Frequently Asked Questions

FREQUENTLY ASKED QUESTIONS

Policy: Recordings:
You are obligated to notify other participants if you wish to record this meeting yourself in order to comply with applicable data protection and privacy laws. YOU ARE NOT ENTITLED TO RECORD A MEETING IF A PARTICIPANT DOES NOT CONSENT TO SUCH RECORDING. It is recommendable to obtain such consent in written form (i.e.. via email or in the record itself) This does not only apply to SAP CONNECT, but to all recordings with conferencing or telecommunication tools.

Policy: Meeting with external participants
As the default meeting room URL includes your User-ID, to avoid unnecessary disclosure of this internal information, you are advised to create a separate room for meetings with external participants for security and data protection reasons. To create a new meeting room, simply go to the SAP CONNECT Portal and select 'My Adobe Connect Meeting Rooms' from the Manage Account menu. Use Create: New Meeting to engage the Create Meetingroom wizard. Please see the Advanced User FAQs for further details.

Q: How can I allow all SAP employees, regardless of which region they are in, to view my SAP CONNECT recording without making the recording Public?
A: You can add the following groups to the permissions for your recording:
_AMER SAP Users
_APJ SAP Users
_EMEA SAP Users

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.

Q: How can I maximize the security of my Adobe Connect meetings?
A: Setup the meeting (room configuration)

avoid including sensitive information in conference name and/or summary
set access to "Only registered users and accepted guests may enter the room"
when inviting, do not set user roles "Presenter" here but invite as participants. Promote users during the meeting after their identity has been confirmed
do not upload content to the room, sensitive material should be shared only

Participants joining the meeting

you need to accept each participant individually
if a user is not authenticated through Single Sign-On or SAP login, the name will be prefixed with a "(g)" – this indicates that the name could potentially be faked

During the meeting

lock the Connect room once all relevant participants have entered and their identities have been confirmed (menu Meeting/Block incoming attendees...)
set additional security code for the audio conference (*31 moderator feature) and make this available to participants in a separate e-mail (do not include this information in the meeting request)
lock the audio conference for further dial-in (*94 moderator feature) after participants have been verified
expel unwanted or suspicious participants (not responding, not invited, ...)
do not upload material into the room (share), sensitive material should be shown with application or desktop sharing only
avoid using desktop sharing when in a meeting with external participants, only share the application(s) that are required (avoid accidentally disclosing information, e.g. incoming mail notification, icons on the desktop, open applications in the tasklist/systrac/etc.)

After the meeting

end the meeting (menu Meeting, End meeting) to ensure that participants exit the meeting room

Q: Are there any requirements for the SAP CONNECT password?
A: The requirements are listed on the Change Password page underneath the input fields.

Important: Please select a password not used in any other SAP or external system (especially NOT the domain password).

Q: How can I maximise security if I need to make my room Public?
A: As default, the Adobe Connect room is set at Protected (Registered user and Accepted guests only) to maximize security. If you must change your SAP CONNECT room to Public, you will need to disable the dial-out feature from Adobe Connect. This will force attendees to use the dial in feature, which requires a passcode to be entered to gain access. Please change your meeting room back to Protected (Registered user and Accepted guests only) as soon as possible to prevent fraudulent use.

To disable Dial-out: (Conference audio must be stopped to change this setting) Log into the meeting room > Select the meeting menu at the top left > Select preferences/audio conference and uncheck provide dial-out option to participants > Start audio and there will be no dial-out popup window for participants. The host will still be able to use dial out or dial in.

Web Conferencing FAQs Acrobat® Connect™

Q: How do I "Start Audio Conference" in the Connect meeting room?
A: In the Audio menu, select Start Meeting Audio.

Q: What is the correct way to remove access to a file in a File Share pod?
A: In the File Share pod click on the file you want to remove access to, so it is highlighted. In the upper right hand corner of the File Share pod click on the Pod Options icon, then click on 'Remove Selected.' This will remove the file from the File Share pod and take away the ability for anyone to download the file. If the file is not removed in this manner, anyone with the URL for the file download window can download the file for up to 8 hours.

