Portal Tutorial For resellers 27 November 2013
Contents Log in to your account 4 About the reseller landing page 4 Edit your reseller settings 5 About your reseller account 6 Reseller account defaults 6 User email notifications 6 About conferencing 6 Edit your own profile 7 Create a new customer 8 New account information 9 Speed dials 9 Conferencing 9 PSTN/SIP trunks 9 Add a user 10 Adding user information 10 Provisioning users with endpoints 11 Provisioning a user with StarLeaf Breeze 11 Provisioning a user with a StarLeaf Endpoint 11 Disassociating an endpoint from a user 11 View user status 12 View endpoint connection status 12 About StarLeaf video addresses 13 How the cloud assigns video addresses 13 Address types: 13 Examples 13 Provision Group Telepresence for a meeting room 15 Edit customer directory 16 StarLeaf Tutorial Page 2 of 25
About guest invites 17 Invite process 17 Dialing from third-party endpoints 18 Default settings for a guest 18 About conferencing 20 Create a scheduled conference 20 View call detail records 22 CDR information 22 Getting more help 24 StarLeaf documentation 24 StarLeaf support 24 Legal information 25 Third party software acknowledgements 25 Disclaimers and notices 25 StarLeaf Tutorial Page 3 of 25
Log in to your account Supported browsers: Google Chrome Mozilla Firefox Apple Safari Internet Explorer 8 and later Portal URL: https://portal.starleaf.com If this is the first time you have logged in to your account, you will need to read and agree to the terms and conditions before you can proceed. About the reseller landing page This is the reseller landing page: The navigation menu on the left gives you these options: Customers: Lists all customers for your reseller account Reseller info: Displays your reseller settings and allows for editing reseller options My profile: Displays your personal information and account details My conferences:view the conferences that you have created and create new scheduled and permanent conferences Your own internal deployment pre-exists as the first customer. StarLeaf Tutorial Page 4 of 25
Edit your reseller settings Select Reseller Info from the navigation menu. The Reseller Info page appears: Your reseller info is your company name and the default settings for new customer accounts. These default features can be edited on a per customer basis: Allow H.323 registration: Customers will be able to directly register H.323 endpoints with the StarLeaf cloud Auto-add speed dials: The first 13 users that you add will become speed dials for all users within an organization. User can edit their own speed dials Allow users to send Breeze invitations: Users will be able to send Breeze invitations. 'Invite' is a button on the display of every StarLeaf device (hardware endpoints and Breeze). For more information about invites, refer to About guest invites (p17) Allow Call Detail Records: You and customer administrators will be able to view call record details for an organization. This information includes connection details such as the time the call started and ended and the bit rate used Show endpoints on Edit Users page: Administrators will be able to see connection details for endpoints provisioned to users and to meeting rooms. For more information, refer to View endpoint connection status (p12) Allow scheduled conferences: Users can log into the portal and create scheduled and permanent conferences Show upcoming conferences on Group Telepresence: Upcoming conferences to which a Group Telepresence has been invited will be indicated on the display of the StarLeaf Phone or Touch connected to that system StarLeaf Tutorial Page 5 of 25
Reseller account defaults About your reseller account Reseller account defaults By default, a StarLeaf reseller account includes: One customer representing your own internal deployment. This is a billed account configured according to the reseller agreement Two free 30-day trial customer accounts. This allows you to propose free StarLeaf trials to end-users. When a customer places an order, that trial customer account becomes a billed account. This then frees the trial account to be used for other customer trials User email notifications Certain user changes trigger email notifications to customers: When you set up a new user, that user will receive an email telling them to activate their account When you first provision a user with a hardware endpoint, you can choose to send that user information about settings and dialing details When a user creates a scheduled or permanent conference using the portal, each participant receives an email. Any subsequent changes to this conference can also cause participants to be notified by email If you allow a customer to send Breeze invitations, the sending of an invitation causes both the inviter and the invited to receive an email. For more information about invites, refer to About guest invites (p17) About conferencing To prevent abuse of StarLeaf Cloud resources, customer conferencing ports are limited to the number of licenses that the customer has purchased. Note that conferencing for trial accounts is provided on a best effort basis. StarLeaf Tutorial Page 6 of 25
