How it Works
TELEVIC
Loading...
CoCon Intercom
CoCon_manual_5.0.pdf
283 pgs11.96 Mb0

TELEVIC CoCon Intercom CoCon_manual_5.0.pdf

Download
Page 1
CoCon Installation and User Manual
Page 2
Televic Conference
2017-03-31
2
Title
Cocon – Installation and User Manual
Author
JV – EVC – KMA
Creation Date
2012/05/31
History
2017/03/16 Updated for CoCon 5.0 2016/08/03 Updated for CoCon 4.5 2016/01/07 Updated for CoCon 4.1 2015/07/08 Updated for CoCon 4.0 Plixus only 2015/04/30 Updated info for v3.3 release 2014/11/26 Updated info for v3.2 release 2014/09/04 CoCon v3.2 Plixus Engine added 2014/05/08 CoCon v3.1 revision + features added 2013/07/19 CoCon v2.1 features added 2013/04/18 Final v2.0 info & features added 2013/01/31 Additional v2.0 info added 2012/09/25 CoCon v2.0: Authentication, Voting, … added 2012/05/31 T-Cast Connector added 2012/02/01 Initial Version
All information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Televic NV.
Copyright © 2017 Televic Conference NV. All rights reserved.
.
Page 3
Televic Conference
2017-03-31
3
Table of Contents
Contents
Table of Contents .................................................................................................................................... 3
Section 1 – General Information ........................................................................................................... 11
1 Copyright Statement ..................................................................................................................... 12
2 Trademarks .................................................................................................................................... 13
3 General description ....................................................................................................................... 14
3.1 General CoCon architecture .................................................................................................. 14
3.2 Room Server application ....................................................................................................... 14
3.3 Client applications ................................................................................................................. 14
3.4 Plixus and Embedded Room Server....................................................................................... 15
3.4.1 Description ........................................................................................................................ 15
3.4.2 Functionality overview ...................................................................................................... 16
3.5 Typical room setup ................................................................................................................ 17
Section 2 – Installation .......................................................................................................................... 18
4 System requirements .................................................................................................................... 19
4.1 Hardware requirements ........................................................................................................ 19
4.1.1 Server application .............................................................................................................. 19
4.1.2 Client applications ............................................................................................................. 19
4.1.3 Network ............................................................................................................................. 19
4.2 Software requirements ......................................................................................................... 20
5 Installation procedure ................................................................................................................... 21
5.1 Prerequisites .......................................................................................................................... 21
5.2 Installer .................................................................................................................................. 21
Section 3 – Application description ....................................................................................................... 23
6 License ........................................................................................................................................... 24
6.1 License modules .................................................................................................................... 24
7 Setting up the Room Server .......................................................................................................... 26
7.1 Room configuration wizard ................................................................................................... 26
7.1.1 Welcome page ................................................................................................................... 26
7.1.2 Conference system setup .................................................................................................. 26
7.1.3 License ............................................................................................................................... 28
Page 4
Televic Conference
2017-03-31
4
7.1.4 Database ............................................................................................................................ 30
7.1.5 Room selection .................................................................................................................. 39
7.1.6 Advanced settings ............................................................................................................. 40
7.1.7 Finish .................................................................................................................................. 42
7.2 Room server window ............................................................................................................. 42
7.2.1 Info..................................................................................................................................... 43
7.2.2 License ............................................................................................................................... 43
7.2.3 System ............................................................................................................................... 43
7.2.4 Database ............................................................................................................................ 44
7.2.5 Clients ................................................................................................................................ 44
7.2.6 Log ..................................................................................................................................... 44
7.3 Additional configuration for Plixus Multimedia Engine ........................................................ 44
7.3.1 Gain reduction ................................................................................................................... 44
7.3.2 IDC interface language and regional settings .................................................................... 45
8 Shared client components ............................................................................................................. 47
8.1 Login window ........................................................................................................................ 47
8.2 General Settings .................................................................................................................... 49
8.2.1 Language setting................................................................................................................ 49
8.2.2 Remember Server .............................................................................................................. 50
8.3 Manual ................................................................................................................................... 50
8.4 Status bar ............................................................................................................................... 51
8.5 Date chooser ......................................................................................................................... 52
9 Room configurator ........................................................................................................................ 54
9.1 Synoptic concept – Seat configuration – Master synoptic .................................................... 54
9.1.1 Units .................................................................................................................................. 55
9.1.2 Nodes ................................................................................................................................. 57
9.1.3 Background ........................................................................................................................ 59
9.1.4 Multiple synoptics ............................................................................................................. 60
9.1.5 Locking of the room ........................................................................................................... 61
9.2 Booth configuration .............................................................................................................. 61
9.3 Detect units ribbon ................................................................................................................ 62
9.3.1 Save ................................................................................................................................... 62
9.3.2 View ................................................................................................................................... 63
9.3.3 Initialization ....................................................................................................................... 63
Page 5
Televic Conference
2017-03-31
5
9.4 Edit synoptic ribbon ............................................................................................................... 63
9.4.1 Edit ..................................................................................................................................... 64
9.4.2 Page ................................................................................................................................... 64
9.4.3 Grid .................................................................................................................................... 64
9.4.4 Background ........................................................................................................................ 64
9.5 Assign units ribbon ................................................................................................................ 65
9.5.1 Wizard................................................................................................................................ 65
9.5.2 Select ................................................................................................................................. 65
9.5.3 Add nodes .......................................................................................................................... 65
9.5.4 Remove nodes ................................................................................................................... 66
9.5.5 Associate ............................................................................................................................ 66
9.5.6 Disassociate ....................................................................................................................... 66
9.6 Edit nodes ribbon .................................................................................................................. 66
9.6.1 Label location .................................................................................................................... 66
9.6.2 Label font size .................................................................................................................... 66
9.6.3 Node priority ..................................................................................................................... 66
9.7 Default config ribbon ............................................................................................................. 67
9.7.1 Conference settings ........................................................................................................... 67
9.7.2 Configurations ................................................................................................................... 67
9.8 General functions and hot keys ............................................................................................. 69
9.9 Other Settings ........................................................................................................................ 70
9.9.1 General Settings ................................................................................................................ 70
9.9.2 Camera Settings ................................................................................................................. 70
9.9.3 Camera Settings in combination with TREX ...................................................................... 72
10 Room Configurator – ERS mode .................................................................................................... 73
10.1 Initialization - Seat concept ................................................................................................... 73
11 Meeting Manager .......................................................................................................................... 74
11.1 Delegate concept ................................................................................................................... 74
11.2 Database management ......................................................................................................... 74
11.2.1 Main screen ................................................................................................................... 75
11.2.2 Delegates ....................................................................................................................... 77
11.2.3 Chipcard Badge Writer .................................................................................................. 80
11.2.4 RFID Badge Reader ........................................................................................................ 82
11.2.5 Authority ........................................................................................................................ 83
Page 6
Televic Conference
2017-03-31
6
11.2.6 Optional fields ............................................................................................................... 90
11.2.7 Groups ........................................................................................................................... 92
11.3 Meeting concept ................................................................................................................... 94
11.4 File menu ............................................................................................................................... 95
11.4.1 New meeting ................................................................................................................. 96
11.4.2 Existing meetings ........................................................................................................... 96
11.4.3 Tools .............................................................................................................................. 97
11.4.4 Settings .......................................................................................................................... 98
11.5 Home tab and ribbon ............................................................................................................ 99
11.6 Import/Export format .......................................................................................................... 102
11.6.1 Standard XML .............................................................................................................. 102
11.6.2 Word docx format ....................................................................................................... 102
11.6.3 Readable XML .............................................................................................................. 102
11.7 Meeting tab ......................................................................................................................... 105
11.7.1 Title .............................................................................................................................. 105
11.7.2 Description .................................................................................................................. 105
11.7.3 Date of the meeting .................................................................................................... 106
11.7.4 Meeting login method ................................................................................................. 106
11.7.5 Meeting agenda editing during meeting ..................................................................... 107
11.7.6 Advanced ..................................................................................................................... 107
11.8 Delegate list tab ................................................................................................................... 108
11.9 Agenda tab .......................................................................................................................... 110
11.9.1 General agenda item functionality .............................................................................. 112
11.9.2 Lecturer agenda item .................................................................................................. 112
11.9.3 Voting agenda item ..................................................................................................... 112
11.10 Speech timer tab ............................................................................................................. 121
11.10.1 Meeting timer .............................................................................................................. 122
11.10.2 Agenda item timer ....................................................................................................... 122
11.10.3 Group speech timer ..................................................................................................... 122
11.11 Documents tab ................................................................................................................ 125
11.12 Services tab ...................................................................................................................... 127
11.10.4 Delegate speech timer................................................................................................. 124
11.11.1 Document preview ...................................................................................................... 126
11.11.2 Document overview .................................................................................................... 127
Page 7
Televic Conference
2017-03-31
7
11.13 Synoptic tab ..................................................................................................................... 129
11.14 Offline functionality ......................................................................................................... 131
11.14.1 Offline Database Management ................................................................................... 132
11.14.2 Offline Meeting Management ..................................................................................... 133
11.14.3 Offline Synoptic ........................................................................................................... 133
12 Operator Application ................................................................................................................... 136
12.1 Operator dashboard ............................................................................................................ 136
12.2 Meeting concept ................................................................................................................. 137
12.2.1 Open prepared meeting .............................................................................................. 138
12.2.2 Create new meeting .................................................................................................... 140
12.2.3 Main screen ................................................................................................................. 141
12.2.4 Closing the Operator Application ................................................................................ 142
12.3 Operator Application views ................................................................................................. 142
12.3.1 Views and user profile ................................................................................................. 143
12.3.2 Room synoptic ............................................................................................................. 145
12.3.3 Delegate list ................................................................................................................. 154
12.3.4 Agenda ......................................................................................................................... 161
12.3.5 Statistics ....................................................................................................................... 164
12.3.6 Screen Control ............................................................................................................. 169
12.3.7 Messages ..................................................................................................................... 171
12.3.8 Documents .................................................................................................................. 174
12.4 Ribbons ................................................................................................................................ 175
12.4.1 Home ribbon ................................................................................................................ 175
