Configuring the Address Book

You can use the RealPresence Collaboration Server (RMX) address book to store information about conference participants to quickly and efficiently include participants in conferences.

Note:

If you have a RealPresence Resource Manager system, Polycom recommends that you integrate your RealPresence Collaboration Server with it and manage users and conference participants in the RealPresence Resource Manager system instead of using the RealPresence Collaboration Server address book.Note the following limitations when using the RealPresence Resource Manager system to manage your participant information:

  • Integration with the RealPresence Resource Manager global address book is not supported by RealPresence Collaboration Server (RMX) 1800 with no DSP cards.
  • To fetch the address book from a RealPresence Resource Manager system over a secure connection, you must use RMX Manager.

View the Address Book

You can view the RealPresence Collaboration Server address book using RMX Manager.

Procedure

  1. Open the RMX Manager.

    The address book displays in the main RMX Manager pane.

  2. If the list is hidden, double-click the Address Book tab on the right.

    Image for Address Book with User Name, Authorization Level, Disabled, and Locked columns

Add a Participant to the Address Book

This sections lists the steps to add a Participant to the Address Book.

You can add participants directly to the address book or by moving or saving a participant from an ongoing conference to the address book.

Procedure

  1. In RMX Manager, click Address Book.
  2. Right-click the group to which to add the participant and select New Participant.
  3. Select and edit the properties you wish to define.
  4. To add general information about the participant, such as email address or company name, click Information and enter the necessary details in the Info 1-4 fields.
  5. Click OK.

Participant Properties

The following tables list the participant properties that you can enable on the RealPresence Collaboration Server.

Table 1. General Participant Properties
Field Description
Name

Unique name that identifies the participant or the participant's endpoint within RMX Manager. If configured, this name may display in the video layout.

The maximum field length for the display name is approximately:
  • 80 ASCII characters
  • 40 European or Latin text characters
  • 25 Asian text characters
Note: Don’t use commas or semicolons in this field.
Endpoint Website

Hyperlink that connects to the internal website of the participant's endpoint, which enables you to perform administrative, configuration and troubleshooting activities if required.

The connection is available only if the IP address of the endpoint's internal website is defined in the Website IP Address field.

Dialing Direction
Select the dialing direction:
  • Dial-in - The participant dials in to the conference. This field applies to IP participants only.
  • Dial-out - The MCU dials out to the participant.
Type

The network communication protocol used by the participant’s endpoint to connect to the conference: H.323 or SIP.

The fields in the dialog box change according to the selected network type.

IP Address

(H.323 and SIP)

IP address of the participant's endpoint.

  • For H.323 participants, enter either the endpoint IP address or the endpoint alias.
  • For SIP participants, enter either the endpoint IP address or the endpoint SIP address.

For RealPresence Collaboration Servers registered to a gatekeeper, you can configure the MCU to dial and receive calls to and from H.323 endpoints using the IP address in the event that the gatekeeper isn’t functioning.

Alias Name/Type

(H.323 Only)

The type of alias for the endpoint (based on communication protocol). Although all types are supported, the type of alias is dependent on the gatekeeper’s capabilities. The most commonly supported alias types are H.323 ID and E.164.
  • H.323 ID (alphanumeric ID)
  • E.164 (digits 0–9, * and #)
  • Email ID (email address format such as abc@example.com)
  • Participant number (digits 0–9, * and #)

Use this field to enter the entry queue ID, target conference ID, and conference password when defining a cascaded link.

To use the E.164 number, you must set the REMOVE_IP_IF_NUMBER_EXISTS system flag.

SIP Address/Type

(SIP Only)

Select the format of the SIP address and then enter the endpoint’s SIP address:
  • SIP URI: Uses an email address format, typically containing a user name and a host name, for example, sip:dan@polycom.com.
    Note: If the SIP Address field contains an IPv6 address, you must surround it by square brackets, for example, [::1].
  • TEL URI: Used when the endpoint doesn’t specify the domain that should interpret a telephone number that a user has input. Instead, each domain through which the request passes gets that opportunity.

    For example, if a user in an airport logs in and sends requests through an outbound proxy in the airport (the user enters 411, the phone number for local directory assistance in the United States), then this number must be interpreted and processed by the outbound proxy in the airport and not by the user’s home domain. In this case, telephone number 411 is the correct choice.

