Administration Guide for Cisco Unified MeetingPlace for Microsoft Outlook Release 5.4
Customizing Text-Based Meeting Notifications
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Customizing Text-Based Meeting Notifications

Table Of Contents

Customizing Text-Based Meeting Notifications

Meeting Notifications

Text-Based Meeting Notifications

Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook

Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime

Customizing Text-Based Notifications

Customizing the Notifications for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook

Customizing Notifications of Meetings That Are Scheduled in Other Cisco Unified MeetingPlace Clients

Including Notification Details From MeetingTime: An Example


Customizing Text-Based Meeting Notifications


This chapter describes how to customize the text that users see when they open a meeting notification in their Microsoft Outlook inbox or calendar.

See the following sections:

Meeting Notifications

Text-Based Meeting Notifications

Customizing Text-Based Notifications

Including Notification Details From MeetingTime: An Example

Meeting Notifications

Meeting notifications are sent to meeting invitees when users schedule a meeting. By default, each notification includes a text notification that users see when they open a meeting notification, and a form-based notification that they see if they click the MeetingPlace tab.

You can customize either or both of these notifications.

To customize the text-based notification, use the information in this chapter.

To customize the form-based notification, see Chapter 6, "Customizing the Scheduling and Notification Forms."

Text-Based Meeting Notifications

Text-based meeting notifications are generated by Cisco Unified MeetingPlace for Outlook by using templates that you can customize.

Each template contains tags and text that represent the information that appears in a notification. When a notification is generated, Cisco Unified MeetingPlace for Outlook or the Cisco Unified MeetingPlace Audio Server replaces tags with information about the scheduled meeting, such as the date and time of the meeting, the link that recipients can click to go directly to the web conference, or a toll-free number users can dial to join the voice conference.

Text-based notifications for meetings that are scheduled by using Cisco Unified MeetingPlace for Outlook are generated from a different set of templates than notifications that are scheduled by using Cisco Unified MeetingPlace Web Conferencing or MeetingTime.


Note Templates for Cisco Unified MeetingPlace for Outlook version 4.2.5 or earlier are not compatible with Cisco Unified MeetingPlace for Outlook.


Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook

Meetings that are scheduled by using Microsoft Outlook use the notification templates listed in Table 7-1, all of which have a .rtf filename extension.


Note Do not edit these files by opening them in a text editor; use the procedure documented in the "Customizing the Notifications for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook" section.


Table 7-1 Cisco Unified MeetingPlace for Outlook Notification Templates 

Template
Used To Generate

MPmessage.rtf

Meeting notifications for nonreservationless meetings that are scheduled by using Cisco Unified MeetingPlace for Outlook that also do not include video conferencing.

mpMsgRsvl.rtf

Meeting notifications for reservationless meetings that are scheduled by using Cisco Unified MeetingPlace for Outlook.

You do not need to customize this template if your system does not include reservationless functionality.

mpMsgVideoNot.rtf

Meeting notifications for meetings that include video conferencing and are scheduled by using Cisco Unified MeetingPlace for Outlook.

You do not need to customize this template if your system does not include Cisco Unified MeetingPlace Video Integration.


Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime

Meetings that are scheduled by using Cisco Unified MeetingPlace Web Conferencing or MeetingTime use the notification templates listed in Table 7-2, all of which have a .tpl filename extension.

Table 7-2 Cisco Unified MeetingPlace Web Conferencing or MeetingTime Notification Templates 

Template
Used To Generate

NotifySchedule.tpl

Meeting notifications for meetings that are scheduled by using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.

NotifyReschedule.tpl

Update notices for meetings that were rescheduled by using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.

NotifyCancel.tpl

Cancellation notices for meetings that were cancelled by using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.

NotifyScheduleVideo.tpl

Meeting notifications for meetings that include video conferencing and are scheduled by using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.

You do not need to customize this template if your system does not include Cisco Unified MeetingPlace Video Integration.

NotifyRescheduleVideo.tpl

Update notices for meetings that include video conferencing and were rescheduled by using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.

