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PROCEDURE MANUAL
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Table of contents
1. INTRODUCTION ..................................................................... 3
1.1 Access to the service............................................................................ 3
1.4 Customization....................................................................................... 6
2 MANAGEMENT ........................................................................ 7
2.1 Customer info....................................................................................... 7
3 BOOKING............................................................................... 14
3.1 Meetings ............................................................................................. 14
4 SECURITY ............................................................................... 25
4.1 Users ................................................................................................... 25
5 STATISTICS............................................................................. 27
5.1 Meetings ............................................................................................. 27
5.2 VMRs.................................................................................................... 29
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1. INTRODUCTION
The aim of this document is to define in a concise manner the operation of the TPaaS
Portal for customers. The TPaaS service is a cloud TelePresence service that rests on 100%
Cisco infrastructure.
When a user first tries to access the TPaaS service they will be directed to the login
page, as shown in the following picture.
Illustration. Log-in.
The username of the initial user is the email configured for the customer
organization (this configuration is done by the Partner). An automatically generated
password is sent to this email. The user is strongly encouraged to change the first
time they log in.
Under the circumstance of losing access to the Portal, the user can request a new
password by clicking the Did you forget your password? link. They will be requested
to provide an email and to enter a secure code (which prevent robots from doing
so). After they complete this steps and click the Recover Password button, the user
will receive an email describing some additional steps to recover the account. The
following illustration shows the Password Recovery view.
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It is worth mentioning that once the administrator (initial user) logs into the
platform, they will be able to create new users and to assign permissions to them.
The only difference between the administrator and a regular user is that the former
cannot be deactivated and their permissions cannot be limited.
1.2 Languages
The option to select a language is located in the upper right side of the Portal
layout. When the user clicks this option, a dropdown menu expands showing all the
available languages. Selecting a different language will refresh the Portal. Once a
logged-in user selects a language, the selection will last until the user selects a
different language.
The following illustration shows the state after expanding the language dropdown.
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1.3 My Account
Once the user has logged into the Portal, they can access some information related
to their account. In order to do this, they have to:
• Click the arrow located at the upper-right side, next to their user’s
avatar. This will expand a dropdown menu.
• Select the My Account option.
Illustration. My Account.
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1.4 Customization
For the organization to carry out the Brand customization, from the arrow in the
upper right side of the website, select Customization.
To perform these actions the user has to have role or administrator permissions. "
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1.5 Help
The Help view is also accessible from the dropdown menu next to the user’s avatar.
As one would expect, this view provides the customer with a set of resources to
help them use the platform.
The Other Enquiries sub-view provides the download links for both this manual and
the Product Catalogue.
Illustration. Help.
2 MANAGEMENT
This section allows the Customer to consult their list of devices. They can check all
the relevant information about their devices (Sip Uris, emails assigned, etc.).
However, they cannot see the passwords assigned to the devices. It is worth
mentioning that the owner assigned to a device can always recover the password.
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The page structure or layout consists of 2 sub-views or tabs. Clicking on each one of
them will display the corresponding view. We will review each tab in turn.
Geolocated Devices
The first one, Geolocated Devices provides an easy way to locate and consult
devices based on their geolocalization. As one would expect, only devices that have
been geolocalized are shown here. The devices are shown as markers in a map. To
access their details, the Customer has to click onto the corresponding marker. This
causes the marker to turn blue, with an i symbol (from information) that indicates
that has been selected. The following illustration shows the state after a marker
selection.
Devices
The second sub-view or tab, Devices, provides the Customer with a devices table.
This table lists all the devices that the customer has, both active and inactive ones
with expired licenses. For each device, the table shows the following information:
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The customer can expand the information shown. To do this, they have to select a
device by clicking on its containing row. Doing so will display the detail for the
selected device. The following illustration shows the state after the selection of a
device.
Table filtering
It is helpful mentioning that most tables in the Portal provide advance querying and
filtering capabilities. To use them the user just hast to:
a) Click on the Search button located in the table header. This will display the
filtering form.
b) Enter the appropriate filter string and select the type of filtering for each field or
column. The options are: is, begins, contains and ends. This will yield results
that are the exact query string, that start or end with it or that contain it.
