Tandberg TELEPRESENCE User Manual

Cisco TelePresence

Management Suite

Extension

for IBM Lotus Notes

Version 11.3.1

Installation & getting started guide

D13561.16

December 2010

Contents

Table of figures.................................................................................................................... 4

Introduction ......................................................................................................................... 5

How to use this document ....................................................................................................................... 5

Requirements ...................................................................................................................... 6

Server operating system .......................................................................................................................... 6

Domino server ......................................................................................................................................... 6

Supported clients ..................................................................................................................................... 6

Cisco TMS requirements ......................................................................................................................... 6

Naming of systems in IBM Lotus Domino and Cisco TMS ............................................... 7

System IDs in Cisco TMS ........................................................................................................................ 7

Adding systems to Cisco TMS after installation of Cisco TMSXN .......................................................... 7

Installation ........................................................................................................................... 8

User Account Control (UAC) ................................................................................................................... 8

Copying the required files to the IBM Lotus Domino Server (Versions 7.x and 8.0.x) ............................ 8

Copying the required files to the IBM Lotus Domino Server (Version 8.5.x) ........................................... 9

Updating the java.policy file (all versions) ............................................................................................... 9

Editing the notes.ini file .......................................................................................................................... 10

Restarting the Domino Service .............................................................................................................. 11

Signing the templates ............................................................................................................................ 11

To sign the templates ..................................................................................................................... 11

Creating the Cisco TMS Resource Reservation Database ................................................................... 12

Creating a Service Account on the Domino Server ............................................................................... 13

Creating a service account on the Cisco TMS server ........................................................................... 15

Adjusting the web permissions on the Cisco TMS Server .................................................................... 16

Enable secure communication (Optional) ............................................................................................. 16

Enabling agents in Resource Database (IBM Lotus Notes/Domino versions 7.x and 8.0.x) ................ 17

Enabling agents in Resource Database (IBM Lotus Notes/Domino version 8.5.x) ............................... 18

Configuring the Cisco TMS settings of the Resource Database (all versions) ..................................... 21

Configuring the Domino Rooms for Cisco TMS Systems ..................................................................... 22

Starting the Synchronizer ...................................................................................................................... 23

Updating the Mail Template for Notes Users ........................................................................................ 23

Upgrading to 11.3 or 11.3.1 ................................................................................................24

Stop the Domino Server ........................................................................................................................ 24

Copy the required files to the Domino Server ....................................................................................... 24

Restart the Domino Service................................................................................................................... 24

Sign the templates ................................................................................................................................. 25

To sign the templates ..................................................................................................................... 25

Replace the Resource Template ........................................................................................................... 25

Replace the Mail template for the users ................................................................................................ 25

Enable agents in Resource Database ................................................................................................... 26

Start the Synchronizer ........................................................................................................................... 26

Post installation setup .......................................................................................................27

Calendar options in the Cisco TMS mail template ................................................................................ 27

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Contents

Verification of the installation ...........................................................................................29

Testing meetings from Lotus to Cisco TMS .......................................................................................... 29

Process overview for meetings created in Lotus ................................................................................... 29

Troubleshooting .............................................................................................................................. 29

Testing meetings from Cisco TMS to Lotus .......................................................................................... 30

Process overview for meetings created in Cisco TMS ................................................................... 31

Frequently asked questions about Cisco TMSXN booking .............................................32

Technical description of Cisco TMSXN ............................................................................34

Overview ................................................................................................................................................ 34

Synchronizing changes from Cisco TMS .............................................................................................. 34

Synchronizing changes to Cisco TMS ................................................................................................... 34

Communication between Cisco TMS and IBM Lotus Domino .............................................................. 34

Troubleshooting Cisco TMSXN .........................................................................................36

Understanding log files .......................................................................................................................... 36

Changing log level ................................................................................................................................. 36

TMS Admin view is not available ........................................................................................................... 37

