How proveos Works...7. Configuring Firewall Software...10 Installing the Windows proveos Software...14 Signing in to proveos...24

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1 User Manual

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3 Contents Welcome... 5 How proveos Works...7 Installing the proveos Software for Windows... 9 Configuring Firewall Software...10 Installing the Windows proveos Software...14 Signing in to proveos...24 Installing the proveos Software for Mac Configuring the Firewall...30 Installing the Mac proveos Software...32 Signing in to proveos...34 Presenting with proveos Starting a Presentation...40 Managing Participants...40 Chatting with Participants...45 Playing Music and Movies Managing Media in Your Computer...49 Managing Media in proveos...50 Playing Media Files...51 Collaborating with the White Board Drawing and Annotating Tools...58 Displaying a Participant s Annotations...59 Capturing and Saving...59 Recording Presentations Audience Response System Topic Manager...68 Question Bank...69 Prepare Exam...71 Detail Report...73 Bar Chart...74 Multimedia Notice Board Uploading Content...78 Creating Playlists...79 Scheduling Playlists...80

4 Layout Manager...81 User Manager...82 Options and Settings Client Preferences...84 Controlling the Projector...86 Diagnostic Tools Network Diagnostics...92 Bandwidth Utility...94 Using the Web Admin User Management Device Management Alerts Device Control Message Scheduler Reports Session Record Logout proveos User Manual

5 Welcome

6 Thank you for choosing the proveos Wireless Presentation Gateway. proveos is an advanced network-based and wireless presentation solution that makes it easy to make presentations and interact with others from the comfort of your wireless laptop. Send any laptop s display to the projector wirelessly without the hassle of passing around VGA cables and configuring display settings Interact and collaborate with participants with the chat and white board features Play video and audio files on the big screen in HD quality Staff can easily control access to the projector to ensure a smooth presentation flow 6 proveos User Manual

7 How proveos Works A proveos setup is made up of three major components: 1. A Windows or Macintosh computer with the proveos software installed 2. proveos Wireless Presentation Gateway connected to a projector and speakers 3. Local area network (LAN) The computer and proveos gateway are connected to the LAN to allow them to send and receive information The proveos software on the computer signs in to the gateway, announcing its presence to the other participants proveos User Manual 7

8 The proveos software is switched to presentation mode to start capturing the laptop s display continuously and send it to the proveos gateway over the LAN Multimedia files can also be sent to the proveos gateway for playback The proveos gateway receives the display information and multimedia files from the laptop and sends them to the connected projector and speakers The presenter can also show a white board on the projector, and allow other participants to join in and contribute 8 proveos User Manual

9 Installing the proveos Software for Windows

10 The proveos software is installed on PCs and laptops, and provides access to a full range of features available on a proveos gateway. Minimum system requirements: Windows 2000, XP or Vista 256MB RAM or more Connect the computer to the network and start Internet Explorer (IE). Note: ActiveX support is recommended for installation. ActiveX is only available in Internet Explorer. Configuring Firewall Software Before installing the proveos software, configure your computer s firewall software to prevent problems when the proveos software attempts to connect and communicate with the proveos gateway. The most common connection problems are caused when firewall software are configured to prevent the proveos software from making outgoing connections to other devices on the network, like the proveos gateway. Note: Check the firewall settings on your computer before you install or run the software to make presentations. 10 proveos User Manual

11 Windows Firewall If you are using Windows Firewall, available in the Control Panel of Windows XP Service Pack 2 and above, configure it to allow exceptions. Click on the Windows Firewall item in Control Panel Ensure that the Don t allow exceptions checkbox is unchecked Click the OK button to save the setting proveos User Manual 11

12 Symantec Endpoint Protection To configure Symantec Endpoint Protection to allow connections to proveos: Run the Symantec Endpoint Protection program in the Start Menu Click Change settings in the left menu Click the Configure Settings button in the Network Threat Protection section 12 proveos User Manual

13 A configuration window will be shown: Under the Unmatched IP Traffic Settings section, select the Allow IP traffic radio button Click the OK button to save the settings For other firewall software, please consult the user manual, online technical support forums or contact the vendor for further assistance. Ensure that these ports are not blocked: 2122, 9954, 9990, 9998, 9999 proveos User Manual 13

14 Installing the Windows proveos Software Starting the Installer Enter the address of the proveos gateway in IE s address bar and press Enter. Note: The IP address is usually an internal domain name allocated by the system administrator (e.g. projector.company.com) or an internal IP address (e.g. 10.x.x.x or x.x). New proveos units are configured with a default IP address of The subnet mask is The proveos web page is loaded: Locate the proveos Windows Client link and click it. 14 proveos User Manual

15 Note: If the ActiveX automatic installation described in the next section fails, follow the steps displayed in the web page pictured above to perform a manual installation. Step 1 installs the.net Framework, as described from page 22 onwards. Step 2 installs the proveos client software, described from page 16 onwards. Bypassing the ActiveX Security Warning In most default IE configurations, the security level is set such that it will display a security warning whenever a web site attempts to install and run an unknown ActiveX control. A bar at the top of the web page will appear, prompting you to click it: Click the bar and a context menu will pop up. Click Install ActiveX Control to allow the installation to proceed. proveos User Manual 15

