Spontania Entities Admin Manual
Contents
1. 10 TN va spontana 2 N Group Video Call amp Collaboration y 4 SPONTANIA Logged In Option This shows the same kind of information explained in the Logged In option of the General Menu but limited to that related to the Spontania service Areas Option Areas can be compared to departments or groups within a company Just as it is necessary for a moderator to exist to create a session here it is essential that the session belongs to an area that will manage it i e areas must be created before proceeding with the creation of any session Clicking on the Areas option the following screen will appear Humber of areas 2 Name Owner E mail Delegated ABM administration m ud d od s L3 gd sa AREA IM testingidialcom com NO NO E E A E 4A A SPONTANIA testing dialcom com NO YS wu E E E A 4M 4M Delete First the total number of areas created in the system is listed Next there is a list of areas with their most relevant information area name person in charge with his or her email address and the services that can be managed within these areas Clicking on the area name you can access the menu for area modification which shows all the data that identifies an area as well as the default values that the session belonging to this area will inherit Another field that appears here is ABM which must show one of two values Yes or No To change thi2. 42 Group Video Call amp Collaboration Area SPONTANIA Owner Email testing dialcom com Delegate the area administration YES 9 NO ABIM yes Ono D ABM Configuration AVAILABLE SERVICES TEXT YES CO NO amp ACTIVE VOICE YES NO amp ACTIVE APPLICATION SHARING YES NO REMOTE CONTROL yes NO CO BROWSING YES NO WHITEBOARD YES No FILE TRANSFERING yes NO VIDEO YES CO NO ACTIVE HIGH QUALITY SELF MODERATION YES NO ACTIVE PERSONALIZED VALUES AUDIO Free hands ACTIVE Predefined quality of video ADSL 512 7 VIDEO Maximum quality of video MAX Maximum number of videos MAX Predefined application sharing quality ADSL APPLICATION SHARING n Maximum application sharing quality MAX Modify It is important to remember that the same data required to create an area will remain mandatory and is listed here In addition a series of parameters will appear with values inherited from the company as mentioned above Thus all the services that were enabled when the entity was created will appear as activated and may now be selected If any services were not enabled when the entity was created they will appear here as not available or will not appear at all It is important to remember that each area must be created with a unique name One of the options shown is Delegate Area Administration If this option is activated the login and passwo
3. 4 Group Video Call amp Collaboration It is also important to know that after a translator has been deleted the information stored in the CDRs about any sessions in which this translator took part will not appear correctly in future consultations The option is to deactivate translation capabilities for all areas thus ensuring the correct preservation of CDR data for future consultation The decision is yours Users Option This option is used to create all of those users who will take part in Spontania services but who are neither moderators nor translators Under the Users option a list of all users in the system will appear Number of users 2 Name Registration date Login Password User 1 2012 12 05 useri ugs Delete User 2 2012 12 04 user Ed Delete All the data is mandatory Login and Password will be used by the user to gain access to sessions which he or she is invited to as a group member To complete the creation of the user the system will verify that the provided access data has not already been assigned to another user and that no other user has the same user name If there is no such duplication the new user will be created within the system The main Users screen will reappear and information about the new user will have been incorporated on the list of all users Modify a User To change the information about any user on the system simply click on the corresponding name on the main Use
4. Maximum Number of Videos This establishes the maximum number of videos that ADMINISTRATOR S MANUAL 14 B yA Group Video Call amp Collaboration can be shown in sessions belonging to the area TN spontania Sharing Predefined Sharing Quality This value refers to the predefined value used when sharing is started Maximum Sharing Quality This is the maximum level of quality reached during the session within this area Once the necessary changes have been entered click on the Modify button If all data has been entered correctly the list of all the areas will appear with all of the changes made to the modified area Delete an Area In order to delete an area simply click on the appropriate Delete button on the list of areas available in the system A series of verification procedures will be applied to ensure that the area to be deleted is not linked with any sessions thereby preventing any inconsistency of data as well as to make sure that the deletion is indeed desired The following situations may arise The area to be deleted is not linked to any active or non active sessions in the system confirmation is requested Once the selection has been implemented the Areas screen will reappear informing the administrator that the operation has been carried out The area to be deleted is linked to an active or non active session in the system if an area in which sess
5. spontania B N p va spontania R Group Video Call amp Collaboration p 1 Introduction In order to gain access to Administration enter the URL provided by Spontania into any internet browser followed by webconference The pattern could be http clearone spontania com webconference or similar English os spont ania zd ry i Managing your Meetings Managing your Spontania Meetings Enter the name and password provided in the welcome email i Brochure Spontania Name P Spontania Quick Start Guide ontania Manual Password ind FAQ CJ Remember username and password e Product Demo i Manage your meetings d A Join Spontania from youl iPhone or iPad or Android At the resulting website enter the entity name that you are going to manage along with the password also provided by Spontania Record the name and password in a safe place as they are the only means to access the management of your system Once authenticated you will be inside Spontania administration with access to the following menu E Logout General Spontania IM Configuration uo wow Clicking on the menu option corresponding to Spontania an easy to use menu options will expand Three basic operations for web administration can be implemented in almost all of the web ADMINISTRATOR S MANUAL sO NTS 3 Group Video Call amp Collaboratio
6. Name Email irene cebrian dialcom com Login moderator Password eeeceeeeee Only if you type a new value the password will be modified Confirm password eeeeeeeeee AREAS ALLOWED TO MODERATE SPONTANIA TEST E Once the changes have been made click on the Modify button In the event that incorrect information has been entered the type of error will be listed along with an option to correct the error and continue with the modification or cancel the modification process In the latter case the moderator s data will remain the same as before the modification process began Delete a Moderator As with areas and sessions whenever a moderator is deleted it is first verified that no users are logged in However the system will still check before proceeding with the deletion The deletion of a moderator may have several implications that must be taken into consideration e The moderator may be assigned to an available session to which users may connect shortly or at any time If the moderator is deleted this session will automatically be updated in such a way that any moderator of the area to which the session belongs can assume the duties of moderation e tisimportant to remember that all CDRs of sessions in which said moderator intervened will also be deleted However this information will still be available through the Log File option of the main menu Before eliminating the moderator it is also possible to export the session to
