User Manual - ClickMeeting
Contents
1. Ca ClickMeeting ClickMeeting for Salesforce User Manual salesforce Q ClickMeeting ClickMeeting for Salesforce User Manual Table of Contents IU OCC ig N E E EA EE E A 2 AMN Manua hesen E E A E E E E A A 3 installation Package orcs cdecce sae cecg esac ccnece ee einer EN ENN ENESE EEEE ESS 3 Installing and Configuring the Applicationn cccccccssssssccccccssssssecccceessseeeceeeeaseees 4 SVARENE EVENTS FS SE EEN ES EEG E A ere 5 Access to Historical Data W MW W ssssssseeeeeeessssssssseseeessssnsseeeeesssnsnsseeeeesssssnsses sees sens s sees 6 User TATA eiiean E goes esas E E A E E EEE AEE 7 NOW ONG cea E E E T EE A E 7 N ANENE OS es E EE T 9 EGUNO EVENTS u orar E EA EEEE E EAE EA EEEE E A EO 12 JOMINI aM EV M aeee E EEE E AE EEEE E 14 Browsing Historical Events sssccccsssssccccssssscccccssseccccessseccccesssecccesseccceeesseceeeanses 14 Red NaO iE ac co cenectireeeae as acecealaitcseuexues seeacueateseeseracecesnanessusenececsseasesseresere s 15 Browsing Polls Chats Documents and Recordings ccccssssccccsssseccccssssececeeeees 19 eae ISU STE os oversee saree ae sae E a de vareassan coceen san cas seesteos E EE E 21 www clickmeeting com 1 Q ClickMeeting ClickMeeting for Salesforce User Manual Introduction ClickMeeting for Salesforce is an application that enables you to use Salesforce to schedule import and manage ClickMeeting events It is available2. Click Meeting API Endpoint Active Syncing Events There are two ways to sync meetings between ClickMeeting and Salesforce Bulk synchronization Runs automatically every 15 30 or 60 minutes depending on the Sync Frequency chosen by System Administrator Manual synchronization Due to API calls limitations an automatically synced meeting can be synced for the second time after 12 hours Sync any particular meeting manually using the Import data now button at the top of the detail page of each meeting www clickmeeting com d Q ClickMeeting ClickMeeting for Salesforce User Manual ClickMeeting Q NewMeeting Back to List ClickMeeting Invitations 0 Poll Statistics 10 Chathistoryjoj Files oj ClickMeeting Detail Edit Join meeting now Assign To Me Room Name NewMeeting ClickMeeting Id 489862 Meetings scheduled and edited in Salesforce sync with ClickMeeting automatically on a regular basis Access to Historical Data To get access to past ClickMeeting webinars and meetings users can schedule download jobs to synchronize data between Salesforce and ClickMeeting Go to the ClickMeetingAdmin tab and choose a Synchronization Start Date Users with Creator or Viewer permission can see all downloaded records but can t edit them To edit an active record a user must be the record owner A user with ClickMeetingCreator permission can click the Assign to me button to change a record s ownership Click
3. Mania Available Avi Green lt agreen uog com gt Contact Contact Rose Gonzalez lt rose edge com gt Tom Blue lt th tb com gt www clickmeeting com Q ClickMeeting ClickMeeting for Salesforce User Manual After you click Send Invitations your guests will appear on the detail page of your event in the Invitations section You can also add attendees directly from their Lead or Contact page Go to the Contact or Lead tab choose the Contact or Lead you want to invite and click the Invite to ClickMeeting button dm Contact Tom Blue Back to List Contacts ClickMeeting 0 Open Activities jo Activity History g Notes amp Attach Contact Owner Name Tom Blue Title Department Birthdate Reports To View Org Chart Lead Source Mailing Address Languages Created By Description Edit l Invite To ClickMeeting On the next screen select the role and event for your attendee and click Create Invitation Your guests will appear in the Invitations section Invite to Q ClickMeeting Select T BEES SEES ERE Select Room Name MyFirstMeeting Start Date 2015 07 24 13 40 00 Create Invitation www clickmeeting com 11 Q ClickMeeting ClickMeeting for Salesforce User Manual Note The Active ClickMeetings drop down list contains only ongoing events and events with a future Start Date If you don t see a particular event on the list the event date has passed o