About conferencing Edit your own profile Select My profilefrom the navigation menu. The My profilepage appears: Your profile is pre-populated with your account details. These are the details of your own personal account. Edit if necessary: Email address: Your email address is your unique identifier and you cannot change it. It is also your video address First name/last name: Your first and last names will appear in the display of your StarLeaf device. Your name will also be used in the directory and in the voice and video mail system. If you send an invite to a conference, or an invite to use StarLeaf Breeze (software endpoint), the invites will be sent in your name Password: To change your password, enter a new password here. This is the password that you use to log into the portal and also into StarLeaf Breeze Cell number/work number/home number: You can put your other contact numbers in here. These will appear in the company directory. If your organization account allows calls to the PSTN, people will be able to contact you on your other contact numbers. Connection from your StarLeaf endpoints to the public telephone network and or to SIP trunk calling is an optional extra. For more information, contact your StarLeaf representative StarLeaf Tutorial Page 7 of 25
About conferencing Create a new customer 1. From your reseller landing page, select Add customer. 2. You will need to provide customer information and note some account settings: Customer name: The customer account name H.323/SIP subdomain: The name of the customer's chosen subdomain for H.323/SIP. The cloud will assign the customer <subdomain>.call.sl to make and receive calls to certain third-party H.323 and SIP devices. For more information about video addresses, refer to About StarLeaf video addresses (p13) Customer email domains: Enter any corporate domains that this customer owns and uses for the sending and receiving of emails. The cloud needs to know a customer's email domains so that any Breeze invites that are sent to people who appear (by their email address) to be part of this customers organization can be treated accordingly. Do not enter any domains that the customer does not own, for example, do not enter gmail.com Location: The main geographical location for the customer. The cloud uses this to determine which data center will host this customer. The cloud also filters the time zone drop-down when you choose a location (but you can select to show all time zones if necessary) Default time zone: Choose the time zone that will be the default time zone for this customer's users. Note that individual users can have their own time zone Account type: When you first create a customer account it will be a trial account. StarLeaf can upgrade the account to a billed account Start date/renewal: The creation date/renewal date for this account Hardware licences/concurrent usage licenses: The number of usage licenses available to this customer Max users: The maximum number of users that you can add to this customer's account Default language: Choose the language that will be the default for this customer's Starleaf endpoints. Note that individual users can have their own language settings StarLeaf Tutorial Page 8 of 25
New account information Other settings: By default the customer account will use the settings from your reseller defaults. These are explained in About your reseller account (p6) 3. Acknowledge the StarLeaf terms and conditions. Organization ID When you view customer account details, you will see each organization is allocated an organization ID. This is automatically generated by the cloud and used for two purposes: in the creation of video addresses to be used by callers using legacy equipment outside of the StarLeaf deployment If your customer owns a legacy H.323 endpoint which you want to register with the Cloud, the H.323 ID or name that you allocate to that endpoint will use the Organization ID in combination with their subdomain name and that endpoint's directory number New account information Speed dials Customer accounts will have their first 13 users automatically displayed as favorites (speed dials) on the StarLeaf device display of every user on that customer account. Each user can configure their own personal speed dials. They can delete the speed dials that are automatically assigned. Conferencing All customers will be able to create conferences. The number of people that can be in a conference will not exceed the number of licenses that a customer has purchased. PSTN/SIP trunks Note: To set up a PSTN or SIP trunk connection for a customer, contact StarLeaf Technical Support. These are optional extras for a customer account. StarLeaf Tutorial Page 9 of 25