You do not need to customize this template if your system does not include Cisco Unified MeetingPlace Video Integration.


Customizing Text-Based Notifications

You can customize meeting notifications in the following general ways:

Remove information that you do not want in notifications.

Insert information that is not already included in notifications.

Specify the order in which you want information to appear in notifications.

Include other text in notifications, such as information about your company.

For example, you may want to add:

Instructions on how to attend meetings and access attachments.

Alternate phone numbers for your Cisco Unified MeetingPlace Audio Server, such as a toll free or in-company extension number.

Special instructions for multiserver meetings.

A list of invitees.

Meeting recording information.

Useful information about the meeting, the scheduler, and the Cisco Unified MeetingPlace system already exists in the Cisco Unified MeetingPlace Audio Server. A list of tags you can use to add this information to your notifications is in Appendix A, "Notification Items."

The meeting notification templates are editable Rich Text Formatting (RTF) files that you manually customize by changing tags and text. RTF support allows you to use text formatting like bold, italics, and color in your meeting notifications.

If you change one template, you should evaluate whether or not to change all of the templates your system uses. If your system does not include reservationless or video-conferencing capability, you do not need to customize those templates. Customize both types of templates:

The templates for meetings that are scheduled from Outlook. See the "Customizing the Notifications for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook" section.

The templates for meetings that are scheduled from other Cisco Unified MeetingPlace clients. See the "Customizing Notifications of Meetings That Are Scheduled in Other Cisco Unified MeetingPlace Clients" section.

Customizing the Notifications for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook

Customize the meeting details and reservationless meeting templates by adding, changing, or removing information from meeting invitations originating from Microsoft Outlook.

Do the following procedures, as applicable:

To Customize the Meeting Details Templates

To Customize the Reservationless Meeting Template

To Customize the Meeting Details Templates

Do this procedure to customize the templates for scheduled meetings (but not the template for reservationless meetings).


Step 1 Go to <drive>:\Program Files\Cisco Systems\MPWeb\mpoutlook and save a copy of the template you want to change. Template files are identified in the "Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook" section.

Do not open or edit the contents of the file yet.

Step 2 In the Windows Control Panel, double-click MeetingPlace Gateways, then click the Outlook Gateway tab.

Step 3 Click the Configure Client Setup button. The Configure Client Setup Utility opens.

Step 4 Click the Template tab.

Step 5 Choose the language of the template to edit. Each template must be edited separately for each language.

Step 6 Click the Edit button corresponding to the template that you want to change. The template file opens in WordPad.

Step 7 In this file, add or delete text or tags. This adds or removes information from the meeting invitation. You can also format text with bold, italics, color, and so on.

A list of available tags is in Appendix A, "Notification Items." Use the tags that are in the column for RTF templates.

Step 8 When you finish, save the file and exit WordPad.

Step 9 In the Configure Client Setup Utility, click Save, then click Close.

Step 10 Restart the Cisco Unified MeetingPlace Web Conferencing Service. In Windows, choose Start > Settings > Control Panel > Services. Right-click the Web Conferencing Service and choose Restart.


To Customize the Reservationless Meeting Template


Step 1 Go to <drive>:\Program Files\Cisco Systems\MPWeb\mpoutlook and save a copy of mpMsgRsvl.rtf.

Do not open or edit the contents of the file yet.

Step 2 In the Windows Control Panel, double-click MeetingPlace Gateways, then click the Outlook Gateway tab.

Step 3 In the Outlook Gateway tab, click Configure Client Setup. The Configure Client Setup Utility opens.

Step 4 Click the Template tab.

Step 5 Choose the language of the template to edit. Each template must be edited separately for each language.

Step 6 Click the Edit button next to the reservationless option. The mpMsgRsvl.rtf file opens in WordPad.

Step 7 In this file, add or delete text or tags. This adds or removes information from the meeting invitation.

A list of available tags is in Appendix A, "Notification Items." Use the tags that are in the column for RTF templates.

Do not copy and paste tags from other templates. This template uses different tags.

