User Guide for Avaya Scopia Control

Transcription

1 User Guide for Avaya Scopia Control Version 8.3 For Solution 8.3 March 2014

2 Avaya Inc. All intellectual property rights in this publication are owned by Avaya Inc. and are protected by United States copyright laws, other applicable copyright laws and international treaty provisions. Avaya Inc. retains all rights not expressly granted. All product and company names herein may be trademarks of their registered owners. This publication is AVAYA Confidential & Proprietary. Use pursuant to your signed agreement or Avaya policy. No part of this publication may be reproduced in any form whatsoever or used to make any derivative work without prior written approval by Avaya Inc. No representation of warranties for fitness for any purpose other than what is specifically mentioned in this guide is made either by Avaya Inc. or its agents. Avaya Inc. reserves the right to revise this publication and make changes without obligation to notify any person of such revisions or changes. Avaya Inc may make improvements or changes in the product(s) and/or the program(s) described in this documentation at any time. If there is any software on removable media described in this publication, it is furnished under a license agreement included with the product as a separate document. If you are unable to locate a copy, please contact Avaya Inc and a copy will be provided to you. Unless otherwise indicated, Avaya registered trademarks are registered in the United States and other territories. All registered trademarks recognized. For further information contact Avaya or your local distributor or reseller. User Guide for Avaya Scopia Control Version 8.3, March 20, User Guide for Avaya Scopia Control Version 8.3 Notices 2

3 Table of Contents Chapter 1: About Scopia Control Choosing Between Core and Extended Features of Scopia Control...5 Minimum Requirements for Scopia Control... 7 Securing your Device in a Conference Room... 7 Chapter 2: Setting Up Scopia Control Connecting Scopia Control to your XT Series... 9 Connecting Scopia Control to Scopia Desktop server...11 Chapter 3: Starting or Joining a Meeting with Scopia Control Starting a Meeting by Directly Dialing an Endpoint...14 Starting a Meeting from the Directory...16 Joining a Meeting...18 Joining a Meeting from the Endpoint's Calendar...18 Chapter 4: Participating in Meetings with Scopia Control Moving the PTZ Camera's Position with Scopia Control Blocking Your Own Audio and Video with Scopia Control...23 Adjusting Volume...24 Presenting Shared Content with Scopia Control...24 Viewing Shared Content on Scopia Control...26 Changing Your Own Video Layout with Scopia Control Blocking Incoming Calls (DND) Chapter 5: Moderating Meetings with Scopia Control Inviting Participants with Scopia Control...32 Muting Audio or Blocking Video of a Participant Disconnecting a Participant...36 Changing a Participant's Video Layout...37 User Guide for Avaya Scopia Control Version 8.3 Table of Contents 3

4 Blocking New Participants from Joining a Meeting Recording a Meeting with Scopia Control...40 Streaming a Meeting with Scopia Control...41 Leaving or Ending a Meeting...42 Glossary of Terms for Scopia Solution User Guide for Avaya Scopia Control Version 8.3 Table of Contents 4

5 Chapter 1 About Scopia Control Scopia Control is an Apple ipad app which enables you to control a Avaya Scopia XT Series room system, telepresence system or personal endpoint from the app. Scopia Control's intuitive user interface makes it easy to start calls, moderate meetings and view presentations, while the integrated calendar and enterprise directory make it easy to join meetings and invite others. With Scopia Control you can access the calendar of the physical conference room, view scheduled meetings, and then join directly by tapping its entry. In most XT Series models, you can control your endpoint's camera by simply tapping the screen, or even control a remote camera in the meeting via far end camera control (FECC). You can moderate videoconferences whether they are hosted on the endpoint's built-in MCU, or on an external Scopia Elite MCU when it is part of your deployment. Moderators can manage all the meeting's participants, including hiding their video, muting their audio, and changing the video layouts. Scopia Control also enables you to view shared data like presentations or spreadsheets directly within the app on the device. You can review previously shared content without interrupting the presenter using the integrated Scopia Content Slider functionality. The Scopia Control app is available for download free from the App Store, and will connect to any XT Series with the appropriate license installed. Navigation Choosing Between Core and Extended Features of Scopia Control on page 5 Minimum Requirements for Scopia Control on page 7 Securing your Device in a Conference Room on page 7 Choosing Between Core and Extended Features of Scopia Control Scopia Control has a core set of features when connected only to an XT Series endpoint, including controlling the endpoint and moderating the built-in MCU. You can enable more features by additionally connecting it to your organization's Scopia Desktop server, to add viewing the physical meeting room's calendar and moderating meetings on an external MCU. These features are enabled because Scopia Desktop server opens access to other video components like Scopia Elite MCU and Scopia Management. User Guide for Avaya Scopia Control Version 8.3 About Scopia Control 5

