Checklist for Meeting Creators

If you have been assigned a license to create meetings, you need to:

• Know who your Adobe Connect Contact person is and coordinate the use of your license with that person. Each college and unit will have different processes and policies in place for managing meeting creator licenses and requesting creation of meeting rooms (see Meeting Creator Licenses under this section).
• Understand the different permission/role settings (see Roles and Permissions under Using Adobe Connect)
• Familiarize yourself with the Adobe Connect Central Interface (see the first page of Creating/Editing Meetings)
• Familiarize yourself with the different settings involved in creating meetings (see Creating New Meetings under this section)
• Know how to use the Current Participants list, including how to add Participants and set their permissions (see Editing Participants under this section)
• Know how to use the Penn State Bulk Upload Utility (see Bulk Upload Utility under this section)
• Practice creating a couple of meeting rooms

Advanced Meeting Creator Checklist

In addition to the above, an advanced meeting creator will also be able to:

• Use the Adobe Connect Central Web interface to manage and organize meeting rooms, including scheduling, deleting, renaming, and moving meeting rooms (see Editing and Deleting Meetings under this section)
• Create templates from existing meeting rooms (see Creating Templates under this section)
• Help others use the Adobe Connect Central Web Interface

Meeting Creator Licenses

The Adobe Connect license for the Penn State implementation allows an unlimited number of participants to join in meetings but does limit the number of people who can initially create meetings. In order to create meeting rooms in Adobe Connect, you will need to have a Meeting Creator license. Adobe Connect Contacts who have been appointed for each budget area are responsible for managing the distribution of Adobe Connect Meeting Creator licenses to ensure that all areas across Penn State have access to licenses that allow them to create meetings.

Note that the Adobe Connect Contacts listed on this page do not necessarily provide support for Adobe Connect. For Adobe Connect support, see Penn State Support Resources under Help/FAQ.

To learn more about the Penn State Adobe Connect license and how it works, talk with your appointed Adobe Connect Contact.

List of Adobe Connect Contacts
The following people have been designated as Contacts:

Great Valley	Morris Chio	wyc108
Dickinson/Law	Linda M. Evans alt: Daren Brodish	lme11 alt: dcb20
College of Medicine	Russell Scaduto	rcs1
Abington	James Foreman	jpf8
Altoona	Craig Farrell	cef2
Beaver	Jim Luce	jbl2
Berks	Mary Ann Mengel	mum25
Delaware County	Theresa Walls alt: Matt Bodek	txw4 alt: mjb14
DuBois	Brian Hart	bah22
Erie	Carolyn Dudas	ddz
Fayette	Cheryl Tkacs alt: Larry Belan	cft10 alt: bp3
Harrisburg	Tony Clauto alt: Carol McQuiggan	ajc15 alt: cam240
Hazelton	Chris Mencer	clm18
Lehigh Valley	Kate Morgan	kjm19
Great Allegheny	David Gribble alt: Richard Pastore	dvg4 alt: rsp7
Mont Alto	Daniel Mroz alt: Jean Barlup	dam48 alt: jxb63
New Kensington	Deborah Sillman	dys100
Schuylkill	Elyce Lykins	eml10
Shenango	Gregory Singer	gss122
Wilkes-Barre	Caroline Chronowski	cxs22
Worthington Scranton	Robert Notari	rxn123
York	Suzanne Shaffer alt: Loren Brewster	scs15 alt: lxb104
VP Commonwealth campuses	Beth Witter	bam7
Agricultural Sciences	Peggy H. Shuffstall	phc1
Arts & Architecture	Rob Martin	rlm23
Business	Mike Hofherr	mbh153
Communications	Ron D'Ascenzo	rmd103
Earth & Mineral Sciences	Ann Luck alt: Marty Gutowski	atb3 alt: mjg8
Education	Dave Cochrane alt: Leslie Foster	dpc3 alt: ldf11
Engineering	Jerry Ciolkosz Sue Pysher	gvc1 sbg1
Health & Human Dev.	Shannon Pugh	slp281
Info Sciences & Tech	Christopher Milito	cjm46
Liberal Arts	Sandy Wingard	sdw7
Science	Karin Foley - Dean's Office Roy Long - Astronomy Frank Kachurak - Biology Eric White - Biochem Craig Haynal - Chemistry Michael Dunne - Mathematics Joshua Fritsch - Physics Chris Stahl - Statistics Cheri Nearhoof - Forensics	kef3 ral20 fjk112 esw121 cah190 mjd936 jmf5251 css115 cln3
UP -- Acad. Support Units
Graduate School	Ryan Coleman	ryc108
Research	Peggy Considine	mtc5
Info Tech Services	Krystal McMillen - Financial Julie Eble - MAC Lucy Taylor - DLT Deb Dixon - ASET Deb Dixon - TLT Denise Geissinger - ASET Denise Geissinger - TLT Connie Welch - CSS Vicki Hoffman - AIS Joe Pelick - TNS	kvs7 jde2 ljs7 dkt6 dkt6 dug4 dug4 cjd5 vlw3 jtp4
Schreyer Honors College	Tom Weber	thw
Undergraduate Education	Dr. Linda Higginson	LXH1
Enroll Mgmt & Admin	Dr. Linda Higginson	LXH1
Global Programs	Debbie Howe	dks3
University Libraries	Jennifer McCauley	jcw173
University Outreach	Chrissy McGinley	clj6
UP -- Admin. Support Units
Dev. & Alumni Relations	Tom Moore alt: Amy Grattan	tam1 alt: abg3
Educational Equity	Shelly Aina	skp1
Finance & Business	Kimberly Belcher	kjb30
Intercollegiate Athletics	Rand M. Allison	rma11s
Student Affairs	Ed McGowan alt: James Moore	ejm6 alt: jlm79
University Relations	Debbie Howe (201,205, President's office) Deb Ackard (3rd floor)	dks3 dma7
Governmental Affairs

