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Polycom 3725-03305-001 manual

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  • Page 1

    2 USER GUIDE RealPresence ® CloudAXIS ™ Suite Software 1.2.1 | June 2013 | 3725 - 03305 - 001 Re v C[...]

  • Page 2

    Polycom Inc. 2 RealPresence ® Cl oudAXIS ™ Suite Use r 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 me chanical, for any purpose, without the express written permission of Polycom, In[...]

  • Page 3

    Polycom Inc. 2 Contents A bout This Guide .......................................................................................................... 6 Terms and Wri ting Con ventions ...................................................................................... 6 Information E lements ........................................................[...]

  • Page 4

    Polycom Inc. 2 A p proving Presenter R i ghts ............................................................................................... 37 Ending a Mee ting ................................................................................................................. 37 Inviting Participan ts during a Meeting ..............................[...]

  • Page 5

    Polycom Inc. 2 A bo u t Th i s Gu i de This user guide shows you how to create and pa rticipate in recordable online w eb conference meetings from the Services Por tal in the Poly com ® RealPresence ® Cl oudAXIS ™ Suite . This section contains common terms, desc r iptions of w r iting conven tions, and a descriptio n of the user guide contents.[...]

  • Page 6

    Polycom Inc. 2 Name Icon Description Administrator Tip The Adm inistrator Tip icon highlights tec hniques, shortc uts, or productivit y related tips. Caution The Caution icon hig hlights inform ation you need to know to avoid a hazard that could pot entially impact device perf orm ance, application functionality, or succ essful feature configurat i[...]

  • Page 7

    Polycom Inc. 2 Convention Description Underlined Blue Used for URL link s to external W eb pages or docum ents. If you click on text in this style, you will be linked to an extern al docum ent or Web page. Blue Text Used for cross references to other sections within this docum ent. If you click on text in this s tyle, you will be tak en to another [...]

  • Page 8

    9 G et t in g St ar te d Chapter 1: The CloudAXIS portal enabl es you to create and pa rticipate in reco rdable onli ne vide o conference meetin gs. Depe nding on the organiz ation's policy, you can also invite contacts on Skype ™ , Facebook , o r Google Talk ™ to join the meetings. Before y ou get started u sing the portal , be sure you m[...]

  • Page 9

    Creating and Man aging Your Me e tings Polycom Inc. 2  Minimum So f tware Com ponent Requirements  Minimum Brow ser Requi rements  Supported Bandw idth, Video Format, and Reso lutions  Minimum Hardw are Requirements See the remaind er of thi s user guide for information abou t creatin g and participa t ing in meetings. L ea rn i ng t he[...]

  • Page 10

    Creating and Man aging Your Me e tings Polycom Inc. 2 Minimum Soft w are Comp onent Req uirements CloudAXIS installs t wo plug- in s to enabl e video a nd social features : the Cl oudAXI S Cli ent Plug- in and the CloudAX IS Social Plug- in . The Clou dAXIS Cl ient Plug-in enables SIP audio/v ideo services and is dow nloaded when accessing Cl oudAX[...]

  • Page 11

    Creating and Man aging Your Me e tings Polycom Inc. 2 Component Description Video mem ory 256 MB or m ore Hard drive space 200 MB Camera Integrated or extern al Audio devices Standard PC97 aud io devices Monitor Recomm ended: 16:9, 1920 x 1080 Minimum: 1024x768[...]

  • Page 12

    13 C re a ti n g an d M an ag i ng Y ou r Chapter 2: M ee ti n g s The Services Portal gives you two options for creating onl ine video conference meetin gs : meetings tha t start immedi ately and meetings schedul ed for a later time . To create meeti ngs, you must hav e a user or admi n account. Log in to the portal w ith your user or admin cr ede[...]

