Teleconference Service ‐‐‐ e:Presence ‐‐‐ User Guide

Teleconference Service ‐‐‐ e:Presence ‐‐‐ User Guide
 Teleconference Service ‐‐‐ e:Presence ‐‐‐ User Guide Version 3.0 July 2017 e:Presence User Guide CONTENTS Contents 1 Introduction 2 User Account 3 Account Activation 4 Hardware/Software Requirements 6 Supported Operating Systems 6 Supported Browsers 6 Audiovisual Equipment 6 Bandwidth Requirements 6 Using Personal Computer: Windows, Apple 7 VidyoWeb plugin Installation 10 VidyoWeb Plugin Functionality 17 Using Personal Computer: Linux 18 Installing VidyoDesktop Software 21 Functionality of the VidyoDesktop 23 Using a Mobile Phone or Tablet: IOS, Android Installing VidyoMobile 28 32 Using a Conference Terminal Device: Η.323 33 Using a Conference Terminal Device: VidyoRoom 35 Demo Room 37 1 e:Presence User Guide INTRODUCTION e:Presence teleconference service is based on Vidyo’s® advanced video conferencing technology. It offers a handy management environment with increased capabilities and implements an extremely easy process for the end user, in order to access directly the video conference meeting. Within the next sections, all the necessary instructions for those that use their personal computer or mobile device as well as for those who use H.323 or VidyoRoom terminals in order to participate in a teleconference are given. 2 e:Presence User Guide USER ACCOUNT Everyone willing to use the service must have an account on e:Presence (https://new.epresence.grnet.gr). The account is automatically created for all the participants in a teleconference the first time that they have been invited to an event. The users should activate their account when they login in for the first time. 3 e:Presence User Guide ACCOUNT ACTIVATION When the expectant participants in an e:Presence teleconference are invited for the first time, they receive an email sent by "e:Presence" <no‐reply@grnet.gr> that requests that they activate their account in order to use the service. The email includes the username (full email of the user) and the password required to log in. The users may change all their account details but not their email. Μόλις δημιουργήθηκε ένας λογαριασμός Χρήστης για την υπηρεσία τηλεδιασκέψεων e:Presence του ΕΔΕΤ. Τα στοιχεία σας για την
είσοδο στην υπηρεσία είναι:
Email: *****@*****
Password: *****************
Μπορείτε να συνδεθείτε στην υπηρεσία εδώ https://new.epresence.grnet.gr/auth/login και να αλλάξετε το password σας εδώ
https://new.epresence.grnet.gr/account
Αποθηκεύστε αυτό το email, γιατί θα το χρειαστείτε όταν λάβετε πρόσκληση από κάποιον συντονιστή για συμμετοχή σε τηλεδιάσκεψη
μέσω της υπηρεσίας e:Presence.
Με εκτίμηση,
e:Presence support team
A new user account has just been created for the e:Presence teleconference service of GRNET. Your credentials for accessing the
service are:
Email: *****@*****
Password: *****************
You can login to the service from here: https://new.epresence.grnet.gr/auth/login and change your password here:
https://new.epresence.grnet.gr/account
Please archive this email, because you will need it when you will be invited to join a teleconference meeting through the e:Presence
teleconference service by a moderator.
Yours sincerely,
e:Presence support team
The users should log in to their account using the credentials that they received and activate their account. They can change all the details of their account at any time but not the “Email” field. SSO login refers to users that have accounts in academic, research or educational institutions of Greece and can be authorized through GRNET's Authentication and Authorization Infrastructure. 4 e:Presence User Guide 5 e:Presence User Guide HARDWARE/SOFTWARE REQUIREMENTS The users may use a personal computer (desktop or laptop), mobile smartphone or tablet, H.323 or VidyoRoom terminal device to participate in an e:Presence teleconference. SUPPORTED OPERATING SYSTEMS 1. Windows: Windows 7 or later 2. Apple: 10.8 or later 3. Linux: Ubuntu, RedHat, Debian Other operating systems may as well be used as long as they are fully updated and Vidyo software can be installed. SUPPORTED BROWSERS 1.
