Poly Workflow Suite Configuration Guide

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

1

Configuration Guide –

RealPresence Meeting Director

Workflow Server Feature

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

2

another language or format, or transmitted in any form or by any means, electronic or mechanical, for any

purpose, without the express written permission of Polycom, Inc.

6001 America Center Drive

San Jose, CA 95002

USA

Trademarks Polycom®, the Polycom logo and the names and marks associated with Polycom products are

trademarks and/or service marks of Polycom, Inc., and are registered and/or common law marks in the United

States and various other countries.

All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted

in any form or by any means, for any purpose other than the recipient's personal use, without the express written

permission of Polycom.

Disclaimer While Polycom uses reasonable efforts to include accurate and up-to-date information in this

document, Polycom makes no warranties or representations as to its accuracy. Polycom assumes no liability or

responsibility for any typographical or other errors or omissions in the content of this document.

Limitation of Liability Polycom and/or its respective suppliers make no representations about the suitability of the

information contained in this document for any purpose. Information is provided "as is" without warranty of any

kind and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no

event shall Polycom and/or its respective suppliers be liable for any direct, consequential, incidental, special,

punitive or other damages whatsoever (including without limitation, damages for loss of business profits, business

interruption, or loss of business information), even if Polycom has been advised of the possibility of such damages.

End User License Agreement BY USING THIS PRODUCT, YOU ARE AGREEING TO THE TERMS OF THE END USER

LICENSE AGREEMENT (EULA) AT: http://documents.polycom.com/indexes/licenses. IF YOU DO NOT AGREE TO THE

TERMS OF THE EULA, DO NOT USE THE PRODUCT, AND YOU MAY RETURN IT IN THE ORIGINAL PACKAGING TO THE

SELLER FROM WHOM YOU PURCHASED THE PRODUCT.

Patent Information The accompanying product may be protected by one or more U.S. and foreign patents and/or

pending patent applications held by Polycom, Inc.

Open Source Software Used in this Product This product may contain open source software. You may receive the

open source software from Polycom up to three (3) years after the distribution date of the applicable product or

software at a charge not greater than the cost to Polycom of shipping or distributing the software to you. To

receive software information, as well as the open source software code used in this product, contact Polycom by

email at OpenSourceV[email protected].

Customer Feedback We are striving to improve our documentation quality and we appreciate your feedback.

Email your opinions and comments to DocumentationFeed[email protected].

Polycom Support Visit the Polycom Support Center for End User License Agreements, software downloads,

product documents, product licenses, troubleshooting tips, service requests, and more.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

3

INFORMATION ELEMENTS .................................................................................................................................. 4

REALPRESENCE MEETING DIRECTOR FEATURE OVERVIEW ....................................................................................... 5

REQUIRED SKILLS .............................................................................................................................................. 8

HARDWARE AND SOFTWARE DEPENDENCIES ......................................................................................................... 8

REQUIREMENTS ............................................................................................................................................... 9

MICROSOFT EXCHANGE ROOM RESOURCE MAILBOX REQUIREMENTS FOR POLYCOM GROUP SERIES AND HDXS ............ 10

MICROSOFT EXCHANGE SERVICE MAILBOX REQUIREMENTS FOR REALPRESENCE MEETING DIRECTOR .......................... 12

MICROSOFT WINDOWS SERVER 2016 INSTANCE REQUIREMENTS .......................................................................... 13

POLYCOM GROUP SERIES AND HDX CONFIGURATION REQUIREMENTS .................................................................... 13

DNS REQUIREMENTS ...................................................................................................................................... 13

HTTP FORWARDING PROXY REQUIREMENTS (OPTIONAL) ..................................................................................... 14

FIREWALL REQUIREMENTS (OPTIONAL) .............................................................................................................. 14

OBTAINING THE POLYCOM WORKFLOW SERVER SOFTWARE .................................................................................. 15

INSTALLING POLYCOM WORKFLOW SERVER ........................................................................................................ 15

CONFIGURE WORKFLOW SERVER CALENDARING FOR REALPRESENCE MEETING DIRECTOR AND ONE TOUCH DIAL .......... 16

CONFIGURE REALPRESENCE MEETING DIRECTOR FEATURE .................................................................................... 20

