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USER GUIDE

RealPresence

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CloudAXIS

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Software 1.3.0 | July 2013 | 3725-03305-002 Rev A

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CreatingandManagingYourMeetings

Polycom Inc. 7

Convention Description

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What’s in this Guide?

This user guide is organized into five chapters:

 Chapter 1: Getting Started This chapter gives you the minimum system requirements

needed for using a browser to create and participate in online conference meetings.

 Chapter 2: Creating and Managing Your Meetings This chapter shows you how to

use CloudAXIS to create, schedule, and manage your meetings.

 Chapter 3: Participating in Meetings This chapter shows you how to join, participate

in, and leave a meeting.

 Chapter 4: Troubleshooting This chapter shows you solutions to issues you may

experience when using CloudAXIS.

 Chapter 5: Getting Help This chapter shows you where to find support documents.

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CreatingandManagingYourMeetings

Polycom Inc. 10

Minimum Hardware Requirements

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

Table 2: Hardware Requirements

Component Description

Processor Processor Intel Core i5, 2.5GB or larger

RAM 4 GB

Video memory 256 MB or more

Hard drive space 200 MB

Camera Integrated or external

Audio devices Standard PC97 audio devices

Monitor Recommended: 16:9, 1920 x 1080

Minimum: 1024x768

Localization

Polycom supports the following languages:

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

specific browser.

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CreatingandManagingYourMeetings

Polycom Inc. 13

○ 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. Note:

» If your personal VMR requires a passcode, you must select and then enter the

passcode in the Attendee Passcode and Host Passcode text boxes

» This field and checkbox does not appear unless the Allow use of PersonalVmr

checkbox is selected on the Settings > Conference Settings screen.

○ Invite People Enter email addresses using one or both of the following procedures:

» Enter the each email address individually separated with a semicolon

» Click Add From Contacts to select contacts in your address book. The Select

Attendees screen displays, shown next. 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 To require user ID and password authentication. Active

Directory users are always required to enter their username and password credentials.

When Required Authentication is selected, local users are also required to enter their

user ID and password. This is optional.

○ Attendee Passcode To require a passcode to enter a meeting, enter a passcode in

the Attendee Passcode text box. The passcode must be numerical and can be as long

as 10 characters. If an administrator makes the passcode mandatory, the user has to

set a passcode for all scheduled and adhoc meetings.

CreatingandManagingYourMeetings

Polycom Inc. 14

○ 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.

Click Schedule. The Confirm Details screen displays (shown next):



Verify the meeting details, and click CONFIRM. Each invited participant will receive a

Meeting Invitation in an email as shown in the following example email.

CreatingandManagingYourMeetings

Polycom Inc. 15



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. After selecting your video preferences and joining the meeting,

you can invite participants.

For help with selecting your video preferences, see Selecting Video Preferences.

For help with inviting participants, see Inviting Participants During a Meeting.

CreatingandManagingYourMeetings

Polycom Inc. 16

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.

 Weekly Displays your scheduled meetings per week. Select Prev or Next to navigate

through your list of scheduled meetings per week.

 Monthly Displays your scheduled meetings per month. Select Prev or Next to

navigate through your list of scheduled meetings per month.

Starting Your Scheduled Meetings

When a meeting is scheduled, the portal sends each attendant an email containing a web URL.

Participants use the web URL to access the meeting but are unable to interact with each other

until a presenter has logged in. A presenter can be either a participant given a special passcode

to enter the meeting as a presenter or the meeting’s creator. The meeting’s creator

automatically has presenter rights and accesses the meeting directly from the portal or using the

web URL sent in the email notification. This section explains how the meeting’s creator

accesses the meeting from the portal. Before you begin, log in to the portal.

To access the meeting from the portal:

Select Calendar.

Locate the meeting. To learn how to locate a meeting in your calendar, see Viewing Your

Scheduled Meetings

Select Host. The welcome screen displays with options for video preferences. See

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CreatingandManagingYourMeetings

Polycom Inc. 19

» 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.

Active Directory users are always required to enter their username and password

credentials. When Required Authentication is selected, local users are also required to

enter their user ID and password. This is optional.

○ Attendee Passcode To require a passcode to enter a meeting, enter a passcode in

the Attendee Passcode text box. The passcode must be numeric with a maximum of

ten characters.

○ 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 ten characters. This is optional.

Click Schedule. The Confirm Details screen displays.

CreatingandManagingYourMeetings

Polycom Inc. 20



Verify the meeting details and click Confirm. Each invited participant will receive the

Meeting details in an email, shown next.



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Poly RealPresence CloudAXIS Suite User guide

Poly RealPresence CloudAXIS Suite User guide

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