It is impossible to book resources after a Cisco TMSXN upgrade ........................................................ 38

Server connection problems .................................................................................................................. 38

Expired SSL certificates ........................................................................................................................ 39

Switch from HTTPS to HTTP: ........................................................................................................ 39

Checking for updates and getting help.............................................................................40

License agreement .............................................................................................................41

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Table of figures

Contents

Figure 1: Turning on User Account Control ............................................................................................. 8

Figure 2: An updated java.policy file ..................................................................................................... 10

Figure 3: An updated notes.ini file ......................................................................................................... 10

Figure 4: The Files tab, with the two Cisco TMS templates highlighted ............................................... 11

Figure 5: Adding user ID to the Full Access Administrators field .......................................................... 12

Figure 6: Creating a new database ....................................................................................................... 13

Figure 7: The People > Register… item from the right pane ................................................................ 14

Figure 8: The Register Person page ..................................................................................................... 15

Figure 9: Creating a new user group having the Booking permission .................................................. 16

Figure 10: Listing the agents in Domino Designer 7.0 .......................................................................... 17

Figure 11: Configuring the run-time of the Scheduled Synchronizer agent .......................................... 18

Figure 12: Listing the Agents of the database ....................................................................................... 19

Figure 13: Configuring the run-time of the Scheduled Synchronizer agent .......................................... 20

Figure 14: The Agent Schedule window ................................................................................................ 20

Figure 15: Checking the Admin and Create Resource check boxes .................................................... 21

Figure 17: The Video Conference Advanced Options button ................................................................ 27

Figure 18: The Video Conference Advanced Options window .............................................................. 28

Figure 19: The Video Conference Resources database. ...................................................................... 36

Figure 20: Changing the log level .......................................................................................................... 37

Figure 21: Adding an Admin role ........................................................................................................... 38

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Introduction

This document describes the Cisco TelePresence Management Suite Extension for IBM Lotus Notes (Cisco TMSXN) installation process. The software is an optional add-on component to Cisco TelePresence Management Suite (Cisco TMS), which gives users the ability to schedule video conferences, book meeting rooms and invite participants using their Lotus Notes client. The video conferencing systems are registered in a resource database on the Domino server, allowing end users to view their availability when making bookings.

The extension uses software components installed on the Lotus Domino server. Therefore, client machines do not need to be modified. This gives system administrators a centrally deployed solution, simplifying maintenance.

See http://www.lotus.com for more information about IBM Lotus Domino and IBM Lotus Notes.

How to use this document

The installation procedure for Cisco TelePresence Management Suite Extension for IBM Lotus Notes depends on the version of IBM Lotus Notes/Domino that you use. Therefore, some of the subsections will include version numbers in the heading indicating which version(s) they are valid for. Steps in subsections without version numbers apply to all versions of IBM Lotus Notes/Domino.

Note: Users of IBM Lotus Domino/Notes 7.x should note that the menu option described in this document as File > Application is called File > Database in the 7.x user interface.

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Requirements

Server operating system

Windows 2000 Server SP3 with Internet Explorer 5.5 or later Windows 2003 Server with Internet Explorer 6.0 or later Windows 2008 Server with Internet Explorer 7.0 or later

Domino server

Domino Server running version 7.0.x, 8.0.x, or 8.5.x Completing the installation requires:



Access to Lotus Notes, Administrator, and Designer clients.



Ability to copy and move files to the Domino Server.



Access to the Domino Server to modify local files.



An account with full Administrator Access on the Domino Server.



An account with permissions to create and edit users, create and sign databases, and the ability to edit the Server Configuration Document.

Supported clients

Tested with Cisco TelePresence Management Suite Extension for IBM Lotus Notes version 11.3.1:



IBM Lotus Notes 7.0.4



IBM Lotus Notes 8.0



IBM Lotus Notes 8.5.2

Other minor versions within these major versions of Notes and Domino may be compatible, but the versions above have been tested for compatibility by Cisco TelePresence.

