AT&T Connect Communications Center (ACC) User Guide Enterprise Edition Version 8.9 May 2010

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1 AT&T Connect Communications Center (ACC) User Guide Enterprise Edition Version 8.9 May AT&T Intellectual Property. All rights reserved. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks contained herein are the property of their respective owners.

2 About This Guide This User Guide contains a description of the features available to AT&T Connect Communications Center (ACC) users. Note. In this User Guide, the terms event, meeting and conference are used interchangeably.

3 Table of Contents About This Guide...ii Communications Center Overview...1 Overview...1 Before You Begin...2 Communications Center User Roles...4 Glossary...5 Workflow...6 Getting Started with the Communications Center...9 Accessing the Communications Center...9 Communications Center Components...12 Getting Ready for an Event...18 Using Communications Center Tools...21 Joining Events...21 Registering to Events...26 Working with the Catalog...27 Working with Overview Pages...33 Creating Communications Center Events...55 Overview...55 Creating Communications Center Events...55 Configuring Events to allow the use of Telephones...64 Editing Events...68 AT&T Connect Communications Center (ACC) User Guide iii

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5 Chapter 1 Communications Center Overview This section contains a description of the features available to AT&T Connect Communications Center users. Overview AT&T Connect enables people to easily communicate using voice, video and data through the Internet, from any place and at any time. AT&T Connect is the first and only integrated platform to address the primary experiences that comprise live interaction, collaboration and learning across a global organization: imentoring: For 1:1 tutoring and consulting. imeeting: Interactive online meetings. iclass: Live learning sessions in a virtual classroom. iseminar: Virtual seminars for hundreds of users. icast: Live broadcasts to thousands. On Demand: Pre-recorded standalone sessions. Note. For more information about the above Event types, see Communications Center Events. The AT&T Connect Communications Center (ACC), which is the key component of AT&T Connect, provides the gateway to your organization s online meetings, and training programs. AT&T Connect Communications Center (ACC) User Guide 1

6 The Communications Center incorporates proven AT&T technology, namely the Participant Application, into the complete communications platform for an organization s employees and customers. All Communications Center Events can also be accessed using a telephone, if the Events and Communications Center have been configured accordingly. For information on the AT&T Connect Participant Application, see the AT&T Connect Participant User Guide. Before You Begin Communications Center Events The six Event types within the Communications Center, imentoring, imeeting, iclass, iseminar, icast, and On Demand, provide any organization with the complete platform for communicating with its employees, as well as a means of opening channels of communication to users external to the organization. Note. This User Guide includes details on how to work with each of the Communications Center Event types as one. Where required, additional details are given for the imeeting Event due to its unique availability to all Communications Center users. imentoring imeeting imentoring is live, one-on-one tutoring within a virtual learning environment. An assigned Moderator leads each imentoring Event. Moderators are selected by the imentoring Administrator and have a number of additional rights that enable them to upload materials to the Participant, before and during the live session. imeetings are interactive online meetings that can be initiated by registered users. An imeeting can be an ad-hoc Event and include users from both within and external to the organization. Whoever initiates the Event, or the first participant to enter the imeeting, receives initial control, complete with Presentation Rights. AT&T Connect Communications Center (ACC) User Guide 2

7 All participants can take an active role and contribute to the imeeting. Control can be freely passed to each participant, enabling each to speak and upload content/materials to the Event. The maximum number of participants in an imeeting Event is 300. iclass iclass Events are live learning sessions in a Virtual Classroom. iclass Moderators are defined by the iclass Administrator and have a number of additional rights that enable them to upload materials to the participant, before and during the live session. iclass Events are more structured than imeeting Events, and are built on the basis of a Teacher/Student relationship. The Moderator controls the learning session and can enable participants to communicate (either with the Moderator or among the participants themselves), share the Moderator s applications and respond to questions and polls. The maximum number of participants in an iclass Event is 300. iseminar iseminars are virtual seminars, providing an additional learning tool within the AT&T Connect communications environment. iseminar Events can be accessed by large numbers of users. The maximum number of participants in an iseminar Event is 750. icast icasts are the casting, or streaming, of Events to a great number of users, both within and external to the organization. icasts enable the organization to broadcast Events of relevance to a multitude of users, even though they are the least interactive of the Communications Center Events. The maximum number of participants in an icast Event is 750. On Demand On Demand Events are pre-recorded standalone sessions freely available to any user, both within and external to the organization. These Events provide greater flexibility as they enable users to view sessions at their own pace and within their own time. AT&T Connect Communications Center (ACC) User Guide 3

8 Communications Center User Roles All Communications Center users are assigned roles that incorporate default Communications Center privileges. As a regular Communications Center user, the roles that you may encounter include the following: Event Administrator Basic User Event Administrator The Event Administrator role is assigned to users who schedule Events in the Communications Center. If assigned the relevant role, such as iclass Administrator, the user can create Events of the assigned type (in this case, iclass Events). Event Administrators may also be assigned the Moderator role, which enables users to conduct Events (using the AT&T Connect Participant Application). Basic User This role is automatically assigned to users registered through the Communications Center and ensures users can perform a variety of basic tasks in the Communications Center, including the following: Schedule an imeeting (unless this option is disabled) Enter their Meeting Room Access the Communications Center Catalog The Basic User role enables users to access Events displayed in their Catalogs. During a live Event they will use the AT&T Connect Participant Application, which among other things will enable them to: View whatever the Moderator/Presenter is doing onscreen (on the Participant s desktop via the Whiteboard). Converse and exchange notes with the Moderator/Presenter and other participants. Perform Whiteboard operations while conversing when permitted. Note. For information on the AT&T Connect Participant Application, see the AT&T Connect Participant User Guide. AT&T Connect Communications Center (ACC) User Guide 4

9 Glossary This section describes common Communications Center terms that you may encounter throughout AT&T Connect documentation. Administrator Various administrator roles are available throughout the Communications Center, each assigned by the System Manager/Permissions Manager. Unique administrative tools assist each of these roles in running the Communications Center. For example, the User Manager role is assigned to the user who will add new, or modify existing, Communications Center users. Audio Conferencing Enables the use of standard telephones as audio devices in AT&T Connect Events. This means that Moderators and participants can choose to listen and speak in an AT&T Connect Event using a standard telephone (connected through an IP gateway) or via a microphone or headset connected to their computer. Event The basic mode of communication within the Communications Center. Each Event type (imentoring, imeeting, iclass, iseminar, icast and On Demand) can have any number of assigned Events, each of which are led by a selected Moderator. Event Materials Material that can range from an individual PowerPoint slide to a combination of a complete PowerPoint presentation, pre-recorded audio or video segments, HTML links, image files, Office and other types of documents. Meeting Rooms Meeting Rooms provide an always-on capability for your enterprise s conferencing system. There is no need to schedule Events as per other Communications Center Events; all that is required is a personal Meeting Room ID, which is used by Meeting initiators to access their Meeting Room at any time. Outlook Add-in Once installed, this component enables you to fully integrate your Outlook calendar with Communications Center Events. AT&T Connect Communications Center (ACC) User Guide 5

10 Overview Page Displays information to users about a specific Event and the Moderator assigned to that Event. All users can create Private templates with which to implement their own designs. Portals Provide an external gate for the services provided by your organization in effect, departmental versions of the Communications Center. Departments can tailor content specific to the users that will access the Portal, whether within or external to your organization, complete with links and Events specific to the department in the form of a web home page. Presenter The Presenter is any participant who currently has control of an imeeting Event using the Presenting Rights. The first participant to enter the Event is automatically assigned Presenting Rights (not applicable to Phone-only users). User Role The privileges available in the Communications Center are determined by the user s role, as defined by the Permissions Manager. Menu options and features are enabled/disabled according to the role assigned to each user. Workflow This section provides two typical scenarios for joining Communications Center Events. AT&T Connect Communications Center (ACC) User Guide 6

11 Scenario 1 Login to the ACC If you have forgotten your password, click Forgot Your Password and enter the relevant details. Access the ACC from a Portal link. Locate the Event in the ACC catalog' and click Enter. If you have the latest version of the Participant application, it launches automatically; otherwise you can download it or use the Web Participant application. Participant Application Figure 1-1: Participant Workflow: Scenario 1 AT&T Connect Communications Center (ACC) User Guide 7

