Nortel Networks Integrated Conference Bridge manual

Norte l Networks Communication Ser ver 1000 Nor tel Networks Integrated Conference Bridge User Guide Title page[...]

[...]

Revision history 3 Revision histor y July 2004 S tandard 1.00. This document is issued to support Nor tel Networks Integrated Conference Bridge Release 4.0.[...]

Revision history 4[...]

Contents 5 Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 User levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Integrated Conferenc e Bridge interf aces . . . . . . . . . . . . . . . . . 9 Browser User Interface . . . . . . . . . . . . . . . . . . . . . [...]

Contents 6 Microsoft Outlook User Interface . . . . . . . . . . . . . . . . . . . . 48 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Microsoft Outlook settings . . . . . . . . . . . . . . . . . . . . . . . . 48 ICB form . .[...]

Contents 7 Using the participant TUI commands . . . . . . . . . . . . . . . . 75 Adjusting audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Recording a conference-specific greeting . . . . . . . . . . . . . . . 77 Creating an “ad hoc” conference . . . . . . . . . . . . . . . . . . . . . . 77 TUI command summary . . . . [...]

Contents 8[...]

Introduction 9 Intr oduction Nortel Networks Integrate d Conference Bridge allows users to schedule and administer multiple , simultaneous conferences using a web, telephone, or Microsoft® Outlo ok® user interface. User levels Nortel Networks Integra ted Conference Bridge (ICB) supports the following four user levels: • Administrator — An adm[...]

Introduction 10 Browser User Interface The ICB Brow ser User I nterface (BU I) offers on e set of con figuration options for administrato rs and a s econd set fo r other us ers. • For information about BUI options for administrator s, refer to Nortel Networks Integrated Confere nce Bridge Administrator Guide. • For information about BUI options[...]

Browser User Interface 11 Br owser User Inter face Accessing the BUI This section contains instructions on accessing the BUI and changing the user passwo rd. General information The ICB BUI supports open access from anywhe re on the Internet, including gateways and firewalls. The ICB web server is accessed over an Ethernet connectio n. The system d[...]

Browser User Interface 12 Note: By default, the ICB Login window has a generic image. Administrators can remove or replace this image. Figure 1: ICB Login window 2. Bookmark this UR L for future us e. 3. Click LOGIN . The Network Password window opens. See Fig ure 2 on page 13 . 553-AAA1292[...]

Browser User Interface 13 Figure 2: Network Password window 4. Enter your use r name in the User Name field. • To log in as chairperson, enter the cha irperson access number (this is the same number the chairperson dia ls when joining the conference from a telephone) . • To log in for any other reaso n (such as to sched ule a conference ), ente[...]

Browser User Interface 14 Figure 3: Change Password window 3. Enter the current password in the Enter current password field. 4. Enter the new passwor d in the New password field. 5. Reenter the new password in the Confirm ne w password field. 6. Click Submit . Conference List window The home window for the ICB BUI is the Conference List window (se[...]

Browser User Interface 15 Figure 4: Conferenc e List window The controls and fields in this window are described in Tab le 1. T able 1: Components of Conference List window (Par t 1 of 2) Component Description New Conference Click to set up a new ICB conference. Change password Click to change a password. Conference title Subject text of the confer[...]

Browser User Interface 16 Duration Conference duration. Th is field is emp ty for permanent confer ences. Dialing access Conf erence access num ber (DN). Chairperso n access Chairperson access nu mber (DN). Owner Name of the person wh o owns the conferen ce. This column appears only for super users, as they can view all conferences. When a super us[...]

Browser User Interface 17 Title frame The title frame sits at the top of the Conference Lis t window and all ICB windows (see Figure 5). It contains the following buttons: • Print — Sends the current window to the printer . • Logout — Terminates the se ssion and re turns the user to the ICB Login window (see F igure 1 on page 12 ). • Help[...]

Browser User Interface 18 Figure 6: Schedule a New Conferenc e window 3. Configure the pa rameters in the General section: a. In the Subject field, enter up to 20 characters of text that describes the purpose of the conf erence (optional). By default, this field is empty. b. In the Number of participants field, enter the num ber of ports reserved f[...]

