Real-time Document and Application Interaction Over the Web

Polycom WebOffice

Table of Contents
Polycom WebOffice.... 1 Introduction.... 3 Motivating Factors.... 3 What is WebOffice?.... 4 WebOffice Fundamentals... 5 SSA.... 5 Universal Application... 5 Scaleable Solution.... 5 Addressing Todays Business Needs... 6 The Meeting Platform... 6 Managing a Meeting.... 6 Ad-hoc Audio & Video Integration.. 6 Document Sharing.... 7 Application Sharing & Remote.... 7 Control.... 7 Security.... 7 Technology Overview... 8 DNS Addressing.... 8 Application Streaming... 8 Document Streaming... 9 Application Sharing & Remote Control... 9 The Future...10
Figure 1 WebOffice Service Provision...
4 Figure 2 WebOffice For The Enterprise... 4 Figure 3 SSA Architecture.... 5 Figure 4 Usage Scenarios.... 5 Figure 5 Audio & Video Integration... 6 Figure 6 Buddy Lists.... 8 Figure 7 Data Streaming.... 9 Figure 8 Application Sharing... 9

Introduction

Communication is the lifeblood of any organization and through the use of technology the world has become a smaller place. Email, Fax and cell phones provide a means of reaching our colleagues and customers in a way that twenty years a go was unimaginable. The rapid growth of the Internet provides a platform for doing business, transcending traditional economic and geographical boundaries. Enterprises have become dispersed with customers, partners, suppliers and colleagues spanning the globe. The fragile nature of todays global economy forces the enterprise to become lean and efficient. The workforce has had to adapt to a number of cultural changes, flexible working hours, hot desking, international communications and home working. The result is often delays and misunderstandings that affect the business, placing a strain on the communications network to provide a complete set of tools and services where business can take place securely, internal or external to the enterprise. The focus of this paper is to understand the concept of Web Conferencing and how the Polycom WebOffice plays an important role in addressing these issues. We will look at conferencing & collaboration in general terms and understand where WebOffice plays a role. We will look at the tools WebOffice provides to enhance our daily business communications for remote interaction, collaboration and data conferencing as efficiently as if it were performed face-toface in the same office

Motivating Factors

Such vertical classifications Audio, Video and Data dictate the characteristics of a meeting often pushing the envelope of technology. Each of these media form the focus of a meeting with additional resources such as data often seen as secondary, using inband annex D for still image transfer, document cameras or T.120 for data collaboration. The Web has also had an impact with its ubiquitous communications infrastructure connecting everybody and every organization, capabilities previously limited to private global networks within large organizations. Capitalizing on its far reach and global adoption, the web provides a platform for delivering rich media direct to the individual. New technology such as streaming and caching takes input from these real-time mediums for non real-time on demand delivery. Conferencing is changing to reflect these developments. The delivery of real-time Audio, Video and Data still remain the core elements, however the use of these mediums, how and when they are used is becoming interactive. The content and application now drive the delivery of rich media. Two distinct methods have emerged- Real-Time and Streaming or store-forward. Lets have a look at the characteristics of each to understand where they are best used. Broadcasting or store-forward Passive one way flow of information usually delivered on demand Typically planned events cached for later retrieval No interaction or participation Real-time Interactive Typically one to one, one to few or few to few Using Audio, Video or Data Ad-hoc or scheduled Involving known or unknown participants Typically business meetings although scaleable for larger conferences, distance learning and other vertical applications
Web Conferencing is not new. To understand its origin we need to look to the past. Conferencing in broad terms has offered us three distinct areas of communication. Video Conferencing Audio Conferencing Data Collaboration (T.120)
Audio and Video conferencing are now mature technologies with deployment over ISDN, ATM and TCP/IP networks.
Meetings in the workplace, their objectives, attendees and resources are never the same. We only have to look at our own meetings to see this. Meetings can be scheduled or adhoc such as a phone call Can run late Involve specific attendees or an open audience Can be external to the Enterprise involving partners, suppliers and customers Can be internal to the Enterprise, project meetings, HR, recruitment, budgetary and management Real-time applications Audio, Video and electronic media (Presentations, spreadsheets etc)

What is Polycom WebOffice?
While audio and video conferencing is becoming wide spread, the availability of the web introduces a new platform to combine these technologies offering a unique set of features and applications. WebOffice focuses specifically on the delivery of real-time communications from the desktop, meeting the demands of todays business meetings and addressing the challenges raised in chapter one.
WebOffice is a business tool for communicating with colleagues, partners, suppliers and customers from the desktop. Using a web browser for immediate realtime document and application interaction over the web. Its architecture allows WebOffice to be hosted for service provisioning and outsourcing (Fig 1) as well as integration into corporate LAN and WAN networks (Fig 2). Using a unique DNS addressing scheme it provides all users with their own WebOffice. WebOffice owners are given a personal URL that becomes their presence on the Web, LAN/WAN or Intranet. Visitors to a WebOffice are aware of the owners availability and using IM (instant messaging) may chat with the owner and enter a scheduled or ad-hoc meeting. Once in a meeting documents may be viewed, applications shared and annotated. Additional resources such as audio and video can also be introduced adding a third dimension to a meeting. Developed around the HTTP protocol it does not introduce additional security concerns, making WebOffice a firewall friendly solution for remote data sharing and collaboration. Its architecture does not differentiate between the capabilities of connections but provides a data flow customised to each connection. WebOffice uses resources already available on the desktop, the LAN or WAN to provide a virtual office to conduct business.
Figure 2 WebOffice For The Enterprise
Figure 1 WebOffice Service Provision

WebOffice Server Farm

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Service Provider

Enterprise

WebOffice Server

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LAN / WAN INTERNET Enterprise

LAN / WAN INTERNET

WebOffice Owner
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WebOffice Fundamentals

Providing a communication network that is both robust and scalable is essential for todays Enterprises. Any communication infrastructure needs to grow with the Enterprise while at the same time not become a burden on resources and finances. WebOffice unlike other web solutions can be hosted by a service provider or installed in the Enterprise. In order to understand the WebOffice we need to look at its secure session architecture or SSA.
Using T.120 can be problematic without the use of a Transcoding MCU and introduces new security concerns that can leave the LAN/WAN venerable to outside attack. SSA also provides technology such as presence detection, presence awareness, application streaming, document sharing and application sharing; topics that we will look at in more detail in Chapter four.