12 Scenario 2 From the invitation, click the Event link. If you are not registered to the ACC, enter your First Name, Last Name and address. If you have the latest version of the Participant application, it is automatically launched; otherwise it is downloaded and installed. You can also use the Web Participant application. Participant Application Figure 1-2: Participant Workflow: Scenario 2 AT&T Connect Communications Center (ACC) User Guide 8

13 Chapter 2 Getting Started with the Communications Center This section describes how to start working with the Communications Center and the components in the Communications Center interface. Accessing the Communications Center After your organization has fully implemented AT&T Connect, you should be assigned a user name and password with which you can login to the Communications Center. Your organization s System Manager will assign the relevant login rights, which determine your access to the applications within the Communications Center. Note. Guest users, those external to your organization, cannot login to the Communications Center and may only have access to specific Events. To access the Communications Center: 1 Enter the URL assigned to you by your Administrator into the Address bar of your default browser. For example: 2 Select the entered URL, and press <Enter>, or Click the Go button, located at the end of your Address bar. The following window is displayed: AT&T Connect Communications Center (ACC) User Guide 9

14 Figure 2-1: Login to the AT&T Connect Communications Center Window 3 Enter your assigned User Name and Password, and click Login. The Communications Center Home Page is displayed. Tip: If you have forgotten your password, click the Forgot Your Password? link (if available). In the displayed window, enter your address and click Submit. Your assigned User Name and a new Password are sent to the specified address. If you are instructed to use your network username and password, and you forgot your password, please refer to your IT administrator. AT&T Connect Communications Center (ACC) User Guide 10

15 Figure 2-2: Communications Center Home Page The ENTER My Room button is replaced by a CREATE imeeting button if your Communications Center does not support personal Meeting Rooms. Note. After setting up the AT&T Connect Participant Application, you can also access the Communications Center using the myat&t component, which is installed with the Participant Application. Refer to the AT&T Connect Participant User Guide for further information. You can also access Events prior to setting up the application; upon entry to these Events, if the Communications Center has been configured accordingly, the Participant Application is automatically setup on your computer. Logging Out of the Communications Center To log out of the Communications Center: From the Communications Center Home Page, click the Logout button, located in the top right corner of the Communications Center Home Page. AT&T Connect Communications Center (ACC) User Guide 11

16 Note. If you do not log out of the Communications Center, the login page can be stored in your browser s cache, meaning that other users of your computer will have access to your personal Communications Center information. For security reasons it is recommended to logout after each session. In addition, the Communications Center is configured with a default timeout period. You are required to login again when this timeout is activated. Communications Center Components The Communications Center Home Page is made up of a number of components, providing users with easy and intuitive tools with which to navigate and work with the Communications Center. Title Bar The Title bar, located at the top of the Communications Center Home Page, is constantly displayed wherever you are located within the Communications Center and enables quick access to up to five customizable Internet links, the default Home Page, Logout, and Help, as well as a quick navigation tool that provides you access to the Department Portals within your organization. Figure 2-3: Title Bar Note. For information about logging out of the Communications Center, see Logging Out of the Communications Center. Accessing Department Portals Portals are setup by each Department and contain information, including Events, specific to each Department. To access a Department Portal: 1 From the Title bar, click the Go to Portal dropdown list. A list of Departments is displayed. AT&T Connect Communications Center (ACC) User Guide 12

17 2 Select the relevant department name. The department Portal is displayed in a new browser window. Figure 2-4: Department Portal In the displayed Portal you can click on any link to access the information that interests you. Note. If the Portal requires you to login, it is always recommended to login before accessing any of the Portal s features. Navigation Bar The Navigation bar, located on the left of the Communications Center Home Page, enables you to navigate between different Communications Center Event types (according to your assigned rights), as well as the following: Getting Ready for an Event, as described in the Getting Ready for an Event section. Setting up the Participant Application to allow you to join an AT&T Connect event. Changing Your Communications Center Details, including Password and Telephone details (for Audio Conferencing Events). Working with Private Overview Page Templates. AT&T Connect Communications Center (ACC) User Guide 13

18 Figure 2-5: Navigation Bar Note. If the Communications Center does not support Meeting Rooms, the ENTER My Room button is replaced with CREATE imeeting. Setting up the Participant Application By setting up the Participant Application you will be able to participate in Communications Center Events. To setup the latest version of the Participant Application from the Web, click Download Participant Application from the Tools menu on the Navigation bar. To setup the Participant Application: 1 After clicking Download Participant Application from the Navigation bar, a security message is displayed. You must accept this message (by clicking Yes) in order to continue the setup. Tip. We recommend you select the checkbox in the security message window to avoid displaying this message for this site in the future. 2 Click Yes. The Participant Application Setup window is displayed, indicating the progress of the setup. Upon completion, a message is displayed indicating that the setup was completed successfully. AT&T Connect Communications Center (ACC) User Guide 14

19 3 If you clicked No, close your browser window and start again. If your browser settings do not allow the running of Java applets or ActiveX controls, contact your system administrator. 4 If for some reason you stopped the setup process in the middle, you can manually setup the application by clicking on the click here link, saving the application to your computer and running it from there. Changing Your Communications Center Details This section describes how to change your Communications Center password and your Telephone details. Note. If any of the three options are not displayed under the My Information menu, contact your Administrator. It is possible that some of the options have not been implemented by your organization. To change your Password: 1 From the Navigation bar, click My Information. Your account details are displayed. Figure 2-6: Change Your Password If your organization uses another conference call service for audio instead of AT&T Connect Native Audio, access numbers and login information are presented for the Other Conference Call service. 2 In the PC Login Information section, click Change Password to change your password. AT&T Connect Communications Center (ACC) User Guide 15

20 Note: PC Login Information is displayed only if the system administrator allows changing passwords. Figure 2-7: Change Password 3 Enter the relevant passwords in the Current password, New password and Confirm password text boxes. 4 Click Save. A message is displayed, confirming the updating of your password, which must be used the next time you login. To change your telephone details: This option is only displayed if the Communications Center has been configured to allow the use of telephones in an Event. If your organization uses another conference call service for audio instead of AT&T Connect Native Audio, access numbers and login information are presented for the Other Conference Call service. 1 From the Navigation bar, click My Information. Your account details are displayed. 2 In the Access Information section, click Change Telephone Password. The Change Telephone Access Information window is displayed. Figure 2-8: Change Your Telephone Details AT&T Connect Communications Center (ACC) User Guide 16

21 Note. The telephone ID and password can be edited only if the system administrator allows changing the telephone access information. 3 Define the Telephone ID (this option may not be editable), New telephoneid, Telephone password (this option may not be editable), New password and Confirm password. Note. The Telephone ID must be a number, between 5-15 characters in length. This ID also serves as the source of your Meeting Room ID (plus a prefix of 8), which can be forwarded to others when you initiate a Meeting Room session. The Telephone Password must also be a number, between 4-12 characters in length. 4 Click Save. A message is displayed confirming the updating of your details, which must be used the next time you login to an Event configured to use AT&T Connect Audio Conferencing. Note. If the Communications Center has been set not to prompt users for their Telephone Password, the Telephone Password and Confirm Telephone Password fields are not displayed. Working with Private Overview Page Templates All users can create and manage their own private Overview Page templates, according to their own tastes and preferences. Refer to the Working with Overview Pages section for further information about designing and building your Overview Page template. Catalog The Communications Center Catalog is the access point to all Events and Event information. You can view the Catalog in different modes: Events (each Event is listed separately) or Event type (Events are displayed according to the Event filter selected). The Catalog lists all Events posted by Moderators/Event Administrators. Using the filter tools displayed above the Catalog list, you can filter the list according to Event type (imentoring, imeeting, iclass, iseminar, icast, or ALL). You can perform a search within the Events displayed and also review Event information, such as the length or Moderator of an Event. AT&T Connect Communications Center (ACC) User Guide 17

