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MGC Personal Scheduler User Guide 9.0

1. Ready I Data Base Name AccordDB Sys DSN C Program Files MGC Manager ver 7 0 Data NUM 7 The MCUs list contains all of the MCUs currently defined in all databases set in the MGC Web Server Manager application If the same MCU is defined in two databases it will appear twice in the MCU list 2 Right click the MCU icon and then click Connect Properties The system connects to the selected MCU The MCU status that appears in the Status area changes first to Connecting during the connection procedure and then to the current connection status at the end of the connection procedure LS For details on the MCU statuses refer to the MGC Manager User s Guide 2 13 Chapter 2 Installation and Configuration Personal Scheduler Visual Customization The administrator can specify the text icons and images and configure the Tab fields and properties in the client s Personal Scheduler Customization From the MGC Personal Scheduler Configuration Window The following items can be customized in the Outlook New menu from the MGC Personal Scheduler Configuration window e Meeting request menu name e Appointment request menu name e Menu icons Eile Edit View Favorites Tools Actions Help new f amp BS X Goreply E Reply to All a Mail Message Ctrl N Post in This Folder Ctrl Shift 5 7 Folder Ctrl Shift E Outlook Bar Shortcut E Appointment Ctrl Shift A Me
2. Post in This Folder Ctrl Shift 5 3 Polycom Office Contact Ctrl Shift C Distribution List Ctrl Shift L Task Ctrl Shift K Alternatively click the icon The MGC Polycom Office Scheduler window opens ioixi Send 4 U a E 43 Recurrence amp Cancel Invitation ty x l J Eile Edit Yiew Insert Format Tools Actions Help Appointment Polycom Office Attendee Availability EN Invitations have not been sent for this meeting Adjacent to another appointment on your Calendar To Subject Location gt JT This is an online meeting using Microsoft NetMeeting Start time Thu 2 12 2004 gt 17 00 I Alday event Endtime Thu 2 12 2004 17 30 gt W Reminder 15 minutes x Show time as Busy x A Contacts Categories Private 3 2 MGC Personal Scheduler Quick Start Guide 2 Ifyou are scheduling a Meeting in the To field enter the participant name s e mail address es This step can be skipped if you are defining an Appointment 3 Inthe Subject field enter a description A subject must be entered to reserve the conference on the MCU If no subject is entered an error message is displayed 4 Enter the start and end times Optional Select other options you want and write an e mail message 6 Click the Polycom Office tab The Polycom Office window opens settings In the Web Server Manager Personal Schedul
3. Application Exception 00 000 e eee eee ee 3 20 Viewing the Report 0 0 0 0 0 02 3 21 Appendix A Default Templates 2 2005 A 1 Default Conference Template Properties Default_COP A 2 Default Conference Template Properties Default_Video A 6 Default Conference Template Properties Default Audio A 9 Default Conference Template Properties Software CP A 12 Default Conference Template Properties Video Switch A 16 Introduction Q Polycom MGC Personal Scheduler is designed for scheduling audio and video conferences on the MCU directly from the Microsoft Outlook application Using the standard Microsoft Outlook conventions the user schedules the conference start date and time conference duration and invites other participants from their Microsoft Outlook Calendar MGC Personal Scheduler is a plug in to the users Outlook Client application The plug in communicates with the MGC Personal Scheduler Server MGC Web Server Manager which reserves the conference on an MGC unit For more details on using the MGC Personal Scheduler with the MGC WebCommander application refer to the MGC WebCommander Web Server Manager Installation and Configuration Guide Version 9 0 MGC Persoral Scheduler Plug In Outlook Client MGC Persoral Exchange Server Scheduler Server 1 1 Chapter 1 Introduction The MGC Personal Scheduler is configured by an
4. J Private MGC Personal Scheduler Quick Start Guide The Appointment Recurrence window opens Appointment Recurrence m pom z ens oom z owani lito Thusis SSC 3 Using the standard Outlook conventions select the recurrence pattern and range of recurrence options you want 4 Click OK The recurring reservations are added to the Appointment or Meeting and a confirmation box opens indicating that the reservation has been made C Program Files Microsoft Office Office G UTLOOK EXE SS 3 17 Chapter 3 Managing Conferences Modifying Recurring Appointments or Meetings You can change the appointment time or range the of recurrences for all instances of an Appointment or Meeting You can update one occurrence or multiple occurrences Modifying a recurring Appointment or Meeting in Outlook also modifies the reservation on the MCU Appointments and Meetings are modified using the standard Microsoft Outlook conventions After one occurrence of the Appointment or Meeting is modified the following window opens indicating that the reservation has been updated on the MCU After all occurrences of the Appointment or Meeting are modified the following window opens indicating that the reservation has been updated on the MCU C Program Files Microsoft Office Office GUTLOOK EXE x A The recurring appointment Decision Making has been successfully updated MGC Personal Scheduler Quic
5. Lisa Sam Polly Natalie Willy Jennifer errr Subject mac Personal Scheduler Client Software Hi Attached a shortcut to install Personal Scheduler Just click the icon below and a self extracting file will automatically install the application on your computer If you have any questions feel free to contact me Yours Bob System Administrator A Shortcut to Setup exe 7 Once the e mail is received by the end user he she should double click the shortcut to start the self extracting installation of Personal Scheduler 8 In rare instances when the MGC Personal Scheduler cannot recognize the Clients e mail address the following dialog box opens asking the user to enter their e mail address This dialog box only appears once the first time the Client installation is installed MGC Personal Scheduler E Please Insert your Email Address moo Cancel The folder where the Setup file is located must be shared or the end user cannot access the installation shortcut MGC Personal Scheduler Quick Start Guide SQL Database Configuration The database enables access to various database tables such as the MCUs Users and Groups lists Personal Scheduler includes two default databases Access database and SQL database If you are using the Access database you do not have to define any additional properties If you are using the SQL database you must define the MGC Web Server user propert
6. PARTICIPANTS GUEUERIUTER DELETE FILTER JAN Field 11 F6 Field 2 Field 3 Field 4 Field 5 Field 6 Field 7 Field 8 eee RARAaAAN Field 9 y roduct Management Normal B MCU Configuration A On Going Conferences 0 On Going Gateway Sessions 0 amp Participants Queue 0 eservations 3 PE how ocon rs E Brand marketing Copy Res SEOCI H 5 tici q g Brand Marketing Paste Par lela Gerry Paste Participant As Ctrl P H Meeting Rooms amp Entr Delete Del Delete All Reservation recurrences Come O O O 3 13 Chapter 3 Managing Conferences 4 The Properties dialog box opens displaying the Remarks field Brand Meeting_570195_ 1 Properties Product Managem 3 14 MGC Personal Scheduler Quick Start Guide Modifying Appointments and Meetings Modifying an Appointment or Meeting in Outlook also modifies the reservation on the MCU Appointments and Meetings are modified using the standard Microsoft Outlook conventions There are two ways to modify the reservation e From the Appointment Meeting window e Interactively moving the Appointment Meeting to the new date and time using drag and drop After the Appointment or Meeting is modified a window opens indicating that the reservation has been updated on the MCU C PROGRA 1 MICROS 2 Office OUTLO
7. Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone 10 sec greyed out Yes Yes greyed out Yes Yes A 7 Appendix A Default Templates Parameter Value Advanced Auto Termination Minutes Before First Join Minutes After Last Quit Dial Out Manually Allow undefined Participants Min Number of Participants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf Requires Chairperson Terminate After Chairperson Exits Mute Meet Me Parties Enable Invite Talk Hold Time Audio Mix Depth Encryption A 8 Parameter Value Meet Me Per Conf Limited Occurrences disabled Number of Occurrences disabled Video Layout Video Layout 5 Background enabled Layout Border Yes Speaker Notation Yes Recording Start Recording Immediately greyed out Default Conference Template Properties Default Audio Conference Entry Password empty to be allocated by the system A 9 Appendix A Default Templates Web Chairperson Password empty to be allocated by the system Conference User Defined 1 3 Advanced Auto Termination Minutes Before First Joint Minutes After Last Quit Allow undefined Participants Yes greyed out Max Number of Parties Audio Mix Depth Encryption Label Audio Alg 56 G 711 Greyed out VTX1000 Yes IVR Service Name empty the default service is s
