Mediamanager User Guide

MediaManager User Guide

MediaManager allows you to create and edit events and archives of your meetings.

Start Here This section provides an overview of MediaManager, and includes a glossary of terms. This section includes the following topics:

What is MediaManager?

Getting Started in MediaManager

Glossary of MediaManager Terms

Home This section describes the MediaManager Home page, and describes each of its features in detail. This section includes the following topics:

Navigating the Home Page

Using the Search Feature in MediaManager

Events This section describes the Events tab in detail, and describes how to create and edit events and agendas. This section includes the following topics:

Navigating the Events Tab

Creating an Event

Recurring Event Setup

Editing an Event

Copying an Event

Modifying One Event in a Series

Starting and Stopping an Event

Deleting an Event

Preparing an Agenda

Loading an Agenda

Editing an Agenda

Publishing an Agenda

During the Meeting This section describes what to do during your meeting. It includes the following topics:

Starting the Meeting

Stopping the Meeting

Archives This section describes the Archives tab in detail, and explains how to create and edit archives, archive folders, and minutes. This section includes the following topics:

Navigating the Archive Interface

Creating a New Archive

Creating an Archive Folder

Deleting an Archive

Deleting an Archive Folder

Editing an Archive Folder

Opening an Archive Folder for Editing

Opening an Archive for Editing

Printing the Minutes

Publishing a Video

Publishing the Minutes

Swapping Videos between two selected Archives

Trimming a Video Clip

Using the Rich Text Toolbar

Publishing Points This section describes how to publish your meeting to the web as a live stream or an archived video. This section includes the following topics:

Creating a Publishing Point

eComments See eComment Administration and User Guide.

Closed Captioning This section describes how to add closed captioning to your meetings, improving accessibility for the hearing-impaired.

This feature is only supported for Government Transparency Suite users. Contact your Granicus Account Manager if you're interested in learning more. This section includes the following topics:

Managing Closed Captioning

Reports This section describes how to use the Reports tab in MediaManager to analyze your site's analytics.

Download a PDF of the MediaManager User Guide

Start Here

Overview

This section includes best practices for this user guide, the MediaManager interface, and general workflows.

How to Use This Guide

Congratulations on your new Granicus solution! Before you get started, take a moment to review the guide and look for the following things:

Tips for Success

These tips are a collection of best practices and shortcuts for your Granicus solution. These tips, though not mandatory, help you use your Granicus solution as efficiently as possible.

Notes and Warnings

Additional information is found in the form of Notes and Warnings. These callouts contain important information you should know in regards to your solution.

References

Your user guide contains reference materials such as images, tables, and a glossary. Please study these reference materials to enhance your knowledge of your Granicus solution.

Content

The steps within this guide explain how to use your solution the way it was designed. However, your solution’s interface or functionality may differ depending on your version of software or user guide.

Complete the tasks in this guide from beginning to end as they are written. Only follow any work- arounds as they have been assigned to you by Granicus staff.

Take the time to explore this user guide and your Granicus solution. The more you practice with your solution, the more efficient you’ll become!

What is MediaManager?

Overview

MediaManager allows you to improve your web presence by adding a centralized, up-to-date repository of public meeting information including meeting agendas, minutes, and on-demand video. All information is available through a portal that matches the look and feel of your existing website. Citizens can easily subscribe to RSS feeds and receive notifications when new content is published online.

To use MediaManager, you'll need a Windows-based PC and Internet Explorer 8 or higher.

Workflow

At its simplest level, the MediaManager workflow can be broken down into three stages:

1. Before the Meeting (Events)

2. During the Meeting

3. After the Meeting (Archives)

Before the meeting, you'll create events; upload an agenda; add attachments, notes, motions, and votes; and create publishing points for the display of your video and supporting documents.

During the meeting, your workflow will change depending on which suite and attached products you use. You can start and stop the meeting from within MediaManager. However, if you have the Legislative Management or Government Transparency suites, you'll be working in LiveManager.

After the meeting, you'll edit the archive created when the meeting runs, edit the minutes, and edit the video.