Browser User Interface 19 Figure 7: Schedule a New Conferenc e — Free Por ts V iew d. Select Dual meeting . This link appears only on the primary ICB card in a d ual-card set . It is not shown in Figure 6 on page 18 . If selected, a Dual Meeting window opens. Users can select up to 60 or 62 ports, depending on the valu e of the full chairpers on [...]

Browser User Interface 20 Figure 8: Select Date window f. In the Owner ID field, enter the User ID of the person scheduling the conference and who has p ermission to edit or delete the conference . The field defa ults to the User ID of the user logge d in to the BUI. When the BUI displays the User Name field to a regular user, it can not be edited.[...]

Browser User Interface 21 Figure 9: Search for a owner ID wi ndow g. In the Chairperson field, enter the name of th e chairperson for the user’s reference. The default value is the User Name corresponding to the User ID in the Owner ID field, but you can edit it as re quired. You can enter up to 20 char acters. 4. Configure the pa rameters in the[...]

Browser User Interface 22 5. Configure the access numbers in the Access Numbers section. Select one of the following options: a. Select Automat ically assig ned . The system automatically selects the DN pair. This is the default option. b. Select Choose a number , and select a numb er pair from the drop-down list. The list contains number pa irs in[...]

Browser User Interface 23 Figure 10: Schedule a Ne w Conference — Options a. In the Password section, create a password for conference participants and the chairperso n (optional). i. To create a pass word that pa rticipants use to join the conference , select one of th e following optio ns from the User Password field: • No password 553-AAA129[...]

Browser User Interface 24 • Automatically assigned pa ssword — The system automatically generates the pa ssword. The length of the password is config ured by the admi nistrator and can be from 4 to 8 digits. • Choose a password — Enter a 4- to 8-digit password in this field. The password is di splayed in the window as it is entered. T he sy[...]

Browser User Interface 25 conference ID and passw ord. Othe rwise, the sys tem uses the default language. iii. Select Add ports if needed to have the system reserve additional ports to accommodate unanticipated participants. The system adds ports only if ava ilable (that is, if they are not reserved for another conference). iv. Select Keep one port[...]

Browser User Interface 26 Figure 11: Conference Details window for a one-time conference 8. Do one of the following: • Click OK to return to the Conference List window. • Click Edit Conference to make any changes to the co nference (see “Editing a conferen ce (one-time or recurring)” on page 31) . Scheduling a one-time conf erence by copyin[...]

Browser User Interface 27 2. Click the Copy icon (pages) for the conference you are copying in the Conference List window (see Figure 4 on page 15). The Schedule a New Conference window opens ( see Figur e 6 on page 18 ), with all the parameters of the selecte d conference. 3. Configure the pa rameters as appropriate for the new conference . Refer [...]

Browser User Interface 28 Scheduling a new re curring conference 1. Log in to the BUI. See “Accessing the BUI” on page 11. 2. Select New Conference in the Conference List window (See Figure 4 on page 15). The Schedule a New Conference win dow opens. See Figure 6 on page 18 . 3. Enter stan dard confer ence details as outlined in “Scheduling a [...]

Browser User Interface 29 Figure 12: Conference Dates window 5. Click Return to return to the Schedule a New Conference window , and adjust the recur rence parameters if necessary. 6. Click Set C onference . After the co nference det ails are saved, the Conference Details window opens (see Figure 13 on page 30 ). This window displays conference det[...]

Browser User Interface 30 Figure 13: Conference Details window for a recurring conference 7. Click OK . Scheduling a recurring conf erence by copying and reconfiguring a conference Follow the steps below to schedu le a new recurring conference by copying an existing conference and reco nfiguring its parameters as appropriate . 1. Log in to the BUI.[...]

Browser User Interface 31 3. Configure the standard con ference parameters as appropriate for th e new conference . See steps 3 to 6 of “Schedulin g a new one-time conference” on page 17 for instructions on configuring the parameters. Note: In the Access Numbers section, select Choose a Number and select a DN pair , if not already selected 4. C[...]

