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As a system administrator, you can manage conferences through the Cisco Conference Connection web interface. When you log in as an administrator, you can modify any conferences, not just your own. You can also see all hidden and password-protected conferences.
These sections describe how to use Cisco Conference Connection to schedule, change, and delete conferences, and the various ways users can connect to conferences. The procedures described are the same procedures your users would use to accomplish the same tasks on conferences they have the authority to create, view, or modify.
To schedule a conference, you add it to the Cisco Conference Connection database. By adding a conference, you are reserving Cisco Conference Connection resources for your conference, and no one else can reserve or use those resources, even if you do not use all the resources you reserved for the conference. Try to estimate the resources you require accurately.
Cisco Conference Connection opens the Add a Conference page.
Step 2 Enter the information for your conference. Table 6-1 describes the fields on the page.
Table 6-1 Add a Conference Page
Step 3 Click Add Conference.
Cisco Conference Connection adds the conference if there are sufficient resources and your conference information is adequately complete and satisfies administrative rules, and displays a conference confirmation. If possible, Cisco Conference Connection will modify some elements before adding the conference (such as conference ID); you can change these later if they do not suite your needs. You can find the conference by clicking Scheduled Conferences in the left-hand column.
If Cisco Conference Connection cannot add the conference, it tells you the reasons, and returns you to the Add a Conference page so that you can modify the conference details to resolve the problems.
Step 4 Notify attendees about the conference.
From the conference confirmation page, you can click Email Conference Information to add the conference information to an email message created in the email program configured for your browser. You can then address the email, modify it as desired, and send it to the intended conference participants.
There are several ways in which you can view lists of conferences and access detailed information about a conference. Which conferences show up in the lists, and what information you can see in the conference details, depends on whether you created the conference, or whether you are a Cisco Conference Connection administrator.
These topics describe how to view conference information:
Click Conferences in Progress to see a list of conferences that are currently running. Conferences you created are listed separately.
If the list is long, you can locate a conference by entering the conference name in the Find box and clicking Find. If you want to search on other attributes, click Search in the page heading and enter your search criteria. See the "Searching for Conferences" section for more information about running searches.
To view detailed information about a conference, click the conference name. The "Understanding Conference Information" section explains conference details.
If there is more than one page's worth of conferences, use the Next and Prev links at the bottom of the page to move through the list.
Click Scheduled Conferences to see a list of conferences that are scheduled. This includes conferences that are currently running and those that are scheduled to run in the future. Conferences you created are listed separately.
If the list is long, you can locate a conference by entering the conference name in the Find box and clicking Find. If you want to search on other attributes, click Search in the page heading and enter your search criteria. See the "Searching for Conferences" section for more information about running searches.
To view detailed information about a conference, click the conference name. The "Understanding Conference Information" section explains conference details.
If there is more than one page's worth of conferences, use the Next and Prev links at the bottom of the page to move through the list.
If a conference is set up to repeat, each individual conference in the series is listed separately. There is no single entry for the entire series. To view a list of conferences in a repeating series, click a member of the series to see the conference information, and then click the links in the Recurrence section to see lists of past or future conferences in the series.
Click Past Conferences to see a list of conferences that have already taken place. Only conferences that have ended are listed. Past conferences you created are listed separately.
If the list is long, you can locate a conference by entering the conference name in the Find box and clicking Find. If you want to search on other attributes, click Search in the page heading and enter your search criteria. See the "Searching for Conferences" section for more information about running searches.
To view detailed information about a conference, click the conference name. The information includes a list of participants for the conference. The "Understanding Conference Information" section explains conference details.
If there is more than one page's worth of conferences, use the Next and Prev links at the bottom of the page to move through the list.
If a conference is set up to repeat, each individual conference in the series is listed separately. There is no single entry for the entire series. To view a list of conferences in a repeating series, click a member of the series to see the conference information, and then click the links in the Recurrence section to see lists of past or future conferences in the series.
