Configuration Guide for Cisco Unified MeetingPlace Release 8.5
Installing MeetingPlace Conference Manager
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Installing MeetingPlace Conference Manager

Table Of Contents

Installing MeetingPlace Conference Manager

Downloading and Installing MeetingPlace Conference Manager

MeetingPlace Conference Manager Updates

Uninstalling MeetingPlace Conference Manager

Configuring MeetingPlace Conference Manager

Changing the Look and Feel of MeetingPlace Conference Manager

Differences Between MeetingPlace Conference Manager Release 8.0 and Release 8.5

Meeting Scheduling and Rescheduling Behavior

Default Meeting View

In-Session Monitoring

User Management


Installing MeetingPlace Conference Manager


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

The MeetingPlace Conference Manager application allows system administrators and Help Desk personnel to manage and monitor the audio component of active Cisco Unified MeetingPlace meetings.

Downloading and Installing MeetingPlace Conference Manager

MeetingPlace Conference Manager Updates

Uninstalling MeetingPlace Conference Manager

Configuring MeetingPlace Conference Manager

Changing the Look and Feel of MeetingPlace Conference Manager

Differences Between MeetingPlace Conference Manager Release 8.0 and Release 8.5

Downloading and Installing MeetingPlace Conference Manager

Before You Begin

You must have Java JRE 6.0 or later and Java Web Start installed. For best performance, we recommend that you install the latest version of Java JRE.

You must have a Cisco Unified MeetingPlace profile with either System Manager or Attendant privileges.

(MeetingPlace-managed only) Configure the click-to-attend links in the Administration Center. See "Configuring Click-to-Attend Links" in the Configuring Email Notifications for Cisco Unified MeetingPlace on MeetingPlace-Scheduled and Audio-Only Deployments module.

Restriction

If you have a system configured for MeetingPlace-managed, do not install MeetingPlace Conference Manager on a Cisco Unified MeetingPlace Web Server that is running the Cisco Security Agent (CSA). CSA blocks the MeetingPlace Conference Manager-required connection from the Web Server to the Application Server.

Procedure


Step 1 Sign in to the Administration Center.

Step 2 Select Services > Download MeetingPlace Conference Manager.


Note If you do not have Java JRE 6.0 or later installed, selecting the download link will automatically take you to the Sun download site.


Step 3 Select the link to download MeetingPlace Conference Manager.

Step 4 Choose to save the meetingmanager.jnlp file.

Java Web Start downloads all required files.

Step 5 Double-click the meetingmanager.jnlp icon to start the installation.

Step 6 (Optional) If Java Web Start prompts you for your user credentials, enter your Cisco Unified MeetingPlace username and password to authorize the download from the Application Server.

Step 7 (Optional) If you receive a security warning, select OK.

Step 8 Select Accept for the license agreement.

Wait for the installation to finish.


MeetingPlace Conference Manager Updates

MeetingPlace Conference Manager is a Java Swing-based desktop application. Java Web Start regularly contacts the Cisco Unified MeetingPlace Application Server from which the application is installed to check if there is a newer version available. If a newer version is available, it is automatically downloaded and started.

If the server version could not be checked, the current (cached) version of MeetingPlace Conference Manager is started.


Note Java Web Start might prompt users to provide their Cisco Unified MeetingPlace credentials to access the Application Server.


Uninstalling MeetingPlace Conference Manager

You can uninstall MeetingPlace Conference Manager by using the Add/Remove Programs feature that comes with your operating system or from the Java Control Panel.

If you have problems uninstalling MeetingPlace Conference Manager, first uninstall Java JRE and then uninstall MeetingPlace Conference Manager by using the Add/Remove Programs feature.

Configuring MeetingPlace Conference Manager

MeetingPlace Conference Manager automatically inherits the Network Settings defined in the Java Control Panel. Java Control Panel, a part of the standard OS Control Panel, is the main configuration utility for all Java Web Start-based applications.

For example, if MeetingPlace Conference Manager needs to use a proxy server to access a Cisco Unified MeetingPlace Application Server, make sure that you first define the proxy setting in the Java Control Panel.

For more information, see the Java Control Panel documentation.

Changing the Look and Feel of MeetingPlace Conference Manager

Before You Begin

If you have not opened the application, double-click the meetingmanager.jnlp icon on your desktop.

Procedure


Step 1 Select the Properties button.

The Application Properties window displays.

Step 2 Choose one of the available Look and Feel drop-down menu options.

