V-CUBE Sales & Support User Manual V-cube, Inc. 2013/12/20 This document is the user manual for V-CUBE Sales & Support. 2013 V-cube, Inc. All Rights Reserved.
Revision history Revision date Details 2013/12/20 Changed the program behaviour so that the check boxes of email addresses added to the Address Book are not selected by default when setting up invitation emails Added a monthly calendar on the Schedule page 2013/09/10 Added staff number to Preferences Added a folder feature to the storage functionality 2013/07/26 Added the Address Book functionality Added functionality to add email addresses to the Address Book while scheduling a meeting 2013/05/30 Renamed Invitee to Participants in the Detail Settings section in Schedule Meeting 2013/05/21 Updated images and messages for the new version 2011/09/07 Message update: Member > Staff UI update: Schedule Meeting in the global menu 2011/05/19 Added functionality to schedule a meeting Archive: Added on-demand settings Meeting room: Camera use by customers 2010/10/14 16:9 interface layout setting and default interface layout setting 2010/06/29 Added description of Exit mode and each type of mute mode 2010/05/17 The service was renamed from "Nice to meet you Sales & Support" to "V-CUBE Sales & Support" 2010/2/24 Added functionality to configure the default settings to allow operations Added a simple checker function on the main page 2009/10/28 Added functionality to change the Sharing display size Replaced images for the instant messaging function 2009/09/09 Modified layout in the manual and replaced some images Updated the following items Added the setting to show or hide the Client Desktop Share button 2009/07/12 Some screen captures were changed corresponding to some changes in the design Added an operation to change a banner on the Presentation Video Details page Added a simplified checker functionality Added a method for sorting archives Added an operation to use the preview function with files that have been uploaded in advance Added an operation with the functionality to select protocols 2009/03/28 Renamed "MY page" to "Staff page". Changed certain images Added the following items Functionality to search for meeting rooms Going to the top of an uploaded document on the whiteboard Display of a thumb nail and name of uploaded documents 2013 V-cube, Inc. All Rights Reserved.
Automatic update of the Archive page Functionality to upload files by email How to use the knock function 2008/12/22 Added the automatic recording function 2008/09/19 Modified to save the name when a customer enters a meeting room 2008/07/18 Changed the display of the Room Settings 2008/05/28 Added a description of URLs for viewing presentation videos and the manager function 2008/01/21 Added functionality to search the whiteboard 2013 V-cube, Inc. All Rights Reserved.
Details 1 About this Manual... - 1-2 V-CUBE Sales & Support... - 1-3 How to use V-CUBE Sales & Support... - 1-3.1 Outbound Communication... - 1-3.2 Inbound Communication... - 1-4 Participants using Sales & Support... - 2-4.1 Staff Members... - 2-4.1.1 Administrators... - 2-4.1.2 General Users... - 2-4.2 Customers... - 2-5 Getting Started (Connecting with a Web Camera and Headset)... - 3-6 Logging In as a Staff Member... - 3-6.1 View of the Main Page for Staff Members... - 4-6.1.1 Preferences... - 5-7 Manage Storage... - 6-7.1 Displayed Storage... - 6-7.1.1 Display of Shared Storage... - 7-7.1.2 Display of Personal Storage... - 7-7.2 Uploading Files... - 8-7.2.1 Supported Formats... - 9-7.2.2 Preview of Uploaded Files... - 9-7.2.3 Preview of Video Files (Video Details)...- 10-7.3 Creating Folders... - 11-7.3.1 Folder Hierarchy...- 12-7.3.2 Editing Folders...- 12-7.4 Managing Uploaded Files...- 13-7.4.1 Searching Files...- 13-7.4.2 Renaming a File...- 13-7.4.3 Adding Files to Favorites...- 14-7.4.4 Removing Files from Favorites...- 16-7.4.5 Deleting Files...- 16-7.4.6 Sorting...- 17-7.4.7 Copying Files...- 17-7.4.8 Moving Files...- 18-8 Configuring Room Settings...- 19-8.1 Changing Room Settings and the Impact of Such Changes...- 19-8.2 All Settings...- 20-8.2.1 Renaming a Room...- 20-8.2.2 Setting and Cancelling a Room Password...- 21-8.2.3 Setting Up and Disabling Automatic Recording...- 22-8.3 Display Settings...- 22-8.3.1 Enabling/Disabling the Customer's Camera...- 22-2013 V-cube, Inc. All Rights Reserved.
8.3.2 Showing/Hiding the Customer's Video Image...- 23-8.3.3 Default Interface Layout Setting...- 23-8.3.4 Displaying the Desktop Share Button...- 24-8.4 Configuring the Default Settings to Allow Use of Functionality...- 24-8.4.1 Configuring the Default Settings to Allow Use of Functionality...- 24-8.5 Banner Upload...- 24-8.5.1 Setting a Banner...- 24-8.5.2 Embedding URL into a Banner as a Hyperlink...- 26-9 Setting Up the Staff Page...- 27-9.1 Setting Up the Staff Page...- 27-9.1.1 Using an Image for the Staff Page...- 27-9.1.2 Setting Up an Email Address... - 28-9.1.3 Displaying a Comment...- 28-9.1.4 Applying the Staff Page Settings...- 28-9.2 Checking How the Staff Page is Displayed...- 29-10 Uploading Files in Advance...- 29-10.1 Uploading Files in Advance...- 29-10.1.1 Uploading Files in Advance...- 29-10.2 Editing and Checking Uploaded Files...- 31-10.2.1 Renaming a File...- 31-10.2.2 Deleting Documents that Have Been Uploaded in Advance...- 31-10.2.3 Rearranging the Order of Documents...- 32-10.3 Checking Documents that Have Been Uploaded in Advance...- 32-11 Checking Messages...- 33-11.1 Checking Message Details...- 33-11.2 Deleting Messages...- 34-12 Changing Account Information...- 34-13 Scheduling Meetings...- 35-14 Checking, Changing and Cancelling a Scheduled Meeting...- 40-14.1 Rearranging the Order of Documents in Upload File...- 40-15 Schedule...- 41-16 Scheduled Meeting (during and after the Scheduled Time)... - 42-17 Checking Archives...- 43-17.1 Viewing Archives...- 43-17.1.1 Viewing Whiteboards...- 43-17.1.2 Printing Whiteboards...- 44-17.1.3 Deleting Whiteboard Records...- 46-17.1.4 Viewing Archived Videos...- 47-17.1.5 Deleting Videos Records...- 48-18 Entering a Room...- 49-18.1 Entering a Room...- 49-18.2 Entering a Room in the Low Bandwidth Mode...- 54-19 Using Sales & Support as a Customer...- 55-19.1 Accessing a Room as a Customer...- 55-19.1.1 Outbound Communication...- 55-19.1.2 Inbound Communication...- 56-2013 V-cube, Inc. All Rights Reserved.
19.2 Entering a Room as a Customer...- 57-19.2.1 Entering a Room...- 57-19.2.2 Leaving a Message...- 57-20 Using a Meeting Room...- 59-20.1 Using a Meeting Room...- 59-20.1.1 Meeting Room...- 59-20.2 Using Meeting Room Functionality...- 61-20.2.1 Configuring the Priority Communication Protocol To Use When Users Enter a Room...- 61-20.2.2 Recording a Meeting (Manual Recording/Automatic Recording)...- 62-20.2.3 Allowing Customers To Perform Specific Operations...- 63-20.3 Using the Whiteboard...- 63-20.3.1 Selecting a Colour...- 64-20.3.2 Selecting Text/Pen Size or Line Thickness...- 64-20.3.3 Freehand Drawing on the Whiteboard...- 64-20.3.4 Entering Text onto the Whiteboard Using Your Keyboard...- 65-20.3.5 Drawing Shapes on the Whiteboard...- 65-20.3.6 Undoing Text Entry, Shapes, etc....- 65-20.3.7 Giving Explanations while Pointing at Documents...- 65-20.3.8 Uploading Files Saved in Your Computer...- 66-20.3.9 Uploading Files Saved in Storage...- 67-20.3.10 Using the Upload Files by E-mail Functionality...- 69-20.3.11 Moving to the First Page or Other Pages of Files on the Whiteboard...- 70-20.3.12 Checking Documents Independently...- 71-20.3.13 Zooming In and Moving Documents...- 71-20.3.14 Printing the Displayed Whiteboard...- 71-20.4 Using Instant Messaging...- 72-20.5 Distributing Documents (Files Saved to the Local Disk)...- 73-20.6 Using the Personal Whiteboard...- 74-20.6.1 Capturing Files from the Shared Whiteboard onto the Personal Whiteboard...- 76-20.6.2 Uploading Files on the Personal Whiteboard to the Shared Whiteboard...- 77-20.7 Playing Videos on the Whiteboard... - 78-20.8 Configuring Preferences...- 80-20.8.1 Switching Web Cameras...- 80-20.8.2 Changing the Camera Capture Size and Frame Rate...- 80-20.8.3 Switching Microphones and Adjusting Input Volume...- 82-20.8.4 Switching Off Your Camera and Microphone...- 83-20.8.5 Changing Your Status to Away by Switching Off Both Your Camera and Microphone...- 83-21 System Requirements...- 84-21.1 Minimum System Requirements...- 84-21.2 Recommended System Requirements...- 84-2013 V-cube, Inc. All Rights Reserved.
