Avaya Conference Viewersupport.avaya.com/elmodocs2/meeting_exchange/R5.0/04...This chapter introduces the Avaya Conference Viewer application. It outlines the main features and describes

Avaya Conference ViewerRelease 5.0User Guide

04-602196Release 5.0August 2007

Issue 1

© 2007 Avaya Inc. All Rights Reserved.

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Contents

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Chapter 1: Introduction to Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1Participant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3Q&A. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4Chat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

Interactive and Passive Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6Logging on to Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7

Logging on to Meeting Exchange Enterprise Edition . . . . . . . . . . . . . . . . . . . . 1-7The DOS Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10

Chapter 2: Viewing Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Viewing the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2Sorting the Participant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

Example 1: Sorting According to Muted Status. . . . . . . . . . . . . . . . . . . . . . . . . 2-3Example 2: Sorting According to Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4

Printing the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4Saving the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4Editing Participant Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5Viewing Details Associated with the Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6Modifying Participant List Page Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

Chapter 3: Viewing Q&A Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

3 Avaya Conference Viewer User Guide

Q&A Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1Moving Questioners up the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3Moving Questioners down the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3Moving Questioners to the Top of the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4Moving Questioners to the Bottom of the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4Deleting Questioners from the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

Chapter 4: Viewing Polling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1Initiating Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2Stopping Polling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2Entering a Polling Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3Viewing a Graph of Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

Generating a Polling Report for Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4Saving a Polling Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6

Chapter 5: Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Introduction to Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1Accessing the Chat Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2Saving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3Printing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4

Appendix A: Troubleshooting Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1

The Browser Screen is Flickering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IX-1

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Figures

Figure 1-1: Platform Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2Figure 1-2: Interaction Between Moderators and Operators . . . . . . . . . . . . . . . . . . . . . 1-3Figure 1-3: Log On Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8Figure 1-4: Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9Figure 1-5: Unsuccessful Log On Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10Figure 2-1: Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2Figure 2-2: File Download Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4Figure 2-3: Save As Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5Figure 2-4: Participant Details Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6Figure 2-5: Conference Details Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7Figure 2-6: Conference Details Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7Figure 3-1: Starting a Q&A Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2Figure 3-2: Inactive Q&A List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3Figure 4-1: Polling Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3Figure 4-2: Polling Screen with Preview Piechart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4Figure 4-3: Polling Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5Figure 4-4: Print Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-5Figure 4-5: Warning Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6Figure 4-6: Save As Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7Figure 5-1: Chat Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3Figure A-1: Internet Options Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1Figure A-2: Settings Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-2


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Tables

Table 1-1: Polling Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5


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PrefaceThis chapter describes the purpose of the Avaya Conference Viewer User Guide. It also describes the intended audience.

PurposeThe Avaya Conference Viewer User Guide describes the Avaya Conference Viewer application. Avaya Conference Viewer is a Web-based application that enables Moderators to view conferences. It optimizes communication between Moderators and Operators. It also enables Moderators to manage Q&A sessions and Polling forums. This manual describes the steps involved in each of these tasks.

The Avaya Conference Viewer User Guide is intended for Moderators. The manual is aimed at a non-technical audience and requires no specialist background knowledge.

The Avaya Conference Viewer User Guide describes the functionality of the Avaya Conference Viewer application on the Meeting Exchange Enterprise Edition. On the Meeting Exchange Enterprise Edition, Operators manage conferences using the Avaya BridgeTalk application. For more information, see Figure 1-1 on page 1-2.


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Chapter 1 Introduction to Avaya Conference ViewerThis chapter introduces the Avaya Conference Viewer application. It outlines the main features and describes how to log on to Avaya Conference Viewer. It contains the following sections:

• Avaya Conference Viewer

• Interactive and Passive Mode

• Logging on to Avaya Conference Viewer

Avaya Conference ViewerAvaya Conference Viewer is a Web-based application that assists Moderators in the control of conferences. It optimizes communication between Moderators and Operators during conferences and provides Moderators with a visual representation of participants. In addition, Avaya Conference Viewer presents a graphical display of a Questioner’s Queue and a polling forum. Chat functionality in Avaya Conference Viewer enables Moderators to converse with Operators in real time.

Operators use Avaya BridgeTalk to coordinate conferences. Avaya BridgeTalk is a comprehensive conference management tool. Using this tool, Operators can manage large numbers of conferences and initiate features such as polling and Q&A.


Figure 1-1, “Platform Types” illustrates the two platform types.