Step 3 Select OK.


Differences Between MeetingPlace Conference Manager Release 8.0 and Release 8.5

This section describes key differences between MeetingPlace Conference Manager Release 8.0 and Release 8.5. Differences are organized according to deployment where appropriate.

Meeting Scheduling and Rescheduling Behavior

Default Meeting View

In-Session Monitoring

User Management

Meeting Scheduling and Rescheduling Behavior

Most of the following scheduling and rescheduling differences impact the Main window and the Scheduling window.

Release 8.0
MeetingPlace-Scheduling and/or Audio-Only Deployments in Release 8.5
WebEx-Scheduling Deployment in Release 8.5

Users can schedule and reschedule meetings from Conference Manager

Users can schedule and reschedule meetings from Conference Manager

Users cannot schedule or reschedule meetings from Conference Manager.The Schedule/Edit buttons on the main screen are disabled and the Edit menu option on the right-click menu is removed.

Users can select the Go To Meeting Page option to go to the meeting details page on the Cisco Unified MeetingPlace web user portal via a click-to-attend link.

No change from Release 8.0.

Note MeetingPlace-managed deployments only.

Users can select the Go To Meeting Page option to go to the meeting details page on Cisco WebEx.

Users can edit some meeting details, such as entry/exit announcements, while the meeting is in session.

No change from Release 8.0.

Users cannot change in-session meeting parameters.

Users have the option to schedule Reserve All Ports meeting

No option to schedule Reserve All Ports meeting. Users can schedule meetings in which they reserve all ports by selecting the Maintenance > Maintenance Configuration option from the Cisco Unified MeetingPlace Administration Center.

N/A

Scheduling meetings from Conference Manager is not supported for this deployment type.

User can reserve audio ports from the Scheduling window in Conference Manager.

No option to reserve audio ports from Conference Manager.

N/A

Scheduling meetings from Conference Manager is not supported for this deployment type.


Default Meeting View

Release 8.0
MeetingPlace-Scheduling and/or Audio-Only Deployments in Release 8.5
WebEx-Scheduling Deployment in Release 8.5

Meetings are hosted on a single server. Default meeting view is of a single server.

No change from Release 8.0.

Since WebEx-scheduling deployments are multinode systems, the default meeting view displays meetings on the whole system.

System displays the name of the Node and Site where the meeting is or was hosted.

Users can filter by Node or Site name when searching for meetings.

Meetings are displayed in the default meeting view when they are scheduled.

No change from Release 8.0.

Meetings are displayed in the default meeting view when they start. All meetings scheduled from WebEx are reservationless so there is no real scheduling time.

Users do not have the option to filter by start and end times.

Users can filter meetings by start and end times to better customize their search results.

Users can filter meetings by start and end times to better customize their search results.

Meetings are displayed in one of the following meeting states: Not Started, In Session, Ended, and Waiting.

No change from Release 8.0.

Meetings are displayed in the global list of meetings in one of the following meeting states: In Session or Ended.

Meetings initiated from the phone for which there is no web conferencing component can still be in the Waiting state, but this is only visible on the In-Session monitoring window. In the global list of meetings, these meetings are displayed as In-Session.

Meeting subject field reflects whatever the user entered for this parameter.

No change from Release 8.0.

Meeting subject field displays the last name of the meeting scheduler. It does not reflect the actual meeting subject as defined on Cisco WebEx.


In-Session Monitoring

Release 8.0
MeetingPlace-Scheduling and/or Audio-Only Deployments in Release 8.5
WebEx-Scheduling Deployment in Release 8.5
General

Lock meeting action locks meeting on both audio and web.

No change from Release 8.0.

Note Audio-only deployments refer to the audio component only.

Lock meeting action locks the audio meeting only. Users can still attend the web meeting.

Users can start meeting recordings of both audio and web components from Conference Manager.

No change from Release 8.0.

Note Audio-only deployments refer to the audio component only.

Users cannot start meeting recordings from Conference Manager.

End Meeting option ends the audio meeting only. The web meeting is still in-session.

No change from Release 8.0.

Note Audio-only deployments refer to the audio component only.

End Meeting option ends both the audio and web meeting.

The "# of calling sites" parameter displays the number of scheduled audio ports.

The "# of calling sites" parameter is no longer displayed since audio ports are no longer scheduled.

The "# of video ports" parameter has been removed.

The "# of calling sites" parameter is no longer displayed since audio ports are no longer scheduled.

