Avaya Web Conferencing Administrator's Guide Version 4.1.20 October 2008 Document number 04-603073
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Be aware that there can be a risk of toll fraud associated with your system and that, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services. Avaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support, call Technical Service Center Toll Fraud Intervention Hotline at +1-800- 643-2353 for the United States and Canada. For additional support telephone numbers, see the Avaya Support Web site: http://www.avaya.com/support Trademarks Avaya and the Avaya logo are either registered trademarks or trademarks of Avaya Inc. in the United States of America and/or other jurisdictions. All other trademarks are the property of their respective owners. Downloading documents For the most current versions of documentation, see the Avaya Support Web site: http://www.avaya.com/support Avaya support Avaya provides a telephone number for you to use to report problems or to ask questions about your product. The support telephone number is 18002422121 in the United States. For additional support telephone numbers, see the Avaya Support Web site: http://www.avaya.com/support June 2008 Avaya Web Conferencing Administrator's Guide i
Table of contents Table of contents... i 1 Introduction... 1 1.1 Global and non-global administrators... 1 1.2 Administration of a farm... 2 1.3 Administration of conferences and users... 2 2 Getting Started... 3 2.1 Starting Avaya Web Conferencing... 3 2.1.1 Logging into Avaya Web Conferencing as an administrator... 3 2.1.2 What you will see... 4 3 Starting, Stopping, and Restarting Avaya Web Conferencing... 8 3.1 Starting the system for the first time... 8 3.2 Stopping the system... 8 3.3 Restarting the System... 8 3.3.1 How do I restart the system?... 8 3.3.2 Do conferences restart automatically?... 8 3.3.3 What happens to clients in running conferences when I restart the system?... 8 3.3.4 How long does a restart take?... 9 3.3.5 Can I stop and restart parts of the system without others?... 9 3.3.6 What happens if I stop and restart parts of the system without others?... 9 4 Upgrades... 10 4.1 Adding a new conference server... 10 4.2 Adding new front ends... 10 4.3 Adding an Audio Bridge or Media Server... 10 4.4 Upgrading a recording-enabled Avaya Web Conferencing deployment... 11 4.4.1 Data-only conferencing and Internal Media Bridge deployments... 11 4.4.2 Adding servers... 11 4.4.3 Adding audio ports... 11 4.5 Upgrading existing servers... 11 4.5.1 How do you upgrade the system to take a Avaya Web Conferencing service pack or hot fix?... 11 4.5.2 How do you upgrade the database to take an SQL patch?... 12 4.5.3 How can you upgrade the servers in your farm to take an OS patch?... 12 4.5.4 How do you upgrade an Audio Bridge or Media Server?... 14 5 Managing Conference Servers... 15 5.1 Viewing conference server details... 15 5.1.1 Conference Server details... 16 5.1.2 Bridge Manager Status... 17 5.1.3 Availability Settings... 17 5.2 Removing a conference server... 17 5.3 Configuring a new conference server... 18 6 Managing External Audio Bridges or Media Servers... 21 6.1 Adding a new External Audio Bridge... 23 6.1.1 Adding a new Avaya S700/S780 Audio Bridge... 23 6.1.2 Adding a new Avaya S7000 Audio Bridge... 24 6.2 Adding a new Media Server... 26 6.3 Modifying an External Audio Bridge... 27 6.4 Quiescing an External Audio Bridge... 28 6.5 Modifying a Media Server... 28 6.6 Provisioning Conferences on an External Audio Bridge... 29 6.6.1 Avaya Audio Bridges... 29 June 2008 Avaya Web Conferencing Administrator's Guide i
7 Managing Recording Servers... 30 7.1 Configuring a new Recording Server... 31 7.2 Viewing or modifying Recording Server details... 32 8 Administering Licenses... 34 8.1 What are licenses?... 34 8.1.1 How do licenses work?... 34 8.1.2 Data Licenses... 34 8.1.3 Audio Licenses... 35 8.1.4 Video Licenses... 35 8.1.5 Recording licenses... 36 8.1.6 When do you need to buy additional licenses for your system?... 36 8.2 Getting and installing new licenses... 38 8.2.1 Installing new licenses... 38 9 Administering Accounts... 39 9.1 Setting up a new account... 39 9.2 Setting up administrators for an account... 41 9.2.1 Making sure you are adding the administrator into the right account... 41 9.2.2 Add a new administrator... 41 9.3 Making your account externally visible... 43 10 Administering Conferences and Users... 44 10.1 Setting up Users... 45 10.1.1 Viewing current Users and their options... 45 10.1.2 Advanced search on current Users... 46 10.1.3 Adding a new User... 47 10.1.4 Modify an existing User... 48 10.1.5 Deleting a User... 49 10.2 Adding new conferences... 49 10.2.1 Creating a new conference on a system that is configured to use external authentication... 49 10.2.2 Creating a new conference on a system that is not configured to use external authentication... 50 10.3 Viewing current conference status... 50 10.3.1 Running conferences... 50 10.4 Viewing details of past conferences... 52 10.4.1 GMT... 53 10.4.2 Most recent conferences... 53 10.4.3 Deleting all information for selected conferences... 55 10.4.4 Advanced search on past conferences... 55 11 Administering Administrators... 58 11.1 Viewing current Administrators... 58 11.2 Add a new Administrator... 59 11.3 Modify an existing Administrator... 61 11.4 Advanced search on current administrators... 63 11.5 Unlocking an administrator account... 64 11.6 Modifying admin settings... 64 11.6.1 Password expiry period (days)... 65 11.6.2 Minimum password length... 65 11.6.3 Password syntax checking parameters... 65 12 System Backup... 66 12.1 Schedule regular database backups... 67 12.2 Restore database from the backup... 68 12.3 Recording backup strategy... 69 12.3.1 Recommended backup strategy... 70 12.3.2 Other Backup Strategies (Not Recommended)... 70 13 Monitoring Avaya Web Conferencing... 71 13.1 Factors affecting Avaya Web Conferencing scalability... 71 ii Avaya Web Conferencing Administrator's Guide 04-603073
13.2 Conference Server information... 72 13.2.1 Server data... 72 13.3 Event Logs... 73 13.4 Audit Logs... 73 13.5 Administrator UI... 74 13.6 Meeting Reports... 74 13.7 User experience... 74 13.8 File server space... 75 13.9 What to do if approaching any of these limits... 75 June 2008 Avaya Web Conferencing Administrator's Guide iii
1 Introduction This Administrator's Guide covers the whole of the Avaya Web Conferencing function set. Avaya Web Conferencing version 4.1.20 provides two alternative audio options. Audio function is provided by Avaya Web Conferencing s own internal VoIP Media Bridge controlling one or more Convedia Media Servers. In this document, this is referred to as an Internal Media Bridge deployment. Audio function is provided by integrating Avaya Web Conferencing with one or more third party external audio bridges. In this document, this is referred to as an External Audio Bridge deployment. Please note that these two are alternatives and Avaya Web Conferencing will only support one of the two in each deployment. Video conferencing is also supported in Avaya Web Conferencing version 4.1.20, for Internal Media Bridge deployments only. There are two types of administration required for Avaya Web Conferencing. Administration of the Avaya Web Conferencing farm as a whole. Administration of conferences and users. This document explains and guides you through both areas of administrative responsibility. The following sections comprise this general introduction, and an explanation of the two types of administration. 1.1 Global and non-global administrators In a farm that is not configured to use external authentication, Avaya Web Conferencing systems can contain multiple accounts. Multiple account systems allow two or more corporate customers to use Avaya Web Conferencing at the same time, while remaining invisible to one another. This is done by assigning an account to each customer. Within an account, a customer has their own conferences and their own set of users. In a multiple account system, you can delegate the management of account-specific users and conferences to the customer themselves. To enable this, we have two types of administrator: normal (associated with and limited to a particular account) and global. While a normal administrator is limited to a single account (and cannot view license information), a global administrator can administer users and conferences in all accounts and additionally administer accounts themselves and conference servers. Global administrators would normally be responsible for the administration of a farm as a whole. Normal administrators would normally be responsible for the administration of users and conferences within their own account. June 2008 Avaya Web Conferencing Administrator's Guide 1
You can therefore give your customers normal administrator user accounts to enable them to provision their own conferences and users. 1.2 Administration of a farm As a global administrator of a Avaya Web Conferencing farm, your areas of responsibility may include starting, stopping, and restarting Avaya Web Conferencing (see "Starting, Stopping, and Restarting Avaya Web Conferencing" [p8] ) handling upgrades (see "Upgrades" [p10] ) monitoring the running servers (see "Managing Conference Servers" [p15] ) administering licenses (see "Administering Licenses" [p30] ). 1.3 Administration of conferences and users As a normal or global administrator, in your day-to-day administration you will most often set up and modify user settings and view details of running and past conferences add or remove administrators. "Administering Conferences and Users" [p44] and "Administering Administrators" [p58] explain how to perform that day-to-day administration. The next section describes how to get started as an administrator. 2 Avaya Web Conferencing Administrator's Guide 04-603073
2 Getting Started 2.1 Starting Avaya Web Conferencing Starting the Avaya Web Conferencing system is explained in "Starting, Stopping, and Restarting Avaya Web Conferencing" [p8]. As an Administrator there is no need for you to install Avaya Web Conferencing software. Avaya Web Conferencing is a web-based application, so you can access the administrator's UI using your web browser. Any additional software you need is downloaded when you first go to the login page. Logging in is explained in "Logging into Avaya Web Conferencing as an administrator" [p3]. 2.1.1 Logging into Avaya Web Conferencing as an administrator You must log in as an administrator to use the administrative functions of Avaya Web Conferencing. To log in as an administrator, take the following steps. Start a web browser. Browse to the administration log-in page. The URL for the administration login page is the URL for the main login page plus /admin/. For example, if the main login page is at http://www.avayawebconferencing.com, the administration login page is at http://www.avayawebconferencing.com/admin/. The administration login page is similar to the following (although a custom branding may be in effect on your system). June 2008 Avaya Web Conferencing Administrator's Guide 3
