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Super Admin: Configuring System Settings

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This article includes the following sections about "Configuring System Settings":

 

Overview

This chapter explains how the System Administrator configures functions under the Settings tab in the Super Admin Portal. Configurations made by the Super Admin using the Super Admin portal are globally applied to your VidyoConferencing system and are done in a specific order.

Configuring_System_Settings_as_the_Super_Admin_1.png

The Settings tab enables you to configure the following global settings:

  • System License
  • Platform Network Settings
  • Manage Endpoint Software
  • Maintenance
  • Customization
  • Security
  • Feature Settings

The Hot Standby setting is only visible once the Hot Standby license is applied and Hot Standby has been configured via the System Console menu.

To make these configurations, you must log in to the Super Admin portal using your Super Admin account. For more information, see Logging in to the Super Admin Portal.

 

Requesting System Licenses and Applying System License Keys

After purchasing your license, if you’re running VidyoPortal Virtual Edition or the Hot Standby software option, you’ll receive Fully Qualified Domain Name (FQDN) licenses (removing license dependency to your Vidyo hardware). Otherwise, you’ll receive System ID-based licenses (licenses tied to your Vidyo hardware).

By default, you will receive System ID-based license unless you are running VidyoPortal Virtual Edition or using the Hot Standby software option. Using VidyoPortal Virtual Edition or the Hot Standby software option requires an FQDN license.

Existing customers with System ID-based licenses using VidyoPortal Virtual Edition or the Hot Standby software option can be converted to an FQDN license by contacting Vidyo Support.

System ID-based licenses and FQDN-based licenses were sent to the email address you provided when making your purchase. However, if you do not possess these licenses, you may request them after providing your configured system information and using the procedures in this section.

The Vidyo licensing team usually sends out keys within one business day from the time you submit the required information from the Vidyo website form. Licenses are sent to the email address you provided.

If you have any licensing questions, please contact Vidyo's license team with your MAC address, System ID, and Public FQDN at licenses@vidyo.com.

If you’re running the VidyoPortal Virtual Edition or the Hot Standby software option and were able to provide your FQDN at the time of purchase, your FQDN-based licenses were sent to the email address you provided at that time. However, if you do not possess these licenses, you may request them after providing your configured system information and using the procedures in this section.

To request Vidyo FQDN-based licenses:

  1. Contact the Vidyo license team with your MAC address, System ID, and Public FQDN at licenses@vidyo.com if you were unable to provide an FQDN for your license at the time of purchase.
    Otherwise, if you did provide an FQDN when ordering, your license keys were provided in the email sent to you after order processing.
  2. Submit your system information using the form on the Vidyo website.

System ID-based licenses and FQDN-based licenses were sent to the email address you provided when making your purchase. However, if you do not possess these licenses, you may request them after providing your configured system information and using the procedures in this section.

To request Vidyo System ID-based licenses:

  1. Request Vidyo system ID-based licenses from the Vidyo license team with your MAC address, System ID, and Public FQDN at licenses@vidyo.com if you did not receive an email containing your System ID-based licenses after order processing.
    Otherwise, if you did receive an email containing your System ID-based licenses after order processing, proceed by applying the license keys to your system.
  2. Submit your system information using the form on the Vidyo website.

Your VidyoPortal ships with factory default licensing. You need to apply your full Vidyo system license keys in order to access the license quantities and options purchased. The procedure for doing this varies depending on whether or not you are running the Hot Standby software option.

Your VidyoPortal ships with factory default licensing. You need to apply your full Vidyo system license keys in order to access the license quantities and options you purchased.

If you do not possess these licenses, you may request them after providing your configured system information.

 

Applying Licenses

The procedure differs for applying system license keys to your system if you are running the Hot Standby software option. 

System ID-based licenses and FQDN-based licenses were sent to the email address you provided when making your purchase. However, if you do not possess these licenses, you may request them after providing your configured system information.

You will receive an email from Vidyo Customer Support to the address you provided with your purchase order from the license request web page. This email contains a single .zip archive containing specific files based on the VidyoPortal version you are running as follows:

1.png

The email also includes a license information text file that includes license information details. This file is prefixed with “LicenseInfo.”

Your VidyoPortal system-wide license defines the term (length) of your license, the number of VidyoLines, and installations available for use as well as whether it is currently being used:

  • A single- or multi-tenant system
  • Licensed for UC integration, encryption, Hot Standby, Executive lines, and APIs (the API license is also used to enable Adobe Connect integration)

To apply the system license keys to your system:

  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.

    2.png
  3. Click Browse.

    3.png
  4. Upload your VidyoManager license if you are running a VidyoPortal version earlier than 3.2 by doing the following:
    • Select the appropriate VidyoManager license file based on the VidyoPortal version you are running.

      The license file for users running VidyoPortal version 3.2 or later is prefixed with “v3.” The license file for users running VidyoPortal version 3.0 or 3.1 is prefixed with “v2” and contains syslicense in the name. The license file for users running VidyoPortal versions earlier than 3.0 contains syslicense in the name without a “vx” prefix.

    • Click Upload to apply the license.
  5. Upload the license file for all VidyoPortal versions:
    • Select the appropriate license file based on the VidyoPortal version you are running.

      The license file for users running VidyoPortal version 3.2 or later is prefixed with “v3.” The license file for users running VidyoPortal version 3.0 or 3.1 is prefixed with “v2” and contains syslicense in the name. The license file for users running VidyoPortal versions earlier than 3.0 contains syslicense in the name without a “vx” prefix.

    • Click Upload to apply the license.
  6. Click the Tenants tab and edit the Default Tenant by clicking the Default Tenant Name.
  7. Allocate the full set of licenses to the Default Tenant.

    4.png
  8. Click Save.

 

Licensing User Types Overview

 

VidyoLines Licensing Model
User Type VidyoLines*
Super Admin -
Admin
Operator
Executive Desktop -
Normal User
Guest
VidyoRoom (used for VidyoRoom as well as for VidyoPanorama 600) -
VidyoGateway -
VidyoPanorama 1.0 -


*In the VidyoLines licensing model all users with a checkmark consume a line for all calls.

 

Applying System License Keys to Your System Using the Hot Standby Software Option

Your VidyoPortal ships with factory default licensing. You need to apply your full Vidyo system license keys in order to access the license quantities and options you purchased. If you do not possess these licenses, you may request them after providing your configured system information. For more information, see Requesting System Licenses and Applying System License Keys.

The way you apply Vidyo FQDN-based licenses vary based on whether they are being applied when you are initially configuring both your system and the Hot Standby software option or you are applying add-on licenses to a system already synchronizing via the Hot Standby software option. The following sections explain both procedures.

 

Applying Vidyo FQDN-Based Licenses When Initially Configuring Both Your System and the Hot Standby Software Option

The following procedure should only be used if you are performing an initial system setup with the Hot Standby software option.

To apply Vidyo FQDN-based licenses when performing an initial system setup with the Hot Standby software option:

  1. Perform the steps as explained in Applying the System License Keys to Your System on both of your VidyoPortals.
  2. Apply the same FQDN-based license on both of your VidyoPortals.

    If you have a Vidyo System ID-based license, contact Vidyo Support for a Vidyo FQDN-based license instead.


    For more information about Hot Standby, see the Hot Standby section.

 

Applying Add-on Licenses to a System Already Synchronizing via the Hot Standby Software Option

An add-on license may be additional client installations, features, and extensions.

Make sure you’ve already configured Hot Standby on your system and it’s running properly. For more information, see the Hot Standby section.

 

To apply add-on licenses to a system already synchronizing via the Hot Standby software option:

  1. Log in to the Super Admin portal using your Super Admin account on your Active VidyoPortal.
    For more information, see Logging in to the Super Admin Portal.
  2. Perform the steps as explained in Applying the System License Keys to Your System on your Active VidyoPortal.
    The license replicates to your Standby VidyoPortal automatically.

 

Checking Your Platform Network Settings

You must configure your network settings using the System Console prior to performing your system setup. For more information, see Configuring the Network Settings at the System Console. If you haven’t yet configured your network settings, complete that section before proceeding.

