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Tenant Admin: Configuring Settings

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This support article provides the necessary steps for the following procedures:

 

Checking Your License Terms

The License page under the Settings tab provides you with a report of:

  • How many lines are licensed and how many have been allocated (used).
  • How many installs are licensed and how many have been allocated (used).
  • How many Executive Desktops (here called Executive Systems) are licensed and how many have been allocated (used).

To check your license terms:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Review your license terms shown on the License page.




Managing Endpoint Software

If you are using VidyoPortal version 3.4.4 or earlier, scroll to the bottom of this article 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 Uploading Endpoint Software Installation Files and Activating Endpoint Software Installation Files.

    Manage_Endpoint_Software.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.

 

Uploading Endpoint Software Installation Files

The layout of the Endpoint Software Versions page is based on the file server mode that the Super Admin chooses from the Super Admin portal.

If you are using VidyoPortal version 3.4.4 or earlier, scroll to the bottom of this article to obtain the necessary information.

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 Admin portal using your Admin account.

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Manage Endpoint Software on the left menu.

    The Manage Endpoint Software page displays.




  4. Select the appropriate software version from the Platform drop-down.

  5. Enter the appropriate URL in the External CDN URL.

  6. Enter the associated version in the External Version.

  7. Click Save.

    From the Added Endpoint Software list, you can activate or delete external CDN URLs for your users from the list.

     

Uploading Endpoint Software Installation Files to VidyoPortal

To upload endpoint software installation files to VidyoPortal:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Manage Endpoint Software on the left menu.

    The Manage Endpoint Software page displays.

  4. Click Browse.



  5. Click Upload to import the installation file after selecting 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.

_________________________________________________________________________________________________

To upload endpoint software installation files to VidyoPortal 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 Tenant Admin Portal.

    The Users page displays by default.

  2. Click the Settings.

    The License page displays by default.

  3. Click Upload Endpoint Software on the left menu.

    The Upload Endpoint Software page displays.

  4. Click Browse.



  5. Click Upload to import the installation file after selecting 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.

 

Activating Endpoint Software Installation Files

If you are using VidyoPortal version 3.4.4 or earlier, scroll to the bottom of this article to obtain the necessary information.

To activate endpoint software installation files:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Manage Endpoint Software on the left menu.

    The Manage 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.


    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.

_________________________________________________________________________________________________

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 Tenant Admin Portal.

    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.

 

Deleting Endpoint Software Installation Files 

If you are using VidyoPortal version 3.4.4 or earlier, scroll to the bottom of this article to obtain additional information.


To delete endpoint software installation files:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Manage Endpoint Software on the left menu.

    The Manage Endpoint Software page displays.

  4. Select the checkboxes for the files you wish to delete.

  5. Click Delete at the top or bottom of the list.



  6. Click Yes in the Confirmation pop-up that displays.

    If you delete a file by mistake, you must 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.

_________________________________________________________________________________________________

To delete endpoint 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 Tenant Admin Portal.

    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 delete.

  5. Click Delete at the top or bottom of the list.



  6. Click Yes in the Confirmation pop-up that displays.

    If you delete a file by mistake, you must 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.

 

Setting the Tenant Language

You can set the default language for the system to one of these 15 languages:

  • Chinese (Simplified)
  • Chinese (Traditional)
  • English
  • Finnish
  • French
  • German
  • Italian
  • Japanese
  • Korean
  • Polish
  • Portuguese
  • Russian
  • Spanish
  • Thai
  • Turkish


To set the system language
:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click System Language on the left menu.

    The System Language page displays.

    Tenant_Admin_language.png

  4. Select the language from the Default System Language drop-down.

    The page immediately changes to the language you selected.

  5. Click Save.

 

Configuring Guest Settings

The Guest’s Settings page enables you to assign guest users to a group and specify a Location Tag for all guest users. A guest user is an unregistered user of the VidyoConferencing System, but can join meetings to which they are invited by a registered user.

To provide guest users with group assignments and location tags:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Guest’s Settings on the left menu.

    The Guest’s Settings page displays.



  4. Assign guest users to a group by selecting one from the Guest Group list.

  5. Assign guest users to a proxy by selecting one from the Guest Proxy list.

  6. Assign guest users a location tag by selecting one from the Location Tag list.

  7. Click Save.

 

Configuring Customization on Your Tenant

Customizing the About Information

The About Info page enables you to create and format an About Us page that displays when users click the About Us button.
 

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.


To customize the About information:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

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

  4. Click About Info from the submenu.

    The About Info page displays.

    About_Info.png

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

  6. Apply formatting as desired.

  7. Click Save.

    For more information about the About Info page, refer to Reverting to Default Text on the About Info Page.

 

Reverting to Default Text on the About Info Page

 

The Admin interface About Info page enables you to easily revert to the default text provided by Vidyo™ if you have made changes that you no longer want to use.

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

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

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

  4. Click About Info from the submenu.

    The About Info page displays.

    About_Info.png

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

    A Confirmation dialog box displays.

    RevertingDefaultText_AboutInfo.png

  6. Click Yes.

    For more information about customizing the text on the About Info page, refer to Customizing the About information.

 

Customizing the Support Information

 

The Support Info page enables you to create and format a contact page that displays when users click Support at the bottom of the VidyoPortal™ home page, as well as on the Login page. This is information your users need to contact you, the administrator.
 

Because of the limitations of Adobe Flash, URLs can be inserted into the text but they must conform to HTML 1.1 specifications.


To customize the Support information:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The 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.

    Support_Info.png

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

  6. Apply formatting as desired.

  7. Click Save.

    For more information about the Support Info page, refer to the Reverting to the Default Text on the Support Info Page.

 

Reverting to Default Text on the About Info Page

The Admin interface About Info page enables you to easily revert to the default text provided by Vidyo™ if you have made changes that you no longer want to use.

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

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

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

  4. Click About Info from the submenu.

    The About Info page displays.

    About_Info.png

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

    A Confirmation dialog box displays.

    RevertingDefaultText_AboutInfo.png

  6. Click Yes.

    For more information about customizing the text on the About Info page, refer to Customizing the About information.

 

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.

If a From email address is not provided, SMTP servers may block emails or change email headers.


To customize notification information:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The 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.

    Notification_Info.png

  5. Enter the Email (From) and Email (To) email addresses.

  6. Select the New Account Notification checkbox to have the system send a welcome email to each new account created.

  7. Click Save.

 

Customizing the Invite Text

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

There are three parts to the invitation text:

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

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

Some browsers may not support email invitation generation due to a limitation on the number of characters in the invite text. The character limit is 1300. This is not a limitation in Vidyo's product, but a limitation that each browser has set for the 'mailto' protocol.  

Therefore, we recommend 1300 characters at maximum because that's the number that satisfies the limitation on all major browsers such as FireFox and Google Chrome. Vidyo recommends that you generate the email invitation prior to making it the default to ensure that it generates correctly. If it does not, you can reduce the number of characters as needed.


To customize the invite text
:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The 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.

