Customer Administration Guide Version 4 › symphony › documents › Release_4_4...2.2 SYMPHONY...

Customer Administration Guide Version 4.4

July 28, 2018

Customer Administration Guide 4.4 © 2018 AVI-SPL, Inc. All Rights Reserved Page: i

Notices

Copyright © 2018 AVI-SPL, Inc. All Rights Reserved.

Following are policies pertaining to proprietary rights and trademarks.

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All third-party product and service names are trademarks or registered trademarks of their respective

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Disclaimer

The information furnished herein is believed to be accurate and reliable. However, no responsibility is

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Table of Contents

Customer Administration Guide 4.4 © 2018 AVI-SPL, Inc. All Rights Reserved Page: ii

TABLE OF CONTENTS

1 Introduction 1

1.1 INTENDED AUDIENCE ......................................................................................................... 1

1.2 HOW TO USE THIS DOCUMENT ........................................................................................... 1

1.2.1 Easy PDF Hyperlink Navigation ............................................................................................... 1

1.3 REFERENCES .................................................................................................................... 1

1.4 SYSTEM REQUIREMENTS ................................................................................................... 1

1.5 TERMINOLOGY .................................................................................................................. 2

2 Overview 4

2.1 SYMPHONY FEATURES ...................................................................................................... 4

2.2 SYMPHONY VIRTUAL MEETING ROOMS (VMR) .................................................................... 4

3 Accessing the Portal 5

3.1 LOGIN WITH YOUR CREDENTIALS ........................................................................................ 5

3.2 ADMINISTRATOR AND USER VIEWS ..................................................................................... 6

3.3 SETTING YOUR PREFERENCES ........................................................................................... 7

3.3.1 Changing your Profile Information ........................................................................................... 7

4 Using the Administration View 9

4.1 SEARCH FEATURES ........................................................................................................... 9

4.2 USING THE DASHBOARD FUNCTION .................................................................................. 10

4.2.1 Meeting Filtering Options ....................................................................................................... 11

4.2.2 Dashboard Ellipsis Menu ....................................................................................................... 11

4.2.3 Meeting Connectivity Status Display ..................................................................................... 12

4.2.4 Meeting Details Screen .......................................................................................................... 13

4.3 USING THE MEETINGS FUNCTION ..................................................................................... 16

4.3.1 Meeting List View ................................................................................................................... 16

4.3.2 Map View ............................................................................................................................... 20

4.3.3 Calendar View ........................................................................................................................ 21

4.4 USING THE ADMINISTRATION FUNCTION ............................................................................ 22

4.4.1 Managing Users ..................................................................................................................... 22

4.4.2 Change Password / Resend Welcome Email ........................................................................ 30

4.4.3 Mass Import Users ................................................................................................................. 30

4.5 AUDIO BRIDGING AT MEETING TIME .................................................................................. 30

4.5.1 Personal Audio Conferencing ................................................................................................ 31

Table of Contents

Customer Administration Guide 4.4 © 2018 AVI-SPL, Inc. All Rights Reserved Page: iii

4.5.2 Shared Audio Conferencing ................................................................................................... 31

4.5.3 Gateway Audio Conferencing ................................................................................................ 31

4.6 MODERATING A MEETING ................................................................................................ 32

4.6.1 Add a Participant after the Meeting Starts ............................................................................. 32

4.6.2 End the Meeting ..................................................................................................................... 33

4.6.3 About Meeting Recordings ..................................................................................................... 33

4.6.4 Using the Device Moderation and Monitoring Controls ......................................................... 34

4.6.5 Using the Participant Moderation Controls ............................................................................ 35

5 Executing Reports and Analytics 36

5.1 ABOUT THE AVAILABLE REPORTS ..................................................................................... 36

5.1.1 General Reports ..................................................................................................................... 37

5.2 EXECUTING REPORTS ..................................................................................................... 37

Introduction

Intended Audience

Customer Administration Guide 4.4 © 2018 AVI-SPL, Inc. All Rights Reserved Page: 1

1 INTRODUCTION

This guide describes how account Administrators can manage and moderate meetings, utilize Virtual Meeting Rooms (VMRs) and create reports using the Symphony platform.

1.1 INTENDED AUDIENCE

This guide is intended for Symphony customers assigned to Administration duties for their account.

1.2 HOW TO USE THIS DOCUMENT

This document is designed for both online and hardcopy consumption.

Please note hyperlinks may appear on a page which when clicked, reroute you to another topic, document or reference source. If you are reading a printed copy of the document, the underscored words are usually hyperlinks and should not be interpreted as items of emphasis.

Conventions used in this document for emphasis are bold and italic.

1.2.1 Easy PDF Hyperlink Navigation

You can use hyperlinks to jump to a place in the document. To Go Back/Return from whence you came, use ALT + Left Arrow.

NOTE The left arrow cannot be on the number pad. Use the regular keyboard cursor key, left arrow.

1.3 REFERENCES

This section contains the customer resources available for Administration.

References

Topic / Title Description

Symphony - User

Guide

This document describes the processes and procedures for end-users of

the Symphony Web Portal. Symphony includes both Symphony meeting

and Virtual Meeting Room (VMR) services.

https://portal.vnocsymphony.com/guides/user.htm

1.4 SYSTEM REQUIREMENTS

The Symphony portal can be accessed from any device with any operating system that supports

one of these web browsers.

Internet Explorer Version 11

Firefox: Version 31.0 and above

Google Chrome




Introduction

Terminology


Safari: Version 4 and Version 5

Microsoft Edge

1.5 TERMINOLOGY

This section provides the terms and acronyms utilized in this document.

Glossary of Terms

Term or Acronym Description

Ad Hoc Meeting (VMR) You can host unscheduled (or ad hoc) meetings in your VMR. See

the Symphony – User Guide for more information for launching an ad

hoc meeting.

Cisco Meeting Server (CMS) VMR

Cisco Meeting Server (CMS) is a VMR provider to Symphony. CMS

integrates fully with Symphony which manages CMS as a multipoint

control unit (MCU). The functions provided to users of CMS enabled

accounts are similar to the Pexip enabled accounts:

• Auto provisioning of VMRs.

• Schedule a meeting in your CMS VMR from the web

scheduler or the Symphony Outlook Add-In.

• Full moderation of CMS VMRs in the user and admin portals.

o Mute, Unmute, Disconnect remote attendees

o Invite participants

o Terminate meeting

o Start and Stop recording

Endpoint A communication endpoint is a type of communication network node.

It is an interface exposed by a communicating party or by a

communication channel. An example of the latter type of a

communication endpoint is a publish-subscribe topic or a group in

group communication systems.

H.323 Protocol H.323 is a recommendation from the ITU Telecommunication

Standardization Sector (ITU-T) that defines the protocols to

provide audio-visual communication sessions on any packet network.

The H.323 standard addresses call signaling and control, multimedia

transport and control, and bandwidth control for point-to-point and

multipoint conferences.

It is widely implemented by voice and videoconferencing equipment

manufacturers, is used within various Internet real-time applications

widely deployed worldwide by service providers and enterprises for

both voice and video services over IP networks.

ISDN Endpoint Integrated Services Digital Network Endpoint

ISDN stands for Integrated Services Digital Network. It is a design for

a completely digital telephone/telecommunications network. It is

designed to carry voice, data, images, video.

At AVI-SPL, ISDN is rarely used.

Introduction

Terminology


Glossary of Terms

Term or Acronym Description

ISDN Gateway Integrated Services Digital Network Gateway

Integrate IP and ISDN Video Networks with an ISDN Gateway.

Provides transparent communication between all features of IP and

ISDN video networks and devices. Supports content sharing over

ISDN. Supports encryption. Supports high-definition video.

MCU Multipoint Control Unit

PSTN Public Switched Telephone Network is a mesh of network lines, trunks, switches, etc. that connects Customer Premise Equipment together (CPE) to allow the CPE to communicate together. PSTN was originally designed to optimize the transmission of voice services, (e.g. phone line).

QoE Quality of Experience. While a meeting is in progress, a QoE Indicator is displayed for monitored and managed devices. This indicator is similar to a cell phone signal strength display and reflects the live status of the device.

RMX Real-time Multitasking eXecutive refers to a type of Video bridge,

support RMX, codian8510, msE8710.

SIP Protocol Session Initiated Protocol, (frequently used, looks like an email address).

Symphony Meeting -or Conference

A Symphony meeting or conference is scheduled using the

Symphony portal and/or loads to the bridge.

Symphony Services Symphony Services refers to the various types of purchased services provided to customer accounts such as Symphony meetings (Conferencing), Bridging Services and Recording Services.

Tickets Symphony tickets can be created via a conference call, alert, or manually. The Ticket Adapter Library (TAL) component dictates which customer support applications can be synchronized to Symphony, (e.g. ServiceNow, Salesforce).

VMR Virtual Meeting Room. A VMR is a self-service cloud-based video conferencing service and meeting room, including customer administrative and end-user portal. Also see Cisco Meeting Server (CMS) VMR.

Overview

Symphony Features


2 OVERVIEW

With Symphony, you can automate your meeting scheduling, launching, monitoring, management, analytics, and experience with a single platform, giving you global control of your AV and Unified Communications ecosystem.

Symphony is a meeting solution monitoring, management, and analytics platform that allows users to connect and conduct meetings for workstream harmony.

2.1 SYMPHONY FEATURES

Symphony houses all customer details, site contacts, and device details for customer data similar to a database.

Symphony captures what occurs during meetings, for example, connection times and the speed at which each site connects.

Symphony supports these User Interface (UI) Views. The views you see are based on your role permissions.

USER VIEW: The Symphony User view/role allows to join meeting, calendar view of meetings room details (i.e., endpoints including Virtual Meeting Rooms [VMR]), and access to recordings.

ADMINISTRATOR VIEW: The Symphony Administrator view/role allows you to view additional features using the Symphony UI. The Administrator view in Symphony shows all details for your specific company account.

2.2 SYMPHONY VIRTUAL MEETING ROOMS (VMR)

A Virtual Meeting Room (VMR) is a self-service, cloud-based video conferencing service and meeting room always available and accessible for ad hoc or scheduled meetings.

If your company has purchased Symphony you may have Virtual Meeting Room (VMR) Services, (sometimes referred to as a Conference VMR or simply a Room).

Auto provisioning of VMRs.

Schedule a meeting in your VMR from the web scheduler or the Symphony Outlook Add-In.

Full moderation of VMRs in the user and admin portals.

Mute, Unmute, Disconnect remote attendees

Invite participants

Terminate meeting

Start and Stop recording when you have purchased recording services

One-click to join your VMR from the Symphony portal.

Accessing the Portal

Login with your Credentials


3 ACCESSING THE PORTAL

The same portal serves Symphony Users and Administrators. Navigate to the Symphony portal URL in a web browser to access Symphony.

3.1 LOGIN WITH YOUR CREDENTIALS

1 Enter your email address in the Username box.

2 Enter your Symphony password in the Password box.

Sign in to your account page for both Symphony and VMR Services


Administrator and User Views


3.2 ADMINISTRATOR AND USER VIEWS

If you have administration permissions, you are directed to the Admin View by default. If you have user permissions, you see the User View by default. Each view has a different set of options listed on the left navigation bar (pane).

1 From the Admin View, you can switch views by clicking on your name on the top right

corner of the portal.

2 Click on User View to switch to the user view mode.

3 You can toggle between the Admin View and User View using this same procedure

(i.e., click on your name top right corner).


Setting your Preferences


3.3 SETTING YOUR PREFERENCES

3.3.1 Changing your Profile Information

Your Symphony profile contains your name, contact information, location and other details. If any of this information changes, you can update your profile.

NOTE If you are using LDAP authentication, you should NOT change your password from your profile.

1 Click your name in the top, right corner of the portal and click the Preferences link.


Setting your Preferences


2 The Preferences dialog box opens.

3 Modify the fields, as necessary.

4 Click Save to save your changes and return to the portal.

Using the Administration View

Search Features


4 USING THE ADMINISTRATION VIEW

The Administration View allows you to view your account details. You can switch between the User View and the Admin View depending on your role permissions.

4.1 SEARCH FEATURES

The Symphony search feature provides you with multiple methods of searching for items in Symphony.

1 Click the search icon ( magnifying glass) next to your name at the top of the

Symphony page. The search pane displays.

2 You can use the tabs at the top of the search pane to search for users or

meetings . The tabs displayed are based on your permissions.

3 You can click on more options to search by specific fields and/or date ranges for

meetings. For example, clicking the Users icon displays the fields for searching users

as shown below. The second sample shows the Meeting icon and search meetings by

date range.


Using the Dashboard Function


4 Click Search. The Results page displays data which matches the search criteria.

4.2 USING THE DASHBOARD FUNCTION

The Meetings Maestro View displays the list of meetings in progress or scheduled to start today.

1 Navigate to the Dashboard option on the left navigation pane and click the option.

2 The Dashboard – Meetings Maestro panel displays.




The toolbar of the Meetings Maestro view contains the following items.

Icon Description

Refresh the list of meetings.

Open the meeting Filters dialog.

4.2.1 Meeting Filtering Options

You can filter the meetings based on various criteria.

1 Press the Filter icon to display available filtering options. The Filters screen displays.

2 The options can be clicked to enable or disable filtering criteria. You can view a filter

icon description by hovering over an icon and see a tool tip.

NOTE Once the filtering options are set, they remain set until you reset the criteria. The blue filtering icon on the Dashboard indicates you have specific filters options set like so:

.

4.2.2 Dashboard Ellipsis Menu

You can Edit, Cancel or view Meeting Details using the ellipsis menu button located at the end of the meeting line on the Dashboard (see image below).

See the Meeting List View section for details regarding the meeting ellipsis menu options.




4.2.3 Meeting Connectivity Status Display

When there is a connectivity or other issue with a participant (device endpoint), the red Status column message displays as (Partial) and shows the number of Participants connected vs the total number of Participants in the meeting. For example, the meeting image below shows the Status column as Live (Partial) connectivity and in the Participants column 1 out of 2 (e.g. 1 / 2) participants is not properly connected.

When all participants for a meeting fail, the Status column shows Failed.




4.2.4 Meeting Details Screen

1 You can view the Meeting Details by clicking the ID link on the Dashboard. The

example shows the Information tab on the left pane.

4.2.4.1 Comments Tab

2 You can also add text to the Comments tab clicking the pencil icon as shown below.




3 Click the Edit button on the Comment tab to add text. Click Save.

4.2.4.2 Status Bar

The right side of the Meeting Details screen contains the meeting status bar.

4 You can click the status bar to change the status to Scheduled, Live, Completed, or

Failed. The possible meeting statuses are shown below.

Meeting Status Description

Scheduled The meeting is scheduled but has not yet started.

In Progress Meeting is live.

Failed The meeting failed to launch at the scheduled time.

Cancelled The meeting has been cancelled.

Completed The meeting has ended.

4.2.4.3 Rooms & Participants Panel

The Rooms & Participants pane shows the rooms scheduled or currently connected to the meeting. If there are no rooms associated with the meeting (VMR Meeting) or some participants are connected via an audio bridge, the pane shows the participants.




The screens below illustrate the various features. In addition to using the links drill down to the details of Devices in the Rooms, you can use the Rooms & Participants panel to moderate a meeting.

Meeting Status And you select… Rooms & Participants Pane shows…

Scheduled or

Cancelled

Scheduled and

Connected

All Rooms or Participants scheduled for the meeting.

In Progress

Connected The Rooms or Participants currently connected to the

meeting. For Devices managed by Symphony, the panel

also shows a Quality of Experience (QoE) indicator.

Scheduled and

Connected

The Rooms or Participants currently connected to the

meeting and the Rooms or Participants scheduled for the

meeting that are not connected.

Completed

Connected The Rooms or Participants that were connected during the

meeting.

Scheduled and

Connected

The Rooms or Participants that were connected during the

meeting and the Rooms or Participants that were scheduled

for the meeting but did not connect.


Using the Meetings Function


4.3 USING THE MEETINGS FUNCTION

You can view/search for meetings using the Meetings List View or use the Search feature to find a meeting.

For recurring meetings, Symphony only creates the future occurrences for one month from the current date. You cannot find a future occurrence beyond this timeframe, you are permitted to modify an existing occurrence or the entire series. However, you can find one-time meetings scheduled for more than one month from current date.

4.3.1 Meeting List View

1 Select Meetings > List View in the left navigation bar. By default, the Meetings List

shows all meetings scheduled for the next 12 hours.

2 If the meeting is not scheduled in the next 12 hours, click the Filters icon to change the

scope of meetings displayed on the list. If you previously applied filters to the list, those

filters remain in place, see Meeting Filtering Options

Hint You can point your cursor (hover over) an icon and display the meaning of the icon.

The toolbar of the Meetings List view contains the following items.

Icon Description

Refresh the list of meetings.

Columns to display on the list. You can customize the columns you see on

the Meeting List view by clicking this icon. Follow the instructions on the

Select Columns dialog.

Open the Meeting List View Filtering Options.

Expand or Collapse the fields on the screen.

4.3.1.1 Meeting List View Filter Options

The Meeting List view filter is similar to the Dashboard filter except you can change the




timeframe for the meetings displayed on the list. You can use the filters to find meetings.

1 Select an option in List Meetings drop-down list to limit the timeframe. You can also

select Custom and use the From and To fields to specify the date and time range

during which the meeting is/was scheduled.

2 For administrators you will want to keep the Show only meetings assigned to me field

as a value of No. This field is designed for other roles assigned to meetings.

3 If you know the Status of the meeting, turn off the other statuses in the Include status

field.

4 If you know the purpose of the meeting, turn off the other purposes in the Include

purpose field.

5 If you know the type of the meeting, turn off the other types in the Include type field.

6 Click OK to update the Meetings List.

NOTE By default, the list is sorted by Start Time. You can sort by Meeting ID to group multiple occurrences for any recurring meetings.

7 If you do not find the meeting, try resetting the status, purpose, and type filters.

4.3.1.2 Meeting Ellipsis Menu

You can use the options on the meeting's ellipsis menu to Edit, Cancel, or view Meeting Details.




4.3.1.2.1 Editing a Meeting

You can edit a meeting to change meeting details either by selecting Edit Meeting from the Meeting Ellipsis Menu -OR- select a meeting listed on the Dashboard (can be live meeting) and select the Edit button.

1 Select Edit Meeting or Edit.

If the meeting is a recurring meeting, Symphony asks whether you want to change the specific occurrence (Only This Instance) or all future occurrences (Entire Series).

The meeting details open in the Edit a Symphony Meeting dialog, (e.g., Appointment, Conferencing, and Advanced tabs depending on your permissions), which mirrors the Scheduling Meetings section of the Symphony - User Guide.




2 Change the meeting settings, as desired, and click Update. You can also cancel the

meeting from this dialog box using the Cancel Meeting button.

NOTE If you edit only an instance of a recurring meeting, you cannot modify the recurrence settings for the meeting—the recurring icon and Edit link are not available.

You cannot change the VMR for a VMR meeting scheduled by another account.

Symphony emails the participants with the updates.

4.3.1.2.2 Cancelling a Meeting

When you cancel a meeting, Symphony sets the status to Cancelled. You can still view information about the meeting, but you cannot edit the meeting.

1 Select Cancel Meeting in the Meeting Ellipsis menu .

If the meeting is a one-time meeting, Symphony asks whether you want to notify the meeting attendees.




If the meeting is a recurring meeting, Symphony asks whether you want to cancel the specific occurrence or all future occurrences and whether you want to notify the meeting attendees.

2 Determine whether the meeting is recurring.

If the meeting is… Then…

Not recurring • Click Yes to have Symphony cancel the meeting and send participants an email about the cancellation.

• Click No to have Symphony cancel the meeting without notifying participants.

Recurring • Clear the Notify the meeting attendees check box if you do not want Symphony to send participants an email about the cancellation.

• Click Cancel all to cancel all future occurrences of the meeting; click Cancel instance only to cancel only the specific instance of the meeting.

4.3.2 Map View

The Map View under the Meetings function, enables you to view meetings in progress. You can click on the location and drill-down to view the meeting details.




4.3.3 Calendar View

The Calendar View under the Meetings function, enables you to view meetings in progress.


Using the Administration Function


4.4 USING THE ADMINISTRATION FUNCTION

1 Select Administration function from the left navigation bar. As an account

Administrator, you see as option for managing users for your company's account.

4.4.1 Managing Users

This section explains how you can manage users and their registration options. If your company has conferencing and/or VMR licensing services, you can assign the service to the users as desired.

Create Individual Users

User Capabilities (Roles)

User Conferencing

User Personal VMR

Mass Import Users from a file

Change Password or Resend Welcome email.

4.4.1.1 User List Options

You can list the users for your account by navigating and clicking the Administration function on the left navigation bar.




1 Select Users from the drop-down menu.

The User list displays

2 Click on the Username (Email) link to update user information.

These icons appear in the Users toolbar based on your user permissions. Your ability to perform functions within an option can also be restricted.

User Toolbar Icon Definitions

Icon Definition

You can Mass Import user email addresses from a file.

You can manually create/add user to an account by clicking the plus sign icon.

You can manually delete a user by checking the box and clicking the minus icon.

You can refresh the user list.

4.4.1.2 Create a User (User Profile)

From the Administration function on the left navigation bar, select the User list to manage users.

1 You can add a user by clicking the plus sign icon.




2 Enter the Username (Email) field. This field contains the users email address and is

the username a user enters to login to Symphony.

3 Check the registration option desired.

The table below describes the registration options. The graphic on the next page depicts the workflow for the registration options.

Registration Options

The User is active checkbox indicates that the user

can login to the portal using the assigned password.

User to Self-activate indicates the user enters all

their own profile information into the portal upon

registration.

Admin manually registers

user

If you do NOT want the user to Self-activate, enter

all the remaining required information, (asterisk

denotes required fields).

When you check the user will self-activate option, all fields except for the email address are disabled. The user receives an email containing instructions to set a password and enter their profile information.

NOTE The Conferencing tab is not relevant for VMR customers.

4 Add the remaining user data to the tabs as described in this section for:

User Capabilities (Roles)

User Conferencing

User Personal VMR

5 Press Add.




4.4.1.2.1 Registration Work Flow




4.4.1.2.2 User Conferencing Tab

The Conferencing tab allows you to set conferencing services for which this user is entitled. For example, if your company account is entitled to Premier Services (conferencing), you can assign a Premier Services user license to this user.

If your account is also configured with Personal Audio Conferencing Service, you can add the user’s personal audio conferencing codes and PINs in this screen.

NOTE If the user will self-activate option is enabled, the user assigns their own PIN access codes upon registration.

4.4.1.2.3 User Capabilities (Roles)

If you have the proper permission, you can utilize the Capabilities tab of the User Profile screen to set the role of the user.

4.4.1.2.4 VMR Personal Tab

If your company (account) has purchased Virtual Meeting Room licenses, you can enable a Personal VMR for the user. Add the information to the corresponding tab and check the box as shown below.




VMR Field Definitions

The fields for the VMR are described below.

Field Definition

Meeting ID

(VMR Number)

This field contains the address you and your meeting participants use to connect to

your VMR.

This address is like an email address, with a 10-digit number followed by the

domain of your VMR portal. This address is assigned to you and cannot be

changed.

Video Address This field contains a personalized VMR address to use as an alternative to the

assigned 10-digit number. The domain portion of the alias is provided for you. For

example; [email protected]

Passcode This field contains a 5-digit number you and your guests enter when hosting a

meeting. There is no concept of Host PIN in Cisco CMS. Everyone joins as guests.

NOTE: If you start your meeting by logging on to the Symphony portal and opening

your VMR, it is not necessary to enter the Host PIN.

View For a VMR, you specify one View for the host and all participants. Please refer to

definitions and examples below.

Screen Layouts (View Field Definition)

You can use the drop-down arrow to change the default view for meetings in a user's VMR. The View field contains the options shown and the user can change the options on their Preferences > My VMR tab screen. See table below for examples of view screen layouts.




The following table shows examples of the various view options. Please see screen layouts for SIP endpoints for a complete description of the layouts available.

View Field Options

Screen Layout Option

One of the other options below is selected automatically based on the number of participants.

Automatic

Telepresence

Stack

Speaker Only

https://kb.acano.com/content/33/273/en/what-are-the-screen-layouts-for-sip-endpoints.html#content

https://kb.acano.com/content/33/273/en/what-are-the-screen-layouts-for-sip-endpoints.html#content




View Field Options


All Equal

All Equal Quarters

All Equal Ninths

All Equal Sixteenths

All Equal Twenty Fifths


Audio Bridging at Meeting Time


View Field Options


One Plus Five

One large active speaker video with 9 smaller videos below One Plus Nine

4.4.2 Change Password / Resend Welcome Email

From the Administration function on the left navigation bar, use the account User column drill-down link to manage user Information, Capabilities and Conferencing (VMR).

1 Select a User and use the tabs to manage the user options.

2 From any tab, you can click the buttons on the bottom of the tab screen to:

Change/Reset Password OR

Resend Welcome Email to the user.

4.4.3 Mass Import Users

You can mass import users from a file by clicking on the toolbar cloud down-arrow icon of the User list.

In this case, the User will self-activate option is automatically enabled for the account. All users receive an email containing instructions to set a password and enter their profile information.

3 FILE FORMAT: Select a File containing the email addresses only for the users you wish to

import, (one email address per line). The file can be designated as .csv (comma separated

value) or .txt (text file).

4.5 AUDIO BRIDGING AT MEETING TIME

The way in which audio bridging connections are performed at the time of the meeting varies based on


Audio Bridging at Meeting Time


the type of audio conferencing. For non-VMR meetings, customers are charged on a usage basis for audio bridging.

4.5.1 Personal Audio Conferencing

At meeting time, Symphony must instruct the MCU to dial out to the audio-conferencing service. To perform this activity, Symphony must know the phone number (to dial in to the conferencing service), the participant code (meeting ID), and the owner PIN for the meeting (provisioned at the user level). Symphony must act as the conference owner to unlock waiting rooms and such.

Personal conferencing sequence:

1. The participant dials in to the conferencing service, using the phone number, participant code,

and participant PIN provided in the meeting invitation.

If the participant dials in before the conference starts, the participant remains in the waiting room -or- is connected to other phone participants (depending on how the audio conference is set up).

At the time of the meeting, Symphony instructs the MCU to dial out to the conferencing service,

supplying the phone number, participant code, and owner PIN.

2. The MCU dials out to the personal conferencing service using the information provided by

Symphony.

4.5.2 Shared Audio Conferencing

Using a shared audio-conferencing service is similar to using a personal service. The difference for a shared service, is the owner PIN for the meeting is provisioned from the shared pool when the meeting is scheduled. Symphony uses this PIN when connecting to the service.

4.5.3 Gateway Audio Conferencing

With Gateway audio conferencing, a PSTN or ISDN gateway is registered with the MCU for the specific meeting. This registration is performed when scheduling the meeting:

In the Advanced Audio Conferencing Options on the Advanced tab for PSTN, (see the

Symphony - User Guide, Advanced tab section).

By adding the ISDN endpoint as a Room on the Conferencing tab, (see the Symphony - User

Guide, Conferencing tab section).

At meeting time, the cascading connection between the Gateway and the MCU is handled automatically by the dial plan and the Gatekeeper. In this scenario, Symphony does not have to do anything.

Gateway Dial-in sequence:

1. The participant dials in to the Gateway, using the information provided in the meeting invitation.

Both PSTN and ISDN dial-in information is added to the meeting invitation.

For ad hoc meetings,


Moderating a Meeting


2. The Gateway calls into the MCU conference, verifying that the conference exists.

3. The MCU notifies Symphony of the audio connection for usage billing purposes.

The audio portion of the meeting can be added while booking a meeting before the conference call launches and initiates a connection to the bridge upon conference launch. However, audio cannot be added to the booking post-launch and the connection must be added to the bridge and dialed manually.

PSTN Gateways are dial-in only. The only dial-out that Symphony performs is to ISDN Gateways when the ISDN endpoint is scheduled in the meeting, (see the Symphony - User Guide, section Inviting a Room not in the Directory). In that case, Symphony automatically dials out to the endpoint at meeting time.

4.6 MODERATING A MEETING

While a meeting is in progress, you can use the controls available in the Rooms & Participants pane of the Meeting Details screen to moderate the meeting and any connected devices or participants. You can also use the pane for some basic monitoring.

4.6.1 Add a Participant after the Meeting Starts

4 Click the Add Participant icon.

The Invite Participant dialog box opens.




5 In the Address field, enter the SIP or H.323 address for the device you want to invite.

6 Click Send. Symphony dials out to the device.

4.6.2 End the Meeting

1 Click the Terminate Meeting icon. You are prompted to confirm the action.

Disconnects all devices and participants connected via audio bridge.

Stops recording if the meeting was recorded.

Changes the meeting Status to Completed.

4.6.3 About Meeting Recordings

By default, meeting recordings are assigned to the meeting Owner. If the meeting is configured for recording when scheduled, Symphony automatically starts recording, and the Rooms & Participants pane shows the Stop Recording and Pause Recording icons. Otherwise, you see the Record Meeting icon.

During recording, the Rooms & Participants panel shows the recording as a participant.




You can start, pause, resume, or stop recording. When you pause recording, the Pause icon becomes a flashing Unpause icon.

NOTE: Pausing recording causes Symphony to STOP the recording. When you unpause, Symphony starts a new recording. Based on this scenario, the meeting can have multiple recordings associated with it.

Symphony automatically stops recording when the meeting ends. If the account is entitled to Recording Services, Symphony emails the meeting owner when the recording is available. The owner can manage the recording as described in the Symphony – User Guide, see the Working with Recordings section.

Symphony saves the recording and can be viewed by switching to the User View and

navigating to Recordings.

NOTE Recordings take time before displaying in the Recordings function for User View. The longer the recording, the more time it takes. It is not unreasonable to expect an hour delay before a recording is available.

4.6.4 Using the Device Moderation and Monitoring Controls

When a device managed and monitored by Symphony is connected to the meeting, the Rooms & Participants panel includes a Quality of Experience (QoE) indicator. If Symphony also supports the device’s APIs, Symphony also displays Device Moderation Controls.

This QoE indicator is similar to a cell phone signal strength display and reflects the live status of the device in relation to the following monitoring events.




Indicator Since the beginning of the call, the Device has experienced…

No monitoring issues

At least one issue with a low priority

At least one issue with a major priority

At least one issue with a critical priority

The Quality of Experience for the device is unknown.

Symphony also displays the Device Moderation Controls under the QoE indicator.

Monitor Mute

Disconnect Unmute

You can use these controls to Mute/Unmute or Disconnect the device from the meeting.

4.6.5 Using the Participant Moderation Controls

When an individual is connected to a VMR meeting or to a Symphony meeting via an audio bridge, you can use the Participant Moderation Controls to Mute/Unmute or Disconnect the participant from the meeting.

Executing Reports and Analytics

About the Available Reports


5 EXECUTING REPORTS AND ANALYTICS

The process steps for executing reports are the same for all reports, only the report content varies. After generating a report, you can download the content, in these formats, (e.g., Excel, PDF and comma separated value [CSV]). You can use Excel (.xls or .xlsx) for further analysis and editing of the generated report.

Reports are executed by:

Selecting Accounts, predefined for your account.

Selecting a Date Range, including TODAY button on the widget, or any other dates

NOTE: All time fields on the reports are based on Universal Time Coordinated (UTC).

5.1 ABOUT THE AVAILABLE REPORTS

A robust report engine enables you to view various reports as charts and graphs. For example, you can view reports as a pie chart or a variety of other types of bar and line charts.

1 From the Admin View, navigate to Reports and expand to view report categories. Select a

category.


Executing Reports


2 Select a report from the category.

5.1.1 General Reports

This table describes the General Reports.

General Reports

Report Name Description

Carbon and Time Savings This report shows time and carbon savings for your account and date range.

Meeting Details This report shows detailed meeting information per participants for the selected

accounts and date range.

You can utilize this report to view/plan your day, by selecting the date range of

TODAY. The report shows the meeting Type (e.g., VMR, Ad hoc.) and Status

(e.g., Scheduled, Completed).

Room Details This report shows detailed information of the rooms for your account.

Room Utilization This report shows usage information per room for your account by date range.

Users This report shows detailed information about the users of your account.

5.2 EXECUTING REPORTS

To run a report, use the following steps.

1 Your account is preselected for you. You do not use the All, None and Inverse options.


Executing Reports


2 Enter the required start and end dates, you can use the widget to the left or type in dates.

3 Click Apply to execute the report, the report is generated and displayed. Click OK to exit the

modal window and view the report. See an example below.


Executing Reports


4 For the column list data, you can perform a variety of functions such as zoom, search, refresh

and export using the tool bar at the top of the report. The example shows the export report

options.

NOTE Any report time columns are in UTC format.

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