8. Base Name AccordSQL SQL Server Nam 7 2 33 Chapter 2 Installation and Configuration The Conference Properties window opens displaying the template parameters Conference Properties To AnnewN Miane Io Annexe 2 Refer to the MGC WebCommander Web Server Manager Installation and Configuration Guide for details on defining the template parameters 2 34 MGC Personal Scheduler Quick Start Guide To add a new template 1 Right click the Personal Scheduler Templates icon and then click Add New Personal Scheduler Res ea Personal Scheduler Temnlates Add New Personal Scheduler Res The Conference Properties window opens displaying the template parameters Conference Properties E x Settings1 Settings lee Nani j Media r Supported Network gt C Audio C IP H323 Conf Entry Password Video Audio IP H323 ISDN Web Chairperson Password ATM MPI Numeric Id ts User Defined 1 pooo Billing UserDefned2 User Defined 3 o o y y O Remarks o C i 384 kby E birena 324 kbps a Dual Stream Mode None 7 Audio Alg 16 Siren G728 Es Video Format auto ad J vTx1000 D Restricted J SilencelT HAEHAA J rae Video Protocol Auto 7 F Conference On Port Quality auto z To AnnewN 90 AnnewP I Annek 7120 Rate None 7 FECC LSD Rate None x Chair Cortot None z Ca
9. Help EBak v gt E Qsearch Folders SF OF K A E Address E c Program Files MGC Web Manager ver 7 0 MGC Personal Scheduler ClientInstall Folders x E MGC Web Manager ver 7 0 confPollersite B C Confsite f C crashReport DataBase LoggerRegistrations 2 MailBoxRegistrations B MGC Personal Scheduler Clientinstall microsoft frontpage ClientInstall Customize MGC Schedule Outlook Item Template Modified 7 29 2004 18 16 PM Size 78 5 KB Attributes normal Name_ a _INST32z _15Del gt _Setup dil _sys1 a _sys1 hdr cuser1 a DATA TAG Size T EX_File Application Application Extension WinZip File HDR File WinZip File HOR File Outlook Item Template TAG File Microsoft Office fs datat hdr 7 KB HOR File 10 272 EC Microsoft Visual Studio lalleng SKB DAT File 3 18 19 i MSN Apps a layout 1KB BIN File 10 272 MSN Messenger mac schedule 79KB Outlook Item Template 7 29 20 MSXML 4 0 i MGC ScheduleBackup 79KB Outlook Item Template 7 29 20 EC NetMeeting Wmacschedule 2KB Bitmap Image 5 20 20 i Outlook Express WimacscheduleBackup 2KB Bitmap Image 5 20 20 El Polycom ja os 1KB DAT File 7427 19 2 Polycom Israel server 1KB Text Document 6 17 20 H E skype setup 70KB Application 10 2 19 i Symantec 33 SETUP 1KB Configuration Settings 10 27 2 EC TechSmi
10. Installation and Configuration The MGC Personal Scheduler Configuration dialog box opens MGC Personal Scheduler Configuration xj Customize Database f Meeting Request Menu Name User admint Polycom Meeting Request Templates Group Default zi Appointment Menu Name IP Address localhost Polycom Appointment Port Number 7 ae Message Header Title Preferences Scheduled Meeting Appointment Information Enable MCU Selection Enable Dial Out IT Enable Numeric Conference Name Allow Undefined Users Menu Icon Path o o y O Browse PreConterence Activation 1 H Min J Enable Limit Recurrences Limit Recurrences number 0 May I Enable Dial in Endpoints Phones I Show Via Video Auto Connection field IT Include time fields in E mail Fomat I Allow Language Selection Default Language Monitor Link Address lt lt Customize 2 Fill in the fields as described in Table 2 2 Table 2 2 MGC Personal Scheduler Configuration Fields ee Ge Database Select the database that contains the Conference template that will be used to schedule conferences from the Personal Scheduler The database contains five default Conference templates For more information on templates see Personal Scheduler Appendix A or the MGC Web Server Manager Chapter 4 MGC Personal Scheduler Quick Start Guide Table 2 2 MGC Personal Scheduler Configurati
11. MPI Video Session Video Switching Participants None Defined Restricted Line Rate 384 Kbps Video Rate In Out disabled Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC LSD Rate T120 Rate Audio Alg VTX1000 SilencelT Pro Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone Value Yes greyed out Auto select greyed out disabled 10 sec greyed out 56 G 722 G 711 Yes Yes greyed out Yes Yes Appendix A Default Templates Parameter Value Advanced Auto Termination Minutes Before First Join Minutes After Last Quit Dial Out Manually Allow undefined Participants Min Number of Participants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf Requires Chairperson Terminate After Chairperson Exits Mute Meet Me Parties Enable Invite Talk Hold Time Audio Mix Depth Encryption A 18 Parameter Meet Me Per Conf Limited Occurrences Number of Occurrences Video Layout Video Layout Background Layout Border Speaker Notation Recording Enable Recording Recording Link Name Start Recording Value disabled disabled 1x1 full screen enabled Yes Yes No Immediately greyed out A 19 Appendix A Default Templates A 20
12. Operating System Win2000 Exeption GMT Time Apr 15 2004 11 05 37 DII List Accord fs S W Systems MigsoperwSD 700 winRel operms_7 00 11 exe Version MGC100 1 1 CAWINNTsystem32 ntdll dil Version 5 00 2195 6899 Accord fs S W Systems MigsoperwSD 700 winRel MCUINSTALLREL dil Version 1 0 0 1 CAWINNTsystem32 MFC42 DLL Version 6 00 9586 0 C AWINNT system32 MSYCRT dll_ Version 6 10 9844 0 CAWINNT system32 KERNEL32 dll Version 5 00 2195 6897 xl Back You can view and read details about the exception To retur to the Application Error Information click Back In the Application Error Information dialog box click Send Report to email the report When you have sent the email a confirmation dialog box is displayed Click OK to exit 3 Click Don t Send if you do no want to email the report Viewing the Report A crash report can be sent from the Personal Scheduler in an email based on the settings in the Web Server Manager When enabled the email sent to the addressee and includes two attachments e Report file rpt a text file Dump file dmp a source code file for internal use only 3 21 Chapter 3 Managing Conferences Shown below is an actual email with attachments Crash Dump report from Opersry version 7 0 0 1 Message Plain Text File Edit View Insert Format Tools Actions Help Eo Reply oReply to Al Y Forward S E gt ki BS x e g From roger h
13. Software Continuous Presence SW CP e Video Switching Video Switch For a detailed description of these fields refer to the MGC Manager User s Guide Volume I A 1 Appendix A Default Templates Default Conference Template Properties Default_COP A 2 Parameter Value Default_COP Name Remarks empty Duration 2 00 Hours empty Meet Me Per Conf Entry Queue Access no Conference Entry Password empty to be allocated by system Web Chairperson Password empty to be allocated by system Start on MCU Auto Numeric ID empty Conference User Defined 1 3 empty Conf Type Standard Audio Video Networks IP ISDN ATM MPI Video Session Continuous Presence Classic Participants None Defined Restricted Line Rate 384 Kbps Video Rate In Out disabled Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC LSD Rate T120 Rate Audio Alg VTX1000 SilencelT Pro Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone Value Yes greyed out Auto select greyed out disabled 10 sec greyed out disabled Yes greyed out Yes Yes A 3 Appendix A Default Templates Parameter Value Advanced Auto Termination Minutes Before First Join Minutes After Last Quit Dial Out Manually Allow undefined Participants Min Number of Parti
14. polycom co il Sent Thu 6 10 2004 13 15 To duke knoop polycom co il Ce Subject Crash Dump report from Opersry version 7 0 0 1 Contact Name Roger Contact Tel Number 03 9251292 Company Name Polycom Licence Number XWBC 020304 cO01 4 CrashRepor CrashRepor SKB 59KB You can view the report rpt file with any text browser as shown below CrashReport6 WordPad AmE File Edit View Insert Format Help oneal Sle al lel Sl Exception code C0000005 ACCESS_VIOLATION Fault address 006971BA 01 002961BA C Program Files MGC Web Manager ver 7 0 OperSrvV7_0 exe Application Name Opersry Version 7 0 0 1 Operating System Win2000 Exeption GMT Time Jun 10 2004 09 14 23 D11 List C Program Files MNGC Web Manager ver 7 0 OperSrvV7_0 exe Version 1 0 O 1 WINNT system32 ntdll dll Version 5 00 2195 6899 WINNT system32 ACTIVEDS dll Version 5 00 2195 6601 WINNT system32 ADSLDPC DLL Version 5 00 2195 6701 WINNT system32 MSVCRT DLL Version 6 10 9844 0 AA ITITS arene mee OL ENNET 29 211 Uneninns E NN ANC conn anana P For Help press F1 mA The contents of this report is identical to the information that can be viewed in the Crash Reportl rpt file 3 22 A Appendix A Default Templates There are five default Conference templates included in the MGC WebCommander database e COP Default_COP e Video Default_Video e Audio Default Audio e
15. select the endpoint to be removed and click the double left arrow button lt lt The endpoint is moved to the Endpoints list 15 Click OK 16 If you scheduled an Appointment click Save and Close If you scheduled a Meeting click Send A confirmation window opens indicating the Appointment Meeting has been scheduled on the MCU 17 Click Save and Close to confirm the meeting or click Edit to modify the meeting properties Chapter 3 Managing Conferences 18 Send the e mail The reservation can be recurring For details see Scheduling Recurring Appointments and Meetings on page 3 16 Scheduling the Reservation Directly From the Calendar 3 6 You can easily schedule a reservation by selecting a block of time on the calendar To do this you must first configure the MGC Personal Scheduler to be the default appointment form To configure the appointment form 1 Right click the Calendar icon and then click Properties File Edit view Favorites Tools Actions Help Feluew amp 85 X Goto Today oax E Calendar Folder List x TA B Eo Outlook Today Mailbox Outlook Today Calendar Contacts ca Deleted Items 1 amp Drafts 30 Inbox 40 Inbox 40 re Journal ey S B Notes aoe SSS Open in New window a onta C Send Link to This Folder Contacts L MGC Personal Scheduler Quick Start Guide The Calender Properties dialog box opens Cal
