Using Avaya Aura™ Conferencing
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Using Avaya Aura™ Conferencing February 2011 3 4 Using Avaya Aura™ Conferencing February 2011 Contents
Chapter 1: Using Conferencing 6.0...... 11 Chapter 2: Using Avaya Web Portal™ 6.0: Getting started on Web Portal...... 13 Introducing Web Portal...... 13 Web Portal features...... 13 Web Portal benefits...... 15 Web Portal conferences...... 15 Logging in to the Web Portal...... 15 Troubleshooting Log-in...... 16 My password has expired...... 16 My account is disabled...... 16 Chapter 3: Using Avaya Web Portal™ 6.0: Reserving conferences...... 17 Conference reservations...... 17 A short note on passcodes...... 17 Creating reservations...... 19 Configuring advanced options...... 20 Making changes to reservations...... 27 Microsoft Outlook integration...... 27 Creating appointments in the Microsoft Outlook calendar...... 28 Creating an appointment in the conferees’ calendar...... 28 Inviting conferees to the conference...... 29 Inviting conferees using Microsoft Outlook...... 29 Inviting conferees using browser e-mail...... 30 Inviting conferees from the Web Portal address book...... 31 Attaching files to conference invitations...... 32 Attaching files using the Web Portal attachment functionality...... 32 Deleting reservations...... 33 Notifying participants...... 33 Setting up repeating options...... 35 Managing live conferences...... 36 Chapter 4: Using Avaya Web Portal™ 6.0: Viewing and modifying conference details 37 Viewing scheduled conferences...... 37 Searching for conferences by date...... 37 Searching for conferences by reference number...... 38 Searching for conferences by keyword...... 38 Making changes to scheduled conferences...... 38 Editing a single conference...... 39 Editing a series of conferences...... 39 Deleting conferences...... 40 Deleting a single conference...... 40 Deleting a series of conferences...... 41 Modifying the schedule page...... 41 Chapter 5: Using Avaya Web Portal™ 6.0: Playing conference recordings...... 43 Introducing two methods of playing recordings...... 43 Listening to a conference recording using the new method...... 44
Using Avaya Aura™ Conferencing February 2011 5 Listening to a conference recording using the old method...... 44 Chapter 6: Using Avaya Web Portal™ 6.0: Editing your personal details...... 47 Editing your personal details...... 47 Editing your general personal details...... 47 Editing your password...... 48 Introducing your secret PIN in Web Portal...... 48 Updating your secret PIN in Web Portal...... 49 Editing your participant list...... 49 Adding new participants...... 49 Deleting existing participants...... 50 Modifying the details of participants...... 50 Chapter 7: Using Avaya Web Portal™ 6.0: Adding new users...... 53 Introduction to self administration...... 53 Accessing self administration directly...... 53 Accessing self administration from the Web Portal...... 54 Adding a new user...... 54 Chapter 8: Using Avaya Web Portal™ 6.0: Generating reports...... 57 Web Portal reports...... 57 Generating graphical reports...... 57 Viewing Report Details in a Microsoft Excel™ spreadsheet...... 58 Chapter 9: Using Avaya Audio Console™ 6.0: Getting started on Audio Console...... 61 Introducing Audio Console...... 61 Logging in to a standalone Avaya Audio Console...... 61 Logging in to Avaya Audio Console with Web Portal...... 62 Avaya Web Portal screen...... 62 Introducing the toolbar...... 63 Introducing participant states...... 64 Chapter 10: Using Avaya Audio Console™ 6.0: Viewing participants using Avaya Audio Console...... 65 Avaya Audio Console participant list...... 65 Sorting the Avaya Audio Console participant list...... 66 Example 1: Sorting according to muted status in Avaya Audio Console...... 67 Example 2: Sorting according to name in Avaya Audio Console...... 67 Printing the Avaya Audio Console participant list...... 68 Saving the Avaya Audio Console participant list...... 68 Editing participant details using Avaya Audio Console...... 69 Viewing details associated with the conference using Avaya Audio Console...... 69 Modifying participant list page size in Avaya Audio Console...... 70 Chapter 11: Using Avaya Audio Console™ 6.0: Managing live conferences using Avaya Audio Console...... 71 Console button...... 71 Accessing the Audio Console...... 72 Placing participants on hold...... 72 Muting participants...... 72 Returning a participant to a conference...... 73 Sub conferences...... 73 Bringing a participant into a sub conference...... 73
6 Using Avaya Aura™ Conferencing February 2011 Returning a participant from a sub conference...... 74 Dialing out to a new participant...... 74 Dialing out to a participant from a dial list...... 75 Disconnecting a participant...... 75 Locking and unlocking the conference...... 76 Recording conferences...... 76 Activating conference recording...... 76 Pausing conference recording...... 77 Stopping conference recording...... 77 Selecting all participants...... 77 Deselecting all participants...... 77 Logging off the Audio Console...... 78 Chapter 12: Using Avaya Audio Console™ 6.0: Troubleshooting Audio Console...... 79 Dialogs are not displaying correctly...... 79 The browser screen is flickering...... 79 Proposed Solution...... 79 Chapter 13: Using Conference Scheduler Plug-in 6.0 for Microsoft Outlook™: Getting started...... 81 Introducing the Conference Scheduler for Microsoft Outlook...... 81 Installing the Conference Scheduler for Microsoft Outlook...... 81 Installing silently...... 82 Installing manually...... 82 Installing the Conference Scheduler requirements...... 83 Updating or upgrading Conference Scheduler for Microsoft Outlook...... 84 Chapter 14: Using Conference Scheduler Plug-in 6.0 for Microsoft Outlook™: Using 85 Using the Conference Scheduler plug-in for Microsoft Outlook for the first time...... 85 Setting up an on-demand conference in Microsoft Outlook...... 85 Booking a scheduled conference in Microsoft Outlook...... 86 Booking a conference on behalf of someone else in Microsoft Outlook...... 92 Editing a conference in Microsoft Outlook...... 92 Deleting a conference from Microsoft Outlook...... 93 Joining a conference...... 93 Viewing a conference graphically...... 94 Introducing your secret PIN in Microsoft Outlook...... 95 Updating your secret PIN in Microsoft Outlook...... 95 Microsoft Outlook in offline mode...... 95 Chapter 15: Using Conferencing for Microsoft Live Meeting 2007...... 97 Starting a meeting in Live Meeting 2007...... 97 Starting an instant meeting...... 97 Attending a scheduled meeting...... 98 Inviting people to join your conference in Live Meeting 2007...... 98 Making a call...... 98 Sending an e-mail...... 99 Placing your telephone line on mute in Live Meeting 2007...... 99 Placing other telephone lines on mute in Live Meeting 2007...... 100 Displaying conference details in Live Meeting 2007...... 100 Locking the conference in Live Meeting 2007...... 100
Using Avaya Aura™ Conferencing February 2011 7 Leaving the conference in Live Meeting 2007...... 101 Ending the conference in Live Meeting 2007...... 102 Recording conferences in Live Meeting 2007...... 102 Accepting a conference invitation in Live Meeting 2007...... 102 Accepting an e-mail invitation in Live Meeting 2007...... 102 Accepting a Live Meeting 2007 invitation by telephone...... 103 Chapter 16: Using Conferencing for Microsoft Office Communicator 2007 R2...... 105 Starting your conference using Office Communicator 2007 R2...... 105 Inviting people to join your conference using Office Communicator 2007 R2...... 105 Accepting an invitation to join a conference using Office Communicator 2007 R2...... 106 Dialing in to a conference...... 106 Using the conference controls...... 107 Attending two conferences simultaneously...... 109 Accidental or deliberate disconnections...... 109 Chapter 17: Using the Avaya Plug-in for IBM Lotus Notes...... 111 If you are running IBM Lotus Domino 8.5 with IBM Lotus Notes 8.5...... 111 Enabling logging on IBM Lotus Domino 8.5...... 111 Using the plug-in for IBM Lotus Notes for the first time...... 112 Entering your user details...... 112 Introducing on-demand conferences...... 112 Creating an on-demand conference in Lotus Notes...... 113 Editing on on-demand conference in Lotus Notes...... 114 Deleting an on-demand conference in Lotus Notes...... 114 Introducing scheduled conferences...... 114 Booking a scheduled conference in Lotus Notes...... 115 Editing a scheduled conference in Lotus Notes...... 120 Deleting a scheduled conference in Lotus Notes...... 120 Joining a conference in Lotus Notes...... 121 Updating your secret PIN in Lotus Notes...... 122 Chapter 18: Using the Conferencing Plug-in for IBM Lotus Sametime...... 123 About the Meeting Center...... 123 Attending a meeting using the Meeting Center...... 124 Editing a meeting using the Meeting Center...... 124 Deleting a meeting using the Meeting Center...... 124 Accessing a meeting that does not appear in the Meeting Center...... 124 Scheduling a start now telephone conference meeting...... 125 Scheduling a recurring telephone conference meeting...... 128 Editing conferences in Lotus Sametime...... 130 Joining a start now meeting in Lotus Sametime...... 131 Joining a scheduled meeting using Lotus Sametime...... 131 Using the Join the Call feature in Lotus Sametime...... 131 Joining the telephone conference from a new phone...... 132 Joining the telephone conference from an existing phone...... 132 Dialing out to conferee using Lotus Sametime...... 132 Dialing out to a new conferee...... 133 Dial out to a data participant...... 133 Associating Web participant names with phone participant names...... 134
8 Using Avaya Aura™ Conferencing February 2011 Associating one name...... 134 Associating your Web participant name with your phone participant name...... 134 Associating your name...... 135 Moderator telephone conference tools...... 135 Viewing call-in details...... 136 Viewing participant information...... 137 Viewing the participant list in Lotus Sametime...... 137 Viewing the connection status of participants...... 137 Filtering who to show in the Participants List...... 138 Participant telephone conference tools...... 138 Leaving a telephone conference...... 139 Using Lotus Sametime Connect...... 139 Setting up Lotus Sametime Connect to operate with the Avaya plug-in...... 139 Configuring Lotus Sametime Connect...... 140 Starting a call using Sametime Connect...... 141 Starting an instant meeting using Sametime Connect...... 142 Promoting a call to an instant meeting using Sametime Connect...... 142 Chapter 19: Glossary...... 143 Appendix A: Dual Tone Multi-Frequency (DTMF) commands...... 145 Scan conferences...... 145 Moderator commands for scan conferences...... 145 Conferee commands for scan conferences...... 148 Flexflow conferences...... 149 Moderator commands for flexflow conferences...... 149 Conferee commands for flexflow conferences...... 151 Commands for playing back a recording...... 153 Index...... 155
Using Avaya Aura™ Conferencing February 2011 9 10 Using Avaya Aura™ Conferencing February 2011 Chapter 1: Using Conferencing 6.0
This guide contains the following sections: • Using Avaya Web Portal™ 6.0 • Using Avaya Audio Console™ 6.0 • Using Avaya Conference Viewer™ 6.0 • Using Avaya Self Registration™ 6.0 • Using Conference Scheduler Plug-in for Microsoft Outlook™ 6.0 • Using Conferencing 6.0 for Microsoft Live Meeting™ • Using Conferencing 6.0 for Microsoft Office Communicator™ • Using the Conferencing 6.0 Plug-in for IBM Lotus Notes™ • Using the Conferencing 6.0 Plug-in for IBM Lotus Sametime™
Using Avaya Aura™ Conferencing February 2011 11 Using Conferencing 6.0
12 Using Avaya Aura™ Conferencing February 2011 Chapter 2: Using Avaya Web Portal™ 6.0: Getting started on Web Portal
Introducing Web Portal
The Avaya Web Portal allows easy access to the Avaya conferencing bridge. It enables users, or moderators, to book conferences, manage various conference properties; such as conference recording and control live conferences from their workstations. The Avaya Web Portal interface is divided into three parts defined by unique URLs. • Moderator’s Section The Web Portal moderator’s section enables moderators to book and manage conferences, manage their contacts and account information and view reports.
The moderator URL is: http://
Related topics: Web Portal features on page 13 Web Portal benefits on page 15 Web Portal conferences on page 15
Web Portal features
The Avaya Web Portal empowers regular users by giving them access to functionality traditionally reserved for trained operators. Regular users are now conference organizers and
Using Avaya Aura™ Conferencing February 2011 13 Using Avaya Web Portal™ 6.0: Getting started on Web Portal
conference managers. Third party operators are no longer required. Conferences can be reserved, customized, and controlled in real time from individual workstations. The Avaya Web Portal enables users, or moderators, to: • Reserve conferences Users can book conferences. They can specify the date, duration, time and size. They can also select notification options for their participants and configure recurrence patterns for their conferences. They can associate features such as data conferencing, conference advertising, and additional security. • Manage scheduled conferences Users can view a list of their scheduled conferences. They can also change a large number of properties associated with these conferences, such as name, duration, size and conferee/moderator passcodes. • Administer participants Users can manage the profiles of their regular conference attendees. They can add new participants, edit existing participant details, and delete old participants. These contact details are used when conference notifications are sent. • Manage personal accounts Users can update their own account details. In most cases, they can change their passwords, contact details and preferred time zone. In some implementation situations, users cannot change their own passwords. This limitation is due to the fact that their password is used for access to other applications and resides on a central server. • Record and play back conferences Users can record their conferences. They can store the recording for a configurable period of time. Recordings can be played back as many times as necessary. During the conference, users can use the Audio Console to pause the recording. • Generate reports Users can produce reports based on the information in the Avaya Web Portal. For example, they can produce attendance and conference details reports. Reports information can be displayed in a variety of different formats. • Microsoft Outlook Integration Users can use their Microsoft Outlook address book to invite participants to a conference. They can also create appointments in their own, and other participant’s Microsoft Outlook calendar.
14 Using Avaya Aura™ Conferencing February 2011 Logging in to the Web Portal
Web Portal benefits
The Avaya Web Portal brings the conference management capabilities of the Avaya conferencing bridge to every workstation. Individual users can manage their whole conferencing experience from a standard Web browser. The Avaya Web Portal offers: • An easy-to-use graphic interface that requires no specialist technical knowledge. • An integrated solution that uses industry standard protocols and conventions. • A simple, easy installation and configuration. • A customizable interface that can be branded to suit individual customer needs. • A framework for the management of both demand and scheduled conferencing. • An economical alternative to the provision of dedicated conference operators.
Web Portal conferences
A conference is a pre-arranged assembly of people who meet for the purposes of consultation, discussion, or exchange of opinions. There may or may not be a formal agenda associated with the meeting. During an audio conference, groups of people attend a meeting held over the telephone. Using Avaya audio conference software, attendees or participants based in various locations, can virtually meet using the medium of the telephone. During a data conference, groups of people share information using their computers and their telephones. Visual information is communicated using Avaya data conferencing software while regular audio conferencing also takes place.
Logging in to the Web Portal
1. Start your Web browser. 2. Enter the Avaya Web Portal address in the Address field and press Enter. The Login screen is displayed.
Note: Your Web Portal system administrator can configure the type of information that the Web Portal requires, such as company name, account reference number, and so on. In this example, you must enter an e-mail address and a password.
Using Avaya Aura™ Conferencing February 2011 15 Using Avaya Web Portal™ 6.0: Getting started on Web Portal
3. Enter your e-mail address in the Email field. 4. Enter your password in the Password field. 5. Click Submit. The My Schedule screen is displayed.
Result
Note: Before the Web Portal displays the My Schedule screen, it may display an legal disclaimer screen. Your Web Portal system administrator can configure the display of this screen. On this legal disclaimer screen, click OK to progress to the My Schedule screen.
Troubleshooting Log-in
My password has expired
Your Web Portal system administrator may have configured a password expiry threshold on your Web Portal system. If this is the case, you must update your Web Portal password at pre- configured intervals. If your password is out-of-date, the Web Portal prompts you to enter a new password and to confirm this new password. At this point, the Web Portal displays the My Schedule screen.
My account is disabled
Your Web Portal system administrator may have configured an account inactivity threshold. If you do not log in to the Web Portal for a configurable period of time, the conferencing system may disable your Web Portal account. If the conferencing system disables your account, you must contact your Web Portal system administrator to request them to enable your account again.
16 Using Avaya Aura™ Conferencing February 2011 Chapter 3: Using Avaya Web Portal™ 6.0: Reserving conferences
Conference reservations
The Avaya Web Portal enables you to create customized conferences to meet your exact requirements. For example, you can create repeating conferences, notify participants by e- mail and configure various levels of security. Your Web Portal system administrator may also allocate you an on-demand conference. You can use your on-demand conference at any time, without booking it. It is always available. To use it, simply notify any potential participants of the start time and conference access codes. If you never use your on-demand conference, the conferencing system may suspend it and it will no longer be available to you. There are two points to remember when using your on-demand conference: • It is likely that there is a limit on the number of participants that can attend your on-demand conference. • The conferencing system cannot guarantee telephone line availability for your on-demand conference.
Tip: So, if you wish to organize a conference for a large group of people and need assurance that they can all access the conference, Avaya recommend reserving a scheduled conference.
A short note on passcodes
A passcode enables entry to a conference. There are three types of passcode: Conferee passcode, moderator passcode, and co-chairperson passcode. • A conferee passcode grants access to conferee-level conference features. • A moderator passcode grants access to moderator-level conference features. • A co-chairperson passcode is similar to a moderator passcode and grants access to moderator-level conference features. In a typical example scenario, a moderator can
Using Avaya Aura™ Conferencing February 2011 17 Using Avaya Web Portal™ 6.0: Reserving conferences
grant co-chairperson status to another participant if the moderator thinks that they may not be available to attend the conference due to a schedule clash or vacation leave. You can grant co-chairperson status to another participant when you invite them to the conference. In Web Portal, there are three ways of inviting people to the conference. You can only allocate co-chairperson status to a participant using one of these three methods. In the Conferencing applications, passcode is often shortened to code. Related topics: Entering passcodes on page 18 Auto-Generate Passcodes field on page 18 Passcode clashing on page 19 Inviting conferees from the Web Portal address book on page 31
Entering passcodes
Your Web Portal system administrator configures the Moderator and Conferee Passcode fields. For example, your Web Portal system administrator can configure Conferencing to always generate passcodes for all conferences. Alternatively, they can configure Conferencing to give you the option of entering your own sequence of numbers or accepting the system- generated passcodes. Table 1: Passcode Configurations on page 18 describes user experience associated with the two configuration options that are available to your Web Portal system administrator. In the case of the co-chairperson passcode, Web Portal always generates the code. You cannot enter your own sequence of numbers. Table 1: Passcode Configurations
Option Description Option 1 You must accept the passcodes that Conferencing generates. Option 2 You can enter your own sequence of number or you can accept the passcodes that Conferencing generates.
Auto-Generate Passcodes field
The Auto-Generate Passcodes option indicates whether Conferencing generates the passcodes for your conference. If Auto-Generate Passcodes is selected, Conferencing generates the conference passcodes. If the Auto-Generate Passcodes option is selected and you also enter your own sequence of numbers for your conference passcode, Conferencing uses your sequence of numbers as the conference passcode if the sequence is not currently being used by another conference. If the Auto-Generate Passcodes options is not selected and you forget to enter your own sequence of numbers for your conference passcode, Conferencing displays an error message
18 Using Avaya Aura™ Conferencing February 2011 Creating reservations
to prompt you to enter a sequence of numbers or to enable the Auto-Generate Passcodes option.
Passcode clashing
Passcode clashing occurs when the sequence of numbers that you enter for your moderator or conferee passcode is currently being used by another conference. If the Auto-Generate Passcodes option is enabled and passcode clashing occurs, Conferencing uses the automatically generated passcodes. If the Auto-Generate Passcodes option is not enabled and passcode clashing occurs, Conferencing displays an error message to prompt you to re-enter an alternative sequence of numbers.
Creating reservations
1. Click Book meeting. The Book screen is displayed. 2. Enter the name of the conference in the Conference Name field. 3. Enter the number of participants in the Number of Participants field. 4. Select the conference date from the Date of Conference drop-down list. 5. Select the conference start time from the Conference Start Time drop-down list. 6. Enter the conference duration in the Conference Duration field. The CRS determines the minimum duration. 7. Select Simultaneous Data Conference to reserve a data conference.
Note: If you are using Adobe Connect, can reserve an Adobe Connect data conference. You can also select which template is used for the Adobe Connect data conference when it is initiated. For more information about Adobe Connect, see your Web Portal system administrator. 8. Select Auto Generate Passcodesto enable the system to generate the conference access passcode. Alternatively, enter your passcodes in the Conferee Passcode and Moderator Passcode text areas. 9. Select the cabinet that you would like to reserve the conference on from the Cabinet drop down list.
Using Avaya Aura™ Conferencing February 2011 19 Using Avaya Web Portal™ 6.0: Reserving conferences
Note: If you select Any, the CRS chooses the cabinet that the conference is reserved on. 10. At this stage, you can click Book to create the reservation. The Reservation Details screen displays.
Related topics: Configuring advanced options on page 20 Making changes to reservations on page 27
Configuring advanced options
You can configure a number of advanced booking options before you complete the conference booking process. Alternatively, you can configure the advanced booking options after you complete the conference booking process. You can do this by editing and updating the booked conference.
