Polycom® RealPresence® Resource Manager

Scheduler’s Guide
10.0 | August 2016 | 3725-72103-001J
Polycom® RealPresence®
Resource Manager
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Contents
Web Scheduler Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Conference Scheduling Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Getting Around . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Log into the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Field Input Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Filter and Search a List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Log Out of the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Conference Scheduler Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Scheduling Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Scheduling Bridges and DMA Pool Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Conference Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
MCU Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Bridge Scheduling and Reassignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
DMA Pool Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Room ID Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Limitations When Scheduling a Conference on a DMA Pool Order . . . . . . . . . . . . . . 11
Recurring Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Anytime Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Manage the Guest Book and Favorites Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Managing the Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
View the Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Add a Guest to the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Edit a Guest in the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Delete a Guest from the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Managing Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Add a Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Edit a Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Delete a Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
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Conference Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Schedule a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Configure Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Schedule an Anytime Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Copy an Existing Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Edit a Future Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Edit a Participant’s Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
View Scheduling Information for a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Managing Conferences and Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Working with Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Viewing All Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Filtering the Conference List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Delete a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Export a List of Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Managing Active Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Manage an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Writing Conference Notes During a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Add Additional Participants to an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Add Guests to an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Add a Room to an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Terminate an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Managing Participants within an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Select the conference of interest and click .Manage a Participant’s Endpoint During a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
View a Participant’s Details During a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Conference and Participant Details Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Conference Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Conference Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Conference Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Bridge (MCU) Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Participant Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
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Web Scheduler Guide
This book covers the tasks that a conference scheduler can perform.
Conference Scheduling Overview
Manage the Guest Book and Favorites Lists
Conference Scheduling
Managing Conferences and Participants
Conference and Participant Details Reference
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Conference Scheduling Overview
This section provides an introduction to the Polycom® RealPresence® Resource Manager system video
conference scheduling functionality and operations. It includes the following topics:
● Getting Around
● Conference Scheduler Roles
● Scheduling Participants
● Scheduling Bridges and DMA Pool Orders
● Anytime Conferences
Getting Around
The following section provides an overview into the basics of using the RealPresence Resource Manager
and understanding the capabilities of system roles that can schedule and monitor conference. It includes
the following sections:
● Log into the System
● Field Input Requirements
● Filter and Search a List
● Log Out of the System
Log into the System
To log into the RealPresence Resource Manager system web interface, you need the IP address or host
name of the RealPresence Resource Manager system server and your username, password, and domain.
Generally, you get three opportunities to enter the correct password. After three failed attempts, the system
returns an error message.
To log into the system:
1 Open a browser window and in the Address field enter the RealPresence Resource Manager
system IP address or host name.
2 When the RealPresence Resource Manager system Log In screen appears, enter your Username
and Password.
3 If necessary, select a different Language.
4 Click Login.
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Field Input Requirements
While every effort was made to internationalize the RealPresence Resource Manager system, not all
system fields accept Unicode entries. If you work in a language other than English, be aware that some
RealPresence Resource Manager system fields may accept only ASCII or extended ASCII characters.
Filter and Search a List
In the RealPresence Resource Manager system, information is often summarized in lists or grids.
Lists that include many items may have filters or searchable fields, which allow you to view a subset of items
or search for a specific entry. The available filtering options depend on the type of information in the list. For
example in the conference list:
● If you click
and select Status as the filter, all the available types appear.
In general, most text filter fields are ASCII only and the RealPresence Resource Manager system search
function is a case-insensitive, substring search. That means when you enter a search string, the
RealPresence Resource Manager system looks for that string where ever it occurs (beginning, middle, or
end) in the word or number.
However, if the RealPresence Resource Manager system is integrated with an Active Directory, the
RealPresence Resource Manager system uses the LDAP search function for searches of the directory.
LDAP searches are prefix-searches that include an appended wildcard. In this case, when you enter a
search string, the system looks for that search string only at the beginning of the indexed fields.
For example, all of the following searches for a participant will find Barbara Smithe:
Barbara
Smithe
Bar
Smi
To optimize LDAP searches, the RealPresence Resource Manager system (and its dynamically-managed
endpoints) searches only indexed LDAP fields and a limited set of attributes. The attributes include:
ObjectCategory
memberOf
DisplayName
GivenName
Sn
Cn
Samaccountname
groupType
distinguishedName
objectGuid
These are the requested attributes to be returned by the search:
Sn
Givenname
Mail
Ou
Objectguid
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Telephonenumber
Cn
Samaccountname
Memberof
Displayname
Objectclass
Title
localityName
department
Log Out of the System
You can log out of the system at any time.
To log out of the RealPresence Resource Manager system:
1 Click Admin in the top-right corner of the page.
2 Click Log Out.
Conference Scheduler Roles
Users assigned a conference scheduling role can schedule conferences in a manner similar to other
calendar applications.
In the Scheduler role, you can schedule conferences and view information about your ongoing, past, and
future scheduled conferences. You can also add guests to and delete guests from the system Guest Book.
You cannot view information for conferences that you did not schedule.
Users assigned the Advanced Scheduler role can also select bridges and templates and edit some
conference settings.
Role
Supported Actions
View-Only Scheduler
View conferences that other users created
Scheduler
Add a new conference
Copy a conference you created
View details of a conference you created
Delete a conference you created
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Role
Supported Actions
Advanced Scheduler
Add a new conference
Specify bridges and select templates for new conferences
Copy a conference you created
View details of a conference you created
Edit some conference settings
Delete a conference you created
Area Scheduler
Add a new conference
Edit a future conference you created
Copy a conference you created
View details of a conference you created
Delete a conference you created
Operator
Add a new conference
Specify bridges and select templates for new conferences
Copy any conference
Edit any future conference
Delete any future conference
View any conference
Manage any ongoing conference
Terminate any ongoing conference
Area Operator
All area scheduler functions
All advanced scheduler functions
Manage any ongoing conference
Terminate an ongoing conference
Scheduling Participants
When you schedule conferences, you select the participants you wish to join the conference from your user
directory. Depending on your system configuration, your user directory may be the enterprise directory, the
Global Address Book, or one or more local address books. It may also include Guest Book entries.
For participants that have multiple endpoints registered with the RealPresence Resource Manager system,
the system selects the participant’s default endpoint. You can change to another endpoint by selecting it
from the Call Info list or by editing the participant.
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You can schedule participants without endpoints into conferences. You cannot schedule endpoints without
owners into conferences. The RealPresence Resource Manager system can be configured to allow you to
overbook dial-in participants. In this case, dial-in participants can be scheduled to dial into multiple
conferences during the same time period, but the system reserves resources for the participant for only the
first scheduled conference. Dial-out participants cannot be scheduled into multiple conferences at one time.
Scheduling Bridges and DMA Pool Orders
When you schedule a conference, you can select a single bridge or a RealPresence DMA pool order to host
the conference, depending on the permissions that you have been given by the administrator.
Conference Templates
Users with Advanced Scheduler or Operator permissions can also specify a conference template to use.
Note: Two conferences scheduled with the same template may have different
settings and behavior if they are hosted on different types of MCUs.
When using conference templates, keep in mind:
● Conference templates provide default conference settings. When you select a different template, you
are selecting the default conference settings for your conference.
● The Default Template and Default Audio Template are available to all users who can schedule
conferences. Other templates may also be available if they have been assigned to users with your
role.
● The Default Template and Default Audio Template are stored in the system database and their
names are not localized.