The "# of video ports" parameter has been removed

The "Meeting subject" field displays what the user entered for this field during scheduling.

No change from Release 8.0.

The "Meeting subject" field displays the last name of the meeting scheduler.

Fields pertaining to MeetingPlace-scheduling are displayed. For example, Who can attend, Internet access, Attachments and Recordings.

No change from Release 8.0.

Note MeetingPlace-managed deployments only.

Fields pertaining to MeetingPlace-scheduling are not displayed. For example, Duration, Contact, Who can attend, Internet Access, Attachments and Recordings.

System displays Meeting template and Web provider options.

Meeting template and Web provider fields have been removed in this release. The Web provider is always Cisco WebEx. The Meeting template parameter is not used.

Note MeetingPlace-managed deployments only.

Meeting template and Web provider fields have been removed in this release. The Web provider is always Cisco WebEx. The Meeting template parameter is not used.

The "Meeting Phone #" field displays the first phone number that is configured in the Access Information section of the Usage Configuration page.

No change from Release 8.0.

The "Meeting Phone #" field is empty.

Passwords are supported for meetings scheduled from both the web and the phone.

No change from Release 8.0.

Passwords are supported for meetings scheduled from both the web and the phone. However, passwords that are set during the scheduling of a web meeting will not be displayed in MeetingPlace Conference Manager

Meeting invitees are displayed in the Conference Manager roster.

No change from Release 8.0.

Since Conference Manager has no awareness of who was invited to the meeting from Cisco WebEx, meeting invitees are not displayed in the Conference Manager roster.

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The Meeting summary window includes a button called Go to Web Meeting Page that takes users to the Meeting details page on Cisco WebEx. Users can view additional meeting details and join the web meeting from this page.

Use of this button is limited to in-session meetings only.

Attending a Web Meeting

Profiled users and guest users who attend from the web are correctly displayed in the Participant list in Conference Manager.

Data conference icon indicates that the participant is attending from the web.

The correct number of web participants are displayed in the Attendance field.

No change from Release 8.0.

Note MeetingPlace-managed deployments only.

Conference Manager has no indication of how many participants are participating from the web. As a result, the "# of web participants" parameter has been removed.

Web-only participants can be renamed from Conference Manager.

Users in a WebEx web meeting room do not see the rename in the Participant list.

Web-only participants can be renamed from Conference Manager.

The change is not propagated to Cisco WebEx so users do not see the rename in the Participant list.

Note MeetingPlace-managed deployments only.

Web-only participants are not displayed in the Conference Manager roster so there is no option to rename them.

Web-only participants cannot be ejected from the meeting. The option is disabled.

No change from Release 8.0.

Note MeetingPlace-managed deployments only.

Web-only participants are not displayed in the Conference Manager roster so there is no option to eject them.

Web-only participants cannot be moved to a breakout session. The option is disabled.

No change from Release 8.0.

Note MeetingPlace-managed deployments only.

Web-only participants are not displayed in the Conference Manager roster so there is no option to move them.

Dial Out from Cisco WebEx Web Meeting Room

Audio participants dialed into the meeting from the web meeting room are displayed as guest users in the Conference Manager roster. Their displays are not merged with their corresponding web presence. In other words, while the web meeting room displays a single user as participating on both audio and web, Conference Manager displays two separate users--a profiled user who is participating from the web, and a guest user who is participating from audio.

(Release 8.5.1) No change from Release 8.0. MeetingPlace-managed deployments only.

(Release 8.5.2) Conference Manager displays the full name of any participants who are dialed into the meeting. The name of the participant is displayed in the same format as seen in the WebEx meeting room (first and last name).

(Release 8.5.1) Audio participants dialed into the meeting from the web meeting room are displayed as guest users in the Conference Manager roster. While the web meeting room displays a single user as participating on both audio and web, Conference Manager displays one participant on audio only (displayed as a guest user).

(Release 8.5.2) Conference Manager displays the full name of any participants who are dialed into the meeting. The name of the participant is displayed in the same format as seen in the WebEx meeting room (first and last name).

If users joined the meeting by having the system dial out to them, ejecting them from the meeting affects the audio portion only:

Users are removed from the roster in Conference Manager

The audio icon is removed from their display in the web meeting room

Their name is still displayed in the web meeting room if they were also participating in the web meeting.

No change from Release 8.0.

Note MeetingPlace-managed deployments only.

