Breeze Manager User Guide
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CONTENTS INTRODUCTION: Using Breeze Manager ............................... 7 Breeze Manager users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Integration with learning management systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 What’s new in Breeze Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
CHAPTER 4: About Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Accessing the Training library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 About Training library permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 AICC content for courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Viewing the Training Dashboard . . . . . . . . . . . . . . .
CHAPTER 9: Working with Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Getting information about a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Joining a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working with existing meetings. . . . . . . . . . . . . . . . . . . . . . . .
CHAPTER 15: Working with Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201 Creating an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201 Previewing and modifying registration and event pages . . . . . . . . . . . . . . . . . . . . 210 Publishing events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Changing an existing event . . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION Using Breeze Manager Breeze Manager is a web application that acts as an access and control point for all Macromedia Breeze applications. Breeze Manager allows you to set up and manage meetings, seminars, and training courses and curriculums, as well as manage content that can be shared through meetings, presentations, training courses, and events.
Authors An author is anyone who uploads content to the Breeze server. Content can include files created in Breeze Presenter, Macromedia Captivate, or any other content uploaded to the Breeze Content library. For information on the types of files you can upload to Breeze, see “Types of files in the Content library” on page 29. For information on working with Macromedia Breeze Presenter, see Breeze Presenter User Guide. Once the file conversion is complete, see Chapter 3, “Working with Content,” on page 35.
Integration with learning management systems Enterprises can integrate Breeze content with their learning management systems (LMSs). Breeze supports the two standard LMS communication protocols: • Aviation Industry CBT Committee (AICC) with HTTP AICC Communication Protocol (HACP), versions 2.0 through 3.5 • Sharable Content Object Reference Model (SCORM), version 1.2 You can select the appropriate LMS communication protocol when you publish content in Breeze Presenter.
New Breeze Manager tabs There are four new tabs, each representing a new functionality, that have been added to the Breeze Manager interface: • Training tab. This tab replaces and incorporates all the features from the previous Courses tab, but also adds the ability to create and manage curriculums as well. See Chapter 6, “Working with Training Curriculums,” on page 81. • Seminar Rooms tab. A seminar room is a type of meeting room that is used to hold large live events.
Custom URLs You can now create a custom URL for your meetings, training, events, presentations, or seminars that is easy to remember. This name is appended to the domain name of your server, and is created when you set up the meeting, training, event, or seminar, as explained in the relevant chapters of this guide. For information on custom URLs, see “Custom URLs” on page 24.
New features for Breeze trainers Breeze training now includes the new curriculum functionality. With it, you can group courses and add Breeze content, presentations, events, meetings, and courses, as well as learning content external to Breeze, such as classroom training and required reading. You can also define prerequisites for a curriculum, and you can design your program so that users can “test out” of certain subjects by proving mastery in related subjects.
Additional Macromedia resources More information is available from the following websites: Breeze Resource Center The Breeze Resource Center is updated regularly with tutorials, simulations, best-practices information, and links to procedures. Check the website at www.macromedia.com/resources/breeze. Breeze Product Center The Breeze Product Center is updated regularly with the latest information on Breeze, including FAQs, white papers, testimonials, and tips.
Introduction: Using Breeze Manager
CHAPTER 1 Understanding the Workspace The Macromedia Breeze Manager is the web application that enables users to manage content and create meetings, events, courses, and much more. The full Breeze Manager application user interface consists of seven tabs (also called pages), each associated with a particular function and application, as the following illustration shows. This chapter describes the tabs, and also explains some features and concepts that are common across Breeze.
Breeze tab access You might not see all seven tabs on your own interface. This is because your organization has not purchased the applications associated with particular tabs. If your organization has purchased a specific Breeze application, it is visible in your Breeze Manager window, but you might get an error message when you click on the tab to access it. If this happens, it means that you were not assigned access privileges for this application.
• Event Management tab, associated with events, which can be any Breeze Meeting, training, presentation, or seminar that requires registration and special reporting requirements. Breeze event managers use the Event Management tab to create and manage events. For information, see Chapter 14, “About Events,” on page 195, Chapter 15, “Working with Events,” on page 201, and Chapter 16, “Managing the Event Library,” on page 221.
My Scheduled Meetings Clicking the My Scheduled Meetings link displays all of the current and expired Breeze Meetings in which you are involved; your involvement is shown in the Role column. Although your current and future meetings are also displayed in list form under My Scheduled Meetings, clicking My Scheduled Meetings also displays a list of expired meetings. Clicking the Enter link brings you into the meeting room, where you can join a live Breeze Meeting or view a presentation from a past meeting.
Home tab actions On the left side of the Home tab are two features that enable you to perform specific actions. Create The Create menu enables you to create new occurrences of those functions for which you have permission. For example, if you are a meeting host, the menu includes the New Meeting option. You can click New Meetings to start the Meeting wizard to create a new meeting. Training managers can use the Create menu to create a new course or curriculum.
My Profile Clicking the My Profile link displays information about your Breeze account, as well as two additional links, Change My Password and Edit My Preferences. User Information The information displayed may vary, depending on the information your Breeze administrator has defined for user profiles, but at the very least your first and last names, your login, and your e-mail address are listed.
Breeze terms and concepts If you are new to Breeze Manager, this section contains some terminology you might find helpful.
Breeze events In Breeze, the term event means a large-scale web meeting, presentation, seminar, or training that requires registration and has unique reporting requirements. As such, the Breeze Event Management functionality contains special features that are exclusive to events. For more information about events, see Chapter 14, “About Events,” on page 195. For procedures for performing all the activities involved in holding an event, see “Creating an event” on page 201.
Icon Description Authorware content Files created in Macromedia Authorware, a visual authoring tool for creating e-learning applications that can be delivered on corporate networks, CDs, DVDs, and websites. Captivate content Files created in Macromedia Captivate, an application that automatically records all onscreen actions and instantly creates an interactive Flash simulation.
Custom URLs When you add a new piece of content, a new meeting, a new course or curriculum, a new seminar, or a new event, you can include a custom URL. This URL is unique across the entire Breeze account and is meaningful for the item you are creating. For example, the custom URL might be your name or the name of your organization: Custom URL use A custom URL can only be tied to the specific item it is included in, and you cannot use it for any other Breeze function.
• breeze • flash • output • source • close • gateway • presenter • src • com • go • producer • stream • common • home • public • system • console • hosted • publish • training • content • idle • report • user • course • info • sco • xml Setting and removing report filters Where appropriate, you can further define the information you see on a particular report by specifying report filters.
To clear filters you have set, click Reset on the Set Report Filters page. To set report filters: 1. Follow the appropriate procedure to access the information page for the report you want (for example, the Content, Meeting, Course Information page, and so on) for the file whose report filters you want to set. 2. On the information page, click the Reports link above the information title bar for the information page you opened.
6. Do the following to set the date range filters: a Select the From and/or To check boxes, as appropriate. b From the pop-up menus, select the start and/or end dates and times, as appropriate, to set the parameters for the report data you want. c If you do not want to set any more filters, click Save. The report page reappears with data for the dates and times you specified shown in the appropriate columns and the date range specified above the display bar.
Downloading reports If the Download Report Data button appears for a specific report, you can click it to export all the report data to a comma separated values (CSV) file. After you do so, you can either save or open the report. If you are running Breeze Manager in an Internet Explorer browser and choose to open the report, Windows automatically opens it in Excel. In this case, you must double-click each cell to see its information.
CHAPTER 2 About Content In Macromedia Breeze, the word content describes any file that contains instructional, promotional, or other information that you deliver in meetings, training, seminars, or presentations. Content can consist of various types of files; for a description of these files, see “Types of files in the Content library” on page 29. All such content is contained and organized in a directory of folders called the Content library, accessed from the Content tab of Breeze Manager.
• A ZIP file that contains old pods (pod.swf, pod.asc) • A ZIP file that contains multiple SWF files and extra files (images, XML files, and so on) and one file called index.swf that will be loaded first • A ZIP file that contains simple Macromedia Authorware content (one HTM file, one AAM file, and extra Authorware files) • A ZIP file that contains multiple HTM or HTML files and extra files (images, SWF, and so on) and one file called index.htm or index.
About Content library permissions The ability to view, manage, and publish content to various folders in the Content library is determined by the groups a user belongs to and the individual permissions that have been assigned to a user for specific files and folders. Unlike other Breeze libraries, Content library files permissions can differ from the parent folder permissions.
Content permissions for Built-in groups The Breeze server recognizes six default permission groups, each of which is associated with a different Breeze library. Each member of a Built-in group has an individual user folder within the corresponding library. You cannot change the permissions for these groups, but you can extend them by assigning individuals or groups to more than one Built-in group.
Shared Content folder By default, only administrators have Manage permissions for the Shared Content folder. Administrators can create folders in the Shared Content folder and can assign Manage permissions to other users for these folders. These users, who may or may not be authors, can then place content in the Shared Content folder, which multiple users can access and manipulate.
Task Description Publish/update presentations Convert PowerPoint presentations to See Breeze Presenter User a Flash file and publish to the Breeze Guide server Upload content Upload content to a Content library file or folder “Adding new content to the Content library” on page 44 Move content Move a content file to another Content library folder “Moving a content file or folder” on page 46 Delete content Delete a piece of content from the Content library “Deleting a content file or folder” o
CHAPTER 3 Working with Content The Content tab of Macromedia Breeze Manager is your interface for managing content. Working with content not only means creating, editing, and managing files within the library, but also adding and viewing content media. This chapter contains instructions on Content library navigation and file management, as well the procedures needed to view presentations and create content reports.
Returning to any higher parent directory level Above the navigation bar is a trail of navigation links, called the navigation trail, which indicates your current location in the directory structure. You can move to any parent folder (including the one immediately above the current folder) by clicking this folder’s name in the navigation trail. To return to any parent folder: • Click the name of the parent directory in the navigation trail above the navigation bar.
To refine your search criteria: 1. Click Search Content. A bar appears with three text fields: Show, Display, and Search For. 2. To change the Show default, select the content type you want to search for from the Show pop- up menu. 3. To change the number of matches that display per page, select how many results you want displayed on each page from the Display pop-up menu. 4. If applicable, type a keyword in the Search For text box and click Go.
Viewing Breeze content To view Macromedia Breeze Presentations, Flash content, or Flash Video files, you must have the appropriate version of Macromedia Flash Player. For more information, see “System requirements” on page 9.
To view a file or presentation directly in a browser window: 1. Open a browser window. 2. Enter the URL for viewing the content in the browser URL address text box or click a link received in an e-mail. The Breeze content appears in the browser window. Viewing a Macromedia Breeze Presentation A Macromedia Breeze Presentation is a multimedia presentation that contains slides, streaming audio, synchronized animation, and navigation controls.
Using the presentation Outline pane Most presentations have an Outline pane on the sidebar. The Outline pane lists the title and duration of each slide. You can use the Outline pane to display information and to move to a specific slide in the presentation. To view the Outline pane: • Click the Outline pane in the sidebar on the right side. The Outline pane contains the following features: ■ The current slide is highlighted with a glow color. (You can change this color in the theme.
Using the presentation Search pane Users can use the Search pane (if you have included it in your theme) to find specific text in a presentation. For example, in a presentation that serves as a company human resources handbook, a user might search for the word vacation to find text about vacation leave policies. To view and use the Search pane: 1. Click the Search pane in the sidebar on the right side. 2. Type the text to search for directly into the text box. 3. Click Search.
Changing to full-screen viewing mode You can view Breeze Presentations in two modes: Normal is the default viewing mode. It includes the presentation toolbar at the bottom of the browser window and the presentation sidebar. Full-screen is an optional viewing mode in which the presentation toolbar is removed and the size of the presentation slides increases to fill your browser window. To toggle between viewing modes: 1. Click Full Screen at the bottom of the viewer.