16 An Internet Explorer - Security Warning window will pop up: Click the Install button to continue installing the ActiveX control. Installing the Client IE will attempt to download an installer file to your computer: Click the Run button. IE will download the installer to a temporary area on your computer and automatically run it to begin the installation process. 16 proveos User Manual

17 Before the installation can proceed, IE will display another security warning for your confirmation: Click the Run button to start the setup wizard. Click Next > to start the installation process. proveos User Manual 17

18 Read and accept the license agreement by selecting the first radio button. Click Next > to continue. Select the checkboxes if you wish to install additional shortcut icons to start the proveos software from the desktop or Quick Launch bar. Click Next > to continue. 18 proveos User Manual

19 A summary of the actions to be performed during installation is shown: Click Install to begin the installation. A hardware driver will be installed in Windows to allow it to make presentations to proveos. Windows XP (top) and Windows Vista (bottom) will ask if you wish to continue installing the driver: proveos User Manual 19

20 Click the Continue Anyway button (Windows XP) or Install this driver software anyway (Windows Vista) to proceed. Once the installation is complete, the release notes are displayed: Click Next > to continue. 20 proveos User Manual

21 The installation is complete. Click Finish to close the installer. If you have manually started the installer, instead of using Internet Explorer to install the proveos software, a window will be shown: Change the IP Address to the address assigned to the proveos gateway Location can also be changed to another name for easy reference in future Click OK to save the settings proveos User Manual 21

22 Installing the Microsoft.NET Framework This section covers the steps to install the.net Framework manually, if the ActiveX installation method described in the previous section fails. Note: This section can be skipped if you already have.net Framework 2.0 installed. Click the link under Step 1 of the manual installation instructions to launch the.net Framework installer. The browser will display a security warning before downloading the installer: Click Run to download the installer to a temporary location on your computer and run it. Click Run to accept the security warning. 22 proveos User Manual

23 Accept the license agreement and click Install > to begin. The installation is in progress. proveos User Manual 23

24 Once the installation is complete, click Finish to close the installer. Signing in to proveos After installation, a shortcut is added to the Start Menu under WOW Vision > proveos > Launch proveos Client. Click the shortcut to launch the proveos software. If you have opted to install an icon to the Windows desktop, you may also use it to launch the proveos software: 24 proveos User Manual

25 Next, provide participant credentials to gain access to the proveos gateway: If there are multiple proveos gateways in your network, choose a Location Enter your User Name and Password On new installations, default participant accounts are available: Staff user name: su / password: supass Participant user name: user / password: userpass Enter a Nick Name for yourself, if it is different from your user name Check Remember Me if you are on a secured and personal machine, and wish to save your user name and password locally so that it need not be entered in future Check Start on start-up if you want the proveos software to start automatically once you log in to Windows Check Sign me in automatically if you want the proveos software to automatically sign you in once it is started Click the Login button to sign in Once the Login button is clicked, the software initiates an outgoing network connection to proveos. proveos User Manual 25

26 This may trigger firewall software to display a warning prompt. It is recommended to choose the option that will allow the proveos software to always make such connections without any future warnings. If the Windows Firewall in Windows XP Service Pack 2 and above is used, a Windows Security Alert window will pop up: Click Unblock to allow the proveos software to make outgoing connections to the proveos gateway in future. Note: Other firewall software installed on your computer may also produce a similar prompt. Once the software connects to the proveos gateway successfully, the main menu is available: The resolution of your desktop will also be changed to 1024 x 768 pixels to match the resolution projected by proveos to the connected projector. The original desktop resolution will be restored once you logout from proveos. 26 proveos User Manual

27 proveos will also show the default display background: Note: See Changing the Display Background on page 108 to upload your own background image. proveos User Manual 27

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29 Installing the proveos Software for Mac

30 The proveos software is also available for Apple Macintosh computers running the Mac OS X operating system. Minimum system requirements: Mac OS X 10.4 Tiger and above 256MB RAM or more Configuring the Firewall Before installing the proveos software, configure the Firewall in Mac OS X to allow the proveos software to connect and communicate with the proveos gateway. Mac OS X Leopard To configure the firewall in Mac OS X 10.5 Leopard: Open System Preferences Click Security Go to the Firewall tab 30 proveos User Manual

31 Select either the Allow all incoming connections radio button, or the Set access for specific services and applications radio button If the Set access for specific services and applications radio button is selected, ensure that the proveos entry is set to Allow incoming connections Mac OS X Tiger To configure the firewall in Mac OS X 10.4 Tiger: Open System Preferences Click Sharing Go to the Firewall tab If the firewall is turned on, ensure that the proveos entry is checked Note: Port 9954 should not be blocked. proveos User Manual 31

