AvePoint Meetings Pro 4.2 for SharePoint. User Guide

Transcription

1 AvePint Meetings Pr 4.2 fr SharePint User Guide Issued February 2017

2 Table f Cntents What's New in this Guide... 4 Abut AvePint Meetings Pr fr SharePint... 5 Submitting Dcumentatin Feedback t AvePint... 6 Befre Yu Begin... 7 Cnfiguratin f AvePint Meetings Pr fr SharePint On-Premises... 7 Cnfiguratin f AvePint Meetings Pr fr SharePint Online... 7 Applying and Managing the AvePint Meetings Pr fr SharePint On-Premises License... 7 Managing the AvePint Meetings Pr fr SharePint Online License Getting Started Launching AvePint Meetings Pr fr SharePint On-Premises Launching AvePint Meetings Pr fr SharePint Online Getting a Glbal View Managing Glbal Administratrs Cnfiguring a New Meeting Cnfiguring an Default Attachment Strage fr Meeting Attachments Creating a New Meeting Managing Created Meetings Searching fr the Created Meetings Editing r Deleting a Created Meeting Managing a Created Meeting Using the Agenda Timer Breaking the Sync Relatinship Cmpleting a Meeting Repening a Meeting Synchrnizing the Actins Created in AvePint Meetings fr SharePint t Micrsft Outlk Metadata Manager Metadata Definitin Creating Metadata Editing Metadata

3 Deleting Metadata Metadata Cnfiguratin Cnfiguring Date and Time Frmat Meeting Settings and Agenda Settings Cnfiguring an Attachments Strage fr a Created Meeting Cnfiguring the Meeting Privacy fr a Created Meeting Cnfiguring an Attachment Strage fr a Created Agenda Cnfiguring the Agenda Privacy fr a Created Agenda Migrating Data Cnfiguring the Maximum Attachment Size by Mdifying the Web.cnfig File Synchrnizing Meetings Created in Micrsft Outlk t AvePint Meetings Pr fr SharePint AvePint Meetings Pr Outlk Plug-In AvePint Meetings Pr Outlk Plug-In Requirements Installing the AvePint Meetings Pr Outlk Plug-In Activating the Installed AvePint Meetings Pr Outlk Plug-In Befre Yu Begin Enabling the AvePint Meetings Pr Outlk Plug-In Managing Sites and Credentials Adding a Credential Editing Credentials Deleting Credentials Adding a SharePint Site Editing a SharePint Site Deleting SharePint Sites Uninstalling the AvePint Meetings Pr Outlk Plug-In Ntices and Cpyright Infrmatin

4 What's New in this Guide Updated the Cnfiguring an Default Attachment Strage fr Meeting Attachments sectin. Updated the Applying and Managing the AvePint Meetings Pr fr SharePint On- Premises License sectin. Added the Getting a Glbal View sectin. Updated the Creating a New Meeting sectin. Updated the Searching fr the Created Meetings sectin. Updated the Managing a Created Meeting sectin. Updated the AvePint Meetings Pr Outlk Plug-In sectin. 4

5 Abut AvePint Meetings Pr fr SharePint AvePint Meetings Pr fr SharePint is an add-in fr SharePint that brings rder and efficiency t rutine activities like: meeting rganizatin, nte-taking, and task assignments. AvePint Meetings Pr fr SharePint helps yu cllabrate with thers in real-time befre, during, and after meetings by: Creating single r recurring meetings Allwing meeting attendees t adjust and update meeting agendas as well as discussin tpics Capturing meeting infrmatin and ntes frm multiple users Tracking meeting minutes with full auditing, which allws fr histrical search capabilities Uplading, deleting, and dwnlading attachments Searching by meetings, agendas, actins, ntes, decisins, attachments, and links. Supprt fr Advanced Search Tracking the rll call fr meeting attendance Printing the meeting minutes Sharing meetings with thers Exprting meeting minutes t a PDF file Managing the metadata Using Agenda Timer fr timing Cnfiguring meeting privacy 5

6 Submitting Dcumentatin Feedback t AvePint AvePint encurages custmers t prvide feedback regarding ur prduct dcumentatin. Yu can Submit Yur Feedback n ur website. 6

7 Befre Yu Begin Refer t the sectins belw fr the requirements befre using AvePint Meetings Pr fr SharePint and AvePint Meetings Pr fr SharePint Online. Cnfiguratin f AvePint Meetings Pr fr SharePint On- Premises In rder t use AvePint Meetings Pr fr SharePint n-premises, ensure that the AvePint Meetings Pr fr SharePint has been successfully installed n yur SharePint n-premises envirnment and added t a SharePint site. Fr mre infrmatin abut installing and cnfiguring AvePint Meetings Pr fr SharePint int the SharePint n-premises envirnment, and adding AvePint Meetings Pr fr SharePint t a SharePint site, refer t the AvePint Meetings Pr fr SharePint On-Premises Installatin and Cnfiguratin Guide. *Nte: AvePint Meetings Pr supprts Internet Explrer 11 and later versins, and the latest versin f Chrme. Cnfiguratin f AvePint Meetings Pr fr SharePint Online In rder t use AvePint Meetings Pr fr SharePint Online, ensure that the AvePint Meetings Pr fr SharePint has been successfully added t yur SharePint Online site. Site Cllectin Administratrs and Glbal Administratrs can add AvePint Meetings Pr fr SharePint Online t their site frm the Micrsft App Stre. *Nte: AvePint Meetings Pr supprts Internet Explrer 11 and later versins, and the latest versin f Chrme. Applying and Managing the AvePint Meetings Pr fr SharePint On-Premises License The Glbal Administratr can apply and manage the AvePint Meetings Pr fr SharePint n-premises dem r Pr license. T apply a license, fllw the steps belw: *Nte: The steps f applying a Dem license and a Pr license are the same. 1. Click the Settings ( ) buttn n the tp right crner f the site, and select License Manager frm the drp-dwn menu. *Nte: When the 30-day free trial has expired, a pp up windw will appear ntifying yu abut the expiratin. Click OK, and cntinue fllwing the steps belw t apply a license. 7

8 2. Click Uplad t uplad a Dem license file r a purchased Pr license file. Figure 1: Uplading a Dem license file r a purchased Pr license file. 3. In the pp-up windw, lcate the license file, and then click Open t uplad the file. The detailed infrmatin will be displayed in the crrespnding fields as shwn in the screensht belw. Figure 2: The license file details. 4. Click Apply t apply the upladed license. 5. When the SharePint page appears, it indicates that the license was successfully applied t AvePint Meetings Pr fr SharePint n-premises. Click G back t Meetings t g back t the AvePint Meetings Pr fr SharePint Hme Page. 8

9 T view and manage the applied license, cmplete the fllwing steps: 1. Click the Settings ( ) buttn n the tp right crner f the site, and then select License Manager frm the drp-dwn menu. The License Manager interface appears. 2. If yu have already applied a license, click Shw Current License Infrmatin. The details f the applied license will display as shwn in the screensht belw. 3. Figure 3: The Shw Current License Infrmatin interface. 4. Click the User Management next t Available Licenses t manage the applied license. The User Management page appears. In this page, yu can see the User Name and Address fr each user, and yu can als perfrm the fllwing actins: Add Add users int the user list t assign licenses. T add a user, cmplete the fllwing steps: i. Click Add in the cmmand bar. The Add Users windw appears. ii. Enter the name f the user yu want t add. AvePint Meetings Pr will search fr the users in the SharePint user prfiles and prvide the search result in the drp-dwn menu belw. Select the user yu wuld like t add. iii. Click Add in the Add Users windw t add users in the user list, r click Cancel t clse the pp-up windw withut adding any users. 9