Conference templates for MCUs are stored in the RealPresence Resource Manager system, while
conference templates for Pooled Conferences are defined in the RealPresence DMA system.
MCU Selection
Users with the Advanced Scheduler or Operator role can select a MCU to host their conference by selecting
the Single Bridge option. When they select this option, the system presents a list of bridges that have the
capabilities and resources required to host their conference.
Because this bridge list depends on the template selection, users should make their template selection
before selecting a bridge. Otherwise, they may select a bridge that cannot meet their conferencing
requirements. In this case, the conference will fail to schedule.
Bridge Scheduling and Reassignment
When you schedule a conference, the system automatically assigns the conference to a bridge unless a
user with the default Advanced Scheduler or Operator role intercedes. If that bridge is down at the time the
system starts the conference, the RealPresence Resource Manager system attempts to dynamically
reassign the conference to another bridge with sufficient capabilities and resources.
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● If the system can successfully reassign the conference to another bridge, the conference starts on
the newly selected bridge, and the system sends an updated conference email message to all
scheduled participants. This updated email includes a new dial-in number that dial-in participants
must use to join the conference.
● The system will chain bridge reassignments. This means that if the next bridge to which the system
assigns a conference is down at the time the system tries to start the conference, the system will try
to reassign the conference again.
● If the RealPresence Resource Manager system cannot find another bridge with the features and
capacity needed to support a conference, the conference fails to start. The system does not attempt
to modify the conference settings in any way. Instead, the system sends an email to notify the
conference organizer of the failure.
DMA Pool Orders
Instead of selecting a bridge for your conference, you can select a RealPresence DMA pool order to
manage your conference calls. This means that you do not need to track bridge availability or status of the
conference resources manually. When you select a DMA pool order for your conference, your scheduled
conference is hosted by the RealPresence DMA system. Using RealPresence DMA system defined
priorities, the RealPresence DMA system can manage resource allocation between RealPresence
Resource Manager system scheduled conferences and the RealPresence DMA-initiated ad hoc calls in
real-time.
Room ID Numbers
When you schedule your conference on a DMA Pool Order, you can also create a room ID and dial-in
number for participants to use. If you don’t specify a room ID, the RealPresence DMA system will create
one and the RealPresence Resource Manager associates it with the scheduled conference.
You can also use an existing VMR number that has been created on the RealPresence DMA system, as
long as the VMR is not already scheduled for the time you need it. When you use an existing RealPresence
DMA VMR, you can view the VMR settings on the RealPresence DMA VMR as “scheduled” (including the
time), but until the conference is started other settings will not display such as dial-out participants or
additional settings. These settings only get sent to the RealPresence DMA when the conference starts.
Limitations When Scheduling a Conference on a DMA Pool Order
When scheduling your conference on a DMA pool order, you are limited by the following:
● You must use a modified dialing number when scheduling an ISDN dial-out participant. Use the Use
Modified Dial Number check box when scheduling an ISDN dial-out participant.
Recurring Conferences
When you schedule recurring conferences, the VMR associated with that recurring conference remains
associated with that conference. You can use the VMR during its free time. For example, the VMR
associated with a recurring conference scheduled at 9 a.m. to 10. a.m. on Mondays.You can still use this
VMR from the 10 .a.m. today to 9 a.m. tomorrow.
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Anytime Conferences
Anytime conferences are scheduled RealPresence DMA conferences that do not have designated start and
end times. These conferences are not recurring. To be able to add Anytime conferences, the RealPresence
Resource Manager system must be connected to a Polycom RealPresence Distributed Media Application™
(DMA) system.
Anytime conferences do not have designated start and end times. Once an Anytime conference is
configured, conferences can be started at any time by authorized participants. The following events occur
when a new Anytime conference is added:
● A participant with scheduling permissions creates a new Anytime conference and the conference is
assigned a virtual meeting room (VMR) number.
● The Owner passcode is automatically generated and required to launch an Anytime conference.
● All Anytime conference participants receive an email indicating the VMR number. The owner will also
receive the owner passcode needed to launch the conference. Optionally, you can also include a
conference passcode that participants are required to enter.
● When a participant dials the VMR number and enters the owner passcode, all dial-out participants
are automatically called. If a participant dials into the VMR, they are not allowed into the conference
or placed on hold until someone dials in and enters the owner passcode.
● The conference continues until all participants hang up the call.
● You can terminate an anytime conference from the RealPresence Resource Manager UI. There is no
impact on the VMR.
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Manage the Guest Book and Favorites
Lists
The RealPresence Resource Manager system provides two ways that you can customize and expand the
user directories. The system has a Guest Book and a Favorites List.
This section includes the following topics:
● Managing the Guest Book
● Managing Favorites
Managing the Guest Book
Users with the schedulers, operator, or administrator role have access to the Guest Book. The Guest Book
provides a way to store conference participants that aren’t managed by the RealPresence Resource
Manager system.
The Guest Book is a local system directory that includes guest participants who were either explicitly added
to the Guest Book or saved to the Guest Book while being added as conference participants.
Guest book entries are static and are not imported through the dynamically updated enterprise directory nor
included in the system Global Address Book. The Guest Book is limited to 500 entries.
Users with the schedulers, operator, or administrator role have access to the Guest Book. The Guest Book
provides a way to store conference participants that aren’t managed by the RealPresence Resource
Manager system.
This section includes these topics:
● View the Guest Book
● Add a Guest to the System Guest Book
● Edit a Guest in the System Guest Book
● Delete a Guest from the System Guest Book
View the Guest Book
By default, both system and area schedulers, operator, and administrators have access to the Guest Book.
When areas are enabled for your system, you can view only those guests who have been assigned to an
area that you manage. If a you can manage more than one area, you can view users from all areas that you
manage.
To view the Guest Book:
» Go to User > Guest Book.
The Guest Book pages includes a list of guest book entries that includes these fields.
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Field
Description
Name
The guest’s first and last name.
E-mail
The guest’s email address. The system validates the email structure only.
Location
The location of the guest’s endpoint system. This is a free-form entry field that the
system does not validate.
Number
(Optional) The ISDN phone number for the user. This number is constructed from
the Country code + Area/City code + phone number or entered as the modified dial
number.
Join Mode
Indicates whether the guest will use an audio endpoint or video endpoint to join
conferences.
Dial Options
Indicates whether the guest will dial into conferences or that the system should dial
out to the guest.
Dial Type
Indicates whether the guest has an H.323 (IP), SIP (IP), or H.320 (ISDN) endpoint.
Selected Area
This field is available when areas are enabled and the user can manage more than
one area.
Add a Guest to the System Guest Book
You can add a guest to the guest book.
You can add as many as 500 guests, but each guest must be unique. The RealPresence Resource
Manager validates each guest for a unique H.323 ID, E.164 number, IP address, and so on. The
RealPresence Resource Manager verifies that the guest does not already exist in the guest book or as a
user-associated endpoint.
To add a guest to the system Guest Book:
1 Go to User > Guest Book and click
.
2 Configure the Guest Information section of the Add New Guest dialog.
Field
Description
First Name
The guest’s first name.
Last Name
The guest’s last name.
Email
The guest’s email address. The system only validates the structure of the
email address.
Location
The location of the guest’s endpoint system. This is a free-form field that the
system does not validate.
Dial Type
Specify the protocol that the guest’s endpoint supports: H.323 (IP), SIP (IP),
or H.320 (ISDN).
This selection will determine what other sections of the Add New Guest
dialog you will need to complete.
