Avaya Meeting Exchange Web Portal 5.1 User Guide 04-602766 Web Portal 5.1 November 2008 Issue 1.
© 2008 Avaya Inc. All Rights Reserved. Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document may be incorporated in future releases. Documentation disclaimer Avaya Inc.
Contents Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Purpose. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended Audience. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Important Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Related Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Contacting Avaya . . . . . . . . . . . .
Contents Attaching Files to Conference Invitations . . . . . . . . . . . . . . . . . . . . . . 30 Deleting Reservations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Notifying Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Setting up Repeating Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Managing Live Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents Viewing Report Details in a Microsoft Excel™ spreadsheet . . . . . . . . . . . . 57 Chapter 9: Advertising Conferences and Recordings . . . . . . . . . . . . . . . . . 59 Advertised Conferences and Recordings . . . . . . . . . . . . . . . . . . . . . . 59 Advertising Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Avaya Meeting Exchange Web Portal 5.
Contents 6 Avaya Meeting Exchange Web Portal 5.
Preface This chapter describes the purpose of the Avaya Web Portal Application User Guide. It also describes the layout of the manual and lists various ways of contacting Avaya. Purpose The Avaya Web Portal Application User Guide describes the Avaya Web Portal. The Avaya Web Portal acts as an easy to use point of access to the Avaya conferencing bridge.
Preface Related Information ● Avaya Web Conferencing Documentation ● Avaya Web Portal Online Help ● Avaya Web Portal Administrator Guide ● Conference Viewer User Guide Contacting Avaya The following table lists telephone numbers and E-mail addresses. For information on Meeting Exchange servers and features US and Canada Technical Support +1-800-242-2121 +1-800-866-5469 +1-720-444-0734 E-mail: MXCustomerSupp@avaya.
Chapter 1: Introduction to the Avaya Web Portal This chapter describes the Avaya Web Portal. It also describes its features and benefits. The Avaya Web Portal allows easy access to the Avaya conferencing bridge. It enables users to book conferences, manage various conference properties; such as conference recording and control live conferences from their workstations. The Avaya Web Portal interface is divided into three parts defined by unique urls.
Chapter 1: Introduction to the Avaya Web Portal The Avaya Web Portal enables users to: ● Reserve conferences Users can book conferences. They can specify the date, duration, time and size. They can also select notification options for their Participants and configure recurrence patterns for their conferences. They can associate features such as data conferencing, conference advertising, and additional security. ● Manage scheduled conferences Users can view a list of their scheduled conferences.
User Requirements ● An easy-to-use graphic interface that requires no specialist technical knowledge. ● An integrated solution that uses industry standard protocols and conventions. ● A simple, easy installation and configuration. ● A customizable interface that can be branded to suit individual customer needs. ● A framework for the management of both demand and scheduled conferencing. ● An economical alternative to the provision of dedicated conference operators.
Chapter 1: Introduction to the Avaya Web Portal ● Account expiry Your Web Portal System Administrator can now configure an account inactivity threshold. If you do not log in to the Web Portal for a configurable period of time, the conferencing system may disable your Web Portal account. For more information, see My account is disabled on page 15. ● Legal disclaimer screen Your Web Portal System Administrator can now configure the display of a legal disclaimer screen.
Chapter 2: Logging in to the Avaya Web Portal This chapter defines conferences. It also describes how to access the Avaya Web Portal. It contains the following sections: ● Conferences ● Logging in Conferences A conference is a pre-arranged assembly of people who meet for the purposes of consultation, discussion, or exchange of opinions. There may or may not be a formal agenda associated with the meeting. During an audio conference, groups of people attend a meeting held over the telephone.
Chapter 2: Logging in to the Avaya Web Portal Logging in This section describes how to log in to the Web Portal application. It also describes some potential issues which may occur. It contains the following sections: ● Logging in to the Web Portal ● Troubleshooting Log-in Logging in to the Web Portal 1. Start your Web browser. 2. Enter the Avaya Web Portal address in the Address field and press Enter. The Login screen is displayed.
Logging in My password has expired Your Web Portal System Administrator may have configured a password expiry threshold on your Web Portal system. If this is the case, you must update your Web Portal password at pre-configured intervals. If your password is out-of-date, the Web Portal prompts you to enter a new password and to confirm this new password. At this point, the Web Portal displays the My Schedule screen.
Chapter 2: Logging in to the Avaya Web Portal 16 Avaya Meeting Exchange Web Portal 5.
Chapter 3: Reserving Conferences This chapter describes how to reserve a conference. It outlines how to reserve a conference, configure recurrence patterns, set up recording and notify Participants. It also describes how to associate properties such as rollcall and security with the conference booking.
