Configuration and Maintenance Guide for MeetingPlace 7.1
Configuring Meetings
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Configuring Meetings for Cisco Unified MeetingPlace

Table Of Contents

Configuring Meetings for Cisco Unified MeetingPlace

Configuring Meetings and Ports

Configuring Reservationless Meetings

Configuring Continuous Meetings

Displaying Meeting Times Using a 12- or 24-Hour Clock

Configuring Parameters that Affect Sound and Video Quality

Configuring Meeting Categories

About Cisco Unified MeetingPlace Meeting Prefixes

Changing the Default Meeting Template for Meetings Scheduled From the End-User Web Interface

Changing the Default Meeting Template for Meetings Scheduled From Microsoft Outlook


Configuring Meetings for Cisco Unified MeetingPlace


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

Profiled users can schedule meetings to begin immediately or sometime in the future. Unlike a reservationless meeting, a scheduled meeting gives the scheduler control over meeting details. System administrators, in turn, have control over which parameters can be specified by meeting schedulers.

Configuring Meetings and Ports

Configuring Reservationless Meetings

Configuring Continuous Meetings

Displaying Meeting Times Using a 12- or 24-Hour Clock

Configuring Parameters that Affect Sound and Video Quality

Configuring Meeting Categories

About Cisco Unified MeetingPlace Meeting Prefixes

Changing the Default Meeting Template for Meetings Scheduled From the End-User Web Interface

Changing the Default Meeting Template for Meetings Scheduled From Microsoft Outlook

Restrictions

You can schedule a maximum of 4,500 meetings per 24-hour period and a maximum of 400,000 meetings overall. If you exceed either of these limits an alarm is generated.

Configuring Meetings and Ports

Before You Begin

Read the Planning the Capacity of your Cisco Unified MeetingPlace System module in the Planning Guide for Cisco Unified MeetingPlace to determine the port and capacity settings for your system.

Install the appropriate licenses. See the Installing and Managing Licenses for Cisco Unified MeetingPlace module.

Procedure


Step 1 Log in to the Administration Center.

Step 2 Select System Configuration > Meeting Configuration.

Step 3 Configure the fields.

Step 4 Select Save.


Related Topics

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

Configuring Recordings for Cisco Unified MeetingPlace module

Configuring Reservationless Meetings

Reservationless meetings begin immediately and have the following special characteristics:

Anyone may join a reservationless meeting, unless a meeting password is in use.

Anyone can access reservationless meeting recordings and attachments.

The meeting ID for a reservationless meeting is the Profile number of the meeting owner.

A meeting instance is created on demand when someone joins a meeting with a reservationless meeting ID. The meeting is terminated immediately when the last participant leaves.

By default, the meeting subject is the Last name of the meeting owner.

The system treats each instance of a reservationless meeting as a separate entity with its own unique conference ID, displayed as ConfNum in reports and exported data.

Participants who join a reservationless meeting before the owner does are placed in a waiting room (where they cannot communicate with each other) until the meeting owner arrives, unless the following statements are true:

The Allow any profiled user to initiate field on the Usage Configuration Page is set to Yes.

A profiled user starts the meeting from the telephone user interface (TUI).


Note For more information about reservationless meetings, see the User Guide for Cisco Unified MeetingPlace at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/products_user_guide_list.html.


Restrictions

Because meeting IDs cannot be longer than 17 digits, users with Profile numbers longer than 17 digits cannot own reservationless meetings.

Reservationless meeting IDs are permanently reserved and cannot be used for scheduled meetings.

E-mail notifications are not sent for reservationless meetings.

Reservationless meetings cannot be lecture-style meetings.

Before You Begin

Reservationless meetings are enabled by default. Therefore, you only need to perform this task in the following cases:

If you want to disable reservationless meetings either system-wide or for specific users.

If you previously disabled reservationless meetings and want to reenable them.

Many fields on the Meeting Configuration Page apply to reservationless meetings. Complete the "Configuring Meetings and Ports" section.

Procedure


Step 1 Log in to the Administration Center.

Step 2 Enable reservationless meetings on the system:

a. Select System Configuration > Usage Configuration.

b. Set the Enable reservationless meetings field to Yes.

c. (Optional) Configure these other fields:

Allow any profiled user to initiate

Bill initiator

TUI menu is reservationless only

Owner can press 2 in TUI to initiate

Step 3 Enable reservationless meetings for users:

a. Select User Configuration.