Do not add any date or time tags to this template. Because reservationless meetings are not formally scheduled, this information is not available when the notification is generated.

Step 8 When you finish, save the file and exit WordPad.

Step 9 In the Configure Client Setup Utility, click Save, then click Close.

Step 10 If you added a tag that takes its value from information that you must enter in MeetingTime, make sure you have entered that information.

Step 11 Restart the Cisco Unified MeetingPlace Web Conferencing Service. In Windows, choose Start > Settings > Control Panel > Services. Right-click the Web Conferencing Service and choose Restart.


Customizing Notifications of Meetings That Are Scheduled in Other Cisco Unified MeetingPlace Clients

Template files for notifications for meetings scheduled from Cisco Unified MeetingPlace Web Conferencing or MeetingTime have a .tpl filename extension. Customize these files separately from the files that are used to generate notifications for meetings that are scheduled in Outlook.

You can add tags from the appropriate column in Appendix A, "Notification Items" to any .tpl template except NotifyCancel.tpl.

You must customize the templates for each language separately.

To Ensure That RTF Notifications Are Sent to Users for Meetings Scheduled in Other Cisco Unified MeetingPlace Clients

Cisco Unified MeetingPlace for Outlook allows your users to receive notifications in RTF format. To ensure that users receive RTF notifications for meetings that are scheduled in clients other than Outlook, do this procedure.


Step 1 Access the .tpl template files. Go to <drive>: \Program Files\Cisco Systems\Shared Components\MeetingPlace Notification Gateway.

Step 2 Save the .tpl files as type RTF, but keep the filename extension as .tpl.

Step 3 In the ConfigClient Utility, click the Notification Options tab, then check the Send Notifications in RTF check box.

Step 4 On your Exchange Server, verify that the RTF setting for the Cisco Unified MeetingPlace for Outlook mailbox is on.


To Customize Notifications for Meetings Scheduled in Other Cisco Unified MeetingPlace Clients


Step 1 Go to <drive>: \Program Files\Cisco Systems\Shared Components\MeetingPlace Notification Gateway and save a copy of the template file that you want to customize. Template files are identified in the "Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime" section.

Templates for languages other than English are located in subdirectories based on the language name. Each template must be edited separately for each language.

Step 2 Using Microsoft WordPad, open the .tpl template file that you want to customize.

Step 3 Make any modifications by adding or deleting text or tags. This adds or deletes information from the meeting notification.

See Appendix A, "Notification Items" for a list of available tags. Use the tags that are in the column for .tpl templates.

You can also format text with bold, italics, color, and so on.

Any item that you add will appear in the same location in the meeting notification. Place important information at the top of the template to make it readily accessible to users.

Step 4 Save the template as an RTF file. Make sure the .tpl filename extension does not change.

Step 5 If you added a tag that takes its value from information that you must enter into MeetingTime, make sure you have entered that information.


Including Notification Details From MeetingTime: An Example

The following procedure illustrates how you can specify information in MeetingTime and have that information inserted into meeting notifications.

In this example, you enter instructions for how to attend a meeting in to MeetingTime, and Cisco Unified MeetingPlace automatically puts that information into meeting notifications using tags that you include in the templates.

To Include Notification Details From MeetingTime: An Example


Step 1 Use the procedures in this chapter to insert the <!--#Cisco AttendMeetingHint --> tags in the templates that you want to customize.

Step 2 Open MeetingTime and log in to the Cisco Unified MeetingPlace Audio Server.

Step 3 Double-click the Register Book and click the Configure tab.

Step 4 In the left side of the window, under Company Specific Information, click Company Information and then click Query.

Step 5 In the right side of the window, click in the value area of How to Attend Meeting and enter your customized information, such as:

To attend this meeting, call <insert Cisco Unified MeetingPlace phone number> at
the time of the meeting and follow the prompts. Refer to the information contained
in this notification for meeting details.

Step 6 When you finish, click OK.

Step 7 Click Save Changes.

Meeting notifications will now automatically include the How to Attend Meeting information you entered into MeetingTime.