Chapter 3: Reserving Conferences Tip: So, if you wish to organize a conference for a large group of people and need assurance that they can all access the conference, Avaya recommend reserving a scheduled conference. Tip: For more information, see: ● A Short Note on Passcodes ● Creating Reservations ● Configuring Advanced Options ● Making Changes to Reservations A Short Note on Passcodes A passcode enables entry to a conference.
Reserving Conferences Auto-Generate Passcodes Field The Auto-Generate Passcodes option indicates whether Meeting Exchange generates the passcodes for your conference. If Auto-Generate Passcodes is selected, Meeting Exchange generates the conference passcodes.
Chapter 3: Reserving Conferences Note: Note: If you are using Adobe Connect, can reserve an Adobe Connect data conference. You can also select which template is used for the Adobe Connect data conference when it is initiated. For more information about Adobe Connect, see your Web Portal System Administrator. 9. Select Auto Generate Passcodes to enable the system to generate the conference access passcode. Alternatively, enter your passcodes in the Conferee Passcode and Moderator Passcode text areas.
Reserving Conferences 2. Configure the advanced settings to match your requirements. Table 2 describes each of the settings. Table 2: Advanced Booking Options Field Description Best Fit If you select Best Fit, the conferencing server ensures that if the necessary conferencing resources are unavailable, it will strive to provide the closest match to your start time and conference size combination. Cost Center By default, the Cost Center usually contains the Client account reference number.
Chapter 3: Reserving Conferences Table 2: Advanced Booking Options Field Description Pin Mode A PIN code is an identification number that is unique to each Participant (both Moderators and Conferees). The name of the Participant and their unique identification number are stored in a PIN list. When you create a new Participant, Web Portal generates a PIN code for each new Participant and stores it in the PIN list.
Reserving Conferences Table 2: Advanced Booking Options Field Description Pin List In the Web Portal environment, if you select Conference PIN, the CRS assigns a dynamically-created PIN list to the conference. You cannot edit the PIN List field. The CRS dynamically creates a PIN list for each conference. This PIN list contains only the invitees for that particular conference. If you specify Conference PIN, you can restrict conference entry to the invitees only.
Chapter 3: Reserving Conferences Table 2: Advanced Booking Options Field Description Exit Tone You can choose to play a tone or a recorded voice message that Participants hear whenever someone leaves a conference. The following options are available: Off: The feature is not active. System: The conferencing server uses a pre-configured default setting. Tone: The conferencing server sounds a tone. Message: The conferencing server plays a voice message.
Reserving Conferences Table 2: Advanced Booking Options Field Description Prompt Set You select the language used in conference notification messages. Your Meeting Exchange System Administrator can configure up to 20 languages. Note: Dial List Note: Languages are optional. Your Meeting Exchange System Administrator can configure the number of languages in accordance with your requirements. You can enter the filename of a dial list to be associated with the conference.
Chapter 3: Reserving Conferences Microsoft Outlook Integration Microsoft Outlook integration enables you to invite Participants to the conference from your Microsoft Outlook address book. You can also place the conference invitation in the Microsoft Outlook appointment format. This feature places the conference reservation in Participants’ Microsoft Outlook calendar.
Inviting Conferees to the Conference Creating an Appointment in the Conferees’ Calendar Complete these steps to create an appointment in your Conferees’ calendar. 1. Complete the steps in Creating Reservations on page 19. The Reservation Details screen is displayed. 2. Click Create at the Create Appointment and Invite Conferees area of the Outlook Calendar section. Note: A File Download dialog may display. Select Open on this dialog. Note: The Appointment window is displayed. 3.
Chapter 3: Reserving Conferences Note: Note: Web Portal automatically enters the conference details in the main body of the e-mail. The conference details contain the Conferee passcode. The Avaya Web Conferencing access URL is displayed if Simultaneous Data Conference is selected during conference reservation. 3. Enter the e-mail addresses of the Conferees that you want to invite in the To or CC area. 4. If you wish to add file attachments, you can add these now. 5. Click Send.
Inviting Conferees to the Conference 2. Click Invite at the Invite from on-board Address Book section of the Email invitations area. The Invite screen is displayed. 3. Select the conference chairman by selecting Chairman beside one of the members of your address book. Note: Note: The conference chairman receives the Moderator passcode. For more information on passcodes, see A Short Note on Passcodes on page 18. 4.
Chapter 3: Reserving Conferences Attaching Files to Conference Invitations If you wish to attach files to a conference invitation, there are a number of options: ● You can use the attachment functionality that exists in your e-mail application, such as Microsoft Outlook or Lotus Notes. When you invite Conferees using e-mail or browser e-mail, you must use this method of file attachment.
