Polycom® RealPresence® Resource Manager

[Type the document title]
Web Scheduler’s Guide
8.1.0 | December 2013 | 3725-72103-001E
Polycom®RealPresence® Resource
Manager System
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Trademark Information
POLYCOM® and the names and marks associated with Polycom's products are trademarks and/or service marks of
Polycom, Inc., and are registered and/or common law marks in the United States and various other countries.
All other trademarks are the property of their respective owners.
Java is a registered trademark of Oracle America, Inc., and/or its affiliates.
Patent Information
The accompanying product may be protected by one or more U.S. and foreign patents and/or pending patent
applications held by Polycom, Inc.
End User License Agreement
Use of this software constitutes acceptance of the terms and conditions of the Polycom RealPresence Resource
Manager system end-user license agreement (EULA).
The EULA for this product is available on the Polycom Support page for the product.
© 2013 Polycom, Inc. All rights reserved.
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6001 America Center Drive
San Jose CA 95002
USA
No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for
any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating
into another language or format.
As between the parties, Polycom, Inc., retains title to and ownership of all proprietary rights with respect to the software
contained within its products. The software is protected by United States copyright laws and international treaty
provision. Therefore, you must treat the software like any other copyrighted material (e.g., a book or sound recording).
Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc., is not responsible
for printing or clerical errors. Information in this document is subject to change without notice.
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Contents
Conference Scheduling
Conference Scheduling Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Scheduling Participants and Endpoints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Scheduler Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Conference Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Future and Anytime Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Direct and Pooled Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Direct Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Pooled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Scheduler Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Conference Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Conference Menu and Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Conference Views—Future and Ongoing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Conference Views —Anytime . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Conference States . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Context-Sensitive Conference Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
User Menu Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
User Menu and Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Context-Sensitive Guest Book Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Add a Guest to the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Edit a Guest in the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Delete a Guest from the System Guest Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Managing Conferences and Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Manage an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Working with RealPresence Immersive Studio Systems . . . . . . . . . . . . . . . . . . . . . . . . . 17
Writing Conference Notes During a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Add Additional Participants to an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Add a Room to an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
View the Video of a Participant in an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
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Polycom RealPresence Resource Manager System Web Scheduler’s Guide
Join an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Add a Participant from a Favorites List to an Active Conference . . . . . . . . . . . . . . . . . . . . . . 20
Add/Save a Participant to a Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Manage a Participant’s Endpoint During a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
View a Participant’s Details During a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Terminate an Active Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Delete a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Export a List of Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Conference Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Schedule a Future Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Schedule an Anytime Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Copy an Existing Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Edit a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Edit a Participant’s Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
View Scheduling Information for a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Conference and Participant Details Reference . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Conference Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Conference Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Conference Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Bridge (MCU) Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Participant Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
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Operations Guide
Conference Scheduling
This section provides an introduction to the Polycom® RealPresence® Resource Manager system video
conference scheduling functionality and operations. It includes:
Conference Scheduling Overview
Conference Scheduling
Managing Conferences and Participants
Conference and Participant Details Reference
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Conference Scheduling Overview
This chapter provides an introduction to the Polycom® RealPresence® Resource Manager system video
conference scheduling functionality and operations. It includes:
● Scheduling Participants and Endpoints
● Scheduler Roles
● Conference Types
● Scheduler Overview
● Conference Menu Overview
● User Menu Overview
Scheduling Participants and Endpoints
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.
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.
Also, if you schedule participants into conference as Dial In participants, the conference will require external
MCU resources.
Scheduler Roles
Using the RealPresence Resource Manager system web scheduling interface, users assigned the default
Scheduler and Advanced Scheduler roles can create one-time or recurring conferences in a manner
similar to other calendar applications.
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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
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
Manage any ongoing conference
Conference Types
This section describes the different types of conferences the system manages. This includes:
● Future and Anytime Conferences
● Direct and Pooled Conferences
Future and Anytime Conferences
When you are scheduling conferences using the RealPresence Resource Manager system, you can add
two types of conferences:
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Operations Guide
● Future—Conferences that begin immediately or sometime in the future. These conferences have
start and end times and can be recurring. Once you have selected a future conference type, next you
decide whether you want to create a Direct Conference or a Pooled Conference.
● Anytime — Ad hoc 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 DMA system. For more information, see Schedule an
Anytime Conference.
Direct and Pooled Conferences
When first adding a future conference, you can choose between two types of conferences:
● Direct Conference
● Pooled Conference
Direct Conference
A direct conference is a conference that is managed directly on a RMX system through the RealPresence
Resource Manager system.
Bridge Selection
When scheduling a Direct conference, users with the Advanced Scheduler role can select a bridge 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.
Those without the Advanced Scheduler role do not see the bridge selection field at all.
Bridge Scheduling and Reassignment
When a conference is scheduled, by default the system automatically assigns the conference to a bridge
unless a user with the default Advanced Scheduler 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.
● 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 E-mail message to all
scheduled participants. This updated E-mail includes a new dial-in number that dial-in participants
must use to join the conference.
