Configuration Guide for Cisco Unified MeetingPlace Web Conferencing Release 5.4
Configuring Cisco Unified MeetingPlace Web Conferencing for Optimal Data Storage
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Configuring Cisco Unified MeetingPlace Web Conferencing for Optimal Data Storage

Table Of Contents

Configuring Cisco Unified MeetingPlace Web Conferencing for Optimal Data Storage

About Data Storage on the Web Server

Recording Size

Storage Maintenance

About the Replication Service

Updating All Meetings

Purging All Meetings

Updating All User Profiles

Updating All Video Terminals

Updating All Groups

Updating a Single Meeting

About the MeetingNotes Purge Parameter

About the MeetingNotes Purge Parameter and SMA-2S Configurations

File Access and Retrieval Behavior

Purge Value Consistency

Setting the Purge Meetings Held Before Parameter

About Audio Conversion

About Deploying a Cisco Unified MeetingPlace Web Server Dedicated to Audio File Conversion

How to Deploy a Cisco Unified MeetingPlace Web Server Dedicated to Audio File Conversion


Configuring Cisco Unified MeetingPlace Web Conferencing for Optimal Data Storage


Cisco Unified MeetingPlace Web Conferencing is designed to manage itself automatically with minimal administrative activities, such as modifying the polling schedules and purging. However, it is important to consider the potential impact that Web Conferencing can have on network and hardware resources.

See the following sections:

About Data Storage on the Web Server

About the Replication Service

About the MeetingNotes Purge Parameter

About Audio Conversion

About Deploying a Cisco Unified MeetingPlace Web Server Dedicated to Audio File Conversion

How to Deploy a Cisco Unified MeetingPlace Web Server Dedicated to Audio File Conversion

About Data Storage on the Web Server

Storage space on the Cisco Unified MeetingPlace web server is required for both audio and web recordings and data attachments, referred to collectively as MeetingNotes. It is important to plan for the system demand (disk space) that this kind of storage will require through proper configuration and management.


Note The video display component of a Cisco Unified MeetingPlace web conference is not recorded.


See the following sections:

Recording Size

Storage Maintenance

Recording Size

Even if no documents are shared during a recorded meeting, Cisco Unified MeetingPlace Web Conferencing periodically records the meeting console and converts the recording into a synchronized voice and web format. The synchronized.cgp format recording is approximately 12 percent larger than a pure voice-only (WAV format) recording.

Table 3-1 lists the approximate disk space required for voice-only recordings and the additional disk space required for each web collaboration mode. A web conference can consist of application sharing, a presentation, whiteboard, and annotations.

To determine the total required disk space, use the following formula: X * 700 MB * Y

X

Equals the number of hours of recorded meetings with application sharing held each day.

Y

Equals the number of days that attachments are kept before being purged.


Table 3-1 Approximate Disk Space Required 

Format
Approximate Disk Space Required Per Hour
Voice-only Formats

Cisco Unified MeetingPlace Voice format (.mpv)

14 MB

WAV format (16- bit, 8Khz PCM)

55 MB

MP3 format (32 kbits/s - 48 kbits/s sampling rate)

11 MB

Windows Media format (.wma)

8 MB

Synchronized Voice and Web Format (.cgp) Over the Size of a WAV File

No web collaboration

+ 12 percent per hour

With constant and active application sharing

+ 700 MB per hour

With presentation (approx. 50 slides)

+ 10 KB per hour + JPG size

With whiteboard full of annotations

+ 50 KB per hour


Storage Maintenance

For optimal space usage, we recommend the following best practices:

If attachments are stored on a local hard disk, use the X * 700 MB * Y formula to figure out how large the hard disk should be.

Use the Replication Service administrative tool to purge attachments after 30 days (the default purge setting is 60 days). For information about this feature, see the "About the Replication Service" section.

Regularly check the drive you use to store attachments. Ensure that there is enough disk space for additional recordings. If not, purge unnecessary recordings on demand.

