Instant Meeting Mobile Conference Connection

Transcription

1 user guide: conferencing Instant Meeting Mobile Conference Connection For Microsoft Windows Mobile Devices 1. Product Description Target Devices Installation...2 Requesting or SMS Notification of Download Link From Manage My Meetings Setting and Modifying Preferences Maintaining Meeting Profiles...4 Adding Meetings... 4 Modifying Meetings... 6 Removing Meetings... 6 Importing Meetings Joining and Starting Meetings...7 Joining Meetings as a Participant Starting Messages as a Leader... 9 Starting Meetings as the Leader and Adding Participants Choosing an Alternate Call Phone Number Send Meeting Details to Participants...12 Example Text Example SMS Text In-Meeting Call Controls Checking for Updates Phone Number Parsing Logic...15

2 user guide: conferencing Instant Meeting Mobile Conferencing Connection For Microsoft Windows Mobile Devices 1. Product Description Mobile Conference Connection enables registered Instant Meeting leaders and/or participants to utilize their registered mobile device ( Registered Device ) to manage certain aspects of their Instant Meeting conference or Instant Meeting conference subscription. Upon request to register, the leader or participant will be sent a Short Message Service ( SMS ) text message with a link to download the Mobile Conference Connection plug-in software. Leader features include: The ability to import or manually enter their Instant Meeting Subscription information to their Registered Device. Send meeting invitations and start meetings through their Registered Device. Allow participants to join conference calls using a link embedded in an meeting invitation received via their Registered Device. Allow participants and leaders to join via a dial out from the audio bridge. 2. Target Devices The target devices are smart phone devices running Microsoft Windows Mobile 5.0 and later. 3. Installation Users will receive a message either by SMS or to their phone device with a URL. Click on the link to allow the application to be downloaded. When the link is followed from either the SMS or message, the user will be presented with the following screen prompting them to download the application: Page 1 of 14

3 After selecting Download, the following screens will appear showing the download progress and successful installation Requesting or SMS Notification of Download Link from Manage my Meetings Log into Manage my Meetings and request an link to the Microsoft Windows Mobile device to download the client application. 4. Setting and Modifying Preferences When the application is first installed, and there are no preferences set, the user will be shown the following message: By clicking on the Menu button, the user selects Preferences to get to the preferences screen. The preferences can also be modified at any time, by choosing the Preferences menu option. Page 2 of 14

4 Once in the preferences screen, the user will be presented with the following screen: The user will be able to set values for the following fields: My Name. The name will be sent to the back-end systems when the leader is called back to join an Instant Meeting conference. This name can be picked up by the Web Moderator and other call control tools. Passcode delay (seconds). Control how long the delay should be between dialing the phone number and entering the passcode when the phone is set to start or join a meeting. In most cases, the default value should work as-is, but for some international users or wireless service the call may take longer to complete and the user will need to wait longer before entering the passcode. My Mobile. This will default to the phone number if the device allows for the phone number to be retrieved automatically. Otherwise, the user should enter their mobile phone number here for the primary call back phone number. Work 1. A space where the user can place their work number (or any other phone number) to be able to be used for call back purposes. Work 2. A space where the user can place a second work number (or any other phone number) to be able to be used for call back purposes. Home. A space where the user can place their home number (or any other phone number) to be able to be used for call back purposes. 5. Maintaining Meeting Profiles A meeting profile is required for each meeting to enable the application to allow a user to either start or join. Capabilities are built into the application to Add, Modify, Remove, and Import meetings Adding Meetings When the application is first installed and there are no meetings set the user will be shown the following screen: Page 3 of 14

5 At least one meeting must be set up for the application to allow the users to start or join audio conference calls. A meeting can be added by choosing the Add Meeting button from the menu bar or by selecting Import Meetings from the Menu. Meetings can also be added at any time, by choosing the Add Meeting option. The following screen is shown when the user selects the Add Meeting menu item: When setting up the meeting, the user will be asked to enter the following values: Title. A meaningful name the user can assign to this particular meeting I m the: Leader. Instructs the application to join the user as a leader into the meeting. Participant. Instructs the application to join the user as a participant into the meeting. Phone Number. A valid phone number which can be used to dial into the meeting. Leader Passcode. The leader passcode for this meeting. A leader passcode is required if the user wishes to be joined into the meeting as a leader. Participant Passcode. The participant passcode for this meeting. After the user enters the above meeting and selects the Save menu item, the meeting will be checked to see if it is a valid conference. The following screens will appear: Page 4 of 14

6 5.2. Modifying Meetings A meeting can be modified by selecting the meeting from the meeting list and choosing Modify Meeting from the menu. The details for the selected meeting will be shown and the user can then modify them. Upon saving the changes, the meeting will be validated and saved Removing Meetings A meeting can be removed by selecting the meeting from the meeting list and choosing Remove Meeting from the menu. Page 5 of 14

7 After selecting Remove Meeting, a confirmation window will appear: 5.4. Importing Meetings The leader s subscriptions can be imported into the application, if the user desires. This can be done by selecting the Import Meetings menu option. After selecting the Import Meetings menu option from the menu, the user is prompted to enter their Manage my Meetings user ID and password. Once the user selects Import from the menu bar, all of the meetings associated with the leader s account on the e-meetings website ( will be imported. 6. Joining and Starting Meetings 6.1. Joining Meetings as a Participant Once you have selected the meeting that was set up as I m a Participant, the menu option will change from Start Meeting to Join Meeting. Page 6 of 14

