Avaya Groupware Edition for IBM Lotus Help

Transcription

1 Avaya Groupware Edition for IBM Lotus Help

2 Table of Contents Welcome to Groupware Edition for IBM Lotus Help...4 Overview...5 What is Groupware Edition for IBM Lotus?...5 Where is Groupware Edition located on the interface?...5 How to use the Meeting Center...6 How to use the meeting center...6 Meeting Center...7 Scheduling start now teleconferencing meetings...8 Scheduling start now teleconferencing meetings...8 Scheduling recurring teleconferencing meetings Joining an instant meeting Joining a scheduled conference Using the Join the Call option Use Join the Call to dial out to a new participant Use Join the Call to dial out to an existing participant Background information Using the Call Me option Use Call Me to dial out to a new participant Use Call Me to dial out to a data participant Background information Associating a data line with audio To associate one name To associate multiple names Using teleconference button commands Using moderator touch-tone conference commands Viewing teleconference details Viewing participant information To view or hide the participant list To view or hide participant details... 23

3 Ending a conference Contact Us About Groupware Edition Glossary New features Legal Information Disclaimer Warranty License Copyright Security and virus disclaimer Trademarks... 32

4 Welcome to Groupware Edition for IBM Lotus Help This help file describes the procedures for applying teleconferencing functionality to data conference calls. See also: Overview About Groupware Edition Legal Information

5 Overview WHAT IS GROUPWARE EDITION FOR IBM LOTUS? Groupware Edition is a reservationless audio conferencing solution designed for use with thirdparty applications and portals. Using Groupware Edition, you can quickly set up audio and data on-line conference calls that are accessible by telephones and computer applications. WHERE IS GROUPWARE EDITION LOCATED ON THE INTERFACE? Groupware Edition teleconference tools and commands appear in the: Tools menu. Choose Tools > Teleconferencing Bridge from the menu bar. Upper right-hand pane (as shown) Click to view teleconference details, such as call-in numbers, toll-free numbers, auxiliary numbers (if any), PIN numbers, and passcodes for the teleconference.

6 How to use the Meeting Center HOW TO USE THE MEETING CENTER To Instructions Attend a meeting Click on the meeting name and, if required, enter the meeting password. Edit a meeting Moderators or meeting creators can use this procedure to edit the meeting before it begins: 1. Click Edit Meeting to modify details. 2. When finished, click Save to save your changes (or click Cancel). Delete a meeting Moderators or meeting creators can use this procedure to delete the meeting before it begins: 1. Click Delete Meeting to remove the meeting from the database. 2. At the prompt, click OK (or click Cancel). If a meeting does not appear: 1. Obtain the meeting name from the meeting moderator. 2. Click Unlisted Meeting in the Meeting Center and enter the meeting name. Unlisted meetings provide added security. However, some meetings are designated as hidden meetings. For complete instructions on using the Meeting Center, see the Sametime help link on the Meeting Center page. See Meeting Center.

7 Meeting Center The Meeting Center lists views, such as New Meeting and Active. View Description New Meeting Creates a new meeting that can start right away or in the future. Active Displays active meetings. Scheduled Lists scheduled meetings. Finished Displays finished meetings. You can click on a name to view the meeting details. Today Lists meetings that are scheduled for today. Unlisted Meeting Displays a search box in which you can enter a meeting name to attend or locate and unlisted meetings. All Meetings Lists all active, scheduled, and finished meetings. My Meetings Displays a list of your meetings, which makes it easy for you to locate and join the conference calls. Be sure to log on to the server prior to viewing this list. Recorded Calendar Test Meeting Lists recorded or imported recorded meetings. Displays a calendar of scheduled meetings in two-day, one-week, and twoweek views. Ensures that the system is functioning properly before the meeting takes place. For example, you can test your audio and video equipment. See also: Scheduling start now teleconferencing meetings Scheduling recurring teleconferencing meetings