6 Figure 1: Extending the functionality of Scopia Control by connecting to Scopia Desktop server The functionality of a standalone Scopia Control paired only with an XT Series endpoint (no Scopia Desktop server) is as follows: Controlling your local endpoint: Dial to another endpoint or answer an incoming call with Scopia Control. You can dial an IP address, endpoint number, or select from the endpoint's internal directory. Share content like presentations or documents. Change settings on your endpoint: mute, privacy, do not disturb, send DTMF tones. Change your local videoconferencing layout, or enabling picture-in-picture. Start and stop recording to a local USB storage device. Control your endpoint's camera or a remote camera by panning, tilting or zooming (PTZ). With the Scopia XT Executive, PTZ is digital, not optical, while with Scopia XT Telepresence, PTZ is unavailable since camera positions are fixed. Moderating a meeting hosted on the local built-in MCU (if available) includes muting, inviting or disconnecting participants on the built-in MCU, or changing the video layout of all participants on the built-in MCU. The extended functionality with a Scopia Desktop server connection (in addition to the mandatory XT Series) is as follows: Access the calendar of the physical meeting room, stored in Scopia Management as part of scheduling resources. Place a call using the corporate directory, stored in Scopia Management. Moderate meetings hosted on the Scopia Elite MCU when the paired XT Series participates in the meeting, including muting, hiding video, managing video layouts of the external MCU, locking a meeting or terminating meetings. The local built-in MCU is inaccessible from Scopia Control in this mode. Record or stream a meeting using the Content Center, when the paired XT Series participates in the meeting and the Content Center is deployed as part of the Scopia Desktop server. Use Scopia Content Slider functionality to review previously shared content without interrupting the presenter. User Guide for Avaya Scopia Control Version 8.3 About Scopia Control 6

7 For more information on connecting Scopia Control to an XT Series endpoint and Scopia Desktop server, see Setting Up Scopia Control on page 9. Minimum Requirements for Scopia Control This section details the minimum requirements for Scopia Control: All versions of Apple ipad and ipad Mini. The device must be connected to a network which can reach the target Avaya Scopia XT Series device. We recommend a dedicated network username for the ipad, which enables access to the target endpoint. ios 5.1 or later. Avaya Scopia XT Series installed with a license for Scopia Control. The ipad must be able to see the endpoint via its network connection, and the endpoint must be switched on to pair with Scopia Control. To access the calendar of the physical meeting room or to access the corporate directory housed in Scopia Management, deploy: Scopia Desktop server. Configure Scopia Control with the server address and a valid Scopia Desktop login. Scopia Management. This is only connected via the Scopia Desktop server. To moderate meetings on an external MCU, your deployment must include: Scopia Elite MCU Scopia Desktop server. Configure Scopia Control with the server address and a valid Scopia Desktop login. Scopia Management. This is only connected via the Scopia Desktop server. Important: Scopia Control does not support extended functionality in the SMB Solution using the Scopia XT Desktop server (see Choosing Between Core and Extended Features of Scopia Control on page 5). Securing your Device in a Conference Room Leaving an expensive mobile device like an Apple ipad in a meeting room brings security risks. Follow these guidelines to ensure a secure setup of Scopia Control in your meeting room: Ensure the device does not contain any personal information or usernames and passwords, including s, contacts, calendar entries, notes, messages or documents. The easiest way would be to perform a reset (Settings > Reset > Reset All Settings) before installing Scopia Control. House the device in a third-party secure casing with a lock, attached via cable to the meeting room table. Consider whether you want to give users the ability to power off the device, or alternatively choose a case which covers the power button. User Guide for Avaya Scopia Control Version 8.3 About Scopia Control 7

8 The wireless login should have a dedicated network username and password for the device, to avoid exposing someone's mail or documents. In addition, create a dedicated Scopia Desktop login specifically for this device if you connect Scopia Control to Scopia Desktop server. User Guide for Avaya Scopia Control Version 8.3 About Scopia Control 8

9 Chapter 2 Setting Up Scopia Control This section details the initial configuration of Scopia Control, including how to pair Scopia Control to an XT Series endpoint, and how to configure it for additional functionality by connecting it to the Scopia Desktop server. Navigation Connecting Scopia Control to your XT Series on page 9 Connecting Scopia Control to Scopia Desktop server on page 11 Connecting Scopia Control to your XT Series About this task Your Scopia Control app must be connected, or paired, to the Avaya Scopia XT Series endpoint in order to control it from the app. Important: The pairing between Scopia Control and the XT Series endpoint is only made via their network connections, not via bluetooth. Figure 3: Scopia Control connects to the XT Series endpoint via network connection only This section describes how to configure the connection, or pairing, between Scopia Control and your target XT Series endpoint. Before you begin Verify the following: The ipad must be connected to a network with user rights to allow access the target endpoint. The XT Series endpoint must have a Scopia Control license installed. User Guide for Avaya Scopia Control Version 8.3 Setting Up Scopia Control 9

10 During pairing, the endpoint must be connected to the network and switched on. Make a note of the IP address of the target endpoint. This information is located in the top bar of the XT Series home screen (Figure 2: Locating the IP address of the XT Series endpoint on page 10). For more details, ask your system administrator. Figure 2: Locating the IP address of the XT Series endpoint Procedure 1. Launch Scopia Control. The app automatically attempts to connect using information already defined in its settings. If it cannot connect, for example, when you start the app for the first time, it displays the Welcome panel. Select the Control Scopia XT tab. Figure 4: Entering details of the XT Series endpoint Alternatively, you can edit the same information in the device's settings. Press the home button and navigate to Settings > Scopia Control. User Guide for Avaya Scopia Control Version 8.3 Setting Up Scopia Control 10

