ilinc admin guide

Administrator Guide

This User Guide is designed for iLinc system administrators. Session leaders who are assigned an administration Authority Level will also want to review the chapters that correspond to their Authority Level permissions. It will provide information on the tools in the Administration section of the menu on the Log In page of the iLinc Communications Center. iLinc 10 iLinc is a trademark of iLinc Communications, Inc. All rights reserved.

Managing Users Before users at your organization can interact with iLinc, they must be added as an iLinc user. This chapter explains the options you have for creating users in your environment, and provides important information on iLinc Authority Levels. What is an iLinc User? An iLinc user is an administrator, leader, or participant who will use iLinc at your organization. To log in to the Communications Center, each user must have a “user account” that includes the following:

User Name

Password

First and Last Name

E-mail Address

Time Zone (for displaying scheduling information to the user)

User Picture (optional)

Authority Levels (for administrators only) What Is a User Name? A user’s User Name is the name they will use to log in to iLinc on the Log In page. iLinc recommends that you use the same scheme for all User Names and Passwords. For example, you might use e-mail addresses for the User Name ([email protected]) and a first initial/last name combination for the Password (bclark). What Is an Authority Level? An Authority Level is a user account setting that specifies which permissions a user has in relation to the different administrative tasks available within the Communications Center. All users are assigned the Standard User Authority Level. Before you begin adding users, make sure you know who at your organization will need to be able to perform administrative tasks so you can assign them the proper Authority Levels. The default Authority Levels can be customized or removed and new Authority Levels can be added. For additional information on Authority Levels, refer to Managing Divisions and Authority Levels. To view a user’s permissions based on the Authority Levels they have been assigned, click the View User’s Permissions link on the Add New User or Edit User page.

View Unique User Permissions

Adding and Editing Users Only users with the Add User permission have the ability to add user accounts, while those with the Edit User permission can update user accounts. By default, the User Administrator authority level has these permissions enabled. There are several ways to add users. Select from the following methods that works best for you:

Manually Adding and Updating User Records

Asking Users to Self Register

Batch Adding Users Manually Adding and Updating User Records This method can be used for initial user setup, as well as for on-the-fly user management once your iLinc environment is up and running.

1. Click Users in the Manage section of the navigation menu in your Communication Center.

2. If you are editing an existing record, find the user and click the Edit link. The Edit User page opens. OR If you are adding a new user, click the Add New link at the top of the page. In the drop down menu click User. The Add New User page opens.

3. Enter information, as outlined in the following table. 4. Click Submit at the bottom of the page to save the changes. 5. iLinc can automatically e-mail new users the Activation e-mail which contains the URL,

User Name and Password.

Field Name Enter/Select

Account Type Named or Concurrent – Concurrent allows the multiple users to share the same License (This Field is available for sites using the Named/Concurrent

Licensing only) User Name Type the name that the user will enter on the iLinc Communications

Center Log In page.

Password/Confirm Password

Type the user’s password and type it again to confirm it.

First Name/Last Name

Type the user’s first and last names. This will appear in user lists in the Communications Center and as the attendee name in sessions.

E-mail Address Type the user’s e-mail address. This will be used for session invitation e-mails and reminders.

Time Zone Select a time zone for the user, if it is different than the site time zone. This time zone will be used in invitation e-mails to the user, and within his or her Communications Center.

Language Select the Language that you wish to have the user view the text in the Communications Center

Phone Number Add the users contact information in this field

Primary Dial In/Moderator Code/Pass code

Type in the user’s phone conferencing dial in number, host PIN, and participant PIN. This information can be used to pre-populate the applicable fields when that user is specified as the leader for an activity.

Authority Levels Select the Authority Levels you would like to assign to the user. Refer to Chapter 15, Managing Divisions and Authority Levels for a description of Authority Levels and permissions.

Asking Users to Self Register Another easy way to get users added to iLinc is to have users create their own accounts using the Click here to create a new user account link on the Log In page (if you do not see this option in your Communications Center, refer to Customizing the Log In Page .

1. Send an email to all your users requesting that they access your Communications Center (typically http://yourcompany.ilinc.com) and create an account.

2. Add additional Authority Levels to users who should have administrative permissions (refer to Managing Divisions and Authority Levels for a description of Authority Levels and permissions).

Batch Adding Users The fastest way to add a large number of users is through the batch add process. If your user information is stored in a text file, this information can be quickly added to iLinc. This batch process also includes a sample file, in case you need to create your own user text file. 1. Click Users in the Manage section of the navigation menu in your Communications Center. 2. On the Users page, click Add New in the drop down click the Batch Import link. 3. Select the Users radio button 4. Browse for your comma delimited text file or *.CSV file and click Submit

Batch Add User Accounts

5. Either specify Authority Levels in the batch add file or, after your users are added, add additional Authority Levels to users who should have administrative permissions (refer to Managing Divisions and Authority Levels for a description of Authority Levels and permissions).

6. iLinc can automatically e-mail new users the Activation e-mail which contains the URL, User Name and Password. Refer to Setting E-mail Defaults, Customizing iLinc.

Adding and Editing Groups Only users with the Add User permission have the ability to add groups, while those with the Edit User permission can update groups. By default, the User Administrator authority level has these permissions enabled. Grouping a set of users together allows for easier inviting of those users to a session. Instead of having to add each user to the session, simply add the group that contains the required users.

1. Click Users in the Manage section of the navigation menu in your Communications Center.

2. If you are editing an existing record, find the user group and click the Edit link. The Edit Group page opens. OR If you are adding a new group, click the Add New on the drop down menu click Group. The Add New Group page opens.

3. Enter the group information, as outlined in the following table. 4. Click Submit at the bottom of the page to save the changes.

Adding and Editing Guests Guests are users that cannot log in to the Communications Center. They can only participate in sessions. Guests join sessions through an invitation e-mail, or public pages. Note: You might want to add “guests” instead of “users” if you have a large amount of proprietary course content on your iLinc server but you want to invite people from other companies to your meetings. This way, guests can attend meetings without compromising your proprietary content.

Guests can be added through the Users management area or when adding guests on-the-fly to a session. Detailed steps for adding Guests through the Users Management area are provided in the sections that follow.


Group Name Type the name that will display. This will appear in user lists in the Communications Center and as the attendee name in sessions.

Description Type a description for this group. This will appear when users click the Description link for the group on the user list page.

Group Members

Click Select Members to add users to this group.

Adding and Updating Guest Accounts There are two ways to add guests through the Users management area. Select from the following methods that works best for you:

Manually Adding and Updating Guest Accounts

Batch Adding Guests Manually Batch Adding and Editing Guest Accounts This method can be used for initial user setup, as well as for on-the-fly user management once your iLinc environment is up and running.


2. If you are editing an existing record, find the guest and click the Edit link. The Edit Guest page opens. OR If you are adding a new guest, click Add New, from the drop down menu choose Guest. The Add New Guest page opens.

3. Type the guest’s first name, last name, and e-mail address. 4. Click Submit.

Batch Adding Guests The fastest way to add a large number of guests is through the batch add process. If your user information is stored in a text file, this information can be quickly added to iLinc.


2. On the Users page, click the Add New in the drop down menu choose Batch Import. 3. At the top of the page, select the Guests radio button. 4. Browse for the comma delimited text file or *.CSV file, and click Submit.

Converting a Guest to a User

1. Click Users in the Manage section of the navigation menu. 2. On the Users page, find the Guest on the list, or search for the Guest using the search

field at the top of the page. 3. Click the Edit link for the guest. At the top of the Edit Guest page, click To convert this

guest to a user, click here. An Edit User page for the user opens on which you should set a User Name and Password for this new User.

Finding a User or Guest You can quickly find a user using the search feature on the Users page.

1. Log in to the Communications Center with User Administrator permissions. 2. On the home page, click Users in the Manage section on the navigation bar. 3. User and Guest search box is at the top of the Users page. 4. Enter into the box the key word you wish to search on and hit enter.

Deleting a User or Guest

1. Click Users in the Manage section on the navigation bar. 2. On the Users page, find the user or guest on the list. 3. Select the check box to the left of the user’s name. 4. Click the Delete button and then OK to confirm the deletion.

Deleting a User or Guest

Managing Divisions and Authority Levels iLinc supports enterprise-wide implementations by allowing for users to be separated into divisions and for authority levels to be adjusted to restrict management of users, sessions, content, and reporting based on the divisions. Accessing the Structure Pages

Users assigned an Authority Level with permissions to edit Structure settings can modify system-wide structure on a set of Structure administration web pages in his or her Communications Center. To access the Structure pages, log in to your Communications Center. On your home page, click Structure in the Administration section on the navigation bar. The Divisions page for structure administration opens. At the top of the page is the menu bar, which contains links to the Structure administration pages. Divisions Divisions are the hierarchical organization of the users within the iLinc system that allow users to be separated into groupings based on position, department, location, etc. These divisions are then used in conjunction with authority levels to allow for a very controlled implementation of iLinc in order to only allow users in certain divisions to manage or even know about users in other divisions. Users in a division are able to invite and see users in divisions underneath their division. Adding or Editing a Division

In order to manage divisions, you must have an Authority Level with permission to add or edit divisions.

1. Click Structure in the Administration section on the navigation bar. If you are adding a new division, click Add New Division. The Add New Division page opens. OR If you are editing a division, find the division and click the Edit link.

2. Enter information for the division, as outlined in the following table.


Title Type the title for the division

Description Type a description for the division

Location Select a division in which this new division should be placed

3. Click Submit to save the division.

Adding a User to a Division and Setting a Ceiling

After divisions are added to a site, the Divisions will appear on the Add/Edit User page. When adding or editing users in conjunction with assigning Authority Levels assigned to users you may place them into a division (Location). Placing a user into a division (Location) determines who manages their account, the sessions and the content they have access to, as well as which users, sessions, and content they may manage. The ceiling is used to determine the highest level within your site for which the user with Administrator permission is able to see when inviting others to their meeting. For example, if a user has a ceiling that is the highest level (Root), then he or she will be able to invite all users within a site to sessions by clicking Select Attendees on the Add/Edit Activity page. Note: When adding users to a Division the Location is the equivalent of the division they are being assigned to.

Setting Division and Ceiling

1. Enter the following information when adding or editing a user.


Division Using the / navigation, find the division in which the user should reside.

Location Select the radio button for the division (location) in which this user should belong. This location will dictate what the user is able to manage and who will manage this user, based on the permissions within the assigned Authority Levels.

Ceiling Select the radio button for the division that should be used as the ceiling for this user. The ceiling will determine who this user will see when selecting attendees for sessions and specifying access or copy permissions.

2. Click Submit.

Authority Levels An iLinc Authority Level is a user account setting that specifies which permissions a user has in relation to the different administrative tasks available within the Communications Center. All users are assigned the Standard User Authority Level. Before you begin adding users, make sure you know who at your organization will need to be able to perform administrative tasks so you can assign them the proper Authority Levels. Remember, owners of items always have the ability to edit those items. The default Authority Levels can be customized or removed and new Authority Levels can be added. The following list specifies the functions of the default Authority Levels.

Authority Level What the User Can Do

Standard User Edit their own profile and password, upload their user picture, join and lead classes, meetings, conferences, and support rooms

User Administrator Add and edit users

MeetingLinc Administrator Add and edit meetings

LearnLinc Administrator Add and edit LearnLinc activities

ConferenceLinc Administrator

Add and edit ConferenceLinc conferences

SupportLinc Administrator Add and edit SupportLinc support rooms

TestLinc Administrator Add and edit TestLinc templates

Survey Administrator Add and edit survey templates

Site Administrator Customize the Communications Center

Communication Administrator

Post announcements to the Communications Center

System Administrator Perform all functions without any restrictions

Adding or Editing an Authority Level

In order to manage authorities, you must have permissions to add authority levels. Note: only the options your organization has purchased or enabled appear on the page.

1. Click the Structure in the Administration section on the navigation bar.

2. Click the Authority Levels link in the Structure menu bar. The Authority Levels page opens. If you are adding a new custom authority level, click Add New Authority Level. The Add New Authority Level page opens. OR If you are editing an authority level, find the authority level and click the Edit link.

3. Enter information for the authority level as outlined in the following tables. 4. When finished making your selections, click Submit to save the authority level. The

tables below describe the different authority level decisions available to you.

The following Permissions options may not be available to all Authority Levels. Please see the options for each section as you establish a new Authority Level.

no restriction – Select this option to specify that the user can perform the action without restriction.

where the Owner is under my Ceiling – Select this option to specify that the user can edit content for any session that is owned by a user who is under his or her Ceiling.

where the Owner is under my Division – Select this option to specify that the user can edit content for any session that is owned by a user who is under his or her Division.

where I am the leader or assistant – Select this option to specify that the user can edit content for any session for which he or she is the leader or the assistant.

where I am the leader – Select this option to specify that the user can edit content for any session for which he or she is the leader.

General


Owner Select an owner for the authority level.

Name Type the name for the authority level.

Preselect this Authority level when adding new users

Select this check box if you would like this authority level to automatically be checked when a new user is added.

MeetingLinc

Field Name Enter/Select to enable this authority level to:

View Only View meeting settings with no ability to make changes.

Add New Meetings Add meetings.

Edit Meetings Edit meeting settings.

Register Users for Meetings Register users for meetings.

Add Content to Meetings Add content for meetings.

Create Instant Meetings Create instant meetings.

Record Meetings Record meetings.

Upload Recordings within a Session

Upload recordings within a meeting.

View Reports on Meetings View reports on meetings.

LearnLinc Additional Permission options for LearnLinc include:

in Folders where the Owner is under my Ceiling – Select this option to specify that the user can edit content that is contained in folders that are owned by a user who is under his or her Ceiling.

in Folders where the Owner is under my Division – Select this option to specify that the user can edit content that is contained in folders that are owned by a user who is under his or her Division.

in Folders where I am the Owner – Select this option to specify that the user can edit content that are contained in folders for which he or she is the owner.


View Only View class settings with no ability to make changes.

Add New Folders Add folders.

Edit Folders Edit folder settings.

Add Content to Folders Add content to folders.

Add New Classes Add classes.

Edit Classes Edit class settings.

Register Users for Classes Register users for classes.

Add Content to Classes Add or edit content for classes.

Create Instant Classes Create instant classes.

Record Classes Record classes.

Upload Recordings within a Session Upload recordings within a class.

Add New TestLinc Tests Add TestLinc tests.

Edit TestLinc Tests Edit TestLinc test settings.

Register Users for TestLinc Tests Register users for TestLinc tests.