(OPTIONAL) ENABLING EASY SCHEDULE APP ON REALPRESENCE MEETING DIRECTOR WORKFLOW SERVER INSTANCE ..... 25

DOWNLOAD THE EASY SCHEDULE APP FOR OUTLOOK ADD-IN MANIFEST ................................................................ 32

CREATE AND INSTALL WORKFLOW SERVER PUBLIC AND PRIVATE KEYS INFRASTRUCTURE (PKI) .................................... 32

INSTALL AND CUSTOMIZE EASY SCHEDULE APP WORKFLOW SERVER TEMPLATES ....................................................... 36

INSTALL EASY SCHEDULE APP MANIFEST VIA EXCHANGE CONTROL PANEL (ECP) ....................................................... 38

CONFIGURE PC BROWSER LOCAL INTRANET SITES ................................................................................................ 39

ASSIGN WORKFLOW SERVER AD ACCOUNT DMA PROVISIONER ROLE ..................................................................... 39

CREATING REALPRESENCE MEETING DIRECTOR LOCAL USER ACCOUNTS .................................................................. 40

ASSOCIATING REALPRESENCE MEETING DIRECTOR LOGON WITH AD GROUP(S) MEMBERSHIP .................................... 41

CONFIGURING GROUP SERIES AND/OR HDX ONE TOUCH DIAL CALENDARING .......................................................... 42

VALIDATE REALPRESENCE MEETING DIRECTOR, ONE TOUCH DIAL AND EASY SCHEDULE CONFIGURATION ..................... 45

TASK LIST ...................................................................................................................................................... 48

(OPTIONAL) HTTP FORWARDING PROXY CONFIGURATION .................................................................................... 50

PRIVACY ....................................................................................................................................................... 51

REALPRESENCE MEETING DIRECTOR OPERATIONAL GUIDE .................................................................................... 54

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

4

REVISION HISTORY

Revision

Date

Author

Details

Release

1.7.0

November 26, 2018

[email protected]

1.7.0 release

INFORMATION ELEMENTS

Polycom guides may contain the following icons to alert you to important information.

Name

Icon

Description

Note

The Note icon highlights information of interest or important

information needed to be successful in accomplishing a

procedure or to understand a concept.

User Tip

The User Tip icon highlights techniques, shortcuts, or productivity

related tips for users.

Caution

The Caution icon highlights information you need to know to

avoid a hazard that could potentially impact device performance,

App functionality, or successful feature configuration.

Warning

The Warning icon highlights an action you must perform (or

avoid) to prevent issues which may cause you to lose information

or your configuration setup, and/or affect phone, video, or

network performance.

Web Info

The Web Info icon highlights supplementary information

available online such as documents or downloads on

support.Polycom.com or other locations.

Troubleshooting

The Troubleshooting icon highlights information which may help

you solve a relevant problem or to refer you to other relevant

troubleshooting resources.

Settings/Decision

Required

The Settings icon highlights settings you may need to choose for

a specific behavior, to enable a specific feature, or to access

customization options.

Polycom Best

Practices

Polycom icon references recommendations for best practices.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

5

REALPRESENCE MEETING DIRECTOR FEATURE OVERVIEW

The RealPresence Meeting Director App is a browser-based Video Admin tool purchasable feature

delivered via Polycom Workflow Server. The App enables management of videoconferences scheduled

on the Polycom DMA via the Polycom Easy Schedule App. The RealPresence Meeting Director calendar

displays the day’s scheduled videoconferences, with a convenient filtering tool enabling Video Admins to

easily locate a given meeting.

Having located the meeting, the Video Admin is provided with the typical tools required for day to day

management of conferences:

• Mute/Unmute All – Toggles between muting or un-muting all participants connected to the RMX

hosted conference

• Local/Unlock – Toggles between enabling and preventing new participants from connecting to

the RMX hosted conference

• Connect All – Is available when there are one or more internally invited rooms in an idle state.

Selecting instructs the associated Group Series or HDX devices to dial the DMA conference ID.

