Poly Workflow Suite 2.0

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GETTING HELP

For more information about installing, configuring, and

administering Poly/Polycom products or services, go to the Poly Online Support Center.

Plantronics, Inc. 345 Encinal Street Santa Cruz, California 95060

Poly Workflow Suite 2.0

Administrator Guide

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Support Visit the Poly Support Center for End User License Agreements, software downloads, product documents, product licenses, troubleshooting tips, service requests, and more

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Before You Begin

The Poly Workflow Suite Administrator Guide provides instructions to upgrade, configure and administer your Poly Workflow Suite.

The Poly Workflow Suite is currently a Poly only installation. Please reach out to your Poly representative to arrange installation.

If you are planning significant configuration changes Poly recommends reaching out to your Poly account manager to discuss your needs and where Poly professional services can assist.

Audience, Purpose, and Required Skills

The primary audience for this guide is system administrators and network engineers who configure, maintain, and support the telecommunications infrastructure and video conferencing environment. To perform some of the implementation and maintenance tasks described in this guide, the administrator should have basic technical knowledge and skills in the following disciplines:

• Current telecommunications practices, protocols, and principles • Telecommunication basics and video teleconferencing

• Networking, security certificates, and software configuration

Privacy Policy

Poly products and services process customer data in a manner consistent with the Poly Privacy Policy. Please direct comments or questions to [email protected].

Related Poly and Partner Resources

See the following sites for information related to this product.

● The Poly Online Support Center is the entry point to online product, service, and solution support information including Video Tutorials, Documents & Software, Knowledge Base, Community Discussions, Poly University, and additional services.

● The Polycom Document Library provides support documentation for active products, services, and solutions. The documentation displays in responsive HTML5 format so that you can easily access and view installation, configuration, or administration content from any online device.

● The Poly Community provides access to the latest developer and support information. Create an account to access Poly support personnel and participate in developer and support forums. You can find the latest information on hardware, software, and partner solutions topics, share ideas, and solve problems with your colleagues.

● The Poly Partner Network are industry leaders who natively integrate the Poly standards-based RealPresence Platform with their customers' current UC infrastructures, making it easy for you to communicate face-to-face with the applications and devices you use every day.

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Getting Started

System Overview

The Poly Workflow Suite is a reliable and scalable Video collaboration infrastructure solution comprising of 3 key feature sets each individually orderable or ordered together as the full Workflow Suite.

The 3 Feature sets are:

Part Number Description

6867-08507-101  Poly Easy Schedule App for Outlook and Google Gsuite. Scheduling plug-in for Microsoft Outlook or Google Gsuite to simplify scheduling of Poly on premise conferences

6867-08503-101  Poly One Touch Dial App. Enables one click join on supported video endpoints that synchronize with Exchange, Google, or native calendars. One instance of OTD supports up to 1000 clients.

6867-08515-101  Poly Meeting Director App for DMA and RMX conference management. Provides controls, manage video layout, disconnect unwanted

participants, mute, unmute.

These are sold as feature sets of an application provided as an .MSI file to be installed on a customer’s Microsoft Windows server.

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Requirements

Your client system and network performance must meet the following requirements before you install or upgrade to this release.

Server Requirements

Workflow Suite is an application with the 3 feature sets described earlier in this document for installation on a Customer provided Microsoft Windows Server with a static IP address. The minimum requirements for the server are as follows:

To Support up to 500 Devices

● Windows Server 2012R2, 2016 or 2019 for hosting the Workflow Server application ● 2 CPU’s or better

● 8GB RAM or better To support up to 1000 Devices

● Windows Server 2012R2, 2016 or 2019 for hosting the Workflow Server application ● 4 CPU’s or better

● 16GB RAM or better

Once installed the configuration is accessed over a web interface using either Google Chrome or Microsoft Edge browsers.

Service account requirements

• The Workflow Suite will use an AD service account to query the Exchange Environment. The service account should be assigned a mailbox.

• The service account should be assigned reviewer rights for the room resource mailboxes calendars using the Exchange PowerShell cmdlet. Alternatively, the service account can be assigned the impersonation role within exchange giving it access to all room mailbox calendars.

• As the Workflow Suite is unable to automatically update the password of the service account it should be set to never expire.

It is recommended that a room resource mailbox is created for each Calendared endpoint on the Calendar environment and a service account is created with specific permissions for use of Workflow Suite.

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Network performance Requirements

The following table describes Workflow Suite network connections and the related network performance requirements.

The Microsoft Windows server hosting the Workflow Suite must be configured with a Static IP address. It intended that DNS is configured, please configure host (A) records and associated Reverse lookup (PTR) records for all Workflow Suite instances being used in the environment in line with your organizations naming convention.

Workflow Suite Network Connection Network Performance Between 2 Workflow Suite instances in HA

configuration

• Bandwidth above 10 Mbps, regardless of packet loss or latency

• Less than 1% packet loss if network latency is 300 ms or less (one-way)

• Second Network interface configured Between Workflow Suite and all DMA’s _• 100 Mbps link

• Less than 200 ms round-trip latency Between Workflow Suite and all RMX’s

(For Meeting Director)

• 10 Mbps link

• Less than 200 ms round-trip latency • Less than 2 percent round-trip packet loss Between Workflow Suite and Microsoft Active

Directory (Required for Easy Schedule and Meeting Director features)

• Less than 200 ms round-trip latency • Less than 4 percent round-trip packet loss

IPV6

Poly recommends and supports configuration using FQDN for both IPv6 as well as IPv4 enabled networks, server and endpoint addresses should be resolvable by DNS.

Network Port requirements

The below information and tables of firewall ports are for the firewall administrators to demonstrate the port requirements of the Workflow Suite.

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Internal Port Requirements

These ports will be required only in the instance internal firewalls exist providing packet filtering between Data centre and the user networks, and between geo-redundant Data centres.

