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CoCon Software Manual

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1. Database server localhost SQLEXPRESS Authentication mode Windows Authentication O SQL Server Authentication Login Password OF create a new database instance on this computer By clicking the button below a new database instance will be installed on this computer with the name you specify TELEVIC Install new instance WARNING this may take some time please be patient Figure 7 5 Database setup manual 7 1 2 2 No database found create new database If no usable database is found CoCon will recommend creating a new database this is shown in the following screen Televic Conference Systems 2012 10 29 28 Installation and User Manual Room server database setup automatic setup This wizard has not found a compatible database instance on this computer one will be setup with the following name TELEVIC By clicking Next the following actions will be performed by this wizard 4 new database instance will be installed on this computer This may take some time New database with data tables will be created Figure 7 6 Database setup new database The following paragraphs describe two possibilities in this situation 7 1 2 2 1 Install SQL Server Express 2008 No Microsoft SQL Server Express 2008 is installed The wizard will automatically install this database component and install a valid instance on the database so CoCon server can function correctly Note that this is an automated
2. Existing meetings Tools Blank Settings meeting Help Other templates O exit El Template 2 Templater Figure 10 20 File menu 10 4 1New meeting A new meeting can be created by selecting Blank meeting at the top If a meeting is currently opened the CoCon Meeting Manager will ask whether you want to close the current meeting and open a new one It is also possible to open a Meeting Template and specify the meeting starting from the data already contained in the Meeting Template To do this select any of the Meeting Templates in the lower list Additionally it is possible to delete Meeting Templates here right click on the Meeting Template and select Delete this template 10 4 2Existing meetings This tab gives you an overview of the currently created meetings in the database A calendar filter at the top allows you to select a time interval The colour of the meeting indicates the status of the meeting e Grey new meeting e Blue meeting which is being edited e Green running meeting e Yellow paused meeting e Red ended meeting Televic Conference Systems 2012 10 29 76 Installation and User Manual A new meeting can be opened by selecting on the corresponding meeting title and then clicking Open under the list After selection of a meeting it can also be deleted from the centralized database by clicking the Delete button under the list Synoptic el x Home Synoptic 30
3. or the actions won t be sent to the CPU Televic Conference Systems 2012 10 29 62 Installation and User Manual 10 Meeting Manager a This section contains a description of the use of the Meeting Manager This is the application which is responsible for Creating and managing the database management This includes the creation and management of users groups voting rights amp weight creation of authority passes Creating a meeting including the title time conference settings Specifying the delegates who will be attending the meeting Adding the delegate list to the nodes in the synoptic Creating an agenda for a meeting Creating a voting agenda Specifying the voting settings Specifying the time constraints for various parts of the meeting speech time for the delegates and groups agenda item time meeting time Note that the Meeting Manager has need of a synoptic in the room before defining a meeting This is necessary because the delegates present should be attributed to a seat For the definition of a synoptic see section 9 or FAQ How do define a synoptic for my meeting room 10 1 Delegate concept A delegate in the CoCon software suite is defined as a person with a number of characteristics name surname title address A delegate can belong to any number of groups A group is defined by a name and optional a colour and have any number of delegates When defining a meeting
4. Adding delegates to this list can be done by clicking the Add to meeting button or dragging amp dropping delegates or groups in this column You can reorder the delegates in this list by dragging and dropping them on another location in the list Delegates that have been added to the meeting can be removed by selecting them and clicking the following button at the top D Remove from meeting The middle column ALL DELEGATES shows a list of all the delegates in the database After selection of one or more delegates they can be added to the group by clicking the following button at the top of the column a Add to meeting The column on the right ALL GROUPS shows the groups that are present in the database After selection of the group you can add an entire group to the meeting by clicking the button ote Add to meeting at the top of the column If you click the icon in front of the group all the users that belong to this group are shown beneath it By default all users are selected if you deselect any they will not be added to the meeting when adding the group 10 8 1Delegate identification Here it is also possible to specify how the delegates will identify themselves for this meeting Following options are available e Delegates are allocated on a fixed seat the delegate must introduce their badge before they can participate in the meeting This means that delegates will be allocated a fixed seat in the
5. Change voting capability to assign badge capabilities to all of your selected units at the same time Cafe Le JIL Nr Type Capabilities MIC M l ES Wizard MIC M MIC MIC MIC Figure 9 14 Multiple voting button capability There is an option in the settings of the Room Configurator that can help in identifying the various units you want to change the badge capabilities for If you check the option Activate the microphone when indicating units with badge or voting capability as shown below then the microphone light will be activated if you change the capabilities of any single unit Note that this does not work with multi selection Televic Conference Systems 2012 10 29 59 Installation and User Manual Detect units Synoptic nodes Assign units Synoptics General Settings Tools Language NW Remember Server ay ON 5500 Room is the default Room Server Indicator O Activate the microphone when indicating units with badge or voting capability Camera Settings Status OFF l Save Click the Save button to apply settings Camera 2 Type R5232 Protocol TLVCAKIL COM Port COM 1 COM Speed 115200 UDP 1 OFF UDP 2 OFF Figure 9 15 Room Configurator Indicator setting 9 7 3 CPU 5500 split combined units The physical cabling of the CPU 5500 is used to determine which units are combined units MIC amp DCS as described in Section 9 1 1 However it is possible that the cabling erroneously identifies a
6. Delegates Clicking on these tabs the view will change to show either the defined groups or the delegates contained in the database At the top in the menu bar the contextual menus will also change and provide other functionalities see below At the top in the Home ribbon the following functions are available e Back Clicking this button will close the Database Management window and return to the Meeting Manager e Import from TMS this function will allow you to select a delegate file from the Televic Conference TMS software and import the delegates contained into the current CoCon database format The extension of this type of file is del but it is actually just a renaming of a mdb file MS Access 2003 database This can also be used to import delegates and groups for users who have a database ina different format The expected format of the MS Access database can be found in a sample database located under C Program Files x86 Televic Conference CoCon Meeting Manager TMSlImporter Sample Sample_100 Delegates mdb and Sample_100 Delegates del or similar for your installation Be mindful of the following items o The names of the tables groups and delegates as well as the column headers should not be changed The import process uses these fields to identify the data contained o Note that the input file does not have to be renamed to a del extension it can also remain a mdb format Televic Conference Syst
7. General Voting Timer Nr of voting options Description Color Choice Abstain Title 2 Description 4 5 C Print after voting stopped Now you have two options to fill in the options of your voting item 1 Use a voting template To do this click the drop down button on the top right of the voting item as indicated in the figure above Here is a list of all current voting templates with a few pre filled by Televic CoCon For example you can select the template 3 Vote Public Now the details of the voting template are filled in your voting agenda item These include a 3 voting options and their colour b Anumber of settings in the various other tab pages You can for example consult the tab Settings to see how the voting results are shown to who 2 Fill in the details on your own The most important ones include a Title b Number of voting options c Description and colour of your voting options On the settings tab d Whocan participate in the vote Televic Conference Systems 2012 10 29 142 Installation and User Manual e Who sees the overall results during the vote After the vote all will see the overall voting results f Who sees the individual voting results g andanumber of other options For a full description of all voting options and settings see Section 10 7 3 After you have filled the voting options it is important to click the small Save button on the agenda item to transfer your
8. The options are completely similar to the ones in the meeting manager It is important to click the save icon E after editing an agenda item otherwise the change will only be available locally and not on the Server There is also the possibility to save the current voting item configuration as a template by clicking Save Voting Template The current title will be automatically assigned as the template name Configuring a voting template can also be done by clicking the green arrow at the bottom of the agenda view Televic Conference Systems 2012 10 29 110 Installation and User Manual z A Faults Figure 11 14 Click the green arrow to access the voting template editor E aa v Nr of voting options Description Color Choice Abstain O2 on s diss ere O4 5 Figure 11 15 Make or edit a voting template By clicking the drop down menu you can select a template you want to edit Or by clicking New you can make a new template with a user specified name After clicking Save you can use this template for your voting items In each ribbon you have the Agenda part with the Next and Previous arrows This lets you start the next agenda item You can check the status of the agenda item in the agenda view as shown on figure 11 16 Av symbol appears when an agenda item is treated and an arrow is shown at the current agenda When an agenda item is selected an extra ribbon appears called Voting This wi
9. Capabilities MIC Figure 9 11 Single badge capability Televic Conference Systems 2012 10 29 57 Installation and User Manual Note that it is also possible to select more than one unit using the button at the top of the unit view ore SH or CTRL click or SHIFT click in the Unit list on the left hand side If you select multiple units and then right click on any of them you will get a context menu where you click Change badge capability to assign badge capabilities to all of your selected units at the same time ret a Fee Heal py ee l ES Wizard Nr Type Capabilities MIC MC MIC MI MIC MV MIC M MIC M Figure 9 12 Multiple badge capability Under File gt Settings there is an option in the settings of the Room Configurator that can help in identifying the various units you want to change the badge capabilities for See Figure 9 13 If you check the option Activate the microphone when indicating units with badge or voting capability as shown below then the microphone light will be activated if you change the capabilities of any single unit Note that this does not work with multi selection Other settings will be discussed in section 9 7 4 Detect units Synoptic nodes Assign units Synoptics General Settings Kg Language English Great Britain NW Remember Server Yes No 5500 Room is the default Room Server 7 Help Erit Indicator O Activate the microphone when indicating
10. EE 22 EE 24 7 1 Room configuration Wizard BEE 24 7 1 1 EIERE 24 7 1 2 DAT AD ASC e E A 25 7 1 3 ROOM SCLC LION EE 33 7 1 4 OLS SNCS EE 34 74 5 WCAP in coupled mode E 36 7 1 6 F E D 36 Televic Conference Systems 2012 10 29 3 Installation and User Manual 7 2 Room Server ae Tele sas cece scsieenaeetaya cea an ecioaseee R EA 36 7 2 1 let te SE 37 7 2 2 Bee EE 37 7 2 3 EEES EE 37 7 2 4 Ree 37 7 2 5 RI 37 7 2 6 LE E 38 7 2 7 et 38 Be MAROC e Tu eegen EC 39 8 1 LORIN LOWY EEN 39 8 2 EE Ee 40 8 2 1 Aa SS eege 40 8 2 2 Remember Server 41 8 3 VE ut 41 8 4 IE EN 42 8 5 BE Ree enee TE 43 I ROOM COMIC UA EE 45 9 1 SV IO DUC CONG C0 EE 45 9 1 1 Rive 47 9 1 2 NOOO aE E E es oe ves ewe eb sansa enter ete ca nenesetened caste eeecest 49 9 1 3 Elle EE 50 9 1 4 Beie dl e Ue OO BEE 51 9 2 Rail lee MT 51 9 2 1 Se IEN 52 9 2 2 Eeer 52 9 2 3 EI WEE 52 9 2 4 ET OUI e 52 9 3 Derec Unte FIDO ON E 53 9 4 VOP IO CSS de ee E 54 9 4 1 Ke d 54 9 4 2 e e Mee el 54 9 4 3 REMOVE FOS een 54 9 4 4 Wee ols Me or te EE 54 9 4 5 Beie lee 54 Televic Conference Systems 2012 10 29 4 Installation and User Manual 9 4 6 Node eideler GE 55 9 5 PAS SVEN MUMS Wl ee BEE 55 9 5 1 E EE 55 9 5 2 AOO E a E E ee ee 55 9 5 3 ME 55 9 5 4 Ee Se 56 9 6 General Tunctions and aile t EE 56 9 7 SIO Se aT leegen E 57 9 7 1 Confidea Wired units With a badge reader cccccssseccccseccceeesececeeseceeeeeceeeeaeeceseeneees 57 9 7 2 Confidea Wired
11. Figure 11 24 Presence check Figure 11 25 Blinking LED to confirm presence Depending on the hung vote options there are some possibilities It can be that the voting immediately restarts Or a pop up message can appear so the operator decides what the outcome must be 11 5 2 Print Under Print you can always choose Print Entire This shows a printable PDF of the complete agenda with the voting results if these are already available Print only comes available if the voting has been stopped This gives a printable PDF of the results of the last voting 11 5 3 Register as voting master If Register as Voting Master is selected then this Operator Application is the only one who can control the vote in any way e g start stop clear vote results There can only be 1 vote master in the system 11 6 Synoptic ribbon Televic Conference Systems 2012 10 29 116 Installation and User Manual Sianaae Edit Agenda Svnoptic oa Show seat names CAT Zoom to fit View Delegate seats Figure 11 26 Synoptic ribbon e Zoom to fit To resize the names of the delegates in the synoptic view to fit in the visible area e Hide badge In the synoptic view units with badge reader are shown with a small rectangle grey green or red depending if the badge is present or not With the Hide badge button you can choose not to show this e Delegate seats Lets you choose what must be shown under
12. If you click the button Save Voting Template the current settings of this voting agenda item are saved to a voting template The name of this template is the title of the voting agenda item followed by Template The second part allows you to apply a previously saved voting template to the current item Click the arrow on the drop down box to show all the voting templates and select one to apply it on your item 10 7 3 9 Voting template CoCon allows you to save the voting settings to a voting template A collection of these items is kept in the database and available when creating new voting agenda items On installation a number of default voting templates are available in the database The voting templates can be reviewed using the component shown below This component can be shown by clicking the expander iS at the bottom of the agenda screen in both Meeting Manager and Operator Application Televic Conference Systems 2012 10 29 90 Installation and User Manual General Settings Timer Voting Timer Quorum Outcome Hung Vote Nr of voting options Description Color Choice Abstain F m Figure 10 35 Voting Template The controls here are very similar to the ones described in the previous few paragraphs On the left hand side you can show all the voting templates in the drop down box Selecting one here will show its details in the other tabs After you click the New button you can also create a n
13. Note that the test might take a few minutes to complete lf the test takes too long click Cancel and consult the log files for possible faults Televic Conference Systems 2012 10 29 35 Installation and User Manual Figure 7 14 Conference system setup 7 1 5 WCAP in coupled mode The following section describes the behaviour of a WCAP in slave mode and is only applicable for the Confidea CU and CPU5500 If a WCAP Central Unit is connected in slave mode to the Confidea CU or CPU5500 then CoCon can make a parallel connection to this WCAP to retrieve additional information about the wireless units This additional information consists of the RF and battery status for each of the wireless units The Operator Application will then show the states of the wireless units so the operator can quickly see which of the units is almost out of range or needs to be recharged Up to 5 WCAP Central Units can be connected in slave mode to a Confidea CU or CPU5500 In order to make a parallel connection to a WCAP the IP address of the WCAP needs to be configured in the Conference system setup See Figure 7 15 for the configuration of the IP addresses Click on the column Value of the table to enter the IP addresses of one or more WCAP 7 1 6 Finish After completing the room configuration wizard a restart of the server is needed The server will restart automatically 7 2 Room server window When the room server is active an icon wil
14. Televic Conference Systems 2012 10 29 46 Installation and User Manual Home Detect units Synoptic nodes Assign units m gt Page width 0764 Show gria 6 IB Keep Aspect Image width 0770 ka Position left 0005 Pageheight 0485 D Snap to grid ZS 3 XK Center Image height 0514 TT Positiontop 0011 ackgroun ote Grid size 060 imager Fill Background color e A Background oe sem it 1 i H te f t a Lee Type Capabilitie i Priority X Y Descriptior MIC amp DC MCVB oT Chairmar 012C Mc g i Chairmar 024C vB 4 Chairmar 0353 MC 7 Delegate 0228 VB j 5 Delegate MC d VB MIC amp DC MCVB MIC amp DC MVB 1 2 2 3 3 4 4 5 6 7 MIC amp DCS MVB 10 units 5 seats 0 selected 3S Connections AA Faults gt lt A Manual room amp Logout admin Figure 9 2 Room configurator main screen 9 1 1 Units The units represent the physical units connected to the central conference unit This can e g be a microphone a voting panel a camera Each of these can be placed on the room synoptic by attaching them to a node They are controlled on the left hand side of the Room Configurator this table contains the data and columns described below Note that the headers in this table can be clicked upon to sort the content e Nr this is the ID that the system uses to identify this unit It also corresponds to the order in which the unit buttons have been pushed during manual initia
15. always be active on top of the number specified here e Requests here you can enter the maximum number of microphones that can be in request at the same time Note that this is not applicable for some of the microphone modes e Options here you can select the following note once again that some options may not be available for any given microphone mode o Allow delegate to request o Allow delegates to cancel requests o One delegate overrides another when the speaker list is full Volume this slider controls the volume of the loudspeakers connected to the central unit 10 6 6 T Cast Check this box to enable the webcasting and archiving functionality for this meeting This makes a live stream of all meeting activity video audio microphone activity agenda available over the internet during the meeting For more details see Section 13 2 10 7 Agenda tab A meeting agenda can be defined using this tab The figure below shows the main functionality of the screen Televic Conference Systems 2012 10 29 82 Installation and User Manual Agenda o x Agenda 04 10 2012 09 07 50 OH Voting X 4 gt EH WM Delete Delete Selected type Move Move Decrease Increase Expand Collapse item all up down indent indent all all Move View Discussion Lecturer x z discussion item 1 General Timer Delegates list Title Voting Description Agenda Speech time voting item 2 gt Save Voting T
16. buttons This will determine the type of voting items you can create in the client applications e Confidea Wired Plugin this component allows connection to the Televic Confidea Wired CE2500 Central Unit This connection is established using a serial connection over RS232 Parameters here include o COM port specify here the COM port on the computer to which the serial cable going to the central conference unit is connected The other side of the serial cable should be connected to the port COM 3 on the Confidea Wired Central Unit o Voting buttons here you can specify if your setup has units with 3 or 5 voting buttons This will determine the type of voting items you can create in the client applications e WCAP Plugin This component allows connection to the Televic WCAP This connection is established over a standard LAN connection using the TCP IP protocol Parameters here include o IP address This is the IP address of the WCAP unit you want to connect to o Port this is usually port 9000 ep Server Set Up Conference system setup Choose the conference system you want to connect to Conference system type Connection parameters d 10 0 41 207 2011 Write Badge Option Full badge Voting Option 5 Buttons Other Test Connection Click this butten to test the connection with the selected plugin If a plugin of the type you selected is currently connected to a Central Unit this plugin will be disconnected
17. changes to the Server Up until now you have been working locally in the Operator Application voting item 4 Save Voting Template X General zeg Voting Timer Title Nr of voting options Description Color Choice Abstain 2 Description 4 5 C Print after voting stopped After saving the item you should activate it in the current agenda by clicking the Next button WwW gt Next on the Home Voting or Edit Agenda ribbon Your voting item is currently active which you can see by the arrows next to it as shown below votingitmi O General Title Preview vote Nr of voting options Description Color Choice Abstain me 2 E E s Tall be Description W e fo ei 4 e E 1 5 C Print after voting stopped Now there are two ways to control the vote Click the small Start and Stop vote button on the item itself o o Click the large Start and Stop vote button on the Voting ribbon F X Start Stop Pause Clear Voting Televic Conference Systems 2012 10 29 143 Installation and User Manual Starting the vote from any location will have the same effect the voting units will activate their voting LEDs to indicate to the delegates that they can vote Dependent on the options you specified you can follow the results on one of the following locations e Synoptic tab Signage lt Restart Stop Pause Clear Voting 4 9 Speakers p II x A Seat 00 00 00
18. conference room setup Each of the CoCon components involved in the T Cast Connector will be discussed in the following sections There is an additional set of functionality available in each of these components if the license used in the CoCon Room Server supports this see Section 6 1 for more information For information about the physical setup and connectivity of the T Cast Encoder itself see the related manual 13 1 Room Server The Room Server adds functionality when the T Cast Connector is enabled mostly related to authentication to the T Cast platform 13 1 1Room configuration wizard The options in the figure below are added to the Server Room configuration wizard Room Selection Here you should enter your credentials for the T Cast platform Televic Conference Systems 2012 10 29 128 Installation and User Manual Ge Server Set Up Room selection The room server application represents a room Specify a name and description for this room Name Description r H D i F T Cast config i NEE UserName Password State 7 Test connection and choose a customer wi Select an existing room from the database instance Figure 13 2 Room configuration wizard T Cast user information Once the credentials have been entered you can click the Test connection and choose a customer link A check is now being made if the connection to the clou
19. first tab in the specification of all the parameters the meeting data More information about a meeting can be entered in these fields Meeting General Date of the meeting Title New meeting 04 10 2012 Ge 04 10 2012 Delegates list Until 04 10 2012 Agenda Description Enable meeting timer Speech time Synoptic Meeting agenda editing during meeting C Title editable during meeting Allow editing of these agenda items during the meeting All non lecturer items Advanced Specify the conference settings up front Print Settings C Print meeting information when meeting stopped Conference settings Spea 4 Request aKers EA IL Volume 4 T Cast Webcasting and Archiving Check this box to enable the webcasting and archiving functionality for this meeting This makes a live stream of all meeting activity video audio microphone activity agenda available over the Internet during the meeting Once the meeting is concluded the entire meeting will be available as an online on demand stream Figure 10 25 Meeting tab Televic Conference Systems 2012 10 29 80 Installation and User Manual 10 6 1Title A title can be given to a meeting 10 6 2Description More information about the meeting can be entered in this field 10 6 3Date of the meeting The date and time of a meeting can be entered here Under the start and end time of the meeting you have the option to enable a meeting