● If the system cannot successfully reassign the conference to another bridge, the conference fails to
start. The system sends an E-mail to notify the conference organizer of the failure.
Some notes about bridge reassignment:
● The bridge reassignment process only occurs when the system detects that a bridge is down. It does
not occur if the system determines that a bridge does not have sufficient resources required to host
the conference.
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● 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 E-mail to notify the
conference organizer of the failure.
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.
Pooled Conference
A pooled conference is a conference hosted on the Polycom Distributed Media Application™ (DMA) system.
Instead of selecting a bridge for your conference, you select a DMA pool order to manage your conference
calls.
Pooled conferences are scheduled by the RealPresence Resource Manager system. Resources are
allocated at the time of conference initiation by the DMA placing the call on a pool of managed MCUs (RMX
or Codian). Using DMA defined priorities, the DMA can manage resource allocation between RealPresence
Resource Manager system scheduled conferences and the DMA-initiated ad hoc calls in real-time.
Room ID Numbers
When you create a pooled conference, you can also create a room ID and dial-in number for participants to
use. If you don’t specify a room ID, the DMA system will create one and associate it with the scheduled
conference.
You can’t use an existing VMR number as the room ID. VMRs that are previously created on the DMA
system cannot be used in scheduled pooled conferences.
You cannot include ISDN endpoints in a pooled conferences. ISDN endpoints are
not supported for pooled conferences.
Scheduler Overview
As a scheduler, when you log into the RealPresence Resource Manager system, the system displays the
main screen with a Conference menu. When you click Conference, you can select from these conference
types: Future, Ongoing, or Anytime.
For more information, see Conference Menu and Views on page 6.
Anytime conferences are supported if the RealPresence Resource Manager
system is connected to a Polycom DMA system.
The User menu allows you to select Guest Book and view users or add guests to the guest directory. For
more information, see User Menu and Guest Book on page 10.
You might also see these menu items:
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Description
Settings. Click here to display a Settings dialog box with the following information:
•
User Name
•
Remote Server
•
Software Version
•
Font Size
In this dialog box, you can also:
•
Change the font size used in your display of the RealPresence Resource Manager system web interface.
•
Change your password, if you are a local system user.
Downloads. Click here to display the Downloads dialog box with the downloadable applications compatible with
the RealPresence Resource Manager system. Downloadable applications may include:
•
Polycom CMA Desktop PC or MAC client (including the path to the application)
•
RealPresence Mobile and Desktop clients
•
Polycom File Verification Utility
Log Out. Click here to log out of the RealPresence Resource Manager system.
Note
The RealPresence Resource Manager system has an inactivity timer. If you are logged into the system but do not
use the interface for a specified period of time, the system automatically logs you out.
Help. Links to the RealPresence Resource Manager system online help.
Conference Menu Overview
This section includes some general information you should know about the Conference menu and views. It
includes these topics:
● Conference Menu and Views
● Conference Views—Future and Ongoing
● Conference Views —Anytime
● Context-Sensitive Conference Actions
Conference Menu and Views
The Conference menu provides these views of the Conference list:
● Future—Displays the list of future scheduled conferences in the main window. Use this view to view
and edit future conferences. After selection, the Future-Only filter is enabled.
● Ongoing—Displays the list of active scheduled and Anytime conferences in the main window. Use
this view to manage ongoing conferences. After selection, the Ongoing-Plus filter is enabled.
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● Anytime — Displays the list of anytime conferences in the main window.
Use this view to manage anytime conferences. Anytime conferences are ad hoc conferences that
require no start and stop times.
Users can only work with the conferences that appear in their Conference list. By default, schedulers see
only their conferences in the Conference list. Operators see all the conferences on the system. However,
when areas are defined, operators see all the conferences for the areas to which they belong. By default,
users assigned other roles cannot view conferences.
The Future and Ongoing Conference views have these sections.
Section
Description
Views
The views you can access from the page.
Conference Actions
The set of available commands. The constant commands in the Conference views
are:
•
Refresh — Use this command to update the system display with current
information.
•
Add — Use this command to schedule a new video or audio conference.
For the list of context-sensitive Conference commands, see Context-Sensitive
Conference Actions on page 9.
Conference List
The context-sensitive Conference list for the selected view.
Conference Details
Displays information about the selected conference. For more information, see
Conference Details on page 39.
Conference Features
Displays the status of system features for the selected conference. For more
information, see Conference Features on page 42.
Participants
Displays the list of participants for the selected conference. For more information,
see Participants on page 44.
Participant Details
Displays information about the participant selected in the Participants list. For
more information, see Participant Details on page 44.
Conference Views—Future and Ongoing
The Conference list in both the Future and Ongoing views includes these fields.
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Field
Filter
Description
Use the filter to display other views of the conference list, which include:
•
Future Only - Displays scheduled conferences that have not yet started
•
Today Only - Displays scheduled conferences (completed, active, or future) for
the current day.
