SETUP AND MAINTENANCE
Checking Your License Terms
The Licensepage under the Settingstab provides you with a report of:
How many seats are licensed and how many have been allocated (used).
How many lines are licensed and how many have been allocated (used).
How many installs are licensed and how many have been allocated (used).
How many Executive Desktops (here called Executive Systems) are licensed and how many have been allocated (used).Uploading Endpoint Software
Available client types are:
VidyoDesktop for Windows
VidyoDesktop for Macintosh OS X
VidyoDesktop for LinuxThere can be up to four active Linux clients. Currently there are Debian and Ubuntu clients. If the bit architecture the distribution is meant for the 32-bit version. If the distri-bution is meant for 64-bit machines, the file is named accordingly.
VidyoRoom HD-220, HD-200, HD-100 and HD-50The Super Admin user uploads the latest version of Vidyo client software and makes it available to all users of the VidyoConferencing System. An Admin user can also upload Vidyo client software, if necessary, and make it available to the just the users for whom they have admin responsibility.
In the Upload Endpoint Softwarepage, you can upload up to four different versions of each type of endpoint software (VidyoDesktop for Macintosh, VidyoDesktop for PC and so on), but for each type you must make just one active. (Again, Linux is the exception. Up to four Linux versions can be active.) It is the active ver-sion that downloads automatically for VidyoPortal users when they first use the system or upgrade to a new version.
To upload an endpoint installation file, click Select File and select the file from its location on your computer or local network.
After selecting the installation file, click Upload to import it. When the endpoint installation file is uploaded, it appears in the Uploaded Endpoint Software list under its corresponding heading. Scroll through this list to view all available installation files.
Rolled up heading (top) Active installation file (bottom)
Setting the Tenant Language
Set the system language of your tenants to one of these 15 languages:
EnglishTo set the system language of your tenants to one of the 15 available languages:
1. Click the Settings tab.
2. Click System Language on the left menu.
3. Select the System Language from the Default System Language drop down menu.
Setting s
The s page enables you to assign guest users to a group and specify a Location Tag for all guest users. A guest user is an unregistered user of the VidyoConferencing System, but can join meetings to which they are invited by a registered user. In the Settingstab, select and do the following:
To provide guest users with group assignments and location tags:
Assign guest users to a group by selecting one from the Guest Group list.
Assign guest users a location tag by selecting one from the Location Tag list.
Click Save to keep your changes.
Entering About Info
The About Infopage enables you to create and format a page that appears when users click About Usat the bottom of their VidyoPortal homepages. This can be any kind of information you want to provide to your us-ers. After you have created and formatted text, click Save. Your edits go into effect immediately.
1. In the Settingstab, select About Info.
2. Enter the information you desire.
The About Info page provides a tool bar you can use to apply formatting to text, including font, col-or, styles and numbered and bulleted lists and add hypertext links.
3. Click Save to keep your changes.
Note: About Us settings created or changed at the Tenant Admin level override settings created at the Super Admin level.
Caution: The following task cannot be undone.
1. , and revert to the default text
creat-ed by your Super Admin, click Default.
have in a separate text file somewhere convenient in case you click Default by accident.
Customizing the User Portal Logo
1. In the Settingstab, select Customize Logos.
2. Click Browse to the right of the Upload User Portal Logo field.
3. Find the appropriate file and click Open (or whatever your OS calls that button.) The uploaded logo should be 150 x 50 pixels and it should be in the .swf format.
The .swf format is vector-based as opposed to a bitmap so it allows the logo to dynamically resize for differ-ent screen resolutions and window sizes. That means the exact size of the log0 is less important than the
ratio. If you use a logo
Adding and Editing Support Information
The Support Infopage enables you to create and format a contact page that appears when users click Sup-portat the bottom of the VidyoPortal home page as well as the Login page. This is information your users need to contact you, the Tenant Admin. This page is inherited from the Super Admin, but you can customize it here per Tenant.
1. In the Settingstab, select Support Info.
2. Enter your organization s contact information.
This could be just information on how to get help or about your entire organization. The Contact Info text box provides a tool bar to apply bold and italic formatting and change the point size. After you have finished, click Save. Your edits go into effect immediately.
3. Click Save to keep your changes.
Note: Support Information settings created or changed at the Tenant Admin level override settings created at the Super Admin level.
Caution: The following task cannot be undone.
1. If you wish to destroy the custom Support text created by your Super Admin, click Default.
a separate text file somewhere convenient in case you click Default by accident.
Adding and Editing Notification Information
You can elect to have status updates about the Vidyo system sent to an IT staff person in your organization.
The To address should be the email address of the person who should receive alerts for action required by the portal. From address SMTP servers may block emails.
1. In the Settingstab, select Notification.
2. Enter the Email (From) and Email (To) email addresses.
You can also choose to have the system send a welcome email to each new account by selecting the New Account Notification check box to enable it. This message is generic and cannot be edited.
Note: Notification settings created or changed at the Tenant Admin level override settings created at the Super Admin level.
Creating Invite Text
The Invite Text page enables you to create the boilerplate email message sent by users to invite others to attend meetings in their rooms, and if you have VidyoReplay, to invite them to a webcast. The information on this message is inherited from the Super Admin, but you can customize it here per Tenant.
To create invite text:
1. Select the Settings tab.
2. Select the Invite Text menu option.
Some common changes to the message that you may want to make include the following:
If your organization uses more than one VidyoVoice number, add the additional number(s).
delete the line about using IPC.