Add Content to TestLinc Tests Add content for TestLinc tests.

Add New Surveys Add surveys.

Edit Surveys Edit survey settings.

Register Users for Surveys Register users for surveys.

Add Content to Surveys Add content for surveys.

Add New Asynchronous Activities Add asynchronous activities.

Edit Asynchronous Activities Edit asynchronous activity settings.

Register Users for Asynchronous Activities

Register users for asynchronous activities.

Add Content to Asynchronous Activities Add content for asynchronous activities.

View Scores for Activities View scores for LearnLinc activities.

Edit Scores for Activities Edit scores on LearnLinc activities.

View Reports on Activities View reports on LearnLinc activities.

ConferenceLinc


View Only View conference settings with no ability to make changes.

Add New Conferences Add conferences.

Edit Conferences Edit conference settings.

Register Users for Conferences Register users for conferences.

Add Content to Conferences Edit content for conferences.

Create Instant Conferences Create instant conferences.

Record Conferences Record conferences.

Upload Recordings within a Session

Upload recordings within a conference.

View Reports on Conferences View reports on conferences.

SupportLinc


View Only View support room settings with no ability to make changes.

Add New Support Rooms Add support rooms.

Edit Support Rooms Edit support room settings.

Set Availability of Support Rooms

Specify availability for support rooms.

Add Content to Support Rooms Edit content for support rooms.

Create Instant Support Rooms Create instant support rooms.

View Reports on Support Rooms

View reports on support rooms.

TestLinc


View Only View TestLinc template settings with no ability to make changes.

Add New Templates Add TestLinc templates.

Edit Templates Edit TestLinc template settings.

Surveys


View Only View survey template settings with no ability to make changes.

Add New Templates Add survey templates.

Edit Templates Edit survey template settings.

Content


View Only View content settings with no ability to make changes.

Add New Templates Add content.

Edit Templates Edit content settings.

Users


View Only view user settings with no ability to make changes.

Add New Users/Groups add users and groups.

Edit Users/Groups

edit user and group settings. Specific edit options include:

Edit Users’ General Properties – Select this option to specify that the user can edit a user’s profile information.

Edit Users’ Authority Levels – Select this option to specify that the user can assign Authority Levels to a user.

Upload Remove Users’ Picture – Select this option to specify that the user can edit a user’s picture.

View Reports on Users view reports on users.

Communication


View Only view communication settings with no ability to make changes.

Add New Announcements add announcements.

Edit Announcements edit announcement settings.

Add New Related Link add related links.

Edit Related Links edit related link settings.

Setup


View Only view setup settings with no ability to make changes.

Add New Divisions add divisions.

Add New Authority Levels add authority levels.

Edit Authority Levels edit authority level settings.

Edit General edit the General area of the Site pages.

Edit Interface edit the Interface area of the Site pages.

Edit Public edit the Public area of the Site pages.

Edit User Fields edit the User Fields area of the Site pages.

Edit Activity Fields edit the Activity Fields area of the Site pages.

Edit User Email Defaults edit the default user e-mails.

Edit LearnLinc Class E-mail Defaults

edit the default LearnLinc Class e-mails.

Edit LearnLinc Other E-mail Defaults

edit the default LearnLinc non-class activity e-mails.

Edit MeetingLinc Email Defaults edit the default MeetingLinc e-mails.

Edit ConferenceLinc E-mail Defaults

edit the default ConferenceLinc e-mails.

Edit LearnLinc Defaults edit the default LearnLinc settings.

Edit MeetingLinc Defaults edit the default MeetingLinc settings.

Edit ConferenceLinc Defaults edit the default ConferenceLinc settings.

Edit SupportLinc Defaults edit the default SupportLinc settings.

Edit LearnLinc Instant Defaults edit the default LearnLinc Instant settings.

Edit MeetingLinc Instant Defaults edit the default MeetingLinc Instant settings.

Edit ConferenceLinc Instant Defaults

edit the default ConferenceLinc Instant settings.

Edit SupportLinc Instant Defaults edit the default SupportLinc Instant settings.

View Site Reports site reports.

Access


Only available to be assigned by the owner only the owner can assign this authority level.

Available to be assigned by all users assign this authority level.

Only available to be assigned by specific users

Only selected users can assign this authority level.

Assigning an Authority Level to a User

When adding or editing a user, follow these steps to assign an authority level to the user. 1. Select the check boxes for the authority levels you would like to assign and deselect the

check boxes for the authority levels you would like to remove. The Standard User authority level is required for all users.

2. Click Submit.

Scheduling Sessions in iLinc iLinc offers you the ability to schedule four different types of sessions depending on the type of information you are delivering to your audience: iLinc for Meetings

A meeting space for which each attendee can be given equal control over the session; allowing participants to take and pass the floor at any time to gain control of audio and session content, unless the floor policy is changed to “Leader” or “Restricted Leader”

iLinc for Learning

A full-featured learning environment that allows you to set up a training curriculum and schedule live classes. LearnLinc classes take place in an iLinc online room that is equipped with the full set of iLinc’s communication and collaboration web conferencing tools. iLinc for Webinars

An interactive and easy-to-use virtual auditorium for delivering live sessions to large audiences, such as investors, customers, partners, analysts, the media, and global employees. The ConferenceLinc auditorium interface is different from other iLinc rooms in the following ways:

Participants do not see the Content window

Participants do not typically see the Attendees window

Participants cannot navigate through a Powerboard presentation on their own

Feedback results are not typically shared with participants

Sharing is limited to applications on the leader and assistant computers

The floor cannot be passed to participants iLinc for Support

In this virtual room a technician can help one or more users solve problems with their computer. SupportLinc allows technicians to remotely control a user’s PC as if they were sitting at the computer’s keyboard, allowing them to troubleshoot and solve problems with remote computers without ever having to leave their desks. In addition, a waiting list shows attendees how many people are ahead of them in the queue and allows the technician to control who enters the room. Scheduling or Editing a Session For each iLinc Session type, there is some common information that is collected in order to set up and distribute e-mail invites to your attendees. This section will describe all the values while indicating if there is a field or set of fields that do not apply to a certain type of session.

Session Scheduling - Wizard View

1. If you are adding a new session, on your Communications Center Home page click Add New Session choose the appropriate session or activity type (Meeting, Class Activity, Webinar, Support Room, or Folder.) depending on need. The Add New page opens.

a. You can also add a meeting from the “Activities” page if you have an Authority Level with permissions for any session type. Click Activities in the Manage section of your Communications Center navigation bar, and click Add New Session. OR

b. If you are editing a meeting, find the session and click the Edit link. 2. Enter the following information for your meeting based on the tables below. 3. When you have entered your session information:

a. Click Save if you are not yet ready to send e-mail invitations to your attendees. The session appears on the Communications Center home page in the Public Sessions area.

b. If your session is complete and you are ready to send the invitation e-mails to your attendees, click Save/Send. The session appears on the Communications Center home page for invited users. Participants can join from the e-mail or using the Join link on their home page.

c. You can easily invite additional users later using the Send Invite link that appears right hand column labeled Actions next to the session name. Refer to “To Send Quick Invites” in Chapter 1 of the Leader User Guide, “Preparing for Your Session,” for information on sending a Quick Invite.

Key Information


Owner Click Replace to search for and select a new session owner. By default, the person scheduling the session is added as the owner.

Title Type the session title. This will appear in your e-mail invitations and when participants click the Description link for the session on their home page.

Description Type a description for your session. This will appear when participants click the Description link for the session on their home page.

Leader or Primary Instructor

Select a user to lead the session.

Audio

Teleconference: This option is selected if you are using an audio bridge and wish you phone conferencing information is distributed to participants; either via email invitation or displayed in session. Internet Audio: Select this option if you want to use speakers and a microphone, or a headset, to communicate live audio to your session. Session audio is two-way. You can also specify the bandwidth and mute all participants on entry, which affects the quality of your internet audio session.

Visual Attendee Photographs Only: This option is used when not using Live Video, chose this setting if you wish to display only the uploaded or iLinc default photographs for the leader, assistant, and participants. Live Video: Video sessions use two-way video conferencing. This works like VoIP, except that those participants with video cameras can transmit their video. iLinc's implementation of multi-point video has no limitation, all leaders, assistants and participants have the ability to broadcast and/or receive video from other users. Many factors play in to the successful airing of multiple video feeds within an iLinc session. If the overall network bandwidth and individual computer configuration are not optimal, the quality and ability to display video will be reduced. Recommended configurations have been established to provide guidelines for our customers wishing to utilize this feature for large meetings or class activities. Please see the “Leading VoIP and Video Sessions” section of Chapter 3 “Add-Ons: Voice-over-IP and Video” of the “iLinc User Guide for Leaders” for these recommended configurations. Note: You can also specify the quality to use, which affects the required bandwidth, and or request iLinc automatically adjust the video.

Dial In Number If you are using a phone bridge, type the dial in number. This will appear to participants when they join, and will be available on the iLinc Tool Panel throughout the session.

Participant PIN If you are using a phone bridge, type the passcode. This will appear to participants when they join, and will be available on the iLinc Tool Panel throughout the session.

Controlled By Select a floor policy for the meeting:

Restricted Leader: Select this option if you want to limit the ability of the floor holder to initiate a share of another attendee's machine. If an attendee’s screen needs to be shared during the meeting, only the attendee can initiate it.

Leader: Select this option to give the session leader control over the meeting. In this type of session, the leader must pass the floor to a participant before he or she can control content.

Anyone: Select this option to give each participant in the meeting equal control. This allows participants to take the floor when they want to control content.

Note: This field applies only to MeetingLinc Meetings. All other session types default to Leader.

Room Technician Select a user to lead the session Note: This field applies only to SupportLinc Rooms.

Expected Attendees

Change the expected attendees, if necessary. The default is 1 to 20 participants, which includes leaders, assistants, and participants. This setting helps to better manage licenses. You can invite as many as you

would like. Note: Does not apply to SupportLinc Rooms.

Max Score Type the maximum numeric score (e.g., 100) that a participant can receive in the class. If you are not using scoring, leave this field blank. Note: This field applies only to LearnLinc Class Activities.

Mastery Score Type the numeric score that will determine whether a participant passes or fails the class (e.g., 60). If you are not using scoring, leave this field blank. Note: This field applies only to LearnLinc Class Activities.

Schedule

Note: This section does not apply to SupportLinc Rooms.


Open/Single Occurrence/Recurring

Select Open if you want participants to be able to join the session at any time.

Select Single Occurrence if you want to schedule the session for a set time period. Select a Date, Start Time, and Duration. Participants will be able to join the session during the scheduled time period.

Select Recurring if you want to schedule the session for a set time period that recurs over a specified time frame. Select a Start Time, Duration, Recurrence (Daily, Weekly, Monthly, or Yearly), Start Date, and End Date. Participants will be able to join the session during the scheduled time periods.

You can also select a Time Zone for your session if you would like invitations and scheduling information to use a time zone that is different than the site time zone. User time zones will be used over the session time zone.

Allow Join Enter the number of minutes before the scheduled start time that participants are allowed to join.

Remove from Home Page When Expired

Select this check box if you want the session to be removed from the home page after the last occurrence of the scheduled time period has ended.

Security

Note: only the options your organization has purchased or enabled appear in this section.


Password/Verify Type a password if you would like to password-protect the class,

password

and then type it again to verify it. You will need to distribute the password to invited participants before the session.

Join Message Type a text message that will appear when participants join the session.

Allow join from the Site’s/Owner’s Public page

Select this check box to display this session on the site’s or owner’s public page with a Join link. Select the Only allow pre-registered attendees to join check box to restrict joining from a public page to only those participants that are registered for this session at the time they attempt to join.

Only allow pre-registered attendees to join

Select this check box to required all attendees register with your site before they can join a session.

Allow participants to join anonymously

Select this check box to force users to join anonymously. The leader and assistants will not be anonymous within the session. The two levels of anonymity are:

Provide full participant anonymity: Participant’s First Name, Last Name, and Email Address is replaced with Participant # both in the iLinc system and in a session.

Hide only the participant’s name in session: Participant’s First Name and Last name are replaced with Participant # in a session, but their First Name, Last Name, and E-mail Address are stored in the iLinc system.

Allow Public Chat for Participants

Select this check box to allow Participants to chat using the Public tab with anyone else in the session.

Allow Private Chat between Participants

Select this check box to allow Participants to chat privately with other Participants. If this setting is unchecked, a Participant may still privately chat with the Leader or Assistants, but not with other Participants.

Limit the number of attendees to

Select this check box and enter a number if you want to restrict the number of attendees allowed in the session at one time. If an attendee tries to join after this limit has been reached, he or she will receive a message stating that the attendee limit has been reached.

Use Waiting List Select this check box to have individuals, except for assistants, who attempt to join after the support room contains at least two individuals (leader, plus one participant) placed on a waiting list. Otherwise, any individual who attempts to join will automatically enter the support room. Note: This field applies only to SupportLinc Rooms.

Registration


Allow anyone to register from the Site’s/Owner’s Public page

Select this check box to display this session on the site’s or owner’s public page, enabling participant registration. The two registration options are:

Automatically approve registration: Select this option to automatically accept the registration request and send out the invitation e-mail to the registrant.

Notify Leader for registration approval: Select this option to have an e-mail notification sent to the leader. The leader has the option to approve, deny, or review the registrant and have the appropriate e-mail (invitation or denial) sent to the registrant.

Allow users to register from the Catalog

Select this check box to display this session on the site’s catalog page, enabling participant registration. The two display options are:

Display for all users: Select this option to display this session on the catalog page for all users.

Only display for specific users: Select this option and specify users to limit the display of this session on the catalog page to specific users.

The two registration options are:



Limit the number of registrants to

Select this check box and enter a number if you would like to allow only a specified number of individuals to register from the public or catalog pages.

Close Registration Select this check box if you want to limit the days on which attendees can register for a session. This will minimize change to a session roster during the last few days (or selected time period) before the start of your session.

Content


New Content Select the type of content and click Add. The content will be accessible on the content window in your session.

Existing Content, Tests Click Libraries, click the Content, TestLinc, or Survey link and then

(from templates) or Surveys (from templates)

select the existing content to add to your session. The content will be accessible on the content window in your session. Note: Different types of content require different information.

E-mails


Invitation or Registration

This e-mail is sent to invite or register individuals to your session or document. It is also sent when an individual successfully registers for your session from the public or catalog page. The To options are:

Nobody: Select this option to not send the invitation e-mail to anybody upon submitting.

Added Attendees Only: Select this option to only send the invitation e-mail to attendees that you added during this add/edit.