Chrome: version 48 or later 2.
Firefox ESR: version 52 3.
Internet Explorer: version 11 4.
Safari: version 9.0.3 or later AUDIOVISUAL EQUIPMENT For PC or mobile device users headsets are required while for covering a room with more participants a speakerphone is the most suitable choice to avoid echo effects. More info can be found in the ”Support” section. BANDWIDTH REQUIREMENTS The minimum requirement is an upload and download speed of 256 Kbps. However, a connection of minimum 512 Kbps upload speed and 2 Mbps download speed is recommended. 6 e:Presence User Guide USING PERSONAL COMPUTER: WINDOWS, APPLE The users should log in using the credentials for their account (email, password) through the “Login” tab. In most cases, the users receive an invitation email for the teleconference, as follows. A link directing them to login to their account is included in this message. [Text in English follows later on] [Η πρόσκληση που ακολουθεί είναι προσωπική. Η προώθησή της σε άλλο άτομο θα κάνει αδύνατη τη συμμετοχή σας στην τηλεδιάσκεψη.] Παρακαλούμε να συμμετέχετε στην τηλεδιάσκεψη με θέμα "Δοκιμαστικό Επίδειξης 1" με συσκευή Desktop‐Mobile. Αναλυτικές πληροφορίες για την τηλεδιάσκεψη: Ημ/νία και ώρα έναρξης: 30‐11‐2016, 10:00 (Ώρα Ελλάδας) Ημ/νία και ώρα λήξης: 30‐11‐2016, 10:15 (Ώρα Ελλάδας) Πρόσκληση από: ******** (****@******) Μπορείτε να συνδεθείτε στην τηλεδιάσκεψη χρησιμοποιώντας είτε προσωπικό υπολογιστή (με λειτουργικό σύστημα Microsoft Windows, Apple Mac OS και Linux), είτε κινητή συσκευή (με λειτουργικό σύστημα Android και iOS) ή τερματικό τηλεδιάσκεψης (H323, SIP και VidyoRoom). Για να λάβετε μέρος στην τηλεδιάσκεψη ακολουθήστε τον παρακάτω σύνδεσμο μέσα στο χρονικό πλαίσιο που αναφέρεται παραπάνω. https://new.epresence.grnet.gr/conferences Το PIN της τηλεδιάσκεψης είναι 37203 (Θα το χρειαστείτε μόνο σε περίπτωση που συνδεθείτε από κάποια κινητή συσκευή ή από Linux) Για να δοκιμάσετε τη σύνδεσή σας με την υπηρεσία e:Presence, πατήστε στο σύνδεσμο https://new.epresence.grnet.gr/demo‐room 7 e:Presence User Guide Θα σας παρακαλούσαμε να επιβεβαιώσετε την παρουσία σας στην τηλεδιάσκεψη ακολουθώντας τον παρακάτω σύνδεσμο: https://new.epresence.grnet.gr/conferences/920/accept_invitation/MagUG9keB153pFutIKof Μπορείτε να προσθέσετε υπενθύμιση για την τηλεδιάσκεψη στο Google Calendar ακολουθώντας τον παρακάτω σύνδεσμο: Προσθήκη στο ημερολόγιο Gmail Μπορείτε να προσθέσετε υπενθύμιση για την τηλεδιάσκεψη στο Microsoft Live Calendar ακολουθώντας τον παρακάτω σύνδεσμο: Προσθήκη στο ημερολόγιο Microsoft Live Υποστηρικτικό υλικό μπορείτε να αναζητήσετε στην ιστοσελίδα: https://new.epresence.grnet.gr/support [The following invitation is strictly personal. Forwarding this invitation to another person will make your participation to the conference impossible.] You are invited to join a teleconference meeting with subject "Δοκιμαστικό Επίδειξης 1" with device Desktop‐Mobile. Information regarding the teleconference: Start date: 30‐11‐2016, 10:00 (Local Greek Time) End date: 30‐11‐2016, 10:15 (Local Greek Time) Invitation sender: ******** (****@******) You may join the teleconference using either a personal computer (with operating system Microsoft Windows, Apple Mac OS and Linux), mobile devices (with operating system Android and iOS) or teleconference endpoints (H323, SIP and VidyoRoom). Please click on the following link within the aforementioned dates in order to join this meeting. https://new.epresence.grnet.gr/conferences Conference's PIN is 37203 (You will only need it if you join the meeting by using a mobile device or a Linux O/S) To test your connection with e:Presence service, follow this link https://new.epresence.grnet.gr/demo‐room Please click on the following link in order to confirm your participation to this meeting: https://new.epresence.grnet.gr/conferences/920/accept_invitation/MagUG9keB153pFutIKof You can add a reminder about the conference in your gmail calendar following the link bellow: Add to Gmail calendar You can add a reminder about the conference in your Microsoft Live Calendar following the link bellow: 8 e:Presence User Guide Add to Microsoft Live Calendar Support material may be