Hiding attendee pod in meeting

Hiding attendee pod in meeting

Introduction: With Adobe Connect A host can hide the attendee pod as per need of the session

Environment: Hosted

Solution:

With Adobe Connect a lot can be done in a Meeting. The host has rights to do most of possible things. Out of which hiding the ‘Attendee Pod/list’ is one option the host has while the meeting is going on, so that only the user who has permission can check the attendee list like host or presenter or no one.

There are two ways of hiding the Attendee Pod:

  1. Moving the Attendee Pod to the Presenter Only Area.
  2. Hiding the Attendee Pod from the ‘Pods’ option in the Meeting.

The first option lets the host and presenter see the Attendee pod while the meeting is going on and helps in managing the attendees in the Presenters only Area, while in the second option the Attendees pod is completely hidden. In order to make any changes the host has to first enable the attendee pod.

Moving the Attendee Pod to the Presenter Only Area.

  • Launch the meeting.
  • Click on ‘Meeting’ on top left corner.
  • Click on ‘Enable Presenter Only Area’ option.
  • Drag and drop the ‘Attendee Pod’ to the Presenter only area.

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Hiding the Attendee Pod from the ‘Pods’ option in the Meeting.

  • Launch the Meeting.
  • Click on ‘Pods’.
  • Then uncheck the ‘Attendee List’ option.

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Change meeting room background

Introduction: With Adobe Connect a host can always change the background of a meeting as per the requirement of the session.

Environment: Hosted

Solution:
To change the background of a Meeting, the host has to simply follow these steps:

  • Launch the meeting.
  • Click on ‘Meeting’ on top left corner.
  • Click on ‘Preferences…’.
  • And then in ‘General’ settings page, upload the image.
  • Click done and the image selected becomes the background of the meeting room

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How to use – Adobe Connect captioning -Closed Caption Pod

With the Adobe Connect Closed Caption Pods extension from Adobe ensures that participants who are deaf or hard of hearing may fully participate in online meetings and events.

The extension is available free of charge to Adobe Connect customers.

Meeting organizers hire professional captioning services from providers such as the Media Access Group at WGBH, Caption Colorado, and Caption First. Professional stenographers attend the Adobe Connect meeting or teleconference to listen to the audio and transcribe the information using specialized stenographer’s keyboards. This information is transmitted to a captioning server

The captions are transmitted to the Adobe Connect Meeting and viewed by the end users. Meeting participants have the ability to customize the caption font size and color settings to enhance readability. Participants can even skip back to re-read previous captions and then fast forward to the current captions. Participants may individually choose to display or not to display captions on their individual screen. Participants can optionally save the captions as a transcript and download them at the conclusion of a meeting.

1. Loading the Closed Caption Pod into your meeting

Meeting Hosts or Presenters can upload and share the ClosedCaptionPod.swf file from the Share pod to start the Closed Caption extension. Simply select Share Document

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Next, choose Browse My Computer2

And finally select the AC9_ClosedCaptioning_v.3.3 file to load.

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At any point in time, the Host or Presenter can stop sharing this extension by clicking the “Stop Sharing” button in the toolbar of the Share pod, however if you close the Pod all connections will be closed and any recorded transcripts will be lost.

2. Establishing and managing connections

1. After the Host launches the Closed Captioning Pod, they can simply click on the “+” tab to create the first connection.

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2. On the New Connection tab, the Host can choose to Configure Connection by selecting a caption provider or “Other” in a dropdown menu. The Host selects the provider and the relevant connection form is revealed. Prior to establishing a connection, the tab will be titled “New Connection” and the circular-slashed red “not-connected” icon will be shown on the tab.

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Providers such as the Media Access Group at WGBH, Caption Colorado, and Caption First require subscription which would allow you to further use the pod once you are subscribed and successfully connected to their network.

 

Query related to create meeting

To create a meeting, host should be the part of the Meeting Host Group in the Adobe Connect Account. Please follow the below mentioned points to be the part of a Meeting Host group

1)      Go to Administration

2)      Click on Users and Groups

3)      Click on Meeting Hosts

4)      Click on Information

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5)      Click on Edit Group Membership

6)      Select your name from the list Possible Group Members

7)      Click on Add

8)      Get your name in the list of Current Group Members

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Click on Meeting tab

Difference between Shared Meeting and My meeting:

Shared Meeting: If we have more than 1 host in the account, if a host creates the meeting under Shared Meeting folder, the other host for the same account can use the same meeting

My Meeting: Host who has created the meeting, can only access the meeting room.

