USER GUIDE. Version 7.0

Transcription

1 Version 7.0 Mybys is a collaboration service that allows you to spontaneously collaborate remotely with anyone, whether they work in the same organization as you or not.

2 TABLE DES MATIERES 0 1. INSTALLATION AND OPERATION 1 2. SHOW MY SCREEN Annotation Recording Other options 6 3. JOIN SESSION 8 4. THE WOOTLINE SOCIAL NETWORK Creating groups of subscribers Creating a message / newsfeed Bulletin board Creating alerts Transcription INSTANT MESSAGING VIDEOCONFERENCE 36

3 1. INSTALLATION AND OPERATION OVERVIEW The newest version of mybys is a software application whose core is a Corporate Social Network (CSN) with new features that acts as a collaboration bridge, intra and inter-organizational. In one click, Wootline users can Create subscriber groups and send them, via SMS (and ): o An Identity check during a conference call o A regular text message (note) o An invitation o A quick survey Webcast the content of their computer screen to anyone, both internally and externally of the organization; Create messages for subscribers, and follow a thread with their comments; Uploading, on a virtual bulletin board, documents, images and videos, available to groups of subscribers; Use instant messaging, including the continuous presence feature; Start, record, share and transcribe a conference call; Create multimedia messages (sounds and images) and send them via SMS; Page 1

4 For a new installation: 1. Download and install mybys using the link received by . You can also download the application in your Client Access to: 2. Only the moderator has the obligation to download the application. Participants no longer have to do this if they use the simplified mode. 3. Once MYBYS is installed, click on the icon which is located in the task bar, at the bottom right of your screen. Choose "Start of session". The first time, a window will ask you to enter the following information: a) Your conference code: XXXXXXX (written in your welcome ) b) Your Moderator PIN: XXXX (included in your welcome ) c) Your name: the name that will identify you as moderator of the presentation. d) Your address: address 4. Click OK. Your session is now in progress and participants can enter. A window tells you the address ( and the session number that your participants must enter. When Signing in, before entering the account information, make sure that your connection settings are correctly entered if it is necessary in your environment. Click on the Option icon in the right corner. Page 2

5 Figure 1.1 Sign In Figure 1.2 Connection Options For an application update: 1. Do the update. Figure 1.3 Application Update Page 3

6 2. Check that mybys has been well updated by selecting "About mybys". You will see the latest version you have. Once the mybys application is installed on your computer, a ribbon composed of action buttons appears at the top of your screen. Each button enables specific features. Figure 1.4 The Mybys Interactive Ribbon Please note that by clicking on the small pin on the right side of the ribbon, you can minimize the ribbon, which will take the form of a simple red line and reappear when you place your cursor at the top of the screen. 2. SHOW MY SCREEN Figure 2.1 Interactive ribbon The "Start Session" button helps you webcasts your screen so that your subscribers and all your other collaborators can view it remotely. You can click on "Start Session" spontaneously, at any time, to take advantage of this feature. You can also schedule a session that will take place later by clicking "Schedule Session" on the icon located on your toolbar. This option sends an invitation to your participants for an upcoming session. When you click the "Start Session" button, a webcasting session begins. All participants with your session number will be able to instantly view the screen of Page 4

7 your computer. The interactive ribbon at the top of your screen will include the following features: Figure 2.2 Interactive ribbon: Start Session A list of participants will appear. Each participant has a colored pointer and can point to items appearing on your screen. A session details window pops up at the start of the session. Figure 2.3 Session Details If there are more than one participant, it is possible to invite them on an audio conference bridge. Instructions for doing this are in the "Session Details" window. It is possible to invite your participants by . To do this, check the "Web" option. Then click on "send" and your will be written for you. Page 5

8 2.1 ANNOTATION You can annotate your presentation with a few virtual tools. Figure Annotation Action Button 1. A large colored pointer that can be affixed to the screen with a click of the mouse. 2. A pen 3. A color chart 4. An eraser 2.2. RECORDING You can record a session by clicking on "RECORDING". You will be asked if you want to record audio as well. When the presentation is complete, your recording will be available on the Client Access in the "My Recordings" section. There is a maximum delay of 24h for the recordings to appear on the Client Access OTHER OPTIONS While in session, when you click on the mybys icon located in your toolbar, at the bottom of your screen, the following menu appears. Page 6

9 Figure Other Features Select "presenter" to switch presenter during a session. Select "Share keyboard" to give control of your computer during a session. Additional features - Pause the session - Lock session - Back monitor (know what your participants view) - Launch a video conference. This extension is not installed automatically. Contact your administrator to activate it. - Change your preferences - Application Selection - Choice of Quality - Choice of languages - Configuration of the interactive ribbon / choice of action buttons - Configuration of proxy settings Page 7