Getting Started in MediaManager

Signing In

To sign in to MediaManager, perform the following steps:

Note: Granicus recommends using Internet Explorer 8 or newer, and disabling Pop-up Blocker for your MediaManager site.

1. Enter http://(jurisdiction).granicus.com in your browser's address field. For example: http://sanfrancisco.granicus.com.

2. Confirm the Sign in screen appears.

3. Enter your Username and Password in the corresponding fields.

4. Click Sign In.

Signing in to MediaManager

After signing in, take a look around and then read through the following sections to familiarize yourself with MediaManager's features.

Forgot Your Password?

If you have forgotten your password, contact your MediaManager administrator or IT lead.

Requesting a New Account

If you are a new user and would like to request a new MediaManager account, contact your MediaManager administrator or IT lead.

Apps Menu

From the Apps menu, you can access all of the various Granicus cloud apps that your organization uses. Click the Apps menu and select the cloud application (for example, Boards and Commissions) you'd like to open.

The Apps Menu

Help Options

The Help Center Link is located in the top right corner of every screen. From this link, you can access the Granicus Help Center to see user guides, training videos and PDFs, frequently asked questions, and more. You can also contact our Customer Care team via an online form.

Help Center Link

You can also access MediaManager's contextual help options by expanding any of the Help Me With ... boxes and selecting the available links, which are available from almost every screen in the application. These links allow you to view help topics and FAQ articles that are directly relevant to the screen you're on.

Contextual Help Topics

The Search field is located on the top right of the screen. To search for an item, enter the keyword in the Search field, and press Enter on your keyboard.

The Search Field

Lists of all the Event, Archive, Content View, Group, and Template matches for the search are displayed. Double-click a search result to view the player page for the item. Select the Edit button to edit the item.

Search Results for "City"

User Drop-Down Menu

The User drop-down menu is located in the upper right-hand corner of every screen, right next to the Help & Training drop-down menu. From this menu, you can view your account information or sign out of MediaManager. Click your name to open it.

The User Drop-Down Menu

Signing Out

To sign out of MediaManager:

1. Click the User drop-down menu in the upper right corner of the screen.

2. Select Sign Out.

3. Confirm the sign out by clicking Yes at the confirmation screen.

Sign Out Policy

There are two session expirations for MediaManager sign ins: sliding and absolute. Sliding expiration means you will be signed out after a set period of inactivity. Activity is defined as any button click, media launch, or other function on a MediaManager page. Absolute expiration means you will have to sign back in after a certain time period, even if you’ve been active the entire time. Both forms of timeout are security measures to ensure unauthorized users won’t have unlimited access to your data if you accidentally forget to log out of MediaManager after a session.

Glossary

Term Definition

Archive The term Granicus uses to label the video recording of the meeting after it has been updated to MediaManager.

Citizen Participation Granicus product suite enabling citizens to be active contributors to the legislative process.

Encoder The server responsible for recording, streaming and transferring media files to Granicus’ cloud services (data center). In addition, it manages data captured during the meeting such as time stamps, notes, and motions/votes. Lastly, it serves as a data repository to other Granicus applications such as LiveManager and VoteCast. In short, the encoder is the nerve center for all Granicus related tasks that happen during a live event.

Event The term Granicus uses to define a recurring meeting type in MediaManager.

Government Transparency Granicus product suite used to easily publish content, link related documents, and provide keyword searches so your constituents have online access to public meetings and records.

Legislative Management Granicus product suite containing: encoding, storage and distribution, content management and publishing, and the software application Legistar.

LiveManager Software application that enables you to record and sync a video of your meeting with your minutes data.

MediaManager Software application used to set the properties of your agenda import and minutes export, manage upcoming events, and edit and publish your meeting video and timestamps.

Meeting Efficiency Granicus product suite used to create minutes, streamline your meetings, and publish minutes and supporting materials into a comprehensive public record.

Open Platform Granicus Product suite used to manage content and deliver rich media to citizens at a low cost.

Performance Accelerator Software module designed to support high volume streaming without straining bandwidth by becoming the central distribution point for all live and on-demand streams.