8 Scheduling start now teleconferencing meetings You can create a meeting that starts right away by clicking the New Meeting link on the Meeting Center page. Reminder: Be sure to log on the server before scheduling meetings. See link located in upper right-hand corner of Meeting Center page. To schedule a meeting from the New Meeting page: 1. Click Schedule a Meeting (on the Welcome page) or New Meeting (on the Meeting Center page). 2. Click the Essentials tab. a. In the Meeting type box, select a meeting type. Type Designed for Collaboration Small work groups and brainstorming sessions Highly interactive meetings with multiple presenters Moderated Presentation or Demo Presentations, seminars, and structured meetings Moderately interactive meetings with few presenters Broadcast Presentation or Demo Large presentations Minimal participant interaction b. In the Meeting name box, enter a name for the meeting. c. In the Moderator box, use the name listed. (Or click Change to change your user name.) If you do not have a moderator code, see your system administrator. If there is an Expected Participants box, enter the number of participants planned for the meeting. If you selected the Broadcast Presentation or Demo meeting type, choose presenters for the meeting by clicking Add or Remove Presenters. If not, go to step f. To record meeting data, select Record this meeting so that others can replay it later. (Optional)

9 3. Click the Security tab to view a list of users administered in Domino. (Optional) a. In the Add or Remove People dialog, select the desired directory in the Directory box. b. Select the names of the people you want to attend the meeting from the directory list. Tip: Select names one at a time or press the Ctrl key and click to select multiple names. c. Click Add. d. After all desired participants have been added to the Restrict To list, click OK. Note: Sametime generates a PIN that is associated with every user in a conference. For basic meetings, the only way to access a PIN is to join the data conference after it has started. When the Restrict To list is used, however, PINs are generated during conference creation and can be accessed prior to the meeting. 4. To provide telephone audio for participants, click the Tools tab and enter: Audio bridge information Enter a Description Moderator Code Code used by the moderator to enter the conference. Conferee Code Code used by the participant to enter the conference. Billing Code Secondary billing code for the conference. (Optional) Sign-in Name Account name of the person scheduling a conference on the bridge. Password Password associated with a sign-in name.

10 PIN information Select Description Any PIN Accept any PIN code to get into conference. No PIN Do not prompt for PIN codes. Validate PIN Restrict access if PIN code fails. When sending out a meeting notification, be sure to include audio passcodes that are pre-configured on the bridge. Participants will need to enter a code on their telephone keypads to establish an audio path for the conference. 5. Select any of the other tabs and enter additional information to customize your meeting. (Optional) 6. Click Start Now. 7. Click Save. If the server does not have enough space for your meeting, return to the Essentials tab and either reschedule the meeting or reduce the number of participants. See Scheduling recurring teleconferencing meetings.

11 Scheduling recurring teleconferencing meetings Schedule meetings over a period of time to collaborate and review data or documents, save whiteboard comments, or record the session for later use. Reminder: Be sure to log on the server before scheduling meetings. See link located in upper right-hand corner of Meeting Center page. To schedule a meeting from the New Meeting page: 1. Click Schedule a Meeting (on the Welcome page) or New Meeting (on the Meeting Center page). 2. Click the Essentials tab. a. In the Meeting type box, select a meeting type. Type Designed for Collaboration Small work groups and brainstorming sessions Highly interactive meetings with multiple presenters Moderated Presentation or Demo Presentations, seminars, and structured meetings Moderately interactive meetings with few presenters Broadcast Presentation or Demo Large presentations Minimal participant interaction b. In the Meeting name box, enter a name for the meeting. c. In the Moderator box, use the name listed. (Or click Change to change your user name.) If you do not have a moderator code, see your system administrator. If there is an Expected Participants box, enter the number of participants planned for the meeting. If you selected the Broadcast Presentation or Demo meeting type, choose presenters for the meeting by clicking Add or Remove Presenters. If not, go to step f.

