Posts in Category "General"

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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Query for attendees pod

How to change the role of attendees in the meeting room?

Inside the meeting room, there are 2 ways to change the role of the attendee in the meeting room

1)      Select the name of the participant > Select the role which you want to provide

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2)      Select the name of the participant > Click on 3 bars at the top of attendee list > Change Role

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How to provide microphone and video rights to individual participants?

There are 2 ways to do this

1)      Select the name of the participant > Select Enable Microphone (For microphone) or Enable Video (For Camera)Untitled

 

2)      Select the name of the participant > Click on Attendee Options > Enable Microphone

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How to provide Microphone rights to all the participants?

Click on the Audio tab at the top > Microphone Rights For Participants

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How to provide the Enhanced Participants rights to participants?

Click on the name of the participant > Click at 3 bars at the top of attendee pod > Attendee Options > Enhanced Participant RightsUntitled

Select the rights which you want to provide to the attendee

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How to change the view of attendees?

Click on the 3 bars at the top of attendee pod > Change view

Attendee View: To show the name of all the attendee along with their status

Breakout Rom view: To show the number of attendees in each breakout room

Attendee Status View: To show the status of the attendee

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How to change the name of the attendees?

Select the name of the attendee > Click on the 3 bar at the top pf the attendee pod > Attendee Options > Edit user Info

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Participants can also change their name

Select own name > Click on the 3 bars at the top pf the pod > Edit info

 

How to hide attendee pod in the meeting room?

There are 2 ways to hide the attendee pod

1)      Hide it from the meeting room completely

Click on the 3 bars at the top of attendee pod > Select Hide

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2)      Hide it only for the participant

Enable Presenter only area and drag the attendee pod in that area

Click on Meeting tab > Select Presenter only Area

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How to remove a participant from the meeting room?

Select the name of the participant > Click on the three dots at the top of the attendee list > Remove selected User

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Status for the attendee:

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How to change the display name pattern for attendees?

Click on the Meeting tab at the top > Preferences > Display Name

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Click on the Customize Format to make this feature available. Here we have 2 Lists

a)      Displayed fields: It has the field which will be displayed in the meeting room

b)      Available fields: It has the field which will not be displayed in the meeting room

We can use special character with name with the help of this option.

How to send Connect Meeting Invitation

 

  • Adobe Connect sends out Meeting Invitations only to registered users i.e. Users  listed on the account.
  •  When you create a meeting Room you will be given 3 options for access permission as shown in the picture below. By Default option 2 is selected.
  •  If you choose 1st or 2nd option on access permission for creating a meeting room you need to follow the following steps as explained.

 

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  • Click on to “Edit Participants” to set Users Roles – (Host / Presenter / Participant) according to your requirement.
  • A list of Meeting Invites should be created according to your requirement otherwise it will not send the invitations.

 

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  • Click on to “Invitations” Tab which allows you to send invitations. You can select the options of your desired choice. (All Hosts, Presenters and Participants, Hosts Only, Presenters Only, Participants only)
  • An automated message will be sent to the invitees selected.

 

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  • If you select the 3rd option on access permission for creating a meeting room then personal emails have to be used to send out meeting invites. No automated messages will be sent.

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  • Click on to “Invitations” Tab to copy and paste the message body with all meeting details.

 

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Setting pod in meeting to full screen

Full screen is a good feature when presenter wants the attendees to pay attention to a specific pod.  This helps in increasing the engagement of participants.

There are two ways to make a pod full screen.

First -The Maximize button in pod options when clicked makes the pod full screen into the meeting room.

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To restore that pod to original size, click on restore button which restores the pod.

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Second :pods like video and share pod (when we are sharing something) have a button from where we can make it full screen.

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Step By Step Video

Query for meeting host usage

Problem: How to know the host usage for connect account?

Environment: Hosted/Licensed

Reason: An account administrator would like to know how many meeting hosts are on the account in order to know their license utilization.

Solution:

  • Adobe connect provides system usage report where you can check the meeting host usage on your account.
  • In order to pull up this report, you have to navigate to Reports tab -> System usage.
  • In system usage report from the drop down select Group as a report type, now point meeting host group.
  • Filter the report date wise and generate the report.

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  • Watch a video tutorial here

Cannot find recording

Problem: I have the recording URL but cannot locate it on my account.

Environment: Hosted

Reason: If there are multiple folders in content section a user may not remember the path after moving a recording into the content section of the account, though the user has its URL to access the same.

Solution:

 

  • If you remember the name of the recording you can use the search option at the top right corner on your connect central. It will show you the best matched result, use the column parent folder to access the folder of the recording.

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  • Use the URL to play the recording, once it starts playing append &mode=xml at the end of the playback URL.
  • The other way to get to the location of the recording is to play it first once it’s loaded into the browser append &mode=xml and hit return key.
  • It will give you a dumb of xml data; you don’t have to do anything with that just search of the keyword sco-id copy the number from there.

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  • Login to the account and navigate to a meeting/recording/content on the account, now in the address bar again look for the same keyword sco-id and replace the number in front of that with the one we have copied from the xml data.

 

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  • This will show you the path of your recording you are trying to locate on the account. You can now navigate to that path.
  • View a video tutorial here

 

 

 

 

 

 

 

 

 

Reuse old meeting URL in new meeting

Problem: Confusion regarding usage of the same URL for new meetings.  While conducting a new meeting should a new URL be created every time?

Environment: Hosted

Reason/Error Message or behavior: While creating each meeting start time and duration has to be specified, it should not be confused that the meeting will only be used for that particular time interval and the URL created can’t be used for the next meeting.

Solution:

In adobe connect there is no restriction on using the same meeting URL for new meetings. You can always use the same URL to conduct umpteen number of sessions.

If you create a new Meeting URL it will always be on your account on the server. Each time you launch the same meeting it creates a separate session for the same Meeting room.  All you can do is change the start time/duration of the room in order to send invitations to the users who are added in the participants list.

Even if you skip to change the start time/duration of the meeting room adobe will keep track of each session you will conduct with that URL.

It will be visible under reports for the meeting room. If you navigate to the meeting then choose reports and select by sessions.

You can identify each session with its start and end time.

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Delete duplicate users from “Attendee Pod”

Attendee Pod has the information about all the attendees.  Sometimes there are duplicate attendees in the meeting which is caused by user error when a user opens two instances of the meeting room.  In the below screenshot, we can see that a participant with the name “Adobe” appears twice in the meeting.

We can remove the duplicate users by following the below mentioned steps:

Step.1

Click on the duplicate attendee which you want to remove from meeting in attendee pod.

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Step.2

Click on the first icon which has four bars present at the top of attendee pod -> then select “Remove Selected user”

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