User Guide for Cisco Unified MeetingPlace for IBM Lotus Notes Release 8.5 (MeetingPlace Scheduling)
Meetings
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Meetings

Meetings

Limitations When Scheduling Cisco Unified MeetingPlace Meetings From IBM Lotus Notes

The following limitations apply when you schedule Cisco Unified MeetingPlace meetings from IBM Lotus Notes:


  • You cannot invite video terminals.

  • You cannot schedule continuous meetings.

  • You cannot convert scheduled meetings to reservationless meetings.

  • You cannot convert reservationless meetings to scheduled meetings.

  • You cannot convert an IBM Lotus Notes meeting to a Cisco Unified MeetingPlace meeting. This is also known as associating a meeting with Cisco Unified MeetingPlace.

  • You cannot convert a Cisco Unified MeetingPlace meeting to an IBM Lotus Notes meeting. This is also known as disassociating a meeting from Cisco Unified MeetingPlace.

  • Any invitees you add when scheduling from the Lotus Notes client do not display when viewing meeting details from the end-user web interface.

  • The method of attending option to "Have system find user" is not supported for users who are invited to a meeting from Lotus Notes.

Scheduling a Meeting

Before You Begin
  • This procedure is based on IBM Lotus Notes Release 8. The interface may differ slightly for other releases of IBM Lotus Notes.

  • Depending on how you customize your IBM Lotus Notes Calendar Entry form, some Cisco Unified MeetingPlace scheduling parameters and options might not be available.

  • Attachments are not uploaded to the Cisco Unified MeetingPlace server. However, they are available in your notifications and calendar entries.


Procedure
Step 1   Sign in to IBM Lotus Notes and open your IBM Lotus Notes calendar.
Step 2   Double-click any date or time in your calendar.
Step 3   Enter your meeting information, such as the subject, start and end times, and meeting description.
Step 4   (Optional)To schedule a recurring meeting, select Repeat and enter your settings in the Repeat Options window.
  • Cisco Unified MeetingPlace does not support all of the repeat meeting options offered by IBM Lotus Notes.

  • For Specify Exceptions, select Don’t Move. Cisco Unified MeetingPlace for IBM Lotus Notes does not support moving individual meetings in a recurring chain.

Step 5   Invite people to your meeting.
  1. Select Required.
  2. Highlight the name of a person that you want to invite and select Required, Optional, or FYI.
  3. Repeat these steps for each person that you want to invite.
Note   

You cannot invite video terminals from the IBM Lotus Notes calendar.

Step 6   Select Yes, create a new meeting to make this a Cisco Unified MeetingPlace meeting.
Note   

Depending on the "Auto Profile Synchronization" setting in the MeetingPlace tab (in the Calendar Preference window), you may have the Make this a MeetingPlace button. In this case, when you press the button, "Yes, create a new meeting" is automatically selected.

Step 7   Enter the Cisco Unified MeetingPlace parameters.
Step 8   (Optional)Select Click for advanced scheduling information for Cisco Unified MeetingPlace to set additional options.
Step 9   Select the Find Available Times tab and review the availability of invitees, scheduled rooms, and scheduled resources.
Step 10   (Optional)Add attachments.
  1. Click the Description tab.
  2. Click Attach.

    If the Execution Security Alert window opens, select Start trusting the signer to execute this action and click OK. (The system might display this window the first time that you use the calendar to schedule a Cisco Unified MeetingPlace meeting. The system will not display this security alert again.)

  3. Navigate to the file that you want to attach.
  4. Highlight the file that you want to attach and click Create.

    The system includes the attachments with the meeting invitation.

  5. Repeat these steps for each attachment that you want to append.
Step 11   Select Save and Send Invitations.

Troubleshooting Tips

If you are using more than one Cisco Unified MeetingPlace system, the last set of login information is stored for your next login.

Scheduling a Reservationless Meeting

A reservationless meeting begins immediately. Invitees enter your reservationless ID to sign in to the meeting.

Before You Begin
  • This procedure is based on IBM Lotus Notes Release 8. The interface may differ slightly for other releases of IBM Lotus Notes.

  • Depending on how you customize your IBM Lotus Notes Calendar Entry form, some Cisco Unified MeetingPlace scheduling parameters and options might not be available.

  • Attachments are not uploaded to the Cisco Unified MeetingPlace server. However, they are available in your notifications and calendar entries.


Procedure
Step 1   Sign in to IBM Lotus Notes and open your IBM Lotus Notes calendar.
Step 2   Double-click any date or time in your calendar.
Step 3   Enter a subject for the meeting.
Step 4   Scroll down and select Use my reservationless ID.
Note   

Depending on the "Auto Profile Synchronization" setting in the MeetingPlace tab (in the Calendar Preference window), you may have the Make this a MeetinPlace button. In this case, when you press the button, you can then scroll down and select "Use my reservationless ID".

Step 5   Select the Find Available Times tab and review the availability of invitees, scheduled rooms, and scheduled resources.
Step 6   (Optional)Add attachments.
  1. Click the Description tab.
  2. Click Attach.

