Introduction

You can create a template by using the create template flow, or can simply copy and edit one of the existing templates. You can also delete the unnecessary templates.

Types of settings templates

Settings templates are of the following types:

  • Messaging
  • Meeting
  • Calling
  • Vidcast
  • General template that uses settings that apply across services.

Applying settings templates to groups

A settings template can apply to multiple groups. When a settings template is applied to a group, all users of the group inherit the value that is specified in the settings template (unless there is a user override discussed in the 'User override' section). A group can have only one settings template of any given type.

User override

You can override the specific settings at the user level. That particular setting follows the setting value at the user level, whereas the rest of the settings in that service continue to follow the template. As an example, if the administrator enables the 'In-meeting chat' at the user level, then while in-meeting chat honors the user-level value, the rest of the settings on the meeting template continues to honor the values inherited from the group’s meeting settings template.

In general, the following is the hierarchy around setting assignments:

Organization Setting < Group level setting via templates < User overrides

Conflict resolution

You can add a user to multiple groups. When you add a user to two or more groups with templates assigned, Control Hub utilizes a template ranking to identify which template’s setting values is applied to the user. Templates with smaller number are ranked higher and get higher priority. For example, rank 1 is higher than rank 2, and so on. Typically, you place the most restrictive template at higher rank so that it is applied in case of a conflict.

See How do I apply a template to a group? under Frequently asked questions below.

Here are some key behavioral attributes of preferences when you assign a settings template to a group:

  • The settings template applies to the users based on the following hierarchy:

    Organization Setting < Group Setting via Settings Template and < User Override.

  • If a user belongs to two groups, then the user receives the template that has the higher rank. Template ranking is evaluated for each settings template type: meeting, messaging, and calling.
  • If a user is removed from a group, the user loses the settings template from the group from which they were removed. If they were added to a group, they acquire the template from the new group to which they were added.
  • In general, any changes that are made to the user’s settings at the organization level, using settings templates, or using user overrides, can take up to 8 hours to apply on the user.

1

Sign in to Control Hub.

2

Go to Organization Settings and click the Templates tab.

3

Click Create template.

Image showing the UI option to create a general template
4

In the General section, type the template name and description in the boxes provided.

5

In the Virtual background section, you can enable the virtual background toggle for internal and external meetings. All the required virtual backgrounds are set to Webex's executive office and users can't change this background.

6

Click Create template and next.

7

Search and select a group for this template in the search box.

8

Click Done.

9

To reorder the rank of your meeting template, click Rank in the Templates tab.

A user can inherit different templates from multiple groups. You can rank the templates in order of priority. Templates with smaller number are ranked higher and get higher priority.
10

In the Rank templates page, you can reorder the available templates by dragging and dropping and then clicking Save.

11

To delete your template, click on the template and select Delete from the Actions drop-down list. In the Delete template page, check the check box informing you that deleting a template is permanent, and then click Delete.

12

To modify the template, click on it and modify the toggles. Click Save.

You can use meeting settings templates to assign meeting settings to a group of users. They are similar in usage to a session type, and are the future alternative to session types. Meeting templates are a fast and easy alternative to using session types or CSV files for bulk user management.

If you apply a meeting template to a group, each user in the group inherits the template values.

Meeting settings templates have the following special properties, apart from the common behaviors of the settings template:

  • Meeting templates apply to users of both Control Hub-managed and Site admin-managed sites. Settings templates require user accounts to be linked to Control Hub and Webex Identity.
  • Settings that are part of the settings template apply to all sites in the organization.
  • Settings template values apply to both host and attendees of the sites.
  • You can use settings templates to apply settings to external meetings (meetings hosted on sites outside of your organization).

The following is the hierarchy to process meeting settings:

Group based meeting template < User override or site restrictions

Site and session type restrictions are still honored, although a settings template is applied to a group. In case the site has a certain feature set to FALSE, users can't use that feature even if they had a settings template with the feature set to TRUE.

  • For example, a user is part of Group A with in-meeting chat ENABLED. If the user is in sites A and B and site A has in-meeting chat ENABLED while site B has in-meeting chat DISABLED, when the user hosts the meeting on site A, the user will have the chat option. When the user hosts a meeting on site B, the user won’t have the chat option.

If you apply a session type, settings that are common between the settings template and the session type observe the previously described hierarchy. The most restrictive of the options take precedence. However, the session type determines the value for settings that exist only in the session type. Similarly, any setting that only exists in the settings template acquires its value from the settings template (with any overrides on the user level, if applied).