4. Event Join an event as a host by clicking the Join Meeting Now button on the meeting detail page To use the Join Meeting Now button immediately after creating the meeting refresh the page or click the Import data now button ClickMeeting Q NewMeeting Back to List ClickMeeting Invitations 0 Poll Statistics 0 Chathistoryjg Files oj ClickMeeting Detail Edit Import data now Assign To Me Room Name NewMeeting ClickMeeting Id 489862 v Room details Start Date gt 04 08 2015 13 30 End Date 04 08 2015 14 30 Duration 1h 0m Guests can join an event by clicking the URL provided in the invitation email Browsing Historical Events For access to past ClickMeeting webinars and meetings your system administrator must synchronize data between Salesforce and ClickMeeting Users assigned as Creators or Viewers can view all records but not edit them Only the owner of an active record can edit it If you are an assigned ClickMeetingCreator you can use the Assign To Me button to change the ownership of a record you own ClickMeeting Q NewMeeting Back to List ClickMeeting Invitations 0 Poll Statistics 0 Chat history Files joj ClickMeeting Detail Edit Import data now Join meeting now Assign To Me Room Name NewMeeting ClickMeeting Id 489862 www clickmeeting com 14 Q ClickMeeting ClickMeeting for Salesforce User Manual Registration The ClickMeeting for Salesforce app
5. at the Salesforce AppExchange With ClickMeeting for Salesforce you can e Import ClickMeeting events documents and recordings and view related data using Salesforce e Use your Salesforce account to schedule and start ClickMeeting events and browse event related data and files such as attendance polls statistics documents and recordings e Invite Salesforce Leads and Contacts to ClickMeeting events www clickmeeting com 2 Q ClickMeeting ClickMeeting for Salesforce User Manual Admin Manual Installation Package ClickMeeting app After installing the ClickMeeting package your Salesforce account will have access to the ClickMeeting app If you select the app from the drop down list at the top right corner your Tab bar will include a ClickMeeting Tab If you are an assigned ClickMeeting Administrator your Tab bar will include a ClickMeetingAdmin tab Administrator Te Predefined permission sets The installation package includes three predefined permission sets that the System Administrator can assign to users ClickMeeting Viewer Users with read only permission can view ClickMeeting events created in a department or work group ClickMeeting Creator Hosts and presenters can create ClickMeeting events view events created in his or her organization and edit them when assigned as owner ClickMeeting Administrator An Administrator has all the rights of a ClickMeeting Creator plus access to the
6. enables users to browse data provided by participants during meeting registration When a Participant or Presenter enters data during registration the app matches the email address to an existing Lead or Contact and binds new data to the existing record If the email address does not match an existing record the app adds the email address as a new Lead If meeting registration is not enabled participants provide name and email address if an email address does not exist as a Lead or Contact a new Lead is created and fields such as Last Name Company and Lead Source are filled in with the ClickMeeting value First Name is filled in using registration data e if an email address exists as a Lead or Contact Salesforce data is not modified Registration data goes into a separate field called Login If meeting registration is enabled participants provide their first name last name email address and optionally other fields if an email address does not exist as a Lead or Contact a new Lead is created and fields such as First Name and Last Name are filled in using registration data Company and Lead Source are filled in with the ClickMeeting value if an email address exists as a Lead or Contact data stored in Salesforce is not modified Registration data goes into separate fields called Login and Registration To display data gathered during a specific registration www clickmeeting com 15 Q ClickMeeting Cl
