Video Meetings for SuperOffice

In this article

    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 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.

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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 "Google Meet" provider to use for video meetings:

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        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.

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

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    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:

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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 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.
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    How to uninstall video provider

    Uninstalling the Google Meetvideo meeting service:

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