Player Template Preset design for the Video or Audio Player that the public uses to view your live meeting and associated meeting documents.

Video and/or audio recording of meeting or non-meeting Recording content.

View Page Website template used to display the video recording of your meeting.

Home

Overview

The Home page is the first screen you see when you sign in to MediaManager. You can also navigate to it from anywhere in the application by clicking the Home tab.

What is the Home Page?

The Home page includes system administration information, the status of your encoders, links to the ten nearest upcoming events, and the ten most recently added or uploading archives. Use the Home page as a jumping-off point to quickly and conveniently access the places in MediaManager where you are likely to be working.

Navigating the Home Page

After you sign in to MediaManager, the first screen displayed is the Home page. The Home page displays a list of upcoming events and a list of recently added or pending archives. A Show drop-down menu appears above the list and has the following options: Most Recent Archives and All Pending Archives. • Most Recent Archives is the default view and shows the last 10 created archives in any status. • All Pending Archives shows all archives in Pending status, and provides you with a task list of archives to work on. When viewing all pending archives, the number of archives displayed is not limited; the list includes all archives in Pending status, sorted by date.

The Home Page

You can do one or more of the following on the Home Page:

To... Do This...

Click the appropriate Actions button, and select Start Start recording an event Recording Now.

Click the appropriate Actions button, and select Edit Edit an event Event.

Click the appropriate Actions button, and select Copy Copy an event Event.

Click the appropriate Actions button, and select Delete an event Delete Event.

Using the Search Feature in MediaManager

The Search box is located on the top right of the screen. To search for an item, enter the keyword in the Search box, and press Enter on your keyboard.

Lists of all the Event, Archive, Content View, and Group matches for the search are displayed. Double- click a search result to view the item.

The Search engine looks through all meeting data contained in all public MediaManager Archives. The following items and fields are searched: • Agenda Items, Notes, Motions, Votes, Roll Calls • Keyword, Name, Description Fields • Suggested Action and Department Fields

The following are limitations in the current Search feature: • When searching partial words, you need to enter four characters or more. • The search engine does not read through any document attached to an item (Word, PDF, etc.).

Events

Overview

You use the Events tab before the meeting begins. You can create and edit events, load and edit your agenda, and adjust permissions for events.

What is an Event?

An event allows you to notify the public of an upcoming meeting on your view page, publish agendas before a meeting, and program your encoder to record/broadcast videos at a specific date and time. You may set up an event to occur only once, or set up a series of recurring events to repeat on a daily, weekly, monthly, or yearly basis. The event triggers a message to the encoder to record the meeting using the settings you have provided. When you record an event, an archive is created to manage the recorded content.

Still using MediaManager 4.2 with the old Events tab? Click here to see our Legacy Events documentation.

Navigating the Events Tab

The Events list is displayed when you click the Events tab in MediaManager.

The Events Tab

Events List

The Events list displays your events scheduled for the next 30 days from the selected date, which is the current date by default. The date and time is displayed for each event.

Previously “unscheduled” events are listed on the date they were last scheduled.

Notes: • A recurring event is indicated as follows:

• An event that is part of a series but is modified separately from the series is indicated as follows:

. To learn more about these types of events, see Modifying One Event in a Series.

• Click the name of an event to edit it.

Navigation Arrows

Click the back arrow to go back 30 days at a time and click the forward arrow to go forward 30 days at a time. Click the Go to Today link to return to the current date at any time.

Click a specific date in the calendar to display events for the next 30 days starting from that date. Select a different month or year, or click the arrows to navigate the calendar.

Search Bar

If you can't locate an event using the navigation arrows or the calendar, enter all or part of the event name in the Search bar, and press Enter or Return to view a list of matching events.

Actions Menu

For any event, click the Actions menu to select the Start Recording Now, Copy Event, Edit Event, and Delete Event options. See Starting and Stopping an Event, Copying an Event, Editing an Event, and Deleting an Event for more information.

Note: Government Transparency Suite clients will see the Start the Meeting in LiveManager option instead of the Start Recording Now option.