7. the start date will synchronize with ClickMeeting for Salesforce Synchronization Frequency Choose the estimated number of API calls this app will use daily depending on the number of rooms used Synchronization Content Owner Define default owner of ClickMeeting records created in Salesforce Schedule synchronization Click the Create jobs button to start synchronization Connection Status View the status of your connection Test Connection Use the Ping button to test your connection Assign permission sets to users www clickmeeting com 4 Q ClickMeeting ClickMeeting for Salesforce User Manual Add ClickMeeting buttons and related lists to page layouts for Contacts and Leads or assign ClickMeeting Sample Layouts to user profiles e To ensure accurate layout appearance go to Setup gt gt Translation Workbench gt gt Translation Settings and click to enable the Translation Workbench currently available in English only Note If your connection fails check the Endpoint URL and API Key Go to Setup gt gt Security Controls gt gt Remote Site Settings to verify that ClickMeeting Remote Site URL appears as a site your organization can invoke from Salesforce To add a ClickMeeting remote site click New Remote Site fill in required fields mark the Active checkbox and click Save Remote Site Name ClickMeetingApi Remote Site URL https api clickmeeting com Disable Protocol Security i Description
8. ClickMeetingAdmin tab for configuring the app Profile settings An Administrator can install predefined profiles and grant permission to profiles from a predefined ClickMeeting profile ClickMeeting buttons Use the Page Layout Editor to add an Invite to Meeting button to the preview pane The button sends meeting invitations to Salesforce Contacts and Leads www clickmeeting com 3 Q ClickMeeting ClickMeeting for Salesforce User Manual ClickMeeting Sample Layouts Layouts for Contacts and Leads include fields that display data related to the user s Chat and Poll Answers Note To customize page layouts click Edit Layout Drag and drop lists and buttons from the palette to the preview pane Installing and Configuring the Application Download app from the AppExchange and install it in your organization s Salesforce account Assign the ClickMeeting Administrator permission set to yourself for access to the ClickMeetingAdmin tab Go to ClickMeetingAdmin tab to view and download the Application Manual Fill in requested data on the Configuration Page O Endpoint URL Define the URL where service is available Default is version 1 of ClickMeeting API ClickMeeting API Key Enter unique identifier generated by ClickMeeting Learn more at http dev clickmeeting com api doc Invitation Language Choose a language for your invitations Synchronization Start Date All ClickMeeting events created on or after
9. Meeting Q NewMeeting Back to List ClickMeeting Invitations 0 Poll Statistics 0 Chat historyi0 Files joj ClickMeeting Detail Edit Import data now Join meeting now Assign To Me Room Name NewMeeting ClickMeeting Id 489862 www clickmeeting com 6 Q ClickMeeting ClickMeeting for Salesforce User Manual User Manual New Event To create a new event go to the ClickMeeting tab and click the New button or Create New drop down y i 15 salesforce mm Sur Contacts P Search clickMeeting Search All v Q Home ig A Gol View All v Go Clone Create New View Limit to items own Advanced Search Recent ClickMeeting C No recent records Click Go or select a view from the dropdown to display records r d Creator Testow g Recycle Bin A screen will appear containing the following fields Room Name Choose a name for your room Room URL Enter the suffix of the URL redirect to your room The field fills in dynamically with the name of the room which you can edit Access Type You can create meetings that are Open to all Password protected or Token protected Use the drop down list to define the access type If you select Password an additional field appears where you can set a password to your room The password will be sent to guests in the invitation email Start Date Use the calendar to set the date of your meeting The default date is one hour later tha
10. dees go to the Invitations section on the event detail page Invitations Invite People No records to display e Click the Invite People button to view two multi picklists one for Participants and one for Presenters By default all Contacts and Leads appear in the Available section of both picklists e Inthe Participants section select Leads and Contacts you want to invite as participants e To view contacts assigned to a specific account set the drop down to Account Then type the account name or a snippet and click the Search button e Optionally use the Search field to find specific first names last names or email addresses e Use the Add button to move contacts to the Selected side Use the Available button to move Selected names back to the Available side Participants Search Account for Edge Available Contact Sean Forbes lt sean edge com gt Contact Rose Gonzalez lt rose edge com Selected 4 Available To select Presenters go to the Presenters area and use the same procedure as above www clickmeeting com 9 ClickMeeting for Salesforce User Manual ClickMeeting When you are happy with the lists of Selected Participants and Presenters click the Send Invitations button Caution You cannot un invite people they will receive email invitations immediately after you click the Send Invitations button e New Invitation Invite presenters and participants Cancel Send Invitati