Traffic to WFS

Source Destination Destination Port Protocol Use

LAN Management WFS IP 3389 TCP/UDP RDP only for management

Endpoints WFS IP 443 TCP Calendar access

DMA Edge Int IP WFS IP 443 TCP RPAD / DMA Edge Calendar

Proxy Outlook on User

Desktop

WFS IP 443 TCP Easy Scheduler App

Traffic from WFS

Source Destination Destination Port Protocol Use

WFS IP Customer

Exchange EWS

443 TCP Customer exchange access

WFS IP DNS 53 UDP DNS

WFS IP NTP 123 UDP NTP

WFS IP LDAP Server 389/636 TCP Active Directory Access

WFS IP Cisco Endpoints CTS 8081 9051 TCP Calendar agent WFS IP Cisco Endpoints Tandberg 80 443 TCP Calendar agent

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System Capabilities

Easy Schedule

With Poly Easy Schedule, users schedule meetings via the Poly Easy Schedule button added to the calendar ribbon of the Microsoft Outlook PC application or Outlook Web Application (OWA) or Google Workspace Calendar.

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Note: Support for Google calendaring is via a Chrome extension.

Easy Schedule may be configured to provide the user with several options for personalizing their meeting: • Conference Template enables the user to choose their preferred in-call experience. The administrator may create separate DMA conferences templates for video layouts such as continuous presence, voice activated or presenter layout.

• Meeting and/or Chairperson Passcodes may be enabled and configured to generate automatically or enable the organizer to choose whether to enable by providing an entry field.

• The Chairperson required option may be configured to enable the organizer to choose whether attendees are able to communicate with each other before the organizer / chairperson joins the conference.

• The Helpdesk assistance button may be added to enable users to choose whether technical assistance will be required for their meeting. Selecting will add the designated helpdesk email address to the attendee list.

Easy Schedule populates the comments section of the meeting invitation with join instructions for the participants.

Easy Schedule uses templates to populate the comments section of the meeting invitation. These templates may be edited/customized to align with language requirements and any corporate branding requirements.

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Upon successful authentication the Workflow Suite establishes an HTTPS session to the Poly DMA and

retrieves details of any DMA VMR’s assigned to the user. The list is returned to the Easy Schedule App

add-in. Including the conference ID, any assigned conference and/or chairperson passcodes and the join

instructions. As described below

DMA Super Cluster Active Directory

Workflow Server Microsoft

Outlook

2. LDAPS Authenticate user 4. Return List

3. HTTPS Get static conference

Workflow Server Easy Schedule Retrieve “Static” Conference Data Flow Diagram

6. HTTPS Schedule Polycom RealConnect conference4. HTTPS Retrieve Users DMA VMRs 1. HTTPS Authenticate

5. HTTPS VMR and template

The Easy Schedule can be configured for random VMR’s, the Workflow Suite then creates a DMA scheduled conference. The workflow suite may be configured with the following options:

• Conference and/or chairperson passcodes, not available, user assigned or automatically assigned • Conference requires chairperson option

• Conference template selection • Helpdesk assistance required option

• DMA regional MCU Pool order selection based upon the users AD country attribute

The Easy Schedule App add-in sends the conference ID type, date and time, Outlook language and appointment text format (HTML, Rich Text or Plain Text). The Workflow Suite returns to the add-in the conference ID, options, join instructions and language plus text format specific template for populating the comments section of the invite.

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DMA Super Cluster Active Directory

Workflow Server Microsoft

Outlook

2. LDAPS Authenticate user 4. Return List

3. HTTPS Create random conference

6. Conference ID and template

Workflow Server Easy Schedule Create “Random” Conference Data Flow Diagram

4. LDAPS Get user country

6. HTTPS Schedule Polycom RealConnect conference 5. HTTPS Schedule DMA Conference with regional MCU Pool Order 1. HTTPS Authenticate

The Easy Schedule App add-in may be configured to enable the user to choose between creating a

unique (random) conference ID for the meeting

Note: The Microsoft Outlook / OWA API does not provide support for detecting the setting of reoccurring _{meetings. Easy Schedule therefore enables support for reoccurring meetings via a monitored mailbox} added to the attendee list. The Easy Schedule Workflow suite polls Exchange Web Service at the configured interval for 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. 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.

Easy Schedule supports calendar integration with Exchange 2010 through 2019 on premise editions, Office 365 Exchange Online and Google calendaring.

For Exchange 2013 through 2019 and Office 365, installation of the add-in for OWA and/or Outlook 2013 through 2019 and Office 365 is via a manifest file uploaded through the ECP. For Exchange 2010 or Outlook 2010 installation of a shim and the manifest on each PC is required.

Warning:

Apple Mac requires Outlook 2016 in conjunction with Exchange 2013 or later, or

Office365. All other combinations of Outlook and Exchange are not supported.

Retrieval of the Easy Schedule add-in from Exchange or Office 365 Exchange Online is via a HTTPS session from the client PC or Apple Mac. The Workflow Suite Private/Public Key Infrastructure (PKI) requires a public key signed by a Certificate Authority (CA) trusted by client PC/Mac.

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The Workflow Suite performs an NTLMv2 authentication challenge over the HTTPS session established by the client. A domain joined PC/Mac performs Single Sign on (SSO), non-domain devices prompt for the user credentials. The Workflow suite establishes an LDAP or LDAPS session to a domain controller and proxies the authentication request.

Each Easy Schedule deployment supports a single Microsoft Active Directory (AD) forest. Deployments with more than 1 AD forest require orders and additional instances of the Easy Schedule feature set, and a DMA instance per AD forest.

Workflow Suite One Touch Dial(OTD)

Allows One Touch Joining into the Poly core and RealConnect services along with key ecosystem partners for both Poly and Cisco devices.

