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Customizing the System

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The Customization left menu item allows you to customize the information that end users see as well as perform other system customizations.

The About Info page enables you to create and format an About Us page that displays when users click About Us at the bottom of the VidyoPortal home page and the VidyoPortal Admin and Super Admin Portal.

Because of the limitations of Adobe Flash, URLs and other markup information can be inserted into the text but must conform to HTML 1.1 specifications. About us customizations created at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

To customize the About Us information:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    The Components page displays by default.

  2. Click the Settings.

  3. The Upload System License page displays by default.

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

    The About Info page displays.

    Customizing_Support_Info.png

  5. Enter text or paste text you have copied from another application.

  6. Apply any formatting desired.

  7. Click Save.

About us customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

 

To revert to default system text on the About Info page:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 the About Info from the submenu.

    The About Info page displays.

  5. Click Default to remove any previously saved customized text and revert to the default system text provided by Vidyo.

    A Confirmation pop-up displays.

    RevertingDefaultSystemText_AboutInfo.png

  6. Click Yes.

It’s easy to keep your support contact information up-to-date. The Support Info page enables you to create and format a support page that displays when users click Support Info at the bottom of the VidyoPortal home page, the VidyoPortal admin and Super Admin Portal, and the login page. This is information your users need to contact the VidyoPortal Super Administrator.

Customizing_Support_Info.png

 

Because of the limitations of Adobe Flash, URLs can be inserted into the text but they must conform to HTML 1.1 specifications. Support customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins. 

To add and edit Support Info:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 the Support Info from the submenu.

    The Support Info page displays.

  5. Enter text or paste text you have copied from another application.

  6. Apply any formatting desired.

  7. Click Save.

Support customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

To revert to default system text on the Support Info page:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 Support Info from the submenu.

    The Support Info page displays.

  5. Click Default to remove any previously saved customized text and revert to the default system text provided by Vidyo.

    A Confirmation pop-up displays.

    RevertingDefaultSystemText_SupportInfo.png

  6. Click Yes.

The Notification page enables you to enter From and To email information that’s used by the VidyoPortal for automated emails. The From address you enter is used for automated emails sent out by the VidyoPortal, such as confirmations to new users that their accounts are activated, and other correspondence.

You can elect to have status updates about the Vidyo system sent to an IT staff person in your organization. The To address should be the email address of the person who should receive alerts for action required by the VidyoPortal. Configure SMTP and Security information as desired.

 

If a From address is not provided, SMTP servers may block emails or change email headers. Notification customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

 

For more information, see Customizing Notification Information.

Customizing_NotificationInfo.png

 

To customize Notification information:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 Notification from the submenu.

    The Notification page displays.

  5. Select the Enable Email Notifications checkbox to activate the addresses and settings you configured.

  6. Enter valid email addresses in the Email (From) and Email (To) fields.

  7. Provide the following SMTP and Security information:
    • Enter the SMTP Hostname.
    • Enter the SMTP Port.
    • Select either NONE, STARTTLS, or SSL/TLS from the Security drop-down.
    • Select the Trust All Certs checkbox if desired.
    • Enter the SMTP Username.
    • Enter the SMTP Password.

  8. Click Save.

    You can use the Test button to confirm your Notification customizations.

 

You can customize the text that your users will send to other users when they invite them to Vidyo meetings. You can customize the text in the boilerplate invitation using the Settings tab Invite Text page in the Admin interface.

There are three parts to the invitation text:

  • Email Content text is sent to participants attending the meeting with video via a Vidyo endpoint.
  • Voice Only text is sent to participants attending the meeting in voice-only mode via telephone.
  • Webcast text is sent to participants accessing a webcast.

You can choose to use the text as it is on the Invite Text page or you can modify it as you wish. If you decide to delete the default text and replace it with new text, you must refer to the table below that describes how to use the green buttons in the upper right corner of the page.

Some browsers may not support email invitation generation due to a limitation on the number of characters in the invite text. Vidyo recommends that you generate the email invitation prior to making it the default to ensure that it generates correctly. If it does not, you can reduce the number of characters as needed.


To customize the invite text
:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 by default.

    Customizing_InviteText.png

  5. Change the text in the Email Content (Text), Voice Only, Webcast, and Email Subject sections as desired.

  6. Change the HTML variables from the Email Content (HTML) section as desired.

    The following system variables (uppercase text inside of brackets) display and can be inserted in sections of your invite text and HTML using the following buttons:


    Key Summary
    Invite_Text_1.png Available in the Email Content (Text), Email Content (HTML), and Voice Only sections, the [DIALIN_NUMBER] variable inserts the dial-in number of your room into your invite text and HTML.
    Invite_Text_2.png Available in the Email Content (Text), Email Content (HTML), and Voice Only sections, the [PIN_ONLY] variable inserts the PIN (if one is configured) of your room into your invite text and HTML.
    Invite_Text_3.png Available in the Email Content (Text), Email Content (HTML), and Voice Only sections, the [EXTENSION_ONLY] variable inserts the room extension (if one is configured) into your invite text and HTML.
    Invite_Text_4.png

    Required in the Email Content section, the [ROOMLINK] variable inserts a hyperlink to your room into your invite text and HTML.