Consider using a shared or network drive to store attachments. For instructions on configuring a common storage location, see the "Preparing the Internal Cluster" section in Chapter 4 of the applicable Installation and Upgrade Guide for Cisco Unified MeetingPlace Web Conferencing, at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guides_list.html.

Purge attachments and recordings regularly. See the "About the MeetingNotes Purge Parameter" section for details.

About the Replication Service

The Cisco MeetingPlace Replication Service automatically synchronizes the local web server database with that of the Cisco Unified MeetingPlace Audio Server to update meetings, user profiles, and user group information. The following occurs by default:

Synchronization occurs every 60 seconds.

The User Profile Update Interval updates every 20 days.

The Group Update Interval updates every 20 days.

Meeting information updates every 60 seconds.

The Replication Service copies attachments and voice and web files from the Audio Server and stores the replicated files on the Cisco Unified MeetingPlace web server. Pointers to these files are then created in the database. The Replication Service downloads voice files in their native Cisco Unified MeetingPlace Voice (.mpv) format. After voice files are downloaded, the Replication Service queues jobs for conversion by the Audio Service.

Meetings and their associated recordings and attachments, collectively referred to as MeetingNotes, are purged from the local web server database after 60 days. To change this, see the "Configuring the Web Server" section on page 2-29.

If you have Cisco Unified MeetingPlace Video Integration installed, the replication service also replicates video terminal user profile information and service codes from Cisco Unified MeetingPlace Video Administration (service codes are referred to as meeting types or service prefixes in Video Administration). By default, this replication occurs every 7 days. To change this, see the "Importing Video Terminal User Profiles" section on page 2-27.

In the event of a system failure, you can manually invoke the Replication Service update and purge operations. Allow up to 20 minutes for any changes made to the Replication Service to take effect.

See the following sections:

Updating All Meetings

Purging All Meetings

Updating All User Profiles

Updating All Video Terminals

Updating All Groups

Updating a Single Meeting

Updating All Meetings

Complete this procedure to force meeting attachments and recordings for all meetings to be downloaded again from each Audio Server. Allow 20 minutes for changes to take effect.

To Update All Meetings


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Replication Service.

Step 3 For Replication Service Command, choose Update All Meetings.

A new set of files is created including encoded audio files in the desired formats. If MeetingNotes have already been purged from a particular Audio Server, an update for those meetings still takes place. In addition to attachments and recording files, group and profile information and new meetings are also updated.

Step 4 Click Submit.


Purging All Meetings

When a meeting is purged, all meeting attachments and WAV files on the web conferencing server are deleted except for any Windows Media files (.wma). If you configured Cisco Unified MeetingPlace Web Conferencing to create pointers to these files in meeting-specific folders, such as drive:\Program Files\Cisco Systems\MPWeb\Meetings, these pointers are also deleted when you purge meetings.

To force the web server to delete all locally stored meeting information and files, complete the following procedure. Choose this option when you are low on disk space.

Allow 20 minutes for changes to take effect.

To Purge All Meetings


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Replication Service.

Step 3 For Replication Service Command, choose Purge Now.

Step 4 Click Submit.


Updating All User Profiles

This procedure describes how to update the user profile database on the local web server. Allow 20 minutes for changes to take effect.

To Update All User Profiles


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Replication Service.

Step 3 For Replication Service Command, choose Update All User Profiles.

Step 4 Click Submit.



Tip Synchronize your updates on the web server when you update the profile database on the Audio Server.


Updating All Video Terminals

This procedure describes how to update the video terminal profile database on the local web server. The amount of time the replication takes depends on the number of video terminals; for example, allow 20 minutes to replicate up to 1000 video terminals.

To Update All Video Terminals


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Replication Service.

Step 3 For Replication Service Command, choose Update All Terminals.

Step 4 Click Submit.



Tip Synchronize your updates on the web server when you update terminals in Cisco Unified MeetingPlace Video Administration.


