Using WebEx Meeting

WebEx meeting is a synchronous collaboration service available for collaboration on the portal. WebEx provides a web-based online communication service that integrates voice, video, and data. It is provided by WebEx Communications, Inc.

This procedure describes how to use WebEx meeting with collaboration tools available on the portal. You can start a collaboration ad hoc (immediate) WebEx meeting or schedule a WebEx meeting appointment.

• You must have WebEx version 4.0, 5.0, or later
• Make sure that the WebEx APIs are activated for your WebEx account. For more information contact WebEx customer support.
• You must have a WebEx user account.
  Note

  If you are not currently a WebEx user, you can use the evaluation site http://sapportalseval.webex.com/,

You must map your WebEx user account name on the portal.

1. Choose Personalize

   The Detailed Navigation pane appears.

2. Choose User Mapping.

   The User Mapping pane appears.

3. Choose Logon Data for System → WebEx
4. Enter the user name and password for you WebEx account.
5. Choose Save.

Starting an Ad Hoc Meeting from CLP

1. To initiate an ad hoc WebEx meeting using the Collaboration Launch Pad (CLP), choose the Collaboration option on the portal.

   A CLP iView is displayed that prompts you with a list of users, and a pull-down menu of collaboration services available.

2. Select the names of those who will participate in the online meeting.
3. From the Collaboration pull-down menu, choose Start WebEx Session.

   The WebEx Meeting Manager window is displayed, and the online meeting begins.

Scheduling an Appointment from CLP

1. To initiate an WebEx scheduled appointment using the CLP, choose the Collaboration option on the top-left line of the portal.

   The CLP iView is displayed that prompts you with a list of contacts.

2. Select the names of those who will participate in the online meeting.
3. From the Collaboration context menu, choose Create Appointment.

   An iView window appears prompting you to enter the appointment details.

4. Specify the participants, the subject, location, start, and end.
5. Specify online meeting type, WebExMeetingCenter.
6. Add attachments, if required.
7. Choose Send to create the meeting.

   The WebEx meeting is scheduled and email is sent to all participants describing the appointment and the URL used to join the meeting.

8. At the time of the online meeting, start the meeting (as host) by selecting the URL in the portal appointment calendar.

   The WebEx Meeting Manager window is displayed, and the online meeting begins.

9. Participants join the meeting by selecting the URL in the portal appointment calendar, or in the email notification.

Scheduling an Appointment from a Collaboration Room

1. Enter the collaboration room by the following command path:
   1. Collaboration tab → Rooms
   2. Under Detailed Navigation, select Room Directory

      A list of rooms available to you is displayed.

   3. Select the link to your collaboration room

      The Welcome to Room…pane is displayed.

2. To initiate an WebEx scheduled appointment, select Calendar and Session under Detailed Navigation.

   The Calendar is displayed.

3. Select either the underlined number of the day on the calendar, or click Create Appointment.

   A window appears prompting you to enter the appointment details.

4. Specify the participants, the subject, location, start, and end.
5. Specify online meeting type, WebExMeetingCenter.
6. Add attachments, if required.
7. Choose Send  to create the meeting appointment.

   The WebEx meeting is scheduled and email is sent to all participants describing the appointment and the URL used to join the meeting.

8. At the appointed time of the online meeting, you (as host) start the meeting by selecting the URL in the portal appointment calendar.
9. Participants join the meeting by selecting the URL in the portal appointment calendar, or in the email notification.

An online WebEx meeting.

See also:

Create Appointment