Advanced options define the interactions between the Workflow Suite and the Poly RealPresence DMA, the Workflow Suite Easy Schedule monitored mailbox, and the options and information returned to the Easy Schedule App add-in.
Procedure
1. Login to the Workflow Suite’s administrative interface with an account with administrator privileges. https://<workflowSuiteEnvironmentFqdn>/admin
2. Select Configuration from the top menu bar then the Environment tab 3. Select the Environment you wish to configure the Easy Schedule for 4. Go to Settings expand Advanced Options
5. Next to Advanced Options click Properties and select DMA Lookup Settings, DMA Lookahead and Easy Schedule Monitored Mailbox
6. Click Save
7. Expand Easy Schedule Monitored Mailbox
Note: The Easy Schedule monitored mailbox will be added as an invited attendee to the ‘To’ field during creation/modification of a meeting invitation by the Easy Schedule add-in for Outlook / Outlook Web Application. Workflow Suite polls Exchange for Easy Schedule meeting invitations sent to the monitored mailbox with a start and/or end date 24 hours prior, or up to 7 days after the current date and time.
8. Under Email enter the primary SMTP of the Easy Schedule monitored Mailbox 9. Under Domain enter the Active Directory NETBIOS domain name
10. Under Username and Password enter the AD username and password for the Monitored Mailbox
11. Poll frequency is the polling interval at which the Workflow Suite Easy Schedule app checks the monitored mailbox for meeting invitations.
12. Under DMA lookahead change the default from 12 to 168 (Hours) 13. Click Save
Note: The Easy Schedule monitored mailbox is used in conjunction with the DMA Lookahead attribute to define when meetings should be updated on DMA. The attribute should be changed to 168 hours (7 days) for the Easy Schedule environment. The scheduled start and end date and time of single occurrence meetings or first occurrence for reoccurring meetings that fall within the DMA look ahead are compared with the meeting created on DMA by the Easy Schedule add-in. If the date and or time differs the meeting is updated. This functionality enables users to move the scheduled start date for meetings forward by any amount, or move back by up to 7 days without the need to reselect the Easy Schedule button prior to sending the update. For reoccurring meetings, the scheduled end date is updated as the date of the last occurrence. If no scheduled end date is set for the series, Workflow suite compares the scheduled end date with the current date and time. If the end date is less than 2 months in the future, Workflow Suite changes the current end date and time to be 1 year from the current date and time.
14. Expand the DMA Lookup Settings Click + DMA Lookup if DMA Lookup1 does not already exist 15. Click on Properties next to DMA Lookup1 and select all options
Note: The DMA Lookup Settings is used to add a Poly RealPresence Platform DMA for conferencing and defines the options and information returned to the Easy Schedule App add-in. All attributes have been selected for this deployment example for the purpose of describing each. Once you have reviewed the documentation selected only the attributes needed for your deployment.
16. Under Server enter the FQDN or IP Address of the DMA along with TCP port e.g. https://dma.pgs.poly.com:8443
17. Under Username enter the AD username that has been assigned the DMA provisioner role (AD integration on the DMA is a requirement for Easy Schedule) E.g Poly\DMAprovisioner
18. Enter the corresponding Password in the password field
Important: VMR Type defines the conference choices available to the Easy Schedule App add-in. Static enables retrieval of the users personal Virtual Meeting Rooms (VMR) from DMA. Random enables the user to create scheduled DMA conferences, the random conference ID will be generated. Custom allows the user to populate a numeric conference ID of their choosing. This should be configured to match the organization conferencing and security policies.
20. Select the appropriate VMR types (More than one can be selected to provide the user the choice at the Calendar plugin stage.
21. Early Join and late finish are used with the Random VMR option to allow the conference ID to be available earlier and later then the defined time in the invite(Shown in minutes). This should be configured in line with the organizations conferencing policies.
Tip: DMA does not end the conference and disconnect participants at the designated end date and time. Once the end time is reached participants are no longer able to join the ongoing conference. The conference does not end until the last participant disconnects.
22. Under Video connection Information you can add a link or other information that is added to the invite by Easy Schedule
23. Expand Easy Schedule menu
24. Under MCU Pool Order you can set a location to a DMA MCU Pool order This will be taken from the users attribute in Active Directory. This should be setup in line with the organization
25. Expand VMR Options These should be set to the organizations conferencing policy a. You can enable a meeting passcode number range
b. You can enable a chairperson passcode number range
c. Enable the option in the template Chairperson required to start the meeting (Requires chairperson code to be enabled and users will wait in a lobby until chairperson arrives) d. Enter a VMR number range for Random generation
Important: Selecting Meeting/Chairperson Passcode enables the organizer to assign a participant pin to random conferences, by providing a Meeting Passcode entry field. If the field is left empty a passcode is not assigned. If the Meeting passcode number field is added and populated a random passcode is automatically generated and assigned to every conference.
Selecting VMR Range and the VMR number range options enables the Administrator to define the number range used for generation of Easy Schedule random conference ID’s. If this feature is not enabled, an ID will be generated from the range 9999 – 1000000.
26. Click Save
27. Expand Endpoint Access
Note: Endpoint Access is used to populate the hyperlinks within the invite for joining conferences. Browser is used for deployments equipped with Polycom WebSuite browser conferencing solution. The URL contains the FQDN of the WebSuite MEA server appended with either /{conferenceRoomIdentifier} which inserts the DMA VMR / scheduled conference ID, or /{dialInNumber} which inserts the DMA conference prefix plus VMR / scheduled conference ID. Video is used for deployments with Lync/Skype for Business integration with a static route and match URI for joining DMA hosted conferences, and/or deployments with RealPresence Desktop/Mobile. The URL is typically populated with the protocol (sip:, h323:, tel:) {conferenceRoomIdentifier} or {dialInNumber} @ DMA/RPAD/ DMA Edge call server domain.
28. Click +Endpoint 3 times
a. Select Browser Enter WebSuite as Display name and URL enter FQDN of MEA/{dialInNumber}
b. On the second line select video and enter SIP{dialInNumber}@{FQDN DMA Edge} c. On the third line select phone and enter telephone number
29. Prefix field can be used to add DMA prefix in the meeting ID joining instructions
30. Signaling postfix field is used to include the RPAD domain suffix for external videoconferencing room join instructions.
31. External IP field is used to include the RPAD/DMA Edge IPv4 address for external videoconferencing room join instructions.
32. Under Helpdesk email account Enter the email address of the organizations video Helpdesk. (This is added to the attendee list if the organizer selects Helpdesk assistance required check box in the Easy Schedule plugin)
33. Click Save
34. Under Default Template Language type en-US to default to US English 35. Click Save
Note: If a match is not found the Easy Schedule App will default to use the English US (en-US) template files. The default template language may be overridden by defining an alternate language