10 *Nte: During the perid f 30-day free trial, if the enterprise type license is purchased, the user will be preferentially assigned enterprise type license. When the 30-day free trial has expired and all f the enterprise type licenses are in use, the newly added user and the users with trial type license cannt access the AvePint Meetings Pr fr SharePint n-premises. Remve Select ne r mre users in the table, and click Remve in the cmmand bar. The selected users will be remved. Cnvert Select ne r mre users with Trial license type in the table, and click Cnvert in the cmmand bar. The license type f the selected users will be cnverted int Enterprise. Managing the AvePint Meetings Pr fr SharePint Online License The Glbal Administratrs can cntrl the use f AvePint Meetings Pr by assigning licenses t specific users. Manage the license f AvePint Meetings Pr by cmpleting the fllwing steps: 1. Lg int the AvePint Meetings Pr Hme Page. 2. Click the Settings ( ) buttn n the upper-right crner f the site and select License Manager frm the drp-dwn menu. The License Manager page appears. In the user list f License Manager page, yu can als see the Username, , Last Lgin Time, and License Type fields fr each user. Yu can perfrm the fllwing actins n License Manager page: Add Add users int the user list t assign licenses. T add a user cmplete the fllwing steps: i. Click Add in the cmmand bar f user list. The Add Users windw appears. ii. Enter the name f the user yu want t add. AvePint Meetings Pr will search fr the users in the SharePint user prfiles and prvide the search result in the drp-dwn menu belw. Select the user yu wuld like t add. iii. Click Add t add users in the user list r click Cancel t clse the pp-up windw withut adding any users. *Nte: During the perid f 30-day free trial, if the enterprise type license is purchased, the user will be preferentially assigned enterprise type license. When the 30-day free trial has expired and all f the enterprise type licenses are in use, the newly added user and the users with trial type license cannt access the AvePint Meetings Pr fr SharePint Online. 10

11 Remve Select ne r mre users in the user list and click Remve in the cmmand bar. The selected users will be remved. Cnvert Select ne r mre users with Trial license type in the user list and click Cnvert in the cmmand bar. The license type f the selected users will be cnverted int Enterprise. 11

12 Getting Started Refer t the sectins belw fr imprtant infrmatin n getting started with AvePint Meetings Pr fr SharePint. Launching AvePint Meetings Pr fr SharePint On-Premises T launch AvePint Meetings Pr fr SharePint n-premises, cmplete the fllwing steps: 1. Lg int the SharePint n-premises site where AvePint Meetings Pr fr SharePint npremises is lcated. 2. Click Site Cntents n the Quick Launch navigatin pane. The Site Cntents interface appears. 3. Click the AvePint Meetings Pr icn. The AvePint Meetings Pr fr SharePint n-premises Hme Page appears. *Nte: If credentials are needed, enter yur SharePint username and passwrd in the Windws Security windw. 4. After the lading prcess ends, the Yu Deserve Mre windw appears. The new features that AvePint Meetings Pr fr SharePint prvides in the current versin are listed under the What s New tab. T learn mre abut new features, click the tile under the What s New tab, r click the crrespnding tab beside the What s New tab. Click Clse t view the AvePint Meetings Pr fr SharePint Hme Page. *Nte: Yu can select the Dn t shw me this again ptin t hide the Yu Deserve Mre windw fr the next access t AvePint Meetings Pr fr SharePint. Launching AvePint Meetings Pr fr SharePint Online T launch AvePint Meetings Pr fr SharePint Online and access its functinality, cmplete the fllwing steps: *Nte: T launch AvePint Meetings Pr fr the first time, yu must be granted at least edit permissins t the SharePint Online site where AvePint Meetings Pr is being launched. 1. Lg int the SharePint Online site where AvePint Meetings Pr fr SharePint Online is lcated. 2. Click Site Cntents n the Quick Launch navigatin pane. The Site Cntents interface appears. 3. Click the AvePint Meetings Pr icn, and the AvePint Meetings authrizatin page appears. 4. Click Accept r Cancel buttn n the lwer-right crner f this page, and then the AvePint Meetings Pr fr SharePint Online Hme Page appears. Click Accept t allw AvePint Meetings t access yur mailbx fr sending ntificatins, and read user s prfile. 12

13 Click Cancel t prevent AvePint Meetings frm accessing yur mailbx fr sending e- mail ntificatins, r reading user s prfile. The next time t access AvePint Meetings Pr fr SharePint Online, the AvePint Meetings authrizatin page will appear again. *Nte: If credentials are required, enter yur SharePint username and passwrd in the Windws Security windw. 5. After the lading prcess ends, the Yu Deserve Mre windw pps up. The new features that AvePint Meetings Pr fr SharePint prvides in the current versin are listed under the What s New tab. T learn mre abut new features, click the tile under the What s New tab, r click the crrespnding tab next t the What s New tab. Click Clse t view the AvePint Meetings Pr fr SharePint Hme Page. *Nte: Yu can select the Dn t shw me this again ptin t hide the Yu Deserve Mre windw the next time yu access AvePint Meetings Pr fr SharePint. Getting a Glbal View Click Glbal View n the tp bar, the Glbal View page appears. Yu can view all f the actins assigned t yu in My Actins tab and g t the Dashbard tab t view the charts and tables shwing the statistics f all actins in different statuses. Additinally, in the Dashbard tab, yu can access the meeting where an actin belngs by clicking the actin title and yu can als exprt actins infrmatin t an CSV file. My Actins Select r deselect the crrespnding statuses in this tab t filter yur wn actins. Dashbard Prvides the graphic charts and tables t help yu get an verview fr the actins in different cnditins, and yu can perfrm the fllwing: View the Cmpleted Actins chart, Actins Overdue Tracking chart, and the Incmplete Actins chart t get an verall impressin, r yu can click a bar in the charts t display the infrmatin f actins f certain cnditin in the table belw the charts. Click the actin title t g fr the meeting where this actin is lcated t make yur changes. Click Exprt t CSV abve the table t exprt the actin infrmatin in the table t a CSV file. In the Glbal View page, Glbal Administratrs can cnfigure the Task Synchrnizatin functin. Fr details, refer t the Synchrnizing the Actins Created in AvePint Meetings fr SharePint t Micrsft Outlk sectin. Glbal Administratrs can als manage the AvePint Meetings Pr fr. Fr details, refer t the Applying and Managing the AvePint Meetings Pr fr SharePint On-Premises License and Managing the AvePint Meetings Pr fr SharePint Online License sectins. Managing Glbal Administratrs Only the Glbal Administratrs can manage the Glbal Administratrs list in the Glbal View page. 13

14 The first time yu use AvePint Meetings Pr, n Glbal Administratrs are cnfigured. If the user cnfigured when installing the AvePint Meetings Pr website, wh is called the Meetings Glbal Administratr, visits the License Manager page, Glbal Administratrs page, r Task Synchrnizatin page, they will be added t the Glbal Administratrs list autmatically. If there is n cnfigured Meetings Glbal Administratr when installing the AvePint Meetings Pr website, the first user wh visits the License Manager page, Glbal Administratrs page, r Task Synchrnizatin page will be add t the Glbal Administratrs list autmatically. Fr details f cnfiguring Meetings Glbal Administratr, refer t the Running the AvePint Meetings Pr Website Installatin Wizard sectin in the AvePint Meetings Pr fr SharePint On-Premises Installatin and Cnfiguratin Guide. T manage the Glbal Administratrs, cmplete the fllwing steps: 1. Lg int the AvePint Meetings Pr Hme Page. 2. Click the Glbal View n the tp bar, and the Glbal View page appears. 3. Click the Settings ( ) buttn n the upper-right crner f the site and select Glbal Administratrs frm the drp-dwn menu. The Glbal Administratrs page appears. 4. Click Add in the cmmand bar. The Add Users windw appears. 5. Enter the name f the user yu want t add. AvePint Meetings Pr will search fr the users in the SharePint user prfiles and prvide the search result in the drp-dwn menu belw. Select the user yu wuld like t add. *Nte: Yu can add ne r mre users at a time. There is n limit fr the number f Glbal Administratrs. 6. Click Add in the Add Users windw t add users in the Glbal Administratrs list, r click Cancel t clse the pp-up windw withut adding any users. 14

15 Cnfiguring a New Meeting Refer t this sectin t create a new meeting and manage the meetings yu created. *Nte: T create a meeting, yu must be granted at least Cntribute permissins t the SharePint site. *Nte: Fr different znes f a SharePint site, meetings created in AvePint Meetings Pr fr SharePint cannt be seen by each ther. Cnfiguring an Default Attachment Strage fr Meeting Attachments Befre creating a new meeting, yu must cnfigure a default attachment strage, which will stre the attachments f the meetings. T cnfigure an attachment strage, cmplete the fllwing steps: *Nte: T cnfigure r mdify the default attachment strage f a meeting, yu must have at least Cntribute permissin t the SharePint site. 1. Lg int the AvePint Meetings Pr Hme Page. 2. Click the Settings ( ) buttn n the upper-right crner f the site and select Attachment Strage frm the drp-dwn menu. The Attachment Strage page appears. 3. Cnfigure a default attachment strage by selecting ne f the fllwing ptins: Set an AvePint Meetings Pr Database as a default attachment strage T set an AvePint Meetings Pr database as a default attachment strage, yu must select this ptin. *Nte: This ptin is nly available fr AvePint Meetings Pr fr SharePint npremises. By default, this ptin is selected. Set a SharePint Library as a default attachment strage T set a SharePint library as a default attachment strage, yu must select this ptin. *Nte: By default, in AvePint Meetings Pr fr SharePint Online, the attachments will be stred in the Attachment fr Meetings Pr library. The Attachment fr Meetings Pr library is autmatically created at the first time yu access AvePint Meetings fr SharePint Online. 4. Click Save t save the cnfiguratins. Creating a New Meeting Cmplete the fllwing steps t add a new meeting t AvePint Meetings Pr fr SharePint. 15

