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(Tandberg) Conferencing eXtensions User Manual

1. 2 Please see the TANDBERG document titled Implementing Secure Management HTTPS for more information on configuring TMS for HTTPS 2009 TANDBERG Page 17 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 11 Start Installation The installer now has all the information needed to complete the installation Click Install and the installer will complete the necessary software and configuration setup on the Exchange Server T TANDBERG Conferencing eXtensions for Microsoft Exchange x64 InstallShield E3 Ready to Install the Program The wizard is ready to begin installation Click Install to begin the installation TF you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Installshield 12 Finish Installation Once complete a Finish screen is displayed i9 TANDBERG Conferencing eXtensions for Microsoft Exchange x64 InstallShield E3 InstallShield Wizard Completed The InstallShield Wizard has successfully installed TANDBERG Conferencing extensions For Microsoft Exchange x64 Click Finish to exit the wizard v Launch TANDBERG Conferencing extensions For Microsoft Exchange x64 Leaving the checkbox marked will automatically launch the Configuration Utility so the next portion of the installation can be completed Click Finish to close the installer and launch the Configuration Utility to complete the next pha
2. Notes A free text area where notes about the conference can be added and can be seen in TMS If the booked videosystems are linked up with a contact person who receives emails when a system is booked the person will also get this message Add External Use this button to add video or audio participants to the TMS booking that are not listed in Exchange Such as dialing out to a telephone or video system or adding Dial in ports for people to dial into your conference Clicking the Add External button will display a panel where you can define the values you wish to use for the participant Click on the Dial In or Dial Out tab for the type of participant you wish to add Enter the values appropriate for the type of participant you are adding and click the Add button The participant will appear in the External Participant list Repeat for each participant you wish to add to the meeting Dial Out Dial In Remember to include country and area code when adding an ISDM number IF you do not know the number you cannot use Dial In and instead the participant must dial into the conference Number E g 1 555 9720401 gu m mM Video ISDN Video IP Telephone Telephone IP C 3G C SIP Add Close You can also delete selected dial in or dial out participants by selecting them and pressing the Delete Selection button Frequent Asked Questions regarding Outlook Booking Q Can
3. PM SUBTRE O ox30080004 PR LAST MODIFICATION TIME 0x300800 S NON IPM SUBTREE Qox3F90000A Dx3F9000 o D ox3FD60040 Ox3FD600 ky Eno orm Gox3FE8000A PR ADDRESS BOOK DISPLAY NAME Ox3FE800 j OFFLINE ADDRESS Bl 2x65E10008 PR PARENT SOURCE KEY Ox65E100 OWAScratchPadfE5 oxesezo004 PR_CHANGE_KEY Ox65E200 H SCHEDULE FREE BL 0x66380004 PR ADDRESS BOOK ENTRYID Ox663B00 3 schema root oxeessoo04 PR_ICS_CHANGE_KEY Ox665500 StoreEvents E5992 ARC Ox6656001E 0x665600 E 0x671E000B Ox671E00 m nn A iccccc NEEANN 10 Inthe center panel scroll through the list and find the entry starting with PR URL NAME and select it 2009 TANDBERG Page 75 of 86 From the Property Pane menu select Modify Extra Properties and a new Extra Properties window will appear Click the Add button and the Property Tag Editor Window will appear Click the Select Property Tag button Scroll through the list and find PR EFORMS LOCALE ID select it and click OK Click Ok to close the Property Tag Editor Click Ok again to close the Extra Properties Window The PR EFORMS LOCALE ID Property will now be listed with a red icon next to it in the property list Double Click PR EFORMS LOCALE ID and in the unsigned decimal field enter 1033 and click Ok Close the MAPI Editor For Microsoft s description of the steps using the MAPI Editor please see How to create an Organizational Forms Library in Exchange 2007 http support microsoft com kb 93
4. TANDBERG or of its Licensors provided hereunder Software You Licensee agree to be bound by the terms of this Shrinkwrap License Agreement Agreement If You do not agree to the terms of this Agreement do not install or use the Software and return it and all related documentation Documentation to Your place of purchase within te 10 days for a full refund TANDBERG or its licensors owns all intellectual property rights including patant copyright trade secret trademark and other proprietary rights in and to the Software and Documentation Your rights are limited to those expressly granted in this Agrezment This Agreement grants You a perpetual nontransferable and non exclusive license to use solely x Print Ido not accept the terms in the license agreement Installshield lt Back Cancel 2009 TANDBERG Page 9 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 7 Set the installation folder Select the destination folder where the software should be installed To accept the default location click Next to continue Otherwise click Change to specify a custom installation path and click Next afterwards to continue ji TANDBERG Conferencing Services for Microsoft Exchange InstallShield Wizard Eg Destination Folder Click Next to install to this folder or click Change to install to a different Install TANDBERG Corferenc
5. Associate TMS Systems with AD accounts Set FE Current System 1 of 1 Select action 5 danielremmem i C Use an existing AD account em OU New from installer QU TMS Integration ex2007 tms lab DU Microsoft Exchange Security Groups OU TMS Integration DU EX3 DU EXDEV1 HE DU New from installer CN Users 31 Create the remaining accounts m this folder Search Cancel For each selected system this dialog walks you through creating a new Active Directory account and mailbox OR associating the system with an existing Active Directory account and mailbox Use the Previous Next button to switch between systems The current system being configured is displayed in the top left The dialog allows you to choose an option for each selected system individually When multiple systems were selected the OK button will be disabled until a choice has been made for each system WARNING Account creation deletion changes may take time to replicate through your Active Directory When changes are made outside of the Configuration Utility depending on your Active Directory design these changes may take upwards of an hour to replicate across domain controllers If you experience errors or inconsistencies with account creation please shutdown the Configuration Utility and allow time for your Active Directory changes to propagate Select the account opt
6. Dstaiis Permissions Member or Specify the users who can access this public folder Specify the permissions on the public folder Directory right object stored in the Active Directory ASAN AN Specify the users and groups who can Administrative rights admnister this public folder OK Cancel Apply Help OK Card Heb 2009 TANDBERG Page 30 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 9 Click the Client Permission button and a pop up window appears Client Permissions xi Name Role Reviewer aa Anonymous id Ka Remove Properties r Permissions Roles Reviewer Create items Folder owner jv Read items a Folder contact Create subfolders IV Folder Visible m Edit items Delete items None None C Own C Own C All C All OK Cancel Help It is recommended only to give one single end user the owner permission preferably an administrator and use this user for publishing the form Users you wish to have access to the form need a minimum of Read permission granted By default users will have this read permission by the Default entry being granted the Reviewer role 10 Using the Client Permissions window add a user and set its role to Owner as necessary and add any desired User Groups with Reviewer Role if necessary 11 Click OK to save the permissions and OK ag
7. Once created you can set Outlook to prompt you for which profile to use when launching Outlook TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 2 Open Outlook and select the profile you configured for the resource account and supply the credentials for the resource account 3 Once the mailbox opens select from the menu Tools gt Options 2009 TANDBERG Page 65 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 4 In the Preferences tab click the Calendar Options button Calendar Options Bi Calendar work week Iv i IV ti IV on v to W fr lg s First day of week mandag Start time 08 00 x First week of year First 4 day week 7 End time 17 00 x Calendar options Show week numbers in the Date Navigator jv Allow attendees to propose new times For meetings you organize Use this response when you propose new meeting times Tentative Background color 3lanner Options Add Holidays Use selected background color on all calendars Advanced options Enable alternate calendar English zl Gregorian 7 Options When sending meeting requests over the Internet use iCalendar Format Free Busy Options Resource Scheduling Time Zone 5 In Calendar Options click the Resource Scheduling button Resource Scheduling E x Processing meeting requests Use these options if
8. Switch to a Meeting request by simply clicking the Invite Attendees button in the toolbar Using the drop down menus set the Start and End time for your meeting If your meeting will be a recurring meeting click the Recurrence button to set the options for the meeting 2009 TANDBERG Page 43 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Click the To button to invite attendees Select Attendees and Resources Type Name or Select From List Show Names From the All Users Name Business Phone 3Consultant Aalesund AAFK T1 Aaron Davis 1 703 234 3107 Resto Aaron Wu 1 703 272 2198 Resto Abderrahmane El Amrani Casat Abdu Samad P 5 Banga Abe Sharp MD Accounts Receivable Achille Brunazzi Adam Aburas Riyad Adam Britten 61 2 8915 4103 Austr Adam Marlin 1 847 230 184n Srha Y gt Optional gt Resources gt Using the Show Names from the drop down you can choose from various Address Books created by the administrator to browse through Chose the people you wish to invite to the meeting by selecting their name and clicking the Required or Optional buttons Optionally you can type their name into the fields directly To book a room or video system do the same as above to select a room system but put them in the Resources field You can mix and match people and rooms in a meeting request including multiple rooms s
9. System wide setting that allows users to use Asynchronous booking in addition to resource booking when integrated on an Exchange 2003 server If set to Allow invites sent via email will be processed by the Integration If set to Instruct user to use resource booking when an email invitation is received it will be rejected and the user will receive an email instructing them to make the meeting request using the Resources field in the meeting invite For more information regarding Asynchronous booking vs resource booking please see Explanation of Resource Booking Models Default Organizational Unit This setting controls where accounts created by the Configuration Utility will be created in Active Directory To change this setting click Browse and a window will appear allowing you to browse the Active Directory and specify an existing OU or create a new one Mailbox Database for New Accounts This setting controls which Mailbox storage group is used for mailboxes created for new accounts created by the Configuration Utility This drop down list will automatically be populated with all Mailbox storage groups found on the local server Resource Calendar Permissions The groups defined here will automatically be assigned Editor or Author permissions respectively on the calendars of accounts created by the Configuration Utility In Exchange 2003 installations these groups are defined during installation and users must be a member of the Auth
10. book a meeting using the integrated rooms and not include a video call A Yes any meeting created that only has one room system included will automatically be booked as a Reservation Only booking Additionally if multiple rooms are booked a meeting can be forced to be a Reservation Only booking using the TANDBERG tab and setting Reservation Type to Reservation Only Q Why do not see any MCUs in my Outlook lists A Booking of a MCU is handled automatically by TMS based on the number and type of participants requested in the conference Q Can book a meeting that only has dial in participants from Outlook A For a meeting request in Exchange to create a TMS conference at least one integrated room system must be included in the meeting Trying to book a meeting that has external participants defined in the TANDBERG tab but no resource accounts included in the meeting will not create a TMS meeting Ensure at least one integrated room system is included if you wish to schedule a video or audio conference Q Can book just a web conference from Outlook A A For a meeting request in Exchange to create a TMS conference at least one integrated room system must be included in the meeting Trying to book a meeting that has Web Conference set to Yes in the TANDBERG tab but no resource accounts included in the meeting will not create a TMS meeting Ensure at least one integrated room system is included if you wish to schedule a w
11. Mode or higher you can not use the Direct Resource Booking mode until you apply your own set of permissions on the resource calendars by logging on to each mailbox using Microsoft Outlook Connectivity between Exchange Server and TMS The Integration requires that the Exchange Server where TCX is installed can open a HTTP HTTPS connection to the TMS server Also required is that the Mail Server TMS is defined to use can send emails to the Exchange server s domain Microsoft only supports Exchange Server 2007 in 64bit installations for production use Exchange Server 2007 32bit versions are provided for testing and evaluation purposes only The 32 bit version of TCX can be used with 32bit Exchange Server 2007 test environments but is not supported for production use Client Requirements Microsoft Outlook 2002 e Latest Service pack recommended Microsoft Outlook 2003 w Service e Latest Service pack recommended Pack 1 or later Microsoft Outlook 2007 Latest Service pack recommended Outlook Web Access Requires using the Asynchronous Booking Model Direct Resource Booking not support in OWA TANDBERG Custom Form not available when using OWA TMS Requirements Version e TMS 12 0 or later Network HTTP HTTPS optional connectivity from the Exchange Server to TMS TMS must be able to send emails to the Exchange Server s domain Licensing One Exchange Integration License required per
12. Name AD Account 11 Room CN TMS Rack MxP 8 Rack MXP 6 YSX 7000 4 1 Resources found Start Synchronizer Domain Controller Setting 12 Systems in TMS nchronizer tart Restart Current Domain Controller ex2k7dc ex2k7 51 lab Left Column The left column displays all systems read from the configured TMS server that the TMS Service Account has access to Endpoints Rooms and Recording Devices are listed other system types are not available for Integration with Exchange but may be included automatically in meetings by TMS as required TMS ID Displays the System ID from TMS Display Name Displays the system s name as displayed in TMS A progress bar and summary is shown at the bottom of the list Right Column The right column displays all accounts found that the utility has detected as integrated with or staged to be integrated with the TCX integration The utility scans all mailboxes on the local Exchange Server and displays all those that have the TANDBERG custom attribute defined in the mailbox TMS ID Displays the System ID of the TMS system this account is associated with e Display Name Displays the name as read from the Display Name attribute of the Active Directory account associated with this mailbox AD Account Displays the DN of the Active Directory account associated with this mailbox Tip The user account
13. TMS system integrated or One Application Integration License required per Exchange Server integrated with TMS Permissions required to perform installation Performing the TCX installation requires logging into the Exchange Server as a user with specific administrator permissions Before continuing verify the user account you will use to perform the installation has the following permissions Windows Domain Administrator for the local domain or has delegated administrative access to the OU in Active Directory where all accounts are to be created Windows Administrator of the local machine you are installing on Exchange Full Administrator if using Exchange 2003 or Exchange Recipient Administrator for Exchange 2007 Installs For organizations where Active Directory and Exchange permissions are segregated and no exception can be made to use the TCX software see the section Appendix Using TCX Integration with Separate Admin Roles for information on installing via manual methods During the installation you will also setup a service user on the TMS Server If not reusing an existing account for the TMS Service User you must supply user credentials that can create a new one The user credentials must have the following permission e A Windows Administrator of the server TMS runs on e Must have a User Profile in TMS and be a member of the Site Administrator s group Installation and Upgrades Completing th
14. TMS integrated room system will automatically be created in TMS and the meeting organizer will be set as the meeting owner in TMS The meeting in TMS will only show rooms systems included in the meeting and not any individuals included in the meeting As the meeting owner or as a user that has permissions to modify other user s meetings in TMS a user can modify bookings created in Outlook Exchange directly in TMS If a meeting is modified in TMS the meeting owner will receive an email with the updated conference information The rooms systems integrated with Exchange will have their calendars automatically updated if a meeting is updated from TMS However for security protections TMS and the TCX integration do not have access to open or modify user s calendars This means a meeting modified in TMS will not automatically update the existing calendar entry in user s calendars If a meeting is updated in TMS the meeting organizer should update the calendar entry in their calendar and send out updates to ensure their calendar and their invited participants are up to date This is also a convenient time to add the updated video conference information to the meeting s details Using the Resource s Calendar Directly Users who have been granted permissions to a resource s calendar such as through the security groups defined in the Configuration Utility or directly have the ability to open the resource s calendar in their own Outlook
15. a recurring series you will be prompted if you wish to edit just this occurrence or the entire series Make your selection and click OK Once open modify the meeting to your like including changing the time adding removing participants etc When complete click Send Update to save the meeting and send the changes to the meeting participants WARNING Do not click Save and Close as this will only modify your calendar and will not send the changes to the other participants including the rooms systems Doing so will NOT update your video conference booking Deleting Meetings To delete a meeting find the event in your calendar right click on it and select Delete from the pop up menu If the meeting is part of a recurring series you will be prompted if you wish to delete this occurrence or the entire series Make your selection and click Ok Finally you will be prompted to send a cancelation notice or not Microsoft Office Outlook The attendees have not been notified that this meeting Test meeting has been canceled Choose one of the Following Send cancellation and delete meeting O Delete without sending a cancellation 1 Cancel Select Send cancellation and delete meeting and click OK Sending a cancelation notice is required to ensure the meeting will be deleted from the other participant s calendars including the rooms systems Modifying Meetings from TMS Meetings booked by a user that include a
16. account Make your selection filling in the password fields if necessary and click Next to continue ji TANDBERG Conferencing extensions for Microsoft Exchange x64 InstallShield KZ Exchange Service User Password Please select from the password options below Reset the password to a strong random password recommended C Iwantto supply a new password below C Thave the password and will provide it below Confirm new password EE x Cancel f Theinstaller will create or update the user s mailbox in the specified database store and configure it for use with TCX 10 Select the Service Account for TMS Next the installer must configure the service account to use on the TMS Server You have the option to let the installer detect a previously used account and create a new account if needed recommended or manually specify an existing account on the TMS Server The installer s steps will update depending on your selection Installshield Alternative 1 Recommended Let the installer detect and create if needed a Select Let the installer create a service account if needed and click Next 2009 TANDBERG Page 15 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide b Enter the network address to the TMS server along with a set of user credentials that has the appropriate administrator permissions on the TMS server as outlined in the start o
17. affect what users see FIELD DESCRIPTION Display Name This field is blank by default but some mail systems require a value be entered here Email Defaults to the Exchange side Service User s address TMS Service and is used as Address field the From address in the mail header Resource Defaults Tab This tab shows several controls available regarding the default configuration of resource accounts created by the Configuration Utility Note These values are the defaults for accounts to be created Changes here do not automatically affect accounts that have been created previously Bi Conferencing eXtensions for Microsoft Exchange 2 0 1 0 10 1 215 172 perations Configuration M Mailbox type for new resources Room Mailbox C Equipment Mailbox Default Organizational Unit fo U TCX Browse M Mailbox Database for new accounts Fist Storage Group4Mailbox Database M Resource calendar permissions Group to get Editor Access Browse EX2K7 test admins Group to get Author Access Browse Mailbox Type for new resources Exchange Server 2007 Only Controls the account type used for new accounts The choice does not affect how the integration functions and is relevant only to how administrators want to list or display accounts to users in their clients Asynchronous Booking Exchange Server 2003 Only
