Avaya Engagement Assistant Web Portal Administration Release 3.0 April 2015
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Contents Chapter 1: Introduction... 5 Purpose... 5 Intended audience... 5 Documentation... 5 Support... 5 Chapter 2: Administration for end users... 7 Configuring end user settings... 7 Configuring basic settings... 7 Configuring a personal phone... 7 Configuring a personal conference bridge... 8 Configuring a personal Scopia room... 8 Viewing and editing personal settings... 9 Deleting user settings... 9 Chapter 3: Administration for admins... 10 Managing users... 10 Viewing and editing user details... 10 Sorting users... 10 Adding a user as an administrator... 11 Revoking administrator privileges from a user... 11 Deleting a user... 12 Sending Email to users... 12 Inviting users... 12 Adding users directly... 13 Managing outstanding invites... 14 Configuring bridges... 15 Adding a conference bridge to the database... 15 Viewing and editing bridge details... 15 Filtering bridges... 16 Deleting a conference bridge from the database... 16 Backup and restore... 16 Taking a backup of the database... 16 Restoring the database... 16 Chapter 4: Downloads... 18 Chapter 5: User Interface... 19 Bridges field descriptions... 19 New bridge field descriptions... 19 New Scopia room field descriptions... 21 Users field descriptions... 22 User details field descriptions... 22 April 2015 Avaya Engagement Assistant Web Portal Administration 4
Chapter 1: Introduction Purpose This document provides information about administering Avaya Engagement Assistant and Engagement Assistant backup and restore. This document specifies configuration of user settings, bridges, and telephones. Intended audience This document is intended for people who want to administer Engagement Assistant. This document contains specific information about this snap-in. For overview, deployment, maintenance, and security information about Engagement Assistant, see Avaya Engagement Assistant Snap-in Reference. Documentation Title Overview Avaya Aura Collaboration Environment Overview and Specification Implementing Deploying Avaya Aura Collaboration Environment Quick Start to Deploying Avaya Aura Collaboration Environment Snap-ins Using Administering Avaya Aura Collaboration Environment Avaya Aura Collaboration Environment Snap-in Development Guide Support April 2015 Avaya Engagement Assistant Web Portal Administration 5
Introduction Go to the Avaya Support website at http://support.avaya.com for the most up-to-date documentation, product notices, and knowledge articles. You can also search for release notes, downloads, and resolutions to issues. Use the online service request system to create a service request. Chat with live agents to get answers to questions, or request an agent to connect you to a support team if an issue requires additional expertise. April 2015 Avaya Engagement Assistant Web Portal Administration 6
Chapter 2: Administration for end users Configuring end user settings Configuring basic settings 1. On the Engagement Assistant web portal, click Settings. 2. Click the Basic tab. 3. Type the Name and Spoken Name. 4. Select the Expert User check box if you want to configure your settings as an expert user. 5. Click Save. Related links User details field descriptions on page 22 Configuring a personal phone 1. On the Engagement Assistant web portal, click Settings. 2. Click the Phones tab. 3. Click the plus sign (+). 4. In the New Phones tab, type the phone details. 5. Click Save to add the phone. Note: If you configure a number that is already in use by another user, the system displays an error. Related links User details field descriptions on page 22 April 2015 Avaya Engagement Assistant Web Portal Administration 7
Administration for end users Configuring a personal conference bridge 1. On the Engagement Assistant web portal, click Settings. 2. Click the Bridges tab. 3. Click the plus sign (+). 4. In the Bridge field, configure the conference bridge from the list of administered bridges. For example, select the Avaya 2070 conference bridge from the drop-down list. 5. Configure the host code and the participant code for the personal conference bridge. 6. Click Save. You can configure more than one personal conference bridge for a user. Related links User details field descriptions on page 22 Configuring a personal Scopia room 1. On the Engagement Assistant web portal, click Settings. 2. Click the Scopia Rooms tab. 3. Click the plus (+) sign to add a personal Scopia room. 4. Complete the New Scopia Room tab. 5. Click Save to configure the personal Scopia room. Related links Joining a Scopia conference on page 8 New Scopia room field descriptions on page 21 Joining a Scopia conference 1. Call the Engagement Assistant pilot number from your registered phone. Engagement Assistant calls out your scheduled meetings. 2. If you want to join a Scopia meeting, perform one of the following actions: Select desktop video. Engagement Assistant sends an email with the Scopia URL to the user. April 2015 Avaya Engagement Assistant Web Portal Administration 8