New Event Button

Click the orange New Event button above the calendar to create a new event. See Creating an Event for step-by-step instructions.

Note: Tasks performed before every meeting include preparing and loading an agenda, editing an agenda, and publishing the agenda.

Creating an Event

Important Note: It is possible to re-use an existing event rather than create a new one. To do so, you can edit or copy the event. For more information, see Editing an Event and Copying an Event.

1. On the Events tab, click the orange New Event button.

2. Confirm the New Event page opens:

4. Click in the Date & Time fields to select a date and time for the meeting. In the Date field, a calendar is displayed from which you can select a date. The date format is MM/DD/YYYY; for example, 09/21/2013. In the Time field, you can select a time from the drop-down list available. The time is in AM PM format in 15-minute increments. You can enter a different time in the format 07:00 AM or PM if necessary.

5. Click in the Duration field to select a duration for the event in the format hours:minutes:seconds. To ensure your recording doesn't cut short if the meeting overruns, we recommend adding one hour to the duration of the event (you can trim the file later if necessary). You cannot exceed 16 hours (16:00:00).

6. Click Edit to set the Recurrence Pattern for the meeting, if this is a meeting that occurs at the same time every (number of) days, weeks, months, or years. The default setting is Does Not Repeat (occurs only once). See Recurring Event Setup for more details.

7. (Optional) Do one or more of the following:

To Do This

Enter a description of the event Click Add Description

Enter keywords for the event Click Add Keywords

Click Add Location to enter the Event location in Enter the location of the event the Street Address, City, State, and Zip fields.

Note: These fields are usually used to add data to an agenda template for a meeting; you don't need to add anything unless requested by the Granicus Design team or your trainer.

8. Select the checkboxes associated with your desired Media Options:

To... Select This...

Select the Automatically Start Automatically start the encoder Recording checkbox. at the specified date and time Note: If you don't select this option, you must manually start the encoder.

Create an archive of the event Select the Record Event checkbox.

Select the Broadcast Event checkbox. Stream the event live Note: If Broadcast Event is not selected, the meeting will not show on the view page.

Stream the event live, and Select both the Record create an archive of the event Event and Broadcast Event checkboxes.

9. Select the Encoder, which is the server responsible for recording, streaming and transferring media files to Granicus’ cloud services (data center). It manages data captured during the meeting such as time stamps, notes, motions/votes, and serves as a data repository to other Granicus applications such as LiveManager and VoteCast. In short, the encoder is the nerve center for all Granicus-related tasks that happen during a live event.

10. Select the Player Template. The Player Template is a preset design for the Player Page that the public uses to view your live meeting and associated meeting documents.

11. Select the Agenda Template. The agenda template is a preset design for displaying the agenda on the web.

Note: Skip this step if you're an Open Platform Client.

12. Select the Archive Folder where recordings of the meetings will be stored after the meeting ends.

13. Select the Archive Status (after upload).

Status Description

Allows an internal user to view and edit the archive Pending and decide when to make it public

Public Allows citizens to view the archive after uploading

Prohibits citizens from accessing the archive after Not Public uploading

14. Select Views. ◦ Views Available displays the available View Pages for displaying the event. ◦ Views Assigned displays the chosen View Pages for displaying the event under the "Upcoming Events" section of the View Page.

15. Click Save.

Adding Attendees to an Event

Note: Adding attendees to an event is only supported for Meeting Efficiency clients.

Complete the following steps from the Events tab (or the Home page if this event is in your list of Upcoming Events on that page):

1. Click the name of an existing event.

2. Click the Agenda subtab.

3. Click Roll Call.

4. Enter the attendee name in the Add Attendee field.

5. Click Add.

6. Select the Voting checkbox for all voting members. Leave this blank for non-voting members. Note: Remember to update the attendee list whenever an election occurs.

Notes: • It isn't necessary to add a roll call line (by clicking Save Changes), especially if you don't want it to be displayed on your published agenda if you use a template. • If members of the meeting change for a particular meeting, you must edit the Roll Call. If the event is detached, your changes won't affect the series. See Attendees and Recurring Events below. • You may wish to record guests or other non-participating attendees by adding a Note rather than updating the Roll Call.

