Installing Meeting Manager in this way will generally be faster since the program executable will not always be pulled down through the network. However, installation and applying updates will involve significantly more work.
Setting up the User's Workstations
In a fully shared multi-user setup, the Meeting Manager program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.
Installing Meeting Manager Client/Server
There are two steps involved in installing Meeting Manager Server: Installing the server and installing the client
Installing the server
Run the setup program from your distribution. The distribution will either be a Meeting Manager CD that has been sent to you or a folder you created yourself after downloading and running the Meeting Manager download. On the second screen of the setup choose the Server and Data option and press the Next button. At the Enter Network Data Location prompt screen, enter the IP address of the machine that will host the shared data and server and continue with the rest of the setup.
The client gets the IP Address from the CMMan.Ini file. If the client can't read a valid IP Address, it will not run. The CMMServer.exe server application must be running at all times. If this application is not running, the client applications will not work.
If you are using a router you may need to know the Port number this software uses. The Port number is 9000.
Installing the client
Run the setup program from your distribution. On the second screen of the setup choose the Client Only option and press the Next button. At the Enter Network Data Location prompt screen enter the IP address of the machine that is hosting the shared data and server and continue with the rest of the setup. If you are installing from a CD, you will need to manually copy over the CMMan.Ini file (containing the server's e-mail address) over to each client install.
Installing Meeting Manager Enterprise
There are two steps involved in installing Meeting Manager Enterprise: Setting up the database server and installing the client.
Setting up the database server
The first step in setting up your back end database server is to decide which server you should use. Meeting Manager Enterprise should work with the following database servers: MySQL, Microsoft SQL Server, PostgresQL, Sybase, DB2, Oracle, Interbase and Firebird. We recommend MySQL or Microsoft SQL Server because they are both very easy to work with. When you have your database server running you will need to create the tables used in Meeting Manager Enterprise. The easiest way to do this is by running a single script. Meeting Manager Enterprise comes with database setup scripts for MySQL, Microsoft SQL Server and PostgresQL. All the script files have the .SQL extension and can be found in the Meeting Manager Program Files Folder. Eg. C:\Program Files\CyberMatrix Meeting Manager\. If you create a script for another database and have trouble getting Meeting Manager to work with it please send it to us.
Installing the client
Run the setup program from your distribution. The distribution will either be a Meeting Manager CD that has been sent to you or a folder you created yourself, after downloading and running the Meeting Manager download. At the Database Settings prompt screen, enter the database connection settings. These settings include the IP address of the machine that is hosting the database server, the type of database server you will use, the database name (usually cmmm) and the database user name and password. Then continue with the rest of the setup. If you are planning to install from a CD we recommend you instead copy the installation files to a shared network folder so the above database setting do not have to be re-entered each time.
The client gets the database connection settings from the CMMan.ini file. If the client can't read these settings, it will not run properly. The CMMan.ini file can be found in the user Application Data\CyberMatrix folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\CMMan.Ini.
In addition, each clients needs special connectivity libraries installed. If these libraries are not installed the clients will not be able to connect to the database server. These libraries are available from the vendor of the database server you are planning to use. An easy way to get these libraries is to install the database client software. This client software should be available on their install CDs or can be downloaded from the vendor's web site. Libraries for MySQL and PostgreSQL are available on our web site at:
http://www.cybermatrix.com/mmdownloads.html
Installing Meeting Manager Web
System Requirements
To run this software you will need a functioning Windows-based web server that can run Windows CGI executables. A common web server is Microsoft's IIS. Meeting Manager Web should run on any Windows compatible web server. If it doesn't work with your server let us know.
Installing Meeting Manager Web
When you have a functioning web server, you will then install the software into your web server's script folder. For example, when using IIS, your scripts folder might be C:\Inetpub\Scripts. Run the setup program and choose this scripts folder as the destination folder.
Running Meeting Manger Web on your clients
To launch Meeting Manager from a client browser simply enter its URL. For example, "http://127.0.0.1/scripts/CMMWeb.exe" or "http://localhost/scripts/CMMWeb.exe". Replace the "127.0.0.1/scripts" or "localhost/scripts" part with whatever your tcp-ip address, logical script library is.
