MACROMEDIA BREEZE 5-MANAGER, Manual

Page 1: ...Breeze Manager User Guide...

Page 2: ...ence and the inclusion of the link does not imply that Macromedia endorses or accepts any responsibility for the content on those third party sites Copyright 2005 Macromedia Inc All rights reserved Th...

Page 3: ...7 Breeze terms and concepts 21 Breeze icons 22 Global Breeze Manager features 23 CHAPTER 2 About Content 29 About the Content library 29 Types of files in the Content library 29 About Content library...

Page 4: ...folder 95 Removing items from a curriculum 96 Editing curriculum information 96 Specifying or editing completion requirements 97 Viewing curriculum status information 97 Managing enrollees 98 Sending...

Page 5: ...inar library 160 About seminar terminology and attributes 160 About permissions 162 Seminar room templates 163 Seminar tasks 163 CHAPTER 12 Working with Seminars 165 Obtaining information about a semi...

Page 6: ...ities 236 CHAPTER 18 Managing the Breeze Account 237 About your organization s Breeze account 237 Editing Breeze account information 240 Customizing Breeze 241 Viewing the Administration Dashboard 246...

Page 7: ...ze configuration and your permissions Breeze Manager users You use different features of Breeze Manager depending on your user needs Breeze users are divided into the following groups Meeting Hosts on...

Page 8: ...s own attributes and licensing structure For information on seminars see Chapter 11 About Seminars on page 159 For instructions on creating and changing seminars see Chapter 12 Working with Seminars o...

Page 9: ...omedia Flash Player is standard in most browsers You can find out what version of Flash Player you have at the Test Macromedia Web Players page at www macromedia com software flash about A sound card...

Page 10: ...e former Accounts Reports and Users tabs functions used by Breeze administrators with several new features and enhancements added See New features for Breeze administrators on page 11 as well as Chapt...

Page 11: ...er and group management easier You can also now define managers and team members for Breeze users as well as customize the attributes you want to include on user profiles In addition there are two new...

Page 12: ...an also use the Publish option to upload content to the Content library For more details see the Breeze Presenter User Guide To access Breeze Manager 1 In a browser window enter the URL provided by yo...

Page 13: ...nformation on Breeze including FAQs white papers testimonials and tips Check the website often for the latest news on Breeze at www macromedia com software breeze Breeze Support Center The Breeze Supp...

Page 14: ...14 Introduction Using Breeze Manager...

Page 15: ...eate meetings events courses and much more The full Breeze Manager application user interface consists of seven tabs also called pages each associated with a particular function and application as the...

Page 16: ...es the Home tab in detail See Home tab on page 17 Content tab for users to manage content that can be used for presentations training meetings and seminars The Content tab contains the Content library...

Page 17: ...n accessing Breeze see Using Breeze Manager on page 7 You can think of this page as your base of operations From here you join any Breeze meetings or events for which you are scheduled create any meet...

Page 18: ...g the My Scheduled Events link displays a list of all the events for which you are registered as well as all your expired events Just as you can join a meeting at any time you can view an event at any...

Page 19: ...menu has four links that are useful in learning Breeze Getting Started A list of Breeze manuals including this guide as well as procedures targeted to specific audiences Breeze Manager Help This guid...

Page 20: ...to change your time zone and audio conference settings Group Memberships Click here to display a list of all the groups to which you belong including built in groups Organization Click here to displa...

Page 21: ...all Breeze meeting rooms are contained in the Meeting library For more details about the library as well as procedures for joining participating in and setting up meetings see Chapter 9 Working with...

Page 22: ...wing table Icon Description Content Breeze content includes files such as Adobe PDF files or Microsoft Word documents that are used with Breeze meetings seminars presentations or training Course A Bre...

Page 23: ...ining Flash Video file FLV A video file that Breeze users can access just as they access other Breeze content HTML file An HTML file defines the structure and layout of a web document using a variety...

Page 24: ...ever the custom URL becomes available for re use If another Breeze user is currently using the custom URL you receive an error message when you enter the URL In this case depending on the circumstance...

Page 25: ...rom People I Manage Directly or Show Data From People I Manage Directly And Indirectly Groups The data on the report only applies to the members of a specific group that participated You can select mo...

Page 26: ...r the information page you opened A set of report links appears above the title bar with Summary highlighted and the Summary report for this meeting appears below the information heading 3 Click the r...

Page 27: ...ate columns To set filters for groups go to step 8 8 Click the Add Remove Groups link A list of all the groups in the system appears 9 Select the check box to the left of each group that you want to s...

Page 28: ...ger in an Internet Explorer browser and choose to open the report Windows automatically opens it in Excel In this case you must double click each cell to see its information Another option is to save...

Page 29: ...ns to any content files for which you have Manage permissions Anyone to whom you have assigned the proper permissions can retrieve and view your content folders on demand and if you permit them manage...

Page 30: ...owever to take advantage of the Breeze 5 features you must republish the presentation to the Breeze 5 server For instructions about how to publish presentations see the Breeze Presenter User Guide A p...

Page 31: ...page 32 Manage Users or groups with a Manage permission setting for a folder or file can view delete move and edit the file or folder view reports for files in that folder set permissions for the fil...

Page 32: ...ntent library no one can publish anything at all to the Content library unless they are authors In addition to membership in the Author group a user must also have Publish permissions for the file or...

Page 33: ...sh new content in any User Content folder they manage only authors can do this My Content folder Each author has an individual content folder within the User Content folder The actual name of the fold...

Page 34: ...g e mail to send a content URL for viewing on page 47 Download content Download a content file to your computer Downloading content on page 48 Set content permissions Assign permissions to a content f...

Page 35: ...ks Opening a folder to view its contents Moving up one directory level Returning to any higher parent directory level Opening a folder to view its contents To view the contents of a folder click the f...

Page 36: ...fields as applicable Title All slide content You can also specify criteria to narrow your search and display your search results Show This option allows you to filter your search results by content ty...

Page 37: ...t the content inherits the permissions of the folder in which the content is contained The values here are Custom if the permissions were changed from those of the parent folder or Same as parent fold...

Page 38: ...you want to view for information see Navigating the Content library on page 35 3 Click the name of the file to view its Content Information page 4 Click the file s URL for Viewing link A new browser...