32 Installing the Mac proveos Software Downloading the Installer Open a web browser like Safari and enter the address of the proveos gateway and press Return. Note: The IP address is usually an internal domain name allocated by the system administrator (e.g. projector.company.com) or an internal IP address (e.g. 10.x.x.x or x.x). New proveos units are configured with a default IP address of The subnet mask is The proveos web page is loaded: Locate the proveos MAC Client link and click it. The browser will download an installation package file to the default download location configured in the browser. Installing the Client If the browser is configured to open downloaded files, the installer will start automatically. Otherwise, locate the downloaded installation package and open it. 32 proveos User Manual

33 The installer will display an introduction: Click Continue to begin the installation You will be asked to input the credentials of an administrator account Once the credentials are entered correctly, the installation will proceed When the installation completes, a summary will be shown: Click Close to complete the installation. proveos User Manual 33

34 Signing in to proveos After installation, the proveos software is available in the Applications folder. Open the application and you will be prompted to select the location of the proveos gateway. Check the location of proveos and click the Save button. Next, provide participant credentials to gain access to the proveos gateway: 34 proveos User Manual

35 If there are multiple proveos gateways in your network, choose the gateway from the WPServer drop-down list Enter your User Name and Password On new installations, default participant accounts are available: Staff user name: su / password: supass Participant user name: user / password: userpass Enter a Nick Name for yourself, if it is different from your user name Check Remember Me if you are on a secured and personal machine, and wish to save your user name and password locally so that it need not be entered in future Check Sign In Automatically if you want the proveos software to automatically sign you in once it is opened Click the Login button to connect to proveos Once the software connects to the proveos gateway successfully, the main window is shown. proveos User Manual 35

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37 Presenting with proveos

38 The main menu is the starting point for all the features available in proveos. Main Menu in Windows If the main menu is not visible, click the proveos icon in the system tray and select Open proveos Client. 38 proveos User Manual

39 Main Window on the Mac The bottom row of icons are, from left-to-right: Participant List Media Player Chat White Board Device Control Logout proveos User Manual 39

40 Starting a Presentation Start presenting Click Display Me The button will change to a Stop Display button Stop presenting Pause the presentation and freeze the projected image on the display Un-pause the presentation Click Stop Display Click Freeze Display Click Resume Display The button will change to a Resume Display button Managing Participants Windows: To view a list of participants currently signed in to proveos, click the Participant List button. A list of participants and their user levels are shown. 40 proveos User Manual

41 The user icon of a participant currently making a presentation will be changed: Mac: Click the Participant List button to show a list of participants currently signed in to proveos. The buttons on the right control the presentation. The name of the participant currently presenting is indicated with a check mark beside the name. proveos User Manual 41

42 User Levels proveos users belong to one of two available user levels: 1. Staff 2. Participant Windows: To display participants belonging to a particular user level, click the Filter drop-down list and choose a user level. 42 proveos User Manual

43 Mac: To display participants belonging to a particular user level, click the Show List drop-down list and choose a user level. Staff is a higher user level than a Participant, and is given rights to control the flow of the presentation. When both Staff and Participant users are logged in to proveos: Participants attempting to present will require approval from a Staff before proveos projects their displays Staff can select any Participant and start or stop projecting their desktops proveos User Manual 43

44 Windows: To start and stop presenting a participant s display. Project a participant s display Stop projecting a participant s display Select a participant and click Allow Select the participant and click Deny When a Participant clicks Display Me to start presenting, the Staff s window will show a blinking Participants Requesting Control button. To approve or deny the request: Approve a participant s presentation request Deny a participant s presentation request Click the Participants Requesting Control button Click Deny Multiple Staff If there is more than one Staff, the following rules apply: A Staff cannot force another Staff to project their display A Staff can choose to present his display while another Staff is presenting. The other Staff will be alerted before his presentation stops and the projector is taken over. Multiple Participants If there is no Staff in the participant list and all users are Participants, the following rules apply when a Participant attempts an action on another Participant: A Participant cannot force another Participant to project their display 44 proveos User Manual

45 A Participant can choose to present his display while another Participant is presenting. The other Participant will be alerted before his presentation stops and the projector is taken over. Granting Privileges on the Mac The user list provides a Grant column with checkboxes for each user currently in proveos. Staff users can check the Grant checkbox to allow the user to present, or keep the checkbox unchecked to prevent users from presenting. Chatting with Participants You can initiate chat sessions to exchange text messages with other participants in the participant list. Chatting in Windows The chat controls on the left of the Participant List window provides access to this feature. To enable and disable chat for all participants (Staff only): Check or uncheck the Chat Enabled checkbox To chat with everyone: Click the Chat Everyone button To chat privately with a single participant: Select the participant from the list Click the Chat Selected button proveos User Manual 45

46 To chat with multiple participants: Hold down the Ctrl key and select the names of the participants Click the Chat Selected button Chatting on the Mac To enable and disable chat for all participants (Staff only): Check or uncheck the checkbox To chat with a single participant: Double-click the user in the list To chat with multiple participants: Hold down the Ctrl key and select the names of the participants Click the Chat icon 46 proveos User Manual

