Cisco WebEx Enabled TelePresence Release Notes (TMS 14.3.1 - WebEx Meeting Center WBS29)

New in Update 2

The following new features require WebEx Meeting Center WBS29 or later:

• Network-based recording of WebEx Enabled TelePresence meetings

– WebEx and TelePresence Integration to Outlook and WebEx Meeting Center client automatically discover if recording is enabled and display the appropriate message

– Recording playback displays both WebEx and TelePresence video with content share, chat and polling (if enabled)

– User can navigate through recording via playback controls or clicking thumbnails of the video

– User can see visual representation in the recording of when participants are talking

• Two-way video support with iOS and Android mobile apps

– TelePresence participants can now see and hear iOS and Android participants

– iOS and Android mobile apps receive and transmit video, display the content shared by TelePresence and by Windows/Mac WebEx participants, but cannot share content

– Blackberry clients can join as audio-only participants, but cannot share or receive content

• Ability to enable/disable the welcome screen displaying WebEx information when no participant is sharing content

– Welcome screen is disabled by default

• Support for custom session types.

– Session types define the features and options that are available for scheduled sessions. When your WebEx service has the custom session types option enabled, you can create sessions types that restrict WebEx features for specific groups of users.

• WebEx and TelePresence Integration to Outlook plug-in enhancements:

– WebEx panel moved to top. Status indicators and collapsible panels.

– Quick start tips that appear at first launch on how to add TelePresence and WebEx to a meeting.

• Improved content resolution quality
• Separate participant access code support for WebEx and TelePresence Integration to Outlook and TMSXE 3.1.1
• WebEx ball passing is now automatic for TelePresence participants

– TelePresence users automatically grab the ball when connecting their video cable. WebEx users can now grab the ball back anytime and share their desktop or application by pressing “Make Me Presenter”.

• WebEx Meeting Center Client Dual-Screen Support

– Windows and Mac WebEx Meeting Center users with dual PC displays can display content on one screen and full-screen video on the other.

Fixes for the following bugs:

• CSCui45636
• CSCud14907

New in Update 1

The following new features require TMS 14.3 or later software:

• TSP Audio support for TelePresence Server

This feature requires the following TelePresence Server release 3.1 and the Third Party Interop key to be loaded on the TelePresence Server.

For more information, refer to the Cisco TelePresence Server Software Release Notes 3.1(1.80)

• End of Meeting warning messages

TMS notifies MCU or TelePresence Server to display a text message in each participant's video stream that indicates how many minutes remain before the meeting ends. All TelePresence endpoints, regardless of version, can receive the text message.

By default, the message is displayed at 5 minutes and again at 1 minute before the end of the meeting and will remain on screen for 10 seconds. These settings are configurable. For more information, refer to Configuring Conference Settings in Cisco TMS in the Cisco WebEx Enabled TelePresence Configuration Guide.

– Note: Because WebEx is a single participant connection to the MCU/TelePresence Server, the in-video text message will not be visible to WebEx participants unless a TelePresence participant is the active speaker.

• Participant Access Code in meetings booked through the Cisco TMS web interface or Cisco TMS Booking API (including Smart Scheduler and the WebEx and TelePresence Integration to Outlook).

The participant access code is visible in the following places:

– WebEx Details tab in View/Edit Conference in TMS

– Booking confirmation email (when the field is in use)

– ParticipantAccessCode in the WebEx element

For more information, refer to the Cisco TelePresence Management Suite Administrator Guide, Version 14.3.

• TMS 14.3 now reconnects calls through TelePresence Server if they disconnect during a meeting, including WebEx video.

The following is a change in functionality:

• TelePresence Server 3.1 changes the layout sent from TelePresence to WebEx clients.

Only single-screen layout is displayed to WebEx participants. ActivePresence layout is not supported in this release.