The following screen shows the filtering form.
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This section allows the Customer to easily check the personal virtual meeting
rooms that they have. They are also able to change the display name of the room.
That is, the name that identifies the room in the Portal.
The page structure or layout goes as follows. It consists on a personal rooms table,
which is located in the upper part of the screen. The Change Name form is located
below it, but is only displayed once a room has been selected.
The following illustration shows the state after a room has been selected.
The page structure or layout goes as follows. A rooms table is placed in the upper
part of the screen. Below it, the room detail is displayed once a room has been
selected.
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In order to display the detail of a VMR and to manage it, the Customer has to select
it first. To do so, they just have to click on its containing row. This will display the
corresponding view. The following illustration shows the resulting state.
There are several actions that the Customer can perform here: 1) set the PIN of the
room, 2) change the layout of the room and 3) invite external participants.
The Customer can set a PIN for the VMR. First, the Customer has to enter a valid
access PIN. That is, a numeric string that has between 4 and 8 characters. Once the
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PIN is valid, the Customer can set the PIN by clicking on the Set PIN button, which
will display a success message.
The layout of the VMR refers to the way the video from each participant is shown in
the conference. There are 4 options available:
a) Equal: Same size for each participant.
b) Prominent: The current speaker has a bigger frame, and the rest of
participants are located below it.
c) Overlay: The current speaker takes the whole screen. The rest of
participants are shown in small frames in the bottom part of the screen,
above the current speaker.
d) Single: Only show the current speaker, who takes the whole screen.
In order to select a layout, the Customer just have to click the toggle button below
the desired layout. Doing so will display the corresponding success message. Any
participants in the VMR will see the layout change in real time.
The Customer can also invite external participants to join their VMR. A participant
invited this way will receive an email containing a WebRTC link. This link allows the
external participant to join the VMR using a web browser (they don’t need to have a
video endpoint or SIP client).
Before stating their differences it is best to point the similarities between both
types of VMR. A VMR is a permanent virtual conference (or room), located in the
cloud, which is always available and has an address that clients can call to join it.
This address takes the form of a SIP URI. For instance, callme@call.tpaas.eu could
be the address of a given virtual conference.
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VMR also have additional properties and capabilities, such as a password or PIN
and the default layout or on-screen distribution of participants. They also provide
the possibility of sending email invitations that allow external people to join using
several methods: 1) a WebRTC link to join using a modern browser and 2) a SIP URI,
callable using a SIP or H323 codec / client.
There are 2 main differences between a Personal and Enterprise VMR: their SIP URI
and the way they are configured and managed.
SIP URI
• Enterprise VMR have a fully customizable SIP URI.
• Personal VMR have the concept of belonging. That is, they belong to
one registered device (Endpoint or Mobility Registration). Their SIP URI is
composed automatically using the owner device SIP URI. For example, if the
owner device has a SIP URI of my.name@call.tpaas.eu, the Personal VMR
SIP URI will be my.name.join@call.tpaas.eu. That is, it appends the .join
suffix to the owner device SIP URI.
2.4 Recordings
This section allows the Customer to manage their recordings. That is: visualize,
download and delete them.
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Illustration. Recordings.
Clicking the play button displays an embedded video player that reproduces the
recording. The video player allows the user to pause it, to manage the volume and
to go full screen.
Finally, clicking the delete button shows window asking for confirmation to
proceed. If the user confirms it, the recording is deleted and the recordings list
refreshes appropriately.
3. BOOKING
3.1 Meetings
The page structure or layout goes as follows. The main part of the screen is
occupied by a calendar. The calendar displays all the pending scheduled
conferences filtered by the shown time frame, which defaults to the current month.
Next, at the right of the calendar (or below it, depending on the viewport) is the
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New Conference form. Finally, if the Customer has any geolocated video endpoints,
a map with them is placed below the New Conference form. The following
illustration shows the initial state of this view.
Illustration. Meetings.
The calendar, which can be adjusted to show a month, week or day, allows for a
quick view of the scheduled conferences that are going to take place in the short or
the long term. On the other hand, the map contains the geographical location of
every geolocated video endpoints that belong to the customer, displaying them
with a personalized marker.