16 1. Click Create a new meeting. The Create a new meeting interface appears. 2. Cnfigure the fllwing settings t create a new meeting. Meeting Title Enter the title fr the meeting yu are abut t create. Organizers Enter the rganizers as the meeting rganizers. *Nte: The user entered here must have at least Cntribute permissins t the SharePint site. Start Time Select the start time fr the meeting yu are abut t create. This ptin will be disabled if the Make this meeting recurring ptin belw is selected. End Time Select the end time fr the meeting yu are abut t create. This ptin will be disabled if the Make this meeting recurring ptin belw is selected. Time Zne Select the time zne fr the meeting yu are abut t create. Make this meeting recurring Select this ptin t enable this ptin fr creating a recurring meeting. Start Select the start time fr the recurring meeting yu are abut t create. End Select the end time fr the recurring meeting yu are abut t create. Duratin Select the duratin time fr the recurring meeting yu are abut t create frm the Duratin drp-dwn list. Daily Weekly Every days Enter the day interval fr the meeting. Every weekday Select this ptin if the meeting recurs every weekday. Recur every weeks n: Enter the week interval and select the days f the week t hld the meeting n. Mnthly Yearly Day f every mnths Enter the day and the mnth interval fr the meeting. Fr example, set this ptin as Day 3 f every 2 mnths, and the meeting is held n the 3rd day f every tw mnths. The f every mnths Select the time and enter the interval fr the meeting. Fr example, set this ptin as The First Mnday f every 3 mnths, and the meeting is held n the first Mnday every 3 mnths. Recur every years On Enter the year interval and select the day n which t hld the meeting. Fr example, set this ptin as Recur every 2 years On May 5, and the meeting is held n May 5th every 2 years. 16

17 Recur every years On the f Enter the year interval and select the day t hld the meeting n. Fr example, set this ptin as Recur every 2 years On the First Mnday f May, and this meeting is held n the first Mnday f May every 2 years. Start Select the day the recurring meeting will be started. End after ccurrences The meeting stps after being held fr the number f entered times. End by The meeting ends by the date yu select. Lcatin Enter rm names t specify the lcatin fr the meeting yu are abut t create. Attendees Enter usernames as the attendees fr the meeting yu are abut t create. Use a semicln after the entered username t check the value yu entered. Send ntificatin t all attendees With this ptin selected, enter the username and passwrd in the crrespnding text bx. The AvePint Meetings Pr will send an ntificatin t all attendees when the meeting is created. If this ptin is selected in AvePint Meetings Pr fr SharePint Online, r e- mails are cnfigured t be sent via the SMTP server in AvePint Meetings Pr fr SharePint n-premises, this will nt need t be cnfigured. If s are cnfigured t be sent via the Exchange server in AvePint Meetings Pr fr SharePint n-premises, enter the username and the crrespnding passwrd in the Username and Passwrd text bxes s that the ntificatin will be sent via the Exchange accunt f the entered user. Only Exchange Server 2010 r a later versin can be cnfigured t wrk with AvePint Meetings Pr 4.2 fr SharePint n-premises. *Nte: Yu cannt enter an address that cannt be accessed thrugh the internet in the Address text bx. Due t an API limitatin, if an address that cannt be accessed thrugh the internet is entered, the Exchange Service URL cannt be searched. *Nte: It may take several minutes t cnnect t the Exchange server where the entered accunt resides. Yu can cnfigure the Exchange Service URL by mdifying the Web.cnfig file. Fr mre infrmatin, refer t the Cnfiguring the Exchange Service URL sectin f AvePint Meetings Pr fr SharePint On- Premises Installatin and Cnfiguratin Guide. Descriptin Enter the descriptin fr the meeting yu are abut t create. Rich Text Editr is supprted. In the meeting infrmatin sectin, yu can click View Mre t view the whle cntent f the descriptin, r click Cllapse t fld up the Descriptin interface. Click Create t create a new meeting r click Cancel t exit the Create a new meeting interface. 17

18 Managing Created Meetings Refer t the sectins belw t manage created meetings. Searching fr the Created Meetings T view all meetings, tday s meetings, recent meetings, r upcming meetings, click the All meetings tab, Tday s meetings tab, Recent meetings tab, r Upcming meetings tab in the AvePint Meetings Pr fr SharePint Hme Page. T view all f the meetings in AvePint Meetings Pr fr SharePint, meetings created by the current user, r meetings synchrnized frm Micrsft Outlk, select the All buttn in the upper-right crner f the AvePint Meetings Pr fr SharePint Hme Page and select All, My Meetings, r Synchrnized Meetings. Yu can search fr specific created meetings in the fllwing ways: Searching fr created meetings in the AvePint Meetings Pr fr SharePint Hme Page i. Select an bject level frm the Search by drp-dwn list n the upper-right crner f the Hme Page. By default, Meeting is selected. ii. T find the meeting that yu want t search fr, enter the keywrd in the Search field. If Meeting is selected, enter the keywrd f the title and descriptin. If Agenda is selected, enter the keywrd f the title. If Actin is selected, enter the keywrd f the title and descriptin. If Nte is selected, enter the keywrd f the title and descriptin. If Decisin is selected, enter the keywrd f the prpser, secnder and title. If Attachment is selected, enter the keywrd f the title. If Link is selected, enter the keywrd f the link text r link URL. iii. Click the Search ( ) buttn r press Enter t start the search. The results that meet the search criteria are displayed in the Search interface. Searching fr the created meetings in the Search interface After searching fr the created meeting n the AvePint Meetings Pr fr SharePint Hme Page, yu will be navigated t the Search interface t view the search results. T directly navigate t the Search interface frm the AvePint Meetings Pr fr SharePint Hme Page, click the Search ( ) buttn beside the Search field. Yu can search fr meetings cntinuusly in the Search interface. i. T find the meeting that yu want t search fr, select an bject level and then enter the keywrd in the Search field. 18

19 If Meeting is selected, enter the keywrd f the title and descriptin. If Agenda is selected, enter the keywrd f the title. If Actin is selected, enter the keywrd f the title and descriptin. If Nte is selected, enter the keywrd f the title and descriptin. If Decisin is selected, enter the keywrd f the prpser, secnder and title. If Attachment is selected, enter the keywrd f the title. If Link is selected, enter the keywrd f the link text r link URL. ii. Click the Search ( ) buttn r press Enter t start the search. The results that meet the search criteria are displayed in the Search interface. If yu enter a keywrd in the Search field and then select anther bject level, the meetings will be autmatically searched based n the keywrd withut clicking the Search ( ) buttn r pressing Enter. Advanced Search Select an bject level frm the bject levels displayed beneath the Search field in the Search interface. Then, click Advanced beside the Search ( advanced search. The Advanced Search windw appears. ) buttn t perfrm an Cnfigure the search cnditins by adding and defining rules. Click Search t search fr the meetings that meet the search rules, r click Cancel t return t the Search interface. *Nte: Multiple rules (4 at mst simultaneusly) can be added and cmbined by the lgical relatinship And and Or. Editing r Deleting a Created Meeting Cmplete the fllwing steps t edit r delete a created meeting. *Nte: T edit r delete a created meeting, yu must be the Site Owner, Site Administratr, r meeting rganizer. 1. Lg int the AvePint Meetings Pr fr SharePint Hme Page. 2. Click the Edit ( ) buttn n a meeting tile t edit this meeting r click the Delete ( ) buttn t delete this meeting. *Nte: A nn-recurring meeting cannt be changed t a recurring meeting and a recurring meeting cannt be changed t a nn-recurring meeting during the editing prcess. 19

