Polycom 3725-03305-001 User Manual
USER GUIDE
RealPresence® CloudAXIS™ Suite
Software 1.2.1 | June 2013 | 3725-03305-001 Rev C
2
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RealPresence® CloudAXIS™ Suite User Guide
Copyright ©2013, Polycom, Inc. All rights reserved.
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San Jose, CA 95002
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Contents
About This Guide .......................................................................................................... 6
Terms and Writing Conventions ...................................................................................... 6
Information Elements ....................................................................................................... 6
Typographic Conventions ................................................................................................ 7
What’s in this Guide? ................................................................................................................ 8
Chapter 1: Getting Started ............................................................................................ 9
Learning the Minimum Requirements ................................................................................. 9
Minimum Software Requirements ....................................................................................... 9
Minimum Software Component Requirements ...................................................................10
Minimum Browser Requirements .......................................................................................10
Supported Bandwidth, Video Format, and Resolutions ......................................................10
Minimum Hardware Requirements .....................................................................................10
Chapter 2: Creating and Managing Your Meetings .................................................. 12
Accessing the Portal ...........................................................................................................12
Creating Meetings ...............................................................................................................13
Scheduling a Meeting ........................................................................................................13
Starting a Meeting Immediately ..........................................................................................16
Viewing Your Scheduled Meetings .....................................................................................17
Starting Your Scheduled Meetings .....................................................................................17
Managing Your Scheduled Meetings .................................................................................17
Editing Your Scheduled Meetings ......................................................................................18
Deleting your Scheduled Meetings .....................................................................................21
Managing Your Address Book ............................................................................................21
Adding Contacts ................................................................................................................21
Editing Contacts .................................................................................................................22
Deleting Contacts ..............................................................................................................23
Managing Your Personal Details ........................................................................................24
Chapter 3: Participating in Meetings ......................................................................... 27
Joining a Meeting ................................................................................................................28
Selecting Video Preferences ...............................................................................................30
Meeting Experience Options ...............................................................................................32
Recording a Meeting ...........................................................................................................35
Retrieving a Recording of a Meeting ..................................................................................36
Assigning Presenter Rights ................................................................................................36
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Approving Presenter Rights ...............................................................................................37
Ending a Meeting .................................................................................................................37
Inviting Participants during a Meeting ...............................................................................38
Inviting Participants with an Email Message ......................................................................38
The Inviting Participants from Your Social Connector Contact Lists ...................................38
Controlling the Display Screen ...........................................................................................40
Leaving a Meeting ...............................................................................................................40
Managing Privacy Settings .................................................................................................41
Hiding and Displaying Your Video Stream .........................................................................41
Muting and Unmuting Your Microphone .............................................................................41
Changing Your Camera .......................................................................................................41
Changing Your Microphone and Speakers ........................................................................43
Requesting Presenter Rights ..............................................................................................45
Sharing Your Content ..........................................................................................................46
Viewing Shared Content .....................................................................................................47
Using Group Chat ................................................................................................................47
Accessing the DTMF Keypad ..............................................................................................49
Chapter 4: Troubleshooting ....................................................................................... 51
Unable to Create Meetings ..................................................................................................51
Unable to Launch the Welcome Screen .............................................................................51
Unable to Add an Active Directory User ............................................................................52
Unable to Send Email Notifications ....................................................................................52
Receiving “Unable to Create a Conference with a Personal VMR” Message ..................52
Receiving “External Server Not Set” Message ..................................................................52
Receiving a Blue Video Screen ..........................................................................................52
Login Fields Do Not Appear ................................................................................................52
Experiencing Issues with Internet Explorer .......................................................................53
Receiving the Camera Silhouette Image ............................................................................53
Forgot and Change Password Requests ...........................................................................53
Resolving Audio Issues ................................................................................................ ......53
Experiencing Echoes During the Meeting ..........................................................................53
Experiencing Low Audio from a Participant ........................................................................53
Resolving Miscellaneous Audio Issues ..............................................................................54
Chapter 5: Getting Help .............................................................................................. 55
Related Documents ...............................................................................................................55
The Polycom Community ......................................................................................................55
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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.