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Field
Description
Join Mode
Specify whether the guest’s endpoint is an audio or video endpoint.
Note
A guest may have multiple endpoints. Create a separate Guest Book entry
for each endpoint.
Dial Options
Specify whether the guest will dial into conferences, or require that the system
dial out to the guest.
Note
To support both options, create a separate Guest Book entry for each.
Assigned Area
This field is available when areas are enabled and the user can manage more
than one area.
3 If the guest has an H.323 (IP) endpoint, configure these settings:
Field
Description
Number and
Number Type
The specific dial string for the guest, and the format of the number that the
MCU must resolve to contact the guest. This may be an IP address, E.164
address, H.323, or Annex-O.
For Annex-O dialing, in the Number field enter the H.323.alias@IP, for
example:
• 1001@11.12.13.14
• 1001@domain.com
• username@domain.com
• username@11.12.13.14
Notes
• Polycom endpoints must register with a gatekeeper before they will attempt
an Annex-O call.
• You can enter a dial string for another MCU as a guest. If so, you may need
to specify the conference ID in the Extension field also.
Extension
Use this field to connect the conference to another conference on another
MCU. In this field, specify the conference ID or passcode for the conference
on the other MCU.
MCU Service
Choose from the list of MCU services defined on the MCUs with which the
RealPresence Resource Manager system is registered. Leave this at Any
Available Service unless you have specific knowledge of MCU services.
4 If the guest has a SIP (IP) endpoint, configure these settings:
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Field
Description
Sip URI
The SPI URI the MCU must resolve to contact the guest.
MCU Service
Choose from the list of MCU services defined on the MCUs with which the
RealPresence Resource Manager system is registered. Leave this at Any
Available Service unless you have specific knowledge of MCU services.
5 If the guest has an H.320 (ISDN) endpoint, configure these settings:
Field
Description
Use Modified Dial Number
Select this option first (as needed) as it will determine the other fields you
must configure.
Country
(Not available when Use Modified Dial Number is selected.) The country to
which the system will dial out to the guest. Click Select to view a list of country
codes.
Area/City Code
(Not available when Use Modified Dial Number is selected.) The area code
to which the system will dial out to the guest.
Number
The participant’s phone number.
Extension
Cannot be configured.
MCU Service
Choose from the list of MCU services defined on the MCUs with which the
RealPresence Resource Manager system has registered. Leave this at Any
Available Service unless you have specific knowledge of MCU services.
6 Click OK.
Edit a Guest in the System Guest Book
You can edit information associated with a guest in the system guest book.
If you edit a guest that is already scheduled for a future conference or participating in an ongoing
conference, the changes you make will not be reflected in the conference.
To edit a guest in the system Guest Book:
1 Go to User > Guest Book and select the guest of interest.
2 Click
.
3 Change the Guest Information section and endpoint information sections of the Add New Guest
dialog, as needed. For more information about these fields, see Add a Guest to the System Guest
Book.
4 Click OK.
Delete a Guest from the System Guest Book
You can delete a guest from the Guest Book.
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To delete a guest from the system Guest Book:
1 Go to User > Guest Book and select the guest of interest.
2 Click
. Click OK to confirm the deletion.
Managing Favorites
Users with the operator role or area operator role to create one or more Favorites list, which they can use
to quickly select participants to participate in conferences.
Users with the operator or area operator roles with Monitoring permissions can view, add, edit, delete, or
use Favorites lists and these Favorites lists cannot be shared with other operators.
This section includes the following tasks:
● Add a Favorites List
● Edit a Favorites List
● Delete a Favorites List
Add a Favorites List
You can create a new Favorites list.
To add a Favorites list:
1 Go to Conference > Favorites.
2 On the Favorites page, click
.
3 Enter a unique name for the Favorites List Name.
4 Enter a description.
f
5 Click
and enter all or part of the person’s last name or first name in the Search Available
Members field and click Search.
The system searches the Users list (local and domain) for users who are associated with endpoints
and who meet your search criteria. The results appear in the Search Results column.
Searching Favorites
• Depending on the search domain, the search function may return different
results. See .
• The search results only include users associated with endpoints.
6 Select the user(s) of interest from the list and move them to the Favorite List Members column.
7 Repeat step 5 and 6 until you’ve added the users of interest to your Favorites list and then click OK.
The new list appears in the Favorites page.
Edit a Favorites List
You can edit a Favorites list. You can rename it or remove or add users to the list.
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To edit a Favorites list:
1 Go to Conference> Favorites.
2 Select the Favorites list of interest and click
.
3 In the Edit Favorites List dialog, edit the Favorites List Name and Description fields as needed.
4 Remove or add users to the Favorite List Members column as needed and then click OK.
Delete a Favorites List
You can delete a Favorites list. When you delete a Favorites list, the users remain in the system but are not
associated with the deleted Favorites list.
To delete a Favorites list:
1 Go to Conference > Favorites.
2 Select the Favorites list of interest and click
.
3 Click OK to confirm the deletion.
The list is deleted from the system.
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Conference Scheduling
This section describes the Polycom® RealPresence® Resource Manager system conference scheduling
operations. It includes these topics:
● Schedule a Conference
● Schedule an Anytime Conference
● Edit a Future Conference
● Edit a Participant’s Settings
● View Scheduling Information for a Conference
Note: Since Area Schedulers can perform both basic and advanced tasks, any
references in this section to the Scheduler role also applies to the Area Scheduler
role.
Schedule a Conference
Users with the following default user roles are allowed to schedule conferences: scheduler, operator, area
operator and area scheduler.
When you schedule a conference, you specify the time, location and the list of participants. Optionally, you
can also assign conference roles to participants such as lecturer or conference chairperson. Users with
advanced scheduler or operator permission can also select a specific bridge and configure conference
settings.
Note: When scheduling conferences, be aware that the time displayed in the lower
left hand corner of the RealPresence Resource Manager system is associated with
the time clock of the local PC.
To view the RealPresence Resource Manager system time, navigate to Admin >
Server Settings > System Time. You must have the administrator role to view this
setting.
Using NTP server is mandatory to schedule a conference.
To schedule a conference:
1 Go to Conference > Monitor View and click
.
2 Click Participant to add participants to the conference. You can add individual participants,
conference rooms or guests to the conference.
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Note:
• For participants who are associated with endpoints, the RealPresence Resource
Manager system schedules their availability according to the endpoint’s
availability.
• For participants with multiple endpoints, check the availability for each endpoint.
Click Call Info to change the participant’s endpoint.
• Dial-in participants can be scheduled to dial into multiple conferences during the
same time period; dial-out participants cannot.
3 To add a participant:
a Select Add Participant.
b Click
and type all or part of the participant (with wildcards) in either of the fields provided.
c Click Search.
d Select the participant you want from the search results.
4 To add a guest:
a Select Add Guest, select a guest from the list.
If you want to add a new guest to the guest book, click Add Guest button. After you have added
the new guest to the guest book, you can add that guest to the conference from the list. You must
be an Advanced Scheduler or an Operator to add a new guest to the guest book.
5 To add a room:
a Select Add Room.
b Select a site from the Search for Rooms at a Site drop-down list.
c Select a room from the list of rooms associated with the site you selected.
6 When finished adding participants, rooms or guests, click Close.
7 Enter a new Conference Name or accept the system-generated name.
8 Use the Bridge Selection drop-down list to select a bridge or RealPresence DMA pool order for the
conference.