12 To record meeting data, select Record this meeting so that others can replay it later. (Optional) 3. Click the Security tab to view a list of users administered in Domino. (Optional) a. In the Add or Remove People dialog, select the desired directory in the Directory box. b. Select the names of the people you want to attend the meeting from the directory list. Tip: Select names one at a time or press the Ctrl key and click to select multiple names. c. Click Add. d. After all desired participants have been added to the Restrict To list, click OK. Note: Sametime generates a PIN that is associated with every user in a conference. For basic meetings, the only way to access a PIN is to join the data conference after it has started. When the Restrict To list is used, however, PINs are generated during conference creation and can be accessed prior to the meeting. If a meeting is scheduled for sometime in the future, participants can obtain their PIN by logging into Sametime, viewing the scheduled meetings, and selecting the desired scheduled meeting. The Meeting Details page includes the meeting PIN. Prior to the start time, callers can enter their PIN to join the conference by telephone and be associated by name in the data conference. 4. To provide telephone audio for participants, click the Tools tab and enter: Audio bridge information Enter a Description Moderator Code Code used by the moderator to enter the conference. Conferee Code Code used by the participant to enter the conference. Billing Code Secondary billing code for the conference. (Optional) Sign-in Name Account name of the person scheduling a conference on the bridge. Password Password associated with a sign-in name.

13 PIN information Select Description Any PIN Accept any PIN code to get into conference. No PIN Do not prompt for PIN codes. Validate PIN Restrict access if PIN code fails. When sending out a meeting notification, be sure to include audio passcodes that are pre-configured on the bridge. Participants will need to enter a code on their telephone keypads to establish an audio path for the conference. 5. Select any of the other tabs and enter additional information to customize your meeting. (Optional) 6. Click one of the following: 7. Click Save. Start Now to create a meeting that starts right away. Schedule to schedule a meeting that occurs in the future. If the server does not have enough space for your meeting, return to the Essentials tab and either reschedule the meeting or reduce the number of participants. See Scheduling start now teleconferencing meetings.

14 Joining an instant meeting If you are the meeting organizer, the system launches the Web conference automatically. Your dial-in number and audio conference passcode are displayed automatically on the Sametime page. If you are not the meeting organizer, follow these steps to join an instant meeting: 1. Click on the meeting name on the Meeting Center page. 2. Click Attend the Meeting. 3. Click Yes to agree to the security certificate in the Warning-Security dialog. 4. Enter your name in the Name box as it will appear in the Participant List column.

15 Joining a scheduled conference If you are the meeting organizer, the system launches the Web conference automatically. Prior to conference start time, your dial-in number and audio conference passcode are displayed automatically on the Sametime page. If you are not the meeting organizer, follow these steps to join a scheduled meeting: 1. Click on the meeting name on the Meeting Center page. 2. Click Attend the Meeting. 3. Click Yes to agree to the security certificate in the Warning-Security dialog. 4. Enter your name in the Name box as it will appear in the Participant List column.

16 Using the Join the Call option Click and choose one of the following: USE JOIN THE CALL TO DIAL OUT TO A NEW PARTICIPANT 1. In the Call Me dialog, click New Location. 2. In the Enter New Dial Location dialog, enter the new location and/or person's name in the New Location field. 3. In the Dial String field, enter the telephone number. Enter all digits including area code without spaces (or with dashes). For example, enter or If you need to add a 9, enter or Click OK to save the information and close the dialog. 5. In the Call Me dialog, click Dial. The system begins dialing the number. When the participant answers the phone, the dialog closes and a telephone icon appears next to the person's name in the participant list. USE JOIN THE CALL TO DIAL OUT TO AN EXISTING PARTICIPANT 1. In the Call Me dialog, select a name from the Location box. 2. In the Call Me dialog, click Dial. The system begins dialing the number. When the participant answers the phone, the dialog closes and a telephone icon appears next to the person's name in the participant list. BACKGROUND INFORMATION The conference bridge establishes an audio path for the caller by dialing out a Join the Call number.