All Attendees: Select this option to send the invitation e-mail upon submitting to all attendees regardless of when you added them.

Invitation Responses: In order for the Leader to receive e-mail notifications when participants accept, tentatively accept or decline a session invitation, they should place a checkmark in the Request Responses option. When the participant receives the invitation email and chooses the Add to Your Calendar link from the invitation, he/she will open an .ics-formatted file. When the participants click the Accept, Tentative, or Decline button on the calendar request, a response will be sent to the session Leader with each participant’s status. Note: Registration e-mails are not sent to all users if the “Register all users…” check box is checked.

Reminder This e-mail is sent at a specified time before the start of your session to remind individuals of your session and is only available for a scheduled (single occurrence or recurring) session. The Send E-mail options are:

# day(s)/hour(s): Select this option to have the reminder e-mail sent out the specified number of days or hours before the start of your session.

0/15/30/45: Select this option to have the reminder e-mail sent out the specified number of minutes before the start of your session.

The To options are:

Nobody: Select this option to never send out the reminder e-mail.

All Attendees/Registrants: Select this option to send the reminder

e-mail to all individuals registered for your session at the time the email is sent.

Follow-Up This e-mail is sent at a specified time after the end of your session and is only available for a scheduled (single occurrence or recurring) session. The Send E-mail options are:

# day(s)/hour(s): Select this option to have the follow-up e-mail sent out the specified number of days or hours after the end of your session.

0/15/30/45: Select this option to have the follow-up e-mail sent out the specified number of minutes after the end of your session.

The To options are:

Nobody: Select this option to never send out the follow-up e-mail.

All Attendees/Registrants Who Joined: Select this option to send a follow-up e-mail only to the individuals who actually joined your session.

All Attendees/Registrants: Select this option to send a follow-up e-mail to all individuals registered, but may not have attended, the session.

Removal This e-mail is sent to inform individuals that they have been removed from your session. The To options are:

Nobody: Select this option to not send the removal e-mail to anybody you removed during this add/edit.

Removed Attendees Only: Select this option to send the removal e-mail upon submitting to anybody that you removed during this add/edit.

Cancellation This e-mail is sent to inform individuals that you have cancelled your session. The To options are:

Nobody: Select this option to not send the cancellation e-mail to anybody upon deleting your session.

All Attendees/Registrants: Select this option to send the cancellation e-mail to all attendees/registrants upon deleting your session.

Denial This e-mail is sent to inform individuals that you have denied their registration request for your session. This email is only available if public or catalog registration is selected and Notify Leader is specified.

Availability


Make available to all users in addition to assistants specified below

Select this check box to allow all users to be able to join this session from their Home page. When checked, only assistants can be specified in the list of users below.

First Name/Last Name/ E-mail Address

To quickly add users or assistants who have not been added as an iLinc user, type their first name, last name, and e-mail address and click Add. Assistants bypass the waiting list and automatically join the session. You can also type a first name, last name, or e-mail address and click Add to search for a match with existing users.

Select Attendees Click Select Users to search for and select existing users.

Assistant Select the check box under the Assistant column for the users that you would like to be assistants. Session assistants see the same interface as the leader so they can help run the session but cannot do everything the leader can do. If the session is made available to all users, then only assistants can be added to the list.

Attendees


Register all users in addition to assistants and guests specified below

Select this check box to allow all users to be registered for this session, which will allow them to join from their home page. When checked, only guests and assistants can be specified in the list of users below. Note: This field applies only to LearnLinc Class Activities.

First Name/Last Name/ E-mail Address

To quickly add a person who has not been added as an iLinc user, type his or her first name, last name, and email address, and click Add. Guests can join the session from an invitation e-mail, but cannot log in to the iLinc Communications Center. You can also type a first name, last name, or e-mail address and click Add to search for a match with existing users and guests.

Select Attendees Click Select Attendees to search for and select participants who will be invited to the session.

Assistant Select the check box under the Assistant column for the attendees that you would like to be assistants.

In Session


Sharing Settings

Select an option that sets the bandwidth and default color that best suits your session. Available options are:

Standard: The bandwidth is set to 90k and default color is set to Standard (256) colors. This option is best if attendees will be using a Fast DSL connection.

Enhanced: The bandwidth is set to 100k and default color is set to Enhanced (16-bit) colors. This option is best if attendees will be using a cable connection.

Custom: Any of the bandwidth and default color options can be selected, with bandwidth ranging from 14k to 200k and default color ranging from Gray-Scale to True (24-bit)

Advanced Session Configuration

Establish interface settings for users (leader, assistant, and participants) and features of your session. Determine what information or panels are displayed to your users and how they can interact with them during the session. These settings can be reset by clicking Reset All to Default at the end of the section. Here is a listing of the settings for each section of the iLinc Client interface. Note that some types of sessions may not enable all of these settings:

Attendees Initial Display (none, collapsed, expanded, undocked)

Initial Minimized Display (hidden, collapsed, expanded)

Allowing Docking/Undocking (yes, no)

Default Picture in Picture On (yes, no)

Feedback Initial Display (none, collapsed, expanded, undocked)


Display Feedback (yes, no)

Display Hand Raise (yes, no)

Display Participation Meter (yes, no) only for Leader and Assistant

Display Audio Status (yes, no)

Display Video Status (yes, no)

Allow Glimpse (yes, no) only for Leader and Assistant

Allow Dismiss All (yes, no) only for Leader and Assistant

Allow Send Invite (yes, no) only for Leader and Assistant

Allow File Transfer (yes, no)

Allow Breakout Group Creation (yes, no) only for

Leader and Assistant

Allow Docking/Undocking (yes, no)

Chat Initial Display (none, collapsed, expanded, undocked)


Content Initial Display (none, collapsed, expanded, undocked)


Allow Save (yes, no)

Allow Emoticons (yes, no)

Allow Docking/Undocking (yes, no)

Exit Prompts

Display Tab (yes, no)

Allow Free Tab Movement (yes, no)

Allow Add/Edit (yes, no) only for Leader and Assistant

Allow Sharing (yes, no)

Allow Powerboard Launch (yes, no)

Allow Synchronized Browser Launch (yes, no)

Allow Question and Answer (Q & A) Launch (yes, no)

Allow Audio/Video (streaming) Launch (yes, no)

Allow Tab Closing (yes, no)

Allow Floor Holder to Take Control of Sharing (yes, no)

Powerboard o Allow Free Movement (yes, no) o Allow Save (yes, no) o Allow Print (yes, no)

Synchronized Browser o Allow Free Movement (yes, no)

Alert Sounds

Prompt to Save Chat on Exit (yes, no)

Prompt to Save Attendee List on Exit (yes, no)

Prompt to Dismiss Attendees on Exit (yes, no) only for Leader

Copy Permission


Only allow owner Select this option to only allow the owner to copy this session.

Allow all users Select this option to allow all users with the appropriate permissions to copy this session.

Only allow specific users

Select this option to only allow specific users with the appropriate permissions to copy this session.

Location Specifically for LearnLinc Class Activities, you can determine if this new activity should be part of an existing Folder. Select the check box for the folder that you would like to add the class to.

Classes can be grouped by folders on participant home pages. Refer to Adding or Editing a Folder for instructions. Managing Sessions Sessions that you are scheduled to lead, assist, or attend are listed on your Communications Center home page, but you can also easily search for a specific session on the Activities page if you have the appropriate permissions.

1. On your Communications Center home page, click the Activities link in the Manage section of the navigation bar. The Activities page opens.

2. Chose search for active, inactive, or all sessions. 3. To search for the session, use the search field at the top of the page to enter your

criteria. 4. Hit enter on your keyboard. The page lists only those sessions which meet your search

criteria. The list of sessions may be longer than the number of sessions currently displayed. To page through the full list, click the left or right arrows located in the bottom of the table. To see more sessions on a single page, select to Show a larger set of sessions from the dropdown located in the bottom right corner of the table, Updating a Session

If you need to make changes to a session, you can easily search for and edit the necessary information. You may want to update your session to:

change the title or description

change the date or time

change the leader

add participants or assistants

remove participants or assistants

upload or change session content

update e-mails Note: After you make your changes, you will most likely want to resend the invitation e-mail. If you do not want to resend an invitation, click the Save button. Clicking Save/Send may resend your invitation based on email setting you have selected. To Update a Session

1. If you are the session leader (for Meetings, Class Activities or Conferences), click the Edit

link for the meeting on your home page. OR

If you have the appropriate permissions, click Activities in the Manage section of your Communications Center navigation bar. Then, search for the session. When you find the

session, click the Edit link. The Edit Meeting page opens. 2. Make any changes. Refer to the field definition table in Scheduling or Editing a Session

for detailed field information and instructions or refer to the sections that follow for quick steps to take to complete common tasks.

To Change the Title or Description

1. In the Key Information section, click in the Title or Description text box. 2. Type the new title or description. 3. Click Save.

To Change the Date or Time

1. In the Schedule section, click the calendar icon to select a new date or type the new date in mm/dd/yyyy format. To change the times, select a new start time and duration from the drop-down lists.

2. Click Save.

To Change the Leader 1. In the Key Information section, click the Replace button next to the Leader or

Primary Instructor field. The Leader or Primary Instructor page opens. 2. Search for and select the check box for the user you would like to lead the session

and click Submit. The new leader’s name appears in the Leader field. 3. Click Save.

To Add Participants or Assistants

1. In the Attendees section, click the Select Attendees button. The Users page opens. 2. Search for and select the check box for the user you would like to invite, select the

check box in the Assistant column for anyone who should be an assistant, and click Submit. The participant’s name appears in the participant list.

3. Click Save.

To Remove Participants or Assistants 1. In the Attendees section, select the check box for the attendees you would like to

remove. 2. Click the Remove button. 3. Click Save.

To Upload, Remove, or Reorder Content

In some cases, content you want to change is content that has been uploaded to the iLinc Server. For example, PowerPoint presentations, Q&A files, and iLinc recordings are physically uploaded to the server when you add them. To make a change, you need to make the change locally, remove the original, and re-upload the new version. In other cases, the content you want to change resides locally and the iLinc content is just a path to the

location. For example, a video clip simply points to the web server or local path where the clip resides.

If you want to. . . Then ...

remove content select the check box for the content and click Remove below the list.

upload new content

select the type of content and click Add.

reorder content list

select the check box for the content and click Move Up or Move Down.

Changing the Active/Inactive Status of a Session Changing the active/inactive status of a session determines whether or not it appears on participant home pages and whether or not it can be joined. An active session will appear on participant home pages and can be joined. An inactive session will not appear and cannot be joined, but is still accessible in the Manage > Activities section of the Communications Center.

1. Search for the session. 2. Select the check box for the session. 3. At the bottom of the page, select Activate or Deactivate. 4. You will be prompted to confirm your choice, if you wish to make the change click OK on

the confirmation dialog box that appears. The status of the session is changed. Deleting a Session Deleting a session removes it from participant home pages and from the iLinc Server.

1. Search for the session. 2. Select the check box for the meeting. 3. Click the Delete button at the bottom of the page. 4. You will be prompted to confirm your choice, if you wish to make the change click OK on

the confirmation dialog box that appears. The session is changed purged.

LearnLinc Folders, Documents, Tests, and Surveys Beyond LearnLinc Class Activities, you can add:

Folders Use folders as containers for related LearnLinc activities or content.

Documents Add any type of document (e.g., Microsoft Word, PowerPoint presentations, web pages, etc.) to track who viewed the document.

TestLinc Tests: Add tests to LearnLinc for self-paced testing to track who took the test, how many times, and their score.

Surveys: Add surveys to LearnLinc to for self-paced information gathering, track who took the survey, and the results.

Figure 10: Folder View

The following sections describe how to add folders, documents, TestLinc tests, and surveys. Adding or Editing a Folder

You can create a folder to contain any LearnLinc activity, including other folders. 1. If you are adding a new folder, click Add New Session on the home page section of your

Communications Center. The Add New Folder page opens. 2. Enter the information for your folder. Each section and field is described in the following

tables. 3. Click Submit. The folder is added to the designated location.

Key Information


Owner Click Replace to search for and select a new folder owner. By default, the person adding the folder is added as the owner.

Folder Name Type the folder title. This will appear on the home page and when participants click the Description link on their home page.

Description Type a description for your folder. This will appear when participants click the Description link for the folder on their home page.

Content


Content Select the type of content and click Add. The content will be accessible on the content window of classes in added to your folder.

Existing Content, Tests Click Libraries, click the Content, TestLinc, or Survey link and then

(from templates), or Surveys (from templates)

select the existing content to add to your folder. The content will be accessible on the content window of classes in added to your folder. Note: Different types of content require different information.

Copy Permission


Only allow owner Select this option to only allow the owner to copy this folder.

Allow all users Select this option to allow all users with the appropriate permissions to copy this folder.

Only allow specific users

Select this option to only allow specific users with the appropriate permissions to copy this folder.

Location Select the check box for the folder under which you would like to add the folder. Folders can have sub-folders depending on how you need to organize your activities and/or content. Adding or Editing Documents A document is any file that is accessible on the Internet or that can be uploaded from your computer. Adding a document as a LearnLinc activity allows you to track who actually viewed the document.

Use a Document to provide information that you want users to accept or decline. For example, you could post your company’s computer use policy in HTML format and include “Accept” and “Decline” buttons. Add the HTML file as a “Document” to your “New Employee Training” folder. Then, you can use iLinc reports to see who has viewed and accepted or declined the policy.

1. If you are adding a new document, click Add New Session on the Home Page section of

your Communications Center, and chose new class activity. On the Activity Type drop-down list, select Document. Wait a moment as the page refreshes with the “Add New Document” form.

OR If you are editing a document, find the document and click the Edit link.

2. Enter the information for your document. Each section and field is described in the following tables.

3. Click Submit. The document is added to the designated location and can now be accessed by participants.

Key Information Refer to the Scheduling or Editing a Session section on Key Information for definitions of each of the fields required for iLinc Documents. Below are definitions of fields specific to documents.


Document or URL

Click Browse to find and select the document file that you want to add. This file will be uploaded to the iLinc Server. OR

Enter a URL.

Acknowledgment

Specify if there should be an acknowledgment required by the user. The acknowledgement options are None, Yes/No, and Accept/Decline. The first displays a Close button, while the other two display buttons that match the option selected.

Acknowledgement Text

If an acknowledgement is required, enter text to prompt the user to select one of the acknowledgement buttons.

Window Width Enter the width of the window in which the document will open. Note: The number entered should be the inside dimension of the browser window.