Platform Network Settings shows (read only) the settings you made using the System Console. The data is blurred in the following screenshot.

 Checking_Your_Platform_Network_Settings_1.png

 

Managing Endpoint Software

If you are using VidyoPortal version 3.4.4 or earlier, scroll down to obtain the necessary information.

Super Admins can select one of the following file server modes for you to deliver endpoint software updates to your users:

  • External file server or CDN (Content Delivery Network) so that endpoints can automatically download them from there

    Since CDNs can be geo-located, downloads are typically faster. Additionally, for large-scale client distributions, impact on the VidyoPortal performance is significantly reduced.

  • VidyoPortal

    Most administrators prefer having users install their VidyoDesktop software by accessing VidyoPortal when provided a user name and password you assign them.

    When your users access the VidyoPortal, the VidyoDesktop software is installed even if users do not have administrator privileges. (The Windows installer places the VidyoDesktop-related files in a user-specific directory called “AppData”.)

    You provide this software to your users when new versions of the VidyoDesktop and VidyoRoom client software become available from Vidyo by uploading the new software to your servers using the Manage Endpoint Software page. For additional information, see Choosing a File Server Mode, Uploading Endpoint Software Installation Files, and Activating an Endpoint Installation File.

    Endpoint_Software_Versions.png

    Your users are automatically prompted to download the new version the next time they log in. Users can choose to update their software or skip the update if desired.

    Installation files for various client types include the following:

    • VidyoConnect for Windows
    • VidyoConnect for Macintosh OS X
    • VidyoDesktop for Windows
    • VidyoDesktop for Macintosh OS X
    • VidyoDesktop for Linux
      There can be up to four active Linux clients. If the bit architecture the distribution is meant for isn’t in the name then it’s the 32-bit version. If the distribution is meant for 64-bit machines, the file is named accordingly.
    • VidyoRoom


    The Super Admin user uploads the latest version of Vidyo client software and makes it available to all users of the VidyoConferencing System. A Tenant Admin user can also upload Vidyo client software for users on their own tenant. This helps the Tenant Admin decide when they want to make endpoint software available for their own users.

    On the Manage Endpoint Software page, you can upload up to four different versions of each type of endpoint software (VidyoDesktop for Macintosh, VidyoDesktop for PC, and so on), but for each type you must make just one active. (Again, Linux is the exception. Up to four Linux versions can be active.) It is the active version that downloads automatically for VidyoPortal users when they first use the system or upgrade to a new version.

Since Super Admin endpoint software uploads overwrite Tenant Admin uploads, Tenant Admins should always upload files on their tenants after Super Admin uploads are completed.

Download the latest version of the software to your computer. The link is provided to you by your reseller or by Vidyo Customer Support.

_________________________________________________________________________________________________

If you are using VidyoPortal version 3.4.4 or earlier, the following information applies to you:

You may choose to perform installations directly on user machines. However, most administrators prefer having users install their VidyoDesktop software by accessing VidyoPortal using the user name and password you assign them.

When your users access the VidyoPortal, the VidyoDesktop software is installed even if users do not have administrator privileges. (The Windows installer places the VidyoDesktop-related files in a user-specific directory called “AppData”.)

When new versions of the VidyoDesktop, VidyoConnect, and VidyoRoom client software become available from Vidyo, you can provide this software to your users by uploading the new software to your servers using the Upload Endpoint Software page. A Tenant Admin user can also upload Vidyo client software for users on their own tenant. This helps the Tenant Admin decide when they want to make endpoint software available for their own users. For additional information, see Choosing a File Server Mode, Uploading Endpoint Software Installation Files, and Activating an Endpoint Installation File.

Manage_Endpoint_Software_3.4.4.png

By doing this, your users are automatically prompted to download the new version the next time they log in. Users can choose not to update their software or install the update if desired.

Endpoint_Software_2.png

Installation files for various client types include the following:

  • VidyoDesktop for Windows
  • VidyoDesktop for Macintosh OS X
  • VidyoDesktop for Linux
    There can be up to four active Linux clients. If the bit architecture that the distribution is meant for isn’t in the name, then it’s the 32-bit version. If the distribution is meant for 64-bit machines, the file is named accordingly.
  • VidyoRoom

In the Upload Endpoint Software page, you can upload up to four different versions of each type of endpoint software (VidyoDesktop for Macintosh, VidyoDesktop for PC and so on), but for each type you must make just one active. (Again, Linux is the exception. Up to four Linux versions can be active.) It is the active version that downloads automatically for VidyoPortal users when they first use the system or upgrade to a new version.

 

Choosing a File Server Mode

To choose a file server mode:

  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 Manage Endpoint Software on the left menu
  4. Click File Server from the submenu.
    The File Server page displays.

  5. Select the Deliver endpoint software from the VidyoPortal radio button if you want to upload endpoint software to
  6. Select the Deliver endpoint software from the external file server radio button if you want to upload endpoint software to an external file server or CDN.
  7. Click Save.

 

Uploading Endpoint Software Installation Files

The radio button selected on the File Server page determines the layout of the Endpoint
Software Versions page.

Uploading Endpoint Software Installation Files to an External Server or CDN

To upload endpoint software installation files to an external server or CDN:

  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 Manage Endpoint Software on the left menu
  4. Click Endpoint Software Version from the submenu.
    The Endpoint Software Version page displays.

    Endpoint_Software_Versions_CDNs.png
  5. Select the appropriate software version from the Platform drop-down.
  6. Enter the appropriate URL in the External CDN URL.
  7. Enter the associated version in the External Version.
  8. Click Save.
    From the Added Endpoint Software list, you can activate or delete external CDN URLs for your users from the list. For additional information, Activating an Endpoint Installation File and Deleting an Endpoint Installation File.

Uploading Endpoint Software Installation Files to the VidyoPortal

The radio button selected on the File Server page determines the layout of the Endpoint Software Versions page.

If you are using VidyoPortal version 3.4.4 or earlier, scroll down to obtain the necessary information.

To upload endpoint software installation files to the VidyoPortal:

  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 Manage Endpoint Software on the left menu.
  4. Click Endpoint Software Version from the submenu.
    The Endpoint Software page displays.

    Endpoint_Software_Versions.png
  5. Download the latest version of the software to your computer.
  6. Click Browse.

  7. Locate the installation file on your computer and click Upload to import it.

    To avoid failure messages, make sure you are uploading Vidyo software only. The software file name ends with an .exe extension for Windows and VidyoRoom and .dmg for Macintosh.

    We recommend uploading the latest version of the software when it becomes available to help make sure all system users are utilizing the most up-to-date Vidyo software.

    When the endpoint installation file is uploaded, it displays in the Uploaded Endpoint Software list under its corresponding heading. Scroll through this list to view all available installation files.


    From the Uploaded Endpoint Software list, you can activate or delete installers for your users from the list. For additional information, see Activating an Endpoint Installation File and Deleting an Endpoint Installation File.

_________________________________________________________________________________________________

To upload endpoint software installation files to VidyoPortal if using VidyoPortal version 3.4.4 or earlier:

  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 Upload Endpoint Software on the left menu.
    The Upload Endpoint Software page displays.
  4. Download the latest version of the software to your computer.
    The link is provided to you by your reseller or by Vidyo Customer Support.
  5. Click Browse.
  6. Locate the installation file on your computer and click Upload to import it.

To avoid failure messages, make sure you are uploading Vidyo software only. The software file name ends with an .exe extension for Windows and VidyoRoom and .dmg for Macintosh. Vidyo recommends uploading the latest version of the software when it becomes available to help make sure all system users are utilizing the most up-to-date Vidyo software. Since Super Admin endpoint software uploads overwrite Tenant Admin uploads, Tenant Admins should always upload files on their tenants after Super Admin uploads are completed.

When the endpoint installation file is uploaded, it displays in the Uploaded Endpoint Software list under its corresponding heading. Scroll through this list to view all available installation files.