18. all accounts you enable These permissions also allow users to directly interact with the calendars of resource accounts if desired 1 Switch to the Resource Defaults tab 2 Under Resource Calendar Permissions use the Browse button to select an existing security group from Active Directory for each setting In the Browse window there is also an option to create a new security group if needed a Editor Permissions Members of the specified group will be able to edit meetings in resource calendars created by all users b Author Permissions Members of the specified group will be able to create meetings in resource calendars but only edit their own meetings not those created by other users 3 Switch back to the Operations tab when complete to continue The initial screen displayed shows an overview of systems found in TMS and any linked accounts in Exchange conferencing eXtensions for Microsoft Exchange 2 0 1 0 10 1 215 172 il perations Configuration Resource Defaults TMS ld TMS Id Rack MXP 3 11 Room CN TMS 11 A Rack MXP 5 12 Room B CN TMS 12 11 Room A 12 Room B 13 Room C 14 Room D 2 RackMXP 10 3 Rack MXP 11 4 Rack MXP 12 5 Rack MXP 13 6 Rack MXP 7 7 Rack MXP 8 8 Rack MXP B 3 VSR 7000 4 14 Systems in TMS 2 Resources found Current Domain Controller ex2k7dc ex2k7 a51 lab Start Synchronizer TANDBERG Conferencing eXtensions for Microsoft Exchange Adm
19. and all Microsoft requirements for Exchange Server are satisfied Exchange Server 2003 Installations DETAILS Exchange 2003 Server w Service Standard or Enterprise Editions Pack 2 Exchange System Manager must be installed on the server e Latest Service pack recommended Windows Server 2003 32bit e Standard Enterprise Datacenter Edition all compatible w Service Pack 1 or later Server 2003 R2 also compatible e Latest Service pack recommended e Domain functional level Windows 2000 Native or higher Exchange Server 2007 Installations DETAILS Exchange 2007 Server w Service Standard or Enterprise Editions Pack 1 or later e The Server must have the Mailbox Server Role installed e Latest Service pack recommended Public Folders required to use Direct Resource Booking option or publishing custom form optional Windows Server 2003 64bit o Standard Enterprise Datacenter Edition all compatible w Service Pack 2 or later Server 2003 R2 also compatible e Latest Service pack recommended e Domain functional level Windows 2000 Native or higher Windows Server 2008 64bit Standard Enterprise Datacenter Edition all compatible e Latest Service pack recommended e Domain functional level Windows 2000 Native or higher Domain Functional Level Note The group permissions used on the calendars are not compatible with the Windows 2000 mixed domain level If your domain is not Windows 2000 Native
20. be entered with its machinename or domain name as appropriate Examples machinename username or domain username Password The password to the specified user account Entering a password here will not change the password on the account itself only the password saved to be used by the Integration To change the password of the service account itself do so using Windows and then enter the password here to update the TCX integration Server The network address of the TMS server If using a load balancer for TMS enter the shared address of TMS Secure Connection When checked the integration will use a HTTPS connection when communicating with TMS HTTPS must be enabled on TMS for this option to be functional Please see the TANDBERG Document Implementing Secure Management for more information regarding HTTPS on the TMS Server Change Log Directory This setting controls where the logs for the TANDBERG integration are saved To change this setting to a new location enter the folder s path or click Browse to navigate to the new folder Once selected click Apply to save the change Change Sender Address These fields define what information is put into the Email Address headers for emails sent by the Integration to users This is used to change the appearance of emails sent by the Integration to users and may be customized if desired Note The behavior of your email client with regards to headers and from lines may
21. client Opening the calendar is often useful for getting an overview of a resource s activities Creating editing and deleting meetings directly in the calendar is possible and compatible with the TCX integration Users should take care when editing or deleting calendar entries directly in a resource s calendar when a meeting includes a mix of people and resources This is because in Outlook Calendaring changes made in the calendar directly will not update the Outlook calendars of other users who may be part of the meeting Any resources included in the meeting will be updated as the TMS meeting is also updated with any changes but user s calendars are never touched by the Integration Be sure the meeting organizer can send updated information out to attendees TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Using the TANDBERG Form When using the standard Outlook Appointment forms meetings created using Outlook will be booked in TMS using the conferencing defaults defined by the administrator Conference settings such as such as bandwidth encryption call setup type etc will use the default values defined in TMS TMS s call routing logic will automatically handle assigning MCUs protocols and gateways as required This frees users from having to worry about technical details If the administrator has made it available the TANDBERG custom form replaces the standard Outlook Appointment form and add
22. creating the Organizational Forms Library in this type of environment Exchange Server 2003 Only Environments Be sure you are logged to the Exchange Server with full Exchange administrator rights 1 Open the Exchange System Manager 2 Go to Administrative Groups and then select the group containing the Exchange Server on which you just installed the Exchange Integration component Normally this would be the Administrative Groups First Administrative Group 3 Select Folders followed by Public Folder Right click on Public Folder and select View System Folders 5 Folders may reside on root level if the Exchange System Manger is not configured to show administrative groups TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 4 While viewing the System Folders right click on EFORMS Registry and select New gt Organizational Form C File Action View Window Help e Am o e m Second TMS Organization Exchange E Global Settings E Recipients E E Administrative Groups amp Q Exchange Administrative Group FYDIBC English 30 05 2006 13 45 E Qo First Administrative Group Ld Servers Routing Groups Folders E Public Folders ETER Cg Events sg OFFLIN Al Cg OWASc Cg OWASc m SCHEDI 4g scheme jy StoreEs jy Stores i SYSTEM CONFIGURATION H 0 Tools Creates a new Organizational Form object TT 2009 TANDBERG Page 28 of 86 TANDBERG Confer
23. ee ek ee ek ee ee ee ee ee ee ee ee ee ee 39 Configuration Tool Changes serren ee ee Re EEEE RA ee EE ee Re ee ee ke ee ke 41 User Booking User Experience Changes iese ee ee ee ke ee Re ee ee ee ee ee ee ee ee ee ee 41 Pre Installation Information TCX synchronizes Microsoft Exchange Calendaring and TMS Scheduling by installing components in the backend servers of an Exchange Organization By installing in the backend all users of the organization can benefit from a single installation TCX is installed on an Exchange 2003 or 2007 Server in the organization and accounts integrated with TMS must be hosted by the Information Store of that server Only one TCX installation is required per Exchange Organization as long as all users have access to the resource accounts hosted by that server There should never be more than one TCX installation in a single domain Installations with complex security models where users cannot see accounts across domains should contact their TANDBERG sales representatives for assistance planning more complex deployments For more information on how TCX integrates with your Exchange Organization and details on server changes please refer to the Changes and Impact of TCX Installation on Existing Servers section Server Requirements The installation requirements vary based on if you are installing on an Exchange 2003 or 2007 server The requirements assume you are installing on an operational Exchange Server
24. exception informing that the bookings can not be done in the past This can be used to validate bookings from Exchange to TMS are operating properly for this account This is a troubleshooting only tool Disable sink s Disables the sinks in the mailbox used to notify TMS about a booking in Exchange When disabling the sinks no check or booking is done on the TMS server and the booking will only be done in Exchange Used for troubleshooting purposes Add Calendar permissions Adds the groups defined in the Resource Defaults page as Editor and Author permissions respectively to the Calendar permissions of the selected mailboxes Useful for updating existing accounts if those group settings are updated Add Service User Gives the Exchange side service account TMS Service permissions to the Permissions mailbox and calendar of the selected account Also sets the sinks on the account Used for repairing a damaged account or other troubleshooting Reconfigure Used to fetch updated data from TMS for the selected accounts and update their Account s from TMS displayed information in Exchange This is particularly useful when systems change name or numbers in TMS If this happens selecting this option will update the Active Directory information for the selected accounts Note Due to Active Directory replication and Address Book generation it may take some time before these changes are seen by Outlook users Remo
25. in the meeting invitation for resources and not the Required or Optional fields The negatives to this model are that it requires specific calendar permissions and settings to operate The TCX Configuration Utility automates those tasks when enabling resource accounts minimizing that burden In the previous product Direct Resource Booking was the default booking model as it offers greater controls over who can book which resource and for the user feedback When TCX is installed on an Exchange 2003 server this model is still the default choice Exchange Server 2007 changed the booking models available and Direct Resource Booking is no longer the preferred booking model in Exchange The new policy controls and Resource Booking Attendant have enabled new features and better manageability As such with Exchange 2007 installations and going forward Direct Resource Booking is no longer the default and no choice is given to disable e mail based reservations Asynchronous Booking Using Direct Resource Booking in Exchange 2007 It is possible to use Direct Resource Booking with Exchange 2007 but it is not the recommended scenario and functionality is reduced compared to Exchange 2003 This manual is not written to describe the combination of Exchange 2007 and Direct Resource Booking For those that wish to continue to use this model the additional details below are provided to account for differences in the regular manual text as it relates to Di
26. may be reproduced stored in a retrieval system or transmitted in any form or by any means electronically mechanically by photocopying or otherwise without the prior written permission of TANDBERG www tandberg com 2009 TANDBERG Page 86 of 86
27. must be started In upgrade situations the Synchronizer s state is saved but is idled until it is activated again You can identify if the Synchronizer has been started by checking the button in the Configuration Utility gt Operations tab The button will be labeled Restart Synchronizer if the Synchronizer is already running If so no further action is necessary and you can continue to the next section If the button says Start Synchronizer or Reactivate Synchronizer the Synchronizer must be started For new installations to start the Synchronizer 1 Open the Configuration Utility 2 In the Operations tab click the button labeled Start Synchronizer or Reactivate Synchronizer 3 You will be prompted if with a warning regarding starting the Synchronizer before systems are configured Click Yes to start the synchronizer The Synchronizer will work in the background to update the Exchange Calendars of integrated systems with all meetings that exist for those systems in TMS This process can take several hours when the Synchronizer is initialized in installations with lots of scheduling activity The resource account s calendars will not have complete free busy information for all future meetings until the Synchronizer has processed all meetings and caught up but you do not have to wait for this to be complete before continuing the installation and using the product The TCX integration will properly reject new meeting requests that would
28. need to tune these restrictions to their desired values to control booking by Outlook users Administrators may configure the standard CalendarSettings of the Exchange resource accounts to their desire including setting up Delegates and configuration for handling In Policy and Out of Policy requests Administrators should not modify the following settings and leave them as configured by the Configuration Utility MAILBOXCALENDARSETTING PARAMETER CONFIGURED VALUE AutomateProcessing AutoAccept Identity lt domain gt TMS lt systemld gt For more information on Managing Resource Scheduling Parameters see Managing Resource Scheduling http technet microsoft com en us library aa996338 aspx Set MailboxCalendarSettings http technet microsoft com en us library aa996340 aspx Optional Deploying the TANDBERG Form TANDBERG supplies a custom appointment form that can be use by Outlook clients to gain additional functionality when creating or editing meetings such as specifying conference parameters and adding external participants This form replaces the default Appointment form used in the Outlook client Use of the form is optional If you do not wish to make the form available to your clients you can skip this chapter Making the form available can also be added any time in the future to your installation It is recommended to place the TANDBERG form under the Organizational Forms Library in order to be made availab
29. resources in addition to room availability there can be other reasons such as a lack of MCUs available incompatible call types etc that could lead to a request being rejected With Asynchronous Booking users have more flexibility but they also must take care to not repeatedly try to re book a meeting to avoid annoying other users with too many meeting updates Asynchronous Booking is available in both Exchange 2003 and Exchange 2007 installations of the TCX Integration On Exchange 2007 installations it is the default and can not be disabled On Exchange 2003 installations the integration can be configured to allow or deny Asynchronous requests On Exchange 2003 installations a TANDBERG provided inbox sink facilitates Asynchronous requests In Exchange 2007 the Resource Attendant provides this functionality and is configurable using the Exchange Management Shell Direct Resource Booking Synchronous Booking In this model when creating a meeting users put the resource accounts for the meeting in the Resources field of the meeting invitation By doing so the Outlook client tries to save the meeting in the resource s calendar directly before the meeting is allowed to be saved by the user The benefit to this is the user gets immediate feedback if the meeting can be saved in the resource accounts calendars and avoids needing to edit a meeting after it is saved due to a later rejection In this model the user must use the Resources field
30. room in both environments In TMS this is the managed system In Exchange a resource account is created to represent the system room These two representations must be kept in synch to allow users in either environment to use them interchangeably Because TMS understands more about the resources and adds additional checks before allowing a meeting to be created TMS is the authoritative role Meetings are not allowed to be saved unless TMS says the meeting is valid For meetings created directly in TMS this is done by default and TMS does not need to check with Exchange For meetings created in Exchange this means Exchange must check with TMS before allowing a meeting to be saved Additionally there must be a synchronization process to ensure any meetings or changes that originate in TMS are updated on the calendars in Exchange To achieve this two methods are used The TCX software interjects when a meeting is attempted to be saved in a resource s Exchange Calendar so it can check with TMS and a synchronization process is used to update Exchange with changes that originate on the TMS side To interject when meetings are saved in Exchange TCX uses Calendar Sinks on the resource accounts Whenever someone attempts to write to the Calendar the details are provided to TMS and a meeting is created in TMS based on the details of the Exchange invitation If the meeting is able to be saved in TMS the meeting is allowed to be saved in Exc
31. string value Log Size Log Size This registry setting is used to control size The log size is a string whose value is the maximum size of a log files in bytes To set the Log Size create a new String Value in the TCX registry key whose name is Log Size Once created modify the string by double clicking it and set the value to the desired size in bytes Example setting the value to 10485760 for 10MB This is also the default value used if Log Size is not defined The log files will be rotated when a log hits its maximum size as defined by Log Size When that happens the log file is renamed ComponentName bak and a new ComponentName log file is NER created If an existing ComponentName bak file already exists it is replaced by the newly rotated log Resolving Custom Attribute Conflicts The TCX integration relies on being able to set read a Custom Affribute 1 in the mailboxes used for its Exchange Service account and the resource accounts integrated with TMS In some customer installations this custom attribute is already in use for other customer specific uses To accommodate these situations Administrators can define which of the 15 possible custom attribute slots the TCX product will use To change from the default perform these steps prior recommended to do prior to installing TCX 1 Open the Registry Editor regedit exe 2 Navigate to the registry key HKEY LOCAL MACHINE SOFTWARE Tandberg TANDBERG Management Suite E
32. the Direct Resource Booking model and therefore it is no longer the default method and is not covered by the standard instructions in this manual Notes on using Direct Resource Booking in Exchange 2007 with TCX can be found in the section Using Direct Resource Booking in Exchange 2007 Resource Scheduling Model Asynchronous Booking In this model users send a meeting invitation via e mail to the resource accounts just like they invite other meeting participants The meeting invite is then accepted or rejected by the resource account and the meeting coordinator receives a response just as they do from other meeting participants The sending of the invite and receiving of the response are done separately so this model is referred to as Asynchronous Booking by TANDBERG This model has the advantage that users do not need to have special permissions to the resource s calendar and they are not required to use the Resources field This model also does not rely on the Outlook client so it is more compatible with other interfaces such as Outlook Web Access OWA In this model the user sends out invitations before they receive a confirmation from the resource accounts This means if a resource rejects the initial meeting invite the user should re open the calendar entry and try to rebook it In an Exchange Only installation there is less potential for a resource account to reject a meeting as long as it is free But when scheduling audio video
33. will show you your domain s organizational structure Navigate the tree to find the desired AD Account or use the Search feature Only user accounts that have their mailbox on the local server will be displayed Click on the user account you wish to associate to this TMS system If an OU has more then 1 000 entries only the first 1 000 will be displayed Please use the Search option when OUs are very large 2 Repeat the above steps using the Next Previous buttons to toggle between the systems until a choice has been made for each system 3 Click the OK button to continue In Exchange Server 2003 Installations the utility will ask you for a password to use for the newly created accounts The password entered will be used for accounts that are to be created Marking the Reset password for all checkbox will also set the password for accounts that are being re used The password for resource accounts is not needed by users or in normal use It is only for administrators that may wish to log into the account mailbox directly The resource account passwords can be changed using standard AD tools afterwards without affecting the TCX integration 3 The account will be created with the username of TMS lt id gt where lt Id gt is the TMS System ID The display name of the AD user will be set to the System Name in TMS The mailbox will be created in the Mail Store designated during installation 4 This is only for
