed

Applies to All i nvitations

before 5).

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Fiel d De scrip tion

Match ing value This fielddefines the Regex rule for matchingdata . For example:

\[email protected]

This fieldis prepopulated to catchall hangout meetings

Rep la ce va lue This field defines how the matcheddata should be transformed before being sent to the endpoint.

This fieldis pre-populatedto replace thematching value that has beenidentified.

will matchall UR Is starting with a number and ending with

@company.com

)

Regex

Configure the remaining fields as follows:

Fiel d De scrip tion

Prior ity Thepriority defines theorder in which the rules are applied. The lowest number gives thehighest priority. (E.g.1 is processed

Applies to All i nvitations

Match ing value This fielddefines the Regex rule for matchingdata . For example:

Rep la ce va lue This field defines how the matcheddata should be transformed before being sent to the endpoint.

before 5).

\[email protected]

Pexip:

The value \0 uses the entire matchedvalue, while \1 matches thefirst pair of parenthesis and so on.

Example:

Match ing Valu e: Id: (\d)

Rep la ce Value : \[email protected]

Email b ody: ConferenceId: 123456789

URI = [email protected]

CMS:

If you have CM S for internal dual-home, you can use a regex rule to look for "conference id: 123456" from internal m eeting organizers.

will matchall UR Is starting with a number and ending with

@company.com

)

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Testing, editing and deleting rules

Click the large Test button in the Add Rules area of the Matching Rules tab to launch the Regex Test Tool. The tool willhelp you identify any errors in your regex by testing a Matching Value and Replace Value towards a text field:

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Task 7: Adding Rooms

This tab iswhere you choose which meeting-room resources should be monitored by JOIN. The Microsoft Exchange User service account requires Full Calendar Accessto these rooms when you have configured your installationwith Exchange. For Google mode, a properlyset up Google Service account is required along with correctly set Calendar scopes. For more details see Requirements.

This table explains the fields and buttons on the Rooms tab:

Section /Field n am e Descr iptio n

Availa ble Ro om s This list shows a li st of Roo m L ists from your Exchangeor Google Environment

Room li sts are special address books in Exchange/ Googlethat only contain Rooms.

If no r oom lists are shown, ask your administrator to create one for you based on the examples below.

Oncea list of Room Lists is shown, double-click a l ist to open it. You can thendouble-click rooms to addthem to the Selected R oo ms list.

Examplefor creatingr oom lists in the Microsoft ExchangePowerShell tool:

$RoomAlias = Get-Mailbox -RecipientTypeDet ails RoomMailbox Filter {Of fice -eq 'HQ'} | select -ExpandP roperty Alias

New-Distri butionGroup -RoomLi st -N ame 'HQ Me eting rooms' Members $R oomAlias

$RoomAlias = Get-Mailbox -RecipientTypeDet ails RoomMailbox | select -Ex pandProperty Alias

New-Distri butionGroup -RoomLi st -N ame 'All Mee tingr ooms' Members $R oomAlias

Selected Roo ms This list shows which rooms are added to JOIN. They must be “connected” to videosystems

Refresh Room list This button is used to refreshtheroom list.

Add Excha nge room manu al ly Click this button to add r ooms from Exchangemanually.

in the Vid eo Systems tabbefore they can be used. Double-clicking rooms in this list will remove them.

Note : It can take up to 15minutes before a room li st is visible here after adding a room l ist in

Exchange.

This is done by providing a display name and an alias for the room.

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Task 8: Adding Video Systems

This is where you connect the Exchange meeting-room resources to the Video Systems. The video systems can be defined manuallyor retrieved from Cisco TMS.

This table explains the fields and options on the Video Systems tab:

Section /Field n am e Descr iptio n

Selected Roo ms This list shows a list of all Exchange Rooms that are added to JOIN.

l C orrectly configured systems are shown in bold. l R ooms that are not connectedto video systems are shown with normal text. l R ooms wi th incorrect details are show with strike-through text.

Select a room to configure it.

Tracking mode

l M an age manu al ly: Use if you want to addthe videosystem's details manually (video systems with static IP

address).

l L in k to TMS: Use i f youw antthevideosystem to be trackedby TMS (video systems with DH CP). Clicking Find in

TMS launches a TM S system browser. There may be a delay the first time thesystem browser l aunches.

System Username : The admin account for the video system ( e.g.

System Passwo rd : The password for the admin account. The system password is not available from TMS, so you will always haveto add this manually.

System IP a dd re ss: The IP address or hostname of the video system.

admin

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Section /Field n am e Descr iptio n

Dial Option s This setting defines whether the videosystem should get One-Button-to-Push (C isco OBTP) or Click-to-Join(Polycom

CTJ) messages or bedialed out to.

l C isco On e Button to Push: The video system will receive Ci sco OBTP information about upcomingm eetings (l imited

to the next 24 hours). For a list of supportedvideo systems, see "Requirements" onpage9.

l Po lycom Click To Joi n: The video system will receive Polycom CTJ information about upcoming meetings. Polycom

endpoints will get the meetings for 'today'. The endpoint must get the m eetings from Exchange. Notethat HD X does not support Office 365. For a list of supported video systems, see "Requirements" onpage9.

l D ial Ou t to System: The video system will receive an incoming call from the Pexip MCU/GW at the meetingstart

time. If theconnection attemptfails, the MC U will r etry connecting according to thesettings in theCon fere n ce

Setting s tab.