  • Page 13

    Creating and Man aging Your Me e tings Polycom Inc. 2 C r ea t in g Me e tin g s This section show s you how to schedule a mee t ing for a later date and how to start a meetin g immediately. Scheduling a Me eting To schedule a mee t ing, log in to the Services Por tal, and follow the instruction s outlined in this section. 1 Select Schedule . The S[...]

  • Page 14

    Creating and Man aging Your Me e tings Polycom Inc. 2 ○ Date and Time Click inside the text box to display a calendar. Use the calendar to schedule the day , and use the Hour an d Minute sl iders to schedul e the start time. W hen finished, clic k Done . ○ Duration Click inside the text box to display Hour and Minute siders. Us e the Duration ?[...]

  • Page 15

    Creating and Man aging Your Me e tings Polycom Inc. 2 ○ Host Passcode To require a passcode to enter a meeting as a p r esenter , e nter a passcode in the Hos t Passcode tex t box. An at tendee w ho ent ers this pas scode will enter the meetin g as a pr esenter. Use this option to ensure security w hen accessing the meeting fro m a web UR L inste[...]

  • Page 16

    Creating and Man aging Your Me e tings Polycom Inc. 2 Starting a Meetin g Immed i ately To start a mee t ing imme diately, log in to the portal and clic k Meet No w . If the Passcode mandatory checkbox has been selec ted by the a dmin on the Settings > C onference Sett ings screen, you mus t enter a passcode in the pop-up box that appears . If t[...]

  • Page 17

    Creating and Man aging Your Me e tings Polycom Inc. 2 Selecting Video P references. For help with inviting participa nts, see Inviting Partici pants duri ng a Meeting . V ie wi ng Y o ur S c he d u le d Me e ti n gs Select the Calenda r tab to view your scheduled meet ings . W hen the Cal endar screen opens, sort through you r schedul ed meetings b[...]

  • Page 18

    Creating and Man aging Your Me e tings Polycom Inc. 2 Selecting Video P references. Note: Host Option The Host option app ears five minutes bef ore the m eeting is schedul ed to start. T he meeting’s creator , however , cannot log in until t he time the m eeting is scheduled. M an ag i ng Y o ur S c he d u le d Me e t in gs Scheduled meetin g s c[...]

  • Page 19

    Creating and Man aging Your Me e tings Polycom Inc. 2 4 Change the fields y ou want to edit: ○ Meeting Na me Enter the purpose of your meeting. Fo r example, ‘Engine ering Initiatives M eeting’. This is optional. ○ A g enda Enter a conference descriptio n. Informatio n entered in the Agenda text box is sent to all the inv ited participants.[...]

  • Page 20

    Creating and Man aging Your Me e tings Polycom Inc. 2 » Enter each emai l address indiv idually and separate them by semicolons » Click A dd From Contacts to selec t contacts in your add ress book. The Select Attendees screen di splay s. Use the search field to find your contacts. Che ck t he box for each contac t you want to incl ude , and selec[...]

  • Page 21

    Creating and Man aging Your Me e tings Polycom Inc. 2 6 Verify the meetin g details and click Confirm . Eac h invited participant w ill receive the Meeting details in an email, shown next.[...]

  • Page 22

    Creating and Man aging Your Me e tings Polycom Inc. 2 Deleting y our Scheduled Meetings This section show s you how to delete a schedule d meeting. Note: Completed Meetings an d Meeting s in Progres s Meetings that have already completed or are currently in progress cannot be deleted. To delete y our scheduled meeting: 1 Click Calendar . 1 Locate t[...]

  • Page 23

    Creating and Man aging Your Me e tings Polycom Inc. 2 3 Enter the follow ing in the Add a contact screen te xt boxes. ○ First Name Enter the contact’s first na m e. ○ Last Name Enter the contact’s last name . ○ Email A ddress Enter the contact’s e mail addre ss. ○ Contact Nu mber Enter the contac t ’s phone number . 4 Click A dd . E[...]

