Operating Avaya Aura Conferencing

Transcription

1 Operating Avaya Aura Conferencing Reease 6.0 June Issue 1

2 2010 Avaya Inc. A Rights Reserved. Notice Whie reasonabe efforts were made to ensure that the information in this document was compete and accurate at the time of printing, Avaya Inc. can assume no iabiity for any errors. Changes and corrections to the information in this document might be incorporated in future reeases. Documentation discaimer Avaya Inc. is not responsibe for any modifications, additions, or deetions to the origina pubished version of this documentation uness such modifications, additions, or deetions were performed by Avaya. Customer and/or End User agree to indemnify and hod harmess Avaya, Avaya's agents, servants and empoyees against a caims, awsuits, demands and judgments arising out of, or in connection with, subsequent modifications, additions or deetions to this documentation to the extent made by the Customer or End User. Link discaimer Avaya Inc. is not responsibe for the contents or reiabiity of any inked Web sites referenced esewhere within this documentation, and Avaya does not necessariy endorse the products, services, or information described or offered within them. We cannot guarantee that these inks wi work a the time and we have no contro over the avaiabiity of the inked pages. Warranty Avaya Inc. provides a imited warranty on this product. Refer to your saes agreement to estabish the terms of the imited warranty. In addition, Avaya s standard warranty anguage, as we as information regarding support for this product, whie under warranty, is avaiabe through the Avaya Support Web site: License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER'S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEB SITE ("GENERAL LICENSE TERMS"). IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS, YOU MUST RETURN THE PRODUCT(S) TO THE POINT OF PURCHASE WITHIN TEN (10) DAYS OF DELIVERY FOR A REFUND OR CREDIT. Avaya grants End User a icense within the scope of the icense types described beow. The appicabe number of icenses and units of capacity for which the icense is granted wi be one (1), uness a different number of icenses or units of capacity is specified in the Documentation or other materias avaiabe to End User. "Designated Processor" means a singe stand-aone computing device. "Server" means a Designated Processor that hosts a software appication to be accessed by mutipe users. "Software" means the computer programs in object code, originay icensed by Avaya and utimatey utiized by End User, whether as stand-aone Products or pre-instaed on Hardware. "Hardware" means the standard hardware Products, originay sod by Avaya and utimatey utiized by End User. License type(s) Copyright Except where expressy stated otherwise, the Product is protected by copyright and other aws respecting proprietary rights. Unauthorized reproduction, transfer, and or use can be a crimina, as we as a civi, offense under the appicabe aw. Third-party components Certain software programs or portions thereof incuded in the Product may contain software distributed under third party agreements ("Third Party Components"), which may contain terms that expand or imit rights to use certain portions of the Product ("Third Party Terms"). Information identifying Third Party Components and the Third Party Terms that appy to them is avaiabe on the Avaya Support Web site: Preventing to fraud "To fraud" is the unauthorized use of your teecommunications system by an unauthorized party (for exampe, a person who is not a corporate empoyee, agent, subcontractor, or is not working on your company's behaf). Be aware that there can be a risk of to fraud associated with your system and that, if to fraud occurs, it can resut in substantia additiona charges for your teecommunications services. Avaya fraud intervention If you suspect that you are being victimized by to fraud and you need technica assistance or support, ca Technica Service Center To Fraud Intervention Hotine at for the United States and Canada. For additiona support teephone numbers, see the Avaya Support Web site: Trademarks Avaya and the Avaya ogo are either registered trademarks or trademarks of Avaya Inc. in the United States of America and/or other jurisdictions. A other trademarks are the property of their respective owners. Downoading documents For the most current versions of documentation, see the Avaya Support Web site: Avaya support Avaya provides a teephone number for you to use to report probems or to ask questions about your product. The support teephone number is in the United States. For additiona support teephone numbers, see the Avaya Support Web site:

3 Contents Chapter 1: Getting started on CRS Introducing some concepts Understanding the icons Logging on to the CRS Viewing current ogons Sending a message to another CRS user Viewing version information Exiting the CRS Chapter 2: Managing companies A short note on companies Creating a company account Creating a company account on a newy instaed CRS Adding a new company on a previousy instaed CRS Finding a company account Viewing a company account Modifying a company account Disabing a company account Deeting a company account Chapter 3: Managing cients A short note on cients Creating a cient account Finding a cient account Viewing a cient account Modifying a cient account Modifying cient detais Modifying caing card detais Modifying teephone detais Modifying participant detais Adding, editing, and deeting participants Importing participants Modifying contact detais Disabing a cient account Deeting a cient account Chapter 4: Managing conferences Conference reservations Conferences and reservations Operating Avaya Aura Conferencing June

4 The Any option Resource avaiabiity Payment types Notification options Code duration Setting name recording/payback (NRP) Dia ist or bast dia ist Linking an LDAP dia ist Genera conference options Co-chairperson status Booking summary diaog Reserving a conference Reserving a conference Seecting a DDI Confirming a conference reservation Resoving system resource avaiabiity issues Specifying payment detais Specifying contact detais Specifying a conference wecome message Specifying participants Creating new participants Adding participants from the cient ist to the conference participant ist Importing participants Setting a chairperson or moderator Setting a co-chairperson Setting remaining options Reviewing reservation or conference detais Reviewing DDI and passcode detais Deeting a conference Suspending a conference Coning a reservation or a conference Editing a conference Editing confirmation detais Editing resource detais Extending a conference Enabing a conference if it is suspended Chapter 5: Comparing conferences Demand conferences A short note on demand conferences Reserving a demand conference Operating Avaya Aura Conferencing June 2010

5 Fexfow conferences A short note on fexfow conferences Reserving a fexfow conference Goba conferences A short note on goba conferences Reserving a goba conference Repeating conferences A short note on repeating conferences Reserving a daiy conference Reserving a weeky conference Reserving an every-second-week conference Reserving a week-in-month conference Reserving a date-in-month conference Perpetua conferences Chapter 6: Viewing schedued conferences Searching the schedue A short note on searching Searching for companies Searching for cients Searching for conferences Searching for conferences using the Search button Searching for conferences that are currenty in progress Searching for a conferences on a defined date and time Searching for a conferences over a 24-hour period Searching for conferences by status Searching for reservations Reviewing resource usage A short note on resource usage Reviewing resource usage Reviewing CDRs A short note on caer detai records Reviewing CDRs Customizing the schedue A short note on schedue view Customizing the schedue Chapter 7: Printing and exporting Printing A short note on printing Operating Avaya Aura Conferencing June

6 Printing companies Printing cients Printing reservations Printing conferences Exporting A short note on exporting Exporting data from a conference report Exporting data directy from a seected conference Appendix A: Dua Tone Muti-Frequency (DTMF) commands Scan conferences Moderator commands Conferee commands Fexfow conferences Moderator commands Conferee commands Commands for paying back a recording Gossary Index Operating Avaya Aura Conferencing June 2010

7 Chapter 1: Getting started on CRS The Cient Registration Server (CRS) Front End is an appication in the Conferencing soution. Using CRS, you can book audio conferences and view conference information. Avaya has deveoped CRS for operators who schedue and manage conferences on behaf of their cients. As an operator, you can access the Customer Bookings section. Introducing some concepts Understanding the icons Logging on to the CRS Viewing current ogons Sending a message to another CRS user Viewing version information Exiting the CRS Introducing some concepts Each CRS Front End uses a configuration fie, known as an ini fie, to connect to a CRS server. If there are mutipe CRS servers in operation, you can browse a ist of ini fies to connect to a particuar server. If there is ony one ini fie present or ony one ini fie is defined in the shortcut properties, you do not browse a ist of ini fies. In this situation, the CRS may vaidate the Windows user name against a predefined ist of user ogins aready estabished in the CRS database. System Administrators maintain the CRS database. To be added to the ist of users, contact the System Administrator. There are three separate eves within the Customer Bookings section. Operators can view information at: Company eve Cient eve Reservation eve Companies, cients, and reservations, are hierarchicay isted in the eft pane. When you seect a company in the eft pane, company detais are dispayed in the right pane. When you seect a cient in the eft pane, cient detais are dispayed in the right pane. Simiary, when you seect a reservation in the eft pane, reservation detais are dispayed in the right pane. Operating Avaya Aura Conferencing June

8 Getting started on CRS Whie using CRS, you can find out which users and appications are currenty ogged on to the system. Specificay, you can view the foowing information: Name The name of the user, system administration, or third party appication communicating with the CRS server. Channe The system channe currenty in use. Appication The name of the system appication used to communicate with the CRS server. Logon Time The actua date and time the user or appication ogged onto the CRS server. Owner Type A ogin can be a System ogin or a Whoesaer ogin. System Users are not associated with a Whoesaer. Whoesaer Users are associated with a Whoesaer. Owner Name The name of the owner can be either a system or a whoesaer name. User Type There are three types of user in the CRS Front End. A user can be an operator, a supervisor, or an administrator. Cabinet The name of the cabinet which is associated with the resource. Understanding the icons Tabe 1 ists the icons used in the CRS. Tabe 1: CRS Icons Icon Description Coapse tree Company Disabed company 1 of 3 8 Operating Avaya Aura Conferencing June 2010

9 Understanding the icons Tabe 1: CRS Icons (continued) Icon Description Cient Disabed cient Aborted conference Provisiona conference Confirmed conference Suspended conference In-progress conference Competed conference Canceed conference Bied conference Seected conference Conference not avaiabe Potentia Participant Seected Participant Phone DDI Goba conference Active resource Seected conferee Moderator Internationa caing card Erroneous data Singe reservation Repeat reservation Demand reservation Conference is avaiabe 2 of 3 Operating Avaya Aura Conferencing June

10 Getting started on CRS Tabe 1: CRS Icons (continued) Icon Description Conference is not avaiabe Conference is avaiabe (with note) Conference is not avaiabe (with note) Remove conferee from conference (active) Remove conferee from conference (inactive) User ogin Timezone Server Inactive cabinet Resource not active Active DDI DDI not active Reserved DDI Add conferee to conference (active) Add conferee to conference (inactive) Saesperson System ogin Active cabinet 3 of 3 Logging on to the CRS To og on to the CRS: On the desktop, doube-cick the CRS icon. - If there are mutipe ini fies saved on the machine, seect an ini fie from the Fiename ist on the Seect CRS diaog. 10 Operating Avaya Aura Conferencing June 2010

11 Viewing current ogons - Your CRS System Administrator may configure the CRS Front End to prompt you for a password. If the CRS Front End prompts you for a password, you must enter your password to gain access to the CRS Front End diaog. It is ikey that you wi have to update your password at intervas configured by your CRS System Administrator. To update your password, you simpy enter your od password, enter your new password, and confirm your new password. Passwords are case-sensitive. Note: Note: If you forget your password, pease contact your CRS System Administrator and they can reset it. Viewing current ogons To view which users and appications are currenty connected to the CRS server: On the CRS Front End diaog, cick Logged On. The Current Logons diaog dispays. Sending a message to another CRS user To send a message to a currenty ogged-on CRS user: 1. On the Current Logons diaog, seect a user. 2. Cick Send. The Message diaog dispays. 3. Enter a message in the fied. 4. Cick Send. The message is sent to the seected user. Viewing version information To view version information: On the CRS Front End diaog, cick Version. The About diaog dispays. Operating Avaya Aura Conferencing June

12 Getting started on CRS Exiting the CRS To exit from the CRS: 1. On the CRS Front End diaog, cick Exit. The CRS diaog dispays. 2. Cick Yes. The CRS coses. 12 Operating Avaya Aura Conferencing June 2010

13 Chapter 2: Managing companies This chapter describes how to manage companies using CRS Front End. It contains the foowing sections: A short note on companies Creating a company account Finding a company account Viewing a company account Disabing a company account Deeting a company account A short note on companies To create a company account, you enter a series of company detais in the CRS Front End. In particuar, the company name and company phone number are mandatory. The CRS Front End automaticay dispays the company as a fie cabinet icon in the eft-hand pane of the Customer Bookings diaog and generates a company reference number (#Ref), a fixed fied, which cannot be edited. When you cick on the company icon, the right-hand pane dispays company information. The Externa ID fied is a numeric reference to cient detais aready avaiabe in the database. This fied defauts to 0. You may have to cick Refresh on the right-hand side of the Customer Bookings diaog if this is the first company created on the CRS server. Periodicay, you may need to search for a particuar company quicky. If a arge number of companies are registered on the CRS, you can reduce the time spent searching by using fitering buttons ocated on the Customer Bookings diaog. For more information, see Finding a company account on page 16. You can activate a feature, caed Bock Dia Out, at company, cient, or conference eve. If you activate Bock Dia Out at company eve, the Moderator Dia Out feature is disabed for a conferences associated with the seected company. The Moderator Dia Out feature enabes Moderators to make externa cas during a conference. Moderators can bring new Conferees into the conference using this feature. You can activate Bock Dia Out at cient and conference eve. The cient eve setting overrides the company eve setting. Simiary, the conference eve setting overrides the cient eve setting. You can aso activate a feature, caed Recording Contro, at company or conference eve. If you set Recording Contro to Conference, you can set recording options when you book a Operating Avaya Aura Conferencing June

