Table Of Contents
Customizing Text-Based Meeting Notifications
About Meeting Notifications
About Text-Based Meeting Notifications
Notification Templates for Meetings Scheduled Using Cisco Unified MeetingPlace for Outlook
Notification Templates for Meetings Scheduled Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime
About Customizing the Text-Based Notifications
About Customizing the Notifications for Meetings Scheduled Using Cisco Unified MeetingPlace for Outlook
Customizing the Meeting Details Templates
Customizing the Reservationless Meeting Template
About Customizing Notifications of Meetings Scheduled in Other Cisco Unified MeetingPlace Clients
Ensuring RTF Notifications for Meetings Scheduled in Other Cisco Unified MeetingPlace Clients
Customizing Notifications for Meetings Scheduled in Other Cisco Unified MeetingPlace Clients
Including Notification Details From MeetingTime: An Example
Customizing Text-Based Meeting Notifications
This chapter describes how to customize the text that users see when they open a meeting notification in their Microsoft Outlook inbox or calendar. Topics include the following:
•
About Meeting Notifications
•About Text-Based Meeting Notifications
•About Customizing the Text-Based Notifications
•Including Notification Details From MeetingTime: An Example
About Meeting Notifications
Meeting notifications are sent to meeting invitees when users schedule a meeting. By default, each notification includes a text notification that users see when they open a meeting notification, and a form-based notification that they see if they click the MeetingPlace tab.
You can customize either or both of these notifications.
•To customize the text-based notification, use the information in this chapter.
•To customize the form-based notification, see Chapter 6, "Customizing the Scheduling and Notification Forms."
About Text-Based Meeting Notifications
Text-based meeting notifications are generated by Cisco Unified MeetingPlace for Outlook using templates that you can customize.
Each template contains tags and text that represent the information that appears in a notification. When a notification is generated, Cisco Unified MeetingPlace for Outlook or the Cisco Unified MeetingPlace audio server replaces tags with information about the scheduled meeting, such as the date and time of the meeting, the link recipients can click to go directly to the web conference, or a toll-free number users can dial to join the voice conference.
Text-based notifications for meetings that are scheduled using Cisco Unified MeetingPlace for Outlook are generated from a different set of templates than notifications that are scheduled using Cisco Unified MeetingPlace Web Conferencing or MeetingTime.
Note Templates for Cisco Unified MeetingPlace for Outlook version 4.2.5 or earlier are not compatible with Release 5.3.
Notification Templates for Meetings Scheduled Using Cisco Unified MeetingPlace for Outlook
Meetings that are scheduled using Microsoft Outlook use the following notification templates, which all have a .rtf filename extension.
Note Do not edit these files by opening them in a text editor; use the procedure documented in About Customizing the Notifications for Meetings Scheduled Using Cisco Unified MeetingPlace for Outlook.
Template
|
Used To Generate
|
MPmessage.rtf
|
Meeting notifications for nonreservationless meetings that are scheduled using Cisco Unified MeetingPlace for Outlook that also do not include video conferencing.
|
mpMsgRsvl.rtf
|
Meeting notifications for reservationless meetings that are scheduled using Cisco Unified MeetingPlace for Outlook.
You do not need to customize this template if your system does not include reservationless functionality.
|
mpMsgVideoNot.rtf
|
Meeting notifications for meetings that include video conferencing and are scheduled using Cisco Unified MeetingPlace for Outlook.
You do not need to customize this template if your system does not include Cisco Unified MeetingPlace Video Integration.
|
Notification Templates for Meetings Scheduled Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime
Meetings that are scheduled using Cisco Unified MeetingPlace Web Conferencing or MeetingTime use these notification templates, which all have a .tpl filename extension:
Template
|
Used To Generate
|
NotifySchedule.tpl
|
Meeting notifications for meetings that are scheduled using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
|
NotifyReschedule.tpl
|
Update notices for meetings that were rescheduled using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
|
NotifyCancel.tpl
|
Cancellation notices for meetings that were canceled using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
|
NotifyScheduleVideo.tpl
|
Meeting notifications for meetings that include video conferencing and are scheduled using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
You do not need to customize this template if your system does not include Cisco Unified MeetingPlace Video Integration.
|
NotifyRescheduleVideo.tpl
|
Update notices for meetings that include video conferencing and were rescheduled using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
You do not need to customize this template if your system does not include Cisco Unified MeetingPlace Video Integration.
|
About Customizing the Text-Based Notifications
You can customize meeting notifications in the following general ways:
•Remove information that you do not want in notifications.
