•
If you are not entering your default conference, enter the
moderator code in the Enter a participant code or
moderator code box, and click Enter conference.
Use the same moderator code to log in to the audio conference
and Collaboration Agent.
2. (Optional) Select your endpoint in the Identify my phone
window.
Avaya Aura® Conferencing
Collaboration Agent Quick
Reference
Logging in
Logging in to Avaya Aura® Conferencing
Collaboration Agent
You must log in to Collaboration Agent before you can log in to a
Collaboration Agent conference as:
• The moderator
• The operator
• A participant or presenter
Procedure
1. Using your web browser, go to Collaboration Agent address
provided by your System Administrator.
For example, https://<IP address or server
name>/aacpa, where <IP address or server
name> is the logical IP address or fully-qualified domain name
of the server running Collaboration Agent.
2. In the Avaya Aura® Conferencing Collaboration Agent window,
select Enter meeting as a member.
3. Enter your user name in the Username box.
4. Enter your password in the Password box.
5. (Optional) Check Remember Me to retain your login settings.
6. Click Login.
Logging in to a conference as moderator
You must have logged in to Collaboration Agent.
You must have an account on the Avaya Aura® Conferencing
system. If you do not have an account on the system, you can log
into the conference as a guest. See Logging in to a conference as
a guest on page 1.
Note:
You can only log in to Avaya Collaboration Agent for a specific
conference using one communication address.
Note:
You can log into a conference with either Avaya Flare® Experience
or Avaya Collaboration Agent. Avaya Aura® Conferencing does not
support logging into a conference with both Avaya Flare®
Experience and Avaya Collaboration Agent.
Procedure
1. Perform one of the following steps:
• If you are entering your default conference, click
Conference.
•
If the audio conference has started, the Conference tab
opens.
• If the audio conference not has started, the
message ”Waiting for conference to start” appears until the
conference starts.
2. (Optional) Select your endpoint in the Identify my phone
window.
The association feature is not available in event conferences.
The association feature is not available in event conferences.
The association feature is not available for Flare endpoints..
The association feature is not available for Flare endpoints..
If your endpoint and Collaboration Agent account are
automatically associated, then theIdentify my phone window
does not open.
3. (Optional) Click OK.
4. (Optional) Click Remember the number to permanently
associate your endpoint with your Collaboration Agent account.
The Collaboration Agent window opens in Moderator View.
If the audio conference has not started, you can start a standalone
Web Collaboration session, or access the Default Settings and
Information panels.
If your endpoint and Collaboration Agent account are
automatically associated, then theIdentify my phone window
does not open.
3. (Optional) Click OK.
4. (Optional) Click Remember the number to permanently
associate your endpoint with your Collaboration Agent account.
When the conference starts, the Collaboration Agent window opens
in Participant View.
Note:
If you are promoted to moderator before you log in to Collaboration
Agent, you enter as a moderator on the audio bridge but as a
participant to Collaboration Agent
Note:
You can start Web Collaboration if you log in using moderator or are
promoted to moderator.
Note:
Only the first user who logs in using the moderator user name and
password enters the conference as moderator. Subsequent users
who log in with moderator credentials enter as participants.
Logging in to a conference as a
participant or presenter
You must have logged in to Collaboration Agent.
You must have an account on the Avaya Aura® Conferencing
system. If you do not have an account on the system, you can log
into the conference as a guest. See Logging in to a conference as
a guest on page 1.
Note:
If you want to log in to more than one conference, use a different
browser application for each conference.
Note:
You can log into a conference with either Avaya Flare® Experience
or Avaya Collaboration Agent. Avaya Aura® Conferencing does not
support logging into a conference with both Avaya Flare®
Experience and Avaya Collaboration Agent.
Procedure
1. (Optional) Enter the participant code or presenter code in the
Enter a participant code or moderator code box, and click
Enter conference.
Use the same participant code or presenter code to log in to the
audio conference and Collaboration Agent
•
If the Standalone Web Conference has started, the ”Waiting
for conference to start” does not appear, even though there
is no audio bridge.
