Avaya Meeting Exchange Web Portal 5.1 Administrator Guide

Avaya Meeting Exchange Web Portal 5.1 Administrator Guide 04-602765 Issue 1 November 2008

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Contents Chapter 1: Preface..................................... 8 Purpose......................................... 8 Intended Audience................................... 8 Chapter 2: Introduction to the Avaya Web Portal.................... 10 Features........................................ 10 Benefits......................................... 12 Upgrading from a Previous Release......................... 12 New Features...................................... 13 Password Expiry.................................. 13 Account Expiry................................... 13 Legal Disclaimer Screen............................. 13 User Requirements.................................. 13 Browsers.................................... 14 E-mail Applications.............................. 14 Infrastructure.................................. 14 Web Server Operating Systems........................ 14 Client Operation Systems........................... 14 CRS Infrastructure............................... 14 Logging on to the Avaya Web Portal......................... 15 Chapter 3: Installing Web Portal............................. 16 Introduction...................................... 16 Introduction to the Web Portal modular installation wizard.......... 16 Introduction to the Web Portal configuration wizard.............. 17 Deployment of the Avaya Audio Console.................... 18 On the same server.............................. 18 On separate servers.............................. 18 Installing Web Portal server.............................. 19 Optimzing your installation.............................. 21 Web Portal and Avaya Audio Console performance.............. 22 Web server connections............................. 22 Operating the Web Portal configuration utility................... 23 Accessing the Web Configuration utility..................... 23 Viewing available components.......................... 24 Testing connections................................ 25 Changing and saving configuration details................... 25 Chapter 4: Configuring Web Portal Functionality.................... 28 Web Portal Configuration Interface.......................... 28 Web Portal 5.1 Administrator Guide November 2008 2

Configuring Web Portal Display........................... 29 Configuring admin e-mail address........................ 30 Configuring banner URL............................. 31 Setting help file location............................. 32 Setting up a legal disclaimer page........................ 32 Activating the display of the legal disclaimer................ 33 Customizing the legal disclaimer text.................... 33 Configuring Passcode Functionality......................... 34 Auto-Generate Passcodes Field......................... 35 Passcode Length................................. 35 Four Options.................................... 35 Configuring Passcodes.............................. 36 Setting Time and Date Formats............................ 38 Setting invitation date and time.......................... 39 Setting self registration date format....................... 39 Viewing booking options............................... 40 Setting the navigation (left hand pane) menu.................... 42 Enabling Functionality................................ 43 Disabling/ enabling conference booking options................ 43 Main Booking Options............................. 49 Enabling Multi Cabinet Conferencing...................... 50 Enabling Multi Cabinet option on booking screen............. 51 Enabling the "any" cabinet option...................... 51 Setting priorities in the cabinet drop down list............... 51 Disabling/ enabling notification options..................... 52 Configuring attachment functionality...................... 53 Hiding the file attachment feature...................... 53 Setting the maximum attachment size.................... 54 Configuring the attachment directory.................... 55 Disabling/Enabling Recurring Conference Options............... 56 Hiding Functionality.................................. 57 Examples of Disabling Functionality......................... 58 Chapter 5: Customizing the Web Portal......................... 64 Introduction...................................... 64 Before You Start.................................... 65 Uploading Files.................................... 66 Uploading Graphics.................................. 68 Completing Uploading............................... 69 3 Web Portal 5.1 Administrator Guide November 2008

Deleting Branding................................... 72 Searching for Branding................................ 73 Cascading Style Sheet................................ 74 Customizing the Audio Console........................... 75 Customizing Online Help............................... 75 Customizing Text............................... 76 Customizing Graphics............................. 76 Chapter 6: Generating Administrator Reports...................... 78 Web Portal Reports.................................. 78 Session Reports.................................... 78 Generating Reports.................................. 79 Viewing Report Details in a Microsoft Excel spreadsheet.......... 81 Creating User Session Reports.......................... 83 Chapter 7: Customizing Language............................ 84 Viewing Language Files................................ 84 Configuring Language Files............................. 84 Chapter 8: Configuring Security in the Web Portal................... 88 What is the Secure Socket Layer?.......................... 88 Securing communications between Web Portal clients and the Web server... 89 openssl.cnf..................................... 90 selfsign.bat..................................... 90 Configuring SSL.................................. 90 Testing SSL.................................... 92 Securing communications between the Web server and the CRS server..... 93 Chapter 9: User Authentication.............................. 94 Introducing Web Portal Users............................. 94 Creating Web Portal Users.............................. 95 Connecting the Web Server to the CRS....................... 96 Configuring the Web server connection on the CRS.............. 97 Configuring the CRS connection on the Web server.............. 97 Setting the log-in type................................. 97 Configuring password expiry............................. 98 Introducing the password expiry parameters.................. 99 Introducing the log-in threshold parameter................... 101 Enabling password expiry............................ 101 Disabling password expiry............................ 101 Web Portal 5.1 Administrator Guide November 2008 4

Implementing Single Sign On............................. 102 Introducing single sign-on............................ 102 Implementing single sign-on........................... 103 Log-in Form.................................. 103 HTML Form Template............................. 103 Chapter 10: Self Administration............................. 108 Introduction to Self Administration.......................... 108 Accessing the Self Administration Configuration Pages.............. 109 Configuring the Automatic Creation of an On-demand Conference........ 109 Specifying the Fields on the Self Administration User Page............ 110 Specifying Self Administration Values........................ 111 Specifying the Default Values on the Self Administration User Page..... 111 Specifying the Default Values for the On-Demand Conference........ 116 Configuring Additional Settings........................... 120 Hiding Self Administration.............................. 121 Chapter 11: Failover Scenario.............................. 122 Installing the Avaya Meeting Exchange Delay Service............... 122 Using the Avaya Meeting Exchange Delay Service................. 123 Performing other commands........................... 123 Installing a second instance........................... 123 Updating the Avaya BSMonitor.......................... 123 Chapter 12: E-mail Flow.................................. 126 Introduction...................................... 126 E-mail Flow Scenarios................................. 126 Scenario 1- Book Meeting............................. 127 Result...................................... 127 Scenario 2- New Invitees............................. 127 Result...................................... 128 Scenario 3- Make New Invitee the Chairman................... 128 Result...................................... 128 Scenario 4- Different Address Contact E-mail.................. 129 Result...................................... 129 Scenario 5- Edit and Invite New Invitees..................... 129 Result...................................... 129 Scenario 6- Change Start Time.......................... 130 Result...................................... 130 5 Web Portal 5.1 Administrator Guide November 2008

Appendix A: Cascading Style Sheet Classes...................... 132 Cascading Style Sheet Classes............................ 132 Sample Cascading Style Sheet............................ 136 Index........................................ 184 Web Portal 5.1 Administrator Guide November 2008 6

7 Web Portal 5.1 Administrator Guide November 2008

Chapter 1: Preface This chapter describes the purpose of the Meeting Exchange 5.1 Web Portal Administrator Guide. It also describes the intended audience and refers to related documentation. It outlines the layout of the manual and lists various ways of contacting Avaya. Purpose The Meeting Exchange 5.1 Web Portal Administrator Guide describes the configuration of the Avaya Web Portal. The Avaya Web Portal can be configured to suit a specific company s template. The functionality can also be configured to suit customer requirements. Intended Audience The Meeting Exchange 5.1 Web Portal Administrator Guide is aimed at those who wish to configure the appearance and functionality of the Web Portal. It is expected that the audience have an expert knowledge of Web related functionality. See the following sources for information referenced in this guide but not covered in detail: Meeting Exchange 5.1 Web Portal User Guide Meeting Exchange 5.1 Web Portal Wholesaler Guide Meeting Exchange 5.1 Web Portal Online Help Meeting Exchange 5.1 Audio Console User Guide Meeting Exchange 5.1 Audio Console Online Help Meeting Exchange 5.1 Audio Console Customization Guide Meeting Exchange 5.1 Conference Viewer User Guide Meeting Exchange 5.1 Bridge Talk User Guide Avaya Web Conferencing User Guide Meeting Exchange 5.1 Client Registration Server Administration Guide Meeting Exchange 5.1 Release Notes Web Portal 5.1 Administrator Guide November 2008 8

Preface Tip: Tip: All of these guides are available on support.avaya.com. 9 Web Portal 5.1 Administrator Guide November 2008

Chapter 2: Introduction to the Avaya Web Portal The Avaya Web Portal allows easy access to the Avaya conferencing bridge. It enables Users to book conferences, manage various conference properties, such as conference recording and control live conferences from their workstations. The Avaya Web Portal interface is divided into three parts defined by unique urls. User s Section The Web Portal User s section enables Users to book and manage conferences manage their contacts and account information and view reports. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. The User (Moderator) url is: http://<ip>/webportal/login. Administrator s Section The Web Portal s Administrator s section enables administrators to configure available functionality, define the Web Portal s appearance, and generate Administrator Reports. For more information, see the remainder of this document. The administrator url is: http://<ip>/webportal/admin/login Wholesaler s Section The Wholesaler for Web Portal section enables wholesalers to create companies, clients, and, resellers. They can also reserve conferences on behalf of a third party. For more information, see the Wholesaler for Web Portal Guide. The wholesaler url is: http://<ip>/webportal/provisioning/login Features The Avaya Web Portal empowers regular Users by giving them access to functionality traditionally reserved for trained operators. Regular Users are now conference organizers and conference managers. Third party operators are no longer required. Conferences can be reserved, customized, and controlled in real time from individual workstations. Web Portal 5.1 Administrator Guide November 2008 10