Navigating within the current slide You can control the following options from within a slide: • Pause and resume slide playback. • Move to a specific location in the slide playback. • Move backward in the slide playback. To pause slide playback: • Click Pause on the presentation toolbar. The button changes from Pause to Play. To resume slide playback: • Click Play on the presentation toolbar. The button changes from Play to Pause.
Adding new content to the Content library You can add numerous types of files to the Content library. For more information on the files you can add, see “Types of files in the Content library” on page 29. This section also explains guidelines for uploading AICC content into the Content library. Within Breeze Manager, you can add content to the Content library in the following ways: Uploading files from Breeze Manager For instructions, see “Uploading files from Breeze Manager” on page 44.
3. Click New Content on the menu bar above the content list. The Enter Content page appears, with the appropriate folder displayed in the navigation trail. If you opened this page from the Home tab, the folder is your My Content user folder. 4. Click Browse under Select Content Information to locate the file you want to upload. The Choose File window appears. 5. Select the file you want and click Open. 6.
Moving a content file or folder When you move a content folder, all of the contents within the folder also move to the new location. To move a content file or folder: 1. Click the Content tab at the top of the Breeze Manager window. 2. Navigate to the location of the content file or folder that you want to move; for more information, see “Navigating the Content library” on page 35. 3. Select the check box to the left of the content file or folder that you want to move. 4.
Editing content file properties information When you edit the properties of a given content file, you can modify the Breeze content title and summary information. To edit content file properties: 1. Click the Content tab at the top of the Breeze Manager window. 2. Navigate to the content file whose properties information you want to edit; for more information, see “Navigating the Content library” on page 35. 3. Click the name of the content file in the content list. The Content Information page appears.
5. Enter the e-mail addresses for all recipients in the To text box on the E-mail Link page. If necessary, separate multiple e-mail addresses with commas to create a unique URL for each e-mail recipient. 6. Edit the Subject and Message Body text boxes as needed. Note: Do not delete the information in the braces (“{tracking-url}”) in the message body. This is a placeholder that is replaced with the content URL in the generated e-mail message. 7.
7. If necessary, replace the default filename. 8. Click Save. A Download Progress dialog box appears, showing the download progress. When the download is complete, you can immediately view or extract the content on your computer.
Extracting a ZIP file After you download a Breeze Presentation, unzip it. To unzip the presentation, you need utility software that can unzip ZIP files. Since each ZIP utility has separate directions for unzipping a file, you can refer to your utility help file for more information.
Changing a content folder name and description To change a meeting folder name and description, you must be an administrator or a user with permissions to manage the specific content folder in question. To create a meeting folder: 1. Click the Content tab at the top of the Breeze Manager window. 2. Navigate to the location of the folder whose name and description you want to change; for more information, see “Navigating the Content library” on page 35. 3. Click the folder name to open it.
If you publish or upload a file to a folder that has its permissions set to allow public viewing, the content file is also available for public viewing by default. Similarly, if the parent folder has a custom permissions profile that allows only certain groups to view or manage it, the content file by default has the same profile.
5. Click Customizeation. The Set Permissions page appears with the Available Users and Groups list on the left and the Current Permissions list on the right. 6. Set or modify permissions for this file or folder as follows: ■ ■ ■ Press Control-click or Shift-click, as appropriate, to select multiple users or groups in the Available Users and Groups list.
3. Click the folder name to open it. 4. Click Set Permissions on the navigation bar. One of the following pages appears: ■ If this folder has already been customized, the Set Permissions page appears with the Available Users and Groups list on the left and the Current Permissions list on the right. To delete users or groups, go to step 6. ■ If the folder was never customized, the customization page appears with the message “Current Setting: same as parent folder.
Content reports The Reports feature of the Breeze Manager lets you create reports that show you a given piece of content from different perspectives. To use the Reports feature, open the Content Information page (see “Viewing the properties of a content file” on page 37), and click the Reports link above the Content Information title bar. This displays other links that let you define the kinds of report information you can see for this content.
Setting and removing report filters Where appropriate, you can further define the information you see on a particular report by specifying report filters. For content files, these filters are operable for all of the four report types. For a description of report filters and procedures for setting and removing them, see “Setting and removing report filters” on page 25.
CHAPTER 4 About Training Note: This chapter applies only to accounts that include the Macromedia Breeze Training application. The Macromedia Breeze Training application consists of two components: courses and curriculums. A course is a Macromedia Breeze Presentation that is associated with a given set of enrolled learners with usage tracking for each individual. The presentation can be delivered and administered independently or as part of a curriculum.
About Training library permissions Consider the following aspects of permissions when you work with the Training library: Attendance role permissions define the roles that learners play in a given course or curriculum. The two attendance role permissions are Enrolled and Denied. Individuals with an Enrolled permission can view a course or curriculum; individuals with a Denied permission cannot access the course or curriculum.
Course and curriculum registration Depending on the type and purpose of a given course or curriculum, the training manager might want to have the guests register. If so, the manager must have the Event Management tab as part of the Breeze Manager application, since registration for any training can only be done through the Event Management tab.
Training tasks In addition to the information in this chapter, you can find all of the information about any Breeze Training task you can perform using Breeze Manager in the following chapters of this guide: • This chapter, Chapter 4, “About Training,” provides background information relevant to the Training application. • Chapter 5, “Working with Courses,” provides procedures about how to create and change individual courses. It does not address the file management functions of the Training library.
Task Description See Delete courses or curriculums Delete a course or curriculum. “Deleting a course” on page 73 and “Deleting a curriculum” on page 102 Edit course or curriculum information Change the course or curriculum summary details for a specific course or curriculum. “Editing course profile information” on page 74 and “Editing curriculum information” on page 96 Change course or curriculum content Change the content for a specific course or curriculum.
Task Description Add different items to a curriculum “Adding a folder to group Add a folder, content, course, meeting, or external items in a curriculum” on page 92 training to a curriculum. “Adding content to a curriculum” on page 92 “Adding a course to a curriculum” on page 93 “Adding a meeting to a curriculum” on page 93 “Adding external training to a curriculum” on page 94 Create course or curriculum folders Add new folders to a Training library folder.
CHAPTER 5 Working with Courses Note: This chapter applies only to accounts that include the Macromedia Breeze Training application. A course is a Macromedia Breeze Presentation that is associated with a given set of enrolled learners and with usage tracking of each individual enrollee. As such, a course might consist of a stand-alone presentation, or it might be offered as part of a curriculum (see Chapter 4, “About Training,” on page 57).
Task Description See Change course enrollees Add or remove enrollees from a specific course. “Changing course enrollees” on page 76 Send or change settings for Send (or change settings or text for) course notifications course e-mail notifications. “Changing settings for course notifications” on page 77 Send or change settings for Send (or change settings or text for) course reminders course e-mail reminders.
Viewing the course information Every course has a Course Information page, which is a summary that contains the information displayed in the following illustration. Course Information The course name, ID, summary, open date, close date, course URL, number of slides, duration, maximum attempts (the maximum number of times an enrollee can take this course), and language.
Viewing the enrollee list You can view a list of all enrollees for each course who are registered Breeze users. To view a course enrollee list: 1. Click the Training tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the course for which you want to get information; for more information, see “Navigating the Training library” on page 111. 3. In the course list, click the name of the course to select it. The Course Information page appears. 4.
Entering course information The first step in the Course wizard is to enter the following background details about the course. You can edit this information any time after the course is created. For more information, see “Editing course profile information” on page 74. Course Name The name of the course; a required field that appears in the course list and in reports. Course ID The course number or ID: for example, 100, CS100, and so on.
Selecting course content The second step in the Course wizard is to select the course content. In this step, Breeze directs you to the Content library, where you navigate to the content file you want to use. This must be a file for which you have either View or Manage permissions. In addition, you can select only one item from the library. For more information on the structure of the Content library, see “Structure of the Content library” on page 32.
To enroll learners: 1. In the Available Users and Groups list, select each user and/or group that you want to invite to this course by doing one of the following: ■ ■ ■ Press Control-click or Shift-click to select multiple users or groups. To expand a group to select any individual members, double-click the group name; when you are done with selection, click Up One Level in the list to restore the original list.
4. Do either of the following: ■ Click Next to set up course reminders. The Set Up Reminders page appears. Proceed to “Setting up reminders” on page 71. ■ Click Finish. This ends the Course wizard without setting up reminders. To set up reminders later, edit the course. See “Changing settings for course reminders” on page 78.
Default notification e-mail fields You can use or change the following default e-mail subject and message text: Default subject Default message You are enrolled in: {name} The default e-mail message is as follows: You are enrolled in the following course that you are required to complete. Course: {name} (or {course-id}) To access the course go to the following URL: The course URL is shown here. Note: If the preceding URL is a hyperlink, click it to access the course.
To set up course reminders: 1. On the Set Up Reminders page, select the option for the reminder notification timing that you want, including the starting date and recurrence frequency. 2. Select the option for the recipients to whom you want to send the reminder; for more information, see “E-mail reminder settings” on page 72. 3.
Default e-mail reminder fields You can use or change the following default e-mail subject and message fields: Default subject Default message You are enrolled in: {name} The default e-mail message is as follows: You are enrolled in the following course that you are required to complete. Course: {name} (or {course-id}) To access the course go to this URL: The course URL is shown here. Note: If the preceding URL is a hyperlink, click it to access the course.
• No more course reminders are sent. • Any delayed course notifications are not sent. • The content used by the course remains in the Content library. If you want to prevent access to a course but retain reporting information, set the course close date and do not delete the course. To delete a course: 1. Click the Training tab at the top of the Breeze Manager window. 2. Navigate to the course that you want to delete. 3. Select the check box located to the left of the course that you want to delete. 4.
To edit course information: 1. Click the Training tab at the top of the Breeze Manager window. 2. Navigate to the course whose information you want to edit. For more information, see “Navigating the Training library” on page 111. 3. In the course list, click the name of the course to select it. The Course Information page appears. 4. Click the Edit Information link in the navigation list. The Edit Information page appears. 5. Edit the Course information. 6. Click Save.
6. Select the button next to the content that you want to use for the course. 7. Click Save. A warning page appears, informing you of the consequences of changing the course’s content. 8. If you still want to change the content, click Yes, Update My Content. The Course Information page reappears. Changing course enrollees If you add enrollees to a course, you must notify the new learners. For instructions, see “Changing settings for course notifications” on page 77.
4. Click the Manage Enrollees link in the navigation bar. The Manage Enrollees page appears with the Available Users and Group list on the left and the Current Enrollees list on the right. 5. To select users or groups to be removed, do one of the following in the Current Enrollees list: ■ ■ Press Control-click or Shift-click to select multiple users or groups. To search for a name in the list, click Search at the bottom of the window, enter the name to display it in the list, and then select the name. 6.
7. (Optional) Edit the e-mail subject and message, using any of the run time fields; to use run time fields, select and copy the field name from the Run Time Field list to the right of the message body and paste it into the message subject or body. Do not alter any text in braces in a run time field. For more information, see “Notification e-mail settings” on page 70 and “Default notification e-mail fields” on page 71. 8. Click Send. The Course Information page appears.
Course reports The Reports feature of the Breeze Manager lets you create reports that show you a given course from different perspectives. To use this feature, access the Course Information page (see “Viewing the course information” on page 65), and then click the Reports link above the Course Information title bar. This displays other links that let you define the kinds of report information you can see for this course.
The Hide Answer Distribution/Show Answer Distribution button is a toggle that lets you hide the distribution of answers for each question, then show them again. Setting and removing report filters Where appropriate, you can further define the information you see on a particular report by specifying report filters. For courses, these filters are operable for all of the four report types.
CHAPTER 6 Working with Training Curriculums Note: This chapter applies only to accounts that include the Training application. If you have Training Manager permission, you can use Breeze Manager to group courses and other learning content into a curriculum, which guides users through a prescribed learning path. (For more information about Training Manager permission, see “Training managers” on page 261.