Window Height Enter the height of the window in which the document will open. Note: The number entered should be the inside dimension of the browser window.

Schedule For documents, there are only two scheduling options:

Select Always Available if you want users to always be able to launch the document.

Select Single Occurrence if you want to schedule the document to only be launched during a set time period. Select a Date, Start Time, and Duration. Participants will be able to join the session during the scheduled time period.

You can also select a Time Zone for your session if you would like invitations and scheduling information to use a time zone that is different than the site time zone. User time zones will be used over the session time zone. Security For documents, there are only two security options:

Select this check box to display this document on the site’s or owner’s public page to be able to be launched by participants.

Select the Only allow pre-registered attendees to launch check box to restrict launching from a public page to only those participants that are registered for this document at the time they attempt to join.

Note: only the options your organization has purchased or enabled appear in this section. Registration Refer to the Scheduling or Editing a Session section on Registration information for definitions of each of the fields required for iLinc Documents. Content

Refer to the Scheduling or Editing a Session section on Content information for definitions of each of the fields required for iLinc Documents. E-mails Refer to the Scheduling or Editing a Session section on E-mail information for definitions of each of the fields required for iLinc Documents. Registrants Refer to the Scheduling or Editing a Session section on Registrants information for definitions of each of the fields required for iLinc Documents. Copy Permission Refer to the Scheduling or Editing a Session section on Copy Permission information for definitions of each of the fields required for iLinc Documents. Location Select the check box for the folder that you would like to add the document to. Documents can be grouped by folders on participant home pages. Refer to Adding or Editing a Folder for instructions. Adding or Editing Tests or Surveys

Adding a test or survey as a LearnLinc activity allows you to track who actually accessed the test or survey, and, for tests, how they scored.

1. If you are adding a new document, click Add New Session on the Home Page section of your Communications Center, and chose new class activity. On the Activity Type drop-down list, select TestLinc Test or Survey. Wait a moment as the page refreshes with the “Add New Document” form.

OR If you are editing a TestLinc Test or Survey, find the TestLinc Test or Survey and click the Edit link.

2. Enter the information for your document. Each section and field is described in the following tables.

3. Click Submit. The test or survey is added to the designated location and can now be accessed by participants.

Key Information Refer to the Scheduling or Editing a Session section on Key Information for definitions of each of the fields required for TestLinc Tests. Below are definitions of fields specific to tests or surveys.


Template Select a template for the test or survey.

Grade Posting Select the level of grade results to post and after which date/time

to display the results. Do not check the “Post Grades after” check box if grades should be posted immediately. Grade posting levels:

Don’t show results

Show final grade only

Show question, answer, points (and final grade)

Show question, answer correct answer, points (and final grade)

Note: Grade Posting is only available for TestLinc tests.

Number of Attempts Type the maximum number of attempts a user has to launch the test or survey. Leave blank if there should not be any attempt limit.

Time Limit Type the number of minutes a user has to complete the test or survey. Leave blank if there should not be any time limit.

Warning Type the number of minutes before time expires to display a time limit warning message. Leave blank if do not want a warning to display.

Randomize Question Order

Select this check box if the questions should be presented to the user in random order. Note: Randomize Question Order is only available for TestLinc tests.

Schedule For tests or surveys, there are only two scheduling options:

Select Always Available if you want users to always be able to launch the test or survey.

Select Single Occurrence if you want to schedule the test or survey to only be launched during a set time period. Select a Date, Start Time, and Duration. Participants will be able to join the session during the scheduled time period.

You can also select a Time Zone for your session if you would like invitations and scheduling information to use a time zone that is different than the site time zone. User time zones will be used over the session time zone. Security For tests or surveys, there are only two scheduling options:

Select this check box to display this test or survey on the site’s or owner’s public page to be able to be launched by participants.

Select the Only allow pre-registered attendees to launch check box to restrict launching from a public page to only those participants that are registered for this document at the time they attempt to join.

Note: only the options your organization has purchased or enabled appear in this section.

Registration Refer to the Scheduling or Editing a Session section on Registration information for definitions of each of the fields required for TestLinc Tests or Surveys. Content Refer to the Scheduling or Editing a Session section on Content information for definitions of each of the fields required for TestLinc Tests or Surveys. E-mails Refer to the Scheduling or Editing a Session section on E-mail information for definitions of each of the fields required for TestLinc Tests or Surveys. Registrants Refer to the Scheduling or Editing a Session section on Registrants information for definitions of each of the fields required for TestLinc Tests or Surveys. Copy Permission Refer to the Scheduling or Editing a Session section on Copy Permission information for definitions of each of the fields required for TestLinc Tests or Surveys. Location Select the check box for the folder to which you would like to add the test or survey. Test or surveys can be grouped by folders on participant home pages. Refer to Adding or Editing a Folder for instructions.

Running Reports Your iLinc Communications Center provides a full set of reports designed to help you track and manage your session attendance and system usage. This chapter describes how to access reports and provides a detailed description of each available report. Authority Levels and Reports The reports that are available to you depend on the permissions in the Authority Levels assigned to you by your iLinc system administrator. The default Authority Levels are set up to allow for users to run reports on any activities that they are leading. The following table outlines the default Authority Levels required for each type of report:

Authority Level Available Reports

LearnLinc Administrator View Reports on Activities:

Session Summary

Session Detail

Activity Report

Assessment Question Summary

Assessment User Detail

Green Meter Summary (Owner’s activities)

MeetingLinc Administrator View Reports on Meetings:

Session Summary

Session Detail

Activity Report




ConferenceLinc Administrator View Reports on Conferences:

Session Summary

Session Detail

Activity Report




SupportLinc Administrator View Reports on Support Rooms:

Session Summary

Session Detail

Activity Report




User Administrator View Reports on Users:

User Profile Detail

User-Level Session

User System Detail

Concurrent Usage Summary

Current Users

Owner Storage Summary

Site Administrator View Site Reports:


Current Users

Storage Summary

Storage Detail

Owner Storage Summary

Green Meter Summary

Green Meter Detail

Accessing Reports To access the reporting area:

1. Click the Reports link on the Communications Center Home Page. The Report Links will

appear:

2. Click the Report Type, select the report you would like to run. The criteria change depending on the report you select.

Activity Reports:

Session Summary

An overview of usage during sessions that have occurred on your site. It includes session configuration and settings information.

Session Detail

Detailed information on the sessions that occur on your site. It includes a total of attendees as well as session configuration and settings information.

Session Attendee Detail

A detailed list of usage during sessions that have occurred on your site. It includes information about each attendee that has joined sessions, including individual Green Meter savings.

Scheduled Session Summary

An overview of the sessions that are scheduled to occur within the date range selected.

Current Activity Summary

An overview of the sessions that are currently in progress.

Current Activity Detail

A detailed list of all people in sessions that are currently in progress.


An overview on peak and average license usage.

Assessment by Question

An overview of the questions on a Test or Survey. You may also elect to see User Details, which will display each user that selected each answer option.

Assessment by User

The score for each selected user that took a Test or Survey. You may also elect to see Question Details, which will display the user's answers to each question.

User Reports:

User Profile Detail

Detailed information from user profiles including any custom user fields available on your site.

User Session Detail

Detailed information on users and the sessions they have joined, including scores and completion information for graded activities.

User System Detail

Detailed information on the computer used by people that have joined sessions.

Green Meter Reports:

Green Meter Summary

An overview of the emissions, travel and cost savings accumulated based on all sessions held from this site.

Green Meter Detail

Detailed information on online sessions including each session's specific savings of emissions, travel and cost.

Storage:

Storage Summary

An overview of the number of content files stored for this site as well as the total storage space utilized by the files.

Storage Detail

A specific list of content items and additional information related to the files, including the owner and dates of usage.

Storage Owner Summary

An overview of storage utilized, summarized for specific users.

History Detail Information on the creation, edit and usage of sessions, content, users and other types.

Scheduled Retirement A list of items (sessions, content, and users) set to be retired for this site.

Personal:

Customizing iLinc The Communications Center is the gateway to your iLinc environment. Follow the instructions in this chapter to customize your Communications Center and the sessions you schedule through it. You can “brand” the site with your own logo, change text, and even control the specific fields that appear on add/edit pages. Customization can also extend to individual sessions, with the ability to create custom session rooms that include only the tools that are regularly used by your session leaders and default session set up and tool panel options. Customizing Site Features Customizing site features for your Communications Center and sessions can be as involved as adding text and graphics to create a look and feel that is unique to your organization or as simple as changing the time zone that is used when scheduling sessions. Available customizations are listed below:

Changing the Landing Page

Changing the Site Time Zone

Changing the User Profile Availability

Changing the Available Features

Customizing the Technical Support Information

Customizing the Log In Page

Allowing/Restricting External User Account Creation Accessing the Site Pages

Users with an Authority Level with permissions to edit Site settings can perform system-wide customizations on a set of Site administration web pages in their Communications Center. To access the Site pages, log in to your Communications Center and click Administration>Site in the Navigation frame. The General page for site administration opens. At the top of the page is the Site menu bar, which contains links to the Site administration pages: Changing the Landing Page

The landing page you select for the site will be the page that displays when a user goes to your site using the standard URL (http://mycompany.ilinc.com).

1. Access the Site customization pages. 2. On the General page, locate the General section. 3. Select the landing page you would like to use from the Landing Page drop-down list.

If you want… Select

Users to land on the log in page Log In

Users to land on the site’s public register page Public Site: Register

Users to land on the site’s public join page Public Site: Join

Users to land on the site’s instant sessions page Instant Sessions

Users to land on the site’s private sessions page Private Sessions

4. Click Submit at the bottom of the page to save your changes.

Changing the Site Time Zone

The time zone you select for the site will set the time zone that is used at the server level for session scheduling. This time zone will be used as the default when adding users and activities.

1. Access the Site customization pages. 2. On the General page, locate the General section. 3. Select the time zone you would like to use from the Time Zone dropdown list. 4. Click Submit at the bottom of the page to save your changes.

Changing the User Profile Availability

The user profile is used to allow users to update their information, including User Name, First Name, Last Name, E-mail Address, Time Zone, and User Photo.

1. Access the Site customization pages. 2. On the General page, locate the General section. 3. Select the User Profile setting you would like to use from the User Profile drop-down list.

http://mycompany.ilinc.com/


Users to be able to edit their own profile Edit

Users to only be able to view their profile View Only

Users to not be able to edit or view their profile None


Changing the Additional Features

The Communications Center is set up with a variety of features already enabled. Follow the steps below to turn them off or back on for the site.

1. Access the Site customization pages. 2. On the General page, locate the General section. 3. Check or uncheck the check box for the appropriate feature.

If you want to… Remove checkmark for…

Remove the Catalog from the site Catalog

Remove the Public Sessions from the site Public Sessions

Remove the Instant Sessions from the site Instant Sessions

Remove Announcements from the site Announcements

Remove Related Links from the site Related Links

Remove the Outlook Plugin from the site Outlook Plugin

Remove the Groupwise Plugin from the site Groupwise Plugin


Customizing the Green Meter

The iLinc Green Meter, displayed at the top of the left column of all Communications Center pages, as well as available in-session from the iLinc application, tallies usage information and calculates the CO2 Emission, Travel and Cost savings by using iLinc for online sessions rather than traveling. The Green Meter can be customized to display data in the appropriate units as well as to calculate Cost savings on your own company’s reimbursement for travel related expenses.

1. Access the Site customization pages 2. On the General page, locate the Green Meter section 3. Review the current settings and make changes as needed for your site.

a. You can turn off any of the three savings available to the site. Any user then only sees what you have enabled for the site.

b. Users can change the display units in their own profile, but you may make selections used on pages that don’t display based on the user’s profile settings.

4. Cost Savings: you may enter different amounts (in US dollars) on which to calculate your site’s travel-related savings. Some generally accepted values are set as default but can

be changed at any time. Changes in these values will only impact savings calculations for future sessions.

a. You may reset these values to the iLinc defaults by clicking Reset Cost Values. 5. Establish which savings value will be the Default Display (CO2 or Travel).

a. Cost is not an option for a site’s default display. 6. Click Submit at the bottom of the page to save your changes.

Customizing the Technical Support Information

The Technical Support information is used to provide the site’s users with a way to receive technical support. This information can be included in the Forgot Password E-mail and displayed in the Help > Technical Support area through which issues can be automatically sent to the technical support e-mail address.

1. Access the Site customization pages. 2. On the General page, locate the Technical Support section. 3. Type an E-mail and Phone Number for the site. 4. Click Submit at the bottom of the page to save your changes.

Customizing the Log In Page

The Log In page includes minimal text by default. You can choose to provide additional instruction, information, or links by adding additional Log In page text.

1. Access the Site customization pages. 2. On the General page, locate the Log In Page section. 3. Type Top Text and Bottom Text for the page.

If you want… Enter

Text to display above the User Name and Password fields Top Text

Text to display below the User Name and Password fields Bottom Text


Allowing/Restricting External User Account Creation

Users can be allowed to create their own account from the log in page. This can be useful if you do not want to manually add all users to your iLinc system. However, if you do not want to give users this ability you can remove the link from the Log In page.

1. Access the Site customization pages. 2. On the General page, locate the Log In Page section. 3. Select the Allow external accounts to be created from the Log In page check box. 4. Select how user accounts should be created.


Users to automatically be created as active Automatically create active user.

accounts so they can log in right away

Users to wait for their account requests to be approved

Create inactive user and e-mail account request. You must enter an E-mail Address and you can customize the Request Acknowledgement text.


Customizing the Communications Center Interface You can easily customize the colors by selecting a “theme” for your site and/or set specific colors for lines, backgrounds, button borders, etc. You can also add your company logo or a custom banner to your Communications Center. To get started, click Interface on the Site menu bar. Selecting a Theme

A theme gives you a coordinated set of colored lines and background shading. You can select from a list of available themes or you can choose to create the look yourself by selecting colors directly (see Selecting Communications Center Colors for more information).

1. In the General section of the Interface page, select a theme from the Theme drop-down list.

2. Review the new look in the preview area of the Communications Center Colors and the Palette Colors sections.

3. If you are happy with the new look, click the Submit button at the bottom of the Interface page to apply the theme to the entire site.

Selecting Communications Center Colors

If you want to use specific colors throughout your site, you can set them directly for each interface element in the Communications Center Colors section of the Interface page. Click the color selector tool to select a color or type the hexadecimal value for each color.

