Deployment Guide

Avaya Video Conferencing Manager Deployment Guide 79
Avaya recommends that you use this feature in a test environment before deploying it in your organization.
Enabling this feature allows a meeting invitee to add an external device to Avaya Video Conferencing
Manager’s database without having a user account in Avaya Video Conferencing Manager. Avaya Video
Conferencing Manager does not check the validity of the IP address of an external device that is added to
a call through this mechanism.
CAUTION When the list of scheduled devices changes due to a reply from a human
invitee to the email messages generated by this feature, all human
invitees receive an email indicating the change.
When this feature is enabled and a meeting organizer schedules a video call in Avaya Video Conferencing
Manager through a meeting invitation in Microsoft Outlook, Avaya Video Conferencing Manager sends a
confirmation email to all participants. The email includes the conference details: the date and start time of
the call, the call reservation type, and the IP addresses of the video devices that are scheduled to
participate in the call. The email also includes instructions and commands that recipients can use in a reply
to the email to do the following:
• Convert a call from one that is placed automatically by Avaya Video Conferencing Manager to one that
is placed manually by meeting participants. Only the meeting organizer can reply to the confirmation
email with the command reservation-request in the body of the reply. By default, Avaya Video
Conferencing Manager automatically places a call scheduled through Microsoft Outlook unless it
receives this command from the meeting organizer.
• Convert a call from one that is placed manually by meeting participants to one that is placed
automatically by Avaya Video Conferencing Manager. Only a meeting organizer can reply to the
confirmation email with the command video-call in the body of the reply.
• Specify the IP address of an external video communications device through which the invitee wishes to
participate in the scheduled call. A meeting invitee can reply to the confirmation email with the
command call@IPaddress. Avaya Video Conferencing Manager adds the device to the scheduled
call and notifies the meeting organizer and all other invitees of the change. If Avaya Video
Conferencing Manager has no database entry for the device, it adds the device and its IP address to
its database as an external device. If the device is already a scheduled participant in the call or a
managed device, Avaya Video Conferencing Manager ignores the command. For more information
about external devices, refer to Managing External Devices.
• Remove an external device that an invitee added to the call with the call@IPaddress command. A
meeting invitee can reply to the confirmation email with the busy command to remove a device that
the invitee added to the call in a previous reply to the confirmation email. Avaya Video Conferencing
Manager removes the external device from the scheduled call and sends an email to the meeting
organizer and all other invitees of the change.
The confirmation email sent from Avaya Video Conferencing Manager to participants who are not
managed devices indicates the available commands and usage to the invitees. The following rules must
be observed by invitees who wish to reply:
• The confirmation email includes a conference identifier in the body of the message. Invitees who reply
must include this identifier in the reply.
• The reply must be plain text. Other text formats are not supported.