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2011-02-03T20:36:37Z

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[[Cisco Unified MeetingPlace Release 6.1]] > [[Cisco Unified MeetingPlace Release 6.1 -- Cisco Unified MeetingPlace for IBM Lotus Notes, Release 6.1|Cisco Unified MeetingPlace for IBM Lotus Notes]]

Users can receive meeting notifications in Lotus Notes for meetings scheduled from a Lotus Notes client, Cisco Unified MeetingPlace Web Conferencing, or MeetingTime. Notifications may differ based on how a meeting was scheduled, whether or not it was rescheduled, and the interface used to receive the notification. You can also customize notification templates to change the way a notification looks.

* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#About the Meeting Notification Templates|About the Meeting Notification Templates]]
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#How to Customize Template Files|How to Customize Template Files]]
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#About Notifications for Rescheduled Meetings|About Notifications for Rescheduled Meetings]]

== About the Meeting Notification Templates ==

Cisco Unified MeetingPlace for Lotus Notes includes the following templates that are used to generate meeting notifications:

{| border = 1
|-
!Template
!Description
|-
|

mail''xx_xx''MP.ntf
|

This template generates meeting and reminder notifications for meetings scheduled with Cisco Unified MeetingPlace for Lotus Notes. A template is included for each supported version of Domino and Lotus Notes (for example, mail65_3.ntf is used for users of Domino 6.5 and Lotus Notes 6.5.3). You must compile after making changes to this template. See the documentation for Lotus Notes for information.
|-
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NotifySchedule.tpl
|

Generates notifications for meetings scheduled with MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
|-
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NotifyReschedule.tpl
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Generates update notices for meetings rescheduled with MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
|-
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NotifyCancel.tpl
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Generates cancellation notices for meetings canceled by MeetingTime or Cisco Unified MeetingPlace Web Conferencing.
|}

== How to Customize Template Files ==

To customize template files, complete the following procedures, as needed:
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Customizing Notification Template Files|Customizing Notification Template Files]]
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Adding Information to Your Notifications|Adding Information to Your Notifications]]
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Including Instructions in Your Notifications|Including Instructions in Your Notifications]]
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Displaying Alternate Phone Numbers for Cisco Unified MeetingPlace Audio Server|Displaying Alternate Phone Numbers for Cisco Unified MeetingPlace Audio Server]]

=== Customizing Notification Template Files ===

You can customize notification template files for meetings that are scheduled by using Cisco Unified MeetingPlace Web Conferencing or MeetingTime. The template files are located in ''drive'':\Cisco\Cisco MeetingPlace for Notes.

Within each template are tags and text that identify the information that appears in a notification. When a notification is generated, Cisco Unified MeetingPlace for Lotus Notes or Cisco Unified MeetingPlace Audio Server replaces the tags with the appropriate information from its database.

'''Caution! ''' Using a word processing program other than Notepad can change the template file extension and produce an unreadable meeting notification. Notepad is able to automatically save a template without changing its .tpl extension.

===== To Customize a Template File =====

# Using Notepad, open the .tpl template file you want to customize.
# Insert the label and tag for the item you want to add.
#: '''Note: ''' See the [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#To Add Information to Meeting Notifications|To Add Information to Meeting Notifications]] for a list of items you can include in notifications that are scheduled by using Cisco Unified MeetingPlace Web Conferencing or MeetingTime.
#: Any item you add to a template will appear in the same location in the meeting notification. Place more important information at the top of the template.
# To remove information from the template, delete the applicable tag and label from the template.
# Save the template as a text file, and make sure that your word processing program does not change the .tpl extension of the file.

=== Adding Information to Your Notifications ===

To assist your users when they are attending meetings, consider adding the following information to your meeting notifications:
* Instructions on how to attend meetings and access attachments
* Any alternate phone numbers for your Cisco Unified MeetingPlace Audio Server system, such as a toll free number or internal company extension
* Special instructions for multiserver meetings
* A list of meeting invitees
* Meeting recording information

===== To Add Information to Meeting Notifications =====

# As applicable, add the tags that are listed in the following table to your Cisco Unified MeetingPlace Web Conferencing and MeetingTime notification templates. When a notification is generated, the tags will be replaced with the applicable information from the Cisco Unified MeetingPlace database.
#: '''Note: ''' Add instruction tags for multiserver meetings to the .tpl template files. The tags are not included by default.
{| border = 1
|-
!Tag
!Parameter or Location Where Text is Inserted
|-
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<nowiki> </nowiki>
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How to Attend Meeting
|-
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<nowiki>  </nowiki>
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How to Access MeetingNotes
|-
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<nowiki>  </nowiki>

<nowiki>  </nowiki>
|

Label for Notifications

1st Alternate Ph Number
|-
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<nowiki>  </nowiki>

<nowiki>  </nowiki>
|

Second Label for Notifications

2nd Alternate Ph Number
|-
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<nowiki>  </nowiki>

<nowiki>  </nowiki>
|

Third Label for Notifications

3rd Alternate Ph Number
|-
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<nowiki> '' </nowiki>
|

After MultiServerHelpText. The suggested text for this tag is shown in italics. This tag only appears in notifications for multiserver meetings. Use this tag in conjunction with the ListMultiServers tag.
|-
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<nowiki>  </nowiki>
|

Inserts the name and phone number of the other Cisco Unified MeetingPlace Audio Server systems that are involved in the multiserver meeting.