    Email_Content_HTML_Admin.png

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

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

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


    ICON DESCRIPTION
    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.
    InternationalDialIn_Icon.png Available in the Email Content (HTML) section, the [INTERNATIONAL_DIALIN] variable inserts the specific dial-in number that is defined in the Dial In Numbers section below.
    Invite_Text_6.png Available in the Email Content section, the [DIALSTRING] variable inserts the phone number participants will use to access your room using voice-only telephones.
    Invite_Text_7.png Required in the Webcast section, the [WEBCASTURL] variable inserts the URL participants can use to access your webcast.

    Some additional variables that do not have buttons or icons are also available. These include the following:
    • The [DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system in the Email Content section.
    • The [EXTENSION] variable inserts the room extension (if one is configured) along with the room PIN (if one is configured) into your invite text.
    • The [PIN] variable inserts the room PIN (if one is configured) in the Email Content section.
    • The [ROOMNAME] variable inserts name of the room for which the invite was issued.
    • The [TENANTURL] variable inserts the name of the tenant in the Email Content section.

  7. Add a new dial-in number by navigating to the Dial In Numbers section and performing the following steps if necessary:
    • Click Add.
    • Enter the number in the Dial-in Number
    • Enter a label for the number in the Dial-in Number Label field if necessary.
    • Click Update.
      The Country Code field auto-populates upon clicking Update.
      Click Remove to delete the dial-in number if necessary.

  8. Click Save to save the invitations.

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

 

Making Common Invite Text Changes

Besides customizing the invite text as described in Customizing the Invite Text, you may also want to make the following common changes to the invite text:

  • If your organization uses mobile devices that support a tap-to-connect functionality, you can add the following line to the Email Content section:
    Voice only users can tap-to-connect: “[DIALIN_NUMBER], [EXTEN-SION]#”.

  • If your organization has disabled guest access, delete the following line from the Email Content section:
    To join as a first-time user from your desktop or mobile device, or to annotate with VidyoSlate™ on your iPad: Click [ROOMLINK]

 

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

 

  • If your system includes a VidyoGateway™, add the following line to the Email Content section:
    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 for participants who access conferences from legacy endpoints.

 

  • If your organization does not use Inter-Portal Communication (IPC), delete the following line from the Email Content section:
    To join from another VidyoPortal™ using IPC: Enter [ROOMNAME]@[TENANTURL]

  • If your organization does not use VidyoVoice™, delete the line about using VidyoVoice from the Voice Only section.

  • If your organization uses more than one VidyoVoice number, add the additional number or numbers to the Voice Only section.

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

The Admin interface About Info page enables you to easily revert to the default text provided by Vidyo™ if you have made changes that you no longer want to use.

Reverting to Default Text on the About Info Page

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

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

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

  4. Click About Info from the submenu.

    The About Info page displays.

    About_Info.png

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

    A Confirmation dialog box displays.

    RevertingDefaultText_AboutInfo.png

  6. Click Yes.

    For more information about customizing the text on the About Info page, refer to Customizing the About information.

 

Customizing the Support Information

The Support Info page enables you to create and format a contact page that displays when users click Support at the bottom of the VidyoPortal™ home page, as well as on the Login page. This is information your users need to contact you, the administrator.
 

Because of the limitations of Adobe Flash, URLs can be inserted into the text but they must conform to HTML 1.1 specifications.


To customize the Support information:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The 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.

    Support_Info.png

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

  6. Apply formatting as desired.

  7. Click Save.

    For more information about the Support Info page, refer to the Reverting to the Default Text on the Support Info Page.

 

Reverting to Default Text on the Support Info Page

The Admin interface Support Info page enables you to easily revert to the default text provided by Vidyo if you have made changes that you no longer want to use.

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

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The 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.

    Support_Info.png

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

    A Confirmation dialog box displays.

    RevertingDefaultText_SupportInfo.png

  6. Click Yes.

For more information about customizing the text on the Support Info page, refer to Customizing the Support information.

 

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.

If a From email address is not provided, SMTP servers may block emails or change email headers.


To customize notification information:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The 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.

    Notification_Info.png

  5. Enter the Email (From) and Email (To) email addresses.

  6. Select the New Account Notification checkbox to have the system send a welcome email to each new account created.

  7. Click Save.

 

Customizing the Invite Text

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

There are three parts to the invitation text:

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

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

Some browsers may not support email invitation generation due to a limitation on the number of characters in the invite text. The character limit is 1300. This is not a limitation in Vidyo's product, but a limitation that each browser has set for the 'mailto' protocol.  

Therefore, we recommend 1300 characters at maximum because that's the number that satisfies the limitation on all major browsers such as FireFox and Google Chrome. Vidyo recommends that you generate the email invitation prior to making it the default to ensure that it generates correctly. If it does not, you can reduce the number of characters as needed.


To customize the invite text
:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The 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.

    Email_Content_HTML_Admin.png

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

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

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


    ICON DESCRIPTION
    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.
    InternationalDialIn_Icon.png Available in the Email Content (HTML) section, the [INTERNATIONAL_DIALIN] variable inserts the specific dial-in number that is defined in the Dial In Numbers section below.
    Invite_Text_6.png Available in the Email Content section, the [DIALSTRING] variable inserts the phone number participants will use to access your room using voice-only telephones.
    Invite_Text_7.png Required in the Webcast section, the [WEBCASTURL] variable inserts the URL participants can use to access your webcast.

    Some additional variables that do not have buttons or icons are also available. These include the following:
    • The [DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system in the Email Content section.
    • The [EXTENSION] variable inserts the room extension (if one is configured) along with the room PIN (if one is configured) into your invite text.
    • The [PIN] variable inserts the room PIN (if one is configured) in the Email Content section.
    • The [ROOMNAME] variable inserts name of the room for which the invite was issued.
    • The [TENANTURL] variable inserts the name of the tenant in the Email Content section.

  7. Add a new dial-in number by navigating to the Dial In Numbers section and performing the following steps if necessary:
    • Click Add.
    • Enter the number in the Dial-in Number
    • Enter a label for the number in the Dial-in Number Label field if necessary.
    • Click Update.
      The Country Code field auto-populates upon clicking Update.
      Click Remove to delete the dial-in number if necessary.

  8. Click Save to save the invitations.

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

 

Making Common Changes to the Invite Text 

Besides customizing the invite text as described in Customizing the Invite Text, you may also want to make the following common changes to the invite text:

  • If your organization uses mobile devices that support a tap-to-connect functionality, you can add the following line to the Email Content section:
    Voice only users can tap-to-connect: “[DIALIN_NUMBER], [EXTEN-SION]#”.

  • If your organization has disabled guest access, delete the following line from the Email Content section:
    To join as a first-time user from your desktop or mobile device, or to annotate with VidyoSlate™ on your iPad: Click [ROOMLINK]

 

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

 

  • If your system includes a VidyoGateway™, add the following line to the Email Content section:
    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 for participants who access conferences from legacy endpoints.

 

  • If your organization does not use Inter-Portal Communication (IPC), delete the following line from the Email Content section:
    To join from another VidyoPortal™ using IPC: Enter [ROOMNAME]@[TENANTURL]

  • If your organization does not use VidyoVoice™, delete the line about using VidyoVoice from the Voice Only section.

  • If your organization uses more than one VidyoVoice number, add the additional number or numbers to the Voice Only section.