Creating New Meetings

There is no limit to the number of meeting rooms that can be created through the Penn State Adobe Connect license. However, meeting room creation is limited to faculty and staff members with Meeting Creator licenses. Once created, all meeting rooms are available for use 24/7, whether they are scheduled or not. After a meeting room has been created, users can simply re-enter the room at any time to begin another meeting.

You will need to obtain a Meeting Creator license from your Adobe Connect Contact before you will be able to create a meeting room.

When creating a meeting room, there are only two required pieces of information: the meeting room name and the meeting room language. You may select to end the meeting creator wizard at any time after supplying these two pieces of information. All other settings are optional, and, except for the URL, can be edited at any time. After a meeting room is created, the URL cannot be changed.

Creating a Meeting Room for the First Time

After obtaining an Adobe Connect Meeting Creator license from your Adobe Connect Contact, follow these steps to create a meeting room for the first time:

1. Go to the Adobe Connect Central homepage interface on the Penn State Adobe Connect server: http://breeze.psu.edu

2. In the Create New: menu bar in the Adobe Connect Central homepage, click the "Meeting" button
Only faculty and staff who have been assigned an Adobe Connect Meeting Creator license will see this button. At any time after entering a name for the meeting, you can use the buttons at the bottom of the screen to navigate or quit the wizard.

[inline:newmeetingbutton.gif]
New Meeting Button

3. Give the meeting a name and URL
On the “Enter Meeting Information” page, give the meeting a name and URL. In this example we are calling the meeting room “Weekly Staff Meeting” and assigning a custom URL of “WeeklyStaff.”

Custom URL's must be unique across the Penn State system. To reuse a custom URL you must first delete the meeting to which it is already assigned. If you don't specify a custom URL, Adobe Connect will assign a URL for you.

[inline:EnterInfo.gif]
Enter Meeting Information Screen

4. Summary
Enter information about the meeting in the Summary text field. This information will be displayed in the "Overview" pane on your Connect Central homepage when you click the meeting name. For the Summary we have entered the description, “Weekly Adobe Connect staff meetings.”

5. Select the meeting start time and length
Next, select the meeting start time and duration. The meeting date and duration are displayed in the "Overview" pane on the homepages of participants whose names have been added to the Current Participants list. Once a meeting is created, it is available for use at any time, 24/7, whether a future start time has been entered or not.