7. dialcom com Irene YES irene cebrian dialcom com MODERATOR YES irene cebrian dialcom com TRANSLATOR NO testing dialcom com User 1 NO User 2 NO testing dialcom com testing dialcom com 2012 12 05 2012 08 29 2012 08 29 2012 08 29 2012 12 05 2012 12 04 Login Password french EEEE irene BEERE moderator SSD SE Se Me translator Buckie anita user i BEEE MEME ED BSE BE user SEDGE IEE ME DeD DAE Sr Sn Sar E In order to assign the service to these users press join button and click on the checkboxes Number of users 6 Name IM Email French testing dialcom com Irene irene cebrian amp dialcom com MODERATOR irene cebrian amp dialcom com TRANSLATOR testing amp dialcom com User 1 testing dialcom com User 2 testing dialcom com Documentation Option Registration date 2012 12 05 2012 08 29 2012 08 29 2012 08 29 2012 12 05 2012 12 04 Documentation related to the service is available in PDF format User s Manual ADMINISTRATOR S MANUAL french irene moderator translator useri user2 The related documentation is the 35 B N p roup Video Call amp Collaboration 6 CONFIGURATION RTC 3G Routing Option From the DCS web administration it is possible to define a telephone number for incoming calls voice and video through which access to a Spontania session is enabled This option allows the administrator to associate the number to two different connection mode
8. a file that can be accessed by means of any appropriate external application It is the administrator who must decide what to delete and what to maintain The system will merely ask for verification or approval because once the deletion process has been carried out it is impossible to recover the information except for the data transferred to the Log File for future consultation Translators Option ADMINISTRATOR S MANUAL 23 NS spontania B N p ESN spontana s N Group Video Call amp Collaboration p This option enables the management of translators in the system if the possibility of translating ongoing sessions is to be offered As illustrated below a list of the translators created within the system will appear with their personal data and information about access areas in which they translate and the languages between which they translate Number of translators 2 Name Email Registration date Login Password Areas translated Languages translated SPONTANIA FRANCAIS French testing dialcom com 2012 12 05 french emen Delete ENGLISH e TRANSLATOR testing dialcom com 2012 08 29 translator eer FRANCAIS Delete Create a translator Operations for the management of translators are very similar to those described above esas When a translator is created at least the following information rum must be provided name access data and the
9. a session Each session can belong to only one area A moderator must also be assigned For these reasons both options must be created prior to the creation of the session Create a Session This involves two screens The first one is shown below ADMINISTRATOR S MANUAL 146 Group Video Call amp Collaboration Name Area SPONTANIA Description m Maximun users allowed 0 0 unlimited Active session yes NO Kind of authentication O User Session 9 No required Allow user to start YES NO Session expires YES NO Record session ves amp NO First this screen asks for the name of the session It then asks for the name of the area in which the session will be managed Select the corresponding area name from the scroll down menu Keep in mind that when it comes time to select the moderator of the session only those moderators with authorization in the selected area will be shown The screen then has a space for a description of the session contents This is the only optional information in this screen However it is recommended that a description be included in order to provide guidance to other administrators of the platform the information in this field will not be visible by the session users The next field requested is the maximum number of users to be allowed to connect to the session In general the number of users is limited by the number of licenses held by the company but maybe th
10. must be entered All the data is mandatory Th To complete the creation of the user the system will verify that the provided access data has not already been assigned to another user and that no other user has the same user name If there is no such duplication the new user will be created within the system The main Users screen will reappear and information about the new user will have been incorporated on the list of all users Modify a user To modify the details of any existing user in the system click on his or her name in the main screen of Users and a window will appear similar to the following one lrene irene Pua Confirm password rr irene cebnan dialcom cam Only if you type a new value the password will be modified Enter the information following the same indications as when creating a user Once done click on Modify Delete a user ADMINISTRATOR S MANUAL 34 Group Video Call amp Collaboration TN ontana 2 For this option further explanation is not required By clicking on the Delete button on the main screen the selected user will be deleted in addition to any relation he or she had with the system Profiles Option Users created within IM menu have service activated by default Nevertheless others such as moderators users or translator created from Spontania menu with UIM deactivated Number of users 6 Name IM Email French NO testing
11. the menu this initial screen will show the users currently logged in to any of the ongoing sessions By default web administration uses the language pre configured in the browser English or Spanish If neither language has been pre configured then administration will appear in English However the language can be changed at any time from English into Spanish or vice versa by clicking on the flag icon that appears at the top of the menu ADMINISTRATOR S MANUAL 7 SN spontania EJ N p TN va spontana 2 N Group Video Call amp Collaboration y 3 General System Info Option This provides information about the number of licenses concurrent users and available services text chat voice video application sharing remote control cobrowsing and file transfer It also makes it possible to personalize the logos on the access web page and client PCs General information Data access P Change device logos Spontania download page UIM download page With the General Properties option the administrator can view the general properties of the entity as well as the configuration of all services and features available Name of company TEST Fiscal number N A Email testing dialcom com Delegated administration a Recording sessions a Voice Video Calls SPONTANLA PROPERTIES 5pontania PDA H323 SIP Mobile Accessibility ABM 1 4 t Outlook LCS OCS licenses module module module