Cisco TMS requirements

Cisco TelePresence Management Suite Extension for IBM Lotus Notes package requires Cisco TelePresence Management Suite (Cisco TMS) version 11.5 or later. Cisco TMSXN utilizes Cisco TelePresence Management Suite Extension Booking API version 2.

Before installing Cisco TelePresence Management Suite Extension for IBM Lotus Notes, you must add the Application Integration Package option key. Contact your Cisco TelePresence reseller to purchase this option key. For documentation about how to install license keys in Cisco TMS, see the Support > Documentation section of www.tandberg.com.

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Naming of systems in IBM Lotus Domino and Cisco TMS

The name of a system in Cisco TMS is only a label, therefore it can be changed without doing any Lotus resource re-configuration. However, for consistency and ease of maintenance, Cisco TelePresence recommends that all installations have consistent names in both Lotus and the Cisco TMS web interface.

System IDs in Cisco TMS

When defining resource accounts in Domino, use Cisco TMS system IDs to link the two. In Cisco TMS, a system’s ID will not change unless the system is completely purged from the database. Systems should not be purged and re-added to Cisco TMS unless absolutely necessary. Doing so will make the system appear as a completely different system in Cisco TMS, along with a new system ID. If a system’s ID changes and the system is also represented in Lotus, you must update the ID listed for that system in the Lotus Resource database manually

Adding systems to Cisco TMS after installation of Cisco TMSXN

After completing the Cisco TMS Integration with Lotus, the requirements for adding new systems to Cisco TMS change slightly. When adding systems to Cisco TMS, it is important to add them to Lotus before the systems are made available for booking in Cisco TMS. This can be done by setting Allow booking to No for a system in Cisco TMS until it also has been added to Lotus. If a system is booked in Cisco TMS before it has been added to Lotus, the meetings booked prior to the system being created in Lotus will not replicate over to the Lotus calendars.

Note: This requirement only applies after the Cisco TelePresence Management Suite Extension for IBM Lotus Notes has been installed, and for systems you intend to make available for booking in Lotus.

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Installation

Complete the following steps to do a first-time installation and configuration of the Cisco TelePresence Management Suite Extension for IBM Lotus Notes package with the Cisco TelePresence Management Suite.

The term “Domino directory” is used throughout this document. The location of this directory is user configurable during installation, and can for example be C:\Lotus\Domino\.

The integration files are included as part of the Cisco_TMSXN_v11_3_1.zip archive. The archive includes two zip files:



TMSXN_ForDominoV85.zip for version 8.5.x of IBM Lotus Notes



TMSXN_ForDominoV70.zip for version 7.x and 8.0.x of IBM Lotus Notes

User Account Control (UAC)

Cisco TelePresence recommends that this setting is on for increased Domino server security. An administrator can verify if UAC is on by going to Control Panel > User Accounts and clicking “Turn User Account Control on or off”.

Figure 1: Turning on User Account Control

Copying the required files to the IBM Lotus Domino Server (Versions 7.x and 8.0.x)

1. Copy the LotusNotesIntegrationForNotesV70.zip file to your Domino Server and extract it to a temporary folder. If using FTP, make sure that binary mode is used.

2. Extract the LotusNotesIntegrationForNotesV70\Javafiles.zip file to a temporary directory on the Domino server.

a. Copy TMSConference.jar (found in the bin directory of the Javafiles.zip file) to the jvm\lib\ext

directory of the Domino directory

b. Copy the files in the lib directory in the extracted Javafiles.zip archive to the same directory. If

some or all of the files are already present, do not overwrite the existing files.

3. Verify the proper file security permissions on the copied .jar files. Right-click on the copied .jar files and select Properties. Go to the Security tab, and make sure that the Windows user (System user) that the Domino processes run under has at least Read access.