Attendees and Recurring Events

For recurring events, attendees are saved for the whole series, so you don’t have to set them up each time. However, when an occurrence becomes detached (e.g., you publish an agenda for one occurrence of the event), the series' attendee list is copied to the occurrence, and edits to the detached occurrence's attendee list apply only to that occurrence. If you want to apply edits to the whole series, you must edit the attendee list for an occurrence that is not detached. To learn more about detached events, see Modifying One Event in a Series.

Agendas in MediaManager

To access agendas, click the name of an event on the Events tab, then select the Agendas tab.

Tasks performed before every meeting include preparing and loading an agenda, editing an agenda, and publishing the agenda.

Preparing an Agenda in MediaManager

1. Open the agenda in Microsoft Word.

Note: When you upload an agenda into MediaManager, the document must be plain text. MediaManager does not read Microsoft Word documents because of the formatting. 2. Click the Office menu button. 3. Select Save As from the menu. 4. Select the location for saving the file. 5. Enter the File Name. 6. Select Plain Text from the Save as Type menu. 7. Click the Save button. 8. If prompted about format, click the OK button.

Saving a File as Plain Text

What's Next

Loading an Agenda

Loading an Agenda in MediaManager

Note: The data within the loaded agenda is used for generating and timestamping documents.

1. Click the Events tab > select an event.

2. Click the Edit button.

3. Click the Agenda subtab.

4. Click the orange Load Agenda Text File button.

Load Agenda Button

5. Click Browse and locate the agenda file in the Plain Text format. See Four Simple Rules for Creating Great Agenda Documents for help with formatting.

6. Select Replace Existing Agenda or Append to Existing Agenda.

◦ Replace Existing Agenda will replace the previously loaded agenda with the new agenda.

◦ Append to Existing Agenda will attach the new agenda to the existing agenda.

Note: Agendas attached to recurring events will be saved with the archive after the meeting records.

7. Click the green Load Agenda Text File button.

Load Event Agenda Page

8. Confirm the agenda content loads. If the upload is successful, you will see a message below the Load Agenda Text File button, and your agenda will appear in the bottom frame.

Agenda Loaded Successfully

Editing an Agenda in MediaManager

You can edit agenda items for misspellings, content, and order. You can also take roll call and add notes, motions, and votes to your agenda.

Before following any of the procedures below, open your event for editing by navigating to the Events tab and clicking the event you wish to edit.

Depending on your purchased suite, you may or may not be able to use this functionality in conjunction with your published agenda or minutes on the View page. The functionality discussed in this article is for Government Transparency and Meeting Efficiency clients. If you'd like to learn more about enabling these features on your agenda or minutes, contact your Granicus Account Manager.

Edit an Agenda Item Editing agenda items is only supported for Government Transparency clients. If you don't have the Government Transparency Suite, you are welcome to use this functionality for your own purposes, but these settings must be configured properly in order for changes to agenda items to appear on your agenda and minutes. Contact your Granicus Account Manager for more information or a demonstration.

Complete the following steps from the Events > Agenda subtab:

1. Click an agenda item once to select it.

2. Edit the Name/Subject field in the Edit Agenda Item pane.

3. Enter the Department/Office (Meeting Efficiency and Legislative Management clients only; otherwise, this can be left blank).

4. Enter the Suggested Action (Meeting Efficiency and Legislative Management clients only; otherwise, this can be left blank).

5. Click Save Changes to save the changes to the agenda.

Edit Agenda Item

Complete the following steps from the Events > Agenda subtab:

1. Select the agenda item you want to move.

2. Click the appropriate arrow to move it (left, right, up, or down).

Moving an Agenda Item (before and after)

Roll Call, Motions, Notes, and Votes

Roll Call, Motions, Notes, and Votes are only supported for Meeting Efficiency clients. If you don't have the Meeting Efficiency Suite, you are welcome to use this functionality for your own purposes, but these settings must be configured to appear on your agenda and minutes. Contact your Granicus Account Manager for more information or a demonstration.