20 *Nte: T edit the meetings synchrnized frm Micrsft Outlk, yu must break the sync relatinship between the meeting and Micrsft Outlk. Fr details, refer t the Breaking the Sync Relatinship. Managing a Created Meeting Click the created meeting yu are abut t edit in the AvePint Meetings Pr fr SharePint Hme Page. Refer t the infrmatin belw t manage the selected meeting. 1. Organizers T change the rganizers, click the Organizers text bx t remve the cnfigured rganizers and enter anther ne. *Nte: The rganizers f the meetings synchrnized frm Micrsft Outlk cannt be edited. 2. Start Time Mdify the start time fr this meeting. *Nte: The start time f the meetings synchrnized frm Micrsft Outlk cannt be edited. 3. End Time Mdify the end time fr this meeting. *Nte: The end time f the meetings synchrnized frm Micrsft Outlk cannt be edited. 1. Lcatin T change the lcatin, click the Lcatin text bx t remve the cnfigured rms and enter ther nes. *Nte: The lcatin f the meetings synchrnized frm Micrsft Outlk cannt be edited. 4. Attendees Click the pht f an attendee t view the attendee s name and track the rll call fr meeting attendance. If necessary, click the Manage Attendees ( the Attendees interface fr managing the meeting attendees. Adding attendees t the created meeting. ) buttn t prceed t Enter the users yu are abut t add as attendees t the created meeting in the text bx. Click Add. *Nte: This feature will be disabled fr meetings synchrnized frm Micrsft Outlk. Deleting attendees in the created meeting. Select the Attendees ptins and click Delete at the bttm f the Attendees interface t remve these attendees frm the meeting. 20 *Nte: This feature will be disabled fr meetings synchrnized frm Micrsft Outlk. Tracking the rll call fr meeting attendance. The attendees that lg int the meeting within 10 minutes ahead f the start time f the meeting r during the meeting prcess will be set t Present autmatically. Yu can call the rlls fr meeting attendance manually as well. Select the Attendees ptins and click the Present r Absent buttn fr rll call.

21 *Nte: T track the rll call fr meeting attendance, yu must be the meeting rganizer, Site Owner, r Site Administratr. 5. Descriptin If necessary, click the Descriptin text bx t edit the descriptin fr the meeting. *Nte: The descriptin f the meetings synchrnized frm Micrsft Outlk cannt be edited. 6. Timeline Click the time pint n the timeline t manage the single ccurrence f this recurring meeting. *Nte: The timeline nly exists fr the created recurring meeting. 7. New Agenda Create a new agenda fr the created meeting and cnfigure the new agenda. *Nte: T create an bject, yu must be granted at least Cntribute permissins t the SharePint site. Creating a New Agenda Click New Agenda t create an agenda fr the created meeting. Enter the Agenda Title fr the new agenda in the Agenda Title text bx. Cnfiguring the Created Agenda After creating the agenda, yu can click the Settings ( ) buttn, and a drp-dwn list appears. Yu can select Agenda Settings t cnfigure the default attachment strage fr the attachments. Fr details, refer t Meeting Settings and Agenda Settings. Yu can als select Edit frm the drp-dwn list t edit the created agenda, r select Delete frm the drp-dwn list t delete the created agenda. Yu can als drag the created agendas t adjust the agenda rder. After an agenda is cmplete, click the Settings ( ) buttn and then select Cmplete frm the drp-dwn list t cmplete the agenda, r select Repen frm the drp-dwn list t repen the agenda after yu cmplete it. Cmplete the fllwing cnfiguratins t edit the created agenda: Agenda Title Change an Agenda Title. Agenda Owner Enter anther username as the agenda wner. Agenda Timer Select the Enable Agenda Timer ptin t enable the Agenda Timer functin. Enter a value in the minutes text bx as the expected duratin f this agenda. Click Save t save the changes r click Cancel t g back t the management interface. *Nte: T edit a created agenda, yu must be the agenda wner, meeting rganizer, Site Owner, r Site Administratr. If necessary, cnfigure the fllwing settings: Add Actin Click Add Actin t add an actin fr the created meeting. Actin Title Enter the actin title in the Actin Title text bx. Start Date Select the start date fr the added actin frm the Start Date calendar. 21

22 *Nte: In AvePint Meetings Pr fr SharePint, when the cnfigured Start Date is changed, the previusly cnfigured Due Date will be autmatically changed t keep the same time interval. Due Date Select the due date fr the added actin frm the Due Date calendar. Actin Status Set the actin status fr the added actin frm the Actin Status drp-dwn list. Assigned t Enter a username in the Assigned t text bx t assign the added actin t the entered users. *Nte: Grup names cannt be entered here. Only ne user can be entered in the Assigned t text bx. Actin Descriptin Enter the descriptin in the Actin Descriptin text bx. *Nte: The actins created fr a single ccurrence f a recurring meeting will be manually inherited by all single ccurrences f the same series behind this meeting. Fr details, refer t Cmpleting a Meeting. If the actin status is Cmpleted, it cannt be inherited by the next single ccurrence f the same series behind this meeting. Add Nte Click Add Nte t add a nte fr the created meeting. Nte Title Enter the nte title in the Nte Title text bx. Nte Descriptin Enter the descriptin in the Nte Descriptin text bx. Add Attachment Click Add Attachment t add an attachment t the created meeting. Select the file yu want t attach in the pp-up Open windw, and then click Open t uplad the selected file t the meeting. The upladed attachments will be stred in the cnfigured attachment strage. T mdify the attachment strage, refer t the Meeting Settings and Agenda Settings. *Nte: After adding attachments t the meeting, yu can click the attachment title t dwnlad it. Add Decisin Click Add Decisin t add a decisin fr the created meeting. Decisin Title Enter the decisin title in the Decisin Title text bx. Decisin Descriptin Enter the descriptin in the Decisin Descriptin text bx. Prpsed by Enter the username in the Prpsed by text bx t cnfigure the prpser fr this meeting. Use a semicln after the entered username t check the value yu entered. Secnded by Enter the usernames in the Secnded by text bx t cnfigure the secnders fr this meeting. Use a semicln after the entered username t check the value yu entered. 22

23 Add Link Click Add Link t add a link fr the created meeting. Link Text Enter the link text in the Link Text text bx. *Nte: The link text is ptinal t cnfigure. If the link text is empty, the link URL will be displayed t represent this link. Link URL Enter the URL in the Link URL text bx. Link Descriptin Enter the descriptin in the Link Descriptin text bx. Click Cllapse All t cllapse all f the added agendas, r click Expand All t expand all f the added agendas. 8. After adding metadata t Meeting, Agenda, Actin, Nte, Attachment, Decisin, and Link, click the Edit Metadata ( ) buttn t edit the metadata f the created meeting, agenda, actin, nte, attachment, and decisin. *Nte: T edit the metadata f a created meeting, yu must be the Site Owner, Site Administratr, r meeting rganizer. T edit the metadata f a created agenda, yu must be the Site Owner, Site Administratr, meeting rganizer, r agenda wner. 9. Share T share the meeting with ther peple, click Share n the upper-right crner f the interface. In the pp-up Share windw, enter usernames in the Invite Peple text bx. Select the Send an invitatin ptin if yu want t send an invitatin t the users entered in the Invite Peple text bx. Click Share t share this meeting with the entered users r click Cancel t g back t the management interface. *Nte: T share the meeting, yu must be the Site Owner, Site Administratr, r meeting rganizer. *Nte: The users entered in the Invite Peple text bx will be added t the attendees autmatically. 10. Exprt Cmplete the steps belw t exprt the meeting minutes t PDF. a. Click the Exprt ( ) buttn n the upper-right crner f the interface. The Exprt windw pps up. b. Select the level f meeting cntent that yu want t include in the exprted PDF by selecting the crrespnding ptin. c. If necessary, select the Peple t send PDF t ptin, and then enter the users that yu want t send the exprted PDF t in the text bx belw. d. Click Exprt t exprt the meeting minutes as PDF r click Cancel t g back t the management interface. 11. Print Print the management interface f the current meeting. Click Print n the upper-right crner f the interface. In the pp-up Print windw, click Print t print the management interface f the current meeting r click Cancel t g back t the management interface. 23