12. ARING YES NO REMOTE CONTROL 8 YES NO CO BROWSING YES NO WHITEBOARD YES NO FILE TRANSFERING YES NO VIDEO YES NO ACTIVE HIGH QUALITY SELF MODERATION ves NO ACTIVE PERSONALIZED VALUES AUDIO Free hands ACTIVE Predefined quality of video ADSL 512 VIDEO Maximum quality of video SATELITE Predefined application sharing quality ADSL APPLICATION SHARING Maximum application sharing quality MAX Modify Now that the description of the first screen is complete the second one can be described It is here where the values inherited from the area to which the session belongs appear and they can be managed from this screen The definition and functioning of the parameters that can be changed are exactly the same as those described for the modification of areas In addition to the data defining the session this screen has two additional sections Available Services and Personalized Values In relation to the session definition data it is possible to change the session moderator This is also the time to associate the telephone number for incoming calls to the session if this service is available to the entity In the event that routing takes place via DTMF the administrator will be asked to provide the DTMF code that will be requested from users in order to make the call Now follows a general definition of a series of values to be adopted by all users who connect to the session Ho
13. Clients with the additional Session Playback module can record the totality of any session as necessary Using this option these recordings can be viewed Statistics This option provides participant access records according to different criteria area moderator session start or end date etc Documentation This shows all documentation related to the service This manual can be downloaded in PDF format Logged In Shows the users connected to the instant messenger service in real time Users Allows the management of users creation modification and deletion Profiles Provides a list of users that may moderate in the IM area Documentation Provides all the downloadable PDF Format documentation and Manuals related to the service CONFIGURATION RTC 3G Routing Defines the DTMF codes numbers that enable telephone access to created sessions After this brief description it is evident that a particular order must be followed in the creation of all necessary objects to ensure appropriate management The following order is recommended Areas Moderators Groups Users Sessions Necessary only if sessions directed toward determined group of users are to be created If free access is to be allowed to all sessions then it is unnecessary to create any groups or users belonging to these groups Using LDAP for authentication has some limitations in relation to the standard authentication through data bases and produces some c
14. Create Name Area Number of users Group 1 SPONTANIA 2 Delete Group 2 SPONTANIA Ninguno Delete Maintenance is simple and the operations under this option are very similar to those described above for other options Create a Group Clicking on the Create button will lead to the screen shown below Name Area SPONTANIA v ADMINISTRATOR S MANUAL sO NZJ 26 ENS spontana s N Group Video Call amp Collaboration y Here it is only necessary to provide the name to be given to the group and select the area to which it will belong from the dropdown list found on the screen Each area can have its own groups of particular users When the name and area have been entered click on the Create button If the information provided is correct the main User Groups screen will reappear showing that the new group has been created and that the number of users in the group is currently zero Modify a Group If a group must be modified simply click on its name on the main User Groups screen This will bring up the form shown below Add users to the group Group Group 1 Corresponding to area SPONTANIA USERS FROM GROUP User 1 User 2 On this form the group name and the area to which it belongs can be changed In addition it is possible to see which users belong to the group to delete users by un checking the box that appears after their names and to add more users by clicking on the Add Users
15. Tey v SEM N Group Video Call amp Collaboration yA ADMINISTRATOR S MANUAL Version 5 2 Spontania Group Video Call amp Collaboration Index 1 EEOC NC OND TIC 3 2 Access to AUMINIS TATION mem 6 SVU o Per 8 System into OPU Osasin aRar a Drexel S T iu tabes Purser iqilinse ETit 8 PEG COC GIT OUI Od ecnin E EE E E 9 Os SOP OINIPAINIA 11 POS OCU Sors EEUU 11 Areas OPUON NU m 11 SOS SIONS torem T TT 15 Moder CONS Baldo EN TO 21 Translators Gordo RERO 23 pL WEE ERUNT m 25 User Groups OOU nU a AT E 26 CDR ODOR M T A E E E A E TS 28 AOS FE OPIO aeea E EE E E AEEA 30 SESSION RECOrdine ODUIOPB as sescnaceccessaisdaeshaviseceetenwouensaieecocaesakdsceana ep danusuaneesoveceenacneduaenerencsusnnsaereee 30 SCS OU OM NE 31 Documenta o nM S eue T UT 32 5 jJ me 33 Loceri OPON ETE m mS 33 IS OS CON aerar 33 OMNES Bleue RR 35 Documentation Option ccccccccssseccesseecceesecccesuseceeeeseecceeeeeceeeuaeceseuaeceseeusceeseeaceesueuecesseaegess 35 6 CONFIGURATION E 36 RICO ROUTINE OPON Rm 36 ADMINISTRATOR S MANUAL 2 TN
16. a will be shown Regardless of the selected option the resulting screen will show a list of CDRs one per line that match the search parameters provided As demonstrated in the illustration below the resulting search information will include the following ADMINISTRATOR S MANUAL 28 NS spontania B N p e Session name Administering area Date it took place Start Time Finish Time Duration Moderator Number of participants Number of cdr s 24 Session Area Date SPONTANIA SPONTANIA 2012 11 28 CUTS SPONTANIA SPONTANIA 2012 11 29 SPONTANIA SPONTANIA 2012 11 29 SPONTANIA SPONTANIA 2012 11 29 SPONTANIA SPONTANIA 2012 11 29 UI SPONTANIA SPONTANIA 2012 11 29 CUTS SPONTANIA SPONTANIA 2012 11 29 14 19 04 14 06 42 14 05 34 13 53 13 13 48 49 13 30 50 13 22 28 14 23 37 14 12 14 14 05 54 13 57 01 13 53 09 13 48 48 13 25 25 spontania 5 Group Video Call amp Collaboration 00 05 32 WITHOUT SPECIFYING WITHOUT MODERATOR 00 00 20 WITHOUT SPECIFYING WITHOUT MODERATOR 00 03 48 WITHOUT SPECIFYING WITHOUT MODERATOR 00 04 20 WITHOUT SPECIFYING WITHOUT MODERATOR 00 17 58 WITHOUT SPECIFYING WITHOUT MODERATOR 00 02 55 WITHOUT SPECIFYING WITHOUT MODERATOR Starting time Ending time Duration Default moderator Connect moderator Users 00 04 33 WITHOUT SPECIFYING WITHOUT MODERATOR Bo u wu w e amp La NNN j If m
17. ablo23 2012 11 29 14 19 49 Voice service disabled for user Pablo23 2012 11 29 14 19 49 Video service disabled for user Pablo23 2012 11 29 14 19 55 User support disconnected 2012 11 29 14 19 55 Text chat service disabled for support 2012 11 29 14 13 55 Voice service disabled for user support 2012 11 29 14 13 55 Video service disabled for user support 2012 11 29 14 23 37 User android disconnected 2012 11 29 14 23 37 Text chat service disabled for android 2012 11 29 14 23 37 Voice service disabled for user android 2012 11 29 14 23 37 Video service disabled for user android CHAT ADMINISTRATOR S MANUAL 29 ENS spontana s N roup Video Call amp Collaboration p As in the Logged In Option the information that appears here is divided into two parts The first includes data related to the session name number of participants date and time moderator area to which the session belongs etc By clicking on the Next button documents attached to the session can be viewed The second part includes information related to participating users their connection times connection duration number of times they reconnected and the services used The role that each user played within the session will appear next to his or her name with U standing for user T for translator and M for moderator The names that appear here to identify users are those provided by the users when connecting to the sessi
18. alized Values This is an additional step in the personalization of an area divided into three AVAILABLE SERVICES TEXT VOICE REMOTE CONTROL CO BROWSING FILE TRANSFERING SELF MODERATION PERSONALIZED VALUES Group Video Call amp Collaboration TN spontania O YES CO NO ACTIVE CO YES O NO amp ACTIVE YES NO YES NO YES NO YES NO vES NO YES NO ACTIVE HIGH QUALITY CO YES CO NO ACTIVE Free hands ACTIVE Predefined quality of video ADSL 512 Maximum quality of video MAX Maximum number of videos MAX Predefined application sharing quality ADSL Maximum application sharing quality MAX different sections Audio Video and Sharing Audio Video Located within the Audio section is the Hands Free option which can be activated or deactivated by default If it appears as deactivated No is checked then users will have to push the Ctrl button on their keyboards when using the voice service If activated Yes then this will not be necessary Predefined Video Quality This establishes the quality of video to be applied to all users when they connect and initiate video services This value can be modified in real time during the session by the session moderator Maximum Video Quality This is the maximum level of video quality that may be applied to users logged in to sessions belonging to the area