11 Table 1: Fields to enter details of the target XT Series Field Control Scopia XT Description The tab showing fields to connect to the XT Series. Meeting Control The tab showing fields to connect to the Scopia Desktop server for enhanced functionality. For more information, see Connecting Scopia Control to Scopia Desktop server on page 11. Scopia XT Name Scopia XT Address Scopia XT Password Test connection Info Enter a name of the target XT Series endpoint. You can use any name you like, as this information is not used to locate the endpoint. It is only for display within the Scopia Control app. Enter the IP address of the XT Series endpoint. This is located on the top bar of the endpoint screen (see Figure 2: Locating the IP address of the XT Series endpoint on page 10). Enter the password of the XT Series as defined inside the endpoint for connecting Scopia Control as the remote control of the device. The default password is You can change it in the endpoint itself by navigating to Configure > Advanced > Utilities > Remote Access > Scopia Control Select to verify the target IP address is visible, and the name and password grants the access required. Select to open a web page containing more information on Scopia Control. 2. (Optional) To additionally connect to a Scopia Desktop server for more functionality, select the Meeting Control tab and enter the information required. For more details, see Connecting Scopia Control to Scopia Desktop server on page Select Done to establish the connection. If the pairing is unsuccessful, review the prerequisites listed at the start of this section to verify your deployment meets all listed conditions. User Guide for Avaya Scopia Control Version 8.3 Setting Up Scopia Control 11

12 Connecting Scopia Control to Scopia Desktop server About this task If your organization's deployment includes Scopia Desktop server, you can additionally connect it with Scopia Control to provide the following additional features: Access the calendar of the physical meeting room, stored in Scopia Management as part of scheduling resources. Place a call using the corporate directory, stored in Scopia Management. Moderate meetings hosted on the Scopia Elite MCU when the paired XT Series participates in the meeting, including muting, hiding video, managing video layouts of the external MCU, locking a meeting or terminating meetings. The local built-in MCU is inaccessible from Scopia Control in this mode. Record or stream a meeting using the Content Center, when the paired XT Series participates in the meeting and the Content Center is deployed as part of the Scopia Desktop server. Use Scopia Content Slider functionality to review previously shared content without interrupting the presenter. Scopia Control uses its connection with the Scopia Desktop server to access other Scopia Solution components, like Scopia Management and Scopia Elite MCU. The Scopia Desktop server connection requires that you enter the server's name or IP address, and any valid Scopia Desktop login. Scopia Control does not access the personal virtual room details of that login. It is solely used as a means of accessing the server. Nevertheless we recommend creating a login specifically dedicated to Scopia Control's use. Before you begin Verify the following: Your video deployment must include Scopia Desktop server and Scopia Management, and verify the name of the Scopia Desktop server. For more information, ask your system administrator. You must have a Scopia Desktop login and password, preferably a dedicated login for Scopia Control. If you want the ability to moderate meetings hosted on an external MCU, your deployment must also include a Scopia Elite MCU. Procedure 1. Launch Scopia Control. The app automatically attempts to connect using information already defined in its settings. If it cannot connect, for example, when you start the app for the first time, it displays the Welcome panel. Select the Meeting Control tab. User Guide for Avaya Scopia Control Version 8.3 Setting Up Scopia Control 12

13 Figure 5: Entering details of the Scopia Desktop server Alternatively, you can edit the same information in the device's settings. Press the home button and navigate to Settings > Scopia Control. Table 2: Fields to enter details of the Scopia Desktop server Control Scopia XT Field Description The tab showing fields to connect to the XT Series. Meeting Control The tab showing fields to connect to the Scopia Desktop server for enhanced functionality. Scopia Desktop server Address The name or IP address of your organization's Scopia Desktop server. For example, scopia.avaya.com. If you are not sure, ask your system administrator. Scopia Desktop user name Any Scopia Desktop user name. We recommend a dedicated username for this device's connection. Scopia Control does not access the login's virtual room. Scopia Desktop password The password associated with the Scopia Desktop user name. Test connection Info Select to verify the target IP address is visible, and the name and password grants the access required. Select to open a web page containing more information on Scopia Control. 2. Select Done to establish the connection. If the pairing is unsuccessful, review the prerequisites listed at the start of this section to verify your deployment meets all listed conditions. User Guide for Avaya Scopia Control Version 8.3 Setting Up Scopia Control 13

14 Chapter 3 Starting or Joining a Meeting with Scopia Control There are several ways you can start or join a meeting via Scopia Control, depending on the information you have about the endpoints or where the meeting is hosted. To start a videoconference with several participants, start a meeting with one participant as detailed in this section, and then invite others to join (see Inviting Participants with Scopia Control on page 32). For videoconferences, your endpoint must be connected to an external MCU or your XT Series must have a license to activate its built-in MCU. Navigation Starting a Meeting by Directly Dialing an Endpoint on page 14 Starting a Meeting from the Directory on page 16 Joining a Meeting on page 18 Joining a Meeting from the Endpoint's Calendar on page 18 Starting a Meeting by Directly Dialing an Endpoint About this task You can start a new videoconference with Scopia Control by dialing directly the address of the target endpoint. You can dial an endpoint in one of several ways: Enter its dial number. You may need to add a dial prefix before the phone number to reach an endpoint. For example, if a user's phone extension is 1234, you may need to insert 89 before their number to access their endpoint: For more information on dialing endpoints in your organization, ask your system administrator. Enter its H.323 name, or alias. Aliases can have any format, and do not conform to any rigid pattern. For example, an endpoint may be named johnsmith_1. For more information about the list of endpoint aliases in your organization, ask your system administrator. Enter its IP address. If you know the exact IP address of the participating endpoint, you can dial it directly. For example Verify with the endpoint's user that the address is valid from your location. Enter its URI address. URI is an address format used to locate a device on a network, where the address consists of the endpoint's name or number, followed by the domain name of the server to which the endpoint is registered. For example, <endpoint name>@<server_domain_name>. User Guide for Avaya Scopia Control Version 8.3 Starting or Joining a Meeting with Scopia Control 14