47 Playing Music and Movies

48 Besides presenting your display on the projector, you can also send media files to the proveos gateway for playback. A normal presentation will not send the sound from your computer to proveos for playback over the connected speakers. This feature will allow you to playback music and movie files in full-fidelity audio and high-quality HD video. Note: It is recommended that you use the player to present music and movies on the projector because normal network speeds are usually insufficient for large media files. This is especially so for video since it has to update the screen many times per second. Windows: In the main menu, click the Multimedia Player button to start the Music & Movie Player. 48 proveos User Manual

49 Mac: Click the Media Player icon. The player can: Manage media files in the Media Library stored in your computer Manage media files stored in the proveos gateway Copy media files to proveos for subsequent playback Managing Media in Your Computer The Media Library provides an area to collect media files located on your computer that you wish to play back on the projector. Note: The Media Library feature uses shortcuts to reference files located elsewhere on your computer. Files added to the library are kept in their original locations, instead of being duplicated to the media library resulting in wasted disk space. To add media files to the media library: Go to the Media Library tab Click the Add Media button below Media Library proveos User Manual 49

50 Locate the media file on a local hard drive, optical disc or network drive and add it to the media library Once files are added to the media library, you can play them back on proveos. To remove a media file from the library, click the Delete Media button below Media Library. The file will not be deleted from its original location. Note: Moving added files from their original locations will cause them to be unplayable from the media library. Delete the moved files from the media library and add them again. Managing Media in proveos proveos provides space to store media files for immediate playback. Files are copied to proveos with the proveos software. For large or high-quality video files, it is advisable to copy them to proveos rather than to play them directly from your computer to prevent jittery video caused by insufficient network capacity. To copy files in your Media Library to proveos: Go to the Media Library tab Click the Add Media button below the name of the proveos gateway Select the files to copy to proveos To copy media files located in your computer to proveos: Go to the proveos tab Click the Add Media button below the name of the proveos gateway Locate the media file on a local hard drive, optical disc or network drive and copy it to proveos Note: Files that you copied to proveos are only visible to you, and not other participants. To remove a media file from proveos: Go to the proveos tab Select the files to delete 50 proveos User Manual

51 Click the Delete Media button Playing Media Files Windows: Click the Multimedia Player button in the main menu to start the Music & Movie Player. Mac: Media playback controls are available near the bottom left of Music Player window. proveos User Manual 51

52 To narrow down the listed media files to a particular type, click the Filter Media drop-down list and select the type of media files to display. To play a file, select the Media Library or proveos tab. Then, do one of the following to start playing: 1. Double-click the media file 2. Select one or more media files, then click the Play/Pause button While playing, click the: Play/Pause button to pause and resume playback Stop button to stop playing Previous and Next buttons to skip to the previous or next file while playing multiple media files Playing from the Media Library (Windows) If the file is located in your Media Library, the player will ask you if you wish to: 1. Play the file on proveos directly from your computer (click Yes) Playing a file directly from your computer is the fastest way to start playing. However, if the file is large and the network capacity is insufficient to play it smoothly, the audio or video will skip. In such cases, copying the file to proveos before playing will result in smoother playback. 2. Copy the file to proveos, then start playing (click No) Copying the file to proveos before playing require a short wait while the file is transferred over the network to proveos before the playback can begin. 52 proveos User Manual

53 3. Cancel the playback (click Cancel) Configuring the Playback Behaviour (Windows) To change the playback behaviour or disable the playback prompt, go to Client Preferences from the main menu: The Media Playback Options tab offers three options: Always ask to choose between Upload and Play or Stream Media Before each file is played, you will always be prompted with the playback option dialog to make a choice proveos User Manual 53

54 Always Upload media temporarily to Gateway and then Play it The media file will be copied over the network to proveos before it is played. The playback prompt will not be shown. Always Stream Media from my hard drive The media file will be sent to proveos over the network connection as it is played. The playback prompt will not be shown. 54 proveos User Manual

55 Collaborating with the White Board

56 The White Board projects a canvas for one or more participants to collaborate on. A wide range of drawing and annotating tools are available for use. Windows: Click the White Board item in the main menu. 56 proveos User Manual

57 Mac: Click the White Board icon in the main window. Once the white board is up on the projector, a notification is displayed to the rest of the participants. proveos User Manual 57

58 Click the Allow button to join the white board or close the notification by clicking the red x icon in the top-right corner. After dismissing the notification, participants can still join the white board later by clicking the White Board icon in the main menu. Drawing and Annotating Tools Buttons in the toolbar provide a wide variety of tools for drawing and annotating on the white board. From left-to-right: 1. Rectangle tool 2. Ellipse tool for circles and ovals 3. Line tool for straight lines in any angle 4. Pen tool for freeform drawing 5. Shaded rectangle tool 6. Shaded ellipse tool 7. Text writer to insert text on the white board 8. Image drawing tool to place an image file on the white board 9. Color selectors for the foreground and background 10. Line selector to choose the thickness of the tools that draw lines, like the rectangle, ellipse and pencil tools 11. Pen selector to select the pen color and style of the lines drawn by the line tool Click a tool in the toolbar and click & drag on the canvas to use the selected tool. 58 proveos User Manual