14 Managing companies conference. If you set Recording Contro to Mandatory or DTMF-Menu, you cannot set recording options when you book a conference. If you seect Mandatory, Conferencing automaticay records a conferences for that company. If you seect DTMF-Menu, moderators can choose to record their conferences if they wish. To start recording, they press the DTMF keypad sequence, *2. If you seect Conference, you can choose between these two options on a per-conference basis. You can suspend the conference privieges of a company using the Disabe feature. Athough this company account becomes inactive, you can continue to create and edit cients, as we as schedue and edit conferences. However, Participants entering a conference associated with a disabed company are refused access. You must re-enabe the account before the system permits the company to resume active conferencing. The CRS automaticay generates new passcodes for demand conferences if the owner of the demand conference does not change their passcode within a configurabe period of time. The CRS generates an e-mai notification to inform the conference owner of their new passcodes. For a configurabe period of time, the od passcodes are sti vaid and wi grant demand conference access. This period gives the conference owner the time to adjust their conference detais. When the overap period ends, the CRS generates an e-mai notification to inform the conference owner that their od passcodes are no onger vaid. At Company eve, you can configure: Note: The time period between automatic passcode refresh cyces You can modify this time period by entering a new vaue in the Renew Days fied in the New Company and Edit Company diaogs. You can enter a vaue between 0 and 365 in this fied. The time period for which the od passcodes are sti vaid You can modify this time period by entering a new vaue in the Overap Days fied in the New Company and Edit Company diaogs. You can enter a vaue between 0 and 30 in this fied. Note: The CRS performs a check to ensure that the vaue you enter in OverapDays is ess than the vaue that you enter in RenewDays. Figure 1 shows the New Company diaog. 14 Operating Avaya Aura Conferencing June 2010

15 Creating a company account Figure 1: New Company Diaog Creating a company account This section describes how to create company accounts. It contains the foowing sections: Creating a company account on a newy instaed CRS Adding a new company on a previousy instaed CRS Creating a company account on a newy instaed CRS To create a company account on a newy instaed CRS: 1. On the CRS Front End, cick Customer Bookings. The Customer Bookings diaog dispays. 2. Cick Create Company. 3. Enter the company detais. 4. Cick Save. The company detais are saved. Operating Avaya Aura Conferencing June

16 Managing companies Adding a new company on a previousy instaed CRS To add a company account to the CRS: 1. On the CRS Front End, cick Customer Bookings. The Customer Bookings diaog dispays. 2. Cick New Company. 3. Enter the company detais. 4. Cick Save. The company detais are saved. Finding a company account To search for a company: 1. On the CRS Front End, cick Customer Bookings. The Customer Bookings diaog dispays. 2. In the Company Fiter fied, enter the fu name or a portion of the company name. 3. Cick Company Fiter. Companies which match the search criteria are dispayed. Viewing a company account To view the current detais entered for a company: 1. On the CRS Front End, cick Customer Bookings. The Customer Bookings diaog dispays. 2. Seect the company you wish to view. 3. Cick View Company. 4. The View Company diaog dispays. 16 Operating Avaya Aura Conferencing June 2010

17 Modifying a company account Modifying a company account To modify the current detais entered for a company: 1. On the CRS Front End, cick Customer Bookings. The Customer Bookings diaog dispays. 2. Seect the company you wish to modify. 3. Cick Edit Company. The Edit Company diaog dispays. 4. Update the company information. 5. Cick Update. The new company detais are saved. Disabing a company account To disabe a company: 1. On the CRS Front End, cick Customer Bookings. The Customer Bookings diaog dispays. 2. Seect the company you wish to disabe. 3. Cick Edit Company. The Edit Company diaog dispays. 4. Seect the Disabed check box. 5. Cick Update. The company is disabed. Operating Avaya Aura Conferencing June

18 Managing companies Deeting a company account To deete a company: 1. On the CRS Front End, cick Customer Bookings. The Customer Bookings diaog dispays. 2. Seect the company you wish to deete. 3. Cick Deete Company. The Deete Company diaog dispays. 4. Cick Deete. The company is removed from the CRS database. 18 Operating Avaya Aura Conferencing June 2010

19 Chapter 3: Managing cients This chapter describes how to manage cients using CRS Front End. It contains the foowing sections: A short note on cients Creating a cient account Finding a cient account Viewing a cient account Modifying a cient account Disabing a cient account Deeting a cient account A short note on cients Each company account incudes a number of cient accounts. Typicay, cients are department or project managers, who can create reservations based on their particuar conferencing requirements. A cient account incudes information vita to profie and biing detais. For biing purposes, every reserved conference is associated with a cient account. You can schedue conferences in the Customer Bookings diaog without seecting a cient. However, the CRS prompts you to seect a cient to associate with the conference before you can confirm the booking. The CRS provides Ad Hoc conferencing functionaity. Ad Hoc conferencing functionaity enabes cients to schedue conferences using teephone DTMF keys. You can set up ad hoc detais for each cient. When you seect a company, the Create Cient button dispays at the bottom of the Company detais pane. The Name, Phone, and Account fieds are mandatory. If you skip over the Account fied, the system automaticay generates a number (depending on system settings). In addition, a configurabe option in the CRS database dictates whether the e-mai fied is mandatory. The CRS automaticay assigns a reference number (#Ref) to each new cient. You cannot modify this account number. Figure 2 shows the New Cient diaog. Operating Avaya Aura Conferencing June

20 Managing cients Figure 2: New Cient Diaog Periodicay, you may need to search for a particuar cient quicky. If a arge number of cients are registered on the CRS, you can reduce the time spent searching by using the fitering buttons ocated on the Customer Bookings diaog. For more information, see Finding a cient account on page 23. You can activate a feature, caed Bock Dia Out, at company, cient, or conference eve. If you activate Bock Dia Out at cient eve, the Moderator Dia Out feature is disabed for a conferences associated with the seected cient. The Moderator Dia Out feature enabes Moderators to make externa cas during a conference. Moderators can bring new Conferees into the conference using this feature. You can activate Bock Dia Out at company and conference eve, as we. The cient eve setting overrides the company eve setting. Simiary, the conference eve setting overrides the cient eve setting. A feature caed Operator Reca enabes participants to signa to operators that they require assistance during a conference. Participants signa to operators by entering a pre-configured DTMF key sequence, such as *0, on their teephone keypad. When participants require assistance, their name is dispayed in the Hep Requests diaog in the BridgeTak appication. If you wish to disabe the Operator Reca feature for this cient, seect Disabe Op. Reca on the New Cient or Edit Cient diaogs. There is aso a Disabe Operator Reca checkbox on the Options diaog, at conference eve. Like the Bock Dia Out feature, the conference eve setting overrides the cient eve setting. If a cient is created using the Web Porta appication and the Ad Hoc Detais checkbox is seected on the Web, a specia situation arises if the cient is subsequenty edited using CRS. To resove this situation, the cient s Ad Hoc detais must be entered on the CRS before the cient can be edited. 20 Operating Avaya Aura Conferencing June 2010

21 A short note on cients You can suspend the conference privieges of a cient using the Disabe feature. When a cient is disabed: They cannot og in to the Web Porta. They cannot get into their conferences. Their bookings are maintained by the CRS, shoud reactivation be required. If a company is disabed, their associated cients are aso disabed. Your CRS System Administrator may configure a cient inactivity threshod. If your CRS System Administrator activates this feature, the CRS disabes a cient who does not og in to the CRS for a configurabe period of time. If your conferencing depoyment uses the Web Porta appication, this feature is especiay significant. Using the Web Porta appication, CRS cients can og in as Web Porta Moderators to manage their conferences. If Web Porta Moderators do not og in to the Web Porta appication for a configurabe period, the CRS disabes the Web Porta Moderator by disabing their CRS cient account. As a CRS operator, you can enabe cient accounts if the CRS disabes them due to cient inactivity. To enabe a cient, you must uncheck the Disabed checkbox. For more information on the ocation of the Disabed checkbox, see Disabing a cient account on page 30. By defaut, the Contact Detais diaog associated with the new cient are the same as those provided for the company. However, you may want to incude contact detais for an individua within your project or department. For more information, see Modifying contact detais on page 29. If a user makes a number of attempts to og in to the Web Porta using incorrect og in detais, their account is disabed. By defaut, the permitted number of attempts is three attempts. This parameter is configurabe. Contact your CRS System Administrator for more information. Once disabed, the cient must be enabed again before conferencing faciities are reactivated. Once the user ogs in successfuy foowing reactivation, their attempt counter is reset to zero. For more information, see Disabing a cient account on page 30. You cannot deete a cient that has existing reservations. You must deete the reservations first, then deete the cient account. For more information, see Deeting a cient account on page 30. When you create a cient, you associate a ist of Participants with the cient. For more information, see Modifying participant detais on page 25. In addition, you can add Participants when confirming a reservation. An internationa caing card (ICC) typicay refers to the type of card used to process any charges bied to a cient. The CRS uses this information to bi the cient for conferencing services. For more information, see Modifying caing card detais on page 24. Cients can be inked to a preferred DDI. This preferred DDI is then used in subsequent conference bookings, whenever it is possibe to do so. Preferred DDIs can be specified for imported cients. It is important to know whether the cient engages in Fexfow conferencing or reguar Meet Me conferencing. If a cient preferred DDI is a reguar DDI, that DDI is aocated to a reguar reservations of particuar cient (reserved and demand). Likewise, if a cient preferred DDI is a fex fow DDI, that DDI is aocated to a Fexfow reservations of particuar cient. It is aways possibe to override the automatic DDI aocation using the CRS. Using the CRS, you Operating Avaya Aura Conferencing June

22 Managing cients can edit the preferred DDI associated with a cient. For more information, see Modifying cient detais on page 24. Figure 2 shows the Preferred DDI fied. You must enter a password when you create a new cient. You can aso edit the password associated with existing cients. Your CRS System Administrator sets the minimum ength of the password. For exampe, they may set the minimum password ength to 5 characters, to 10 characters or to 20 characters. Pease contact your CRS System Administrator to find out the minimum ength of the cient passwords in your CRS system. CRS System Administrators can aso force you to ensure that the password has a certain eve of compexity. For exampe, you may have to incude uppercase and owercase characters, as we as digits and symbos. CRS System Administrators may aso force you to update these cient passwords at configurabe intervas. Pease contact your CRS System Administrator to find out the eve of password compexity in your CRS system. Note: Note: It is important to note that if you create a cient using CRS Front End and they have the same e-mai address as a cient in the Adobe Connect administration, the CRS Front End cient detais take over. 22 Operating Avaya Aura Conferencing June 2010

23 Creating a cient account Creating a cient account To create a cient account: 1. On the Customer Bookings diaog, seect a company. 2. Cick Create Cient. The New cient diaog dispays. 3. Enter the cient detais. 4. Cick Save. The cient detais are saved. Finding a cient account To search for a cient: 1. On the Customer Bookings diaog, seect a cient. 2. In the Cient Fiter fied, enter the fu name or a portion of the cient name. 3. Cick Cient Fiter. Cients which match the search criteria are dispayed. Viewing a cient account To search for a cient: 1. On the Customer Bookings diaog, seect the cient you wish to view. 2. Cick View Cient. The View cient diaog dispays. Operating Avaya Aura Conferencing June

24 Managing cients Modifying a cient account This section describes how to modify cient accounts. It contains the foowing sections: Modifying cient detais Modifying caing card detais Modifying teephone detais Modifying participant detais Modifying contact detais Modifying cient detais To modify the current detais entered for a cient: 1. On the Customer Bookings diaog, seect the cient you wish to modify. 2. Cick Edit Cient. The Seect Edit Type diaog dispays. 3. Seect Detais. 4. Cick OK. The Edit cient diaog dispays. 5. Update the cient information. 6. Cick Update. The new cient detais are saved. Modifying caing card detais To add, modify, or deete internationa caing cards: 1. On the Customer Bookings diaog, seect the cient you wish to modify. 2. Cick Edit Cient. The Seect Edit Type diaog dispays. 3. Seect ICCs. 4. Cick OK. The ICCs diaog dispays. 24 Operating Avaya Aura Conferencing June 2010

25 Modifying a cient account 5. Cick New, Edit, or Deete. The New ICC, Edit ICC, or Deete ICC diaog dispays. 6. Add or update the information as required. 7. Cick Save, Update, or Deete. The internationa caing card changes are saved. Modifying teephone detais To add, modify, or deete teephone detais: 1. On the Customer Bookings diaog, seect the cient you wish to modify. 2. Cick Edit Cient. The Seect Edit Type diaog dispays. 3. Seect Phones. 4. Cick OK. The Phones diaog dispays. 5. Cick New, Edit, or Deete. The New phone, Edit phone, or Deete phone diaog dispays. 6. Add or update the information as required. 7. Cick Save, Update, or Deete. The teephone detais are saved. Modifying participant detais You can add, edit, and deete Participants. You can aso import a ist of Participants from an externa fie. For each Participant, you must enter a name and a teephone number. You can aso add a description and and other information in a number of free text fieds, caed Line Aux 1, 2, and 3. If your conference is an Attended Conference, this information is visibe to the operator on the BridgeTak appication. The information aso appears in biing and reporting records. This section contains the foowing sections: Adding, editing, and deeting participants Importing participants Operating Avaya Aura Conferencing June

26 Managing cients Adding, editing, and deeting participants To add, modify, or deete Participant detais: 1. On the Customer Bookings diaog, seect the cient you wish to modify. 2. Cick Edit Cient. The Seect Edit Type diaog dispays. 3. Seect Participants. 4. Cick OK. The Participants diaog dispays. 5. Cick New, Edit, or Deete. The New participant, Edit participant, or Deete participant diaog dispays. 6. Add or update the information as required. For information on adding or modifying contact detais, see Modifying contact detais on page Cick Save, Update, or Deete. The Participant detais are saved. Importing participants To import a ist of Participants from an externa fie: 1. Access the Participants diaog by foowing the steps in Adding, editing, and deeting participants on page Cick the Import button. The Choose participants fie to import diaog is dispayed. 26 Operating Avaya Aura Conferencing June 2010

