avaya conference viewersupport.avaya.com/elmodocs2/meeting_exchange/cs7000/04_601649_1.pdfavaya...

Avaya Conference ViewerRelease Number 1.5.14User Guide

04-601649Issue 1

September 2006

© 2006 Avaya Inc. All Rights Reserved.

NoticeWhile reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document may be incorporated in future releases.

Documentation disclaimerAvaya Inc. is not responsible for any modifications, additions, or deletions to the original published version of this Documentation unless such modifications, additions, or deletions were performed by Avaya.

Link disclaimerAvaya Inc. is not responsible for the contents or reliability of any linked third party Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products, services, or information described or offered within them. We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages.

LicenseUSE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER'S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http://support.avaya.com/LicenseInfo/ ("GENERAL LICENSE TERMS"). IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS, YOU MUST RETURN THE PRODUCT(S) TO THE POINT OF PURCHASE WITHIN TEN (10) DAYS OF DELIVERY FOR A REFUND OR CREDIT.Avaya grants End User a license within the scope of the license types described below. The applicable number of licenses and units of capacity for which the license is granted will be one (1), unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User. "Designated Processor" means a single stand-alone computing device. "Server" means a Designated Processor that hosts a software application to be accessed by multiple users. "Software" means the computer programs in object code, originally licensed by Avaya and ultimately utilized by End User, whether as stand-alone Products or pre-installed on Hardware. "Hardware" means the standard hardware Products, originally sold by Avaya and ultimately utilized by End User.

License Type(s):Concurrent User License (CU). End User may install and use the Software on multiple Designated Processors or one or more Servers, so long as only the licensed number of Units are accessing and using the Software at any given time. A "Unit" means the unit on which Avaya, at its sole discretion, bases the pricing of its licenses and can be, without limitation, an agent, port or user, an e-mail or voice mail account in the name of a person or corporate function (e.g., webmaster or helpdesk), or a directory entry in the administrative database utilized by the Product that permits one user to interface with the Software. Units may be linked to a specific, identified Server. Database License (DL). Customer may install and use each copy of the Software on one Server or on multiple Servers provided that each of the Servers on which the Software is installed communicate with no more than a single instance of the same database.

Copyright Except where expressly stated otherwise, the Product is protected by copyright and other laws respecting proprietary rights. Unauthorized reproduction, transfer, and or use can be a criminal, as well as a civil, offense under the applicable law.

Third-party ComponentsCertain software programs or portions thereof included in the Product may contain software distributed under third party agreements ("Third Party Components"), which may contain terms that expand or limit rights to use certain portions of the Product ("Third Party Terms"). Information identifying the copyright holders of the Third Party Components and the Third Party Terms that apply is available on Avaya's web site at: http://support.avaya.com/ThirdPartyLicense/For full information, please see the complete document, Avaya Third Party Terms, Document number 04-601558. To locate this document on the website, simply go to http://www.avaya.com/support and search for the document number in the search box.

WarrantyAvaya Inc. provides a limited warranty on this product. Refer to your sales agreement to establish the terms of the limited warranty. In addition, Avaya’s standard warranty language, as well as information regarding support for this product, while under warranty, is available through the following Web site:http://www.avaya.com/support.

Avaya fraud interventionIf you suspect that you are being victimized by toll fraud and you need technical assistance or support, call Technical Service Center Toll Fraud Intervention Hotline at +1-800-643-2353 for the United States and Canada. Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to: [email protected]. For additional support telephone numbers, see the Avaya Web site: http://www.avaya.com/support

TrademarksAvaya and the Avaya logo are registered trademarks of Avaya Inc. in the United States of America and other jurisdictions. Unless otherwise provided in this Documentation, marks identified by "®," "™" and "SM" are registered marks, trademarks and service marks, respectively, of Avaya Inc. All other trademarks are the property of their respective owners.

Document ordering information:Avaya Publications CenterVoice: +1-207-866-6701

1-800-457-1764 (Toll-free, U.S. and Canada only)Fax: +1-207-626-7269

1-800-457-1764 (Toll-free, U.S. and Canada only)Write: Globalware Solutions

200 Ward Hill AvenueHaverhill, MA 01835 USAAttention: Avaya Account Manager

E-mail: [email protected] Order: 04-601649 Issue 1

September 2006 For the most current versions of documentation, go to the Avaya support Web site: http://www.avaya.com/support

http://www.avaya.com/support


http://support.avaya.com/ThirdPartyLicense/

http://support.avaya.com/LicenseInfo/



3

Contents

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Contacting Avaya . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Chapter 1: Introduction to Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Participant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Q&A. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Chat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Interactive and Passive Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Logging on to Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Logging on to the CS700 Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Logging on to the CS7000 Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18The DOS Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Chapter 2: Viewing Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Viewing the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Sorting the Participant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Example 1: Sorting According to Muted Status. . . . . . . . . . . . . . . . . . . . . . . . . 23Example 2: Sorting According to Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Printing the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Saving the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Editing Participant Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Viewing Details Associated with the Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . 27Modifying Participant List Page Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

4 Avaya Conference Viewer User Guide

Chapter 3: Viewing Q&A Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Q&A Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Moving Questioners up the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Moving Questioners down the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Moving Questioners to the Top of the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Moving Questioners to the Bottom of the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . 32Deleting Questioners from the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Chapter 4: Viewing Polling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Initiating Polling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Stopping Polling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Entering a Polling Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Viewing a Graph of Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Generating a Polling Report for Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Saving a Polling Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Chapter 5: Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Accessing the Chat Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Saving Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Printing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Appendix A: Troubleshooting Avaya Conference Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

The Browser Screen is Flickering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

5

PrefaceThis chapter describes the purpose of the Avaya Conference Viewer User Guide. It also describes the intended audience and outlines the layout of the manual. Lastly, it lists various ways of contacting Avaya.

PurposeThe Avaya Conference Viewer User Guide describes the Avaya Conference Viewer application. Avaya Conference Viewer is a Web-based application that enables Moderators to view conferences. It optimizes communication between Moderators and Operators. It also enables Moderators to manage Q&A sessions and Polling forums. This manual describes the steps involved in each of these tasks.

The Avaya Conference Viewer User Guide is intended for Moderators. The manual is aimed at a non-technical audience and requires no specialist background knowledge.

The Avaya Conference Viewer User Guide describes the functionality of the Avaya Conference Viewer application on the CS700 platform. It also describes the functionality of the Avaya Conference Viewer application on the CS7000 platform. For the most part, the functionality is the same on both platforms. Any differences are clearly marked. For example, on the CS700 platform, Operators manage conferences using the Avaya BridgeTalk application. On the CS7000 platform, Operators manage conferences using the Avaya Operator Console application. For more information, see Figure 1 on page 10.


OrganizationThis manual is organized as follows:

Section Description

Chapter 1, "Introduction to Avaya Conference Viewer"

This chapter introduces the Avaya Conference Viewer application. It outlines the main features and describes how to log on to Avaya Conference Viewer.

Chapter 2, "Viewing Participants" This chapter describes the Avaya Conference Viewer Participant List. It describes how to view, sort, print, and save the Participant List. It also describes how to edit participant details. Lastly, it describes how to modify the Participant List page size.

Chapter 3, "Viewing Q&A Sessions" This chapter describes how to access an interactive visual display of a Questioner’s Queue. Using the visual display, Moderators can conduct question and answer sessions with maximum efficiency. This chapter describes how to change the order of questioners and how to remove questioners from the queue.

Chapter 4, "Viewing Polling" This chapter describes polling functionality in Avaya Conference Viewer. It describes how to view a graphical representation of polling options and responses. It also describes how to view polling results and how to export a polling report.

Chapter 5, "Sending Messages" This chapter describes Chat functionality in Avaya Conference Viewer. Chat functionality enables Moderators to send messages to Operators and other Moderators associated with their conference.

7

Contacting AvayaCorporate Headquarters

21 Stillorgan Industrial PkCo. Dublin, IrelandTel: +353.1.207.5600US Toll Free: +1.877.535.9290Fax: +353.1.295.3740

US Headquarters

Avaya200 Minuteman DriveAndover, MA 01810 USATel: +1.978.552.6200Fax: +1.978.552.6250

Technical Support

Tel: +1.978.552.6300 (US and Canada)Tel: +353.1.207.5667 (International)US Toll Free: +1.800.685.8454 E-mail: [email protected]

Web site www.Avaya.com

9

Chapter 1Introduction to Avaya Conference ViewerThis chapter introduces the Avaya Conference Viewer application. It outlines the main features and describes how to log on to Avaya Conference Viewer.

Avaya Conference ViewerAvaya Conference Viewer is a Web-based application that assists Moderators in the control of conferences. It optimizes communication between Moderators and Operators during conferences and provides Moderators with a visual representation of participants. In addition, Avaya Conference Viewer presents a graphical display of a Questioner’s Queue and a polling forum. Chat functionality in Avaya Conference Viewer enables Moderators to converse with Operators in real time.

Operators use Avaya BridgeTalk or Avaya Operator Console to coordinate conferences. Avaya BridgeTalk and Avaya Operator Console are comprehensive conference management tools. Using these tools, Operators can manage large numbers of conferences and initiate features such as polling and Q&A.

If the CS700 platform is installed on a customer site, Operators use the Avaya BridgeTalk application. If the CS7000 platform is installed on a customer site, Operators use the Avaya Operator Console application.

Figure 1 on page 10 illustrates the two platform types.


Figure 1: Platform Types

Figure 2 on page 10 illustrates the interaction between Moderators and Operators.

Figure 2: Interaction Between Moderators and Operators

Platform Types: CS700 and CS7000

Avaya Conference Viewer

BridgeTalk

CS7000 Platform CS700 Platform

Operator Console

OperatorOperator

Moderator


Moderator

Interaction between Avaya Conference Viewer and BridgeTalk/Operator Console


Moderator

Moderator

Moderator

Operator

BridgeTalk

Browsers

Operator Console

11

Functionality within Avaya Conference Viewer can be divided into four main areas:

• Participant List

• Q&A

• Polling

• Chat

In addition, there are two modes of operation: Interactive mode and Passive mode. Passive mode is a “view only” mode. In Passive mode, Moderators can view the Participant List and Questioner’s Queue. Interactive mode provides Moderators with access to greater functionality. For example, Moderators can change the order of questioners in the Questioner’s Queue. For more information, see “Interactive and Passive Mode” on page 13.

Participant ListThe Participant List is a visual display that shows the details of each conference participant. On the CS700 platform, these details are current status, name, company, phone number, and other optional information. On the CS7000 platform, these details are current status, name, phone number, and a comment field. Moderators can print the Participant List or save it as a comma separated value (.CSV) file. The Participant List also displays a lock symbol, which indicates whether the conference is locked or unlocked. If a conference is locked, no additional participants can join.

Moderators can also use the participant list to view more details about the current conference. These details include the recording status and the number of participants. Moderators can also adjust the displayed page size to ensure that it is optimized for the current number of participants.

Note: For more information, see “Viewing Participants” on page 21.

Q&A A Q&A exchange is a structured session in which Moderators or Operators manage a queue of participants who wish to ask questions.

Participants who wish to ask a question, enter a DTMF sequence using their telephone key pad. They are then added to a Questioner’s Queue. During question time, the Operator moves sequentially through the Questioner’s Queue, enabling each participant to ask their question.

Operators initiate Q&A sessions using the Avaya BridgeTalk and Avaya Operator Console applications. Once initiated, Moderators manage Q&A sessions using the Avaya


Conference Viewer application. Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a Q&A session.

During a Q&A session, Avaya Conference Viewer displays the Q&A queue and highlights the current speaker.

Note: On the CS700 platform, polling and Q&A cannot be run simultaneously. On the CS7000 platform, polling and Q&A can be active at the same time. However, Avaya recommend that polling and Q&A are run separately.

Note: For more information, see “Viewing Q&A Sessions” on page 29.

PollingPolling enables participants to specify a preferred option from a list of available options. In Polling mode, Operators present a selection of choices and participants enter a DTMF key sequence corresponding to their favored choice. All participant votes are collated and the options are ranked accordingly.

Operators initiate polling using the Avaya BridgeTalk and Avaya Operator Console applications. Once initiated, Moderators can manage polling sessions using the Avaya Conference Viewer application. Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a polling session.

Prior to a polling session, Moderators can enter the polling question and a list of the possible responses in Avaya Conference Viewer. The polling responses consist of a descriptive tag and an associated digit. A descriptive tag is an option statement and the associated digit is the DTMF key that must be entered in order to select that option. For example:

In this example, if a participant wishes to vote “Yes”, they press “1” on their telephone keypad. Similarly, if they wish to vote “No”, they press “2”, and so on.

Table 1: Polling Example

Descriptive Tag Associated Digit

Yes 1

No 2

Undecided 3

13

On the both the CS700 and the CS7000 platform, Avaya Conference Viewer displays the incoming votes during a polling session. Moderators can view the name, company, and vote number associated with each voter. When Polling is stopped, a chart of the results is displayed. Moderators can print and save the results in .CSV format.

Note: On the CS700/780 platform, polling and Q&A cannot be run simultaneously. On the CS7000 platform, polling and Q&A can be active at the same time. However, Avaya recommend that polling and Q&A are run separately.

Note: For more information, see “Viewing Polling” on page 33.

ChatModerators and Operators can communicate in real time using Avaya Conference Viewer Chat functionality. Operators can initiate a chat session using the Avaya BridgeTalk or Avaya Operator Console applications. Moderators can initiate a chat session using Avaya Conference Viewer. Moderators can communicate with the following groups:

• All Moderators associated with the conference

• All Operators associated with the conference

• All Operators and Moderators associated with the conference

• Individual Operators or Moderators associated with the conference

Note: For more information, see “Sending Messages” on page 41.

Interactive and Passive ModeAvaya Conference Viewer has two modes of operation, each providing access to a different level of functionality.

In Passive mode, Moderators can:

• Chat to other Moderators and Operators

• View the Questioner’s Queue

• Enter polling questions and answers

• View and sort the Participant List


In Interactive mode (also known as active mode), Moderators can:

• Chat to other Moderators and Operators

• Change the order of the Questioner’s Queue

• Delete questioners from the Questioner’s Queue

• Enter polling questions and answers

• View and sort the Participant List

• Edit caller details in the Participant List

Note: To indicate an active Moderator, an asterisk is displayed next to the main title. If an asterisk is not displayed, the current Moderator is a passive Moderator.

To log on as a passive Moderator, use the Avaya Conference log on URL for passive Moderators. To log on as an active Moderator, use the Avaya Conference log on URL for active Moderators. All log on URLs are available from your Service Provider.

For example: Figure 4 on page 17 displays a passive Moderator’s interface. There is no asterisk next to the main title. Figure 16 on page 31 displays an active Moderator’s interface. There is an asterisk next to the main title.

Logging on to Avaya Conference ViewerSpecific URL details are available from Service Providers. However, the general URLs are as follows:

http://<cv server name>/console/console-login?active=yes (Active Login)

http://<cv server name>/console/console-login? (Passive Login)

Branded URLs must match the name of the directory used when creating the branding. Branded URLs follow this format:

http://<cv server name>/<company name>console/console-login?active=yes (Active Login)

http://<cv server name>/<company name>console/console-login? (Passive Login)

For more information on branding, see the Avaya Conference Viewer Installation and Administration Guide.

15

To log on to Avaya Conference Viewer on the CS700 platform, Moderators require the following information1:

• Username

and one or more of the following:

• Conference ID

• Conference Code

• Confirmation Number

Note: The Avaya Conference Viewer Log On URL and log on information (such as conference codes or conference references) are available from Service Providers.

To log on to Avaya Conference Viewer on the CS7000 platform, Moderators require the following information:

• Username

• Conference Reference

• Moderator PIN

Note: The Avaya Conference Viewer Log On URL and log on information (such as conference codes or conference references) are available from Service Providers.

On both the CS7000 and CS700 platforms, it is possible to save user log on details for future re-use. To store log on details, users select the Save Login Details option on the Log On screen. The Save Login Details option is a configurable field and may not be displayed on your Avaya Conference Viewer.

1.The Log on fields are configurable. Contact your Service Provider for more information.


Logging on to the CS700 Platform1. Enter the Avaya Conference Viewer Log On URL.

The Log On screen is displayed.

Figure 3: CS700 Log On Screen

2. Enter your name in the Name field.

This field accepts a maximum of 20 characters.

3. Enter a valid number in the Conference ID field.

4. Enter a valid confirmation number in the Confirmation Number field.

Log on fields are configurable. Your log on parameters may differ from those displayed in Figure 3, “CS700 Log On Screen”. For example, the Moderator Code may be required. Avaya Conference Viewer accepts numeric Moderator Codes, but not alphanumeric Monderator Codes.

5. Click Login.

Avaya Conference Viewer opens.

17

Figure 4: Avaya Conference Viewer

Main Information PanelLefthand Menu


Logging on to the CS7000 Platform1. Enter the Avaya Conference Viewer Log On URL.

The Log On screen is displayed.

Figure 5: CS7000 Log On Screen

2. Enter your name in the Name field.

This field accepts a maximum of 20 characters.

3. Enter a valid number in the Conference Reference field.

4. Enter a valid PIN in the Moderator PIN field.

5. Click Login.

Avaya Conference Viewer opens

19

Figure 6: Avaya Conference Viewer

The Avaya Conference Viewer screen consists of a main information panel and a lefthand menu.

The main information panel has three tabs: Participant List, Q&A, and Polling. The three tabs correspond to three of the main features discussed in “Avaya Conference Viewer” on page 9.

The lefthand menu contains two options: Log Out and Chat. Moderators can exit Avaya Conference Viewer by clicking the Log Out option. Moderators can access the Chat dialog by clicking the Chat option. The Chat dialog is also displayed by default when a user logs on.

If Pop-up Blocker (also known as Pop-up Killer or Pop-up Stopper) software is installed on the PC, ensure that it is removed or disabled. The Avaya Conference Viewer server launches two pop-up dialogs, namely, the Chat dialog and the Avaya Conference Viewer main page.

Note: If log on is unsuccessful due to invalid conference details, an error message such as the following, may be displayed:

Main Information PanelLefthand Menu


Figure 7: Unsuccessful Log On Screen

The DOS WindowWhen you run Avaya Conference Viewer, the system displays a DOS dialog. This DOS dialog contains the database where Avaya Conference Viewer writes CDR and CoDR information. It is important to keep this dialog open while Avaya Conference Viewer is running.

21

Chapter 2Viewing ParticipantsThis chapter describes the Avaya Conference Viewer Participant List. It describes how to view, sort, print, and save the Participant List. It also describes how to edit participant details. Lastly, it describes how to modify the Participant List page size.

The Participant List is a visual display that shows each conference participant, along with their current status, their name, their company, their phone number, and a comment. The Participant List enables Moderators to view a graphical display of the conference. Moderators can sort the Participant List using a number of sort criteria, such as status, name, phone number, and company. Moderators can also print and save the Participant List as a .CSV file.

Note: .CSV files can be imported to another application, such as Microsoft Excel™.

Moderators can edit the name, phone number, company, and comment associated with each participant. All changes are implemented in real time.

Moderators can also modify the size of the Participant List page. The number of participants displayed on each page can be extended or reduced. Multiple pages can be accessed by clicking on the page number at the base of the Participant List.

If a Moderator requests help from the Operator, they are temporarily removed from the Participant List. They are replaced in the Participant List when they are released by the Operator. Moderators can request help by entering a DTMF key sequence on their telephone.

Viewing the Participant ListThe Participant List is displayed when a Moderator logs on to Avaya Conference Viewer. When the Participant List is displayed, the Participant List tab at the top of the page is black. Unselected tabs are orange. For more information on logging on to Avaya Conference Viewer, see “Logging on to Avaya Conference Viewer” on page 14.

The Participant List is displayed as follows:


Figure 8: Participant List

Note: To indicate an active Moderator, an asterisk is displayed next to the main title. If this asterisk is not displayed, the current Moderator is a passive Moderator.

Note: If the Operator create the conference using the Avaya BridgeTalk application, you can log into the conference even if the conference has no participants in it at that time.

Sorting the Participant ListThe Participant List can be sorted according to a number of sort criteria.

On the CS700 platform, the sort criteria are as follows:

• Status

• Name

• Phone

• Company

• Other

Participant List Tab

Caller Icon

Moderator Indicator

Print IconSave Icon

23

On the CS7000 platform, the sort criteria are as follows:

• Status

• Name

• Phone

• Comment

The Participant List can be sorted in ascending or descending order.

With regard to the Status sort criteria, the Participant List can be sorted according to one of the following status categories:

• Muted

• Moderator

The Muted category sorts the participants according to whether they are muted or unmuted (listen mode and talk mode).

The Moderator category sorts the participants according to whether they are Moderators or participants.

As with other sort criteria, the Participant List can be sorted according to status in ascending or descending order.

Note: Not all participant states are displayed. For example, Avaya Conference Viewer does not indicate if a participant is in “Operator Recall” mode.

Example 1: Sorting According to Muted Status1. On the Participant List screen, click Status.

The “By Muted, By Moderator” pop-up list is displayed.

2. Select By Muted.

The “Ascending, Descending” pop-up list is displayed.

3. If you wish to list the participants in ascending order, click Ascending. In ascending order, unmuted participants are displayed before muted participants. If you wish to list the participants in descending order, click Descending.

The Participant List is updated.


Example 2: Sorting According to Name• To sort the Participant List in ascending order, click Name. In ascending order, names

are listed from A to Z.

• To sort the Participant List in descending order, click Name again. In descending order, names are listed from Z to A.

Printing the Participant List1. Click the Print icon on the Participant List screen.

The Print dialog is displayed.

2. Click Print.

The Participant List is printed.

Saving the Participant List1. Click the Save icon on the Participant List screen.

The File Download dialog is displayed.

Figure 9: File Download Dialog

2. Click Save.

The Save As dialog is displayed.

25

Figure 10: Save As Dialog

3. Select an appropriate folder in which to save the file.

The default file name is CV_Part_[MODERATOR_CODE].csv.

4. Click Save.

The Download complete dialog is displayed.

Figure 11: Download Complete Dialog

5. Click Close to close the dialog or click Open to view the saved Participant List.

The Participant List is saved as a .CSV file.

.CSV files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the Participant List CSV file requires some manual editing to ensure that data is displayed correctly in each column.


Editing Participant DetailsModerators in Interactive mode can edit a number of details associated with conference participants.

On the CS700 platform, these are:• Name• Phone number• Company name• CommentOn the CS7000 platform, these are:• Name• Phone number• CommentTo edit participant details:

1. Click the participant icon associated with the participant whose details you wish to update.

The Edit pop up dialog is displayed.

Note: The Edit pop up dialog is modal. While it is displayed, you cannot click anywhere else in the interface. You must click Edit and display the Participant Details dialog. At that point, you can exit the Participant Details dialog and click elsewhere in the interface, if you wish.

2. Click Edit.

The Participant Details dialog is displayed.

Figure 12: Participant Details Dialog

3. Change the content of the fields as required.

4. Click Edit.

The updated Participant List is displayed.

CS700

CS7000

27

Viewing Details Associated with the ConferenceA number of details associated with the current conference can be viewed. These are:

• Number of participants

Note: The number of participants is displayed on the main Participant List screen. It is also displayed on the Conference Details dialog.

To view conference details:

1. Click Details on the main Participant List screen.

The Conference Details dialog is displayed.

Figure 13: Conference Details Dialog

2. Close the dialog to return to the Participant List screen.

The Participant List screen is displayed.

Modifying Participant List Page SizeModerators can extend or reduce the number of participants displayed on each page. If there are multiple pages, they can be accessed by clicking on the page number at the base of the Participant List.

Note: Moderators can also extend or reduce the number of participants displayed on the Q&A List by clicking the Q&A List Details icon:

To modify the Participant List page size:

1. Click Details on the main Participant List screen.

The Conference Details dialog is displayed.


Figure 14: Conference Details Dialog

2. Enter the number of participants you wish to display on each page in the Participant List Page Size field.

3. Click Set Page Size.

The updated Participant List is displayed.

29

Chapter 3Viewing Q&A SessionsThis chapter describes how to access an interactive visual display of a Questioner’s Queue. Using the visual display, Moderators can conduct question and answer sessions with maximum efficiency. This chapter describes how to change the order of questioners and how to remove questioners from the queue.

Q&A ConferencesA Q&A exchange is a structured session in which Moderators or Operators manage a queue of participants who wish to broadcast questions into the conference.

Participants who wish to ask a question, enter a DTMF sequence using their telephone key pad. They are then added to a Questioner’s Queue. During question time, the Operator moves through the Questioner’s Queue, enabling each participant to broadcast their question to the conference.

Operators initiate Q&A sessions using the Avaya BridgeTalk and Avaya Operator Console applications. Once initiated, Moderators can manage Q&A sessions using the Avaya Conference Viewer application. Moderators can use the Chat functionality within Avaya Conference Viewer to prompt Operators to initiate a Q&A session.

Figure 15, “Starting a Q&A Session” illustrates a typical Q&A initiation scenario (when in interactive mode).


Figure 15: Starting a Q&A Session

As participants enter the appropriate DTMF sequence, they are displayed in the Q&A screen in Avaya Conference Viewer. Moderators in Passive mode can view this display. Moderators in Interactive mode can view the display and perform a number of actions on the registered participants. For example, Moderators can remove questioners from the queue or change the order of questioners. If a participant has been barred by the Operator on the Avaya Operator Console, they can still ask questions via the Avaya Conference Viewer. The barring functionality has not been implemented on Avaya Conference Viewer operating on the CS7000 platform.

Note: For more information on Passive and Interactive mode, see “Interactive and Passive Mode” on page 13.

If a Moderator requests help from the Operator, they are temporarily removed from the Q&A List. They are replaced in the Q&A List when they are released by the Operator. Moderators can request help by entering a DTMF key sequence on their telephone.


Typical Q&A Initiation Scenario for Operators and Moderators

Operator

Manages Q&A session (For example, changes the order of questioners and deletes questioners.)

Sends message to Operator to start a Q&A session.

Moderator

Starts Q&A session

(Interactive mode)

31

Prior to initiation, the Q&A List is displayed as follows:

Figure 16: Inactive Q&A List

Once activated, via the Avaya BridgeTalk or Avaya Operator Console applications, the Questioner’s Queue on the CS7000 platform is displayed as follows:

Figure 17: Questioner’s Queue

Q&A Tab

Move Down Icon

Questioner’s Queue

Remove IconMove Up Icon

Move To The TopMove To The Bottom


The Questioner’s Queue on the CS700 platform is very similar (activated via the Avaya Operator Console application). The Comment field is replaced by Company and Other fields.

On the CS700 platform, any non-muted participant who has requested a place in the Q&A queue is considered an Active Speaker.

On the CS7000 platform, only the participant allocated the status, Next Speaker, by the Operator via the Avaya Operator Console, is considered an Active Speaker.

For more information on Avaya Operator Console and Avaya BridgeTalk functionality, see the CS7000 Operator Guide and the Avaya BridgeTalk Guide.

Moving Questioners up the Queue• Click the Up arrow associated with the participant you wish to move.

The questioner moves up the queue, one row at a time.

Moving Questioners down the Queue• Click the Down arrow associated with the participant you wish to move.

The questioner moves down the queue, one row at a time.

Moving Questioners to the Top of the Queue• Click the Double Up arrow associated with the participant you wish to move.


Moving Questioners to the Bottom of the Queue• Click the Double Down arrow associated with the participant you wish to move.


Deleting Questioners from the Queue• Click the Remove icon associated with the participant you wish to remove.

The questioner is removed from the queue.

33

Chapter 4Viewing PollingThis chapter describes polling functionality in Avaya Conference Viewer. It describes how to view a graphical representation of polling options and responses. It also describes how to view polling results and how to export a polling report.

PollingPolling enables participants to answer multiple choice questions posed by Operators on behalf of Moderators. In Polling mode, Moderators present a selection of choices and participants enter a DTMF key sequence corresponding to their favored choice. All participant votes are collated and the options are ranked accordingly.

Operators initiate polling using the Avaya BridgeTalk and Avaya Operator Console applications.

Prior to a polling session, Moderators can enter the polling question and a list of the possible responses in Avaya Conference Viewer. The polling responses consist of a descriptive tag and an associated digit. A descriptive tag is an option statement and the associated digit is the DTMF key that must be entered in order to select that option.

If a participant requests help from the Operator, they are not removed from the polling session. Their vote is still counted.


Initiating PollingOn the CS7000 platform, polling is initiated via the Avaya Operator Console. Moderators use the chat feature to communicate with Operators who are using Avaya Operator Console. Operators start polling functionality on behalf of Moderators. For more information on the chat feature, see “Sending Messages” on page 41.


On the CS700 platform, pollling is initiated via Avaya BridgeTalk. Moderators use the chat feature to communicate with Operators who are using Avaya BridgeTalk. Operators start polling functionality on behalf of Moderators. For more information on the chat feature, see “Sending Messages” on page 41.

To start polling:

1. Click the Polling tab to display the Polling screen.

The Polling screen is displayed.

Figure 18: Polling Screen (On the CS7000 platform)

2. Send a message to the Operator instructing them to begin polling.

3. Enter a question in the Question field and enter a series of potential answers in the Answers fields. For more information, see “Entering a Polling Question” on page 35.

4. Operators and Moderators ask conferees to specify a preference for one of the potential answers, via a DTMF key sequence on their telephone.

To stop polling and view results, see “Stopping Polling” on page 35.

Note: On the CS7000 platform, if no polling results are entered, the polling session automatically stops after a period of about 10 seconds. On the CS700 platform, polling must be stopped manually by Avaya BridgeTalk.

35

Stopping PollingOn the CS700 platform, pollling is stopped via Avaya BridgeTalk. Moderators use the chat feature to communicate with Operators who are using Avaya BridgeTalk. Operators stop polling functionality on behalf of Moderators. For more information on the chat feature, see “Sending Messages” on page 41.

On the CS7000 platform, pollling is stopped via Avaya Operator Console. Moderators use the chat feature to communicate with Operators who are using Avaya Operator Console. Operators stop polling functionality on behalf of Moderators. For more information on the chat feature, see “Sending Messages” on page 41.

When polling stops, the Polling Results screen is displayed on the main Avaya Conference Viewer window, as follows:

Figure 19: Polling Screen

Entering a Polling Question1. Enter the text of the polling question in the Question Field on the Polling screen.

2. Enter the first possible response in the first Answer field.

3. Enter the second possible response in the second Answer field.

4. Continue until all possible responses have been entered.

Polling TabPolling QuestionPossible ResponsesActual Votes


Viewing a Graph of ResultsWhen polling is complete, a piechart is displayed on the Polling screen. Moderators can also generate a polling report that contains details of individual votes (for more information, see “Generating a Polling Report for Printing” on page 36).

Figure 20: Polling Screen with Preview Piechart

Note: On the screen which displays the polling responses, a black bar may cover the first response. This issue only occurs on the screen of the Moderator who entered the polling questions. The black bar obscures the first response. To work around this issue, log in again, as a Moderator. The black bar is no longer displayed in the new screen.

Generating a Polling Report for Printing1. Click the printer icon on the Polling screen.

A polling report is generated.

37

Figure 21: Polling Report

The Print dialog is also displayed.

Figure 22: Print Dialog


2. Click Print.

The Polling Report is printed.

The printed report always displays polling responses. However, it displays the polling questions only in the report of the Moderator who created the poll.

Saving a Polling Report1. Click Save CSV File on the Polling Report dialog.

A warning dialog may be displayed.

Figure 23: Warning Dialog

2. Click Save.


Figure 24: Save As Dialog

39


4. Click Save.

The file is saved.

.CSV files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the Polling Report CSV file requires some manual editing to ensure that data is displayed correctly in each column.

The saved report always displays polling responses. However, it displays the polling questions only in the report of the Moderator who created the poll.

41

Chapter 5Sending MessagesThis chapter describes Chat functionality in Avaya Conference Viewer. Chat functionality enables Moderators to send messages to Operators and other Moderators associated with their conference.

Avaya Conference Viewer optimizes communication between Moderators and Operators during conferences. Moderators and Operators can use Chat functionality to coordinate Q&A sessions, to initiate Polling, and to ensure that conferences run smoothly. On the CS700 platform, Operators access Chat functionality using the Avaya BridgeTalk application. On the CS7000 platform, Operators access Chat functionality using the Avaya Operator Console application (on the Conference Menu, select the Chat option or use the shortcut keys CTRL+9). Moderators access Chat functionality using Avaya Conference Viewer. Communication between the two applications is seamless.

Moderators can communicate with the following groups:

• All Moderators associated with the conference

• All Operators associated with the conference

• All Operators and Moderators associated with the conference

• Individual Operators or Moderators associated with the conference

Note: If two chat users (Operators or Moderators) have the same username, the second user is prompted to enter a nickname to avoid confusion.

At any time, the limit on the size of the Chat window is 256 lines. When the size of the Chat window exceeds 256 lines, older messages are discarded as new messages arrive. For this reason, it is a good idea to save message transcripts a number of times during a long exchange of messages. Similarly, it is a good idea to print message transcripts a number of times during a long exchange of messages.


Accessing the Chat Window

Note: By default, the Chat window opens when a user logs on.

To access the Chat window:

• From the lefthand menu, click Chat.

The Chat window is displayed.

Sending MessagesTo send a message:

1. Select a message recipient from the To drop-down list.

Moderators can send messages to:

• All Moderators and Operators

• All Operators

• All Moderators

• Individual Operators and Moderators

Moderators can only send messages to Operators and Moderators associated with their conference. Moderators cannot send messages to Operators and Moderators associated with a different conference.

2. Enter the message text in the text field at the bottom of the Chat window.

3. Click Send.

The message is sent to the selected recipient(s).

The message text is displayed in the Chat window. The current time and date are displayed next to the message text. The message recipient is also displayed.

43

Figure 25: Chat Dialog

Saving MessagesModerators can save a transcript of the messages associated with their conference. The message report is saved as a .CSV file.

Note: It is a good idea to save message transcripts a number of times during a long exchange of messages because the limit on the size of the Chat window is 256 lines.


To save messages:

1. Click the Disk icon in the Chat window.

The File Download dialog is briefly displayed. The message transcript opens within a viewing package, such as Microsoft Excel™.

2. From the File menu, select Save.



4. Enter a meaningful filename.

5. Click Save.

The file is saved as a .CSV file.

.CSV files are comma separated files. This means that when a comma appears in the data, the subsequent data is displayed in a new column. Sometimes, this means that the display of data in the messages CSV file requires some manual editing to ensure that data is displayed correctly in each column.

Printing MessagesModerators can print a transcript of the messages associated with their conference.

Note: It is a good idea to print message transcripts a number of times during a long exchange of messages because the limit on the size of the Chat window is 256 lines.

To print messages:

1. Click the Print icon in the Chat window.

A preview of the transcript is displayed. The Print dialog is also displayed.

2. Click Print.

The message transcript is printed.

45

Appendix ATroubleshooting Avaya Conference Viewer

This chapter describes some common issues that may arise when running Avaya Conference Viewer.

The Browser Screen is FlickeringIf the browser screen is flickering, users should check that their browsers are configured to reload pages only if necessary. This is the browser default setting. To check browser settings:

1. Select Tools and then Internet Options from the main Internet Explorer menu.

The Internet Options dialog is displayed.

Figure 26: Internet Options Dialog


2. Click Settings.

The Settings dialog is displayed.

Figure 27: Settings Dialog

3. Ensure that Automatically is selected under Check for newer versions of stored pages.

4. Click OK.

The Internet Options dialog is displayed.

5. Click OK.

The main browser window is restored.

47

Index

Files.CSV 13

Aascending 23

Cchat 41

accessing 42printing 44saving 43sending messages 42

Ddescending 23

Ffeatures 11

Iinteractive 13introduction 9

chat 13participant list 11polling 12Q&A 11

Llefthand menu 19logging on 15

700/780 167000 18

Mmodes 13

Ppage size 27participants 21

details 27editing 26page size 21printing 24saving 24sorting 22viewing 21

passive 13PIN 18platforms 9


polling 33activating 33entering questions 35initiating 33printing 36saving 38starting 33stopping 35viewing results 36

pop-up blocker 19

QQ&A 29

activating 31deleting questioners 32initiating 31moving questioners 32starting 31

Ssort criteria 22

Ttabs 19troubleshooting 45

Vvoting 12

avaya conference viewersupport.avaya.com/elmodocs2/meeting_exchange/cs7000/04_601649_1.pdfavaya...

Documents