Example as seen on Group Series endpoint:

OTD supports calendar retrieval from Exchange 2010 through 2019 on premise editions, Office 365 Exchange Online and Google calendaring.

Each Workflow Suite instance supports enablement of One Touch Dial (OTD) calendaring up to 1000 devices. Deployments greater that 1000 devices require additional orders and instances of the OTD feature set.

The OTD Exchange Transport Rule Monitored Mailbox feature is limited to retrieval of 1000 calendar entries for any combination of ongoing meetings and meetings scheduled to start in the next 60 minutes.

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Poly Supported Devices:

Product Tested Versions

Poly Studio X 3.1/ 3.3.1

Poly G7500 3.1

Poly Group Series 6.2.2

Polycom HDX 8000 3.1.14

RealPresence Desktop 3.11.2

RealPresence Mobile On supported device with calendar

Trio 7.0

DMA 10.0.0.6/ 10.0.0.8

RMX 8.8.1

Poly RealConnect Skype for Business

Third party devices we have tested with

Product Tested Versions

C Series 7.3.17

EX series 7.3.17

WebEx Room and Board series

_{OS 2019-07-02 a37dc2ce640}

Poly Workflow Suite One Touch Dial (OTD) feature set has been tested with up to 5 concurrent calendaring environments.

Meeting Director

The Workflow Suite Meeting Director is a browser-based Video meeting control tool. The application enables management of videoconferences running on the Poly Core infrastructure (DMA and RMX) We recommend this is scheduled via the Poly Workflow Suite Easy Schedule. The Workflow Suite Meeting Director calendar displays the day’s scheduled videoconferences, with a convenient filtering tool enabling

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Having located the meeting, the Video Admin is provided with the typical tools required for day to day management of conferences:

• Mute/Unmute All – Toggles between muting or un-muting all participants connected to the RMX hosted conference

• Local/Unlock – Toggles between enabling and preventing new participants from connecting to the RMX hosted conference

• Connect All – Is available when there are one or more internally invited rooms in an idle state. Selecting instructs the associated Group Series or HDX devices to dial the DMA conference ID. • Terminate Conference – Is available when there are one or more codecs connected to the DMA

conference ID. Selecting Terminate All ends the RMX hosted conference

• Meeting Layout – Enables changing of the RMX hosted conference layout, and assignment of participants to cells

• Personal Layout – Enables assigning a participant connected to a RMX hosted conference a personal layout, and assignment of participants to cells

• Dial/Disconnect – Locally invited rooms equipped with a Polycom Group Series or HDX device • Disconnect – Any unwanted participants connected to the Easy Schedule conference

• Microphone Mute - Toggles between muting or un-muting the microphone(s) of locally invited rooms equipped with a Polycom Group Series or HDX device

• Active Speaker – An icon indicating the current active speaker. This is particularly useful for identifying noisy participants or in making the active speaker a presenter

• Video mute- mute incoming video from the chosen device

Meeting Director interacts with the following devices:

• Control of Polycom HDXs via the Telnet and HTTP/HTTPS APIs • Control of Poly Group Series via the HTTP/HTTPS RESTful APIs • Control of Poly Studio X series via the HTTP/HTTPS RESTful APIs • Control of Poly DMA via the HTTPS RESTful API

• Control of Poly RMXs via the HTTP/HTTPS RESTful APIs

• Retrieval of calendar entries from Microsoft Exchange Web Services (EWS) via HTTPS for rooms equipped with a Polycom Group Series or HDX device

• User Authentication and Active Directory group membership via an LDAP/LDAPS connection to a domain controller

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Workflow Suite retrieves the Exchange room resource mailbox calendar folders via Exchange Web Services (EWS) for all internal rooms equipped with a Polycom HDX or Group Series devices. Workflow Suite parses each calendar item to determine whether the entry is an Easy Schedule invite.

The Video Admin connects to Meeting Director via the URL https://<workflowSuiteEnvironmentFqdn>/director. The admin may login with either a Workflow Suite local user account assigned to the “mdgroup”, or their domain\username. For domain credentials workflow Suite authenticates against AD using LDAPS connection and checks whether the user is a member of a group defined against the Workflow Suite “mdLdapGroup”.

Meeting Director displays the current days Easy Schedule meetings which include one or more invited internal rooms. The admin selects to manage conference. Meeting Director retrieves the conference from DMA, populates the list of devices with the internally invited rooms and any other devices connected to the conference. Meeting Director provides a visual indication of the active speaker, controls for managing the conference via DMA, managing the RMX layouts including assigning participants to cells, and device specific functions such as dialing and microphone mute toggle for any internally invited rooms containing a Polycom Group Series or HDX device.

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Initial Setup

New Installation Steps:

The installation of a Poly Workflow Suite is a Poly only activity.

These steps are for reference and can be used for submitting change controls 1. Prepare the environment for installation.

a. Arrange a Microsoft Windows server which meets the minimum requirements has been setup (This can be on a Physical or virtual server)

b. Ensure this Microsoft Windows server meets your organizations IT and Security Policies c. Check the network requirements are met

d. Setup a DNS A record for the Workflow Suite and test both forward and reverse lookup 2. Login with Administrator privileges either locally or via Microsoft Remote Desktop

3. Download the installation file either provided by your Poly Professional services team or from https://support.polycom.com/content/support/north-america/usa/en/support/network/workflow-server/polycom-workflow-server.html

4. Execute the .MSI installer

5. Click Next at the Welcome to the Workflow Suite Setup Wizard 6. Read and Accept the End User License agreement then click next 7. Click next on the destination folder for the installation

8. Click install

9. Once Complete test by browsing to https://localhost/admin

10. Test login.

a. Default User: admin b. Password: admin

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Poly Workflow Suite Software Upgrade - Single

Instance

The steps to upgrade the Workflow Suite application are as follows:

1. Login to Workflow Suite admin interface and check logs for any issues 2. Login to the Microsoft windows suite hosting the Workflow Suite

3. Go to services applet (Click Start > Programs > Administrative Tools > Services. –or– Click Start > Settings > Control Panel > Administrative Tools > Services)

4. Stop the windows Workflow Server Service “Poly Workflow server” 5. Backup the C:\ProgramData\Polycom\WorkflowServer\ folder

6. Uninstall Workflow Suite via Windows Programs and Feature. Note the configuration files will not be removed

7. Install the new version by double clicking the MSI file. Once complete, confirm you can login to the application using Chrome web browser on the Windows Suite, browsing to

https://localhost/admin

Poly Workflow Suite Software Upgrade- Poly Workflow

Suite HA

The steps to upgrade the Workflow Suite application are as follows:

1. Login to Workflow Suite Primary instance with administrator privileges 2. Check logs

3. Go to services tab and disable HA service. Wait 1 min for HA to disable. 4. Login to the Microsoft windows server hosting the Workflow Suite

5. Go to services applet (Click Start > Programs > Administrative Tools > Services. –or– Click Start > Settings > Control Panel > Administrative Tools > Services)

6. Stop the windows Workflow Server Service

7. Backup the C:\ProgramData\Polycom\WorkflowServer\ folder

8. Uninstall Workflow Server via Windows Programs and Feature. Note the configuration files will not be removed

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10. Login to the passive instance of workflow suite with administrator privileges 11. Repeat steps 3 to 6 on the passive node

12. Login to the workflow suite Primary instance with administrator privileges 13. Go to Services tab and enable HA

14. Go to the HA tab and enable HA, check configuration.

We recommend involving Poly professional services to switch to the new Workflow Suite Application layer HA if you previously have used the older Microsoft Windows Cluster HA solution. Please see your Poly account manager for details.

Caution: If using HA it is advised to configure the primary node first then add HA as a later step as HA will pull the configuration to the backup node from the primary

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Configuration

Now you have Poly Workflow Suite installed this next section describes how to configure the feature sets, this includes:

• Workflow suite environment- General configuration for Workflow Suite • One Touch Dial- Configuration

• Easy Schedule- Configuration • Meeting Director- Configuration

Workflow Suite Environment

Configuration which is relevant whether you are using 1,2 or all 3 of the features sets (One Touch Dial, Easy Schedule or Meeting Director)

Increase Memory Allocation

If you are using Workflow Suite with over 500 devices up to Maximum of 1000 devices per instance you

will need to increase the memory allocation for the One Touch Dial function to do this:

1. Login with the Workflow Suite with administrator privileges

https://<workflowSuiteIPAddress>/admin

2. Go to Configuration-System

3. Under Memory allocation gigabytes type in 4

4. Click Save

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Configure FQDN

Lets give the workflow Suite a name, as mentioned in the Requirements section use the DNS A record

and associated reverse lookup record for this purpose.

5. Login with the Workflow Suite with administrator privileges

https://<workflowSuiteIPAddress>/admin

6. Go to Configuration-Environments

7. Under environments click +

8. Under Fully Qualified Domain Name (FQDN) enter the name

9. Then click save at the bottom of the page

10. Test the name by accessing the Workflow Suite with the address

https://<workflowSuiteEnvironmentFqdn>/admin

Install a Certificate Authority (CA) Certificate

Poly Recommends to use this procedure to add a trusted PKI certificate, from either an in-house or commercial CA. This will then replace the self signed certificate which comes installed on the workflow Suite.

This is also a requirement for the Easy Schedule add-in for Outlook and OWA to use a certificate trusted on the client PC’s using Easy Schedule. For deployments where the PC’s are all domain joined an internal certificate authority may be used. For deployments where users may use their own devices a commercial certificate authority must be used.

Caution: Installing or removing certificates requires a restart of services When you install or remove a certificate, the change is made to the certificate store immediately, but the system cannot implement the change until it restarts and reads the changed certificate store. When you are finished making changes, you must Restart the Workflow Suite to finish your update.

Procedure:

1. Obtain a certificate from your internal CA or a Recognized commercial CA

a. The certificate must include the environment FQDN in the Subject Alternate Name (SAN)

b. When creating we support PKCS12 or X509

c. We support both PEM and DER encoded certificates

2. Logon to the Windows Server instance hosting Workflow Suite (either locally or using Remote

Desktop)

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3. Copy the certificates to the SSL directory C:\ProgramData\Polycom\WorkflowServer\ssl

(ProgramData directory is hidden be default, so you may need to show hidden files and

folders)

a. For PKCS12 the files are the .crt and .key file

b. For X509 both the .cer and .pem files are needed in the directory, the pem needs to be

named <certname>-issuer.pem and cer named <certname>.cer

4. If you are using OSCP follow steps a-c below if not move on to point 5

a. Login to Workflow Suite’s administrative interface on primary

https://<workflowSuiteEnvironmentFqdn>/admin

b. Navigate to Configuration- system enable OSCP

c. Logout

5. Restart the server hosting Workflow Suite

6. Test by Login to Workflow Suite’s administrative interface where you will no longer see the Not

secure warning in the address bar of your browser:

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Users And Groups

This section provides an introduction to managing local and enterprise users and groups in the Poly workflow Suite. All these items can be found under the top tab labeled users:

Local accounts

The Poly Workflow Suite has three user roles, or classes of users, each with its own set of permissions. Every user account has one of the user roles.

The following table describes the user roles

.

Role Description

Administrator • Responsible for the overall administration of the system.

• Can access all sections including the user management, system interface tabs. • Can also manage the session timeout interval to the web GUI logins, memory

allocation and server listening ports.

Provisioner • Responsible forconfiguring environments, agents, rooms, services, and tools. • Cannot access the user management, system interface tabs.

