This article guides your organization through upgrading the Webex Meetings app to Webex app. With Webex app and Control Hub, your organization administrators can deliver all Unified Communication and Collaboration services (messaging, meeting, and calling) to users through a single client.

“Webex” app is the new name for “Webex Teams”. The Webex app will allow our customers to install one application that provides one framework to access Cisco Webex services – it is our unified app. It gives users access to rich messaging, advanced calling, and advanced meeting capabilities. With the Webex app, users get the full featured in-meeting experience they had in Webex Meetings, and gives them one place for all of their work.

Here are the changes your users will experience when they upgrade from the Webex Meetings desktop application to the Webex app.

  • Users will have access to more than just meetings. They have a full suite of collaboration at their fingertips, which includes meetings, messaging, and calling. The application also allows users to wirelessly pair and share with Cisco video devices, share files, whiteboard, and more.

  • The logo and some other visual elements will change.

  • The single Webex experience will first be delivered for our desktop application.

  • Mobile users are affected as follows: We recommend that mobile users download the Webex mobile app as well as the Webex Meetings mobile app. This gives them access to messaging and other great features on the go. When a user clicks to join a meeting from the Webex app, the app launches Webex Meetings. Users will eventually be able to remove the Webex Meetings mobile app as we add features to the Webex app.

  • Users who have downloaded Productivity Tools or the Office365 plugin can continue to schedule meetings using these options.

Most customers require no change to their licensing. Your users are typically already entitled to messaging, calling, and meetings. There are some exceptions, so if you have additional concerns, work with your account manager to ensure you have all the information you need.

Minimum Requirements
  • Your Webex Meetings site must be version 40.12 or later.

  • The system requirements for the app platform are described in https://help.webex.com/nk90t65.

File Sizes

The size of the initial upgrade file is approximately:

  • 120 MB for the Apple MacOS version.

  • 150 MB for the Microsoft Windows version.

  • Monthly upgrades to the Webex app are much smaller.

Jabber

You can upgrade Jabber users at the same time as you upgrade Meetings users. See https://essentials.webex.com/journey-to-webex.html.

Calling

We encourage you to integrate your calling option into the Webex app. If you have a paid calling solution, like Webex Calling or CUCM Calling, read about Cisco Webex app Calling Behavior to deploy calling in Webex. Webex also includes a free calling option.

Welcome Emails

If you don't want users to receive activation emails as you add them to Control Hub, you can suppress automated emails. You need to enable SSO if you want to suppress the automated emails and send your own communications instead. See https://help.webex.com/nqj88gt.

You can upgrade from Webex Meetings to the Webex app if you are running release 40.12 or later.

Figure 1. Journey to the Webex app

Before you start with your upgrade, you must:

  • Identify a site running the correct version of Webex Meetings.

  • Link that site and its users to Control Hub. The upgrade fails if you haven’t linked the site before you start.

  • Enable your organization for Webex. To get the full unified experience of Webex app for meetings, you must request to enable Webex for your organization. Have your account team open a provisioning ticket for you.


Cisco Initiated Automatic Site Linking should have linked your Webex site and its users; you can check in Control Hub, in Services > Meetings.

If your site isn’t yet linked, we can initiate that for you. For more information on Linking Webex sites to Control Hub, see https://help.webex.com/341eud.

Ensure the required network ports are open, and that the required Webex domains and certificate provider domains are on your allow list. See the following documents for more detail:


If the required ports are not open, or the domains are blocked, then the Webex app won’t function properly after the upgrade.


You should complete these Control Hub tasks in the presented sequence before you move to the next stage of your migration.

Control Hub is where your administrator manages your users and services. Before you deploy the Webex app, you should verify your organization's domains, convert any of your users who are on free Webex accounts, and assign services to users.

  Command or Action Purpose
1

Check that your Webex site has been linked to Control Hub:

  1. Sign in to Control Hub and go to Services > Meetings.

    The Webex site should have the status Linked.

  2. Check that all the Webex Meetings users appear in the user list in Control Hub.

  3. Check that users are linked by opening the user and checking that the site is in the Linked Accounts list.

    If there are many users, you could check this on a CSV export file.