20. group tmers 108 Figure 11 11 Operator Application timer indications cccccccsssecccceseceeeescceseesececeueceeeeneceeseneeeenes 109 Figure 11 12 Operator Application microphone Jet 109 Figure 11 13 Operator Application agenda tab ceccccessseccceesececeesecceeeesccesaeseceseeseceeeegeceeseneeetan 110 Figure 11 14 Operator Application speech timer tab ccecccessecccceseccceescceceesececeeeeceseeeeceeseeeeeeeas 112 DS LAL Leiw 1 9 0 9 E 113 Fig re 11 16 Finish meeting DOPUD DEE 113 eure EN encer ODO e E eateceusuenteosd oor 115 Figure 12 1 Signage Application example ssssssessssesessrrssrrrssrreresrrressreresreressrereseeressreresrreeserereserressne 119 Figure 12 2 Signage Application Choose the roOmM ccccccsssccccessececeesecceeescceceesececeuececeeeceesenaeeenas 120 Figure 12 3 Signage Application Screen selection 121 Figure 12 4 Signage screen Ioavout 122 Figure 12 5 Signage voting screen layout 123 Figure 12 6 Automatically start Signage Application cccccccssseccccsecceeeseceeaesececeeseceeeegeceeseneeeeeas 124 Heure P BAS Cl COD EE 125 Figure 12 8 Fault ee 126 Figure 13 1 Typical conference room Setup 128 Figure 13 2 Room configuration wizard T Cast user Information 129 Figure 13 3 Room configuration wizard T Cast customer information ssssssssssesssrreserrrresrrerererresene 130 Figure 13 4 Room Server window T Cast Connector tab ceeccccesseccceesscceceesece
21. has shown the intention of wanting to speak This can usually be switched on and off in the Operator Application by holding the Control button and right clicking on a unit if no other constraints are active see 11 3 Televic Conference Systems 2012 10 29 105 Installation and User Manual Figure 11 7 Operator Application synoptic In the upper right corner there is a zoom control with the following actions available e Mini map click to drop down or disappear e Slider allowing to zoom in and out e Zoom to fit click to have the synoptic fill the available area Speaker and request list On the right hand side of the Operator Application the Speaker List and Request List can be found Here you can see which microphones are active in request etc An example of this can be seen in the following figure This is a case where there is no speech time activated in the meeting Televic Conference Systems 2012 10 29 106 Installation and User Manual 1 35peakers 1 Figure 11 8 Operator Application speaker and request list without delegate speech timers The top half contains the Speaker List The list in the figure above shows 2 speakers currently active Seat 1 is a Chairman microphone indicated by the star the other active microphone is a regular delegate microphones At the top you can see that currently 1 of the 3 speaker is allowed in the current conference settings See 11 3 Additionally one chairman microphone i
22. is established over a standard LAN connection using the TCP IP protocol Parameters here include o IP address This is the IP address of the central conference unit you want to connect to o Port this is usually port 5011 for the CPU5500 e Confidea Wired Plugin this component allows connection to the Televic Confidea Wired CE2500 Central Unit This connection is established using a serial connection over RS232 Parameters here include Televic Conference Systems 2012 10 29 135 Installation and User Manual o COM port the COM port on the computer to which the serial port of the central conference unit is connected e WCAP Plugin This component allows connection to the Televic WCAP This connection is established over a standard LAN connection using the TCP IP protocol Parameters here include o IP address This is the IP address of the WCAP unit you want to connect to o Port this is usually port 9000 After selecting the appropriate plugin and entering the necessary settings you can press the Test Connection button in order to test your settings If the test succeeds you will see a message Connection OK If it does not succeed after a few minutes click the Cancel Test button and consult the log files to determine the problem Common problems are o TCS5500 Plugin and WCAP Plugin wrong IP address or port o Confidea Wired Plugin wrong COM port Check the Device Manager of your Windows system to determ
23. is set to the selected node Televic Conference Systems 2012 10 29 137 Installation and User Manual Detect units Synoptic nodes Assign units mount 001 d node by click 4 dd Left Right Above Below Decrease Increase Delegate Chairman ode Prefix Seat nodes selected nodes fontsize fontsize fontsize priority priority Add nodes Remove nodes Label location Label fontsize Node priority k 6 units ee gt Connections AA Faults HAT ae ee 14 5 How do quickly start a meeting To quickly start a meeting without any preparation agenda attending delegates perform the following actions e Make sure your CoCon Room Server is running and configured See the CoCon Walkthrough di e Choose your CoCon Room Server in the logon dialog or the CoCon Manual for this e Start the CoCon Operator Application e Click Create New Meeting Televic Conference Systems 2012 10 29 138 Installation and User Manual Room 13 03 2012 17 21 51 Current Room EIR f Active meeting in room Meeting Status Taak Open Meeting Prepared meetings for timerange Settings Until 14 03 2012 Create new meeting m EDD 0 meetings found Refresh Or Meeting color legenda New meeting Meeting which is being edited Running meeting Paused meeting B Ended meeting e Enter the meeting details on the right hand side D x 13 03 2012 17 22 25 Current Room Active meeting in room Meeting Statu
24. it is necessary to let this installation be performed by a user with Administrator rights 5 1 Prerequisites In order to be able to install CoCon a number of other installed programs are necessary These are e Microsoft NET Framework 4 0 This framework is included in the installer package and will be installed automatically if needed e Windows Installer 4 5 During installation of the SQL Server Express the database that CoCon uses to store its data Windows Installer 4 5 is needed This is a software component that might not be present on older Windows versions Therefore the necessary files are installed with the CoCon suite and are included in the CoCon installation at C Program Files x86 Televic Conference CoCon Server Windowslnstaller4_5 or similar for your installation 5 2 Installer The installer of CoCon itself consists of various steps the most important ones are e License Agreement e Choose components here it is possible to select which components of the CoCon software suit will be installed on the current PC Bear in mind that there is usually only 1 Server per meeting room and only 1 meeting room per Server The various client applications that will be installed can also be selected here Note that the functionality of the applications plays a role it is e g rather illogical to install the Room Configurator on a machine which will only be used for signage installing only the Signage Application is better su
25. item e Move up down These functions will move the currently selected agenda item forward or backward in the agenda If the selected item is a sub item it can only be moved within its parent e Decrease indent This will move the currently selected agenda item one up in the hierarchy of the agenda items This can also be controlled by clicking the same icon appearing on the agenda item itself Note that the indent cannot be decreased if it is already at the top level e Increase indent This will move the currently selected agenda item one down in the hierarchy of the agenda items This can also be controlled by clicking the same icon appearing on the agenda item itself Note that the indent cannot be increased if it is the sub item e Expand all Collapse all these buttons will expand collapse all the present agenda items Note that there is a or button next to an agenda item if it has sub items 10 7 1General agenda item functionality Agenda items of any type have the following attributes that can be filled e General this tab lets you fill in the title and description of the agenda item e Timer this tab lets you enable or disable the agenda item timer for this item The button Enable agenda item timer allows you to activate a meeting timer for the currently selected agenda item This timer will automatically start when activating the agenda item during the meeting and be shown in the Operator Application and the Signage A
26. month this date is selected and the chooser closes If you want to navigate over longer periods of time click the month year combination at the top of the chooser This will result in the second view of the figure which allows you to pick a month in the current year or navigate the year using the left and right arrows Televic Conference Systems 2012 10 29 43 Installation and User Manual Clicking once again on the year at the top of the date chooser you will get a view of the years that are available Clicking on a year will select it and return to the month view etc Televic Conference Systems 2012 10 29 44 Installation and User Manual 9 Room configurator 5 This is the application which is responsible for configuring the room some of its functions are e Create and edit the synoptic of the room background image colour e Automatic or manual detection of conference units microphones voting units badge readers e Placing of the conference units on the synoptic e Designation of chairman delegate property 9 1 Synoptic concept A synoptic is a set of room graphics It can contain microphones a background image The Room Configurator is used to create and edit the room synoptic Initially there is no synoptic attached to the room and you will see the following screen Current Room Test_EVC man Room Synoptics This room has no synoptic Settings Create a new room synoptic g3 Help Nam
27. node is created and the highlighted unit is allocated to that node This continues until there are no unallocated nodes left The third button Skip unit can be used to skip a node when the Make synoptic by click is active 9 5 2 Associate The button Auto create seats for all units creates a new node for each of the units that are not yet associated to a node These nodes are created in the upper left corner of the synoptic viewer Auto create seats for selected units performs the same tasks but only for the selected units that are not associated to a node 9 5 3 Disassociate Televic Conference Systems 2012 10 29 55 Installation and User Manual Reset all associations clears all the unit associations to any node Reset associations for selected units clears the unit associations for the units that are selected in the list on the left side of the screen Reset associations for selected nodes clears the unit associations for all selected nodes in the synoptic viewer 9 5 4 Badge Writer Here you can define the standard badge writer you want to use to write badges This will then be selected by default when reading and writing badges for delegates in the Meeting Manager see Section 10 2 3 9 6 General functions and hot keys This section contains a number of general functions and hot keys that are available within the CoCon Room Configurator When you are working in the synoptic viewer the
28. preparation of the meeting here in the Meeting Manager For the meeting they will have to identify themselves with their badge to make their presence known to the conference system The Operator Application will show this using green for valid and red for invalid inserted badges e Delegates are allocated in a fixed seat Inserted badges are ignored This option puts the delegates on a fixed seat Badges are not used e Free seating Identification through inserted badge Here delegates do not have to be put on a Seat their names will be automatically shown on the seat where they insert their badge It is also possible to put delegates on a seat as in both options above If they also have a badge this should of course be inserted on their allotted place The Operator Application will show a badge indicator in green for valid and red for invalid inserted badges Televic Conference Systems 2012 10 29 92 Installation and User Manual On the right hand side of this choice you can click the Make default button This will make sure your currently selected identification mechanism is saved and re used the next time you create a meeting Note that an empty meeting in the Operator Application without preparation in the Meeting Manager is always created with the third delegate identification mechanism 10 9 Speech timer tab This tab allows you to specify various timers for the meeting The figure below shows the main layout of t
29. room Meeting Status Open Meeting SE Meeting title Tools Open prepared meeting Settings Use template Meeting description Help Create new meeting 0 templates found Refresh 01 02 2012 ge e Start time EE me End time 01 02 2012 fs 18 00 v Template 2 Temporary Templater test template 2 El Figure 11 3 Operator Application create new meeting In the middle column there are again two options Empty meeting and Use Template The difference is that an empty meeting has not been prepared in the Meeting Manager whereas a new meeting based on a Meeting Template contains a number of settings prepared in the Meeting Manager delegates attending agenda On the right hand side you can enter the information you want and click the Open button Once you have done this the meeting has been created and is in the new state This means that you can see the synoptic of the room but cannot yet access the meeting room functionality At the top of the synoptic screen you will see the message Start meeting Figure 11 4 New meeting Any other instances of the Operator Application which would connect now will detect the new meeting state They will then display the following dialog with title Open running meeting Televic Conference Systems 2012 10 29 103 Installation and User Manual Open running meeting Eh The following meeting is already running in th
30. spent if you check the box the group speech timer will continue counting and thus exceed the specified time interval Televic Conference Systems 2012 10 29 150 Installation and User Manual o Automatically switch off microphone This allows you to define whether the microphones of the group will automatically switch off once the group speech time has been spent Televic Conference Systems 2012 10 29 151 Installation and User Manual 15Known Issues The following is a list of known issues with the current version of the software e All applications The Windows multi user support at this point is limited and depends on the Windows platform on which the applications are installed For the CoCon client applications the following is applicable after the installation has been done multiple Windows users on the same machine will be able to access the CoCon client applications each with their own settings For the CoCon Server application the following is applicable o Windows 7 and Vista The CoCon Room Server application should be run as a regular user without Administrator rights However the first time the CoCon Room Server is started the installation of SQL Server might ask for Administrator rights to install this o Windows XP Due to the SQL Server rights policy the CoCon Room Server should always be run by a user with Administrator rights This can be circumvented by using an external SQL Server installation in this cas
31. the delegates that are participating can be defined As such there is knowledge in the system of who participated in what meeting and when 10 2 Database management The database management is the part of the Meeting Manager where CoCon allows you to manage the database with delegates groups etc The underlying data is all stored in the central database connected to the CoCon Room Server Important to note here is that no delegate data is stored on the local system all information entered and modified here is stored in the database which is connected to the CoCon Room Server The Database Management can be accessed by clicking the right most button on the Home ribbon of the Meeting Manager as shown below Televic Conference Systems 2012 10 29 63 Installation and User Manual Delegate identification SEI Save Meeting Load Save Database template management Database Offline Delegates Figure 10 1 Home Ribbon Alternatively at various locations in the Meeting Manager application the Database Management is KE Management available by clicking the following button In the Database Management tool a substantial amount of information is represented in lists groups delegates At the top of these lists a number of functions are available The figure below illustrates this Figure 10 2 Common list actions S58 or nothing ESSE in the list Under that a search box is present which will filter the lis
32. the fault has occurred and has been solved Twos button at the top allow clearing the solved faults from the list as well as clearing the entire list Televic Conference Systems 2012 10 29 42 Installation and User Manual Fault list Figure 8 6 Fault list window e Televic icon e Meeting symbol e Name of the room e Logout button this button logs you out of the current session and lets you connect to another room server This will also forget the currently remembered default Room Server so you will be able to specify which 8 5 Date chooser In several of the CoCon client applications date choosers are present eg to select the start time of a meeting or the birth data of a delegate Three of views of this can be seen in the figure below 02 02 2012 01 02 2012 01 02 2012 4 February 2012 2012 4 2010 2019 Mo Tu We Th Fr Sa Su GE 2010 3011 w 21 345 ZB H WD D 14 15 16 18 May Jun Jul Aug 2013 2014 2015 2016 73 2 3 af 8 9 1 5 7 8 Sep Oct Mov Dec Figure 8 7 Language setting In the text field representing the date you can manually fill in the date by using numbers and or you can click the icon next to the field to open the drop down date chooser The first view in the figure above shows the way to pick a date in any month The currently selected month is shown first By clicking the left and right arrows next to the month you can navigate through the months After clicking on a day in a
33. the unit icons in the synoptic view 11 7 Diagnostics information In the bottom part of the screen you find some diagnostics information By clicking Connections a pop up screen appears with the status of the connections Connection states Server connection state E Connected Conference system connection state bed Connected Database connection state E Connected T Cast connection state E Disconnected Figure 11 27 Connection states pop up Connections When for some reason a connection would get lost then the Connections icon will turn orange 26 Connections In this example the T Cast connection is not activated so this does not trigger a lost connection By clicking Faults a pop up appears with a list of faults The ones in green are resolved problems By clicking Remove all problems you can clear the list Clicking Remove resolved problems only clears the green problems When a problem occurs the Faults icon turns red and a message appears See Figure 11 21 Televic Conference Systems 2012 10 29 117 Installation and User Manual Fault list Fault list unit Connections Faults Figure 11 29 Message popping up after fault In the right bottom corner some information can be found such as the meeting title and the used database There you also have the possibility to log out of the database to switch database by clicking Logout admin Room 6 2500 iL Logout
34. timer by default this is switched off If you enable the meeting timer a timer will count during the meeting visible in the Operator Application for the operator and the Signage Application for the delegates The duration of the timer is determined by the time elapsed between begin and end time The following options are available e Warning before exceed this is the time before the scheduled end of the meeting that a warning will be given At that time the colour of the timer bar will change from green to orange to indicate that the meeting time is nearly spent It can be specified manually or by using the up down spinner next to it e Timer mode count down or up This option will select whether the meeting timer will count down from the specified duration or up to the specified duration Note that the entire meeting duration is specified by begin and end time e Timer can exceed this option will specify whether the timer will continue counting if the meeting timer is spent If you don t check this box the timer will stop counting if the meeting time has been spent if you check the box the meeting timer will continue counting and thus exceed the specified time interval 10 6 4Meeting agenda editing during meeting This setting allows you to specify how much editing is available by the operator during the meeting using the Operator Application The following options are available e Title editable during meeting check this b
35. units with VOTING buttons cece ceeeeccccesecccceeseceeeeseceeeeeeeeeseeecesseneess 58 9 7 3 CPU S5500 split combined BR Din CN 60 9 8 KE EE 61 9 8 1 Genera SS CU SS reid ct aieccice eerie cert cere stens ene a ewemeec noeliaee oh ceca ten snstaneaneenencacessoneeesorentereneeaa 61 9 8 2 EISE 61 10 Meeting WIAA SM arenneren acineapeotimuevendnssrinetearnesete 63 1O01 Kee e 63 10 2 Database Wii E 63 oer PR E le ie lt i BE 64 1022 Depe ee re Rn ee ee ane ee ere 66 lege Sa Led 68 ler RCO E 70 102 OS EE 72 10 3 Meeting concept 75 WA REE EE 75 WALL INGA SIMS ee 76 EE 76 10A ONS e E E E A A E A 77 ag Dn ge E 77 HO THOM Va St TOON ea E E EN EA E N E EEE 78 100 Eer aN ae A E E E 80 eA TE E S 81 ebe DES PUO en TE E ET 81 be ER e ela A El E 81 10 6 4 Meeting agenda editing during meeting 81 Televic Conference Systems 2012 10 29 5 Installation and User Manual tege 82 O60 CAST saris cteeieereatncea te cave E E E E E E AE 82 er GE e ER e WEE 82 10 7 1 General agenda item FUNCTIONALITY eecccccsseccccesececeesececeeeeceeseesecessenecessuneceesenes 84 MOT 2 WCU CF EE ee EE 85 10 7 3 Voting agenda item eee seseccessccceecccenececenecccenceessceceececeeceseneeeeeucesaesceseecenseeensnees 85 TGS WSC SAO MSU e EE 91 108 1 Delegate Eet 92 EE ME Aa A cee ee eee eee 93 109 1 EE 94 1092 EE 94 EE roun Pee a e E 94 10 9 4 Delegate speech tmer 96 10 10 SNOP CNG ch e E sudeenonnsccenseanocedsece asda snoeeiaasecoeensa
36. units with badge or voting capability Camera Settings Status Save l Click the Save button to apply settings Camera 2 Type Protocol TLYVCAML COM Part COM Speed 115200 UDP 1 IFF UDP 2 OFF Figure 9 13 Room Configurator Indicator setting 9 7 2 Confidea Wired units with voting buttons Televic Conference Systems 2012 10 29 58 Installation and User Manual For Confidea Wired it is possible that certain units have voting buttons However the hardware does not permit to detect the voting button presence automatically Therefore the user needs to indicate himself which units have voting buttons In order to do this select a unit in the Unit List on the left hand side of the screen see Section 9 1 1 and right click on it The Room Configurator will show a context menu with a number of functions Click the Change voting capability and the message box shown below will appear to verify if the selected unit has voting buttons or not After clicking Yes or No the functionality will be shown in the unit table in the column Capabilities V for Voting Change voting capability Figure 9 13 Single voting button capability Note that it is also possible to select more than one unit using the button at the top of the unit view feet or CTRL click or SHIFT click in the Unit list on the left hand side If you select multiple units and then right click on any of them you will get a context menu where you click
37. which are connected to the room server The font size of the agenda items shown on the signage can also be increased or decreased The Hide Badge or Show Badge functionality allows you to show or hide the badge icons on the Signage screens 11 5 Voting ribbon Home Slanaae Votina Edit Agenda Svnootic SE E d WM L e DP AG A v Start Stop Clear Print Print Register as Previous Next Entire Voting Master Voting Print Vote Master Agenda Figure 11 23 Voting ribbon 11 5 1 Voting Televic Conference Systems 2012 10 29 115 Installation and User Manual If in the agenda a voting item is activated the ribbon Voting appears To start the voting press the Start button When the voting is completed the operator can press Stop to stop the voting Also the possibility is given to pause or restart the voting After clicking stop the operator can Clear the results Then on the signage the normal synoptic view is shown again OP Restart Stop Voting If a voting is started where a presence check was required a green bar will appear in the agenda overview See Figure 11 26 On the delegate units the O vote LED will blink By pressing the vote button you confirm your presence cf Figure 11 25 If the required number of people have confirmed the voting can be started If the presence is detected by badge a message will appear if not enough people are present Stop presence checking
38. will have the opportunity to press the middle vote button to signify their presence o Delegates allocated on a seat the number of delegates that are allocated on a seat will be used to count amp determine if the quorum is reached Televic Conference Systems 2012 10 29 88 Installation and User Manual o Entered manually by operator General ettings Timer Voting Timer Quorum Outcome Hung Vote O Enable Quorum Presence determined by Define Quorum J Introduced badges j Presence detection phase before vote 2 Delegates allocated on a seat Entered manually by operator Figure 10 31 Voting Quorum 10 7 3 6 Majority and Outcome Here you can define two options for the current voting item e Majority here you can specify how much of the votes one single voting options should receive before it is valid retained passed The default majority is 100 number of voting options eg for 2 voting options 50 and so on If you want to change it check the box at the top and select if you want an Absolute or Relative majority e Enable Outcome message if this box is checked you can define an optional message that will be shown on Operator and Signage Application when o Pass one of the votes has reached the majority o Hung two or more votes have received an equal amount of votes this is defined as a Hung vote o Fail no single vote option has reached the majority General Quorum Outcome O Enable Majority O Ena