10 - Additional passwords o Activate additional extensions o Etc. 3. JOIN SESSION Figure 3.1 Interactive Ribbon Participants have two options to view your screen Login page go.mybys.com o simple mode OR No download Interactive point o Regular mode Plug-in to download Additional collaboration tolls : switch presenter and remote control On the Wootline ribbon or icon o Click on "Join session" action button (for participants who downloaded the application) All features included Page 8

11 4. THE WOOTLINE SOCIAL NETWORK The social network is a new feature developped for mybys version 7.0. In order to access the social network, just click on the "Wootline" button. The social network allows you to communicate with your groups of subscribers (see section 2.1) by sending them messages (newsfeed), posting content on a virtual bulletin board or sending them SMS-alerts. Figure 4. Social Network 4.1 CREATING GROUPS OF SUBSCRIBERS Before you can use the Wootline Social Network to its full potential, you need to create groups of subscribers. Click on the "My Groups" tab below your user profile, in the right corner of your window. Page 9

12 Figure «My groups» Click on the "+" icon to create a new group. Then name your group and add a description. Check the "Publish group" box to have a notification appear on your newsfeed. Figure Creating a group: Step 1 To invite collaborators to your new group, enter their name, and cell in the appropriate fields. You can customize your invitation message. Then click on "send" to send your invitation. You have created a new group! Page 10

13 Your employees will receive an invitation to subscribe to each group - by and/or SMS. Figure Creating a group: Step CREATING A MESSAGE / NEWSFEED To create a message, simply click on "new message" at the top of your page. Message creation is done in four steps. Step One: Give a title to your message and write the content. Click on "Next". Page 11

14 Figure Creating a message: Step 1 Step Two: Select the documents to include in your message. You can choose images, videos, and Word, PDF, and Excel documents. The limit size per file is 1,80Go. Click on "Next". Figure Creating a message: Step 2 Step Three: Choose the groups that will have access to this message. Click on "Next". Page 12

15 Figure Creating a message: Step 3 Step Four: Choose groups that can comment on your publication. Check "allow comments" to make them accessible to the entire group. Check "private comments" so that only the leader can read them. Then choose if you want to receive notifications, by or phone, for each comment. Finally, click on "Publish". Figure Creating a message: Step 4 Page 13

16 The newsfeed, on your homepage, allows you to see the messages of each subscriber. You can post comments. The "group (s)" icon identifies the recipient groups for each message. Figure News feed 4.3 BULLETIN BOARD You can display documents, pictures and videos on the bulletin board, destined to one group or more. Page 14

17 Figure Bulletin Board N.B. PDF documents, images and videos can be viewed AND downloaded. Word documents can be downloaded only. You can agree to subscribe to a group yourself. You will then have access to the thread and bulletin board of the leader of this group. To see a list of your subscriptions, click on "My subscriptions" below your user profile in the right corner of your window. Figure My subscriptions Page 15

18 You have access to all groups you subscribe to. By clicking on one of the groups, you can consult the messages exchanged in this group. Figure Subscribing to a group To consult the bulletin board of a leader, just click on his name in the newsfeed. Figure Accessing a leader s bulletin board Page 16

19 Figure leader s bulletin board 4.4 CREATING ALERTS Alerts are messages sent by SMS, usually urgent or very important. The SMS-Alerts feature helps you reach your subscribers quickly, as well as any other non-subscribed collaborator. You must first choose the type of alert to send. Page 17

20 Figure Creating SMS-Alerts: Step 1 Note A note is a unidirectional message intended for a group of subscribers and / or other recipients. For example: "I confirm that the launch of our new service will take place next Monday at 6:30. Recipients must acknowledge the message by entering a random code generated for each one. First, write your note and click on "next". Figure Creating a note: Step 1 Then choose the recipients of the note from your groups. To include non-subscribed recipients, simply insert their information in the required places. Then click on "Next". Page 18

21 Figure Creating a note: Step 2 Then, choose the transmission mode of the note - SMS, or both. Click on "Next". Figure Creating note: Step 3 A preview of the note will be generated. You will be able to modify it, if necessary. Then, click "Send". Page 19

22 Figure Creating a note: Step 4 Invitation An invitation gives recipients a choice among a few dates and times, in view of an upcoming event. For example: "Urgent meeting today. It is possible to send the convocation by SMS, , or both. First, write the invitation and choose the times and dates. Page 20

23 Figure Creating an invitation: Step 1 Then choose the recipients of the invitation from your groups. To include nonsubscribed recipients, simply insert their information in the required fields. Then click on "Next". Page 21

