Avaya Conference Viewer Release 5.0 User Guide

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1 Avaya Conference Viewer Release 5.0 User Guide Release 5.0 August 2007 Issue 1

2 2007 Avaya Inc. All Rights Reserved. Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document may be incorporated in future releases. Documentation disclaimer Avaya Inc. is not responsible for any modifications, additions, or deletions to the original published version of this Documentation unless such modifications, additions, or deletions were performed by Avaya. Link disclaimer Avaya Inc. is not responsible for the contents or reliability of any linked third party Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products, services, or information described or offered within them. We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages. License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER'S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT ("GENERAL LICENSE TERMS"). IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS, YOU MUST RETURN THE PRODUCT(S) TO THE POINT OF PURCHASE WITHIN TEN (10) DAYS OF DELIVERY FOR A REFUND OR CREDIT. Avaya grants End User a license within the scope of the license types described below. The applicable number of licenses and units of capacity for which the license is granted will be one (1), unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User. "Designated Processor" means a single stand-alone computing device. "Server" means a Designated Processor that hosts a software application to be accessed by multiple users. "Software" means the computer programs in object code, originally licensed by Avaya and ultimately utilized by End User, whether as stand-alone Products or pre-installed on Hardware. "Hardware" means the standard hardware Products, originally sold by Avaya and ultimately utilized by End User. License Type(s): Concurrent User License (CU). End User may install and use the Software on multiple Designated Processors or one or more Servers, so long as only the licensed number of Units are accessing and using the Software at any given time. A "Unit" means the unit on which Avaya, at its sole discretion, bases the pricing of its licenses and can be, without limitation, an agent, port or user, an or voice mail account in the name of a person or corporate function (e.g., webmaster or helpdesk), or a directory entry in the administrative database utilized by the Product that permits one user to interface with the Software. Units may be linked to a specific, identified Server. Database License (DL). Customer may install and use each copy of the Software on one Server or on multiple Servers provided that each of the Servers on which the Software is installed communicate with no more than a single instance of the same database. Copyright Except where expressly stated otherwise, the Product is protected by copyright and other laws respecting proprietary rights. Unauthorized reproduction, transfer, and or use can be a criminal, as well as a civil, offense under the applicable law. Third-party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements ("Third Party Components"), which may contain terms that expand or limit rights to use certain portions of the Product ("Third Party Terms"). Information identifying the copyright holders of the Third Party Components and the Third Party Terms that apply is available on Avaya's web site at: For full information, please see the complete document, Avaya Third Party Terms, Document number To locate this document on the website, simply go to and search for the document number in the search box. Warranty Avaya Inc. provides a limited warranty on this product. Refer to your sales agreement to establish the terms of the limited warranty. In addition, Avaya s standard warranty language, as well as information regarding support for this product, while under warranty, is available through the following Web site: Avaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support, call Technical Service Center Toll Fraud Intervention Hotline at for the United States and Canada. Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to: securityalerts@avaya.com. For additional support telephone numbers, see the Avaya Web site: Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc. in the United States of America and other jurisdictions. Unless otherwise provided in this Documentation, marks identified by "," " " and "SM" are registered marks, trademarks and service marks, respectively, of Avaya Inc. All other trademarks are the property of their respective owners. For the most current versions of documentation, go to the Avaya support Web site:

3 Contents Preface Purpose Chapter 1: Introduction to Avaya Conference Viewer Avaya Conference Viewer Participant List Q&A Polling Chat Interactive and Passive Mode Logging on to Avaya Conference Viewer Logging on to Meeting Exchange Enterprise Edition The DOS Window Chapter 2: Viewing Participants Viewing the Participant List Sorting the Participant List Example 1: Sorting According to Muted Status Example 2: Sorting According to Name Printing the Participant List Saving the Participant List Editing Participant Details Viewing Details Associated with the Conference Modifying Participant List Page Size Chapter 3: Viewing Q&A Sessions