From the Uploaded Endpoint Software table, you can activate an installer for your users or delete installers from the list. For additional information, see Activating an Endpoint Installation File and Deleting an Endpoint Installation File.

 

Activating an Endpoint Installation File

If you are using VidyoPortal version 3.4.4 or earlier, scroll down to obtain the necessary information.

To activate endpoint installation files:

  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 Endpoint Software Versions on the left menu.
    The Endpoint Software Versions page displays.
  4. Select the checkbox to the left of the file name that needs to be activated.
    Tip: Use the top-left checkbox to select or clear all of the software file checkboxes.
  5. Click Activate at the top or bottom of the list.
    The file name displays highlighted in green.

    Activating_Endpoint_Software.png

    You can upload up to four different versions of each type of endpoint software (VidyoDesktop for Macintosh, VidyoDesktop for PC and so on), but for each type you must make just one active. (Again, Linux is the exception. Up to four Linux versions can be active.) It is the active version that downloads automatically for VidyoPortal users when they first use the system or upgrade to a new version. For additional information, see Uploading Endpoint Software Installation Files.

    Depending upon whether the VidyoConnect or VidyoDesktop client installer file is uploaded and activated, either the VidyoConnect Client or VidyoDesktop Client is automatically pushed to users who are logged into the system. Users who do not have VidyoConnect or VidyoDesktop installed will be instructed to download and install either application when clicking a room link or navigating to the VidyoPortal’s FQDN.

_________________________________________________________________________________________________

To activate endpoint software installation files if using VidyoPortal version 3.4.4 or earlier:

  1. Log in to the Admin portal using your Admin account.
    For more information, see Logging in to the Admin interface.
    The Users page displays by default.
  2. Click the Settings tab.
    The License page displays by default.
  3. Click Upload Endpoint Software on the left menu.
    The Upload Endpoint Software page displays.
  4. Select the checkboxes for the files you wish to activate.
  5. Click Activate at the top or bottom of the list.
    The file name displays highlighted in green.


    You can upload up to four different versions of each type of endpoint software (VidyoDesktop for Macintosh, VidyoDesktop for PC, and so on), but for each type you must make just one active. (Again, Linux is the exception. Up to four Linux versions can be active.) It is the active version that downloads automatically for VidyoPortal users when they first use the system or upgrade to a new version. For additional information, see Uploading Endpoint Software Installation Files.

    Depending upon whether the VidyoDesktop client installer file is uploaded and activated, either the VidyoDesktop Client is automatically pushed to users who are logged into the system. Users who do not have VidyoDesktop installed will be instructed to download and install either application when clicking a room link or navigating to the VidyoPortal’s FQDN.

Accessing the VidyoConnect for Desktop Client Landing Page

If you are using VidyoPortal version 3.4.4 or earlier, skip this information and scroll down to obtain the necessary information.

After activating VidyoConnect on the tenant and clicking a room link to join a conference, an HTML landing page displays. The HTML landing page appears as follows:

This page will look different depending upon the browser (e.g., Chrome, Firefox, Internet Explorer, Safari, and Edge) and OS used (e.g., OS X, Windows). 

  • VidyoConnect will attempt to connect if you already have VidyoConnect installed. The client does not have to be running in order to launch, but must be installed.

Depending on the OS and browser used, a browser pop-up may display and ask for your permission to launch the application. For browsers (e.g., Chrome and Firefox) that display this alert, you are advised to select the Remember my choice checkbox so that this alert doesn’t display again.

This alert is automatic and Vidyo does not control it.

  • The Join via the browser option displays if the Super Admin has enabled VidyoConnect for WebRTC access in the Super Admin Portal Settings > Feature Settings > VidyoConnect for WebRTC page.
    For more information, see Enabling VidyoConnect for WebRTC Access.
  • If you do not have VidyoConnect already installed (hence you are not connected to the conference), you are advised to download the client by clicking Download.
  • You do not need to enter a VidyoPortal FQDN in the VidyoPortal field upon logging in, which only displays when you click the VidyoPortal FQDN link at the top of the Login page, since it will be auto-populated when downloading VidyoConnect. However, if you want to enter a different VidyoPortal FQDN, click the VidyoPortal FQDN link at the top of the Login page.
    For more information, refer to the latest VidyoConnect Administrator Guide.
  • You do not need to re-click the room link after downloading the client since the room key is automatically propagated upon clicking the meeting link.

_________________________________________________________________________________________________

If you are using VidyoPortal version 3.4.4 or earlier, the following information applies to you:

After activating VidyoConnect on the tenant and clicking a room link to join a conference, an HTML landing page displays. The HTML landing page appears as follows:

 

This page will look different depending upon the browser (e.g., Chrome, Firefox, Internet Explorer, Safari, and Edge) and OS used (e.g., OS X, Windows).

  • VidyoConnect for Desktop will attempt to connect if you already have VidyoConnect installed. The client does not have to be running in order to launch, but must be installed.

Depending on the OS and browser used, a browser pop-up may display and ask for your permission to launch the application. For browsers (e.g., Chrome and Firefox) that display this alert, you are advised to select the Remember my choice checkbox so that this alert doesn’t display again.

This alert is automatic and Vidyo does not control it.

  • The Join via the browser option displays if the Super Admin has enabled VidyoConnect for WebRTC access in the Super Admin Portal Settings > Feature Settings > VidyoConnect for WebRTC page.
    For more information, see Enabling VidyoConnect for WebRTC Access.
  • If you do not have VidyoConnect for Desktop already installed (hence you are not connected to the conference), you are advised to download the client by clicking Download.
  • You do not need to enter a VidyoPortal FQDN in the VidyoPortal field upon logging in, which only displays when you click the Sign in to a different portal button since it will be auto-populated when downloading VidyoConnect for Desktop. However, if you want to enter a different VidyoPortal FQDN, click the Sign in to a different portal button.
    For more information, refer to the latest VidyoConnect for Desktop Administrator Guide.
  • You do not need to re-click the room link after downloading the client since the room key is automatically propagated upon clicking the meeting link.

Accessing the VidyoDesktop Client Landing Page 

After activating VidyoDesktop on the tenant and clicking a room link to join a conference, an HTML landing page displays. The HTML landing page appears as follows:

You will only see this page when VidyoDesktop is installed and running.

 

Deleting an Endpoint Installation File

To delete an endpoint installation file:

  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 Upload Endpoint Software on the left menu.
    The Upload Endpoint Software page displays.
  4. Select the checkbox to the left of the file name that needs to be deleted.
    Tip: Use the top-left checkbox to select or clear all of the software file checkboxes.
  5. Click Delete.
    If you delete a file by mistake you always upload it again provided you have not deleted it from your computer. If the file you mistakenly deleted is the current version of the client you also have the option of downloading it again from your reseller or Vidyo Customer Support.

 

Performing System Maintenance

The VidyoPortal database contains everything but the basic network settings of the system (IP, DNS, hostname, NTP), the SSL security certificates loaded and CSR information, and the license keys (each of these would need to be reset separately should a unit need to be replaced/rebuilt). For more information about the CDR database, see the CDR section.

The Database page shows a list of backed up databases on the VidyoPortal hard drive, as well as the file creation dates.

 

Backing Up the Database

The VidyoPortal database contains everything but the basic network settings of the system (IP, DNS, hostname, NTP), the SSL security certificates loaded and CSR information, and the license keys (each of these would need to be reset separately should a unit need to be replaced/rebuilt).

The Database page shows a list of backed up databases on the VidyoPortal hard drive, as well as the file creation dates.

To back up the database:

  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 Maintenance on the left menu.
  4. Click Database from the submenu.
    The Database page displays.
  5. Click Backup.

    Back_Up_1.png

    A pop-up displays.

    Back_Up_2.png
  6. Enter an encrypted password in the Password.
  7. Re-enter the password in the Confirm Password field to confirm.
  8. Click Backup.
    A backup copy of the database is made on the VidyoPortal. A pop-up displays confirming a successful backup.

    Back_Up_3.png
  9. Click OK.