15 Procedure 1. Launch Scopia Control and wait for it to establish a connection to the endpoint. For more information on pairing, see Setting Up Scopia Control on page Select Place call (Figure 6: Button panel on main screen on page 15) to view the list of recently dialed endpoints. Figure 6: Button panel on main screen Scopia Control displays the list of recently dialed endpoints (Figure 7: Direct dial or choose a recently dialed endpoint on page 15). 3. Enter the IP address, URI address or number you wish to dial. Alternatively, select an entry from the list of recent dials (Figure 7: Direct dial or choose a recently dialed endpoint on page 15), so its address appears in the Dial field. Before dialing, you can edit the final dial string or change the settings if required. The current dial string, protocol and call type is displayed near the top of the pane. Figure 7: Direct dial or choose a recently dialed endpoint 4. Select the settings icon to edit the settings of the dial. User Guide for Avaya Scopia Control Version 8.3 Starting or Joining a Meeting with Scopia Control 15

16 Figure 8: Editing the settings of the dial Protocol Audio Only Field Description Select the protocol of the destination endpoint you wish to dial. Video deployments are either based on H.323 or SIP protocols. For more information, ask your system administrator. Select this field to toggle between audio only, or to include both audio and video. 5. Select Dial to contact the endpoint using the dial string you entered. 6. Invite other participants as required. To start a videoconference with several participants, start a meeting with one participant as detailed in this section, and then invite others to join (see Inviting Participants with Scopia Control on page 32). For videoconferences, your endpoint must be connected to an external MCU or your XT Series must have a license to activate its built-in MCU. Starting a Meeting from the Directory About this task You can start a new videoconference by calling an endpoint selected from the directory list. Scopia Control can access several directory lists depending on your deployment: You can browse the contacts of the XT Series endpoint. You can browse the Scopia Management corporate directory (when Scopia Control is connected to the Scopia Desktop server). You can access either Scopia Management's local directory or its link to an external LDAP directory, depending on Scopia Management's deployment. User Guide for Avaya Scopia Control Version 8.3 Starting or Joining a Meeting with Scopia Control 16

17 Important: Scopia Control does not access ipad's native Contacts app. Procedure 1. Launch Scopia Control and wait for it to establish a connection to the endpoint. For more information on pairing, see Setting Up Scopia Control on page Select Directory. Figure 9: Button panel on main screen If Scopia Control is not connected to Scopia Desktop server, it displays only the paired endpoint's current directory. However, when connected to Scopia Desktop server it displays two tabs within the directory window (Figure 10: Viewing corporate directory entries containing the word 'room' on page 17). Select the Corporate tab to view Scopia Management's directory of users. Select the Scopia XT tab to view the directory stored locally on the paired XT Series endpoint. Enter text in the search field to display endpoints whose name contains the text you entered. Figure 10: Viewing corporate directory entries containing the word 'room' 3. Tap an endpoint to connect. User Guide for Avaya Scopia Control Version 8.3 Starting or Joining a Meeting with Scopia Control 17

18 The directory stores all the information needed to place the call for each endpoint, including its protocol, number and IP address. To cancel the dial, tap End Call at the top right corner of the screen. 4. Invite other participants as required. To start a videoconference with several participants, start a meeting with one participant as detailed in this section, and then invite others to join (see Inviting Participants with Scopia Control on page 32). For videoconferences, your endpoint must be connected to an external MCU or your XT Series must have a license to activate its built-in MCU. Joining a Meeting About this task You can use Scopia Control to join a videoconference, using the direct dial feature. Before you begin Verify you have the meeting ID or the contact information of the XT Series hosting the meeting. Procedure 1. Launch Scopia Control and wait for it to establish a connection to the endpoint. For more information on pairing, see Setting Up Scopia Control on page If the meeting was scheduled in Scopia Management and Scopia Control is connected to Scopia Desktop server, you can join the meeting by selecting it from the endpoint's calendar. For more information, see Joining a Meeting from the Endpoint's Calendar on page If the meeting is hosted on the built-in MCU of an XT Series, dial the endpoint's name or address. For more information, see Starting a Meeting by Directly Dialing an Endpoint on page If the meeting is hosted on an external MCU, dial the meeting ID of the videoconference which was given by the meeting's host. For more information, see Starting a Meeting by Directly Dialing an Endpoint on page If access to the meeting requires a PIN, use the keyboard or if it is not displayed, tap the keypad icon to enter the numeric PIN. User Guide for Avaya Scopia Control Version 8.3 Starting or Joining a Meeting with Scopia Control 18