•
Custom Date - Displays scheduled conferences (completed, active, or future)
for a selected day. Select the day from the calendar.
•
Ongoing Plus - Displays active and future scheduled conferences for the day.
You can further filter this request by Conference Name, Endpoint Name,
Bridge, and Area.
•
Today Plus - Displays scheduled conferences (completed, active, or future) for
the current day, and all future conferences. You can further filter this request by
Conference Name, Endpoint Name, Bridge, and Area.
•
Yesterday Plus - Displays completed scheduled conferences for yesterday and
earlier. You can further filter this request by Conference Name or Area.
These filters apply to scheduled conferences only. Ad hoc conferences are not
displayed in the filtered list.
For information on filters, see “Filter and Search a List”.
Export as Excel file
Click this button to download the currently displayed Conference list to a Microsoft
Excel spreadsheet.
Status
The state of the conference. For more information, see Conference States on
page 9.
Type
The type of scheduled conference. Possible values include:
•
Video Conference
•
Direct Conference — Direct conferences are hosted on resources managed by
the RealPresence Resource Manager system.
•
Pooled Conference — Pooled conferences are hosted on resources managed by
the Polycom DMA system.
•
Audio Only Conference
— All conference participants have audio
endpoints. Audio only conferences require an MCU.
•
Recurring Conference
— All conference participants have video endpoints.
— The conference is one in a recurring series.
Conference Name
The system- or scheduler-assigned name of the conference. By default, the system
assigns a conference name and appends the day and date to that name. The
scheduler can change the system-assigned name.
Start Time
The local time of the user’s system for the start of the conference. The system
appends the time difference between the local time and the standard time.
Bridge
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If applicable, the user-assigned bridge for the conference. Possible values are:
•
N/A—A bridge is not required for this conference
•
[Bridge Name]—The name of the bridge for the conference.
•
[Pool Order Name]—The name of the pool order for the conference (pooled
conferences only).
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Operations Guide
Field
Description
Creator
The conference creator.
Area
Area or areas assigned to the selected conference owner. You can only view
area-specific information for areas that you have permission to manage.
Note
This field is only visible when Areas are enabled. Your administrator may have
renamed this field.
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 value is None.
Conference Views —Anytime
Anytime conferences are supported if the RealPresence Resource Manager
system is connected to a Polycom DMA system.
The Conference list in Anytime view has these fields.
Section
Description
Title
Name of the conference
Description
Description of the conference
Virtual Meeting Room
(VMR)
Virtual meeting room assigned to the conference
Owner
Person who is assigned control of the conference
Created On
Date on the local system when the conference was originally added
# Participants
Number of participants in the conference
Conference States
Conferences may be in the following states.
State
Description
Future Conference
Scheduled conference that has not yet started. This conference state is possible in
all views except the Yesterday Plus view.
Completed Conference
A scheduled conference that occurred in the past. This conference state is possible
in all views except the Future and Ongoing Plus view.
Active Conference
A conference that is still active/ongoing. This conference state is possible in all
views except the Future and Yesterday Plus view.
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State
Description
Active Alerts Conference
The bridge on which the active/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 applies to Direct Conferences only.
Conference End Warning
The conference is ending. For example, the conference is in its last five minutes
unless someone extends it.
Context-Sensitive Conference Actions
Besides the constant Refresh and Add actions, the Conference Actions section may include these
context-sensitive actions depending on the type of conference selected.
Action
Description
Available for future conferences only
Edit
Use this command to edit a conference that you have added. For more information,
see Edit a Conference on page 35.
Available for future and past conferences
Delete
Use this command to delete a conference that you have added.
Available for future, past, and ongoing conferences
Copy
Use this command to copy a conference that you have added.
Available for ongoing conferences only
Manage
Operators only. Use this command to display the Manage Conference page for
the conference selected in the Conference List. Use this command to manage
participants and endpoints in the selected active conference. For more information,
see Manage an Active Conference on page 14.
Terminate
Operators only. Ends the selected conference.
User Menu Overview
This section includes some general information you should know about the Conference menu and views. It
includes these topics:
● User Menu and Guest Book
● Context-Sensitive Guest Book Actions
● Add a Guest to the System Guest Book
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● Edit a Guest in the System Guest Book
● Delete a Guest from the System Guest Book
User Menu and Guest Book
By default, schedulers, operator, and administrators have access to the User Menu and Guest Book.
The Guest Book is a local system directory that includes guest participants who were either:
● Explicitly added to the Guest Book.
● Saved to the Guest Book while being added as conference participants.
They are referred to as static entries because they are not imported through the dynamically updated
enterprise directory or included in the system Global Address Book. The Guest Book is limited to 500
entries. The Guest Book has these fields.
Field
Description
Name
The guest’s first and last name.
Email
The guest’s E-mail address. The system validates the E-mail 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.
Context-Sensitive Guest Book Actions
The Actions section of the Guest Book page may include these context-sensitive actions depending on
what is selected.