found in the following webpage: https://new.epresence.grnet.gr/support When logged in, the users can see their current (active) or upcoming (future) teleconferences through the “Conferences” tab. 9 e:Presence User Guide For every active teleconference, there will be a green button indicated as “Desktop Mobile Connect”, which should be clicked in order for the users to participate in the scheduled event. The users may access their account through any browser but in order to connect to a teleconference, the installation of a browser plugin is required. Firefox ESR, Internet Explorer 11 and Safari browsers use the same plugin while Chrome uses a different one. VIDYOWEB PLUGIN INSTALLATION In this section we describe the installation of the required plugin (Firefox is used as a reference browser). The first time a user logs in, there may be a notification popup message for a new plugin that needs to be installed. In every service update, users will be notified to install the new version of the plugin. If they check the “Do not show again” field the notification will no longer pop up. In case of Firefox, the popup notification message indicates that ESR version needs to be installed using the “here” link. In case no such notification message shows up and the necessary plugin is not installed, the user will be informed within the web page that he should download and install it. By clicking the green button of connection, the users are prompted to download and install the VidyoWeb plugin (a new tab will open). 10 e:Presence User Guide By clicking “here”, the users are prompted to save the plugin. Note that the plugin should be installed once, and the users will be prompted to update it whenever a new version is available. Afterwards, the users should open and install the downloaded file. 11 e:Presence User Guide Accordingly for Chrome (lower left notification). After installing the plugin, the page automatically refreshes and loads the setup (device selection) for participating in the conference. The “Join” button will appear next, along with the audio and camera options. The users may change the camera, microphone or speakers used for their teleconference. By clicking on “Join” they can participate in the scheduled event. They may be prompted to allow the camera and microphone to be shared within the browser’s session first. 12 e:Presence User Guide Different browser may need further attention when installing the plugin. In Firefox, after the installation of the plugin, its manual activation may be required (through the “Add‐ons”, click “Plugins” and select “Always Activate” for VidyoWeb plugin). 13 e:Presence User Guide Accordingly, in Safari there is a setting within the “Preferences” window, “Security” tab. After clicking on the “Plug‐in Settings” field, the user should always allow (“On”) the VidyoPlugin that has been installed to be loaded when needed, by e:Presence. 14 e:Presence User Guide The process is completed by clicking the “Done” button. The user does not need to manually set up his browser if he chooses to “Trust” using the VidyoWeb plugin within the website of e:Presence (when such a notification message appears). 15 e:Presence User Guide In Chrome, the VidyoWebConnector extension is needed to be installed first, as shown below. The popup Chrome extension manager popup window – Chrome Web Store – should first be allowed (there is an in‐built default popup blocker in Chrome, top‐right corner). The user should click on it and choose to allow popups from the website of e:Presence. After clicking on “Installation” button again, he may add the extension using the “Add to Chrome” field. The extension is finally added to the browser when the “Add extension” button is clicked. 16 e:Presence User Guide In some cases, a computer reboot may be required so that the plugin is activated after its installation. VIDYOWEB PLUGIN FUNCTIONALITY When the users connect to the conference, they may use the full functionality of the VidyoWeb plugin changing a lot of parameters as shown below. Speakers volume. Different layout and data‐sharing window selection. Microphone volume. Camera activation/disactivation.