Configuring Meeting Manager Web
To configure Meeting Manager Web, run the CmmAdmin.exe program located in the scripts folder. Note that this is a Windows executable not a web-based CGI script executable. The CmmAdmin program allows changes to the Meeting Manager Web configuration as well as access to the Data Manager that is used to edit and maintain the database files used by the system.
Using Data From a Previous Version
If you have been using Meeting Manager Standard or Meeting Manager Client-Server, you may wish to use this data with Meeting Manager Web. To use the old data perform these steps:
1. Make a backup of your existing old data
2. Delete the Security.Dat and Security.idx files from your old data folder
3. Copy the remaining tables over to the new data folder on your server
Troubleshooting
If you are having problems running the software try entering this URL in your browser:
http://127.0.0.1
If you have an index.html or default.html file in your web server's root folder you should see it now. If not, your web server is not running.
If you see your default web page but still cannot run our software try downloading this file:
http://www.cyber-matrix.com/download/consolecgi.zip
Unzip this file into your scripts folder and run it by entering this URL in your browser:
http://127.0.0.1/scripts/ConsoleCGI.exe
If successful, you should see a page of system information. If not your server is not setup to run CGI executables.
If the ConsoleCGI test worked but you cannot run our software this means the Data folder containing the database tables does not have the appropriate permissions set. The most common reason is that the Internet Guest account (IUSR_machinename), which is by default part of the "Everyone" group, does not have Write permissions on the database files. To fix this problem, use the Security tab in Explorer to adjust the properties for the Data folder so that the Internet Guest account has the correct permissions.
Setting Permissions in IIS
You must give execute permissions to the CGI web folder (for IIS this is the scripts folder), this is the folder where our program executable is located. In the IIS console's "Directory Security" tab "Execute Permissions" should be set to "Scripts and Executables" for the Scripts folder. No IIS permissions need to be set at all for the SCRIPTS\DATA folder.
Select "Integrated Windows Authentication".
Don't set "Web Sharing", only NT Directory Permissions. For the anonymous Internet user (i.e. IUSR_xxx) account, set as following:
SCRIPTS ("All" - since anonymous cannot do anything bad via web anyway)
SCRIPTS\DATA ("All" - since anonymous cannot do anything bad...)
SCRIPTS\TEMP ("All" - since anonymous cannot do anything bad...)
For the Temp folder you should make sure the Allow inheritable permissions from parent to propagate to this object is set. This is because subfolders are created when reports are run.
If you can run the software but you see little boxes with a red X in them, the MMFiles folder does not have read access permissions set.
In the scripts folder you'll see a folder called MMFiles. This folder contains the images used in the application. You must set read access security for the Internet Guest account (IUSR_machinename) on this folder or these images will not show up in the web application. Similarly, the MMReports folder must also have read access in order to view reports.
IIS 6 Notes
The CMMWeb.exe file must be specifically given permission to run in IIS 6. Enabling executables in the web properties for the site is NOT enough. You have to add CMMWeb.exe to the Web Applications section.
Apache Server Installation
Install the CyberMatrix Meeting Manager Web software by running the mmwsetup.exe program. When prompted for a folder to install the application to, choose a new directory outside of the Apache document tree. For example, use C:\CyberMatrix.
Note: You should not install the application to the Apache cgi-bin directory! It will not operate correctly if installed to this location.
Configure Apache
Open the Apache httpd.conf file in Notepad or other text editor. You can open it with Start -> All Programs -> Apache HTTP Server -> Configure Apache Server -> Edit the Apache httpd.conf Configuration File, or the default location of this file is C:\Program Files\Apache Group\Apache2\conf\httpd.conf.
Add the following section to the httpd.conf file. If you are not using a virtual hosting configuration, add these lines to the bottom of the file. Otherwise, add them to the appropriate VirtualHost section.
Alias /CyberMatrix C:/CyberMatrix
<Directory "C:/CyberMatrix">
Options +ExecCGI
AddHandler cgi-script .exe
</Directory>
<Directory "C:/CyberMatrix/Data">
Order Deny,Allow
Deny from all
</Directory>
The Alias line tells Apache to map all URLs that start with /CyberMatrix to the C:/CyberMatrix directory (i.e. the directory you installed the application to above. If you used a different directory, then use that directory instead of C:/CyberMatrix throughout these configuration lines.)
