RealPresence CloudAXIS Suite - Polycom...RealPresence® CloudAXIS Suite User Guide Release 1.4.0 Polycom, Inc. 7 Create and Manage Your Meetings This section shows you how to use the

Polycom, Inc. 1

USER GUIDE

RealPresence® CloudAXIS™ Suite

Software 1.4.0 | February 2014 | 3725-03305-004 Rev. A

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0

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Copyright ©2014, Polycom, Inc. All rights reserved. No part of this document may be reproduced, translated into another language or format, or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc.

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Polycom®, the Polycom logo and the names and marks associated with Polycom products are trademarks and/or service marks of Polycom, Inc. and are registered and/or common law marks in the United States and various other countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or transmitted in any form or by any means, for any purpose other than the recipient's personal use, without the express written permission of Polycom.

End User License Agreement

By installing, copying, or otherwise using this product, you acknowledge that you have read, understand and agree to be bound by the terms and conditions of the End User License Agreement for this product.

Patent Information

The accompanying product may be protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc.

Open Source Software Used in this Product

This product may contain open source software. You may receive the open source software from Polycom up to three (3) years after the distribution date of the applicable product or software at a charge not greater than the cost to Polycom of shipping or distributing the software to you. To receive software information, as well as the open source software code used in this product, contact Polycom by email at [email protected].

Disclaimer

While Polycom uses reasonable efforts to include accurate and up-to-date information in this document, Polycom makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for any typographical or other errors or omissions in the content of this document.

Limitation of Liability

Polycom and/or its respective suppliers make no representations about the suitability of the information contained in this document for any purpose. Information is provided “as is” without warranty of any kind and is subject to change without notice. The entire risk arising out of its use remains with the recipient. In no event shall Polycom and/or its respective suppliers be liable for any direct, consequential, incidental, special, punitive or other damages whatsoever (including without limitation, damages for loss of business profits, business interruption, or loss of business information), even if Polycom has been advised of the possibility of such damages.

Customer Feedback

We are striving to improve our documentation quality and we appreciate your feedback. Email your opinions and comments to [email protected].

Visit the Polycom Support Center for End User License Agreements, software downloads, product documents, product licenses, troubleshooting tips, service requests, and more.

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Contents

About This Guide ...................................................................................................... 5

Conventions Used in this Guide ..................................................................................................... 5 Terms and Writing Conventions ....................................................................................................... 5 Information Elements ....................................................................................................................... 5 Typographic Conventions ................................................................................................................ 6

What’s in this Guide? ....................................................................................................................... 6

Get Started ................................................................................................................. 8

Learn the Minimum Requirements .................................................................................................. 8 Minimum Software Requirements .................................................................................................... 8 Minimum Software Component Requirements ................................................................................ 8 Minimum Browser Requirements ..................................................................................................... 9 Supported Bandwidth, Video Format, and Resolutions ................................................................... 9 Minimum Hardware Requirements .................................................................................................. 9 Localization .................................................................................................................................... 10

Create and Manage Your Meetings ....................................................................... 11

Access the Portal ............................................................................................................................ 11 Schedule and Start Meetings ........................................................................................................ 11 View Your Scheduled Meetings .................................................................................................... 15 Start a Scheduled Meeting ............................................................................................................. 15 Manage Your Scheduled Meetings ............................................................................................... 16 Manage Contacts in Your Address Book ..................................................................................... 19 Manage Your Personal Details ...................................................................................................... 21

Participate in Meetings ........................................................................................... 22

Join a Meeting ................................................................................................................................. 23 Join a Meeting by Accessing a Web URL ...................................................................................... 23

Select Video Preferences ............................................................................................................... 24 Join in Limited Experience Mode ................................................................................................... 25

Meeting Experience Screen Options ............................................................................................ 26 Record a Meeting ............................................................................................................................ 28 Retrieve a Recording of a Meeting ................................................................................................ 28 Assign Presenter Rights ................................................................................................................ 28 Approve Presenter Rights ............................................................................................................. 29 End a Meeting ................................................................................................................................. 29 Invite Participants During a Meeting ............................................................................................ 30

Invite Participants with an E-mail Message ................................................................................... 30 Invite Participants from a Social Connector Contact List ............................................................... 30

Control the Display Screen ............................................................................................................ 31 Leave a Meeting .............................................................................................................................. 32 Manage Privacy Settings ............................................................................................................... 32


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Hide the Display Your Video Stream ............................................................................................. 32 Mute and Unmute Your Microphone .............................................................................................. 32

Change Your Camera ..................................................................................................................... 33 Change Your Microphone and Speakers ..................................................................................... 33 Request Presenter Rights .............................................................................................................. 34 Share Your Content ........................................................................................................................ 35 View Shared Content ...................................................................................................................... 36 Use Group Chat .............................................................................................................................. 36 Access the DTMF Keypad .............................................................................................................. 37

Troubleshoot Issues ............................................................................................... 38

Get Help ................................................................................................................... 42

Related Documents ........................................................................................................................ 42 The Polycom Community............................................................................................................... 42

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About This Guide 1:

This user guide shows you how to create and participate in recordable online web conference meetings from the Services Portal in the Polycom® RealPresence® CloudAXIS™ Suite.

This section contains common terms, descriptions of writing conventions, and a description of the user guide contents.

Conventions Used in this Guide This user guide contains terms, graphical elements, and typographic conventions. Familiarizing yourself with these terms, elements, and conventions will help you perform video conferencing tasks.

Terms and Writing Conventions As you read this guide, you will notice the same terms and conventions are used repeatedly. Make sure you familiarize yourself with these terms and conventions so you understand how to perform video conferencing tasks.

● Attendee An attendee refers to anyone attending the meeting.