SIP/H32 3 U RI: TheURI thevideosystem can be r eachedon.This U RI must be dialable by the Pexip M CU/GW.

Dial ou t from MCU Loca tion : The location the Pexip MCU/GW will use when making the call.

Con nect an d Add System Displayed if Dia l Optio ns:

Cisco OneButton To Push

is selected.

Click this buttonto test theconnection and addthesettings.

The serial number of the videosystem will be saved andr emembered by JOIN to ensure it’s sendingthe Cisco OBTP information to the corr ect video system.

Save a nd Add System Displayed if Dia l Options:

Polycom Click to JoinorDial Out to System

are selected.

Click this buttonto add the settings.

Video system passwo rd s Specify a list of default passwords that JOIN will try when connectingto video systems.

Note: JOIN performs a nightlycheckof connectivity and time/date of all Cisco OBTP-enabled endpoints. If configured on the

General Settings tab of the configurator, admins are notified of any issuesidentified during this check. The check takes place

between 2am and 3am local server time; thisisnon-configurable.

Note: If the video system’scodec isreplaced for any reason, and the video system isnot linked to and imported from Cisco

TMS, you must re-add the videosystem here.

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Task 9: Configuring Conference Settings

If you are running Synergy JOIN 3.1 you willhave to read the "VMR Pools" on page66 section to configure One-Time-VMR Settings.

The conference settings define:

l conference configuration l one-time-VMR pin and URI details l who receives conference dial-in information emails l End of Conference Warnings

Configure the fields in the Conference Settings tab as follows:

Section /Field n am e Descrip tion

Con nectio n De tails

Con fer en ce Start Bu ffer (M inu tes) The start buffer defines whenVMRs are provisioned and can be dialed into, andi t defines whenthegreen button in

Con fer en ce End Buffer (Minu tes) The endbuffer defines whenthe VMRs are de-provisionedand the r emaining participants are disconnected.

Retry count on dial o uts The retry count controls how many call attempts are made to dial-out vi deosystems if theinitial connection

Retry delay b etwe en The retry delay controls how long JOIN wil l wait between the dial outattempts per participant.

Hide non -vid eo meeting s from vi de o system If selected, meetings without dialableURIs will not be visi ble as Cisco One ButtonTo Pushmeetings on booked

Disconn ect au to- dialle d p a rticip an ts at con feren ce en d

One- Time-VMR Settings If you have specifiedthat JOIN should cr eate one-time VMRs, this is where you define whether the one-time

theC isco OBTPor Polycom CTJ messagecan bepressed on the video system. It also defines whenDial-in information is resent to the i nvitees i f Rese nd dial- in informa tion at C on feren ce Start Buffer is ticked.

attempt fails.

endpoints.

If selected, JOIN will disconnectdial-out calls it has initiatedat conference end buffer, or if the m eeting is deleted.

VMRs should be configured with pin codes, andthenumeric alias number range and domain so the VMRs can be reached via anIVR from telephones.

The pin codes are included in the emails that are sent out to the Organizer and internal/external guests.

Note : If using pin codes, you must update the email templates to ensure that the host pin is not sent to guest

participants.

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Section /Field n am e Descrip tion

Host pin A 4-digit pin code will be randomly generatedfor eachone-time VMR for hosts to useto start the meeting. See

"Configuring Cisco MeetingServer profiles with Synergy JOIN " on page120 for controlling the behavior of hosts

and guests on Cisco MeetingServer

Guest p in A 4-digit pin code wil l be randomly generated for eachone-time VMR for guests to use to join them eeting.

Con fer en ce Alia s Rang e Start This defines the start value of thenumber r ange used to create the URIs ( e.g.

Con fer en ce Alia s Rang e End This defines the end value of the number range used to create the URI (e.g.

900000

9999999

Con fer en ce Alia s Domain This defines thedomain of theURI.

Con fer en ce Alia s Prefix This defines a prefix that will be added in front of the numeric alias for provisioning the URI. The numeric alias

will still be provisionedas an alternative alias for the vmr to enable IVR dial-in.

NOTE: Videonor Cloudr equires all URIs to start with a alphanumeric prefix

End o f Con feren ce Warnin g

Enab le End of Con fere nce Warn in gs If ticked, End of Conference W arningnotifications will be presented in the videostream X m inutes before a

conference is aboutto end.

This applies for:

l Pexip personal VMRs l Pexip onetime VMRs l C MS onetime VMRs

Endof ConferenceW arningNotifications do not work for Gateway calls.

End o f confere nce text ( use {0} a s pla ceh olde r) Enter thetext youw ant to appear if Enab le End of C on feren ce W arnin gs is ticked.

The placeholder {0} will display the number of minutes l eft in them eeting, based on the settings you haveentered below.

Con fer en ce e nd in g text The text that will appear whenthe scheduled end time of a conference is reached.

Con fer en ce ca nce lle d te xt The text that will appear when a conference the conference endbuffer has beenr eached or if the m eeting is deleted.

Messa g e d isplay duratio n (se cond s) The length of time in seconds thatEndof ConferenceW arnings should stay onthe scr een.