11. g Attendee RSR 0007984 Back to List Contacts Attendee Detail Attendee Number v Attendee and his role Contact attendee Lead attendee Role w Session details Joined Registration www clickmeeting com 18 RSR 0007984 Tom Blue Attendee 28 07 2015 15 29 28 07 2015 15 31 First Name Tom Last Name Blue Email Address mytestuser Additional Field Additional description ClickMeeting for Salesforce User Manual Customize Pagg Poll Answers 1 RoomSession NewMeeting Attendee Tom Blue Contact Email Person was on meeting va InvitationSent Login Tom Blue Attendee Id 3597 806 Q ClickMeeting ClickMeeting for Salesforce User Manual Browsing Polls Chats Documents and Recordings After your meeting or webinar the event detail page displays data such as total visitors peak visitors poll statistics chats files and recordings The Invitation section displays guest activity present or absent role login arrival and departure times and duration of their visit Invitations Invite People Action Person was on meeting Attendee Email Tom Blue Contact mytestuser Adam Brown Contact mytestuser Ann Green Contact mytestuser Role Duration Attendee Number Attendee No data yet RSR 0005297 Attendee No data yet RSR 0005303 Attendee MyName 22 07 2015 13 50 22 07 2015 13 56 6m RSR 0005304 The Poll Statistics section displays links to survey results and attendee answer
12. ickMeeting for Salesforce User Manual Go to the Contacts or Leads tab Brei sy Contacts Leads ClickMeeting Q Home View All Fr Gol Clone Create New View to items own Recent ClickMeeting No recent records Click Go or select a view from the dropdown to display records Select a Contact or Lead elc Leads a Contacts j Home View All Contacts Go Clone Create New View Recent Contacts Name Blue Tom Black Tom Go to the ClickMeeting section of the Contact profile and click a meeting to display www clickmeeting com 16 Q ClickMeeting ClickMeeting for Salesforce User Manual pm Contact j Tom Blue Back to List Contacts ClickMeeting 1 Chat 1 Poll Answers 1 Open Activities 01 Contact Detail Edit Invite To ClickMeeting Contact Owner Name Jom Blue Title Department Birthdate Reports To View Org Chart Lead Source Mailing Address Languages Created By Description Edit Invite To ClickMeeting ClickMeeting Action RoomsSession Joined NewMeeting 28 07 2015 15 29 In the invitation section click the Attendee Number of the Contact or Lead Invite People Invitations Help Email Role Login Joined Left Duration Attendee Number tb tb com Attendee MyName 22 07 2015 12 50 22 07 2015 12 56 6m RSR 0000122 Registration data appears on the Attendee detail screen in registration and login fields www clickmeeting com 17 ClickMeetin
13. n the current date but you can choose any date www clickmeeting com 7 Q ClickMeeting ClickMeeting for Salesforce User Manual e Duration Enter the estimated duration of your meeting The system defaults to 5 minute minimum and 3 hour maximum but the meeting can be as long as you wish e Room Type Choose Meeting or Webinar e Waiting Room Enabled Check the box to enable the waiting room e Agenda If the Waiting Room is enabled you may add an event agenda to display in the Waiting Room e Registration Enabled Check the box to enable event registration Q ClickMeeting Es Cancel Room Name NewMeeting Start Date 2 29 07 2015 12 40 28 07 2015 12 41 Room URL https username clickmeeting com NewMeeting ene 01 h 20 m Access Type Open m Room Type Meeting v v Waiting room Waiting room enabled Agenda v Registration Registration enabled After filling in all necessary fields click Save A screen with event details will appear The event will appear in your calendar on the Home tab if your Salesforce license includes access to the calendar and when you log into your ClickMeeting account Calendar Calendar Hap Today 31 07 2015 duly 2015 14 15 14505 Cee peting MewMesling Men Tue Wed Thu Fri Sat Sun g1 fo Mm OS Of 1 11 t 5 if 17 18 18 24 24 28 28 www clickmeeting com 8 Q ClickMeeting ClickMeeting for Salesforce User Manual Inviting Attendees To invite atten