    Caution: Because the database is backed up on the VidyoPortal itself, making a backup does not protect you from a hard drive failure on the VidyoPortal. Therefore, you should download backups to an offsite computer as described in the following section.

 

Downloading a Backup File

To download backup files:

  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 Maintenance on the left menu.
  4. Click Database from the submenu.
    The Database page displays.
  5. Select the checkbox to the left of the file name that needs to be downloaded.
  6. Click Download.

    Download_Backup.png

    Your selected .veb file or files then download through your Web browser.
    Now that you’ve downloaded the database, you have a true backup.

 

Uploading a Backup File

To upload backup files:

  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 Maintenance on the left menu.
  4. Click Database from the submenu.
    The Database page displays.
  5. Click Upload at the top of the Database page.

    Upload_backup_1.png

    The Uploading backup file pop-up displays.

    Upload_backup_2.png
  6. Click Browse….
  7. Locate and select the file from the file selection dialog box.
  8. Click Open.
  9. Click Upload in the Uploading backup file pop-up.
    The file uploads and is listed in the Database table.

 

Restoring a Backup File Located on Your VidyoPortal

If the database you wish to restore is still on the VidyoPortal, restoring takes just two clicks.

Vidyo strongly suggests rebooting your VidyoPortal as the final step when restoring a backup database. Make sure you are able to reboot your VidyoPortal before starting to restore a backup database.

The system license of the database you’re restoring must be equal to or greater than the number of Lines allocated to a tenant.

 

Caution: The following task destroys the current database file. It’s best to make a backup of the current database file before restoring a prior version.

 

To restore backup files located on your VidyoPortal:

  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 Maintenance on the left menu.
  4. Click Database from the submenu.
    The Database page displays.
  5. Select the checkbox to the left of the file name that needs to be restored.

    Restoring_backup_1.png
  6. Click Restore.
    A Confirmation pop-up displays.

    Restoring_backup_2.png
  7. Click Yes.
  8. Reboot your VidyoPortal.
    For steps to reboot your VidyoPortal, see Restarting Your System.

 

Deleting a Backup File Located on Your VidyoPortal

Caution: The following task cannot be undone.

To delete unnecessary or outdated versions of the database:

  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 Maintenance on the left menu.
  4. Click Database from the submenu.
    The Database page displays.
  5. Select the checkbox next to the version that needs to be deleted.
  6. Click Delete at the bottom of the Database.

    Deleting_backup.png

  7. Confirm the action in the pop-up that displays.

 

Restoring the Database to the Factory Default

Caution: The following task cannot be undone.

To wipe the database clean and restore it to the factory defaults:

  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 Maintenance on the left menu.
  4. Click Database from the submenu.
    The Database page displays.
  5. Click Factory Defaults at the top of the Database

    Restoring_Database.png

  6. Confirm the action in the pop-up that displays.

 

Upgrading Your VidyoPortal System Software

The System Upgrade page is used for upgrading the VidyoPortal and VidyoOne software version, as well for downloading installation logs history and applying system add-ons (such as SNMP or Hot Standby) or patches.

Before you perform a system upgrade, Vidyo highly recommends that you read the Release Notes that pertains to your upgrade version. The Vidyo upgrade filenames contain the server product abbreviation, version number and/or Add-on/Patch name, and have a .vidyo extension (example: TAG_VC_3_0_0_x.vidyo).

  • Caution: Once the VidyoPortal is upgraded, it cannot be reverted back to the previous version or other versions.
  • The system doesn’t accept a file that’s versioned earlier than the version currently being used on the VidyoPortal, preventing you from accidentally downgrading your software.
  • The system only accepts .vidyo files signed by Vidyo, protecting you from non-genuine files.
  • The upgrade process terminates all calls in progress. You might want to email users ahead of time and perform the upgrade when system usage is lowest.

To upgrade the VidyoPortal:

  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 Maintenance on the left menu.
  4. Click the Upgrade from the submenu.
    The System Upgrade page displays.

    Upgrading_VidyoPortalSystemSoftware.png
  5. Click Browse….
  6. Locate and select the .vidyo file from the file selection dialog box.
  7. Click Open.
  8. Click Upload.

    The upload process may take five to fifteen minutes or more depending on the bandwidth available between the upload file location and the VidyoPortal.

    Once the upload completes, the VidyoPortal will reboot. Wait two to five minutes before proceeding to the next step.

    Caution: Do not reboot the server manually during this process; doing so may interrupt the upgrade process and corrupt the data. Vidyo recommends running a continuous ping to the server to monitor the reboot process status.



    When performing a VidyoPortal upgrade, you also typically need to upload new endpoint software as well. For more information, see Uploading Endpoint Software Installation Files.

 

Restarting Your System

The Restart page is used to restart or shutdown the VidyoPortal. You can also restart the web server.

To restart your VidyoPortal:

  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 Maintenance on the left menu.
  4. Click Restart from the submenu.
    The System Restart page displays.
  5. Click the desired button from the following choices:
    • Click Restart Web Server to restart the web server application (Tomcat) service on your VidyoPortal.
    • Click Reboot to reboot your VidyoPortal.
    • Click Shutdown to shut down your VidyoPortal.

      Restarting_System.png

      A pop-up displays asking you to confirm the action.
  6. Click Yes.

    Once the server shuts down you can power it back up only by physically pressing the power button on the front of the unit.

    Caution: When the system is restarted or shut down all calls in progress are disconnected. Therefore, you may want to email users ahead of time and perform the upgrade when system usage is at its lowest.

 

Configuring the CDR Database for Remote Access in the Super Admin Portal

For more information, see the CDR Overview.

To configure the VidyoPortal to grant remote access to CDR data:

  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 Maintenance on the left menu.
  4. Click CDR Access from the submenu.
    The CDR Access page displays.

    CDR_Access.png
  5. Leave the CDR Collection and CDR Database Access Control checkboxes selected, and enter the following information:
    • Enter your Username as cdraccess (limited to read and delete privileges).
    • Enter your Password, which is configured using the VidyoPortal Admin portal.
    • Enter your IP or Hostname.
  6. Leave the Allow Delete checkbox selected if desired.
  7. Click Save.

 

Exporting and Purging CDR Files from the Super Admin Portal

For more information about the CDR, see CDR Overview.

To export and purge CDR records from 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 Maintenance on the left menu.
  4. Click CDR Access from the submenu.
    The CDR Access page displays by default.
  5. Leave the CDR Collection and CDR Database Access Control checkboxes selected, and enter your username, password, and IP hostname.
  6. Leave the Allow Delete checkbox selected if desired.
  7. Select either the One tenant or All tenants checkbox and a Date Range for your CDR record Export or Purge in the CDR Export/Purge… section.

    Exporting_and_Purging_CDR_Files_from_the_Super_Admin_Portal_1.png
  8. Click Export or Purge as desired.

    The export record limit is 65,000 records. If the export contains more than 65,000 records, a message displays warning you to restrict the range before proceeding with the download.



    The export data provided matches the fields and descriptions explained in the ConferenceCall2 table.

 

Downloading System Logs

Audit Logs

The system logs all activity on the VidyoPortal. The information logged in the Audit Logs includes Record ID, User Name, Tenant Name, Activity (Log In, Log Out, Add Room), Status (Success or Failure), Date & Time, IP Address the user comes from, Event Details, and so on. For more information, see Tenant Admin: Auditing. VidyoPortal audit logs can be generated using either a Super Admin or the Audit user account.

To download Audit Logs:

  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 Maintenance on the left menu.
  4. Click System Logs from the submenu.
    The System Logs page displays.

    System_Logs.png
  5. Enter a Start Date and End Date to retrieve the Audit Logs within that specific time period.
  6. Click Download Audit Logs.

    Audit_Logs_2.png

    The browser downloads the .csv file.

VidyoPortal Logs

The VidyoPortal logs include information that may be used by the Customer Support team to troubleshoot an issue that occurred with the system.

To download VidyoPortal Logs:

  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 Maintenance on the left menu.
  4. Click System Logs from the submenu.
    The System Logs page displays.

