Conference Server Help
Logging on to the Conference Server
When you access the Web interface for the Conference Server, you must enter your User ID and PIN or password. Your access to the various Conference Server features depends on the logon privileges associated with your PIN. For information about your PIN and your logon privileges, consult the system administrator.
After you enter your PIN, the Conference Server displays the Conference Selection window. This window displays a table that lists scheduled conferences, the conference type, a description of the conference, the start date, and the end date. If you have conference reservations and participant management or system administrator privileges, this table displays all scheduled conferences. With these privileges, you can view, modify, or delete any scheduled conference.
If you have standard user privileges or voice messaging management privileges, this list includes only those conferences in which you are a participant and those conferences you scheduled.
- If you want to view, modify, or delete an existing conference, use the drop-down list to select a conference and click on the appropriate button.
- If you want to create a new conference, click on the Create button.
View Information for an Existing Conference
To view information for an existing conference,
- use the drop-down list on the Conference Selection window to select a conference
- Click on the View button.
The list you see depends on your login privileges.
The Conference Server displays a summary of the selected conference on a read-only window.
Modify an Existing Conference
To modify the settings for an existing conference,
- use the drop-down list on the Conference Selection window to select a conference
- Click on the Modify button.
- Scroll through the Conference Details form and modify the appropriate information.
For detailed information on the conference settings, go to the section on the type of conference you are modifying.
Delete an Existing Conference
To delete a conference,
- use the drop-down list on the Conference Selection window to select a conference.
- Click on the Delete button.
Create a New Unrestricted Conference
An unrestricted conference can occur at any time on any day for an unlimited duration.
- To create an unrestricted conference, click on the Unrestricted tab on the Conference Details window.
- Complete the required information for the following topics:
- Ports, Moderator's Code, and Dialouts
- Description Settings
- Day and Time Settings for an Unrestricted Conference
- Blast Dial Options
- Recording Options
- Participants Settings
- Guest Participants
- Attachments
- E-mail Confirmation
Create a New One-time Conference
A one-time conference occurs on a specific day and at a specific time.
- To create a one-time conference, click on the One-time tab on the Conference Details window.
- Complete the required information for the following topics:
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- Ports, Moderator's Code, and Dialouts
- Description Settings
- Day and Time Settings for a One-time Conference
- Blast Dial Options
- Recording Options
- Participants Settings
- Guest Participants
- Attachments
- E-mail Confirmation
Create a New Daily Conference
A daily conference occurs each day at a specific time.
- To create a daily conference, click on the Daily tab on the Conference Details window.
- Complete the required information for the following topics:
- Ports, Moderator's Code, and Dialouts
- Description Settings
- Day and Time Settings for an Daily Conference
- Blast Dial Options
- Recording Options
- Participants Settings
- Guest Participants
- Attachments
- E-mail Confirmation
Create a New Weekly Conference
A weekly conference occurs each week on the same day, at the same time.
- To create a weekly conference, click on the Weekly tab on the Conference Details window.
- Complete the required information for the following topics:
- Ports, Moderator's Code, and Dialouts
- Description Settings
- Day and Time Settings for an Weekly Conference
- Blast Dial Options
- Recording Options
- Participants Settings
- Guest Participants
- Attachments
- E-mail Confirmation
Create a New Monthly Conference
A monthly conference occurs on the same day, at the same time, during the same week each month. T
- To create a monthly conference, click on the Monthly tab on the Conference Details window.
- Complete the required information for the following topics:
- Ports, Moderator's Code, and Dialouts
- Description Settings
- Day and Time Settings for an Monthly Conference
- Blast Dial Options
- Recording Options
- Participants Settings
- Guest Participants
- Attachments
- E-mail Confirmation
Create a Conference
When you click on the Create button on the Conference Selection window, the Conference Server displays the Create Conference window.
- Enter a conference code for the new conference
This code must be at least 4 digits and can be as many as 32 digits. Use the conference code conventions established by your organization.
- Click on the Create button
If you make a mistake, use the Reset button to clear the conference code and enter a new one.
The Conference Server displays the Conference Details form.
Scroll through the Conference Details form and enter all information.
Recording Options include No recording, Record on command, or Automatically record. Click on the appropriate radio button for your conference.
When you have completed all information, click on the Submit button.
Conference Type
On the Conference Details form, select the type of conference you want to create.
- Click on the radio button for that conference. Select Date, Time, and Participants.
Ports, Moderator Codes, and Dialouts
- Select ports for your conference from the drop-down list.
You will need a port for each conference participant.
Moderator Code is optional. If conference has moderator, assign a code to the moderator.
- Type in moderator code of at least 4 digits.
Conference participants use the dialout feature to access an outside line during the conference and contact non-participants by telephone. To do this,
- click on Allow Dialouts box on the Conference Details form.
Description Settings
To describe the conference for the Conference Selection window,
- enter a description in the Conference Description box. Select number of ports. Enter Moderator's code. Select Allow Dialouts if you wish.
Day and Time Settings for an Unrestricted Conference
The information required for the Day and Time settings varies according to the type of conference you are scheduling. For an unrestricted conference, you must enter a start date and an end date.
- Use the drop-down lists to select a month, day, and year for the start date and the end date.