14. nswers Action Room Session Poll Tithe Question Edit Del NewMeeting Poll 1 Question 17 www clickmeeting com 20 Q ClickMeeting ClickMeeting for Salesforce User Manual Getting Help If you have questions or need advice our Customer Success Team is always glad to help Visit the ClickMeeting Contact page to reach us by email phone or chat www clickmeeting com 21
15. ons Participants Search Lead 7 Lead Available TON JaMesWOeipnl cnemicas com gt amela Owenby lt pam_owenby hendricksontradi Norm May lt norm_may greenwich net gt Pat Stumuller lt pat pyramid net gt Andy Young lt a_young dickenson com gt ClickMeeting ClickMeeting lt katarzyna sz2612 g Kristen Akin lt kakin athenahome com gt David Monaco lt david blues com gt Carolyn Crenshaw lt carolync aceis com gt Jack Rogers lt jrogers btca com gt Bill Dadio Jr lt bill_ dadio zenith com gt Eugena Luce lt eluce pacificretail com gt Sandra Eberhard lt sandra_e highland net gt Betty Bair lt bblairn abankingco com gt for Selected Pe Lead Shelly Brownell lt shellyb westerntelecom com gt ead Lead Lead Lead Lead Lead Lead Lead Lead Lead Lead Lead Lead ra m m Available s s sd sn Presenters search Contact for Contact Contact Contact Contact Contact Contact Contact Contact Contact Contact Contact Contact John Bond lt bond_john grandhotels com gt Stella Pavlova lt spavlova uog com gt Lauren Boyle lt lboyle uog com gt Babara Levy lt b levy expressl amp t net gt Josh Davis lt j davis expressl amp t net gt Jane Grey lt jane_gray uoa_edu gt Arthur Song lt asongi uog com gt Ashley James lt ajames uog com gt Tom Ripley lt tripley uog com gt Liz D Cruz lt Idcruz uog com gt Edna Frank lt efrank genepoint com gt Add
16. r the user has already been invited to the event Editing Events To change the details of your event go to the ClickMeeting tab and select an event to edit On the event detail page click the Edit button ClickMeeting Q NewMeeting Back to List ClickMeeting Invitations 0 Poll Statistics 10 Chat historyio Files joj ClickMeeting Detail Import data now Join meeting now Assign To Me Room Name NewMeeting ClickMeeting Id 489862 v Room details Start Date gt 04 08 2015 13 30 End Date 04 08 2015 14 30 Duration gt 1h 0m Enter the changes and click Save If you decide to reschedule the event change its name or change the access type to password or token attendees will receive a new invitation with new event details If you edit the meeting using ClickMeeting and want to see the changes in Salesforce you can wait for automatic sync or update the event manually by clicking the Import data now button ClickMeeting i Q NewMeeting Back to List ClickMeeting Invitations 0 Poll Statistics 0 Chathistoryjo Files jo ClickMeeting Detail Edit Join meeting now Assign To Me Room Name NewMeeting ClickMeeting Id 489862 w Room details Start Date 04 08 2015 13 30 End Date 04 08 2015 14 30 Duration 1h Om www clickmeeting com 12 Q ClickMeeting ClickMeeting for Salesforce User Manual www clickmeeting com ie Q ClickMeeting ClickMeeting for Salesforce User Manual Joining an
17. s to questions Poll Statistics Action Poll Title Poll Answer Poll Answer Number Attendee Question Answer Poll 1 PA 00002090 Ann Green Contact Question 1 Answer 2 The Chat History section displays the chat stream of each ClickMeeting event Chat history Action Time Stamp Chat content 26 07 2015 15 30 eeting Cli geti ea Lorem ipsum dolor sitamet cons 26 07 2015 15 30 ickMeeting Cli eet ea Suspendisse ac aliquam leo Na 28 07 2015 15 30 om Blue Contact Ut condimentum elementum juste www clickmeeting com 19 Q ClickMeeting ClickMeeting for Salesforce User Manual The Files section displays links to recordings captured and documents attached during the meeting To download a file click the Document Name When the detail screen appears click the URL Files Action Document Name DocumentT ype 482023 RECORDING 1 Recording From a Contact or Lead Profile browse meeting data such as meetings chats and poll answers Contact Detail Edit Invite To ClickMeeting Contact Owner Name Tom Blue Account Name Title Department Birthdate Reports To Lead Source Mailing Address Languages Created By Description Edit Invite To ClickMeeting ClickMeeting Action Room Session Duration Joined Edit Del NewMeeting 2m 28 07 2015 15 29 Chat Action Room Session Time Stamp Chat content Edit Del NewMeeting 28 07 2015 15 30 Ut condimentum elementum justo ac posuere diam laoreet sit amet Maecenas q Poll A
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