27 Modifying a cient account Figure 3: Choose Participants Fie to Import Operating Avaya Aura Conferencing June

28 Managing cients 3. Enter the path of the fie that you wish to import. Aternativey, you can use the Browse button to ocate the fie. The fie format must be a comma separated vaue (.CSV) fie. You can seect which interva vaue separates each fied. A ine separates each Participant entry. In this exampe, showing two entries, a comma is used to separate each fied: Name,ContactPhone,ContactFax,ContactEMai,DiaOutNumber,ChargeTraff icind,adhocind,adhocorder,description,pin,languagetype,secondaryp hone,mobiephone "John Smith", , ,jsmith@avaya.com,987,,0,,Saes Manager,74850,Engish,, Mary Wash, ,,mwash@avaya.com, ,,0,,Marketing Manager,65790,Engish, , A number of Participant properties are mandatory. Tabe 2 ists the mandatory and optiona fieds. Tabe 2: Participant List Coumns Mandatory Name DiaOutNumber LanguageType Optiona ContactPhone ContactFax ContactEMai ChargeTrafficInd AdHocInd Description PIN SecondaryPhone MobiePhone LineAux1 LineAux2 LineAux3 Note: Note: It is important that each Participant entry contains vaues for the mandatory fieds. The import wi fai if each Participant ist entry does not have a vaue for each of the mandatory fieds. Contact the CRS System Administrator if you encounter an error message when you attempt to import the fie. 4. Specify which deimiter separates the fieds in your Participant ist fie. 5. Cick OK. The CRS imports the fie and dispays the Participants in the cient Participant ist. 28 Operating Avaya Aura Conferencing June 2010

29 Modifying a cient account Modifying contact detais To add or modify Participant contact detais: 1. On the Customer Bookings diaog, seect the cient you wish to modify. 2. Cick Edit Cient. The Seect Edit Type diaog dispays. 3. Seect Participants. 4. Cick OK. The Participants diaog dispays. 5. Cick New or Edit. The New participant or Edit participant diaog dispays. 6. Cick Contact. The Contact Detais diaog is dispayed. 7. Add or update the information as required. 8. Cick OK. The Participant contact detais are saved. The Participants diaog dispays. 9. Cick Save or Update. The Participant detais are saved. Operating Avaya Aura Conferencing June

30 Managing cients Disabing a cient account To disabe a cient s conferencing privieges: 1. On the Customer Bookings diaog, seect the cient you wish to disabe. 2. Cick Edit Cient. The Seect Edit Type diaog dispays. 3. Seect Detais. 4. Cick OK. The Edit cient diaog dispays. 5. Seect the Disabed checkbox. 6. Cick Update. The cient is disabed. Deeting a cient account To deete a cient account: 1. On the Customer Bookings diaog, seect the cient you wish to deete. 2. Cick Deete Cient. The Deete cient diaog dispays. 3. Cick Deete. The cient is deeted. 30 Operating Avaya Aura Conferencing June 2010

31 Chapter 4: Managing conferences This chapter describes how to manage conferences using CRS Front End. It contains the foowing sections: Conference reservations Reserving a conference Editing a conference Conference reservations This section describes conference reservations. It contains the foowing sections: Conferences and reservations The Any option Resource avaiabiity Payment types Notification options Code duration Setting name recording/payback (NRP) Dia ist or bast dia ist Genera conference options Co-chairperson status Booking summary diaog Conferences and reservations In CRS, a reservation is a booking consisting of one or more individua meetings. These individua meetings are caed conferences. For exampe, you can book a reservation consisting of a conference a week for twenty weeks. You must create a company and a cient before you can create reservations. For more information, see Creating a company account on page 15 and Creating a cient account on page 23. Operating Avaya Aura Conferencing June

32 Managing conferences You can cone simiar reservations. Coning is particuary usefu when you want to schedue a foow-up meeting using the same features and ogon detais. For more information, see Coning a reservation or a conference on page 66. To avoid booking conficts, ensure that you aways schedue conferences through the CRS rather than directy on a bridge. When you create a reservation, there are a number of mandatory fieds. Tabe 3 ists the mandatory fieds. Tabe 3: Mandatory Fieds Fied Description Exampe Starting at Duration Participants Auto Code The starting date and time for the conference. You can enter the Starting at time manuay or using the Loca button. Loca enters the current system time in the Starting at fieds. Once a time is inputted, use the arrow buttons to increment or decrement the dispayed time (in minutes). Enter the proposed duration of the conference. The Ending at fied changes to refect the duration of the conference. The number of conference participants. The minimum number required for booking a conference (except on-demand) is two participants. However, your CRS system administrator can redefine the minimum per bridge. If a participant enters a moderator passcode, they can access moderator features during their conference ca. Moderator features incude the abiity to mute a ines. If a participant enters a conferee passcode, they can access conferee features during their conference ca. Conferee features are more imited than moderator features. If participants enter the wrong passcode three times, they are automaticay paced into the Pending queue. As an operator, you can manuay pace the caers into the conference. The CRS can automaticay generate conference passcodes. Aternativey, you can enter your own preferred sequence of numbers for the conference passcodes. If you woud ike the CRS to automaticay generate conference passcodes, seect the Auto Code option. If you woud ike to enter your own preferred sequence of numbers for the conference passcodes, do not seect Auto Code. If you enter a sequence that is currenty in use, the CRS dispays an error message and enabes you to enter another sequence of numbers. 01/03/05 60 (minutes) Operating Avaya Aura Conferencing June 2010

33 Conference reservations When you create a reservation, there are a number of optiona fieds. Tabe 4 ists the optiona fieds: Tabe 4: Optiona Fieds Fied Description Exampe Fit Time Zone Cabinet Mode DNIS/DDI Demand The Best Fit feature ensures that if conference resources are not avaiabe at the required time, the nearest avaiabe time is seected. Time Zone dispays the time zone seected for the cient in the Cient Account diaog. Once seected, a subsequent conference reservations are based on this time zone. However, you can modify the defaut time zone when creating a reservation. In muti-cabinet systems, you can specify a cabinet for your reservation. The cabinets must be ocated on the same LAN/WAN/VPN (virtua private network) and communications between the CRS and the mutipe bridges takes pace using TCP/IP. You can aso seect the Any (cabinet) option. When you seect the Any option, Conferencing checks which cabinets have avaiabe resources. The first avaiabe cabinet is automaticay seected. You must specify the conference type. Ony cabinets with matching conference types are considered. You can choose from three conference modes: Attended, Unattended, and Fexfow. Attended conferences are operator-assisted. Unattended conferences have no associated operator. Fexfow conferences are unattended conferences, with specific security and modification attributes. Each conference reservation can incude a number of configured DDIs. When seected, each avaiabe DDI dispays a number of features appied to the conference profie. You shoud seect DNIS/DDIs with conferencing features targeted for the particuar company or cient. If no DDI is seected, the CRS automaticay seects a DDI that corresponds to the conference attributes. You can seect the Demand checkbox to reserve a demand conference. (Loca) Cabinet A Attended of 3 Operating Avaya Aura Conferencing June

34 Managing conferences Tabe 4: Optiona Fieds (continued) Fied Description Exampe Data Sef Reg To Free You can seect the Data checkbox to reserve a conference that features Avaya Web Conferencing (AWC) functionaity. AWC enabes participants to share appications, side shows, and whiteboards. For more information on AWC, see support.avaya.com. If you have Adobe Connect instaed, you can seect the Data checkbox to reserve a conference that features Connect functionaity. Connect enabes participants to share appications, side shows, and whiteboards. When you seect Data, the Connect Tempate drop-down ist is enabed. You can seect a tempate to use for the conference from the Connect Tempate drop-down ist. Note: Note: For Connect Data conferencing-enabed systems, once a conference has been booked with the Data feature ON, the data attributes can no onger be edited. When modifying the attributes of a conference, the data attributes are ony editabe if the conference had been booked with the Data feature turned OFF. You can seect the SefReg checkbox to reserve a conference that features Sef Registration functionaity. Sef Registration enabes participants to access a virtua conference sign-in sheet and submit their persona detais. Moderators can use the participant ist to co-ordinate the conference. You can seect the To Free checkbox if the customer is going to use a to free number for the conference. This fied is for biing purposes ony. 2 of 3 34 Operating Avaya Aura Conferencing June 2010

35 Conference reservations Tabe 4: Optiona Fieds (continued) Fied Description Exampe Moderator Biometric Authentication For unattended conferences, you can seect the Moderator option. If you seect the moderator option, you can provide moderator access to seected participants. During conference cas, moderators have access to advanced conference features, which enabe them to contro the conference. Moderators must enter a moderator passcode to distinguish themseves from conferees who enter a conferee passcode. You can enter a moderator passcode on the Check Reservation diaog. Aternativey, if you seect the Auto Code option, the CRS generates a moderator passcode for the conference. Biometric Authentication is usuay not enabed. This option represents a feature that Avaya intends to deveop for a future reease of Conferencing. In a future reease, Avaya wi offer voice recognition as a conference entry vaidation option. Voice recognition wi be an aternative to passcode conference entry vaidation. 3 of 3 Figure 4 shows the Check Reservation diaog. Operating Avaya Aura Conferencing June

36 Managing conferences Figure 4: Check Reservation Diaog DNIS (Diaed Number Identification Service) or DDI (Direct Dia Inward) are teephone numbers used by participants to enter conferences. DNIS/DDIs are configured by your CRS system administrators. You shoud seect DNIS/DDIs with conferencing features targeted for the particuar company or cient. To browse conference options, dispay the DDI Seection diaog. For more information, see Seecting a DDI on page 54. Tabe 5 ists the DDI options. Tabe 5: DDI Options Fied Description Exampe DDI A DDI associated with a conference reservation Conference Type The type of conference, such as Meet Me Direct. Meet Me Direct Aias Group Name Incudes more data about the DDI number, athough it is never used for ogging into a conferencing session. (Optiona) If the DDI is part of a group of DDIs, enter the group name here Demand DDIs Description Describes a DDI. (Optiona) Demand 1 of 2 36 Operating Avaya Aura Conferencing June 2010

37 Conference reservations Tabe 5: DDI Options (continued) Fied Description Exampe Cabinet The cabinet associated with the DDI. Cabinet A Resource Owner Type The Primary Rate Interface (PRI) card associated with the seected cabinet. DDIs can be associated with Companies. The Company name is dispayed beneath the Owner Type fied. A system DDI is a DDI that is not associated with any Company. 1 Company: Avaya 2 of 2 DDIs are coor coordinated to refect their current status: A system wide DDI, avaiabe to a Companies, is dispayed in green. An active DDI, owned by the current Company, is dispayed in yeow. An inactive DDI, unavaiabe for use, is dispayed in red. A reserved DDI, unavaiabe during the stated time, is dispayed in bue. On the DDI Seection diaog, the bottom pane dispays a fied indicating the maximum number of DDIs that you can associate with the conference. The current defaut is ten per conference. On the DDI Seection diaog, use the arrows to seect the required DDI(s). Ony System DDIs and DDIs that are owned by the current Company are dispayed. CRS system administrators can associate a Company with a DDI using the System Administration section of the CRS Front End. If no DDI is seected, the CRS automaticay seects a DDI that corresponds to the conference attributes seected. There are a number of different conference types. These incude: Unattended conferences This conference type enabes participants to enter a conference directy, without operator assistance, provided they have the foowing information: DDI: When a participant dias the direct dia in (DDI) number, they enter into the conferencing system. A wecome message is then payed prompting the participant to enter the reevant conference passcode. Conferee/moderator passcode: When a participant enters one of these passcodes, they enter the conference directy. Unattended conferences do not require a moderator, but you can seect the Moderator option to enabe a participant to enter with moderator status, provided they have a moderator passcode. Operating Avaya Aura Conferencing June

38 Managing conferences Attended conferences This conference type enabes operators to greet each participant as they enter a conference. In addition, operators can provide support and guidance during the ive conference. This conference type is usefu in a number of situations. For exampe, operators can introduce and manage a question and answer (Q&A) queue. Demand conferences A demand conference (which is aso caed an on-demand conference) is aways avaiabe, provided the conferencing server has avaiabe resources. No additiona scheduing is required for each instance of a demand conference. Demand is a non-reserved conference that is aways avaiabe, on a first-come, first-served basis. For more information, see Demand conferences on page 73. Fexfow conferences A fexfow conference is a specific type of demand conference. In fexfow conferences, a ca routing is based on the conferee passcode. In addition to the conferee passcode, moderators enter a moderator passcode, which grants access to a moderator-specific menu. Using this menu, moderators can edit conference attributes via DTMF from their teephone keypad. For more information, see Fexfow conferences on page 74. Goba conferences Goba conferences are demand or schedued, unattended conferences that exist on mutipe systems. You book goba conferences ocay on a CRS, which assigns a Goba Conference ID. If severa active conferences share the same Goba Conference ID, mutisite inks them together using specific moderator virtua ink ines (VLLs) ines caed AutoVLLs, which do not transmit DTMF signas. To avoid resource and security code conficts, do not schedue directy on a bridge. You shoud ony schedue goba conferences using a CRS, which propagates goba conferences across a other CRSs in the mutisite network. For more information, see Goba conferences on page 75. Perpetua conferences A perpetua conference is a repeat conference that is automaticay extended. This occurs without any operator or system administrator intervention. An optiona e-mai is transmitted to confirm the conferences that have been successfuy extended. Any conferences that fai to be rebooked automaticay are indicated in the e-mai, aong with the cause. A possibe cause woud be if the passcode had been aocated to another conference. The faiure reason is aso dispayed on the CRS. Perpetua conferences are extended by a script that runs at configurabe intervas (by defaut, the script runs on a weeky basis) to check whether any conference bookings require an extension. Avaya system administrators can specify a number of parameters in reation to perpetua conferences. These parameters incude the foowing: The maximum number of possibe conferences in a singe booking 38 Operating Avaya Aura Conferencing June 2010