Fill in the username and password that was used when installing Avaya Web Conferencing, then click Administrator Login. If you were not responsible for the installation, then you should have been issued an administrator username and password. Your name and password will identify you to the system as a global or normal administrator. 2.1.2 What you will see Once you have logged into the administrator's area, you will see a screen similar to the following. The screen may be different to the one shown here on your system, because a custom branding may be in effect some of the options in the left-hand pane are only applicable to certain types of system (for example, the audio bridge option only applies to an External Audio Bridge deployment, the media server option only applies to an Internal Media Bridge deployment and if there is no audio capacity then neither option will be available) some options are only available to Global Administrators (for example the License State, Admin Settings, Set up accounts, Manage Media Servers and Manage Conference Servers). 4 Avaya Web Conferencing Administrator's Guide 04-603073
Note, this screen shot includes license information from an Internal Media Bridge deployment. This is only visible for a Global Administrator. Normal Administrators will see fewer options. Global administrators for a system with no audio capacity would see a similar view but without the option to manage media servers and there would be no audio licenses shown. June 2008 Avaya Web Conferencing Administrator's Guide 5
This screen shot shows the Administration page for an External Audio Bridge deployment. In a system, such as this that is configured to use external authentication (External Audio Bridge deployments), all administrators are global administrators and hence they all have a view similar to this. The following information is common to Avaya Web Conferencing systems without audio capacity and with either of the two options for audio capacity. Top frame Help Click this button to open the on-line help. Logout Click this button to log out of Avaya Web Conferencing and return to the main login page. Left-hand pane Running conferences This menu option displays the screen you see in the right-hand pane when you first log into the administrator's area. The menu option gives you information on all of the currently running conferences. It also gives you options to search for current conferences. For more information about this option, see "Viewing current conference status" [p50]. Past conferences This menu option gives you information on conferences that ran in the past. It also gives you options to search for past conferences. For more information about this option, see "Viewing details of past conferences" [p52]. 6 Avaya Web Conferencing Administrator's Guide 04-603073
Set up users This menu option shows you information about current users. It also gives you options to search for current users and to add new users. This option does not apply if you are using a system that is configured to use external authentication. The option only appears on systems that do not use external authentication (and therefore appears in only one of the above screenshots). For more information about this option, see "Setting up Users" [p45]. Set up administrators This menu option shows you information about current administrators. It also gives you options to search for current Administrators and to add new administrators. For more information about this option, see "Administering Administrators" [p58]. Admin settings This menu option allows you to view or change the settings for administrators and users. For more information about this option, see "Modifying admin settings" [p64]. Manage Conference Servers This menu option allows you to add, remove and configure conference servers in the farm. For more information about this option, see "Managing Conference Servers" [p13]. Set up accounts This menu option allows you to manage and set up new accounts. The option only appears when you log in as the global administrator, and your deployment is not configured for external authentication. For more information about this option, see "Administering Accounts" [p39]. Each option available to the administrator is described in further detail in later sections of this guide. The following options are specific to systems with audio capability using an External Audio Bridge deployment. Manage Audio Bridge This menu option allows you to manage the audio bridges used to run audio conferences. For more information about this option, see "Managing External Audio Bridges" [p21]. Manage Recording Servers This menu option allows you to manage and set up new Recording Servers. The option only appears if you have licensed recording. For more information about this option, see "Managing Recording Servers" [p30]. The following option is specific to systems with audio capability using an Internal Media Bridge deployment. Manage Media Servers This menu option allows you to manage the Convedia Media Server(s) used to run audio and video conferences. For more information about this option, see "Managing External Audio Bridges or Media Servers" [p21]. June 2008 Avaya Web Conferencing Administrator's Guide 7
3 Starting, Stopping, and Restarting Avaya Web Conferencing 3.1 Starting the system for the first time Instructions for starting Avaya Web Conferencing for the first time are provided in [Avaya Web Conferencing Planning and Installation Guide]. Generally, administrators will never have to do this as they will not install the system and will not start Avaya Web Conferencing the first time. 3.2 Stopping the system If you want to simply shut down the box, you can do so. Avaya Web Conferencing will restart automatically when the box is brought back up. 3.3 Restarting the System 3.3.1 How do I restart the system? If you want to perform a full restart of your farm, you can just shut down and restart all the elements or any single element of the system front end, master server, or conference servers. The order in which you do this does not matter. However, the farm will be operational sooner if you do not start the master until at least one conference server has started fully. 3.3.2 Do conferences restart automatically? Yes, any conferences affected by a restart will resume automatically. Running conferences are only affected if the conference server they are running on is restarted. 3.3.3 What happens to clients in running conferences when I restart the system? Running conferences will only be affected if the conference server that is running the conference is restarted. In the case of a running conference affected by a restarted conference server, the conference will keep going (if there is another conference server it will be moved to it, if there is not another conference server, the conference will restart when the single conference server comes back online), but users may get thrown off and need to connect in again. 8 Avaya Web Conferencing Administrator's Guide 04-603073
3.3.4 How long does a restart take? A full restart can take up to 10 minutes. However, you can restart a single element front end, conference server, or master. Each of these elements should take fewer than 5 minutes to restart. A conference affected by a restarted conference server will be fully restarted within 5 minutes. 3.3.5 Can I stop and restart parts of the system without others? You can restart any single element front end, conference server, or master. Each element should take fewer than 5 minutes to restart. 3.3.6 What happens if I stop and restart parts of the system without others? Running conferences will not be affected by a restart of the master. If a conference server running a conference is restarted, the conference will automatically restart within 5 minutes, either on that conference server (when it re-starts) or another one. If a front end is restarted, the clients connected to the Administrator s UI through that front end will be disconnected. Also clients connecting to a conference through that front end may fail to enter the meeting. However all clients already in a conference will be unaffected by the loss of the front end. June 2008 Avaya Web Conferencing Administrator's Guide 9
4 Upgrades 4.1 Adding a new conference server The [Avaya Web Conferencing Planning and Installation Guide] gives guidelines for the number of conference servers you need to handle the number of simultaneous users you expect. Generally, you need to think about the number of conference servers you need when Avaya Web Conferencing is first installed (something that will generally not be done by an administrator) and whenever you buy additional licenses. If you have just bought new licenses, and you need to add a new conference server to handle the additional traffic, you will need to get the installer of your farm to install a new conference server (as described in [Avaya Web Conferencing Planning and Installation Guide]). Once they have installed the new conference server, you, as a global administrator, need to tell the existing system about the new conference server. For more information about how to do this, please see "Managing Conference Servers" [p15]. 4.2 Adding new front ends The [Avaya Web Conferencing Planning and Installation Guide] gives guidelines for the number of front ends required to handle the number of simultaneous users you expect. Generally, you need to think about front end numbers when Avaya Web Conferencing is first installed (though this will generally not be done by an administrator) and whenever you buy additional licenses. If you have just bought new licenses and you need to add a new front end to handle the increased traffic, you will need to get the installer of your farm to install a new front end, as described in [Avaya Web Conferencing Planning and Installation Guide]. No further configuration is required. 4.3 Adding an Audio Bridge or Media Server If you want to add a new Audio Bridge or Media Server to the system, then you need to follow the instructions in "Managing External Audio Bridges or Media Servers" [p21] to add it. You must also ensure that there are enough running Conference Servers to handle the additional Audio Bridge or Media Server. The [Avaya Web Conferencing Planning and Installation Guide] gives guidelines for the number of Conference Servers you will require on your system. 10 Avaya Web Conferencing Administrator's Guide 04-603073
4.4 Upgrading a recording-enabled Avaya Web Conferencing deployment The following section describes the upgrades you may need to make if you have licensed recording. 4.4.1 Data-only conferencing and Internal Media Bridge deployments To increase the capacity of an Internal Media Bridge deployment you will need to install a new Conference server or Streaming Server as described in the [Avaya Web Conferencing Planning and Installation Guide]. You must also configure the load balancer to route requests to the new servers. This again is described in the [Avaya Web Conferencing Planning and Installation Guide]. 4.4.2 Adding servers If you need to add extra capacity to an External Audio Bridge deployment, you will need to get the installer of your farm to install a new Recording Server or Streaming Server as described in the [Avaya Web Conferencing Planning and Installation Guide]. The installer must configure the load balancer, as described in [Avaya Web Conferencing Planning and Installation Guide] to route requests to the new server. 4.4.3 Adding audio ports If you need to add extra capacity to an External Audio Bridge deployment then you may need to add audio ports to a Recording Server. To do this, plug the physical phone line into the Dialogic card (the hardware responsible for recording audio from the conference) on the Recording Server and configure the phone number as described in section "Configuring a new Recording Server" [p31]. Once you have configured the phone number, the Recording Server will automatically detect the new phone number within a few minutes and start using it. If a phone line is unplugged from the Dialogic card, the deployment will detect it the first time a Recording Server tries to use the line for a new call. The Recording Servers will not attempt to use the line again. If the line is subsequently reconnected, the deployment will detect it within a few minutes of it being reconnected. 4.5 Upgrading existing servers 4.5.1 How do you upgrade the system to take a Avaya Web Conferencing service pack or hot fix? It may be possible to apply a hot fix or service pack to your Avaya Web Conferencing installation without stopping your service. This depends on the scope of the fix pack being applied. Full documentation on installing a fix pack will be provided by your customer support representative with the fix pack itself. June 2008 Avaya Web Conferencing Administrator's Guide 11