Figure 1-1: Platform Types

Platform Type: Meeting Exchange Enterprise Edition

BridgeTalk

Meeting Exchange Enterprise Edition

Operator

Avaya Conference Viewer

Moderator

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Figure 1-2, “Interaction Between Moderators and Operators” illustrates the interaction between Moderators and Operators.

Figure 1-2: Interaction Between Moderators and Operators

Functionality within Avaya Conference Viewer can be divided into four main areas:

• Participant List

• Q&A

• Polling

• Chat

In addition, there are two modes of operation: Interactive mode and Passive mode. Passive mode is a “view only” mode. In Passive mode, Moderators can view the Participant List and Questioner’s Queue. Interactive mode provides Moderators with access to greater functionality. For example, Moderators can change the order of questioners in the Questioner’s Queue. For more information, see Interactive and Passive Mode.

Participant ListThe Participant List is a visual display that shows the details of each conference participant. These details are current status, name, company, phone number, and other optional information. Moderators can print the Participant List or save it as a comma

Interaction between Avaya Conference Viewer and BridgeTalk

Avaya Conference Viewer

Moderator

Moderator

Moderator

Operator

BridgeTalk

Browsers


separated value (.CSV) file. The Participant List also displays a lock symbol, which indicates whether the conference is locked or unlocked. If a conference is locked, no additional participants can join.

Moderators can also use the participant list to view more details about the current conference. These details include the recording status and the number of participants. Moderators can also adjust the displayed page size to ensure that it is optimized for the current number of participants.

Note: For more information, see Viewing Participants.

Q&A A Q&A exchange is a structured session in which Moderators or Operators manage a queue of participants who wish to ask questions.

Participants who wish to ask a question, enter a DTMF sequence using their telephone key pad. They are then added to a Questioner’s Queue. During question time, the Operator moves sequentially through the Questioner’s Queue, enabling each participant to ask their question.

Operators initiate Q&A sessions using the Avaya BridgeTalk application. Once initiated, Moderators manage Q&A sessions using the Avaya Conference Viewer application. Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a Q&A session.

During a Q&A session, Avaya Conference Viewer displays the Q&A queue and highlights the current speaker.

Note: In Meeting Exchange Enterprise Edition, polling and Q&A cannot be run simultaneously.

Note: For more information, see Viewing Q&A Sessions.

PollingPolling enables participants to specify a preferred option from a list of available options. In Polling mode, Operators present a selection of choices and participants enter a DTMF key sequence corresponding to their favored choice. All participant votes are collated and the options are ranked accordingly.

Operators initiate polling using the Avaya BridgeTalk application. Once initiated, Moderators can manage polling sessions using the Avaya Conference Viewer application.

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Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a polling session.

Prior to a polling session, Moderators can enter the polling question and a list of the possible responses in Avaya Conference Viewer. The polling responses consist of a descriptive tag and an associated digit. A descriptive tag is an option statement and the associated digit is the DTMF key that must be entered in order to select that option. For example:

In this example, if a participant wishes to vote “Yes”, they press “1” on their telephone keypad. Similarly, if they wish to vote “No”, they press “2”, and so on.

In Meeting Exchange Enterprise Edition, Avaya Conference Viewer displays the incoming votes during a polling session. Moderators can view the name, company, and vote number associated with each voter. When Polling is stopped, a chart of the results is displayed. Moderators can print and save the results in .CSV format.


Note: For more information, see Viewing Polling.

ChatModerators and Operators can communicate in real time using Avaya Conference Viewer Chat functionality. Operators can initiate a chat session using the Avaya BridgeTalk application. Moderators can initiate a chat session using Avaya Conference Viewer. Moderators can communicate with the following groups:

• All Moderators associated with the conference

• All Operators associated with the conference

• All Operators and Moderators associated with the conference

Table 1-1: Polling Example

Descriptive Tag Associated Digit

Yes 1

No 2

Undecided 3


• Individual Operators or Moderators associated with the conference

Note: For more information, see Sending Messages.

Interactive and Passive ModeAvaya Conference Viewer has two modes of operation, each providing access to a different level of functionality.

In Passive mode, Moderators can:

• Chat to other Moderators and Operators

• View the Questioner’s Queue

• Enter polling questions and answers

• View and sort the Participant List

In Interactive mode (also known as active mode), Moderators can:

• Chat to other Moderators and Operators

• Change the order of the Questioner’s Queue

• Delete questioners from the Questioner’s Queue

• Enter polling questions and answers

• View and sort the Participant List

• Edit caller details in the Participant List

Note: To indicate an active Moderator, an asterisk is displayed next to the main title. If an asterisk is not displayed, the current Moderator is a passive Moderator.