59 Displaying a Participant s Annotations The Select User drop-down in the toolbar highlights the items drawn by a single participant. Click the Select User drop-down list Choose the participant s name from the list Capturing and Saving Use the Capture function in the menu to snap a picture of your display and place it on the white board. This is useful for capturing the applications and contents currently displayed on your computer and project them for further discussion. The Capture Activity function in the menu saves the white board s contents to a specified Capture Location every 10, 15, 20, 30, 45 or 60 seconds. After using the white board, you can save it to a JPEG file on a local hard drive for archival. proveos User Manual 59

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61 Recording Presentations

62 Presentations can be recorded to video files and played back on proveos or your computer. During recording, the projector s screen and the presenter s audio are saved to MPEG movie files on proveos. The files can be downloaded via an easy-to-use web interface. Note: All features described in this chapter are only available to Staff users. Windows: Click the Session Recording item in the main menu to open the Recording Session window. 62 proveos User Manual

63 Mac: In the menu bar, select the Utilities > Recording menu item. Under Recording Control (Windows) or Recording (Mac) section of the window, three buttons are available: Record: Start recording The proveos software will indicate to all other Staff participants that a recording is in progress proveos User Manual 63

64 Pause: Pause and resume the recording When paused, the current Staff presenter is able to use the three buttons under Preview Control (Windows) or Preview (Mac) to play the currently recorded presentation Stop: Stop recording Note: These buttons are shared by all Staff users and they can collaborative start, pause, resume and stop recordings in progress. When the record button is pressed, you will be prompted to confirm the recording: 64 proveos User Manual

65 When the stop button is pressed while a recording is in progress, you will be asked to confirm the action: When the pause button is pressed while a recording is in progress, you will be asked to confirm the action: The above prompts when stopping or pausing a recording will also be shown to Mac users. proveos User Manual 65

66 After a recording is stopped, fill in the details of the presentation: Click the Submit button to save the recording to proveos Click the Cancel button to discard the recording To download recordings from proveos, see Session Record on page proveos User Manual

67 Audience Response System

68 The Audience Response System (ARS) provides an automated way to create surveys, display the questions to all participants (exam), collect responses and evaluate the results. Note: The features described in this chapter are only available in Windows. The Mac proveos client only allows participants to respond to exams. After the ARS is invoked from the main menu, five buttons are available, one for each functional aspect of the ARS: Topic Manager Topics are a list of terms representing the subject matter, providing a general grouping of questions related to a particular topic. To administer the list of topics, click the Topic Manager button: 68 proveos User Manual

69 To create a new topic: Type a name in the Topic Name text box Click the Save button The new topic will be added to the list under Available Topics. To change an existing topic: Select the topic in the Available Topics list Click the Modify button Save the changes To delete a topic: Select the topic in the Available Topics list Click the Delete button Question Bank The question bank contains questions that are displayed to participants. Each question belongs to a topic. Answers can either be: A simple true or false Four multiple choice answers proveos User Manual 69

70 To manage questions, click the Question Bank button: 70 proveos User Manual

71 To add a new question: Select the Add tab Choose a Topic from the drop-down list Choose a Question Type Type the Question Fill in the possible answers to the question Select the correct answer Click the Save button to create the new question The Modify tab provides a similar interface to modify existing questions. Prepare Exam To send a list of questions for participants to respond to, create an Exam by clicking the Prepare Exam button. proveos User Manual 71

72 Topic Name: Check the topics that are included in the exam Select the questions to be asked from the Question Bank You can also search for questions by typing words in the text box and clicking the Search button Exam Name: Provide a name for the exam Question Time: Enter the number of seconds to show each question Auto Question Change: To automatically change the question after the Question Time is exceeded, select Yes Click the Start Exam button to display the questions on the screens of all participants. 72 proveos User Manual

73 During the exam, Mac users will see questions displayed like this: Detail Report After the exam is completed by the participants, Staff users can retrieve the results and filter them for further analysis. Click the Detail Report button to show the report: Exam Date: Choose the date when the exam was conducted proveos User Manual 73

74 Select the name of the exam in the list A list of students and their corresponding marks are shown in the list below Select the radio buttons to filter the list of students according to the displayed criteria Bar Chart The Bar Chart button displays a histogram summary which groups the number of students into five score bands. 74 proveos User Manual

75 Multimedia Notice Board

76 The Multimedia Notice Board allows media files, scrolling text and web pages to be laid out on a single screen and displayed to users at a preset date and time. The note board activates when there are no users logged in to proveos. Once a user logs in, the notice board stops and the default proveos display background is shown. To access the Multimedia Notice Board: Open a web browser Type IP address>/ in the address bar Replace <proveos IP address> with the IP address of proveos. The default IP address is Note: New proveos gateways are configured with a default IP address of The subnet mask is Locate the Multimedia Notice Board link under Admin and click it This step can be skipped by loading IP address>/vista/login.php A login page is shown: 76 proveos User Manual