Page 39: ...presentation Search pane on page 41 Using the presentation toolbar on page 41 Changing to full screen viewing mode on page 42 Navigating between slides on page 42 Navigating within the current slide o...

Page 40: ...duration You can use the Thumb pane to see the contents of each slide quickly and to move to a specific slide in the presentation To view the Thumb pane Click the Thumb pane in the sidebar on the rig...

Page 41: ...you move to the previous slide in the presentation Forward lets you move to the next slide in the presentation Slide progress bar shows and controls the playback location within the current slide The...

Page 42: ...gain to change viewing modes If presentation controls are originally visible the Breeze Presentation switches to full screen mode without a presentation outline or presentation toolbar If a presentati...

Page 43: ...ge your location within the slide s playback To move to a specific location in the slide playback 1 Click the slide playback Back button on the slide progress bar to move your playback location backwa...

Page 44: ...resentation to a Content library folder that is different than the folder that contains the original presentation If you do not all of the reporting information for the original presentation will be m...

Page 45: ...the procedure from step 4 Managing content files and folders Administrators and users with permission to manage a specific folder can organize the Content library by performing the following tasks Cr...

Page 46: ...content file or folder Before you delete any content be aware of the consequences When content files or folders are deleted they are permanently deleted and cannot be retrieved This means that any pre...

Page 47: ...URL to other people by e mail from within Breeze Manager When you use Breeze Manager to send the URL to other people a unique version of the URL is created for each e mail recipient This process has...

Page 48: ...content as a ZIP file This section contains two procedures the first describes how to download a content file other than a Breeze Presentation and the second explains how to download a Breeze Present...

Page 49: ...it on a CD It is downloaded as a ZIP file which you then extract on your computer To download a complete Breeze Presentation 1 Click the Content tab 2 Navigate to the presentation that you want to do...

Page 50: ...to maintain any audio or timings in the presentation Thus you should have both the PPC and PPT files in your folder with the same name but with different file extensions It s critical that you do not...

Page 51: ...using any method see Adding new content to the Content library on page 44 the file permissions are set to Same As Parent The file has the same permissions as that of the folder in which you have saved...

Page 52: ...n use the following procedure to customize the permissions list for the folder To set permissions for a content file or folder 1 Click the Content tab 2 Navigate to the content file or folder that has...

Page 53: ...lect a name in the list Press Control click or Shift click as appropriate to select multiple users or groups To search for a name click Search at the bottom of the window and enter the name to display...

Page 54: ...m the Current Permissions list Viewing the Content Dashboard The Content Dashboard provides a graphical representation of statistical data about your content The data reflects all of the content in yo...

Page 55: ...f users and percent of users Below the graph is a table that provides an overview of all questions listing each question by number name number of correct answers number of incorrect answers percentage...

Page 56: ...all of the four report types For a description of report filters and procedures for setting and removing them see Setting and removing report filters on page 25 Downloading reports With the exception...

Page 57: ...e such as classroom training and required reading As is the case with courses you can generate reports to track the progress of the enrollees as they move through the curriculum to ensure that it meet...

Page 58: ...by the groups that a user belongs to and the individual permissions that are assigned to a user for specific files and folders The Training library has only two permissions Manage and Denied Members...

Page 59: ...page 195 and Chapter 15 Working with Events on page 201 If the training is presented as an event all enrollees regardless of whether they have a Breeze account or whether the URL is public must provid...

Page 60: ...sks you can perform by using Breeze Training and directs you to the appropriate topic in this guide Task Description See Navigate course or curriculum folders Open a folder and move up and down throug...

Page 61: ...ettings or text for course or curriculum e mail notifications Changing settings for course notifications on page 77 and Sending notification to curriculum enrollees on page 99 Send or change settings...

Page 62: ...der Moving a course or curriculum on page 113 Move course or curriculum folders Move a training folder to a different location within the Training library Moving a training folder on page 113 Delete c...

Page 63: ...o in Breeze Manager This includes modifying any aspect of a course such as course description and times content enrollees notifications and reminders The following table describes the topics in this c...

Page 64: ...s a navigation link when you access the Course Information page Change course enrollees Add or remove enrollees from a specific course Changing course enrollees on page 76 Send or change settings for...

Page 65: ...ke this course and language Reminder Policy A field that indicates whether a reminder policy is enabled to whom reminders are being sent the date that the next reminder will be sent and how often remi...

Page 66: ...Content library that you want to use as your content For more information see Structure of the Content library on page 32 Adding new content to the Content library on page 44 and Breeze Presenter User...

Page 67: ...can be up to 750 characters long Course Starts On The course start date A required field for setting a date before which users cannot access the course Course Closes On The course end date An optiona...

Page 68: ...t the option that you want to use for the course 3 Do one of the following Click Next to enroll learners now The Enroll Learners page appears with the Available Users and Groups list on the left and t...

Page 69: ...Course wizard is setting up course notifications A course notification is an e mail notification sent to either all or designated course enrollees informing them that they are enrolled in the course a...

Page 70: ...All enrollees the default value Enrollees who have not completed the course Enrollees who have failed the course Enrollees who have failed or not completed the course Only to specific e mail addresse...

Page 71: ...s specified in their Breeze account Any e mail delivery failure notifications are sent to that address All e mail notifications are sent individually Recipients do not see the list of other recipients...

Page 72: ...enrollees You set the reminder start date and specify whether the reminders are sent once daily weekly or monthly Recipients Setting for which recipients receive reminders The following are the possi...

Page 73: ...nders in the queue they are sent within a few minutes or a few hours after midnight PST Reminders appear to be sent from whoever creates the course using the e mail address specified in their Breeze a...

Page 74: ...urse are able to access the course until the new course start date If some enrollees have already accessed the course their tracking and quiz information is retained in reports In addition changing th...

Page 75: ...e following Quiz scoring becomes inconsistent Reports might not provide an accurate representation of pass or fail status for users who took the course before quiz changes occurred If you want to upda...

Page 76: ...course to select it The Course Information page appears 4 Click the Manage Enrollees link in the navigation bar The Manage Enrollees page appears with the Available Users and Groups list on the left a...