To log on as a passive Moderator, use the Avaya Conference log on URL for passive Moderators. To log on as an active Moderator, use the Avaya Conference log on URL for active Moderators. All log on URLs are available from your Service Provider.

For example: Figure 1-4, “Avaya Conference Viewer” displays a passive Moderator’s interface. There is no asterisk next to the main title. Figure 3-2, “Inactive Q&A List” displays an active Moderator’s interface. There is an asterisk next to the main title.

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Logging on to Avaya Conference ViewerSpecific URL details are available from Service Providers. However, the general URLs are as follows:

http://<cv server name>/console/console-login?active=yes (Active Login)

http://<cv server name>/console/console-login? (Passive Login)

Branded URLs must match the name of the directory used when creating the branding. Branded URLs follow this format:

http://<cv server name>/<company name>console/console-login?active=yes (Active Login)

http://<cv server name>/<company name>console/console-login? (Passive Login)

For more information on branding, see the Avaya Conference Viewer Installation and Administration Guide.

To log on to Avaya Conference Viewer on Meeting Exchange Enterprise Edition, Moderators require the following information1:

• Username

and one or more of the following:

• Conference ID

• Conference Code

• Confirmation Number

Note: The Avaya Conference Viewer Log On URL and log on information (such as conference codes or conference references) are available from Service Providers.

In Meeting Exchange Enterprise Edition, it is possible to save user log on details for future re-use. To store log on details, users select the Save Login Details option on the Log On screen. The Save Login Details option is a configurable field and may not be displayed on your Avaya Conference Viewer.

Logging on to Meeting Exchange Enterprise Edition1. Enter the Avaya Conference Viewer Log On URL.

1.The Log on fields are configurable. Contact your Service Provider for more information.


The Log On screen is displayed.

Figure 1-3: Log On Screen

2. Enter your name in the Name field.

This field accepts a maximum of 20 characters.

3. Enter a valid number in the Conference ID field.

4. Enter a valid confirmation number in the Confirmation Number field.

Log on fields are configurable. Your log on parameters may differ from those displayed in Figure 1-3, “Log On Screen”. For example, the Moderator Code may be required. Avaya Conference Viewer accepts numeric Moderator Codes, but not alphanumeric Monderator Codes.

5. Click Login.

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Avaya Conference Viewer opens.

Figure 1-4: Avaya Conference Viewer

The Avaya Conference Viewer screen consists of a main information panel and a lefthand menu.

The main information panel has three tabs: Participant List, Q&A, and Polling. The three tabs correspond to three of the main features discussed in Avaya Conference Viewer.

The lefthand menu contains two options: Log Out and Chat. Moderators can exit Avaya Conference Viewer by clicking the Log Out option. Moderators can access the Chat dialog by clicking the Chat option. The Chat dialog is also displayed by default when a user logs on.

If Pop-up Blocker (also known as Pop-up Killer or Pop-up Stopper) software is installed on the PC, ensure that it is removed or disabled. The Avaya Conference Viewer server launches two pop-up dialogs, namely, the Chat dialog and the Avaya Conference Viewer main page.

Main Information PanelLefthand Menu


Note: If log on is unsuccessful due to invalid conference details, an error message such as the following, may be displayed:

Figure 1-5: Unsuccessful Log On Screen

The DOS WindowWhen you run Avaya Conference Viewer, the system displays a DOS dialog. This DOS dialog contains the database where Avaya Conference Viewer writes CDR and CoDR information. It is important to keep this dialog open while Avaya Conference Viewer is running.

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Chapter 2 Viewing ParticipantsThis chapter describes the Avaya Conference Viewer Participant List. It describes how to view, sort, print, and save the Participant List. It also describes how to edit participant details. Lastly, it describes how to modify the Participant List page size.

The Participant List is a visual display that shows each conference participant, along with their current status, their name, their company, their phone number, and a comment. The Participant List enables Moderators to view a graphical display of the conference. Moderators can sort the Participant List using a number of sort criteria, such as status, name, phone number, and company. Moderators can also print and save the Participant List as a .CSV file.

Note: .CSV files can be imported to another application, such as Microsoft Excel™.

