Overview of Features for Configuring an "On Behalf of..." Conference

Features for creating and editing a conference via the OpenScape Extensions for Microsoft Outlook in "On behalf of..." mode.

NOTICE: If a conference is configured by a deputy/assistant “On behalf of...”, the configuring deputy/assistant is automatically integrated in the list of conference participants as moderator. This behavior is required to enable the deputy/assistant editing the configured conference retrospectively.

NOTICE: Configuring a conference "On behalf of..." is not supported with Microsoft Outlook 2003.

You configure a conference "On behalf of..." via the OpenScape Extensions for Microsoft Outlook as you know it from configuring a meeting in Microsoft Outlook.

You find a detailed description of how to configure a conference in chapter How to Configure a Conference. Configuring a meeting/conference "On behalf of..."

requires you to grant a deputy/assistant special privileges for practicing this mode. You can configure this privilege assignment for a deputy/assistant in your Microsoft Outlook client. For example, in Microsoft Outlook 2010 via File >

Account Settings > Delegate Access.

NOTICE: If a participant who has granted a deputy/assistant the privilege of configuring a conference "On behalf of..." configures a conference by himself/herself, the deputy/assistant cannot edit or delete this conference despite his/her privilege.

Conferences created via the OpenScape Extensions for Microsoft Outlook in Microsoft Outlook are also displayed in the clients OpenScape Desktop Client Enterprise Web Embedded Edition and OpenScape Web Client and can be edited there. The following changes are replicated between the clients of the

OpenScape UC Application and the calendar entries of Microsoft Outlook:

• Modifications to the participant list of a conference by the conference creator.

• Modifications to the call behavior (Dial-in/Dial-out) by the conference creator.

• Modifications to the conference options (moderated/open conference, name recording) by the conference creator.

• A user removing himself/herself from a participant list. This removes the conference from his/her individual conference list. In addition, the user receives a Microsoft Outlook notification about his/her being removed from the list of conference participants.

NOTICE: When you edit a conference configured with

OpenScape Extensions for Microsoft Outlook retrospectively, you cannot add a web or video conference via the conference dialog

OpenScape Extensions for Microsoft Outlook Configuring, editing, and deleting Conferences

of the "OpenScape Desktop Client Enterprise Web Embedded Edition", any OpenScape Fusion Client and the "OpenScape Web Client" clients.

The next time the conference participants open their respective conference dialogs, the clients of the OpenScape UC Application as well as the calendar journal of Microsoft Outlook display updates according to the changes.

NOTICE: When editing recurrent conferences, the changes are valid for the entire conference series and not only for the single conference in which the modifications are performed.

The OpenScape Extensions for Microsoft Outlook provides the following operating options for or after creating a conference "On behalf of...":

7.5.2.1 How to Configure a Conference as Deputy/Assistant

Configuring a conference "On behalf of...".

Prerequisites

NOTICE: Microsoft Outlook 2003 does not support configuring a conference in the name of another user.

• You act as deputy/assistant.

• You have been assigned the privilege to act "On behalf of..." as deputy/

assistant from the participant for whom you are to configure the conference.

• The OpenScape Extensions for Microsoft Outlook is present and operable on the Microsoft Outlook client of the deputy/assistant as well as of the partic-ipant for whom you are to configure the conference.

• The deputy/assistant and the participant in whose name the conference will be configured are both OpenScape UC Application users.

To configure a conference "On behalf of..." as deputy/assistant, proceed as follows:

Step by Step

1) Open the calendar of the participant for whom you wish to configure the conference.

2) Select in the address section with a click on From: the user for whom you configure the conference.

3) Configure the further data for the new meeting in the calendar of the

partic-OpenScape Extensions for Microsoft Outlook Configuring, editing, and deleting Conferences

The server sends the conference details integrated in the text of the meeting invitation.

5) Send the meeting invitation to the specified participants with a click on Send.

You have now configured a conference "On behalf of..." as deputy/assistant.

NOTICE: If you cannot configure a conference because, for example, the connection to the UC Application environment is interrupted, an error message informs you accordingly.

7.5.2.2 How to Edit a Created Conference as Deputy/Assistant

Editing an "On behalf of..." conference as deputy.

Prerequisites

• You act as deputy/assistant.

• You have been assigned the privilege to act "On behalf of..." as deputy/

assistant from the participant for whom you are to edit the conference.

• The OpenScape Extensions for Microsoft Outlook is present and operable on the Microsoft Outlook client of the deputy/assistant as well as of the partic-ipant for whom you are to edit the conference.

• The deputy/assistant and the participant in whose name the conference will be edited are both OpenScape UC Application users.

• The conference has been previously configured by this deputy/assistant.

To edit a conference "On behalf of..." as deputy/assistant, proceed as follows:

Step by Step

1) Open the calendar of the participant for whom the conference has been created.

2) In there, open the meeting entry with the conference you wish to edit.

3) Update the conference settings or the meeting details (conference partici-pants, time, etc.).

4) Send the edited meeting invitation to the specified participants with a click on Update Conference.

You have now edited a conference configured "On behalf of..." as deputy/

assistant.

NOTICE: If you cannot update a conference because, for example, the connection to the UC Application environment is interrupted, an error message informs you accordingly.

OpenScape Extensions for Microsoft Outlook Configuring, editing, and deleting Conferences

7.5.2.3 How to Delete a Configured Conference as Deputy/Assistant

Editing an "On behalf of.." conference as deputy.

Prerequisites

• You act as deputy/assistant.

• You have been assigned the privilege to act "On behalf of..." as deputy/

assistant from the participant for whom you are to delete the conference.

• The OpenScape Extensions for Microsoft Outlook is present and operable on the Microsoft Outlook client of the deputy/assistant as well as of the partic-ipant for whom you are to delete the conference.

• The deputy/assistant and the participant in whose name the conference will be deleted are both OpenScape UC Application users.

• The conference has been previously configured by this deputy/assistant.

To edit a conference "On behalf of..." as deputy/assistant, proceed as follows:

Step by Step

1) Open the calendar of the participant for whom the conference has been created.

2) In there, open the meeting entry with the conference you wish to delete.

3) Delete the conference with a click on Delete Conference.

The meeting entry with the conference is deleted.

You have now deleted a conference configured "On behalf of..." as deputy/

assistant.

NOTICE: If you cannot delete a conference because, for example, the connection to the UC Application environment is interrupted, an error message informs you accordingly.

OpenScape Extensions for Microsoft Outlook Configuring, editing, and deleting Conferences