Forum 500 Forum 5000 Conference Application Forum Conference Commissioning Manual User Guide
Welcome to Proximus Thank you very much for choosing this Proximus product. Our product meets the strictest requirements with regard to design and quality. Forum Conference This guide will show you how to use your Forum Conference application and answer most of the questions that may arise. If you need further support or information, please consult your system administrator or your dealer. Internet: www.proximus.be/pabx Forum 5000 This guide applies to the Forum 5000 product family. The Forum 5000 product family comprises the Forum 5500, Forum 5004, Forum 5008 and Forum 5012 communications systems. If individual features differ on the systems, a reference is made in this user guide. We hope you enjoy using the Forum Conference application.
Contents Forum Conference....................................3 Basic Knowledge about the Conference Application.............. 3 Licences..................................................... 7 Scope of Delivery............................................. 8 About this Guide.............................................. 8 Conference Application Configuration................. 9 Logging into Web Console...................................... 9 Configuring Authorisations for Using the Conference Application.10 Configuring Conference Systems.............................. 11 Settings in the Conference System Configuration Dialogue........11 Notes on Changing and Deleting Conference Systems.............. 16 Entering the Call Number of the Conference System into the Call Distribution...................................................17 Configuring Fixed Conference Rooms........................... 17 Settings in the Conference Room Configuration Dialogue......... 18 Notes on Changing and Deleting Fixed Conference Rooms.......... 20 Checking Conference Connections............................ 20 Configuring an E-mail Account for Conference Invitations........ 21 Configuring Recording Feature................................23 Multi-company Variant.......................................24 Configuring Announcements..................................24 Announcements File Formats..................................... 27 Recording Announcements........................................ 27 Loading Announcements.......................................... 29 KDA Manager............................................... 30 Installing and Deinstalling the KDA Manager....................... 30 Starting the KDA Manager........................................ 31 Operating the Conference Application................ 32 Starting and Terminating the Application.......................32 Views of the Conference Application...........................33 Conference Invitations........................................35 1
Functions of the Invitations View.................................36 Conference Invitations Procedure.................................. 37 Creating a Conference Invitation................................... 37 Inviting Conference Participants...................................39 Sending the Invitation E-mail...................................... 41 Changing a Conference Invitation..................................42 Cancelling a Conference...........................................43 Cancelling a Conference by an Authorized User....................45 Notes on Conference E-mails......................................47 Conference Overview........................................ 48 Conference View (Manager)........................................49 Conference View (Participants).................................... 51 Selecting a Room................................................. 51 Opening and Closing a Room......................................52 Switching On/Off the Participants Microphones....................54 Excluding a Conference Participant................................56 Recording a Conference............................................ 57 Notes on Conference Recordings...................................58 Short User Guide: Take Part in a Conference........... 60 Required Information........................................ 60 Dial-in to a Conference....................................... 60 Submitting and Cancelling Speech Requests................... 61 Possible Situations in the Conference Room.................... 61 Forum CTI Display........................................... 62 Appendix.......................................... 64 Environmental Information................................... 64 Technical Data.............................................. 65 Index...............................................67 Support........................................... 69 2
Basic Knowledge about the Conference Application Forum Conference With the Forum Conference application you can organise audio conferences with up to 30 persons. Forum Conference allows easy and comfortable conference management. The application is integrated into the Forum 5004/5008/5012 or Forum 5500 communications system and can be activated via a licence. Internal users of the Forum 500 / Forum 5000 communications system can take part in a conference, and also external persons. The conference application requires no additional hard- or software. The conference participants can use any telephones of the Proximus terminal product families. It is also possible to use analogue telephones that are set to dual-tone multi-frequency (DTMF) dialling. Internal users of the Forum 500 / Forum 5000 communications system can operate the conference application with the Forum CTI application. Basic Knowledge about the Conference Application This section provides an overview about the concept, main terms and features of the integrated Forum Conference application. Audio conferences In contrast to a 3-party conference more than three persons can communicate with each other in an audio conference. Each participant occupies a free voice channel of the communications system. The licence you have purchased determines how many conference voice channels are available at maximum. If all available conference voice channels are occupied, other callers who try to dial into a conference receive a busy signalling. If a conference call comes in and there is no free licence, a protocol entry will be made in the telephony log file (in the Configurator, Diagnosis > Log Trace menu). Forum Conference 3
Basic Knowledge about the Conference Application The Forum 5004/5008/5012 communications system can manage up to 30 conference participants. The participants can either be gathered in a common conference or they can be distrubuted to several audio conferences that take place simultaneously. The Forum 5500 communications system can manage up to 100 conference participants which are distributed to several audio conferences that take place simultaneously. Of these, up to 30 participants can be gathered in a common conference. Conference system A conference system comprises one or more conference rooms. Each conference system can be reached under an individual internal call number or dial-in call number. Multiple conference systems are maybe a good idea if you operate the Forum 500 / Forum 5000 communications system in a group of companies (see the chapter entitled Multi-company Variant starting on page 24) or if you want to configure conference systems for different business divisions of your company. Conference rooms and access protection Audio conferences take place in conference rooms which are either configured in the Forum 500 / Forum 5000 communications system in a fixed manner or which are created temporary if needed. You can configure or create any number of conference rooms. The entry to a conference room is protected by an access PIN. There are two room types: Fixed conference rooms are configured by the system administrator (in the Configurator, Applications > Forum Conference > Rooms menu). Each fixed configured conference room is secured with an access PIN that does not change. This PIN is communicated to a range of persons (e. g. the employees). Appointments for using a fixed conference room must be coordinated to avoid that the room is occupied twice. For example, a fixed conference room is suitable for team meetings on a weekly basis. Temporary conference rooms are created on demand. A temporary conference room is created when a user of the conference application creates a conference invitation (in the Forum Conference tab of the Forum CTI application). The conference room only exists throughout the duration of the conference. The communications system generates an indi- 4 Forum Conference
Basic Knowledge about the Conference Application vidual access PIN for each conference participant. This PIN ceases to be valid when the conference date has expired. Conference manager A conference manager is designated for each conference room. The manager moderates the conference. For a fixed conference room, the system administrator designates one of the users of the Forum 500 / Forum 5000 communications system as manager. Additionally, the system administrator can designate a user group. If the conference manager is absent, a member of this user group can substitute the manager and moderate conferences in this room. For a temporary conference room, the user who has created the conference invitation is the conference manager. The conference manager coordinates the speech requests and the microphones of the participants. The manager can also record the conference (audio recording) and, if necessary, exclude participants from the conference. Opening times In a fixed conference room, the conference manager is responsible to open and to close the room. A temporary conference room is opened automatically at the planned begin (either on time or shortly before) and automatically closed at the planned end or when the last participant has left the room. Conference invitations and e-mail notifications When a user schedules a conference date (whereat a temporary conference room is created), the participants must be informed when and how dialling into the conference is possible. The conference application enables to invite participants by e-mail. The invitation e-mail contains the required information (date, dial-in call number, individual access PIN). In addition, conference participants can be informed by e-mail in the following situations: when the conference room is opened (as a reminder), if the conference has been cancelled, when the conference has been finished. The communications system generates the e-mail contents automatically on the basis of the conference data. Forum Conference 5
