Asante SmartBridge Use and care manual

SmartBridge Administrator Manual
Version 1.0
Asante Network.,
47436 Fremont Blvd.
Fremont, CA 94538
[e-mail]
http://www.asante.com

Contents
1. INSTALLATION...................................................................................................... 3
1.1. ACCESSING YOUR ASANTE WEB CONFERENCING APPLIANCE .......................... 3
2. CONFIGURING THE ASANTE WEB CONFERENCING APPLIANCE........ 5
2.1. CONFIGURE SERVER IP SETTINGS........................................................................ 7
2.2. SYSTEM SETTINGS ............................................................................................... 9
2.3. MANAGING YOUR SSL CERTIFICATE................................................................. 10
2.4. SCHEDULED MEETINGS AND ACTIVE MEETINGS................................................ 12
2.5. CUSTOMIZING THE MEETING START AND PROMOTION PAGES................................ 13
2.6. INTEGRATION..................................................................................................... 15
2.7. LICENSING ......................................................................................................... 17
3. CONFIGURING THE FIREWALL..................................................................... 18
3.1. BEHIND FIREWALL AND ACCESSIBLE BY USERS OUTSIDE FIREWALL................. 18
3.2. OUTSIDE THE FIREWALL .................................................................................... 19
3.3. BEHIND FIREWALL AND NOT ACCESSIBLE BY USERS OUTSIDE FIREWALL......... 21
4. MANAGE USERS .................................................................................................. 22
5. START MEETINGS............................................................................................... 23
6. REPORTING .......................................................................................................... 25
7. RESET APPLIANCE ............................................................................................. 26
SUPPORT CONTACT................................................................................................... 27
2

1. Installation
The Web conferencing server package includes:
SmartBridge-8, SmartBridge-16, appliance (or server)
Analog console cable
Ethernet crossover-cable
Power adaptor
1.1. Accessing your Asante Web Conferencing Appliance
There are two ways to access the SmartBridge-8, and SmartBridge-16 appliances: by using plug-and-
play or by using an Ethernet crossover-cable. In either way, an Internet browser needs to be used to
access and configure the server.
I. Plug-and-Play
This method requires that you have:
A DHCP server on your network
A computer with Microsoft Windows (98, 2000, XP or Vista)
It is important to follow the instructions below to start the server for initial setup:
1. Connect the server with an Ethernet cable (not the crossover-cable in the package) to
your network
2. Plug in the power cord to automatically power on the server
3. Wait for the ready light to turn green. This usually takes about 30 seconds.
Open a browser on your computer and type “http://myonlinemeeting”. The following page will be viewed.

Figure 1.1. Home Page
If the page does not display and you are familiar with your router, check the IP address your
router has assigned to the SmartBridge, which is named “myonlinemeeting”. Then input the
IP address in your browser and you can access the SmartBridge.
If the page does not display and you are not familiar with your router, go to the next initial
startup method as detailed below.
II Crossover-cable
The crossover-cable is used for the SmartBridge-8, and SmartBridge-16. Before you use the
crossover-cable method, configure your computer (in any operating system) with the following IP
setting:
IP Address: 192.168.1.100
Subnet Mask: 255.255.255.0
Next, do the following:
Disconnect your computer from any network including the wireless
Power on the SmartBridge-8, or SmartBridge-16, (as described above)
Wait for the ready light to turn green. This usually takes about 90 seconds
Connect the SmartBridge-8, or SmartBridge-16 to your computer using the included crossover-
cable or any Internet cable
Open a browser on your computer and type http://192.168.1.192. The home page
(Figure 1.1) should display.
Once you have accessed the meeting server, you are ready to configure the server. Do not
disconnect your computer from the meeting server before you complete the configuration
described in the next section. After the configuration, connect the SmartBridge-8, and SmartBridge-16, to
your network using a regular Ethernet cable (which is not included).
Note that after you change the system IP settings, the web page will hang. You will need to use
the new IP address to access the appliance.
4

