Configuring Your Mail Server, Time Zone, and Locale

Configuring Your Mail Server, Time Zone, and Locale Configuring an Email (SMTP) Server, page 1 Setting the Time Zone, Language, and Locale, page 7 Creating Administrator Accounts, page 7 About System Testing, page 9 Configuring an Email (SMTP) Server Configure an Email server to enable your system to send meeting invitations and other communications to users. It is important that the Email server is always operational. Email is the primary method of communication with your users including recording notifications, meeting information changes, account status, and many other important announcements. (See also Adding Users.) Turning on Maintenance Mode is not required to change these properties. Important Users are identified to the system by Email address. If a user Email address is changed and the user remains active, the Email address on CWMS must also be changed or that user will not receive notifications. CWMS cannot establish a connection with Exchange if the password contains special character, such as ^, &, *, (), _, +, or /\. Step 1 Sign in to the Administration site. In a Multidata Center system, the DNS determines which data center Dashboard appears. Use this Dashboard to manage all the data centers in this system. 1

Email Templates Configuring Your Mail Server, Time Zone, and Locale Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Select System and select View More in the Servers section. In the SMTP Server section, select Edit. Enter the fully qualified domain name (FQDN) of a mail server that the system uses to send emails. (Optional) Select TLS enabled to enable Transport Layer Security (TLS). (Basic authentication is enabled by default.) (Optional) Edit the Port field to change the default value. The SMTP default port numbers are 25 or 465 (secure SMTP port). Note The Web node and Admin node send SMTP requests to the configured Email server. If there is a firewall between the internal Web and Admin virtual machines and the Email server, SMTP traffic might be blocked. To ensure Email server configuration and Email notification work properly, port 25 or 465 (secure SMTP port number) must be open between the Email server and the Web and the Admin virtual machines. (Optional) Enable mail server authentication, select Server authentication enabled. If you enable authentication, enter the Username and Password credentials necessary for the system to access the corporate mail server. Emails from the system are sent by using admin@<webex-site-url>. Ensure that the mail server can recognize this user. For micro, small, or medium systems, email notifications come from the administration virtual machines (either the primary or high-availability system). For large systems, email notifications come from the web virtual machines (either on the primary or high-availability system). In a large system, there are two web virtual machines on the primary system and one web virtual machine on the high-availability system. Select Save. What to Do Next See Activating or Deactivating Users or Administrators, Adding Users, and Editing Users. Email Templates A list of email templates: All Admins - Welcome Email Forgot Password - Reset Password-Admin Forgot Password - Password Changed-Admin Import finished Import aborted Export finished Export aborted Orion Site URL changed-admin Orion Admin URL changed-admin Primary admin - License-free Trial Started 1st alarm: Buy license 2

Configuring Your Mail Server, Time Zone, and Locale Email Templates 2nd alarm: Buy license Free license expired Licenses added successfully License converted successfully 1st alarm: Convert license 180 day expiration Alarm: SSL Certificate expiring SSL Certificate expired Alarm: SSO IdP Certificate expiring SSO IdP Certificate expired Alarm: Secure TC Certificate expiring Sec TC Certificate expired Monthly Report ready Customized Report ready Customized Log ready Alarm: Meeting Errors Alarm: Meeting participants Alarm: CPU usage Alarm: Memory usage Alarm: Network bandwidth usage Alarm: Storage usage Account Deactivated Send Email to All Users Account Reactivated-Admin Clear Alarm: CPU usage Clear Alarm: Meeting Errors Clear Alarm: Meeting participants Clear Alarm: Memory usage Clear Alarm: Network bandwidth usage Clear Alarm: Storage usage HA system present No HA system Back In Compliance 3

Email Templates Configuring Your Mail Server, Time Zone, and Locale AD-Sync Success AD-Sync Failed Account Locked Account Locked-Unlock Alarm License - user grace license allocated Alarm License - warn admin of user grace license allocation Alarm License - warn admin of grace license expiration Alarm License - warn admin when all grace licenses are used up Alarm License - warn admin when license usage over threshold Alarm audit logs Alarm MDC - DB Replication Clear Alarm MDC - DB Replication Alarm HA System - DB Replication Status Clear Alarm HA System - DB Replication Status Alarm MDC - Datacenter Status Alarm MDC - Datacenter Unreachable Alarm MDC - Datacenter Blocked Clear Alarm MDC - Datacenter Status Clear Alarm MDC - Datacenter Unreachable Conflict in user profiles auto-corrected Email when clocks are back to normal Email when clocks drift Meeting Summary report for Host Example Alarms Alarm: Meeting Issues Configurable percent: n% Subject: Alert: Meetings experiencing issues has reached %n% of %MaxData% On your Cisco WebEx site n% meetings in progress are experiencing issues. Alarm: Meeting participants Configurable percent: n% Subject: Alert: Online meeting participants has reached n% of %Total% Number of online meeting participants has reached n% of system capacity. Alarm: CPU usage 4