12.4.2 Voting ribbon ............................................................................................................... 178
12.4.3 Edit Agenda ribbon ...................................................................................................... 182
12.4.4 Speech Time ribbon ..................................................................................................... 182
12.4.5 Synoptic ribbon............................................................................................................ 183
12.4.6 Delegate ribbon (Flexible delegate management) ...................................................... 184
12.4.7 Statistics ribbon ........................................................................................................... 184
12.5 Diagnostics information ...................................................................................................... 190
12.6 General functions and hot keys ........................................................................................... 191
12.4.8 Screen control ribbon .................................................................................................. 189
12.4.9 Messages ribbon.......................................................................................................... 189
12.4.10 Documents ribbon ....................................................................................................... 189
Page 8
Televic Conference
2017-03-31
8
13 Signage Application .................................................................................................................... 193
13.1 Signage wizard ..................................................................................................................... 193
13.1.1 Choose the room ......................................................................................................... 194
13.1.2 Choose which screen to use ........................................................................................ 195
13.1.3 Signage screen layout .................................................................................................. 195
13.1.4 Customize Signage Screen Font Size ........................................................................... 197
13.1.5 Customize Signage Screen Colours .............................................................................. 199
13.1.6 Voting Display Options ................................................................................................ 200
13.1.7 Automatically start Signage Application ..................................................................... 204
13.1.8 Choose the blank screen ............................................................................................. 205
13.1.9 Signage Logo ................................................................................................................ 206
13.1.10 Key combination .......................................................................................................... 207
13.2 Closing the signage .............................................................................................................. 208
13.3 Starting the signage ............................................................................................................. 208
14 Interpreter application ................................................................................................................ 209
14.1 File menu ............................................................................................................................. 209
14.1.1 Show active configuration ........................................................................................... 210
14.1.2 New configuration ....................................................................................................... 210
14.1.3 Open configuration...................................................................................................... 210
14.1.4 Save configuration ....................................................................................................... 211
14.1.5 Import/Export configuration ....................................................................................... 212
14.2 Home ribbon ........................................................................................................................ 213
14.3 Options tab .......................................................................................................................... 214
14.3.1 Interpreter mode ......................................................................................................... 215
14.4 Channel configuration ......................................................................................................... 215
14.4.1 Language list ................................................................................................................ 216
14.4.2 Channels ...................................................................................................................... 217
14.5 Unit configuration ............................................................................................................... 220
14.6 Monitor ................................................................................................................................ 222
15 Interpreter application – ERS mode ............................................................................................ 224
16 Audio Application ....................................................................................................................... 225
16.1 File menu ............................................................................................................................. 225
16.1.1 Show active configuration ........................................................................................... 226
16.1.2 New configuration ....................................................................................................... 226
Page 9
Televic Conference
2017-03-31
9
16.1.3 Open configuration...................................................................................................... 226
16.1.4 Save configuration ....................................................................................................... 227
16.1.5 Import/Export configuration ....................................................................................... 228
16.2 Home ribbon ........................................................................................................................ 229
16.3 Routing inputs ..................................................................................................................... 230
16.3.1 Inputs for routing processing ...................................................................................... 231
16.3.2 Routing input groups ................................................................................................... 232
16.3.3 Ambiance microphone ................................................................................................ 234
16.4 Routing outputs ................................................................................................................... 235
16.4.1 Outputs for routing processing ................................................................................... 236
16.4.2 Routing output groups ................................................................................................ 237
16.5 Routing ................................................................................................................................ 238
16.5.1 Routing matrix ............................................................................................................. 239
16.5.2 Standard audio configuration ...................................................................................... 242
16.5.3 Language channels ...................................................................................................... 243
16.5.4 Multi-floor ................................................................................................................... 243
16.5.5 Advanced audio configuration example ...................................................................... 244
16.6 Audio Application offline ..................................................................................................... 245
17 Audio application – ERS mode..................................................................................................... 247
18 Video Application ........................................................................................................................ 248
18.1 File menu ............................................................................................................................. 248
18.1.1 Show active configuration ........................................................................................... 249
18.1.2 New configuration ....................................................................................................... 249
18.1.3 Open configuration...................................................................................................... 250
18.1.4 Save configuration ....................................................................................................... 251
18.1.5 Import/Export configuration ....................................................................................... 251
18.2 Home ribbon ........................................................................................................................ 251
18.3 Video inputs tab .................................................................................................................. 252
18.3.1 Video request .............................................................................................................. 253
18.4 Video outputs tab ................................................................................................................ 254
18.5 Video routing ....................................................................................................................... 255
19 FAQ .............................................................................................................................................. 257
20 Known Issues ............................................................................................................................... 257
18.3.2 Talking head group ...................................................................................................... 254
Page 10
Televic Conference
2017-03-31
10
21 XSD files ....................................................................................................................................... 260
21.1 Import/Export delegates ..................................................................................................... 260
21.2 Import/Export prepared meeting information ................................................................... 263
21.3 Export meeting statistics ..................................................................................................... 264
22 Camera Protocols ........................................................................................................................ 265
22.1 Overview .............................................................................................................................. 265
22.1.1 RS232 communication ................................................................................................. 265
22.1.2 TCP/IP communication ................................................................................................ 266
22.1.3 UDP communication .................................................................................................... 266
22.2 Protocols .............................................................................................................................. 267
22.3 Commands for TLVCAM1 protocol (TLV) ............................................................................. 268
22.3.1 Examples ...................................................................................................................... 269
22.4 Commands for TLVCAM2 protocol (Philips) ........................................................................ 270
22.4.1 Examples ...................................................................................................................... 270
22.5 Commands for TLVCAM3 protocol (EP BXL) ........................................................................ 271
22.6 Commands for TLVCAM4 protocol (EP BXL + Name) .......................................................... 272
22.7 Commands for TLVCAM5 protocol (ARBOR) ....................................................................... 273
22.8 Commands for TLVCAM6 protocol (Rumine) ...................................................................... 274
22.9 Commands for TLVCAM7 protocol (Timestamp) ................................................................ 276
22.10 Commands for TLVCAM8 protocol (Philips + Start&Stop Vote) ...................................... 277
22.10.1 Examples ...................................................................................................................... 277
Table of figures .................................................................................................................................... 278
Page 11
Televic Conference
2017-03-31
11
Section 1 – General Information
Page 12
Televic Conference Systems
2017-03-31
12
1 Copyright Statement
No part of this publication or documentation accompanying this product may be reproduced in any form or by any means or used to make any derivative such as translation, transformation, or adaptation without the prior written permission of the publisher, except in case of brief quotations embodied in critical articles or reviews. Contents are subject to change without prior notice.
Copyright© 2017 by Televic NV. All rights reserved.
The authors of this manual have made every effort in the preparation of this book to ensure the accuracy of the information. However, the information in this manual is supplied without warranty, either express or implied. Neither the authors, Televic NV, nor its dealers or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book.
Page 13
Televic Conference Systems
2017-03-31
13
2 Trademarks
All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately capitalized. Televic NV cannot attest to the accuracy of this information. Use of a term in this document should not be regarded as affecting the validity of any trademark or service mark.
Page 14
Televic Conference Systems
2017-03-31
14
3 General description
This document is a manual for the CoCon software suite of Televic. It contains a description of the various components, as well as giving information about the functionality of the applications it consists of.
3.1 General CoCon architecture
The goal of CoCon is to provide a complete software suite for conference management, that provides an intuitive user experience and that allows for flexible setups due to the client-server architecture.
In the image underneath you see the client-server architecture of the system.
Figure 3-1 CoCon overview
3.2 Room Server application
The Room Server is responsible for the communication with the central conference unit and is hence typically installed on a machine located in a server room. In that way, it enjoys the same power advantages as the central unit itself. The server application is meant to be active continuously; however, it can be configured to start up automatically upon Windows start.
3.3 Client applications
Currently, the following types of client applications are available:
Room configurator: this is the application where the room synoptic is created, where the
microphones are allocated to the seats etc.
Page 15
Televic Conference Systems
2017-03-31
15
Operator Application: this is the application that is used during a meeting by eg. a chairman
or operator. It allows to monitoring and steering the microphone activity and other conference settings.
Signage Application: this allows showing the conference activity on eg. a screen in the
conference room containing the room synoptic, the speaker list etc.
Meeting Manager: in this application, it is possible to create a meeting up front and specify
its details. Additionally, a database with all delegate information can be accessed and edited.
Audio Application: this application allows you to configure the audio routing in the Televic
Plixus Multimedia Engine. This includes the following actions: creating groups of audio input
and output components (microphones, auxiliary input/output, Dante input/output, …);
visualising the various routing groups as a matrix and controlling the audio routing matrix.
API: the Room Server can publish an API which allows to control the meeting from a third
party device. It lets you start a meeting, activate microphones, go through the agenda etc.
For more details about the API, see the document “CoCon API.pdf” that has been installed
with the CoCon installation, in the Help-folder. In order to activate the API, see Section 7.1.6.
Interpreter Application: this application allows to setup and control all features related to the
Lingua interpreter desk and channel configuration. These include: channel configuration (names, abbreviations, display text on channel selectors), setup A/B/C channels and relays, monitoring of booth activity.
Video Application: this application allows to setup and control the multi-stream video
capabilities of the Plixus system. It allows to configure Plixus V-In and V-Out devices and choose which input to route on which video stream.
3.4 Plixus and Embedded Room Server
3.4.1 Description
From CRP 4.5 on, the Plixus system provides the possibility to use the Embedded Room Server. The Embedded Room Server allows to use the Plixus system without CoCon, for certain basic features. Configuration of these basic features happens through a new Plixus webserver or with CoCon 4.5 in the Embedded Room Server mode. In the first phase of the Embedded Room Server, these features are restricted to the discussion functionality.
- Initialization of units
- Changing microphone modes and the number of open microphones
- Configuration of dynamics processor, auto gain reduction, auxiliary input and output levels
- Selection of basic audio routing presets (normal audio routing, N-1, external equalizer)
Page 16
Televic Conference Systems
2017-03-31
16
CoCon Room Server
CoCon Room Server/ERS enabled
Start/Stop initialization
Yes
No, only from webserver
Retrieve initialization
Yes
Yes
Creation of synoptics
Yes
Yes
Support for multiple synoptics
Yes
Yes
Configuration of interpreter booths
Yes
No
Changing seat priority (delegate – chairman)
Yes
No, only from webserver
Default microphone mode
Yes
No default, uses last used microphone mode
Meeting management
Yes
Yes
Delegate management (delegate names, groups)
Yes
Yes
Agenda creation
Yes
Yes
Voting management
Yes
Yes
Speech timers
Yes
Yes
Services (uniCOS)
Yes
Yes
Messaging (uniCOS)
Yes
Yes
Badges and authentication
Yes
Yes
Operator control
Yes
Yes
Activation of microphones
All microphone modes supported
Yes
Yes
Meeting statistics
Yes
Yes
Import/export of meeting data
Yes
Yes
Voting control
Yes
Yes
Signage
Yes
Yes
Interpretation
Yes
No, not available
- Camera protocols (Cam 1, 2 and 5)
- REST/JSON API calls for these features
The CRP update (CRP4.5) does not immediately enable the Embedded Room Server. We refer to the Embedded Room Server manual, how to activate this. (The manual is included in the Help folder of the CoCon installation directory).
With the Embedded Room Server enabled, not all functionality is yet supported: the current limitations are Audio routing and Interpretation. In other words: currently, with the Embedded Room Server, the audio and interpreter application are not available, no advanced audio routing configurations can be made, nor will the Lingua interpreter desks be configurable. Consequently, for a project which requires any of these features, the regular Plixus system has to be used, with CoCon Room Server running at all time to provide all communication.
This CRP 4.5 is only compatible with CoCon 4.5 or higher. So an update to this CRP also requires an update of CoCon. The 4.5 version of CoCon has 2 modes.
- Either you do not use the Embedded Room Server. Then CoCon remains in control over what
happens in the system and nothing changes compared to CRP 4.2 and CoCon 4.1.
- When using the Embedded Room Server, CoCon can still be used for delegate management,
synoptics etc. During the setup of the Room Server, this has to be indicated. Important note: in this mode, the Audio application and the Interpreter Application will not be available as this is not yet supported in the Embedded Room Server.
3.4.2 Functionality overview
Page 17
Televic Conference Systems
2017-03-31
17
3 basic audio configuration (normal, n-1, external eq)
Yes, included in discussion license
Yes, included in ERS webserver
Advanced audio configuration
Yes, audio application
No, not available
Camera protocol
Yes, sent from Room Server
Yes, sent from Plixus engine (ERS)
Video routing (video application
Yes, video application
No, not available
3.5 Typical room setup
The figure below shows a possible setup of a conference room, using the CoCon software suite. This figure shows a number of delegates on the left-hand side, and an operator on the bottom right-hand side. The delegates can see changes the Signage Applications (screens in the room), controlled by the operator using this Operator Application. All client applications are connected to the CoCon Room Server, which provides connectivity to the conference Central Unit.
Figure 3-2 Typical conference room setup
Page 18
Televic Conference Systems
2017-03-31
18
Section 2 – Installation
Page 19
Televic Conference Systems
2017-03-31
19
4 System requirements
4.1 Hardware requirements
4.1.1 Server application
Processor: Intel i5 2 GHz or higher
RAM: minimum 4 GB
Free disk space: minimum 10 GB
Network connectivity: at least 100 Mb/s
4.1.2 Client applications
Processor: Intel i3 2 GHz or higher
RAM: minimum 4GB
Recommended graphical hardware supporting DirectX 9.0 or better.
Free disk space: minimum 10 GB
Network connectivity: at least 100 Mb/s
Note that, when running multiple client applications on the same PC, at least 2GB per client application needs to be provided.