17 Using the Call Me option Click and choose one of the following: USE CALL ME TO DIAL OUT TO A NEW PARTICIPANT 1. In the Choose Dial Location dialog, enter the new location and/or person's name in the New Location field. 2. In the Dial String field, enter the telephone number. Enter all digits including area code without spaces (or with dashes). For example, enter or If you need to add a 9, enter or Click OK to save the information and close the dialog. 4. In the Choose Dial Location dialog, click Dial Out. The system begins dialing the number. 5. Click Close after the bridge completes dialing. When the person answers the phone, a telephone icon appears next to the name in the participant list. This indicates that the caller is participating in a combined audio and data conference. USE CALL ME TO DIAL OUT TO A DATA PARTICIPANT 1. In the Choose Dial Location dialog, select a name from the Location box. 2. In the Choose Dial Location dialog, click Dial Out. The system begins dialing the number. 3. Click Close after the bridge completes dialing. When the person answers the phone, a telephone icon appears next to the name in the participant list. This indicates that the person is participating in a combined audio and data conference. BACKGROUND INFORMATION The conference bridge establishes an audio path for the caller by dialing out a Call Me number.

18 Associating a data line with audio Audio conference moderators can select and then associate dialed audio lines with data-only participant lines by following these steps. TO ASSOCIATE ONE NAME 1. Click on one Web name (identified with ) and one audio name (identified with ) in the Participant list. 2. Choose Tools > Teleconferencing Bridge > Associate Users from the Menu bar (or click ). TO ASSOCIATE MULTIPLE NAMES 1. Click on multiple Web names in the Participant list and one audio name. 2. Right-click on one of the Web names. 3. In the submenu, choose Associate Users. Or, choose Tools > Teleconferencing Bridge > Associate Users from the Menu bar. See Using teleconference button commands.

19 Using teleconference button commands The following table lists the available teleconference buttons. Command Description Opens a new window that displays call-in numbers, toll-free numbers, auxiliary numbers (if any), PIN numbers, and passcodes for the teleconference. Click Close to hide the Call-In Information dialog. The bridge dials out to participants. For instructions, see Using the Join the Call option. Moderators can dial out to participants. For details, see Using the Call Me option. Moderators can lock or unlock the conference. Moderators can mute or unmute the entire conference. Lecture. All participants except moderators are muted if the bridge is set to the default call flow. Mute All. All participants including moderators are muted if the bridge is set to Flex call flow. Participants can raise or lower their hands. Moderators can lower all raised hands. Moderators can select and then hang up a participant line. Moderators can select and then rename a participant line. Moderators can select and then associate dialed audio lines with data-only participant lines.

20 Command Description Moderators can view details about the conference participants, such as permissions and sharing. Moderators can select a participant and click Mute on or off. Indicates that the participant is active in the data conference. Click to view list. Moderators can select a call status: I Am Active I Am Away Do Not Disturb Me See Using moderator touch-tone conference commands.

21 Using moderator touch-tone conference commands The following table lists the supported touch-tone commands for moderators. Command To *0 Request operator help. *1 Dial out by accessing an open line. *2 Place the participant into the original conference. *6 Mute individual line. This is a toggle command. Available if enabled on the audio conference server.

22 Viewing teleconference details Click to view information described in the following table. Entry Description Call-In A telephone number used to dial into the bridge. Toll-Free A toll-free telephone number used to dial into the bridge. Auxiliary An auxiliary phone number. Passcode A code used by the participant to enter the conference. PIN code Personal Identification Number. A unique number that identifies a specific individual to the system and indicates which conference the individual is to attend.

23 Viewing participant information TO VIEW OR HIDE THE PARTICIPANT LIST 1. Choose View > Participant List Column from the menu bar. 2. Select Entire Column to view the right-hand pane, which includes the participant list. This command is a toggle that displays or hides the participant list. TO VIEW OR HIDE PARTICIPANT DETAILS Click or: 1. Choose View > Participant List Column from the menu bar. 2. Select Participant List Details. 3. In the Participant List Details dialog, select a participant line and find out information. Icon Indicates that a participant Is a moderator. Is sharing a program, screen, or portion of a screen with a frame. Wants to ask a question Has permission to edit or share. Is speaking on the telephone. Has an active telephone line. Name Has entered the conference with this name.