24 Using the Agenda Timer After the Agenda Timer functin is enabled, the agenda wner, meeting rganizer, Site Owner, r Site Administratr can click the Start ( ) buttn t start the cuntdwn, click the Pause ( ) buttn t stp the cuntdwn, r click the Reset ( can be started at ne time. ) buttn t reset the Agenda Timer. Only ne Agenda Timer *Nte: The agenda wner, meeting rganizer, Site Owner, r Site Administratr can als disable the Agenda Timer functin r change the expected duratin after the Agenda Timer is started. The actual duratin f this agenda will nt be changed after the expected duratin is changed. Breaking the Sync Relatinship T break the sync relatinship between a synchrnized meeting in AvePint Meetings Pr fr SharePint and Micrsft Outlk, cmplete the fllwing steps: 1. Lg int the Hme Page f AvePint Meetings Pr fr SharePint. 2. Click the Break Sync Relatinship with Outlk ( ) buttn n a meeting tile t break the sync relatinship. 3. A cnfirmatin windw pps up t cnfirm that yu want t break the sync relatinship. Click OK t break the sync relatinship r click Cancel t retain the sync relatinship. *Nte: Only the meeting rganizer can click this buttn t break the sync relatinship. After the sync relatinship is brken, any updates in Micrsft Outlk will nt be synchrnized t this meeting, and this meeting can be edited r deleted in AvePint Meetings Pr fr SharePint. The sync relatinship cannt be re-enabled nce it has been brken. Cmpleting a Meeting Fllw the steps belw t cmplete a meeting: 1. Click the meeting tile f the meeting that yu want t cmplete. 2. Finalize the meeting s agendas that have been cmpleted by click the Settings ( ) buttn fr the agenda, and selecting Cmplete frm the drp-dwn list t cmplete the agendas. 3. Click the Settings ( ) buttn in the meeting infrmatin sectin. 4. Select Cmplete frm the drp-dwn list t cmplete the meeting. If yu are cmpleting a single ccurrence, the Cmplete This Single Occurrence windw appears. 5. Select the Push All Open Agendas t the Next Single Occurrence ptin t push all f the pen agendas, including the Agenda Owner, Agenda Title, metadata f the agenda, and the 24

25 uncmpleted actins f the agenda, in this single ccurrence t the next single ccurrence, r unselect the ptin t nt d s. 6. Click OK t save the cnfiguratins. Repening a Meeting After a meeting is cmpleted, fllw the steps belw if yu want t repen it: 1. Click the meeting tile f the meeting that yu want t repen. 2. Click the Settings ( ) buttn in the meeting infrmatin sectin. 3. Select Repen frm the drp-dwn list t repen the meeting. Synchrnizing the Actins Created in AvePint Meetings fr SharePint t Micrsft Outlk T synchrnize the actins created in AvePint Meetings Pr fr SharePint t Micrsft Outlk, the Task Synchrnizatin functin must be enabled. Cmplete the fllwing steps t enable the Task Synchrnizatin functin, and cnfigure its settings: *Nte: T enable the Task Synchrnizatin functin, yu must have the ApplicatinImpersnatin rle within the Exchange. A few minutes after being assigned the ApplicatinImpersnatin rle in Exchange, the user can enable the Task Synchrnizatin functin in AvePint Meetings Pr. *Nte: When the user tken that is used t synchrnize the actins t Exchange Online tasks has expired, AvePint Meetings Pr will use SendGrid service t send an ntificatin t yu. T reinstaintiate the user tken, yu must reenable the Task Synchrnizatin functin in AvePint Meetings Pr fr SharePint Online. Fr details f enabling the Task Synchrnizatin functin, refer t the instructins belw. 1. Lg int the AvePint Meetings Pr Hme Page. 2. Click Glbal View n the tp bar, the Glbal View page appears. 3. Click the Settings ( ) buttn n the upper-right crner f the Hme Page and select Task Synchrnizatin frm the drp-dwn list. The Task Synchrnizatin page appears. 4. Select the Enable and cnfigure the synchrnizatin f actin items and tasks t yur Exchange Server r Enable synchrnizatin f actins and tasks between AvePint Meetings Pr and Exchange Online ptin, and cmpete the fllwing cnfiguratins: Exchange Service URL This cnfiguratin is nly fr AvePint Meetings Pr fr SharePint n-premises. Enter the URL f the Exchange Server t which the actins and tasks will be synchrnized. 25

26 Username This cnfiguratin is nly fr AvePint Meetings Pr fr SharePint npremises. Enter the username in the Username text bx. Passwrd This cnfiguratin is nly fr AvePint Meetings Pr fr SharePint npremises. Enter the passwrd in the Passwrd text bx. Synchrnize tasks and actins frm the last Select a perid frm the drp-dwn list, and all tasks and actins within the perid will be synchrnized t the Exchange. Synchrnize tasks and actins everyday at This cnfiguratin is nly fr AvePint Meetings Pr fr SharePint n-premises. Select a time and time zne frm the crrespnding drp-dwn list fr synchrnizing tasks and actins between Exchange and AvePint Meetings Pr. Last sync This field is nly available fr AvePint Meetings Pr fr SharePint Online. The last time when the task synchrnizatin is cmpleted will be displayed in this field. The tasks in Exchange Online will be synchrnized t AvePint Meetings Pr as actins at daily 12 p.m. in the time zne which the current user belngs t when first lgging in. 5. Click Save t save the cnfiguratins, r click Cancel t g back t the Glbal View page. 26

27 Metadata Manager The Site Owner r Site Administratr can add the created metadata t specified bject levels by cnfiguring the Metadata Definitin and Metadata Cnfiguratin. The Site Owner r Site Administratr must have at least the Read permissin t the tp-level site f the site cllectin where the AvePint Meetings Pr fr SharePint site resides. When using metadata in AvePint Meetings Pr fr SharePint, make sure the user wh adds, edits, and views the metadata value has at least the Read permissin t the tp-level site f the site cllectin where the AvePint Meetings Pr fr SharePint site resides as well. T navigate t Metadata Definitin and Metadata Cnfiguratin, click the Settings ( ) buttn n the upper-right crner f the Hme Page and select Metadata Manager frm the drp-dwn list. The Metadata Manager interface appears. Metadata Definitin T create, edit r delete metadata, select the Metadata Definitin in the Metadata Manager interface. Creating Metadata Cmplete the fllwing steps t create the metadata: 1. Click Create n the ribbn. 2. Cnfigure the fllwing settings t create the metadata. Display Name Enter the display name fr the metadata yu are abut t create. Icn Select an icn fr the metadata yu are abut t create. Data Type Select a data type fr the metadata yu are abut t create. Text Select this ptin t create a Text data type. Chice (menu t chse frm) Select this ptin t create a Chice data type. Persn r Grup Select this ptin t create a Persn r Grup data type. Managed Metadata Select this ptin t create a Managed Metadata data type. Enter Each Chice n A Separate Line If yu select Chice as the data type, this field will appear. Enter the value that yu are abut t set as the ptin. Make sure t enter each chice n a separate line. Allw Multiple Selectins Select Yes t allw the ability t select r enter mre than ne value at a time, r select N t allw nly ne value at a time. 27

28 Default Value If yu select Text r Chice as the data type, this field will appear. If yu select Chice as the data type, enter ne f the values cnfigured in the Enter Each Chice n A Separate Line field as the default ptin. If yu select Text as the data type, enter a value as the default value in the Default Value text bx as necessary. Allw Selectin Of If yu select Persn r Grup as the data type, this field will appear. Select Peple Only t allw entering usernames nly r select Peple and Grup t allw entering usernames and grup names. Term Set Setting If yu select Managed Metadata as the data type, this field will appear. Select the term set frm which the term must cme. Yu can enter the keywrd in the Term Set Setting text bx and click the Find ( quickly. Or yu can click the Reset ( ) buttn t find the term set ) buttn t reset yur selectin. Select the Default Value If yu select Managed Metadata as the data type, this field will appear. Enter ne r mre terms f the selected term set as the default value fr this metadata. Or yu can click the Brwse fr a valid chice ( ) buttn and select ne r mre terms under the selected term set in the pp-up Select: Default windw. Click Select and then click OK t add the terms t the Select the Default Value text bx. 3. Click Create t create the metadata r click Cancel t exit the Create Metadata interface. Editing Metadata Select the ptin f the metadata that yu are abut t edit and then click Edit n the ribbn. The Edit Metadata windw appears. Fllw the instructins in Creating Metadata t edit the metadata. *Nte: The data type cannt be changed when editing the metadata. Deleting Metadata Select the ptins f the metadata that yu are abut t delete and then click Delete n the ribbn. Metadata Cnfiguratin T cnfigure which metadata can appear where and in which rder in specified bject levels, select Metadata Cnfiguratin n the Metadata Manager interface. T add metadata t a specified bject level, cmplete the fllwing steps: 1. Select the bject level where yu are abut t add the metadata n the ribbn. 2. Click the Add Metadata drp-dwn list. 3. Select ne r mre metadata ptins frm the drp-dwn list, r enter the keywrd in the Add Metadata text bx and then select the metadata search result. 4. Click Add beside the Add Metadata drp-dwn list. 28