1. Click the Advanced tab to access the advanced options. 2. Configure the advanced settings to match your requirements, then click Book or Update. Table 2: Advanced booking options
Field Description Best Fit If you select Best Fit, the conferencing server ensures that if the necessary conferencing resources are unavailable, it will strive to provide the closest match to your start time and conference size combination. Cost Center By default, the Cost Center usually contains the Client account reference number. The Cost Center field relates to accounting and billing. It can contain a number of other values, such as an end user account number, a telephone number, or an international calling card number. Moderated You can choose to allocate moderator status to one or several Conference participants. A moderator accesses the conference using the moderator passcode. Moderators can access a number of conference features that are not available to regular conferees. Multi-Site MultiSite dynamically links conferences distributed over Conference bridges located anywhere in the world. A caller dials into a local bridge, joins the local conference, and is connected by
20 Using Avaya Aura™ Conferencing February 2011 Creating reservations
Field Description audio to other local conferences that make up the global conference. You can choose to make your conference a multi site conference.
Note: This is an optional feature. Moderator Hang If you select Moderator Hang Up, the conference ends when Up the last moderator leaves the conference. Allow If you select Allow Conference Lock, a moderator can lock Conference the conference. Conference lock adds an extra level of Lock security to a conference as it ensures that additional participants cannot enter the conference. Conference After the conference starts, you can specify the number of Code Duration minutes that the conferee and moderator passcodes remain valid. If you set it to 0, the passcodes are always valid. Conference Code Duration provides an extra level of security. Pin Mode A PIN code is an identification number that is unique to each participant (both moderators and conferees). The name of the participant and their unique identification number are stored in a PIN list. When you create a new participant, Web Portal generates a PIN code for each new participant and stores it in the PIN list. The PIN Mode options are: • Off • System • Conference If you select Off, Conferencing does not use PIN codes for the conference reservation. If you select System PIN, Conferencing grants conference access to a participant if they enter the correct passcode and a PIN code which matches any entry in the system’s PIN list, which is stored in a database table on the bridge. Web Portal creates this system PIN list automatically by allocating a PIN to each new participant that you add to a your address book. If you select Conference PIN, the CRS automatically assigns the following PIN list to the conference: cl_confref. This means that Conferencing only grants conference access to participants if they are invited to the conference. For more information, see Pin List.
Tip: In a typical scenario, if you select System PIN mode, Conferencing accepts the PIN code of anyone in the your address book. If you select Conference, Conferencing only
Using Avaya Aura™ Conferencing February 2011 21 Using Avaya Web Portal™ 6.0: Reserving conferences
Field Description accepts the PIN code of the people you have invited to the conference. Billing Code If you select Billing Code Prompt, the conferencing server Prompt prompts the moderator for a billing code just before they enter the conference. The billing code is used for accounting and billing purposes. Pin List In the Web Portal environment, if you select Conference PIN, the CRS assigns a dynamically-created PIN list to the conference. You cannot edit the PIN List field. The CRS dynamically creates a PIN list for each conference. This PIN list contains only the invitees for that particular conference. If you specify Conference PIN, you can restrict conference entry to the invitees only. As an aside, Conferencing names this PIN list using this naming convention: cl_conference reference.txt. If the conference reference is 123456, Conferencing assigns the cl_123456.txt PIN list to the conference. In this example, Conferencing grants conference access to participants if they enter the correct passcode and a PIN code which matches any entry in the cl_123456.txt PIN list. The file cl_123456.txt only contains the PINs of the invitees to conference 123456. This functionality automatically occurs when you select Conference PIN. Name Record If the Name Record Playback is enabled, the conferencing Playback server prompts all participants to call out their name before they enter the conference. Moderators can then play an audio roll call of attendees. There are are number of possible values: Off: The Name Record Playback option is not enabled. Individual: The system plays a recording only to the individual. Conference:The system plays a recording to the conference. Enter Tone You can choose to play a tone or a recorded voice message that participants hear whenever someone enters a conference. The following options are available: Off: The feature is not active. System: The conferencing server uses a pre-configured default setting. Tone: The conferencing server sounds a tone. Message: The conferencing server plays a voice message. Both: The conferencing server sounds a tone and plays a voice message. Exit Tone You can choose to play a tone or a recorded voice message that participants hear whenever someone leaves a conference. The following options are available:
22 Using Avaya Aura™ Conferencing February 2011 Creating reservations
Field Description Off: The feature is not active. System: The conferencing server uses a pre-configured default setting. Tone: The conferencing server sounds a tone. Message: The conferencing server plays a voice message. Both: The conferencing server sounds a tone and plays a voice message. Music Source You can specify whether to play music to conferees who are on hold. You can also choose which music to play. From the Music Source drop-down list, you can select Off to switch the music off. Alternatively, you can select a source for your music. The numbers one to four represent four file locations on the bridge. For more information on the types of music stored in these four file locations, contact your CRS system administrator. Music is stored in the .wav format, but additional functionality is available to dial out to an external music source.
Note: It is important to note that if you select Off, you cannot place your conferees in an on hold state. Conference If you select Conference Viewer, you allow moderators to Viewer view an Operator-attended conference using a Web browser. Specifically, moderators can communicate with operators during Polling and Q&A sessions.
Note: This is an optional feature. Auto Increase If you select Auto Increase Participants, you enable an extra Participants level of flexibility with regard to conference size. You can increase conference size during the live conference. Auto Extend If you select Auto Extend Duration, you enable an extra level Duration of flexibility with regard to conference length. You can increase conference length during the live conference. Prompt Set You select the language used in conference notification messages. Your Conferencing system administrator can configure up to 20 languages. For example, if your system administrator configures a German prompt set, you can select German here from the Prompt Set drop-down list. Conference participants will hear their audio messages in German when they enter the conference. It may be the case that your system administrator does not configure any additional languages in your deployment of Conferencing. If this is the case, you can only select English audio messages. Conferencing is in English, by default.
Using Avaya Aura™ Conferencing February 2011 23 Using Avaya Web Portal™ 6.0: Reserving conferences
Field Description
Note: Languages are optional. Your Conferencing system administrator can configure the number of languages in accordance with your requirements. Dial List Conferencing can dial out to a group of participants and invite them to join the conference. You, or any participant with moderator status, can initiate a dial out by entering *92 on your telephone keypad. To enable this feature, Conferencing requires a dial list which contains the telephone numbers of the participants. This dial list must be saved to a directory on the Conferencing server. Conferencing automatically saves the current conference participant list as the dial list using the conference reference number as the filename. Conferencing makes this file available for transfer to a dial list directory on the Conferencing server. For the Dial List field, you have a number of options. You can: • Leave the Dial List field blank. Conferencing saves the current conference participant list and makes it available for transfer to the Conferencing server. The filename of the saved conference participant list is the conference reference number. • Enter a name for the current conference participant list the Dial List field. Conferencing saves the list using the filename that you enter and makes the file available for transfer to the Conferencing server. • Enter the name of a dial list that is currently saved on the Conferencing server the Dial List field. You can obtain the names of currently available dial lists from the CRS system administrator who has access to the server.
Auto Record You can select this option to ensure that Conferencing automatically records the conference as soon as it begins. It is worth noting that the Auto Record checkbox may already be enabled and you may not be able to edit the setting. This is could be because: • Wholesalers and operators can also configure recording at company level. If operators or wholesalers set Recording Mode to Mandatory at company level, Conferencing automatically records all conferences belonging to that company. Also, Conferencing selects the Auto Record check box and makes it inaccessible at conference level to ensure that it is always on for that company. • Web Portal system administrators can set a default value for the Auto Record checkbox. They can also choose to display the checkbox or hide the checkbox. If they enable
24 Using Avaya Aura™ Conferencing February 2011 Creating reservations
Field Description
Auto Record and hide the checkbox, Conferencing automatically records the conference. As an aside, if wholesalers or operators set Recording Mode to Conference at company level and system administrators choose to display the checkboxes, Conferencing enables you to set Auto Record or Control Record on a per-conference basis. Control You can select this option to enable you, or any participant Recording with moderator status, to choose to record the conference if you wish. To start recording, you can press the DTMF keypad sequence, *2 at any time during the live conference. As with the previous setting, it is worth noting that the Control Recording checkbox may already be enabled and you may not be able to edit the setting. This is could be because: • As with Auto Record, the configurations at company level determine the options available at conference level. If operators or wholesalers set Recording Mode to DTMF menu at company level, Conferencing always enables moderators to choose to record their conferences if they wish. This setting applies to all conferences for that company. Also, Conferencing selects the Control Recording check box and makes it inaccessible at conference level to ensure that it is always on for that company. • Web Portal system administrators can set a default value for the Control Recording checkbox. They can also choose to display the checkbox or hide the checkbox. If they enable Control Recording and hide the checkbox, Conferencing always enables moderators to choose to record their conferences if they wish. As an aside, if wholesalers or operators set Recording Mode to Conference at company level and system administrators choose to display the checkboxes, Conferencing enables you to set Auto Record or Control Record on a per-conference basis. Participant ID You can add varying levels of security to the conference, using Mode this option. If you enable the Participant ID Mode feature, Conferencing ensures that the PIN Mode is set to Off. You cannot use both features in a single conference. Participant ID Mode has three options: • Off: Disables the Participant ID Mode feature. • Identify: If you select Identify, all conference participants must enter an identifying number on their telephone keypad prior to entering the conference. In some cases, this number
Using Avaya Aura™ Conferencing February 2011 25 Using Avaya Web Portal™ 6.0: Reserving conferences
Field Description
identifies an individual participant. In other cases, this number identifies a participant as an external guest participant. For example, consider this scenario: The Conferencing solution is installed in organization A. The participants in organization A all have an employee number as their identifying number. When these participants enter a conference, Conferencing can uniquely identify each individual. When a member of organization A invites a participant from organization B to a conference, Conferencing sends the participant from organization B a guest number, which identifies them as a guest. All guests use the same number. As an moderator, when you create participants using the Web Portal, Conferencing always automatically allocates the guest number to these participants. • Identify & Validate: If you select Identify and Validate, all conference participants must enter an identifying number and a PIN on their telephone keypad prior to entering the conference. In some cases, this number identifies and validates an individual participant. In other cases, this number identifies and validates a participant as an external guest participant. For example, consider this scenario: As before, the Conferencing solution is installed in organization A. The participants in organization A all have an employee number as their identifying number. They also all have a secret PIN number. Conferencing notified participants of their secret PINs using e-mail notification. When these participants enter a conference, Conferencing can uniquely identify each individual and will not grant conference access unless participants know their employee number and their secret PIN. When a member of organization A invites a participant from organization B to a conference, Conferencing sends the participant from organization B a guest identifying number and a guest PIN number, which validates them as a guest. All guests use the same numbers. You can change your own secret PIN number. Also, you can ask a CRS system administrator to reset it. Mute All If you select the Mute All checkbox, Conferencing places all conferees in the mute status when they join the conference. Moderators retain full listen and talk privileges. Mandatory Bill If you enable this feature, moderators must enter a valid billing Code code on their telephone keypad before they join their conference. Using this feature, you can ensure that
26 Using Avaya Aura™ Conferencing February 2011 Microsoft Outlook integration
Field Description moderators cannot access the conference usless they have a valid billing code.
Making changes to reservations
After you confirm the reservation, you can change the details associated with it.
1. Click Amend Conference Details in the Reservation Details section. The Reservation Details section is displayed. 2. Click Update. The Book screen is displayed. All the configurable fields are populated with the selected conference details. 3. Modify the details as required. 4. Click Update. The updated reservation details are displayed. 5. Click Done. The Reservations Details main page is displayed. 6. Click Done. The My Schedule page is displayed. The updated conference has been added to the schedule. You can also make changes to reservations by clicking View/Edit on the My Schedule screen. This only applies to conference reservations in the future.
Microsoft Outlook integration
Microsoft Outlook integration enables you to invite participants to the conference from your Microsoft Outlook address book. You can also place the conference invitation in the Microsoft Outlook appointment format. This feature places the conference reservation in participants’ Microsoft Outlook calendar.
Note: It is important to note that the ability of Web Portal to create a conference invitation in Microsoft Outlook is unrelated to the Avaya Conference Scheduler Plug-in for Microsoft
Using Avaya Aura™ Conferencing February 2011 27 Using Avaya Web Portal™ 6.0: Reserving conferences
Outlook. The Avaya Conference Scheduler Plug-in for Microsoft Outlook is an application, which Avaya has developed as a fully functioning conference scheduling tool that resides entirely within Microsoft Outlook.
Related topics: Creating appointments in the Microsoft Outlook calendar on page 28 Creating an appointment in the conferees’ calendar on page 28
Creating appointments in the Microsoft Outlook calendar
You can create appointments in your Microsoft Outlook Calendar. Microsoft Outlook then alerts you, at a specified time beforehand to remind you that your conference is about to start.
Note: These appointment details contain the moderator passcode. If you would like to give moderator access to other participants, you can forward this appointment to them using Microsoft Outlook. You can also create specific appointments for conferees. In this case, the appointment details contain the conferee passcode, which gives conferee access to other participants.
1. Complete the steps required to create reservations. The Reservation Details screen is displayed. 2. Click Create at the Create Appointment for Moderator area of the Outlook Calendar section. Microsoft Outlook sends you an invitation calendar. 3. When you receive the invitation calendar, click Accept. Microsoft Outlook places the meeting in your calendar.
Related topics: A short note on passcodes on page 17 Creating reservations on page 19 Creating an appointment in the conferees’ calendar on page 28
Creating an appointment in the conferees’ calendar
1. Complete the steps required to create reservations.
28 Using Avaya Aura™ Conferencing February 2011 Inviting conferees to the conference
The Reservation Details screen is displayed. 2. Click Create at the Create Appointment and Invite Conferees area of the Outlook Calendar section.
Note: A File Download dialog may display. Select Open on this dialog. The Appointment window is displayed. 3. Click Invite Attendees to invite conferees to the conference. 4. Enter the attendees e-mail address in the To or CC field. 5. From the Actions menu, enable Request Responses to ensure that you receive acknowledgement e-mails from the appointment recipients. 6. Click Send. The selected conferees receive an e-mail inviting them to the conference. An appointment is created in their Microsoft Outlook calendar if they accept the invitation.
Inviting conferees to the conference
Inviting conferees using Microsoft Outlook
This method of informing conferees is supported in the English, German, Spanish, and Portuguese versions of Conferencing. This method is not supported in other language versions of the application. This lack of support is due to the fact that the code string required to convert the mailto code is too long.
1. Complete the steps required to create reservations. The Reservation Details screen is displayed. 2. Click Invite at the Invite Conferees via email section of the Email invitations area. An e-mail window is displayed.
Note: Web Portal automatically enters the conference details in the main body of the e-mail. The conference details contain the conferee passcode. The Avaya Web
Using Avaya Aura™ Conferencing February 2011 29 Using Avaya Web Portal™ 6.0: Reserving conferences
Conferencing access URL is displayed if Simultaneous Data Conference is selected during conference reservation. 3. Enter the e-mail addresses of the conferees that you want to invite in the To or CC area. 4. If you wish to add file attachments, you can add these now. 5. Click Send. The selected conferees receive an e-mail outlining the conference date, time and access details.
Result
Note: When you use Microsoft Outlook to invite conferees, Conferencing does not create PIN codes for these conferees.
Inviting conferees using browser e-mail
1. Complete the steps required to create reservations. The Reservation Details screen is displayed. 2. Click Invite at the Invite Conferees via Browser email section of the Email Invitations area. The Sending Invitations screen is displayed. 3. Copy and paste the text into an e-mail. The text contains the conferee passcode. 4. Enter the e-mail addresses of the conferees that you want to invite to the conference in the To or CC area. 5. If you wish to add file attachments, you can add these now. 6. Click Send. The selected conferees receive an e-mail outlining the conference date, time and access details.
30 Using Avaya Aura™ Conferencing February 2011 Inviting conferees to the conference
Inviting conferees from the Web Portal address book
1. Complete the steps required to create reservations. The Reservation Details screen is displayed. 2. Click Invite at the Invite from on-board Address Book section of the Email invitations area. The Invite screen is displayed. 3. Select the chairman and the co-chairperson as follows: a. To allocate chairman status to any participant, select the Chairman button next to the participant. b. If you would like to allocate co-chairperson status to any participant, select the Co-Chair checkbox next to the participant. The conference chairman receives a moderator passcode. The co-chairperson receives a co-chairperson passcode. 4. Select the tick box beside the other members of your address book that you want to invite to the conference. 5. You can attach files to the conference invitation by clicking Conference Attachments. 6. You can also change the default notification options by clicking Notification Options. 7. Click OK. The selected conferees receive an e-mail outlining the conference date, time, and access details.
Result
Note: On the Invite screen, Web Portal lists the PIN associated with each participant. It is important to note that this PIN field refers to the PIN used for the PIN Mode feature. This PIN is not the participants’ secret PIN, which is used in the Participant ID Mode feature.
Related topics: Configuring advanced options on page 20
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Attaching files to conference invitations
If you wish to attach files to a conference invitation, there are a number of options: • You can use the attachment functionality that exists in your e-mail application, such as Microsoft Outlook or Lotus Notes. When you invite conferees using e-mail or browser e- mail, you must use this method of file attachment. • Alternatively, you can use the attachment functionality that exists in the Web Portal. When you invite conferees using the on-board address book, you can use this method of file attachment.
Note: Unfortunately, at the current time, the Web Portal does not support attachment functionality.
Related topics: Inviting conferees using Microsoft Outlook on page 29 Inviting conferees using browser e-mail on page 30 Inviting conferees from the Web Portal address book on page 31 Attaching files using the Web Portal attachment functionality on page 32
Attaching files using the Web Portal attachment functionality
Note: Unfortunately, at the current time, the Web Portal does not support attachment functionality.
1. Complete the steps required to create reservations. The Reservation Details screen is displayed. 2. In the Email Invitations panel, click the Invite button next to Invite from on-board Address Book. The Web Portal displays the invitation, notification, and attachment options. 3. Click the Conference Attachments tab to display the Attachment File fields. 4. In the Attachment File field, enter the full path to the file you wish to attach to the conference call invitation. You can attach up to five files.
32 Using Avaya Aura™ Conferencing February 2011 Deleting reservations
Note: You can use the Browse button to easily locate the file you wish to attach. 5. Click Upload. The Web Portal uploads the file attachments. The Web Portal displays the message Attachments Uploaded Successfully when it completes the upload.
Result
Note: The Notification Subsystem is the name of the component which sends the e-mails. If the Notifications Subsystem is unable to send the file attachments, it does not display any error message. For example, if the attachments are too big, the Notification Subsystem may be unable to successfully deliver the attachments to the participants. In this situation, the Web Portal does not report any error. The attachment size limit is set by your CRS system administrator.
Deleting reservations
You can also delete a reservation before it has been confirmed.
1. Click Delete in the Reservation section of the confirm booking screen. A confirmation screen is displayed. 2. Click Yes. The reservation is deleted and the My Schedule page is displayed.
Notifying participants
The Avaya Web Portal can automatically notify conferees of conference details by e-mail or SMS or both. A file can also be attached to e-mails. The Avaya Web Portal can automatically send you, as the moderator, an attendance report. However, in order to allow notifications enough time to reach their recipient, you must book conferences with notifications a number of minutes in advance of the conference start time. You can also configure notifications when you are inviting conferees using the Web Portal address book.
Using Avaya Aura™ Conferencing February 2011 33 Using Avaya Web Portal™ 6.0: Reserving conferences
1. Click Edit at the My Schedule screen. The reservation details are displayed. 2. Click Notification. The Notification screen is displayed. 3. Select the notification method from the Notification drop-down list. 4. Select the appropriate checkboxes. 5. Enter any remarks in the Comments field. 6. Enter the conference organizer’s name in the Contact Name field. 7. Enter the conference organizer’s e-mail address in the Contact Phone field. 8. Enter the conference organizer’s phone number in the Contact Email field. 9. Click Update. The reservation is updated. Table 3: Notification types
Notification Type Description Notify Attendance Sends a participant report to the moderator after the conference has taken place. Notify Sends a notification to conferees if the conference is Cancellations cancelled. Notify Reminder Sends a reminder to conferees before the conference is due to take place. Notify Sends a reservation confirmation to the moderator to Confirmations confirm that the conference has been booked. Also sends invitations to the conferees. Notify Changes Sends a message to conferees if any changes are made to the conference reservation.
Table 4: Notification methods
Notification Type Description Email Select this option to send an e-mail notifying conferees of conference details, or changes to conference details. SMS Select this option to send a SMS message notifying conferees of conference details, or changes to conference details.
34 Using Avaya Aura™ Conferencing February 2011 Setting up repeating options
Notification Type Description Email and SMS Select this option to send an e-mail and SMS message notifying conferees of conference details, or changes to conference details.
Setting up repeating options
Prerequisites Complete the steps required to create reservations, up to step 8.