Configuring end user settings Select mobile video. Engagement Assistant sends an SMS message with the Scopia URL to the calling number identified as the mobile number from the database. However, if your calling number is not the registered mobile number, you will not receive the SMS. Select room video. Engagement Assistant connects the video system of the room to the Scopia video conference. Note: The Scopia room system must be configured if you want to use Scopia room video. Select audio on the current call. Engagement Assistant connects to the audio conference by using the conference information in the meeting invite. Related links Configuring a personal Scopia room on page 8 Viewing and editing personal settings 1. On the Engagement Assistant web portal, click Settings. 2. Do one of the following: On the Phones tab, view the phone details and click Cancel, or edit the phone details and click Save. On the Bridges tab, view the personal bridge details and click Cancel, or edit the bridge details and click Save. On the Scopia Rooms tab, view the personal Scopia room details and click Cancel, or edit the Scopia room details and click Save. Related links User details field descriptions on page 22 Deleting user settings 1. On the Engagement Assistant web portal, click Settings. 2. Do one of the following: On the Phones tab, click the personal phone you want to delete, and click Delete. On the Bridges tab, click the personal bridge you want to delete, and click Delete. On the Scopia Rooms tab, click the personal Scopia room you want to delete, and click Delete. The phone, bridge, or Scopia room is no longer associated with the user. April 2015 Avaya Engagement Assistant Web Portal Administration 9
Chapter 3: Administration for admins Managing users Viewing and editing user details About this task Engagement Assistant supports two user types: Users and Administrators. Only users with administrative privileges can provision, update, delete, and edit user settings. Users can manage only their numbers, bridges, and personal settings. 2. Click Users. 3. In the left navigation pane, click All Users. 4. On the All Users page, click the i symbol for the user whose details you want to view. The system displays the user details with the Basic, Phones, and Bridges tab. 5. Perform one of the following actions: View the user details. Edit the user details, and click Save. Related links User details field descriptions on page 22 Sorting users About this task You can sort users and outstanding invitees based on user name, role, and handle. 2. Click Users. April 2015 Avaya Engagement Assistant Web Portal Administration 10
Managing users 3. In the left navigation pane, click one of the following : All Users. Outstanding Invites. 4. Perform one of the following sort operations: Click the up arrow mark next to Name or Handle to sort the users by name or handle in alphabetic order. Click the down arrow next to Name or Handle to sort the users by name or handle in the reverse alphabetic order. Click the up or down arrow next to Role to sort users by role. You cannot sort outstanding invitees by role. Adding a user as an administrator About this task You must have administrator privileges to add another user as an administrator. 2. Click Users. 3. In the left navigation pane, click All Users. 4. On the All Users page, select the user or users to whom you want to give administrator privileges. 5. Click Actions > Add to Admin role. The user role changes from Member to Admin for the user or users. Revoking administrator privileges from a user About this task You must have administrator privileges to revoke administrator privileges from a user. Note: You cannot revoke administrative privileges from a user if that user is configured as an administrator through the Engagement Assistant service attribute. 2. Click Users. 3. In the left navigation pane, click All Users. April 2015 Avaya Engagement Assistant Web Portal Administration 11