4.5.2 How do you upgrade the database to take an SQL patch? It is recommended that you schedule downtime to perform database upgrades and apply SQL patches when necessary. Although Avaya Web Conferencing recovers automatically from a database outage, users cannot login when the database is offline, and as a result no new meetings can start. 4.5.3 How can you upgrade the servers in your farm to take an OS patch? This section describes the process for upgrading the various servers in your farm in the event that you need to apply an OS patch. Note that if you do not have a farmed Avaya Web Conferencing installation then scheduled downtime is required to apply a patch. This applies if you have a Master, Front End or Conference Server you have a single box installation (with Master, Front End and Conference Server all on the single box) you have a single Recording Server (rather than a farm of Recording Servers fronted by a Load Balancer) you have a single Streaming Server (rather than a farm of Streaming Servers fronted by a Load Balancer). Applying OS patches in a dual Master farm In a dual Master server farm it is possible to apply OS patches to the Master machines without stopping the service. To do this take the following steps. 1. Patch the backup (offline) master and restart the machine. 2. Take the primary master offline, so the backup master takes over. 3. Patch the primary master and restart the machine. Applying OS patches to the Conference Servers It is possible to apply OS patches to the conference servers in a farm without downtime. To do this take the following steps. 1. Quiesce the conference server using the Administrator s UI (see "Removing a conference server" [p17]). 2. Monitor the conference server using the Administrator s UI and wait until the conference server status is reported as Quiesce Complete. 3. Apply the patch to the conference server and restart the machine. 4. Make the conference server available (online) using the Administrator s UI. Applying a patch to a single Master farm, or Front End or Database server Scheduled downtime is required to apply a patch to the Master of a single master farm, or Front End or Database server. 12 Avaya Web Conferencing Administrator's Guide 04-603073
Applying OS patches to Recording Servers In order to apply patches to a Recording Server, you must first take the machine offline by doing the following. 1. Remove the configuration for the Recording Server from the load balancer (or make the machine offline). The Recording Server will stop accepting new requests, but will continue recording any conferences that are currently in progress. 2. Once all the conference recordings in progress have stopped, take the Recording Server offline to apply the patch. You can tell how many recordings are currently in progress by monitoring the Windows Event Log on the Recording Server machine. The Application Log will contain informational logs when recordings are started (category = (161)) and stopped (category = (162)). These logs indicate how many recordings are now in progress. Therefore, monitor the category = (162) logs. When the number of recordings in progress hits zero, it is safe to take the Recording Server offline to apply the patch. You can then apply the patch to the Recording Server, restart the machine, and re-add the configuration for the Recording Server to the load balancer. Applying OS patches to Streaming Servers There is no Avaya software installed on any Streaming Servers you may be using. Before taking a Streaming Server machine offline, you can prevent new connections being made to it by right-clicking on your publishing point in Windows Media Service, and selecting Deny New Connections. June 2008 Avaya Web Conferencing Administrator's Guide 13
Depending on the Load Balancer you are using, clients who are viewing recordings may experience some disruption during the maintenance window. The process is detailed here. 1. Use Windows Media Services to prevent new connections being made to the Streaming Server. 2. Remove the configuration for the Streaming Server from the load balancer. 3. Apply the patch to the Streaming Server and reboot the machine. 4. Re-add the configuration for the Streaming Server to the load balancer. 5. Use Windows Media Services to re-enable new connections to the Streaming Server. 4.5.4 How do you upgrade an Audio Bridge or Media Server? It is possible to upgrade Audio Bridges or Media Servers in a farm (i.e. apply firmware patches or hardware maintenance) without downtime. You must have more than one Audio Bridge or Media Server, and the remaining Audio Bridges or Media Servers must be capable of bearing the load. To do this, take the following steps. 1. Quiesce the Audio Bridge or Media Server using the Administrator s UI (see "Modifying an External Audio Bridge [p27] / Modifying a Media Server [p28]). 2. Monitor the Audio Bridge or Media Server using the Administrator s UI and wait until its status is reported as Quiesce Complete. 3. Perform the required maintenance and bring the Audio Bridge or Media Server back up. 4. Make the Audio Bridge or Media Server available (online) using the Administrator s UI. 14 Avaya Web Conferencing Administrator's Guide 04-603073
5 Managing Conference Servers Global administrators can monitor the conference servers that form part of a farm from the Administrator s UI pages. To do this, choose Manage Conference Servers from the left-hand pane of the UI. A list of the currently active Conference Servers similar to the following appears in the righthand pane. The following sections describe how to use this page to administer the conference servers. 5.1 Viewing conference server details Clicking on a Server Name link goes to the Conference Server Details page. This page tells you all about the Conference Server in question. June 2008 Avaya Web Conferencing Administrator's Guide 15
5.1.1 Conference Server details The Server name, a unique name to help you identify the server, is displayed at the top of the server's details. In a system where meeting data is stored on the conference servers, the server name must be the name of the computer that is used to access the shared directory. The rest of the fields displayed on the page are described below. IP address The IP address of the conference server. This is always a dotted-decimal IP address. Server identifier A unique number used internally by Avaya Web Conferencing to identify this server. Server DNS name The DNS name by which this server is addressed by clients in the conference. This address always has the same domain name suffix as the access point to the farm. Data Conferencing Status This is set to Available if the server is running and can host conferences, or Offline if the server is not currently available. A server may also be listed as Quiescing or Scheduling Stopped if you have changed its status. Running Data Conferences The number of data conferences that are currently running on this server. In a multiple account system, this number lists the number of conferences running on this server for the account that you are administering. (Global Administrators view the running conferences for all accounts). 16 Avaya Web Conferencing Administrator's Guide 04-603073
5.1.2 Bridge Manager Status The Bridge Manager Status section shows the status of all the Bridge Managers running on this conference server. Please note that this section only appears if you are administering a Avaya Web Conferencing installation with audio conferencing capabilities. The fields of the Bridge Manager Status section are described below. Please note that Bridge Managers are dynamically attached to External Audio Bridges (in External Audio Bridge deployments) or Media Servers (in Internal Media Bridge deployments) without any administrator action being required. If a Bridge Manager becomes unavailable, a free one automatically takes over the External Audio Bridge or Media Server it was managing. Instance Status The instance of the Bridge Manager to which this status information relates (there can be multiple Bridge Managers running on any given conference server). The current status of the Bridge Manager. This is set to Available if the manager is functioning normally and is available for audio conferencing Hunting if the manager is looking for External Audio Bridges or Media Servers to host Offline if the manager is not currently available. For every separate External Audio Bridge or Media Server you are integrating with, a single Bridge Manager on one of your Conference Servers needs to be in the Available state. Conferences The number of conferences currently hosted by this Bridge Manager. For External Audio Bridge deployments. Audio Bridge The name of the External Audio Bridge that this Bridge Manager is managing. For Internal Media Bridge deployments. Media Server The name of the Media Server that this Bridge Manager is managing. 5.1.3 Availability Settings The settings at the bottom of the page enable you to change the availability of the server. For more information, please see "Removing a conference server" [p17]. 5.2 Removing a conference server If you want to remove a conference Server from the farm temporarily, you must quiesce the Conference Server physically remove the Conference Server and replace it June 2008 Avaya Web Conferencing Administrator's Guide 17