39. 01 2012 14 46 54 New meeting Existing meetings Prepared meetings for timerange Existing meetings SECH From 1 30 01 2012 Tools Until 02 02 2012 2 meetings found Refresh Settings Meeting color legenda Help New meeting 30 01 2012 4 He New meeting ixit Meeting which is being edited New meeting 30 01 2012 ge j Running meeting Paused meeting Ended meeting 15 00 Figure 10 21 Existing meetings 10 4 3Tools This tab menu will give you access to the other applications of the CoCon software suite Click any of the icons or programs to start the application D x Synoptic 30 01 2012 14 47 54 New meeting Operator Application ee This application is used to control and operate the meetings Here the user can view and manipulate microphone activity have a clear view on the meeting synoptic and define the interaction of e the delegates Start Operator Application Settings Heip Room Configurator Or This application is responsible for configuring the room Some of its functions are Create and edit the synoptic of the room automatic or manual detection of conference units placing of the e conference unit on the synoptic designation of chairman delegate Start Room Configurator Signage Application The Signage Application is an application which functions only as an output mechanism It can be used to display conference information in the conference room or as a
40. 012 Paused meeting B Ended meeting 12 00 Figure 11 2 Operator Application open prepared meeting Here you can browse the prepared meetings for a certain time range using the two date choosers available at the top By standard all the meetings of the current day are shown but you can specify a range The window shows all meetings found in the specified time range ordered by date A colour code is present here to represent the meeting states see Section 11 1 e New grey Being edited blue e Running green Paused orange Ended red After selection of a meeting in the scrolling list it can be opened by clicking the Open button If you want to connect multiple Operator Applications to the same meeting start the meeting in the first Operator Application Then open the second Operator Application search for the meeting on the current day which is coloured green If you then click Open the meeting is concurrently opened in multiple Operator Applications and you can control it simultaneously from the different applications 11 1 2 Create new meeting A new meeting is a meeting which has not been prepared with the date and time information in the Meeting Manager Televic Conference Systems 2012 10 29 102 Installation and User Manual Click the option Create new meeting to view the following screen ES 5 x Signage Synoptic 01 02 2012 16 50 17 Current Room l Active meeting in
41. 128 13 1 1 ROOMVCONTBUPATION Wizard ccssiccacscucvsndecsiveeioeuedeedseaarsadseundecdvosbsbniaacevanisoedvennseesvaxdeoerteds 128 13 1 2 Room server window 130 132 Meeting El E EE 131 13o Operor EE 133 14 E S E E E E E E E E A T EE E E E E A 134 14 1 How can I change the language of the COCON applications cccecccesssececeseeeeeeseeeeeeees 134 14 2 How do I connect the CoCon software to my Televic Central Conference Unit 135 14 3 How do I define a synoptic for my meeting roonm 136 14 3 1 How do I define a background image for the room synoptic sssesseesesrrresrrrsesrere 136 14 3 2 How to initialize or retrieve the microphones connected to the Central Unit 137 14 3 3 How do I create microphone nodes in the svpoptic 137 14 4 Howcanlchangeadelegateintoachaimand 137 14 5 How dol quickly start a MECtING cccccessccccesseccceeseccceeeecceceeecetsuseceeeensecesseecetseneceeeeees 138 Televic Conference Systems 2012 10 29 7 Installation and User Manual 14 6 TOW CO lgu ickly start a VOTE aecrunsninasan R 141 14 7 How do manage my delegate database cccccccssseccccsssccccesececeeececeeeseceseeecessueceeseees 146 14 7 1 How do I create and manage delegates cccccccssccccssseccccssecceeeeseceseeseceeeeneceeeeeeeeees 146 14 7 2 How do l add delegates to the meeting cccccccessccccessececeesececcesecesauseceeeeneceesenseeees 147 14 7 3 How doladddelegatestoa
42. 4 3 2How to initialize or retrieve the microphones connected to the Central Unit Depending on the situation there are a number of actions that are required here The best course of action is to follow the Wizard to define the Units in the System This wizard can be activated by clicking the button Wizard at the top of the list of Units in the System on the left hand side This wizard will guide you step by step through the process of initializing or retrieving the conference units connected to your system The result of this step should be that you have a number of microphones in the list of Units on the left side of the screen 14 3 3How do I create microphone nodes in the synoptic After determining which units you have in the system you should allocate them to a position in the room This can be done by the following actions e You can drag and drop the units from the left column onto the drawing canvas This will create nodes in the synoptic and associate the selected microphone with it e You can click the Wizard button on the right hand side of the screen This will guide you through the steps to create nodes and associate microphones to them 14 4 How can I change a delegate into a chairman G This is done in the Room Configurator application Make sure you select the microphone icon of the seat you want to change By clicking either Delegate or Chairman Priority in the ribbon at the top the selected priority
43. 5 Seat5 Delegate 0276 0063 7 seats 1 selected Figure 9 4 Nodes in the synoptic Each of the nodes has some characteristics from left to right e A shows if any units are associated with it The number next to it shows how many units it contains Clicking on this shows which units are associated Televic Conference Systems 2012 10 29 49 Installation and User Manual 1 1 Seati Chairman 0120 0180 1 Unknown MICADCS CH O000210c Figure 9 5 Nodes in the synoptic detail Note that by adding multiple units to the same seat you will activate the microphone couple mode This means that the microphones that are attached to the same node will be activated and deactivated all at once if any of them are activated deactivated This is usually a function given to chairman positions so the application will ask if the current node is to be made into a chairman e Name by double clicking on the name contained here you can edit it This way it is possible to assign names to the various nodes present in the synoptic e Priority here you can define if a certain seat has delegate or chairman priority A chairman gets another icon on the synoptic and can always speak Double click on this to get a drop down list to change the property e Coordinates X and Y e Description For the creation of nodes see 9 4 for the association of units to nodes see 9 5 9 1 3 Background The background image of the synoptic is typicall
44. 9 31 Installation and User Manual Room server database setup automatic setup This wizard detected the following database instance on this computer LOCALHOST SQLEXPRESS2 By clicking Mext the following actions will be performed by this wizard The already existing database instance on this computer will be used The database instance already contains a valid database and this database will be used for this room server Figure 7 10 Database setup database found 7 1 2 4 Compatible database found and need to update Occasionally the CoCon database will need to be updated You will be notified of this using a special wizard step as shown in the figure below The update procedure will take some time to update the database tables in your database but no data will be lost Ge Server Set Up Room server database setup automatic setup This wizard detected the following database instance on this computer LOCALHOST MAJOR By clicking Next the following actions will be performed by this wizard Your database will be updated to the latest version No data will be lost Televic Conference Systems 2012 10 29 32 Installation and User Manual Figure 7 11 Database setup update needed 7 1 2 5 Database configuration OK If you would run through the configuration again and the database is configured correctly you will see the following screen Clicking on the button Change database advanced will allow
45. Il X A 66 The microphone with following ID has been reported as broken 11 pj RM gt Connections Faults Title 5500 Room LL Logout admin e Voting results tab Televic Conference Systems 2012 10 29 144 Installation and User Manual D x Home Signage Voting Synoptic 29 10 2012 18 30 44 OPO A Restart Stop Pause Clear rint Print Entire Voting Print Vote Master Cal Vertical Bar Chart Horizontal Bar Chart oting Title Preview vote 4 9 Speakers gt chart by amCharts com otal voted AL seat 00 00 00 II x 56 00 00 00 Il x oting Outcome The microphone with following ID has been reported as broken 11 gt Connections Faults 5500 Room LL Logout admin e Signage application Horizontal Bar Chart Noting Title L chart by amCharts com Voting Summary Total voted Total not voted lEntitied to vote i i Option2 Noting Outcome Option3 Option4 Televic Conference Systems 2012 10 29 145 Installation and User Manual After you stop the vote you can still look at the results until another agenda item is activated or you click the Clear button on the Voting ribbon 14 7 How do manage my delegate database All of the actions described here are done in the Meeting Manager application start this application by starting the Meeting Manager application with the following icon 5 14 7 1How do I cr
46. Name7 o Names FirstNames Enable speech timer Timer mode yc 4 4 groups 8 8 delegates gt Connections A Faults Ax New meeting 01 02 20 Demo Room A Logout admin Figure 10 37 Speech time tab Overall group and overall delegate speech timers The possible timers to be defined are described below 10 9 1Meeting timer This is an overall timer to determine the length of the meeting See section 10 5 for more details how to define this 10 9 2Agenda item timer This is a timer for the duration of an agenda item More information can be found in section 10 7 1 10 9 3Group speech timer This timer will determine the total speech time for a group within the meeting Any delegate who is part of the group will have an impact on the timer There are two types of group timers as can be seen in Figure 10 37 Speech time tab above e Overall group speech timer this timer is applicable for all the groups present in the meeting Televic Conference Systems 2012 10 29 94 Installation and User Manual e Group specific speech timer this is a timer that is defined for any one group This can be as an exception to the previous overall group speech time Alternatively it can be used because only one group has need of speech time and not the others The Overall group speech timer is defined in the left most column of the speech timer interface in the panel titled Overall group speech time There is one button to enable o
47. Synoptic Full Screen Voting Started Default View Show Synoptic Full Screen E Show Result Full Screen Voting Stopped E Default View E Show Synoptic Full Screen Show Result Full Screen Choose Graphic Horizontal Bar Back d Next Exit Signage Figure 12 5 Signage voting screen layout 12 1 5Automatically start Signage Application The next screen presents you with a checkbox specifying whether the Signage Application should start when Windows starts This can be convenient for computers which are solely used for signage functions Televic Conference Systems 2012 10 29 123 Installation and User Manual Ba First time use wizard Start this application when windows starts Automatically start the application when Windows starts Figure 12 6 Automatically start Signage Application 12 1 6Choose the blank screen The blank screen is used to display when there is no meeting information to display This is when no meeting is started the meeting is paused or no connection with the server can be established This can e g be the logo of the company or meeting centre Televic Conference Systems 2012 10 29 124 Installation and User Manual cE retumewewn OO OOOO Choose the blank screen for this signage screen Choose image Clear current background image Geo f Next Figure 12 7 Blank screen 12 1 7Key combination Since the Signage Application functions in f
48. a delegate to give the voting authority to Step 1 Choose a delegate Choose the delegate that you want pass authority to Firstname 7 Fi delegates Figure 10 9 Step1 Choose a delegate o STEP2 Choose the authority validation period This can either be a time period or the duration of any meeting that has already been defined in the system Step 2 Choose the Authority validation period Choose atime period or Meeting for the authority Authority Duration Time Period e From 11 10 2012 ga 00 00 Until 12 10 2012 La 0000 Figure 10 10 Step 2 Choose the authority validation period o STEP3 Choose a badge number An authority badge is defined as a badge that contains only the passed voting right of the first delegate This badge cannot be used for identification but is only useful when voting After the second delegate has cast his own vote he can insert the authority badge in the system to vote with the received authority As a consequence this means that the own vote and the received vote with the authority pass can be different It will then be registered in the system that this is a voting authority pass from the first delegate to the second delegate Televic Conference Systems 2012 10 29 70 Installation and User Manual If you don t create an authority badge this means that the second delegate will vote only once and that his vote will be his own vote and the received authority Step 3 Ch
49. a eee seaedounrnce count 80 Fe VU a ae ER d WEEN 83 Figure 10 27 Agenda item possibilities ccccccccsseccecessececeesececeeeecceeeeseceeeeneceeeeeseceseusecetsugeceesageeeeten 84 Figure 10 28 Voting General csper E 85 SAIT TT 86 Figure 10 30 Vong EE 88 Figure 10 31 Voting 6 Le lg n cinntsiessicicisiasrecisssinecivedawriivasinanirinaveisecrineiaeersdaraieninaeerrneneimneaanias 89 Figure 10 32 Votmge QUICOM eegen 89 Figure 10 33 Voting HUNE VOTO neren 90 Figure 10 34 Save AS CO OU EE 90 IS HOP Yo an LEE Eeer 91 oc Ue La EE ah EE 91 Figure 10 37 Speech Ume e EE 94 Figure 10 38 SV PO DUC TaD E 98 Figure 11 1 Operator Application start screen 101 Figure 11 2 Operator Application open prepared meeting cccccessecccessscceceeseceeeesececeeeceeseeeeeeees 102 Televic Conference Systems 2012 10 29 154 Installation and User Manual Figure 11 3 Operator Application create NEW meeting 103 Feure 14A New Meene sercon 103 Figure 11 5 Operator Application open running meeting 104 Figure 11 6 Operator Application main screen 104 Figure 11 7 Operator Application SYNOPTIC sssseseesesseesssrrrssrrrrssrrresrrerssrereserereserresereresrreesrrererereessre 106 Figure 11 8 Operator Application speaker and request list without delegate speech timers 107 Figure 11 9 Operator Application speaker and request list with delegate speech timers 108 Figure 11 10 Operator Application group list with
50. abase connected to the CoCon Room server Note that this is an operation which transfers the data from the meeting you are created to the central database Therefore no local information is saved when you perform a Save action Televic Conference Systems 2012 10 29 79 Installation and User Manual e Save as template This function will save the current meeting as a meeting template see Section 10 3 This will allow you to create multiple meetings starting from this template e Load After exporting a meeting to a local file this function will allow you to import it again by presenting you a browse dialog where you can select the previously exported meeting CoCon Meeting Manager will load the exported meeting note that at this point the meeting is not yet present or saved in the database To do that you must save the meeting using the first Save button e Save This function will export the current meeting to a local file with all its attributes You can specify a location using a browse dialog The meeting will be saved to the location of your choosing so you can later import it again with the Import from function described above e Database management As described in Section 10 2 this button opens the Database Management window which will allow you to manage the database 10 6 Meeting tab After the creation of a new meeting you can fill the data and specify the parameters of this meeting The screen below shows the
51. activated In this screen you can specify for the current Signage screen what should be shown in which phase of the voting There are three voting phases e Voting Not Started the normal situation where no voting is in progress e Voting Started the situation where a voting is in progress and the delegates are able to vote e Voting Stopped the final situation in which the results of the voting are shown and can be discussed In most of the phases you can select which of the following visualisation to show on the Signage screen e Default View this is the view that was configured in the previous screen see Section 12 1 3 e Show Synoptic only show the synoptic view of the room During a voting procedure each seat symbol can show which vote has been cast for this seat o There is an option Full Screen here to show this component full screen e Show Result select this to show the voting results Here you can select which visualisation of the result you want to see on the screen Possibilities are Televic Conference Systems 2012 10 29 122 Installation and User Manual Textual View Horizontal Bar Chart Vertical Bar Chart o Pie Chart Note there is an option Full Screen here to show this component full screen O O RS First time use wizard Voting Display Options Select here for each of the phases of the voting process what this Signage Application should display Voting Not started Default View E Show
52. admin 11 8 General functions and hot keys This section contains a number of general functions and hot keys that are available within the Operator Application These hot keys are at your disposal e Inthe upper right corner of the synoptic there is a zoom control with the following actions available o Mini map click to drop down or disappear o Slider allows to zoom in and out o Zoom to fit click to have the synoptic fill the available area e CTRL wheel mouse up down zoom in out You can also use the slider on the upper right corner of the viewer e Left click on any microphone to activate it Note that some operator modes will not allow the microphone to be switched on e Hold down Control and right click on any microphone to put it in request Note that some operator modes and central units may not allow a microphone to be put in request Televic Conference Systems 2012 10 29 118 Installation and User Manual IT ee 12Signage Application ar This is the application that can be used to show to the delegates in the meeting room what is going on in the meeting The floor plan microphone activity agenda etc can be displayed An example of such a screen is shown below 00 23 09 gt discussion item 2 00 04 56 Figure 12 1 Signage Application example This Signage screen shows the following items e Atthe top title of the meeting and meeting timer e Onthe left speaker list and delegate
53. al e Print after voting stopped The voting results will automatically print when you select this check box e Nr of voting options 2 3 4 or 5 voting possibilities are possible After selection of the number of voting options you want the user interface will change so you can enter the details for each of the options e Description Color Choice For each of the voting options you can provide a description and color e Choice here you can modify the physical voting button that the delegates have to push on their voting unit to vote on this option A default configuration is provided which should work in most situations e Abstain for each of the voting options you can select if this is an abstain vote The following option will appear on the right hand side Allocate abstain options to o None Select this option if you do not want to abstain options to count towards the voting results o Any ofthe other items Select this option if you want to abstain options to be added to the votes for any of the other voting options You can select a voting option which will receive the abstain votes 10 7 3 2 Settings The Settings tab contains a number of advanced settings about voting Settings Voting Timer Hung Vote Who can participate in the vote Who sees the overall results during the vote Who sees the individual voting results during and after the vote Only delegates with a badge Delegates Delegates Voting Correction Only delegates a
54. aneceneeceaseaseeaes 97 11 Operator Applica den EE 100 TAA Meeting ei e EE 100 hf d NK gie ne Rand 101 SN D SE en EE E 102 ILLS TOUS E EE 104 11 1 4 Closing the Operator Application ccccccccssccccessecccceseccceeeecceeeesececeueceeeeeceeseeeeeetes 105 11 2 Operator Application BEE 105 EL ROOM VAC UIC a E E E S 105 1122 ER ei ele ue TT E 109 ILAS PRTC E EE 110 eA OST Un EE 111 LZS ege TEE 112 Ho TOWING TID Te E 113 BC E IVC STIS EE 113 EEGENEN 114 a GC Eeer un CC 114 TILST VOUE sazccomajasaceuss E E T E 114 Too AdO eE aa E E 114 1136 Microphone e ein tt e E 115 PCC EE 115 Televic Conference Systems 2012 10 29 6 Installation and User Manual EE SI ASO NDOO E 115 de Pho Mmmm gt de lee EEN 115 Te VOUS E 115 S d EE 116 11 5 3 Register aS voting Master EN 116 KB SE de Leet Teil dee e EE 116 7 Die OSC s WOK Mi tO Ol EE 117 11 8 Generalfunctions and NOU CN 118 12 SITE EAA e E 119 e Ze SIRNA ge DE 119 Aar CRONE VOOM EE 119 1212 CNOOSE WICK SCIECN 10 RE 120 12 1 3 Signage screen AVOUT wcccssiancsrssecdsecantesavnenedaseusnoesssndasebanvonsetnebcasuhieseeeasneesdielaedaasnnnseomiens 121 12 1 4 Voting Display Te Le E 122 12 1 5 Automatically start Signage Application eessesssessssesesrenssrreresrrrssreresrreessrereserersseerese 123 12 1 6 Choose the blank screen 124 2L REV C OMIM AUION eege 125 22 ee let TE 126 12 EIERE a ee ee ee 126 13 SU HEEN 127 KE i AE een Geer er ee en ee eee re en ee ee eee ee ee ee Tre
55. anual Typical conference room setup ar CoCon Signage Application Signage screen 1 lec L OO y CoCon Signage Application Signage screen 2 d Rp E La CoCon Room server CoCon Operator Application CONFIDENTIALTO TELEVIC CONFERENCE NV Figure 3 3 Typical conference room setup Televic Conference Systems 2012 10 29 15 Section 2 Installation Televic Conference Systems 2012 10 29 Installation and User Manual 16 4 System requirements 4 1 Hardware requirements 4 1 1 Server application Processor 2 GHz or higher RAM minimum 4 GB Free disk space minimum 10 GB Network connectivity 4 1 2 Client applications Processor Intel dual core 2 GHz or higher RAM minimum 2GB Recommended graphical hardware supporting DirectX 9 0 or better Free disk space minimum 10 GB Network connectivity 4 2 Software requirements Operating systems supported e Windows XP SP3 e Windows Server 2003 SP2 e Windows Vista SP1 or later e Windows Server 2008 not supported on Server Core Role e Windows 7 Televic Conference Systems 2012 10 29 Installation and User Manual 17 Installation and User Manual 5 Installation procedure The installation of CoCon is performed by executing the file CoCon Installer v2 0 exe This will guide you through a typical install wizard with some configuration options It is recommended that this installation is performed by technically trained personnel Note that
56. applications Currently the following types of client applications are available e Room configurator this is the application where the room synoptic is created where the microphones are allocated to the seats etc e Operator Application this is the application that is used during a meeting by eg a chairman or operator It allows to monitoring and steering the microphone activity and other conference settings e Signage Application this allows showing the conference activity on eg a screen in the conference room containing the room synoptic the speaker list etc e Meeting Manager in this application it is possible to create a meeting up front and specify its details Additionally a database with all delegate information can be accessed and edited e Home Screen this is a screen with shortcuts and a short description of the other applications 3 4 Typical room setup The figure below shows a possible setup of a conference room using the CoCon software suite This figure shows a number of delegates on the left hand side and an operator on the bottom right hand side The delegates can see changes the Signage Applications screens in the room controlled by the operator using this Operator Application All client applications are connected to the Coon Room Server which provides connectivity to the conference Central Unit Televic Conference Systems 2012 10 29 14 A hag d E A Delegates Installation and User M
57. ass After selection of any of the authorities you can click the Authority Detail button to see more information about the authority pass between delegates This is shown below Authority Information Authority Pass From Han Solo Authority Pass To Darth Vader Duration From 10 17 12 0 00 00 To 10 18 12 0 00 00 Figure 10 14 Step 4 Specific authority details 10 2 5Groups Groups are sets of delegates with some common attribute which is expressed using a common name and a colour Groups can be defined with a great level of flexibility a delegate can be in none one or many groups though a group can contain a delegate only once The main screen consists of three columns e First column ALL GROUPS overview of the existing groups see figure below group E Figure 10 15 Overview groups e Second column DETAILS details of the currently selected group in the first column e Third column UNASSIGNED DELEGATES this column contains the delegates that are not assigned to the current group You can add and remove users from a group by dragging and dropping them in these columns Televic Conference Systems 2012 10 29 72 Installation and User Manual A group can be added deleted or changed by pressing the corresponding buttons in the Groups ribbon see figure below Figure 10 16 Group ribbon The following functions are available here e Add After pressing this button you can edit the column in the middle of the s