22 Tip. For further information about using the Catalog, see Using Communications Center Tools. Figure 2-9: Communications Center Catalog Tip. To view the complete details for an Event, click the Event name. This displays the Event Details window that displays the Event Length and any other comments describing the Event. Notes. Meetings you conducted in your Meeting Room are displayed in your Catalog (but only you and the Communications Center Administrator will be able to view the details of any active meeting in the Meeting Room). Once a meeting in your meeting room has finished, the displayed link can be accessed by searching for Past Events. An Overview Page for the Event is displayed when clicking the Event name (if the Communications Center is configured accordingly and the Moderator for the Event has actually defined an Overview Page). The Overview Page is, in effect, a Portal specific to an Event and includes additional information on the Event and the assigned Moderator(s). See Using Communications Center Tools for further information. Getting Ready for an Event AT&T Connect enables you to get ready for an Event at any time. This is highly recommended if you are new to the Communications Center and the AT&T Connect environment, as it will maximize your AT&T Connect experience during online Events. AT&T Connect Communications Center (ACC) User Guide 18

23 To access the Getting Ready page: From the Navigation bar, click Getting Ready. The Getting Ready page is displayed. Figure 2-10: Getting Ready Page Note. By default, this is the Getting Ready page displayed. Tip. Click See System Requirements to see a list of the minimum requirements your computer should meet in order to fully participate in online Events. Setting up the AT&T Connect Participant Application To set up the application: Click Setup to setup the latest version of the AT&T Connect Participant Application. This step can be performed at any time. After completing the process and clicking the Click here link, you will be redirected to the Getting Ready page. For details on how to perform the setup process, see Setting up the Participant Application. AT&T Connect Communications Center (ACC) User Guide 19

24 Reviewing a Demo or Join an Event To review a demo or join an Event: Click Enter Demo to review a Demo conducted by AT&T Connect support. or Go back to the catalog to join the Event you originally selected before setting up the Participant Application. AT&T Connect Communications Center (ACC) User Guide 20

25 Chapter 3 Using Communications Center Tools This section describes how to work with the various Communications Center tools. Joining Events The Communications Center enables all users to quickly and easily join any of the Events posted in their Catalog. The Events posted in each individual user s Catalog are setup and conducted by a selected Moderator/Presenter. According to how the Communications Center was configured, Events may also allow the use of telephones via which you can speak and listen in the Event. This section refers to the actual methods in joining an Event and not the audio selection process (once you have connected to the Event and the Participant Application is launched, you may need to define whether you are using a telephone or not). For more information, see the AT&T Connect Participant User Guide. Tip. See also Joining Conference Call Events, and Accessing Secured Events. For information about entering your own, personal Meeting Room, see Joining your Meeting Room. Upon joining an Event, the relevant Participant Application is launched. For example, if the Event was set to use the Participant Application only and you have the latest version, this version is automatically launched when accessing the Event. However, if you do not have the latest version, the Participant Application is setup on your computer, or the AT&T Connect Web Application is used to support the Event. Alternatively, you can setup the latest Participant Application version from the Communications Center Home Page, as described in the Getting Started with the Communications Center section. AT&T Connect Communications Center (ACC) User Guide 21

26 If the Event Administrator determines that the Event is restricted to users invited to the Event in advance, the users to whom the Event is to be made accessible need to be selected and registered to the Event. Otherwise, if the Event is defined as open to all, the Event is posted to the Catalogs of all registered users within the Communications Center. The Event Administrator can also determine that each open Event requires registration before users can participate. See Registering to Events for further information. Note. If registration is not required, the Event is displayed in the Catalog with Future that will change to an Enter link when the Event is scheduled to start. To join an Event directly from the Catalog: Click the Enter link for the relevant Event (if the Event Administrator has defined the Event as not requiring registration during the Event setup process, you are not required to register for the Event). The Participant Application is automatically opened. Note. Enter is displayed in the Status column for any Live Event 15 minutes before the relevant Event is scheduled to start. To join an Event from an At the scheduled time, click on the Event link in the relevant . The Participant Application is automatically opened. Note. The Event link can be forwarded to other potential participants, even from outside your organization. Their subsequent access to the Event, however, may be dependent on the number of participants already registered or logged in to the Event, since every Event has a limit on the maximum number of participants. To view the Event s start time according to your region, click the relevant link in the invitation. To join an Event from the Outlook Calendar link: In the relevant Outlook Calendar section, click on the Event link at the scheduled time. If you have the AT&T Outlook Add-in installed, you can just click the Join button in the meeting invitation. The Participant Application is automatically opened. To join an imeeting Event via the JOIN imeeting button: 1 At the scheduled time, click the JOIN imeeting button, located on the left of the Communications Center Home Page. The Join Event or Meeting Room window is displayed. AT&T Connect Communications Center (ACC) User Guide 22

27 Figure 3-1: Join Event or Meeting Room Window 2 Enter the Event or Meeting Room ID and click Join Now. The Participant Application is automatically opened. Note. The Event ID is an encrypted number unique to each Event (the Meeting Room ID is unique to each user) and is generated automatically by the AT&T Connect system. It enables participants not initially invited to join an Event. For example, if a participant was not included during the creation of the Event, the Moderator can send an , or even simply call the participant, to pass on the relevant Event ID. The participant can then click Join, enter the Event ID and join the Event. To join an imeeting Event from the Navigation bar: 1 From the Navigation bar, click the imeeting menu. Note. You can directly join only imeeting Events from the Event tabs in the Navigation bar. 2 In the expanded menu, click Join. The Join Event or Meeting Room window is displayed. 3 Enter the Event/Meeting Room ID and click Join Now. The Participant Application is automatically opened. Joining Conference Call Events Participants invited to a conference call Event (whether configured to use AT&T Connect Audio Conferencing or other conference call services) receive a mail notification with the relevant dial-in information. Using a telephone, the user dials the call-in numbers. Upon entering the Event from the Communications Center, as for any Event, the relevant AT&T Connect application is launched. AT&T Connect Communications Center (ACC) User Guide 23

28 For further information about selecting an audio device once you are connected to the Event, refer to the AT&T Connect Participant User Guide. Viewing Conference Call Information The conference call information can be accessed at any time from a number of locations: Overview Page The relevant Event Details window in the Communications Center Getting Started page in Participant Applications notifications Overview Page If AT&T Connect Audio Conferencing or an external telephone conference service was set for the Event a Click here link (to display dial-in information) is displayed in the Event Details box. The Event Administrator can hide this box from Overview Page browsers by replacing it with another box type. The information displayed cannot be modified by the Event Administrator from the Overview Page. Users access the Overview Page from the relevant Event name link in the Communications Center Catalog, as per any regular Event. Alternatively, the unique URL for each Overview Page can be forwarded to users who will not have to login to the Communications Center to access the Overview Page. Event Details Window If the conference call Event does not have an Overview Page defined, the Event Details window is displayed when clicking the Event name link in the Communications Center Catalog. AT&T Connect Communications Center (ACC) User Guide 24

29 Figure 3-2: Event Details Window Clicking the View link displays the Dial-in Instructions page (also accessible from within the Participant Application) with the relevant dial-in numbers. Getting Started Page The Getting Started page displays instructions in how to use the application according to the audio settings specified. Also displayed are general instructions according to the Event and application type. For information, see the AT&T Connect Participant User Guide. Notifications The notifications sent to users include an audio parameter that displays the relevant audio instruction and information according to the specific Event audio settings. The wording of the invitation is based on the existing mail templates. Only the Main Moderator receives the Moderator s access code, if entered. Accessing Secured Events Sensitive Event communications can be secured with SSL (Secure Sockets Layer). Communications are encrypted, including voice, Whiteboard commands, notes, video and application sharing. In addition, Event Materials can be pushed to Participants computers via encrypted transfer. Participants and Moderators enter a secured Event based on the following workflow: AT&T Connect Communications Center (ACC) User Guide 25