16. selected the Show Via Video Auto Connection field appears in the Outlook Polycom Office window The plcm file can then be added as an optional attachment to the meeting invitation When the meeting participants click on the ViaVideo link their ViaVideo endpoint automatically opens and connects to the On Going conference There are a number of time fields marked by an asterisks in the Customize E mail Format window For more information see the Web Server Manager User s Guide Chapter 4 These fields can be enabled by the administrator in any Personal Scheduler Client E mail by selecting the Include time fields in E mail Format option in the Web Server Manager Personal Scheduler Configuration window 2 21 Chapter 2 Installation and Configuration Table 2 2 MGC Personal Scheduler Configuration Fields Continued ae CC ee Allow Language Selection Monitor Link Address 2 22 Select this box to enable the default language selection The default language of the MGC Personal Scheduler is the default language of the computer s operating system Default Language From the drop down box select the default language of the WebCommander Web site Language selection allows for a different language to be set as the default language for the text of the automatically generated E mail messages and for the Personal Scheduler pop up message boxes in Outlook The languages supported include English French G
17. to the Personal Scheduler Server Note In this field We recommend you put the computer name preferred of the server or the IP address of the server 2 19 Chapter 2 Installation and Configuration 2 20 Table 2 2 MGC Personal Scheduler Configuration Fields Continued aaa ee Port Number Preferences Enable MCU Selection Enable Dial Out Enable Numeric Conference Name Allow Undefined Users Enter the Port number of the computer on which the Personal Scheduler server is installed The Port number automatically gets written to the server txt file which is part of the client installation files It is distributed to all end users and is used by the client application to connect to the Personal Scheduler Server Note When Polycom WebOffice software is installed the port number settings in the Web Server Manager change to 5005 In that case in the Web Server Manager you are required to manually change the MGC Personal Scheduler Configuration port settings to 5006 When this check box is selected an MCU list appears in the Polycom Office window when creating a new Appointment or Meeting in Outlook This list contains Auto and a list of connected MCUs When Auto is selected the system selects the MCU according to the order in which they are defined in the MCU table in the MGC Server Manager When this check box is selected the user can select dial out endpoints When the conference star
18. user After Personal Scheduler is configured the Administrator sends the Personal Scheduler Client application by e mail or can use the automatic Client installation The Personal Scheduler client is automatically installed when the end user runs double clicks the attachment For more information see MGC Personal Scheduler Software Installation on page 2 2 Administrator installation and configuration of Personal Scheduler includes e Personal Scheduler Software Installation e SQL Database Configuration if an SQL Database is used e MGC Web Server Manager Configuration Connecting to the Server Adding MCUs Connecting MCUs Personal Scheduler Configuration e Template Management e Client Application Administrator Installation optional e Client Application Deployment 2 1 Chapter 2 Installation and Configuration MGC Personal Scheduler Software Installation Lg The Administrator has the option to automatically deploy the Personal Scheduler Client by installing the Client automatically or enable user to manually install the Client on the hard disk The Administrator of MGC Personal Scheduler Client can enable the user to install the Client in one of two ways e Attach the ClientInstall Version 9 0 folder in an E mail enabling the user to save the folder to disk The user then installs MGC Personal Scheduler by double clicking setup exe icon in the folder For further information Deploying the Client Ap
19. will be selected as defined in the Server Manager For more details on MCU selection see Chapter 2 MGC Personal Scheduler Configuration on page 2 14 Enter the minimum number of participants This is the minimum number of participants for which the system will reserve resources on the MCU For additional information on Conference Type MCU Selection and Minimum Participants consult your Administrator 12 13 From the Meeting Invitation Language drop down box select the language that is to appear on the Meeting Invitation To invite dial out endpoints click the Invite Dial out Endpoints button MGC Personal Scheduler Quick Start Guide The Invite Dial out Endpoints window opens Invite Dial out Endpoints E x Show endpoints from Group Default bi Select the endpoints to invite to this meeting Selected Endpoints Amy Yael John Default Participant gt Sam John Stacy Moti Sam AE lt lt Yael Cancel Endpoints are saved in the database and configured with a leased line connection When the conference starts the endpoint is automatically connected In a conference with manual dial out settings the leased line must be connected manually 14 To add an endpoint in the Endpoints database list select the endpoint to be added and click the double right arrow button gt gt The endpoint is added to the Selected Endpoints list To remove and endpoint in the Selected Endpoints list
20. Administrator who e mails the Personal Scheduler application to end users or use the automatic Client installation The installation of the client software is automatic allowing Personal Scheduler to seamlessly interface with the end users Microsoft Outlook application Once the user schedules the conference in Microsoft Outlook it is submitted to the Personal Scheduler Server for MCU resource availability An accept reject notification box opens notifying the conference organizer if the conference has been successfully reserved on the MCU The conference is rejected by the MCU when resources are insufficient to run the conference at the requested date and time or dates and times if a recurring conference If the conference is accepted a signature is added to the conference e mail including various conference parameters required to start the conference such as the conference name for IP and ISDN conferences password if applicable and the dial in number for IP and ISDN conferences Users can modify the conference date time duration and add delete participants using the standard Microsoft Outlook conventions Users who have Polycom WebCommander can monitor conferences reserved via Personal Scheduler on the WebCommander Web site For users who have Polycom WebOffice Personal Scheduler enables a WebOffice user s to schedule a meeting conference Package Contents 1 2 The MGC Personal Scheduler package includes e MGC Web
21. MGC Personal Scheduler Quick Start Guide Version 9 0 WH POLYCOM Network Systems Group Copyright 2007 Polycom Inc All Rights Reserved Catalog No DOC2139C Version 9 0 Proprietary and Confidential The information contained herein is the sole intellectual property of Polycom Inc No distribution reproduction or unauthorized use of these materials is permitted without the expressed written consent of Polycom Inc Information contained herein is subject to change without notice and does not represent commitment of any type on the part of Polycom Inc Polycom and Accord are registered trademarks of Polycom Inc Microsoft Windows and Outlook are trademarks or registered trademarks of Microsoft Corporation Notice While reasonable effort was made to ensure that the information in this document was complete and accurate at the time of printing Polycom Inc cannot assume responsibility for any errors Changes and or corrections to the information contained in this document may be incorporated into future issues Table of Contents INGPOOUCHON 20sec deceseew dense sacs i nr En ari 1 1 Package Contents ssriiciciniserrea setiaki EEEE ec ERRA 1 2 System Requirements 00 aaa a eee EE ee 1 3 PROP QUiSites seror aha silk rE a ee hea Sto hen eta ala EOE 1 4 About the MGC Personal Scheduler User s Guide 1 4 Installation and Configuration 00eeeeeeeee 2 1 MGC Personal Scheduler Softwar