Q: What is the Adobe Acrobat Connect Add-in, and how do I install it?
A: The Add-in allows you to use all the capabilities of SAP CONNECT as a host and presenter. The first time you join an Adobe Acrobat Connect meeting as a host, you will be prompted to install the Add-in ONLY if it is not already installed. You will be directed to this page, which also has instructions on how to complete the short installation. You may install the Add-in ahead of time if you wish. If you promote a participant to host or presenter, and it is the first time that person has been promoted to that role, the participant may be prompted to install the Add-in as well.

The Add-In is available for Windows and Macintosh Operating Systems.

Q: What is a pod?
A: A meeting room contains a number of display panels, called pods. Pods are the means by which activity takes place during a SAP CONNECT meeting.
For instance a Chat pod allows attendees to send chat messages to other attendees. When a host sets up a meeting room, they determine the number, type, size, and position of the pods that a participant sees.

Q: What types of pods are available?

A: Share pod displays shared content from the presenter's computer (including windows, applications, or the entire desktop), documents, or whiteboards. The content of this pod is still available the next time you enter this room, until you clear the pod's content.

Attendees pod displays the name, role, and status of each attendee, and allows the host to change an attendee's role or permissions.

Chat pod allows attendees to send chat messages to other attendees. The content of this pod will be cleared automatically, when the meeting room is ended.

Q & A pod allows attendees to submit questions and allows Presenters to answer, delete, or assign a question to a Presenter or Host. Questions can be answered either publicly or privately.

Note pod displays text messages from hosts or presenters to all attendees. The content of this pod is still available the next time you enter this room, until you clear the pod's content.

Video pod allows hosts, presenters, and participants with appropriate permissions to broadcast video to all attendees.

Files pod allows hosts and presenters to post files which can be downloaded by attendees. This pod is also known as the File Share pod.

Poll pod allows hosts and presenters to conduct polls or ask questions of attendees. The content of this pod is still available the next time you enter this room, until you clear the pod's content.

Q: Can I rename or delete the pods?
A: Yes. In the Pods menu, select "Manage Pods."

Q: What is the "Presenter Only" area?
A: You can prepare pods in the Presenter Only area, without being viewed by participants. To activate the Presenter Only area, go to the Meeting menu and select "Enable Presenter Only Area."

Q: What is screen sharing?
A: As a host or presenter in a meeting, you can share windows, applications, or your entire desktop with participants in a meeting.

When you share anything on your computer screen, actions you take in the shared region are visible to all participants in the meeting. Your viewers follow the progress of your pointer as you move it across your screen.

Q: What are the differences between the differing sharing options?
A: Select Desktop to share your entire desktop. If you have more than one monitor connected to your computer, a desktop appears for each monitor. Choose the desktop that you want to share.

Select Windows to share one or more windows that are open on your computer. Choose the window or windows that you want to share.

Select Applications to share an application and all its related windows that are open on your computer. Choose the application or applications that you want to share.

Q: How can I manage my PowerPoint in my Share Pod?
A: For hosts or presenters who share a presentation in the Share pod, special controls are available for navigating and displaying the presentation. A presentation layout has the following areas:

Presentation: The main part of the window, which displays the presentation slides.

Presentation Side Bar: An area on the right side (default location) of the browser window that shows the Outline, Notes, and Search tabs for the presentation. To activate the Presentation Side Bar, click the "Show Side Bar" button on the bar below the presentation. The Side Bar is not visible to participants, unless you check the box to show it to participants.

Presentation Playbar: A control panel that gives you control over the presentation playback, audio, attachments, and screen size. To activate the Playbar, select "Show Presentation Playbar" from Pod Options in the Share pod. The Playbar is not visible to participants, unless the Sync mode is turned off.

Q: How can participants view my presentation in Full Screen mode?
A: All participants can make the Share pod full-screen by clicking the Full Screen button. If presenters want they can 'force' their view, so that it is what all participants see, by selecting "Force Presenter View" from Pod Options in the Share pod.

Q: Why are my participants seeing a blue cross-hatched pattern instead of what I am sharing?
A: The region or regions that you share must be visible on your desktop in order to be visible in the Share pod to other participants. Overlapping windows on the desktop appear as a blue cross-hatched pattern in the Share pod.

Q: What is a whiteboard?
A: A whiteboard allows hosts or presenters to create text, lines, circles, squares, and other free-hand drawings in real time during a meeting.

Q: I only want participants to be able to send me chat messages, but not chat with each other. Can I do that?
A: Yes. Select "Preferences" from Pod Options in the Chat pod, uncheck the box for "Enable Private Chat for Participants," and click the Done button.

Q: How can a participant share their webcam?
A: Promote selected participants to Presenter or hover over their name in the Attendee list and select "Enable Video" to give them the ability to start sharing their webcam. If someone is enabled for video and has a problem with sharing their webcam, have them check their camera connection and update drivers.

Q: How do I assign a name to a dial-in user with their phone number appearing in the Attendee list?
A: There are two possibilities available to the Host:

If the caller is also connected to the web meeting and visible in the Attendee List, you click the phone conection and drag and drop it to the web connection to merge the two together.

If the caller is not connected to the web meeting, you can change the name by selecting Attendee Options > Edit User Info from Pod Options in the Attendees pod.

Q: How do I end my Meeting?
A: Once you have completed your meeting, select "End Meeting" from the Meeting menu. This will also end the integrated audio conference.

Q: What are breakout rooms and how do I use them to create breakout sessions?
A: Breakout rooms are subrooms that can be created within a meeting or training session. They are useful for splitting a large group into smaller groups that can talk or collaborate. Breakout rooms can be used in meetings and training sessions that have 200 or fewer people and hosts can create up to 9 breakout rooms for a single meeting or training session. Hosts can create breakout rooms and send attendees into the rooms. Note that Connect will allow you to create up to 20 breakout rooms, but 9 is the maximum limit for the integrated audio conference.

Step #1 – Define breakout rooms and assign members:

Click the Breakout Room View button in the Attendees pod. The Breakout Room View appears on the screen for the host who is creating the breakout rooms. Other hosts, presenters, and participants do not see the Breakout Room View.
Click the Create a new Breakout Room icon to add new breakout rooms until you have the number of desired rooms.
Do one of the following:

Assign attendees to a breakout room via drag and drop or through the mouse-over controls.
Assign attendees to a breakout room automatically and randomly by clicking on the Evenly Distribute from Main icon (button with two crossing arrows).

(Optional) To move an attendee after assigning them to a room, drag and drop or use mouse-over controls to move assign them to a different room.
(Optional) To create another breakout room, click the Create a new Breakout Room icon .
(Optional) To remove a breakout room, click the circled X for that breakout room. All of the pods and content from the breakout room are also removed.
(Optional) To remove all rooms, select Remove All Rooms from Pod Options in the Attendees pod. If you wish to save pod information created within the rooms for future reference, check the box to save pod information, enter the session name, and click the Remove button. Saved pods will be available under the Pods menu.

Step #2 – Begin the breakout session

After creating breakout rooms and assigning attendees to rooms, begin the breakout session by clicking the Start Breakouts button. Attendees are placed in the breakout rooms to which they were assigned. The Begin Breakouts button changes color to an End Breakouts button. When attendees are placed in breakout rooms, they are automatically assigned the role of presenter. This gives them all presenter rights such as sharing content in the Share pod, modifying whiteboards, and adding text to the Note pod. When attendees are returned to the main room, they revert to their prior status.
Note: If you are recording a meeting or training session and send attendees to breakout rooms, the recording continues to record only the main room.

Step #3 – End the breakout session

To end the breakout sessions click the End Breakouts button. Only hosts can end a breakout session. When breakout rooms are closed, all attendees are returned to the main meeting room and are reverted to their prior status.
Note: If you click End Breakouts to end a breakout session, attendee assignments to breakout rooms are preserved. This enables you to click Start Breakouts again in the same meeting or training session and return attendees to the exact breakout rooms they were in earlier. If you choose to Remove All Rooms, all information about attendee breakout room assignments is deleted.

Audio Conferencing FAQs

Q: How many participants can I have on a SAP CONNECT session?
A: Reservationless conferences have a limit of 300 participants.

For Operator-Assisted Conference Calls with more participants you can contact SAP's default teleconference provider PGi.

Contact the SAP Support team at PGi in your region for more information on making a reservation for an operator-assisted call. Please click the "Call Support" button on the Home page of the SAP CONNECT Portal for SAP Support team contact information.

Q: How do I start an integrated audio teleconference?
A: From within your meeting room, go to the Audio menu and select Start Meeting Audio.

Enter in your telephone number (see FAQ below on "How do I dial out to my phone from my Connect web meeting?") and click the Join button.

When your phone rings, answer it. You will be greeted by an automated prompt and will be placed into the conference. When the audio conference begins, the dial in numbers will be available via an information button on the upper right side of the meeting room. When you have completed the audio portion of your meeting, select "Stop Meeting Audio" from the Audio menu. When your meeting has ended, select "End Meeting" from the Meeting menu to terminate the meeting.

Q: How do I dial out to my phone from my Connect web meeting?
A: In the Join Audio Conference box, select the Dial-out option. Select your country from the drop-down box and enter your phone number in the second box. Click the Join button.

When your phone rings, answer it. You will be greeted by an automated prompt and will be placed into the conference.

Q: What are the restrictions for dial out?
A: There are a number of countries where dialling out to is not available due to security reasons. Please see below.

Albania	355
Algeria	213
Angola	244
Anguilla	1264
Antigua Barbuda	1268
Armenia	374
Aruba	297
Ascension	247
Australian Ex Territories	672
Bahamas	1242
Bahrain Premium Rate	9739
Bangladesh	880
Barbados	1246
Belarus	375
Belize	501
Benin	229
Bermuda	1441
Bhutan	975
Bolivia	591
Bosnia	387
Botswana	267
Burkina Faso	226
Burundi	257
Cape Verde	238
Cayman Islands	1345
Central Africa	236
Chad	235
Comoros	269
Congo	242
Congo Dem Rep	243
Cook Islands	682
Cuba	53
Diego Garcia	246
Djibouti	253
Dominica	1767
Dominican Republic	1809
Dominican Republic	1829
East Timor	670
Ecuador	593
El Salvador	503
Equatorial Guinea	240
Eritrea	291
Ethiopia	251
Falkland Islands	500
Faroe Islands	298
Fiji	679
French Polynesia	689
Gabon	241
Gambia	220
Georgia	995
GMSS	881
Greenland	299
Grenada	1473
Guadeloupe	590
Guam	1671
Guatemala	502
Guiana French	594
Guinea	224
Guinea-Bissau	245
Guyana	592
Haiti	509
Honduras	504
Inmarsat	87
Int'l Freephone Service	800
Iran	98
Iraq	964
Jamaica	1876
Jordan	962
Kiribati	686
Korea Dem People's Rep	850
Kuwait	965
Kyrgyzstan	996
Laos PDR	856
Lebanon	961
Lesotho	266
Liberia	231
Libya	218
Liechtenstein	423
Macao	853
Macedonia	389
Madagascar	261
Mali	223
Marshall Islands	692
Martinique	596
Mauritania	222
Mayotte	262269
Micronesia	691
Moldova	373
Mongolia	976
Montenegro	382
Montserrat	1664
Morocco	212
Myanmar	95
Namibia	264
Nauru	674
Nepal	977
Netherlands Antilles	599
New Caledonia	687
Nicaragua	505
Niger	227
Niue Islands	683
Northern Mariana	1670
Palau	680
Palestine	970
Papua New Guinea	675
Paraguay	595
Reunion	262
Samoa American	1684
Samoa Western	685
San Marino	378
Sao Tome and Principe	239
Serbia	381
Seychelles	248
Sierra Leone	232
Solomon Islands	677
Somalia	252
Sri Lanka	94
St Helena	290
St Kitts and Nevis	1869
St Lucia	1758
St Pierre and Miquelon	508
St Vincent Grenadines	1784
Sudan	249
Suriname	597
Swaziland	268
Syria	963
Tajikistan	992
Thuraya, Emsat & Seanet	882
Tokelau	690
Tonga	676
Turkmenistan	993
Turks and Caicos	1649
Tuvalu	688
Universal Personal Telecom	878
Uzbekistan	998
Vanuatu	678
Virgin Islands British	1284
Virgin Islands United States	1340
Voxbone	883
Wallis and Futuna	681
Yemen	967

Q: How do I mute all lines in the phone conference?
A: Select "Mute All Users" from Pod Options in the Attendees pod. Alternitavely, the host can press *96 on their phone to mute all participant lines in the conference. Note that attendees can un-mute their line by pressing *6 on their phone. The *6 command will mute/un-mute an attendee's line.

Q: How do I dial out to my participants that use phone extensions?
A: At this time the dial out feature from within SAP CONNECT does not have the ability to dial extensions. Participants will need to manually dial into the conference using the teleconferencing information provided to you.

Q: How do I end my audio conference?
A: When you have completed the audio portion of your meeting, select "Stop Meeting Audio" from the Audio menu to terminate the phone conference.

Q: How do I mute participants?
A: Select the user in the Attendees pod.

Select Attendee Options > Mute from Pod Options in the Attendees pod

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.

Q: How do I disconnect a user?
A: Select the user from the Attendees pod.
Select "Hang Up" from Pod Options in the Attendees pod.

Q: Can I use the audio information to host calls without Adobe Connect?
A: Yes. For meetings where you only need audio conferencing, simply distribute the dial in numbers and passcodes via email. And, since your Adobe Connect room is available any time you need it, you can always decide to use it during the meeting.

Q: How can I use Star Controls (*) during a conference call? What are they?
A: Star Controls (*) let you manage your audio conference via the telephone's touch tone pad, including muting all or individual participant lines, increasing or decreasing conference volume, and recording your call. Complete list of Star Controls.

Q: What is Enhanced Authentication?
A: Enhanced Authentication(EA) is a feature package designed to prevent fraudulent usage and is based on industry best practices. This package includes 10 digit passcodes, music on hold and post conference emails. All SAP users have enhanced authentication enabled on their accounts and none of the features of this package can be disabled.

Q: How do I mute a disruptive attendee lines during one of my SAP Connect Meetings?
A: The SAP Connect Web Conferencing Solution includes a very convenient way to mute attendee lines that are impacting the audio portion of a meeting.
NOTE: In order to use this functionality, you must be sure to start the audio conference from your SAP Connect Meeting Room at the start of your meeting.

To mute a disruptive line, you have two options:

Option 1 (via your telephone touchpad): Using your telephone keypad, press *96 and follow the resulting prompts. The *96 command mutes all participants and is best used if you have multiple disruptive lines. The *96 command is only available to the Host of the meeting.

Option 2 (via the SAP Connect Meeting Room interface):

In the SAP CONNECT Meeting Room, monitor the "Active Speaker" indicator located above the names in the Attendees pod, or monitor the "Talker" icons located to the right of each participant.
- The telephone icon next to a person's name indicates that they have joined the call, but are not speaking.
- The handset icon with waves indicates that the participant is speaking or their line is introducing sound into the meeting. If there is no icon next to the attendee's name, the participant has only joined the web portion of the meeting.
Once you have identified an attendee introducing sound either by the Active Speaker indicator or by the handset icon with waves, select that attendee by clicking on their name in the attendee list.
To mute the selected attendee, select Attendee Options > Mute from Pod Options in the Attendees pod. Alternatively, you can also mouse over someone in the attendee list and select Mute Attendee. The attendee's line is now muted.

Q: What is the Conference Report email and why did I receive it?
A: The post conference report is a conference summary that provides basic conference details and will alert the Host that their conferencing account had been used with or without their knowledge.

A post conference summary is generated anytime a participant(s) joins a call and is created even if a participant is on hold listening to music. Please be aware that a common participant error is dialing in too early, late an hour, day prior or after the scheduled conference. Once the participant(s) disconnects, the Host will receive the post conference report alerting them their conferencing account had been used.

This is an added security feature which is extremely beneficial in reducing fraudulent activity.

Q: How do I dial in with Lync?
A: In the Lync client enter the full telephone number in international numbering format preceding with a ‘+’ instead of ‘00’ E.g. +49 69 2222 10764. When prompted enter the passcode for the meeting on the Lync keypad followed by the ‘#’ symbol. Passcode will be confirmed, and you will enter the call. If the meeting request includes a list of numbers in mobile friendly format E.g. tel:+491234567891011,,1111111111#, or the number has a small blue phone icon beside it, you can click on the number and Lync will dial the number.

Q: Is it possible to change the passcodes on my account?
A: Yes, it is possible, and you are encouraged to change your passcodes periodically, especially if there has been turnover on the teams you meet with or you feel your passcodes have been compromised.
To change your passcodes:
* Go to the PGiMeet site by selecting 'My Audio Conferences' from the Manage Account drop-down on the SAP CONNECT Portal
* 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
* Check the box next to Edit Passcodes
* Click the Save button
* To view the new passcodes, click on the pencil & paper icon next to the conference again, and you will see them in the Current Passcodes section

Advanced User FAQs

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.

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.

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.

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).

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

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.

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.

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.

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.

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.

Recordings FAQs

Q: How do I record my SAP CONNECT meeting?
A: To ensure the integration of an SAP CONNECT Recording with the PGi integrated audio, follow the steps below.

If these steps are not completed in the order listed, the PGi Audio Recording may not be available in the final SAP CONNECT Recording.

To Start Recording at the beginning of a meeting:

Enter the Meeting Room as a Host.
Start the PGi Audio from within the SAP CONNECT Meeting Room. You can do this by selecting "Start Meeting Audio" from the Audio menu within the meeting room.
The "Join Audio Conference" pop-up window will appear.

If you would like SAP CONNECT to dial out to your telephone, enter your telephone number and click the Join button. When your phone rings, simply answer and you will be joined to the audio conference.

If you would like to dial into the audio conference, click the "Cancel" button. At this point you will need to dial into the audio conference. Please ensure that you enter the Host Passcode when prompted.

A small blue information button will appear in the upper right corner of the meeting room signifying that the audio conference has been started.
Once you have joined the audio conference, you can begin recording by clicking on the Meeting menu and selecting "Record Meeting"
A pop-up window will appear and here you can enter a name and summary for your recording. After entering this information if desired, click OK. A red dot will appear in the upper right hand corner to indicate that the meeting is being recorded.

IMPORTANT: You are obligated to notify other participants if you wish to record this meeting yourself in order to comply with applicable data protection and privacy laws. YOU ARE NOT ENTITLED TO RECORD A MEETING IF A PARTICIPANT DOES NOT CONSENT TO SUCH RECORDING. It is recommendable to obtain such consent in written form (i.e. via email or in the recording itself)."

To Stop Recording at the end of a meeting:

There are two different methods to stop recording.

To end the PGi Audio Conference, select Stop Meeting Audio from the Audio menu in the meeting room.

To end the meeting and disconnect all attendees from the room, simply select "End Meeting" from the Meeting Menu.

Q: Where can I find the URL for my recordings?
A: From the SAP CONNECT Portal, select "My Adobe Connect Meeting Rooms" from the Manage Account drop-down. A new page will open. Select "Meetings" > "My Meetings" and select the meeting room where the recording was made. Click on "Recordings" and then click on a specific recording to see the Recording Information page, which includes the URL for Viewing.

From within the Meeting room, select "Meeting" > "Manage Meeting Information". A new page will open. Click on "Recordings" and then click on a specific recording to see the Recording Information page, which includes the URL for Viewing.

Q: How can people view my recordings?
A: To share your recording, simply send the "URL for Viewing" shown in the Recording Information to the target group.

To view the recording, users need to have:

Access to the SAP CONNECT system
The recording URL ("URL for viewing", /p.../)
If the meeting is not set to "Allow public viewing":

Permissions to view the recording (see below)
Single Sign On must activated, then click "Join Meeting" button

Note: Recordings are restricted to registered meeting participants by default.

Q: How do I manage permissions to view my recordings?
A: By default, recordings are only accessible for the registered participants of the meeting, for which the recording has been made.

To allow other users to view the recording, move the recording to the Content area and grant permissions to the recording or the parent folder.

To move a recording to the Content area, check the recording(s) you want to move in the Recordings section of the Meeting Room and click on "Move to Folder." Select My Content (or a subfolder) and confirm the move. Click on the "Content" tab at the top of the page to jump to the My Content section.

By default, the permissions of the parent folder apply. If you would like to establish special permissions for a particular recording (or other piece of content) in a Content folder, click on the item to view the Content information, then click "Set Permissions" and set the permissions for that item as needed. For tips how to structure content with permissions, please also refer to the Advanced User FAQs.

To set permissions for SAP internal or individuals - select "No" for public viewing then add selected individuals by searching for them from the "Available Users and Groups" and add to the "Current Permissions for…" section. You can also allow SAP users by region by adding one or all of these groups: _AMER SAP Users, _APJ SAP Users, _EMEA SAP Users. If you add all three groups all SAP users will have permission to view the recording.

Making a recording Public: To make a recording that is in the Recordings section of the Meeting Room available for Public viewing, check the recording you want to make Public, click the Access Type button, select Public and click the Save button. To make a recording that is in the Content area available for Public viewing, click on the recording to view the Content information for that recording, then click "Set Permissions" and select "Yes" for "Allow public viewing." For recordings in either location, you can also set a 4-12 character passcode that would be required to access the recording, if desired.
Note: If you allow public viewing, anyone on the internet who has the URL can view the recording. The public option is not for confidential information.

Q: How long does it take for my recorded web and audio conference to be available for me to view?
A: The conference recording can take up to 24 hours to post. Until the web and audio conference recording has been merged, a red warning will appear on the recordings page and the recording should not be moved.

Q: Is it possible to export recordings to a file or video stream?
A: Yes, it is possible to download an offline copy of your recording. For a recording that is in the Recordings section of the Meeting Room, click on the Actions drop-down and select Make Offline to download an offline copy. For a recording that is in the Content area, click on the recording to view the Content Information for that recording, then click on the Actions drop-down and select Make Offline to download an offline copy. Note: The offline copy of your recording can be exported in either .MP4 format or .FLV format. SAP IT has made the Reflact AG FLV Player available to all SAP employees. The FLV Player is an Adobe Air application, so Air will need to be installed first. You can locate Adobe Air and the FLV Player in the Control Panel and launching Run Advertised Programs.

IMPORTANT: You must let the recording play for its entire duration to download an offline copy. For example, if you want to download an offline copy of a recording that is 45 minutes long, you will need to allow the recording to play for the entire 45 minutes to capture the complete recording. If you do not allow the recording to play in its entirety, only the portion that has played will be included in your offline copy.

Q: Is it possible to edit my recording?
A: Yes, there are some basic editing capabilities available that allow you to edit out unwanted portions of a recording. To edit a recording, navigate to the recordings page and select "Edit Recording" from the Actions drop-down next to the recording you would like to edit. You can listen to your recording and make note of the start and end times of the sections you wish to remove. Use the triangle markers to select the start and end of the sections you want to remove. Click the "Cut" button to remove those sections, and then click the "Save" button to save your changes. Note: You can revert back to the original version of the recording at any time by selecting "Revert to Original."

Q: Can I use *22 to record my Adobe Connect meeting?
A: The *22 recording function will record the audio only. The recording will be available for replay for 30 days. You can also call PGi Customer Support to request a copy of the recording to be sent to you in regular CD audio, .mp3, or other audio file formats.

To record both audio AND web together, you will need to use the record meeting option from within Adobe Connect. You must first select "Start Meeting Audio" in the Audio menu of the meeting room, and then select "Record Meeting" from the Meeting menu.

Q: What happens to recordings and content once my account is deleted/disabled?
A: Disabled accounts are retained for 364 days. Any required recordings and content in a disabled account must be moved to a colleague's account within that 364 days before the account is deleted. Once an account is deleted the recordings and content cannot be retrieved. You should create an SAP IT Support ticket under component IMIS_COMCHL_SCNCT to request for content or recordings on an inactivated account to be moved. The SAP Collaboration team will then work with PGi Support to get the move completed.

Q: Can recordings from a colleague who leaves SAP be assigned to someone else, so they are still available after the colleague left?
A: Yes. Ideally, the colleague who is leaving SAP should email the PGi Support team in their region at least one week before leaving SAP, describing which recordings need to be moved and whose account the recordings should be moved to. If the colleague has already left SAP, please refer to the FAQ called 'What happens to recordings and content once my account is deleted/disabled?'

Q: Can I move my recordings to another host account?
A: Please download this short guide detailing the steps needed to manually relocate your content and recordings from one account to another account. Download Guide

Q: What should I do with my Recordings?
A: For safe keeping, recordings made using SAP CONNECT should be moved to your Content folder or downloaded as an MP4 or FLV file and stored offline to ensure they are not deleted unintentionally.

Q: How is the recording for my Event Call delivered?
A: PGi Operator Assisted calls have 2 methods for delivering the post call recordings;

Secure MP4 Download (Default Delivery): Recommended method of delivery. Recordings for Operator assisted calls will be delivered via downloaded MP4 as default.
Public URL: Recordings for Operator assisted calls can be delivered via URL. Please be aware that the Recording URL is Public, Anyone on the internet can access it AT ANY TIME. Please see the SAP Security Policy and contact PGi when you require the recording to be deleted.

Password FAQs

Q: When do I change my password?
A: As a host, when you login to the SAP CONNECT Portal for the first time (SSO required), you will be prompted to change your password for security purposes. This password is used for login purposes to enter & manage your Adobe web conferencing account when not on the SAP network or if SSO is not working. After that, you can change your web login password as often as required.

Q: How do I change my password?
A: Please note: it is only possible to change your password if you have SAP Single Sign-On enabled!

Go to the SAP CONNECT Portal (https://sap.mymeetingroom.com), select Change Web Password from the Manage Account drop-down, and enter your New Password. You will also be prompted to Confirm New Password. Click on the Change Password button to confirm.

Please note the password requirements description below the input fields.

Q: What do I do if I forget my password?
A: If you have forgotten your password, please follow the steps under "How do I change my password" to set a new password - you don't need to enter the old password, just make sure SAP Single Sign-On is activated.

Please note: for security and data protection reasons, the possibility to send the current password ("Forgot your password?" link) had to be removed. Instead, use the "Change your Web Password" link to SET a new password (SSO required).

If you don't have Single Sign-On on the computer AND you want to change the password (e.g. while travelling), you need to open a Secure WTS session (https://access.sap.com) to change your password with Single Sign-On. If you don't have your SecurID token with you please follow the emergency process to get a temporary SecurID key from the SAP Helpdesk.

Miscellaneous FAQs

Q: Is it also possible to use this conferencing solution via Windows Terminal Server?
A: Yes, of course! However, please note:

If you are prompted to install the Adobe Connect Add-In you can press no, because this is already part of the WTS image.
There will be delays up to a few seconds, especially when watching someone's webcam video stream.
To ensure better performance, upload documents to the meeting room before the meeting, instead of desktop sharing.

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. However, please note that the list of Conference Numbers is not complete. For a full list please select "Display Dialin Number" from the Manage Account drop-down on the the SAP CONNECT Portal (https://sap.mymeetingroom.com).

Q: Are there any limitations how many documents can be stored in the room?
A: No, currently there are no fixed limitations, however, you are requested to do a little housekeeping from time to time. To remove outdated material from your room, simply select "Manage Pods" from the Pods menu and delete all Share pods no longer needed. This will help to keep overall storage volume and costs low – thank you!

Q: Do Contractors (C-Users) have an account as well?
A: Only contactors who are enabled for mail (@sap.com address) and Single Sign On have an account in SAP CONNECT.

Q: How can I provide feedback or submit an idea for improvement?
A: To provide feedback on your experience using SAP CONNECT or an idea for improvement, please use the Feedback button on the SAP CONNECT portal. If you are an SAP employee, you can also submit an idea for improvement internally via Quicklink: /go/ideas (only available on the SAP internal network)

Apple FAQs

Q: Can I attend an SAP CONNECT meeting from an iPad?
A: Yes, you can join SAP CONNECT meetings as a Host and Participant. To participate in an SAP CONNECT meeting from an iPad, you must be on an SSO-enabled iPad and install the Adobe Connect Mobile 2.1 Application from the App Store. Please see the SAP CONNECT on iPad document in the Downloads section for more information.

Q: What can I share when hosting a meeting on the iPad?
A: Share Document – share uploaded files from IPad or uploaded content (ppt, docx, xls etc) from ‘My Content’ or ‘Shared Content’ in SAP CONNECT portal.
Share Whiteboard – create a new whiteboard or old whiteboards recently used on iPad.
Share photo – from the gallery on your iPad.
Share History – list of all content that you have recently shared.

Q: Is dial out available from an IPad?
A: Yes, the host can enable audio from phone and once the host has enabled this, participants can use the dial out function from the meeting room.

Q: Can I record a meeting from an iPad?
A: Yes, the host has the option to record their meeting from the IPad.

Q: How can I show my iPad screen on the PC for a SAP Connect meeting?
A: In order to share your IPad screen on the PC you need a VGA2USB device, and your meeting must be in progress with screen share on before you plug in the VGA2USB device.

Q: Can I use SAP CONNECT from a Mac?
A: Yes, you can host, present or participate in a SAP CONNECT meeting from a Mac. There are several important things to check to be sure your Mac is configured correctly to work with SAP CONNECT. Please see the SAP CONNECT on Mac document in the Downloads section for more information.

Q: I am having issues with my Mac connecting to a SAP CONNECT meeting, is there a work-around?
A: Yes, you can use WTS to connect to the meeting. Please see the SAP CONNECT on Mac document in the Downloads section for more information.