make the Conference Server available again permanently, you must quiesce the Conference Server delete the Conference Server. If you want to stop conferences starting on a Conference Server (for example if you want to remove the Conference Server from the network or delete the Conference Server) you first need to quiesce the Conference Server, using the settings on the server status page. If a Conference Server is quiesced, no new conferences will be started on it (and no new clients can join existing conferences) and you just need to wait for the existing conferences to all end naturally. Once they are all at an end, it is safe to remove the Conference Server from the network (provided, of course, that there is another Conference Server in the farm to take over). After quiescing, it is safe to remove the conference server from the network as soon as the Running Data Conferences field on the server status page, as well as the Conferences field for all the Bridge Managers running on the conference server, (see "Viewing conference server details" [p15]) fall to zero. This is also the point where it would be safe to delete the conference server. If the farm is a multiple account system, you'll have to inspect the conference server detail having selected each account in turn, and keep cycling through the accounts until all the counts are zero for this conference server. When the server is quiesced, it will report Quiesce complete on the server status page. Please note that if you quiesce (or delete) a conference server that has one or more of its Bridge Managers servicing an External Audio Bridge or a Media Server then those Bridge Managers will also be quiesced. The workload of those Bridge Managers will be transparently migrated to Bridge Managers on other conference servers if possible. The conference server quiesce will not be reported as complete until these co-located Bridge Managers have also completed quiescing. Note that if a conference server is deleted and then added again (with the same name) it must be restarted. 5.3 Configuring a new conference server To configure a new conference server, click on the Manage Conference Servers link on the left-hand pane, then on the Add a new conference server link on the right-hand pane. A window similar to the following opens. 18 Avaya Web Conferencing Administrator's Guide 04-603073
This page allows you to add details of a conference server's configuration. Server name IP address Specify the Conference Server's name. This must not match the name of any other Conference Server in the farm. Specify the IP address of the Conference Server. This must be in numeric dotted format, for example, 192.0.34.166. The IP address specified must be visible from the Master Server. Data Conferencing Server DNS name Specify the fully qualified DNS name of the Conferencing Server, for example, server1.example.com. This is the address that will be used to access the conference server externally. The DNS name of the conference server must have the same suffix (in this case example.com) as the access point. When you have finished making changes, click on Add to confirm your changes to the conference server configuration. If you make a mistake, click on Cancel to abandon adding this Conference Server and start again. You should then make the conference server available (bring the conference server online) so that it is available to the farm. Please note the following. If you have attempted to make the conference server available and it stays in the 'offline' state, this may be due to you configuring the wrong IP address for the Conference Server June 2008 Avaya Web Conferencing Administrator's Guide 19
If you have configured an incorrect IP address or DNS name then you will need to delete and re-add the conference server, as described above in sections Removing a conference server [p17] Configuring a new conference server [p18] If a user tries to join a conference on a conference server and the client browser windows are filled with plain gray, this is due to the DNS name being incorrect; see the [Avaya Web Conferencing Planning and Installation Guide]. 20 Avaya Web Conferencing Administrator's Guide 04-603073
6 Managing External Audio Bridges or Media Servers The following section describes how to manage any External Audio Bridges or Media Servers in your system. If you are running data-only conferencing then you do not need to read this chapter. The audio system you have installed determines whether you have External Audio Bridges or Media Servers. Global administrators can manage the External Audio Bridges or Media Servers from the Administrator s UI pages. To do this, click on Manage Audio Bridges or Manage Media Servers in the left-hand pane. If you are administering a system that does not have integrated audio conferencing capabilities, then you will not see this option in the left-hand pane. If you are administering an External Audio Bridge deployment then a list, similar to the following, of the currently active External Audio Bridges appears in the right-hand pane as shown in the following screenshot. If you are administering an Internal Media Bridge deployment then a list, similar to the following, of the currently active Media Servers appears in the right-hand pane as shown in the following screenshot. June 2008 Avaya Web Conferencing Administrator's Guide 21
The fields displayed on this page are described below. Audio Bridge Name The name of the External Audio Bridge. This name is for display purposes only. or Click on the name to modify the settings for this bridge, as described in "Modifying an External Audio Bridge" [p27]. Media Server Name The name of the Media Server. This name is for display purposes only. Click on the name to modify the settings for this server, as described in "Modifying a Media Server" [p28]. All other options are common to both systems. The term device has been used to mean either the External Audio bridge or the Media Server as appropriate. Authentication Group The ID for the authentication group associated with this device (see the Customization Guide for details). Plug-in The name of the plug-in being used to support this device. Bridge Manager The name of the conference server on which the Bridge Manager for this device is currently running. The number identifies the specific instance of the Bridge Manager that is currently active. Running Calls Status The number of audio conferences currently running through this device. The status of the device. This is set to OK if the device is running normally, or will contain an error report in red from the last attempt to log into the bridge. For example, "Cannot connect to 172.19.13.79: reason: already logged in". If the status shows an error report, use the information in the report to correct the problem. Once you have resolved the issue, you must click on the name of 22 Avaya Web Conferencing Administrator's Guide 04-603073
the device, and then click on the Enable Audio Bridge or Enable Media Server button on that page. After a period of time, a free Bridge Manager will connect to the device. The following sections describe how to use this page to administer External Audio Bridges and Media Servers. 6.1 Adding a new External Audio Bridge For an External Audio Bridge deployment please use this section to add a new External Audio Bridge. If you have an Internal Media Bridge deployment please see "Adding a new Media Server" [p26]. To add a new External Audio Bridge, click on Add a new audio bridge at the top of the list of bridges on the Manage Audio Bridges page. You will be presented with a list of bridge types to add. Click on the link for the type of bridge you desire, then proceed to the appropriate section below. 6.1.1 Adding a new Avaya S700/S780 Audio Bridge When you add a new Avaya bridge, a list of settings appears in the right-hand pane. Avaya S700/S780 Audio Bridge Settings The fields displayed on this page are described below. June 2008 Avaya Web Conferencing Administrator's Guide 23
Audio Bridge Name The name of the audio bridge. This name is for display purposes only. Authentication group The numeric ID of the authentication group which you set up to authenticate users of this bridge when you integrated the system. See the [Avaya Web Conferencing Customization Guide] for details. IP Address The IP address of the bridge. This is always a dotted-decimal IP address. Login Username The username of an operator sign-in for the bridge manager to use to login to this audio bridge. This operator should be configured on the audio bridge according to the instructions that came with the bridge. This username should only contain alphanumeric characters. Login Password The password of an operator sign-in for the bridge manager to use to login to this audio bridge. This password should only contain alphanumeric characters. When you have completed all the fields, click on Add to add the new Audio Bridge. You can also click Cancel to abandon adding your new bridge. Once you have clicked Add you will be returned to the Manage Audio Bridges page, from where you can see the status of your newly added audio bridge. It will take around 30 seconds to establish the connection, after which you should refresh the page to check that the Bridge Manager has successfully connected to the audio bridge. (Note during this 30-second period the display may say OK even though a connection has not been made. You should wait for a minute to check that no errors are reported.) The Bridge Manager column of the table shows which conference server is currently managing this bridge; if the column is blank then no connection has yet been established, in which case you should keep hitting refresh until it changes. If an error occurs then this will appear in the Status column. This is most likely to happen if you have configured the wrong IP address or login credentials. If this is the case then follow the instructions for modifying an External Audio Bridge, see "Modifying an External Audio Bridge" [p27]. After adding an External Audio Bridge, you need to set up brands to use them. This is described in the [Avaya Web Conferencing Customization Guide]. 6.1.2 Adding a new Avaya S7000 Audio Bridge When you add a new Avaya bridge, a list of settings appears in the right-hand pane. 24 Avaya Web Conferencing Administrator's Guide 04-603073
Avaya S7000 Audio Bridge Settings The fields displayed on this page are described below. Audio Bridge Name The name of the audio bridge. This name is for display purposes only. Authentication group The numeric ID of the authentication group which you set up to authenticate users of this bridge when you integrated the system. See the [Avaya Web Conferencing Customization Guide] for details. IP Address The IP address of the bridge. This is always a dotted-decimal IP address. CRS IP Address The IP address of the audio bridge s Conference Reservation Server. This is always a dotted-decimal IP address. When you have completed all the fields, click on Add to add the new Audio Bridge. You can also click Cancel to abandon adding your new bridge. Once you have clicked Add you will be returned to the Manage Audio Bridges page, from where you can see the status of your newly added audio bridge. It will take around 30 seconds to establish the connection, after which you should refresh the page to check that the bridge manager has successfully connected to the audio bridge. (Note during this 30-second period the display may say OK even though a connection has not been made. You should wait for a minute to check that no errors are reported.) The Bridge Manager column of the table shows which conference server is currently managing this bridge; if the column is blank then no connection has yet been June 2008 Avaya Web Conferencing Administrator's Guide 25