6. Select a template for the meeting
Select a template for your meeting from the dropdown list. The template you choose will determine what the pre-configured layouts for the room will look like. In this example we are selecting the “default meeting” template.

Once a meeting room is created, layouts are easy to customize. New layouts can also be created from within the meeting room. Meeting rooms with customized layouts can be saved and used as templates for creating new meeting rooms in the future. (see Customizing Layouts under Using Adobe Connect).

7. Set the attendee "Access" option
Next, there are three options for granting access to the meeting room. The one you choose will depend on how you want to have people enter the room:

[inline:accessoptions.gif]
Meeting Room Access Options

If you select “Only registered users may enter the room (guest access is blocked)” you will need to add the names of all the Invitees to the "Current Participants" list. Attendees may not “knock” on the door to gain access to the room.

Note: Attendees "knock" on the door by trying to enter the meeting room. Inside the meeting room Hosts see a pop up message letting them know someone is asking for permission to enter the room.

When selecting the second choice “Only registered users and accepted guest may enter the room,” you will either need to add the names of all the Invitees to the "Current Participants" list, or you will need to have a Host present in the room to allow Attendees to enter as they “knock” on the door.

The third choice, allowing anyone who has the meeting room URL to enter the room, means that you can distribute the URL to all Invitees and they will be able to enter the meeting room just by clicking the link or by entering the URL in their browser. Their names won’t need to be added to the Current Participants list and a Host won’t have to be present in the meeting room to allow them to enter.

When choosing the third option, be sure to distribute the URL only to the people who should be in that meeting room. If uninvited guests are able to enter a meeting room, a Host must be present to remove them from the room.

Also note that when using the third option for setting up a meeting, the meeting is considered "open" and all content uploaded to pods in the meeting room is available for everyone to view through the Adobe Connect Central Search tool. The Search tool, located at the top of the Connect Central Web interface screen, searches across all open meetings for content relevant to the search term(s) and displays a list of all of the matching files.

8. Do NOT include audio conferencing
Finally, to complete setting up your meeting room information, select “Do not include any audio conferencing with this meeting.” Built-in Adobe phone conferencing is NOT an option at Penn State. If you would like to use the telephone for voice communication during your Adobe Connect meeting, please set up the conference call through the Penn State Call Center (http://css.its.psu.edu/callcenter/).

[inline:Audio.gif]
Do NOT Use the Adobe Connect Audio Conferencing Feature

9. To continue, click the “Next” button to move to the "Select Participants" screen
If you selected “Only registered users may enter the room (guest access is blocked)” or "Only registered users and accepted guests may enter the room" on the previous screen, you will probably want to add the names of all attendees to the "Current Participants" list. All users with valid Penn State Access Account IDs or Friends of Penn State IDs can be added to the "Current Participants" list. However, they must first log on to Adobe Connect to activate their account so their ID will appear in the column on the left, or, the meeting host must use the Penn State Bulk Upload utility to add their names to the Participant list. The Penn State Bulk Upload utility also allows a meeting host to add a list of names to the Participant list.

[inline:SelectParticipantsSM.gif]
Participant List

Even if you selected to allow anyone with the URL to enter, you may still want to add selected individuals to the list so you can assign them specific roles in the meeting room.

To add an Invitee to the “Current Participants” list, select the name from the “Available Users and Groups” list on the left and click the “Add” button. If the name doesn’t appear in the list on the left, use the Penn State Bulk Upload Utility to add the name to the Participant List. Note that the Bulk Upload Utility is only available in edit mode.

For details on adding participants to the list and modifying their permissions, see Editing Participants under Creating/Editing Meetings.

10. After adding all necessary users to the “Current Participants” list, click the "Next" button to continue to the "Send Invitations" screen
The Send Invitations screen will allow you to notify participants of the meeting URL. Only the participants on your meeting "Participant List" will receive the message if you use this feature.

The “Send Invitations” screen looks different and has different choices depending on whether you selected “only registered users” "registered users and guests," or “anyone with the URL” as your access level when you created the meeting room.

In this example, we are using the invitation screen you will see if you are allowing only registered users to enter your meeting room, which is the more complex option of the three.