• Terminate Conference – Is available when there are one or more codecs connected to the DMA

conference ID. Selecting Terminate All ends the RMX hosted conference

• Meeting Layout – Enables changing of the RMX hosted conference layout, and assignment of

participants to cells

• Personal Layout – Enables assigning a participant connected to a RMX hosted conference a

personal layout, and assignment of participants to cells

• Dial/Disconnect – Locally invited rooms equipped with a Polycom Group Series or HDX device

• Disconnect – Any unwanted participants connected to the Easy Schedule conference

• Microphone Mute - Toggles between muting or un-muting the microphone(s) of locally invited

rooms equipped with a Polycom Group Series or HDX device

• Active Speaker – An icon indicating the current active speaker. This is particularly useful for

identifying noisy participants or in making the active speaker a presenter

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

6

Meeting Director interacts with the following devices:

• Control of Polycom HDXs via the Telnet and HTTP/HTTPS APIs

• Control of Polycom Group Series via the HTTP/HTTPS RESTful APIs

• Control of Polycom DMA via the HTTPS RESTful API

• Control of Polycom RMXs via the HTTP/HTTPS RESTful APIs

• Retrieval of calendar entries from Microsoft Exchange Web Services (EWS) via HTTPS for rooms

equipped with a Polycom Group Series or HDX device

• User Authentication and Active Directory group membership via an LDAP/LDAPS connection to a

domain controller

Workflow Server retrieves the Exchange room resource mailbox calendar folders via Exchange Web

Services (EWS) for all internal rooms equipped with a Polycom HDX or Group Series devices. Workflow

Server parses each calendar item to determine whether the entry is an Easy Schedule invite.

The Video Admin connects to RealPresence Meeting Director via the URL

https://<workflowServerEnvironmentFqdn>/director. The admin may login with either a Workflow Server

local user account assigned to the “mdgroup”, or their domain\username. For domain credentials

workflow Server authenticates against AD using LDAPS connection and checks whether the user is a

member of a group defined against the Workflow Server “mdLdapGroup”.

RealPresence Meeting Director displays the current days Easy Schedule meetings which include one or

more invited internal rooms. The admin selects to manage conference. RealPrsence Meeting Director

retrieves the conference from DMA, populates the list of devices with the internally invited rooms and

any other devices connected to the conference. RealPresence Meeting Director provides a visual

indication of the active speaker, controls for managing the conference via DMA, managing the RMX

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

7

layouts including assigning participants to cells, and device specific functions such as dialing and

microphone mute toggle for any internally invited rooms containing a Polycom Group Series or HDX

device.

EASY SCHEDULE & ONE TOUCH DIAL FEATURE OVERVIEW

With Easy Schedule users schedule meetings via Microsoft Outlook or Outlook Web Application (OWA),

inviting attendees and rooms. Prior to sending the invite the organizer simply selects the Polycom Easy

Schedule button with the Outlook or OWA calendar ribbon.

Easy Schedule retrieves the organizers DMA VMR or creates for the organizer a DMA scheduled

conference and adds the join information to the body of the invitation.

Easy Schedule is typically used in conjunction with Polycom Workflow Server One Touch Dial (OTD) App

to display calendar invites and join button on Polycom Group Series and HDX devices.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

8

Polycom Group Series Example

REQUIRED SKILLS

Deploying RealPresence Meeting Director requires planning and knowledge of H.323 and SIP

videoconferencing technology, Polycom Group Series and HDX devices, Polycom’s RealPresence Platform

/ Clariti solution, Microsoft Exchange server and Active Directory. Note, this guide does not provide full

administrative or maintenance procedures for Polycom devices or Microsoft Exchange email and

calendaring, for full administrative procedures, consult the respective manufacturer’s documentation.

This document assumes the reader has knowledge of the following:

• H.323 gatekeeper/SIP registrar call control, and Session Border Controller (SBC) solutions

• Polycom Group Series and HDX devices

• Polycom RealPresence Platform / Clariti solution DMA and RMX devices

• Microsoft Exchange server

• Microsoft Active Directory

HARDWARE AND SOFTWARE DEPENDENCIES

Meeting Director has the following hardware and software dependencies:

• Polycom Workflow Server App revision 1.7.0 or later

• Windows Server 2016 to host the Polycom Workflow Server App

o 2 CPU’s or better

o 8GB RAM or better

o Google Chrome web browser for configuration of Meeting Director

• HDX devices with software release 3.1.12 or later

• Group Series devices with release 6.1.6.1 or later

• RealPresence DMA with release 9.0.1 or later

• Polycom RMX with release 8.7.4 or later

• Microsoft Office 365 or on-premise Exchange Server

• H.323/SIP call control platform, such as Polycom DMA

• Network Time Protocol (NTP services) for the Windows 2016 Server hosting the Polycom

Workflow Server App, and HDX devices

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

9

REQUIREMENTS

Deployment of RealPresence Meeting Director requires the following:

• Exchange room resource mailbox for each room containing a Polycom Group Series or HDX.