Introduction to the Avaya Web Portal The Avaya Web Portal 1 enables Users to perform a number of functions, as follows: A Web Portal User is also called a Moderator. Moderators can access the scheduling functionality of Web Portal. During live conferences, Moderators have access to a number of special features. These features enable Moderators to control the conference. These features may include the ability to start and stop recording, extend the size and length of a conference, start lecture mode, and dial out to new Participants. A Moderator is often called a Host or a Chairperson. Reserve conferences Moderators can book conferences. They can specify the date, duration, time, and size. They can also select notification options for their Conferees and configure recurrence patterns for their conferences. They can associate features such as playback, conference advertising, and additional security. Manage scheduled conferences Users can view a list of their scheduled conferences. They can also change a large number of properties associated with these conferences, such as name, duration, size, and Conferee and Moderator passcodes. Administer Participants Users can add new Participants, edit existing Participant details, and delete old Participants. These contact details are used when conference notifications are sent. Manage personal accounts Users can update their own account details. They can change their contact details, and preferred time zone. In most cases, they can also change their passwords. Record and play back conferences Users can record their conferences. They can store the recording for a configurable period of time. Recordings can be played back as many times as necessary. During the conference, Users can use the Audio Console to pause the recording. Generate reports Users can produce reports based on the information in the Avaya Web Portal. For example, they can produce attendance reports and conference details reports. Reports information can be displayed in a variety of different formats. Customizable Interface Administrator s can configure the Avaya Web Portal to suit a company s template. They can also configure the functionality to suit a particular customer s requirements. 1. The Avaya Web Portal is a customizable product. Some of these features are optional and may not be available in your configuration. 11 Web Portal 5.1 Administrator Guide November 2008

Benefits Figure 1: Avaya Web Portal Architecture Firewall Firewall WWW Avaya Web Portal Bridge Individual Workstations Benefits The Avaya Web Portal brings the conference management capabilities of the Avaya conferencing bridge to every workstation. Individual Users can manage their whole conferencing experience from a standard Web browser. The Avaya Web Portal offers: An easy-to-use graphic User interface that requires no specialist technical knowledge. An integrated solution that uses industry standard protocols and conventions. A simple, easy installation and configuration. A customizable interface that can be branded to suit individual customer needs. A framework for the management of both demand and scheduled conferencing. An economical alternative to the provision of dedicated conference operators. Upgrading from a Previous Release If you are upgrading from a previous Web Portal Release, ensure that you make a full copy of all your branding files. Your customizations will be lost if you do not make copies of all the relevant folders. Web Portal 5.1 Administrator Guide November 2008 12

Introduction to the Avaya Web Portal New Features This section describes the new features in the Web Portal. It contains the following sections: Password Expiry Account Expiry Legal Disclaimer Screen Password Expiry In Meeting Exchange 5.1, Avaya has updated the Web Portal authentication mechanisms. Password validation is now case-sensitive. In addition, passwords now have a limited lifespan. System Administrators can configure the password expiry threshold in the System Parameters table in the Client Registration Server (CRS) database; BSRes2. For more information, see User Authentication on page 94 and also the Meeting Exchange 5.1 Client Registration Server Administration Guide. Account Expiry In Meeting Exchange 5.1, Avaya has added configuration parameters to create an account inactivity threshold. With this functionality, the CRS disables the accounts of Web Portal Moderators, Administrators, and Wholesalers who do not log in to the Web Portal for a configurable period of time. For more information, see Creating Web Portal Users on page 95. Legal Disclaimer Screen In Meeting Exchange 5.1, you can now configure the display of a legal disclaimer. Users will view this legal disclaimer after they log in to the Web Portal. They can click OK to progress to the My Schedule screen. For more information on configuring this screen, see Setting up a legal disclaimer page on page 32. User Requirements Web Portal supports: 13 Web Portal 5.1 Administrator Guide November 2008

User Requirements Browsers Internet Explorer 6.0.x and Internet Explorer 7.0.x Mozilla Firefox 2.0.x E-mail Applications Microsoft Outlook 2003 with Service Pack 2 Microsoft Outlook 2007 Infrastructure Apache Tomcat 5.5.25 Sun Java Virtual Machine (JVM) 1.5.0_15 Apache Cocoon 2.1.5.1 Avaya ships Web Portal with SSL support. In order to enable SSL, you must obtain a certificate. For more information, see Securing communications between Web Portal clients and the Web server on page 89. The HTTPD version is 2.0.61. Open SSL 0.9.8.g. Mod_jk (1.2.25) is also included. Web Server Operating Systems Microsoft Windows 2003 Server with Service Pack 2 Client Operation Systems Microsoft Windows XP SP2 Microsoft Windows Vista Business Netscape 7.X versions are not supported for wholesaler administrator login due to a problem in the way Netscape lays out the screen. Netscape 7.x remains configured to use Netscape s emails client. Netscape email client does not format conference reservation details. CRS Infrastructure The CRS server operates on Windows 2003 server operating system. The CRS and Bridge Front End components, such as CRS Front End and Bridge Talk operate on Windows XP with Service Pack 2 and Windows Vista for Business client operating systems. Meeting Exchange Web Portal 5.1 Administrator Guide November 2008 14

Introduction to the Avaya Web Portal 5.1 uses SQL 2005, Service Pack 2 for the BSRes2 and CDRs databases. For more information, see the Meeting Exchange 5.1 Client Registration Server Administrator Guide. Logging on to the Avaya Web Portal Before logging on to the Avaya Web Portal administration screen ensure that you have entered the correct URL in your internet browser. The Login screen displays: It is necessary to have an admin a/c on the CRS to log in as administrator via this URL. Figure 2: Login Page 1. Enter your account name in the Account Name section. 2. Enter your password in the Password section. 3. Click OK. The Avaya Web Portal Administration interface displays. The banner and email are hyperlinks. Both are configurable. 15 Web Portal 5.1 Administrator Guide November 2008

Chapter 3: Installing Web Portal This chapter describes how to install Web Portal. It contains the following sections: Introduction Installing Web Portal server Optimzing your installation Operating the Web Portal configuration utility Introduction This section introduces the Web Portal installation procedures. It contains the following sections: Introduction to the Web Portal modular installation wizard Introduction to the Web Portal configuration wizard Deployment of the Avaya Audio Console Introduction to the Web Portal modular installation wizard Meeting Exchange 5.1 uses a modular installation wizard, which enables you to install each of the components of the Web Portal server in the correct order. There are four components in the modular installation wizard, as follows: 1. Avaya Apache httpd for Meeting Exchange 2. Sun JDK for Avaya Meeting Exchange 3. Avaya Apache Tomcat for Meeting Exchange 4. Avaya Meeting Exchange Web Applications You must install each of these components in the correct order. Similarly, for a full uninstall, you must uninstall each of these components in the reverse order, as follows: 1. Avaya Meeting Exchange Web Applications 2. Avaya Apache Tomcat for Meeting Exchange 3. Sun JDK for Avaya Meeting Exchange Web Portal 5.1 Administrator Guide November 2008 16

Installing Web Portal Important: 4. Avaya Apache httpd for Meeting Exchange! Important: It is important to note that you must always uninstall the components in the correct order. If you cannot uninstall the components in this order due to the fact that some components are not installed, you must install them first. When you have installed each of the missing components, you can begin to uninstall the components in the correct order. You must use the Web Portal modular installation wizard to install these components. If you attempt to install any of the components independently, for example, by going directly to the Sun Microsystems Web site, you will have to uninstall it and re-install it using the modular installation wizard. The Web Portal Uninstaller does not remove any Web Portal log files. For information on the compatible operating systems and browsers, see User Requirements on page 13. For more information about installing Web Portal, see Installing Web Portal server on page 19. Introduction to the Web Portal configuration wizard When the Web Portal modular installation wizard completes the installation of Web Portal, it launches a configuration tool for Web Portal System Administrators. The Meeting Exchange Web Configuration utility is a Java-based application that enables you to configure common settings for the following applications: Web Portal Avaya Audio Console Authenticator utility The Meeting Exchange Web Configuration utility does not enable you to change CRS configuration settings. The Meeting Exchange Web Configuration utility performs the following functions: Specifies which components are installed Specifies the version of installed components Specifies connection details for: - The CRS, which is used by all Web applications - The bridge, which is used by Avaya Audio Console - The Reports database, which is used by the Web Portal Tests connection details for the CRS and the bridge 17 Web Portal 5.1 Administrator Guide November 2008

Introduction Specifies the login types for the Avaya Audio Console and the Web Portal Login types refer to the personal validation details that Users supply when they log in to the Avaya Audio Console or the Web Portal. Highlight any large configuration errors Configure logging levels for Web applications The Meeting Exchange Web Configuration utility is installed on Web application servers, where the Avaya Audio Console or Web Portal and Avaya Audio Console are installed. Deployment of the Avaya Audio Console Avaya offers two server deployment options for the Avaya Audio Console and the Web Portal. You can deploy the Avaya Audio Console and the Web Portal: On the same server On separate servers On the same server To install the Avaya Audio Console and the Web Portal on the same server, follow the steps described in Installing Web Portal server on page 19. At step 11, ensure that you select the Core Components option. This is the default option. The Core components option includes the Avaya Audio Console and the Web Portal. On separate servers To install the Avaya Audio Console and the Web Portal on separate servers, you must complete the steps described in Installing Web Portal server on page 19 twice. On the Web Portal server, follow the steps described in Installing Web Portal server on page 19. At step 11, ensure that you select the Web Portal option. On the Avaya Audio Console server, follow the steps described in Installing Web Portal server on page 19. At step 11, ensure that you select the Avaya Audio Console option. You must still perform some configuration steps using the Web Portal Configuration utility, despite the fact that you are not installing the Web Portal. For more information, see Operating the Web Portal configuration utility on page 23. In a separate server deployment, you must edit the /WEB_INF/ webportal.properties file on the Web Portal server to inform the Web Portal of the location of the Avaya Audio Console. The parameter is: ConsoleURL=http://<IP address of Avaya Audio Console>/ console. In a same server deployment, you do not need to perform this step. Web Portal 5.1 Administrator Guide November 2008 18