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

 

Reverting to Default Text on the Invite Text page 

The Admin interface Invite Text page enables you to easily revert to the default text provided by Vidyo if you have made changes that you no longer want to use.

To revert to the default text on the Invite Text page:

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

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

  2. Click the Settings tab.

    The Settings page displays.

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

  4. Click Invite Text from the submenu.

    The Invite Text page displays.

    InviteText.png

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

    A Confirmation dialog box displays.

  6. Click Yes.

    For more information about the invite text, refer to Customizing the Invite Text and Making Common Changes to the Invite Text.

 

Uploading Custom Logos

You can use the Customize Logos page to customize the following logos:

  • The Super and Admin Portal Logo section of the page lets you update the logo used on the Admin portal, replacing the Vidyo™ logo in the top-left corner of the page.

    The Admin portal logo must be 145 x 50 pixels and can be in the .gif, .jpg, or .png formats.
     
  • The User Portal Logo section of the page lets you update the logo used for your tenant User portals (if the Flash-based ones are used in your system). Each Admin can upload a different logo for each User portal. The new logo replaces the Vidyo logo in the top-left corner of the page and displays a VidyoPower logo in the bottom-right corner.

    The uploaded User Portal logo should be 150 x 50 pixels and in the .swf format. The .swf format is vector-based as opposed to a bitmap, so it allows the logo to dynamically resize for different screen resolutions and window sizes. Therefore, the exact size of the logo is less important than the aspect ratio. No matter what size your logo image is, make sure it has a 3:2 aspect ratio. Logos with different proportions will be stretched or squeezed.

  • The VidyoDesktop Download and Control Meeting Pages Logo section of the page lets you update 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 VidyoDesktop Download and Control Meeting Pages logo must be 145 x 50 pixels and can be in the .gif, .jpg, or .png formats.


To upload your custom logos
:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

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

  4. Click Customize Logos from the submenu.

    The Customize Logos page displays.

    Custom_Logos.png

  5. Click Browse... to locate the logo that needs to be uploaded.

    The logo must be 145 x 50 pixels and in the .gif, .jpg, or .png format. For the best appearance, use a logo saved with a transparent background.

  6. Select your logo file and click Upload.

  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.

    If you remove a customized logo file, it is replaced with the system default Vidyo logo.

 

Configuring Authentication Overview

Here are the available methods for provisioning and authenticating users' Vidyo accounts:

  • Local: User credentials are stored within the VidyoPortal’s database and the VidyoPortal handles the authentication by referencing its ‘local’ database.

  • LDAP: The VidyoPortal will pass credentials to an LDAP server (e.g. Active Directory (AD), OpenLDAP, etc) which will handle the authentication process. This option leverages the customers’ existing investment of their LDAP environment by allowing them to enable the provisioning of user accounts. LDAP Authentication can be used two ways: LDAP Authentication with Manual User Creation and LDAP Authentication with Auto-Provisioning. Regardless of which LDAP Authentication method you use, your LDAP server must first be set up.

  • SAML: This option is for customers that do not allow direct communication between vendor infrastructure (e.g. VidyoPortal) and their LDAP environment. It allows a customer to leverage the same benefits as LDAP authentication and also allows the admin to enable the auto-provisioning of user accounts.

  • Web Services: The least used authentication method. It essentially is an authentication method that is handled by a web server that is a flexible way to work with custom authentication options.  A service account  is required for this authentication method which grants VidyoPortal access to the third party web server as its authentication method.

If you do not want to use the local VidyoPortal database to authenticate your users, you can configure your tenant to use LDAP, Web Services, or SAML authentication. For more information, see Configuring authentication using web services or Configuring authentication using SAML.

For REST Web Services, LDAP, and Web Service authentication, you can then apply settings to specific user types.

Configuring_Authentication_Overview.png

 

Configuring Authentication Using REST Web Services

 

The Authentication page only allows you to configure your own REST Web Service authentication. The REST endpoint request body should accept the username and password in the JSON format as shown in this example here:
APIs_1.png

The response has to be a valid JSON body with details and the 200 status code. However, we don’t validate the body. A sample response for this request looks like the following:

APIs_2.png


To configure REST Web Service authentication:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Authentication on the left menu.

    The Authentication page displays.

  4. Select REST WS from the Authentication Type drop-down.

    REST_WS.png

  5. Enter the endpoint URL of your authentication server in the URL field.

  6. Click Connection test.

    If your connection test fails:
    • Verify that the user name and password are correct.
    • Verify the connection to your Web Service.


    Users cannot log in to the VidyoPortal until Web Service connectivity is restored. For security reasons, there is no fallback to the VidyoPortal database.

    A successful connection test is required to enable the Save button on the lower part of the screen. 

     

  7. Apply authentication to specific user types using the Available types section.

  8. Click Save.

 

Configuring Your VidyoPortal Tenant to Use Your LDAP Server

When you configure your VidyoPortal to use your LDAP Server, you can set it to use a directory system, such as Microsoft Active Directory or Oracle Directory Server, to authenticate your users. When LDAP authentication is enabled on your tenant, your VidyoPortal uses the LDAP protocol to pass your user logins to your directory system for authentication.

Any Vidyo user type (except for the Super Admin and System Console accounts) can be authenticated by LDAP (Normal, Operator, Admin, VidyoRoom, etc.).

To use secured LDAP, upload your LDAP certificate chain (intermediates and root) from your certification authority using the Security page before enabling LDAP. 

When LDAP authentication is enabled, the User and Admin Portals do not show Change or Forgot Password options.


To configure your VidyoPortal to use your LDAP server:

  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 Authentication on the left menu.

    The Authentication page displays.

  4. Select LDAP from the Authentication Type drop-down.

    The Authentication page expands and shows additional fields as shown in the screenshot here.

    Configuring_your_LDAP_Server.png

    Field entries on the screenshot show a typical LDAP configuration.

  5. Enter the following information:
    • Enter the LDAP server URL in the URL field.

      The format is ldap:// [IP or FQDN address]/:389.

      To use secure LDAP (LDAPS), use an “ldaps” prefix:
      ldaps:// [IP or FQDN address]/:636



    • Overwrite the auto-populated credentials in the Bind DN or username field to log in to the LDAP server if necessary.

      For example: uid=user, ou=employees, dc=vidyo, dc=com.


    The user must be able to search the LDAP tree.

    In addition, it's important to note that the Bind DN or username and the Bind password are crucial for operation when using LDAP. If the Bind username or password is changed or the password expires, users will be unable to log in. Therefore, you must ensure that the credentials in these fields are correct and up-to-date.



    • Overwrite the auto-populated password in the Bind password field needed to bind with the LDAP server if necessary.

    • Enter the base object (baseObject) used for searching in the optional Search base field.

      For example: ou=employees, dc=vidyo, dc=com.

    • Enter the configuration string to return the LDAP Distinguished Name (DN) in the Filter template field.

      For example: uid=<> where <> is replaced by the VidyoPortal user name during authentication.

    • Select the base object (baseObject) from the Scope options to search:
      • Select Object to search the named entry; typically used to read just one entry.
      • Select One level to search the entries immediately below the base DN.
      • Select Subtree to search the entire subtree starting at the base DN.

    • Click the Connection Test button.

      The Connection Test pop-up displays.