DeleteComments attribute of Exchange calendar processing must be set to false for each room

resource mailbox associated with a Polycom Group Series or HDX

• Polycom Workflow Server Easy Schedule App

• Exchange user mailbox for Meeting Director, Easy Schedule and optionally One Touch Dial to

perform calendar retrieval of room resource mailboxes. Account must be assigned Exchange

Application Impersonation role

• Optional DNS A or CNAME record resolvable to the Windows 2016 Server hosting the Workflow

Server App

• Optional account for authenticating with HTTP forwarding proxy for deployments using a

forwarding proxy for calendar retrieval from Office365 Exchange Online

• Active Directory account with read permissions for the domain/forest, for authenticating

RealPresence Meeting Director users

• Network Access

o Microsoft Remote Desktop (RDP) access to the Window Server hosting the Workflow

Server App for performing configuration tasks

o HTTPS access to the Windows 2016 Server hosting the Workflow Server by Video Admins

o HTTP/HTTPS and Telnet (TCP/24) access to the Polycom Group Series and HDX devices

from the Windows 2016 Server hosting the Workflow Server App

o HTTP/HTTPS access to the Polycom RMX devices from the Windows 2016 Server hosting

the Workflow Server App

o HTTPS (TCP/8443) access to the Polycom DMA devices from the Windows 2016 Server

hosting the Workflow Server App

o HTTPS (or indirect via an HTTP forwarding proxy) access to Microsoft Exchange Web

Services (EWS) from the Windows 2016 Server hosting the Workflow Server

o NTP access to a network time source from the Windows 2016 Server hosting the

Workflow Server App

o LDAP/LDAPS access to a domain controller for authenticating RealPresence Meeting

Director users and checking AD group membership

o DNS access from the Windows 2016 Server hosting the Workflow Server

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

10

MICROSOFT EXCHANGE ROOM RESOURCE MAILBOX REQUIREMENTS FOR POLYCOM GROUP SERIES AND HDXS

A room resource mailbox is required for each room containing a Group Series or HDX device. The room

resource mailbox is created using the PowerShell cmdlet:

New-Mailbox -UserPrincipalName [email protected] -Alias room101 -Name

"Meeting Room 101" -Room

The Exchange mail tip feature may be used to educate users that the room is equipped with a

videoconferencing device. For example, the mail tip may be configured via the Exchange PowerShell

cmdlet as follows:

Set-Mailbox -Identity room101 -MailTip "This room is equipped with a

videoconferencing device. Please send a Polycom Easy Schedule Meeting

request”

UPDATE SCREENSHOT WITH MAILTIP ABOVE

A detailed explanation of mailbox creation and associated attributes is available via

the Microsoft TechNet website.

For room and equipment resource mailboxes created using the PowerShell cmdlet, the Microsoft calendar

attendant and resource booking attendant are enabled via PowerShell cmdlet. The calendar attendant

default behavior is to delete the body (comments) of accepted meeting invitations, thereby removing the

join instructions added by Polycom Easy Schedule. This behavior is disabled via the PowerShell cmdlet.

Set-CalendarProcessing –identity room101 –AutomateProcessing AutoAccept

–deleteComments $false

The calendar attendant by default replaces the meeting subject with the name of the meeting organizer.

Though this does not impact operation of the solution, this behavior may also be disabled using the

PowerShell cmdlet:

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

11

Set-CalendarProcessing –identity room101 –DeleteSubject $false –

AddOrganizerToSubject $false

A detailed explanation of the Set-CalendarProcessing PowerShell cmdlet and

associated attributes is available via the Microsoft TechNet website.

