User manual MACROMEDIA BREEZE 5 - MANAGER

Breeze Manager User Guide Trademarks 1 Step RoboPDF, ActiveEdit, ActiveTest, Authorware, Blue Sky Software, Blue Sky, Breeze, Breezo, Captivate, Central, ColdFusion, Contribute, Database Explorer, Director, Dreamweaver, Fireworks, Flash, FlashCast, FlashHelp, Flash Lite, FlashPaper, Flex, Flex Builder, Fontographer, FreeHand, Generator, HomeSite, JRun, MacRecorder, Macromedia, MXML, RoboEngine, RoboHelp, RoboInfo, RoboPDF, Roundtrip, Roundtrip HTML, Shockwave, SoundEdit, Studio MX, UltraDev, and WebHelp are either registered trademarks or trademarks of Macromedia, Inc. and may be registered in the United States or in other jurisdictions including internationally. Other product names, logos, designs, titles, words, or phrases mentioned within this publication may be trademarks, service marks, or trade names of Macromedia, Inc. or other entities and may be registered in certain jurisdictions including internationally. Third-Party Information This guide contains links to third-party websites that are not under the control of Macromedia, and Macromedia is not responsible for the content on any linked site. If you access a third-party website mentioned in this guide, then you do so at your own risk. Macromedia provides these links only as a convenience, and the inclusion of the link does not imply that Macromedia endorses or accepts any responsibility for the content on those third-party sites. Copyright © 2005 Macromedia, Inc. All rights reserved. This manual may not be copied, photocopied, reproduced, translated, or converted to any electronic or machine-readable form in whole or in part without written approval from Macromedia, Inc. Notwithstanding the foregoing, the owner or authorized user of a valid copy of the software with which this manual was provided may print out one copy of this manual from an electronic version of this manual for the sole purpose of such owner or authorized user learning to use such software, provided that no part of this manual may be printed out, reproduced, distributed, resold, or transmitted for any other purposes, including, without limitation, commercial purposes, such as selling copies of this documentation or providing paid-for support services. Acknowledgments Director: Erick Vera Project Management: Stephanie Gowin Writing: Alice Polesky, with additional writing by Mary Burger and Suzanne Smith Editing: Linda Adler, Geta Carlson, Evelyn Eldridge, Mary Kraemer, Noreen Maher, Anne Szabla, Lisa Stanziano Production and Editing Management: Patrice O'Neill Media Design and Production: Adam Barnett, Mario Reynoso, John Francis Second Edition: June, 2005 Macromedia, Inc. 601 Townsend St. San Francisco, CA 94103 CONTENTS INTRODUCTION: Using Breeze Manager ............................... 7 Breeze Manager users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Integration with learning management systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 What's new in Breeze Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Accessing Breeze Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 About Breeze documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Additional Macromedia resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 CHAPTER 1: Understanding the Workspace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 16 16 17 21 22 23 Breeze tab access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Breeze tab description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Home tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Breeze terms and concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Breeze icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Global Breeze Manager features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 2: About Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 29 29 31 32 33 About the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Types of files in the Content library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About Content library permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Structure of the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Content library activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 3: Working with Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 35 36 39 44 45 54 55 Navigating the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Searching the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing a Macromedia Breeze Presentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding new content to the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing content files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the Content Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Content reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 CHAPTER 4: About Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Accessing the Training library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 About Training library permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 AICC content for courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Viewing the Training Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Training tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 CHAPTER 5: Working with Courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Viewing course information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Creating a new course . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Managing courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Course reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 CHAPTER 6: Working with Training Curriculums . . . . . . . . . . . . . . . . . . . . . . . . . 81 About curriculum tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Creating a curriculum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Viewing and modifying curriculum information . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Adding items to a curriculum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Assigning prerequisites to an item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Assigning test-outs for an item or folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Removing items from a curriculum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Editing curriculum information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Specifying or editing completion requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Viewing curriculum status information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Managing enrollees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Sending notification to curriculum enrollees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Deleting a curriculum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 About curriculum reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 About setting and removing report filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Downloading curriculum reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 About the Training Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 CHAPTER 7: Managing the Training Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Structure of the Training library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Training library tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Navigating the Training library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Managing training files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 CHAPTER 8: About Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Accessing the Meetings library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 About meeting terminology and attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 About permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Meeting room templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Meeting tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 4 Contents CHAPTER 9: Working with Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 128 128 129 134 141 142 Getting information about a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Joining a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working with existing meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Meeting reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 10: Managing the Meetings Library . . . . . . . . . . . . . . . . . . . . . . . . . . 143 143 145 146 147 151 Structure of the Meetings library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Navigating the Meetings library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Searching the Meetings library archives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Moving and deleting meetings and meeting content . . . . . . . . . . . . . . . . . . . . . . Managing meeting folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 11: About Seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 159 160 160 162 163 163 About licensing for meetings and seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Accessing the Seminar library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About seminar terminology and attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . About permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Seminar room templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Seminar tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 12: Working with Seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 166 166 167 171 171 179 179 Obtaining information about a seminar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Joining a seminar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a seminar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working with existing seminars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing seminar information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Seminar reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 13: Managing the Seminar Library. . . . . . . . . . . . . . . . . . . . . . . . . . . 181 181 182 184 185 189 About the Seminar library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Navigating the Seminar library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Searching the Seminar library archives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Moving and deleting seminars and seminar content . . . . . . . . . . . . . . . . . . . . . . Managing seminar folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CHAPTER 14: About Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195 195 196 196 198 198 199 When to create events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Event life cycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Pre-event tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . In-event tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Post-Event Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Event tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Contents 5 CHAPTER 15: Working with Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201 Creating an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201 Previewing and modifying registration and event pages . . . . . . . . . . . . . . . . . . . . 210 Publishing events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Changing an existing event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Event follow-up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Event reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Joining events as a participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 CHAPTER 16: Managing the Event Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 Navigating the Event library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 Viewing information about an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 Moving an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Deleting an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Editing event information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225 Managing event participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226 Sending event invitations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229 Managing event folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230 CHAPTER 17: About Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235 Administration workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235 Account management activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 User management activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 CHAPTER 18: Managing the Breeze Account . . . . . . . . . . . . . . . . . . . . . . . . . . 