[inline:SendInviteSM.gif]
Send Invitations Screen

The Send Invitations screen will allow you to send the meeting URL to participants via email. From the participants you have added to your “Current Participant” list, you can further define who will receive invitations by selecting a specific group from the dropdown list.

The text displayed on the screen is the text that will be sent in the email message and can be edited to suit your needs.

We recommend that you change the URL at the bottom of the message to refer new users to information at the Penn State Web site, meeting.psu.edu/quickstart.

11. After sending the meeting invitations, click the "Finish" button to complete the creation of your meeting room and see the meeting room information screen where you will be able to enter the new meeting room.

The new room will also be added to the list of meeting rooms on your Connect Central Homepage as well as being added to the homepage meeting lists of everyone you added to the “Current Participants” list.

Editing Participants

Meeting Creators and Hosts can manage participants via the "Edit Participants" page in the Adobe Connect Central Web interface. Meeting Creators can access the Participant List from both the Web interface (http://breeze.psu.edu) and from within the meeting room. Hosts can access the Participant list only from within the meeting room.

PRESENTERS are no longer able to edit meeting room information or the Participant List (even though the Adobe documentation says they can). You have to be a Meeting Creator or meeting Host listed on the Participant List in order to have access to the "Manage Meeting Information" option in the Meeting menu.

• Editing the Participants List through the Adobe Connect Central Web Interface
  (View the tutorial.)

  Note: This option is only available to users with a Meeting Creator license.

  When creating a meeting, the Edit Participants page is a step in the Wizard (see Creating New Meetings under Creating/Editing Meetings for details).

  When Meeting Creators need to edit participants after a meeting room has been created, they have two options:

  • using the Adobe Connect Central Web interface at http://breeze.psu.edu or
  • using the Manage Meeting Information option in the Meeting Menu from within a meeting room.

  This section addresses editing the Participant List through the Adobe Connect Central Web interface.

  If this is the first time you’ve entered the Adobe Connect Central, you will see a screen similar to this:

  [inline:ACMainScreen.jpg]
  Adobe Connect Main Screen

  To access the Participant List for a meeting room, click on the Meetings button in the gray toolbar at the top of the screen under Adobe Acrobat Connect Pro banner.

  [inline:ACMainScreenmeeting.jpg]
  Meetings button on the Adobe Connect Central Web Interface Screen

  A list of your meetings will be displayed.

  [inline:ListofMeetingsScreen.jpg]
  List of Meetings

  Access the Meeting Information screen by clicking the name of the meeting room containing the Participant List you want to edit. Click the Edit Participants link and edit as needed.

  Adding Users to the List
  To add an Invitee to the “Current Participants” list, select the name from the “Available Users and Groups” list on the left and click the “Add” button.

  Note that participants will not be available on this page unless they have previously logged on to the Adobe Connect server at least once.

  To add users who have not previously logged onto Adobe Connect, or to add multiple users at once, see Bulk Upload Utility under Creating/Editing Meetings.

  [inline:SelectParticipantsScreen.jpg]
  Select Participants Screen

  Changing an Attendee's Default Role
  The Current Participants list shows the roles of the meeting attendees (an attendee's role defaults to Participant if not on this list). Attendee roles can be changed permanently through the Participants List or changed temporarily within a meeting room (see Roles and Permissions under Using Adobe Connect for details). Attendees' roles that are changed within a meeting room will be reset to the roles in the Participant List when they re-enter a room after closing their browsers.

  To change the role of a Participant in the Participants List, select the name in the column on the right and select the new role from the “Set User Role” menu at the bottom of the list.

  If Hosts are demoted to Presenters or Participants on the Participants List, they will no longer be able to access the meeting room information or the edit the Participant List until someone else promotes them again.

  Removing Users from the List
  To remove a Participant from the Current Participants list, select the name from the list on the right and click the “Remove” button.

• Editing the Participant List by Accessing the Web Interface from within a Meeting Room

  Both Meeting Creators and Hosts can manage participants from within a meeting room by selecting Manage Meeting Information from the Meeting Menu.