34. with a Clustered Mail Server created using the Continuous Cluster Replication CCR model of Exchange 2007 When an organization uses Exchange Clustering TCX can always be installed on another Exchange Server within the organization that is not part of a cluster This is true for both Exchange 2003 and 2007 installations With clustering support TCX can actually be installed on an Exchange Server that is a node of a Clustered Mail Server CMS and will fail over along with the Exchange Service In a CMS setup TCX is installed on each node in the Exchange Cluster The TCX Integration itself will not be clustered and therefore will not show up in the Services Applications of the Failover Management Console Instead the TCX integration on each node follows the state of the Exchange Clustered Server and is only active when the local server is the active node in the cluster Clustering Requirements Installing on a cluster requires the additional restrictions on the standard TCX requirements DETAILS Exchange Server 2007 w Service Pack 1 e Must be a CCR Clustered Mail Server Must be Service Pack 1 or greater Windows Server 2008 64bit Clustering requires Enterprise or Datacenter Edition Recommend a Node and File Share Majority for Quorum Model e Latest Service pack recommended Installation These instructions assume your Clustered Mail Server CMS is already installed and operational For assistance setting up and
35. you are responsble For coordinating resources such as conference rooms IT Automatically dedine conflicting meeting requests Automatically decline recurring meeting requests You must give users permission to view and edit this calendar if you want these options to work offline Set Permissions ced 6 Mark the checkbox for Automatically accept meeting request and process cancellations and click OK T If you are prompted about setting default permissions accept the change 8 Click OK to close the Calendar Options and click OK again to close the Options panel Close Outlook 2009 TANDBERG Page 66 of 86 TCX Logging Features The TCX product has logging features to assist with troubleshooting of the installation and operation if required The directory for these log files is configured in the Configuration Utility and by default is a sub folder named Logs in the installation directory The logging detail and modes are controlled via registry settings the administrator can modify if desired All values are stored in the registry at HKEY LOCAL MACHINE SOFTWARE Tandberg TANDBERG Management Suite Exchange Integration Administrators can use the Windows Registry Editor to create modify the registry keys as needed After any of these registry settings have been modified the Integration should be restarted to have the changes take effect This can be done by either restarting the Windows Server or you can
36. 3358 This completes the steps necessary to create the Organizational Forms Library Administrators performing an installation can continue onto the Publishing the TANDBERG Form and Configuring clients to use the Form sections of the documentation APPENDIX USING TCX INTEGRATION WITH REDUNDANT TMS SERVERS If your TMS installation includes multiple TMS front end servers in a redundant or fail over scenario some additional care must be taken when installing and configuring the TCX Integration This section will cover any to be aware of to ensure the TCX Integration will continue to work in your redundant or fail over scenario Pre Installation The TMS side service account is normally created by the installer as a local Windows user Because the TCX Integration should be able to use any of the TMS servers a domain user account should be used instead so the credentials will work on any of the servers 1 Create or designate a Domain user account you will use as the TMS side service account Using this account open a web browser and log into the TMS web interface so a user profile will be created for the user Once complete close your browser 2 Open a web browser and log into your TMS server with a username that is a Site Administrator Edit the service user s profile under Administrative Tools User Administration gt Users n the account s profile set Exchange Integration Service Account to Yes Set the user s email address
37. A ee ee ee ee ee ee RR Re ee ee ee ee ee ee RA ede ee 26 Optional Deploying the TANDBERG Form esse ee eek ee ee ee ee ee sesenta 26 Creating the Organization Forms LibraFY eise ee Re Re de Re ee ee meer 26 Exchange 2007 Environments Mixed and Pure ese ee ee ee Re ee ee ee RR ee ee ee ee ee ee ee ee ee ee eke 27 Exchange Server 2003 Only Environments ss sees see sesse gee ee ee dee ee ee ee ee ee ee ee ee eke ee ee ee 27 Publishing the TANDBERG FOM e erreren ee ee ee ee de ee ee ee Re ee ee ee ee ee ed ee ee ee ee ee gee ee 31 Configuring clients to use the Form esse ee ee RA ee ee ee ee ge ee ee ee Re ee ee ke ee ee ENKS 34 Uninstall Modify Repair Installation REKE REK RE RE RR RR RR EER RR RR RE RE RR RR RE Rae RR ERK EE Re RR RR RE ERGER mns 36 MEE EE ER EE N ER EE anaes 36 Complete Removal of Product EES aa Ea Eaa e NE NEA 36 eli AA PAA 36 TEN RR AA EE PAANAN NA AA 36 Notes for Upgrading from the TANDBERG Microsoft Exchange Integration Product 38 Upgrading to TCX on Exchange 20093 ee Re ee Re Re AR ee enne nnns 38 Installation Changes Reguirements see ee Re Re RA Re ee RA ee RA ee RA ee Re nnne ens 38 Configuration Tool Changes EE EER LEKE Re ERGER De ee Ge Re Ge ER Ek ee GESE AANI Ja 39 User Booking User Experience Changes sees ee ee ke Re ek ee Re ee ee ee Re ee eke ee ee ee 39 Upgrading to TCX and Migrating to Exchange 2007 iii ees
38. Conferencing eXtensions for Microsoft Exchange x64 InstallShield K3 Existing Exchange Service User Found The Following account was Found and will be reused because it is tagged as a service account has a mailbox on this server and is in the same domain as this server IF you do not want to use this account please either delete it or change it so it doesn t meet these criterias AS I1LABITMS Service Installshield E Cancel Installer finds an existing account If a service account exists from a previous installation or manual configuration it will automatically be detected and you are prompted to accept this user To not re use this account you must click Cancel and remove the custom attribute from the account s mailbox or delete the account and mailbox all together and restart the installation To continue and use this user click Next The next screen presents choices for the service account s password The TCX software must know the password for the service user Select from the available options Reset the Password to a strong password Supply a new password or Supply the existing password to the account Make your selection filling in the password fields if necessary and click Next to continue TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide ji TANDBERG Conferencing extensions for Microsoft Exchange x64 InstallShield E3 Exchange Service User Passw
39. Configuration Utility The remainder of the installation should be completed using the standard installation instructions under Starting the Synchronizer To be completed by the Exchange Admin Configure Security Settings and Tuning To be completed by the AD Admin and Exchange Admin Optional Deploying the TANDBERG Form To be completed by the Exchange Admin Upgrades When performing an upgrade the existing accounts remain intact so no Staging or Pre Installation steps are required by the AD Admin The setup file can be run by the Exchange Admin following the standard instructions If the previous copy was uninstalled rather then performing an in place upgrade the existing resource accounts had their Integration elements disabled during the uninstall Once the software installation is complete open the Configuration Utility The Utility will detect that the sinks are disabled on your resource accounts and prompt if you wish to repair them Click Yes when prompted and your accounts will be re enabled Uninstalling TCX The product can be uninstalled by the Exchange Admin using the standard methods Optionally if the resource and service accounts will not be needed for future use the AD Admin can safely remove the accounts completely See Complete Removal of Product for more details Operational Changes When using separate Exchange and Active Directory administrators not all features of the Configuration Utility will function becaus
40. D Admin must create or designate an existing security group for the Editor role and Author security groups that will later be granted permissions to the resource s calendars Stage the Resource Accounts These steps will outline how to prepare a resource account for use with the TCX integration These steps should be repeated for each resource account to be integrated and anytime you need to integrate a new system and be completed before trying to enable the corresponding TMS system using the Configuration Utility 1 Log into the TMS web interface and find the TMS System ID of the system that will be associated with this resource account This can be seen by looking at the View Settings page for the system in Navigator Example ID 15 2 If an existing resource account is going to be reused have the Exchange Admin move the mailbox to an Information Store on the Exchange Server where TCX is installed If no existing resource account is going to be reused have the AD Admin create a new Active Directory user and mailbox for the Exchange Resource account In Exchange 2007 Installs be sure to create a mailbox of type room or equipment The mailbox for the user must be located on an Information Store on the Exchange Server where TCX is installed Most of the account s properties such as username password display name and email address are not significant to the Integration and can be whatever values you chose It is recommended y
41. Exchange Server 2003 Installations Exchange Server 2007 installations will create an AD account with no password and the user account will be disabled as is normal for resource accounts in Exchange 2007 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Password for the AD Account s xi To create enabled AD accounts a password must be set on the accounts Please provide a password to apply to these Verify password Reset password for all accounts being processed Cancel Review selections After choices have been made for all selected systems a window will present a summary display of your choices verifyUsersForm x If the information is correct click OK or if alterations are needed click the Edit button to return to the previous screen 2009 TANDBERG Page 23 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide If one or more of the systems imported were associated with existing accounts you will be asked if existing meetings events from the accounts Calendars should be imported into TMS This ensures the resources calendars and TMS are in synch Importing existing AD accounts Clicking Yes will cause all existing bookings in the Resources calendars to be booked in TMS Clicking No will skip this step If there are any issues booking an existing meeting the meeting s organizer will receive an ema
42. How to Create a New Public Folder Database http technet microsoft com en us library bb123687 aspx for assistance with creating a new Public Folder Database Once completed you should be able to open the Public Folder Management Console and be able to expand System Public Folders and see EFORMS REGISTRY TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 3 Using the Exchange Management Shell create a new Public Folder named TANDBERG Form under EFORMS REGISTRY for the Organizational Forms Library Example New PublicFolder Path NON IPM SUBTREE EFORMS REGISTRY Name TANDBERG Form Later steps require the use of the Outlook client and having an active mailbox with specific permissions to the Public Folder that was created The administrator who created the Public Folder by default has sufficient permissions to complete those steps However if that administrator can not use an Outlook Client with a valid mailbox you must grant permissions to the Public Folder for a user who can use Outlook To grant the required permissions to a user use the following commands in the Exchange Management Shell substituting in the correct domain username for the user to be granted the permissions Add PublicFolderClientPermission Identity NON IPM SUBTREE EFORMS REGISTRYNTANDBERG Form User domainNusername AccessRights Owner Add PublicFolderAdministrativePermission Identity NNON IPM SUBT
43. MS and Exchange TMSConferenceAPI Logging related to the conferencing details passed between TMS and Exchange LogLevel The Loglevel value is used for controlling the amount of detail that is logged for a particular component To set the LogLevel for a particular component create a new String Value in the TCX registry key whose name is LogLevel ComponentName replacing ComponentName with one of the valid Component names Once created modify the string by double clicking it and set the value to the desired level from the list below VALUE MEANING 2 Off 1 Errors Only 0 Errors and Info default 1023 Full debugging LogMode The LogMode value defines where the information for a particular component is logged to Logging can be to file or to OutputDebugString When logging to OutputDebugString you can use the freely downloadable DebugView utility from Microsoft to capture and view the information in real time DebugView can be found at http www microsoft com technet sysinternals Miscellaneous DebugView mspx To set the LogMode for a particular component create a new String Value in the TCX registry key whose name is LogMode ComponentName replacing ComponentName with one of the valid Component names Once created modify the string by double clicking it and set the value to the desired level from the list below VALUE MEANING 1 Log to file default 2 Log to OutputDebugString Exampl
44. Note During the uninstall process you will have the option to remove all users groups and settings TANDBERG recommends you do NOT use this option when performing an upgrade If you chose to use the remove option TANDBERG recommends you wait 24hrs before attempting to perform the TCX installation to allow the mailbox and Active Directory changes to fully propagate Once the uninstall is complete you may be prompted to restart the Server If necessary restart the server To reuse the existing resource accounts the accounts mailboxes must be moved to a database on the new target Exchange 2007 Server Use the Exchange Management Console or shell to move the mailboxes See this Microsoft article for assistance on moving mailboxes for Exchange 2007 Example Using Exchange Management Shell to move a single mailbox Move Mailbox contoso john TargetDatabase TargetDatabase First Storage Group Mailbox Database SourceMailboxCleanupOptions DeleteSourceMailbox Next the mailboxes must be converted to the Exchange 2007 version of a Resource mailbox Example using the Exchange Management Shell set Mailbox Identity ResourceName Type Room Be sure the Active Directory user accounts for the resource accounts are in the same domain as the Exchange Server where TCX will be installed For security purposes you may disable the Active Directory login for each resource account if desired Using the AD Users and Computers snap i
45. REENEFORMS REGISTRYNTANDBERG Form User domainNusername AccessRights AllExtendedRights 4 As the Administrator who created the Public Folder or as a user granted the required permissions in the previous step switch to a computer with Outlook installed with a valid mail profile 5 Download and extract the MAPI Editor from Microsoft http go microsoft com linkid 5684 182 6 Launch the mfcmapi exe executable T From the Session menu select Logon and Display Store Table If prompted select the correct mail profile to use The screen will update to show the stores from the user s profile Microsoft Exchange Server MAPI Editor Public Folders File Session AddressBook MDB Profile Dump PropertyPane Other Table Instance Key Display Name Row Type Depth PR ENTRYID PR MEMBE X PR CONTENT CC cb 16 pb E Public Folders Err 0x8004010 Err Ox8004010 cb 237 Ipb 0000000038 Err 0x8004010F T cb 16lpb 7 Mailbox Admin Err 0x8004010 Err 0x8004010 cb 332 Ipb 0000000038 Err 0x8004010F 8 Right click the row with the Display Name Public Folders and select Open Store 9 Expand the tree in the left panel down to the TANDBERG Form folder Public Root gt NON_IPM_SUBTREE gt EFORMS REGISTRY gt TANDBERG Form Public Folders Public Root Fie Actions Special Folder MDB Property Pane Other Hierarchy Table c Public Root Property Namets Other Names Tag
46. Synchronizer will reset the Integration s start point in that transaction history and begin processing all scheduling changes in TMS from the beginning Restarting the Synchronizer is not needed in normal operation and is only for specific advanced situations Restarting the Synchronizer will not affect any meeting data but is a very intensive process that can take many hours to complete TANNR TY EE OE Ntancinne far Micrnenft Fvehanaa Administrator Guide TANDBERG Con erencing eXtensions for Microsoft cXxchange dministrator Guide Configuration Tab This tab allows you to review and update the communications and configuration elements of the TCX Integration that were initially defined during installation Changes made here will affect the TCX Integration product immediately Conferencing eXtensions for Microsoft Exchange 2 0 1 0 10 1 215 172 Operations Configuration Resource Defaults Change Password for Service User Rebuild TMS Server Connection User Name User Name EX2KAATMS Service TMSTEST4tmsconfuserl Password Verify Password Server tms a51 1ab Secure connection HTTPS Apply Apply M Change Log Directory Change Sender Address for E Mails The service user will be given full access to this Display Name directory E Mail Address C Program Files TANDBERG Conferencing ext TMS Service ex2k7 a51 lab Browse Apply Apply Passw
47. TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide D14197 03 June 2009 MAIN TABLE OF CONTENTS INTRODUCTION mem 3 INSTALLATION EE EE EE AR AE KIS ENNA NENA NADA NAA 4 USER GUIDE RE EE OE EE RE GUBAT BBL Ain 42 ADMINISTRATOR GUIDE Ss maana segging er na na va etd ed ee ed dk we be vee Ek Ki oe LEE EE aanse ees eg seek ee 53 APPENDIX USING TCX INTEGRATION WITH REDUNDANT TMS SERVERS 77 APPENDIX USING TCX INTEGRATION WITH EXCHANGE 2007 CLUSTERING 78 APPENDIX USING TCX INTEGRATION WITH SEPARATE ADMIN ROLES 81 DISCLAIMERS AND NOTICES e sees esse ees see ee ese ee Ee EK EE EE aa 86 INTRODUCTION TANDBERG Conferencing eXtensions for Microsoft Exchange referred to as TCX is an optional add on to the TANDBERG Management Suite referred to as TMS that allows you to fully integrate the scheduling functionality of TMS with your existing Microsoft Exchange deployment This integration gives users the ability to schedule video conferences and invite participants directly from their Microsoft Outlook clients while viewing availability information of resources regardless of where meetings are created INSTALLATION Pre Installation Information nA ANGAL 5 Server Requirements dee De SE kon ra on ea da ios ERRAT Ge ERAS d ER GN E epe BL TEE PHAR UEBER ERO dd 5 Exchange Server 2003 Installat
48. again Note It is recommended that you do NOT check the checkbox to hide this message This message means the rooms systems have been successfully booked and the meeting has been saved in your calendar People you have invited to the meeting have been sent an invite and can respond individually to your request Shortly after saving the meeting you as the meeting organizer will get an email from the TCX Integration providing you with the details about your scheduled video meeting including dialing information You can copy this information into the meeting details and send out an update to invitees if desired Conference settings such as bandwidth encryption etc will be set using the default parameters defined by the Conference Settings in TMS defined by the TMS administrator If for some reason the meeting request is rejected by one of the rooms systems the pop up message will not appear the meeting request will stay open and you will get an email from the TCX Integration providing additional details on why the meeting was rejected Make adjustments to your meeting as necessary and click Save to try to rebook your meeting and the same saving process will repeat TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Creating a New Meeting Using Outlook using Asynchronous Booking The first step is to create a new meeting invitation A new invitation can be started via the New button in your toolbar
49. ain Administrative rights The users installing the product are aware of any replication delays associated with their Active Directory implementation how it affects propagation of changes in AD objects and permissions and any waits that are required before changes will take effect The process description assumes this is a first time installation of the TANDBERG product For common terminology purposes in this guide the user from the Admin group will be called the AD Admin The user from the Exchange group will be called the Exchange Admin e AD Admin is a member of Domain Admins e Exchange Admin is a Local Administrator and delegated Full Exchange Administrator permissions or Exchange Recipient Administrator in Exchange 2007 Installation This section will outline how to adapt the installation process to function when the Active Directory and Exchange Administrator roles are separated Pre Installation Steps 1 The AD Admin must create or decide which OU in Active Directory will be used for accounts related to the TCX Integration Accounts are not required to be in the same OU but the policy should be followed for consistency with the standard product 2 The Exchange Admin decides which Exchange Server and Information store will be used for the Exchange Integration all mailboxes for integrated accounts must be located in information stores on the same Exchange Server 3 The AD Admin must create a new domain user o
50. ain to save the properties of the new Organizational Form Publishing the TANDBERG Form Once the Organizational Forms Library is in place the TANDBERG form is published using an Outlook client logged in as the user you assigned owner permissions to the Form Library On the server where the Integration was installed locate the Video Conference Form folder created in the Installation path normally c Program Files TANDBERG Conferencing eXtensions for Microsoft Exchange Video Conference Form In this folder is the file VideoConference oft 1 Copy the VideoConference oft file using the method of your choice to a client computer with Outlook installed 2 Using Outlook log in as the user you assigned owner permission to TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 3 Locate the OFT file on the computer and double click it to open it It will open a form in Outlook that looks like the standard Appointment form except there is an extra tab labeled TANDBERG Untitled Appointment t File Edit View Insert Format Tools Actions H ind Save and Close E U e Invite TANDBERG Scheduling Recurrence Appointment Subject Location If you get a warning saying the custom form could not be opened or the form does not display the TANDBERG tab the form must be opened using an alternative method due to changes in Out
