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Polycom, Inc. 1
USER GUIDE
RealPresence
®
CloudAXIS
™
Suite
Software 1.3.1 | September 2013 | 3725-03305-003 Rev A
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Polycom, Inc. 7
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 the
CloudAXIS Services Portal 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.
Polycom, In
c
G
1:
The Clou
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conferen
c
Faceboo
k
meet the
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portal req
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tware
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Polycom, In
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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
The Polycom CloudAXIS Suite supports the following languages as displayed in your Experience Portal:
To set your browser to your desired language, see the language download instructions for your specific
browser.
Polycom, In
c
C
2:
The Servi
start imm
e
admin ac
c
you want
for invitin
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When sel
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When fini
s
portal se
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accessed
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using the
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starts im
m
meetings
,
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c
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(USERN
A
you are a
c
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reati
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ces Portal gi
v
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diately and
m
c
ount. Log in
to create. Se
g
and interac
t
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cting the sc
h
s
hed, the po
r
n
ds an email
w
m
eeting. Note
from a Mac.
a
l enables fea
portal featur
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w
ing sections
m
ediately, sc
h
,
and managi
n
c
essing the P
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ating Meetin
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w
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rting Your S
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o
the portal is
c
ount login c
r
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ME and PA
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ble to create,
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a Mac.
n
g a
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v
es you two
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eetings sch
to the portal
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lecting a me
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s
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ith a web U
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L link to the
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tings
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your Cloud
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n
the Polyco
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ted on Wind
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r or admin c
r
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ts immediate
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ter the mee
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eting to a ca
invited atten
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XIS admini
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ideo confer
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create meeti
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edentials, an
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lendar. Whe
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t
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dows-base
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acy, and gro
u
ccessing the
g
ing on to yo
u
c
ipants:
r
tal. To log in
,
s
trator. Enter
ce CloudAXI
S
t
ings.
m
achines only
o
ur M
e
e
nce meeting
ngs, you mu
s
d select the t
y
a
meeting in
y
e
rs and invite
n
the meeting
t
endees acce
d
machines o
n
u
p chat. For i
n
portal, creati
n
u
r meetings,
m
,
you must fir
s
these login
c
S
login page.
and cannot
b
e
etin
g
s: meetings t
s
t have a use
y
pe of meeti
n
y
our web bro
w
participants.
g
is schedule
d
ss the web
U
n
ly and cann
o
n
formation o
n
n
g a meeting
m
anaging yo
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s
t obtain use
r
c
redentials
When logge
d
b
e accessed
f
11
g
s
hat
r or
n
g
w
ser
d
, the
U
RL to
o
t be
n
that
u
r
r
or
d
in,
f
rom
Polycom, In
c
Cre
a
This secti
immediat
e
Sche
d
To sche
d
1.
2.
3.
Me
e
Thi
s
A
g
e
the
c
.
a
ting
M
on shows yo
u
e
ly.
d
uling a
d
ule a meeti
n
Log in (US
E
Select Sch
e
Enter the f
o
e
ting Name
s
is optional.
e
nda Enter
a
invited parti
c
M
eetin
g
u
how to sch
e
Meetin
g
n
g:
E
RNAME is “
a
e
dule. The
S
o
llowing in th
e
Enter the pu
a
conference
c
ipants. This i
s
g
s
e
dule a meeti
g
a
dmin”, PAS
S
S
chedule a M
e
e
Schedule a
rpose of you
r
description.
I
s
optional.
ng for a later
S
WORD is “
a
e
etin
g
screen
Meetin
g
scr
e
r
meeting. Fo
I
nformation e
date and ho
w
a
dmin”) to th
e
displays as
s
e
en options:
r example, ‘
E
ntered in the
w
to start a
m
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Services Po
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hown next.
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ngineering I
n
Agenda text
m
eeting
rtal.
n
itiatives Mee
box is sent t
o
12
e
ting’.
o
all
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
ad hoc 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 no more than 10 characters.
4. Click Schedule. The Confirm Details screen displays; a sample screen is shown next.
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5. 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.
Polycom, Inc. 15
Starting a Meeting Immediately
To start a meeting immediately, log in to the Services 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.
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 can begin,
you must log in to the portal.
To access the meeting from the portal after login:
1. Select Calendar.
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Polycom, Inc. 18
» 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 be able 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, and can have no more than a
maximum of ten characters. Host Passcode is optional.
5. Click Schedule. The Confirm Details screen displays.
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6. Verify the meeting details and click Confirm. Each invited participant will receive the Meeting
details in an email, shown next.
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