Basic Knowledge about the Conference Application Conference invitation and conference cancellation e-mails are sent in calendar format (Outlook and ICS format) and the data will be entered or removed in the calendar of the invited participant. To use a fixed conference room requires neither an invitation nor further notifications. The room is used on appointment. The access PIN is prescribed and known by the users of the room as well as the dial-in call number. The conference manager is responsible to inform the conference participants about the dial-in call number and the access PIN. Voice guidance Individual created announcements can be used to guide the participants through the conference system and to support them during operation. Dialling into a conference by a participant The participant dials the call number of the conference system and then enters the access PIN. If the participant enters a wrong PIN three times, the connection to the conference system is released. The participant receives a busy signalling and previously an announcement (if applicable). This announcement must be configured by the system administrator. Prerequisites for dialling into a conference are: The room is open. Free participant places are available. Up to 30 participants are possible in a conference whereat this maximum number can be limited by the purchased licence. Free voice channels are available. If the dial-in is not possible because of one of these reasons, the participant receives a busy signalling and an announcement that fits to the situation (if applicable). This announcement must be configured by the system administrator. User interface The operating functions that are required during a conference are available in the Forum Conference tab of the Forum CTI application. Combination with additional internal applications The Forum Conference application can also be operated in a group of companies (application Multi-company variant ). 6 Forum Conference
Licences Licences The Forum Conference application requires a licence. The following licences can be purchased: Licence name Forum 5000 Conference License, 5 channels Forum 5000 Conference License, 10 channels Properties Licence for audio conferences with: up to 10 conference systems up to 5 conference participants, distributed to one or several conferences Licence for audio conferences with: up to 10 conference systems up to 10 conference participants, distributed to one or several conferences You can combine several licences to raise the number of available voice channels. However, the maximum number of conference systems is always 10. The licences must be authorised for use on the web console of the Forum 500 / Forum 5000 communications system. Contact your service technician to do so. Demo version The system software contains for the Forum Conference application a time limited demo version. You can activate this demo version in the Configurator, System > Licences menu. Please contact your dealer or Proximus representative if you wish to purchase a permanent licence. Note: With the demo version a maximum of 30 persons can participate in one or several audio conferences. When the demo version has expired, all configured conference systems will be deactivated. After expiration of the demo version, you can still delete the configuration of the conference application. Forum Conference 7
Scope of Delivery Scope of Delivery The scope of delivery includes: the licence confirmation for the licences purchased for the Forum Conference application, the Forum Conference guide (PDF file on the Forum 500 / Forum 5000 product CD). About this Guide This guide is for the various user groups of the Forum Conference application: system administrators, conference managers and conference participants. Chapter Conference Application Configuration starting on page 9: contains information on commissioning and maintaining the conference application for the system administrator of the communications system. Chapter Operating the Conference Application starting on page 32: explains application operation for the conference managers and conference participants. Kapitel Short User Guide: Take Part in a Conference starting on page 60: contains short operating instructions for internal and external conference participants. The screenshots show the application on the Forum 5004/5008/5012 communications system. Application configuration and operation are identical on the Forum 5500 communications system. Additional documentation The communications system online help offers additional context-related information on the application. Refer to the Mounting and Commissioning guide (Forum 5004/5008/ 5012) and Commissioning and Maintenance guide (Forum 5500) for information on connecting terminals. Refer to the respective user guides for information on programming and operating the system terminals. The online help and the guides are on the product CD of the Forum 500 / Forum 5000 communications system. 8 Forum Conference
Logging into Web Console Conference Application Configuration This chapter is for the system administrator of the Forum 500 / Forum 5000 communications system. Logging into Web Console The conference application is configured on the web console of the communications system in the Configurator, Applications > Forum Conference menu. You can access the online help to each dialogue while configuring. This is where the possible settings for each dialogue field are described. Log in to the web console as a user with administrator rights. 1. Open a web browser. Enter the IP address of the communications system into the Address input field. The default address is: http://192.168.99.254/ 2. User name, Password: Enter your user name and your password. The default access data for the system are: User: Administrator Password: [no existing password] 3. Confirm via Login. 4. Open the Configurator menu. 5. If necessary, load the current online help version in the System > Components menu. There are multiple language versions of the online help on the product CD of the Forum 500 / Forum 5000 communications system in the \OLH directory. Conference Application Configuration 9
Configuring Authorisations for Using the Conference Application Configuring Authorisations for Using the Conference Application To use the conference application you must issue user authorisations. You issue these authorisations in the User manager. To use the user interface of the conference application, the Forum CTI authorisation is required. Configuration dialogue: User groups CTI authorisation To create conference invitations in the Forum CTI application, users need also the User may make invitations authorisation. Configuration dialogue: User groups conference invitation authorisation Refer to the online help for further information regarding configuring user groups. 10 Conference Application Configuration
Configuring Conference Systems Configuring Conference Systems You can configure up to 10 conference systems. The conference systems are completely independent from each other, i. e. each system has its own dial-in call number, own announcements and own configuration parameters. For example, several conference systems are useful if you are operating the Forum 500 / Forum 5000 communications system as the multi-company variant (see the chapter entitled Multi-company Variant starting on page 24). Tip: Before you start configuring a conference system, you should create the announcements which guide the participants through the conference system. Please also read the the chapter entitled Configuring Announcements starting on page 24. Settings in the Conference System Configuration Dialogue 1. In order to configure a new conference system or to change a previously configured conference system: Click on the New button on the Forum Conference > Systems status page. Previously configured conference systems are displayed in a table on the status page. In order to change the configuration of an existing conference system, click on the desired system in the Name table column. The configuration dialogue opens. Conference Application Configuration 11
Configuring Conference Systems Configuration dialogue: Conference system 2. Enter the configuration data for this conference system here. 3. Confirm your settings with Apply. Conference system settings Based on: You can use the settings of a previously configured conference system as a template for a new system. To do this, you select the corresponding system from the list. Change the displayed settings suitable for the new system. Name: Enter the name of the conference system (up to 20 characters long). This name is the classification criterion when you configure the conference rooms. Phone No.: Enter the internal call number under which the conference system can be reached. This can be one to five digits long. Forum 500 / Forum 5000 users (internal callers) reach the conference system at this internal number. You must include the call number in the Call distribution list so that external callers can also reach the conference system. Information on this can be found in the chapter entitled Entering the Call Number of the Conference System into the Call Distribution starting on page 17. Welcome track: From the list, select the audio file which contains the announcement for welcoming the participant. This announcement is 12 Conference Application Configuration
