TANDBERG V 11.8 manual

1 1 w w w . T ANDBERG. com T ANDBERG M icr osof t Ex change I n tegr ation V 11.8 Installation and Usage D13562 Rev .12 This document is not to be reproduced in whole or in part without permission in writing from: T ANDBERG offers an optional component to fully integrate the T ANDBERG Management Suite (TMS) with Microsoft Exchange and Outlook. This[...]

2 T able of ConTenTs Ser ver R equirements 3 Suppor ted Clien t s 3 TMS requi rement s 3 Limitations 3 T echn ical Description 4 Installation 6 Uni nstallation 1 5 Upgrading 1 6 P ost installation setup 1 8 Making a booking us ing Outlook 3 3 Appendix A - T rou bleshoot 3 8 Appendix B - Logging 3 9[...]

2 3 Suppor ted Clien t s Ser ver Requ irement s TMS requi rement s TMS TMS V 9 for limited functionality , to get full functionality TMS V 1 1.7 or later is required Only one Exchange server can connect to TMS per Active Directory domain. If there are multiple domains that are integrated with the same or different TMS server(s) (in one forest), it [...]

4 T echnical Description Both TMS and Exchange have their own database for booking information. For Exchange the database contains resource availability based on free/busy information for resource accounts. This information is stored in Exchange mail- boxes and public folders. TMS knows the resource availability based on its SQL Server database. Th[...]

4 5 tion. These log les include nearly all of the program activities, but the main ones of interest are: Installation Account Creation Syncronizer Logs Calendar Sink Microsoft log les can be accessed through Event View under Adminis - trative T ools. • • • •[...]

6 Before you start installing the TMS Exchange Integration component on the Exchange server , make sure you are logged in as a user that has the following permissions: - Is a Domain Administrator for the local domain - Is a Local Machine Administrator - Is an Exchange Administrator Y ou will also need a set of user credentials that is 1 - Is an Sit[...]

6 7 The T ANDBERG installer will prepare the installation wizard. A welcome window will appear on the screen. Press the ‘Next’ button. 1. 2. At this stage a picture might display a list of the components that need to be installed before the installation of the TMS Exchange Integration can continue. These components will be automatically install[...]

8 Read and accept the License Agreement. Select the destination folder where Setup will install the les. Click ‘Next’ to accept the suggested path, or ‘Browse’ to change the path. 3. 4.[...]

8 9 The installer will create a service account with a mailbox on the Exchange server . Select which store on the Exchange server you would like to use from the scroll-down menu, and click ‘Next’. The Exchange integration uses credentials from an account that is dened in this step. Either let the installer create this user for you, or if you[...]

10 Enter the IP-address or host name of the TMS server , and the user name and password to an account that has at least local computer admin rights on the TMS server and Site administrator rights in TMS. HTTPS can now be used between the servers. If this is enabled a trusted root certicate needs to installed on both servers. The Exchange Integra[...]

10 1 1 The next page allows you to put all the TMS-Exchange integration users and groups in a separate container in Active Directory . If you want to put them under an Organizational Unit (or create a new Organizational Unit), click on the ‘Browse AD’ button. Otherwise click on the ‘Next’ button. If you clicked on the ‘Browse AD’ button[...]

12 Conrm the settings dened in the installation process and select ‘Next’ to start copying les. The installer will now start to copy les and perform necessary operations. 11. 12.[...]

12 13 Click FINISH to complete the installation. Notes about the E x change installation In order to perform, supervise and synchronize all the bookings between Ex- change an TMS, the installation of the Exchange component causes 2 user-ac- counts to be created. In the domain where the exchange server resides, a user ‘tms-service’ is cre- ated [...]

14 P er miss ions need ed b y the E x change integration This section describes the permissions needed by the accounts that are re- quired for the Exchange integration. The information explains the permissions required for each account, to give an administrator an overview of the security model of the integration. TMS-service This user is created a[...]

14 15 Run ‘setup.exe’ again to uninstall the TMS Exchange Integration component from the Exchange Server or use ‘Add/Remove programs’ from the Control Panel of the server . If you tick of the checkbox before you click the ‘Next’ button, the uninstallation script will also remove the security groups, the service user and all resource acc[...]

16 Upgrading Upgrading from a previous version of the T ANDBERG Exchange Integration should be considered done during non-ofce hours, as the integration will not be able to detect changes from the Outlook clients when it’s not running. The upgrade will ask for a reboot, but this is not required . The impact of opt- ing to not reboot, is that o[...]

16 17 T o install the new version, start the setup le again. If opting to keep the set - tings, you will notice that some of the screens shown in the installer when rst installing the product will not be shown, as the information is already present from the previous installation. When the installation is nished, make sure to launch the T A[...]

18 Once the TMS Exchange Integration component is installed on the Exchange server , three important steps need to be done in order to make the installation complete. Publish the provided Videoconference form. Create Exchange User representations for each system registered in TMS Start Synchronizer to import existing TMS booking entries for videoco[...]

18 19 Press ‘OK’ to save Organizational Forms Library . In order to publish the Videoconference form in the Organizational Forms Li- brary , an Outlook user needs to be granted “owner” permissions to the Organi- zational Forms Library . It is recommended only to give one single end user the ‘owner ’ permission (preferably an administrat[...]

20 Note that the permission level must be ‘owner ’ in order to publish into the library . P ublish C ustom F or m Once the Organizational Forms Library is in place, the Custom Form provided by T ANDBERG can be placed here. As this has to be done from an Outlook cli- ent, you need to log on to the mailbox of a user with “owner” permissions t[...]

