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Starting with version 17.1 of Vidyo Neo™** for Desktop and WebRTC and continuing with VidyoConnect, in addition to plain text invitations, you can now send HTML invites via email.

You can easily add details to your HTML meeting invitations (such as the user’s title, display name, avatar, tenant logo, and local and international dial-in numbers) by using the variables that we provide in the Admin Portal.

Most calendar applications do not support embedding HTML text inside the body of an invitation. Other calendar applications, such as the ones listed here, support sending the HTML meeting invitation as an attachment:

  • Microsoft® Outlook® 2016 with Windows® 10
  • Microsoft Outlook 2013 with Windows 10
  • Microsoft Outlook 2010 with Windows 10
  • Microsoft Outlook 2016 with Windows 8.1
  • Microsoft Outlook 2013 with Windows 8.1
  • Microsoft Outlook 2016 with Windows 7
  • Microsoft Outlook 2013 with Windows 7
  • iCalendar with Mac® 10.10.5

Therefore, if you use one of these calendar apps to send an HTML meeting invitation, the invite will be sent as an attachment.

 

To determine whether to send plain text invitations or HTML invitations, Vidyo Neo checks the VidyoPortal™ Admin Portal Invite Text page configuration settings. Therefore, if you want to create HTML invitations, you must properly configure the settings as described in the following steps.

**This is not a compatible feature with VidyoDesktop and only works in Vidyo Neo.

 

To create HTML meeting invitations:

  1. Log in to the Super Admin portal using your Super Admin account.
    The Components page displays by default.

  2. Click the Settings tab.
    The Upload System License page displays by default.

  3. Click  to the left of Customization on the left menu.

  4. Click Invite Text from the submenu.
    The Invite Text page displays.

    Settings_InviteText_page.jpg

  5. Click Email Content (HTML).

  6. Enter or change the HTML to create your meeting invitation.
    Content in the Email Content (HTML) text box takes precedence over content in the Email Content (Text) text box. Therefore:
    • If you want to send HTML invitations, ensure that the Email Content (HTML) text box contains the HTML content that you want to send.
    • If you want to send plain text invitations, ensure that the Email Content (HTML) text box is empty and that the Email Content (Text) text box contains the plain text content that you want to send.

    EmailContentHTML.jpg

  7. Use the green icons to insert variables into your HTML as needed.

    ICON DESCRIPTION
    The [DIALIN_NUMBER] variable inserts the dial-in number of your room into your HTML.
    The [PIN_ONLY] variable inserts the PIN (if one is configured) of your room into your HTML.
    The [EXTENSION_ONLY] variable inserts the room extension (if one is configured) into your HTML.

    The [ROOMLINK] variable inserts a hyperlink to your room into your HTML. This variable is required.

    When accessed from a tablet, roomlinks may be used to join a conference, annotate, or manage a meeting.
    The [LEGACY_URI] variable inserts the URI that participants will use to access your room from Legacy endpoints.
    The [AVATAR] variable inserts the avatar link, which points to the specific user’s profile thumbnail, into your HTML.
    The [USER_TITLE) variable inserts the specific user’s title into your HTML.
    The [USER_DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system into your HTML.
    The [ROOMNAME] variable inserts name of the room for which the invite was issued into your HTML.
    The [TENANT_LOGO] variable inserts the tenant’s logo into your HTML.
    The [INTERNATIONAL_DIALIN] variable inserts the specific dial-in number that is defined in the Dial In Numbers section of the Invite Text page.

    Besides the variables listed in the table above, you can also configure dial-in numbers, add other variables, change the email subject, and make other updates using the Invite Text page. For more information, refer to the Customizing the Invite Text article or to the VidyoConferencing Administrator Guide.
     
  8. Click Save to save the invitation.

To help you get started, we've included sample HTML code below. This code creates an HTML invitation that looks somewhat like this:

  HTMLInvite.png

Here's the sample code:


<!doctype html>
<html>

<head>
  <style type='text/css'>
    href>a {
      text-decoration: none
    }

    body {
      margin: 0px;
      padding: 0px;
      font-family: 'Helvetica', 'Arial', sans-serif;
    }