Selecting Custom Interface Colors

Communications Center elements:

1. Page Background: the background of the logo and footer or bottom of the page sections.

2. Sub-Navigation Background: the background of the second row of the navigation menu. 3. Sub-Navigation Text: the text that displays on the second row of the navigation menu. 4. Sub-Navigation Text Hover: used when the mouse is hovering over or highlight an item

on the second row of the navigation menu. 5. Title Text: used for page and section headers throughout the site. 6. Footer Text: the text that displays in the footer or bottom section of the page.

Preview your selections as you go and when you are happy with the look, click the Submit button at the bottom of the Interface page to implement the change. Note: If the new colors do not display in the interface, log out, close the browser, and then log in again. Adding a Logo or Banner

The standard iLinc banner appears on the top of every page and includes the iLinc logo in the upper left corner.

Customize Site Logo

You can change the logo that appears in the standard banner or you can replace the entire banner with custom code and images. To Change the Logo

1. In the General section of the Interface page, click Upload next to the Logo heading. 2. On the Upload Client Logo window, click Browse and select the file. Note: The file must

be a .gif file, 160 x 60 pixels. 3. Click Open. 4. On the Upload Client Logo window, click Submit. The new logo appears in the Current

Logo image box and is immediately updated on the Communications Center pages. You can remove the custom logo and replace it with the default iLinc logo by clicking the Reset link.

To Change the Banner Note: If you change the banner, the logo will no longer appear in the upper left corner unless you write this into the custom banner code and upload the associated images.

1. Create a file containing the new banner code. This must be a .txt, .htm, or .html file. To modify the existing banner code, click the Download link next to the Banner heading and paste the code into the file. Note the following:

The HTML source code must contain an HTML table: <table> Custom banner code goes here </table>

The path to images in the banner must be $group_image_dir/xxxx.xxx 2. When you are ready to upload the banner, click the Upload link for the Banner heading

in the General section of the Interface page. 3. On the Upload Banner window, click Browse, select the file containing the banner code

(.txt, .html, or .htm), and click Open. 4. On the Upload Banner window, click Submit. 5. In the Images section, upload any images referenced in the banner code Click Browse to

select the file, and then click the Upload link to upload it to the server.

Note: File names are case-sensitive. If the HTML references myPicture.jpg, then the graphic file must also be named myPicture.jpg, not mypicture.jpg.

The banner immediately appears on all Communications Center pages. You can completely remove the banner using the Remove link or reset the default iLinc banner by clicking the Reset link. Customizing the Tool Panel Interface Selecting Colors

If you want to use specific colors within the sessions on your site, you can set them directly for each Tool Panel interface element in the In-Session section of the Interface page. Click the color selector tool to select a color or type the hexadecimal value for each color.

Customize Client

Tool Panel elements:

1. Window Background: the underlying color on which all the panels site. 2. Panel Border: the color of the edge of all panels. 3. Selected Attendee Highlight: the background color of the selected attendee within the

Attendee list. 4. Panel Gradient: the darkest color at the bottom of all panels. The top color is white and

a gradually fades into the color selected for this element. Preview your selections as you go and when you are happy with the look click the Submit button at the bottom of the Interface page to implement the change.

Changing the Default Attendee Pictures

The default attendee pictures display in the palette if a user does not have a custom photo uploaded. You can replace the default attendee pictures with customized graphics for your organization.

1. Create a new image for the attendee picture. The image must be:

180 x 125 pixels (height x width)

16-bit or higher color. 2. To replace an existing picture:

For … Select

the leader picture that displays in meetings or conferences

Leader

the instructor picture that displays in classes Instructor

the technician picture that displays in support rooms Technician

the assistant picture that displays in all session types Assistant

the attendee picture that displays in meetings, conferences and support rooms

Attendee

the student picture that displays in classes Student

the picture that displays when there is no floor holder in all session types

No Floor Holder

the picture that displays when there is no floor holder in a breakout group in all session types

No Floor Holder (Breakout Group)

3. Click the Upload link. The Upload Palette Graphic window opens. 4. Click Browse to select the file, and then click Submit to upload it to the server.

You can remove the custom attendee picture and replace it with the default attendee picture by clicking the Reset link. You can reset all palette graphics by clicking the Reset All link and you can download individual graphics or all graphics by clicking the Download or Download All links. Customizing User and Activity Fields Adding User Fields

Adding and editing user fields gives you the flexibility to capture additional user information, and run reports on this data. By default, when you add a new user the following information is required:

User Name

Password

First Name

Last Name

E-mail Address

Time Zone Using the User Fields site administration page, you can add additional fields that will appear on the add and edit user page and you can edit the requirements for the existing fields.

1. Access the Site customization pages. 2. On the Site menu bar, click User Fields. The User Fields page opens. 3. Click Add New User Field, in the upper right corner of the page. The Add User Field page

opens. 4. Enter information for the new user field, as outlined in the following table. Fields are

listed in the order in which they appear on the page. 5. Click Submit at the bottom of the page to save your changes.


Field Type Select the type of field you want to add. Options include:

Text Field: users will type in the required information

Drop Down List: users will select from a set of options that you provide

Checkbox: users will click the check box if it applies

Blank Line: this adds a blank line between items

Display Name Type the name of the field as you want it to display on the Add and Edit User pages.

Description Type a description of what information you are gathering and why, for future reference.

User Type Select the type of user that the new field will appear for.

Value Type (Text Field Only)

Select the type of characters the user can enter:

Alphanumeric: letters and numbers

Alphabetic: letters

Numeric: numbers

Date (mm/dd/yyyy): date in month/day/year format

Character Limit (Text Field Only)

Select whether you want to limit the field to only allow the user to enter a maximum number of characters.

Required (Drop Down List and Text Fields Only)

Select whether you want users to be required to complete the field when adding the user.

Unique Value (Text Field Only)

Select whether the user input must be unique from all other user inputs. For example Social Security Number or employee ID.

Secure Select this option if you do not want the entered information to appear as the user types it in. A secure field will display asterisks for the entered data.

Default Selection (Drop Down List

Select one of the following options for the list:

Use Designated List Item: Select this option if you would like a

Only) default list item selected. You can set the default item on the Add List Item window.

Use Select Prompt: Select this option if you would like words of instruction to appear instead of a default item. For example, “Choose one ” This forces the user to review the list and make a selection.

List Items (Drop Down List Only)

Click Add next to the box to add items that will appear on the drop-down list. On the “Add List Item” window, type the text of the item and click Submit and Add Another. Continue until you have added all your items. To select a default item, click the Default Selection check box for the item on the Add List Item window. If you need to go back and select a default, select the item on the Add/Edit User Field page and click Edit to access the Default Selection check box.

Strong Password Criteria

If you want to adjust the password requirements for your users, you will want to edit the existing User Field for Password. You can determine length of password, frequency of password change, alpha-numeric usage within password and other criteria for your users. If a user attempts to enter a new password that doesn’t match the User Field settings, they will receive notification about why their chosen password must be adjusted to meet the criteria until they have created a password that is acceptable within your set criteria. Adding Activity Fields

Adding and editing activity fields gives you the flexibility to capture additional information for activities. Using the Activity Fields site administration page, you can add additional fields that will appear on the add and edit activity page and edit the requirements for the existing fields.

1. Access the Site customization pages. 2. On the Site menu bar, click Activity Fields. The Activity Fields page opens. 3. Click Add New Activity Field in the upper right corner of the page. The Add Activity Field

page opens. 4. Enter information for the new activity field, as outlined in the following table. Fields are

listed in the order in which they appear on the page. 5. Click Submit at the bottom of the page to save your changes.


Field Type Select the type of field you want to add. Options include:

Text Field: users will type in the required information

Drop Down List: users will select from a set of options that you

provide

Checkbox: users will click the check box if it applies

Existing User Field: the field type will match an existing user field type and pre-fill with the entry or selection made for the activity creator

Blank Line: this adds a blank line between items

Display Name Type the name of the field as you want it to display on the Add and Edit User pages.


Products Select the type of product that the new field will appear for.

User Type Select the type of user that the new field will appear for.

Value Type (Text Field Only)

Select the type of characters the user can enter:

Alphanumeric: letters and numbers

Alphabetic: letters

Numeric: numbers

Date (mm/dd/yyyy): date in month/day/year format

Character Limit (Text Field Only)

Select whether you want to limit the field to only allow the user to enter a maximum number of characters.

Required (Drop Down List and Text Fields Only)

Select whether you want users to be required to complete the field when adding the user.

Unique Value (Text Field Only)

Select whether the user input must be unique from all other user inputs. For example, Social Security Number or employee ID.

Secure Select this option if you do not want the entered information to appear as the user types it in. A secure field will display asterisks for the entered data.

Default Selection (Drop Down List Only)

Select one of the following options for the list:

Use Designated List Item: Select this option if you would like a default list item selected. You can set the default item on the Add List Item window.

Use Select Prompt: Select this option if you would like words of instruction to appear instead of a default item. For example, “Choose one.” This forces the user to review the list and make a selection.

List Items (Drop Down List Only)

Click Add next to the box to add items that will appear on the drop-down list. On the “Add List Item” window, type the text of the item and click Submit and Add Another. Continue until you have added all your items. To select a default item, click the Default Selection check box for the item on the Add List Item window. If you need to go back and select a default, select the item on the Add/Edit User Field page and click Edit

to access the Default Selection check box.

Customizing Site Announcements and Related Links Users assigned an Authority Level with permissions to edit Communication settings can perform system-wide communications on a set of Communication administration web pages in their Communications Center. To access the Communication pages, log in to your Communications Center. On your home page, click Administration > Communication in the navigation menu. The Announcements page for site administration opens. At the top of the page is the Communication menu bar, which contains links to the Site administration pages. Adding or Editing Announcements The Announcements page is a place where Communication Administrators can post important system or company information that they want to communicate to iLinc users. Note: You must have an Authority Level with permission to add announcements in order to post announcements.

1. Click the Communication link in the Administration section of the navigation frame. 2. If you are adding a new announcement, click Add New Announcement.

OR If you are editing an announcement, find the announcement and click the Edit link. The Add New Announcement page opens.

3. Enter information for the announcement, as outlined in the following table. Fields are listed in the order in which they appear on the page.

4. Click Submit to save the announcement. The announcement is added and posted for users on their Announcements page according to the schedule you set. The announcement is also listed on the Communication administration page, where you can go to edit or delete the message:


Owner Specify an owner for the announcement.

Title Type the title for the announcement.


Message Type the message of your announcement.

Post Date/Time

Select Now to post the message immediately or select the date and time you want the message to be posted.

Expiration Date/Time

Select the date and time you would like the message to stop appearing to users. Note: You will still need to manually delete the message from the

Communication administration page.

Priority Select the priority for the message. This determines the order in which announcements appear on the Announcements page, as well as the color and icon associated with the announcement. The three priority levels and their unique display in the navigation menu:

o Low:

o Medium:

o High:

Users Select who you want to see the announcement:

Display For All Users: the announcement will be posted on the Announcement page for all users.

Only Display For Specific Users: select this option and click the link to select specific users who will receive the announcement on their Announcements page.

Adding or Editing Related Links

The Related Links page is a place where the links of interest to iLinc users can be posted. Note: You must have an Authority Level with permission to add related links to post Related Links.

1. Click the Communication link in the Administration section of the navigation frame. 2. On the Communication menu bar, click Related Links. 3. If you are adding a new related link, click Add New Related Link.

OR If you are editing a related link, find the related link and click the Edit link. The Add New Related Link page opens:

4. Enter information for the related link, as outlined in the following table. Fields are listed in the order in which they appear on the page.

5. Click Submit to save the related link. The related link is added and posted for users on their Related Links page according to the schedule you set. The link is also listed on the Communication > Related Links page, where you can go to edit, delete, or activate/deactivate the link.


Title Type the title for the link.

Description Type a description of why you are providing the link, for future reference.

URL Type the web address for the link. Click Preview link to test it.

Customizing Site and Session Defaults

You can customize the default settings and tool panel settings that are used when an activity is created and joined for each session type (MeetingLinc, LearnLinc, ConferenceLinc, and SupportLinc). Available customizations are listed below:

Setting Activity Defaults

Setting Instant Session Defaults

Setting Tool Panel Defaults

Setting E-mail Defaults

Changing the Default Feedback Answer Set Accessing the Default Pages

Users assigned an Authority Level with permissions to edit default settings can perform default modifications on a set of Defaults administration web pages in their Communications Center. To access the Defaults pages, log in to your Communications Center. On your home page, click Administration > Defaults in the navigation menu. The Activity page for default administration opens. At the top of the page is the Defaults menu bar, which contains links to the Defaults administration pages: Setting the Client Start Page

When your users join any iLinc session, a Start page will display for them. The Start page can include information about your session (title, audio dial-in) as well as an image. For leaders and assistants they can have additional quick links for Sharing the desktop, launching a Powerboard, or opening a Web Browser. You can change the default image and information on the Start page for your entire site, for each modality (MeetingLinc, LearnLinc Class, ConferenceLinc, or SupportLinc) or for any unique session.

To change the Start page for the entire site, click Site, then Interface and scroll to the In-Session section. Use the below steps to make adjustments to the page.

To change the Start page for each modality, click Defaults, then the modality type and scroll to the In-Session section. Use the below steps to make adjustments to the page.

To change the Start page for a unique session, edit the session’s activity information in the In-Session section of either the Wizard or Form view. Use the below steps to make adjustments to the page.

You can quickly replace the entire page by entering a URL for the Start page. For any of the above three areas, choose the URL option and enter in the full URL for the page you wish to use as your Start page. If you wish to customize certain elements of the existing Start page, follow these steps for any of the above three areas:

1. To customize the existing Start page, click Customize. a. Expand Background to change:

i. Image (must be png, jpg or gif)

ii. Horizontal (left or center) and Vertical (top and center) alignment iii. Background color

b. Expand Text to change: i. The information presented on the Start page (identified by the dotted

line box). Click Edit Text. Using the editor you can: 1. Change the text that is displayed. 2. Add or remove activity-specific merge fields

ii. Text box size and location: 1. left, top, width and height

c. Expand Links to change: i. The quick links presented at the bottom of the default page, which are

available only to Leaders and Assistants. ii. Click Edit Links and use the editor to add or remove action-specific merge

fields iii. Link size and location:

1. left, top, width and height 2. Your changes will appear on the Start page to the left of the editing area as you

progress. 3. When you are satisfied with your changes, click Submit.

Note: Any changes are made immediately. If you wish to back out a change to the default page design, you can return to the Communications Center interface and click Reset. Setting Activity Defaults You can set the session defaults that will be used for activities. These defaults will be used when an activity is added and can be set on a product-by-product basis.