Configuring Conference Systems played after the participant has dialled the conference call number and when the connection to the conference system is established. PIN input wrong: To enter a conference room, the participant needs a PIN. From the list, select the announcement for informing the participant about entering a wrong PIN. This announcement will also be played if the participant enters the PIN too late and the timeout for PIN input has expired (see also the Timeout for PIN input setting). The PINs are generated when the conference rooms are configured (see the chapters entitled Settings in the Conference Room Configuration Dialogue starting on page 18 and Conference Invitations starting on page 35). Note: You must configure the Welcome track and PIN input wrong announcements. Otherwise, the configuration of the conference system will be incomplete. If these audio files are still not present when the conference system is set up, this step in the configuration process must be completed at a later point. The necessary audio files are created in the Forum Conference > Audio menu (see the chapter entitled Configuring Announcements starting on page 24). The communications system will issue a system warning if the audio files for the welcome track and / or the text for the PIN input is missing for a conference system. Configuration dialogue: Conference system announcements before entering a conference room Conference Application Configuration 13
Configuring Conference Systems Beep when in and out: Activate this option to inform all conference participants with a beep tone that a participant enters or leaves the room. Timeout for PIN input: Enter the time span (in Seconds) after which the participant must enter the access PIN for the conference room. Auto answer delay: Use this field to enter a time span (in Seconds) after which the conference system accepts the call. The caller hears the dial tone during this period. The delay helps the caller to prepare himself for the dial-in to the conference. The following e-mail settings apply to conferences which users of the communications system schedule via the Forum CTI application (see also the chapter entitled Conference Invitations starting on page 35 help book). The invited participants can be informed about these conferences by e- mail. The requirements for sending e-mail invitations are described in the chapter entitled Configuring an E-mail Account for Conference Invitations starting on page 21. Conference sialogue: Conference system e-mail settings Phone number for invitation e-mail: Enter the (complete) call number which the caller must dial to take part in a conference. This call number is indicated in the invitation e-mail. To enable dial-in for international participants also, you should enter the call number in the E.123 format. Example: +49 30 6104 1234. 14 Conference Application Configuration
Configuring Conference Systems Send e-mail at invitation or cancellation: Activate this option to inform participants that they are invited to a conference or that the conference was cancelled. Send e-mail before beginning of the audio conference: Activate this option to remind the participants of the conference by e-mail. The reminder e-mail will be sent automatically when the conference room is open. Send e-mail at the end of the audio conference: Activate this option to inform participants about the conference end. This e-mail is especially neccessary to inform prevented participants about the fact that the conference took place. A conference is finished when the last participant has left the conference room and when the conference date has expired. The following settings apply to announcements that guide conference participants after they have entered the access PIN. Configuration dialogue: Conference system announcements after entering a conference room Number of languages: For each conference system, you can create announcements in several languages (three languages max.). Select the desired number from the list. The announcements languages are independant from the language setting of the web console and cann be freely chosen. Conference Application Configuration 15
Configuring Conference Systems Language for announcements: Enter a name for the used announcements in this field (one name per language). This name is the classification criterion when you configure the conference rooms (see also the chapter entitled Settings in the Conference Room Configuration Dialogue starting on page 18). You can configure individual announcements for several situations that may occur in a conference room. Room is closed: This announcement informs that the conference room is closed. Room is full: This announcement informs that the maximum number of conference participants is reached and that no further participants can enter the room. Entering the empty room: This announcement welcomes a participant who enters the conference room first. Entering the non-empty room: This announcement informs a new participant that other participants are already present. Participant has been removed from the room: The conference manager can remove participants from the conference. This announcement informs a participant about the fact that he was excluded. Notes on Changing and Deleting Conference Systems Before you change or delete a conference system, you should check if it is currently used (see the chapter entitled Checking Conference Connections starting on page 20). Changing a conference system If you change the configuration data of a conference system and if currently a conference takes place in one of its rooms, this conference will be finished automatically as soon as you apply the changed settings. A respective system alert is displayed then. Thus, you should not change a conference system if a conference takes place in one of its rooms. Deleting a conference system You cannot delete a conference system if there are still fixed conference rooms assigned to it or if it is currently used for a conference. A respective system alert is displayed then. 16 Conference Application Configuration
Configuring Fixed Conference Rooms Entering the Call Number of the Conference System into the Call Distribution You allocate the call numbers of the configured conference systems to your external call numbers in order that external callers can reach the conference systems. Enter the call numbers of the conference systems into the Call distribution > Incoming (on a system access Anlagenanschluss: Call distribution > Incoming DDI). Entering conference systems call numbers into the call distribution Configuring Fixed Conference Rooms You can configure any number of fixed conference rooms. Tip: Before you start to configure a fixed conference room, you should create the welcome announcements that the participants hear when they enter the room. For more information, please read the chapter entitled Configuring Announcements starting on page 24. Conference Application Configuration 17
Configuring Fixed Conference Rooms Settings in the Conference Room Configuration Dialogue 1. In order to configure a new conference room or to change a previously configured conference room: Click on the New button on the Forum Conference > Rooms status page. Previously configured conference rooms are displayed in a table on the status page. In order to change the configuration of a conference room, click on the desired room in the Name table column. The configuration dialogue opens. Configuration dialogue: Conference room 2. Enter the configuration data for this conference room here. 3. Confirm your settings with Apply. Conference room settings StatusStatus: A conference room must be opened in order that a conference can take place there. This option indicates if the room is opened or closed. Activate the option to open the room. Note: The conference manager can also open or close the conference room via the Forum CTI application (see the chapter entitled Opening and Closing a Room starting on page 52). 18 Conference Application Configuration
Configuring Fixed Conference Rooms Name: Enter the name for the conference room (up to 20 characters long). This name will be displayed in the Forum CTI application and enables the CTI user to select the desired room (see the chapter entitled Selecting a Room starting on page 51). System: Select the conference system that is assigned to the room. The selection list is only displayed if several conference systems are configured (see the chapter entitled Configuring Conference Systems starting on page 11). User: Select the user who shall be the manager for this conference room. For information on the conference manager role, please refer to the chapter entitled Basic Knowledge about the Conference Application starting on page 3). User group: You can select a user group in addition to a single conference manager. This user group does not need to be the user group to which the conference manager belongs. Each member of the selected user group can hold conferenes in this room. Maximum size: 0 = unlimited: You can determine a maximum number of participants who can be present in the room. This limitation may be expedient if you want to reserve voice channels for further conferences (see also the chapter entitled Basic Knowledge about the Conference Application starting on page 3). The Language section displays the languages that have been configured for the conference system that is assigned to the room. Configuration dialogue: Conference room announcement after entering a coference room Conference Application Configuration 19