    System_Logs.png
  5. Click Download VidyoPortal Logs.
    The VidyoPortal Logs pop-up displays for the administrator to enter a password for encrypting the data.

    VidyoPortal_Logs.png
  6. Enter a password if you want to protect the .zip file of logs.
  7. Re-enter the password to confirm if necessary.

    This password will be required when attempting to unzip the file. Leave the Password and Confirm Password fields blank if you do not wish to protect the .zip file.

  8. Click Export.
    The browser downloads the .zip file.

    The .zip file may take a few minutes to start downloading depending upon the size of the file and/or speed of your Internet connection.

 

Downloading Specific VidyoPortal Installation Logs 

You can view your VidyoPortal installation patches from the System Upgrade tab.

To download specific VidyoPortal installation logs:

  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 Maintenance on the left menu.
  4. Click System Logs from the submenu.
    The System Logs page displays.
  5. Select the checkbox to the left of the VidyoPortal installation patch that needs to be downloaded.
  6. Click Download.

    VidyoPortal_Specific_Logs.png

    The browser downloads the VidyoPortal installation log.

 

Creating a System Diagnostic File

You can analyze your system health by creating a system diagnostic file and viewing the results. Depending on your system, the diagnostic file shows the following information:

  • Date
  • Type of Node
  • FDQN
  • IP Address
  • DNS Server Report
  • Tenant Report
  • Status Notification Report
  • EMCP Report
  • SCIP Report
  • VidyoProxy Report
  • SMTP Configuration Report
  • Ports
  • License Tokens Ethernet Hardware Report
  • Certificate Check

To create system diagnostic files:

  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 Maintenance on the left menu.
  4. Click Diagnostics from the submenu.
    The Diagnostics page displays.

    Creating_Diagnostic_File.png
  5. Click Run.
    The Result pop-up displays.

    Creating_Diagnostic_File_2.png
  6. Click OK.
  7. Refresh your browser.
    Your system diagnostic file now displays in the list.

 

Viewing a System Diagnostic File

You can view a system diagnostic file by viewing it on your VidyoPortal or downloading it for further analysis.

To view system diagnostic files:

  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 Maintenance on the left menu.
  4. Click Diagnostics from the submenu.
    The Diagnostics page displays.
  5. Select the checkbox to the left of the file name you wish to download.
    Tip: Use the top-left checkbox to select or clear all of the software file checkboxes.
  6. Click View.

    Viewing_DiagnosticFile_1.png

    The View Diagnostics Report pop-up displays.

    Viewing_DiagnosticFile_2.png
  7. Click Close.

 

Downloading a System Diagnostic File

You can download a system diagnostic file for further analysis.

To download system diagnostic files:

  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 Maintenance on the left menu.
  4. Click Diagnostics from the submenu.
    The Diagnostics page displays.

    Downloading_DiagnosticFiles.png
  5. Select the checkbox to the left of the file name that needs to be downloaded.
  6. Click Download.
    Your selected .txt file downloads via your Web browser.

 

Enabling Syslogs

You can enable the use of a Syslog server for syslog message data storage in to a separate server of your choice.

 

Syslog is only supported over TCP.

Syslog information consists of the audit log information. For more information about audit logs, see the Tenant Admin: Auditing article.

 

To enable Syslogs:

  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 Maintenance on the left menu.
  4. Click the Syslog from the submenu.
    The Syslog page displays.
  5. Select the Enabled checkbox.
    When enabled, Use Encryption, Remote Syslog Server, and Remote Port fields become active.

    Enabling_Syslogs.png
  6. Select Use Encryption if desired.
  7. Enter the Remote Syslog Server location.
  8. Enter the Remote Port for your syslog server.
  9. Click Save.

 

Enabling Status Notify

To enable Status Notify:

  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 Maintenance on the left menu.
  4. Click Status Notify from the submenu.
    The Status Notify page displays.
  5. Select the Enabled checkbox.

    StatusNotify.png

    When enabled, URL, User Name, and Password information is required.


  6. Enter a URL.
  7. Enter a User Name.
  8. Enter a Password.
  9. Click Save.

 

Enabling the Events Notification Server

User-level and room-level events, such as a user logging in or joining a room, or a room being added or deleted, can be published in the JSON format over a TCP connection. Therefore, API users do not need to poll the VidyoPortal to see what rooms exist and which users have joined those rooms. As a result, events get pushed in real-time so that users can immediately apply business rules to those events.

  • User events include the following:
    • Offline
    • Online
    • Busy
    • Call Ended
  • Room events include the following:
    • Add Room
    • Update Room
    • Delete Room

To enable the events notification server:

  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 Maintenance on the left menu.
  4. Click Events Notification Servers from the submenu.
    The Events Notification Servers page displays.
  5. Select the Enable Events Notification checkbox.
    The Primary Server, Port, Secondary Server, and Port fields display.

    TCP_Streaming.png
  6. Enter a primary events notification server URL in the Primary Server field.
  7. Enter the appropriate port for the primary server in the Port field.
  8. Enter a secondary events notification server URL in the Secondary Server field if necessary.
    If the primary events notification server fails, then the secondary server will be used only if configured.
  9. Enter the appropriate port for the secondary server in the Port field.
  10. Click Save.

 

Managing Your Super Accounts

The Super accounts tab allows you to create and change Super Accounts.

For more information, see the "Managing Super Admin Accounts" section of the Super Admin: Configuring Your Server article.

Caution: Each Super Account is required to have a valid, resolvable, email address in order to function properly in your video conferencing system.

 

Viewing Your Super Accounts

To view your super accounts:

  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 Super accounts on the left menu.
    The Super Accounts page displays.

    Viewing_SuperAccounts_1.png
  4. Click an existing account Member Name to access its details.
    You can also click Add below the Super Accounts list. Adding or Editing account details show the same screen with different headings. Fields marked with an asterisk cannot be left blank.

    Viewing_SuperAccounts_2.png

    Change the default Super Account email address so you receive important system notifications.



    For security purposes, you should change the password for Super Admin access as soon as possible.
  5. Modify field values for your Super Account as desired.
  6. Click Save.
    For information about adding multiple super accounts, see the "Managing Super Admin Accounts" section of the Super Admin: Configuring Your Server article.

 

Editing Super Account Information and Changing the Password

To edit super account information and change the password:

  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 Super accounts on the left menu.
    The Super Accounts page displays.
  4. Click an existing account Member Name to access its details.
    You can also click Add below the Super Accounts list. Adding or Editing account details show the same screen with different headings. Fields marked with an asterisk cannot be left blank.
  5. Select the Change Password checkbox.
    The Password and Verify Password fields display.

    Editing_SuperAccount_Info.png
  6. Enter your current password in the Your Current Password field.
  7. Enter your new password in the New Password For The User field.
  8. Enter your new password again in the Verify New Password field.
  9. Click Save to complete the password change.
    The system indicates a password mismatch until the last letter is typed in the Verify New Password field.

 

Customizing the System

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

 

Customizing the About Info

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

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

 

To customize the About 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.

 

Reverting to Default System Text on the About Info Page

About 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.

 

Customizing Support Info

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.

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 customize Support 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 the Support Info from the submenu.
    The Support 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.

 

Reverting to Default System Text on the Support Info Page

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.

 

Customizing Notification Information

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 the "Configuring Customization on Your Tenant" section of the Tenant Admin: Configuring Settings article.

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.

    Customizing_NotificationInfo.png
  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.

 

Customizing the Invite Text

You can customize the text that your users will send to other users when they invite them to Vidyo meetings. 

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.

 

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

 

For more information, see the "Configuring Customization on Your Tenant" section of the Tenant Admin: Configuring Settings article.

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 system variables shown in uppercase text inside of brackets in the table below will display and can be inserted in sections of your invite text and HTML using the following buttons:


    Button 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 System Text on the Invite Text Page.