Universal Application

Think of WebOffice as a Meeting PBX or switch, supporting a large number of WebOffices engaging in immediate realtime meetings between two or more participants. WebOffice SSA ensures the server is capable of satisfying this type of immediate real-time demands by dynamically establishing a secure session for each meeting and maintaining its connectivity throughout (Fig 3). Unlike other web conferencing solutions, the WebOffice server maintains the session and not the WebOfice owner. Should for any reason a connection to a WebOffice meeting be lost, the meeting is maintained with guest and owner connectivity. Even if the office owners PC becomes unavailable, a connection can be re-established simply by visiting the WebOffice URL on the same or any other PC and login as the WebOffice owner. Security of any meeting is an important factor especially when using the Web. Unlike other web solutions that use T.120, WebOffice uses HTTP to deliver content.

Figure 3 SSA Architecture
WebOffice functionality addresses the needs of todays business environment (Fig 4). As we have already identified, internal and external communications require a different set of features that enable it to serve the Enterprise as a whole without compromising security.
Figure 4 Usage Scenarios Project meetings Management meetings Marketing Training IT support HR Sales support, consulting Demonstrations Suppliers Partners Investor relations Remote workforce

Internal

WebOffice

External

WebOffice appeals to the needs of nearly all-departmental requirements.

Scaleable Solution

We will be looking how audio and video is integrated into WebOffice in a later section but WebOffice is just one element of an end-to-end communications solution called the Polycom Office. It sets the standard for deploying and managing audio, video and data communications across diverse networks and protocols providing support for Polycom technology as well as third party systems. As the needs of the Enterprise grow, the Polycom Office can scale to meet demand and provide a stable infrastructure for future expansion and connectivity.
Addressing Todays Business Needs
The objective of WebOffice is to provide a fast and reliable session for immediate, real-time document and application interaction over the web, utilizing an infrastructure that is independent of location or connection.

The Meeting Platform

The WebOffice owner can move between document sources dynamically allowing WebOffice meetings to unfold in a natural ad-hoc manor. In addition, meetings can be saved with all supporting material and annotations for later retrieval. DNS also plays an important role in an ongoing meeting. As in real-life, it is important that you have your audiences attention. WebOffice using Presence Awareness dynamically maintains an attendance list of participants in a meeting, providing their feedback. Each participant is monitored using feedback indicators. When presenting, the WebOffice owner can easily see if one participant has not yet received the last slide or that their attention has been diverted to another document not part of the WebOffice meeting.
Ad-hoc Audio & Video Integration
The meeting platform is an important part of WebOffice, as it becomes the focal point from where a meeting commences. WebOffice uses a DNS addressing scheme providing WebOffice owners with a unique URL to their WebOffice location e.g. Jdoe.Yourcompany.PolycomWebOffice.com WebOffice owners can use their URL with any scheduler to set the location for meetings and since WebOffice is connected to their email, it provides a complete solution and ensures that guests are no more than one click away. Using DNS allows the office owner to login to their office from any location but more importantly, it indicates their current availability using Presence Awareness. Any visitors to the WebOffice immediately see the availability of the owner and communicate accordingly. Should the office owner not be available, the guest has an opportunity to drop off files, leave a message, retrieve the owners business details or leave theirs. When a guest visits an office where the owner is available, the owner is alerted to this using Presence Detection. The guest can initiate an IM (instant messaging) session with the owner who in turn can send an invitation to join a meeting. The meeting platform serves as a way of displaying an owners current status using DNS. IM is used as a vehicle for controlling participation into a meeting. We will see later on that DNS also provides additional functionality such as buddy lists and meeting feedback indicators.

Managing a Meeting

One of the key developments in WebOffice is the ability to seamlessly incorporate audio or video into a WebOffice meeting using the Polycom MGC product range of MCUs, audio bridge and gateways (Fig 5).
Figure 5 Audio & Video Integration

Control

Polycom MCU
Preparation is the key to a smooth running meeting. WebOffice allows the owner to prepare by opening any supporting material and with a single click any participant may also upload documents to the WebOffice during a meeting.
At any point during a meeting, a point-topoint or multipoint audio & video call can be initiated from the WebOffice interface. All participants in the meeting will be sent through WebOffice dial-in numbers for both H.320 and H.323 devices. The integration with the Polycom MCU with its advanced Transcoding, means that the user does not have to know their audio or video capabilities. The MCU will detect these and connect them reliably first time.

Document Sharing

The primary role of any meeting is to discuss topics, an agenda, a spreadsheet, a presentation or a word document. In fact, virtually any document that can be printed can be shared using WebOffice. Both the owner and guests may open and share documents from their location with the owner remaining in control of the meeting. Multiple documents may be available at any one time, dynamically switching between each one.
Application Sharing & Remote Control
In fact, deploying WebOffice is made even easier as it uses existing security policies on the network without the need to make any changes to firewall configurations. Meeting integrity complements this further with a number of steps that ensure complete confidentially. A meeting can be given a password so access can be restricted to only those invited and who know the password. If the meeting is ad-hoc and the participants are unknown, the owner of the meeting can also place a lock on the meeting to restrict access once the meeting is underway. Once locked, the owner can still invite guests into the meeting through presence detection and IM. Furthermore, WebOffice also provides document encryption through the WebOffice server for end-to-end protection. This is in contrast to HTTPS or SSH where encryption is between the client and the server. WebOffice is a client-server-client model where only the originator of the data and those guests granted the encryption key are able to view the documents. You can use the same encryption key for all or some of your documents, or use a different key for each. Another significant security factor is inherent to the architecture of WebOffice. Although this will be raised later on, it deserves a brief mention at this point. WebOffice uses compressed images to transfer content from one PC to another. The speed and content delivered to each participant is unique to their connection. For this reason, the data streams to each participant are not the same. Even without encryption, casual sniffing of the network will not reveal any recognisable content. In order to eaves drop a meeting, all the packets transmitted and received would have to be analysed and re-ordered. Any missing packets would invalidate the content. Although WebOffice provides ample measures to address meeting security, it is recommended that you consult with your enterprise security officer when installing a WebOffice server, to understand the network topology and the level of security required.