  [inline:MeetingRoomManageMeetInfoScreen.jpg]
  Meeting Room – Manage Meeting Information Screen

  Your browser will open to a screen similar to the image below. Click the “Edit Participants” link in the “Meeting Information” menu bar to access the Edit Participants screen.

  [inline:ExplMeetInfoTools.jpg]
  Example of Meeting Information Screen

  Note: Some users have problems accessing the Meeting Information page, usually when trying to access the list of recordings, even though they are designated as a Host in the meeting room via the Participant List. The cause of this problem is the browser or the browser in connection with Penn State's Web Access. For example, if you are running your meeting through Firefox but have a different browser set as your default browser, when you select "Manage Meeting Information" from the "Meeting" menu (from within a meeting room), the page will open in your default browser, not in Firefox. If you haven't logged in to another Penn State service using Web Access with your default browser, Connect will tell you that you aren't authorized to access the Meeting Information Web screen. Unfortunately, Connect doesn't know to ask you to log in. The solution is to make sure you are running your meeting from within your default browser.

  Adding Users to the List
  To add an Invitee to the “Current Participants” list, select the name from the “Available Users and Groups” list on the left and click the “Add” button.

  Note that participants will not be available on this page unless they have previously logged on to the Adobe Connect server at least once.

  To add users who have not previously logged onto Adobe Connect, or to add multiple users at once, see Bulk Upload Utility under Creating/Editing Meetings.

  [inline:SelectParticipantsScreen.jpg]
  Select Participants Screen

  Changing an Attendee's Default Role
  The Current Participants list shows the roles of the meeting attendees (an attendee's role defaults to Participant if not on this list). Attendee roles can be changed permanently through the Participants List or changed temporarily within a meeting room (see Roles and Permissions under Using Adobe Connect for details). Attendees' roles that are changed within a meeting room will be reset to the roles in the Participant List when they re-enter a room after closing their browsers.

  To change the role of a Participant in the Participants List, select the name in the column on the right and select the new role from the “Set User Role” menu at the bottom of the list.

  If Hosts are demoted to Presenters or Participants on the Participants List, they will no longer be able to access the meeting room information or the edit the Participant List until someone else promotes them again.

  Removing Users from the List
  To remove a Participant from the Current Participants list, select the name from the list on the right and click the “Remove” button.

When you are finished editing the Participant List, you can close your browser or use another Meeting Information Tool. For more information on Meeting Information Tools, refer to Editing and Deleting Meetings.

Bulk Upload Utility

The Penn State Bulk Upload Utility is a customization to the Adobe Connect Central Web interface. It can be used to

• Create accounts for users who have never logged on to the server and add them to the Current Participant list
• Add a large number of users to the Current Participants list without having to hand-select each user individually
• Remove all Participants from a meeting room

Accessing the Bulk Upload Utility
From the Edit Participants page in the Adobe Connect Central Web interface (see Editing Participants under Creating/Editing Meetings for details), click the "Bulk Upload" link.

[inline:BulkUpload2.gif]
Bulk Upload Link

To return to the standard Edit Participants page, click on the "Select Participants" link.

Note: Bulk Upload Utility is only available in "edit" mode.

Options for Uploading Users
There are three options for bulk uploading participants to the Current Participant list in an Adobe Connect meeting room:

• From a text list of Penn State Access and Friends of Penn State IDs
• From an eLion e-mail formatted class list
• From an eLion spreadsheet formatted class list

Uploading From a Text List
You can add users to the Current Participants list by entering their Penn State Access or Friends of Penn State IDs into the Add Participants box. This option should be used when a class list is not available through eLion, or to add users to a previously-uploaded class list.

To upload user IDs from a text list, select the "User List" format option and copy and paste the IDs into the Add Participants text box. The IDs can be hand-entered into the text box, as well. Make sure not to include blank lines; a blank line is treated as a user ID. Click the "Submit" button when finished.

When adding users this way, each ID needs to be on a separate line followed by a return.

• Do not include @psu.edu for Penn State Access Accounts
• Do identify Friends of Penn State accounts by adding @fops to the ID

For example, a list of IDs to be copied from a text document would look like this:

[inline:BulkUpload4.gif]
User List Example

In this example there are two Penn State Access Account IDs and one Friends of Penn State ID being uploaded to the Participant List.

