Avaya Audio Console User manual

Avaya
Avaya Audio Console
User Guide

Copyright ©2004 Avaya, Inc. All rights reserved.
Avaya, Inc., makes no representations or warranties regarding the contents of this
document. Information contained herein is subject to change without notice. The software
described in this document is furnished under a license agreement and may be used only
in accordance with the terms of the agreement. It is against the law to copy the software
on any medium except as specifically allowed in the license agreement. No part of this
manual may be reproduced or transmitted in any form or by any means, electronic or
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Printed in Ireland.
Document Number 81100286 Rev A

iii
Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Related Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vi
Chapter 1:
Introduction to Avaya Audio Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Avaya Audio Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Logging on to Avaya Audio Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Chapter 2:
Viewing Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Participant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Viewing the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Sorting the Participant List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Example 1: Sorting According to Muted Status. . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Example 2: Sorting According to Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Printing the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Saving the Participant List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Editing Participant Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
Viewing Details Associated with the Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Modifying Participant List Page Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Chapter 3:
Managing Live Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Accessing the Avaya Audio Console. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Placing Participants on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Muting Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Returning a Participant to a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
Bringing a Participant into a Sub Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6

iv Avaya Audio Console User Guide
Returning a Participant from a Sub Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Dialing Out to a New Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8
Dialing Out to a Participant from a Dial List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Disconnecting a Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Locking and Unlocking the Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Recording Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Pausing Conference Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Stopping Conference Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13
Logging Off the Avaya Audio Console. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Selecting all Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Appendix A:
Troubleshooting Avaya Audio Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1
The Browser Screen is Flickering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . IX-1

v
Preface
This chapter describes the purpose of the Avaya Audio Console User Guide. It also
describes the intended audience and outlines the layout of the manual. Lastly, it lists
various ways of contacting Avaya.
Purpose
The Avaya Audio Console User Guide describes the Avaya Audio Console application for
the Avaya ACS 500/1100 platform. Avaya Audio Console is a Web-based application that
enables Moderators to graphically view and manage a display of unattended conferences.
Note: Moderators are conference organizers who have special DTMF privileges to
facilitate their role as conference chairperson. Unattended conferences are
conferences which are not managed by Operators. Unattended conferences are
managed by Moderators.
Using the Avaya Audio Console, Moderators can dial out from conferences, mute and
place Participants on hold, disconnect Participants, place Participants in a sub
conference, enable lecture mode, lock conferences, and record conferences. This manual
describes the steps involved in each of these tasks.
The Avaya Audio Console User Guide is intended for conference Moderators. The manual
is aimed at a non-technical audience and requires no specialist background knowledge.
Related Information
Moderators can also access Avaya Audio Console usage information by clicking the
Online Help option available on the Avaya Audio Console interface. The Avaya Audio
Console Online Help describes the tasks involved in conference moderation. It also
contains descriptions of some of the specialist terminology.

vi Avaya Audio Console User Guide
Avaya Audio Console System Administrators can access administration information in the
Avaya Audio Console Customization Guide. The Avaya Audio Console Online Help also
describes the various customization tasks.
Organization
This manual is organized as follows:
Section Description
Chapter 1, "Introduction to Avaya Audio
Console"
This chapter introduces the Avaya Audio
Console application. It outlines the main
features and describes how to log on to
Avaya Audio Console.
Chapter 2, "Viewing Participants" This chapter describes the Avaya Audio
Console Participant List. It describes how to
view, sort, print, and save the Participant
List. It also describes how to edit Participant
details. Lastly, it describes how to modify the
Participant List page size.
Chapter 3, "Managing Live Conferences" This chapter describes how to manage live
conferences online using the Avaya Audio
Console. During conferences, Moderators
can dynamically dial out to Participants,
place Participants in a sub conference, mute
all (or selected) Participants, disconnect
Participants, lock a conference, manage
recording, and so on. This chapter
describes each of these tasks.

1-1
Chapter 1
Introduction to Avaya Audio Console
This chapter introduces the Avaya Audio Console application. It outlines the main features
and describes how to log on to Avaya Audio Console.
Avaya Audio Console
Avaya Audio Console is a Web-based application that enables Moderators to control
conferences in real time by displaying a visual representation of the conference.
Note: Operators use Avaya BridgeTalk to coordinate conferences. Avaya BridgeTalk is a
comprehensive conference management tool. Using this tool, Operators can
manage large numbers of conferences and initiate features such as polling and
Q&A.
Logging on to Avaya Audio Console
Note: For the Standalone Avaya Audio Console, use the following URL:
http://<myserver>/console/console-login
The Avaya Audio Console Log On screen contains various parameters
determined by Logon Type configuration. For more information, see the Avaya
Audio Console Customization Guide.
Note: The Avaya Audio Console Log On URL and log on information (such as
conference codes or conference references) are available from Service Providers.