Browser User Interface 32 An active conference can be edite d, but only the following fields can be changed: • number of participants • duration • addition of ports as needed (under the Opt ions section) Ste ps 1. Log in to the BUI. See “Accessing the BUI” on page 11. 2. Click the Edit icon (a pencil) for a scheduled conference in the Con[...]

Browser User Interface 33 After the co nference det ails are saved, the Conference Details window opens (see Figure 11 on page 26 ). This window displays conference details and options in the same layout as the Schedule a New Conference window. 5. Click OK . Deleting a conferen ce You can delete any conferen ce that you have sche duled, even if it [...]

Browser User Interface 34 Figure 16: Delete confir mation — one-time active conference • If the conference is a recurring conference, respond to the confirmation dialog ( see Figure 17 ) as follo ws: — Click Selected Instance Only to d elete onl y this occurr ence of the recurring conference . — Click Include Following to delete on ly this [...]

Browser User Interface 35 T able 2: Ma naging a confer ence — tasks (Pa rt 1 of 2) Tasks Chairperson present Chairper son not pres ent Managing the conference: • Lengthening the conference • Locking or unloc ki ng the conference • Session management — holding a vo ting session • Session management — holding a question-and-answer sessi[...]

Browser User Interface 36 Dual-card meeting In a dual-card meeting, the commands that a chairper son implements from the BUI apply to pa rticipants in both cards . The following features are availab le in a dual- card confer ence: • Dial-out to a specified number — d ial-out uses a port on the secondary card, if no port is available on the prim[...]

Browser User Interface 37 Figure 18: Conference Call Mana ger — Chairperson present Note: When the Conference Call Manager is accessed from Microsoft Outlook (see “Editin g a conference” on pa ge 67), the BUI title frame does not appear .[...]

Browser User Interface 38 Figure 19: Conference Call Mana ger — Chairperson not present The BUI permits only one active Conference Call Manager window per conference. The chairperson’s access number identifies the associated voice port. The time remaining in the co nference is displayed in the Time left field in the upper r ight-hand corner of [...]

Browser User Interface 39 If a chairperson is not present, the Ch airperso n section displays Chairperson not pres ent . The Participant List section contains several information fields. The Phone number field shows the CLID or called number. The Call Type field shows regular, dial-out, or expan d. The current speaker is shown by a highlight in the[...]

Browser User Interface 40 button text toggles between Lock and Unlock , depending on the state of the conferen ce. Session management — holding a voting session Only the conference chairperso n can run a voting session. 1. Click Session Management . The window expands to show a Session Manag ement panel. See Figure 20. Figure 20: Conference Call [...]

Browser User Interface 41 2. Click Start Voting . The button text changes to End Voting . 3. Enter the subject of the vote in th e voting subject field. 4. Ask the particip ants to vote. The participants use thei r te lephone keypads to register their votes: *81 for Yes, *82 for No, or *83 for Abstain. The results ar e displayed in the Voting pa ne[...]

Browser User Interface 42 •n o ‘ ? ’ icon — no question request To cancel the questio n reques t, the participant presses *86. 5. Click the ? icon in the header row of the Participant list to sort the list so that those participants who are asking questions appear first in the list (optional). 6. Click Unmute in the Participant List or clic[...]

Browser User Interface 43 1. Click Volume Control . The Volume Control panel ope ns (see Figure 21 on pag e 43 ). The two scales in the middle of the Volume Control panel show the increase/decre ase level for hear and talk directions. The middle of the scale is zero, which indi cates no vo lume change. Figure 21: Conference Call Mana ger — Chairp[...]

Browser User Interface 44 Managing the status of all participants This section describes how to perform tasks from the Participants section of the Conference Call Manager windo w (see Figure 18 on page 37 ). Note: If a chair person is not pres ent on the confer ence, the Dial-ou t activity is not available (see Figure 19 on pa g e 38 ). Counting an[...]

Browser User Interface 45 •S e l e c t Add a Group to make a call to a group. Call-out groups are configured by the administrato r. •S e l e c t Ca ll Assistan t to use a Call Assistant to make the call. The number of the Call Assistant is configured by th e administra tor. 2. Enter the call parameter, as fo llows: • If Add a Participant was [...]