Checking Conference Connections PIN: A participant requires an access PIN to enter the room. The communications system generates one PIN per language. You can accept this proposal or enter an own PIN. This PIN must be unique in the communications system. Welcome track: Select the welcome announcement which is played when a participant enters the conference room. Notes on Changing and Deleting Fixed Conference Rooms Before you change or delete a conference rooms, you should check if the rooms are currently used (see the chapter entitled Checking Conference Connections starting on page 20). Changing a conference room The conference room configuration can only be changed if the room is currently not in use. Deleting a conference room You cannot delete a room in which currently a conference takes place. A respective system alert is displayed then. Checking Conference Connections The System Info > Telephony > Forum Conference status page provides an overview on currently existing conference connections. The conference connections are sorted by conference systems, fixed configured conference rooms (so-called fixed rooms ) and conference invitations (so-called temporary rooms). Connections are counted only if they are dialled into a conference with an access PIN. Connections which are currently waiting for an access PIN input are not counted. For your information, the number of purchased conference licences is displayed here. The number of licences determines how many simultaneous conference connections are possible at maximum. 20 Conference Application Configuration
Configuring an E-mail Account for Conference Invitations Status page: System Info conference connections Configuring an E-mail Account for Conference Invitations A conference invitation is sent from the e-mail account of the user preparing the conference invitation (e-mail account of the conference manager). If the conference manager has several e-mail accounts, the communications system selects one of these accounts. Recipients can send a reply to the conference manager via e-mail stating whether or not they will be participating in the conference. If the conference manager does not have their own e-mail account, the system e-mail account is used. However, answers that are sent to the system e-mail account are not delivered to the conference manager. The user's e-mail account is configured in the User manager > E-Mail accounts menu. Conference Application Configuration 21
Configuring an E-mail Account for Conference Invitations Status page: User manager E-Mail accounts The system e-mail account is configured in the Network > E-Mail menu with the Account for notifications (e.g. voicemail) setting. Status page: Network E-mail account for notifications For more information, please refer to the chapter entitled Notes on Conference E-mails starting on page 47. 22 Conference Application Configuration
Configuring Recording Feature Configuring Recording Feature A conference manager can start a recording during a conference. Recordings are saved in *.way format and stored in the Recordings tab of the Forum CTI application. The conference manager needs a voicebox to access this tab. You configure voiceboxes in the Applications > Forum Voicemail > Voice Boxes menu. Status page: User voiceboxes Refer to the online help for further information regarding configuring voiceboxes. Installation note An additional memory module can be installed in the Forum 5004/5008/ 5012 communications system to increase recording capacities. Please refer to the Mounting and Commissioning guide for further information. This guide, in PDF format, can be found on the product CD of the Forum 500 / Forum 5000 communications system. Conference Application Configuration 23
Multi-company Variant Multi-company Variant The Forum Conference application can also be operated in a group of companies (application Multi-company variant ). The following configuration steps are required to assign a conference system to a specific company: 1. Configure a user for each conference system in the User manager, User menu. 2. Assign the call number of the corresponding conference system to this user. 3. Assign the user group associated with the corresponding company to the user. Refer to the online help for further information regarding configuring the multi-company variant. Configuring Announcements Participants who have dialled into a conference can be guided by announcements throughout the usage. You can create these announcements individually and save them as audio files in the communications system. Announcements are configured individually for each conference system and each fixed conference room. In a temporary conference room, the announcements of the conference system are used to which the room is assigned. The conference manager determines with the conference invitation which language shall be used to guide the participant (see the chapter entitled Inviting Conference Participants starting on page 39). The announcements are played successively when a participant dials in to a conference. 24 Conference Application Configuration
Configuring Announcements Situation 1. After the participant dialled the conference call number and when the connection to the conference system is established, the participant hears a welcoming text. You must configure this announcement. Otherwise, the configuration of the conference system will be incomplete. 2. The participant must enter an access PIN to enter the conference room. This announcements informs that the participant has entered a wrong PIN or waits too long to enter the PIN. You must configure this announcement. Otherwise, the configuration of the conference system will be incomplete. 3. After entering the correct PIN and entering a fixed conference room, the participant can be received with a special address of welcome. The use of this announcement is optional. 4. In addition, you can inform about various situations, e. g. that the participant is the first who enters the room. The use of these announcements is optional. Configuration menu Systems, setting: Welcome track Systems, setting: PIN input wrong Rooms, setting: Welcome track Systems, settings: Room is closed Room is full Entering the empty room Entering the non-empty room Participant has been removed from the room Accept the none default for announcements you do not want to use. The selection lists in the Applications > Forum Conference > Systems and Applications > Forum Conference > Rooms menus contain all Conference Application Configuration 25
Configuring Announcements announcements that have been configured in the Applications > Forum Conference > Audio menu. These are configured announcements for audio conferences and other internal applications (e. g. for an ACD system). Multi-lingual announcements You can assign announcements in multiple languages to each conference system. This is useful for conferences with international participants. You decide which languages you want to use; there are no specifications. Also the language setting of the communications system s web console does not affect your choice. The announcements per language are associated with the access PIN with which the participant enters the conference room. This means, that the participant will be guided in the provided language not before entering the PIN. Recommendation: Create the Welcome track and PIN input wrong announcements in all languages that are assigned to the conference system. Note: When the participant starts entering the PIN, the playback of the announcement stops. Thus, the participant is not forced to hear a longer (multi-lingual) announcement till the end. Available audio files overview Announcements are recorded in the Applications > Forum Conference > Audio menu or loaded into the system from an external data storage medium. Each announcement is saved to a single audio file. Status page: conference announcements 26 Conference Application Configuration
Configuring Announcements The Forum Conference > Audio status page displays the configured audio files. These audio files can be used for conference systems and rooms ans also for other internal applications (e. g. for an ACD system). Tip: Announcements, music or even a single sound can be saved in an audio file. You can substitute text information by sounds or add sounds to an announcements as neccessary. Announcements File Formats Each announcement is saved to a single audio file. In addition, all audio files are stored together in an archive. These files are stored in the internal memory of the communications system (on the hard disk with a Forum 5500 type system). Required file formats: *.711 and *.kdp The file format for announcements must be *.711 (encoded in accordance with ITU G.711 a-law PCM). A *.711 file of 10 seconds in length requires 80 KByte memory. The communications system stores the *711 files in a *.kdp archieve. Alternative file formats: *.wav and *.mp3 You can also use audio files in *.wav or *.mp3 file format. These audio files must be converted to the supported *.711 file format. You can convert *.wav audio files with the KDA Manager programme (see the chapter entitled KDA Manager starting on page 30). *.mp3 files are loaded via a Java application which encodes the files appropriately during this loading process (see the chapter entitled Loading Announcements starting on page 29). Recording Announcements You can record announcements via a system telephone or a DECT system terminal. Conference Application Configuration 27