Endpoint Website IP Address

(IP only)

IP address of the endpoint’s internal site to enable connection to it for management and configuration purposes.

This field is automatically completed the first time that the endpoint connects to the RealPresence Collaboration Server. If the field is blank, you can manually configure it or even modify it while the endpoint is connected.

Audio Only Select this check box to define the participant as a voice participant with no video capabilities.
Extension/Identifier String

Dial-out participants that connect to an external device such as cascaded links or recording links may be required to enter a conference password or an identifying string to connect. (AVC dial-outs only.) Enter the required string as follows:

[p]...[p][string], for example: pp4566#

  • p (optional): Indicates a pause of one second before sending the DTMF string. Enter several concatenated [p]s to increase the delay before sending the string. The required delay depends on the configuration of the external device or conference IVR system.
  • string: The required string using the digits 0–9 and the characters * and #. The maximum number of characters that you can enter is identical to the H.323 alias length.

If the information required to access the device or conference is composed of several strings (such as the conference ID and conference password), you can enter all the information as one string and add pauses between the strings for required delays. Enter the multiple information string as follows:

  • [p]...[p][string][p]...[p] [string]...
  • For example: p23pp*34p4566#

The RealPresence Collaboration Server automatically sends this information upon connection to the destination device or conference. The information is sent by the RealPresence Collaboration Server as DTMF codes to the destination device or conference, simulating the standard IVR procedure.

Table 2. Advanced Participant Properties
Field Description

Video Bit Rate / Auto

(IP Only)

The Auto check box is automatically selected to use the line rate defined for the conference.

Note: You can’t clear this check box when defining a new participant during an ongoing conference.

To specify the video rate for the endpoint, clear this check box, and then select the required video rate.

Video Protocol

The video compression standard that the MCU uses on the endpoint when connecting to the conference: H.261, H.263, H.264, or RTV.

Select Auto to let the MCU select the video protocol according to the endpoint’s capabilities.

Resolution

The Auto check box is automatically selected to use the resolution defined for the conference.

To specify the resolution for the participant, select the required resolution from the drop-down menu.

Broadcasting Volume + Listening Volume Adjusts the volume which the participant broadcasts to the conference or the volume the participant hears at the conference, by moving the slider. Each unit represents an increase or decrease of 3 dB. The volume scale is from 1 to 10, where 1 is the weakest and 10 is the strongest. The default connection value is 5.
Encryption

Selects whether the endpoint uses encryption for its connection to the conference.

Auto (default setting) indicates that the endpoint connects according to the conference encryption setting.

AGC

The Auto Gain Control (AGC) mechanism regulates noise and audio volume by keeping the received audio signals of all participants balanced. Select this check box to enable the AGC mechanism for participants with weaker audio signals.

  • To enable AGC, set the value of the ENABLE_AGC system flag in system.cfg to YES.
  • If the system flag doesn’t exist in the system, add it to the system configuration.
  • Enabling AGC may result in amplification of background noise.
Cascaded (IP Only)

Enables the connection of one conference directly to another conference using an H.323 connection only. The conferences can run on the same MCU or different MCUs.

If you use this participant as a link between conferences, select one of the following options::
  • Slave: the participant is defined in a conference running on a subordinate MCU.
  • Master: the participant is defined in a conference running on the master MCU.

Edit a Participant in the Address Book

When required, you can edit a participant's address book information or properties.

Procedure

  1. In RMX Manager, click Address Book.
  2. In the Find field, enter the name of the participant to edit.
  3. Click Search and select the participant from the resulting list.
  4. Select and edit the properties you wish to define.
  5. Click OK.

Delete a Participant from the Address Book

When required, you can delete a participant from the address book.

Procedure

  1. In RMX Manager, click Address Book.
  2. In the Find field, enter the name of the participant to edit.
  3. Click Search and select the participant from the resulting list.
  4. Click Delete Participant () or right-click and select Delete Participant.

    A confirmation message displays depending on the participant's assignment to groups in the address book:

    • When the participant belongs to only one group: click Yes to permanently delete the participant from the address book.
    • When the participant belongs to multiple groups, a message is displayed requesting whether to delete the participant from the address book or from the current selected group.
  5. Select Current group to delete the participant from the selected group or Address Book to permanently delete the participant from all groups in the address book.
  6. Click OK.