Actions
Description
Add Guest
Use this command to add a new guest user.
Edit Guest
Use this command to change information for a guest user.
Delete Guest
Use this command to delete a guest from the Guest Book. Deleting a guest is a
permanent operation.
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Add a Guest to the System Guest Book
To add a guest to the system Guest Book
1 Go to User > Guest Book and click Add Guest.
2 Configure the Guest Information section of the Add New Guest dialog box.
Field
Description
First Name
The guest’s first name.
Last Name
The guest’s last name.
Email
The guest’s E-mail address. The system only validates the structure of the
E-mail 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 box you will need to complete.
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.
3 If the guest has an H.323 (IP) endpoint, configure these settings:
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Field
Description
Number Type and
Number
The format and value 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.
Extension
The specific dial string for the guest. For Annex-O dialing, enter the
H.323.alias@IP here, for example:
•
1001@11.12.13.14
•
1001@domain.com
•
username@domain.com
•
username@11.12.13.14
Note
Polycom endpoints must register with a gatekeeper before they'll attempt an
Annex-O call.
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:
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.
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6 Click OK.
Edit a Guest in the System Guest Book
To edit a guest in the system Guest Book
1 Go to User > Guest Book and select the guest of interest.
2 Click Edit Guest.
3 Change the Guest Information section and endpoint information sections of the Add New Guest
dialog box, as needed. For more information about these fields, see Add a Guest to the System
Guest Book on page 11.
4 Click OK.
Delete a Guest from the System Guest Book
To delete a guest from the system Guest Book
1 Go to User > Guest Book and select the guest of interest.
2 Click Delete Guest.
3 Click Yes to confirm the deletion.
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Managing Conferences and Participants
This chapter describe the Polycom® RealPresence® Resource Manager system conference and participant
management operations. It includes these topics:
● Manage an Active Conference
● Add Additional Participants to an Active Conference
● Add a Room to an Active Conference
● Manage a Participant’s Endpoint During a Conference
● View a Participant’s Details During a Conference
● Terminate an Active Conference
● Delete a Conference
● Export a List of Conferences
Manage an Active Conference
The Manage Conference page provides a detailed view of a single active conference and allows an
operator to make changes to the conference.
You cannot monitor or manage adhoc conferences taking place on the DMA
system. These conferences may display in the ongoing conferences list but
because the RealPresence Resource Manager system does not directly manage
ad hoc conferences that take place on bridges managed by the DMA system,
conference information is inconsistent.
To manage an active conference
1 Go to Conference > Ongoing.
2 From the list of All Conferences, select the conference of interest and click Manage.
The conference page appears in a new tab displaying the Participants list. The Participants list
displays these settings:
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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.
Access
The endpoint’s network interface type. Possible values include:
•
H323
•
ISDN
•
SIP
Address
The IP address, 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:
Bridge
•
Audio or Video Dial-In
•
Audio or Video Dial-Out
The MCU on which the participants call resides.
3 Use these conference actions as needed:
Action
Use this action to...
Terminate
End an active conference.
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.
Add Participant
Add one or more participants to the selected conference.
Add Guest
Add a guest to the selected conference.
Add Room
Add one or more rooms to the selected conference.
4 Use these participant actions as needed:
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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.
Connect All New
Function available only when the system is displaying the New Conference Participants
list.
Initiates the system dial out to new participants.
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Working with RealPresence Immersive Studio Systems
RealPresence Immersive Studio systems display as expandable folders containing an icon for each of the
codecs associated with the endpoint. You can only perform Participant actions on a RealPresence
Immersive Studio system when you have the folder selected.
Writing Conference Notes During a Conference
Participants with scheduler permissions can write conference notes during an ongoing conference.
To create a conference note
» Click the Conference Notes pane, type a note, and click Save.
The note becomes visible on any RealPresence Resource Manager browser session where other
users are monitoring the same conference.
If you type a note and then decide to undo your changes, click Escape to return to
the original note.
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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 > Ongoing.
2 From the list of All Conferences, select the conference of interest and click Manage.
3 Click Add Participant.
4 Enter all or part of a participant’s Last Name or First Name into the appropriate field and click
Search.
A list appears of participant’s names that meet the search criteria.
The search results only include users associated with endpoints.
5 Select the participant’s name from the list.
The participant’s name appears in the underlying New Conference Participants list.
6 Repeat steps Click Add Participant. through Select the participant’s name from the list. to add all
domain participants and then click Close.
7 If necessary, edit the new participants’ settings. See Edit a Participant’s Settings on page 36.
8 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.
To add participants from the Guest Book
1 Click Add Guest.
2 From the Guest Book dialog box, select the guest’s name from the list.
The guest’s name appears in the underlying New Conference Participants list.
3 Repeat step From the Guest Book dialog box, select the guest’s name from the list. to add all guest
participants and then click Close.