237 About your organization's Breeze account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Editing Breeze account information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Customizing Breeze . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Viewing the Administration Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 Viewing your account reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 CHAPTER 19: Working with Users and Groups . . . . . . . . . . . . . . . . . . . . . . . . . 255 Breeze permissions architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255 Types of groups and group permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258 Library activities and their permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Customizing user profile fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Managing login and password parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Breeze account creation workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Working with LDAP-acquired users and groups . . . . . . . . . . . . . . . . . . . . . . . . . 276 Importing user and groups CSV files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276 Creating groups manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 Creating a new user manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Setting custom permissions for the Breeze libraries . . . . . . . . . . . . . . . . . . . . . . . 285 Changing and viewing information for existing users . . . . . . . . . . . . . . . . . . . . . 286 Viewing and changing information for existing groups . . . . . . . . . . . . . . . . . . . . 292 INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297 6 Contents INTRODUCTION Using Breeze Manager Breeze Manager is a web application that acts as an access and control point for all Macromedia Breeze applications. Breeze Manager allows you to set up and manage meetings, seminars, and training courses and curriculums, as well as manage content that can be shared through meetings, presentations, training courses, and events. In addition, the user management component of Breeze Manager enables you to set access permissions for both the users of this content and the content itself. Note: Not everyone can use all the Breeze Manager features. The features you can access depend on your Breeze configuration and your permissions. Breeze Manager users You use different features of Breeze Manager depending on your user needs. Breeze users are divided into the following groups: · · · · · · "Meeting Hosts" on page 7 "Authors" on page 8 "Training Managers" on page 8 "Seminar Hosts" on page 8 "Event Managers" on page 8 "Administrators" on page 8 Meeting Hosts This group includes administrative assistants, managers, and everyone in an organization who can create Breeze Meetings. You do not need Breeze Manager to attend such a meeting; all you need is the meeting URL. However, in many cases, you can enter a Breeze Meeting from Breeze Manager as well. For background information about meetings, see Chapter 8, "About Meetings," on page 119. For instructions on joining, creating, or modifying meetings, see Chapter 9, "Working with Meetings," on page 127. 7 Authors An author is anyone who uploads content to the Breeze server. Content can include files created in Breeze Presenter, Macromedia Captivate, or any other content uploaded to the Breeze Content library. For information on the types of files you can upload to Breeze, see "Types of files in the Content library" on page 29. For information on working with Macromedia Breeze Presenter, see Breeze Presenter User Guide. Once the file conversion is complete, see Chapter 3, "Working with Content," on page 35. This chapter explains how to work with content files. In addition, the chapter includes instructions for viewing presentations, since a completed presentation can be viewed from the Content library-- not only at the meeting, but any time thereafter--by those who have the proper permissions. Training Managers Breeze refers to trainers as "training managers." This group includes anyone developing courses and curriculums. If you are a trainer or course manager, see, Chapter 5, "Working with Courses," on page 63, Chapter 6, "Working with Training Curriculums," on page 81, and Chapter 7, "Managing the Training Library," on page 109. Seminar Hosts This group includes individuals who present seminars. A seminar is a special kind of meeting with its own attributes and licensing structure. For information on seminars, see Chapter 11, "About Seminars," on page 159. For instructions on creating and changing seminars, see Chapter 12, "Working with Seminars," on page 165; for information on managing seminar files, see Chapter 13, "Managing the Seminar Library," on page 181. Event Managers This group includes anyone who organizes events. An event can be any meeting, presentation, course, curriculum, or seminar that requires registration and generates reports with participant tracking information. For a description of events, see Chapter 14, "About Events," on page 195. For procedures on creating and managing events, see Chapter 15, "Working with Events," on page 201 and Chapter 16, "Managing the Event Library," on page 221. If your event also includes a presentation, see Chapter 3, "Working with Content," on page 35. Administrators This group consists of the users who manage the Breeze application for the entire organization. As such, administrators are responsible for customizing Breeze's appearance for their organization and managing all aspects of Breeze accounts. This includes performing any task that account and user management entails, such as creating custom user groups and assigning users to these, as well as to the Breeze built-in groups. If you are an administrator, see Chapter 17, "About Administration," on page 235, Chapter 18, "Managing the Breeze Account," on page 237, and Chapter 19, "Working with Users and Groups," on page 255. 