The process to create a new scheduled conference or meeting is the following. The
Customer has to fill in the mandatory data in the New Conference form.
Specifically:
• Start Date and Time. Should be later than the current date and time.
• Duration. In minutes or hours.
• Subject.
• Participants. Either Mobility or Endpoint Registrations or external guests.
• Access PIN. A numeric string that has between 4 and 8 digits.
There are other optional parameters that the Customer can specify when creating a
meeting. Specifically:
• Additional comment.
• Video Recording. If set, the system will record the conference
(requires Recording License).
• AutoCall. If set, the system will automatically call all the Mobility and
Endpoint participants when the conference begins.
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The selection of the date and time of the conference can be done in 2 different
ways:
• Clicking over the calendar, over a cell that does not contain a
scheduled conference. This displays the New Conference form with the date
and time of the clicked cell. If the calendar is set to the monthly view, the
selected time will be 00:00. Setting the calendar to the weekly or daily
views allow for further refinement.
• Clicking directly over the Start Date and Start Time fields.
o Clicking over the Start Date shows a day selector, in the form of a small
calendar.
o Clicking over the Start Time shows a hour and minute selector.
• Typing the Date and Time.
Once the Customer has finished filling in the desired data, it is only left for them to
click the Create Meeting button. The following illustration shows the state before
confirming the conference creation.
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After the Customer confirms that all the data is valid, they click the Create Meeting
button. This causes the calendar to reload, including the new conference and
displays a Meeting Summary, as shown in the following illustration.
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• Names of the registered Mobility and Endpoint devices that were invited to
the conference.
The query of scheduled conferences is done in the calendar. Here the customer is
able to query the conferences that are going to take place in a specific day, week or
month. To do so, they just have to select the proper view and date in the header of
the calendar.
The process to modify an existing scheduled conference goes as follows. Firstly, the
Customer has to locate the conference in the calendar. For this, the Customer uses
the filters available in the calendar header. When the conference is visually shown
in the calendar, the Customer can select it by clicking on the associated calendar
event. Selecting a conference will switch from the New Conference form to the
Modify Conference form. The following illustration shows this view.
This view shows the result of clicking over the conference Technical Session,
th
scheduled for November 9 , 2016 at 12:00 GMT+1. To modify the conference, the
Customer only has to change the parameters that they want, like subject, comment,
start date and time, duration, or participants, etc. When the Customer has finished
editing, they click onto the Save Meeting button, which is placed at the bottom of
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the form. Doing so refreshes the calendar and shows the Conference Summary. It
is important to note that after modifying a conference the system will send new
invitation emails with the updated data.
It could happen that, when the Customer modifies a conference, some of the
participants that were invited (and received an invitation email) are no longer
invited to the meeting. When this is the case, the system sends cancellation emails
to those participants. They will receive a notification stating that the conference has
been cancelled.
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This section lists the common errors that can prevent a conference from being
successfully created.
• The Start Date and Time have an invalid format. Please beware that the
format depends on the selected language.
• The Start Date and Time are before the current Date and Time.
• Duration must be a non-negative integer.
• Subject cannot be empty.
• Access PIN cannot be empty.
• The maximum number of participants is exceeded.
a) If there are other conferences that overlap in time, it could happen that
there won’t be enough resources in terms of MultiConference licenses
to perform both of them simultaneously.
• Some participants are not available.
a) If there are other conferences that overlap in time, it could happen that
one or more participants have been already invited to a different
conference.
This view provides the Customer with a wide range of control options for real-time
conferences. Here, the Customer can: change the layout of an ongoing conference,
show the network statistics of a participant, prevent a participant from emitting /
receiving video or audio, inviting additional participants using WebRTC or SIP URI
and even removing a participant from a conference.
The page structure or layout is composed by a box per ongoing conference. That is,
each conference (either scheduled or VMR) that has active participants is shown
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with its own box. The following illustration shows the situation when 2 conferences
are active: an enterprise VMR and a scheduled conference.