Fixes for the following bugs:

• CSCuf07989
• CSCug58050

Known Issues

• Grouped endpoint does not dial out to TSP audio provider, due to lack of video resources available.
  For details, refer to CSCui45636.
• TelePresence participants cannot join early. TMS starts the meeting on the TelePresence Server or MCU at the precise moment the meeting is scheduled to start.
• WebEx presentation quality is reduced by TelePresence. The WebEx cloud reduces the maximum resolution and frame rate supported between TelePresence and WebEx to XGA/15.

This is due to the following factors:

– The maximum presentation resolution supported by different TelePresence models varies.

– The TelePresence MCU does one shared-encode presentation channel adjusted down to the lowest-common denominator for all participants in the meeting

– The TelePresence Server does an individual encode per participant.

• Quality of TelePresence Reduced by WebEx Participants. Video and audio from WebEx participants can be poor due to uncontrolled environments where poor lighting conditions and background noise can make seeing and hearing that participant difficult.

Suggested workarounds:

Ask important participants to attend from a TelePresence room or make sure ahead of time that they have set up their WebEx PC or Mobile client for best results:

– A fast, well-performing PC or Tablet

– High quality USB or integrated camera in a properly-illuminated office or cubicle environment

– Great quality PC audio or a separate IP telephone with full-duplex speakerphone or high-quality headset or handset

Important Configuration Notes for VCS Expressway

• VCS Expressway must be assigned a static IP address.
• Firewall must have port 5061 open to allow access to Expressway.

If this port is not configured correctly, calls will not take place correctly.

Cisco WebEx and TelePresence Integration to Outlook Requirements

The following section provides the requirements for meeting organizers to schedule meetings using the WebEx and TelePresence Integration to Outlook.

WebEx and TelePresence Integration to Outlook requires one of the following Microsoft Outlook versions:

• Microsoft Outlook 2007 for Windows
• Microsoft Outlook 2010 for Windows

Known Issues

• Scheduling with Microsoft Outlook for Mac is not supported at this time. Mac users can schedule meetings using Smart Scheduler or TMS.
• Scheduling using the Outlook plug-in provided with another version of the WebEx Productivity Tools is not supported when the WebEx and TelePresence Integration to Outlook is installed. Only one plug-in can be installed and used on a single computer.
• The WebEx and TelePresence Integration to Outlook works with WebEx Meeting Center only. WebEx Meetings is not supported at this time.
• Original invitees are automatically added to a forwarded meeting invitation in Outlook. For details, refer to CSCul48708.

For information about scheduling WebEx-enabled TelePresence meetings with the WebEx and TelePresence Integration to Outlook, see the Scheduling with the WebEx and TelePresence Integration to Outlook Quick Reference Guide provided by Cisco.

Scheduling WebEx Meetings for Another Host

The WebEx and TelePresence Integration to Outlook allows a WebEx user to assign a delegate to schedule or edit meetings on their behalf.

For example, if you need to host WebEx meetings on a regular basis, you can give your assistant permission to schedule meetings for you.

After being given permission, your delegate can schedule, edit, cancel, and start meetings for you.

To assign a delegate to schedule meetings for you, you must do both of the following:

1. On your WebEx site, give the delegate scheduling permission.

2. In Microsoft Outlook, share your calendar with the delegate.

For details on how to assign a delegate to schedule meetings for you and how to schedule meetings for another host, refer to the following chapters in the WebEx and TelePresence Integration to Outlook User Guide provided by Cisco:

• Chapter 3, “Assigning a Delegate to Schedule WebEx Meetings for You”
• Chapter 4, “Scheduling for Another Host”

This information is also available in the online help for the WebEx and TelePresence Integration to Outlook in Microsoft Outlook.

To access the help, do the following:

• In the main Microsoft Outlook window, click the Schedule Meeting menu and select Help.

Cisco Smart Scheduler Requirements

The following section provides the requirements for meeting organizers to schedule meetings using Cisco Smart Scheduler.

Smart Scheduler requires one of the following browsers:

• Internet Explorer - version 9 or later
• Mozilla Firefox - version 15 or later
• Safari - version 6.0.2 or later
• Chrome - version 24 or later

For information about scheduling WebEx-enabled TelePresence meetings with Cisco Smart Scheduler, see the Cisco WebEx and TelePresence Scheduling with Smart Scheduler Quick Reference Guide provided by Cisco.