30 1 The Participant/Moderator enters the Event from one of the following: Communications Center Catalog invitation Portal Catalog API call 2 The Event server then verifies whether the application is SSL enabled. The server blocks the entrance of client applications that are not SSL enabled and the user will not be able to connect to the Event. 3 Upon verification that the application is SSL enabled, the application then authenticates the Event server. If the server is part of the AT&T Connect Expressway, or is otherwise trusted, the user automatically enters the Event. AT&T Connect Expressway Servers are automatically authenticated by all AT&T Connect clients (Moderator, Participant, and Push Client). 4 Third party ICS certificates require manual approval by the user before the user can access the Event. Once approved, the user will not be prompted to authenticate the same certificate managed by the same intermediate CA used in subsequent Events. If rejected, the user will not be able to access the Event. For additional information, see the following Approving Server Certificates section. Approving Server Certificates During connection to the secured Event, users may encounter security alerts, indicating there is an inconsistency between server certificate details and actual server details (IP or date), or the certificate authority is not a known and trusted company. The user should determine whether to proceed and accept the certificate. Once accepted, the user will not be prompted again when accessing Events using the same server because the certificate will be stored in a list of SSL parties. If not accepted, the participant will not be able to access the secured Event or download Event Materials prior to the Event. Registering to Events If the Event requires registration, each potential participant can register to the Event. AT&T Connect Communications Center (ACC) User Guide 26

31 To register to an Event: 1 From the Catalog, click on the relevant Register link in the Action column. The Event Details window is displayed: Figure 3-3: Event Details Window Note. If the Communications Center has been configured accordingly, an Overview Page might be displayed when clicking Register (instead of the Event Details window). Refer to View Event Information for details. 2 Click Register to Event. The message You have been successfully registered is displayed. 3 The Catalog now displays the Event as Future. When the Event is live, or 15 minutes before its scheduled time, the status changes to Enter. Working with the Catalog The Communications Center Catalog displays all Events that are posted by Event Administrators and defined as open (published to all), and/or Events to which you are pre-registered by Event Administrators. This means that Events posted in your Catalog are not necessarily accessible to other registered Communications Center users. AT&T Connect Communications Center (ACC) User Guide 27

32 Navigate the Catalog The Communications Center enables you to easily navigate the Catalog. Using the filter tools displayed above the Catalog list, you can sort and filter the list according to Event type (imentoring, imeeting, iclass, iseminar, icast, or ALL), and easily navigate between Catalog pages. To sort and filter the Catalog: Click on the relevant Column header to sort the column alphabetically, or by date and time (for the Date & Time column). or Click on any application icon to filter and display only those Events specific to the selected application. You can also refine the displayed list of Events further by selecting an option from the Search in dropdown list, such as Past Events, and then clicking the icon. Refer to the following Search the Catalog section for further information. To navigate through Catalog pages: Click the relevant page number in the page sequence bar, located at the top and bottom of the Catalog list. or Click Next in the page sequence bar to move forward or Previous to move backward one page. Figure 3-4: Page Sequence Bar Note. The number of the page you are currently viewing is in black and underlined. The current page number in the Catalog is displayed above the Search bar. For example: Page 1 of 6 AT&T Connect Communications Center (ACC) User Guide 28

33 Search the Catalog You can easily search the Catalog for Events by using the Catalog Search tool, which enables you to run both Basic and Advanced searches. To run a Basic search: 1 From the Search in dropdown list, select from one of the following: Future Events Future Events I am registered to Future Events created by me Past Events Past Events I participated in Past Events created by me Events On Air Notes. Future Events and ALL are selected by default and include Events in progress. If you have selected another Search option, you can restore Future Events as the default by clicking Default. According to how the Communications Center has been configured, up to a maximum of 200 Events are displayed when searching Past Events. 2 Enter any relevant text in the Search text box (optional). Click. The Catalog displays only those Events that met your search criteria. To run an Advanced search: 1 From the Search toolbar, click Advanced Search. The Advanced Search window is displayed. 2 Define the following fields: Figure 3-5: Advanced Search Window AT&T Connect Communications Center (ACC) User Guide 29

34 Text: Click the option button for the category you want to use as a filter (Name, Moderator or All) and enter text in the text box. From/To: Define dates for an initial and final search date in mm/dd/yyyy format. Type: Choose ALL (selected by default) or one of the options in the dropdown list (iclass, On Demand, imentoring, imeeting, iseminar, icast). Department: Select one of the departments in your organization from the dropdown list. 3 Click Go. The Events that met your search criteria are displayed in the Catalog. Note. The search results displayed by the Advanced Search disable the filter toolbar. To return to the original display/enable the filter toolbar, click the Default link. Access On Demand Events You can play back prerecorded Events (known as On Demand Events) downloaded from the Communications Center Home Page as well as recordings of live Events that you may have missed. Upon accessing a recording from the Communications Center Home Page, the relevant application is launched and plays the recording. Refer to the AT&T Connect Participant User Guide for further information about working with recordings. To download an On Demand Event: From the Action column in the Catalog, click the relevant Playback link (for all recorded Events) for the recording that you want to view. The AT&T Connect system automatically installs or activates the relevant application, and then attempts to download the recording. The file is saved in the My documents\att connect\participant\record directory and after a few seconds is opened via the Participant Application. Note that the recording cannot be played until all Event Materials have been extracted (you can view the Materials status in the Event Materials Status Indicator). AT&T Connect Communications Center (ACC) User Guide 30

35 View Event Information From the Communications Center Catalog you can easily view the details of any open Event (open to all registered Communications Center users) that you have not registered for, as well as the details of Events to which you have already registered. To view Event information: From the Catalog list, click the relevant Event link in the Name column to open the Event Details window. Figure 3-6: Event Details Window Note. Some of the buttons in the Event Details window may be enabled, according to your login privileges. For example, if you have been assigned with Moderator rights for some of the Communications Center applications, the Edit button will be enabled for those Events you created. Similarly, if you have initiated an imeeting, you can edit the Event, view the registration report and attendance data and delete recordings. When the Event is On Air, the Register to Event button changes to Enter. When the Event is in the past and was recorded, then the Register to Event button changes to Playback. If the Event name is highlighted in blue, an Overview Page has been defined for this Event (if the Communications Center has been configured accordingly by your organization) and the Overview Page is displayed. AT&T Connect Communications Center (ACC) User Guide 31

36 Overview Page Figure 3-7: Overview Page The Overview Page provides a customized portal for a specific Event, enabling you and other potential participants to view information about the Event and its Moderator(s), as well as perform the following: Register to the Event, by clicking Register and filling in the relevant details. Enter an Event, which is currently On Air by clicking Enter. Playback a recording of the Event, by clicking Playback. Add the Event as a meeting reminder to the Outlook calendar, by clicking Add a Calendar Reminder. Send an to others with a link to this page, by clicking Send Link. AT&T Connect Communications Center (ACC) User Guide 32

37 Working with Overview Pages The Overview Page displays information to participants about a specific Event and the Moderator assigned to that Event. Users assigned the System Manager or Overview Page Editor roles, or Event initiators, can edit the Overview Page though all users will be able to access it, once published. All users can, however, create and modify templates for the Overview Page, which can be applied to any Event, as long as they have access to the relevant Event in their Catalog. Overview Page Components The Overview Page is based on templates, each of which can be implemented according to your taste and requirements. These templates are known as Public or Private templates. Public templates (including the three default templates included in the installation, as shown below) are defined by the System Manager only and are available to any user editing the Overview Page. Private templates are created by any Event initiator but are only available to the specific user who created them. Any Private template can be converted to a Public template by the System Manager. Each Public and Private template consists of the following components: Design bar Logo bar (not applicable to Template 3) Template boxes Note. The three default templates can be used as a base for a new template, whether Private or Public. None of the default templates can be edited or deleted. AT&T Connect Communications Center (ACC) User Guide 33

38 Figure 3-1:Template 1 AT&T Connect Communications Center (ACC) User Guide 34

39 Figure 3-1:Template 2 AT&T Connect Communications Center (ACC) User Guide 35

40 Figure 3-1: Template 3 Note. Each Overview Page can be assigned any of the templates at any time, as described in the Assigning a Different Template section. Note that each template is best configured to work according to the following screen resolution: Template 1: 800 x 600 Template 2: 1024 x 768 Template 3: Frames Design Bar The Design bar is only displayed when working in edit mode (and not to the enduser). It contains links for changing a template, editing the colors (or Overview Page style) and publishing a modified design. You can also lock the Overview Page to restrict access to users and save the Overview Page as a template. These links are displayed at the top of the Overview Page. AT&T Connect Communications Center (ACC) User Guide 36

