Virtual Meeting Room (VMR) - VNOC Symphony · PDF fileBusiness Use Only Visit go/vmr Novartis Business Services Virtual Meeting Room (VMR) Global Video Conferencing Service User Manual

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NBS Information Technology

Virtual Meeting Room (VMR) Global Video Conferencing Service

User Manual | For Non-Novartis External Participants

Last Update: March 2018

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Table of Contents

Getting Started ....................................................................................................................................................... 1

Joining as a Participant .......................................................................................................................................... 2

Software Installation .............................................................................................................................................. 5

Best Practices VMR Meetings ............................................................................................................................... 9

Support .................................................................................................................................................................. 11

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Getting Started A Virtual Meeting Room (VMR) allows you to link different forms of video conferencing technology with both internal and external partners via video conference room, laptop, iPad or mobile phone.

Virtual Meeting Room – Video Conferencing Anywhere

STANDARD VIDEO CONFERENCE MEETING VMR CONFERENCE

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Joining as a Participant

Note Meetings will not begin until the host has joined the VMR session. All participants will be in queue for the meeting to start.

Participant | From External VC Rooms An External VC Room refers to any room, which is not within the Novartis Video Conference network.

Virtual Meeting Room connection is possible from any External videoconferencing room with dial-out functionality.

It is recommended to conduct a quick ‘connection test’ before your first meeting to test dial-out capability of the external VC room.

After ensuring dial-out functionality in the external VC room

• Access the dial menu of the VC system

• Dial the VMR Call ID in the format Call [email protected] e.g. 133412345@ join.novartis.com

• When prompted, enter 4 digit Participant passcode followed by #

Participant | From a web browser

Click the link in the meeting invite

Type your name, and click ‘Join Call’

Alternatively, you may follow the manual steps

• Visit join.novartis.com • Enter the 9 digit VMR Call ID • And 4 digit participant code, • Click Continue • Type your name, and click ‘Join Call’

Depending on the browser, you need to allow access to Camera and Microphone Note

Users of Internet Explorer, Safari or iPhone/iPad must install the Cisco Meeting client for VMR. Installation does not require admin rights on Novartis laptops. Learn more in Software Installation

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Participant | From iPhone or iPad The Cisco Meeting mobile application must be installed before connecting to VMR with in iPhone or iPad. The free app is available from Apple App Store download link for non-Novartis participants. If you are joining from iPhone or iPad for the first time, please refer to Software Installation

Click the link in the meeting invite

Type your name, and click ‘Join Call’

Tap the Open button

Tap OK to allow microphone access / camera

Alternatively, you may follow the manual steps

• Visit join.novartis.com • Enter the 9 digit VMR Call ID • And 4 digit participant code, • Click Continue

Type your name, and click ‘Join Call’

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Participant | Audio only In cases where a VMR participant is unable to join the meeting via a video capable device, a Audio Only connection may be used.

Specific instances where use of a Voice Only connection may be advisable include:

• When a meeting participant is traveling and cannot establish a stable Wi-Fi connection

• When a meeting participant is in a public location and use of video is not appropriate

• Where a participant experiences a technical issue that prevents them from connection with full

audio/video

Audio Only Dial-In numbers (direct bridge to VMR meeting audio).

The VMR invitation is configured for 1-click join on iOS devices.

• Czech Republic +42 022 529 6644

• Germany +49 911 2731 6666

• India +911 860 200 1146

• Ireland +35 315 339 927

• Switzerland +41 61 324 9961

• US, Toll Free +1 855 502 3851

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Software Installation The first time you attempt to join a VMR meeting, you may be prompted to install the Cisco Meeting client.

Installing the client provides more features and capabilities for your VMR meetings.

Installation does not require admin rights on Novartis laptops. The installation of the client is a one-time process.