Deleting Reservations Deleting Reservations You can also delete a reservation before it has been confirmed. 1. Click Delete in the Reservation section of the confirm booking screen. A confirmation screen is displayed. 2. Click Yes. The reservation is deleted and the My Schedule page is displayed. Notifying Participants The Avaya Web Portal can automatically notify Conferees of conference details by e-mail or SMS or both. A file can also be attached to e-mails.
Chapter 3: Reserving Conferences Table 3: Notification Types Notification Type Description Notify Attendance Sends a Participant report to the Moderator after the conference has taken place. Notify Cancellations Sends a notification to Conferees if the conference is cancelled. Notify Reminder Sends a reminder to Conferees before the conference is due to take place. Notify Confirmations Sends a reservation confirmation to the Moderator to confirm that the conference has been booked.
Managing Live Conferences 4. Enter the number of repeats in the Total Conference Count field. 5. Select the frequency of the repeating conference from the Frequency drop-down list. ● If you choose Daily, select the days to exclude from the options listed below. For example, you may want to exclude Saturday and Sunday from any recurring reservation. ● If you choose Weekly or Every 2nd Week, enter the day of the week in the Day of Week field.
Chapter 3: Reserving Conferences 34 Avaya Meeting Exchange Web Portal 5.
Chapter 4: Viewing and Modifying Conference Details This chapter describes how to view a list of scheduled conferences. It also describes how to make changes to conference. You can change details associated with conferences that have yet to begin and conferences that are in progress.
Chapter 4: Viewing and Modifying Conference Details Figure 1: My Schedule Screen 2. Select a date range from the Starting and Ending drop down lists. 3. Click Search. The Search Results screen is displayed. 36 Avaya Meeting Exchange Web Portal 5.
Viewing Scheduled Conferences Figure 2: Search Results screen Note: Note: Demand conferences are displayed in Bold. Searching for Conferences by Reference Number 1. Click My Schedule. The My Schedule page is displayed. 2. Enter a reference number into the Conference Ref field. 3. Click Search. The Search Results screen is displayed. Searching for Conferences by Keyword The keyword search feature searches the Conference Name field.
Chapter 4: Viewing and Modifying Conference Details 1. Click My Schedule. The My Schedule page is displayed. 2. Enter a keyword relating to the conference in the Keyword field. 3. Click Search. The Search Results screen is displayed. Making Changes to Scheduled Conferences This section describes how to make changes to scheduled conferences, but you can also make changes to reservations before you confirm them. For more information, see Making Changes to Reservations on page 25.
Making Changes to Scheduled Conferences 3. The Web Portal displays the conference details. You can edit a large number of conference details, depending on the state of the conference. For example, you can edit advanced conference properties and notification options using the Advanced and Notification tabs. 4. Edit the conference, as required. 5. Save the changes, as follows: ● If it is a single one time conference, click Update.
Chapter 4: Viewing and Modifying Conference Details Deleting Conferences This section describes how to delete scheduled conferences, but you can also delete reservations before you confirm them. For more information, see Deleting Reservations on page 31. It is important to note that you can delete a single conference, or, in the case of recurring conferences, you can delete either a single instance or the entire series of conferences.
Modifying the Schedule Page Figure 3: Delete Selection Dialog Web Portal deletes the conference and displays the message: Conference has been cancelled. 4. Click the Done button to return to the My Schedule screen. Deleting a series of conferences 1. Click My Schedule to view your list of scheduled conferences. 2. Click Delete next to the recurring conference you wish to delete. Tip: You can use the Search panel to locate the conference you wish to delete.
Chapter 4: Viewing and Modifying Conference Details 1. Select My Schedule. The Schedule Screen is displayed. Figure 4: My Schedule Screen 2. Select Conference Title in the Scheduled Conference section. The conferences are listed in alphabetical order. 3. Select Ref. The conferences are listed incrementally by their reference number. 4. Select Start Time. The conferences are listed by their start time. For more information, see Viewing Scheduled Conferences on page 35.
Chapter 5: Playing Conference Recordings This chapter describes how to play recorded conferences. Recorded conferences are stored for a configurable period of time and can be played as many times as required. This chapter also describes how to listen to streamed audio content over the Web.1For more information, see: ● Accessing Recorded Conferences ● Playing Recorded Conferences Accessing Recorded Conferences Recorded conferences are stored for a configurable period of time.
Chapter 5: Playing Conference Recordings Figure 5: Edit Account screen 2. Click My Recorded Conferences. The My Recorded Conferences screen is displayed. Playing Recorded Conferences Audio conferences are usually played through a telephone. In Meeting Exchange 5.1, they are recorded and stored in the .WAV audio format. Sometimes, customers choose to use an external system to store recordings.
Playing Recorded Conferences 3. Enter your recording reference number. The conference is played. Avaya Meeting Exchange Web Portal 5.