4 Q&A Conferences Moving Questioners up the Queue Moving Questioners down the Queue Moving Questioners to the Top of the Queue Moving Questioners to the Bottom of the Queue Deleting Questioners from the Queue Chapter 4: Viewing Polling Polling Initiating Polling Stopping Polling Entering a Polling Question Viewing a Graph of Results Generating a Polling Report for Printing Saving a Polling Report Chapter 5: Sending Messages Introduction to Chat Accessing the Chat Window Sending Messages Saving Messages Printing Messages Appendix A: Troubleshooting Avaya Conference Viewer A-1 The Browser Screen is Flickering A-1 Index IX-1 3 Avaya Conference Viewer User Guide

5 Figures Figure 1-1: Platform Types Figure 1-2: Interaction Between Moderators and Operators Figure 1-3: Log On Screen Figure 1-4: Avaya Conference Viewer Figure 1-5: Unsuccessful Log On Screen Figure 2-1: Participant List Figure 2-2: File Download Dialog Figure 2-3: Save As Dialog Figure 2-4: Participant Details Dialog Figure 2-5: Conference Details Dialog Figure 2-6: Conference Details Dialog Figure 3-1: Starting a Q&A Session Figure 3-2: Inactive Q&A List Figure 4-1: Polling Screen Figure 4-2: Polling Screen with Preview Piechart Figure 4-3: Polling Report Figure 4-4: Print Dialog Figure 4-5: Warning Dialog Figure 4-6: Save As Dialog Figure 5-1: Chat Dialog Figure A-1: Internet Options Dialog A-1 Figure A-2: Settings Dialog A-2 4

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7 Tables Table 1-1: Polling Example

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9 Preface This chapter describes the purpose of the Avaya Conference Viewer User Guide. It also describes the intended audience. Purpose The Avaya Conference Viewer User Guide describes the Avaya Conference Viewer application. Avaya Conference Viewer is a Web-based application that enables Moderators to view conferences. It optimizes communication between Moderators and Operators. It also enables Moderators to manage Q&A sessions and Polling forums. This manual describes the steps involved in each of these tasks. The Avaya Conference Viewer User Guide is intended for Moderators. The manual is aimed at a non-technical audience and requires no specialist background knowledge. The Avaya Conference Viewer User Guide describes the functionality of the Avaya Conference Viewer application on the Meeting Exchange Enterprise Edition. On the Meeting Exchange Enterprise Edition, Operators manage conferences using the Avaya BridgeTalk application. For more information, see Figure 1-1 on page

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11 Chapter 1 Introduction to Avaya Conference Viewer This chapter introduces the Avaya Conference Viewer application. It outlines the main features and describes how to log on to Avaya Conference Viewer. It contains the following sections: Avaya Conference Viewer Interactive and Passive Mode Logging on to Avaya Conference Viewer Avaya Conference Viewer Avaya Conference Viewer is a Web-based application that assists Moderators in the control of conferences. It optimizes communication between Moderators and Operators during conferences and provides Moderators with a visual representation of participants. In addition, Avaya Conference Viewer presents a graphical display of a Questioner s Queue and a polling forum. Chat functionality in Avaya Conference Viewer enables Moderators to converse with Operators in real time. Operators use Avaya BridgeTalk to coordinate conferences. Avaya BridgeTalk is a comprehensive conference management tool. Using this tool, Operators can manage large numbers of conferences and initiate features such as polling and Q&A. 1

12 Figure 1-1, Platform Types illustrates the two platform types. Meeting Exchange Enterprise Edition BridgeTalk Operator Avaya Conference Viewer Moderator Platform Type: Meeting Exchange Enterprise Edition Figure 1-1: Platform Types 2 Avaya Conference Viewer User Guide

13 Figure 1-2, Interaction Between Moderators and Operators illustrates the interaction between Moderators and Operators. Moderator Avaya Conference Viewer BridgeTalk Browsers Operator Moderator Moderator Interaction between Avaya Conference Viewer and BridgeTalk Figure 1-2: Interaction Between Moderators and Operators Functionality within Avaya Conference Viewer can be divided into four main areas: Participant List Q&A Polling Chat In addition, there are two modes of operation: Interactive mode and Passive mode. Passive mode is a view only mode. In Passive mode, Moderators can view the Participant List and Questioner s Queue. Interactive mode provides Moderators with access to greater functionality. For example, Moderators can change the order of questioners in the Questioner s Queue. For more information, see Interactive and Passive Mode. Participant List The Participant List is a visual display that shows the details of each conference participant. These details are current status, name, company, phone number, and other optional information. Moderators can print the Participant List or save it as a comma 3

