Configuration Guide for Cisco Unified MeetingPlace Release 8.5
Configuring Email Notifications
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Configuring Email Notifications for Cisco Unified MeetingPlace on MeetingPlace-Scheduled and Audio-Only Deployments

Table Of Contents

Configuring Email Notifications for Cisco Unified MeetingPlace on MeetingPlace-Scheduled and Audio-Only Deployments

Restrictions for Email Notifications

Configuring Click-to-Attend Links

Configuring the SMTP Servers

Configuring Email Notification Retries

Configuring User Preferences for Email Notifications


Configuring Email Notifications for Cisco Unified MeetingPlace on MeetingPlace-Scheduled and Audio-Only Deployments


Release 8.5
Revised: September 19, 2011 3:25 pm

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

Restrictions for Email Notifications

Configuring Click-to-Attend Links

Configuring the SMTP Servers

Configuring Email Notification Retries

Configuring User Preferences for Email Notifications

Restrictions for Email Notifications

Email notifications are not generated for reservationless meetings.

Email notifications are sent when the meeting length is modified for a scheduled meeting.

Only users who have a valid Email address in the user profile can send or receive email notifications.

Related Topics

Customizing Email Notifications for Cisco Unified MeetingPlaceon MeetingPlace-Scheduled and Audio-Only Deployments module

Configuring Click-to-Attend Links

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

Procedure


Step 1 Sign in to the Administration Center.

Step 2 Select System Configuration > Usage Configuration.

Step 3 Configure the fields in the Click-to-Attend Link Configuration (MeetingPlace-managed and audio-only deployments only) 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 email notifications, you must configure one of these:

At least one SMTP server

Microsoft Outlook integration


Note To send email 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 email notifications. If the system fails to send email 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 email notifications, do not perform this task. Instead, see the Integration Guide 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.

Procedure


Step 1 Sign in to the Administration Center.

Step 2 Select System Configuration > Email 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 Email Notifications

Configuring Cisco Unified MeetingPlace to Support TLS Encryption in the Enabling Microsoft Outlook Calendar Notifications for Meetings Scheduled from the MeetingPlace Web Scheduling Interface module

Configuring Email Notification Retries

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


Note If you instead want to trigger an immediate notification retry, select Save on either the SMTP Server Configuration Page or the Exchange Server Configuration Page.


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 web user portal.

Procedure


Step 1 Sign in to the Administration Center.

Step 2 Select System Configuration > Email 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 MeetingPlace Web Scheduling Interface module

Configuring User Preferences for Email Notifications

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

Email 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 or meeting passwords.

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 for further information:

Enabling Cisco Unified MeetingPlace Scheduling from Microsoft Outlook module

Integration Note for Installing and Configuring IBM Lotus Notes with Cisco Unified MeetingPlace at http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guides_list.html

Avoid changing email 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 email notifications for new or changed meetings. Changing that behavior can result in lost productivity. If you must change the email notification settings after Cisco Unified MeetingPlace has been in use, make sure that you alert your users to the changes.

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

Only users who have a valid Email address in the user profile can send or receive email notifications. Email addresses cannot be configured in user groups.

Restrictions

If you set up Cisco Unified MeetingPlace user profiles with the fields Can send notifications, Can receive notifications, and Send if meeting changes to Yes, these settings apply only to meetings that users schedule through Cisco Unified MeetingPlace. These settings do not apply if users schedule Cisco Unified MeetingPlace meetings through IBM Lotus Notes or through Microsoft Outlook.

Procedure


Step 1 Sign 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:

Email type and format

Fields in the Notifications (MeetingPlace-managed and audio-only)) section

Can send notifications

Can receive notifications

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