1. Click Recurrence. The Recurrence screen is displayed. 2. Select Make this conference a recurring event. The repeat options are enabled. 3. Enter the number of repeats in the Total Conference Count field. 4. Select the frequency of the repeating conference from the Frequency drop-down list. • If you choose Daily, select the days to exclude from the options listed below. For example, you may want to exclude Saturday and Sunday from any recurring reservation. • If you choose Weekly or Every 2nd Week, enter the day of the week in the Day of Week field. • If you choose Week in Month, select the week number from the Week in Month drop-down list. • If you choose Date in Month, select the date from the Date in Month drop- down list. 5. Select the appropriate checkboxes to exclude particular days from the recurrence pattern. For example, you may want to exclude Saturdays and Sundays from a daily recurring conference. 6. Click Book. The reservation screen is displayed.
Using Avaya Aura™ Conferencing February 2011 35 Using Avaya Web Portal™ 6.0: Reserving conferences
Managing live conferences
The Avaya Audio Console is a Web Portal component which provides you with a live visual display of your live conference.
36 Using Avaya Aura™ Conferencing February 2011 Chapter 4: Using Avaya Web Portal™ 6.0: Viewing and modifying conference details
Viewing scheduled conferences
You can view your scheduled conferences by date, keyword or conference reference. You can enter a date range and view the conferences that are scheduled to take place between those dates. You can also enter a conference reference number or a keyword and view the details associated with that particular conference.
Related topics: Searching for conferences by date on page 37 Searching for conferences by reference number on page 38 Searching for conferences by keyword on page 38
Searching for conferences by date
1. Click My Schedule. The My Schedule page is displayed. 2. Select a date range from the Starting and Ending drop down lists. 3. Click Search. The Search Results screen is displayed.
Result
Note: Demand conferences are displayed in Bold.
Using Avaya Aura™ Conferencing February 2011 37 Using Avaya Web Portal™ 6.0: Viewing and modifying conference details
Searching for conferences by reference number
1. Click My Schedule. The My Schedule page is displayed. 2. Enter a reference number into the Conference Ref field. 3. Click Search. The Search Results screen is displayed.
Searching for conferences by keyword
The keyword search feature searches the Conference Name field. So, for example, a keyword such as sales could find conferences with conference names such as Sales Conference, Sales Meeting, Marketing and Sales Update, and so on.
1. Click My Schedule. The My Schedule page is displayed. 2. Enter a keyword relating to the conference in the Keyword field. 3. Click Search. The Search Results screen is displayed.
Making changes to scheduled conferences
This section describes how to make changes to scheduled conferences, but you can also make changes to reservations before you confirm them. It is important to note that you can make changes to a single conference, or, in the case of recurring conferences, you can make changes to either a single instance or the entire series of conferences.
Note: If you select notify changes when you set up the scheduled conference, the conference participants are informed of any changes made to the reservation.
38 Using Avaya Aura™ Conferencing February 2011 Making changes to scheduled conferences
When making changes to conferences, it is important to note that your most recent edit overrides any previous edits. For example, if you edit a single conference and then edit the entire series, the edits to the entire series override the edit to the single conference.
Related topics: Editing a single conference on page 39 Editing a series of conferences on page 39
Editing a single conference
You can edit a single one time conference or a single instance of a recurring conference.
1. Click My Schedule to view your list of scheduled conferences. 2. Click Edit next to the conference you wish to edit.
Tip: You can use the Search panel to locate the conference you wish to edit. 3. The Web Portal displays the conference details. You can edit a large number of conference details, depending on the state of the conference. For example, you can edit advanced conference properties and notification options using the Advanced and Notification tabs. 4. Edit the conference, as required. 5. Save the changes, as follows: • If it is a single one time conference, click Update. • If it is a recurring conference, select Modify this instance only and click Update. The Web Portal saves the updates.
Editing a series of conferences
1. Click My Schedule to view your list of scheduled conferences. 2. Click Edit next to the recurring conference you wish to edit.
Tip: You can use the Search panel to locate the conference you wish to edit.
Using Avaya Aura™ Conferencing February 2011 39 Using Avaya Web Portal™ 6.0: Viewing and modifying conference details
3. The Web Portal displays the conference details. You can edit a large number of conference details, depending on the state of the conference. For example, you can edit advanced conference properties and notification options using the Advanced and Notification tabs.
Note: If you want to edit a single conference within a recurring conference series, see Editing a single conference on page 39. 4. Edit the conference, as required. 5. Save the changes by selecting Modify this instance and all future instances as well and clicking Update.
Tip: Since this feature updates all future instances of a selected recurring conference, it is a good idea to select the earliest conference which you want to change. The Web Portal saves the updates.
Deleting conferences
This section describes how to delete scheduled conferences, but you can also delete reservations before you confirm them. It is important to note that you can delete a single conference, or, in the case of recurring conferences, you can delete either a single instance or the entire series of conferences.
Note: If you select notify changes when you set up the scheduled conference, the conference participants are informed of any changes made to the reservation.
Related topics: Deleting a single conference on page 40 Deleting a series of conferences on page 41
Deleting a single conference
You can delete a single one time conference or a single instance of a recurring conference.
40 Using Avaya Aura™ Conferencing February 2011 Modifying the schedule page
1. Click My Schedule to view your list of scheduled conferences. 2. Click Delete next to the conference you wish to delete.
Tip: You can use the Search panel to locate the conference you wish to delete. 3. Confirm the deletion of the conference, as follows: • If it is a single one time conference, the Web Portal displays a Delete Conference confirmation message. Click OK to confirm the deletion of the conference. • If it is a recurring conference, the Web Portal displays a selection dialog. Select Delete this conference only and click Close. Web Portal deletes the conference and displays the message: Conference has been cancelled. 4. Click the Done button to return to the My Schedule screen.
Deleting a series of conferences
1. Click My Schedule to view your list of scheduled conferences. 2. Click Delete next to the recurring conference you wish to delete.
Tip: You can use the Search panel to locate the conference you wish to delete. 3. Select Delete this conference and all future associated instances and click Close. Web Portal deletes the conference and displays the message: Conference has been cancelled. 4. Click the Done button to return to the My Schedule screen.
Modifying the schedule page
It is possible to list the conferences in three different formats:
Using Avaya Aura™ Conferencing February 2011 41 Using Avaya Web Portal™ 6.0: Viewing and modifying conference details
1. Name 2. Start Time 3. Reference
Result 1. Select My Schedule. The Schedule Screen is displayed. 2. Select Conference Titlein the Scheduled Conference section. The conferences are listed in alphabetical order. 3. Select Ref. The conferences are listed incrementally by their reference number. 4. Select Start Time. The conferences are listed by their start time.
Related topics: Viewing scheduled conferences on page 37
42 Using Avaya Aura™ Conferencing February 2011 Chapter 5: Using Avaya Web Portal™ 6.0: Playing conference recordings
Introducing two methods of playing recordings
In Conferencing, you can dial a dedicated telephone number that provides you with access to all conference recordings. This functionality supports options such as rewind, forward, and pause. To access this feature, you require the conference reference number. To a limited degree, Conferencing also supports the older playback functionality which existed in previous versions of Conferencing. With the older functionality, you dial the conference telephone number and enter the recording filename. You can obtain the recording filename from the My Recorded Conferences screen. The limitation with this method is that if the recording was made using a previous version of Conferencing, such as Conferencing 5.1, you cannot access the recording using this method. You must use the new method instead. However, if the recording was made using Conferencing 5.2, you can access the recording using this older method. Recorded conferences are stored for a configurable period of time. You can access a list of recorded conferences that have not yet reached their expiry date. If a system administrator deletes a recording from the conferencing server, the My Recorded Conferences screen may still list it as an available recording. However, you will not be able to access it. Contact your system administrator for more information. In the current release of Conferencing, Avaya does not support recording and playback of the video portion of conferences. Conferencing only supports the recording and playback of the audio portion of conferences. This limitation exists for the main video conferencing feature and for the AWC video window.
Related topics: Listening to a conference recording using the new method on page 44 Listening to a conference recording using the old method on page 44
Using Avaya Aura™ Conferencing February 2011 43 Using Avaya Web Portal™ 6.0: Playing conference recordings
Listening to a conference recording using the new method
1. Dial the telephone number that your system administrator has provided to you as the access telephone number for the recording storage area. Conferencing places you into a self-explanatory sequence for validating conference security information, listing files which are available for playback, and collecting information for identifying your file choice. 2. Enter the conference reference number and conference passcode in response to an audio prompt message. Once the playback of the chosen file begins, Conferencing makes the following options available: 1 Rewinds the playback by a small amount. 4 Rewinds the playback by a medium amount. 7 Rewinds the playback by a large amount. 3 Forwards the playback by a small amount. 6 Forwards the playback by a medium amount. 9 Forwards the playback by a large amount. 5 Toggles the start/stop feature. * Returns to the start of the playback menu.
Note: By default, the small amount is one minute. The medium amount is five minutes and the large amount is 20 minutes.
Listening to a conference recording using the old method
This method requires two steps. To play conference recordings, you must make a note of the recording file number and enter it on your telephone keypad to start the playback.
1. Click My Account. The Edit Account screen is displayed. 2. Click My Recorded Conferences. The My Recorded Conferences screen is displayed.
44 Using Avaya Aura™ Conferencing February 2011 Introducing two methods of playing recordings
3. Make a note of the value in the Recording Filename field which corresponds to the conference recording you would like to hear. 4. Dial the conference telephone number. 5. Press *3 on your telephone keypad to initiate the playback of the conference recording. Conferencing plays an audio message to request the recording filename that you noted. Once you enter this number, playback begins.
Using Avaya Aura™ Conferencing February 2011 45 Using Avaya Web Portal™ 6.0: Playing conference recordings
46 Using Avaya Aura™ Conferencing February 2011 Chapter 6: Using Avaya Web Portal™ 6.0: Editing your personal details
Editing your personal details
Your personal profile consists of your contact details and the contact details of your conference participants. Related topics: Editing your general personal details on page 47 Editing your password on page 48
Editing your general personal details
1. Click My Account. The Edit Account screen is displayed. The Login Name and Address fields hold your name and address. The Contact Name and Address fields hold the name and address that should be used for notifications. In many cases, both sets of details are identical. In some cases, you may wish to direct all notifications through a secretary or assistant. 2. Update the Login Name and Address fields as required. 3. Enter a phone number in the Phone, Secondary Phone, and Mobile Phone fields. 4. Update the Fax and E-mail fields as necessary. 5. Update the Contact fields as necessary. 6. Select your preferred time zone from the Preferred Timezone drop-down list. Avaya recommends selecting the name of your timezone, rather than selecting Local or System timezone. Selecting a specific timezone ensures that there is no confusion in scheduling if you travel to another timezone.
Important: You must select your preferred time zone. You will not be able to schedule a conference unless you select a time zone. Please contact your Web Portal
Using Avaya Aura™ Conferencing February 2011 47 Using Avaya Web Portal™ 6.0: Editing your personal details
system administrator if the time zone that you are in is not available from the drop down list. 7. Click Update. Your personal account details are updated.
Editing your password
This password is the password that you use to log in to Web Portal.
1. On the Edit Account screen, click Modify Password. The Web Portal application displays the Password Modification screen. 2. Enter your existing password in the Password field. 3. Enter your new password in the New Password and Confirm New Password fields. 4. Click Update Client.
Note: The Password Changed field displays the date on which the password was last changed. The Web Portal updates your passwords and displays the Edit Account screen.
Introducing your secret PIN in Web Portal
Your secret PIN is a unique number that Conferencing assigns to you. It provides you with access to a conference that uses Participant ID mode if you are a member of the conference participant list for that conference. When you book a Participant ID mode conference with the Identify and Validate setting, all conference participants must enter an identifying number and a secret PIN on their telephone keypad prior to entering the conference. If you forget your secret PIN or your password, contact your system administrator who can reset the values.
Related topics: Updating your secret PIN in Web Portal on page 49
48 Using Avaya Aura™ Conferencing February 2011 Editing your participant list
Updating your secret PIN in Web Portal
1. On the Edit Account screen, click Modify Secret pin. The Web Portal application displays the PIN Management Log in screen. 2. Enter your Web Portal username and password. The Web Portal application displays the Welcome to PIN change screen. 3. Enter your existing password in the Old Pin field. 4. Enter your new password in the New Pin and New Pin Confirmed fields. 5. Click Update Pin. The Web Portal application displays a success message. 6. Click Logout.
Editing your participant list
Adding new participants
1. Click Address Book. The Address Book screen is displayed. 2. Click New Contact. The New Contact screen is displayed. 3. Enter the new participants’ name in the Name field. 4. Enter the new participants’ e-mail address in the Contact E-mail field. 5. Enter the participants’ main contact telephone number in the Dial Out Number field.
Note: Include any leading digits that are necessary to connect from your telephone to the participants’ telephone. 6. Enter the new participants’ fax number in the Fax Number field.
Using Avaya Aura™ Conferencing February 2011 49 Using Avaya Web Portal™ 6.0: Editing your personal details
7. Enter a brief description of the new participant in the Description field. 8. Enter the new participants’ alternative contact telephone numbers in the Secondary Phone and Mobile Phone fields. 9. Click Add to Address Book. The new participants’ details are saved to your address book.
Deleting existing participants
1. Click Address Book. The Local Address Book screen is displayed. 2. Click Delete beside the participant you want to delete. The participant is deleted from your address book.
Modifying the details of participants
1. Click Address Book. The Local Address Book screen is displayed. 2. Click Modify beside the participant you want to modify. The Update Contact screen is displayed. 3. Modify the participant details as required. You can modify: • Name • Contact E-mail • Dial Out Number • Fax Number • Description • Secondary Phone • Mobile Phone 4. Click Update Contact.
50 Using Avaya Aura™ Conferencing February 2011 Editing your participant list
The participant details are updated and the Contact Listing screen is displayed.
Using Avaya Aura™ Conferencing February 2011 51 Using Avaya Web Portal™ 6.0: Editing your personal details
52 Using Avaya Aura™ Conferencing February 2011 Chapter 7: Using Avaya Web Portal™ 6.0: Adding new users
As a Web Portal user, you can add other users. These users can then book their own conferences. Web Portal users are commonly known as clients or moderators. In some cases, your Web Portal system administrator may have switched off this feature. In this situation, you cannot create other users. Please contact your CRS Front End operator or Web Portal system administrator to create new users. If your organization uses the Participant ID mode feature, it is likely that this feature is deactivated.
Introduction to self administration
The process of adding a new user is called Self Administration. Self Administration means that you, as a Web Portal user, can perform a task that has previously been performed by Web Portal administrators. Self Administration empowers Web Portal users and reduces the workload of Web Portal administrators. There are two ways to access the Self Administration feature. You can access self administration directly or you can access self administration from the Web Portal.
Related topics: Accessing self administration directly on page 53 Accessing self administration from the Web Portal on page 54
Accessing self administration directly
You can access the Self Administration feature directly by using the following syntax in your Web browser: http://
Note: If your Web Portal system administrator has switched off this feature, the Web Portal application displays an error message when you attempt to access the Self Administration feature directly.
Using Avaya Aura™ Conferencing February 2011 53 Using Avaya Web Portal™ 6.0: Adding new users
Accessing self administration from the Web Portal
1. Go to the Web Portal Login page.
Note: The syntax for the Web Portal Login page is http://
Result
Note: If your Web Portal system administrator has switched off this feature, the Create an Account link is not displayed.
Adding a new user
1. On the Self Administration page, enter the new user’s details. New user details describes each of the new user fields. Mandatory fields are indicated on the Self Administration page by an asterix symbol (*). You must enter a value in each mandatory field. 2. Click Add Client. The Web Portal application adds the new user and displays the Client Summary page.
Result
Note: Your Web Portal system administrator controls which fields are displayed to users. Your Self Administration page may display a subset of the files listed in New user details.
54 Using Avaya Aura™ Conferencing February 2011 Adding a new user
Note: The new user can now log in to the Web Portal application and create conferences for themselves. To test the log in details, there is a link to the Web Portal Log in page on the Client Summary page.
Note: Your Web Portal system administrator can configure the Web Portal application to automatically create an on-demand conference for each new user. If your Web Portal system administrator has enabled the automatic creation of an on-demand conference, the Web Portal application displays the access details on the Client Summary page. Table 5: New user details
Field Description Name Enter the new user’s full name. Company Name Enter the name of your company. You can use the Search button to display a list of all the companies on the system. Phone Number Enter the telephone number of the new user. Password Your system administrator sets the minimum length of the password. For example, they may set the minimum password length to 5 characters, to 10 characters or to 20 characters. Your system administrator can also force you to ensure that the password has a certain level of complexity. For example, you may have to include uppercase and lowercase characters, as well as digits and symbols. Please contact your system administrator to find out the minimum length and complexity of the client passwords in the Web Portal. Email Enter the e-mail address of the new user. Confirm Enter the text which you entered in the Password field. If you copy the Password text that you entered in the Password field and then paste it into the Confirm Password field, the Web Portal does not correctly record the entry. You must retype the full phrase. Title Enter a title for the new user. For example, enter a title such as, Mrs., Mr., Dr., and so on. Address Enter the address of the new user. You can enter the company address. Second Phone You can enter a second telephone number for the new user. For example, you may want to enter their assistant’s telephone number. Mobile Phone You can enter a mobile telephone number for the new user. Fax Number You can enter a fax number for the new user. Job Title You can enter the new user’s job title. Comment This is a free text field. You can enter some additional information or a special note in relation to the new user.
Using Avaya Aura™ Conferencing February 2011 55 Using Avaya Web Portal™ 6.0: Adding new users
Field Description Timezone You can select a default timezone for the new user. Similarly, your Web Portal system administrator can ensure that the most commonly used timezone is displayed, by default, in the Timezone field on the Self Administration page. Preferred You can select the preferred language for e-mail notifications and Language inconference messages. The choices in the Preferred Language list depend on the languages that are available on your conferencing server. In a default installation of Conferencing, only English is available. Your system administrator must add other languages. Languages are linked to DDIs. External ID You can enter a numeric value to associate the new user with an external database. For example, you can enter a phrase which links the user with an external list of sales targets. External String You can enter a phrase which associates the new user with an external database. For example, you can enter a phrase which links the user with a list of resources that exists outside of the CRS framework.
56 Using Avaya Aura™ Conferencing February 2011 Chapter 8: Using Avaya Web Portal™ 6.0: Generating reports
Web Portal reports
There are three different types of reports for moderators: • Audio Conference. Displays conference activity in a selected graphical format. • Data Conference. Displays data conference activity in a selected graphical format.
Note: Sometimes, in the Conferencing environment, data conferences are called Web conferences. • Port Usage. Displays data defined by the levels of system utilization during a conference or a series of conferences. System activity is checked over time with the relevant information saved to the system database. It is also possible to view the data in a Microsoft Excel™ spread sheet. The output is listed in a series of fields.
Note: It is important to note that each report only shows your own conferences and conference usage. You cannot see the usage patterns of other moderators. Web Portal system administrators can view global reports which show usage patterns across the Web Portal system.
Generating graphical reports
You can generate graphical representations of conference activity.
1. Click My Account. The My Account screen is displayed. 2. Click Conference Reports.
Using Avaya Aura™ Conferencing February 2011 57 Using Avaya Web Portal™ 6.0: Generating reports
The Conference Reports screen is displayed. 3. Select what type of report you want to generate. 4. Select the date that you want the report generation to start from the Start Day drop down list. 5. Select the date that you want the report generation to end from the End Day drop down list. 6. Select, from the following options, the chart type. The report data is displayed in this format: • Vertical Bar Chart • Line Chart • Pie Chart • Area Chart • Stacked Area Chart • Horizontal Bar Chart • 3D Vertical Bar Chart • 3D Horizontal Bar Chart • 3D Stacked Vertical Chart. 7. Click Generate Report. The report is generated and the graphical representation of the data is displayed on screen.
Related topics: Web Portal reports on page 57
Viewing Report Details in a Microsoft Excel™ spreadsheet
Prerequisites Complete the steps required to generate a graphical report, up to step 7.
You can also view the report output in more accurate detail by creating a .csv file.
1. Click Report CSV File.
58 Using Avaya Aura™ Conferencing February 2011 Viewing Report Details in a Microsoft Excel™ spreadsheet
The File Download dialog is displayed. 2. Select whether you want to open the Microsoft Excel™ spreadsheet from it’s current location or save it to your hard disk and click OK. The Microsoft Excel™ spreadsheet is displayed if you have decided to open the file from its current location. The Save As dialog is displayed if you have decided to save the file to your hard disk. 3. Enter a location to save the file and click Save. The Microsoft Excel™ spreadsheet is saved to that location.
Related topics: Generating graphical reports on page 57
Using Avaya Aura™ Conferencing February 2011 59 Using Avaya Web Portal™ 6.0: Generating reports
60 Using Avaya Aura™ Conferencing February 2011 Chapter 9: Using Avaya Audio Console™ 6.0: Getting started on Audio Console
Introducing Audio Console
Audio Console is a Web-based application that enables you to control conferences in real time by displaying a visual representation of the conference. In the Conferencing environment, your role is called moderator. Audio Console enables you to view participants, mute participants, initiate sub-conferences, and dial out to individuals or a group of people. Audio Console also enables you to control conference recording. From the Audio Console, you can start, stop, and pause recording. You can access many of these features using Dial Tone Multi Frequency (DTMF) keypad sequences, such as *5 to activate lecture mode. However, Audio Console provides a visual representation and enables you to access some features, such as conference recording, that are not accessible using DTMF. Operators use Avaya Bridge Talk to coordinate conferences. Avaya Bridge Talk is a comprehensive conference management tool. Using this tool, operators can manage large numbers of conferences and initiate features such as polling and Q&A.