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

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

d. Set the Use reservationless field to Yes.

e. (Optional) Configure these other user profile fields:

Show reservationless meetings in public listing

Meeting password required

Reservationless allow Internet access

f. Select Save.

g. Repeat Step 3 for all user groups and user profiles for which you want to enable reservationless meetings.


Related Topics

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

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

Configuring Continuous Meetings

A continuous meeting is a type of scheduled, recurring meeting that reserves the meeting ID and ports indefinitely, so that participants may join the meeting at any time on any day. These special characteristics apply to continuous meetings:

A continuous meeting is in session only when at least one participant is in the meeting.

The system treats all instances of a continuous meeting as a single entity with common unique conference ID, displayed as ConfNum in reports and exported data.

Continuous meeting information does not appear in reports or exported data until after the meeting becomes empty.

Billing reports do not count the minutes during which continuous meetings are empty.

Restrictions

Only users of type System administrator can schedule continuous meetings.

Continuous meetings cannot be recorded.

A maximum of 1000 continuous meetings can be scheduled on the system.

Continuous meetings cannot expand port reservations as users join. If all the reserved ports for a continuous meeting are in use, then additional users may join the meeting only if floater ports are available. This restriction applies to audio and video ports.

It is common, however, to schedule continuous meetings with zero ports so that no resources are held when the meeting is not in session.

If a continuous meeting is not scheduled with reserved video resources, then video may be used only if Video floater ports are configured and are available at that time.A continuous meeting instance cannot exceed 24 hours, after which time the system drops all calls in the meeting. Nevertheless, meeting participants may immediately rejoin to restart the meeting.

In Cisco Unified Communications Manager environments, the length of each call is also limited by the Maximum Call Duration Timer service parameter in Cisco Unified Communications Manager. Continuous meeting participants whose calls are dropped for this reason may immediately rejoin the meeting.

We recommend that you disable the Maximum Call Duration Timer by setting it to 0. See "Configuring the Maximum Call Duration in Cisco Unified Communications Manager" in the Integrating Cisco Unified MeetingPlace with Cisco Unified Communications Manager module.

Before You Begin

Complete the "Configuring Meetings and Ports" section.


Note By performing this task, you grant System administrator privileges to the specified users.


Procedure


Step 1 Log in to the Administration Center.

Step 2 Select User Configuration > User Profiles.

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

Step 4 Set the Type of user field to System administrator.

This user will now see the continuous meeting option while scheduling recurring meetings.

Step 5 Select Save.

Step 6 Repeat Step 2 through Step 5 for all user profiles for which you want to enable the scheduling of continuous meetings.


Related Topics

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

Displaying Meeting Times Using a 12- or 24-Hour Clock

Procedure


Step 1 Log in to the Administration Center.

Step 2 Select System Configuration > Usage Configuration.

Step 3 In the 24-hour time field, select Yes to display meeting times by a 24-hour clock or select No to display meeting times by a 12-hour clock.

Step 4 Select Save.


Related Topics

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

Configuring Parameters that Affect Sound and Video Quality

Before You Begin

You must enable Quality of Service (QoS) in your network to minimize IP packet loss, packet delay, and delay variation (or jitter) of voice packets. In particular, you must enable Differentiated Services Code Point (DSCP), also called DiffServ, which is the QoS mechanism supported by Cisco Unified MeetingPlace.


Note The Cisco Unified MeetingPlace default DiffServ settings conform to the recommendations in the Cisco Unified Communications Solution Reference Network Design (SRND). If your network already conforms to these recommendations, then no QoS configuration is required.


Procedure


Step 1 Log in to the Administration Center.

Step 2 Select System Configuration > Call Configuration > Media Parameters.

Step 3 Configure the fields on the Media Parameters Page.

Step 4 Select Save.


Related Topics

Field Reference: Media Parameters Page in the Administration Center Page References for Cisco Unified MeetingPlace module

Cisco Unified Communications Solution Reference Network Design (SRND) at http://www.cisco.com/en/US/products/sw/voicesw/ps556/products_implementation_design_guides_list.html

Configuring Meeting Categories

Meeting categories help you organize reports. The system comes with a preconfigured meeting category named Standard, which cannot be deleted.

As the system administrator, you can add meeting categories and assign a default meeting category to each user group or user profile. You can also enable end users to specify the meeting category for each meeting they schedule. End users can use meeting categories to find meetings.

Procedure


Step 1 Log in to the Administration Center.