  • Page 24

    Creating and Man aging Your Me e tings Polycom Inc. 2 4 Edit any o f the information in the following text bo xes. ○ First Name Edi t the contact’s f irst name . ○ Last Name Edi t the co ntact ’s last na me. ○ Email A ddress Edit the contact’s emai l address. ○ Contact Nu mber Edit the contac t’s phone nu mber. 5 Click Save . Deleti[...]

  • Page 25

    Creating and Man aging Your Me e tings Polycom Inc. 2 4 Confirm the conta ct and click Delete. M an ag i ng Y o ur P e rs on a l De ta i ls This section sho w s y o u how to manage and change y our personal profile details. 1 Log into your Se rvices Portal accou nt, and select the icon at the top right of the portal. The Edit Personal Details scree[...]

  • Page 26

    Creating and Man aging Your Me e tings Polycom Inc. 2 2 Edit any o f your profile information in t he follow ing text boxes: ○ First Name Edi t your first name. ○ Last Name Edi t your last name. ○ Email A ddress Edit your email address . ○ Contact Nu mber Edit your contact phone number ○ Title Edit your title. ○ Department Edit your d e[...]

  • Page 27

    [...]

  • Page 28

    29 P ar t ic ip a tin g i n Me e ti ng s Chapter 3: The meeting’s crea tor logs in to the portal, invites partici pants, enters the meeting as a presenter, and assign s presenter p rivileges to par t icipants . Presenters and par ticipants view th e meetings throu g h the portal inter f ace screen, which opens in a web brow ser and plays the audi[...]

  • Page 29

    Participating in M eetings Polycom Inc. 2  Approvi ng Presenter Rights  Ending a M eeting  Inviting Partici pants during a Meeting  Controlling the Displ ay Screen  Leavi ng a Meeting  Man aging Privacy Settings  Changing Your Camera [...]

  • Page 30

    Participating in M eetin gs Polycom Inc. 2  Changing Your M icrophone and Speakers [...]

  • Page 31

    Participating in M eetings Polycom Inc. 2  Requesting Presen t er Rights  Sharing Your Con tent  Viewi ng Shared Content  Using Group Cha t  Accessing the D T MF Key pad [...]

  • Page 32

    Participating in M eetings Polycom Inc. 2 Accessing the D T MF Key pad Note: RealPresence Mobil e If you are participating f rom a tablet or phon e device using the R ealPresence® Mobile (RPM) application, s ee the RPM su pport site for us eful inform ation on using the application. J oi ni n g a Me e ti n g To join a meeting y ou created, see Sta[...]

  • Page 33

    Participating in M eetings Polycom Inc. 2 Accessing the D T MF Key pad. Aft er enterin g the passcode, or i f a passcode is not required, a prompt display s to enter an email address. A fter enterin g your email addre ss, click Sign In . Emails registe red with the Activ e Directory are also prompted t o enter ne t wor k credentials. A ft er signin[...]

  • Page 34

    Participating in M eetings Polycom Inc. 2 Selecting Video P references . Figure 1: Join Bridge Option[...]

  • Page 35

    Participating in M eetings Polycom Inc. 2 S el ec t in g V i de o Pr e fe r en ce s The video pre f erence scree n, shown nex t, displays vi deo options for y ou to choose be fore entering a meeti ng. The meetin g ’s creato r enters the v ideo preference screen w hen selecting the Meet No w option and w hen accessing a schedul ed meeting from the[...]

  • Page 36

    Participating in M eetings Polycom Inc. 2 Table 3: Video Preference Description Table Icon Description Select this icon to access and partici pate in the m eeting from a device such as a laptop. This op tion gives you the following pre- meeting options: Microphone The m icrophone options, sho wn next, include s a Mute button to enter the m eeting w[...]

  • Page 37

    Participating in M eetings Polycom Inc. 2 M ee ti n g Ex pe ri e nc e Op ti o ns Meetings are v ie wed i n a screen that prov ides several v ideo conference options. So me options are availab le to presenters only while others are av ailable to both presente rs and par ticipants. This section prov ides an example meeting experi ence screen with a t[...]