established, in which case you should keep hitting refresh until it changes. If an error occurs then this will appear in the Status column. This is most likely to happen if you have configured the wrong audio bridge IP address. If this is the case then follow the instructions for modifying an External Audio Bridge, see "Modifying an External Audio Bridge" [p27]. Note that an incorrect CRS IP address will not cause an error at this stage. The only way to confirm that the correct settings have been used is to test that audio clients correctly appear in the roster of an integrated audio and data conference. 6.2 Adding a new Media Server This section describes how you can add a new Media Server to an Internal Media Bridge deployment. Click Add a new Media Server on the Media Server Management page to add a new Media Server to an Internal Media Bridge system. When asked "What type of media server do you wish to add?" select Convedia Media Server (this is the only compatible server). The fields displayed on this page are described below. Media Server Name The name of the Media Server. This name is for display purposes only. IP Address IP address of the media server. This must be reachable from all Bridge Managers. Also, this is always a dotted-decimal IP address Number of Audio Ports The number of available audio ports. You must specify the number of licensed audio ports (the Capacity). The number of licensed video ports is ignored for the purposes of calculating capacity. Large media servers (by default, those over 1500 ports but this can be set by registry key HKEY_LOCAL_MACHINE\SOFTWARE\Avaya\DCMS\Media\BMCapacity, a DWORD) 26 Avaya Web Conferencing Administrator's Guide 04-603073
are serviced by multiple Bridge Managers. The Manage Media Servers page presents the status of each of these Bridge Managers independently, however, the media server is modified, deleted, or quiesced as a whole unit. When you have completed all the fields, click on Add to add the new Media Server, or cancel to abandon addition of the new Media Server. 6.3 Modifying an External Audio Bridge To modify the settings for an External Audio Bridge, click on the bridge name in the list of bridges on the Manage Audio Bridges page. A list of settings similar to the following appears in the right-hand pane. The fields displayed on this page are described below. Audio Bridge Name The name of the audio bridge. This name is for display purposes only. Authentication group The numeric ID of the authentication group associated with this bridge. Please see the [Avaya Web Conferencing Customization Guide] for details. The remaining settings differ for each type of bridge. These are identical to those displayed when you add a bridge. Refer to Adding a new External Audio Bridge [p23] for details. Note that you cannot modify these settings or delete the bridge unless the bridge is quiesced. See Quiescing an External Audio Bridge [p28]. Clicking OK will make the bridge available again with the new settings. June 2008 Avaya Web Conferencing Administrator's Guide 27
6.4 Quiescing an External Audio Bridge You can quiesce a bridge for maintenance purposes, or to allow the bridge to be modified or deleted. Once a bridge is quiesced, Avaya Web Conferencing guarantees that no calls are running on it, so it is safe to reconfigure the bridge or power it down. Avaya Web Conferencing will start using the bridge again only when it is made available through the administration UI. To quiesce the bridge, use the controls at the bottom of the bridge settings window. You have the option to start a quiesce immediately, or to schedule a quiesce to start at a specified time in the future. If there are other audio bridges in the farm, the work of the bridge will be transparently migrated to the other bridges. Be sure that they have sufficient capacity to cope with the load. Migration may take some time or it may be instantaneous, depending on the characteristics of the bridge. Running audio conferences will be unaffected by the quiesce operation. You can monitor the progress of the quiesce operation from the Manage Audio Bridges page. When the quiesce is complete, the bridge status will change to Quiesce Complete. You can make the bridge available again at any time, by choosing Make Available and clicking OK. 6.5 Modifying a Media Server To modify the settings for a Media Server, click on the server name in the list of Media Servers on the Manage Media Server page. Media Server Name The name of the Media Server. This name is for display purposes only. IP Address The IP address of the Media Server. This is always a dotted-decimal IP address and must be accessible from all Bridge Managers. 28 Avaya Web Conferencing Administrator's Guide 04-603073
Number of Audio Ports The number of audio ports available. This is equal to the number of Audio Licenses purchased. When you have finished making changes, click on OK to confirm your changes to the Media Server. This will also make the Media Server available again. You can also click Cancel to abandon your modifications to this Media Server. Quiescing a Media Server is achieved in the same way as quiescing an External Audio Bridge. See Quiescing an External Audio Bridge [p28]. 6.6 Provisioning Conferences on an External Audio Bridge This section describes any changes to the standard provisioning process for an External audio bridge that are required when using the bridge with Avaya Web Conferencing. Please see the documentation for your External Audio Bridge for detailed instructions on provisioning audio conferences. 6.6.1 Avaya Audio Bridges In order that the Avaya Bridge behaves properly when interacting with Avaya Web Conferencing, all conferences must be provisioned with certain options enabled. All conferences provisioned on the bridge must be on-demand enabled for data enabled for security. See your Avaya Audio Bridge documentation for details on how to enable these settings when provisioning a conference. June 2008 Avaya Web Conferencing Administrator's Guide 29
7 Managing Recording Servers If you have a system without audio capabilities or you have an Internal Media Bridge deployment the Recording Server is already present in the base Avaya Web Conferencing system. You do not need to manage it separately once the Recording Option Pack has been installed on all Avaya Web Conferencing machines. All that is needed is for you to obtain recording licenses, see "Getting and installing new licenses" [p38] and to have a Streaming Server installed, see [Avaya Web Conferencing Planning and Installation Guide]. If you have an External Audio Bridge deployment then this section explains how to manage the Recording Servers in your farm. The configuration described in this section allows you to identify the telephone numbers you have assigned to your Recording Server machines. This is necessary to check that the Recording Server has successfully joined the audio conference that it has been asked to record. This section only applies if you have licensed recording. To manage your Recording Servers, click Manage Recording Servers on the left-hand pane of the UI. If any Recording Servers are currently configured, a list of these similar to the following appears in the right-hand pane. The list contains the following details about each Recording Server. ID A unique numerical identifier for this Recording Server in this deployment. Recording server name The name of this Recording Server. IP Address The IP address for this Recording Server. Number of telephone numbers The number of telephone numbers assigned to this Recording server. The following sections describe how to use this page to administer the Recording Servers. 30 Avaya Web Conferencing Administrator's Guide 04-603073
7.1 Configuring a new Recording Server To configure a new Recording Server, click on the Manage Recording Servers link on the left-hand pane, then on the Add a new recording server link on the right-hand pane. A window similar to the following opens. This page allows you to add details of a Recording Server's configuration. Recording server name Specify the name of the Recording Server. This must not match the name of any other Recording Server in the farm. IP address Specify the IP address of the Recording Server. This must be in numeric dotted format, for example, 192.0.34.166. Recording server DNS name Specify the fully qualified DNS name of the Recording Server, for example, server1.example.com. This is the address that will be used to access the Recording Server externally. The DNS name of the Recording Server must have the same suffix (in this case example.com) as the access point. Number of telephone numbers Specify the number of telephone numbers assigned to this Recording server. If data-only recording is required, set this to zero. When adding a Recording Server with an analog card, set the number of telephone numbers to be the total number of physical ports on the audio card. When adding a Recording Server with a digital card, set the number of telephone numbers to "1". When you have added all the information about the Recording Server, click Add to add it to the list, or click Cancel to return to the list of Recording Servers without adding the new server. June 2008 Avaya Web Conferencing Administrator's Guide 31
Once you have clicked Add, you are taken to the Detailed Recording Server information page in order to configure the phone numbers assigned to this Recording Server. This page is described in the next section. 7.2 Viewing or modifying Recording Server details Clicking on a Recording server name link goes to the Detailed Recording Server information page. This page tells you all about the Recording Server in question. You are also directed to this page immediately after adding a new Recording Server. In this case the page displayed is slightly different from that described below. In particular, there is no Cancel button, because the operation of adding the Recording Server has already succeeded and therefore there is nothing to cancel. Simply click OK when you have finished configuring the telephone numbers. The information on this page is as follows. Recording server name The name of this Recording Server. Recording server ID A unique numerical identifier for this Recording Server in this deployment. IP Address The IP address for this Recording Server. Recording server DNS name The DNS name of the Recording Server. Number of telephone numbers The number of telephone numbers assigned to this Recording server (this number may be 0 if the Recording Server records data only). The rest of the page shows the phone numbers assigned to each of the ports on the Recording Server, i.e. the phone numbers that the Dialogic card on the Recording Server uses to source outgoing calls. Avaya Web Conferencing uses these numbers to identify the Recording Server machine, so that the Recording Server machine does not appear as an entry in the conference roster. 32 Avaya Web Conferencing Administrator's Guide 04-603073
To change the phone numbers, change the number and click OK. If your Recording Server has a digital Dialogic card, you should configure a single telephone number. If the card is connected directly to the bridge, this number is 0000. If it is connected via a PBX, the number may need to be modified: for example, you may need to specify 90000. If you specify an incorrect number and then attempt to record a conference, a phone entry will appear briefly in the conference roster and then the recording will fail. Make a note of the telephone number of this phone, and enter this as the telephone number under Server Management above. You can also delete the server by clicking the box next to Delete this server, and clicking OK. To return to the list of Recording Servers without making any changes, click Cancel. June 2008 Avaya Web Conferencing Administrator's Guide 33