•Insert information that is not already included in notifications.
•Specify the order in which you want information to appear in notifications.
•Include other text in notifications, such as information about your company.
For example, you may want to add:
•Instructions on how to attend meetings and access attachments.
•Alternate phone numbers for your Cisco Unified MeetingPlace audio server, such as a toll free or in-company extension number.
•Special instructions for multiserver meetings.
•A list of invitees.
•Meeting recording information.
Useful information about the meeting, the scheduler, and the Cisco Unified MeetingPlace system already exists in the Cisco Unified MeetingPlace audio server. A list of tags you can use to add this information in to your notifications is in Appendix A, "Notification Items."
The meeting notification templates are editable Rich Text Formatting (RTF) files that you manually customize by changing tags and text. RTF support allows you to use text formatting like bold, italics, and color in your meeting notifications.
If you change one template, you should evaluate whether or not to change all of the templates your system uses. If your system does not include reservationless or video-conferencing capability, you do not need to customize those templates. Customize both types of templates:
•The templates for meetings that are scheduled from Outlook
•The templates for meetings that are scheduled from other Cisco Unified MeetingPlace clients
About Customizing the Notifications for Meetings Scheduled Using Cisco Unified MeetingPlace for Outlook
Customize the meeting details and reservationless meeting templates by adding, changing, or removing information from meeting invitations originating from Microsoft Outlook.
Customizing the Meeting Details Templates
To customize the templates for scheduled meetings (but not the template for reservationless meetings):
Step 1 Go to <drive>:\Program Files\Cisco Systems\MPWeb\mpoutlook and save a copy of the template you want to change. Template files are identified in Notification Templates for Meetings Scheduled Using Cisco Unified MeetingPlace for Outlook.
Do not open or edit the contents of the file yet.
Step 2 In the Windows Control Panel, double-click MeetingPlace Gateways, then click the Outlook Gateway tab.
Step 3 Click the Configure Client Setup button. The Configure Client Setup Utility opens.
Step 4 Click the Template tab.
Step 5 Choose the language of the template to edit. Each template must be edited separately for each language.
Step 6 Click the Edit button corresponding to the template you want to change. The template file opens in WordPad.
Step 7 In this file, add or delete text or tags. This adds or removes information from the meeting invitation. You can also format text with bold, italics, color, and so on.
A list of available tags is in Appendix A, "Notification Items." Use the tags that are in the column for .rtf templates.
Step 8 When you finish, save the file and exit WordPad.
Step 9 In the Configure Client Setup Utility, click Save, then click Close.
Step 10 Restart the Cisco Unified MeetingPlace Web Conferencing Service. In Windows, choose Start > Settings > Control Panel > Services. Right-click the Web Conferencing Service and choose Restart.
Customizing the Reservationless Meeting Template
To customize the template for reservationless meetings scheduled in Microsoft Outlook:
Step 1 Go to <drive>:\Program Files\Cisco Systems\MPWeb\mpoutlook and save a copy of mpMsgRsvl.rtf.
Do not open or edit the contents of the file yet.
Step 2 In the Windows Control Panel, double-click MeetingPlace Gateways, then click the Outlook Gateway tab.
Step 3 In the Outlook Gateway tab, click Configure Client Setup. The Configure Client Setup Utility opens.
Step 4 Click the Template tab.
Step 5 Choose the language of the template to edit. Each template must be edited separately for each language.
Step 6 Click the Edit button next to the reservationless option. The mpMsgRsvl.rtf file opens in WordPad.
Step 7 In this file, add or delete text or tags. This adds or removes information from the meeting invitation.
•A list of available tags is in Appendix A, "Notification Items." Use the tags that are in the column for .rtf templates.