The next section tells Apache that files that end with .exe are to be executed as CGI applications. All other files (images, etc.) are handled using the default static content handler.
The last section protects files in the Data directory from being downloaded directly through client browsers.
Save your changes to the httpd.conf file.
Test Configuration
Restart the Apache Server so it will re-read the configuration file. Use the Apache Services Monitor icon on the taskbar or restart the server with Start -> All Programs -> Apache HTTP Server -> Control Apache Server -> Restart.
If the server fails to restart, you may have made an error in the configuration settings. Review the Error Log to see what the problem is and double-check the configuration file.
When the server has restarted, execute the Meeting Manager Web application by navigating to http://localhost/CyberMatrix/CMMWeb.exe. This URL is formed by combining the server name, the value used in the Alias directive above, and the application file name.
Changing Meeting Manager Options
The Meeting Manager Options Screen consists of eleven sections: the General tab, the Schedule tab, the Date/Time tab, the Scripts tab, the E-mail tab, the E-mail scripts tab, the Terms tab, the Data tab, the Resource Blocks tab, the Bulletin tab and the Site Editor tab. In the Client/Server and Enterprise editions of the Meeting Manager, the Options Screen has an additional tab, the Network tab. Choose a section by clicking on the labeled tab corresponding to that section.
[Note that the Data tab and the Site Editor tab do not show up in either the Web, Client/Server or Enterprise editions of Meeting Manager.]
Click on the OK button to save any configuration changes and close the Configuration screen. Press the Cancel button to exit the Configuration screen without saving the changed configuration.
General Options
This is what the General options tab looks like.
Program Options
Force Contact
If this option is checked, the user must enter the contact name when adding a booking.
Show Splash Screen
If this option is checked, the starting splash screen will be shown by default.
Allow Double Booking
If this option is checked, resources can be booked more than once for the same time period.
Hide Equipment From Pull-downs
If this option is checked, equipment is hidden from resource pull-down lists
Show Tips on Start Up
If this option is checked helpful tips will be seen when the software first runs.
Web Version Options
The Meeting Manager Web Administrator has two additional options in this section.
Topic Pulldown
If checked, a pull-down list is used for the Topic field in the Add Booking and View/Edit Booking screens. Otherwise, a simple text box is used.
Contact Pulldown
If checked, a pull-down list is used for the Contact in the Add Booking and View/Edit Booking screens. Otherwise, a simple text box is used.
Secondary Help File
The secondary help file option allows Meeting Manager to use an additional help file created by your company. This could be a floor plan in Windows help format or anything else. The custom help file will show up as another option in the Meeting Manager main help menu.
Although this option was specifically designed for help files, any other kind of file could be used including HTML files. For this to feature work properly the file extension type must be associated or registered with an appropriate application on each user's machine.
For example, if you put your company floor plan in HTML format, every user must have an HTML browser such as Netscape installed and associated with the *.Htm extension.
Secondary Help Filename
Enter a filename in this box or click the browse button to bring up a selection dialog.
Secondary Help File Description
Enter a description of what the secondary help file is. This description will show up as another option in the Meeting Manager main help menu.
Security
The security section allows the enabling of security and setting other security options.
Enable Security
If this option is checked the security system is enabled for the application. Note that when security is enabled for the first time the Administrator uses the default password of "magic". You should change this password immediately after enabling security to ensure a secure system. Write down your new password and store it in a secure location such as a safe. To set up the users in the Security table and to change the current passwords use the Detail tab of the Data Manager. See also: Security
Use Windows Login
If this box is checked, users will not have to login if they are already logged in to Windows and their login ID has been set up as a LoginID in the Security table.
Login to book
If this box is checked, the user must login before they can add, delete or edit bookings. This effectively gives view only rights to ordinary users that have not been issued a login and password.
Force Login
Check this option if you wish to require all users to login before having access to Meeting Manager.
Superuser data access
Check this option if you want to allow superusers to access the Data Manager.
Require booking approval
If checked, bookings made by ordinary users must be approved by an administrator or superuser before they go live.
Allow superuser edits
Check this option if you want to allow superusers to edit and delete other users bookings.