Note:
If you log in to an Event Conference using a presenter code, the
presenter icon appears next to your name in the Participant List
when Web Collaboration starts.
If you have a permanent association for the conference, you have a
single combined entry in the roster.
Logging in to a conference as a guest
Note:
If you want to log in to more than one conference, use a different
browser application for each conference.
Procedure
1. Using your web browser, go to the Collaboration Agent address
provided by your System Administrator. (For example,
https://<IP address or server name>/aacpa,
where <IP address or server name> is the logical IP
address or fully-qualified domain name of the server running
Collaboration Agent.)
2. In the Avaya Aura® Conferencing Collaboration Agent window,
select Enter meeting as a guest.
3. Enter the name you want displayed in the conference in the
Display name box. (The information you enter here appears in
the Participant List.)
You must enter a display name, which is the name that appears
in the roster. The name must be between 2 and 31 characters
in length.
4. (Optional) Enter your telephone number in the Telephone box.
The phone number should be seven to 15 digits long with
optional separators (space “ “, period “,”, dash “-”, or
parentheses “(“ “)”) and an optional leading plus “+” sign. For
example, +1 (555) 555–2234.
5. Click Login.
6. Enter the participant code of the conference you want to join,
and click Enter conference.
• If the Standalone Web Conference has started, the ”Waiting
for conference to start” does not appear, even though there
is no audio bridge.
• If the audio conference has started, the Conference tab
opens.
•
If the audio conference not has started, the
message ”Waiting for conference to start” appears until the
conference starts.
7. (Optional) Select your endpoint in the Identify my phone
window.
The association feature is not available in event conferences.
The association feature is not available for Flare endpoints..
If your endpoint and Collaboration Agent account are
automatically associated, then theIdentify my phone window
does not open.
8. (Optional) Click OK.
Web Collaboration adds the minute with the type, your name
and a time stamp. Other participants in the conference see the
number of unread minutes .
Raising and lowering your hand
Procedure
1. Either
• Select your Collaboration Agententry in the participant list.
• Click
, or
•
Right click your entry in the Participants list
2. Click
Raise Hand.
Audio-only participants must use the dialpad commands.
Participating
The Raise Hand symbol appears next to your name in the
Participants list.
Muting and unmuting your audio
Procedure
In the Collaboration Agent window, click
Mute.
You can only mute and unmute your own audio.
When your associated endpoint is muted, the
Mute button
turns blue, and the mute icon appears next to your name in the
Participants list.
3. To lower your hand, click
and then click
Raise Hand.
The Raise Hand symbol next to your name in the Participants
list disappears.
Moderating
Silencing and unsilencing specific
participants
Muting media
You must be the moderator or the operator in Collaboration Agent.
Procedure
Either:
• Click
Procedure
1. In the Participant list, click on the panel of each participant you
want to mute. If you want to select all of the participants, click
•
, and select
Mute Media, or
Right click on your entry in the Participants list, and select
Mute Media.
The Mute Audio and Pause Video icons appear next to your
entry in the Participants list.
Sending a message
Procedure
1. Click Start Web Collaboration.
2. Open the Message window.
3. Enter the message in the space at the bottom of the Messages
window.
4. Click Send.
• The message pops up briefly. Participants can click on the
pop-up to open the message or open the Messages
window.
• The message appears in the list with your name and the
time you sent the message. Other participants in the
conference see an updated number of unread messages.
Adding minutes
Procedure
1. Click Start Web Collaboration.
2. Open the Minutes window by clicking Minutes.
3. Enter the text you wish to add.
4. Select the Minute type.
5. To make the note invisible to other conference participants,
check the Personal box.
Personal minutes, except from the moderator, do not appear in
meeting reports.
6. Click Add.
.
The selected participant panels turn blue.
2. To silence the participants::
• Click
, and select
Silence, or
• Right click on a selected participant, and select
Silence.
When a participant is silenced, the Mute icon appears on the
participant's panel in Participants list.
3. To unsilence the participants::
• Click
, and select
Silence, or
• Right click on a selected participant, and select
Silence.
When a participant is unsilenced, the Mute icon on the
participant's panel in Participants list disappears.