39 Conference reservations The number of days by which a perpetua conference shoud be extended Whether e-mais are sent for perpetua conference extensions The e-mai address to which these confirmation e-mais are sent To book a perpetua conference, you must book a conference that repeats for the exact number of times specified as the maximum number of conferences in a singe booking. If an you attempt to book a greater number of repeating conferences, an error message is dispayed. If you book fewer conferences, the repeating conference is not interpreted as a perpetua conference. When the confirmation e-mai is received, it is important to check whether any of the conferences coud not be extended. If a conference coud not be automaticay extended, it is advised to verify the cause on the CRS and consut the Organizer to make aternative arrangements. For more information, see Perpetua conferences on page 80. Sef Registration conferences You can seect the SefReg checkbox to reserve a conference that features Sef Registration functionaity. Sef Registration enabes participants to access a virtua conference sign-in sheet and submit their persona detais. Moderators can use the participant ist to co-ordinate the conference. To reserve a Sef Registration conference, you must seect the SefReg checkbox as you create the conference. You cannot modify an existing reguar conference to make it a Sef Registration conference. For more information, see Using Avaya Aura Conferencing, which is avaiabe on support.avaya.com. The Any option Operators can seect the Any (cabinet) option. When operators seect the Any option, Conferencing checks which cabinets have avaiabe resources. The first avaiabe cabinet is automaticay seected. Operators must specify the conference type. Ony cabinets with matching conference types are considered. Operators do not specify a DDI when they seect the Any option. The DDI is dispayed on the Booking Summary diaog. Operating Avaya Aura Conferencing June

40 Managing conferences Resource avaiabiity Resource avaiabiity is dispayed in Check Avaiabiity Resuts diaog. For more information, see Confirming a conference reservation on page 55. Coored icons indicate whether resources are avaiabe. Tabe 6 describes the icons. Tabe 6: Resource Avaiabiity Description The green icon indicates that system resources are avaiabe for this conference. The red icon indicated that system resources are not avaiabe for this conference. A red or green icon combined with the note icon indicates that a note is attached to the conference. When you try to confirm a conference that surpasses the avaiabe resources, the CRS dispays the cause of the scheduing confict in the ower text pane. For exampe, your audioconferencing system has 556 tota ports and 266 ports are aready reserved for conferences at this time sot. You require 300 ports to book your conference but there are ony 290 ports free. As a resut, the CRS dispays a red icon. You can avoid potentia scheduing conficts by seecting the Fit feature. The CRS automaticay checks for avaiabe resources on the system within the cosest possibe time before popuating the Check Reservations diaog. Payment types There are a number of different methods of paying for conferencing services. Operators can seect a method of payment from the Payment Type ist. Operators can aso force moderators to enter a vaid biing code on their teephone keypad before they join their conference. Using this feature, operators can ensure that moderators cannot access their conference usess they have a vaid biing code. To enabe this feature, operators seect the Mandatory DTMF Biing Code checkbox on the Confirm Reservation diaog. 40 Operating Avaya Aura Conferencing June 2010

41 Conference reservations Tabe 7 dispays the payment types: Tabe 7: Payment Types Payment Type Dia Number (DN) Internationa Caing Card (ICC) Caer Line Identification (CLI) Account Reference (AC) User Code (UC) Externa String Description The cient is bied based on the number that they diaed. The cient is bied based on their Internationa Caing Card number. The cient is bied based on the number from which they diaed. The cient is bied based on the account reference number. The cient is bied based on their specific User Code. UC enabes the number ist so you can enter the User Code. Cient fied. Notification options Operators can set participant notification options for each reserved conference. For exampe, an e-mai, an SMS, or a fax can be sent to each participant with the reevant conference detais. SMS (short message service) messages are part of the GSM standard, and consist of text messages of up to 160 characters in ength, which may be sent and received by mobie handsets. SMS notification is an optiona extra and requires e-mai notifications to be aready in pace. Figure 5 shows the Options diaog. Operating Avaya Aura Conferencing June

42 Managing conferences Figure 5: Options Diaog A participant can receive notification detais containing the foowing information: Confirmation of the conference reservation Canceation of the conference reservation Change to a conference reservation Reminder of the conference reservation Attendance records for the competed conference Notification options are set on the Options diaog. For more information, see Setting remaining options on page 63. Tabe 8 describes the avaiabe notification options. Tabe 8: Notification Options Notification Type Confirmation Canceation Change Description The system sends confirmation notice to the moderator and an invitation to the other conferees. The system sends canceation detais about the schedued conference to the moderators and conferees. The system sends an update outining changes made to a schedued conference to the moderators and conferees. 1 of 2 42 Operating Avaya Aura Conferencing June 2010

43 Conference reservations Tabe 8: Notification Options (continued) Notification Type Reminder Attendance Description Based on a configured time setting, such as 15 minutes, the system sends a reminder to the seected participants before the conference is due to start. The system sends an attendance record of the competed conference to the moderator. 2 of 2 Code duration Once a conference has started, passcodes required by both moderator and conferee must be used within the duration aowed before expiring. For codes to expire, Code Duration must be a minimum of 1 minute or maximum of 30 minutes. If the Code Duration = 0 (defaut), passcodes remain vaid for the duration of the conference. For exampe, if Code Duration = 15, then moderator and conferee passcodes become invaid fifteen minutes after the conference has started. Setting name recording/payback (NRP) The Name Record /Payback feature prompts participants to speak their names before joining a conference. This name may optionay be payed into the conference. Dia ist or bast dia ist Conferencing can dia out to a group of participants and invite them to join the conference. To enabe this feature, Conferencing requires a dia ist which contains the teephone numbers of the participants. This dia ist must be saved to a directory on the Conferencing appication server. Your system administrator must create this directory. In the case of attended conferences, operators can initiate a dia out. In the case of unattended conferences, moderators can initiate a dia out by entering *92 on their teephone keypad or Conferencing can automaticay initiate a dia out when a moderator enters the conference. For both conference types, Conferencing automaticay saves the current conference participant ist as the dia ist using the conference reference number as the fiename. Conferencing makes this fie avaiabe for transfer to a dia ist directory on the Conferencing server. Operating Avaya Aura Conferencing June

44 Managing conferences For attended conferences, Conferencing aways makes the Dia List fied accessibe. For unattended conferences, Conferencing makes the Dia List fied accessibe if the conference has a moderator and an operator seects Auto or DTMF from the Bast Mode drop-down ist. For more information about Bast Mode, see Genera conference options on page 45. Operators can Leave the Dia List fied bank. Conferencing saves the current conference participant ist and makes it avaiabe for transfer to the Conferencing server. The fiename of the saved conference participant ist is the conference reference number. Enter a name for the current conference participant ist the Dia List fied. Conferencing saves the ist using the fiename that the operator enters and makes the fie avaiabe for transfer to the Conferencing server. Enter the name of a dia ist that is currenty saved on the Conferencing server the Dia List fied. Operators can obtain the names of currenty avaiabe dia ists from the CRS system administrator who has access to the server. Linking an LDAP dia ist You can aso ink an LDAP dia ist with the conference. In simpe terms, an LDAP or active directory server is a ist of detais about members of an organization in a series of groups. You can choose one of these groups and ink it to the conference. When a moderator initiates the bast dia feature, the audio conferencing server cas these group members. To ink an LDAP dia ist: 1. On the Options diaog, ensure that you seect Auto or Manua from the Bast Mode drop-down ist in the Bast Options pane. For more information about the Bast Mode drop-down ist, see Tabe 9. When you seect Auto or Manua from the Bast Mode drop-down ist, the CRS Front End enabes the LDAP Dia List checkbox. 2. Seect the LDAP Dia List checkbox. 3. Cick the... button next to the Dia List fied. The CRS Front End dispays the LDAP Group Search diaog. 4. Seect an LDAP group from the ist of LDAP groups. 5. Cick Seect. The CRS Front End returns to the Options diaog. The audio conferencing server inks the LDAP dia ist to the conference. 44 Operating Avaya Aura Conferencing June 2010

45 Conference reservations Genera conference options Genera conference options are described in Tabe 9. Tabe 9: Genera Conference Options Feature Disabe Operator Reca Bock Dia Out Disabe Conf. Modification Music Source Moderator Hang Up Security Mute A Description If this option is seected, conferees cannot use a DTMF sequence to indicate to the operator that they require assistance. This attribute is inherited from the cient setting, but can be overridden. If this option is seected, moderators cannot use a DTMF sequence to dia out during conferences. This option appies to Fexfow conferences ony. If this option is seected, moderators cannot edit conference attributes via the Fexfow moderator menu. If any vaue other than Off is seected, then the system automaticay mutes a ines in the conference so that conferees cannot communicate unti the moderator arrives. This option is ony avaiabe if a moderator is seected for the conference. The system wi end the meeting when the ast moderator hangs up. This option is ony avaiabe if a moderator is seected for the conference. In a secured conference, a moderator can prevent anyone from istening to or joining the conference. Specificay, operators cannot enter, record, scan, or isten to the conference. Moderators must press *7 on their teephone keypads during the conference to activate this feature. Moderators hear a tone or voice message to indicate that the conference is secured or unsecured. If operators seect the Mute A checkbox, Conferencing paces a conferees in the mute status when they join the conference. Moderators retain fu isten and tak privieges. 1 of 7 Operating Avaya Aura Conferencing June

46 Managing conferences Tabe 9: Genera Conference Options (continued) Feature PIN Mode Description 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 ist. When you create a new participant, the CRS generates a PIN code for each new participant and stores it in the PIN ist. The CRS Front End interface refers to this fied as User PIN. At conference booking time, you can specify a PIN Mode in the Options diaog on CRS Front End. The PIN Mode options are: Off System Conference If you seect Off, Conferencing does not use PIN codes for the conference reservation. If you seect System, 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 ist, which is stored in a database tabe on the bridge. The CRS creates this system PIN ist automaticay by aocating a PIN to each new participant that you add to a Cient s address book. If you seect Conference, Conferencing grants conference access to a participant ony if they have been invited to that conference. In other words, it grants access if a participant enters the correct passcode and a PIN code which matches any entry in that particuar conference s PIN ist. The CRS automaticay creates a conference PIN ist for each conference. The conference PIN ist contains the PINs of participants who have been specificay invited to that particuar conference. When you seect Conference, you have two options. You can enter the name of a PIN ist in the PIN List fied. Aternativey, you can eave the PIN List fied bank. If you eave it bank, Conferencing automaticay assigns the conference PIN ist to the conference. Behind the scenes, Conferencing uses this naming convention: c_conference reference.txt. If the conference reference is , Conferencing automaticay enters c_ txt in the PIN List fied. If you choose to enter the name of a PIN ist in the PIN List fied, you must know the exact name of the PIN ist. Ask your CRS system administrator for the names of any PIN ists that they have created and manuay oaded into Conferencing. Tip: Tip: You can view the conference reference number in the Reference coumn of the Check Avaiabiity Resuts diaog. In summary, if you seect System PIN mode, Conferencing accepts the PIN code of anyone in the Cient s address book. If you seect Conference, Conferencing ony accepts the PIN code of the peope you have invited to the conference. 2 of 7 46 Operating Avaya Aura Conferencing June 2010

47 Conference reservations Tabe 9: Genera Conference Options (continued) Feature Participant ID Mode Description Operators can add varying eves of security to the conference, using this option. If operators enabe the Participant ID Mode feature, Conferencing ensures that the PIN Mode is set to Off. You cannot use both features in a singe conference. Participant ID Mode has three options: Off: Disabes the Participant ID Mode feature. Identify: If operators seect Identify, a conference participants must enter an identifying number on their teephone keypad prior to entering the conference. In some cases, this number identifies an individua participant. In other cases, this number identifies a participant as an externa guest participant. For exampe, consider this scenario: The Conferencing soution is instaed in organization A. The participants in organization A a have an empoyee number as their identifying number. When these participants enter a conference, Conferencing can uniquey identify each individua. 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. A guests use the same number. As an operator, when you create participants using the CRS Front End, Conferencing aways automaticay aocates the guest number to these participants. You can view the identifying number on the Edit Participant diaog. Identify & Vaidate: If operators seect Identify and Vaidate, a conference participants must enter an identifying number and a PIN on their teephone keypad prior to entering the conference. In some cases, this number identifies and vaidates an individua participant. In other cases, this number identifies and vaidates a participant as an externa guest participant. For exampe, consider this scenario: As before, the Conferencing soution is instaed in organization A. The participants in organization A a have an empoyee number as their identifying number. They aso a have a secret PIN number. Conferencing notified participants of their secret PINs using e-mai notification. When these participants enter a conference, Conferencing can uniquey identify each individua and wi not grant conference access uness participants know their empoyee 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 vaidates them as a guest. A guests use the same numbers. Moderators who have access to the Avaya Web Porta appication can change their own secret PIN number. CRS system administrators can reset PIN numbers on behaf of a participant but operators cannot reset or change PIN numbers. 3 of 7 Operating Avaya Aura Conferencing June