● Presenter Presenters are granted special privileges, including the ability to share content, assign presenter rights, and end the meeting. The meeting creator is automatically given presenter rights, and more than one participant can be granted presenter rights during a meeting.

● Participant Participants receive audio and video experience and can view content.

● Meeting Meetings are active web conferences with a presenter and one or more participants.

● Content Share Content share displays the full desktop to everyone in the meeting. Only participants with presenter rights can share content.

Information Elements The following icons are used to alert you to various types of important information in this guide:

Icons Used in this Guide

Name Icon Description

Note

The Note icon highlights information of interest or important information needed to be successful in accomplishing a procedure or to understand a concept.

Administrator Tip

The Administrator Tip icon highlights techniques, shortcuts, or productivity related tips.

Caution

The Caution icon highlights information you need to know to avoid a hazard that could potentially impact device performance, application functionality, or successful feature configuration.


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Name Icon Description

Warning

The Warning icon highlights an action you must perform (or avoid) to prevent issues that may cause you to lose information or your configuration setup, and/or affect phone or network performance.

Web Info

The Web Info icon highlights supplementary information available online such as documents or downloads on support.polycom.com or other locations.

Timesaver

The Timesaver icon highlights a faster or alternative method for accomplishing a method or operation.

Power Tip

The Power Tip icon faster, alternative procedures for advanced administrators already familiar with the techniques being discussed.

Troubleshooting

The Troubleshooting icon highlights information that may help you solve a relevant problem or to refer you to other relevant troubleshooting resources.

Settings

The Settings icon highlights settings you may need to choose for a specific behavior, to enable a specific feature, or to access customization options.

Typographic Conventions A few typographic conventions, listed next, are used in this guide to distinguish types of in-text information.

Typographic Conventions

Convention Description

Bold Highlights interface items such as menus, soft keys, file names, and directories. Also used to represent menu selections and text entry to the User Interface.

Italics Used to emphasize text, to show example values or inputs, and to show titles of reference documents available from the Polycom Support Web site and other reference sites.

Blue Text Used for cross references to other sections within this document. If you click text in this style, you will be taken to another part of this document.

Courier Used for code fragments and parameter names.

What’s in this Guide? This user guide is organized into five sections:

● Get Started This section gives you the minimum system requirements needed for using a browser to create and participate in online conference meetings.


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● Create and Manage Your Meetings This section shows you how to use the CloudAXIS Services Portal to create, schedule, and manage your meetings.

● Participate in Meetings This section shows you how to join, participate in, and leave a meeting.

● Troubleshoot Issues This section shows you solutions to issues you may experience when using CloudAXIS.

● Get Help This section shows you where to find support documents on the Polycom Support site.

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Get Started 2:

The CloudAXIS Services Portal enables you to create and participate in recordable online video conference meetings. Depending on the organization’s policy, you can also invite contacts on Facebook or Google Talk to join the meetings. Before you get started using the portal, be sure you meet the basic requirements listed in this chapter.

This chapter introduces these basic requirements and is divided into the following sections:

● Minimum Software Requirements

● Minimum Software Component Requirements

● Minimum Browser Requirements

● Supported Bandwidth, Video Format, and Resolutions

● Minimum Hardware Requirements

● Localization

See the remainder of this user guide for information about creating and participating in meetings.

Learn the Minimum Requirements This section shows you the minimum system, hardware, browser, software, network, and bandwidth requirements. You must confirm the requirements listed in this chapter before using the portal. If you experience issues while meeting the requirements, see Troubleshoot Issues.

Minimum Software Requirements The Services Portal requires Windows XP, Vista, Windows 7, or Windows 8 for PCs. For Apple Macs, the portal requires Snow Leopard, Lion, or Mountain Lion.

If you are using a tablet or phone device, it must be capable of running the Polycom RealPresence Mobile application. Refer to the latest release notes for Polycom RealPresence Mobile at www.support.polycom.com for details of compatible devices.

Minimum Software Component Requirements CloudAXIS installs two plug-ins that enable video and social features:

● CloudAXIS Client Plug-in Enables SIP/HTTPS audio/video services and is downloaded when accessing CloudAXIS from a device for the first time

● CloudAXIS Social Plug-in Enables access to Facebook and Google Talk contact lists and is downloaded when accessing social connectors from a device for the first time

Note: End User License Agreement (EULA)

The CloudAXIS Social and Client Plug-ins require acceptance of a EULA before further software management can be taken. Access the EULA for your product at http://support.polycom.com/PolycomService/home/home.htm


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Minimum Browser Requirements You must meet the following browser requirements to access a meeting.

● Microsoft Internet Explorer v8.0 or later

● Mozilla Firefox v14.0 or later

● Google Chrome v11.0 or later

● Apple Safari v5.0.6 or later

Supported Bandwidth, Video Format, and Resolutions The Polycom RealPresence CloudAXIS Suite supports the bandwidth, video format, and pixel resolutions outlined in the following table.

Supported Bandwidth, Video Format, and Resolutions

Bandwidth Video Format Pixel Resolution

64 kbps–511 kbps QVGA 320x240

512 kbps–1023 kbps VGA 640x480

1024 kbps–1920 kbps 720p (HD) 1280x720

NOTE: Bandwidth is regulated by the RealPresence DMA.

Minimum Hardware Requirements The portal in the Polycom RealPresence CloudAXIS Suite requires the following hardware.

Hardware Requirements

Component Description

Processor Processor Intel Core i5, 2.5 GHz or larger

RAM 2 GB

Video memory 256 MB or more

Hard drive space 200 MB

Camera Integrated or external

Audio devices Standard PC97 audio devices

Monitor Recommended: 16:9, 1920x1080

Minimum: 1024x768


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Localization The Polycom CloudAXIS Suite supports the following languages as displayed in your Experience Portal:

Supported languages

To set your browser to your desired language, see the language download instructions for your specific browser.