Only users with the Advanced Scheduler or Operator role can select a bridge. RealPresence DMA
pool orders are only available when your system is integrated with a RealPresence DMA system.
9 Select Start Time, Duration, and End Time for the conference for the conference.
10 If you want to make the conference recurring:
a Click Recurrence and in the Appointment Recurrence dialog, set:
 Recurrence frequency (Daily, Weekly, or Monthly)
 Recurrence day (Sunday through Saturday)
 Recurrence range (Start date and End After occurrences or End by date)
The maximum number of recurrences is 365.
b Click OK.
11 Assign roles to participants. If the conference type and template support conference roles, you can
associate conference roles with participants.
a Expand the Role Settings area.
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b Use the drop-down lists to select Lecturer, Video Chairperson, or Owner. You must first add
participants before assigning them a role.
Role
Description
Owner
Required for an Anytime conference. The owner is the participant who dials into
the conference and enters a passcode to start the conference.
Video Chairperson
Video Chairperson: You can select a video chairperson to control the conference
from his or her video endpoint system. The video chairperson must have a video
endpoint system and Chairperson conferences require an MCU.
Chairperson Passcode
If you enable Enable Chairperson passcode, the system assigns a
Chairperson Passcode and provides this password to the video chairperson in a
separate email.
When enabled for a conference, the chairperson must enter this password at his
or the video endpoint to assume control of the conference.
The length of the password is specified in the Conference and chairperson
passcode length drop down list on the Conference Settings page.
Lecturer
Designates the participant as the main participant in the conference. If you
designate a lecturer for a conference, that participant will not be muted if the
video operator mutes all.
12 To modify conference settings, expand the Conference Settings area.
Only users with the Advanced Scheduler or Operator role can modify conference settings.
Available for MCU or
RealPresence DMA
Pool Order
Conference?
Setting
Description
Conference Type
Select Video or Audio Only.
Video conferences can include audio participants. If you
choose an audio-only conference, video participants can only
participate on audio channels only and no video will be
displayed.
MCU conferences only
Conference ID
By default, the system assigns a Conference ID. You can
change this ID to permit integration with third-party scheduling
tools. This identifier must be 8 or less numeric digits.
Note that the RealPresence Resource Manager system
compares the Conference ID to it’s database to verify that it is
unique. If it is not unique, you will be prompted to enter a new
Conference ID.
Not available for Pooled Conferences.
MCU conferences only.
Room ID
By default, the RealPresence DMA will assign VMR as a
Room ID. You can leave this field empty.
RealPresence DMA
Pool Order
conferences only
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Available for MCU or
RealPresence DMA
Pool Order
Conference?
Setting
Description
Conference
Passcode
By default, the system assigns an 15-digit Conference
Passcode and provides this passcode to participants within
the content of the conference notification email.
You can change this passcode to another 4-digit through
16-digit number.
MCU conferences and
RealPresence DMA
Pool Order
conferences.
Conference Template
The available conference templates are automatically filtered
according to the Conference Mode you select and listed in
alphabetical/numerical order. When choosing a template for a
RealPresence DMA pool order conference, the template list is
ordered by the priority that was defined for the template in the
RealPresence DMA system.
MCU conferences and
RealPresence DMA
Pool Order
conferences.
Billing Code
Billing code is listed if areas are enabled and billing codes
have been assigned to the area. If areas are enabled and a
billing code is not assigned, the call detail report will list the
billing code as None.
MCU conferences and
RealPresence DMA
Pool Order
conferences.
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Setting
Description
Conference Mode
All: Supports all conferences.
Video Switching (VSW):
Enables a special conferencing mode that provides HD
video while using MCU resources more efficiently. All
participants see the current speaker full screen (the
current speaker sees the previous speaker).
If video switching mode is enabled:
 The minimum line rate available is 768 kbps (except for
SD resolution, available only on v7 and newer Polycom
MCUs with MPM+ or MPMx cards). • All endpoints must
connect at the same line rate, and those that don’t
support the specified line rate are connected in
voice-only mode.
 The video clarity, layout, and skins settings are not
available.
 LPR is automatically turned off, but can be turned back
on.
Continuous Presence (CP):
The MCU selects the best video protocol, resolution, and
frame rate for each endpoint according to its capabilities.
Select this mode if scheduling only AVC endpoints.
This is the only mode that supports the use of Polycom
MCU profiles, third-party and legacy endpoints, and legacy
RealPresence Collaboration Server (RMX) MCUs.
SVC conferencing is only possible with Polycom MCUs and
endpoints that support H.264 SVC.
CP and SVC:
The MCU selects the best video protocol, resolution, and
frame rate for each endpoint according to its capabilities.
Select this CP and SVC if scheduling both AVC and SVC
endpoints.
Available for MCU or
RealPresence DMA
Pool Order
Conference?
MCU Conferences
only.
13 Click Schedule Conference.
14 Optionally, send a notification e-mail to participants.
a To exit without sending an updated email message to your participants, click Skip E-mail.
b To send an updated email to your participants, copy additional people on the notification and/or
add notes about the conference.
Note that the To, CC, and BCC fields are ASCII only.
c Click Send.
Configure Advanced Settings
You can use the settings in the Advanced Settings section when you schedule a conference directly on an
MCU instead of using a RealPresence DMA Pool order. In particular, advanced settings include parameters
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related to dialing options and configuration of a Polycom MGC system which include content options, as
well specific bit rates or modes to use.
To configure advanced settings:
1 Expand the Advance Settings area.
2 Complete the following settings if you scheduled the conference on a Polycom MGC system.
Dial Options
You have three options:
• To create a conference for which the same dial-in information and a PIN code are
assigned to all conference participants, use the Dial-In setting. This setting
enables participants to dial in from an audio or video endpoint and connect to the
same conference on the MCU.
• To dial out to all participants in the conference, use the Dial-Out setting.
• To allow participants both options, select Dial-In+Dial-Out.
Note
When you change a conference from Dial-In to Dial In+Dial Out, the selected
resources remain set to Dial-In. You must change them manually.
Not available for Pooled Conferences.
Always Use MCU
Forces the conference to an MCU and prevents video endpoints from connecting to
each other directly. This setting is automatically selected and cannot be changed
when Audio Only is the conference type or when Enable Chairperson is selected.
Video Mode
Determines the initial layout on a video endpoint's monitor for a multipoint
conference that requires an MCU. The options are:
• Switching. Indicates that the display changes each time the speaker changes,
and everyone sees the current speaker.
• Select a Frame Count, then select the specific layout for the frames.
Available layouts are Continuous Presence settings.
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Bit Rate
Specifies the maximum connection speed for endpoints in the conference.
Individual endpoints that specify a lower connection speed connect at that lower
speed. Endpoints that specify a higher connection speed connect at the speed
identified in the conference template.
If you select a higher speed than an endpoint can support, the system reduces the
speed that endpoint; however, the conference uses the default connection speed
for endpoints that can match it. If you place the calls through an endpoint with an
embedded MCU, the behavior depends on the capabilities of that endpoint.
When the dial speed is higher than the number of channels defined in the H.320
service for the endpoint, you receive a warning. To continue, lower the dial speed to
less than or equal to the ISDN capability of the endpoint.
Higher speed is important for high-quality video in a conference. Because higher
speeds use greater bandwidth, scheduling a high-bandwidth conference may limit
the number of conferences that you can reserve at one time.