Allow user edits
Check this option if you want to allow users to edit their own bookings.
Allow user deletes
Check this option if you want to allow users to delete their own bookings.
Restrict viewing
If this option is checked, users cannot view the bookings made by others.
Case insensitive login IDs
If this option is checked, the case used for loginID and password entry is ignored. That is, "administrator" is seen as identical to "Administrator".
Schedule Options
This is what the Schedule Options tab looks like.
Schedule Options
Limit Resources At A Glance
If this option is checked the Resources-At-A-Glance view will only show those resources listed in the RAAG.Dat table.
Show Topic Highlight
If checked the bookings will have a reverse color title bar when displayed in the schedule grid.
Minimum Column Width
This specifies the minimum column width to use in the Week-At-A-Glance and Resources-At-A-Glance views. When there are a large number of resources, this setting enables the booking grid to scroll instead of compacting resources.
Row height
This specifies the height of the grid line rows in the scheduler grid. Use a higher number to get larger rows.
Font Size
Indicates the font size used in the schedule items.
Sidebar Position
Determines where the sidebar containing the schedule times will be positioned on the schedule grid.
Booking Shape
Determines the shape of the booking items on the schedule grid.
Background Color
Determines the background color of the schedule grid.
Default Booking Color
Determines the default color of bookings on the schedule grid.
Date/Time Options
This is what the Date/Time Options tab looks like.
Time Options
Use Date Calendar
If this option is checked, a large calendar control will be seen on the left side of the main screen instead of a date pull-down picker.
Show Current Time
If checked the line in the schedule corresponding to the current time will be colored yellow.
Show Current Items
If checked the bookings that are active now will be colored green.
Move to Current Time
If checked the schedule will automatically scroll down to the current time.
Hint Duration
The Hint Duration specifies how long (in milliseconds) schedule hints will remain showing.
Allow Booking X Months in Advance
Indicates how many months in advance of the current date bookings can be made for. Leave at 0 to have no booking restrictions.
Auto refresh every X seconds
If this option is checked the schedule will automatically refresh every time the number of seconds entered have passed.
Booking Time Period
Span to next day
Check this option if you require booking to bleed over to the next day. I.e. if you need to book a resource from 11:00 PM to 01:00 AM the next day for example.
Setting Start and End Times
The Start time specifies the earliest time a meeting may be booked on any given day.
The End time specifies the latest time a meeting may be booked on any given day.
Booking Interval
This number indicates the number of booking intervals in an hour. For example:
30 - split the hour into two intervals i.e. 8:00 - 8:30
15 - split the hour into four intervals i.e. 8:00 - 8:15
10 - split the hour into six intervals i.e. 8:00 - 8:10
End Date
The End Date is the date on which recurring events stop. To use the default End Date of 2010/01/01 make sure the Default End Date option is checked. To use a closer end date, uncheck the Default End Date option and enter a different End Date.
Script Options
Schedule scripts allow you to configure what is seen for each appointment displayed in the schedule grid.
Schedule item script
This script is used for all non-monthly schedule views.
Monthly schedule item script
This script is used only for all monthly schedule views.
Scripts consist of text and special macros. The macros are enclosed in percent marks and represent special fields in the database. For example, the %Topic% macro represents the booking topic. When text and a macro is enclosed within squiggly brackets, the text will not be shown if that macro value is blank. For example, if we wanted to show the contact field with a descriptor in front of it we could place {Contact: %Contact%} in the script. If the contact field is empty for any booking the Client: text will not be seen.
Here is a list of available macros:
%Topic% - booking topic
%Resource% - resource name (only for Resources This Month View)
%Contact% - contact name
%Attendance% - number of people attending a meeting
%TotalAttendance% - number of people attending meetings in a resource in this time period
%Capacity% - maximum number of people the resource can accommodate
%Notes% - booking notes
%StartTime% - booking start time
%EndTime% - booking end time
%Equipment% - equipment booking alongside the meeting
%Catering% - catering notes for the meeting
%Attendees% - e-mail addresses of people attending a meeting
E-Mail Options
This is what the E-mail Options tab looks like.
Mail Options
Notify Attendees
If this option is checked, whenever a booking is changed or deleted, a notice will be e-mailed to the e-mail addresses listed in the Attendees booking field.