If the site linking looks good, you can start with your deployment. If not, work with your partner or Cisco contact to get further assistance.

2

Add and verify your domains. See https://help.webex.com/nxz79m5/.

You add and verify your domains in Control Hub to use features that require proof of domain ownership, to ensure the security and integrity of the organization, and to help with user management.

3

Claim your users. See https://help.webex.com/nceb8tm/.

We recommend that you can claim all (existing) Webex users whose account names use your verified domain. This moves the users into your primary organization, allowing all your users to share a consistent collaboration experience and access to the same features and subscriptions set by your organization.

You can claim users into the organization by immediate or delayed claim. Delayed claim gives users 14 days to decide if they want to migrate the Webex app conversations from their existing account to new account.


 

When claiming users in the CSV file, check all claimed users so they can get the appropriate license or entitlement during this process.

4

(Optional) Claim your domains. See https://help.webex.com/nxz79m5.

With your domains claimed, users who have those domains in their email addresses automatically go into your primary organization when they create an account. You can also disable self-signup for your organization, so that users with that domain cannot create new accounts outside of your organization.

This enables you to keep all your users in your primary organization.


 

You cannot claim a domain if you have more than one Webex organization using the domain. For example, if you have amer.example.com as the domain for your North America organization and apac.example.com as the domain for your Asia/Pacific organization, then you cannot claim example.com.

5

Export Users and Assign Services and Licenses.

Users linked from Site Administration do not get automatic license assignments. To assign the licenses manually, you can export the users in a CSV file, modify the file to change their assignments, and then import the modified file to Control Hub.

You could also change license assignments manually for a small number of users. See assign services and licenses to users individually.

6

Setup Auto License Template to simplify new users onboarding. See https://help.webex.com/n3ijtao.

This makes it easier for you to give everyone the same set of licenses as you bring them onboard. You can modify user licenses for those who have different requirements from your template defaults.

The template only applies to new users as you create them in your organization. It does not apply to users that come into your organization with the site linking process.

What to do next

(Ongoing) When you create new users in your Webex site, those users are automatically linked to Control Hub within 24 hours, but you need to manually assign their licenses as described in step 5 above.

We recommend that you enable single sign-on (SSO) in all components to give users a consistent sign-in experience. If you have your directory in Active Directory, Azure AD, or Okta, we recommend you synchronize your directory with Control Hub, using the Directory Connector or SCIM (System for Cross-domain Identity Management). We also recommend deploying Hybrid Calendar Service so that users can schedule meetings from their calendars.

  Command or Action Purpose
1

(Option) Enable single sign-on (SSO) in all components and use the same identity provider:

If you have an identity provider (IdP), integrate the SAML IdP with Control Hub for SSO. SSO lets users authenticate using a single, common set of credentials for Webex Meetings, Webex app, and other applications in the organization.


 

If you choose not to enable SSO, you should improve security for all users by enabling simple Multi Factor Authorization (MFA). We recommend Duo Authenticator for MFA, which you can get free from the Apple App Store and the Google Play Store.

2

(Option) Synchronize users from your directory, with:

When you create, update, or delete users in your directory, the changes synchronize to your Control Hub organization.

3

Deploy Hybrid Calendar Service, see https://www.cisco.com/go/hybrid-services-calendar.

Hybrid Calendar Service connects your calendar environment to Cisco Webex. We support (on-premises) Microsoft Exchange, Office 365, and Google G Suite Calendar (Google Calendar).

This integration makes it very easy to schedule and join meetings without any plugins on the user's computer. Users can add Cisco Webex Room and Desk devices and Webex Boards to a meeting as conference resources during scheduling. If the device is enabled for Calendar Service, a green Join button shows, when it’s time to join the meeting, and users simply push it to join.

Configure Meetings

There is no additional configuration after you link your Webex Meetings site and users to Control Hub.

Your Site Administration settings still apply to your meetings. If you need to give meetings service to new users, create the new accounts in Site Administration to automatically link them to Control Hub.

Configure Messaging

Deploy the Messaging module along with policy and compliance.

  1. Set retention policy for the organization.

    Webex app uses persistent messaging, and Webex stores data for two years by default. You can change the data retention period to suit your organization's data retention policy.