19 Joining a Meeting from the Endpoint's Calendar About this task You can use the calendar of your Avaya Scopia XT Series endpoint to join a scheduled videoconference. The calendar for this endpoint is stored in Scopia Management, hence this functionality is only available when Scopia Control is connected to the wider video infrastructure via Scopia Desktop server. The calendar displays all Scopia Management meetings which have invited this XT Series endpoint. For example, you can invite a user's Scopia XT Executive, or you can book a physical conference room which houses an XT Series room system. In Scopia Control you can only view calendar entries to join meetings. To create or edit a Scopia Management meeting, you must access the Scopia Management user portal, or use the 64-bit Scopia Add-in for Microsoft Outlook. When Scopia Control is connected to Scopia Desktop server, the home screen displays three tabs (Figure 11: Tabs on home screen when connected to Scopia Desktop server on page 19), enabling you to switch views to display the endpoint calendar. Figure 11: Tabs on home screen when connected to Scopia Desktop server This section details how to start a meeting directly from the endpoint's calendar. Procedure 1. Launch Scopia Control and wait for it to establish a connection to the endpoint. For more information on pairing, see Setting Up Scopia Control on page Select the Room Calendar tab to view today's entry in the endpoint's calendar. User Guide for Avaya Scopia Control Version 8.3 Starting or Joining a Meeting with Scopia Control 19

20 Figure 12: Calendar view of meetings from Scopia Control The left page of the calendar lists the day's meetings to which this endpoint was invited. Swipe right or left to move forward or backwards one day in the calendar. You cannot view calendar entries from the past. 3. Tap a meeting title to view its details in the right-hand calendar page. 4. Tap Join this meeting to dial the meeting and participate. Joining a meeting is completely automatic. All dial information, including the MCU hosting the meeting, the protocol required to connect to it, and all other technical information is contained within the button. 5. If access to the meeting requires a PIN, use the keyboard or if it is not displayed, tap the keypad icon to enter the numeric PIN. User Guide for Avaya Scopia Control Version 8.3 Starting or Joining a Meeting with Scopia Control 20

21 Chapter 4 Participating in Meetings with Scopia Control This section details the features available from Scopia Control during point-to-point meetings, or videoconferences hosted on an external or built-in MCU. Navigation Moving the PTZ Camera's Position with Scopia Control on page 21 Blocking Your Own Audio and Video with Scopia Control on page 23 Adjusting Volume on page 24 Presenting Shared Content with Scopia Control on page 24 Viewing Shared Content on Scopia Control on page 26 Changing Your Own Video Layout with Scopia Control on page 28 Blocking Incoming Calls (DND) on page 30 Moving the PTZ Camera's Position with Scopia Control About this task You can change the position and zoom of the endpoint's camera paired to Scopia Control by altering its PTZ settings (pan, tilt and zoom) at any time, both in and outside a meeting. Important: Scopia XT Executive's camera is static, and has only digital PTZ capabilities. As you increase the zoom, it crops the camera image (known as digital zoom), displaying a smaller portion of the original frame. This results in showing fewer pixels, which effectively lowers the resolution of the zoomed image. In addition, you can pan or tilt the image only after zooming in, enabling you to pan up to the width or length of the original camera image. Scopia XT Telepresence cameras disable their PTZ after setup, since the position and zoom of the cameras have been carefully calibrated and must remain constant to maintain the telepresence effect. You can also control the camera of a remote endpoint in a point-to-point meeting if it complies with the FECC (far end camera control) standard protocols. Before you begin If you connected more than one camera to the paired endpoint, decide which camera you want to control, then make a note the port name connecting it to the XT Codec Unit or Scopia XT Camera Switch. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 21

22 Procedure 1. Launch Scopia Control and wait for it to establish a connection to the endpoint. For more information on pairing, see Setting Up Scopia Control on page Tap the controls on the screen to move your local endpoint's camera as shown in Figure 13: Controlling the camera settings from Scopia Control on page 22. Tap the arrows up, down, right and left to move or pan the image in that direction. Tap + or - to zoom in or out. Figure 13: Controlling the camera settings from Scopia Control The top right corner of the camera controls displays whether you affect your local camera (NEAR END) or the remote camera (FAR END). 3. If you connected more than one camera to the local endpoint, tap the Camera Settings button to select the Video Source (Figure 14: Choosing the camera you want to control on page 23). Select the name of the port on the XT Codec Unit or Scopia XT Camera Switch which connecting to the camera you want to control. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 22

23 Figure 14: Choosing the camera you want to control 4. To control a remote camera during a point-to-point meeting: a. Tap the Camera Settings button (see Figure 13: Controlling the camera settings from Scopia Control on page 22). b. Tap Far End (Figure 14: Choosing the camera you want to control on page 23). c. Tap Done. Important: In a multi-party videoconference, you can only control the remote camera of the active speaker. Blocking Your Own Audio and Video with Scopia Control About this task You can block your own video by activating the Privacy switch on the button panel displayed during a meeting. Figure 15: Blocking video or audio during a meeting To block your audio by muting your microphone, toggle the Mic switch displayed during a meeting. When muted, your XT Series monitor displays the mute icon. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 23