Chapter 5: Playing Conference Recordings 46 Avaya Meeting Exchange Web Portal 5.
Chapter 6: Editing your Personal Profile This chapter describes how to edit your personal profile. Your personal profile consists of your contact details and the contact details of your conference Participants. For more information, see: ● Editing your Personal Account ● Editing your Participant List Editing your Personal Account 1. Click My Account. The Edit Account screen is displayed. The Login Name and Address fields hold your name and address.
Chapter 6: Editing your Personal Profile ! Important: Important: You must select your prefered time zone. You will not be able to schedule a conference unless you select a time zone. Please contact your Web Portal System Administrator if the time zone that you are in is not available from the drop down list. 8. Click Update. Your personal account details are updated.
Editing your Participant List Deleting Existing Participants 1. Click Address Book. The Local Address Book screen is displayed. 2. Click Delete beside the Participant you want to delete. The Participant is deleted from your address book. Modifying the Details of Participants 1. Click Address Book. The Local Address Book screen is displayed. 2. Click Modify beside the Participant you want to modify. The Update Contact screen is displayed. 3. Modify the Participant details as required.
Chapter 6: Editing your Personal Profile 50 Avaya Meeting Exchange Web Portal 5.
Chapter 7: Adding a New User As a Web Portal User, you can add other Users. The Users, that you add, can then book their own conferences. Web Portal Users are commonly known as Clients or Moderators. This chapter describes how to add new Users. It contains the following sections: ● Introduction to Self Administration ● Accessing Self Administration ● Adding a New User ! Important: Important: In some cases, your Web Portal System Administrator may have switched off this feature.
Chapter 7: Adding a New User Accessing Self Administration Directly You can access the Self Administration feature directly by using the following syntax in your Web browser: http:///webportal/selfadmin/add-client Note: Note: If your Web Portal System Administrator has switched off this feature, the Web Portal application displays an error message when you attempt to access the Self Administration feature directly.
Adding a New User Note: Note: Your Web Portal System Administrator controls which fields are displayed to Users. Your Self Administration page may display a subset of the files listed in Table 5. Table 5: New User Details Field Description Name Enter the new User’s full name. Company Name Enter the name of your company. You can use the Search button to display a list of all the companies on the system. Phone Number Enter the telephone number of the new User.
Chapter 7: Adding a New User Table 5: New User Details Note: Field Description Preferred Language You can select the preferred language for e-mail notifications and inconference messages. The choices in the Preferred Language list depend on the languages that are available on your conferencing server. In a default installation of Meeting Exchange, only English is available. Your System Administrator must add other languages. Languages are linked to DDIs.
Chapter 8: Generating Reports This chapter describes how to generate a list of all conferences. You can view the details in a selection of graphical formats. For more information: ● Web Portal Reports ● Generating Reports ● Viewing Report Details in a Microsoft Excel™ spreadsheet Web Portal Reports There are three different types of reports for Moderators: ● Audio Conference. Displays conference activity in a selected graphical format. ● Data Conference.
Chapter 8: Generating Reports 3. Select what type of report you want to generate. For more information, see Web Portal Reports on page 55. 4. Select the date that you want the report generation to start from the Start Day drop down list. 5. Select the date that you want the report generation to end from the End Day drop down list. 6. Select, from the following options, the chart type.
Viewing Report Details in a Microsoft Excel™ spreadsheet Figure 6: Generated Report Example Viewing Report Details in a Microsoft Excel™ spreadsheet You can also view the report output in more accurate detail by creating a .csv file. For more information see the Avaya Reports and Billing Guide. 1. Complete steps 1-7 in Generating Reports on page 55. 2. Click Report CSV File. The File Download dialog is displayed. 3.
Chapter 8: Generating Reports 58 Avaya Meeting Exchange Web Portal 5.
Chapter 9: Advertising Conferences and Recordings1 This chapter describes how to advertise conferences and recordings and how to view advertised conferences and recordings. For more information, see: ● Advertised Conferences and Recordings ● Advertising Conferences Advertised Conferences and Recordings Advertised conferences are conferences whose access details are displayed on the Web Portal.
Chapter 9: Advertising Conferences and Recordings 5. Confirm the reservation. 60 Avaya Meeting Exchange Web Portal 5.
Index Index start day . . . . . . . . . . . . . . . . . . . . . . 56 A accessing recordings . . . . . . . . . . . . . . . . 43 adding participants . . . . . . . . . . . . . . . . . 48 advertising conferences . . . . . . . . . . . . . . 59 T Technical support contact information . . . . . . . . . . . . . . . . 8 C conference viewer . . . . . . . conferences making changes to scheduled playing recorded . . . . . . search by keyword . . . . . search by reference number . searching . . . . . . . . .
Index 62 Avaya Meeting Exchange Web Portal 5.
