Cisco WebEx Meetings Server Administration Guide Release 2.0
Using Your Dashboard
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Using Your Dashboard

Using Your Dashboard

This module describes the features on your Cisco WebEx Server dashboard and how to use them.

About the Dashboard

The dashboard is the home page of the administration site and provides several parameters and graphs key monitoring features.

The dashboard includes the following sections:

  • System Monitor—Displays the system status and time stamp and includes the following subsections:

    • Meetings and Users—Status of meetings in progress and usage. Displays the number of meetings currently in progress and the number of distinct participants (usage). The status LED indicates whether the meetings in progress and usage are under or over the configured alarm threshold. A green status LED indicates under the configured threshold while red indicates over the configured threshold. See Viewing and Editing Alarms for more information about configuring alarms.

    • Alarm icon—Select the Alarm icon to view and edit the alarm threshold settings you have configured. Alarm thresholds are displayed on the Alarms page in numerical form. By default, alarm thresholds are displayed as a percentage. See Viewing and Editing Alarms for more information about configuring alarms.

      You can configure alarms for the following:

      • Meetings In Progress—Indicate when current meetings are experiencing issues.

      • Usage—Total number of distinct users using the system. Occasionally participants are in multiple sessions, but participants are only counted once.

      • CPU—CPU usage of the virtual machine with the highest CPU usage out of all virtual machines in this system.

      • Memory—Approximate amount of memory used by the one virtual machine that has the highest memory load.


        Note


        When the LED is red for short periods of time, it is not an indication that the system is in a critical state or that it needs immediate attention. High memory use might indicate that there are other system performance issues. If memory usage exceeds 90 percent for a long period of time, we recommend that you review the vCenter memory usage and CPU statistics. If those statistics are found to be out-of-range, consider modifying your system to reduce the load.


      • Network—Total system bandwidth used.

      • Storage—Recording and database backup storage space used.


        Note


        The storage alarm appears if you have configured a storage server. See Configuring a Storage Server for more information.

        Meeting recording is disabled if the storage usage is over the threshold.


    • CPU, Memory, Network, and Storage—Displays the percentage and actual amount of resources used and a status LED for each resource. A green status LED indicates under the configured threshold while red indicates over the configured threshold. See Viewing and Editing Alarms for more information about configuring alarms.

      Select the CPU, Memory, Network, or Storage link to access the Resource History or Storage History page.

  • Meeting Trend Graph and Meetings List—A graph of the number of meetings held on your system over a specified period of time. Use the From and To fields to set the time period for the meeting trend information and for the meetings displayed in the Meetings list. You can select a point on the Meeting Trend graph to list the meetings on the Meetings list that occurred during the time slot specified on the graph. To view meetings that occurred during a specific time of day, mouse over the graph and select the desired time. The Meetings list shows the total number of meetings that occurred during the selected time period, the meeting topics, hosts, numbers of participants, and the state of the meeting. You can sort each column of information in the Meetings list, and the meetings are displayed in order by state: In progress, Ended, and Not started.

  • Maintenance—Schedules a maintenance window announcing when maintenance mode will be turned on and off. See Scheduling a Maintenance Window and About Maintenance Mode for more information.

  • Last System Backup—Time and date that the last backup was taken; the file name, size, and location of the backup; and the date and time of the next backup. It also notifies you if the backup failed and the date of the first backup attempt if one has not been created yet.

    Note


    Only appears if you have configured a storage server.


  • System—Displays the maximum number of users who can simultaneously participate in meetings, the version number, product URL, whether public access is allowed, if it is a high availability system, and the number of user licenses. If you are using a free-trial edition of Cisco WebEx Server and there are 30 days or less remaining in the trial period, this section also indicates how many days remain before the trial period expires. Select View More to go to Configuring Your System.

  • Users—Displays the number of active users, whether Directory Integration is configured, when the next synchronization will occur (if configured), and the selected type of authentication. Select View More to go to Editing Users.