Logging in to a standalone Avaya Audio Console
For the Standalone Avaya Audio Console, use the following URL:
http://
Using Avaya Aura™ Conferencing February 2011 61 Using Avaya Audio Console™ 6.0: Getting started on Audio Console
Logging in to Avaya Audio Console with Web Portal
Moderators log in to Audio Console using the Web Portal application.
1. Enter the Web Portal Log In URL. The Web Portal displays the Log In screen. 2. Enter your e-mail address in the Email field. 3. Enter a valid password in the Password field. Audio Console system administrators can configure log in fields. Your log in parameters can differ from those displayed. 4. Click Login. The Web Portal displays the My Schedule screen.
Result
Note: Your Web Portal system administrator may have configured a password expiry threshold on your Web Portal system. If this is the case, you must update your Web Portal password at pre-configured intervals. If your password is out-of-date, the Web Portal prompts you to enter a new password and to confirm this new password. At this point, you can proceed with your log-in. Your Web Portal system administrator may also have configured an account inactivity threshold. If this is the case, if you do not log in to the Web Portal for a configurable period of time, the conferencing system may disable your Web Portal account. If the conferencing system disables your account, you must contact your Web Portal system administrator to request them to enable your account again.
Avaya Web Portal screen
The Avaya Web Portal screen consists of a main information panel and a lefthand menu. The main information panel displays a list of scheduled conferences and a number of Search fields. Moderators can search for conferences using a number of search criteria. The lefthand menu consists of a number of Web Portal options. Using these options, Moderators can book conferences, manager their address book, access online help, and so on. To access the Audio Console, moderators can click the Console button associated with the conference. The Web Portal displays the Console button when the conference is in progress. Before the conference opens, the Web Portal displays the Delete button.
62 Using Avaya Aura™ Conferencing February 2011 Introducing the toolbar
When moderators click the Console button, the Web Portal displays the Audio Console screen. If you have installed Pop-up Blocker, also known as Pop-up Killer or Pop-up Stopper, software on your computer, remove or disable it. If you are running Audio Console on the Windows Vista operating system, using Internet Explorer 7.x, there is an additional issue to note. The Audio Console may not successfully run until you permit an Active X Control to run. This issue depends on your user settings. If the Audio Console does not run successfully, right-click on the screen and select Run Active X Control. When you select this option, you may also have to click Console again to launch the Audio Console.
Note: If log in is unsuccessful due to invalid conference details, the Web Portal displays an error message. In addition, the Web Portal can also display a Log In screen.
Introducing the toolbar
The Avaya Audio Console toolbar consists of a series of images. Avaya Audio Console system administrators can replace these default images with new images.
Name Description Dial
Dial list
Return to conference
Hold
Mute
Disconnect
Add to subconference
Start/stop lecture mode
Lock/unlock conference
Using Avaya Aura™ Conferencing February 2011 63 Using Avaya Audio Console™ 6.0: Getting started on Audio Console
Name Description Pause recording
Start/stop recording
Log off
View online help
Introducing participant states
Name Description Conferee
Conferee talking
Conferee mute
Conferee hold
Moderator
Moderator talking
Moderator mute
Moderator hold
Subconference flag
Conferee interceptee
Moderator interceptee
Moderator interceptor
Dialing conferee
Dialing moderator
64 Using Avaya Aura™ Conferencing February 2011 Chapter 10: Using Avaya Audio Console™ 6.0: Viewing participants using Avaya Audio Console
The Participant List is a visual display that shows each conference Participant, along with their current status, their name, their company, their phone number, and a comment. The Participant List enables moderators to view a graphical display of the conference. Moderators can sort the Participant List using a number of sort criteria, such as status, name, phone number, and company. Moderators can also print and save the Participant List as a .CSV file.
Note: You can import .CSV files to another application, such as Microsoft Excel™. You can edit the name, phone number, company, and comment associated with each Participant. The Web Portal implements all changes in real time. You can also modify the size of the Participant List page. You can extend or reduce the number of Participants that the Audio Console displays on each page. If there are multiple pages associated with a conference, you can access them by clicking on the page number at the base of the Participant List.
Avaya Audio Console participant list
The Participant List is a visual display that shows the details of each conference Participant. These details are current status, name, company, phone number, and other optional information. You can print the Participant List or save it as a comma separated value (.CSV) file. The Participant List also displays a lock symbol, which indicates whether the conference is locked or unlocked. If a conference is locked, no additional Participants can join. You can also use the Participant List to view more details about the current conference. These details include the lock status, the recording status and the number of Participants. You can also adjust the displayed page size to ensure that it is optimized for the current number of Participants. The Participant List is displayed when you log in to Audio Console.
Related topics: Logging in to a standalone Avaya Audio Console on page 61
Using Avaya Aura™ Conferencing February 2011 65 Using Avaya Audio Console™ 6.0: Viewing participants using Avaya Audio Console
Sorting the Avaya Audio Console participant list
You can sort the participant list according to a number of sort criteria. The sort criteria are as follows: • Status • Name • Phone • DNIS • Company • Other You can sort the participant list in ascending or descending order.
Note: The Phone field displays the phone number of the caller. In the Conferencing environment, this number is called an Automatic Number Identification (ANI) or a Caller ID (CLI). The DNIS field displays the number that the caller dialed to reach the conferencing system. This is the Dialed Number Identification Service (DNIS). You can edit the Phone field but you cannot edit the DNIS field. The DNIS field is available in the Participant List Report. With regard to the Status sort criteria, you can sort the participant list according to one of the following status categories: • Muted • Moderator • Log in time The Muted category sorts the callers according to whether they are muted or unmuted. The term, Muted is also known as listen mode. The term, Unmuted is also known as talk mode. The moderator category sorts the callers according to whether they are moderators or participants. The Log in time category sorts the callers according to the time they logged in to Audio Console. As with other sort criteria, you can sort the participant list according to status in ascending or descending order.
Related topics: Example 1: Sorting according to muted status in Avaya Audio Console on page 67 Example 2: Sorting according to name in Avaya Audio Console on page 67
66 Using Avaya Aura™ Conferencing February 2011 Sorting the Avaya Audio Console participant list
Example 1: Sorting according to muted status in Avaya Audio Console
Note: You can activate the Sort menus by hovering over them with the mouse.
1. On the Participant List screen, direct the mouse over the column title, Status. The Audio Console displays the By Muted, By Moderator, By Log in Time pop- up list. 2. Direct the mouse over By Muted. The Audio Console displays the Ascending, Descending pop-up list. 3. If you want to list the participants in ascending order, click Ascending. In ascending order, the Audio Console displays unmuted participants before muted participants. If you want to list the participants in descending order, click Descending. The Audio Console updates the participant list.
Example 2: Sorting according to name in Avaya Audio Console
1. To sort the participant list in ascending order, click Name. In ascending order, the Audio Console lists names from A to Z. 2. To sort the participant list in descending order, click Name again. In descending order, the Audio Console lists names from Z to A.
Result
Note: The Name field on the Avaya Audio Console can contain information from a number of sources. For example, it can contain the Line Name details from the Call Branding file. The Call Branding file is called CBUtil. If the Line Name field in the Call Branding file is blank, it can contain the passcode. Alternatively, if the conference uses PIN codes, it can the corresponding details from the PIN List file. Your system administrator can make changes to the Call Branding file.
Using Avaya Aura™ Conferencing February 2011 67 Using Avaya Audio Console™ 6.0: Viewing participants using Avaya Audio Console
As a moderator, you can edit this information to display an intuitive name for each participant. Alternatively, an Operator, using Avaya BridgeTalk, can edit caller details on their BridgeTalk client and these caller details are then displayed on the Avaya Audio Console interface. Similarly, a User of an application with uses the Avaya protocols, which are known as ACP or BCAPI, can also customize the display of the Name field. An example of such an application is Roster Integration.
Related topics: Editing participant details using Avaya Audio Console on page 69
Printing the Avaya Audio Console participant list
1. Click the Print icon on the Participant List screen. The Audio Console displays the Print dialog. 2. Click Print. The Audio Console prints the Participant List.
Saving the Avaya Audio Console participant list
1. Click the Save icon on the Participant List screen. The Audio Console displays the File Download dialog. 2. Click Save. The Audio Console displays the Save As dialog. 3. Select an appropriate folder in which to save the file. The default file name is Part_MODERATOR_CODE.csv. For example, CV_Part_123456[1].csv and CV_Part_123456[2].csv. 4. Click Save. The Audio Console displays the Download complete dialog. 5. Click Close to close the dialog or click Open to view the saved participant list. The Audio Console saves the participant list as a .CSV file.
68 Using Avaya Aura™ Conferencing February 2011 Editing participant details using Avaya Audio Console
Editing participant details using Avaya Audio Console
Moderators in Interactive mode can edit a number of details associated with conference participants. These are, Name, Phone number, Company name, and Other.
1. Direct the mouse over the participant icon associated with the participant whose details you want to update. The Audio Console displays the Edit pop up dialog. 2. Click Edit. The Audio Console displays the Edit Participant Details dialog. 3. Change the content of the fields as required. 4. Click Edit. The Audio Console displays the updated participant list.
Viewing details associated with the conference using Avaya Audio Console
You can view a number of details associated with the current conference. These are; lock state, recording state and the number of participants displayed per page. In addition, the Audio Console displays the total number of conference participants on the main Participant List screen. 1. Click Details on the main Participant List screen. The Audio Console displays the Conference Details dialog. 2. Click Close to return to the Participant List screen. The Audio Console displays the Participant List screen.
Using Avaya Aura™ Conferencing February 2011 69 Using Avaya Audio Console™ 6.0: Viewing participants using Avaya Audio Console
Modifying participant list page size in Avaya Audio Console
Moderators can extend or reduce the number of participants displayed on each page. If there are multiple pages, you can access them by clicking on the page number at the base of the participant list.
Note: If you are using Microsoft Internet Explorer 7, the Audio Console can only support a maximum of 10 participants per page.
1. Click Details on the main Participant List screen. The Audio Console displays the Conference Details dialog. 2. Enter the number of participants you wish to display on each page in the Participant Per Page field. 3. Click Set Page Size. The Audio Console updates the participant list.
70 Using Avaya Aura™ Conferencing February 2011 Chapter 11: Using Avaya Audio Console™ 6.0: Managing live conferences using Avaya Audio Console
During conferences, moderators can dynamically dial out to participants, place participants in a sub conference, mute all (or selected) participants, disconnect participants, lock a conference, manage recording, and so on. A moderator can manage an audio conference using a dual tone multi frequency (DTMF) enabled telephone. They can also manage an audio conference using the Audio Console. Once a conference is in progress, the Audio Console displays a representation of each participant and their current status. A moderator can manage the conference by using the online controls to act upon individual participants and the entire conference. Moderators can also edit the personal details associated with any participant by double-clicking on their participant icon. Personal details include name and job role.
Note: You can access online help on the Audio Console interface.
Console button
When you log on to the Audio Console, it displays a list of scheduled conferences. If a conference is in progress, the Audio Console displays a Console button beside it. You can also use the search functionality to display conferences.
Note: The Console button is only available when a conference is in progress. The Audio Console considers Demand conferences to be always in progress. Use the Refresh button to ensure that the Audio Console displays the most recent conference status values.
Using Avaya Aura™ Conferencing February 2011 71 Using Avaya Audio Console™ 6.0: Managing live conferences using Avaya Audio Console
Accessing the Audio Console
1. Click Console. If the reservation has a simultaneous data conference, the Audio Console displays a dialog. This dialog offers the choice of opening Avaya Web Conference (AWC) with the Audio Console or opening the Audio Console alone.
Note: Avaya Web Conference is an optional extra. For more information, contact your Avaya Support Engineer. 2. Click OK beside the applicable option. The Audio Console displays the conference in graphic form in the browser window.
Placing participants on hold
1. Select a participant by clicking their associated checkbox. You can also select multiple participants by clicking multiple checkboxes. The Audio Console displays the checkbox to the left of the Participant icon. 2. Click the Hold icon.
Muting participants
The Mute button on the Audio Console starts Lecture mode. For Flexflow conferences, there is no Lecture mode and so the Mute button mutes all non-moderator participants.
1. Select a participant by clicking their associated checkbox. You can also select multiple participants by clicking multiple checkboxes.
72 Using Avaya Aura™ Conferencing February 2011 Returning a participant to a conference
The Audio Console displays the checkbox to the left of the participant icon. 2. Click the Mute icon.
Returning a participant to a conference
To return a participant to the conference after they have been muted or placed on hold:
1. Select a participant by clicking their associated checkbox. You can also select multiple participants by clicking multiple checkboxes. The Audio Console displays the checkbox to the left of the Participant icon. 2. Click the Return Participant icon.
Sub conferences
Note: The sub conferencing feature must be enabled by your system administrator. Please contact them for more information. A sub conference is a smaller conference that runs at the same time as the main session. Sub conferences are used for private, secure conversations. If there are multiple, simultaneous subconferences, you can select a particular subconference for the participant.
Bringing a participant into a sub conference
1. Select a participant by clicking their associated checkbox. You can also select multiple participants by clicking multiple checkboxes. The Audio Console displays the checkbox to the left of the Participant icon. 2. Click the Sub Conference icon. The Audio Console displays a dialog from which you can select a particular subconference.
Using Avaya Aura™ Conferencing February 2011 73 Using Avaya Audio Console™ 6.0: Managing live conferences using Avaya Audio Console
There are between 1 and 9 subconferences. 3. Select one of the subconferences. When you place the participant in a subconference, the Audio Console displays the subconference number beside the participant icon in the graphic display.
Returning a participant from a sub conference
1. Select a participant by clicking their associated checkbox. You can also select multiple participants by clicking multiple checkboxes. The Audio Console displays the checkbox to the left of the Participant icon. 2. Click the Return to Conference icon.
Dialing out to a new participant
During a live conference, moderators can dial out to potential participants who are not currently attending the conference. When the potential participant answers the call, the Audio Console places them in conference.
1. Click the Dial Out icon. The Audio Console displays the Dial Out dialog. 2. Enter the name of the participant in the Name field. 3. Enter their telephone number in the Phone field. 4. Enter the company name in the Company field. 5. Click the appropriate dial button. • Click Participant Dial to dial the participant and grant participant level conference access. • Click Moderator Dial to dial the participant and grant moderator level conference access. The Web Portal dials the participant.
74 Using Avaya Aura™ Conferencing February 2011 Dialing out to a participant from a dial list
As soon as the participant answers the call, the Audio Console displays their details.
Dialing out to a participant from a dial list
Moderators can dial out to participants who are listed in their address book. When the participant answers the call, the Web Portal places them in conference.
1. Click the Dial List icon. The Audio Console displays the Conference Dial List screen. 2. Select a participant by clicking their associated checkbox. 3. Click the appropriate dial button. • Click Participant Dial to dial the participant and grant participant level conference access. • Click Moderator Dial to dial the participant and grant moderator level conference access. The Web Portal dials the participant. As soon as the participant answers the call, the Audio Console displays their details.
Disconnecting a participant
1. Select a participant by clicking their associated checkbox. You can also select multiple participants by clicking multiple checkboxes. The Audio Console displays the checkbox to the left of the Participant icon. 2. Click the Disconnect icon.
Using Avaya Aura™ Conferencing February 2011 75 Using Avaya Audio Console™ 6.0: Managing live conferences using Avaya Audio Console
Locking and unlocking the conference
You can lock a conference. This prevents other participants from entering the conference. To enable locking functionality on the Audio Console, ensure that you select Allow Conference Lock during the conference booking process.
1. Click the Lock Conference icon. 2. Click the Lock Conference icon a second time to unlock the conference.
Recording conferences
If recording is enabled on your audio conferencing system, you may be able to control recording functionality during the live conference. Your ability to control recording depends on a number of factors: • Operators can make recording mandatory. If this is the case, you cannot control recording at conference time, using the Audio Console. Conferencing automatically records the conference. • Operators can make recording voluntary. If this is the case, you can control recording at conference time, using the Audio Console or the DTMF keypad commands. For more information on making recording mandatory or voluntary at company level and at conference level on the Web Portal, see Auto Record and Control Recording. For more information on controlling recording using the CRS Front End, see Operating Avaya Aura® Conferencing, which is available on support.avaya.com. If recording is voluntary, moderators can stop the recording of a conference at any point. If recording is mandatory, moderators cannot stop the recording of a conference at any point. If they click the Pause or Stop icons, Conferencing displays an error message. The text of this error message may not be intuitive.
Activating conference recording
Click the Recording icon. The Audio Console begins recording.
76 Using Avaya Aura™ Conferencing February 2011 Selecting all participants
The recording functionality requires a telephone line. The Audio Console displays the recording line in the participant list.
Pausing conference recording
Moderators can pause the recording of a conference at any point.
1. Click the Pause icon. 2. Click the Pause button again to resume recording.
Stopping conference recording
Moderators can stop the recording of a conference at any point.
Click the Stop icon.
Selecting all participants
Moderators can select all participants on the current page by clicking the Check All option.
Click the Check All option. The Audio Console selects all participant checkboxes.
Deselecting all participants
Moderators can deselect all participants at once by clicking the Clear All option.
Click the Clear All option.
Using Avaya Aura™ Conferencing February 2011 77 Using Avaya Audio Console™ 6.0: Managing live conferences using Avaya Audio Console
The Audio Console deselects all participant checkboxes.
Logging off the Audio Console
Moderators can log off the Audio Console at any point.
1. Click the Log Off icon. The Audio Console displays an information dialog. 2. Click Yes or No as appropriate.
78 Using Avaya Aura™ Conferencing February 2011 Chapter 12: Using Avaya Audio Console™ 6.0: Troubleshooting Audio Console
Dialogs are not displaying correctly
If Pop-up Blocker (also known as Pop-up Killer or Pop-up Stopper) software is installed on the PC, you must ensure that it is removed or disabled. The application launches a number of pop- up dialogs. Your system administrator has further information about the Internet security policy in your organization.
The browser screen is flickering
If the browser screen is flickering, you should check that your browsers are configured to reload pages only if necessary. This is the browser default setting.
Proposed Solution
1. Select Tools and then Internet Options from the main Internet Explorer menu. The computer displays the Internet Options dialog. 2. Click Settings. The computer displays the Settings dialog. 3. Ensure that Automatically is selected under Check for newer versions of stored pages. 4. Click OK. The computer displays the Internet Options dialog. 5. Click OK.
Using Avaya Aura™ Conferencing February 2011 79 Using Avaya Audio Console™ 6.0: Troubleshooting Audio Console
The main browser window is restored.
80 Using Avaya Aura™ Conferencing February 2011 Chapter 13: Using Conference Scheduler Plug-in 6.0 for Microsoft Outlook™: Getting started
Introducing the Conference Scheduler for Microsoft Outlook
With Conferencing, there are a number of ways to book or schedule a conference call. You can contact your Conference Operator who can schedule a conference on your behalf using an application called Client Registration Server (CRS) Front End. Alternatively, you can schedule a conference call using an e-mail application such as Microsoft Outlook or IBM Lotus Notes. The Conference Scheduler plug-in for Microsoft Outlook enables you to schedule an on- demand conference or a scheduled conference, using the Microsoft Outlook application. The Conference Scheduler plug-in seamlessly integrates with your Microsoft Outlook calendar to provide an additional tab in the New Appointment dialog. Using the Conference Call tab, you can book a conference. The conference access details are sent along with the other details of the meeting to all invitees you have selected. • An on-demand or demand conference is a conference that you can use at any time. It is always active and accessible. To use it, you can send the conference access details to your participants along with a meeting time. • A scheduled conference is a conference that starts and ends at a certain time. You can set properties for the conference such as roll call or play tone on entry/exit.
Installing the Conference Scheduler for Microsoft Outlook
You can install Conference Scheduler for Microsoft Outlook if you have Microsoft Outlook 2003 or Microsoft Outlook 2007. There are two ways to install Conference Scheduler for Microsoft Outlook. Your system administrator will let you know which method applies to your situation:
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Conference Scheduler for Microsoft Outlook has a number of requirements in order to successfully operate. In general, your system administrator will ensure that these requirements are in place.
Installing silently
You run a silent installation without the installer by extracting the client set-up and running the .msi file only. This is a fast and efficient method. Your system administrator can provide you with more information on this method.
Installing manually
1. Obtain the iso image for the plug-in from the Conferencing installation set-up files. 2. If you have Microsoft Outlook 2003 installed on your computer, click Plugin Installer for Outlook 2003. If you have Microsoft Outlook 2007 installed on your computer, click Plugin Installer for Outlook 2007. 3. Click Run on any File Download Security Warning and Internet Explorer Security Warning dialogs. 4. Click Save to save the ClientSetup.iso to your computer. When you save the iso image, you must extract the files from the iso file in order to start the installation wizard, which has a file extension of .exe. The installation wizard checks your computer to verify that you have all the requirements in place. If your computer does not have the requirements, the installation wizard displays a license agreement. When the requirements are installed, the installation wizard displays the Welcome to the Outlook Conference Scheduler Setup Wizard dialog. 5. On the Welcome to the Outlook Conference Scheduler Setup Wizard dialog, click Next. 6. On the License Agreement dialog, select I Agree and click Next. 7. On the Conferencing Bridge Details dialog, enter the Avaya Conferencing Bridge IP address in the Hostname or IP Address field. Enter your e-mail address in the Bridge E-mail Address field and enter your password in Password field. Click Next.
