Institute of Food and Agricultural Sciences

VSX & HDX Directory
Management

The Polycom VSX and HDX videoconference units (i.e., 7000, 8000, 9000) have the ability to store a list of videoconference sites. This feature allows for the easy selection of a videoconference site from a predefined menu.

On VSX and HDX systems the address book is called the directory and is accessed through a home page menu icon or remote control button.

Management of the local directory can be done manually for creating new, edit old or deleting unwanted entries. This can be done using the remote control unit. It is convenient but laborious when the number of entries gets large. A more efficient method for maintaining the IFAS address book is available with a free data file.

The Polycom VSX and HDX units provide a web interface for importing or exporting a directory of videoconference sites. To access this utility, connect to the VSX unit of choice with a web browser by entering the IP address and selecting the "Utilities" option from the graphic menu at the top of the screen.

Because the Directory is a system service it is protected from remote modification. An administrator username and password will be required before the program can connect to the Polycom unit.

Next, select "Import/Export Directory" from the text menu on the left part of the display. Two options will be displayed:

• VSX to PC - download a copy of the local directory on the Polycom unit to a Microsoft Excel comma-delimited format (*.CSV) file on the connecting PC.
  

• PC to VSX - upload the content of a Microsoft Excel comma-delimited format (*.CSV) file to the Polycom Directory.

For either choice, you will be asked for a file location on the connecting PC. Specify the file location/name by entering the information directly into the box or use the browse feature to locate the file on your PC. After a data file has been selected, click on the "Export Directory" icon and the transfer will take place.

To view the contents of the Polycom Directory before or after a transfer of data, select the "Place a Call" option from the graphics menu on the top of the web page. Next, select the "Directory" option from the text menu on the left part of the display. The contents of the Directory will be displayed. If you are not close to the Polycom unit this is a good method to verify what information is loaded in the Directory before or after a data file has been transferred.

Preconfigured Directory files are available that contain the latest IFAS videoconference site information. You can select the file type specific for your Polycom model and upload it to your system for immediate use.

CATEGORY (GROUP) is a new feature available with the VSX units. It is not available in the older Viewstation models. Within a Directory, it is now possible to group directory entries for specific needs. This proves useful for keeping lists of sites that can be easily separated for easier access or update. Several of the categories that may be displayed on your system include:

ALL -	This is not a group that can contain content. It is only used as a combined reference to every group on the unit that contains content. It will display the content of all the Groups available to the unit.
GLOBAL -	display the content of the entries in the Global Management System (GMS) - this service is not supported in IFAS and is always empty.
LOCAL -	display the content of all non-GMS categories that are available on the local Polycom unit (i.e., IFAS + others...)
IFAS -	display only the content of the specific IFAS group. Preconfigured files are available for download. Each file has a unique Group name that contain a combination of IFAS plus the date updated.
other -	any new group name can be created and populated with specific videoconference sites. Selecting the group name will only display the content of the selected group and not display any of the other groups contents.

To store videoconference sites that are only used by the local site, include them in the LOCAL Group or create another Group category. This will prevent them from being accidentally deleted if an old IFAS group is removed due to updating.

If the import is an update to existing directory information it may be necessary to remove the old information depending on where the updated information was placed. Defining "categories" within a directory structure will make management easier. It groups the content for specific topics.

Predefined directory files are available with a unique category name. The category name is the word "IFAS" plus the date the file was updated. Consequently, when the data file is imported, two different changes could occur depending on the directory content of the Polycom:

1. Preexisting category - similar entries will be overwritten. Usually done if the directory gets corrupted and needs to be reloaded.
   
2. Nonexistent category - a new category will be created. Usually done when updated information becomes available such as a new IP address for an existing site or a new site has been added.

In the later case, where a new category is created, all other categories remain in the directory. If an old IFAS category exists it should be removed to avoid confusion with the newer imported IFAS data file.

On the "Place a Call / Directory" page, click on the multicolor folders. The available categories will be listed in the box. Select the category to be removed and click on the "Delete" icon. The entire category will be removed from the directory. Next, click on the "Save" icon to complete the operation.

From the notebook of Thomas Hintz
the AgriGator