About curriculum tasks The following table lists key tasks that you can complete when you create a new curriculum with the New Curriculum wizard, with links to related procedures: Task See Browse to a location in which to save your new “Browsing to a curriculum location” on page 84 curriculum Add details about a new curriculum “Entering curriculum information for a new curriculum” on page 85 Add items, such as courses, to a new curriculum “Adding items to a new curriculum” on page 86 Change the order
Task See Generate reports that pertain to the curriculum “About curriculum reports” on page 103 View the Training Dashboard to see curriculum “Viewing the Training Dashboard” on page 59 data presented visually Creating a curriculum The New Curriculum wizard simplifies the process of creating a curriculum.
Browsing to a curriculum location You can create or browse to a folder in the Training library that will contain the curriculum (you must have permission to access the folder). When you determine a location, you open the New Curriculum wizard to create your curriculum in the selected location.
Entering curriculum information for a new curriculum The first page of the New Curriculum wizard lets you enter details, such as descriptive summary information and start and end dates, about the curriculum. The information that you enter in the wizard appears later on the Curriculum Info page, as well as on the page that enrollees access from their My Training link.
4. In the Summary text box, enter a description, which users can read to learn more about the curriculum. 5. Select the date the curriculum begins in the Curriculum Starts On pop-up menu. Note: The start and end dates that you select override the start and end dates for the individual items in your curriculum. For example, if you add a Breeze Meeting with an end date that already passed, yet your end date for the curriculum is in the future, the Breeze Meeting assumes the end date of the curriculum. 6.
Note: If you’d like to add external training to your curriculum, you can do so after you exit from the wizard. See “Adding external training to a curriculum” on page 94. The Add Items page of the New Curriculum wizard Adding content to a new curriculum Note: This procedure assumes that you are adding content using the New Curriculum wizard. If you are adding content to an existing curriculum independent of the wizard, see the procedure “Adding content to a curriculum” on page 92.
Adding a course to a new curriculum Note: This procedure assumes that you are adding a course using the New Curriculum wizard. If you are adding a course to an existing curriculum independent of the wizard, see the procedure “Adding a course to a curriculum” on page 93. To add a Breeze course to a curriculum, you select the course from the Training library. To add a Breeze course to a curriculum: 1. On the Add Items page of the New Curriculum wizard, click Add Course.
3. Select the check box for the meeting that you want to add to the curriculum, and click Add. The meeting becomes part of your curriculum. 4. If you’d like to add another type of item, or otherwise manipulate the items in the list, do one of the following: ■ ■ ■ To add content or a course, see “Adding content to a new curriculum” on page 87 or “Adding a course to a new curriculum” on page 88.
Exiting from the New Curriculum wizard After you add items to your curriculum, and you organize the items in the order that you want, you can exit from the New Curriculum wizard. This is the last step in the New Curriculum wizard. To exit from the New Curriculum wizard: 1. On the Add items page of the New Curriculum wizard, click Next. The Additional Options page indicates additional tasks that you can complete for the curriculum. 2. After reviewing the information, click Finish to exit from the wizard.
To view curriculum information: 1. Click the Training tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the curriculum. For more information, see “Navigating the Content library” on page 35. 3. Select the name of the curriculum in the course list. The Curriculum Info page appears. Changing the order of items in a curriculum Note: This procedure assumes that you are modifying an existing curriculum and not using the New Curriculum wizard.
3. Complete one of the following procedures: ■ ■ To add a folder in which you can group items, see “Adding a folder to group items in a curriculum” on page 92. To add content available from the Content library, see “Adding content to a curriculum” on page 92. ■ To add a course, see “Adding a course to a curriculum” on page 93. ■ To add a meeting, see “Adding a meeting to a curriculum” on page 93. ■ To add external training, see “Adding external training to a curriculum” on page 94.
3. Select the check box for the content that you want to add to the curriculum, and click Save. The content becomes part of the curriculum. Note: When a user launches content from a curriculum, the launches are not tracked in Breeze. if you want to track the number of times a user launches an item, you should add the item to the curriculum as a course.
Adding external training to a curriculum A Breeze curriculum is not limited to Breeze items. You can include external training, such as classroom training. Note: When the user status changes for external training, you can update the user’s completion status manually. For more information, see “Changing the user status or score for an item” on page 104. To add external content to a curriculum: 1.
3. In the Prerequisites area, click Edit. 4. The Select Prerequisite area lists the items in the curriculum. Use the pop-up menu to specify prerequisites, using the following criteria: Required Indicates that the prerequisite must be completed before taking the item. Suggested Indicates that the prerequisite is optional. The user receives a message requesting the user take the prerequisite before taking the item.
Removing items from a curriculum Note: This procedure assumes that you are modifying an existing curriculum and not using the New Curriculum wizard. If you are deleting items using the New Curriculum wizard, see the procedure “Removing items from a new curriculum” on page 89. If you no longer want to include an item in a curriculum, you can remove it without affecting the original item that exists in its respective library. To delete items from a curriculum: 1.
Specifying or editing completion requirements You can designate an item as required, which specifies that an enrollee must successfully complete the item to complete the curriculum. You can select one or more items in a curriculum that enrollees must pass in order to successfully complete the curriculum. Caution: All items in a curriculum are required, by default.
Users Passed Users Failed The number of users who successfully completed the curriculum. The number of users who did not pass the items required to complete the curriculum. For more information about reports, and how to view and download additional reports, see “About curriculum reports” on page 103. Managing enrollees Breeze Manager allows you to view and add enrollees to a curriculum, as well as set access permissions for enrollees.
Setting permissions for curriculum enrollees After you’ve added enrollees to a curriculum, you can determine permissions for enrolled users and groups. To set permissions: 1. If you’re not already on the Curriculum Info page for the desired curriculum, go to the Training tab in Breeze Manager and browse to the curriculum. Click the curriculum name to open the Curriculum Info page. For more information, see “Viewing and modifying curriculum information” on page 90. 2. Click Manage Enrollees. 3.
To send notification to curriculum enrollees: 1. If you’re not already on the Curriculum Info page for the desired curriculum, go to the Training tab in Breeze Manager and browse to the curriculum. Click the curriculum name to open the Curriculum Info page. For more information, see “Viewing and modifying curriculum information” on page 90. 2. If you plan to send notification to all enrollees, you can click Manage Enrollees to view who will receive notification.
To send reminders to curriculum enrollees: 1. If you’re not already on the Curriculum Info page for the desired curriculum, go to the Training tab in Breeze Manager and browse to the curriculum. Click the curriculum name to open the Curriculum Info page. For more information, see “Viewing and modifying curriculum information” on page 90. 2. If you plan to send reminders to all enrollees, you can click Manage Enrollees to view who will receive notification.
Disabling reminders Breeze Manager is set, by default to not send reminders to enrollees. If you’ve changed the default setting, and you determine that you do not want to send reminders, you can specify that Breeze not send e-mail reminders to curriculum enrollees. To disable reminders: 1. If you’re not already on the Curriculum Info page for the desired curriculum, go to the Training tab in Breeze Manager and browse to the curriculum. Click the curriculum name to open the Curriculum Info page.
About curriculum reports You can view reports, which provide summaries, statistical information, and status information about a curriculum. You can view data for the overall curriculum, for individual users, and by item. Note: If a course in the curriculum was made available to users before the course was added to the curriculum, any data that existed for that individual course appears in the curriculum report.
Users Passed Users Failed The number of users who successfully completed the curriculum. The number of users who did not pass the items required to complete the curriculum. Viewing a curriculum report by users You can view general report data about curriculum enrollees, such as the date on which the user completed the curriculum. To view a curriculum report by users: 1.
To change the user status: 1. If you’re not already on the Curriculum Info page for the desired curriculum, go to the Training tab in Breeze Manager and browse to the curriculum. Click the curriculum name to open the Curriculum Info page. For more information, see “Viewing and modifying curriculum information” on page 90. 2. Click the Reports link, toward the top of the Breeze Manager window. 3. Click By Users. 4. In the Name column, click the name of the enrollee whose status you want to change.
4. Click the link for the type of report that you want to view. The steps for viewing, downloading, and setting report filters for each item are identical to the procedures for viewing reports in each library. External training, however, is an exception because it does not appear in a Breeze library. To view reports for external training, see “Viewing a summary report for an external training” on page 106 and “Viewing a report for an external training by users” on page 107.
Viewing a report for an external training by users Before generating a report for external training by users, you must update the user status or score for users who have completed the training. See “Changing the user status or score for an item” on page 104. To view a curriculum report by users: 1. Verify that you’re on the Reports > By Item page (complete steps 1 through 5 of “Viewing a curriculum report by item” on page 105). 2.
About the Training Dashboard The Training Dashboard displays information about the number of enrollees who completed a particular course or curriculum. For information on the Training Dashboard, see “Viewing the Training Dashboard” on page 59.
CHAPTER 7 Managing the Training Library Note: This chapter applies only to accounts that include the Macromedia Breeze Training application. This chapter specifically addresses the administrative tasks for maintaining the Training library. As such, it describes the library and provides procedures for the file and folder management activities that Macromedia Breeze users can perform within it.
The following figure shows the structure of the Training library: Training Library Shared Training User Training user1@macromedia.com (My Training for user 1) user3@macromedia.com (My Training for user 3) user2@macromedia.com (My Training for user 2) Shared Training folder By default, only administrators have Manage permissions for the Shared Training folder. They can create folders in it and can assign Manage permissions for these folders to other users.
My Training folder Each training manager has an individual folder in the User Training folder. The name of the folder is the training manager’s e-mail address. Although training managers have a My Training shortcut in the application that only points to their individual folder in the User Training folder, administrators can manage all the individual user folders.
Moving up one folder level You can move up to the parent folder, which is one level above the current folder, by clicking the Up One Level button in the navigation bar above the folder list. To move up one folder: • Click the Up One Level button in the navigation bar above the course list. The folders and files in the parent folder appear.
4. Enter the name of the new folder. 5. Click the Save button to create the new folder. The name of the folder appears in the navigation trail at the top of the page. Moving a course or curriculum Administrators and users with permission to manage a specific Training library folder can move a course or curriculum within this folder to another folder. In this case, the user must have Manage permission for both the original and target folders. To move a course or curriculum: 1.
5. Select the folder titles or click the Up One Level button to navigate to the folder location where you want to place the training folder. As you navigate to the new location, the new destination location is shown in the upper right of the Breeze Manager window. 6. Click the Move button. The Move Successful page appears, confirming that the move was successful. 7. Click OK. The folder list from which you moved the items appears without the item you moved.
When you customize the permission settings for a training folder, you can select either of the following options: Create a custom permissions profile for users and groups Add users or groups to the profile and set the access for each user or group to Denied or Manage. User or group permissions that you set for this folder take precedence over permissions that are set for the parent folder.
7. Click the Add button. The users and/or groups you added appear in the Current Permissions list; to remove a name from this list, select it and click Remove. 8. Assign permissions for each user and group in the Current Permissions list as follows: a Select a name in the list: Press Control-click or Shift-click to select multiple users or groups. To search for a name, click the Search button at the bottom of the window and enter the name to display it in the list, and then select it.
6. To add users or groups, do one of the following in the Available Users and Groups list: ■ ■ ■ Press Control-click or Shift-click to select multiple users or groups. To expand a group so you can select individual members, double-click the group name; when you are done with this group, double-click Up One Level in the list to return to the parent folder list.
6. To delete users or groups, do one of the following in the Current Permissions list: ■ ■ Press Control-click or Shift-click to select multiple users or groups. To search for a name in the list, click the Search button at the bottom of the window and enter the name to display it in the list, and then select it. 7. Click the Remove button. The users and/or groups you removed disappear from the Current Permissions window.
