Table Of Contents
Configuring E-Mail Meeting Notifications for Cisco Unified Conferencing for TelePresence
Restrictions
About E-Mail Meeting Notifications
About User Profiles and E-Mail Meeting Notifications
How to Edit Master Templates for E-Mail Meeting Notifications
Edit Master Template Configuration Settings
Editing Master Templates for E-Mail Notifications: Master Template (Advanced)
Editing Master Templates for E-Mail Notifications: Master Template (Basic)
How to Manage Language Property Files
Downloading a Language Property File
Uploading a Language Property File
Editing a Language Property File
Configuring E-Mail Meeting Notifications for Cisco Unified Conferencing for TelePresence
Revised: June 22, 2007, OL-11749-01
Topics in this section include:
•
Restrictions
•About E-Mail Meeting Notifications
•About User Profiles and E-Mail Meeting Notifications
•How to Edit Master Templates for E-Mail Meeting Notifications
•How to Manage Language Property Files
Restrictions
•You can only use the text (txt) format for Exchange e-mail notifications.
•Only the first twenty characters of the meeting subject appear in e-mail notifications.
•E-mail notifications are not sent when users modify only the meeting length for a scheduled meeting.
About E-Mail Meeting Notifications
Cisco Unified Conferencing for TelePresence includes e-mail notification templates that specify the information and its order to include in the notifications. These templates are used to send e-mail notifications from end-users' Outlook clients when a meeting is scheduled, rescheduled, or cancelled.
Although e-mail notification templates are editable, they are designed to be language-independent by containing data tags instead of e-mail message content. Each tag is translated by Cisco Unified Conferencing for TelePresence into text that is defined in editable language property files.
Template Types
Table 13-1 lists and describes the available e-mail notification templates.
Table 13-1 E-Mail Notification Templates
|
Template
|
Description
|
EmailBlast |
Version 1.1 does not support this template. |
NotifyCancel |
Notifies the meeting scheduler and invitees that a single-occurrence meeting was cancelled or that one occurrence of a recurring meeting was cancelled. |
NotifyCancelAll |
Notifies the meeting scheduler and invitees that all occurrences of a recurring meeting were cancelled. |
NotifyReSchedule |
Notifies the meeting scheduler and invitees that the meeting was rescheduled. |
NotifySchedule |
Notifies the meeting scheduler and invitees of a new scheduled meeting. |
E-Mail Notification Process
To send e-mail notifications to users, Cisco Unified Conferencing for TelePresence does the following:
1. Chooses the appropriate template, depending on the type of e-mail notification that is required.
2. Identifies the tags in the template:
a. Plain text in the template is left as plain text in the e-mail notification.
b. A dollar sign ($) indicates the beginning of a tag that is replaced by the definition in the language property file. For example:
c. A space or the end of a line indicates the end of a tag.
3. Checks which language property file to use.
4. Creates the e-mail notification by translating the tags in the template to the matching tag definitions in the language property file:
a. An equal (=) sign indicates the beginning of a tag definition. For example:
notify_to_join_meeting = To join the meeting
b. The end of a line indicates the end of a tag definition.
c. For each match, the mail system replaces the tag with the content defined in the language property file.
d. If there is no match, the tag is included in the e-mail notification, including the dollar sign ($).
e. Tag definitions may contain tags that are defined by other system components, such as the meeting ID. For example:
notify_details=The meeting details are:
notify_id=ID: $cisco_MTGID
5. Sends the e-mail notification to the end user's Outlook client, which in turn, sends it out to meeting attendees.
Sample E-mail Template and a Language Property File Content
The following sample shows the placement of the new tag at the beginning of an e-mail notification template:
$notify_meeting_subject $notify_meeting_name
$notify_date_time $notify_when
$notify_dur $notify_duration
$notify_frequency $notify_recur_pattern
The following sample shows the definition of the new tag in the U.S. English language property file:
##############################################
## English (USA) language property file ##
##############################################
notify_title=Cisco Unified Conferencing for TelePresence meeting notification
$custom_greeting=Good day. You have been invited to the following meeting:
notify_details=The meeting details are:
notify_mtg_id=Meeting ID:
notify_meeting_id=$cisco_MTGID
notify_id=ID: $cisco_MTGID
About User Profiles and E-Mail Meeting Notifications
•Both SMTP e-mail and Microsoft Outlook notifications use the e-mail notification templates in Cisco Unified Conferencing for TelePresence.
•Both SMTP e-mail and Microsoft Outlook notifications provide relevant meeting information.
•For meetings that are scheduled from the end-user web interface, notifications are sent as SMTP e-mail notification from Cisco Unified Conferencing for TelePresence.
•For meetings that are scheduled from the Microsoft Outlook Calendar:
–Invitees always receive Microsoft Outlook notifications.
–Microsoft Outlook sends a single notification to all invitees.
–Microsoft Outlook notifications can immediately update each invitee's Microsoft Outlook Calendar.
–The meeting scheduler receives Microsoft Outlook replies that indicate which attendees accepted or declined the invitation.
How to Edit Master Templates for E-Mail Meeting Notifications
•Edit Master Template Configuration Settings
•Editing Master Templates for E-Mail Notifications: Master Template (Advanced)
•Editing Master Templates for E-Mail Notifications: Master Template (Basic)
Edit Master Template Configuration Settings
Table 13-2 describes fields and provides values for the Edit Master Template pages.