Configuring Your Mail Server, Time Zone, and Locale Email Templates Alert: CPU usage has reached %X% MHz of %Y% MHz (75%) CPU usage has reached 75% Alarm: Memory usage Alert: Memory usage has reached %X% GB of %Y% GB (75%) Memory usage has reached 75% Alarm: Network bandwidth usage Subject: Alert: Network bandwidth usage has reached %X% Mbps of %Y% Mbps (75%) Network bandwidth usage has reached 75% Alarm: Storage usage Subject: Alert: Storage usage has reached %X% GB of %Y% GB (75%) Because your storage usage has reached 75%, meeting recording is disabled for all users to ensure optimal performance for WebEx meetings. Users will not be able to record meeting until storage is available on the Network File Server storage system. Alarm License - user grace license allocated Subject: Alert: Your temporary host license expires in 180 days Your temporary host license expires in 180 days. Contact your administrator to install permanent licenses. Alarm License - warn admin of user grace license allocation Subject: Alert: Temporary host licenses expire in 180 days %NumberofLicenses% temporary licenses expire in 180 days. Install additional permanent licenses to enable these users to host meetings. Alarm License - warn admin of grace license expiration Subject: Alert: Temporary host licenses expired %NumberofLicenses% temporary licenses expired. Install additional permanent licenses to enable these users to host meetings. Alarm License - warn admin when all grace licenses are used up Subject: Alert: All licenses assigned All licenses are assigned and new users cannot host meetings. Install additional permanent licenses to enable users to host meetings. Alarm License - warn admin when license usage over threshold Configurable threshold : $n Subject: Alert: Licenses usage over threshold $n of all permanent licenses are assigned. Install additional permanent licenses to allow more users to host meetings. Alarm audit logs 5

Email Templates Configuring Your Mail Server, Time Zone, and Locale Configurable percent = n% Subject: Alert: Audit logs are nearing capacity The log partition is n% of full capacity. Increase free disk space. Or you can navigate to Settings > Application Audit Log > Application Audit Log on CWMS system section Log Purging Settings. Select date before all log archives are to be deleted and click Purge Log Archive. Alarm MDC - DB Replication %ReplicationStatus% = Inactive, Limited Subject: Alert: Data synchronization between datacenters has been %ReplicationStatus% Data synchronization from DC-1 to DC-2 has been %ReplicationStatus%. Verify that the state of the network link between the data centers is good and meets Multi-datacenter requirements. Alarm HA System - DB Replication Status Subject: Alert: Data synchronization has been Inactive Data synchronization in the data center has been Inactive. Verify that the network connection between the virtual machines meets the High Availability requirements. Alarm MDC - Datacenter Status %DatacenterStatus% = Partial Service, Down Subject: Alert: Datacenter is %DatacenterStatus% The MyDatacenter1 data center is in a %DatacenterStatus% state and the system is attempting to fix the problem. System is operating normally, but a data center has an issue that should be addressed as soon as possible. If this is intentional, then ignore this message. Alarm MDC - Datacenter Unreachable Subject: Alert: The MyDatacenter2 datacenter is unreachable The MyDatacenter2 datacenter is not reachable from the MyDatacenter1 datacenter. It is not operational or is disconnected from the network. If you are working with the data center and it was brought down intentionally, you can ignore this message. Alarm MDC - Datacenter Blocked Subject: Alert: Datacenter is Blocked The MyDatacenter1 datacenter is blocked. The system is redirecting end user traffic to the other data center and is attempting to self-correct the problem. The OrionSite system continues to operate normally and this data center problem is transparent to users, but the issue should be addressed as soon as possible. If you are working with the datacenter and it was put into this state intentionally, you can ignore this message. Email when clocks drift Subject: Customized log file is ready 6