8 Administering Licenses 8.1 What are licenses? Avaya Web Conferencing keeps track of how many clients are connected to conferences at any point in time. You should purchase enough licenses to ensure that client connections aren't refused. To administer licences you must be a global administrator. 8.1.1 How do licenses work? Every time a Participant (Presenter or Attendee) joins a conference on your Avaya Web Conferencing farm, they are assigned one license of the requested type. The total number of available licenses of that type is then decreased by one. When the Participant leaves the meeting, their license is unassigned and becomes available to everyone again. There are four types of license available. Data conference licenses. Audio conference licenses (Internal Media Server deployment only). Video conference licenses (Internal Media Server deployment only). Recording licenses. These are discussed in the following sections. 8.1.2 Data Licenses There are four types (levels) of data license available with Avaya Web Conferencing (bronze, silver, gold, and platinum). The type of license acquired by a meeting joiner dictates the features that will be available to him (the type of license is acquired automatically, regardless of whether the user actually uses all the features of that license type). A silver user has access to everything except application sharing and hosting, and video conferencing. A gold user has access to all functions except video conferencing. A platinum user has access to all functions. The type of license acquired by a Participant can be configured on a per-conference, or perbrand, basis. For more information, see the [Avaya Web Conferencing Customization Guide]. For each type of license you have a certain number of overallocation licenses. These licenses are used when your the existing license limit has been exceeded, so you can detect that you need to increase your allocation without disrupting your service. 34 Avaya Web Conferencing Administrator's Guide 04-603073
The overallocation limit cannot be exceeded. Any more Participants attempting to join a conference will be told that the system is too busy. The current state of the licenses is prominently displayed on the Administrator s UI, see "When do you need to buy additional licenses for your system?" [p36]. 8.1.3 Audio Licenses If you are administering an Internal Media Bridge deployment then each audio participant requires an audio license. The license limit and overallocation limit models work exactly the same way as for the data type of license. Each audio participant requires one audio license. They use the license when they enter the audio part of the conference, and free the license when they leave. In an Internal Media Bridge deployment the Audio Client is always present in the client UI. If no licenses are available at the point the Participant tries to join the audio conference a pop-up appears explaining that more audio licenses are required. When the overallocation limit has been reached, new audio participants are refused entry to the audio part of the conference. Note that it is possible for a Participant to enter the data part of the conference, but to be refused entry to the audio conference. An audio license is required for each audio conference that is recorded. If the Data License is Gold, then there must be an audio license available for the audio client to join the conference. If the Data License is Platinum, then there must be an audio and video license available for the media client to join the conference. The current state of the licenses is prominently displayed on the Administrator s UI, see "When do you need to buy additional licenses for your system?" [p36]. If you are administering an External Audio Bridge system then your audio participants do not require audio licenses. 8.1.4 Video Licenses Video licenses are required in order for a user to participate in a video conference. This is only relevant for conferences in which a video client is displayed, namely those with a Platinum license level. Video licenses are only acquired when needed that is, when clients try to join the conference. The license limit and overallocation limit models work exactly the same way as for the other types of license. If the Data License is Platinum, then there must be an audio and video license available for the media client to join the conference. That is, each video participant requires one video license - they use the license when they enter the video conference, and free the license when they leave each video participant also requires an audio license it is not possible to access the video conference without also having access to the audio. June 2008 Avaya Web Conferencing Administrator's Guide 35
When the overallocation limit has been reached, new video participants are refused entry to the media part of the conference. If there are insufficient resources (either licenses or Media Server ports) for the client to connect to the media conference, the user is informed by a popup and is not connected to the media conference. A video license is required for each video conference that is being recorded. It is possible to obtain a Platinum license, and hence enter the conference, but subsequently be unable to obtain both an audio license and a video license. In this case, the user will be unable to use the Media Frame features. The rationale behind video licensing is that it allows the Service Provider to control access to video ports, which are a limited resource. The current state of the licenses is prominently displayed on the Administrator s UI, see "When do you need to buy additional licenses for your system?" [p36]. If you are administering an External Audio Bridge system, video licensing is not applicable as video function is unavailable. 8.1.5 Recording licenses Recording licenses are required for recording video, audio and data-only conferences on either Internal Media Bridge or External Audio Bridge deployments. Recording licenses are granted independently of the other licenses. When a Presenter selects the Start Recording option to start a new recording, the recording process requests a recording license. The license is freed when the recording is stopped. In the same way as data licenses, the recording licenses are subject to an overallocation limit. If the overallocation limit for recording licenses has been reached when the recording process requests a license, then a license is not granted and the recording does not start. Note that recording video also requires one video license, and recording audio requires one audio license. The current state of the licenses is prominently displayed on the Administrator s UI, see "When do you need to buy additional licenses for your system?" [p36]. 8.1.6 When do you need to buy additional licenses for your system? Participants can still connect to conferences even when there are no more available licenses, as long as the total number of people with a particular license type simultaneously connected is less than the Overallocation Limit for that license type. The Overallocation Limit is slightly higher than the License Limit. Once the number of Participants simultaneously connected reaches the Overallocation Limit, further connection attempts by Participants will be rejected with a Licenses Exceeded authentication error. If the number of Participants simultaneously connecting to conferences consistently exceeds the License limit, you should buy additional licenses. The current state of license usage can be monitored. Log into the Avaya Web Conferencing administrator pages. 36 Avaya Web Conferencing Administrator's Guide 04-603073
Select the Running conferences link on the left-hand pane. On the right you will see a section entitled License state, which displays the current state of the licenses available for Participants. License State This section displays the current state of the licenses available for Participants. There is a line for each type of license configured on the system (one or more of bronze, silver, gold, platinum, audio (for Internal Media Bridge deployments), video and recording). License type The type of license, which is Bronze, Silver, Gold, Platinum, Audio, Video or Recording. The license types are explained in more detail in Data Licenses [p34], Audio Licenses [p35], Recording licenses [p36]. Licenses in use The number of licenses of this type that are currently in use by conference Participants. This count is global, not per account area. License limit The number of licenses that are available for Participants on the system. When this limit is reached, the display appears in amber, otherwise green. Overallocation limit As soon as you reach the license limit, you must obtain more licenses. The system gives you a short grace period by allowing you a few overallocation licenses before Participants are prevented from joining June 2008 Avaya Web Conferencing Administrator's Guide 37
conferences. When the overallocation limit (which includes the licenses purchased and the overallocation licenses) is reached, the display appears in red, and no more Participants are able to join conferences. When the number of connected Participants once more drops below the overallocation limit, then new Participants can join as before. Overallocation count This is a running count of how many Participants have joined conferences with an over allocated license. If it is non-zero, you should obtain more licenses. This entry is for your information only and doesn't reflect a physical quantity on the system. Rejection count This is a running count of how many Participants have been rejected from joining conferences because the system has exceeded its license limit. This entry is for your information only and does not reflect a physical quantity on the system. The Refresh button will refresh the display to reflect the latest license state and list of current conferences. The Reset counters button will reset the informational counters described above (Overallocation count and Rejection count). You should do this when you have purchased and installed more licenses for your system. This reset has no physical effect whatsoever on your system. It only resets the informational counters displayed on this UI. 8.2 Getting and installing new licenses New licenses should be purchased from Avaya and are provided in the form of a Windows registry.reg file. 8.2.1 Installing new licenses You will need to carry out the following steps to apply the license file to each of the servers in your Avaya Web Conferencing deployment. Schedule downtime for the server. Save the.reg file to disk. Run the command regedit /s <directory where.reg files saved>\licence.reg. The default license level is Gold. If your license does not include Gold licenses then follow the instructions in the [Avaya Web Conferencing Customization Guide] on customizing the default license type. Reboot the server. (Note, as this affects the registry, you should back up your registry before doing the above.) For each type you have a certain number of overallocation licenses. These are used when your license limit has been exceeded, so you can detect that you need to increase your allocation without disrupting your service. The overallocation limit cannot be exceeded. Any more Participants attempting to join a conference will be told that the system is too busy. 38 Avaya Web Conferencing Administrator's Guide 04-603073