1-2 Avaya Audio Console User Guide
Moderators log on to Avaya Audio Console via the Avaya Web Portal application.
1. Enter the Avaya Web Portal Log On URL.
The Log On screen is displayed.
2. Enter your account name in the Account Name field.
This field accepts a maximum of 20 characters.
3. Enter a valid password in the Password field.
Log on fields are configurable. Your log on parameters may differ from those
displayed.
4. Click Login.
The Avaya Web Portal opens.
Main Information Panel
Lefthand Menu

Introduction to Avaya Audio Console 1-3
The Avaya Web Portal screen consists of a main information panel and a lefthand
menu.
The main information panel displays a list of scheduled conferences and a number of
Search fields. Moderators can search for conferences using a number of search
criteria.
The lefthand menu consists of a number of Web Portal options. Using these options,
Moderators can book conferences, manager their address book, access online help,
and so on.
To access the Avaya Audio Console, Moderators can click the Console button
associated with the conference. The Console button is displayed when the
conference is in progress. Before the conference opens, a Delete button is displayed.
When Moderators click the Console button, the Avaya Audio Console screen is
displayed.
The Avaya Audio Console screen consists of a main information panel and a lefthand
menu.
The main information panel has a single tab: Participant List.
The lefthand menu contains two options: Log Out and Help. Moderators can exit
Avaya Audio Console by clicking the Log Out option. Moderators can access online
help by clicking the Help option.
If Pop-up Blocker (also known as Pop-up Killer or Pop-up Stopper) software is
installed on the PC, ensure that it is removed or disabled. The Avaya Audio Console
launches a pop-up dialog, namely, the Avaya Audio Console main page.
Note: If log on is unsuccessful due to invalid conference details, an error message may
be displayed.
Console button
Conference in progress
Delete button
Conference not yet started

1-4 Avaya Audio Console User Guide

2-1
Chapter 2
Viewing Participants
This chapter describes the Avaya Audio Console Participant List. It describes how to view,
sort, print, and save the Participant List. It also describes how to edit Participant details.
Lastly, it describes how to modify the Participant List page size.
The Participant List is a visual display that shows each conference Participant, along with
their current status, their name, their company, their phone number, and a comment. The
Participant List enables Moderators to view a graphical display of the conference.
Moderators can sort the Participant List using a number of sort criteria, such as status,
name, phone number, and company. Moderators can also print and save the Participant
List as a .CSV file.
Note: .CSV files can be imported to another application, such as Microsoft Excel™.
Moderators can edit the name, phone number, company, and comment associated with
each Participant. All changes are implemented in real time.
Moderators can also modify the size of the Participant List page. The number of
Participants displayed on each page can be extended or reduced. Multiple pages can be
accessed by clicking on the page number at the base of the Participant List.
Participant List
The Participant List is a visual display that shows the details of each conference
Participant. These details are current status, name, company, phone number, and other
optional information. Moderators can print the Participant List or save it as a comma
separated value (.CSV) file. The Participant List also displays a lock symbol, which
indicates whether the conference is locked or unlocked. If a conference is locked, no
additional Participants can join.
Moderators can also use the Participant List to view more details about the current
conference. These details include the lock status, the recording status and the number of
Participants. Moderators can also adjust the displayed page size to ensure that it is
optimized for the current number of Participants.

2-2 Avaya Audio Console User Guide
Viewing the Participant List
The Participant List is displayed when a Moderator logs on to Avaya Audio Console. For
more information on logging on to Avaya Audio Console, see “Logging on to Avaya Audio
Console” on page 1-1.
The Participant List is displayed as follows:
Figure 2-1: Participant List
Sorting the Participant List
The Participant List can be sorted according to a number of sort criteria.
The sort criteria are as follows:
•Status
•Name
• Phone
• Company
•Other
Caller Icon
Print Icon
Save Icon

Viewing Participants 2-3
The Participant List can be sorted in ascending or descending order.
With regard to the Status sort criteria, the Participant List can be sorted according to one
of the following status categories:
•Muted
• Moderator
• Log in time
The Muted category sorts the callers according to whether they are muted or unmuted
(listen mode and talk mode).
The Moderator category sorts the callers according to whether they are Moderators or
Participants.
The Log in time category sorts the callers according to the time they logged in to Avaya
Audio Console.
As with other sort criteria, the Participant List can be sorted according to status in
ascending or descending order.
Example 1: Sorting According to Muted Status
1. On the Participant List screen, click Status.
The “By Muted, By Moderator, By Log in Time” pop-up list is displayed.
2. Select By Muted.
The “Ascending, Descending” pop-up list is displayed.
3. If you wish to list the Participants in ascending order, click Ascending. In ascending
order, unmuted Participants are displayed before muted Participants. If you wish to list
the Participants in descending order, click Descending.
The Participant List is updated.
Example 2: Sorting According to Name
• To sort the Participant List in ascending order, click Name. In ascending order, names
are listed from A to Z.
• To sort the Participant List in descending order, click Name again. In descending
order, names are listed from Z to A.