Microsoft Outlook 2010 introduced room finder functionality enabling users to locate an available room

within a given location through the association of room resource mailboxes with distribution groups. In

this example Meeting Room 101 will be assigned to distribution group Videoconferencing Rooms using

the PowerShell cmdlet:

Add-DistributionGroupMember –Identity “Videoconferencing Rooms” –Member

room101

An overview of the room finder feature is available via the blog Get a Room! Enable

Room Finder with Room List Distribution Groups posted on the Microsoft TechNet

website.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

12

MICROSOFT EXCHANGE SERVICE MAILBOX REQUIREMENTS FOR REALPRESENCE MEETING DIRECTOR

RealPresence Meeting Director feature requires Workflow Server to be assigned an Exchange user

mailbox for retrieval calendar entries sent to the Polycom Group Series and HDX equipped rooms. The

service account and mailbox are created using the PowerShell cmdlet:

New-Mailbox -Alias workflow.server -Name "Workflow Server" -FirstName

Workflow -LastName Server -DisplayName "Workflow Server" -

UserPrincipalName [email protected] -Password (ConvertTo-

SecureString -String Polycom12#$ -AsPlainText -Force)

A detailed explanation of Microsoft New-Mailbox PowerShell cmdlet and associated

attributes is available via the Microsoft TechNet website.

The password of the service account it will be set to never expire using the AD PowerShell cmdlet:

Set-AdUser –Identity workflow.server -PasswordNeverExpires $true

A detailed explanation of Microsoft Set-ADUser PowerShell cmdlet and associated

attributes is available via the Microsoft TechNet website.

Workflow Server utilizes the Exchange role-based access control (RBAC) Application Impersonation role

for retrieval of the calendar items of the room resource mailboxes. The role is created and assigned to

the Workflow Server using the PowerShell cmdlet:

New-ManagementRoleAssignment -name:WorkflowServerImpersonation -

Role:ApplicationImpersonation -User:workflow.server

A detailed explanation of Microsoft Exchange Application Impersonal Role

PowerShell cmdlet and associated attributes is available via the Office Dev Center

website.

!

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

13

MICROSOFT WINDOWS SERVER 2016 INSTANCE REQUIREMENTS

RealPresence Meeting Director is a feature of Workflow Server, a Windows Server application. The

Windows Server 2016 instance made available for hosting the application must be allocated at least the

following resources:

• 2 vCPUs 4Ghz reservation or better

• 8GB RAM or better

• 40GB storage or better

Workflow Server requires installation of Google Chrome web browser for performing configuration tasks.

RealPresence Meeting Director is configured to listen for HTTPS web page requests from Video Admins

on TCP port 443. The app automatically assigns a TCP/443 exclusion to Windows Firewall.

Windows Server Internet Information Services (IIS) role is not a requirement for the

Workflow Server. Installation of IIS may conflict with Workflow Server if it listens for

HTTPS connections on TCP port 443.

POLYCOM GROUP SERIES AND HDX CONFIGURATION REQUIREMENTS

RealPresence Meeting Director supports Polycom Group Series software release 6.1.6.1 or later and HDX

software releases 3.1.12 and later. RealPresence Meeting Director communicates with the devices using

HTTP or HTTPS, and the Telnet API interface on TCP port 24. The security profile must be set to medium,

low or minimum (default), and the security mode checkbox must be unchecked.

Selecting the high or maximum-security profile options, forces selection of the

security mode checkbox, which disables support for Telnet and is therefore not

supported. For further information on security profiles and the security mode

checkbox refer to the Group Series and HDX Administrator’s Guide.

DNS REQUIREMENTS

RealPresence Meeting Director Video Admins and the Easy Schedule add-in use a fully qualified domain

name (FQDN) for interacting via HTTPS with Workflow Server. A DNS ‘A’ or CNAME record resolving to

the Windows Server instance hosting the Workflow Server App is therefore required.

Workflow Server uses the HOST field of the HTTP header received to match the

configured Workflow Server environment. As the environment is configured with an

FQDN, attempting to access the Easy Schedule or Meeting Director features by IPv4

address will fail. The Workflow Server logs will display ‘404 error, environment not

found’.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

14

HTTP FORWARDING PROXY REQUIREMENTS (OPTIONAL)

Workflow Server supports all Microsoft supported Exchange deployments. Workflow Server may be

configured to derive Internet connectivity via a HTTP forwarding proxy, for use in environments

comprising of a forwarding proxy and Microsoft Office 365 Exchange Online hosted mailboxes. Workflow

Server supports configuration of the Proxy URL and TCP port or configuration via a proxy auto-config (PAC)

file URL, configuration of authentication credentials or anonymous use.