The following is the hierarchy of settings application, including session type restrictions to facilitate the migration of customers out of session types:

  • Group based meeting template < User override or site restrictions or session type restrictions

Site restriction, session type restrictions, and user override are at the same level, and the most restrictive rule is applied. If any of the restrictions are false, the client is restricted from joining a meeting.

Internal meeting policy and restrictions

Internal meeting policy allows the admin to decide whether users of their organization can have external users in meetings conducted on their site. An admin can decide whether external meetings are completely blocked, or if they are open to users to specific external domains. In addition, the meeting settings described in the following sections apply when the users of the organization host or attend meetings on their internal sites.

External meeting policy

Collaboration restrictions, or external meeting policies allow you to decide whether users of your organization can attend meetings in sites external to their organization. In addition, you can also specify what features the users can use using the external settings listed in the template. To learn more, see Collaboration restrictions for Webex Meetings in Control Hub.


 

External meeting policies per user or group aren't available for Webex for Government sites. Policies at the organization level are available.

1

Sign in to Control Hub.

2

Go to Meeting and click the Templates tab.

3

Click Create template.

4

In the General section, type the template name and description in the boxes provided.

5

In the Internal section of Meetings, select one of the following settings:

  • Allow external users to join meetings in my organization only from the approved email: Select this option if you want your external users to join your organization only through approved emails.
  • Block exernal users to join meetings in my organization: Select this option if you want to block your external users from joining meetings in your organization.
  • Allow external users to join meetings in my organization sites: Select this option if you want your external users to join meetings in your organization sites.
6

In the External section of Meetings, select one of the following settings:

  • Allow external meetings on all sites: Select this option if you want to allow external meetings on all your sites.
  • Allow external meetings only on approved sites: Select this option if you want to allow external meetings only on approved sites.
  • Block external meetings: Select this option if you want to block all external meetings in your organization's sites.
7

In the Collaboration tools section, enable or disable the following settings for internal and external meetings:

  • Annotation: If you are a restricted user and annotation is disabled, others can't annotate your sharing. Annotation is blocked for you. When others are sharing, you can view what's being shared, but you can't annotate. If the restricted user is the meeting host, then nobody in the meeting can annotate.
  • Polling: If disabled, the restricted user cannot use the polling feature.
  • Q&A: If disabled, the restricted user cannot use the Q&A feature.
8

In the In meeting section, enable or disable the following settings for internal and external meetings:

  • Chat: If disabled, the restricted user cannot send or receive chat messages. If the restricted user is the meeting host, then nobody in the meeting can chat.
  • Closed captioning: If disabled, the restricted user cannot use the Closed captioning feature.
  • File transfer: If disabled, the restricted user cannot share files, and cannot view or download shared files.
  • Participant list: If disabled, the restricted user cannot view the participant list. If the restricted user is the meeting host, then nobody in the meeting can view the participant list.
  • Presenter: If disabled, users cannot take the presenter role.
  • Notes: If disabled, the restricted user cannot use the Notes feature.
  • Webex Assistant: If disabled, Webex Assistant is not available in the meeting.

     
    This only applies to the host.
9

In the Recording section, enable or disable the following settings for hosts only for internal and external meetings:

  • Cloud recording: If disabled, the host cannot record a meeting to the cloud.
  • Local recording: If disabled, the host cannot record a meeting to their local computer.
10

In the Remote Control section, enable or disable the following settings for internal and external meetings.

If Turn on remote control is toggled off, all types of sharing are disabled. If Turn on remote control is toggled on, check or uncheck the box next to each type of remote control:
  • Application remote control: If unchecked, the restricted user cannot remotely control another user's application.
  • Desktop remote control: If unchecked, the restricted user cannot remotely control another user's desktop.
  • Web browser remote control: If unchecked, the restricted user cannot remotely control another user's web browser.
11

In the Sharing section, enable or disable the following settings for internal and external meetings.

If Sharing is toggled off, all types of sharing are disabled. If Sharing is toggled on, check or uncheck the box next to each type of sharing:
  • Application sharing: If unchecked, the restricted user cannot share an application.
  • Desktop sharing: If unchecked, the restricted user cannot share their desktop.
  • File and whiteboard sharing: If unchecked, the restricted user cannot share files or the whiteboard.
  • Web browser sharing: If unchecked, the restricted user cannot share their web browser, but they can view others' shared web browsers.
  • Camera sharing: If unchecked, the restricted user cannot share video from their camera.
12

In the Telephony section, you can enable or disable the following settings for internal meetings only. With the exception of VoIP, these settings are not applicable to external meetings.