24 4. Participants can select their own name and choose one or more options. Icon To Ask a question or make a comment at any time during the meeting. To lower your raised hand at any time during the meeting. Click to view list. Select a call status if you are a moderator: I Am Active I Am Away Do Not Disturb Me This command is a toggle that displays or hides the participant list.

25 Ending a conference To end the conference: 1. Click on the in the title bar. 2. Click End the Conference.

26 Contact Us For information about Meeting Exchange servers and features US and Canada Technical Support Fax: International Technical Support (CS7000) Support Web site Web site

27 About Groupware Edition Groupware Edition integrates Avaya Meeting Exchange audio conferencing servers with several IBM Lotus applications, such as Lotus Workplace (LWP) and Lotus Notes/Domino. For example, you can create instant or scheduled data and teleconferencing meetings while exchanging E- mails or Instant Messages through a communication application like Lotus Notes.

28 Glossary The following table lists terms used in this help file. Term Definition ACDN An Audio Conference Dial-In Number. Audio path A software and hardware connection providing incoming and outgoing audio for operator and participant use. Billing code A secondary billing code for the conference. Conference code A unique number used to identify a specific audio conference session. DTMF Dual Tone Multi-Frequency. Commonly known as a Touch-Tone phone system. Pressing a button on a Touch-Tone phone causes a tone to sound. This tone is actually the combination of a high frequency tone and a low frequency tone. Host code A unique number that identifies a data conference moderator. Moderator code A code used by the moderator to enter the conference. PIN Personal Identification Number. See User PIN. Passcode A code used by the participant to enter the conference. Reservation-less conference A type of unattended conference that can start and end at any time and uses a profile to keep track of all the selected conference features, such as Hang up or Name Record/Playback. Callers must enter a passcode to join the conference, which is chaired by a moderator. Server A system designed to facilitate a wide variety of conferencing applications and requirements. Sign-in name An account name of the person scheduling a conference on the bridge. Touch-tone Used with push-button telephones that produce tones corresponding to numbers. User PIN or Conferee code Personal Identification Number. A code used by a participant to enter the conference.

29 New features There are several features included in this release. They are: Click-to-conference Click-to-dial Billing Codes (Optional) IBM Sametime server support Associate data-only participant lines with audio lines Mute or unmute the entire conference See Using teleconference button commands.

30 Legal Information This document contains information related to Avaya Groupware Edition software and Documentation ( Product ) Documentation means this on-line help and Avaya s information manuals in printed or electronic form containing operating instructions and performance specifications that Avaya or its suppliers generally make available to users of its products, and which Avaya delivers to End User with the Products. End User means any customer of Avaya or its authorized resellers, or any end user of the Product. See the Software and Documentation DVD/CD inserts for additional legal and licensing information. Changes and corrections to the information in this document may be incorporated in future releases. DISCLAIMER Avaya, its affiliates or subsidiaries ( Avaya ) are not responsible for any modifications, additions or deletions to the original published version of the Documentation unless such modifications, additions or deletions were performed by Avaya. End User agrees to indemnify and hold harmless Avaya, Avaya's agents, servants, directors, officers, and employees against all claims, lawsuits, demands and judgments arising out of, or in connection with, subsequent modifications, additions or deletions to the Documentation to the extent made by the End User. WARRANTY Avaya provides a limited warranty on the Product. Refer to your customer sales agreement to establish the terms of the limited warranty. In addition, Avaya s standard warranty language as well as information regarding support for the Product, while under warranty, is available through the following web site: LICENSE USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT: ( GENERAL LICENSE TERMS ). DO NOT USE THE PRODUCT IF YOU DO NOT WISH TO BE BOUND BY THE GENERAL LICENSE TERMS. IN ADDITION TO THE GENERAL LICENSE TERMS, THE FOLLOWING LICENSE TERMS AND RESTRICTIONS WILL APPLY TO THE PRODUCT.