  • Page 38

    Participating in M eetings Polycom Inc. 2 Table 4: Meeting Experience Options Icon User Type Description All attendees. Presenter E nds the m eeting. See Ending a Me eting . Participants Leave the meeting. See Lea ving a Me eting . All attendees. Records the meeti ng. Recor ding a Meeting . All attendees. Accesses group cha t. See Using Group Chat [...]

  • Page 39

    Participating in M eetings Polycom Inc. 2 Icon User Type Description All attendees. Opens up the m enu with an option for presenters to access contact lists, and f or participants and presenters to access the following :  Call Statistics  Help, Audio  Settings  Camera Settings  Keypad See also:  Inviting Participants dur ing a Mee[...]

  • Page 40

    Participating in M eetings Polycom Inc. 2 Icon User Type Description All attendees Toggles your own video stream display in your interfac e screen. For more displa y options, see Controlling the Display Screen. All attendees Toggles the video stream display of all other meeting attendees in your interface sc reen. For m ore display options, see Con[...]

  • Page 41

    Participating in Meetings Polycom Inc. 2 Note: Recording Mee tings See your RSS adm in to confirm that meetings can be recorded. R e tr ie v in g a Re c or di n g of a M e et i n g To obtain a copy of a rec orded meetin g, contact your RS S administrator. A ss ig n in g Pr es e nt er Ri gh ts Presenters assi gn presenter ri g hts to other partici p[...]

  • Page 42

    Participating in M eetings Polycom Inc. 2 A p pr ov in g Pr es en t e r Ri gh t s When a partici pant requests presenter rights, a blue bubbl e appears in the roster icon w ith a number for each request, show n next. Only presenters recei ve and approve presenter right requests, enabling th e participant to share content in a mee t ing. This sec t [...]

  • Page 43

    Participating in M eetings Polycom Inc. 2 Select Yes . I nv it i ng P ar t ic ip an ts du ri n g a Me e t in g The portal enables t wo way s of inviti ng users to a meetin g : via soci al connector contact lists and via email messa g e. Inviting Pa rticipants w ith an Ema il Message The portal enables y ou to invite participants usin g your default[...]

  • Page 44

    Participating in M eetings Polycom Inc. 2 2 Click Contacts > . The Contacts sc reen is displaye d with options for adding contacts f rom the followi ng social connectors: ○ Skype ™ To add contacts from y our Skype ™ account, y ou must hav e Skype ™ installed and runnin g on y our device. While Skype ™ is running: 1. Click A dd Skype Co[...]

  • Page 45

    Participating in M eetings Polycom Inc. 2 3. Click Log In (first time access only ). 4. Remove unw anted pref erences (keep Access Fa cebook Chat ). 5. Click A llow. 6. Select Show Con tacts . Your avail able contacts display in list. Select the icon for each contact y ou want to i nvite. Select the icon nex t to the search bar to return to the soc[...]

  • Page 46

    Participating in M eetings Polycom Inc. 2 M an ag i ng P ri va c y S et t i ng s This section show s you how to activate and deactiv ate the portal privacy settin g s. There are tw o types of priv acy: audio and vi deo. These can be used together to enable both audio and v ideo privacy or separately to enab le audio-only or video-only privacy. Hidi[...]

  • Page 47

    Participating in M eetings Polycom Inc. 2 2 Select Camera Set t ings > . The Camera Devices screen appears . 3 Click the Camera dropdo wn menu to select a di fferent camera. The new ly selected camera display s t he video stream .[...]

  • Page 48

    Participating in M eetings Polycom Inc. 2 C ha n g in g Y our M ic r op h on e an d S pe ak er s This section show s you how to change your micr ophone and speakers. To change y our mi cropho ne: 1 From the portal inte rf ace screen , click the icon to display your port al ’s main menu , shown nex t . Note: Menu Optio ns Instead of the portal ’[...]