The following languages are fully supported:
English French Spanish Russian Italian Chinese (Simplified) Dutch
The following languages are partially supported:
Chinese (Traditional) Japanese Vietnamese
4.1.3 Network
Network requirements for the Plixus Multimedia engine:
Page 20
Televic Conference Systems
2017-03-31
20
Available bandwidth of at least 10Mb/s for each CoCon Room Server/Central unit connection. Available bandwidth of at least 10Mb/s for each CoCon Room Server/client connection. Certain network topologies do not allow the auto-Room Server discovery. A manual setting is
available, see Section 8.1.
4.2 Software requirements
Operating systems supported:
Windows Server 2008 (not supported on Server Core Role) Windows 7 Windows 8 Windows 8.1 Windows 10
Each PC installed with a CoCon component (any client application or the Server) should also be provided with the .Net Framework 4.5. This will be installed automatically when CoCon is being installed.
Page 21
Televic Conference Systems
2017-03-31
21
5 Installation procedure
The installation of CoCon is performed by executing the file CoConInstaller-RELEASE­<VersionNumber>.exe. This will guide you through a typical install wizard with some configuration options. It is recommended that this installation is performed by technically trained personnel.
Note 1: when upgrading the CoCon software it is recommended to uninstall the previous version. You will not lose any data or configurations because everything is stored in the database.
Note 2: it is necessary to let this installation be performed by a Windows user with Administrator rights. If you are administrator you can do this by right clicking on the setup icon and choose “Run with administrator rights”.
5.1 Prerequisites
In order to be able to install CoCon, a number of other installed programs are necessary. These are
Microsoft .NET Framework 4.5. This framework is included in the installer package and will
be installed automatically if needed.
Windows Installer 4.5. During installation of the SQL Server Express (the database that CoCon
uses to store its data), Windows Installer 4.5 is needed. This is a software component that might not be present on older Windows versions. Therefore, the necessary files are installed with the CoCon suite, and are included in the CoCon installation at C:\Program Files (x86)\Televic Conference\CoCon\Server\WindowsInstaller4_5 (or similar for your installation). You can manually install this when the SQL Server Express setup specifies that these are necessary.
5.2 Installer
The installer of CoCon itself consists of various steps; the most important ones are:
License Agreement. Choose components: here it is possible to select which components of the CoCon software
suit will be installed on the current PC. Bear in mind that there is usually only 1 Server per meeting room and only 1 meeting room per Server. The various client applications that will be installed can also be selected here. Note that the functionality of the applications plays a role: it is e.g. rather illogical to install the Room Configurator on a machine which will only be used for signage – installing only the Signage Application is better suited here. You can position the mouse over any of the client applications to see a description in the text box on the bottom.
Choose install location. Installation is performed.
Page 22
Televic Conference Systems
2017-03-31
22
The final step allows you to view the release note. Here some remarks are located regarding
the current installation version.
During the installation, Windows firewall will ask your permission to let this program communicate. Make sure that you allow all connections for the CoCon applications.
Icons for the selected installed applications can be found on the Desktop and in the Start menu.
Page 23
Televic Conference Systems
2017-03-31
23
Section 3 – Application description
Page 24
Televic Conference Systems
2017-03-31
24
6 License
The CoCon software needs a license issued by Televic in order to function.
6.1 License modules
The following image gives an overview of the licenses available and the license scheme:
Underneath you find a description of each license module:
CoCon Discussion. It contains all functionality that is required to run a conference system in a
discussion-only situation. It is perfect for corporate board meetings and council meetings that do not require electronic voting or simultaneous interpretation. Important functionality is delegate management, meeting construction and control, microphone control, … Applications included here are the Room Server, Operator Application and Meeting Manager.
CoCon Signage: CoCon Signage is the display application within the CoCon Control suite. It is
a plugin for CoCon Discussion, so the latter is required to run CoCon Signage. CoCon Signage can be used to display information to the delegates in the room using large screens or projectors. The license of the CoCon Signage specifies how many signage screens can be simultaneously active.
CoCon Authentication: This module contains the interaction of CoCon with badges. If this
module is present, badges can be read from and written to. For each delegate, a badge can
Page 25
Televic Conference Systems
2017-03-31
25
be created with which he can identify himself to the system. Note that this is a plugin for CoCon Discussion, so the latter is required to run CoCon Authentication.
CoCon Voting: The Voting module contains all functionality that relates to the process of
voting. This module will allow to create voting agenda items and templates, start, stop and control voting sessions and visualize the voting results.
Note that this is a plugin for CoCon Discussion, so the latter is required to run CoCon Voting.
CoCon Configurable Import/Export: This module provides additional functionality to import
and export data to/from CoCon from various formats (XML, Word), as well as providing advanced printing features.
CoCon Messages & services: This module adds functionality to the Plixus Multimedia Engine:
with this module, it is possible for the delegates to send messages to one another, and request configurable services. This license is only applicable when using UniCOS multimedia units.
CoCon Documents: This module adds functionality to the Plixus Multimedia Engine: with this
module, it is possible to add documents to the meeting. The delegates are able to consult this document at their leisure, or the Operator can take control of the viewing of these documents. This license is only applicable when using UniCOS multimedia units.
CoCon Audio Application: This module allows the usage of the Audio Application (Plixus only).
With this application, it is possible to define audio groups, create a matrix of the audio inputs and outputs and control the auxiliary and Dante audio inputs and outputs.
CoCon Interpretation: This module allows the use of the Interpreter Application. It also
allows you to define the booths and desks in the Room Configurator.
CoCon Video Routing: This module allows to use the Video application to configure the multi-
video stream capabilities of the Plixus system.
Page 26
Televic Conference Systems
2017-03-31
26
7 Setting up the Room Server
The room server is the application which is responsible for the following functionality:
Connection with the central conference unit Database connectivity The component to which the various client applications connect
7.1 Room configuration wizard
This wizard is shown when the server is first started, or afterwards if a change to the server configuration is required. It is built up of the screens shown in the following sections.
7.1.1 Welcome page
7.1.2 Conference system setup
Figure 7-1 Welcome to the room configuration wizard
Page 27
Televic Conference Systems
2017-03-31
27
Figure 7-2 Plixus Multimedia Engine connection window
This screen lets you select the properties for the connection with the Plixus Multimedia Engine or the Conference simulation plugin. A dropdown box is provided to select one of both connection types.
7.1.2.1 Plixus Multimedia Engine (without Embedded Room Server)
This component allows connection to the Televic Plixus Multimedia Engine. This connection is established over a standard LAN-connection using the TCP/IP protocol. Parameters here include:
IP-address. This is the IP address of the engine you want to connect to.
The default IP for Plixus Engine is 192.168.0.100.
Port: this is usually port 5011.
It is mandatory to click the “Test Connection”-button. CoCon will then try to connect to the Plixus Engine and retrieve the correct room ID.
Note that you can cancel the test if it takes too long. One of two results will happen:
Page 28
Televic Conference Systems
2017-03-31
28
Connection OK. Connection not OK. In this case, a link will be shown where you can consult the log files. A
possible reason for this might be:
o No physical connection (no network cable) o No ping (incorrect IP address, wrong subnet, no DHCP) o Error on the Central unit, no reliable connection possible.
After the “Test connection” the “Next” button comes available.
7.1.2.2 Plixus Multimedia Engine (with Embedded Room Server)
From CRP 4.5 and CoCon 4.5 on, you can choose to use the Embedded Room Server. To enable this, you need to enable the ERS in the Plixus webserver (described in the Embedded Room Server manual). The Room Server will then communicate with the Embedded Room Server. This connection is established over a standard LAN-connection using the TCP/IP protocol. Parameters here include:
IP-address. This is the IP address of the engine you want to connect to.
The default IP for Plixus Engine is 192.168.0.100.
Port: this is port 5012 (fixed).
It is mandatory to click the “Test Connection”-button. CoCon will then try to connect to the Embedded Room Server and retrieve the correct room ID.
Note that you can cancel the test if it takes too long. One of two results will happen:
Connection OK. Connection not OK. In this case, a link will be shown where you can consult the log files. A
possible reason for this might be:
o No physical connection (no network cable). o No ping (incorrect IP address, wrong subnet, no DHCP). o Error on the Central unit, no reliable connection possible. o Embedded Room Server not enabled.
After the “Test connection” the “Next” button comes available.
7.1.2.3 Conference Simulation Plugin
This component allows simulating a conference system without actually using the conference hardware. It will simulate microphone and voting activity, so that the CoCon client applications can be used as if a real system would be connected.
For more information: see the document “Conference Simulation Plugin.PDF” contained in the Help­directory of the CoCon installation or in the Start Menu, under Televic Conference > CoCon > Help.
7.1.3 License
The license mechanism for CoCon changes depending on the hardware you’re connecting with.
Page 29
Televic Conference Systems
2017-03-31
29
• License file based on MAC address of the
Room Server PC
• License located on the Room Server PC
Simulation plugin
• License based on MAC address of the device you're connecting with
• License located on the device itself
Plixus Multimedia
Engine
Figure 7-3 License mechanism for Plixus Multimedia Engine and Conference Simulation Plugin
7.1.3.1 Add license on Plixus Multimedia
To add a license on Plixus Multimedia, do the following:
- Upon having a successful “Test Connection” message, click Next.
- If a license file can be find, CoCon will download it from the Plixus MME and check whether it
is correct and which modules are activated.
- If CoCon cannot find a license on the engine, you will see show the following:
- You can see underneath that the MAC address of the device is shown. This is the same MAC
address that is shown on the sticker at the back of the engine.
- You can request a license by sending filling in the details and sending this to cocon-
license@televic.com
- When you have received your requested license file, click “Browse for license file” to add it.
- CoCon will check if your license file is valid and it will show the following:
Page 30
Televic Conference Systems
2017-03-31
30
- CoCon will now do a FTP transfer to the Plixus MME. If this is successful you will see the
following.
- If the transfer has failed, a message will be shown.
- A possible reason for this is your firewall. So switch off Windows Firewall, your viruss-
scanner’s firewall and Windows Defender.
For advanced transfer of license file, we refer to the CoCon Advanced Installation document which can be found in the Help folder of the CoCon installation directory.
7.1.3.2 Add license for Conference Simulation plugin
For Simulation plugin the license is based on the MAC address of the PC (usually Ethernet device MAC address) and located on the PC. The process to add a license is similar to Plixus but the license is not transferred with FTP but just copied to the local log folder. This is usually: C:\Users\<Current user account>\AppData\Local\Televic Conference\CoCon\
The license file is an XML file and can be opened. Warning: changing anything will corrupt the hash calculation and make the license invalid.
7.1.4 Database
The next steps in the configuration wizard will allow you to choose, create and/or update the database that CoCon uses to store its data.
During installation of the SQL Server Express (the database that CoCon uses to store its data), a check is done whether the Computer Name is the same as the User Name. This is a situation which is considered bad practice in IT terms, and does not allow the successful completion of the SQL Server installation procedure. In order to remedy this, stop the CoCon Room Server (using Task Manager), change either the Computer Name or the User Name and restart the CoCon Room Server.
7.1.4.1 Database detection
This step detects any databases that are already present or can be used to run CoCon on. The first step lets you choose between automatic detection and manual setup.
Page 31
Televic Conference Systems
2017-03-31
31
Figure 7-4 Database setup: recommended or manual
The recommended option will show the following screen, where the CoCon Server is looking for usable database servers.
Page 32
Televic Conference Systems
2017-03-31
32
Figure 7-5 Database setup: recommended
The manual option will show the following screen.
In the top half you can select the database server where from a list, or enter it manually. It also allows for Windows or SQL Authentication.
The bottom half allows you to install a new database instance, see next section.
Page 33
Televic Conference Systems
2017-03-31
33
Figure 7-6 Database setup: manual
7.1.4.2 No database found: create new database
If no usable database is found, CoCon will recommend creating a new database; this is shown in the following screen:
Page 34
Televic Conference Systems
2017-03-31
34
Figure 7-7 Database setup: new database
The following paragraphs describe two possibilities in this situation.