    • Enter your LDAP user name and password.
      • If validation is successful and the LDAP settings are working, click Save to save your LDAP settings.

      A successful connection test is required to enable the Save button on the lower part of the screen.



      • If validation fails, use a third-party LDAP tool such as LDAP Browser and try the same connection string you are using with the VidyoPortal.

        This determines whether or not your LDAP settings are correct.

    • Configure authentication on your tenants using your desired method: LDAP Authentication with Manual User Creation or LDAP Authentication with Auto-Provisioning.

      For more information, see Configuring LDAP authentication with manual user creation or Understanding LDAP authentication with auto-provisioning.

    • Apply authentication to specific user types.

      For more information, see Applying authentication (LDAP or web service) to specific user types.

  6. Click Save.


Configuring Authentication Using LDAP with Manual User Creation

This LDAP Authentication method requires you to manually create user accounts on your tenant. The user attributes can be manually changed and configured; however, only the password is verified against your LDAP server configured in the previous section.

To configure LDAP authentication with manual user creation:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Authentication on the left menu.

    The Authentication page displays.

  4. Configure your VidyoPortal to use your LDAP server.

    For more information, see Configuring Your VidyoPortal Tenant to Use Your LDAP Server.

  5. Create user accounts manually on your tenant. User accounts can be added at any time.

    For more information, see Adding New Users or Importing Users.

    When you create a new user with LDAP authentication enabled, the user name must match the user name configured on your LDAP server. For more information, see the Filter template field explained in Configuring Your VidyoPortal Tenant to Use Your LDAP Server.

    When creating new users, passwords are mandatory; however, when you enable LDAP, the password in the local database is not used to authenticate the user. When LDAP authentication is enabled, the User and Admin portals do not provide Change or Forgot Password options.



  6. Apply authentication to specific user types.

    For more information, see Applying Authentication (LDAP or Web Service) to Specific User Types.

  7. Click Save.

Understanding the VidyoPortal User Account Attributes

When a user is created manually in the VidyoPortal, there is a specific set of attributes required to create an account. The following list of Portal Attributes can be mapped based on LDAP Attributes in order to create accounts automatically.

When you provision users with LDAP, user data is read-only in the Edit User pop-up after clicking a member name from Users > Manage Users in the Admin portal.


LDAP_User_Account_Attributes_1.png

The following list explains VidyoPortal attributes (Portal Attribute Names) that can be mapped to LDAP Attribute Names. Default Values for the attributes and Value mapping selection criteria (where applicable) are also explained here.

  • User Name is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map to the VidyoPortal User Name in your LDAP schema.

      Many users choose to enter userPrinicpalName as the LDAP Attribute Name when using a Microsoft Active Directory LDAP server. This is a required attribute.

      The LDAP Attribute you associate with the User Name must be specified as part of your Filter template. For more information, see Configuring Your VidyoPortal Tenant to Use Your LDAP Server.

    • No Default Value is entered for User Name.

      Default Value may not be configured because this is a mandatory, unique attribute.

    • No Value mapping configurations are made for the User Name.

  • User Type is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map to the User Type in your LDAP schema.

      Many users choose to enter memberOf as the LDAP Attribute Name. The memberOf value returns a list of groups of which the particular user is a member. This list is then used for Value mapping selection criteria.

    • The Default Value you enter here is used as the default User Type when the LDAP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

      You can select from Admin, Operator, Normal, VidyoRoom, Executive, and VidyoPanorama options.

    • The Value mapping is used to make specific associations between exact Portal Attribute Values and LDAP Attribute Values based on the LDAP Attribute Name selected for your User Type.

      Different users return different LDAP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      If desired, select the Duplicate or Remove buttons to create or delete rows in the Attribute Values Mapping pop-up.

      The following screenshot provides an example of a Value mapping configuration where the memberOf LDAP Attribute Name is used.


LDAP_User_Account_Attributes_2.png

For example, using the screenshot shown here, you can see that when a user is a member of the VidyoAdministratorUser group and logs in to the User or Admin portal, the account is created with the Admin User Type.

In order to create these Portal User Type mapping associations, Vidyo recommends your LDAP administrator creates specific security groups on your LDAP server in advance.

 

  • Display Name is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map to the Display Name in your LDAP schema.

      Many users choose to enter DisplayName as the LDAP Attribute Name.

    • In the Default Value field, enter a value for the Display Name in this cell for use when a value is somehow missing for any reason.

      If you do not type a Default Value for the Display Name in this cell, the system uses the User Name as the default.

    • No Value mapping configurations are made for the Display Name.

 

  • E-Mail Address is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map to the Email Address in your LDAP schema.

      Many users choose to enter mail as the LDAP Attribute Name. When a user logs in to the User or Admin portal, the system validates that the LDAP Attribute Name value is actually an email address. Otherwise, the system uses the Default Value.

      The Default Value you enter here is the domain portion of the automatically created email address for the account. When a user logs in to the User or Admin portal and an invalid email address is provided as the LDAP Attribute Name, the system constructs an email address for the account by taking the User Name provided, combining it with what you type as the Default Value, and inserts an @ symbol in between them.

      For example, if you log in as jsmith and your Default Value is Vidyo.com, the system will automatically construct an email address of jsmith@vidyo.com.

    • No Value mapping configurations are made for the E-Mail Address.


  • Extension is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map the Extension in your LDAP schema.

      You may choose to enter telephoneNumber as the LDAP Attribute Name when using a Microsoft Active Directory LDAP server.

    • No Default Value is entered for Extension.

      When a user logs in to the User or Admin portal and an empty or invalid LDAP Attribute Name is retrieved from your LDAP server, the system randomly auto-generates an extension value for the new account.

      If you do not wish to map extensions for new accounts, leave the LDAP Attribute Name blank and the system will use the Default Value to randomly auto-generate extension values for new accounts. The number of digits in the auto generated extension values is not fixed and may vary.

       

    • No Value mapping configurations are made for the Extension.

  • Proxy is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map to the Proxy in your LDAP schema.

      Many users choose to enter memberOf as the LDAP Attribute Name. The memberOf value returns a list of groups of which the particular user is a member. This list is then used for Value mapping selection criteria.

    • The Default Value you enter here is used as the default Proxy when the LDAP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

      The VidyoPortal tenant used in this example has Proxies configured as nj2-al-vvr1, il2-al-vvr1, nj1-al-vr1, etc. from which you can select. Map these groups using the Attribute Value Mapping pop-up.

      LDAP_2.png

    • The Value mapping is used to make specific associations between exact Portal Attribute Values and LDAP Attribute Values based on the LDAP Attribute Name selected for your Proxy.

      Different users return different LDAP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      Click the Duplicate and Remove buttons to create or delete rows in the Attribute Values Mapping pop-up if desired.

      The following screenshot provides an example of a Value mapping configuration where the memberOf LDAP Attribute Name is used.

      LDAP_User_Account_Attributes_6.png

      For example, using the screenshot shown here, you can see that when a user is a member of the nj2-al-vvr1 VidyoProxy and logs in to the User or Admin portal, the account is created with the nj2-al-vvr1 VidyoProxy.

  • Group is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map the Group in your LDAP schema.Group is the name of this specific LDAP attribute in the VidyoPortal.