Making Common Changes to the Invite Text

You can make the following common changes to invite text:

  • If your organization uses mobile devices that support a tap-to-connect functionality, you can add the following template to your invite: Voice only users can tap-to-connect: “[DIALIN_NUMBER], [EXTENSION]#”.
  • If your organization has disabled guest access, delete the line about joining as a first-time user from your desktop or mobile device, or to annotate with VidyoSlate on your iPad: Click [ROOMLINK] from the Email Content section.
    When accessed from a tablet, roomlinks may be used to join a conference, annotate, or manage a meeting.
  • If your system includes a VidyoGateway, add the following sentence as part of your email content:
    To join from a non-Vidyo conferencing endpoint: Connect through a VidyoGateway [enter your VidyoGateway IP here] using H.323 or SIP and enter meeting ID [EXTENSION].

Modify the [enter your VidyoGateway IP here] portion with your VidyoGateway IP address.

  • If your organization doesn’t use IPC, delete the line about joining from another VidyoPortal using IPC: Enter [ROOMNAME]@[TENANTURL] from the Email Content section.
  • If your organization doesn’t use VidyoVoice, delete the line about using VidyoVoice in the Voice Only section.
  • If your organization uses more than one VidyoVoice number, add the additional number or numbers in the Voice Only section.

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 that text the default, and reduce the number of characters if needed.

 

Reverting to Default System 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 the "Configuring Customization on Your Tenant" section of the Tenant Admin: Configuring Settings article.

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.

 

Uploading Custom Logos

You can upload your organization’s logo to customize and brand your Super and Admin portal and your user portal for a more cohesive company branding of your Vidyo conferencing 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 the "Uploading Custom Logos" section of the Tenant Admin: Configuring Settings article.


The customized logos per tenant display on the HTML-based Control Meeting page. For more information, see the "Controlling Meetings from the VidyoPortal" section of the Tenant Admin: Managing Meeting Rooms article.

 

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 the "Controlling Meetings from the VidyoPortal" section of the Tenant Admin: Managing Meeting Rooms article.
  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.

 

Customizing Your VidyoPortal Login and Welcome Banners

The Login banner displays every time your users access the login pages of the Super Admin portal, Tenant Admin portal, or VidyoConnect application (version 18.3.0 or later only). The Welcome banner displays after your users successfully log in to the Super Admin portal, Tenant Admin portal, or VidyoConnect application (version 18.3.0 or later only). 

In order for the banners to appear, they must be enabled by a Super Admin using VidyoPortal version 17.1.0 or later. The Super Admin must also enter and format the text that appears on the banners.

The banners could display, for example, a welcome message, information about your company, or security information that users need to read and acknowledge. In addition, if the Super Admin enables both the Login banner and the Welcome banner, users will also see their login history.   

To customize your Login and Welcome banners:

  1. Log into 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 PlusIcon.png to the left of Customization on the left menu.
  4. Click Banners from the submenu.
    The Banners page displays.

    LoginBanner_portalSettings_emptyText.jpg
  5. Select the Login Banner checkbox to activate the Login banner.
  6. Enter and format the text for your Login banner.
  7. If you select the Welcome Banner checkbox as well as the Login Banner checkbox, users will see a dialog box displaying their login history (regardless of whether there is any Login banner text).
    • You must select both checkboxes in order for the login history to display.
    • Any information added to the Welcome Banner text input field will not be displayed in VidyoConnect.
       
      LoginHistory.jpg
    • The Login History dialog box displays the date and time of the last five login attempts, whether the login was successful, and the IP address used when the user logged in. When this dialog box appears, users must click the Acknowledge button to continue logging in.
  8. Click Save.

 

Customizing Room Links

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 PlusIcon.png 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.

 

Customizing Your Password Settings

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 PlusIcon.png 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.

 

Reverting to Default Password Settings on the Password Page

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 PlusIcon.png 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.

 

Securing Your Video Conferencing System

Securing your video conferencing system involves securing your VidyoPortal and your
various components such as VidyoManager, VidyoRouter, and VidyoGateway. For more information about how to secure your VidyoPortal, see the Super Admin: Security article.

The Security section of the Super Admin Portal also enables you to configure system-wide Inter-Portal Communication (IPC). For more information, see the following subsection.

 

Configuring System-Wide Inter-Portal Communication (IPC)

Inter-Portal Communication (IPC) allows users to join video conferences with someone on a different VidyoPortal. IPC also supports conferencing between tenants on the same VidyoPortal.

IPC is built into all Vidyo systems running VidyoPortal version 2.2 or later.

Global feature settings made in the Tenant Admin portal override settings made in the Super Admin portal.

For more information about configuring Inter-Portal Communication (IPC) on tenants, see the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants article.

 

As the Super Admin, you can configure IPC to be globally available or unavailable on your entire system.

If you do control system-wide IPC from this interface, then create a list of either Allowed or Blocked Domains and Addresses that work as follows:

  • An Allowed List only permits domains and addresses included on your list to interoperate on your domain. This type of list is often referred to as a whitelist.
  • A Blocked List specifically disallows all domains and addresses included on your list from interoperating on your domain. This type of list is often referred to as a blacklist.

To configure system-wide IPC:

  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 Inter-Portal Communication on the left menu.
    The Inter-Portal Communication page displays.

    IPC.png
  4. Select Tenant to give Tenant Admins control over IPC.
    For more information, see the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants Adding a Default Tenant or Adding a New Tenant article.
  5. Select System to configure system-wide IPC settings by adding or deleting allowed or blocked domains or addresses.
  6. Select the router pool from the Router Pool drop-down.
    The IPC-enabled router pool serves as a hub through which all IPC communication is routed.
    For example, in the following configuration, this organization designated one of its router pools at the Chicago site to be IPC-enabled. (Chicago could have any number of any other router pools that are not IPC-enabled.)

    IPC_2.png

    For more information about router pools, see the "Configuring Router Pools" section of the Super Admin: Configuring Your Components.
  7. Select your desired access control mode to add or delete domains or addresses from allowed or blocked lists as follows:
    • Select Allowed List from the Access Control Mode options to add or delete a permitted domain or address as follows:
    • If you want to add an allowed domain:
      • Click Add.
      • Enter the Internet domain to be added to the list.
      • Click OK.
    • If you want to delete an allowed domain:
      • Click the existing domain you want to delete from the list.
      • Click Delete.
    • Select Blocked List from the Access Control Mode options to add or delete a restricted domain or address as follows:
      • If you want to add a blocked domain:
        • Click Add.
        • Enter the Internet domain to be added to the list.
        • Click OK.
      • If you want to delete a blocked domain:
        • Click the existing domain you want to delete from the list.
        • Click Delete.
  8. Click Save to save your list.

    You can add or delete Domains and Addresses at any time.


    It’s a good idea to advise your users that you have enabled IPC and they can use the VidyoConnect or VidyoDesktop search box to place external calls to users on a different VidyoPortal and other domains (unless you have restricted them).

    Use the following syntax as a guide for making an IPC call on different VidyoPortals:
    [Username on other VidyoPortal]@[IP or FQDN address of other VidyoPortal].com

Telling Your Users About IPC

Keep your users informed about IPC by following these suggestions:

  • When you first enable IPC, whether upon installation or at some other time, be sure to send out a mass email to all of your users informing them that you have enabled IPC.
  • Be sure to tell them whether they can interoperate with all domains except those on your Block list or if the can interoperate only with those domains on your Allowed list.
  • Let them know whenever you add or delete a domain. You might want to include the full list reflecting the change if it’s not long. You could also keep the list up-to-date on your intranet.
  • It’s probably a good idea to remind them how to use IPC:

    In the Search field, they must enter the Vidyo address of the person they want to call using this format: user_name@portal_name.

    Remind your users that although this looks like an email address, it’s not. Rather, it’s a unique Vidyo address. To call the user hhakston (who is on a different VidyoPortal), your users would have to enter his Vidyo user name (hhakston), the @ sign, and then the domain name of his VidyoPortal (in this case, it’s vidyo.phu.edu). Then, they can click Join Room.

    Remind them also that the Join Room button is the only way they can use IPC. The Call button is dimmed because IPC can’t be used to make a direct call.