Updating All Groups

This procedure describes how to update the user group database on the local web server. Allow 20 minutes for changes to take effect.

To Update All Groups


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Replication Service.

Step 3 For Replication Service Command, choose Update All Groups.

Step 4 Click Submit.



Tip Synchronize your updates on the web server with when you update the user group database on the Cisco Unified MeetingPlace Audio Server system.


Updating a Single Meeting

If you want to download meeting attachments and recordings for a particular meeting from all Cisco Unified MeetingPlace Audio Server systems, you can update that single meeting.

Restrictions

The update will not take place if MeetingNotes have already been purged from the Audio Server system.

To Update a Single Meeting


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 Enter the meeting ID of the meeting that you want to update, then click Find Meeting.

Step 3 From the Search page, click the meeting ID to access the meeting information page.

Step 4 From the Meeting Information page, click Attachments/Recordings.

Step 5 From the Attachments/Recordings page, click Update Meeting, then click OK. A new set of files are created including encoded audio files in the desired formats.


About the MeetingNotes Purge Parameter

Each Cisco Unified MeetingPlace web server has its own purge parameter called Purge Meetings Held Before (Days). By configuring this parameter, you can control how often meetings and their associated recordings and attachments, collectively referred to as MeetingNotes, are purged from the local web server database. The default is after 60 days.

See the following sections:

About the MeetingNotes Purge Parameter

Setting the Purge Meetings Held Before Parameter

About the MeetingNotes Purge Parameter and SMA-2S Configurations

If you have a segmented meeting access configuration with two web servers (SMA-2S), two Cisco Unified MeetingPlace web servers work together as a single system. One web server is installed internally behind the corporate firewall and is accessible only to internal users. The second web server is installed as an external server with attend-only access, and is located outside of the corporate firewall in a DMZ zone. In this type of configuration, each web server—internal or external—has its own purge parameter.

The value of this parameter controls how long MeetingNotes are stored on the server after a meeting is over. For example, if you set the purge parameter on your internal web server to 60 days, MeetingNotes are kept for 60 days on the internal server. After 60 days, they are deleted from that server. If you set the purge parameter on your external server to 30 days, MeetingNotes are kept for 30 days on the external server. After 30 days, they are deleted from that server.

After MeetingNotes are purged, users can no longer review past meetings, including:

Downloading any attachments that were associated with the meeting

Listening to audio recordings

Listening to the synchronized audio and data conference recordings

The following sections provide information about internal server and DMZ server behaviors:

File Access and Retrieval Behavior

Purge Value Consistency

File Access and Retrieval Behavior

The behavior that users see when they attempt to review past meetings differs depending on whether they are accessing the past meeting from an internal server or the external server.

Example

Users access the internal server between 0 and 60 days from the time the meeting ended—Cisco Unified MeetingPlace Web Conferencing indicates that this is a past meeting and displays all of the meeting details. Users can retrieve attachments.

Users access the external (DMZ) server within 24 hours after the meeting has ended—Web Conferencing indicates that this is a past meeting and displays all of the meeting details. Users can retrieve attachments.

Users access the external (DMZ) server 24 hours or more after the meeting has ended—Web Conferencing indicates that the meeting does not exist or that it is too early to attend.

Purge Value Consistency

If the meeting was public, the web recording only exists on the external (DMZ) server. Therefore, even though you cannot access MeetingNotes (attachments and recordings) directly from the DMZ server after the first day, keep the purge window the same on both the internal server and the DMZ server to ensure that users have access to all MeetingNotes.

Example

The purge setting on the internal server is set to 60 days and the purge setting on the DMZ server is set to 30 days (DMZ purge value < Internal purge value).

Users access the internal web server to review a past meeting between 0 and 60 days. They are able to access all attachments except for the web recording (the synchronized data conferencing and audio recording). This is because the web recording exists on the DMZ server and is not yet available.

