Video Meetings for SuperOffice

This article describe how to connect, configure, use and disconnect Google Meet

Pre-requisites

• Use CRM Online
• You need SuperOffice admin account during setup
• A Google account (Gmail or G Suite)

Index:

• How to connect to Google Meet video provider
• How to configure SuperOffice
• How to use Google Meet Video Meetings
• How to disconnect Google Meet video provider

How to connect to the video provider

Before you can use this feature, the administrator must first configure the Google Meet 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 the Google Meet provider.
5. You will be forwarded to the Google 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.

  Choose the "Video meetings" tab

  Click and choose the "Video meetings" tab.

   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 "Google Meet" provider to use for video meetings:

    Authentication

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.

After authentication and confirmation is completed, you'll be redirected back to SuperOffice Video Meetings settings

If it says "Logged in as xxx and connected to Google" under 'Configure settings',
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 Google Meet"

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:
  • have configured your email setup in 'SuperOffice Inbox' 
    or
  • if you use 'SuperOffice Mail Link' you need to set the preference under "Invitations": 'Add / update appointments in SuperOffice...'
    • This feature in currently not supported if you use 'Synchronizer for SuperOffice' - as they don't support this yet.

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 disconnect video provider

The administrator must first configure the Google Meet video meeting service in SuperOffice Settings and Maintenance.

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

To discinnect the Google Meet 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.
   

How to uninstall video provider

Uninstalling the Google Meetvideo meeting service:

1. Login to your Google account and navigate to Security
   
   
   
   
2. Click 'Manage third-pary access'
   
   
   
3. Find the SuperOffice VideoMeetings app in the list, click to open it
   
   
   
4. Click "Remove Access" 
   
5. Confirm remove access
   

Now you are able to start the configuration over.