41 Figure 3-8: Design Bar Logo Bar Contains an image or HTML file for the logo to be used for the Overview Page, and a tooltip. Figure 3-9: Logo Bar-Image Note. The image files added to the Logo bars are the system default and are used as examples only. Template Boxes A template can contain up to 10 of the different box types in the following table. Note. In each of the template box types you can add any images, media files, text or Web links deemed relevant to the Overview Page. Image files and other files included in the Publications template box should be kept as small as possible to ensure the Overview Page is loaded quickly in users browsers. Box Description Image and Text: Enables you to add an image (GIF or JPEG) and text, which is wrapped around the image, as well as a tooltip and web link. We recommend an image width of not more than 65 pixels. Text: Enables you to add a text message of any length. AT&T Connect Communications Center (ACC) User Guide 37

42 Box Description News: Enables you to add two web links with a text message for each of the links. The link and link hover color can be modified. Small image and text: Enables you to add an image (GIF or JPEG) and text, which is wrapped around the image, as well as a tooltip and web link. The box header text and color can be modified. We recommend an image width of not more than 65 pixels. Links: Enables you to post up to five web links. The box header text and color can be modified. The link and link hover color can be modified. Publications: Enables you to add up to five files, such as images, movies, Word documents and AT&T Connect files. The file type is represented by an icon (for example, Word documents are shown with a Word icon). The box header text and color can be modified. Image: Enables you to add an image file of any size, as well as a tooltip and web link. We recommend an image width of not more than 450 pixels. Empty Box: Enables you to delete a box type in any column. When the Overview Page is published, any boxes below the Empty Box are moved up. When editing, a Replace button is always available. AT&T Connect Communications Center (ACC) User Guide 38

43 Box Description Event Description: Enables you to add a description of the Event. The box header text and color can be modified. Event Moderator: Enables you to add a description and image (GIF or JPEG) of the Moderator. We recommend an image width of not more than 65 pixels. The box header text and color can be modified. Event Moderator + Logo: Enables you to add a description and image (GIF or JPEG) of the Moderator, as well as a company logo and a Web link. AT&T Connect Communications Center (ACC) User Guide 39

44 Box Description Active Media: Enables you to upload any media file supported by one of the following media players: Macromedia Flash Microsoft Media Player Apple QuickTime Real Player The box header text and color can be modified. See page 46 for further details. Centered Image and Text: Enables you to add a centered image (GIF or JPEG) and text, which is placed below the image, as well as a tooltip. Note. The Event Details box is included by default in each Overview Page. The contents of this box cannot be modified as it contains general details defined during the creation of the Event, such as the Event name, Moderator and date. The colors for each of the template boxes can be changed, but will be identical for all template boxes. For example, if you decide that the box header color should be blue, all of the box headers for each of the template boxes will be blue. See also the Modifying the Overview Page Design section. Creating an Overview Page Event initiators and users assigned with the Overview Page Editor role can create an Overview Page for a specific Event at any time. The Overview Page Editor must be invited to the Event or the Event must be defined as Open, so that the user can access the Event from their Catalog in order to edit the Overview Page. To create an Overview Page: 1 In the Communications Center Catalog, click the relevant Event name link. 2 In the displayed Event Details window, click Overview Page. AT&T Connect Communications Center (ACC) User Guide 40

45 Note. The Overview Page button is only activated for the Event initiator and users assigned with the Overview Page Editor role, as well as the Super User. 3 The Overview Page is displayed in edit mode. Apart from the Event Details box, which contains the details entered during the creation of the Event, all template boxes and their content can be modified, as described in the Modifying the Overview Page Design section. Note. During the creation process, the default template is assigned to the Overview Page. 4 After defining the Overview Page content and style, click Publish. The Overview Page is now available to all users. Note. The Overview Page is defined as On Hold until it is published. Assigning a Different Template When creating or editing the Overview Page, you can modify its look by choosing one of the existing templates on which to base the layout and style. To assign a different template: 1 In the Communications Center Catalog, click the relevant Event name link. In the displayed Event Details window, click Overview Page. A new browser window is displayed, with the Design bar located at the top of the window. 2 Click Template. The following window is displayed: Figure 3-10: Overview Page Template Window AT&T Connect Communications Center (ACC) User Guide 41

46 3 Select from any one of the available templates and click Submit. The Overview Page is displayed according to the template selected. Tip. Click Restore History to view and restore a previous version of the templates used for this Overview Page. Previous versions are stored according to date and template, and are listed in descending order (most recent template used is listed first). Alternatively, click Cancel to revert to the previous template used prior to the modifications made in the current session. Note. When changing a template, the Overview Page styles implemented in the previous template are kept the content is changed according to the default template boxes. Saving an Overview Page as a Template A published Overview Page (or even one that is On Hold) can be saved as a template. To save an Overview Page as a template: 1 In the Communications Center Catalog, click the relevant Event name link. In the displayed Event Details window, click Overview Page. A new browser window is displayed, with the Design bar located at the top of the window. 2 Click the Save As button on the Design bar. The following window is displayed: Figure 3-11: Save Overview Page as Template 3 In the Template name field, enter a name for the new template. Click Submit. A confirmation message is displayed. Note: The template is defined as a Private template and is stored in the user s template list. AT&T Connect Communications Center (ACC) User Guide 42

47 Modifying the Overview Page Design Event initiators and users assigned with the Overview Page Editor role can modify an Overview Page at any time. Editing the Overview Page Style The following procedure describes how to edit the styles of a Published/On Hold Overview Page. The style of a template can also be modified in the same way. To edit the Overview Page Style: 1 In the Communications Center Catalog, click the relevant Event name link. In the displayed Event Details window, click Overview Page. A new browser window is displayed, with the Design bar located at the top of the window. 2 Click Style. The Edit Overview Page style window is displayed. Figure 3-12: Edit Overview Page Style Window 3 Select the HTML code in the relevant text box and then click on any color in the color palette. The HTML code is immediately updated with the relevant code for the color you selected. AT&T Connect Communications Center (ACC) User Guide 43

48 For example, if you want to change the color of the Top Header to white, select the HTML code in the Top Header text box and then click on the white hexagon (located in the center of the color palette). The HTML code for the Top Header is updated with the code for white (#FFFFFF). Note. If any illegal characters are entered in any of the text boxes, the system automatically inserts the default color of white (#FFFFFF). You can also manually enter the HTML color code for the relevant color. 4 Repeat as required for any of the Overview Page styles. Click Submit. The modifications made to the Overview Page style are immediately implemented. Tip. Click Preview to view your modifications before clicking the Submit button. Alternatively, click Cancel to revert to the previous styles used prior to the modifications made in the current session. The legend at the bottom of the Edit Overview Page Style window indicates to the editor the areas that can be edited. Modifying Template Boxes You can modify any of the template boxes, and Logo bar, used in the published Overview Page, including text, pictures and links. You can also modify the type of template box currently used by replacing a box with another template box (for example, replacing a Text template box with a Text and Image template box). The template boxes of a template can also be modified in the same way. This section also includes details of the Active Media template box, which offers additional functionality. To modify template boxes: 1 In the Communications Center Catalog, click the relevant Event name link. 2 In the displayed Event Details window, click Overview Page. A new browser window is displayed, with each of the template boxes containing Edit (see Step 3) and Replace (see Step 4) buttons. Note. If the Empty Box template box is in use, only the Replace button is shown. 3 Click Edit if you want to modify the text, picture and/or links. A window is displayed, such as the Edit Small Image and Text box, via which you can modify any of the displayed fields. Click Submit to implement your changes. AT&T Connect Communications Center (ACC) User Guide 44