  • Settings—Shows the maximum number of participants allowed in each meeting, audio type, and whether or not WebEx HQ video is enabled. Select View More to go to Configuring Settings.

Viewing and Editing Alarms

Procedure


    Step 1   Sign in to the Administration site.
    Step 2   Select Dashboard > Alarms.

    The Alarms page appears displaying the current alarm thresholds.

    Step 3   Select Edit.

    The Edit Alarms page appears. Select Percentage % to view the alarm threshold as a percentage or Number # to view the alarm threshold as a number. The default setting is Percentage %.

    Step 4   Select the check boxes for the alarms that you want enabled and select the interval for each enabled alarm.
    Option Description
    Meetings In Progress

    Displays the meetings in progress threshold.

    • If set to Percentage %, move the selector bar to set from 2 to 99 percent.

    • If set to Number #, enter a number from 2 to 99 percent.

    Default: Selected with an interval of one hour.

    Usage

    Displays the current system threshold.

    • If set to Percentage %, move the selector bar to set from 2 to 99 percent.

    • If set to Number #, enter the number of users.

    Default: Selected with an interval of 12 hours.

    CPU

    Displays the current CPU threshold in MHz.

    • If set to Percentage %, move the selector bar to set from 2 to 99 percent.

    • If set to Number #, enter number of MHz.

    Default: Not selected. Interval is one hour.

    Memory

    Displays the current memory threshold in GB.

    • If set to Percentage %, move the selector bar to set from 2 to 99 percent.

    • If set to Number #, enter the number of GB

    Default: Not selected. Interval is one hour.

    Note    The Memory gauge shows an approximation of the memory used by the one virtual machine that has the highest memory load. When the gauge is in the red zone for a short periods of time, it is not an indication that the system is in a critical state or that it needs immediate attention. High memory use might be an indicator that there are other system performance issues that should be addressed. If memory usage exceeds 90 percent for a long period of time, we recommend that you review the vCenter memory usage and CPU statistics. If those statistics are found to be out-of-range, consider modifying your system to reduce the load.

    Network

    Displays the current network bandwidth threshold in Mbps.

    • If set to Percentage %, move the selector bar to set from 2 to 99 percent.

    • If set to Number #, enter the number of Mbps.

    Default: Not selected. Interval is one hour.

    Storage

    Displays the current storage threshold in GB. The maximum storage threshold is calculated as (the total space – recording buffer size). The size of the recording buffer depends on the size of your user system (50 user, 250 user, 800 user, or 2000 user system), the number of Cisco WebEx meetings held, and the length of the recorded meetings. Larger user systems (800 and 2000 user systems) require more storage to accommodate larger database backups. In general, plan to provide enough storage space for three backup files. See Recommended Storage for Backup Files for details.

    • If set to Percentage %, move the selector bar to set from 2 to 99 percent.

    • If set to Number #, enter the number of GB.

    Default: Not selected. Interval is one hour.

    Note   

    This section only appears if you have configured a storage server. See Configuring a Storage Server for more information.

    An email is sent to administrators when an alarm exceeds a threshold. The interval is used to suppress multiple alarms within the specified time to avoid sending too many emails about the same issue.

    Step 5   Select Save.

    Your alarm settings are saved and the Alarms page is updated with your changes.


    Viewing Your Resource History

    Your resource history contains detailed graphs for each alarm configured on your system. The current values for system status, meetings, participants, and storage are shown in the right-side panels. See Viewing and Editing Alarms for more information on the alarms you can configure.

    You can view your resource history by selecting an alarm CPU, Memory, or Network link on the Dashboard window. For example, select the CPU link and the Resource History window appears.

    If you have configured a storage server, you can view your storage history by selecting the Storage link on the Dashboard window. The Storage History page shows how much space has been used on your storage server and displays a graph showing the storage space used over the past six months. Mouse over the blue usage graph to see the percentage of space used for particular days and times during the six-month period.