Auditor • Responsible for auditing configuration (such as environments, agents, rooms, services, and tools.)

• Cannot access the user and system interface tabs.

• Cannot create or modify environments. agents, rooms, and services.

Here are the tasks required to configure local users.

1. Login to Workflow Suite’s administrative interface on primary

2. Select Users from the top menu bar and then the Local Users tab.

3. In the Local Users tab, click (+) to add a new user or select existing user from the list.

4. Set the Username, Display Name

5. Set the Password (this must have at least 8 character long and having 1 number, 1 lowercase, 1

uppercase, 1 special character and not be the same as pervious one if administrator modify the

existing User).

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7. Click Save, (Warning this will restart the services)

Local Password Policy

This section describes how to set the password policy on local accounts. Poly recommends you set the password policy to meet your organizational security policy.

To configure the Password policy:

1. Login to Workflow Suite’s administrative interface on primary

2. Navigate to Users-Password Policy

3. Here you can set the following:

a. Maximum password age (in days) 0-10,000

b. Reject previous password (Check box)

c. allow user name or its reverse form: (Default Enabled)

d. Minimum length: (Number of Characters, Default 8)

e. Lowercase letters: (Number of lower-case characters, Default 1)

f. Uppercase letters: (Number of upper-case characters, Default 1)

g. Numbers: (Number of numbers Default 1)

h. Special characters: (Number of special characters which includes !@#$_ .Default 1)

i. Show warning message before expiration (days): (Default 14) Display a warning alert prior

to the expiry date.

4. Click Save

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Caution: If the password age has elapsed and the password expires the account holder will be instructed to change password at the next logon. All services will continue to function.

Account Lockout Policy

To follow on from the “Local Password Policy” this section describes setting the local account lock out

policy. Poly recommends this is also set to meet your organizations security policy. To configure the

policy:

1. Login to Workflow Suite’s administrative interface on primary

2. Navigate to Users-Password Policy

3. Click Enable

4. You can then set the following:

a. Failed login threshold ( Number of failed attempts before locking, Default is 3)

b. Failed login window (Duration in hours which consecutive failed logins are counted)

c. Lockout Duration (The duration in which account remains locked before automatically

unlocking; in hours)

5. Click Save

Configure AD Integration

Here

are the tasks required to set configure Active Director users. This is a requirement for Easy Schedule and recommended for the OTD and Meeting Director.

An Active Directory (AD) service account with read permissions for the domain is required to enable the Workflow Suite to retrieve user object attributes from AD via LDAP or LDAPS queries.

1. Login to Workflow Suite’s administrative interface

2. Select Users from the top menu bar and then the LDAP Server tab to configure LDAP server

credential.

3. Click Enable checkbox.

4. Set Name, Realm, Server, Username and Password

5. Click Save

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6. Navigate to LDAP Groups tab.

7. Select role from side panel from Administrator, Provisioner, Auditor.

8. Click +LDAP Group to add Group DN (Can add multiple DN for one role)

9. Set LDAP Group.

10. Click Save.

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Configure SMTP Error Alerting

Workflow Suite supports email notifications for critical events to IT administrators or groups. To enable this a SMTP server is required and an account to send the notifications from.

Critical events are:

• Notify on restart or interruption of a service. • WFS Startup.

• WFS Shutdown.

• Services enabled/disabled.

• Notify on system configuration update. • Password expiration warning

• Password expired notification • Notify on HA role change.

o Active node failure detected. o Node has taken over active role. o Manual failover.

Procedure:

1. Login to Workflow Suite’s administrative interface with administrator privileges

2. Select Configuration from the top menu bar and then the SMTP tab.

3. Enter the SMTP Server Address

4. Enter the details of the account the alerts should come from:

a. User name

b. Password

5. Under Admin Mail enter the email address of the administrator or distribution list you would like

the alerts to go to.

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Easy Schedule

Now the Workflow Suite is setup lets configure the Easy Schedule feature set. The following Workflow Suite steps need to be completed before configuring Easy Schedule:

• New Installation • Configure FQDN

• Install a Certificate Authority Certificate (This needs to be a public certificate) • Configure AD Integration

An AD account is also used by the Workflow Suite for interacting with the Poly RealPresence Platform DMA for retrieval of a given users Virtual Meeting Room (VMR) and/or creating scheduled conferences. The AD account must be assigned the DMA Provisioner role.

Tip: The same AD account may be used by Workflow Suite for retrieval of AD user objects and Poly DMA interactions.

Now we can login and enable the Workflow Suite Easy Schedule service:

1. Login to Workflow Suite’s administrative interface with an account with administrator privileges https://<workflowSuiteEnvironmentFqdn>/admin

2. Select Configuration from the top menu bar and then the Services tab. 3. Click on the toggle to enable the Easy Schedule service

The next step is to setup calendaring for Easy Schedule, there are 3 options for this Exchange on premise or cloud providers O365 or Google.

Office 365 Calendar for Easy Schedule

Procedure:

1. Create an AD account assigned the DMA provisioner role

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4. Select the Environment you wish to configure the Easy Schedule for, if you have one

environment this will be the one the FQDN was setup for in the Workflow Suite configuration

steps

5. Next to Settings click Properties and ensure Credentials and Advanced Options are selected

6. Under Calendar Provider Type select Cloud Calendaring Service

7. Under Cloud Calendar Service Provider select O365

8. Click Save

Credentials

Credentials are used to retrieve the monitored mailbox, authenticate Easy Schedule App users via Active Directory, retrieve users Active Directory Country attribute for DMA regional MCU pool order selection, and email domains for internal versus external template selection.

For each Active Directory domain a realm is required

The Realm or Domain field is populated with the Active Directory NETBIOS domain name. The name is used to match NTLMv2 authentication requests from the Easy Schedule App add-in for Microsoft Outlook. Select Save to store the configuration

The Users tab is used to define the Workflow Suite Active Directory service account for retrieval of a given users Country attribute.