Browser User Interface 46 Adding det ails for an individual particip ant Type any text in the Details field for a participant. For example, th e text can be a name to uniquely identify the participant. Consulting between c hairperson and p articipant Click Consult to hold a private call with a n individual participant. Only th e chairperson can ini[...]

Browser User Interface 47 Figure 22: Conference Call Mana ger — Par ticipant V olume Control 2. Click an arrow to increa se or decrease volume . The colored rectangle in the scale advanc es one st ep for each arrow click. 3. Click Reset Volume to restor e the original volume level for the participant (optional). 4. Click Apply to all to set the v[...]

Microsoft Outlook User Interface 48 Micr osoft Outlook User Inter f ace Over view Nortel Netw orks Integrat ed Confere nce Bridge ( ICB) integra tes Microsoft Outlook Calendar’s Appointment an d Mee t ing functionality to enable users to schedu le ICB conferen ces with Microsoft Outlook . Note: The Microsoft Outlook Calendar shows only conference[...]

Microsoft Outlook User Interface 49 4. Right-click in the time scale on the left of the Calendar. 5. Choose 15 Minutes . The time scale now displays in 15 -minute increments. ICB form Audio-conference details are added to a Micr osoft Outlook meeting or appointment using the ICB form. Th is form is the ICB tab in the Appointment or Meeting window i[...]

Microsoft Outlook User Interface 50 • language files, one or more required for each ICB application : — icbsjc.oft — for the Japanese an d Chinese languages — icbsk.oft — for the Kor ean languag e — icbs.oft — for all other langu ages Getting started To use the ICB form for the firs t time , go to “Publishing t he ICB files” below[...]

Microsoft Outlook User Interface 51 Note: Click No if asked to Enable macros . b. Click OK in the Select Folder wi ndow. Note: Do not selec t a folder fr om the folder list in the Select Folder window . The Calendar wi ndow opens. c. Choose Tools > Forms > Publish Form As . The Publish Form As windo w opens. See Figure 24. Figure 24: Publish [...]

Microsoft Outlook User Interface 52 g. Close the Calendar window. Do not save the appointment. 4. Publish the ICB form file icbf.oft. a. Go to the folder where th e ICB files are located. b. Double-click icbf.oft . Note: Click No if asked to Enable macros . The Calendar wi ndow opens. c. Choose Tools > Forms > Publish Form As . The Publish Fo[...]

Microsoft Outlook User Interface 53 The Choose Form window open s. 6. Select the library in wh ich the files were published: • If you publishe d the forms your self, select Personal Forms Library in the Look In field. • If the ICB administrator published the files, select Organizational Forms Library in the Look In field. 7. Select the form nam[...]

Microsoft Outlook User Interface 54 5. Click Manage . The Forms Manager window opens. 6. Click Set in the left half of the window. The Forms Manager window has two Set buttons. T he one on the right is inacti ve. 7. Select Personal Forms in the Forms Librar y . 8. Click OK . 9. Select the ICB form(s) to be delet ed from the list in the panel on the[...]

Microsoft Outlook User Interface 55 Upgrading the ICB form The ICB administrator will notify you if the ICB form ha s been upgraded and published. Follow the steps below to obtain, publish, an d install the upgraded ICB form as the default Calendar form. Ste ps 1. Remove the current default fo rm. Follow the steps in “Removing ICB files from the [...]

Microsoft Outlook User Interface 56 If no Clear Cache button is available, you must dele te the forms cache file manually, following the steps in “Deleting the forms cache file manually” on page 56. 8. Click Close to close the Forms Manager window. 9. Click OK to close t he Options window. 10. Click OK to close the Advanced Options window. 11. [...]

Microsoft Outlook User Interface 57 • Check that the files were publis hed correctly an d publish the forms again, if necessary. — If you publishe d the forms yourse lf, refer to “Publishing the ICB files” on page 50. — If the Microsoft Administr ator published the forms, consult him or her . Logging in to ICB You only have to log in to I[...]