Adding user information Add a user Adding user information To add a user: 1. Navigate to the customer for which you want to add a new user. Go to Users and meeting rooms > Add user. 2. Provide the following user information: Email address: A user's email address is the unique identifier for that user. The user will receive an activation email to this email address. The user will not be able to change the email address and will use it to log in to the portal to create scheduled conferences. The email address will be a video address that any other StarLeaf user can dial to reach this user First and Last name: A user's first and last name are displayed on the StarLeaf device. The names are also used in the directory, in voice and videomail, and when sending invites to conferences and invites to use StarLeaf Breeze Administrator for this organization: If enabled, this user will have administrator privileges including the ability to add and edit users, view conferences, call detail records etc Optional contact details: Cell, Work, and Home numbers. If specified, these will appear in the company address book Location: Select the user's location for the purposes of filtering the time zone dropdown menu Optional overrides for default language and time zone. Note time zone is used for StarLeaf devices and for StarLeaf voice and video messages. You configure the default language and time zone on the customer profile page Note: To set up a PSTN or SIP trunk connection for a customer, contact StarLeaf Technical Support. These are optional extras for a customer account. StarLeaf Tutorial Page 10 of 25
Provisioning users with endpoints Provisioning users with endpoints Provisioning a user means that you allocate a user with an endpoint or endpoints. This may or may not include the StarLeaf soft endpoint: StarLeaf Breeze. You will provision endpoints on the Add/Edit user page. Provisioning a user with StarLeaf Breeze 1. Select Allow Breeze. The Breeze login name is the user s email address. 2. Click Apply to submit the configuration changes. The user will receive an account activation email with instructions for that user to activate their account. During the account activation, the user will be provided with download instructions for Breeze. Provisioning a user with a StarLeaf Endpoint 1. For Type, select StarLeaf PT, PT Mini, Phone, or Touch. 2. Choose whether or not to send this user their account settings by email. Note: If provisioning a StarLeaf Group Telepresence device for a meeting room, refer to Provision Group Telepresence for a meeting room (p15). 3. Click Apply to submit the configuration changes. The cloud generates a unique quick-connect code for this user. When the user enters the quick-connect code on the StarLeaf Phone, the endpoint serial number is displayed on this portal page. For information about hardware installation, refer to installation guides available on www.starleaf.com/documentation. Disassociating an endpoint from a user To disassociate a StarLeaf endpoint from a given user, set user endpoint Type to None and click Apply. Disassociating an endpoint from a user returns the endpoint to its factory default settings. StarLeaf Tutorial Page 11 of 25
Disassociating an endpoint from a user View user status To view a customer's user status, on your reseller landing page, click next to the customer that you want to view. You will see the Users and meeting rooms page. Admin users are indicated by this icon: The Users and meeting rooms page displays live status information for Breeze and hardware endpoints: Online: provisioned and connected Offline: provisioned but not connected Disabled: not provisioned View endpoint connection status If you have enabled Show endpoints on Edit Users page in this organization's settings, you can also view connection details about a user's connected endpoints. To view connected endpoint information, go to the Edit user page for the user and look at the User's endpoints panel. This table shows connection details for the user's most recently connected devices. It shows up to the four most recently connected devices which can include a hardware endpoint and devices using Breeze. The table tells you whether or not the device is currently online and the results of the speed test. If the device is online, the Last connected time is the time the device connected. If the device is offline, the Last connected time is the time that the device disconnected. Note: This same information is available for Group Telepresence systems that have been configured as Meeting rooms. StarLeaf Tutorial Page 12 of 25