    When accessed from a tablet, room links may be used to join a conference, annotate, or manage a meeting.

    Invite_Text_5.png Available in the Email Content Email Content (HTML) section, the [LEGACY_URI] variable inserts the URI participants will use to access your room from Legacy endpoints.
    Avatar_Icon.png Available in the Email Content (HTML) section, the [AVATAR] variable inserts the avatar link, which points to the specific user’s profile thumbnail, into your invite HTML.
    UserTitle_Icon.png Available in the Email Content (HTML) section, the [USER_TITLE) variable inserts the specific user’s title into your invite HTML.
     UserDisplayName_Icon.png Available in the Email Content (HTML) section, the [USER_DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system into your invite HTML.
     RoomName_Icon.png Available in the Email Content (HTML) section, the [ROOMNAME] variable inserts name of the room for which the invite was issued into your invite HTML.
    TenantLogo_Icon.png Available in the Email Content (HTML) section, the [TENANT_LOGO] variable inserts the tenant’s logo into your invite HTML.
    icon.png Available in the Email Content (HTML) section, the [INTERNATIONAL_DIALIN] variable inserts the specific dial-in number that is defined in the Dial In Numbers section below.
    Invite_Text_6.png Available in the Email Content section, the [DIALSTRING] variable inserts the phone number participants will use to access your room using voice-only telephones.
    Invite_Text_7.png Required in the Webcast section, the [WEBCASTURL] variable inserts the URL participants can use to access your webcast.

    Some additional variables that do not have buttons or icons are also available. These include the following:

    • The [DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system in the Email Content section.
    • The [EXTENSION] variable inserts the room extension (if one is configured) along with the room PIN (if one is configured) into your invite text.
    • The [PIN] variable inserts the room PIN (if one is configured) in the Email Content section.
    • The [ROOMNAME] variable inserts name of the room for which the invite was issued.
    • The [TENANTURL] variable inserts the name of the tenant in the Email Content section.

  7. Add a new dial-in number by navigating to the Dial In Numbers section and performing the following steps if necessary:

    • Click Add.
    • Enter the number in the Dial-in Number
    • Enter a label for the number in the Dial-in Number Label field if necessary.
    • Click Update.
      The Country Code field auto-populates upon clicking Update.
      Click Remove to delete the dial-in number if necessary.

  8. Click Save to save the invitations.

For more information about the invite text, refer to Making Common Changes to the Invite Text and Reverting to Default Text on the Invite Text Page.

Invite text customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

For more information, see Reverting to Default Text on the Invite Text page.

 

To revert to default system text on the Invite Text screen:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    The Components page displays by default.

  2. Click the Settings tab.

    The Upload System License page displays by default.

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

  4. Click the Invite Text from the submenu.

    The Invite Text page displays.

  5. Click Default to remove all custom invitations and revert to the default text supplied by Vidyo.

    A Confirmation pop-up displays.

    RevertingDefaultSystemText_InviteText.png

  6. Click Yes.

You can upload your organization’s logo to customize and brand your Super and Admin portal, your User portal, and your VidyoDesktop Download page for a more cohesive company branding of your VidyoConferencing system.

You can upload a User portal Logo, which becomes the default logo for each Tenant User portal page. However, logos can also be individually customized by Tenant Admins on their respective tenants.

 

Logo customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

 

For more information, see Uploading Custom Logos.

The customized logos per tenant display on the HTML-based Control Meeting screen.

For more information, see Configuring Conference Settings via the Control Meeting Page.

 

To upload your custom logos:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 the Customize Logos from the submenu.

    The Customize Logos page displays.

  5. Click the Select File () icons for the corresponding logo you wish to upload.

    Uploading_Custom_Logos.png

    Logos can be uploaded for the following system locations:

    • The Super and Admin Portal Logo section updates the logo used on both the Super Admin portal and the Tenant Admin portal, replacing the Vidyo logo in the top-left corner of the page.

      The Super and Admin Portal logo must be 145 x 50 pixels and can be in the .gif, .jpg, or .png formats.



    • The VidyoDesktop Download and Control Meeting Pages Logo section updates the logo used for your VidyoDesktop Download page shown to users when a software update is performed and the Control Meeting page shown to meeting moderators.

      The uploaded VidyoDesktop Download and Control Meeting Pages logo must be 145 x 50 pixels and can be in the .gif, .jpg, or .png formats.



      For more information, see Controlling Meetings.

  6. Select your logo file and click Upload.

    Tip: For best appearance, use a logo saved with a transparent background.

  7. Click View to see the logo file currently in use.

    The logo file displays in a new browser tab.

  8. Click Remove to delete the logo file currently in use.

    After removal, your logo file is replaced with the system default Vidyo logo.

By default, your system is set to get the Administrator and User Guides from Vidyo’s Web servers. These guides are guaranteed to be the most up-to-date versions available.