58. ation that Is not present in the database The information is shown in the Delegate Details window Verify this information and save the delegate to the database E Don t show this message in the future Figure 10 8 Badge containing a delegate in the database The information that is read from the badge is shown in the delegate information window on the right You can edit it here and click Save to save it to the database or click Cancel to discard the information You can check the box Don t show this message in the future to make sure the message is not shown in the future You can turn this back on in the Meeting Manager Settings see Section 10 4 4 e Write After selection of a delegate in the list with All Delegates you can click this button to write the delegate to the inserted badge of the selected unit Televic Conference Systems 2012 10 29 69 Installation and User Manual 10 2 4Authority This part of the Delegate Management ribbon allows you to create authority passes This means that one delegate gives his voting right to another delegate for a certain period of time or the duration of a meeting e Add authority pass Delete authority pass After selection of a delegate in the list with All Delegates you can create an authority pass for this user and give his voting right to another delegate by clicking this button In 4 steps it is possible to pass a voting authority to another delegate o STEP1 Choose
59. ble OutCome message Define Majority Optional Pass Hung Fail Figure 10 32 Voting Outcome 10 7 3 7 Hung vote A hung vote is defined as a non conclusive vote This means that more than one vote option have the required number of votes to reach the majority In this tab you can define what should happen if this situation Occurs If you don t specify a special solution here then the vote is saved to the database without a successful outcome Televic Conference Systems 2012 10 29 89 Installation and User Manual The options to solve a hung vote are e Keep the voting session active until the Operator manually stops it e Restart the voting session with all voting options available e Stop voting and the chairmen decide There is no new voting round only for the chairmen the votes that were cast by the units designated as chairmen are used e Stop voting and the operator decides A message box will appear where the operator can choose from the two or more options that caused the hung vote Hung Vote Hung Vote solution 2 Keep the vote active until the Operator manually stops it 2 Restart voting with all options available 2 Stop voting and chairmen decide J Stop voting and operator decide Figure 10 33 Voting Hung vote 10 7 3 8 Save Voting Template When expanded on the upper right hand side of an agenda item the following control can be seen Save Voting Template Figure 10 34 Save as template
60. ceeeceeeeeeceeseneeeeten 130 Figure 13 5 Room Server window T Cast Connector change Credentials ccccccsseccceeseeeeeeeeeeeees 131 Figure 13 6 Meeting Manager T CGaetConnector 132 Figure 13 7 Connection statesS ssessessessessessersersersrrsrrsrrsersresrrsresrrsrrsrrorrsrresroreosesseesesseoseesesseeseeseo 133 Televic Conference Systems 2012 10 29 155
61. celevic conference H celevic conference CoCon Installation and User Manual Installation and User Manual All information in this document is subject to change without notice No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Televic NV Copyright 2012 Televic Conference NV All rights reserved 2012 05 31 History 2012 09 25 CoCon v2 0 Authentication Voting added 2012 05 31 T Cast Connector added 2012 02 01 Initial Version Televic Conference Systems 2012 10 29 2 Installation and User Manual Table of Contents Table of Contents lte 3 Section IG ee MORIA Ol EE 9 L OVI bet EE 10 NUVI E EE A E E E E E EE 11 3 G n raldescrip ON NEE 12 3 1 General system AU CIS CO NC x cetc esa tcc tsar i tcncaacaaneceaaucosusatonsersestee ees 12 3 2 SNET GD O TM 13 3 3 SI iE aO N rn E E 14 3 4 PV 1 OO e hi E 14 SECON EE e WEE 16 7 VSCOM Weg VE 17 4 1 Hardware FECUIFEINGNINS esiseina ikiia e iina R e E E E ah eioi 17 4 1 1 Serer PPC OM DE 17 4 1 2 centan PaO ee a ravecmew nce sae nine aesexsecanesseeceuasseceestuseeaeece oceans 17 4 2 Seine E EC 17 SB APS CW UPON ROCCO EE 18 5 1 We UE 18 5 2 Jee E 18 Section 3 Application GESCIIPTION csscsescosssectonscscucnssscneosssectoussscucussscuensssensoususssoussscneussscneousrene 20 O E 21 6 1 VC STIS ne EEN 21 6 2 Use License
62. creen with the data of the group you are creating name and colour At the top of this column you can either save this new group or cancel the modification e Delete After selecting a group in the left hand column you can press this button to delete it from the database The delegates contained will not be deleted only the grouping of these delegates A verification dialog is shown to prevent errors e Edit After selecting a group in the left hand column this button allows you to modify the delegate name amp colour At the top of the column buttons allow you to save or cancel the modification e Find By pressing this button you will activate the window below E Search groups Name Color Delegates Heeren Veerle Jambon Jan Kitir Meryame Lahaye Batthue Sabien Landuyt Renaat Leterme Yves Lieten Ingrid Linen Neie Luykx Peter Maertens Bert Peeters Kris Rutten Gwendolyn E m m m m m m m m m E m m m Schauvliege Joke Figure 10 17 Search groups window This window allows you to search a group using one of the following criteria o Name or any part of the name o Colour o Any delegate or set of delegates Televic Conference Systems 2012 10 29 73 Installation and User Manual After filling in the criteria of your choice select the Search button to close this window and filter the list of groups according to the criteria e Remove filter After specifying a filter in the step above clic
63. ct a different one if it concerns a component that can be removed from your system eg a USB device Click the Other devices Advanced to display a table where you can select a different one Once you are satisfied click the Copy information to the clipboard and paste it in a mail to your Televic contact person You will receive an XML file which contains your license Use the button Browse for license file to open a file chooser which allows you to select the received license file Make sure the name and content of this file has not been changed and that it is an XML file After validation of the file the following screen will appear and CoCon will be licensed and ready to function Televic Conference Systems 2012 10 29 22 Installation and User Manual License validation Your current license file is valid until 9 1 2011 11 59 59 PM License Location CAProgramData Televic Conference CoCon Cocos_1C659DFSE6C6 xml Change license Note when you request a license file you will be asked for a MAL address Please provide the following value 5C26043D85A1 Local Area Connection l Other devices Advanced Copy this value to the clipboard Figure 6 2 License validation Televic Conference Systems 2012 10 29 23 Installation and User Manual 7 Server viel The room server is the application which is responsible for the following functionality e Connection with the central conference unit e Da
64. ction 9 or FAQ How do I define a synoptic for my meeting room 11 1 Meeting concept The Operator Application works with the concept of a meeting A meeting takes place in a room and only one meeting can take place in a room at the same time A meeting has the following attributes e Title e Description e Start and end time e Possibly additional attributes if the meeting has been defined in the Meeting Manager up front see Section 10 3 There is also a clearly defined meeting state A meeting can have only one of these five meeting States at any one time e New a newly created meeting which has not yet been started e Being edited a meeting that is opened in the Meeting Manager and to which changes are being made e Running a started meeting which is running e Paused a started meeting which is currently paused Ended a meeting which has been started and finished Only a meeting that is in the new running or paused state can be opened in the Operator Application After logging in to the CoCon room server this is the start screen of the Operator Application Televic Conference Systems 2012 10 29 100 Installation and User Manual x A 01 02 2012 16 32 52 Current Room Demo Room Active meeting in room Meeting Status Tools Open Meeting Prepared meetings for timerange Settings Until 02 02 2012 Create new meeting Help 1 meetings found Refresh O oi E teg color egen New meetin
65. cts all the nodes currently present in the synoptic view The button Unselect all deselects any nodes currently selected in the synoptic view 9 4 2 Add nodes The functions on the left are options for the adding of nodes Amount specify the amount of nodes that will be added to the synoptic when you click the Add nodes button Add node by click if this box is checked then you will create a node every time you click on the synoptic Node prefix this is the word that will appear on the synoptic in front of the number Note that the node name can be changed manually for each node once the node has been created 9 4 3 Remove nodes By clicking this button you delete the currently selected nodes 9 4 4 Label location By clicking these buttons after the selection of one or more nodes in the synoptic view the label location of the nodes is moved to the direction clicked This can be useful to arrange the nodes and their label in a aesthetically pleasing way 9 4 5 Label fontsize By clicking these buttons after the selection of one or more nodes in the synoptic view the font size of the labels of the selected nodes is decreased increased or reset to the default value The button Enable Disable background will show or hide a semi transparent background to the label This is to ensure that the text is readable even with challenging background images Televic Conference Systems 2012 10 29 54 Installatio
66. d service is available and functioning correctly A customer must be chosen in order to proceed Refer to the information received upon creation of your T Cast profile to guide you which customer to choose Televic Conference Systems 2012 10 29 129 Installation and User Manual Ge Server Set Up Room selection The room server application represents a room Specify a name and description for this room Name Description T Cast contig UserName televic Password leben State OK Test connection and choose a customer Customer Figure 13 3 Room configuration wizard T Cast customer information 13 1 2Room server window In the Room Server window there is an additional tab when the T Cast Connector is available this is shown in the figure below d i ol aly Room server W s Major Room ES GENEE T Cast User Name televicdevelopment Customer Code televicdevelopment State OK Test connection Clr ee ee ee eee Figure 13 4 Room Server window T Cast Connector tab Here you can see the User Name and Customer Code you selected in the Room configuration wizard There is an indication of the status you click the Test connection to start a check regarding to the connection and functionality of the T Cast Connector Televic Conference Systems 2012 10 29 130 Installation and User Manual Note that it is possible to change the profile you are using with the T Cast Connector
67. data in the right column At that time the following two buttons are available at the top of the Televic Conference Systems 2012 10 29 67 Installation and User Manual right column They will allow you to save or cancel your changes Saving a delegate can also be achieved by pressing the hotkey CTRL S on the keyboard e Find Searching for a delegate can be done using this functionality This functionality can also be achieved by pressing the hotkey CTRL F on the keyboard Clicking this button will show the following window Search delegates Delegates Title Name Firstname Street Street number City Postcode Country District Date of birth Select a date Biography Groups CD amp V M VA Open VLD Spa Vlaams Belang Figure 10 6 Search delegates window Here you can specify various fields on which the list with delegates will be filtered Note that you can enter part of a name or field Note as well that the search criteria are all applied AND filter Clicking the Search button at the bottom right corner will apply your selection criteria Afterwards use the Remove filter to clear the filter e Remove filter use this button to clear the search criteria describe in the previous step 10 2 3Badge Writer This section of the Delegate Management ribbon contains functions to read and write badges The following controls are available e Badge reader This is a drop down box containing all units capable of readi
68. deasdeGersocevandsbasveneseuedeulooed lt d eesesndenis niesienie iias 37 FV LO Suh NO EE 39 Figure 8 2 Login dialog advanced EE 40 tee 41 Elek SACS Eeer 42 Figure 8 5 CONNECTION states windouw 42 Figure 8 6 Uli e EE 43 Figure 8 7 TEE d 43 Figure 9 1 ROOM configurator start Screen snssscczcssinecsusesticsssssnanednasucodetadtosousesbeguacedsaveinebeanintesuewunseegranece 45 Figure 9 2 Room configurator MAIN screen 47 Heure a ee UNS SY SUS NEE 48 Figure 9 4 Nodes imithe SVMODUI gedet eege 49 Figure 9 5 Nodes in ane e uge UU 50 EE EE 51 STI ee UE DOIN E 52 Figure 9 8 Detect units ribbon eccccceessccccesececceecceceesececeeececseeceeseeecessenecesseneceeseesecessugeceesenaeeeten 53 Figure 9 9 Synoptic nodes ribbon 54 Figure 9 10 Assign UNIS ell el EEN 55 FUT SIS badge Ee UE 57 Figure 9 12 M ltiple badg capability E 58 Figure 9 13 Single voting button Capability eecccccsssccccessececeesecceeeesececeeececseeseceseeecesseaeceeseeneeetes 59 Figure 9 14 Multiple voting button capabilty cc cecccccssseccceesecccceesececeeseceeeeeceeeeeeceseegeceeseneeeetas 59 Televic Conference Systems 2012 10 29 153 Installation and User Manual Figure 9 15 Room Configurator Indicator setting cccccccsssececesecccceesececeeeceeeeecceseeeceseuneceesegeeeetas 60 FS OS et WO SOE EE 60 FU be E lgl TT EE 61 Figure 18 Remeber Server ONTO EE 61 peure Ta Ia Te rn ee DE 64 Figure 10 2 Common list ege EN 64 Figure 10 3 Main Screen of
69. e x Exit Description Create new Figure 9 1 Room configurator start screen Televic Conference Systems 2012 10 29 45 Installation and User Manual After defining a name for the synoptic and clicking Create new you will enter the Room Configurator itself A few concepts here are crucial to understand how to define the synoptic of your meeting room e Unit a unit is a representation of a physical conference unit connected to the central conference unit This can e g be a microphone a voting panel a camera Each of these can be placed on the room synoptic by attaching them to a node e Node anode is a location in the room where a person delegate meeting attendee can take a seat On a node a number of conference units can be associated This can be a microphone a voting panel a badge reader This means that a node can contain more than one unit A node is a part of the synoptic which has a location and to which conference units can be attached e Background the background image of your synoptic This can be a picture or a diagram of the conference room The following screen shows an example of the Room Configurator It contains 10 units shown on the left hand side and 5 nodes shown on the right hand side The objects themselves are visible in the middle the synoptic itself Of the 10 units 4 are associated with a node in the synoptic shown in green 6 are not yet associated shown in red
70. e list by dragging and dropping them into the correct order 14 8 Where can find the different speech times Speech timers are all set during the preparation of a meeting in the Meeting Manager Va Select the Speech Time tab at the left hand side Here you will see the following items e GLOBAL SPEECH TIME this column will allow you to define the global speech time applicable for ALL groups or delegates e GROUP SPEECH TIME this column will show the groups currently present in the meeting There will be a timer icon in front of them if a speech timer is applicable for the group e DELEGATE SPEECH TIME this column contains the delegates present in the meeting and their speech time information an icon in front of the delegate if a speech timer is applicable for this delegate Televic Conference Systems 2012 10 29 148 Group specific and delegate specific speech timers Specify group timer Overall group speech time Specify the speech time for each group CH Enable speech timer E Group 44 Overall delegate speech time Specify the speech time for each delegate CO O Enable 5 speech timer eg 4 4 groups Connections AA Faults Overall group and overall delegate speech timers Installation and User Manual Ja New meeting 01 02 20 f Demo Room Logout admin There are three more timers available in CoCon These are the following MEETING SPEECH TIMER This is set in the Meeti
71. e the CoCon Room Server can be run by a regular user e Server application During installation of the SQL Server Express the database that CoCon uses to store its data Windows Installer 4 5 is needed This is a software component that might not be present on older Windows versions Therefore the necessary files have been included in the CoCon installation at C Program Files x86 Televic Conference CoCon Server WindowslInstaller4_5 or similar for your installation e Server application The First Time Configuration Wizard has to be followed until the end before it can be closed e Server application If the serial communication to the Confidea CU plugin is specified as connecting to a COM port which is used for Bluetooth Serial Communication then the CoCon Server is not able to start This is due to a problem in the Net framework The solution is to change the setting TCS2500COMPort in the Server Config file located in C ProgramData Televic Conference CoCon e Server application If a USB to serial convertor is used the CoCon server might stop functioning if the USB convertor is unexpectedly removed This is due to a problem in the Net framework e Room Configurator by sorting rapidly on the list of units and nodes a crash might occur due to a problem in the Microsoft Net framework A patch is available in the CoCon installed files from the Solutions for this problem can be found at C Program Files x86 Televic Conference CoCo
72. eate and manage delegates First you have to open the Delegate Management view Click on Delegate Management at the top of the main window to open this The delegates are managed in the second tab of the Meeting Management tool click Delegates on the left hand side of the screen to open this You will now see the screen as shown below Two columns are present here e The first ALL DELEGATES shows a list of all the delegates currently contained in the database e The second column DETAILS shows the details of the currently selected delegate in the left column if any The delegates can be added modified or deleted by pressing the buttons on the Delegate ribbon Le x 3 23 2012 10 15 41 AM vV Save X Cancel Title Firstname Name vandewalle Firstname Dimitri Jeroen Street Street number City Postcode Country District Date of birth Selecta date Biography 1 1 delegates Televic Conference Systems 2012 10 29 146 Installation and User Manual 14 7 2How do add delegates to the meeting Close the delegate management screen and go to the delegate list on the left hand side Now you can add the delegates you want to the meeting This can be done by selecting the delegates and clicking Add to meeting to add them to the meeting Alternatively you can drag and drop them from the list of delegates or groups to the list of delegates in this meeting Home A E Save Save as
73. ee Ge ee WT Figure 11 15 Home ribbon 11 3 1 Meeting These two buttons allow you to control the meeting The first button will show Start when the meeting has not yet started New state Clicking it will start the meeting and enable all conference controls Once the meeting is active as above this button will show Pause and clicking it will pause the meeting Paused state and disable all conference functionality once again A banner will also appear on the synoptic to show this Clicking the Pause button or Resume meeting will resume the meeting The button Finish will show the following screen b You are about to terminate this meeting Only terminate a meeting if it has been actually finished Terminating a template meeting will dispose of the meeting data Terminating a prepared meeting will archive the meeting for later reference Are you sure you want to terminate this meeting No Cancel Figure 11 16 Finish meeting popup Answering Yes will finish the meeting No will return you to the meeting Televic Conference Systems 2012 10 29 113 Installation and User Manual 11 3 2 Conference settings Here you can control the way in which delegates can control their microphones The first section allows you to select the speech mode Three possibilities here e Operator in this mode the operator controls all conference activity The delegates cannot switch on their mic
74. eeting Speech time Synoptic Meeting agenda editing during meeting C Title editable during meeting Allow editing of these agenda items during the meeting All non lecturer items Advanced C Specify the conference settings up front Print Settings C Print meeting information when meeting stopped Conference settings P Speakers PAAS ah He juest Volume D T Cast Webcasting and Archiving Check this box to enable the webcasting and archiving functionality for this meeting This makes a live stream of all meeting activity video audio microphone activity agenda available over the Internet during the meeting Once the meeting is concluded the entire meeting will be available as an online on demand stream Figure 10 24 Home screen The main steps to create a meeting are shown here using tabs on the left side of the screen e Meeting Here you can define the main meeting parameters title description time duration e Delegates list Here you can indicate which delegates will be attending the meeting e Agenda This tab will allow you to define the agenda for the meeting e Speech time This tab contains all the settings regarding speech time in the meeting e Synoptic Here you can specify what positions the delegates will have in the meeting room The Home ribbon at the top of the screen contains the following functions e Save Clicking this button will save the current meeting to the central dat
75. emember Server Yes No 5500 Room is the default Room Server Help exit Indicator El Activate the microphone when indicating units with badge or voting capability Camera Settings Status l N Save Click the Save button to apply settings aca Type RS232 Protocol COM Port COM Speed UDP1 OH UDP 2 Protocol TLWCAML Protocol IP Address IP Address UDP Port UDP Port UDP Port Here s a description of the possible camera settings e As there are 2 COM ports on the CPU5500 2 camera control devices can be connected Both are equal except for the type of connection see further e Status Here you can choose to switch the camera control option on or off e Type For Camera 1 you have the choice between RS232 TCP IP and UDP e Protocol In total there are 7 protocols to choose from These all have the same basics namely sending a string when a microphone is switched on or off but some give some more information e g Delegates name Agenda item etc For a detailed description of these different protocols we refer to the manual of the CPU5500 e COM Port Here you can choose which one of the 2 COM ports you want to use e COM Speed By default the communication baudrate is 19200 but this is configurable e UPD1 and UDP2 these options set the UDP protocol IP address and port e Camera 2 can only choose between RS232 as type Other settings remain the same e After configuring the settings don t forget to press Save
76. emplate d g General Voting Timer Hung Vote Title Nr of voting options Description Color Choice Abstain Description Mi WwW N 1 Print after voting stopped Figure 10 26 Agenda tab The main part of this window shows the current agenda Initially this is empty After adding agenda items they will be shown here The following actions are available on agenda items e Double clicking on the header will expand the item and show all the details If the item is expanded double clicking on the header will collapse it e Click anywhere on an agenda item to select it This item then appears in bold De selecting can be done again by clicking in empty space or on another agenda item The following functions are available in the Agenda ribbon at the top e Add item Drop down button which allows you to choose between o Discussion item o Lecturer item A lecturer agenda item is one where one or more delegates can be specified as lecturer s See Section 10 7 2 o Voting item See Section 10 7 3 Televic Conference Systems 2012 10 29 83 Installation and User Manual Discussion Lecturer Voting Figure 10 27 Agenda item possibilities e Delete item Deletes the currently selected agenda item Note that if the selected item has sub items these will be removed as well e Delete all This will delete the entire agenda e Selected type Using this drop down box you can modify the type of the currently selected