Full screen option. Press ESC to return. Call termination.
Window to chat with others Settings
Display connected users. Presentation Mode: The shared application is displayed at a larger window on all users’ screens. Option to share one of the windows/applications (not minimized) out of a drop‐down list. Selection of devices (camera, speakers, microphone) to use in the teleconference. Option to control the gain of the user’s microphone so that the output signal remains stable. Option for the names of the participants to be shown within their video windows. Software echo cancellation: It may be checked when there are participants that do not use headsets and induce noise. 17 e:Presence User Guide USING PERSONAL COMPUTER: LINUX The users should have activated their account first and then they may log into it through the “Login” tab (using any available browser), by entering their full email and password; if they don’t remember their password they may ask for a password reset through the “Forgot password” link. 18 e:Presence User Guide In most cases, the users receive an invitation email for the teleconference, as follows. A link directing them to login to their account as well as the unique PIN number for the conference are included in this message. ********** ********** Για να λάβετε μέρος στην τηλεδιάσκεψη ακολουθήστε τον παρακάτω σύνδεσμο μέσα στο χρονικό πλαίσιο που αναφέρεται παραπάνω. https://new.epresence.grnet.gr/conferences Το PIN της τηλεδιάσκεψης είναι 37203 (Θα το χρειαστείτε μόνο σε περίπτωση που συνδεθείτε από κάποια κινητή συσκευή ή από Linux) ********** ********** ********** ********** Please click on the following link within the aforementioned dates in order to join this meeting. https://new.epresence.grnet.gr/conferences Conference's PIN is 37203 (You will only need it if you join the meeting by using a mobile device or a Linux O/S) ********** ********** For every active teleconference, there will be a green button indicated as “Desktop Mobile Connect” under the “Conferences” tab, which should be clicked in order for the users to participate in the scheduled event. 19 e:Presence User Guide Before clicking the “Desktop Mobile Connect” button under the “Conferences” tab, the users should make sure that VidyoDesktop software is installed and activated. 20 e:Presence User Guide At first, entering the name of the participant is required. It is mandatory that the full email of the invited user is used. In any other case, there will be a disconnection after 60 seconds at most. After that, the users should enter the unique PIN number that has been sent to them through the invitation email. INSTALLING VIDYODESKTOP SOFTWARE VidyoDesktop software is needed to be installed in order to participate in a conference of e:Presence. The software should be installed the first time someone tries to use the service or any time there is an upgrade in e:Presence. By clicking on the “Desktop Mobile Connect” button, the user is directed to a new tab in order to download the necessary software (VidyoDesktop), if not yet installed. (Ubuntu 14.04 is used here as the reference operating system). 21 e:Presence User Guide Within this page, the users should select the VidyoDesktop software that matches their Linux distribution and click on the relevant link. A notification to install the software pops up. Following similar steps as in all other installations, the installation is finished. 22 e:Presence User Guide FUNCTIONALITY OF THE VIDYODESKTOP 23 e:Presence User Guide The part of the system that allows the users to see and hear other meeting participants is VidyoDesktop. This is a program that runs on a desktop or laptop computer. The users can see as many as eight other meeting participants at a time. With VidyoDesktop, one can also control other aspects of their meetings as detailed below. Participants: View a list of the conference participants and chat with them (only for VidyoDesktop users). Group Chat: Chat with all participants as part of the conference group chat. Layout: Select how to view the participants’ video windows during the conference; control the maximum number of windows. Up to 8 remote parties can be shown at the same time. You may choose the number of remote parties shown on your monitor by clicking on the corresponding drop down menu. Clicking on the Layout icon changes the screen to “Preferred mode”, where the person who last spoke has the largest screen real estate. Full screen: Toggle the screen between sizing the window to utilize the entire screen real estate and restoring the window to the previous size. When in Full Screen mode, the toolbar is hidden unless you mouse over the screen. On Mac OS, this button appears