T.120 Mode
For MGC-hosted conferences only, selects the protocols and specifications for
multipoint data communication.
In the T.120 menu, select the speed for the T.120 connection. See your IT
department to determine the best combinations for your conferences. To disable
the T.120 mode, select None.
If you select T.120, these options may be available, according to the participant’s
endpoint and software:
• Application Sharing. Enables two or more participants to work on the same
document or application, even when only one participant has the application. In
application sharing, one participant launches the application, and it runs
simultaneously on all other computers.
• File Transfer. Enables participants to send files to each other.
• Chat or Whiteboard. Enables participants to communicate with each other by
writing.
In all of these modes, participants can view and hear each other.
Not available for Pooled Conferences.
Schedule an Anytime Conference
if your RealPresence Resource Manager system is not integrated with a RealPresence DMA system, you
cannot create an Anytime conference.
To schedule an Anytime conference:
1 Go to Conference > Monitor View and click
.
2 Mark the Anytime check box which is to the right of the Bridge Selection drop-down list.
3 Click Participants to add participants to the conference.
a Select one of the following: Add Participants, or Add Rooms or Add Guest.
b Click
and type all or part of the participant or room name (with wildcards) in either of the fields
provided. If searching for a room, use the Last Name or Room Name field.
c Click Search.
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d Select the participant or room you want from the search results.
e To add a guest, select Add Guest, select a guest from the list and click Add Guest.
f
Repeat these steps to add all required participants, rooms and guests and then click Close.
4 Enter a new Conference Name or accept the name that the system generated.
5 Use the Bridge Selection drop-down list to select a RealPresence DMA pool order for the
conference.
6 Assign roles to participants. If the conference type and template support conference roles, you can
associate conference roles with participants.
a Expand the Roles Settings area.
b Use the drop-down lists to select an Owner for the conference. You must first add participants
before assigning them a role.
Role
Description
Owner
Required for an Anytime conference. The owner is the participant who dials into
the conference and enters a passcode to start the conference.
Video Chairperson
Video Chairperson: You can select a video chairperson to control the conference
from his or her video endpoint system. The video chairperson must have a video
endpoint system and Chairperson conferences require an MCU.
Chairperson Passcode
A chairperson passcode is required for an Anytime conference.
If you use a Chairperson passcode, the system assigns an 15-digit
Chairperson Passcode and provides this password to the video chairperson in a
separate email.
When enabled for a conference, the chairperson must enter this 15-digit
password at his or her video endpoint to assume control of the conference.
You can change this password to another 4- through 16-digit number.
Lecturer
Designates the participant as the main participant in the conference. If you
designate a lecturer for a conference, that participant will not be muted if the
video operator mutes all.
7 Configure conference settings.
a Expand Conference Settings.
b Enter a conference passcode.
8 (Optional) Enter a Room ID to use. If this field is empty, RealPresence DMA will assign a VMR
number.
9 To save the conference details, click Save.
Copy an Existing Conference
You can copy an existing conference to be used as a template for a new conference.
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To copy a conference:
1 Go to Conference > Monitor View.
2 Select the conference of interest and click
.
3 If you used a template other than the default when you created the conference, re-select the
template.
4 Make the required changes to the conference date, participants, rooms, or other settings.
5 When finished, click Schedule Conference.
The system verifies that it has a bridge with the capabilities and resources required for your
conference. If it does, the conference notification email appears with a message indicating
Conference Successfully Scheduled.
6 To exit without sending an updated email message to your participants, click Skip E-mail.
Edit a Future Conference
You can modify future conferences.
To edit a conference:
1 Go to Conference > Monitor View.
2 Click
to display future conferences.
3 Select the conference of interest and click
.
4 If you select a recurring conference, a dialog appears asking if you want to edit all conferences in
the series or just the selected one. Make the appropriate choice and click Edit.
The conference scheduling page appears.
5 Make the required changes to the conference date, participants, or other settings. For information
on performing these tasks, see Schedule a Conference.
6 When finished, click Schedule.
The system verifies that it has a bridge with the capabilities and resources required for your
conference. If it does, the conference notification email appears with a message indicating
Conference Successfully Scheduled.
7 To exit without sending an updated email message to your participants, click Skip Email.
8 To send an updated email to your participants, copy additional people on the notification and/or add
notes about the conference.
Note that the To, CC, and BCC fields are ASCII only.
9 Click Send.
The system sends the updated conference notification email message. The Conference > Monitor
View appears. Your conference appears in the conference list.
Edit a Participant’s Settings
You can edit conference participant settings after you have added them to a scheduled conference. If the
conference is ongoing or already taken place, you can no longer edit the settings.
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When you edit a participant’s settings, those settings are valid only for the current conference that you are
scheduling.
To edit a participant’s settings:
1 Go to Conference > Monitor View.
2 Select a future conference of interest and click
.
3 If you select a recurring conference, a dialog appears asking if you want to edit all conferences in
the series or just the selected one. Make the appropriate choice and click Edit.
4 In the conference scheduling page, click
Settings dialog.
beside a participant to open the Edit Participant
5 In the Edit Participant Settings dialog, you can edit the participant settings as required:
Field
Description
Endpoints
Select an endpoint from the list.
How will this
participant/room/guest join the
conference?
Select In Person, Audio Only or Use Video.
Bit Rate
Select the Bit Rate at which the participant will join the conference.
If you select Automatic, the participants bit rate will match the bit rate setting
configured for the conference when it was scheduled.
Dial Options
Select either Dial-In or Dial-Out.
Dial Type
Select either H.323, SIP (SIP URI) or H.320.
If no dial type is selected, it defaults to E.164.
If H.323 is selected for Dial
Type:
Number:
• Completed automatically and is read-only when the user is not a guest.
• Modify the number type if necessary (IP address, E.164, H.323, Annex-0)
• Add an extension if needed.
If SIP is selected for Dial
Type:
•
If ISDN is selected for Dial
Type:
Enter the country code, area code, and phone number as necessary.
Use a modified dial number if you need to dial a prefix or an outside line first.
Note: You must use a modified dialing number if you are adding a dialout
ISDN participant.
SIP URI: Completed automatically and is read-only when the user is not a
guest.
Note: When scheduling a SIP dial-out participant, you cannot schedule the
participant as audio-only, encrypted, or use and extension.
Encryption
Indicate if this participant will join the conference under encryption.
Remember that the MCU that hosts the conference must be configured to
support encryption for this setting to take effect.
MCU Service:
Choose from the list of MCU services defined on the MCUs with which the
RealPresence Resource Manager system is registered. Leave this at Any
Available Service unless you have specific knowledge of MCU services.
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6 When finished, click OK.
View Scheduling Information for a Conference
To view the scheduling information for a scheduled conference:
1 Go to Conference > Monitor View
2 From the
list, select the conference type of interest.
3 Select the conference to view from the list. Under Conference Actions, click
.
The detailed information of this conference is displayed on the right.
For details on the type of information that is provided, refer to Conference and Participant Details
Reference.
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Managing Conferences and Participants
This section describes the Polycom® RealPresence® Resource Manager system’s how to manage
conferences and conference participants. It includes these topics:
● Working with Conferences
● Managing Active Conferences
● Managing Participants within an Active Conference
Working with Conferences
You can view ongoing, past, and future conferences. You can view them in a list view or calendar view.
What you see depends on your user permissions. For example, if you have the view-only scheduler role,
you cannot see the details of any conferences. Those with the operation role can view all conferences,
including details.