77 Provide an administrator User Name and Password The default user name is su, and the default password is supass Click the Login button Once logged in, the main menu is displayed: Populating content for display is an easy three-step process with the three buttons under the Media Control section: 1. Upload the content to proveos 2. Create a playlist 3. Schedule the playlist The Administrator Control section provides: Layout Manager: Configure the templates used to display content proveos User Manual 77

78 User Manager: Add user accounts to manage the Multimedia Notice Board To logout, click the Logout link available at the top-right of every page. Uploading Content Media files are uploaded to proveos before they can be added to playlists and scheduled for display. To upload content: Click the Browse button Choose the file on your computer to be uploaded Click the Upload button To input scrolling text to be displayed, click the Scroller Text button. 78 proveos User Manual

79 To display a web page, click the Web Url button and provide an address for the website. Click Next to go to the next step. Creating Playlists Playlists are created by sequencing a list of media files to be played. The playlist is then saved to proveos for scheduling in the next step. A list of available media files are shown on the left under Available Media Files. The playlist being created is on the right, under New Playlist. To add media files to the new playlist: Check the media files on the left Click the Add button to add them to the playlist on the right Choose the frame of the template where the media file is displayed in with the Select drop-down list in the center Click the Up and Down buttons on the right to reorder items in the new playlist Type a name for the playlist in the text box beside New Playlist proveos User Manual 79

80 Click Save to create the new playlist The list on the bottom-left shows existing playlists, and allows the playlists to be deleted and modified. The Template Preview button shows a preview of the template that will be used to present the playlist. Click Next to go to the next step. Scheduling Playlists Playlists are assigned a start date and time to begin running. To schedule a playlist: Check the playlist on the left Click the Add button to add them to the schedule on the right The Playlist filter and Schedule filter drop-down lists will narrow down the playlists and schedules displayed according to specific criteria The Select drop-down list chooses the template to display the playlist The View button displays a preview of the template 80 proveos User Manual

81 Click the Date and Time button to display a calendar and set when the playlist should run Click the Finish button to complete the process. Layout Manager A layout controls how items are displayed. Each layout consists of one or more frames, separating the screen into different sections to display different media content at once. Three default templates are provided: Classic: A smaller left frame, along with a large right frame Even: Two equal frames with scrolling text at the bottom Standard: A larger left upper frame To reorder the priority of the templates, use the Higher Priority and Lower Priority buttons. Check the Audio checkbox to allow audio to be played by content in the template. Click the OK button to save the settings. proveos User Manual 81

82 User Manager Create additional users for the Multimedia Notice Board and assign them roles to grant them permission to perform the specified actions. To create a new user: Provide a User Name and input the Password twice Check the User Roles that the user can perform Click the Save button to create the user To modify an existing user: Choose a user from the Existing User drop-down list Change the settings Click the Save button to confirm the changes To delete a user: Choose a user from the Existing User drop-down list Click the Delete button 82 proveos User Manual

83 Options and Settings

84 This section covers the features available to configure the behaviour of the proveos software and control the connected projector. Client Preferences General Preferences Always on top: Keep the proveos software on top of other windows on the desktop Always Open Bandwidth Meter while doing presentation: Check this to always display the bandwidth meter as described on page proveos User Manual

85 Message/Alert Settings Configure the alerts generated by the proveos software. Media Playback Options This window controls the behaviour when playing music and media on proveos. See Configuring the Playback Behaviour (Windows) on page 53 for further information. proveos User Manual 85

86 Controlling the Projector You can send commands to the projector connected to proveos to control preprogrammed features directly from the proveos software, like powering the projector on or off. Windows: To show the Other Sources window, click Device Control in the main menu. 86 proveos User Manual

87 Mac: Click the Device Control icon. To send a command to the projector: Select the command to be sent Click the Execute button Staff can execute any command, while a Participant can only execute the Power ON and Power OFF command. Note: For this feature to work, a serial data cable must be connected between proveos and the projector. proveos User Manual 87

88 Controlling from a Mobile Phone proveos can also be controlled from a mobile phone browser connected to the local network. To access the mobile interface: Start the mobile browser For iphone, go to: IP address>/ For other mobile browsers, go to: IP address>/mobile Replace <proveos IP address> with the IP address of proveos. The default IP address is Enter your login credentials On new installations, these default accounts are available: Staff user name: su / password: supass Participant user name: user / password: userpass Once login is successful, the proveos controller is displayed. This is an interface optimized for Safari on the iphone platform. 88 proveos User Manual

89 The following can be changed from the controller: Projector Status: On or Off Source Selection: Wireless or Wired Projector Volume: Low, Med or High proveos User Manual 89

90

91 Diagnostic Tools

92 Two diagnostic tools are provided in the proveos software to help diagnose network connectivity and bandwidth problems. Network Diagnostics This tool analyzes network connections, firewall and blocked ports that may cause problems when the proveos software connects to the proveos gateway. Network Diagnostics in Windows The tool can be launched from the diagnostics icon located at the bottom-left of the Login and Multimedia Player windows. When clicked, a Network Diagnostics window appears: Click the Start Scan button to begin. 92 proveos User Manual