Take Roll Call

Complete the following steps from the Events > Agenda subtab:

1. Select the agenda item on which you wish to record the roll call.

2. Click Roll Call.

Roll Call Button

3. Enter each attendee's name and click Add.

Note:Select absent or excused fromt the Status menu if the member is not present for the meeting.

Taking Roll Call

4. Clear the Voting checkbox for any non-voting members.

5. Click the arrows to reorder the list.

Reordering Attendees

6. Click Save Changes when you are finished taking roll call.

Add a Note to an Agenda

Complete the following steps from the Events > Agenda subtab:

1. Select the agenda item to which you want to attach a note.

2. Click Note.

The Note Button

3. Enter your note in the Note Body field.

4. Enter an Editor's Note if you want to enter a note that is only visible to MediaManager users.

5. Select the Private checkbox if you want to make your note visible only to yourself.

6. Click Save.

Adding a Note

7. Confirm your note is attached to the agenda.

Note Successfully Attached

Add a Motion to an Agenda

Complete the following steps from the Events > Agenda subtab:

1. Select the agenda item on which you'd like to add a motion.

The Motion Button

3. Select the Mover, Seconder (if required), and Action.

4. Enter the Motion Text.

5. Click Save.

Adding a Motion

6. Confirm the motion was successfully added to the agenda.

Motion Successfully Added

Take a Vote

Complete the following steps from the Events > Agenda subtab:

1. Select the motion on which you want to vote.

2. Click Vote.

The Vote Button

3. Select Yes, No, Abstain, Absent, or Recuse as each attendee casts his or her vote.

4. Select the Result of the vote:

• Auto Tally - Automatically tallies your votes, and passes on a majority

• Adopted - Use this for votes requiring super-majority, or anything other than a simple majority

• Declined - Use this if the vote failed by any other means than simple majority

5. Click Save.

Taking a Vote

6. Confirm that the vote was added to your agenda.

Vote Successfully Added

Adding Supporting Documents to an Agenda

This feature is only supported for Meeting Efficiency and Government Transparency clients. If you do not have either of these suites, skip to the next step. Contact your Granicus Account Manager for more information or a demonstration.

Complete the following steps from the Events tab > Agenda subtab:

1. Select an agenda item.

2. Click Document.

3. Name the file.

4. Click Browse.

5. Select the document to upload in the Choose File window.

Note: Supported file formats include DOC, DOCX, PPT, PPTX, and PDF; however, it is recommended that you attach your files as PDFs. File Size is limited to 100MB.

6. Click Open.

Adding a Document to an Agenda

7. Click Save.

Note: You must name the Document and upload a file to enable the Save button. It will be grayed out until these two steps are completed.

8. Confirm the document loads in the agenda.

Deleting an Agenda Item

1. On the Agenda tab, select the agenda item you want to delete.

2. Click Delete Item. The following confirmation message is displayed:

3. If necessary, select the Please delete sub-items as well checkbox.

4. Click Yes, delete item(s).

Publishing an Agenda

Note: If an event is part of a recurring series of events, publishing an agenda for an event detaches the event from that series. To learn more about detached events, see Modifying One Event in a Series.

You have the option of using several different file sources for your agenda. Complete the following steps from the Events tab > Agenda subtab after preparing, loading, and editing your agenda: 1. (Optional) Edit the Agenda Title. 2. Do one of the following:

To Do This

Keep your agenda private Select Do not publish an agenda

Publish the agenda with the Granicus agenda Select Publish agenda data using the assigned template template

Upload an agenda as a document (Word, PDF etc) Select Publish a PDF or other file

Create a link to an existing agenda elsewhere on Select Link to a web page, and paste the hyperlink your website into this field

3. Click Save Changes. 4. Click View Agenda to confirm your agenda is correct.

5. When you publish an agenda for an event that is part of a recurring series of events, the event becomes detached from the series, and the following icon is displayed beside the event name on the Events list:

. To learn more about detached events, see Modifying One Event in a Series.