      Many users choose to enter memberOf as the LDAP Attribute Name. The memberOf value returns a list of groups of which the particular user is a member. This list is then used for Value mapping selection criteria.

    • The Default Value you enter here is used as the default User Type when the LDAP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

      The VidyoPortal tenant used in this example has group configured as Default, VidyoUS_East, VidyoUS_West, etc. values from which you can select. Map these groups using the Attribute Value Mapping pop-up.

      LDAP_1.png

    • The Value mapping is used to make specific associations between exact Portal Attribute Values and LDAP Attribute Values based on the LDAP Attribute Name selected for your User Type.

      Different users return different LDAP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      If desired, select the Duplicate or Remove buttons to create or delete rows in the Attribute Values Mapping pop-up.

      The following screenshot provides an example of a Value mapping configuration where the memberOf LDAP Attribute Name is used.


      LDAP_User_Account_Attributes_4.png

      For example, using the screenshot shown here, you can see that when a user is a member of the Default group and logs in to the User or Admin portal, the account is created with the Default Group.

  • Description is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map the Description in your LDAP schema.

      You may choose to enter title as the LDAP Attribute Name.

    • The Default Value you enter here is used as the default Description when the LDAP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

    • No Value mapping configurations are made for the Description.


  • Location Tag is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value to map to the Location Tag in your LDAP schema.

      Many users choose to enter physicalDeliveryOfficeName as the LDAP Attribute Name. The physicalDeliveryOfficeNameattribute returns the user’s office location. This value is then used for Value mapping selection criteria.

    • The Default Value you enter here is used as the default Location Tag when the LDAP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

      The VidyoPortal tenant used in this example has Location Tags configured as Default, east_us_region_tag, west_us_region_tag, etc. values from which you can select.

      LDAP_3.png

    • The Value mapping is used to make specific associations between exact Portal Attribute Values and LDAP Attribute Values based on the LDAP Attribute Name selected for your location tag.

      Different users return different LDAP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      Click the Duplicate and Remove buttons to create or delete rows in the Attribute Values Mapping pop-up if desired.

      The following screenshot provides an example of a Value mapping configuration where the physicalDeliveryOfficeName LDAP Attribute Name is used.

      LDAP_User_Account_Attributes_8.png

      For example, using the screenshot shown here, you can see that when a user is a member of the Hackensack Office group and logs in to the User or Admin portal, the account is created with the EAST Location Tag.

  • The following attributes are optional biographical information about the user. Therefore, default values are not set for these attributes:
    • Phone Number 1
    • Phone Number 2
    • Phone Number 3
    • Department
    • Title
    • IM
    • Location

  • Thumbnail Photo is the name of this specific LDAP attribute in the VidyoPortal.
    • The Thumbnail Photo must be a .png, .jpg, or jpeg and smaller than the maxium size that the Super Admin configures in Settings > Feature Settings > User Attributes within the Super Admin Portal.

      For more information, see Configuring User Attributes.

    • No Default Value is entered for Thumbnail Photo.

    • No Value mapping configurations are made for Thumbnail Photo.

  • User Groups is the name of this specific LDAP attribute in the VidyoPortal.
    • In the LDAP Attribute Name field, enter a value you have decided as being the attribute you want to associate the User Group within your existing LDAP schema.

    • No Default Value is entered for User Groups.

    • No Value Mapping configurations are made for User Groups.


Configuring LDAP Authentication with Auto-Provisioning

Before configuring LDAP Authentication with auto-provisioning, it is highly recommended that you first decide which LDAP attributes you want to map to your VidyoPortal user account attributes. These mapping decisions become your LDAP auto-provisioning scheme during the Edit Attributes Mapping step in the following procedure. For more information, see Understanding LDAP Authentication With Auto-Provisioning and Understanding the VidyoPortal User Account Attributes (LDAP).


To configure LDAP authentication with auto-provisioning:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Authentication on the left menu.

    The Authentication page displays.

  4. Configure your VidyoPortal to user your LDAP server.

    For more information, see Configuring Your VidyoPortal Tenant to Use Your LDAP Server.

  5. Select the LDAP Attributes Mapping checkbox.

    The Edit Attributes Mapping and Test Attributes Mapping buttons display.

  6. Click Edit Attributes Mapping.

    The LDAP Attributes Mapping pop-up displays.

    An example of the LDAP Attributes Mapping pop-up with data looks like the following:

    UserGroups_LDAP.png

    You should spend some time analyzing your VidyoPortal user account attributes in order to decide which LDAP attributes you want to associate with them before actually making the configurations in the LDAP Attributes Mapping pop-up. For more information, see Understanding LDAP Authentication With Auto-Provisioning and Understanding the VidyoPortal User Account Attributes (LDAP).

    Each row on the LDAP Attributes Mapping pop-up represents an attribute. For each attribute, there is an associated Portal Attribute Name, LDAP Attribute Name, Value mapping (where applicable), and Default Value. These configurations become the rules telling the system what values to populate in specific user account fields when the new account is created.

     

  7. Click Test Attributes Mapping and provide the user account credentials for the account you wish to test as follows only after configuring your LDAP Attributes Mapping:

    Authentication_LDAP_2.png

  8. Type the User Name for the account you wish to test.

  9. Type the Password for the account you wish to test.

  10. Click Submit.

    If successful, the LDAP Attributes Mapping results pop-up displays for the account you wish to test.

  11. Apply authentication to specific user types.

    For more information, see Applying Authentication (LDAP or Web Service) to Specific User Types.


Configuring Authentication Using Web Services

Using Web Service Authentication requires an enabled Vidyo API license.


To configure Web Service Authentication:

The Authentication page only allows you to configure Web Service Authentication if you have the API license enabled.

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Authentication on the left menu.

    The Authentication page displays.

  4. Configure your VidyoPortal to use your LDAP server.

    For more information, see Configuring Your VidyoPortal Tenant to Use Your LDAP Server.

  5. Select Web Service from the Authentication Type drop-down.

    Web_Services_Authentication.png

  6. Enter the URL of your authentication server in the URL field.

  7. Enter the user name and password for your web service.

  8. Click Connection test.

    If your connection test fails:
    • Verify that the user name and password are correct.
    • Verify the connection to your Web Service.


    Normal users cannot log in to the VidyoPortal until Web Service connectivity is restored. For security reasons, there is no fallback to the VidyoPortal database.

    A successful connection test is required to enable the Save button on the lower part of the screen.



  9. Apply authentication to specific user types using the steps in the Applying Authentication (LDAP or Web Service) to Specific User Types section.

  10. Click Save.

Applying Authentication (LDAP or Web Service) to Specific User Types

The lower portion of the Authentication screen allows you to apply the authentication you configured (LDAP or Web Service) to specific user types.

To apply the configured authentication (LDAP or Web Services) to specific user types:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Authentication on the left menu.

    The Authentication page displays.

  4. Configure your VidyoPortal to use your LDAP server.

    For more information, see Configuring Your VidyoPortal Tenant to Use Your LDAP Server.

  5. Configure authentication on your tenants using your desired method: LDAP Authentication with Manual User Creation, LDAP Authentication with Auto-Provisioning, or Web Services.

    For more information, see Configuring LDAP Authentication with Manual User CreationUnderstanding LDAP Authentication with Auto-Provisioning, or Configuring Authentication Using Web Services.