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Create and Manage Your Meetings 3:

The Services Portal gives you two options for creating online video conference meetings: meetings that start immediately and meetings scheduled for a later time. To create meetings, you must have a user or admin account. Log in to the portal with your user or admin credentials, and select the type of meeting you want to create. Selecting a meeting that starts immediately launches a meeting in your web browser for inviting and interacting with participants.

When selecting the scheduled meeting option, enter the meeting parameters and invite participants. When finished, the portal adds the scheduled meeting to a calendar. When the meeting is scheduled, the portal sends an email with a web URL link to the invited attendees. The attendees access the web URL to join the meeting.

The portal enables features such as content share, video privacy, and group chat. For information on using the portal features, see Participate in Meetings.

The following sections of this chapter describe the steps for accessing the portal, creating a meeting that starts immediately, scheduling a meeting for a later time, logging on to your meetings, managing your meetings, and managing your list of contacts for inviting participants:

● Access the Portal

● Schedule and Start Meetings

● View Your Scheduled Meetings

● Start Your Scheduled Meetings

● Manage Your Scheduled Meetings

● Manage Contacts in Your Address Book

● Manage Your Personal Details

Access the Portal You can access the features of the portal only after you log in to the portal. When logged in, you are able to create, schedule, join, and manage your meetings.

To log into the portal:

1 Obtain user or admin account login credentials from your CloudAXIS administrator.

2 Open a browser, and enter the FQDN in the address bar to open the Services Portal login screen.

3 Enter your login credentials in the USERNAME and PASSWORD fields on the Polycom RealPresence CloudAXIS login page.

Schedule and Start Meetings You can schedule a meeting for a later date or start a meeting immediately. This section tells you how.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

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To schedule a meeting for a later date:

1 Log in to the Services Portal with the user account credentials obtained from your CloudAXIS administrator.

2 Select the Schedule tab, and the Schedule a Meeting screen displays, as shown.

Enter meeting information in the Schedule a Meeting screen

3 Enter the following information:

Meeting Name (optional) Enter the purpose of your meeting. For example, you might enter Engineering Initiatives Meeting for a brainstorming session with engineers.

Agenda (optional) Enter a conference description. Information entered here is sent to all the invited participants.

Date and Time Click inside the text box to display a calendar. Use the calendar to schedule the day, and use the Hour and Minute sliders to schedule the start time. When you are finished, click Done.

Duration Click inside the text box, and then use the Duration’s Hour and Minute sliders to schedule the meeting duration. When you’re finished, click Done.

Use Personal VMR (optional) Check the Use Personal VMR check box, and enter your VMR (virtual meeting room) number. Note the following:

If your personal VMR requires a passcode, you must enter the passcode in the Attendee Passcode and Host Passcode text boxes

Depending on the administrator settings, Use Personal VMR may not appear on the scheduling page.

Invite People Enter the e-mail addresses of the people that you are inviting to the meeting using one or both of the following procedures:

Enter each e-mail address individually—remember to separate each address with a semicolon (;).


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Click ADD FROM CONTACTS to select contacts in your address book or enterprise directory. The Select Attendees screen displays (as shown).

Select From Address Book (direct address book search) and click Search to find your contacts from your local address book. Check the box for each contact you want to include and click INVITE TO MEETING. (For information about your address book, see Manage Your Address Book.)

Select attendees from your address book

Select From Enterprise Users (searches the active directory that you are connected to) and click SEARCH to find your contacts from the enterprise directory. Check the box for each contact you want to include and click INVITE TO MEETING.

Require Authentication (optional) Check this check box to require user ID and password authentication. Active Directory users are always required to enter their username and password credentials. When this box is checked, local users are also required to enter their user ID and password.

Please note:

Guest users will not be allowed into the meeting when Require Authentication is checked.

Require Authentication is not mandatory to enforce passcodes for a meeting.

Attendee Passcode To require a passcode to enter a meeting, enter a passcode in this text box. The passcode must be numerical and can be as long as 10 characters. If an administrator makes the passcode mandatory, the user has to set a passcode for all scheduled and ad hoc meetings.

Host Passcode To require a passcode to enter a meeting as a presenter, enter a passcode in this text box. An attendee who enters this passcode will enter the meeting as a presenter. Use this option to ensure security when accessing the meeting from a web URL instead of the portal. The passcode must be numeric with no more than 10 characters.

4 Click SCHEDULE. The Confirm Details screen displays, similar to the one shown next.


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Confirm meeting details

5 Verify the meeting details, and click CONFIRM. Each invited participant will receive a Meeting Invitation in an e-mail, as shown in the following example.

Confirm the meeting invitation details

To start a meeting immediately:

1 Log in to the Services Portal, and click Meet Now.

2 If the Passcode mandatory check box has been previously selected by the admin on the Settings > Conference Settings screen, you must enter a passcode in the pop-up box that appears (see the following screen).


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Enter a participant passcode

If the Passcode mandatory checkbox was not selected, a welcome screen will instead display with a selection of video preferences. Select your video preferences and join the meeting, and then you can invite participants.

Note: Selecting Video Preferences and Inviting Participants

For help with selecting your video preferences, see Select Video Preferences. For help with inviting participants, see Invite Participants During a Meeting.

View Your Scheduled Meetings You can view and sort through your scheduled meetings from the Calendar tab on the Services Portal.