Uploading From eLion (Class List E-Mail or Spreadsheet)
You can use an eLion class list e-mail message or spreadsheet-formatted class list to add users to the Current Participants list. To do this, select either the "Elion Email" or "Elion Spreadsheet" format option as appropriate, and copy and paste the student information into the Add Participants text box. Click the "Submit" button when finished.

The student information to copy from an eLion e-mail formatted class list looks like this:
[inline:BulkUpload11.gif]
Student Information to Copy from an eLion E-Mail Formatted Class List

Similarly, the student information to copy from an eLion spreadsheet formatted class list looks like this:
[inline:BulkUpload10.gif]
Student Information to Copy from an eLion Spreadsheet Formatted Class List

You do not need to reformat the text, but be sure to copy and paste only the student information into the text box. Note that sometimes when copying and pasting to the Add Participants text box, the mailto tag (mailto: user e-mail address) is also included. This is especially true if you are using Eudora as your e-mail client. If this happens, you will need to reformat the text and delete all of the mailto tags before submitting the list.

Removing All Participants from a Meeting
Just as you can "bulk upload" users to the Participant List, you can also "bulk remove" all Participants from the list. To do this, check the "Remove Existing Participants" check box when uploading new users. This method has the following limitations:

• You must also be uploading at least one additional member to the list
• You cannot specify individual IDs to be remove -- all members with Participant permissions will be removed
• Members with Host or Presenter permissions will not be removed -- Hosts and Presenters must be removed one at a time through the Edit Participants interface; see Editing Participants under Creating/Editing Meetings

[inline:BulkUpload14.gif]
Remove Existing Participants Checkbox

IDs that Fail to Upload
Generally, IDs can fail to upload for three reasons:

• Blank lines were included in the Add Participants text box
• The ID was not found in the Penn State LDAP database
• The ID was not formatted properly; see above for proper formatting

Extra blank lines added to the Add Participants text box will be treated like lines containing IDs. For each blank line in the Add Participants text box, you will get the error message that the user ID failed, but the text box listing the failed IDs will be blank. You don't need to do anything in response to this message -- your user list should still have uploaded properly.

IDs submitted for bulk upload to Penn State Adobe Connect meetings are checked against the Penn State LDAP database and Friends of Penn State database. If you have entered an ID that can't be found in these databases, the ID will be listed in the "Failed Userids" text box. You will need to check these failed IDs to determine why they were rejected and re-submit them through a new upload session.

Access Meeting Room Reports

Adobe Connect provides some basic report information about meetings:

• The number of unique sessions
• The date and time of the most recent session
• The number of peak users
• A list of attendees, their user ID, and when they entered and exited the room
• A breakdown of meeting start and end dates and time and the number of attendees by session
• A breakdown of poll questions, distribution of answers, and user responses

All report data is also available for export as .csv files.

To access reports, you have to have Host permissions set through the Participant List in the Adobe Connect Central Web interface or be the person who created the meeting and have your name still listed as a Host on the Participant List.

From within a meeting room:

1. From within a meeting room, select “Manage Meeting Information” from the Meeting Menu.

   [inline:MtgMenu.gif]
   The "Manage Meeting Information" Option in the Meeting Menu

2. In the “Meeting Information” menu bar on the Meeting Information screen, click the “Reports” link at the far right.

   [inline:ReportsLink.gif]
   The "Reports" Link in the Meeting Information Menu Bar

3. View the various reports by clicking the link for the report name.

   [inline:ReportView.gif]
   Report Summary

4. To export the data for that specific report, click the “Download Report Data” button.

   [inline:DownloadButton.gif]
   Download Button

To sort each column, click the small white arrow to the right of each column heading.

Note: Some users have problems accessing the Meeting Information page, usually when trying to access the list of recordings, even though they are designated as a Host in the meeting room via the Participant List. The cause of this problem is the browser or the browser in connection with Penn State's Web Access. For example, if you are running your meeting through Firefox but have a different browser set as your default browser, when you select "Manage Meeting Information" from the "Meeting" menu (from within a meeting room), the page will open in your default browser, not in Firefox. If you haven't logged in to another Penn State service using Web Access with your default browser, Connect will tell you that you aren't authorized to access the Meeting Information Web screen. Unfortunately, Connect doesn't know to ask you to log in. The solution is to make sure you are running your meeting from within your default browser.