Muting media of participants
You must be the moderator or the operator in Collaboration Agent.
Procedure
1. In the Participant list, click on the panel of each participant you
want to mute. If you want to select all of the participants, click
.
The selected participant panels turn blue.
2. Perform one of the following steps:
• Click
, and select
Mute Media.
•
Right click on the selected participants, and select
Mute Media.
When a participant is muted, the Mute and Pause Video icons
appear on the participant's panel in Participants list.
Dropping a participant
You must be the moderator or the operator in Collaboration Agent.
Procedure
1. In the Participant list, click on the panel of each participant you
want to drop. If you want to select all of the participants, click
.
The selected participant panels turn blue.
2. Perform one of the following steps:
• Click
, and select
Drop from Call.
•
Right click on a selected participant, and select
Drop
from Call.
All the endpoints associated with the selected participants drop from
the conference and the Connected and Dropped buttons show
updated numbers. If the endpoint and Collaboration Agent login are
associated, both log-ins are dropped,
Adding a participant to a conference
You must be the moderator or the operator in Collaboration Agent.
Procedure
1. In the Collaboration Agent window, click Add Participants.
2. If you want to call a telephone number:
a) Using the dialpad in the Add Participants panel, enter the
telephone number of the participant you want to add to the
conference. If you do not see the dialpad, click
bottom of the Add Participants panel.
at the
b) Click
.
3. If you want to call a SIP URI:
a) In the text box provided in the Add Participants panel, enter
the SIP URI of the participant you want to add to the
conference. If you do not see the SIP screen in the Add
Participants panel, click the SIP button at the bottom of the
Add Participants panel.
b) Click
.
If the invitee accepts the invitation at the prompt, that person
appears in the Participants list.
Assigning and unassigning presenter
capabilities to a participant
You must be the moderator or the operator in Collaboration Agent.
By default, only the moderator can present content to the
participants on a conference. Use this procedure to promote another
participant to a presenter so that participant can share documents,
applications or a whiteboard.
Procedure
1. Click Start Web Collaboration.
2. In the Participant list, click on the panel of the appropriate
participant.
The selected participant panels turn blue.
3. To assign presenter capabilities:
• Click
and select
Promote to Presenter, or
•
Right click on the selected participant, and select
Promote to Presenter.
When a participant becomes a presenter, the presenter symbol
appears on the participant's panel in Participants list.
4. To unassign presenter capabilities:
• Click
and select
Promote to Presenter, or
•
Right click on the selected participant, and select
Promote to Presenter.
When a participant is no longer a presenter, the presenter
symbol disappears on the participant's panel in Participants list
and the web collaboration session ends.
Using dialpad commands during a
conference
The following dialpad commands are available to the moderator and
participants
Name
Description
Keys
List available keys
**
Dial out to operator
*0
Toggle both audio and
video
Applies to you only.
*6
Toggle audio
Applies to you only.
*61
Toggle media
Applies to you only.
*62
Count participants
Counts the number of
active participants in the
audio conference.
*#
Name
Description
Keys
Toggle media
mute all
Turns video for all participants on
or off
*82
Toggle mute all
Silences all participants on the
call (both audio and video).
Participants can unmute
themselves.
*96
Allow
conference to
continue after
moderator
leaves.
•
*98
End
conference
•
Continuation off:
The conference ends within a
predetermined time after the
last moderator leaves.
Continuation On:
The conference does not end
when the last moderator
leaves.
After you press ##, you hear a
prompt: “Press 1 to confirm that
you want the conference to end
immediately”.If you press 1, the
conference ends.
Name
Description
##
Keys
Raise hand
*41
Description
Keys
Lower hand
*42
Dial out to add
user to the
conference
Dial out to a participant via
telephone.
*1
Set Moderator
Toggle entry/
exit tones
•
Entry tones off:
The moderator and
participants do not hear a
tone when someone joins or
leaves the conference
Entry tones on:
The moderator and
participants hear a tone when
someone joins or leaves the
conference.
*4
Toggle lecture
mode
In Lecture Mode, audio is muted
for all the participants except the
moderator.