4 To add new guest participants (participants not available from the local directory, enterprise
directory, or Guest Book), see step To Add New Guest Participants on page 32.
5 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.
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Add a Room to an Active Conference
To add a room to an active conference
1 Go to Conference > Ongoing.
2 From the list of All Conferences, select the conference of interest and click Manage.
3 From the Conference Actions list, click Add Room.
4 From the Add Room dialog box, select the site location of the room.
The list of conference rooms at the site appears.
5 Select the conference room of interest.
The conference room name appears in the underlying New Conference Participants list.
6 Click Close.
7 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.
Manage a Participant’s Endpoint During a Conference
The Manage page also allows operators to manage conference participant’s endpoints.
•
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 > Ongoing.
2 Select the conference of interest and click Manage.
The Participants list appears.
3 To view participants geographically, click
.
4 Double-click on the participant of interest.
5 Use these participant actions as needed. These actions are also available from the View
Participants Details dialog box.
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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.
Connect All New
Function available only when the system is displaying the New Conference Participants
list.
Initiates the system dial out to new participants.
View a Participant’s Details During a Conference
This procedure describes how to view details for a participant’s endpoint while it is in conference.
Working with RealPresence Immersive Studio systems
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 > Ongoing.
2 Select the conference of interest and click Manage.
The Participants list appears.
3 To view participants geographically, click
.
4 Double-click on the participant of interest.
The View Participant Details dialog box 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 Manage
a Participant’s Endpoint During a Conference on page 21.
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:
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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, E-mail, Party Number, and Unknown.
Alias Value
Value for the alias type shown.
 If you select Call Details, you’ll see these participant details:
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.
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Setting
Description
Video FEC Errors
The number of Forward Error Correction (FEC) errors that have been corrected in
the current call.
Cause Code
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.
Terminate an Active Conference
To terminate an active conference
1 Go to Conference > Ongoing.
2 Select the conference of interest and click Terminate.
3 Click Terminate to confirm the termination.
Delete a Conference
Users can delete future or past conferences. Users cannot delete active conferences.
To delete a conference
1 Go to Conference > Future.
2 To delete a past conference, select the appropriate filter (such as Yesterday Plus).
3 Select the conference of interest and click Delete.
4 If you select a recurring conference, a dialog box appears asking you if you want to delete just the
conference you selected or all conferences in the series. Make the appropriate choice. Active
conferences in the series cannot be deleted.
5 Click Delete to confirm the deletion.
The conference is deleted. For future conferences, the system E-mails 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.
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This option is only available when the list of conferences is filtered by Future Only.
To export a list of future conferences to a CSV file
1 Navigate to Conference > Future.
2 In the All Conferences list, be sure the list is filtered according to the Future Only filter.
3 Click Export as CSV File.
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Conference Scheduling
This chapter describes the Polycom® RealPresence® Resource Manager system conference scheduling
operations. It includes these topics:
● Schedule a Future Conference on page 26
● Schedule an Anytime Conference on page 33
● Edit a Conference on page 35
● Edit a Participant’s Settings on page 36
● View Scheduling Information for a Conference on page 37
Since Area Schedulers can perform both basic and advanced tasks, any references
in this chapter to the Scheduler role also applies to the Area Scheduler role.
Schedule a Future Conference
See Conference Scheduling Overview on page 1 for an overview about conference scheduling.
Task Overview
 Task 1: Set a Time for the Conference on page 27
 Task 2: Select a Conference Type on page 27
 Task 3: Select a Bridge or Pool Order to Use on page 28
 Task 4: Edit Conference Settings on page 29
 Task 5: Add Conference Participants and Guests on page 32
 Task 6: Define a Video Chairperson, Lecturer or Owner on page 33
 Task 7: Review the Conference on page 33
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.
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Task 1: Set a Time for the Conference
1 Go to Conference > Future and under Conference Actions, click Add.
2 On the conference scheduling page, select either Direct Conference or Pooled Conference.
If your RealPresence Resource Manager system is not integrated with a DMA
system, you cannot create a Pooled conference.
 Direct Conference - A conference hosted on an MCU that is managed by the RealPresence
Resource Manager system. For more information, see Direct and Pooled Conferences on
page 3.
 Pooled Conference - A conference hosted on an MCU that is managed by the DMA system.
For more information, see Direct and Pooled Conferences on page 3.
3 Enter a new Conference Name or accept the default name.
4 Under the Select Conference Dates and Settings section, set a conference Start Date and Start
Time, and either an End Time or Duration.
5 If you want to make the conference recurring:
a Click Recurrence and in the Appointment Recurrence dialog box, 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.
Task 2: Select a Conference Type
When you are scheduling a direct conference, you need to choose the type of conference you are
scheduling. You can schedule a video conference or an audio only conference.
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.
6 For Conference Type, select Video or Audio Only.
Task 3: Select a Bridge or Pool Order to Use
Users with the advanced scheduler or operator role can choose a particular bridge or DMA pool order
to use for the scheduled conference.