About StarLeaf video addresses How the cloud assigns video addresses How the cloud assigns video addresses Within an organization, every user and meeting room has a directory number and is also listed in the directory. StarLeaf users and StarLeaf guests can call each other by email address and this will work between organizations. Every user that is provisioned is also automatically assigned unique video addresses such that they are reachable from any standards-based video endpoint that is routable on the Internet. To view a user's video addresses, go to the Edit user page for that user and view the Dialing information. An example of what this might look like: Address types: Video address: The user's email address. StarLeaf users and StarLeaf guests can call each other by email address Directory number: The cloud assigns each user a directory number. Other StarLeaf users inside your organization can either choose to call someone from the directory (contacts), or they can dial the directory number of the person they want to talk to. In the above example, the directory number is 1100 Legacy addresses: The cloud provides legacy addresses for each user, meeting room, and conference. A legacy address is to be used by people outside the organization who are using legacy H.323 devices. The legacy addresses are created from the directory numbers and a unique organization ID that is assigned when a StarLeaf account is created in combination with the account H.323/SIP subdomain. When a user sends a guest invite, legacy dialing information for this user is also provided for the guest. This means that a guest can dial from existing video conferencing equipment if he prefers. A user's legacy video address is displayed on the settings > about screen of the StarLeaf Phone and Breeze Examples An example user is configured with these settings: Customer name: Example Customer H.323/SIP subdomain: demo-customer Organization ID: 87632 User First name: John StarLeaf Tutorial Page 13 of 25
How the cloud assigns video addresses User Last name: Doe User email address: john.doe@example.org User directory number: 1100 The cloud will assign these addresses for John Doe: video address: john.doe@example.org legacy video address: 876321100@example.call.sl StarLeaf Tutorial Page 14 of 25
How the cloud assigns video addresses Provision Group Telepresence for a meeting room Information about physically installing StarLeaf Group Telepresence is available at www.starleaf.com/documentation After the Group Telepresence has been physically installed, you need to provision it using the StarLeaf portal. To do this: 1. Log in to this customer's account on the StarLeaf portal. 2. Go to Users and meeting rooms > Add meeting room: a. Type a Video address for the meeting room. For consistency, we recommend typing something that looks like an email address in the company's email domain. The cloud will not send any email to this address. Note that this does not have to be a real email address, but it does need to be a unique address. b. Type the meeting room name as the Name. c. If this meeting room is in a time zone other than the default time zone for this StarLeaf account, change the time zone. To do so, use the Show time zones for the location drop-down menu to filter the Time zone drop-down menu. Using the correct time zone ensures the meeting room system displays the correct date and time. This also ensures that any scheduled conferences that will use this meeting room will be booked at the correct time. The default time zone is configured in the organization account profile. d. If this meeting room will need to use a language other than the default language for this StarLeaf account, choose the Language from the drop-down menu. e. In the Hardware endpoint section, for Type choose either StarLeaf GT mini or StarLeaf Group Telepresence 3. If this is a GT Mini, in Group Telepresence device settings, choose single or dual screen for Video output mode (depending on whether you are attaching one or two screens to the GT Mini. 4. Notice that there are additional advanced settings for audio controls. You will not need to alter these settings unless you encounter specific problems with the Group Telepresence system. These settings are described in the Group Telepresence Installation Guide, the GT Mini installation Guide, and in the tool tips in the portal user interface. 5. Click Apply. This causes the cloud to generate the quick-connect code. You will enter this code on the Phone or Touch. The picture below shows the portal configuration page for the Group Telepresence system. StarLeaf Tutorial Page 15 of 25
How the cloud assigns video addresses Edit customer directory A customer's directory (address book) can contain any contact details that it is useful for that customer to have in their address book. Clearly, this will include video addresses of partners, but might also include contacts' telephone and cell (mobile) details. Note: To set up a PSTN or SIP trunk connection for a customer, contact StarLeaf Technical Support. These are optional extras for a customer account. To edit a customer's directory: 1. Select Directory entries from navigation menu. 2. Select to add new directory entry. 3. Fill out contact entry details: First and Last name Work, home, and/or Cell number or address A contact address can be an IP address, a URI, or a PSTN number 4. Click Apply to submit any changes. Note: By default, the first three directory entries are support contacts. So long as you do not edit or delete these entries, they remain as Auto entries and can be updated by cloud upgrades. You can edit these if you prefer users to call an internal support person in the first instance. Directory entries that you make yourself will not be affected by cloud upgrades. StarLeaf Tutorial Page 16 of 25