Messa g e d isplay mo de Definei f the m essages shouldbe visible i n the video stream, the chat ( WebRTC chat, Skype chat and Pexip/CMS

client chat) or both.

When to sh ow warning s (minu tes befor e e nd ) Specify whenthe End of Conference W arningNotifications shouldbe displayed. Multiple entries must be separated

by a comma.

End o f confere nce warn ings are r elative to

end of booking

end buffer

: durations and other specifications are relative to the end time of the bookedconference.

: durations and other specifications are relative to the conferenceend buffer.

Mee ting Ma nag er d isp lay name Define the name of the account that will be visible in the roster list while theend of conference messageis being

displayed.

Note : Not available for CMS.

Pexip r eve rse proxy / con fer en ce n ode Enter theURLfor the Pexip reverse proxy / conference node.

Note : Not requiredfor CMS.

Send Confe re nce Dial-i n Info rmation Ema ils This section specifies whether the organizer, internal guests andexternal guests should r eceivea dial-in

information email when meetings are booked.

To edit the email templates, go to

C:\SynergySKY\SynergySKYEnterpriseScheduling\emailTemplates

and

manually edit thetemplates usingan HTML editor. See"Configuring Email templates" on page105.

Note : The email domain list i n the Matchi ng Rules tab is used to determine which guest participants are

internal/external.

One- Time-VMR s Specify who will r eceivethedial-in information email when a one-time-vmr meeting is booked.

Skype Mee ting s Specify who will receive the dial-in information email whena Skype meeting is booked.

Reg ex rule mee ting s Specify who wil l receive the dial-in information email whena regex r ule meeting is booked.

Rese nd dial- in i nforma tion before Con fere nce Start

Specify whether a dial-in informationemail will be resentto the specifiedrecipients shortly before the conference start time.

Min utes before start to sen d in formatio n Specify the number of minutes before the conferencestart time that thedial-in information email will be resent to

thespecified recipients.

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Section /Field n am e Descrip tion

Body Up date: U pd ate orga ni zer's calen da r a nd sen d u pd ate instead of se ndin g e ma ils

This functionw ill enable Synergy JOIN to log into the calendar of eachmeeting's organizer to updatethe calendar invite andsend an update to all invitees. This enduser experience will allow users to book video meeting directly from their nativecalendar clients without having any custom plug-ins installed, andstill havethe dial-in information of the videom eeting automatically.

NOTE:Remember to define in which cases the body of the m eeting invitationshould be updated in the checkboxes above; i.e. One-Time-VMR, SkypeM eeting, Regex rule meeting.

Failure to update the calendar will lead to an email beingsent to them eeting organizer with the dial-in details, with instructions to update the invite manually. The administrator, defined in theGeneral Settings tab wil l also be notified about the failure. The notification to the administrator will contain the commands required to fix permissions problems to the organizer' s calendar. See"ExchangeResource Account Requirements" on page12 for information on how to set the correct permissi ons in Microsoft Exchangerequired for this feature to operate correctly. for more details

Note:Enablingthe generation of Host pins for conferences and adding this to the email template will m ake the host pin visible to all invitees since thesame informationis sent out to all participants in the m eeting. The host pin should therefore be defined in the details

hostPin.html

template. See "Configuring Email templates" on page105for more

The below example shows only the 'One-Time VMRs' check-box is ticked along with the 'Body Update' tickbox at the bottom. This means that only when a one-time VMR isbooked, JOIN willupdate the Organizers calendar instead of sending an email. Allof the other guest (internal and external) willreceive an emailwith the updated information.

The same rules applyfor Regex Rule Meetings & Skype Meetings.

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Task 10: Configuring Services (optional)

JOIN can be set up with extra value added services. These services include EWS Emulators, Recording, One-Time-Vmrs and IVR dial-in functionalityfor Skype Online Meetings.

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EWS Emulation and API fields

EWS Emulation has been integrated in Synergy JOIN to allow Polycom endpoints to connect Synergy JOIN without the need for a direct connection with an Exchange Online server

The JOIN API username/password box is used by Synergy JOIN to communicate with Synergy CONTROL.

Additionalinformation as wellas how to connect your Polycom Endpoint to Synergy JOIN can be found here

Section /Field n am e Descr iptio n

Enable EWS Emulator Enablingthe EWS emulator allows the HDX and Group Series Polycom endpoints to connect to JOIN as video rooms in the

Enab le Basic a uth en ticatio n fo r EWS emu la tor

Set custom JOIN API use rn ameÆ/passwo rd

rooms tab and can be added to meetings as meeting r oom resources

This enables authentication for theEWS emulator for Polycom endpoints connecting to JOIN. If the box is left unticked, no password is required for theendpoint to connectto JOIN.

Allows you to change the default username and password for JOIN to communicate with CONTROL

Recording

The recording option in JOIN enables users to easily add recording to a meeting. The integration requires a recording serviceby one of the supported providers and a resource account in Exchange that users add to their invitation when scheduling a meeting in Outlook. The resource account can even be added to and/or removed from the meeting after the meeting has started to only record a part of the meeting.