Application sharing and remote control are distinctly different from document sharing. For the most part document sharing will fulfil the needs of most meetings. Occasionally however, there will be a need to collaborate i.e. two people simultaneously editing and amending the same document. Collaboration of the document is achieved by passing control from the WebOffice owner to a guest with the file remaining at its original location. This functionality has specific use where document viewing becomes restrictive. Remote control has specific use where there is requirement to take control of a remote PC or desktop. Such circumstances do not fall within the realms of a typical meeting, however vertical applications such as technical support or follow me demonstrations can make use of this functionality.

Security

Security is an important consideration. We can look at security in two ways. Network access Meeting integrity
As we have discussed earlier, WebOffice unlike other Web solution uses HTTP as a transport protocol. For this reason there are no additional security concerns that are involved in deploying WebOffice.

Technology Overview

We have touched on some of the underlying technologies that make WebOffice fast, reliable and secure. This section is devoted to looking in more detail at how these technologies work.

DNS Addressing

Figure 6 Buddy Lists
WebOffice uses a DNS addressing scheme for hosting a WebOffice while other web solution have adopted a database approach (Fig 5). Using DNS enables some unique features. Firstly it provides WebOffice owners a unique location similar to that of an email address, where their WebOffice can be found. By using DNS, it also means that the server can be hosted on the web in the same way as a mail server, extending the reach to anyone who is connected to the Internet.
Figure 5 - DNS Addressing

Jdoe.acme.weboffice.com

Session

Buddy List

# 1 Available

Application Streaming

JDoe LAN / WAN INTERNET Jdoe WebOffice1.2.3.4
1.2.3.4 1.2.3.4 Jdoe.acme.weboffice.com Guest
One of the major considerations when deploying an application on a disparate network is the cost of ownership. Support staff, lost time and inefficient use of resources. WebOffice addresses these issues using application streaming for all participants in a meeting including the WebOffice owner. When a guest enters a meeting they are automatically sent the minimal set, a software component that plugs in the basic functionality to enter a meeting. When additional functionality is requested i.e. application sharing or remote control, additional components are added to the minimal set to provide extended functionality. The major benefit of application streaming is that the connectivity and software is delivered to the user on demand when required. The size of the minimal set and subsequent updates are so small that WebOffice can accommodate dial up connection as low at 14.4K. In addition, should a guest visit another WebOffice with a different software revision, the revised minimal set will be updated. Deploying and using WebOffice is straightforward. There is no management or software distribution overhead to deploy WebOffice.

Secondly it provides Presence detection and presence awareness that we mentioned earlier. This is the ability to dynamically detect that a guest has entered your WebOffice a virtual knock on the door and to monitor their attention during a meeting using feedback indicators. DNS also allows WebOffice owners to create a buddy list of other WebOffice owners on their network and using presence detection can immediately see their availability (Fig 6).
Document Streaming Application Sharing & Remote Control
Document streaming is the way in which content is delivered to guests in a meeting (Fig 7). Apart from document sharing and remote control which we will look at shortly, document streaming provides document sharing and snap functionality. Content that is shared is first spooled to a virtual print driver where it is compressed into images and then delivered to the WebOffice server. It is then switched using SSA where it is then despatched to the guest/s.

Figure 7 Data Streaming

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In contrast to document streaming where the document is streamed to the server, predicting the next graphical change when sharing an application is not possible (Fig 8). To address this, application sharing maintains a screen image, transmitting the appropriate screen updates to each participant upon request, through the WebOffice server to each participant at their own speed. If the image should change dramatically, the update may be an entire screen.
Figure 8 Application Sharing

WebOffice Server Session

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Content Content Office Owner App Sharing Output

Guest Guest

Another aspect of data streaming is fast document viewing. As an example, an WebOffice owner shares a PowerPoint presentation containing twenty slides. As the presentation is being spooled to the WebOffice server, it immediately starts to process the first slide for delivery to the guest. In the background the server is still processing the remaining slides while the meeting continues. If slide ten is requested, it prioritises slide ten and resumes streaming from where it left off. Streaming the content saves time and bandwidth as the guest does not have to request the next change in content. This approach is the same regardless of the number of guests in a meeting. The WebOffice server delivers content, which is customized to each of the guests connection capabilities.
The WebOffice server maintains the session with additional communication channels being opened between the application sharing PC and the requesting PC for keyboard and screen updates. The application sharing PC actions requests made by the requesting PC and spools the content to the WebOffice server and out to any guests. The memory, processor speed and bandwidth on the application sharing PC become an important factor, as it is responsible for sharing and processing the application sharing session. Only the sharing PC can initiate an application sharing session and at any time can revoke it. Any work produced during the session remains on the application sharing PC. At no stage are there any file transfers made across the connection thus maintaining network security. Typically application sharing and remote control meetings are one to one. Document sharing for the most part will provide adequate functionality.

The Future

Audio and Video conferencing is now a mature technology. Access to the web from the Enterprise and the home is increasing at a rate surpassing that of the telephone. If we look at the telephone and its impact on our society, the possibilities for audio, video and data conferencing over IP becomes immense. However, ease of use will become the critical factor in taking this type of technology and make it mainstream like the telephone.
The user does not need to know how or why, only that it works and offers a set of features that they can, if they decide to use or not like the telephone. The Polycom Office is a gigantic step in this direction. It offers a comprehensive range of Audio and Video products, access devices, desktop & browser based management systems and network bridges that make the decision easier for the Enterprise to embrace and simple to use for the individual.