48 Managing conferences Tabe 9: Genera Conference Options (continued) Feature Bast Mode Bast Annunciator Description This option is enabed when a moderator is seected for the conference. When operators enabe Bast Mode, Conferencing dias a ist of participants and pays them a series of audio prompts which invite them to join the conference. This ist of participants can be the ist of participants who are invited to the current conference. This is the conference participant ist. Aternativey, this ist of participants can be any ist which a CRS system administrator has saved on the Conferencing server. There are three settings for Bast Mode: OFF. Disabes the automatic Bast Dia feature. (Defaut) Manua. Conferencing dias out to the dia ist when a moderator presses *92. Auto. Conferencing dias out to the dia ist when the first moderator enters the conference. When operators seect Manua or Auto, Conferencing makes the Dia List fied avaiabe. Operators can: Leave the Dia List fied bank. Conferencing saves the current conference participant ist and makes it avaiabe for transfer to the Conferencing server. The fiename of the saved conference participant ist is the conference reference number. Enter a name for the current conference participant ist the Dia List fied. Conferencing saves the ist using the fiename that the operator enters and makes the fie avaiabe for transfer to the Conferencing appication server. Enter the name of a dia ist that is currenty saved on the Conferencing server the Dia List fied. Operators can obtain the names of currenty avaiabe dia ists from the CRS system administrator who has access to the server. Note: Note: If you want to associate an LDAP dia ist with the conference, you must seect Auto or Manua to enabe the LDAP Dia List checkbox. For more information, see Linking an LDAP dia ist on page 44. Enter an number for an annunciator message that the system wi pay during an (Auto) unattended Bast Dia. 4 of 7 48 Operating Avaya Aura Conferencing June 2010

49 Conference reservations Tabe 9: Genera Conference Options (continued) Feature NRP Mode NRP Annunciator Dia List LDAP Dia List Lecture Mode Description The system prompts caers to record their names and other reevant information when diaing in. NRP mode is ony avaiabe for unattended and fexfow conferences. The options for unattended conferences are: OFF. The system does not pay any NRP recording. (Defaut) Individua. The system pays a recording ony to the individua. Conference. The system pays a recording to the conference. Operator ony. The system pays a recording to the operator. The options for fexfow conferences are: OFF. The system does not pay any NRP recording. (Defaut) On. The system pays a recording ony to the individua. Enter a number for an annunciator message that prompts caers to record their names and other reevant information. This fied is aways avaiabe for attended conferences. For unattended conferences, Conferencing makes this fied avaiabe if operators seect Manua or Auto from the Bast Mode drop-down ist. In the Dia List fied, operator can: Leave the Dia List fied bank. Conferencing saves the current conference participant ist and makes it avaiabe for transfer to the Conferencing server. The fiename of the saved conference participant ist is the conference reference number. Enter a name for the current conference participant ist the Dia List fied. Conferencing saves the ist using the fiename that the operator enters and makes the fie avaiabe for transfer to the Conferencing server. Enter the name of a dia ist that is currenty saved on the Conferencing server the Dia List fied. Operators can obtain the names of currenty avaiabe dia ists from the CRS system administrator who has access to the server. Seect the LDAP Dia List checkbox to ink an LDAP group with the conference dia ist. In an enterprise, an LDAP group is a coection of members from the active directory server. For more information, see Linking an LDAP dia ist on page 44. If this option is seected, moderators can enter a DTMF key sequence to enter ecture mode. In ecture mode, the moderator s ine can be heard by a participants. Conferee ines are muted. This option reates to attended conferences ony. 5 of 7 Operating Avaya Aura Conferencing June

50 Managing conferences Tabe 9: Genera Conference Options (continued) Feature Q&A Poing Code Duration Entry/Leaving Tone Prompt Set Conf Viewer Bi Code Prompt Accounting Code Security Passcode Description If this option is seected, moderators can enter a DTMF key sequence to enter Q&A mode. In Q&A mode, a questioner s queue is enabed. Those who wish to ask a question can enter a DTMF key sequence to be added to the queue. Conferee ines are muted unti they reach the top of the queue. This option reates to attended conferences ony. If this option is seected, moderators can enter a DTMF key sequence to enter poing mode. In poing mode, conferees can vote for their preferred option from a ist of pre-configured options. This option reates to attended conferences ony. The Lecture Mode, Q&A and Poing fieds are for operator information ony. They popuate the schedue and are used by the operator to pan in advance for each conference. After the conference starts, the number of minutes that the conferee and moderator codes remain vaid. If set to 0, the passcodes are aways vaid. A tone or recorded voice message that participants hear whenever someone enters or eaves a conference. The foowing options are avaiabe: OFF: Omit tones or voice messages. (Defaut) System: Use the pre-configured defaut setting. Tone: Sound a tone. Message: Pay a voice message. Both: Sound a tone and pay a voice message. The Prompt Set fied indicates the anguage used in conference annunciation messages. CRS system administrators can configure up to 21 anguage types in the BSRes2 database. Lets moderators view an operator-attended conference using a web browser. Specificay, moderators can communicate with operators during Poing and Q&A sessions. Tracks biing codes for unattended and on-demand conferences. The system prompts the moderator to enter a biing code upon entering the conference. This option reates to Fexfow conferences ony. The system prompts the moderator to enter a biing code upon entering the conference. Accounting Code is the Fexfow equivaent of Bi Code Prompt. This option reates to Fexfow conferences ony. When this option is seected, conferees are prompted for an additiona security passcode before they can enter the conference. 6 of 7 50 Operating Avaya Aura Conferencing June 2010

51 Conference reservations Tabe 9: Genera Conference Options (continued) Feature Autoextend Ports Autoextend Duration Auto Record Contro Record Description If operators seect this option, Conferencing enabes a greater number of participants to join the conference than the number in the conference booking, if there are teephone ines avaiabe. If operators do not seect this option, Conferencing does not grant entry to any further participants once the number of participants in the conference booking arrive. If operators seect this option, Conferencing increases the ength of the conference beyond the aotted time, if there are system resources avaiabe. If operators do not seect this option, Conferencing ends the conference when it reaches the aotted time. Operators can seect this option to ensure that Conferencing automaticay records the conference. Operators can aso configure recording at company eve. If operators set Recording Mode to Mandatory at company eve, Conferencing automaticay records a conferences beonging to that company. Aso, Conferencing seects the Auto Record check box and makes it inaccessibe at conference eve to ensure that it is aways on for that company. For more information, see A short note on companies on page 13. As an aside, if operators set Recording Mode to Conference at company eve, Conferencing enabes operators to set Auto Record or Contro Record on a per-conference basis. Operators can seect this option to enabe moderators to choose to record their conferences if they wish. To start recording, moderators press the DTMF keypad sequence, *2. As with Auto Record, the configurations at company eve determine the options avaiabe at conference eve. If Operators set Recording Mode to DTMF menu at company eve, Conferencing aways enabes moderators to choose to record their conferences if they wish. This setting appies to a conferences for that company. Aso, Conferencing seects the Contro Record check box and makes it inaccessibe at conference eve to ensure that it is aways on for that company. For more information, see A short note on companies on page 13. As an aside, if operators set Recording Mode to Conference at company eve, Conferencing enabes operators to set Auto Record or Contro Record on a per-conference basis. 7 of 7 Operating Avaya Aura Conferencing June

52 Managing conferences Co-chairperson status When they create or edit conferences, operators can assign a co-chairperson for a conference. Co-chairpersons have the same privieges as moderators. For exampe, co-chairpersons can access the same DTMF keypad sequences as moderators. When operators assign co-chairperson status to a participant, Conferencing sends the participant a notification e-mai which incudes a specia co-chairperson passcode. When operators edit conferences, they can remove co-chairperson status from a participant. If they remove co-chairperson status, Conferencing sends the participant a notification e-mai to inform them that they no onger have co-chairperson status. In addition, Conferencing invaidates their co-chairperson passcode. Moderators with access to Avaya Web Porta or the Avaya Conference Scheduer Pug-ins for Microsoft Outook or IBM Lotus Notes can aso enabe and disabe co-chairperson status for their participants. This feature is especiay usefu if moderators expect that they may not be abe to attend their conference due to vacations or scheduing cashes. For more information on setting co-chairperson status using CRS Front End, see Setting a co-chairperson on page 63. Booking summary diaog A unique Booking Summary diaog dispays for each reservation. Figure 6 shows the Booking Summary diaog. Figure 6: Booking Summary Diaog 52 Operating Avaya Aura Conferencing June 2010

53 Reserving a conference The Booking Summary dispays information about the competed reservation. You may want to make note of the foowing items: DDI (Required) - Participants must know the DDI to enter a conference. Conferee Code - The passcode used by conferees to enter the conference. Moderator Code (Optiona) - The passcode used by moderators to enter the conference. Note: Note: Participants who use this passcode can access DTMF commands to manage the conference. Start and End times - The start and end times of the conference. Reserving a conference This section describes how to reserve a conference. It contains the foowing sections: Reserving a conference Seecting a DDI Confirming a conference reservation Resoving system resource avaiabiity issues Specifying payment detais Specifying contact detais Specifying participants Setting remaining options Reviewing reservation or conference detais Reviewing DDI and passcode detais Deeting a conference Suspending a conference Coning a reservation or a conference Operating Avaya Aura Conferencing June

54 Managing conferences Reserving a conference To reserve a conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. In the Starting At fied, enter the date and time. 4. In the Duration fied, enter the conference duration in minutes. 5. In the TimeZone ist, seect a time zone. 6. In the Participant fied, enter the expected number of participants. 7. If the system is a muti-cabinet system, seect a cabinet from the Cabinet ist. 8. From the Mode ist, seect a conference mode. 9. Proceed with the steps described in Seecting a DDI on page 54. Seecting a DDI To seect a DDI: 1. Foow the steps described in Reserving a conference on page Cick DNIS/DDI. The DDI diaog dispays. 3. Seect a DDI from the top pane. 4. Cick the green arrow. The DDI dispays in the ower pane. You can seect mutipe DDIs by pressing CTRL. 5. Cick OK. The Check Reservation diaog dispays. 6. Proceed with the steps described in Confirming a conference reservation on page Operating Avaya Aura Conferencing June 2010

55 Reserving a conference Confirming a conference reservation When the detais have been entered in the Check Reservation diaog, confirm the conference reservation as foows: 1. Foow the steps described in Seecting a DDI on page On the Check Reservation diaog, cick OK. The Check Avaiabiity Resuts diaog dispays. Figure 7 shows the Check Avaiabiity Resuts diaog. Figure 7: Check Avaiabiity Resuts Diaog 3. If there are avaiabe system resources, cick Confirm. The Confirm Reservation diaog dispays. If there are no avaiabe system resources, foow the steps described in 4. In the Name fied, enter a conference tite. 5. Cick OK. The Booking Summary dispays. The conference reservation is confirmed. 6. Cick OK to return to the Customer Bookings diaog. Operating Avaya Aura Conferencing June

56 Managing conferences Resoving system resource avaiabiity issues If CRS resources are not avaiabe for the conference: 1. Foow the steps described in Reserving a conference on page On the Check Avaiabiity Resuts diaog, cick ReCheck. The Recheck Conference diaog dispays. 3. Seect Fit. The CRS modifies the conference start and end times to meet the requested bridge resources. Aternativey, you can manuay reduce the number of participants or change the time and duration of the conference. 4. Cick OK. The Check Avaiabiity Resuts diaog dispays. 5. Proceed with the steps described in Confirming a conference reservation on page 55. Specifying payment detais To specify payment detais: 1. Foow the steps described in Seecting a DDI on page On the Check Reservation diaog, cick OK. The Check Avaiabiity Resuts diaog dispays. 3. If there are avaiabe system resources, cick Confirm. The Confirm Reservation diaog dispays. If there are no avaiabe system resources, foow the steps described in Resoving system resource avaiabiity issues on page If you want to ensure that moderators enter a vaid biing code on their teephone keypad before entering their conference, seect the Mandatory DTMF Biing Code checkbox. 5. From the Type ist, seect a payment type. 6. From the Number ist, seect a payment number. 7. In the Discount fied, enter a discount. 8. In the oca fied, enter a oca amount. 9. Proceed with the steps described in Specifying contact detais on page Operating Avaya Aura Conferencing June 2010

57 Reserving a conference Specifying contact detais To specify contact detais: 1. Foow the steps described in Seecting a DDI on page On the Check Reservation diaog, cick OK. The Check Avaiabiity Resuts diaog dispays. 3. If there are avaiabe system resources, cick Confirm. The Confirm Reservation diaog dispays. If there are no avaiabe system resources, foow the steps described in 4. In the Name fied, enter a contact name. 5. In the Phone fied, enter a teephone number for the contact. 6. Proceed with the steps described in Specifying a conference wecome message on page 57 Specifying a conference wecome message This feature may not be avaiabe on your version of Conferencing. For more information, contact your system administrator. To specify a wecome message that Conferencing pays to a conference participants as they join the conference: 1. Foow the steps described in Seecting a DDI on page On the Check Reservation diaog, cick OK. The Check Avaiabiity Resuts diaog dispays. 3. If there are avaiabe system resources, cick Confirm. The Confirm Reservation diaog dispays. 4. Cick Messages. The Messages diaog is dispayed. 5. Seect a message from the Wecome drop-down ist and cick OK. To record this message, operators require access to Avaya Bridge Tak. Operators can record and enter names for their own messages using Avaya Bridge Tak. The Standard Edition of Conferencing does not support Bridge Tak. Operating Avaya Aura Conferencing June