Copying or Moving a Participant in the Address Book

You can copy or move a participant from one group to another group using the Copy, Cut, and Paste options; however, the cut and copy actions aren't available when selecting multiple participants.

A participant can belong to multiple groups; however, there's only entity for a participant. Groups that contain the same participants link to the same participant entity. You can also move a participant from one location in the address book to another by dragging and dropping the participant to its new location.

Add a Group to the Address Book

You can add a group to the address book via the RMX Manager.

Procedure

  1. In RMX Manager, click Address Book and then click New Group .
  2. Enter a unique and meaningful name for the group and click OK.

Add an Existing Participant to a Group Entry

You can add an existing participant in the address book to a group entry.

Procedure

  1. In RMX Manager, click Address Book.
  2. Select the participant from the participant list.
  3. Right click and select Copy Participant.
  4. Select the group from the group list.
  5. Right click and do one of the following:
    • Select Paste Participant.
    • Select Paste Participant as New and configure the participant properties.
  6. Click OK.

Add a New Participant Through a Group Entry

You can add a new participant to the address book through a group entry

To add a new participant to the group:

Procedure

  1. In RMX Manager, click Address Book.
  2. Select the group from the list.
  3. Right click and select New Participant.
  4. Enter the New Participant information required.
  5. Click OK.

Filter the Address Book

Filter the address book to display only the entries (participants or groups) that meet criteria you specify.

This allows you to select and work with a subset of address book entries.

The filter applies to the displayed group. If All Participants is selected, it applies to all the listed participants.

Filtering can be done using:

  • A predefined pattern
  • Customized pattern

When you use the Find dialog box to search filtered data, only the data that is displayed is searched; data that isn't displayed isn't searched. To search all the data, clear all filters.

Procedure

  1. In RMX Manager, click Address Book.
  2. From the Hierarchy, select the group to filter.
  3. In the Address Book, click Filter for the column by which to filter.

    The MCU displays a drop-down menu that includes all of the patterns by which the column can be filtered.


    Image for the list of filters in the Filter option

  4. To filter by a predefined pattern, select the pattern to use for filtering.
  5. To filter by a custom pattern:
    1. Select Custom
    2. In the Condition - Column text matches field, enter the custom filtering pattern. For example, to list only endpoints that include the numerals 41 in their name, enter 41.
    3. Click Add Condition.

      The MCU displays the filtered list with a filter indicator next to the column name.

  6. To further filter the list, click Filter for the additional columns by which to filter.
  7. To clear a filter, click Filter for the column from which filtering is to be removed and select All.

Export an Address Book

If your environment includes multiple MCUs, you'll likely want all MCUs to use the same address book.

The RealPresence Collaboration Server allows you to export the address book from one MCU as a single proprietary formatted XML file and import it to other MCUs.

Procedure

  1. In RMX Manager, click Address Book.
  2. Click Export Address Book () and Browse to the location to which to save the exported file.
  3. In the File Name field, enter a name for the exported file.

    If no name is assigned to the exported address book, the default file name is EMA.DataObjects.OfflineTemplates.AddressbookContent_.xml

  4. Click Save and then click OK.

Import an Address Book

This sections describes how to import an address Book and also import a multilevel address book to single-level address book.

When importing a multilevel address book to an MCU that has only a single-level address book, the MCU does the following:

  • Creates a new multilevel address book with a different name. By default, the new address book contains at least two levels:
    • The top level (root) named Main.
    • Second level - All address book groups from the single-level address book are placed under the Main group with their associated participants.
  • Places all participants that weren't previously associated with a group in the single-level address book in the Main group.
  • All participants in the address book appear in the All Participants group.
  • Saves a copy of the single-level address book to allow you to restore the MCU back to its original single-level address book (if required).

Procedure

  1. In RMX Manager, click Address Book.
  2. Click Import Address Book () and Browse to the location of the previously exported address book.
    Note: When importing an address book, participants with exact names in the current address book will be overwritten by participants defined in the imported address book.
  3. Click Open and then click OK.

    The MCU displays a confirmation message when the address book is imported.

  4. Click Close.

Add Participants from the Address Book to a Conference

You can add individual participants or a group of participants from the address book to a conference using a drag-and-drop operation.

Note: Multiple selections of group levels is not available.

Procedure

  1. In RMX Manager, click Address Book.
  2. From the Hierarchy, select the group from which to add participants.
  3. Select one or more participants to be added to the conference and drag them to the Participants list.