49 Figure 3-13: Edit Template Box Window Tip. You can use the editing tools to modify the text and its format. The editing tools are standard tools found in any word processor/graphics software. For example, you can add bullets, change the font color or even insert a link to a website (note that to edit a link you must select all the text in the link). 4 Click Replace if you want to replace the type of template box currently used. A window is displayed, indicating which type of template box you are currently using. AT&T Connect Communications Center (ACC) User Guide 45

50 Figure 3-14: Replace Template Box Window Tip. Click Preview to see an example of each of the template boxes. 5 Select the relevant template box you want to use and click Submit. Tip. Click Restore History to view and restore a previous version of the template boxes used for this template box. Previous versions are stored according to date and template box, and are listed in descending order (most recent template box used is listed first). You can also click Preview to view the box content, as well as delete the version. Alternatively, click Cancel to revert to the previous template box used prior to the modifications made in the current session. All previous template boxes are kept in the Restore History, we recommend you regularly maintain the template boxes stored and delete versions no longer required. Modifying the Active Media Template Box The Active Media template box enables you to upload various types of media files supported by the following media players: Windows Media Player (supports files in MP3, WMV, WAV, AVI, MPEG, and ASF formats) Macromedia Shockwave Flash (supports files in SWF formats) Apple Quick Time (supports files in MOV formats) AT&T Connect Communications Center (ACC) User Guide 46

51 Real Player (supports files in RM and RAM formats) Additional formats that are not listed above but are supported by one of the applications can also be selected. If the user does not have the relevant application installed on their computer, the browser will direct the user to the application s official website (for example, users without Flash installed will be directed to prompting the user to download the required plug-in. The following procedure is relevant during the editing of a published Overview Page but is also applicable to templates. To modify the Active Media template box: 1 In the Communications Center Catalog, click the relevant Event name link. 2 In the displayed Event Details window, click Overview Page. 3 In the new browser window, click Edit for the Active Media template box. Note. You may first have to replace an existing template box with the Active Media box if it is not already displayed. See the Modifying Template Boxes section for details on how to replace an existing template box. The Edit Active Media window is displayed. 4 Define the following: Figure 3-15: Editing Active Media Template Box Title: Enter a name for the template box (by default, the template box is called Active Media but you can change it as required). This name is displayed to the user. Media Type: From the dropdown list, select from one of the media players. Select the relevant media player according to the media file s format. AT&T Connect Communications Center (ACC) User Guide 47

52 File Path: Click Browse to locate the required media file. Box Width: By default, the box width is set as 140 pixels. This can be modified as required, though may modify the layout of the Overview Page design. Box Height: By default, the box height is set as 150 pixels. This can be modified as required, though may modify the layout of the Overview Page design. Looping: Select the checkbox to ensure that the media file is played continuously. Note. Flash files will only loop if originally coded as such. Auto start: Select the checkbox to ensure the file is automatically played when the Overview Page is accessed. Show controls: Select the checkbox to display the media player s controls (such as the Play, Stop and Pause buttons). If not selected, users will not be able to control the file. 5 Click Submit to implement the settings you configured. Modifying the Logo You can modify the Logo bar used in the Overview Page template to be either an image or HTML. The following procedure is relevant during the editing of a published Overview Page but is also applicable to templates. To modify the logo: 1 In the Communications Center Catalog, click the relevant Event name link. 2 In the displayed Event Details window, click Overview Page. 3 In the displayed window, click the Replace button in the Logo bar area. The following window is displayed. Figure 3-16: Replace Logo Bar Window AT&T Connect Communications Center (ACC) User Guide 48

53 4 Select Logo and click Submit. The default logo image is displayed. Click Edit and in the displayed window, browse to the relevant image. You can also add a hyperlink address and a tooltip. Click Submit to assign the image to your Overview Page, or Select HTML Logo and click Submit. The default HTML is displayed. Click Edit and in the displayed window, modify the HTML code as required. For example, you can enter a complete HTML table (ensuring that the code is complete with opening and closing tags). Note. All files included in the HTML (such as images and Flash files) must be assigned to a Web server in order for the HTML to display correctly. Alternatively, you can locate the files on the Communications Center computer if you have access to it. Contact your System Administrator for further details. Publishing the Overview Page After creating and modifying the Overview Page with the page structure, content and color, you can publish the Overview Page, meaning launch the page on air so that users can access the Overview Page whenever clicking the Event name link. You can take the Overview Page off air at any time, by placing the Overview Page On Hold, publish the Overview Page, lock the Overview Page to restrict access or even delete it permanently, as described in the following sections. When the Overview Page is put on Hold, the Event name will not be linkable in the Communications Center Catalog. Users who try to access the Overview Page via the URL will be presented with an Under Construction image. To publish the Overview Page: After you modify the Overview Page, click Publish. The Overview Page is immediately posted and available to users. Restricting the Overview Page After creating and modifying the Overview Page, you can lock the Overview Page to restrict its availability to certain users: Registered users can access the Overview Page without necessarily registering to the Event. External users can only access the Overview Page if they are registered to the relevant Event. AT&T Connect Communications Center (ACC) User Guide 49

54 Accessing the Event from the Overview Page: If the Event is defined as open to all, all Registered users and any External users who have registered to the Event will be able to access the Event from the Overview Page. If the Event requires users to be invited in advance, only users invited to the Event (whether Registered or External) will be able to access the Event from the Overview Page. An Overview Page template can also be restricted in the same way. To restrict the Overview Page: 1 Modify the Overview Page as desired. 2 Click Login on the Design bar at the top of the window. The Overview Page is now restricted to those users described above. These users will have to login via the displayed login box in order to view the Overview Page. All other users will not be able to access the Overview Page. Tip. To unlock the Overview Page, click. The Overview Page will then be accessible to both Registered and External users, whether registered to the Event or not. Deleting the Overview Page The Event initiator, Overview Page Editor and System Manager can delete an Overview Page at any time. To delete the Overview Page: From the Design bar located at the top of the Overview Page (when in edit mode), click. In the displayed confirmation message, click OK. The Overview Page is immediately deleted. Working with Overview Page Templates After defining a new Overview Page, as described in the Creating an Overview Page section, you can change the layout and general look by changing the current template. You can create a new template, or use one of the three default templates. After determining the template to be used, you can then modify the design, as described in the Modifying the Overview Page Design section. AT&T Connect Communications Center (ACC) User Guide 50

55 This section describes how to work with both the default templates supplied by AT&T and new templates. All templates created by the System Manager are known as Public templates; templates created by all other users are known as Private templates. Private templates are only available to the user that created them, unless otherwise imported and converted to a Public template by the System Manager (as described in the AT&T Connect Administrator Guide). Creating a Template This section describes how to create a Private template. For information about creating a Public template, refer to the AT&T Connect Administrator Guide. Any user can create a Private template based on one of the three default templates or any additional templates that they may have created. This template can then be set as their default template. To create a new template: 1 From the Tools menu in the Navigation bar, click Overview Page. The following window is displayed: Figure 3-17: My Templates Tab 2 Click Create New Template. The following window is displayed: Figure 3-18: Create New Template 3 In the Name Template field, enter a name (up to a maximum of 100 characters) for the new template. 4 From the Select Template dropdown list, select the existing template on which you wish to base the new template s design. AT&T Connect Communications Center (ACC) User Guide 51

56 5 Click Submit. The new template is added to the existing list of templates. Figure 3-19: New Template in My Templates Tab The new template can now be set as the user s default template for all new Overview Pages (as described in the Setting the Default Template section). You can also modify the look and feel of the template by clicking Edit (see the following Editing a Template section), or delete the template by clicking. Note. Private templates are available only to the user who created them. The System Manager can import Private templates and make them publicly available to all users. After being imported, Private templates can also be deleted. Editing a Template Any new template that you create can be edited at any time. The three default templates installed with the Communications Center cannot be edited or deleted. To edit a template: 1 From the My Templates (relevant for Private templates) tab, click Edit for the relevant template. The template is shown in Edit mode. AT&T Connect Communications Center (ACC) User Guide 52