Version 7.0.1 - Limitations, Corrections and Pending Issues. 94
Version 7.0.1 System Limitations... 94
Version 7.0.1 Package Contents
The Polycom WebOffice Version 7.0.1 software and documentation CD includes the following items:
Polycom WebOffice software:
Polycom WebOffice Server Polycom WebOffice Administrator Web Support

Documentation:

Polycom WebOffice 7.0.1 Administrator's Guide Polycom WebOffice 7.0.1 User's Guide Polycom WebOffice 7.0.1 Release Notes

System Requirements

Server Requirements

Recommended Requirements

Following are the Polycom WebOffice Server recommended requirements:
Pentium-4 1GHz and higher (dual processor recommended) 1024 MB RAM Internet Connection - LAN to router connected to the Internet at 1.5 Mbps or higher 100 Mbps PCI network adapter providing LAN connection 40 GB on disk (required for System/SW/Session, and for Offices data + spare), preferably high speed SCSI supporting 160 Mbps transfer rate (3x18GB full RAID recommended) Software
Windows 2000 Server, Windows 2003 Server

Environment

Firewall protection - usually TCP port 80 (HTTP) and ICMP are to be open for
inbound traffic toward the server with state-full inspection activated Optional - working in TCP mode port 83

Minimum Requirements

Following are the Polycom WebOffice Server minimum requirements:
Minimum Server Specs for WebOffice License levels:
5 Licenses - Pentium-III 700 MHz, 500 MB RAM and 10 GB hard disk with
512 Kbps connection 25 Licenses - Dual Pentium-III 500 MHz, 1 GB RAM and 40-GB hard disk with 1.0 Mbps connection 100 Licenses - Pentium-4 1.2 GHz, 1 GB RAM and 60-GB hard disk with RAID 0, 1.0 Mbps or higher connection 250 Licenses - Dual Pentium-4 2.x GHz, 2 GB of RAM and 100-GB hard disk with RAID, 1.5 Mbps connection 500 or more - Dual Pentium-4 with highest speed, 2 GB of RAM minimum and 20-GB install disk and 100-GB data disk with the data disk RAID 5 Striped, with 1.5 Mbps or higher connection Software

Windows 2000 Server

Firewall protection - only TCP port 80 (or any other port the server was
configured to work with) (HTTP) and ICMP are to be open for inbound traffic towards the server with state-full inspection activated
Client Software Requirements
Following are the Polycom WebOffice Client software recommended requirements:
Standard Pentium-III 600 (or higher) Windows PC Software
Windows 2000/XP IE 4.0 and higher / Netscape 7 and higher
128 MB RAM and higher Internet connection - 128 Kbps and higher
Web Client Software Requirements
Following are the Polycom WebOffice Web Client software minimum requirements:

Software

Windows 2000/ME/XP, Mac or Linux Windows OS: IE 5.0 and higher / Netscape 7.0 and higher Mac OS: IE for Mac 5.2 and higher / Netscape 7.1 and higher Linux OS: Netscape 7.1 and higher

Internet connection

Meeting Conference Requirements
Following are the Polycom WebOffice configuration requirements for audio and video meetings:

Audio conference

MGC VoicePlus or Voyant OCI WebCommander - optional but recommended when working with MGC unit
version 5.0 and lower Point-to-Point video conference
ViaVideo I and II, software version 4.0 and higher / ViewStation endpoints.
ViewStation models include ViewStation FX, ViewStation EX, ViewStation FS 4000 - software version 5.1 and higher, and ViewStation VSX 7000 - software version 5.0 and higher. Gatekeeper (PathNavigator is recommended) - optional but recommended Multipoint video conference
Polycom MGC version 6.1 higher ViaVideo I and II, software version 4.0 and higher / ViewStation endpoints.
ViewStation models include ViewStation FX, ViewStation EX, ViewStation FS 4000 - software version 5.1 and higher, and ViewStation VSX 7000 - software version 5.0 and higher. WebCommander - optional but recommended when working with MGC unit version 5.0 and lower Gatekeeper (PathNavigator is recommended) - needed for IP
Installing Polycom WebOffice server

Activating WebOffice

The activation key code to activate Polycom WebOffice is received directly from the Polycom Web site. The activation key code must then be entered in the WebOffice Administrator's page to activate WebOffice. This procedure must be performed prior to using WebOffice. To activate your Polycom WebOffice: 1. Access the Polycom Web site http://extranet.polycom.com. 2. If necessary, create a New User Account. If you already have a user account, log in.
Click the Product Activation link.
The Product Activation page opens.

4. 5. 6. 7.

Under Single License Number enter the License Number that is located on the back label of your WebOffice CD ROM. Press the TAB key. License number will be identified and First Time Installation checkbox will appear. Check First Time Installation checkbox and Serial Number will appear.

Internal H.323 Service Name
Internal IP ranges list ISDN ISDN Prefix
The ISDN prefix for the MCU.
Field Dialing Rule Set Conference Number includes country code Conference Number includes area code Description The Dialing Rule Set for ISDN calls. This is applicable only if an ISDN prefix is specified. Specifies if the conference number includes a prefix with the country code. This is applicable only if an ISDN prefix is specified in ISDN Prefix above. Specifics if the conference number includes a prefix with the area code. This is applicable only if an ISDN prefix is specified in ISDN Prefix above.
Click Add. The MCU is added to the MCUs List. To update an existing MCU, click on the Properties link of the MCU to be used with the WebOffice server.
The Update MCU dialog box opens.
Select the Audio and/or Video Template that has been configured to work with IVR Message Services. By default this is Audio + IVR and Video + IVR.
10. Click Update to save the settings.
Configuring the MGC Unit to use an External Database Application for MGC Version 6.0
Configuring the MGC unit to use an external database application for Polycom MGC version 6.0 consists of two procedures: setting a flag in the system configuration file, and editing an XML configuration file and sending it to the MCU.
Setting the External Database Access Flag
You must configure the MCU to access an external database application for validation and authentication. This is done in the file system configuration file (system.cfg). To set the external database access flag in the system.cfg: 1. In the MGC Manager application, double-click the MCU icon. Alternatively, right-click on the MCU icon, and the click Connect.
Right click the MCU Utils icon, and then click Edit "system.cfg".
The SysConfig dialog box opens. 3. In the Section pane, double-click the GREET AND GUIDE/IVR option.
The GREET AND GUIDE/IVR flags are displayed in the Item=Value pane.
In the Item=Value pane, click the ENABLE_EXTERNAL_DB_ ACCESS item.