CHAPTER 8 About Meetings A Macromedia Breeze Meeting is an online real-time meeting in which a host or presenter can show slides or multimedia presentations, share screens, chat, and broadcast live audio and video. A Breeze Meeting takes place in a Breeze meeting room, a Macromedia Flash application that you run in a browser window using Macromedia Flash Player. You create both the Breeze Meeting and the meeting room in Breeze Manager.
Meeting versus meeting room Macromedia Breeze Manager is unique among web meeting applications because you use it to schedule online meetings at particular times and to create meeting rooms. You create a virtual meeting room before the meeting starts. Just like a real meeting room, the virtual meeting room continues to exist after the meeting is over. A Macromedia Breeze Meeting is a gathering of people and resources in a particular place on a particular day between certain start and end times.
For more information on participating and presenting in Breeze Meetings, see Macromedia Breeze Meeting User Guide for Participants or Macromedia Breeze Meeting User Guide for Hosts and Presenters. Types of meeting participants There are two types of access within the participant category for Breeze Meetings: Registered Breeze users and accepted guests only Individuals who share the same Breeze account with the meeting host.
About permissions There are two different aspects of permissions to consider when working with meetings: Attendance roles permissions Define the roles that event attendees play in a given meeting: participant, presenter, and host. For information, see “Meeting roles” on page 120. These permissions are assigned at meeting creation time (see “Meeting room templates” on page 123). However, the meeting host can modify them during the meeting or after the meeting as well.
Users do not need to be members of the Meeting Hosts group to manage a Meetings library file or folder. Any user can be assigned Manage permissions for a specific file or folder by an administrator, or by someone with Manage permissions for that file or folder. What such users cannot do, however, is to create new meetings. Only members of the Meeting Hosts group can do this. See “Meetings library permissions and permission types” on page 123 and “Structure of the Training library” on page 109.
Because a meeting room template is just a meeting room in a meeting template folder, you can open the template, enter the meeting room, and edit its layout from within the meeting room itself. If you are a meeting host, you can set up a meeting room template in one of two ways: • Select the meeting room template you want in the Shared Templates or My Templates folder, then click the New Meeting button to create a new template from scratch with the default layout.
Task See View a list of all recordings that have been uploaded to the Breeze server from a meeting room. “Viewing a recordings list” on page 136 Use the Meeting wizard to perform all the steps “Creating a meeting” on page 129 necessary to set up a new meeting, from naming the meeting to sending invitations. Move a meeting to a different meeting folder. “Moving a meeting to a folder” on page 148 Delete a meeting, including the meeting room, its “Deleting a meeting” on page 148 contents, and recordings.
Chapter 8: About Meetings
CHAPTER 9 Working with Meetings If you are a meeting host, you can use Macromedia Breeze Manager for all functions relating to Macromedia Breeze Meetings except conduct a live meeting.
Getting information about a meeting If you are scheduled to attend a Breeze Meeting that has been created by a meeting host who shares the same Breeze account to which you belong, the meeting name appears on the list under My Scheduled Meetings on the Home tab in your Breeze Manager window. If you have more scheduled meetings than can appear on the Home tab list, you can click the More button at the bottom of the list to view them.
Not all participants at Breeze Meetings necessarily have Breeze accounts. This depends on parameters set by the meeting’s host at meeting creation time. For example, the meeting might be public; alternatively, it might require registration and preapproval. For details on the different types of guests that can participate in meetings, see “Types of meeting participants” on page 121 and “Meeting registration” on page 121. To enter a scheduled meeting: 1.
Creating a meeting with registration If you want to incorporate registration as part of your meeting, you must have the Event Management tab as part of your Breeze installation; see “Meeting registration” on page 121 . If you do, and want to create this meeting as an event, see Chapter 14, “About Events,” on page 195 and Chapter 9, “Working with Meetings,” on page 127. Starting the Meeting wizard You have two options for starting the Meeting wizard.
Meeting Access There are two options: Registered Breeze users and accepted guests only Individuals who share the same Breeze account with the meeting host. In this case, registered means having a valid Breeze account; it does not refer to the registration process that applies to an event. Registered Breeze users must enter their Breeze user name and password to enter the meeting room, and Breeze can generate an individual attendance report for the meeting.
8. Click the appropriate Audio Conference Setting options; if you are adding audio conferencing, type in the call-in number and participant code. 9. Choose either of the following options: ■ ■ Click the Next button if you want to select participants at this time. This displays the Select Participants page, with a list of Available Users and Groups on the left and the Current Participant list on the right. See “Selecting participants” on page 132.
4. Do either of the following: ■ To send invitations, click the Next button. If you have selected Registered Users and Accepted Guests Only, the Send Invitations page appears with multiple options and a default message for your invitation. See “Sending invitations” on page 133. If you have selected Anyone, the Send Invitations page appears with the URL and the Send E-mail Invitations button. See “Sending invitations” on page 133. ■ To end the wizard without sending invitations at this time, click Finish.
4. Do one of the following: ■ ■ To let participants add the event to their Outlook calendars, leave the Yes check box selected next to Attach Microsoft Outlook Calendar Event (vCal) to E-mail Message. To refrain from including an Outlook invitation, clear the Yes check box. 5. Click the Finish button. The Meeting Information page appears. To send invitations for a meeting open to anyone: 1. On the Meeting Information page, click the Send E-mail Invitations button.
Viewing a meeting summary This information appears on the Meeting Information page. There are two ways to bring up this page. You can access this information from the Home tab; for information, see “Getting information about a meeting” on page 128. You can also navigate to the meeting from the Meetings tab. To view a meeting profile from the Meetings tab: 1. Click the Meetings tab at the top of the Breeze Manager window. 2.
4. Click the Uploaded Content link on the navigation bar. A list of all uploaded content appears. From here, you can do any of the following: ■ ■ ■ To see the information about a specific item in the list, click on the item’s name, then go to step 5. for further options. To move this content to the Content library, see “Moving meeting recordings to the Content library” on page 150 To delete this content, see “Deleting uploaded content” on page 149. 5.
Editing a meeting profile If you are an administrator or a user with Manage permissions for this meeting folder, you can modify the following meeting properties on the Meeting Information page: Meeting Name A required field that appears in the meeting list and in reports. Summary A meeting description that appears on the Meeting Information page. A meeting summary can be as many as 750 characters long. Start time The month, day, year, and time that the meeting starts.
To edit a meeting’s information: 1. Click the Meetings tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the meeting for which you want to get information; for more information, see “Navigating the Meetings library” on page 145. 3. Click the meeting name in the list. The Meeting Information page appears. 4. Click the Edit Information link on the navigation bar. The Edit Information page appears. 5. Edit the meeting information. 6. Click the Save button.
7. For each new participant user or group that you added, select the appropriate permission type (participant, host, or presenter) from the pop-up Set User Role menu at the bottom of the Current Participants list. The user role you assigned for this user appears next to this user’s name in the list. 8. Click a link in the navigation bar to perform the next task or return to the Edit Information page. To remove meeting participants: 1. Click the Meetings tab at the top of the Breeze Manager window. 2.
6. For each name, select the new user role (presenter, participant, or host) that you want to assign from the pop-up Set User Role menu at the bottom of the Current Participants list. 7. Click a link in the navigation bar to perform the next task or return to the Edit Information page. Sending meeting invitations You can send invitations for a specific meeting if you are an administrator or have Manage permissions for this meeting’s folder.
To send invitations for a meeting open to anyone: 1. Click the Meetings tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the meeting for which you want to get information; for more information, see “Navigating the Meetings library” on page 145. 3. Click the meeting name in the list. The Meeting Information page appears. 4. Click the Invitations link on the navigation bar. The Invitations page appears with the meeting details. 5.
Meeting reports The Reports feature of Breeze Manager lets you create reports that show you a given meeting from different perspectives. To use this feature, open the Meeting Information page (see “Viewing and modifying meeting information” on page 134), and then click the Reports link above the Meeting Information title bar. This displays links that let you define the following information that you can see for this meeting: Summary The first report type that appears when you access the Reports feature.
CHAPTER 10 Managing the Meetings Library This chapter explains the administrative tasks for maintaining the Meetings library. It describes the library and provides procedures for the file and folder management activities that Breeze users can perform within the library. The Breeze users who can manage files and folders in the library are administrators or any other user who has Manage permissions for those files or folders.
The Meetings library is structured as follows: Meetings Library Shared Meetings User Meetings user1@macromedia.com (My Meeting for user 1) user3@macromedia.com (My Meeting for user 3) user2@macromedia.com (My Meeting for user 2) Shared Meetings folder When Breeze is installed in your organization, only your Breeze administrator has access privileges to the Shared Meetings folder.
Meetings library tasks Within the Meetings library, you can perform the following tasks: Task See Open a folder and move up and down through folder levels. “Navigating the Meetings library” on page 145 Locate profile information and content for past meetings. “Searching the Meetings library archives” on page 146 Move a meeting to another folder. “Moving a meeting to a folder” on page 148 Delete a meeting, including the meeting room, its “Deleting a meeting” on page 148 contents, and recordings.
Opening a folder You open a folder by clicking the folder name in the Meeting List. If the folder doesn’t appear in the list, look in a different directory by following the procedure below. To open a folder: 1. Click the Meetings tab located at the top of the Breeze Manager window. 2. Click the name of the appropriate directory (Shared Meetings, User Meetings, or My Meetings) in the navigation list. 3. Click the name of the folder.
For a detailed explanation of why you should archive meeting information in the Content library, see “About moving meeting contents to the Content library” on page 147; for instructions on searching the meetings archives, see “Searching the Content library” on page 36. Moving and deleting meetings and meeting content This section explains how to move and delete meetings, as well as the content and recordings associated with a specific meeting.
Moving a meeting to a folder You can move a specific meeting from one meeting folder to another if you are an administrator or a user with permission to manage both the original and target folders in the Meetings library. To move a meeting: 1. Click the Meetings tab at the top of the Breeze Manager window. 2. Navigate to the meeting that you want to move; for more information, see “Navigating the Meetings library” on page 145. 3.
Moving uploaded content to the Content library To move uploaded content to the Content library, you must be an administrator or a user with permissions to manage the specific Meetings library folder that contains this meeting. For a description of uploaded content and an explanation of the benefits of moving it to the Content library, see “About moving meeting contents to the Content library” on page 147. To move uploaded content: 1. Click the Meetings tab at the top of the Breeze Manager window. 2.
3. Click the name of the meeting in the meeting list to open it. The Meeting Information page appears. 4. Click the Uploaded Content link on the navigation bar. The Uploaded Content page appears with a list of content files for this meeting. 5. Click the check box to the left of each file that you want to delete. 6. Click the Delete button above the list. A confirmation page appears. 7. Click the Delete button on the confirmation page to permanently delete the selected content.
Deleting a meeting recording You can delete a meeting recording associated with a meeting in the folder if you are an administrator or a user with permissions to manage the specific Meetings library folder in question. When you do so, you are deleting it from the Meetings library unless you moved the recording to the Content library. To delete a meeting recording that you moved to the Content library, see “Deleting a content file or folder” on page 46. To delete a meeting room recording: 1.
Creating a meeting folder Administrators and users with permission to manage a specific Meetings library folder can create folders and subfolders within it. After you create the folder, you can move meetings into it; see “Moving a meeting to a folder” on page 148. To create a meeting folder: 1. Click the Meetings tab at the top of the Breeze Manager window. 2. Navigate to the location where you want to add the new folder; for more information, see “Navigating the Meetings library” on page 145. 3.
Deleting a meeting folder To delete a meeting folder, you must be an administrator or a user with permissions to manage the specific meeting folder in question. When a meeting folder is deleted, the following occurs: • The meeting folder and all items in the folder and its subdirectories are permanently deleted; this means that this information cannot be retrieved. • Participants cannot access the deleted meetings. • Reports for the deleted meetings are not available.