Editing and Deleting Meetings

Meeting Creators and Hosts can edit meeting settings and information via the "Meeting Information" page in the Adobe Connect Central Web interface. Meeting Creators can access the Meeting Information page from both the Web interface (http://breeze.psu.edu) and from within the meeting room. Hosts can access the Participant list only from within the meeting room.

• Editing Meeting Information through the Adobe Connect Central Web Interface
  (View the tutorial.)

  Note: This option is only available to users with a Meeting Creator license.

  When creating a meeting, the Meeting Creator Wizard automatically takes you through all of the meeting information screens and settings (see Creating New Meetings under Creating/Editing Meetings for details).

  When Meeting Creators need to edit the meeting settings and information after a meeting room has been created, they have two options:

  • using the Adobe Connect Central Web interface at http://breeze.psu.edu or
  • using the Manage Meeting Information option in the Meeting Menu from within a meeting room.

  This section addresses editing meeting information and settings through the Adobe Connect Central Web interface.

  If this is the first time you’ve entered the Adobe Connect Central, you will see a screen similar to this:

  [inline:ACCentral.gif]
  Adobe Connect Main Screen

  To access the tools for managing meeting rooms, click on the Meetings button in the gray toolbar at the top of the screen under Adobe Acrobat Connect Pro banner.

  [inline:MtgButton.gif]
  Meetings button on the Adobe Connect Central Web Interface Screen

  A list of your meetings will be displayed.

  [inline:MtgList.gif]
  List of Meetings

  Meeting Creator Tools
  Above the list of meetings are five buttons that allow you to manage the meetings that you own. With these tools, you can create meetings, organize meetings in folders, delete meetings, and navigate through your folders. Meetings can only be deleted through the Adobe Connect Central Web interface by the person who created them or owns them .

  [inline:MtgTools.gif]
  Buttons for Managing Meetings

  Accessing and Editing the Meeting Information Screen
  Access the Meeting Information screen by clicking the name of the meeting room you want to edit.

  Basic meeting information includes the title of the meeting, the time it is scheduled to begin, the duration, the URL, how many people are currently in the room, the language setting for the text, and the access setting (whether anyone with the URL or only approved users are allowed to enter the room).

  When viewing a specific meeting, the toolbar directly above the gray stripe contains links to tools associated with that meeting.

  [inline:MtgInfoTools.gif]
  Toolbar for Managing a Specific Meeting

  The tools are as follows:

  • Meeting Information: List the basic settings for the meeting, including a link to the meeting room
  • Edit Information: Edit the basic settings for the meeting
  • Edit Participants: Add or remove users from the Current Participants list and set user roles (see Editing Participants under Creating/Editing Meetings)
  • Invitations: Send e-mail to everyone on the Current Participants list
  • Uploaded Content: NOT recommended; part of the Training module
  • Recordings: Manage recordings you have made of Adobe Connect meetings (see Recording Meetings under Using Adobe Connect)
  • Reports: Statistics about the meeting

When you are finished editing the meeting settings and information, you can close your browser or use another Meeting Information Tool.

• Editing Meeting Information by Accessing the Web Interface from within a Meeting Room

  Both Meeting Creators and Hosts can edit settings and information from within a meeting room by selecting Manage Meeting Information from the Meeting Menu.

  [inline:ManageInfo.gif]
  Meeting Room – Manage Meeting Information Option

  Your browser will open to a screen similar to the image below.

  [inline:MtgInfo.gif]
  Example of Meeting Information Screen

  Basic meeting settings include the title of the meeting, the time it is scheduled to begin, the duration, the URL, how many people are currently in the room, the language setting for the text, and the access setting (whether anyone with the URL or only approved users are allowed to enter the room).

  When viewing a specific meeting, the toolbar directly above the gray stripe contains links to tools associated with that meeting. There is no option available on this screen for deleting meetings.