14 separated value (.CSV) file. The Participant List also displays a lock symbol, which indicates whether the conference is locked or unlocked. If a conference is locked, no additional participants can join. Moderators can also use the participant list to view more details about the current conference. These details include the recording status and the number of participants. Moderators can also adjust the displayed page size to ensure that it is optimized for the current number of participants. For more information, see Viewing Participants. Q&A A Q&A exchange is a structured session in which Moderators or Operators manage a queue of participants who wish to ask questions. Participants who wish to ask a question, enter a DTMF sequence using their telephone key pad. They are then added to a Questioner s Queue. During question time, the Operator moves sequentially through the Questioner s Queue, enabling each participant to ask their question. Operators initiate Q&A sessions using the Avaya BridgeTalk application. Once initiated, Moderators manage Q&A sessions using the Avaya Conference Viewer application. Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a Q&A session. During a Q&A session, Avaya Conference Viewer displays the Q&A queue and highlights the current speaker. In Meeting Exchange Enterprise Edition, polling and Q&A cannot be run simultaneously. For more information, see Viewing Q&A Sessions. Polling Polling enables participants to specify a preferred option from a list of available options. In Polling mode, Operators present a selection of choices and participants enter a DTMF key sequence corresponding to their favored choice. All participant votes are collated and the options are ranked accordingly. Operators initiate polling using the Avaya BridgeTalk application. Once initiated, Moderators can manage polling sessions using the Avaya Conference Viewer application. 4 Avaya Conference Viewer User Guide

15 Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a polling session. Prior to a polling session, Moderators can enter the polling question and a list of the possible responses in Avaya Conference Viewer. The polling responses consist of a descriptive tag and an associated digit. A descriptive tag is an option statement and the associated digit is the DTMF key that must be entered in order to select that option. For example: Table 1-1: Polling Example Descriptive Tag Associated Digit Yes 1 No 2 Undecided 3 In this example, if a participant wishes to vote Yes, they press 1 on their telephone keypad. Similarly, if they wish to vote No, they press 2, and so on. In Meeting Exchange Enterprise Edition, Avaya Conference Viewer displays the incoming votes during a polling session. Moderators can view the name, company, and vote number associated with each voter. When Polling is stopped, a chart of the results is displayed. Moderators can print and save the results in.csv format. In Meeting Exchange Enterprise Edition, polling and Q&A cannot be run simultaneously. For more information, see Viewing Polling. Chat Moderators and Operators can communicate in real time using Avaya Conference Viewer Chat functionality. Operators can initiate a chat session using the Avaya BridgeTalk application. Moderators can initiate a chat session using Avaya Conference Viewer. Moderators can communicate with the following groups: All Moderators associated with the conference All Operators associated with the conference All Operators and Moderators associated with the conference 5

16 Individual Operators or Moderators associated with the conference For more information, see Sending Messages. Interactive and Passive Mode Avaya Conference Viewer has two modes of operation, each providing access to a different level of functionality. In Passive mode, Moderators can: Chat to other Moderators and Operators View the Questioner s Queue Enter polling questions and answers View and sort the Participant List In Interactive mode (also known as active mode), Moderators can: Chat to other Moderators and Operators Change the order of the Questioner s Queue Delete questioners from the Questioner s Queue Enter polling questions and answers View and sort the Participant List Edit caller details in the Participant List To indicate an active Moderator, an asterisk is displayed next to the main title. If an asterisk is not displayed, the current Moderator is a passive Moderator. To log on as a passive Moderator, use the Avaya Conference log on URL for passive Moderators. To log on as an active Moderator, use the Avaya Conference log on URL for active Moderators. All log on URLs are available from your Service Provider. For example: Figure 1-4, Avaya Conference Viewer displays a passive Moderator s interface. There is no asterisk next to the main title. Figure 3-2, Inactive Q&A List displays an active Moderator s interface. There is an asterisk next to the main title. 6 Avaya Conference Viewer User Guide