Installing Web Portal Installing Web Portal server The full path of the folder name should not contain spaces or other strange characters. Safe characters include A-Z, a-z, 0-9, and the symbols -_. The full path should be no longer than 32 characters including the drive and \ s. Some examples of folder names are: Important: C:\Avaya\MX51 This is the default folder name. D:\MeetingExchange\ E:\Apps\Avaya\MeetingExchange\5.1\! Important: Avaya recommends that you install all the components in the same location. Avaya only tests where all the components are installed in the same location. To install the Web Portal server: 1. Insert the Web Portal installation CD in the CD drive or copy the ISO image to your server machine. 2. Copy the zip file to the server and extract all the files to a local drive. Important:! Important: It is important to extract all the files. You cannot run the files from Winzip. It is also important to ensure that the files are on a local drive. You cannot run the installer from a network drive. 3. Run setup.exe. The Web Portal modular installation wizard displays the Setup Avaya Meeting Exchange Web Applications dialog. The Setup Avaya Meeting Exchange Web Applications dialog lists the four components in the modular installation wizard. 4. Click Install Avaya Apache Httpd for MX. The Web Portal modular installation wizard starts the installation of Avaya Apache Httpd for Meeting Exchange. 5. Navigate through the installation wizard dialogs. During the installation, you must: Specify an installation location. Enter your contact e-mail address, hostname of the server, http port, and https port. The Web Portal modular installation wizard ensures that the port that you specify is not in use. If the port is in use, the Web Portal modular installation wizard requests an alternative port. 19 Web Portal 5.1 Administrator Guide November 2008

Installing Web Portal server If you uninstall then reinstall Avaya Apache Httpd for Meeting Exchange, Apache Tomcat does not automatically restart. It will restart correctly when you next reboot. Alternatively, you can start it manually. When the Web Portal modular installation wizard completes the installation of Avaya Apache Httpd for Meeting Exchange, it displays the Setup Avaya Meeting Exchange Web Applications dialog. 6. Click Install Sun JDK for Avaya MX. The Web Portal modular installation wizard starts the installation of Sun JDK for Avaya Meeting Exchange. 7. Navigate through the installation wizard dialogs. The Web Portal modular installation wizard de-selects all unnecessary components of the Sun JDK. If you wish to install Sun JDK for Avaya Meeting Exchange in a directory other than the default directory, you can change the installation directory on the Custom Setup dialog. When the Web Portal modular installation wizard completes the installation of Sun JDK for Avaya Meeting Exchange, it displays the Setup Avaya Meeting Exchange Web Applications dialog. 8. Click Install Avaya Apache Tomcat for MX. The Web Portal modular installation wizard starts the installation of Avaya Apache Tomcat for Avaya Meeting Exchange. 9. Navigate through the installation wizard dialogs. The Web Portal modular installation wizard de-selects all unnecessary components. The Web Portal modular installation wizard ensures that the port that you specify for Avaya Apache Tomcat is not in use. If the port is in use, the Web Portal modular installation wizard requests an alternative port. If you wish to install Avaya Apache Tomcat for Avaya Meeting Exchange in a directory other than the default directory, you can change the installation directory on the Custom Setup dialog. If you uninstall then reinstall Avaya Apache Tomcat for Avaya Meeting Exchange, the reinstall may fail. This failure is most likely due to the fact that a running Microsoft Windows process maintains a reference to the uninstalled service. To overcome this issue, reboot the server. When the Web Portal modular installation wizard completes the installation of Avaya Apache Tomcat for Avaya Meeting Exchange, it displays the Setup Avaya Meeting Exchange Web Applications dialog. Web Portal 5.1 Administrator Guide November 2008 20

Installing Web Portal 10. Click Install Avaya Meeting Exchange Web Applications. The Web Portal modular installation wizard starts the installation of Avaya Meeting Exchange Web Applications. 11. Navigate through the installation wizard dialogs. To install the Web Portal and the Avaya Audio Console together, on the same server, select the Core Components option on the Custom Setup dialog. To install the Web Portal without the Avaya Audio Console, select the Web Portal option on the Custom Setup dialog. To install the Avaya Audio Console without the Web Portal, select the Avaya Audio Console option on the Custom Setup dialog. For more information about the deployment options and a final configuration step for a separate server deployment, see Deployment of the Avaya Audio Console on page 18. If you wish to install Avaya Meeting Exchange Web Applications in a directory other than the default directory, you can change the installation directory on the Custom Setup dialog. 12. Complete the steps decribed in Optimzing your installation on page 21. Important:! Important: When the Web Portal modular installation wizard completes the installation of the Avaya Meeting Exchange Web Applications, it launches the Web Portal configuration wizard. For more information, see Introduction to the Web Portal configuration wizard on page 17 and Operating the Web Portal configuration utility on page 23. Optimzing your installation There are a number of additional configuration steps which you can perform to optimize the performance of the Web Portal and the Avaya Audio Console. This section describes these steps: Web Portal and Avaya Audio Console performance Web server connections 21 Web Portal 5.1 Administrator Guide November 2008

Optimzing your installation Web Portal and Avaya Audio Console performance In Meeting Exchange 5.1, Web Portal contains configuration for Apache and Tomcat which throttles requests. This configuration aims to ensure that the Web Portal is never under too much pressure. The Avaya Audio Console can process requests at a much faster rate than the Web Portal. As a result of this differing processing speed, you should configure the Avaya Audio Console to allow more requests to it. If the Avaya Audio Console CPU usage is under load of up to 50% and if the Web Portal is also under load, the server speed slows and performance is impaired. As a result of these observations, Avaya recommends that Avaya Audio Console is deployed on a dedicated server or, at minimum, the Avaya Audio Console should have a dedicated Tomcat and Apache. In the Avaya Audio Console Tomcat and Apache, use the following configuration settings: Update the Apache conf/httpd.conf as follows: <IfModule mpm_winnt.c> ThreadsPerChild 500 MaxRequestsPerChild 10000 </IfModule> ListenBacklog 511 Update the Tomcat conf/server.xml as follows: <Connector port="8009" protocol="ajp/1.3" maxthreads="550"/> Web server connections Each Avaya Audio Console client polls the Web server at regular intervals. You should fine tune the response rate to compliment the typical system load. Avaya recommends configuring two values in conferencemanager.properties to determine the refresh rate: LoadConfig: The possible values are as follows: 1 = The number connected to conference. Decide the refresh rate depending on the number of Avaya Audio Console clients connected to a conference. This is the old existing method for refresh calculations and Avaya do not recommend it now. 2 = The number connected to Web server. Decide the refresh rate depending on the number of Avaya Audio Console clients connected to the Web server. 3 = Do not use any algorithm for calculating refresh rate Web Portal 5.1 Administrator Guide November 2008 22

Installing Web Portal Avaya recommend LoadConfig=3. With this setting, the Avaya Audio Console is updated periodically. For LoadConfig values of 1 or 2, the following settings apply: ConsoleLoadSmall=100 ConsoleLoadMedium=200 ConsoleLoadHigh=400 When the load on Avaya Audio Console is small, a refresh rate of 1000ms is applied. When the load on Avaya Audio Console is medium, a refresh rate of 2500ms is applied. When the load on Avaya Audio Console is high, a refresh rate of 5000 is applied. After the high load is exceeded, then a refresh rate of 10000ms is applied. ServerDefaultResponse: This setting takes effect only when LoadConfig=3. It determines how often the browser updates its clients view of the conference. ServerDefaultResponse=2000 should work for the average deployment. It sets the response time to the client to two seconds; Every two seconds the browser s view of the conference is updated if necessary. If there is no value given for ServerDefaultResponse, 1000 milliseconds is the default. There are deployment scenarios in which ServerDefaultResponse should be reduced and equally, there are deployment scenarios in which ServerDefaultResponse should be increased. ServerDefaultResponse depends on the usage patterns of the Avaya Audio Console. ServerDefaultResponse relates to the traffic between Avaya Audio Console client and Web server. Essentially, the less traffic, the quicker the response can be. For example, if there is no talker data, you can reduce ServerDefaultResponse. Operating the Web Portal configuration utility This section describes how to operate the Meeting Exchange Web Configuration utility. It contains the following sections: Accessing the Web Configuration utility Viewing available components Testing connections Changing and saving configuration details Accessing the Web Configuration utility To access the Web Configuration utility: 23 Web Portal 5.1 Administrator Guide November 2008

Operating the Web Portal configuration utility At the Start menu, navigate to Start > Programs > Avaya > MX Web Config. The Meeting Exchange Web Configuration utility opens. It contains four tabs, called, Available components, CRS, Avaya Audio Console, and Webportal. Viewing available components To view the available components: 1. Access the Web Configuration utility. The Meeting Exchange Web Configuration utility displays the Available components screen. The version numbers on your version of the Web Configuration Utility will differ from the version numbers in Figure 3. Figure 3: Web Configuration Utility Available Components Screen 2. View the details of the available components in each of the panels: Java Apache Tomcat Apache Http Server Avaya Meeting Exchange Web Applications Web Portal 5.1 Administrator Guide November 2008 24

Installing Web Portal Testing connections You can test the Web server connection to: The CRS The bridge To test the connection to the CRS: 1. Access the Web Configuration utility. The Meeting Exchange Web Configuration utility displays the Available components screen. 2. Click CRS to display the CRS screen. 3. Ensure that the correct IP address is entered in the CRS Host field or enter a new IP address in this field. 4. Enter a valid username and a password. 5. Click Test CRS Connection. If the CRS and the Web server are correctly connected, the Meeting Exchange Web Configuration utility displays a message to verify that the connection is successful. To test the connection to the bridge: 1. Access the Web Configuration utility. The Meeting Exchange Web Configuration utility displays the Available components screen. 2. Click Avaya Audio Console to display the Avaya Audio Console screen. The Meeting Exchange Web Configuration utility can obtain bridge details from the CRS. Alternatively, you can enter IP details in the Bridge Host field. 3. Enter a valid username and a password. 4. Click Test Bridge Connection. If the bridge and the Web server are correctly connected, the Meeting Exchange Web Configuration utility displays a message to verify that the connection is successful. Changing and saving configuration details You can change a number of component configuration details using the Meeting Exchange Web Configuration utility, such as Avaya Audio Console login type and Reports Database Username. 25 Web Portal 5.1 Administrator Guide November 2008

