Poly RealPresence CloudAXIS Suite User guide

Brand: Poly

Model: RealPresence CloudAXIS Suite

Type: User guide

Polycom, Inc. 1

USER GUIDE

RealPresence

CloudAXIS

™

Suite

Software 1.4.0 | February 2014 | 3725-03305-004 Rev. A

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0

Polycom, Inc. 2

another language or format, or transmitted in any form or by any means, electronic or mechanical, for any purpose,

without the express written permission of Polycom, Inc.

6001 America Center Drive

San Jose, CA 95002

USA

Trademarks

Polycom®, the Polycom logo and the names and marks associated with Polycom products are trademarks and/or

service marks of Polycom, Inc. and are registered and/or common law marks in the United States and various other

countries. All other trademarks are property of their respective owners. No portion hereof may be reproduced or

transmitted in any form or by any means, for any purpose other than the recipient's personal use, without the express

written permission of Polycom.

End User License Agreement

By installing, copying, or otherwise using this product, you acknowledge that you have read, understand and agree to

be bound by the terms and conditions of the

End User License Agreement for this product.

Patent Information

The accompanying product may be protected by one or more U.S. and foreign patents and/or pending patent

applications held by Polycom, Inc.

Open Source Software Used in this Product

This product may contain open source software. You may receive the open source software from Polycom up to

three (3) years after the distribution date

the applicable product or software at a charge not greater than the

cost to Polycom of shipping

distributing the software to

you.

To receive software information, as well as the

open source software code used in this product, contact Polycom by email at OpenSourc[email protected]

Disclaimer

While Polycom uses reasonable efforts to include accurate and up-to-date information in this document, Polycom

makes no warranties or representations as to its accuracy. Polycom assumes no liability or responsibility for any

typographical or other errors or omissions in the content of this document.

Limitation of Liability

Polycom and/or its respective suppliers make no representations about the suitability of the information contained in

this document for any purpose. Information is provided “as is” without warranty of any kind and is subject to change

without notice. The entire risk arising out of its use remains with the recipient. In no event shall Polycom and/or its

respective suppliers be liable for any direct, consequential, incidental, special, punitive or other damages whatsoever

(including without limitation, damages for loss of business profits, business interruption, or loss of business

information), even if Polycom has been advised of the possibility of such damages.

Customer Feedback

We are striving to improve our documentation quality and we appreciate your feedback. Email your opinions and

comments to

[email protected].

Visit the Polycom Support Center for End User License Agreements, software downloads, product documents,

product licenses, troubleshooting tips, service requests, and more.

Polycom, Inc. 3

Contents

About This Guide ...................................................................................................... 5

Conventions Used in this Guide ..................................................................................................... 5

Terms and Writing Conventions ....................................................................................................... 5

Information Elements ....................................................................................................................... 5

Typographic Conventions ................................................................................................................ 6

What’s in this Guide? ....................................................................................................................... 6

Get Started ................................................................................................................. 8

Learn the Minimum Requirements .................................................................................................. 8

Minimum Software Requirements .................................................................................................... 8

Minimum Software Component Requirements ................................................................................ 8

Minimum Browser Requirements ..................................................................................................... 9

Supported Bandwidth, Video Format, and Resolutions ................................................................... 9

Minimum Hardware Requirements .................................................................................................. 9

Localization .................................................................................................................................... 10

Create and Manage Your Meetings ....................................................................... 11

Access the Portal ............................................................................................................................ 11

Schedule and Start Meetings ........................................................................................................ 11

View Your Scheduled Meetings .................................................................................................... 15

Start a Scheduled Meeting ............................................................................................................. 15

Manage Your Scheduled Meetings ............................................................................................... 16

Manage Contacts in Your Address Book ..................................................................................... 19

Manage Your Personal Details ...................................................................................................... 21

Participate in Meetings ........................................................................................... 22

Join a Meeting ................................................................................................................................. 23

Join a Meeting by Accessing a Web URL ...................................................................................... 23

Select Video Preferences ............................................................................................................... 24

Join in Limited Experience Mode ................................................................................................... 25