29 T adjust the display rder f the metadata in the specified bject level, select a specified number frm the Order drp-dwn list. T remve the metadata frm a specified bject level, select the specified bject level n the ribbn and then click the Remve ( ) buttn f the crrespnding metadata. 29

30 Cnfiguring Date and Time Frmat Cmplete the fllwing steps t cnfigure the date and time frmat that appears in meetings: 1. Click the Settings ( ) buttn n the upper-right crner f the Hme Page and then select Date & Time Frmat frm the drp-dwn menu. 2. Select a date frmat frm the Date Frmat drp-dwn list. 3. Select a time frmat frm the Time Frmat drp-dwn list. 4. Click Save t save the cnfiguratins. The current date and time with the selected frmat will be displayed as an example in the Example sectin. 30

31 Meeting Settings and Agenda Settings Refer t this sectin t cnfigure an attachments strage fr a created meeting r agenda. If yu want t cnfigure a separate attachment strage fr nly string the attachments f a certain meeting, refer tcnfiguring an Attachments Strage fr a Created Meeting. If yu want t cnfigure a separate attachment strage fr nly string the attachments f a certain agenda in ne meeting, refer t Cnfiguring an Attachment Strage fr a Created Agenda. *Nte: Only the Site Owner, the Site Administratr, and the meeting s rganizers can cnfigure an attachments strage fr a created meeting. The Site Owner, the Site Administratr, the meeting s rganizers, and the agenda wners can cnfigure the meeting privacy r agenda privacy by cnfiguring meeting viewers r agenda viewers fr a created meeting r agenda. Cnfiguring an Attachments Strage fr a Created Meeting T cnfigure an attachment strage fr a created meeting, cmplete the steps belw: 1. Lg int the AvePint Meetings Pr fr SharePint Hme Page. 2. Click the Settings ( ) buttn n a meeting tile, and the Cnfigure Meeting Settings pp-up windw appears. 3. Cnfigure a default attachment strage by selecting ne f the fllwing ptins: Set an AvePint Meetings Pr Database as a default attachment strage T set an AvePint Meetings Pr database as a default attachment strage, yu must select this ptin. *Nte: This ptin is nly available fr AvePint Meetings Pr fr SharePint npremises. By default, this ptin is selected. Set a SharePint Library as a default attachment strage T set a SharePint library as a default attachment strage, yu must select this ptin. *Nte: By default, in AvePint Meetings Pr fr SharePint Online, the attachments will be stred in the Attachment fr Meetings Pr library. The Attachment fr Meetings Pr library is autmatically created at the first time yu access AvePint Meetings fr SharePint Online. 4. Click Save t save the cnfiguratins. Yu can als cnfigure the meeting privacy fr the meeting in the Cnfigure Meeting Settings pp-up windw. Fr details, refer t the Cnfiguring the Meeting Privacy fr a Created Meeting sectin. 31

32 Cnfiguring the Meeting Privacy fr a Created Meeting The site administratr and meeting rganizers can cnfigure the meeting privacy by defining the meeting viewers. The meeting viewers can nly view the meeting cntent, instead f editing r creating new cntent in this meeting. The functin is nly available when enable the meeting privacy. T enable meeting privacy, cmplete the steps belw: *Nte: Only the Site Owner r Site Administratr can enable the meeting privacy. 1. Lg int the AvePint Meetings Pr fr SharePint Hme Page. 2. Click the Settings ( ) buttn at the upper-right crner f the AvePint Meetings Pr Hme page, and then select Meeting Privacy frm the drp-dwn menu. The Meeting Privacy page appears. 3. Select the Enable Meeting Privacy ptin, the users will nly see the meetings where they are the wners, attendees, r guests. If yu select the Disable Meeting Privacy ptin, users will see all f the meetings within this site. Then, cmplete the steps belw t cnfigure the meeting privacy: 1. Lg int the AvePint Meetings Pr fr SharePint Hme Page. 2. Click the meeting tile t pen the meeting fr which yu are abut t cnfigure the meeting privacy. 3. Click the Settings ( ) buttn in the meeting infrmatin sectin. 4. Select Meeting Privacy frm the drp-dwn menu. The Cnfigure Meeting Privacy windw appears. 5. Enter the users in the text bx as the meeting viewers. 6. Cnfigure the meeting privacy by entering the users in the Meeting Privacy text bx as the viewers wh can nly view the meeting cntent, instead f editing r creating new cntent in this meeting. 7. Click Save t save the cnfiguratins. Cnfiguring an Attachment Strage fr a Created Agenda T cnfigure an attachment strage fr a created agenda, cmplete the steps belw: 1. Lg int the AvePint Meetings Pr fr SharePint Hme Page. 2. Click the meeting tile t pen the meeting. 3. Click the Settings ( ) buttn next t the agenda and then select Agenda Settings frm the drp-dwn menu. The Cnfigure Agenda Settings windw appears. 32

33 4. Cnfigure a default attachment strage by selecting ne f the fllwing ptins: Set an AvePint Meetings Pr Database as a default attachment strage T set an AvePint Meetings Pr database as a default attachment strage, yu must select this ptin. *Nte: This ptin is nly available fr AvePint Meetings Pr fr SharePint npremises. By default, this ptin is selected. Set a SharePint Library as a default attachment strage T set a SharePint library as a default attachment strage, yu must select this ptin. *Nte: By default, in AvePint Meetings Pr fr SharePint Online, the attachments will be stred in the Attachment fr Meetings Pr library. The Attachment fr Meetings Pr library is autmatically created at the first time yu access AvePint Meetings fr SharePint Online. 5. Click Save t save the cnfiguratins. Yu can als cnfigure the agenda privacy fr the agenda in the Cnfigure Agenda Settings pp-up windw. Fr details, refer t the Cnfiguring the Agenda Privacy fr a Created Agenda sectin. Cnfiguring the Agenda Privacy fr a Created Agenda The site administratr, meeting s rganizers, and agenda wners can cnfigure the agenda privacy by defining the agenda viewers. The agenda viewers can nly view the cntent f the agenda and the meeting where it belngs, instead f editing r creating new cntent in this agenda r meeting. Cmplete the steps belw t cnfigure the agenda privacy: 1. Lg int the AvePint Meetings Pr fr SharePint Hme Page. 2. Click the meeting tile t pen the meeting. 3. Click the Settings ( ) buttn next t the agenda and then select Agenda Settings frm the drp-dwn menu. The Cnfigure Agenda Settings windw appears. 4. Select the This agenda's privacy settings will inherit frm the meeting where it belngs. ptin t add the same users as the meeting viewers yu add t the current agenda, r unselect this ptin and then enter the users as the agenda viewers in the text bx. 5. Click Save t save the cnfiguratins. 33

34 Migrating Data This feature is nly fr AvePint Meetings Pr fr SharePint n-premises. In AvePint Meetings Pr 4.0 fr SharePint, cmplete the steps belw if yu want t migrate the data f AvePint Meetings fr SharePint t AvePint Meetings Pr 4.0 fr SharePint: *Nte: The applied license infrmatin f AvePint Meetings fr SharePint will nt be migrated t AvePint Meetings Pr 4.0 fr SharePint after the migratin. 1. Click the Settings ( ) buttn at the upper-right crner f the page and then select Data Migratin frm the drp-dwn menu. 2. Click Migrate in the pp-up windw t start the migratin, r click Ask Me Later t clse the windw withut migrating the data. 3. The migratin starts autmatically. 4. After the ld data are successfully migrated t AvePint Meetings Pr 4.0 fr SharePint, click Back t Site and access AvePint Meetings Pr 4.0 fr SharePint again t see the updates. If an errr ccurred while migrating the ld data, yu can click Rll Back t rll back the ld data. Yu can als migrate the data f AvePint Meetings fr SharePint t AvePint Meetings Pr 4.0 fr SharePint by running the AvePint Meetings Pr Migratin Tl. T run the AvePint Meetings Pr Migratin Tl, cmplete the steps belw: 1. On the server where AvePint Meetings Pr Website resides, navigate t \AvePint\AvePint Meetings Pr\AvePint WebSite\MigratinTl. *Nte: The AvePint Meetings Pr Migratin Tl must be run n a SharePint Web frnt-end server. If the AvePint Meetings Pr Website is nt installed n the SharePint Web frnt-end server, navigate t \AvePint\AvePint Meetings Pr\AvePint WebSite and cpy the MigratinTl flder and plugins flder t a SharePint Web frnt-end server, pen the MigratinTl flder and then cmplete the steps belw. 2. Right-click the Meetings.MigratinTl.exe file and then select Run as administratr. *Nte: The user wh runs the AvePint Meetings Pr Migratin Tl must at least have the fllwing permissins: The Read permissin t the Web applicatin where the sites with AvePint Meetings fr SharePint data resides. A member f lcal Administratrs grup. The db_wner database rle in the sharepint_cnfig DB. The db_wner database rle in the WSS_Cntent DB. 34