2. Configuring the SmartBridge Appliance
After you accessing the appliance server home page (Figure 1.1), click the “Administrator Entry” link
and you will see the login page shown in Figure 2.1. Type
admin for the Email field
password for the Password field
To change the default administrator account, you use “Manage Users” (see Section 4) to change
the default email and password to your choice.
Figure 2.1 Login Page

After login, the System Management home page is displayed in Figure 2.2

Figure 2.2 Management Home frame
Fig 2.2

2.1. Configure Server IP Settings
Figure 2.3 Configure Server IP Settings
Note that if you chan
g
e the IP settin
g
s and submit the chan
g
es, your browser may han
g
because
the IP is changed. You should use the updated IP to access the appliance.
7

The following describes the fields in Figure 2.3.
Public IP Address
In order for users outside your LAN to host or join meetings, you have to assign a public
IP address. If you don’t have a fixed public IP address, you can go to
http://www.dyndns.com to set up a domain name and copy the domain information and
your DynDNS user account information to the meeting server configuration page. After
that, you can always access your SmartBridge by the domain name you set at
DynDNS.
Note that Asante offers the DynDNS client as a convenience to our customers. Asante is in
no way affiliated with DynDNS or responsible for their service. Any fees that you may
incur with DynDNS are between you and DynDNS and have nothing to do with Asante.
Authorized Public IP’s to Join Internal Meetings
If you have branch offices outside your LAN and you don’t have a VPN, use this setting
to allow employees from those branch offices to join an internal secured meeting hosted
in your LAN.
Current IP Settings
These are the IP addresses that the meeting server has currently.
Permanent IP Settings
The Permanent IP Settings refer to the desired IP settings you want your meeting server
to have. The permanent IP address can be the same as “Public IP Address” or different
from “Public IP Address“. If the permanent IP is a local IP address, it will be different
from the public IP address. In such a case, you will need to do port forwarding on your
firewall router to forward TCP traffic from the ports (80, 443 and 8889) at the public IP
address to the corresponding ports at the permanent IP address. See the next section for
details.
Carefully check that the DNS setting is correct. A wrong DNS setting will stop the
meeting server from connecting to the Asante Communications’ release servers for
automatic updates.
Note that after you change the permanent IP settings, the web page will hang because
the server IP address has been changed. You will need to use the new IP address to
access the appliance.
If you make a mistake in configuration, you need to reset the appliance. See Section 6 for
details.
8

Language
The language for the SmartBridge System Management UI can be changed to English,
Chinese (Simplified), Chinese (Traditional), Japanese or Spanish.
Time Zone and Time & Date
Set the correct time zone, time and date for the SmartBridge.
Enable auto update of system
The SmartBridge retrieves software updates automatically if this is enabled. . This is
done at 3 AM for the time set on the appliance.
Access this server only via SSL
By default, screen images during a meeting are transmitted with proprietary
encryption for efficiency. However, you can use SSL for encryption by enabling the
Access this server only via SSL option. See the section Manage Your SSL
Certificate about how to upload your own SSL Certificate.
Update System Now
This feature retrieves updated SmartBridge software from the Asante web site.
9
2.2. System Settings
In the left frame of the System Management page, under Configuration click the System
link. Figure 2.4 is displayed.
Figure 2.4 System Settings
The following describes the fields in Figure 2.4.
Settin
g
s

Common Name
This is the domain name for your SmartBridge. This must match the domain name
you specify in your SSL certificate.
Organization Name
This is the Organization Name you specify in your SSL certificate.
State, City and Country
This is the State, City, and Country that you specify in your SSL certificate.
Next, obtain an SSL certificate as shown in Step 2 (Figure 2.6). For the SSL certificate, specify
the same Common Name, Organization, State, City and Country that you specified in Step 1.
Figure 2.6 Setting up an SSL Certificate, step 2
Locate your SSL Certificate file and your CA Root Certificate file. Using Microsoft WordPad, copy
and paste the contents of these files into the files shown in step 3 (Figure 2.7).
10
Certificate
2.3. Managing Your SSL Certificate
In the left frame of the System Management page, under Configuration click the SSL
link. Step 1 of setting up an SSL certificate is displayed as in Figure 2.5.
Figure 2.5 Setting up an SSL Certificate, step 1
The following describes the fields in Figure 2.5.