7 If scheduling a direct conference, make your selection from the Bridge Selection drop-down list.
 Auto Bridge: Allows the system to select a bridge.
 Single Bridge: Allows you to select an MCU from the Scheduled MCU list to host the conference.
8 If scheduling a pooled conference, make your selection from the DMA Pool Orders drop-down list.
9 Select the Conference Mode to use.
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Conference Mode
Definition
All
Supports all conference modes.
VSW (Video Switching)
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 this mode is enabled:
CP (Continuous Presence)
•
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) mode, in which 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 RMX MCUs.
SVC (Scalable Video Coding) only
SVC conferencing is only possible with Polycom
MCUs and endpoints that support H.264 SVC.
CP and SVC
Enables both AVC-only endpoints and endpoints supporting SVC to join the
conference. If the selected MCU doesn’t support SVC, the conference is
started in AVC mode.
Note: If the MCU supports SVC but not mixed mode (RMX 7.8), the
conference fails to start.
10 To change the Conference Template, choose a difference template from the Conference
Template drop-down list.
The available conference templates are automatically filtered according to the Conference Mode
you selected.
Task 4: Edit Conference Settings
By default, users with the Advanced Scheduler role can overwrite certain conference template
settings as described here.
Conference settings are view-only unless you have the advanced scheduler role. Users with the
advanced schedule role can edit conference settings such as video chairperson, virtual room
number, and conference passcode.
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Two conferences scheduled with the same template may have different settings
and behavior if they are hosted on different types of MCUs.
You can edit conference settings only for scheduled conferences. They cannot edit conference
settings for active conferences.
11 On the conference scheduling page, as you are adding or editing a conference, click Edit
Conference Settings.
12 As needed, configure these settings on the Conference Settings dialog box. The settings that you
can edit may depend on the template selected.
Setting
Description
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.
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
E-mail.
You can change this passcode to another 4-digit through 16-digit number.
Enable 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.
Notes
• If the conference template has the Conference Requires Chairperson
parameter enabled, then Enable Chairperson is automatically selected and
cannot be changed.
•
Chairperson Passcode
Polycom RMX 1000 systems do not support the Chairperson feature.
If Enable Chairperson is selected, the system assigns an 15-digit Chairperson
Password and provides this password to the video chairperson in a separate
E-mail.
If Enable Chairperson is selected, 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.
Virtual Meeting Room
Number
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Define the virtual meeting room number to be used for this conference.
This setting is only available for pooled conferences.
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Setting
Description
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
allows 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.
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.
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.
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Setting
Description
People + Content
Controls the ability for one endpoint to send two types of data—a data stream and a
video stream—over the same bandwidth to display people and content. The
receiving endpoint handles the two video streams differently and may display them
on separate screens or through video switching mode.
Endpoints that do not support the selected method connect with either video
through IP or audio only through ISDN.
Select from these available settings:
T.120 Mode
•
None. Select this option when dual data streams are not required.
•
People +Content (H.329). This enables the industry standard H.239 dual
streams for endpoints that support H.239 or the Polycom proprietary
People+Content dual streams for older Polycom endpoints without H.239
capabilities. The MCU requires that conferences with People + Content use a
minimum speed of 192 K.
•
People and Content VO. This Polycom proprietary technology works with
PictureTel endpoints. Select this option for older endpoints.
•
Duo Video. This setting supports IP and ISDN and is available with TANDBERG
endpoints, in which one part of the conference is set as the video conference and
the other as the presentation conference.
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. Allows 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. Allows participants to communicate with each other by
writing.
In all of these modes, participants can view and hear each other.
13 Once you are satisfied with the conference settings, click Schedule Conference.
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•
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 Direct Conferences are defined in the RealPresence Resource Manager
system, while conference templates for Pooled Conferences are defined in the DMA system.
Task 5: Add Conference Participants and Guests
14 You may add participants to conferences in the following ways:
 To Add Conference Participants from a Directory
a Enter all or part of a participant’s Last Name or First Name into one of the name fields and
click Add Participants.
The Add Participants dialog box appears with the list of participant names that meet your
search criteria.
b Select the participant of interest’s name from the list.
The participant’s name appears in the underlying Selected Participants and Rooms list.
c Repeat these steps to add all directory participants and then click Close.
 To Add Conference Participants from a Guest Book
d Click Add from Guest Book.
e In the Add from Guest Book dialog box, select the guest of interest’s name from the list.
The guest’s name appears in the underlying Selected Participants and Rooms list.
f
Repeat to add all participants from the Guest Book and then click Close.
You must be an Advanced Scheduler to add a guest that is not in the guest book.
 To Add New Guest Participants
If you have the advanced scheduler role, you can add new guests to the Guest Book, see Add a
Guest to the System Guest Book.
ISDN endpoints cannot participate in pooled conferences.
The guest’s name appears in the Selected Participants and Rooms list.