Moderators can edit the name, phone number, company, and comment associated with each participant. All changes are implemented in real time.

Moderators can also modify the size of the Participant List page. The number of participants displayed on each page can be extended or reduced. Multiple pages can be accessed by clicking on the page number at the base of the Participant List.

If a Moderator requests help from the Operator, they are temporarily removed from the Participant List. They are replaced in the Participant List when they are released by the Operator. Moderators can request help by entering a DTMF key sequence on their telephone.

For more information, see:

• Viewing the Participant List

• Sorting the Participant List

• Printing the Participant List

• Saving the Participant List

• Editing Participant Details

• Viewing Details Associated with the Conference


• Modifying Participant List Page Size

Viewing the Participant ListThe Participant List is displayed when a Moderator logs on to Avaya Conference Viewer. When the Participant List is displayed, the Participant List tab at the top of the page is black. Unselected tabs are orange. For more information on logging on to Avaya Conference Viewer, see “Logging on to Avaya Conference Viewer” on page 1-7.

The Participant List is displayed as follows:

Figure 2-1: Participant List

Note: To indicate an active Moderator, an asterisk is displayed next to the main title. If this asterisk is not displayed, the current Moderator is a passive Moderator.

Note: If the Operator create the conference using the Avaya BridgeTalk application, you can log into the conference even if the conference has no participants in it at that time.

Participant List Tab

Caller Icon

Moderator Indicator

Print IconSave Icon

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Sorting the Participant ListThe Participant List can be sorted according to a number of sort criteria.

In Meeting Exchange Enterprise Edition, the sort criteria are as follows:

• Status

• Name

• Phone

• Company

• Other

The Participant List can be sorted in ascending or descending order.

With regard to the Status sort criteria, the Participant List can be sorted according to one of the following status categories:

• Muted

• Moderator

The Muted category sorts the participants according to whether they are muted or unmuted (listen mode and talk mode).

The Moderator category sorts the participants according to whether they are Moderators or participants.

As with other sort criteria, the Participant List can be sorted according to status in ascending or descending order.

Note: Not all participant states are displayed. For example, Avaya Conference Viewer does not indicate if a participant is in “Operator Recall” mode.

Example 1: Sorting According to Muted Status1. On the Participant List screen, click Status.

The “By Muted, By Moderator” pop-up list is displayed.

2. Select By Muted.

The “Ascending, Descending” pop-up list is displayed.

3. If you wish to list the participants in ascending order, click Ascending. In ascending order, unmuted participants are displayed before muted participants. If you wish to list the participants in descending order, click Descending.

The Participant List is updated.


Example 2: Sorting According to Name• To sort the Participant List in ascending order, click Name. In ascending order, names

are listed from A to Z.

• To sort the Participant List in descending order, click Name again. In descending order, names are listed from Z to A.

Printing the Participant List1. Click the Print icon on the Participant List screen.

The Print dialog is displayed.

2. Click Print.

The Participant List is printed.

Saving the Participant List1. Click the Save icon on the Participant List screen.

The File Download dialog is displayed.

Figure 2-2: File Download Dialog

2. Click Save.

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The Save As dialog is displayed.

Figure 2-3: Save As Dialog

3. Select an appropriate folder in which to save the file.

The default file name is CV_Part_[MODERATOR_CODE].csv.

4. Click Save.

5. Click Close to close the dialog or click Open to view the saved Participant List.

The Participant List is saved as a .CSV file.

.CSV files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the Participant List CSV file requires some manual editing to ensure that data is displayed correctly in each column.

Editing Participant DetailsModerators in Interactive mode can edit a number of details associated with conference participants.

In Meeting Exchange Enterprise Edition, these are:

• Name

• Phone number

• Company name

• Comment

To edit participant details:

1. Click the participant icon associated with the participant whose details you wish to update.


The Edit pop up dialog is displayed.

Note: The Edit pop up dialog is modal. While it is displayed, you cannot click anywhere else in the interface. You must click Edit and display the Participant Details dialog. At that point, you can exit the Participant Details dialog and click elsewhere in the interface, if you wish.

2. Click Edit.

The Participant Details dialog is displayed.

Figure 2-4: Participant Details Dialog

3. Change the content of the fields as required.

4. Click Edit.

The updated Participant List is displayed.