Page 77: ...otification timing when the e mail notification is sent to enrollees the recipients of the e mail notification all enrollees those who have not yet taken the course those who failed the course those w...

Page 78: ...eminders 1 Click the Training tab at the top of the Breeze Manager window 2 Navigate to the course whose reminder settings you want to change for more information see Navigating the Training library o...

Page 79: ...rcentage of correct percentage of incorrect as well as the score Above this is a bar chart that shows each answer color coded as correct or incorrect Click on a specific question in the bar to view a...

Page 80: ...ble for all of the four report types For a description of report filters and procedures for setting and removing them see Setting and removing report filters on page 25 Downloading reports With the ex...

Page 81: ...rs can test out of certain curriculum items such as courses and content by passing a related topic As users complete items in the curriculum you can track their progress and generate reports to ensure...

Page 82: ...Exit from the New Curriculum wizard Exiting from the New Curriculum wizard on page 90 Task See View information about a curriculum Viewing and modifying curriculum information on page 90 Edit curricul...

Page 83: ...lum on page 85 Adding items to a new curriculum on page 86 After you create a curriculum you can complete additional tasks such as adding external training adding enrollees and sending reminders Sampl...

Page 84: ...To browse to a location and enter a description 1 Click the Training tab of Breeze Manager and click the Shared Training folder or User Training folder For more information about the library structur...

Page 85: ...ter curriculum information for a new curriculum 1 In the Curriculum Name text box enter a title for the curriculum 2 In the Curriculum ID text box you have the option of entering an identification cod...

Page 86: ...that lets you add items to the curriculum When you add an item to a curriculum you are actually adding a link to the item not copying the item in a new location within Breeze Note If you want to grou...

Page 87: ...Items page of the New Curriculum wizard click Add Content Content in your user folder appears 2 To select content from a different content folder click a folder or click the Up One Level button to bro...

Page 88: ...on page 88 To change the order of items in the curriculum see Changing the order of items within a new curriculum on page 89 To delete an item from the curriculum see Removing items from a new curric...

Page 89: ...out items after you exit from the New Curriculum wizard For more information see Assigning prerequisites to an item on page 94 Specifying or editing completion requirements on page 97 and Assigning te...

Page 90: ...g information A list of items in the curriculum The list of items appears on the left side of the page To change the order of the items see Specifying or editing completion requirements on page 97 To...

Page 91: ...not on the Curriculum Info page for the curriculum that you want to modify click the Training tab and browse to the curriculum Select the curriculum name to open the Curriculum Info page For more info...

Page 92: ...o a curriculum 1 After completing steps 1 and 2 to add items to a curriculum in Adding items to a curriculum on page 91 click New Folder 2 On the New Folder page enter a name for the folder in the Fol...

Page 93: ...you want to add to the curriculum and click Save The selected items become part of the curriculum Note Invitations enrollments and reminders that you created for a course are not carried over when yo...

Page 94: ...iculum Select the curriculum name to open the Curriculum Info page For more information see Viewing and modifying curriculum information on page 90 2 In the list of items select the name of the extern...

Page 95: ...dify click the Training tab and browse to the curriculum Select the curriculum name to open the Curriculum Info page For more information see Viewing and modifying curriculum information on page 90 2...

Page 96: ...ected for deletion 3 Verify that you do want to remove the selected items and click Delete The item that you removed no longer appears in the list Editing curriculum information After entering curricu...

Page 97: ...equired items click Save The Curriculum Info page includes the completion requirements that you specified Viewing curriculum status information Viewing curriculum status offers another way to view a s...

Page 98: ...um information on page 90 2 Click Manage Enrollees The page includes two lists Available Users and Groups which lists every user or group that you can add as an enrollee Current Enrollees For Curricul...

Page 99: ...on the Curriculum Info page for the desired curriculum go to the Training tab in Breeze Manager and browse to the curriculum Click the curriculum name to open the Curriculum Info page For more informa...

Page 100: ...Completed the Curriculum Send notification only to users who have not finished the curriculum Enrollees Who Have Failed or Not Completed the Curriculum Send notification to both users who have not pas...

Page 101: ...To enable the feature select Send Curriculum Reminders 5 In the Starting pop up menus select the date when Breeze Manager should send the first reminder 6 Select one of the following Recipients option...

Page 102: ...ollowing affects of this action The curriculum does not appear in the Training library Enrollees can no longer access the curriculum Reports for the curriculum are no longer available Curriculum remin...

Page 103: ...Breeze Manager window Breeze Manager opens by default on the Summary report page In addition to the information that appears in the Curriculum Information area of the Curriculum Info page such as Cur...

Page 104: ...d to change the status for this item see Changing the user status or score for an item on page 104 Score The percentage of correct answers Date Completed The date on which the enrollee completed the i...

Page 105: ...tatus in the Status pop up menu 6 Enter the score in the Score text box and click Save For items without an associated pass or fail score you can enter 0 The updated status appears on the Users report...

Page 106: ...tus or score for users who have completed the training See Changing the user status or score for an item on page 104 To view a summary report for external training 1 Verify that you re on the Reports...

Page 107: ...removing report filters As with other applications in Breeze Manager you can further define the information you see on a particular report by setting report filters Keep in mind that filters that you...

Page 108: ...lums About the Training Dashboard The Training Dashboard displays information about the number of enrollees who completed a particular course or curriculum For information on the Training Dashboard se...

Page 109: ...n on how to work with courses or curriculums including creating courses and curriculums as well as viewing and changing information for a specific course or curriculum see Chapter 5 Working with Cours...

Page 110: ...ining folder The User Training folder includes one folder for each training manager When a user is assigned to the Training Managers group Breeze automatically creates an individual user folder for th...

Page 111: ...urse or curriculum you want to view or if you want to browse the Training library Navigation controls exist for the following tasks Opening a folder on page 111 Moving up one folder level on page 112...

Page 112: ...es and folders Administrators and users with permission to manage a specific Training library folder can organize the Training library by performing the following tasks Creating a training folder Movi...

Page 113: ...folder location 5 Navigate to the folder location where you want to place the course or curriculum by clicking the target folder title or the Up One Level button As you navigate to the new location th...