24 Adjusting Volume About this task You can adjust the volume on your endpoint with Scopia Control by sliding the volume control. Figure 16: Scopia Control button panel displayed during a meeting During a call, the volume slider regulates the overall volume of the endpoint, including audio received from remote endpoints during a meeting and any local audio transmitted from a connected computer (see Presenting Shared Content with Scopia Control on page 24). When not in a call, you can access the volume slider from the Control System tab, to regulate the volume of the ringtone when the endpoint receives an incoming call. Presenting Shared Content with Scopia Control About this task Using Scopia Control you can present shared content from a computer connected to your XT Series. Shared content can include presentations, documents, spreadsheets or any content displayed on the screen of the computer. Typically you share a presentation with other participants in a videoconference, but you can also display it locally only in this room without transmitting it. Scopia Control enables you to start a presentation to display it only on your own endpoint's monitor (locally), or you can share content as part of a meeting to remote endpoints. Important: You cannot present content stored on the ipad. To present on the endpoint, you must first transfer content to a computer and then connect it to the XT Codec Unit. Procedure 1. Connect your computer's DVI-out or VGA port to the DVI-I connection on the XT Codec Unit. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 24

25 Figure 17: Connecting a computer's video output to an XT Series For more information, see User Guide for XT Series. 2. If you want to share the computer's audio alongside its video, connect its audio output to the Analog/Optical Audio port on the XT Codec Unit. Figure 18: Connecting a computer's audio output to an XT Series For more information, see User Guide for XT Series. 3. Verify the computer's monitor displays the information you wish to share. For example, if you want to share a presentation, start it. 4. Launch Scopia Control and wait for it to establish a connection to the endpoint. For more information on pairing, see Setting Up Scopia Control on page (Optional) To share content with other endpoints in a meeting, start the meeting (see Starting or Joining a Meeting with Scopia Control on page 14). 6. To start sharing content using Scopia Control: User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 25

26 Figure 19: Sharing content in a meeting or locally using Scopia Control Tap Present to view the computer's content on the local endpoint's monitor when it is not in a meeting. Tap Presentation during a videoconference to share content in a meeting. Viewing Shared Content on Scopia Control About this task When you join a meeting hosted on an external MCU, you can view shared content from a remote endpoint within Scopia Control, as well as on the endpoint's monitor. Shared content can include presentations, documents, spreadsheets or any content sent by the remote endpoint. Displaying content in Scopia Control adds Scopia Content Slider features, which enable you to return to previously shared slides without interrupting other participants. This section describes how to display shared content from other participants in Scopia Control. Before you begin Viewing the content on Scopia Control requires that it is connected to a Scopia Desktop server (see Connecting Scopia Control to Scopia Desktop server on page 11), and the meeting is hosted on a Scopia Elite MCU. Procedure 1. When a participant shares content, Scopia Control adds two tabs to the display: Presentation and Control Camera. A counter in the Presentation tab shows the number of slides you missed (see Figure 20: Presentation tab during a meeting with the number of missed slides on page 27). User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 26

27 Figure 20: Presentation tab during a meeting with the number of missed slides 2. Tap Presentation to view the live content as it is currently shared (Figure 21: Viewing shared content in Scopia Control on page 27). Figure 21: Viewing shared content in Scopia Control Scopia Control only displays content in portrait mode. 3. Tap the current slide to display the Scopia Content Slider ribbon (Figure 22: Activating Scopia Content Slider to view previously shared content on page 28). User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 27

28 Figure 22: Activating Scopia Content Slider to view previously shared content 4. Browse previous slides by swiping the ribbon in either direction. 5. Tap a slide in the ribbon to view it in full size. 6. To return to the live shared content stream, tap Live (Figure 22: Activating Scopia Content Slider to view previously shared content on page 28). Changing Your Own Video Layout with Scopia Control About this task This section details how to change your video layout from Avaya Scopia Control during a meeting. A video layout is the arrangement of participant images as they appear on the monitor in a videoconference. If the meeting includes a presentation, a layout can also refer to the arrangement of the presentation image together with the meeting participants. The available layouts depend on the number of streams in your meeting and the number of monitors connected to your XT Series (see User Guide for Avaya Scopia XT Series). There are either two or three streams during a meeting which you must arrange in a video layout: your own video, the remote video, and if applicable, you may have a shared presentation. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 28

29 Procedure 1. Tap the Participants button at the top to display the list of participants in your meeting. Figure 23: Viewing participants in a meeting 2. Tap Video Layouts at the top of the window. 3. To visually choose a video layout from the list of layouts, scroll horizontally to select the layout you prefer. Your own video is represented by a single person, the remote video is shown as a group of people, and a shared presentation appears as a graph. Figure 24: Changing your video layout using Scopia Control 4. To rotate through the different video layouts in real-time, tap Change Local Layout repeatedly until you see the layout you want. 5. To display your self-image in a small window overlapping the video layout, also known as picture-in-picture, switch on PIP. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 29