8 Introduction: Using Breeze Manager Integration with learning management systems Enterprises can integrate Breeze content with their learning management systems (LMSs). Breeze supports the two standard LMS communication protocols: · Aviation Industry CBT Committee (AICC) with HTTP AICC Communication Protocol (HACP), versions 2.0 through 3.5 · Sharable Content Object Reference Model (SCORM), version 1.2 You can select the appropriate LMS communication protocol when you publish content in Breeze Presenter. For more details, see Breeze Presenter User Guide. System requirements To use Breeze Manager you need the following: · · · · An Internet connection One of the supported operating systems listed at www.macromedia.com/go/breeze_sysreqs One of the supported browsers listed at www.macromedia.com/go/breeze_sysreqs Macromedia Flash Player 6 (6.0.65) or later as a browser plug-in Note: Macromedia Flash Player is standard in most browsers. You can find out what version of Flash Player you have at the Test Macromedia Web Players page at www.macromedia.com/ software/flash/about/. · A sound card and speakers for listening to audio accompanying presentations or broadcasts by other meeting participants · (Optional) A microphone to broadcast audio to other meeting participants or record narration for Breeze Presentations · (Optional) A web camera to broadcast video to other meeting participants For complete Breeze system requirements and recommendations, see www.macromedia.com/go/ breeze_sysreqs. What's new in Breeze Manager Breeze Manager 5.0 not only provides new and improved functionality for all the current users; it also has new features and new functionality for new kinds of users. For information on these, see the following: · · · · · "New Breeze Manager tabs" on page 10 "General application additions and enhancements" on page 10 "New features for Breeze administrators" on page 11 "New features for Breeze authors" on page 11 "New features for Breeze trainers" on page 12 What's new in Breeze Manager 9 New Breeze Manager tabs There are four new tabs, each representing a new functionality, that have been added to the Breeze Manager interface: · Training tab. This tab replaces and incorporates all the features from the previous Courses tab, but also adds the ability to create and manage curriculums as well. See Chapter 6, "Working with Training Curriculums," on page 81. · Seminar Rooms tab. A seminar room is a type of meeting room that is used to hold large live events. See Chapter 11, "About Seminars," on page 159, Chapter 12, "Working with Seminars," on page 165, and Chapter 13, "Managing the Seminar Library," on page 181. · Event Management tab. An event can be any meeting, training, seminar, or presentation that requires registration and special reporting data. Since it is normally used to manage a large number of users at a time, the events functionality enables you to do bulk imports of large user lists via CSV (comma separated values) files. In addition, event reports include special features for participant data. See Chapter 14, "About Events," on page 195, Chapter 15, "Working with Events," on page 201, and Chapter 16, "Managing the Event Library," on page 221. · Administration tab. This tab combines the account administrator, reporting, and user management (the former Accounts, Reports, and Users tabs) functions used by Breeze administrators, with several new features and enhancements added. See "New features for Breeze administrators" on page 11, as well as Chapter 17, "About Administration," on page 235, Chapter 18, "Managing the Breeze Account," on page 237, and Chapter 19, "Working with Users and Groups," on page 255. In addition, the Reports tab has been removed because the reporting functionality has been moved into the individual tabs. Report functionality has been considerably enhanced; see "Reporting features" on page 10. General application additions and enhancements Breeze 5.0 has a new user interface, which makes Breeze Manager easier to use, and includes some additional features. For information about this, see Chapter 1, "Understanding the Workspace," on page 15. Reporting features All the Breeze Manager functionalities have increased reporting capabilities, including the ability to set report filters and download or print reports. A completely new reporting feature is the Dashboard. This feature provides a dashboard for each tab, with a graphical representation of statistical information relevant to the tab's function. Each Dashboard allows you to drill down to view more information on a specific item. List navigation Any list of user and group names that you use now has a Search button that enables you to locate a name in the list. You can also expand a group in a list to see the members, as well as select multiple names. 