Users access the internal server anytime between 30 and 60 days to retrieve the web recording. The internal server must go to the DMZ server to retrieve the web recording file for playback. However, because the DMZ server is set to purge after 30 days, the synchronized web recording file has already been purged. Therefore, when users click on the web recording, they receive a message that says the recording is not available.

Setting the Purge Meetings Held Before Parameter

To Set the Purge Meetings Held Before Parameter


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Web Server.

Step 3 From the "View" section of the page, click the name of the web server that you want to configure.

Step 4 From the "Web Server Customization Values" section, enter the number of days for Purge Meetings Held Before.

The default is 60.

Step 5 Click Submit.


About Audio Conversion

Cisco Unified MeetingPlace Web Conferencing includes an Audio Service component that converts Cisco Unified MeetingPlace Voice (.mpv) files to.wav format and then to other audio formats, such as Windows Media (.wma), and MP3. The WAV file is used by Web Conferencing to create a synchronized audio and web recording.

See the following sections:

To Convert Cisco Unified MeetingPlace Voice Files to WAV Format

To Convert Cisco Unified MeetingPlace Voice Files to MP3 Format

To Convert Cisco Unified MeetingPlace Voice Files to Windows Media Format

(Optional) To Configure the Windows Media Server

To Convert Cisco Unified MeetingPlace Voice Files to WAV Format

Cisco Unified MeetingPlace Web Conferencing uses a proprietary audio service to convert audio files to WAV format. WAV files are typically supported by common web browsers and do not require that users have dedicated players.


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Audio Conversion.

Step 3 For Audio Server Hostname, enter the hostname or IP address of the audio conversion server to which you want to connect. If this is on the local server, leave this setting as (local).

Step 4 For Convert to WAV, choose Yes.

Step 5 For Wav bits per sample, choose the quality of your WAV files.

The higher the bit size, the better the quality and the larger the file size. The default and recommended value is 16.

Step 6 Click Submit.


To Convert Cisco Unified MeetingPlace Voice Files to MP3 Format

You will need the XingMP3 encoder to convert audio files to MP3 format. To listen to such recordings, users must have an MP3 player on their desktops.


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Audio Conversion.

Step 3 For Audio Server Hostname, enter the hostname or IP address of the audio conversion server to which you want to connect. If this is on the local server, leave this setting as (local).

Step 4 For Convert to MP3, choose Yes.

Step 5 (Optional) For MP3 Conversion Command Line Options, enter additional command line options specific to XingMP3 if you want to include them. If you do not want to include additional command line options, leave this field blank.

Step 6 Click Submit.


To Convert Cisco Unified MeetingPlace Voice Files to Windows Media Format

Web Conferencing is bundled with the Windows Media Encoder, which converts audio files to WMA format by default. To listen to such recordings, users must have a player on their desktops that plays WMA files, such as Windows Media Player.


Step 1 Sign in to Cisco Unified MeetingPlace Web Conferencing.

Step 2 From the Welcome page, click Admin, then click Audio Conversion.

Step 3 For Audio Server Hostname, enter the hostname or IP address of the audio conversion server to which you want to connect. If this is on the local server, leave this setting as (local).

Step 4 For Convert to Windows Media Format, choose Yes.

Step 5 For Use Windows Media Server, do one of the following:

If you want to listen to your recordings by using streaming technology that uses Windows Media Server, choose Yes. This requires you to configure Windows Media Server. For instructions, see the "To Configure the Windows Media Server" procedure.

To download and listen to your recordings offline or by using HTTP, choose No.

Step 6 For Windows Media Server Hostname, enter the Windows Media Server hostname or IP address. This Windows Media Server can be installed locally or remotely.

Step 7 For Windows Media Server Path, enter the Windows Media Server path.

Step 8 (Optional) For Windows Media Server Conversion Profile, enter the name of your Windows Media encoder conversion profile. This forces Web Conferencing to use your Windows Media encoder conversion profile during audio conversion.