31 Avaya grants End User a license within the scope of the license types described below. The applicable number of licenses and units of capacity for which the license is granted will be one (1), unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User. Designated Processor means a single stand-alone computing device. Server means a Designated Processor that hosts a software application to be accessed by multiple users. Software means the computer programs in object code, originally licensed by Avaya and ultimately utilized by End User, whether as stand-alone products or pre-installed on Hardware. Hardware means the standard hardware products, originally sold by Avaya and ultimately utilized by End User. Designated System(s) License (DS). End User may install and use each copy of the Software on only one Designated Processor, unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User. Avaya may require the Designated Processor(s) to be identified by type, serial number, feature key, location or other specific designation, or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose. Concurrent User License (CU). End User may install and use the Software on multiple Designated Processors or one or more Servers, so long as only the licensed number of Units are accessing and using the Software at any given time. A Unit means the unit on which Avaya, at its sole discretion, bases the pricing of its licenses and can be, without limitation, an agent, port or user, an or voice mail account in the name of a person or corporate function (e.g., webmaster or helpdesk), or a directory entry in the administrative database utilized by the Product that permits one user to interface with the Software. Units may be linked to a specific, identified Server. Shrinkwrap License (SR). With respect to Software that contains elements provided by third party suppliers, End User may install and use the Software in accordance with the terms and conditions of the shrinkwrap or clickwrap license accompanying the Software ( Shrinkwrap License ). The text of the Shrinkwrap License will be available from Avaya upon End User s request (see Copyright below for more information). COPYRIGHT Except where expressly stated otherwise, the Product is protected by copyright and other laws respecting proprietary rights. Unauthorized reproduction, transfer, and or use can be a criminal, as well as a civil, offense under the applicable law. Certain Software programs or portions thereof included in the Product may contain software distributed under third party agreements ( Third Party Components ), which may contain terms that expand or limit rights to use certain portions of the Product ( Third Party Terms ). Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at

32 The disclaimers of warranties and limitations of liability set forth in the Third Party Terms do not affect any express warranty or limitation of liability that may be provided to you by Avaya pursuant to the license terms covering the Product contained in a separate written agreement between you and Avaya. To the extent there is a conflict between the General License Terms or your customer sales agreement and any Third Party Terms, the Third Party Terms shall prevail solely for such Third Party Components. SECURITY AND VIRUS DISCLAIMER End User's decision to acquire products from third parties is End User's sole responsibility, even if Avaya helps End User identify, evaluate or select them. Avaya is not responsible for, and will not be liable for, the quality or performance of such third party products or their suppliers. ALL INFORMATION IS BELIEVED TO BE CORRECT AT THE TIME OF PUBLICATION AND IS PROVIDED "AS IS". AVAYA DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AND FURTHERMORE, AVAYA MAKES NO REPRESENTATIONS OR WARRANTIES THAT THE STEPS RECOMMENDED WILL ELIMINATE SECURITY OR VIRUS THREATS TO END USER SYSTEMS. IN NO EVENT SHALL AVAYA BE LIABLE FOR ANY DAMAGES WHATSOEVER ARISING OUT OF OR IN CONNECTION WITH THE INFORMATION OR RECOMMENDED ACTIONS PROVIDED HEREIN, INCLUDING DIRECT, INDIRECT, CONSEQUENTIAL DAMAGES, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF AVAYA HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Avaya does not warrant that this Product is immune from or will prevent unauthorized use of telecommunication services or facilities accessed through or connected to it. Avaya is not responsible for any damages or charges that result from either unauthorized uses or from incorrect installations of the security patches that are made available from time to time. Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts@avaya.com. TRADEMARKS All trademarks identified by and TM are registered trademarks or trademarks of Avaya Inc. All other trademarks are the property of their respective owners Avaya Inc. All rights reserved. Last modified January 2005.