  6. Select one or more user types to validate by LDAP from the Available types list.

  7. Click the Right Arrow button to transfer your selection or selections to the Selected types list.

  8. Click Save.

    Verify that the selected user types are configured with the authentication you selected (LDAP or Web Service) by logging in to your User portal.


Configuring Authentication Using SAML

Configuring Your VidyoPortal Tenant to Use Your SAML Server

You can configure authentication using SAML to provide Single Sign-On (SSO) and Auto-Provisioning capabilities for Normal and Executive user types on your system. Other account types such as VidyoRoom, VidyoPanorama, Admin, and Operator must be manually provisioned.

Once configured, SAML authentication will let your users log in and create Vidyo accounts on-the-fly based on authorized credentials from a SAML Identity Provider (IdP).

SAML 2.0 functionality operates in browser-based application environments and is not currently supported on VidyoMobile or VidyoRoom. You cannot use more than one IdP for a given tenant. However, multiple tenants can use the same IdP. Where Are You From (WAYF) services are not supported at this time.


When you configure your VidyoPortal tenant for SAML authentication, your VidyoPortal uses the SAML 2.0 protocol to externally authenticate your Vidyo users against your SAML server. Normal or Executive user types can be authenticated by SAML.

When SAML authentication is enabled, the User and Admin Portals do not show Change or Forgot Password options.


You must first choose and configure your user provisioning model before deploying your tenants SP metadata to your IdP. The following topics explain how you can configure your VidydoPortal tenant to manually or automatically provision your users.


Configuring SAML Authentication with Manual User Creation

This SAML Authentication method requires you to manually create user accounts on your tenant. The user attributes are manually maintained directly on the VidyoPortal by the Tenant Admin. Only the username and password are externally verified from your SAML server before your VidyoDesktop user is logged in to the system.

To configure SAML authentication with manual user creation:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Authentication on the left menu.

    The Authentication page displays.

  4. Select SAML from the Authentication Type drop-down.

    SAML_Authentication.png

  5. Enter the following information:
    • Enter your IdP Metadata XML in the Identity Provider (IdP) Metadata XML field.

      Your SAML administrator should be able to provide you with the IdP Metadata.

    • The Entity ID field includes your tenants FQDN address by default. However, you may overwrite this default value if necessary.

    If your system includes multiple tenants configured to use SAML authentication, this field must contain a unique entity ID for each tenant.



    • Select MetaIOP or PKIX validation from the Security Profile options.
      PKIX is the most common profile used.

    • Select MetaIOP or PKIX validation from the SSL/TLS Profile options.

    • Select PKIX if you’re not certain of which profile to choose.

    • Select Yes or No from the Sign Metadata options.

    • Select Local from the SAML provisioning type drop-down.

    • Enter your IdP attribute in the IdP Attribute For User Name field, which will be used when mapping your user names.

    This should be provided to you from your IdP administrator.



    • The value of this attribute must exactly match the user name ID used by your VidyoPortal.

    • Click View Service Provider (SP) Metadata XML to view your service provider metadata XML for your SAML-enabled tenant.

    You must provide this metadata XML to your IdP administrator to complete the SAML configuration on your tenant.


    The value of this attribute must exactly match the user name ID used by your VidyoPortal.

  6. Create user accounts manually on your tenant.

    User accounts can be added at any time. For more information, see Adding New Users or Importing Users.

    When you create a new user with SAML authentication enabled, the user name must match the IdP attribute value for user name on your SAML server. When creating new users, passwords are mandatory; however, when you enable SAML, the password in the local database is not used to authenticate the user. When SAML authentication is enabled, the User Portal does not provide Change or Forgot Password options. Only Normal or Executive user types are authenticated by SAML.

  7. Click Save.


Understanding SAML Authentication with Auto-Provisioning

This SAML Authentication method automatically creates user accounts on your tenant based on mapping configurations. When your users log in to the User portal, the following takes place:

  1. The VidyoPortal redirects the user to your IdP authentication page.

  2. Your user name and password is validated against the SAML IdP server.

  3. If authentication succeeds, the SAML server returns the user’s attributes as you have specified using the SAML Attributes Mapping pop-up.

    For more information, see Understanding the VidyoPortal User Account Attributes (SAML).

  4. The VidyoPortal then uses the set of attributes returned from the SAML server to create a new user account in the system.


Understanding the VidyoPortal User Account Attributes

When a user is created manually in the VidyoPortal, there is a specific set of attributes required to create an account. The following list of Portal Attributes can be mapped based on SAML IdP Attributes in order to create accounts automatically.

When you provision users with SAML, user data is read-only in the system from the Admin Portal > Users > Manage Users > Edit User pop-up.


SAML_Attributes_1.png

The following list explains VidyoPortal attributes (Portal Attribute Names) that can be mapped to SAML Attribute Names. Default Values for the attributes and Value mapping selection criteria (where applicable) are also explained here.

  • User Name is the name of this specific SAML attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a name you have decided as being the attribute you want to associate the User Name within your existing SAML schema.

    • No Default Value is entered for User Name.

      Default Value may not be configured because this is a mandatory, unique attribute.

       

    • No Value mapping configurations are made for the User Name.

  • User Type is the name of this specific SAML IdP attribute in the VidyoPortal.
    • Enter a value to map to the User Type in the SAML IdP Attribute Name field.

    • The Default Value you enter here is used as the default User Type when the SAML IdP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.
      You can select from Normal or Executive options.

    • The Value mapping is used to make specific associations between exact Portal Attribute Values and IdP Attribute Values based on the SAML IdP Attribute Name selected for your User Type.
      Different users return different IdP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      If desired, select the Duplicate or Remove buttons to create or delete rows in the Attribute Values Mapping pop-up.

      The following screenshot shows the Attribute Value Mapping pop-up.

      SAML_Attributes_2.png

      In order to create these Portal User Type mapping associations, Vidyo recommends your IdP administrator creates specific security groups on your SAML server in advance.

 

  • Display Name is the name of this specific SAML IdP attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a name you have decided as being the attribute you want to associate the User Name within your existing SAML schema.

    • In the Default Value field, enter a value for the Display Name for use when a value is somehow missing for any reason.

      If you do not type a Default Value for the Display Name in this cell, the system uses the User Name as the default.

       

    • No Value mapping configurations are made for the Display Name.

  • E-Mail Address is the name of this specific SAML IdP attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a name you have decided as being the attribute you want to associate the E-Mail Address within your existing SAML schema. When a user logs in to the User portal, the system validates whether or not the SAML IdP Attribute Name value is actually an email address. If it’s not an email address, the system uses the Default Value.

    • The Default Value you enter here is the domain portion of the automatically created email address for the account. When a user logs in to the User or Admin portal and an invalid email address is provided as the SAML IdP Attribute Name, the system constructs an email address for the account by taking the User Name provided, combining it with what you type as the Default Value, and inserts an @ symbol in between them.

      For example, if you log in as jsmith and your Default Value is Vidyo.com, the system will automatically construct an email address of jsmith@vidyo.com.

    • No Value mapping configurations are made for the E-Mail Address.