 To Add Conference Rooms to a Conference
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g Click Select Site.
h Select the site of interest from the site list
i
The conference room list for the selected site appears.
j
Select the conference room of interest from the list.
The conference room name appears in the underlying Selected Participants and Rooms list.
k Repeat these steps to add all required conference rooms and then click OK.
Task 6: Define a Video Chairperson, Lecturer or Owner
15 If available, select a Lecturer, Video Chairperson, or Owner.
Task 7: Review the Conference
16 Review your participant list and your settings.
17 Adjust the conference date and time as needed to match participant and endpoint availability.
Review availability and adjust the conference date and time as needed.
•
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.
To edit a participant’s dial settings, select the participant from the Selected Participants and Rooms
list and click Edit. For more information on editing participants settings, see Edit a Participant’s
Settings on page 36.
Schedule the Conference
18 Click Schedule Conference at the top of the page.
Schedule an Anytime Conference
If your RealPresence Resource Manager system is not integrated with a DMA
system, you cannot create an Anytime conference.
Unlike Future conferences, 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.
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● The Owner passcode is automatically generated and required to launch an Anytime conference.
● All Anytime conference participants receive an E-mail indicating the VMR number. The owner will
also receive the owner passcode needed to launch the conference.
● 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 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.
To schedule a new Anytime conference
1 Go to Conference > Anytime and under Conference Actions, click Add.
2 Enter a new conference Name or accept the system-generated name.
3 Enter a Description for the conference.
4 At Template, select a template that your administrator has suggested you use for Anytime
conferences.
5 Under Search for Participants and Rooms, do one of the following to add a participant or a guest:
 To add a participant: Enter a last and first name and click Add Participants. Scroll through the
list and click once to add a participant. When finished, click Close.
 To add a guest: Enter a last and first name and click Add from Guest Book. Scroll through the
list and click once on a name in the list. When finished, click Close.
6 Select an Owner for the conference.
7 Enter a Virtual Meeting Room ID to use.
8 To save the conference details, click Save.
Copy an Existing Conference
Future and past conferences can be copied as a template for a future conference.
To copy a conference
1 Go to the appropriate conference view.
2 Select the conference of interest and click Copy.
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. For
information on performing these tasks, see Schedule a Future Conference on page 26.
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 E-mail appears with a message indicating
Conference Successfully Scheduled.
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Operations Guide
6 To exit without sending an updated E-mail message to your participants, click Skip Email.
Edit a Conference
You can modify scheduled conferences.
To edit a Future conference
1 Go to Conference > Future.
2 Select the conference of interest and click Edit.
3 If you select a recurring conference, a dialog box 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.
4 To change the template, click Default Template or Default Audio Template and select a different
template, if available.
•
Direct 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 to you 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.
5 Make the required changes to the conference date, participants, rooms, or other settings. For
information on performing these tasks, see Schedule a Future Conference on page 26.
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 E-mail appears with a message indicating
Conference Successfully Scheduled.
7 To exit without sending an updated E-mail message to your participants, click Skip Email.
8 To send an updated E-mail 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 E-mail message. The Future view appears.
Your conference appears in the conference list.
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Operations Guide
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.
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 > Future.
2 Select the conference of interest and click Edit.
3 If you select a recurring conference, a dialog box 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, select the participant of interest from the Selected Participants
and Rooms list and click Edit.
5 In the Edit Participant Settings dialog box, you can edit the participant settings as required:
Field
Description
Endpoints
Select an endpoint from the list.
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.
6 When finished, click OK.
View Scheduling Information for a Conference
To view the scheduling information for a Future or Ongoing conference
1 To see the scheduling information for a future conference, go to Conference > Future. To see the
scheduling information for an active conference, go to Conference > Ongoing.
2 From the Filter list, select the conference type of interest.
3 Select the conference to view from the list. Under Conference Actions, click View.
The View conference page appears displaying the following details about the selected Future or
Ongoing conference:
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Operations Guide
Section
Description
Conference Name
The system- or scheduler-assigned name of the conference. By default, the system
assigns a conference name and appends the day and date to that name.
Start Date
The date on which the conference started or will start.
End Date
The date on which the conference is scheduled to end.
Duration
The scheduled duration of the conference in hours and minutes.
Recurrence
The recurrence information for the conference.
Owner
The designated person in control of the conference.
Type
The type of conference, either Audio-Video or Audio only.
Conference Passcode
View only. The conference passcode assigned to the conference.
Video Chairperson
Whether or not the conference has a video chairperson. This field will include a
participant’s name or No Chair.
Conference Area
The area to which the conference owner belongs.
Note: This field is only visible when Areas are enabled.
You can only view area-specific information for areas that you have permission to
manage.
Participants
Information about the conference participants, including
•
Name
•
Dial Mode
•
Participant Type
•
Access
•
Endpoint
•
Area
4 To return to the conference list, click Back to List. You might need to scroll down to see the Back to
List button.
To view the scheduling information for an Anytime conference
1 To see scheduling information for an Anytime conference, click Conference > Anytime or under
Views, click Anytime.