    Using the Meetings in Progress Chart to Address Meeting Issues

    When you receive an email indicating that there are issues with meetings, perform the following steps to determine the cause.

    Procedure
      Step 1   Select the link in the meeting issue email that you received.
      Step 2   Sign in to the Administration site.
      Step 3   On the Dashboard, select the CPU, Memory, Network or Storage link.

      Resource History or Storage History appears.

      Step 4   On the right side panel, select the Meetings in Progress link.
      Step 5   Select a View option or the calendar icon to display meetings for a specific period of time.
      Step 6   Select the Show future meetings check box to include future scheduled meetings in the Meetings list.
      Step 7   Click a data point on the Participants or Meetings graph to display meeting information.

      You can use the detailed information presented in the table to help determine the cause of the issue described in the email you received. The meetings list shows the details for meetings corresponding to the select data point. Meetings with performance issues are displayed in the Status column in red or yellow.

      Enter search terms in the field above the table to filter the meeting list. The meeting list can be sorted by selecting the header of the key column.

      Step 8   The current system status is displayed in the right column of the page. Select this line to return to the Dashboard. System status can be:
      • Good-All services on your system are operating

      • Down - All services on your system are not running. Contact the Cisco Technical Assistance Center (TAC) for assistance. See Using the Support Features for more information.

      Step 9   Select an alarm status box in the right column to see the Resource History for the alarms. See Viewing Your Resource History for more information.
      Step 10   If a storage server was configured, the amount of storage space is displayed in the right column of the page. See Viewing and Editing Alarms for more details.

      Viewing Meeting Trends

      Procedure
        Step 1   Sign in to the Administration site.
        Step 2   Above the Meeting Trend graph set a trend period by selecting the From and To date and time.
        • You can view meeting trend data from the four previous months, the current month, and one month in the future.

        • Meetings scheduled before midnight and extending to the following day are displayed on the graph by the meeting start date.

        • If a meeting is disconnected due to a system problem and then reconnected, it is counted twice on the Meeting Trends graph.

        • Meeting trend data for one-month and six-month views is based on Greenwich Mean Time (GMT) and is therefore not accurately displayed over a 24-hour period. For example, if your system hosts 200 meetings during a given day, the database records the occurrence of those meetings based on GMT and not local time. Meeting trend data for one-day and one-week views are based on the user's time zone.

        • A green track indicates meetings that are in progress or that have ended. Future meetings are shown in yellow.

        • If the selected time range is 24 hours, the data points for passed or in-progress meetings are in five-minute intervals and future meetings are in one-hour intervals.

        • If the selected time range is longer than one day but shorter than or equal to one week, the data points for passed, in progress, or future meetings are in shown in one-hour intervals.

        • If the selected time range is longer than one week, the data points for passed, in progress, or future meetings are in shown in one-day intervals.

        The Meeting Trend graph shows the total number of meetings that occurred during the selected time period. The Meetings list below the graph lists all the meetings during the selected trend period.
        Note   

        Some meeting trend entries might appear to be duplicated, because they have the same name. An entry is created every time a meeting is started. Therefore, if a meeting is started, stopped, and restarted, multiple entries with the same meeting name are shown.

        Step 3   To view a list of meetings that occurred at a particular time:
        1. Click a particular location on the Meeting Trend graph to list the meetings that occurred within 5 minutes of the selected time in the Meetings list below the graph. See Viewing the Meetings List for more information.
        2. Select the graph symbol below the From and To fields to display a list of date and times when meetings occurred between the From and To period. Then select a date from the drop-down list.

          The data points shown in the drop-down menu are the same as those shown on the graph. They are made accessible primarily for the benefit of users with a keyboard and screen reader.

          Mouse over the graph to see the total number of meetings that occurred at that time.