However, if you have a relatively slow Internet connection, it may not be convenient to connect to our server in the US every time you want to look something up. So we give you an option to use the original version that came with your product. Just copy it to the same network your VidyoPortal is on and your users can open if from there.

If you choose to use your local copy, you might want to occasionally check our Web site to see if the Guide you want has been updated. You can tell by the version designator on the title page or in the filename of the Guide; if you have version 2.2-A and you see that our Web site has version 2.2-C, you know some changes have been made. You can then download the latest version from our Web site when it’s convenient, and replace your local copy with it.

 

To change where the system looks for PDF versions of the Administrator and User Guides:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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.

    The VidyoConferencing Administrator Guide page displays.

  4. Click Guides Properties from the submenu.

    The current location of the PDFs displays on the page in blue text.

    Guides_Properties.png

  5. Select a language from the System Language drop-down to associate a guide you want to upload or link with the language in which it is written.

  6. Click Change Location to upload or link a .pdf.

    The Upload file for new guide (.pdf, .doc, or .docx) pop-up displays with the Store Locally checkbox selected by default.

    Guides_Properties_2.png

  7. Store your selected guide locally on your VidyoPortal using the following steps:
    • Select the Store Locally radio button.
    • Click the Select File () icon.
    • Locate your guide and click Open.
    • Click Upload to store it locally.

  8. Select the Link to a different web server radio button to link to a guide located on a different web server using the following steps as an alternative:
    • Select the Link to a different web server radio button.

      Guides_Properties_3.png

    • Enter the web server URL file location where your new guide is stored in the Enter URL field.
    • Click Save.

  9. Repeat the procedure to upload additional versions of the Administrator and User Guides to provide translations for use when you or the tenant admin change the interface language settings.

    For more information, see Setting the language for the Super Admin interface, Setting the language for the Admin interface, and Setting the tenant language.

You can customize the key length and format for guest room meeting links.

To customize room links:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 Room Link from the submenu.

    The Room Link page displays.

    Customizing_RoomLinks.png

  5. Enter a value between 8 and 25 in the Room Key Length.

  6. Select the appropriate Room Link format radio button.

    The first format is the traditional format and the second format is a new simplified format. The selected room format will appear in all meeting invitations. Regardless of selection, both formats will always work.

  7. Click Save.

You can customize the password settings for users accessing the Super Admin portal.

 

To customize password settings for users accessing the Super Admin portal:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 Security on the left menu.

  4. Click Passwords from the submenu.

    The Passwords page displays.

    Customizing_PasswordSettings.png

  5. Provide the following information:

    • Enter the desired number of days in the Number of days before password expires field.

      The Number of days before password expires and Number of days of inactivity before a password change is forced settings do not apply to LDAP or SAML auto-provisioned accounts.



    • Enter the desired number of days in the Number of days of inactivity before a password change is forced field.

    • Enter the desired number of attempts in the Number of failed login attempts before account is locked field.

      When your LDAP or SAML auto-provisioned accounts are locked out of the system, they are disabled on the VidyoPortal.



    • Select the Enforce password complexity rules checkbox if necessary.

      • Passwords must be at least 15 characters long.
      • Passwords must contain at least two uppercase alphabetic characters.
      • Passwords must contain at least two lowercase alphabetic characters.
      • Passwords must contain at least two numeric characters.
      • Passwords must contain at least two non-alphanumeric (special) characters.
      • Password must contain no more than two consecutive repeating characters.

        When password complexity is enabled on a system with user accounts already configured, only Admin and Super Admin users are forced to change their passwords on their next log in attempt. Normal users will not be prompted to change their passwords; however, if they choose to subsequently change their passwords, the complexity rules are enforced. The complexity rules are also enforced on any newly created VidyoPortal accounts.



    • Select the Disable password recovery for Super Accounts checkbox if necessary. When checked, the Forgot Your Password link will not be available for Super users and they will not have the option recover their password.

    • Enter the desired number of hours for keeping the client session active in the Client Session Expiration Period (Hours) When the period expires, the clients will be automarically logged off and requsted to re-enter their credentials.

    • Enter the desired minimum length for the user configured PINs including Personal, Public, Webcast, and Moderator PINs in the Minimum Length for User Configurable PINs (Personal, Public, Webcast Moderator) field.

      The Minimum PIN Length does not apply to PINs for Scheduled Meeting Rooms.



  6. Click Save.

To revert to default password settings on the Password page:

  1. Log in to the Super Admin portal using your Super Admin account.

    For more information, see Logging in to the Super Admin Portal.

    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 Security on the left menu.

  4. Click Passwords from the submenu.

    The Passwords page displays.

  5. Click Default. to remove all custom password settings and revert to the default values supplied by Vidyo.

    Defaults are 0, 0, and 0 (0 meaning infinite) for the Number of days before password expires, Number of days of inactivity before a password change is forced, and Number of failed login attempts before account is locked fields respectively.


    A Confirmation pop-up displays.

    Reverting_DefaultPassword_Settings.png

  6. Click Yes.
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