Section /Field n am e Descr iptio n

Quickch an ne l Quickchannel delivers a RTMP based recordingservice which is supported w ith Pexip Infinity MC U. Recordings are stored

Exchan ge re sou rce email ad dress The email addresses of the Microsoft Exchanger esource account that should be usedfor trigger therecording. The account

Reco rd in g Base URL This URLprovidedby Quickchannel for your recordingaccount. The URLyouget m ay containmore information thanshould

Dua l Strea ms Check this checkbox if the Quickchannel service should record both the m ain stream and the content channel. The streams

Dial ou t from MCULoca tion Select which Pexip l ocation should beused to connect to the Quickchannel recordingservice

in the Quickchannel service under the account of them eeting organizer with the same title that was definedin the meeting invitation. A new account will be createdfor the organizer if anexisting account w as not found.

needs the same permissions andprocessing parameters as the other room accounts, and should also be set up to allow conflicts so that it may bebookedin m ultiple meetings at thesame time.

Set-CalendarProcessing < resourcealias> -DeleteComments $false -RemovePrivateProperty $false AddOrganizerToSubject$false - DeleteSubject $false -ProcessExternalMeetingMessages $true- AllowConflicts $true

be added here, so everything after the first underscore should be removed ( including the underscore)

Example:

The URLmay be: rtmp://stream61.abiliteam.com/ability494push/mp4:0x37d175e6984f31aaec87cb376fdd3141_ abcdef12345abcdf_cam1

Butshould be: rtmp://stream61.abiliteam.com/ability494push/mp4:0x37d175e6984f31aaec87cb376fdd3141

are stored as individual streams but can beplayed back synchronized by theQuickchannel videoplayer.

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Section /Field n am e Descr iptio n

REC.VC Media Network Service delivers a SIPbasedr ecording service called REC.VC, w hich is supported with both Pexip Infinity

and C isco M eeting Server. Recordings are stored in the REC.VC under the account of them eeting organizer. The recording requires theorganizer to have an accountwith the REC.VC service, becausethe call to the service will be connected by a dial-out to a re-written version of theorganizer's email address.

Example: [email protected] schedules a meetingthat goingto be recorded by REC.VC. Synergy JOIN will at thestart time of themeeting initiate a sip call out to [email protected]. The re-wr ite r ule is defined in thefollowingsettings.

Exchan ge re sou rce email ad dress The email addresses of the Microsoft Exchanger esource account that should be usedfor trigger therecording. The account

needs the same permissions andprocessing parameters as the other room accounts, and should also be set up to allow conflicts so that it may bebookedin m ultiple meetings at thesame time.

Email a ddre ss Ma tchin g Rule (Re gex) The Regex rule to identify parts of the organizer's email address to beused i n the replace rule below

Example: ( .+)@acme.com

Email a ddre ss Re pla ce R ule (Re g ex) The Replacevalue to be usedwith the regex rule: \[email protected]

Dial ou t from MCULoca tion Select which Pexip l ocation should beused to connect to the Quickchannel recordingservice.

Note : Not requiredfor CMS.

Section /Field n am e Descr iptio n

Pano pto Panopto delivers a RTMP based recording service which is supported with Pexip Infinity M CU. Recordings are storedin the

Panopto cloud service under the account of them eeting organizer with the same title that was definedi n the meeting invitation. The recording will be stored in the account of theapi user if theorganizer did not have a user in Panopto.

The Panopto service returns the URLusedto view the meeting whenthe meeting is booked. This URLcanbe automatically be embedded into the m eeting invitationby referring to the %StreamingPath% variable in the recordingFooter.html template. See""%StreamingPath%" on page106" for more information.

Exchan ge re sou rce email ad dress The email addresses of the Microsoft Exchanger esource account that should be usedfor trigger therecording. The account

needs the same permissions andprocessing parameters as the other room accounts, and should also be set up to allow conflicts so that it may bebookedin m ultiple meetings at thesame time.

Pano pto ser ver n ame This server name can be found in your Panopto profile.

Example: acme.cloud.panopto.eu

APIUserna me The username of the API account youhavecreated for the integration. The integration user needs to have

"admin"permissions in your Panopto account.

Example: api

APIPasswo rd The password of theAPIaccount.

Dial ou t from MCULoca tion Select which Pexip l ocation should beused to connect to the Panoptor ecording service

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Note: It is possibleto stop the booking confirmation emails from the recording service account to spam the user's mailbox by setting up a "Second transport rule to remove accept confirmations" on page113

One-Time-VMR

The One-Time-VMR (Dynamic VMR) option in JOIN enables users to easily schedule video meetings without any plug-ins in the email client. The function willcreate a temporary virtual meeting room on the MCUdefined in the General Settingstab, with a URIwithin the range defined in the Conference Settings tab. Video systems that are included in the meeting invitation will be provisioned with Cisco One Button To Push and Polycom ClickTo Join so that they can join the meeting by a push of a button. All invitees willreceivethe dial-in information so that they can joinfrom their personal device if they prefer that. The dial-in information can sent as a individual emails to each inviteeor included inthe calendar invitebody.

There are potentiallythree triggers that can be set up to enable One-Time-VMRs, and all three can be used simultaneously

l Adding a video enabled meeting room to the invite(e.g. [email protected]) l Adding a specificresource to the invitethat allow conflicts(e.g. [email protected]) l Adding a specifickeyword to the meeting invite (e.g. @video)

Section /Field n am e Descr iptio n

Exchan ge re sou rce email ad dress The email addresses of the Microsoft Exchanger esource account that should be usedfor trigger thecreation of theOne-

Only wh en this reso ur ce id add ed to the bo okin g

If e ithe r thi s reso urce a nd/or a roo m is bo oke d

Time-VMR. The account needs thesame permissions and processingparameters as the other room accounts, and should also be set up to allow conflicts so that it may be bookedin multiple meetings at the same time.