58 Managing conferences Specifying participants Note: Note: Conference size is determined by the conference bridge capacity. For exampe, some bridges can support up to 2000 peope in a singe conference. Your CRS system administrator can provide you with information regarding the maximum size of conferences in your network. There are two types of participant ist: Note: Cient participant ist This is a cient s persona ist of participants. It contains the names of a of their contacts. Conference participant ist This is a ist of the participants who are registered with a particuar conference. These participants can receive e-mai notifications in reation to the conference. Note: It is important to note that to join a conference participant ist, a participant must be a member of a cient participant ist. You can create new participants for the cient participant ist. You must create new participants, one at a time. Aternativey, you can import participants from an externa fie and add them directy to the cient participant ist or to the conference participant ist. This section describes a number of tasks in reation to participants: Creating new participants Adding participants from the cient ist to the conference participant ist Importing participants Setting a chairperson or moderator Setting a co-chairperson Creating new participants To create a new participant: 1. Foow the steps described in Seecting a DDI on page On the Check Reservation diaog, cick OK. The Check Avaiabiity Resuts diaog dispays. 3. If there are avaiabe system resources, cick Confirm. The Confirm Reservation diaog dispays. 58 Operating Avaya Aura Conferencing June 2010

59 Reserving a conference 4. Cick Conferees. The Conferees diaog is dispayed. Figure 8 shows the Conferees diaog. Figure 8: Conferees Diaog 5. Cick New. The New Participant diaog is dispayed. 6. Enter the new participant detais, such as Name, Dia number, Language, Description. Note: Note: Seect Traffic Charged to ensure the participant is bied for their ca. You can aso add aternative contact detais at this point. 7. Cick Ok. The CRS creates the new participant and dispays them in the cient participant ist. Adding participants from the cient ist to the conference participant ist The cient participant ist is dispayed in the top haf of the Conferees diaog. The conference participant ist is dispayed in the bottom haf of the Conferees diaog. To add a participant from the cient participant ist to the conference participant ist: 1. Foow the steps described in Creating new participants on page Doube-cick on the participant you wish to add to the conference ist. Operating Avaya Aura Conferencing June

60 Managing conferences Tip: Tip: Aternativey you can add the seected participant using the arrow buttons in the center of the diaog. Tip: Tip: You can seect mutipe participants by pressing CTRL. Importing participants You can import participants from an externa fie directy to the cient participant ist or the conference participant ist. To import participants to the cient participant ist: 1. Access the Conferees diaog by foowing the steps described in Creating new participants on page Cick the Import button beside the cient participant ist. The Choose participants fie to import diaog is dispayed. Tip: Tip: The cient participant ist is dispayed in the top haf of the Conferees diaog. The conference participant ist is dispayed in the bottom haf of the Conferees diaog. Figure 9: Choose Participants Fie to Import 60 Operating Avaya Aura Conferencing June 2010

61 Reserving a conference 3. Enter the path of the fie that you wish to import. Aternativey, you can use the Browse button to ocate the fie. The fie format must be a comma separated vaue (.CSV) fie. You can seect which interva vaue separates each fied. A ine separates each participant entry. In this exampe, showing two entries, a comma is used to separate each fied: Name,ContactPhone,ContactFax,ContactEMai,DiaOutNumber,ChargeTraff icind,adhocind,adhocorder,description,pin,languagetype,secondaryp hone,mobiephone "John Smith", , ,jsmith@avaya.com,987,,0,,Saes Manager,74850,Engish,, Mary Wash, ,,mwash@avaya.com, ,,0,,Marketing Manager,65790,Engish, , A number of participant properties are mandatory. Tabe 10 ists the mandatory and optiona fieds. Tabe 10: Participant List Coumns Mandatory Name DiaOutNumber LanguageType Optiona ContactPhone ContactFax ContactEMai ChargeTrafficInd AdHocInd Description PIN SecondaryPhone MobiePhone Note: Note: It is important that each participant ist entry contains vaues for the mandatory fieds. The import wi fai if each participant ist entry does not have a vaue for each of the mandatory fieds. Contact the CRS system administrator if you encounter an error message when you attempt to import the fie. 4. Specify which deimiter separates the fieds in your participant ist fie. 5. Cick OK. The CRS imports the fie and dispays the participants in the cient participant ist. You can add the participants to the conference participant ist as described in Adding participants from the cient ist to the conference participant ist on page 59. Operating Avaya Aura Conferencing June

62 Managing conferences Note: Note: You can import a participant ist from an externa fie to the conference participant ist using the same method. To import participants to the conference participant ist, cick the Import button beside the conference participant ist. Importing participants into the conference participant ist is a two step process. The CRS firsty imports the participants into the cient participant ist. The CRS then moves the participants from the cient participant ist into the conference participant ist. To import participants to the conference participant ist: 1. Access the Conferees diaog by foowing the steps described in Creating new participants on page Cick the Import button beside the conference participant ist. The Choose participants fie to import diaog is dispayed. Tip: Tip: The cient participant ist is dispayed in the top haf of the Conferees diaog. The conference participant ist is dispayed in the bottom haf of the Conferees diaog. 3. Enter the path of the fie that you wish to import. Aternativey, you can use the Browse button to ocate the fie. The vaidation rues that appy when importing participants into the cient participant ist aso appy when importing participants into the conference participant ist. 4. Specify which deimiter separates the fieds in your participant ist fie. 5. Cick OK. The CRS imports the participants into the cient participant ist at the top of the diaog. The CRS aso dispays a diaog which states the number of participants it has identified in the.csv fie. Figure 10: Information Diaog During Participant Import 6. Cick OK. The CRS moves the participants from the cient participant ist to the conference participant ist. 62 Operating Avaya Aura Conferencing June 2010

63 Reserving a conference Setting a chairperson or moderator To seect a chairperson: 1. Access the Conferees diaog by foowing the steps described in Creating new participants on page Seect a participant and cick Set Chairperson to specify a Chairman. 3. Cick OK. The Confirm Reservation diaog dispays. Setting a co-chairperson To seect a co-chairperson: 1. Access the Conferees diaog by foowing the steps described in Creating new participants on page Seect a participant and cick Set Co-Chair to give them co-chairperson status. Conferencing changes the participant s icon to represent co-chairperson status. Conferencing aso sends the participant an e-mai notification which incudes a specia co-chairperson passcode. 3. Cick OK. The Confirm Reservation diaog dispays. For more information on the co-chairperson feature, see Co-chairperson status on page 52. Setting remaining options To set the remaining options: 1. Foow the steps described in Seecting a DDI on page On the Check Reservation diaog, cick OK. The Check Avaiabiity Resuts diaog dispays. 3. If there are avaiabe system resources, cick Confirm. The Confirm Reservation diaog dispays. 4. Cick Options. The Options diaog dispays. 5. Seect E-mai Notification and enter a target e-mai address in the EMai Address fied 6. In the Comments fied, enter any additiona comments. 7. Seect the notification options as required. Operating Avaya Aura Conferencing June

64 Managing conferences 8. Seect additiona options as required. 9. Cick OK. The Booking Summary diaog dispays. Reviewing reservation or conference detais To review reservation or conference detais: 1. On the Customer Bookings diaog, seect a reservation or a singe conference. 2. Cick View Reservation or View Conference. If you cick View Reservation, the View Reservation diaog dispays. If you cick View Conference, the Seect View Type diaog dispays. 1. Seect the detais to review. You can review confirmation detais or resource detais. 2. Cick OK. The View Conference diaog dispays. 3. Review the detais, as required. Reviewing DDI and passcode detais To review DDI and passcode detais: 1. On the Customer Bookings diaog, seect a conference. 2. Cick the pus sign (+) to the eft of the conference icon. The DDI and passcode detais are dispayed in the right hand pane. 3. Review the detais, as required. Deeting a conference You can deete a singe instance of a conference, or, if the conference is a repeating conference, you can deete a future instances of the conference. Note: Note: Repeating conferences are aso caed recurring conferences. To deete a conference: 1. On the Customer Bookings diaog, seect a conference. 64 Operating Avaya Aura Conferencing June 2010

65 Reserving a conference 2. Cick Deete Conference. The CRS dispays the Seect Deete Type diaog. Figure 11: Seect Deete Type Diaog If the conference is a repeating conference, the Singe Deete option and the Recurring Deete option are both avaiabe. If the conference is a singe instance conference, the Singe Deete option is avaiabe but the Recurring Deete option is not avaiabe. 3. Seect Singe Deete to deete the seected conference or seect Recurring Deete to deete a future instances of the conference. 4. Cick OK. The Deete Conference diaog dispays. 5. Cick Deete. The seected conference is deeted or a future instances of the conference are deeted. Suspending a conference You can use the Suspend feature if you want to make a conference unavaiabe. To suspend a conference: 1. On the Check Avaiabiity Resuts diaog, seect a conference. 2. Cick Suspend. 3. Cick OK. The CRS removes the conference from the database. However, the CRS does not remove a conference that is: Sti in progress Competed but not yet bied Note: Note: Once the CRS suspends a conference, you can re-enabe it again, shoud you require it. For more information, see Enabing a conference if it is suspended on page 71. Operating Avaya Aura Conferencing June

66 Managing conferences Coning a reservation or a conference If you pan on booking a conference that is identica to previousy schedued conference, you can save time by coning (copying). Here are some important reminders: You ony need to change the start and end times of the conference. The coned conference must start after the origina conference has competed. The CRS retains the overa reservation detais; you need to edit each individua conference manuay. Note: You cannot cone demand conferences (uness you change the passcodes or seect Auto Code). Note: Some fied names can be modified by the CRS system administrator. This guide dispays the defaut fied names. To cone a reservation or a conference: 1. On the Customer Bookings diaog, seect a reservation or a conference. 2. Cick New Reservation or New Conference. A CRS Front End information diaog dispays. 3. Cick Yes. The Check Reservation diaog is dispayed. 4. Foow the steps described in Reserving a conference on page 54. Editing a conference As a CRS operator, you can edit conferences after you book them. You can edit a number of properties associated with the conference. The type of properties that you can edit depends on the state of the conference. For exampe, if the conference is in a Bied state, you cannot edit any properties. However, if the conference is in a Confirmed state, you can edit the confirmation detais and the resource detais. If the conference is in an In-progress state, you can edit the size and duration of the current conference. You can make your changes to a singe instance of the conference or, if the conference is a repeating conference, you can make your changes to a future instances of the conference. Editing confirmation detais Editing resource detais 66 Operating Avaya Aura Conferencing June 2010

67 Editing a conference Extending a conference Enabing a conference if it is suspended Editing confirmation detais You can edit conference confirmation detais. Confirmation detais incude the name of the conference, suppementary comments, the payment detais, the contact detais, the conferee detais, and additiona options such as notification options, moderator conference options, attended conference options, and advanced options. You can edit the confirmation detais associated with a singe seected conference. If the conference is a repeating or recurring conference, you can aso edit every future occurence of the seected conference. To edit confirmation detais: 1. Seect the conference you want to edit. 2. Cick Edit Conference. 3. The CRS dispays the Seect Edit Type diaog. Note: Note: The CRS dispays the state of the seected conference within square brackets in the Seect Edit Type diaog tite bar. Depending on the state of the conference, various options are enabed. Figure 12: Seect Edit Type Diaog 4. Seect Singe Confirmation Detais or, if the seected conference is a repeating conference, you can seect Recurring Confirmation Detais. Operating Avaya Aura Conferencing June

68 Managing conferences Note: Note: If you seect Singe Confirmation Detais, you can edit the confirmation detais associated with that singe conference. If you seect Recurring Confirmation Detais, you can edit the confirmation detais associated with a future instances of the recurring conference. 5. Cick OK. The CRS dispays the Change Conference diaog. 6. Make the changes you require. 7. Cick OK. The CRS appies the changes to the singe conference or to a future instances of the conference, as appropriate. Editing resource detais You can edit conference resource detais. Resource detais incude starting and ending times, duration, timezone, size, and DDI. You can edit the resource detais associated with a singe seected conference. If the conference is a repeating or recurring conference, you can aso edit every future occurence of the seected conference. To edit resource detais: 1. Seect the conference you want to edit. 2. Cick Edit Conference. 3. The CRS dispays the Seect Edit Type diaog. Note: Note: The CRS dispays the state of the seected conference within square brackets in the Seect Edit Type diaog tite bar. Depending on the state of the conference, various options are enabed. 68 Operating Avaya Aura Conferencing June 2010

69 Editing a conference Figure 13: Seect Edit Type Diaog 4. Seect Singe Resource Detais or, if the seected conference is a repeating conference, you can seect Recurring Resource Detais. Note: Note: If you seect Singe Resource Detais, you can edit the resource detais associated with that singe conference. If you seect Recurring Resource Detais, you can edit the resource detais associated with a future instances of the recurring conference. 5. Cick OK. The CRS dispays the Rebook Conference diaog. 6. Make the changes you require. 7. Cick OK. The CRS appies the changes to the singe conference or to a future instances of the conference, as appropriate. Extending a conference You can extend conferences that are currenty In-progress. You can extend conference size and conference duration. To extend conferences: 1. Seect the conference you want to extend. 2. Cick Edit Conference. 3. The CRS dispays the Seect Edit Type diaog. Operating Avaya Aura Conferencing June

70 Managing conferences Note: Note: The CRS dispays the state of the seected conference within square brackets in the Seect Edit Type diaog tite bar. Depending on the state of the conference, various options are enabed. Figure 14: Seect Edit Type Diaog 4. Seect Singe Extend. 5. Cick OK. The CRS dispays the Extend/Reduce Schedued Conference diaog. Figure 15: Extend/Reduce Schedued Conference 6. Enter the new duration or the new number of participants. 7. Cick OK. The CRS extends the In-progress conference. 70 Operating Avaya Aura Conferencing June 2010