77. ems 2012 10 29 65 Installation and User Manual e Import from this button allows you to import delegates from a local file to the central database Currently only a proprietary XML format is defined as file format for importing and exporting delegates This data format is used when exporting see next bullet e Export to using this button you can export the delegates and groups contained in the database to a local file which you can later import again using the button described above 10 2 2Delegates The delegates are managed in the first tab of the Meeting Management tool click Delegates on the left hand side of the screen to open this You will now see the screen as is shown below Delegates Home Delegates ne A Back Add Delet Qa Q Find Re 2 Back Delegate Find Badge Writer Delegates Groups Firstname 8 8 delegates Title Name Street City Country Date of birth Biography Vote Options E Voting right Authority Pass To Groups Figure 10 4 Delegate tab Badge number Firstname Street number Postcode District Voting Weight z Authority Pass From Picture e 8 x 10 3 2012 4 31 27 PM Two columns are present here the first ALL DELEGATES shows a list of all the delegates currently contained in the database The second column DETAILS shows the details of the currently selected delegate in the left column if any In this second co
78. ence Systems 2012 10 29 41 Installation and User Manual There is also a PDF version located in the installation folder it can be reached using the Windows Start Menu folder under Televic Conference CoCon Help CoCon Manual 8 4 Status bar At the bottom of most CoCon client applications you will see the status bar It looks like this gt Connections Se Meee Figure 8 4 Status bar This component contains from left to right e Connections status this icon shows the status of three connections If the icon is white no connection problems are present By double clicking on it the following window appears Connection states Server connection state E Connected Conference system connection state D Connected Database connection state ES Connected T Cast connection state E Disconnected Figure 8 5 Connection states window Three components are shown here o Server connection state status of connection with the CoCon server application o Conference system connection state the status of the connection with the central conference unit o Database connection state o T Cast connection state e Faults status this icon shows if there are any faults This can e g be microphone faults as well as errors with the connection states described above Each error has a timestamp when it occurred The following colour code is used o Yellow background the fault has occurred and has not yet been solved o Green background
79. er the next time you start up this client application You can change this setting in the General Settings as described in the Section 8 2 2 This setting will also be removed if you click the Logout admin at the bottom right hand side of the client applications After clicking OK you are logged in to the CoCon client application The following advanced parameter is present see figure below Televic Conference Systems 2012 10 29 39 Installation and User Manual e Manually provide the host address This means that you manually enter the IP address or the server host name in the box IP or Host name Note that you have to check the box marked Use these manual settings in order for these advanced settings to be used Televic Login mg Login Language English Great Britain Manual room Remember Server Manually provide the host address IP or Host name thy tcs v Use these manual settings Figure 8 2 Login dialog advanced 8 2 General Settings 8 2 1 Language setting All the CoCon client applications allow to be translated in other languages In the login window section 8 1 as well as in the Settings menu the language can be changed After selection of the language the user interface will directly change into the selected language As can be seen in the figure below selection of the current user interface language is available in the File menu in the section Settings Here you can
80. ew voting template here and save it under the name you enter in the name box 10 8 Delegate list tab The figure below shows the Delegate List tab The main functionality of this tab is to specify the delegates that will be attending this meeting The various functions are described below D x Home Delegate identification 03 10 2012 16 15 50 A Delegates are allocated on a fixed seat the delegates must introduce their badges before they can participate in the meeting P A Delegates are allocated on a fixed seat Inserted badges are ignored a ake Delegate seats Meeting Management E j 1 Management Delegates list Firstname Firstname Agenda Evelien Didier Didier Speech time Bart Bart Synoptic Kristoff Kristoff Herman Herman Bieke Bieke Jelmer Jelmer Klaas Klaas 8 8 delegates 8 8 delegates 0 O groups zi Connections AA Faults yx EVC EE TEE Logout admin Figure 10 36 Delegate list tab The left hand column DELEGATES IN THIS MEETING shows the delegates that are currently attending this meeting For delegates that have already been added to the meeting it is possible to Televic Conference Systems 2012 10 29 91 Installation and User Manual consult the groups they belong by clicking the in front of their name This will show the groups they belong to if for any reason the delegate should not be in this group for this meeting the group can be deleted by clicking the X next to the group
81. for CoCon Discussion so the latter is required to run CoCon Voting Televic Conference Systems 2012 10 29 21 Installation and User Manual 6 2 Use License in CoCon The license is located on the machine where the server application is installed All the clients connecting to this server will then use the same license In this way only one license is necessary for a single server or conference room The screen below will appear when starting the server application without a license file present Ge CoCon License License validation wl No valid license file found for this application Browse for license file To request a license file fill in the fields below and select a MAC address When finished click Copy information to clipboard paste the information in an email and send it to your Televic contact person Company site Contact person E mail Address City Country MAC address 5C26043D85A1 Local Area Connection ze Other devices Advanced Copy information to the clipboard Figure 6 1 License validation In the top part of this screen fill in as much information as possible about your company site contact person etc This information will be useful for Televic to be able to contact you in case of updates bug fixes In order to generate a license your Televic contact person needs a MAC address of a component present in your system CoCon chooses a MAC address by default Note that you can sele
82. g 01 02 2012 12 00 i New meeting Meeting which is being edited Running meeting Paused meeting Ended meeting Figure 11 1 Operator Application start screen On the left hand side you can access typical functions of the CoCon client applications They include e Open the default tab which allows you to open prepared or new meetings e Meeting status here you can see an overview of the current room status and meeting status if any e Tools this tab menu will give you access to the other applications of the CoCon software suite Click any of the icons or programs to start the application e Settings the language of the interface can be changed here Under the Open tab you can choose between two options e Open prepared meeting e Create new meeting These are discussed in the next sections 11 1 1 Open prepared meeting Click the option Open prepared meeting to view the meetings that have already been prepared This shows the following screen Televic Conference Systems 2012 10 29 101 Installation and User Manual em E x Signage Synoptic 01 02 2012 16 42 52 Current Room Demo Room Active meeting in room Meeting Status Open Meeting Prepared meetings for timerange Until 02 02 2012 7 Create new meeting Help 2 meetings found Refresh Tools Settings O ext EE otin color legenda New meeting 30 01 2012 New meeting T Running meeting New meeting 01 02 2
83. garded as affecting the validity of any trademark or service mark Televic Conference Systems 2012 10 29 11 Installation and User Manual 3 General description This document is a manual for the CoCon software suite of Televic It contains a description of the various components as well as giving information about the functionality of the applications it consists of 3 1 General system architecture The aim of CoCon is to provide a software suite for conference management and assistance It is normally connected to a central conference unit that steers a number of microphones and possible other conference equipment eg voting panels camera control CoCon interacts with the central conference unit to enable various functionalities and views on the conference Typical functions as related to the typical phases of a meeting can be seen in Figure 3 1 CoCon overview Installation Configuration software Technical configuration Room configuration Diagnostics amp maintenance E Room combining em ema Televic Conference Systems Before meeting During meeting After meeting P e AEAN Administration Conference software software Meeting manager Operators tool tl mme Meeting reporter Signage tool Meeting recorder OS Figure 3 1 CoCon overview 2012 10 29 12 Installation and User Manual As shown in the figure a number of applications are provided which enable differen
84. ge CoCon Signage is the display application within the CoCon Control suite It is a plugin for CoCon Discussion so the latter is required to run CoCon Signage CoCon Signage can be used to display information to the delegates in the room using large screens or projectors The license of the CoCon Signage specifies how many signage screens can be simultaneously active e CoCon T Cast Connector The T Cast Connector plug in integrates the T Cast on line management and control environment into the CoCon Conference Control software It offers a seamless synchronisation between the CoCon meeting preparation and the on line webcasting environment as well as control of the T Cast during a live meeting from the CoCon Operator Application Note that this is a plugin for CoCon Discussion so the latter is required to run CoCon the T Cast Connector e CoCon Authentication This module contains the interaction of Coon with badges If this module is present badges can be read from and written to For each delegate a badge can be created with which he can identify himself to the system Note that this is a plugin for CoCon Discussion so the latter is required to run CoCon Authentication e CoCon Voting The Voting module contains all functionality that relates to the process of voting This module will allow to create voting agenda items and templates start stop and control voting sessions and visualize the voting results Note that this is a plugin
85. gin Language English Great Britain English Great Britain Fran ais France Italiano Italia Px hE Room Remember Server se Advanced e Inthe applications themselves click on the File menu then select the Settings tab to change the settings for the current application Here you can also select the language from a drop down list as illustrated in the following figure Televic Conference Systems 2012 10 29 134 Installation and User Manual oOo x A 09 10 201214 01 27 Open General Settings Meeting Status Language English Great Britain v English Great Britain Tools Remember Server Francais France Room is the default Room Server Italiano Italia Ax HE 14 2 How do I connect the CoCon software to my Televic Central Conference Unit In order to run a meeting from the CoCon software the CoCon Room Server needs to be configured ay The first time you start this server you will see the Room Configuration wizard that will guide you to communicate with your conference hardware To do this start the CoCon Room Server through some general settings For full details see the CoCon manual section 7 1 The last of these settings is the setup of the conference system Here you can select the following plugins to communicate with your Televic Conference hardware e TCS5500 Plugin this component allows connection to the Televic CPU5500 Central Unit This connection
86. he speech timer tab Three columns are present e GLOBAL SPEECH TIME this column will allow you to define the global speech time applicable for ALL groups or delegates e GROUP SPEECH TIME this column will show the groups currently present in the meeting There will be a timer icon in front of them if a speech timer is applicable for the group e DELEGATE SPEECH TIME this column contains the delegates present in the meeting and their speech time information an icon in front of the delegate if a speech timer is applicable for this delegate At the top of the screen in the Speech timer ribbon you can define the specific timers These will only be applicable for the group or delegate currently selected The difference is also discussed further in this section Televic Conference Systems 2012 10 29 93 Installation and User Manual Group specific and delegate specific speech timers Sege KS ei Specify Enable grouptimer speech Meeting Agenda Overall group speech time Specify the speech time for each group OH Speech du ation Firstname Group 42 Aa Name FirstName3 Delegates list o Group 41 Aa Namel Firstname Speech time Enable Timer mode Group 43 yas Name2 FirstName2 speech timer Group 44 Name4 FirstName4 Synoptic i Name5 FirstName5 Overall delegate speech time Name6 FirstName6 Specify the speech time for each delegate Name7 First
87. here Click the Change expander to show the following section T Cast User Name televicdevelopment Customer Code televicdevelopment State OK Test connection User Name Password Get Customers from T Cast Customer code Figure 13 5 Room Server window T Cast Connector change credentials Here the same interface is available as in the Room configuration wizard Section 13 1 1 where you can enter the T Cast platform credentials retrieve the customers and select a customer to work with It is recommended that no clients are connected to the Room Server when doing this 13 2 Meeting Manager If the T Cast Connector is available the meetings that are prepared in the Meeting Manager have an additional option Enable T Cast for this meeting This is shown in the following figure Televic Conference Systems 2012 10 29 131 Installation and User Manual D x 22 05 2012 09 32 54 AA ES Aa Save Save as Import Export Delegate template from AG ices management Save Import Export Delegates General Date of the meeting Title Demo meeting From 22 05 2012 15 00 This the description of the demo meeting ptio i 22 05 2012 Agenda Meta data which is uploaded to the T Cast environment wm e a and can be used for future reference Description Timer mode Enable meeting timer Meeting Delegates list Speech time Synoptic Advanced C Specify the conference setti
88. hoose create and or update the database that CoCon uses to store its data 7 1 2 1 Database detection This step detects any databases that are already present or can be used to run CoCon on The first step lets you choose between automatic detection and manual setup Televic Conference Systems 2012 10 29 25 Installation and User Manual Room server database setup Currently no working database was detected for this room server The room server needs a database to store its data Choose one of the options below to setup a database Use recommended settings for the database setup Default Manually choose setup the database Advanced Figure 7 3 Database setup recommended or manual The recommended option will show the following screen where the CoCon Server is looking for usable database servers Televic Conference Systems 2012 10 29 26 Installation and User Manual LPL es Room server database setup Searching for useful installed instances e E ml Figure 7 4 Database setup recommended The manual option will show the following screen In the top half you can select the database server where from a list or enter it manually It also allows for Windows or SQL Authentication The bottom half allows you to install a new database instance see next section Televic Conference Systems 2012 10 29 27 Installation and User Manual Database server selection Select an existing database
89. ic The button Keep aspect specifies whether to scale the length of breadth of the figure ina correlated way Televic Conference Systems 2012 10 29 52 Installation and User Manual Center places the figure in the middle of the synoptic Fill expands the figure to fill the entire page area of the synoptic Image width and image height can be set in the next boxes either entering numerical values or clicking the up and down arrows Likewise Position left and position top shift the image in the desired direction Finally the button Background colour lets you select the colour of the background this is the area where the background image does not cover the page area 9 3 Detect units ribbon This ribbon lets you detect units connected to the central conference unit and load them into the CoCon Room Configurator Home Detect units Synoptic nodes Assign units 000 A Initialization Start Stop Resume Retrieve wizard init iit init Initialization Wizard Advanced Initialization Figure 9 8 Detect units ribbon The first button opens a wizard which guides you through the process of initialization The Start Int button allows the user to select one of two options e Inthe automatic initialization mode the central conference unit will detect the units connected to it automatically and pass the information to the Room Configurator This entails that the user does not need
90. ication microphone list Televic Conference Systems 2012 10 29 109 Installation and User Manual At the top of this list there is a search bar where you can enter any part of the delegate information to search for priority name groups Sorting on the headers is possible by clicking on them The symbols are the same as in 11 2 red for active microphone green for a microphone in request You can also left click on a microphone symbol to turn it on or off or in request or off while holding Control and right clicking The colour bars underneath the microphone symbol indicate to which group the delegates belong 11 2 3 Agenda The Operator Application allows you to view and control the agenda of the currently active meeting if one is available To view the agenda click the third tab in the left hand side list of tabs The figure below shows an example of this Ca discussion item 1 discussion item 2 EI gt Title Description voting item 3 EI Save Voting Template WE Title Nr of voting options Description Color Choice Abstain 2 Description 3 4 5 L Print after voting stopped Figure 11 13 Operator Application agenda tab The figure shows an agenda with 6 items The first item has been handled icon on the right hand side The second item is active indicated by the two arrows left and right and has an agenda item timer that is active By double clicking an agenda item you can also edit the item
91. ine the correct COM port 14 3 How do define a synoptic for my meeting room After starting the CoCon Room Server and setting up the communication with the conference hardware see previous question you should start with defining a synoptic for your room This synoptic consists of a number of interactive nodes where the microphones and delegates are located and a background image eg picture of the room To define this start the CoCon Room Configurator G After selecting the appropriate CoCon Room Server this application shows there is no synoptic defined for the current room Enter a name for the synoptic and click Create new The following actions should be taken here 14 3 1How do I define a background image for the room synoptic If you have a picture or blueprint of your conference room you can define it as the background image of your synoptic by clicking the Background Image at the top and then Open new image from file to browse to it Once you have selected it you can resize it using the controls shown at the top or clicking the buttons Center and Fill to let it fill the available drawing canvas Televic Conference Systems 2012 10 29 136 Installation and User Manual Note that you can resize the drawing canvas by changing the Page attributes Page width and Page height in the top left corner or dragging the small grey square in the bottom right corner of the drawing canvas 1
92. ing changed The limiter gain is used to achieve a constant level of audio output from the microphone by determining the reach of the microphone When the delegate raises or lowers his voice or changes the distance from the microphone the level can change Televic Conference Systems 2012 10 29 114 Installation and User Manual The gain reduction indicates how much the gain will be recuded when multiple microphones become active The higher the number the higher the reduction will be applied for multiple microphones 11 3 6 Microphone controls These two buttons allow controlling the microphones Next this will allow the next speaker in the request list to become active Note that some constraints can overrule this e g maximum number of microphones active Clear all clicking on this button will turn off all microphones including chairmen microphones and those that were in request If you click on the little arrow on the side you get the choice to either Clear Speakers leaving any active chairman microphones unchanged or Clear Requests 11 3 7 Agenda These two buttons will navigate through the items in the agenda for the current meeting if any agenda is present for the current meeting 11 4 Signage ribbon I A Blank All Decrease Increase Screens fontsize fontsize Signad Agenda Badge Figure 11 17 Signage ribbon Here you can click Blank All Screens blank all the signage screens
93. is room at the moment SS do you want to open this meeting Title Figure 11 5 Operator Application open running meeting If you answer Yes here you will open the currently constructed meeting If you answer No then the start screen of the Operator Application will be opened Here you can specify the details for another meeting but you will not be able to start it 11 1 3 Main screen The following figure shows the main screen of the Operator Application D x Signage Synoptic 06 02 2012 10 59 54 CA Sp Ar O r k 8 que Pause Finish Direct Enable Reset Next Clear Previous Next Speak S Options speech timer speech time Al Meeting Conference settings F All speech timers Microphone Agenda 07 3 Speakers Aa Group 41 Group 42 Aa Group 43 e E n ARRERA E e AA Faults Manual meeting Demo Room LL Logout admin Figure 11 6 Operator Application main screen This contains the following components e At the top control ribbons Televic Conference Systems 2012 10 29 104 Installation and User Manual e On the left switch between various views synoptic view microphone list agenda tab speech timers Note that some of these may not be available in a meeting e Inthe centre room synoptic e Atthe right speaker list request list group list e Atthe bottom diagnostics information Each of these will be discussed in the following sections 11 1 4 Closing the Operato
94. ited here You can position the mouse over any of the client applications to see a description in the text box on the bottom e Choose install location e Installation is performed e The final step allows you to view the release note Here some remarks are located regarding the current installation version During the installation Windows firewall will ask your permission to let this program communicate Make sure that you allow all connections for the CoCon applications Televic Conference Systems 2012 10 29 18 Installation and User Manual Icons for the selected installed applications can be found on the Desktop and in the Start menu Televic Conference Systems 2012 10 29 19 Installation and User Manual Section 3 Application description Televic Conference Systems 2012 10 29 20 Installation and User Manual 6 License The CoCon software needs a license issued by Televic in order to function 6 1 License modules The following license modules are available e Coon Discussion It contains all functionality that is required to run a conference system ina discussion only situation It is perfect for corporate board meetings and council meetings that do not require electronic voting or simultaneous interpretation Important functionality is delegate management meeting construction and control microphone control Applications included here are the Room Server Operator Application and Meeting Manager e CoCon Signa
95. k this button to remove the applied filter Assign delegates to a group After selecting a group in the left most column of the Groups screen ALL GROUPS a delegate can be assigned to this group by selecting him her in the right most column UNASSIGNED DELEGATES and clicking the button Add to group at the top of this column a Add to group Name Firstname Name 2 Firstname 2 Name 5 Name 6 Name 7 Figure 10 18 Unassigned delegates Alternatively you can also select one or more delegates in the list of Unassigned Delegates and drag amp drop them to the currently selected group list of delegates to add them to this group Remove delegates from a group After selecting a group in the left most column of the Groups screen ALL GROUPS a delegate can be removed from this group by selecting him her in the middle column DELEGATES IN THIS GROUP and clicking the button Remove from group at the top of this column ij Remove from group Figure 10 19 Delegates in this group Alternatively you can also select one or more delegates in the list of Delegates In This Group and drag amp drop them to list of Unassigned Delegates to delete them Televic Conference Systems 2012 10 29 74 Installation and User Manual 10 3 Meeting concept When creating a new temporary meeting in the Operator Application see Section Error Reference ource not found a certain amount of information can be specified for the mee