If users joined the meeting by having the system dial out to them, ejecting them from the meeting affects the audio portion only:

Users are removed from the roster in Conference Manager

Since they have been removed from the audio meeting, the audio icon is removed from their display in the web meeting room

Users are not removed from the web meeting.

Dial Out from Conference Manager to a Profiled User (or Dial In as a Profiled User)

In this case the dial out is initiated from Conference Manager by using the Add Participant feature.

If users join one meeting component (such as the audio or web meeting) then later join the other component, the following occurs:

Their names in the Conference Manager roster are merged

Their names in the web meeting room are not merged. Rather, users see one entry for their participation in the audio meeting and a separate entry for their participation in the web meeting.

(Release 8.5.1) No change from Release 8.0. Audio-only deployments refer to the audio component only.

(Release 8.5.2) Conference Manager displays the full name of any participants who are dialed into the meeting. The name of the participant is displayed in the same format as seen in the WebEx meeting room (first and last name).

(Release 8.5.1) No change from Release 8.0.

(Release 8.5.2) Conference Manager displays the full name of any participants who are dialed into the meeting. The name of the participant is displayed in the same format as seen in the WebEx meeting room (first and last name).

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Phone numbers are not pre-populated for users whose profiles are WebEx-managed. Phone numbers must be manually entered through the Cisco WebEx Administration Site.

Ended Meeting

Duration field in the Ended meeting window displays the duration of the audio component only.

No change from Release 8.0.

Duration field in the Ended meeting window displays the actual meeting duration (not just the duration of the audio component).

Participant attendance is displayed on the Attendance info tab. Both audio and web participants are displayed, either separately or jointly. Each participant entry includes the duration.

No change from Release 8.0.

Note Audio-only deployments refer to the audio component only.

Participant attendance is displayed on the Attendance info tab. Only audio/video participants are displayed. Each participant entry includes the duration. The Attendance history tab additionally shows the times of joining and leaving.

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Go To Web Meeting Page button is disabled.


User Management

Release 8.0
MeetingPlace-Scheduling and/or Audio-Only Deployments in Release 8.5
WebEx-Scheduling Deployment in Release 8.5

Adding and deleting all types of users is supported.

No change from Release 8.0.

In deployments with MeetingPlace-managed profiles, adding and deleting users of all types is supported.

In deployments with WebEx-managed profiles, adding users is allowed but with the following restrictions:

You can only add users of type Attendant and System Manager.

The profiles of added users are managed by MeetingPlace. These profiles are not synchronized to WebEx.

The purpose of these user profiles is to be used as local System Managers or Attendants for performing administrative tasks and meeting monitoring. These user profiles cannot be used to schedule or host Cisco WebEx meetings.

Editing all types of users is supported.

No change from Release 8.0.

In deployments with MeetingPlace-managed profiles, editing all types of users is supported.

In deployments with WebEx-managed profiles, editing is allowed but the following fields are not displayed:

User password

User password confirm

Last changed (user password)

Force user password change at next sign-in

Can host WebEx meetings

Fields that have been synchronized with the WebEx user profile are grayed out.

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The following parameters are new in this release and deployment:

Force user password change at next sign-in

Force PIN change at next sign-in

Alternate phone number 2

The following parameters are new in this release and deployment:

Force user password change at next sign-in

Force PIN change at next sign-in

Alternate phone number 2

Preferred site

--

The following parameters have changed in this release and deployment:

"Can host Audio/Video meetings" replaces "Video usage"

"Can host WebEx meetings" replaces "Allow hosting web meetings"

"Screened entry" is only available in Audio-only deployments.

The following parameters have changed in this release and deployment:

"Can host Audio/Video meetings" replaces "Video usage"

"Can host WebEx meetings" replaces "Allow hosting web meetings"

--

The following parameters are no longer available in this release and deployment:

Schedule home server

Scheduling restriction

Disable roll call

The following parameters are no longer available in this release and deployment:

Schedule home server

Scheduling restriction

Disable roll call

E-mail type and format

Method of attending

Search order for find me

User ID of delegate

Meeting category

Maximum meeting length

Can dial-out

Maximum TUI dial-out attempts per meeting

Can send notifications

Can receive notifications

Auto attend mode

Auto attend requires PIN

Can record meetings

Recordings and attachments section

Who can attend

Show meetings in public listing

Show reservationless meetings in public listing

Meeting extension announcement

Allow Internet access

Reservationless allow Internet access

Notifications section

Flex fields section