To view your scheduled meetings:

1 Log in to the Services Portal with the user account credentials obtained from your CloudAXIS administrator.

2 Select the Calendar tab.

3 In the Calendar screen, select one of the following options:

Today Displays all meetings you have scheduled for the current day. Select Prev or Next to navigate through your list of scheduled meetings for that day.

Weekly Displays your scheduled meetings per week. Select Prev or Next to navigate through your list of scheduled meetings per week.

Monthly Displays your scheduled meetings per month. Select Prev or Next to navigate through your list of scheduled meetings per month.

Start a Scheduled Meeting When a meeting is scheduled, the portal sends each attendant an e-mail containing a web URL. Participants use the web URL to access the meeting but are unable to interact with each other until a presenter has logged in.

A presenter can be either a participant with a special passcode to enter the meeting as a presenter or the meeting’s creator. The meeting’s creator automatically has presenter rights and accesses the meeting directly from the portal or using the web URL sent in the e-mail notification.

This section explains how the meeting’s creator accesses the meeting from the portal.


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To access the meeting from the portal:

1 Log into the portal.

2 Select the Calendar tab.

3 Locate the meeting by selecting Today.

4 Click Host. (Note that the Host option appears five minutes before the meeting is scheduled to start. The meeting’s creator, however, cannot log in until the time the meeting is scheduled.)

5 In the video preference screen, select your video preferences, and then click Start. See Select Video Preferences to determine which options to select.

Manage Your Scheduled Meetings Scheduled meetings can be edited or deleted by the meeting’s creator. When a meeting is edited, all invited participants receive a notification specifying the change. This section shows you how to edit and delete your meetings.

To edit your scheduled meeting:

1 Log into the portal.

2 Click the Calendar tab.

3 Locate the meeting in your calendar as described in View Your Scheduled Meetings.

4 Click the icon. The Schedule a Meeting screen displays, as shown next.

Edit a scheduled meeting

5 Click in the fields you want to edit:

○ Meeting Name (optional) Enter the purpose of your meeting.


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○ Agenda (optional) Enter a conference description. Information entered here is sent to all the invited participants.

○ Date and Time Click in the text box to display a calendar. Use the calendar to schedule the day and use the sliders to schedule the start time. Then click Done.

○ Duration Click inside the text box to display sliders to schedule the meeting duration. Then click Done.

○ Use Personal VMR (optional) Check this check box and enter your VMR number. Note that if your personal VMR requires a passcode, you must select and then enter the passcode in the Attendee Passcode and Host Passcode text boxes.

○ Invite People Enter e-mail addresses using one or both of the following procedures:

» Enter each e-mail address individually and separate them by semicolons

» Click ADD FROM CONTACTS to select contacts in your address book. In the Select Attendees screen (shown next), use the search field to find your contacts. Check the box for each contact you want to include, and click INVITE TO MEETING. (For information about your address book, see Manage Your Address Book.)

Search to find contacts

○ Require Authentication (optional) Select to require user ID and password authentication. Active Directory users are always required to enter their username and password credentials. When this check box is checked, local users are also required to enter their user ID and password.

○ Attendee Passcode To require a passcode to enter a meeting, enter a passcode in this text box. The passcode must be numeric with a maximum of ten characters.

○ Host Passcode (optional) To require a passcode to be able to enter a meeting as a presenter, enter a passcode in this text box. An attendee who enters this passcode will enter the meeting as a presenter. Use this option to ensure security when accessing the meeting from a web URL instead of the portal. The passcode must be numeric and can have no more than a maximum of ten characters.

6 Click Schedule.

7 In the Confirm Details screen, verify the meeting details and click Confirm.


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Confirm meeting details

Each invited participant will receive the meeting details in an e-mail, as shown next.

View your meeting invitation

Note: Host Passcode Responsibility

If the admin has not checked the Expose Passcode check box, the e-mail invites will not have the passcode set for the meeting. It is the Host’s responsibility to communicate the passcode by other means.

To delete your scheduled meeting:

1 Click the Calendar tab.

2 Locate the meeting in your calendar as described in View Your Scheduled Meetings.

3 Click next to the meeting. The meeting is deleted.

Note: Deleting Completed Meetings or Meetings in Progress

Meetings that have already completed or are currently in progress cannot be deleted.


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Manage Contacts in Your Address Book You can store participant contact information in the portal Address Book for future invitations. This section shows you how to access the Address Book and how to add, edit, and delete contacts.

To add a contact:

1 Click the Address Book tab. The Contacts screen displays.

2 Choose Add a Contact. The Add a Contact screen displays, as shown.

Add a contact screen

3 Enter the following information:

○ First Name Enter the contact’s first name.

○ Last Name Enter the contact’s last name.

○ Email Address Enter the contact’s e-mail address.

○ Contact Number Enter the contact’s phone number.

4 Click ADD.

To edit a contact:


2 To search for the contact you want to edit, enter the contact name in the Search Contacts text box and click Enter, or use the scroll bar.

3 Click next to the contact to open the Edit Contact screen, shown next.


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Edit contact screen

4 Edit the information in any of the following text boxes:

First Name Edit the contact’s first name.

Last Name Edit the contact’s last name.

Email Address Edit the contact’s e-mail address.

Contact Number Edit the contact’s phone number.

5 Click SAVE.

To delete a contact:


2 Search for the contact you want to edit by entering the contact name in the Search Contacts text box and clicking Enter or by using the scroll bar.

3 Click next to the contact. The Delete this Contact? screen displays, as shown next.

Delete this Contact? screen

4 Confirm the contact, and click DELETE.


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Manage Your Personal Details This section shows you how to manage and change personal profile details. The fields in the Edit Personal Details screen contain data that most frequently change over a period of time for a user.

1 Log into your Services Portal account, and click at the top right of the portal. The Edit Personal Details screen displays.