7.1.4.2.1 Install SQL Server Express 2008
No Microsoft SQL Server Express 2008 is installed. The wizard will automatically install this database component and install a valid instance on the database so CoCon server can function correctly.
Note that this is an automated procedure during which no user input is required. It can however take some time to complete this operation.
Page 35
Televic Conference Systems
2017-03-31
35
Figure 7-8 Installing SQL Server 2008 - part1
Figure 7-9 Installing SQL Server 2008 - part2
Page 36
Televic Conference Systems
2017-03-31
36
Figure 7-10 Installing SQL Server 2008 - part3
7.1.4.2.2 SQL Server Express 2008 installed but no database found
Microsoft SQL Server Express 2008 installed but no instance found. At this point, you should follow the wizard and allow it to create a new instance.
7.1.4.3 Database installation failed
In some occasions the automatic installation of the database fails. If this happens you should
manually install the SQL database. In the document “Advanced CoCon installation” which can be found in the “Help”-folder of the CoCon installation directory, you can find an explanation on how to
do this.
7.1.4.4 Compatible database found and usable
In this situation, a usable database has been found. CoCon will use this database to store its data. The screenshot below illustrates this.
Page 37
Televic Conference Systems
2017-03-31
37
Figure 7-11 Database setup: database found
7.1.4.5 Compatible database found and need to update
Occasionally, the CoCon database will need to be updated. You will be notified of this, using a special wizard step, as shown in the figure below. The update procedure will take some time to update the database tables in your database, but no data will be lost.
Page 38
Televic Conference Systems
2017-03-31
38
Figure 7-12 Database setup: update needed
7.1.4.6 Database configuration OK
If you would run through the configuration again and the database is configured correctly, you will see the following screen.
Clicking on the button “Change database (advanced)” will allow you to change the database, using the steps described in the previous sections.
Figure 7-13 Database setup: OK
If you click on the “Change database (advanced)” button and then keep the current settings by clicking “Next”, you will see the following screen:
Page 39
Televic Conference Systems
2017-03-31
39
Figure 7-14 Database setup: Clear Database
By clicking the button “Clear this database”, all the information contained in the current database is
deleted, so that you can start with a new empty database.
7.1.5 Room selection
7.1.5.1 Room selection
This screen contains the room selection. Here you can create a new room, or connect to an existing room. In the upper right-hand corner of this window the effects of the action you choose are shown.
To create a new room, fill in name and an optional description in the fields at the top. If you want to take over an existing room, select any of the room names under “Take over an
existing room”. Be aware that these rooms are already assigned to another server. If you select this, the current room server will take over the control of the room from the other server.
Take control of an unassigned room. By selecting any of the names here you can control an
orphaned room (where no CoCon Room Server is associated with it) and assign it to this server.
Page 40
Televic Conference Systems
2017-03-31
40
Figure 7-15 Room selection
7.1.6 Advanced settings
The next page shows the Advanced settings that are available; an example is shown in the figure below. Note that the settings available can change depending on the selected CU and the license modules that are enabled.
When the mouse cursor is hovered over any option, the “Description” section on the right will show further information about the option.
Page 41
Televic Conference Systems
2017-03-31
41
The available options include:
General:
o Check the box “Run the room server at Windows start up” if you want to ensure that
the CoCon server gets started every time this machine starts up. This can be very convenient for the server application, as no CoCon functionality is available when the server application is not started.
API:
o Check the box “Activate the API” to make sure the API is active the next time the
Room Server is started.
Note that the Room Server needs to be started with Administrator Rights to make sure that the necessary sockets can be opened for the API to function.
o The functionality of the API and the available calls are described in the “CoCon API
Description” document which can be found in the Help folder of the CoCon
installation directory.
Figure 7-16 Advanced settings
Page 42
Televic Conference Systems
2017-03-31
42
API integration with Crestron:
o A CoCon plugin is available from the Crestron Application Market. This plugin serves
as a solid foundation for your Crestron development and includes the following functionality
Meeting overview for today Start/stop/pause meeting Meeting agenda Activate agenda items Start/stop/clear voting items Delegate list Activate microphones Speaker list, request list Change microphone mode
o The plugin can be found on http://applicationmarket.crestron.com/televic-cocon/ o In case you have difficulties with installing or configuring the plugin you can contact
Crestron directly on applicationmarket@crestron.com
Customer specific: this section contains the activation of features that have been developed
specifically for certain customers. This should not be selected for most users.
Voting Management:
o Voting buttons: here you can specify if your setup has units with 3 or 5 voting
buttons. This will determine the type of voting items you can create in the client applications.
Delegate Management:
o Badge Type: for some type of CUs: here you can choose between chipcard and RFID
card.
o Badge Option: this allows you to specify how much information should be written on
the badges. The following possibilities are present:
ID only: the badges will only contain the ID of the delegate written on it. Full badge: in this case, more information will be written to the badge. This
will include the delegate ID, first name, last name, …
7.1.7 Finish
After completing the room configuration wizard, a restart of the server is needed. The server will restart automatically.
7.2 Room server window
When the room server is active, an icon will appear in the task bar notification area: or
Page 43
Televic Conference Systems
2017-03-31
43
Right-clicking on this icon gives access to one of three functions:
Room server: see below. Configuration wizard: see previous section. Exit: shuts down the room server.
The room server window is shown below.
Figure 7-17 Room server window
7.2.1 Info
This tab contains information about the name of the server, the server version, Room Server IP address and the protocol version.
7.2.2 License
This tab contains the expiration date of the license, an overview of the enabled licenses, and the possibility to change your license to another.
7.2.3 System
This tab contains information about the current connection with the central conference unit, its name, description and current status (Connect, Disconnect).
By pressing the button “Restart System Connection”, the connection with the conference system is
restarted.
By pressing the button “Reboot Central Unit” (if applicable), the central unit to which this Room Server is connected will be rebooted.
Page 44
Televic Conference Systems
2017-03-31
44
7.2.4 Database
This tab shows the connection state and version of the database.
7.2.5 Clients
This tab shows an overview of all the connected clients, the type of application, the computer name and “last alive check”, which indicates when their connection was last verified.
7.2.6 Log
Application log files: the first hyperlink in this tab opens the folder where all the log files of the CoCon applications are stored.
Real-time logging: the second hyperlink opens a window where the real-time communication with the CU can be seen. Note this is a debug window and thus not extensively documented in this manual. However, useful information can be seen here.
7.3 Additional configuration for Plixus Multimedia Engine
All of the configuration settings for the Room Server are saved to a settings file in XML format. This file should NOT be changed manually by users. The user interfaces described in the previous sections allow changing almost all settings.
There is, however, one exception to this rule: for the Plixus Multimedia Engine, there are a few options that can be configured in this XML settings file. The file can be found here:
C:\Users\<USER>\AppData\Local\Televic Conference\CoCon\CoCoSServerConfig<GUID>.xml or similar for your configuration.
The following sections describe the settings that can be set manually here. To enable these settings, add the described lines to the configuration file.
7.3.1 Gain reduction
The gain reduction curve can be specified here. This is the level with which the gain is adjusted when more microphones are active at the same time. Up to 8 points in the gain reduction curve can be specified. The settings are specified with units of 0.1dB.
A typical setting is the following, which will reduce the gain for each additional microphone with 1dB.
<Setting Name="GainReductionCurveP1" Value="0" /> <Setting Name="GainReductionCurveP2" Value="-10" /> <Setting Name="GainReductionCurveP3" Value="-20" /> <Setting Name="GainReductionCurveP4" Value="-30" /> <Setting Name="GainReductionCurveP5" Value="-40" /> <Setting Name="GainReductionCurveP6" Value="-50" /> <Setting Name="GainReductionCurveP7" Value="-60" />
Page 45
Televic Conference Systems
2017-03-31
45
Description
Value (integer)
English
0
Suomi
1
Italiano
2
Russian/русский
3
Deutsch
4
Arabic/ةي برع لا
5
Chinese/中文
6
Français
7
Japanese/日本人
8
Korean/한국의
9
Vietnamese/Việt
10
Português
11
Nederlands
12
<Setting Name="GainReductionCurveP8" Value="-70" />
7.3.2 IDC interface language and regional settings
The Plixus Multimedia Engine allows the delegates to change their interface language or regional
settings on the IDC itself. However, it may also be necessary that ALL the IDC’s in a room are put to
the same interface language and/or regional settings. That is the reason that the following two settings are available:
<Setting Name="CD_CHANGE_INTERFACE_LANGUAGE" Value="1" /> <Setting Name="CD_CHANGE_REGIONAL_SETTINGS" Value="1" />
The first setting CD_CHANGE_INTERFACE_LANGUAGE will change the language of the IDC interface on each meeting start (including resuming of the meeting). The values that can be set here are described in the following table:
Page 46
Televic Conference Systems
2017-03-31
46
Description
Value (integer)
US English
0
Suomi
1
Belgisch
2
The second setting CD_CHANGE_REGIONAL_SETTINGS will change the regional settings of the keyboard on the IDC on each meeting start (including resuming of the meeting). The values that can be set here are described in the following table:
Page 47
Televic Conference Systems
2017-03-31
47
8 Shared client components
This section contains a description of all the components which are shared among the client applications.
8.1 Login window
In order for the client applications to function, they need to connect to the conference room server. Therefore, a login dialog appears when starting up the application. This is shown in the figure below.
Figure 8-1 Login dialog
This dialog allows selecting the language in which the application is displayed (this can also be changed within the applications, see Section 8.2).
The CoCon clients contain an auto-detection mechanism by which they automatically search for any active CoCon servers. These are shown in the dialog, and you can select one to logon to.
The protocol used is WS-Discovery. More information can be found here:
http://msdn.microsoft.com/en-us/library/dd352335.aspx
The multicast address used is 239.255.255.250 on IPV4 networks and [FF02::C] on IPV6 networks. In both cases, multicast messages are sent to port 3702. More information can be found in the following figure:
Page 48
Televic Conference Systems
2017-03-31
48
Source IP
Source Port
Destination IP
Destination Port
Protocol
Client request
10.0.40.81
50729 [varies]
239.255.255.250
3702
UDP
Server response
10.0.41.108
3702
10.0.40.81
50729 [varies]
UDP
Figure 8-2 WS-Discovery information
In case the CoCon Room Server(s) that are currently running are not shown in the dialog, there may be a network configuration (eg. a firewall blocking ports or traffic) that does not allow it. Make sure the traffic needed for the discovery is allowed on your network.
Check the “Remember Server” box to automatically login to the selected server the next time you
start up this client application. You can change this setting in the General Settings, as described in the Section 8.2.2. This setting will also be removed if you click the “Logout admin” at the bottom right- hand side of the client applications.
After clicking OK, you are logged in to the CoCon client application.
The following advanced parameter is present (see figure below):
Manually provide the host address: This means that you manually enter the IP-address or
the server host name in the box “IP or Host name”.
Note that you have to check the box marked “Use these manual settings” in order for these advanced settings to be used.
Page 49
Televic Conference Systems
2017-03-31
49
Figure 8-3 Login dialog: advanced
Note that the servers that have been manually filled in are remembered locally. By clicking
the drop-down box arrow on the right side, you get a view of all previous manually entered servers. If you click on any of them, they appear in the box and you can connect to the server, on condition that you checked the “Use these manual settings” box.
Figure 8-4 Login dialog: advanced server tracing
8.2 General Settings
8.2.1 Language setting
All the CoCon client applications are able to be translated to other languages. In the login­window (section 8.1) as well as in the Settings-menu, the language can be changed. After selection of the language, the user interface will directly change into the selected language.
As can be seen in the figure below, selection of the current user interface language is available in the File-menu, in the section Settings. Here you can select your preferred
Page 50
Televic Conference Systems
2017-03-31
50
language to view the current CoCon application in. For availability of more languages than those presented here, contact your Televic contact person.
Figure 8-5 General Settings
This setting will be saved per application, so the next time you start the same client application, the same language will be used for the interface.
If you want to have CoCon translated in more languages than are currently available, please contact your Televic Conference contact person. In cooperation with Televic Conference, it is possible to provide CoCon in other languages as well.