The list of anytime conferences is displayed.
2 To view details about a particular anytime conference, select the conference, then view the
Participants pane or click Edit.
For descriptions of these details, see Conference Views —Anytime.
3 The following Participant details are displayed:
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Field
Description
Name
Name of the participant
Call Info
Call information about the participant, including Video Dial-Out, Video Dial-In, or
an IP address
Call Type
Information about the call type, either H.323, SIP (IP), or H.320 (ISDN).
Dial Options
The type of participant call, either Dial-In or Dial-Out.
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Conference and Participant Details
Reference
This chapter lists the conference and participant detail fields for reference. It includes:
● Conference Image on page 39
● Conference Details on page 39
● Conference Features on page 42
● Bridge (MCU) Features on page 43
● Participants on page 44
● Participant Details on page 44
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.
Note
Not applicable for Anytime conferences.
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
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The date and time the conference ended
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Operations Guide
Section
Description
Type
The type of conference. Possible values include:
Status
•
Audio
•
Audio-Video
The state of the conference. Possible values include:
•
Active Alerts
•
Finished
•
Declined
•
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
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Operations Guide
Section
Description
Video Layout
The video layout for the conference.
CP_1AND3HORUPPER
For more information about layouts, see your
MCU documentation.
CP_1AND4HORUPPER
Possible values are:
CP_4X4
VIDEO_SWITCHING
CP_2AND8
CP_1X1
CP_1AND12
CP_1X2
CP_1X1QCIF
CP_2X1
CP_1X2FLEX
CP_2X2
CP_1AND2HORRFLEX
CP_3X3
CP_1AND2HORLFLEX
CP_1AND5
CP_1AND2HORUPPERRFLEX
CP_1AND7
CP_1AND2HORUPPERLFLEX
CP_1X2VER
CP_2X2UPPERRFLEX
CP_1X2HOR
CP_2X2UPPERLFLEX
CP_1AND2HOR
CP_2X2DOWNRFLEX
CP_1AND2VER
CP_2X2DOWNLFLEX
CP_1AND3HOR
CP_2X2RFLEX
CP_1AND3VER
CP_2X2LFLEX
CP_1AND4VER
CP_UNKNOWN
CP_1AND8LOWER
CP_1AND4HOR
CP_1AND8CENTRAL
CP_1AND8UPPER
CP_1AND2HORUPPER
Video Format
Video Protocol
Audio Algorithm
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For a conference hosted on an MCU, the video format of the conference data stream. Possible
values include:
•
Automatic
•
VGA
•
CIF
•
SVGA
•
QCIF
•
XGA
•
4CIF
•
NTSC
•
16CIF
For a conference hosted on an MCU, the video protocol of the conference data stream.
Possible values include:
•
Auto
•
H.263
•
H.261
•
H.264
For a conference hosted on an MCU, the audio compression ratio of the conference data
stream. Possible values are:
•
AUTO
•
G.722
•
G.711
•
Siren 7 (16 kbps)
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Operations Guide
Section
Description
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 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.
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 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:
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•
None
•
Duo Video
•
People+Content
•
Unknown
•
Visual Concert PC
•
•
Visual Concert FX
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Operations Guide
Section
Description
T120 Rate
Possible values are:
•
None
•
MLP - 62.4
•
HMLP - Var
•
MLP - 46.4
•
HMLP - 384
•
MLP - 40
•
HMLP - 320
•
MLP - 38.4
•
HMLP - 256
•
MLP - 32
•
HMLP - 192
•
MLP - 30.4
•
HMLP - 128
•
MLP - 24
•
HMLP - 6.4
•
MLP - 22.4
•
HMLP - 62.4
•
MLP - 16
•
HMLP - 14.4
•
MLP - 14.4
•
MLP - Var
•
MLP - 6.4
•
MLP - 64.4
•
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.
Section
Description
MCU Name
The MCU device name hosting the conference. Not applicable when the
conference is not being hosted on an MCU.
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.
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Operations Guide
Section
Description
Message Service Type
Displays the type of messages participants joining the conference hear. Possible
values are:
Message Service Name
•
None
•
Welcome (No wait)
•
Attended (Wait)
•
IVR
Name on the MCU of the Message Service. So, for example, a service name IVR70
which provides the IVR service
Participants
On the Future and Anytime screens, the list of participants identifies users, rooms, and guests invited to
participate. The list on the Ongoing screen identifies participants actively 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.
Section
Description
Name
The participant’s name
Type
Endpoint Name
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The type of conference connection. Possible values include:
•
Audio Only
•
Audio-Video
•
Other (for In Person and Room Only participants)
The name assigned to the participant’s endpoint when added to the system
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Operations Guide
Section
Description
Connection Status
The state of the participant’s endpoint connection. Possible values include:
Interface Type
•
Connected
•
Connecting
•
Declined
•
Disconnected
•
Disconnecting
•
Error
•
Unknown
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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