10 Introduction: Using Breeze Manager Custom URLs You can now create a custom URL for your meetings, training, events, presentations, or seminars that is easy to remember. This name is appended to the domain name of your server, and is created when you set up the meeting, training, event, or seminar, as explained in the relevant chapters of this guide. For information on custom URLs, see "Custom URLs" on page 24. Custom branding The branding functionality for Breeze has been enhanced so you can incorporate your organization's identity throughout Breeze. You can apply color schemes and logos to your pages, including login pages and Breeze Manager, Breeze Presentations, and Breeze Meeting pages. New features for Breeze administrators In addition to the features mentioned earlier, Breeze 5.0 now has enhanced and expanded both the user management and account management aspects of account administration. User management This Breeze release has improved the user interface to make user and group management easier. You can also now define managers and team members for Breeze users, as well as customize the attributes you want to include on user profiles. In addition, there are two new ways to add users and groups into Breeze. Both of these make user management much easier: · Administrators can now import users and groups into Breeze using CSV files. See "Importing user and groups CSV files" on page 276. · Breeze now supports Lightweight Directory Access Protocol (LDAP) synchronization. See "Working with LDAP-acquired users and groups" on page 276. Account management Breeze now enables policies for management of passwords and administrator password resets that are consistent with industry best practices. These policies are enforced across the Breeze applications and allow administrators to align Breeze with their existing security policies. For details, see Chapter 18, "Managing the Breeze Account," on page 237. New features for Breeze authors You can now upload web pages, Captivate files, and other new file types to the Content library. In addition, there is a new interface for viewing presentations. For details, see Chapter 3, "Working with Content," on page 35. What's new in Breeze Manager 11 New features for Breeze trainers Breeze training now includes the new curriculum functionality. With it, you can group courses and add Breeze content, presentations, events, meetings, and courses, as well as learning content external to Breeze, such as classroom training and required reading. You can also define prerequisites for a curriculum, and you can design your program so that users can "test out" of certain subjects by proving mastery in related subjects. As users complete items in the curriculum, you can track their progress and generate reports, thereby ensuring that the curriculum meets the learning objectives. For details, see Chapter 4, "About Training," on page 57. Accessing Breeze Manager Every Breeze user receives an organization-specific Breeze Manager URL, along with a Breeze user name and a modifiable password, in an e-mail sent out by their organization's Breeze administrator. You access Breeze Manager by typing this Breeze Manager URL in a browser window, and then logging in to Breeze, as described below. Note: If you have Macromedia Breeze Presenter or Macromedia Captivate installed, you can also use the Publish option to upload content to the Content library. For more details, see the Breeze Presenter User Guide. To access Breeze Manager: 1. In a browser window, enter the URL provided by your Breeze administrator or included in the Welcome email. 2. On the Login page, enter your Breeze user name and password. 3. Click the Submit button. Breeze Manager appears. For a description of the Breeze Manager user interface, see Chapter 1, "Understanding the Workspace," on page 15. About Breeze documentation In addition to the Breeze Manager User Guide, Breeze user documentation consists of the following guides: Breeze Meeting User Guide for Hosts and Presenters/Participants This guide is for participants and presenters in a Breeze Meeting. There are two versions: Breeze Meeting User Guide for Hosts and Presenters and Breeze Meeting User Guide for Participants. You can access these guides from within a Breeze meeting by selecting Meeting > Help. Breeze Presenter User Guide This guide is for Breeze users who use the Breeze PowerPoint plug-in, Breeze Presenter. It provides for installing the program, creating presentations, designing the look of presentations, adding audio, including quizzes, publishing to the Breeze server, and working with presentations in Breeze. You can access this guide by clicking Help from the Breeze menu in PowerPoint. 12 Introduction: Using Breeze Manager Additional Macromedia resources More information is available from the following websites: Breeze Resource Center The Breeze Resource Center is updated regularly with tutorials, simulations, best-practices information, and links to procedures. Check the website at www.macromedia.com/resources/breeze. Breeze Product Center The Breeze Product Center is updated regularly with the latest information on Breeze, including FAQs, white papers, testimonials, and tips. Check the website often for the latest news on Breeze at www.macromedia.com/software/breeze. Breeze Support Center The Breeze Support Center contains the latest support information, including TechNotes, Breeze presentation tutorials, and support program details. Check the website often for the latest Breeze support information at www.macromedia.com/support/breeze. The Breeze Developer Center provides information for Breeze developers on extending Breeze and developing Breeze applications, at www.macromedia.com/ devnet/breeze. Breeze Developer Center Additional Macromedia resources 13 14 Introduction: Using Breeze Manager CHAPTER 1 Understanding the Workspace The Macromedia Breeze Manager is the web application that enables users to manage content and create meetings, events, courses, and much more. The full Breeze Manager application user interface consists of seven tabs (also called pages), each associated with a particular function and application, as the following illustration shows. This chapter describes the tabs, and also explains some features and concepts that are common across Breeze. 