96. kground Figure 9 7 Home ribbon It contains a number of functionalities these are described in the following sections 9 2 1 Edit Save this saves the current synoptic with the current settings to the database 9 2 2 Page Here you can set the width and height of the page area This is defined as the useful area with in the synoptic editor Changing this size can also be achieved by clicking and dragging the bottom right corner of the page shown by a small grey rectangle 9 2 3 Grid The grid is an overlay to the synoptic editor which allows you to position the objects in a more structured way The button Show Grid switches this functionality on and off The button Snap to grid specifies whether the objects in the synoptic are automatically aligned to the grid The last option allows adjusting the grid size If the grid size is reduced it is possible to place the objects with a greater degree of accuracy 9 2 4 Background The functions here control the background image Under the button Signage you can access the following functions e Open new image from file This opens a file browser where you can select the background you want e Reset current image to original This undoes the editing you performed on the background and returns the image to the originally loaded file e Clear current background image This erases the background image but keeps the other components of the synopt
97. l appear in the task bar notification area oY Right clicking on this icon gives access to one of three functions e Room server see below e Configuration wizard see previous section e Exit shuts down the room server The room server window is shown below Televic Conference Systems 2012 10 29 36 Installation and User Manual Ge Room server Room server W s release room ale Ba Configuration wizard nfo License System Database Chents T Cast Log Room name W s release room Server version 1 0 0 0 Room server IP address 192 168 8 56 192 168 56 1 192 168 14 1 192 168 77 1 10 8 0 18 5 218 218 154 Server protocol version 0 01 Figure 7 15 Room server window 7 2 1 Info This tab contains information about the name of the server the server version Room Server IP address and the protocol version 7 2 2 License This tab contains the expiration date of the license and the possibility to change your license to another 7 2 3 System This tab contains information about the current connection with the central conference unit its name description and current status Connect Disconnect By pressing the button Restart System Connection the connection with the conference system is restarted By pressing the button Reboot Central Unit if applicable the central unit to which this Room Server is connected will be rebooted 7 2 4 Database This tab shows the connection state and versio
98. layout of the signage screens Check the boxes to select if these components will be present on the screen e Title of the meeting and meeting timer e Speaker list and speaker timers o Here you can also indicate the position Left or Right on the screen and the width of this component in pixels e Group list and group timers o Here you can also indicate the position Left or Right on the screen and the width of this component in pixels e Synoptic view of the room e Agenda of the meeting and agenda timer o Here you can also indicate the height of this component in pixels o Two check boxes are available to choose whether you want to show the agenda timer and the voting timer At the bottom of the screen a preview is given of what the signage will look like Televic Conference Systems 2012 10 29 121 Installation and User Manual BS First time use wizard Determine signage screen layout Select the content and location of the signage screen Title of the meeting show meeting timer List containing the speakers Position Left Width 250 Show speech timers inside the list List containing the groups Position Right e Width 250 Show group timers in the group list Synoptical view of the room Agenda Height 300 Show agenda timer Show Voting Timer Preview Exit Signage Figure 12 4 Signage screen layout 12 1 4Voting Display Options This screen is only available when the Voting license module is
99. lization see Section 9 3 e Type this describes the type of the conference unit The following unit types can be shown here o MIC this stands for microphone o DCS this stands for voting panel o MIC amp DCS this is a unit which combines microphone and voting functionalities eg Confidea Televic Conference Systems 2012 10 29 47 Installation and User Manual e Capabilities this column shows the capabilities this specific unit has using abbreviations The following are available o M Microphone o C Chairman o V Voting functionality o B Badge reader o LCD language LCD Note that these abbreviations are concatenated into one string Eg MCVB means a Microphone with Chairman functionality Voting buttons and a Badge reader A description and a filter are also available by clicking on the icon in the header of the table Here the abbreviations are shown in full Additionally by checking and unchecking the boxes the list with all units is filtered to only contain the units with the checked capabilities This can also be seen in the figure below The figure below shows a list of 10 units 4 are MIC amp DCS 3 MIC and 3 DCS Capabilities All Microphone amp DCS MCVE Chairman Voting Badge Figure 9 3 Units in the system Units are constructed by interacting with the central conference unit This is the component that controls the conference objects in the conference room They can be initialized aut
100. ll be discussed in section 11 5 of this manual discussion item LI aw discussion item 2 gt voting item 3 lt q Figure 11 16 Symbols showing the current and previously treated agenda items 11 2 4 Speech Timers The fourth tab item allows you to view all the speech timers active in the current meeting The figure below shows an example Televic Conference Systems 2012 10 29 111 Installation and User Manual Firstname Name msn C e 1 x O FirstName5 Name5 00 05 00 gt O arco mm n n Weem FESTER FirstName2 Name2 00 05 00 O b E FirstName3 Name3 00 05 00 Ob FirstName4 Name4 J FirstName6 Name6 O FirstName7 Name7 00 05 00 O b FirstName8 Name8 00 03 44 OI __ FirstName3 Name A x 8 8 delegates ou 25 21 Il gt Connections AA Faults Manual meeting 3 Demo Room LL Logout admin Figure 11 14 Operator Application speech timer tab This view presents you with three columns e GROUP LIST here you can see all the groups present in the meeting Clicking the on the left hand side will show all the delegates who are present in the meeting The total group timer is shown next to the group along with reset and pause buttons If the delegates in the group have a speech time associated these are also shown e The middle column shows the SPEAKER LIST and the REQUEST LIST For more informati
101. llocated on a seat Choose this option if all Operator Choose this option if everybody ee te and Signage Application should should see the individual results show the overall results during the during the vote 9 All voting units vote Delegates with a badge and allocated on a seat Figure 10 29 Voting settings e Whocan participate in the vote Here you can select who can participate the vote Possibilities are o Only delegates with a badge only the delegates who have introduced their badge and who have voting right will be allowed to participate in the voting session o Only delegates allocated on a seat this means that only the delegates that have been placed on a seat see Section 10 10 will be able to vote o Delegates with a badge and allocated on a seat combination of the above one or the other o All voting units all voting units present in the room will be able to vote e Who sees the overall results during the vote Here you can select who can see the voting result during the vote o Noone no overall voting results will be shown during the vote This means no graphical results will be shown in Signage and Operator Application Televic Conference Systems 2012 10 29 86 Installation and User Manual o Only Vote Master Vote Master is a function in the Operator Application which can be activated by the Operator or chairman who wants to control the vote Select this option if only the Operator Application assigned as V
102. lumn you can view and modify the following details for any delegate e Title e Name e First name Street Televic Conference Systems 2012 10 29 Badge number this is a read only field generated by the CoCon software suite 66 Installation and User Manual e Street number e City e Postal code e Country e District e Date of birth e Biography e Vote options o Voting right o Voting weight e Authority pass from to an overview of the authority passes for this delegate e Groups a list of all the groups in the current system A checked box in front of the group signifies the current delegate belongs to this group e Picture The delegates can be added modified or deleted by pressing the buttons on the Delegate ribbon as shown below Delegates Add Find Remove Uelete voting filte authority pass Delegate Find Badge Writer Authority Figure 10 5 Delegate Ribbon The following buttons are present e Back Clicking this button will close the Database Management window and return to the Meeting Manager e Add Click this button to create an empty delegate All his her details can be filled in the right hand column This functionality can also be achieved by pressing the hotkey CTRL N on the keyboard e Delete If one or more delegates are selected in the left column they can be deleted by clicking this button e Edit after selection of a delegate in the left column this button allows you to modify its
103. me ribbon at the top of the screen in the panel titled Delegate specific speech time After selection of one or more delegates in the right column the first button Specify delegate timer can be clicked If this button is selected then you are specifying delegate specific settings for the currently selected delegate s The second button Enable speech timer allows you to specify speech time settings for that specific delegate s If the second button is not selected then no speech time settings are applicable for the currently selected delegate s If you are specifying a timer then the options for this type of timer are the same as the overall delegate timer see the options described directly above 10 10 Synoptic tab This tab in the Meeting Manager allows you to place the delegates that have been added to the meeting see section 10 8 on the seats present in the room The figure below shows the Synoptic tab Televic Conference Systems 2012 10 29 97 Installation and User Manual D x Synoptic Delegate identification 23 10 2012 19 22 44 Q een KEN oiana Show seat names wer i fics W VW L Select Unselect Position Clear all Clear Make all all All associations selected default Select i Delegate seats Meeting Delegates list First name Agenda Speech time 4 4 delegates gt Connections Faults ty New meeting 23 10 20 A Room A Logout admin Figure 10 38 Synoptic tab The main objec
104. n Room Configurator Patch_Net or similar for your installation e Operator Application very infrequently the Operator Application will generate a Runtime Error when exiting No fix found as yet e Operator Application if an Operator Application connects to the Server while a voting session is active results will not be shown on this Operator Application Control of the voting is possible Televic Conference Systems 2012 10 29 152 Installation and User Manual Table of figures Figure ge L eine UNE 12 FUG 2 C en Oy EE 13 Figure 3 3 Typical CONTEFENCE room SOLU EE 15 WER NR ECEE e Ed OM EE 22 Figure 22 License Vall Cat OU E 23 Figure 7 1 Welcome to the room configuration wizard 24 PIE EE SOAS ee 25 Figure 7 3 Database Setup recommended OF manual 26 Figure 7 4 Database setup recommended ssssssssessssrrsesrressrreresrrresrreresrrressrereserrrssreresrrereseereserersseere 27 Figure 7 5 Database setup EI E 28 Figure 7 6 Database le Me Ee ET 29 Figure 7 7 Installing SQL Server 2008 part 30 Figure 7 8 Installing SQL Server 2008 Dart 30 Figure 7 9 Installing SQL Server 2008 part 31 Figure 7 10 Database Setup database found 32 Figure 7 11 Database Setup update needed ccccccccsssccccesececceecceceesececeusececeeeeceeseuecessueceesaeeeetas 33 Figure 7 12 Database setup EE 33 Figure 7 een E ee E 34 Figure 7 14 Conference system SCUUD E 36 Figure 7 15 ROOM server WINDOW siincceseseudabetvsancosaven
105. n and User Manual 9 4 6 Node priority These two buttons allow to select the priority of the selected node s A chairman is a user ina meeting who has higher priority than the others This means he can always speak even when the speaker list is full By clicking either Delegate or Chairman Priority the selected priority is set to the selected node This will be visible in the Room Configurator in the following ways e The node icon will look like this whereas the delegate nodes look like this e On the right hand side the column Priority of the node will change to Chairman 9 5 Assign units ribbon Detect units Synoptic nodes Assign units Q Make synoptic by cick Auto create seats for all units Reset all associations Define standard badge writer a Skip unit Auto create seats for selected units Reset associations for selected units H Node allocation wizard Reset associations for selected nodes Wizard Associate Disassociate Badge Writer Figure 9 10 Assign units ribbon This ribbon contains functions to associate detected units to nodes in the synoptic 9 5 1 Wizard The first button Node allocation wizard opens the node allocation wizard which will help you to create and or associate nodes The second button Make synoptic by click when toggled starts a mode in which the unallocated units on the left hand side are each in turn highlighted When you click on a location in the synoptic a new
106. n of the database 7 2 5 Clients This tab shows an overview of all the connected clients the type of application the computer name and last alive check which indicates when their connection was last verified Televic Conference Systems 2012 10 29 37 Installation and User Manual 7 2 6 T Cast For more information about this tab see Section 13 1 2 Room server window 7 2 7 Log This tab contains a hyperlink to the folder where all the log files of the CoCon applications are stored Televic Conference Systems 2012 10 29 38 Installation and User Manual 8 Shared client components This section contains a description of all the components which are shared among the client applications 8 1 Login window In order for the client applications to function they need to connect to the conference room server Therefore a login dialog appears when starting up the application This is shown in the figure below Televic Login English Great Britain Remember Server w Advanced Figure 8 1 Login dialog This dialog allows selecting the language in which the application is displayed this can also be changed within the applications see Section 8 2 The applications contain an auto detection mechanism by which they automatically search for any active CoCon servers These are shown in the dialog and you can select one to logon to Check the Remember Server box to automatically login to the selected serv
107. navigate through the agenda Edit Agenda Synoptic Speakers 4 X Loudspeakers 00 E Limiter gain E Gate ON 2 w Ps Ihe Requests 011 e O Gain reduction U 0 gt ain reduction Pause Finish Operator 8 Reset Next Clear Change meeting Previous Next K Options all All title Meeting Conference settings 2 Timers Volume Audio settings Microphone Edit Agenda SE Gaz 14 6 How do I quickly start a vote First you need to have a meeting active and started See the previous question how to do this Click the Agenda tab on the left side of the screen to access the agenda Each vote is coupled to an agenda item so you need to create a new agenda item to be able to start a vote Signage Synoptic fe ei Speakers 4 hi 9 gl Loudspeakg d 2 k Requests 011 e Pause Finish Operator Reset Options all Meeting Conference settings d Timers Go to the Edit Agenda ribbon at the top of the screen and then click the Add Agenda button and select Voting as shown in the figure below Televic Conference Systems 2012 10 29 141 Installation and User Manual Home Signage Edit Agenda Synoptic P tye n EE Delete ise Expand Collapse em all up down indent ndent all all 1 Discussion view Voting A new voting agenda item will now be create in the agenda Double click the header to fill in the voting settings You will now see this view voting Hem A II Current Template
108. nd a central unit The following items can be identified in the figure e Central Unit on the bottom left hand side This central unit gather the microphone signals and passes on information to both the CoCon Room Server and the T Cast Encoder e T Cast Encoder on the left hand side Here the audio and video of the conference room is gathered buffered and sent for streaming to the Internet Viewers can follow the conference activity over the Internet e CoCon Room Server in the middle lower half e CoCon client applications o Meeting Manager During preparation of a meeting it is possible to specify this will be a T Casted meeting When saving a meeting of this type all meta data title start time of the meeting agenda speaker information is uploaded to the T Cast cloud service o Operator Application When controlling a T Casted meeting from the Operator Application the actions taken in the Operator Application will also control the T Cast itself These include start stop of the meeting indicating the active agenda topic active speaker information Televic Conference Systems 2012 10 29 127 Installation and User Manual T Cast Connector T Cast Connector typical setup setup Audio waat reams 1 Meeting Preparation 2 Live Meeting Microphone Audio Meeting Manager Ii de a Central Unit GZ Room Server ei bd Operator Application CONFIDENTIAL TO TELEVIC CONFERENCE NV Figure 13 1 Typical
109. nda item timer if you want to limit the agenda in time For more information about timer setting see Section 10 7 1 10 7 3 4 Voting Timer Here you can enable the voting timer if you want to limit the voting session in time This timer is started automatically when the voting is started If the box Timer can exceed is not checked the voting session will automatically stop once the timer has reached 0 or its maximum Voting Timer Hung Vote CO Voting Duration Timer mode Enable DES voting timer Figure 10 30 Voting timer 10 7 3 5 Quorum The quorum is defined as the percentage of delegates that have to be present in order for the vote to start The following options can be set here e Enable Quorum check this box to enable the quorum Checking this box will result in a check before the voting session can be started to verify that the quorum is reached If it is not checked a voting session can always be started The quorum can be defined o Absolute a number of delegates that has to be present o Relative a fraction of the totally expected delegates to be present e Presence determined by here you can select which method will be used to determine the presence Following options are available o Introduced badges the number of delegates that have introduced their badge will be used to count amp determine if the quorum is reached o Presence detection phase before vote before the real vote is started the delegates
110. ng ab this tab allows you to define contains all the settings regarding speech time in the meeting Aa Save Save as template a Export o Aa Delegate management Import from Save Import Export Delegates Meeting meeting 23 03 2012 Agenda Delegates list Speech time Synoptic erence settings up front gs ei Speakers a gt Requests gt Connections AA Faults in the Timer tab of a voting agenda item Televic Conference Systems 23 03 2012 10 37 43 23 03 2012 11 00 fis 13 00 23 03 2012 O Timer mode Enable meeting timer x New meeting 23 03 20 a TE AGENDA ITEM TIMER This is a timer for the duration of an agenda item and can be defined 2012 10 29 149 Installation and User Manual voting item 1 Save Voting Template X Settings Timer Voting Timer Hung Vote 9 Agenda item duration 00 05 00 Timermode Count down 9 Warning before exceed 00 01 00 gt Timer can exceed e VOTING TIMER This is a timer for the duration of a voting agenda item and can be defined in the Voting Timer tab of a voting agenda item voting item 1 Save Voting Template X Voting Timer Hung Vote 9 Voting Duration 00 00 20 9 Warning before exceed 00 00 02 Timer mode Count up a gt At Al Timer can exceed Options available for the timers are e Speech duration This is the time you want to give to the current timer This is
111. ng and writing a badge Select here the device you want to use to read or write After selection of a unit a colour code will appear next to the drop down box you can also hover with the mouse pointer over the colour to see more information o Red this means that there is currently no badge inserted in the selected unit Televic Conference Systems 2012 10 29 68 Installation and User Manual o Orange this means that you can write to the badge but not read from it o Green this means that there is valid delegate information on the badge and you can write to it e Read This button reads the badge present in the currently selected unit if any and will do one of two things o If the badge contains information about a delegate that is already present in the database the delegate will be selected in the list The following window will appear Delegate successtully read from badge and selected in the list E Don t show this message in the future Figure 10 7 Badge containing a delegate in the database You can check the box Don t show this message in the future to make sure the message is not shown in the future You can turn this back on in the Meeting Manager Settings see Section 10 4 4 o If the badge contains information about a delegate that is not already present in the database it is possible to read this information and save it to the database The following window will appear This badge contains delegate inform
112. ng room lake control of an Vupassicnged room Figure 7 13 Room selection 7 1 3 2 T Cast configuration If there is an expander called T Cast config you can click this to fill in the configuration parameters for the T Cast setup For more details about this see Section 13 1 1 Room configuration wizard 7 1 4 Conference system setup This screen lets you select the properties for the connection with the central conference unit A dropdown box is provided which allows selecting any of the available plugins in the current installation Provided plugins are e TCS5500 Plugin this component allows connection to the Televic CPU5500 Central Unit This connection is established over a standard LAN connection using the TCP IP protocol Parameters here include IP address This is the IP address of the central conference unit you want to connect to o Port this is usually port 5011 for the CPU5500 o Write badge option if applicable this allows you to specify how much information should be written on the badges The following possibilities are present ID only the badges will only contain the ID of the delegate written on it Full badge in this case more information will be written to the badge This will include the delegate ID first name last name Televic Conference Systems 2012 10 29 34 Installation and User Manual o Voting buttons here you can specify if your setup has units with 3 or 5 voting
113. ngs up front Conference settings Speakers qa Requests ei Ji Volume gi T Cast Webcasting and Archiving s i Enable T Cast for this meeting Check this box to enable the webcasting and archiving functionality for this meeting This makes a live stream of all meeting activity video audio microphone activity agenda available over the Internet during the meeting Once the meeting is concluded the entire meeting will be available as an online on demand stream T Cast profile Audio met slides gt Connections AA Faults gt Demo meeting V s Major Room amp Logout admin Figure 13 6 Meeting Manager T Cast Connector This is the main adaptation of the Meeting Manager when the T Cast Connector is available Checking the box has the effect that when a meeting is saved to the database it is also created in the T Cast platform Additionally the following information is uploaded to the T Cast platform e Meeting title e Meeting description e Start time of the meeting e Agenda e Speaker information for the delegates that are allocated to a seat with an active microphone These are the delegates that have been associated to a seat with a microphone symbol in the Synoptic tab Televic Conference Systems 2012 10 29 132 Installation and User Manual There is also an indication of connectivity to the T Cast platform in the cloud This can be shown by clicking on the Connections bu
114. o deselect all nodes Clear all associations This button will clear all the associated delegates Clear selected This button will clear the delegates from the selected nodes Three toggle buttons determining how each of the seats appear on the synoptic screen o Show seat names o Show delegate names o Show group names Make default save the configuration of the toggle buttons to automatically use the next time you use the Meeting Manager Note that the synoptic window in the Meeting Manager also shows the following information Badge capability and information to the right of the seat a small square is visible if the unit has a badge reader writer The following colour code is used o Gray for a badge reader that is present with no badge introduced o Green for a badge reader that is present with a badge introduced Voting indications for the seats with units that can vote Televic Conference Systems 2012 10 29 99 Installation and User Manual 11 Operator Application e This is the application that is used to control and operate the meetings Here the operator can view and control microphone activity have a clear view on the meeting synoptic and define the way in which the delegates interact with the conference system Note that the Operator has need of a synoptic in the room before controlling a meeting This is necessary because the microphone activity is reflected by the synoptic nodes For the definition of a synoptic see se
115. omatically or manually see 9 3 After initialization they appear in this list with a red indication This means that Televic Conference Systems 2012 10 29 48 Installation and User Manual they have not yet been associated with a node in the synoptic Once this is the case they are shown with a green indication In the left upper corner a wizard button is available to start a wizard which guides you through the initialization procedure The two buttons in the upper right corner select all or none of the units in the list Association can be done using the functions described in 9 5 or units can be drag and dropped onto the synoptic If they are dragged onto an existing node the unit will be associated with this node Note that a check will be performed if eg no two vote units are allocated to the same node If they are dragged into the open a new node will be created to which the unit is associated 9 1 2 Nodes A node is a part of the synoptic which has a location and to which conference units can be attached This means that one node can e g contain a microphone and or a voting panel The figure below shows the list containing the nodes in the synoptic shown on the right in the Room Configurator l P Wizard Nr Name Prio A Y Description Delegate UA 1 1 Seati Delegate 0080 0160 4 Seat4 Delegate 0210 0064 1 2 Seat Delegate 0127 0070 7 Seat7 Delegate 0281 0224 1 3 Seat3 Delegate 0127 0227
116. on about these common components see Section 11 2 1 e The column on the right shows all the DELEGATES IN THE MEETING with their speech timers if applicable Note that delegates that are present in the meeting but not associated with a microphone are also shown 11 2 5 Voting view Pie Chart Vertical Bar Chart Horizontal Bar Chart oting Title Textual View oting Summary otal voted otal not voted Option3 Option2 Entitied to vote oting Outcome Figure 11 18 Voting view Textual The textual view shows the name of each delegate with his name that is entitled to vote When they didn t vote the rectangle is black Televic Conference Systems 2012 10 29 112 Installation and User Manual The other possible voting charts are displayed in Figure 11 19 2 a n 4 Optinn Options 25 00 Option Option 2 Option Option3 25 00 Options Option1 Option2 Option Option4 Options Figure 11 19 Horizontal bar chart vertical bar chart pie chart 11 3 Home ribbon Home Signage Synoptic Speakers 9 Loudspeakers 00 E Limiter gain E Gate ON pp CH enge d gt a Vv BS Requests 011 Gain reduction I 0 i Pause Finish Operator Reset Next Clea Change meeting Previous Next g Options all All title Meeting Conference settings 4 Timers Volume Audio settings Microphone Edit Agenda Be ee Neng eg et Reng reg weg Rerneg Ney gm gener eee Ctr ee gee ee gt ee ee ep he ee ee Te TT ds he Pe
117. oose a badge number Choose the authority badge number that you want to use Yes I want to use an authority badge No I dont want to use the Authority card Figure 10 11 Step 3 Choose a badge number If you select the first option you can choose one of the following actions Read read the badge currently in the selected badge reader This badge will then be used as the authority badge for the current authority pass Generate generate a new authority badge and write the relevant information to the badge currently in the selected badge reader Edit use a previously created authority badge by entering the badge number of the authority badge o STEP4 Confirm information Step 4 confirm Information Please read following information to confirm your action Authority Information Authority Pass From Clarysse Evelien Authority Pass To Maerten Klaas Duration From 104114212 00 To 10 2 12 1200 Figure 10 12 Step 4 Confirm Information If you select a delegate that has a passed voting authority you can see the following indications of given and received authority passes in the Delegate Details on the right hand side huthority Pass To Authority Pass From Figure 10 13 Step 4 Authority for a delegate Televic Conference Systems 2012 10 29 71 Installation and User Manual After selection of any of the authorities you can click the Delete Voting authority pass this button will delete the selected authority p
118. ote Master should see the overall voting results No graphical results will be shown in Signage and other Operator Application o All Operators all Operator Applications will show the overall voting results The Signage Applications will not show anything o Delegates all Operator and Signage Applications will show the overall voting results during the vote e Who sees the individual voting results Here you can select who can see the individual voting results during and after the vote o Noone never choose this option if you want to have a real secret vote After the vote all traces of the individual votes are removed o Noone during the vote choose this option if the individual results should not be shown during the vote After the vote is finished the individual voting results will be visible to all o Only Vote Master Vote Master is a function in the Operator Application which can be activated by the Operator or chairman who wants to control the vote Select this option if only the Operator Application assigned as Vote Master should see the individual voting results No graphical results will be shown in Signage and other Operator Application o All Operators all Operator Applications will show the individual voting results The Signage Applications will not show anything o Delegates all Operator and Signage Applications will show the individual voting results during the vote e Voting correction If voting correction is acti
119. ow an overview of all the currently associated lecturers You can select one or more of them and click the Remove button on the agenda item to remove them 10 7 3Voting agenda item Note that for the Confidea CU a number of voting options are not available This means that when the Meeting Manager is connected to a Room Server using a Confidea CU as system plugin the voting functionality will be reduced somewhat In the following section the full possibilities of voting as used with eg the CPU5500 and the WCAP are described The following sections contain a considerable number of configuration options for the voting settings However a mechanism called Voting Templates is available to make sure that you can create a configuration once and re use indefinitely afterwards See Section 10 7 3 9 for more details 10 7 3 1 General The General tab contains some default fields but adds a number of configuration options voting Hem 2 gt General Voting Timer Hung Vote Title Nr of voting options Description Color i Abstain Allocate abstain option to d Any of the other items Description Select this if you want to add the abstain votes to this item in the overall voting results 4 4 4 Print after voting stopped Figure 10 28 Voting General e Title description Here you can enter the name and optional description of the voting item Televic Conference Systems 2012 10 29 85 Installation and User Manu
120. ox to allow the operator to change the title of the meeting while it is running e Allow editing of these agenda items during the meeting here you can specify which agenda items the operator can edit during the meeting Available options are o None no editing of the agenda is allowed during the meeting o Only non treated items the Operator Application will only allow to change agenda items that have not yet been treated and marked as finished or busy during the meeting Televic Conference Systems 2012 10 29 81 Installation and User Manual o All non lecturer items this allows the operator to change all agenda items excepting the lecturer items 10 6 5Conference settings Here you can control the way in which delegates can control their microphones The first section allows you to select the speech mode Three possibilities here e Operator in this mode the operator controls all conference activity The delegates cannot switch on their microphones e Auto Request in this mode the microphones that are in request get activated automatically when one of the active microphones is switched off e Direct Speak in this mode the delegates can switch on their own microphones The options next to this speech mode allow the operator to modify it according to his wishes e Speakers here you can enter the maximum number of microphones that can be active at the same time Note that a chairman microphone indicated with a star can
121. pplication The following options are available o Agenda item duration This is the time you want the currently selected agenda item to last It can be specified manually or by using the up down spinner next to it Televic Conference Systems 2012 10 29 84 Installation and User Manual o Warning before exceed this is the time before the scheduled end of the agenda item that a warning will be given At that time the colour of the timer bar will change from green to orange to indicate that the agenda item time is nearly spent It can be specified manually or by using the up down spinner next to it o Timer mode This option will select whether the agenda item timer will count down from the specified duration or up to the specified duration o Timer can exceed This option will specify whether the timer will continue counting if the agenda item timer is spent If you don t check this box the timer will stop counting if the agenda item time has been spent if you check the box the agenda item timer will continue counting and thus exceed the specified time interval 10 7 2Lecturer agenda item This agenda item type allows specifying one or more delegates who will bring a lecture When selecting a lecturer agenda item the list with all delegates present in the database will appear on the right hand side of the screen Select one or more delegates and click the Add to agenda item button to add them The agenda item itself will sh
122. procedure during which no user input is required It can however take some time to complete this operation Televic Conference Systems 2012 10 29 29 Installation and User Manual bb zou rrr Room server database setup automatic setup Installing a new sql 2008 server instance Figure 7 7 Installing SQL Server 2008 part1 E SQL Server 2008 R2 Setup Setup Support Files Click Install to install Setup Support files To install or update SQL Server 2008 R2 these files are required Setup Support Files The following components are required for SQL Server Setup Feature Name DJ setup Supp S In Progress Status ExecuteStandardTimingsWorkflow Wm Install Cancel Figure 7 8 Installing SQL Server 2008 part2 Televic Conference Systems 2012 10 29 30 Installation and User Manual SS Sa weg E SQL Server 2008 R2 Setup a Installation Progress Installation Progress ExecuteStandardTimingsWorkflow i S Figure 7 9 Installing SQL Server 2008 part3 7 1 2 2 2 SQL Server Express 2008 installed but no database found Microsoft SQL Server Express 2008 installed but no instance found At this point you should follow the wizard and allow it to create a new instance 7 1 2 3 Compatible database found and usable In this situation a usable database has been found CoCon will use this database to store its data The screenshot below illustrates this Televic Conference Systems 2012 10 2
123. r Application When closing the Operator Application and there is a meeting running you will be asked if you want to finish the current meeting If you stop the current meeting it will be archived and you won t be able to start it again If you exit the Operator Application without finishing the meeting this means that another Operator Application can take over the current meeting session 11 2 Operator Application views The Operator Application allows the operator to have various views on the conference These can be selected by clicking the tab items on the left hand side 11 2 1 Room synoptic The room synoptic is the area where the meeting activity can be monitored and controlled It contains the synoptic as defined in the CoCon Room Configurator for more info about this application see Chapter 9 This contains the following elements e Nodes locations where no conference equipment is associated see 9 1 2 e Units conference units in the room that can be controlled see 9 1 1 E g microphones voting panels The example below contains a background 1 node without any equipment and 6 microphone units that can be controlled The colour code for the activity is the following e Red microphone is active delegate can speak This can usually be switched on and off in the Operator Application by left clicking on a unit if no other constraints are active see 11 3 e Green microphone is in request delegate cannot speak but
124. r disable the group speech timer the action on the button indicates which action you will perform if clicking on it The options for this type of timer are e Speech duration This is the time you want to give to all the groups for their speech time This is the duration during which they will be allowed to speak in the entire meeting It can be specified manually or by using the up down spinner next to it e Warning before exceed this is the time before the scheduled end of the group speech time that a warning will be given At that time the colour of the timer bar will change from green to orange to indicate that the group speech time is nearly spent It can be specified manually or by using the up down spinner next to it e Timer mode This option will select whether the group speech timer will count down from the specified duration or up to the specified duration e Options here you can select deselect the following options o Include chairmen This option will specify whether the chairmen should be included in the group speech time If activated the group speech time will diminish for the chairmen as well if deselected the speech time will not diminish for the chairmen o Count for every speaker This option specifies whether multiple active microphones from the same group count multiply towards the speech timer If this option is selected and two microphones of the same group are active at the same time then 2 seconds will be co
125. ration or up to the specified duration e Options here you can select deselect the following options o Include chairmen This option will specify whether the chairmen should be included in the speech time If activated the chairmen will have speech time as well if deselected no speech time will be counted for the chairmen it will be possible to start a chairman speech time counter during the meeting o Speech time can exceed This option will specify whether the timer will continue counting if the delegate speech timer is spent If you don t check this box the timer will stop counting if the delegate speech time has been spent if you check the box the delegate speech timer will continue counting and thus exceed the specified time interval Televic Conference Systems 2012 10 29 96 Installation and User Manual o Automatically switch off microphone This allows you to define whether the microphones of the delegate will automatically switch off once the delegate speech time has been spent o Reset timer on microphone switch off If activated the speech time will be reset if the microphone is switched off This means that each delegate can eg Speak for maximally 5 minutes at one time When his her microphone is deactivated the speech timer is reset If this option is not selected then the delegate will only be allocated the given amount of time once in the meeting The Delegate specific speech timer is defined in the speech ti
126. rophones e Auto Request in this mode the microphones that are in request get activated automatically when one of the active microphones is switched off e Direct Speak in this mode the delegates can switch on their own microphones The options next to this soeech mode allow the operator to modify it according to his wishes Speakers here you can enter the maximum number of microphones that can be active at the same time Note that a chairman microphone indicated with a star can always be active on top of the number specified here Requests here you can enter the maximum number of microphones that can be in request at the same time Note that this is not applicable for some of the microphone modes Options here you can select the following note once again that some options may not be available for any given microphone mode e Allow delegates to request e Allow delegates to cancel requests e One delegate overrides another when the speaker list is full 11 3 3 All speech timers The first button allows you to enable or disable speech time for this meeting The second button will reset all the speech timers applicable for the current meeting 11 3 4 Volume Here you can enter the floor volume by entering a value in the field or dragging the slider 11 3 5 Audio settings These two sliders allow you to set these parameters on the central unit Use the slides to change the setting More information about what is be
127. s Tools Open Meeting Meeting title Open prepared meeting Settings 2 Use template Meeting description Start time 13 03 2012 17 30 Exit ES End time 13 03 2012 18 30 Temporary e Click Open e Click Start Meeting at the top of the synoptic view of the room e The meeting is now started you can now monitor and control microphone activity e You can also create an agenda during the meeting To do this click on the Agenda tab on the left hand side of the Operator Application Televic Conference Systems 2012 10 29 139 Installation and User Manual Signage Synoptic Gr E T Speakers 4 7 k p Requests 011 Pause Finish pava D gF Options Meeting Conference settings You will now see the Agenda tab where the current agenda is shown This is off course empty since no preparation was done for this meeting You can use the functions under the Edit Agenda ribbon at the top to e Add and delete agenda items e Make a hierarchy using the increase and decrease indent e Change the view by expanding or collapsing all Home Signage Edit Agenda Synoptic tte Add Delete Delete Move Move Decrease Increase Expand Collapse m item all up down indent indent all all Discussion SS view Voting Televic Conference Systems 2012 10 29 140 Installation and User Manual On the Home ribbon you can use the Previous and Next buttons to activate the agenda items and
128. s active 1 chairmen can always activate their microphones on top of the number of allowed microphones The crosses at the right hand side when clicked delete the line they are located on The bottom half contains the request list Currently there is one speaker in the request list Seat 4 The seat can be activated by clicking the arrow Next or the microphone icon next to their name If there is a slot available in the speakers list the seat will be added to this and become active The figure bellows illustrates the same components but in a meeting where speech timers for the delegates have been specified see Section 10 9 Here a green progress bar is shown in the background of all speaking delegates This indicates how much time they have remaining If a Time before exceed has been specified then the progress bar will colour orange for the last part of the allotted speech time Additional controls are present on the top bar e Reset This will reset all delegate speech timers e Play This will start the delegate speech timers starting from their previous point Televic Conference Systems 2012 10 29 107 Installation and User Manual e Pause Pause all delegate speech timers The same functions are present for each delegate separately 27 3 Speakers 1 Figure 11 9 Operator Application speaker and request list with delegate speech timers Group list If delegates that are located in gro
129. se hot keys are at your disposal e Inthe upper right corner there is a zoom control with the following actions available o Mini map click to drop down or disappear o Slider allows zooming in and out o Zoom to fit click to have the synoptic fill the available area e Click on any node select the node e CTRL click on multiple nodes select all of the nodes at the same time e CTRL click and hold and drag creates a square with which you can select all nodes present in this area e CTRL A select all nodes in the current synoptic e Escape deselects all currently selected nodes e Click and hold any node on the synoptic viewer and drag it around move the node to another location on the synoptic This also works if multiple nodes are selected e CTRL wheel mouse up down zoom in out You can also use the slider on the upper right corner of the viewer e Delete deletes all selected nodes Televic Conference Systems 2012 10 29 56 Installation and User Manual e Click and hold any unassociated unit on the left hand side and drag it onto the synoptic this creates a new node on the synoptic and associates the unit with it This also works if multiple nodes are selected e Note that multiple microphones can be added to a single seat by drag and dropping multiple units to the seat as mentioned in the step above e Select nodes on the right hand side of the field the corresponding nodes in the synoptic viewer are selec
130. seatInthesvpnoptic 147 14 8 Where can find the different speech tUmesd 148 15 KAON TT 152 Eege 153 Televic Conference Systems 2012 10 29 8 Installation and User Manual Section 1 General Information Televic Conference Systems 2012 10 29 9 Installation and User Manual 1 Copyright Statement No part of this publication or documentation accompanying this product may be reproduced in any form or by any means or used to make any derivative such as translation transformation or adaptation without the prior written permission of the publisher except in case of brief quotations embodied in critical articles or reviews Contents are subject to change without prior notice Copyright 2011 by Televic NV All rights reserved The authors of this manual have made every effort in the preparation of this book to ensure the accuracy of the information However the information in this manual is supplied without warranty either express or implied Neither the authors Televic NV nor its dealers or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book Televic Conference Systems 2012 10 29 10 Installation and User Manual 2 Trademarks All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately capitalized Televic NV cannot attest to the accuracy of this information Use of a term in this document should not be re
131. select your preferred language to view the current CoCon application in For availability of more languages than those presented here contact your Televic contact person Televic Conference Systems 2012 10 29 40 Installation and User Manual D S 03 10 2012 16 47 53 Open General Settings Meeting Status Language English Great Britain Tools Remember Server E Yes oN Manual room ts the default Room Server Settings Help O Exit Figure 8 3 General Settings This setting will be saved per application so the next time you start the same client application the same language will be used for the interface If you want to have CoCon translated in more languages than are currently available please contact your Televic Conference contact person In cooperation with Televic Conference it is possible to provide CoCon in other languages as well 8 2 2 Remember Server This option shows if there is currently a default remembered Room Server for this application You can select here if you want to remember or forget the default Room Server If you select No here the client application will ask you to specify the server to log on to when next starting up On the right hand side the default Room Server is shown 8 3 Manual In the File menu under the Help menu a button is available which will open this Help file Alternatively you can click the icon in the upper right corner of the screen Televic Confer
132. speech timers e Onthe right group list and group speech timers e Inthe middle synoptic view of the room with microphone activity e Atthe bottom agenda with current agenda item 12 1 Signage wizard 12 1 1Choose the room When first starting the Signage Application or afterwards when configuring the signage wizard is displayed This allows you to enter all the settings necessary to let the signage function as you wish Refer to section 8 1 for a description of the login component this is also shown in the figure below Televic Conference Systems 2012 10 29 119 Installation and User Manual t me uer wand EE a a me Choose the room Select a room to connect to User name Password Lanquage English Great Britain Room f f Demo My Little Room Tank Y Advanced Ss mm Figure 12 2 Signage Application Choose the room 12 1 2Choose which screen to use If multiple screens are connected to this computer you can choose in the next step on which the Signage Application is displayed see figure below First time use wizard TEE wm me ffr Choose which screen to use Select the screen where the signage screen will appear a DISPLAY2 DISPLAY1 SS _ sg Back Exit Signage Televic Conference Systems 2012 10 29 120 Installation and User Manual Figure 12 3 Signage Application Screen selection 12 1 3Signage screen layout The next screen lets you determine the
133. t functions for the user Each of these applications needs access to the central conference unit by going through a server application Hence the architecture is built as a client server framework as can be seen in figure 3 2 Conference system applications PC eg Televic conference hardware Conference signage PC central unit Conference operator 2 Conference secretary Conference signage PC doing meeting management Clients Server 3rd party Figure 3 2 Client server A server is typically connected to one central conference unit and responsible for one meeting room Each of the clients connects to a server and provides functionality to the user in the context of the meeting room that the server is connected to 3 2 Server application The server application is responsible for the communication with the central conference unit and is hence typically installed on a machine located in a server room In that way it enjoys the same power advantages as the central unit itself The server application is meant to be active continuously turning it off and on again for each meeting is not recommended Televic Conference Systems 2012 10 29 13 Installation and User Manual The server application allows connection to any type of central conference unit and keeps track of the conference activity Next to that it makes connection to a database which allows to store and load data pertaining to the conference 3 3 Client