'''Note: ''' This tag should always follow the MultiServerHelpText tag.
|-
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<nowiki>  </nowiki>
|

Inserts a list of meeting invitees.
|-
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<nowiki>  </nowiki>
|

Inserts information on whether the meeting is scheduled to be recorded.
|-
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<nowiki>  </nowiki>
|

Inserts who can access the meeting recording (None, Anyone, MeetingPlace users, or Invited users).
|}

2. Enter your customized instructions and alternate Cisco Unified MeetingPlace phone numbers in the Cisco Unified MeetingPlace database by using MeetingTime.

=== Including Instructions in Your Notifications ===

Do the following procedure.

===== To Include Instructions in Meeting Notifications =====

# Verify that the Instruction tags are in the notification templates that you want to customize. By default, these tags should already be in the templates.
# Open MeetingTime, and log in to Cisco Unified MeetingPlace Audio Server.
# Open the Register Book, and click the '''Configure''' tab.
# Under Company Specific Information, choose '''Company Information''', then click '''Query'''.
# From the right side of the window, click in the value area of '''How to Attend Meeting''' and enter your customized information. For example, you could enter:
#: To attend this meeting, call [insert Cisco Unified MeetingPlace phone number] at the time of the meeting and follow the prompts. Refer to the information in this notification for meeting details.
# Click''' OK'''.
# To customize the text explaining how to access meeting materials, click in the value area of '''How to Access MeetingNotes''' and enter text in the box. For example, you could enter:
#: MeetingNotes is a collection of meeting materials, such as recordings that you can listen to over the phone and presentations that you can request to have sent to you via e-mail.
#: To access MeetingNotes, call Cisco Unified MeetingPlace at [insert Cisco Unified MeetingPlace phone number], listen to the prompts, press 3, and then enter the month, date, and meeting ID for the meeting that you want to access.
# Click '''OK''', then click '''Save Changes'''.

=== Displaying Alternate Phone Numbers for Cisco Unified MeetingPlace Audio Server ===

Do the following procedure.

===== To Display Alternate Phone Numbers in Meeting Notifications =====

# Use the following format to place the Alternate Phone Number tags in each notification template:
#: MeetingPlace Telephone number(s):
#: Telephone Number: <nowiki>  </nowiki>
#: <nowiki>  </nowiki> <nowiki>  </nowiki>
#: <nowiki>  </nowiki> <nowiki>  </nowiki>
#: '''Note: ''' You do not need to use all three sets of tags if your Cisco Unified MeetingPlace Audio Server system only has one or two alternate phone numbers.
# Open MeetingTime and click the '''Configure''' tab.
# Under System Configuration, choose '''Telephony Access''', then click '''Query'''.
# Click in the value area of '''1st Alternate Ph Number '''and enter the phone number that you want to appear in the notifications.
# Click in the value area of''' Label for Notifications''' and enter a label for the number, such as '''Toll Free Number''' or '''Internal Extension Number'''.
# If your Cisco Unified MeetingPlace system has a second or third alternate number, repeat [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Step 2|Step 2]] through [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Step 5|Step 5]], using the 2nd and 3rd Alternate Ph Number parameters.
# Click '''Save Changes'''.

== About Notifications for Rescheduled Meetings ==

Notifications for rescheduled meetings differ depending on how the meeting was scheduled:
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Meetings Rescheduled from Lotus Notes|Meetings Rescheduled from Lotus Notes]]
* [[Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes#Meetings Rescheduled from Cisco Unified MeetingPlace Web Conferencing or MeetingTime|Meetings Rescheduled from Cisco Unified MeetingPlace Web Conferencing or MeetingTime]]

=== Meetings Rescheduled from Lotus Notes ===

When a meeting is scheduled from the Lotus Notes client and subsequently rescheduled, users receive a Cisco Unified MeetingPlace for Lotus Notes notification with the meeting information and click-to-attend link intact. By accepting the notification, users update their calendars.

'''Note: ''' Cisco Unified MeetingPlace for Lotus Notes does not allow users to change the meeting ID, meeting password, or Allow Internet Access option when they reschedule a meeting from the Lotus Notes client.

=== Meetings Rescheduled from Cisco Unified MeetingPlace Web Conferencing or MeetingTime ===

When a meeting is scheduled from either Cisco Unified MeetingPlace Web Conferencing or MeetingTime and subsequently rescheduled, the Subject and Body fields display different information, as shown in the following table.

{| border = 1
|-
!Original Meeting Notification
!Rescheduled Meeting Notification
|-
|

Subject: Meeting Name, Date/Time
|

Subject: Meeting Name, Meeting ID, Meeting Password (if required)
|-
|

Body: Click-to-attend link, Meeting Information
|

Body: Click-to-attend link, Original Meeting Information
|}

The click-to-attend link is updated and allows invitees to attend normally.

[[Category: Unified MeetingPlace Release 6.1]]

Cisco Unified MeetingPlace Release 6.1 -- Customizing Meeting Notifications for Cisco Unified MeetingPlace for Lotus Notes - Revision history

MeetingPlace Moderator: 1 revision

MeetingPlace Moderator: Created page with "Cisco Unified MeetingPlace Release 6.1 > [[Cisco Unified MeetingPlace Release 6.1 -- Cisco Unified MeetingPlace for IBM Lotus Notes, Release 6.1|Cisco Unified Meetin..."