Configuring Announcements Configuration dialogue: conference announcements 1. Select the telephone on the Forum Conference > Audio status page from which you wish to record the text. The picklist shows all system telephones assigned to you as a user. If these are multiple system telephones, select the one nearest to you. 2. Click on the Recording button. A new dialogue opens. 3. Enter a name (max. 20 characters) into the Audio file field. You require this name as a selection criterion when assigning the announcement to a conference system or a conference room. 4. Click on the Start button. The telephone selected switches on the loudspeaker (handsfree operation). 5. Record your text into the phone. 6. To end the recording, click on the Stop button or press the star key (*) on the telephone. 7. Repeat steps 3 through 6 until you have recorded all desired announcement texts. Tip: You can improve the recording quality (e.g. when there is background noise in the room) by switching off the handsfree operation of the telephone. Pick up the handset to do so on a system telephone, or press the handset key longer than 2 seconds. 28 Conference Application Configuration
Configuring Announcements Loading Announcements You can also load audio files into the system as single files (in *.711 format) or as an archieve (in *.kdp format). Configuration dialogue: conference announcements 1. Click on the Load button on the Forum Conference > Audio status page. A new dialogue opens. 2. Select the file format of the audio file you wish to load. *.kdp, *.711 files have already the formats which are supported by the communications system. Suitable audio files and archives are generated using the KDA Manager program (refer to the chapter entitled KDA Manager starting on page 30). *.mp3 files are encoded via a Java application during the loading process. Note: To start the Java application the current, appropriate Java runtime environment (JRE) for the web browser must be installed on the workstation computer. If necessary load a current version from http://www.java.com/ and install a current JRE. 3. Click on the Load button to select the desired file in the file system. Conference Application Configuration 29
KDA Manager Please note:when loading third-party audio files, note any licence-related conditions of the manufacturers! You may be obligated to pay copyright fees for these audio files! KDA Manager The KDA Manager is a program for converting audio files (text, music, individual sounds) from the *.wav format into formats which the communications system can handle: *.711 and *.726 (for single files) and *.kdp and *.kda (for file archives). If a microphone is connected to your PC, you can also record audio files in the KDA Manager and directly save them in the suitable file format. The KDA Manager program is made available and installed for you by the Proximus service technician. Contact Proximus service if you have any questions regarding this program. Installing and Deinstalling the KDA Manager The following guide is for the Proximus service technician. There are multiple language versions of the KDA Manager program package on the product CD of the Forum 500 / Forum 5000 communications system in the \Forum directory. Note: The old version must be deinstalled before installing a new program version of the KDA Manager. Installing the KDA Manager 1. Start the setup.exe file. The installation assistant starts. 2. Follow the instructions of the assistant for all further installation steps. Deinstalling the KDA Manager 1. Start the setup.exe file once again. The deinstallation assistant starts. 2. Follow the instructions of the assistant for all further steps. 30 Conference Application Configuration
KDA Manager Starting the KDA Manager After installation there is a new Programs > KDA Manager menu entry in the Windows start menu. 1. Open the KDA Manager programme. If you are using the KDA Manager for the first time, use the online help of the program for how to proceed. The online help contains a detailled guide on creating and converting audio files. 2. Press [CTRL] and [F1] at the same time to open the online help. Conference Application Configuration 31
Starting and Terminating the Application Operating the Conference Application The following instructions are for the users of the conference application: conference participants and conference managers. The operating functions that are required during a conference are available in the Forum Conference tab of the Forum CTI application. This tab is diplayed only if the system administrator has configured at least one conference system (in the Configurator, Applications > Forum Conference > Systems menu. Starting and Terminating the Application Starting the application quick access 1. In the address line of the web browser, enter: http://<ip-adr>/appcti.asp. The character string <ip-adr> represents the IP address of the communications system on your LAN. You can also use the host name of the communications system instead of the IP address. The log-in mask opens. 2. User name, Password: Enter your user name and your password. 3. Keep me logged in: When you activate this option, you stay logged in for the next 14 days, even when you terminate the application. When you restart the application, there is no log-in. 4. Confirm via Login. Starting the application access via the web console 1. In the address line of the web browser, enter: http://<ip-adr>. The character string <ip-adr> represents the IP address of the communications system on your LAN. You can also use the host name of the communications system instead of the IP address. 32 Operating the Conference Application
Views of the Conference Application The log-in mask opens. 2. User name, Password: Enter your user name and your password. 3. Confirm via Login. 4. Click on the Forum CTI menu entry in the menu tree of the web console. The application opens in a new screen window. Logging out 1. To log out from the Forum CTI application, click on the Logout command in the menu bar. The application window remains open. The log-in mask is displayed so that you or a colleague can log in and immediately continue working with the application. Closing application 1. To close the Forum CTI application, click on the Exit command in the menu bar. The application is closed. Views of the Conference Application In the Forum Conference tab of the Forum CTI application, internal users of the Forum 500 / Forum 5000 communications system can: manage the course of the conference (as conference manager), observe the course of the conference (as conference participant), plan own conference appointments and invite the participants. The tab offers two views for these user actions. Operating the Conference Application 33
Views of the Conference Application View: Forum Conference - Status The Forum Conference - Status view provides an overview of the conferences to which the user can attend (as participant or as manager, see the chapter entitled Conference Overview starting on page 48). View: Forum Conference - Invitations 34 Operating the Conference Application
Conference Invitations In the Forum Conference - Invitations view, the user can plan own conference appointments and invite participants (see the chapter entitled Conference Invitations starting on page 35). Note: Users can only access the Invitations view if the User may make invitations authorization has been configured for their user group. The user can switch between the views with a select list. This select list located below the tab bar of the Forum CTI application. Conference Invitations In the Forum Conference - Invitations view, you create and manage conference dates. You also create and manage participant lists and invite participants to a conference. A so-called temporary conference room is created for each conference that you schedule. The room has the following characteristics: You are the manager of the conference room. With the invitation, each participant receives an own access PIN for the conference room. The communications system generates this PIN automatically. The PIN is only valid throughout the duration of the conference. To dial into the conference, you (the manager) will also need an access PIN. The system automatically creates an invitation with your access PIN. If you do not want to participate in the conference, delete yourself from the participant list (see the chapter entitled Cancelling a Conference starting on page 43). Invited participants can confer without a manager but the conference takes place without a moderator. Besides this, the conference can not be recorded. If the conference room is full, no further participants can enter the room. The number of possible participants in one conference depends on the number of purchased conference licences and if the liceces are distributed to several audio conferences that take place simultaneously. The conference room only exists throughout the duration of the conference. It is opened automatically at the planned begin (either on time or shortly before) and automatically closed at the planned end. You define begin and end of the conference when you create the conference invitation. Operating the Conference Application 35