134. t when you type text in the box This will be At the top right two buttons are present to select all instant the list is filtered as you type the data Any component of the list below can be entered if multiple columns are present If you have entered text the icon on the right hand side of the box a will change to an icon that allows you to clear the search terms x Add EE Click this button to create an empty delegate All his her details can be filled in the right hand column Remove EES If one or more delegates are selected in the left column they can be deleted by clicking this button The column headers are all sortable By clicking once the contents of the list will be sorted alphabetically according to the clicked column If you click again the order will be reversed 10 2 1Main screen After starting the Database Management the following screen is shown Televic Conference Systems 2012 10 29 64 Installation and User Manual Delegates Delegates Q Import rom from Import Title Badge number Firstname Name Firstname Evelien Street Street number City Postcode Didier Bart Country District Date of birth Biography Vote Options Voting right Voting Weight Authority Pass To a Authority Pass From Groups a Picture 8 8 delegates Figure 10 3 Main Screen of the Delegate Management On the left hand side it is possible to select either Groups or
135. tabase connectivity e The component to which the various client applications connect 7 1 Room configuration wizard This wizard is shown when the server is first started or afterwards if a change to the server configuration is required It is built up of the screens shown in the following sections 7 1 1 General settings Welcome to the room configuration wizard This wizard will guide you through the Televic room server configuration WARNING after completing this wizard the room server will restart Make sure no meeting is taking place in the room since the current meeting will be interrupted Also make sure no client applications are connected their functionality will not be quaranteed Client applications connected to this room server Client name Client type Last aliwe check Choose Next to start Choose Cancel or close this window to exit Figure 7 1 Welcome to the room configuration wizard Televic Conference Systems 2012 10 29 24 Installation and User Manual General settings Run the room server at Windows startup Figure 7 2 General settings Check the box Run the room server at Windows start up if you want to ensure that the CoCon server gets started every time this machine starts up This can be very convenient for the server application as no CoCon functionality is available when the server application is not started 7 1 2 Database The next steps in the configuration wizard will allow you to c
136. ted and vice versa e Each of the green arrows allows you to collapse the top controls or the left or right hand side components to increase the visible area of the Room Configurator e Assigning names to seats can be done by double clicking on the Name column in the Nodes in the synoptic on the right hand side of the synoptic viewer 9 7 Special functions This section describes a number of special functions available in the Room Configurator These are not meant for daily use but are available to make sure the software configuration reflects the hardware situation They are subdivided in a section for Confidea Wired and CPU 5500 9 7 1 Confidea Wired units with a badge reader For Confidea Wired it is possible that certain units have the possibility to insert a badge and read write it However the hardware does not permit to detect this possibility automatically Therefore the user needs to indicate himself which units have the badge capability In order to do this select a unit in the Unit List on the left hand side of the screen see Section 9 1 1 and right click on it The Room Configurator will show a context menu with a number of functions Click the Change badge capability and the message box shown below will appear to verify if the selected unit has a badge reader or not After clicking Yes or No the functionality will be shown in the unit table in the column Capabilities B for Badge reader
137. template Save Meeting Agenda Delegates list Speech time Synoptic ES Import Export from to Import Export Name Firstname Vanhave Jeroen vandewz Dimitri 2 2 delegates gt Connections AA Faults Aa Delegate management Delegates SS Add to meeting Name Vanhaverbe 2 2 delegates Jeroen 23 03 2012 10 22 33 Aa Man Q Firstname vandewalle Dimitri 0 0 groups gt New meeting 23 03 20 EVC Q amp Logout admin 14 7 3How do add delegates to a seat in the synoptic Go to the synoptic tab on the left hand side Drag and drop the delegates currently in the meeting to their seats Televic Conference Systems 2012 10 29 147 Installation and User Manual D x Delegate identification 23 10 2012 19 22 44 Ki Show seat names A Zoom Select Unieledt Position Clear all Clear Make to fit all all All associations selected default View Select Edit Delegate seats Meeting Delegates list O QO ODO Speech time Q SENTE 0107010010 ojo JQ Q First name QOC QQC QQC 4 4 delegates gt Connections Faults ae New meeting 23 10 20 A Room TE Alternatively you can use the Allocate all button at the top to allocate all of the delegates in one move to the synoptic The identification number of the delegates will be used to put them on the seat with the same number You can first move the delegates in th
138. the Delegate Management 65 Figure 10 4 Delegate taborecie EE 66 Figure 10 5 Delegate RID DON ee ope faeces seer sie n osaneteeacned oicedeesosoractset iano teeiunedsnceneesseennesdiakiseceseeon 67 Figure 10 6 Search delegates window ccccccsssecccesseccccessececesececseeecceeeesececeuseceeseneeeeseuecessueceesegeeenes 68 Figure 10 7 Badge containing a delegate in the database sossseessensesrrnserrressrrrsssreresrrressreresererseeere 69 Figure 10 8 Badge containing a delegate in the database sossssessensesrrnserrerssrrrssrreresrrrrssreresererseeere 69 Figure 10 9 Step le Choose a EE 70 Figure 10 10 Step 2 Choose the authority validation period 70 Figure 10 11 Step 3 Choose a badge number 71 Figure 10 12 Step 4 Contirm Information ME 71 Figure 10 13 Step 4 Authority for adelegate 71 Figure 10 14 Step 4 Specific authority details 72 Figure 10 15 Overview groups ssessessessessessesseeserseeseeseesersresrrsrrsressrssesrrsseoresrreseoseoseesessesseoseeseeseeseest 72 Figure 10 16 Group Bd ee en EE 73 Figure 10 17 Search groups WINKOW cscccccsssecccceseccccesececeusececsenecceceusecessuseceeeueseeesseecetsuneceesaeseeetes 73 Feure 10 18 EEN RT 74 Figure 10 19 Del egates inthis ErOUD E 74 Rewe OZO FIENI N a E oasiett causes eowuesee ee eee 76 Figure 10 21 Existing MCCTINES gheet 77 SI LA EE Kee EE 77 EICH 78 Figure 10 24 ROME SCR BE 79 Peur a Ee Mecini tee E vss Gacsese teense cecaukwcanet ess
139. the duration during which delegates groups will be allowed to speak in the entire meeting It can be specified manually or by using the up down spinner next to it e Warning before exceed this is the time before the scheduled end of the speech time that a warning will be given At that time the color of the timer bar will change from green to orange to indicate that the group speech time is nearly spent It can be specified manually or by using the up down spinner next to it e Timer mode This option will select whether the group speech timer will count down from the specified duration or up to the specified duration e Options here you can select deselect the following options o Include chairmen This option will specify whether the chairmen should be included in the speech time If activated the speech time will diminish for the chairmen as well if deselected the speech time will not diminish for the chairmen o Count for every speaker This option specifies whether multiple active microphones from the same group count multiply towards the speech timer If this option is selected and two microphones of the same group are active at the same time then 2 seconds will be counted in the speech time for every 1 second real time o Timer can exceed This option will specify whether the timer will continue counting if the speech timer is spent If you don t check this box the timer will stop counting if the group speech time has been
140. the total speech time for delegates participating in the meeting There are two types of delegate timers as can be seen in Figure 10 37 Speech time tab above Overall delegate speech timer this timer is applicable for all delegates present in the meeting e Delegate specific speech timer this is a timer that is defined for any one delegate This can be as an exception to the previous overall delegate speech time Alternatively it can be used because only one delegate has need of speech time and not the others The Overall delegate speech timer is defined in the left most column of the speech timer interface in the panel titled Overall delegate speech time There is one button to enable or disable the delegate speech timer the action on the button indicates which action you will perform if clicking on it The options for this type of timer are e Speech duration This is the time you want to give to all the delegates as speech time It can be specified manually or by using the up down spinner next to it e Warning before exceed This is the time before the scheduled end of the speech time that a warning will be given At that time the colour of the timer bar will change from green to orange to indicate that the speech time of the delegate is nearly spent It can be specified manually or by using the up down spinner next to it e Timer mode This option will select whether the delegate speech timer will count down from the specified du
141. ting e Title e Description e Start and end time For a temporary meeting this is sufficient but a full fledged meeting has more parameters to be set Therefore the Meeting Manager allows to additionally specifying the following data for a meeting e Define conference settings up front speech mode e Create an agenda for the meeting with topics and sub topics This can be a lecturer discussion or voting topics e Specify a number of speech timers for delegates groups agenda items voting e Define which delegates are present at the meeting and place them in the synoptic view of the meeting room Apart from the definition of a meeting it is also possible to define a meeting template The difference with a meeting is that a meeting template does not have a specific start time and date A meeting template should be defined when the same type of meeting with the same delegates or the same agenda or any other component that is always the same is repeated a number of times Instead of creating a similar meeting every time it suffices to create the Meeting Template once and then opening a new meeting in the Operator Application with this Meeting Template 10 4 File menu The File menu is shown below and its functions will be described in the following paragraphs Televic Conference Systems 2012 10 29 75 Installation and User Manual 5 x Home Synoptic A 30 01 2012 14 33 33 Standard templates New meeting
142. tive here is to associate the delegates contained in this meeting shown on the right hand side in the panel DELEGATES IN THIS MEETING to the seats defined in the meeting room This can be performed by performing one of the following two actions e Drag and drop click and hold a delegate in the list with delegates in this meeting and drag it to a seat in the synoptic e Use the button Position all in the Edit part of the Synoptic ribbon This will position all the delegates in the list to the seats with the same identification number in the synoptic The number in front of the delegate will be used Note that this feature is only available if no delegates have already been positioned ona seat Note that as a result of these actions the coloured square in front of the delegate name will change e Red not positioned on a seat in the room e Green positioned on a seat in the room The in front of the delegate names can be clicked to view the groups the delegate belongs to in this meeting Click X to remove a group from this delegate for the duration of the current meeting Televic Conference Systems 2012 10 29 98 Installation and User Manual The functions in the Synoptic ribbon at the top of the screen are the following Zoom to fit Click this button to zoom the synoptic view to fit the current visible area Select all Clicking this button will select all nodes in the current room Unselect all Click this button t
143. to do anything other than waiting for the units to appear in the left hand side of the Room Configurator The numbering of the microphones in this case has no link to their physical location but is based on the underlying cabling of the conference system e Manual initialization means that all of the microphones will have to be identified by an action of the user This usually happens by pushing the on button This method can be used if microphones located next to one another should have subsequent numbers The Stop init button stops the currently running initialization This is necessary in a manual init since the CoCon Room Configurator does not know when all the microphones have been activated The Resume init button allows to add units to a previous initialization This is always a manual initialization The Retrieve Initialization button will request the current initialization from the central unit and show the initialized microphones in the list with units on the left hand side Televic Conference Systems 2012 10 29 53 Installation and User Manual 9 4 Synoptic nodes ribbon This ribbon lets you construct and manipulate synoptic nodes Detect units Synoptic nodes Assign units Pep Py He Amount 00 gt gn et 5 Ke basal C Add node by click Add Select Unselect all all Node Prefix Seat aaa Select Add nodes Figure 9 9 Synoptic nodes ribbon 9 4 1 Select The button Select all sele
144. tton in the bottom left corner This shows the following Connection states Server connection state lt Connected Conference system connection state BJ Connected Database connection state ES Connected T Cast connection state ES Connected Figure 13 7 Connection states The last item in this list indicates whether the connection with the T Cast platform is up and running If it is not you cannot select the Enable T Cast function and a Save for a T Cast enabled function will fail It is not recommended to save a meeting when the connection state is disconnected 13 3 Operator Application This application does not show any additional functionality when the T Cast Connector is available However when opening a T Cast enabled meeting the following functionality is relayed from the Operator Application to the T Cast platform in the cloud e Start meeting e Stop meeting e Select a currently active agenda topic e Information about the delegate associated with the currently active microphone Televic Conference Systems 2012 10 29 133 Installation and User Manual 14FAQ 14 1 How can I change the language of the CoCon applications There are two ways to change the language of the CoCon client applications These are the following e At the login screen there is a drop down list where you can select the language in which you want to see the CoCon application This is shown in the following figure Televic Lo
145. ull screen a key combination is required to bring up the wizard again and configure the Signage Application By default this is CTRL W Key combination Choose the key combination to bring up this wizard again System Back f Finish Televic Conference Systems 2012 10 29 125 Installation and User Manual Figure 12 8 Fault list window 12 2 Closing the signage The Signage Application can be closed by pressing Alt F4 when the application is active Alternatively in each of the wizard steps a button Exit Signage is present in the bottom right corner 12 3 Starting the signage If the Signage Application has been configured once as shown in Section 12 1 then this configuration is saved Each time the Signage Application starts after that it will automatically re use the settings entered previously This facilitates the use of the Signage Application on a stand alone computer showing information to the delegates Televic Conference Systems 2012 10 29 126 Installation and User Manual 13 T Cast Connector The T Cast Connector plug in integrates the T Cast on line management and control environment into the CoCon Conference Control software It offers a seamless synchronisation between the CoCon meeting preparation and the on line webcasting environment as well as control of the T Cast during a live meeting from the CoCon Operator Application The figure below shows a typical setup for the CoCon T Cast Connector a
146. unit as being combined when it is not Therefore it is possible to split a MIC amp DCS unit in the Room Configurator To do this select the unit in the Unit List on the left hand side of the screen see Section 9 1 1 and right click on it The question shown below will appear Capabilities VB Figure 9 16 Unit to split Afterwards the Unit List will look like the figure shown below Note the split unit with ID 2 there is now one MIC unit and one DCS unit Televic Conference Systems 2012 10 29 60 Installation and User Manual Capabilities Mc VB VB Figure 9 17 Split unit 9 8 Other Settings Under the Settings view there are some other options 9 8 1 General Settings Here you can select the language of the program and choose to Remember Server When choosing Yes you don t need to select the Room Server each time you open a client application It also shows which server is chosen Remember Server E Yes D No Room 8 5500 is the default Room Server Figure 18 Remeber Server option 9 8 2 Camera Settings If the central unit is a CPU5500 the Camera Settings can be chosen These can either be set on the CPU itself or in the CoCon software But it is advised to apply the settings only on one of both Televic Conference Systems 2012 10 29 61 Installation and User Manual Detect units Synoptic nodes Assign units Synoptics General Settings Tools Language English Great Britain a R
147. unted in the speech time for every 1 second real time o Timer can exceed This option will specify whether the timer will continue counting if the group speech timer is spent If you don t check this box the timer will stop counting if the group speech time has been spent if you check the box the group speech timer will continue counting and thus exceed the specified time interval o Automatically switch off microphone This allows you to define whether the microphones of the group will automatically switch off once the group speech time has been spent The Group specific speech timer is defined in the speech time ribbon at the top of the screen in the panel titled Group specific speech time After selection of one or more groups in the middle column the first button Specify group timer can be clicked If this button is selected then you are specifying group specific settings for the currently selected group s The second button Enable speech timer allows you to specify speech time settings for that specific group s If the second Televic Conference Systems 2012 10 29 95 Installation and User Manual button is not selected then no speech time settings are applicable for the currently selected group s If you are specifying a timer then the options for this type of timer are the same as the overall group timer see the options described directly above 10 9 4Delegate speech timer This timer will determine
148. ups are present in the meeting the following group list will be shown at the right hand side of the Operator Application Figure 11 10 Operator Application group list with group timers Here you can see the various groups that are present in the meeting The in front of the group will if clicked show which delegates are present of this group in the meeting The figure above shows a case where a group timer is active The controls are the same as described in the previous section for the delegate speech timers Speech timer indications Televic Conference Systems 2012 10 29 108 Installation and User Manual If additional timers have been activated these will also be shown in the bottom right hand corner The figure below shows an example of this Figure 11 11 Operator Application timer indications An agenda item timer is shown if the currently active agenda item has a speech timer associated Two buttons are available reset and pause The meeting timer is shown if there was a meeting timer specified for the current meeting Similar functions are available 11 2 2 Microphone list On the left hand side of the Operator Application screen the second tab item will switch to the microphone list view Groups Description FirstName Names Group 42 Group 44 ArstName Name Group 43 ArstName4 Name4 Group 42 Arstnamei Namel Group 41 Chairman FirstName3 Name Group 42 Figure 11 12 Operator Appl
149. vated the delegates have the possibility to correct their vote during the entire vote session If deactivated the voting keys are blocked after the voter cast his vote No changes possible e Vote indication here you can specify in some of the options mentioned above if there should be an indication THAT a delegate has voted as opposed to WHAT he voted o Operator voting indication select this option if the Operator Applications should show an indication gray border that a delegate has voted o Signage voting indication select this option if the Signage Applications should show an indication gray border that a delegate has voted o Vote panel select here what the vote panel should show after the delegate has cast his vote Televic Conference Systems 2012 10 29 87 Installation and User Manual No vote indication There is no indication that the delegate has voted This means the voting LEDs keep flashing and there is no visual feedback to the delegate that his vote has been registered On the other hand his neighbor also has no indication if the delegate has voted Vote indication There is an indication that the delegate has voted All the voting LEDs light up instead of flashing The real vote choice is not shown Real vote choice The voting LED with the real vote choice is highlighted The delegate can see what he has voted but his neighbor too 10 7 3 3 Timer Enable agenda item timer Here you can enable the age
150. viewing tool outside the meeting room Start Signage Application Figure 10 22 Tools 10 4 4Settings Televic Conference Systems 2012 10 29 77 Installation and User Manual For General Settings see Section 8 2 The figure below shows the additional settings available in the Meeting Manager They specify if a message should be shown when a delegate is successfully read from or written to a badge o x Home Synoptic Delegate identification A 17 10 7012 14 14 45 EA New meeting General Settings Existing meetings Language English Great Britain Tools Remember Server D Yes SN Room isthe default Room Server Settings show Message Show message on the successful reading of a delegate from a badge Show message on the successful writing of a delegate to a badge Figure 10 23 Settings 10 5 Home tab and ribbon This is the main view of the Meeting Manager It is shown by default if starting the Meeting Manager alternatively it can be reached by clicking the Home tab at the top of the screen The figure below shows the home screen Televic Conference Systems 2012 10 29 78 Installation and User Manual D x OVS ESEN A e a Save Save Meeting Load Save Database template management Database Offline Delegates Bees weesen General Date of the meeting Meeting Title New meeting 04 10 2012 From 04 10 2012 Delegates list Until 04 10 2012 O Agenda T Description imer mode Enable m
151. y a photograph or a graphic representation plan diagram of the conference room Here the nodes can be placed to indicate the physical position of the microphones in the room For actions concerning this background see 9 2 4 Televic Conference Systems 2012 10 29 50 Installation and User Manual Figure 9 6 Sample synoptic 9 1 4 Locking of the room The Room Configurator locks the room it is editing for as long as it is active This means that e No other user has access to the Room Configurator Only one user can edit the room at the same time e No CoCon Operator Application has access to the room no meetings can take place as long as the room is being edited This is because the room is in the process of being configured and it is not allowed to have a meeting here Note that if the Room Configurator does not close properly the room remains in the locked state and any new instances of the Room Configurator would not have access to the room It suffices to restart the Room Configurator to remove this lock 9 2 Home ribbon This is the ribbon you see when Home is highlighted Televic Conference Systems 2012 10 29 51 Installation and User Manual Detect units Synoptic nodes Assign units Page width 0454 E Show grie 6 Keep Aspect Image width 0454 La Position left 0000 Page height 0371 Deen ZE Center Image height 0385 T Position top 0000 sa Grid size O50 WM Fill Background color Page Grid Bac
152. you to change the database using the steps described in the previous sections Room server database The room server needs a database to store its data This room server operates with the following database instance LOCALHOST TELEVIC Change database advanced Figure 7 12 Database setup OK 7 1 3 Room selection 7 1 3 1 Room selection This screen contains the room selection Here you can create a new room or connect to an existing room In the upper right hand corner of this window the effects of the action you choose are shown e To create a new room fill in name and an optional description in the fields at the top e f you want to take over an existing room select any of the room names under Take over an existing room Be aware that these rooms are already assigned to another server If you select this the current room server will take over the control of the room from the other server e Take control of an unassigned room By selecting any of the names here you can control an orphaned room where no CoCon room server is associated with it and assign it to this server Televic Conference Systems 2012 10 29 33 Installation and User Manual Room selection The room server application represents a room Specify a name and description for this room Name Anew room will be created and assigned to this room Desonpton server Al Select an exiting room from the database instance lake over an evtztm

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