1. Access the Defaults customization pages. 2. On the Defaults menu bar, click Activity. 3. Click the link for the modality (MeetingLinc, LearnLinc Class, ConferenceLinc, or

SupportLinc) defaults you would like to edit. 4. Find the section that corresponds to the settings of the activity you would like to edit

and set the defaults. For additional information on specific settings refer to the appropriate chapter for each activity type. The areas in which you can set defaults are:

a. Key Information (audio, video, size and floor control policy) b. Schedule (open, single session, recurring) c. Security (password, registration options, chat) d. Registration (where users can register, close registration) e. In Session (sharing settings, start page, home page for synchronized Web

Browser) f. Copy Permission (owner only, all users, specific users)


Note: These are only session default settings. They can be changed for any individual activity during the activity’s setup as needed. * Recommended size; can be changed per session MeetingLinc Activity Defaults:

Session Information

Teleconference Yes

Internet Audio (VoIP) Yes

Visual (photos/video) Yes

Controlled By (restricted/leader/anyone) Yes

Open/Single/Recurring Yes

Remove From Home Page Yes

Allow public chat Yes

Request Responses Yes

Waitlist n/a

Recommended Room Size * 1-20 *

LearnLinc Activity Defaults:

Session Information

Teleconference Yes



Controlled By (restricted/leader/anyone) Leader




Request Responses Yes

Waitlist n/a

Recommended Room Size * 1-20 *

ConferenceLinc Activity Defaults:

Session Information

Teleconference Yes






Allow public chat No

Request Responses No

Waitlist n/a

Recommended Room Size * 200+*

SupportLinc Activity Defaults:

Session Information

Teleconference Yes




Open/Single/Recurring n/a

Remove From Home Page n/a


Request Responses n/a

Waitlist Yes

Recommended Room Size * 1+ *

Setting Instant Session Defaults You can set the session defaults that will be used for Instant Sessions. The configurable defaults are:

Floor Policy (meetings only)

Application Sharing Bandwidth

Communication Type (VoIP and video)

Use AES Encryption

1. Access the Defaults customization pages. 2. On the Defaults menu bar, click Instant. 3. Find the section that corresponds to the type of session you would like to edit, and

make the default selections:

Floor Policy (meetings only): select Leader if you want the meeting leader to control the floor during the session or Anyone if you want all participants to be able to give and take the floor during the session.

Application Sharing: Select the bandwidth that should be used for AppShare, VoIP, and/or video.

VoIP and Video: Select the method of communication that will be used. The available options depend on the organizations’ licensing and can include VoIP and video.

Use AES Encryption: Select this option to secure the data at the iLinc Client using AES (the United States Government Advanced Encryption Standard).

4. Click Submit at the bottom of the page to save your changes. Setting Tool Panel Defaults

iLinc offers the ability to customize meetings, classes, and conferences to meet your organization’s presentation needs and preferences. Each session type has a default set of tools that appear on the Tool Panel in the session room. The default setting is different depending on the user’s role in the session. For example, session leaders have access to more session tools than participants do. You can customize the defaults on a system-wide basis, as well as enable session-specific configuration for session leaders. Note: If you disable an iLinc application, Agenda items that open in the application can still be launched during the session. For example, if you disable Powerboard for participants, you can still launch a Powerboard item from the Content window during the session.

1. Access the Defaults customization pages. 2. On the Defaults menu bar, click Activity. 3. Click the link for the modality (MeetingLinc, LearnLinc Class, ConferenceLinc, or

SupportLinc) tool panel configuration you would like to edit. 4. Select the options that you would like to appear on the Tool Panel for each type of

session attendee. In the column for each attendee type (Leader, Assistant, Participant), select the check boxes for options you would like to appear and deselect the check boxes for options you do not want to appear. Note: The available options differ for each session type. LearnLinc classes include the full set of iLinc session tools. MeetingLinc and ConferenceLinc include only a subset of session tools.

5. In the Lock column, select the tools that you do not want session leaders to be able to turn on or off when they create a session.

6. Click Submit to save your changes. Sessions created from this point forward will use the new settings.

Note: Existing sessions will not use the new room configuration. You will need to recreate any sessions that you want to use the new configuration. MeetingLinc Defaults The default feature and panel settings for meeting sessions are:

Client Defaults Leader Assistant Participant

Attendees **

Initial Panel Display Extended Extended Extended

Separate Floor Holder On On On

Display Attendee List On On On

Initial Minimized Panel Display Collapsed Collapsed Hidden

Separate Floor Holder Off Off On

Display Attendee List On On Off

Share Video on Join Off Off Off

Display Green Meter On On On

Display Hand Raise On On On

Display Participation Meter On On n/a

Display Feedback On On On

Display Audio Status On On Off

Display Video Status On On Off

Allow Glimpse Off Off n/a

Allow Dismiss All Participants On On n/a

Allow Send Invite On On n/a

Allow File Transfer On On On

Allow View Scores n/a n/a n/a

Allow Break Out Group Creation On Off n/a

Allow Docking/Undocking On On On

Feedback **

Initial Panel Display Expanded Collapsed Collapsed

Initial Minimized Panel Display Collapsed Collapsed Collapsed

Chat **

Initial Panel Display Expanded Expanded Expanded

Initial Minimized Panel Display Expanded Expanded Expanded

Allow Save On On On

Allow Emoticons On On On


Content **

Display Content Tab On On Off

Allow Free Tab Movement On On On

Allow Tab Closing On On On

Allow Content Add On On n/a

Sharing

Allow Sharing Launch On On n/a

Allow Floor Holder to Take Control of Sharing On On On

Powerboard

Allow Powerboard Launch On On Off

Allow Free Movement On On On

Allow Save On On On

Allow Print On On On

WebSync

Allow WebSync Launch On On Off


Allow Polling Launch On On Off

Allow Media Link Launch On On Off

Feature Availability ** All Roles

Hide Video when Inactive Off

Hide Audio (microphone & speaker) when Inactive Off

Hide Green Meter when Inactive Off

Hide Sharing when Inactive Off

Hide Powerboard when Inactive Off

Hide WebSync when Inactive Off

Hide Polling when Inactive Off

Hide Media Link when Inactive Off

Exit Prompts **

Prompt to Save Chat on Exit On On Off

Prompt to Save Attendee List on Exit Off Off Off

Prompt to Dismiss Everyone on Exit On n/a n/a

Alert Sounds **

Play Alert Sound when Attendee Joins On On Off

Play Alert Sound when Attendee Leaves Off Off Off

Play Alert Sound when Attendee Raises Hand Off Off Off

Play Alert Sound when Chat Arrives Off Off Off

** To reset, go to Defaults page and click "Reset All to Default" LearnLinc Defaults The default feature and panel settings for class activities and sessions are:


Attendees **




Initial Minimized Panel Display Collapsed Collapsed Hidden





Display Hand Raise On On On


Display Feedback On On Off



Allow Glimpse On On n/a




Allow View Scores On Off n/a



Feedback **



Chat **



Allow Save On On On



Content **

Display Content Tab On On Off


Allow Tab Closing On On On


Sharing

Allow Sharing Launch On On Off

Allow Floor Holder to Take Control of Sharing On On On

Powerboard



Allow Save On On On


WebSync



Allow Polling Launch On On Off

Allow Media Link Launch On On Off










Exit Prompts **

Prompt to Save Chat on Exit On On On

Prompt to Save Attendee List on Exit On On off


Alert Sounds **

Play Alert Sound when Attendee Joins Off On Off


Play Alert Sound when Attendee Raises Hand Off On Off

Play Alert Sound when Chat Arrives Off On Off

** To reset, go to Defaults page and click "Reset All to Default" ConferenceLinc Defaults The default feature and panel settings for conference sessions are:


Attendees **

Initial Panel Display Expanded Expanded Removed



Initial Minimized Panel Display Collapsed Collapsed Removed





Display Hand Raise On On Off


Display Feedback On On Off

Display Audio Status On On n/a

Display Video Status On On n/a

Allow Glimpse n/a n/a n/a



Allow File Transfer n/a n/a n/a



Allow Docking/Undocking On On Off

Feedback **



Chat **

Initial Panel Display Expanded Extended Expanded

Initial Minimized Panel Display Collapsed Expanded Expanded

Allow Save On On On



Content **

Display Content Tab On On n/a

Allow Free Tab Movement On On n/a

Allow Tab Closing On On n/a


Sharing

Allow Sharing Launch On On n/a

Allow Floor Holder to Take Control of Sharing On On n/a

Powerboard

Allow Powerboard Launch On On n/a

Allow Free Movement On On n/a

Allow Save On On On


WebSync

Allow WebSync Launch On On n/a

Allow Free Movement On On n/a

Allow Polling Launch On On n/a

Allow Media Link Launch On On n/a










Exit Prompts **

Prompt to Save Chat on Exit On On n/a

Prompt to Save Attendee List on Exit On On n/a


Alert Sounds **

Play Alert Sound when Attendee Joins Off Off n/a

Play Alert Sound when Attendee Leaves Off Off n/a

Play Alert Sound when Attendee Raises Hand Off Off n/a

Play Alert Sound when Chat Arrives Off Off n/a

** To reset, go to Defaults page and click "Reset All to Default" SupportLinc Defaults The default feature and panel settings for support sessions are:


Attendees **









Display Hand Raise On On Off

Display Participation Meter Off Off n/a

Display Feedback Off Off Off



Allow Glimpse On On n/a





Allow Break Out Group Creation n/a n/a n/a


Feedback **

Initial Panel Display n/a n/a n/a

Initial Minimized Panel Display n/a n/a n/a

Chat **



Allow Save On On On



Content **

Display Content Tab Off Off n/a


Allow Tab Closing On On Off

Allow Content Add Off Off n/a

Sharing

Allow Sharing Launch On On Off

Allow Floor Holder to Take Control of Sharing On On Off

Powerboard


Allow Free Movement On On Off

Allow Save On On Off

Allow Print On On Off

WebSync



Allow Polling Launch Off Off Off

Allow Media Link Launch Off Off Off










Exit Prompts **

Prompt to Save Chat on Exit Off Off Off

Prompt to Save Attendee List on Exit Off Off Off


Alert Sounds **

Play Alert Sound when Attendee Joins On Off Off


Play Alert Sound when Attendee Raises Hand Off Off Off

Play Alert Sound when Chat Arrives On On On

** To reset, go to Defaults page and click "Reset All to Default" Setting E-mail Defaults You can set the e-mail defaults that will be used when adding activities on a product-by-product basis. Setting the default for activity e-mails will specify how the e-mails are set up when an activity is added. You can also set e-mail defaults that will be used when users are added or deleted. Setting these defaults will determine if an option to send an e-mail is provided when a user is added or deleted.

1. Access the Defaults customization pages. 2. On the Defaults menu bar, click E-mail. 3. Click the link for the type (User, MeetingLinc, LearnLinc Class, LearnLinc Other, or

ConferenceLinc) of e-mail defaults you would like to edit. 4. Click the specific e-mail you would like to edit. 5. Select the options and modify the text. 6. Click Submit at the bottom of the page to save your changes. 7.

User E-mails 1. Activation

This e-mail is sent when a user is added or activated.The To options are:

Nobody: Select this option if e-mails should not be sent when a user is added or activated.

Prompt upon adding/activating: Select this option if an e-mail should be available to be sent when a user is added or activated.

2. Deactivation This e-mail is sent when a user is deactivated or deleted. The To options are:

Nobody: Select this option if e-mails should not be sent when a user is deleted or deactivated.

Prompt upon deleting/deactivating: Select this option if an e-mail should be available to be sent when a user is deleted or deactivated.

MeetingLinc, LearnLinc Class, and ConferenceLinc

1. Invitation This e-mail is sent to invite individuals to a session. It is also sent when an individual successfully registers for a session from the public or catalog page.

2. Reminder This e-mail is sent at a specified time before the start of a session to remind individuals of the session and is only available for a scheduled (single occurrence or recurring) session.

3. Follow-Up This e-mail is sent at a specified time after the end of a session and is only available for a scheduled (single occurrence or recurring) session.

4. Removal This e-mail is sent to inform individuals that they have been removed from a session.

5. Cancellation This e-mail is sent to inform individuals that a session has been cancelled.

6. Denial This e-mail is sent to inform individuals that their registration request for a session has been denied. This e-mail is only available if public or catalog registration is selected and Notify Leader is specified.

LearnLinc Other 1. Registration

This e-mail is sent when an individual successfully registers for an activity from the public or catalog page.

2. Removal This e-mail is sent to inform individuals that they have been removed from an activity.

3. Cancellation This e-mail is sent to inform individuals that an activity has been cancelled.

4. Denial This e-mail is sent to inform individuals that their registration request for an activity has been denied. This e-mail is only available if public or catalog registration is selected and Notify Leader is specified.

Configuring Session Access: Public, Instant, and Catalog Session access in your iLinc environment is flexible, allowing you to create sessions and add them to a “public” page that users both inside and outside your organization can access, or create instant sessions on-the-fly that appear on a special page for instant sessions. You can also add sessions to a catalog and require registration before a user can join. Configuring Public Sessions Your site has a single site-wide Public Sessions page associated with it as well as Individual Public Sessions pages. The web address for the site-wide page is www.yourserver.ilinc.com/public and the web address for the Individual Public Sessions page is www.yourserver.ilinc.com/public/username . Anyone who has the web address can visit the Public Sessions page and register for or join activities that have been added. Individuals who access your Public Sessions page do not need to be iLinc users. If they do not exist in the system when they register for or join the activity, they will automatically be added as a guest. Accessing the Public Sessions Pages

http://www.yourserver.ilinc.com/public

http://www.yourserver.ilinc.com/public/username

The Public Sessions pages can be accessed in a variety of ways depending on whether you are accessing the site-wide or individual Public Sessions pages. Below is a list of ways to access the Public Sessions pages.

Access Using… To…

The Public Sessions link in the navigation menu View the Public Sessions pages while logged into the Communications Center

The Register link on the Log In page

View the Register page of the site-wide Public Sessions pages

The Join link on the Log In page View the Join page of the site-wide Public Sessions pages

www.yourserver.ilinc.com/public OR www.yourserver.ilinc.com/public/register

View the Register page of the site-wide Public Sessions pages

www.yourserver.ilinc.com/public/join View the Join page of the site-wide Public Sessions pages

www.yourserver.ilinc.com/public/username OR www.yourserver.ilinc.com/public/register/username

View the Register page of an individual’s Public Sessions pages

www.yourserver.ilinc.com/public/join/username View the Join page of an individual’s Public Sessions pages

Adding Activities to the Public Sessions Page When adding or editing an activity, follow these steps to add the activity to the Public Sessions page. Meetings, classes, activities, conferences and support rooms can be added to a Public Sessions page.

