USER GUIDE Software 1.2.
RealPresence® CloudAXIS™ Suite User Guide Copyright ©2013, Polycom, Inc. All rights reserved. 6001 America Center Drive San Jose, CA 95002 USA No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format. As between the parties, Polycom, Inc.
Contents About This Guide .......................................................................................................... 6 Terms and Writing Conventions ...................................................................................... 6 Information Elements ....................................................................................................... 6 Typographic Conventions ................................................................................................
Approving Presenter Rights ...............................................................................................37 Ending a Meeting .................................................................................................................37 Inviting Participants during a Meeting ...............................................................................38 Inviting Participants with an Email Message ......................................................................
About This Guide This user guide shows you how to create and participate in recordable online web conference meetings from the Services Portal in the Polycom® RealPresence® CloudAXIS™ Suite. This section contains common terms, descriptions of writing conventions, and a description of the user guide contents. Conventions Used in this Guide This user guide contains terms, graphical elements, and a few typographic conventions.
Name Icon Description Administrator Tip The Administrator Tip icon highlights techniques, shortcuts, or productivity related tips. Caution The Caution icon highlights information you need to know to avoid a hazard that could potentially impact device performance, application functionality, or successful feature configuration.
Convention Description Underlined Blue Used for URL links to external Web pages or documents. If you click on text in this style, you will be linked to an external document or Web page. Blue Text Used for cross references to other sections within this document. If you click on text in this style, you will be taken to another part of this document. Fixed-width-font Used for code fragments and parameter names.
Chapter 1: Getting Started The CloudAXIS portal enables you to create and participate in recordable online video conference meetings. Depending on the organization's policy, you can also invite contacts on Skype™, Facebook, or Google Talk™ to join the meetings. Before you get started using the portal, be sure you meet the basic requirements listed in this chapter.
Creating and Managing Your Meetings Minimum Software Component Requirements Minimum Browser Requirements Supported Bandwidth, Video Format, and Resolutions Minimum Hardware Requirements See the remainder of this user guide for information about creating and participating in meetings. Learning the Minimum Requirements This section shows you the minimum system, hardware, browser, software, network, and bandwidth requirements.
Creating and Managing Your Meetings Minimum Software Component Requirements CloudAXIS installs two plug-ins to enable video and social features: the CloudAXIS Client Plugin and the CloudAXIS Social Plug-in. The CloudAXIS Client Plug-in enables SIP audio/video services and is downloaded when accessing CloudAXIS from a device for the first time.
Creating and Managing Your Meetings Component Description Video memory 256 MB or more Hard drive space 200 MB Camera Integrated or external Audio devices Standard PC97 audio devices Monitor Recommended: 16:9, 1920 x 1080 Minimum: 1024x768 Polycom Inc.
Chapter 2: Creating and Managing Your Meetings The Services Portal gives you two options for creating online video conference meetings: meetings that start immediately and meetings scheduled for a later time. To create meetings, you must have a user or admin account. Log in to the portal with your user or admin credentials, and select the type of meeting you want to create. Selecting a meeting that starts immediately launches a meeting in your web browser for inviting and interacting with participants.
Creating and Managing Your Meetings Creating Meetings This section shows you how to schedule a meeting for a later date and how to start a meeting immediately. Scheduling a Meeting To schedule a meeting, log in to the Services Portal, and follow the instructions outlined in this section. 1 Select Schedule. The Schedule a Meeting screen displays as shown next. 2 Enter the following in the Schedule a Meeting screen options: ○ Meeting Name Enter the purpose of your meeting.
Creating and Managing Your Meetings ○ Date and Time Click inside the text box to display a calendar. Use the calendar to schedule the day, and use the Hour and Minute sliders to schedule the start time. When finished, click Done. ○ Duration Click inside the text box to display Hour and Minute siders. Use the Duration’s Hour and Minute sliders to schedule the meeting duration. When finished, click Done. ○ Use Personal VMR Check the Personal VMR checkbox, and enter your VMR number. This is optional.
Creating and Managing Your Meetings ○ Host Passcode To require a passcode to enter a meeting as a presenter, enter a passcode in the Host Passcode text box. An attendee who enters this passcode will enter the meeting as a presenter. Use this option to ensure security when accessing the meeting from a web URL instead of the portal. The passcode must be numeric with a maximum of 10 characters. 3 Click Schedule.
Creating and Managing Your Meetings Starting a Meeting Immediately To start a meeting immediately, log in to the portal and click Meet Now. If the Passcode mandatory checkbox has been selected by the admin on the Settings > Conference Settings screen, you must enter a passcode in the pop-up box that appears. If the Passcode mandatory checkbox was not selected, a welcome screen displays with a selection of video preferences.