        What to Do Next

        Viewing the Meetings List

        Procedure
          Step 1   Sign in to the Administration site.
          Step 2   Above the Meeting Trend graph set a trend period by selecting the From and To date and time. See Viewing Meeting Trends for more information.
          • By default, the Meetings list displays the meetings for the current 24-hour period.

          • Scheduled meetings that have not started by the scheduled time are not included in the Meeting Trend graph or the Meetings list.

          The Meetings list displays the total number of meetings and lists all the meetings that are scheduled, in progress, or have ended during the selected trend period. Meetings are displayed in order of status: In Progress, Ended, Not Started. Information displayed in the Meetings list includes:
          • Time range selected in the trend chart

          • Meeting Topic

          • Host 's name

          • Number of participants

          • State of the meeting: In Progress, Ended, Not Started

          Note   

          A status icon displays in the first column to indicate the state of the meetings that are in-progress or have ended as good (green), fair (yellow), or poor (red).

          • Fair (yellow) indicates the audio/video delay or jitter taking place during the meeting has reached a minor threshold and should be monitored and investigated to determine the cause.

          • Poor (red) indicates the audio/video delay or jitter taking place during a meeting has reached a major threshold.

          • If the majority of the meetings displayed in the Meetings list indicate a status of poor, then contact the Cisco Technical Assistance group (TAC) for assistance.

          • The following table provides more details for the different meeting status indicators.

          Category

          Good

          Fair

          Poor

          Data Round Trip Time

          Less than 3000 ms.

          3000–5999 ms.

          6000 ms. and higher

          Audio Round Trip Time

          Less than 100 ms.

          100–299 ms.

          300 ms. and higher

          Audio Packet Loss

          Less than 5 percent

          5–9 percent

          10 percent and higher

          Audio Jitter

          Less than 100 ms.

          100–499 ms.

          500 ms. and higher

          Video Round Trip Time

          Less than 100 ms.

          100–499 ms.

          500 ms. and higher

          Video Packet Loss

          Less than 20 percent

          20–49 percent

          50 percent and higher

          Video Jitter

          Less than 100 ms.

          100–499 ms.

          500 ms. and higher

          Step 3   (Optional)Select a column heading to sort the meetings.
          Step 4   Use the pagination function to view the next or previous page.
          • A maximum of 10 meetings display on each page.

          • The maximum total number of meetings to display is 125 for any trend period. Break the trend period into shorter periods of time if there are numerous meetings for a given period.

          • You might see duplicate meeting entries in the Meetings list. A meeting entry is created every time a meeting is started. Therefore, if a meeting is started, stopped, and restarted, multiple meeting entries with the same name are displayed in the list.


          Scheduling a Maintenance Window

          Before you perform system maintenance, you should schedule a maintenance window. The only limitation when the maintenance window is in effect is that users cannot schedule meetings that are within or overlap the maintenance window. For example, an administrator wants to bring the system down for about one hour for maintenance, such as 5:00 a.m. to 6:00 a.m., a time when no meetings appear to be scheduled. If meetings are scheduled, the administrator must contact each meeting host to tell them that a maintenance window has been scheduled during their meeting time. When a maintenance window is set, users cannot schedule meetings during that time. However, users can start an instant meeting using the Meet Now function.

          Once Maintenance Mode is turned on, all meetings currently in progress are ended and the Meet Now function is no longer available. Suppose you determine that it should take about two hours to make the necessary system changes. One of the tasks you need to perform is to upload a new Certificate Authority (CA) certificate, which may require a system reboot after you turn off Maintenance Mode. You plan to start system maintenance around 4:00 a.m. You schedule a maintenance window by specifying a start time of 04/15/2014 3:30 a.m and a duration of 3 hr. 30 min. This means the maintenance window will be in effect from 3:30 a.m. (allowing all meetings to be ended and no meetings scheduled for 30 minutes before the administrator intends to start system maintenance) until 7 a.m. This time period allows extra time for the system to become functional after the reboot that might occur after turning on Maintenance Mode, and time for the administrator to start one or more instant meetings to test the modified settings before the users can schedule and host meetings.