Operating the Web Portal configuration utility This example shows how to update the Web Portal login type: 1. Access the Web Configuration utility. The Meeting Exchange Web Configuration utility displays the Available components screen. 2. Click Webportal to display the Webportal screen. 3. Select a new set of personal validation details for Users to supply when they log in to Web Portal from the Login type drop-down list. Figure 4: Web Portal Screen 4. Click Save changes and close to save the update. The Meeting Exchange Web Configuration utility restarts Apache Tomcat. Important:! Important: If you enter incorrect information in any of the fields and attempt to save your changes, the Meeting Exchange Web Configuration utility reports an error. A visual indicator displays next to the field with the incorrect information. Web Portal 5.1 Administrator Guide November 2008 26

Installing Web Portal 27 Web Portal 5.1 Administrator Guide November 2008

Chapter 4: Configuring Web Portal Functionality The administrator s interface enables the administrator to define the available functionality on the Web Portal. The Web Portal provides the capability to set certain specifications as default, yet hide them from the interface. For example, the administrator may wish to select Best Fit for all conferences without displaying it as an option on the conference reservation interface. The default Web Portal admin URL is http://<yoursite>/webportal/admin/login. For more information, see: Web Portal Configuration Interface Configuring Web Portal Display Configuring Passcode Functionality Setting Time and Date Formats Viewing booking options Setting the navigation (left hand pane) menu Enabling Functionality Hiding Functionality Examples of Disabling Functionality Web Portal Configuration Interface The Web Portal Configuration Interface provides the administrator with two options. Configuring a particular company s interface. The administrator can configure a particular company s display details by entering the company name or clicking the Find button to browse a list of companies. Web Portal displays an Edit dialog. Applying universal changes to all companies on the database. The administrator can apply changes in functionality to all companies in the database. This is done by ticking the global configuration button on the Configuration screen. The Web Portal Configuration Interface is divided into four main sections: Web Portal 5.1 Administrator Guide November 2008 28

Configuring Web Portal Functionality Display This section controls the links to the administrator s e-mail address, banner url and online help. The administrator can also define what format to use for date and time in conference invitation e-mails as well as the first day of the week in the Web Portal s pop-up calendar. Tabs & Buttons The Tabs & Buttons section enables the administrator to set what functionality displays on the Web Portal interface. For example, the administrator can include the recurring booking options. The administrator can also define what displays in the navigation menu (the menu displayed on the left hand side of the Web Portal) using this section. Form Fields The Form Fields section enables the administrator to configure whether various booking fields are displayed or hidden. For example, the administrator can make the Best Fit option available on the User s Advanced tab of the Booking Menu section of the Web Portal. Default Field Values. The Default Field Values section enables the administrator to set what options are set as default on the Web Portal interface. The default field values configure the default values for various fields whether they are displayed or hidden. The administrator can hide functionality for the User interface, by de-selecting it from the Tabs& Buttons or Form Fields tab and selecting it on the Default Field Values section. Configuring Web Portal Display Configuring web portal display enables the administrator to set the format that date/ time displays, administrator s e-mail address, online help URL, and banner URL: Configuring admin e-mail address Configuring banner URL Setting help file location The Restore button restores original factory settings, not the last commited changes. Selecting the restore button at any stage resets the factory defaults regardless of whether they appear on the administrator interface. For example, if you change the login type in the properties file and subsequently select restore, the default login type over rides your configuration. 29 Web Portal 5.1 Administrator Guide November 2008

Configuring Web Portal Display Configuring admin e-mail address The administrator can set the e-mail address that the User can send messages to, if they require administrator assistance. 1. Ensure that you have logged onto the Administration section of the Web Portal. 2. Click Configuration. The Configuration screen displays. Figure 5: Configuration screen. 3. Select Global Configuration. 4. Click Commence Wizard. The Display tab displays. Web Portal 5.1 Administrator Guide November 2008 30

Configuring Web Portal Functionality Figure 6: Display tab 5. Enter the administrator s e-mail address in the Administrator E-mail Address field. 6. Click Commit. The administrator s e-mail address is saved. Configuring banner URL Configuring banner URL enables the administrator to set which website is opened when a User clicks the Web Portal s banner. 1. Ensure that you have logged onto the Administration section of the Web Portal. 2. Click Configuration. The Configuration screen displays. 3. Select Global Configuration. 4. Click Commence Wizard. The Display tab displays. 5. Enter the banner URL in the Banner URL field. 31 Web Portal 5.1 Administrator Guide November 2008

Configuring Web Portal Display 6. Click Commit. The Web Portal s banner URL is saved. Setting help file location Setting help file location enables the administrator to set the location where the Web Portal can access the online help files. Ensure that you have stored the online help files in the set location. 1. Ensure that you have logged onto the Administration section of the Web Portal. 2. Click Configuration. The Configuration screen displays. 3. Select Global Configuration. 4. Click Commence Wizard. The Display tab displays. 5. Enter the online help file location in the Help file(s) url field. 6. Click Commit. The online help location is set. Setting up a legal disclaimer page As a Web Portal System Administrator, you can configure the display of a legal disclaimer screen. This legal disclaimer screen is displayed when Users log on to the Web Portal. To progress to the My Schedule screen, Users must click OK on the legal disclaimer screen. Figure 7 displays an example of the legal disclaimer screen. Web Portal 5.1 Administrator Guide November 2008 32

Configuring Web Portal Functionality Figure 7: Example Legal Disclaimer Screen With regard to the legal disclaimer, there are two main configuration tasks: Activating the display of the legal disclaimer Customizing the legal disclaimer text Activating the display of the legal disclaimer You can configure the display of the legal disclaimer using a setting in the properties file: \webapps\webportal\customisations\default\default\properties To show the legal disclaimer: EntryBannerTextDisplay=true To hide the legal disclaimer: EntryBannerTextDisplay=false Customizing the legal disclaimer text You can configure the legal disclaimer text using the Web Portal Administration screens: 1. Ensure that you have logged onto the Administration section of the Web Portal. 33 Web Portal 5.1 Administrator Guide November 2008

Configuring Passcode Functionality 2. Click Configuration. The Configuration screen displays. 3. Select Global Configuration. 4. Click Commence Wizard. The Display tab displays. 5. Edit the text in the Entry Banner Text field. Important: This field has a maximum of 800 characters. 6. Click Commit. The disclaimer text is saved. You can also customize the text by editing the text file directly. The text file is stored here: \webapps\webportal\customisations\default\default\i18n\brand Ensure that you save the file as a UTF8 file. For this reason, it is a good idea to edit it using Notepad.! Important: If you click the Restore button to restore the default values, the Web Portal does not restore the default legal disclaimer text. The Restore button only restores properties, not messages. Configuring Passcode Functionality As a Web Portal System Administrator, you can configure the editing rules for the Moderator and Conferee Passcode fields. Using the Form Fields screen, you can specify whether Users can enter their own sequence of numbers for their conference passcode. For more information, see: Auto-Generate Passcodes Field Passcode Length Four Options Configuring Passcodes Web Portal 5.1 Administrator Guide November 2008 34

Configuring Web Portal Functionality Auto-Generate Passcodes Field On the Web Portal Booking Meeting screen, the Auto-Generate Passcodes option indicates whether Meeting Exchange generates the passcodes for conference. If Auto-Generate Passcodes is enabled, Meeting Exchange generates the conference passcodes. When Users access the Book tab on the Book Meeting screen, the Auto-Generate Passcodes option is always enabled. If you choose not to allow Users to edit the passcode fields, Meeting Exchange will always generate conference passcodes and Users cannot disable the Auto-Generate Passcodes option. Similarly, if you choose not to allow Users to edit one of the passcode fields, such as the Conferee Passcode field for scheduled conferences, Meeting Exchange will always generate conference passcodes and Users cannot disable the Auto-Generate Passcodes option. If you choose to allow Users to edit the passcode fields, Users can disable the Auto-Generate Passcodes option. Passcode Length Passcodes are numeric. You can configure the length of passcodes using the CheckPINSize parameter in webportal.properties. If CheckPINSize=1, Meeting Exchange validates the length of the passcodes using the value of the CRS System Parameter, PinCodeLength. You can configure PinCodeLength using the System Administration section of the CRS Front End. For more information, see the Meeting Exchange 5.1 Client Registration Server System Administration Guide, which is available on support.avaya.com. If CheckPINSize=0, Meeting Exchange sends any length of passcode to the CRS. However, the CRS database, BSRes2, may reject the value if it is too long for the database. Four Options There are four options available on the Form Fields screen: Moderator passcode for Demand Conferences. Select to provide the User with the option of entering their own Moderator passcode for demand conference access. Users can edit the passcodes associated with their Demand conference by clicking the Edit button associated with their Demand conference and displaying the Edit Conference screen. 35 Web Portal 5.1 Administrator Guide November 2008

Configuring Passcode Functionality Moderator passcode for Scheduled Conferences. Select to provide the User with the option of entering their own Moderator passcode for scheduled conference access. The Web Portal displays a text box on the User s Book Meeting screen. This enables the User to enter their specific Moderator passcode for scheduled conferences. Conferee passcode for Demand Conferences. Select to provide the User with the option of entering their own Conferee passcode for demand conference access. Users can edit the passcodes associated with their Demand conference by clicking the Edit button associated with their Demand conference and displaying the Edit Conference screen. Conferee passcode for Scheduled Conferences. Select to provide the User with the option of entering their own Conferee passcode for scheduled conferences. The Web Portal displays a text box on the User s Book Meeting screen. This enables the User to enter their specific Conferee passcode for scheduled conferences. Configuring Passcodes Complete these steps to enable editable pass code funcitonality. 1. Select Configuration. The Configuration screen displays. 2. Select Form Fields. The Form Fields screen displays. Web Portal 5.1 Administrator Guide November 2008 36