17 Logging on to Avaya Conference Viewer Specific URL details are available from Service Providers. However, the general URLs are as follows: server name>/console/console-login?active=yes (Active Login) server name>/console/console-login? (Passive Login) Branded URLs must match the name of the directory used when creating the branding. Branded URLs follow this format: server name>/<company name>console/console-login?active=yes (Active Login) server name>/<company name>console/console-login? (Passive Login) For more information on branding, see the Avaya Conference Viewer Installation and Administration Guide. To log on to Avaya Conference Viewer on Meeting Exchange Enterprise Edition, Moderators require the following information 1 : Username and one or more of the following: Conference ID Conference Code Confirmation Number The Avaya Conference Viewer Log On URL and log on information (such as conference codes or conference references) are available from Service Providers. In Meeting Exchange Enterprise Edition, it is possible to save user log on details for future re-use. To store log on details, users select the Save Login Details option on the Log On screen. The Save Login Details option is a configurable field and may not be displayed on your Avaya Conference Viewer. Logging on to Meeting Exchange Enterprise Edition 1. Enter the Avaya Conference Viewer Log On URL. 1.The Log on fields are configurable. Contact your Service Provider for more information. 7

18 The Log On screen is displayed. Figure 1-3: Log On Screen 2. Enter your name in the Name field. This field accepts a maximum of 20 characters. 3. Enter a valid number in the Conference ID field. 4. Enter a valid confirmation number in the Confirmation Number field. Log on fields are configurable. Your log on parameters may differ from those displayed in Figure 1-3, Log On Screen. For example, the Moderator Code may be required. Avaya Conference Viewer accepts numeric Moderator Codes, but not alphanumeric Monderator Codes. 5. Click Login. 8 Avaya Conference Viewer User Guide

19 Avaya Conference Viewer opens. Main Information Panel Lefthand Menu Figure 1-4: Avaya Conference Viewer The Avaya Conference Viewer screen consists of a main information panel and a lefthand menu. The main information panel has three tabs: Participant List, Q&A, and Polling. The three tabs correspond to three of the main features discussed in Avaya Conference Viewer. The lefthand menu contains two options: Log Out and Chat. Moderators can exit Avaya Conference Viewer by clicking the Log Out option. Moderators can access the Chat dialog by clicking the Chat option. The Chat dialog is also displayed by default when a user logs on. If Pop-up Blocker (also known as Pop-up Killer or Pop-up Stopper) software is installed on the PC, ensure that it is removed or disabled. The Avaya Conference Viewer server launches two pop-up dialogs, namely, the Chat dialog and the Avaya Conference Viewer main page. 9

20 If log on is unsuccessful due to invalid conference details, an error message such as the following, may be displayed: Figure 1-5: Unsuccessful Log On Screen The DOS Window When you run Avaya Conference Viewer, the system displays a DOS dialog. This DOS dialog contains the database where Avaya Conference Viewer writes CDR and CoDR information. It is important to keep this dialog open while Avaya Conference Viewer is running. 10 Avaya Conference Viewer User Guide

21 Chapter 2 Viewing Participants This chapter describes the Avaya Conference Viewer Participant List. It describes how to view, sort, print, and save the Participant List. It also describes how to edit participant details. Lastly, it describes how to modify the Participant List page size. The Participant List is a visual display that shows each conference participant, along with their current status, their name, their company, their phone number, and a comment. The Participant List enables Moderators to view a graphical display of the conference. Moderators can sort the Participant List using a number of sort criteria, such as status, name, phone number, and company. Moderators can also print and save the Participant List as a.csv file..csv files can be imported to another application, such as Microsoft Excel. Moderators can edit the name, phone number, company, and comment associated with each participant. All changes are implemented in real time. Moderators can also modify the size of the Participant List page. The number of participants displayed on each page can be extended or reduced. Multiple pages can be accessed by clicking on the page number at the base of the Participant List. If a Moderator requests help from the Operator, they are temporarily removed from the Participant List. They are replaced in the Participant List when they are released by the Operator. Moderators can request help by entering a DTMF key sequence on their telephone. For more information, see: Viewing the Participant List Sorting the Participant List Printing the Participant List Saving the Participant List Editing Participant Details Viewing Details Associated with the Conference 1

