Advanced Options for Scheduling Webex Meetings on mahec.webex.com

  1. Click on Show advanced options and then click on Audio connection options.
    1. Here you may disallow attendees to unmute themselves after you mute them.
    2. You may also enable mute upon entry for your attendees. This option can be very helpful in cutting down on background noise. A participant must manually unmute themself if they wish to speak.
    3. If you disallow attendees from unmuting themselves and enable mute upon entry, they will be unable to speak until you allow them. To allow an attendee to speak, click on the red microphone icon next to their name in the Participant Panel during the session.

      Note: Only the Webex Audio option supports Breakout Sessions. Webex Audio is the default option and allows users to Call-in and does not remove any PTSN functionality. 
  2. Next, expand the Scheduling Options menu.
    1. Cohosts: Do not check the “The first person to join…” option, unless you truly want the first person that joins the session to take on the Cohost role. Remember, all UConn Webex accounts are Host Accounts, this means the third option will make everyone a Cohost. This is most likely undesired.
    2. Automatic Recording: Select this option if you would like the meeting to be recorded as soon as the meeting commences. Whether you enable this or not, you can control the start and stop of the recording while in the meeting. If you stop the recording and then start again, it will create a separate video file. If you would not like it to create a second file, please use the Pause option instead of Stop.
      1. The recording can easily be trimmed if you wish to exclude the beginning or ending of your meeting. Learn more: Trimming Webex Recordings.
    3. It is not necessary to Exclude Password from the email. Including the password in the email is not a security violation. Those who click on the join link will see that the password field auto-populates. Only those who search for the Meeting by its Meeting Number will need the password. However, it is a good idea to always share the password in case the attendee’s browser tries to fill in a saved password instead.
    4. Breakout sessions: Here you may pre-assign your breakout sessions. Learn how to pre-assign breakout sessions in the breakout session guide: Webex Breakout Sessions
    5. Unlocked meetings: Your scheduled Meetings begin in an unlocked state (unlike your Personal Room). This setting dictates how easily guests can access your unlocked Meeting. A guest is anyone who is not currently signed into Webex with their NetID; this includes students who click on a Join link and are not currently signed in to webex.uconn.edu or the Desktop App. Do not disallow guests from joining the Meeting; a student who is not signed in will not understand why they are unable to join.
      Please choose Guests can join the meeting to ensure all your students are able to join; it is unlikely that all of your participants have created their UConn Webex account.
    6. You may allow participants to join before the meeting begins; this allows them to test their connection.
      Note: this option is only available when you are creating a recurring Meeting. If you would like to enable this feature but you are not creating a recurring Meeting, set the Meeting to Recur but end after 1 meeting.
    7. Registration: You can require registration if you wish. This requires invitees to register before the Meeting begins. The email invitations include registration instructions.
      1. Requiring Attendees to register will give you the chance to find out information about your attendees. You may ask for name, contact information, location, and job title among other things. If you enable Registration simply to learn more about your attendees, be sure to check Automatically accept all registration requests. View the last section on this page to learn how to manage your Registrants after you are down scheduling.
      2. Registration is available only if the meeting has a password, isn’t recurring, isn’t restricted to invited attendees only, and doesn’t have the Join before host option enabled. Attendees may still forward the meeting invitation to others or join using a name and email address that doesn’t match their registration.
      3. If you enable registration, you must enter the attendees addresses into the Attendees field. Doing so will send them an email with a link to register.
      4. If you send out the session join link by itself, those who click on it will bypass the registration. This is useful for latecomers or last minute additions.
      5. Click on Customize registration form to choose which questions you would like to be included. You may make them optional or required. Click on Preview Form to see how the form will look.
  3. The Email reminder will only go to you, attendees you added to the Attendees field above, and/or those who registered.
  4. Within Scheduling Options, there is Meeting options and Attendee privileges. The options within these menus may be left the way they are, but you may explore these options.
    1. In Meeting Options, you can disable the Chat.
    2. In Attendee Privileges, you can disallow the Participants from seeing the Participant list.
    3. Other options can be altered once you begin the Meeting. Learn more about in-meeting options here.
  5. Before we book this meeting, you will notice there are two options for saving.
    1. You may save these settings as a template if you plan on replicating this meeting while making minor changes.
    2. Click the “Schedule” button to finish your setup. Your meeting details will appear on the next page. You, as the scheduler, will receive an email confirmation with the meeting details.
      Note: if the button says Start instead of Schedule, that means the meeting is scheduled to begin at the current time. Go back to the top and set the correct time and date if needed

Annotate in Webex Meetings

Use text, lines, shapes, and color options from the Annotate toolbar to draw attention to things you want to point out on content that’s being shared.