24 Figure Creating an invitation: Step 2 Then, choose the transmission mode of the invitation - SMS, or both. Click on "Next". Figure Creating an invitation: Step 3 A preview of the invitation will be generated. You will be able to modify your message, if necessary. Then, click on "Send". Page 22

25 A preview of the invitation will be generated. You will be able to modify your message, if necessary. Then, click on "Send". Figure Creating an invitation: Step 4 Survey A poll consists of one question followed by up to three answer choices. For example: "Please choose the color you prefer for our logo. It is possible to send the survey by SMS, , or both. Write the survey question first, along with a minimum of two answer choices. Page 23

26 Figure Creating a survey: Step 1 Then choose the recipients of the survey from your groups. To include nonsubscribed recipients, simply insert their information in the required places. Then click on "Next". Page 24

27 Figure Creating a survey: Step 2 Then, choose the transmission mode of the survey - SMS, or both. Click on "Next". Figure Creating a survey: Step 3 A preview of the survey will be generated. You will be able to modify it, if necessary. Then, click on "Send" Creating a survey: Step 4 Page 25

28 Identity Check An identity check confirms whether participants in a conference call are the ones they claim to be. It can only be done via SMS. First, select Identity Check from the SMS Alerts. Figure Identity Check: Step 1 Then choose the recipients of the Identity check from your groups. To include nonsubscribed recipients, simply insert their information in the required places. Then click on "Next". Page 26

29 Figure Identity Check: Step 2 You do not have to choose the mode of transmission of the identity verification. It will be sent by SMS. Then click on "next". Figure Identity Check: Step 3 A preview of the Identity Check will be generated. Then, click on "Send" Identity Check: Step 4 Page 27

30 4.5 TRANSCRIPTION The transcription is a new feature developed for mybys version 7.0. It allows you to upload mp3 files to the network and, with the help of key words, to detect segments within them and listen to them. First upload a file to the Wootline network by clicking on "search for File". Then select your file and enter the word (s) to search. Then click on "next". * Warning: here, the download takes about 20 seconds. Figure Transcription: step 1 It is possible to adjust the confidence interval under "minimum confidence rate". Usually, we set an interval of 80%. You can now see all the excerpts containing the key word (s) chosen. It is also possible to download them as mp3 files by clicking on the arrow pointing down to the right of the soundbar. Page 28

31 Figure Transcription: step 2 5. INSTANT MESSAGING The instant messaging is a new feature developped for mybys version 7.0. Figure 5.1 Interactive ribbon You have access to instant messaging by clicking on the "chat" button. Page 29

32 Figure 5.2 Chat "Public channels" can be viewed by all employees of the same organization. To create a new one, clic + Page 30

33 Figure 5.3 Creating a public channel "Private channels" can only be accessed by collaborators invited to the conversation. To create a new one, clic +. Page 31

34 Figure 5.4. Creating a private channel: Step 1 To invite your collaborators to your new private channels, clic manage members right beside the name of your channel. Figure 5.5. Creating a private channel: Step 1 Page 32

35 Figure 5.5. Creating a private channel: Step 2 Then, clic on add new member Figure 5.6. Creating a private channel: Step 3 Then, you will have to chose whom from your organisation you want to invite to your new channel. Clic add. Figure 5.7. Creating a private channel: Step 4 Page 33

36 "Personal messages" are conversations between you and another collaborator. Clic on + to chat privately with another collaborator. Figure 5.8. Direct message In order to change your settings and modify your profile, you must click on your profile (orange band). It will also be possible to change your status online, available, busy or offline. Page 34

37 Figure 5.9. Account settings Figure Chat options You can mark a message or comment by clicking on the flag icon next to the timestamp. Marking a message is a good way to follow up. Mark a message is personal and can not be seen by other users. All members of a channel can pin messages they deem important or useful. Pinned messages are visible to all members of the channel. If you're searching a partial phrase (ex. searching "rea", looking for "reach" or "reaction"), to your search term. Two letter searches and common words like "this", "a" and "is" won't appear in search results due to excessive results returned. All members of your channel can pin important or useful messages. Pinned messages are visible to all channel members. Page 35

38 To pin a message: Go to the message that you want to pin and click [...] > "Pin to channel". 6. VIDÉOCONFERENCE The video module is presented in fullscreen mode and is activated by the voice of the speaker. This module is compatible with several different video mode formats such as: H.323 SIP Cisco Jabber Microsoft Lync Skype for business 7. FOR MORE INFORMATION Dialogue Conferencing support@dialogueconferencing.com

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