Invite process About guest invites Guest invites allow StarLeaf users to invite guests to install Breeze (the StarLeaf software endpoint). In this way, a StarLeaf user can have a video call with anyone. Guest invites are included in the StarLeaf Call service at no extra cost for StarLeaf users. StarLeaf does not limit users on the number of guest invitations. To send a guest invite, a user simply chooses Invite from the home screen of a StarLeaf endpoint. If an invite is sent to a person who appears (by email address domain) to be associated with one of your customers, you will be notified. In this case, the guest will be added to that customer's organization. If an invite is sent to a person who appears (by email address domain) to be associated with your organization, you will be notified. In this case, the guest will be added automatically to your organization. In the case of a guest that subsequently wants to have a full StarLeaf account, you will have to contact StarLeaf support to have the original guest account deleted. (User email addresses must be unique in the StarLeaf cloud.) Invite process 1. A user, in this case Jad El Hage, chooses to send an invite by selecting Invite on his StarLeaf device: 2. Jad then types the email of the person he wants to invite and selects invite. 3. The invited person then receives an email which explains the invite. The invite provides a link to the Sign up page: StarLeaf Tutorial Page 17 of 25
Dialing from third-party endpoints 4. 5. The invited person, completes a short sign up form and downloads Breeze. Dialing from third-party endpoints The guest invite also provides a link to detailed instructions for how to dial the inviter from a third-party endpoint. This means that the guest has a choice: download Breeze or use existing video-conferencing equipment to call the inviter. The instructions cover a range of third-party manufacturers, for example, Cisco, Tandberg, Polycom, Lifesize, Sony. The picture below shows the invite email and the link to the instructions which are unique for each StarLeaf user: Default settings for a guest The inviter and the guest appear in each other's personal contacts The guest automatically has a speed dial for the person who sent the invite The inviter receives an email notification that the guest has signed up and logged in successfully Guests can video call and screen-share in HD with StarLeaf users Guests can join video conferences created by StarLeaf users Guests cannot call or be called from non-starleaf users (H.323 or SIP) Guests cannot create a video conference StarLeaf Tutorial Page 18 of 25
Default settings for a guest Guests do not have access to the company directory or presence information Guests cannot send invitations to other people StarLeaf Tutorial Page 19 of 25
Create a scheduled conference About conferencing There are three types of conference: ad hoc conferences: ad hoc conferences start immediately. You create an ad hoc conference when you are in a call; simply press create conference on your control panel: For information about simply adding more people into a call you have already made, refer to the StarLeaf User Guide for your system scheduled conferences: a scheduled conference begins at a particular time. Participants receive invites and instructions on how to join. Scheduled conferences are described below permanent conferences: a permanent conference is a virtual meeting room that you create and anyone can dial into it at any time (similar to a meet-me). When you create a permanent conference you can send out invites that tell your colleagues the dialing details. The dialing details never change and the conference is always joinable Create a scheduled conference To create a scheduled conference, log in to the StarLeaf portal. You will choose when your conference will take place and who will attend. Your attendees will receive email invites to your conference. To create a scheduled conference: 1. Go to portal.starleaf.com and log in (using your email address and the password you created when you activated your StarLeaf account). StarLeaf Tutorial Page 20 of 25