Configuring Web Portal Functionality Figure 8: Form Fields screen 3. Select Moderator passcode for Demand Conferences to display the associated option on the User s conference reservation screen. 4. Select Moderator passcode for Scheduled Conferences to display the associated option on the User s conference reservation screen. 5. Select Conferee passcode for Demand Conferences to display the associated option on the User s conference reservation screen. 6. Select Conferee passcode for Scheduled Conferences to display the associated option on the User s conference reservation screen. 7. Select Commit to implement your specifications. The Web Portal displays the selected passcode options on the User s Book Meeting screen for Scheduled conferences and on the Edit Conference screen for Demand conferences. Users cannot book Demand conferences but can edit the passcodes associated with their Demand conference via the Edit Conference screen. 37 Web Portal 5.1 Administrator Guide November 2008

Setting Time and Date Formats Setting Time and Date Formats Time and date formats enables the administrator to set the way that time and date displays on the Web Portal interface, and in Conference Invitations. The different options are: Months are displayed as a string of letters. For example, July is Jul in the MMM setting. Table 1: Time and Date formats Option MMMMM dd yyyy dd MMMMM yyyy hh:mm aa HH:mm dd:mmm:hh:m m:a MMM:dd:hh:m m:a dd:mmm:yy MMM:dd:yy Time Format EEEEE:MMMM M:dd:yyyy EEEEE:dd:MM MMM:yyyy EEEE:dd:MMM M EEEE:MMMM: dd Description Month (5 characters), Date (2 characters), Year (4 characters). Date (2 characters), Month (5 characters), Year (4 characters). Hour: Minute (am/pm) Hour: Minute (24 hour) Date (two characters): Month (three characters): Hour: Minute (am/pm) Month (three characters): Date (two characters):hour:minute (am/ pm) Date (two characters): Month (three characters): Year (two characters) Month (three characters): Date (two characters): Year (two characters) 12= 12 hour clock (am/pm) 24= 24 hour clock. Day of week (five characters): Month (five characters): date (two characters): year (four characters). This applies to Self Registration display only. Day of week (five characters):date (two characters): Month (five characters): year (four characters). This applies to Self Registration display only. Day of week (four characters):date (two characters): Month (four characters). Day of week (four characters):month (four characters): date (two characters). Web Portal 5.1 Administrator Guide November 2008 38

Configuring Web Portal Functionality Table 1: Time and Date formats Option EEE:dd:MMM EEE:MMM:dd Description Day of week (three characters): Date (two characters): Month (three characters). Day of week (three characters): Month (three characters): Date (two characters). Setting invitation date and time Setting invitation date and time enables the administrator to define how date and time are displayed in conference invitations. 1. Ensure that you have logged onto the Administration section of the Web Portal. 2. Click Configuration. The Configuration screen displays. 3. Select Global Configuration. 4. Click Commence Wizard. The Display tab displays. 5. Select your preferred date format from the Invitation Date Format drop down list. For more information, see Table 1. 6. Select your preferred time format from the Invitation Time Format drop down list. For more information, see Table 1. 7. Click Commit. The conference invitation time and date formats are set. Setting self registration date format Setting the self registration format enables the administrator to define how date and time are displayed on the self registration interface. 1. Ensure that you have logged onto the Administration section of the Web Portal. 2. Click Configuration. The Configuration screen displays. 3. Select Global Configuration. 39 Web Portal 5.1 Administrator Guide November 2008

Viewing booking options 4. Click Commence Wizard. The Display tab displays. 5. Select your preferred date format from the Self Registration date format drop down list. For more information, see Table 1. 6. Click Commit. The self registration date format is set. Viewing booking options Viewing booking options enables the administrator to set what options are displayed by the Booking section of the Web Portal. 1. Ensure that you have logged onto the Administration section of the Web Portal. 2. Click Configuration. The Configuration screen displays. 3. Select Global Configuration. 4. Click Commence Wizard. The Display tab displays. 5. Click Tabs & Buttons. The Tabs & Buttons section displays. Web Portal 5.1 Administrator Guide November 2008 40

Configuring Web Portal Functionality Figure 9: Tabs and Buttons 6. Select your preferred option from the scheduling items section. Table 2: Booking Options Option Notification Options Recording List Recurring Options Advanced Options Schedule search option Description Select to enable the conference notification options. For more information see Table 5. Select to enable the recording options. Select to enable the recurring booking options. For more information see Disabling/Enabling Recurring Conference Options on page 56. Select to enable the advanced booking options. For more information see Disabling/ enabling conference booking options on page 43. Select to enable the schedule search. Users can now search for conference details using criteria such as date/ time, conference reference number etc. 7. Click Commit. The selected booking options are available to the User from the Web Portal interface. 41 Web Portal 5.1 Administrator Guide November 2008

Setting the navigation (left hand pane) menu Setting the navigation (left hand pane) menu Setting the navigation menu enables the Administrator to define what options are available to the User on the left hand side of the Web Portal interface. The standard options are: Schedule Menu Option Select to enable the schedule menu. The User can view their conference schedule or search for other scheduled conferences. Users can access the Avaya Audio Console from the console button in the conference My Schedule list. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. Booking Menu Option Select to enable the booking menu. The User can reserve conferences, set recurring bookings and specify conference recording details using this tab. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. Onboard Participant s Option Select to enable the Participant s option. The User can add, delete or edit Participants from their Web Portal address book. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. Onboard Account Option Select to enable the edit one s own account option. Users can change their passwords, view recorded conferences and create Web Portal usage reports. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. Onboard Help Option Select to provide the User with the opportunity to access the online help. 1. Ensure that you have logged onto the Administration section of the Web Portal. 2. Click Configuration. The Configuration screen displays. 3. Select Global Configuration. 4. Click Commence Wizard. The Display tab displays. 5. Click Tabs & Buttons. The Tabs & Buttons section displays. 6. Select your preferred options for the Navigation area. Web Portal 5.1 Administrator Guide November 2008 42

Configuring Web Portal Functionality 7. Click Commit. The left hand menu options are set. Enabling Functionality The administrator can disable or enable Web Portal functionality. The available functionality with the Web Portal 5.1 is listed in the tables below. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. Disabling/ enabling conference booking options Enabling Multi Cabinet Conferencing Disabling/ enabling notification options Configuring attachment functionality Disabling/Enabling Recurring Conference Options Disabling/ enabling conference booking options The administrator can set what booking options are available on the Web Portal interface by using the Form Fields tab. The selected options are then displayed on the Advanced tab of the Book Meeting section of the Web Portal. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. The administrator can also set the default values used for each field on the Default Field Values tab. The default value is used even if the field is hidden. 43 Web Portal 5.1 Administrator Guide November 2008

Enabling Functionality The available advanced booking options with the Web Portal 5.1 release are: Table 3: Advanced Booking Options Option Moderater Cost Center Description The User can select whether they want a Moderator to attend the conference or not. For accounting purposes, cost codes (cost centers) can be associated with a conference reservation. The available cost centers are: User Code (UC): The end User s identifing number. International calling card (ICC): A code for an external telecoms provider. When you create a client, you can specify an ICC. Account Reference (AR): The client s account number. Dial number (DN): The telephone number of the caller. Calling line identifier (CLI): The redirecting number information for the caller. External string (ES): A free text field which can resolve to an external database. When you create a client, you can specify an ES. The Cost Center field cannot be empty. It can contain up to 20 characters. The Web Portal obtains the default value for the Cost Center field from the PaymentType field in UserBooking.properties. Typically, this value is AR. If you change the PaymentType field from AR to either ICC or ES and there is no ICC or ES associated with that client, End Users see an error message when they attempt to book a conference. You can add an ICC and ES when you create a client. You can also edit an existing client to add an ICC or ES. If the PaymentType field is either ICC or ES, it cannot be edited by Moderators or Wholesaler User roles. CRS Operator assistance is required. If you change the PaymentType field to CLI, End Users cannot edit Cost Center field. If the Cost Center field has any other value, other than CLI, End Users can edit it. If End Users edit the Cost Center field, the payment type field in the conference billing report changes to UC. Wholesaler Users can select a payment type when they book a conference on behalf of their client. In the case of Wholesaler bookings, the Cost Center field defaults to the value of PaymentType field in UserBooking.properties. Web Portal 5.1 Administrator Guide November 2008 44

Configuring Web Portal Functionality Table 3: Advanced Booking Options (continued) Option Best Fit Multi-Site Conference Toll Free Attended Conference Viewer Moderator Hang Up Allow Conference Lock Conference passcode Duration Description If enabled, the best fit feature ensures that if the necessary conference resources are not available at the specified conference time, and alternative time and resource combination is offered. MultiSite dynamically links conferences distributed over bridges located anywhere in the world. A caller dials into a local bridge, joins the local conference, and is connected by audio to other local conferences that make up the global conference. Reports on a MultiSite system are carried out site by site. The audio console cannot be used to manage a MultiSite call, it can only manage calls on a single bridge. If enabled here and chosen by a Moderator at conference booking time, Participants have the option of using a toll free number to access the conference. A Toll Free flag appears in the reports and billing output. If enabled here and chosen by a Moderator, the conference is flagged as an Operator conference. An Operator monitors the call and can greet Participants. The User can access the conference viewer application. This option is hidden by default. For more information, see the Meeting Exchange 5.1 Conference Viewer User Guide, which is available on support.avaya.com. If enabled, the conference closes once the Moderator hangs up or leaves. Enabling conference lock permits the conference Moderator to lock the conference. No further Participants are allowed into the conference once it is locked. This option defines the length of time that the conference passcode is available. 45 Web Portal 5.1 Administrator Guide November 2008