9 Administering Accounts This section describes how to set up new accounts and modify existing ones. Please note that the account administration options only apply to systems that have not been configured to use external authentication. The Avaya Web Conferencing administrator UI cannot set up and administer accounts on an External Audio Bridge deployment. On other deployments you will only be able to modify or add accounts if you have logged in as a global administrator. For more information about the difference between normal and global administrators, please see "Global and non-global administrators" [p1]. 9.1 Setting up a new account If a new customer wants to use your farm, you may wish to create a new account for them. For an explanation of accounts, see "Global and non-global administrators" [p1]. Log into Avaya Web Conferencing as a global administrator, and click on Set up accounts in the left-hand pane. Please note that this option is only available on multiple account systems. You will now see a screen similar to the following. June 2008 Avaya Web Conferencing Administrator's Guide 39
Click on Add new account. You will now see the screen below. Fill in the fields using the guidelines below and then click OK. Account name This is the name that will be used on the UI to describe this account. Account status This should be set to active. The following three fields allow you to configure the rules that apply to administrator passwords in this account Password expiry period How many days an administrator can use a password before they are forced to change it. If this value is set to 0 then the administrator will not be forced to change their passwords. (Note, if the value is not 0, the administrator is forced to change their password the first time they try to log in.) Minimum password length How long a password must be. Password syntax checking The security tests performed on a password. These tests can be combined. Selecting them all would mean that passwords must at least contain some letters, numbers and special characters (for example mypassword1!) and that they may not be reused when it is time for them to be changed. 40 Avaya Web Conferencing Administrator's Guide 04-603073
9.2 Setting up administrators for an account 9.2.1 Making sure you are adding the administrator into the right account Once you have created an account, you can create some normal administrators to administer it. If you are a global administrator, to do this you must first change to that account. Go back to the set up accounts page (see "Setting up a new account " [p39] for instructions), and this time click on the name of the account you want to join. Now click on select this account to move you to the desired account. Please note that creating a new account doesn't automatically put you in that account; you still need to move there. If you are a normal administrator, you don't need to go through the steps above, you will automatically log in to your own account and any new administrators you add will be added to your account. 9.2.2 Add a new administrator Before adding a new administrator, make sure you are in the right account (if this is a multiple account system), by following the instructions in "Making sure you are adding the administrator into the right account" [p41]. June 2008 Avaya Web Conferencing Administrator's Guide 41
Then take the following steps to add an Administrator. Click on Set up administrators in the left-hand pane. Choose Add a new administrator from the window on the right. You will see the following window. Provide the following information to set up a new administrator. Full name Username Email address Please type the real name of the new administrator. Please type the username the new administrator will use to log into Avaya Web Conferencing's administrative area. The username must be unique within an account (or globally unique for a global administrator). Please type the new administrator's email address. This address is for information only, and may be used to perform an advanced search for the administrator (see "Advanced search on current administrators" [p63]). Administrator Type Please choose which level of permissions the administrator will have - administrator (normal administrator) or global administrator. This field is only visible to global administrators.. Password/Confirm Password The password for the new administrator. When you have finished filling in the necessary information, click Create Administrator to finish. 42 Avaya Web Conferencing Administrator's Guide 04-603073
If you change your mind, press Cancel. 9.3 Making your account externally visible Now that you have set up an account, you need a log-in page that will enable users to log in to that account, without necessarily exposing the other accounts to them. To do this you will need a new log-in page for the new account (see [Customisation Guide] for details on how to create and install a new log-in page on all of your front end servers) a URL to direct users to that new page, for example http://confserver.serviceprovider.com/acme_corporation to configure IIS on your front ends to route the new URL to your new login page. June 2008 Avaya Web Conferencing Administrator's Guide 43
10 Administering Conferences and Users The following sections guide you through the administration of users and conferences. This includes "Viewing current Users and their options" [p45] "Adding new conferences" [p49] "Viewing current conference status" [p50] "Viewing details of past conferences" [p52] To administer these functions, you will need to log in to the Administrator's area as described in "Logging into Avaya Web Conferencing as an administrator" [p3]. Once in that area, you will see the following page. The options in the left-hand pane lead to pages that may be used to administer conferences. This section describes the use of these options. 44 Avaya Web Conferencing Administrator's Guide 04-603073
Administrators do not have access to running conferences. To participate in a conference you must log in using the conference reference number and security code, just like any other Participant. 10.1 Setting up Users A single User on the system owns a single conference, uniquely identified by its Conference Reference, with two security codes, one for joining the meeting as a Presenter (who has use of the full function), and one for joining as an Attendee (who can only view, chat and use audio, if available). You can provision multiple Users with the same name and email address (i.e. the same person). That is what you should do if you want to give a particular person multiple conferences. In summary, in Avaya Web Conferencing you do not create new conferences; you create new User profiles, which automatically have conferences associated with them. To set up new Users for Avaya Web Conferencing, to change or view the options for existing Users, or to view a list of current Users, you need to login to the Administrator's area and select the Set up users option from the left-hand pane. This will take you to the following page. The list on the right will be different on your system. Please note that, if you are administering a system that is configured to use external authentication, all the user data is stored outside Avaya Web Conferencing, so you need to add any new Users to your external billing database; you cannot add new Users through the Avaya Web Conferencing Administration pages. This page is referred to in the following sections as the Set up users page. It is from this page that you can view and modify user information. 10.1.1 Viewing current Users and their options To view a list of current Users you should select the Set up users option from the left-hand pane of the Administrator's area. See "Setting up Users" [p45] for an example of what you will see. June 2008 Avaya Web Conferencing Administrator's Guide 45
The list is composed of the full names of all configured Users of Avaya Web Conferencing. The four columns display the following fields. Conference reference number User name Email address Billing information For more information on any of these fields refer to "Adding a new User" [p47]. Click on the Conference reference number link to the left of each User to view or change options for that User, as described in "Modify an existing User" [p48]. 10.1.2 Advanced search on current Users The administrative function of Avaya Web Conferencing allows you to search for a User's information based on the following fields. Conference reference number User name Email address Billing information. To perform a search, take the following steps. Click on Set up users in the left-hand pane. Click Advanced search in the box marked Set up users at the top of the right-hand pane. You will be taken to the following page, where you will be able to search for a User's information. 46 Avaya Web Conferencing Administrator's Guide 04-603073
You may use wildcards for this search. The * wildcard will match any number and type of character. For example, *and* will match handy, brand and Andrew. The? wildcard will match any single character. For example,?ut will match cut, put and rut, but not shut. Enter the information you want to search for and then click Search. If you change your mind and do not want to search for a User's information, click on Cancel. 10.1.3 Adding a new User To add a new User, you must be on the Set up users page. To get to that page select the Set up users option from the left-hand pane of the Administrator's area. Each added User "owns" a single conference, identified by the auto-generated Conference Reference. The same User can be provisioned multiple times, to give them multiple conferences, each conference will then have a different Conference Reference, but may have the same security codes (optional). Click on Add a new user on the right-hand window. You will be taken to the following page. The fields are as follows. Conference reference This number is a unique reference number assigned to each conference. Each conference reference number is owned by a specific User, which means that the User is responsible for that conference. You cannot change the conference reference number. When adding a new User the conference reference is allocated automatically, after the User has been added. User name Email address This field contains the User name (not necessarily a full name) of the User who is associated with this conference reference number. This field contains the email address of the User who is associated with this conference reference number. Billing information This field contains the billing reference that is associated with this conference reference number. This can be used to cross reference the conference record against an external billing system. This field may be left June 2008 Avaya Web Conferencing Administrator's Guide 47