You can annotate several things in your Webex meetings, for example, you can share your screen and annotate whatever is visible on it. You can also upload a document or add a whiteboard to the meeting to annotate with your meeting participants.

Before you can start annotating, you need to enable the Annotate toolbar. Choose one of the options below to enable your Annotate toolbar:

  • If you’re sharing your screen, go to the Controls panel at the top of your screen and click Annotate.
  • If you’re sharing a document or a whiteboard, but not your screen, click Annotate on the Controls panel on the left.

The Annotate toolbar appears on the left side of your Webex meeting. See the Annotate toolbar table below for a detailed list of your annotate options.

Share a Document to Annotate in Webex Meetings

1Click File > Open and Share.
2Navigate to the location of your file.
3Select the file and click Open.To change which page you’re viewing you can:Select the page you want to view by clicking on the page thumbnail.Select a page thumbnail then use the up and down arrows on your keyboard.Click the arrows above and below the current page number from the small toolbar on the left.Click the page number in the small toolbar on the left and enter the page you want.
4To stop sharing click the drop-down arrow next to the document name, then click the close button. If you’re sharing multiple documents, you must do this for each of them.

Allow Participants to annotate documents

1To allow all participants to annotate content, during the meeting, event, or training session, on the Participant menu, select Assign Privileges, select Participants, and check the Annotate check box.
2To allow a specific participant to annotate, in the Participants list, right-click the person’s name and select Allow to Annotate.

You can also use the annotate toggle  from the Annotate toolbar to enable or disable annotations for all meeting participants. If you click the right arrow, you can enable annotations for specific meeting participants.

Draw an Annotation

Hosts can annotate shared content. If you’re a participant and the host allows you to annotate shared content, you can draw on and add shapes to content that’s being shared too.

See the Annotate toolbar table below for details on all your available choices.
1To draw an annotation, select one of the options on the Annotate toolbar.
2Press the left mouse button and drag the mouse to draw. You can draw consecutive annotations.
 Make sure that your cursor is in draw mode and not move mode . For example, if you selected the square shape on the toolbar, move your cursor until it changes to the draw cursor .If you want to continue to draw directly on top of the annotation you just drew, hold down the Ctrl key in Windows (Command key on a Mac) to force the cursor into draw mode, press the left mouse button, and drag to draw.

Save an Annotated Whiteboard or Document

Follow these steps to save your content.

All unsaved documents and whiteboards will be lost once the meeting ends.
1Choose the whiteboard or document you want to save from the list.
2Click the Save  button from the Annotate toolbar on the left.
3Navigate to where you want to save the file.
4Name the file and choose a file type. Available file types are:Universal Communication Format (*.ucf)—choose if you want to reuse in a Webex meeting and continue annotating.Portable Document Format (*.pdf)—choose if you want to open in other applications, print, or share.
5Click Save.

Create and Share a Whiteboard During a Webex Meeting

1During a meeting, go to Share , scroll all the way to the bottom, choose New Whiteboard, and the new whiteboard is shared in the meeting. Multiple people can edit the whiteboard at the same time. Color  changes the marker color.
Eraser  turns the marker into an eraser to remove edits or click eraser  again to select Clear all and remove all edits. You can click undo  to restore the edits you just cleared.
Stickies  creates and adds stickies. You can add text, change the color, and move the stickies around your whiteboard.
Undo  removes your last edit. You can continue to click undo and remove each edit until you return to the last saved whiteboard. On a shared whiteboard, if someone selects Clear all, undo is unavailable. However, if you select Clear all and nobody else edits the whiteboard, you can click undo  to restore the edits. There’s no limit to the size of your whiteboard. Use the arrow keys on your keyboard to move around the whiteboard. You can use a mouse or a touchpad to zoom in or out on the whiteboard.
 You can share an existing whiteboard or annotation. Click All whiteboards , select a whiteboard or annotation, and then click  > Share in call
2When you’re finished, select Done.
3Click  to stop sharing your whiteboard.

Webex Meetings Roles

There are six roles within Webex Meetings, which are referenced below. 

  • Host Role:  The host is the person who schedules, starts and ends the session and or recordings of the session.  A host can also assign roles to other participants in the session.  The host role can be reassigned once in a live session. 
  • Cohost: Because the Cohost role provides privileges similar to the host role, Cohosts can help to improve meeting productivity. If the host is running late or can’t attend, a cohost can start and manage the meeting. Cohosts can also assist the host with meeting management, which is useful for larger meetings.
  • Presenter: Responsible for sharing and annotating presentations, whiteboards, documents, and applications in a meeting.
  • Note Taker: A single note taker can publish notes at any time during the meeting or can send a meeting transcript to all participants.
  • Closed Captionist: Responsible for publishing captions in real time during the meeting and can send a transcript containing the captions to all participants.
  • Attendee Role:  Any person attending the session who is not already identified as a Presenter, or host. Attendees are typically who the meeting information is being presented to.