This setting restricts thecreation of One-Time-VMRs to when the Exchanger esource specified above is added to the meeting invitation;either specifically by the user, or automatically by the Exchangetransport rule

This setting enables JOIN to create a One-Time-VMR if either a room is bookedor if the Exchanger esource specified above is addedto the meetinginvitation.

Note 1:using a keyword (e.g. @video)to book video meetings require a "Hub Transport Rules" on page110 to be set up in the Microsoft Exchange environment

Note 2: It is possibleto stop the booking confirmation emailsfrom the One-Time-VMR serviceaccount to spam the user's mailboxby settingup a "Second transport rule to remove accept confirmations" on page113

Skype IVR

The Skype IVR (Skype Interactive Voice Respons) option in JOIN enables users to join Skype Online (Skype for BusinessOffice

365) meetings by dialing into a specific URI (e.g. [email protected]) and entering the numericConference Id that is automatically inserted into the meeting invitation when booking a Skype Online meeting. The option also make it easyfor users to jointhe Skype meeting via WebRTC which usually has a higher successrate than the SkypeWeb app. The picture below show how the meeting invitation may look like with the footer describing how to join the meeting.

Section /Field n am e Descr iptio n

Exchan ge re sou rce email ad dress The email addresses of the Microsoft Exchanger esource account that should be usedfor trigger theIVR option. The account

needs the same permissions andprocessing parameters as the other room accounts, and should also be set up to allow conflicts so that it may bebookedin m ultiple meetings at thesame time.

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Note 1:The Skype IVRoption requires the Audio Conferencing option to be enabled in the Skype Online subscription so that the Conference Id ispopulated in the meeting invitation.

Note 2:The Skype IVRoption onlyworks with Pexip, and requires a "Local PolicyScript" on page114to be added to the Pexip Management Node

Note 3: It is possibleto stop the booking confirmation emailsfrom the IVR service account to spam the user's mailboxby setting up a "Second transport rule to remove accept confirmations" on page113

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Task 11: Adding a License

Add a license for your JOIN installation, obtained from www.synergysky.com or from your Synergy SKY Representative.

The licenscing mechansim from Synergy JOIN version4.x and above has changed. The licensing now operates via a License Key or an API Key. The

1. API Key

Once you have been provided with an API key, paste thisinto the Product license API Key section. Synergy JOIN willfetch a new License key from the licensing server. The license key will be retrieved and placed into the License Key section. The licensekey refreshes itself every 14 days therefore JOIN requires accessto the Internet in order for the license key to stay active.

2. License Key

To obtain an offline licensekey you will have to get in touch with your Synergy SKY representative or send a request to Synergy SkySupport ([email protected]).

You willhave to provide the Machine ID of the hosting server. This can be found by running the following Powershellscript get-

wmiobject Win32_ComputerSystemProduct | Select-Object -ExpandProperty UUID

Once we have the machine ID, we willprovide you with a License Key you can paste in to the Licensing tool.

Note: You can choose for administrators to receive emailnotifications ifthe license isabout to expire, this is configurable on the

General Settings tab of the configuration tool.

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Task 12: Configuring Email templates

Depending on the type of meeting booked, the following emailsare sent out to users from JOIN:

Type of e ma il Descrip tion Email te mp late file name

Error Recurr ing Me etin g Sent whena recurring meeting is bookedwith no end date as this is notsupported in

Orga nizer In vite Sent to them eeting organizer when a one-time-vmr meetingis booked.

Interna l Invite Sent to internal participants when a one-time-vmr meeting is booked. Includes dial-in

External Invi te Sent to participants external to your organizationwhena one-time-vmr meeting is

Orga nizer In vite Skype Sent to them eeting organizer when a Skype meeting is booked.

Interna l Invite Skype Sent to internal participants when a Skypemeeting is booked.

External Invi te Skype Sent to external participants w hena Skypemeeting is booked.

Orga nizer In vite Static Sent to the m eeting organizer when a regex r ule meeting is booked.

Interna l Invite Static Sent to the internal participants when a regex rule meetingi s booked.

External Invi te Static Sent to theexternal participants when a regex rule meeting is booked.

Information head e r for ema ils to m ee ting orga nizer s whe n Cale nda r Up da te fails

Host pin co de email EnablingtheCalendar Updatefunctionr esults in all invitees gettingthe same

Foo ter fo r me etin gs that are be ing reco rded

JOIN.

NOTE:This informationwill be inserted into the calendar invite and is resent to all invitees whenthe Calendar Update function is used

information for themeeting.

booked. Includes dial-in informationfor the meeting.