51. as no impact on Delivery Restrictions and should not be used to try to limit booking access when Asynchronous Booking is enabled Members of the defined User Group will still have access to the calendar directly so be aware of potential mismatches For more information on configuring Delivery Restrictions please see the Microsoft article How to Set Restrictions on a User http technet microsoft com en us library aa998925 EXCHG 65 aspx Membership in the security group defined as Editor access have the additional ability to edit existing meetings in the resource s calendar including meetings created by other users Configure this group s membership in Active Directory using the AD Users amp Computer snap in as desired Users may have to log out and back in before group membership changes are effective on their client computer Exchange 2007 Installations For Exchange 2007 installations access to booking the resources is controlled via Resource Booking Policies The default setup on accounts will have AllBookInPolicy set to true meaning all users can book the resource as long as the request falls within the restrictions defined on the resource account New accounts created by the Configuration Utility will have the default Microsoft Exchange restrictions enabled These will limit how a user can book a meeting from Outlook but will not limit bookings made from TMS or directly in the Resource s calendar Administrators may
52. avoid restarting the server by restarting the TANDBERG COM Package itself To restart the COM Package 1 Open the Component Services Snap in in a MMC Console 2 Expand the tree Component Services gt Computers gt My Computer gt COM Applications 3 Find the TANDBERG listing right click on it and select Shut Down 4 Right click on the TANDBERG listing again and select Start The TANDBERG components will not process any registry key changes you may have made Setting Log Levels Logging is controlled per component You can define the level of information logged and where it is logged to By default Errors and Info are logged to file for all components Changing this behavior is controlled through the creation of two possible registry strings for each component LogLevel and LogMode These keys are not present by default and if not detected the default values are used A list of valid components you can control are listed below The name in the left column is the string to use in the registry string names are case sensitive VALID COMPONENTS HOW TO USE Installation Logging for steps and actions from the software installation upgrade uninstall TANDBERG Configuration Logging for actions initiated from the Configuration Utility TANDBERGSinks Logging related to the mailboxes calendars and triggering of the Synchronizer SyncHandler Logging related to the Synchronization processes between T
53. be disabled until a choice has been made for each system WARNING Account creation deletion changes may take time to replicate through your Active Directory When changes are made outside of the Configuration Utility depending on your Active Directory design these changes may take upwards of an hour to replicate across domain controllers If you experience errors or inconsistencies with account creation please shutdown the Configuration Utility and allow time for your Active Directory changes to propagate Select the account options for each system as follows Use the Next Previous buttons to select the desired system 1 ALTERNATIVE A ALTERNATIVE B To create a new account for the system To use an existing account Ensure Create an AD account is selected The center panel displays a list view of your Active Directory s organizational structure Expand the tree if necessary and highlight the Organization Unit OU where the new account should be created The mailbox and Active Directory user will automatically be created by the utility If you wish to use these same setting for the remaining accounts to be added click Create the remaining accounts in this folder button else use the Next Previous buttons to switch to the next system This option will reconfigure an existing AD user account and mailbox to be associated with the TMS system Select Use an Existing AD Account The center panel
54. cluster and select Properties Under the 11 Windows 2003 Clusters are not supported due to MS DTC clustering requirement Windows 2008 allows a local MS DTC Instance Cluster Permissions tab click Add and select your TMS Service account Grant the TMS Service account Full Control Click OK to save the changes Install on the Active Node You will perform the complete installation of TCX on the Active Node of the cluster as if it were a stand alone installation following the instructions under the Installation and Upgrades section with the following exceptions a When prompted to specify the Exchange Service User select want to use an existing domain account and select the TMS Service account you previously staged When prompted for the password for the Exchange Service User select the have the password and will provide it below option and enter the password previously created for the TMS Service user The installer can not change or reset the Service User s password in Active Directory when in clustered mode b Note that you can not use replication for a Public Folder database hosted on a CMS server A Public Folder database can be on the CMS server or off the CMS server but not both Install on Passive Nodes Once the installation has been complete you will repeat the Software Installation steps only on each of the Passive Nodes Follow the instructions in the Installation of Server Software section on each of the pa
55. configuring your Clustered Mail Server please refer to the Microsoft documentation http technet microsoft com en us library bb629714 aspx The installation on cluster nodes follows the same general steps as a stand alone installation of TCX with minor differences Follow the steps below to perform a first time installation 1 Create a Service User Manually The service user that will be used by TCX on the Exchange Server should be created manually rather then allow the Installer to create the account a Create a new local domain user with a strong password to act as the TMS Service service account Example TMS Service The TMS Service account should have a mailbox created on the storage group hosted by the Clustered Mailbox Server The TMS Service account must have a SMTP email address that is reachable from the mail server used by TMS 2 Add Log on as Batch Job permission The TMS Service user needs the Log on as Batch Job Local Security Policy setting on each Windows Server in the cluster As an administrator log into each server and grant the Log on as Batch Job permission to the TMS Service user See http technet microsoft com en us library cc739028 aspx for assistance on assigning user rights 3 Add Cluster Permissions The TMS Service user needs access to the Cluster so it can check the state of the cluster it will not make any changes to the cluster Using the Failover Management Console in Windows right click on your
56. conflict even if the free busy and resource calendars are not up to date yet Administrators should continue to the next section to complete the setup of their permissions and controls they want in place for resource scheduling Configure Security Settings and Tuning Once installed administrators should review any security restrictions they wish to implement with booking of the integrated resource accounts How permissions are controlled depends on what type of Exchange Server TCX is installed onto Guidance is provided below broken down based on the version of Exchange you have installed onto Exchange 2003 Installations For Exchange 2003 installations access to booking the resources depends on which booking model is selected In the synchronous mode booking will be limited to users who are members of the User group assigned Author access in the Configuration Utility In new installations this group may be empty and users will not be able to book these systems until this group is populated Configure this group s membership in Active Directory using the AD Users amp Computer snap in as desired to enable users to start booking In the asynchronous mode booking access is controlled by Delivery Restrictions where you can define who can or can not send email to the resource account By blocking mail sent by a user that user can not send an invite to the account and attempt to book it The User Group defined in the Configuration Tool h
57. count The drop down list will show all available databases on the local Exchange Server Select one and click Next to continue ie TANDBERG Conferencing extensions for Microsoft Exchange x64 InstallShield E3 Select Mailbox Database for the Service User Mailbox Please select From the list of online mailbox databases on this server belo First Storage Group Mailbox Database 7 Installshield Cancel c The installer will create a new account TMS Service with a strong password in the specified OU with a mailbox configured as needed for use with TCX in the mail database specified Steps to use an existing domain account Manual Configuration a Select want to use an existing domain account To use this option the existing account must be a member of the local domain must not have an existing mailbox on another server and must have the Log on as Batch Job permission in the server s Local Security Policy Click Next to continue See http technet microsoft com en us library cc739028 aspx for assistance on assigning user rights for your local computer TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide b Locate the existing account Click the Browse button to open a directory browser Locate the account by browsing or using the Search button Select the Account and click OK Bi select service account IE x c d Select Mailb
58. ctions below that describes your Exchange environment Exchange Server 2003 Only Environments or Exchange Server 2007 Environment Mixed or Pure Exchange 2007 Environments Mixed and Pure Exchange Server 2007 Environments are not dependant on Public Folders and therefore may not have them installed and therefore lacking the existing infrastructure to support the Organizational Forms Library The presence of existing Public Folders in Exchange 2007 environments depends on how Exchange 2007 was installed and will alter the steps required to be able to publish the TANDBERG form If Exchange Server 2007 was installed along side or into an Exchange Server 2003 organization the first 2007 server would have had a public folder database created and configured to replicate with the existing Public Folders In these cases the existing Public Folder Database can be used and replication should already be configured between the Public Folder Databases in Exchange 2003 and Exchange 2007 In these environments if an Exchange 2003 Server is available an administrator can follow the instructions in the section below for Exchange Server 2003 organizations and perform the steps on that server Forms will replicate to the Exchange 2007 Server and therefore be available to all Outlook versions If using an Exchange 2003 server is not an option use the steps provided in Appendix Creating the Organization Forms Library in Exchange Server 2007 for instructions on
59. de a password to apply to these Verify password pt Reset password for all accounts being processed Cancel Review selections After choices have been made for all selected systems a window will present a summary display of your choices verifyUsersForm lolx TMS Id TMS Display Name 113902 kelmnemnde sss Create LN TM 13583 LN Users DC ex2007 DU tms DE L 13592 carlaaby Create CN TMS 13592 CN Users DC ex2007 DC tms DC l e Coa If the information is correct click OK or if alterations are needed click the Edit button to return to the previous screen If one or more of the systems imported were associated with existing accounts you will be asked if existing meetings events from the accounts Calendars should be imported into TMS This ensures the resources calendars and TMS are in synch 2009 TANDBERG Page 63 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Importing existing AD accounts Do you want existing meetings in the calendars of the existing mailboxes to be booked in TMS Clicking Yes will cause all existing bookings in the Resources calendars to be booked in TMS Clicking No will skip this step If there are any issues booking an existing meeting the meeting s organizer will receive an email detailing any actions necessary Meetings with no end date can not be booked in TMS and will synchronize to TMS Af
60. dministrator Guide b Enter the network address to the TMS server along with the user name and password of the existing service account The Use HTTPS checkbox can only be used if your server has been configured to use HTTPS Fill in the fields and click Next to continue i TANDBERG Conferencing eXtensions for Microsoft Exchange x64 InstallShield KZ Create or Yerify the Service User on the TMS Server Please provide the TMS server address and an account with local admini on this server and TMS site admin permissions If you are using a load balancer you have to provide the address to a single TMS server since a local account will be created TMS Server address fnccompany com 32UOoO Password EET Use HTTPS Installshield lt Back Cancel When reusing an existing account the user s TMS profile must be configured for TCX manually Open a web browser and log into your TMS server with a username that is a Site Administrator Edit the user s profile under Administrative Tools gt User Administration gt Users n the account s profile set Exchange Integration Service Account to Yes Set the user s email address to the Exchange Service Account s the TMS Service user email address Ensure the user is a member of a TMS group that has the Book on behalf permission set in the Group Permissions Save the changes to the user s profile You can close your web browser and return to the TCX installer
61. e Setting component TANDBERG Configuration to Debug Level Logging to file Registry Editor Ol x File Edit View Favorites Help Name Type Data b Last MailboxDB REG SZ CN Mailbox Store MAIL CN First Storage Group CN InformationSt b Last Timer Notify REG 52 5 19 2009 5 12 46 PM TANDBERG Management Suite Exchange ab Last TMS Adm REG SZ administrator Print b Log directory REG SZ C Program Files TANDBERG Conferencing extensions For Microsoft Ex are Inc ab LogLevel TANDBERG Configuration REG SZ 1023 ab LogMode TANDBERG Configuration REG SZ 1 EN gt amp Rearimestamp REG QWORD fd f8 61 dd c1 9b cb 88 E ab Remote Setup Service URL REG 5Z http 10 1 215 172 tms external booking remotesetup RemoteSetup My Computer HKEY_LOCAL_MACHINE SOFTWARE Tandberg TANDBERG Management Suite Exchange Integration Managing Log Files All log files are written to the same directory This directory is normally defined using the Configuration Utility and can be seen in the registry key as string Log directory When a component is set to log to file each component creates a separate log file named ComponentName log in the log directory To prevent the logs from getting too big and taking up too much disc space an administrator can control the maximum file size and rotation of the log files This is done globally so all logs share the same rotation and sizing rules The size of files is controlled by the
62. e ER ee RR 70 Functional Overview of TCX Integration Re Re Re RR Re RA ee RA ee nnne 70 Changes and Impact of TCX Installation on Existing Servers see 71 Changes on Exchange Server and Domain iese ee ee ee ee ee ee ee 71 Changes on TMS SENET RE AE RE ORR ER N TR 71 Permissions Granted to Service USerS ee ee Re ee Re de ee ee ee ee ee ee ee ee 71 Licensing Requirements iese Re Re RA ee RA ee Re ee ee ee RA ee ee eke ee ee ee ee ee kk 72 Exchange Licensingiss aa e e n NAA a GE GEE Pa ANAN a KAN 72 TMS Licensing ME 72 Explanation of Resource Booking Models sse 72 Resource Scheduling Model Asynchronous BOOKING iese ee ee RA RR RA ee Re ee Re ee ee 72 Direct Resource Booking Synchronous Booking sse 73 Using Direct Resource Booking in Exchange 2007 iese ee ee ee ee Re ee ee Re ee ee ee 73 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide TCX Software Reference Guide Configuration Tool Reference This section will provide details on each of the features and uses of the Configuration Utility The Configuration Utility can be found in the Start Menu under TANDBERG gt TANDBERG Conferencing eXtensions for Microsoft Exchange gt TANDBERG Configuration Initialization Testing When the Configuration Tool is launched it will perform a series of tests on the components of the integration and the accoun
63. e InstallShield Wizard for TANDBERG Microsoft Exchange Integration x64 The InstallShield R Wizard will allow you to modify repair or remove TANDBERG Microsoft Exchange Integration x64 To continue click Next Program Maintenance Modfy repair or remove the program Change which program Features are installed This option displays the amp Custom Selection dialog in which you can change the way features are installed C Repair Repair installation errors in the program This option Fixes missing or corrupt Files shortcuts and registry entries C Remove Remove TANDBERG Microsoft Exchange Integration x64 from your al computer InstallShield lt pack aa Click Next and step through the wizard to complete the repair process After the repair is done the Configuration Utility will start automatically 2009 TANDBERG Page 37 of 86 Notes for Upgrading from the TANDBERG Microsoft Exchange Integration Product The TCX product supersedes the previous TANDBERG Microsoft Exchange Integration product Starting with TCX v2 software TCX can also be used as an upgrade for existing Exchange 2003 installations There are some differences in how the TCX product operates compared to the previous product and this section will outline the necessary additional information for administrators to complete an upgrade and highlight differences in operation and user interaction so they can plan their upgrades accord
64. e installation of TCX requires completing the sections below Each section must be reviewed for both upgrades and new installations Upgrading from TANDBERG Microsoft Exchange Integration Installation of Server Software Initialization of Resource Accounts Starting the Synchronizer Configure Security Settings and Tuning Optional Deploying the TANDBERG Form Upgrading from a previous Integration installation Upgrading from TANDBERG Exchange Integration with Exchange Server 2003 If you are currently using Exchange Server 2003 and plan to upgrade to TCX without changing to Exchange Server 2007 review the section Upgrading to TCX on Exchange 2003 for pre installation steps and information on changes in how your integration will differ with the new TCX product before continuing Upgrading from TANDBERG Exchange Integration AND migrating to Exchange Server 2007 If you are currently using Exchange Server 2003 and are upgrading your integration installation to an Exchange 2007 Server review the section Upgrading to TCX and Migrating to Exchange 2007 for specific information on pre installation needs changes in how your integration will differ with the new TCX product before continuing Upgrading from an earlier version of TCX and not changing Exchange Server versions e If you are running an earlier version of TCX and not changing Exchange Server versions you can continue with the installation steps as normal and t
65. e you may lack the permissions necessary The Utility will return an error if you do not have sufficient permissions to complete the task 12 This is not available in the configuration utility when installed on Exchange 2007 servers This setting is only needed if doing Direct Resource Booking Operation Tab Changes The following action commands will not complete without AD Admin rights Add Service User Reconfigure Account s from Permissions TMS Remove AD User s Detach from Integration Removing Disabling Accounts Without full permissions accounts can not be removed automatically using the Configuration Utility To remove an account from the Integration without removing it from Exchange only booking do the following 1 Using the Configuration Utility have the Exchange Admin use the Disable Sinks action in the Operations tab 2 Using AD Users and Computers have the AD Admin remove the following from the resource account a the extensionAttribute1 value b the send as and receive as permissions granted to the TMS Service account C the full mailbox access permission granted to the TMS Service Account To remove an account from both the TCX Integration and Exchange only booking simply have the AD Admin delete both the user account and mailbox Configuration Tab Changes Change the Password for Service User requires AD Admin permissions to use The other settings may be configured by the Exchange Admi
66. eb conference Q Can book a recording from Outlook A Yes you can book a recording device such as the TANDBERG TCS if the system has been integrated with Exchange The TCS will appear like another room and should be scheduled like any other room If you need to customize the booking with specific recording aliases you should create the meeting in TMS instead of Outlook Q Can book meetings using Outlook Web Access OWA A If your administrator and installation allow Asynchronous booking you can create bookings including integrated roomslsystems using OWA Direct Resource Booking and the TANDBERG custom form are not supported by OWA TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide ADMINISTRATOR GUIDE TCX Software Reference Guide aa GAAN ARNAN Ke Ge Ge ee 54 Configuration Tool Reference Re RA ee AR ee AR ee ek AR ee ke ee ee ee Re ee ee ee 54 Initialization Testing ee ee Re RA Re ee Re ee ee ee ee ee ee Re ee ee gee ee ee nnns 54 Operations Tab 55 Leit C HERE RE 55 Fight ESRA Ee tes ce EE tI 55 Adding Systems BUON ss N ee cas ee ee EE a aa aaa mS 56 oe el 56 Current Domain Controller us ama Nana ene denies NG GERS ANG NG BN oe DA SEDEER GR e Mq uva AR Ee e SPD RU sends GE 57 Start Restart Reactivate Synchro