22. OK EXE xj A The appointment Decision Making has been successfully updated Canceling Appointments and Meetings Canceling an Appointment or Meeting in Outlook also deletes the reservation from the MCU Appointments and Meetings are cancelled using the standard Microsoft Outlook conventions 3 15 Chapter 3 Managing Conferences Scheduling Recurring Appointments and Meetings A recurring appointment or meeting is a reservation that occurs repeatedly For example a reservation that occurs on a regular basis such as a weekly conference can be designated as recurring All recurrences are reserved on the MCU 1 Schedule the Appointment or Meeting as described in Scheduling Conferences on page 3 2 2 Click the Recurrence button Hj Get Together Session Polycom Office Hebrew Windows E lol x E Edit View Insert Format 2isend 8l a SR Attendee Availability Cancel Invitation ty x a Appointment Polycom Office A Invitations have not been sent for this meeting Conflicts with another appointment on your Calendar Tare Bob Michael Jessie Sierra Zoe Subject Get Together Session Location z IT This is an online meeting using n time Thu 3 6 2003 5 00pm I Al day event End time Thu 3 6 2003 z feom zf LA M Reminder is minutes z E Showtime as Busy 7 Microsoft NetMeeting f Contacts Categories
23. PC with Pentium 166 MHz or higher processor e 64 MB RAM Windows 95 98 ME NT 2000 XP operating system 1 3 Chapter 1 Introduction Microsoft Outlook 2000 and above LS The MGC Personal Scheduler plug in can also be used with Microsoft IE7 Prerequisites This manual assumes the user has the following knowledge e Familiarity with the Windows environment e Familiarity with Microsoft Outlook e Basic knowledge of video conferencing concepts and terminology About the MGC Personal Scheduler User s Guide The Personal Scheduler User s Guide includes the following topics Chapter 1 Introduction Provides a general description of Personal Scheduler System Requirements and Prerequisites e Chapter 2 Installation and Configuration Includes information the Administrator needs to install and configure the MGC Web Server Manager SQL Database and Conference Templates It also describes how to deploy the application to end users e Chapter 3 Managing Conferences Describes how the end user sets up conferences using Personal Scheduler including modifying and cancelling meetings and recurrent meetings 1 4 2 Installation and Configuration After the Administrator installs the MGC Personal Scheduler package he she configures the Client software for deployment for end user installation Personal Scheduler is configured solely by the Administrator there is no configuration required on the part of the end
24. Server Manager e MGC Personal Scheduler Client application installation utility e Databases e Conference Templates e Documentation MGC Personal Scheduler Quick Start Guide PDF MGC Personal Scheduler Quick Start Guide System Requirements This section lists the MGC Personal Scheduler requirements There are different requirements for the computer running the MGC Web Server Manager and for the computer running the MGC Personal Scheduler for the Client Personal Scheduler MGC Web Server Manager requirements e PC with Pentium III 400MHz or higher processor e 256 MB RAM Windows NT 2000 XP and Microsoft Vista operating systems e Free hard disk space For MGC Web Server Manager application 150 MB For Database records 30 MB If SQL server is installed 200 MB e Database Software With the WebCommander and MGC Personal Scheduler it is recommended to use Microsoft SQL Server database Microsoft Access can be used for the MGC Manager application When integrating the Polycom PathNavigator database use the Microsoft SQL Server version 7 0 SQL 2000 or SQL 2005 application In this case Windows NT Service Pack 4 0 or later is required package the WebCommander server requirements must also be met For more information see the MGC Web Server Manager Installation and Configuration Guide If Personal Scheduler is installed as part of the Polycom WebCommander Personal Scheduler Client requirements e
25. ackage the WebCommander server requirements must also be met 5 In order to work with firewalls the MCU listening port can be selected The default listening port is 5001 The Internet Assigned Numbers Authority IANA assigned a new port number 1205 to the MGC Unit Polycom MCU If you have problems connecting to the MCU with port 5001 click the Advanced button to select the new port number 6 Inthe Port Number list select 1205 x Name ISDN Prefix Ip Address 0 0 0 0 H323 Prefix Login Polycom First Number 1000 Password Polycom Last Number 1999 Port Number 5001 E 7 Click OK to confirm and add the MCU to the MCUs list 2 12 MGC Personal Scheduler Quick Start Guide Connecting an MCU After you have connected to the MGC Web Server Manager and added at least one MCU you can now connect the MCU To connect to an MCU 1 Click the Server icon to display the list of MCUs currently defined in the MGC Web Server Manager g4MGC Web Server Manager Yersion 9 0 1 3 5 x File Edit View Options Help ame p logn Order ISDN Prefix H323 Prefix First Pho Security eeta 172 22 188 210 ACCORD 3 1000 UnSecured fea Field 172 22 188 211 ACCORD 2 9 1000 UnSecured ee Product Management 172 22 188 40 ACCORD 1 9 1000 UnSecured B B AccorddB Ss Defaults Labels 23 MCUs ee Permissions Users gt Groups CE Personal Scheduler Templates
26. al By Remote A Ba Started Manual By Remote p s Started Automatic ByRemot Manual ByremoteR a o Started Automatic 4 Removabl Saa Started Automatic aRnuiting and Remot Offers rout Disahled Start service OperSrvV7_0 on Local Computer LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LocalSystem LoralSvstem Right click OperSrvV9_0 and then click Properties The OperSrvV9_0 Properties dialog box opens OperSrv 9_0 Properties Local Computer Local System account T Allow ser e to Interact with desktop Confirm password LELETET EEE EEE EES fou can enable or disable this service for the hardware profiles listed below Hardware Profile Profile 1 Click the Log On tab 2 _ MGC Personal Scheduler Quick Start Guide 6 Select This account and then click the Browse button to select the user The Select User dialog box opens displaying the name of the selected user alx Lookin F6 DUKE SERVER si Administrator F6 DUKE SERVER Fo Guest F6 DUKE SERVER USR_F6 DUKE SERVER F6 DUKE SERVER IWAM_F6 DUKE SERVER F6 DUKE SERVER si TslnternetUser F6 DUKE SERVER Cancel 7 Select the user name from the list and click OK The OperSrvV9_0 Prop
27. cipants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf Requires Chairperson Terminate After Chairperson Exits Mute Meet Me Parties Enable Invite Talk Hold Time Audio Mix Depth Encryption A 4 Parameter Meet Me Per Conf Limited Occurrences Number of Occurrences Video Layout Video Layout Background Layout Border Speaker Notation Recording Enable Recording Recording Link Name Start Recording Value disabled disabled 5 enabled Yes Yes No Immediately greyed out A 5 Appendix A Default Templates Default Conference Template Properties Default_Video A 6 Parameter Value Default_Video Name Remarks empty Duration 2 00 Hours empty Meet Me Per Conf Entry Queue Access no Conference Entry Password empty to be allocated by system Web Chairperson Password empty to be allocated by system Start on MCU Auto Numeric ID empty Conference User Defined 1 3 empty Conf Type Standard Audio Video Networks IP ISDN ATM MPI Video Session Continuous Presence Classic Participants None Defined Restricted Line Rate 384 Kbps Video Rate In Out disabled Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC LSD Rate T120 Rate Audio Alg VTX1000 SilencelT Pro Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality
28. crosoft Office Communicator 2005 MSN Messenger 7 0 2 O Help and Support fan Beyond Compare 2 gt E Run Adobe Acrobat 7 0 Professional ffi MGC Web Manager ver 9 0 5 MGC Web Server Manager The MGC Web Server Manager Login dialog box opens MGC Web Server Manager Login Login Name Jadmint Password E Cancel 2 Enter the Login Name and Password and click Login LS The default Login Name is admin1 The default Password is 123 2 8 MGC Personal Scheduler Quick Start Guide The MGC Web Server Manager window opens ioixi File Edit view Options Help Name Selected Defaut Global Data Base Name Connecting the MGC Web Server Manager The MGC Web Server Manager application is the link between the MCU and the Personal Scheduler Server The MGC Web Server Manager must first connect to the Personal Scheduler Server before the connection to the MCU may be initiated To connect the MGC Web Server Manager e Right click on the Server icon and then click Connect Server Connect Server F6 Selec Terminate Server Ghrl Del When MGC Web Server Manager application is connected the X is removed from the Server icon and a blinking green LED indicates that the Server is active a3 Server 2 9 Chapter 2 Installation and Configuration Adding a New MCU Conferences are reserved on an MCU At least one MCU must be defined in the MGC Web Ser
29. e Entry Password Conference name on bridge Conference ID This is the conference dial in number This number is defined in the MCU Properties dialog box For more information see Chapter 2 Adding a New MCU on page 2 10 This is the conference IP dial in number It is composed of the IP prefix and the conference name on the MCU The IP prefix is defined in the MCU Properties dialog box For more information see Chapter 2 Adding a New MCU on page 2 10 This is the password used by conference participants to access a conference via the Entry Queue or IVR Queue This is the name of the conference as it appears in the WebCommander site The name is an automatically generated number A Conference ID is a unique number Numeric ID assigned to a conference identifying it to the system It can be used by the participants to be routed and to access the conference A Conference ID can be assigned in two ways Automatic or Manual To manually assign the Conference Numeric ID use the number of digits defined in the appropriate flag in the System cfg file If the Conference Numeric ID is already in use in another conference an error message will be displayed If left blank and the MCU is configured to assign one once the conference is saved to the MCU Note If the MCU is configured to support only automatic assignment of Numeric Conference IDs then this field is disabled and the system will automatically as