71 Editing a conference Enabing a conference if it is suspended The CRS may suspend an on-demand conference if it remains unused for a configurabe period of time. For exampe, the CRS may suspend a on-demand conferences that remain unused for over 90 days. As a CRS operator, you can re-enabe any suspended conferences using the foowing steps. To enabe a suspended conference: 1. Seect the conference you want to enabe. 2. Cick Edit Conference. 3. The CRS dispays the Seect Edit Type diaog. Note: Note: The CRS dispays the state of the seected conference within square brackets in the Seect Edit Type diaog tite bar. Depending on the state of the conference, various options are enabed. Figure 16: Seect Edit Type Diaog 4. Seect Remove Suspension. 5. Cick OK. The CRS removes the suspension and makes the conference avaiabe. Operating Avaya Aura Conferencing June

72 Managing conferences 72 Operating Avaya Aura Conferencing June 2010

73 Chapter 5: Comparing conferences This chapter describes a number of different types of conference. It contains the foowing sections: Demand conferences Fexfow conferences Goba conferences Repeating conferences Perpetua conferences Demand conferences This section defines demand conferences. It aso describes how to book demand conferences. It contains the foowing sections: A short note on demand conferences Reserving a demand conference A short note on demand conferences A demand or on-demand conference is avaiabe whenever the Participants dia in. No additiona scheduing is required for each instance of a demand conference. Demand is a non-reserved conference that is aways avaiabe, on a first-come, first-served basis. The Customer Bookings diaog dispays a schedued conferences. An individua cient account may incude a mix of demand and reserved conferences. Demand conferences can be identified by the coor of the reservation icon (back). However, the CRS can fiter the tota number of reservations and dispay ony demand conferences. As an operator, you can reduce or increase the number of Participants for an in-progress demand conference. Operating Avaya Aura Conferencing June

74 Comparing conferences Reserving a demand conference To reserve a demand conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. Seect the Demand checkbox. The CRS disabes the Starting at, Duration, and Ending At fieds. Duration defauts to 1440 minutes for a demand conference. 4. Proceed with the steps described in Reserving a conference on page 53. Fexfow conferences This section defines fexfow conferences. It aso describes how to book fexfow conferences. It contains the foowing sections: A short note on fexfow conferences Reserving a fexfow conference A short note on fexfow conferences A fexfow conference is a specific type of demand conference. In fexfow conferences, a ca routing is based on the conferee passcode. In addition to the conferee passcode, moderators enter a moderator passcode, which grants access to a moderator-specific menu. Using this menu, moderators can edit conference attributes via DTMF from their teephone keypad. 74 Operating Avaya Aura Conferencing June 2010

75 Goba conferences Fexfow conferences have a number of attributes, which are not associated with reguar conferences. These are described in Tabe 11. Tabe 11: Fexfow Conference Attributes Attribute Security Code Accounting Code Conference Modification Description Operators and moderators can associate an additiona security code with a fexfow conference. Participants must enter this security code after they enter their passcode(s). The security code is often caed a second eve passcode. The Accounting Code is used for biing purposes. The system prompts the moderator to enter a biing code upon entering the conference. For unattended conferences, this fied is caed Bi Code Prompt. Operators can enabe or disabe the fexfow conference modification feature. If the fexfow conference modification feature is disabed, moderators cannot edit conference attributes via DTMF. Ony DDIs that support the fexfow conference type, are dispayed on the DDI Seection diaog. Reserving a fexfow conference To reserve a fexfow conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. From the Mode ist, seect Fexfow. 4. Proceed with the steps described in Reserving a conference on page 53. Goba conferences This section defines goba conferences. It aso describes how to book goba conferences. It contains the foowing sections: A short note on goba conferences Operating Avaya Aura Conferencing June

76 Comparing conferences Reserving a goba conference A short note on goba conferences Goba conferences are demand or schedued, unattended conferences that exist on mutipe CRSs. Operators book goba conferences ocay on a CRS, which assigns a Goba Conference ID. If severa active conferences share the same Goba Conference ID, a feature caed mutisite inks them together using specific moderator virtua ink ines (VLLs) caed AutoVLLs, which do not transmit DTMF signas. You can create goba conferences using the Web Porta or CRS. You must incude a moderator to contro conference features, such as ecture or secure. To avoid resource and security code conficts, do not schedue directy on a bridge. You shoud ony schedue goba conferences using a CRS, which propagates goba conferences across a other CRSs in the MutiSite network. When you seect Goba, the CRS automaticay sets the moderator fag for the conference. For more information on mutisite, see Administering Conferencing Servers and Administering Conferencing Appications which are avaiabe on support.avaya.com. Reserving a goba conference To reserve a goba conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. Seect the Goba checkbox. 4. Proceed with the steps described in Reserving a conference on page 53. Repeating conferences This section defines repeating conferences. It aso describes how to book repeating conferences. It contains the foowing sections: A short note on repeating conferences Reserving a daiy conference Reserving a weeky conference 76 Operating Avaya Aura Conferencing June 2010

77 Repeating conferences Reserving an every-second-week conference Reserving a week-in-month conference Reserving a date-in-month conference A short note on repeating conferences You can schedue a one-time conference, or a daiy, weeky or monthy conference, for a predefined time period. Repeating conferences are sometimes caed recurring conferences. Note: Note: In this reease of Conferencing, Avaya has improved CRS response times. When you book a repeating conference with up to 10 recurrences, the CRS server wi return a response within 10 seconds. Reserving a daiy conference To reserve a daiy repeating conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. Seect Repeating. 4. Enter the number of conferences in the Conferences fied or seect an end date from the End Date ist. If you seect an end date, the CRS Front End aso prompts you to specify a imit to the number of conferences. You must enter a vaue ess than the maximum number of conferences that your Meeting Exchange server aows. For exampe, your server coud be resticted to 52 repeating conferences. In this case, you must specify a vaue ess than From the Frequency ist, seect Daiy. A CRS Front End information diaog dispays. 6. Cick Yes to specify excusion days. 7. Proceed with the steps described in Reserving a conference on page 53. Operating Avaya Aura Conferencing June

78 Comparing conferences Reserving a weeky conference To reserve a weeky repeating conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. Seect Repeating. 4. Enter the number of conferences in the Conferences fied or seect an end date from the End Date ist. If you seect an end date, the CRS Front End aso prompts you to specify a imit to the number of conferences. You must enter a vaue ess than the maximum number of conferences that your Meeting Exchange server aows. For exampe, your server coud be resticted to 52 repeating conferences. In this case, you must specify a vaue ess than From the Frequency ist, seect Weeky. The CRS enabes the Day ist. 6. From the Day ist, seect the day on which you wish to schedue the conference. 7. Proceed with the steps described in Reserving a conference on page 53. Reserving an every-second-week conference To reserve an every-second-week repeating conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. Seect Repeating. 4. Enter the number of conferences in the Conferences fied or seect an end date from the End Date ist. If you seect an end date, the CRS Front End aso prompts you to specify a imit to the number of conferences. You must enter a vaue ess than the maximum number of conferences that your Meeting Exchange server aows. For exampe, your server coud be resticted to 52 repeating conferences. In this case, you must specify a vaue ess than From the Frequency ist, seect Every 2nd week. The CRS enabes the Day ist. 6. From the Day ist, seect the day on which you wish to schedue the conference. 78 Operating Avaya Aura Conferencing June 2010

79 Repeating conferences 7. Proceed with the steps described in Reserving a conference on page 53. Reserving a week-in-month conference To reserve a week-in-month repeating conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. Seect Repeating. 4. Enter the number of conferences in the Conferences fied or seect an end date from the End Date ist. If you seect an end date, the CRS Front End aso prompts you to specify a imit to the number of conferences. You must enter a vaue ess than the maximum number of conferences that your Meeting Exchange server aows. For exampe, your server coud be resticted to 52 repeating conferences. In this case, you must specify a vaue ess than From the Frequency ist, seect Week-in-Month. The CRS enabes the Day and Week ists. 6. From the Day ist, seect the day on which you wish to schedue the conference. 7. From the Week ist, seect the week on which you wish to schedue the conference. 8. Proceed with the steps described in Reserving a conference on page 53. Reserving a date-in-month conference To reserve a date-in-month repeating conference: 1. On the Customer Bookings diaog, seect a cient. 2. Cick Create Reservation. The Check Reservation diaog dispays. 3. Seect Repeating. 4. Enter the number of conferences in the Conferences fied or seect an end date from the End Date ist. If you seect an end date, the CRS Front End aso prompts you to specify a imit to the number of conferences. You must enter a vaue ess than the maximum number of conferences that your Meeting Exchange server aows. For exampe, your server coud be resticted to 52 repeating conferences. In this case, you must specify a vaue ess than 52. Operating Avaya Aura Conferencing June

80 Comparing conferences 5. From the Frequency ist, seect Date-in-Month. The CRS enabes the Date ist. 6. From the Date ist, seect the date on which you wish to schedue the conference. 7. Proceed with the steps described in Reserving a conference on page 53. Perpetua conferences To book a perpetua conference, you must schedue a repeat booking in which the number of conferences equas the maximum possibe conferences in a singe booking. A perpetua conference is a repeat conference that is automaticay extended. This occurs without any operator or system administrator intervention. An optiona e-mai is transmitted to confirm the conferences that have been successfuy extended. Any conferences that fai to be rebooked automaticay are indicated in the e-mai, aong with the cause. A possibe cause woud be if the passcode had been aocated to another conference. The faiure reason is aso dispayed on the CRS. Perpetua conferences are extended by a script that runs at configurabe intervas (by defaut, the script runs on a weeky basis) to check whether any conference bookings require an extension. Avaya system administrators can specify a number of parameters in reation to perpetua conferences. These parameters incude the foowing: The maximum number of possibe conferences in a singe booking The number of days by which a perpetua conference shoud be extended Whether e-mais are sent for perpetua conference extensions The e-mai address to which these confirmation e-mais are sent Consut your Avaya system administrator for more information. To book a perpetua conference, book a conference that repeats for the exact number of times specified as the maximum number of conferences in a singe booking. For more information, see Repeating conferences on page 76. If you attempt to book a greater number of repeating conferences, an error message is dispayed. If you book fewer conferences, the repeating conference is not interpreted as a perpetua conference. When a confirmation e-mai is received, it is important to check whether any of the conferences coud not be extended. If a conference coud not be automaticay extended, you can verify the cause on the CRS and consut the Organizer to make aternative arrangements. 80 Operating Avaya Aura Conferencing June 2010

81 Chapter 6: Viewing schedued conferences This chapter describes the schedue feature on the CRS Front End. It contains the foowing sections: Searching the schedue Reviewing resource usage Reviewing CDRs Customizing the schedue Searching the schedue This section describes how to search for companies, cients, and conferences. It contains the foowing sections: A short note on searching Searching for companies Searching for cients Searching for conferences Searching for reservations A short note on searching Note: Note: In this reease, Avaya has improved CRS server response times. Now, when you search for an object using the CRS Front End, the search resuts are dispayed in ess than five seconds where ess than 50 records are returned. You can use the CRS Search command to quicky access company, cient, conference or reservation information. Use the shortcuts ALT+s to start a search and ALT+r to cear the fieds in the Search Resuts diaog. The Search button is ocated on the Customer Bookings diaog. Operating Avaya Aura Conferencing June

82 Viewing schedued conferences Figure 17 shows the Company Search diaog Figure 17: Company Search Diaog Figure 18 shows the Cient Search diaog. 82 Operating Avaya Aura Conferencing June 2010

83 Searching the schedue Figure 18: Cient Search Diaog Figure 19 shows the Conference Search diaog. Figure 19: Conference Search Diaog Operating Avaya Aura Conferencing June

84 Viewing schedued conferences Figure 20 shows the Reservation Search diaog. Figure 20: Reservation Search Diaog Tabe 12 ists the avaiabe fieds. Tabe 12: Avaiabe fieds Fied #Ref Name Externa String Externa ID Account EMai Description The unique number automaticay generated by the CRS. The name associated with the company, cient or conference. A ink to an outside database. Companies and cients can be referenced in an externa system and this fied associates the entry in the periphera system with the entry in the CRS database. A ink to an outside database. Just ike Externa String, this fied inks a company or cient reference in an externa database with their entries in the CRS database. The six/tenfour digit account number generated automaticay for each new cient. (Cient-specific) The cient s main contact e-mai address. (Cient-specific) 1 of 2 84 Operating Avaya Aura Conferencing June 2010

85 Searching the schedue Tabe 12: Avaiabe fieds (continued) Fied Main Phone Main ICC Company Name Conferee Code Moderator Code Goba ID Type Date Status Demand Repeating Contact Name Description The cient s main contact teephone number. (Cient-specific) The cient s internationa caing card reference. (Cient-specific) The name of the company associated with the cient or reservation you wish to find. (Cient and Reservation Search) The conferee passcode set when creating the conference. (Conference-specific) The moderator passcode for the conference. (Conference-specific) The unique goba ID automaticay generated by the CRS. (Conference-specific) The type associated with the conference you wish to find. Types incude Meet-Me Direct and Fexfow. For more information on conference types, see Comparing conferences on page 73. (Conference-specific) Finds ony those conferences that took pace on the specified date. (Conference-specific) Locates ony those conferences that meet the defined status, such as Provisiona or Confirmed. (Conference-specific). For more information, see Tabe 13. Under States, cick A twice to seect a options, if necessary. If you seect yes in the Demand drop-down ist, the CRS ocates ony those conferences that meet the Demand reservation type. (Conference-specific) Conferences can be singe instance conferences or recurring conferences. Recurring conferences are aso caed repeating conferences. Conferences can aso be ad-hoc conferences. Ad-hoc conferences are conferences that are reserved using DTMF keypad sequences. (Reservation-specific) The contact name of the cient who is associated with the reservation. For more information on the Contact diaog, see Modifying contact detais on page 29. (Reservation-specific) 2 of 2 If you do not specify a company, cient, or conference, the Search Resuts diaog dispays a instances of each chosen fied. You can sort the search resuts by cicking an individua coumn. Operating Avaya Aura Conferencing June