  • Call in (applies only to the host)
    • Toll: If selected, only allow incoming toll calls.
    • Toll and toll free: If selected, allow incoming calls to be either toll or toll-free.
    • Global call in: If checked, allows a local phone number to call in to Webex meetings. The local numbers that are available depend on how your Webex site is configured.
    • Calling Line Identification (CLI): If checked, provides additional security for your meetings. CLI is a form of caller ID that sends a caller's phone number to the system before the call is answered. For more information, see Enable CLI Authentication for Webex Meetings, Webinars, and Training.
      • Check Use authentication PIN if you want to require a PIN when using CLI.
  • Call back: If toggled on, these options apply only to the host. If toggled off, they are disabled for everyone.

    If Call back is toggled on, you can check the box next to Global call back. If this option is checked, all attendees will be prompted to enter their phone numbers after they join the meeting, and Webex calls back each attendee to connect them to the meeting.

  • VoIP: If toggled off, VOIP (computer audio) access is blocked.
  • Other teleconference service (host only): If toggled off, the host cannot use a third-party teleconference service.
13

In the Video section, you can enable or disable the following settings for internal or external meetings.

If Enable video is toggled on, you can check the boxes next to the types of video you want to be available to meeting attendees:
  • Standard definition: 360p video.
  • High definition: 720p video.
14

Click Create template and next.

15

Search and select a group for this template in the search box.

16

Click Done.

17

To reorder the rank of your meeting template, click Rank in the Templates tab.

A user can inherit different templates from multiple groups. You can rank the templates in order of priority. Templates with smaller number are ranked higher and get higher priority.
18

In the Rank templates page, you can reorder the available templates by dragging and dropping and then clicking Save.

19

To delete your template, click on the template and select Delete from the Actions drop-down list. In the Delete template page, check the check box informing you that deleting a template is permanent, and then click Delete.

20

To modify the template, click on it and modify the toggles. Click Save.

1

Sign in to Control Hub.

2

Under Services, select Messaging, then click the Templates tab.

3

Click Create template.

4

In the General section, type the Template name and description in the boxes provided.

5

In the Collaboration Restrictions section, toggle off the settings you want to disable:

  • Block file preview and download on:
    • Webex web client
    • iOS and Android app
    • Mac and Windows app
    • Bots
  • Block file upload on:
    • Webex web client
    • iOS and Android app
    • Mac and Windows app
    • Bots
  • Allow file preview, download, and upload for Whiteboards and Annotations: to preview, download, and upload files for Whiteboards and Annotations.
  • Allow sharing animated GIFs: to allow users to share animated GIFs using the GIPHY library.
  • Allow Bitmoji sticker sharing: to allow users to share Bitmoji stickers while messaging each other in the app.
  • Allow previewing shared links: to allow users to preview shared links.
6

Click Create template and next.

7

Search for and select a group to whom you want to apply this template.

8

Click Done.

9

To reorder the rank of your messaging template, click Rank in the Templates tab.

A user can inherit different templates from multiple groups. You can rank the templates in order of priority. Templates with smaller number are ranked higher and get higher priority.
10

In the Rank templates page, you can reorder the available templates by dragging and dropping and then clicking Save.

  • To delete a template, select the template, then click Delete from the Actions drop-down list. In the Delete template page, check the check box telling you that deleting a template is permanent, then click Delete.
  • To modify a template, select it and toggle options on or off. Click Save.
1

Sign in to Control Hub.

2

Under Services, select Calling, then click Templates.

3

Click Create template.

4

In the General section, enter a name and description for the template.

5

In the In-call experience section, toggle off settings you want to disable:

  • Request remote control: allows users to request and gain control of other's shared content.
  • Give remote control: allows users to let others take control of their shared content.
  • Video on desktop: allows users to use video on their desktops. Check the Answer calls with video on check box if you want to allow the users to answer calls with their videos on.
  • Video on mobile: allows users to use video on their mobile devices. Check the Answer calls with video on check box if you want to allow the users to answer calls with their videos on.
6

Click Create template and next.

7

Search and select a group for this template in the search box.

8

Click Done.

9

To reorder the rank of your calling template, click Rank in the Templates tab.