Tip: Your system administrator can provide you with the Avaya Conferencing Bridge IP address.
82 Using Avaya Aura™ Conferencing February 2011 Installing the Conference Scheduler for Microsoft Outlook
8. Close Microsoft Outlook. 9. Navigate through the remainder of the installation wizard by selecting an installation folder, confirming your details, and starting the actual installation. 10. When the installation wizard is finished, you can restart Microsoft Outlook and begin using the Avaya Conference Scheduler plug-in for Microsoft Outlook.
Installing the Conference Scheduler requirements
Microsoft Office Outlook 2003 and Microsoft Office Outlook 2007 have different requirements. The Conference Scheduler for Microsoft Outlook installation wizard detects which version that your computer is running. It also detects which components you require. In general, your system administrator will ensure that these requirements are in place prior to the installation of the Conference Scheduler for Microsoft Outlook. You may be required to click Accept on the Outlook Conference Scheduler Setup dialog for each of the required components. When you click Accept, the installation wizard installs the components. The installation wizard completes the installation of the requirements and displays that Welcome to the Outlook Conference Scheduler Setup Wizard dialog.
Requirements: If you are using Microsoft Outlook 2003
• Microsoft .Net Framework 2.0 • Microsoft Visual Studio Tools for Office 2005 Runtime • Microsoft Visual Studio Tools for Office 2005 Language Pack (optional) • Microsoft Office 2003 Primary Interop Assemblies
Requirements: If you are using Microsoft Outlook 2007
• Microsoft .Net Framework 2.0 • Microsoft Visual Studio Tools for Office 2005 Second Edition Runtime • Microsoft Office 2007 Primary Interop Assemblies
Using Avaya Aura™ Conferencing February 2011 83 Using Conference Scheduler Plug-in 6.0 for Microsoft Outlook™: Getting started
Updating or upgrading Conference Scheduler for Microsoft Outlook
If your system administrator updates the release of the Conference Scheduler software, the software that you are running on your computer will be out of date. There are two options in this situation: • You can uninstall the old version using the Add/Remove Programs feature of your operating system. You can then install the new version of the Conference Scheduler software that your system administrator makes available to you. • Your system administrator may opt to silently install the new software on your computer using a silent installation technology, such as Systems Management Server (SMS).
84 Using Avaya Aura™ Conferencing February 2011 Chapter 14: Using Conference Scheduler Plug-in 6.0 for Microsoft Outlook™: Using
The Conference Scheduler plug-in for Microsoft Outlook enables you to send out your on-demand conference details and book scheduled conference calls. The Conference Scheduler plug-in for Microsoft Outlook integrates with Microsoft Outlook 2003 and Microsoft Outlook 2007.
Note: The Microsoft Outlook Conference Call tab does not support cut and paste functionality using the CTRL +C and CTRL+V shortcuts. However, you can use the mouse right-click Copy and Paste options or the Copy and Paste option on the Edit menu on the toolbar.
Using the Conference Scheduler plug-in for Microsoft Outlook for the first time
The first time you use the Conference Scheduler plug-in, it displays a Conferencing dialog. On this dialog, you must enter your e-mail address and a password. You may also have to enter the IP address of the Conferencing server if you haven’t already entered it during the installation steps. You can obtain this information from the e-mail which instructed you to install the plug-in. You only have to do this the first time you use the Conference Scheduler plug-in. From that point onwards, the system remembers the information. Once you enter your details, the plug-in now displays the access details for your on-demand conference.
Setting up an on-demand conference in Microsoft Outlook
1. Select Calendar on Microsoft Outlook. The Calendar screen is displayed. 2. Select New.
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The New Appointment window is displayed.
Note: You can also select Meeting Request from the New drop-down menu. 3. Select the Conference Call tab or button. The Conference Call tab is displayed. 4. Select Use on demand audio conference. 5. If you want to include a Web conference component, select Web Conference. The Web conference link is displayed. This Web conference link is customized for you, as the conference moderator. This Web conference link provides moderator access. A Web conference link for regular conference participants is displayed in the Appointment tab. If you click on the Appointment tab, the access details are also displayed. 6. Select the Scheduling tab. The Scheduling screen is displayed. 7. Enter the people whom you want to include in the conference in the All Attendees area. 8. Select Appointment. 9. Enter a title for the conference in the Subject field. 10. Click Save and Close. An e-mail displaying the conference details is sent to all the invitees.
Booking a scheduled conference in Microsoft Outlook
It is important to note that the Conference Scheduler plug-in does not support recurring conferences.
Note: If you have already booked a regular appointment in Microsoft Outlook, you cannot incorporate conference call details in the existing appointment.
1. Select Calendar on Microsoft Outlook. The Calendar screen is displayed. 2. Select New.
86 Using Avaya Aura™ Conferencing February 2011 Booking a scheduled conference in Microsoft Outlook
The New Appointment window is displayed.
Note: You can also select Meeting Request from the New drop-down menu. 3. Enter any meeting details on the Appointment tab, just like a regular meeting. 4. Select the Conference Call tab. The Conference Call tab is displayed. 5. Select Schedule an audio conference. By default, this option is not selected. When you select it, the audio conference fields are displayed. You can enable, or disable, any of the following settings.
Note: Any changes you make to the settings are saved as defaults and will be used the next time you use the Conference Scheduler for Microsoft Outlook. The table lists the default values that you are likely to see when you first use Conference Scheduler for Microsoft Outlook. Your system administrator may have chosen different settings, but these are the most common. Table 6: Moderator Settings
Field Description Web Conference Select the Web Conference option to enable the Avaya Web Conferencing (AWC) application to share visual data during the conference call. When you book a scheduled conference, the Conference Scheduler for Microsoft Outlook does not display the Web Conference link in the Conference Call tab. It does display the Web Conference link in the invitation e-mails. Moderator Passcode If Auto-Generate Codes is selected, the Moderator Participant Passcode Passcode and Participant Passcode fields on the Conference Call tab are inaccessible. Conferencing generates passcodes for the conference. If Auto-Generate Codes is not selected, you can enter your own moderator and participant passcodes. Conferencing sends the participant passcode to the participants that you enter using the Invite Attendees button. Billing Code A billing code is a numeric code which helps the Conferencing billing application to reconcile the cost of each conference when it produces bills. You can enter a billing code in the Billing Code field. If you enter a billing code in the Billing Code field, the
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Field Description Conferencing billing application associates this code with your conference. The optional checkboxes, Mandatory Billing Code and Request Bill Code relate to this feature. If you select Mandatory Billing Code, the Conference Scheduler for Microsoft Outlook makes the Billing Code field inaccessible. When participants with moderator status attempt to join your conference, Conferencing requests a billing code. They must enter a billing code. If you select Request Bill Code, when participants with moderator status attempt to join your conference, Conferencing also requests a billing code. They can enter a billing code or press a DTMF keypad sequence, typically *, to cancel the request and proceed to the conference. The billing code that participants with moderator status enter at conference start time does not have to match the value in the Billing Code field that you enter at booking time. If you do not enable Mandatory Billing Code and Request Bill Code, the Conferencing billing application associates the value in the Billing Code field with your conference. If you enter a billing code in the Billing Code field at booking time and you enter a billing code using your telephone keypad at conference time, Conferencing uses the billing code that you entered using your telephone keypad at conference time. Number of Conferees Select the number of conference participants. Participant Identifier You can add varying levels of security to the conference, using this option. The Participant Identifier checkbox has three options: • Normal: Conference participants access the conference by entering the conference passcode on their telephone keypad. • Identified: Conference participants must enter an identifying number on their telephone keypad prior to entering the conference. In some cases, this number identifies an individual participant. In other cases, this number identifies a participant as an external guest participant. For example, consider this scenario: The Conferencing solution is installed in organization A. The participants in organization A all have an employee number as their identifying number. When these participants enter a
88 Using Avaya Aura™ Conferencing February 2011 Booking a scheduled conference in Microsoft Outlook
Field Description
conference, Conferencing can uniquely identify each individual. When a member of organization A invites a participant from organization B to a conference, Conferencing sends the participant from organization B a guest number, which identifies them as a guest. All guests use the same number. • Secure: Conference participants must enter an identifying number and a PIN on their telephone keypad prior to entering the conference. In some cases, this number identifies and validates an individual participant. In other cases, this number identifies and validates a participant as an external guest participant. For example, consider this scenario: As before, the Conferencing solution is installed in organization A. The participants in organization A all have an employee number as their identifying number. They also all have a secret PIN number. Conferencing notified participants of their secret PINs using e-mail notification. When these participants enter a conference, Conferencing can uniquely identify each individual and will not grant conference access unless participants know their employee number and their secret PIN. When a member of organization A invites a participant from organization B to a conference, Conferencing sends the participant from organization B a guest identifying number and a guest PIN number, which validates them as a guest. All guests use the same numbers. You can change your own secret PIN number. System administrators can also reset PIN numbers on your behalf. Co-chair You can allocate co-chair status to any of your participants. You must compile the list of participants using the Invite Attendees button before you select the Co-chair option. Co-chairpersons have the same privileges as moderators. For example, co- chairpersons can access the same DTMF keypad sequences as moderators. When you assign co- chairperson status to a participant, Conferencing sends the participant a notification e-mail which includes a special co-chairperson passcode. When you edit conferences, you can remove co- chairperson status from a participant. If you remove co-chairperson status, Conferencing sends the participant a notification e-mail to inform them that they no longer have co-chairperson status. In addition,
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Field Description Conferencing invalidates their co-chairperson passcode. This feature is especially useful if moderators expect that they may not be able to attend their conference due to vacations or scheduling clashes. Mute All You can ensure that all conferees are in a mute status when they join a conference. If you enable this setting, moderators and co-chairs retain their full listen and talk privileges. Mandatory Biling Code If you select Mandatory Billing Code, the Conference Scheduler for Microsoft Outlook makes the Billing Code field inaccessible. When participants with moderator status attempt to join your conference, Conferencing requests a billing code. They must enter a billing code. For more information, see Billing Code. Play Tone on Entry If you select this field, Conferencing plays a tone when a caller enters the conference. Play Tone on Exit If you select this field, Conferencing plays a tone when a caller leaves the conference. Play Name on Entry If you select this field, Conferencing plays the name of Also known as Name the participant when they enter the conference. Announcement on Entry Name Announcement If you select this field, Conferencing plays the name of on Exit the participant when they leave the conference. Auto Record If you select Auto Record, Conferencing records your conference. This checkbox may be enabled and inaccessible in the Conference Call tab. This is because an operator can also configure recording at company level. If operators set Recording Mode to Mandatory at company level, Conferencing automatically records all conferences belonging to that company. Auto-Generate Codes If you select this field, Conferencing automatically produces access codes for the conference.
Note: If Auto-Generate Codes is enabled, the Moderator Passcode and Participant Passcode fields on the Conference Call tab are disabled. Wait for Moderator If you select this field, Conferencing does not start the conference until the first moderator enters the conference.
90 Using Avaya Aura™ Conferencing February 2011 Booking a scheduled conference in Microsoft Outlook
Field Description Request Bill Code If you select Request Bill Code, when participants with moderator status attempt to join your conference, Conferencing requests a billing code. They can enter a billing code or press a DTMF keypad sequence, typically *, to cancel the request and proceed to the conference. For more information, see Billing Code. Moderator Hang-Up If you select this field, Conferencing closes the conference when the last moderator leaves the conference. Auto-Extend Ports If you select this field, Conferencing automatically extends the size of the conference, if the resources are available. Auto-Extend Duration If you select this field, Conferencing automatically extends the length of the conference, if the resources are available.
6. Select the Scheduling tab. The Scheduling screen is displayed. 7. Enter the people who you want to attend the conference in the All Attendees area. 8. Optionally, you can book a Web component by selecting Web Conference. The Web conference link is displayed. This Web conference link is customized for you, as the conference Moderator. You cannot click directly on this link but you can paste it into an Internet browser. A Web conference link for regular conference Participants is displayed in the Appointments tab. 9. Select Appointment. 10. Enter a title for the conference in the Subject field. 11. If you want to provide a physical location for the conference, such as a meeting room, enter this information in the Location field. The Conference Scheduler Plug-in also automatically enters the dialing information in the Location field. It does not delete any information that you have already entered. For example, if you enter Meeting Room 1, the Conference Scheduler Plug-in reformats this text to display
Using Avaya Aura™ Conferencing February 2011 91 Using Conference Scheduler Plug-in 6.0 for Microsoft Outlook™: Using
Result
Note: The conference access details display in the Appointments tab after you send the invitation e-mail. The access details do not display in the Appointments tab before you send the invitation e-mail.
Booking a conference on behalf of someone else in Microsoft Outlook
You can book a conference on behalf of another person. The Avaya Conference Scheduler for Microsoft Outlook uses the conference details of the other person in the conference booking. These conference details include the other person’s conference passcodes. These steps refer to the other person as the primary person.
1. Ensure that the primary person sets up the shared calendar feature on their Microsoft Outlook. This person must share their calendar out to you. This is a prerequisite for this task. 2. On your Microsoft Outlook main screen, go to Tools > Options and click the Conferencing tab. 3. Enter the primary person’s e-mail and password and click OK. 4. Click the primary person’s calendar and highlight a time slot for the conference. 5. Go to Tools > Forms > Choose Form, and select Calendar from the Look In drop- down menu. 6. Select Appointment and click Open. 7. Enter the conference details in the usual way.
Editing a conference in Microsoft Outlook
You can make changes to your conference in the regular way, using Microsoft Outlook.
1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference.
92 Using Avaya Aura™ Conferencing February 2011 Deleting a conference from Microsoft Outlook
3. Update the conference as necessary. 4. You can click Save and Close to save your changes and close the conference. Alternatively, you can click Send Update to send the new details to your invitees. This option also saves the details and closes the conference. At this point, it is important to note two limitations with regards to recurring conferences: • The Avaya Conference Scheduler for Microsoft Outlook does not support the drag and drop feature for single instances of recurring conferences. So, you cannot drag a single instance of a recurring conference to a new date in the calendar. • The Avaya Conference Scheduler for Microsoft Outlook does not support the editing of a single instance of a recurring conference, followed by the editing of the entire series of recurring conferences.
Deleting a conference from Microsoft Outlook
1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference. 3. From the File menu, select Delete. Alternatively, you can click the Delete option on the graphical toolbar.
Joining a conference
Conferees can use the Join Conference feature to join a conference that has started on the bridge. This is an optional feature. Your system administrator may have enabled it on your system.
1. Open an existing conference. On the Appointment screen, the Conference Scheduler Plug-in displays a Join Conference button on the toolbar at the top of the screen. If you are using Microsoft
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Outlook 2007 you will see the Join Conference button in the Add-Ins menu of the appointment. 2. Click the Join Conference button. The Conference Scheduler Plug-in displays the Join Conference dialog. 3. Enter a telephone number to enter the conference. Alternatively, select a telephone number from the Enter Phone Number drop-down list, which displays previously dialed telephone numbers. If the conference is a secure conference, you must also enter your secret PIN. Secure conferences are also called Participant ID mode conferences. 4. Click Dial. The Conference Scheduler Plug-in dials the conference. If the conference has not yet started, the Conference Scheduler Plug-in displays an informational dialog with the following text: The Conference has not started yet, please wait for moderator to start the conference.
Result
Note: If you create the appointment, you join the conference as a moderator. If you are an appointment recipient, you join a conference as a conferee.
Viewing a conference graphically
From the Appointment dialog, you can click a link which displays a graphical representation of the conference. This is called Roster View. In Roster View, you can see the other participants as icons. If you are a moderator, you can use Roster View to perform a number of in-conference tasks, such as placing participants in a mute status. • When moderators click the Roster View link, Conferencing displays the Roster View with moderator privileges, such as access to the dial list and the ability to disconnect or lock the conference. • When conferees click the Roster View link, Conferencing displays the Roster View with conferee privileges. Conferees have access to fewer features than moderators. The Website that Roster View displays is called Avaya Audio Console.
Related topics: Using Avaya Audio Console™ 6.0: Viewing participants using Avaya Audio Console on page 65
94 Using Avaya Aura™ Conferencing February 2011 Introducing your secret PIN in Microsoft Outlook
Introducing your secret PIN in Microsoft Outlook
Your secret PIN is a unique number that Conferencing assigns to you. It provides you with access to a secure conference if you are a member of the conference participant list for that conference. Secure conferences are also known as Participant ID mode conferences. When you book a secure conference with the Secure setting, all conference participants must enter an identifying number and a secret PIN on their telephone keypad prior to entering the conference. If you forget your secret PIN or your password, contact your system administrator who can reset the values.
Updating your secret PIN in Microsoft Outlook
1. On the Microsoft Outlook main screen, navigate to Tools > Manage Conference Security. The Conference Scheduler for Microsoft Outlook displays the PIN Management screen. 2. Enter your e-mail address and password and click Login. The Conference Scheduler for Microsoft Outlook displays the Welcome to PIN change screen. 3. Enter your existing password in the Old Pin field. 4. Enter your new password in the New Pin and New Pin Confirmed fields. 5. Click Update Pin. The Conference Scheduler for Microsoft Outlook displays a success message. 6. Click Logout.
Microsoft Outlook in offline mode
If Microsoft Outlook is in offline mode, but is still connected to the network, then the plug-in operates as normally. It retrieves the details of users’ on-demand conferences and it creates new scheduled conferences for users. However, if Microsoft Outlook is in offline mode and is
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not connected to the network, then the plug-in displays a network error if users try to retrieve on-demand conference details or schedule new conferences.
96 Using Avaya Aura™ Conferencing February 2011 Chapter 15: Using Conferencing for Microsoft Live Meeting 2007
Starting a meeting in Live Meeting 2007
You can start an instant meeting or you can attend a scheduled meeting.
Related topics: Starting an instant meeting on page 97 Attending a scheduled meeting on page 98
Starting an instant meeting
1. Open Microsoft Office Live Meeting. 2. Click Meet Now. Live Meeting displays the Join Conference Call dialog. 3. Click Call Me at:
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Live Meeting connects you to an instant conference.
Attending a scheduled meeting
1. Open Microsoft Office Live Meeting. 2. In the Meeting ID field, enter the conference reference number. You can view the conference reference number on Avaya Web Portal. Alternatively, you can obtain the conference reference number from the Conference Operator. 3. In the Entry Code field, enter a Moderator or Conferee passcode. 4. Click Join. Live Meeting connects you to the scheduled conference.
Inviting people to join your conference in Live Meeting 2007
You can enable Live Meeting to call people or you can send an e-mail invitation.
Related topics: Making a call on page 98 Sending an e-mail on page 99
Making a call
1. Click the Invite menu in the Attendees or Meeting panels. 2. Click Call Someone.... Live Meeting displays the Call someone on the phone dialog. 3. Enter the details of the person whom you wish to call. 4. Click Call Now.
98 Using Avaya Aura™ Conferencing February 2011 Placing your telephone line on mute in Live Meeting 2007
Live Meeting calls the person and invites them to join your conference. 5. Repeat these steps to call another person.
Sending an e-mail
1. Click the Invite menu in the Attendees or Meeting panels. 2. Click By E-mail. Live Meeting connects to your e-mail application and opens an e-mail message. 3. Enter the people whom you wish to invite to your conference in the To... field.
Tip: You can enter multiple names in the To... field. 4. Click Send. Your e-mail application sends the e-mail invitation.
Placing your telephone line on mute in Live Meeting 2007
1. In the Attendees tab, right-click your line in the list of attendees. 2. From the right-click menu, click Mute. Live Meeting mutes your telephone line.
Result
Tip: When you wish to unmute your telephone line, click Unmute in the right-click menu.
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Placing other telephone lines on mute in Live Meeting 2007
There are two features in relation to muting participants. These features are Lecture Mode and Mute All. You can click the Lecture Mode button to mute all conferees. During lecture mode, moderators are not muted. You can click Mute All, to mute all other participants in the conference. Your own telephone line is not muted.
1. In the Attendees tab, select the attendees that you wish to mute. 2. Right-click the selection. 3. From the right-click menu, click Mute. Live Meeting mutes the selected telephone lines. Alternatively, you can click the Mute All Accept Me or enter the telephone keypad sequence for initiating lecture mode. Depending on the conference type, the telephone keypad command to initiate lecture mode can be *5 or *7, by default.
Note: Do not use a combination of Mute All Accept Me and lecture mode together. If you use a combination of these features, the functionality of Mute All Accept Me impacts the functionality of lecture mode. Before you initiate lecture mode, ensure that all telephone lines are unmuted.
Displaying conference details in Live Meeting 2007
The Meeting panel displays the conference access details. You can also view the conference access details in the Voice and Video panel.
Locking the conference in Live Meeting 2007
If you lock a conference, Live Meeting ensures that no further Participants can join the conference.