5. 6. 7.

In the Edit value text box, enter the value YES. Click the Set value button to apply the new value to the system configuration file. Click OK. A confirmation dialog box opens.

Click Yes to confirm.

Configuring the XML Configuration File
The External DB Tools folder in the MGC Manager software kit contains a file named apserver.xml, which is used to define information related to the external database application. The apserver.xml file must be edited and sent to the MCU. The initial contents of the apserver.xml file are as follows: <APPServer_Configuration_file> <Servers_List> <Server_Data> <IP>172.22.133.41</IP> <Port>5001</Port> <Login>ACCORD</Login> <Password>ACCORD</Password> <Directory>McuIntegration</Directory> <Server_Data> </Servers_List> </APPServer_Configuration_file>
To configure the apserver.xml file and send it to the MCU: 1. Copy the apserver.xml file to your local disk. 2. 3. Open the file in a text editor application. Edit the values of the following elements:
Table 2: apserver.xml File Configuration
Element IP Port Description The IP address of the external application server. Enter the IP address of the WebOffice server. The port number used by the MCU to access the external application server. When working with the WebOffice server, use port 5001 or 1205. The user name defined in the external database application for the MCU. For the WebOffice application, the default user name is: ACCORD. The password associated with the user name defined for the MCU in the external database application. For the WebOffice application, the default password is: ACCORD. The URL of the external database application. For the WebOffice server, this is McuIntergration.

Password

Directory
Save the new values and close the file. Send the edited apserver.xml file to the MCU using the MGC Manager: In the MGC Manager application, right-click the MCU icon, click MCU Utils and then click Send File. Reset the MCU.
Configuring the MGC Unit to use an External Database Application for MGC Versions 6.01 and Higher
Several flags must be set in the system configuration file (system.cfg) to define information related to the external database application when configuring the MGC unit to use an external database application for Polycom MGC versions 6.01 and higher. To set the external database flags in the system configuration file: 1. In the MGC Manager application, right-click on the MCU icon.
A pop-up menu opens. 2. Click the MCU Utils option, and then click Edit "system.cfg".
The SysConfig dialog box opens.
In the Section pane, double-click the External DB option. The External DB flags are displayed in the Item=Value pane. In the Item=Value pane, click the ENABLE_EXTERNAL_DB_ACCESS item. The item's value is placed in the Edit value text box.
In the Edit value text box, enter the value YES. Click the Set value button. Repeat steps 4 to 6 to set the values of the following flags:

Request digit

Click the Add Message File button to download the appropriate audio file to the MGC units memory if the files were not downloaded prior to the definition of the IVR Service or if you want to add new audio files to the MGC units memory. For more details, see step 8 on page 37.

16. Click Next.

The General dialog box opens.
The General dialog box lists additional audio messages and prompts that may be played before joining the conference or during the conference. The following messages and prompts can be enabled:
Table 8: General Voice Messages
Message Type Description Indicates that the conference is now locked to dial-in participants. This message is played to all the conference participants. Indicates that the conference is now unlocked to dial-in participants. This message is played to all the conference participants. A message requesting the participant to enter a code for billing purposes. Indicates that the conference status has changed to secure conference. This message is played to the conference when the chairperson secures the conference and it cannot be entered by any additional participant or the system administrator/operator. In this mode, the operator cannot monitor the participants and can only terminate the conference. The conference may be secured and unsecured by the chairperson via DTMF commands. Indicates that the conference status has changed from secure conference to normal. This message is played to the conference when the chairperson cancelled the secured mode and the conference returned to its normal state. This message is played when the participant is the first person to join the conference (to clarify the silence). Indicates that a conference is locked. This message is played to a participant who wants to join a locked conference, informing the participant that currently he/ she cannot join the conference. Indicates that all participants are muted. This message is played to the conference to inform all participants that they are muted (with the exception of the conference speaker).

Lock On Lock Off

Billing Number Secure On

Secure Off

First to Join the Conference Conference Locked

Mute All On

Message Type Description Indicates that all participants are unmuted. This message is played to the conference to inform all participants that they are unmuted (and that the Mute All Except Me mode was cancelled). Indicates that a conference is about to end. This message is only played when the conference is about to end and it cannot be extended. A confirmation message that is played when the participant requests to mute his/her line. A confirmation message that is played when the participant requests to unmute his/her line. A help menu which is played upon a request from the chairperson. It lists the operations that can be performed by the chairperson and their respective DTMF Codes to participants requesting it. The playback can be stopped any time. The voice message that can be recorded for one Help file is limited to 30 seconds. You can have two audio files played one after the other as a single menu. The grouping of two Audio files into one help menu can be done for the Chairperson Help menu (and also for the Participant Help menu). If you configure two help menu messages, these two messages are heard in sequence as one menu. This is the first file that will be played. Note: If you intend to modify the default DTMF codes, the default voice message files for the help menus that are shipped with the system will have to be replaced with new recordings that list the new DTMF codes. The help menus are usually recorded by the conferencing service provider as voice messages and are configured like any other voice message in the system. The audio file containing additional DTMF codes that can be used by the chairperson when two help menu messages are recorded for the chairperson operation. This file will be played after the file assigned to the Chairperson Help Menu 1. The audio file listing DTMF codes that can be used by the ordinary participant. The voice message that can be recorded for one Help file is limited to 30 seconds. To overcome this limitation you can have two audio files played one after the other as a single menu. This is the first file that will be played. The audio file listing additional DTMF codes that can be used by the ordinary participant when two help menu messages are recorded for the participant operation. This file will be played after the file assigned to the Participant Help Menu 1. The audio file listing DTMF codes available to the participant/ chairperson during the Invite session. The audio file listing DTMF codes available to the participant/ chairperson who controls the voting session (depending on the configuration in the DTMF codes dialog box).