35 The db_wner database rle in the database cnfigured in the Database Cnfiguratin step when installing AvePint Meetings Pr website. 3. Sites that meet the fllwing requirements are displayed in the tl: In the farm where AvePint Meetings Pr Migratin Tl resides. Has the data f AvePint Meetings fr SharePint. In the Web applicatin where the user wh runs the AvePint Meetings Pr Migratin Tl has at least the Read permissin. 4. Select the sites by selecting the crrespnding ptins t migrate the data f AvePint Meetings fr SharePint t AvePint Meetings Pr 4.0 fr SharePint. 5. Enter the username and the crrespnding passwrd in the Username and Passwrd text bxes. Make sure the entered user has at least the Read permissin t the selected sites. If the site whse AvePint Meetings fr SharePint data yu want t migrate is a sub site f a site cllectin, and it has brken the permissin inheritance, make sure the entered user has at least the Read permissin t the tp-level site f this sub site. 6. Click Migrate t start the migratin. 7. After the migratin, click Rescan. The sites that went thrugh the migratin will nt be displayed. 8. Click Rll back. 9. Click Rescan t display the sites that went thrugh the migratin. 10. Select All, Successful, r Failed frm the View drp-dwn list t filter the sites based n the migratin status. 11. If the migratin failed, click Rll back next t the site t rll back the ld data. 35

36 Cnfiguring the Maximum Attachment Size by Mdifying the Web.cnfig File This feature is nly fr AvePint Meetings Pr fr SharePint n-premises. Cmplete the fllwing steps t mdify the Web.cnfig file fr cnfiguring the maximum attachment size: 1. Lg int the server where AvePint Meetings Pr website resides. 2. G t the \AvePint\AvePint Meetings Pr\AvePint WebSite directry and find the Web.cnfig file. 3. Open the Web.cnfig file with Ntepad. 4. Lcate the <add key="maxfilelength" value="" /> nde. 5. Enter the maximum attachment size number as the value f the nde. 6. Save the file. 36

37 Synchrnizing Meetings Created in Micrsft Outlk t AvePint Meetings Pr fr SharePint T synchrnize meetings created in Micrsft Outlk t AvePint Meetings Pr fr SharePint, select a SharePint site frm the Site Title drp-dwn list n the ribbn when creating a meeting in Micrsft Outlk. After the meeting invite is sent ut via Micrsft Outlk, it will be synchrnized t AvePint Meetings Pr fr SharePint n the selected SharePint site. After the synchrnizatin: The user in the Frm field is synchrnized as the rganizer, the users in the T field are synchrnized as the attendees, and the value in the Subject field is synchrnized as the meeting title in AvePint Meetings Pr fr SharePint. Any changes made t Micrsft Outlk will be synchrnized t AvePint Meetings Pr fr SharePint. All f the attendees will receive a ntificatin that includes a link t the AvePint Meetings Pr fr SharePint Meeting Occurrence page. Nte the fllwing: When creating a meeting in Micrsft Outlk, make sure the rganizer and the attendees exist in the site where AvePint Meetings Pr fr SharePint resides. Yu cannt edit the prperties f a meeting synchrnized frm Micrsft Outlk in AvePint Meetings Pr fr SharePint. Yu can edit the prperties in Micrsft Outlk directly, and the changes will be synchrnized t AvePint Meetings Pr fr SharePint. T edit the prperties f a meeting synchrnized frm Micrsft Outlk in AvePint Meetings Pr fr SharePint, yu must first break the sync relatinship. T delete a meeting synchrnized frm Micrsft Outlk in AvePint Meetings Pr fr SharePint, yu must break the sync relatinship first. If yu create a recurring meeting with n end date in Micrsft Outlk, the meeting synchrnized t AvePint Meetings Pr fr SharePint will recur fr ne year. If yu create a Lync meeting in Micrsft Outlk, the meeting synchrnized t the AvePint Meetings Pr fr SharePint will include a link t this Lync meeting. If yu create a meeting in Micrsft Outlk that includes WrdArt r a text bx, the meeting cannt be synchrnized t AvePint Meetings Pr fr SharePint. Appintments in Micrsft Outlk cannt be synchrnized t AvePint Meetings Pr fr SharePint. Tasks in Micrsft Outlk will be synchrnized t AvePint Meetings Pr fr SharePint Online as actins at daily 12 p.m. in the time zne which the current user belngs t when first lgging in. 37

38 AvePint Meetings Pr Outlk Plug-In The AvePint Meetings Pr Outlk Plug-In is an ptinal add-in fr Micrsft Outlk that synchrnizes meetings created in Micrsft Outlk t AvePint Meetings Pr fr SharePint. *Nte: When AvePint Meetings Pr fr SharePint n-premises, with AvePint Meetings fr SharePint and AvePint Meetings Pr 4.0 fr SharePint are bth added in the same SharePint site, meetings created in Micrsft Outlk will be synchrnized t AvePint Meetings Pr 4.0 fr SharePint. If yu nly have the AvePint Meetings fr SharePint added in the SharePint site, meetings created in Micrsft Outlk will be synchrnized t AvePint Meetings fr SharePint. *Nte: Only the AvePint Meetings Pr Outlk Plug-in 3.2.2, 4.0, and 4.2 can be cnfigured t wrk with AvePint Meetings Pr 4.0; nly the AvePint Meetings Pr Outlk Plug-in 4.0, 4.1 and 4.2 can be cnfigured t wrk with AvePint Meetings Pr 4.2. AvePint Meetings Pr Outlk Plug-In Requirements The AvePint Meetings Pr Outlk Plug-In is an ptinal add-in fr Micrsft Outlk that synchrnizes meetings created in Micrsft Outlk t AvePint Meetings Pr fr SharePint. Fr installatin instructins, refer t Installing the AvePint Meetings Pr Outlk Plug-In. Every end-user cmputer using the AvePint Meetings Pr Outlk Plug-In must meet the fllwing requirements: Micrsft Outlk 2010 r Micrsft Outlk 2013 is installed n the cmputer..net Framewrk Versin 4.5 r abve is installed n the cmputer that will hst this add-in. The AvePint_Meetings_Pr_Outlk_Plugin.msi file has been dwnladed t every end-user cmputer that will use this add-in. Installing the AvePint Meetings Pr Outlk Plug-In Befre installing the AvePint Meetings Pr Outlk Plug-In, ensure that yu have met all f the prerequisites listed in AvePint Meetings Pr Outlk Plug-In Requirements. T add the AvePint Meetings Pr Outlk Plug-In t Micrsft Outlk, cmplete the fllwing steps: 1. Duble-click the AvePint_Meetings_Pr_Outlk_Plugin.msi file. The AvePint Meetings Pr Outlk PlugIn pp-up windw appears. 2. Select I Agree t agree the license agreement. 3. Click Next. The Select Installatin Flder step appears. 38

39 Figure 4: The Select Installatin Flder step. 4. Click Brwse. 5. Select a flder where AvePint Meetings Pr Outlk Plugin will be installed and then click OK. 6. Select Everyne r Just me. Everyne Select this ptin s that anyne wh uses the cmputer with AvePint Meetings Pr Outlk plugin installed can use the functins f AvePint Meetings Pr Outlk plugin. Just me Select this ptin s that nly the user wh installed AvePint Meetings Pr Outlk plugin can use the functins f AvePint Meetings Pr Outlk plugin n this cmputer. 7. Click Next. The Cnfirm Installatin step appears. 8. Click Next t start the installatin. The installatin prcess starts autmatically. 9. Click Clse when the installatin is cmplete. *Nte: T use the AvePint Meetings Pr Outlk Plug-in 4.0 successfully, uninstall the AvePint Meetings Pr Outlk Plug-in (available in AvePint Meetings fr SharePint 3.x) first. 10. Restart Micrsft Outlk t lad the add-in: a. Lcate Micrsft Outlk n yur system, and then simultaneusly press Shift n the keybard and duble-click Micrsft Outlk t pen it. b. After Micrsft Outlk pens and lads, clse Micrsft Outlk. c. Prceed t the next sectin t activate yur add-in. 39