19. areas in which this Login translator can provide translation services Thus the translator Password will only be able to connect as a translator to sessions E f oe belonging to the selected areas AREAS ALLOWED TO TRANSLATE SPONTANIA As shown in the screen on the left all the areas that have been TEST created for the entity appear in a list All that is needed is to LANGUAGES TRANSLATED indicate in which areas the translator will work Similarly the languages offered for translation will also be listed and those covered by the translator should be indicated When all of the information has been entered click on the Create button If all required data has been provided the new translator will appear on the list of all translators Modify a Translator On the main Translators screen click on the name of the translator whose data is to be modified A form will appear with the current data where it is possible to implement the modification needed change the name modify access data provide additional information add or remove areas in which the translator can provide services etc Once the changes have been made simply click on the Modify button Delete a Translator Before deleting a translator it is important to ensure that he or she is not currently involved in a session Nevertheless this verification will be carried out automatically ADMINISTRATOR S MANUAL
20. e session has been planned for a smaller number of users If this is the case the figure must be entered here If there is to be no restriction on the number of users who can connect to the session then leave this parameter as zero What has to be decided now is whether the session is active or not If the No button has been selected then nobody will be able to connect to the session even when appropriate time limits are established The purpose of marking a session as active or not active is simply to establish whether the session will appear to users The screen then asks you to select the type of authentication required when a user is trying to connect to the session being created Here there are three options e Session this means that the user must provide a password to gain access to the session The password must coincide exactly including upper lower case letters with the password introduced when creating the session on the next screen If the user attempts to gain access to the session without providing the correct password access will be denied e Not required this means that the session being created will not be password controlled Any user will be accepted to the session as long as the maximum number of users has not been exceeded and the user is seeking entry within the established access hours e User this means that the section is directed to a specific group of users and each of these users must provide his or he
21. efined channel consumption refers to the maximum rate allowed to be sent by default to the application maximum refers to the maximum quality that may be allowed to be sent number of videos refers to the maximum number of video windows that can be viewed on the user interface and the video size allows for the selection of smaller or larger sizes In the sharing sub section the predefined and maximum sending qualities must also be selected Finally if the service is to be used via multicast the following options will be included in the session configuration Thereby multicast state must be activated by choosing Enabled UDP Server State Disabled Allow Unicast MULTICAST Multicast IP a UDP IP The IP address must be provided namely the IP where multicast traffic is sent and the port in Multicast IP UDP IP field is not necessary Once all of these parameters have been entered click on the Modify button If all data has been entered correctly the main Sessions screen will appear again with all of the changes made Delete a Session The process to delete a session is simple It is important to note that ongoing sessions cannot be deleted Before deleting confirmation will be requested with the warning that all data linked to the session such as the record of connections made will also be deleted Once the deletion has been confirmed the action cannot be reversed H
22. ete Session Area Date SPONTANIA SPONTANIA 2012 12 05 SPONTANIA SPONTANIA 2012 12 04 Grabando SPONTANIA 2012 11 29 Grabando SPONTANIA 2012 11 23 wr r Sp G or L o1 L 2009 ot or 2009 AL F ALL SESSION INFO 10 22 41 13 01 33 02 38 52 2 ee acon 369 43 MB 14 01 38 14 12 21 00 10 42 3 567 he Micon 32 02 MB 10 27 28 10 27 34 00 00 05 1 522 jhe conf 24 49 KB 10 18 57 10 27 16 00 08 19 1 521 jhe Weonf 11 58 MB There are two links which can be used to download the recorded sessions e Play back This option provides the URL from which the file of the recorded session can be downloaded and viewed directly without being stored on the local PC e File This option downloads the recorded session in wconf file on the user s PC The PC client must be available on the user s PC in order to view the recorded session When the file icon is selected a window opens with a URL To save the file right click on the URL and select the Save as option PLAYBACK will appear as a user on the list of users of all sessions that are played back Statistics Option This option can be used to obtain reports on participant access according to different concepts area moderator session start and end dates etc The first screen to appear is a form with which to refine the search for statistics Parameters for the search must be defined in this form ADMINISTRATOR S MANUAL roup Video Call amp Collab
23. hanges in web administration The branch of moderator translator user and user groups is removed from the administration as they are no longer necessary Any user defined via LDAP can be a moderator and reserve a session through the sessions defined through the IM client ADMINISTRATOR S MANUAL sO B a spontana 2 N Group Video Call amp Collaboration N 2 Access to Administration In order to gain access to Administration enter the URL provided by Spontania into any internet browser followed by webconference The pattern could be http clearone spontania com webconference or similar English z ios spontania LA Group Video Call amp Collaboration e ry 9 amp Managing your Meetings Managing your Spontania Meetings Enter the name and password provided in the welcome email Brochure Spontania Name a Spontania Quick Start Guide spontani ontania Manual Password P FAQ LJ Remember username and password i i Manage your meetings 7 Product Demo a Join Spontania from your iPhone or iPad or Android JM dm At the resulting website enter the entity name that you are going to manage along with password also provided by Spontania Record the name and password in a safe place as they are the only means to access the management of your system ADMINISTRATOR S MANUAL 6 Group Video Call amp Collaboration In addition to