Page 114: ...check box to the left of the folder that you want to delete 4 Click the Delete button in the menu bar above the training listing The delete confirmation page appears If other items are linked to this...

Page 115: ...n bar One of the following pages appears If this folder has already been customized the Set Permissions page appears with the Available Users and Groups list on the left and the Current Permissions li...

Page 116: ...groups from the list This process lets you control exactly who has a specific type of access to your training To add a user or group to the permission access list 1 Click the Training tab at the top o...

Page 117: ...ame click the Permissions button at the bottom of the window A pop up permissions menu appears c Click the permission appropriate for the selected name The permission you selected appears next to the...

Page 118: ...Press Control click or Shift click to select multiple users or groups To search for a name in the list click the Search button at the bottom of the window and enter the name to display it in the list...

Page 119: ...join these meetings or modify the meetings themselves For more information see Chapter 9 Working with Meetings on page 127 The meetings for which you are scheduled appear on the Breeze Manager Home t...

Page 120: ...ing rooms and these changes remain between meetings In addition depending upon the pricing model your organization has purchased you might or might not be able to enter a meeting if there is no live m...

Page 121: ...user also has Microsoft Outlook and has received and accepted an invitation for this meeting the meeting is automatically scheduled in the user s Outlook calendar making it possible to join from ther...

Page 122: ...edit meetings in various folders in the Meetings library is determined by the groups a user belongs to and the individual permissions that are assigned to a user for specific files and folders For a d...

Page 123: ...articipants functionality is operable To manage a meeting folder in the Meetings library you must have Manage permissions for the folder that you are manipulating To edit a meeting or change the parti...

Page 124: ...y Templates folder which is in your personal My Meetings folder If you save the customized template in the Shared Templates folder you are giving all future users of this template permission to view a...

Page 125: ...om a meeting room to a specified Content library folder Moving uploaded content to the Content library on page 149 Delete uploaded content associated with a specific meeting Deleting uploaded content...

Page 126: ...126 Chapter 8 About Meetings...

Page 127: ...viewing meeting information joining a meeting creating a meeting and viewing meeting reports It also gives procedures for sending meeting invitations as well as changing specific attributes of a meeti...

Page 128: ...guage in which the meeting will be conducted Telephony information The telephone number for participants who call in to this meeting and the code that they must enter only necessary when the meeting i...

Page 129: ...gnating the audio conference settings and selecting the meeting room template See Entering meeting information on page 130 Step two This step enables you to select your meeting attendees from a list o...

Page 130: ...r the meeting is created For details see Editing a meeting profile on page 137 Meeting Name A required field that appears in the meeting list and reports Custom URL An optional field that lets you rec...

Page 131: ...ng Only visible to Premiere audio conference users if you are a Premiere audio conference user select if applicable Include other audio conference with this meeting Audio conference users other than P...

Page 132: ...who have the URL to the meeting room can attempt to log in as guests In this case as a host you can grant admission to guests on an individual basis You can also change the meeting participants or pre...

Page 133: ...vidual attendance report for the meeting If you selected this option you can select which group of attendees you want to send an invitation to all presenters and participants presenters only or partic...

Page 134: ...have Manage permissions for the folder that contains this meeting For more information about permissions see About permissions on page 122 Viewing and modifying meeting information The Meeting Inform...

Page 135: ...ent Management tab For information see Chapter 15 Working with Events To view a meeting participants list 1 Click the Meetings tab at the top of the Breeze Manager window 2 Navigate to the folder that...

Page 136: ...a list of all meeting recordings that have been uploaded to the Breeze server from a meeting room within that folder To view a meeting recordings list 1 Click the Meetings tab at the top of the Breez...

Page 137: ...ing room and Breeze can generate an individual attendance report for the meeting If you selected this option you can select which group of attendees you want to send an invitation to all presenters an...

Page 138: ...eeting unless the meeting s access is changed to allow anyone who has the meeting URL to enter To add meeting participants 1 Click the Meetings tab at the top of the Breeze Manager window 2 Navigate t...

Page 139: ...k or Shift click to select multiple users or groups To search for a name in the list click the Search button at the bottom of the window and enter the name to display it in the list and then select it...

Page 140: ...alendars Anyone If your meeting is open to anyone who receives the meeting URL click the Send E mail Invitations button to create an e mail invitation in your own e mail application The new message co...

Page 141: ...Edit or type as appropriate the e mail subject and message 8 Send the e mail invitation The Meeting Information page appears Viewing the Dashboard The Meeting Dashboard provides a graphical representa...

Page 142: ...an drill down to three separate views by clicking the appropriate link under the Report columns View answer distribution displays a pie chart in which each answer is color coded with a unique color Re...

Page 143: ...ining and creating meetings as well as viewing and changing information for a specific meeting see Chapter 9 Working with Meetings on page 127 For background information Macromedia Breeze Meeting term...

Page 144: ...eetings folder Administrators can manage all folders in this folder whereas meeting hosts can manage only their own folders Other users can manage individual folders only if they have been assigned Ma...

Page 145: ...content to the Content library on page 149 Delete uploaded content associated with a specific meeting Deleting uploaded content on page 149 Move recordings from a meeting room to the Content library M...

Page 146: ...r window Returning to any folder Above the functional links is a list of navigation links called the navigation trail which indicates your current location in the directory structure You can move to a...

Page 147: ...it is not immediately available for use in any other room This means that you need to upload content again to every new meeting room that you create By moving your uploaded content to your Content li...

Page 148: ...he upper right of the Breeze Manager window 6 Click the Move button The Move Successful page appears confirming that the move was successful 7 Click OK Deleting a meeting Administrators or users with...

Page 149: ...ir new folder location in the Content library 7 Navigate to the folder location in the Content library where you want to move the content file by clicking the folder titles or the Up One Level button...

Page 150: ...purpose of moving them to the Content library see About moving meeting contents to the Content library on page 147 To move a meeting room recording 1 Click the Meetings tab at the top of the Breeze M...

Page 151: ...it The Meeting Information page appears 4 Click the Recordings link on the navigation bar The Recordings page appears with a list of recordings for this meeting 5 Click the check box to the left of a...