Meeting Experience Screen Options ............................................................................................ 26

Record a Meeting ............................................................................................................................ 28

Retrieve a Recording of a Meeting ................................................................................................ 28

Assign Presenter Rights ................................................................................................................ 28

Approve Presenter Rights ............................................................................................................. 29

End a Meeting ................................................................................................................................. 29

Invite Participants During a Meeting ............................................................................................ 30

Invite Participants with an E-mail Message ................................................................................... 30

Invite Participants from a Social Connector Contact List ............................................................... 30

Control the Display Screen ............................................................................................................ 31

Leave a Meeting .............................................................................................................................. 32

Manage Privacy Settings ............................................................................................................... 32

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0

Polycom, Inc. 4

Hide the Display Your Video Stream ............................................................................................. 32

Mute and Unmute Your Microphone .............................................................................................. 32

Change Your Camera ..................................................................................................................... 33

Change Your Microphone and Speakers ..................................................................................... 33

Request Presenter Rights .............................................................................................................. 34

Share Your Content ........................................................................................................................ 35

View Shared Content ...................................................................................................................... 36

Use Group Chat .............................................................................................................................. 36

Access the DTMF Keypad .............................................................................................................. 37

Troubleshoot Issues ............................................................................................... 38

Get Help ................................................................................................................... 42

Related Documents ........................................................................................................................ 42

The Polycom Community............................................................................................................... 42

Polycom, Inc. 5

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 typographic conventions. Familiarizing yourself

with these terms, elements, and conventions will help you perform video conferencing tasks.

Terms and Writing Conventions

As you read this guide, you will notice the same terms and conventions are used repeatedly. Make sure

you familiarize yourself with these terms and conventions so you understand how to perform video

conferencing tasks.

● Attendee An attendee refers to anyone attending the meeting.

● Presenter Presenters are granted special privileges, including the ability to share content, assign

presenter rights, and end the meeting. The meeting creator is automatically given presenter rights,

and more than one participant can be granted presenter rights during a meeting.

● Participant Participants receive audio and video experience and can view content.

● Meeting Meetings are active web conferences with a presenter and one or more participants.

● Content Share Content share displays the full desktop to everyone in the meeting. Only

participants with presenter rights can share content.

Information Elements

The following icons are used to alert you to various types of important information in this guide:

Icons Used in this Guide

Name

Icon Description

Note

The Note icon highlights information of interest or important information needed

to be successful in accomplishing a procedure or to understand a concept.

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.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0

Polycom, Inc. 6

Name Icon Description

Warning

The Warning icon highlights an action you must perform (or avoid) to prevent

issues that may cause you to lose information or your configuration setup,

and/or affect phone or network performance.

Web Info

The Web Info icon highlights supplementary information available online such

as documents or downloads on support.polycom.com or other locations.

Timesaver

The Timesaver icon highlights a faster or alternative method for accomplishing

a method or operation.

Power Tip

The Power Tip icon faster, alternative procedures for advanced administrators

already familiar with the techniques being discussed.

Troubleshooting

The Troubleshooting icon highlights information that may help you solve a

relevant problem or to refer you to other relevant troubleshooting resources.

Settings

The Settings icon highlights settings you may need to choose for a specific

behavior, to enable a specific feature, or to access customization options.

Typographic Conventions

A few typographic conventions, listed next, are used in this guide to distinguish types of in-text

information.

Typographic Conventions

Convention Description

Bold Highlights interface items such as menus, soft keys, file names, and directories.

Also used to represent menu selections and text entry to the User Interface.

Italics

Used to emphasize text, to show example values or inputs, and to show titles of

reference documents available from the Polycom Support Web site and other

reference sites.

Blue Text Used for cross references to other sections within this document. If you click text in

this style, you will be taken to another part of this document.

Courier

Used for code fragments and parameter names.

What’s in this Guide?

This user guide is organized into five sections:

● Get Started This section gives you the minimum system requirements needed for using a

browser to create and participate in online conference meetings.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0

Polycom, Inc. 7

● Create and Manage Your Meetings This section shows you how to use the CloudAXIS Services

Portal to create, schedule, and manage your meetings.