For deployments requiring authentication with a HTTP forwarding proxy, Polycom

recommends using the same AD account as used by the Workflow Server for calendar

retrieval

FIREWALL REQUIREMENTS (OPTIONAL)

For deployments where the Windows Server hosting Workflow Server resides in a firewall DMZ, the

following firewall rule set must be implemented:

• Routed Microsoft RDP (TCP/3389) access to the Window Server hosting Workflow Server from

computers on the internal network. RDP is required for performing configuration tasks

• Routed HTTPS (TCP/443) access to the Windows Server hosting Workflow Server from the

computers on the internal network for accessing the Meeting Director and Easy Schedule

functionality

• Routed HTTP (TCP/80), HTTPS (TCP/443) and Telnet (TCP/24) access to the Polycom Group Series

and HDX devices from the Windows Server hosting Workflow Server

• Routed HTTP (TCP/80), HTTPS (TCP/443) access to the Polycom RMX devices from the Windows

Server hosting Workflow Server

• Routed HTTPS (TCP/8443) access to the Polycom DMA devices from the Windows Server hosting

Workflow Server

• Routed HTTPS (TCP/443) access to Microsoft Exchange Web Services (EWS) from the Windows

2016 Server hosting Workflow Server. For Microsoft Office365 Exchange Online deployments,

the server will require routed HTTPS access to the Internet or routed TCP access to a HTTP

forwarding proxy on the appropriate port, and any associated server used for retrieval of the

proxy auto-config (PAC) file

• LDAP/LDAPS (TCP/389 & TCP/636) access to a domain controller for authenticating RealPresence

Meeting Director users and checking AD group membership

• Routed NTP (UDP/123) access to a network time source from the Windows Server hosting

Workflow Server

• Routed DNS (TCP&UDP/53) access to DNS services from the Windows Server hosting Workflow

Server

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

15

OBTAINING THE POLYCOM WORKFLOW SERVER SOFTWARE

Polycom distributes the Workflow Server application via support.polycom.com.

https://support.polycom.com/content/support/north-america/usa/en/support/network/workflow-

server/polycom-workflow-server.html

Installation of Workflow Server

features such as RealPresence Meeting

Director is performed by Polycom

Global Services.

Selecting the Workflow Server

Software link, prompts the user to sign-

in. Once signed in, the user is provided

with links for the current and previous

releases of Workflow Server software.

Touch Plus feature requires Workflow

Server software release 1.7.0 or later.

The first time a user attempts to

download the Workflow Server

software they will be prompted to

enter the download password. The password can be obtained from the Polycom Global Services project

team.

INSTALLING POLYCOM WORKFLOW SERVER

Workflow Server is made available by Polycom as a MSI file for installation on a Windows Server 2016

operating system. To install the application requires a logon to the server with Administrator privileges.

The Workflow Server installation wizard guides the installer to select an installation folder. The

application is installed and configured to run as a service, using the Local System account, and

automatically start on startup.

Once installed, configuration of Workflow Server is performed with Google Chrome web browser, via the

URL https://localhost/admin. To access the configuration interface login with the default username and

password admin.

Admin UI sessions expire after 90 minutes of inactivity. Activity comprises of either

selecting save or selecting a tab. Performing configuration without selecting save

within 90 minutes will result in the configuration settings being lost, therefore select

save frequently whilst performing configuration tasks.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

16

CONFIGURE WORKFLOW SERVER CALENDARING FOR REALPRESENCE MEETING DIRECTOR AND ONE TOUCH DIAL

RealPresence Meeting Director feature leverages the Workflow Server calendaring functionality for

retrieval of the room calendars associated with Polycom Group Series and HDX devices. Within this

configuration example the functionality will also be used for both Easy Schedule and One Touch Dial join

button functionality.

Note, both Easy Schedule and One Touch Dial are highly configurable, capable of supporting many

different calendaring configurations. The following sample configuration enables calendar retrieval from

Microsoft Office365 Exchange Online, with click-to-join for Easy Schedule deployments. For other

deployment examples refer to the Polycom support website.

Polycom Workflow Server configuration guides are available via the

support.polycom.com website.

Workflow Server uses environments to define the processing of RealPresence Meeting Director, Easy

Schedule and One Touch Dial requests. To create an environment, select the environment tab, followed

by + Add new. The service fully qualified domain name (FQDN) field defines the name of the Workflow

Server environment. The environment may be defined as a FQDN or an IPv4 address.