Step 2 Add or edit a meeting category:

a. Select System Configuration > Meeting Categories.

b. Select Add New, or select an existing meeting category.

c. Configure the fields.

d. Select Save.

e. Repeat Step 2 as required.

Step 3 Assign a default meeting category to a user group or user profile:

a. Select User Configuration.

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

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

d. Configure the Default meeting category field.

e. Select Save.

Step 4 Show or hide the Meeting Category option on the end-user web scheduling page:

a. Sign in to the end-user web interface by using your administrator-level profile.

a. Select Admin.

b. Select User Interface Fields.

c. Select Scheduling Details Page.

d. Enable or disable the meeting category field.


Related Topics

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

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

Exporting Meeting Categories in the Running Reports and Exporting Data from Cisco Unified MeetingPlace module

Importing Meeting Categories in the Importing Data into Cisco Unified MeetingPlace module

About Cisco Unified MeetingPlace Meeting Prefixes

When you schedule a meeting, Cisco Unified MeetingPlace attaches a prefix to an internally referenced meeting name. The prefix varies depending on the meeting configuration.


Note The meeting name described above is not displayed to the user. This meeting name is not related to the meeting identifier or dialing plan.


For example, you configure a meeting with the following settings:

Select System Configuration > Meeting Configuration > Global Settings.

You can select High Rate or Standard Rate:

Standard rate (384 kbps maximum)

High rate (2 Mbps maximum)

When you select Media Server Configuration > Resource Management > Meeting Types, the following service prefixes are available: 60001-60006.

There are two prefixes for standard rate (384 kbps):

60003: Standard Rate Video High Capacity Audio (Audio+Video 384)

60006: Standard Rate Video High Quality Audio (Audio+Video 384)

There are two prefixes for high rate (2 Mbps maximum):

60004: High Rate Video High Capacity Audio (Audio+Video (Capacity Plus) 2048 )

60005: High Rate Video High Quality Audio (Audio+Video (Capacity Plus) 2048)

Each MCU in your system has predefined services that must be the same on all the MCUs. Cisco does not recommend that you modify these services because doing so can cause your system to have problems. These predefined services correspond to quality of service including two options for audio and three (including "none") for video, giving you six service prefixes.

When a meeting starts, it has a predetermined setting for audio and video based primarily on system configuration. The system selects a service prefix by searching for a service on the MCU that matches the audio and video settings.

You configure your services in the admininistration center. For audio you can choose higher capacity G.711 and G.729 (without LEC on G.729) or lower capacity G.711 and G.729 with LEC, or G.722 and iLBC. For video you can choose between standard rate (384 Kb) and high rate (2048 Kb). These selections (including the option of no video) determines which of the six service prefixes are used. Note that these settings are global. You cannot choose your settings on a per-meeting basis.

Changing the Default Meeting Template for Meetings Scheduled From the End-User Web Interface

By default, meetings scheduled from the Cisco Unified MeetingPlace end-user web interface use the Collaborative meeting template.

Before You Begin

If you are not familiar with meeting templates, see "Meeting Templates" in the Creating and Modifying Meeting Templates and Layouts module.

Performing this task changes the system-wide default meeting template. Nevertheless, individual users can select a different meeting template while scheduling meetings.

Restriction

You cannot select a custom meeting template as the default meeting template. You can only choose from the following options: Collaborative, Presentation, and Webinar.


Caution Performing this task requires that you restart the Cisco Unified MeetingPlace Web Conferencing services. Proceed only during a scheduled maintenance period.

Procedure


Note When you restart the Web Server, all manual changes made to the registry are lost.



Step 1 On the Web Server, navigate to C:\Program Files\Cisco Systems\MPWeb\Template.

Step 2 Open the wcSchedBasics.tpl file using a text editor such as Wordpad.

Step 3 Find and change the order of the following lines, so that the line for the desired default meeting template appears before the others.

document.SchedForm.C_MeetingTemplate.options[ document.SchedForm.C_MeetingTemplate.length 
] = new Option( '(<!--#Cisco G_String JAVASC ID="9734"-->)', '<!--#Cisco MeetingTemplateID 
JAVASC name="{default-foxtrot-template-collaborative}"-->' );

document.SchedForm.C_MeetingTemplate.options[ document.SchedForm.C_MeetingTemplate.length 
] = new Option( '(<!--#Cisco G_String JAVASC ID="9735"-->)', '<!--#Cisco MeetingTemplateID 
JAVASC name="{default-foxtrot-template-presentation}"-->' );

document.SchedForm.C_MeetingTemplate.options[ document.SchedForm.C_MeetingTemplate.length 
] = new Option( '(<!--#Cisco G_String JAVASC ID="9736"-->)', '<!--#Cisco MeetingTemplateID 
JAVASC name="{default-foxtrot-template-webinar}"-->' );

Step 4 Save the updated file.