User Meeting: This contains the meeting room created by all the meeting hosts in the account. Only administrator can use it

Here we are going to conduct the meeting under My Meeting tab

a) Go to Meeting

b) My Meetings

c) New Meeting

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a) Give any unique name to the Meeting room

b) Custom URL is to customize the URL for that particular meeting room. In this we have used “test1”

c) Summary is to provide the basic information about the meeting

d) Start Time and Duration is for our reference to know when to conduct the meeting.

e) We can choose any default Template or can create our own Template which has our own settings

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Access Levels:

a) If we select the first option, only users who are registered for the meeting can join it.

b) In second option, the users who are already registered can directly join the meeting room and if guests tries to enter, host gets the prompt in the meeting room itself to allow or deny that guest

c) In third option, all guest can enter into the meeting room without any permission of host

 

By default, second option is selected.

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Audio Conference Settings:

a) If we select the first option, we cannot use any audio conference in the meeting room, however we can use our Microphone and the Speaker for the communication.

b) By selecting the second option, we can include any audio conference which is already configured in our account

c) In third option, we use those audio conference which are not configured in our account.

 

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How to add participants for meeting room?

To add the participants in the meeting room go to Edit Participants > Select the participant from the group of Available Users and Groups > Select the name and click Add.

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To add the users in Available Users and Groups Go to Administrator > Users and Group > New User

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We can send invitations to our participants to join the meeting.

With the help of drop-down we can that whom do we want to invite

1)      All Hosts, Presenters and Participants

2)      Hosts only

3)      Presenter only

4)      Participants only

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We can customize the subject and message body of the Invitation.

 

How to add Host and Presenter in the Meeting room?

a) Go to Edit Participants option for the Meeting room

b) Click on the name from Current participants list

c) Click on set User role

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How to create Template?

We can move any meeting into a template folder so that we could use all the settings for that meeting into another meeting.

a) Click on Meeting tab

b) Select the Meeting which you want to use as a template

c) Click on Move

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Select either My Template or Shared Template and click on Move

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Now whenever we will create a meeting, will get this meeting listed in the Template drop-down menu

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Unable to join the meeting as a host:

Go to Group Memberships and check if you are the part of Meeting Host in the account

Go to My Profile > Group Memberships

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If you are the part of Meeting host then check if you are the host for that particular meeting room by using Edit Participants option.

MEETING HOST ENTERS MEETING AS A PARTICIPANT

Introduction: MEETING HOST ENTERS MEETING AS A PARTICIPANT

Environment: Hosted

Solution:

To host a meeting a user must fulfill two conditions:

  1. The user should be a part of meeting host group.
  2. The user should be set as host in the edit participant list of the meeting.

1.1 Steps for the user to check if they are part of meeting host group are:

♦Log in to Adobe Connect Central.
♦Click on ‘My Profile’.

my profile

♦Click on ‘Group Membership’

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1.2 Steps for an administrator to check if a user is part of meeting host:

  • Log in to Adobe Connect Central.
  • Click on ‘Administration’.
  • Click on ‘Users and Groups’.
  • Click on the user’s name and then double click on “Meeting Hosts”.

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2.1 Steps for the user to check if he is listed as the host for the meeting:

  • Log in to Adobe Connect Central.
  • Go to the meeting and then click on ‘Edit Participant’.
  • And check if their name is listed as host.

(*if the user gets ‘Not Authorized’ error then the user should contact the administrator to further investigate.)