8.2.2 Remember Server
This option shows if there is currently a default remembered Room Server for this application. You
can select here if you want to remember or forget the default Room Server. If you select “No” here,
the client application will ask you to specify the server to log on to when next starting up.
On the right-hand side, the default Room Server is shown.
8.3 Manual
Page 51
Televic Conference Systems
2017-03-31
51
In the File-menu, under the Help-menu, a button is available which will open this Help-file.
Alternatively, you can click the icon in the upper right corner of the screen.
There is also a PDF-version located in the installation folder; it can be reached using the Windows­Start Menu folder, under Televic Conference\CoCon\Help\CoCon Manual.
8.4 Status bar
At the bottom of most CoCon client applications, you will see the status bar. It looks like this:
Figure 8-6 Status bar
This component contains (from left to right):
Connections status: this icon shows the status of three connections. If the icon is white, no
connection problems are present. By double-clicking on it, the following window appears:
Figure 8-7 Connection states window
Three components are shown here (if applicable):
o Server connection state: status of connection with the CoCon server application. o Conference system connection state: the status of the connection with the central
conference unit. Note that for Plixus, this state presents the connection state to a room on the Central Unit, not to the Central Unit as such. When first connecting CoCon to a new Plixus Multimedia Engine, the status will be Disconnected until the initialization has been done successfully (see Section 9.3).
o Database connection state o T-Cast connection state
Faults status: this icon shows if there are any faults. This can e.g. be microphone faults as
well as errors with the connection states described above. Each error has a timestamp when it occurred. The following colour code is used:
Page 52
Televic Conference Systems
2017-03-31
52
Twos button at the top allow clearing the solved faults from the list, as well as clearing the entire list.
Televic icon
o Yellow background: the fault has occurred and has not yet been solved o Green background: the fault has occurred and has been solved.
Figure 8-8 Fault list window
Meeting symbol Name of the room Logout button: this button logs you out of the current session, and lets you connect to
another room server. This will also forget the currently remembered default Room Server; so you will be able to specify which other server you want to connect to next time.
In the audio application and interpreter application an additional icon is shown indicating the
live status of the application.
o A green dot means that you are working on the Live configuration. o A red dot means that you’ve loaded a configuration in the application which is not
the running configuration in the CU.
Note: in the audio application this means that in the routing tab all changes are applied in real-time
8.5 Date chooser
In several of the CoCon client applications, date choosers are present (eg. to select the start time of a meeting or the birth data of a delegate). Three of views of this can be seen in the figure below.
Page 53
Televic Conference Systems
2017-03-31
53
Figure 8-9 Language setting
In the text field representing the date, you can manually fill in the date (by using numbers and /), or
you can click the icon next to the field to open the drop-down date chooser.
The first view in the figure above shows the way to pick a date in any month. The currently selected month is shown first. By clicking the left and right arrows next to the month, you can navigate through the months. After clicking on a day in a month, this date is selected and the chooser closes.
If you want to navigate over longer periods of time, click the month/year combination at the top of the chooser. This will result in the second view of the figure which allows you to pick a month in the current year, or navigate the year using the left and right arrows.
Clicking once again on the year at the top of the date chooser, you will get a view of the years that are available. Clicking on a year will select it, and return to the month view, etc.
Page 54
Televic Conference Systems
2017-03-31
54
9 Room configurator
This is the application which is responsible for configuring the room; some of its functions are:
Create and edit the synoptics of the room (background image, colour, …) Automatic or manual detection of conference units (microphones, voting units, badge
readers, interpreter desks …)
Placing of the conference units on the synoptic Designation of chairman/delegate property Define booths and divide desks into booths
9.1 Synoptic concept – Seat configuration – Master synoptic
A synoptic is a set of room graphics. It can contain microphones, a background image… The Room Configurator is used to create and edit the room synoptic. Initially, there is no synoptic attached to the room, and you will see the following screen.
The first synoptic is the master synoptic. Here all required devices which will be used in the system have to be allocated to a seat.
After defining a name for the synoptic and clicking “Create new”, you will enter the Room Configurator itself. A few concepts here are crucial to understand how to define the synoptic of your meeting room.
Figure 9-1 Room configurator start screen
Page 55
Televic Conference Systems
2017-03-31
55
Unit: a unit is a representation of a physical conference unit connected to the central
conference unit. This can e.g. be a microphone, a voting panel, a camera… Each of these can
be placed on the room synoptic by attaching them to a node.
Node: a node is a location in the room, where a person/delegate/meeting attendee can take
a seat. On a node, a number of conference units can be associated. This can be a microphone, a voting panel, a badge reader… This means that a node can contain more than one unit. A node is a part of the synoptic which has a location, and to which conference units can be attached.
Background: the background image of your synoptic. This can be a picture or a diagram of
the conference room.
The following screen shows an example of the Room Configurator. It contains 10 units (shown on the left-hand side), and 6 nodes (shown on the right-hand side). The objects themselves are visible in the middle, the synoptic itself.
Of the 10 units, 6 are associated with a node in the synoptic (shown in green), 4 are not yet associated (shown in red).
9.1.1 Units
Figure 9-2 Room configurator main screen
Page 56
Televic Conference Systems
2017-03-31
56
The units represent the physical units connected to the central conference unit. This can e.g. be a
microphone, a voting panel, a camera… Each of these can be placed on the room synoptic by
attaching them to a node.
They are controlled on the left hand side of the Room Configurator; this table contains the data and columns described below. Note that the headers in this table can be clicked upon to sort the content.
Nr: this is the ID that the system uses to identify this unit. It also corresponds to the order in
which the unit buttons have been pushed during manual initialization (see Section 9.3).
Type: this describes the type of the conference unit. The following unit types can be shown
here:
o IDC: UniCOS Multimedia unit o Confidea-F: Confidea Flushmount o Confidea-T: Confidea Tabletop
Capabilities: this column shows the capabilities this specific unit has, using abbreviations. The
following are available:
o M: Microphone o V: Voting functionality o B : Badge reader o I: Channel selector o O: Outgoing channel selector (for interpreter desks)
Note that these abbreviations are concatenated into one string. Eg. MVB means a Microphone, Voting buttons and a Badge reader.
A description and a filter are also available by clicking on the icon in the header of the table. Here the abbreviations are shown in full. Additionally, by checking and unchecking the boxes, the list with all units is filtered to only contain the units with the checked capabilities. This can also be seen in the figure below.
The figure below shows a list of 10 units; 4 are UniCOS units, 8 have voting capabilities, all of them have channel selectors
Page 57
Televic Conference Systems
2017-03-31
57
Figure 9-3 Units in the system
Units are constructed by interacting with the central conference unit. This is the component that controls the conference objects in the conference room. They can be initialized automatically or manually (see 9.3). After initialization, they appear in this list with a red indication. This means that they have not yet been associated with a node in the synoptic. Once this is the case, they are shown with a green indication.
In the left upper corner, a wizard button is available to start a wizard which guides you through the initialization procedure. The two buttons in the upper right corner select all or none of the units in the list.
Association can be done using the functions described in 9.6, or units can be drag-and-dropped onto the synoptic. If they are dragged onto an existing node, the unit will be associated with this node. Note that a check will be performed if e.g. no two vote units are allocated to the same node.
If they are dragged into the open, a new node will be created to which the unit is associated.
9.1.2 Nodes
A node is a part of the synoptic which has a location, and to which conference units can be attached. This means that one node can e.g. contain a microphone and/or a voting panel. The figure below shows the list containing the nodes in the synoptic (shown on the right in the Room Configurator).
Page 58
Televic Conference Systems
2017-03-31
58
Figure 9-4 Nodes in the synoptic
Each of the nodes has some characteristics (from left to right):
A ‘+’ shows if any units are associated with it. The number next to it shows how many units it
contains. Clicking on this shows which units are associated:
Figure 9-5 Nodes in the synoptic detail
Note that, by adding multiple units to the same seat, you will activate the microphone couple mode. This means that the microphones that are attached to the same node will be activated and deactivated all at once if any of them are activated /deactivated. This is usually a function given to chairman positions, so the application will ask if the current node should be made into a chairman.
Nr: this column shows the number of this node; this is also called the “Seat Number”. Seat
numbers can be changed by double-clicking on them and entering a new number. A check will be performed to make sure that all seat numbers are unique
Page 59
Televic Conference Systems
2017-03-31
59
Name: by double-clicking on the name contained here, you can edit it. This way it is possible
to assign names to the various nodes present in the synoptic.
Priority: here you can define if a certain seat has delegate or chairman priority. A chairman
gets another icon on the synoptic and can always speak. Double-click on this to get a drop­down list to change the property.
Coordinates: X and Y Description
Right-clicking on any line in this list of nodes allows you to perform the following actions:
Activate the unit(s) positioned on this seat; Change the seat number.
For the creation of nodes, see 9.4, for the association of units to nodes, see 9.6.
9.1.3 Background
The background image of the synoptic is typically a photograph or a graphic representation (plan, diagram) of the conference room. Here the nodes can be placed to indicate the physical position of the microphones in the room. For actions concerning this background, see 9.4.4.
Page 60
Televic Conference Systems
2017-03-31
60
Figure 9-6 Sample synoptic
9.1.4 Multiple synoptics
With the release of CoCon 4.1, multiple synoptics can be configured. The first synoptic is always the
master synoptic. There you assign the units to seats. In the “File” menu, an additional synoptic can be
made.
Figure 9-7: Add a slave synoptic to the room
When opening this synoptic, you notice that “Units in the system” has been changed to “Seats in the system”. In slave synoptics, we only refer to seats, because the properties given to those seats are
defined in the master synoptic. These properties can be: chairman/delegate priority, whether a Dante channel has been assigned, etc.
The visual attributes such as: synoptic size, backgrounds, labels, fontsizes, seat layout, number of seats positioned, etc can be changed for each synoptic independently.
Page 61
Televic Conference Systems
2017-03-31
61
Figure 9-8: Difference between Master synoptic and Slave synoptics
9.1.5 Locking of the room
The Room Configurator locks the room it is editing for as long as it is active. This means that:
No other user has access to the Room Configurator. Only one user can edit the room at the
same time.
No CoCon Operator Application has access to the room; no meetings can take place as long
as the room is being edited. This is because the room is in the process of being configured and it is not allowed to have a meeting here.
Note that if the Room Configurator does not close properly, the room remains in the locked state and any new instances of the Room Configurator would not have access to the room. It suffices to restart the Room Configurator to remove this lock.
9.2 Booth configuration
When selecting the Booth View (see Detect units ribbon) you see the following view:
Page 62
Televic Conference Systems
2017-03-31
62
Figuur 9-1: Example booth configuration
Units in the system:
CoCon automatically filters on the “O” capability. This means that only interpreter desks will be seen in the “Units in the system”.
To configure the desks in to booths you can add an empty booth by clicking “Add” in the Booth Configuration.
Then by drag-and-drop you can divide the units in the system into the booth. To add multiple desks in the same booth, just drop more units in the same booth.
A unit can be removed by selecting it and then clicking the “cross-symbol” on the right side.
9.3 Detect units ribbon
This ribbon lets you detect units connected to the central conference unit and load them into the CoCon Room Configurator.
9.3.1 Save
The first button is the “Save”-button which saves the entire room configuration to the database. It saves the synoptic as well as the booth configuration.
Figure 9-9 Detect units ribbon
Page 63
Televic Conference Systems
2017-03-31
63
9.3.2 View
When the license for interpretation is available in your system, you have the choice of 2 views:
Seat view: This shows the regular synoptic view. Booth view: This shows the booth configuration page.
9.3.3 Initialization
The “Initialization wizard”-button opens a wizard which guides you through the process of initialization.
The “Start init”-button allows the user to select one of two options:
In the automatic initialization, the central conference unit will detect the units connected to
it automatically, and pass the information to the Room Configurator. This entails that the user does not need to do anything other than waiting for the units to appear in the left-hand side of the Room Configurator. The numbering of the microphones in this case has no link to their physical location, but is based on the underlying cabling of the conference system.