22 Modifying Participant List Page Size Viewing the Participant List The Participant List is displayed when a Moderator logs on to Avaya Conference Viewer. When the Participant List is displayed, the Participant List tab at the top of the page is black. Unselected tabs are orange. For more information on logging on to Avaya Conference Viewer, see Logging on to Avaya Conference Viewer on page 1-7. The Participant List is displayed as follows: Participant List Tab Print Icon Save Icon Moderator Indicator Caller Icon Figure 2-1: Participant List To indicate an active Moderator, an asterisk is displayed next to the main title. If this asterisk is not displayed, the current Moderator is a passive Moderator. If the Operator create the conference using the Avaya BridgeTalk application, you can log into the conference even if the conference has no participants in it at that time. 2 Avaya Conference Viewer User Guide

23 Sorting the Participant List The Participant List can be sorted according to a number of sort criteria. In Meeting Exchange Enterprise Edition, the sort criteria are as follows: Status Name Phone Company Other The Participant List can be sorted in ascending or descending order. With regard to the Status sort criteria, the Participant List can be sorted according to one of the following status categories: Muted Moderator The Muted category sorts the participants according to whether they are muted or unmuted (listen mode and talk mode). The Moderator category sorts the participants according to whether they are Moderators or participants. As with other sort criteria, the Participant List can be sorted according to status in ascending or descending order. Not all participant states are displayed. For example, Avaya Conference Viewer does not indicate if a participant is in Operator Recall mode. Example 1: Sorting According to Muted Status 1. On the Participant List screen, click Status. The By Muted, By Moderator pop-up list is displayed. 2. Select By Muted. The Ascending, Descending pop-up list is displayed. 3. If you wish to list the participants in ascending order, click Ascending. In ascending order, unmuted participants are displayed before muted participants. If you wish to list the participants in descending order, click Descending. The Participant List is updated. 3

24 Example 2: Sorting According to Name To sort the Participant List in ascending order, click Name. In ascending order, names are listed from A to Z. To sort the Participant List in descending order, click Name again. In descending order, names are listed from Z to A. Printing the Participant List 1. Click the Print icon on the Participant List screen. The Print dialog is displayed. 2. Click Print. The Participant List is printed. Saving the Participant List 1. Click the Save icon on the Participant List screen. The File Download dialog is displayed. Figure 2-2: File Download Dialog 2. Click Save. 4 Avaya Conference Viewer User Guide

25 The Save As dialog is displayed. Figure 2-3: Save As Dialog 3. Select an appropriate folder in which to save the file. The default file name is CV_Part_[MODERATOR_CODE].csv. 4. Click Save. 5. Click Close to close the dialog or click Open to view the saved Participant List. The Participant List is saved as a.csv file..csv files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the Participant List CSV file requires some manual editing to ensure that data is displayed correctly in each column. Editing Participant Details Moderators in Interactive mode can edit a number of details associated with conference participants. In Meeting Exchange Enterprise Edition, these are: Name Phone number Company name Comment To edit participant details: 1. Click the participant icon associated with the participant whose details you wish to update. 5

26 The Edit pop up dialog is displayed. The Edit pop up dialog is modal. While it is displayed, you cannot click anywhere else in the interface. You must click Edit and display the Participant Details dialog. At that point, you can exit the Participant Details dialog and click elsewhere in the interface, if you wish. 2. Click Edit. The Participant Details dialog is displayed. Figure 2-4: Participant Details Dialog 3. Change the content of the fields as required. 4. Click Edit. The updated Participant List is displayed. Viewing Details Associated with the Conference A number of details associated with the current conference can be viewed. These are: Number of participants The number of participants is displayed on the main Participant List screen. It is also displayed on the Conference Details dialog. To view conference details: 1. Click Details on the main Participant List screen. 6 Avaya Conference Viewer User Guide

27 The Conference Details dialog is displayed. Figure 2-5: Conference Details Dialog 2. Close the dialog to return to the Participant List screen. The Participant List screen is displayed. Modifying Participant List Page Size Moderators can extend or reduce the number of participants displayed on each page. If there are multiple pages, they can be accessed by clicking on the page number at the base of the Participant List. Moderators can also extend or reduce the number of participants displayed on the Q&A List by clicking the Q&A List Details icon: To modify the Participant List page size: 1. Click Details on the main Participant List screen. The Conference Details dialog is displayed. Figure 2-6: Conference Details Dialog 2. Enter the number of participants you wish to display on each page in the Participant List Page Size field. 3. Click Set Page Size. 7