67. ect Properties Calendar Properties x Administration Forms Permissions Synchronization General HomePage AutoArchive zu Calendar Type Folder containing Calendar Items Location Carl Henrik Aaby Description Show number of unread items C Show total number of items When posting to this Folder use Meeting v Automatically generate Microsoft Exchange views Folder Size Clear Offline Items 3 The Calendar Properties window will open with the General Tab selected 4 Select Forms from the drop down menu for the When posting to this folder use option 5 A Pop Up will open Ensure the Look In drop down menu has Organizational Forms Library selected 6 The examples in this document reference other forms the TANDBERG form replaces the IPM Appointment form 2009 TANDBERG TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Choose Form Look In Organizational Forms Library Meeting Display name Meeting 6 An entry will be displayed named Meeting Select it and click the Open button 7 You will be returned to the Calendar Properties page Click Ok to save your changes The client will now use the TANDBERG form for all Calendar actions and have the TANDBERG tab available when creating new booking requests Because Outlook security does not allow previewing of custom forms when using the Reading Pane in Outlook calendar even
68. ed below case sensitive Display name Meeting Form name VideoConference The screen should look like the image below Click Publish when complete Publish Form As E x Look In Organizational Forms Library 7 Browse EE saiyo FEE Form name videoconference Cancel Message class IPM Appointment VideoConference The form is now published and available for users to choose as their appointment form 2009 TANDBERG Page 33 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Configuring clients to use the Form Publishing the form makes it available to users but does not automatically force their Outlook client to use the form Configuring Outlook to use the form is a one time client configuration that can be done by each user or through making changes to the Microsoft Windows Registry Registry changes can be done automatically via methods such as Group Policy Reference Material for Registry and Bulk Changes Microsoft utility to create registry keys to change the default form http support microsoft com kb 24 1235 EN US 3 party article about the Microsoft Utility http www outlookexchange com articles Santhosh outlookforms asp Manually configuring clients to use the form To have a user manual configure their client have each user complete the following steps 1 Open your Outlook Client 2 From the Folder View Right click the Calendar icon and sel
69. encing eXtensions for Microsoft Exchange Administrator Guide A property page for the new Organizational Form library will be displayed Properties ET xi General Replication Limits Details Name TANDBERG For Path NON_IPM_SUBTREE EFORMS REGISTRY Public folder description Tms form E forms language English USA Cancel Apply Help 5 Fill in a suitable name of your choice and optional description of the Organizational Forms Library 6 Choose English USA as E forms language 7 Press OK to save Organizational Forms Library Note If the English USA language is not listed a Forms Library for that language already exists and another can not be created In this scenario you must use the existing folder to publish the form Right click on any folder listed under EEFORMS REGISTRY select Properties and find which is using English USA and use that existing folder for the remaining steps TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 8 In order to publish the TANDBERG form in the Organizational Forms Library an Outlook user needs to be granted owner permissions to the Organizational Forms Library This is done by right clicking on the created folder select Properties In the pop up window select the Permissions tab English Properties 21 xj General Replication Limits Exchange General E mailAddresses Exchange Advanced
70. f this section The Use HTTPS checkbox can only be used if your server has been configured to use HTTPS Fill in the fields and click Next to continue ie TANDBERG Conferencing extensions for Microsoft Exchange x64 InstallShield E3 Create or Yerify the Service User on the TMS Server Please provide the TMS server address and an account with local admini on this server and TMS site admin permissions If you are using a load balancer you have to provide the address to a single TMS server since a local account will be created TMS Server address fmccompany com Password EET Use HTTPS Installshield lt Back Cancel The installer will look for an existing service user account on the Windows server based on your domain s email If one is found the installer will re use it otherwise the installer will create a new one If needed the installer will create a local Windows user account tmsconfuser on the TMS server setup a TMS profile for the user and assign it permissions within TMS needed to operate with TCX Alternative 2 Manually specify an existing TMS service account Manual Configuration a Select have created a service user on the TMS server and click Next Please see the TANDBERG document titled Implementing Secure Management HTTPS for more information on configuring TMS for HTTPS 2009 TANDBERG Page 16 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange A
71. for the conference Leaving it at default allows TMS to use the default settings for ISDN IP and Telepresence calls Picture Mode Sets the video layout to use for a multipoint conference Reservation Type Sets if the meeting will be a reservation only only the rooms are reserved manual connect or automatic connection of the video conference Secure Conference Sets the required encryption level of the conference Setting yes requires all participants support encryption to book or connect the conference SETTING DESCRIPTION Display Option Sets if TMS will prompt the Video Conference Master of the conference to extend the meeting when the meeting is about to end Web Conference Sets if you would like to request a Web Conference such as Seek Share with the meeting If set to Yes the meeting will only be booked if a web conference reservation could be included If set to If possible the meeting will try to include a web conference but will be booked even if a web conference reservation could not be done Billing Code You can supply a billing code for the conference that will be saved with the meeting in TMS can be set in TMS to be required Password When using a MCU that can support conference passwords defining a password here will require dial in conference participants to enter this password to join the conference Restrict ISDN Sets 56k Restricted on ISDN calls if checked
72. from the File Menu under File New or by double clicking a time slot in your calendar A meeting request is similar to an appointment except a meeting request includes other people or resources besides you Appointment TANDBERG Scheduling Invitations have not been sent for this meeting Subject Location Start time Thu 5 14 2009 v 5 00PM Tall day event End time Thu 5 14 2009 w 5 30PM Vl Reminder 15 minutes w ul show time as B nus v If you do not see the To line and button you have opened an Appointment Request Switch to a Meeting request by simply clicking the Invite Attendees button in the toolbar Using the drop down menus set the Start and End time for your meeting If your meeting will be a recurring meeting click the Recurrence button to set the options for the meeting 2009 TANDBERG Page 46 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Click the To button to invite attendees Select Attendees and Resources Type Name or Select From List Show Names From the All Users Name Business Phone 3Consultant Aalesund AAFK T1 Aaron Davis 1 703 234 3107 Resto Aaron Wu 1 703 272 2198 Resto Abderrahmane El Amrani Casat Abdu Samad P 5 Banga Abe Sharp MD Accounts Receivable Achille Brunazzi Adam Aburas Riyad Adam Britten 61 2 8915 4103 A
73. ge Server Ensure no Group Policy setting will block or remove this permission See http technet microsoft com en us library cc739028 aspx for assistance on assigning user rights for your local computer 7 The AD Admin must create or identify a Windows user account that can log into the TMS server to be the TMS Side Service user The user account can be a local Windows account on the Windows Server hosting TMS or a domain user We will refer to this account as tmsconfuser Open a browser and log into the TMS website with a user with Site Administrator privileges Go to Administrative Tools gt User Administration If the tmsconfuser account has never logged into TMS create a new user profile If the account has logged in previously find the existing user profile and click Edit Ensure the username of the profile matches the username of the service account Set the Exchange Integration Service Account value to Yes Set the email address of the profile to be the email address of the TMS Service account created in the earlier steps Ensure the user is a member of a TMS group that has the book on behalf of permission and book permission on all systems that will be integrated recommend using Site Administrator group which will allow access to all systems Save the profile and close the TMS website 8 If users will be given access to resource calendars so they can interact with the calendars directly required if using Direct Resource Booking the A
74. h system 3 Click the OK button to continue In Exchange Server 2003 Installations the utility will ask you for a password to use for the newly created accounts The password entered will be used for accounts that are to be created Marking the Reset password for all checkbox will set the password on accounts that are being re used as well The password for resource accounts is not needed by users or in normal use It is only for administrators that may wish to log into the account mailbox directly The resource account 7 The Active Directory User Account associated with the mailbox must be a member of the local domain where the TCX product is installed 8 The account will be created with the username of TMS lt id gt where lt Id gt is the TMS System ID The display name of the AD user will be set to the System Name in TMS The mailbox will be created in the Mail Store designated during installation 9 This is only for Exchange Server 2003 Installations Exchange Server 2007 installations will create an AD account with no password and the user account will be disabled as is normal for resource accounts in Exchange 2007 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide passwords can be changed using standard AD tools afterwards without affecting the TCX integration E Password for the AD Account s xi To create enabled AD accounts a password must be set on the accounts Please provi
75. hange account Current Domain Controller This specifies which Domain Controller the Integration and Configuration Utility will communicate with for all of its Active Directory needs The dropdomn list will be populated with all domain controllers that it detects for the local domain This selection is available as it allows you to control which domain controller handles the workload of all the queries from the Integration and it simplifies troubleshooting of replication as you know where the changes are initiated and read Start Restart Reactivate Synchronizer This button controls the starting of the synchronizer service which is responsible for replicating scheduling changes initiated in TMS s interfaces to the linked accounts in Exchange via a background service that runs on the Exchange Server If the Synchronizer has not been told to start since installed the button will be labeled Start Synchronizer and clicking it will tell it to start processing scheduling changes in TMS from when TMS was first installed In upgrade scenarios the Synchronizer will be idle and the button will be labeled Reactivate Synchronizer Clicking the button will restart the Synchronizer from where it last left off If the Synchronizer has been told to start since installation the button will be labeled Restart Synchronizer The Synchronizer keeps track of a transaction history in TMS so that it only has to process new changes each time Clicking Restart
76. hange and the booking user gets an acceptance message followed by an email with the meeting details from TMS If the meeting is not possible to save in TMS the meeting in Exchange is rejected and the user receives an email stating why Sinks allows TCX to inject itself only on resource accounts the administrator intends to be integrated with TMS leaving all other calendars and resources untouched and operating as before Because the sink method only interjects when a meeting is saved on an Exchange Calendar something must update the Exchange Calendars if changes are made to the representation of the system room in TMS This process is handled by a synchronizer installed on the Exchange Server that is notified whenever a booking change happens on TMS The synchronizer connects to TMS to determine if the change affects any of the systems integrated in Exchange and updates their calendars as needed The synchronizer also automatically checks every 3 minutes as a failsafe in case notifications from TMS are missed Using these methods resource calendars are updated almost immediately after changes have been made in TMS The combination of interjecting when writing to the calendars of resource accounts and Synchronizing keep the separate representations of the same room or system in synch across both platforms Changes and Impact of TCX Installation on Existing Servers This section is provided as reference for administrators who desire to under
77. he installer will handle your existing version automatically Installation of Server Software If reinstalling or upgrading the software on a server where TCX was previously installed the installer will automatically read the existing settings from the server s registry and skip steps where it does not need additional user input Because of this not all steps listed below may be shown If any of the previous installation s values need to be changed these can be changed using the Configuration Utility post installation 1 Log into the Windows console of the Exchange Server where TCX will be installed Close all other running programs and any security anti virus software that may hinder installing the software 2 Launch Setup File The TCX installer is located on the TMS installation media Open the index page by double clicking browse bat Click the link to Install TANDBERG Conferencing eXtensions for Microsoft Exchange to start the installation program Note There are separate installers for 64bit installations and 32bit installations Please use the appropriate link for your server type 3 Detecting a previous version The installer will search for an existing installation of TCX and if found will prompt if you wish to upgrade the existing installation Click Yes to continue The installer will automatically reuse settings it finds on the server 4 Component Check The installer will verify all the required Microsoft softwa
78. he systems in TMS to be integrated Licensing Requirements Exchange Licensing The TCX Integration has no impact on your Exchange licenses from Microsoft TMS Licensing Each system that is to be integrated with Exchange must already exist in TMS and be properly licensed itself in TMS For licensing of TCX Integration the licensing can be per system or per Exchange Server integrated with TMS depending on the type of license you purchase When using per system licensing controlling which systems are consuming licenses is set by the Remote Booking flag in System Navigator on each system By default Remote Booking will be set to No for each system The first time a system is used from Exchange if there is a free license available on the TMS server Remote Booking will be toggled to Yes for that system In doing so licensing is automatically enabled for systems you have integrated with Exchange If no more licenses are available and Remote Booking No for that system the requested booking will be denied Explanation of Resource Booking Models Microsoft Exchange and Outlook offers two distinct ways to book resource accounts The different models have different requirements and user experiences Both models should be understood so an administrator can decide which is best for their organization In Exchange 2003 installations administrators may choose which booking model to use In Exchange 2007 installations Microsoft has moved away from
79. hell to move the mailboxes See this Microsoft article for assistance on moving mailboxes for Exchange 2007 or this article for Exchange 2003 3 If using Exchange 2007 if the mailbox is not already an Exchange 2007 Resource mailbox convert it to a Resource mailbox using the Exchange Management Shell Example set Mailbox Identity ResourceName Type Room Once prepped the accounts can be selected when enabling a TMS system in the steps below Enabling TMS Systems in Exchange Once TCX Integration has been installed and operational any new systems added to TMS that will be integrated with Exchange should not be booked in TMS until after they have been integrated with Exchange using the Configuration Utility Start up the Configuration Utility from the Start Menu The utility is found at Programs gt TANDBERG gt TANDBERG Conferencing eXtensions for Microsoft Exchange gt TANDBERG Configuration As part of the start up the utility will perform a series of self checks and diagnostics on the TCX configuration and the configured accounts The utility will self repair any issues it can and will report any errors to the user TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Define Calendar Security Groups If you intend on granting calendar permissions to groups of users required if using Direct Resource Booking you should define the default security groups before continuing so they will be added to
80. ibrary bb629523 aspx Managing Public Folders http technet microsoft com en us library bb124411 aspx How to Create a New Public Folder Database http technet microsoft com en us library bb123687 aspx How to View or Configure the Settings of Public Folders http technet microsoft com en us library bb123509 aspx How to View or Modify Public Folder Database Settings http technet microsoft com en us library bb124522 aspx How to Create an Organizational Forms Library in Exchange 2007 http technet microsoft com en us library cc540468 aspx http support microsoft com kb 933358 Configuring Public Folder Permissions http technet microsoft com en us library bb310789 aspx Setting up an Organizational Forms Library These steps must be performed by an Exchange Administrator See the supporting Microsoft articles for specific permissions 1 On an Exchange Server open the Public Folder Management Console by opening the Exchange Management Console clicking on Toolbox and then double clicking on Public Folder Management Console If there is an existing Public Folder Database the console will connect to it and the navigation tree will list both Default Public Folders and System Public Folders Public Folder Databases can also been in the Exchange Management Console gt Server Configuration gt Mailbox and viewing each server s databases 2 If no Public Folder Database exists you will need to create one and mount it See
81. il detailing any actions necessary Meetings with no end date can not be booked in TMS and will not synchronize to TMS After TCX is installed any meetings of this type should be edited using Outlook to a new meeting with a fixed end date The configuration tool will now perform the tasks as instructed and a status screen shows the progress of the individual systems and the overall progress 6 TMS Enabling Systems i OF x M kjell rune runde 13583 GE Enabling mailbox m carl aaby 13592 Creating the mailbox OK Note This process can take some time depending on the number of systems you are importing and design of your Active Directory When complete click the OK button and the Operations tab will be displayed with the newly added systems in the right hand column Once all systems have been enabled in Exchange continue to the next section to start synchronizing TMS and Exchange Starting the Synchronizer The Synchronizer is an Integration component that runs on the Exchange Server that is responsible for keeping the Exchange calendars up to date with bookings and changes made in TMS The synchronizer is setup by the Installer but is idled in new installations until the administrator has enabled all the systems in Exchange using the Configuration Utility Once all systems have been enabled in Exchange using the Configuration Utility the Synchronizer
82. ing Services For Microsoft Exchange to C Program Files TANDBERG Conferencing Services For Microsoft Change Exchange InstallShield Cancel 8 Select a Domain Controller The installer will detect all domain controllers available to the Exchange Server and present them in a drop down list The domain controller selected will used by TCX software when interacting with Active Directory Select your desired server from the drop down list if necessary and click Next to continue ji TANDBERG Conferencing extensions for Microsoft Exchange x64 InstallShield E3 Select Domain Controller This will be used when urealing users and Juing AD luukups Please select From the domain controllers used by Exchange on this server InstallShield lt Back Cancel 2009 TANDBERG Page 10 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 9 Configure the Service User for Exchange Next the installer must configure the service account to use on the Exchange Server The installer s choices will vary depending if an existing service account is found and if not what choices you make to specify a new account Each path is outlined below The service account used must be allowed to have the Log on as Batch Job permission in the local security policy Ensure there are no Group Policies that would override the configuration of this permission ie TANDBERG
83. ingly If you are also changing the version of Exchange Server you are installing onto from Exchange 2003 to an Exchange 2007 please jump to the Upgrading to TCX and Migrating to Exchange 2007 section Upgrading to TCX on Exchange 2003 Installation Changes Requirements If operating in a segregated AD and Exchange admin organization do not rely on previous versions of the Installation Alternatives documentation for Microsoft Integration in regards to the TCX product This information is now integrated into this manual and you should reference the Appendixes for details regarding using TCX in this type of environment Prior to installing the TCX product you must uninstall the existing TANDBERG Microsoft Integration product Open the Add Remove Programs control panel find the TANDBERG Integration product and click Remove to start the uninstall process Once the uninstall is complete you may be prompted to restart the server If you wish to avoid this restart you can manually stop all Integration components before starting the Uninstall process Ensure the Configuration Tool is not running Then using Microsoft Management Console MMC stop the TANDBERG Synchronizer Windows Service under Services and using the Component Services Snap in expand the Local Computer and shutdown the TANDBERG COM Application by right clicking on it and selecting shutdown With these elements stopped you should not be prompted to restart the server whe