1. When adding or editing a meeting, class, activity, conference, or support room, enter the following information:

Security Note: only the options your organization has purchased or enabled appear in this section.

Allow join from the Site’s/Owner’s Public page: o Select this check box to display this session on the site’s or owner’s public

page, enabling participants to join. o Select the Only allow pre-registered attendees to join check box to restrict

joining from a public page to only those participants that are registered for this session at the time they attempt to join.

Registration Note: only the options your organization has purchased or enabled appear in this section.

Allow anyone to register from the Site’s/Owner’s Public page: Select this check box to display this session on the site’s or owner’s public page, enabling participant registration. The two registration options are:

o Automatically approve registration: Select this option to automatically accept the registration request and send out the invitation e-mail to the registrant.

o Notify Leader for registration approval: Select this option to have an e-mail notification sent to the leader. The leader has the option to approve, deny, or review the registrant and have the appropriate e-mail (invitation or denial) sent to the registrant.

Limit the number of registrants to: Select this check box and enter a number if you would like to allow only a specified number of individuals to register from the public or catalog pages.

2. Click Submit. Pending Registrations Users are automatically registered upon clicking the Submit button on the Public Sessions registration page when an activity is set up to Automatically approve registration. When an activity is set to Notify Leader for registration approval, an e-mail is sent to the leader who must choose to accept the user’s registration request. This section describes the options surrounding a pending registration. When a registration request is submitted, an e-mail is sent to the leader and the user is placed on the Pending List for the specified activity. To access the Pending List, click the Pending List link on the navigation menu and select an activity, or click the Pending (x) link for the activity listed on your home page. The following options are available from the registration request e-mail that is sent to the leader.

Option Action

Accept Registration Accepts the user’s registration request. The invitation or registration e-mail is automatically sent to the registrant.

Deny Registration Denies the user’s registration request. The denial e-mail is automatically sent to the registrant.

View Pending Registrations

View the Pending List.

The following options are available from the Pending List.

Option Action

Accept Accepts the user’s registration request. The invitation or registration e-mail is automatically sent to the registrant.

Deny Denies the user’s registration request. The leader has the option of customizing and sending the denial e-mail to the registrant.

View Displays the user’s profile.

Customizing the Public Sessions Pages There are three pages involved in your Public Sessions page setup:

Public Sessions List Page: This page lists the activities that have been placed on a Public Sessions page.

Public Sessions Registration Page: This page gets the user information and registers users.

Acknowledgment Page: This page appears after a user registers for an activity. You can change the default text on the pages or you can create entirely new templates that will be used for the layout and appearance of the pages. To Change the Default Text

1. Access the General page of the Site customization pages to customize the site-wide Public Sessions pages and scroll down to the Public Pages section.

OR Access the Public page of the Edit Profile pages to customize the individual public pages.

2. Enter the following information. 3. Click Submit at the bottom of the page to save your changes.


Title Type the title that will appear on the Public Sessions pages.

Register List Text Type the text that will appear on the list of activities that display on the Register page of the Public Sessions pages.

Join List Text Type the text that will appear on the list of activities that display on the Join page of the Public Sessions pages.

Registration Text Type the text that will appear on the registration page of the Public Sessions pages.

Acknowledgment Text (Self Registration)

Type the text that will appear to the user after they successfully register for an activity set to allow self-registration from the Public Sessions pages.

Acknowledgment Text (Leader Registration)

Type the text that will appear to the user after they successfully submit a registration request for an activity that is set to notify the leader from the Public Sessions pages.

To Create a Custom Page Template

1. Access the Interface page of the Site customization pages to customize the site-wide Public Sessions pages.

OR Access the Public page of the Edit Profile pages to customize the individual public pages.

2. Scroll down to the Templates section. 3. Select the Public Sessions page for which you would like to create a custom template. 4. Click the Download link and save the file to your computer.

5. Open the file in an HTML editor and make changes. Be sure to keep code between the comments “DO NOT REMOVE Begin” and “DO NOT REMOVE End.”

6. When you are ready to upload the new file, click Browse in the Templates section, select the file, and click Open. The file name appears in the File text box.

7. Click Upload. 8. If there are images referenced in your file, upload them in the Images section on the

Interface page of the Site customization pages. 9. Click Submit at the bottom of the page to save your changes. The new template is

applied to the specified Public Sessions page. Adding Sessions and Activities to the Catalog Page The Catalog page is only accessible to users who log into the Communications Center. To view the Catalog page, click the Catalog link on the navigation menu. Adding Activities to the Catalog Page Meetings, classes, activities, and conferences can be added to a Catalog page when you are adding or editing them.

1. When adding or editing a meeting, class, activity, or conference, enter the following information on the Registration page.

2. Click Submit. Note: only the options your organization has purchased or enabled appear in this section.


Allow users to register from the Catalog

Select this check box to display this session on the site’s catalog page, enabling user registration. The two display options are:

Display for all users: Select this option to display this session on the Catalog page for all users.

Only display for specific users: Select this option and specify users to limit the display of this session on the Catalog page to specific users.

The two registration options are:



Limit the number of registrants to

Select this check box and enter a number if you would like to allow only a specified number of individuals to register from the public or catalog pages.

Pending Registrations Users are automatically registered upon clicking the Submit button on the Catalog page when an activity is set up to Automatically approve registration, but when an activity is set to Notify Leader for registration approval an e-mail is sent to the leader who must choose to accept the user’s registration request. This section describes the options surrounding a pending registration. When a registration request is submitted, an e-mail is sent to the leader and the user is placed on the Pending List for the specified activity. To access the Pending List, click the Pending List link in the navigation menu and select an activity, or click the Pending (x) link for the activity listed on your home page. The following options are available from the registration request e-mail that is sent to the leader.

Option Action

Accept Registration Accepts the user’s registration request. The invitation or registration e-mail is automatically sent to the registrant.

Deny Registration Denies the user’s registration request. The denial e-mail is automatically sent to the registrant.

View Pending Registrations

View the Pending List.

The following options are available from the Pending List.

Option Action

Accept Accepts the user’s registration request. The invitation or registration e-mail is automatically sent to the registrant.

Deny Denies the user’s registration request. The leader has the option of customizing and sending the denial e-mail to the registrant.

View Displays the user’s profile.

Creating Instant Sessions Meetings, classes, conferences, and support rooms can be added to an Instant Sessions page.

1. After logging in, click the Instant Sessions link on the navigation menu. The Join Instant Sessions page displays.

2. Enter the following information for your instant session. 3. Click Submit.

Figure 75: Create an Instant Session


Session Type Select the type of session you would like to create and automatically join.

Session Title Type in the title for this instant session.

Password/Verify Password

Type a password if you would like to password-protect the session and then type it again to verify it. You will need to distribute the password to participants so they can join.

Audio Select the type of audio that will be used for the session.

Source Select the source of the audio to determine if any dialing information will prepopulate.

Primary Dial-In If you are using a phone bridge, type the dial in number. This will appear to participants when they join and will be available on the iLinc palette throughout the session.

Alternate Dial-In Type in any alternate phone number that can be used to call in to the audio portion of the session.

Passcode If you are using a phone bridge, type the passcode. This will appear to participants when they join and will be available on the iLinc palette throughout the session.

Moderator Code For the phone bridge and the Passcode being used, type in the code that the Leader or host will use when dialing in to the bridge.

Accessing Instant Sessions Pages Instant Sessions pages can be accessed in a variety of ways. Below is a list of ways to access the Instant Sessions pages.

Access Using… To…

The Join link on the “Log In” page View the Instant Sessions page and join sessions

www.yourserver.ilinc.com/instant View the Instant Sessions page and join sessions

The Instant Sessions link on the Navigation menu (after logging in)

View the Instant Sessions page, create Instant Sessions, and join sessions

Joining Instant Sessions Instant Sessions automatically appear on the Instant Sessions page after being created.

1. Access the Instant Sessions page by clicking the Instant Sessions link in the left hand menu.

2. The Instant Sessions page displays. 3. Click the Join link for the session you would like to join.

Note: If the session you would like to join does not display, click the Refresh link to update the list of available Instant Sessions.

Managing Content in the Content Library iLinc allows you to make many different types of content available both inside and outside of your session. Content can be set up to be launched within a session and synchronized between the leader and participants and/or from the home page, Public page, and e-mail. Creating or Editing Content Content can be added in two ways. One way is to add content to your Content Library in order to be able to add it to a session that you create in the future. The other option is to add content on-the-fly when you are adding or editing your session. This section will address adding content to your Content Library, while the Adding Content to a Session section will address adding on-the-fly content.

1. If you are adding new content, click Content in the Manage section of the navigation bar:

2. Click Add New Content. OR

If you are editing content, locate the desired content item and click its Edit link. The Add New Content page opens.

3. Enter the following information for your content based on the tables below. 4. Click Submit. The content is added and can now be used for sessions.


Type

Select a content type from the drop-down list and add the required information on the General area. You can add the following types of content:

File

iLinc Recording

Media Link

Polling

PowerBoard File

PowerPoint Presentation

WebSync URL

Owner Change the owner if someone else is to have full control of the content.

Title Type the content title. This will appear in lists from which to choose content.

Description Type a description for your content. This will appear when participants click the Description link for the content on their Manage Content page and their library page.

File/File Location/URL

Select or enter the location for the content being added.

File – Select a file that will be uploaded to the server for file, iLinc recording, PowerBoard file, PowerPoint presentation, and Q&A file.

File Location – Enter the location of the content for the audio/video link. This is usually an internet address.

URL – Enter the internet address for the website URL.

Image Size / Quality (PowerPoint Presentation Only)

Select the image size and quality to be used when uploading a PowerPoint Presentation. Image Size options are 1024x768 and 1280x1024. Quality options are Standard (Dial Up), Enhanced (DSL/Cable), and Premium (T1). Note: The file size will increase as the image size or quality is increased, which can lead to longer download times for participants on slower connections.

Only available to the owner

Select this option to only allow the owner to use this content for their sessions.

Available to all users

Select this option to allow all users with the appropriate permissions to use this content for their sessions.

Only available to specific users

Select this option to only allow specific users with the appropriate permissions to use this content for their sessions.

Finding Content

Content that you own or are allowed to manage is listed on the Content page.

1. On your Communications Center home page, click the Content link in the Manage section of the navigation bar. The Content page opens.

2. To search for the content, use the drop-down lists at the top of the page to enter your criteria.

3. Click Search. The page lists only the content which meets your search criteria. Changing the Active/Inactive Status of Content

Changing the active/inactive status of content determines whether or not it is available in the content library to be added to a session. Active content will appear on in the content library and can be added to a session. Inactive content will not appear and cannot be added to a session but is still accessible in the Manage > Content section of the Communications Center.

1. Search for the session. 2. Select the check box for the content. 3. At the bottom of the page, select Activate or Deactivate. 4. You will be prompted to confirm your choice, if you wish to make the change click OK on

the confirmation dialog box that appears. The status of the session is changed. Deleting Content

Deleting content removes it from the content library, any sessions using the content, and the iLinc Server.

1. Search for the content. 2. Select the check box for the content. 3. Click the Delete button and then OK to confirm the deletion.

Adding Content to Your Session You can add supporting content to your session that will appear during the session, in the Communication Center on the participant home pages, the Public page, and/or in e-mails. You can add existing content from the content library or you can add content on-the-fly while adding or editing your session. You can also reorder, delete, and hide content. Each task is described in the sections that follow.

To Add Content to a Session 1. Log in to your Communications Center. Your home page opens. 2. Find the session to which you would like to add content and click the Edit link for the

session. 3. On the Edit [session type] page, go to the Content section. 4. For new content, select the type of content you would like to add from the drop-down

list. Content type of File cannot be added as “in session.” a. Click Add. The Add Content window opens. The required information differs

depending on the type of content you are adding. Skip to Step 8. 5. Click Libraries. The Libraries window opens. 6. Select one or more content items. 7. Specify if the item(s) should be available In Session, on the user’s home page, on the

Public page, and/or in the e-mails. Note: The availability options differ depending on the type of content you are adding.

8. Click Next to specify a title and description specific to this session or go to Step 9. 9. Click Submit. The content appears in the content list on the “Edit *session type+” page.

To Reorder Content

1. On the Edit [session type] page, select the content items you would like to move. 2. Click the Move Up or Move Down.

To Delete Content

1. On the Edit [session type] page, select the content items you would like to delete. 2. Click the Delete button and then OK to confirm the deletion.

To Hide Content from Participants You can add content to the session but set it so that it does not appear in participants’ Content windows. You and your assistants will still be able to see and launch the Content item. To hide a content item, select the Hide from participant’s check box on the Add Content page.

Managing the iLinc Automatic Retirement Process As an owner of sessions or content or a user administrator you can manage items that are set to be retired by the automated retirement process.

1. Access the Manage pages. 2. Click on the Retirement section. 3. Check the appropriate box next to the Activities and/or Users and Guest fields to view

the desired information. 4. Click the following sections to view and manage the Automated Retirement Process


Next Week This will display all items scheduled for retirement within the next week. If there are items that you wish not to be included in the process you are

given the following options:

Renew: this option allows you to select items you wish the

scheduled counter to restart stalling the Automatic Retirement

Process on the selected items.

Exclude: this option allows you to select items you wish the

scheduled counter to never include in the Automatic Retirement


This Week This will display all items scheduled for retirement within the this week. If there are items that you wish not to be included in the process you are given the following options:

Renew: this option allows you to select items you wish the

scheduled counter to restart stalling the Automatic Retirement


Exclude: this option allows you to select items you wish the

scheduled counter to never include in the Automatic Retirement


Recently Renewed This section allows you to see the items that have been changed from scheduled to retire to Renewed allowing you to see key information regarding its status change.

Excluded This section allows user to move Excluded items back to an included status. Note: this will renew the scheduled counter for the retirement process.

Configuring the Automated Retirement Process The iLinc Automated Retirement Process is designed to reduce the amount of manual administration needed for archiving and deleting Sessions, Content, and Users. Automated retirement will allow you to set time frames in which the system will first move active items to an inactive state, and then to a deleted state.

1. Access the Site customization pages. 2. On the Site menu bar, scroll down to the Retirement section. 3. Click the appropriate Radio Buttons next to the fields desired. 4. Enter the appropriate number of days for each section to determine when items will

become inactive and then deleted. 5. Click Submit at the bottom of the page to save your changes.