Procedure:

1. Login to the Workflow Suite’s administrative interface with an account with administrator privileges. https://<workflowSuiteEnvironmentFqdn>/admin

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4. Under Settings expand Credentials

5. Next to Realm1 click the properties button and select Domain, Additional Domain, Active Directory Domain Controller and User check boxes

6. Click Save

7. Under Domain enter the Active Directory NETBIOS domain name e.g. Poly.com (Alternative Domains may also be used to define the internal email domains)

Important: The email domains are used by the Easy Schedule App for selection of the internal versus external _{meeting templates. Select Save to store the configuration.}

8. Under Active Directory Domain Controller enter the FQDN of the Active Directory domain controller

9. Click Save

Note: The domain controller is defined as an LDAP or LDAPS connection. The path may be used to limit usage to user objects within a given container. The domain controller is used to perform NTLM authentication and retrieval of the authenticated users Active Directory Country attribute.

10. Under Users click + to add a user

11. Leave Challenge user and Challenge Password at this stage

12. Poly Recommends using Modern Authentication or OAuth with O365, to guide you through the Azure steps please see section below section “Microsoft O365 Modern Authentication” and then return to step 13 if you have already setup the steps in Azure and have your

OAuth client

ID and Secret

please go to step 13

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Microsoft O365 Modern Authentication

Here are the high level tasks to setup the required accounts for modern auth with Exchange online (O365).

Important: There are 2 ways to grant permissions either using Exchange application permissions or using graph API which is more granular. Both are described in this document however please decide which to use before proceeding

• Register your app in Azure

• Grant API Permissions (Exchange Application Permissions) • Grant API Permissions (Graph API permissions)

• Limit Required permissions

Register Your App in Azure

1. Sign in to the Azure portal using administrator account.

2. Select Azure Active Directory > App registrations > New registration

3. When Register an application page appears, enter application's registration information: • Name: OTD

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4. When finished, click on Register.

5. Note down Application (client) ID from Overview page.

6. Select Certificates and secrets > New client secret

7. Provide a Description, select Expires as Never and click on Add.

8. Note down client secret value.

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Grant API Permissions (Graph API)

These steps are to directly follow the section “Registering Your App in Azure” so you will already be signed in to Azure with an administrator account.

1. Select API Permissions > Microsoft Graph

2. Select Application Permissions

3. Scroll down to Calendars and select Calendars.ReadWrite. 4. Click Update Permissions.

5. Verify that Calendars.ReadWrite is included in list of permissions. 6. Click on Grant admin consent to provide consent.

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Grant API Permissions (Exchange Application Permissions)

These steps are to directly follow the section “Registering Your App in Azure” so you will already be signed in to Azure with an administrator account.

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3. Select Exchange

4. Select Application permissions 5. Select full_access_as_app. 6. Click Add Permissions.

7. Verify that Exchange > full_access_as_app is included in list of permissions. 8. Click on Grant admin consent to provide consent.

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10. Verify that consent is granted for Exchange > full_access_as_app permission.

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Microsoft have now created a way and published an article on how to scope application permissions to specific Exchange Online mailboxes. For the latest information please see link below:

https://docs.microsoft.com/en-us/graph/auth-limit-mailbox-access

The link provides up to date guidance to administrators who want to limit the application access to a specific set of mailboxes using a mail-enabled security group and configure an application access policy.

Google Calendar for Easy Schedule

Procedure:

1. Create an AD account assigned the DMA provisioner role

2. Login to the Workflow Suite’s administrative interface with an account with administrator

privileges. https://<workflowSuiteEnvironmentFqdn>/admin

3. Select Configuration from the top menu bar then the Environment tab

4. Select the Environment you wish to configure the Easy Schedule for, if you have one

environment this will be the one the FQDN was setup for in the Workflow Suite configuration

steps

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6. Select Calendar provider

7. Under Calendar Provider Type select Cloud Calendaring Service

8. Under Cloud Calendar Service Provider select Google

9. Click Save

Credentials

Credentials are used to integrate with Google Calendar using Modern Authentication. Procedure:

1. Under Settings expand Credentials

2. Click +Realm (unless Realm1 is already there)

3. Next to Realm1 click the properties button and select Domain and User check boxes 4. Under Domain enter local

5. Click Save

6. Go to Tools tab

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9. Under OAuth Consent click Create project and obtain the OAuth Client ID and Secret https://developers.google.com/adwords/api/docs/guides/authentication

10. Return to the Workflow Suite under Configuration- Environments-<WorkflowSuite FQDN>-settings-Credentials-Users click + to add a user.

11. Under Challenge User enter “*” as a wild card

12. Under Challenge Password Enter the common password used by Poly endpoints to Authenticate with Workflow Suite

13. Under Username /OAuth Client ID enter your client ID from your Google account 14. Under Password/ OAuth Secret enter the secret from your Google account 15. Click Save

Exchange on premise Calendar for Easy Schedule

Procedure:

1. Create an AD account assigned the DMA provisioner role

2. Login to the Workflow Suite’s administrative interface with an account with administrator

privileges. https://<workflowSuiteEnvironmentFqdn>/admin

3. Select Configuration from the top menu bar then the Environment tab

4. Select the Environment you wish to configure the Easy Schedule for, if you have one

environment this will be the one the FQDN was setup for in the Workflow Suite configuration

steps

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5. Next to Settings click Properties and ensure Credentials and Advanced Options are selected

6. Select Calendar provider

8. Under Calendar Provider Type select on-Prem Calendar Servers

9. Under Calendar Server1 Enter the FQDN of the Exchange CAS (Multiple servers in a load

balanced cluster may be specified)

10. Click Save

Credentials

Credentials are used to retrieve the monitored mailbox, authenticate Easy Schedule App users via Active Directory, retrieve users Active Directory Country attribute for DMA regional MCU pool order selection, and email domains for internal versus external template selection.