Setting meeting folder permissions By default, when you create a meeting folder in the Meetings library (see “Creating a meeting folder” on page 152), the folder permissions are set the same as parent folder. In contrast to the permissions rules for the Content library, you cannot set permissions for a meeting within a given folder that are different from the parent folder. Meeting permissions thus apply to all meetings within a folder.
6. Create a custom profile for this folder or modify the existing profile as follows: ■ ■ ■ Press Control-click or Shift-click, as appropriate, to select multiple users or groups. To expand a group so you can select individual members, double-click the group name. When you are done with this group, double-click Up One Level in the list to return to the parent folder list.
5. Click the Customize button. The Set Permissions page appears with the Available Users and Group list on the left and the Current Permissions list on the right. 6. To add users or groups, in the Available Users and Groups list, do the following: ■ ■ ■ Press Control-click or Shift-click, as appropriate, to select multiple users or groups To expand a group so that you can select individual members, double-click the group name.
6. To delete users or groups, do the following in the Current Permissions list: ■ ■ Press Control-click or Shift-click, as appropriate, to select multiple users or groups To search for a name in the list, click the Search button at the bottom of the window and enter the name to display it in the list, and then select it. 7. Click the Remove button. The users and/or groups you removed disappear from the Current Permissions window.
Chapter 10: Managing the Meetings Library
CHAPTER 11 About Seminars A Macromedia Breeze seminar is a special kind of Macromedia Breeze Meeting. Like a Breeze meeting, it’s conducted online in real-time and provides a virtual room in which a presenter can show slides or multimedia presentations, share screens, chat, and broadcast live audio and video. Like a Breeze meeting, a Breeze seminar takes place in a meeting room, a Macromedia Flash application that you run in a browser window by using Macromedia Flash Player.
Accessing the Seminar library The Seminar library is where seminar files and folders are stored. Breeze users who have the correct permissions can manage and organize files and folders in the Seminar library. You reach the Seminar library through the Seminar Rooms tab. When you click the Seminar Rooms tab, the Seminar List page displays the contents of the Shared Seminars folder. Depending on your permissions, you can create these seminars or modify them.
Host A host sets up the meeting, invites the guests, chooses the content, and assigns both presenter and participant roles to the appropriate attendees. The host can also perform all the tasks that presenters can perform. For procedures on setting permissions for seminar attendees, see Chapter 12, “Working with Seminars,” on page 165. For more information on participating and presenting in Breeze seminars, see Breeze Meeting User Guide for Participants or Breeze Meeting User Guide for Hosts and Presenters.
About permissions There are two different aspects of permissions to consider when working with seminars: • Attendance permissions These permission define attendee roles in a seminar, such as participant, presenter, and host. For more information, see “Seminar roles” on page 160. You assign these permissions when you create a seminar.
To a manage a seminar folder in the Seminar library, you must have Manage permissions for that folder. To edit a seminar or change the participants list for a seminar, you must have Manage permissions and be the seminar host (that is, the person who created the seminar). Seminar room templates When you create a seminar, you select a default template for your seminar meeting room. This is a layout that you can change from within the meeting room itself.
Task See Move a seminar folder to a different location within the “Moving a seminar folder” on page 190 Seminar library. Delete seminar folders within the Seminar library. “Deleting a seminar folder” on page 190 Assign permissions to a seminar folder. “Setting seminar folder permissions” on page 191 View aggregate statistical information about all your seminars using graphs in Breeze Manager.
CHAPTER 12 Working with Seminars A seminar is a special type of Macromedia Breeze meeting. Unlike a meeting, however, a seminar has a minimum of 50 participants and is normally held as a one-time or infrequent event. A seminar cannot be recurring, like a meeting. In addition, there are differences in the library structure that reflect the differences between the pricing and licensing of meetings and seminars. For more information, see Chapter 11, “About Seminars,” on page 159.
Obtaining information about a seminar If you are scheduled for a Breeze seminar, the seminar appears on your Home tab under My Scheduled Meetings. You can obtain information about a seminar by clicking on the seminar name in the My Scheduled Meetings list. If you have more scheduled seminars than can appear on the Home tab, click the More button after the list to view the additional seminars. To access the Seminar Information page: • Select the seminar name under My Scheduled Meetings on the Home tab.
Creating a seminar You create seminars using the Meeting wizard. Use this wizard following the procedure below to create a seminar that does not require registration. Also, when you create a seminar, you select an existing meeting room template that provides you with a design layout you can use or customize. (You customize the seminar meeting room from the within the room itself.) For more information, see Breeze Meeting User Guide for Hosts and Presenters.
Access There are two options: Only Registered Users and Accepted Guests May Enter the Room Individuals who share the same Breeze account with the seminar host. In this case, registered means having a valid Breeze account; it does not refer to the registration process that applies to an event. Registered Breeze users must enter their Breeze user name and password to enter the seminar room, and Breeze can generate an individual attendance report for the seminar.
Selecting participants If you limited your seminar to invited guests only, the next step is to select the seminar participants. If you are creating a seminar that anyone can attend if they have the URL, see “Sending invitations” on page 170. For a Registered Users and Accepted Guests Only seminar, you can select users and groups to be participants or presenters in your seminar. These are the only Breeze users who can be assured they can log in to the seminar.
Sending invitations The final step in the Meeting wizard is to send seminar invitations. A seminar invitation is an email invitation sent to participants informing them about the seminar date, time, duration, and location. The invitation process differs depending on the type of seminar you are creating: Registered Breeze users only and accepted guests Individuals who share the same Breeze account with the seminar host.
To send invitations for a meeting open to anyone: 1. On the Meetings Information page, click the Send Email Invitations button. A new message open in your e-mail application. 2. Select the users to whom you want to send the invitation from your address book or enter their e-mail addresses manually in the To text box. 3. Edit the e-mail subject and message, if necessary. 4. Click Send. 5. Return to Breeze Manager, and click the Finish button. The Meeting Information page appears.
To view a seminar profile from the Seminar Rooms tab: 1. Click the Seminar Rooms tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the seminar for which you want to get information. 3. Select the name of the seminar from the seminar list. The Seminar Information page appears. The Seminar Information page lists details about a seminar such as time, summary, and access.
Viewing an uploaded content list If you have Manage permissions for a seminar folder, you can view a list of all content that has been uploaded to the Breeze server from a seminar room within that folder. To view a seminar uploaded content list: 1. Click the Seminar Rooms tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the seminar for which you want to get information. 3. Select the seminar name from the list. The Seminar Information page appears. 4.
Editing a seminar profile If you are an administrator or a host, you can modify seminar properties at any time after creating a seminar. To edit a seminar’s information: 1. Click the Seminar Rooms tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the seminar for which you want to get information. 3. Select the seminar name from the list. The Seminar Information page appears. 4. Click the Edit Information link. The Meeting Information page appears. 5.
Audio Conference Settings Whether there are audio conference settings necessary for this seminar, and if so, the telephone number, moderator code, and participant code for the guests who are calling in.
To remove seminar participants: 1. Click the Seminar Rooms tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the seminar for which you want to get information. 3. Select the seminar name from the list. The Seminar Information page appears. 4. Click the Edit Participants link. The Edit Participants page appears. 5.
Sending seminar invitations You can send invitations for a specific seminar if you are an administrator or have Manage permissions for this seminar’s folder. A seminar invitation is an e-mail invitation sent to seminar participants to tell them the seminar date, time, duration, and location. The method for sending invitations depends on the type of seminar: Registered Breeze guests If your seminar is for Breeze users only, you create a custom e-mail message from within Breeze Manager.
8. Click the Send button. Registered Breeze users can be sent a seminar invitation directly from Breeze Manager. To send invitations for a seminar open to anyone: 1. Click the Seminar Room tab at the top of the Breeze Manager window. 2. Navigate to the folder that contains the seminar for which you want to get information. 3. Select the seminar name from the list. The Seminar Information page appears. 4. Click the Invitations link. The Invitations page appears with the seminar details. 5.
Viewing the Dashboard The Seminar Dashboard provides a graphical representation of statistical data about your seminars. To see the Dashboard, click the Seminar Dashboard link under the tab bar, at the top of the Seminar’s window. The data, which reflects all the seminars you have created, appears in three bar graphs; clicking in any of these brings up the Summary Report for this seminar (see “Meeting reports” on page 142): Most Active Meetings Over Last 30 Days Determined by the number of sessions.
Chapter 12: Working with Seminars
CHAPTER 13 Managing the Seminar Library This chapter explains the administrative tasks for maintaining the Seminars library. It describes the library and provides procedures for the file and folder management activities that Breeze users can perform within the library. The Breeze users who can manage files and folders in the library are administrators or any other user who has Manage permissions for those files or folders.
Seminar library activities Within the Seminar library, you can perform the following tasks: Activities See Open a folder and move up and down through folder levels. “Navigating the Seminar library” on page 182 Locate profile information and content for past seminars. “Searching the Seminar library archives” on page 184 Change the seminar location. “Moving a seminar to a folder” on page 186 Delete a seminar, including the seminar meeting room, its content, and recordings.
Opening a folder You open a folder by clicking the folder name in the directory list. If the folder doesn’t appear in the list, look in a different directory. Click the name of the appropriate directory above the navigation list, select the directory, and perform the following steps: To open a folder: 1. Click the Seminar Rooms tab located at the top of the Breeze Manager window. 2. Click the name of the folder.
To return to any folder: • Click the name of the parent directory in the navigation trail list. The folders and files within the higher parent directory appear. The name and location of the parent folder appears in the navigation links at the top of the browser window. The navigation trail of folders and files indicates your current location in the directory structure.
Moving and deleting seminars and seminar content This section explains how to move and delete seminars, as well as the content and recordings associated with a specific seminar. You can perform these functions only if you are a Breeze administrator or a user with permissions to manage a specific Seminar library folder.
Moving a seminar to a folder You can move a specific seminar from one seminar folder to another if you are an administrator, a seminar host or a user with permission to manage both the original and target folders in the Meetings library. To move a seminar: 1. Click the Seminar Room tab at the top of the Breeze Manager window. 2. Navigate to the seminar that you want to move. 3. Select the check boxes that are located to the left of the seminars you want to move. 4.
Moving uploaded content to the Content library To move uploaded content to the Content library, you must be an administrator or a user with permissions to manage the specific Seminars library folder that contains this seminar. For a description of uploaded content and an explanation of the benefits of moving it to the Content library, see “Moving and deleting seminars and seminar content” on page 185. To move uploaded content: 1. Click the Seminar Room tab at the top of the Breeze Manager window. 2.
4. Click the Uploaded Content link. The Uploaded Content page appears with a list of content files for this seminar. 5. Select the check box to the left of each files that you want to delete. 6. Click the Delete button above the list. A confirmation page appears. 7. Click the Delete button on the confirmation page to permanently delete the selected content. The Uploaded Content page appears with an updated content list.
Deleting a seminar recording You can delete a seminar recording associated with a seminar in the folder if you are an administrator or a user with permissions to manage the specific Seminars library folder in question. When you do so, you are deleting it from the Seminar library unless you moved the recording to the Content library. To delete a seminar recording you have moved to the Content library, see “Deleting a content file or folder” on page 46. To delete a seminar meeting room recording: 1.
3. Click the New Folder button on the menu bar above the seminar list. 4. Enter the name of the new folder on the new page that appears. 5. Click Save. Moving a seminar folder Administrators and users with permission to manage a specific Seminars library folder can move the location of the seminar folder in question. When you move a seminar folder, all the seminars within the folder also move to the new location. To move a seminar folder: 1.