2-4 Avaya Audio Console User Guide
Printing the Participant List
1. Click the Print icon on the Participant List screen.
The Print dialog is displayed.
2. Click Print.
The Participant List is printed.
Saving the Participant List
1. Click the Save icon on the Participant List screen.
The File Download dialog is displayed.
Figure 2-2: File Download Dialog
2. Click Save.
The Save As dialog is displayed.
Figure 2-3: Save As Dialog
3. Select an appropriate folder in which to save the file.
The default file name is CV_Part_MODERATOR_CODE[List number].csv.
For example, CV_Part_123456[1].csv and CV_Part_123456[2].csv.
4. Click Save.

Viewing Participants 2-5
The Download complete dialog is displayed.
Figure 2-4: Download Complete Dialog
5. Click Close to close the dialog or click Open to view the saved Participant List.
The Participant List is saved as a .CSV file.
Editing Participant Details
Moderators in Interactive mode can edit a number of details associated with conference
Participants. These are:
•Name
• Phone number
• Company name
•Other
To edit Participant details:
1. Click the Participant icon associated with the Participant whose details you wish to
update.
The Edit pop up dialog is displayed.
2. Click Edit.

2-6 Avaya Audio Console User Guide
The Participant Details dialog is displayed.
Figure 2-5: Participant Details Dialog
3. Change the content of the fields as required.
4. Click Edit.
The updated Participant List is displayed.
Viewing Details Associated with the Conference
A number of details associated with the current conference can be viewed. These are:
• Lock State
• Recording State
• Number of Participants Displayed per Page
Note: In addition, the total number of conference Participants is displayed on the main
Participant List screen.
To view conference details:
1. Click Details on the main Participant List screen.

Viewing Participants 2-7
The Conference Details dialog is displayed.
Figure 2-6: Conference Details Dialog
2. Close the dialog to return to the Participant List screen.
The Participant List screen is displayed.
Modifying Participant List Page Size
Moderators can extend or reduce the number of Participants displayed on each page. If
there are multiple pages, they can be accessed by clicking on the page number at the
base of the Participant List.
To modify the Participant List page size:
1. Click Details on the main Participant List screen.
The Conference Details dialog is displayed.
Figure 2-7: Conference Details Dialog
2. Enter the number of Participants you wish to display on each page in the Participant
List Page Size field.
3. Click Set Page Size.
The updated Participant List is displayed.

2-8 Avaya Audio Console User Guide

Managing Live Conferences 3-1
Chapter 3
Managing Live Conferences
This chapter describes how to manage live conferences online using the Avaya Audio
Console. During conferences, Moderators can dynamically dial out to Participants, place
Participants in a sub conference, mute all (or selected) Participants, disconnect
Participants, lock a conference, manage recording, and so on. This chapter describes
each of these tasks.
A Moderator can manage an audio conference using a dual tone multi frequency (DTMF)
enabled telephone. They can also manage an audio conference using the Avaya Audio
Console.
Once a conference is in progress, the Avaya Audio Console displays a representation of
each Participant and their current status. A Moderator can manage the conference by
using the online controls to act upon individual Participants and the entire conference.
Moderators can also edit the personal details associated with any Participant by
double-clicking on their Participant icon. Personal details include name and job role.
Note: Online help is available on the Avaya Audio Console interface. To access help,
click the Help icon. In addition, “rollover” help is available for each icon on the
Avaya Audio Console toolbar.
Accessing the Avaya Audio Console
When you log on to the Avaya Audio Console, a list of scheduled conferences is
displayed. If a conference is in progress, a Console button is displayed beside it. You can
also use the search functionality to display conferences. As soon as a conference opens,
a Console button is displayed beside it.
Note: The Console button is only available when a conference is in progress. Demand
conferences are considered to be always in progress. Use the Refresh button to
ensure that the most recent conference status values are displayed.

3-2 Avaya Audio Console User Guide
1. Click Console.
If the reservation has a simultaneous data conference, a dialog is displayed, which
offers the choice of opening a DataXchange conference with the Avaya Audio
Console or the Avaya Audio Console alone.1
2. Click OK beside the applicable option.
The conference is displayed in graphic form in the browser window.
Figure 3-1: Avaya Audio Console
1.Data Xchange is an optional extra. For more information on Data Xchange, see the Data
Xchange documentation.