Introduction

You can create a template by using the create template flow, or can simply clone 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
  • 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.

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

  • As mentioned in the sections above, the settings apply to the user 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 that they were removed from. If they were added to a group then they acquire the template from the new group they were added to.
  • 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, the users can't use that feature even if they had a settings template with the feature set to TRUE.

To illustrate this condition, consider the example of a user that’s part of Group A with in-meeting chat ENABLED. If the user is in site A and B where site A has in-meeting chat ENABLED whereas site B has in-meeting chat DISABLED. When the user hosts the meeting on site A, the user will have the chat option. However, 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 setting 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 restriction rule is applied. If any of the restrictions is 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 collaborating externally is completely blocked or if it is open to users to specific external domains. In addition, the meeting settings described in the subsequent 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 Congrol Hub.


 

External meeting policies per user or group aren't available for Webex for Government sites, but 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.

Image showing the UI on how to create a meeting template
4

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

5

In the Internal section of Meetings, you can 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, you can 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 approves sites.
  • Block external meetings: Select this option if you want to block all external meetings in your organization sites.
7

In the Collaboration tools section, you can enable the following settings:

FeatureDescriptionInternalExternal
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 the sharing, but you can't annotate. If the restricted user is a "Host" of the meeting, then nobody in the meeting can annotate.

Yes Yes
Polling

Restricted user will not be able to use the Polling feature. The user can't contribute (send) to or view(receive) the polling.

Yes Yes
Q&A

Restricted user will not be able to use the Q&A feature.

Yes Yes
8

In the In meeting section, you can enable the following settings:

FeatureDescriptionInternalExternal
Chat

Restricted user will not be able to receive or send chats. If the restricted user is a 'Host' of the meeting, then nobody in the meeting can chat.

Yes Yes
Closed captioning

Restricted user will not be able to use the Closed captioning feature.

Yes Yes
File transfer

Restricted user will not be able to share, download, or view any file transfer. The user can't send or receive file transfer content.

Yes Yes
Participant list When blocked, the restricted user will not be able to view the participant list. If the restricted user is a 'Host' in the meeting, then nobody in the meeting can use this functionality. Yes Yes
Take presenter Ability to take the presenter role will be blocked. Yes Yes
Webex assistant If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host

Yes


 
Only applicable to the host
9

In the Recording section, you can enable the following settings:

FeatureDescriptionInternalExternal
Cloud recording If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host

Yes


 
Only applicable to the host
Local recording If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host

Yes


 
Only applicable to the host
10

In the Remote Control section, you can enable the following settings:

FeatureOptionDescriptionInternalExternal
Turn on remote control Application remote control Restricted user will not be able to initiate the application remote control feature. Yes Yes
Desktop remote control If blocked, the user will not be able to use this feature. Yes Yes
Web browser remote control If blocked, the user will not be able to use this feature. Yes Yes
11

In the Sharing section, you can enable the following settings:

FeatureOptionDescriptionInternalExternal
Enable sharing Application sharing

Restricted user will not be able to share application.

Yes Yes
Desktop sharing

Restricted user will not be able to share the Desktop.

Yes Yes
File and whiteboard sharing Restricted user will not be able to use whiteboard in meetings. Yes Yes
Web browser sharing Restricted user will not be able to use this feature but will be able to view content shared by others in the meeting. Yes Yes
12

In the Telephony section, you can enable the following settings:

FeatureOptionDescriptionInternalExternal
Call in Toll If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host
No
Toll and toll free If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host
No
Global call in If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host
No
Calling Line identification If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host
No
Call back Global call back If blocked, the user will not be able to use this feature.

Yes


 
Only applicable to the host
No
VoIP Block VOIP (computer audio) access If blocked, the user will not be able to use this feature. Yes No
Other teleconference service Not applicable If blocked, the user will not be able to use a third-party teleconference service.

Yes


 
Only applicable to the host
No
13

In the Video section, you can enable the following settings:

FeatureOptionDescriptionInternalExternal
Enable video Standard definition If it is disabled, the user will not be able to turn on video in meetings. Video can be restricted to allow 360p. If you check the High definition(720p) box, the users can avail high definition (720p) videos. Yes Yes
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

Go to Messaging and click the Templates tab.

3

Click Create template.

Image showing the UI on how to create a meeting template
4

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

5

In the Collaboration Restrictions section, use the toggles to restrict the following settings:

  • Block file preview and download on: Select the options from the drop-down:
    • Webex web client
    • iOS and Android app
    • Mac and Windows app
    • Bots
  • Block file upload on: Select the options from the drop-down:
    • 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 and select a group for this template in the search box.

8

Click Done.

9

To reorder the rank of your messaging template, click on 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

To create a calling template, go to Calling and click Client Settings and then click Templates.

3

Click Create template.

4

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

5

In the In-call experience section, use the toggles to restrict the following settings:

  • 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.

What are some of the 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 on the relevant groups.

  • 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 as opposed to using session types and settings templates concurrently.

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

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, there is an API for groups that allows you to create groups natively in Control Hub. In future releases, we are exploring other methods for group creation including GUI and connectors to cloud-based AD systems.

I just updated my settings template; why can't I see the changes on the 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 on the user.

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

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

Issue 1

An organization with specific controls for external meeting settings at the organization level is unable to override the same at the user level without the presence of a settings template in a group.

Issue 2

An organization with controls on the organization setting for virtual background is unable to override the setting without the presence of a general template.

Issue 3

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 4

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.