57 Figure 3-20: Edit Template 2 Modify the template as required. For example, you may decide to change the layout by adding more template boxes. 3 From the Design bar at the top of the window, click Save. Upon completion, close the window. Setting the Default Template Overview Page Editors can set any of the Private templates they have created as their default template and subsequently override the System Manager s given default. To set the default template: 1 From the My Templates (relevant for Private templates) tab, as shown in the Creating a Template section, click Set Default Template. The Set Default Template window is displayed. AT&T Connect Communications Center (ACC) User Guide 53

58 Figure 3-21: Default Template 2 Select the option button for the relevant template and click Submit. The My Templates tab is refreshed and the green checkmark is displayed alongside the new default template. Note. The default template cannot be deleted. Deleting a Template The Overview Page Editor and System Manager can delete an Overview Page template at any time. Note that Private templates can only be deleted by their creator. Note. The three default templates and any other template set as the Public default template (for use by all users) cannot be deleted. However, if a specific user has selected a Public template as their default template and it is not set as the organization s default, the System Manager can delete this template. To delete the template: 1 From the My Templates tab, as shown in the Creating a Template section, click for the relevant template. 2 In the displayed confirmation message, click OK. The template is immediately deleted. AT&T Connect Communications Center (ACC) User Guide 54

59 Chapter 4 Creating Communications Center Events This section describes how to create and modify imeeting, imentoring, iclass, iseminar, icast and On Demand Events, including Events configured to use telephones using AT&T Connect Audio Conferencing or other conference call services. Also included are details on how to enter your personal Meeting Room. Overview The Communications Center enables you to quickly and easily create Events, which can be scheduled for immediate access or scheduled for a future date. If the Communications Center has been configured accordingly, you will also have quick and easy access to your own, personal Meeting Room. Note. Your access to each of the Communications Center Event types depends on your assigned login rights. For example, if you are assigned with the role of creating imentoring Events only, you will not be able to create any other Event type. Communications Center Events are setup by each Event s respective Event Administrator, who can even assign an alternative Moderator, as well as Co- Moderators, to conduct the Event. From the Communications Center Home Page, you can access the options via which to create an Event. Creating Communications Center Events This section describes how to create an imeeting, iclass, imentoring, iseminar, icast and On Demand Event, and how to join your Meeting Room. Creating an Event AT&T Connect Communications Center (ACC) User Guide 55

60 Joining your Meeting Room Note. For information about creating imeeting Events using the AT&T Outlook Add-in, refer to the Outlook User Guides. Creating an Event Upon completing the following procedure, Events are posted in each selected user s Catalog (or posted to all users Catalogs, if defined accordingly). Events can be scheduled for immediate access or scheduled for a future date. To create an Event: 1 From the Navigation bar in the Communications Center Home Page, click on the relevant menu (imeeting, iclass, imentoring, iseminar, icast or On Demand). or Click CREATE imeeting, and an imeeting Event is immediately created (the imeeting name is generated automatically). The Event ID, which is displayed in a confirmation message and also in the Catalog, can then be forwarded to any participants. Note. ENTER My Room replaces the CREATE imeeting button if the Communications Center is configured to support Meeting Rooms. For further information about joining your Meeting Room, see the Joining your Meeting Room section. For further information about working with Meeting Rooms, see the AT&T Connect Participant User Guide. 2 Click New. In the Catalog display area, a new page is displayed with five tabs that enable you to define the Event. AT&T Connect Communications Center (ACC) User Guide 56

61 Figure 4-1: General Information Tab 3 In the General Information tab, which is displayed by default, define the following fields: Event Name: Name of the Event (Mandatory) Comments/Agenda: Enter a description of the Event or any other relevant comments (these comments are included in the invitation sent to participants). Date: Date for the Event. The default date is today's date. Time: Time for the Event (hh/mm/am or PM). The default time is the current time. Note. For On Demand Events, the Time field is disabled. Event Length: Length of Event, in minutes (Mandatory) Assign to Department: Select a department from the dropdown list if you want to display a link to the selected department s Portal in the Catalog (the Event will be published in the specified department s Portal). 4 Click the Participants tab, and select the relevant participants (from a list of all registered Communications Center users or from your personal address book) and Co-Moderators. i. Select either the Communications Center Users option button (to select users from a list of all registered Communications Center users) or the Address Book Users option button (to select users from your personal ACC address book). To search for or invite users, enter the first character(s) of the user s name or address (or enter * for the entire list) in the Name/ text box. AT&T Connect Communications Center (ACC) User Guide 57

62 Click Search or Invite (all users that meet the criteria you entered in the Name/ text box are displayed in the Selected box). Tip. To search for or invite multiple users, separate each with a comma (, ) or semi-colon ( ; ). Note that the search is conducted on the user s first name, last name and . For example, to search for the user David Smith, with the address dsmith@att.com, any of the following values can be entered in the Name/ field: David S or Smi or dsmith. Note: If your search generates more than 1000 users, you are prompted to narrow the search by entering additional letters in the Search text box. or If there are Groups defined in the ACC, select the relevant Group from the displayed Group dropdown list, and then click Search to search for specific Group members. Alternatively, click Invite to invite all Group members (as a result, all members assigned to the selected Group are listed in the Selected box, and you can proceed to Step iv). Note that you cannot select a Group if you select the Address Book option (at the top of the Participants tab). ii. In the Select from List box, select users (use Ctrl or Shift keys to select more than one user, or click Select All to select all displayed users) and then click Add. All selected users are displayed in the Selected box. Tip. Click Add New to display the Add New Participant window, in which you can define the details of a new participant. The participant is added to your personal ACC address book, but is not permitted login rights to the Communications Center. Alternatively, to remove a user from the Selected box, select the user and click Remove. iii. Select Co-Moderator(s) to the Event from the relevant dropdown lists (use Ctrl or Shift keys to select more than one user). The lists include all users within the Communications Center assigned with the role of Moderator. Note. Co-Moderators cannot be selected for an On Demand Event. iv. Select the Send to Participants checkbox (selected by default) if you want to send an notifying all selected users of the Event. The includes a link, which the participant simply clicks to enter the Event. AT&T Connect Communications Center (ACC) User Guide 58

63 Figure 4-2: Participants Tab Tip. You can also perform an advanced search for the required users. Click Advanced Search and in the displayed window define the relevant parameters with which to search (such as Division and/or Site). The users that meet your search criteria are displayed in the Select from List box in the Participants tab. 5 Click the Audio tab and define how the participants in the Event can speak and listen. AT&T Connect Communications Center (ACC) User Guide 59

64 Figure 4-3: Audio Tab The audio settings shown in this example may differ from those displayed in your ACC according to the settings defined by the System Manager. For example, you may not be able to modify audio device usage or select other options. For further information, refer to the Configuring Events to allow the use of Telephones section. Note. If the Voice Activated Mode options are displayed, verify that all participants are using version 7.2 or above of the Participant Application (participants using earlier versions will not be able to enter the Event). 6 Click the Materials tab, and define the Event Materials or upload files for the Event. Select one of the following options: Use Materials already in Communications Center: Enables the Event Materials dropdown list, from which you can select Materials (Event Materials previously posted to the Communications Center) to include in your Event. Upload files from your computer: Enables the lower section of the Materials tab, where you select files from your desktop to upload to the Communications Center. Click Browse to locate the file, and then click Upload File. Note that the above two options may be disabled if your organization wants to prohibit the uploading of Event Materials prior to the Event. If they are disabled, you will not be able to schedule On Demand Event. AT&T Connect Communications Center (ACC) User Guide 60

65 All files, except for PowerPoint slides and presentations, will be opened outside the Whiteboard. PowerPoint slides and presentations are opened on the Whiteboard via DHTML. Note that the Communications Center System Manager defines the size limit of files that can be uploaded. The default is 10MB. The following types of files cannot be uploaded from your computer: VCM / VCS / VCR Any.EXE In addition, if a file is currently open on your computer it cannot be uploaded. Note. For On Demand Events, the option to upload Event Materials from your computer is disabled. Event Materials can only be selected from the Use Materials already in Communications Center dropdown list, which contains only Event Materials of the On Demand type (that are both Public and Private ). Tip. You can delete any uploaded files (displayed in the Uploaded Files box) by selecting the file and clicking Delete File. Figure 4-4: Materials Tab 7 Click the Options tab to define the following Event options: Record on the Server: Automatically makes a recording of the Event available for future use. Publish Recording to Participants: Enables participants to view the recording at a later date (only enabled if the Record on the Server option is selected). AT&T Connect Communications Center (ACC) User Guide 61