Administration for admins 4. On the All Users page, select the administrators whose administrator privileges you want to revoke. 5. Click Actions > Remove from Admin role. The role of the administrators changes to Member. Deleting a user 2. Click Users. 3. In the left navigation pane, click All Users. 4. Select the user or users whom you want to delete. 5. Click Actions > Delete. The personal phone or phones you deleted are removed for the user. Sending Email to users 2. Click Users. 3. Click Email Users. 4. On the Write a message page, type the email address of the users to whom you want to send the email. 5. Type your message, and click Send email. 6. (Optional) Select Send copy to Admins if you want to send a copy of the email to all the administrators. Inviting users About this task Perform the following procedure to invite users to use Engagement Assistant. As a user, you cannot login to the web portal unless you call the pilot number to associate your phone number with your email address. April 2015 Avaya Engagement Assistant Web Portal Administration 12
Managing users 2. Click Users. 3. In the left navigation, click Invite Users. 4. Click the plus (+) sign to add the email addresses of the members whom you want to invite. If Engagement Assistant is not able to find the user in LDAP, type the handle and the display name of the members whom you want to invite. 5. Write the message, and click Send Email. 6. (Optional) Select the Send copy to Admins check box to send a copy of the invitation to the administrators. The system displays the invited users in the Outstanding Invites list. Note: If you select any other menu in between, this action is stopped. Adding users directly 2. Click Users. 3. In the left navigation, click Direct Add Users. 4. Click the plus (+) symbol to add the email addresses of users whom you want to directly add to the Engagement Assistant database. If Engagement Assistant is not able to find the user in LDAP, type the handle and display name of the user you want to add, and click Add. April 2015 Avaya Engagement Assistant Web Portal Administration 13
Administration for admins The system displays the subject and the message with details on how to get started with Engagement Assistant. 5. Click Add to add the users. An email is sent to the users who are now added in the Engagement Assistant database. These users can login to the web portal without calling the pilot number. 6. (Optional) Select the Send copy to Admins check box if you want to send a copy of this email to the administrators. Managing outstanding invites 2. Click Users. 3. In the left navigation, click Outstanding users. 4. You can perform any of the following actions: In the Search field, type the handle or the name of a user to search the user. Select the users whose invitations you want to revoke, and click Actions > Revoke Invitations. April 2015 Avaya Engagement Assistant Web Portal Administration 14
Configuring bridges Select the users to whom you want to resend the invitation, and click Actions > Resend Invitations. Tip: To resend or revoke the invitations for all the outstanding invitations, click Select All and then perform the resend or revoke action. Configuring bridges Adding a conference bridge to the database 2. Click Bridges. 3. On the Bridges page, click New Bridge. 4. Enter the conference bridge details. 5. Click Create. Related links New bridge field descriptions on page 19 Viewing and editing bridge details 2. Click Bridges. 3. Click the Details button for the bridge whose details you want to view or edit. The system displays the bridge details. 4. Perform one of the following actions: View the details of the bridge, and click Cancel. Edit the bridge details, and click Update. April 2015 Avaya Engagement Assistant Web Portal Administration 15
Administration for admins Filtering bridges 2. Click Bridges. 3. Enter the bridge name or the bridge number as it appears in the Outlook Calendar. 4. Click Filter Bridges. The system displays the entries that match the filter criteria that you entered. Deleting a conference bridge from the database 2. Click Bridges. 3. On the Bridges page, click Delete for the conference bridge or bridges that you want to delete. The conference bridge is deleted from the Engagement Assistant database. Backup and restore Taking a backup of the database 2. Click Backup. 3. On the Backup Database page, click Download. The backup file is downloaded to your local computer. Restoring the database Before you begin You must have the backup file in your local computer. April 2015 Avaya Engagement Assistant Web Portal Administration 16
Backup and restore 2. Click Restore. 3. On the Restore Database page, click Browse. 4. Browse to the backup file in your local computer and click Open. 5. Click Restore. The system displays a message that restore is successful. April 2015 Avaya Engagement Assistant Web Portal Administration 17
Chapter 4: Downloads The Downloads section in the Engagement Assistant web interface gives the download link to the Seamless Transfer Desktop Client. Click the appropriate download for your Operating System, and continue with the installation. For more information about the Desktop Client installation, see Avaya Engagement Assistant Snap-in Reference Guide. April 2015 Avaya Engagement Assistant Web Portal Administration 18