Manual initialization means that all of the microphones will have to be identified by an
action of the user. This usually happens by pushing the microphone-button. This method can be used if microphones located next to one another should have subsequent numbers.
The “Stop init”-button stops the currently running initialization. This is necessary in a manual init since the CoCon Room Configurator does not know when all the microphones have been activated.
The “Resume init”-button allows to add units to a previous initialization. This is always a manual initialization.
The “Retrieve Initialization”-button will request the current initialization from the central unit and show the initialized microphones in the list with units on the left-hand side.
Note that for the Plixus engine, the initialization can also be done when the Conference system connection state is Disconnected. This is because this state represents the connection state to a room on the Central Unit. This room is only created when the initialization process is performed.
9.4 Edit synoptic ribbon
This is the ribbon you see when “Edit Synoptic” is highlighted.
Page 64
Televic Conference Systems
2017-03-31
64
Figure 9-10 Home ribbon
It contains a number of functionalities; these are described in the following sections.
9.4.1 Edit
Save: this saves the current synoptic with the current settings to the database.
9.4.2 Page
Here you can set the width and height of the page area. This is defined as the “useful” area with in
the synoptic editor. Changing this size can also be achieved by clicking and dragging the bottom right corner of the page (shown by a small grey rectangle).
9.4.3 Grid
The grid is an overlay to the synoptic editor which allows you to position the objects in a more structured way.
The button “Show Grid” switches this functionality on and off.
The button “Snap to grid” specifies whether the objects in the synoptic are automatically aligned to
the grid.
The last option allows adjusting the grid size. If the grid size is reduced, it is possible to place the objects with a greater degree of accuracy.
9.4.4 Background
The functions here control the background image.
Under the button “Background image”, you can access the following functions:
Open new image from file. This opens a file browser where you can select the background
you want.
Reset current image to original. This undoes the editing you performed on the background
and returns the image to the originally loaded file.
Clear current background image. This erases the background image, but keeps the other
components of the synoptic.
The button “Keep aspect” specifies whether to scale the length of breadth of the figure in a correlated way.
“Center” places the figure in the middle of the synoptic.
“Fill” expands the figure to fill the entire page area of the synoptic.
Page 65
Televic Conference Systems
2017-03-31
65
“Image width” and “image height” can be set in the next boxes (either entering numerical values or
clicking the up- and down-arrows).
Likewise, “Position left” and “position top” shift the image in the desired direction.
Finally, the button “Background colour” lets you select the colour of the background; this is the area
where the background image does not cover the page area.
9.5 Assign units ribbon
This ribbon lets you construct and manipulate synoptic nodes.
Figure 9-11 Assign units ribbon
9.5.1 Wizard
The first button in the “Wizard”-section, “Node allocation wizard” opens the node allocation wizard, which will help you to create and/or associate nodes.
The second button “Make synoptic by click”, when toggled, starts a mode in which the unallocated units (on the left-hand side) are each in turn highlighted. When you click on a location in the synoptic, a new node is created and the highlighted unit is allocated to that node. This continues until there are no unallocated nodes left.
The third button “Skip unit” can be used to skip a node when the “Make synoptic by click” is active.
9.5.2 Select
The button “Select all” selects all the nodes currently present in the synoptic view.
The button “Unselect all” deselects any nodes currently selected in the synoptic view.
9.5.3 Add nodes
The functions on the left are options for the adding of nodes.
Amount: specify the amount of nodes that will be added to the synoptic when you click the “Add nodes”-button.
Add node by click: if this box is checked, then you will create a node every time you click on the synoptic.
Node prefix: this is the word that will appear on the synoptic in front of the number. Note that the node name can be changed manually for each node once the node has been created.
Page 66
Televic Conference Systems
2017-03-31
66
9.5.4 Remove nodes
By clicking this button, you delete the currently selected nodes.
9.5.5 Associate
The button “Auto create seats for all units” creates a new node for each of the units that are not yet
associated to a node. These nodes are created in the upper left corner of the synoptic viewer.
“Auto create seats for selected units” performs the same tasks, but only for the selected units that
are not associated to a node.
The button “Auto position all units for seats” allocates all the non-assigned units (on the left-hand side) to the seats with the same ID.
9.5.6 Disassociate
“Reset all associations” clears all the unit associations to any node.
“Reset associations for selected units” clears the unit associations for the units that are selected in
the list on the left side of the screen.
“Reset associations for selected nodes” clears the unit associations for all selected nodes in the
synoptic viewer.
9.6 Edit nodes ribbon
9.6.1 Label location
By clicking these buttons after the selection of one or more nodes in the synoptic view, the label location of the nodes is moved to the direction clicked. This can be useful to arrange the nodes and their label in a aesthetically pleasing way.
9.6.2 Label font size
By clicking these buttons after the selection of one or more nodes in the synoptic view, the font size of the labels of the selected nodes is decreased, increased or reset to the default value.
The button “Enable/Disable background” will show or hide a semi-transparent background to the label. This is to ensure that the text is readable, even with challenging background images.
9.6.3 Node priority
These two buttons allow to select the priority of the selected node(s). A chairman is a user in a meeting who has higher priority than the others. This means he can always speak, even when the speaker-list is full.
Page 67
Televic Conference Systems
2017-03-31
67
By clicking either Delegate or Chairman Priority, the selected priority is set to the selected node. This will be visible in the Room Configurator in the following ways:
The node icon will look like this: , whereas the delegate nodes look like this: On the right-hand side, the column “Priority” of the node will change to “Chairman”.
Figure 9-12 Edit nodes ribbon
This ribbon contains functions to associate detected units to nodes in the synoptic.
Intercom
Currently the intercom functionality is still limited to uniCOS units and Dante channels. This means that you can assign the intercom functionality to a unit but also to an empty seat where you assign a Dante input and output channel to.
Another functionality that is available is to use an external Dante input as regular microphone. To do this you need to add an empty seat on the synoptic and then assign a Dante input channel to that seat.
9.7 Default config ribbon
9.7.1 Conference settings
Here you can select your default microphone mode. This mode is recalled each time the Room Server starts. However, you can change the microphone mode in your meeting template or in real-time with during the conference. The last selected microphone mode is the one who will be active, even if that meeting has ended. When the Room Server restarts, CoCon will use the settings made here in the Room Configurator.
9.7.2 Configurations
Audio preset:
By default there are 3 routing schemes stored in the database. These are available even without the audio routing license. When the user does not have the license, he cannot change these routing presets. When the user does have the license, he can edit, add or remove other routing presets.
Normal:
Page 68
Televic Conference Systems
2017-03-31
68
All audio sources which are sent into the system via the audio inputs are added onto the floor and are sent out on all outputs. This means that Aux in 1, 2 and 3, and Dante input channel 1 is mixed and sent out to the Floor Out, Aux out 1, 2 and 3 and Dante output channel 1.
Distance conferencing:
All audio sources from the inputs (Aux 1, 2 and 3, and Dante input channel 1) are mixed with the Floor In and sent to the Floor Out. Only the Floor In is sent out to the far end via Aux 1, 2 and 3 and Dante output channel 1.
External equalizer:
The Floor In is sent out onto the Aux out 1, 2 and 3 and onto Dante output channel 1. The sound coming from Aux 1, 2 and 3 and Dante input channel 1 is mixed onto the Floor Out.
Interpreter preset:
Page 69
Televic Conference Systems
2017-03-31
69
When the user has the Interpretation license the Interpreter preset dropdown box becomes available. Here he can change the default Interpretation preset which has to be used then the Room Server starts.
9.8 General functions and hot keys
This section contains a number of general functions and hot keys that are available within the CoCon Room Configurator. When you are working in the synoptic viewer, these hot keys are at your disposal:
Right-click on a node in the synoptic or list allows following actions:
o Activate unit: this facilitates finding the physical location of the unit in the room. o Change seat number: this allows changing the number of the seat. Note that the
number should be unique.
In the upper right corner, there is a zoom control with the following actions available:
o Mini-map: click to drop down or disappear. o Slider: allows zooming in and out. o Zoom to fit: click to have the synoptic fill the available area.
Click on any node: select the node. CTRL+click on multiple nodes: select all of the nodes at the same time. CTRL+click and hold and drag: creates a square with which you can select all nodes present in
this area.
CTRL+A: select all nodes in the current synoptic. Escape: deselects all currently selected nodes. Click-and-hold any node on the synoptic viewer and drag it around: move the node to
another location on the synoptic. This also works if multiple nodes are selected.
CTRL+wheel mouse up/down: zoom in/out. You can also use the slider on the upper right
corner of the viewer.
Delete: deletes all selected nodes Click-and-hold any unassociated unit on the left-hand side and drag it onto the synoptic: this
creates a new node on the synoptic and associates the unit with it. This also works if multiple nodes are selected.
Note that multiple microphones can be added to a single seat by drag-and-dropping multiple
units to the seat (as mentioned in the step above).
Page 70
Televic Conference Systems
2017-03-31
70
Select nodes on the right-hand side of the field: the corresponding nodes in the synoptic
viewer are selected and vice versa.
Each of the green arrows allows you to collapse the top controls, or the left- or right-hand
side components to increase the visible area of the Room Configurator.
Assigning names to seats can be done by double-clicking on the “Name” column in the
“Nodes in the synoptic” on the right-hand side of the synoptic viewer.
9.9 Other Settings
Under the “Settings” view, there are some other options.
9.9.1 General Settings
Here you can select the language of the program and choose to Remember Server. When choosing
“Yes” you don’t need to select the Room Server each time you open a client application. It also shows
which server is chosen.
Figure 9-13 Remember Server option
9.9.2 Camera Settings
With the Plixus Engine we have kept the old camera protocols which were supported by the TCS5500 system. The Camera Settings can be configured so that the CoCon Room Server transmits the camera protocol. The various protocols that can be sent out by the CoCon Room Server are described in Section 22 Camera Protocols.
The following figure shows the interface to configure the camera settings:
Page 71
Televic Conference Systems
2017-03-31
71
Figure 9-14 Camera Settings on Central Unit, other than CPU5500
Note that currently only 1 camera protocol can be sent out by the CoCon Room Server simultaneously.
The following settings can be configured:
Status: either ON or OFF Type: the following possibilities are present
o TCP/IP o UDP o Serial o Protocol: the specific camera protocol that will be sent out by the CoCon Room
Server. For more information, see Section 22 Camera Protocols.
Additional settings, depending on the connection type:
o TCP/IP: for this type of connection, a local TCP Listening Port needs to be configured.
The CoCon Room Server will listen on this local port for incoming connections from the camera system. Note that firewalls etc. need be configured so that traffic to this port is possible.
o UDP: for this type of connection, a remote IP-address/port needs to be entered. The
CoCon Room Server will make a UDP-connection to this address/port and send the camera protocol over UDP to this port.
o Serial: for this type of connection, a local COM-port on the CoCon Room Server
machine needs to be configured. To this local serial port, a serial cable is then connected that goes to the camera system.
After configuring the settings, be sure to hit the “Save”-button on the right-hand side. This will save the camera protocol configuration and activate the new settings.
Page 72
Televic Conference Systems
2017-03-31
72
Note that these settings are saved and will be used only after restarting the CoCon Room Server.
The CoCon Room Server installation folder contains two small applications that can be used to test the following types of connections:
CameraProtocolListener.exe:
o TCP: this tool will connect to the indicated IP/port on the remote machine and
display all activity that is sent out.
o UDP: this tool will listen to the commands sent to the indicated port.
TMSCamPup.exe: this tool will listen to commands being sent on the indicated Serial Port.
These can typically be found under C:\Program Files (x86)\Televic Conference\CoCon\Server (or similar for your installation).
9.9.3 Camera Settings in combination with TREX
TReX is the Televic Recording software. TReX can take in meta-data originating from CoCon.
TReX can be combined with CoCon by providing the correct camera protocol parameters. For connection with TReX, the camera protocol TLVCAM5 needs to be selected. Use the settings as shown in the following figure.