blank. If you need to fill it in, you will be issued with separate instructions on how to do so. Presenter Security Code This field contains the Security Code that a User needs to use in order to enter the conference as a Presenter. A User cannot enter the conference without using either the Presenter Security Code or the Attendee Security Code. Attendee Security Code This field contains the Security Code that a User needs to use in order to enter the conference as an Attendee. A User cannot enter the conference without using either the Presenter Security Code or the Attendee Security Code. To add a new User complete all fields and click on Add user to complete the process. If you change your mind and do not want to add a new User, simply click on Cancel. 10.1.4 Modify an existing User To view and/or modify the details for an existing User, you must be on the Set up users page. To get to that page select the Set up users option from the left-hand pane in the administrator's area. Find the User of interest and click on that User's conference reference number (below the Conference Reference heading). If that User has more than one conference reference number, then select the appropriate one for the conference that is of interest to you. You will see a page containing various fields. The fields are described in detail in "Adding a new User" [p47]. The information on this page relates to one specific conference or a series of conferences with the same reference number. Some of the information is specific to the individual User and some is general information about the conference. To modify a field, click in that field and type the information you want to change. When you are finished modifying those fields that you want to modify, click on Modify at the bottom of the page. Please note that you will not be prompted to confirm this action. If you do not want to modify any of the fields, click on Cancel. 48 Avaya Web Conferencing Administrator's Guide 04-603073
10.1.5 Deleting a User If you want to delete a User, select the Set up users option from the left-hand pane in the Administrator's area. Find the User of interest and click on that User's conference reference number (below the Conference Reference heading). If that User has more than one conference reference number then select the appropriate one for the conference that is of interest to you. You will see a page like the one below. Press the Delete button at the bottom of the page. You will be prompted to confirm this action. 10.2 Adding new conferences In Avaya Web Conferencing, conferences are not created as stand-alone units. They are created simultaneously when you add a new User. You determine the conference's details by setting the User's details. 10.2.1 Creating a new conference on a system that is configured to use external authentication If you are administering a system that configured to use external authentication, then all the user data is stored outside Avaya Web Conferencing, so you need to add any new Users to your external billing database; you cannot add new Users through the Avaya Web Conferencing administration pages. June 2008 Avaya Web Conferencing Administrator's Guide 49
10.2.2 Creating a new conference on a system that is not configured to use external authentication If you want to create a new conference with a new conference reference number, you should follow the directions for adding a new user in "Adding a new User" [p47]. 10.3 Viewing current conference status If you want to view all conferences currently active on Avaya Web Conferencing, choose Running conferences from the left-hand pane. You will be taken to a page like the one below. 10.3.1 Running conferences The list contains of all of the current conferences running on Avaya Web Conferencing. If there are no conferences running, the list will simply display No conferences under Conference Reference. Advanced search on current conferences The administrative function of Avaya Web Conferencing allows you to search for a conference based on the following fields. Conference reference Data Conferencing Server ID 50 Avaya Web Conferencing Administrator's Guide 04-603073
Conference Owner (Note, the Conference Owner is the user name typed in by the first Presenter to join the Conference.) If you are using external authentication then the account ID listed in the running/past conferences table may be different to what you expected. See the external authentication section in the [Customization Guide] for an explanation of how to interpret Account IDs when using external authentication. To perform a search, click Running conferences in the left-hand pane. Click Advanced search in the right-hand window. You will be taken to a page like the one shown below. Conference reference Use this option to find a specific conference based on its conference reference number. You may use wildcards for this search. The * wildcard will match any number and type of character. For example, *and* will match handy, brand and Andrew. The? wildcard will match any single character. For example,?ut will match cut, put and rut, but not shut. Enter the reference number in the Conference reference box and then click on Search. Data Conferencing Server ID June 2008 Avaya Web Conferencing Administrator's Guide 51
Use this option to find a specific conference based on its Server ID number. Enter the reference number in the Data Conferencing Server ID box and then click on Search. Conference Owner The Conference Owner is the user name typed in by the first Presenter who goes into a Conference. Use this option to find a specific conference based on its Conference Owner. You may use wildcards for this search. The * wildcard will match any number and type of character. For example, *and* will match handy, brand and Andrew. The? wildcard will match any single character. For example,?ut will match cut, put and rut, but not shut. Enter the owner's name in the Conference owner box and then click on Search. If you change your mind and do not want to search for a running conference, click on Cancel. 10.4 Viewing details of past conferences If you want to view information about past conferences on Avaya Web Conferencing or delete information for conferences that occurred on or before a date that you specify, click on Past Conferences in the left-hand pane. You will be taken to a screen similar to the one below. 52 Avaya Web Conferencing Administrator's Guide 04-603073
10.4.1 GMT Conference times are provided in GMT or Greenwich Mean Time. GMT = London time (in the winter) or London time - 1 hour (during daylight saving). The following examples are given for reference. If you are on the east coast of the USA (EST) GMT will be 5 hours ahead in the winter and 4 in the summer. If you are on the west coast of the USA (PST) GMT will be 8 hours ahead in the winter and 7 in the summer. 10.4.2 Most recent conferences The list is composed of the most recent conferences that have run on Avaya Web Conferencing. You can click on Next to see conferences that occurred at earlier dates. Once you have clicked on Next, you can then click on Prev to see conferences that occurred at later dates. For further information about the conference, click on the Conference Reference number of the conference of interest. You will see a page similar to the one below. June 2008 Avaya Web Conferencing Administrator's Guide 53
Under the Name field, you see the names of all the people who were connected as web clients to this particular instance of this conference. Under Start time (GMT) you see the time the person connected, and under Duration you see how long they were connected to the meeting. Next to Web clients you see the total number of web client machines that were connected to this meeting. Next to Server name you see which server hosted this meeting. Next to Meeting lasted is the duration of the whole conference. The following fields list the duration of the licensable functions. If you have licensed the Data Conference function, the page indicates whether the conference went into data conference mode, and if so, its duration. If you have licensed application sharing, the page indicates whether the conference used application sharing, and if so, its duration. If you have licensed video, the page indicates whether the conference used video sharing, and if so, its duration. Note, video usage is not logged if a single user views themselves, it is only logged if video from one person is viewed by another. If you have licensed recording, the page indicates whether the conference was recorded, and if so, its duration. If your system is integrated with an External Audio Bridge or with a Media Server, the page also displays the number of audio (or phone) connections to the conference and, if the conference used audio, its duration. 54 Avaya Web Conferencing Administrator's Guide 04-603073
For each of the above, the duration specifies the period from when the function is first used until the end of its last use, whether or not it was used continuously for that period. For audio, the duration does not include any use of the function before the conference started or after it stopped. 10.4.3 Deleting all information for selected conferences To delete all information for conferences that occurred on or before a specific date, click on Past Conferences in the left-hand pane. Use the drop down boxes at the bottom of the page to enter the relevant date. Click on the Delete button. You will be prompted to confirm this action. Please note that Avaya Web Conferencing will automatically delete all conference information after one year. 10.4.4 Advanced search on past conferences The administrative function of Avaya Web Conferencing allows you to search for a past conference based on the following fields. Conference reference Data Conferencing Server ID Conference owner The dates between which the conference occurred To perform a search, click on Past conferences in the left-hand pane. Click on Advanced search in the right-hand pane. You will be taken to a page like the one shown below. June 2008 Avaya Web Conferencing Administrator's Guide 55
Conference reference Use this option to find a specific conference based on its conference reference number. You may use wildcards for this search. The * wildcard will match any number and type of character. For example, *and* will match handy, brand and Andrew. The? wildcard will match any single character. For example,?ut will match cut, put and rut. Enter the reference number in the Conference reference box and then click on Search. Data Conferencing Server ID Use this option to find a specific conference based on its Server ID number. Enter the reference number in the Data Conferencing Server ID box and then click on Search. Conference Owner The Conference Owner is the user name typed in by the first Presenter who entered the Conference. Use this option to find a specific conference based on its Conference Owner. You may use wildcards for this search. The * wildcard will match any number and type of character. For example, *and* will match handy, brand and Andrew. 56 Avaya Web Conferencing Administrator's Guide 04-603073
The? wildcard will match any single character. For example,?ut will match cut, put and rut, but not shut. Enter the information you want to search for, then click on Search. From (GMT) and To (GMT) Use this option to find a specific conference based on the date it occurred, in Greenwich Mean Time (GMT). Using the drop-down lists, choose the dates between which you want to search, then click on Search. If you change your mind and do not want to search for a past conference, click on Cancel. Once you have searched for all of the conferences that occurred within a specific date range, you can view or delete those conferences as described in "Viewing details of past conferences" [p52] and "Deleting all information for selected conferences" [p55]. Calendar Clicking on the Calendar link on the conference information pages brings up the following window. To select a different day click on the appropriate button. If the day is not in the current month then either click on > or < to move to the next or previous month (respectively) click on the month pull-down list and select the appropriate month If the day is not in the current year then click on > or < to move to the next or previous year (respectively). June 2008 Avaya Web Conferencing Administrator's Guide 57