Video Welcome Slide

Only an H.320 video participant will see the slide when entering a conference.
27. Click Next. The DTMF Codes dialog box opens.
The participant interacts with the system while in the conference IVR queue or during the conference using touch-tone signals (DTMF codes) that are entered by pressing the appropriate key on the telephone/endpoints remote control. This dialog box lists the default DTMF codes to the various functions that can be performed during the conference by all the conference participants or only by the conference chairperson. Usually a combination of signals activates a function. For example, entering *70 activates the Lock Conference feature. 28. To modify the DTMF code assigned to a function, in the Name field, click the function whose code you wish to modify.
The appropriate DTMF code appears at the bottom of the list.
29. In the DTMF Code (left) field, enter the new code. 30. In the Permission (right) field, select whether this function may be used by all the conference participants or only the chairperson. 31. Click Finish to complete the IVR Service definition. The new IVR Message Service is added to the IVR Services list.
The number of IVR Services defined for a single MGC unit may not exceed 30 Services.
Version 7.0.1 - New Features List
The following table details the new features available in WebOffice Version 7.0.1.
Table 10: Version 7.0.1 New Features List
Feature General Features Description
WebOffice Video Plug-in The WebOffice Video Plug-in allows WebOffice users to use a broad variety of third party Web cameras to send and receive video steam, in addition to previously supported Polycom video endpoints in WebOffice. Additionally WebOffice users who do not have a video endpoint can receive the video stream of a WebOffice conference. Windows Messenger Integration WebOffice is available for integration with Microsoft Windows Messenger (Windows Messenger Integration mode), extending Windows Messengers capabilities to include Polycoms multipoint audio and video conferencing. WebOffice works seamlessly with Windows Messenger and users can invite participants and start a multipoint conference directly from their instant messaging session with a click of the mouse. Direct Video Call Direct Video Call enables WebOffice users to communicate point-to-point directly with other WebOffice users without having to start a WebOffice conference. Additionally WebOffice users who do not have a video endpoint can receive the video stream of a from other non-WebOffice users. Dial Out WebOffice owners can select the dialing mode for their conference participants - dial-in or dial-out. Dial-out participants can join audio and/or video multipoint conferences with all endpoint types (both Polycom and non-Polycom) and will automatically connect to the conference. Conferences can include both WebOffice and non-WebOffice users. WebOffice Language Selection All WebOffice components are available in English, German, French, Chinese Simplified, Chinese Traditional, Japanese and Korean. Polycom WebOffice Licensing WebOffice can be registered from the Polycom Web site.

You can now send and receive video stream when starting or joining a video conference or a direct video call.
If a View Only icon appears instead of the Camera icon,it is possible that WebOffice did not detect your video endpoint. Click 'Reset desktop camera' in the Selected Endpoint list to have WebOffice detect your endpoint.
Windows Messenger Integration Mode
WebOffice is available for integration with Microsoft Windows Messenger (Windows Messenger Integration mode), extending Windows Messengers capabilities to include Polycoms multipoint audio and video conferencing. WebOffice works seamlessly with Windows Messenger and users can invite participants and start a multipoint conference directly from their instant messaging session or from their contacts list, with a click of the mouse. The Windows Messenger interface completely replaces the WebOffice Manager user interface. The WebOffice Buddy list is replaced by the Windows Messenger Contacts list, and the buddys video endpoint type and status are displayed in the Windows Messenger Contacts pane. Conference preferences, the Conference Organizer and conferences are started directly from the Windows Messenger interface. In Windows Messenger Integration mode you can:
Initiate WebOffice audio, video and data conferences Start the WebOffice Conference Organizer Modify the WebOffice properties
List of Buddys with the associated endpoint and status
As with the standard WebOffice implementation, WebOffice in Windows Integration mode allows users to associate themselves with a variety of personal or group conferencing endpoints - including SIP, H.323. H.320/ISDN and PSTN based endpoints. Users can easily switch between their default associated endpoint (for example a ViaVideo/Web camera) and a room based system (for example a VSX7000/ViewStation). WebOffice integrates with Microsofts Windows Messenger client (version 5.0), in conjunction with the Microsoft Office Live Communications Server 2003 (LCS) enterprise application.
For full details on Microsoft Windows Messenger, refer to the Windows Messenger Help.
When the WebOffice server is in Windows Messenger mode, all users are in Windows Messenger Integration mode. This is configured by the WebOffice Administrator in the WebOffice Administrators Tool. For more details, see page 65.
Initiating WebOffice Functionalities in Windows Messenger
When WebOffice is in Windows Messenger Integration mode, users can access WebOffice functionalities in a variety of ways:
By right-clicking a contacts name in the Main window:
From the Actions menu in the Main window:
From the I want to. pane in the Conversation window:
Initiating Audio, Video and Data Conferences
Inviting a user to a new conference from Windows Messenger invokes the WebOffice Meeting with a new conference.