30. e Installation 2 2 Deploying the Client Application 004 2 2 SQL Database Configuration 0 0 0 0 ce eee eee 2 5 MGC Web Server Manager Configuration 2 8 Connecting the MGC Web Server Manager 2 9 Adding a New MCU 0 0 e cece eee eee ees 2 10 Connecting an MCU 0 eee eee 2 13 Personal Scheduler Visual Customization 2 14 Customization From the MGC Personal Scheduler Configuration Window 0 eee eee ee eens 2 14 MGC Personal Scheduler Parameter Configuration 2 17 Customization from the Microsoft Outlook Editor 2 24 Setting a Password 0 0 eects 2 30 Managing Templates 000 e ee ee eee eee ee 2 32 Managing Conferences 00 eee eee eee teens 3 1 Scheduling Conferences resserrer akir tni nini aE RENES 3 2 Scheduling the Reservation Directly From the Calendar 3 6 E mail Signature 0 0 0 eee eee eee eee 3 10 MGC Manager Reservation Remarks 4 3 12 Modifying Appointments and Meetings 3 15 Canceling Appointments and Meetings 3 15 Scheduling Recurring Appointments and Meetings 3 16 Modifying Recurring Appointments or Meetings 3 18 Canceling Recurring Appointments and Meetings 3 19 Canceling Recurring Appointments Meetings 3 19 Table of Contents
31. elected A 10 Parameter Start Conf Requires Chairperson Terminate After Chairperson Exits Mute Meet Me Parties Lock On Hold Enable Invite Roll Call Entry Tone End Time Alert Tone Exit Tone Meet Me Per Conf Limited Occurrences Number of Occurrences Recording Enable Recording Recording Link Name Start Recording Yes Yes Ye es Yes 5 Minutes greyed out No Immediately greyed out Appendix A Default Templates Default Conference Template Properties Software CP Parameter Value SW CP Name Remarks empty Duration 2 00 Hours empty Meet Me Per Conf Entry Queue Access no Conference Entry Password empty to be allocated by system Web Chairperson Password empty to be allocated by system Start on MCU Auto Numeric ID empty Conference User Defined 1 3 empty Conf Type Standard Audio Video Networks IP ISDN ATM MPI Video Session Continuous Presence Software Participants None Defined Restricted Line Rate 384 Kbps Video Rate In Out disabled Parameter Same Layout Lecture Mode Lecturer Name Timer Interval FECC LSD Rate T120 Rate Audio Alg VTX1000 SilencelT Pro Motion Dual Stream Mode Video Protocol Video Format Frame Rate Quality Annex P Annex N Annex F Roll Call Entry Tone End Time Alert Tone Exit Tone Value Yes greyed out Auto select greyed out disabled 10 sec greyed o
32. endar Properties 2 xi ere T tears 2 From the When posting to this folder use drop down list select Forms The Choose Form dialog box opens Choose Form File names 3 From the Look In drop down list select Personal Forms Library 3 7 Chapter 3 Managing Conferences 4 Select Polycom Office and click Open Choose Form Personal Forms Library File namer The Calendar Properties dialog box opens The Polycom Office option is now available in the When posting to this folder use drop down list Calendar Properties Calendar Comment Click OK The Calendar Properties dialog box closes and Polycom Office MGC Personal Scheduler is set as the default calendar form 3 8 MGC Personal Scheduler Quick Start Guide To schedule the reservation on the calendar 1 Select the block of time on the calendar for the reservation 2 Right click the selected block of time and then click New Appointment Ele Edit view Favorites Tools Actions Help Tiew amp B5 X Goto Today FF oay E work week F week Fi month 25 Find ByOrganize 6A Folder List x 8 a Outlook Today Mailbox Calendar Contacts Deleted Items 1 amp Drafts 30 GA Inbox 41 C Journal Notes Outbox Calendar Sent Items D Tasks ie Personal Folders s Public Folders Contacts LA o Deleted Items 1 DEO T
33. er Configuration window you can add or remove the following fields e Via Video Auto Connection e Dial in Endpoints Phones e Enable MCU selection e Enable language selection i 5 The view of this window is dependant on the Personal Scheduler Configuration EE send amp i E 03 Recurrence G amp Cancel Invitation l TIX File Edit view Insert Format Tools Actions Help Appointment Polycom office Attendee Availability T Polycom WebOffice meeting I viavideo Auto Connection Conference Type Product Management MCU Selection Auto Dial in Endpoints Phones 3 Meeting Invitation English X Language Invite Dial out Endpoints gt gt 7 Select the Polycom Office check box if you want this meeting integrated with your Polycom Web Office meeting 3 3 Chapter 3 Managing Conferences 3 4 10 11 Select the ViaVideo Auto Connection check box to attach a ViaVideo attachment to a Meeting invitation When the Meeting participant clicks the ViaVideo link their ViaVideo endpoint automatically opens and connects to the On Going conference From the Conference Type drop down box select the appropriate conference template The conference template contains pre defined parameters For more details on the templates see Appendix A From the MCU Selection drop down box select the desired MCU The selected MCU is stored in the registry and becomes the default MCU If Auto is selected the MCU
34. erman Chinese Chinese Traditional Japanese Portuguese Spanish Norwegian Italian Russian Swedish Croatian Hungarian Polish Slovak The IP link address of the Personal Scheduler monitor module Enter either the DNS name or IP address MGC Personal Scheduler Quick Start Guide Table 2 2 MGC Personal Scheduler Configuration Fields Continued ESSEE Meeting Request Specify the Meeting request menu name Menu Name Appointment Menu Enter the Appointment request menu name Name Message Header Enter the name of the E mail Message Header Title field Menu Icon Path Enter the path of the bitmap The File must be in bmp format 2 23 Chapter 2 Installation and Configuration Customization from the Microsoft Outlook Editor The following items can be customized in the Polycom Personal Scheduler tab from the Microsoft Outlook Editor Form Configuration window Tab name Tab fields name and location Tab images Tab general properties deleted LS The names and location of the tab fields can be changed but they cannot be 2 24 Tab name Hj Untitled Polycom Office 2isend l 8l Ea Ey Recurrence amp Cancel Invitation eds l x 2 dl Bile Edit View tnesettesrmat ools Actions Help Appointment Polycom Office Attendee Availability IT flolycom WebOffice meeting I viavideo Auto Connection Product Management MCU Selection auto Dial
35. erties Log On dialog box reappears OperSrv 9_0 Properties Local Computer 2 x General Log On Recovery Dependencies Log on as C Local System accoun Ce This account Locals yster ow service to interact with desktop Browse Password onfirm password ecccccccccccces fou can enable or disable this service for the hardware profiles listed below Service Enabled Hardware Profile Profile 1 Enable Disable Cancel Apply 8 Inthe Password field enter the user s password 9 Inthe Confirm Password field enter the user s password again 10 Click OK to confirm and complete the procedure Chapter 2 Installation and Configuration MGC Web Server Manager Configuration The MGC Web Server Manager application is the user interface for configuration of Personal Scheduler It allows the Personal Scheduler Server to communicate via the MGC Web Server with the MCUs Configuration of the MGC Web Server Manager includes e Connecting to the Server e Adding MCUs e Connecting the MCUs e Configuring Personal Scheduler To start the MCU Web Server Manager application 1 On the Start Programs menu click MGC Web Manager 9 0 and then click MGC Web Server Manager Programs gt IF Adobe gt A Microsoft Office gt Fe Documents gt Babylon Adobe Photoshop 7 0 ti Settings gt a Snagit 6 Search gt lt 2 Mi
36. he Polycom Office window opens 3 Continue with step 7 on page 3 3 Chapter 3 Managing Conferences E mail Signature The e mail received by the meeting invitees contains a signature that includes conference parameters required to start the conference However a participant may receive an attachment that includes a plcm file which contains a ViaVideo link When the user opens the attachment the ViaVideo endpoint on his desktop automatically opens and connects to the On Going conference Conference invitation ideo Switch_admin1_15647 13 12 2004 16 11 00 localj 13 12 2 Pereply Pereply to all Broward Sos Y CX a we AB File Edit View Insert Format Tools Actions Help From debbie goldberg polycom ca il Sent Mon 12 13 2004 15 56 To Knoop Duke Cc Subject Conference invitation Video Switch_admin1_15647 13 12 2004 16 11 00 local 13 12 200 4 14 11 00 GMT You are invited to a conference named Video Switch_adminl_15447 at 13 12 2004 14 11 00 local 13 12 2004 14 11 00 GMT Conf Entry Password 100351 Conference ISDN dialin numberis 100 Conference IP dialin numberis 1441337 Conference ID is 1337 m a video Switc Yia ideo Auto 764B Con 179 B MGC Personal Scheduler Quick Start Guide Table 3 1 describes the signature fields Table 3 1 E mail Signature Fields a SS Conference dial in number is Conference IP dial in number is Conferenc