30 Figure 25: Displaying self-image in a meeting with Scopia Control 6. To change the position of the overlapping self-image (picture-in-picture) in real-time, tap Change PiP Position repeatedly. Blocking Incoming Calls (DND) About this task You can block all incoming calls to your endpoint with Scopia Control by activating the DND (Do Not Disturb) switch on the button panel displayed during a meeting. Outside a meeting, you can enable DND by first tapping the Control System tab, then switching on DND. Figure 26: Blocking incoming calls DND during or outside a meeting DND is not restricted to the current meeting. It remains active on your endpoint until it is disabled. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 30

31 DND is distinct from Lock meeting, which blocks additional people from joining a meeting on the MCU. It is only available in meetings hosted on a Scopia Elite MCU. For more information, see Blocking New Participants from Joining a Meeting on page 39. User Guide for Avaya Scopia Control Version 8.3 Participating in Meetings with Scopia Control 31

32 Chapter 5 Moderating Meetings with Scopia Control You can use Scopia Control to moderate videoconferences, whether hosted on the built-in MCU of the Avaya Scopia XT Series endpoint, or on an external Scopia Elite MCU. A moderator has special rights in a videoconference, including blocking the sound and video of other participants, inviting new participants, disconnecting others, determining video layouts, and closing meetings. A moderator using Scopia Control can also record meetings, or you can stream a meeting hosted on a Scopia Elite MCU directly from Scopia Control. Navigation Inviting Participants with Scopia Control on page 32 Muting Audio or Blocking Video of a Participant on page 35 Disconnecting a Participant on page 36 Changing a Participant's Video Layout on page 37 Blocking New Participants from Joining a Meeting on page 39 Recording a Meeting with Scopia Control on page 40 Streaming a Meeting with Scopia Control on page 41 Leaving or Ending a Meeting on page 42 Inviting Participants with Scopia Control About this task As meeting moderator, you can invite additional participants to a meeting directly from Scopia Control. By default you can moderate meetings on Scopia Control when they are hosted on the built-in MCU, or if they are in the virtual room of the Scopia Desktop user in the app's settings. Find or specify a new participant in Scopia Control in any of the following ways: You can browse the contacts of the XT Series endpoint. You can browse the Scopia Management corporate directory (when Scopia Control is connected to the Scopia Desktop server). You can access either Scopia Management's local directory or its link to an external LDAP directory, depending on Scopia Management's deployment. You can browse a list of recently dialed endpoints. You can directly dial an endpoint if you know its address. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 32

33 Before you begin If you are not a moderator, you can request to become one via the XT Series menus. You may need to enter a moderator PIN to access these features. Moderator features from Scopia Control require it to be connected to Scopia Desktop server. Procedure 1. Start a meeting as described in Starting or Joining a Meeting with Scopia Control on page Tap the Participants button at the top to display the list of participants in your meeting. 3. Tap Invite. Figure 27: Viewing participants in a meeting 4. To find a participant from one of the directories: a. Tap Directory at the bottom of the window (Figure 28: Finding participant to invite on page 34). b. Tap Corporate at the top of the list to display Scopia Management's corporate directory, or tap SCOPIA XT to search the local endpoint's current directory. c. (Optional) Enter text in the search field to narrow the displayed list to those containing the search string. d. Tap an endpoint to call it. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 33

34 5. To choose a recently dialed endpoint: Figure 28: Finding participant to invite a. Tap By Address at the bottom of the window (Figure 28: Finding participant to invite on page 34). b. Tap on an endpoint entry in the Recent Calls list to see its dial string in the Dial field. You can modify the dial string if needed. c. Tap Dial to call the endpoint. 6. To directly dial an endpoint by address: a. Tap By Address at the bottom of the window (Figure 28: Finding participant to invite on page 34). b. Enter the direct dial address of the endpoint to dial in one of the following formats: Enter its dial number. You may need to add a dial prefix before the phone number to reach an endpoint. For example, if a user's phone extension is 1234, you may need to insert 89 before their number to access their endpoint: For more information on dialing endpoints in your organization, ask your system administrator. Enter its H.323 name, or alias. Aliases can have any format, and do not conform to any rigid pattern. For example, an endpoint may be named johnsmith_1. For more information about the list of endpoint aliases in your organization, ask your system administrator. Enter its IP address. If you know the exact IP address of the participating endpoint, you can dial it directly. For example Verify with the endpoint's user that the address is valid from your location. Enter its URI address. URI is an address format used to locate a device on a network, where the address consists of the endpoint's name or number, followed by the domain name of the User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 34

35 server to which the endpoint is registered. For example, <endpoint c. To change the protocol or type of call, tap the Dial Settings button in the title bar of the window. Scopia Control displays the advanced dial settings for the planned call. Figure 29: Advanced dial settings to add a participant Enter the settings as described in the following table: Protocol Audio Only d. Tap Dial. Field Description Select the protocol of the destination endpoint you wish to dial. Video deployments are either based on H.323 or SIP protocols. For more information, ask your system administrator. Select this field to toggle between audio only, or to include both audio and video. Muting Audio or Blocking Video of a Participant About this task A meeting moderator can mute a participant's audio or block their video using Scopia Control. Moderators often mute audio or block a participant's video if they unintentionally broadcast noise or other distractions in the meeting. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 35