When you click on a conference name in a list of conferences (whether in-progress, scheduled, or past, or from a search results screen), Cisco Conference Connection displays the Conference Information page for the conference. The Conference Information page includes the information described in Table 6-2.
Table 6-2 Conference Information
You can search for conferences while viewing the lists of in-progress, scheduled, or past conferences.
You can quickly search by conference name by entering the conference name in the Find box and clicking Find.
However, if you need to search by something other than conference name, or if you are searching for a hidden conference, use this procedure.
Cisco Conference Connection opens the Search page.
Step 2 Enter your search criteria as described in Table 6-3.
You can use wildcards to search using partial information, or to see a group of similar conferences:
Step 3 Click Search to search for the conferences.
Cisco Conference Connection lists the conferences matching your search criteria, if any. You can click the conference name to get more information about a conference.
Regular users can modify any conference they created, while administrators can modify any conference. The characteristics you can modify for a conference depend on whether the conference is in progress or scheduled for a future time. These topics describe how to modify conferences based on this difference.
If a conference is in progress, you can only stop the conference or modify its duration. These topics describe how to make these changes:
You can stop a conference while it is running. Callers on the conference are not warned that the conference is stopping. The call is simply dropped and all callers are disconnected.
Cisco Conference Connection opens the Conferences in Progress page.
Step 2 Find the conference you want to stop and click the conference name.
Cisco Conference Connection opens the Conference Information page.
Step 3 Click Stop this conference in the maintenance commands section at the bottom of the page.
Step 4 Cisco Conference Connection asks you to confirm that you want to stop the conference. Click OK to stop the conference.
Cisco Conference Connection stops the conference and returns you to the Conferences in Progress page. The conference might still appear on this page initially, but you can click the refresh link at the bottom of the page after a few minutes to update the list.
You can change the duration of a conference while it is running if there are enough resources available for extending the conference. Because Cisco Conference Connection does this for you automatically, you do not need to extend a conference if the conference participants stay on line at the original end of conference. You only need to extend a conference if all callers plan to hang up and reconnect (for example, after taking a break).
Whether you modify the duration directly, or allow Cisco Conference Connection to do it automatically, the conference can only be extended if there are available resources. Thus, you might not be able to extend the conference.
Cisco Conference Connection opens the Conferences in Progress page.
Step 2 Find the conference whose duration you want to change and click the conference name.
Cisco Conference Connection opens the Conference Information page.
Step 3 Click Modify conference duration in the maintenance commands section at the bottom of the page.
Cisco Conference Connection opens the Modify Conference page.
Step 4 Change the duration to the desired length of time. If you are shortening the conference, the minimum amount of time you can shorten it by is 10 minutes.
Step 5 Click Modify Conference.
Cisco Conference Connection changes the conference duration and opens the Conference Confirmation window.
If a conference is scheduled but not running, you can modify any characteristic of the conference within the limits of resource availability, administrative rules, and the requirement that the conference ID be unique.
Cisco Conference Connection opens the Scheduled Conferences page.
Step 2 Find the conference you want to modify and click the conference name.
Cisco Conference Connection opens the Conference Information page.
Step 3 Find the maintenance commands listed at the bottom of the page, and click the appropriate link:
Cisco Conference Connection opens the Modify Conference page if you click either link.
Step 4 Make your changes. If you are modifying a recurring conference, and you want to modify the repeat option without changing it from weekly or monthly, simply click the selected radio button, and Cisco Conference Connection opens the options page.
Table 6-1 describes all of the conference scheduling options.
Step 5 Click Modify Conference to save your changes.
If system resources are available and other requirements are met, Cisco Conference Connection saves your changes and opens the Conference Confirmation window. If your changes are not acceptable, Cisco Conference Connection tells you the problems encountered so that you can make alternative changes.
Regular users can delete any conference they own. Administrators can delete any conference.
Cisco Conference Connection opens the Scheduled Conferences page.
Step 2 Find the conference you want to delete and click the conference name.
Cisco Conference Connection opens the Conference Information page.