66 Allow Participants to Record Locally: Enables Event participants to record the Event on their computers. Allow Participants to use Video: Enables video conferencing to be used during the Event. Only users who are invited or registered in advance can enter the Event: When checked, restricts access to only those users registered/invited in advance since. Otherwise, all users can access the Event (for example, during the Event, participants can use the Invite Others feature in the Participant Application). Note. When the checkbox is not selected (meaning the Event is open to all) you can define whether to publish the Event in the ACC Catalog for all users or only those you have invited. When the checkbox is selected this option is disabled, and the Event is published by default in the Catalogs of those users you have invited. Allow users to register for the Event in advance: Enables users to preregister to Events. A Register link is displayed in the Catalog. Publish in Department Portal: Select to publish the Event in the Portal. The Event is displayed in your department s Portal (the department selected in the General Information tab). Participant Application Type: Select from one of the following options to determine the default application type for the Event: Participant Application for Windows: Participants can only enter the Event with the regular AT&T Connect Participant Application. If a compatible version of the Participant Application is not already installed, the latest version is automatically installed on the Participant s computer. If the automatic installation fails, the user is prompted to manually setup the application. Smart Select: If users have the required version of the regular Participant Application, then this is the application used. Otherwise, the Web Participant is automatically launched. Ask user Participant Application or Web Participant: Participants will be prompted to select either the regular Participant Application or the Web Participant. Protect communication with encryption: Select one of the following: No: Applies a standard level of security. Yes: Applies a high level of security via SSL. Note. For On Demand Events, the Only users who are invited or registered in advance can enter the Event checkbox is the only option AT&T Connect Communications Center (ACC) User Guide 62

67 available. If the checkbox is NOT selected (meaning the Event is open to all), the Publish in Department Portal option is also enabled. Billing Identifier: Enables users to predefine the billing identifier for a scheduled event. The billing identifier lets the host track conference call expenses for projects or clients. The billing identifier can be up to 20 alphanumeric characters and is entered via touchtone commands or via PC at the start of the conference. Billing identifiers are not validated. Figure 4-5: Options Tab Note. The options displayed and listed may differ from those displayed in your ACC (according to the settings defined by the System Manager). For example, the option to select a Participant Application type or the option to record on the server may not be displayed. 8 Click Start Event Now/Schedule Event to post the Event to the Communications Center. Note. You can also click Cancel in any tab to cancel the settings applied in the current session. Joining your Meeting Room Meeting Rooms provide an always on capability for your enterprise s conferencing system. There is no need to schedule Events as per other Communications Center Events; all you need to do, if the Communications Center is configured accordingly, is to click the ENTER My Room button (which replaces the CREATE imeeting button). AT&T Connect Communications Center (ACC) User Guide 63

68 Notes. Meeting Rooms are an integral part of the myat&t application, which is installed with the Participant Application. For further details on how to work in a Meeting Room, see the AT&T Connect myat&t User Guide. You must have the relevant permissions (to create an imeeting) in the selected Communications Center in order to enter your Meeting Room and/or invite others. Meeting Room settings are based on imeeting Events (as defined by the Communications Center System Manager) and also offer the same functionality of an imeeting. To join your Meeting Room: From the Navigation bar, click. The entry process is started and the Participant Application is then automatically launched. You can invite others to your Meeting Room from the Event menu in the Participant Application. Configuring Events to allow the use of Telephones Communications Center Events can use AT&T Connect Audio Conferencing or other non-at&t Connect conference call services, according to your organization s requirements. Both of these options enable Event attendees to use telephones for Event communications. AT&T Connect Audio Conferencing The AT&T Connect Audio Conferencing feature ensures that all Events can be configured to allow the use of telephones for audio communications. According to how the Communications Center has been configured, not all options may be available (the System Manager defines the default audio configuration for Events and also defines if the audio setting can be set per Event by the Event initiator). To create an Event using AT&T Connect Audio Conferencing: 1 From the Navigation bar, click the relevant Event type and then click New. AT&T Connect Communications Center (ACC) User Guide 64

69 2 Define the Event s details in the displayed General Information, Participants, Materials and Options tabs. 3 In the Audio tab (which displays the selected audio settings as defined in the Communications Center by the System Manager), select Use AT&T Connect Audio Conferencing. Note. If the System Manager has disabled the other conference call service option, AT&T Connect Audio Conferencing is automatically selected. 4 If the System Manager has permitted the definition of a default audio option per Event, select from one of the following: need new terms Computer or AT&T telephone based audio Participants choose either computer or AT&T telephone-based audio. Computer based audio only Participants must use computer-based audio. AT&T telephone based audio only Participants must use AT&T telephone-based audio. Note. The System Manager can define default Communications Center audio settings and not allow them to be modified per event. 5 Click Schedule Event. External Telephone Conference Service In addition to, or as an alternative to AT&T Connect Audio Conferencing, your organization can also use an external telephone conference service. The system administrator enables the option to use external conference call services. Event initiators can create or edit Events to use external conference call services. As per Events configured with AT&T Connect Audio Conferencing, the conference call information (such as the relevant numbers to dial for accessing the Event) is subsequently displayed in various locations within the Communications Center, in notifications and within the client applications Included in the notifications are the call-in number(s) and the access numbers required to enter the Event. The participants enter the Event with AT&T Connect applications, although the Event only supports speaking via a phone/mobile phone. The display of Event Materials and Whiteboard actions remain as for any regular live Event. The conference call option is available for live Events, as long as they are scheduled for the future, or currently On Air. AT&T Connect Communications Center (ACC) User Guide 65

70 Creating an Event using an External Telephone Conference Service The procedure for creating an Event using non-at&t Connect conference call services is the same as for all other Communications Center Events. To create an Event using external conference call services: 1 From the Navigation bar, click the relevant Event type and then click New. Define the Event s details in the displayed General Information, Participants, Materials and Options tabs. 2 In the Audio tab, select the Use Other Conference Call Service option. There are two ways to enter details for external telephone conference services: Manually: You enter the external telephone conference service details during event scheduling. Automatically: The external telephone conference service details are automatically taken from your user profile if it was set by the system administrator. Figure 4-6: Audio Settings AT&T Connect Communications Center (ACC) User Guide 66

71 3 If your organization requires you to enter the details manually, enter the following: Local Call-in Number: The number that local participants should call in order to join the conference call. International Call-in Number: The number that internationally located participants should call in order to join the conference call. Participants Access Code: The code required by each participant to actually enter the conference call. Moderator s Access Code: The code required by the Moderator to actually enter the conference call. Note. The Moderator s Access Code is not displayed to participants in any of the locations listed in Step 4. Comments: Enter any relevant comments. For example, you may want to include a quick overview of conference call procedures. A maximum of 1400 characters is permitted. Tip: If you need to create a new line, press <Enter>. Otherwise, the details will be filled in automatically and you will be able to view them from the Dial-In Instructions link. 4 The actual Event is only scheduled after clicking Schedule Event/Start Event Now. 5 The conference call information is then displayed to all participants in the following locations: Overview Page The relevant Event Details window in the Communications Center AT&T Connect Communications Center (ACC) User Guide 67

72 Getting Started page in client applications notifications Editing Events The Communications Center enables you to quickly and easily modify any Communications Center Event. Modifications can only be carried out by the original Event creator, as recognized by the AT&T Connect system during the initial Event setup process. Note. Events created in Outlook can only be modified in Outlook they cannot be modified via the Communications Center. Refer to the Outlook User Guides for further information. To edit an Event: 1 From the Catalog, click on the relevant Event name link in the Name column. The Event Details window is displayed. Figure 4-7: Event Details Window Note. If the Event was set using a non-at&t Connect conference call service, it is indicated, as shown above. The conference call information can only be edited by the Event s creator. 2 Click Edit. In the main display area, a new page is displayed with five tabs that enable you to define the Event. AT&T Connect Communications Center (ACC) User Guide 68

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