Chapter 5: User Interface Bridges field descriptions Name Bridge Id TTS Name Bridge Number Button New Bridge Filter Bridges Details Delete The conference bridge name and type. The conference bridge name used during Text to Speech conversion (TTS). The conference bridge number to dial into a meeting or conference. Adds a new conference bridge. Filters conference bridges that match the bridge name or bridge number that you enter. Displays the details of a conference bridge. Deletes the conference bridge from the Engagement Assistant database. New bridge field descriptions Name Bridge Id Bridge name Bridge number Bridge Type The short name of the conference bridge. The display name of the conference bridge as seen to users in the Settings > Bridges tab. The conference bridge number. The bridge number is used to match the calendar entries. The conference bridge type. Using this field you can configure a Scopia video bridge or an Avaya Aura Conferencing bridge, or a generic DTMF bridge. Table continues April 2015 Avaya Engagement Assistant Web Portal Administration 19
User Interface Name Bridge Login Type Digits for bridge code Digits for bridge pin Record name Dtmf injection Conference URL Clear matches Alternate matches Ignore matches TTS name The login preference for the conference bridge. Possible values are: Access Code Only: When you configure this option, a user needs to type only the access code. Access Code and Optional Pin: When you configure this option, a user can optionally provide a conference bridge security code. Access Code and Mandatory Pin: When you configure this option, a user must provide the conference bridge security code. The access code that a user dials for a bridge. For a DTMF bridge, this field is the participant or the host code. For a Scopia bridge, this field corresponds to the meeting ID. The bridge code details include maximum digits, minimum digits, and the most common length. The security code or PIN that a user dials for a bridge. For this release this field is applicable only for Scopia bridge. The bridge pin details include maximum digits, minimum digits, and the most common length. The delay details you configure before the record name. The delay details for injecting DTMF for generic DTMF bridges. This field is also applicable for Scopia audio bridges. The Scopia bridge conference URL that is used for Scopia video conferences. A semicolon-separated list of patterns that indicate the bridge for the meeting in your calendar. Bridge number is a default number in this list. A semicolon-separated list of patterns that are used if none of the Clear matches patterns match with the meeting bridge. Alternate matches are usually the short versions of the bridge name that users might enter in the calender. For example, AACC. A semicolon-separated list of patterns in the calendar that indicate that the meeting is not held in the listed bridges. The bridge name that is announced before dialing out to the bridge. Table continues April 2015 Avaya Engagement Assistant Web Portal Administration 20
New Scopia room field descriptions Name Priority Button Create Cancel The priority in which the Exchange Connector selects an audio bridge when a meeting matches multiple audio bridges. Specify the priority number in this field. Adds a new conference bridge to the database. Cancels the add conference bridge action. New Scopia room field descriptions Name Number Scopia Bridge Participant Name Alternate Names Button Save Cancel The Scopia room number to connect to the Scopia room. This is the user s Scopia virtual room number. As a user, if you do not have a virtual room number, enter a unique number that is not assigned to any other user. The Scopia bridge that the administrator has configured in Admin > Bridges. The participant name as it appears on Scopia. This is the name that a participant uses while joining a Scopia call. The alternate names for the user. This field is applicable for the Seamless Transfer snap-in. Specify more than one alternate name separated by a semicolon. Alternate names include the names that a user is likely to use in his mobile client, ipad, or any other device. Adds the Scopia room for the user. Cancels the Scopia room configuration. April 2015 Avaya Engagement Assistant Web Portal Administration 21