 

Configuring Endpoint Network Settings

This page allows you to set differentiated services code point (DSCP) values for audio, video, content, and signaling coming from your VidyoConnect, VidyoDesktop, and VidyoRoom endpoints to your VidyoRouter. Audio, video, content data, and signaling coming from your VidyoConnect, VidyoDesktop, and VidyoRoom endpoints are assigned corresponding values that you set on this screen.

With these specified values assigned to media types coming from your VidyoConnect, VidyoDesktop, and VidyoRoom endpoints, you can then configure your network router or switch to prioritize the packets as desired.

For VidyoDesktop, QoS tagging is currently only supported on Windows platforms. The following operating systems restrict QoS value tagging in the following manner:

Windows 7

When VidyoDesktop is running as a standard user (not Administrative), the only DSCP values that may be tagged are 0, 8, 40, and 56.

When VidyoDesktop is running as a user with Administrative permissions, all DSCP values (0 – 63) may be tagged.

You may tag packets as a non-Administrative user, if desired, using Windows Group Policy settings. Sites may be able to establish domain policy rules implementing these settings.

For more information about Policy-based Quality of Service (QoS), refer to the following Microsoft TechNet article: http://technet.microsoft.com/en-us/library/dd919203%28WS.10%29.aspx.

Windows Vista

When VidyoDesktop is running as either a standard user or a user with Administrative permissions, the only DSCP values that may be tagged are 0, 8, 40, and 56.

You can also configure the media port range and enable use of the VidyProxy on the Endpoint Network Settings page.

 

To configure quality of service values for endpoints:

  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 Endpoint Network Settings on the left menu.
    The Endpoint Network Settings page displays.



    Enter DSCP values for Video, Audio, Content, and Signaling.
    Values provided must be decimals from 0 to 63. The values default to 0.
  4. Enter the appropriate values in the fields in the Media Port Range section.
  5. Click Save.
    A Confirmation pop-up displays.

  6. Click Yes.
    A message displays stating that all endpoints using your tenant must sign in to the system again before values are tagged to corresponding media packets based on your saved changes.

 

Setting Global Features

The Feature Settings page allows you to control the system-wide behavior of VidyoWeb, VidyoConnect for WebRTC, search options, VidyoProxy, chat, scheduled rooms on your VidyoPortal, and more. You can also use this page to configure Epic CAL integration and TytoCare integration for your Super Admin and Tenant Admin.

 

Enabling VidyoWeb Access

The VidyoWeb browser extension makes it easy for guest participants to join conferences from within a web browser on desktop and laptop computers. VidyoWeb is designed especially for guest participants who simply want an easy way to join a conference.

You don’t pay extra for VidyoWeb. It’s built into your VidyoPortal. However, when a new user connects to your VidyoPortal via VidyoWeb for the first time, one of your licenses is consumed.

User licenses apply to either VidyoWeb or VidyoConnect/VidyoDesktop, but not both at the same time. Therefore, when using VidyoWeb, be sure to close VidyoConnect or VidyoDesktop if it’s open.

VidyoWeb is brought back to the first installed version when upgrading your VidyoPortal. Remember to upgrade your version of VidyoWeb after upgrading your VidyoPortal.

After upgrading your VidyoPortal, re-install your version of VidyoWeb if the version bundled in your VidyoPortal upgrade is less current than the installation used prior to your VidyoPortal upgrade.

Global feature settings made in the Tenant Admin portal override settings made in the Super Admin portal.

As the Super Admin, you can configure VidyoWeb to be globally available or unavailable on your entire VidyoPortal. If you choose to make it available, you can control the default VidyoWeb setting (enabled or disabled) on newly created tenants.

 

To enable VidyoWeb access on your system:

  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 PlusIcon.png to the left of Feature Settings on the left menu.
  4. Click VidyoWeb from the submenu.
    The VidyoWeb page displays.



    The current version of VidyoWeb displays in the Version field.
  5. Deselect the Make VidyoWeb available on your VidyoPortal checkbox to restrict VidyoWeb use on your system or leave selected.
  6. Select the Default VidyoWeb option for tenants checkbox to configure whether or not VidyoWeb will be used as the default setting for new tenants in your system or leave deselected.
  7. Click Save.

 

Enabling VidyoConnect for WebRTC Access

VidyoConnect for WebRTC allows you to use desktop and mobile browsers join conferences on VidyoPortal without installing browser plugins or extensions.

For more information, refer to the Using the VidyoConnect for WebRTC Server Admin UI and Console articles. 

If you are using VidyoPortal version 17.2.0 and earlier, scroll down to obtain the necessary information.
 

To enable VidyoConnect for WebRTC access:

  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 PlusIcon.png to the left of Feature Settings on the left menu.
  4. Click VidyoConnect for WebRTC from the submenu.
    The VidyoConnect for WebRTC page displays.

    WebRTC.png
  5. Select the Enable VidyoConnect™ for WebRTC for guests checkbox if you want invited guests to join calls via VidyoConnect for WebRTC.
  6. Select the Allow users to login with VidyoConnect™ for WebRTC checkbox if you want users to join calls via VidyoConnect for WebRTC.
  7. Click Save.

    Please ensure that you have entered a VidyoConnect for WebRTC Server URL on the Tenants page per tenant; otherwise, VidyoConnect for WebRTC Server will not be enabled for that tenant. For additional information, see the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants article. 

_________________________________________________________________________________________________

To enable VidyoConnect for WebRTC access if using VidyoPortal version 17.2.0 or earlier:

  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 PlusIcon.png to the left of Feature Settings on the left menu.
  4. Click VidyoConnect for WebRTC from the submenu.
    The VidyoConnect for WebRTC page displays.

    WebRTC.png
  5. Select the Enable VidyoConnect for WebRTC for guests checkbox if you want invited guests to join calls via VidyoConnect for WebRTC.
  6. Select the Enable VidyoConnect for WebRTC for users checkbox if you want users to join calls via VidyoConnect for WebRTC.
  7. Click Save.

 

Enabling Mobile Access

VidyoConnect for Mobile and VidyoMobile bring the power of Vidyo conferencing to Android and iOS phones and tablets.

You don’t pay extra for VidyoMobile or VidyoConnect for Mobile. It’s built into your VidyoPortal. However, when a new user connects to your VidyoPortal via VidyoMobile or VidyoConnect for Mobile for the first time, one of your licenses is consumed.

  • Global feature settings made in the Tenant Admin portal override settings made in the Super Admin portal.
    For more information about configuring VidyoMobile and VidyoConnect for Mobile for tenants, see the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants article.
  • For more information about using VidyoMobile and VidyoConnect for Mobile, see the Collaboration and Conferencing section.
  • As the Super Admin, you can configure VidyoMobile or VidyoConnect for Mobile to be globally available or unavailable on your entire system.

If you are using VidyoPortal version 3.4.4 or an earlier version, scroll down to obtain the necessary information.

To enable mobile access on your system:

  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 Feature Settings on the left menu.
  4. Click Mobile Access from the submenu.
    The Mobile Access page displays.

    Mobile_Access.png
  5. Select one of the following options:
    • Select the VidyoMobile radio button to give all your tenants access to VidyoMobile.
    • Select the VidyoConnect radio button to give all your tenants access to VidyoConnect for Mobile.
    • Select the Disabled radio button to restrict mobile access for all your tenants.
    • Regardless of whether mobile access is disabled here, creating a single tenant with an opposite setting overrides the configuration and the Individual Setting Per Tenant radio button automatically becomes selected here. The following examples provide clarification:
      • If the Disabled radio button selected, and at some later point VidyoMobile or VidyoConnect for Mobile access is enabled for even one tenant (as described in the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants article), then the Individual Setting Per Tenant radio button automatically becomes selected.
      • Similarly, if at some later point in time after selecting either the VidyoMobile or VidyoConnect radio button, mobile access is disabled for a specific tenant, the next time you look at this screen, the Individual Setting Per Tenant radio button will be selected.

