Configuring Lync conference call invitation

This feature in the Verba Web Application allows to receive Lync conference call invites and parse the available metadata in the invitation and store the information in the database along with the conference call recordings. The application is able to detect the subject of the conference call, the meeting ID, and the participants are also stored in the Verba system. If a call recording is started with a meeting ID which was previously received in an invitation, the system automatically attach the mentioned metadata to the call. The system uses a built-in custom metadata template to store the information.

The related configuration options are accessible on the web interface: open the Media Repository server's configuration and open Web Application / Conference Share Invitation item in the tree.

Meeting processing currently is a custom feature in Verba. In order to match the recordings with the invitations, the following SQL script has to be executed in the database: invitation-create-share-trigger.sql

 

Configuration Parameter Name

Description

Sample Value

Email Protocol

POP3 or IMAPPOP3
Email ServerHost name or IP address of the POP3 or IMAP server.pop.mailserver.com
Email Server Folder for InvitesLogical name of the Inbox folder.
Usually it should be set to INBOX. 
INBOX
Email Account User NameUser name of the email server account.verba_account
Email Account PasswordPassword for the email server account.secret_pwd
Authentication Required
for Email Account 
If the email server requires authentication, this should be set to Yes.Yes
Email Server Port NumberDefault ports:
  • POP3: 110
  • POP3+SSL: 995
  • IMAP: 143
  • IMAP+SSL: 993
110
SSL Required for Email ServerIf the email server requires the use of SSL, this should be set to Yes.No
Archive Invites in FolderVerba puts a flag on each processed email message. If processed messages should be moved to a specific folder (because there are too many), here you can set the target folder name.PROCESSED
Delete Invites After (days)Invitation emails can be left on the email server for debugging purposes. Emails will be deleted after the configured value in days. If emails should be deleted immediately after processing, this should be set to 0.0
Meeting URLs in InvitesVerba parses the invitation email and tries to find a Meeting ID in the body of the email. This setting lets the system know where to look for the Meeting ID.
For example, if the meeting URL looks like "https://meet.mycompany.com/myuser/QOP2XV3S", then set this setting to "meet.mycompany.com". Multiple values separated by new lines are accepted.
meet.mycompany.com
Store Invite Message BodiesFor debugging purposes the invitation message body can be stored in the database. Requires more storage but can be handy if anything went wrong.No
Check for New Invites Period (sec)Frequency of email server polling.15
Send Notification EmailsIf it is set to "Yes", Verba will send an email after each recording to the meeting organizer and participants.Yes
Email Subject

The subject of the notification email sent by Verba. Available reference strings:

ReferenceDescription
${MEETING_ID}Meeting ID parsed from the meeting URL.
${CONFERENCE_ID}Conference ID found in the meeting email after "Conference ID:"
${MEETING_SUBJECT}Subject of the invitation email.
${USER_NAME}Name of the user the email will be sent to.
${ORGANIZER_NAME}Name of the meeting organizer.
${ORGANIZER_EMAIL}Email address of the meeting organizer.
${LINK}Direct access link to the recording (pointing to Verba web application)
Meeting (${MEETING_SUBJECT} - ${CONFERENCE_ID} - ${MEETING_ID}) recording available
Email Body for Attendees

The body of the notification email sent by Verba to all of the participants except the one who recorded the call. Available reference strings are the same as for the Email Subject setting. Verba sends the email in HTML format so it has to be valid HTML. 

Dear ${USER_NAME},<br/><br/>
The recorded media of your Lync Meeting
(${MEETING_SUBJECT} - ${CONFERENCE_ID} - ${MEETING_ID}),
organized by ${ORGANIZER_NAME} (${ORGANIZER_EMAIL})
is now shared with you on the following link: <a href='${LINK}'>${LINK}</a><br/><br/>
You can also access it by looking for it under the Sharing / View Shared Items menu.<br/><br/>
Sincerely,<br/>
Verba Recording System

Email Body for OrganizerThe body of the notification email sent by Verba to the user who recorded the call. Available reference strings are the same as for the Email Subject setting. Verba sends the email in HTML format so it has to be valid HTML. 

Dear ${USER_NAME},<br/><br/>
The recorded media of your Lync Meeting
(${MEETING_SUBJECT} - ${CONFERENCE_ID} - ${MEETING_ID})
is now available on the following link: <a href='${LINK}'>${LINK}</a><br/>
You can also access it by looking for it under the Search menu.<br/><br/>
Sincerely,<br/>
Verba Recording System

Share Recordings to ParticipantsIf it is "Yes", Verba will automatically create a so called Shared Item and adds the participants to it so they will have access to the recording. Note that the recording is owned by the user who started the recording and normally only the owner has access to a recording.Â