● Participate in Meetings This section shows you how to join, participate in, and leave a meeting.

● Troubleshoot Issues This section shows you solutions to issues you may experience when

using CloudAXIS.

● Get Help This section shows you where to find support documents on the Polycom Support site.

Polycom, Inc. 8

Get Started

The CloudAXIS Services 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 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.

This chapter introduces these basic requirements and is divided into the following sections:

● Minimum Software Requirements

● Minimum Software Component Requirements

● Minimum Browser Requirements

● Supported Bandwidth, Video Format, and Resolutions

● Minimum Hardware Requirements

● Localization

See the remainder of this user guide for information about creating and participating in meetings.

Learn the Minimum Requirements

This section shows you the minimum system, hardware, browser, software, network, and bandwidth

requirements. You must confirm the requirements listed in this chapter before using the portal. If you

experience issues while meeting the requirements, see Troubleshoot Issues.

Minimum Software Requirements

The Services Portal requires Windows XP, Vista, Windows 7, or Windows 8 for PCs. For Apple Macs, the

portal requires Snow Leopard, Lion, or Mountain Lion.

If you are using a tablet or phone device, it must be capable of running the Polycom RealPresence Mobile

application. Refer to the latest release notes for Polycom RealPresence Mobile at

www.support.polycom.com for details of compatible devices.

Minimum Software Component Requirements

CloudAXIS installs two plug-ins that enable video and social features:

● CloudAXIS Client Plug-in Enables SIP/HTTPS audio/video services and is downloaded when

accessing CloudAXIS from a device for the first time

● CloudAXIS Social Plug-in Enables access to Facebook and Google Talk contact lists and is

downloaded when accessing social connectors from a device for the first time

Note: End User License Agreement (EULA)

The CloudAXIS Social and Client Plug-ins require acceptance of a EULA before further software

management can be taken. Access the EULA for your product at

http://support.polycom.com/PolycomService/home/home.htm

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0

Polycom, Inc. 9

Minimum Browser Requirements

You must meet the following browser requirements to access a meeting.

● Microsoft Internet Explorer v8.0 or later

● Mozilla Firefox v14.0 or later

● Google Chrome v11.0 or later

● Apple Safari v5.0.6 or later

Supported Bandwidth, Video Format, and Resolutions

The Polycom RealPresence CloudAXIS Suite supports the bandwidth, video format, and pixel resolutions

outlined in the following table.

Supported Bandwidth, Video Format, and Resolutions

Bandwidth Video Format Pixel Resolution

64 kbps–511 kbps QVGA 320x240

512 kbps–1023 kbps VGA 640x480

1024 kbps–1920 kbps 720p (HD) 1280x720

NOTE: Bandwidth is regulated by the RealPresence DMA.

Minimum Hardware Requirements

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

Hardware Requirements

Component Description

Processor Processor Intel Core i5, 2.5 GHz or larger

RAM 2 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, 1920x1080

Minimum: 1024x768

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0

Polycom, Inc. 10

Localization

The Polycom CloudAXIS Suite supports the following languages as displayed in your Experience Portal:

Supported languages

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

browser.

Polycom, Inc. 11

Create and Manage 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.

When selecting the scheduled meeting option, enter the meeting parameters and invite participants.

When finished, the portal adds the scheduled meeting to a calendar. When the meeting is scheduled, the

portal sends an email with a web URL link to the invited attendees. The attendees access the web URL to

join the meeting.

The portal enables features such as content share, video privacy, and group chat. For information on

using the portal features, see Participate in Meetings.

The following sections of this chapter describe the steps for accessing the portal, creating a meeting that

starts immediately, scheduling a meeting for a later time, logging on to your meetings, managing your

meetings, and managing your list of contacts for inviting participants:

● Access the Portal

● Schedule and Start Meetings

● View Your Scheduled Meetings

● Start Your Scheduled Meetings

● Manage Your Scheduled Meetings

● Manage Contacts in Your Address Book

● Manage Your Personal Details

Access the Portal

You can access the features of the portal only after you log in to the portal. When logged in, you are able

to create, schedule, join, and manage your meetings.