Enabling Functionality Table 3: Advanced Booking Options (continued) Option Pin Mode Billing Code Prompt Description For a full description of PIN Mode and PIN lists, see the Meeting Exchange 5.1 Client Registration Server System Administrator Guide on www.support.avaya.com. A PIN code is an identification number that is unique to each Participant. The name of the Participant and their unique identification number are stored in a PIN list. When Moderators using the Web Portal, create a new Participant, the CRS generates a PIN code for each new Participant. The PINs and the name of the Participant are stored in a database table. As a Web Portal System Administrator, you can choose to display a set of PIN Mode options to Moderators. Using these PIN Mode options, Moderators can force Participants to enter a passcode and their PIN code in order to access their conference. There are three PIN Mode options: 1. If a Moderator selects Off, Meeting Exchange does not use PIN codes for the conference reservation. 2. If a Moderator selects System, Meeting Exchange grants conference access to a Participant if they enter the correct passcode and a PIN code which matches any entry in the system s PIN list, which is stored in a database table on the bridge. The CRS creates this PIN list automatically. When a Moderator adds new Participants to their own address book, the CRS allocates a PIN to each new Participant. Meeting Exchange stores the PIN in a system-generated PIN list. 3. If a Moderator selects Conference, the CRS assigns a dynamically-created PIN list to the conference. The CRS dynamically creates a PIN list for each conference. This PIN list contains only the invitees for that particular conference. Meeting Exchange grants conference access to Participants if they enter the correct passcode and a PIN code which matches any entry in this PIN list. For more information, see PIN List on page 47. This option prompts the User to enter a billing code when they access the conference. Web Portal 5.1 Administrator Guide November 2008 46

Configuring Web Portal Functionality Table 3: Advanced Booking Options (continued) Option Description PIN List For more information, see Pin Mode on page 46. If Moderators select the Conference PIN Mode option, the CRS assigns a dynamically-created PIN list to the conference. The CRS dynamically creates a PIN list for each conference. This PIN list contains only the invitees for that particular conference. Meeting Exchange grants conference access to Participants if they enter the correct passcode and a PIN code which matches any entry in this dynamically-created PIN list. In the Meeting Exchange environment, there are main two sources of PIN lists. As a System Administrator, you can create and load PIN lists into Meeting Exchange. See the Meeting Exchange 5.1 S6200/6800 Administration and Maintenance Guide on www.support.avaya.com for instructions. Alternatively, the CRS dynamically creates a PIN list for each conference. This PIN list contains only the invitees for that particular conference. If Moderators specify Conference PIN as their PIN Mode, they can restrict conference entry to the invitees only. The CRS names this PIN list using this naming convention: cl_conference reference.txt. So, if the conference reference is 123456, the PIN list is cl_123456.txt. Name Record Playback Enter Tone Leaving Tone Music Source Prompt set On the Web Portal, Users cannot edit the PIN List field. The CRS automatically assigns the cl_conference reference.txt value to the conference. The Meeting Exchange 5.1 Web Portal User Guide describes PIN mode and PIN lists to Moderators. This guide is available on support.avaya.com. This option prompts the Users to enter their name when they dial into the conference. Entry tones can be enabled and disabled on a per conference basis. Leaving tones can be enabled and disabled on a per conference basis. The User can set the location of the source file for the music that is played when a Conferee is on hold. The User can select, from a list of languages, the set of prompt messages that are played into the conference. 47 Web Portal 5.1 Administrator Guide November 2008

Enabling Functionality Table 3: Advanced Booking Options (continued) Option Auto Increase Participants Auto Extend Duration Biometric Authentication Dial List Client password Editable My-Account Information Participant Language Description The User can automatically increase the number of reserved Participants during a live conference. The User can automatically extend the reserved duration of a live conference. Biometric authentication is a feature which uses voice recognition software to verify the identity of Participants. For Meeting Exchange 5.1, the biometric authentication feature is still in development. Avaya recommends that you do not display this field to Moderators. If enabled here, a Moderator can enter the filename of a dial list in the Dial List field. A dial list is a list of contact names and telephone numbers that Moderators can associate with the conference. They can prompt the conferencing server to dial all the numbers in this list. It is important to note that you must create the dial list file beforehand, if you intend to enable the Dial List field for Moderators. You can create dial lists using any text editor. No file extension is required. However, the format for the files must follow a specific pattern. It is particularly important that the file name does not contain any spaces. Dial lists are stored on the bridge in /usr/dcb/dbase/diallists. Typically, Operators generate them or upload them using Bridge Talk. For more information, see the Avaya Meeting Exchange 5.1 Bridge Talk User Guide, which is available on support.avaya.com. This option controls the password field on the my account tab. This option enables Users to edit client account details such as timezone. If enabled here, the Preferred Notification Language field is displayed on the Participant Self Registration screen. Participants who are self registering, can select which language they would prefer for their notification e-mails. Web Portal 5.1 Administrator Guide November 2008 48

Configuring Web Portal Functionality Main Booking Options These options are on the main booking form but can also be hidden. Table 4: Booking Options Option Simultaneous Data Conference Advertise Conference Description Enables the User to reserve a data conference. For more information on data conferences, see the Avaya Web Conferencing User Guide, which is available on support.avaya.com. This displays as a standard booking option. If you are using Adobe Connect, this option also enables the user to reserve a data conference. For more information on data conferences, see the Adobe Connect User Guide. This displays as a standard booking option. Advertised conferences are conferences whose access details are displayed on the Web Portal. Web Portal Users with a valid account and company name can view the list of advertised conferences associated with their company. Advertising means that anyone, using an appropriate account and company name, can view the starting time and entry codes associated with conferences. This option is hidden by default and is a standard booking option. 1. Select Configuration. The Configuration screen displays. 2. Select Global Configuration. 3. Click Commence Wizard. The Display tab displays. 4. Select Form Fields. The Form Fields tab displays. 49 Web Portal 5.1 Administrator Guide November 2008

Enabling Functionality Figure 10: Form Fields 5. Select a function as listed in Table 5. 6. Click Default Field Values. 7. Select the values that you want to appear as default on the Web Portal interface. 8. Click Commit to save your changes. 9. Click Reset to restore default settings. The advanced booking options are set. Enabling Multi Cabinet Conferencing The Web Portal offers the capability for Users to reserve a conference on a particular cabinet. A drop down list with the available cabinets and an any option is displayed on the User s conference reservation screen. You can set the default option, this is used if the User does not supply a cabinet during conference reservation. Enabling Multi Cabinet option on booking screen Enabling the "any" cabinet option Setting priorities in the cabinet drop down list Web Portal 5.1 Administrator Guide November 2008 50

Configuring Web Portal Functionality Enabling Multi Cabinet option on booking screen Complete these steps to enable the Multi Cabinet booking option. 1. Open the customform.properties file. 2. Scroll to the CabinetRef parameter. 3. Change the setting to True. 4. Select Save from the file menu. 5. Close the customform.properties file. The Cabinet drop down list displays on the User s interface during conference reservation. Enabling the "any" cabinet option Complete these steps to enable the "any" cabinet option. The "any" option enables the CRS to choose the cabinet on which the conference is reserved. 1. Open the customform.properties file. 2. Scroll to the AnyCabinetDisplay parameter. 3. Change the setting to True. 4. Select Save from the File menu. 5. Close the customform.properties file. 6. Restart the Web Portal interface to enable the "any" option. The Cabinet drop down list containing the "any" option displays on the User s conference reservation screen. Setting priorities in the cabinet drop down list Complete the following steps to prioritise cabinets in the drop down list that displays on the User s web portal interface. 1. Open the Userbooking.properties file. 2. Scroll to the CabinetRef parameter. 3. Change the setting to highlight the cabinet that you want to display first in the User s Cabinet drop down list. If you enter an invalid value, the "any" option displays. 4. Select Save from the File menu. 5. Close the Userbooking.properties file. 6. Restart the User web portal interface. The Cabinet drop down list displays the cabinets in the specified format. 51 Web Portal 5.1 Administrator Guide November 2008

Enabling Functionality Disabling/ enabling notification options The notifications settings can be defined for two seperate areas. On the Tabs & Buttons section, the User can set the display of the E-mail invitations and Outlook Calendar area of the Reservation Created Successfully screen. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. On the Default Field Values tab, the administrator can set which notification options are selected as default from the Notification tab. The Notification tab displays when the User is editing an existing reservation. The available notification options are: Table 5: Notification Options Option Notification Comments Contact Choice Notify Attendance Notify Confirmations Notify Cancellations Notify Changes Notify Reminder Description Select to enable the notification functionality. Select to allow the Users to enter a short comment with the e-mail conference notifications. Select to enable the User to choose to send notifications by e-mail or fax. Sends a Participant report to the Moderator after the conference has taken place. Sends a reservation confirmation to the Moderator to confirm that the conference has been booked. Also sends invitations to the conference Participants. Sends a notification to Participants if the conference is cancelled. Sends a mail to Participants if any changes are made to the conference reservation. Sends a reminder to Participants before the conference is due to take place. 1. Select Configuration. The Configuration screen displays. 2. Select Global Configuration. 3. Click Commence Wizard. The Display tab displays. 4. Select Tabs & Buttons. The Tabs & Buttons tab displays. 5. Select Notification Options from the scheduling items sections. Web Portal 5.1 Administrator Guide November 2008 52

Configuring Web Portal Functionality 6. Select your preferred notification methods from the Notification Items section. The notification methods include: Invite conferees with email client Enables the User to invite Conferees using an e-mail client. For example, Microsoft Outlook. Invite conferees with browser email Enables the User to invite Conferees by copying the text into a browser e-mail service. For example, Hotmail. Invite moderator using calendar Enables the User to invite the Moderator using their e-mail client calendar. 7. Select Default Field Values. The Default Field Values tab displays. 8. Scroll down until the Notification Defaults are displayed. 9. Select the required notification method and the notification types. 10. Click Commit to save your changes Alternatively, click Default to restore default settings. The notification options are now set. Configuring attachment functionality End Users can send file attachments with their conference invitations using the onboard address book functionality. End Users can send up to five file attachments with each conference invitation. For more information, see the Meeting Exchange 5.1 Web Portal User Guide, which is available on support.avaya.com. As a Web Portal System Administrator, you can configure a number of options: Hiding the file attachment feature Setting the maximum attachment size Configuring the attachment directory Hiding the file attachment feature If you do not want End Users to access this feature, you can hide it from their Web Portal interface. If you hide the feature, End Users do not see the Conference Attachments tab. To hide the file attachment feature: 1. Navigate to the customform.properties file on the Web server. 2. Ensure that FileUploadDisplay=false. 53 Web Portal 5.1 Administrator Guide November 2008