24. ions have been carried out is to be deleted the corresponding information will be erased from the CDR and will be transferred to a Log File for possible future consultations You choose deleting the area TEST Any sessions where area appeared will also be deleted and passed to log file Press delete if you wish to continue Sessions Option This option enables the management of the system sessions It is important to remember that before reaching this point the system moderators and areas must have already been created as they will be requested when creating a session As a means of definition sessions are the rooms to which users are logged in they are controlled by a moderator who has access to a series of faculties and features that can be activated during the session ADMINISTRATOR S MANUAL 145 B P SSN spontana s N Group Video Call amp Collaboration p Number of sessions 3 Present meetings Expired meetings Anticipated meetings Session Code Availability Timetable Moderator Authentication Area Active ABM SPONTANIA 10 PERMANENT 24hours ANYONE OF THE AREA FREE SPONTANIA YES YES Delete Test 43241 From 2012 12 05 To 2012 12 05 24hours ANYONE OF THE AREA FREE SPONTANIA YES ves Deleter User 64119 From 2012 12 05 To 2012 12 05 24hours ANYONEOFTHEAREA AUTHORIZEDUSERS SPONTANIA YES YES Deleter Clicking on the Sessions option on the menu will display a list of
25. ly refers to the maximum number of concurrent connections Creating a new moderator will bring up a form where certain information such as name login password and email will be requested This information is mandatory and necessary for the correct access to Spontania At the bottom of the form is a list of all areas created in the system Indicate all areas over which the new moderator will be able to exercise this role Name Email Login Password Confirm Password AREAS ALLOWED TO MODERATE SPONTANIA F If any information is missing or if the user name or access information provided to create this moderator has already been assigned to another the process will stop and the form will appear again with the option to correct the information and continue with the process or to cancel Once the moderator has been created the list of all the moderators on the system will appear Thus the incorporation of the new moderator can be verified Modify a Moderator ADMINISTRATOR S MANUAL 22 TN spontania B P Group Video Call amp Collaboration To change any information related to a moderator click on the moderator s name under the main Moderators option in the menu A screen very similar to the one in the previous section will appear On this screen however the information has already been entered and is ready to register any change MODERATOR
26. module module module t Satellite Plugin Bri Bridge 2 Polls 30 a E E E IM PROPERTIES IM Licenses P2P PDA module Mobile module Outlook Plugin 5 10 P AVAILABLE SERVICES TEXT VOICE APPLICATION SHARING REMOTE CONTROL CO BROWSING FILE TRANSFERING WHITEBOARD VIDEO P a a P P PERSONALIZED VALUES AUDIO Free hands ACTIVE Predefined quality of video ADSL 512 VIDEO Haximum quality of video MAX Haximum number of videos MAX Predefined ti i ty ADSL ee application sharing quality ADMINISTRATOR S MANUAL ONT 8 mm S spontania Group Video Call amp Collaboration p Login data for the administrator can be modified by selecting the option Data Access Email configuration can be modified at the General Parameter option By selecting Spontania download page it is possible to modify the web that appears while the PC client is downloading Join Spontania click the yellow Information Bar at the top of the page LL Choose Install ActiveX control 3 In the security warning dialog box that appears click Install isen 6 P 2 w Install Activex Control What s the Rick EP MTS e Ge can be use tus fle type can potentaly hace software from publishers you trust What s the oat Unified Collaboration Software spontania j If you are installing Spontania for the first time installation process may take a few seconds Please do not close this WEB page Show Spontania Installation Pr
27. n administration menu sections creation deletion and modification You will find respective buttons for each of these operations Access to administration is gained in the same way by all administrators of which there are different types There is the general administrator with authority to see everything on the web and there is the area administrator with authority to see everything related to the specific area that they administer In order for this option to be available it must previously be activated when the tool is created You only have to replace the entity data with the area data Reference will be made to sessions and rooms throughout the manual Please note that they are synonymous terms Administration should not present any difficulties Nevertheless a brief description of the menu options will be provided before entering into greater detail below GENERAL e System Info provides information about available services Allows for changes to access data and personalization of the access web page and the user s interface e Logged In presents a list of sessions of all the modules IM Spontania sessions Webcall etc active at the time of consultation as well as the users participating in these sessions SPONTANIA e Logged In presents a list of Spontania sessions that are active at the time of consultation as well as the users participating in these sessions Areas these may be similar to de
28. ogress Logged In Option This is the default screen that appears upon entering the Spontania web administration if there are active sessions in that moment SPONTANIA SERVER 192 168 0 10 SPONTANIA Harum x PARTICIPANTS 2 AREA SPONTANIA MODERATOR ANYONE OF THE AREA USER DATA CONNECTION DATA USED SERVICES LUST SUNL MINIME CONNECTION DURATION Todd d m ee gm CY irene M 2012 12 05 hour 10 22 41 00 01 56 od Qi usumac u 2012 12 05 hour 10 23 04 00 01 33 HH There no are users currently connected to UIM ADMINISTRATOR S MANUAL ONT 9 ENS spontana s X Group Video Call amp Collaboration p For each session information such as that shown in the image above will appear Information in this Logged In section is the same as that obtained through the CDR option explained in detail below The only difference is that this option shows users who are logged in to ongoing sessions whereas the CDR option shows users who participated in concluded sessions From this screen the administrator has the option of closing the ongoing session by clicking on the Regarding the services used each of the icons that appear on the right of the screen represents a Spontania service as shown in the table below Text Chat Voice IP Application Sharing Remote Control Cobrowsing File Transfer Video Indicates that the service has been activated ADMINISTRATOR S MANUAL
29. on Data also appears about the date and time of connection and each user s duration in the session There is also available an information icon amp that when clicked will provide further information about the user including operating system URL via which the connection was made browser used and IP address as illustrated below Type of connection PC Host No info available Url connection Mo info available System information No info available Private IP 132 168 1 93 Public IP 197 168 1 93 Port 0 INFO Log File Option As in the previous paragraph the Log File option provides information about users who have logged in to a session The main difference is that the information provided here is related to sessions that have been deleted from the system Session Recording Option This option allows clients who have the additional Session Recording module to play back any previous recording The first screen that appears is a form in which the search for recorded sessions can be refined Parameters for the search must be defined in this form ADMINISTRATOR S MANUAL sO VV 0 f 1 1 Until The result will be a list of all matching recorded sessions one per line including session information uH E E ost EA C 9 D du lu Lu Ere Lnd recording size and offers the option to delete recordings Disk space used 44 5 9 5 445 MB of 1000 MB Number of recorded sessions 4 Del