Conference Invitations If the room is closed, invited participants can no longer enter the room. If the participants confer beyond the previously planned ending of the conference, the room stays opened till the last participant leaves the room. The communications system does not disconnect voice connections that continue after the planned conference end. Participants can dial into the room while there is at least one participant present. Functions of the Invitations View A separate table row is displayed for each conference invitation that you create. The rows below display the invited participants. For each participant the access PIN and the language of the announcements that guide him through the conference system are shown. The table is empty if you have not created conference invitations until now or if your conference dates have expired (these dates are automatically removed from the table). View: Forum Conference - Invitations Legend A Conference invitation, indicating the theme and the date B List of invited conference participants C Creating a new conference invitation 36 Operating the Conference Application
Conference Invitations D Deleting a conference invitation (cancelling the conference) E Inviting a conference participant F Disinviting a conference participant G Sending conference invitation as e-mail Conference Invitations Procedure Generally, you perform a conference invitation in the following order: 1. You create the conference invitation, see page 37. 2. You invite the participants, see page 39. 3. You send the invitation e-mail to the participants, see page 41. View: Forum Conference - Invitations Creating a Conference Invitation You create a conference invitation with the following steps. 1. Click on the Add invitation button below the tab bar (in the Forum Conference - Invitations view). The input window Invitation opens. Operating the Conference Application 37
Conference Invitations Input window: Invitation 2. Subject: Enter the conference theme. This entry will be indicated as subject in the e-mails which are sent to the participants (see the chapter entitled Notes on Conference E-mails starting on page 47). 3. Language of conference: The language that the conference will be conducted in can be entered into this field (max. 20 characters). This information is included in the invitation e-mail. 4. System: Select the conference system to which the temporary room should be allocated. The select list is only displayed if the system administrator has configured several conference systems (see the chapter entitled Settings in the Conference System Configuration Dialogue starting on page 11). 5. Begin and End: Enter the appointment data in these fields. Use the buttons to the right of the input fields to select date and time in a popup window. 38 Operating the Conference Application
Conference Invitations 6. Openend before begin: Enter in this field how many minutes before conference begin the room should be opened. From this time, participants can dial into the conference. Note: If applicable, the participants receive a reminder e-mail when the room is opened (see the chapter entitled Notes on Conference E-mails starting on page 47). 7. Language for invitation e-mail: Select the language for the invitation e- mail that will be sent to the participants. The communication system generates the invitation text automatically in the selected language. The list provides the languages that the system administrator has configured for the user interface of the communications system (in the System > Common menu). Note: The selected language will also be used for further e-mails that possibly wil be sent to the participants of this conference (see the chapter entitled Notes on Conference E-mails starting on page 47). 8. Recording: Activate this option if you want to record the conference from the beginning. The recording starts automatically when the first participant enters the conference room (see the chapter entitled Recording a Conference starting on page 57). 9. Confirm your entries with Apply. Inviting Conference Participants You add a participant to the list of conference participants with the following steps. 1. In the table row of the desired conference invitation, click on the Add participant button. The input window Participant opens. Operating the Conference Application 39
Conference Invitations Input window: Participant 2. Name: Enter the name of the conference participant. The communication system supports your entry and suggests matching participant names that are stored in the user list, the internal phone book or on an LDAP server. Accept the entry or complete the entry if none of the suggestions fits. 3. E-Mail: Enter the e-mail address of the participant. The address is entered automatically if the participant s data set contains an e-mail address. If the participant has several e-mail addresses, you can enter them successively. Make sure that the addresses are separated by comma or semicolon. Example: john.example@company.com,john.example@provider.com Note: If you want to invite a participant whose e-mail address is unknown, leave the E-mail field blank and e. g. invite him/her by phone. 40 Operating the Conference Application
Conference Invitations 4. Language for announcements: Select the language version of the announcements that guide the invited participant through the conference system. Only languages are offered that the system administrator has configured for the conference system (in the Applications > Forum Conference > Systems configuration menu, see the chapter entitled Settings in the Conference System Configuration Dialogue starting on page 11). 5. Just listen: Activate this option if you want to preset that the participant s microphone is muted during the conference. Muting is active when the participant has dialled into the conference, so he/she can not introduce himself/herself to the other participants. You can deactivate muting during the conference and allow speech requests. A preset muting is suited for conferences with presentational content (e. g. Webinars). 6. Confirm your entries with Apply. Sending the Invitation E-mail If you have completed a conference participant list, you can send an invitation e-mail to the participants. 1. Sending e-mail to all participants: Click on the Send (All) button in the table row of the conference invitation. The invitation e-mail is sent to all conference participants. 2. Sending e-mail to single participants: Click on the Send button in the table row of the participant. The invitation e-mail is sent to this participant. The tooltip of the Send button indicates when the invitation was sent (date / time). Operating the Conference Application 41
Conference Invitations View: Forum Conference - Invitations sending e-mail Changing a Conference Invitation If neccessary, you can change an already created conference invitation either for all participants or for single conference participants. You can edit the data set of a conference participant, e. g. in the following situations: You want to change the participant data to send the invitation to an other e-mail address. You have unintentionally excluded this participant from the current conference and want to send him a new access PIN. 42 Operating the Conference Application
Conference Invitations View: Forum Conference - Einladungen changing a conference invitation 1. To change the conference invitation, click on the desired conference invitation in the Subject table column. The input window Invitation opens, see also page 37. 2. To change conference invitation for a single participant, click on the desired participant in the Participant table column. The input window Participant opens, see also page 39. 3. If you have already sent the conference invitation (see page 41), you must send it again to inform the participants about the change. Cancelling a Conference If neccessary, you can cancel a conference (for all participants). Alternatively, you can remove a single participant from the participant list. This participant can not enter the conference room then. Operating the Conference Application 43
Conference Invitations View: Forum Conference - Invitations cancelling a conference 1. To cancel a conference for a single participant, click on the Remove participant button next to the participant name. Note: The participant is removed from the participant list. If you have already sent the conference invitation, you should inform this participant that he has been removed from the participant list. This message can not be sent via the conference application. 2. To cancel a conference for all participants, click on the Remove invitation button below the tab bar. The input window Remove invitation opens. 44 Operating the Conference Application
Conference Invitations Input window: Remove invitation 3. The invitation list is displayed. Click on the invitations you wish to delete. 4. Confirm your selection with Apply. Note: If you have already sent the conference invitations, the participants will receive a cancellation e-mail (see the chapter entitled Notes on Conference E-mails starting on page 47). Cancelling a Conference by an Authorized User A user with the respective authorization can delete conference invitations as a proxy for other users, e. g. if the conference initiator is off sick and thus unable to cancel the conference. A user can only delete conference invitations as a proxy if the system administrator has configured the Change authorization for the Invitations menu in the user s service profile. Operating the Conference Application 45
Conference Invitations Status page: service profiles Conference invitations can be deleted via the Applications > Forum Conference > Invitations configuration menu. Status page: conference invitations of all users The table on the Invitations status page provides an overview of the planned conference dates each with the theme and the user who has scheduled the conference. 46 Operating the Conference Application