Enabling Functionality To allow End Users to see the Conference Attachments tab and access the file attachment feature: Ensure that FileUploadDisplay=true. Setting the maximum attachment size The Web server obtains the value for the maximum attachment size from the CRS server. The Web server reads a table in the BSRes2 database and does not permit the total size of all five attachments to exceed the value written in the database. For example, if the maximum file size is 2MB, the cumulative value of all attachments must not exceed 2MB. To set the maximum attachment size: 1. Using Microsoft SQL Server Management Studio, navigate to FileSizeType table in the BSRes2 database. The FileSizeType table contains a list of file types and a list of corresponding values for their maximum size. The list of file types are in the FileSizeType column. The list of maximum sizes are in the FileSizeTypeBytes or FileSizeTypeName columns. The file types are referenced using numbers. For example file type 1 could have a maximum size of 100KB, while file type 2 could have a maximum size of 200KB, and so on. Table 6 lists some example values. This is not a complete list. Table 6: Example Size Values FileSizeType FileSizeTypeBytes FileSizeTypeName 1 102400 100KB 2 204800 200KB 3 256000 250KB 4 512000 500KB 5 1048576 1MB 6 1572864 1.5MB 7 2097152 2MB 2. Make a note of the file type that corresponds to the maximum size that you intend to allow for file attachments in conference invitations. For example, to allow a maximum cumulative size of 2 MBs, make of note of the number 7. 3. Navigate to the customform.properties file on the Web server. Web Portal 5.1 Administrator Guide November 2008 54

Configuring Web Portal Functionality 4. Enter the file type reference number at the TotalAttachmentSize parameter. For example, TotalAttachmentSize=7. The Web server now only permits a maximum total attachment size of up to 2 MBs. Important: The default value for the maximum size of file attachments is 2MB.! Important: There is one exception to this configuration setting. In the case of Wholesalers, you can set an alternative value for the maximum size of file attachments. When you create a new Wholesaler, you can enable E-mail attachments and select a value from the Max Size drop-down list. For more information, see the Meeting Exchange 5.1 Client Registration Server System Administration Guide. If you do not specify a value in the Max Size drop-down list, the system uses the value specified by TotalAttachmentSize. Wholesaler administration is an optional feature in Meeting Exchange 5.1. Please contact your Meeting Exchange Account Manager for more information. Configuring the attachment directory To configure the attachments directory: 1. Create an attachments folder on the Web server. For example: C:\Attachments 2. Share this folder by allowing read and write access by other Users on the network. 3. On the Notifications Subsystem server, map a network drive to the Web server attachments folder that you have just shared. For example, if you select "v" as the drive letter on the Notification Subsystem server: v:\attachments is the maped path. 4. Navigate to the Notification Subsystem initialization file, which resides on the Notification Subsystem server. 5. In the [EMail] section, ensure that SendAttachments=Y. 6. At the AttachmentsDir parameter, enter the path of the attachment folder as it is referenced by the Notification Subsystem server. For example, AttachmentsDir=v:\Attachments The Notification Subsystem now detects conference invitation attachments in the Attachments folder on the Web server. The Web server stores the file attachments in sub folders within the Attachments folder. Each sub folder is identified by a conference reference number. For example, The attachments for a conference with a reference number of 12345 are stored in C:\ Attachments\12345, the attachments for a confernece with a reference number of 67890 are stored in C:\Attachments\67890, and so on. 55 Web Portal 5.1 Administrator Guide November 2008

Enabling Functionality Disabling/Enabling Recurring Conference Options The available recurring conference options are: Table 7: Conference Recurring Options Option Recurring Conference Total Conference Count Frequency Day of week Week in Month Exclude Monday Exclude Tuesday Exclude Wednesday Exclude Thursday Exclude Friday Exclude Saturday Excluding Sunday Description Select to enable recurring conference functionality. Enables to User to set how many occurrences of the booking they require. Enables the User to set the frequency of the booking. E.g. Weekly, Daily, Monthly. Enables the User to set the day of the week that the booking occurs. Applies to daily setting only. Enables the User to set which week in the month the booking occurs. Applies to monthly frequency setting only. Enables the User to set a daily booking, excluding Mondays. Enables the User to set a daily booking, excluding Tuesdays. Enables the User to set a daily booking excluding Wednesdays. Enables the User to set a daily booking excluding Thursdays. Enables the User to set a daily booking excluding Fridays. Enables the User to set a daily booking excluding Saturdays. Enables the User to set a daily booking excluding Sundays. 1. Select Configuration. The Configuration screen displays. 2. Select Global Configuration. 3. Click Commence Wizard. The Display tab displays. 4. Select Tabs & Buttons. The Tabs & Buttons tab displays. Web Portal 5.1 Administrator Guide November 2008 56

Configuring Web Portal Functionality 5. Select Recurring Options from the scheduling items sections. 6. Select Default Field Values. The Default Field Values tab displays. 7. Scroll down until the recurring functions are displayed. 8. Select Recurring Conference. 9. Select the options that you want to set as default on the Web Portal interface. These options are automatically selected on the Web Portal interface. 10. Click Commit to save your changes. 11. Click Reset to restore default settings. The recurring conference options are set. Hiding Functionality Administrator s can hide functionality from User s Web Portal interface. For example, the administrator can have the Best Fit value set to on and the form field set to off. Best fit is then always configured on and User cannot change it since it is not presented to them on the advanced tab. 1. Select Configuration. The Configuration screen displays. 2. Select Global Configuration. 3. Click Commence Wizard. The Display tab displays. 4. Select Tabs & Buttons/ Form Fields. The Tabs and Buttons/ Form Fields tab displays. 5. De-select whatever menu/ function you require. The un-selected menu/ function is not displayed on the User s Web Portal. 6. Select Default Field Values. Select the relevant function. 7. Click Commit. The function/ menu is hidden from the User interface but is still set as default during conference reservation. 57 Web Portal 5.1 Administrator Guide November 2008

Examples of Disabling Functionality Examples of Disabling Functionality In the screenshot below the administrator has turned off a number of options. These include: The My Account option on the left hand menu. The Search option on the Schedule page. Recording and advanced forms are hidden from the booking page. Figure 11: Administrator Turns Off Options The below screenshot displays the User s web portal interface. The My Account option is no longer available on the left hand section of the screen and the search option is hidden from the Scheduled Conference page. Web Portal 5.1 Administrator Guide November 2008 58

Configuring Web Portal Functionality Figure 12: No My Account Option. The Recording and Advanced forms are hidden from the Booking page. 59 Web Portal 5.1 Administrator Guide November 2008

Examples of Disabling Functionality Figure 13: Recording and Advanced Forms Hidden. The Simultaneous Data Conference and Advertised Conference options are turned off in the following screen. Web Portal 5.1 Administrator Guide November 2008 60

Configuring Web Portal Functionality Figure 14: Simultaneous Data Conference and Advertised Conference disabled. The Simultaneous Data Conference and Advertised Conference are no longer visible on the User s web portal interface. 61 Web Portal 5.1 Administrator Guide November 2008

Examples of Disabling Functionality Figure 15: Simultaneous Data Conference and Advertised Conference unavailable S These changes are made by clicking on the Commit button, relaunching the browser, and logging into the Web Portal as a User. Wait 30/ 60 seconds as the Web Portal takes this length of time to recognize the updates/ configurations. No restart of the tomcat service is required. Ensure that the reports options is 0 before making changes if the administrator is checking logged on Users. Web Portal 5.1 Administrator Guide November 2008 62

Configuring Web Portal Functionality 63 Web Portal 5.1 Administrator Guide November 2008

Chapter 5: Customizing the Web Portal This chapter describes the Web Portal s style sheet. It also outlines how to configure the interface appearance to suit your company s template. It contains the following sections: Introduction Before You Start Uploading Files Uploading Graphics Deleting Branding Searching for Branding Cascading Style Sheet Customizing the Audio Console Customizing Online Help Introduction The administrator can customize the appearance of the Web Portal. This allows them to configure the Web Portal s interface to a particular companies specifications. Customization is performed by editing the Cascading Style Sheet. The Cascading Style sheet is divided into a series of classes which effect different parts of the interface. It is recommended that Users consult with Avaya before branding/customizing their Web Portal interface for the first time. Figure 16 shows where to find information about branding. Web Portal 5.1 Administrator Guide November 2008 64

Customizing the Web Portal Figure 16: Where to Find Information on Branding Avaya Web Portal Administration Guide 1. Brand Web Portal Interface Avaya Audio Console Customization Guide 2. Brand Avaya Audio Console Toolbar 3. Brand Avaya Audio Console Participant States 4. Create Branding Branding Wizard Information Sources Before You Start Copy the default CSS to a location on your hard drive. Rename the CSS before you commence editing it. Ensure that you have registered the company that you are branding on the CRS. Ensure that you have the list of the different classes and their explanation. Ensure that you have entered the Web Portal admin URL. This is your Web Portal URL with /admin/login added. For more information, see Cascading Style Sheet Classes on page 132. 65 Web Portal 5.1 Administrator Guide November 2008

Uploading Files Uploading Files Uploading files enables the administrator to upload previously saved cascading style sheets. This enables administrators to configure the Web Portal s interface appearance. 1. Complete the steps in Before You Start on page 65. 2. Click Branding. The Web Portal branding section displays. 3. Select Web Portal Branding. The Web Portal Branding tab displays. Figure 17: Web Portal Branding 4. Select the applicable company name by clicking the Company search icon. 5. Select the Company from the companies listed. 6. Click Start Branding Wizard. The Web Portal Branding screen is displayed. Web Portal 5.1 Administrator Guide November 2008 66

Customizing the Web Portal Figure 18: Web Portal Branding Screen 7. Click Browse in the Full Path to branded CSS section. The Choose File dialog displays. Figure 19: Choose File dialog 67 Web Portal 5.1 Administrator Guide November 2008