For more information about roles, see Conference Scheduler Roles.
This section includes the following topics:
● Viewing All Conferences
● Filtering the Conference List
● Delete a Conference
● Export a List of Conferences
Viewing All Conferences
You can view both scheduled and ongoing conferences in the conference monitor view. You can toggle
between a calendar and list view of all conferences.
When you view a conference, you can also view its status and any applicable alerts.
State
Description
Future Conference
Scheduled conference that has not yet started.
Completed Conference
A scheduled conference that occurred in the past.
Conference
A conference that is still /ongoing.
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State
Description
Alerts Conference
The bridge on which the /ongoing conference is being hosted has sent an alert.
Examples of events that will trigger a bridge alert are:
• A participant is connected in secondary mode (audio only).
• A conference is not yet full (for example, not all scheduled participants have
joined the conference).
Note
This state does not apply to conferences scheduled on a RealPresence DMA Pool
Order.
Conference End Warning
The conference is ending. For example, the conference is in its last five minutes
unless someone extends it.
To view all conferences:
1 Go to Conference > Monitor View.
The All Conferences list displays a list of all conferences.
2 To view the list in calendar view, click
.
The All Conferences page displays the conferences in a calendar view. Click Day, Week or Month to
change the calendar view.
3 To view the list in list view, click
again.
Filtering the Conference List
You can filter the conference list to identify specific conferences you want to view. You must be in list view
to filter the conference list. Filtering is not available in calendar view.
You can filter by a number of criteria including date, bridge, conference name and so on.
To filter the conference list:
1 Go to Conference > Monitor View.
The All Conferences list displays a list of all conferences.
2 Click
to filter the All Conference list.
The Filter dialog allows you to filter on the various criteria.C
3 To filter by date:
a Click Today to filter on conferences happening today.
Optionally, you can change the date to filter on conferences for a specific day.
b Click From and To to filter on conferences within a range of dates. Select From and/or To and fill
in the dates in the following format: YYYY-MM-DD or use the calendar tool to select a date.
4 To filter by Anytime conferences:
a Mark the Anytime check box to see all Anytime conferences.
b Optionally, use the date filtering options in combination with the check box.
5 To filter by status:
a Click Status.
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b Click the text box and select a status from the context menu. Available statuses include: All,
Future, History, and Ongoing.
c Optionally, use the date filtering options in combination with the check box.
6 To filter by bridge:
a Click Bridge and fill in a bridge name in the text box.
b Optionally, use the date filtering options in combination with the check box.
7 To filter by conference owner:
a Click Owner and fill in the owner’s name in the text box.
b Optionally, use the date filtering options in combination with the check box.
8 To filter by conference name:
a Click Conference Name and fill in the conference name in the text box.
b Optionally, use the date filtering options in combination with the check box.
9 To filter by endpoint name:
a Click Endpoint Name and fill in the conference name in the text box.
b Optionally, use the date filtering options in combination with the check box.
10 To filter by area:
a Click Area and fill in the area name in the text box.
b Optionally, use the date filtering options in combination with the check box.
11 When finished selecting criteria, click Search.
Delete a Conference
You can delete future or past conferences. You cannot delete active conferences.
To delete a conference:
1 Go to Conference > Monitor View.
2 If necessary, filter the All Conferences list to include the conference you want to delete.
3 Select the conference of interest and click
.
4 If you select a recurring conference, a dialog appears asking you if you want to delete just the
conference you selected or all conferences in the series. Make the appropriate choice. You cannot
deleted active conferences in the series.
5 Click OK to confirm the deletion.
The conference is deleted. For future conferences, the system emails the change to the conference
owner and participants and releases the participant and room resources.
Export a List of Conferences
Users with the Operator or Admin role can export a list of future conferences to a CSV file.
This option is only available when the list of conferences is filtered by Future.
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To export a list of future conferences to a CSV file:
1 Go to Conference > Monitor View.
2 In the All Conferences list, be sure you filter the conference list to include only conferences that are
scheduled in the future. You cannot export ongoing or past conferences.
3 Click
.
Managing Active Conferences
Depending on your permissions, you can manage active conferences. For example, you can change the
layout that participants see or add new participants.
You can also manage participants within an active conference, see Managing Participants within an Active
Conference.
Note: RealPresence Immersive Studio systems display as expandable folders
containing an icon for each of the codecs associated with the endpoint. You can
only perform actions on the master codec. The master codec is indicated by name
of the codec that ends with “_1”.
Manage an Active Conference
You can manage an active conference. Users with the operator or advanced scheduler role can make
changes to the conference, such as add new participants, terminate the conference and so on.
To manage an active conference:
1 Go to Conference > Monitor View.
2 From the list of All Conferences, select the conference of interest and click
.
The conference page appears in a new tab displaying the Participants list. The Participants list
displays these settings:
Section
Description
Status
The state of the participant’s connection as identified by an icon. Hover over the icon to
determine the status.
Type
The type of conference as identified by an icon. Hover over the icon to determine the
type.
Name
The participant’s name.
Endpoint
The name assigned to the participant’s endpoint when it registered or was added to the
system.
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Section
Description
Access
The endpoint’s network interface type. Possible values include:
• H323_E164
• H323_ID
• H323_ANNEX_O
• ISDN
• SIP
Address
The IP address, E614 number,H323 alias, or ISDN number of the participant’s endpoint
(if a dial-out), or SIP URI.
Bit Rate
The sum of the audio and video data transfer rate (in kbps) of the participant’s endpoint.
Dial Mode
How the participant joined the call. Possible values include:
• Audio or Video Dial-In
• Audio or Video Dial-Out
Bridge
The MCU or RealPresence DMA pool order on which the participants call resides.
3 Use these actions under the Conference Actions drop-down list as needed:
Action
Use this action to...
Extend Duration
Extend the duration of an active conference.
Change Layout
For applicable endpoints.
Change the default video layout for the conference display.
• Switching. Indicates that the display changes each time the speaker changes,
and everyone sees the current speaker.
• Select a Frame Count, then select the specific layout for the frames.
The available layouts are Continuous Presence settings.
4 Use these under the Participant Actions drop-down list as needed:
Action
Use this action to...
Remove
Remove the selected participant from the Participants list at which time the participant
can be scheduled for another conference.
Send Message
Send a message to the selected participant’s registered Polycom endpoint. The
message appears briefly on the monitor for the selected video endpoint.
Save as Favorite
Function available when the selected participant has an associated endpoint to which
the system can dial out.
Save the selected participant to an existing Favorites List.
Writing Conference Notes During a Conference
You can write conference notes when managing an ongoing conference.
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To create a conference note:
1 Go to Conference > Monitor View.
2 Click
to filter the All Conference list to include the conference of interest.
3 From the list of All Conferences, select the conference of interest and click
.
4 Expand the Conference Notes pane on the far right of the screen.
5 Click inside the text box to type a note.
If you type a note and then decide to undo your changes, click Escape to return to the original note.
6 Click Save.
The note becomes visible on any RealPresence Resource Manager browser session where other
users are monitoring the same conference.
Add Additional Participants to an Active Conference
Users with the Operator role can add additional participants to an active conference.
To add participants from the local directory or enterprise directory:
1 Go to Conference > Monitor View.
2 Click
to filter the All Conference list to include the conference of interest.
3 From the list of All Conferences, select the conference of interest and click
.