To log into the portal:

1 Obtain user or admin account login credentials from your CloudAXIS administrator.

2 Open a browser, and enter the FQDN in the address bar to open the Services Portal login screen.

3 Enter your login credentials in the USERNAME and PASSWORD fields on the Polycom

RealPresence CloudAXIS login page.

Schedule and Start Meetings

You can schedule a meeting for a later date or start a meeting immediately. This section tells you how.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 12

To schedule a meeting for a later date:

1 Log in to the Services Portal with the user account credentials obtained from your CloudAXIS

administrator.

2 Select the Schedule tab, and the Schedule a Meeting screen displays, as shown.

Enter meeting information in the Schedule a Meeting screen

3 Enter the following information:

 Meeting Name (optional) Enter the purpose of your meeting. For example, you might enter

Engineering Initiatives Meeting for a brainstorming session with engineers.

 Agenda (optional) Enter a conference description. Information entered here is sent to all the

invited participants.

 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 you are finished,

click Done.

 Duration Click inside the text box, and then use the Duration’s Hour and Minute sliders to

schedule the meeting duration. When you’re finished, click Done.

 Use Personal VMR (optional) Check the Use Personal VMR check box, and enter your VMR

(virtual meeting room) number. Note the following:

 If your personal VMR requires a passcode, you must enter the passcode in the Attendee

Passcode and Host Passcode text boxes

 Depending on the administrator settings, Use Personal VMR may not appear on the

scheduling page.

 Invite People Enter the e-mail addresses of the people that you are inviting to the meeting

using one or both of the following procedures:

 Enter each e-mail address individually—remember to separate each address with a

semicolon (;).

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 13

 Click ADD FROM CONTACTS to select contacts in your address book or enterprise

directory. The Select Attendees screen displays (as shown).

 Select From Address Book (direct address book search) and click Search to find your

contacts from your local address book. Check the box for each contact you want to include

and click INVITE TO MEETING. (For information about your address book, see Manage

Your Address Book.)

Select attendees from your address book

 Select From Enterprise Users (searches the active directory that you are connected to) and

click SEARCH to find your contacts from the enterprise directory. Check the box for each

contact you want to include and click INVITE TO MEETING.

 Require Authentication (optional) Check this check box to require user ID and password

authentication. Active Directory users are always required to enter their username and

password credentials. When this box is checked, local users are also required to enter their user

ID and password.

Please note:

 Guest users will not be allowed into the meeting when Require Authentication is checked.

 Require Authentication is not mandatory to enforce passcodes for a meeting.

 Attendee Passcode To require a passcode to enter a meeting, enter a passcode in this 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

this 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, similar to the one shown next.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 14

Confirm meeting details

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

Invitation in an e-mail, as shown in the following example.

Confirm the meeting invitation details

To start a meeting immediately:

1 Log in to the Services Portal, and click Meet Now.

2 If the Passcode mandatory check box has been previously selected by the admin on the Settings

> Conference Settings screen, you must enter a passcode in the pop-up box that appears (see

the following screen).

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 15

Enter a participant passcode

If the Passcode mandatory checkbox was not selected, a welcome screen will instead display with

a selection of video preferences. Select your video preferences and join the meeting, and then you

can invite participants.

Note: Selecting Video Preferences and Inviting Participants

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

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

View Your Scheduled Meetings

You can view and sort through your scheduled meetings from the Calendar tab on the Services Portal.

To view your scheduled meetings:

1 Log in to the Services Portal with the user account credentials obtained from your CloudAXIS

administrator.

2 Select the Calendar tab.

3 In the Calendar screen, select 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.

Start a Scheduled Meeting

When a meeting is scheduled, the portal sends each attendant an e-mail 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 with 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 e-mail notification.

This section explains how the meeting’s creator accesses the meeting from the portal.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 16

To access the meeting from the portal:

1 Log into the portal.

2 Select the Calendar tab.

3 Locate the meeting by selecting Today.

4 Click Host. (Note that 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.)

5 In the video preference screen, select your video preferences, and then click Start. See Select

Video Preferences to determine which options to select.

Manage 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.