Workflow Server uses the HOST field of the HTTP header received from RealPresence

Meeting Director, Easy Schedule and One Touch Dial requests to match an

environment. If the Workflow Server environment is configured with an FQDN, and

RealPresence Meeting Director users, Polycom Group Series or HDXs attempt to

communicate using an IPv4 address, the request will fail. The Workflow Server logs

will display ‘404 error, environment not found’.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

17

The settings properties drop down menu is used to define the attributes to be configured within the

environment.

The Calendar Provider, Rules and Credentials

attributes are used within this configuration example.

Having selected the desired attributes reselect

properties to hide the menu and continue with the

configuration.

The Calendar Provider defaults to cloud calendar server.

For Office 365 Exchange Online deployments, select

o365 from the drop-down list of providers.

Credentials define how Meeting Director, Easy Schedule and One Touch Dial authenticate with Workflow

Server, and the credentials used by Workflow Server for performing functions such as calendar retrieval.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

18

A realm (Realm 1) must be added to the

configuration.

Select properties for the realm and check

the Realm or Domain, and Users options.

Select properties a second time to

minimize.

The realm field is configured to match the domain of the credentials sent by the entity requesting

calendaring services.

Microsoft does not require an O365 subscription or Exchange

Client Access License (CAL) for room/equipment resource

mailboxes if the associated AD user object is disabled. Setting

the realm as local enables Meeting Director and One Touch Dial to perform authentication locally within

Workflow Server, negating the need to enable the AD object associated with Exchange Room Resource

mailboxes.

The challenge user and challenge password fields of users are configured to match the credentials sent by

the entity requesting calendaring services.

In this configuration example Workflow Server will be

configured to match any username, therefore the challenge user

will be populated with asterisk. The password will be set to a

common password such as Polycom12#$, to be used by all

entities requesting calendaring services.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

19

The credentials section of users is used to define the credentials used by Workflow Server to perform

authentication for retrieval of calendar entries or domain authentication. Select properties and check the

username, password and impersonation options. Select properties a second time to minimize.

The username field is configured with the user principle name (UPN)

of the Office 365 Exchange Online account to be used by Workflow

Server for authenticating with Office 365 Exchange Online for retrieval

of the room resource calendar items. Populating the username as a

UPN enables Office 365 to use the domain suffix of the username to

determine the tenancy.

The password field is populated with the associated password of the

username above.

Impersonation instructs One Touch Dial to use the Exchange

Application Impersonation role via Exchange Web Services, for

retrieval of calendar entries.

One Touch Dial match rules define the meeting invitation types to be enabled with a join button.

Workflow Server does not require a match rule for matching Easy Schedule invites, therefore

configuration of match rules will be skipped in this document.

Select Save to save the configuration. This completes configuration of the RealPresence Meeting

Director and One Touch Dial calendaring.

RealPresence Meeting Director Workflow Server Feature | Release 1.7.0 | Dec 2018 | 3725-85824-001A

20

CONFIGURE REALPRESENCE MEETING DIRECTOR FEATURE

The RealPresence Meeting Director feature is enabled on Workflow Server via the System Services tab.

Within System Services, select the

meetingdirector service. If enabled is

reported within the text entry field as

false, change the configuration value to

true, and select save.

The sessionTimeout attribute defines in milliseconds sessions expire after 90 minutes

of inactivity. If sessionTimeout is removed Meeting Director defaults to 5 minutes.

If upgrading from an earlier release of Workflow Server it may be necessary to

manually add the ‘meetingdirector’ service.

Rooms define the locations equipped with a Polycom Group Series or HDX and are used by RealPresence

Meeting Director to discover Easy Schedule invitations. The configuration of Rooms comprises of:

• The email address of the corresponding Exchange room resource mailbox calendar

• IP address, username and password for the Group Series or HDX. To create a Room, select the

Rooms tab, followed by + Add new.

The Room Settings properties drop down menu is used to define the

attributes to be configured. Check all options except user credentials,

followed by properties a second time to minimize.

The Enabled checkbox is used to enable or

disable the RealPresence Meeting Director

feature for a given Room and should be

enabled. When disabled, RealPresence

Meeting Director will not discover Easy

Schedule Meeting invites sent to this room.

The name and description fields are used to

provide a friendly name and additional

information related to the room.

The environment field defines the Workflow

Server environment to be used by RealPresence Meeting Director for retrieval and processing of calendar

Page is loading ...

Poly Workflow Suite Configuration Guide

This manual is also suitable for

Poly Workflow Suite Configuration Guide

Related papers

Other documents