Creating and Managing Your Meetings Selecting Video Preferences. For help with inviting participants, see Inviting Participants during a Meeting. Viewing Your Scheduled Meetings Select the Calendar tab to view your scheduled meetings. When the Calendar screen opens, sort through your scheduled meetings by selecting one of the following options: Today Displays all meetings you have scheduled for the current day. Select Prev or Next to navigate through your list of scheduled meetings for that day.
Creating and Managing Your Meetings Selecting Video Preferences. Note: Host Option The Host option appears five minutes before the meeting is scheduled to start. The meeting’s creator, however, cannot log in until the time the meeting is scheduled. Managing Your Scheduled Meetings Scheduled meetings can be edited or deleted by the meeting’s creator. When a meeting is edited, all invited participants receive a notification specifying the change. This section shows you how to edit and delete your meetings.
Creating and Managing Your Meetings 4 Change the fields you want to edit: ○ Meeting Name Enter the purpose of your meeting. For example, ‘Engineering Initiatives Meeting’. This is optional. ○ Agenda Enter a conference description. Information entered in the Agenda text box is sent to all the invited participants. This is optional. ○ Date and Time Click inside the text box to display a calendar. Use the calendar to schedule the day and use the Hour and Minute sliders to schedule the start time.
Creating and Managing Your Meetings » Enter each email address individually and separate them by semicolons » Click Add From Contacts to select contacts in your address book. The Select Attendees screen displays. Use the search field to find your contacts. Check the box for each contact you want to include, and select Invite to Meeting. For information about your address book, see Managing Your Address Book. ○ Require Authentication Select to require user ID and password authentication.
Creating and Managing Your Meetings 6 Verify the meeting details and click Confirm. Each invited participant will receive the Meeting details in an email, shown next. Polycom Inc.
Creating and Managing Your Meetings Deleting your Scheduled Meetings This section shows you how to delete a scheduled meeting. Note: Completed Meetings and Meetings in Progress Meetings that have already completed or are currently in progress cannot be deleted. To delete your scheduled meeting: 1 Click Calendar. 1 Locate the meeting in your calendar as described in Viewing Your Scheduled Meetings. 2 Click the meeting’s icon. The meeting is deleted.
Creating and Managing Your Meetings 3 Enter the following in the Add a contact screen text boxes. ○ First Name Enter the contact’s first name. ○ Last Name Enter the contact’s last name. ○ Email Address Enter the contact’s email address. ○ Contact Number Enter the contact’s phone number. 4 Click Add. Editing Contacts This section shows you how to edit a contact in your address book. To add edit a contact: 1 Click Address Book, the Contacts screen displays. 2 Search for the contact you want to edit.
Creating and Managing Your Meetings 4 Edit any of the information in the following text boxes. ○ First Name Edit the contact’s first name. ○ Last Name Edit the contact’s last name. ○ Email Address ○ Contact Number Edit the contact’s email address. Edit the contact’s phone number. 5 Click Save. Deleting Contacts This section shows you how to delete contacts from your address book. To delete a contact: 1 Select Address Book, the Contacts screen displays. 2 Search for the contact you want to edit.
Creating and Managing Your Meetings 4 Confirm the contact and click Delete. Managing Your Personal Details This section shows you how to manage and change your personal profile details. 1 Log into your Services Portal account, and select the The Edit Personal Details screen displays. Polycom Inc. icon at the top right of the portal.
Creating and Managing Your Meetings 2 Edit any of your profile information in the following text boxes: ○ First Name Edit your first name. ○ Last Name Edit your last name. ○ Email Address Edit your email address. ○ Contact Number Edit your contact phone number ○ Title Edit your title. ○ Department Edit your department name. ○ City Edit your city location. 3 Confirm your edits, and click Update. Polycom Inc.
Chapter 3: Participating in Meetings The meeting’s creator logs in to the portal, invites participants, enters the meeting as a presenter, and assigns presenter privileges to participants. Presenters and participants view the meetings through the portal interface screen, which opens in a web browser and plays the audio and video streams for conference interaction.
Participating in Meetings Approving Presenter Rights Ending a Meeting Inviting Participants during a Meeting Controlling the Display Screen Leaving a Meeting Managing Privacy Settings Changing Your Camera Polycom Inc.
Participating in Meetings Changing Your Microphone and Speakers Polycom Inc.
Participating in Meetings Requesting Presenter Rights Sharing Your Content Viewing Shared Content Using Group Chat Accessing the DTMF Keypad Polycom Inc.