Table 13-2 Fields on the Edit Master Template (Advanced) and Edit Master Template (Basic) Pages
|
Field
|
Edit Master Template Page
|
Description
|
Value
|
Template |
Basic and Advanced |
Which template is being modified: •NotifySchedule—New meeting scheduled •NotifyCancelAll—All meetings from the recurring chain cancelled •NotifyCancel—Meeting cancelled •NotifyReSchedule—Meeting rescheduled •EmailBlast—E-mail blast Restriction: EmailBlast is not supported. |
NotifySchedule/
NotifyCancelAll/
NotifyCancel/
NotifyReSchedule/
EmailBlast Default: NotifySchedule |
Format |
Basic and Advanced |
Whether to modify the HTML or text version of the template. Restriction: Only txt is supported. |
html/txt Default: html |
Language |
Advanced |
Which language property file to view and modify. Restriction: Only en_US is supported. |
Choose from the drop-down menu. Default: en_US (U.S. English) |
Editing Master Templates for E-Mail Notifications: Master Template (Advanced)
The Edit Master Template (Advanced) page has two editing areas:
•Left—Use the editing area on the left side of the page to modify the appearance of e-mail notifications.
•Right—Use the editing area on the right side of the page to modify language property files, which define the language.
•Tags are case-sensitive.
•Changes to the e-mail notification templates affect all e-mail.
Before You Begin
•Read the following sections:
–Restrictions
–About E-Mail Meeting Notifications
–Edit Master Template Configuration Settings
•Download and save a copy of the existing language property file before you modify it.
Procedure
Step 1 Log in to the Administration Center.
Step 2 Click System Configuration > E-Mail Service Administration > E-Mail Notification Template Configuration.
Step 3 Click Edit Master Template (Advanced).
Step 4 Modify the master template for e-mail notifications.
Tip Tags are case-sensitive.
Step 5 Click Preview to preview the template and close the preview window when finished.
Step 6 Click Save to save your changes.
or
Click Reset to return to the previously saved settings.
or
Click Cancel to exit without saving changes.
Editing Master Templates for E-Mail Notifications: Master Template (Basic)
Use the editing area on the Edit Master Template (Basic) page to modify the appearance of e-mail notifications; changes to the e-mail notification templates affect all e-mail.
Before You Begin
Read the following sections:
•About E-Mail Meeting Notifications
•Edit Master Template Configuration Settings
Procedure
Step 1 Log in to the Administration Center.
Step 2 Click System Configuration > E-Mail Service Administration > E-Mail Notification Template Configuration.
Step 3 Click Edit Master Template (Basic).
Step 4 Modify the master template for e-mail notifications.
Tip Tags are case-sensitive.
Step 5 Click Preview to preview the template and close the preview window when finished.
Step 6 Click Save to save your changes.
or
Click Reset to return to the previously saved settings.
or
Click Cancel to exit without saving changes.
How to Manage Language Property Files
Topics in this section include:
•Downloading a Language Property File
•Uploading a Language Property File
•Editing a Language Property File
Downloading a Language Property File
This task is useful for saving a copy of a working language property file before you edit it in case you decide to revert back to the previous version. You can also download a language property file to your computer, modify it using a text editor such as WordPad, and then upload the language property file to Cisco Unified Conferencing for TelePresence.
Procedure
Step 1 Log in to the Administration Center.
Step 2 Click System Configuration > E-Mail Service Administration > E-Mail Notification Template Configuration > Download a Language Property File.
Step 3 Choose the language property file to download.
Step 4 Click Download.
Step 5 Click Open to view the language property file.
or
Click Save to save the language property file.
Related Topics
•About E-Mail Meeting Notifications
•Editing a Language Property File
•Uploading a Language Property File
Uploading a Language Property File
This task is useful if you modify the language property file and want to revert to a previously downloaded language property file. You can also upload a language property file that you modified.
Before You Begin
The language property file that you upload must have the same filename as the existing language property file.
Tip To see the language property file name, download and save the language property file. The file name displays in the Save As window.
Procedure
Step 1 Log in to the Administration Center.
Step 2 Click System Configuration > E-Mail Service Administration > E-Mail Notification Template Configuration > Upload a Language Property File.
Step 3 Choose the language in the Language Name field.
Step 4 Click Browse in the Choose language file to upload field and navigate to the correct file.
Step 5 Click Upload.
Related Topics
•About E-Mail Meeting Notifications
•Downloading a Language Property File
•Uploading a Language Property File
Editing a Language Property File
Use this procedure to edit a language property file. Tags are case-sensitive and changes to the language property files affect all e-mail.
Before You Begin
•Read the "About E-Mail Meeting Notifications" section.
•Download and save a copy of the existing language property file before you modify it.
Procedure
Step 1 Log in to the Administration Center.
Step 2 Click System Configuration > E-Mail Service Administration > E-Mail Notification Template Configuration > Edit Language Property File.
Step 3 In the Language: field, choose the language property file to edit.
Step 4 Modify the language property file.
Step 5 Click Save to save your changes.
or
Click Reset to return to the previously saved settings.
or
Click Cancel to exit without saving changes.
Related Topics
•Downloading a Language Property File
•Uploading a Language Property File
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