Canceling an Event

When you cancel an event, you will need to determine whether or not you still want it to show on your view page. You must also consider whether or not it's part of a recurring series.

If you want the canceled event to still display on your view page: 1. Edit the event. If the event is a part of a recurring series, make sure to edit the specific date that has been canceled. 2. Update the event title to say "Canceled" or whatever exact phrasing you prefer. 3. Deselect the Record Event checkbox so that an archive is not created. 4. Leave Broadcast Event checked in order for the event to show up on your view page 5. Save your changes:

◦ If the event is part of a recurring series, select Update only this one occurrence.

◦ If the event is part of a recurring series, there is no need to turn off recurrence.

If you don't want the canceled event to display on your view page:

We recommend that you delete the event. If the event is a part of a recurring series, you'll need to make sure to delete only the one occurrence in the series.

Copying an Event

If you want to reuse an event, you can copy it using the Copy Event option. 1. First, locate the original event you'd like to copy. If this event is far in the past, use either the calendar on the Events tab (if you know the date of the original event) or the search bar (if you know the name of the original event) to find it.

2. Once you've located the event on the Events tab (or the Home page if this event is in your list of Upcoming Events on that page), click the appropriate Actions button for the event you want to copy, and select Copy Event.

3. Select the day and time to which you would like to copy the event, then click Copy Event.

4. The event is copied to the date and time you selected. The date and time is changed accordingly. If necessary, you can edit the event and change the date and time. When you copy an event: • Basic properties are copied but the event is set to manual start. • Agenda data is copied but set to not published. • Attendees are copied with the agenda data. • Publishing points are not copied. • Permissions are copied.

Deleting an Event

When you delete a one-time event or a recurring series of events, all view pages, metadata, attached documents, permissions and publishing points associated with the event (or events) are also deleted.

To delete an event, follow the steps below: 1. On the Events tab (or the Home page if this event is in your list of Upcoming Events on that page), click the Actions menu associated with the event you want to delete, and select Delete Event.

2. If the event is a one-time event (i.e., not part of a recurring series), the system prompts you for confirmation that you want to delete it. Click Yes, delete event to delete the event. You can also click No, cancel to cancel the action.

3. If the event is a recurring event, the system displays the following message:

4. Click Delete only this occurrence to delete only this one event in the series, or click Delete the series to delete all events in the series. You can also click Cancel to cancel the action.

Editing an Event

1. On the Events tab (or the Home page if this event is in your list of Upcoming Events on that page), click the name of the event you want to edit. The Basic tab for the event is displayed. Note that you can also click the Actions menu associated with this event, and select Edit Event.

Events Basic Tab

2. Make your desired changes. If you're editing the recurrence pattern, see Recurring Event Setup.

3. Click Save Changes.

Note: Only the event's basic properties are updated. No changes are made to the Agenda or other tabs.

If this is a recurring event, the following message is displayed:

4. Click Update only this occurrence or click Update the series. If you click Update only this occurrence, the following message is displayed under the Recurrence field:

This occurrence is now detached from the series. To learn more about detached events, see Modifying One Event in a Series.

Note: If you're updating the recurrence pattern, events with agenda data will not be updated.

Legacy Events Documentation

Warning! These instructions are for users of MediaManager 4.2. If you've updated to 4.4 as part of the Q3 2013 "E" Release, please see the current Events documentation.

Overview

If you haven't yet updated to the "E" release version of MediaManager (version 4.4), use this documentation for reference. This documentation covers the "D" release (version 4.2) of MediaManager.

Events Tab (MediaManager 4.2 or below)

If your events tab doesn't look like the above image, please visit the up-to-date Events documentation.

Creating an Event (Legacy)

Warning! These instructions are for users of MediaManager 4.2. If you've updated to 4.4 as part of the Q3 2013 "E" Release, please see the current Events documentation.

Tasks performed before every meeting include preparing and loading the agenda, editing agenda items, and publishing the agenda.

Note: You only have to create an event once.