1 About this Manual This Manual provides instructions on how to use V-CUBE Sales & Support (or "Sales & Support"). This manual mainly describes how staff and customers who are general users can log in and operate Sales & Support. Refer to the Administrator Manual for information on how administrators use Sales & Support. 2 V-CUBE Sales & Support Sales & Support is a web support tool based on our video conferencing system V-CUBE Meeting. This service can be accessed by going to a specified URL on your web browser. This service makes it possible for you to have face-to-face conversations. 3 How to use V-CUBE Sales & Support There are basically two ways of using Sales & Support. 3.1 Outbound Communication Outbound communication involves your staff approaching customers. You can immediately start a business meeting while sharing video and files once you have notified the customer of a simple URL once a meeting room has been prepared on the website. 3.2 Inbound Communication Inbound communication involves customers visiting a meeting room through a gateway you have prepared on your website. Inbound services offer an internet-based virtual shop that can be visited freely by customers using their PCs. Customers can see the faces of your staff members, who share relevant documents with the customers to describe your services or products in a similar way as is done in a normal shop. 2013 V-cube, Inc. All Rights Reserved. - 1 -
4 Participants using Sales & Support 4.1 Staff Members A staff member is a user who guides a customer user by showing videos and other documents. Staff members can operate all the available functions in a meeting room. Staff are divided into two types of users - namely, "administrators" and "general users". This manual mainly describes how general users can use Sales & Support. 4.1.1 Administrators Administrators manage all the functions provided in Sales & Support. Such users can manage Account Info of administrators of Sales & Support in addition to whiteboards and general users. Main roles of administrators Managing archives Managing storages Setting up meeting rooms Configuring the settings for uploading files by email Configuring the settings for inbound communication and adding inbound staff members Managing staff members Restricting staff members (in each room) from using certain functionality Managing changes in account information Downloading user statistics Contract-related inquiries 4.1.2 General Users General users are users who can access a meeting room using Sales & Support. Main functionality available to general users Using meeting room Viewing archives Managing storage Service-related enquiries 4.2 Customers Customers are participants who are briefed on products and services while seeing a video image and other documents. Unlike staff members, these users can make operations in a meeting room only when permission is given by staff members. Customers can use the whiteboard, file cabinet and instant messaging only when permission is given by staff. The simplified checker helps customers to easily check if they can use V-CUBE with their computers. The results are displayed as an S, A, B, C, D or F grade. 2013 V-cube, Inc. All Rights Reserved. - 2 -
5 Getting Started (Connecting with a Web Camera and Headset) Any user must connect a camera to the computer for using Sales & Support. In order to listen to the audio from the computer, a headset also needs to be connected. Note 1. Refer to the instruction manual for your camera and headset to connect them properly to your computer. 6 Logging In as a Staff Member Log into Sales & Support as a staff member. You need to log in to Sales & Support through the V-CUBE website to use the service. Step 1. Go to the login page. Step 2. Click LOGIN on the V-CUBE website (http://www.vcube.com). Step 3. Click Sales & Support. Step 4. Enter your user ID and password. Step 5. Click the Login button. You have now logged in. 2013 V-cube, Inc. All Rights Reserved. - 3 -
6.1 View of the Main Page for Staff Members The main page appears after you log in. The following example shows how to view the main page. 1) 2) 3) 9) 10) 4) 5) 6) 7) 8) 1) Click each item in the menu bar to go to the page for operating it. Reservation - Enables you to schedule a new meeting or edit the schedule. Schedule - Enables you to check the details of a scheduled meeting or reschedule or cancel the meeting. Archive - Enables you to check the records of finished meetings (e.g., videos and whiteboards). Storage - Enables you to upload and manage documents and videos. Others - Displays the Tools page, Manuals page, FAQ (list of frequently asked questions), Ask Us page and Preferences page. 2) You can check the status of meeting rooms in use, the number of users in the meeting rooms and names of participants. 3) Location and language settings can be configured. 4) Enables you to enter a meeting room. Note 1. When entering a meeting room using the Start, recording does not start until both the staff member and customers enter the room. The Low Bandwidth Mode helps adjust bandwidth for video streaming in meeting rooms and reduces the frame rate so that meetings can proceed smoothly even on low-speed connections. Use this mode when the connection speed is less than the required level. Note 2. The page settings are made according to the following rule. - If you are registered as an inbound staff member, inbound settings are applied. 5) Enables you to check the optional functionality. 6) Enables advanced settings for Room Settings. 7) Enables you to check registered messages. 2013 V-cube, Inc. All Rights Reserved. - 4 -
8) Takes you to the Schedule Meeting page. 9) Enables you to log out from the User page. 10) Displays a list of maintenance data. 6.1.1 Preferences Click Preferences in the Others tab to go to the Preferences page. You can change Location, Language, Time Zone and Name. Once you have configured the settings, you will no longer need to configure them when you log in next time using the same computer. (a) (b) (d) (e) (c) (a) Location Enables you to select your current location. (b) Language Enables you to select the language to be used in Sales & Support. (c) Time zone Enables you to select your time zone. (d) Name Enables you to set a name to be used for entering a meeting room. Note 1. Normally, the name set up in the Room Settings is used when a user enters a meeting room. If any name is set up in Preferences, however, that name in Preferences is displayed as priority. (e) Staff Number A user can access a staff page by entering a staff number after accessing the 121. vc address. 2013 V-cube, Inc. All Rights Reserved. - 5 -
7 Manage Storage In the Manage Storage page, you can upload or manage documents, images and videos. The uploaded files on this page can be used for Pre-upload Files when you schedule a meeting or for uploading documents during a meeting. Documents managed on a per ID basis can be easily used anytime and as many times as necessary for any purpose you may have. Note 1. Video files cannot be uploaded during a meeting. Pre-upload Files setup must be always performed when you schedule a meeting. 7.1 Displayed Storage There are two kinds of storage shared storage and personal storage. The displayed storage differs according to the account you use for logging in. - Shared storage This shared storage is displayed when you log in using your administrator ID or general user ID. The storage is commonly used with an administrator ID and with general user IDs that are linked to the administrator ID. Only the shared storage is displayed when you log in with your administrator ID. - Personal storage Personal storage is specific to each general user ID, and is only displayed when you log in with your general user ID. Both the shared storage and personal storage are displayed when you log in with your general user ID. Note 2. The shared storage is not displayed and only the personal storage is displayed when the use of shared storage with your general user ID is restricted on the Admin page. 2013 V-cube, Inc. All Rights Reserved. - 6 -
ID Use of shared storage Use of personal storage Administrator ID General user ID Note 3. Not displayed when the use of the shared storage is restricted on the Admin page. 7.1.1 Display of Shared Storage Note 1. The following example is a view when All Files is selected. 1) 2) 3) 1) All files saved in the shared storage are displayed. 2) All the files added to Favorites are displayed. 3) In the shared storage, the files uploaded by users logged in with their administrator ID as well as the files on the personal whiteboard are displayed. In addition, the files belonging to the shared storage after being moved or copied from the personal storage are displayed. 7.1.2 Display of Personal Storage Note 1. The following example is a view when All Files is selected. 6) 1) 2) 3) 4) 5) 1) All files saved in the personal storage and shared storage are displayed. 2) All the files added to Favorites are displayed. 3) The files you own (files uploaded after you have logged in using your general user ID) are displayed with a mark representing human figure next to them in the Shared/Personal section. The files you own can always be identified even after the files are renamed or moved/copied between the personal storage and the shared storage. However, files cannot be copied or moved from here. 2013 V-cube, Inc. All Rights Reserved. - 7 -
4) In the personal storage, the files uploaded by users logged in with their general user IDs as well as the files on the personal whiteboard are displayed. In addition, the files belonging to the personal storage after being moved or copied from the shared storage are displayed. 5) In the shared storage, the files uploaded by users logged in with their administrator IDs as well as the files on the personal whiteboard are displayed. In addition, the files belonging to the shared storage after being moved or copied from the personal storage are displayed. 6) Files belonging to the personal storage or shared storage can be checked. The files you own (files uploaded after you have logged in using your general user ID) are displayed with a mark representing human figure next to them. 7.2 Uploading Files Step 1. Click the Upload button. Step 2. Click the Browse button, select the files from the file selection screen of your computer and click the Open button. Step 3. Select Normal or High Quality and click the Submit button. When High quality is selected, the details of the uploaded documents such as words and diagrams can be displayed more clearly than when uploaded normally. The High Quality mode does not support images and videos. 2013 V-cube, Inc. All Rights Reserved. - 8 -