4. Click the Delete button on the menu bar above the seminar list. A confirmation page appears. 5. Click the Delete button on the confirmation page to permanently delete the selected folder. The Seminar List page appears without the name of the folder that you deleted. Changing a seminar folder’s name and description To change a seminar folder name and description, you must be an administrator or a user with permissions to manage the specific seminar folder in question. To create a seminar folder: 1.
To set permissions for a seminar folder: 1. Click the Seminar Rooms tab at the top of the Breeze Manager window. 2. Navigate to the seminar folder whose permissions you want to set. 3. Click on the folder name. 4. Click the Set Permissions button. One of the following pages is displayed: ■ If this folder has never been customized, the Current Setting page appears with the message “Current Setting: same as parent folder.
Modifying the permission access list You can change the permission access list for a seminar folder by adding or removing users or groups in the list. Doing this lets you control exactly who has access to your file and the type of access. Note: Users who belong to the Administrators group can view all seminars and folders. Users who belong to the Seminar Host group can only view any seminars and folders for which they have Manage permissions. To add a user or group to the permission access list: 1.
8. Assign permissions for each user and group in the Current Permissions window as follows: a Select a name in the list: Press Control-click or Shift-click, as appropriate to select multiple users or groups. To search for a name, click the Search button at the bottom of the window and enter the name to display it in the list, and then select it. b For each selected name, click the Permissions button at the bottom of the window. A pop-up permissions menu appears.
CHAPTER 14 About Events In Macromedia Breeze, the event application lets users manage the full life cycle of large or small events, including registration, invitations, reminders, and reporting. Breeze events can be used with meetings, seminars, presentations, or training. An event generally involves many participants, so it requires careful pre-event planning and postevent management.
Event life cycle You can divide the life cycle of a Breeze event into three phases: • Pre-event, which includes determining the number of licenses available, creating content, establishing permissions, and inviting, registering, and reminding event participants. • In-event, which is the actual presentation of the event using one or more presenters.
Event permissions Permissions are important to create events because permissions determine who can participate, view, and manage events. The following types of permissions should be considered when creating events: • Attendance permissions • Event library permissions Attendance permissions Attendance permissions determine the roles and functions of attendees in an event. The event host assigns the attendees’ roles when setting up the event; for more information, see “Creating an event” on page 201.
Registration and approval of attendees Before an event occurs, the process of registering and approving attendees takes place. Events require registration but don’t always require approval. By default, an event does not require approval, but you can change this when you create the event. If you do not require approval, anyone who registers is approved automatically and can attend the event, providing you have a sufficient number of licenses.
Event tasks The following table is a summary of pre-event, in-event, and post-event tasks. For information and instructions on performing any of these activities, click the reference in the See column. Task Description See Name event Creates a name for each event. “Entering event information” on page 202 Add description Adds a description of the event’s details to encourage registration.
Task Description See Create guest profile “Event registration process” Enables a participant to create a guest profile at registration that is on page 219 system-validated before the event. This security feature ensures that the individual who registered is the same person who is approved for entry. Designate multiple initiators “Viewing and changing the participant Before an event, lets the host identify other people who have the list” on page 216 permissions to start it.
CHAPTER 15 Working with Events In Macromedia Breeze, the event application lets users manage the full life cycle of large or small events, including registration, invitations, reminders, and reporting. Breeze events can be used with meetings, seminars, presentations, or training. This chapter provides procedures for creating, modifying, and joining events. It does not address the file management tasks associated with the Event library. For this information, see “Managing the Event Library” on page 221.
Entering event information The first step in the Event wizard is to enter event profile information and define basic parameters for the event. Note: If you change the event start date to a date in the future, participants and presenters can still enter the meeting room at any time. When you are logged in to an event, you can stop participants from entering the room between events. For more information, see Breeze Meeting User Guide for Hosts and Presenters. To enter event information: 1.
Selecting content This is the second step in the process of creating an event. You must select the specific content you want to present in the event. Note: The content must exist before you create an event (see “Adding content to be used for an event” on page 44). To select content: 1. From the list of content that appears (meetings, seminars, presentations, and courses), select the content you want to use for your event.
You can select any of the other questions. For events that include guests outside your organization (those who find your event listing on your organization’s public website), it’s a good idea to get the company name and URL for screening purposes. For example, if the applicant works for a competitor, you might want to deny access. You can create an event registration page that captures specific information from event attendees. To add questions to the form: 1.
2. Do one of the following: ■ To add a new multiple choice question, proceed to step 3. ■ To add a new short answer question, proceed to step 5. ■ To add a new True/False question, proceed to step 7. 3. Click New Multiple Choice. The New Question window appears. 4. Do the following: a Type a question in the text box. b Type a possible answer for Answer 1. c Click the Add Above or Add Below buttons to add another answer above or below Answer 1; if you click Add Above, Answer 1 becomes Answer 2.
8. Type a question in the text box, and click Save. The Customize Registration window appears, showing your new question. 9. Do one of the following: ■ To add another True/False question, repeat steps 7 and 8. ■ To end the registration set up, proceed to step 10 10. (Optional) To move any question (except the required questions) up or down in the list, select the check box to the left of the question, and click Shift Up or Shift Down. 11.
To create event mailing lists: 1. To add a guest: a Click the Add Guest button. The Add Guest window appears. b Type or paste in e-mail addresses for all your invitees; use commas to separate each address. c Click Save. The Invitations page appears, showing the e-mail addresses you entered in the list. 2. To add a user: a Click the Add User button. The Add User window appears.
3. When importing a CSV file of users, there are some specific requirements: ■ ■ ■ ■ User names cannot contain commas (such as the comma after “Doe” in John Doe, Jr.). If any user names in the CSV file contain commas, it will not import. The file should not contain empty lines. If the CSV file contains any empty lines, it will not import. The column headers that are supported are name and login.
You can select any, all, or none of these e-mail messages. Some messages are selected by default; if you do not want to send any e-mail messages, deselect the messages before you click Finish. You can select from a variety of e-mail messages to communicate with attendees during an event cycle. You can customize an e-mail message. Several types of messages let you attach a Microsoft Outlook calendar (vCal) event that adds the event to the recipient’s Outlook calendar.
Previewing and modifying registration and event pages Before you publish an event, you can do the following tasks: • • • • “Previewing registration and event pages” on page 210 “Setting and previewing the event listing page” on page 210 “Setting and previewing the event listing page” on page 210 “Editing registration and event pages using Macromedia Contribute 3” on page 213 Previewing registration and event pages You can view registration and event pages before publishing an event.
All events within a single folder appear on one listing page. For example, you can create a folder that contains webinars your organization is hosting and then make that folder public so users can browse the event listings to find out about upcoming webinars. To create multiple event listing pages, simply create multiple folders. You can create folders that are either public or private. A public event listing page is one that anyone can view from the hosted public pages.
4. Click on the URL below “Public Event Listing URL For This Folder. The event information appears exactly the way it will appear on the event listing page. 5. To close the preview window, click the Close button in the upper-right corner. Note: Remember to make this folder private again after you preview the page if you do not want the folder to be publically available yet. A specific event listing can be previewed from the Event Information page. To preview the event listing for a single event: 1.
Editing registration and event pages using Macromedia Contribute 3 If you are a Macromedia Contribute 3 user, you can change the text and other components of Event pages using Contribute. Note: Open Contribute by clicking Start > Programs > Macromedia > Macromedia Contribute 3.
Publishing events When you publish an event, the following events occur: • All selected e-mail message options become active. For example, if you selected the first option, send e-mail invitations, the invitations are automatically sent and you can no longer customize them. (You can, however, customize any other selected e-mail messages.) • The registration form with its associated URL is available, so prospective attendees can begin registering for your event.
You can change an existing event in the following ways: • • • • • “Changing event profile information” on page 215 “Changing the registration questions” on page 216 “Viewing and changing the participant list” on page 216 “Changing event content” on page 217 “Changing event e-mail options” on page 217 Changing event profile information You can edit the text on the Event Information page for event participants.
Changing the registration questions You can change any registration question, except the three required questions (name, e-mail, and password), which the system uses to validate a user. To change registration questions: 1. Click the Events Management tab in Breeze Manager. The Event folder list appears. 2. Navigate to the desired folder. 3. Click the event you want to change. The Event Information page appears. 4. Click Registration Questions. The Registration Questions page appears. 5.
Changing event content You can replace event content with the same type of content, such as by replacing one meeting with another. If you purchased the Content application, you cannot add any new content to the Content library from here; you can only select existing content for your event. If you need to change the content, see “Working with Content” on page 35.
4. Click the Email Options link at top of the Events tab. Do any of the following: ■ Select any e-mail messages you want to send to participants. ■ Deselect any e-mail messages you do not want to send to participants. ■ Click Customize next to any messages that you want to edit. (You can edit messages, but do not change any of the items in braces ({}) on the Edit E-mail page.) 5. Click Save to save your changes or Cancel to exit the e-mail form. The E-mail Options page appears. 6. Click Save.
Joining events as a participant Any Breeze event that you are permitted to join appears in the event list. (To view the event list, navigate to the Breeze Manager Home tab, and click My Scheduled Events.) Event registration process All Breeze events require registration, although not all require approval. There are two ways to register for an event: • From a link in the e-mail invitation, which applies only if you are invited by the event host.
Chapter 15: Working with Events
CHAPTER 16 Managing the Event Library This chapter explains how to manage files in the Event library and addresses the administrative functions of event management. To perform any of the procedures described in this chapter, you must have the proper permissions. Each procedure is preceded by the permission types that can perform the task. For more information about permissions, see “Event library permissions” on page 197.
2. Click the name of a folder. The folders and files in that event folder appear, and the name of the selected directory appears in the navigation trail near the top of the browser window. Moving up one directory level You can move up to the parent folder (the folder one level above the current folder) by clicking the Up One Level button in the navigation bar above the event list. If this button is not displayed, you are already at the highest directory level.
Viewing information about an event If you are an administrator, an event host, or a user with permissions to manage a specific Event library folder, you can view different kinds of information about an event from the Breeze Manager application. This information includes a participant list, an event content list, and a list of the event’s audio recordings.
Moving an event Administrators, event hosts, and users with permission to manage a specific Event library folder can change the location of an event. To move an event: 1. Click the Event Management tab in Breeze Manager. 2. Navigate to the location of the event that you want to move. 3. Select the check boxes to the left of the events that you want to move. 4. Click the Move button, located in the menu bar above the event list.
Deleting an event Administrators, event hosts, or users with permission to manage a specific Event library folder can delete events. When an event is deleted, the following actions occur: • • • • The event is removed from the Event library. Participants can no longer access the meeting room. Reports for the event are no longer available. The uploaded content and recordings associated with an meeting room are removed from the Event library.
To edit event information: 1. Click the Event Management tab in Breeze Manager. 2. Navigate to the desired event. 3. In the event list, select the name of the event. The Event Information page appears. 4. Click the Edit Information link in the navigation bar. The Edit Information page appears. 5. Edit the event information. 6. Click Save.
To add event participants as guests: 1. Click the Event Management tab in Breeze Manager. 2. Navigate to the desired event. 3. In the event list, select the name of the event. The Event Information page appears. 4. Click Participant Management in the navigation bar. 5. Click Add Guest. 6. In the text box, type or paste the e-mail addresses of the people you want to invite. 7. When you finish, click Save. To add event participants as participants: 1. Click the Event Management tab in Breeze Manager. 2.
Removing event participants You can remove event participants at any time. To remove event participants: 1. Click the Event Management tab in Breeze Manager. 2. Navigate to the desired event. 3. In the event list, select the name of the event. The Event Information page appears. 4. Click the Edit Participants link in the navigation bar. 5. Click the check boxes next to the groups or users that you want to delete from the participants list. 6. Click Remove. The updated Users and Groups list appears.
Sending event invitations If you are an administrator, an event host, or a user with permissions to manage a specific Event library folder, you can send event invitations. An event invitation is an e-mail message that is sent to event attendees, informing them about the event date, time, duration, and location. The way that invitations are sent depends on the type of event: Invitees Only If your event is for registered Breeze users only, you create a custom e-mail message from in the Breeze Manager.