Viewing Details Associated with the ConferenceA number of details associated with the current conference can be viewed. These are:

• Number of participants

Note: The number of participants is displayed on the main Participant List screen. It is also displayed on the Conference Details dialog.

To view conference details:

1. Click Details on the main Participant List screen.

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The Conference Details dialog is displayed.

Figure 2-5: Conference Details Dialog

2. Close the dialog to return to the Participant List screen.

The Participant List screen is displayed.

Modifying Participant List Page SizeModerators can extend or reduce the number of participants displayed on each page. If there are multiple pages, they can be accessed by clicking on the page number at the base of the Participant List.

Note: Moderators can also extend or reduce the number of participants displayed on the Q&A List by clicking the Q&A List Details icon:

To modify the Participant List page size:

1. Click Details on the main Participant List screen.

The Conference Details dialog is displayed.

Figure 2-6: Conference Details Dialog

2. Enter the number of participants you wish to display on each page in the Participant List Page Size field.

3. Click Set Page Size.


The updated Participant List is displayed.

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Chapter 3 Viewing Q&A SessionsThis chapter describes how to access an interactive visual display of a Questioner’s Queue. Using the visual display, Moderators can conduct question and answer sessions with maximum efficiency. This chapter describes how to change the order of questioners and how to remove questioners from the queue. It contains the following sections:

• Q&A Conferences

• Moving Questioners up the Queue

• Moving Questioners down the Queue

• Moving Questioners to the Top of the Queue

• Moving Questioners to the Bottom of the Queue

• Deleting Questioners from the Queue

Q&A ConferencesA Q&A exchange is a structured session in which Moderators or Operators manage a queue of participants who wish to broadcast questions into the conference.

Participants who wish to ask a question, enter a DTMF sequence using their telephone key pad. They are then added to a Questioner’s Queue. During question time, the Operator moves through the Questioner’s Queue, enabling each participant to broadcast their question to the conference.

Operators initiate Q&A sessions using the Avaya BridgeTalk application. Once initiated, Moderators can manage Q&A sessions using the Avaya Conference Viewer application. Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a Q&A session.


Figure 3-1, “Starting a Q&A Session” illustrates a typical Q&A initiation scenario (when in interactive mode).

Figure 3-1: Starting a Q&A Session

As participants enter the appropriate DTMF sequence, they are displayed in the Q&A screen in Avaya Conference Viewer. Moderators in Passive mode can view this display. Moderators in Interactive mode can view the display and perform a number of actions on the registered participants. For example, Moderators can remove questioners from the queue or change the order of questioners.

Note: For more information on Passive and Interactive mode, see “Interactive and Passive Mode” on page 1-6.

If a Moderator requests help from the Operator, they are temporarily removed from the Q&A List. They are replaced in the Q&A List when they are released by the Operator. Moderators can request help by entering a DTMF key sequence on their telephone.


Typical Q&A Initiation Scenario for Operators and Moderators

Operator

Manages Q&A session (For example, changes the order of questioners and deletes questioners.)

Sends message to Operator to start a Q&A session.

Moderator

Starts Q&A session

(Interactive mode)

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Prior to initiation, the Q&A List is displayed as follows:

Figure 3-2: Inactive Q&A List

Once activated, via the Avaya BridgeTalk application, the Questioner’s Queue is displayed. In Meeting Exchange Enterprise Edition, any non-muted participant who has requested a place in the Q&A queue is considered an Active Speaker.

For more information on Avaya BridgeTalk functionality, see the Avaya Meeting Exchange 5.0 BridgeTalk Guide.

Moving Questioners up the Queue• Click the Up arrow associated with the participant you wish to move.

The questioner moves up the queue, one row at a time.

Moving Questioners down the Queue• Click the Down arrow associated with the participant you wish to move.

The questioner moves down the queue, one row at a time.


Moving Questioners to the Top of the Queue• Click the Double Up arrow associated with the participant you wish to move.


Moving Questioners to the Bottom of the Queue• Click the Double Down arrow associated with the participant you wish to move.


Deleting Questioners from the Queue• Click the Remove icon associated with the participant you wish to remove.

The questioner is removed from the queue.

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Chapter 4 Viewing PollingThis chapter describes polling functionality in Avaya Conference Viewer. It describes how to view a graphical representation of polling options and responses. It also describes how to view polling results and how to export a polling report. It contains the following sections:

• Polling

• Initiating Polling

• Stopping Polling

• Entering a Polling Question

• Viewing a Graph of Results

• Saving a Polling Report

PollingPolling enables participants to answer multiple choice questions posed by Operators on behalf of Moderators. In Polling mode, Moderators present a selection of choices and participants enter a DTMF key sequence corresponding to their favored choice. All participant votes are collated and the options are ranked accordingly.