• For Windows 7, Vista and 2008 users: If User Account Control is active on the Domino

server, right click the .jar files and click unblock.

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Installation

4. Copy the template files extracted previously, tmsresrc7.ntf and tmsmail7.ntf to your Domino Data directory1.

5. Verify the proper file security permissions on the copied template files by right-clicking on them and selecting Properties. In the Properties dialog, make sure Read-only is cleared. Go to the Security tab, and make sure that the Windows user (System user) that the Domino processes run under has full access to these files.

6. Copy the TMSEventCatcher.dll file extracted previously into your Domino Program Folder.

7. Verify the proper file security permissions on the copied TMSEventCatcher.dll file by right-clicking on it and selecting Properties. In the Properties dialog, make sure Read-only is cleared. Go to the Security tab and make sure the Windows user (System user) that the Domino processes run under has at least Read access.

• For Windows 7, Vista and 2008 users: If User Account Control is active on the Domino

server, right click the TMSEventCatcher.dll file and click unblock.

Copying the required files to the IBM Lotus Domino Server (Version 8.5.x)

1. Copy the LotusNotesIntegrationForNotesV85.zip file to your Domino server and extract the files to a temporary folder. If using FTP, use binary mode.

2. Extract the LotusNotesIntegrationForNotesV85\Javafiles.zip file to a temporary directory on the Domino server.

a. Copy TMSConference.jar (found in the bin directory of the Javafiles.zip file) to the jvm\lib\ext

directory of the Domino directory.

b. Copy the files in the lib directory in the Javafiles.zip archive to the \jvm\lib\ext subdirectory of

the Domino directory. Do not overwrite existing files.

3. Verify that the copied .jar files have proper file security permissions by right clicking on them and selecting Properties. Go to the Security tab and make sure that the Windows user (System user) that the Domino processes run under has at least Read access to these files.

4. Copy the extracted template files, tmsresrc8.ntf and tmsmail85.ntf to your Domino Data directory.

5. Verify the proper file security permissions on the copied template files by right-clicking on them and selecting Properties. In the Properties dialog, make sure the Read-only checkbox is cleared. Go to the Security tab. Make sure that the Windows user that the Domino processes run under (called System user) has full access to these files.

6. Copy the extractedTMSEventCatcher.dll file into your Domino directory.

7. Verify that TMSEventCatcher.dll has proper file security permissions. Right-click on it and select Properties. In the Properties dialog, make sure Read-only is cleared. Go to the Security tab and make that the Windows user (System user) that the Domino processes run under has at least Read access to this file.

Updating the java.policy file (all versions)

The java.policy file must be updated to allow Cisco TMSXN to use web services. The java.policy file is by default found in the jvm\lib\security folder of your Domino directory.

Update the policy file by opening it in a text editor and adding the following line inside an existing grant statement (see figure belowError! Reference source not found.):

permission java.util.PropertyPermission "java.protocol.handler.pkgs", "write";

The mail template is a modified Notes 7 template. The mail template is also supported in Notes 8. (See

http://www-1.ibm.com/support/docview.wss?uid=swg21264690 for additional information.)

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Save and close the java.policy file.

Figure 2: An updated java.policy file

Installation

Editing the notes.ini file

The notes.ini file is by default found in the Domino directory. Open the notes.ini file in a text editor and add these lines to the top of the file (see also the figure

below):

TMSResourceDatabaseName=Video Conference Resources TMSDeleteAgentName=RemoveConferenceParticipant EXTMGR_ADDINS=TMSEventCatcher.dll

It is important that only one instance of each of these statements exists in the notes.ini file. If one of these lines already exists in the notes.ini file, you must modify the existing line to include these values.

For the TMSResourcesDatabaseName variable, the name must match the name you intend to give the resource reservation database to be used for video conferencing rooms. This database will be created in a later step. Cisco TelePresence recommends using the name Video Conference Resources.