30. oration ontania 34 X 31 NS p 01 L 01 L 2009 e o1 01 L 2009 Buscar spontania Group Video Call amp Collaboration TN me W If the search for statistics covers the past week or current month the resulting statistics will be listed showing one day per line If the search is for statistics from the current day results will be listed per hour Results are provided as shown in the following image Month Number of sessions Number of users Total time Average users per session Average session duration December 5 g 03 42 28 1 80 00 56 29 November 79 257 S7502 27 3 63 00 35 43 October 47 158 11 06 03 3 35 00 14 10 Documentation Option Information related to Spontania is available in PDF format Documentation includes the Web Administrator s Manual this document Moderator s Manual and User s Manual ADMINISTRATOR S MANUAL 32 ENS spontana s N Group Video Call amp Collaboration y 5 IM Unified Instant Messaging is a solution that enables you to hold multiuser bidirectional Text Chat sessions in real time Also from the interface IM allows the provision of data required to establish a Spontania session This service is hosted in the Spontania server Main features Management and administration of users search edit add and delete Control over the presence of users available not available Initiating a multiuse
31. ore detailed information about a specific CDR is required simply click on the session name and a screen similar to the one shown below will appear USERS 3 DATE AND HOUR On 2012 11 29 From 14 19 04 To 14 23 37 AREA SPONTANIA MODERATOR ANYONE OF THE AREA DOCUMENTS There are no attachments in the cdr Next oc PARTICIPANTS USER DATA CONNECTION DATA USED SERVICES NAME ROL CONNECTION DISCONNECTION TIME eee android u 14 19 18 14 23 37 00 04 19 E oo Pablo23 U 14 19 12 14 19 49 00 00 37 God d a support U 14 19 04 14 19 55 00 00 51 amp oo P TOTAL TIME 00 05 47 2012 11 29 14 19 04 SESSION STARTED 2012 11 29 14 19 04 Text chat service enabled for user support 2012 11 29 14 13 04 Voice service enabled for user support 2012 11 29 14 13 04 Video service enabled for user support 2012 11 29 14 19 04 User support connected 2012 11 29 14 19 12 Text chat service enabled for user Pablo23 2012 11 29 14 19 17 Voice service enabled for user Pablo23 2012 11 29 14 19 17 Video service enabled for user Pablo23 2012 11 29 14 19 17 User Pablo23 connected 2012 11 29 14 19 18 Text chat service enabled for user android 2012 11 29 14 19 18 Voice service enabled for user android 2012 11 29 14 19 18 Video service enabled for user android 2012 11 29 14 19 18 User android connected 2012 11 29 14 13 34 Pablo 23 g 2012 11 29 14 19 49 User Pablo23 disconnected 2012 11 29 14 19 49 Text chat service disabled for user P
32. ot to expire then the next screen will ask only for its start date However if the session is set to expire the next screen will ask for both its start date and its end date Clicking on the Next button will bring up the screen with the remaining information required by the system to create the session However if any errors have occurred or any information is missing from the first screen a message will appear to inform you about this situation The following is an illustration of the second screen Start date DD MM YYYY 07 v 12 v 2012 v Start time HH MM End time HH MM 24hours V Moderator ANYONE OF THE AREA Regarding the start and end times if 24 hours is selected then the session will be open for 24 hours from the start date to the end date If other hourly parameters are introduced then the session will only remain active during this range of time on the defined dates Once all of these values have been entered click on Create and the session will be established correctly The Sessions screen will reappear where the newly created session will now be listed Modify a session It is possible to change the data of a certain session by clicking on its name in the rooms main screen ADMINISTRATOR S MANUAL 18 NS spontania E yA ENS spontana s N Group Video Call amp Collaboration y The data of a session cannot be modified if that session is in u
33. owever some of the data will be transferred to a Log File that can be consulted as often as necessary Moderators Option Another of the main sections in Spontania administration is that of session moderators Remember that a moderator cannot be created unless an area has already been created ADMINISTRATOR S MANUAL 21 TN spontania B yA Group Video Call amp Collaboration Once inside the Moderators section a list will appear with all the moderators that exist within the system as shown below Number of moderators 2 SPONTANIA Irene irene cebrian dialcom com 2012 08 29 irene dtt Delete SPONTANIA s MODERATOR irene cebrian dialcom com 2012 08 29 moderator FA Delete Only certain data will appear here For further details about any moderator simply click on his or her name Note that the column entitled Area Moderated provides information about the area or areas over which the moderator can exercise his or her functions There is no limit to the number of areas so one moderator may exercise moderator functions over all areas in the system over a single area etc Create a moderator To create a new moderator in the system simply click on the Create button There is no limit to the number of moderators that can be created within the system This is independent of the number of licenses acquired which on
34. partment or groups e Sessions these make up the critical center of Spontania they are the virtual conference or meeting rooms in which users meet e Moderators are the main participants in a session They can control sessions and grant authorization to participating users They may perform the role of moderator in one or several areas e Translators are special participants within a session They translate the session conversation into a determined language As with moderators translators may perform this role in one or several areas e Users Regular participants in a session In any given session it is possible to connect users that are registered in the system or anonymous users i e those who are not already registered within the system e User Groups the purpose of this section is to group together a given number of users who will have exclusive rights of access to certain sessions e CDR Call Detail Records are situation registers that store information about implemented sessions ADMINISTRATOR S MANUAL 4 TN spontania B N p SSN spontana s N roup Video Call amp Collaboration P Log file Similar to the section above this option provides information about the users who have logged in to a session The main difference is that the information provided here is related to sessions that have been deleted from the system Recorded Sessions
35. possible to continue the session anymore u e CDR Option This option provides detailed information about what has occurred in a session that is how many and which users logged in to the session who moderated the session which services were used when the session started and ended etc Information obtained in this manner must be from sessions that have concluded The first screen to appear is a form with which to refine the CDR search You may want to search for sessions that took place either at a certain date or in a limited range of dates with a certain moderator in a specific area etc Parameters for the search must be defined in this form Today 7 1 rum t p ant ia iH CH uM S E RS MUI A 3 o1 o1 2009 o1 L 01 L 2009 Area a ALL CLASSIFIED BY Moderator ALL User e Name contains In the search for a CDR it is possible to select from a range of dates as well as to define the search according to a certain area or moderator If selected per area all moderators that are able to exercise the role of moderator in said area will appear It is also possible to filter the identifier of a user logged in a session If you have gained access to web administration as the administrator of a specific area the dropdown list of areas will not appear because only the CDRs of the specific are