Page 152: ...library folder can move the location of the meeting folder in question When you move a meeting folder all the meetings within the folder also move to the new location To move a meeting folder 1 Click...

Page 153: ...nu bar above the meeting list A confirmation page appears 5 Click Delete on the confirmation page to permanently delete the selected folder The Meetings List page appears without the name of the folde...

Page 154: ...ver permissions that are set for the parent folder Reset to Parent If a custom permissions profile has already been created for a meeting folder you can reset it to the permissions profile of its pare...

Page 155: ...in the list and then select it b For each selected name click the Permissions button at the bottom of the window A pop up menu appears c Click the permission appropriate for the selected name Modifyin...

Page 156: ...le users or groups To search for a name click the Search button at the bottom of the window and enter the name to display it in the list and then select it b For each selected name click the Permissio...

Page 157: ...k or Shift click as appropriate to select multiple users or groups To search for a name in the list click the Search button at the bottom of the window and enter the name to display it in the list and...

Page 158: ...158 Chapter 10 Managing the Meetings Library...

Page 159: ...eting room Also seminars can only be created in a shared area while meetings can either be created in a shared area or a user folder You could consider holding a seminar in the following situations Yo...

Page 160: ...as a physical meeting room exists the virtual meeting room continues to exist after a seminar ends A seminar is a gathering of people and resources in a particular place on a particular day between ce...

Page 161: ...ze Manager If the seminar has been scheduled as an event it is listed under My Scheduled Events In addition if this user also has Microsoft Outlook and has received and accepted an invitation for this...

Page 162: ...pes on page 162 For more information about the Seminar library management tasks see Chapter 13 Managing the Seminar Library on page 181 Seminar permissions for built in groups Breeze recognizes six de...

Page 163: ...a participants list on page 172 Use the Seminar wizard to perform all the steps necessary to set up a new seminar Creating a seminar on page 167 Move a seminar to a different seminar folder Moving a s...

Page 164: ...ng a seminar folder on page 190 Assign permissions to a seminar folder Setting seminar folder permissions on page 191 View aggregate statistical information about all your seminars using graphs in Bre...

Page 165: ...seminar on page 166 Join a seminar as a participant For more information see Joining a seminar on page 166 Create a seminar which involves setting up your seminar room and inviting guests For more in...

Page 166: ...he seminar is in progress You can click Enter Meeting Room to join the seminar Joining a seminar If you are scheduled to attend a Breeze seminar the seminar name appears in the My Scheduled Meetings l...

Page 167: ...ton The Meeting wizard starts and displays the Enter Meeting Information page You are now ready to define some basic parameters for the seminar For more information see Entering seminar information on...

Page 168: ...umber for attendees who call in to the seminar This information is included in the e mail seminar invitation for attendees Moderator Code is the code that identifies the seminar host to the telephone...

Page 169: ...click the group name when you are done with selection double click Up One Level in the list to restore the original list To search for a name in the list click the Search button at the bottom of the...

Page 170: ...guest is someone who has been accepted into the room by the host and although this person s attendance is added to the total number of seminar attendees on reports no individual attendance report is a...

Page 171: ...rmissions for the seminar folder or file because when you make any change to a seminar that you created you are effectively changing the file or folder in the Seminar library Attendance permissions Yo...

Page 172: ...r a particular seminar you can view a list of all invited participants for each seminar room Note If this seminar is presented as an event you must view the information in the Event Management tab For...

Page 173: ...piece of uploaded content click Edit make your changes on the Edit page and click Save To return to the uploaded content list click Return To Uploaded Content Viewing a recordings list If you are an a...

Page 174: ...see Meeting registration on page 121 Registered Breeze users must enter their Breeze user name and password to enter the meeting room and Breeze can generate an individual attendance report for the m...

Page 175: ...who has the meeting URL to enter To add seminar participants 1 Click the Seminar Rooms tab at the top of the Breeze Manager window 2 Navigate to the folder that contains the seminar for which you want...

Page 176: ...about the seminar To change a participant s seminar permission 1 Click the Seminar rooms tab at the top of the Breeze Manager window 2 Navigate to the folder that contains the seminar for which you wa...

Page 177: ...eceives the seminar URL click the Send E mail Invitations button to create an e mail invitation in your own e mail application The new message contains a prepopulated subject the name of the seminar a...

Page 178: ...n page appears 4 Click the Invitations link The Invitations page appears with the seminar details 5 Do ether of the following as appropriate Click the Send E Mail Invitations button A new blank messag...

Page 179: ...r Last 30 Days Determined by the number of participants Most Viewed Archives Over Last 30 Days Determined by the number of views that is the number of times each archived meeting has been viewed You c...

Page 180: ...180 Chapter 12 Working with Seminars...

Page 181: ...uding Macromedia Breeze seminar terminology and concepts see Chapter 11 About Seminars on page 159 About the Seminar library The Seminar library contains all Macromedia Breeze seminar meeting rooms or...

Page 182: ...ordings Deleting a seminar on page 186 Move content uploaded from a seminar meeting room to a specified Content library folder Moving seminar recordings to the Content library on page 188 Delete uploa...

Page 183: ...browser window Moving up one directory level You can move to the parent folder the folder one level above the current folder by clicking the Up One Level button on the navigation bar above the semina...

Page 184: ...Macromedia Breeze seminar from within the seminar itself see Breeze Meeting User Guide for Hosts and Presenters For a detailed explanation of why you should archive seminar information in the Content...

Page 185: ...u create By moving your uploaded content to your Content library folder you make it accessible from every other room You can also make this content available to other people s rooms if they have the p...

Page 186: ...in the upper right of the Breeze Manager window 6 Click Move The Move Successful page appears confirming that the move was successful 7 Click OK Deleting a seminar Administrators or users with permiss...

Page 187: ...ation in the Content library 7 Navigate to the folder location in the Content library where you want to move the content file by selecting the folder titles or the Up One Level button As you navigate...

Page 188: ...hem to the Content library see Moving and deleting seminars and seminar content on page 185 To move a seminar meeting room recording 1 Click the Seminar Rooms tab at the top of the Breeze Manager wind...

Page 189: ...e 6 Click the Delete button above the list A confirmation page appears 7 Click the Delete button on the confirmation page to permanently delete the selected recordings The Recordings page appears with...