  [inline:MtgInfoTools.gif]
  Toolbar for Managing a Specific Meeting

  The tools are as follows:

  • Meeting Information: List the basic settings for the meeting, including a link to the meeting room
  • Edit Information: Edit the basic settings for the meeting
  • Edit Participants: Add or remove users from the Current Participants list and set user roles (see Editing Participants under Creating/Editing Meetings)
  • Invitations: Send e-mail to everyone on the Current Participants list
  • Uploaded Content: NOT recommended; part of the Training module
  • Recordings: Manage recordings you have made of Adobe Connect meetings (see Recording Meetings under Using Adobe Connect)
  • Reports: Statistics about the meeting

When you are finished editing the meeting settings and information, you can close your browser or use another Meeting Information Tool.

Note: Some users have problems accessing the Meeting Information page, usually when trying to access the list of recordings, even though they are designated as a Host in the meeting room via the Participant List. The cause of this problem is the browser or the browser in connection with Penn State's Web Access. For example, if you are running your meeting through Firefox but have a different browser set as your default browser, when you select "Manage Meeting Information" from the "Meeting" menu (from within a meeting room), the page will open in your default browser, not in Firefox. If you haven't logged in to another Penn State service using Web Access with your default browser, Connect will tell you that you aren't authorized to access the Meeting Information Web screen. Unfortunately, Connect doesn't know to ask you to log in. The solution is to make sure you are running your meeting from within your default browser.

Creating Templates

Converting a Meeting to a Template
Templates are useful for creating a number of meeting rooms with identical content and/or identical layouts. Meeting creators (only) can save a customized meeting room as a template for future meeting rooms.

When a license is assigned to someone, Adobe Connect creates a "Content folder" for that user. Within the Content folder is a folder called "My Templates." Moving an existing meeting room into this folder makes it available as a template to be used by that person when creating additional meeting room. Only licensed "Meeting Creators" are assigned a Content folder, so, only licensed users can create templates. Customized templates are available for use only by the person who owns that specific Content folder. They are not available for use by others in the Penn State community.

Template rooms are not available to use for holding meetings. They are "cookie cutters" that are used only to create new, identical meeting rooms.

Creating a Template
As a meeting creator, to convert an existing meeting room to a template:

1. Log in to the Adobe Connect Central Web interface at http://breeze.psu.edu.
2. Access the Meeting List screen by clicking the "Meetings" button on the dark gray tool bar at the top of the screen.
3. Click the check box to the left of the meeting room name to select the meeting room you want to convert into a template.
4. Click the "Move" button on the lower-most tool bar.

   [inline:MoveButton.jpg]
   The Move Button

   Two columns are displayed. The name of the meeting room is displayed in the left column.

5. In the right column, under the heading "Or select a different destination folder:" click the link for the "My Templates" folder, then click the "Move" button.

   [inline:MoveFolder.jpg]
   The "My Templates" Folder Choice

6. Click "OK". Your meeting room now resides in your “My Templates” folder.

Once a meeting room is moved to the templates folder, it becomes a template and is no longer available to be used for meetings.

Content Converted to a Template
When a meeting room is converted to a template, the room created from the template is a duplicate of the original room. All layouts, pods, contents, and room information are preserved in the template, including the following:

• Layouts with name, order, and starting (selected) status
• Pods with name, size, position, and settings for full-screen toggle
• Pod content
• Page number in FlashPaper and position of the seek bar in Flash Video (FLV file)
• Whiteboard overlay contents
• Poll state (Prepare, Open, Close) questions, answers, and broadcast results
• Questions and answers, Chat pod link, and status (Open, Answered, All)
• Camera and voice settings
• Room on hold (Yes, No)
• Value for guest entry
• Messages for Meeting on Hold and End Meeting
• Room background, screen resolution, and bandwidth
• Presenter Only area status

However, certain information is not saved to the template. The following is NOT saved:

• Chat Pod content
• Audio conference information
• Audio Setup Wizard settings

Note: The steps for accessing and editing meeting information and settings are outlined in more detail in Editing and Deleting Meetings under Creating/Editing Meetings.