Participating in Meetings Accessing the DTMF Keypad Note: RealPresence Mobile If you are participating from a tablet or phone device using the RealPresence® Mobile (RPM) application, see the RPM support site for useful information on using the application. Joining a Meeting To join a meeting you created, see Starting Your Scheduled Meetings. If you are logged in to the portal, you can join a meeting you did not create by selecting Join Bridge as in Figure 1.
Participating in Meetings Accessing the DTMF Keypad. After entering the passcode, or if a passcode is not required, a prompt displays to enter an email address. After entering your email address, click Sign In. Emails registered with the Active Directory are also prompted to enter network credentials. After signing in, the portal’s video preference screen is displayed with a selection of video preferences. For help selecting your video preferences, see Polycom Inc.
Participating in Meetings Selecting Video Preferences. Figure 1: Join Bridge Option Polycom Inc.
Participating in Meetings Selecting Video Preferences The video preference screen, shown next, displays video options for you to choose before entering a meeting. The meeting’s creator enters the video preference screen when selecting the Meet Now option and when accessing a scheduled meeting from the portal. Participants enter the video preference screen after accessing an invitation through an instant message or after signing in from an emailed URL.
Participating in Meetings Table 3: Video Preference Description Table Icon Description Select this icon to access and participate in the meeting from a device such as a laptop. This option gives you the following pre-meeting options: Microphone The microphone options, shown next, includes a Mute button to enter the meeting without an audio stream and a dropdown menu to select the microphone you want to use.
Participating in Meetings Meeting Experience Options Meetings are viewed in a screen that provides several video conference options. Some options are available to presenters only while others are available to both presenters and participants. This section provides an example meeting experience screen with a table that shows you each button, tells you who can access the button, and gives you a description of the button’s function. Figure 3: Meeting Experience Screen Polycom Inc.
Participating in Meetings Table 4: Meeting Experience Options Icon User Type Description All attendees. Presenter Ends the meeting. See Ending a Meeting. Participants Leave the meeting. See Leaving a Meeting. All attendees. Records the meeting. Recording a Meeting. All attendees. Accesses group chat. See Using Group Chat. All attendees. Displays roster. When accessed by a participant, a list of meeting attendees is displayed.
Participating in Meetings Icon User Type Description All attendees. Opens up the menu with an option for presenters to access contact lists, and for participants and presenters to access the following: Call Statistics Help, Audio Settings Camera Settings Keypad See also: Inviting Participants during a Meeting Changing Your Camera Changing Your Microphone and Speakers Requesting Presenter Rights Presenters Activates content share. This option is only available to presenters.
Participating in Meetings Icon User Type Description All attendees Toggles your own video stream display in your interface screen. For more display options, see Controlling the Display Screen. All attendees Toggles the video stream display of all other meeting attendees in your interface screen. For more display options, see Controlling the Display Screen. All attendees Toggles the video stream display of shared content in your interface screen.
Participating in Meetings Note: Recording Meetings See your RSS admin to confirm that meetings can be recorded. Retrieving a Recording of a Meeting To obtain a copy of a recorded meeting, contact your RSS administrator. Assigning Presenter Rights Presenters assign presenter rights to other participants, enabling the participants to share content in a meeting. This section shows you how to assign presenter rights to a participant. To assign presenter rights: 1 Click the icon.
Participating in Meetings Approving Presenter Rights When a participant requests presenter rights, a blue bubble appears in the roster icon with a number for each request, shown next. Only presenters receive and approve presenter right requests, enabling the participant to share content in a meeting. This section shows you how to approve a participant’s request for presenter rights. To approve presenter rights: 1 Click the icon.
Participating in Meetings Select Yes. Inviting Participants during a Meeting The portal enables two ways of inviting users to a meeting: via social connector contact lists and via email message. Inviting Participants with an Email Message The portal enables you to invite participants using your default email service. This section shows you how presenters send email invitations while a meeting is in session.
Participating in Meetings 2 Click Contacts >. The Contacts screen is displayed with options for adding contacts from the following social connectors: ○ Skype™ To add contacts from your Skype™ account, you must have Skype™ installed and running on your device. While Skype™ is running: 1. Click Add Skype Contacts. 2. Allow .exe to access Skype. Access is permitted one time for each browser. 3. Select Allow. 4. Click Show Contacts. Any contacts currently online are display in a list.
Participating in Meetings 3. Click Log In (first time access only). 4. Remove unwanted preferences (keep Access Facebook Chat). 5. Click Allow. 6. Select Show Contacts. Your available contacts display in list. Select the each contact you want to invite. Select the to the social contacts options. ○ Google Talk™ icon for icon next to the search bar to return To add contacts from your Google Talk™ account: 1. Click Add Google Talk Contacts 2. Sign in at the prompt with your Google Talk™ credentials. 3.