Before starting to use WebOffice in Windows Messenger Integration mode WebOffice users should associate themselves with an endpoint For more details see page 64.
To invite a user to a new WebOffice conference: 1. Click Start Polycom Conference from:
The Main window The Conversation window
A conference invitation is sent to the conference invitee in Windows Messenger. 2. A confirmation message and an accept/decline message appears in your Conversation window.
The WebOffice Meeting window is launched and as each participant accepts the invitation, they joins the conference.
Depending on the conference settings, the participants endpoints are either instructed to dial-in to the conference, or the conference is instructed to dial-out to the endpoint. For more details on the dialing mode selection, see page 78.
Accepting a Conference Invitation in Windows Messenger
Participants who are invited to a WebOffice conference, receive a conference invitation in their Windows Messenger Conversation window. To accept a conference invitation in Windows Messenger: Click the Accept link in the message or press Alt+T to accept the invitation.
A confirmation message appears indicating that you have accepted the conference invitation and the WebOffice Meeting window opens. If you are already associated with an endpoint, you are automatically connected to the conference. If you are not associated with an endpoint, you can connect to the conference as a dial-out participant.
Joining a Conference as a Dial-out Participant
After the WebOffice Meeting window opens, the invited conference participant who is not associated with an endpoint (or if the dialing mode was set to dial-out by the conference owner) receives a request for their dialing details. To accept a dial-out conference invitation: 1. Click Yes to accept the conference invitation.
If the call invitation is for a video conference, the Select Device Type window opens.
Select how you will connect to the conference; with your video endpoint or your telephone. Click Continue. The Endpoint Details dialog box opens.
In the Endpoint Details window, define the following parameters:
Table 11: Endpoint Details parameters
Parameters Preferred Call Type H.323 Alias Address/Name ISDN - Country Code ISDN - Area Code ISDN - Number Description Select your preferred connection type, IP, ISDN or SIP. (Mandatory) Applicable for IP or SIP calls only. Enter the IP or SIP address or alias of the endpoint. (Mandatory) Applicable for ISDN or PSTN calls only. Enter the country code of the number to be dialed by the conference. (Optional) Applicable for ISDN or PSTN calls only. Enter the area code of the number to be dialed by the conference. (Optional) Applicable for ISDN or PSTN calls only. Enter the number to be dialed by the conference.(Mandatory)

Using the Bulk Accounts Generator Tool
The Bulk Registration Tool provided in your WebOffice package CD allows you to easily create large amounts of accounts for current Windows Messenger users in your organization. The Administrator simply exports details of the Windows Messenger users from the Microsoft LCS or the Active Directory using the Bulk Accounts Generator Tool, where accounts are automatically created for everyone.
You can export the details of the Microsoft Messenger user account entries directly to the CSV file. For more details see your Microsoft Messenger LCS or Active Directory Guides.
Open the Bulk Accounts Generator Tool, included on the WebOffice package CD.
Type in the LCS domain name. Click Lookup Users.
Select the appropriate group, for instance Users.
Click the Select button. Select the users you want to import.
The imported users are displayed, type in WebOffice IP address or URL to create the offices on the server.
WebOffice server must allow offices to be created from the web in order for this tool to work. this option is turned off by default, it can be activated from the web admin interface under Options.
Distributing and Installing the Installation File
The Administrator must provide access to the installation files to all users. The file can be sent to all users, or the users can be directed to the URL where they can download the file themselves. To access the installation files in the Administrators Tool: 1. On the Main Menu pane, click General Server Settings.
The General Server Settings window opens. 2. 3. If it isnt already selected, select the Server LCS Mode check box to enable WebOffice integration with Windows Messenger. Click the Windows Messenger Plug-In link.
The Download Client Software page opens in your Web browser.
Either download the installation file and send it to all WebOffice users in your organization, or send the Download Client Software URL page to all users in your organization so they can download the software. After the users receive the installation file, they must logout and completely close Windows Messenger, then run the installation file. During the installation users are asked for the WebOffice server URL - the Administrator must provide the user with the appropriate IP or URL. When the user logs into Windows Messenger after the installation is complete, WebOffice is fully integrated.
After the installation of WebOffice in Windows Messenger Integration mode, users should access Start Polycom Conference Preferences in Windows Messenger to select their associated video endpoint. For more details, see Changing Conference and User Properties on page 63. For users to work properly with a ViaVideo or Web camera endpoint, or to have view-only video stream, the WebOffice Video Plug-In should be installed. For more details see WebOffice Video Plug-in on page 47.

Direct Video Call

Direct Call enables WebOffice users to communicate point-to-point directly with other WebOffice users without having to start a WebOffice conference. In addition, WebOffice users without a video endpoint who have the WebOffice Video Plug-in can receive the video stream from other non-WebOffice users.
The Direct Video Call functionality is seamlessly incorporated in the WebOffice Manager, letting users work from one window and perform all of the required tasks. Using a video endpoint along with the WebOffice Video Plug-in, users can dial directly to other H.323 endpoints and conferences. Users can also receive calls on their video endpoint. Even if the users do not have an endpoint, using the WebOffice Video Plug-In allows them to receive the video stream for viewing.
Placing a Call (Point-to-Point)
You can place calls using your video endpoint in the WebOffice Manager window. To place a call from your video endpoint: 1. In the WebOffice Manager, click the Direct Video Call arrow.
The Direct Video Call pane opens.

Click the Call button.

The Direct Call dialog box opens.
In the Number box, enter an IP address (255.255.255.255), DNS name (lobby.austin.polycom.com), or H.323 extension of the video endpoint you want to call. Dialed numbers are stored in the Number box history and can then be selected from the drop-down list.
In the Speed box, select the desired dialing speed. The default dialing speed is 256 Kbps. Click Dial.
When the video call is established, it is shown in the Direct Video Call pane.

Direct Video Call pane

Camera controls
If an Audio only call is established, the Audio only icon is shown in the Direct Video Call pane. Table 12 details the available camera control icons and their actions for a Direct Video call.
Table 12: Direct Video Call icons
Icon Name Decrease Volume Action Click to reduce the volume.

Increase Volume

Click to increase the volume.
Decrease Brightness Increase Brightness Picture in Picture (PIP). Mute
Click to reduce the brightness of the video image. (Applicable for video calls only.) Click to increase the brightness of the video image. (Applicable for video calls only.) Click to open a small window showing what the far endpoint (site) sees. (Applicable for video calls only.) Click turn off your microphone. If you are in a call the far site will not hear you. Click to turn on your microphone if it was turned off.