Page 190: ...ne Level button to navigate to the folder location where you want to place the seminars As you navigate to the new location the new destination location appears in the upper right of the Breeze Manage...

Page 191: ...der on page 189 the folder permissions are set the same as parent folder In contrast to the permissions rules for the Content library you cannot set permissions for a seminar within a given folder tha...

Page 192: ...ers and Group list on the left and the Current Permissions list on the right 6 Create a custom profile for this folder or modify the existing profile as follows Press Control click or Shift click as a...

Page 193: ...t folder To add users or groups go to step 5 If this folder has already been customized the Set Permissions page appears with the Available Users and Groups list on the left and the Current Permission...

Page 194: ...s button One of the following pages appears If this folder has already been customized the Set Permissions page appears with the Available Users and Groups list on the left and the Current Permissions...

Page 195: ...s courses and curriculums are the events You can consider creating an event in the following situations You want participants to register You also want the option to screen participants for the event...

Page 196: ...e can ensure that events run smoothly and that post event activities can be completed quickly The following are important pre event tasks Consider licensing considerations Determine event content Set...

Page 197: ...ed permissions Presenter A person who is showing content to attendees Presenters are assigned Presenter permissions Host The person who creates the event invites guests selects content and assigns rol...

Page 198: ...pen in real time Such events involve clicking a URL to view a presentation or self paced course or curriculum You can notify potential participants of the event through an e mail invitation or by publ...

Page 199: ...page 206 Preview the event Lets a presenter view the content before it is posted to ensure that it is formatted correctly Previewing registration and event pages on page 210 Also see the Breeze Meetin...

Page 200: ...rmissions to start it Viewing and changing the participant list on page 216 Assign pre event permissions Before a meeting lets the host define speakers who need Presenter permissions when they join th...

Page 201: ...ummary selecting an image to associate with the event selecting the content determining participants and defining the different phases in your event in which e mails are sent to participants Breeze ev...

Page 202: ...ormation appears on the Event Information page and in events reports 4 Optional In the Detailed Information text field enter specific notes about the event up to 1000 characters in length 5 Optional I...

Page 203: ...as having attended the event In contrast if a user views a course but only a few of the slides they are not shown in reports as having attended the event In order to be shown in reports as having att...

Page 204: ...include on the registration page 2 Click Next Now you can customize the registration page for the event Customizing the Registration page You have a great deal of flexibility in designing a registrati...

Page 205: ...ck the Delete button next to the answer h Click Save The Customize Registration window appears showing your new question i Do one of the following To add another multiple choice question repeat steps...

Page 206: ...ze account in which the event was created Note Guests cannot be converted to users If you would like a guest to have access to other Breeze content that is not part of an event you should add them as...

Page 207: ...s meeting as follows Press Control click or Shift click to select multiple users or groups To expand a group to select individuals double click the group name when you finish double click Up One Level...

Page 208: ...Click the Import List button The Import List window appears b Click Browse to navigate to the correct CSV file c Select the CSV file and click Open d Click Import to List The Invitations page appears...

Page 209: ...here are several fields in braces Do not change any of these fields because they are variables that the system replaces with actual values that are specific to your event To select view and or customi...

Page 210: ...the event that you want to preview 3 Click the event name in the list The Event Information page appears 4 Do one of the following Click Preview event information login and registration pages Click P...

Page 211: ...ement tab in Breeze Manager The Event folder list appears 2 Navigate to the desired folder 3 Click Make This Folder Public Note If you want to change the folder setting from Public to Private click Ma...

Page 212: ...click Preview event listing page The event information appears exactly the way it will appear on the event listing page 5 To close the preview window click the Close button in the upper right corner...

Page 213: ...logo banner background color event logo text below event logo and footer Note To edit the Registration login page go to the Registration form page you can make changes on this page and click the Logi...

Page 214: ...page appears The Publish button disappears and the Status message now states This event has been published E mail options are active Changing an existing event You might want to make changes to an ev...

Page 215: ...rofile information so that potential attendees can be aware of your changes To change event information 1 Click the Events Management tab in Breeze Manager The Event folder list appears 2 Navigate to...

Page 216: ...elected and created Do any of the following as desired To change the order of questions in the list click the check box to the left of the question and click Shift Up or Shift Down until the question...

Page 217: ...ion page click the Select Content link The Select Contents page appears 5 If the content you want does not appear in the list navigate to the file or folder where the content that you want resides a C...

Page 218: ...is the URL that participants used to enter the event You can customize the thank you e mail message to include the URL and let the attendees know that the room is still available Manage the event file...

Page 219: ...a notification e mail that provides your status pending approved or denied If you are approved the e mail message includes the following information URL Dial in telephone number and participant code...

Page 220: ...220 Chapter 15 Working with Events...

Page 221: ...user with permissions to manage a specific Event library folder you can navigate in the Event library To locate and manage events you must be able to navigate in the Event library Note You can always...

Page 222: ...parent folder appear The name and location of the parent folder is displayed in the navigation trail near the top of the browser window Returning to any higher parent directory level Above the navigat...

Page 223: ...vent library folder To view an event participants list 1 Click the Event Management tab in Breeze Manager 2 Navigate to the folder that contains the desired event 3 Select the name of the event The Ev...

Page 224: ...ts that you want to move 4 Click the Move button located in the menu bar above the event list A new window appears listing the items that you selected and letting you specify their new location 5 Navi...

Page 225: ...ts that you want to delete 3 Select the check boxes to the left of the events that you want to delete 4 Click the Delete button in the menu bar above the event list 5 On the Delete page click the Dele...

Page 226: ...cipants on page 226 Removing event participants on page 228 Changing permissions for event participants on page 228 Adding event participants You can add participants to an event at any time after cre...

Page 227: ...n page appears 4 Click Participant Management in the navigation bar 5 Click Add User 6 In the Available Users and Groups list select a user or group that you want to invite to the event and click Add...

Page 228: ...rmissions for event participants You can change the permissions assigned to users or groups that are participating in an event To change a participant s event permission 1 Select the Event Management...

Page 229: ...lated message event date time duration location and summary but you can edit the text To send invitations for an Invitees Only event 1 Select the Event Management tab in Breeze Manager 2 Navigate to t...