Operators initiate polling using the Avaya BridgeTalk application.

Prior to a polling session, Moderators can enter the polling question and a list of the possible responses in Avaya Conference Viewer. The polling responses consist of a descriptive tag and an associated digit. A descriptive tag is an option statement and the associated digit is the DTMF key that must be entered in order to select that option.

If a participant requests help from the Operator, they are not removed from the polling session. Their vote is still counted.



Initiating PollingPollling is initiated via Avaya BridgeTalk. Moderators use the chat feature to communicate with Operators who are using Avaya BridgeTalk. Operators start polling functionality on behalf of Moderators. For more information on the chat feature, see “Sending Messages” on page 5-1.

To start polling:

1. Click the Polling tab to display the Polling screen.

The Polling screen is displayed.

2. Send a message to the Operator instructing them to begin polling.

3. Enter a question in the Question field and enter a series of potential answers in the Answers fields. For more information, see “Entering a Polling Question” on page 4-3.

4. Operators and Moderators ask conferees to specify a preference for one of the potential answers, via a DTMF key sequence on their telephone.

To stop polling and view results, see “Stopping Polling” on page 4-2.

Note: In Meeting Exchange Enterprise Edition, polling must be stopped manually by Avaya BridgeTalk.

Stopping PollingPollling is stopped via Avaya BridgeTalk. Moderators use the chat feature to communicate with Operators who are using Avaya BridgeTalk. Operators stop polling functionality on behalf of Moderators. For more information on the chat feature, see “Sending Messages” on page 5-1.

3

When polling stops, the Polling Results screen is displayed on the main Avaya Conference Viewer window, as follows:

Figure 4-1: Polling Screen

Entering a Polling Question1. Enter the text of the polling question in the Question Field on the Polling screen.

2. Enter the first possible response in the first Answer field.

3. Enter the second possible response in the second Answer field.

4. Continue until all possible responses have been entered.

Polling TabPolling QuestionPossible ResponsesActual Votes


Viewing a Graph of ResultsWhen polling is complete, a piechart is displayed on the Polling screen. Moderators can also generate a polling report that contains details of individual votes (for more information, see “Generating a Polling Report for Printing” on page 4-4).

Figure 4-2: Polling Screen with Preview Piechart

Note: On the screen which displays the polling responses, a black bar may cover the first response. This issue only occurs on the screen of the Moderator who entered the polling questions. The black bar obscures the first response. To work around this issue, log in again, as a Moderator. The black bar is no longer displayed in the new screen.

Generating a Polling Report for Printing1. Click the printer icon on the Polling screen.

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A polling report is generated.

Figure 4-3: Polling Report

The Print dialog is also displayed.

Figure 4-4: Print Dialog

2. Click Print.


The Polling Report is printed.

The printed report always displays polling responses. However, it displays the polling questions only in the report of the Moderator who created the poll.

Saving a Polling Report

Note: If you enter the maximum number of characters in the question and answer fields, Avaya Conference Viewer may not successfully save the polling report. To work around this issue, do not enter the maximum number of characters in the question and answer fields.

1. Click Save CSV File on the Polling Report dialog.

A warning dialog may be displayed.

Figure 4-5: Warning Dialog

2. Click Save.

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Figure 4-6: Save As Dialog


4. Click Save.

The file is saved.

.CSV files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the Polling Report CSV file requires some manual editing to ensure that data is displayed correctly in each column.

The saved report always displays polling responses. However, it displays the polling questions only in the report of the Moderator who created the poll.


1

Chapter 5 Sending MessagesThis chapter describes Chat functionality in Avaya Conference Viewer. Chat functionality enables Moderators to send messages to Operators and other Moderators associated with their conference. It contains the following sections:

• Introduction to Chat

• Accessing the Chat Window

• Sending Messages

• Saving Messages

• Printing Messages

Introduction to ChatAvaya Conference Viewer optimizes communication between Moderators and Operators during conferences. Moderators and Operators can use Chat functionality to coordinate Q&A sessions, to initiate Polling, and to ensure that conferences run smoothly. Operators access Chat functionality using the Avaya BridgeTalk application. Moderators access Chat functionality using Avaya Conference Viewer. Communication between the two applications is seamless.