Auto Notify
Check this option if you want attendees to automatically be notified when bookings are added or changed.
Use MAPI
If checked all e-mail will be sent using your default MAPI compliant mail program.
Reminder Options
Send E-mail reminder
If checked upcoming bookings reminders are sent to the booking contacts.
Remind Contact
If checked upcoming bookings reminders are sent to the booking contact.
Remind Resource Contact
If checked upcoming bookings reminders are sent to the resource contacts.
Range
Number of days before reminders are sent. Note that hours can be entered provided they are expressed as a fraction of a day. For example, to set a reminder interval of 2 hours enter 0.08333 (2/24=0.08333).
SMTP Server Options
Enable Authentication
Check this box if your mail server requires password notification before sending mail.
SMTP Mail Host
This is the SMTP mail host used on your network. Usually it is mail but enter whatever you use for configuring other mail programs. If this option is not entered correctly, the e-mail features will not work.
Authentication Login ID
Enter your SMTP authentication loginid here.
Authentication Password
Enter your SMTP authentication password here.
Domain
The from field of e-mails sent to attendees will default to the loginid of the person adding or editing the booking. If your network requires a full domain to send e-mails, enter the domain name in this field. Note that you must include the @ symbol.
Emails
Default From E-Mail Address
The e-mail address here will show by default in the from field of any e-mails sent to meeting attendees.
Catering email
For any bookings contain catering information that are added or edited, a note will be sent to the e-mail address listed here.
E-Mail Script Options
E-mail scripts allow you to configure what is seen for each e-mail that is sent out by the software.
Rejection email script
This script is used for the email sent when a booking has been rejected by an administrator.
Deletion email script
This script is used for the email sent when a booking has been deleted.
Request email script
This script is used for the email sent when a booking has been requested to be booked.
Approval email script
This script is used for the email sent when a booking has been approved by an administrator.
Changed email script
This script is used for the email sent when a booking has been changed.
Added email script
This script is used for the email sent when a booking has been added.
Catering email script
This script is used for the email sent to catering when a booking has been added or changed.
Scripts consist of text and special macros. The macros are enclosed in percent marks and represent special fields in the database. For example, the %Topic% macro represents the booking topic.
Here is a list of available macros:
%BookingCost% - the cost to book the room or resource
%Topic% - booking topic
%ConflictMessage% - any details relating to conflicts with other bookings
%Contact% - contact name
%Extension% - contact's extension number
%OldResource% - resource name of previously edited booking
%Resource% - resource name
%Notes% - booking notes
%OldStartDate% - booking start date of previously edited booking
%StartDate% - booking start date
%StartTime% - booking start time
%EndTime% - booking end time
%Catering% - booking catering notes
Term Options
The Terms tab is used to configure the terms used in the application. For example, if you use Meeting Manager for scheduling patients in a doctor's office you might want to change the Contact term to Patient. In this way, wherever the term "Contact" appears, it will be replaced with the term "Patient" everywhere in the software.
This is what the Term screen looks like.
Data Options
The Data tab is used to change where the data files for the program reside. To change the data path, first make sure the Default Data Path box is not checked. Then click on the button to the right of the Data Location edit box. Use the path explorer to choose a new path. Make sure the newly chosen path has data files in it.
This is what the Data Options tab looks like.
Default Data Path
If this box is checked, the Meeting Manager data path will be the default data folder in the user Documents and Settings folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\MeetingManager.
Data Path
This is the path where the Meeting Manager data files reside.
Resource Blocks Options
Resource Block Section
The Resource Block section enables the creation and editing of resource blocks. Resource blocks are simply groupings of rooms or other resources. When resources have been added to a block, that block can be booked just like any other resource.
When booking a resource block, booking conflicts will be checked within the block itself, with any resources within the block and with any other blocks which contain any of the same resources.
This is what the Resource Block tab looks like.
Enable Blocks
If this box is checked, booking can be done using resource blocks.