Edit your personal details

2 Edit information in any of the following text boxes:

○ First Name Edit your first name.

○ Last Name Edit your last name.

○ Email Address Edit your email address.

○ Contact Number Edit your contact phone number

○ Title Edit your title.

○ Department Edit your department name.

○ City Edit your city location.

3 Confirm your edits and click UPDATE.

Note: Personal Details and Active Directory

Personal details cannot be edited if you log into the system using your Active Directory (AD) credentials.

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Participate in Meetings 4:

The meeting’s creator logs in to the portal, invites participants, enters the meeting as a presenter, and assigns presenter privileges to participants. Presenters and participants view the meetings through the portal interface screen, which opens in a web browser and plays the audio and video streams for conference interaction.

The presenter and participant portal interfaces offer similar options, which include the ability to control their personal audio and video privacy, record of the meeting, and participate in group chat. The presenter, however, also has special icons that are unavailable to participants. These icons enable presenters to assign presenter rights to participants, invite other participants while the meeting is in session, and end the meeting.

The following sections of this chapter show you how to use the portal meeting interface in detail:

● Join a Meeting

● Select Video Preferences

● Meeting Experience Screen Options

● Record a Meeting

● Retrieve a Recording of a Meeting

● Assign Presenter Rights

● Approve Presenter Rights

● End a Meeting

● Invite Participants During a Meeting

● Control the Display Screen

● Leave a Meeting

● Manage Privacy Settings

● Change Your Camera

● Change Your Microphone and Speakers

● Request Presenter Rights

● Share Your Content

● View Shared Content

● Use Group Chat

● Access the DTMF Keypad

Note: RealPresence Mobile

If you are participating from a tablet or phone device using the RealPresence Mobile (RPM) application, see the RPM support site for useful information on using the application.


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Join a Meeting To join a meeting that you created, see Start a Scheduled Meeting. If you are logged in to the portal, you can join a meeting you did not create via the Join Bridge button.

To join a meeting you did not create:

1 Click Join Bridge as shown next.

Click the Join Bridge button

2 In the welcome screen that displays, enter your VMR number in the Meeting ID text box.

3 If required, enter the passcode in the Passcode text box.

4 Click Join Meeting.

Note: Join Bridge options

The Join Bridge option button displays only if you have checked the Allow use of JoinBridge check box after choosing Settings > Conference Settings in the Services Portal.

Join a Meeting by Accessing a Web URL If you are not logged in to the portal, you can join a meeting you did not create by accessing a web URL sent by the meeting’s creator in a chat box or e-mail.

To join a meeting by accessing a web URL:

1 From a PC running a compatible Windows OS, a Mac running a compatible Mac OS, or a mobile device supported by the RealPresence Mobile application, select the web URL directly—or, if you’re working on a PC, you can paste the web URL in a web browser address bar.

2 In the login screen, if the meeting is passcode required, enter the passcode specified in the e-mailed announcement using the dual-tone multi-frequency (DTMF) keypad, as shown in Access the DTMF Keypad.

3 After you enter the passcode, or if a passcode is not required, a prompt displays, asking you to enter an e-mail address. Enter your e-mail address, and then click Sign In.

4 E-mail users registered with the Active Directory are prompted to enter network credentials.

5 The portal’s video preference screen displays with a selection of video preferences. For help with selecting your video preferences, see Select Video Preferences.


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Select Video Preferences The video preference screen, shown next, displays video options you must choose before you enter a meeting. This screen is accessed in three ways:

● After the meeting’s creator selects the Meet Now option from the Services Portal (See Schedule and Start Meetings)

● When a user or creator accesses a scheduled meeting from the portal

● When a participant accesses an invitation through an instant message or signs in from an e-mailed URL.

Portal video preference screen displays options

The portal’s video preference screen displays three options for entering the meeting as described in the following table.


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Video Preferences

Icon Description

Click this icon to access and participate in the meeting from a device such as a laptop. This option gives you the following pre-meeting options:

Microphone The microphone options include a Mute button to enter the meeting without an audio stream and a drop-down menu to select the microphone you want to use.

Camera The camera options include a video Mute button to enter the meeting without a video stream and a drop-down menu to select the camera you want to use.

Speaker The speaker options include a Test button to test your speakers and a drop-down menu to select the speakers you want to use.

Click this option to access such features as group chat and roster while using a different device for video streams (such as a Polycom VVX® or HDX®). When this option is selected, you must choose the protocol: SIP or H.323. After you click this option, the interface to the meeting is launched. Click OK, I am in when you have successfully entered the meeting.

Click this option to access features such as group chat and roster while using a phone instead of your camera and microphone. Click this option to reveal a phone number you must call to join the meeting. Click OK, I am in when you have successfully entered the meeting.

After selecting your preferred option, and click Start.

If you click the meeting’s Start button from a device running the RealPresence Mobile application, the application launches automatically. If the RealPresence application is not installed, you are directed to the appropriate application store to install RealPresence Mobile.

Note: Event Viewing Requirement

All meetings require the presenter to be logged in before the meeting session can start; without the presenter, participants are unable to view or interact with each other.

Join in Limited Experience Mode In a restrictive firewall environment where a client-side forward proxy exists, you might be able to join video conferences only in Limited Experience Mode. In this situation, after you click the meeting’s Start button, you may be prompted to enter proxy credentials if required. For more information on joining a meeting in Limited Experience Mode, see Joining in Limited Experience Mode.

● If using a Windows client, enter your proxy credentials in the dialog box prompt and click OK.


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● If using a Mac client, click Always Allow or Allow to retrieve the stored proxy information from their system keychain.