100 Using Avaya Aura™ Conferencing February 2011 Leaving the conference in Live Meeting 2007
1. In the Meeting tab, click Lock. Live Meeting locks the conference and displays the closed lock symbol. 2. To unlock the conference, in the Meeting tab, click Unlock. Live Meeting unlocks the conference. Alternatively, you can use the telephone keypad command to lock a conference.
Note: The telephone keypad command for locking a conference locks the audio portion of the conference call. The Lock symbol in the Live Meeting interface locks the audio portion of the conference call and locks the conference dialog. For this reason, if you initiate the lock using the telephone keypad command, it is a good idea to unlock the conference using the telephone keypad command. If you initiate the lock using the Lock symbol in the Live Meeting interface, it is a good idea to unlock the conference using the Lock symbol in the Live Meeting interface. Depending on the conference type, the telephone keypad command to lock a conference can be *5 or *7, by default.
Leaving the conference in Live Meeting 2007
You can leave the conference and ensure that the conference continues in your absence. Alternatively, you can leave the conference and ensure the conference closes and ends as you leave. Presenters should not use this method. Presenters should use the Exit and End Meeting option.
1. In the Meeting tab, click the arrow chevron. Live Meeting displays the exit options. 2. Click Exit to leave the conference and ensure that it continues. 3. Hang up your telephone line.
Using Avaya Aura™ Conferencing February 2011 101 Using Conferencing for Microsoft Live Meeting 2007
Ending the conference in Live Meeting 2007
1. In the Meeting tab, click the arrow chevron. 2. Click Exit and End Meeting to close the conference. 3. Hang up your telephone line.
Recording conferences in Live Meeting 2007
The Conferencing Plug-in for Microsoft Live Meeting does not support conference recording.
Accepting a conference invitation in Live Meeting 2007
There are two types of invitations; E-mail invitations and Live Meeting telephone invitations.
Related topics: Accepting an e-mail invitation in Live Meeting 2007 on page 102 Accepting a Live Meeting 2007 invitation by telephone on page 103
Accepting an e-mail invitation in Live Meeting 2007
If you receive an e-mail invitation, click Join the meeting in the body of e-mail. Do not click on an old link. Always click the link from the current meeting.
Tip: To accept an e-mail invitation, you must have Microsoft Live Meeting 2007 and the Conferencing plug-in for Microsoft Office Live Meeting 2007 installed on your computer. Please contact your system administrator for more information.
102 Using Avaya Aura™ Conferencing February 2011 Accepting a conference invitation in Live Meeting 2007
Accepting a Live Meeting 2007 invitation by telephone
You can accept a telephone invitation by answering the telephone.
1. When the telephone rings, answer it. 2. Press the 1 key on your telephone keypad to join the meeting.
Related topics: Starting an instant meeting on page 97
Using Avaya Aura™ Conferencing February 2011 103 Using Conferencing for Microsoft Live Meeting 2007
104 Using Avaya Aura™ Conferencing February 2011 Chapter 16: Using Conferencing for Microsoft Office Communicator 2007 R2
Starting your conference using Office Communicator 2007 R2
1. Open Microsoft Office Communicator 2007 R2. 2. Select a participant (or participants) from the Office Communicator dialog. 3. Right click the participant name and select Click to Conference from the right click menu. Office Communicator displays two dialogs: Conferencing dialog and the Participant List dialog. 4. In the Conferencing dialog, enter the telephone number in the text box. 5. Click the Moderator icon. Office Communicator dials the telephone number. 6. Answer your telephone and listen for the conferencing audio message. 7. Press 1 on your keyboard to accept the conference.
Inviting people to join your conference using Office Communicator 2007 R2
Once you start your conference, you can invite other people to join your conference.
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1. In the Conferencing dialog, click Invite button. Office Communicator displays the Invite Someone dialog. 2. Select the person you wish to invite and double-click their name. Office Communicator moves this person to the Participant List dialog. 3. From the Participant List dialog, select the person and right-click. 4. From the right-click menu, select Click to Conference. Office Communicator sends the person a notification. If they accept the notification, they can join the conference. Office Communicator dials the person. They can enter the conference by answering the call, listening to the Conferencing audio message, and pressing 1 on their telephone keypad to accept the conference.
Accepting an invitation to join a conference using Office Communicator 2007 R2
When someone invites you to join a conference, Office Communicator displays an invitation dialog.
1. Click Accept on the invitation dialog. 2. Enter the telephone number and click Dialout. Office Communicator dials your telephone.
Dialing in to a conference
1. From your telephone, call the toll/toll free number of the conference bridge. 2. Perform one of the following actions: • If you are an attendee, enter the Conferee code and then the pound sign (#).
106 Using Avaya Aura™ Conferencing February 2011 Using the conference controls
• If you are a conference leader, enter the leader code and then the pound sign (#). Office Communicator adds you to the conference and displays you as a ‘Dialed-in- user’ on the Conversation screen.
Using the conference controls
You can access the conference controls from the Conference Controls area on the Conversation screen.
Icon Name Description Notes Moderator Conferee action action Dial All participants call dial into the conference or dial out to another participant. Moderator Moderators can dial dial into the conference or dial out to another participant. Hang up Moderators can click Moderators can Hang up to hang their view this icon in own telephone line. the toolbar at the They can also select a top of the dialog participant (or and in each row participants) and click of the participant Hang up to hang the list. participant telephone line. Participants can only hang up their own telephone line. Mute Moderators can click The mute all Mute to mute their own feature only telephone line. They mutes the can also select a current participant (or conference participants) and click participants. Mute to mute the New entrants to participant telephone the conference line. are not muted. Moderators can view this icon in
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Icon Name Description Notes Moderator Conferee action action Participants can only the toolbar at the mute their own top of the dialog telephone line. and in each row of the participant list. Ummute Moderators can Moderators can unmute their own line view this icon in or unmute participant the toolbar at the lines. top of the dialog Participants can only and in each row unmute their own line. of the participant list. End Moderators can end conference the conference at any time. Show dial-in You can display the details telephone number of the conference. Activate Moderators can lecture mode activate lecture mode to ensure that conferees are muted. Turn lecture Moderators can turn mode off lecture mode off to allow conferees to be heard in the conference. Lock the Moderators can lock a conference conference to prevent any more participants joining it. Unlock the Moderators can unlock conference a conference to allow participants to join.
108 Using Avaya Aura™ Conferencing February 2011 Attending two conferences simultaneously
Attending two conferences simultaneously
If you have to attend two conferences at the same time, you have a scheduling clash. You can choose to dial into both conferences at the same time. Alternatively, you can attend one conference for a period of time and then attend the other conference for a period of time. Prerequisites Before you attend a conference, you must install the Conferencing Plug-in for Microsoft Office Communicator.
The purpose of this task is to accommodate two simultaneous conferences. • If you wish to attend one conference for a period of time and then attend the other conference for a period of time, you can: - Attend the first conference. - Click Hang up and then Yes to confirm. - Click Accept on the invitation for the second conference. - Dial the second conference. • If you wish to attend both conferences simultaneously: - Attend the first conference. - Close the conference dialog but do not click Hang up. - Click Accept on the invitation for the second conference. - Dial the second conference.
Note: The dialog for the second conference is not displayed while the first conference is still open.
Accidental or deliberate disconnections
In the course of attending a conference, you could accidentally close the conference dialog.
• If you accidentally close the conference dialog and also click Yes to confirm the close, you must disconnect your telephone call and re-dial the conference. • If you accidentally disconnect your telephone call but do not click Yes to confirm the disconnect, you can click Cancel on the confirmation dialog and re-dial the conference.
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110 Using Avaya Aura™ Conferencing February 2011 Chapter 17: Using the Avaya Plug-in for IBM Lotus Notes
Conferencing integrates with a number of IBM products. These integrations expand the Conferencing functionality to enable you to schedule conferences and to initiate instant conferences with your contacts.
If you are running IBM Lotus Domino 8.5 with IBM Lotus Notes 8.5
Before you use the plug-in for IBM Lotus Notes, you must perform a configuration step to enable logging. This step is only required if you are running the IBM Lotus Domino 8.5 server with IBM Lotus Notes 8.5. This step is not required for deployments that consist of IBM Lotus Domino 8.0.2 with IBM Lotus Notes 8.0.2. To find out which version of IBM Lotus Domino that you are running, contact your system administrator.
Related topics: Enabling logging on IBM Lotus Domino 8.5 on page 111
Enabling logging on IBM Lotus Domino 8.5
1. Open the file in
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Using the plug-in for IBM Lotus Notes for the first time
When you use the Avaya Plug-in for IBM Lotus Notes for the first time, you must enter some user details. These details are: • Your e-mail address • Your IBM Lotus Notes password • The IP address of the Conferencing server
Note: Your IBM Lotus Notes system administrator can provide you with the IP address of the conferencing server.
Related topics: Entering your user details on page 112
Entering your user details
1. Open the mail application in IBM Lotus Notes. 2. Display the Calendar view. 3. Click Schedule a Meeting. 4. On the New Calendar Entry screen, select Conference Details... from the Conference Call Options menu. 5. On the Avaya Conference Call Details dialog, enter your user details. 6. Click OK. You can now use the Avaya Plug-in for IBM Lotus Notes to schedule conference calls.
Introducing on-demand conferences
An on-demand conference is available at any time. It is suitable for frequent, regular, or last minute meetings. You cannot make changes to the properties that the system administrator allocates to your on-demand conference. For example, you cannot make changes to the entry
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and exit tones. You must accept the settings that the system administrator has allocated. If you want to customize a conference, you must schedule a conference.
Related topics: Creating an on-demand conference in Lotus Notes on page 113 Editing on on-demand conference in Lotus Notes on page 114 Deleting an on-demand conference in Lotus Notes on page 114
Creating an on-demand conference in Lotus Notes
Note: If you have already booked a regular appointment in IBM Lotus Notes, you cannot incorporate conference call details in the existing appointment.
1. Open the Mail application in IBM Lotus Notes. 2. Display the Calendar view. 3. Click Schedule a Meeting. 4. On the New Calendar Entry screen, enter the meeting details in the regular way. 5. Click the Conference Call tab to view the Conference options. 6. Select Use On-Demand. IBM Lotus Notes displays your on-demand conference access details. These details include: • Moderator Code • Conferee Code • Audio Conference Number IBM Lotus Notes also populates your on-demand access conference details in the Description area.
Note: IBM Lotus Notes does not reveal your moderator Passcode to the regular conference conferees. 7. Click Save and Send Invitations.
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Editing on on-demand conference in Lotus Notes
You can edit an on-demand conference just like a regular calendar entry. In the current release, if you edit a conference in a series of repeating conferences, your edits are applied to all conferences in that series.
1. Display the Calendar view. 2. Double-click the on-demand conference that you wish to edit. 3. Make the changes you require. For example, expand the Conference area to change the conference from an on- demand conference to a scheduled conference. 4. Click Save and Send Invitations.
Deleting an on-demand conference in Lotus Notes
You can delete an on-demand conference just like a regular calendar entry. In the current release, if you delete a conference in a series of repeating conferences, the Avaya Plug-in for IBM Lotus Notes deletes all conferences in that series.
1. Display the Calendar view. 2. Select the on-demand conference that you wish to delete. 3. Press Delete on your keyboard. IBM Lotus Notes deletes the conference from your schedule. The Avaya Plug-in for IBM Lotus Notes deletes the conference from the conferencing server.
Introducing scheduled conferences
A scheduled conference does not exist until you schedule it. Unlike an on-demand conference, a scheduled conference is not always available. You must set up a scheduled conference by entering details such as start time, duration, and optionally, conference properties. As a User, it is a good idea to opt for a scheduled conference in preference to an on-demand conference if you intend to hold an extremely large conference.
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Note: Due to resource usage, on-demand conferences are typically restricted to smaller groups of people. It is also a good idea to opt for a scheduled conference in preference to an on-demand conference if you wish to customize the conference properties for that conference or series of conferences.
Related topics: Booking a scheduled conference in Lotus Notes on page 115 Editing a scheduled conference in Lotus Notes on page 120 Deleting a scheduled conference in Lotus Notes on page 120
Booking a scheduled conference in Lotus Notes
Note: If you have already booked a regular appointment in IBM Lotus Notes, you cannot incorporate conference call details in the existing appointment.
1. Open the Mail application in IBM Lotus Notes. 2. Display the Calendar view. 3. Click Schedule a Meeting. 4. On the New Calendar Entry screen, enter the meeting details in the regular way. 5. Click the Conference Call tab to view the Conference options. 6. Select Schedule an audio conference. Avaya Plug-in for IBM Lotus Notes displays: • Fields for entering moderator and conferee codes • A field for entering the number of conference participants • A number of conference properties
Note: The Avaya Plug-in also displays a Web Conference checkbox.
Note: You can enter moderator and conferee Passcodes or you can allow the conferencing server to assign passcodes to your conference. If you enter your own passcodes, ensure that Auto-Generate Codes is not selected.
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Alternatively, if you click the Auto-Generate Codes property, the conferencing server generates the codes for you.
Important: It is important to note that your system administrator may have set minimum length for passcodes. 7. Enter the size of the conference in the Number of Conferees field. 8. Select the required conference properties. Table 7: Conference Properties on page 116 describes each of the properties. Table 7: Conference Properties
Field Description Web Conference Select the Web Conference option to enable the Avaya Web Conferencing (AWC) application to share visual data during the conference call. When you book a scheduled conference, the Avaya Plug-in sends the Web Conference link in the invitation e-mails. It is not a clickable link. Participants must paste the link into their browser to access the conference. You can obtain the moderator Web URL by replacing the participant passcode with the moderator passcode in the Web URL. Moderator Passcode If Auto-Generate Codes is selected, the Moderator Participant Passcode Passcode and Participant Passcode fields are inaccessible. Conferencing generates passcodes for the conference. If Auto-Generate Codes is not selected, you can enter your own moderator and participant passcodes. Conferencing sends the participant passcode to the participants that you invite to the conference. Conference Co-chair You can allocate co-chair status to any of your participants. You must compile the list of participants first before you select the Co-chair option. Co- chairpersons have the same privileges as moderators. For example, co-chairpersons can access the same DTMF keypad sequences as moderators. When you assign co-chairperson status to a participant, Conferencing sends the participant a notification e- mail which includes a special co-chairperson passcode. When you edit conferences, you can remove co- chairperson status from a participant. If you remove co- chairperson status, Conferencing sends the participant a notification e-mail to inform them that they no longer
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Field Description have co-chairperson status. In addition, Conferencing invalidates their co-chairperson passcode. This feature is especially useful if moderators expect that they may not be able to attend their conference due to vacations or scheduling clashes. Participant Identifier You can add varying levels of security to the conference, using this option. The Participant Identifier checkbox has three options: • Normal: Conference participants access the conference by entering the conference passcode on their telephone keypad. • Identified: Conference participants must enter an identifying number on their telephone keypad prior to entering the conference. In some cases, this number identifies an individual participant. In other cases, this number identifies a participant as an external guest participant. For example, consider this scenario: The Conferencing solution is installed in organization A. The participants in organization A all have an employee number as their identifying number. When these participants enter a conference, Conferencing can uniquely identify each individual. When a member of organization A invites a participant from organization B to a conference, Conferencing sends the participant from organization B a guest number, which identifies them as a guest. All guests use the same number. • Secure: Conference participants must enter an identifying number and a PIN on their telephone keypad prior to entering the conference. In some cases, this number identifies and validates an individual participant. In other cases, this number identifies and validates a participant as an external guest participant. For example, consider this scenario: As before, the Conferencing solution is installed in organization A. The participants in organization A all have an employee number as their identifying number. They also all have a secret PIN number. Conferencing notified participants of their secret PINs using e-mail notification. When these participants enter a conference, Conferencing can uniquely identify each individual and will not grant conference access unless participants know their employee number and their secret PIN. When a member of organization A invites a participant from
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Field Description
organization B to a conference, Conferencing sends the participant from organization B a guest identifying number and a guest PIN number, which validates them as a guest. All guests use the same numbers. You can change your own secret PIN number. System administrators can also reset PIN numbers on your behalf. Specify Billing Code A billing code is a numeric code which helps the Conferencing billing application to reconcile the cost of each conference when it produces bills. You can enter a billing code in the Specify Billing Code field. If you enter a billing code in the Specify Billing Code field, the Conferencing billing application associates this code with your conference. The optional checkboxes, Mandatory Billing Code and Request Bill Code relate to this feature. If you select Mandatory Billing Code, the Avaya Plug- in makes the Specify Billing Code field inaccessible. When participants with moderator status attempt to join your conference, Conferencing requests a billing code. They must enter a billing code. If you select Request Bill Code, when participants with moderator status attempt to join your conference, Conferencing also requests a billing code. They can enter a billing code or press a DTMF keypad sequence, typically *, to cancel the request and proceed to the conference. The billing code that participants with moderator status enter at conference start time does not have to match the value in the Specify Billing Code field that you enter at booking time. If you do not enable Mandatory Billing Code and Request Bill Code, the Conferencing billing application associates the value in the Specify Billing Code field with your conference. If you enter a billing code in the Billing Code field at booking time and you enter a billing code using your telephone keypad at conference time, Conferencing uses the billing code that you entered using your telephone keypad at conference time. Play Tone on Entry If you select this field, Conferencing plays a tone when a caller enters the conference. Play Tone on Exit If you select this field, Conferencing plays a tone when a caller leaves the conference. Mute All You can ensure that all conferees are in a mute status when they join a conference. If you enable this setting,
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Field Description moderators and co-chairs retain their full listen and talk privileges. Play Name on Entry If you select this field, Conferencing plays the name of the participant when they enter the conference. Play Name on Exit If you select this field, Conferencing plays the name of the participant when they leave the conference. Auto Record If you select Auto Record, Conferencing records your conference. This checkbox may be enabled and inaccessible. This is because an operator can also configure recording at company level. If operators set Recording Mode to Mandatory at company level, Conferencing automatically records all conferences belonging to that company. Auto-Generate Codes If you select this field, Conferencing automatically produces access codes for the conference.
Note: If Auto-Generate Codes is enabled, the Moderator Passcode and Participant Passcode fields are disabled. Wait for Moderator If you select this field, Conferencing does not start the conference until the first moderator enters the conference. Mandatory Biling Code If you select Mandatory Billing Code, the Avaya Plug- in makes the Billing Code field inaccessible. When participants with moderator status attempt to join your conference, Conferencing requests a billing code. They must enter a billing code. For more information, see Specify Billing Code. Request Bill Code If you select Request Bill Code, when participants with moderator status attempt to join your conference, Conferencing requests a billing code. They can enter a billing code or press a DTMF keypad sequence, typically *, to cancel the request and proceed to the conference. For more information, see Specify Billing Code. Moderator Hang-Up If you select this field, Conferencing closes the conference when the last moderator leaves the conference. Auto-Extend Duration If you select this field, Conferencing automatically extends the length of the conference, if the resources are available.
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Field Description Auto-Extend Ports If you select this field, Conferencing automatically extends the size of the conference, if the resources are available.
Tip: If you wish to schedule a series of conference calls, select the Repeats checkbox and enter the details as you would if you were scheduling a series of regular meetings. 9. Click Save and Send Invitations to complete the reservation.
Editing a scheduled conference in Lotus Notes
You can edit a scheduled conference just like a regular calendar entry. In the current release, if you edit a conference in a series of repeating conferences, your edits are applied to all conferences in that series.
1. Display the Calendar view. 2. Double-click the scheduled conference that you wish to edit. 3. Make the changes you require.
Note: You can change the number of conferees and, in certain cases, the conference codes. • If you manually entered the conference passcodes, you can edit them. • If the conference passcodes were automatically generated by the system, you cannot edit them. You cannot change any other conference properties. 4. Click Save and Send Invitations.
Deleting a scheduled conference in Lotus Notes
You can delete a scheduled conference just like a regular calendar entry. In the current release, if you delete a conference in a series of repeating conferences, the Avaya Plug-in for IBM Lotus Notes deletes all conferences in that series.
120 Using Avaya Aura™ Conferencing February 2011 Joining a conference in Lotus Notes
1. Display the Calendar view. 2. Select the scheduled conference that you wish to delete. 3. Press Delete on your keyboard. IBM Lotus Notes deletes the conference from your schedule. The Avaya Plug-in for IBM Lotus Notes deletes the conference from the conferencing server.
Joining a conference in Lotus Notes
This is an optional feature. Your system administrator may have enabled it on your system.
1. Open an existing conference. On the Meeting Invitation screen, the Avaya Plug-in displays a Join Conference button. 2. Click the Join Conference button. The Avaya Plug-in displays the Click To Call dialog. 3. Enter a telephone number to enter the conference. Alternatively, select a telephone number from the drop-down list, which displays previously dialed telephone numbers. 4. Click OK. If the conference is a secure conference, the Avaya Plug-in displays another dialog. This is the Click To Call - Secure Conference Mode dialog. Secure conferences are also known as Participant ID mode conferences. On the the Click To Call - Secure Conference Mode dialog, you must enter your secret PIN. 5. Click OK. The Avaya Plug-in dials the conference.
Result
Note: If you create the appointment, you join the conference as a moderator. If you are an appointment recipient, you join a conference as a conferee.