Notes About Unified CM

If Unified CM is used, it cannot not be in the SIP signaling path of TS or MCU for WebEx Enabled TelePresence meetings. The SIP signaling path between MCU/TS and the WebEx cloud must only pass through VCS Control and Expressway.

If PSTN access is required for audio, the outbound audio call from MCU may traverse the Unified CM. Endpoints may be registered to Unified CM and traverse a Unified CM-VCS SIP trunk when dialing into TS/MCU that is registered to VCS Control.

WebEx Meeting Center Video Requirements

• HD camera recommended
• To send or receive video with a resolution of 720p (HD resolution), ensure that your system meets the following minimum requirements.

Send:

– A webcam capable of producing HD video. WebEx supports most webcams of this type

– A computer with at least 2 GB of RAM and a quad-core processor

– A fast, reliable network connection

Receive:

– A computer with at least 2 GB of RAM and a dual-core processor

– A fast, reliable network connection

• To send or receive video with a resolution of 360p (SD resolution), ensure that your system meets the following minimum requirements.

Send:

– A webcam capable of producing HD/SD video. WebEx supports most webcams of this type

– A computer with at least 1 GB of RAM and a quad-core processor

– A fast network connection

Receive:

– A computer with at least 1 GB of RAM and a dual-core processor

– A fast network connection

WebEx Meeting Center for Windows - Minimum system requirements

• XP 32-bit (SP3), 2003, Vista 32-bit/64-bit, Windows 7 32-bit/64-bit
• One of the following browsers:

– Internet Explorer 6, 7, 8, 9 (IE 9 supports Windows 7 only)

– Firefox: latest (32-bit)

– Chrome: latest

• Browsers require JavaScript and cookies enabled
• Sun Java 5 or higher
• Recommend ActiveX be enabled for Internet Explorer
• Intel or AMD processor (1GHz or faster)
• At least 512 MB RAM (at least 2 GB RAM for Vista)

WebEx Meeting Center for Mac - Minimum system requirements

• Mac OS X 10.5, 10.6, 10.7, 10.8
• One of the following browsers:

– Safari 4/5/5.1

– Firefox latest

– Chrome latest

• Browsers require JavaScript and cookies enabled
• Apple Java 5 or higher
• Intel processor
• At least 512 MB RAM

Supported Screen Resolutions for Presentation Sharing

To utilize the full screen while presenting, Cisco recommends setting your computer to a 4:3 aspect ratio screen resolution. The following screen resolutions are recommended:

• 1024 x 768
• 1152 x 864
• 1280 x 1024
• 1600 x 1200

Mobile Client Support

iOS and Android WebEx Mobile clients release 5.0 now support TelePresence-enabled WebEx meetings. They can receive and send video, and they can display the content shared by TelePresence, Windows and Mac WebEx participants, but they cannot share content in TelePresence-enabled WebEx meetings.

Blackberry clients can join on audio, but cannot send or receive video or display or content share.

Mobile Client Downloads

Cisco WebEx Meetings for iOS is available in the iTunes store.

Cisco WebEx Meetings for Android is available in the Google Play store.

Cisco WebEx Meetings for Blackberry is available in the Blackberry World store.

Starting the Meeting

The meeting is started the following way:

• At the scheduled start time of the meeting, the MCU/TS calls into WebEx.

– If the WebEx host has not joined the meeting, the MCU/TS becomes the default WebEx host.

• TelePresence participants join the meeting.

– If meeting was scheduled using Auto Connect, TMS dials and connects each supported endpoint.

– If meeting was scheduled using One-Button-to-Push (OBTP), participants using endpoints that support OBTP press the button to join the meeting.

– Participants using endpoints that don’t support either Auto Connect or OBTP, join the meeting by dialing the video dial-in number listed in the meeting invitation.

• WebEx Participants join the meeting.

– The WebEx host and attendees click the Join Using WebEx button or link in the meeting invitation.