Step 9 Click Submit.

Step 10 (Optional) If you chose to use Windows Media Server, proceed to the "To Configure the Windows Media Server" procedure.


To Configure the Windows Media Server

Cisco Unified MeetingPlace Web Conferencing supports Windows Media Server to stream audio recording playbacks. This component is installed as part of the Cisco MCS OS release.


Note See Cisco IP Telephony Operating System, SQL Server, Security Updates, at http://www.cisco.com/univercd/cc/td/doc/product/voice/c_callmg/osbios.htm, for operation system updates.



Step 1 From your Windows Control Panel, choose Administrative Tools > Services.

Step 2 From the Services window, do the following:

a. Scroll down to NT LM Security Support Provider.

b. Right-click and choose Properties.

Step 3 From the Properties window, do the following:

a. Choose Manual as the Startup Type.

b. Click Apply, then click Start.

c. Close the Properties window.

Step 4 From your Windows Control Panel, choose Add/Remove Programs.

Step 5 Scroll down and click Windows Media Services. The Windows Components Wizard appears.

a. For Terminal Services Setup, choose Remote Administration Mode, then click Next.

b. From the Insert Disk window, click OK to point to the location of your Windows Media Services files.

c. From the Files Needed window, click Browse, then navigate to C:\Utils\WMS\WMS.cab.

d. Click OK to install this file.

Step 6 When you finish, install the following two Windows Media Services security hotfixes, which were installed as part of your Operating System Upgrade Service Release install:

C:\Utils\WMS\WindowsMedia41-KB822343-ENU.exe

C:\Utils\WMS\WindowsMedia41-KB832359-ENU.exe


About Deploying a Cisco Unified MeetingPlace Web Server Dedicated to Audio File Conversion

Cisco Unified MeetingPlace Web Conferencing functionality is implemented through a set of Windows NT services. One of these services is the Cisco MeetingPlace Audio Service, which appears in the process list in Windows Task Manager as mpaudsvc.exe.

The Audio Service converts MPV files from the Cisco Unified MeetingPlace Audio Server system in to a PC-accessible format so that users can listen to meeting recordings by using their PCs. The MPV format is a Cisco proprietary audio encoding that is used to record and to store meeting recordings on the Cisco Unified MeetingPlace Audio Server, and the MPV files can be played back only by users who dial directly in to the Audio Server through a voice interface, such as a phone.

Because converting meeting recordings in to MPV is not considered a time-sensitive operation, the Audio Service is assigned a lower CPU priority than other Web Conferencing services, and this service begins processing only if there is sufficient idle CPU. If other real-time processes, such as the Agent Service or the Conferencing Gateway Service, request CPU cycles after file conversion begins, the amount of CPU that is allocated to the Audio Service is reduced. As a result, the amount of time that is needed for a meeting recording to be converted and posted on the Web ranges from several hours to 24 hours on a busy Cisco Unified MeetingPlace web server.

If you want meeting recordings to be converted and posted as soon as possible, you have the following two options:

You can upgrade your existing Cisco Unified MeetingPlace web server to a more powerful server, one with multiprocessors, faster CPU, more RAM, faster disk access, and so on. Using a server with multi-processors, fast CPU and enabled hyper-threading provides the most conversion speed improvement. We recommend that you choose this option if you want fast audio conversion time.

You can install another Cisco Unified MeetingPlace web server to use as a dedicated audio-conversion server.

This option also requires that you use a powerful server because audio conversion is CPU-intensive. Using another Cisco Unified MeetingPlace web server for audio conversion does not achieve improved conversion time if the server is not powerful enough for this task.

How to Deploy a Cisco Unified MeetingPlace Web Server Dedicated to Audio File Conversion

To deploy a Cisco Unified MeetingPlace web server dedicated to audio conversion, complete the following procedures in the order shown. The first server that you install is referred to as MPWeb-main, and the second server that you install is referred to as MPWeb-audsvc.