Day and Time Settings for a One-time Conference
For a one-time conference, you must enter the date, a start time, and an end time. The window displays the time zone where the server is located.
- Use the drop-down lists to select the month, day, and year for the conference.
- Use the drop-down lists to select the start time and the duration for the conference.
Day and Time Settings for a Daily Conference
For a daily conference, you must select a start date, an end date, a start time, and a duration.
- Use the drop-down lists to select a month, day, and year for the start date and a month, day, and year for the end date.
- If you want the conference to take place on weekends, click on the Weekend box.
- Use the drop-down lists to select a start time and a duration for the conference.
Day and Time Settings for a Weekly Conference
For a weekly conference, enter a start date, an end date, a day of the week, a start time, and a duration.
- Use drop-down lists to select a month, day, and year for the start and end dates.
- Use scroll list to select a day of the week for the conference.
- Use drop-down lists to select start time and duration.
Day and Time Settings for a Monthly Conference
For a monthly conference, you must select a start date, an end date, a day of the week, a week of the month, a start time, and a duration.
- Use the drop-down lists to select a month, day, and year for the start date of the conference and a month, day, and year for the end date of the conference.
- Use the drop-down list to select a day of the week for the conference.
- Use the drop-down list to select a week of the month for the conference.
- Use the drop-down lists to select a start time and a duration for the conference.
Blast Dial Options
The Conference Server will automatically dial conference participants at a specified time before the beginning of the conference, or the chairperson of the conference can dial all participants at one time.
- Select a Blast Dial Option: Automatic Blast Dial, Allow Chairperson Blast Dial, or No Blast Dial. If you want to require a PIN, click on the checkbox PIN Required.
Participant Settings
On this section of the Conference Details form, the Conference Server lists all participants currently in the participant database. Select the participants for your conference from this list.
Highlight the name of a participant.
- Click on the right arrow to move the participant to the Invited Participants list.
- Click on the left arrow to move the participant off of the Invited Participants list.
- If you want to enable or disable blast dial for an individual participant, highlight the participant's name in the Invited Participants list and click on the appropriate button.
Guest Participants
People who are not in the participant database can participate in conferences. Enter these people as guest participants.
- To add a guest to the conference, click on the add button.
The Conference Server displays the Add Guest Participant window.
- Enter the name of the guest.
- Enter a complete email address for the guest. The format is Address Type: Address. For example, SMTP:user@tellabs.com.
- Select Blast Dial feature: None or Dial-up Circuit.
Enter a telephone number. If the person is reached through an extension on the company switchboard, enter only the extension. If you must dial through a public network, enter the full telephone number and click on the On Public Network box.
- When you have entered all information, click on the Submit button.
The Conference Server returns to the Conference Details form.
- If you want to disable or enable blast dial for an individual guest, highlight the guest's name and click on the appropriate button.
- To delete a guest, highlight the guest's name and click on the delete button.
- To edit guest information, highlight the guest's name and click on the edit button. The Conference Server displays the Add Guest Participant window so that you can modify the information.
Attachments
If you are using Netscape Navigator version 2.0 or higher, or Internet Explorer version 3.02 with add-ons or version 4.0, you can attach documents to the email confirmation messages you send to participants.
- To add an attachment to an email message, click on the Add button.
Conference Server displays a windows file selection to attach a file.
- Highlight the file and click on the Add button, and the Conference Server lists the file in the Attachments box on the Conference Details form.
To delete an attachment from the Attachments box, highlight document and click on the Delete button.
E-mail Confirmation
When you have entered all the information, click on the Submit button, the Conference Server displays the Email Confirmation window.
- If you want to send email confirmation, click on the Send Conference Confirmation to Expected Participants checkbox.
- To send email reminder, click on the Send Conference Reminders to Expected Participants checkbox.
The Conference Server displays your email message. Clicking on the Reminders button enables you to set dates and times for reminders.
E-mail
When you designate that you want to email conference participants, the Conference Server generates and displays an email message. This message lists the recipients, acknowledges that documents are attached, and provides details for the conference.You can edit the subject line of this email and the content. You cannot change the list of participants.
When you have finished editing the message, click on the Send button to send the message or the Cancel button to cancel the message.
When you click on the Send button, the Conference Server returns to the Conference Selection window.
As a user on the Conference Server, you have login privileges that define your access to the system.
If you have standard user or voice message management privileges, you can access only conferences in which you are a participant or conferences that you have scheduled. You can also create new conferences.
If you have conference reservations and participant management or system administrator privileges, you can view, modify, or delete any conference. You can also create new conferences
Conference Authorities
Participants are assigned conference authorities that dictate their behavior during the conference.
With Listen Only authority, a participant cannot speak during the conference.
With Standard authority, a participant can speak during the conference.
With Chairperson authority, a participant can moderate the conference, dialout, and blast dial participants.
Recording Options
You can select Recording options. Click on the radio button next to the Recording Option appropriate for your conference: No recording, Record on command- enabling a chairperson or moderator to start recording a properly configured conference by entering a special "Record" DTMF code, and Automatically record-enabling a properly configured conference to begin recording automatically when the first caller enters and stop when the last caller leaves.
For help, information, or comments, please call 318-352-0006 or send email to Administrator.
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