 

  • Extension is the name of this specific SAML IdP attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a value you have decided as being the attribute you want to associate the Extension within your existing SAML schema.

    • No Default Value is entered for User Name. When a user logs in to the User or Admin portal and an empty or invalid SAML IdP Attribute Name is retrieved from your SAML server, the system randomly auto-generates an extension value for the new account.

      If you do not wish to map extensions for new accounts, leave the SAML IdP Attribute Name blank and the system will use the Default Value to randomly auto-generate extension values for new accounts.

       

    • No Value mapping configurations are made for the Extension.

  • Group is the name of this specific attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a name you have decided as being the attribute you want to associate the Group within your existing SAML schema.

    • If the SAML IdP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met, the value you specify here is used as the default User Type. The VidyoPortal tenant used in this example has Groups configured as Default, PanoRoom – 2M, etc. values, from which you can select. Map these groups using the Attribute Value Mapping pop-up.

      SAML_Attributes_3.png

    • The Value Mapping is used to make specific associations between exact Portal Attribute Values and SAML IdP Attribute Values based on the SAML IdP Attribute Name selected for your User Type.

      Different users return different SAML IdP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      Click the Duplicate and Remove buttons to create or delete rows in the Attribute Values Mapping pop-up if desired.

      SAML_Attributes_4.png

      For example, using the screenshot shown here, you can see that when a user is a member of the Default group and logs in to the User or Admin portal, the account is created with the Default Group.

  • Proxy is the name of this specific SAML IdP attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a value to map to the Proxy in your IdP schema.
      Many users choose to enter memberOf as the SAML IdP Attribute Name. The memberOf value returns a list of groups of which the particular user is a member. This list is then used for Value mapping selection criteria.

    • The Default Value you enter here is used as the default Proxy when the SAML IdP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

      The VidyoPortal tenant used in this example has Proxies configured as nj2-al-vvr1, il2-al-vvr1, etc. from which you can select. Map these groups using the Attribute Value Mapping pop-up.

      SAML_Attributes_5.png

    • The Value mapping is used to make specific associations between exact Portal Attribute Values and IdP Attribute Values based on the IdP Attribute Name selected for your proxy.

      Different users return different IdP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      Click the Duplicate and Remove buttons to create or delete rows in the Attribute Values Mapping pop-up if desired.

      The following screenshot shows the Attribute Values Mapping pop-up.

      SAML_Attributes_6.png

  • Location Tag is the name of this specific IdP attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a value to map to the Location Tag in your IdP schema.

    • The Default Value you enter here is used as the default Location Tag when the SAML IdP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

      The VidyoPortal tenant used in this example has Location Tags configured as Default from which you can select.

      SAML_Attributes_7.png

    • The Value mapping is used to make specific associations between exact Portal Attribute Values and IdP Attribute Values based on the SAML IdP Attribute Name selected for your location tag.

      Different users return different SAML IdP Attribute Values. The Attribute Values Mapping pop-up allows you to map specific associations for all possible values returned.

      Click the Duplicate and Remove buttons to create or delete rows in the Attribute Values Mapping pop-up if desired.

      The following screenshot shows the Attribute Values Mapping pop-up.

      SAML_Attributes_8.png

  • Description is the name of this specific SAML IdP attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a value to map the Description in your IdP schema.

    • The Default Value you enter here is used as the default Description when the SAML IdP Attribute Name does not exist or returns an invalid attribute value or no Value mapping criteria is met.

    • No Value mapping configurations are made for the Description.

  • The following attributes are optional biographical information about the user. Therefore, default values are not set for these attributes:
    • Phone Number 1
    • Phone Number 2
    • Phone Number 3
    • Department
    • Title
    • IM
    • Location

  • Thumbnail Photo is the name of this specific SAML IdP attribute in the VidyoPortal.
    • The Thumbnail Photo must be a PNG, JPG, or JPEG and smaller than the maxium size that the Super Admin configures in Settings > Feature Settings > User Attributes within the Super Admin Portal.

      For more information, see Configuring User Attributes.

    • No Default Value is entered for Thumbnail Photo.

    • No Value mapping configurations are made for Thumbnail Photo.

  • User Groups is the name of this specific SAML attribute in the VidyoPortal.
    • In the SAML IdP Attribute Name field, enter a value you have decided as being the attribute you want to associate the User Group within your existing SAML schema.

    • No Default Value is entered for User Groups.

    • No Value Mapping configurations are made for User Groups.


Configuring SAML Authentication with Auto-Provisioning

Before configuring SAML Authentication with auto-provisioning, it is highly recommended that you first decide which SAML attributes you want to map to your VidyoPortal user account attributes. These mapping decisions become your SAML auto-provisioning scheme during the Edit Attributes Mapping step in the following procedure. For more information, see Understanding SAML Authentication With Auto-Provisioning and Understanding the VidyoPortal User Account Attributes (SAML).

You can still manually create users even if you configure SAML authentication with auto-provisioning. However, these manual users do not automatically update attributes from your IdP server.


To configure SAML authentication with auto-provisioning:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Authentication on the left menu.

    The Authentication page displays.

  4. Select SAML from the Authentication Type drop-down.

  5. Enter the following information:

    SAML_Authentication_Auto-Provisioning.png

    • Enter your IdP Metadata XML in the Identity Provider (IdP) Metadata XML.

      Your SAML administrator should be able to provide you with the IdP Metadata.

    • Select MetaIOP or PKIX validation from the Security Profile options.

      PKIX is the most common profile used.

    • Select MetaIOP or PKIX validation from the SSL/TLS Profile options.

      Select PKIX if you’re not certain of which profile to choose.

    • Select Yes or No from the Sign Metadata options.

    • Select SAML from the SAML provisioning type drop-down.

    • Click Edit IdP Attributes Mapping and configure your IdP attribute to be used for mapping your user accounts.

      Each row on the SAML IdP Attributes Mapping pop-up represents an attribute. For each attribute, there is an associated Portal Attribute Name, SAML IdP Attribute Name, Default Value, and Value mapping (where applicable). These configurations become the rules telling the system what values to populate in specific user account fields when the new account is created.

      Changes made to Attribute Mapping information also affect the View Service Provider (SP) Metadata XML information.

      You should spend some time analyzing your VidyoPortal user account attributes in order to decide which SAML IdP attributes you want to associate with them before actually making the configurations on the SAML IdP Attributes Mapping pop-up. For more information, see Understanding the VidyoPortal User Account Attributes (SAML).



  6. Click View Service Provider (SP) Metadata XML to view your service provider metadata XML for your SAML-enabled tenant.

    You must provide this metadata XML to your IdP administrator to complete the SAML configuration on your tenant.

  7. Click Save.

> 


Managing Location Tags

A location tag is a geographically-based name that can be assigned to a set of users, groups, or guests. Each user is assigned a location tag when their account is created. Location tags are a feature of the Router Pools architecture. For more information, see Configuring Router Pools.

To manage location tags:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Manage Location Tags on the left menu.

    The Location Tags page displays.



  4. Select the location tag from the Default Location Tag drop-down that will be used by default on the Add User page.

    For more information about the Location Tag field on the Add User page, see Adding New Users.

  5. Click Advanced.

    The Assign Location Tags to Groups table opens, which allows you to assign a location tag to existing users of selected groups.



