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 IMAP

POP3

Email Server

Host name or IP address of the POP3 or IMAP server.

pop.mailserver.com

Email Server Folder for Invites

Logical name of the Inbox folder.
Usually it should be set to INBOX.

INBOX

Email Account User Name

User name of the email server account.

verba_account

Email Account Password

Password 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 Number

Default ports:

POP3: 110
POP3+SSL: 995
IMAP: 143
IMAP+SSL: 993

110

SSL Required for Email Server

If the email server requires the use of SSL, this should be set to Yes.

No

Archive Invites in Folder

Verba 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 Invites

Verba 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 Bodies

For 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 Emails

If 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:

Reference	Description
${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 ${USER_NAME}, 
The recorded media of your Lync Meeting
(${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> 
You can also access it by looking for it under the Sharing / View Shared Items menu. 
Sincerely, 
Verba Recording System

Email Body for Organizer

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

Share Recordings to Participants

If 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.