Uploading Graphics 8. Select the file and click Open. The Full Path to branded CSS section is populated. 9. Click Upload. The CSS file is uploaded. For more information, see Figure 24. Uploading Graphics Uploading Graphics enables the administrator to set the appearance of the following: Company Logo The administrator can place a company s logo in the Web Portal interface. This displays on all pages. Phone The administrator can place a phone icon in the Web Portal interface. This displays beside applicable phone numbers. Menu Arrows The administrator can configure the appearance of the arrow along the left hand side of the menu screens. They can configure the appearance of both the selected and unselected arrow. Separator The administrator can configure the appearance of the separator. The default is a dotted line. Help Graphic The administrator can insert a help graphic. Information image. The administrator can insert an information image in the Web Portal interface. This is used to access pertinent conference details from a conference entry on the schedule. Recurrence image The administrator can insert an image that signifies a recurring conference reservation on the Web Portal interface. 1. Complete Steps 1-7 in Uploading Files on page 66. 2. Click Browse in the Full path to the branded image logo file area. The Choose File dialog displays. Web Portal 5.1 Administrator Guide November 2008 68

Customizing the Web Portal 3. Select the file and click Open. The Full Path to the branded image logo file area is populated <companyname>.gif. 4. Complete steps 2 and 3 for: Menu_arrow.gif area Menu_arrow_selected.gif area Menu_seperator.gif area Help.gif area Phone.gif area Information.gif area Recurrence.gif area. 5. Click Upload. 6. Complete steps 1-5 in Completing Uploading on page 69. It is necessary to upload all nine files before completing uploading. Completing Uploading 1. Complete the steps in Uploading Files on page 66 or Uploading Graphics on page 68. 2. The Avaya Audio Console customization screens display. There are two Avaya Audio Console customization screens. The first screen enables you to customize the Avaya Audio Console toolbar. The second screen enables you to customize the Avaya Audio Console participant states. If you do not want to customize the Avaya Audio Console, you can click Skip to proceed to the final step in the customization of the Web Portal. The Skip button is at the bottom of the screen and cannot be seen in Figure 20. 69 Web Portal 5.1 Administrator Guide November 2008

Uploading Graphics Figure 20: Avaya Audio Console Customization Screen For more information on Avaya Audio Console customization, see the Meeting Exchange 5.1 Avaya Audio Console Customization Guide, which is available on support.avaya.com. The final screen in the branding process displays. Web Portal 5.1 Administrator Guide November 2008 70

Customizing the Web Portal Figure 21: Create Branding Page 3. Select Create Branding Now. The Branding created screen is displayed. 71 Web Portal 5.1 Administrator Guide November 2008

Deleting Branding Figure 22: Branding Created Screen The File is uploaded and the Web Portal interface changes to reflect the new specifications. If the company name contains a special character, such as Company$a, the Web Portal creates a branding alias called Companya. Deleting Branding Deleting Branding enables the administrator to remove a company s branding privileges. 1. Select Web Branding. The Web Branding screen displays. 2. Select the applicable company s name. Web Portal 5.1 Administrator Guide November 2008 72

Customizing the Web Portal 3. Select Delete Branding and Configuration. The selected company s branding is removed and all their uploaded files or graphics deleted. Deleting branding removes any files that were uploaded by the selected company. Searching for Branding Administrators can search for a particular wholesaler, company or client branding. 1. Select Branding. The Web Portal Branding screen is displayed. 2. Select Search. The Brand Alias Screen is displayed. If the company name contains any special characters, such as Company$a, the Web Portal creates a branding alias called Companya. The branding alias is simply the company name with any special characters removed. 73 Web Portal 5.1 Administrator Guide November 2008

Cascading Style Sheet Figure 23: Brand Alias Screen 3. Enter either the wholesaler, company or client name and click Brand Search. The search results are displayed in a brand list area at the bottom of the screen. Cascading Style Sheet The Web Portal s appearance is configurable using the Cascading Style Sheet. Cascading Style Sheets defines the interface appearance. For example, the text font, size and color. The Cascading Style Sheet is located in a file named master.css in the C:\Avaya\MX51\ webapps\webportal\customisations\default\default\css directory. Do not delete any files in the default directory. Displayed below is an example of some of the fields of the CSS file. Web Portal 5.1 Administrator Guide November 2008 74

Customizing the Web Portal Figure 24: Conference Booking Page Example menutextselected contentselectedtab contenttab menutext contentbackground calendartoday calendarmonthname calendardayname calendarweekend calendarhistoric calendarinvisible contentlabel formbutton Customizing the Audio Console For information on customizing the Avaya Audio Console, see the Avaya Meeting Exchange 5.1 Audio Console Administration Guide, which is available on support.avaya.com. Customizing Online Help The Avaya Web Portal online help files are located in two separate locations depending on whether you choose the Web Portal User online help or the Web Portal administrator online help. 75 Web Portal 5.1 Administrator Guide November 2008

Customizing Online Help The Avaya Web Portal online help consists of: Graphic files (such as gifs ) HTML files Javascript files To customize the Avaya Web Portal online help, System Administrators modify the graphic files and the HTML files. For example: Customizing Text Customizing Graphics Customizing Text Complete these steps to customize the text in Online Help. 1. Open the online help title screen HTML file with a HTML Editor, such as Notepad. This file is called Welcome.htm. 2. From the Edit menu, select Find. 3. In the Find What field on the Find dialog, enter the text you wish to customize. In this case, enter Avaya Web Portal Online Help. 4. Click Find Next. The title text (Avaya Web Portal Online Help) is highlighted. 5. Modify the title text. For example, enter Your Company Online Help. 6. Save Welcome.htm. 7. Close Welcome.htm. To test the updates, click the Avaya_Web_Portal.htm file. The web_portal_welcome_page.htm or web_portal_3_user_online_help.htm file is the online help starter file. Ensure that you have also edited the Copyright Avaya Operations Ltd text. Customizing Graphics Complete these steps to customize the graphics. 1. Open the online help title screen HTML file with a HTML Editor, such as Notepad. This file is called Welcome.htm. 2. From the Edit menu, select Find. Web Portal 5.1 Administrator Guide November 2008 76

Customizing the Web Portal 3. In the Find What field on the Find dialog, enter img src. The HTML code img src precedes each graphic. The company logo on the online help title screen is called Avaya_regular.gif. 4. Replace the graphic title with another graphic title, such as your_company.gif 5. Save the your_company.gif graphic in the WebHelp folder. 6. Save Welcome.htm. 7. Close Welcome.htm. You may have to modify the size dimensions of the graphic. The code relating to size is located neart the graphic title and the img src reference, as follows: width="600px" height="100px" To test the customization, click the Avaya_Web_Portal.htm file. The Avaya_Web_Portal.htm file is the online help starter file. Figure 25: Customized Online Help Title Screen 77 Web Portal 5.1 Administrator Guide November 2008

Chapter 6: Generating Administrator Reports This chapter describes how to generate a list of all conferences. You can view the details in a selection of graphical formats. Web Portal Reports Session Reports Generating Reports Web Portal Reports There are two different types of reports: Booking Reports. Displays booked resources versus used ports in a selected graphical format. Moderator Console Report. Displays the amount of Moderators that started the Audio Console in graphical format. You can also view the data in a Microsoft Excel spread sheet. The output is listed in a series of fields. For more information see the Avaya Meeting Exchange 5.1 Reports Guide. Ensure that you have entered the Web Portal admin URL. This address your Web Portal URL with /admin added. The typical Web Portal admin URL is http:// <webportalsite>/webportal/admin/login. Session Reports Session Reports provide the administrator with two types of report. Session Load The administrator can view how many Users are currently logged on to the Web Portal using Session Load. Select the Session Load option and click Generate Report to view. Web Portal 5.1 Administrator Guide November 2008 78

Generating Administrator Reports User Sessions The User sessions give a report of how many Users accessed the webserver over a period of time. Totals are for each day in the date range specified. This information displays in a variety of different formats. Administrators can also view the number of seperate sessions that have taken place on the Web Portal. Generating Reports You can generate graphical representations of conference activity. Viewing Report Details in a Microsoft Excel spreadsheet Creating User Session Reports 1. Click Admin Reports. The Admin Reports screen displays. Figure 26: Admin Reports Screen 2. Select what type of report you want to generate. For more information, see Web Portal Reports on page 78. 79 Web Portal 5.1 Administrator Guide November 2008

Generating Reports 3. Select the date that you want the report generation to start from the Start Day drop down list. 4. Select the date that you want the report generation to end from the End Day drop down list. 5. Select, from the following options, the chart type. The report data displays in this format: Vertical Bar Chart Line Chart Pie Chart Area Chart Stacked Area Chart Horizontal Bar Chart 3D Vertical Bar Chart 3D Horizontal Bar Chart 3D Stacked Vertical Chart. 6. Click Generate Report. The report is generated and the graphical representation of the data displays on screen. Web Portal 5.1 Administrator Guide November 2008 80

Generating Administrator Reports Figure 27: Generated Report Example Viewing Report Details in a Microsoft Excel spreadsheet You can also view the report output in more accurate detail by creating a.csv file. For more information see the Avaya Reports and Billing Guide. 1. Complete steps 1-7 in Generating Reports on page 79. 2. Click Report CSV File. The File Download dialog displays 81 Web Portal 5.1 Administrator Guide November 2008

Generating Reports Figure 28: File Download Dialog 3. Select whether you want to open the Microsoft Excel spreadsheet from the current location or save the file to your hard disk and click OK. The Microsoft Excel spreadsheet displays if you have decided to open the file from it s current location. Figure 29: Reports Microsoft Excel spreadsheet The Save As dialog displays if you have decided to save the file to your hard disk. Web Portal 5.1 Administrator Guide November 2008 82

Generating Administrator Reports 4. Enter a location to save the file and click Save. The Microsoft Excel spreadsheet is saved to that location. Creating User Session Reports Complete these steps to create User session reports. 1. Select Reports. The Reports section displays. 2. Select Session Reports. The Session Reports tab displays. Figure 30: Session Reports Tab 3. Select User Sessions for a User Sessions report. 4. Enter the date range for the reports. 5. Select your preferred graph type. 6. Click Generate Report. The report is generated and the information displays in the selected graph type. 83 Web Portal 5.1 Administrator Guide November 2008