5. Click Edit/Send Invitations. The Invitations page appears. 6. (Optional) If you want to send a blind copy of the invitation to anyone, add their e-mail address in the BCC Recipients text box. This can be useful if, for example, you want to send an invitation to key co-workers to let them know that you sent the invitation, but you don’t want invitation recipients to see that you sent the invitation to co-workers. 7. Edit the subject and the message body. 8.
3. Select the check boxes to the left of the names of the event folders that you want to move. 4. Click Move. A new window appears, listing the items you selected. 5. Navigate to the folder location where you want to move the event by clicking folder titles or the Up One Level button. 6. When the correct folder location appears under Move to this folder, click the Move button. The Move Successful page appears, confirming that the move was successful. 7. Click OK.
When customizing the permission settings for an event folder, you can choose either of the following options: Create a custom permissions profile for users and groups Add users or groups to the profile, and set the access for each user or group to Denied or Manage. User or group permissions that you set for the folder take precedence over permissions that are set for the parent folder.
4. To add users or groups, in the Available Users and Groups list, do the following: ■ ■ ■ Press Control-click or Shift-click, as appropriate, to select multiple users or groups To expand a group so that you can select individual members, double-click the group name. When you are done with this group, double-click the Up One Level icon in the list to return to the parent folder list.
Chapter 16: Managing the Event Library
CHAPTER 17 About Administration Breeze account administration comprises two basic functions, each represented by its own set of links on the Administration tab of Breeze Manager: managing accounts (account management) and managing users and groups (user management). Both functions are performed by the Breeze administrator, the only Breeze user who has access to the Administration tab.
Finally, after Breeze is operational and you have set up users and groups in your organization’s Breeze account, you can use the Account Summary, Reports, and Administration Dashboard features as account maintenance tools to monitor system usage.
CHAPTER 18 Managing the Breeze Account If you are an administrator, you can administer all the details that pertain to your organization’s Breeze account by clicking the following links at the top of the Administration tab in Macromedia Breeze Manager: • Account, which enables you to manage the settings of the Breeze account that are unique to your organization and to generate reports using the Report link; see “About your organization’s Breeze account” on page 237, “Editing Breeze account information” on
General account information The information under the Account Information heading shows profile information for the entire Breeze account. It contains the following information: Name Domain The name of your Breeze account. The domain where your Breeze account resides. Default Time Zone Expiry Date The time zone set for your account. The expiration date for your account. Primary Contact The individual who was named as the primary contact when the Breeze account was established for your organization.
Pricing model rules Concurrent and named users cannot mix. That is, you cannot have quotas for named organizers and concurrent users in the Meeting application at the same time, nor can you have named learners and concurrent learners in Training application.
Advanced feature information This section lists all the possible features that your organization has purchased to address specific needs. Depending on the features that your organization has purchased, you see any of the following: FlashPaper This is a Macromedia product that enables you to convert HTML, Microsoft Word, and PowerPoint files into Macromedia Flash documents for the web. Customization and Rebranding This feature allows you to customize and brand your Breeze installation for your organization.
Customizing Breeze If your organization purchased the Breeze Customization features, the Customization link is enabled on the Administration tab. This link includes features that let you adapt the appearance of your Breeze installation to match your organization’s identity.
• Banner logo, the image that appears in the upper-left corner of Breeze Manager. This image is clickable, and takes the user to the web address specified in the logo URL text box. The image must be a JPEG, PNG, GIF, or BMP file and must be 275 by 50 pixels. To customize Breeze Manager: 1. Click the Administration tab. 2. Click Customization. The Customization page appears with the Customize Banner option selected. 3.
4. Click Browse below the Banner Logo heading to browse for the image (JPEG, PNG, GIF, or BMP file) that you want; if you do not select another logo, the default logo is Macromedia Breeze. After you select the image, it appears in the upper-left corner of the preview area. 5. Click Apply to save your changes. Your changes appear within 5 to 10 seconds; alternatively, you can refresh the page. Customizing the Breeze login page Use the Customize Login link to customize the Breeze login page.
To customize the Breeze login page: 1. Click the Administration tab. 2. Click Customization. The Customization page appears with the Customize Banner option selected. 3. Click Customize Login. The Custom Login page appears. 4. To change the color of the meeting name text, pod border, or background color, do the following: a Click the appropriate item name in the list to the left of the color selection box. b Mouse over the color selection box to find the color for the item you selected.
• Meeting logo, a unique image for your organization’s meetings; this must be a JPG, PNG, BMP, or GIF file, 50 by 20 pixels wide. • Meeting URL, a website to which users are directed when they click the meeting logo To customize the Breeze Meeting 1. Click the Administration tab. 2. Click Customize. The Customize page appears with the Customize Banner option selected. 3. Click Customize Meeting. The Customize Meeting page appears. 4.
5. Click Browse below the Meeting Logo heading to browse for the image (JPEG, PNG, GIF, or BMP file) you want; if you do not select a logo, the default logo Macromedia Breeze is used. After you select the image, it appears in the upper-left corner of the preview area. 6. Enter the appropriate logo that you want in the Logo URL text box; if you enter another URL, the default is www.macromedia.com. 7. Click Apply to save your changes.
Training Reports This feature provides summary learner quota information (number of learners compared with the number allowed). The Training Reports appear when you click the Reports link from the Accounts page after you access the Administration tab.
To obtain a downloadable report: 1. Click the Administration tab. 2. Click Reports. The Reports page appears. 3. Click Downloadable Reports. The Downloadable Reports page appears, with the available report types and a description of each one. 4. Click the Download link or the Download Report Data button. The File Download window appears, giving you the option of saving or opening the CSV file. 5. Click Open or Save, as appropriate. Note: Each download report of any type that you save is named “data.
Constraints The Interaction report excludes the following information: • Certificate number, which does not exist in the database • Max score, which is often unavailable Users This report lists users and associated profile attributes using data listed in the following table: Column name Description principal-id Unique ID for the user login Unique user identifier. name Unique user name. email User’s unique e-mail address. manager The login of the user’s manager. Manager is always set to NULL.
Assets This a description of all Breeze resources, such as meetings, events, content, and seminars. This report lists all system objects (such as meetings, content, courses, and so on) and their attributes, as the following table shows: Column name Description url Unique identifier for the object. type Either a presentation, course, FLV file, SWF file, image, archive, meeting, curriculum, folder, or event. name Object name as it appears in the content listing.
Data is generated in this report whenever a user does any of the following: • • • • Answers a question in a quiz within a course or curriculum Answers a registration question Answers a poll within a meeting or seminar Adds a custom form to a meeting, seminar, course, or curriculum Constraints The Question report excludes the following information: • Correct or Incorrect, which can be determined by checking for a non-zero score • Date answered, which does not exist in the version 410 schema Slide Views
Custom URL Management Breeze allows the creation of custom URLs for meetings, training, events, or seminars. A custom URL is reusable and easy to remember. This name is appended to the domain name of your Breeze server, and is created when a user sets up a meeting, training, event, or seminar. A custom URL is recyclable; that is, it becomes available if the item to which it was initially assigned is subsequently deleted.
4. Enter the name that you are searching for in the Search For text box and click Search. The page displays the Content Information report, which provides the following information: ■ ■ Title, the title of the meeting, content, course, curriculum, seminar, or event that is using this URL. Type, the type of function this URL is currently being used for (meeting, content, training, and so on). ■ User, the individual who is currently using the URL. ■ URL, the full path of which this custom URL is part.
Chapter 18: Managing the Breeze Account
CHAPTER 19 Working with Users and Groups Macromedia Breeze is a permissions-based application. The permissions structure protects the integrity of Breeze data and defines the parameters of each user’s access. In Breeze, every user account is defined by its access permissions to the application’s various information repositories and features. The Breeze administrator’s job is to create, add, remove, and manage Breeze accounts, both for individual users and groups.
In addition, there is another set of permissions that you can assign to a file or folder; these are the attendance permissions. The attendance permissions designate the access permissions and the role of each attendee in a meeting, training, event, or seminar. The Breeze library permission types address who can manage library files. The attendance permissions designate what role an attendee plays in a specific Breeze meeting, training, event, or seminar, and who can view Breeze library content.
Breeze library folder permissions Breeze library folder permissions determine who can perform routine file and folder maintenance for a given library. For details on these, as well as tables that list the permissions possible for each task in the Breeze libraries, see “Library activities and their permissions” on page 264. Breeze attendance permissions Each of the Breeze libraries is associated with a different structure for presenting information to different audiences.
Training application attendance permissions The Training application has two components, courses and curriculums. Both components have two attendance permissions, Enrolled and Denied. Enrolled indicates a learner whom a training manager placed in a course or curriculum; Denied indicates a user who is denied access to that course or curriculum, usually when a whole group is enrolled, but the training manager wants to exclude the specific member.
Built-in groups Breeze is installed with six Built-in groups, each reflecting a specific set of access needs across all the Breeze libraries. The administrator, at the company level, assigns users and groups to the appropriate Built-in groups. Membership in a specific Built-in group enables you to create new instances of the function associated with that library; that is, new files. For example, if you are a meeting host, you can create new meetings.
• Manage the Training library, including viewing, deleting, moving, and editing Training library files or folders, viewing reports for Training library files, setting permissions for Training library files or folders, and creating new subfolders within Training library folders, as well as enrolling users, sending enrollee notifications, and setting up course and curriculum reminders.
Your Breeze account has a limit on the number of users that you can add to the Author group. To view your author limit, see “About your organization’s Breeze account” on page 237. Members of the Author group can perform all of the following actions if they have Publish permissions on the specified folder: • View content and content folders. • Publish and update content. • Send e-mail messages containing links that send a notification to the author as soon as the recipient accesses the link.
An event manager can perform the following actions: • Manage his or her own Event library user folder, including all file management functions, and create and manage all aspects of an event in this folder • View event reports If a user belongs to the Event Managers group but you do not want the user to have all the permissions that go with that group, you can place more restrictive permissions on the individual user or on a group to which the user belongs.
Seminar hosts Because of the way seminars are licensed, the permissions for seminar hosts are different from other groups. Unlike other libraries, the Seminar library does not have a high- level User folder prepopulated with folders for the individual hosts. Instead, the Seminar library consists only of the Shared folder directory, and each folder in this directory corresponds to a seminar license that your organization purchased. No users except seminar hosts and administrators can manage these folders.
Custom groups Custom groups are groups that you create yourself. You can define specific folder and file permissions for the group within the different Breeze libraries. In addition, because a group can contain both users and other groups, you can assign permissions to a custom group by assigning it to the appropriate Built-in groups.
View Users or groups with a View permission setting for a folder can view any content in that folder. A View permission for an individual file allows view access for that particular file. Denied Users or groups with a Denied permission setting for a folder or file cannot view it, access it, or manage it in any way.
Functionality Denied View Publish Manage Move content folders none none enabled Delete content folders none none enabled Set content folder permissions none none enabled View reports none none enabled enabled View My Content none none enabled enabled View Users Content* none none none enabled * Must be a member of the Administrators group.
Meetings library A summary of Meetings library functionalities allowed for each permission type are shown in the following table: Feature Denied Manage Navigate meetings folders none enabled View meeting summaries none enabled View and edit meetings’ participants lists none enabled View and manage meetings’ uploaded content lists none enabled View and manage meetings’ recordings lists none enabled Create new meetings none enabled Move meetings none enabled Delete meetings none enab
Seminar library A summary of Seminar library functionalities allowed for each permission type are shown in the following table.
Event library A summary of Event library functionalities allowed for each permission type are shown in the following table.