Create a scheduled conference 2. Go to My conferences > New conference. You will see the Add conference page: 3. Add the details you require for Title and Description. These will be included in the conference invites. 4. Add Attendees by email address. Separate email addresses with commas. You can include anyone's email address. If participants do not already have StarLeaf, invite emails describe how to sign up as a guest. The invite also describes how to join your conference from any other standards-based video conferencing equipment and includes PSTN (telephone) numbers for audio-only participants. 5. If there are Meeting rooms in your organization, you can add one or more, these do not receive invites, but your participants will know which meeting rooms will be in the conference if they want to walk along to the nearest one. 6. If this is a permanent conference, select Permanent. The conference will never end. It will be a virtual meeting, that anyone can dial into at any time. 7. Select a start and end time and date for your conference. 8. Set a repeat if this meeting will happen on a regular basis. 9. Advanced settings: Keep people on hold until: Use this setting to determine whether people will be able to talk to each other before you join the conference Time zone: If you are in a different time zone to the one displayed here, correct it. This will ensure that everyone to whom you send an invite will know the correct time for you conference 10. Click OK. StarLeaf Tutorial Page 21 of 25
Create a scheduled conference View call detail records If enabled on an organization's StarLeaf account, the portal will display call detail records (CDRs) to administrators. CDRs provide the details of caller, called party, the bit rate of the call, and how the call disconnected. CDRs can be downloaded from the portal as a CSV file. If CDRs are enabled on an account, an administrator will also be able to view details of current calls in progress. An example of CDRs is shown below. To see more information about a particular CDR, click. To download CDRs as a CSV file, click Download all CDRs. CDR information Seq ID: A unique identifier that the cloud gives to each call or conference. A call or conference will include more than one call leg Record ID:A unique identifier for a point-to-point call or for a call leg of a conference. This is the identifier required by Technical Support to uniquely identify a particular call leg Type: The type of call leg. This will be one of: initial: a leg in a point-to-point call consultation: the initial call is on hold and one of the initial callers is talking to a third person, possibly with the intention of transferring the call or creating a conference transferred: the initial call has been transferred conferencee: this is a call leg in a conference Start time and End time: When the call started (that is, when the call connected) and the time that the call ended Caller: If the call was initiated by a StarLeaf device, the caller is the directory number of the user who made the call and that user's name. If the caller is not using a StarLeaf device then this will another type of caller identifier depending on the calling device. For example, it could be a telephone number or a name from the far end Answered by: If the call was answered by a StarLeaf device, this is the directory number of the user who answered the call and that user's name. If the call is answered by another device, the cloud will display an identifier for the device it believes answered the call StarLeaf Tutorial Page 22 of 25
Create a scheduled conference Outcome:Whether or not the call was answered successfully. The outcome can be any one of: Not connected Not answered Answered successfully Answered elsewhere Answered, but terminated before media negotiation completed Ended whilst waiting in queue Moved into conference Ended whilst in waiting room Rejected Notified StarLeaf Tutorial Page 23 of 25
StarLeaf documentation Getting more help StarLeaf documentation For more information about StarLeaf products, refer to www.starleaf.com/documentation Note that the portal itself provides you with tool tips. There is a cloud troubleshooting guide for administrators available from www.starleaf.com/documentation StarLeaf support Report any issue you encounter to StarLeaf support: Email: support@starleaf.com Video address: support@starleaf.call.sl Tel: +44 1923 695003 StarLeaf Tutorial Page 24 of 25
Legal information Third party software acknowledgements Acknowledgements of third-party software are available at: www.starleaf.com/support/legal Disclaimers and notices Copyright StarLeaf 2013. All rights reserved. Third party software acknowledgements This guide may not be copied, photocopied, translated, reproduced, or converted into any electronic or machine-readable form in whole or in part without prior written approval of StarLeaf Limited. StarLeaf Limited reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of StarLeaf Limited to provide notification of such revision or change. StarLeaf Limited provides this documentation without warranty, term, or condition of any kind, either implied or expressed, including, but not limited to, the implied warranties, terms or conditions of merchantability, satisfactory quality, and fitness for a particular purpose. StarLeaf Limited may make improvements or changes to the product(s) and/or the program(s) described in this documentation at any time. All other product and company names herein may be trademarks of their respective owners. StarLeaf Tutorial Page 25 of 25