on the upper left side of the video window. Screen Share: Toggle between sharing and stopping the share. Click the drop‐down arrow to select from the open applications on your local machine to share with other meeting participants. You can also choose to share your entire desktop by selecting your display from the share list (Windows only). You may undock the shared screen (i.e., view it as a separate window) and re‐dock the shared screen (i.e., snap it back into the main VidyoDesktop window) by double‐clicking the contents of the application window. Toggle: Toggle among the applications or screens that are being shared during the conference. Self‐view: Toggle your self‐view preference. You can view your own video feed in “Picture‐in‐Picture” mode by clicking the Self‐View button. Your feed appears as a thumbnail image in the lower right corner of the screen. Click the Self‐View button a second time to see your image the same size as others on the screen layout. For example, if you are in a direct call the screen will split in half and you will see the person you are talking to on the left hand side and yourself on the right. Click the Self‐View button a third time to remove yourself from the layout and view only the other meeting participants. Video: Show or hide the video feed from your camera. 24 e:Presence User Guide Mic: Mute, unmute, and control your microphone volume. Volume: Mute, unmute, and control your speakerphone volume. Time: Toggle between the conference time and a clock. Call termination: End the conference. Settings: Open the Configuration and Status page, the basic functionality of which is described in the sequel. The tab “Devices” shows the available playback, record and camera devices associated with the user’s personal computer. If a new audio or video device is detected, this window automatically appears to enable them to select a new device. 25 e:Presence User Guide The option “Echo Cancellation” should be checked if a user uses a non‐echo canceling audio device. This way, he is still able to achieve a good audio experience with the VidyoDesktop by using the echo cancellation feature. In the tab “Network”, various technical details dealing with accessing the teleconference service via the user’s local network or the Internet are depicted and can/should be changed. The VidyoProxy section is used to configure the service to operate behind firewalls, NATs and Web proxies that limit traffic to specific ports and protocols – commonly port 80 for HTTP, port 443 for HTTPS or port 22 for SSH. This tab shows the home server and port used. It should be noted that you should contact service helpdesk or the moderator if you are not sure of what to change (or if a change is actually required) in case of a connection problem. 26 e:Presence User Guide By selecting the tab “Video”, the user may choose to manually degrade the quality of their sent video in case of a poor network connection where other participants complaint that they hear their voice interrupted or/and see them frozen. 27 e:Presence User Guide USING A MOBILE PHONE OR TABLET: IOS, ANDROID e:Presence may be used through mobile devices like smartphones or tablets (Android or/and iOS). The users must have activated their account and login providing their email and password. The users need a unique number (PIN) that is included in the invitation email sent by the moderator of the teleconference. 28 e:Presence User Guide ********** Για να λάβετε μέρος στην τηλεδιάσκεψη ακολουθήστε τον παρακάτω σύνδεσμο μέσα στο χρονικό πλαίσιο που αναφέρεται παραπάνω. https://new.epresence.grnet.gr/conferences Το PIN της τηλεδιάσκεψης είναι 37203 (Θα το χρειαστείτε μόνο σε περίπτωση που συνδεθείτε από κάποια κινητή συσκευή ή από Linux) ********** ********** Please click on the following link within the aforementioned dates in order to join this meeting. https://new.epresence.grnet.gr/conferences Conference's PIN is 37203 (You will only need it if you join the meeting by using a mobile device or a Linux O/S) ********** By clicking on the “Teleconferences” tab, the users may be informed of the active and future events that they have been invited to. By pressing the “Desktop Mobile Connect” green button they will be directed to their active teleconference. 29 e:Presence User Guide For this connection, a name and a PIN number are required. The name should be filled with the full email that was invited to participate in the conference. If no full email is used as the required name, the user will be disconnected within one minute. For this reason, a notification prompts the user to copy his email (copy icon) so that he can paste it when needed. In any case, he should click on “Continue”.