    a {
      text-decoration: none;
      color: #4E83BF;
    }

    .small {
      font-size: 12px;
    }
  </style>
</head>

<body> <br><br>
  <table width='100%' style='font-size: 14px; font-weight: 300; color: #4A4A4A;'>
    <tr>
      <td colspan='3' align='center' style='background-color: #F4F4F4; padding: 28px 0 20px 0;'>
        <table align=center cellpadding=0 cellspacing=0>
          <tr>
            <td><b><a href='[ROOMLINK]' style='color: #FFFFFF; font-size: 20px; background-color: #83C36D; border-radius: 4px; border: 8px solid #83C36D;'>     Join the meeting     </a></b></td>
          </tr>
        </table>
        <p style='margin: 24px 0 8px 0'><span class='small'>Meeting link: <a href='[ROOMLINK]'>[ROOMLINK]</a></span></p>
        <pin-section>
          <table>
            <tr>
              <td valign='middle'> <img src='[ROOM_PIN]' width='18' height='18' style='vertical-align: middle'> </td>
              <td valign='middle' style='font-size: 12px; font-weight: 300; color: #4A4A4A  ;'>
              MEETING ACCESS CODE: <b style='font-size:16px'>[PIN_ONLY]</b></td>
            </tr>
          </table>
        </pin-section>
      </td>
    </tr>
    <tr>
      <td valign='middle' align='center' colspan='3'>
        <table style='padding: 16px'>
          <tr>
            <!--[if !mso]><!-- -->
            <td align='center' style='font-size: 14px; font-weight: 300; color: #4A4A4A;'>
              <div style='width: 50px; height: 50px; border: 3px solid #797C84; border-radius: 50%; background-image:url([DEFAULT_AVATAR]); background-position: center; background-repeat: no-repeat; background-size: contain'>
                <div style='width: 50px; height: 50px; border-radius: 50%; background:url(data:image/png;base64,[AVATAR]); background-position: center; background-repeat: no-repeat; background-size: contain'></div>
              </div>
            </td>
            <td width=4></td>
            <!--<![endif]-->
            <td align='center' style='font-size: 14px; font-weight: 300; color: #4A4A4A;'>
              <div style='line-height: 1.4em'>
                <!--[if !mso]><!-- -->
                <p style='text-align: left'>
                  <!--<![endif]--><span>Meeting organizer:</span><br><span><b>[USER_DISPLAYNAME]</b></span><br><span style='font-size: 13px'>[USER_TITLE]</span>
                  <!--[if !mso]><!-- -->
                </p>
                <!--<![endif]-->
              </div>
            </td>
          </tr>
        </table>
      </td>
    </tr>
    <tr>
      <td valign='middle' align='center' colspan='3'>
        <table>
          <tr>
            <td valign='middle'><img src='[PHONE_ICON]' width='20' height='20' style='vertical-align: middle'>  </td>
            <td valign='middle' style='font-size: 14px; font-weight: 300; color: #666666  ;'><span style='vertical-align: middle'>Alternatively, you can call into the meeting via phone</span></td>
          </tr>
        </table> <br></td>
    </tr>
    <tr>
      <td width='50%' valign='middle' align='right' style='border-right: 1px solid #979797; padding: 16px'>
        <table>
          <tr>
            <td align='center' style='font-size: 14px; font-weight: 300; color: #4A4A4A;'>
              <div style='line-height: 1.4em'><span><b>US Toll-Free</b></span><br><a href='tel:[DIALIN_NUMBER],[EXTENSION_ONLY]' style='font-size: 16px; text-decoration: none; color: #4A4A4A'>[DIALIN_NUMBER]</a><br><span class='small'>[EXTENSION_ONLY]#</span></div>
            </td>
          </tr>
        </table>
      </td>
      <td width='50%' valign='middle' align='left' style='padding: 16px'>
        <table>
          <tr>
            <td align='center' style='font-size: 14px; font-weight: 300; color: #4A4A4A;'>
              <div style='line-height: 1.4em'><span><b>US Local</b></span><br><a href='tel:[DIALIN_NUMBER],[EXTENSION_ONLY]' style='font-size: 16px; text-decoration: none; color: #4A4A4A'>[DIALIN_NUMBER]</a><br><span class='small'>[EXTENSION_ONLY]#</span> </div>
            </td>
          </tr>
        </table>
      </td>
    </tr>
    <tr>
      <td align='center' colspan='3' style='padding: 16px;'><br>
        <table>
          <tr>
            <td valign='middle'> <img src='[GLOBE_ICON]' width='28' height='28' style='vertical-align: middle'>  </td>
            <td valign='middle'> <span class='small'><a href='[INTERNATIONAL_DIALIN]' style='font-weight: 500; text-decoration: underline; color: #666666  ; font-size: 16px'>International dial-in numbers</a></span> </td>
          </tr>
        </table> <a href='[LEGACY_URI]' style='font-weight: 300; font-size: 10px; text-decoration: underline; color: #666666;'>SIP/H.323 systems</a> </td>
    </tr>
  </table> <br><br>
  <center> <img src='[TENANT_LOGO]' width='80' height='28'><br><br><span style='font-size: 12px; font-weight: 300; color: #4A4A4A;'>© 2017 Vidyo, Inc. All rights Reserved.</span></center><br><br><br></body>

</html>

 

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