Moderators can communicate with the following groups:

• All Moderators associated with the conference

• All Operators associated with the conference

• All Operators and Moderators associated with the conference

• Individual Operators or Moderators associated with the conference

Note: If two chat users (Operators or Moderators) have the same username, the second user is prompted to enter a nickname to avoid confusion.

At any time, the limit on the size of the Chat window is 256 lines. When the size of the Chat window exceeds 256 lines, older messages are discarded as new messages arrive.


For this reason, it is a good idea to save message transcripts a number of times during a long exchange of messages. Similarly, it is a good idea to print message transcripts a number of times during a long exchange of messages.

Accessing the Chat Window

Note: By default, the Chat window opens when a user logs on.

To access the Chat window:

• From the lefthand menu, click Chat.

The Chat window is displayed.

Sending MessagesTo send a message:

1. Select a message recipient from the To drop-down list.

Moderators can send messages to:

• All Moderators and Operators

• All Operators

• All Moderators

• Individual Operators and Moderators

Moderators can only send messages to Operators and Moderators associated with their conference. Moderators cannot send messages to Operators and Moderators associated with a different conference.

2. Enter the message text in the text field at the bottom of the Chat window.

3. Click Send.

The message is sent to the selected recipient(s).

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The message text is displayed in the Chat window. The current time and date are displayed next to the message text. The message recipient is also displayed.

Figure 5-1: Chat Dialog

Saving MessagesModerators can save a transcript of the messages associated with their conference. The message report is saved as a .CSV file.

Note: It is a good idea to save message transcripts a number of times during a long exchange of messages because the limit on the size of the Chat window is 256 lines.


To save messages:

1. Click the Disk icon in the Chat window.

The File Download dialog is briefly displayed. The message transcript opens within a viewing package, such as Microsoft Excel™.

2. From the File menu, select Save.



4. Enter a meaningful filename.

5. Click Save.

The file is saved as a .CSV file.

.CSV files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the messages CSV file requires some manual editing to ensure that data is displayed correctly in each column.

Printing MessagesModerators can print a transcript of the messages associated with their conference.

Note: It is a good idea to print message transcripts a number of times during a long exchange of messages because the limit on the size of the Chat window is 256 lines.

To print messages:

1. Click the Print icon in the Chat window.

A preview of the transcript is displayed. The Print dialog is also displayed.

2. Click Print.

The message transcript is printed.

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Appendix A Troubleshooting Avaya Conference Viewer

This chapter describes some common issues that may arise when running Avaya Conference Viewer.

The Browser Screen is FlickeringIf the browser screen is flickering, users should check that their browsers are configured to reload pages only if necessary. This is the browser default setting. To check browser settings:

1. Select Tools and then Internet Options from the main Internet Explorer menu.

The Internet Options dialog is displayed.

Figure A-1: Internet Options Dialog

avaya


2. Click Settings.

The Settings dialog is displayed.

Figure A-2: Settings Dialog

3. Ensure that Automatically is selected under Check for newer versions of stored pages.

4. Click OK.

The Internet Options dialog is displayed.

5. Click OK.

The main browser window is restored.

IX-1

Index

Files.CSV 1-5

Aascending 2-3

Cchat 5-1

accessing 5-2printing 5-4saving 5-3sending messages 5-2

Ddescending 2-3

Ffeatures 1-3

Iinteractive 1-6introduction 1-1

chat 1-5participant list 1-3polling 1-4Q&A 1-4

Llefthand menu 1-9logging on

700/780 1-7

Mmodes 1-6

Ppage size 2-7participants 2-1

details 2-6editing 2-5page size 2-1printing 2-4saving 2-4sorting 2-3viewing 2-2

passive 1-6platforms 1-2polling 4-1

entering questions 4-2printing 4-4saving 4-6stopping 4-2viewing results 4-4

IX-2 Avaya Conference Viewer User Guide

pop-up blocker 1-9

QQ&A 3-1

activating 3-3deleting questioners 3-4initiating 3-3moving questioners 3-3starting 3-3

Ssort criteria 2-3

Ttabs 1-9troubleshooting A-1

Vvoting 1-5

Documents

Avaya Conference Viewersupport.avaya.com/elmodocs2/meeting_exchange/R5.0/04...This chapter introduces the Avaya Conference Viewer application. It outlines the main features and describes