37. heduler ClientInstall 2 25 Chapter 2 Installation and Configuration The Polycom Office window opens in Microsoft Outlook jasa g U Ga E O Recece Bcancel invitation 4 X File Edit view Insert Format Tools Actions Help Appointment Polycom office Attendee Availability T Polycom WebOffice meeting M Viavideo Auto Connection Conference Type Product Management z MCU Selection Auto l Dial in Endpoints Phones 3 Meeting Invitation English Le anguage Invite Dial out Endpoints gt gt HG Untitled Polycom Office j ol ge Ele Edit View Insert Format Tools Actions Help Esed amp 0 ca lt Spelling Fr Appointment Polycom Office Ey Check Names A Invitations have not been sent Address Book Ctrl Shift B Conflicts with another appoint To Mat te co pe Subject a Customize Location a fE Design a Form ing Microsoft NetMeeting r Publish Form Publish Form As Start time Sun 6 29 2003 x feoorm ra Publish Form 7 Endtime Sun 6 29 2003 zl 6 30 Pm z Script Debugger w I Reminder fis minutes gt A Show time as Busy 2 26 MGC Personal Scheduler Quick Start Guide The Design window opens EG Untitled Polycom Office Design i me E r E amp Al Edit Compose Page R A R E E Send amp i Cy 43 Recurrence Cancel Invitation De e a File Edit V
38. ield Chooser Control Toolbox Tab Order The Properties window opens xi Apply OOfftfff Unknown 80000010 Button Shadow 0 None Cycle 0 AllForms DrawButfer 32000 Enabled 1 True Font 8pt MS Sans Serif ForeColor OOffffff Unknown KeepS crollB arsVisi0 None Mouselcon None MousePointer 0 Default Picture None PichraAlionmant Cantar jd Scroll down and select Picture MGC Personal Scheduler Quick Start Guide 10 Click on the box located at the top right corner Propertii Apply None El DrawBuffer 32000 Enabled 1 True Font 8pt MS Sans Serif ForeColor OOffffff Unknown KeepScrollBarsVisi0 None Mouselcon None MousePointer 0 Default Picture lignment_ 2 Center PictureSizeMode 0 Clip Pi Hh False ScrollBars 3 Both Caroll aft n i The Load Picture window opens Load Picture x Look in 4 My Documents gt e amp EA Corel User Files MGI My Albums My Deliveries My Magazines My Pictures My Received Files Polycom 3 History E Desktop Ka My Documents My Computer ao i Displays the computers on your network les Cancel i A 11 Select the desired picture and click Save The picture appears For more details on changing all of the general properties of the Form refer to your Microsoft Outlook documentation The factory default setti
39. ies When more than one application needs to be connected to the database such as the MGC Manager Personal Scheduler and PathNavigator it is recommended to use the SQL database It is also recommended to use the SQL database when the number of users in the install base is more than 100 To define the MGC Web Sever Manager user properties for the SQL database 1 On the Start Settings menu click Control Panel EQ control Panel Network and Dial up Connections 3 Printers A Taskbar amp Start Menu The Control Panel window open 2 Double click the Administrative Tools icon H Wo Administrative Tools The Administrative Tools window opens 3 Double click the Services icon eN Services 2 5 Chapter 2 Installation and Configuration The Services window opens Services Local By Network Connections Manages o Started Manual Network DDE Provides n Manual By Network DDE DSDM Manages s Manual By nT LM Security Sup Provides s Manual Bq OfficeScanNT Listener Started Automatic Bp OfficeScanNT Perso Started Automatic Bs OfficeScanNT RealT Started Automatic Bs Opersrvv6_O Started Automatic 4 5 Manual rv Start Bs Performar Stop res Manual By Plug and F Pace sd Started Automatic Bp Print Spoc Ree iles Started Automatic By Protected Restart Spr Started Automatic By Qos RS YP e sn Manual BaRemote A All Tasks BE a Manu
40. iew Insert Format Tools Actions Form Layout Help Appointment Polycomoffice p 3 4 5 P e Attendee Availabilty AllFields Properties Actions Field Chooser xf Frequently used fields 7 T Polycom WebOffice meeting Viavideo Auto Connection Conference Type Product Management gt MCU Se Dial in Endpoints Phones Meeti Langue Chairperson Password Select the Polycom Office tab 3 To change the name of the tab from the Forms menu click Rename Page Bile Edit View Insert Format Tools Actions Form Layout Help Baath e s o eoero isend amp 0 Cy 3 Recurrence EF Field chooser 3 control Toolbox Office fi Appointment Polycom P 3 wy Set Grid Size Properties View Code Run This Eorm The Rename Page window opens Rename Page 2 x Cancel 4 Enter the desired name of the tab and click OK 2 27 Chapter 2 Installation and Configuration 2 28 8 9 To move the location of a field click on the field name in the window and drag and drop the field to the desired location in the window To change the name of a field click on the field name in the window highlight the current field name and replace it with the desired field name To change the images in the window right click Advanced Properties Can t Undo Select All Paste Proper Properties v Snap to Grid v show Grid v F
41. in ndpoints Phones p Meeting Invitation Engish Language Conference Type Invite Dial out Endpoints gt gt Field name and location Images MGC Personal Scheduler Quick Start Guide To customize the Personal Scheduler Polycom Meeting Request properties 1 Double click on the MGC Schedule file located in MGC Personal Scheduler 9 0 MGC Personal Scheduler ClientInstall File Edit view Favorites Tools Help ClientInstall o x lt Back gt fy Qseach GyFolders 4 ls GZ X A Eee C Program Files f Manager MGC Personal Scheduler ClientInstall aa ClientInstall Select an item to view its description See also My Documents My Network Places My Computer a INST321 CD_syst fa _user1 hdr a datal fs layout W macschedule Server K setup a SetupFinishReboot iss F 5Del a syst hdr E _Setup dll CD useri Customize MGC Schedule aa DATA TAG 3j W MaCS eduleBackup jsetup a Setup iss El Shortcut to Setup a lang mec ScheduleBackup a os SETUP a setup lid UnLoadaddin 27 objects 1 40 MB B My Computer If your server does not have Outlook 2000 installed you must copy the MGC Schedule file to a computer that has Outlook 2000 to customize the file After the file has been customized return the file to it s original location MGC Personal Scheduler 9 0 MGC Personal Sc
42. k Start Guide Canceling Recurring Appointments and Meetings Canceling a Recurring Appointment or Meeting also deletes the reservation in the MCU You can cancel one occurrence or multiple occurrences Appointments and Meetings are cancelled using the standard Microsoft Outlook conventions After one occurrence of the Appointment or Meeting is cancelled the following window opens indicating that the reservation has been removed from the MCU After all occurrences of the Appointment or Meeting are cancelled the following window opens indicating that the all occurrences of the reservation have been removed from the MCU C Program Files Microsoft Office Office QUTLOOK EXE x A The recurring appointment Decision Making has been successfully removed Canceling Recurring Appointments Meetings Canceling a recurring Appointment or Meeting in Outlook also deletes the reservation from the MCU You can cancel one occurrence or all occurrences Recurring Appointments and Meetings are cancelled using the standard Microsoft Outlook conventions 3 19 Chapter 3 Managing Conferences Application Exception When an exception occurs in the Personal Scheduler Client an Application Error Information window can appear on screen The operator user can choose to send an email to support with information that helps analyze the source of the problem select Administrator Send Email Configuration and clear the Send Email This f
43. ministrator or MCG Manager operators The MCU prefix that is added to the conference name This number appears in the conference e mail signature that is sent to conference participants This prefix must be the same number that is defined in the Gatekeeper the number is defined in the MGC Manager in the Network Services Properties dialog box Gatekeeper tab The first phone number in the range of dial in numbers that can be allocated by the MCU These numbers are added to the Prefix number to compose the complete number dialed by participants when connecting to the MCU For example if you enter 1000 and the prefix is 97865 the first dial in number in the range is 978651000 The last phone number in the range of dial in numbers that can be allocated by the MCU These numbers are added to the Prefix number to compose the complete number dialed by participants when connecting to the MCU For example if you enter 9999 and the prefix is 97865 the last dial in number in the range is 978659999 2 11 Chapter 2 Installation and Configuration Table 2 1 MCU Properties Fields Continued a The order in which the MCUs are selected to handle a new conference when two or more MCUs are connected When a new conference is started the system tries to establish it on the MCU numbered as 1 For more information see the MGC Web Server Manager User s Guide If Personal Scheduler is installed as part of the Polycom WebCommander p