  6. Select a location tag from the Available Location Tags list and then select the group you want to assign it to from the Available Groups list (or select all the Groups by selecting the Select all Groups checkbox).

  7. Click Assign.

    All existing users within the selected Group or Groups will now have this location tag assigned to them.

> 


Exporting CDR Files from the Admin Portal

The CDR Access page enables you to export either all the Call Detail Records or the Call Details Records within a specified date range.

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.


To export CDR files

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

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

  4. Click CDR Access on the left menu.

    The CDR Access page displays.

    Exporting_CDR.png

  5. Specify a date range.

  6. Click Export.

When working with the exported CDR file data, refer to the following table which describes the fields in the ConferenceCall2 table:

FIELD DESCRIPTION
CallID Auto-incremented ID
UniqueCallID A newly-created conference receives a new, unique call ID to enable all conferences to be tracked. For example, a conference “green” starting at 10 AM and ending at 11 AM has a different unique call ID from a conference “green” starting at 3 PM and ending at 4 PM.
ConferenceName Name of the conference
TenantName Name of the Tenant
ConferenceType D – Direct Call (two party)

C – Conference Call

ID – Inter-portal Direct Call

IC – Inter-portal Conference Call
EndpointType R – VidyoRoom™

D – VidyoDesktop™

G – Guest

L – Call to legacy via VidyoGateway™

C – Call recorded via VidyoReplay™ and VidyoRecorder™ (if applicable)
CallerID Caller identifier (login name of the caller)
For legacy calls, this is the extension number used.
CallerName Display name of the caller or name of the legacy device
JoinTime Conference join time
LeaveTime Conference leave time
Call State Current state of the call:
  • RINGING – The status of the side initiating the call (point-to-point or conference).
  • RING ACCEPTED – This status indicates to the initiating side that the callee has accepted the call. It will switch to “in progress” once the conference begins.
  • RING REJECTED – This status indicates to the initiating side that the alert was not accepted.
  • RING NO ANSWER – This status indicates to the initiating side that the call timed out.
  • RING CANCELLED – This status indicates to the initiating side that the call was aborted from the initiating side.
  • ALERTING – This status indicates to the callee side that there is an incoming call (point-to-point or conference).
  • ALERT CANCELLED – This status indicates to the callee side that the initiating side cancelled the call.
  • IN PROGRESS – This status indicates to both sides that the call is in progress.
  • COMPLETED – This status indicates to both sides that the call was completed.
Direction I - Inbound Call
O - Outbound Call
RouterID VidyoRouter™ used for the call
GwPrefix Service prefix used. This applies only to calls that involve a VidyoGateway or VidyoRecorder. For other calls, it is set to NULL.
GwID VidyoGateway ID used for this call. Set to NULL otherwise.
ReferenceNumber Numeric string identifier passed by the endpoint to the VidyoPortal™ at conference join time. This field is a placeholder for Client lib-based apps implementation.
ApplicationName VidyoConference™ usage from different endpoint types. The information is reported by endpoints when connecting to the VidyoPortal.
ApplicationVersion Endpoint software version
DeviceModel Endpoint device model
EndpointPublicIPAddress IP address of an endpoint that has joined a conference
AccessType U – Registered user

G – Guest

L – Call to legacy via VidyoGateway

R – Call recorded via VidyoReplay and VidyoRecorder (if applicable)
RoomType M – Private room belonging to a registered member on the VidyoPortal

P – Public room

S – Scheduled room
RoomOwner Logged-in username of the room owner
ApplicationOS Operating system on which a Vidyo® client is running. All Vidyo clients (and Client lib-based apps) are required to provide this information, if requested.
CallCompletionCode One of the following call completion codes:

0 – The call completion reason is not available

1 – The user disconnected the call

2 – The call was disconnected by the admin, operator, or room owner

3 – The call was disconnected due to a network failure on the VidyoManager

EndpointGUID Endpoint's GUID in the conference.

 


Configuring Endpoint Network Settings on Your Tenant

This page allows you to set differentiated services code point (DSCP) values for audio, video, content, and signaling coming from your VidyoDesktop and VidyoRoom endpoints to your VidyoRouter. Audio, video, content data, and signaling coming from your 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 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 on your tenant:

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

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

    The Users page displays by default.

  2. Click the Settings tab.

    The License page displays by default.

  3. Click Endpoint Network Settings on the left menu.

    The Endpoint Network Settings page displays.

    Endpoint_Network_Settings_1.png

  4. Enter DSCP values for Video, Audio, Content, and Signaling.

    Values provided must be decimals from 0 to 63. The values default to 0.

  5. Enter the appropriate values in the fields in the Media Port Range section.

  6. Click Save.

    A Confirmation pop-up displays.

    Endpoint_Network_Settings_2.png

  7. 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.

 


Configuring Feature Settings on Your Tenant

The Feature Settings left menu item allows you to control the system-wide behavior of VidyoWeb, VidyoMobile, Search Options, VidyoProxy, Chat, and Scheduled Rooms on your VidyoPortal.

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 VidyoDesktop™, but not both at the same time. Therefore, when using VidyoWeb, be sure to close 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.

For more information about configuring VidyoWeb on tenants, see Configuring VidyoWeb on Your Tenant. For more information about administering and using VidyoWeb, refer to the VidyoWeb Quick Administrator Guide and the VidyoWeb Quick User Guide.

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 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 (formerly known as Vidyo Neo™ 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 VidyoConnect for WebRTC Server Administrator Articles.

If you are using VidyoPortal version 17.2.0 and earlier, scroll to the bottom of this article 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 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 Adding a Default Tenant or Adding a New Tenant.

_________________________________________________________________________________________________

To enable Vidyo Neo 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 to the left of Feature Settings on the left menu.

  4. Click Vidyo Neo for WebRTC from the submenu.

    The Vidyo Neo for WebRTC page displays.

    WebRTC.png

  5. Select the Enable Vidyo Neo for WebRTC for guests checkbox if you want invited guests to join calls via Vidyo Neo for WebRTC.

  6. Select the Enable Vidyo Neo for WebRTC for users checkbox if you want users to join calls via Vidyo Neo for WebRTC.

  7. Click Save.

Enabling Mobile Access:

VidyoMobile and VidyoConnect™ for Mobile (formerly known as Vidyo Neo™ for Mobile) bring the power of VidyoConferencing 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 Adding a Default Tenant or Adding a New Tenant. For more information about using VidyoMobile and VidyoConnect for Mobile, refer to the VidyoMobile and VidyoConnect sections on the home page.

  • 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 to the bottom of this article 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 Adding a Default Tenant or Adding a New Tenant), 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 Adding a Default Tenant or Adding a New Tenant.

For more information on VidyoMobile and VidyoConnect for Mobile, refer to the VidyoMobile and VidyoConnect for Mobile sections on the home page.

_________________________________________________________________________________________________

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

  5. Select one of the following options:
    • 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 Adding a Default Tenant or Adding a New Tenant), 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.

    Along with VidyoMobile 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 Adding a Default Tenant or Adding a New Tenant.

    For more information on VidyoMobile, refer to the VidyoMobile section on the home page.

Enabling Syste-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 Adding a Tenant.

  6. Click Save.

 

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