Page 230: ...olders These users can also set permissions for specific folders You can manage event folders by doing the following Creating an event folder on page 230 Moving an event folder on page 230 Deleting an...

Page 231: ...ed events Reports for the deleted events are no longer available The uploaded content and recordings associated with an event are removed from the Event library To delete an event folder 1 Click the E...

Page 232: ...tton 6 On the Set Permissions page do one of the following Create a custom profile for groups and users or modify an existing profile for groups and users and modify the access permissions For more in...

Page 233: ...the Current Permissions window as follows a Select a name in the list Press Control click or Shift click as appropriate to select multiple users or groups To search for a name click the Search button...

Page 234: ...234 Chapter 16 Managing the Event Library...

Page 235: ...Working with Users and Groups on page 255 Customization which enables you to customize and brand Breeze for your organization This link is only operable if your organization has purchased the Customi...

Page 236: ...c access privileges or by setting permissions for users for high level folders in the Breeze libraries For information see the following sections Breeze permissions as they apply to users groups and t...

Page 237: ...rchased Customization features For details on Customization see Customizing Breeze on page 241 Service Plan if your organization signed up for its Breeze account on the web you can click this link to...

Page 238: ...Features There are different models for training and meetings Training pricing models There are two pricing models for training the concurrent learner model and the named learner Named learners This a...

Page 239: ...the kind of information that you see under the System Features heading Such information is specific to your organization s Breeze account which means that you only see the applications that your orga...

Page 240: ...nstallation and cannot be changed through Breeze Manager As the Breeze administrator you can only modify two attributes the time zone for your Breeze account and the administrator contact information...

Page 241: ...rs see the Breeze log in page when they log into Breeze Manager a Breeze Meeting or on demand trainings or presentations The Events login page is a separate login page created by the event manager whe...

Page 242: ...nd top links text navigation text selection highlight or table header do the following a Click the appropriate item name in the list to the left of the color selection box b Move the mouse over the co...

Page 243: ...e preview area 5 Click Apply to save your changes Your changes appear within 5 to 10 seconds alternatively you can refresh the page Customizing the Breeze login page Use the Customize Login link to cu...

Page 244: ...her logo the default logo is Macromedia Breeze After you have selected the image it displays in the upper left corner of the preview display 6 Click Apply to save your changes Your changes appear with...

Page 245: ...button rollover background or title bar do the following a Click the appropriate item name in the list to the left of the color selection box b Move the mouse over the color selection box to find the...

Page 246: ...account allows Learners quota Meeting administrators quota Meeting hosts quota Monthly bandwidth in megabytes Disk space per month in megabytes Dashboard options The light green bar represents your c...

Page 247: ...e no active meetings occurring this list is blank Event Reports This feature shows the number of active current events for the Breeze account and a list of these For each the report shows the event na...

Page 248: ...oadable report by using report filters For information about these filters including the implications of applying them and the procedures for setting them see Setting and removing report filters on pa...

Page 249: ...ser Constraints The Users report excludes the following information Password which is not stored in plain text Time zone and language which are not available in human readable form for example PST is...

Page 250: ...row for every answer chosen For example when the user answers 1 and 4 there are two separate rows One row contains the value 1 and the other row contains the value 4 Column name Description url Uniqu...

Page 251: ...rect which can be determined by checking for a non zero score Date answered which does not exist in the version 410 schema Slide Views This report is a history of slide views within Breeze It provides...

Page 252: ...bsequently deleted Users might want to use custom URLs that correspond to their first names or ones that are meaningful for the organization so it is possible that multiple users might enter the same...

Page 253: ...riculum seminar or event that is using this URL Type the type of function this URL is currently being used for meeting content training and so on User the individual who is currently using the URL URL...

Page 254: ...254 Chapter 18 Managing the Breeze Account...

Page 255: ...nd application and each application is represented by its own tab on Breeze Manager You only see the tabs for the applications that your organization purchased The libraries are Content Training Meeti...

Page 256: ...rresponding library s functions within the folder For example in the Meetings library although any user with Manage permissions for a specific Shared Meetings folder can manage this folder only meetin...

Page 257: ...ndance permissions The following attendance permissions are associated with the Meetings application Host A host sets up meetings invites guests adds content from the Content library customizes the me...

Page 258: ...meetings see Meetings application attendance permissions on page 257 The event status permissions are as follows Invited A permission that applies to an individual who the event manager invited but wh...

Page 259: ...r directory of the library they re associated with unless you assign them Manage permissions If you do they can also create new instances of their associated function meetings courses events and so on...

Page 260: ...ions for Seminar library files or folders and creating new subfolders within Seminar library folders as well as adding participants View account information account features account quotas and account...

Page 261: ...actions Manage his or her own user folder in the Training library including all Training library file management functions as well as create and manage courses and curriculums enroll users send enroll...

Page 262: ...ign a user to the Meeting Host group Breeze creates a folder for this user in the User folder of the Meetings library This group can only manage their individual My Meetings folder in the User Meeting...

Page 263: ...manage all the folders in the Seminar library A seminar host can perform the following actions Manage all Seminar library folders including file management functions and create and manage seminars wh...

Page 264: ...dence on page 269 for information on assigning permissions to custom groups see Setting custom permissions for the Breeze libraries on page 285 Library activities and their permissions Every library h...

Page 265: ...permissions to users and groups see Tips on working with permissions on page 271 The tables are as follows Content library on page 265 Meetings library on page 267 Event library on page 269 Seminar li...

Page 266: ...e lists none enabled Create new courses and curriculums none enabled Move courses and curriculums none enabled Delete courses and curriculums none enabled Edit course and curriculum information none e...

Page 267: ...ecordings lists none enabled Create new meetings none enabled Move meetings none enabled Delete meetings none enabled Edit meeting information none enabled Change meeting participants none enabled Sen...

Page 268: ...rdings lists none enabled Create new seminars none enabled Move seminars none enabled Delete seminars none enabled Edit seminar information none enabled Change seminar participants none enabled Send s...

Page 269: ...user is not allowed access Feature Denied Manage Navigate event folders none enabled View and edit event summaries none enabled View and edit event participants and e mail lists none enabled View and...