NOTE:This informationwill be inserted into the calendar invite and is resent to all invitees whenthe Calendar Update function is used

Added to the beginningof theemails to the organizers if the calendar could not be updated automatically

information as theorganizer since the information is inserted in the calendar body. The Host Pin will therefore besent to theOrganizer as a separateemail if Host Pin generation is enabled

Added to the end of the email to the

error_recurringmeeting.html

organizerInvite.html

internalInvite.html

externalInvite.html

organizerInviteSkype.html

internalInviteSkype.html

externalInviteSkype.html

organizerInviteStaticVMR.html

internalInviteStaticVMR.html

externalInviteStaticVMR.html

fallbackHeader.html

hostPin.html

recordingFooter.html

The email templates are located here:

C:\SynergySKY\SynergySKYEnterpriseScheduling\emailTemplates

and you can edit

them using an HTML editor.

You can edit all text that is not between the % symbols. You can remove any % attributes that you do not want to displayin your emails.

The following attributes can be used in the templates:

Attribute name Descr iptio n Exam ple

%URI% The full URI of the meeting [email protected]

%NumericVMRURI% The numeric part of the meeting 12346578

%HostPin% The pin code for the host of the meeting 2412

%GuestPin% The pin code for theguests of them eeting 0211

%starttime % The start time of themeeting 01.01.2017 10:00

%endtime % The end time of the meeting 01.01.201711:00

%subject% The subject of the meeting Board m eeting

%invite bo dy% Thefull body of the meetingi nvitation …

%org anize r_ firstname % The first name of themeeting organizer Jane

%org anize r_ lastname% The last name of themeeting organizer Smith

%org anize r_ em ail% Theemail address of the m eeting organizer [email protected]

%invite e% The name of theperson the meetingi nvite is sent to. John Jones

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Attribute name Descr iptio n Exam ple

%isPrivate % Aflag indicating if them eeting is booked as Privateor

True

not

%SkypeCo n fere nceId% The numeric conference Id foundin the invite of Skype

87564312

invitations that havePSTNdial-in capabilities

%SkypeGRUU% The Globally Routable Unique Identifier of Skype

sip:[email protected];gruu;opaque=app:conf:focus:id:TTC86056

meetings

%SkypeUR L% The URLfound in the Skype meetingi nvitation https://meet.lync.com/company-com/jsmith/6LN9569P

%Stream ingPath % The URLto view the live/on-demand video stream from

them eeting. Only applicable for Panoptor ecording

%HostSecret% The secret that need to bein the UR Ltoenable one-

https://cms.company.com/?secret=%HostSecret%&id=%NumericVMRURI% click-joining as Host on W ebRTC i n One-time-VMRs on the Cisco Meeting Server

%GuestSecr et% The secretthat need to be in the URLto enable one-

https://cms.company.com/?secret=%GuestSecret%&id=%NumericVMRUR I% click-joining as Guest on W ebRTC in One-time-VMRs on the Cisco Meeting Server

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Task 13: Configuring a proxy server (optional)

You can configure JOIN with a proxy server and specify which components you want to use the proxy server for in the configurator on the Network tab. Once configured, you can test whether it isworking correctly.

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Example meeting scenarios

Scenario 1: Booking a Skype meeting with one or more video-enabled meeting-rooms

Descr iptio n Re qu ire me nts Examp le rule

l M eeting organizer schedules a Skype m eeting using Outlook. l The invite includes video-enabledendpoints/meeting-rooms. l JOIN sends the endpoints/meeting-rooms the Skypemeeting

URI as the One Button to Push ( Cisco OBTP) or Click to Join (Polycom CTJ) message.

SkypeURI in Headers m atching rule

SkypeURI in Body matching rule

l Pexip:

S4B.(SkypeMeetingId).(SkypeUserId)@(UserDomain)

l StarLeaf C loud:

Auto-generated

l Pexip:

S4B.(SkypeMeetingId).(SkypeUserId)@(UserDomain)

l C isco CMS 2.2or later + O365Skypefor Business (CMS 2.2

or later):

Matching value: None

Replace value: (SkypeURL)@CompanyCMSDomain.local

l StarLeaf C loud:

Auto-generated

Regex CIsco CM S+ Internal on premises Skypefor Business server:

l M atching value: id:\s*(\d+) l R eplace value: \[email protected]

Scenario 2: Booking a Personal VMR (Virtual Meeting Room) meeting with one or more video-enabled meeting-rooms

Descr iptio n Re qu ire me nts Examp le rule

l M eeting organizer schedules an ordinary Outlook

appointment.

l The invite includes video-enabledendpoints/meeting-rooms. l The invite email body includes a personal VMR uri, for

l R egex matching rule l A valid U RI included in the

email body, for example in theemail signature.

(meet|vrm)\.[a-z0-9\-_\.]+@example\.com

example in the email signature.

l JOIN sends the endpoints/meeting-rooms the personal VMR

URI as the Ci sco OBTP or Polycom CTJ message.

Scenario 3: Booking a One-time-VMR with one or more video-enabled meeting-rooms

Descr iptio n Re qu ire me nts Examp le rule

l M eeting organizer schedules an ordinary Outlook

appointment.

l The invite includes video-enabledendpoints/meeting-rooms. l There is no URIanywhere i n the body of the invitationthat

matches any of the regex matchingr ules.

l JOIN creates a one-time URI onthePexipMCU and sends

theendpoints/meeting-rooms theone-time-VMR URI as the Cisco OBTP or Polycom CTJ message.

l An email containing the dial-in information for theone-time-

VMR is sentto the invitees (optional).

l In theJOIN C onfigurator,

Cre ate VMR is selected.