28 The updated Participant List is displayed. 8 Avaya Conference Viewer User Guide

29 Chapter 3 Viewing Q&A Sessions This chapter describes how to access an interactive visual display of a Questioner s Queue. Using the visual display, Moderators can conduct question and answer sessions with maximum efficiency. This chapter describes how to change the order of questioners and how to remove questioners from the queue. It contains the following sections: Q&A Conferences Moving Questioners up the Queue Moving Questioners down the Queue Moving Questioners to the Top of the Queue Moving Questioners to the Bottom of the Queue Deleting Questioners from the Queue Q&A Conferences A Q&A exchange is a structured session in which Moderators or Operators manage a queue of participants who wish to broadcast questions into the conference. Participants who wish to ask a question, enter a DTMF sequence using their telephone key pad. They are then added to a Questioner s Queue. During question time, the Operator moves through the Questioner s Queue, enabling each participant to broadcast their question to the conference. Operators initiate Q&A sessions using the Avaya BridgeTalk application. Once initiated, Moderators can manage Q&A sessions using the Avaya Conference Viewer application. Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a Q&A session. 1

30 Figure 3-1, Starting a Q&A Session illustrates a typical Q&A initiation scenario (when in interactive mode). Moderator Operator (Interactive mode) Sends message to Operator to start a Q&A session. Manages Q&A session (For example, changes the order of questioners and deletes questioners.) Starts Q&A session Typical Q&A Initiation Scenario for Operators and Moderators Figure 3-1: Starting a Q&A Session As participants enter the appropriate DTMF sequence, they are displayed in the Q&A screen in Avaya Conference Viewer. Moderators in Passive mode can view this display. Moderators in Interactive mode can view the display and perform a number of actions on the registered participants. For example, Moderators can remove questioners from the queue or change the order of questioners. For more information on Passive and Interactive mode, see Interactive and Passive Mode on page 1-6. If a Moderator requests help from the Operator, they are temporarily removed from the Q&A List. They are replaced in the Q&A List when they are released by the Operator. Moderators can request help by entering a DTMF key sequence on their telephone. In Meeting Exchange Enterprise Edition, polling and Q&A cannot be run simultaneously. 2 Avaya Conference Viewer User Guide

31 Prior to initiation, the Q&A List is displayed as follows: Figure 3-2: Inactive Q&A List Once activated, via the Avaya BridgeTalk application, the Questioner s Queue is displayed. In Meeting Exchange Enterprise Edition, any non-muted participant who has requested a place in the Q&A queue is considered an Active Speaker. For more information on Avaya BridgeTalk functionality, see the Avaya Meeting Exchange 5.0 BridgeTalk Guide. Moving Questioners up the Queue Click the Up arrow associated with the participant you wish to move. The questioner moves up the queue, one row at a time. Moving Questioners down the Queue Click the Down arrow associated with the participant you wish to move. The questioner moves down the queue, one row at a time. 3

32 Moving Questioners to the Top of the Queue Click the Double Up arrow associated with the participant you wish to move. The questioner moves down the queue, one row at a time. Moving Questioners to the Bottom of the Queue Click the Double Down arrow associated with the participant you wish to move. The questioner moves down the queue, one row at a time. Deleting Questioners from the Queue Click the Remove icon associated with the participant you wish to remove. The questioner is removed from the queue. 4 Avaya Conference Viewer User Guide

33 Chapter 4 Viewing Polling This chapter describes polling functionality in Avaya Conference Viewer. It describes how to view a graphical representation of polling options and responses. It also describes how to view polling results and how to export a polling report. It contains the following sections: Polling Initiating Polling Stopping Polling Entering a Polling Question Viewing a Graph of Results Saving a Polling Report Polling Polling enables participants to answer multiple choice questions posed by Operators on behalf of Moderators. In Polling mode, Moderators present a selection of choices and participants enter a DTMF key sequence corresponding to their favored choice. All participant votes are collated and the options are ranked accordingly. Operators initiate polling using the Avaya BridgeTalk application. Prior to a polling session, Moderators can enter the polling question and a list of the possible responses in Avaya Conference Viewer. The polling responses consist of a descriptive tag and an associated digit. A descriptive tag is an option statement and the associated digit is the DTMF key that must be entered in order to select that option. If a participant requests help from the Operator, they are not removed from the polling session. Their vote is still counted. In Meeting Exchange Enterprise Edition, polling and Q&A cannot be run simultaneously. 1