Defining the Default Dialing Settings
The meeting owner can select if meeting participants are dial-in or dial-out. The meeting owners ability to set their dialing settings is limited by the permissions set by the WebOffice Administrator. For more details, see Dial-Out Permissions on page 83. To set the WebOffice dialing settings: 1. In the WebOffice Manager window, click the Properties button.
The Properties window opens. 2. Click the Dialing Settings tab.
The Properties - Dialing Settings window opens.
Select the dialing settings, as detailed in Table 13.
Table 13: Properties - Dialing Settings options
Option Video All participants call the conference (dial-in) Let the system decide who calls (recommended) Select this option to require all video participants in the Buddy list to call the conference. You can modify the dialing mode from the Conference Organizer. Select this option to let the system determine the best way to connect the video participant. When this is selected, Polycom endpoints automatically identified by the system (ViaVideo, ViewStation, VSX family and WebOffice Video Plug-in) are instructed to call (dial-in) the conference. If the endpoint is not recognized, the system will call (dial-out) the endpoint. Description
Audio All participants call the conference (dial-in) The conference calls all participants (dial-out) Select this option to require all audio participants in the Buddy list to call the conference. You can modify the dialing mode from the Conference Organizer. Select this option to require the conference to call all audio participants in the Buddy list. You can modify the dialing mode from the Conference Organizer.
Option General Prompt when an ISDN/PSTN dial-out participant joins the conference without receiving an invitation. Select this check box to receive a message when an ISDN/ PSTN dial-out participant joins an on going conference directly from the Buddy list without receiving an invitation. This information is useful to know as ISDN/PSTN participants incur an additional phone charge when joining the conference as dial-out participants. When a ISDN/PSTN dial-out participant joins the conference without an invitation, the meeting owner receives the following message: Description
Select Yes to allow the participant to join the conference or select No to deny the participant access to the conference. If the participant is denied access to the conference, they will receive the following message:

Modifying the Default Dialing Mode from the Conference Organizer
Conferences with dial-in and dial-out participants are started from the WebOffice Manager window. If you want to change the default dialing mode of a participant, you must start the conference from the Conference Organizer.
To start a conference and modify the dialing mode from the Conference Organizer window: 1. In the WebOffice Manager, click the Conference arrow and then select Conference Organizer.
Select the required conference type. Select the participants for the conference.
The default dialing mode icon appears next to the participants name in the Conference Participants list. Table 14 details the dialing mode icons.
Table 14: Dialing Mode Connection icons
Icon Video conference Automatic-dial Auto conference Automatic-dial Video conference dial-in Video conference dial-out Audio conference dial-in Audio conference dial-out Ask the participant for details for a Video conferece Ask the participant for details for an Audio conferece Description The system decides if the participant is dial-in or dial-out for a Video conference. The system decides if the participant is dial-in or dial-out for an Audio conference. The participant dials-in (calls) to the Video conference. The Video conference dials-out (calls)to the participant. The participant dials-in (calls) to the Audio conference. The Audio conference dials-out (calls) to the participant. The conference owner has requested the conference participants endpoint information. The participant will be connected to the Video conference according to the details they enter. The conference owner has requested the conference participants endpoint information. The participant will be connected to the Audio conference according to the details they enter.
To change the dialing mode in the Conference participants list, right-click the dialing mode icon next to the participants name and then select the desired dialing mode.
The following options are available for selection:
Let the system decide who calls - This is the recommended dialing mode. Select this option to let the system determine the best way to connect the video participant. When this is selected, Polycom endpoints that are automatically identified by the system (ViaVideo, ViewStation, VSX family and WebOffice Video Plug-in) are instructed to call (dial-in) the conference. If the endpoint is not recognized, the system will call (dial-out) the endpoint. The participant calls the conference - The participant dials in to the conference. Polycom endpoints identified by the system (ViaVideo, ViewStation, VSX family and WebOffice Video Plug-in) are instructed to automatically call (dial-in) to the conference. If the endpoint is not recognized, the participant must call the conference manually using the conference details information provided in the WebOffice Meeting Manager when the conference begins. The conference calls the participant - The conference dials out to the participant. When this is selected, the participants endpoint details must be provided. If you have selected Conference calls the participant (dial-out), select the definition mode of the participants dialing details:

Ask participant for details - A dialog box opens in the participants WebOffice
Meeting Manager, asking them to select their endpoint type and to enter their dialing details. Even if the participant is using a recognized Polycom endpoint, they will still be asked for their details. Asking the participant to enter their details is a time-saver, eliminating the need for the WebOffice owner to manually add the participants details.
The participants endpoint and dialing details are saved on the participants computer for subsequent requests by WebOffice to enter their details.
The meeting participant will only receive the dialog box requesting their information after you click the Start button in the Conference Organizer window.
Enter participant details - a dialog box opens, allowing you to enter the
participants details. This is useful when the WebOffice owner wants to enter specific endpoint details for the participant. This will override any endpoints previously assigned to the participant. After the participants details are entered, the participant will need to accept the WebOffice invitation to connect to the conference. If you want the participant to be able to connect to the conference automatically even when they are away from the computer, you must add the
participant as a Manual participant. For more details see Conference Organizer on page 87.
If you have selected to enter the Participant details, define the following parameters:
Table 15: Participant Details fields
Field Name Preferred Call Type H.323/Sip Address/Name ISDN/PSTN Country Code ISDN/PSTN - Area Code ISDN/PSTN Number ISDN/PSTN - Ext. Phone (audio only) Meaning This field is automatically filled in with the participants name. Select the preferred connection type, IP, ISDN, or SIP. (Mandatory) Applicable for IP and SIP calls only. Enter the IP or SIP address or alias of the endpoint. (Mandatory) Applicable for ISDN/PSTN calls only. Enter the country code of the number to be dialed. (Optional) Applicable for ISDN calls only. Enter the area code of the number to be dialed by the conference. (Optional) Applicable for ISDN calls only. Enter the number to be dialed by the conference. (Mandatory) Applicable for ISDN calls only. Enter the extension, of any, of the number to be dialed. (Optional) Select this check box if the endpoint is audio only (phone). (Optional)
Click OK. Click Start to start the conference.
Accepting a Dial-out Conference Invitation