2.2 Steps for the Administrator to check if a user is set as Meeting host in a meeting:

  • Log in to Adobe Connect Central.
  • Go to the ‘Edit Participant’ page of the Meeting.
  • Check if the user is listed as host.

edit participant

Adobe Connect Meeting becomes Unresponsive with Clients Running Mac OS X 10.9 Mavericks

Adobe Connect supports Mac OS X 10.9 (also known as Mavericks). In some rare instances clients running Mavericks consistently experience freezing and disconnection issues. The root cause has not yet been identified; here are recommendations that have addressed the issue for some users:

-        Ensure latest Adobe Connect add-in and Flash Player are installed:  https://www.adobe.com/support/connect/downloads-updates.html

-        Set the correct sand-box settings in Safari as documented in these tech-notes:

Apple support also provided these recommendations:

-        Enable Sandbox mode in Safari. Make sure you have the Adobe Connect room open when you try and add the webpage.

-        Change the DNS settings to Google’s server, and disable prefetching. Make sure that you reset the computer after changing the DNS: http://support.apple.com/kb/ts3408

We have not reproduced this issue with either OS X 10.9.5 or Mac OS X 10.10 (also known as Yosemite).

The issue is still under investigation with Adobe and Apple.

Cannot use keyword while creating meeting (custom URLs)

When you add a new content, a new meeting, a new course or a new curriculum, a new seminar, or a new event, it is preferred to create a custom URL for the content.

This URL is unique across the entire Acrobat Connect Pro account and helps to identify the content quickly.

New1

A. Uneditable portion of URL     B. Customizable portion of URL

Custom URL rules:

  • You cannot edit a custom URL after you create it.
  • You cannot use digits (0 – 9) at the beginning of a custom URL.
  • Custom URLs cannot contain any punctuation, spaces, or control codes.
  • If you enter any uppercase letters, they are automatically converted to lowercase letters to conform to URL case sensitivity conventions.
  • You cannot use name for any Adobe product (like cs, cs2, cs6, photoshop, etc…)
  • Do not use any of the following reserved keywords in your custom URL:
account content idle report
acrobat course info sco
adobe cs input search
admin cs2 livecycle seminar
administrator curriculum macromedia send
api data meeting service
app default metadata servlet
archives download monitor soap
breeze event open source
builder fcs output src
close flash photoshop stream
com gateway presenter systems
common go producer training
connect home public user
console hosted publish xml
cs3 cs4 cs5

cs6

NOTE: As new versions of Adobe products will be upgraded, keywords will be assigned automatically to the list. For example: cs5, cs6, etc…

 

How to Host Adobe Connect Meetings?

  • Directly connect to the fastest internet connection available.
  • Shut down any VPN’s and directly connect to the internet. VPN’s slow down your internet connection and thus slow down Adobe Connect.
  • Shut down any e-mail, instant messaging, and any programs NOT being used for the presentation. You do not want participants to see these if you are doing a screen share.
  • Do not screen share Power Point or videos. Always upload content directly into Adobe Connect.
  • Properly prepare presenters and content for the live meeting by requiring a rehearsal with final content.
  • Use the feature of “Block Incoming Participants” while you are creating the room content. This will ensure that only hosts and presenters can access the content until the day of the live meeting. Remove the block 15 minutes prior to start time.
  • Unless the Attendee List Pod is required for the participants to see who is speaking, consider moving it to the Presenter Only area to conserve bandwidth and CPU load. This is highly recommended if you are anticipating over 100 participants.
  • Create a layout that allows participants to enter the Adobe Connect room 15 minutes prior to start time.  We like to call this layout a “lobby” and provide participants with information on audio, marketing information and some music.
  • Muting your audience is always a good way to avoid background noise from participants. If you plan on muting your audience, make sure your presenters have dialed in using a Host code so they are not muted.
  • Add this link to all participant invitations and reminders: If you’ve never used Adobe Connect, ensure your computer and network connections are properly configured to provide you with the best possible experience: http://www.adobe.com/go/meeting_test
  • Meeting Hosts can also set the Preferences of their respective meeting rooms depending upon their requirements as shown below:-
  • On the top-left of the screen, click Meeting > Preferences > Room Bandwidth > Optimize Room Bandwidth > DSL.

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  • On the top-left of the screen, click Meeting > Preferences > Video > Standard quality setting. (Max. resolution is 240p and Max. frame rate is 10 – for this setting)

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  • On the top-left of the screen, click Meeting > Preferences > Screen Share > Standard Quality

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How & what is needed to create New Events?