36 By default you can moderate meetings on Scopia Control when they are hosted on the built-in MCU, or if they are in the virtual room of the Scopia Desktop user in the app's settings. Procedure 1. Tap the Participants button at the top to display the list of participants in your meeting. Figure 30: Viewing participants in a meeting 2. Tap a participant's camera to block or unblock their video. 3. Tap a participant's microphone to mute or unmute their audio. Disconnecting a Participant About this task A meeting moderator can disconnect any participant in the meeting using Scopia Control. This is sometimes required to free up video connections for the organization. By default you can moderate meetings on Scopia Control when they are hosted on the built-in MCU, or if they are in the virtual room of the Scopia Desktop user in the app's settings. Procedure 1. Tap the Participants button at the top to display the list of participants in your meeting. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 36

37 Figure 31: Viewing participants in a meeting 2. To disconnect a participant, swipe their name to the left or right. Figure 32: Disconnecting a participant by swiping to the left 3. Tap Delete to disconnect the participant. Changing a Participant's Video Layout About this task As a meeting moderator, you can personalize the video layout of meeting participants. A video layout is the arrangement of participant images as they appear on the monitor in a videoconference. If the meeting includes a presentation, a layout can also refer to the arrangement of the presentation image together with the meeting participants. For meetings hosted on the paired endpoint's built-in MCU, changing a participant's layout changes it for all the participants, but meetings on an external Scopia Elite MCU enable you to customize a layout for a single participant while the others remain unchanged. By default you can moderate meetings on Scopia Control when they are hosted on the built-in MCU, or if they are in the virtual room of the Scopia Desktop user in the app's settings. Procedure 1. Tap the Participants button at the top to display the list of participants in your meeting. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 37

38 Figure 33: Viewing participants in a meeting 2. Tap a participant's name to change their video layout. Figure 34: Choosing a layout for a participant The default video layout is dynamic, which automatically changes depending on the number of participant images in the meeting. 3. To choose a different video layout: a. Swipe back and forth on the lower ribbon to browse the available video layouts (Figure 34: Choosing a layout for a participant on page 38). b. Tap the desired layout to instantly change and fix the layout. 4. To additionally personalize the same participant's layout, you can swap the positions of two images in the layout by dragging one image's placeholder to its new position. The source position is colored green, the destination is purple. When you let go, the two image positions are switched for that participant. This feature is available only if Scopia Control is connected to the Scopia Desktop server. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 38

39 Figure 35: Swapping image locations within a video layout Blocking New Participants from Joining a Meeting About this task A meeting moderator can stop or allow newcomers to join the meeting when it is hosted on an external Scopia Elite MCU. By default you can moderate meetings on Scopia Control when they are hosted on the built-in MCU, or if they are in the virtual room of the Scopia Desktop user in the app's settings. Important: This feature is not supported on meetings hosted on the XT Series built-in MCU. Procedure 1. Tap the Meeting Control button at the top of the screen. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 39

40 Figure 36: Moderating the meeting hosted on an external MCU 2. Tap Lock Meeting to block or unblock new participants from joining the meeting. Recording a Meeting with Scopia Control About this task A meeting moderator can record a meeting using Scopia Control in one of two ways, depending on your deployment: 1. The system first attempts to record to Scopia Desktop's Content Center. This requires the following conditions: You must be the moderator of the meeting. Scopia Control must be connected to the Scopia Desktop server (see Connecting Scopia Control to Scopia Desktop server on page 11). The meeting must be hosted on a Scopia Elite MCU. Scopia Desktop must have a valid license to record to the Content Center. For more information, ask your system administrator. 2. If any of those conditions fail, the system then checks for a valid recording license on the XT Series itself, and looks for an attached USB storage device to store the recording there. You can determine the file size and resolution of a USB recording from the XT Series main menu by navigating to Configure > Recording. For more information, see User Guide for XT Series. Procedure 1. Tap the Meeting Control button at the top of the screen. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 40

41 Figure 37: Moderating the meeting hosted on an external MCU 2. Tap Recording to start recording the meeting. 3. To stop the recording, tap Recording again to switch it off. Streaming a Meeting with Scopia Control About this task A meeting moderator can start or stop streaming a meeting when Scopia Control is connected to a Scopia Desktop server. Streaming is a method to send live or recorded videoconferences in one direction to viewers. Recipients can only view the content; they cannot participate with a microphone or camera to communicate back to the meeting. Before you begin To stream from Scopia Control, verify the following: You must be the moderator of the meeting. Scopia Control must be connected to Scopia Desktop server. Streaming is implemented with Scopia Desktop's Streaming Server. The meeting must be hosted on a Scopia Elite MCU. Scopia Desktop is deployed with a valid streaming license. Procedure 1. Tap the Meeting Control button at the top of the screen. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 41

42 Figure 38: Moderating the meeting hosted on an external MCU 2. Tap Streaming to start or stop streaming this meeting. Leaving or Ending a Meeting About this task As a participant you can leave a meeting at any time by tapping End Call on the top-left corner of the screen. However, as meeting moderator you can also end the meeting for everyone, closing it for all participants. Procedure 1. Tap the Meeting Control button at the top of the screen. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 42

43 Figure 39: Moderating the meeting hosted on an external MCU 2. Tap Terminate Meeting to end the meeting for all participants. User Guide for Avaya Scopia Control Version 8.3 Moderating Meetings with Scopia Control 43