If your organization has disabled guest access, delete the line about joining as a Guest.characters.
4. Click to insert a [ROOMLINK] placeholder for the link to the
When the user creates an email invitation, the VidyoPortal automatically enters the correct URL.
This placeholder is required.
5. Click to insert an [EXTENSION] placeholder for the dial-in number and extension (if an extension
has been set) needed to dial into a PIN if you want to
re-quire a PIN to enter the room.
When the user creates an email invitation, the VidyoPortal automatically inserts the correct exten-sion (and PIN, if the user has chosen to require one). This placeholder is optional.
6. Click Save to save the invitations.
To revert to the default invite text:
1. Select the Settings tab.
2. Select the Invite Text menu option.
3. If you wish to destroy all custom invitations and revert to the default text supplied by your Super Admin, click Default.
have in a separate text file somewhere convenient in case you click the Default button by accident.
Note: Invitation settings created or changed at the Tenant Admin level override settings created at the Super Admin level.
Users can also edit the invitation text you created on this page before sending them out. For instance, in-cluding the date and time for a subsequent meeting.
Setting Up Authentication
You can configure Authentication on your tenants using either LDAP or Web Services. For information, see Web Service Authentication 153.
Note: Using Web Service Authentication requires an enabled Vidyo API license.
Setting Up LDAP Authentication
You can use a directory system, such as Microsoft Active Directory, to authenticate your users. When LDAP authentication is enabled on your tenant, your VidyoPortal uses the LDAP protocol to pass your user logins to your directory system for authentication.
Vidyo user types that can be authenticated by LDAP are: Normal, Operator, Admin, VidyoRoom, VidyoPano-rama, and Executive. Only the Super Admin and System Console Administrator accounts may not be authen-ticated.
Notes:
To use secured LDAP, upload your LDAP certificate chain (intermediates and root) from your cer-tification authority using the Security tab before enabling LDAP.e-185.
When reapplying certificates to your VidyoPortal, your system must be restarted as a final step.52.
With LDAP enabled, the Forgot your password? link on the User VidyoPortal login page and the Change Password link on the My Account page are not available.To configure LDAP authentication:
The Authentication screen expands and shows additional fields as follows:
The following screenshot shows a typical LDAP configuration:
5. Enter the following information:
URL Enter the LDAP server URL.The format is ldap://ip_address:389.
Bind DN or username Enter the bind DN or user name to log in to the LDAP server.For example: uid=user, ou=employees, dc=vidyo, dc=com.
Note: The user must be able to search the LDAP tree.
Bind password Enter the password needed to bind with the LDAP server.
Search base (Optional) The base object (baseObject) used for searching.
Filter template Enter the configuration string to return the LDAP Distinguished Name (DN).For example: uid=<> where <> is replaced by the VidyoPortal user name during authentica-tion.
Scope Specify the base object (baseObject) to search. This can be one of the following:
Select Object to search the named entry; typically used to read just one entry.
Select One level to search the entries immediately below the base DN.
Select Subtree to search the entire subtree starting at the base DN.6. Click the Connection Test button.
In the dialog box that appears, enter the LDAP user name and password.
If validation is successful and the LDAP settings are working, click the Save to save your LDAP settings.
If validation fails, use a third-party LDAP tool such as LDAP Browser and try the same con-nection string you are using with the VidyoPortal.This determines whether or not your LDAP settings are correct.
7. From the Available types list, select one or more user types to validate by LDAP.
8. Click the Right Arrow button to transfer your selection(s) to the Selected types list.
9. Click Save.
10. Verify your LDAP authentication by logging in to . If the login fails:
Verify that the user name and password are correct.
Verify the connection to the LDAP server.Normal users cannot log in to the VidyoPortal until LDAP server connectivity is restored. For security reasons, there is no fallback to the VidyoPortal database.
11. It is recommended to import your LDAP user information into your VidyoPortal after performing the aforementioned steps. For more information, see porting 127.
This requires you to export users from the LDAP database to a .csv file.
Configuring Web Service for Authentication
Note: Using Web Service Authentication requires an enabled Vidyo API license.
To configure Web Service for Authentication:
Note: The Authentication page only allows you to configure Web Service Authentication if you have the API license enabled.
1. Log in to the Admin Portal using your Admin account.
2. Click the Settings tab.
3. Click Authentication on the left menu.
4. Select Authentication using Web Service.
5. Enter the URL of your authentication server.
6. Enter the authentication user name.
7. Enter the authentication password.
8. Select any
Click the Right Arrow button to transfer your selection(s) to the Selected types list.
9. Click Save.
Managing Location Tags
A location tag is a geographically-based name that can be assigned to a set of users, groups, or guests.
Each user is assigned a location tag when his or her account is created. Location tags are a feature of the
VidyoCloud architecture (f 156.)
To manage location tags:
1. Select the Settings tab.
2. Click Manage Location Tags from the left menu.
3. In the Default Location Tag field, select the location tag that will be used by default on the Add User page.
s-123.
4. Click Advanced.
The Assign Location Tags to Groups table opens which allows you to assign a location tag to exist-ing users of selected groups.
5. Select a location tag from the Available Location Tags list and then select the group you want to as-sign it to from the Available Groups list (or select all the Groups by selecting the Select all Groups check box).
6. Click Assign.
All existing users within the selected Group(s) will now have this location tag assigned to them.