Cisco WebEx Meetings Server Administration Guide Release 2.0
Configuring Your Mail Server, Time Zone, and Locale
Downloads: This chapterpdf (PDF - 1.22 MB) The complete bookPDF (PDF - 4.11 MB) | Feedback

Configuring Your Mail Server, Time Zone, and Locale

Configuring Your Mail Server, Time Zone, and Locale

Configuring an Email (SMTP) Server

Configure an Email server to enable your system to send meeting invitations and other communications to users.

It is important that the Email server is always operational. Email is the primary method of communication with your users including recording notifications, meeting information changes, account status, and many other important announcements. (See also Adding Users.)

Important:

Users are identified to the system by Email address. If a user Email address is changed and the user remains active, the Email address on CWMS must also be changed or that user will not receive notifications.


Note


Turning on Maintenance Mode is not required to change these properties.
Procedure
    Step 1   Sign in to the Administration site.
    Step 2   Select System and select View More in the Servers section.
    Step 3   Turn on Maintenance Mode. See Turning Maintenance Mode On or Off for Version 2.0 and Before.

    Unless you are expanding a system, we recommend that you take a snapshot of each virtual machine. (See Taking a Snapshot by using VMware vCenter.)

    Turning on Maintenance Mode on all active data centers shuts down conferencing activity and prevents users from signing in to the WebEx site, scheduling meetings, joining meetings, or playing meeting recordings. See About Maintenance Mode for information about which system tasks require Maintenance Mode to be turned on.

    Step 4   In the SMTP Server section, select Edit.
    Step 5   Enter the fully qualified domain name (FQDN) of a mail server that the system will use to send emails.
    Step 6   (Optional)Select TLS enabled to enable Transport Layer Security (TLS). (Basic authentication is enabled by default.)
    Step 7   (Optional)Edit the Port field to change the default value.

    The SMTP default port numbers are 25 or 465 (secure SMTP port).

    Note   

    The Web node and Admin node send SMTP requests to the configured Email server. If there is a firewall between the internal Web and Admin virtual machines and the Email server, SMTP traffic might be blocked. To ensure Email server configuration and Email notification work properly, port 25 or 465 (secure SMTP port number) must be open between the Email server and the Web and the Admin virtual machines.

    Step 8   (Optional)Enable mail server authentication, select Server authentication enabled. If you enable authentication, enter the Username and Password credentials necessary for the system to access the corporate mail server.

    Emails from the system are sent by admin@<WebEx-site-URL>. Ensure that the mail server can recognize this user.

    For micro, small, or medium systems, email notifications come from the administration virtual machines (either the primary or high-availability system).

    For large systems, email notifications come from the web virtual machines (either on the primary or high-availability system). In a large system, there are three web virtual machines on the primary system and one web virtual machine on the high-availability system.

    Step 9   Select Save.

    What to Do Next

    See Activating or Deactivating Users and Administrators from the Users Page, Adding Users, and Editing Users.

    Email Templates

    A list of email templates:

    • All Admins - Welcome Email

    • Forgot Password - Reset Password-Admin

    • Forgot Password - Password Changed-Admin

    • Import finished

    • Import aborted

    • Export finished

    • Export aborted

    • Orion Site URL changed-Admin

    • Orion Admin URL changed-Admin

    • Primary admin - License-free Trial Started

    • 1st alarm: Buy license

    • 2nd alarm: Buy license

    • Free license expired

    • Licenses added successfully

    • License converted successfully

    • 1st alarm: Convert license

    • 180 day expiration

    • Alarm: SSL Certificate expiring

    • SSL Certificate expired

    • Alarm: SSO IdP Certificate expiring

    • SSO IdP Certificate expired

    • Alarm: Secure TC Certificate expiring

    • Sec TC Certificate expired

    • Monthly Report ready

    • Customized Report ready

    • Customized Log ready

    • Alarm: Meeting Errors

    • Alarm: Meeting participants

    • Alarm: CPU usage

    • Alarm: Memory usage

    • Alarm: Network bandwidth usage

    • Alarm: Storage usage

    • Account Deactivated

    • Send Email to All Users

    • Account Reactivated-Admin

    • Clear Alarm: CPU usage

    • Clear Alarm: Meeting Errors

    • Clear Alarm: Meeting participants

    • Clear Alarm: Memory usage

    • Clear Alarm: Network bandwidth usage

    • Clear Alarm: Storage usage

    • HA system present

    • No HA system

    • Back In Compliance

    • AD-Sync Success

    • AD-Sync Failed

    • Account Locked

    • Account Locked-Unlock

    • Alarm License - user grace license allocated

    • Alarm License - warn admin of user grace license allocation

    • Alarm License - warn admin of grace license expiration

    • Alarm License - warn admin when all grace licenses are used up

    • Alarm License - warn admin when license usage over threshold

    • Alarm audit logs

    • Alarm MDC - DB Replication

    • Clear Alarm MDC - DB Replication

    • Alarm HA System - DB Replication Status

    • Clear Alarm HA System - DB Replication Status

    • Alarm MDC - Datacenter Status

    • Alarm MDC - Datacenter Unreachable

    • Alarm MDC - Datacenter Blocked

    • Clear Alarm MDC - Datacenter Status

    • Clear Alarm MDC - Datacenter Unreachable

    • Conflict in user profiles auto-corrected

    • Email when clocks are back to normal

    • Email when clocks drift

    • Meeting Summary report for Host

    Example Alarms

    • Alarm: Meeting Issues

      Configurable percent: n%

      Subject: Alert: Meetings experiencing issues has reached %n% of %MaxData%

      On your Cisco WebEx site n% meetings in progress are experiencing issues.

    • Alarm: Meeting participants

      Configurable percent: n%

      Subject: Alert: Online meeting participants has reached n% of %Total%

      Number of online meeting participants has reached n% of system capacity.

    • Alarm: CPU usage

      Alert: CPU usage has reached %X% MHz of %Y% MHz (75%)

      CPU usage has reached 75%

    • Alarm: Memory usage

      Alert: Memory usage has reached %X% GB of %Y% GB (75%)

      Memory usage has reached 75%

    • Alarm: Network bandwidth usage

      Subject: Alert: Network bandwidth usage has reached %X% Mbps of %Y% Mbps (75%)

      Network bandwidth usage has reached 75%

    • Alarm: Storage usage

      Subject: Alert: Storage usage has reached %X% GB of %Y% GB (75%)

      Because your storage usage has reached 75%, meeting recording is disabled for all users to ensure optimal performance for WebEx meetings.

      Users will not be able to record meeting until storage is available on the Network File Server storage system.

    • Alarm License - user grace license allocated

      Subject: Alert: Your temporary host license expires in 180 days

      Your temporary host license expires in 180 days.

      Contact your administrator to install permanent licenses.

    • Alarm License - warn admin of user grace license allocation

      Subject: Alert: Temporary host licenses expire in 180 days

      %NumberofLicenses% temporary licenses expire in 180 days.

      Install additional permanent licenses to enable these users to host meetings.

    • Alarm License - warn admin of grace license expiration

      Subject: Alert: Temporary host licenses expired

      %NumberofLicenses% temporary licenses expired.

      Install additional permanent licenses to enable these users to host meetings.

    • Alarm License - warn admin when all grace licenses are used up

      Subject: Alert: All licenses assigned

      All licenses are assigned and new users cannot host meetings.

      Install additional permanent licenses to enable users to host meetings.

    • Alarm License - warn admin when license usage over threshold

      Configurable threshold : $n

      Subject: Alert: Licenses usage over threshold

      $n of all permanent licenses are assigned. Install additional permanent licenses to allow more users to host meetings.

    • Alarm audit logs

      Configurable percent = n%

      Subject: Alert: Audit logs are nearing capacity

      The log partition is n% of full capacity.

      Increase free disk space.

      Or you can navigate to Settings > Application Audit Log > Application Audit Log on CWMS system section Log Purging Settings.

      Select date before all log archives are to be deleted and click Purge Log Archive.

    • Alarm MDC - DB Replication

      %ReplicationStatus% = Inactive, Limited

      Subject: Alert: Data synchronization between datacenters has been %ReplicationStatus%

      Data synchronization from DC-1 to DC-2 has been %ReplicationStatus%. Verify that the state of the network link between the data centers is good and meets Multi-datacenter requirements.