8 When the user selects Join Meeting, the phone will initiate a phone call to the requested meeting, when the phone call is answered, the passcode will be automatically entered for the user to join the meeting as a participant. If the call is initiated from the mobile phone, then a screen indicating the phone is dialing into the meeting will be shown. Otherwise, screens indicating that the conference will be joined shortly will be shown. If the call is initiated from the mobile device, a new menu item will be added named Call Control. The Call Control menu will provide Web Moderator call control features available to a participant. Page 7 of 14

9 6.2. Starting Meetings as the Leader Once you have selected a meeting which was set up as I m the Leader, the user will be able to start the conference by selecting the Start Meeting button on the menu bar. When the user selects Start Meeting, the phone will initiate a phone call to the requested meeting. When the phone call is answered, the passcode will automatically be entered for the user to join them into the meeting as a leader. If the call is initiated from the mobile phone, then a screen indicating that the phone is dialing into the meeting will be shown. Otherwise, screens indicating that the conference will begin shortly will be shown. Page 8 of 14

10 If the call is initiated from the mobile device, a new menu item will be added named Call Control. The Call Control menu will provide Web Moderator call control features available to the leader Starting Meetings as the Leader and Adding Participants Starting the meeting as a leader and adding participants is a similar process to starting the meeting. Participants will need to be selected prior to the leader starting the meeting. This can be done by the leader choosing Add Participants from the menu: Once the Add Participants menu is selected, the user will be presented with a list of contacts which are available to add to the meeting. The user can select which contact to add to the meeting by clicking the Add button from the menu bar. Once this is done, the user will be presented with a list of available phone numbers for that contact: Page 9 of 14

11 Once the participant is added, they will be displayed just below the selected meeting. From here, the leader can add additional participants, or remove the participant from the list prior to starting the meeting: When the user has selected all the participants they wish to join into the conference, the user can select the Start Meeting button from the menu bar. Once the user selects Start Meeting, the phone will initiate a phone call to the requested meeting. When the phone call is answered, the passcode will automatically be entered for the user to join them into the meeting as a leader. Shortly after the leader enters the conference, all participants selected to be added to the meeting will be called at the phone number selected and can join the meeting. Page 10 of 14

12 6.4. Choosing an Alternate Call Phone Number This application can also be used to direct the conference to call the user back at an alternate phone number. If the user does not want to take the call from their mobile phone they can select the Call field and select from one of the pre-defined phone numbers in their preferences, or choose Other and enter a one time phone number to be called at. If the Call field is set to a value other than Mobile, the entry method into the conference will change. Rather than the mobile phone making a phone call into the conference, the audio conference bridge will dial-out to the phone number. 7. Send Meeting Details to Participants The user will be able to send their meeting details to other users via either SMS or . The user will need to choose a conference to send meeting details and select the Send Meeting Details option from the menu. The user can select participants as if they were adding them to the conference. Page 11 of 14

13 The selected participants will either receive an or an SMS message with the meeting details, once the user selected the Send Meeting Details option again Example Text The sent to recipients will be in the following format: Title: You are invited to join a meeting hosted by {INSERT_NAME_HERE} Body: Meeting Title: {INSERT_TITLE_HERE} Click on the following link to join the meeting: 1&ph= &pc= &customHeader=emeetings If you are unable to join with the above link, please dial in using the details below below: Phone Number: {INSERT_PHONE_NUMBER_HERE} Passcode: {INSERT_PARTICIPANT_PASSCODE_HERE} 7.2. Example SMS Text The SMS sent to the recipients will be in the following format: Meeting Details: Title: {INSERT_TITLE_HERE} Phone Number: {INSERT_PHONE_NUMBER_HERE} Passcode: {INSERT_PARTICIPANT_PASSCODE_HERE} 8. In-Meeting Call Controls When the mobile phone is used to dial into an audio conference, call control commands will be added to menu for the duration of the call. Page 12 of 14

14 9. Checking for Updates The user will be able to check for updates to the application by choosing the About menu option from the menu bar. From here they will be able to click the Check Version button. The application will then check for an updated version and notify the user if there is one. If there is an updated version, the user can highlight and click the Download Latest button and proceed to download and install the application as described in an earlier section of this document. Page 13 of 14

15 10. Phone Number Parsing Logic Logic is built into the application to be able to identify the country code the phone number belongs to, or if the phone number is a Private Dialing Plan phone number based on the following business rules: If the phone number (minus any formatting) is only 7 digits, assume it is a Private Dialing Plan (VNET) number and pass it downstream without a country code If the phone number is NOT in the +{CountryCode}-{PhoneNumber} format (ex ) proceed with the following: If it starts with a 1, set the country code to 1 and send the phone number with the 1 removed downstream. If is does not start with a 1, set the country code to 1 and send the phone number as-is downstream. If the phone number is in the +{CountryCode}-{PhoneNumber} format, parse out the {CountryCode} and {PhoneNumber} sections and send them downstream. Examples: Entered Phone Number Private Dialing Plan? Country Code Phone Number Yes No Visit our website at to learn more about Verizon Business s products suite No No No For more information, please contact your Verizon Business account manager or call a conferencing specialist at one the following numbers: U.S.: Europe: Australia: Hong Kong: Singapore: Japan: Canada: Verizon. All Rights Reserved. UG /07 The Verizon and Verizon Business names and logos and all other names, logos, and slogans identifying Verizon s products and services are trademarks and service marks or registered trademarks and service marks of Verizon Trademark Services LLC or its affiliates in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners. Page 14 of 14