34 Initiating Polling Pollling is initiated via Avaya BridgeTalk. Moderators use the chat feature to communicate with Operators who are using Avaya BridgeTalk. Operators start polling functionality on behalf of Moderators. For more information on the chat feature, see Sending Messages on page 5-1. To start polling: 1. Click the Polling tab to display the Polling screen. The Polling screen is displayed. 2. Send a message to the Operator instructing them to begin polling. 3. Enter a question in the Question field and enter a series of potential answers in the Answers fields. For more information, see Entering a Polling Question on page Operators and Moderators ask conferees to specify a preference for one of the potential answers, via a DTMF key sequence on their telephone. To stop polling and view results, see Stopping Polling on page 4-2. In Meeting Exchange Enterprise Edition, polling must be stopped manually by Avaya BridgeTalk. Stopping Polling Pollling is stopped via Avaya BridgeTalk. Moderators use the chat feature to communicate with Operators who are using Avaya BridgeTalk. Operators stop polling functionality on behalf of Moderators. For more information on the chat feature, see Sending Messages on page Avaya Conference Viewer User Guide

35 When polling stops, the Polling Results screen is displayed on the main Avaya Conference Viewer window, as follows: Polling Tab Polling Question Possible Responses Actual Votes Figure 4-1: Polling Screen Entering a Polling Question 1. Enter the text of the polling question in the Question Field on the Polling screen. 2. Enter the first possible response in the first Answer field. 3. Enter the second possible response in the second Answer field. 4. Continue until all possible responses have been entered. 3

36 Viewing a Graph of Results When polling is complete, a piechart is displayed on the Polling screen. Moderators can also generate a polling report that contains details of individual votes (for more information, see Generating a Polling Report for Printing on page 4-4). Figure 4-2: Polling Screen with Preview Piechart On the screen which displays the polling responses, a black bar may cover the first response. This issue only occurs on the screen of the Moderator who entered the polling questions. The black bar obscures the first response. To work around this issue, log in again, as a Moderator. The black bar is no longer displayed in the new screen. Generating a Polling Report for Printing 1. Click the printer icon on the Polling screen. 4 Avaya Conference Viewer User Guide

37 A polling report is generated. Figure 4-3: Polling Report The Print dialog is also displayed. Figure 4-4: Print Dialog 2. Click Print. 5

38 The Polling Report is printed. The printed report always displays polling responses. However, it displays the polling questions only in the report of the Moderator who created the poll. Saving a Polling Report If you enter the maximum number of characters in the question and answer fields, Avaya Conference Viewer may not successfully save the polling report. To work around this issue, do not enter the maximum number of characters in the question and answer fields. 1. Click Save CSV File on the Polling Report dialog. A warning dialog may be displayed. Figure 4-5: Warning Dialog 2. Click Save. 6 Avaya Conference Viewer User Guide

39 The Save As dialog is displayed. Figure 4-6: Save As Dialog 3. Select an appropriate folder in which to save the file. 4. Click Save. The file is saved..csv files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the Polling Report CSV file requires some manual editing to ensure that data is displayed correctly in each column. The saved report always displays polling responses. However, it displays the polling questions only in the report of the Moderator who created the poll. 7

40 8 Avaya Conference Viewer User Guide

41 Chapter 5 Sending Messages This chapter describes Chat functionality in Avaya Conference Viewer. Chat functionality enables Moderators to send messages to Operators and other Moderators associated with their conference. It contains the following sections: Introduction to Chat Accessing the Chat Window Sending Messages Saving Messages Printing Messages Introduction to Chat Avaya Conference Viewer optimizes communication between Moderators and Operators during conferences. Moderators and Operators can use Chat functionality to coordinate Q&A sessions, to initiate Polling, and to ensure that conferences run smoothly. Operators access Chat functionality using the Avaya BridgeTalk application. Moderators access Chat functionality using Avaya Conference Viewer. Communication between the two applications is seamless. Moderators can communicate with the following groups: All Moderators associated with the conference All Operators associated with the conference All Operators and Moderators associated with the conference Individual Operators or Moderators associated with the conference If two chat users (Operators or Moderators) have the same username, the second user is prompted to enter a nickname to avoid confusion. At any time, the limit on the size of the Chat window is 256 lines. When the size of the Chat window exceeds 256 lines, older messages are discarded as new messages arrive. 1