Meeting Experience Screen Options The meeting experience screen provides several video conference options. Some options are available to presenters only; others are available both to presenters and participants. Following is an example meeting experience screen and a table that shows each option on the screen, provides information on who can access that option, and offers a description of each option’s function.

Meeting experience screen


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Meeting Experience Options

Icon User Type Description All attendees Presenter: Ends the meeting. See End a Meeting. Participants: Leaves the meeting. See Leave a Meeting.

All attendees Starts or stops recording the meeting. See Record a Meeting.

All attendees Accesses group chat. See Use Group Chat.

All attendees Displays the roster. When accessed by a participant, a list of meeting

attendees is displayed. Presenters, however, can access selections to assign presenter rights, drop a participant from the meeting, and control the audio and video streams of any participant in the roster list. See also Assign Presenter Rights

Approve Presenter Rights

All attendees Opens the menu with an option for presenters to access contact lists and for

participants and presenters to access the following:

Call statistics

Help

Audio dettings

Camera dettings

Keypad

See also

Invite Participants During a Meeting

Change Your Camera

Change Your Microphone and Speakers

Request Presenter Rights

Presenters Activates content share. This option is available only to presenters. For more information, see the following:

Assign Presenter Rights

Approve Presenter Rights

Share Your Content

All attendees Opens your default e-mail service and automatically enters the meeting details in the e-mail body. See Invite Participants with an E-mail Message.

All attendees Toggles your own video stream display in your interface screen. For more display options, see Control the Display Screen.

All attendees Toggles the video stream display of all other meeting attendees in your interface screen. For more display options, see Control the Display Screen.

All attendees Toggles the video stream display of shared content in your interface screen. For more display options, see Control the Display Screen.


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Icon User Type Description

All attendees Mutes your audio stream. See Mute and Unmute Your Microphone.

All attendees Reactivates muted audio stream. See Mute and Unmute Your Microphone.

All attendees Deactivates your video stream. See Hide and Display Your Video Stream.

All attendees Reactivates a video stream. See Hide and Display Your Video Stream.

All attendees Toggles the video display size. See Control the Display Screen.

Record a Meeting Only a presenter can record a meeting. When a meeting is recorded, all of the meeting’s video, audio, group chat, and shared content is included. When recording is activated, a message is sent notifying all meeting attendees that they are being recorded.

To record a meeting:

» Click .

To stop recording a meeting:

» Do one of the following:

Any attendee clicks .

The presenter logs out of the meeting, closes the browser, or clicks (see End a Meeting).

Note: Recording Meetings

See your RSS admin to confirm that meetings can be recorded.

Retrieve a Recording of a Meeting To obtain a copy of a recorded meeting, contact your RSS administrator.

Assign Presenter Rights Presenters assign presenter rights to other participants; this enables participants to share desktop content during a meeting. See Request Presenter Rights to learn how a participant can share content during a meeting.


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To assign presenter rights:

1 Click . The Meeting Roster displays a list of name cards for each attendee, as shown next.

Meeting Roster screen

2 Locate the participant to receive presenter rights, and click next to the participant’s name.

Approve Presenter Rights Only presenters can receive and approve presenter right requests, which allow the participant to share desktop content during a meeting. When a participant requests presenter rights, a blue bubble appears in the roster icon with a number for each request. This section shows you how to approve a participant’s request for presenter rights.

For information on how to request presenter rights, see Request Presenter Rights.

To approve presenter rights:

1 Click . The Meeting Roster displays the name card for each attendee in the meeting, as shown. The name card of the participant who requested presenter rights flashes off and on.

2 Click the associated with the flashing name card.

End a Meeting Only a presenter can end a meeting. When a presenter ends the meeting, all attendees are automatically signed out of the meeting.

To end a meeting:

1 Click . The End Event screen appears, as shown.


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Decide to end a meeting

2 Click No.

Invite Participants During a Meeting You can invite users to a meeting in two ways: via e-mail message and via social connector contact lists. Note that only PC users can send meeting invitations while meetings are in session.

Note: Meeting Invitations on Mac Computers

On Mac computers, users cannot send meeting invitations while meetings are in session.

Invite Participants with an E-mail Message Presenters can send e-mail invitations to participants while a meeting is in session.

To invite participants from the portal interface screen:

1 Click to open a new e-mail message from your default e-mail service. The email auto-populates with a web URL recipients can click to join the meeting.

2 In the To field, enter the e-mail addresses of the participants you want to invite, and then send the e-mail.

Invite Participants from a Social Connector Contact List Presenters can invite participants from your Google Talk and Facebook contact lists while a meeting is in session.

Note: HTTP Forward Proxy and Social Contacts

If your environment uses an HTTP proxy that requires authentication, you will be prompted to enter proxy credentials (username and password) when you attempt to access social contacts. See your administrator for more information.

To invite participants from a social connector contact list:

1 From the portal interface screen, click to display the portal’s Menu bar, as shown.

(Note that instead of the portal’s Menu, a previous menu selection may appear. If you do not see

the portal menu options, click .)


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2 Click Contacts.

3 In the Contacts screen, add contacts from the following social connectors:

To add contacts from your Facebook account:

i. Click Add Facebook Contacts.

ii. Sign in at the prompt with your Facebook credentials.

iii. Click Log In (first-time access only).

iv. Remove any unwanted preferences (but keep Access Facebook Chat).

v. Click Allow.

vi. Click Show Contacts. Your available contacts display in list.

vii. Click for each contact you want to invite.

viii. Click next to the search bar to return to the social contacts options.

To add contacts from your Google Talk account:

i. Click Add Google Talk Contacts.

i. Sign in at the prompt with your Google Talk credentials.

ii. Click Show Contacts to display a list of your available contacts.

iii. Click for each contact you want to invite.

iv. Click next to the search bar to return to the social contacts options.