Microsoft Outlook User Interface 58 Figure 25: Enter Ne twork Password w indow Changing the ICB password 1. Log in to the ICB form . See “Logging in to ICB” on page 57. 2. Click Change Password . The window expands to include a Chan ge Password section. See Figure 26. Figure 26: ICB form — Change password 3. In the Change Password section: a.[...]

Microsoft Outlook User Interface 59 c. Confirm your new password in the Confirm ne w password: field. 4. Click Submit . Adding access to a different ICB card 1. Open Microsoft Outlook. 2. Select Calendar from the Folder List . 3. Click New. 4. Select the ICB tab. 5. Enter the URL or DNS Name of the new card in the ICB Address field. 6. Select ICB C[...]

Microsoft Outlook User Interface 60 You can also use this step to veri fy which card you ar e renaming, by checking the URL given in the Web page address field in this window. Figure 27: Contact window — ICB card 5. Enter the new name for the card in the Full Name field. 6. Click Save and Close . Scheduling a conference An ICB conference is set u[...]

Microsoft Outlook User Interface 61 Scheduling a new conference 1. Select Calendar in the Folder List in Microsoft Outlook. 2. Click and drag in the Calendar to se lect a timeslot fo r the conference (optional ). 3. Create a new conference by doing one of the following: • Double-click in the Calendar . This does not preserve any timeslot set in s[...]

Microsoft Outlook User Interface 62 If no ICB card is listed in the ICB Address list, type the IP address or DNS Name of an ICB card (as provided by the ICB administrator) in the ICB Address field. b. Select ICB Conference . c. Log in to ICB. See “Logging in to ICB” on page 57. d. Edit the name in the Chai rperson field (optional). e. Enter the[...]

Microsoft Outlook User Interface 63 availability of the number when a form is submitted. If the numbers are not avail able, the scheduling fails. If you are scheduling a recurring conference, you mu st select Choose a Number . h. Select Options to configure a password for the conference chairperson and other participants and for other general confe[...]

Microsoft Outlook User Interface 64 i. To create a pass word for participan ts to use to join the conference (optional), se lect one of th e following op tions from the User Password section: • No password • Automatically assigned pa ssword — The system automatically generates the pa ssword. The length of the password is config ured by the ad[...]

Microsoft Outlook User Interface 65 • In the Language field, select the language the system uses for voice prom pts. The drop -down list offers the languages available in the system. The defau lt is the ICB card’s default languag e. When using single-number access, the selected langua ge takes eff ect after the caller enters the conferen ce ID [...]

Microsoft Outlook User Interface 66 Figure 30: Scheduling suc cess message and conference information If all resources are not available for a one-time conference, a dialog box opens and the conference is not sav ed. You must re-cr eate the conference with different p arameters, such as a different ICB card (if more than one is equipped), fewer IC [...]

Microsoft Outlook User Interface 67 Follow the steps in “Editing a conference before it begins” on page 67 to change the start date and time of a past confere nce, then edit the other parameters to set up the “new” conference. Editing a conference An ICB conference can be edi ted before it begins or while it is in progress. Editing a confer[...]

Microsoft Outlook User Interface 68 Figure 31: ICB form — Edit conferenc e 3. Edit the parameters as required (see “Schedulin g a new conference” on page 6 1): • Edit ICB parameters in the ICB tab. The ICB Address and Owner ID fields cannot be edited. • Edit the normal Microsoft Outloo k conference pa rameters, such as Start: and Duration[...]

Microsoft Outlook User Interface 69 • Click Display to view the audio conference access information (optional). See Figure 32. If prompted to log in to ICB, follow the steps in “Logging in to ICB ” on page 5 7. Figure 32: Audio Conference Acces s Information 5. Click Save and Close to submit the changes. If the modifications are successful, t[...]

Microsoft Outlook User Interface 70 Follow the steps in “Editing a conference before it begins” on page 67 to edit a conference while it is in progres s. Deleting a conferen ce 1. Open Microsoft Outlook to the Calendar view. 2. Select th e conferen ce to be d eleted. 3. If you are using Microsoft Office 2000 and th e conference has no attendees[...]