To change the layout of an active conference, the Customer just has to click onto
the desired layout. This flickers the layout image, and its effects are immediately
visible for the video participants of the conference. As it was the case with the
VMRs, the options are: equal, prominent, overlay and single.
To show the network statistics of a participant, the Customer just has to click onto
the Graph icon. This icon is located at the right side of the participant’s name. The
following illustration shows the network statistics for a participant that has no
traffic losses.
The Customer can also prevent a participant from receiving input audio. To do so,
they just have to click onto the Speaker icon, next to the Graph icon. This buttons is
located inside the IN group, to signal that it refers to incoming traffic. Clicking the
icon switches it from green to red, signalling that input audio is disabled. The
following illustration shows the resulting view.
Likewise, the Customer can prevent a participant from sending audio or video. The
corresponding icons are the Microphone icon and the Camera icon. They are
located in the OUT group to signal that these buttons refer to outgoing traffic. As it
was the case with the Speaker icon, clicking them will switch their colour from
green to red, to signal that the corresponding option is disabled. As one would
expect, clicking the icon again will cause the reverse effect, resuming the traffic that
was disabled (and switching its colour back to green).
The Customer can also invite additional participant by SIP address. To do so, they
just have to enter a valid SIP address in the corresponding field and click the Invite
button. This causes the system to send a call to the SIP destination. Accepting this
call will cause the guest to join the conference.
As it was the case with the VMRs, the Customer can also invite additional
participants by sending an email with a WebRTC link. To do so, they just have to
enter a valid email address in the corresponding field and click the Send Invitation
button. Doing so will: 1) add a new entry in the invitations table at the bottom of
the table and 2) send an email to the specified address. Please notice that the table
could appear initially hidden if there were no invitations. The Customer can also
delete invitations by clicking on the red button with the Trash symbol, located at the
right side of the invitation.
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Finally, the Customer has the option of removing a participant from an active
conference. To do so, they can just click onto the Ban icon. This icon consists of a
crossed circle, and is located at the rightmost side of the participant. When the
Customer clicks this icon, they are be asked for confirmation to remove the
participant, as shown in the following illustration.
As expected, answering Yes removes the participant from the conference and
causes its corresponding row to disappear. When removing the last participant of a
conference, the conference stops being active and its box disappears from the
view.
3.3 Monitoring
This view provides the Customer with an easy way to have a full view of the current
and upcoming conferences. Here, the Customer has access to the detail of each
upcoming conference that is going to take place in the time frame specified and
also to the current port of MultiConference license usage.
The page structure or layout goes as follows. At the top of the screen there are
Start Date and End Date filters, to refine the results shown. Below it, once the
Customer has selected a suitable time frame and clicked the Query button, there is
a list of current and upcoming conferences. The following illustration shows the
state after filtering for the next month (which is the default if no explicit dates are
chosen).
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The first information shown are: 1) the number of pending conferences and 2) the
port usage. Since the customer could be constrained depending on port availability,
this view provides them with quick access to this information.
After the header, there is a list with all the active and upcoming conferences for the
dates selected. Notice that there is a colour code to differentiate active from non
active conferences. The active conferences are the ones shown with a green
border. There is also a colour code for participants to a conference. The system
distinguishes between invited and non-invited participants. Invited participants are
shown in orange, whilst non-invited participants are shown in red.
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It is useful to remark that non-invited participants will not show if they have been
sent the invitation and reminder. Please beware that the reminder email is not
send until 30 minutes before the start of the conference.
4. SECURITY
4.1 Users
This section allows the Customer to manage the users from within their
organization with access to the Portal. Here they can create new users or modify
existing ones, either changing their personal data, resetting their password, of
modifying their permissions. That is, the menu elements accessible by a certain
user.
The page structure or layout goes as follows. It consists of a users table, which is
located in the upper part of the screen. Below it there is an Add User button.
Finally, the user detail is displayed under the button, at the bottom of the screen.
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To create a new user, the Customer first clicks the Add User button. This will display a User
empty form. The following illustration depicts it.