93 Network Diagnostics on the Mac In the menu bar, select Utilities > Network Utility. The proveos Network Diagnostics Tool window appears: Click the Start Scan button to begin. proveos User Manual 93

94 Bandwidth Utility Low network bandwidth can affect the performance of proveos, causing slow screen updates to the projector and jerky media playback. Note: The bandwidth utility is only available to presenters. Windows Bandwidth Utility During a presentation, an icon is available on the bottom-right of the main menu. Click the icon to display a bar indicating the current bandwidth available. If the bar is in the red region, please contact your network administrator for assistance. 94 proveos User Manual

95 Mac Bandwidth Utility During a presentation, select Utilities > BandWidth Utility in the menu bar. A bar will be shown, indicating the current bandwidth available. proveos User Manual 95

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97 Using the Web Admin

98 The web-based administration system in the proveos gateway allows you to: Configure the connected projector Manage user accounts and assign them as a Staff or Participant Assign users with different access rights to perform different actions in proveos Change the background displayed on the projector Configure messages that appear on the projector at scheduled times View reports Logging in to the Web Admin To access the web admin, start a web browser and type in the address of proveos into the address bar. Note: New proveos gateways are configured with a default IP address of The subnet mask is Click the Administrator login link: 98 proveos User Manual

99 The login page is shown: Enter a valid administrator account in the login form on the right and click the Login button. The default user name is su, and the password is supass. After logging in, the main menu toolbar is shown: The buttons in the main menu toolbar are split into three groups: User Management: Manage user accounts Device Management: Manage projectors and replace the display background Device Control/Alerts: Schedule alerts, send notices and commands to the projector, view reports and logout from the web admin proveos User Manual 99

100 User Management User accounts on proveos allow participants to sign in and make presentations, and if allowed, to manage proveos via the web admin. User Groups Each user can belong to one or more groups. A few groups are predefined, each with different access rights to perform different actions on proveos. The following access rights control the actions that can be performed in the web admin: Administrator: Log in to the web admin and manage proveos User Management: Log in to the web admin and access the User Management section Device Inventory: Log in to the web admin and access the Device Management section View Report: Log in to the web admin and use the Reports section View Recording Session: Download recorded presentations The following access rights control the actions that can be performed from the proveos client: Upload Media: Upload media files to proveos Delete Media: Delete media files on proveos If a user belongs to a predefined user group, they can perform the actions allocated to the group. Adding a User Group Apart from predefined user groups, you can also add new user groups to proveos to aid in user management. 100 proveos User Manual

101 Click the Add Group button in the toolbar. An Add User Group form appears: New group: Name of the user group Active: Ensure it is checked (or uncheck if you want to disable the created user group) Check the predefined user groups to allow users in the new group to perform the assigned actions. Click the Select All and Deselect All buttons to quickly check and uncheck all the displayed user groups. Remarks: Enter notes about the user group (optional) Click Save to create the user group proveos User Manual 101

102 To change the settings for a user group, click the Edit Group button, then click the Edit link beside the group that you wish to edit. Adding a User To add a user account, click the Add User button in the toolbar. An Add User form appears: User Name: Name of the user account Password & Confirm Password: Enter the password for the user twice Active: Ensure it is checked (or uncheck if you want to disable the created user account) Remarks: Enter notes about the user (optional) Check the user groups that the user belongs to Select whether the user is a Staff or Participant Click Save to create the user account 102 proveos User Manual

103 Managing Users To manage user accounts, click the Edit User button in the toolbar. A list of user accounts is shown: To change the settings of a user account, click the Edit link To remove the account from proveos, click the Delete link Device Management Projectors are regarded as devices in the web admin. You can change the following settings for the connected projector: Projector model, to cater to the different commands and features supported by each model Automatic power on and off times to configure proveos to turn on and off the projector at specific times every day Note: proveos caters for device groups but comes licensed for only one device/projector, since it is a standalone product. Contact us to find out more about our eduveos product, which supports multiple device groups and projectors. proveos User Manual 103

104 Editing Projector Settings Click the Edit Device button in the toolbar. A list of projectors is shown. Click the Edit link beside the projector shown in the list and the following form appears: Device ID: Provide a unique ID for the proveos gateway. Special characters like underscores _ cannot be used. Project Name/Model: Choose the name of the projector being used. The For all device checkbox will set this for all projectors available. Device Name: Enter an appropriate name for the projector indicating the location. For example, Conference Room. Device IP: Specify an IP address for the proveos gateway Start Time: The time that the projector is turned on daily. The Set Time for all device checkbox sets the provided start and end times for all projectors available. End Time: The time that the projector is turned off daily Click the Update button to save the projector settings. 104 proveos User Manual