Host and Co-host Roles and Privileges

When you are the host or co-host of a meeting on a Webex Board, Room or Desk device, there are extra privileges available to you. These options let the host and co-hosts manage certain aspects of the meeting.

Troubleshooting Webex Audio Problems

Connect to Audio Using Call Me in Webex Meetings and Webex Events

You can connect to the audio portion of a meeting or event by having Webex call you. This is handy when it might not be possible to use your computer for audio. You get the audio portion of the meeting through your mobile phone or land line and the content portion of the meeting through your computer.

Before a meeting

1After you’ve clicked Join in your email invitation, select the audio connection options.Audio connection options
2Select Call me at and enter or select a phone number, including the area code, that you want Webex to call you at.Enter the phone number
 To connect to audio easily the next time, save your phone number. Then, you can select the number instead of having to enter it. Select the arrow, select Manage my phone numbers, and then follow the instructions to save your phone number. By default, when the meeting calls you, you’ll be prompted to press 1 on your phone to connect to audio. You can check the Connect to audio without pressing 1 on my phone check box to connect to the meeting audio immediately after you answer the call from Webex. We recommend keeping this option unchecked to prevent disruptions to the meeting, such as the call going straight to voicemail.Connect to audio without pressing 1 on my phone check box
3After you click Join meeting, answer the call when your phone rings.If prompted, press 1 to connect to the meeting audio.

During a meeting

Click the Carat on the right of your Mute/Unmute Button, then select Switch Audio

Type in your number and press the Switch button.

Technology Request Process

Technology Governance Committee

  • Felicia Hipp
  • Cindy Ireland
  • Chris Jury

Submit a Request

When submitting a request, the following form parameters must be answered:

  • Describe the opportunity for improvement.
  • Are you aware of other departments that are having the same experience?
    • What other departments might benefit?
    • How many individuals would be affected?
    • Will this require changes to existing software?
    • Will this require workflow changes?
  • If implemented, what is the estimated savings?
  • If implemented, what are patient benefits?
  • Do you have a sense of the cost and budget?
  • Have you already looked at solutions?
    • If so, please list them.
  • Is this associated with a grant or other initiative?

Steering Committee Discussion

The requestor or department representative to present and include:

  • Scope
  • Sponsor
  • Impact & Benefits
  • Financial Assessment
  • Labor Assessment

Additional Discovery

  • Build versus Buy Assessment
    • Build – Time & Complexity
    • Buy – Cost, Staff, Consultants
  • Deeper Cost Discovery
  • Data Implications
  • Security Implications
  • Hardware & Maintenance Implications
  • Workflow & Training Assessment

Go or No Go

  • Organizational Feasibility
    • Disruption versus Value
    • Change Management Implications
    • Commitment
  • Recognized Benefit

Priority Assessment

  • Impact to Current Budget
  • Impact to Existing Projects
  • Resource Availability
    • Hardware
    • Informatics and/or Development Personnel
    • Clinical Department(s) Personnel
    • Security
    • Consultant(s)
    • Recurring Costs

Regular Updates to Steering Committee

  • Establish a Project Plan
    • Updates at Each Steering Committee Meeting
  • Successes
  • Challenges
  • Significant Changes Since Last Update
    • Cost
    • Time
    • Resources

Event Management Tools

The Event Management Tools (EMT) application allows you to:

  • View CASCE events
  • View and email event participants
  • View event resources
  • View event evaluations
  • View event certificates

To access EMT, login to the MAHEC Intranet with your MAHEC Active Directory (AD) credentials. These are the same credentials used to login to your MAHEC computer. 

In the top blue navigation bar, click on My Apps, then click on the EMT app.

If you do have EMT listed as an app, please contact the IT Help Desk as you are not part of the educ_regional_education permissions group.

EMT Dashboard

The EMT dashboard contains three panels:

  • Current Filters
  • Search All Events
  • Filtered Events

Filtering Events

By default, the Filtered Events panel shows events that completed within the last 2 weeks or will start within the next 2 weeks for all budget disciplines, event types, and event structures.

You can change which events display in the Filtered Events panel by clicking on the Change Filters button in the Current Filters panel.  Select the event start date range using the From Date and To Date fields.  Optionally select a Budget Discipline, an Event Type, or Event Structures to further filter which events will display.  Click the Apply button to save and apply the filter.  You will return to the dashboard and the Current Filters panel will show your selected filters, and the Filter Events panel will show events matching your selected filters.

Searching for Events

Use the Search All Events panel to search for an event by event # or event title.  If you want to view event 62616, type that number in the search box and click the search button.  If an event matching that event # is found, it will display in the search results.  If you want to search for all events where the title of the event contains the word opioid, type opioid in the search box and click the search button.  All events where the title contains the word opioid will be returned.