Control the Display Screen The portal displays a video stream for each attendee with a functional camera and any shared content. The video stream for attendees without cameras is replaced by a privacy placeholder, which is also

shown when an attendee clicks (see Hide the Display Your Video Stream).


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The portal interface screen provides the following viewing control options:

● View Self Toggles your own video stream display in your interface screen.

● View Main Video Toggles the video stream display of all other meeting attendees in your interface screen.

● View Content Toggles the video stream display of shared content in your interface screen.

● Full Screen Toggles the display size of the video streams in your interface screen. This option increases the size of your interface screen, including any content being shared.

Leave a Meeting At any point in a meeting, participants may leave the meeting.

To leave a meeting:

» Do one of the following:

Close your browser window.

Click Sign Out.

Click .

To learn how a presenter ends a meeting, see End a Meeting.

Manage Privacy Settings You can activate and deactivate the portal privacy settings to control two types of privacy: audio and video. These can be used together to enable both audio and video privacy or separately to enable audio-only or video-only privacy.

Hide the Display Your Video Stream You can turn on your video privacy settings to hide your video stream. After turning on your video privacy, you can view the other participants, but they are unable to view you. Use Hide when conducting meetings of a sensitive, classified, or organizational non-disclosure nature.

To turn on your video privacy:

1 On the portal interface screen, click . The icon changes to , indicating that you are hiding your video stream.

2 To restore your video stream, click . When your camera is reactivated, your video image displays in each meeting attendee’s portal interface screen.

Mute and Unmute Your Microphone When your microphone is muted, you can still hear other participants, but they are unable to hear you. Use muting to prevent unnecessary noise or conversation at your location from disturbing the other members of the meeting.


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To mute your microphone:

1 On the portal interface screen, click . The icon changes to to indicate that your microphone is muted.

2 To restore your audio, click .

Change Your Camera You can change the camera used in your video stream for a camera with a more advantageous or illuminated viewing angle.

To change your camera:

1 On the portal interface screen, click to display your portal’s main Menu, shown next.


the portal’s main Menu options, click .)

2 Select Camera Settings from the Main menu . The Camera Devices screen appears.

3 From the Camera drop-down menu, select a different camera. The newly selected camera displays the video stream.

Change Your Microphone and Speakers This section shows you how to change your microphone and speakers in order to improve the audio qualities of your meeting for your participants.

To change your microphone:

1 On the portal interface screen, click to display your portal’s main Menu.


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2 Select Audio Settings. The Audio Devices screen appears, as shown next.

3 From here, change microphone options in the Audio Input section and speaker options in the Audio Output section:

○ Audio Input options:

» To select a different microphone, select a microphone from the Audio Input drop-down menu.

» To change the volume, click the volume slider and move it to the right to increase the volume or the left to decrease the volume.

○ Audio Output options:

» To select different speakers, select an option from the Audio Output drop-down menu. Click Test to test your newly selected speakers.

» To change the volume, click the volume slider and move it to the left to increase the volume or the right to decrease the volume.

Request Presenter Rights Before a meeting participant can share desktop content, the participant must receive presenter rights. The participant must request and be assigned presenter rights from a current presenter.

For instructions on how to share content during a meeting, see Share Your Content.

To request presenter rights:

1 On the portal interface screen, click to display your portal’s main Menu, as shown next.




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2 Check the Check to be a presenter check box.

3 Click Ask from the Main menu. The request is sent to the meeting’s presenter(s).

See Assign Presenter Rights to learn how a presenter assigns these rights.

Share Your Content When a participant becomes a presenter, the participant can share his or her desktop content during a meeting. However, before a participant can share content, the meeting presenter must assign the participant presenter rights. To learn how to assign presenter rights, see Assign Presenter Rights.

To share your content:

1 On the portal interface screen, click to display your Share Content options, shown next.

2 Select the monitor you want use (Example: Monitor 1).


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3 Click Share Now to share your desktop in the meeting. The Share Now button changes to Stop Sharing and three icons appear at the top of your desktop, shown next.

4 Click to toggle your audio stream on or off. Click to toggle your video stream on or off. Click

to stop sharing content from the desktop.

5 To stop sharing your content, click Stop Sharing on the portal interface screen.

Settings: Content Sharing in Limited Experience Mode

Content sharing functionality is disabled in Limited Experience Mode. When in this mode, the user will not be able to share or receive content, and the Share Content menu option will be disabled. The user sees a tooltip notification of this restriction when they hover over the Share Content option.

View Shared Content When a participant initiates content share, the content is automatically visible in the portal interface screen. Participants can control whether the content is viewable on their own screens.

To toggle the content share display on and off:

» On the portal interface screen, click View Content.

Settings: Viewing Content in Limited Experience Mode

Content sharing functionality is disabled in Limited Experience Mode. When in this mode, the user will not be able to share or receive content, and the View Content menu option will be disabled. The user sees a tooltip notification of this restriction when they hover over the View Content option.

Use Group Chat Use group chat for text-based discussions during a meeting. All meeting attendees can view and participate in the chat while the meeting is in progress.

To view the group chat:

1 On the portal interface screen, click .

2 In the Group Chat box, shown next, type a message in the text box at the bottom; then click Send to send your message.


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Access the DTMF Keypad A dual-tone multi-frequency (DTMF) keypad is available for entering DTMF commands.

To access the DTMF keypad:

1 On the portal interface screen, click to display your portal’s Main menu.



2 Select Keypad from the Main menu.

3 The DTMF keypad appears, as shown next. You can now enter DTMF commands.

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Troubleshoot Issues 5:

This section provides troubleshooting procedures that can assist you with solving such typical conferencing problems as video, audio, and loading-screen errors. If you are experiencing problems, begin by confirming the basic requirements listed in Learn the Minimum Requirements. If all requirements are met, see the section in this chapter that best matches the issue you are experiencing.