For each Active Directory domain a realm is required

The Realm or Domain field is populated with the Active Directory NETBIOS domain name. The name is used to match NTLMv2 authentication requests from the Easy Schedule App add-in for Microsoft Outlook.

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Users is used to define the Workflow Suite Active Directory service account for retrieval of a given users Country attribute.

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. Under Settings expand Credentials

5. Next to Realm1 click the properties button and select Domain, Additional Domain, Active Directory Domain Controller and User check boxes

6. Click Save

7. Under Domain enter the Active Directory NETBIOS domain name e.g. Poly.com (Alternative Domains may also be used to define the internal email domains)

Important: The email domains are used by the Easy Schedule App for selection of the internal versus external _{meeting templates. Select Save to store the configuration.}

8. Under Active Directory Domain Controller enter the FQDN of the Active Directory domain controller

9. Click Save

Note: The domain controller is defined as an LDAP or LDAPS connection. The path may be used to limit usage to user objects within a given container. The domain controller is used to perform NTLM authentication and retrieval of the authenticated users Active Directory Country attribute.

10. Under Users click + to add a user

11. Leave Challenge user and Challenge Password at this stage

12. Under Username/ OAuth Client ID enter the AD Service account username created for Workflow Suite

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14. Click Save

DMA Integration

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.

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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

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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

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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.

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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

Easy Schedule Language support

The Easy Schedule App add-in for Microsoft Outlook supports the following languages:

Locale Code Windows Language

EN-US English (USA)

FR-FR French (France)

FR-BE French (Belgium)

FR-CA French (Canadian)

FR-CH French (Switzerland)

FR-001 French (World)

DE-DE German (Germany)

DE-AT German (Austria)

DE-CH German (Switzerland)

ES-ES Spanish (Spain)

EX-MX Spanish (Mexico)

ES-HN Spanish (Honduras)

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Locale Code Windows Language

JP-JP Japanese (Japan)

The Easy Schedule add-in attempts to match the operating system language. If the locale matches the list above the corresponding language is used for the Easy Schedule user interface. If the locale does not produce a match the Easy Schedule App uses the default language defined against the Environment > Advanced Options > DMA Lookup > default Language attribute. If no language is set the language defaults to EN-US.

The Easy Schedule App retrieves from Workflow Suite the templates for populating the comments (body) of the meeting invitation. The App attempts to match the locale and text format; HTML, RTF or TXT against a template name and type. If the attendee list includes external email domain(s) Workflow Server attempts to locate a template appended with –External.

All supported templates can be found in directory:

C:\Program Files\Polycom\WorkflowServer\calendarproxy\easy-schedule-template

(The text in the templates can be customized to add the company logo and name along with other required information)

The templates should be copied to a folder named templates in

c:\programdata\Polycom\WorkflowServer\. Poly provides the 6 default EN-US files which customers may edit and/or use as a template for other supported languages. The templates contain a number of XML attributes that are replaced by the Easy Schedule App. The table below describes each attribute

XML Attribute Function

<AGENDA/> Instructs Easy Schedule where to insert any text

entered within the body/comments of the invitation prior to selecting the Easy Schedule button

<DIALIN_PREFIX/> Is the Environment > Advanced Options > DMA Lookup > Prefix attribute. Is typically populated with the DMA prefix

<VMR_NUMBER/> Is the VMR or Schedule DMA conference ID

<MEETING_PASSWORD/> Is the DMA conference passcode

<AUDIO_NUMBER1/> Is the first telephone number defined within the Environment > Advanced Options > DMA Lookup >Endpoint Access list

<AUDIO_NUMBER2/> Is the second telephone number defined within the Environment > Advanced Options > DMA Lookup >Endpoint Access list

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XML Attribute Function

<VIDEO_NUMBER/> Is the video entry defined within the Environment > Advanced Options > DMA Lookup >Endpoint Access list

<MOL/> Is the video entry defined within the Environment > Advanced Options > DMA Lookup >Endpoint Access list

<SIGNALING_PREFIX/> Is the Environment > Advanced Options > DMA Lookup > Signaling Prefix attribute. This is typically not used <SIGNALING_POSTFIX/> Is the Environment > Advanced Options > DMA Lookup

> Signaling Postfix attribute. This is typically the SIP and H.323 domain suffix that resolves to the RPAD <EXTERNAL_IP/> Is the Environment > Advanced Options > DMA Lookup

> External IP attribute. This is typically the Internet routable IP address of the RPAD

Caution: The Workflow Suite reads the templates on startup of the service, therefore if the templates are replaced or modified the service must be restarted.

Installing Easy Schedule into Calendar Client

In order to integrate the Easy Schedule with Microsoft and Google calendar services a Manifest/ Extension is required to be deployed. Instructions for each are as follows:

Microsoft

The Easy Schedule App add-in for Outlook is distributed to Outlook 2013 or later clients and the Exchange 2013 or later OWA via the Exchange Control Panel (ECP).

Procedure

2. Select Configuration from the top menu bar then the Tools tab

3. If there are more than 1 environment select the environment Easy Schedule is configured from the drop down

4. Click Exchange download button 5. This downloads a exchangemanifest.xml

6. Login to the Exchange Control Panel (ECP) with administrator privileges 7. Browse to Organization- Add-ins

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10. Select the user defaults for the file

a. Make this add-in available to users in your organization b. Optional enabled by default

11. Click ok

12. Wait for update to take effect

13. Open browser in OWA and desktop client to check add in appears

Note: For _{https://support.office.com/en-us/article/Deploy-Office-Add-ins-in-the-Office-365-Admin-Center-}further information on deploying add-ins consult the Microsoft Support site. 737e8c86-be63-44d7-bf02-492fa7cd9c3f?ui=en-US&rs=en-US&ad=US

Important: The Easy Schedule App add-in for Outlook and Office 365 Single Sign On (SSO) requires the Workflow Suite environment FQDN to be defined under Internet Explorer Local Intranet sites. The FQDN may be added as individual FQDN or encompassed by a wildcard e.g.

https://*.myrpp.net encompasses easyschedule.myrpp.net.