44. n the MGC Web Server Manager To enable all end users access to these templates it is strongly recommended not to move the templates to a different location The templates should be given meaningful names by the Administrator so that the end user can easily identify the desired template To view the list of templates l 2 Click the icon next to Database to expand the list Click the icon next to lt Database name gt to expand the list MGC Personal Scheduler Quick Start Guide 3 Double click the Personal Scheduler Templates icon gMGc Web Server Manager Yersion 8 0 0 10 Server ersion 8 0 0 15 Professional edition File Edit View Options Help 4 Server LocalHost 16 rare Video Switching 1x1 B AccorddB B AccordsQL Defaults Labels a5 MCUs D Permissions Users LE Personal Scheduler Templates Data Base Name AccordSQL SQL Server Nam 7 The list of templates appears To view the template parameters 1 Right click the template name and then click Properties gMGc Web Server Manager Yersion 8 0 0 10 Server ersion 8 0 0 15 Professional edition File Edit View Options Help server Localtost ce Video Switching 1x1 B AccorddB B AccordsQL H Defaults E Labels 23 MCUs gps Permissions Users I Groups LE Personal Scheduler Templates Data
45. ngs are stored in the file MGC ScheduleBackup located in MGC Personal Scheduler 8 0 MGC Personal Scheduler Clientinstall To revert to the factory default settings replace the MGC Schedule file with the MGC ScheduleBackup file 2 29 Chapter 2 Installation and Configuration Setting a Password You can specify a password that the conference scheduler is required to enter prior to scheduling a conference from the MGC Personal Scheduler This password is specified in the User Properties If this field is left blank a password is not required To specify a password for a new user 1 Inthe Browser area right click the User icon and then click Add New User to DB g sers Add New User to dB The User Properties dialog box opens User Properties xj Name I Password Confirm Password DOO O O o y O Permission Administrator E Email Address WebOffice URL l Directory Name l I Custom MCU Select MEU Creation amp Authentication gt gt Corcel MCUs per User 2 Inthe Password and Confirm Password fields enter a password for the user and click OK For details regarding the other fields in the User Properties dialog box refer to the MGC WebCommander Web Server Manager User s Guide Version 8 0 2 30 MGC Personal Scheduler Quick Start Guide To specify a password for an existing user 1 Inthe Browser area click the Users icon The Users list is displayed in the Statu
46. nu ico H Meeting Request Ctrl Shift Q Contact Ctrl Shift C 2 Distribution List Ctrl Shift L Task Ctrl Shift K t Task Request Ctrl Shift U WE Journal Entry Ctrl Shift J E Note Ctrl Shift N O office Document Ctrl Shift H Choose Form Personal Folders File pst 2 14 MGC Personal Scheduler Quick Start Guide The following Message Header title can be customized in the E mail message from the MGC Personal Scheduler Configuration window Hi Meet Meeting q 5 xj V Accent 2 Tentative X Decine Ei calendar 6 X e 0 File Edit Yiew Insert Format Tools Actions Help ANo responses have been received for this meeting Conflicts with another appointment on your Calendar Sent Wed 2 4 2004 13 06 From Knoop Duke Required Knoop Duke Optional Subject Meet Location Office When Wednesday February 11 2004 13 00 to Thursday February 12 2004 13 30 Viavideo Auto Connection plem Message Scheduled Meeting Appointment Information g Header title Conference dial in number is 994 Conference IP dial in number is 17192604 Conference name on bridge Meet_123729 Conference ID is 2604 2 15 Chapter 2 Installation and Configuration The MGCScheduler oft file is automatically backed up in the CustomizeMGCSchedule oft file located in the ClientInstall folder 6X Clientinstall i jxi File Edit View Favorites Tools
47. on Fields Continued a es Templates Group IP Address Select the User name that the client software uses to login to the database This login is transparent to the User Each User is assigned permissions which defines his her access rights to various Groups It is strongly recommended to use User admin1 as this User has full read and write permissions in the database If you change the User you must make sure that this User has all permissions assigned to the Group selected and that the Group has valid templates under it Select the Templates Group name that the client software uses to login to the database This login is transparent to the User Template Groups increase system security as they limit the access to conferences and participant data to authorized users only The Groups contains the templates that are used with the Personal Scheduler application It is strongly recommended to use the Templates Group Default as this is the Group where the default templates are located If you change the Group you must make sure that the Group has a User with all permissions assigned to it and that the Group has valid templates under it Enter the IP Address of the computer on which the Personal Scheduler server is installed The IP Address automatically gets written to the server txt file which is part of the client installation files It is distributed to all end users and is used by the client application to connect
48. plication on page 2 2 e Alternatively send the link of a folder located on the network in an E mail To install Personal Scheduler the user double click s the setup exe icon When the MGC Personal Scheduler is configured by the administrator the Client application is deployed on the network by sending out an e mail with an shortcut as an attachment Users open this self extracting file which automatically installs the MGC Personal Scheduler on their computer The Installation Wizard guides you through the installation process of the Personal Scheduler software In version 8 0 the Visual Configuration file is automatically backed up This allows you to re install the MGC Personal Scheduler without losing your configurations It is recommended to close Microsoft Outlook during the Client installation The MGCScheduler oft file is automatically backed up in the CustomizeMGCSchedule oft file located in the ClientInstall folder If Personal Scheduler is installed as part of the Polycom WebCommander package the WebCommander server requirements must also be met For more information see the MGC Web Server Manager Installation and Configuration Guide Deploying the Client Application 2 2 After Personal Scheduler is configured by the Administrator the Client application is deployed by sending out an e mail with an attached shortcut End users open this self extracting file which automatically installs Personal Scheduler on their compute
49. rs To e mail the Client application shortcut 1 Create a new e mail message The New E mail Message window opens MGC Personal Scheduler Quick Start Guide On the Insert menu click File or click the Attach File icon The Insert File dialog box opens Browse to the directory where the Client Setup file is located By default this file is located at C Program Files MGC Personal Scheduler 8 0 Personal Scheduler ClientInstall Click the Setup file Click the nsert button arrow and then click the Insert as Shortcut option button in the list Insert File x Looki C Clentinstall 7 e X Ci E Took 5 _user1 hdr ry E DATA TAG CD datar a data1 hdr a layout SETUP a setup lid ysl Preview not available a _sys1 hdr setup a _INST321 _ISDel gt _Setup dll E a os File name X Files of type fan Files z A EE History aN gt My Documents Desktop racers B gt EACAN EIES a 3 oa Favorites Insert Insert as Text Insert as Attachment The link appears in the e mail message as a shortcut 2 3 Chapter 2 Installation and Configuration 6 Send the e mail to end users for installation OutlookCommander Client Software Message Rich Text lolx David 9 A B z u Eile Edit view Insert Format Tools Actions Help isend a S 2 B E O GAR 4 e E otos A Toy Bily John
50. s pane eeMGC Web Server Manager ersion 8 0 0 10 Server ersion 8 0 0 10 Professional edition File Edit View Options Help Server LocalHost Name Permission _ Directory Name_ Entry Password 2 DataBase Administrator ACCORD B AccordDB Defaults LI User Defined Defaults LE Conference Defaults Participant Defaults A MGC Manager Defaults Moderator tarl Administrator admin1 Administrator Mod2 Operator operi Administrator POLYCOM H Labels Moderator user2 Administrator WebOffice gps Permissio iS Users a OUP LE Personal Scheduler Templates m AccordSQL Data Base Name AccordDB Sys DSN C Program Files MGC Y 2 Double click on a user s name The User Properties dialog box opens 3 Continue with step in the previous procedure 2 31 Chapter 2 Installation and Configuration Managing Templates 2 32 The template contains the conference parameters and is stored in the database A template is selected by the end user when reserving a conference in Personal Scheduler Five default templates are included with Personal Scheduler Default_CoP Default_Video Default Audio SW CP Video Switch Refer to Appendix A for a detailed description of the default template properties Additional templates can be created by the Administrator Refer to the MGC Manager User s Guide for details on defining new templates By default the templates are installed in the Default group i