105 Managing Projectors To add and manage projectors used by proveos, you will need to logout from the web admin and login with a system integrator (SI) account. After loading proveos in the web browser and bringing up the login page as described in Logging in to the Web Admin on page 98, login with SI credentials. The default user ID is si and password is admin. After logging in, the SI main menu is shown: Click the Add New Projector link and a form is shown. Fill in the relevant fields Click the Save button to create the new projector proveos User Manual 105

106 To modify and delete existing projectors in proveos, click the Edit/Delete Projector link in the main menu. A list of projectors is shown: Click the Edit link to modify the projector s settings Click the Delete link to remove the projector from proveos To manage the list of commands supported by the projectors added to proveos, click the Add/Edit/Delete Commands link. 106 proveos User Manual

107 The Import file link also allows you to insert commands from a commaseparated values (CSV) file: Click the Browse button Select a CSV file from your computer The CSV file should be formatted according to the fields specified in red at the bottom of the web page Click the Upload button to add the projector commands to proveos proveos User Manual 107

108 Changing the Display Background A background image is shown on the projector when proveos is turned on and no participants are making presentations. You can replace the background with another image with these requirements: GIF, JPEG or PNG image format (with a.gif,.jpg or.png extension respectively) 500 kilobytes or smaller It is also recommended for images to be 1024 x 768 in resolution, since proveos uses this resolution to output to the projector. To change the background, click the Wallpaper button in the toolbar. A Change Display Background form appears: Click the Browse button Locate the image file on your computer 108 proveos User Manual

109 Click Open to choose the file Click the Upload Background button to upload the new background to proveos Alerts The Alerts toolbar button brings up the Alert Configuration feature to send alerts to your or mobile phone (via SMS) when critical conditions of the projector are detected by the proveos gateway. Click the Add Support and Mobile link to configure the address and mobile numbers that alerts are sent to. Four alerts are available: Lamp life left: Send an alert when the projector s lamp life falls below the number of hours specified in the Alert value text box Projector not responding: Send an alert when the projector is not responding to proveos Projector not on: Send an alert when the projector is detected to be off after proveos attempted to turn it on at the defined time at the start of the day Projector not off: Send an alert when the projector is detected to be on even after proveos attempted to turn if off at the defined time at the end of the day proveos User Manual 109

110 In each Alert message text box, you can use the keyword #NAME# in the message, which will then be replaced by the Projector Name as configured on page 104 when the message is being sent. The Mail alert status and SMS alert status checkboxes determine if the alert is sent via and/or SMS respectively. Lastly, click the Update button to save the alert settings. Device Control The Device Control toolbar button brings up the Device Control feature to send commands to the projector. To send a command to the projector: Choose the command from the Command drop-down list Click the Execute button to send the command The bottom half of the screen shows the current settings for the attached projector. See Editing Projector Settings on page 104 to change the projector settings. Message Scheduler The Notice toolbar button brings up the e-notice board scheduler to schedule messages to be sent to the projector at a particular date and time. Messages appear at the scheduled time on the projector as a scrolling ticker tape overlaid at the bottom of the screen, regardless of whether there is a presentation going on. 110 proveos User Manual

111 To schedule a new message, fill in the following fields in the form: Schedule Name: A name to identify the message Notice Type: Indicate if the message is given Normal or Emergency priority. When there is a scheduling conflict, Emergency messages will be shown before Normal messages. Start Date & End Date: Enter the start and end dates when the message will be shown. Click the calendar icon to show the calendar picker. Start Time: Specify a time when the message should appear Number of times: The number of times the message is shown Notice Board message: The message to be displayed Click the Submit button to schedule the message in the queue. Note: Once a message is displayed, it is automatically deleted from the list. Approving Queued Messages Submitted messages go into a queue. These messages need to be approved before they are displayed. Click the Approve Pending e-notices link at the top-right corner. A list of queued messages is shown. To approve a message, click the Approve link beside it. proveos User Manual 111

112 Reports The Report toolbar button brings up a list of Activity Reports that store events and technical details recorded by proveos during the course of operation. Six reports are available: Projector Activity Log: Records the communications between proveos and the projector User Activity Log: Records the actions performed by users Projectors Usage (based on Lamp Life) Top 10: A list of the 10 most used projectors based on lamp life Projectors Usage (based on Lamp Life) Least 10: A list of the 10 least used projectors based on lamp life SMS Alerts: Records the alerts sent out via SMS Mail Alerts: Records the alerts sent out via Session Record This feature stores the recorded video files as described in Recording Presentations on page proveos User Manual

113 To download the recordings: Fill in the fields in the form to search for particular recordings, or leave them empty to display all recordings Click the show button A list of recordings will be displayed Click the Delete link to delete the recording Click the Download link to download the recorded video file to your local computer Downloaded recordings have a.prs extension. If your computer has the proveos software installed, opening the recordings will launch the proveos Player application: proveos User Manual 113

114 Alternatively, third-party multi-codec players like Media Player Classic and VLC can also play these files if they have the correct decoders installed. Logout Click Logout in the toolbar to end the web admin session. Note: Do remember to clear the browser s cache if you are using a public computer to administer proveos. 114 proveos User Manual