E-mail Notifications Select the appropriate radio button:

Standard (can be opted out by owner): Provides owners of

Sessions, Content, and users the option to opted out of receiving

an email notification on items set for retirement.

Always Send Notifications: forces an email to be sent to owners

of Sessions, Content, and users regarding items set for

retirement.

Never Send Notifications: Prevents an email from being sent to

owners of Sessions, Content, and users regarding items set for

retirement.

Sessions Inactivate after ___ days of inactivity: Sessions that have not been accessed in X number of days will be moved to an inactive state. Inactivate after ___ days of creation: Sessions that have been created in X number of days prior will be moved to an inactive state.

Delete after ___ days as Inactive: After a session has been inactive for X number of days they will be deleted from your iLinc Site. Never Delete: Prevents inactive sessions from being deleted from your iLinc Site.

Content Inactivate after ___ days of inactivity: Content that have not been accessed in X number of days will be moved to an inactive state. Inactivate after ___ days of creation: Content that have been created in X number of days prior will be moved to an inactive state.

Delete and remove from the server after___ days as Inactive: After Content has been inactive for X number of days they will be deleted from your iLinc Site and Server. Never Delete: Prevents inactive Content from being deleted from your iLinc Site.

Users Inactivate users and guests after ___ days of inactivity: Users and Guest that have not been accessed iLinc in X number of days will be moved to an inactive state. Inactivate users and guests after ___ days of creation: Users and Guest that have been created in X number of days prior will be moved to an inactive state.

Delete only guests after ___ days as Inactive: After Guest only have been inactive for X number of days they will be deleted from your iLinc Site and Server. Users can only be deleted manually and will not be automatically deleted Never Delete: Prevents inactive Guest from being deleted from your iLinc Site.

iLinc 10 Outlook Plug-in You can now schedule iLinc meetings directly in Microsoft Outlook. Schedule new MeetingLinc meetings from Outlook or add existing classes, conferences, or support rooms. You must have Leader authority or higher to be able to access and use the Outlook Plug-in. Download and Installation of the Outlook Plug-in The iLinc Outlook Plug-in is available for download and installation from your iLinc Communications Center. Follow the instructions below. Note that in order to install the Outlook Plug-in, you must have the ability to register ActiveX objects on your PC. This normally requires Power User authority or higher. Contact your System Administrator if you need help. Install the iLinc Outlook Plug-in

1. Close Outlook if you have it open. 2. Log into your iLinc Communications Center.

3. Click the Outlook Plug-In in the left hand navigation menu. This will bring you to the Download page.

4. Click the link in Step 3 of the Download the iLinc Outlook Plug-In section. When you next launch Outlook, you will notice that there is an iLinc Meeting toolbar. This is where you will create your meetings. Scheduling, Inviting, and Joining iLinc Outlook Meetings You can schedule and invite participants to iLinc meetings directly from Outlook. When you add an iLinc Outlook Meeting, it is created as an Open meeting. Follow the instructions below to schedule meetings in Outlook, invite participants, and join sessions. Add a New Meeting and Customize Your Invitation

1. Open Microsoft Outlook. In the iLinc Outlook toolbar, click the iLinc icon. 2. From within the open dialog box, click Add New. A dialog box will appear, asking you to

name your meeting. 3. Name your meeting in the Meeting Name field and click OK. The system will

automatically create your meeting. The new meeting will appear in the iLinc Connector Preferences dialog box.

4. Click on the Invitation tab to modify the default invitation text that will appear in your Calendar Appointment invitations. For example, add a conference bridge number and introduction text.

Figure 2: Outlook Plug-In Preferences

5. Click OK. The Preferences dialog will close.

Schedule a Meeting and Invite Others

Now that you’ve created your virtual meeting room and customized your invitation you can begin using it. Follow these steps every time you want to schedule a meeting.

1. In the Outlook toolbar, click on the iLinc Meeting icon.

This will bring up a new Outlook appointment, with your default invitation text and join link. You may modify the invitation text if necessary.

2. Set the date, time, and duration as you normally would in an Outlook Calendar appointment.

3. To invite attendees, click on the Invite Attendees button on the Outlook Calendar appointment. Add attendees in the “To:” field.

4. When finished, click on Send. Join iLinc Outlook Meetings

1. To join your iLinc Outlook meeting, click on the link in your Outlook calendar appointment or select in the Outlook toolbar. Choose the Meeting title and click the Join button.

2. Participants will join the meeting by clicking on the link in their Outlook calendar appointment.

Editing and Removing iLinc Outlook Meetings

All iLinc Outlook meetings can be edited or removed. Your iLinc Outlook meetings assume the default settings from your Site Activity default settings for iLinc. Follow the instructions below to edit meeting details or to remove MeetingLinc meetings altogether. Edit Outlook Meetings

1. Open Microsoft Outlook. In the iLinc Outlook toolbar, select the iLinc icon. This will bring up the iLinc Outlook Connector Preferences dialog.

2. Select the meeting you want to modify and click Edit. 3. You will be taken to the iLinc Outlook Edit Meeting web page where you can modify

your meeting including description, communication type and bandwidth, password protection, and agenda items.

4. After making your edits, click Done. Your browser window will automatically close. Remove iLinc Outlook Meetings

1. To remove an iLinc Outlook meeting, select the iLinc icon. 2. Select the meeting you want to remove and click Remove. A confirmation dialog will

come up. 3. Click Yes to remove the meeting.

Adding Existing Meetings, Classes, or Conferences You can also add existing MeetingLinc Meetings, LearnLinc Classes, or ConferenceLinc Conferences that you are leading to Outlook. This will make them available in Outlook for scheduling and invitations. Follow the instructions below to add existing sessions to Outlook. Add an Existing Meeting, Class, or Conference

1. Access your iLinc Communications Center through a browser.

2. On your home page, find the meeting, class, or conference that you want to add to Outlook. Click the Send Invite link. This will bring up a Send Invite pop up window.

3. In the Send Invite pop up window, select Copy Link to Clipboard. You will get a confirmation dialog, telling you the link has been copied. Click OK to close the dialog.

4. Open Microsoft Outlook.

5. In the iLinc Outlook toolbar, select the iLinc icon to bring up the iLinc Outlook Connector Preferences dialog.

6. From within the open dialog box, click Add Existing… This will bring up a dialog asking you for a Meeting Name and URL.

7. Type the title of your meeting in the Meeting Name field. 8. In the Meeting URL field, paste the Send Invite Join Link from your clipboard (Ctrl V or

right click “Paste”). 9. Click OK. The meeting will be added to your list of meetings in Outlook.

To schedule the meeting and invite participants, refer to the Schedule a Meeting and Invite Others section, above.

iLinc Editor The Editor is a great way to quickly create "asynchronous" content from a live classroom event. For example, you might record a two-hour class and then edit content to make it a succinct 30 minute event for those who missed the original. You can then add the recording to any session and the edited event is viewable on registered users' home pages.

Figure 3: iLinc Editor

Editing Overview The iLinc Editor lets you edit a recording, add index marks, and make other changes that enhance the quality of the recording and create a useful “asynchronous” event to use in your iLinc environment. Edit session recordings to cut out gaps at the beginning or end of sessions, or sections that you do not want to include for participants who will view the session on play back. Launching the Recording Editor

To open the Editor navigate to your Programs or Applications area and select iLinc > Editor. On the File menu, select Open and open the recording you want to edit. The recording will open and display in the Player preview area. Any existing index markers will be listed in the table to the right of the preview. Editing Your Recording The Editor lets you complete the following editing tasks. Each task is described in the sections that follow:

Saving Your Edited Recording Select a section to Edit Delete a section of a Recording Crop a section of a Recording Remove Cursor Movement from a section of a Recording Remove Audio from a section of a Recording Inserting an Audio File a section of the Recording Remove Visual Changes from a section of a Recording Inserting an Image file into a Recording Inserting a Recording into another Recording Adding Bookmarks

Note: You may wish to make a backup copy of your recording before you begin editing. Choose File and the Save As option to make a copy of your original file. Saving Your Edited Recording Once you have made all your changes, remember to save your newly edited recording file. From the File menu, select either Save to save over the original file or Save As to maintain your original and save a new file with your edits. Select a section to Edit The iLinc 10 Editor provides three methods for selecting a section of a Recording to edit:

1. Click and drag the indicators: (Start Point) and (End Point). 2. Select the point on the timeline and right-click, then choose “Set as Start Point” or “Set

as End Point.”

3. Use the Start and End boxes to type in the location in the timeline to insert the Start and End indicator.

Once you have made your selection, you can use the editing tools to complete your edit:

Delete a section of a Recording To edit-out unwanted section of content in a Recording:

1. Position the start indicator at the beginning point of the desired selection.

2. Position the end indicator at the location on the timeline that corresponds to the desired end point of the selection.

3. Click the Delete button . The selected frames are deleted. 4. Save the edited Recording.

In this example if you select delete, the section of the recording starting at the 00:00:50 and ending at the 00:01:50 will be deleted.

Crop a section of a Recording To crop everything except a section of content in a Recording:

Editor Tool Description

Start Point This is start of your selection.

End Point This is the end of your selection.

Location This is your current location.

Delete This removes the visual and audio aspects of the selection.

Crop This removes all visual and audio aspects outside of the selection.

Undo Undo of the last action.

Remove Cursor Movement Removes all cursor movement within the selection.

Replace with Silence Removes audio aspects in the selection.

Replace with Static Screen Replaces selection with a static image.

Insert WAV File Inserts a WAV file at the selection point.

Insert Image File Inserts an image file at the selection point.

Insert a Recording Inserts another iLinc Recording at the selection point.

Add Bookmark Adds a bookmark to the recording.

Delete Bookmark Deletes a bookmark from the recording.



3. Click the Crop button . The selected frames are remain and all other frames outside the selection are deleted.

4. Save the edited Recording.

In this example, the section of the recording starting at the 00:00:50 and ending at the 00:01:50 will be remain, and the rest of the recording will

be deleted.

Remove Cursor Movement from a section of a Recording As you are reviewing your recording, you may determine that the cursor movement is distracting to the content presentation and you wish to remove the movement from the final version of the recording. With the iLinc Editor you can remove the movement of the cursor from a section of the recording, without removing the corresponding visual and audio. To remove Cursor Movement from a section of content in a Recording:



3. Click the Remove Cursor Movement button . All recorded cursor movement will be removed from that section of the Recording.

4. Save the edited Recording. Remove Audio from a section of a Recording If your recording was created from an iLinc session that was using Internet Audio (VoIP), you can listen to individual audio tracks of the file to hear and isolate a single voice that may be distracting from the presentation of the material, To listen to individual tracks, in the drop down menu on the Audio track section of the timeline select any of the tracks listed. When you have isolated the track on which you wish to make audio edits, use the following steps to remove audio from a section of content in a Recording:



3. Click the Replace With Silence button . Audio will be removed from that section of the Recording.


NOTE: After removing the Audio from that selection, you can insert a .wav file into the edited portion by using the Insert WAV File option.

Inserting an Audio File a section of the Recording You can insert a new audio file into your recording files from an outside source. When you insert an audio track, the new audio file is added at the location of the file pointer. The audio file must be in the .wav format.

1. Position the Location tool at the beginning point of the desired selection.

2. Click the Insert WAV File button . All recorded cursor movement will be removed from that section of the Recording.


Note: The .wav file must have the following attributes: 8.000 kHz, 16 Bit, Mono, 15 kbps. To check the file attributes:

On Windows, launch the Sound Recorder (Start > Programs > Accessories > Sound Recorder). Open the .wav file and on the File menu select Properties. Click Convert Now and view the settings in the Attribute field.

On Macintosh, launch QuickTime. For the file, click Window > Show Movie Inspector to retrieve the file attributes.

Remove Visual Changes from a section of a Recording As you are reviewing your recording, you may see a segment of the visual that you wish to remove from the final version of the recording. With the iLinc Editor you can edit out just the section of visual, without removing the corresponding audio portion. To remove visual changes from a section of content in a Recording:



3. Click the Replace with Static Screen button . The entire selection will show the still frame that preceded the selection.

4. Save the edited Recording. Inserting an Image file into a Recording You can insert an image into your recording from an outside source. The visual that is displayed at the pointer location will display throughout the length of the new audio file. To insert an image file into a Recording:


2. Click the Insert Image File button . 3. Browse and select the file (.jpeg or .bmp). 4. Once inserted, choose the amount of time you would like the image to display.

Figure 4: iLinc Editor – Duration of WAV file

5. Click OK. 6. Save the edited Recording.

Inserting a Recording into another Recording The Editor lets you insert a recording into another recording at a selected insertion point. The two sessions must be the same communication type. For example, you can only insert a VoIP session recording into another VoIP session recording. To insert a Recording into another Recording:


2. Click the Insert a Recording button . The inserted Recording will be merged with the current Recording.

3. Save the edited Recording. Adding Bookmarks Bookmarks are labels that you add to specific locations in your recording. Bookmarks appear in the iLinc Player in a list that can be opened next to the play area. Users playing the file can select a marker and quickly jump to that part of the recording. To add an index to your recording:

1. Position the Location tool at the point where you want to add a Bookmark.

2. Click the Add Bookmark button . The new dialog box opens.

Figure 5: iLinc Editor – Adding Bookmark

3. Insert the title of the Bookmark. 4. Click OK. Notice the marker appears in the Bookmark list window. This window will

appear when the recording is played. 5. Save the edited Recording.

Figure 6: Recording in iLinc Player with Bookmark List

Exporting to Windows Media Once you’ve edited and finalized your recording, you may wish to export this file into another format so that it may be played in other media player applications. The Editor enables you to export your recording to two quality levels of the Windows Media format (.wmv). Follow these steps to create a file in the Windows Media format:

1. Open a recording file in the Editor 2. From the File menu, select Export

a. For Windows Media, you have two format options: Windows Media – Standard Quality and Windows Media – High Quality.

3. Select the format that is most appropriate for your content. 4. You will be prompted to select the location and name of your exported file. Click Save

when complete. 5. The Editor will then display Processing File. When complete, this message shall no

longer display. Differences between Windows Media – Standard Quality and Windows Media - High Quality

The Editor provides two quality levels for exporting to Windows Media. Previous versions of iLinc have utilized the Windows Media – Standard Quality level for all exports. iLinc 10 now provides the ability to export your recording in a higher quality video file with Windows Media – High Quality. The higher quality export may produce a larger file, so you will need to determine which quality option is the most appropriate.