86 Viewing schedued conferences Tabe 13 descibes conference states. Tabe 13: Conference States Fied Provisiona Confirmed Suspended In Progress Bied Competed Not Avaiabe Canceed Description A conference that is schedued to occur at a specific time. Some of the conference detais have yet to be confirmed. Ony a conference booked on the Web can have this status. A conference that is schedued to occur at a specific time with a detais confirmed A conference that is schedued to occur at a specific time. Some of the conference detais have yet to be confirmed. As the conference has yet to be confirmed, no system resources are reserved at this stage. For more information, see Suspending a conference on page 65. A conference that is currenty in progress on the system. A competed conference that was bied to the cient. A competed conference that is not bied to the cient yet. A conference that is schedued but no onger avaiabe because system resources were reaocated to another conference with a higher priority. A conference that was schedued to occur but has since been canceed. The From and To fieds defaut to a 24-hour time span. Seect A to make sure that a conferences are isted in the Schedue diaog. MutiSystem CRSs hande much arger voumes of conferences than reguar CRS systems. The Schedue diaog has been modified to be more seective so that arge and unwiedy searches are minimized. Large searches pace a heavy oad on the CPU and can sow down the system. CRS System Administrators can adjust system settings to dispay ony in-progress conferences or conferences that start at a configurabe period of time from the present time. The aim of these modifications is to minimize the voume of data sent to the CRS. 86 Operating Avaya Aura Conferencing June 2010

87 Searching the schedue Searching for companies To search for a company: 1. On the Customer Bookings diaog, cick Search. The Search Resuts diaog dispays. 2. Cick Company. 3. Enter information in one or more of the foowing fieds: #Ref Name Externa String Externa ID 4. Cick Search Now. The resuts dispay. 5. Doube-cick a company to view more detais. Searching for cients To search for a cient: 1. On the Customer Bookings diaog, cick Search. The Search Resuts diaog dispays. 2. Cick Cient. 3. Enter information in one or more of the foowing fieds: #Ref Name Externa String Externa ID Account EMai Main Phone Main ICC Company Name Operating Avaya Aura Conferencing June

88 Viewing schedued conferences 4. Cick Search Now. The resuts dispay. 5. Doube-cick a cient to view more detais. Searching for conferences This section describes how to search for conferences. You can search for conferences using the Search button or using the Schedue button. This section contains the foowing sections: Searching for conferences using the Search button Searching for conferences that are currenty in progress Searching for a conferences on a defined date and time Searching for a conferences over a 24-hour period Searching for conferences by status Searching for conferences using the Search button To search for a conference: 1. On the Customer Bookings diaog, cick Search. The Search Resuts diaog dispays. 2. Cick Conference. 3. Enter information in one or more of the foowing fieds: #Ref Name Conferee Code Moderator Code Goba ID Date Type Status Demand 4. Cick Search Now. The resuts dispay. 5. Doube-cick a conference to view more detais. 88 Operating Avaya Aura Conferencing June 2010

89 Searching the schedue Searching for conferences that are currenty in progress To search for a conference that is currenty in progress: 1. On the Customer Bookings diaog, cick Schedue. The Schedue diaog dispays. 2. Cick Now. A conferences taking pace within the hour are dispayed. 3. Cick OK to return to the Customer Bookings diaog. Searching for a conferences on a defined date and time To search for a conference on a defined date and time: 1. On the Customer Bookings diaog, cick Schedue. The Schedue diaog dispays. 2. Enter a start time in the From fied. 3. Enter an end time in the To fied. 4. Seect a date from the caendar in the Date pane. A conferences matching these search criteria are dispayed. 5. Cick OK to return to the Customer Bookings diaog. Searching for a conferences over a 24-hour period To search for a conference over a 24-hour period: 1. On the Customer Bookings diaog, cick Schedue. The Schedue diaog dispays. 2. From the Date pane, seect a date from the caendar. 3. Cick Fu. 4. Cick A if required. A conferences matching these search criteria are dispayed. 5. Cick OK to return to the Customer Bookings diaog. Searching for conferences by status To search for a conference by status: 1. On the Customer Bookings diaog, cick Schedue. The Schedue diaog dispays. Operating Avaya Aura Conferencing June

90 Viewing schedued conferences 2. Cick A once or twice to cear a seected options. 3. Seect the conference states you wish to view. A conferences matching these search criteria are dispayed. 4. Cick OK to return to the Customer Bookings diaog. Searching for reservations Tip: Tip: It is a good idea at this point, to draw a cear distinction between reservations and conferences. As a CRS operator, you can create reservations using the New Reservation button on the CRS Customer Bookings Front End. A reservation can consist of a singe instance of a conference. A reservation can aso consist of a number of recurring conferences. To search for a reservation: 1. On the Customer Bookings diaog, cick Search. The Search Resuts diaog dispays. 2. Cick Reservation. 3. Enter information in one or more of the foowing fieds: #Ref Conference Name Contact Name Cient Name Company Name Conferee Code Moderator Code Demand Repeating 4. Cick Search Now. The resuts dispay. 5. Doube-cick a reservation to view more detais. 90 Operating Avaya Aura Conferencing June 2010

91 Reviewing resource usage Reviewing resource usage This section describes how to review resource usage. It contains the foowing sections: A short note on resource usage Reviewing resource usage A short note on resource usage The CRS dispays the difference between resources avaiabe (TR) and resources in use (UR) by means of a graph, which you can modify to suit your preferences. You can choose from a seection of 2D or 3D graphica types. The graph dispays resource information for the PRI card. PRI provides a ink between the conferencing system and ports. By anayzing the PRI cards reationship with the CRS, you can determine whether enough resources are avaiabe to cope with demand. If the conferencing system contains more than one cabinet shef, you can change the seection in the Resource Usage diaog. Reviewing resource usage To review resource usage: 1. On the Customer Bookings diaog, cick Schedue. The Schedue diaog dispays. 2. Cick Graph. The Resource Usage diaog dispays. 3. From the Chart ist, seect a chart type. 4. From the Type ist, seect a resource. 5. From the Zoom ist, seect a eve of detai. 6. From the Cabinet ist, seect a cabinet. The resource usage graph is dispayed. 7. Cick OK to return to the Customer Bookings diaog. Operating Avaya Aura Conferencing June

92 Viewing schedued conferences Reviewing CDRs This section describes how to review caer detai records. It contains the foowing sections: A short note on caer detai records Reviewing CDRs A short note on caer detai records You can view participant detais in the CRS after a conference ends and is bied. Use the Caers diaog to verify: Conference duration. The conference start and end times dispay in the read-ony fieds above the caers dispay pane. Conference attendance. The ower pane dispays a brief summary of each conference participant and a read-ony Size fied that dispays the tota number of caers in the conference. Individua ca records. The CRS provides information about each caer invoved in the conference. Reviewing CDRs To review CDRs: 1. On the Customer Bookings diaog, cick Schedue. The Schedue diaog dispays. 2. Foow the steps described in Searching for conferences on page Seect a bied conference. 4. Cick Caers. The Caers for conference diaog dispays. 5. If required, cick Export to save the CDRs as a.txt or.csv fie. 92 Operating Avaya Aura Conferencing June 2010

93 Customizing the schedue Customizing the schedue This section describes how to customize the schedue. It contains the foowing sections: A short note on schedue view Customizing the schedue A short note on schedue view The Schedue View provides a synopsis of each conference schedued on the system. You can seect the fieds you woud ike to see dispayed in coumns. Figure 21 shows the Schedue View. Figure 21: Schedue View By defaut, the Schedue View must incude the Conference fied, which dispays the read-ony reference number under #Conference. You can rearrange the coumns by dragging and dropping the fied into the new position. Operating Avaya Aura Conferencing June

94 Viewing schedued conferences Tabe 14 ists the customizabe fieds in the Schedue View. Tabe 14: Customizabe Fieds in the Schedue View Fied Status Start Time End Time Name Priority Language Operator Type DDI Conferee Code Moderator Code Participants Data Adv. Conference Demand Timezone Timezone Start Duration Cient Name Cient Disabed Company Name Description The status of the schedued conference. The time the conference is due to begin, preceded in parenthesis by the date in the month that the conference begins. The time the conference is due to end, preceded in parenthesis by the date in the month that the conference ends. The name of the conference. The conference priority. Priority dictates whether conference resources can be reaocated or not depending on its eve of importance. The native anguage seected in the Check Conference diaog box suitabe for the schedued conference. The type of operator service seected for this conference, when indicated. The diaing detais required to enter the schedued conference. The conferee passcode defined for the schedued conference. The moderator passcode defined for the schedued conference. The number of participants attending the schedued conference. Permits conference participation through Data Conferencing, a Webbased appication used to present onine data during a ive conference. A schedued conference that is posted on a Web page prior to the conference start date. An avaiabe schedued on-demand conference. The time zone seected for the conference. The start time of the conference (in the seected time zone). The duration entered for the schedued conference. The name of the cient for whom the conference was schedued. Disabed cient conferencing privieges. The name of the company for which the conference was schedued. 1 of 2 94 Operating Avaya Aura Conferencing June 2010

95 Customizing the schedue Tabe 14: Customizabe Fieds in the Schedue View (continued) Fied Company Disabed Goba Goba ID Cabinet Q&A Poing Lecture Description Disabed company conferencing privieges. A conference that the CRS propagates across a other CRS servers in a MutiSite network. The identification number aocated to the goba conference. The cabinet associated with the current conference. A conference for which Q&A is enabed. Q&A is enabed via the Options diaog at the time of booking. A conference for which poing is enabed. Poing is enabed via the Options diaog at the time of booking. A conference for which ecture mode is enabed. Lecture mode is enabed via the Options diaog at the time of booking. 2 of 2 Customizing the schedue To customize the schedue: 1. On the Customer Bookings diaog, cick Schedue. The Schedue diaog dispays. 2. Cick View. The Schedue View diaog dispays. 3. Seect each of the coumns you wish to dispay. 4. Cick OK to save your seections and return to the Schedue diaog. Operating Avaya Aura Conferencing June

96 Viewing schedued conferences 96 Operating Avaya Aura Conferencing June 2010

97 Chapter 7: Printing and exporting This chapter describes how to print and export on the CRS Front End. It contains the foowing sections: Printing Exporting Printing This section describes how to print company detais, cient detais, conference detais, and reservation detais. It contains the foowing sections: A short note on printing Printing companies Printing cients Printing reservations Printing conferences Tip: Tip: You can use the Print Conference option to view a ist of a the participants who attended the conference. The Fu Conference Report ists a participants, incuding their name, teephone number, and contact e-mai address. A short note on printing The CRS generates the foowing types of reports: Company Cient Reservation Conference You can print cient detais with or without a participant ist. Choose: With Participant ist to print a cient report with a participant ist. Operating Avaya Aura Conferencing June

98 Printing and exporting Without Participant ist to print a cient report without a participant ist. Simiary, when printing reservations or conferences, you can choose to print a fu report or a short report. Printing companies To print company detais: 1. On the Customer Bookings diaog, seect a company. 2. Cick Print Company. The Company Report diaog dispays. Figure 22 shows the Company Report diaog Figure 22: Company Report Diaog 3. Cick Print. The CRS sends the company detais to the printer. Printing cients To print cient detais: 1. On the Customer Bookings diaog, seect a cient. 98 Operating Avaya Aura Conferencing June 2010

99 Printing 2. Cick Print Cient. The Cient Report diaog dispays. Figure 23 shows the Cient Report diaog Figure 23: Cient Report Diaog 3. Seect a report type. 4. Cick Print. The CRS sends the company detais to the printer. Printing reservations To print reservation detais: 1. On the Customer Bookings diaog, seect a reservation. 2. Cick Print Reservation. The Reservation Report diaog dispays. Figure 24 shows the Reservation Report diaog Operating Avaya Aura Conferencing June

100 Printing and exporting Figure 24: Reservation Report Diaog 3. Seect a report type. 4. Cick Print. The CRS sends the reservation detais to the printer. Printing conferences Tip: Tip: You can use the Print Conference option to view a ist of a the participants who attended the conference. The Fu Conference Report ists a participants, incuding their name, teephone number, and contact e-mai address. To print conference detais: 1. On the Customer Bookings diaog, seect a conference. 2. Cick Print Conference. The Conference Report diaog dispays. 3. Seect Fu Report to view a detaied description of the conference. Figure 25 shows the Conference Report diaog 100 Operating Avaya Aura Conferencing June 2010

101 Exporting Figure 25: Conference Report Diaog 4. Cick Print. The CRS sends the conference detais to the printer. Exporting This section describes how to export data to a number of format types. It contains the foowing sections: A short note on exporting Exporting data from a conference report Exporting data directy from a seected conference A short note on exporting Once the CRS Front End generates a report, you can export the data to a format compatibe with most Microsoft operating systems. You can use severa fie types, such as Text (TXT) or Comma Separated Vaue (CSV) fies. Operating Avaya Aura Conferencing June