Page 270: ...ide any group acquired Denied permissions Individual Denied permissions also override any group acquired permissions User permissions take precedence over all group acquired permissions For example to...

Page 271: ...reating an event folder on page 230 Creating a seminar folder on page 189 and Creating a meeting folder on page 152 Create groups using descriptive names that describe the group s permissions for exam...

Page 272: ...2 To add predefined user fields see Adding a predefined field on page 273 To create your own user profile fields see Creating a custom user profile field on page 273 To change add a descriptive commen...

Page 273: ...hift Down button as appropriate 8 To flag this field as required or add a description for it see Modifying a user profile field on page 274 Creating a custom user profile field You can create a field...

Page 274: ...of the following as appropriate a Change the field name this is a required field you cannot delete the name only change it b Type change or delete a comment in the Comment text input box c Select or d...

Page 275: ...u can include a special character that is mandatory in all passwords as well as specify whether the password must contain a number or a capital letter Password length You must specify a minimum or max...

Page 276: ...of how you initially added the users and groups Working with LDAP acquired users and groups In LDAP enabled organizations Breeze acquires all its user data directly from the company s user directory...

Page 277: ...that you create separate CSV files of 10 000 or fewer users per import The following example shows the user information required for a CSV file that is adaptable for Breeze To import a user CSV file...

Page 278: ...users and groups with Breeze accounts appears 3 Click the Import link above the list The Import page appears 4 Do the following a Under the Select Import Type bar select the Create New Groups option...

Page 279: ...st imported new users in a single department in your company and assigned them to the Sales and Promotion group and you also want to give them Publish permissions for the Content library you can assig...

Page 280: ...ies on page 285 Creating groups manually Because part of setting up new Breeze users in the system involves assigning them to their appropriate groups it is best to create these groups first Although...

Page 281: ...custom group To create a new custom group 1 Click the Administration tab at the top of the Breeze Manager window 2 Click Users and Groups The list of all users and groups with Breeze accounts appears...

Page 282: ...dow to remove a name from this window select it and click Remove 8 Repeat step 3 through step 7 for each group to be added 9 Click Finish The View Group Membership page appears 10 Click the View Group...

Page 283: ...user as follows To add this group without adding members click Finish The User Information page appears proceed to step 9 To add members click Next The Edit Group Membership page appears with the Pos...

Page 284: ...Groups The list of all users and groups with Breeze accounts appears 3 If necessary click Search and enter the user s name in the Search text box to locate the name in the list 4 Select the user s na...

Page 285: ...Add The message Submitting Request appears and then the message Operation Successful appears After this the name you selected appears in the Current Team Members list to remove this manager from list...

Page 286: ...ning a user to a group on page 290 Removing a user from a group on page 290 Deleting a user on page 291 Any change that necessitates modifying any of these details usually involves changing the user s...

Page 287: ...and only the administrator can modify these components The procedures in this section explain how to change any of the following elements of a user s account once a user exists in the system E mail ad...

Page 288: ...he User Information title bar The Edit Information page appears 6 Edit any of the fields that you want to change 7 Click the Save button The User Information page reappears for this user reflecting th...

Page 289: ...am members 1 Click the Administration tab at the top of the Breeze Manager window 2 Click Users and Groups The list of all users and groups with Breeze accounts appears 3 If necessary click Search and...

Page 290: ...select each group to which you want to assign this user as follows To select multiple groups press Control click or Shift click as appropriate To expand a group so you can select individual names doub...

Page 291: ...is permanently deleted from the system and the following occurs The user is removed from all group lists The user is removed from the enrollee lists for all courses Reports for the user are no longer...

Page 292: ...wing group information on page 292 Changing a group name or description on page 293 Viewing or changing a group s permissions on page 293 Adding members to a group on page 294 Removing members from a...

Page 293: ...ions exist In addition because permissions are assigned to a file or folder if the files are contained in multiple folders in different libraries you must change the permissions for all the folders in...

Page 294: ...ick as appropriate To expand a group so that you can select individual names double click the group name when you are done double click Up One Level in the list to return to the original list To searc...

Page 295: ...d to the permissions profile for any file or folder in any library deleting the group affects the permissions of its members because they no longer have permissions for those files or folders unless t...

Page 296: ...296 Chapter 19 Working with Users and Groups...

Page 297: ...istration tab 250 Attendance permissions about 257 content 257 events 258 seminars 258 training 258 attendance roles 256 audio muting 43 volume 43 audio conference settings 20 128 131 author permissio...

Page 298: ...ns for 52 setting permissions for 51 viewing content from 38 Content library navigating 35 Content reports 55 content course changing 75 selecting 68 Contribute 3 editing events with 213 course creati...

Page 299: ...41 244 login 241 243 D Dashboard 10 Administration tab 246 deleting courses 73 groups consequences of 295 meeting folders consequences of 153 meeting recordings 151 meetings 148 186 training folders 1...

Page 300: ...les See FLV files FlashPaper 240 FLV files 120 folders Content library permissions for 33 creating in Meetings library 152 creating in Training library 112 deleting from Meetings library 153 deleting...

Page 301: ...g folder name 153 191 meeting host permissions 262 meeting hosts 246 257 Meeting Hosts group 122 262 meeting hosts defined 7 Meeting Information page 134 135 137 meeting invitations 133 meeting partic...

Page 302: ...3 Outlook Seminar invitations 170 P participants about 120 events 226 Seminars 172 175 participants meeting changing 138 permissions 139 176 228 sending invitations 229 password assigning a temporary...

Page 303: ...ecordings meeting deleting 151 moving 150 188 viewing list of 136 refinining search criteria 36 registration about 59 121 events 198 for meetings 129 Seminars 161 reminders about 102 sending to curric...

Page 304: ...sers and groups 277 279 settings 78 Shared Content folder 33 Shared folders 256 Shared folders Meetings library 144 Shared Meetings folder 144 Shared Training folder 110 Slide notes 40 Slide Views rep...

Page 305: ...er deleting 291 editing information about 287 removing from a group 290 viewing information about 286 User Content folder 33 user details viewing 286 User folders about 256 Meetings library 144 user m...

Page 306: ...306 Index...