Managing ShoreTel Connect CLOUD Collaboration

Content

ShoreTel Connect CLOUD Collaboration enables users to access a dedicated conference bridge number that all participants can dial to join a conference call.

If you are a Decision Maker or Phone Manager, you can activate ShoreTel Connect CLOUD Collaboration for your account. You can enable ShoreTel Connect CLOUD Collaboration for users on your account and you can view and edit ShoreTel Connect CLOUD Collaboration settings from the ShoreTel Connect Portal.

NOTE: ShoreTel Connect CLOUD Collaboration is included in the Essentials, Standard, and Advanced CLOUD profile types. Users must have one of these profile types in order to use ShoreTel Connect CLOUD Collaboration.

The maximum number of participants allowed on a conference call is determined by the profile type of the conference initiator.

Profile Type

Maximum Conference Participants

Essentials

8

Standard

25

Advanced

100

Recorded Collaboration calls are available in the ShoreTel Connect client for 90 days. For longer-term storage of Collaboration calls, see Managing ShoreTel Connect CLOUD Archiving.

Activating ShoreTel Connect CLOUD Collaboration

When you activate ShoreTel Connect CLOUD Collaboration for your account, you select the default ShoreTel Connect CLOUD Collaboration settings for your account. You can change these settings at any time and you can select different settings for individual users.

  1. Log in to the ShoreTel Connect Portal.
  2. On the Phone System menu, click Add-On Features.
  3. To the right of ShoreTel Connect CLOUD Collaboration, click Activate.

    The Connect CLOUD Collaboration dialog box appears.

  4. Under General, in the Start conference when list, select the desired criteria for starting a conference.

    NOTE: All conferences end when the last participant leaves the conference. This setting is displayed in the End conference when field, but is not editable.

  5. Under Security, in the Outdial Prompt list, select one of the following:
    • Require Prompt - to require that participants press 1 to join an audio conference when auto-dialed from the conference bridge.
    • No Prompt - to join participants to audio conferences automatically when auto-dialed from the conference bridge.
  6. (Optional) To send an email notification of Conferencing activation, select the Yes, send email to check box, and then type the email address to send notification to in the field.
  7. Click OK to save the settings.
  8. When prompted, click Yes to confirm the purchase.

Viewing ShoreTel Connect CLOUD Collaboration Settings

The following information is displayed in the ShoreTel Connect CLOUD Collaboration Settings dialog:

To view ShoreTel Connect CLOUD Collaboration settings:

  1. Log in to the ShoreTel Connect Portal.
  2. On the Phone System menu, click Add-On Features.
  3. To the right of ShoreTel Connect CLOUD Collaboration, click Settings.

    The Connect CLOUD Collaboration dialog box appears.

Editing ShoreTel Connect CLOUD Collaboration Settings

You can edit the default ShoreTel Connect CLOUD Collaboration settings for your account. You can also select different settings for individual users. See Editing ShoreTel Connect CLOUD Collaboration Settings for a User for more information.

You can edit the following account settings for ShoreTel Connect CLOUD Collaboration:

Setting the Criteria for Starting Conferences

  1. Log in to the ShoreTel Connect Portal.
  2. On the Add-On Features page, to the right of ShoreTel Connect CLOUD Collaboration, click Settings.
  3. Under General, in the Start conference when list, select one of the following:
    • Host Joins - to start the conference only after the host joins the call.
    • Anyone joins and make everyone a presenter - to start the conference and allow every participant to present when any participant joins the call.
    • Anyone Joins - to start the conference when any participant joins the call.
  4. Click OK to save your changes.

Requiring a Prompt for Participants

  1. Log in to the ShoreTel Connect Portal.
  2. On the Add-On Features page, to the right of Connect CLOUD Collaboration, click Settings.
  3. Under Security, in the Outdial Prompt list, select Require Prompt.

    All participants will be required to press 1 to join a conference when auto-dialed from the conference bridge.

  4. Click OK to save your changes.

Sending Email Notifications

  1. Log in to the ShoreTel Connect Portal.
  2. On the Add-On Features page, to the right of Connect CLOUD Collaboration, click Settings.
  3. Next to Notify of changes, select the Yes, send email to check box, and then type the email address to send notification to in the field.
  4. Click OK to save your changes.