N/A

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Scenario 4: Forwarding an existing invitation to a video-enabled meetingroom

Descr iptio n Req uire ments Example rule s

l U ser receives a meeting invite from

someone internal or external to their organization and wants to join the meeting from a video-enabled endpoint/meeting-room.

l U ser forwards the invite to the

endpoint/meeting-room.

l JOIN understands how to process the

meeting from the contents of the invite email.

l JOIN forwards the appropriate dial

string to the m eeting-room as theOne Button to Push (Ci sco OBTP) or Click to Join (Polycom CTJ) message.

Currently the following meetingtypes are supported for forwardingin JOIN:

l Skype l Teams l Personal VMR l One-time-VMR l BlueJeans l C isco Webex l Starleaf VMR l StarLeaf Scheduled Meeting l Videonor l Videxio l U nivago l Zoom

Preprogrammed templates for theser ules can be found in theRegex builder in the Matching Rules tab.

l Skype

internal/external matching r ule

l R egex

matching r ules

l M icro soft Skype :

Pexip:

Matching value: None

Replace value: S4B.(SkypeMeetingId).(SkypeUserId)@(UserDomain)

Cisco CMS (Internal and External invitations):

Matching value: None

Replace value: (SkypeURL)@CompanyCMSDomain.local

Cisco CMS: ( Internal invitations Only)

Matching value: id:\s*(\d+)

Replace value: \[email protected]

Videxio:

Matching value: None

Replace value: __sfb__(SkypeMeetingId).(SkypeUserId)@(UserDomain)

Videonor:

Get in touch with Videonor support for for your required Skype matching value and replacevalue

StarLeafCloud

No m atching rule configuration r equired

l M icro soft Te am s:

Pexip:

Matching value: None

Replace value: Teams.(TeamsMeetingId)@company.com

l Ge ne ric rule s:

Personal VMR (uris contains the words: m eet or vmr)

Matching value: ([a-z0-9\-_\.]*(meet|vmr)[a-z0-9\-_\.]*)@[a-z0-9\-_\.]+

Replace value: \0

One-time-VMR (uris in the format: numeric@domain)

Matching value: \d+@[a-z0-9\-_\.]+

Replace value: \0

l C lou d p ro vid er s:

BlueJeans

Matching value: https://bluejeans.com/(\d+)

Replace value: \[email protected]

Cisco Webex

Matching value: \d+@[a-z0-9\-_\.]*webex[a-z0-9\-_\.]+

Replace value: \0

Starleaf VMR

Matching value: MeetingID: ([0-9]+) ([0-9]+)

Replace value: \1\[email protected]

Univago

Matching value: [a-z0-9\-_\.][email protected]

Replace value: \0

Videonor

Get in touch with Videonor support for for your required matching value andreplace value

Videxio VMR meetings

Matching value: https://my.videxio.com/meet/(\d+)

Replace value: \[email protected]

Zoom

Matching value: https://[a-z0-9\-_\.]*zoom[a-z0-9\-_\.]*/j/(\d+)

Replace value: \[email protected]

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Manually upgrading JOIN

You can Check for updates and Upgrade from the Upgrade tab in the configurator tool.

A message is displayed to notify you if there is a new version available.

This tab displays the release notes for the current version.

Synergy JOIN can be configured to automatically check for beta releases and release candidates by checking the checkbox in the upper right corner. Remember to click"Save" after enabling the checkfor beta versions.

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Synergy JOIN Troubleshooting

This section provides information on how to Troubleshoot JOIN

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Common troubleshooting scenarios

Cisco OBTP or Polycom CTJ button does not appear on the endpoint touch panel

Symptoms Proba ble cause s Actions

When booking a Skype or one-time-VMR m eeting that includes one or more Exchange resource meeting r oom(s) as a participant, the Cisco OBTP or Polycom CTJ button never appears on the meeting room(s) touchpanel.

One-Time-VMR is not provisioned on the MCU

Symptoms Proba ble cause s Actions

Calls to/from one-time-VMR meetings are failing. JOIN cannot contact the MCU . Press the Te st Con ne ctions button in theconfiguration tool to

JOIN could not find Skype meeting information or VMR information (based on regex rules).

JOIN failed in reading the booking in Exchange.

JOIN cannot contact the endpoint.

VMR licenses are depleted. Check that you have sufficient VMR licenses on the MCU.

Conflicting alias on the MCU. Check the log for details.

Check the log for details, and correct ther ules accordingly.

Open the Configuration tool anduse the Test Exchang e Ro oms buttonto test that the rooms are correctly configured.

Go to the Vid eo Systems and press Con ne ct an d sa ve to verify that JOIN can connect to theendpoint.

verify that JOIN can communicatewith the MC U.

One-Time-VMR is not deprovisioned on the MCU

Symptoms Proba ble cause Action s

The VMRs are not disappearing from theM CU after the meetingis finished, which w ouldeatup VMR licenses andpotentially stoplater one-time-vmr m eetings from beingprovisioneddue to conflicting aliases.

JOIN cannot contact the MCU.

l Press the Test Co nn e ction s buttonin the configurationtool to

verify that JOIN can communicatewith the MC U.

l C heck the log for details.