Blocks Must Contain Same Type
If this box is checked, each block can only contain resources of the same type
Show Block Booked If Resource Booked
If this box is checked the block will be shown booked if any of its resources are booked
Resource Blocks
A tree list showing all entered resource blocks. Use mouse right click to add or remove blocks. New blocks will default to having the name "BlockX", where X is a number. To change this to something else simply ensure the block is highlighted and then click on the block once more to enter edit mode. At this point, the text can be changed to whatever you wish.
Available Resources
Lists all available resources. Drag a resource onto a block to add it to the block.
Working with Blocks
Creating New Blocks
To create a new block right click on the Blocks box. From the menu, choose New Block. A new block will be added called BlockX, where X is a number. Click on the new block once to select it and once more to enter edit mode. When in edit mode you can change the name of the new block to whatever you wish.
Adding Resources to Blocks
To add resources to a block, simply highlight the resources you want in the Resources block and then drag these selected resources onto the block where you want them. When added, the resources will show as sub items of the block.
Deleting Blocks
To delete a block, right click on the block and choose Delete from the menu.
Bulletins Tab
The Bulletin Section
The Bulletin section allows configuration of the pop up bulletin seen whenever a user starts the Meeting Manager program.
This is what the Bulletin Options tab looks like.
Show Startup Bulletin
If this is checked, a bulletin will pop up whenever anyone starts the Meeting Manager program.
Allow User Disabling
If this box is checked, when the bulletin pops up in the Meeting Manager program a "Do not show this again" check box will be shown. If the user checks this box, the bulletin will not be shown again on that user's machine only.
Bulletin Entry Box
This is where the text making up the bulletin can be entered. The text will be displayed exactly as entered, WYSIWYG.
Site Editor Options
The Site Editor is used to maintain a list of sites and their network path locations. When sites are setup in this way the main screen will have an item in the File menu called Open Site. Choosing this option will bring up a screen allowing the user to select a site. After pressing OK the user will now be able to view and edit the bookings at this site.
If there are no rooms setup for a site, the admin password dialog will pop up. After logging in the configuration screen is shown allowing the site's resources to be entered.
This is what the Site Options tab looks like.
Site Name
This is a descriptive name of a given site. It will be seen when the user first tries to open a site.
Site Network Location
This is the full network path of a site. Any valid UNC path or mapped drive letter should work fine here.
When a new site is added empty tables will be created in the directory you specified. To populate these tables first open the site using the main menu, then populate the data as you normally would using the Data Manager.
Network Options
The Network options tab is only seen in the Meeting Manager Client/Server and Meeting Manager Enterprise.
The Network options tab is used to set the IP address used by the Meeting Manager server application. To set the IP address, enter the IP address of the machine the server is running, into the IP Address field.
It is very important to set the correct IP address. If the wrong IP address is used, the client applications will not be able to connect to the server.
Meeting Manager Enterprise has four other important values on this tab.
Protocol
This is the back end SQL server database engine you wish to connect Meeting Manager to.
Port
This is the port number the back end SQL server database engine connects at. Leave it at 0 to connect at the database server's default connection port.
Database
This is the name of the database to use on the remote database server.
User Name
This is the user name required to connect to the remote database server.
Password
This is the password required to connect to the remote database server.
Adding Users and Changing Passwords
There are three security levels User, Superuser and Administrator. The Superuser level allows the booking of resources identified as having Superuser access. The Administrator level has the same privileges as the Superuser level but with the added capability of being able to edit or delete any booked resource regardless of which user had entered the booking.
To add new users use the Manage Security feature to edit the Security table. The Security table can only be edited in the Detail tab view. The security table contains all the users for the system and their corresponding passwords. Initially this table contains three default users User, Superuser and Administrator. Never delete these users, particularly the Administrator.
Security levels can be assigned to users by editing the Security table using the Data Manager. To make a user an administrator, simply enter an uppercase A in the Level field for that user. To make a person a Superuser, enter an S.
Note that when security is enabled for the first time all security levels use the default password of "magic". You should change this password immediately after enabling security to ensure a secure system. Write down your passwords and store them in a safe location such as the company safe.
See Also: Assigning Security to Resources
Assigning Security to Resources
If you would like to restrict certain resources so that users must login in order to book these resources, you must assign a security level to these resources in the Manage Security feature. From the main menu choose View | Data Manager. Ensure the Resources table is selected. In the Security field set the security level. The possible security levels are:
