Q: What is the PGiMeet web-site, and how do I use that site?
A: The PGiMeet web-site is available by selecting 'My Audio Conferences' from the Manage Account drop-down on the SAP CONNECT Portal. PGiMeet is a self-service conferencing hub that allows you to add a new audio conference account, change features on an existing audio conference account, add a new SAP CONNECT web meeting room, change the audio conference that is associated with an existing SAP CONNECT web meeting room, and more. Here are some highlights and details for using the site:Adding a New Audio Conference Account - From the Home page, select My Profile.
- Click on View Audio Accounts.
- Click on Add New GlobalMeet Account.
- Name the conference in the Conference Account Title field to help distinguish it from your other account(s).
- A number of conference features (entry & exit tones, silent entry & exit, etc.) can be changed by clicking on Conference Options.
- Click the Save button.
- You will receive an email with the account details, and you will also be able to see details for the account in My Profile or via the 'Manage my audio accounts' link on the Home page.
- Please Note: Audio conference accounts cannot be moved from one host to another host. You must create a new audio conference account.
Change Features on an Existing Audio Conference Account - From the Home page, select My Profile.
- Click on View Audio Accounts.
- Locate the audio conference account you wish to change and click on the pencil & paper icon next to that conference to edit it.
- If you wish to edit the conference name, type the new name in the Conference Account Title field.
- If you wish to generate new Participant & Host Passcodes, check the box next to Generate New Passcodes.
- If you wish to change entry & exit tones, silent entry & exit, or other conference features, click on Conference Options and make the desired selections.
- Click the Save button to save your changes.
Add a New SAP CONNECT Web Meeting Room - From the Home page, select My Profile.
- Click on View Web Meeting Rooms.
- Click on Add New Adobe Connect Room.
- Give the meeting room a name in the Name field.
- You can assign a Custom URL, if desired, or leave this field blank to have the system assign a random URL.
- The Summary field is for your own personal notes about what this meeting room is for, or other information you may wish to include for your own reference.
- Choose a template to be used for the meeting room from the Select Template drop-down. The Default Meeting Template is the most commonly used template.
- Select the desired Access for the meeting room. The default selection for SAP is 'Only registered users and accepted guests may enter the room.'
- Select the desired Audio Conference Settings for the meeting room. The default selection for SAP is to include an audio conference. If you have more than one audio conference, you can click on the 'Select another audio account' link to choose a different account to be integrated with this room.
- Click the Save button.
- From the Home page, click on the Adobe Connect link to view details or Start the meeting room.
- Please Note: A meeting room cannot be moved from one host to another host. It must be deleted by the original host and recreated under the new host's account.
Change the Audio Conference that is integrated with an existing SAP CONNECT Web Meeting Room - From the Home page, select My Profile.
- Click on View Web Meeting Rooms.
- Locate the room you wish to edit, and click on the pencil & paper icon next to that room to edit it.
- In the Audio Conference Settings section, click the 'Select another audio account' link.
- Click on the account you wish to use.
- Click the Save button to save your changes.
Order a CD or Audio File of an audio-only phone conference Recording - From the Home page, click on the 'Find a recording' link in the My Latest Recordings box.
- Locate the recording you wish to order, and click on the orange link in the Recorded Conference column. This will take you to a page with details for the recording.
- There are a couple of options available to get the recording:
- To order a copy of the recording to be sent via regular mail or overnight delivery in a regular CD Audio or other format, click on the Order a CD link. Select the file format desired, the number of copies, and complete the delivery details. Click on the Order button to place the order.
- In the Download and Play from Computer section, you can download a copy of the recording to your computer. Available file types are Windows Media, MP3, or WAV.
- On the recording details page, you can also Order a Transcript of the recording, or you can Order Additional Time to extend how long the phone-based replay is available. Phone-based replays are available for 30 days by default.
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Q: Can I have multiple meeting rooms?
A: Yes, that is of course possible. It might make sense to have dedicated rooms beside your default meeting room for project teams or department meetings.
To create a new room, simply go to the SAP CONNECT Portal and select "My Adobe Connect Meeting Rooms" from the Manage Account drop-down. From the Meetings tab, click on the "New Meeting" button to engage the Create Meetingroom wizard.
You just have to specify a Name and a Custom URL (will later be used to invite participants). In the Audio Conference Settings area, please make sure to select "Include this audio conference with this meeting" and choose one of your PGi audio accounts in the drop-down, if you want to use an audio conference with this meeting room.
Please be sure to include your name as the meeting room owner, along with any other information you would like to include about the meeting room, in the "Summary" box. This will be helpful to anyone that you may grant permissions to in the next step, so that they can identify the owner of the meeting room, if they click on the meeting room for more details from their Home page.
Granting permissions is optional, but might be useful if this room is always used by the same group, when configured as participants you don't have to accept every participant individually. Here you can also specify if a participant gets Presenter or Host role assigned automatically for this room.
Please note: by design, you can only select participants from the same cluster (either Americas or EMEA/APJ region). See below how to select the right participant in case of duplicate names. Also see below how to allow access to your meeting room for all SAP employees without making the room public.
To invite participants to the new room simply distribute the URL (https://sap.na.pgiconnect.com/roomname or https://sap.emea.pgiconnect.com/roomname or https://sap.apj.pgiconnect.com/roomname) e.g. in a meeting request together with the dial-in numbers and participant passcode for completeness.
Please Note: A meeting room cannot be moved from one host to another host. It must be deleted by the original host and recreated under the new host's account.
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Q: Is it possible to have a second Host for a meeting room? A: Yes, it is possible, and it is recommended for recurring meetings (project, department, ...), in case the regular Host cannot attend the meeting due to vacation, illness, ...
First, go to the SAP CONNECT Portal and select "My Adobe Connect Meeting Rooms" from the Manage Account drop-down. Under the Meetings tab, locate the room for which you want to change participant permissions and click on the meeting room name to display information about the meeting room. Click on "Edit Participants." Search and select a user and click the "Add", then use the "Set User Role" function to define the user as Host.
Please note: by design, you can only select participants from the same cluster (either Americas or EMEA or APJ region). You may find participant names from other regions if they have attended a meeting on your cluster.
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Q: There are duplicate names in the participant list, how can I find the right one? A: To find out which of the 5 "Michael Miller"s is the right one, identify the one with the correct SAP employee number. If there is no entry with the correct employee number, and there are muliple entries with a 7-digit number that appears, you have to ask your colleague to look up the "Client ID" in their Connect Profile. Please ask your colleague to go to the SAP CONNECT Portal and select "My Audio Conferences" in the Manage Account drop-down, then select "My Profile" and click the plus sign next to View Profile to expand. The Client ID is displayed near the bottom of the profile overview page. Using this ID you can select the right participant(s).
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Q: Is there any recommendation for structuring content? A: Yes, as permissions for content (or recordings) are derived from the folder they are stored in, to simplify granting permissions to groups or making it publicly available it makes sense to create a folder structure under "My Content".- for content which should be available to the public, you could create a folder (e.g. "Public") which has set "Allow public viewing" to Yes – everything stored in this folder will be available for all users (internal and external).
- if you frequently make content available to the same group, you can create a folder (e.g. "My Team") which has set permissions for specific users. Everything stored in this folder will have those permissions assigned.
- for content varying permissions, a folder (e.g. "Shared") could be created with default permissions where each item gets custom permissions – but at least it is clear that all those materials with non-standard permissions are under this subfolder
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Q: Is there an Outlook Add-In available? A: No, and the good thing is that it's not needed at all – as all you need to include in your meeting request is the URL of the meeting room (e.g. https://sap.na.pgiconnect.com/roomname or https://sap.emea.pgiconnect.com/roomname) and a list of common dial-in numbers for those participants who don't connect to the meeting room with a computer (e.g. because they are on the road). No more need for cumbersome reservations and continuously updating the conferencing system when a meeting gets postponed (and no more issues with moving meetings from the Blackberry as well...)
Our suggestion is to create an Outlook Signature (Tools – > Options – > Mail Fomat – > Signatures) which includes the URL and dial-in numbers so you always have it available when creating new meeting requests – there you can insert the signature manually with Insert > Signature (note: if it's not there, click "Invite attendees" first))
Such signature could look like:
--- Online Link: <<i>your meeting room ID> (external user please enter name and click "Join as Participant")
Join the audio one of two ways: 1) Dial yourself when prompted to do so, select your country and enter your telephone number, then click the Join button
2) Dial in using one of the access numbers below, using the Participant Passcode: <<i>your participant passcode>
Access Numbers: Local - Germany, Frankfurt: +49 69 7104 45497 Local - USA, New York: +1 212 999 6675 Freephone - Germany: 0800 10 12 13 7 Freephone - USA/CAN: 1866 488 7955 ---
Please note: the dial-in numbers listed as an example above may not be valid for your account, please always get the list of dial-in numbers for your room from the SAP CONNECT Portal by selecting "Display Dialin Numbers" from the Manage Account drop-down (only available with Single Sign-On enabled).
Of course, if you have multiple rooms, you might want to have signatures for those rooms as well – or you just have a list of "Please join me at: ..." lines and delete those which do not apply for the particular meeting.
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Q: Is it possible to allow access to my meeting room for all SAP employees without making it public? A: Yes. The following groups are available to add to the participant list of your meeting room:
_APJ SAP Users _AMER SAP Users _EMEA SAP Users
By adding these groups to your meeting room, you are granting access to all SSO-enabled SAP users in that region, so you will not need to manually 'accept' them into your meeting room.
To add these groups to your meeting room, go to the SAP CONNECT Portal and select 'My Adobe Connect Meeting Rooms' from the Manage Account menu. Under the Meetings tab, click on the meeting room for which you want to change the participant list, and click on 'Edit Participants'. Select each group and click the Add button.
Note: When you start your meeting room, please ensure that 'Block Incoming Attendees' is not checked. This is done by going to the Meeting menu at the top of the meeting room window > Manage Access & Entry > and clicking on 'Block Incoming Attendees' if it is checked. Allowing access to your meeting room for all SAP employees will not work as desired if the Block Incoming Attendees feature is checked.
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Q: How do I schedule Adobe Connect meetings? A: Your meeting room is always accessed through the same link. Refer to your confirmation email for your own unique URL. Simply distribute the URL along with your audio conferencing dial in numbers and Participant Passcode. The information can be copied and pasted right into and Outlook invitation.
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Q: How do I schedule a conference call? A: Refer to your confirmation email for your conferencing dial in numbers and passcodes. The information can be copied and pasted right into and Outlook invitation.
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Q: How do I invite colleagues to my Connect meetings? A: There are several ways to invite participants to your Connect meetings.
- Send an email or Outlook invitation with the permanent link to your meeting room, found in your confirmation email
- Invite participants right from the Connect meeting. Click the "Meeting" menu, then select 'Invite Participants' under Manage Access & Entry. Click the Compose Email button to quickly send an email with the necessary information.
**Please note that you should not invite participants while scheduling a new Connect meeting or using the "Invitations" tool for an existing meeting under the Manage Account function on the SAP Conferencing Portal. In this scenario, the mail will be sent from an external source using the sap.com domain and therefore, delivery of that mail will not be completed.
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Q: How do I invite new participants into my conference? A: From within the meeting, click the "Meeting" menu, then select "Invite Participants" under Manage Access & Entry. The email invitation will include both the audio conference information and the web meeting room URL.
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Q: Will the email invitations that I send from within the meeting contain the web and audio information? A: Yes. All email invites will contain the audio and the web information your participants need to join the web conference.
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