    • Alarm HA System - DB Replication Status

      Subject: Alert: Data synchronization has been Inactive

      Data synchronization in the data center has been Inactive. Verify that the network connection between the virtual machines meets the High Availability requirements.

    • Alarm MDC - Datacenter Status

      %DatacenterStatus% = Partial Service, Down

      Subject: Alert: Datacenter is %DatacenterStatus%

      The MyDatacenter1 data center is in a %DatacenterStatus% state and the system is attempting to fix the problem.

      System is operating normally, but a data center has an issue that should be addressed as soon as possible. If this is intentional, then ignore this message.

    • Alarm MDC - Datacenter Unreachable

      Subject: Alert: The MyDatacenter2 datacenter is unreachable

      The MyDatacenter2 datacenter is not reachable from the MyDatacenter1 datacenter. It is not operational or is disconnected from the network.

      If you are working with the data center and it was brought down intentionally, you can ignore this message.

    • Alarm MDC - Datacenter Blocked

      Subject: Alert: Datacenter is Blocked

      The MyDatacenter1 datacenter is blocked. The system is redirecting end user traffic to the other data center and is attempting to self-correct the problem.

      The OrionSite system continues to operate normally and this data center problem is transparent to users, but the issue should be addressed as soon as possible. If you are working with the datacenter and it was put into this state intentionally, you can ignore this message.

    • Email when clocks drift

      Subject: Customized log file is ready

      A clock drift between the Admin virtual machines of data centers DC-1 and DC-2 was detected. Synchronization of the clocks is critical to maintaining consistency of data shared by these data centers.

      This problem is transparent to the end users, but the issue should be addressed as soon as possible.

      Verify that the correct NTP servers are configured on the virtual machine hosts on both data centers and that the NTP servers are reachable from those hosts.

    Setting the Time Zone, Language, and Locale

    Before You Begin

    If you are running Windows 7 and have your Cisco WebEx site open in an Internet Explorer 10 browser, you may want to select the document Internet Explorer 10 standards to make sure all the buttons in the application work properly.

    • Select Tools > Developer Tools.
    • At the top of the Developer Tools window, select Document Mode: IE7 Standards > Internet Explorer 10 Standards.
    Procedure
      Step 1   From the Administration web site, navigate to Settings > Company Info
      Step 2   Select the local Time Zone for this system from the drop-down list.
      Step 3   Select the Language.
      Step 4   Select the country Locale.
      Step 5   Select Save.

      Creating Administrator Accounts

      The system creates a First Administrator account. This administrator must sign into the system, create a password, and add other administrators. Until then, no other administrator can have access to the system.

      Before You Begin

      A mail server for the system to use to send emails to administrators must be configured. See Configuring an Email (SMTP) Server for instructions.

      Procedure
        Step 1   Enter the first and last names of the administrator.
        Step 2   Enter the complete administrator email address and confirm it by entering it again.
        Step 3   Select Next to create the initial password.
        Step 4   Enter a password and confirm it by entering it again.
        Step 5   Select Submit to sign in to the WebEx Administration site.
        Step 6   Sign into the system and add administrators and users. Upon creation of each new account, the system sends an email to that person, welcoming them and asking that user to sign in and change the initial password.

        Upon initial sign in, each administrator is offered a tutorial of the system. The administrators can view the tutorial immediately or view it on demand.


        About System Testing

        Most of the system test are accomplished by using the CWMS system, for example by Using the Meetings Test and Using the System Resource Test.

        When testing an upgraded system, you can keep the original system until you have finished testing the upgraded system (but because they share some parameters, such as IP addresses, you cannot power on both systems at the same time). Once you are satisfied with the results of the upgraded system tests, you can remove (forever) the original system. Be sure your upgraded system is running when removing the original system. This prevents accidental removal of the base virtual machine disk (VMDK) file that must be accessed by the upgraded system.

        Some of the recommended tests to run on the system are.

        • Add, edit, activate, and deactivate users. (See Managing Users.)

        • Schedule and hold a meeting.

        • Reschedule an existing meeting.

        • Delete a series of scheduled meetings.

        • Add and open a meeting attachment from the meeting invitation.

        • Record a meeting and play back the recording.

        The system can also be tested by: