tcc onlinepage. you can update information or settings in any of the tabs and you will only need to...
TRANSCRIPT
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THE TCC ONLINE ADVANTAGE From a central location as a conference leader, you can save time when using TCC Online by having the ability to:
Manage and control your conferencing services and recordings.
Edit your profile and change settings.
Schedule, update or delete pending conferences.
Access all dial-in numbers designated to your account.
View detailed billing and usage reports.
Your TCC Online home page may include your company’s branding, special announcements from us regarding new services
and features, as well as a list of the services activated for your user profile.
TCC ONLINE
U S E R G U I D E
TCC Online is a free service that makes it quicker and more convenient for you
to access all of your conferencing services. From a single point of entry you’l l
be able to access our online reservation system and your audio and web
conferencing accounts. Once you’ve registered for TCC Online, your
conferencing tools are just a click away.
Available products and premium
features within TCC Online:
Reservationless-Plus®
Operator Assisted Conferencing
Direct EventSM
LeaderviewSM
EncoreSM
Unified Meeting® 5
Call Manager
Cisco Webex® Meetings
Adobe® Connect™
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Table of Contents
GETTING STARTED
Logging in the First Time
TCC Online Welcome Page
o Forgot Your Username and Password
o Resend Welcome Email
o Get Dial-In Numbers
o Join a Meeting
MANAGE PROFILE
My Profile
View and Edit Modes
Owner Overview
o Company and Billing Information
o Owner Information
o Assistant Information
o Project Account Code (PAC)
Communications Settings
o Notification Types
o Options
o Alternate Recipient Information
o Additional Email
Product Details
Change Your Password and Security Settings
Delegate Management
o Delegate Access Types
o Delegation Options
o Search for Delegates
o Manage Delegates
o Act as a Delegate
MANAGE MEETINGS
Schedule a Meeting
o Guided Scheduling
o Express Scheduling
o Customized Scheduling
o Scheduling Template
o Viewing Direct Event Invite List
o Unified Meeting 5 Scheduling
o Cisco Webex Meeting Center Scheduling
Access a Meeting
o Scheduled Meetings
o Past Meetings
o Meeting Templates
Start and Join a Meeting
Recorded Meetings
o Access Recorded Meetings
o Manage Recorded Meetings
o Access Another User’s Recorded Meetings
o Recording Availability and Audio Archive
Renewal
o Archive Technical Details
REPORTS
Reporting Options
o Basic Reports
o Product / Premium Reports
SUPPORT
Opening a Case
APPENDIX
Product Selection Descriptions
o Reservationless-Plus
o Operator Assisted and Direct Event
Country Number Display
Enhanced Features
Encore Options
Participant Report
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GETTING STARTED
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Logging in the First Time
Follow the steps below to start using TCC Online to manage your account.
You can begin from the email you received containing your conferencing account information. Depending on which option is
enabled on your profile, you will receive either a Welcome Email or a My Services email.
WELCOME EMAIL Your welcome email will contain all of your conferencing credentials including your conference code and leader PIN. At the bottom
of the email, click Create New
Username and Password in the
Customer Service section.
You may also directly go to
www.tcconline.com, click Are you a first
time user, then enter your owner
number and web PIN found in your
welcome email.
MY SERVICES EMAIL From your My Services email, click Access Your Account.
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CREATING YOUR USERNAME AND PASSWORD All email links mentioned above will take you to the Username and Password Creation page.
1. Create your unique TCC Online username and password.
o Username – Needs to be at least six characters long. May contain letters, numbers, one of the special characters as
shown (@, $, %, &, +, -, ., _) or any combination of these.
o Password – Needs to be at least eight characters long. Must contain three of the following attributes: a number (0-9);
a special character as shown (@, $, %, &, +, -, ., _); a lower case letter (a, b, c, etc.) or an upper case letter (A, B, C,
etc.).
2. You will also be prompted to select a secret question from a drop-down menu and provide an answer that will be used should you
ever forget your password. Click Continue
to complete this step.
3. After selecting Continue, you will be logged
into TCC Online. You will be taken to your
TCC Online dashboard.
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TCC Online Welcome Page
Once you have successfully created your TCC Online account, go to www.tcconline.com and log in. You can also
access the following from the Welcome page:
Forgot Your Password or
Username? – Submit a
request to have your password
and/or username delivered to
you.
Resend Welcome Email –
Send a request to have your
welcome email resent to assist
you in creating your TCC
Online credentials.
Get Dial-In Numbers – View a
complete list of
Reservationless-Plus dial-in
numbers available for your call
by entering the conference
code associated to your
conference.
Join a Meeting – Join other leaders’ Reservationless-Plus meetings quickly by providing the conference code assigned to the
meeting.
FORGOT YOUR USERNAME OR PASSWORD Please note you can only use these options if you have already created a TCC Online username and password.
1. Click Forgot Username and Password from the TCC
Online Welcome page.
2. Enter the email address associated with your account, then
check I’m not a robot. Click Search.
3. An email will be sent to you with a link to retrieve your
username(s) associated with your account.
4. Select the link within this email. To reset your password,
select the username and click Resend Password. You will
receive a second email to complete the process.
Email links to retrieve your username(s) will be valid for only 24 hours and one-time use. New passwords cannot be the same as your
previous five passwords.
Your password needs to be at least eight characters long. Must contain three of the following attributes: a number (0-9); a special
character as shown (@, $, %, &, +, -, ., _); a lower case letter (a, b, c, etc.) or an upper case letter (A, B, C, etc.).
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RESEND WELCOME EMAIL Have your welcome email resent to you without logging into TCC Online.
1. Select Resend Welcome Email.
2. Enter your email address, then check I’m not a robot.
3. Click Go.
If you have multiple user profiles, you will receive a separate
email for each profile.
GET DIAL-IN NUMBERS The Get Dial-In Numbers section allows you to access your dial-in numbers without logging into the site.
1. Select Get Dial-In Numbers
at the bottom right of the TCC
Online Welcome page.
2. Enter your conference code,
then check I’m not a robot.
3. Click Get Dial-In Numbers.
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JOIN A MEETING Join a Meeting can be used by participants wanting to dial into your Reservationless-Plus meeting or access Call Manager or Unified
Meeting 5.
1. Select Join Meeting.
2. Enter the conference code, then check I’m not a robot.
3. Click Join Meeting.
4. The application will open in a separate window.
You can also follow these steps to start your call as the leader.
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My Profile
View and update your personal account profile details and/or your product feature defaults at any time by visiting TCC Online.
To open your owner profile, click My Profile from your TCC Online dashboard.
Your owner profile information is sorted into three tabs:
Owner Overview
Communications Settings
Product Details
Clicking any tab will display a sub-menu for quick access to additional options.
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View and Edit Modes
When you first enter your profile, your data is in View mode. If you wish to change information in any of the tabs, click EDIT
RECORD to enter Edit mode.
After making any changes, make sure to click Save All Changes located at the bottom of the
page. You can update information or settings in any of the tabs and you will only need to click
Save All Changes once. If you don’t want to save the changes, click Cancel and Exit and you
will be returned to View mode.
Owner Overview
COMPANY AND BILLING ACCOUNT INFORMATION You can view but not be able to edit your owner number, web PIN, username, and other company information in this section.
OWNER INFORMATION Owner information includes personal details such as your full name, address, and contact details. If your details are not current,
you may switch to Edit mode to update your details. Depending on your communication settings, you may receive an email
notification regarding the changes.
To speed up the editing process, you can click Use Company Address or Use
Account Address to match your company’s or account’s billing address.
TCC Online supports address validation allowing you to select from a global database
to improve the accuracy of the address information provided. This feature is only
available for owners based in the U.S. and Europe.
Address Entered – This is the address you have entered. If this
address is the most accurate, click the button next to the address
then click Use Selected Address.
Suggested Addresses – These are alternate addresses from our
global database which may be more accurate. Scroll through the
list and select the most accurate address.
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ASSISTANT INFORMATION An assistant is another person you designate to receive a copy of your conferencing details. This section is optional.
If you wish to add an assistant, check Use Assistant Information and fill in the required details. To speed up the process, you
may check Same As Owner to copy your details.
PROJECT ACCOUNTING CODE (PAC) This provides a method for you to identify your conference calls. These codes are individual accounting codes to assist with billing
and reporting or to track project cost.
If Project Accounting Code is required or needed, select Project Accounting Code from the Owner Overview tab. Enter in the
PAC value.
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Communication Settings
Communication settings allow you to edit the type of notification emails you will receive. You can also set your preferred language
or add an alternate recipient for the notifications.
NOTIFICATION TYPES
Personal Owner Website – Select Yes or No to access a
secure online web page which provides your individual account
information along with steps to get started using your services.
This option activates the My Services email.
Email Welcome Info – Select Yes or No to indicate if you want
welcome information to be delivered via email.
Secure Email – Select Yes or No to indicate if codes/usernames
and PINs/passwords should be delivered in two separate emails.
Email Service Notifications – Select Yes or No to indicate if
you want to receive system messages regarding product
changes and upgrades delivered via email.
Express Setup Program – Select Yes or No to indicate if you
want to receive a series of emails about how to use our services.
Email Education/Training – Select Yes or No to indicate if you
want to receive invitations to online seminars and training
sessions about using our services to be more productive.
Email Product News– Select Yes or No to indicate if you wish to
receive information on special offers and pricing discounts.
Customer Portal Notifications – Select Yes or No to indicate if
you wish to receive notifications within the portal.
Protect From Reset – Select Yes or No to indicate if you want to
have notification options updated if changes are made to the
account or company level settings.
OPTIONS
Copy Assistant – Check if you have an assistant that should also receive copies of your notifications.
Language Preference – Select from the drop-down menu to indicate what language should be used for communications
to you.
Email Address Change Notification – Select Yes or No to indicate if you want to receive an email if the email address
is changed on your owner profile.
Email Format – Select the format of the emails you will receive.
Reservation Confirmation Options – Select the type of confirmation email you will receive for calls that require
reservations.
ALTERNATE RECIPIENT INFORMATION You may set up different email addresses to receive notification emails instead of using your own. This section is optional.
If you wish to add an assistant, check Include Alternate Recipient Information and fill in the required details. To speed up the
process, you may check Same As Owner to copy your details.
ADDITIONAL EMAIL Add more addresses so others can receive copies of your notification emails. Click Add Email, type the additional address then
select the email type that you would like to use. Click Continue. Repeat as many times as needed.
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Product Details
The Product Details section allows you to update settings for your provisioned products or add new products to your profile.
Products are grouped by type.
To view audio products, click the
Product Details tab then select
Audio Products.
Displayed products may vary
depending on which services are
available to your company.
If you want to provision a new
product, check the relevant box.
Settings can be configured for
each product if you wish to update
them.
To update your product settings,
click the plus “+” symbol next to
the product name under the
Products Currently in Use
section to expand and see the
feature settings.
UPDATING RESERVATIONLESS-PLUS SETTINGS You can change several settings and options for your Reservationless-Plus account. Please note that your company may not allow
changing of some settings.
1. To make changes to your settings, make sure you are in Edit
mode.
2. Click the plus “+” symbol next to Reservationless-Plus.
3. Blank fields such as conference code and leader PIN will be
auto-generated by the system when you click Save All
Changes.
4. You can also enter your own conference code and leader PIN.
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You may also change other product settings for Reservationless-Plus. For more information, hover over the name of the feature for
a short description. Once you’ve finished your updates, click Save All Changes.
Click Country Numbers
to Display tab to
customize the dial-in
numbers shown on your
invitations, as well as dial-
in number links you share
with your participants.
You can select a specific
country as your primary
dial-in number which will
appear at the top of your
dial-in number list. You
can also deselect
countries from the list
provided if you do not
want it to be displayed.
Follow similar process for all other products provisioned to your profile.
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Change Your Password and Security Settings
To change your TCC Online password or to update your security question, click on your User Menu and select Change
Password.
CHANGING YOUR PASSWORD
1. Enter your current password.
2. Enter your new password.
3. Confirm your new password.
4. Click Save.
New passwords cannot be the same as your previous five
passwords. Your password needs to be at least eight characters long. Must contain three of the following attributes: a number (0-
9); a special character as shown (@, $, %, &, +, -, ., _); a lower case letter (a, b, c, etc.) or an upper case letter (A, B, C, etc.).
CHANGING YOUR SECURITY QUESTION
1. Choose from a list of security questions.
2. Enter your new answer.
3. Confirm your new answer.
4. Click Save.
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Delegate Management
TCC Online gives you the capability to give specific users access to manage your account and/or meetings.
After logging into your TCC Online account, select Manage Delegate from the My TCC Online tab.
Delegates must be a TCC Online user with a username and password and be listed within the same company as the end user
requiring a delegate. A delegate does not require administrator rights at any level. You have the option to either request to be
someone’s delegate or appoint another user to be your delegate within your company.
Please note all CRM administrators at the account and company level are automatic delegates for their respective levels. These
users will not need to be given access. Below are the descriptions for delegate access types and delegation options. These are
only configurable at the account or company level by CRM administrators.
DELEGATE ACCESS TYPES
Full Access - A delegate with full access will be able to access and update the user profile as well as schedule, edit and cancel
the calls scheduled on behalf of the user.
Booking Only Access – A delegate with booking only access can only schedule, edit and cancel the calls scheduled on behalf of
the user.
DELEGATION OPTIONS
Delegation By Request – You can search for users under your company and request to be a delegate for them—full access or
booking only delegation. The user requested will receive an email with a link to authorize the delegation request.
Appointed Delegation – You also have the option to add users to be your delegates—full access or booking only.
Open Booking Delegation – Any owner within the company/account will be able to search and delegate for any other owner
within their company with a TCC Online account, but only to schedule calls.
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SEARCH FOR DELEGATES
1. After selecting Manage Delegation, search for a TCC Online user by using:
o First name and/or last name
o TCC Online username
o Owner number
o Email
2. Select the user and choose from the following options to complete the process:
o Request Booking Delegation
o Request Full Delegation
o Add Booking Delegation
o Add Full Delegate
o Resend Delegation Request
MANAGE DELEGATES View a list of existing delegates. Your Approved Delegate List section provides the following functionality:
Choose an Access Level
o Full Access
o Booking Access
Set an Expiration Date
o Remove Expiration Date
o Edit Expiration Date
Manage Delegates
o Remove Delegate
o Approve Delegate
o Reject Delegate Request
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View owners for which you are a delegate.
ACT AS A DELEGATE From your TCC Online dashboard, you will have the option to Act as Delegate. After clicking Act as Delegate, you will see a list of
users who you can delegate for. If you have no delegates available, refer to the Manage Delegation instructions above.
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Select the required delegate from the list and choose View User’s Account or View User’s Meetings. Both options will be
available if you have full access. If you only have Booking Only Access, you will only be able to select View User’s Meetings.
Once the delegate functionality has been activated, you will be able to update their user profile as well as schedule, edit and cancel
the calls scheduled on behalf of the user OR
schedule calls only depending on your access level.
Your Username menu will indicate that you are
currently delegating for another user.
Options to stop or change delegation are available
when you hover over your Username.
If you navigate away from a page that supports
delegation such as My Meetings or My Profile,
delegation will stop automatically. Your username will
also indicate that you are no longer delegating.
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Schedule a Meeting
You can reserve an Operator Assisted, Direct Event or Event Plus call as well as, schedule, manage and start your Reservationless-Plus
audio conference calls and web meetings from one place. If you are signed up for Operator Assisted, Direct Event or Event Plus, you can
also schedule a combined audio and streaming call.
This tool interacts directly with our conferencing provisioning system to register your call preferences and to schedule operator resources
for your conference calls when needed.
You can schedule a meeting directly from your TCC Online dashboard by clicking Schedule a Meeting.
TCC Online offers multiple ways to schedule your meeting. You may select your own preferred scheduling process.
Guided Scheduling – answer a series of questions about
your meeting and we will recommend the best options to fit
your needs.
Express Scheduling – quick way to schedule your
meeting by simply entering conference topic, date, time,
and duration.
Customized Scheduling – personalize your meeting by
selecting from our list of products and features.
Scheduling Template – replicate the products and
features you have selected in your previous meetings.
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GUIDED SCHEDULING Select Guided Scheduling then click Continue. This online form will recommend a product and feature set based on your
answers to specific questions. The example scheduling below is for an Operated Assisted conference call. Your experience may
differ depending on the products recommended to you.
1. Select Yes for operator assistance.
2. Select Confirmed Correct if the details provided are correct.
3. Enter your required meeting date and time.
4. Confirm the leader/speaker for your call, complete the dial-
out information, and enter your conference call topic. Select
Save and Next.
5. Enter the type of message you are delivering, if your
requested date and time is flexible, if this is a recurring
event and whether the speaker is presenting from an
auditorium.
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6. Complete the anticipated duration of your event, the number of participants expected, if you would like participant
interaction during your call and if you would prefer a
participant report.
7. If required, enter your participant online pre-registration details. Check the information you would like to be included in the
report then click Save and Next.
8. Enter the Project Accounting Code (PAC), if required.
9. Enter the email address for your reservation confirmation delivery. Click Save and Next.
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10. Your recommended product and features will appear. If
needed, click Show Details to set customized settings for
each feature. Click Remove feature if the recommended
feature is not required as additional charges may apply.
11. Click Review and Submit.
12. Click Save for Later if you want to return to complete your
reservation at later time.
13. Review your meeting details and click Schedule My
Meeting to complete your reservation.
14. Select I’m Finished. You will receive your reservation confirmation email within 24 hours.
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EXPRESS SCHEDULING If you are already familiar with the online scheduling process, select Express Scheduling for a quicker way to schedule your meeting.
Simply select the product needed for your call, enter the meeting information and click Submit. Refer to steps 1, 2, and 4 of Customized
Scheduling below for more information.
CUSTOMIZED SCHEDULING Customized scheduling allows you to personalize your meeting by selecting from our list of products and features. This scheduling
method is ideal for customers who want more control over their meeting experience and do not need step-by-step guidance.
1. Select Customized Scheduling then Continue.
2. Choose your preferred products then click Continue.
3. Complete the Meeting Information section.
o Select Dial-in Numbers. Choose whether to Enable international dial-in numbers for this reservation. You should
only check this option if you have already pre-selected the countries to display on your Product Details view, which
can be accessed from the Products Detail
within Manage My Account or view Product
Detail in the Quick Links section. When you
check the Enable box, dial-in numbers for the
countries you have selected will display on
the email confirmation you receive for this
call.
o Create a Topic name to help you distinguish
this meeting from others.
o Select the Date for your meeting by clicking
the calendar icon.
o Select a Time for your meeting by using the
drop-down menu.
o Select the Time Zone for your meeting from
the drop-down menu. The time zone will
default to what is saved on your owner
profile.
o Specify the Duration of your meeting in hours and minutes. Your End Time will automatically calculate.
o Specify the Number of Participants for your meeting. You need to estimate the number of participants that will be
dialing in on your toll line and the number dialing in on your toll-free line. Allowable number of participants may vary by
user or by region. If your number of participants exceeds that threshold, you must schedule your meeting by calling
our reservations department.
o Confirm Person Scheduling and Leading the Meeting. Your details will automatically show as the person scheduling
the meeting and your information from your profile will be used. Select Edit to add alternate contact details as a point
of contact for the conference coordinator should there be any questions. If you are scheduling this call on behalf of
someone else, using Act as a delegate functionality, the leader details will automatically show. Select Edit, if this
information needs to be validated or updated.
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o Select Recurring Options, if this will be a recurring meeting (please note not available for Direct Event with
registration). A new window will open.
Choose the frequency of the call: Daily, Weekly,
Monthly, Every Business Day (Monday –
Friday) or Every Day of the Week. Your screen
will refresh based on your selection and provide
options for you to further define the frequency of
your call. Select when you want the series of
conference calls to end. You may end after a
number of occurrences or end on a certain date.
Determine if any changes are needed if your call
should fall on a weekend.
Click Preview Conference Dates for a summary
of your recurring call(s).
Click Save.
Skip to the next step if you do not require a
recurring meeting.
o Enter a Projecting Accounting Code (PAC), if required. Click Edit to provide a Project Accounting Code (PAC), if
needed. PACs provide a method to identify conference calls. These are individual accounting codes that may be used
to bill the appropriate department/cost center or just to track departmental conference calls. The label preceding this
field can be customized to show the verbiage that your company uses for this purpose.
o Include Additional Speaker/Leader or Participants. To add additional speakers/leaders for your meeting, select Edit
next to this option and complete the required information.
Choose to have the conference operator dial out to the
participant or indicate that the participant will be dialing into the
call. This feature can also be used to communicate the meeting
details to participants. Please note this feature may not be
available in your region. If you require this feature and it is not
available within your TCC Online profile, contact us to complete
your reservation.
Select Add from Outlook to select participants from a stored
list (see Address Book) by highlighting their names and clicking
Add Selected Participant to Meeting. Your screen will refresh
with this addition.
OR
Select Add Speakers/Participant to add new participants to
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the meeting. Complete the table with their details and click Save. The screen will refresh to show a list of participants
for your call.
To edit the participants on the list, click the arrow to the left
of the name and choose Edit or Delete. By selecting edit,
you will be directed to the Add/Edit participant screen. By
selecting delete, you will be asked for confirmation to delete
this participant from your meeting.
4. Add features required for the call.
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o Participant Report – Collect information about your participants as they join your conference. The information will be
sent to you by email along with the on-the-line times for each participant. Select which participant report option you
would like:
Standard – Requests the participant’s first and last
name.
Enhanced – Requests the participant’s first and last
name, phone number and two additional pieces of
information of your choice. If selected, add the additional
requested information you need to fields 3 and 4.
Premium – Requests the participant’s first and last
name, phone number and four additional pieces of
information of your choice. If selected, add the additional
requested information you need to fields 3 through 6.
Indicate who you would like the Participant Report
delivered to and provide Recipient Name and Email.
Click Add Recipient. Your screen will refresh and you
may add more recipients if desired.
o Standard Features
Question & Answer – Give your participants the opportunity to ask questions during the conference. Participants
indicate they have a question using their telephone keypads, while the operator manages the question queue in a
professional and orderly fashion.
Lecture – All guests’ lines are muted during the presentation to reduce background noise, allowing you to deliver your
message uninterrupted.
Password – Require participants to provide the operator with a pre-determined word or code to join the conference.
Password protection restricts attendance and heightens security (please note not an option for Direct Event or Event
Plus calls).
Security – Lock your conference so that no additional participants or the operator can join your call after it starts.
Participant Entry Message – You may have your participants greeted with a branded recording when they dial in for
your conference call. For example, "Welcome to the designated conferencing provider for ABC Company. A
conference coordinator will be with you shortly."
Special Script – Craft a special message for a welcome statement, Q&A session and/or closing comments. Your script
is read by the operator during your meeting, adding another way to personalize your call.
Entry and Exit Tone – Choose to have a tone played into the conference when participants enter and/or exit the
meeting.
Name Announce – Instruct the operator to announce participants’ names as they are joined to the call.
Roll Call – The operator recites the names of participants who are in the conference.
Walk-through – Prior to your scheduled event, the operator will reach out to the leader for a meeting rehearsal.
Music Hold, Direct Entry or News Hold – Participants can either be placed on hold with music or news until you join the
conference (Music Hold or News Hold) or they can be placed directly into the call by an operator (Direct Entry).
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o Enhanced Features – There are many enhanced meeting features that can also be chosen using TCC Online.
Choose from the following enhanced features to make your meeting experience even more productive. Note
additional charges may be applied for these services. Please check with your company administrator for details.
LeaderviewSM – View participant information and Q&A queue lists via the Internet. With this secure, real-time tool, you’ll
be able to see when key guests arrive and who’s in queue to ask questions. Go to www.leaderview.com for more
details.
Voice Talent – Use screened and trained operators to provide voice-over quality talent, lending a professional touch to
high-profile conferences. English and Spanish speaking operators are available.
Specialized Operator – A specialized operator is a highly skilled agent trained to handle high profile conferences and all
event type features.
Approved Participant List – Indicate which participants are scheduled to be on the conference when creating your
reservation. At the time of the call, only those on the list will be joined to the conference.
Communication Line – Speak with an operator outside of the main conference to convey behind-the-scenes
information, orchestrate guest speakers or give timing cues. A communication line makes it easier to manage a large
conference.
Playback – Replay a previously recorded conference or message at one or more scheduled times. The recorded
conference or message can be provided in the following formats: CD, cassette, Encore, micro cassette or DAT.
Promotional Playback – Provide a promotional message or announcement for your participants to listen to while they
wait for your meeting to begin. Please note this feature may not be available in your region. If you require this feature
and it is not available within your TCC Online profile, contact us to complete your reservation.
EncoreSM – Encore digitally records your call for those who were unable to attend it live or would like to listen again.
Accessible by dialing a toll-free number for easy 24/7 access, Encore is convenient and time saving.
− Step 1: Check the box indicating you would like to add Encore to your meeting.
− Step 2: Click the calendar icons to select a Start Date and an End Date for your Encore digital recording to be
available.
− Step 3: Provide a Start Time and End Time for your Encore digital recording to be available.
− Step 4: If needed, select the Encore Security
option and provide the password you would
like in the specified area.
− Step 5: If you choose Before Playback
Prompt and you would like to capture
information about your caller, type it into the
relevant box and click Add. Prompts might
include, “Please state and spell your full name”
or “Please provide your email address”. Your
screen will refresh with each prompt you add
and be displayed in the larger box in the
middle of the screen. At this point, you can
change the order of the prompts by highlighting
a prompt and clicking Move Up or Move
Down. You may also highlight a prompt and
click Remove if you no longer want the prompt
to be included.
− Step 6: After Playback Prompt functionality is
the same as Before Playback Prompt.
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Call Transcription – Transcription provides an accurate, verbatim account of a conference in a typewritten format in
Microsoft Word. Please note Encore must be selected to select this feature.
− Step 1: Check the box indicating you would like to add Call
Transcription to your meeting.
− Step 2: Select your preferred Service Option: 3, 12, 24 or
48 hour turnaround.
− Step 3: Determine whether you would like your Entire Call
transcribed or the Q&A Session Only.
− Step 4: Select how you would like your transcription
delivered: Email or Hard Copy w/Diskette.
− Step 5: Provide the requested contact information. Click
Add Recipient. Your screen will refresh and if you choose
to do so, you may add more recipients or delete recipients
you’ve already submitted.
Recording Archive – Have your conference call recorded and sent to you in one of our multiple CD options or on
cassette.
− Step 1: Select Add a recipient to list.
− Step 2: Select your Recording Type from: CD-Indexing,
MP3, WAV or CDA.
− Step 3: Designate the Quantity of recordings you would like
to receive.
− Step 4: Select your Media Shipping Method from: Domestic
Standard, Domestic Overnight, or International Priority.
− Step 5: Provide the Ship to recipient, Address, City,
State/Province, ZIP/Postal Code and Country for whom
the Encore recordings are to be delivered. Click Save
Recipient. Your screen will refresh and you may designate
additional recipients or delete recipients who have already been submitted.
Polling – Determine questions prior to your meeting and have participants respond using their telephone keypads.
Polling allows you to collect instant feedback and increases participant involvement in the call. You will receive a report
with all the responses organized by question and participant.
− Step 1: Check the box indicating you would like to add
Polling to your meeting.
− Step 2: Determine who will be conducting the poll, Polling
by Operator or Polling by Leader.
− Step 3: Identify who will receive Polling results and provide
Recipient Name and Email.
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− Step 4: Select Add Questions and Answers to add up to ten polling questions.
− Step 5: Add a question, followed by answers.
− Step 6: Click Save. Your polling question will be listed on the Main Polling page.
5. Once you have entered all the required information and chosen your needed features, click Review and Submit. Confirm all of
your details are accurate and click Schedule My Meeting then click I’m Finished. You will receive your meeting confirmation
information. You will also see your meeting populate in your My Meetings page.
SCHEDULING TEMPLATE Replicate the products and features you have selected in your previous meetings by saving your meeting as a template. At the end
of the scheduling process, click the link to create a template and follow the instructions provided. Give your template a name and
click Save.
When scheduling your next call, select Scheduling Template and choose from your list of meeting templates. All fields will be pre-
populated from the previous meeting except for the date and time. You may change any meeting details, as needed.
The list of all your meeting templates can also be accessed by selecting My Templates from the My Meetings tab. You may also
copy, share or delete the template.
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VIEWING DIRECT EVENT STANDARD INVITE LIST Follow these instructions to view your Direct Event list of invited participants with TCC Online.
1. Select My Meetings from
your TCC Online dashboard.
2. In your list of scheduled
meetings, click the gear
button next to your Direct
Event meeting.
3. Click Registrant.
4. The conference participant
report will open showing
you all of the registered
guests, along with the
registrant ID. If needed,
click Export to Excel to
download the list of
registered guests.
You can also close the registration by answering Yes to the question “Do You Wish To Close The Registration Site?” This will
prevent new registrants from signing up to your event.
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UNIFIED MEETING 5 SCHEDULING Unified Meeting 5 scheduling pages are integrated into TCC Online.
1. When selecting to schedule Unified Meeting 5, you first must select
Reservationless-Plus from the audio options before you can select Unified
Meeting 5. Click Continue.
o Create a Topic name to help you distinguish this meeting from others.
o Select the Date for your meeting by clicking the calendar icon.
o Select a Time for your meeting by using the drop-down menu.
o Select the Time Zone for your meeting
from the drop-down menu. The time zone
will default to what is saved on your owner
profile.
o Specify the Duration of your meeting in
hours and minutes. Your End Time will
automatically calculate.
o Your details will automatically show as the
person scheduling and leading the
meeting. Select Edit if you wish to change
it.
o To add additional speakers/leaders for your
meeting, select Edit next to this option and
complete the required information.
o Selecting Edit beside I want to customize
my email will allow you to customize your
email invite. You may add the details of
your meeting participants who will receive
the invite.
o Click Review and Submit.
2. Confirm all of your details are accurate and click Schedule My Meeting.
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CISCO WEBEX MEETINGS SCHEDULING You can schedule a Webex Meetings conference directly on TCC Online.
1. Complete the Meeting Information section.
o Select the Date for your meeting by clicking the calendar icon.
o Select a Time for your meeting from the drop-down list.
o Select the Time Zone for your meeting in hours and minutes.
o Specify the Duration of your meeting in hours and minutes.
o Specify the Topic to distinguish this meeting from others.
2. If you would like to make any additional optional meeting feature selections, click Continue. Otherwise, click Save.
3. Go to the Web/Video
Features tab to set the
parameters of your web
and/or video features.
4. Select the Meeting
Type—Meeting Center
Pro or Meeting Center
Pro + MVP.
5. Select a Web Meeting
Password, if needed. You
can specify a meeting
password, which
attendees must provide to
join the meeting.
6. Select the Attendance
Setting allowing
attendees to join the
meeting 0, 5, 10 or 15 minutes prior to your meeting start time.
7. Select the Leader Meeting Reminders, to determine the number of minutes prior to your meeting start time that your email
reminders should be sent.
8. Select Delete Meeting after completion to automatically delete the meeting from your list of meetings once both of the
following occur—you start and end the meeting and the scheduled time for your meeting has passed.
9. Select Web Meeting Enrollment if you need to obtain each attendee’s first name, last name and email.
10. Select Meeting Options.
o Chat – Let meeting participants communicate by sending instant text messages to each other.
o Video – Select Single Point or Multi-Point to incorporate real-time video conferencing into your meeting from up to
four desktop video cameras.
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o Notes – Choose All Attendees or Single Note Taker, letting your meeting participants take notes directly in the
meeting window. You can either let all participants take personal notes or designate a participant as a single note
taker for the group.
o Closed Captioning – Let one participant (the closed captionist) transcribe notes during the meeting.
o File Transfer – Allow attendees to download specific files that reside on your computer during a meeting.
o Recording – Record all on-screen actions and audio during a meeting. Using Webex Player, you and others can play
back your recorded meeting.
o Send feedback form to host email – Send all feedback forms that any participants fill out to your email address. The
feedback form automatically appears on each participant’s screen after the meeting ends.
o Enable UCF rich media for attendees – Use the Universal Communications Format (UCF), a portable document
format to do the following—display animations and slide transitions in shared Microsoft PowerPoint presentations and
play rich media files (i.e., audio and video files) in shared Microsoft PowerPoint presentations or as stand-alone files in
the content viewer.
11. Select Attendee Privileges.
o Save
o Print
o Annotate
o View participant list
o View thumbnails
o Control applications, web browser or desktop remotely
o View any document
o View any page
o Private chat – with host, presenter or all attendees
12. Click Review and Submit.
13. Select Schedule My Meeting to save.
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Access a Meeting
From your TCC Online dashboard, click My Meetings to review or make changes to a scheduled, past or recorded meeting.
SCHEDULED MEETINGS Review or make changes to a meeting reservation prior to the start time of your conference. Meeting management tools allows you
to filter, sort, update or cancel meetings. You can also change the PAC value for an unbilled call.
The list of your scheduled meetings will be displayed after selecting My Meetings from your TCC Online dashboard. You may go
back to your scheduled meeting by clicking the My Meetings tab, select Scheduled Meetings. Select View All to see all your
upcoming conferences or choose one of the filters to narrow down your search for a particular meeting or type of meeting.
If you don’t have any scheduled meetings, click on the link provided to schedule one.
OPTIONS FOR SCHEDULED MEETINGS Choose a meeting on the list and click the gear button beside it to display the list of options available.
Click Start Meeting to automatically start Reservationless-Plus and Call Manager in a separate window.
Click Save as Template to save the details of the call as a template for future use. Provide a useful name for your
template.
Click Edit to revise a meeting. This returns you to the scheduling screen where you may change your meeting details or
feature selections.
Click Cancel to delete the meeting. If it is a recurring meeting, you will
have the option to cancel the series of meetings or just the occurrence
selected.
Click Invite to add a participant to your meeting. Selecting this option will
take you directly to the Participant List page where you can add
participants to the call and send an automatic email notification to them.
Click Registrant to view and export the list of your registered Direct
Event participants, if applicable. You can also close the registration’s site
to prevent new registration.
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PAST MEETINGS Save your meeting as a template or update the PAC value for an unbilled call by selecting Past Meetings from the My Meetings
tab.
Choose a meeting on the list and select one of the options.
Click Save as Template to save the meeting invite template for
future meetings.
Click Update PAC for a call held within the current month. A pop-up
window will display the PAC value already associated with that call.
Edit the information and click Submit. The newly entered code will
now be associated with that call and will display on reports and
invoices. You can change the PAC value as many times as needed
up until the call is billed at the end of the month.
MEETING TEMPLATES Replicate the products and features you have selected in your previous meetings by saving your meeting as a template.
To access your meeting templates, select My Templates from the My Meetings tab.
You may edit, copy, share or delete the template by clicking on the gear button beside the selected meeting template.
You may also add a new template by clicking on the Add Template button.
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Start and Join a Meeting
Start and join your meetings directly from TCC Online.
START AN INSTANT MEETING You can start an unscheduled meeting directly from your TCC Online dashboard.
Click Start a Meeting located on left side of your dashboard.
The options available to you will vary depending on the services on your account. For example, if you have Reservationless-Plus,
you will have the option to start Call Manager directly from this area. If you have a Cisco Webex Meetings account, you can start
an instant web meeting.
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JOINING A MEETING You can join a scheduled meeting directly by clicking Start a Meeting, then select the Join tab.
Enter the leader’s conference code, your name and email then click Join.
You may also join a meeting from the TCC Online home page, without logging in.
1. Select Join Meeting.
2. Enter the conference code, then check I’m not a robot.
3. Click Join Meeting.
4. The application will open in a separate window.
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Recorded Meetings
Record & Playback digitally records your Reservationless-Plus conference call for participants who were unable to attend or for
those who would like to listen to it again. For easy, 24/7 availability, the recording can be accessed on TCC Online. From TCC
Online, you may also purchase a CD, downloadable link or a transcription of your recording.
ACCESS RECORDED MEETINGS
1. Click My Meetings from the My
TCC Online Dashboard.
2. Select Recorded Meetings and
choose Audio Recordings.
3. You may now access your
recordings from the provided
list.
MANAGE RECORDED MEETINGS Click on the gear button for your selected recording and choose from the available options.
VIEW USAGE: Select View Usage for selected
archives or View web recording to review the usage
report for a particular recorded conference. The screen
will display the playback ID, the topic, availability of the
record, how many times it has been accessed and who
has accessed it. If the recording was streamed over the
web, the usage will show the participant’s name, email
address and date they accessed the recording. If a
participant dialed in to listen to the recording, the usage
screen will show the number they dialed in from, the
number they dialed to access the recording and the
date.
LISTEN: Choose a Playback ID to select the recording
you would like to access. A separate window will open.
Enter your name and email address and click Submit
to broadcast your conference over the internet.
PURCHASE: Choose Purchase to extend the
recording storage time, receive a copy of the recording
on disk or request a transcription of the recording.
Additional charges apply. For more information, please
contact your sales representative.
EDIT: Edit the topic of the recording, access PIN for security, and the recording’s availability start and end date.
DOWNLOAD: Click the menu icon to download a copy of the recording to your desktop. There is a one-time fee for the
initial download. Please contact your sales representative for pricing.
DELETE: You may delete your recordings that have been saved within TCC Online. Recordings that are hosted for more
than 30 days will be charged $9.99 per hosting renewal (valid for 30 days). Please see below for more information on
audio archive renewal.
CANCEL AUTOMATIC RENEWAL: Select this option to prevent your recording from being automatically renewed for a
further 30 days.
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ACCESS ANOTHER USER’S RECORDED MEETINGS If you need to manage another user’s recordings, refer to the Delegate Management instructions.
RECORDING AVAILABILITY AND AUDIO ARCHIVE RENEWAL By default, archives are available online for participant playback for 30 days. With audio archive renewal, hosted recordings will be
automatically extended two times for 30 days for each extension period, making your recording available for a total of 90 days. In
order to avoid the automatic renewal, you may delete your recording before the current hosting period expires or you can select
Cancel Automatic Renewal from the Recorded Meetings page. Please contact your sales representative for inquiries on audio
archive renewal pricing. After 90 days, your recording will automatically be purged from the system.
We have an SLA of one hour for normal conferences (i.e., a conference under 75 minutes in length). Conferences under 75
minutes will be available on TCC Online within an hour after the call has ended.
ARCHIVE TECHNICAL DETAILS Telephone audio comes across the line ulaw 8 bit @ 8000Hz (64kbs). This is the best quality that can exist for PSTN telephone
audio. For Reservationless-Plus, we have several formats and compression types depending on the product.
Telephone Playback – ulaw (64kbs - 8bit @ 8kHz)
Real Media Streaming – RealAudio 5.0 (16kbps – 16bit @ 8kHz)
Windows Media Streaming - Windows Media Audio 9 Voice (16kbps – 16 bit @16 kHz)
MP3 Download – MP3 (16kbps – 16bit @ 11025Hz)
If a different format or quality is needed, you may request a Reservationless-Plus CD or FTP copy using the CD order form in TCC
Online.
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Reporting Options
After logging into your TCC Online account, select Reports from your dashboard. There are three types of reports available:
Basic Reports
Product / Premium Reports
BASIC REPORTS Summarize your audio conferencing and web activity for the last four months of billed data and the current month's data. Current
month data displays estimated charges for your calls.
Customize your report by selecting the date or range of dates for which you want to analyze. Further customize your report by
selecting from the list of Report Items. You can select to view your report onscreen in HTML or download to your desktop as an
Excel spreadsheet.
Please note data is 48 hours in arrears. Also, you will be unable to view usage for the previous month during the bill run
(approximately the first to eighth of each month).
1. Choose the required Report Type:
Audio Activity Reports or Web
Activity Reports.
2. Select the needed Date Range for the
report you want to obtain.
3. Check the appropriate boxes in the
Report Items section to choose the
conference detail you want to include
and analyze, as all as any necessary
filters.
4. Select how you want to view the
report: View in Browser or Export to
Excel.
5. Viewing the reports in browser will
allow you to sort or arrange the list of
meetings by date, conference ID,
conference topic, etc. By clicking on
the Expand Width, more
columns/details will be displayed.
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PRODUCT / PREMIUM REPORTS Access your product reports for the following web conferencing services.
UNIFIED MEETING 5 REPORTS Connect to your Unified Meeting account through TCC Online to view
your web conferencing reports
CISCO WEBEX MEETINGS REPORTS Access your Cisco Webex Meetings account through TCC Online to
view your meetings and manage your account.
ADOBE CONNECT REPORTS Access your Adobe Connect account through TCC Online.
If your organization subscribes to one of our premium reporting
platforms, you can access them from Product/Premium Reports.
Select the required premium report type at the bottom of the list. These reports provide access to even more information about
your company or billing account’s activity. Contact your sales representative if you are interested in becoming a subscriber. You
will need a separate username and password to access these reports.
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Opening a Case
Follow these instructions to open a case (service ticket) from TCC Online, our customer portal.
1. From you TCC Online dashboard, click Customer Support.
2. Click the Cases tab, then Add Case.
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3. Choose the required area for your case: Billing, Web, Audio or Video.
4. Fill in your case information and attach up to three documents, if needed.
5. Click Save Case.
6. You will receive a confirmation that your
request has been submitted along with the
case number for tracking purposes.
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Product Selection Descriptions
Descriptions for available product and feature selections are below.
RESERVATIONLESS-PLUS Conference Code: The unique passcode you provide to your participants so they may join your call.
Leader PIN: The code you enter to start your Reservationless-Plus conference. You may provide a custom leader PIN or leave
the field blank and the system will assign a random code.
Dial-Out: Select ON or OFF to determine whether or not your participants can be dialed out to.
Monthly Port Selection: Select the number of participant lines that your account can accommodate on your Reservationless-
Plus calls.
Entry Announcement: Decide how your participants are announced when they join your audio conference call. Choose from the
following options: tone, name announce, name and tone or silence.
Exit Announcement: Decide how your participants are announced when they leave your audio conference call. Choose from the
following options: tone, name announce, name and tone or silence.
Security Passcode: Provide an added level of security for your audio conference by having greater control over who joins. You
can select and distribute the security passcode for every conference you host. Note: This feature must be OFF if Quick Start is
enabled.
Quick Start: Select Quick Start to immediately begin your Reservationless-Plus conference call by allowing your participants to
enter your conference before you join and start speaking before the call officially begins. Note: This feature must be OFF if
Security Passcode is enabled.
Auto Continuation: This feature allows a Reservationless-Plus conference to continue if you disconnect. This option can be
turned ON or OFF.
PAC via DTMF (telephone keypad): When enabled, this feature prompts you to enter a Project Accounting Code (PAC) using
your telephone keypad prior to starting your conference call. This option can be turned ON or OFF.
Recorder Dial-Out/Conference Record: Record your conference by pressing *2 on your telephone keypad. This option can be
turned ON or OFF.
Prompt Set Language: Select which language the call prompts will be spoken in.
Operator Request: Select who can request an operator to attend your call.
Name Record: Decide whether your participants will record their name as they enter the call.
Post-Conference Emails: Keep an attendance roster of your participants with an email record of which participants were on the
phone and/or web. Also, keep track of your total conferencing minutes to anticipate your call’s budget. A monthly fee is applicable
if this option is turned ON.
Sub-Conferencing: Allow pre-selected guests to join a private discussion during your conference call. Sub-conferencing allows
you to discuss side issues and other non-public information. This option can be turned ON or OFF.
Waiting Room: Have your participants placed on music hold until you are ready for them to join the conference call. This feature
is helpful when you have two back-to-back conferences scheduled with two different groups. This option can be turned ON or
OFF.
Allow Multiple Leaders: Pre-select participants to have access to your keypad commands. This option can be turned ON or
OFF.
Personal Greeting: Record a personal message to be played before the participant is placed into your conference. Monthly
charges apply.
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OPERATOR ASSISTED CONFERENCING AND DIRECT EVENT
Direct Entry: Select Direct Entry to quickly join an audio conference. It allows participants to immediately enter the conference
and start speaking before the call officially begins.
Music Hold: Place participants on music hold until the teleconference begins. Music Hold creates a formal atmosphere for the
conference.
Name Announce: Have participants’ names announced by an operator as they join the conference, letting everyone know who is
on the call. Name Announce makes it easy for you to keep track of your call's audience.
Polling: Use the operator to survey all conference participants. You determine the questions prior to the conference and
participants respond using their telephone keypads. Polling allows you to collect instant feedback and increases participants’
involvement in the call. You receive a report with all responses that is organized by question and participant.
Broadcasting: Select to have a broadcast message sent to your participants outside of your conference call.
International Link: Connect your international participants to your conference call, including links through international call
centers, toll and toll-free access numbers and dial-out options.
Approved Participant List: Indicate which of your participants are scheduled to be on your conference and at what time during
the call. Only those on the list will be joined to the conference.
Leaderview: Get a private, real-time view of the participants on your call using this simple, web-based interface. You can view
the names of individuals waiting to ask a question and other pertinent information. Leaderview effectively manages investor
relations and other public conferences.
Sub-conference: Allow pre-selected guests to join a private discussion before the conference begins. Sub-conference lets you
review last minute details, side issues and other non-public information.
Entry Tone Notification: Hear a tone whenever a new participant enters the teleconference. It lets everyone know that a new
participant has joined or left the teleconference without interrupting the conversation.
Roll Call: Have the operator broadcast the names of all participants who have joined the call. Roll Call confirms that all expected
participants are in attendance.
Lecture Mode: Mute all guests’ lines during the presentation to reduce background noise allowing you to deliver your message
uninterrupted.
Email Confirmation: Double-check the specifics of your teleconference. You can choose to receive a confirmation of your
conference details via email.
Voice Talent: Use screened and trained operators to provide voice-over quality talent, lending a professional touch to high-profile
conferences. Voice Talent is beneficial for media-facing events or conferences hosted by your firm’s upper management.
Custom Scripting: Craft a special message for a welcome statement, Q&A session and/or closing comments. Your script is read
by the operator during your conference. Custom Scripts offer you another way to personalize your calls.
Exit Tone Notification: Hear a tone whenever a new participant enters or exits the teleconference. It lets everyone know that a
new participant has joined or left the teleconference without interrupting the conversation.
Question & Answer: Give your participants the opportunity to ask questions during the conference. Participants indicate that
they have a question using their telephone keypad, while the operator manages the question queue in a professional and orderly
fashion.
Security: You can prevent additional participants, including the operator, from joining the conference by pressing a command on
your telephone keypad. Conference Lock gives you the freedom to discuss confidential information in a secure environment.
Selecting this feature will alert the operator to review the Conference Lock functions with you prior to being placed into your
conference.
Password: Participants must provide the operator with the pre-determined word or code you provide in the Password field to join
the conference.
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Call Transcription: Receive a written record, either electronically or in hard copy, of what was said during the conference.
Transcriptions are helpful for identifying sound bites and quotes for post-event press releases. Choose to transcribe the entire call
or just the Q&A session. We provide several different delivery options to fit your specific needs.
Leader Order/Entry: Create a friendly atmosphere for the conference by joining the conference before your participants. It gives
you the opportunity to greet participants as they enter the call. Alternatively, Leader Last lets you join the conference after
everyone else has arrived, creating a formal atmosphere. Leader Last is recommended for large presentations and speaking
events.
Promotional Playback: Send us a tape for your participants to hear while they wait for the conference to begin. A promotional
tape sets the tone for your call and can provide participants with relevant information about the speaker or conference topic.
Conference Record/Playback: Replay a previously recorded conference or message at one or more scheduled times. Select
from CD, cassette, DAT, Encore or micro-cassette to indicate in which format the conference playback will be delivered.
COUNTRY NUMBER DISPLAY
Select the international dial-in numbers that will display on the email confirmations for your audio calls. By default, no countries are
selected for Operator Assisted and Direct Event calls. For Reservationless-Plus and Automated services, 23 default countries
automatically display. You can add more countries by selecting a country from the right-hand column and moving it to the Display
these Country Numbers column. When you schedule your Automated, Operator Assisted or Direct Event call via TCC Online, click
Enable International dial-in numbers in the Meeting Information section and the countries you selected will display on your email
confirmation.
ENHANCED FEATURES
Special Enunciator: Customize the recording that is heard initially when dialing in for your conference call.
Communication Line: Speak with an operator outside of the main conference to convey behind-the-scenes information,
orchestrate guest speakers or give timing cues. A communication line makes it easier to manage a large conference.
UK/HK Comm Link: Allows contacts from Europe or Asia Pacific to speak with an operator outside the main conference to
convey behind-the-scenes information to orchestrate guest speakers or give timing cues.
Tape Recording: Capture your event on a CD, cassette, microcassette or DAT to provide you with a high-quality recording of the
call for your archives. For easy navigation through your recorded conference, we also provide CD indexing.
ENCORE OPTIONS
Encore: Digitally record your call for those who were unable to attend it live or would like to listen again. The recording is
accessible 24/7 by dialing a toll-free number.
Encore Security Code: To access your Encore recording, guests will be required to enter the Encore Security Code.
PARTICIPANT REPORT
Participant Report: Participants’ names, on-the-line times, phone numbers and up to four additional pieces of information selected
by the user are captured as they dial into the conference. This list is faxed or emailed to you following your call. Choose a default
from the following:
Standard – Participant’s first and last name.
Enhanced – Participant’s first and last name, phone number and two additional pieces of information of your choice. If
selected, add the additional requested information you desire into fields 3 and 4.
Premium – Participant’s first and last name, phone number and four additional pieces of information of your choice. If
selected, add the additional requested information you desire into fields 3 to 6.
Lastly, provide a recipient name and an email and/or fax number for the report to be delivered.