36. r particular access data login and password to connect These ADMINISTRATOR S MANUAL 17 NS spontania E E Group Video Call amp Collaboration sessions require that the users be activated within the system Users Groups section With this type of session there are two options 1 It may be directed to an exclusive group of users activated within the system It this is the case mark the verification circle that appears on this screen Kind of authentication User Session No required Users Group Je YES NO Only for users authentication Send mail to users YES amp NO 2 The session may be for all users who have been activated within the system but do not belong to any determined group In this case there is no need to mark the circle entitled User Group The difference between these two options is that if the session is directed to a specific group then it is mandatory to select one of the groups that will appear listed on the following screen e User Initiated This parameter establishes whether it will be possible for users to connect before the moderator has joined the session even if they have correct access data The decision about whether or not to record sessions is also defined from the web administration Such recording is possible only if the entity has the Session Recording module Session expiration must also be specified As explained above if the session is set n
37. r videoconference session from the Instant Messenger interface or from an ongoing Spontania session All the Instant Messenger sessions are authenticated in order to maintain the privacy and security of the videoconference participants Likewise all the information is encrypted with the 128 bit SSL protocol thus providing complete security for the service users Logged In Option Logged In users in an IM session are listed IM PARTICIPANTS 2 Close all connections NAME CONNECTION DATE ueri 05 dic 2012 13 40 49 ser 05 dic 2012 13 53 23 Similar information to that shown in the image above would appear for each session In addition the administrator can close the IM session from the web administration or deactivate a certain user Users Option With this option everyone who forms part of the Instant Messenger service as a user will be registered Clicking on this option will bring up a list of the users in the system ADMINISTRATOR S MANUAL nO Na 33 Number of users 2 Name Email irene irene cebrian dialcom com User IM irene cebrian dialcom com User s management is explained below Create a User 2012 08 27 2012 11 30 oa gt spontana s N Group Video Call amp Collaboration y Login Password rene co D wer eoo iBall To access this option simply click on the Create button shown in the previous image A form will appear where the information requested
38. ration N Number of routing calls 1 914842 DTMF 3 Delete UALCOM NE TWORR S Windows E http spontaniav5 dialcom com webconference Y Sessions associated to 914842021 Session DTHF code pruebaluis 1 1002 SPONTANIA 1001 ee Internet Modo protegido desact amp 1009 By selecting the telephone number the type of routing can be modified Phone number 97454 DTMF ADMINISTRATOR S MANUAL J
39. rd to gain access to everything related to this area must be provided and this information must be passed to a deputy administrator In addition the URL that will allow for direct access to this area will be shown If the Delegate Area Administration option is marked as No then it will not be possible for any person other than the Administrator to manage this area Login Password Confirm Password ADMINISTRATOR S MANUAL 13 NS spontania B P A close look at this screen will show that there are two special sections other than the area identification data These sections are Available Services and Personalized Values With respect to Available Services it is only necessary to mention that any service inherited from the general company configuration can be activated or deactivated The sessions created and belonging to this area will also inherit the same services There is a special case for the text voice and video services besides self moderation which allows user to activate their services These have an additional value labeled Active When a service is selected with the Active value the service will become active by default as soon as the session begins Regarding personalized values in order to determine which are to be personalized for the area simply click on the dropdown menu next to Personalized Values and select the desired value Person
40. rs screen This will lead to a form similar to the one shown below ADMINISTRATOR S MANUAL nS Vl 25 spontana s N TN p ENS spontana s N Group Video Call amp Collaboration p User 1 testing dialcom com Name Email Login user Password LLILILIIS Only if you type a new value the password will be modified Confirm password eeeeeeee BELONG TO THE GROUPS Group 1 Group 2 Following the same instructions provided above for the creation of a user enter or modify the required information on this form Delete a User There is no need for any detailed explanation of this option From the main Users screen click on the appropriate Delete button This will delete the corresponding user from the system also erasing any relation between the specific user and any groups in the system User Groups Option This option makes it possible to establish groups of determined users who will have exclusive permission to connect to a session or sessions created specifically for each group Clearly all users included in any specific group must have been created within the system When they connect to the session they will enter the login name and password provided to them when they were established as users i e in the case of sessions with user or user group authentication The purpose of establishing groups is to combine certain users and classify them Number of users group 2
41. s Direct Access Number A number available to define direct access to a session DTMF Code the user calls the system via a telephone number which will request a DTMF code Depending on the code the call will be routed to one Spontania session or another Once an access number has been defined the association between number and session and the assignment of a DTMF code in connection mode through DTMF is implemented when the session is defined through the Sessions option By default an entity that has the incoming calls feature enabled will not have any telephone number associated with it By using the Create option a telephone number will be entered as well as the associated routing In the case of using a DTMF routing the option to associate it with a predetermined number of the entity will be given The DTMF routing number entered as predetermined will be used for the sessions reserved through the web portal Once the necessary numbers have been defined the type of routing and the associated sessions in the case of DTMF enrooting will be listed Number of routing calls 1 Phone number Type connection Session Clicking on the number of sessions will show the sessions using this number and the associated DTMF ADMINISTRATOR S MANUAL 36 TN spontana s l3 P TN spontana 2 N Group Video Call amp Collabo