Figure 3: An updated notes.ini file

Finally, save and close the notes.ini file.

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Installation

Restarting the Domino Service

Restart the Domino Service to apply the changes made either by using the restart server command in the Domino console, or by restarting the Lotus Domino Service in the Services Console found at Start

> Administrative Tools > Services.

Signing the templates

The new template files must be signed with an appropriate ID from your organization. Domino security requires that “new mail” agents run on the home server (mail server) of the signer.

Because the templates include “new mail” agents, the ID that signs the templates must have a mailbox located on the server where you are installing the integration package.

Note: If you ignore this requirement, the agents are unable to run.

To sign the “new mail” agents, you must create a utility account on the Domino Server. However, you can configure Domino to ignore this security requirement for mail agents running on the server. Note that this will affect all “new mail” agents running on the server.

To disable the security check, modify the notes.ini file by adding the option AMgr_DisableMailLookup = 1.

To sign the templates

1. Open Domino Administrator and select the server that you copied the template files to.

2. Go to the Files tab and select the data folder. In the Show me: drop-down list change the view to Templates Only. Highlight the two Cisco TMS templates, TMS Resource Reservations and TMS Mail (X2).

Figure 4: The Files tab, with the two Cisco TMS templates highlighted

Depending on the version of Notes, this will be 7 for V7.0.x and V8.0.x of Notes, and 8.5 for V8.5.x of

Notes.

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Installation

3. Right-click on the templates and select Sign… a. Choose Active User’s ID to sign using the current user’s ID. b. Make sure that the user has sufficient permissions to sign templates and that the user has a

mailbox on this Domino server.

4. Select the All design documents radio button.

5. Click OK.

The status bar shows the number of databases processed and the number errors if any occurred. See the Domino Server logs for additional information if any errors occur. You may get a Cross Certificate Warning because your organization does not have a trust to /TANDBERG or /Cisco. This should be handled according to your organization’s policies.

Creating the Cisco TMS Resource Reservation Database

Open Domino Administrator and select the server hosting the installation files. Go to the Administration menu and select Full Access Administration.

If you cannot get full access, permissions can be granted to the server:

1. Go to the Configuration tab for the server and select Current Server Document.

2. In the Security tab modify the Full Access Administrators field.

3. Add the user ID of the user completing the installation

4. Save and close the server document. (You may have to close and reopen your Administrator session to update your permissions.)

Figure 5: Adding user ID to the Full Access Administrators field

5. Once you have Full Access Administration successfully checked without any errors, open File Menu > Application > New…

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Installation

6. In the Specify New Database Name and Location section, select the server that the integration package is being installed on.

7. Set the Title field to the value that you specified in the TMSResourceDatabaseName variable in the notes.ini file (Video Conference Resources, if you followed the recommendation in this document).

8. In the Specify Template for New Application section: a. Select the server that the integration package is being installed on. b. Select the Show advanced templates check box. c. The template list updates. Select the TMS Resource Reservations template. d. Click OK to create the database. The Notes status bar shows progress updates.

Figure 6: Creating a new database

Creating a Service Account on the Domino Server

This account will act as the owner of the video resources. Make this account a normal (restricted) user.

1. Open the server in Domino Administrator, for example by using File > Open Server…

2. Under People & Groups, Select the People item and select Register… from the right pane

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Installation

Figure 7: The People > Register… item from the right pane

3. If prompted for a certifier, choose Supply certifier ID and password. Click Certifier ID… and provide the associated cert.id file. Enter the certifier’s password when prompted.

4. In the Register Person page, Cisco TelePresence recommends setting the following properties: a. First Name: TMS b. Last Name: Service c. Short Name: TMS-Service d. Password: Enter a so called strong password

5. Click Register and click Yes to add person to the registration queue.

6. The background job registering the new account may take several minutes to complete. When you see the “Person registered successfully!” message, close the Register Person window by clicking Done.

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