•Do not copy and paste tags from other templates. This template uses different tags.
•Do not add any date or time tags to this template. Because reservationless meetings are not formally "scheduled," this information is not available when the notification is generated.
Step 8 When you finish, save the file and exit WordPad.
Step 9 In the Configure Client Setup Utility, click Save, then click Close.
Step 10 If you added a tag that takes its value from information you must enter into MeetingTime, make sure you have entered that information.
Step 11 Restart the Cisco Unified MeetingPlace Web Conferencing Service. In Windows, choose Start > Settings > Control Panel > Services. Right-click the Web Conferencing Service and choose Restart.
About Customizing Notifications of Meetings Scheduled in Other Cisco Unified MeetingPlace Clients
Template files for notifications for meetings scheduled from Cisco Unified MeetingPlace Web Conferencing or MeetingTime have a .tpl filename extension. Customize these files separately from the files that are used to generate notifications for meetings that are scheduled in Outlook.
You can add tags from the appropriate column in Appendix A, "Notification Items" to any .tpl template except NotifyCancel.tpl.
You must customize the templates for each language separately.
Ensuring RTF Notifications for Meetings Scheduled in Other Cisco Unified MeetingPlace Clients
Cisco Unified MeetingPlace for Outlook allows your users to receive notifications in RTF format. To ensure that users receive RTF notifications for meetings that are scheduled in clients other than Outlook, perform the following:
Step 1 Access the .tpl template files: Go to <drive>: \Program Files\Cisco Systems\Shared Components\MeetingPlace Notification Gateway.
Step 2 Save the .tpl files as type RTF, but keep the filename extension as .tpl.
Step 3 In the ConfigClient Utility, click the Notification Options tab, then check the Send notifications in RTF check box.
Step 4 On your Exchange Server, make sure the RTF setting for the Cisco Unified MeetingPlace for Outlook mailbox is on.
Customizing Notifications for Meetings Scheduled in Other Cisco Unified MeetingPlace Clients
Step 1 Go to <drive>: \Program Files\Cisco Systems\Shared Components\MeetingPlace Notification Gateway and save a copy of the template file you want to customize. Template files are identified in Notification Templates for Meetings Scheduled Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime.
Each template must be edited separately for each language.
Step 2 Using Microsoft WordPad, open the .tpl template file you want to customize.
Step 3 Make any modifications by adding or deleting text or tags. This adds or deletes information from the meeting notification.
•See Appendix A, "Notification Items" for a list of available tags. Use the tags that are in the column for .tpl templates.
•You can also format text with bold, italics, color, and so on.
Any item you add will appear in the same location in the meeting notification. Place important information at the top of the template to make it readily accessible to users.
Step 4 Save the template as an RTF file. Make sure the .tpl filename extension does not change.
Step 5 If you added a tag that takes its value from information you must enter into MeetingTime, make sure you have entered that information.
Including Notification Details From MeetingTime: An Example
The following procedure is an example of how you can specify information in MeetingTime and have that information inserted into meeting notifications.
In this example, you enter instructions for how to attend a meeting in to MeetingTime, and Cisco Unified MeetingPlace automatically puts that information into meeting notifications using tags that you include in the templates.
Step 1 Use the procedures in this chapter to insert the <!--#Cisco AttendMeetingHint --> and <!--#LATD AttendMeetingHint --> tags in to the templates you want to customize.
Step 2 Open MeetingTime and log in to the Cisco Unified MeetingPlace audio server.
Step 3 Double-click the Register Book and click the Configure tab.
Step 4 In the left side of the window, under Company Specific Information, click Company Information and then click Query.
Step 5 In the right side of the window, click in the value area of How to Attend Meeting and enter your customized information, such as:
To attend this meeting, call [insert Cisco Unified MeetingPlace phone number] at the time of the meeting and follow the prompts. Refer to the information contained in this notification for meeting details.
Step 6 When you finish, click OK.
Step 7 Click Save Changes.
Meeting notifications will now automatically include the How to Attend Meeting information you entered into MeetingTime.
Feedback