Error in configurator when adding rooms

Symptoms Proba ble cause Action s

Error '401 Unauthorized' when accessing the Roo ms tab in the configuration tool.

JOIN cannot authenticate to Exchange using the credentials in the configurationtool.

In the JOIN Configurator Genera l Settin gs tab, check the format of the EWSService Account Use rn am e. Sometimes Micr osoft Exchange r equires that the username is entered using oneof the followingformats:

l domain\username l username@domain

Dial-out to meeting room does not happen at meeting start time

Symptoms Proba ble cause Action s

JOIN does not dial out to a meeting room participant at the meeting start time.

l JOIN cannot contactthe

MCU.

l VMR is not correctly

provisioned:The MCU location that JOIN is instructing the MCU to dial out from is not corr ectly configured.

Check JOIN log andMCU log for details.

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Dial-out from the video system (Green Cisco OBTP or Polycom CTJ button) does not work

Symptoms Proba ble cause Action s

The Cisco OBTP or Polycom CTJ button is disabledand cannot be pushed.

The button is pushed,but call fails to connect. VMR is notcorrectly

The button becomes activatedat the“ startupbuffer” tim e, and cannot be pushed before that.

provisioned:The uri is invalid due to incorrect regex rules.

Check the JOIN configuration.

l C heck the JOIN logs andr egex configuration. l C heck the call history on the endpoint to see what it tried to

call.

l C heck the “Search History” in theVCS to seeif there was a

call routing issue.

Recipients do not receive dial-in information emails when meeting is booked

Symptoms Proba ble cause Action s

Specified recipients donotreceive any email containing dial-in information when meetingis booked

Error in email template. Check thesyntax of theH TML in your email templates.

JOIN cannot contact the Exchange server - Invalid configuration.

Check the configurator Gen eral Settin gs tab to ensure that the server and credentials are correct and that you are using the correct format for theEWSService Accoun t Usern ame.

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Exchange permissions

Invalid permissionsin Exchange willlead to unexpected behavior in JOIN.

If the Exchange service account does not have appropriate calendar access, you willsee authorization errors in the log.

Here are some common errors with settingexchange permissions:

l F ailure to set the “DeleteComments=$false” willremove the body of the invitation, and make it impossible for JOIN to find

information in the body.

l F ailure to set the “AddOrganizerToSubject=$false” and “DeleteSubject=$false” willremove the subject of the meeting,

and make JOIN send the incorrect Cisco OBTP or Polycom CTJ information to the video endpoint

l F ailure to set “ProcessExternalMeetingMessages=$true” will hinder internal users forwarding invitations to external S4B

meetings to the meeting rooms

l F ailure to set “RemovePrivateProperty=$false” may make JOIN send the subjectof a private meeting as Cisco OBTP or

Polycom CTJ information to the video endpoint – thereby exposing a sensitive meeting subject on the video system’s touch panel

l F ailure to set “AutomateProcessing=$true” willstop meetings from being processed, thereby hindering JOIN from seeing

the meetings

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Using the logs

JOIN logs allactivity.

There are two sets of log files stored in these default locations:

l Service:

C:\SynergySKY\SynergySKYEnterpriseScheduling\logs\

l Config Tool:

C:\SynergySKY\SynergySKYEnterpriseScheduling\config\logs\

Log levels:

The default log levelis INFO, which gives limited information about events and errors. Increasing the log levelto DEBUG will provide more information that can be used to troubleshoot errors. The log levelis increased by replacing the text "INFO"with "DEBUG" on line 4 in the log.config files. There is one log.config file for the configuration tool and one for the service, and the change of log level only appliesthe log.config that is updated. It isnot recommended to run in DEBUGlog level in normal operation due to the increased diskrequired.

The log.config files are found here:

l Service:

C:\SynergySKY\SynergySKYEnterpriseScheduling\log.config

l Config Tool:

C:\SynergySKY\SynergySKYEnterpriseScheduling\config\log.config

Log Size:

The logs willbe default roll over once they have reached 10MB, and a maximum of 10 log files are kept. You can increase the size of the log files and the log file history by changing the maximumFileSize and maxSizeRollBackups attributes in the log.config files. You can use KB, MB or GBas suffixwhen specifying the log maximumFileSize.

Here is example output from the service log from a successfullybooked Skypemeeting including one JOIN meeting room resource:

We recommend using Baretail to monitor the logswhile troubleshooting.

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Licenses

JOIN willstop working as soon as the license expires. Administrators configured to receiveemail notifications about licenseswill be notified every 7 days for the months preceding the license expiry date, and for the last 7 daysbefore the license expires.

A license that is expired willstop JOIN from being upgraded.

An expired or invalidlicense willresult in an entry in the log while starting up the JOIN service clearlystating that the license is invalid.

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Database

l JOIN uses a file-based database. The default location for the database is:

C:\SynergySKY\SynergySKYEnterpriseScheduling\databases

l One database file iscreated per meeting. The databases folder also contains a folder for eachExchange room, in which a

synchronization cookie isstored.

The cookie ensures that whenJOINqueries Exchange, only updated meetings are returned.

You can delete the cookie if you want to perform a full synchronization for a meeting room.

l T he database is stored fullyin memory on the server, with the filesystem as a backup. The JOIN service may therefore

take a while to start if there are many rooms and/or many future meetings in the database.

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