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Updating your secret PIN in Lotus Notes
1. :On the IBM Lotus Notes Calendar Entry dialog, go to Conference Call Options > Manage Conference Security. The Avaya Plug-in displays the PIN Management screen. 2. Enter your e-mail address and password and click Login. The PIN Management application displays the Welcome to PIN change screen. 3. Enter your existing password in the Old Pin field. 4. Enter your new password in the New Pin and New Pin Confirmed fields. 5. Click Update Pin. The PIN Management application displays a success message. 6. Click Logout.
122 Using Avaya Aura™ Conferencing February 2011 Chapter 18: Using the Conferencing Plug-in for IBM Lotus Sametime
About the Meeting Center
Use the Meeting Center to view, create, attend, edit, or delete meetings. Table 8: Meeting Center views
View Description New Meeting Creates a new meeting that can start right away or in the future. In Progress Lists currently active meetings. Today Lists meetings that are scheduled for today. Scheduled Lists scheduled meetings. Completed Displays finished meetings. You can click on a name to view the meeting details. Unlisted Meeting Displays a search box in which you can enter a meeting name to attend or locate and unlisted meetings. All Meetings Lists all active, scheduled, and finished meetings. My Meetings Displays a list of your meetings. This feature makes it easy for you to locate and join the conference calls. Be sure to log on to the server before viewing this list. Recorded Lists recorded or imported recorded meetings. Meetings View by Calendar Displays a calendar of scheduled meetings. You choose to view meetings for two days, one week, two weeks, or one month. Test Meeting Checks whether your browser is properly set up for running meetings. Clicking this button opens a meeting in a new window, in which you can try out various tools (including audio and video feeds, if you are using them). Download Print Contains downloads for the IBM® Lotus® Sametime® Print Capture, Capture and any other downloads added by your administrator. Print Capture is a “virtual printer” that converts files for display in the Sametime Meeting Room. Print Capture converts Microsoft®
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View Description Windows® application files into Sametime files (.swb, or “Sametime Whiteboard” files) instead of printing them on a piece of paper.
Attending a meeting using the Meeting Center
Click Attend next to the meeting name and, if required, enter the meeting password.
Editing a meeting using the Meeting Center
Moderators or meeting creators can use this procedure to edit the meeting before it begins.
1. Click the meeting name. 2. Click Edit Meeting to modify details. 3. When finished, click Save to save your changes (or click Cancel).
Deleting a meeting using the Meeting Center
Moderators or meeting creators can use this procedure to delete the meeting before it begins.
1. Click the meeting name. 2. Click Delete Meeting to remove the meeting from the database. 3. At the prompt, click OK (or click Cancel).
Accessing a meeting that does not appear in the Meeting Center
Unlisted meetings provide added security. However, some meetings are designated as hidden meetings.
124 Using Avaya Aura™ Conferencing February 2011 Scheduling a start now telephone conference meeting
1. Obtain the meeting name from the meeting moderator. 2. Click Unlisted Meeting in the Meeting Center and enter the meeting name.
Result
Tip:
For complete instructions on using the Meeting Center, see the Sametime help link on the Meeting Center page.
Scheduling a start now telephone conference meeting
1. Log in to Sametime by clicking Log in to IBM Lotus Sametime in the top, right corner of the page. Enter your username and password, and then click Log In. 2. Click Schedule a Meeting (on the Welcome page) or New Meeting (on the Meeting Center page). 3. Click the Essentials tab. Enter the appropriate information. See Table 9: New Meeting: Essentials tab on page 125. Table 9: New Meeting: Essentials tab
Field Description Meeting name Name for the meeting Description or other Other meeting information. Optional field. meeting information Start Now Select this check box to start the meeting right now. Duration Duration of the meeting. Click > to increase the duration by 15 minutes. Click >> to increase the duration by one hour. Use the phone number Select this check box to schedule a telephone provided by my telephone conference meeting. service
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Field Description Conferee Code Code used by the Conferee to enter the telephone conference. If you are booking a scheduled conference, you can enter a Conferee passcode for a scheduled conference that you have already booked using the CRS Front End or the Avaya Web Portal. Alternatively, you can leave this field blank. If you leave this field blank, IBM Lotus Sametime generates a Conferee passcode for the scheduled conference. If you are booking an on-demand conference, you can enter your on-demand Conferee passcode. This code is configured on the conference server by your system administrator. If you do not know the code, see your system administrator. Alternatively, you can leave this field blank. If you leave this field blank, IBM Lotus Sametime enters your on-demand Conferee passcode if you have one configured. Avaya Audio Conference Select the conference server to use. Server Moderator Code Code used by the moderator to enter the telephone conference. If you are booking a scheduled conference, you can enter a moderator passcode for a scheduled conference that you have already booked using the CRS Front End or the Avaya Web Portal. Alternatively, you can leave this field blank. If you leave this field blank, IBM Lotus Sametime generates a moderator passcode for the scheduled conference. If you are booking an on-demand conference, you can enter your on-demand moderator passcode. This code is configured on the conference server by your system administrator. If you do not know the code, see your system administrator. Alternatively, you can leave this field blank. If you leave this field blank, IBM Lotus Sametime enters your on-demand moderator passcode. Billing Code Secondary billing code for the conference. (Optional) Number of Conferees Conference size. This figure is the number of expected Conferees in the conference. If you leave this field blank, it defaults to a value of 20 conferees. Scheduled (Y/N) Specify whether the conference is an on-demand conference or a scheduled conference.
126 Using Avaya Aura™ Conferencing February 2011 Scheduling a start now telephone conference meeting
Field Description It is important to note that you can only book a scheduled conference if you are currently logged into IBM Lotus Sametime. Meeting password Password for meeting. Enter the same password in the Re-type password field. Meeting passwords are optional. This password is for accessing the web conference.
Important: When sending a meeting notification, be sure to include the passcodes for the telephone conference. Participants must enter a code on their telephone keypads to enter the conference. 4. Click the People tab. Enter the appropriate information. See Table 10: New Meeting: People tab on page 127. Table 10: New Meeting: People tab
Field Description Chair To change the chair, click Change. When you create a meeting, you are the chair by default. The chair conducts the meeting and controls participation during the meeting. The chair can grant and remove permission to present. Who can attend Choose the people who can attend the meeting, or leave it open to all users. To choose people, click Add or Remove People. Then search the directory for the people you want to add, and click Add.
Tip: Select names one at a time or press the Control key and click to select multiple names. By default, meetings are open to all users. All Participants have Select this check box to allow all Participants to permission to present upload files, show slides, draw on the whiteboard, content and share their screens. By default, all Participants can present.
Note: Sametime generates a PIN that is associated with every user in a conference. For meetings open to all users, the only way to access a PIN is to join the Web meeting after it has started. When the meeting is open only to specific people,
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however, PINs are generated when you schedule the meeting and can be accessed before the meeting. 5. To add slides for your meeting, click the Slides tab, and then click Add Slides. In the dialog box, enter the path and file name of the slides, or click Browse to locate the file. Then click OK.
Tip: Check the list of supported file types to see if IBM Lotus Sametime can display the type of file you want to show. If the type of file you want to add is not in the list, use IBM Lotus Sametime Print Capture. IBM Lotus Sametime Print Capture provides better results than the automatic conversion, especially if you are using uncommon fonts or formatting. 6. Click the Options tab: • To record the meeting, select Record this meeting so others can replay it later.
Note: It is important to note that the audio is not recorded. • To exclude the meeting from being listed in the Meeting Center, select Do not list this meeting. If the meeting is not listed, people must search for the meeting by its name to attend. 7. Click Save.
Result
Important: If the server does not have enough space for your meeting, return to the Essentials tab and either reschedule the meeting or reduce the number of Participants.
Scheduling a recurring telephone conference meeting
1. Log in to Sametime by clicking Log in to IBM Lotus Sametime in the top, right corner of the page. Enter your username and password, and then click Log In. 2. Click Schedule a Meeting (on the Welcome page) or New Meeting (on the Meeting Center page). 3. Click the Essentials tab.
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Enter the appropriate information. See Table 11: New Meeting: Essentials tab on page 129. Table 11: New Meeting: Essentials tab
Field Description Starting date Starting date of the meeting. Click > to increase the start date by one day. Click >> to increase the start date by one month. Repeat Click Repeat to set up the meeting recurrence: a. Select the meeting frequency: daily, weekly, monthly by date, monthly by day, yearly, custom. b. Select other options for the meeting recurrence schedule.
Time Starting time of the meeting. Click > to increase the start time by 15 minutes. Click >> to increase the start time by one hour.
Important: When sending a meeting notification, be sure to include the passcodes for the telephone conference. Participants must enter a code on their telephone keypads to enter the conference. 4. Click the People tab. Enter the appropriate information.
Note: Sametime generates a PIN that is associated with every user in a conference. For meetings open to all users, the only way to access a PIN is to join the data conference after it has started. When the meeting is open only to specific people, however, PINs are generated when you schedule the conference and can be accessed before the meeting. 5. To add slides for your meeting, click the Slides tab, and then click Add Slides. In the dialog box, enter the path and file name of the slides, or click Browse to locate the file. Then click OK.
Tip: Check the list of supported file types to see if IBM Lotus Sametime can display the type of file you want to show. If the type of file you want to add is not in the list, use IBM Lotus Sametime Print Capture. IBM Lotus Sametime Print Capture provides better results than the automatic conversion, especially if you are using uncommon fonts or formatting. 6. Click the Options tab:
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• To record the meeting, select Record this meeting so others can replay it later.
Note: It is important to note that the audio is not recorded. • To exclude the meeting from being listed in the Meeting Center, select Do not list this meeting. If the meeting is not listed, people must search for the meeting by its name to attend. 7. Click Save.
Result
Important: If the server does not have enough space for your meeting, return to the Essentials tab and either reschedule the meeting or reduce the number of participants.
Editing conferences in Lotus Sametime
You can edit conferences by clicking the Edit Meeting button on the conference details screen. With regard to recurring conferences, you can edit: • Individual conferences within a series of recurring conferences • All conferences instances within a series of recurring conferences For example, you can change the start time of an individual conference within a series of conferences. Alternatively, you can change the start time of all conferences within the series. When you make the changes you require, IBM Lotus Sametime displays a dialog in which you specify whether you would like to apply your changes to: • Just this meeting • This meeting and all subsequent occurrences
Tip: IBM Lotus Sametime applies the changes to all future conferences. For this reason, it is a good idea to select the earliest conference that you want to change.
Important: There is an important exception to the regular rules of conference editing: If you modify conference passcodes, the new passcodes apply to all future occurences within the series
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of recurring conferences. This rule applies to Moderator passcodes and Conferee passcodes.
Joining a start now meeting in Lotus Sametime
If you are the meeting organizer, the system starts the Web meeting automatically. Your dial- in number and telephone conference passcode are displayed automatically on the Sametime page.
1. Click on the meeting name on the Meeting Center page. 2. Click Attend next to the meeting name. 3. Click Yes to agree to the security certificate in the Warning-Security dialog. 4. Enter your name in the Name box as you want it displayed in the Participant list.
Joining a scheduled meeting using Lotus Sametime
If you are the meeting organizer, the system starts the Web meeting automatically. Before the meeting start time, your dial-in number and telephone conference passcode are displayed automatically on the Sametime page.
1. Click on the meeting name on the Meeting Center page. 2. Click Attend next to the meeting name. 3. Click Yes to agree to the security certificate in the Warning-Security dialog. 4. Enter your name in the Name box as you want it displayed in the Participant list.
Using the Join the Call feature in Lotus Sametime
Use the Join the Call feature to have the conference server call you and place you in the telephone conference. To use this feature, you must first join the Web meeting.
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Joining the telephone conference from a new phone
1. Click Join the Call. 2. In the Join the Call dialog box, click New. 3. Enter the telephone number that you want called.
Important: Enter all digits including area code without spaces (or with dashes). For example, enter 10125551234 or 1-012-555-1234. If you need to add a 9, enter 910125551234 or 9-1-012-555-1234. 4. The default label for all numbers is Work. To change this label, click Work. A drop-down list is displayed. Click the label that you want for this telephone number. 5. Click Call. The system dials the number. When you answer the phone, the dialog box closes and a telephone icon appears next to your name in the Participant list.
Joining the telephone conference from an existing phone
1. In the Join the Call dialog box, click the number that you want called. 2. Click Call. The system dials the number. When you answer the phone, the dialog box closes and a telephone icon appears next to your name in the Participant list.
Dialing out to conferee using Lotus Sametime
Once in a Web meeting, you can have the system dial out to a person and request that he or she join the telephone conference.
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Dialing out to a new conferee
1. From the Audio controls menu in the Participants pane, select Dial Out. The Dial Out dialog box is displayed. 2. Under Names, click New. The Add New User Name dialog box is displayed. 3. Add one or more participants. a. Select a directory and search for a user, or click the Enter Name tab, and enter the name of the user. Then click Add. b. Add as many names as necessary. Click Close when you are finished. 4. Enter phone numbers for new participants. a. In the Dial Out dialog box, select one name that you entered. Under Numbers, click New. You can enter more than one number for a participant. b. Enter phone numbers for as many names as necessary.
Important: Enter all digits including area code without spaces (or with dashes). For example, enter 10125551234 or 1-012-555-1234. If you need to add a 9, enter 910125551234 or 9-1-012-555-1234. 5. Dial out to a user. a. Select the name or phone number that you want to dial out to. b. Click Dial Out. The system dials the number. When the person answers the phone, the dialog box closes and a telephone icon appears next to his or her name in the participant list.
Dial out to a data participant
1. From the Audio controls menu in the Participants pane, select Dial Out.
Using Avaya Aura™ Conferencing February 2011 133 Using the Conferencing Plug-in for IBM Lotus Sametime
The Dial Out dialog box is displayed. 2. Select the name or phone number that you want to dial out to. 3. Click Dial Out. The system dials the number. When the person answers the phone, the dialog box closes and a telephone icon appears next to his or her name in the participant list.
Associating Web participant names with phone participant names
Web meeting participants who manually call the telephone conference number (do not click Join the Call) are listed twice in the participants list: once as a Web participant, and once as a phone participant. To eliminate this double listing, meeting moderators can associate the two listings so that the name is listed only once.
Associating one name
1. In the Participants pane, select one Web participant (identified by a green square icon) and one telephone participant (identified by a green telephone icon). 2. From the Audio controls menu in the Participants pane, select Associate Users.
Associating your Web participant name with your phone participant name
If you manually call the telephone conference number (do not click Join the Call), your name is listed twice in the participants list: once as a Web participant, and once as a phone participant. To eliminate this double listing, you can associate the two names so that your name is listed only once.
134 Using Avaya Aura™ Conferencing February 2011 Moderator telephone conference tools
Associating your name
1. In the Participants pane, select both names. A green square icon identifies the Web participant name, and a green telephone icon identifies the phone participant name. 2. From the Audio controls menu in the Participants pane, select Associate My Phone.
Moderator telephone conference tools
Table 12: Telephone conference tools for moderators on page 135 lists telephone conference tools that are available to moderators. Table 12: Telephone conference tools for moderators
Tool Description Lock the Call Moderators can lock or unlock the conference. Locking the call prevents additional users from joining the telephone conference, if the conference supports security. Select or clear this option on the Audio controls menu in the Participants pane. Mute All or Unmute All Moderators can mute or unmute all participants in the telephone conference. • Lecture. All participants except moderators are muted if the bridge is set to the default call flow. • Mute All. All participants including moderators are muted if the bridge is set to Flex call flow. Select these options on the Audio controls menu in the Participants pane. Mute User Mutes an individual telephone conference participant. Right click the participant’s name. From the submenu, select Audio > Mute User. Hang Up User Moderators can select and then hang up a participant line. Right click the participant’s name. From the submenu, select Audio > Hang Up User. Rename User Moderators can select and then rename a participant line.
Using Avaya Aura™ Conferencing February 2011 135 Using the Conferencing Plug-in for IBM Lotus Sametime
Tool Description Right click the participant’s name. From the submenu, select Audio > Rename User. Associate Users Moderators can select and then associate Web participants and telephone conference participants. Select the Web participant and telephone participant. Select Associate Users from the Audio controls menu in the Participants pane.
Viewing call-in details
To view call-in details, click Tools > Audio > Show Call-in Number from the menu bar, or select Show Call-in Number from the Audio controls menu in the Participants pane. Table 13: Call-in information on page 136 describes the call-in details displayed. Table 13: Call-in information
Entry Description Call-In Telephone number used to dial into the conference server. Toll-Free A toll-free telephone number used to dial into the conference server. Auxiliary An auxiliary phone number. Passcode A code used by the participant to enter the telephone conference. PIN code Personal Identification Number. A unique number that identifies a specific individual to the system and indicates which telephone conference the individual is to attend.
136 Using Avaya Aura™ Conferencing February 2011 Viewing participant information
Viewing participant information
Viewing the participant list in Lotus Sametime
1. From the menu bar, select View > Participant List. 2. Select Show All Participants to view the right-hand pane, which includes the participant list.
Viewing the connection status of participants
The connection status of participants is displayed by icons to the left of participant names.
Name Description First name in the list The name of the chair is displayed at the top of the participants list. (no icon) Not on the call. Connecting to the call.
Connected to the call.
Muted.
Currently speaking.
Using Avaya Aura™ Conferencing February 2011 137 Using the Conferencing Plug-in for IBM Lotus Sametime
Filtering who to show in the Participants List
In the participants pane, use the Show field to display all or some meeting participants: • All Participants—Shows all meeting participants, in alphabetical order with the chair's name first. • Presenters—Shows only participants with permission to present, in alphabetical order with the chair listed first. • Recent speakers—For meetings with telephone conference call support, shows the person speaking, as well as the four most-recent speakers. • By Hand Raise—Shows participants in the order that their hands were raised, followed by all other meeting participants. • By Entry Order—Shows participants in the order that they joined the meeting.
Participant telephone conference tools
Participants can select their own name and choose one or more options.
Name Description Raise your hand during a meeting. At any time during a meeting, you can “raise your hand” to get the chair's or presenter's attention. You might want to raise your hand if: • You need to ask for permission to present. • You want to respond to a question or speak during the meeting. You can raise your hand to signal to the chair or presenter that you have something to say. • You want to acknowledge your presence in the meeting. You can raise your hand to let the chair or presenter know that you are ready for the meeting to begin. The chair can lower your hand after you have raised it, or you can lower your own hand. Other participants (including a presenter who is not the chair) cannot lower your hand. Lower your raised hand at any time during the meeting.
Mute my phone.
Unmute my phone.
138 Using Avaya Aura™ Conferencing February 2011 Leaving a telephone conference
Name Description I Am Active I Your availability status. By default your availability status is I am Am Away Do available. You can change your availability status by selecting one of the Not Disturb status values from the drop-down list. Me
Leaving a telephone conference
1. From the menu bar, click Tools > Audio > Hang Up My Phone, or select Hang Up My Phone from the Audio controls menu in the Participants pane. 2. Hang up your physical telephone.
Using Lotus Sametime Connect
IBM Lotus Sametime Connect is the IBM instant messaging tool. It provides presence awareness and Web conferencing features, which enable people to collaborate in real time. The Avaya plug-in for IBM Lotus Sametime extends the features of IBM Lotus Sametime Connect to provide fully integrated conference telephony capabilities. Using this functionality, you can promote a call to an instant meeting with full Meeting Room Center (MRC) access.
Setting up Lotus Sametime Connect to operate with the Avaya plug- in
You can obtain the installation file for IBM Lotus Sametime Connect from the IBM Lotus Sametime download page. This page is located here:
Note: Contact your IBM System Administrator for more information. The first time you use the Avaya plug-in for IBM Lotus Sametime with the IBM Lotus Sametime Connect, you must configure a number of telephony settings. Once you configure these settings, you should be able to access the features of the Avaya plug-in.
Using Avaya Aura™ Conferencing February 2011 139 Using the Conferencing Plug-in for IBM Lotus Sametime
These settings are: • Conferee passcode • Moderator passcode • Audio conferencing server name • Your own telephone number • Billing code, if available • Number of conferees • Scheduled/On-demand conference indicator
Configuring Lotus Sametime Connect
1. On the IBM Lotus Sametime Connect interface, go to the Tool menu and select Preferences to display the Preferences dialog. 2. From the left hand menu, select Telephony to display the telephony configuration settings. 3. Enter the appropriate information. Table 14: Telephony Preferences on page 140 describes the fields. Table 14: Telephony Preferences
Field Description Conferee Passcode Code used by the Conferee to enter the demand conference. This code is configured on the conference server by your system administrator. Typically, your system administrator sends you a notification e-mail to let you know the codes which apply to your conference account. If you do not know the code, see your system administrator. Avaya Audio Conference Select the conference server to use. If you do not Server know the server name or if it does not appear in the drop-down list, see your system administrator. Number at which I will join Enter your telephone number or your telephone the call extension if your telephone is part of a Private Branch Exchange (PBX). Moderator Passcode Code used by the Moderator to enter the demand conference. This code is configured on the conference server by your system administrator. Typically, your system
140 Using Avaya Aura™ Conferencing February 2011 Using Lotus Sametime Connect
Field Description administrator sends you a notification e-mail to let you know the codes which apply to your conference account. If you do not know the code, see your system administrator. Billing Code Secondary billing code for the conference. (Optional) Number of Participants Conference size. This figure is the number of expected Participants in the conference. If you leave this field blank, it defaults to a value of 20 conferees. Scheduled (Y/N) For the purposes of IBM Lotus Sametime Connect, do not enable this field. You must ensure that the conference type is on-demand in order to be able to dynamically start instant meetings with full conference integration.