Managing ShoreTel Connect CLOUD Collaboration Users

You can manage ShoreTel Connect CLOUD Collaboration for users on your account in the following ways:

Viewing Users with Access to ShoreTel Connect CLOUD Collaboration

You can view a list of users that have ShoreTel Connect CLOUD Collaboration enabled. The following information is displayed on the ShoreTel Connect CLOUD Collaboration page:

To view users with access to ShoreTel Connect CLOUD Collaboration:

  1. Log in to the ShoreTel Connect Portal.
  2. Do one of the following:
    • On the Phone System menu, click Add-On Features, and then click Manage to the right of Connect CLOUD Collaboration.
    • On the Organization menu, under Add-On Features, click ShoreTel Connect CLOUD Collaboration.

      The ShoreTel Connect CLOUD Collaboration page is displayed.

  3. To filter the list, do one of the following:
    • Type your filter criteria in the search field on the toolbar.
    • Type your filter criteria under the appropriate column heading.
    • Select the desired criteria for starting a conference under the Start When column heading.
    • Select the desired criteria for ending a conference under the End When column heading.

Enabling ShoreTel Connect CLOUD Collaboration for a User

Once ShoreTel Connect CLOUD Collaboration is activated for your account, you can enable Conferencing for individual users within your organization.

NOTE: ShoreTel Connect CLOUD Collaboration is included in the Essentials, Standard, and Advanced CLOUD profile types. Users must have one of these profile types in order to use ShoreTel Connect CLOUD Collaboration.

  1. Log in to the ShoreTel Connect Portal.
  2. On the ShoreTel Connect CLOUD Collaboration page, click Add on the toolbar.

    The Add ShoreTel Connect CLOUD Collaboration Users dialog box appears.

  3. To search for a user, type the name, number, or extension of the user in the Name or Number/Extension field.
  4. Select the check box next to each user you want to enable ShoreTel Connect CLOUD Collaboration for.
  5. Click Next.
  6. In the Summary panel, verify the displayed information and then click Finish.
  7. When prompted, click Yes to confirm the purchase.

    NOTE: There is no additional cost for enabling ShoreTel Connect CLOUD Collaboration for a user. Pricing is determined by the profile type assigned to the user.

Editing ShoreTel Connect CLOUD Collaboration Settings for a User

You can edit the ShoreTel Connect CLOUD Collaboration settings for an individual user. These settings may differ from the default settings for your account.

You can edit the following settings for a ShoreTel Connect CLOUD Collaboration user:

To edit Conference settings for a user:

  1. Log in to the ShoreTel Connect Portal.
  2. On the ShoreTel Connect CLOUD Collaboration page, in the Name column, click the name of the user you want to edit settings for.

    The Edit Conference Settings dialog box appears.

  3. Under General, in the Description field, type an updated description for the conference bridge.
  4. Under Security, in the Start conference when list, select the desired criteria for starting a conference.
  5. Under Security, in the Outdial Prompt list, select one of the following:
    • Require Prompt - to require participants to press 1 to join a conference when auto-dialed from the conference bridge.
    • No Prompt - to join participants to audio conferences automatically when auto-dialed from the conference bridge.
  6. Next to Notify of changes, do the following:
    1. Select the Yes, send email to check box to send an email notification of the change to the affected user.
    2. In the and field, type additional email addresses to send notifications to.
  7. Click OK to save the changes and send any requested notification emails.

Disabling Conferencing for a User

  1. Log in to the ShoreTel Connect Portal.
  2. On the ShoreTel Connect CLOUD Collaboration page, right-click the user you want to disable Conferencing for and then click Disable ShoreTel Connect CLOUD Collaboration.
  3. When prompted, click Yes to confirm that you want to disable Conferencing for the selected user.

Related Articles

Using ShoreTel Connect CLOUD Collaboration
ShoreTel Collaboration for iOS
Managing ShoreTel Teamwork
Managing ShoreTel Connect CLOUD Call Recording
Editing Phone Settings
Swapping ShoreTel Connect Profile Types
Managing ShoreTel Connect CLOUD Archiving
ShoreTel Connect CLOUD Add On Feature Management
ShoreTel Connect Portal Documentation

ShoreTel Dates

Created Date 2016-08-12 - Modified Date 2017-06-19


Article: 000012090