Step 3 Find the maintenance commands listed at the bottom of the page, and click the appropriate link:
Step 4 Cisco Conference Connection asks you to confirm that you want to delete the conference. Click OK to delete the conference.
Cisco Conference Connection deletes the conference and returns you to the Scheduled Conferences page. The conference might still appear on this page initially, but you can click the refresh link at the bottom of the page after a few minutes to update the list.
Conference attendees can join a conference using any telephone that can dial into the conference telephone number. This is the basic method for joining a conference call.
If a caller is using a Cisco IP Phone that supports IP Phone Services, and the caller has registered for the service, the caller might be able to connect to the conference using the service.
These topics describe how to join conferences using these techniques:
When you want to join a conference, dial the Cisco Conference Connection conference call telephone number and follow the prompts to specify the conference ID and password (if required). The person who created the conference should provide participants with the telephone number, conference ID, and password in advance of the conference.
You cannot enter a conference before the start time. If you try to enter a conference early, Conference Director will tell you the conference has not started yet, and that you must call back later.
When someone enters a conference, Cisco Conference Connection plays an entry tone to announce the arrival.
If you get a busy signal after entering a correct conference ID and password, that means that the conference is full and cannot accept more callers.
When you are ready to leave the conference, simply hang up. Callers who remain on the conference will hear an exit tone.
If you are using a model of the Cisco IP Phone that supports IP Phone Services, such as the Cisco IP Phone 7940 or 7960 Series telephones, you can connect directly to unhidden conferences without entering the conference ID through the Conference Director interactive voice response system. These topics describe how to subscribe to the service and how to use it.
Even if your phone supports IP Phone Services, you can only subscribe to the service if the administrator sets it up on your network.
If your administrator has enabled it, you can subscribe to the Cisco Conference Connection IP Phone Service through the Cisco CallManager User Options page where you set up your speed dials and subscribe to other phone services.
Step 2 Select your phone from the Select a Device to Configure drop-down list.
Step 3 Click Configure your Cisco IP Phone Service from the list of available options.
Cisco CallManager opens the Subscribe/Unsubscribe IP Phone Services page.
Step 4 Select Cisco Conference Connection from the list of available services. The name that appears here depends on what the administrator configured, so ask your administrator if you cannot identify Cisco Conference Connection.
Step 5 Click Continue.
Cisco CallManager opens the parameters page for the service.
Step 6 Enter your Cisco CallManager user ID and password. This is the same user ID and password you used to log into the User Options page.
Step 7 Click Subscribe.
Cisco CallManager subscribes you to the service. See the "Joining a Conference Using the IP Phone Service" section for information on using the service.
If you want to unsubscribe from the service, you can do it through these pages. Simply select the service from your list of subscribed services and click Unsubscribe.
After you subscribe to the Cisco Conference Connection IP Phone Service, you can connect directly to the conference using the service from your Cisco IP Phone.
Subscribe to the Cisco Conference Connection IP Phone Service as described in the "Subscribing to the Cisco Conference Connection IP Phone Service" section. Your Cisco IP Phone must support IP Phone Services to use this feature.
The phone displays a list of services to which you are subscribed.
Step 2 Use the navigation buttons to scroll to the Cisco Conference Connection IP Phone Service and press the Select soft key.
Cisco Conference Connection displays the Conferences in Progress screen, which lists all non-hidden conferences that are currently taking place, if any. All of the conferences you own are listed even if hidden.
Step 3 Use the navigation buttons to select the conference you want to join and press the Select soft key.
Cisco Conference Connection shows detailed information about the conference. If the conference is password-protected, that fact is mentioned. If you are the conference owner, or a Cisco Conference Connection administrator, the actual password is displayed.
Step 4 On the conference details page, press JoinCnf to join the conference.
If you enter an incorrect password, press Back and try again.
If you are the conference owner or an administrator, you are connected to the conference without having to enter the password.
When you want to leave the conference, hang up.
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Posted: Wed Jul 2 23:57:19 PDT 2003
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