Figure 2.7 Setting up an SSL Certificate, step 3
Test your SSL Certificate as described in step 4 (Figure 2.8).
Figure 2.8 Setting up an SSL Certificate, step 4
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2.4. Scheduled Meetings and Active Meetings
In the left frame of the System Management page, under Meetings click the Scheduled link. This
feature shows you the list of scheduled meetings for your SmartBridge. The provided URLs
show all of the public meetings and provide a link for how to join the meeting.
Figure 2.9 List of scheduled meetings
In the left frame of the System Management page, under Meetings click the Active link. This
feature shows you the list of active meetings for your SmartBridge. As the administrator, you
can stop an Active meeting by clicking the Stop link as shown in Figure 2.10.
Figure 2.10 List of active meetings
12

2.5. Customizing the Meeting Start and Promotion Pages
In the left frame of the System Management page, under Customization click the Name & Logo
link. This feature allows the Administrator to use show your company’s name and logo on the
standard meeting home page.
Figure 2.11 Change the name and logo on standard meeting home page
In the left frame of the System Management page, under Customization click the Entry Page link.
This feature allows the Administrator to use a different home page as the standard meeting
home page.
Figure 2.12 Use a new page for the meeting home page
The system home page specified in Figure 2.12 should contain ways for users to host and join
meetings. There are two ways for users to host and join meetings:
1. click URLs (or buttons associated with the URLs) on your page
2. submit forms on your page
13

Using URLs is the easiest way for customization. Using forms gives you a better control of
customization. In the following examples, substitute for yourMeetingServerAddress the
host name (e.g. webmeeting.company.com) for your SmartBridge.
Here is the URL that is used to host a meeting:
http://yourMeetingServerAddress/as/wapi/goto_downloader?role=host
Here is the URL that is used to join a meeting:
http://yourMeetingServerAddress/as/wapi/goto_downloader?role=attendee
Here is the HTML code used to allow users to host a meeting:
<form action=”http://yourMeetingServerAddress/as/wapi/goto_downloader”
method="post">
<input type="hidden" name="role" value="host">
Email Address:
<input type="text" name="email" value="">
Password:
<input type="password" name="user_password" value="">
<input type="submit" name="submit" value="Host Meeting">
</form>
Here is the HTML code used to allow users to join a meeting:
<form action=”http://yourMeetingServerAddress/as/wapi/goto_downloader”
method="post">
<input type="hidden" name="role" value="attendee">
Meeting ID:
<input type="text" name="meeting_id" value="">
Meeting Password:
<input type="password" name="password" value="">
Your Name:
<input type="text" name="name" value="">
<input type="submit" name="submit" value="Join Meeting">
</form>
In the left frame of the System Management page, under Customization click the Promotion Page
link. This allows the Administrator to change the web page that meeting attendees see when a
meeting ends. The web page can be used to solicit feedback, sell products or services, or display
your organization’s home page.
Figure 2.13 Change default promotion page
14

In the left frame of the System Management page, under Customization click the Audio
Conference link. This allows the Administrator to change the telephone number used for audio
conferencing.
Figure 2.14 Change audio conference phone number
2.6. Integration
In the left frame of the System Management page, under Integration click the Application Server
link. This feature allows the Administrator to use their own authentication server, such as a CRM
system, for user authentication.
Figure 2.15 Integration with your server for user authentication
For more details on how to integrate with an authentication server:
1. Go to http://www.asante.com
2. Click the “Support” link
3. Click the Integration link

