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’.

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♦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.

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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.

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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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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.

Invalid value “null” appears in string “Password length must be between null and null characters” in Event Registration page

Problem Description :

Invalid value “null” appears in string “Password length must be between null and null characters” in Event Registration page.

Conditions in which this issue is expected to occur :

If you are running a Connect 9 server with a version prior to 9.2.x, you might encounter this problem with your Events module in the following conditions :

  • Create an Event with Register without password as “No”
  • Participants try to register for the event
  • Participants encounter error even though their password satisfies the requirement criteria

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Environments affected :

On Premise Licensed versions on 9.x prior to 9.2.x

Solution:

We have discovered this to be a known bug.Bug#2964597. This issue has already been fixed in version 9.2.x, so upgrading your server to the recent version should help resolved this issue for you.

Workaround :

Till the time you are unable to upgrade your server due to any restrictions, you may choose to setup your events with Register without password as “yes” while creating your events.

Please do review the following article if you are planning to setup your events without a password required :

http://blogs.adobe.com/connectsupport/participants-get-an-enter-password-prompt-while-registering-for-an-event-even-though-host-has-enabled-the-option-to-register-without-password/

 

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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