          While some system maintenance tasks do not require you to turn on Maintenance Mode, be aware that the tasks that do require your system to be in Maintenance Mode will require extra time to complete a restart or reboot after you turn off Maintenance Mode. The system restart takes only a few minutes (approximately 3-5 minutes) but the reboot takes approximately 30 minutes. Remember to account for this extra time it takes your system to become fully functional when scheduling the maintenance window. See Turning Maintenance Mode On or Off for Version 2.0 and Before for more details.

          Procedure
            Step 1   Sign in to the Administration site.
            Step 2   Select Schedule Maintenance. The Schedule Maintenance Window displays.
            Step 3   Select the date and start time for the maintenance window using the calendar tool and the time drop-down menu.
            Step 4   Enter the duration of the maintenance window by specifying the number of hours and minutes.
            Step 5   Select Schedule.

            When the maintenance window begins, users receive an error message if they attempt to schedule a meeting that falls within the scheduled maintenance window.

            The scheduled maintenance window date, start time, and duration displays in the Maintenance pane.


            What to Do Next

            Changing a Scheduled Maintenance Window

            After you schedule a maintenance window, you can reschedule the date and time or delete it.

            Procedure
              Step 1   Sign in to the Administration site.
              Step 2   Select Dashboard.
              Step 3   Select the displayed system maintenance date and time.
              Step 4   On the Schedule Maintenance Window, you can:
              • Enter a different start date and time.
              • Modify the duration hour and minutes.
              • Select Delete to remove the maintenance window.
              Note   

              If you finish your system maintenance early, you can either reduce the duration time or select Delete on the Schedule Maintenance Window.


              What to Do Next

              Remember to turn on maintenance mode before you modify system properties. See About Maintenance Mode for information about which system properties require maintenance mode to be turned on.

              About Maintenance Mode

              Many configuration changes require that you put your system into Maintenance Mode. Maintenance Mode shuts down all conferencing activity on a data center, so you should alert users by scheduling the maintenance windows (see Scheduling a Maintenance Window).

              Click here to display Turning Maintenance Mode On or Off for Version 2.5 and Later. Click here to display Turning Maintenance Mode On or Off for Version 2.0 and Before.

              Putting a data center in Maintenance Mode does the following:

              • Disconnects users and closes all meetings.

              • Prevents users from signing in from web pages, the Outlook plug-in, and mobile applications. Emails are automatically sent when the system is taken out of Maintenance Mode.

              • Stops access to meeting recordings.

              • Users cannot schedule or host new meetings.

              • The system will continue to send automatic notification emails to users and administrators.

              A system reboot might take approximately 30 minutes, depending on the size of your system. A restart might take 3 to 5 minutes. The system monitors the modifications and automatically makes the determination.

              Use the following table to help determine which tasks require you to turn on Maintenance Mode and the action your system performs after you turn off Maintenance Mode, so you can plan the downtime. When Maintenance Mode is required, the system provides reminder messages if you attempt to perform a task without turning on Maintenance Mode.

              Task

              Reference

              Maintenance Mode Required

              Reboot or Restart

              Adding or removing High Availability

              Configuring a High Availability System

              Y

              Reboot

              Adding or removing public access

              Adding Public Access to Your System by using IRP or Removing Public Access

              Y

              Restart

              Change the system default language

              Configuring Company Information

              Y

              Restart

              Changing your host or admin account URLs

              Changing Your Site Settings

              Y

              Restart

              Changing your mail server

              Configuring an Email (SMTP) Server

              N

              N/A

              Changing your virtual IP address

              Changing Your Virtual IP Address

              Y

              Reboot

              Configuring and changing branding settings

              Configuring Your Branding Settings

              N

              N/A

              Configuring and changing many of the audio settings

              About Configuring Your Audio Settings

              Y

              Restart

              Configuring and changing the Call-In Access Numbers, Display Name, and Caller ID audio settings.