4 Go to Conference Actions > Add Participant.
5 If necessary, edit the new participants’ settings.
6 To initiate the system dial out to new participants, select the participants of interest from the New
Conference Participants list and click Connect New Participants.
The system dials out to the participants and adds them to the conference.
Add Guests to an Active Conference
Users with the Operator role can add guests to an active conference.
To add participants from the Guest Book:
1 Go to Conference > Monitor View.
2 Click
to filter the All Conference list to include the conference of interest.
3 From the list of All Conferences, select the conference of interest and click
.
4 Go to Conference Actions > Add Participant.
5 Click Add Guest.
6 From the Guest Book dialog, select the guest’s name from the list.
The guest’s name appears in the underlying New Conference Participants list.
7 Repeat step 6 to add all guest participants and then click Close.
8 To add new guest participants (participants not available from the local directory, enterprise
directory, or Guest Book), do the following:
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a Click the Add Guest radio button.
b Fill in the necessary information in the Add Guest dialog.
c Click OK.
9 To initiate the system dial out to new participants, select the participants of interest from the New
Conference Participants list and click Connect New Participants.
The system dials out to the participants and adds them to the conference.
Add a Room to an Active Conference
You can add a room to an active conference.
To add a room to an active conference:
1 Go to Conference > Monitor View.
2 Click
to filter the All Conference list to include the conference you want to manage.
3 Select the conference of interest and click
.
4 From the Conference Actions list, click Add Room.
5 From the Add Room dialog, select the site location of the room.
The list of conference rooms at the site appears.
6 Select the conference room of interest.
The conference room name appears in the underlying New Conference Participants list.
7 Click Close.
8 To initiate the system dial out to the room, select the room from the New Conference Participants
list and click Connect New Participants.
The system dials out to the room endpoint system and adds the room to the conference.
9 Click
to filterclick
want to manage.
.Click
to filter the All Conference list to include the conference you
10 Select the conference of interest and click
the conference you want to manage.
Select the conference of interest and click
. Click
to filter the All Conference list to include
.
Terminate an Active Conference
You can terminate an active conference.
To terminate an active conference:
1 Go to Conference > Monitor View.
2 Click
to filter the All Conferences list to include the conference you want to terminate.
3 Select the conference of interest and click
.
4 Click Terminate to confirm the termination.
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Managing Participants within an Active Conference
When monitoring a conference, you can manage the participants within the conference. You can manage
their endpoints, and view the technical details of their connection.
1 Click
to filter the All Conference list to include the conference you want to manage.
Select the conference of interest and click
.Manage
a Participant’s Endpoint
During a Conference
You can manage a participant’s endpoint during a conference.
Note: When using the commands on the manage page:
• These context-sensitive commands only appear when the participant’s endpoint
supports the action.
• These commands work for rooms on the participant list as well.
To manage a participant’s endpoint:
1 Go to Conference > Monitor View.
2 Click
to filter the All Conferences list to include the conference you want to manage.
3 Select the conference of interest and click
.
The Participants list appears.
4 Select a participant to manage.
5 From the Participants Actions list, select View.
The View Participants Details dialog displays
6 From the View Participants Details dialog, choose a manage option from the right section of the
dialog.
The following actions are available:
Action
Use this action to...
Remove
Remove the selected participant from the Participants list at which time the participant
can be scheduled for another conference.
Send Message
Send a message to the selected participant’s registered Polycom endpoint. The
message appears briefly on the monitor for the selected video endpoint.
Save as Favorite
Function available when the selected participant has an associated endpoint to which
the system can dial out.
Save the selected participant to an existing Favorites List.
View a Participant’s Details During a Conference
You can view details for a participant’s endpoint while the participant is in conference.
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Note: RealPresence Immersive Studio systems display as expandable folders
containing an icon for each of the codecs associated with the endpoint. You can
only perform actions on the master codec. The master codec is indicated by name
of the codec that ends with “_1”.
To view a participant’s endpoint details:
1 Go to Conference > Monitor View.
2 Click
to filter the All Conferences list to include the conference you want to manage.
Select the conference of interest and click
.The Participants list appears.
3 To view participants endpoint details, click Participant Actions > View.
4 Double-click on the participant of interest.
The View Participant Details dialog appears with the Call Properties displayed. It includes the Near
End and Far End video, the Participant’s name, Status, Errors, Warnings, Endpoint Type,
Address, Access, and Bit Rate.
It also includes a list of Participant Actions. For more information about these actions, see Select
the conference of interest and click .Manage a Participant’s Endpoint During a Conference.
5 To view additional participant details, change the selection in the Call Properties drop-down menu.
 If you select Device, you’ll see these participant details:
Setting
Description
Endpoint Type
Usually the endpoint model, such as Polycom HDX system.
IP Address
The IP address for the endpoint.
Site
The location of the endpoint as identified by its IP address and the subnet of the site.
Gatekeeper
The gatekeeper with which the endpoint is registered.
GDS
The Global Directory Service for the endpoint. Usually the Polycom Global Address
Book.
Presence
Whether or not the endpoint is registered with a Presence service, so that its
availability can be reported.
Device Managed
Whether or not the endpoint is registered with a Provisioning service, so that it can
be configured automatically.
ISDN Line Status
The status of the ISDN line. Possible values include:
• Operational
• Non-operations
This field is blank for the following endpoint types: PVX, MGC, RMX, GW/MCU,
Other, and TANDBERG.
Alias Type
If the endpoint has an alias designation, the type of alias. Possible types include
E.164, H.323 ID, URL, Transport Address, email, Party Number, and Unknown.
Alias Value
Value for the alias type shown.
 If you select Call Details, you’ll see these participant details:
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Setting
Description
Video Protocol
The video connection protocol, both transmission (Tx) and reception (Rx), the
endpoint is using. Possible values include:
• H.261
H.261 is an ITU standard designed for two-way communication over ISDN
lines and supports data rates which are multiples of 64Kbit/s. H.261 supports
CIF and QCIF resolutions.
• H.263
H.263 is based on H.261 with enhancements that improve video quality over
modems. It supports CIF, QCIF, SQCIF, 4CIF and 16CIF resolutions.
• H.264
Video Format
The video format, both transmission (Tx) and reception (Rx), the endpoint is using.
Video Rate
The video bandwidth negotiated with the far site.
Video Rate Used
The actual video bandwidth used in the call to the far site.
Video Frame Rate
Specifies the frame rate to use.
Video FEC Errors
The number of Forward Error Correction (FEC) errors that have been corrected in
the current call.
Cause Code
The cause code showing how the call ended.
Audio Rate
The audio bandwidth negotiated with the far site
Audio Protocol
The audio connection protocol, both transmission (Tx) and reception (Rx), the
endpoint is using.
 If you select Call Quality of Service, you’ll see these standard service measurements: Total
Packet Loss, % Packet Loss, Audio Packet Loss, Video Packet Loss, Audio Jitter, and Video
Jitter.
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Conference and Participant Details
Reference
This section lists the conference and participant detail fields for reference. It includes the following topics:
● Conference Image
● Conference Details
● Conference Features
● Bridge (MCU) Features
● Participants
● Participant Details
Conference Image
The Conference Image section displays the selected participant’s video. Click Shuffle to shuffle to the next
participant’s video.
Conference Details
The Conference Details section has these fields.
Section
Description
Creator
Name of the person who created the conference.
Not applicable for ad hoc conferences.
Owner
Name of the owner of the conference, if an owner is selected.