3. If the user acquires View, Publish, or Manage permissions through user-specific permissions, these are additive to the corresponding group-acquired permissions. In addition, these override any group-acquired Denied permission. 4. If the user is specifically assigned the Denied permission setting through user-specific permissions, the user is denied access regardless of any group-acquired permissions. 5.
Tips on working with permissions By assigning groups or users certain permission types for a file or folder, you can control which users or groups can access certain features for that folder. For example, you can set a folder’s permissions so that only certain users or groups can publish content to the folder. You can also set a folder to have the same permission as its parent folder.
Customizing user profile fields A user profile field is an attribute of your organization’s Breeze user profile.
Adding a predefined field You can select and add a predefined field from a list that Breeze provides. To add a predefined field: 1. Click the Administration tab at the top of the Breeze Manager window. 2. Click Users and Groups. The Users and Groups list appears. 3. Click the Customize User Profile link above the Users and Groups list. The list of the user profile fields appears. 4. Click the Add Predefined Field button. A list of additional predefined fields appears. 5.
7. To move an item up or down in the list, select its check box and click the Shift Up or Shift Down button, as appropriate. 8. To flag this field as required or add a description for it, see “Modifying a user profile field” on page 274. Modifying a user profile field You can change any attributes of an existing field, set a Required field, or add a comment for a field that you just selected. To modify a user profile field: 1. Click the Administration tab at the top of the Breeze Manager window. 2.
6. Check that the fields shown on this page are the ones that you selected for removal. 7. Do either of the following, as appropriate: ■ Click Remove to delete these fields. ■ Click Cancel to cancel the operation. The main (first) Customize User Profile list page reappears. If you removed the fields, they are no longer in the list; if you canceled the operation, the fields are still listed.
There are three ways to add users and groups to Breeze: • Using the Lightweight Directory Access Protocol (LDAP), used for large organizations. If your company supports LDAP, you would probably not be involved in adding new users or groups, as this is maintained outside of Breeze Manager functionality. However, you might have to work with your corporate IT department to determine user and group mappings within Breeze.
In order to perform any of these imports, you must follow the CSV format that Breeze provides. Each procedure includes examples of acceptable formats. These examples show the values that are required for Breeze, though you can also specify additional attributes on the file that are standard for your organization. After you import the users and groups, you must set permissions for them. For instructions, see “Setting custom permissions for the Breeze libraries” on page 285.
7. Set permissions for these users; see “Setting custom permissions for the Breeze libraries” on page 285. Importing a group CSV file (create new groups) Use the group import option to import groups into the Breeze database. After you import the group CSV file, you can assign new users to the groups (see “Importing users and adding them to groups (create new users and add them to a group)” on page 279).
Importing users and adding them to groups (create new users and add them to a group) Use this option to import new users and add them to a Built-in or previously created group. The Built-in group names appear in the pop-up menu for group selection as default groups. After you create a group manually, its name also appears in the menu, so you can use the import option to assign large numbers of users to multiple groups. However, you can only select one group for the users whom you imported from one CSV file.
The upload runs. After the upload is done, a page appears that lets you download a revised CSV file with the results of the import operation. This file is a revised version of your original CSV file, and it indicates which users were successfully created and which users, if any, were not, due to an error in your CSV file. Note: If the CSV file contains the names of groups that are already in the system, the system ignores them but logs a message stating that duplicate groups were encountered. 5.
When creating groups manually, use the Users and Groups list, which is the page that appears when you click the Users and Groups link on the Administration tab. Creating a custom group Remember that a group can contain both users and other groups. This means that you can add Built-in groups and other custom groups, as well as users, to the custom group. Use the following procedure to create a custom group. To create a new custom group: 1.
5. Do either of the following, as appropriate: ■ To add this group without adding members, click Finish. The Group Information page appears; if you decide to add members at this point, click the View Group Members button and proceed to step 6 ■ To add members, click Next. The Edit Group Membership page appears with the Possible Groups list on the left and the Current Group Membership list on the right. 6.
3. Click the New User button at the bottom of the list. The New User Information wizard appears. 4. (Required) Enter the new user’s last name, first name, and e-mail address; (optional) enter any other profile information. 5. Type a new password to mail to this user in the New Password text box, and then retype it for confirmation; if the user has an e-mail address, leave the E-mail the New User Account Information, Login and Password box selected. If they do not have e-mail, deselect it. 6.
11. Click Add. The message “Submitting Request” appears, and then the message “Operation Successful” appears. After this, the groups you added appear in the Current Group Membership window; to remove a group from this window, select it and click Remove. 12. Click Finish. The User Information page reappears for this user.
Adding team members for a user If a user is a manager, you can use this procedure to assign team members to the manager. When you do so, the manager can view report data for this user using the Manager Reports option on the Home tab. To add team members for this user: 1. Click the Administration tab at the top of the Breeze Manager window. 2. Click Users and Groups. The list of all users and groups with Breeze accounts appears. 3.
For information on setting custom permissions for a library, see the appropriate procedure below: • • • • • Content library; see “Setting custom permissions for content files and folders” on page 51 Meetings library; see “Setting meeting folder permissions” on page 154 Event library; see “Setting event folder permissions” on page 231 Training library; see “Setting training folder permissions” on page 114 Seminar library; see “Setting seminar folder permissions” on page 191 Changing and viewing informatio
To view a user’s information: 1. Click the Administration tab at the top of the Breeze Manager window. 2. Click Users and Groups. The list of all users and groups with Breeze accounts appears. 3. If necessary, click Search and enter the user’s name in the Search text box to locate the name in the list. 4. Select the user’s name and click Info at the bottom of the list. The User Information page appears for this user. 5.
Changing a user’s details Follow this procedure to change the user’s first or last name, e-mail, audio conference settings, or information in any custom field that you added for your company’s user profiles. To change a user’s manager, see “Changing a user’s manager” on page 288; to change a user’s team members, see “Changing a user’s team members” on page 289; to change a user’s group membership, see “Assigning a user to a group” on page 290 or “Removing members from a group” on page 294.
6. In the Possible Managers list, select the manager to whom you want to assign this user; to search for a name in the list, click Search at the bottom of the window and enter the name to display it in the list, and then select it. 7. Click the Set Manager button. The message “Submitting Request” appears, and then the message “Operation Successful” appears.
Assigning a user to a group Follow this procedure to add a user to a specific group in situations where a user has transferred to another department in the organization, was promoted, or made any change that necessitated adding this user to a new Built-in or custom group. You can also use this procedure to assign a user to a specific seminar licensed folder. To assign a user to a group 1. Click the Administration tab at the top of the Breeze Manager window. 2. Click Users and Groups.
4. Select the user’s name and click Info at the bottom of the list. The User Information page appears for this user. 5. Click the Edit Group Membership link above the User Information title bar. The Edit Group Membership page appears with the Possible Groups window on the left and the Current Group Membership window on the right. 6.
Viewing and changing information for existing groups The administrator sets up groups to conform with Breeze users’ permissions needs. Often, the membership of such groups changes, and you must change the group’s composition to reflect this. Whereas a group’s composition automatically changes when you add or remove an individual user at the user level, you use the group editing feature to move large numbers of users in and out of groups, as well as to change group details.
Changing a group name or description If you are an administrator, you can edit the name or description for any group, even Built-in groups, although Macromedia does not recommend this practice. If necessary, you can also use this procedure to change the name of a particular seminar license group to associate it with a specific organizational or functional group in your organization. To change a group name or description: 1. Click the Administration tab at the top of the Breeze Manager window. 2.
Adding members to a group If you are an administrator, you can add both users and groups to a group. To add members to a group: 1. Click the Administration tab at the top of the Breeze Manager window. 2. Click Users and Groups. The list of all users and groups with Breeze accounts appears. 3. If necessary, click Search and enter the group’s name in the Search text box to locate the name in the list. 4. Select the group’s name and click Info at the bottom of the list.
5. Click the View Group Members button. The Edit Group Membership page appears with the Possible Group Members list on the left and the Current Group Members list on the right. 6. In the Current Group Membership window, select each user and group that you want to remove from this group, as follows: ■ ■ To select multiple users or groups, press Control-click or Shift-click, as appropriate.
Chapter 19: Working with Users and Groups
INDEX A access list, permissions, Meetings library 155 account administration, functions within Breeze 235 account features 237 account information 237 account management 236 Admininistrators group 259, 260 Administration Dashboard about 235, 237 description 246 usage options 246 Administration tab about 10 account features 237 account information 237 Account link 235, 237 Administration Dashboard link 235, 237 custom URL search 252 Customization link 235, 237 links 235 Service Plan link 235, 237 Users and
Captivate content 8, 11, 29, 44 comma-separated values (CSV) files.
disabling reminders 102 downloading reports 107 editing external content information 94 editing information for 96 entering information for new 85 exit from New Curriculum wizard 90 managing enrollees 98 removing items 96 removing items from new 89 report for external training by users 107 reports 103 sending notification to enrollees 99 sending reminders to enrollees 100 setting permissions for enrollees 99 status information 97 summary report 103 summary report for external training 106 viewing a report b
Event Management tab 10 event managers defined 8 permissions 261 Event Managers group 261 Event reports about 218 for the administrator 247 events about 195 content 196, 203, 217 creating 195, 201 creating a meeting as an event 121 creating a training as an event 59 defined 22 e-mail messages 208, 217 editing 225 editing existing 214 editing pages with Contribute 3 213 entering information 202 follow-up 218 image 212 invitations 206, 229 licensing 196 lifecycle 196 obtaining information about 223 participan
I image files 120 images, events 212 information course, editing 74 course, entering 67 groups, viewing 292 user, editing 287 user, viewing 286 Interactions report (Administration tab) 248 invitations events 229 Seminars 177 sending for meetings 229 K keywords, searching, Meetings library 147 L LDAP 276 LDAP (Lightweight Directory Access Protocol) 11, 276 Learn link 19 learning management systems, Breeze integration 9 licensing events 196 Seminars 159 Lightweight Directory Access Protocol (LDAP) 276 Linux o
searching 147 sending meeting invitations 229 uploaded content list 135, 223 Meetings library management 122, 123 meetings, creating as an event 121 Microsoft Windows, versions supported 9 moving a training folder 113 course or curriculum to a different folder 113 meeting location 148, 224 Meetings library folders 152 recordings, meeting 150, 188 MP3 files 30 multiple permissions, precedence 269 muting audio 43 My Content folder 33 My Meetings folder 144 My Profile Change My Password link 20 User Informatio
prerequisites, in curriculum 94 Presentation defined 39 downloading complete 49 downloading source files 50 searching in 41 toolbar 41 presentation as an event 44 defined 30 presentation sidebar 39 presentation slides 39 presentation toolbar 39 presentation, Breeze Presenter 33 presentations audio muting 43 downloading from Content library 49 layout 39 outline pane 40 presenter 120 pricing models about 120, 128, 239 defined 238 meetings 130, 238 rules for 239 training 238 Public content files 51 publish per
security, Content library 31 seminar hosts defined 8 permissions 263 Seminar library deleting content 187 deleting recordings 189 deleting Seminars 186 folders 189 moving content 185 moving items to Content library 187 moving recordings to Content library 188 moving seminars 185 moving Seminars in 186 navigating 182 permissions 162, 193, 268 recordings 185 searching 184 seminar room attendee 239 seminar room, defined 21 seminar rooms quotas for 239 Seminar Rooms tab 10 Seminars about 159 audio 168 content 1
permission access list, modifying 116 permissions 58, 266 reminders, changing settings 78 reminders, setting up 71 Reports links 79 structure 109 training managers defined 8 permissions 261 tasks 58 Training Managers group 261 Built-in groups, Training Managers group 58 training reports (for the administrator) 247 Training tab about 10 Training tab, Dashboard 59 training, creating as an event 59 V View permission 265 View permission setting 31 Viewer navigating slides 42 outline pane 40 search 41 slide not
Index