Telephone User Interface 71 T elephone User Inter face Over view The Norte l Networks In tegrated C onf erence Bridge provides a Dual Tone Multi-Frequency (DTMF), men u-driven Telephone User Interface (TUI). The TUI enables the chairperson a nd conferees to initiate commands during an active conferen ce (for example, to mute a caller). A separate s[...]

Telephone User Interface 72 • no name for the name of the con ference • no name for the name of the cha irperson If a second user dials the TUI DN when the TUI is in use, the ICB plays a voice message announcing that the port is in use. Ste ps 1. Dial the TUI DN. 2. Log in to TUI: a. Enter you r TUI user name followed by * . b. Enter your TUI p[...]

Telephone User Interface 73 5. Do one of the following: • Press 1 to contin ue entering definitions ( DNs, passwor d lengths, and langua ge) for the conference . • If you are finished defining the conference: i. Press 2 . The system plays a list of the conference definitions. ii. Go to step 9. 6. Define the Conferee DN. • To select a DN: i. P[...]

Telephone User Interface 74 9. Do one of the following: • To confirm the reservation, press 1 . The ICB sends a confirmatio n e-mail to you. • To change any of the conferen ce definitions: i. Press 2 . The system plays a list of numbers and correspon ding definitions. ii. Enter the number corr esponding to the definition you want to change. •[...]

Telephone User Interface 75 5. To release chairperson control, en ter *52 . Only the chairperson uses this command. When activated, the person releas ing chairpe rson control becomes a regular conference participa nt, a llowing someone else to acquire chairperso n control. Using the TUI commands All commands in the TUI are entered using the telepho[...]

Telephone User Interface 76 Adjusting audio volume 1. Dial in to the conference as chairperson or as a regular participant. 2. Enter the conference ID. 3. Enter the conference password (if configured). 4. Enter *7 . The command *7 accesses the volume c ontrol fe ature. Figure 33 shows how to operate t his feature . Figure 33: V olume contr ol featu[...]

Telephone User Interface 77 Recording a conference-specific greeting The maximum length of a confer ence- specific greeting is ten se conds. The system d eletes the vo ice file at th e end of th e conferen ce, and it cannot be used for o ther confer ences. Ste ps 1. Dial the TUI Services DN and log in. 2. Select “Record customer greeting” from [...]

Telephone User Interface 78 Use the steps below to create an “ad hoc” conference. Only the chairperso n can create the conference. Ste ps 1. Set up the confer ence. The chairperson must: a. Dial the single access number. b. Enter his o r her TUI login as th e conferen ce ID. c. Enter his or her TUI log in passwor d as the co nference p assword.[...]

Telephone User Interface 79 *4 Lock or unlo ck the conf erence. *10 Mute/unmute all ports (toggle). *19 Mute/unmute self (toggle). *52 Release chairperson control. *60 Count conferees and annou nce names to all participants. *69 Plays a scrolling list of partici pants for the chairperson. The chairperson can use this comman d to access an individua[...]

Telephone User Interface 80 Table 4 lists commands available to end a dial-out call (se e the command *0<DN># in Table 3 on page 78 ). While the system announces the list of conference participa nts (the command *69 in Table 3 on page 78) , the chairperson can use the commands listed in Ta ble 5 to access an indiv idual participan t. *99 Stop[...]

Telephone User Interface 81 Participant commands Table 6 lists conferen ce commands t hat a participant can execute on the telephone while the confer ence is in progress. 6 Select the ne xt conferee . 9 Disconnect the current conferee. *3 Return to the conference. T able 6: Participant commands for a confere nce in progress (Par t 1 of 2) Command D[...]

Telephone User Interface 82 *99 Stop or start the initial co nference music, which is possible only when the conferee is the first person joining the confer ence. The fi rst entry stops the music, and the second entry starts it. * Cancel current command. ** Start or stop the Help menu. T able 6: Participant commands for a confere nce in progress (P[...]

[...]

Norte l Networks Communication Ser ver 1000 Nor tel Networks Integrated Conference Bridge User Guide Copyright © 2004 Nortel Networks All Rights Reserved Information is subject to chan ge without notice. Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing warrant. This equipme nt [...]