– If a WebEx participant is currently connected to a TelePresence system, a message appears asking them if they are currently sharing a presentation using TelePresence and provides them the option to continue sharing on TelePresence.

Note Starting a meeting early is supported using the Setup Buffer setting when scheduling the meeting in TMS. The WebEx host may start the WebEx portion of the meeting early, whether or not any TelePresence participants have joined the call.

During the Meeting

During the meeting, participants have the following experience:

• TelePresence participants see and hear WebEx participants.

– If WebEx participants do not have a camera or their camera is turned off, a black silhouette is displayed to WebEx and TelePresence participants and WebEx participants when they are the active speaker.

• WebEx participants see and hear TelePresence participants.

– In the default Meeting Center view, WebEx participants see the active speaker from either WebEx or TelePresence.

– In the Meeting Center full screen view, WebEx participants see the active speaker from either WebEx or TelePresence in a large image and the other WebEx participants in a row of smaller images below the active speaker.

• In the WebEx Meeting Center, all TelePresence endpoints are displayed as one WebEx participant called “TelePresence systems” both in the Participant List and when a TelePresence user is the active speaker.

– In the Meeting Center full screen view, the “TelePresence systems” participant appears as a black silhouette, as shown in Figure 1Figure 1.

Figure 1 “TelePresence systems” in Full Screen View

• When there is no active presentation, Cisco WebEx transmits a Welcome page, which is visible on the endpoint (presentation) display. This page contains meeting details and participant information.
• TelePresence users share a presentation by simply plugging in their computer to the display cable of the endpoint and (if required) pressing a presentation button to start content sharing to TelePresence and WebEx.
• WebEx users share a presentation by taking the ball and then selecting the content to present. If the WebEx site does not allow WebEx participants to take the presenter ball, then the WebEx host must pass the ball to the WebEx participant.
• The WebEx host may mute all or individual WebEx participants, however it is not possible for the host to mute the TelePresence participants.
• When a WebEx participant who joined via audio speaks, the video of the last active WebEx participant who has video turned on is displayed instead of a silhouette image.
• The link bandwidth between MCU/TS and WebEx is set by the WebEx client with the lowest bandwidth. The bandwidth of the link can go up as soon as the WebEx client with the poorest bandwidth leaves the meeting. For example, if a WebEx client that joins the meeting is only capable of 360p, the maximum bandwidth for all WebEx participants will be 360p. When that participant leaves the meeting, if all other participants are capable of a higher bandwidth, like 720p, the bandwidth will go up for all participants.
• TelePresence Server, by default, sends video in the ActivePresence screen layout, which displays the active speaker in a full screen pane with additional participants appearing in up to six equally sized overlaid panes at the bottom of the screen (up to four panes for 2 and 4 screen endpoints). In full screen mode in WebEx, WebEx participants appear in equally sized panes below the TelePresence video at the bottom of the window.

Ending the Meeting

Behavior of how a meeting ends depends on the following three factors:

1. If the meeting organizer sets Extend Mode when scheduling the meeting in TMS to allow the meeting to extend beyond its scheduled end time

2. When the WebEx host leaves the meeting

3. When the MCU/TS leaves the meeting

Note Extending a meeting is supported for both TelePresence and WebEx using the Extend Mode setting when scheduling a meeting in TMS.

Ending the Meeting at the Scheduled End Time

The meeting ends at the scheduled end time under any of the following circumstances:

• The WebEx host leaves the meeting at or before the scheduled end time of the meeting.
• The meeting organizer, when scheduling the meeting, did not set the meeting to extend.

Extending the Meeting Beyond the Scheduled End Time

The meeting extends beyond the scheduled end time under any of the following circumstances:

• The TelePresence meeting extends, if the meeting organizer, when scheduling the meeting, sets the meeting to extend and there are resources available to extend the meeting.
• The WebEx meeting extends, if the host stays in the meeting after the scheduled end time of the meeting.

Note TelePresence meeting extension is not guaranteed. If resources (ports) are fully booked at the scheduled end time of the meeting, the TelePresence meeting will end.