A user can inherit different templates from multiple groups. You can rank the templates in order of priority. Templates with smaller number are ranked higher and get higher priority.
10

In the Rank templates page, you can reorder the available templates by dragging and dropping and then clicking Save.

11

To delete your template, click on the template and select Delete from the Actions drop-down list. In the Delete template page, check the check box informing you that deleting a template is permanent, and then click Delete.

12

To modify the template, click on it and modify the toggles. Click Save.

  1. Sign in to Control Hub.
  2. Under Services, select Vidcast, then click Create template.
  3. Give your template a name (required) and a description.
  4. In the Access section, all options are enabled by default. You can disable the settings you don't want users to have in a vidcast.

What's the difference between internal meetings and external meetings?

  • Internal meeting: OrgID is same between the meeting site and the user who's joining (such as Cisco user joins Cisco ORG meeting)
  • External meeting: OrgID is different between the meeting site and the user who's joining (such as Apple user joins Cisco ORG meeting)

How do I apply a template to a group?

  1. Sign in to https://admin.webex.com, then select Meeting > Templates.
  2. Select next to an existing template, or click Create template to create a new template.
  3. Select Apply template.
  4. Start typing the group name to which you want to apply the template. Matches appear in a drop-down list. Select the group you want.

    The template is automatically applied to this group.

  5. Click Done.

Can you apply settings templates to any group?

There are different types of groups in Control Hub, and different ways to create groups. There are two different types of groups in Active Directory:

  • Security groups—used to assign permissions to shared resources.
  • Distribution groups—used to create email distribution lists.
You can synchronize security groups and distribution groups to Control Hub, but you can apply settings templates to security groups only. Distribution groups are intended for use when sending mass communications.

You can also create groups in Control Hub using the API, and apply settings templates to these groups too.

How do I assign a user to a group?

You can assign a user to a group in either of the following ways:

How do I create a template with closed captioning off for an internal site, and then apply it to a group?

  1. Sign in to https://admin.webex.com.
  2. Create a meeting template by selecting Meetings > Create template, and in the In meeting section, toggle Closed captioning off in the Internal meeting column.
  3. Click Create template and next.
  4. Start typing the group name to which you want to apply the template. Matches appear in a drop-down list. Select the group you want.

    The template is automatically applied to this group.

  5. Click Done.

What are some best practices when I start to assign settings templates?

  • Identify the different user profiles in your organization and determine how you want the groups to be structured. If you have users of type all access and restricted access, you must create two groups that carry two different templates for each.
  • Create settings templates for each service you want to have group-based access control.
  • Apply the settings templates to the relevant groups and ensure they have the appropriate rankings.

I have adopted the previous group-based settings for collaboration restrictions. Are those automatically migrated?

If you have previously used the group-based settings for messaging, those are not automatically migrated. Here are the steps to follow once settings templates are made available to you:

  • Create messaging templates to reflect the different restrictions you have in your organization.

  • Apply the templates to the relevant groups. See How do I apply a template to a group? above.

  • Once you apply the template, make sure to click revert users to ensure that users are now following the permissions that are included in the template.

What are the best practices for utilizing settings templates when we already have session types?

You can control meetings settings using templates. If you are managing your meeting site in Control Hub, the templates do the same job as session types did in Site Administration.

You can consider transitioning completely to the settings template model instead of using session types and settings templates concurrently.

Can I apply settings templates to sites that are not managed by Control Hub?

Yes, you can apply templates to the sites that are not managed by Control Hub.

I am unable to synchronize groups using the directory connector. Are there other methods by which I can create groups?

In addition to directory connector-based groups, you can manually create groups in Control Hub or use the group API.

I just updated my settings template; why can't I see the changes for a user?

In general, changes made to user settings at the organization level, using settings templates or using user overrides, can take up to 8 hours to apply to the user.

Which client version should I use to apply the new settings template?

We recommend that you upgrade your Meetings client to the latest version (WBS 42.7 or above) or at least to the latest lockdown version (WBS 42.6), in order to get the best user experience of settings template policy-enforcement related features. If you're using a version of the Meetings client older than WBS 42.3, some features may not be available, or you may not have the best user experience.

Issue 1

When a template is already applied to a particular group, it should show the group in the group’s drop-down list as one that already has the template applied.

Issue 2

User Details page for the Site Administrator role has ineffective user experiences and error states. Only the full admin can update the settings applied via the settings template on the user level.