2.7. Licensing
In the left frame of the System Management page, under Licensing click the Request link. This
allows your SmartBridge to host more meetings and allow more users.
Figure 2.17 Request additional meeting rooms and users
In the left frame of the System Management page, under Licensing click the Upgrade link. By
filling in the license key and clicking submit, you can upgrade the license for your Asante
appliance.
Figure 2.18 Upgrade Asante license
17

3. Configuring the Firewall
There are three ways to deploy your SmartBridge-8 and SmartBridge-16
1. Outside the Firewall
2. Inside the Firewall and Accessible by Users outside Firewall
3. Inside the Firewall and not Accessible by Users outside Firewall
Depending on the deployment, you may or may not need to configure your firewall.
3.1. Behind Firewall and Accessible by Users outside Firewall
This deployment (Figure 3.1) is most popular and it is typically done by connecting SmartBridge
appliance with the DMZ port of your router. You can also place the SmartBridge anywhere on your LAN.
Figure 3.1 Inside Firewall and Accessible by Users outside Firewall
In order for external users to access your appliance, you need to open the inbound TCP ports:
80, 443 and 8889 on your firewall/router and forward the inbound TCP traffic on these ports to
the corresponding ports of the local IP address of your SmartBridge.
If you are using a SOHO or home router, opening inbound ports and doing port forwarding are
fairly easy. For example, in a Asante/Linksys router, you usually look for the “Applications” link. In a
Belkin router, you look for the “Virtual Servers” link. After clicking the link, you will see a page
similar to Figure 3.2. Fill in the three TCP ports (80, 443 and 8889) and your SmartBridge
local IP address. The firewall configuration is done.
In Figure 3.2, the “Private IP address” is the SmartBridge’s local IP address, which you define

when you configure the meeting server IP settings; the “Inbound port” may be called “Source
port”; the “Private port” may be called “Destination port”. You can input anything in the
“Description” field. Don’t forget to check the “Enable” fields.
Figure 3.2 A sample of firewall configuration
This deployment gives you the maximum flexibility in terms of meeting access security control.
With this deployment, you can host two types of meetings:
Internal meetings that only users behind your firewall can join (including users in the
Virtual Private Network, or VPN)
Note: You can manually allow external users by specifying a list of IP addresses
External meetings that anyone including attendees outside your firewall can join.
If you have difficulty in configuring port forwarding, please refer to the following URL for a step-
by-step guidance for your router:
http://portforward.com/english/routers/port_forwarding/routerindex.htm
On the page, find your router model or a model closer to yours. Click the router. On the next
page, click “Click here to skip this advertisement... “ on the top right. Now it shows a long list of
applications you can do port-forwarding for. Just pick one application. Replace the application
ports by TCP 80, 443 and 8889, which SmartBridge uses.
3.2. Outside the Firewall
With this deployment (Figure 3.3), your SmartBridge is completely outside your corporate
firewall. There is no firewall configuration needed.
To configure the server settings (Figure 2.3) for this deployment, you will need to obtain from
your Internet service provider (ISP) the IP address, subnet mask, default gateway and DNS
settings. Input the IP address in the “Public IP Address” field and other IPs in the “Permanent IP
Settings”.

Figure 3.3 Deployment Outside the Firewall
3.3. Behind Firewall and Not Accessible by Users outside Firewall
This deployment (Figure 3.4) disallows users from connecting to the meeting server from the
Internet outside your firewall and provides the maximum meeting access security. It will not
allow any users outside your firewall (VPN) to join any meetings hosted on the server.
On the Server IP Settings configuration page (see Section 2.1), choose the option “No public IP
address. This server is used only by internal users.” Then assign a static local IP, subnet mask,
default gateway, and DNS servers for the meeting server (Figure 2.3).
You do not need to do any configuration on your firewall.
Figure 3.4 Inside Firewall and Not Accessible by Users outside Firewall