For details on how to configure T-ReX, we kindly refer to the manual of T-ReX itself.
Figure 9-15 Camera Settings for connection with TReX
Page 73
Televic Conference Systems
2017-03-31
73
10 Room Configurator – ERS mode
10.1 Initialization - Seat concept
In ERS mode, the initialization logic is completely transferred to the web-browser. This means that, start/stop/clear initialization is now done in the ERS webserver. The ERS logic also adds units to their corresponding seats. During initialization, the user can change the initialization number and when stopping initialization, the ERS-logic will map the unit numbers onto their corresponding seats.
CoCon can retrieve the seat list from the Embedded Room Server. This is visualized on the left hand side of the screen after clicking “Retrieve Initialization” in the “Detect units” ribbon.
Delegate vs. chairman
The priorities (delegate vs. chairman) are assigned by the Embedded Room Server. CoCon will show the
corresponding icon on the synoptic and priority description in “Nodes in the synoptic” list. This is also
synchronized live, meaning: when the priority of a seat is changed in the Embedded Room Server with the web­server, this is immediately reflected in CoCon. There is no need to click “Retrieve init” again.
Page 74
Televic Conference Systems
2017-03-31
74
11 Meeting Manager
This section contains a description of the use of the Meeting Manager. This is the application which is responsible for:
- Creating and managing the database management. This includes the creation and
management of users, groups, badges, voting rights & weight, creation of authority passes, …
- Creating a meeting, including the title, time, conference settings, …
- Specifying the delegates who will be attending the meeting
- Adding the delegate list to the nodes in the synoptic
- Creating an agenda for a meeting
- Creating a voting agenda
- Specifying the voting settings
- Specifying the time constraints for various parts of the meeting (speech time for the
delegates and groups, agenda item time, meeting time, …)
Note that the Meeting Manager has need of a synoptic in the room before defining a meeting. This is necessary because the delegates present should be attributed to a seat. For the definition of a synoptic, see section 9 or FAQ Error! Reference source not found.
11.1 Delegate concept
A delegate in the CoCon software suite is defined as a person with a number of characteristics (name,
surname, title, address …). A delegate can belong to any number of groups. A group is defined by a
name and (optional) a colour, and have any number of delegates.
When defining a meeting, the delegates that are participating can be defined. As such, there is knowledge in the system of who participated in what meeting and when.
11.2 Database management
The database management is the part of the Meeting Manager where CoCon allows you to manage the database with delegates, groups etc. The underlying data is all stored in the central database connected to the CoCon Room Server. Important to note here is that no delegate data is stored on the local system; all information entered and modified here is stored in the database, which is connected to the CoCon Room Server.
The Database Management can be accessed by clicking the right-most button on the Home ribbon of the Meeting Manager, as shown below.
Page 75
Televic Conference Systems
2017-03-31
75
Figure 11-1 Home Ribbon
Alternatively, at various locations in the Meeting Manager-application, the Database Management is
available by clicking the following button:
In the Database Management tool, a substantial amount of information is represented in lists
(groups, delegates …). At the top of these lists, a number of functions are available. The figure below
illustrates this.
Figure 11-2 Common list actions
At the top right, two buttons are present to select all ( ) or nothing ( ) in the list.
Under that, a search box is present which will filter the list when you type text in the box. This will be instant: the list is filtered as you type the data. Any component of the list below can be entered (if multiple columns are present). If you have entered text, the icon on the right-hand side of the box
( ) will change to an icon that allows you to clear the search terms ( ).
Add ( ): Click this button to create an empty delegate. All his/her details can be filled in the right-hand column.
Remove ( ): If one or more delegates are selected in the left column, they can be deleted by clicking this button
The column headers are all sortable. By clicking once, the contents of the list will be sorted alphabetically according to the clicked column. If you click again, the order will be reversed.
11.2.1 Main screen
After starting the Database Management, the following screen is shown:
Page 76
Televic Conference Systems
2017-03-31
76
Figure 11-3 Main Screen of the Delegate Management
On the left-hand side, it is possible to select either “Delegates” or “Groups”. Clicking on these tabs, the view will change to show either the defined groups or the delegates contained in the database. At the top, in the menu bar, the contextual menus will also change and provide other functionalities (see below).
At the top, in the Home-ribbon, the following functions are available:
Back: Clicking this button will close the Database Management-window and return to the
Meeting Manager.
Import from TMS: this function will allow you to select a delegate file from the Televic
Conference TMS-software and import the delegates contained into the current CoCon database format. The extension of this type of file is .del, but it is actually just a renaming of a .mdb file (MS Access 2003 database). This can also be used to import delegates and groups for users who have a database in a different format. The expected format of the MS Access database can be found in a sample database located under C:\Program Files (x86)\Televic Conference\CoCon\Meeting Manager\TMSImporter\Sample\Sample_100_Delegates.mdb and Sample_100_Delegates.del (or similar for your installation). Be mindful of the following items:
Page 77
Televic Conference Systems
2017-03-31
77
o The names of the tables (“groups” and “delegates”), as well as the column headers
should not be changed. The import process uses these fields to identify the data contained.
o Note that the input file does not have to be renamed to a .del extension; it can also
remain a .mdb format.
Import from …: this button allows you to import delegates from a local file to the central
database. Currently, only a proprietary XML-format is defined as file format for importing and exporting delegates. This data format is used when exporting (see next bullet).
Export to …: using this button, you can export the delegates and groups contained in the
database to a local file, which you can later import again (using the button described above).
11.2.2 Delegates
The delegates are managed in the first tab of the Meeting Management-tool; click “Delegates” on the left-hand side of the screen to open this. You will now see the screen as is shown below.
Figure 11-4 Delegate tab
Page 78
Televic Conference Systems
2017-03-31
78
Two columns are present here: the first (ALL DELEGATES) shows a list of all the delegates currently contained in the database. The second column (DETAILS) shows the details of the currently selected delegate in the left column (if any).
In this second column, you can view (and modify) the following details for any delegate:
Title Badge number: this is a read-only field, generated by the CoCon software suite. Name First name Username Password Street Street number City Postal code Country District Date of birth Email Phone number Any optional fields that have been defined. See Section 11.2.6 for more information. Biography Vote options:
o Voting right: check this box if the delegate should be able to vote. By default this box
is checked.
o Voting weight: when casting a vote, a delegate can have a voting weight which is
different than 1. This can for example be used for:
Delegates with more voting powers than others.
Page 79
Televic Conference Systems
2017-03-31
79
Delegates that will cast an informative vote; their voting weight can be set to
0.
Authority pass from/to: an overview of the authority passes for this delegate Groups: a list of all the groups in the current system. A checked box in front of the group
signifies the current delegate belongs to this group.
Picture
The delegates can be added, modified or deleted by pressing the buttons on the Delegate-ribbon as shown below.
Figure 11-5 Delegate Ribbon
The following buttons are present:
Back: Clicking this button will close the Database Management-window and return to the
Meeting Manager
Add: Click this button to create an empty delegate. All his/her details can be filled in the
right-hand column. This functionality can also be achieved by pressing the hotkey CTRL+N on the keyboard.
Delete: If one or more delegates are selected in the left column, they can be deleted by
clicking this button.
Edit: after selection of a delegate in the left column, this button allows you to modify its data
in the right column. At that time, the following two buttons are available at the top of the
right column: . They will allow you to save or cancel your changes. Saving a delegate can also be achieved by pressing the hotkey CTRL+S on the keyboard.
Find: Searching for a delegate can be done using this functionality. This functionality can also
be achieved by pressing the hotkey CTRL+F on the keyboard. Clicking this button will show the following window:
Page 80
Televic Conference Systems
2017-03-31
80
Figure 11-6 Search delegates window
Here you can specify various fields on which the list with delegates will be filtered. Note that you can enter part of a name or field. Note as well that the search criteria are all applied (AND-filter). Clicking the “Search”-button at the bottom-right corner will apply your selection criteria. Afterwards, use the “Remove filter” to clear the filter.
Remove filter: use this button to clear the search criteria describe in the previous step.
11.2.3 Chipcard Badge Writer
Figure 11-7 Chipcard badge writer
This section of the Delegate Management ribbon contains functions to read and write badges. The following controls are available:
Badge reader: This is a drop-down box containing all units capable of reading and writing a
badge. Select here the device you want to use to read or write. After selection of a unit, a colour-code will appear next to the drop-down box (you can also hover with the mouse pointer over the colour to see more information):
Page 81
Televic Conference Systems
2017-03-31
81
1. Red: this means that there is currently no badge inserted in the selected unit.
2. Orange: this means that you can write to the badge, but not read from it.
3. Green: this means that there is valid delegate information on the badge and you can
write to it.
Read: This button reads the badge present in the currently selected unit (if any), and will do
one of two things:
1. If the badge contains information about a delegate that is already present in the
database, the delegate will be selected in the list. The following window will appear:
Figure 11-8 Badge containing a delegate in the database
You can check the box “Don’t show this message in the future” to make sure the
message is not shown in the future. You can turn this back on in the Meeting Manager Settings (see Section 11.4.4)
2. If the badge contains information about a delegate that is not yet present in the
database, it is possible to read this information and save it to the database. The following window will appear:
Figure 11-9 Badge containing a delegate in the database
Write: After selection of a delegate in the list with All Delegates, you can click this button to
write the delegate to the inserted badge of the selected unit.
The information that is read from the badge is shown in the delegate information window on the right. You can edit it here, and click Save to save it to the database, or click Cancel to discard the information.
You can check the box “Don’t show this message in the future” to make sure the
message is not shown in the future. You can turn this back on in the Meeting Manager Settings (see Section 11.4.4)
Page 82
Televic Conference Systems
2017-03-31
82
11.2.4 RFID Badge Reader
With a number of Central Units (CPU 5500, Confidea Generation 3, Plixus Engines) it is possible to use RFID badges. CoCon is compatible with RFID badges with 4Byte NUID (like MiFare classic and MiFare Plus) and 7Byte NUID.
When using RFID badges, no actual data is written on the badge. Instead, the Unique Identifier of the badge is read and stored in the database. This means that existing RFID applications can still use the entire data contents of the card.
In that case, the “Badge Writer” section of the Delegates-ribbon looks like the following figure:
Figure 11-10 RFID badge writer buttons
Connect the USB-RFID reader to the PC where you are running the Meeting Manager, and click the “Refresh readers” button. At that point, you should be able to select the reader and see the following:
Figure 11-11 RFID badge writer selected
Now the following actions are available:
Select a delegate in the list Put a badge on or remove a badge from the RFID reader
Using these actions, the following functionality can be accomplished:
Read a badge that is not assigned to a delegate and create a new delegate
1. Put a badge on the RFID reader
2. The selection of the list with all delegates is removed
3. You can enter the data of the new delegate in the panel on the right.
4. Click “Save” when finished. Now a new delegate is created with the badge that was
put on the RFID reader.
Read a badge that is assigned to a delegate:
1. Put the badge of the delegate on the RFID reader
Page 83
Televic Conference Systems
2017-03-31
83
2. Now the delegate is selected in the list with all delegates.
Write an existing delegate to a badge:
1. Select the delegate in the list with all delegates
2. Click on the “Edit” button in the Delegate-section or the ribbon, or in the Details-
section.
3. Put the badge on the RFID reader. Now the Unique ID is filled in the “Badge number”
field of the delegate.
4. Click “Save”. Now the delegate is associated with the RFID badge.
Remove an existing delegate from a badge:
1. Put the RFID badge on the RFID reader. The delegate is automatically selected in the
list.
2. Click on the “Edit” button in the Delegate-section or the ribbon, or in the Details-
section.
3. Remove the badge from the RFID reader. The “Badge number” field of the delegate
is cleared.
4. Click “Save”. Now the delegate is no longer associated with the RIFD badge.
11.2.5 Authority
This part of the Delegate Management-ribbon allows you to create authority passes. This means that one delegate gives his voting right (and weight) to another delegate for a certain period of time or the duration of a meeting.