To create an event in Adobe Connect, user should be the part of the Event Manager. Follow the below steps to be the part of Event Manager:

1)      Go to Administrator

2)      Click on Users and Group

3)      Select Event Managers

4)      Click on Information

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1)      Click on Edit Group Membership

2)      Click on Add

3)      Your name would be displayed in Current Group Members list

 

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1)      Go to Event Management

2)      My Events

3)      New Events

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Now let’s follow through the settings to create an event.

1)      Choose the Event Template: We can either choose a default template or we can create our custom template which has all our images and logo in it.

2)      Name: Give any unique name to this event

3)      We can provide any custom URL to the event

4)      Event Information: It is a brief information of event which reflects in Event Catalog.

5)      Detailed Information: This information appears in Event site and email.

6)      Register Without Password: If this option is checked, participants don’t need to put the password while registering themselves for that event

 

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1)      We can select any On Demand course such as Course, Curriculum, Contents or any Live Sessions like Meetings or Seminar to wrap with this Event. Here we are taking the example of a Meeting or Live Session. To wrap a meeting with this event, user should be the part of meeting host.

2)      If Attendee require approval is checked, Event Manager gets the email to approve the participant after participant register for the event.

3)      If Visibility is checked, that event will be visible in Event Catalog

4)      If Allow Direct Entry is checked, participants can join the event right after registering, they don’t need to wait for an email to enter in the Event

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1)      We can set the registration limit in our Event that how many participants can register for this particular event

a) We can upload Event Logo, Small Banner, Large Banner, and Speaker Image.

b) We can write the name of the speaker, introduction of the speaker and can choose the preferable image.

 

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1)      Event User Policy: By using this feature we can decide that the users created through that event should be just guest or should be full Adobe Connect user.

2)      With the help of tags, we can segregate different kind of events in our Event Catalog.

 

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Click on Next.

In case you get Event User Policy option Disabled, please follow the below steps:

1)      Go to Administration

2)      Account

3)      Edit Information

4)      Choose Event User Policy  from the drop down menu

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On the next page, as we selected the meeting to wrap with this Event, we will have our meeting available in our account

Select the one which you want to use.

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Click on Next

Create Registration: By default top 5 questions to be asked in the registration form are checked, if we want to add more field, we can do that as well.

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Click on Next

We can customize our registration question by using this field.

We can add our own question which can be

a)      Multiple choice

b)      Short Answer type

c)       Yes or No type

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Click on Next

We get the option to add invitees for that Event

 

a) Click on Add Guest  to add the guest individually

b) Click on Add User/Group  to add any existing user or group in the event

c) Click on Registration Groups if you want to move all the participant automatically in a group existing in your account

d) With the help of Import/Export List we can add number of participants using .csv file format

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Click on Next

 With the help of E-mail Options, host can decide that what all email participants should receive. Host can create own email as well by using Custom Trigger.

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Click on Next

It is for enabling Campaign Tracking id so that host could know that which link or media the participants are using to register for the event.

 Tracking id is created by the Event Administrator

Click on Finish

After clicking on Finish button, we have to come on Event Information page and click on Publish button at the bottom of the page.

 

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After publishing the Event, if we make any kind of change in the event, we have to republish that field. For example if we add an email option in the publish event from the E-Mail Option we have to republish it

Adding Reminder participants closer to event and then hit Save

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On the Event Information page, we get the status

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Click on Edit/Send Notifications

a) It navigates to Edit-Email page.

b) Scroll down till the end of the page

c) Click on Send button

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Create Custom layout

In the meeting room, we can create a custom layout according to ones requirement. Open up the meeting room and click on the Layout option at the top and click Create New Layout

 

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And give any name to this Layout, let’s give it a name Test.

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After doing this, we will get a complete new layout, in which we can set all the pods according to our requirement. For example we are going to create a Layout to conduct conference in the meeting room. Requirement for that layout are:

1)      Video Pod

2)      Chat Pod

3)      Note Pod

4)      Poll Pod

5)      Share Pod

6)      Q & A Pod

Click on the Pods option at the top and select all the required pod from the list one by one

We can resize all the Pods by holding edge of the pod and dragging it inward or downward, according to the need and can arrange them accordingly.

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