*5
Toggle lock
conference
•
*7
•
•
Toggle audio
mute all
Conference locked:
When the conference is
locked, participants cannot
join the audio conference or
log in to Collaboration Agent.
Conference unlocked:
When the conference is
unlocked, participants can
join the audio conference and
log in to Collaboration Agent.
Silences or unsilences all
participants on the call.
*51
Sharing
Uploading documents
Procedure
1. Open your document library.
• In the conference log-in screen: click Library
• In Web Collaboration: click My Library.
2. Click Upload.
3. Choose the file you want to upload in the Select file to
upload window.
4. Click Open.
Sharing a document
If you want to share documents from the library, you must upload
the documents into “My Library” before you can share them.
*81
Browsing a presentation as a participant
Procedure
1. Click Browse at the top of the Web Collaboration window.
The browsing window opens.
views of the document.
• Navigate the document using the arrow keys.
3. To close the window, click Close.
The presentation resumes at the current page, and continues
with the presenter.
Sharing the screen
Name
To set a moderator when none is
present.
The participant enters the
moderator code and then the #
sign to become the moderator.
If you want to share the document from a specific page or slide,
click Preview and navigate to the page or slide.
6. Click Share.
The document sharing workspace opens.
You may now page forward or backward through the document.
2. While the document is open:
• Click
to toggle between full screen and normal-sized
The following dialpad commands are only available to participants.
The following dialpad commands are only available to the
moderator.
• Documents.
• Pictures.
5. Select the document.
Procedure
1. Click Start Web Collaboration.
2. Click Begin Sharing, or Sharing.
3. Select Document from library.
The My Library window opens.
4. Choose the document type by clicking one of the tabs:
• Presentations.
You must enable pop-up windows in your browser to share a screen.
Procedure
1. Click Start Web Collaboration.
2. Click Begin Sharing, or Sharing.
3. Click:
• Entire screen to share the whole screen.
• Portion of screen To share the part of the screen.
4. Click Screen.
The screen sharing interface opens.
Important:
An additional browser window opens which is required for
sharing. Do not close this window.
5. To change the portion of the screen you are sharing, move and
resize the rectangle.
Sharing Applications
You must enable pop-up windows in your browser to share an
application.
Procedure
1. Click Start Web Collaboration.
2. Click Begin Sharing, or Sharing.
3. Click Application Window.
The application sharing interface opens.
Important:
An additional browser window opens which is required for
sharing. Do not close this window.
4. Select the application from the list.
5. To share:
• Only the application window, select: Share only the
application window.
• The application window any windows or dialog boxes that
overlap the application window, select: Share region of
application window.
If you do not select these options, participants and guests can
see all open applications on your desktop that are not hidden by
the shared application.
6. Click:
• Share to share the application.
• Cancel to cancel the sharing.
• Refresh to update the list of applications.
Sharing a whiteboard
Procedure
1. Click Start Web Collaboration.
2. Click Begin Sharing, or Sharing.
3. Select Whiteboard.
A virtual whiteboard opens. There is a variety of tools you can use
to create, delete and annotate white boards.
Sending a screenshot
You must be a moderator or presenter to send a screenshot. You
must begin sharing before you can send a screenshot.
Procedure
1. Click Start Web Collaboration.
2. Click Begin Sharing, or Sharing.
3. Click .
A confirmation window opens.
4. Click Yes to send the screenshot.
Changing the type of sharing
While you are sharing, you can change the type of information you
are sharing.
Procedure
1. Click Sharing in the Collaboration window.
2. Choose one of the options from the pop-up menu:
• Document from library
• Entire screen
• Portion of screen
• Application window
• Whiteboard
• Share previous document
The sharing type changes.
Ending document sharing
Procedure
Click Stop sharing.
The document closes.
The “Sharing is not active” message appears.
The Begin Sharing button appears in the Web Collaboration
window.
Ending application and screen sharing
Procedure
Click:
• Stop Sharing, or
• The Exit Sharing button, or
• Stop Desktop Sharing in the Sharing menu.
The shared application or screen closes.
The “Sharing is not active” message appears.
The Begin Sharing button appears in the Web Collaboration
window.
December 2012