              Configuring Your Audio Settings

              N

              N/A

              Configuring and changing quality of service settings

              Configuring Quality of Service (QoS)

              N

              N/A

              Configuring and changing SNMP settings

              Configuring Your SNMP Settings

              Y

              Restart

              Configuring certificates

              Managing Certificates

              Y

              Restart or Reboot

              Configuring disaster recovery settings

              Using the Disaster Recovery Feature

              Y

              Restart

              Configuring FIPS-compatible encryption

              Enabling FIPS Compliant Encryption

              Y

              Restart

              Configuring storage servers

              Configuring a Storage Server

              Y

              Restart

              Configuring virtual machine security

              Configuring Virtual Machine Security

              Y

              Reboot

              Expanding system size

              Expanding Your System to a Larger System Size

              Y

              Restart

              Performing updates or upgrades

              Preparing to Update an Existing System or Preparing to Upgrade a Data Center

              Y

              Restart

              Updating shared keys

              Managing Certificates

              Y

              Restart

              Using the System Resource test

              Using the System Resource Test

              Y

              Restart

              Each of your virtual machines has a console window that indicates when it is in Maintenance Mode. You can open the console windows in the vCenter inventory bar (for navigation). The console windows provide the URL of the system, type of system (primary, high availability, or public access), type of deployment (50 user, 250 user, 800 user, or 2000 user system), and current system status including whether Maintenance Mode is on or off and the time and date of the status change. The time displayed is configured in your Company Info settings. See Configuring Company Information for more information.

              Completing System Maintenance Tasks

              When you are finished modifying your system configuration you can turn off Maintenance Mode. Depending on the tasks you performed, your system:

              • Becomes operational quickly because Maintenance Mode was not required for your updates.
              • Displays a message to indicate the changes you made require a system restart that takes only a few minutes.
              • Displays a message to indicate the changes you made require a system reboot that takes approximately 30 minutes, depending on the size of your system. During this time, conferencing activity is unavailable.

              When Maintenance Mode is off, the Dashboard page refreshes. Your system is ready for users to successfully start meetings when all the virtual machines listed on the System Properties page display a status of Good (green) and Maintenance Mode is off. See Turning Maintenance Mode On or Off for Version 2.0 and Before for more information.

              If Maintenance Mode is off but the scheduled maintenance window is still in effect, users will be able to host and attend previously scheduled meetings, but will not be able to schedule new meetings until the maintenance window has ended.

              Turning Maintenance Mode On or Off for Version 2.0 and Before

              Turning on Maintenance Mode shuts down conferencing activity and prevents users from signing in to your WebEx site, scheduling or joining meetings, and playing meeting recordings. Meetings in progress will end. See About Maintenance Mode for information about which system tasks require Maintenance Mode to be turned on.

              Before You Begin

              Schedule a maintenance window and notify users about the scheduled system maintenance time. See Scheduling a Maintenance Window for details.

              Procedure
                Step 1   Sign in to the Administration site.
                Step 2   Select Turn On Maintenance Mode. The Turn On Maintenance Mode dialog displays. Be sure to read about the condition of your system while maintenance mode is turned on.
                Step 3   Select Continue when you are ready to start system maintenance or configuration. A message displays indicating that your system is in maintenance mode. The Turn Off Maintenance Mode button displays.
                Step 4   (Optional) Back up your virtual machines.
                Step 5   Select Turn Off Maintenance Mode when you are finished configuring your system. When you turn off Maintenance Mode, the system determines if a restart (takes approximately 3 - 5 minutes) or a reboot (takes approximately 30 minutes) is required and displays the appropriate message.
                Step 6   (Optional) To determine if the system is fully operational, select Dashboard > System > View More (in the System section).

                Conferencing activity can resume when the Status for all the listed virtual machines is Good (green).