42. s value you must go to the Area Modification menu Its function is as follows The function of ABM is to optimize the quality of the videoconference system in real time by automatically controlling the videostreaming parameters sent to the user s device Integrated into the Spontania server the ABM module maintains a balance between network resources bandwidth and service quality An area is created with a set of services and any session belonging to that area will inherit these services by default A service will never be activated in any room not assigned to the area upon its creation The administrator is the only person that has the possibility of increasing the available services in an area as he or she is the only one who has access to the management of all the areas ADMINISTRATOR S MANUAL 11 SS spontana s N Group Video Call amp Collaboration p The operations that can be implemented for an area are creation modification and deletion There is no limit to the number of areas that can be created as long as you have gained access as the general administrator Otherwise you will have gained access as the area administrator and the screen will only contain informative values that will not allow you to carry out any operations over that area There are two areas created by default depending on the activation of certain modules Area IM is created by defaul
43. se Such changes could produce inconsistencies in the data being stored Code 10 Name SPONTANIA Area SPONTANIA Description m m Maximun users allowed 0 0 unlimited Active session yes NO Kind of authentication O User Session No required Allow user to start yes NO Session expires vEs NO Record session YES 9 NO ABM module ves no ABM Configuration Start date DD MM YYYY 29 06 _ 2012 Start time HH MM o0 00 End time HH MM o0 00 24hours Basically the session modification process is the same as the process to create a session As described in the section on Areas certain new values are also incorporated When a session is created it inherits certain default values from the area to which it belongs It is necessary to use the modification option only if these values those inherited and or those established during session creation are to be changed After clicking on a session name to change its data all the information related to this session will appear Any parameter can be modified The session can be changed to expire or not expire and authentication can be established or deleted ADMINISTRATOR S MANUAL sO JdySWlo 19 Group Video Call amp Collaboration Moderator ANYONE OF THE AREA Routing Calls NO ROUTING AVAILABLE SERVICES TEXT YES NO amp ACTIVE VOICE ves no ACTIVE APPLICATION SH
44. t when the IM module is configured Area Spontania is created by default when Spontania module is configured Area IM cannot be deleted by the administrator Create an Area In order to create an area simply click on the Create button found above the list of areas A form will appear in which the requested data must be entered Although it is best to provide as much data as possible at this point the only mandatory information when creating an area is its name E mail When an area is created by default it inherits the same active services of the Entity to which it belongs for this reason this information is not requested on the form used to create each area If these parameters are to be changed the Modification option explained in the following section must be used Once all the information has been entered click on Save If the area has been created correctly the Areas screen will reappear showing how the new group has been incorporated into the list of all existing groups Modify an Area It is possible to gain access to the contents of an area at any time in order to carry out necessary modifications To modify the parameters of an area simply click on the respective area name This will automatically open a screen showing current area values and allowing for the modification of any specific feature The illustration below illustrates such a modification ADMINISTRATOR S MANUAL
45. the sessions in the system The list shows amongst other things the most relevant information about the session For further additional details about the configuration of any particular session or to modify it click on the session name In addition to the obvious data such as its name the area to which it belongs its moderator etc each session is defined by other items that may require further explanation For this reason before moving on to the process of creating a session a brief introduction of certain concepts implicit to the session is provided below e A session can be designed with or without authentication In other words it can be established so that users are either required or not required to enter a password in order to connect Type of Authentication field e Each session has a start date and may have an end date If a specific expiration date is indicated the session will be expiring if not it will be non expiring Regardless of whether the session will expire or not it is essential to indicate the range of hours during which the session is to remain active A range of hours can be established or the hours can be marked at zero for those sessions open to 24 hour connection e Asession can be initiated by the first user who connects to it or it can be set to initiate only when the moderator is logged in and awaiting users User Initiated field With the explanations provided above it should be easy to create
46. to Group link To add users first click on the above mentioned link This leads to a screen similar to the one shown below To select multiple users hold down the Control key To locate a user dick over the corresponding initial Ali ali A IEBIIEc I EC i Ec i ED 1i Ed i D i d I E A list of all users created in the system will appear More than one user can be selected at a time by holding down the Ctrl button while clicking on the different names When the appropriate list is ready click on the Create button and the respective users will be added to the group If a very high number of users have been created within the system one of which needs to be added to a group the search for that specific user can be facilitated by using the letters that appear at the bottom of the screen Delete a Group ADMINISTRATOR S MANUAL 3 Group Video Call amp Collaboration Any group can be deleted by clicking on the corresponding Delete button on the main User Groups screen This operation will not delete the individual users from the service rather it will delete the group If any sessions have been directed towards this particular group then it is important to enter into session management and either replace the deleted group with another that still exists or leave access to the session open for all users with or without a password Otherwise it will be im
47. wever the moderator will have the ability to modify these values whenever considered convenient during the session In this sense the only restriction is that the maximum values established here cannot be exceeded Available Services This section lists the services that can be used when the session is held Only those services permitted within the area which the session belongs to may be modified In other words if only the services of text and video are available to the area which the session belongs to then only these two services will be listed here for management or modification In the example above the session has inherited all services as active Here it is possible to select those services that will not be used during ADMINISTRATOR S MANUAL ONT 20 NS spontania B yA Group Video Call amp Collaboration the session The services of text voice and video also offer a third possible status Active which ensures that the corresponding services will appear as active when the session begins without the need to activate them manually through the user s interface Personalized Values This section makes it possible to set further parameters for the session For easier use the section has been divided into the following sub sections audio video sharing and multicast In the audio sub section you can select whether or not the session begins with Hands Free audio Under video the pred
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