4. Click OK to save your settings.
Starting a call using Sametime Connect
Initiating a call opens your on-demand conference to enable you to talk to the called parties using Avaya conferencing features, such as mute and conference lock.
1. From the Tools > Invite to Call > Start a Call to display the Start a Call dialog. 2. Select the person or people that you wish to call. The Avaya plug-in for IBM Lotus Sametime opens your personal on-demand conference and places each called party in the conference when they answer the call. The plug-in also dials your telephone number and places you within the on- demand conference when you answer the call. 3. Click Send to start the call. If you are in alternative location, you can ensure that the Avaya plug-in for IBM Lotus Sametime calls you using the correct telephone number for this alternative location. To set an alternative telephone number: From the Tools > Invite to Call > Call me at > Add Number to display the New Number dialog.
Using Avaya Aura™ Conferencing February 2011 141 Using the Conferencing Plug-in for IBM Lotus Sametime
Starting an instant meeting using Sametime Connect
Initiating an instant meeting opens your on-demand conference to enable you to talk to the called parties using Avaya conferencing features, such as mute and conference lock. An instant meeting also provides full access to the features of the IBM Lotus Sametime MRC.
1. From the Tools menu, select Invite to Instant Meeting to display the Start an Instant Meeting dialog. 2. Select the person or people that you wish to call. 3. Select the Telephone services checkbox. 4. Click Send to start the instant meeting. The Avaya plug-in for IBM Lotus Sametime opens your personal on-demand conference and places each called party in the conference when they answer the call. The plug-in also dials your telephone number and places you within the on- demand conference when you answer the call. The Avaya plug-in for IBM Lotus Sametime also prompts the IBM Lotus Sametime MRC to open. The IBM Lotus Sametime MRC opens to provide you with all MRC features, such as data sharing.
Promoting a call to an instant meeting using Sametime Connect
You can promote a regular call to an instant meeting. This is a useful feature if you decide, during a call, that you require MRC features, such as data sharing.
1. Start a call. 2. From the Tools menu in the call dialog, select Start Instant Meeting to display the Start an Instant Meeting dialog. 3. Select the person or people that you wish to include in the instant meeting. 4. Select the Telephone services checkbox. 5. Click Send to promote the call to an instant meeting. The Avaya plug-in for IBM Lotus Sametime prompts the IBM Lotus Sametime MRC to open. The IBM Lotus Sametime MRC opens to provide you with all MRC features, such as data sharing. It is important to note that the telephony control features remain within the IBM Lotus Sametime Connect dialog, rather than the IBM Lotus Sametime MRC.
142 Using Avaya Aura™ Conferencing February 2011 Chapter 19: Glossary
Using Avaya Aura™ Conferencing February 2011 143 Glossary
144 Using Avaya Aura™ Conferencing February 2011 Appendix A: Dual Tone Multi-Frequency (DTMF) commands
This section lists the default keypad codes which participants enter on their telephone keypad to attend and participate in regular conferences. This section also lists the default keypad codes which participants enter to listen to conference recordings. When attending and participating in conferences, moderators can access a larger number of options than conferees. When listening to conference recordings, moderators and conferees have access to the same options. For the purposes of DTMF mappings, Conferencingeffectively supports two different conference types. These conference types are commonly called scan conferences and flexflow conferences. The conference recording playback options are the same for both conference types. For flexflow conferences, moderators are often called leaders.
Scan conferences
Typically, scan conferences are regular conferences in which the participants enter a moderator passcode or a conferee passcode on their telephone keypad to access the conference.
Related topics: Moderator commands for scan conferences on page 145 Conferee commands for scan conferences on page 148
Moderator commands for scan conferences
Table 15: Moderator Commands on page 145 lists the moderator telephone keypad commands for scan conferences. Table 15: Moderator Commands
Press... To... *0 Request help by entering the Help Requests queue. *8 Play the number of conference participants, followed by a roll call of conference participants when used in conjunction with the name record/
Using Avaya Aura™ Conferencing February 2011 145 Dual Tone Multi-Frequency (DTMF) commands
Press... To... playback feature. If there is no roll call, this command simply plays the number of conference participants. • If there is no roll call, Conferencing always plays this message as a private message. • When you enable roll call: - If a conferee presses *8, Conferencing plays this message as a private message. - If a moderator presses *8, Conferencing can play this message as a private message or as a conference message.
*1 Initiate a dial out. Once a moderator enters *1 on their telephone keypad, the moderator will be placed into a self-explanatory Interactive Voice Response (IVR) sequence for requesting, collecting, and dialing a telephone number. Once the telephone call has been made, Conferencing makes the following options available: *2 Returns both moderator and caller to the conference. *3 Returns moderator to the conference and hangs up the called party. *2 Enter the conference recording menu. If Conferencing is not currently recording the conference, it plays the options for starting a recording session. If Conferencing is currently recording the conference, it plays the following options: 1 Ends the recording. 2 Toggles the pause/resume feature. 3 Replays a conference recording file number. * Exits the menu. *3 Enter a playback menu, which enables the moderator to play a conference recording to the entire conference. Conferencing now contains a new method for playing a conference recording. This older DTMF command is a legacy feature, which plays the conference recording to the entire conference. Additionally, this older playback feature does not support pause and resume. *5 Turn Lecture on or off. Conferencing places all participant lines in mute. Participants cannot unmute their individual lines while in lecture mode. *6 Mute or unmute the telephone line. *96 Turn Mute All on or off. Conferencing mutes all participant lines in the conference. Participants can unmute their individual lines while in mute all mode. When a conference is in mute-all mode, all current participants are placed into muted mode. In addition, any new participants join the conference in muted mode. When a moderator unmutes a conference, all current participants remain in muted mode until they press *6 on their telephone
146 Using Avaya Aura™ Conferencing February 2011 Scan conferences
Press... To... keypad. However, any new participants join the conference in unmuted mode. *7 Turn conference security on or off. ## End the conference. *91 Enter a billing code. Conferencing plays a message which prompts the moderator for a billing code for the conference. *92 Trigger an unattended, automatic Blast Dial or reblast. For the successful operation of this command, the operator, using Bridge Talk or CRS Front End, or the moderator, using Web Portal, must enable Blast Dial for the conference. *93 Start a subconference or join a subconference. Once a moderator enters *93 on their telephone keypad, Conferencing makes the following options available: 1-9 Places the moderator into a subconference room. For example, if a moderator presses 7, Conferencing places them into subconference number 7.
Note: If the moderator presses the current subconference number, Conferencing ignores the command. 0 Returns the moderator to the main conference. # Plays a warning message into all subconferences to indicate that participants will be rejoining the main conference shortly. After a few moments, Conferencing transfers all lines back to the main conference. * Does nothing. It exits this menu. *94 Replay the last or current conference recording file number. *95 Associate a Web conference with the audio conference. *98 Toggle moderator hang-up. This sequence turns on or turns off the moderator hang-up option. If a conference has moderator hang-up enabled, Conferencing closes the conference when the last moderator leaves the conference. If a conference does not have moderator hang-up enabled, Conferencing does not close the conference when the last moderator leaves the conference. 1 Leave a Q&A queue. Conferencing places moderators in the Q&A queue, by default. #2 Record a personal greeting for the conference. Once a moderator enters #2 on their telephone keypad, Conferencing makes the following options available: 1 Records a greeting. 2 Plays the current greeting. 3 Deletes the current greeting.
Using Avaya Aura™ Conferencing February 2011 147 Dual Tone Multi-Frequency (DTMF) commands
Related topics: Scan conferences on page 145 Conferee commands for scan conferences on page 148
Conferee commands for scan conferences
Table 16: Conferee Commands on page 148 lists the conferee telephone keypad commands for scan conferences. Table 16: Conferee Commands
Press... To... *0 Request help by entering the Help Requests queue. *6 Mute or unmute the telephone line. *8 Play the number of conference participants, followed by a roll call of conference participants when used in conjunction with the name record/ playback feature. If there is no roll call, this command simply plays the number of conference participants. • If there is no roll call, Conferencing always plays this message as a private message. • When you enable roll call: - If a conferee presses *8, Conferencing plays this message as a private message. - If a moderator presses *8, Conferencing can play this message as a private message or as a conference message, depending on how you configure NRP. You can set NRP to CONF or INDIVIDUAL.
*93 Start a subconference or join a subconference. Once a conferee enters *93 on their telephone keypad, Conferencing makes the following options available: 1-9 Places the conferee into a subconference room. For example, if a conferee presses 7, Conferencing places them into subconference number 7.
Note: If the conferee presses the current subconference number, Conferencing ignores the command. 0 Returns the conferee to the main conference. *1 Enter a Q&A queue. Once a conferee enters *1 on their telephone keypad, Conferencing makes the following option available: 1 removes the conferee from the Q&A queue.
148 Using Avaya Aura™ Conferencing February 2011 Flexflow conferences
Related topics: Scan conferences on page 145 Moderator commands for scan conferences on page 145
Flexflow conferences
Typically, flexflow conferences are conferences in which all participants enter a conferee passcode on their telephone keypad. After entering a conferee passcode, moderators can enter a moderator passcode to promote their status.
Related topics: Moderator commands for flexflow conferences on page 149 Conferee commands for flexflow conferences on page 151
Moderator commands for flexflow conferences
Table 17: Moderator Commands on page 149 lists the moderator telephone keypad commands for flexflow conferences. Table 17: Moderator Commands
Press... To... *0 Display the conference in the help request queue. Once the conference enters this queue, an operator, using Bridge Talk can see that the conference requires assistance. This feature requires operator support. 00 Display an individual telephone line in the help request queue. Once moderators enter this queue, an operator, using Bridge Talk can see that they require assistance. This feature requires operator support. *1 Initiate a dial out. Once a moderator enters *1 on their telephone keypad, the moderator is placed into a self-explanatory Interactive Voice Response (IVR) sequence for requesting, collecting, and dialing a telephone number. Once the telephone call has been made, Conferencing makes the following options available: *1 Return to the conference with the called party. *2 Return to the conference without the called party. *3 Deposit the called party into the conference and stay in the IVR sequence to make another call. *4 Hang-up that call and and stay in the IVR sequence to make another call.
Using Avaya Aura™ Conferencing February 2011 149 Dual Tone Multi-Frequency (DTMF) commands
Press... To... *2 Enter the conference recording menu. If Conferencing is not currently recording the conference, it plays the options for starting a recording session. If Conferencing is currently recording the conference, it plays the following options: 1 Ends the recording. 2 Toggles the pause/resume feature. 3 Replays a conference recording file number. * Exits the menu. *3 Enter an IVR sequence to change entry and exit tones and announcements. *4 Turn conference security on. This sequence locks the conference. *5 Turn conference security off. This sequence unlocks the conference. *6 Mute the telephone line. *7 Unmute the telephone line. *8 Toggle between two options, as follows: • The conference will continue after the moderator leaves. • The conference will end when the moderator leaves. This option is similar to the moderator hang-up option in the scan conference call flow. *9 Play an available list of participant names into the telephone line. ## Turn Mute All on. Conferencing mutes all conferee lines in the conference. Conferees can unmute their individual lines while in mute all mode. 99 Turn Mute All off. Conferencing unmutes all conferee lines in the conference. *# Play the number of participants. ** Play a menu which lists the available DTMF telephone keypad sequences and their associated functions. 77 End the conference. This DTMF sequence ends the conference if a parameter called DTMF Conf Hang Up is configured on the Conferencing application server. 93 Start a subconference or join a subconference. Once a moderator enters *93 on their telephone keypad, Conferencing makes the following options available: 1-9 Places the moderator into a subconference room. For example, if a moderator presses 7, Conferencing places them into subconference number 7.
150 Using Avaya Aura™ Conferencing February 2011 Flexflow conferences
Press... To...
Note: If the moderator presses the current subconference number, Conferencing ignores the command. 0 Returns the moderator to the main conference. # Plays a warning message into all subconferences to indicate that participants will be rejoining the main conference shortly. After a few moments, Conferencing transfers all lines back to the main conference. * Does nothing. It exits this menu. 94 Replay the last or current conference recording file number. 95 Associate a Web conference with the audio conference. #2 Record a personal greeting for the conference. Once a moderator enters #2 on their telephone keypad, Conferencing makes the following options available: 1 Records a greeting. 2 Plays the current greeting. 3 Deletes the current greeting. 2 At the start of a conference, after the moderator enters their conferee passcode and then upgrades their status with a moderator passcode, they can press 2 to enter an IVR sequence that enables them to make changes to their conference properties. All changes made to the default conference properties will apply to active and future conferences with the exception of quick start. Once in this menu: Press: 1 to enter an IVR sequence to change the moderator, or leader, passcode. 2 to change the conference entry and exit tones. 3 to change the settings in relation to quick start, which relates to whether the conference begins when the first conferee arrives or when the first moderator arrives. 4 to change the settings in relation to conference closure. 9 to hear an explanation of each of these conference properties.
Related topics: Flexflow conferences on page 149 Conferee commands for flexflow conferences on page 151
Conferee commands for flexflow conferences
Table 18: Conferee Commands on page 152 lists the moderator telephone keypad commands for flexflow conferences.
Using Avaya Aura™ Conferencing February 2011 151 Dual Tone Multi-Frequency (DTMF) commands
Table 18: Conferee Commands
Press... To... *0 Display the conference in the help request queue. Once conferees enter this queue, an operator, using Bridge Talk can see that the conference requires assistance. This feature requires operator support. 00 Display an individual telephone line in the help request queue. Once conferees enter this queue, an operator, using Bridge Talk can see that they require assistance. This feature requires operator support. *6 Mute the telephone line. *7 Unmute the telephone line. *9 Play an available list of participant names into the telephone line. *# Play the number of participants. ** Play a menu which lists the available DTMF telephone keypad sequences and their associated functions. 93 Start a subconference or join a subconference. Once a conferee enters *93 on their telephone keypad, Conferencing makes the following options available: 1-9 Places the conferee into a subconference room. For example, if a conferee presses 7, Conferencing places them into subconference number 7.
Note: If the conferee presses the current subconference number, Conferencing ignores the command. 0 Returns the conferee to the main conference. # Plays a warning message into all subconferences to indicate that participants will be rejoining the main conference shortly. After a few moments, Conferencing transfers all lines back to the main conference. * Does nothing. It exits this menu.
Related topics: Flexflow conferences on page 149 Moderator commands for flexflow conferences on page 149
152 Using Avaya Aura™ Conferencing February 2011 Commands for playing back a recording
Commands for playing back a recording
Table 19: Moderator and Participant Commands
To play back a recording, dial the dedicated playback line and enter the conference passcode: Once a participant dials the playback line and enters the conference passcode on their telephone keypad, they are placed into a self-explanatory IVR sequence for validating conference security information, listing files which are available for playback, and collecting information for identifiying the caller’s file choice. Once the playback of the chosen file begins, Conferencing makes the following options available: 1 Rewinds the playback by a small amount. 4 Rewinds the playback by a medium amount. 7 Rewinds the playback by a large amount. 3 Forwards the playback by a small amount. 6 Forwards the playback by a medium amount. 9 Forwards the playback by a large amount. 5 Toggles the start/stop feature. * Returns to the start of the playback menu.
Using Avaya Aura™ Conferencing February 2011 153 Dual Tone Multi-Frequency (DTMF) commands
154 Using Avaya Aura™ Conferencing February 2011 Index
A conference details ...... 69 conference PIN ...... 20 accessing Conference Scheduler Audio Console ...... 71, 72 accessing ...... 85 Conference Scheduler ...... 85 Conference Viewer ...... 20 Live Meeting 2007 ...... 97 conferences ...... 15, 17, 37, 38, 73, 76, 77, 98, 112, 114 Lotus Notes ...... 112 attending ...... 98 Lotus Sametime ...... 125 making changes to scheduled ...... 38 Office Communicator 2007 ...... 105 on-demand ...... 112 self administration ...... 53, 54 pausing ...... 77 Web Portal ...... 15 recording ...... 76 adding reservations ...... 17 participants ...... 49 resume recording ...... 77 users ...... 53, 54 scheduled ...... 114 all attendees ...... 85 search by keyword ...... 38 analog search by reference number ...... 38 moderator keypad commands ...... 153 searching ...... 37 appointment ...... 85 subconferences ...... 73 ascending ...... 66 viewing ...... 37 associating configuring names ...... 134, 135 Sametime Connect ...... 140 your name ...... 135 Console button ...... 62 attachments control record ...... 20 Web Portal ...... 32 cost center ...... 20 Audio Console creating in Outlook accessing ...... 71, 72 on-demand ...... 85 participant list ...... 65 scheduled ...... 86 recording ...... 76 creating users ...... 53, 54 auto record ...... 20 customizing auto-generate passcodes ...... 18 your conference ...... 114 automatic generation of codes ...... 115 cut and paste issue ...... 85
B D best fit ...... 20 definition of ...... 15 billing code ...... 20 delete ...... 114 descending ...... 66 C dial list ...... 20 Dial Out calendar ...... 85, 112, 113, 115 dialing out from Audio Console ...... 74 co-chairperson dialing out ...... 74 inviting via Web Portal ...... 31 disconnections ...... 109 Web Portal ...... 17 DTMF ...... 71, 145, 149, 151 commands for playing back ...... 153 creating subconferences, moderator commands .... conferee telephone keypad commands ...... 148 145, 149, 151 conference call tab ...... 85 flexflow conferences ...... 149
Using Avaya Aura™ Conferencing February 2011 155 scan conferences ...... 145 meetings ...... 124 unlisted meeting ...... 124 E meetings attending ...... 98 e-mail adress ...... 85 multisite ...... 20 edit ...... 114 mute ...... 72 editing participants ...... 69 end day ...... 57 N extending length ...... 86, 115 name record ...... 20 new appointment ...... 85, 86 F Notes booking ...... 115 flexflow conferences ...... 149 O G Office Communicator 2007 generating reports ...... 57 accessing ...... 105 invitations ...... 106 I offline mode ...... 95 on hold ...... 72 identify ...... 20 Outlook introduction booking ...... 86, 92 participant list ...... 65 invitations ...... 102, 103, 106, 113 accepting ...... 102, 103, 106 P page size ...... 70 K participant ID mode secret PIN ...... 48 keypad codes ...... 145 participants ...... 20, 65, 66, 68, 69, 72–75, 77, 115 details ...... 69 L dialing out ...... 74 disconnecting ...... 75 language exception ...... 29 editing ...... 69 Live Meeting 2007 muting ...... 72 accessing ...... 97 on-hold ...... 72 invitations ...... 102, 103 page size ...... 65 Live Meeting 8 participant ID ...... 20 attending ...... 98 printing ...... 68 locking ...... 76 returning to conference ...... 73 log on URL ...... 61 saving ...... 68 logging on selecting all ...... 77 Audio Console ...... 61, 62 sorting ...... 66 Lotus Notes sub conference ...... 73 accessing ...... 112 viewing ...... 65 Lotus Sametime passcodes accessing ...... 125 auto-generate ...... 18 defintion of ...... 17 M password ...... 85 pause ...... 77 meeting center ...... 123, 124 PIN
156 Using Avaya Aura™ Conferencing February 2011 conference PIN ...... 20 sorting list ...... 20 examples ...... 67 mode ...... 20 sorting participant list ...... 66 system PIN ...... 20 start day ...... 57 PIN codes subconferences ...... 73, 145, 149, 151 entering moderator and participant...... 19 starting, using moderator commands ..145, 149, 151 pop-up blocker ...... 62 subject ...... 85 printing participants ...... 68 system PIN ...... 20 T R telephone recording ...... 76, 102, 153 commands ...... 135, 145, 148, 149, 151 conferences ...... 76 telephone keypad ...... 145 moderator keypad commands ...... 153 toll free ...... 20 recording mode ...... 20 tones report CSV file ...... 58 exit ...... 86, 115 report formats ...... 57 two conferences ...... 109 reports ...... 57 U reservations ...... 17 resource usage ...... 114 unlocking ...... 76 URL ...... 61 S use on demand audio conference ...... 85 V Sametime accessing ...... 125 validate Sametime Connect ...... 140 mode ...... 20 Sametime meeting center ...... 123, 124 viewing participants ...... 65 saving participants ...... 68 W scan conferences ...... 145 scheduling screen ...... 85 Web Portal secret PIN ...... 48 accessing ...... 15 editing ...... 48 attachments ...... 32 self administration conferences ...... 15 accessing ...... 53, 54 introduction ...... 13 adding ...... 54 participants ...... 49 simultaneous conferences ...... 109 recording ...... 20 SIP URL ...... 113 reports ...... 57 sort criteria ...... 66 screen ...... 62 users ...... 53 Web Portal users ...... 53, 54
Using Avaya Aura™ Conferencing February 2011 157