11.2.5.1 Creation of voting authority pass
This section describes how to create a voting authority pass.
Add authority pass/Delete authority pass: Clicking this button will show an additional
window where the creation of an authority pass can be done.
In 5 steps it is possible to pass a voting authority to another delegate.
o STEP 1: Choose a delegate who will give his voting right to another delegate:
Page 84
Televic Conference Systems
2017-03-31
84
Figure 11-12 Step 1: Choose a delegate
o STEP 2: Choose a delegate to give the voting authority to
Page 85
Televic Conference Systems
2017-03-31
85
Figure 11-13 Step 2: Choose a delegate
o STEP 3: Choose the authority validation period. This can either be a time period, or the
duration of any meeting that has already been defined in the system.
Figure 11-14 Step 3: Choose the authority validity period
o STEP 4: Choose a badge number.
An authority badge is defined as a badge that contains only the given voting right of the first delegate. This badge cannot be used for identification, but is only useful when voting. After the second delegate has cast his own vote, he can insert the authority badge in the system to vote with the received authority. As a consequence, this means that the own vote and the received vote (with the authority pass) can be different. It will then be registered in the system that this is a voting authority pass from the first delegate to the second delegate.
Page 86
Televic Conference Systems
2017-03-31
86
If you don’t create an authority badge, this means that the second delegate will vote only
once, and that his vote will be his own vote and the received authority.
Figure 11-15 Step 4: Choose a badge number
If you select the first option (“Yes, I want to use an authority badge”), you can choose one of the following actions:
Read: read the badge currently in the selected badge writer. This badge will
then be used as the authority badge for the current authority pass.
Generate: generate a new authority badge and write the relevant
information to the badge currently in the selected badge writer.
Edit: use a previously created authority badge by entering the badge number
of the authority badge.
o STEP 5: Confirm information
The last step shows an overview of the entered data and lets the user review the data.
Page 87
Televic Conference Systems
2017-03-31
87
Figure 11-16 Step 5: Confirm Information
11.2.5.2 Authority visualisation
If you select a delegate that has a passed voting authority, you can see the following indications of given and received authority passes in the Delegate Details on the right hand side:
Figure 11-17 Authority for a delegate
After selection of any of the authorities, you can click the Authority Detail button to see more information about the authority pass between delegates. This is shown below:
Page 88
Televic Conference Systems
2017-03-31
88
Figure 11-18 Specific authority details
11.2.5.3 Delete authority
After selection of any of the authorities, you can click the Delete Voting authority pass; this button will delete the selected authority pass.
11.2.5.4 Points of attention when working with authorities
Note the following restrictions when working with authorities:
The delegate passing his authority should be in the meeting. He can either be allocated on a
seat or not allocated on a seat.
An authority badge can only be created for a delegate with a badge. When using authorities, it is NOT recommended to use the voting participation (see Section
11.9.3.2) option “All voting units” because this can lead to situations that can be misinterpreted. The reason is that authorities are ignored when working with “All voting units” because the voting happens on the UNITS, not on the DELEGATES. For working with authorities, it is advised to use one of the other three combinations:
1. Delegates with a badge
2. Delegates allocated on a seat
3. Delegates with a badge or delegates allocated on a seat
An authority vote will be shown in textual views as shown in the following figure: the name
of the delegate giving his authority is shown, followed by [A]. The voting result on the right-hand side (of Operator and Signage Application) will also be changed to show the following info:
1. Authority registered: the number of authorities of which the delegate receiving the
authority is present in the meeting. This is the same for authorities with and without badge.
2. Authorities present: the number of authorities that have declared themselves in this
meeting. This means that the authority badge has been inserted.
Without badge authorities are always included here. With badge authorities are only included here IF the badge has been inserted
in this voting session.
3. Authorities voted: the actual number of authority votes that have been cast.
Page 89
Televic Conference Systems
2017-03-31
89
Figure 11-19 Authority votes in textual view: original delegate name + [A]
An authority vote will be shown on printouts as described here:
1. The printout of an individual voting item is shown in Figure 11-20. In addition to the
3 counters of authority votes (registered, present, voted), there is also the following detailed info: For each authority vote that has been cast, the name of the delegate giving his authority is shown, followed by [A]. Note that the printout also shows a column with the person casting the authority (“Authority by”).
2. The printout of an entire meeting will also contain, at the beginning of the printout, a
list of all authorities present in this meeting. This is shown in Figure 11-21.
Page 90
Televic Conference Systems
2017-03-31
90
Figure 11-20 Authority votes in printout of a voting agenda item: original delegate name + [A]
Figure 11-21 Overview of authorities present in printout of an entire meeting
11.2.6 Optional fields
The CoCon Delegate Management allows augmenting the delegate information with additional attributes. For this the following part in the ribbon is reserved:
Figure 11-22 Edit optional fields button
When clicking on this button, a dedicated window is shown where the management of the optional fields can be performed, as shown in the figure below.
Page 91
Televic Conference Systems
2017-03-31
91
Figure 11-23 Edit optional fields button
This screenshot shows that there are currently two optional attributes defined. The following actions are available:
New: this creates a new additional attribute. The user can fill in the name of the attribute.
After doing that, click the “Save”-button on the bottom right.
If an attribute is selected, it is also possible to Edit or Delete this field. Clear all: this clears all definitions and data of the optional fields.
When finished, close this window by clicking the Close-icon on the upper right. Then the delegate panel will look like this:
This screenshot shows the two fields that have been defined additionally. Once defined, they are treated the same as other delegate data fields.
Figure 11-24 Delegate details with optional fields defined
Page 92
Televic Conference Systems
2017-03-31
92
11.2.7 Groups
Groups are sets of delegates with some common attribute which is expressed using a common name and a colour. Groups can be defined with a great level of flexibility: a delegate can be in none, one or many groups though a group can contain a delegate only once.
The main screen consists of three columns:
First column: ALL GROUPS: overview of the existing groups (see figure below)
Figure 11-25 Overview groups
Second column: DETAILS: details of the currently selected group (in the first column) Third column: UNASSIGNED DELEGATES: this column contains the delegates that are not
assigned to the current group. You can add and remove users from a group by dragging and dropping them in these columns.
A group can be added, deleted or changed by pressing the corresponding buttons in the Groups­ribbon (see figure below).
Figure 11-26 Group ribbon
The following functions are available here:
Add: After pressing this button, you can edit the column in the middle of the screen with the
data of the group you are creating: name and colour. At the top of this column, you can either save this new group or cancel the modification.
Page 93
Televic Conference Systems
2017-03-31
93
Delete: After selecting a group in the left-hand column, you can press this button to delete it
from the database. The delegates contained will not be deleted, only the grouping of these delegates. A verification dialog is shown to prevent errors.
Edit: After selecting a group in the left-hand column, this button allows you to modify the
delegate (name & colour). At the top of the column, buttons allow you to save or cancel the modification.
Find: By pressing this button, you will activate the window below:
Figure 11-27 Search groups window
This window allows you to search a group using one of the following criteria:
o Name or any part of the name o Colour o Any delegate or set of delegates
After filling in the criteria of your choice select the “Search”-button to close this window and filter the list of groups according to the criteria.
Remove filter: After specifying a filter in the step above, click this button to remove the
applied filter.
Assign delegates to a group
After selecting a group in the left-most column of the Groups-screen (ALL GROUPS), a delegate can be assigned to this group by selecting him/her in the right-most column (UNASSIGNED DELEGATES), and clicking the button “Add to group” at the top of this column.
Page 94
Televic Conference Systems
2017-03-31
94
Figure 11-28 Unassigned delegates
Alternatively, you can also select one or more delegates in the list of Unassigned Delegates and drag & drop them to the currently selected group (list of delegates) to add them to this group.
Remove delegates from a group
After selecting a group in the left-most column of the Groups-screen (ALL GROUPS), a delegate can be removed from this group by selecting him/her in the middle column (DELEGATES IN THIS GROUP), and clicking the button “Remove from group” at the top of this column.
Figure 11-29 Delegates in this group
Alternatively, you can also select one or more delegates in the list of Delegates In This Group and drag & drop them to list of Unassigned Delegates to delete them.
11.3 Meeting concept
When creating a new (temporary) meeting in the Operator Application (see Section 12.2.2), a certain amount of information can be specified for the meeting:
Title Description Start and end time
Page 95
Televic Conference Systems
2017-03-31
95
For a temporary meeting, this is sufficient but a full-fledged meeting has more parameters to be set.
Therefore, the Meeting Manager allows to additionally specifying the following data for a meeting:
Define conference settings up front (speech mode, …) Create an agenda for the meeting with topics and sub-topics. This can be a lecturer,
discussion or voting topics.
Specify a number of speech timers (for delegates, groups, agenda items, voting…) Define which delegates are present at the meeting and place them in the synoptic view of
the meeting room
Apart from the definition of a meeting, it is also possible to define a meeting template. The difference with a meeting is that a meeting template does not have a specific start time and date. A meeting template should be defined when the same type of meeting (with the same delegates or the same agenda or any other component that is always the same) is repeated a number of times. Instead of creating a similar meeting every time, it suffices to create the Meeting Template once, and then opening a new meeting in the Operator Application with this Meeting Template.
11.4 File menu
The File-menu is shown below, and its functions will be described in the following paragraphs.
Page 96
Televic Conference Systems
2017-03-31
96
Figure 11-30 File menu
11.4.1 New meeting
A new meeting can be created by selecting “Blank meeting” at the top. If a meeting is currently
opened, the CoCon Meeting Manager will ask whether you want to close the current meeting and open a new one.
It is also possible to open a Meeting Template, and specify the meeting starting from the data already contained in the Meeting Template. To do this, select any of the Meeting Templates in the lower list.
Additionally, it is possible to delete Meeting Templates here: right-click on the Meeting Template, and select “Delete this template”. After confirmation of the action, the Meeting Template is deleted.
11.4.2 Existing meetings
This tab gives you an overview of the currently created meetings in the database. A calendar filter at the top allows you to select a time interval. The colour of the meeting indicates the status of the meeting:
Page 97
Televic Conference Systems
2017-03-31
97
Grey: new meeting Blue: meeting which is being edited Green: running meeting Yellow: paused meeting Red: ended meeting
A new meeting can be opened by selecting on the corresponding meeting title and then clicking
“Open” under the list. After selection of a meeting, it can also be deleted from the centralized database by clicking the “Delete”-button under the list.
Figure 11-31 Existing meetings
11.4.3 Tools
This tab-menu will give you access to the other applications of the CoCon software suite. Click any of the icons or programs to start the application.
Page 98
Televic Conference Systems
2017-03-31
98
Figure 11-32 Tools
11.4.4 Settings
For General Settings see Section 8.2.
The figure below shows the additional settings available in the Meeting Manager. They specify if a message should be shown when a delegate is successfully read from or written to a badge.
Page 99
Televic Conference Systems
2017-03-31
99
Figure 11-33 Settings
11.5 Home tab and ribbon
This is the main view of the Meeting Manager. It is shown by default if starting the Meeting Manager; alternatively it can be reached by clicking the “Home”-tab at the top of the screen. The figure below shows the home screen.
Note that, for certain license or Central Unit configuration, some of the tabs on the left-hand side may not be available.
Page 100
Televic Conference Systems
2017-03-31
100
Figure 11-34 Home screen
The main steps to create a meeting are shown here, using tabs on the left side of the screen:
Meeting: Here you can define the main meeting parameters: title, description, time,
duration…
Delegate list: Here you can indicate which delegates will be attending the meeting. Translate Meeting: Here you can define languages to be used in the meeting, and translate
the meeting and all its parts into other languages. This is only available for the Plixus Multimedia Engine.
Agenda: This tab will allow you to define the agenda for the meeting. Speech time: This tab contains all the settings regarding speech time in the meeting. Documents: Here you can upload documents that will be accessible by the interactive
delegate units. This is only available for the Plixus Multimedia Engine.
Loading...
Buy Points How it Works FAQ Contact Us Questions and Suggestions Privacy Policy Cookie Policy Terms of Use