84. inistrator Guide The left hand column represents all endpoints rooms and recording devices found in the configured TMS Server The right hand column lists all Exchange accounts that have been determined to be integrated with TMS via TCX Select one or more TMS systems you wish to enable in Exchange from the left hand list Use the shift or control keys to select multiple systems at once Click the gt button A new window appears which walks you through the Active Directory configuration for each selected system Associate TMS Systems with AD accounts fet Ea Current System 1 of 1 Select action 5 danielremmem E C Use an existing AD account OU New from installer QU TMS Integration Previous Next ex2007 tms lab OU Microsoft Exchange Security Groups QU TMS Integration DU EX3 DU EXDEY1 DU New from installer CN Users Create the remaining accounts in this folder Search Cancel For each selected system this dialog walks you through creating a new Active Directory account and mailbox OR associating the system with an existing Active Directory account and mailbox Use the Next Previous buttons to switch between systems The current system being configured is displayed in the top left The dialog allows you to choose an option for each selected system individually When multiple systems were selected the OK button will
85. ions ie ee Re Re RA ee Re enne 5 Exchange Server 2007 Installations F ees ee RR RR aan 5 Client Requirements ee RR RA Ee RR GRA ee ee ee ee ee RR RR AA ee ee ee ee sns RR RR AG ee ee ee ee ee ee 6 TMS Requirements esses RA AA ee ee ee ee ER RA RA ee ee ee ee ee ek RR RA ee ee ee s sns RE nnn ana 6 Permissions required to perform installation ee RR RA ee ee ee RR RR ee ee ee ee ee ee ee ee 6 Installation and UpgradeS aa Rek eg GE ER ES ERGE RE BAG 8 Upgrading from a previous Integration installation cesses eene 8 Installation of Server Software sss sienne nnne nnnm nsns nnns 8 Initialization of Resource Accounts sessi Re ke Re ke RR nennt rns nn 19 Have existing resource or equipment accounts you already use for scheduling 19 Preparing Existing Mailboxes for use with TOM sees sesse ee ee ee ek Re ee ee ee ee ee Re ee ener nnne 19 Enabling TMS Systems in Exchange sesse ees ee ee ee ee ee ee ee ee de RAAN de ee ee de ee ee ee ee ee ee ee 19 Define Calendar Security Groups irm se devas ese EE Me kaa AA NG a Nia Ee ERGE 20 Starting the Synchronizer ie RR Re ee ee RR RR AA ee ee ee ee ee RR RA ee ee ee ee ee nnns RR RA ee ea 24 Configure Security Settings and Tuning eie Re AR seen 25 Exchange 2003 Installations RR RA ee ee ee ee ee ee RR AA ee ee ee ee ee ee Reede ee 25 Exchange 2007 Installations RR R
86. ions for each system as follows Use the Next Previous buttons to select the desired system 1 ALTERNATIVE A ALTERNATIVE B To create a new account for the system To use an existing account Ensure Create an AD account is selected The center panel displays a list view of your Active Directory s organizational structure Expand the tree if necessary and highlight the Organization Unit OU where the new account should be created The mailbox and Active Directory user will automatically be created by the utility If you wish to use these same setting for the remaining accounts to be added click Create the This option will reconfigure an existing AD user account and mailbox to be associated with the TMS system Select Use an Existing AD Account The center panel will show you your domain s organizational structure Navigate the tree to find the desired AD Account or use the Search feature Only user accounts that have their mailbox on the local server will be displayed Click on the user account you wish to associate to this TMS system remaining accounts in this folder button else use the Next Previous buttons to switch to the next system If an OU has more then 1 000 entries only the first 1 000 will be displayed Please use the Search option when OUs are very large 2 Repeat the above steps using the Next Previous buttons to toggle between the systems until a choice has been made for eac
87. iously Migration of an organization from Exchange 2003 to 2007 is out of the scope of this document and will only cover moving the Integration product Due to changes in the resource booking models in Exchange 2007 vs previous versions the Asynchronous Booking model is the default recommended booking model for Exchange 2007 installations The instructions and notes below are written assuming you will be using Asynchronous Booking Please see the Explanation of Resource Booking Models section for further details or notes on using Direct Resource Booking Prior to installing the TCX product you must uninstall the existing TANDBERG Microsoft Integration product On the existing server open the Add Remove Programs control panel find the TANDBERG Integration product and click Remove to start the uninstall process Once the uninstall is complete you may be prompted to restart the server If you wish to avoid this restart you can manually stop all Integration components before starting the Uninstall process Ensure the Configuration Tool is not running Then using Microsoft Management Console MMC stop the TANDBERG Synchronizer Windows Service under Services and using the Component Services Snap in expand the Local Computer and shutdown the TANDBERG COM Application by right clicking on it and selecting shutdown With these elements stopped you should not be prompted to restart the server when the Uninstall is complete
88. ired Note Due to Active Directory replication a new installation of TCX should never be attempted immediately after removing or modifying service or resource accounts Sufficient time must be given to allow Active Directory replication to complete before attempting to install TCX again Modify Given the standard options of the Installation software it is possible to select Modify as an option if the setup file is opened again after the product is installed However since there are no options to install only individual elements of the product this choice does not allow you to make any changes to the product Repair If a problem is suspected with the server software itself a repair is possible The repair process will copy all needed files to the server ensuring all files are correct and in the proper location To repair the installation start the original TCX setup file on the server if available If not the TCX installer is located on the TMS installation media Open the index page using browse bat and click the link to Install TANDBERG Conferencing eXtensions for Microsoft Exchange to start the installation program Note There are separate installers for 64bit installations and 32bit installations Please use the appropriate link for your server type TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide ie TANDBERG Microsoft Exchange Integration x64 InstallShield Wizard Welcome to th
89. le for all Outlook clients in your network If an Organizational Forms Library already exists on your Exchange server this one can be used If not one has to be created before importing the custom form The advantage of using the Organizational Forms Library is it allows you to make the form available to all users with a single process and allow future updating of the form automatically for users Alternatively users can load the form manually per Outlook client by performing the steps in the Configuring clients to use the Form section and specifying a local copy of the VideoConference oft file This method skips the Organizational Form Library and Publishing so any future updates to the form must be manually completed by repeating the steps to specify the form to use Deploying the form is broken into three phases Creating the Organization Forms Library e Publishing the Form e Configuring clients to use the Form Each should be completed for new installations that wish to use the TANDBERG form For customers upgrading TCX without changing your Exchange Server version only the Publishing the Form section is necessary The other sections were completed in your previous installation Creating the Organization Forms Library If using Exchange 2007 the installation steps have changed significantly due to Public Folder changes in Exchange 2007 and will vary based how Exchange was installed Please chose one of the two se
90. look security Alternative Method to Open Form a Close the Appointment form if it is currently open b In Outlook Select from the File Menu New Choose Form C Change the Look In dropdown menu to User templates in File System d Click the Browse button to locate the folder where you copied the OFT file to and click Ok Choose Form Look In Desktop v C Documents and Settings administrator Ex2K3YDeskktopl oft VideoConference Display name VideoConference File name VideoConference oft e VideoConference should be seen in the list highlight it and Click Open f You can now continue with the normal publishing steps 2009 TANDBERG Page 32 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 4 Select from the Menu bar Tools gt Forms gt Publish Forms as as shown in the picture Untitled Appointment File Edit View Insert Format Spelling Appointment TANDBERG Research Subject Check Names Location O H Address Book cCtrl Shift B End time to 14 06 2007 SIENTES Design a Form Y jid Publish Form T Reminder fis minutes gt sae Show time as lll Busy Y E F Contacts PO Categories Private 5 In the new window change the Look In dropdown menu to Organizational Forms Library 6 Enter names in the two fields exactly as describ
91. mmonly understood by Outlook users TANDBERG Conferencing eXtensions TCX leverages the programmable extensibility of Microsoft Exchange to expand this functionality to include functionality from TMS while making minimal or no changes to the User s experience This reduces training needed to deploy the product and makes scheduling of video conference resources easier and more accessible To model rooms or equipment that can be invited to meetings by users Exchange uses designated mailbox and user accounts to represent what users can schedule Exchange Server 2007 updates this model by having special designations of room or equipment These accounts have their own calendars and permissions just like a normal user In a traditional installation these accounts are configured to automatically accept all meeting invitations sent to them and their calendar is updated so other users can see when the room is available TMS has its own database which maintains scheduling information and availability for all systems it manages Beyond availability TMS also understands notions such as are other resources such as is a MCU required How to automate any call connections Are the systems using compatible protocols etc Users are able to make requests to book resources managed by TMS directly from the TMS web interface To allow users to schedule their TMS managed devices from Outlook or TMS interchangeably there must be a representation of a system
92. n Resource Defaults Tab Changes All settings may be changed by the Exchange Admin TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide DISCLAIMERS AND NOTICES The objective of this Guide is to provide the reader with assistance in using and configuring their TCX Product capabilities of TANDBERG and other manufacturers products change over time and so the required configuration may be different from that indicated here If you have any suggestions for changes to this document please feed them back to TANDBERG through your TANDBERG Authorized Service Representative If you need technical support please contact your TANDBERG Authorized Service Representative The specifications for the product and the information in this Guide are subject to change at any time without notice by TANDBERG Every effort has been made to supply complete and accurate information in this Guide however TANDBERG assumes no responsibility or liability for any errors or inaccuracies that may appear in this document TANDBERGA is a registered trademark belonging to Tandberg ASA Other trademarks used in this document are the property of their respective holders This Guide may be reproduced in its entirety including all copyright and intellectual property notices in limited quantities in connection with the use of the TANDBERG product Except for the limited exception set forth in the previous sentence no part of this Guide
93. n set each resource account to Disabled You can now follow the standard TCX installation instructions with the following exceptions The existing Exchange Service user will automatically be detected and re used The administrator will be given the standard choices to reset the password or supply a new one For the TMS side service account when prompted use the Let the installer create a service account if needed option This will cause the service user on the TMS server to be reused and have its password and Service flag in TMS reset as part of the installation In the Configure Service Account on the TMS Server step be sure to select Let the installer create a service user if needed The installer will detect the previously used tmsconfuser account on the TMS server and re initialize it for the new installation After installing TCX the first time the Configuration Tool is opened the tool will detect problems with the existing resource accounts This is normal as the sinks were disabled when the previous product was uninstalled The configuration tool can automatically update the accounts as needed simply select Yes when prompted to correct the accounts The remainder of the upgrade to TCX is completed by following the normal TCX installation steps Your previously configured resource accounts will carry over to the new installation automatically Note the following details regarding the installer and initial configuration You
94. n the Uninstall is complete Note During the uninstall process you will have the option to remove all users groups and settings TANDBERG recommends you do NOT use this option when performing an upgrade If you chose to use the remove option TANDBERG recommends you wait 24hrs before attempting to perform the TCX installation to allow the mailbox and Active Directory changes to fully propagate Once the uninstall is complete you may be prompted to restart the Server If necessary restart the server You can now follow the standard TCX installation instructions with the following exceptions The existing Exchange Service user will automatically be detected and re used The administrator will be given the standard choices to reset the password or supply a new one For the TMS side service account when prompted use the Let the installer create a service account if needed option This will cause the service user on the TMS server to be reused and have its password and Service flag in TMS reset as part of the installation In the Configure Service Account on the TMS Server step be sure to select Let the installer create a service user if needed The installer will detect the previously used tmsconfuser account on the TMS server and re initialize it for the new installation The first time the Configuration Utility is opened the utility will detect problems with the existing resource accounts This is normal as the sinks
95. ng the requested time period or adjust the meeting s start and end times as necessary When finished click the Send button to save the meeting and send out the invitations The meeting event will save into your calendar Shortly after saving the meeting you should expect to get the meeting accept reject emails from the rooms and people you invited to the meeting If a room system rejects the meeting due to some reason with the video conference you will receive an additional email immediately afterwards from the TCX integration providing more details on why the meeting was rejected If the meeting was accepted by the rooms systems you as the meeting organizer will get an email from the TCX Integration providing you with the details about your scheduled video meeting including dialing information You can copy this information into the meeting details and send out an update to invitees if desired Conference settings such as bandwidth encryption etc will be set using the default parameters defined by the Conference Settings in TMS defined by the TMS administrator See Editing Meetings for more assistance with sending updates Editing Meetings Meetings that have not started yet can be easily changed directly in your Outlook client if you are the meeting organizer attendees can only suggest new times not edit the entire Outlook meeting To edit a meeting open the event in your calendar by double clicking on it If the meeting is part of
96. nizer sessie ana ee ke ek Ak eaa ee Re ee ee a ek Ge ee ee ee 57 Gonfiguration Ee OE RE Q 58 Password oi Service Sel RE EER ie DER EE Nee Ere Va Eko EK EER RR Oe AR nA OE ENE DM ee 58 Rebuild LMS Server Comme Comins Ed EE N a kaaa aes area en aes paaa 58 Change Log Directory ME 59 Change Sender Address ee ERGE We Es eeaeee cle Aa ad hh a eE a 59 Resource Defaults Tab ote oi GAD a te red up 59 Mailbox Type for new resources Exchange Server 2007 Only Re RR ee ee 60 Asynchronous Booking Exchange Server 2003 Only ee RA ee RA ee ee ee ee eke ee ee 60 DeiadlbOrdanisational Uil RE RR De ER ANA OR RE RE EE EE ee ee AE AE RE EE ee RE EE ee 60 Mailbox Database for New Accounts ee ee AA GONG AA Re AA ee ee ee enia Ena IE Sana eke 61 Resource Calendar PefrniSslOris 2 sies irme ka bA KAL ARALAN DR NAAN Gaan 61 Enabling TMS systems in Exchange esse ee esse ee ee ee ee ee ee ee de AENEAN ee ee ERARA 61 Manually Enabling Auto Accep iii ee ee ee Re ee ee ee ek ee ee ee ee ee ek ee eke ee ee ee ee 64 TCX Logging FeatUres 4 RE EE EE EE OE ER PEOR 67 setting Log Levels easiest DER de E acini haaa naa 67 Managing Log ol RR EE EE EE EE EE E Si 68 Resolving Custom Attribute Conflicts Re ee RR RA Gee ee ee ee ee ee RR Re ee ee ee ee ee es 69 Additional Reference Materials for Administrators RR RE RR RR KERE RR RR EE ER RR RE E
97. nt accounts you already use for scheduling The configuration utility can automatically create new Active Directory accounts and mailboxes as part of the setup process for enabling TMS systems in Exchange If you have existing Exchange Resource or Equipment mailboxes you currently use to represent video systems or rooms from TMS you have the option to let the Configuration Utility reuse the existing accounts The Configuration Utility will reconfigure them as necessary to work with the TCX integration including synchronizing the existing schedules between TMS and the account s calendar This allows you to migrate from your Exchange only model to an Exchange TMS implementation To reuse accounts in this manner the account mailboxes must be prepared before attempting to configure them with the TCX utility Preparing Existing Mailboxes for use with TCX 1 The resource account s Active Directory user account must be in the same domain as the Exchange Server where TCX is being installed If the existing account is in another domain migrate the user account to the local domain or re associate the existing mailbox to a local user account Please be sure to allow sufficient time for domain replication when moving accounts See Microsoft documentation for assistance such as using the ADMT Tool to migrate accounts 2 The mailbox must be moved to a database located on the Exchange Server where TCX was installed Use the Exchange Management Console or s
98. ode and update the value Updating the Sender email address and display name on the Configuration Tab must be updated on the active node for the change to take effect or test Changes here will automatically propagate to the other nodes when a node becomes the active node Using the features on the Operations tab of the Configuration Utility including adding removing resources starting stopping the synchronizer must be performed on the active node APPENDIX USING TCX INTEGRATION WITH SEPARATE ADMIN ROLES TCX normally requires the installing and operating user be a Local Domain Administrator and an Exchange Full Administrator or Exchange Recipient Administrator for Exchange 2007 Installs In some organizations due to internal policy or security requirements these requirements can not be met as these roles are explicitly separated This section is intended to provide additional instruction on how the TCX product can be installed and operated in an environment where the Active Directory and Exchange Administrative roles are segregated Assumptions Background The following are the assumptions about the customer environment for these instructions e An Admin Group is responsible for creating users groups and mailboxes for new users An Exchange group is responsible for ongoing operation of Exchange Servers and mail processes The Exchange group has local administrative rights to the Exchange server but does not have Dom
99. or group to be able to use Direct Resource Booking Users who are members of the Editor group will be able to book the resource and also able to edit meetings in the resource s calendars that were created by other users In Exchange 2007 installations these groups are empty by default as the permission groups are not used to control booking resource accounts in Asynchronous Booking However they can still be used if desired to give user groups direct access to the calendar of resource accounts To change either of these groups click the Browse button and a window will appear to allow you to select a user group from Active Directory If you wish to retroactively apply changes made here to existing accounts you can use the Set Calendar Permissions action in the Operations Tab of the Configuration Utility to apply the security groups to selected existing accounts Enabling TMS systems in Exchange The left hand column on the Operations tab represents all endpoints rooms and recording devices found in the configured TMS Server that the TMS side service user has access to The right hand column lists all Exchange accounts that have been determined to be integrated with TMS via TCX Select one or more TMS systems you wish to enable in Exchange from the left hand list Use the shift or control keys to select multiple systems Click the 2 button A new window appears which walks you through the Active Directory configuration for each selected system