15 Breeze tab access You might not see all seven tabs on your own interface. This is because your organization has not purchased the applications associated with particular tabs. If your organization has purchased a specific Breeze application, it is visible in your Breeze Manager window, but you might get an error message when you click on the tab to access it. If this happens, it means that you were not assigned access privileges for this application. Breeze is a permissions-based system, so you cannot access applications for which you do not have permission, although these applications are available to other Breeze users in your organization. The same is true for any file or folder that you cannot access. For example, although you can access your own folder on a specific tab, you might get an error message if you try to access one for which you do not have permissions. A user gains access to a tab when an administrator assigns the user to a built-in group that has permission to access the tab. For a description of built-in groups, see "Built-in groups" on page 259. Breeze tab description The tabs and their associated applications are: · Home tab, the only tab accessible to all Breeze Manager users. It enables users to perform various tasks related to their specific Breeze account. This chapter describes the Home tab in detail. See "Home tab" on page 17. · Content tab, for users to manage content that can be used for presentations, training, meetings, and seminars. The Content tab contains the Content library, a set of Content folders and files. In Breeze, users who create content are called authors. However, the Content tab is available for all users with appropriate access permissions. For information about working with content and the Content library, see Chapter 2, "About Content," on page 29 and Chapter 3, "Working with Content," on page 35. · Training tab, associated with courses and curriculums. If you use this tab to create courses and curriculums, Breeze refers to you as a training manager. For information about the Training tab and everything you can use it for, see Chapter 4, "About Training," on page 57, Chapter 5, "Working with Courses," on page 63, Chapter 6, "Working with Training Curriculums," on page 81, and Chapter 7, "Managing the Training Library," on page 109. · Meetings tab, used to create and manage meetings. If you can create meetings that appear on this tab, you are a Breeze Meeting host. For information, see Chapter 8, "About Meetings," on page 119, Chapter 9, "Working with Meetings," on page 127, and Chapter 10, "Managing the Meetings Library," on page 143. · Seminar Rooms tab, used to create and manage seminars, a special type of Breeze Meeting with its own requirements. This tab is accessible to seminar hosts; for details, see Chapter 11, "About Seminars," on page 159, Chapter 12, "Working with Seminars," on page 165, and Chapter 13, "Managing the Seminar Library," on page 181. 16 Chapter 1: Understanding the Workspace · Event Management tab, associated with events, which can be any Breeze Meeting, training, presentation, or seminar that requires registration and special reporting requirements. Breeze event managers use the Event Management tab to create and manage events. For information, see Chapter 14, "About Events," on page 195, Chapter 15, "Working with Events," on page 201, and Chapter 16, "Managing the Event Library," on page 221. · Administration tab, a critical part of the Breeze Manager and visible to all users. However, the Administration tab is not accessible to anyone except the Breeze administrators, the users responsible for performing all of the tasks associated with Breeze account and user management functions. An administrator adds new users to Breeze, assigns permissions, customizes the look of the Breeze interface, and performs numerous other tasks. If you are an administrator, see Chapter 17, "About Administration," on page 235, Chapter 18, "Managing the Breeze Account," on page 237, and Chapter 19, "Working with Users and Groups," on page 255. Home tab No matter what functions you use Breeze for, if you have a Breeze account, the Home tab (also referred to as "Home page") is always accessible to you. It is the tab that is active as soon as you log in to Breeze (for the procedures on accessing Breeze, see "Using Breeze Manager" on page 7). You can think of this page as your base of operations. From here, you join any Breeze meetings or events for which you are scheduled, create any meetings or events for which you have permission, locate information and resources, and manage your Breeze account, as explained in this chapter. Home tab user listings and links Below the Breeze Manager tabs is a row of links, each of which directs you to a list with information that is relevant only to you. When you display one of these lists, you can often perform additional actions. For information on these actions, see the following sections: · · · · "My Training" on page 17 "My Scheduled Meetings" on page 18 "My Scheduled Events" on page 18 "Manager Reports" on page 18 My Training Clicking the My Training link displays a list of the training courses or curriculums in which you are enrolled. To get details about any item on the list, click the name in the list to view a profile specific to that course or curriculum. The same information is displayed in list form under Training I'm Enrolled In on the Home page. However, clicking My Training allows more of the list to be displayed and also contains My Completed Training, a link at the top of the page that you can click to see a list of training classes that you've completed. Alternatively, clicking the More link below the Training I'm Enrolled In list brings you to the same page that appears when you click the My Training link. Home tab 17 My Scheduled Meetings Clicking the My Scheduled Meetings link displays all of the current and expired Breeze Meetings in which you are involved; your involvement is shown in the Role column. Although your current and future meetings are also displayed in list form under My Scheduled Meetings, clicking My Scheduled Meetings also displays a list of expired meetings. Clicking the Enter link brings you into the meeting room, where you can join a live Breeze Meeting or view a presentation from a past meeting. Click the meeting name to display the meeting details and an Enter Meeting Room button so that