    If the Execution Security Alert window opens, select Start trusting the signer to execute this action and click OK. (The system might display this window the first time that you use the calendar to schedule a Cisco Unified MeetingPlace meeting. The system will not display this security alert again.)

  3. Navigate to the file that you want to attach.
  4. Highlight the file that you want to attach and click Create.

    The system includes the attachments with the meeting invitation.

  5. Repeat these steps for each attachment that you want to append.
Step 7   Select Save and Send Invitations.

Troubleshooting Tips

If you are using more than one Cisco Unified MeetingPlace system, the last set of login information is stored for your next login.

Rescheduling a Meeting

When you reschedule a meeting, you must use the same interface you used when scheduling that meeting originally. For example, if you scheduled the meeting from Cisco Unified MeetingPlace for IBM Lotus Notes, reschedule it from IBM Lotus Notes. If you scheduled the meeting from the Cisco Unified MeetingPlace web user portal, reschedule it from the web user portal. Meeting update notices might not be sent out if a meeting is rescheduled using a different interface.

Before You Begin
  • This procedure is based on IBM Lotus Notes Release 8. The interface may differ slightly for other releases of IBM Lotus Notes.

  • You must have already scheduled a single or a recurring meeting.


Procedure
Step 1   Sign in to IBM Lotus Notes and open your IBM Lotus Notes calendar.
Step 2   Double-click the entry of the Cisco Unified MeetingPlace meeting that you want to reschedule.
Step 3   Select Owner Actions > Reschedule.
Tip   

Alternatively, you can drag and drop the meeting entry to a new date or time.

Step 4   In the Reschedule Options window, change the date or the start and end times.
Step 5   Select Check Schedules to check your schedule and those of your invited guests.
Step 6   (Optional)To include a comment on the updated meeting notification, check Include additional comments on notice and select OK.

You enter the comment in Step 8.

Step 7   (Optional)If this is a recurring meeting, choose which instances of the meeting you want to reschedule and select OK.
Step 8   (Optional)If you chose to include a comment on the meeting notice in Step 6, enter the comment now and select OK.

Cisco Unified MeetingPlace reschedules the meeting and updates your calendar. Invitees receive a notification that the meeting has been updated.


Canceling a Meeting

Before You Begin
  • This procedure is based on IBM Lotus Notes Release 8. The interface may differ slightly for other releases of IBM Lotus Notes.

  • Only the person who scheduled the meeting can cancel the meeting.


Procedure
Step 1   Sign in to IBM Lotus Notes and open your IBM Lotus Notes calendar.
Step 2   Double-click the entry of the Cisco Unified MeetingPlace meeting that you want to cancel.
Step 3   Select Owner Actions > Cancel.
Step 4   Select a cancellation option.
Note   

Selecting Remove the Meeting from the Calendar view but leave it in the Entries and Notices view retains a listing of the meeting in your Meetings view.

Step 5   (Optional)To include a comment on the updated meeting notification, check Include additional comments on notice and select OK.

You enter the comment in Step 7.

Step 6   (Optional)If this is a recurring meeting, choose which instances of the meeting you want to cancel then select OK.
Step 7   (Optional)If you chose to include a comment on the cancellation notice in Step 5, enter the comment now and select OK.

The system removes the meeting entry from both your IBM Lotus Notes calendar and the Cisco Unified MeetingPlace server.


Attending a Meeting

Before You Begin
  • This procedure is based on IBM Lotus Notes Release 8. The interface may differ slightly for other releases of IBM Lotus Notes.

  • You must have already accepted the meeting invitation. To do that, open the meeting notification in your Inbox and select Respond > Accept.


Procedure
Step 1   Sign in to IBM Lotus Notes and open your IBM Lotus Notes calendar.
Step 2   Double-click the entry of the Cisco Unified MeetingPlace meeting that you want to attend.

If the meeting is about to start or is in progress, the Cisco Unified MeetingPlace section of the calendar entry displays a Connect Me section. This section contains the Connect button. If your system has been configured for audio-only meetings, this section contains audio connection options. If your system has been configured for web-only meetings, you will not see any audio options in this section.

  • For audio-only systems, continue to Step 3.
  • For web-only systems, continue to Step 4.
Step 3   For audio-only systems: complete the following to join the audio portion of the meeting:
  1. Check Select how MeetingPlace calls you.
  2. Select Use my phone number.
  3. Enter your phone number.
  4. Select Connect.

Cisco Unified MeetingPlace connects you to the audio meeting.

Step 4   Select Connect.

Cisco Unified MeetingPlace connects you to the web meeting. To add audio after you are in the web meeting, either click the phone icon to have Cisco Unified MeetingPlace call you, or dial the call-in number listed.


Troubleshooting Tips

If you have attended Cisco Unified MeetingPlace meetings in the past and Cisco Unified MeetingPlace recognizes your user ID and password, the system connects you directly to the meeting room where you can participate in the web meeting.