51. scade None Video Session Video Switching as eee Layout in C P T Roll Call El X oo a B X BR X cg mm v J Entry Tone Roll Call announcement I End Time Tone E Min J Exit Tone Cancel 2 Refer to the MGC WebCommander Web Server Manager Installation and Configuration Guide for details on defining the template parameters 2 35 Chapter 2 Installation and Configuration 2 36 3 Managing Conferences The MGC Personal Scheduler is used by end users to schedule and reserve audio and video conferences on the MCU via Microsoft Outlook Conferences are reserved using the Polycom Office Appointment or the Polycom Office Meeting option When you create a meeting you identify the people to invite and you send them an e mail invitation The e mail includes various conference parameters required to start the conference such as the conference name password if applicable and the dial in number When the invitee responses to your meeting request a message appears in your OutLook Inbox folder The conferencing meetings can be recurring appointments that repeat on a regular basis Conferences can also be modify and cancelled 3 1 Chapter 3 Managing Conferences Scheduling Conferences To schedule a Polycom Office audio or video conference 1 On the File menu click New and then click Polycom Office Appointment or Polycom Office Meeting cz GA Mail Message Ctrl N
52. sign a Numeric Conference ID after you save the conference on the MCU 3 11 Chapter 3 Managing Conferences Table 3 1 E mail Signature Fields Continued ee cal cee Web Office URL This is a link to your Polycom WebOffice site This is only applicable if you have WebOffice installed on your computer and you have selected the Polycom WebOffice check box when setting up a reservation MGC Manager Reservation Remarks 3 12 Details of the conference are retrieved from the MGC Manager In the On Going Conference Properties dialog box in the Remarks field a conference reserved with Personal Scheduler is indicated by the words Outlook Reservation and the conference subject date and the e mail address of the organizer is provided as in the following example Outlook Reservation Subject Brand Meeting Date 09 11 2004 at 11 59 GMT Organizer John Smith polycom com To view the reservation remarks 1 Inthe MGC Manager double click the icon of the MCU on which the Reservation was scheduled A list of options appears below the MCU s icon 2 Double click the Reservations icon or click the plus icon next to the Reservations icon The Reservations list for the selected MCU is displayed MGC Personal Scheduler Quick Start Guide 3 Right click on the Reservation name and select Properties MGC Manager ERSION 7 0 0 34 ioj x File Edit View Template DataBase Directory Options Window Help
53. th setup 60KB Internet Communicat 10 27 2 i Trend Micro a Setup iss 1KB 155 File 10 28 2 E Windows Journal viewer a setup lid 1KB LID File 10 27 2 Windows Media Player 5 SetupFinishReboot iss 1KB 155 File 2 1 200 H E Windows NT unloadaddin 161KB Application 7 28 20 foe et a gt Type Outlook Item Template Size 78 5 KB 78 5 KB E my Computer When the MGC Personal Scheduler is re installed for example with you upgrade your version the administrator can simply copy and paste the Visual Configuration information from the CustomizeMGCSchedule oft file to the MGCScheduler oft file prior to deploying the Client application This saves the administrator the need to re configure the Visual Configuration 2 16 MGC Personal Scheduler Quick Start Guide MGC Personal Scheduler Parameter Configuration After the MGC Web Manager is connected to the Personal Scheduler Server and at least one MCU has been connected you can set the Personal Scheduler configuration parameters in the MGC Web Manager application To configure Personal Scheduler from the MGC Web Manager 1 Right click the Database icon and then click Personal Scheduler Configuration lO x EHMGC Web Server Manager Yersion 8 0 0 10 Server ersion 8 0 0 15 Professional edition File Edit View Options Help Name Selected Defaut e a aise Global sonal Scheduler Configuration Data Base Name 2 17 Chapter 2
54. ts the MCU will call these endpoints When this check box is selected the conference name can be numerical This is an advantage for dial in IP endpoints that do not accept alphabetic strings If this check box is cleared the conference name can only be alphabetical When this check box is selected any user with the MGC Personal Scheduler can schedule a conference If this check box is cleared only users that are predefined on the Server Manager can schedule conferences MGC Personal Scheduler Quick Start Guide Table 2 2 MGC Personal Scheduler Configuration Fields Continued Cc A Es PreConference Activation Enable Limit Recurrences Enable Dial in Endpoints Phones Show Via Video Auto Connection field Include time fields in E mail Format You can select to start the reservation x minutes before the conference start time This is recommended to allow dial in participants to connect to the conference a few minutes before the start time The default value is 10 minutes Click Enable Limit Recurrences The Limit Recurrences number is enabled Select the number of reservation recurrences permitted when initiating an meeting invitation When selected the Dial in Endpoints Phones field appears in the Outlook Polycom Office window If disabled the user cannot view or edit this field however the definition settings are still taken from the conference Reservation Template enabling participant dial in When
55. unction can be disabled in the Web Server Manager In the Options menu ls Notification check box 1 When an exception occurs in the Personal Scheduler Client application the Application Error Information dialog box displays Application Error Information x Personal Scheduler has encountered a problem and must close g Unsaved data may be lost An error report has been created to help diagnose the cause of this error To further assist in error diagnosis please send this confidential report Optional Describe the steps performed prior to this error Target E mail Address Jkcbi ginon palycom co il Contact information Optional E mail Address M Restart Outlook View Report Don t Send You can perform any one of the following actions Describe the reasons or steps leading to the exception Enter the destination email address Enter your contact details 3 20 MGC Personal Scheduler Quick Start Guide 2 Click View Report to read technical information about the exception The Crash Report dialog box is displayed Crash Report x CrashReport24 rpt Report CrashReport24 dmp Dump WAccord fs SW Systems Migsoperw SD 7O0 wi Accord fs SW Systems Mighoperw SD 7O00 wi Name CrashFeport24 rpt fis Exception code C0000005 ACCESS VIOLATION Fault address OO6E2BEF 01 002E1BEF Accord fs SW Systems Mig operwSD 700 winRel operws_ Application Name MGC Manager
56. ut No greyed out Yes greyed out None greyed out None greyed out H 264 greyed out Yes Yes A 13 Appendix A Default Templates Parameter Value Advanced Auto Termination Minutes Before First Join Minutes After Last Quit Dial Out Manually Allow undefined Participants Min Number of Participants Max Number of Participants Cascade Master Chair Control Label Attended Message Service Name Start Conf Requires Chairperson Terminate After Chairperson Exits Mute Meet Me Parties Enable Invite Talk Hold Time Audio Mix Depth Encryption Parameter Meet Me Per Conf Limited Occurrences Number of Occurrences Video Layout Video Layout Background Layout Border Speaker Notation Recording Enable Recording Recording Link Name Start Recording Value disabled disabled 2 4 depending on the number of connected participants No No No No Immediately greyed out A 15 Appendix A Default Templates Default Conference Template Properties Video Switch A 16 Parameter Value Video Switch Name Remarks empty Duration 2 00 Hours empty Meet Me Per Conf Entry Queue Access no Conference Entry Password empty to be allocated by system Web Chairperson Password empty to be allocated by system Start on MCU Auto Numeric ID empty Conference User Defined 1 3 empty Conf Type Standard Audio Video Networks IP ISDN ATM
57. ver database To add an MCU 1 Click the icon next to Database to expand the list 2 Click the icon next to lt Database name gt to expand the list 3 Right click on the MCUs icon and then click Add New MCU to DB SAM CUS Add New MCU to dB The MCU Properties dialog box opens x Name I ISDN Prefix Ip ddess 0 0 0 0 H323 Prefix fi Login accor First Number 1000 Password as Last Number 1999 Order 4 Cancel Advanced gt gt 4 Fill in the fields as described in Table 2 1 Table 2 1 MCU Properties Fields cs Name The name of the MCU Specify a name that clearly identifies the MCU IP Address The IP Address of the MCU This should be the IP address of the MCU LAN control port and not the IP of the H 323 card 2 10 MGC Personal Scheduler Quick Start Guide Table 2 1 MCU Properties Fields Continued Password ISDN Prefix H 323 Prefix First Number Last Number Description The login name used when connecting to the MCU The password used when connecting to the MCU The first digits of the MCU number that are added at the beginning of the dial in number allocated by the MCU The full dial in number is allocated by the service provider that supplies the phone line as the call passes through the PBX the MCU truncates part of the full number This number is configured in the MGC Manager application For details on this prefix ask your System Ad

MGC Personal Scheduler User Guide 9.0

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