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Installation and Usage
TANDBERG offers an optional component to fully integrate the
TANDBERG Management Suite (TMS) with Microsoft Exchange and
Outlook. This integration gives the users the ability to schedule vide-
TANDBERG
oconferences, book meeting rooms and invite participants using their
Microsoft Outlook client.
Microsoft Exchange
The videoconferencing systems are registered as resources in Ex-
change, allowing end users to view their availability when making
Integration
the booking
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Table of ConTenTs Server Requirements 3 Supported Clients 3 TMS requirements 3 Limitations 3 Technical Description 4 Installation 6 Uninstallation 15 Upgrading 16 Post installation setup 18 Making a booking using Outlook 33 Appendix A - Troubleshoot 38 Appendix B - Logging 39 2
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Server OS Server Requirements Windows 2000 Server SP3 with Internet Explorer V5.5 or later Windows 2003 Server with Internet Explorer V6.0 or later Exchange Server Microsoft Exchange 2000 with Microsoft Exchange service pack 3 Microsoft Exchange 2003 plain, service pack or service pack 2 Exchange System Manager must be installed. Supported Clients Outlook Microsoft Outlook 2000 Microsoft Outlook 2002 Microsoft Outlook 2003 Microsoft Outlook 2007 Microsoft Outlook Web Access TMS TMS requiremen
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Both TMS and Exchange have their own database for booking information. Technical Description For Exchange the database contains resource availability based on free/busy information for resource accounts. This information is stored in Exchange mail- boxes and public folders. TMS knows the resource availability based on its SQL Server database. That means that there are two different systems that are separate, but must show the same resource availability. Two Exchange terms are important in th
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tion. These log files include nearly all of the program activities, but the main ones of interest are: • Installation • Account Creation • Syncronizer Logs • Calendar Sink Microsoft log files can be accessed through Event View under Adminis- trative Tools. 5
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Before you start installing the TMS Exchange Integration component on the Installation Exchange server, make sure you are logged in as a user that has the following permissions: - Is a Domain Administrator for the local domain - Is a Local Machine Administrator - Is an Exchange Administrator You will also need a set of user credentials that is - Is an Site Administrator in TMS - Is an Administrator of the Windows Server TMS runs on Close all other applications running on the server. Download
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1. The TANDBERG installer will prepare the installation wizard. At this stage a picture might display a list of the components that need to be installed before the installation of the TMS Exchange Integration can continue. These components will be automatically installed. 2. A welcome window will appear on the screen. Press the ‘Next’ button. 6 7
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3. Read and accept the License Agreement. 4. Select the destination folder where Setup will install the files. Click ‘Next’ to accept the suggested path, or ‘Browse’ to change the path. 8
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5. The installer will create a service account with a mailbox on the Exchange server. Select which store on the Exchange server you would like to use from the scroll-down menu, and click ‘Next’. 6. The Exchange integration uses credentials from an account that is defined If choosing an existing TMS account, this account needs to be configured for in this step. Either let the installer create this user for you, or if you need Exchange booking capabilities. Go into the more control of the us
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The Exchange server needs to be able to 7. Enter the IP-address or host name of the TMS server, and the user name reach port 80/HTTP or port 3/HTTPS on and password to an account that has at least local computer admin rights the TMS server (in case of firewall issues). on the TMS server and Site administrator rights in TMS. HTTPS can now be used between the servers. If this is enabled a trusted root certificate needs to installed on both servers. Users in your organization that 8. The
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9. The next page allows you to put all the TMS-Exchange integration users and groups in a separate container in Active Directory. If you want to put them under an Organizational Unit (or create a new Organizational Unit), click on the ‘Browse AD’ button. Otherwise click on the ‘Next’ button. Post-install moving of the users and 10. If you clicked on the ‘Browse AD’ button you can specify which Organizational groups to a different Active Directory Unit to use, or create a new Organizational
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11. Confirm the settings defined in the installation process and select ‘Next’ to start copying files. 12. The installer will now start to copy files and perform necessary operations. 2
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13. Click FINISH to complete the installation. Notes about the Exchange installation In order to perform, supervise and synchronize all the bookings between Ex- change an TMS, the installation of the Exchange component causes 2 user-ac- counts to be created. In the domain where the exchange server resides, a user ‘tms-service’ is cre- ated if choosing to let the installer create the user. On the user database of the TMS server, a user account ‘tmsconfuser’ is created, or if opting for using an
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Permissions needed by the Exchange integration This section describes the permissions needed by the accounts that are re- quired for the Exchange integration. The information explains the permissions required for each account, to give an administrator an overview of the security model of the integration. TMS-service This user is created as a local administrator on the Exchange server because it needs permissions such as: • Log on as a Batch job • Log on as a service • Write permissions to
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Run ‘setup.exe’ again to uninstall the TMS Exchange Integration component Uninstallation from the Exchange Server or use ‘Add/Remove programs’ from the Control Panel of the server. If you tick of the checkbox before you click the ‘Next’ button, the uninstallation script will also remove the security groups, the service user and all resource accounts with mailboxes on the server. If you leave it unchecked only the inte- gration program will be uninstalled, and the resources will be hidden fro
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Upgrading from a previous version of the TANDBERG Exchange Integration Upgrading should be considered done during non-office hours, as the integration will not be able to detect changes from the Outlook clients when it’s not running. The upgrade will ask for a reboot, but this is not required. The impact of opt- ing to not reboot, is that one file will be marked for deleteion when the server reboots. Other than that, not rebooting will not impact the functionality of the product. If upgrade
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To install the new version, start the setup file again. If opting to keep the set- tings, you will notice that some of the screens shown in the installer when first installing the product will not be shown, as the information is already present from the previous installation. When the installation is finished, make sure to launch the TANDBERG Mi- crosoft Integration Configuration tool, and start the Syncronizer by click- ing the ‘Start Synchronizer’ button. 6 7
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Once the TMS Exchange Integration component is installed on the Exchange Post installation setup server, three important steps need to be done in order to make the installation complete. 1. Publish the provided Videoconference form. 2. Create Exchange User representations for each system registered in TMS 3. Start Synchronizer to import existing TMS booking entries for videoconference systems Publish the provided Videoconference Form A custom appointment form that adds support for videoconfer
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Press ‘OK’ to save Organizational Forms Library. In order to publish the Videoconference form in the Organizational Forms Li- brary, an Outlook user needs to be granted “owner” permissions to the Organi- zational Forms Library. It is recommended only to give one single end user the ‘owner’ permission (preferably an administrator) , and use this user for publish- ing the form. Users who shall have availability to the form need ‘Read’ permis- sions granted to the Organizational Forms Library. Thi
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Note that the permission level must be ‘owner’ in order to publish into the library. Publish Custom Form Once the Organizational Forms Library is in place, the Custom Form provided by TANDBERG can be placed here. As this has to be done from an Outlook cli- ent, you need to log on to the mailbox of a user with “owner” permissions to the Organizational Forms Library (permission levels set as described above). On the PC where Outlook is running, open the videoconference.oft file pro- vided by T