The Customer has to enter: 1) The name of the user, 2) the email address, which is used
both to receive notifications and to log-in, 3) its active status, and 4) the permissions of the
user. The permissions, or allowed actions, consist on all the menus available for the
Customer. When creating a new user, the Customer has to decide which permissions grant
to the user.
To finish the creation, the Customer clicks the Create User button. If the entered data is
valid, and the email address has not been taken yet, the users table will reload and a
success message will appear, notifying the Customer.
Modify a User
The process to modify a user is similar to the creation of a new one. The difference is that,
instead of clicking the Add User button, the Customer selects a user from the list. This
displays the user detail form prefilled with the user’s information. Also, instead of the
Create User button, 2 buttons are displayed: 1) Save User and 2) Reset Password. The
following illustration shows this view.
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To modify a user, the Customer performs the necessary changes and clicks Save User. This
causes the users table to reload, and the Customer is notified of the result of the
operation.
There is one last action that the Customer can perform here; the password recovery of a
user. To do this, after having selected a user, the Customer clicks the button Reset
Password. Doing so causes the system to invalidate the previous credentials and to send
the new credentials to the user’s email.
5. STATISTICS
The Portal provides the Customer with a range of statistics: meetings, VMRs and
devices. This section reviews each one in turn.
5.1 Meetings
The Customer has access to the summary of meetings that they have scheduled.
The page structure or layout consists in a date filter, followed by a meetings table. It
is possible, as usual, to filter the results shown in the meetings table. When a
meeting is selected, its detail is shown below the meetings table.
The procedure to consult the meetings history goes as follows. Firstly, the
Customer optionally sets a Start Date and End Date. If no dates are set, the Portal
shows results for the last month. The following illustration shows the state after
filtering by a range of dates.
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For each meeting, the following information is shown: 1) the customer name, 2) the
person who organized the meeting, 3) the start date and duration, 4) whether the
reminders have been sent to the participants, and 5) the number of people invited
to the meeting. To access the detail of a meeting, the Customer just have to select it
by clicking on its containing row. The following illustration shows the resulting view.
The detail of a meeting is composed by 3 sub-views. The first one, Summary, shows
the attributes of the meeting (start date and time, duration, subject, comment, PIN).
The second one, Participants, shows a list of all the invited participants (both
registered and external). The last one, Stats, shows a list of all the connections that
were made to the conference. That is, it shows when each participant joined the
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conference, the time when they left and the network statistics (% loss of video and
audio, outgoing and incoming) for their session.
The Customer can also visualize the loss percentages in a graphic manner. To do
this, they just have to click the blue button with a graph symbol, located at the right
of each participant entry.
5.2 VMRs
The Customer has access to the network statistics for all participants joining their
VMRs. This view allows the Customer to have a clear picture of how a non-
scheduled conference went.
The page structure or layout goes as follows. There is a VMR selector placed at the
top of the screen. This allow the Customer to quickly locate a specific VMR to show
its network statistics. The network statistics are shown below it, after a selection
has been made.
When the customer selects a VMR, the system automatically shows all the network
connections to the selected VMR that have happened during the last month. It is
possible to further refine the results by using the date filters available. To do that,
the Customer has to either select a Start Date, End Date or both, and to click the
Query button. This will filter the results shown by the selected time frame. The
following illustration shows the state after the Customer selects a VMR.
The network statistics shown are grouped by day. It shows the list of participants
that connected to the VMR in a specific day. For each participant, the following info
is shown: 1) participant name, 2) maximum KB/s outgoing, 3) maximum KB/s
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The Customer can also visualize the loss percentages in a graphic manner. To do
this, they just have to click the blue button with a graph symbol, located at the right
of each participant entry.
5.3 Devices
This section provides the Customer with an overview about the devices that they
have available. Here, the Customer is also provided with information about the
active licenses that will expire next month.
The page structure or layout goes as follows. A customer filter is placed at the top
of the page. Below it, there are: 1) a bar chart with the total number of devices,
classified by type, 2) a pie chart that shows the percentage of active and inactive
licenses.
It is worth mentioning that clicking a bar from the bar chart displays an additional
pie chart. This chart shows the percentage of active and inactive licenses for the
specific product type that was clicked.
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