Google

In a similar way a Chrome extension is required to provide the Easy Schedule plugin for Google

Procedure

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3. If there are more than 1 environment select the environment Easy Schedule is configured from the drop down

4. Click Google download button

5. This downloads a easy_schedule_for_Gsuite_2.0.0.zip

6. Login into Chrome Developer Dashboard using enterprise admin credentials. 7. Click the Add new item button.

8. Click Choose file.

9. Select the Easy Schedule extension compressed file downloaded from Workflow server. 10. Provide store content.

a. Detailed description b. Icon

c. Screenshots

d. Promotional tile images e. Category

f. Language.

g. Visibility options. Select Private -> Everyone at <domain> 11. Click Publish changes to publish extension for domain.

12. Login into Google Admin Console using enterprise admin credentials to force install chrome extension for Organization.

13. Navigate to Main menu - Devices - Chrome management. 14. Click on User & browser settings.

15. Select desired Organization Unit.

16. Navigate to section Apps and Extensions.

17. Click on Manage force-installed apps under heading Force-installed Apps and Extensions. 18. A popup dialog box for Force-installed Apps and Extensions is opened.

19. Select Domain Apps from left panel. A list of extensions available for domain are displayed. 20. Click on Add to select Easy Schedule extension.

21. Click on SAVE.

22. Click on SAVE at the bottom of the page.

One Touch Dial

Now the Workflow Suite is setup lets configure the One Touch Dial (OTD) feature set. The following Workflow Suite steps need to be completed before configuring One Touch Dial:

• New Installation • Configure FQDN

• Configure AD Integration

• Increase Memory allocation (if using more then 500 devices) Now we can login and enable the Workflow Suite One Touch Dial service:

1. Login to Workflow Suite’s administrative interface with an account with administrator privileges https://<workflowSuiteEnvironmentFqdn>/admin

2. Select Configuration from the top menu bar and then the Services tab. 3. Click on the toggle to enable the One Touch Dial service

Poly Workflow Suite 2.0

Poly Workflow Suite 2.0

Administrator Guide

Contents

Copyright and Trademark... 4

Before You Begin ... 5

Getting Started ... 6

Initial Setup ...18

Configuration ...21

High Availability ...77

Troubleshooting ...81

Copyright and Trademark

Before You Begin

Audience, Purpose, and Required Skills

Privacy Policy

Related Poly and Partner Resources

Getting Started

System Overview

Requirements

Server Requirements

Service account requirements

Network performance Requirements

IPV6

Network Port requirements

Internal Port Requirements

System Capabilities

Easy Schedule

Upon successful authentication the Workflow Suite establishes an HTTPS session to the Poly DMA and

retrieves details of any DMA VMR’s assigned to the user. The list is returned to the Easy Schedule App

add-in. Including the conference ID, any assigned conference and/or chairperson passcodes and the join

instructions. As described below

Workflow Server Easy Schedule Retrieve “Static” Conference Data Flow Diagram

Workflow Server Easy Schedule Create “Random” Conference Data Flow Diagram

The Easy Schedule App add-in may be configured to enable the user to choose between creating a

unique (random) conference ID for the meeting

Apple Mac requires Outlook 2016 in conjunction with Exchange 2013 or later, or

Office365. All other combinations of Outlook and Exchange are not supported.

Workflow Suite One Touch Dial(OTD)

OS 2019-07-02 a37dc2ce640

Meeting Director

Initial Setup

New Installation Steps:

Poly Workflow Suite Software Upgrade - Single

Instance

Poly Workflow Suite Software Upgrade- Poly Workflow

Suite HA

Configuration

Workflow Suite Environment

Increase Memory Allocation

If you are using Workflow Suite with over 500 devices up to Maximum of 1000 devices per instance you

will need to increase the memory allocation for the One Touch Dial function to do this:

1. Login with the Workflow Suite with administrator privileges

https://<workflowSuiteIPAddress>/admin

2. Go to Configuration-System

3. Under Memory allocation gigabytes type in 4

4. Click Save

Configure FQDN

Lets give the workflow Suite a name, as mentioned in the Requirements section use the DNS A record

and associated reverse lookup record for this purpose.

5. Login with the Workflow Suite with administrator privileges

https://<workflowSuiteIPAddress>/admin

6. Go to Configuration-Environments

7. Under environments click +

8. Under Fully Qualified Domain Name (FQDN) enter the name

9. Then click save at the bottom of the page

10. Test the name by accessing the Workflow Suite with the address

https://<workflowSuiteEnvironmentFqdn>/admin

Install a Certificate Authority (CA) Certificate

Procedure:

1. Obtain a certificate from your internal CA or a Recognized commercial CA

a. The certificate must include the environment FQDN in the Subject Alternate Name (SAN)

b. When creating we support PKCS12 or X509

c. We support both PEM and DER encoded certificates

2. Logon to the Windows Server instance hosting Workflow Suite (either locally or using Remote

Desktop)

3. Copy the certificates to the SSL directory C:\ProgramData\Polycom\WorkflowServer\ssl

(ProgramData directory is hidden be default, so you may need to show hidden files and

folders)

a. For PKCS12 the files are the .crt and .key file

b. For X509 both the .cer and .pem files are needed in the directory, the pem needs to be

_{OS 2019-07-02 a37dc2ce640}