  2. Ensure regulatory compliance of Webex app content.


    This option enables you to ensure that people are complying with your internal policies and external regulatory requirements. You need Pro Pack to use this feature.

    You can grant the compliance officer role to enable your legal/compliance person to sign into Control Hub and search through any conversation in the Webex app. The compliance officer can find the content shared by specific people, or search through a specific space, and then generate a report of their findings.

  3. Deploy Hybrid Data Security. See https://www.cisco.com/go/hybrid-data-security.

    Data security has always been our primary focus when building the Webex app. Webex apps interact with the Key Management Service (KMS) to enable end-to-end content encryption. The KMS creates and manages the cryptographic keys that apps use to dynamically encrypt and decrypt messages and files.

    All Webex apps customers get end-to-end encryption, with dynamic keys stored in our cloud KMS in our security realm, by default. You can choose Hybrid Data Security if you want to move the KMS and other security-related functions to your own enterprise datacenter. Hybrid Data Security means that only your organization holds the keys to your encrypted content.

  4. Configure access to Enterprise Content Management (ECM) in Control Hub.

    ECM enables your organization to manage and share content for collaboration. Configure ECM platform in Control Hub to provide users with permission for content access in Webex app. Users can only use an approved ECM platform to upload and manage files and content in Webex app.

Align Calling for Organization

If your organization has a Unified CM deployment, or you upgraded Jabber with Messenger to Webex app, use these steps to setup Calling in Webex app (Unified CM). Refer to the Transitioning from Jabber Unified CM Calling to Calling in Webex app (Unified CM) and the Calling in Webex app (UCM Calling) Configuration guides for more information.

Webex app already includes most calling features for knowledge workers. However, in some cases, advanced calling features such as contact center and multiline aren't yet available in Webex app, and you can use Webex app with a cross-launch to Jabber as an interim solution. This option opens Jabber when users make calls from Webex app, and incoming calls ring directly in Jabber. For more information, see Webex Teams with Jabber Cross Launch.

  1. Deploy Calling in Webex app (Unified CM)

    In this solution, Webex app registers directly to Cisco Unified CM call control environment. This can be on-premises enterprise, Business Edition 6000/7000, or as delivered through an HCS partner.

    End users can make calls directly on Webex app, use midcall features, and do desk phone control from Webex app.

  2. Setup Webex app Calling Behavior for Organization and Users

    You can configure the organization with a default calling application and the associated PSTN calling choice. You can override these choices for specific users with different calling needs.

    Choose Calling in Webex app (Unified CM) to keep calls in Webex app. You can then override with Cisco Jabber app to enable cross-launch to Jabber for those users who require more advanced calling functions (such as multiline and contact center agent features).

    Note the caveats in the deployment guide.

If you are new to Webex, you can deploy Webex Free Calling for simplicity. This option is for making SIP calls. If your organization requires an enterprise grade calling solution to complement Webex app for messaging and meetings, read about Cisco Webex Calling:

If you've completed stages 1-4, you're ready roll out the Webex app.

  Command or Action Purpose
1

Deploy the Webex app.

Based on your organization’s policy, you can choose whether to allow auto update during installation, and how often to receive an update, through configuration of the Webex app.

This gives you full control of the version and timing of Webex app upgrades.

For a new installation, you can install the Webex app using the MSI file on Windows or DMG file on Mac. Use command line parameters with the MSI file on Windows to specify more granular control on app. Users can download and install Webex for themselves from https://www.webex.com/downloads.html.

Webex periodically checks for newer versions and notifies users when an upgrade is available. Auto upgrade only applies to the desktop versions of Webex.

2

Remove Webex Meetings Desktop app.

After the users have the Webex app installed on their desktops, you can remove the Webex Meetings Desktop app from their machines. You can do this on your users' behalf, and we provide a tool to completely remove Webex Meetings Desktop app:

3

Keep track of new features.

We update the What’s New article for each component when we introduce new features. We recommend that you subscribe to the following articles to hear about the latest developments:

What to do next

For more information on getting started with the Webex app, visit our Journey to Webex app from Meetings update page or contact your account team.