Step 5 Restart the Cisco Unified MeetingPlace Web Conferencing services.

Step 6 Repeat this procedure for all Web Servers in the internal cluster.



Note Setting the default meeting template does not affect meetings scheduled by copying an existing meeting.


Verifying

Log out of the Cisco Unified MeetingPlace end-user web interface, log back in, and then schedule a meeting. Verify that the desired meeting template is used by default.

Related Topics

Restarting All Web Conferencing Services in the Managing Cisco Unified MeetingPlace Web Conferencing Services module

Configuring the Cisco Unified MeetingPlace Web Conferencing User Interface module

Changing the Default Meeting Template for Meetings Scheduled From Microsoft Outlook

Changing the Default Meeting Template for Meetings Scheduled From Microsoft Outlook

By default, Cisco Unified MeetingPlace meetings that are scheduled from Microsoft Outlook use the Collaborative meeting template.

Before You Begin

This task requires familiarity with editing text files in the Linux environment, for example, by using the Linux vim command.

If you are not familiar with meeting templates, see "Meeting Templates" in the Creating and Modifying Meeting Templates and Layouts module.

Performing this task changes the system-wide default meeting template. Nevertheless, individual users can select a different meeting template while scheduling meetings.

Restriction

You cannot select a custom meeting template as the default meeting template. You can only choose from the following options: Collaborative, Presentation, and Webinar.


Caution Performing this task requires that you restart the Apache Tomcat services and the Cisco Unified MeetingPlace Web Conferencing services. Proceed only during a scheduled maintenance period.

Procedure


Step 1 Log in to the Application Server CLI as the mpxadmin user.

Step 2 Enter su to get root privileges.

Step 3 Navigate to the following directory:

/opt/cisco/meetingplace/web/current/bases/main/webapps/outlook/WEB-INF/classes/com/cisco/meetingplace/outlook/bundles

Step 4 View the BreezeTemplates.properties file.

[root@example-appserver bundles]# cat BreezeTemplates.properties 
3=Webinar
2=Presentation
1=Collaborative
ORDER=1, 2, 3

The current default template is item 1, which in this example (and by default) is the Collaborative template.

Proceed only if you want to specify a different default meeting template.

Step 5 Change the order by updating the order parameter so that the desired default meeting template (first item in the list) is item 1.

Step 6 Verify that the file is correct and that there are no typographical errors.

In the following example, the order is changed to use the Presentation template by default:

[root@example-appserver bundles]# cat BreezeTemplates.properties 
3=Webinar
2=Collaborative
1=Presentation
ORDER=2, 1, 3

Step 7 Restart the Apache Tomcat services.

[root@example-appserver bundles]# /etc/init.d/mpx_tomcat restart 

Step 8 Restart the Cisco Unified MeetingPlace Web Conferencing services.


Example

In the following example, the order is changed to use the Presentation template by default:

[root@example-appserver bundles]# cat BreezeTemplates.properties 
3=Webinar
2=Presentation
1=Collaborative
ORDER=1, 2, 3
[root@example-appserver bundles]# cat << END > BreezeTemplates.properties
> 3=Webinar 
> 2=Presentation
> 1=Collaborative 
> ORDER=2, 1, 3
> END 
[root@example-appserver bundles]# cat BreezeTemplates.properties 
3=Webinar
2=Presentation
1=Collaborative
ORDER=2, 1, 3
[root@example-appserver bundles]# /etc/init.d/mpx_tomcat restart 
Stopping tomcat:                                                 [ OK ]
Starting tomcat:                                                 [ OK ]
[root@example-appserver bundles]#

Verifying

Restart Microsoft Outlook and schedule a Cisco Unified MeetingPlace meeting. Verify that the desired meeting template is used by default.

Related Topics

How to Log in to the CLI in the Using the Command-Line Interface (CLI) in Cisco Unified MeetingPlace module

Restarting All Web Conferencing Services in the Managing Cisco Unified MeetingPlace Web Conferencing Services module

Enabling Cisco Unified MeetingPlace Scheduling from Microsoft Outlook module

Changing the Default Meeting Template for Meetings Scheduled From the End-User Web Interface