User Interface Users field descriptions Name Name Role Handle Last Login Last Phone Session Search Button Select All Deselect All Actions > Add to Admin role Actions > Remove from Admin role Actions > Delete The name of the user. The role of the user. A user can either be an administrator or a member. The user s handle. This handle name is used during login. The date and time when the user last logged in to the system. The date and time of the user s last phone session. The search bar for users. Enter the name or handle of a user who you want to search. Selects all the users. Clears the selection of all the users. Adds administrative privileges to a user. Removes administrative privileges from a user. Deletes a user from the database. User details field descriptions Basic Tab Name Name Spoken Name Expert User check box The full name of the user as seen by the administrator. The spoken name of the user that Engagement Assistant uses for a call. Specifies whether the user is an expert user. When you select this check box, Engagement Assistant provides abbreviated prompts, automatic joining of conference in case of a single conference. Phones Tab Name Number The calling number associated with the user. Table continues April 2015 Avaya Engagement Assistant Web Portal Administration 22
User details field descriptions Name Type Save button Delete button Cancel button The phone number type. The possible values for this field are: Work, Mobile, and Home. Saves the edits for the user phone details. Deletes the phone number you selected for the user. Cancels your updates to the user phone details. Bridges Tab Name Host Code Participant Code Done button Delete button The host code for the user conference bridge. The participant for the user conference bridge. Updates the user bridge section. Deletes the conference bridge for the user. Click this icon to delete the saved host code and participant code for the conference bridge. Button Save Saves all the edits for the user settings. April 2015 Avaya Engagement Assistant Web Portal Administration 23
Index A adding a conference bridge... 15 adding phones... 7 adding users direct...13 adding users as administrators...11 Adding users directly... 13 administering bridge details... 15 administrator role add to users...11 Audience...5 Avaya Engagement Assistant backup... 16 Avaya Engagement Assistant database restore... 16 B backing up the database...16 backup... 16 basic settings configure...7 bridge add configure...8 Bridge details view edit...15 bridges filter...16 view edit...9 Bridges field descriptions...19 C conference bridge add...15 delete...16 conference bridges configure...8 delete remove... 9 configure bridge field description... 19 configuring a personal conference bridge...8 configuring a personal Scopia room... 8 configuring basic settings... 7 configuring conference bridges...15 configuring expert user... 7 Configuring Scopia room field description...21 configuring Scopia rooms... 8 D database restore... 16 delete users... 12 deleting conference bridges...16 deleting conference bridges from database...16 deleting personal bridges...9 deleting personal phones...9 deleting Scopia Rooms...9 deleting users... 12 Desktop Client downloads... 18 direct add users... 13 Downloads Desktop Client... 18 E editing bridge details...9 Editing bridge details... 15 editing personal phone details... 9 editing personal settings... 9 Editing Scopia room details... 9 editing user details...10 expert users... 7 F Field descriptions bridges...19 Filtering bridges... 16 I Intended audience... 5 Inviting users...12 J joining a Scopia conference...8 M manage outstanding invites... 14 N new bridge field description... 19 new conference bridge configure...15 April 2015 Avaya Engagement Assistant Web Portal Administration 24
Index New Scopia room field descriptions...21 O Outstanding invites view revoke resend... 14 P phone details edit...9 view... 9 phones add configure...7 delete...9 purpose...5 R related documentation... 5 Removing administrator role...11 restoring the database... 16 revoking administrator privileges... 11 S view edit...10 User details field description...22 user details field description... 22 users add administrator role...11 add directly... 13 administrator privileges...11 outstanding invites...14 view edit...10 Users delete...12 email send email... 12 invite... 12 removing administrator role revoking administrator privileges...11 user interface descriptions...22 Users field description... 22 V viewing bridge details... 9 Viewing bridge details...15 viewing personal phone details...9 viewing personal settings...9 viewing Scopia room details... 9 viewing user details... 10 Scopia conference conference assistant join...8 Scopia room view edit...9 Scopia room configuration... 21 Scopia rooms configure...8 Scopia Rooms delete...9 Seamless Transfer downloads... 18 Send email to users... 12 Sending email to users... 12 sorting users... 10 sorting users alphabetically... 10 support...5 T taking a backup...16 U user details April 2015 Avaya Engagement Assistant Web Portal Administration 25