Start Date/Time
For a scheduled conference, the start date and time of the conference and the time difference
between the local time and the standard time.
For an unscheduled conference, the date and time the conference started.
Duration
For a scheduled conference, how long the conference is scheduled to last.
For a completed conference, how long the conference actually lasted.
End Date/Time
The date and time the conference ended
Type
The type of conference. Possible values include:
• Audio
• Audio-Video
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Section
Description
Status
The state of the conference. Possible values include:
•
•
Alerts
Declined
•
•
Finished
Future
Recurring
Whether or not the conference was scheduled as a recurring conference
Connection
Connection information about the conference. Possible values include:
• Multipoint
• Point To Point
• Gateway
• Embedded Multipoint
Bit Rate
The rate (in kbps) at which to transfer the conference audio or video data
Conf Monitoring
ID
System-assigned ID used for troubleshooting
Media Type
Describes the media type used for the conference.
Video Session
Type
Type of video session:
VSW (Video Switching)
CP (Continuous Presence)
SVC (Scalable Video Coding) only
CP and SVC
Video Layout
The video layout for the conference.
For more information about layouts, see your
MCU documentation.
Possible values are:
VIDEO_SWITCHING
CP_1X1
CP_1X2
CP_2X1
CP_2X2
CP_3X3
CP_1AND5
CP_1AND7
CP_1X2VER
CP_1X2HOR
CP_1AND2HOR
CP_1AND2VER
CP_1AND3HOR
CP_1AND3VER
CP_1AND4VER
CP_1AND4HOR
CP_1AND8CENTRAL
CP_1AND8UPPER
CP_1AND2HORUPPER
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CP_1AND3HORUPPER
CP_1AND4HORUPPER
CP_1AND8LOWER
CP_4X4
CP_2AND8
CP_1AND12
CP_1X1QCIF
CP_1X2FLEX
CP_1AND2HORRFLEX
CP_1AND2HORLFLEX
CP_1AND2HORUPPERRFLEX
CP_1AND2HORUPPERLFLEX
CP_2X2UPPERRFLEX
CP_2X2UPPERLFLEX
CP_2X2DOWNRFLEX
CP_2X2DOWNLFLEX
CP_2X2RFLEX
CP_2X2LFLEX
CP_UNKNOWN
41
Section
Description
Video Format
For a conference hosted on an MCU, the video format of the conference data stream. Possible
values include:
•
•
•
•
•
Video Protocol
•
•
•
•
VGA
SVGA
XGA
NTSC
For a conference hosted on an MCU, the video protocol of the conference data stream.
Possible values include:
•
•
Audio Algorithm
Automatic
CIF
QCIF
4CIF
16CIF
•
•
Auto
H.261
H.263
H.264
For a conference hosted on an MCU, the audio compression ratio of the conference data
stream. Possible values are:
•
•
•
•
AUTO
G.711
G.722
Siren 7 (16 kbps)
Conference Area
Area or areas assigned to the selected conference owner
Participant Areas
List of areas to which participants belong
Conference Features
The Conference Features section has these fields.
Section
Description
Conference Passcode
The conference passcode, which is assigned either by the system or the scheduler.
Chairperson Option
Indicates whether or not the conference requires a chairperson.
Note
The RealPresence Collaboration Server (RMX) 1000 system does not support the
Chairperson feature.
Chairperson Passcode
The passcode the chairperson must enter to take control of the conference. Not
applicable when no chairperson is designated.
Chairperson
The name of the chairperson. Not applicable when no chairperson is designated.
Dial-in #
The number that can be used by participant not explicitly invited to the scheduled
conference.
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Section
Description
Lecture Mode
The type of Lecture Mode, if any, that was selected when the conference was
created. Possible values are None, Lecture, and Presentation.
Note
The RealPresence Collaboration Server (RMX) 1000 system does not support
Lecture Mode.
Lecturer
The name of the lecturer. Not applicable when Lecture Mode is None.
Lecture View Switching
Indicates whether or not automatic switching between participants is enabled.
Dual Stream Mode
Possible values are:
• None
• People+Content
• Visual Concert PC
• Visual Concert FX
T120 Rate
Possible values are:
• None
• HMLP - Var
• HMLP - 384
• HMLP - 320
• HMLP - 256
• HMLP - 192
• HMLP - 128
• HMLP - 6.4
• HMLP - 62.4
• HMLP - 14.4
• MLP - Var
• MLP - 64.4
•
•
Duo Video
Unknown
•
•
•
•
•
•
•
•
•
•
•
•
MLP - 62.4
MLP - 46.4
MLP - 40
MLP - 38.4
MLP - 32
MLP - 30.4
MLP - 24
MLP - 22.4
MLP - 16
MLP - 14.4
MLP - 6.4
MLP - 4
End Time Alert
Whether or not the system alerts participants to the end of the conference by playing
an end tone
Entry Tone
Whether or not an entry tone is played to all connected participants when a
participant joins the conference
Exit Tone
Whether or not an exit tone is played to all connected participants when a participant
disconnects from the conference
Bridge (MCU) Features
The Bridge (MCU) Features section, which applies only for conferences that use an MCU, has these fields.
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Section
Description
MCU Name
The MCU device name hosting the conference. Not applicable when the
conference is not being hosted on an MCU.
If the conference is hosted
Numeric ID
The unique conference identifier assigned by the MCU
Entry Queue Access
Whether or not the conference has an entry queue enabled
Note
The RealPresence Resource Manager system enables entry queues on a per MGC
basis and all conferences on an entry queue enabled MGC will be scheduled with
entry queue access.
Meet Me per Conf
Whether or not the a conference is a Meet Me conference, for which a dial-in
number is assigned, so that undefined participants can connect to the conference
Conference on Port
(MGC only) Indicates whether or not the MGC is set to Conference on Port, which
conserves bandwidth and ports. In this case, all participants are on a single video
port and use the same connection speed and video format.
Message Service Type
Displays the type of messages participants joining the conference hear. Possible
values are:
• None
• Welcome (No wait)
• Attended (Wait)
• IVR
Message Service Name
Name on the MCU of the Message Service. So, for example, a service name IVR70
which provides the IVR service
Participants
When you view a particular conference, the list of participants identifies users, rooms, and guests invited to
participate. When viewing an conference, the list of participants identifies participants ly on a call.
Section
Description
Name
The participant’s name
Call Info
How the participant joined the call. Possible values include:
• Video Dial-Out@<Address>
• Audio Dial-In
• Video Dial-In
• In Person
• Room Only
Participant Details
The Participant Details section has these fields.
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Section
Description
Name
The participant’s name
Type
The type of conference connection. Possible values include:
• Audio Only
• Audio-Video
• Other (for In Person and Room Only participants)
Endpoint Name
The name assigned to the participant’s endpoint when added to the system
Connection Status
The state of the participant’s endpoint connection. Possible values include:
• Connected
• Connecting
• Declined
• Disconnected
• Disconnecting
• Error
• Unknown
Interface Type
Possible values are:
• H323
• ISDN
• SIP
• H323_E164
• H323_ANNEX_O
• H323_ID
Address
Used to reach endpoints, such as IP address or E164 number
Number
The IP address or phone number of the participant’s endpoint (if a dial-out) or the
participant’s port address on the MCU (if a dial-in)
Bit Rate
The audio or video data transfer rate (in kbps) of the participant’s endpoint
Encryption
Encryption is either enabled (True) or disabled (False)
Area
Area or areas assigned to the participant.
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