you can join the meeting. In addition, you can click the More link below the My Scheduled Meetings list to view the same page that appears when you click the My Scheduled Meetings link. For information and instructions on both joining and creating meetings, see Chapter 8, "About Meetings," on page 119, Chapter 9, "Working with Meetings," on page 127, and Chapter 10, "Managing the Meetings Library," on page 143. My Scheduled Events Clicking the My Scheduled Events link displays a list of all the events for which you are registered, as well as all your expired events. Just as you can join a meeting at any time, you can view an event at any time, regardless of whether or not it has expired, click Enter. For more information on joining events, see Chapter 15, "Working with Events," on page 201. Manager Reports The Manager Reports link applies only to users who are managers. If you are a manager, you can click Manager Reports to display a list of all your direct reports. You can also select links to the training, meeting, and event reports for each of these individuals. From Manager Reports, you can click the link for a report type to see a list of all reports for this team member for this report type. You can then click the link for a given report to see the report information, and depending on the report you selected, you can click another link to see more specific information. In addition, if any of the users you manage also has subordinates, you can click the direct report's name to display a list of that person's direct reports and the corresponding training, meeting, and event reports for each of them. In this way, you can view reports for all of the people who report to you either directly or indirectly. 18 Chapter 1: Understanding the Workspace Home tab actions On the left side of the Home tab are two features that enable you to perform specific actions. Create The Create menu enables you to create new occurrences of those functions for which you have permission. For example, if you are a meeting host, the menu includes the New Meeting option. You can click New Meetings to start the Meeting wizard to create a new meeting. Training managers can use the Create menu to create a new course or curriculum. To use the Create feature, click the appropriate link below the Create label to start the wizard you want to use. Note: The Create menu displays create options only for those functions for which you have permissions. For example, if you are a training manager but not a meeting host, the New Meeting option does not appear in your Create menu. Learn The Learn menu has four links that are useful in learning Breeze: · Getting Started: A list of Breeze manuals, including this guide, as well as procedures targeted to specific audiences. · Breeze Manager Help: This guide, providing user information for the Breeze Manager web application. · Breeze Resource Center: The Breeze Resource Center site is updated regularly with tutorials, simulations, best-practices information, and links to procedures. · Breeze Documentation: The full set of documentation provided with Breeze 5, including information for administering, managing, and using Breeze applications. Persistent features A persistent feature is a feature that appears on every tab, so you can perform its associated function from anywhere within Breeze Manager, not only from the Home tab. Breeze Manager has four persistent features, located in the upper-right corner of the Manager window. The links for My Profile, Help, and Logout are to the left of your name, above the tab bar, and the Search Content input area is on the far right end of the tab bar. Home tab 19 My Profile Clicking the My Profile link displays information about your Breeze account, as well as two additional links, Change My Password and Edit My Preferences. User Information The information displayed may vary, depending on the information your Breeze administrator has defined for user profiles, but at the very least your first and last names, your login, and your e-mail address are listed. In addition, the following information also appears: · Audio conference settings, which is telephone access information (your moderator code and client ID) for dialing in to Breeze Meetings Note: The client ID is the customer identification number assigned by Premiere Conferencing. If your company uses another provider, this field has another name. · Your manager's name (if applicable) · Your team members' names (if applicable) Change My Password Click here to change your password. When you do, you are prompted once for your current password, and then twice for your new password. Edit My Preferences Click here to display a page that enables you to change your time zone and audio conference settings. Group Memberships Click here to display a list of all the groups to which you belong, including built-in groups. Organization Click here to display a page that displays your manager's name and the names of all of your team members, if applicable. Help Clicking Help displays this manual as a set of Help topics, each of which corresponds to a chapter. You can click any one of these topics to see more specific information within a given chapter. Logout Click this link to exit from Breeze Manager. When you do, the Breeze Manager login page appears. Close the login page to exit from the application. Search Content You can enter keywords at the Search Content link to search the Content library for presentations, as well as meeting and seminar archives. Note: The presentations themselves must be searchable for the Search feature to be operable. In addition, you must have permissions to view the content you are searching for. To use Search Content, enter a keyword and click Search Content. You can also click Search Content without entering a keyword to set the search parameters to refine your search. For detailed information and instructions about how to use this feature, see "Searching the Content library" on page 36. 20 Chapter 1: Understanding the Workspace