Configuration and Maintenance Guide for MeetingPlace 7.1
Configuring E-Mail Notifications
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Configuring E-Mail Notifications for Cisco Unified MeetingPlace

Table Of Contents

Configuring E-Mail Notifications for Cisco Unified MeetingPlace

Restrictions for E-Mail Notifications

Configuring Click-to-Attend Links

Configuring the SMTP Servers

Configuring E-Mail Notification Retries

Configuring User Preferences for E-Mail Notifications


Configuring E-Mail Notifications for Cisco Unified MeetingPlace


Release 7.1
Revised: April 3, 2011 8:30 pm

Cisco Unified MeetingPlace generates e-mail notifications and sends them to the meeting owner and invitees whenever a meeting is scheduled, rescheduled, or cancelled.

Restrictions for E-Mail Notifications

Configuring Click-to-Attend Links

Configuring the SMTP Servers

Configuring E-Mail Notification Retries

Configuring User Preferences for E-Mail Notifications

Restrictions for E-Mail Notifications

E-mail notifications are not generated for reservationless meetings.

E-mail notifications are not sent when only the meeting length is modified for a scheduled meeting.

Only the first 18 characters of the meeting subject appears in e-mail notifications.

Only users who have a valid E-mail address in the user profile may send or receive e-mail notifications.

Related Topics

Customizing E-Mail Notifications for Cisco Unified MeetingPlace module

Configuring Click-to-Attend Links

Perform this task to enable valid click-to-attend links in e-mail notifications and in MeetingPlace Conference Manager.

Procedure


Step 1 Log in to the Administration Center.

Step 2 Select System Configuration > Usage Configuration.

Step 3 Configure the fields in the Click-to-Attend Link Configuration section.

Step 4 Select Save.


Related Topics

Field Reference: Usage Configuration Page in the Administration Center Page References for Cisco Unified MeetingPlace module

Installing MeetingPlace Conference Manager module

Configuring the SMTP Servers

For Cisco Unified MeetingPlace to send e-mail notifications, one of the following must be configured:

At least one SMTP server

Microsoft Outlook integration


Note To send e-mail notifications, Cisco Unified MeetingPlace does not use the mail server information that you entered while installing the operating system (OS). Even if you want both the OS and the Cisco Unified MeetingPlace application to use the same SMTP server, you must re-enter the server information through the Administration Center by performing this procedure.


After the initial system startup, Cisco Unified MeetingPlace uses the primary SMTP server to send e-mail notifications. If the system fails to send e-mail notifications through the primary SMTP server, the system immediately switches to using the secondary SMTP server, if configured. The system continues to use the secondary SMTP server until a problem occurs; then the system automatically switches to using the primary SMTP server.

Before You Begin

If you want to use Microsoft Outlook exclusively for e-mail notifications, then do not perform this task. Instead, see the Integration Note for Installing and Configuring Microsoft Outlook with Cisco Unified MeetingPlace at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guides_list.html.

Restriction

Transport Layer Security (TLS) is not supported for SMTP e-mail notifications.

Procedure


Step 1 Log in to the Administration Center.

Step 2 Select System Configuration > E-Mail Notifications > SMTP Server Configuration.

Step 3 Configure the fields.

Step 4 Select Save.


Related Topics

Field Reference: SMTP Server Configuration Page in the Administration Center Page References for Cisco Unified MeetingPlace module

Configuring User Preferences for E-Mail Notifications

Configuring E-Mail Notification Retries

You can configure how many times and how frequently the system attempts to resend notifications that have failed.

This configuration also applies to the back-end deployment of Microsoft Outlook integration, which enables Cisco Unified MeetingPlace to send Microsoft Outlook calendar notifications for meetings that are scheduled from the Cisco Unified MeetingPlace end-user web interface.

Procedure


Step 1 Log in to the Administration Center.

Step 2 Select System Configuration > E-Mail Notifications > Notification Configuration.

Step 3 Configure the fields.

Step 4 Select Save.


Related Topics

Field Reference: Notification Configuration Page in the Administration Center Page References for Cisco Unified MeetingPlace module

Configuring the SMTP Servers

Enabling Microsoft Outlook Calendar Notifications for Meetings Scheduled from the Cisco Unified MeetingPlace End-User Web Interface

Configuring User Preferences for E-Mail Notifications

You can configure the behavior of e-mail notifications for each user group or individual user, for example:

E-mail type and format.

Whether notifications are sent for meeting updates or cancellations.

Who can send or receive notifications.

What notifications include, such as participant lists, meeting passwords, or attachments.

Before You Begin

To enable the use of the Microsoft Exchange or IBM Lotus Notes formats, you first need to set up the integrations. See the following at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guides_list.html:

Integration Note for Installing and Configuring Microsoft Outlook with Cisco Unified MeetingPlace

Integration Note for Installing and Configuring IBM Lotus Notes with Cisco Unified MeetingPlace

Avoid changing e-mail notification settings once Cisco Unified MeetingPlace is in use, because users might already rely on a certain behavior, such as having all invited meeting participants receive e-mail notifications for new or changed meetings. Changing that behavior may result in lost productivity. If you must change the e-mail notification settings after Cisco Unified MeetingPlace has been in use, then make sure that you alert your users to the changes.

You can configure the e-mail notification settings in user groups or user profiles. We recommend that you configure the settings in user groups to help you keep e-mail notification settings as consistent as possible across your user base.

Only users who have a valid E-mail address in the user profile may send or receive e-mail notifications. E-mail addresses cannot be configured in user groups.

Procedure


Step 1 Log in to the Administration Center.

Step 2 Select User Groups or User Profiles, depending on whether you want to configure a user group or an individual user profile.

Step 3 Select Edit or Add New, depending on whether you want to configure an existing or new user group or user profile.

Step 4 Configure these fields:

E-mail type and format

Fields in the Notifications section

Step 5 Select Save.


Related Topics

Field Reference: Add User Profile Page and Edit User Profile Page in the Administration Center Page References for Cisco Unified MeetingPlace module