The following connection methods will require software installation. Click the respective link below for installation steps:

• Internet Explorer • Safari • iPhone/iPad

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Internet Explorer Click Continue on this prompt to download the Meeting client

If the downloaded does not start automatically, click the Help link and then click Download app

Once the installation is completed, the Meeting client window will appear. Please close the window and return to the webpage Click the Help link again Click on Join call in app

Alternatively, return to the invitation and click the link to join the meeting in app automatically

If prompted , click Allow to grant access to camera and microphone.

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Safari Click Join Call Click Download app to download the Meeting

client

Double-click the installation file from the Downloads folder Drag the Acano icon to the applications folder to complete client installation Once the installation is complete, close the Installer

Click on Join call in app

If prompted , click Allow to grant access for camera and microphone.

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iPhone/iPad The Cisco Meeting mobile application must be installed before connecting to VMR with in iPhone or iPad.. Or via Apple App Store download link for non-Novartis participants.

After the app is installed, go to the VMR meeting invitation and click the Join from browser link.

Or, alternatively you may also visit join.novartis.com, and enter the VMR Call ID and passcode

Click on Open

If prompted, tap OK/Allow to grant the app access to camera, microphone and notifications, Without the necessary access, you may not be able to participate in the meeting.

From the call screen, the setting menu is in the upper right corner

You can mute/unmute audio, start chat conversation and access the keypad.

Note A Wi-Fi connection is strongly recommended. Connection over cellular data networks may result in significant data/roaming charges.

Mobile VMR results in accelerated battery drain; ensure you have a charger handy

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Best Practices VMR Meetings

• When setting up a VMR meeting with users who are not familiar with VMR, it is recommended to provide them the VMR user guide before the meeting.

• The recommended maximum number of participants for a VMR meeting is 25

• Every separate connection to the VMR session counts as an individual participant

VC room = 1 participant Desktop user = 1 participant Mobile user = 1 participant

• All remote participants must be using a high-quality headset for a good conferencing experience

• Using built-in computer speakers and microphone is not sufficient

• An inadequate audio device used by any meeting participant will negatively impact the audio experience for all meeting participants

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Joining from Host Novartis Participants

External Participant

Novartis VC Room External VC Room * Using web browser** Internet Explorer, Google Chrome, Firefox, Safari iPad, iPhone, mobile phone Voice only

*with dial-out capability **may require additional Software Installation

Best quality connection medium when not using a VC room

Connection Type

Desktop Client Web browser

Mobile Client *iPhone, iPad

Novartis wired connection Best N/A

Novartis Wi-Fi Better Better

Personal/home wired connection Better N/A

Personal/home network Wi-Fi Good Good

Public Wi-Fi Variable quality Variable quality

Wireless data (LTE recommended) * N/A Variable quality

Connect from

Video Conference room

Computer & Headset Mobile & Headset

Connect with Wired Internet Strong Wi-Fi Not Recommended *

* Connection over cellular data networks may result in significant data/roaming charges

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Support For any questions or issues with your Virtual Meeting Room.

• Email at [email protected]

Americas • Global Support Contact: +1 877 866 2966 • On-Site Support Contacts:

o Cambridge: +1 617 871 4357 o East Hanover: +1 862 778 8000 o Emeryville: +1 510 923 7666 o Sandoz US all sites: +1 303 438 4611 o Mexico all sites: +52 55 4162 1575

EMEA • Global Support Contact: *PREFIX* + 800-7007-0022

o Prefix 00 for: Belgium, Denmark, France, Germany, Greece, Hungary, Ireland, Italy, Netherlands, Norway, Poland, Portugal, South Africa, Spain, Sweden, Switzerland, United Kingdom

o Prefix 810 for Russia o Prefix 990 for Finland o Prefix 0011 for Austria

• On-Site Support Contacts: o Basel: +41 61 324 4444

APAC • China: 400 890 0426 • India: 800 100 4309 • Kazakhstan: 8 717 272 7326 • Philippines: 2759 9268 • Singapore: 3158 9200

• Global Support Contact: *PREFIX* + 800-7007-0022 o Prefix 00 for: Malaysia, Taiwan o Prefix 001 for Hong Kong