Along with VidyoMobile or VidyoConnect for Mobile access, guest logins must also be enabled on your tenant or tenants if you want to use VidyoSlate.

For more information about enabling guest logins on tenants, see the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants article.

For more information on VidyoMobile and VidyoConnect for Mobile, see the Collaboration and Conferencing section.

_________________________________________________________________________________________________

To enable mobile access if using VidyoPortal version 3.4.4 or earlier:

  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 Feature Settings on the left menu.
  4. Click VidyoMobile from the submenu.
    The VidyoMobile page displays.

    Enabling_VidyoMobile_Access.png

    • Select the Enabled radio button to give VidyoMobile access to all tenants.
    • Select the Disabled radio button to restrict VidyoMobile access from all tenants.
    • Regardless of whether VidyoMobile access is enabled or disabled here, creating a single tenant with an opposite setting overrides the configuration and the Individual Setting Per Tenant radio button automatically becomes selected here. The following examples provide clarification:
      • With the Disabled radio button selected, and at some point later VidyoMobile access is enabled for even one tenant (as described in the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants article), then the Individual Setting Per Tenant radio button becomes automatically selected.
      • Similarly, if at some later point in time after selecting the Enabled radio button, VidyoMobile access is disabled for a specific tenant, the next time you look at this screen, the Individual Setting Per Tenant radio button will be selected.

 

Enabling System-Wide Search Options

You can control whether or not disabled rooms display in search results on your VidyoPortal by using Search Options.

To configure whether or not disabled rooms display in search results:

  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 Feature Settings on the left menu.
  4. Click Search Options from the submenu.
    The Search Options page displays.

    Search_Options.png
  5. Select the Show disabled rooms in search results checkbox to allow disabled rooms to display in search results on your VidyoPortal or leave deselected.
  6. Click Save.

 

Configuring Transport Layer Security (TLS) VidyoProxy

You can enable or disable TLS for VidyoProxy on your VidyoPortal. Establishing a TLS tunnel between the VidyoProxy and the VidyoPortal significantly increases connectivity success rates as most firewalls block non-TLS traffic on port 443. This feature is disabled by default.

When turned on, only endpoints supporting this feature can connect via VidyoProxy. For more information, refer to the documentation for your Vidyo endpoints. 

To configure the TLS VidyoProxy:

  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 Feature Settings on the left menu.
  4. Click VidyoProxy from the submenu.
    The VidyoProxy page displays.

    VidyoProxy.png
  5. Select the Enabled or Disabled radio button to enable or disable TLS VidyoProxy on your VidyoPortal.
  6. Click Save.
    All of your VidyoProxies automatically restart.

 

Configuring System-Wide Public and Private Chat

You can configure system-wide public and private chat.

To configure system-wide public and private chat:

  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.
    The Upload System License page displays by default.
  3. Click  to the left of Feature Settings on the left menu.
  4. Click Chat from the submenu.
    The Chat page displays.

    Chat.png
  5. Deselect the Make chat available on your VidyoPortal checkbox to deny the availability of chat on your VidyoPortal or leave selected.
  6. Deselect the Public chat default option checkbox to deny public chat on newly created tenants or leave selected.
  7. Deselect the Private chat default option checkbox to deny private chat on newly created tenants or leave selected.
  8. Click Save.

 

Configuring Scheduled and Public Room Settings

By adding a scheduled room prefix, your users can then create ad-hoc rooms from specific endpoints on your system. The prefix you configure on this screen is used for all scheduled rooms created on your system.

To configure scheduled and public room settings:

  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 Feature Settings on the left menu.
  4. Click Room from the submenu.
    The Room Attributes page displays.

    Room_Attributes.png
  5. Deselect the Make Scheduled Rooms available on your VidyoPortal checkbox to allow scheduled rooms on your VidyoPortal or leave selected.
    The *Scheduled Room Prefix field becomes active when the Make Scheduled Rooms available on your VidyoPortal is selected.
  6. Enter a numeric prefix in the *Scheduled Room Prefix field.

    If you do not provide a scheduled room prefix, no scheduled rooms can be created by your users from specific endpoints on your system.



  7. Deselect the Allow Public Room creation by users checkbox to deny users the ability to create public rooms or leave selected.
  8. Enter the maximum number of public rooms that the user can create in the Maximum number of rooms per User field.
  9. Enter the minimum number of digits for auto-generated extensions in the Minimum number of digits for auto-generated extensions field.
  10. Click Save.

 

Configuring User Attributes

You can allow or restrict tenants from uploading their own thumbnail photos. In order to use this feature, the Vidyo endpoint must also support it.

If the tenant uploads a thumbnail photo, it will override LDAP and SAML provided images. When the tenant authenticates, the LDAP or SAML thumbnail photo is retrieved only if they have not uploaded a photo.

To configure user attributes:

  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 Feature Settings on the left menu.
  4. Click User Attributes from the submenu.
    The User Attributes page displays.

    User_Attributes.png
  5. Select the Enable Thumbnail Photos checkbox to allow the User Attributes menu item to display under Settings > Feature Settings in the Admin Portal, giving tenants the option to upload thumbnail photos.
    Additional fields display.

    User_Attributes_2.png
  6. Select the Allow users to upload their own image checkbox if you want to give tenants the option to allow their users to upload their own image, which causes the Allow users to upload their own image checkbox to display in the tenant’s Settings > Feature Settings > User Attributes page.
  7. Enter a value in the Maximum image size in KB field.
    The default value is 100.
  8. Click Save.

 

Configuring Custom Roles

With Custom Invocation of VidyoConnect, third-party partners, developers, and admins can now customize the VidyoConnect client experience and workflow. Custom Invocation allows them to easily choose which features and functionality that they want to enable and disable for all your users. For example, you can use Custom Invocation to bypass the VidyoConnect Welcome screen or login pages to provide users with direct access to a conference, or you can use it to mute all participants’ microphones or cameras upon entry into a call.

You can also invoke VidyoConnect with iFrames. iFrames allow you to load content from your domain or a third-party system into VidyoConnect per tenant. For example, you can use iFrames to display content around the main in-call window or display a thank-you message at the end of each call.

For additional information about Custom Invocation, refer to Using Custom Invocation.

As a Super Admin, you can now allow or restrict tenants from receiving customized VidyoConnect features and attributes by following the steps below.

 In order to use this feature, the Vidyo endpoint must also support it.

To configure custom roles:

  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 Feature Settings on the left menu.
  4. Click Custom Roles from the submenu.
    The Custom Roles page displays.

    Custom_Roles.png
  5. Select the Enable Custom Role checkbox.
    When the Enable Custom Role checkbox is selected, the Enable Custom Role checkbox on the Tenants page becomes active for each tenant. For more information, see the "Adding a Default Tenant or Adding a New Tenant" section of the Super Admin: Managing Tenants article.
  6. Click Save.

 

Configuring Epic Integration with VidyoConnect Context-Aware Linking (CAL)

For information about Epic integration with VidyoConnect Context-Aware Linking (CAL), refer to the Vidyo and Epic Integration with VidyoConnect Context-Aware Linking (CAL) article. 

 

Configuring the Status Notification Service

The Status Notification Service is an updated form of Enabling Status Notify with these significant differences:

  • Status Notifications are sent in REST/JSON format
  • Status Notifications can be configured per tenant

The VidyoPortal can send Status Notifications to external entities using this interface.
Every time the status of a user on the tenant changes (for example, logging in or joining
and leaving a conference), the VidyoPortal sends a notification message with the various
parameters for each action. The application is responsible for determining how the
notification message is processed.

To configure the Status Notification Service for your Tenant Admins:

  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.
  3. The Upload System License page displays by default.
  4. Click  to the left of Feature Settings on the left menu.
  5. Click Status Notification Service from the submenu. 
    The Status Notification Service page displays.
    2.png
  6. Select the Allow Tenant Admin to configure Status Notification Service checkbox.
  7. Click Save.

 

Configuring TytoCare Integration

For information about TytoCare integration, refer to the Configuring TytoCare Integration article. 

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