Event List

Both the Event Search Results or Filtered Events lists display enough information so that you can find a particular event in the list.  All the columns are sortable in ascending or descending order, and you can change which column is the sort column as well as the column sort order by clicking on a column header cell.

To view event details, click on the event # in the first column of a table row.

Event View

It is important to note that the event view is pulling event data from CASCE.  You do not add an event or event participants in EMT.  That is done in CASCE.  EMT simply allows you to view event and participant information without going to CASCE.  It also allows you to view event evaluations, but not add an event evaluation.  Evaluations are added by participants using the MyCE Area.

The top row of the event view shows the event #, event title, and the event start and end dates.  Clicking on the event title will open a new browser window/tab and display the event’s page in the MAHEC course catalog.

There are 4 tabs of information on the event view:

  • Details
  • Registrations
  • Registration Summary
  • Resources

Details Tab

The Details tab displays pertinent fields of information about the event, including status, event structure, if online registration is on or off, and whether online certificates are available.  You cannot change this information in EMT.  It must be changed in CASCE.

Registrations Tab

The Registrations tab displays a detailed list of event participants.  You can click the column headers to re-sort the list, or use the Keyword Search box to search for a particular participant in the list.  The Status column displays the participant’s attendance, the Method column displays how their registration was received, and the Date column displays the date the participant registered for the event.

Click the blue envelope icon next to a participant’s email address to send the participant an email.  Clicking this icon should open a new message in your email client (Outlook).  The participant’s email should be in the To field and the event title should be in the Subject field.

Registrations Summary Tab

The Registrations Summary tab shows a table grouping participants by registration method, with each method then grouped by attendance status.

Click the blue envelope icon next to the Attended column label to send an email to all participants who attended.  Clicking this icon will force a download of an .eml file.  Clicking the downloaded .eml file should open a new message in your email client (Outlook) with registration@mahec.net in the From and To fields, the event title in the Subject field, and all attended participant emails in the Bcc field.

Resources Tab

The Resources tab shows all files that are available for participants to download for the event.  It is important to note that participants cannot download resources 90 days after the event end date.  You do not add resources on this tab.  Instead, you add resources by accessing the handoutsSecure shared drive, and place resources in a folder named for the event #.  Clicking on a resource in the file list should download or open the resource in a new browser tab/window and is a good way to test the resource file is working properly.

Buttons

Above the 4 tabs on the event view are 4 buttons:

  • Preview Evaluation
  • Preview Certificate
  • Evaluation Results
  • Post Evaluation Results

Preview Evaluation

Click the Preview Evaluation button to view the evaluation for the event.  You can use this view to ensure that the evaluation looks appropriate and contains the correct objectives and presenters.  Note that you cannot submit an evaluation in EMT.  Click the event # in the top row to return to the event view.

Preview Certificate

Click the Preview Certificate button to view a sample event certificate.  The certificate will open in a new browser tab/window.  The participant’s name will always be Jane Doe, and all credits will display.  It is important to note that an actual participant’s certificate may not always contain all credits.  You can use this certificate preview to ensure that the certificate looks correct.

Evaluation Results

The Evaluation Results button will contain a badge circle denoting the number of evaluations completed.  Click this button to view evaluation results.

On the evaluation results view, click the Export to CSV button to export the evaluation results to a CSV file that can be opened with Excel.  Click the Event # in top row to return to the event view.

Post Evaluation Results

The Post Evaluation Results button will contain a badge circle denoting the number of 90-day post evaluations completed.  Click this button to view the 90-day post evaluation results.

On the 90-day evaluation results view, click the Event # in top row to return to the event view.

How to Change Clinical Module (AllScripts EHR) Security Profile Password

These instructions are to assist you with changing your Clinical Module (AllScripts EHR) Security Profile Password (this is needed for those providers that prescribe electronically using EPCS). **NOTE** Starting 9/5/20 the Security Profile Password must be at least 10 characters in length and contain characters from ALL of the following four categories:

  • English uppercase characters (A through Z)
  • English lowercase characters (a through z)
  • Numerical characters (0 through 9)
  • Special characters (for example, !, $, #, %)

A. Manage Security Profile:

  1. Go to Menu > Manage Security Profile.

B. New Password Link:

  1. Click the words “Click here to Create New Password”.

C. Create New Password:

  1. Enter your current EHR password.
  2. Enter and then re-enter your new Security Account Password following the criteria specified.
  3. Click OK. 

Note: You may be presented with the circling arrow for several seconds. This is normal as it processes the change in password.

D. Successful Change Notification:

  1. Click OK on the screen stating your password change was successful.

E. Close Window:

  1. Click OK on the main Security Account Information window to close it and return to Allscripts EHR.