Conference Invitations 1. On the Invitations status page, click on the checkbox next to the record (= table entry) you wish to delete. Selected entries are marked with a tick. To select all entries, click on Choice > All above the table. To cancel the selection, click on Choice > nothing above the table. 2. Click on the Delete button. Note: The selected invitations are deleted. This process cannot be undone. Notes on Conference E-mails Sending conference e-mails requires that the system administrator has accordingly configured the conference system that is allocated to the room where the conference will take place (see the chapter entitled Settings in the Conference System Configuration Dialogue starting on page 11). Conference e-mails can be sent in the following situations: for conference invitation, when the conference room is opened (as a reminder), if the conference has been cancelled, when the conference has been finished. The communications system generates the e-mail contents automatically. The conference invitation and conference reminder e-mails contain the following information: theme, begin and end of the conference; dial-in call number and access PIN of the participant; time when the conference room will be openend and the participant will be able to dial in; list of conference participants and indication of the conference manager; information if the participant can only listen to the conference; information if the the conference will be recorded. The conference cancellation and conference end e-mails indicate the conference theme and inform the participant about the conference status. Invited participants are informed about a conference cancellation by e-mail: Operating the Conference Application 47
Conference Overview if they have been invited via e-mail (see the chapter entitled Sending the Invitation E-mail starting on page 41) and if the Send e-mail at invitation or cancellation option has been activated for the conference system to which the conference room was allocated (see the chapter entitled Settings in the Conference System Configuration Dialogue starting on page 11). Conference invitation and conference cancellation e-mails are sent in calendar format (Outlook and ICS format) and the conference date will be entered or removed in the calendar of the invited participant. The conference reminder and conference end e-mails are formatted as simple text e-mails. Note: If you do not know the e-mail address of a participant you want to invite, tell him/her the conference date and the access data (dial-in call number and the access PIN) by phone. Do not forget to remind this participant of the conference date or to inform him/her if the conference has been cancelled. Conference Overview In the Forum Conference - Status view, CTI users can select one of the available conference rooms (see the chapter entitled Selecting a Room starting on page 51). A table of the conference participants is displayed providing the following information for each participant: call number and name if applicable (the name is displayed if there is an entry for this participant in the communications system s phone book); language of the announcements that guide the participant through the conference system; time when the participant has entered the conference room; current conversation status (participant speaks, microphone of this participant is switched on or off, participant has submitted a speech request). The participant list is updated when another participant enters or leaves the conference room. All conference participants will hear a special information tone then (if the system administrator has configured the conference system accordingly). The table entry displayed in bold indicates the conference manager. If a conference takes place in a fixed configured conference room, the table 48 Operating the Conference Application
Conference Overview entries of users who belong to a user group which can manage this conference room are displayed in bold also. The view provides different functions for a conference manager and the conference participants: The conference manager gets an overview of the involved conference participants. He/she can manage the conference using buttons and function icons (see the chapter entitled Conference View (Manager) starting on page 49). Conference participants see the participant list and the conversation status of each participant (see the chapter entitled Conference View (Participants) starting on page 51). Conference View (Manager) The following figure displays the Status view and its functions for the conference manager. Manager view: Forum Conference - Status Operating the Conference Application 49
Conference Overview Legend A B Display of the selected conference room or the selected conference invitation Closing opened room Opening closed room C D Recording the conference Switching off the microphones of all participants Switching on the microphones of all participants E F G Excluding a conference participant Display of the current speaker Microphone of this participant is switched off; switching on the microphone of this participant Participant has submitted a speech request Microphone of this participant is switched on; switching off the microphone of this participant 50 Operating the Conference Application
Conference Overview Conference View (Participants) In the Status view, conference participants see the participant list and get the following information for each participant: Participant view: Forum Conference - Status Legend A B C Display of the selected conference room or the selected conference invitation Display of the current speaker Microphone of this participant is switched on Microphone of this participant is switched off D Participant has submitted a speech request Selecting a Room In the Forum Conference - Status view, a CTI user can select the desired conference room. The select list below the tab bar displays all rooms for which the user is the conference manager or to which he/she is an invited conference participant. Operating the Conference Application 51
Conference Overview The status is displayed for each room. for a fixed conference room: Room > open or Room > closed, for a temporary conference room: Invitation > if the conference currently takes place and Invitation > closed if the conference is planned for a later date. Selecting a room 1. Select the desired room from the list. The list of participants who are currently staying in this room is displayed. Selecting the conference room The list is empty if you have selected a fixed conference room in which there are currently no participants. The list of invited participants is displayed if you have selected a temporary conference room and the conference is planned for a later date. Opening and Closing a Room If a conference should take place in a fixed conference room, the conference manager has to open the room. Participants can only enter the room when the room opened. 52 Operating the Conference Application
Conference Overview When the conference is finished, the conference manager should close the room to indicate that the room is free now and can be used by other persons. During the conference, the conference manager can close the room to prevent that other participants will dial in. The present participants can continue the conference without interruption. New participants receive a busy signalling and previously an announcement (if applicable) which informs them that the room is closed. The system administrator has to configure this announcement for the conference system that is allocated to the room where the conference takes place (in the configuration menu of the Forum Conference application, see the chapter entitled Settings in the Conference System Configuration Dialogue starting on page 11). Note: When configuring a fixed conference room, the system administrator defines the users who can be conference managers for this room. Contact your system administrator if you have any questions regarding your manager authorisation. Opening and closing a room Opening and closing a conference room 1. Closing: Click on the Close room button. 2. Opening: Click on the Open room button. Operating the Conference Application 53
Conference Overview Note: The system administrator can close and open conference rooms via the configuration menu of the Forum Conference application (see the chapter entitled Settings in the Conference Room Configuration Dialogue starting on page 18). The current room status is adopted from the configuration menu to the Forum CTI application and vice versa. Switching On/Off the Participants Microphones To manage the communication during the conference, the conference manager can switch on or off the participants microphones (for all participants or for single participants). Note: The muting of the microphone can be preset with the invitation of a participant. Muting is active when the participant has dialled into the conference and he/she can not introduce himself/ herself to the other participants (see the chapter entitled Inviting Conference Participants starting on page 39). Switching on / off the microphone of a single participant The microphone state is displayed for each participant. Switching on / off the microphone of a single participant 54 Operating the Conference Application
