Enabling and Configuring Pulse Collaboration

To enable and configure meetings:

1. In the admin console, choose Users > User Roles.
2. Select a role.
3. If you have not already enabled Pulse Collaboration, in the General > Overview tab, select the Meetings check box and click Save Changes.

   Note: If you do not select the Meetings check box, users cannot create meetings, schedule meetings, or view the Meetings page. Note, however, that they can still attend the meetings to which they are invited by using the link provided in their invitation e-mails or by directly entering the meeting URL in to their web browsers.

4. Choose the Meetings > Options tab.
5. Under Meeting Types section, specify the type of meeting you want to provide users:
   • Users cannot create meetings—Select this option to disable meeting creation and scheduling, but still provide users access to the Meetings page in order to join the meetings to which they are invited.
   • MyMeetings—Select this option to allow users to create personal meetings without having to schedule them ahead of time.
     • Users can create additional meeting URLs under their personal URL—Select this check box if you want to enable users to create additional <meetingID> tokens.
     • Users can create Support meetings—Select this check box if you want to enable users to create two-person support meetings.
   • Standard Meetings—Select this option to allow users to create scheduled meetings through the Meetings page.
     • Users can create Scheduled meetings—Select this check box to allow users to create scheduled meetings.
     • Users can create Instant meetings—Select this check box to allow users to create instant meetings.
     • Users can create Support meetings—Select this check box if you want to enable users to create two-person support meetings.
6. Under Authentication Requirements, specify the authentication restrictions that you want users to apply to the meetings that they create:
   • Meeting password optional (more accessible)—Select this option to allow the meeting creator to decide whether or not the meeting requires a password to join. When you choose this option, anyone who knows the meeting URL, ID number, and password (if applicable) can join the meeting, including non-system users.
   • Require meeting password (more secure)—Select this option to require the meeting creator to either create a meeting password or use the one generated by Pulse Collaboration. When you choose this option, anyone who knows the meeting URL, ID number, and password can join the meeting, including non-system users.
   • Require server-generated password (even more secure)—Select this option to require the meeting creator to use the password generated by Pulse Collaboration. When you choose this option, anyone who knows the meeting URL, ID number, and password can join the meeting, including non-system users.
   • Require secure gateway authentication (most secure)—Select this option to only allow invited users authenticated against the system to attend meetings. When you choose this option, the meeting creator does not need to create a meeting password, since all users must authentication through the system.
7. (MyMeeting only) Under Password Options, specify password requirements.
   • Minimum length—Set the minimum character length for passwords.
   • Maximum length—Set the maximum character length for passwords (optional). The maximum length cannot be less than the minimum length. There is no maximum limit to the length.
   • Password must have one or more digits—Select this option to require passwords to have at least one digit.
   • Password must have one or more letters—Select this option to require passwords to have at least one letter.
   • Password must have mix of UPPERCASE and lowercase letters—Select this option if you want all passwords to contain a mixture of upper- and lowercase letters.
   • Password must be different from username—Select this option if the password cannot equal the username.
8. (MyMeeting only) Under Password Management, specify when passwords should be changed.
   • Allow meeting creator to decide—Select this option to let the meeting creator decide when to change the password
   • Every_meetings—Select this option to specify the number of meetings after which a password expires.
9. (Standard Meetings only) Under Password Distribution, specify the distribution method that you want meeting creators to employ:
   • Do not display the password in the notification email (more secure)—Select this option to require that meeting creators manually distribute the meeting password to invitees. When you select this option, Pulse Collaboration does not distribute the password in the automatic e-mail notifications it sends to invitees and Microsoft Outlook does not display the Pulse Collaboration tab (which contains the meeting password) to invitees. Omitting the password from the meeting e-mail and Microsoft Outlook calendar entry helps increase meeting security.
   • Display the password in the notification email (more accessible)—Select this option to automatically distribute the meeting password in the e-mail notification sent by Pulse Collaboration and to display the Pulse Collaboration tab in Microsoft Outlook calendar entries.
   • Allow the meeting creator to decide—Select this option to allow the meeting creator to determine whether or not Pulse Collaboration and Microsoft Outlook should automatically distribute the meeting password to meeting invitees.

   Note: You must enable an e-mail server in order to send meeting notification e-mails.

10. (Instant or Scheduled meetings only) Under Attendee Names, specify whether you want Pulse Collaboration to display the names of attendees during a meeting:
    • Do not allow hiding of attendee names—Select this option to always display the names of meeting attendees.
    • Allow meeting creator to hide attendee names—Select this option to allow the meeting creator to decide whether or not to display the names of meeting attendees.
    • Hide attendee names—Select this option to always hide the names of meeting attendees. Note that when you select this option, Pulse Collaboration still exposes the names of the meeting host and presenter to other meeting attendees.
11. (Instant or Scheduled meetings only) Under Remote Control, specify whether you want to allow meeting presenters to share control of their desktops and applications with other meeting attendees:
    • Allow remote control of shared windows (more functional)—Select this option to allow the meeting presenter or host to pass control of the presenter’s desktop and desktop applications to any of the meeting attendees, including non-system users.
    • Disable remote control (more secure)—Select this option to limit control of the meeting presenter’s desktop and desktop applications exclusively to the presenter.
12. Under Secure Chat, indicate whether or not you want to allow users to chat during their meetings:
    • Allow secure chat (more functional)—Select this option to enable chatting in the meetings that are created by users who map to this role.
    • Disable secure chat (more secure)—Select this option to disable chatting in the meetings that are created by users who map to this role.

    Note: If you change this setting while a meeting is in progress (that is, after any user has joined the meeting), Pulse Collaboration does not apply the modified setting to the in-progress meeting.

13. (Standard Meetings only) Under Pulse Collaboration for Outlook, select the Allow users to download Pulse Collaboration for Outlook Plugin check box if you want to allow users to schedule secure meetings through Microsoft Outlook.
14. Under Meeting Policy Settings, indicate whether or not you want to restrict the resources that are used by Pulse Collaboration users:
    • Limit number of simultaneous meetings—Select this check box and enter a corresponding value to specify the maximum number of meetings that may be held by at any given time by members of the role.
    • Limit number of simultaneous meeting attendees—Select this check box and enter a corresponding value to specify the maximum number of people that may simultaneously attend meetings scheduled by members of the role.
    • Limit duration of meetings (minutes)—Select this check box and enter a corresponding value to specify a maximum duration (in minutes) that a meeting may run.

Note: The system also limits the number of meetings users can attend. An individual user can only attend one meeting at a time per computer and cannot attend more than 10 consecutive meetings within a 3 minute period.

15. Click Save Changes. The system adds a Meeting link to the secure gateway home pages of the users in the specified role.

Related Topics

• About Instant Meetings and Support Meetings
• Sending Notification E-mails
• Attending Meetings
• Conducting Meetings
• Scheduling Meetings Through Microsoft Outlook