100. ord Please select From the password options below Reset the password to a strong random password recommended C Iwantto supply a new password below C Thave the password and will provide it below m Confirm new password InstallShield No Existing Account Found If no pre configured service account is found the installer will prompt if you wish to create a new account or reuse an existing Active Directory account The installer s steps will update depending on the option chosen Steps to create a new service account Recommended a Select want the installer to create the account and click Next i TANDBERG Conferencing extensions for Microsoft Exchange x64 InstallShield Organizational Unit for the new Account Please browse to the location you want the new user to be placed in Directory en Users DC AS1LAB DC int Please select an Organizational Unit in Active Directory InstallShield lt Back Next gt Cancel 2009 TANDBERG Page 12 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Specify the OU where the account should be created Click the Browse button to locate which Organizational unit the account should be placed in Select the OU you wish to use or click New to create a new OU Click OK once you have made your selection Then click Next to continue b Select which mailbox store should be used for the mailbox of the ac
101. ord for Service User The account used as the Exchange side Service user is listed Default sdomain51TMS Service If you wish to update the password of the Service Account you must do it via this page The Configuration Utility will update the Integration s references to the account s credentials and the password in Active Directory Changing the service account s password outside the utility will cause the Integration to fail If this occurs update the account s password again here using the Configuration Utility to restore service To update the password enter the password in the fields provided and click Apply Rebuild TMS Server Connection These fields display the information TCX uses to communicate with the TMS server These fields are used to update the connection in case any of the values change such as the service user s password being updated or the TMS server address changing To update any of these fields enter the new values and click the Apply button and the new values will automatically be tested Each field is described below FIELD DESCRIPTION User Name The username used by the Integration to log into TMS The installation created a local user account named tmsconfuser by default The account specified here must have TMS booking rights on the systems to be integrated the Exchange Integration Service Account flag enabled in its TMS user profile and book on behalf permission in TMS The username should
102. ou set the Display Name value to the same name as the matching system in TMS 3 The AD Admin must set the extensionattribute1 property on the resource account to TMS xx where xx is replaced with the numeric ID found in step 1 Example TMS 15 a Exchange 2003 Using the AD Users and Computers tool enable Advanced Features from the View Menu open Properties for the user select the Exchange Advanced Tab click Custom Attributes and edit the value of extensionAttribute1 to be 7MS 15 b Exchange 2007 Using Exchange Management Console open the Properties of the Mailbox on the General tab click Custom Attributes and edit the value of extensionAttribute1 to be 7MS 15 4 The AD Admin must grant send as and receive as permissions for the TMS Service account to this resource account a Exchange 2003 Using AD Users and Computers enable Advanced Features from the View Menu open the Properties of the resource account Select the Security tab and click the Advanced Button Click Add and specify the TMS service account A new window appears change the Applies to drop down to This object only and add the send as and receive as security permissions in the Allow column Click OK and OK again to close the Advanced Security window b Exchange 2007 Use the Exchange Management Shell to grant the send as and receive as ExtendedRights on the resource account to the TMS Service account An example is shown below replace the Resource and Use
103. ox Database for the Service User Mailbox Please select From the list of online mailbox databases on this server bel OU Video Resources iz TANDBERG Conferencing extensions for Microsoft Exchange x64 InstallShield K3 H DU Microsoft Exchange Security Groups CN Users CN ax dahl ax dahl ce CN Brave Heart Brave Heart CN IUSR_A4REASISVA Internet Guest Accour CN IWAM_AREA5SISVA Launch IIS Process CN Lisa Lake Lisa Lake CN Matt Strong Matt Strong CN Mike Jones Mike Jones CN RTCComponentService CN RTCService CN Sara Connors Sara Connors CN Snoopy TAC Snoopy TAC CN SUPPORT_388945a0 CN Microsoft Corpc serviceaccount test serviceaccount CN Timothy Walker Timothy Walker Cancel A The screen will update to show your selected account Click Next to continue Select which mailbox store should be used for the mailbox of the account The drop down list will show all available databases on the local Exchange Server Select one and click Next to continue InstallShield e First Storage Group Mailbox Database Lj cm Set the Service User s password The TCX software must know the password for the service user Select from the available options Reset the Password to a strong 2009 TANDBERG Page 14 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide password Supply a new password or Supply the existing password to the
104. r accounts names as necessary Add ADPermission Identity domain ResourceNam User domain TMS Service ExtendedRights send as receive as InheritanceType All 5 The AD Admin must grant full mailbox access permissions to the resource account s mailbox a Exchange 2003 Using AD Users and Computers open the Properties for the resource account Under the Exchange Advanced tab click the Mailbox Rights button Click Add and specify the TMS service account While the TMS Service account is selected mark the checkbox for allow full mailbox access Click OK and OK again to close the properties for the resource account b Exchange 2007 Use the Exchange Management Shell to grant the full mailbox access on the resource account to the TMS Service account An example is shown below replace the Resource and User accounts names as necessary Add MailboxPermission Identity domain ResourceName User domain TMS Service AccessRights FullAccess InheritanceType All 6 The AD Admin must configure essential Calendar Settings for the account a Exchange 2003 This step will be completed using the Configuration Tool and can be skipped here b Exchange 2007 Use the Exchange Management Shell to change the MailboxCalendarSetting AutomateProcessing to AutoAccept and disable the default settings that change the conference title An example is shown below replace the Resource account name as necessary Set MailboxCalendarSettings Identit
105. r designate an existing user to be the Exchange Side service user Example TMS Service The remainder of the instructions will refer to this account as TMS Service When creating a new account create a mailbox for the TMS Service user The mailbox must be in an information store on the specified Exchange Server If re using an existing account and the mailbox for the TMS Service user not stored on the specified Exchange Server the Exchange Admin must move the user s mailbox to the specified Exchange Server before proceeding The account must have a SMTP email address that is reachable from the mail server used by TMS 4 The AD Admin must set the extensionattrbute1 property on the TMS Service user to be TMS Service a Exchange 2003 Using the AD Users and Computers tool enable Advanced Features from the View Menu open Properties for the user select the Exchange Advanced Tab click Custom Attributes and edit the value of extensionAttribute1 to be TMS Service b Exchange 2007 Using Exchange Management Console open the Properties of the Mailbox on the General tab click Custom Attributes and edit the value of extensionAttribute1 to be TMS Service 5 The AD Admin or Exchange Admin must make the TMS Service account a local Windows Administrator of the specified Exchange Server 6 The AD Admin or Exchange Admin must grant the Log on as Batch Job Local Security Policy to the TMS Service account on the specified Exchan
106. r previously configured resources accounts will appear in the right column as integrated with Exchange automatically and require no further configuration The TCX product no longer creates an Address List for integrated systems like the previous product This address list was always optional and could be removed post installation Exchange 2007 by default has an All Rooms address list and additional lists can also be created by the administrator If the TANDBERG supplied custom form was used previously it should be updated with the most recent form Be sure to complete the Publishing the TANDBERG Form section of the installation instructions to ensure your users have the most recent version of the form e When using Asynchronous Booking recommended calendar permissions are no longer required to book a system so the security groups used by the previous product are no longer required Access to booking rooms is controlled by the settings defined on the resource s mailbox and calendar The existing security groups can be removed or may be re used if you wish to allow users to be able to open the calendars of resources automatically Be sure to set the groups on the Resource Defaults tab in the Configuration Utility if you plan on reusing the groups Configuration Tool Changes The view and layout of the configuration tool has changed compared to the previous product but the fundamentals concepts required to add remove test re
107. ram Group added to the Start Menu Registry keys are created within a TANDBERG Hive in the Registry and the service user is granted permission to these keys Changes on TMS Server A local Windows User account named tmsconfuser is created on the TMS Server Normal Windows User privileges only with a strong random password Alternatively an existing account can be specified during installation if manually configured Assigns the tmsconfuser account the Exchange Integration Account permission within TMS and adds it to the Site Administrators Group Permissions Granted to Service Users The service users permissions will be configured automatically when created by the installer but the following permissions must not be restricted for the service users Exchange Side Service User TMS service Log on as a Batch job Read Write permissions to the TANDBERG Key in the registry Write permissions to log files directory Read permissions to log files directory and the installation directory Activate permissions to the TANDBERG COM package Do not grant this user any Exchange Administrator Roles to prevent it from accessing other mailboxes TMS Side Service User tmsconfuser Must have access to login to the Windows Server hosting TMS Needs to be a member that has Book on behalf of permissions in TMS Must have Exchange Integration Service Account set to Yes in it s TMS Profile Must have booking permission to t
108. re components are installed on the server and if not will present a list of components that must be updated The installer will complete this task for you automatically requires Internet Access but may require a restart of the server after the installation is complete TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide 5 Installation Wizard A welcome window will appear on the screen Click the Next button im TANDBERG Conferencing eXtensions for Microsoft Exchange x64 InstallShield Welcome to the InstallShield Wizard for TANDBERG Conferencing extensions for Microsoft Exchange x64 The InstallShield R wizard will install TANDBERG Conferencing eXtensions For Microsoft Exchange x64 on your computer To continue click Next WARNING This program is protected by copyright law and international treaties 6 Read and Accept the License Agreement Read the License Agreement and select the I accept the terms option Click Next to continue Selecting I do not accept the terms or clicking Cancel will terminate the installation im TANDBERG Conferencing eXtensions for Microsoft Exchange x64 InstallShield E3 License Agreement Please read the Following license agreement carefully By selecting accept the terms in the license agreement and clicking Next or by installing copying or otherwise using the software program of TANDBERG and or its affiliates
109. recent version of the form Configuration Tool Changes The view and layout of the configuration tool has changed compared to the previous product but the fundamentals concepts required to add remove test resource accounts have not changed The tool has a new layout using Tabs that replaces the previous used Advanced button Please see the Configuration Tool Reference for details on all of the features and use of the utility User Booking User Experience Changes The basic booking principles used by end users have not changed from the previous product Users should be able to immediately use scheduling with the new product with no need for retraining or additional assistance The new TANDBERG form may have additional options compared to previous forms but its overall use is unchanged Please see the End User Interface Reference section regarding End user operation Upgrading to TCX and Migrating to Exchange 2007 If operating in a segregated AD and Exchange admin organization do not rely on previous versions of the Installation Alternatives documentation for Microsoft Integration in regards to the TCX product This information is now integrated into this manual and you should reference the Appendixes for details regarding using TCX in this type of environment Since Exchange 2007 is not installed in place over an existing Exchange 2003 server these instructions assume you will install TCX on a different Exchange server then what was used prev
110. rect Resource Booking You must have Public Folders deployed in your Exchange Organization When upgrading from Exchange 2003 and reusing existing accounts do not convert the mailboxes to type room or equipment leave them as user mailboxes To use Direct Resource Booking an account must be a user mailbox type not a room or equipment type This means you can not use the Configuration Utility to create new mailbox accounts You may follow the steps in the Appendix for using TCX with Separate Admin roles to manually create accounts e The Editor and Author permission groups are not populated by default in Exchange 2007 installs These should be defined and used as they were in Exchange 2003 to properly grant users the ability to directly book in an account s calendar Ensure the groups are defined and use the Add Calendar Permissions action in the Operations Tab of the Configuration Utility to add the permissions to selected accounts The Enable AutoBooking action will not be available in the Configuration Utility Follow the steps in the section Manually Enabling Auto Accept to enable Auto Accept in the calendar of newly created resources Users who incorrectly try to use Email invitations to an account bookable only through Direct Resource Booking a user mailbox instead of a room or equipment mailbox will not get a reject message nor will the meeting be booked Appendix Creating the Organization Fo
111. rms Library in Exchange Server 2007 During the installation of the first Exchange Server 2007 as a new Organization the setup prompted the user with Do you have any client computers running Outlook 2003 and earlier or Entourage in your organization If the user answered yes a Public Folder database and Organizational Forms library was automatically created If they answered no no Public Folders would have been created and creating a Public Folder Database is most likely required to be able to publish the TANDBERG form If Exchange Server 2007 was installed along side an existing Exchange Server 2003 environment the Public Folder database should have been created and configured to replicate with the existing 2003 Public Folder database and Organizational Forms Library The steps below cover the basic concepts for setting up Public Folders and an Organizational Forums library in Exchange Server 2007 Due to the high variation in installations these are not step by step instructions but rather a collection and guide to the reference material provided by Microsoft regarding Public Folders and Organization Forms Libraries in Exchange 2007 Administrators should reference Microsoft s documentation for more detailed information regarding Public Folders Relevant Microsoft articles Understanding Public Folders http technet microsoft com en us library bb397221 aspx Understanding Public Folder Replication http technet microsoft com en us l
112. s a new TANDBERG tab to the meeting entry This tab allows additional functionality beyond the standard form including the ability to override the conference defaults and invite external video or audio participants to the conference E Sample Meeting Meeting D r i File Edit view Insert Format Tools Actions Help 1send c4 O By Recurrence CX Cancel Invitation 9 X 19 3 Appointment TANDBERG Scheduling w 11 7 Quality SEEM External Participants Picture Mode Default X Reservation Type Default Secure Conference Default Display Option to Defaut gt Extend Meeting Default X Web Conference No Billing Code Password Add External Restrict ISDN Using the form simply requires selecting the TANDBERG tab in the calendar entry and making any changes desired Any values left at default will use the default setting as defined in TMS by the administrator Once all changes are made the meeting can be saved as normal Additionally an existing meeting can be edited with changes on the TANDBERG tab using the standard methods Be sure to use the Send Updates button when saving changes to an existing meeting Description of Form Fields A brief description of each setting in the form is listed below For further information on topics discussed here such as bandwidth Picture Mode etc please see the TMS documentation SETTING DESCRIPTION Quality The bandwidth to use
113. s and mailboxes created to represent TMS systems do not require or consume Client Access Licenses CAL for your Exchange Server CAL licenses are tied to users or devices accessing the server not the mailboxes themselves An installation of TCX would only need one CAL for the server s components themselves Adding Systems Button The Arrow button between the columns in the Operation tab is used to link systems from TMS to resource accounts in Exchange Details regarding this functionality are covered in section Enabling TMS systems in Exchange Tools Actions Right clicking on any entry in the right hand column presents a pop up menu of available tools and actions Use the shift or control keys to select multiple entries at once These actions are primarily used for removing accounts from the integration troubleshooting or advanced installation scenarios The list below describes each of the actions available ACTION DESCRIPTION Enable sink s Enables the sinks in the mailbox used to notify TMS about a booking in Exchange When disabling the sinks no check or booking is done on the TMS server and the booking will only be done in Exchange Used for repairing a damaged account or for advanced installation scenarios Test sink s This tests if the sinks defined in the mailbox are calling the integration components with TMS properly This is done by doing a booking in the past and verifies that TMS replies with an
114. se of the installation 2009 TANDBERG Page 18 of 86 Initialization of Resource Accounts Each TMS system that you wish to be scheduled from Exchange will have a Domain user account and mailbox in the Exchange environment The accounts must be configured with specific properties and settings to operate with TCX The Configuration Utility installed as part of TCX allows creation configuration and management of these accounts Additionally the Configuration Utility is the tool used to change any behaviors of the TCX installation The configuration utility can be found in the Start Menu under Programs gt TANDBERG gt TANDBERG Conferencing eXtensions for Microsoft Exchange gt TANDBERG Configuration As part of a first time installation you must configure and initialize the Exchange mailboxes that will represent the TMS systems to integrate For upgrades your existing accounts will automatically be reused but launching the Configuration Utility is required to allow the diagnostics to be run on your existing accounts If no new accounts are to be added upgrade users can skip to the next section once they have opened the Configuration Utility at least one time and allowed the tool to repair their existing accounts To fully use the Configuration Utility the logged in user must be a Domain Administrator and Exchange Full Administrator or Exchange Recipient Administrator for Exchange 2007 Installs Have existing resource or equipme
115. source accounts have not changed The following changes are noteworthy The tool has a new layout using Tabs that replaces the previous used Advanced button At this time the Configuration Utility does not display the last received email notification like the previous product When creating Resource Accounts the utility no longer sets a password on newly created Active Directory accounts and the accounts are set to disabled in Active Directory Resource Calendar Permissions Groups are now optional and empty by default If added users in these groups will be given permissions to newly created resource account s calendars which allows the user to open the Calendar directly in their own client Choosing to enable asynchronous booking is no longer available Asynchronous Booking is the default in the Exchange 2007 resource model and is the preferred model over direct resource booking See the Configuration Tool Reference for details on all of the features and use of the utility User Booking User Experience Changes The basic booking principles used by end users have not changed from the previous product except how meetings are saved The new TANDBERG form may have additional options compared to previous forms but its overall use is unchanged If the Direct Resource Booking model was used before users would get a pop up if their meeting was successfully booked and if the booking failed they could not save their meeting reque