Conference Overview 1. The microphone of the participant is switched on. To switch off the microphone, click on the icon in the table row of this participant. 2. The microphone of the participant is switched off. Maybe the participant has submitted a speech request. To switch on the microphone, click on the icon in the table row of this participant. Switching on / off the microphones of all participants Switching on / off the microphones of all participants 1. Switching off: Click on the microphone switch off button below the tab bar. 2. Switching on: Click on the microphone switch on button below the tab bar. Acoustic signalling The participant hears one special information tone when the system administrator switches off the microphone. The participant hears two special information tones when the system administrator switches on the microphone. Operating the Conference Application 55
Conference Overview Excluding a Conference Participant If you are the conference manager, you can exclude already dialled-in participants from the conference. 1. Click on the Remove participant button next to the participant name. Excluding a participant from the conference The participant is removed from the participant list. From now on he/she is excluded from the conference. His/her access PIN is invalid now. The participant receives a busy signalling and previously an announcement (if applicable) which informs him/her that he was excluded from the conference. The system administrator has to configure this announcement for the conference system that is allocated to the room where the conference takes place (see the chapter entitled Settings in the Conference System Configuration Dialogue starting on page 11). Tip: If you remove a participant from a temporary room, his/her access PIN will be deleted. This participant can not dial into the conference again. If you unintentionally have excluded the participant from the conference, he/she will need a new access PIN. Switch to the Invitations view (see the chapter entitled Changing a Conference Invitation starting on page 42). In the conference invitations table, click on the desired participant table 56 Operating the Conference Application
Conference Overview entry (Participant table column). Apply the existing participant data. The system generates a new access PIN for this participant. Send a new invitation e-mail to the participant; this e-mail contains the new access PIN (see the chapter entitled Sending the Invitation E-mail starting on page 41). Recording a Conference The conference manager can record a conference to generate an audio report. Recording a conference 1. Click on the Begin recording button. 2. To stop the recording, click on the Stop recording button. 3. If needed, start a further recording during the conference. For more information please refer to the chapter entitled Notes on Conference Recordings starting on page 58. Operating the Conference Application 57
Conference Overview Notes on Conference Recordings Conference recordings have the following characteristics: The conference manager can start and stop a recording at any time during the conference. This allows him/her to restrict recordings to seperate conversation sections if he/she does not want record the whole conference. It is possible to record conferences that take place in a temporary room from the beginning. The conference participants will be informed in the invitation e-mail about this. The recording starts when the first participant has entered the conference room (see the chapter entitled Creating a Conference Invitation starting on page 37). A recording is saved as an audio file in the *.wav file format. A separate audio file is created for each recording. The Forum 500 / Forum 5000 communications system automatically assigns a file name. The file name is composed of the conference room or the conference theme, date, recording begin and an internal system index for recordings. The 03_02_17_19_Room 1_0002.wav file is dated of 2 of March (03_02). The recording was started at 5:19 pm (17_19). The conference took place in room 1. 0002 indicates the internal system index for this recording. Recordings are deposited in the conference manager s Recordings tab of the Forum CTI application (see the chapter entitled Recording a Conference starting on page 57). Either the conference room or if the conference took place in a temporary room the conference theme is given as recording source. 58 Operating the Conference Application
Conference Overview Recordings list Recordings of a conference, which took place in a fixed room and which was managed by a member of the conference room user group, are also deposited for the conference manager, even if the manager himself/ herself did not participate in the conference. The manager can forward the recording to the appropriate member of the conference room user group. The system administrator defines the conference manager and the conference room user group when he/she configures the conference room (see the chapter entitled Settings in the Conference Room Configuration Dialogue starting on page 18). The conference manager can only access the Recordings tab if the system administrator has configured a voicebox for him/her (see the chapter entitled Configuring Recording Feature starting on page 23). Operating the Conference Application 59
Required Information Short User Guide: Take Part in a Conference The following short user guide addresses the conference participants. Except the information given in the chapter entitled Forum CTI Display on page 62, these information should be also be made available for external conference participants. Required Information To dial in to a conference you need: the dial-in call number, your access PIN. You find these data either in the invitation e-mail or the conference initiator told you how to dial in. Dial-in to a Conference You will be guided by announcements until you enter the conference room if the system administrator has configured the conference system accordingly. 1. Dial the call number of the conference system: If you are an external caller, dial the external call number of the conference system. Internal users of the Forum 500 / Forum 5000 communications system dial the internal call number of the conference system. 2. Enter your access PIN. If you made a mistake when entering the pin, please press the start key (* ). This will delete the numbers entered so far and allow you to enter the PIN again. Note: If you have entered a wrong PIN, you hear an announcement. If you have entered a wrong PIN three times, the connection to the conference system is released. Ask your conference manager for the correct PIN then. 3. After correct input of the PIN, you enter the conference room. 60 Short User Guide: Take Part in a Conference
Submitting and Cancelling Speech Requests Tip: Choose a calm place for conference participation to avoid background noise and to ensure that all conference participants can understand you. If possible avoid hands-free / open-listening mode. Submitting and Cancelling Speech Requests You can submit (and cancel) a speech request if the conference manager has switched off your microphone. The conference manager can accept your speech request and has to switsch on your microphone. 1. Submitting a speech request: press the 1 number key on your telephone. 2. Cancelling a speech request: press the 2 number key on your telephone. Acoustic signalling You hear one special information tone when the conference manager switches off your microphone. You hear two special information tones when the conference manager switches on your microphone. Possible Situations in the Conference Room Your hear a special information tone if a participant enters or leaves the conference room (if the conference system has been configured accordingly). You can not enter a full conference room. An announcement informs you (if the conference system has been configured accordingly). The room is closed at the conference end. You can not enter a closed room. An announcement informs you (if the conference system has been configured accordingly). Maybe the conference manager has determined that you can only listen. In this case your microphone is switched of from the beginning and you can not greet the other participants when you enter the conference room. The e-mail invitation or the conference manager will inform you about this. Short User Guide: Take Part in a Conference 61
Forum CTI Display The conference manager can switch on your microphone during the conference if you submit a speech request (see the section entitled Submitting and Cancelling Speech Requests on page 61). Maybe the conference is recorded from the moment when the first participant has entered the conference room. The e-mail invitation or the conference manager will inform you about this. The conference mananger can remove you from the conference. An announcement informs you (if the conference system has been configured accordingly). Forum CTI Display If you are an internal user of the Forum 500 / Forum 5000 communications system, you can use the Forum CTI Forum Conference application for information on each participant during the conference. Starting the Forum CTI 1. In the address line of the web browser, enter: http://<ip-adr>/app-cti.asp. 2. User name, Password: Enter your user name and your password. 3. Keep me logged in: When you activate this option, you stay logged in for the next 14 days, even when you terminate the application. When you restart the application, there is no log-in. 4. Confirm via Login. 5. Select the Forum Conference tab. 6. Select the desired conference room. 62 Short User Guide: Take Part in a Conference
Forum CTI Display Participant view: Forum Conference - Status Legend A B C Display of the selected conference room Display of the current speaker Microphone of this participant is switched on Microphone of this participant is switched off D Participant has submitted a speech request The icon is hidden if the participant cancels the speech request. Short User Guide: Take Part in a Conference 63