Step 4. Click the OK button. Newly uploaded files are displayed at the top. Note 1. The documents uploaded by logging in with a general user ID are displayed only in the personal storage. They are not displayed in the shared storage. (They can be copied or moved) 7.2.1 Supported Formats The supported formats are as follows. The supported formats can be viewed by clicking Supported Formats link displayed on the right side of You are currently using. 7.2.2 Preview of Uploaded Files Step 1. Click a file name. 2013 V-cube, Inc. All Rights Reserved. - 9 -
The preview is displayed. Document and image files Video files 7.2.3 Preview of Video Files (Video Details) 1) 2) 3) 4) 5) 1) Displays the uploaded video. The video can be played back to check the content. 2) The properties of the video (File Name, Description, Upload date/time, Duration and File Size) are displayed. Changes can be made with the title and description section. The changes can be applied by editing the entry and clicking the CHANGE button. Enter a title of up to 30 characters long and a description of up to 200 characters long. 3) Displays the history of meetings that used video streaming. 4) Returns to the Manage Storage page. 5) Deletes the video. Note that if you delete a video, you can no longer play it back in a meeting that uses video streaming or in the Archive. Be careful as you cannot undo the deletion of any videos. 2013 V-cube, Inc. All Rights Reserved. - 10 -
7.3 Creating Folders Folders can be created for organising and managing the files that have been uploaded in the Manage Storage page. Note 1. The following example describes a procedure for creating a folder in the shared storage after logging in with a general user ID. Step 1. Click the pull-down menu on the Shared Storage or Personal Storage icon. Step 2. Click Create New. Step 3. Enter the folder name and click the Submit button. Step 4. Click OK. The newly created folder is displayed. 2013 V-cube, Inc. All Rights Reserved. - 11 -
7.3.1 Folder Hierarchy After creating a folder in the shared storage or personal storage, click the pull-down menu on the icon of the newly created folder and then click Create New to create a new subfolder inside it. Folders can be created using up to four hierarchy levels including the shared storage and personal storage folders. In the Manage Storage page, folders are displayed at up to two hierarchy levels. Click the + on the left side of the folder icon to display more folders as necessary. (The + button displayed on the left side of the folder indicates that there is a subfolder inside that folder.) Note 1. The above example shows folders in the shared storage. The personal storage works the same way. Note 2. The number of folders is limited to up to 30 folders for each of the shared and personal storage. 7.3.2 Editing Folders Folders created under the shared/personal storage can be renamed, moved and deleted. Step 1. Select the action you want to execute in the pull-down menu next to the icon of the folder you want to edit. Step 2. To rename the folder, enter a folder name and click the Submit button. To move the folder, select a destination folder and click the Submit button. Note 1. When you log in with your general user ID, you can move the folder between the personal and shared storage. Only the personal storage, not the shared storage, is displayed when the use of shared storage is restricted on the Admin page. 2013 V-cube, Inc. All Rights Reserved. - 12 -
7.4 Managing Uploaded Files The files uploaded on the Manage Storage page can be searched, renamed, added to favourites, deleted, copied and moved. Files can also be managed and organised in different folders. 7.4.1 Searching Files There are two ways to search files. (1) Entering keywords Step 1. Enter keywords and click the Search button. Click the button to clear search keywords. (2) Filtering with search options Step 1. Click the button to filter your search. 7.4.2 Renaming a File Step 1. Select the check box next to the file you want to rename. 2013 V-cube, Inc. All Rights Reserved. - 13 -
Step 2. Click Change File Name in the Others tab. Step 3. Enter a file name and click the Submit button. Enter a name of up to 255 characters long. Step 4. Click OK. 7.4.3 Adding Files to Favorites There are two ways to add files to Favorites. (1) Selecting and adding files Step 1. Select the check boxes of the files you want to add to Favorites. All files can be selected or de-selected by selecting or clearing the check box in the blue circle. 2013 V-cube, Inc. All Rights Reserved. - 14 -
Step 2. Click Add Favorites in the Others tab. Step 3. Click OK. Once files are added to Favorites, the corresponding buttons turn yellow. Step 4. Click Favorites. You can view the list of files you added to Favorites. (2) Adding by clicking the button. Step 1. Click the buttons next to the files you want to add to Favorites. Once files are added to Favorites, the corresponding buttons turn yellow. Step 2. Click Favorites. You can view the list of files you added to Favorites. 2013 V-cube, Inc. All Rights Reserved. - 15 -
7.4.4 Removing Files from Favorites Step 1. Click the buttons next to the files you want to remove from Favorites. Once files are deleted from Favorites, the corresponding buttons change from being yellow back to their original colour. 7.4.5 Deleting Files Step 1. Select the check boxes next to the files you want to delete. All files can be selected or de-selected by selecting or clearing the check box in the blue circle. Step 2. Click the Delete button. Step 3. Click the OK button in the confirmation dialogue box. 2013 V-cube, Inc. All Rights Reserved. - 16 -
Step 4. Click the OK button. Note 1. Files are deleted from the Manage Storage page. Any deleted files that have been added to Favorites are also deleted from Favorites. (Files are deleted from the shared or personal storage when you delete these files from the Favorites page.) 7.4.6 Sorting Files can be displayed in order of their File Names, File Extension, File Size or Last Update by clicking the arrow keys displayed on the right side of the respective items. 7.4.7 Copying Files Step 1. Select the files you want to copy. All files can be selected or de-selected by selecting or clearing the check box in the blue circle. Step 2. Click the Copy button. 2013 V-cube, Inc. All Rights Reserved. - 17 -
Step 3. Select the destination and click the Submit button. When there is more than one folder, select the destination folder. Using personal storage, files can be copied from and to the shared storage. Step 4. Click OK. 7.4.8 Moving Files Step 1. Select the files you want to move. All files can be selected or de-selected by selecting or clearing the check box in the blue circle. Step 2. Click the Move button. Step 3. Select the destination and click the Submit button. When there is more than one folder, select the destination folder. Using personal storage, files can be moved from and to the shared storage. Step 4. Click OK. 2013 V-cube, Inc. All Rights Reserved. - 18 -
8 Configuring Room Settings 8.1 Changing Room Settings and the Impact of Such Changes [Room settings page] 1) 2) 3) 4) 5) 6) 1) Room name The currently assigned name of the room is displayed. 2) Room Settings The following settings can be changed in the Room Settings. Room name Room password Enable/Disable automatic recording Show/Hide video of customer Default interface layout setting Show/Hide the Client Desktop Share button (enabled only for subscribers to the PC screen share option) Initial permission settings for using whiteboard and instant messaging and for printing documents Banner registration (attached and displayed in the meeting room page as seen by the customer) Note 1. The settings configured in the Room Settings are reflected in the room name displayed on the Main page, the display on the upper left corner of the room after entering a meeting room and the name displayed on the Room Settings page. 3) Staff Page Settings The gateway display for customers can be changed. 4) File Manager You can upload files to the whiteboard in advance. 5) Message List You can manage messages. 6) Account Info You can change your login name and password. 2013 V-cube, Inc. All Rights Reserved. - 19 -
8.2 All Settings 8.2.1 Renaming a Room Step 1. Click Room Settings on the Main page. Step 2. Click Room Settings. Step 3. Click the Change button beside Room Settings. Step 4. Enter the name you want. Step 5. Click OK. You have now renamed the room. 2013 V-cube, Inc. All Rights Reserved. - 20 -
8.2.2 Setting and Cancelling a Room Password Once a password is set for a room, customers need to enter the password in order to enter the room. The staff needs to inform customers of the password in advance by phone, email or other means. Step 1. Click the Change button beside Room Name. Note 1. OFF is selected by default. Step 2. Enter a password and click OK. This completes the setup of a password for a room. Disabling the password for a room 1) Click the Change button. Click the OK button in the confirmation dialogue box. You have now disabled the password. 2013 V-cube, Inc. All Rights Reserved. - 21 -
8.2.3 Setting Up and Disabling Automatic Recording On the Room Settings page, you can configure the meeting room setting to enable automatic recording. Recording automatically starts when the automatic recording is enabled and the second person enters a meeting room. Step 1. Click the Change button of Automatic Recording. Note 1. OFF is selected by default. The setting changes into ON. In order to restore OFF, click the Change button again. This completes the operations to enable or disable automatic recording. 8.3 Display Settings 8.3.1 Enabling/Disabling the Customer's Camera When OFF is selected, the customer's image is hidden both on the meeting room page as seen by both the staff member and the customer. Step 1. Click the Change button in the Open Client Video Stream section in the Room Settings. Note 1. ON is selected by default. The status changes to OFF. The customer's video image is hidden also on the meeting room page as seen by a staff member who enters the meeting room. In order to restore ON, click the Change button again. This completes the setting to enable or disable the customer's camera. 2013 V-cube, Inc. All Rights Reserved. - 22 -
8.3.2 Showing/Hiding the Customer's Video Image After you choose to hide the customer's video image, the image of the customer is no longer displayed on the screen of the customer. The video image of the staff member is still displayed on the customer's screen (if the customer's camera is enabled). Step 1. Click the Change button in the Client video section. Note 1. Shown is selected by default. The setting changes to Unshown. In order to restore Shown, click the Change button again. (The customer's camera use needs to be ON in order to display the customer's video image.) This completes the operation to show or hide the customer's video image. 8.3.3 Default Interface Layout Setting Default interface layout setting enables you to change the interface layout when users enter a meeting room. The leftmost layout in the image is selected by default. The layout can be changed after you enter a meeting room. Step 1. Select the layout you want to display when users enter a meeting room and click Change button. Note 1. The page settings are made according to the following rule. 1) If you are registered as an inbound staff member, inbound settings are applied. 2013 V-cube, Inc. All Rights Reserved. - 23 -
8.3.4 Displaying the Desktop Share Button This item is displayed for users who are subscribed to the PC screen share option for using the desktop share function. You can show or hide the Desktop Share button on a meeting room page as seen by customers entering the room by selecting Show or Unshown for the Client Desktop Share Button. Step 1. Click Change. This completes the configuration of display settings related to desktop sharing. 8.4 Configuring the Default Settings to Allow Use of Functionality 8.4.1 Configuring the Default Settings to Allow Use of Functionality You can choose the default setting either to allow or deny the use of each function on the customer's page. Step 1. Click the Change button. Select either ON or OFF. 8.5 Banner Upload 8.5.1 Setting a Banner You can set up an image to be displayed in the room by uploading a banner on this page. Note 1. Unshown must be selected for the customer's video image in order to display a banner. If no camera device is set up in the customer's computer, the banner will always be displayed even when Shown is selected for the customer's video image. Step 1. Open the Room Settings page. Step 2. Click the Browse button in the Room Banner section. 2013 V-cube, Inc. All Rights Reserved. - 24 -
Step 3. Click the Open button after selecting the image you want to use from your computer. Note 2. You can use a file in JPEG, GIF or PNG format. Note 3. The recommended size for an image is 288 pixels wide x 216 pixels high. In practice, however, an image of up to 500 pixels wide x 300 pixels high can be uploaded. Step 4. Click the UPLOAD button. Click the See the image link to check the banner that has been set up. You have now set up a banner. Deleting a previously set up banner 1) Open the Room Settings page. 2) Click the Delete button in the Room Banner section. You have now deleted a banner image. 2013 V-cube, Inc. All Rights Reserved. - 25 -
8.5.2 Embedding URL into a Banner as a Hyperlink A URL can be embedded into a registered banner as a hyperlink. Participants can click the banner in the meeting room to open the registered URL site. Step 1. Embed the URL into a Banner URL field and click the Edit button. Step 2. Click the OK button. This completes the setup of a banner URL. Removing a previously set up banner URL 1) Click the Unset button. You have now removed the previously set up banner URL. 2013 V-cube, Inc. All Rights Reserved. - 26 -
9 Setting Up the Staff Page You can set up the page as seen by customers when they enter the meeting room during outbound communication. This setting is applied to the gateway for the customer. Note 1. Below, this page is called the "staff page". 9.1 Setting Up the Staff Page Step 1. Click Room Settings on the Main page. Step 2. Click Staff Page Settings. 9.1.1 Using an Image for the Staff Page You can display a still image on the Staff Page. Note 1. You can display an image with a JPEG, GIF or PNG extension. Step 1. Click the Browse button. Step 2. Click the Open button after selecting the image you want to use from your computer. You have now configured the display setting of an image. 2013 V-cube, Inc. All Rights Reserved. - 27 -
9.1.2 Setting Up an Email Address The setting works when you receive one word messages from your customers or when you use Customer Information Entry page that becomes available when the inbound function is set up. In the case of using Customer Information Entry page offered in the inbound function, a page is established for customers for entering necessary data before entering a room to use Sales & Support. The entered data are sent to the email address specified in this section. Step 1. Enter the email address you want to use. 9.1.3 Displaying a Comment Enter the title and main text of the comment that you want to display on the Staff Page. Step 1. Fill in the blank section with the comment you want to display. 9.1.4 Applying the Staff Page Settings You can apply your settings in 9.1.1 to 9.1.3 on the Staff Page. Step 1. Click the Submit button at the bottom of the Staff Page Settings page. You have now configured the staff page settings. 2013 V-cube, Inc. All Rights Reserved. - 28 -
9.2 Checking How the Staff Page is Displayed You can check how the entered data are displayed on the Staff Page. Step 1. Click here on the Staff Page URL. The following figure shows an example view to check if your settings are applied. 10 Uploading Files in Advance You can upload files to the whiteboard in the meeting room in advance. 10.1 Uploading Files in Advance 10.1.1 Uploading Files in Advance Step 1. Click File Manager. 2013 V-cube, Inc. All Rights Reserved. - 29 -
Step 2. Click Upload from Storage button. Step 3. Select the check boxes next to the files you want to upload. Step 4. Click the Add button. Note 1. The files need to be uploaded in the Manage Storage page in advance. Both the shared storage and personal storage are displayed when you log in and schedule a meeting with a general user ID. The following example is a screenshot showing the page displayed after a user logs in with an administrator ID. 3) 2) Step 5. Enter a file name. Note 2. Up to ten files can be uploaded in advance. Note 3. Files saved on the personal whiteboard (with the.wbs extension) cannot be selected. Note 4. You can assign a name for the document and register it during the file upload. If no document name is assigned, the file name is automatically used. 2013 V-cube, Inc. All Rights Reserved. - 30 -
Step 6. Click the Change button. Step 7. Click OK. This completes the process for uploading files in advance. 10.2 Editing and Checking Uploaded Files A list of uploaded files is displayed on the pre-upload page. 10.2.1 Renaming a File Step 1. Type in a new file name to replace the old one. Note 1. At present, converted normal files and high-resolution files are indicated in the same way. Step 2. Click the Change button. You have now renamed a file. 10.2.2 Deleting Documents that Have Been Uploaded in Advance Step 1. Click the Delete button. Step 2. Click OK. Alternatively select the batch delete check box and click Change. You have now deleted a document that was uploaded in advance. 2013 V-cube, Inc. All Rights Reserved. - 31 -
10.2.3 Rearranging the Order of Documents You can rearrange the order of documents to be displayed on the whiteboard when you enter a meeting room. Step 1. Click to rearrange the display order. Step 2. Click the Change button. You have now rearranged the order of the displayed documents. 10.3 Checking Documents that Have Been Uploaded in Advance The file names of converted documents are displayed in blue text and are clickable. Files that are being converted and converted files whose pages have not been updated are displayed in black text and are not clickable. Step 1. Click the file name of the document you want to check. A preview pane of the uploaded file will appear on the page. Press the Esc on your keyboard, or click on the preview pane or the grey part to close the pane. 2013 V-cube, Inc. All Rights Reserved. - 32 -
11 Checking Messages You can check messages received from customers. 11.1 Checking Message Details Step 1. Click Message List. Step 2. Click a message in blue text. Details of the message are displayed as shown in the figure below. 2013 V-cube, Inc. All Rights Reserved. - 33 -
11.2 Deleting Messages Step 1. Select check boxes next to the messages you want to delete. Step 2. Click the Delete button at the bottom of the page. You have now deleted the messages. 12 Changing Account Information You can change the user names and passwords for a room. Step 1. Click Account Info. Step 2. Enter updated information in the field you want to change. Note 1. Enter the new password twice to confirm it. Step 3. Click the Next button. You have now changed account information. 2013 V-cube, Inc. All Rights Reserved. - 34 -
13 Scheduling Meetings Staff users can schedule meetings at their assigned room. Step 1. Click Reservation. Perform the necessary setup on the Schedule Meeting page. Step 2. Set the date and time of the meeting. Any scheduled meetings are displayed. Step 3. Enter the meeting room name. Step 4. Set whether to send a reminder email. Selecting this option will cause the invitation email to be resent an hour or two before the meeting starts. Note 1. The reminder will not be sent when there is less than an hour before the meeting starts at the time when the meeting is scheduled. 2013 V-cube, Inc. All Rights Reserved. - 35 -
Step 5. Set up one invitee (customer) and one staff member, as well as the inviter's information. All items are required. The name of Account Info and the email address of Staff Page Settings are displayed in the Staff and Inviter's section. (The entries can be edited.) - Selecting participants from the address book You can add participants by retrieving email addresses that are already registered in the address book. Up to 500 email addresses can be registered in an address book free of charge. (1) Click the Address Book button. (2) Select the check box next to the person you want to invite and click the Add button. A new person can be registered by clicking the Add Member button. Select the check box next to Enter name group, or e-mail address and search while performing a search in order to check email addresses that are registered in the Address Book of other staff members. 2013 V-cube, Inc. All Rights Reserved. - 36 -
Step 6. Set a password for accessing the room or archive. Step 7. Configure various settings of the meeting to be scheduled. (If no settings are specified, the settings of the room are applied.) Step 8. Set whether to upload documents before the meeting (Upload File). Up to ten files can be uploaded in advance. - Using documents saved on your computer 1) Click the Browse button, select a file from the file selection dialogue box and click the Open button. 2) Select Normal or High quality. When High quality is selected, the details of the uploaded documents such as words and diagrams can be displayed more clearly than when uploaded normally. 3) Enter a file name. 1) 2) 3) Note 2. Up to ten files can be uploaded in advance. Compatible formats and acceptable size are displayed when you hover your mouse pointer over the? on the right side of Upload File for your reference. Note 3. If you select High quality, it may take longer to convert the file for uploading onto the whiteboard. Note 4. You can choose between Normal and High quality modes to convert Word files that you upload. Note, however, that Track Changes data is not displayed in the High quality mode. Select Normal mode if you need to display Track Changes data. 2013 V-cube, Inc. All Rights Reserved. - 37 -
Note 5. Note that you cannot upload password-protected files. - Using documents saved in the storage 1) Click Upload from Storage. 1) 2) Select the check boxes next to the files you want to upload. 3) Click the Add button. Note 6. The files need to be uploaded in the Manage Storage page in advance. Both the shared storage and personal storage are displayed when you log in and schedule a meeting with your member ID. The following example shows a view after logging in with a user ID. 3) 2) 4) Enter a file name. 4) Note 7. Up to ten files can be uploaded in advance. Note 8. Files saved on the personal whiteboard (with the.wbs extension) cannot be selected. Step 9. Click Next after all settings have been made. 2013 V-cube, Inc. All Rights Reserved. - 38 -
Step 10. Set whether the email addresses of the participants will be registered in the Address Book. Email addresses with selected check boxes are registered in the Address Book. The email addresses registered in the Address Book can be used when scheduling the next meeting. Deselect the check boxes if you do not wish to register the email addresses. Note 9. The option Add this contact to your Address Book along with the check box are not displayed for email addresses that are already registered in the Address Book. Step 11. Check the entry and click the Submit button. The meeting is registered and an invitation email is sent to the invited customer and staff member. Step 12. At the scheduled meeting time, access the meeting room through the URL contained in the invitation email. 2013 V-cube, Inc. All Rights Reserved. - 39 -
14 Checking, Changing and Cancelling a Scheduled Meeting Step 1. Click the Schedule tab. Step 2. Click Detail, Edit or Cancel as required. If a password was set when the meeting was scheduled, you will need to enter the set password in the password entry page. Alternatively, the scheduled meeting can be changed using the administrator password in place of the set password. 14.1 Rearranging the Order of Documents in Upload File Step 1. Click the Schedule tab. Step 2. Click the Detail button for the scheduled meeting. If a password was set when the meeting was scheduled, you will need to enter the set password in the password entry page. Alternatively, the scheduled meeting can be changed using the administrator password in place of the set password. Step 3. Click the arrow keys in the Upload File section to change the document order. Step 4. Click the Back button. The display order can be changed by clicking the Back button. Note that the display order of documents for Upload File cannot be changed on the Edit Schedule page even though the page appears when you click the Change button. 2013 V-cube, Inc. All Rights Reserved. - 40 -
15 Schedule Step 1. Click the Schedule tab. - Checking with the Schedule tab 1) Select the scheduled meeting if you are logged in with an administrator ID. When you switch the view by clicking on the calendar icon inside the blue circle, the list shows that week s schedule for each meeting room. When you switch the view by clicking on the calendar icon inside the green circle, the list shows that month s schedule for each meeting room. 2) Click the Detail button for the scheduled meeting. If you click the calendar icon, click the name of the relevant meeting. If a password was set when the meeting was scheduled, you will need to enter the set password in the password entry page. Alternatively, the scheduled meeting can be changed using the administrator password in place of the set password. 3) You are directed to the Meeting Details page showing the details of the scheduled meeting. 2013 V-cube, Inc. All Rights Reserved. - 41 -
- Checking with the Scheduled Meeting link 1) Click the Scheduled Meeting link for the scheduled meeting. 2) A list of scheduled meetings is displayed. (a) (b) (a) Displays the scheduled date and time, and the selected time zone. (b) Displays the name of the meeting. Clicking on the name of the meeting takes you to the Meeting Details page showing the details of the scheduled meeting. 16 Scheduled Meeting (during and after the Scheduled Time) During the scheduled time Entry to the room is impossible with outbound communication during the scheduled meeting time. Regardless of the number of users in the room, the status is displayed as In Progress on the staff page. Customers cannot enter the room. When any staff members or customers leave the meeting room, the remaining user can stay in the meeting room during the scheduled time. Those who left the room can re-enter the room by using the URL contained in the invitation email. After the scheduled time A meeting ends when only one user remains in the meeting room. The meeting can go on past the scheduled time when two users are in the meeting room. (Note that a user attending the next meeting scheduled in the same meeting room cannot enter the room even using the URL until the earlier meeting ends.) 2013 V-cube, Inc. All Rights Reserved. - 42 -
17 Checking Archives The records in the archive are either Meeting that recorded the whole meeting including the video image and audio or Whiteboard that recorded only the view of the whiteboard and instant messages. Note 1. Archive can be created when two or more persons enter the meeting room. Step 1. Click Schedule. A list of archives is displayed. 1) 1) The order of Title, Date, Time and Storage can be rearranged. 17.1 Viewing Archives Procedures for checking whiteboards and video images are described as follows. 17.1.1 Viewing Whiteboards Step 1. Click the Detail button of the archive whose whiteboard you want to view. 2013 V-cube, Inc. All Rights Reserved. - 43 -
Step 2. Click the Meeting button on the Archive details page. The whiteboard is displayed as shown below. 17.1.2 Printing Whiteboards Step 1. Click the PRINT button. 2013 V-cube, Inc. All Rights Reserved. - 44 -
Step 2. Select the documents to print. Step 3. Click the Print button. Step 4. Your default printer will be used to print the whiteboard. 2013 V-cube, Inc. All Rights Reserved. - 45 -
17.1.3 Deleting Whiteboard Records Step 1. Click Delete This File. Step 2. Click YES in the confirmation dialogue box. You have now deleted the whiteboard record. 2013 V-cube, Inc. All Rights Reserved. - 46 -
17.1.4 Viewing Archived Videos Step 1. Click the Detail button for the meeting record whose video you want to view. Step 2. Click Meeting on the Archive details page. Step 3. Click the scene you want to view. Click on the scene you want to view to display the video of the scene. Note 1. Click the Stop button to stop playback. Click the Layout button to change the layout. 2013 V-cube, Inc. All Rights Reserved. - 47 -
17.1.5 Deleting Videos Records Step 1. Click the Delete this content button in the Archive browser page. Step 2. Click OK in the deletion confirmation dialogue box. The video record has now been deleted. 2013 V-cube, Inc. All Rights Reserved. - 48 -
18 Entering a Room 18.1 Entering a Room Step 1. Click the Start button. Step 2. Enter a display name and click the OK button. Note 1. You do not need to enter a name if you have already registered one in Preferences. Step 3. Click the Next button. Note 2. The user guidance will be skipped if you skip the page for adjusting the camera/microphone settings in the Room Settings in the Administrative Menu. Step 4. Allow access to your camera and microphone. Note 3. Note you will be unable to communicate using video or audio if you click Deny. 2013 V-cube, Inc. All Rights Reserved. - 49 -
Step 5. Select a camera to use. You can select a camera device to use for the meeting from the field enclosed in the red box on the right. If the camera you have selected is not recognised, check that you have connected the camera properly and click the Refresh button in the figure below. If you do not know how to make the connection, click If there is no camera recognized. Note 4. Click the Refresh button to return to the name entry page. Step 6. Click the Next button. Step 7. Select a microphone to use. You can select a microphone device to use for the meeting from the field enclosed in the red box on the right. Click the Check microphone audio button after selecting a microphone to check the sound that the microphone is actually capturing (the sound which the participants at other sites will hear). The button changes to the one shown below during the checking. If the microphone you have selected is not recognised, check that you have connected the microphone properly and click the Refresh button in the figure below. Click if there is no microphone recognized if you do not know how to connect it. 2013 V-cube, Inc. All Rights Reserved. - 50 -
Note 5. Click the Refresh button to return to the name entry page. Note 6. The Use echo canceller check box is enabled when you use Flash Player 10.3 or later and when your computer has a built-in audio device or when you use a web camera with a built-in microphone. Note that this may not function with speakerphones with an echo canceller or with some microphone devices. For details on how to use this functionality, refer to the Tools page. Note 7. When you use this service for the first time with Flash Player 11.0 or a newer version, the echo canceller functionality is enabled by default (the check box next to Use echo canceller is selected). However, for computers and Web browsers with Flash Player 11.0 or later that have already been used to enter a meeting room before the above date, the above default setting is not applied and the settings made previously are used instead. Step 8. Click the Next button. Step 9. Setting the microphone/camera to automatically mute when entering the meeting room. Selecting the Enter room without audio check box will allow you to set the microphone to automatically mute when you enter a meeting room. Similarly, selecting the Enter room without video check box will allow you to set the camera to automatically mute when you enter a meeting room. Select the Don't show this settings next time check box to display the basic settings page instead from now on. Note 8. You cannot clear these check boxes when Enter Room Without Audio and Enter Room Without Video are set to Enabled (User Cannot Cancel) in the Room Settings in the Administrative Menu. Cancel these settings when you have entered the meeting room. Step 10. Click the Enter button. The meeting room browser window now opens. 2013 V-cube, Inc. All Rights Reserved. - 51 -
Note 9. Meeting rooms will work with Flash Player 9.0.124 or later. Note 10. If a browser window mode (standard (4:3) and wide (16:9)) has been set in the Room Settings in the Administrative Menu to use when entering a room, that browser window mode will be used when you enter a meeting room. In case the Don't show this settings next time check box was selected on the Mute Setting page in Step 9. Step 1. Enter a display name and click the OK button. Note 11. You do not need to enter a name if you have already registered one in Preferences. Step 2. Allow access to your camera and microphone. Note 12. Note you will be unable to communicate using video or audio if you click Deny. Step 3. Select a camera to use. You can select a camera device to use for the meeting from the field enclosed in the red box on the right. Selecting the Enter with video muted check box will allow you to set the camera to automatically mute when you enter a meeting room. Note 13. You cannot clear the box when Enter with video muted is set to Enabled (User Cannot Cancel) in the Room Settings in the Administrative Menu. 2013 V-cube, Inc. All Rights Reserved. - 52 -
Step 4. Select a microphone to use. You can select a microphone device to use for the meeting from the field enclosed in the red box on the right. Selecting the Enter with audio muted check box will allow you to set the microphone to automatically mute when you enter a meeting room. Selecting the Use Echo Cancel check box will allow you to control or remove interference, such as echoes, during a meeting. Click the Check Microphone Audio check box after selecting a microphone to check the sound that the microphone is actually capturing (the sound which the participants at other sites will hear). You can also adjust the volume using the volume control. Note 14. The Use echo canceller check box is enabled when you use Flash Player 10.3 or later and when your computer has a built-in audio device or when you use a web camera with a built-in microphone. Note that this may not function with speakerphones with an echo canceller or with some microphone devices. For details on how to use this functionality, refer to the Tools page. Note 15. When you use this service for the first time with Flash Player 11.0 or newer version, the echo canceller functionality is enabled by default (the check box next to Use Echo Cancel is selected). However, for computers and Web browsers with Flash Player 11.0 or later that have already been used to enter a meeting room before the above date, the above default setting is not applied and the settings made previously are used instead. Step 5. Select connection methods (protocol and port to use in a meeting) and click the OK button. Note 16. Automatic is selected by default. You do not need to adjust these settings if you do not need to change the protocol and port. The meeting room browser window now opens. 2013 V-cube, Inc. All Rights Reserved. - 53 -
Re-entering a meeting room after a meeting is over When a customer leaves a room after a business meeting using Sales & Support, the staff member can re-enter the room even without leaving the room once. Step 1. Check a message and click OK. The meeting room is reset and the staff can re-enter the room. 18.2 Entering a Room in the Low Bandwidth Mode We recommend you to use the Low Bandwidth Mode when your connection speed is less than the recommended level (download: 512 Kbps or faster; upload: 256 Kbps or faster) and if you experience audio or video delays. Step 1. Select the check box next to the Low Bandwidth Mode. Step 2. Click the Start button. You have now entered a room in the Low Bandwidth Mode. Note 1. Entering a room in Low Bandwidth Mode, you cannot select either Select Capture Size or Select Frame Rate in Preferences. 2013 V-cube, Inc. All Rights Reserved. - 54 -
19 Using Sales & Support as a Customer 19.1 Accessing a Room as a Customer A customer can access a room in the following manner. In outbound communication, a staff member guides the customer to the room. In inbound communication, the customer can access the room through the gateway. 19.1.1 Outbound Communication Entering a room with Staff Page URL Tell your customers your Staff Page URL in advance. The Staff Page URL is displayed in the Staff Page Settings. Step 1. Access the staff page using the URL. Note 1. Note that the field for entering a URL varies depending on the browser being used. Step 2. Click Start to enter the room. Entering a room by typing in the staff number The staff number is displayed in preferences. Step 1. Ask your customer to type in 121.vc in his or her browser. Note 2. Note that the field for entering a URL varies depending on the browser being used. Tell your customer the staff number and the 121.vc address in advance or while you are guiding the customer to the room. 2013 V-cube, Inc. All Rights Reserved. - 55 -
Step 2. Enter the staff number and click the Submit button. Step 3. Click Start to enter the room. Screenshot of a customer's view of the gateway Enables a customer to select a language. If an image file has been set up, it is displayed here. Displays comments from the staff member. Enables a customer to check the status of the room. Enables a customer to leave a message to the staff member if the staff is away or attending other customer. 19.1.2 Inbound Communication Inbound communication involves customers visiting a room through a gateway you have prepared on your website. A tag for establishing a web-based gateway can be issued in the Administrative Menu. Once a gateway is established, customers can directly access the room by opening a specified website. Step 1. Access the website. Step 2. Click the Click to START button on the website to enter the room. Note 1. Different names such as "begin consultation session" may be assigned depending on the design of the gateway. 2013 V-cube, Inc. All Rights Reserved. - 56 -
Step 3. Enter the room. Note 2. Depending on the inbound setting, the Customer Information Entry page or Customer Name Entry dialogue box may be displayed before entering the room. 19.2 Entering a Room as a Customer A customer can enter a room through the staff page or any other page with the Click to START button for inbound communication. 19.2.1 Entering a Room Step 1. Click the Start button when Online is displayed. The customer can enter the room. The customer cannot enter the room. The room becomes accessible when the display changes to Online. The customer cannot enter the room. The room becomes accessible when the display changes to Online. Step 2. For subsequent procedures, refer to "18.1 Entering a Room". 19.2.2 Leaving a Message A customer can leave a message to staff members. This function can be used when the customer could not talk with a staff member who was unavailable or attending other customers. Step 1. Click Send Message (in blue) at the bottom of the page. 2013 V-cube, Inc. All Rights Reserved. - 57 -
Step 2. Make the necessary entries in the Send Message dialogue box and click Submit. You have now sent a message. 2013 V-cube, Inc. All Rights Reserved. - 58 -
Staff Customer 20 Using a Meeting Room 20.1 Using a Meeting Room 20.1.1 Meeting Room 18) 15) 16) 17) 19) 20) 21) 1) 8) 7) 13) 9) 14) 13) 2) 10) 11) 12) 18) 4) 3) 5) 6) 20) 21) 1) 8) 7) 14) 13) 2) 10) 11) 12) 4) 5) 3) 2013 V-cube, Inc. All Rights Reserved. - 59 -
Video display 1) Video display 1 (video image of the other person is displayed when you are in the room) 2) Video display 2 (video of yourself is displayed when you are in the room) Note 1. The customer's video image is not displayed when the customer's video image is set to Hide on the staff's setting page. Individual settings 3) Video and audio setting 4) Preferences 5) Reset stream 6) Layout change Whiteboard section 7) Whiteboard 8) Whiteboard drawing tool 9) Personal whiteboard 10) Whiteboard tool bar 11) Whiteboard operation buttons 12) Print whiteboard button Instant messaging window 13) Instant message display and entry field File cabinet section 14) File cabinet Customer's operation settings 15) Whiteboard operation Allow/Deny 16) Instant messaging Allow/Deny 17) Printer operation Allow/Deny Other settings 18) Meeting room information 19) Meeting Settings button 20) Share Video, Invite users to this meeting, Share your pc screen with other participants and Start/Stop Recording buttons Exit 21) Exit button 2013 V-cube, Inc. All Rights Reserved. - 60 -
20.2 Using Meeting Room Functionality 20.2.1 Configuring the Priority Communication Protocol To Use When Users Enter a Room This function is used for checking communications when users enter a room using Sales & Support. The function enables you to set the protocol and port to be checked as a priority for communication when you enter a room using Sales & Support. The connection is attempted first with the protocol and port you have set when you enter a room next time. Note 1. This function is useful, for instance, for customers with restricted RTMP connections. Step 1. Click Preferences. Step 2. Click the Change in Protocol & Port Setting. Step 3. Select a protocol/port from the pull-down menu. Step 4. Click the OK button. Step 5. Click the YES button in the confirmation dialogue box to re-enter the meeting room. 2013 V-cube, Inc. All Rights Reserved. - 61 -
20.2.2 Recording a Meeting (Manual Recording/Automatic Recording) A meeting can be recorded when multiple users are in a meeting room. Manual recording Step 1. Click the REC button in the top-right part of the page. Step 2. Click YES in the confirmation window. The recording will then start. Automatic recording (automatic recording setting) Automatic recording begins when a staff member and a customer (two users) enter a room while the automatic recording function is enabled. Once automatic recording starts, a message "The recording started" is displayed on the staff page. Stopping recording Step 1. Click the REC button in the upper right part of the page. Step 2. Click the YES button in the confirmation window. The recording will then stop. 2013 V-cube, Inc. All Rights Reserved. - 62 -
20.2.3 Allowing Customers To Perform Specific Operations Customers are restricted from using the whiteboard and instant messaging, and also from printing when they enter a meeting room. Staff members can use their access rights to enable each function for customers. Step 1. Click the OK button next to the function you want to allow customers to use. 1) Whiteboard operation The Whiteboard OK button is a button that enables customers to use the whiteboard. This button is available only on the staff interface. 2) Instant messaging The Instant messaging OK button is a button that enables customers to use instant messaging. This button is available only on the staff interface. 3) Printing The Print OK button is a button that enables customers to print. This button is available only on the staff interface. 20.3 Using the Whiteboard The whiteboard is usually displayed as a large area in the upper right and can be shared among all the participants. You can upload documents on the whiteboard, add text and graphics to them and add text and print the descriptions you have written. 2013 V-cube, Inc. All Rights Reserved. - 63 -
20.3.1 Selecting a Colour Step 1. Select a colour to use from Color at the top of the column of icons by the whiteboard. Note 1. You can use the colour you have selected with the pen tool and the shape tool. You can now select a colour to use for drawing and text. 20.3.2 Selecting Text/Pen Size or Line Thickness For the pen tool Step 1. Click the Size button to select a font/pen size or line thickness. The size you have selected determines the size of the pen tool, the text size for the text tool and the line thickness for the shape tool. When using the text tool You have now changed the font/pen size or line thickness. 20.3.3 Freehand Drawing on the Whiteboard Step 1. Select a pen. The left-hand icon with a slim tip works like a pencil and the right-hand one with a thick tip works like a marker. Step 2. Draw on the whiteboard. You can now draw on the whiteboard. 2013 V-cube, Inc. All Rights Reserved. - 64 -
20.3.4 Entering Text onto the Whiteboard Using Your Keyboard Step 1. Select a text tool. You can select the text colour and size from the toolbar. Step 2. Type into the text entry field. Step 3. Click in the upper right part of the entry field or click outside the text entry field to confirm the entry. You have now entered text onto the whiteboard using your keyboard. 20.3.5 Drawing Shapes on the Whiteboard Step 1. Select a shape from the shape tool. You can change the colour of the shape and its line thickness using the Color and Size tools. Step 2. Draw the shape on the whiteboard. 20.3.6 Undoing Text Entry, Shapes, etc. Deletes the last text item, shape, etc. you added to the whiteboard from it. Note 1. This operation only deletes text items, shapes, etc. You cannot use it to remove documents uploaded onto the whiteboard. Deletes all text items, shapes, etc. from the whiteboard. Note 2. This operation only deletes text items, shapes, etc. Documents uploaded on the whiteboard will not be deleted. 20.3.7 Giving Explanations while Pointing at Documents Use a Pointing Tool. Select the pointing tool and move the cursor onto the whiteboard. A pointing finger is displayed. A pointing finger is displayed. This finger is displayed on the meeting browser window of each meeting participant. 2013 V-cube, Inc. All Rights Reserved. - 65 -
20.3.8 Uploading Files Saved in Your Computer Step 1. Click the UPLOAD button. Step 2. Click Select a file from PC. Step 3. Select the files from the file selection screen of your computer and click the Open button. Step 4. Click NO to upload the files in Normal mode and click YES to upload the files in High Quality mode (β version). If you select High quality when uploading documents, the meeting participants can see the details of your uploaded documents, including text and images, more clearly, even when they zoom in on them. (However, the conversion may take more time than normal mode.) Note 1. Acceptable formats: Word, Excel, PowerPoint, Visio, PDF, JPG/JPEG, PNG, Bitmap, TIFF, AI, EPS and PSD Note 2. The size limit for each file: Word, Excel, PowerPoint, Visio and PDF: Max. 20 MB; JPG/JPEG, PNG, Bitmap, TIFF, AI, EPS and PSD: Max. 5 MB Note 3. When you upload data to the whiteboard, the entirety of the document may not appear on the whiteboard. If this is the case, ensure that the paper size set for the file does not exceed the following. PDF: 675 mm x 675 mm; Word: A4 vertical, Excel: A4 horizontal, PowerPoint: 760 x 760 or smaller Note 4. Note that you cannot upload password-protected files. Note 5. If you have selected Do not show for Whiteboard Slide Page Number in the Room Settings in the Administrative Menu, page numbers will not be shown on each page of the uploaded files. Note 6. Word files with multiple pages will be shown as double-page spreads in regular mode and at 100% zoom in high quality mode, regardless of the print settings. Note 7. To display Track Changes data for Word files, click NO and upload them in normal mode. Tracked changes are not displayed when the files are uploaded in High quality mode. Note 8. If you select High quality it may take longer to convert the file for uploading onto the whiteboard. Note 9. You can convert Word, Excel, PowerPoint, Visio and PDF files using high quality mode. Files in other file formats will not be converted using high quality mode even if you do select High quality. 2013 V-cube, Inc. All Rights Reserved. - 66 -
The uploaded files are displayed in the order they were uploaded onto the whiteboard. If an uploaded file consists of multiple pages, an icon indicating that the file has multiple pages is displayed. When you click an icon indicating a file with multiple pages, the first page is displayed. 20.3.9 Uploading Files Saved in Storage Documents and images saved in advance on the Manage Storage page can be uploaded. For more information on uploading files to storage, refer to V-CUBE Meeting Users' Manual 2. Step 1. Click the UPLOAD button. Step 2. Click Select a file from storage. The file selection dialogue box appears. 1) 2) 3) 1) Click the pull-down menu to filter your selected files. The selected files after you filtered the selection are shown in the area enclosed within the blue box in the figure above. 2013 V-cube, Inc. All Rights Reserved. - 67 -
Files can be selected from the shared storage and personal storage. Note 1. The shared storage is not displayed and only the personal storage is displayed when the use of shared storage with your general user ID is restricted on the Admin page. 2) The preview of the file selected in (1) is displayed. 3) Select a file and click the Upload button to upload it onto the whiteboard. Click the Cancel button to close the storage page. Step 3. Select a file and click the Upload button. Note 2. Multiple files cannot be selected. Note 3. Files and videos on the personal whiteboard cannot be uploaded. The uploaded files are displayed in the order they were uploaded onto the whiteboard. If an uploaded file consists of multiple pages, an icon indicating that the file has multiple pages is displayed. When you click an icon indicating a file with multiple pages, the first page is displayed. 2013 V-cube, Inc. All Rights Reserved. - 68 -
20.3.10 Using the Upload Files by E-mail Functionality Documents can be uploaded by sending the documents to a specified address from the email client. By using the Upload Files by E-mail functionality, you can attach documents to an email and send the email to a specific email address to upload the documents onto the whiteboard of an ongoing meeting. You can upload documents on the whiteboard in a meeting room from the email client in your computer or a multifunction printer with network as well as print, scan, fax and photocopy functionality. Step 1. Open Others in Meeting Settings. Step 2. Select Allow to receive e-mails during this meeting to receive e-mails during this meeting in Upload Files by E-mail. Step 3. Copy the email address in the field under Address to Send E-mail. Step 4. Use your email client to send the documents you want to upload to the whiteboard to the email address you have copied. Note 1. You can use this functionality when the Allow to receive e-mails during this meeting option is selected. If the Deny option is selected, you cannot use this functionality. Note 2. The permissions reflect the settings under Upload Files by E-mail in Meeting Settings on the Admin page. Note 3. Send documents you want to upload onto the whiteboard as email attachments. Note, however, that you cannot upload password-protected files. 2013 V-cube, Inc. All Rights Reserved. - 69 -
20.3.11 Moving to the First Page or Other Pages of Files on the Whiteboard Moving to the first page of a file Step 1. Click the icon of the file whose first page you want to see. The first page of the selected file is now displayed. Note 1. If you have selected Do not show for Whiteboard Slide Page Number in the Room Settings in the Administrative Menu, page numbers will not be shown on each page of the uploaded files. Moving to other pages in a file Step 1. Double-click the icon of a file in which you want to move to another page. Step 2. Click the page you want to display on the whiteboard from the ALL Pages. Step 3. Click the OK button or double-click the page to display it on the whiteboard. 2013 V-cube, Inc. All Rights Reserved. - 70 -
20.3.12 Checking Documents Independently All the meeting participants see the same whiteboard display (e.g. when a particular document is displayed, all participants see it), but you can change this so you can view whiteboard documents independently of the other participants. Step 1. Click the UNSYNC button. Step 2. When the SYNC confirmation dialogue box appears, click the OK button. A message saying Whiteboard Synchronization: OFF is displayed on the browser window. Step 3. Click the SYNC button to stop independently operating the whiteboard. Now, all participants will see the same whiteboard display, and a message saying Whiteboard Synchronization: ON is displayed on the screen. 20.3.13 Zooming In and Moving Documents Use the zoom slide bar below the magnifier icon to zoom in on documents uploaded on the whiteboard. You can use the hand tool to move around a zoomed-in document on the whiteboard by clicking and dragging on the whiteboard. Note 1. Note that you cannot enlarge the whiteboard itself. Use hand tool to move around in the documents you have zoomed in on the whiteboard. 20.3.14 Printing the Displayed Whiteboard Step 1. Click the PRINT button. Note 1. If you have selected Do not show for Whiteboard Slide Page Number in the Room Settings in the Administrative Menu, page numbers will not be shown on each page of the uploaded files. 2013 V-cube, Inc. All Rights Reserved. - 71 -