42 For this reason, it is a good idea to save message transcripts a number of times during a long exchange of messages. Similarly, it is a good idea to print message transcripts a number of times during a long exchange of messages. Accessing the Chat Window By default, the Chat window opens when a user logs on. To access the Chat window: From the lefthand menu, click Chat. The Chat window is displayed. Sending Messages To send a message: 1. Select a message recipient from the To drop-down list. Moderators can send messages to: All Moderators and Operators All Operators All Moderators Individual Operators and Moderators Moderators can only send messages to Operators and Moderators associated with their conference. Moderators cannot send messages to Operators and Moderators associated with a different conference. 2. Enter the message text in the text field at the bottom of the Chat window. 3. Click Send. The message is sent to the selected recipient(s). 2 Avaya Conference Viewer User Guide

43 The message text is displayed in the Chat window. The current time and date are displayed next to the message text. The message recipient is also displayed. Figure 5-1: Chat Dialog Saving Messages Moderators can save a transcript of the messages associated with their conference. The message report is saved as a.csv file. It is a good idea to save message transcripts a number of times during a long exchange of messages because the limit on the size of the Chat window is 256 lines. 3

44 To save messages: 1. Click the Disk icon in the Chat window. The File Download dialog is briefly displayed. The message transcript opens within a viewing package, such as Microsoft Excel. 2. From the File menu, select Save. The Save As dialog is displayed. 3. Select an appropriate folder in which to save the file. 4. Enter a meaningful filename. 5. Click Save. The file is saved as a.csv file..csv files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the messages CSV file requires some manual editing to ensure that data is displayed correctly in each column. Printing Messages Moderators can print a transcript of the messages associated with their conference. It is a good idea to print message transcripts a number of times during a long exchange of messages because the limit on the size of the Chat window is 256 lines. To print messages: 1. Click the Print icon in the Chat window. A preview of the transcript is displayed. The Print dialog is also displayed. 2. Click Print. The message transcript is printed. 4 Avaya Conference Viewer User Guide

45 Appendix A Troubleshooting Avaya Conference Viewer This chapter describes some common issues that may arise when running Avaya Conference Viewer. The Browser Screen is Flickering If the browser screen is flickering, users should check that their browsers are configured to reload pages only if necessary. This is the browser default setting. To check browser settings: 1. Select Tools and then Internet Options from the main Internet Explorer menu. The Internet Options dialog is displayed. avaya Figure A-1: Internet Options Dialog 1

46 2. Click Settings. The Settings dialog is displayed. Figure A-2: Settings Dialog 3. Ensure that Automatically is selected under Check for newer versions of stored pages. 4. Click OK. The Internet Options dialog is displayed. 5. Click OK. The main browser window is restored. 2 Avaya Conference Viewer User Guide

47 Index Files.CSV 1-5 A ascending 2-3 C chat 5-1 accessing 5-2 printing 5-4 saving 5-3 sending messages 5-2 D descending 2-3 F features 1-3 I interactive 1-6 introduction 1-1 chat 1-5 participant list 1-3 polling 1-4 Q&A 1-4 L lefthand menu 1-9 logging on 700/ M modes 1-6 P page size 2-7 participants 2-1 details 2-6 editing 2-5 page size 2-1 printing 2-4 saving 2-4 sorting 2-3 viewing 2-2 passive 1-6 platforms 1-2 polling 4-1 entering questions 4-2 printing 4-4 saving 4-6 stopping 4-2 viewing results 4-4 IX-1

48 pop-up blocker 1-9 Q Q&A 3-1 activating 3-3 deleting questioners 3-4 initiating 3-3 moving questioners 3-3 starting 3-3 S sort criteria 2-3 T tabs 1-9 troubleshooting A-1 V voting 1-5 IX-2 Avaya Conference Viewer User Guide

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