WebEx Security tips

WebEx Security tips

Document number: 12016

Because the peoplesoft.webex.com website is outside of the firewall, anyone has access to it. The following are suggestions to help secure a WebEx meeting so that the competition is not aware of the meetings nor can they join one.

Create the meeting as an Unlisted meeting.
Be creative with meeting name.
Lock the meeting.

All WebEx meetings are password protected. Security has been implemented so that some passwords cannot be used because they can be easily guessed or figured out. For additional information, see Eureka! document 16207 — Password guidelines for WebEx meetings.

For additional information, see Eureka! document 12015 — How to attend a WebEx Meeting.

To create a meeting as an Unlisted Meeting:

Click this link to go to PeopleSoft's WebEx home page.
In the left pane, click the Schedule a Meeting link.
In the Sign In to WebEx window, enter the WebEx ID and Password.
If the user is already logged on to WebEx, this prompt will not appear.
Click the Log In button.
In the Create Meeting window, enter the following:
- Topic: Type a creative meeting name.
- Meeting Password: Type the meeting password
- Confirm Password: Retype the meeting password for confirmation.
Click the box to the left of Unlisted Meeting so that a check mark appears.
Complete the remaining items in the Schedule a Meeting window and click the Schedule button

Inform all meeting participants that this meeting is unlisted and what the meeting number is so that they can join. Anyone going to the peoplesoft.webex.com home page will not see the meeting listed whether it is in progress or will be starting within the next 24 hours.

Note: If the participants tell you that they don't see the meeting, reiterate to them that the meeting is unlisted and will never show in either list.

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When creating the meeting, be sure to be creative with the meeting name. Because anyone has access to the site, they can see the list of upcoming meetings. If a presentation is being done for a competitor's customer, it is important that the competitor is not aware of it.

Instead of naming the meeting "Sales Presentation for XYZ, Corp" where XYZ, Corp is the competitor's customer, name it "WW - Meeting #1" where WW are your initials. With an obscure title, if a competitor "visits" the peoplesoft.webex.com site, the meeting titles will not be so blatant that they are aware of what presentations are being done and for whom.

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Once all participants have entered the meeting, it can be locked to prevent unwanted participants from entering.

To lock the meeting:

Click the Tools button on the menu bar above the Attendees/Polling/Video tabs.
Select Lock Meeting from the drop down menu.

The meeting is now locked. No one can enter the meeting including late comers or invited guests.

If authorized participants who have not yet entered try to get into the locked meeting or if it no longer needs to be locked, it can be unlock it by doing the following:

Click the Tools button on the menu bar above the Attendees/Polling/Video tabs.
Select UnLock Meeting from the drop down menu.

The meeting is now unlocked and more participants can join provided they have the meeting number and password.

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