Participating in Meetings Managing Privacy Settings This section shows you how to activate and deactivate the portal privacy settings. There are two types of privacy: audio and video. These can be used together to enable both audio and video privacy or separately to enable audio-only or video-only privacy. Hiding and Displaying Your Video Stream This section shows you how to turn on your video privacy settings to hide your video stream.
Participating in Meetings 2 Select Camera Settings >. The Camera Devices screen appears. 3 Click the Camera dropdown menu to select a different camera. The newly selected camera displays the video stream. Polycom Inc.
Participating in Meetings Changing Your Microphone and Speakers This section shows you how to change your microphone and speakers. To change your microphone: 1 From the portal interface screen, click the shown next. icon to display your portal’s main menu, Note: Menu Options Instead of the portal’s main menu, a previous menu selection may appear. If you do not see the portal’s main menu options, select Polycom Inc. .
Participating in Meetings 2 Select Audio Settings >. The Audio Devices screen appears, shown next. 3 The Audio Devices screen displays microphone options in the Audio Input section and speaker options in the Audio Output section. See the following to change your microphone or speakers: ○ Audio Input options: » To select a different microphone, click the Audio Input dropdown menu and select a microphone from the list.
Participating in Meetings Requesting Presenter Rights Participants can request presenter rights from a current presenter when they want to share content. This section explains how the request for presenter rights is made. For instructions on how to share content, see Sharing Your Content. To request presenter rights: 1 Click on the icon. The menu options will appear. Note: Menu Options Instead of the portal’s main menu, a previous menu selection may appear.
Participating in Meetings Sharing Your Content When a participant becomes a presenter, they are able to share their desktop. This section shows you how to share your content after receiving presenter privileges. For assigning presenter rights, see Assigning Presenter Rights. To share your content: 1 From the portal interface screen, click the shown next. icon to display your share content options, 2 Select the monitor you want use (Example: Monitor 1). Polycom Inc.
Participating in Meetings 3 Click Share Now to share your desktop in the meeting. The Share Now button changes to Stop Sharing and three icons appear at the top of your desktop, shown next. Select the left icon to toggle your audio stream, the middle icon to toggle your video stream, and the right icon to stop the content share from the desktop.
Participating in Meetings Polycom Inc.
Participating in Meetings Accessing the DTMF Keypad A DTMF keypad is available for entering DTMF commands. To access the DTMF keypad 1 Click the icon to display your portal’s main menu. Note: Menu Options Instead of the portal’s main menu, a previous menu selection may appear. If you do not see the portal’s main menu options, select . 2 Select Keypad >. The DTMF keypad appears, shown next. Polycom Inc.
Participating in Meetings You can now enter DMTF commands. Polycom Inc.
Chapter 4: Troubleshooting This chapter provides troubleshooting procedures to assist with solving such problems as video, audio, and loading screen errors. If you are experiencing problems, begin by confirming the basic requirements listed in Learning the Minimum Requirements. If all requirements are met, see the section in this chapter that best matches the issue you are experiencing.
Troubleshooting Selecting Video Preferences). If you are unable to launch the welcome screen after creating a meeting, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide. Unable to Add an Active Directory User If unable to add an Active Directory user, have your administrator confirm the settings outlined in the troubleshooting section of the RealPresence CloudAXIS Suite Administrators’ Guide.
Troubleshooting Experiencing Issues with Internet Explorer If scheduled meetings are not displayed in the Calendar, newly created contacts are not displayed in the Address Book, or a newly created user is not displayed in User Management when the portal is displayed in Internet Explorer, tap F12, select Cache, and then Always Refresh from server. Receiving the Camera Silhouette Image This silhouette indicates that another application is using the camera.
Troubleshooting 9 Increase the Microphone Level. 10 Click OK until all screens are closed. Resolving Miscellaneous Audio Issues Starting with Vista, Windows introduced a process called audiodg.exe to perform audio enhancements. Depending on the enabled enhancements, audiodg.exe can take up a significant amount of CPU usage, which can cause a drop in quality. We have all the required enhancements in our audio library, so disabling the audiodg.exe process and using our enhancements may resolve the issue.
Chapter 5: Getting Help Related Documents For more information about installing, configuring, and administering Polycom products, refer to Documents and Downloads at Polycom Support. The Polycom Community The Polycom Community gives you access to the latest developer and support information. Participate in discussion forums to share ideas and solve problems with your colleagues. To register with the Polycom Community, simply create a Polycom online account.