20 21 A screen for publishing the form will then pop up. It is important that the elds are lled in exactly as described below (case sen - sitive). Look in: select Organizational Forms Library Display name: enter ‘Meeting’ Form name: enter ‘VideoConference’ ‘Form Name’ is case sensitive and must be entered exactly as described abov[...]

22 Click ‘Browse’ and browse to the network path of the Exchange Server . The le is located where the Exchange Integration component was installed. If you have admin rights to the exchange server and the default path was not changed during installation, this would be: <exchange server name>C$Program FilesT ANDBERGTMSExchangeVid-[...]

22 23 may modify the Display Name of the account. The conguration tool can be found on the Exchange server on which the T ANDBERG Exchange Integration component was installed. Click ‘Start’ menu, ‘Programs’ -> ‘T ANDBERG’ -> ‘T ANDBERG Microsoft Exchange Integration Conguration’. Make sure you are logged in with a user t[...]

24 A window will pop up for account conguration. Y ou can decide for each system if you want the tool to create the accounts for you, or if you want to associate the systems with an existing account. Let tool create accounts By selecting the ‘Create an AD account for This System’, the tool will auto create the needed account and mailbox for [...]

24 25 In the AD browser , select the OU where you want the account to be created. If accounts should be created for all systems selected in the same OU, press the ‘Create the Remaining accounts in this folder ’ button. For each system that you ‘Enable’, a user account with the name tms-’system id’ is created (e.g. from the previous pict[...]

26 Use the AD browser to select the account you to be associated with the sys- tem. Review selections After accounts have been created/specied for all systems selected, a window will display your choices. If the information is correct, press OK, or if alterations are needed press the Edit button. If one or more of the systems imported were assoc[...]

26 27 Click Y es to update TMS with the calendar information from the associated systems. The conguration tool will now start to import systems from TMS, create ac - counts and mailboxes if needed, and set up the associations. Please note that this process can take several minutes depending on the number of systems you are importing. After impor[...]

28 Advanced Congur ation The ‘Advanced’ Button allows you to change the password for the tms-service account created in Active Directory . Y ou can also change the log path, dene e- mail options for outgoing e-mails, rebuild the TMS server connection and select options for Asynchronous meeting requests. Change password for tms-service Use[...]

28 29 ity when multiple updates are sent or they may not realize the meeting was not successfully booked. However if support for Microsoft Outlook Web Access is needed, this needs to be enabled, since W eb Access does not support calendar sinks. Rebuild TMS server connection This is used to re-congure the TMS connection. This might be needed if [...]

30 on as each user representing the different videoconferencing system, using user names and passwords created by the above-mentioned tool. See section ‘Manually set accounts to accept meeting requests’ for instructions on how to do this. Congure Calendar Rights and Sinks This option re-registers the calendar sinks, making sure that the sink[...]

30 31 ‘None’ implies that Outlook will not use your NT logon information when Out- look is opened, but will prompt you for username and password. This way , you only need to restart Outlook to change to a different user instead of logging completely off your PC. These steps may vary in other Microsoft Outlook ver- sions. T o change Network Logo[...]

32 T ick off the ‘Automatically accept meeting request and process cancellations’ and press ‘OK’. If you are asked about setting default permissions when click - ing “OK” then do so! Even if you want to change the permissions later . Customiz e Calendar per missions If you would like to customize the calendar permissions, you can right-[...]

32 33 Activating the VideoConferen ce Form Before an end-user can customize the bookings using the videoconferencing form, each user must have the new Videoconference form activated on their Outlook client. If the custom form is not to be used, the form does not need to be activated. Y ou can change the default form in Outlook by making changes to [...]

34 Bookin g m eetings with Videoconferencing rooms Booking your videoconference meeting can now be done in the same way as an ordinary meeting room/resource booking in Outlook. When adding vide- oconferece systems to the meeting, these can be found in the ‘VideoConfer- ence Rooms ’ address book. It is recommended to add each videoconference sys[...]

34 35 them in the same way as regular participants (‘Required’), you will get the conrm/reject message per email later . Under the ‘Attendee A vailability’ folder of your meeting request you will see the free/busy overview of all the participants in your meeting, including the videoconference systems. This will assist you locating a suit[...]

36 default value is congured in TMS. Setting this parameter to ‘Automatic call launch’ will cause the video conference to be set up automatically when the meeting is due. Setting launch type to ‘Manual Call launch’ requires an end user to conrm the call setup from each of the endpoints before the call is initi - ated. Billing code Thi[...]

36 37 played. When the meeting is successfully booked, the meeting will be saved into your calendar and invites will be sent to the meeting participants. Additionally the meeting organizer will receive an email detailing the connection details for the scheduled meeting. If the meeting is not able to be booked, the meeting will not be saved, no invi[...]

38 Slo w updat e of meetings from TMS t o E x change If meetings are slow to be updated, make sure that there is no rewall that blocks e-mail from the TMS server to the Exchange server . When a meeting is booked in TMS, and e-mail is sent to the TMS-service account of the Exchange Integration, trigging the synchronizer to start. If a rewall b[...]

38 39 T o control the logging of T ANDBERG Exchange Integration, the registry is used. This is used both to disable logging, and control the amount of events that are logged. All values are stored in the ‘HKEY_LOCAL_MACHINESOFTW ARET andberg T ANDBERG Management Suite Exchange Integration’ hive. All values in this hive are strings (REG_SZ). [...]