116. ssive nodes of the cluster with the following exceptions a The installer will detect the presence of your existing Exchange Service Account When prompted for the password for this account select the have the password and will provide it below option and enter the password previously created for the TMS Service user b Only perform the Server Software installation the other steps of installation do not need to be repeated C Any Configuration Utility customizations on the Configuration and Resource Defaults tabs must be repeated on each node by running the Configuration Utility on the node and updating the settings Upgrades To upgrade an existing TCX install on a Clustered Mailbox Server you must run the software installation on each of the Cluster Nodes with the following exceptions Upgrade the Active Node in the Cluster first Run the software installation steps and when the installer detects the existing Exchange Service account select the have the password and will provide it below option and enter the password previously created for the TMS Service user The installer can not change or reset the Service User s password in Active Directory when in clustered mode After installing the software on the Active Node repeat the installation on each of the Passive Nodes Uninstalling TCX To remove TCX from a Clustered Mailbox Server you must run the software uninstall instructions on each node in the Cluster You can follo
117. st With the Asynchronous Booking model the users will immediately be allowed to save the meeting and shortly after will receive a meeting accept reject notice from each resource booked in the meeting Please see the End User Interface Reference section regarding End user operation USER GUIDE End User Interface Reference 011 RARR RE RE RRRR RE RE ER RR RE EER nennen RR RR RE Re RESAN AARRE RE ER ERGER 43 Creating a New Meeting Using Outlook using Direct Resource Booking ie ee ee 43 Creating a New Meeting Using Outlook using Asynchronous Booking uu nananana ee 46 Editing TETGE OR nanana esent AEREA SNEEN ENARA ENEAS ense nr EEEn 48 Deleting Meetings ee RA AA Re ee ee Re ee ee RA AR Re ee ee Re ee ee ee Re ee ee ee Re ee ee nana 49 Modifying Meetings from TMS iese ese ee ee ee Re AA Re ee ee ee ee ee ee ee Re ee ee ee RR ee ee eke ee 49 Using the Resource s Calendar Directly nenne 49 Using the TANDBERG Porma GARAGE 50 Description of Form FieldS iii RR EE RR RR RA ee ee ee ee RR RR ee ee ee ee ee ER Re ee ee ann 50 Frequent Asked Questions regarding Outlook Booking een 52 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide End User Interface Reference This section will provide details on how users schedule resources and the features available in the TANDBERG custom form Booking meetings in Outlook
118. stand fully the impact of installing TCX integration on their Exchange Server As part of the guided installation the installer makes the some necessary changes in the scope of Domain users the Exchange Server and TMS Server The changes of significance are listed below Changes on Exchange Server and Domain The installing user specifies an Organization Unit OU to use as the default location for all accounts created by the software The user is given a choice to create a new OU if desired A TMS Service Active Directory user account is created in the local domain in the selected OU to act as a service account on the Exchange Server A strong password is automatically created for the user This can be changed using the Configuration Utility post installation if needed A mailbox is created for TMS Service account and an inbox sink is registered on the mailbox e There is an option to re use an existing AD user account if desired instead of creating a new one if desired e Creates two security groups which are used to assign calendar permissions Only created in Exchange 2003 installations A role restricted COM Application is created on the Exchange Server which runs as the TMS Service service account An installation folder with a log directory is created and the service user is granted access to the log directory A Configuration Utility is installed to manage the product and is accessible via a TANDBERG Prog
119. tensions for Microsoft Exchange TANDBERG Configuration 2 During the self test during the start up of the Configuration Utility it will detect errors with any accounts that have been pre staged When prompted if you wish to repair them click Yes The utility will setup the sinks automatically for you 3 If users are to be granted permissions to the resource calendars the AD Admin should have specified these groups during the pre installation steps Switch to the Resource Defaults tab and ensure the groups are set in the Resource Calendar Permissions section If not use the Browse button to select the existing group for each setting Switch back to the Operations tab when complete to continue The accounts that were pre staged will appear in the right hand column as if they were already enabled You will use the actions available in the Configuration Utility to complete the setup of the accounts 4 Highlight the accounts that have been pre staged Use the shift or control keys to select multiple systems Right click the highlighted systems and select Add Calendar Permissions A pop up window will appear showing the progress of the work Click Ok when complete 5 Repeat the previous step for each of the following actions a Enable Autobooking 2 b Re Book all Meetings The pre staged accounts are now properly integrated with TCX Completing the Installation Once the initial resource accounts have been fully enabled using the
120. ter TCX is installed any meetings of this type should be edited using Outlook to a new meeting with a fixed end date The configuration tool will now perform the tasks as instructed and a status screen shows the progress of the individual systems and the overall progress TMs Enabling Systems Ioj xi M kjell rune runde 13583 EER Enabling mailbox m carl aaby 13532 GP Creating the mailbox Note This process can take some time depending on the number of systems you are importing and design of your Active Directory When complete click the OK button and the Operations tab will be displayed with the newly added systems in the right hand column Manually Enabling Auto Accept As part of the process when enabling resource accounts in Exchange 2003 the configuration tool will turn on auto accept in the resource s calendar options In some scenarios the methods used by the software to enable this setting are not available and this must be done manually when resource accounts are enabled The Configuration Tool will report if it was not able to enable this setting automatically when enabling accounts 1 On a client computer with Outlook installed create a new Mail profile using the Mail Control Panel In the Mail profile click Show Profiles and add a new Mail profile with an Exchange Mailbox with the credentials and properties of the resource account you are trying to modify
121. that include video conferencing resources is done using the same steps as booking traditional meeting room resource This commonality allows users too quickly and easily pick up scheduling their video conferences using Outlook This section will provide a brief primer on the basics of creating meetings using Outlook followed by details on using the optional TANDBERG form As the booking process varies slightly if the Integration is using the Direct Resource Booking model creating a new meeting is explained separately for each model Creating a New Meeting Using Outlook using Direct Resource Booking The first step is to create a new meeting invitation A new invitation can be started via the New button in your toolbar from the File Menu under File New or by double clicking a time slot in your calendar A meeting request is similar to an appointment except a meeting request includes other people or resources besides you BE Untitled Meeting File Edit View Insert Format Tools Actions Help send Lt amp O Recurrence EA Cancel Invitation 4 XK 33 Appointment TANDBERG Scheduling Lo Subject Location Start time Thu 5 14 2009 saaopM v al day event Endtime Thu5 14 2009 wj s30PM v vlReminder 15 minutes w ue show time as m Riisv vi If you do not see the To line and button you have opened an Appointment Request
122. to what will be the Exchange Service Account s email address This normally would be tms service lt SMTP Domain 10 Ensure the user is a member of a TMS group that has the Book on behalf permission set in the Group Permissions Save the changes to the user s profile and close your web browser Installation The normal installation steps can be followed taking note of the following specifics When prompted to Select the Service Account for TMS select the option have created a service user on the TMS server and enter the credentials of the Domain user you designated to use as the service user For the TMS address be sure to enter the address that is shared by your TMS servers the DNS hostname or load balanced address etc Do not select the HTTPS option unless all servers have been properly configured for HTTPS operation Operation There is no change in operation compared to a traditional TMS By using the shared or load balanced address for the TMS server in the Configuration Utility the integration will connect to a live TMS server the same as regular users do 10 If unsure of this address enter any valid email address and you can come back and update the user s TMS profile with the correct address after the TCX Installation has been completed and the TMS Service account is created APPENDIX USING TCX INTEGRATION WITH EXCHANGE 2007 CLUSTERING Overview The TCX Integration product has been designed to be compatible
123. ts can not be previewed if the entry was created using the TANDBERG form Users must open the item to view it Uninstall Modify Repair Installation Uninstall To uninstall the product select Uninstall TANDBERG Conferencing eXtensions for Microsoft Exchange from the product s group in the start menu on the Exchange Server or use Add Remove programs from the Control Panel of the server Confirm that you want to uninstall the product from the window that is displayed and the product will uninstall itself The program will leave its log directory registry keys and associated accounts in place to accommodate future installations or upgrades Complete Removal of Product If an administrator wishes to remove all elements of the installation the following additional steps may be performed after uninstalling the product Delete the Installation Directory and Logs Directory Default C Program Files TANDBERG Conferencing eXtensions for Microsoft Exchange M logs Delete the Registry key at HKEY LOCAL MACHINE SOFTWARE TANDBERG TANDBERG Management Suite Exchange Integration Delete the TMS Service user from Active Directory and it s associated mailbox Delete the tmsconfuser user account from the Windows Server hosting TMS and the user profile in TMS Delete any resource accounts and their mailboxes as desired Existing accounts can continue to be used for Exchange Only booking if des
124. ts it discovers as integrated with TMS Conferencing eXtensions for Microsoft Exchange 2 0 1 0 Checking comadmin Checking ActiveDS Checking exoledb Checking cdoex Getting domain controllers Copy log to Clipboard These tests are diagnostics tests to detect any changes to the resource accounts server or service accounts that may adversely affect the integration These tests can catch most administrator induced errors The number of account integrated will affect the duration of these tests a progress bar is displayed to show percentage of completion Marking the Copy log to Clipboard checkbox will copy the all the text displayed to the clipboard for pasting into another application if desired If any errors are detected that the utility can self repair a pop up window will be displayed explaining the error and prompting if the error should be repaired The utility will report if it was able to fix the condition successfully TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide Operations Tab This is the main page of the Configuration Utility conferencing eXtensions for Microsoft Exchange 2 0 1 0 10 1 215 172 Configuration Resource Defa Systems Found in TMS LTMS Id DisplayName gt 1 Rack MxP 9 10 Rack MXP 5 11 Room A 12 Room B Integrated 2 RackMXP 10 3 Rack MXP 11 4 Rack MXP 12 5 Rack MXP 13 5 Rack MXP 7 7 8 3 HS Id Display
125. ustr Adam Marlin 1 847 230 184n Scha Y gt Optional gt Resources gt Using the Show Names from the drop down you can choose from various Address Books created by the administrator to browse through Chose the people you wish to invite to the meeting by selecting their name and clicking the Required or Optional buttons Optionally you can type their name into the fields directly To book a room or video system do the same as adding people to select a room system but put them in the Required field You can mix and match people and rooms in a meeting request including multiple rooms systems There is no need to try to book MCUs or Gateways as they will be handled automatically by TMS Click OK to save the participants and return to the Meeting Request 2009 TANDBERG Page 47 of 86 By clicking on the Scheduling tab you can view the free busy information for all of the meeting s invitees i File Edit View Insert Format Tools Actions Help ic Send c3 By Recurrence Appointment TANDBERG Scheduling Zoom 100 Day View v 6 00 7 00 8 00 9 00 10 00 11 00 12 00 1 00 2 00 3 00 AI Attendees aa HO rC Reston tanking pes EE lt Meeting start time Thu 5 14 2009 wq 1 00 AM M AutoPick Next gt gt Meeting end time Thu 5 14 2009 w lins aM v N Busy WZ Tentative BR Out of Office N No Information Ensure everyone is free duri
126. ve AD User s Permanently deletes the selected Active Directory account and mailbox from Active Directory and Exchange WARNING This action completely removes the account not only from TCX Integration but from Active Directory as well Note due to Active Directory replication and Address Book generation it may take some time before these changes are seen by Outlook users Detach from Integration Removes the selected account from being integrated with TMS by disabling the sinks and removing the custom attribute Meetings created in Exchange for the account will no longer be synchronized with TMS or vise versa The account will still be visible and usable by Exchange users as a normal Exchange resource account This would be used to remove an account from Integration but allow it to still be used in Exchange ACTION DESCRIPTION Re Book all This option looks at all future meetings in the resource s calendar and checks it meetings against TMS Any meetings not in TMS will be booked in TMS so TMS has the correct availability information for the account If there is any issue creating a particular meeting in TMS the meeting s organizer will receive an email describing the issue This function is typically used when an existing resource in Exchange is updated with video support or staged in advanced installs This does not replicate previously created meetings from the associated system in TMS to the Exc
127. w the standard uninstall instructions in the Uninstall section When running the uninstall on each node at least one of the nodes must be the CMS active node when running the uninstall to complete the uninstall and disable the sinks on resource accounts Operational Changes when using a Clustered Mail Server The TCX software automatically follows the state of the Clustered Mail Server and takes no interaction from the administrator to fail over The TCX installation on each node independently starts and stops as necessary The start up tests ran when the Configuration Utility is opened will show the state of the current node Active or Passive You can also see the node state in the Configuration Utility as the Synchronizer button on the Operation tab will be disabled when the node is not the active node Unlike a stand alone install where you should update the Exchange Side Service user password via the Configuration tool when in a clustered mode you must update the password in Active Directory first and then update the TCX installation on each node The configuration utility can not update the password in Active Directory for the service user only the locally stored value Most of the configuration elements of the TCX installation shown on the Configuration and Resource Defaults tabs are stored locally on each node and therefore must be updated on each node if changed To update the settings open the Configuration Utility on each n
128. were disabled when the previous product was uninstalled The configuration tool can automatically update the accounts as needed simply select Yes when prompted to correct the issues with the accounts The remainder of the upgrade to TCX is completed by following the normal TCX installation steps Your previously configured resource accounts will carry over to the new installation automatically Note the following details regarding the installer and initial configuration Your previously configured resources accounts will appear in the right column as integrated with Exchange automatically and require no further configuration e The installer will re use the previously defined Log directory for diagnostics logging Post installation you should update this to point to the new product s installation folder or another of your choosing Changing the log directory is done using the Configuration Utility under the Configuration tab The TCX product no longer creates an Address List for integrated systems This address list was always optional and could be removed post installation Address lists can still be created by the Exchange Administrator if desired to list all integrated systems by using filters If the TANDBERG supplied custom form was used previously it should be updated with the most recent form Be sure to complete the Publishing the TANDBERG Form section of the installation instructions to ensure your users have the most
129. xchange Integration If it does not exist create a new registry key in this location 3 Select the TANDBERG Management Suite Exchange Integration key and in the right panel right click and select New gt String Value Name the new value TMS Id AD Attribute case sensitive 4 Double click the newly created string value and in the value field enter the number of the attribute you wish to use and click OK 5 Close the registry editor When running the TCX installer and Configuration Utility they will now use the custom attribute ID defined in the registry key This does not reconfigure any existing accounts so if any existing accounts were added before making the change will need to be re enabled using the Configuration Tool to update them with the new settings Additional Reference Materials for Administrators The following sections are reference material for Exchange Administrators These sections provide additional details on the technology behind the TCX integration and the impact on the Exchange Server itself so administrators can be confident in how the TCX software affects their environment Functional Overview of TCX Integration The calendaring functionality of Microsoft Outlook and Microsoft Exchange allows users to create meeting events in their calendars invite other participants resources or equipment directly from their Outlook client The workflow and steps to book such meetings are co
130. y domain ResourceName AutomateProcessing Autoaccept DeleteSubject Sfalse AddOrganizerToSubject Sfalse Run the Software Installer Once the Pre Installation and staging steps have been completed the standard TCX software installer can be run taking note of the specific steps outlined below For a more detailed description of the software installer s steps see the Installation of Server Software section The Exchange Admin user should be the user to run the installer When specifying the Exchange Service User the installer will automatically detect the pre staged TMS Service user account Accept to use this account and when prompted for the Exchange Service User Password select I have the password and will provide it below and enter the password set during pre installation When prompted for the TMS Service user account select have created a service user on the TMS server and enter the credentials of the tmsconfuser account setup during pre installation Enable the Staged Resource Accounts After the server software has been installed the Exchange Admin can use the Configuration Utility to enable the accounts that were previously staged by the AD Admin These steps can be repeated any time new resource accounts have been staged and are to be added to the TCX Integration 1 Start up the Configuration Utility from the Start Menu as the Exchange Admin The utility is found at Programs TANDBERG TANDBERG Conferencing eX
131. ystems People go into Required or Optional fields rooms systems go in the Resources field There is no need to try to book MCUs or Gateways as they will be handled automatically by TMS Click OK to save the participants and return to the Meeting Request 2009 TANDBERG Page 44 of 86 TANDBERG Conferencing eXtensions for Microsoft Exchange Administrator Guide By clicking on the Scheduling tab you can view the free busy information for all of the meeting s invitees Product Meeting Meeting i File Edit View Insert Format Tools Actions Help isend AZ 0 S O Recurrence CX Cancel Invitation 8 8 X 5 Appointment TANDBERG Scheduling Zoom 100 Day View v 6 00 10 00 11 00 12 00 amattendees EE lt i Add Others w EN CE Meeting start time Thu 5 14 2009 wi 100 AM v AutoPick Next gt gt Meeting end time Thu 5 14 2009 vllitagaM N Busy WZ Tentative BE Out of Office N No Information Ensure everyone is free during the requested time period or adjust the meeting s start and end times as necessary When finished press the Send button to save the meeting and send out the invitations Outlook will pause here as it attempts to save the meeting in the calendars of the roomslsystems you invited If successful you will get a pop up window Resources Booked The resources For the meeting were successfully booked Please do not show me this dialog

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