Configuring Your Mail Server, Time Zone, and Locale Setting the Time Zone, Language, and Locale A clock drift between the Admin virtual machines of data centers DC-1 and DC-2 was detected. Synchronization of the clocks is critical to maintaining consistency of data shared by these data centers. This problem is transparent to the end users, but the issue should be addressed as soon as possible. Verify that the correct NTP servers are configured on the virtual machine hosts on both data centers and that the NTP servers are reachable from those hosts. Setting the Time Zone, Language, and Locale Before You Begin If you are running Windows 7 and have your Cisco WebEx site open in an Internet Explorer 10 browser, you may want to select the document Internet Explorer 10 standards to make sure all the buttons in the application work properly. Select Tools > Developer Tools. At the top of the Developer Tools window, select Document Mode: IE7 Standards > Internet Explorer 10 Standards. Step 1 Step 2 Step 3 Step 4 Step 5 From the Administration web site, navigate to Settings > Company Info Select the local Time Zone for this system from the drop-down list. Select the Language. Select the country Locale. Select Save. Creating Administrator Accounts The system creates a First Administrator account. This administrator must sign into the system, create a password, and add other administrators. Until then, no other administrator can have access to the system. As part of the process, the First Administrator (and only the First Administrator) can create an Auditor account, separating the administrator and auditor. This can be done as part of the deployment process or the First Administrator can create an Auditor by using (Users > Edit Users) to modify the role. (See Auditor Role, on page 8 for more information.) 7

Auditor Role Configuring Your Mail Server, Time Zone, and Locale Before You Begin A mail server for the system to use to send emails to administrators must be configured. See Configuring an Email (SMTP) Server, on page 1 for instructions. Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Enter the first and last names of the administrator. Enter the complete administrator email address and confirm it by entering it again. (Optional) Select Create an auditor account to add an Auditor to the system. Select Next to create the initial password. Enter a password and confirm it by entering it again. Select Submit to sign in to the WebEx Administration site. Sign into the system and add administrators and users. Upon creation of each new account, the system sends an email to that person, welcoming them and asking that user to sign in and change the initial password. Upon initial sign in, each administrator is offered a tutorial of the system. The administrators can view the tutorial immediately or view it on demand. Auditor Role Auditor Role The Auditor role is added by using Adding Users. The Auditor role is a special role created for environments that need to audit sign-ins and configuration changes made by administrators. An auditor can configure log settings and generate Application Audit logs to meet company security and JITC-compliance requirements. The First Administrator has Auditor privileges by default, and is the only one who can activate the Auditor role for another user. When doing so, the Auditor privileges are taken away from the First Administrator. If an Auditor is also a System Administrator, that person has a System Auditing role. The Auditor role separates administrative actions from system monitoring as follows: Turn auditing on or off. Configure CWMS to synchronize with the remote syslog servers. Perform log purging. Configure alarms for the log partition. Generate log captures. An Auditor does not have Host privileges and cannot schedule meetings by using the Auditor account. An Auditor can attend meetings as a participant. If the Administrator and Auditor roles are not separated, only the Administrator role exists. If the Administrator and Auditor roles are separated when the system is deployed, a First Administrator role is created (described as the emergency account). After system deployment, only the First 8

Configuring Your Mail Server, Time Zone, and Locale About System Testing Administrator emergency account can create an Auditor. The First Administrator can create as many auditors as desired after the system has been deployed by using the Adding Users procedure.. The Auditor is local only; it cannot come from synchronization with any external user base. Auditor parameters (such as the name) can be modified, but once created the Auditor role cannot be deactivated or reassigned to another user ID. An Auditor cannot modify user parameters. An Auditor can only see and configure settings on the Auditor tab. The Auditor role is a unique role with the following aspects: Note If an Auditor is not configured, all administrators have access to and can configure the Application Audit Log settings on the Settings > Security > Application Audit Log page and the Log Memory Usage alarm on the Dashboard > Alarms > Edit Alarms page. If an Auditor is configured, administrators can view these pages, but they cannot modify them. About System Testing Most of the system test are accomplished by using the CWMS system, for example by Using the Meetings Test and Using the System Resource Test. When testing an upgraded system, you can keep the original system until you have finished testing the upgraded system (but because they share some parameters, such as IP addresses, you cannot power on both systems at the same time). Once you are satisfied with the results of the upgraded system tests, you can remove (forever) the original system. Be sure your upgraded system is running when removing the original system. This prevents accidental removal of the base virtual machine disk (VMDK) file that must be accessed by the upgraded system. Some of the recommended tests to run on the system are. Add, edit, activate, and deactivate users. (See Managing Users.) Schedule and hold a meeting. Reschedule an existing meeting. Delete a series of scheduled meetings. Add and open a meeting attachment from the meeting invitation. Record a meeting and play back the recording. The system can also be tested by: Confirming that the Network is Configured Correctly Checking the System Confirming that the primary system will failover to the HA system by removing the physical connection to the primary system and verifying that Cisco WebEx is running on the HA system. 9

About System Testing Configuring Your Mail Server, Time Zone, and Locale 10