After entering his full email, by clicking on the “Join” button the user is requested to give the unique PIN number for the teleconference that he was invited (the PIN number is included in the invitation email). 30 e:Presence User Guide After successfully entering the PIN number, the connection is established and the users may see all the participants on their screen. In order to participate in the teleconference, the users must install VidyoMobile software, which is available in Android and iOS devices and resembles the functionality of PCs’ Vidyo software. 31 e:Presence User Guide INSTALLING VIDYOMOBILE When the users clicks on the green “Join Conference” button for the first time, they will be prompted to download and install VidyoMobile. It should be noted that the installation is required in case VidyoMobile is not already installed in the smartphone or tablet. After the installation, the users may participate in the teleconference by clicking on the “Join Conference” button after accepting the Terms of Use. 32 e:Presence User Guide USING A CONFERENCE TERMINAL DEVICE: Η.323 In case of a H.323 device, no software installation is needed. The users need only to use a browser and an internet connection to log into their account and click on “H323 Connect” button under the “Conferences” tab. Within the invitation email that the users may receive, a link is included to direct them to login to their e:Presence account using their username (full email) and password. 33 e:Presence User Guide In the window that pops up, the users should enter the IP address of the device or its name for URI call (xxx@domain). They may also select to use the SIP protocol for the specific call, to activate encryption or check the Compatibility option. SIP option should be activated only if the device supports SIP calls while Encryption option is required when the protocol H.235 is applied for data transmission. If the device is a bit old, the users should activate the “Compatibility” option so that H.263 video codec and G711 audio codec are used. The Compatibility option deactivates the H.239 protocol. By clicking on “H323 Connect” button, a call is directed to the users’ device. 34 e:Presence User Guide USING A CONFERENCE TERMINAL DEVICE: VIDYOROOM In case of a VidyoRoom device, no software installation is needed. The users need only to use a browser and an internet connection to log into their account and click on “VidyoRoom Connect” button under the “Conferences” tab. Within the invitation email that the users may receive, a link is included to direct them to log in to their e:Presence account using their username (full email) and password. The users must to enter the “Extension Number” of its terminal when the new window pops up (it is a unique number that is given the by the support team of e:Presence). By clicking on the “Connection” button the call is directed to the device (waiting to be accepted the call). 35 e:Presence User Guide 36 e:Presence User Guide DEMO ROOM Demo Room is a virtual conference room, which is provided for the users to test their connection whenever they can before the actual event. Users of desktop PC, laptop, smartphone or tablet may use the Demo Room. Every user should log in to their account and select the “Demo Room” tab. The “Connect to Demo Room” activates the suitable video conference software to connect the users (with audio and video) to a conference room. After the users accept the Demo Room Terms and click on the link, they should allow the sharing of the audio and video devices within their browser session. 37 e:Presence User Guide Notifications regarding the use of audio and video devices may be popped up and should be taken into account. If only one user is connected to the Demo Room, they could see their video as relayed by the e:Presence servers. If more users are connected at the same time, they could check their video and audio devices. The e:Presence Demo Room service is provided for testing purposes and for short connection times (not more than a few minutes) without any privacy or security assurances. All participants are automatically disconnected every 30 minutes (at xx:00 and xx:30 every hour). To check the microphone without the presence of other user in the Demo Room, the microphone audio level indicator has been developed that works on Firefox and Chrome only. It does not work on Internet Explorer and Safari. Still all these browsers are fully supported for participation in a conference. When checking a desktop Linuc PC, an iOS/android smartphone or tablet through Demo Room, the users may use any name they wish and no PIN is required (in contrast with an organized teleconference where their full email as well as the PIN sent within the invitation email are required). 38 
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