To Install Two Cisco Unified MeetingPlace Web Servers in a Load-Balancing Cluster

To Disable the Data Conferencing Feature

To Configure the Cluster for Audio File Conversion

To Verify Audio File Conversion

To Install Two Cisco Unified MeetingPlace Web Servers in a Load-Balancing Cluster


Note The first server that you install is referred to as MPWeb-main, and the second server that you install is referred to as MPWeb-audsvc.


This procedure assumes that you are familiar with Web Conferencing load balancing. See the Installation and Upgrade Guide for Cisco Unified MeetingPlace for details. The guide is available at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guides_list.html.


Step 1 Install the first Cisco Unified MeetingPlace web server (MPWeb-main).

Step 2 Configure MPWeb-main so that it functions as a member of a DC Load-Balancing cluster.

Step 3 Verify that MPWeb-main is fully functional.

Step 4 Install the second Cisco Unified MeetingPlace web server (MPWeb-audsvc).

Step 5 Configure MPWeb-audsvc so that it functions as a member of a DC Load-Balancing cluster.

You have configured a DC Load-Balancing cluster comprised of two Cisco Unified MeetingPlace web servers.

Step 6 Verify your configuration and test the servers for proper operation.

Step 7 Proceed to the "To Disable the Data Conferencing Feature" procedure.


To Disable the Data Conferencing Feature

This procedure describes how to disable the data conferencing feature on MPWeb-main so that it functions as a dedicated Cisco Unified MeetingPlace audio conversion server. In this procedure, the first server that you installed is referred to as MPWeb-main, and the second server that you installed is referred to as MPWeb-audsvc.


Step 1 Open a web browser and access the home page of the MPWeb-main server.

Step 2 Sign in.

Step 3 From the Welcome page, click Admin, then click Web Server.

Step 4 From the "View" section of the page, locate the two web servers that you created: MPWeb-main and MPWeb-audsvc.

Step 5 Click MPWeb-audsvc.

Information about this server populates the "Edit" section of the page.

Step 6 For Web Conference Active, choose No.

Step 7 Click Submit.

Step 8 Proceed to the "To Configure the Cluster for Audio File Conversion" procedure.


To Configure the Cluster for Audio File Conversion

This procedure describes how to configure your load-balancing cluster so that the MPWeb-audsvc server handles all audio conversion tasks. In this procedure, the first server that you installed is referred to as MPWeb-main, and the second server that you installed is referred to as MPWeb-audsvc.


Step 1 Open a web browser and access the home page of the MPWeb-main server.

Step 2 Sign in.

Step 3 From the Welcome page, click Admin, then click Audio Conversion.

Step 4 For Audio Server Hostname, enter the hostname or IP address of the MPWeb-audsvc server.

Step 5 Click Submit.

Step 6 Reboot both the MPWeb-main server and the MPWeb-audsvc server.

Step 7 Proceed to the "To Verify Audio File Conversion" procedure.


To Verify Audio File Conversion

This procedure describes how to verify that the audio conversion of your meeting recordings takes place on the MPWeb-audsvc server. In this procedure, the first server that you installed is referred to as MPWeb-main, and the second server that you installed is referred to as MPWeb-audsvc.


Step 1 On the MPWeb-audsvc server, open the Gateway SIM eventlog window so that you can watch the server activities.

To access the event log window, right-click the Cisco Unified MeetingPlace icon in the system tray and choose Eventlog.

Step 2 Join a voice meeting and record the meeting for 30 seconds or more.

Step 3 From the meeting console, open the Meeting menu and choose End Meeting.

Step 4 In the Gateway SIM eventlog window on the MPWeb-audsvc server, ensure that the mpaudsvc is performing audio conversions, such as the following:

Queuing MPV for conversion.

Successfully converting MPV to WAV.

Converting WAV to Windows Media Format.


Note The specific audio conversions performed will depend on the settings you configured in the "About Audio Conversion" section.