  • Page 49

    Participating in M eetings Polycom Inc. 2 2 Select A udio Setti ngs > . The Audio Devices sc reen appears, sho wn next. 3 The Audio Devices screen display s microphone options in the Audio Input section and speaker options in t he Audio Output section . See the following to chan g e your microphone or speakers: ○ Audio Input options : » To se[...]

  • Page 50

    Participating in M eetings Polycom Inc. 2 R e qu es t in g Pr e se n te r R ig ht s Participants can request presente r rights f rom a current p r esenter when they want to share content. This sec t ion expl ains how the request for presenter ri g hts is made. Fo r instruction s on how to share conten t , see Sharin g Your Conten t . To request pre[...]

  • Page 51

    Participating in Me e tings Polycom Inc. 2 S ha ri n g Yo ur C o nt en t When a partici pant becomes a presen ter, they are abl e t o share t heir desktop. T his section shows y ou how to share y our content afte r receiving presen t er privi leges. For assigning presenter rights , see Assi gning Presenter Ri ghts . To share y our content: 1 From t[...]

  • Page 52

    Participating in M eetings Polycom Inc. 2 3 Click Share No w to share y our desktop in the me eting. The Share Now button changes to Stop Sharing and three icon s appear at the top of your des kt op, shown ne xt. Select the le f t icon to toggle y our audio stream, the midd le icon to to gg le your vi deo stream, and the right ico n to stop the con[...]

  • Page 53

    Participating in M eetings Polycom Inc. 2[...]

  • Page 54

    Participating in M eetings Polycom Inc. 2 A cc es s i ng t he D T MF K ey pa d A DTMF keypad is avail a ble for entering D T MF commands . To access the DT MF keypad 1 Click the icon to display you r portal’s main menu . Note: Menu Optio ns Instead of the portal’s m ain m enu, a previous m enu selection may appear. If you do not see the portal [...]

  • Page 55

    Participating in M eetings Polycom Inc. 2 You can now ente r DM TF commands.[...]

  • Page 56

    57 T ro u b le sh o ot in g Chapter 4: This chapter prov ides troubleshooting procedures t o assist w ith solving such probl ems as vi deo, audio, and loadin g screen er rors. If you are experienci ng problems, be g in by confirming the basic requirement s listed in Learning the M in imum Requirements . If all require ments are met , see the sectio[...]

  • Page 57

    Troubleshooting Polycom Inc. 2 Selecting Video P references). If you are unable to launch the w elcome screen after crea ting a meeting, have y our admini strator confirm the settings outlined in the troubl eshooting section of the RealPresence CloudAXIS Suite Administra tors’ Guide . U na b le to A d d an A c tiv e Di re c to ry U se r If unable[...]

  • Page 58

    Troubleshooting Polycom Inc. 2 E xp er ie nc i n g I ss ue s wi t h I nt er ne t E xp l or er If scheduled meetin g s are not display ed in the Calendar , new ly created contacts are not display ed in the Address Book , or a new ly created user is no t displayed in User Management when the portal is di splayed i n Internet Expl orer , tap F12 , sel[...]

  • Page 59

    Troubleshooting Polycom Inc. 2 9 Increase the Mic rophone Level . 10 Click OK until all screens are closed. Resolving M iscellaneo us Audio Iss ues Starting w ith Vista, W indow s introduced a process called audiodg.ex e to per form audio enhancements. Dep ending on the enabl ed enhan cements, audiodg.exe can ta k e up a significant a mount of CPU [...]

  • Page 60

    Polycom Inc. 61 G et t in g He lp Chapter 5: R e la te d D oc um e nt s For more in f ormation ab out installing, configuring, and administering Polycom p r oducts, re f er to Documents and Dow nloads at Polycom Suppor t . T he P o ly co m C o m mu n ity The Polycom Com munity gives you access to t he latest dev eloper and support in f ormation. Pa[...]