To edit your scheduled meeting:

1 Log into the portal.

2 Click the Calendar tab.

3 Locate the meeting in your calendar as described in View Your Scheduled Meetings.

4 Click the icon. The Schedule a Meeting screen displays, as shown next.

Edit a scheduled meeting

5 Click in the fields you want to edit:

○ Meeting Name (optional) Enter the purpose of your meeting.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 17

○ Agenda (optional) Enter a conference description. Information entered here is sent to all the

invited participants.

○ Date and Time Click in the text box to display a calendar. Use the calendar to schedule the

day and use the sliders to schedule the start time. Then click Done.

○ Duration Click inside the text box to display sliders to schedule the meeting duration. Then

click Done.

○ Use Personal VMR (optional) Check this check box and enter your VMR number. Note that if

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

Attendee Passcode and Host Passcode text boxes.

○ Invite People Enter e-mail addresses using one or both of the following procedures:

» Enter each e-mail address individually and separate them by semicolons

» Click ADD FROM CONTACTS to select contacts in your address book. In the Select

Attendees screen (shown next), use the search field to find your contacts. Check the box for

each contact you want to include, and click INVITE TO MEETING. (For information about

your address book, see Manage Your Address Book.)

Search to find contacts

○ Require Authentication (optional) Select to require user ID and password authentication.

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

When this check box is checked, local users are also required to enter their user ID and

password.

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

box. The passcode must be numeric with a maximum of ten characters.

○ Host Passcode (optional) To require a passcode to be able to enter a meeting as a presenter,

enter a passcode in this 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.

6 Click Schedule.

7 In the Confirm Details screen, verify the meeting details and click Confirm.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 18

Confirm meeting details

Each invited participant will receive the meeting details in an e-mail, as shown next.

View your meeting invitation

Note: Host Passcode Responsibility

If the admin has not checked the Expose Passcode check box, the e-mail invites will not have the

passcode set for the meeting. It is the Host’s responsibility to communicate the passcode by other

means.

To delete your scheduled meeting:

1 Click the Calendar tab.

2 Locate the meeting in your calendar as described in View Your Scheduled Meetings.

3 Click next to the meeting. The meeting is deleted.

Note: Deleting Completed Meetings or Meetings in Progress

Meetings that have already completed or are currently in progress cannot be deleted.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 19

Manage Contacts in Your Address Book

You can store participant contact information in the portal Address Book for future invitations. This section

shows you how to access the Address Book and how to add, edit, and delete contacts.

To add a contact:

1 Click the Address Book tab. The Contacts screen displays.

2 Choose Add a Contact. The Add a Contact screen displays, as shown.

Add a contact screen

3 Enter the following information:

○ First Name Enter the contact’s first name.

○ Last Name Enter the contact’s last name.

○ Email Address Enter the contact’s e-mail address.

○ Contact Number Enter the contact’s phone number.

4 Click ADD.

To edit a contact:

1 Click the Address Book tab. The Contacts screen displays.

2 To search for the contact you want to edit, enter the contact name in the Search Contacts text box

and click Enter, or use the scroll bar.

3 Click next to the contact to open the Edit Contact screen, shown next.

RealPresence® CloudAXIS™ Suite User Guide Release 1.4.0 Beta

Polycom, Inc. 20

Edit contact screen

4 Edit the information in any of the following text boxes:

 First Name Edit the contact’s first name.

 Last Name Edit the contact’s last name.

 Email Address Edit the contact’s e-mail address.

 Contact Number Edit the contact’s phone number.

5 Click SAVE.

To delete a contact:

1 Click the Address Book tab. The Contacts screen displays.

2 Search for the contact you want to edit by entering the contact name in the Search Contacts text

box and clicking Enter or by using the scroll bar.

3 Click next to the contact. The Delete this Contact? screen displays, as shown next.

Delete this Contact? screen

4 Confirm the contact, and click DELETE.

Page is loading ...

Poly RealPresence CloudAXIS Suite User guide

Poly RealPresence CloudAXIS Suite User guide

Poly RealPresence CloudAXIS Suite User guide

Related papers

Other documents