Step 2. Select the pages you want to print. Step 3. Click the OK button. Note 2. Use print preview to check how the pages will be printed and make the necessary adjustments. (When you print documents from the whiteboard in landscape A4 size, the actual printout may be shifted toward the top-left. When you print them in A5, on the other hand, the documents printed may be slightly cropped (i.e., will not be entirely printed).) You are now able to print documents on the whiteboard from your printer. 20.4 Using Instant Messaging You can use instant messaging to communicate with other meeting participants by typing in text. URLs are automatically converted into links. When a meeting participant clicks such a link, the relevant web browser starts up and the relevant page is displayed. The space to the left of the SEND button is the message entry field, and the space above is the instant messaging window. Step 1. Enter the message you want to send in the message entry field and click the SEND button. Note 1. You can also send a message you have entered by pressing the Enter key. You have now sent an instant message. 2013 V-cube, Inc. All Rights Reserved. - 72 -
20.5 Distributing Documents (Files Saved to the Local Disk) You can share files in PDF or other formats in the room. Step 1. Click File Sharing. Step 2. Click the UP button. Step 3. Select a file from your computer to send. Step 4. Click the Open button to start uploading the file. When the upload is complete, a notification message is displayed in the upper-right section of the meeting room. When a New file has been uploaded message is displayed, the upload of the file has been completed. Files which have been transferred are displayed using the appropriate icons as shown in the figure below. The number beside File Sharing represents the number of transferred files. Step 5. To receive an uploaded file, click the appropriate icon, for example. 2013 V-cube, Inc. All Rights Reserved. - 73 -
Step 6. Select a location to save the file in your computer and click the Save button. 20.6 Using the Personal Whiteboard A personal whiteboard enables each participant to add text and graphics to documents and save them. The personal whiteboard can be used to capture the content of the shared whiteboard. Conversely, documents can be uploaded from the personal whiteboard to the shared whiteboard after the participant has added additional content. The content on the personal whiteboard is automatically saved in the Manage Storage page after the meeting is over. Note 1. The file name in the personal whiteboard is displayed as 'vcpw_date/time_number.wbs' in the storage. Example file name: vcpw_201305021953_001.wbs Step 1. Click Personal Whiteboard button. Step 2. Click the YES button. The personal whiteboard is displayed in a new window. 2013 V-cube, Inc. All Rights Reserved. - 74 -
8) 9) 1) 7) 2) 3) 4) 5) 6) 10) 1) The available tools are displayed here. The available functions are the same as in the shared whiteboard. 2) Click the NEW button to add a blank page to the personal whiteboard. Note 2. If you have selected Do not show for Whiteboard Slide Page Number in the Room Settings in the Administrative Menu, page numbers will not be shown on each page of the uploaded files. 3) Click the COPY to select the file uploaded on the shared whiteboard and upload it to the personal whiteboard. 4) Click DEL PAGES to delete multiple selected pages. The available functions are the same as in the shared whiteboard. 5) Click the SHARE button to upload a page edited in the personal whiteboard to the shared whiteboard. 6) Displays the uploaded file. 7) Prints the file on the personal whiteboard. The available functions are the same as in the shared whiteboard. 8) This is the Maximise button. Click this button to maximise the personal whiteboard window. Click it again to restore the dialogue box size to normal. 9) Click the button to close the personal whiteboard window. If the editor clicks, a confirmation message "Stop editing?" is displayed. 10) Place the cursor on the bottom-right corner of the Shared Notepad dialogue box (circled in blue below) and click and drag the corner to enlarge or reduce the personal whiteboard window. 2013 V-cube, Inc. All Rights Reserved. - 75 -
20.6.1 Capturing Files from the Shared Whiteboard onto the Personal Whiteboard Step 1. Click COPY. Step 2. Select the page you want to capture and click OK. In this manner, the file on the shared whiteboard can be captured into the personal whiteboard and new content can be added by the individual user. 2013 V-cube, Inc. All Rights Reserved. - 76 -
20.6.2 Uploading Files on the Personal Whiteboard to the Shared Whiteboard A file on the personal whiteboard can be uploaded to the shared whiteboard to be shared among all the participants. Step 1. Click SHARE. Step 2. Select the page you want to upload and click OK. A file on the personal whiteboard can be uploaded to the shared whiteboard to be shared among all the participants. 2013 V-cube, Inc. All Rights Reserved. - 77 -
20.7 Playing Videos on the Whiteboard Videos can be played on the whiteboard. In order to use this function, schedule a meeting after uploading videos on the Manage Storage page. Step 1. Upload videos on the Manage Storage page. Regarding upload to a storage, refer to "7. Manage Storage". Step 2. Schedule a meeting and upload videos from storage from the Pre-upload Files section. Step 3. Click the Share Video button on the upper right part of the meeting room. Step 4. Click the video you want to play back. The video set up in Pre-upload Files while scheduling a meeting is displayed. To bring the video back to the whiteboard window without playing it, click the in the upper right. 2013 V-cube, Inc. All Rights Reserved. - 78 -
The clicked video is played on the whiteboard. 1) 4) 2) 3) 1) The view switches to the video selection page in Step 4. 2) The selected video is played back on the whiteboard. Only one video can be played at a time. To play another video, click 1) and select another video from the video selection page. 3) Enables you to play, pause and resume the video, seek in the video and adjust the volume. 4) Stops playing the video. Once the playback is stopped, the view switches back to the normal whiteboard. 2013 V-cube, Inc. All Rights Reserved. - 79 -
20.8 Configuring Preferences 20.8.1 Switching Web Cameras There are two ways to switch cameras. (a) Using the switch camera button in a meeting room When multiple cameras are connected to the computer, click the switch camera button to switch cameras. Note 1. The cameras need to be connected to the computer before you enter a meeting room. (b) Selecting a camera from Preferences Step 1. Click the Preferences button. Step 2. Click the Devices tab. Step 3. Select a camera device. Step 4. After you have selected a camera device, click the button in the upper right corner. You have now switched cameras. 20.8.2 Changing the Camera Capture Size and Frame Rate You can change the camera capture size in the system. By enlarging the camera capture size, you can send higher resolution video to the other meeting participants. Step 1. Click the Preferences button. 2013 V-cube, Inc. All Rights Reserved. - 80 -
Step 2. Select the Devices tab. Step 3. Change the camera capture size. Note 2. The capture size is set to auto by default when you enter a meeting room. Note 3. This setting is not enabled for all participants meaning that a participant in each location needs to make the setting. Note 4. Depending on the video device you use, some unwanted phenomena, such as a change in the horizontal and vertical resolution and the appearance of black bands in the upper and lower parts of the screen, may occur after the camera capture size is changed. The frame rate is the number of times a second that an image is captured by a camera and then transmitted as part of video for a V-CUBE Meeting per second. The higher the frame rate is, the smoother the video in a V-CUBE Meeting will be. Step 4. Select Frame Rate in Devices in the User Preferences dialogue box. Note 5. The higher the frame rate is, the smoother the video in the V-CUBE Meeting will be. However, image quality may decrease if you select a high frame rate. Note 6. The frame rate is set to auto by default when you enter a meeting room. The system selects an optimum frame rate to suit the network environment detected by the system when you have entered the meeting room. Note 7. This setting is enabled for all participants. 2013 V-cube, Inc. All Rights Reserved. - 81 -
20.8.3 Switching Microphones and Adjusting Input Volume There are two ways to select a microphone. (a) Using the switch microphone button in a meeting room When multiple microphones are connected to the computer, click the switch microphone button to switch microphones. Note 1. meeting. You need to connect the microphones before you attend a (b) Selecting a camera from Preferences Step 1. Click the Preferences button. Step 2. Click Devices. Step 3. Select a microphone device. Step 4. After you have selected a microphone device, click the button in the upper right corner to close the dialogue box. You have now switched microphones. Use the volume control in the figure below to adjust the microphone input volume. Slide the volume control to adjust the input volume. 2013 V-cube, Inc. All Rights Reserved. - 82 -
20.8.4 Switching Off Your Camera and Microphone You can switch off your camera or microphone in a single click (i.e., mute audio or turn off your video image). Step 1. Click the Mute button next to the device you want to switch off. Switching off your camera (turning off your video image) Click the camera mute button in the lower central part of the room. Your video image is hidden and replaced with a blue screen. The camera mute button is displayed on the upper left corner of the video display frame. In order to restore the video image, click the camera mute button again. Switching off your microphone (muting audio) Click the mic mute button in the lower central part of the room. Your microphone is muted. The other person will not be able to hear your audio. The mic mute button is displayed on the upper left corner of the video display frame. In order to restore the video image, click the mic mute button again. 20.8.5 Changing Your Status to Away by Switching Off Both Your Camera and Microphone You can simultaneously switch off your camera and microphone. On the video display, an image of a chair appears to indicate that you are away. Customers will see Offline as your status, which disables them from entering the room. Click the AWAY button in order to cancel your Away status. Step 1. Click the AWAY button. On the meeting page, an image indicating your away status is displayed. Offline is displayed as your status on the page for customers to access the room. Display in the meeting room Display on the page for customers to access the room 2013 V-cube, Inc. All Rights Reserved. - 83 -