This section contains troubleshooting information on the following issues:

● Unable to Create Meetings

● Unable to Launch the Welcome Screen

● Unable to Add an Active Directory User

● Unable to Host or Join Meetings

● Unable to Send E-mail Notifications

● Receiving “Unable to Create a Conference with a Personal VMR” Message

● Receiving “External Server Not Set” Message

● Receiving a Blue Video Screen

● Login Fields Do Not Appear

● Experiencing Issues with Internet Explorer

● Receiving the Camera Silhouette Image

● Forgot and Change Password Requests

● Resolving Audio Issues

● Experiencing Echoes During the Meeting

● Experiencing Low Audio from a Participant

● Resolving Miscellaneous Audio Issues

● Unable to Share or View Content or Experiencing Poor Audio or Video Quality

Unable to Create Meetings

If you are unable to create meetings, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide. This document is available on the Polycom support Site at www.support.polycom.com.

Unable to Launch the Welcome Screen

When entering a meeting, the welcome screen launches with video options for entering the meeting (see Select Video Preferences). If you are unable to launch the welcome screen after creating a meeting, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide.

Unable to Add an Active Directory User

If you are unable to add an Active Directory user, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide.

Unable to Host or Join Meetings


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If you are seeing the error message “Video resources are not available” when you try to host or join a meeting, contact your administrator.

Unable to Send E-mail Notifications

If you are unable to send e-mail notifications, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide.

Receiving “Unable to Create a Conference with a Personal VMR” Message

If you receive the “Unable to Create a Conference with a Personal VMR” message, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide.

Receiving “External Server Not Set” Message

If you receive the “External Server Not Set” message after clicking Meet Now, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide.

Receiving a Blue Video Screen

A blue video screen appears instead of your video stream when the camera is used by another application. To correct this problem, close the other application using the camera, and then reenter the meeting.

Login Fields Do Not Appear

If the Username and Password fields do not appear in the Welcome to CloudAXIS screen, be sure JavaScript is running. See http://enable-javascript.com/ for further details.

Experiencing Issues with Internet Explorer

If scheduled meetings are not displayed in the Calendar, newly created contacts are not displayed in the Address Book, or a newly created user is not displayed in User Management when the portal is displayed in Internet Explorer, tap F12, select Cache, and then select Always Refresh from server.

Receiving the Camera Silhouette Image

This silhouette indicates that another application is using the camera. Close the application using the camera and try again.

Forgot and Change Password Requests

Contact your administrator if you have forgotten your password or want to change it.

Resolving Audio Issues

This identifies audio issues that may occur when participating in a meeting using the portal.

Experiencing Echoes During the Meeting

This issue is typically caused by a high volume setting. Try setting the speaker volume to 50 percent for all participants in the conference.

Experiencing Low Audio from a Participant


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This error is typically noticeable when the participant with low volume first joins the meeting and is typically caused by the participant’s microphone level. The participant should try increasing the microphone gain/boost level. Follow these steps to increase the levels.

To increase the microphone gain/boost level:

1 Click Start.

2 Select Control Panel.

3 Click Hardware and Sound.

4 Click Sound.

5 Click the Recording tab.

6 Double-click the selected microphone.

7 Click the Levels tab.

8 Increase the Microphone Boost.

9 Increase the Microphone Level.

10 Click OK until all screens are closed.

Resolving Miscellaneous Audio Issues

Starting with Windows Vista, Windows introduced a process called audiodg.exe to perform audio enhancements. Depending on the enabled enhancements, audiodg.exe can take up a significant amount of CPU usage and cause a drop in quality. Polycom includes all the required enhancements in the audio library; disabling the audiodg.exe process and using these enhancements may resolve the issue.

To disable Windows audio enhancements in Windows 7:

1 Right-click the speaker icon in the notification area of the taskbar.

2 In the Playback tab, select Playback Devices from the pop-up menu. A list of devices should appear on the screen.

3 Double-click the device with a green checkmark. The properties window will open.

4 Click the Enhancements tab at the top.

5 Check the Disable all enhancements check box.

6 Click OK to save your changes and close the window.

7 Click OK to close the Playback Devices window.

Unable to Share or View Content or Experiencing Poor Audio or Video Quality

In a restrictive firewall environment, the user might be able to join video conferences only in Limited Experience Mode. Joining in Limited Experience Mode prevents the user from sharing and receiving content to and from other participants in the call. If your call joins in Limited Experience Mode, the following notice will appear on screen:


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When connecting to a meeting in Limited Experience Mode, you will also see the following call information in the Meeting page, where the Mode is displayed as HTTPS Tunneling:

This mode can also affect the quality of the meeting experience; video quality could be affected with high latencies and low bitrate when connecting in slow network conditions. If poor network conditions persist, the user could be dropped to audio-only mode. If the user drops to audio-only mode, the View Self, Main Video, and Content options will be disabled on the portal interface and the following notice will appear on screen:

The user should try allowing UDP egress/ingress traffic to the SIP host in the firewall settings to decrease the chances of joining in Limited Experience Mode.

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Get Help 6:

Related Documents For more information about installing, configuring, and administering Polycom products, refer to Documents and Downloads at Polycom Support.

The Polycom Community The Polycom Community gives you access to the latest developer and support information. Participate in discussion forums to share ideas and solve problems with your colleagues. To register with the Polycom Community, simply create a Polycom online account. When logged in, you can access Polycom support personnel and participate in developer and support forums to find the latest information on hardware, software, and development topics.