40 Activating the Installed AvePint Meetings Pr Outlk Plug-In After installing the AvePint Meetings Pr Outlk Plug-In, activate the installatin by cmpleting the fllwing steps: 1. After clsing Micrsft Outlk (as described in the last step f the previus sectin), re-pen the applicatin. 2. Navigate t File > Optins > Add-Ins. Figure 5: Navigating t File > Optins > Add-Ins. 3. Verify whether r nt AvePint Meetings Pr Outlk PlugIn is under the Active Applicatin Add-ins heading f the Add-ins field. If AvePint Meetings Pr Outlk PlugIn is under the Active Applicatin Add-ins heading, the AvePint Meetings Pr Outlk Plug-In is successfully installed n yur Micrsft Outlk. If AvePint Meetings Pr Outlk PlugIn is under the Inactive Applicatin Add-ins heading, cmplete the fllwing steps t re-install it: i. In the lwer-left crner f the Outlk Optins interface, keep the default COM Add-ins in the Manage drp-dwn list. 40

41 Figure 6: The COM Add-ins in the Manage drp-dwn list. ii. Click G... The COM Add-Ins pp-up windw appears. Figure 7: The COM Add-Ins pp-up windw. iii. Select AvePint Meetings Pr Outlk PlugIn frm the Add-Ins available field, and then click Remve t remve it. The AvePint Meetings Pr Outlk Plug-In is remved frm Micrsft Outlk. iv. Open the Cntrl Panel, click Uninstall a prgram t uninstall AvePint Meetings Pr Outlk Plug-In frm yur cmputer. v. Select AvePint Meetings Pr Outlk PlugIn, and then click Uninstall t uninstall it. vi. Fllw the steps in Installing the AvePint Meetings Pr Outlk Plug-In t install the add-in again. vii. If the same issue still ccurs after yu have tried again, cntact an AvePint representative fr help. If AvePint Meetings Pr Outlk PlugIn is under the Disabled Applicatin Add-ins heading, cmplete the fllwing steps t enable it. i. In the lwer-right crner f Outlk Optins interface, select Disabled Items in the Manage drp-dwn list. Figure 8: Selecting Disabled Items in the Manage drp-dwn list. 41

42 ii. Click G... The Disabled Items pp-up windw appears. iii. Select AvePint Meetings Pr Outlk Plug-In, and then click Enable t enable it. Befre Yu Begin In rder t use the AvePint Meetings Pr Outlk Plug-In, the AvePint Meetings Pr Outlk Plug-In must be prperly installed n Micrsft Outlk. Fr mre infrmatin abut AvePint Meetings Pr Outlk Plug-in Installatin, refer t the AvePint Meetings Pr fr SharePint On-Premises Installatin and Cnfiguratin Guide. Enabling the AvePint Meetings Pr Outlk Plug-In In rder t use the AvePint Meetings Pr Outlk Plug-In, it must be enabled after the installatin and activatin. 1. Open Micrsft Outlk. 2. Under the Hme tab, select Meeting frm the New Items drp-dwn menu. The Untitled - Meeting interface appears. 3. Click Enable Meetings n the ribbn t enable the add-in feature. The Disable Meetings, Site Title, and Mange Sites and Credentials buttns appear n the ribbn. *Nte: If desired, click Disable Meetings t disable the add-in feature. Managing Sites and Credentials Befre synchrnizing created meetings t AvePint Meetings Pr fr SharePint in a SharePint site, access Manage Sites and Credentials t manage which site the meetings will be synchrnized t, and t cnfigure the credentials used t access this site. Click Manage Sites and Credentials n the ribbn in the Meeting interface f Micrsft Outlk, the Sites and Credentials windw appears. Adding a Credential T add a new credential, cmplete the fllwing steps: 1. In the Sites and Credentials interface, click Credentials. 2. Click New Credential. The New Credential windw appears. Authenticatin Select an authenticatin methd t access the SharePint site where AvePint Meetings Pr fr SharePint resides. 42

43 Windws Authenticatin Select windws authenticatin t access the specified SharePint site. Username Enter the SharePint accunt name. Passwrd Enter the crrespnding passwrd. ADFS Authenticatin Select ADFS authenticatin t access the specified SharePint site. Trusted Prvider Name Enter the name f the trusted prvider used by the Web applicatin where AvePint Meetings Pr fr SharePint resides. Username Enter the name f a user in the ADFS server dmain. Passwrd Enter the crrespnding passwrd. *Nte: T select this authenticatin methd, make sure ADFS authenticatin is cnfigured in the SharePint envirnment. *Nte: The accunt yu enter must have at least Cntribute permissins t SharePint sites that have AvePint Meetings Pr fr SharePint installed. 3. Click Save t save yur changes and return t the Sites and Credentials interface, r click Cancel t return t the Sites and Credentials interface withut saving any cnfiguratins. Editing Credentials T edit a previusly added credential, cmplete the fllwing steps: 1. Under the Credentials tab f the Sites and Credentials interface, select a previusly added credential. 2. Click Edit t edit it. The Edit Credential windw appears. Authenticatin Select an authenticatin methd t access the SharePint site where AvePint Meetings Pr fr SharePint resides. Windws Authenticatin Select windws authenticatin t access the specified SharePint site. Username Enter the SharePint accunt name. Passwrd Enter the crrespnding passwrd. ADFS Authenticatin Select ADFS authenticatin t access the specified SharePint site. Trusted Prvider Name Enter the name f the trusted prvider used by the Web applicatin where AvePint Meetings Pr fr SharePint resides. Username Enter the name f a user in the ADFS server dmain. 43

44 Passwrd Enter the crrespnding passwrd. *Nte: T select this authenticatin methd, make sure ADFS authenticatin is cnfigured in the SharePint envirnment. 3. Click Save t save yur changes and return t the Sites and Credentials interface, r click Cancel t return t the Sites and Credentials interface withut saving any cnfiguratins. Deleting Credentials T delete ne r mre credentials, cmplete the fllwing steps: 1. Under the Credentials tab f the Sites and Credentials interface, select ne r mre previusly added credentials. 2. Click Delete t delete the selected credentials. *Nte: The credentials that are currently being used cannt be deleted. Adding a SharePint Site T add a SharePint site t the list f available sites fr synchrnizatin, cmplete the fllwing steps: *Nte: Yu can nly add ne site at a time. 1. Click Sites in the Sites and Credentials interface. 2. Click Add Site. The Add Site pp-up windw appears. SharePint Site URL Enter the URL f the site where AvePint Meetings Pr fr SharePint resides. Synchrnize rms available in Outlk t the AvePint Meetings in the registered SharePint site Select this ptin t synchrnize the rms in the All Rms grup t AvePint Meetings Pr fr SharePint when the meeting created in Micrsft Outlk is synchrnized t AvePint Meetings Pr fr SharePint n this SharePint site. Credential Specify a credential t access the specified SharePint site. Yu can chse t use a previusly added credential r create a new credential. Select an Existing Credential Select a credential frm the drp-dwn list. Create a New Credential Create a new credential. Fr mre infrmatin n hw t create a new credential, refer t Adding a Credential. 3. Click Validatin Test t test the fllwing issues: The entered SharePint site exists. AvePint Meetings Pr fr SharePint exists in the specified SharePint site. The specified credential has sufficient permissin t access the specified SharePint site and create meetings. The Platfrm Service functins prperly. 44

45 4. Click Save t save yur changes and return t the Sites and Credentials interface, r click Cancel t return t the Sites and Credentials interface withut saving any cnfiguratins. If added crrectly, the SharePint site will appear in the Site Title drp-dwn list n the ribbn. Editing a SharePint Site Under the Sites tab f the Sites and Credentials interface, select a previusly added SharePint site and then click Edit. The Edit Site windw appears. Fllw the instructins in Adding a SharePint Site t edit the SharePint site. Deleting SharePint Sites Under the Sites tab f the Sites and Credentials interface, select ne r mre previusly added SharePint sites and then click Delete. Uninstalling the AvePint Meetings Pr Outlk Plug-In T uninstall AvePint Meetings Pr Outlk Plug-In, cmplete the fllwing steps: 1. Open the Cntrl Panel, click Uninstall a prgram t uninstall AvePint Meetings Pr Outlk Plug-In frm yur cmputer. Figure 9: Uninstalling a prgram in the Cntrl Panel interface. 2. Select AvePint Meetings Pr Outlk PlugIn, and then click Uninstall t uninstall it. Figure 10: Uninstalling the AvePint Meetings Pr Outlk PlugIn. 45