Video Meetings for SuperOffice

In this article

    This article describe how to connect, configure, use and disconnect Zoom

    Pre-requisites

    • Use CRM Online
    • You need SuperOffice admin account during setup
    • Zoom Pro account

    Index:

     

    How to connect to video provider

    Before you can use this feature, the administrator must first configure the Zoom video meeting service in SuperOffice Settings and Maintenance.

    1. Open SuperOffice "Settings and maintenance" (admin), and go to 'Preferences' section
    2. Choose the "Video meetings" tab
    3. Click the [Configure] button - to start the "Video meetings" configuration process. A new web browser window will open
    4. Select a provider. Choose the provider your company use for video meetings
    5. You will be forwarded to the providers' authentication portal to authenticate and validate your user and to confirm you allow to connect it to SuperOffice
    6. Verify configurations is active in SuperOffice

       Go to the 'Preferences' section

       Open SuperOffice "Settings and maintenance" (admin), and go to the 'Preferences' section.

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      Choose the "Video meetings" tab

      Click and choose the "Video meetings" tab.

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       Click [Configure] button

       Click the [Configure] button - to start the "Video meetings" configuration process.

    A new web browser window will open.

        Select a provider

       Choose the Zoom provider to use for video meetings:

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        Authenticate and authorize Zoom

      
    Click link "configure your video-provider" if needed:

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    You will be forwarded to the providers' authentication portal to authenticate and validate your user and to confirm you allow to connect it to SuperOffice.

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    Zoom has one additional configuration required: set your own random password and click [Save].

    If it says "Connected to Zoom. Logged in as xxx and connected to custxxxx", and password is filled under 'Set Configurations', you may close this browser window - to go back to SuperOffice "Settings and maintenance" to confirm the setup.

        Setup completed - Verify setup

       You'll now see the status of configuration towards your video meeting provider. Verify configurations is active in SuperOffice

    "Your SuperOffice installation is configured with the following meeting service Zoom"

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    You may now start using Video Meetings in SuperOffice​!

     

    How to configure SuperOffice

    To be able to send and receive e-mail invitations to video meetings (to/from external users), you must have configured your e-mail setup in SuperOffice CRM (user client) or use SuperOffice Mail Link:

    Configure SuperOffice to receive incoming Video Meetings

    • To be able to receive an invitation by email from external users, you must:

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    Configure SuperOffice for inviting others to Video Meetings

    • To be able to send an invitation by email to external users, you must:
      • have configured your email setup in 'SuperOffice inbox'.
        • To include the Video Meeting URL to appointment text automatically, update your invitation template with {burl} (new templatevariable for Video Meeting URL)
        • The Video Meeting URL will be added to field "Location", if field "Location" is left blank.
          or
      • have configured to use 'SuperOffice Mail Link
        • Video Meeting URL is added to appointment text automatically ("Join meeting: ...")
        • The Video Meeting URL will be added to field "Location", if field "Location" is left blank.

     

    How to use Video Meetings

    Create a video meeting

    You can easily set up a video meeting when creating a follow up (see Add follow-ups (appointments, tasks and phone calls)):

    1. Go to the Follow-up dialog (example: go to the diary and create a new appointment).
    2. Click  next to the meeting type (for instance Business meeting). The icon changes to  and a video meeting link is added.

      Note: The first time you select the video icon (), a new window will opens. Here you need to log in to authenticate your user in the video meeting service defined by your administrator.

    3. Complete the information in the dialog as described in The Dialog for follow-ups.

    If you have turned on e-mail invitations for the participants of the follow-up, an e-mail with a link to join the video meeting will be sent when the appointment is saved. In the diary, follow-ups with video meetings are displayed with the icon .

    Tip: Click  to copy the video meeting link. You can then paste the link in the description of the appointment or send to others via direct messaging.

    Join video meetings

    There are several ways in which you can join a video meeting in SuperOffice:

    • click Join meeting in the Follow-up dialog (appointment)
    • click Join meeting in the side panel
    • click a browser notification (only available if the Alarm option has been activated (see The Details tab)).

     

    Click here to download our Quick Start Guide – Video Meetings in SuperOffice​

     

     

    How to remove video-meetings configuration for users

    In video meetings configuration page it is possible to remove configuration for users. This can be done if the user experience difficulties with creating and starting video meetings:

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    If the user disconnect due to problems with authentication, they have to re-authenticate.

    Remove Video meeting configuration for the user

    There are 2 ways to remove video-meetings configuration for users;

    The user do it self-service

    The admin user does it for the user

     

    Self-service: remove video-meetings configuration

    How to use this functionality:  

    1. User clicks this url: https://meetings.superoffice.com/meet/DisconnectUser
    2. Then clicks "Confirm"
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    3. Once you have removed the configuration, the user will need to re-authenticate. This is done by creating a meeting in CRM diary and click on the video-icon. The user will then be asked to authenticate.

    Admin: remove video-meetings configuration for spesific user(s)

    How to use this functionality:  

    1. Open Users from SuperOffice Settings and Maintenance, and add column "ID" if not already there.
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    2. Find the ID (Associate ID) for the user(s) which you want to remove the Video meetings configuration for Take note of these IDs :
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    3. Open the Video Meetings configuration from SuperOffice Settings and Maintenance and click "Configure":

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    4. Open Manage Users from the Configuration page
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    5. In the list of associates, you can remove there configuration. .

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    6. Once you have removed the configuration, the user will need to re-authenticate. This is done by user creating a meeting in CRM diary and click on the video-icon. The user will then be asked to authenticate.

    How to disconnect video provider

    In the Video meetings tab you can disconnect the Zoom video meeting service.

    To disconnect the Zoom video meeting service:

    1. Click the Preferences button in the Navigator (  ).
    2. Select the Video meetings tab.
    3. Click the Configure button. A new tab opens.
    4. If a service provider has already been selected, you can click Disconnect
    5. A warning is displayed, click OK to continnue.
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    Now you are able to start the configuration over.

    How to uninstall video provider

    1. Uninstalling the Zoom video meeting service
    2. Login to your Zoom account and navigate to the Zoom Markedplace
    3. Search for SuperOffice CRM and click the app or navigate to your installed apps via Manage > Installed Apps.
    4. Click Uninstall next to SuperOffice CRM.
    5. Confirm the dialogue and click Uninstall.