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.
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 in the meeting.
Presenter Presenters are granted special privileges including the ability to share
content, assign presenter rights, and end the meeting. The creator of a meeting is
automatically given presenter rights and more than one participant is allowed 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
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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.
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.
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
phone.
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.
Typographic Conventions
A few typographic conventions, listed next, are used in this guide to distinguish types of in-text
information.
Typographic Conventions
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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.
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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Getting Started Chapter 1:
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.
This chapter introduces these basic requirements and is divided into the following sections:
Minimum Software Requirements
9
Creating and Managing Your Meetings
Note: Mac OS Support
The Mac OS is not currently supported.
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. You must confirm the requirements listed in this chapter before using
the portal. If you experience issues while meeting the requirements, see Troubleshooting.
Minimum Software Requirements
The portal requires either Windows XP, Vista, Windows 7, or Windows 8 for PCs.
If you are using a tablet or phone device, it must be capable of running the RealPresence®
Mobile application. Refer to the release notes for Polycom® RealPresence Mobile for details of
compatible devices.
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Creating and Managing Your Meetings
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
Bandwidth
Video Format
Resolutions
64 kbps - 511 kbps
QVGA
320x240
512 kbps - 1023 kbps
VGA
640x480
1024 kbps - 1920 kbps
720p (HD)
1280x720
Component
Description
Processor
Processor Intel Core i5, 2.5GB or larger
RAM
4 GB
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. The
CloudAXIS Social Plug-in enables access to Skype™, Facebook, and Google Talk™ contact
lists and is downloaded when accessing social connectors from a device for the first time.
Minimum Browser Requirements
You must meet the following browser requirements to access a meeting.
Microsoft Internet Explorer® 8.0 or higher
Mozilla Firefox® 11.0 or higher
Google Chrome™ 11.0 or higher
Supported Bandwidth, Video Format, and Resolutions
The Polycom RealPresence CloudAXIS Suite supports the bandwidth, video format, and
resolutions outlined in the table below.
Table 1: Supported Bandwidth, Video Format, and Resolutions
Minimum Hardware Requirements
The portal in the Polycom RealPresence CloudAXIS Suite requires the following hardware.
Table 2: Hardware Requirements
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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
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Note: Portal Access
Meetings are supported on Windows-based machines only and cannot be accessed from
a Mac.
Creating and Managing Your Chapter 2:
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. Note that the meetings are supported
on Windows-based machines only and cannot be accessed from a Mac.
The portal enables features such as content share, video privacy, and group chat. For
information on using the portal features, see Participating 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:
Accessing the Portal
Creating Meetings
Viewing Your Scheduled Meetings
Starting Your Scheduled Meetings
Managing Your Scheduled Meetings
Managing Your Address Book
Accessing the Portal
Access to the portal is possible only after logging in to the portal. To log in, you must first obtain
user or admin account login credentials from your CloudAXIS administrator. Enter these login
credentials (USERNAME and PASSWORD) on the Polycom RealPresence CloudAXIS login
page. When logged in, you are able to create, schedule, join, and manage your meetings.
13
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. 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.
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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. 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 numeric; maximum of 10
characters.
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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. The Confirm Details screen displays (shown next):
4 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.
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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. After selecting your video preferences and joining the meeting,
you can invite participants.
For help with selecting your video preferences, see
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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.
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:
1 Select Calendar.
2 Locate the meeting. To learn how to locate a meeting in your calendar, see Viewing Your
Scheduled Meetings.
3 Select Host. The welcome screen displays with options for video preferences. See
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Creating and Managing Your Meetings
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.
Selecting Video Preferences.
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.
Editing Your Scheduled Meetings
This section shows you how to edit a scheduled meeting.
To edit your scheduled meeting:
1 Click Calendar.
2 Locate the meeting in your calendar as described in Viewing Your Scheduled Meetings.
3 Click the meeting’s icon. The Schedule a Meeting screen displays as shown next.
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