Note: Before your meeting begins, MediaManager event templates are created to define the basic properties for recurring meetings. When creating a new event template, tasks performed only once include creating and scheduling the event and adding attendees (Meeting Efficiency only).

1. Click the Events tab.

2. Click New to create an event template.

Note: An event template sets the basic properties for a recurring meeting type and can be reused to minimize meeting set up.

Tip for Success! To edit the properties of an existing event, select an Event > Edit > Basic subtab.

Tip for Success! For consistency, you do not need to edit the event name prior to each meeting. 3. Confirm the New Event Properties page opens.

4. Enter a Name for the event.

5. Click Add Description, and enter a Description (optional).

6. Click Add Keywords, and enter some Keywords (optional).

7. Enter the Event Location.

8. Enter the Duration for the event in the format hours:minutes:seconds. Be sure to add one hour to the maximum possible duration.

9. Select Record Event, Broadcast Event, or both: • If only Record Event is selected, an archive of the event will be created. • If only Broadcast Event is selected, the event will stream live. • If both Record and Broadcast Event are selected, an archive will be created and the event will stream live.

Note: If Broadcast Event is not selected, the meeting will not show on the view page.

11. Select the Player Template. The Player Template is a preset design for the Video or Audio Player that the public uses to view your live meeting and associated meeting documents.

12. Select the agenda template (If you are an Open Platform Client, skip this step). The agenda template is a preset design for displaying the agenda on the web.

13. Select the Archive Folder where recordings of the meetings will be stored after the meeting ends.

14. Select the Archive Status (after upload). • Pending allows an internal user to view and edit the archive and decide when to make it public. • Public allows citizens to view the archive after uploading. • Not-Public prohibits citizens from accessing the archive after uploading. 15. Select Views. • Views Available displays the available View Pages for displaying the event. • Views Assigned lists the chosen View Pages for displaying the event under the “Upcoming Events” section of the View Page.

16. Click Create Event.

Deleting an Event (Legacy)

Warning! These instructions are for users of MediaManager 4.2. If you've updated to 4.4 as part of the Q3 2013 "E" Release, please see the current Events documentation.

1. Click the Events tab.

2. Select the event you wish to delete.

3. Click Delete.

Editing an Event (Legacy)

To edit an event, complete the following steps from the Events tab in MediaManager: 1. Select the event you wish to edit. 2. Click Edit. 3. Edit the Basic Properties of the event. 4. Click Save Properties.

Scheduling an Event (Legacy)

Warning! These instructions are for users of MediaManager 4.2. If you've updated to 4.4 as part of the Q3 2013 "E" Release, please see the current Events documentation.

Select an event > click Edit before completing the following steps:

1. Click the Scheduling subtab if you are not already on it.

2. Select Automatically Start Event (optional).

Note: If you select Automatically Start Event, your meeting will begin recording automatically at the defined Date and Start time.

3. Enter the Date and Start Recording time.

4. Select the Recurrence Pattern:

• None is for meetings that only occur once.

• Daily is for meetings that occur at the same time every (number) of days. For example, if your meeting occurs every other day, you would enter 2.

Daily Recurrence Pattern

• Weekly is for meetings that occur every (number) of weeks on one or more days. For example, if your meeting occurs every other week on Tuesdays and Thursdays, you would enter 2 and select the Tuesday and Thursday checkboxes.

Weekly Recurrence Pattern

• Monthly is for meetings that occur every (number) of months on a specific day. For example, if your meeting occurs on the second Tuesday of each month, you would enter 1, select the Second checkbox, and select Tuesday from the drop-down menu.

Monthly Recurrence Pattern

• Yearly is for meetings that occur once per year. For example, if your meeting occurs every May 7th, select May from the drop-down menu and enter 7 in the text field.

Note: If you set the Recurrence Pattern to None, you will need to set a new date prior to each meeting.

5. Click Save Schedule.

Settings on the Events - Basic Properties Page (Legacy)

Overview

I'm editing an event in MediaManager, and I need to know what all the settings mean on the Basic Properties page.

Resolution

Setting Description

Name Give your event a descriptive name

Enter the event's expected length in hh:mm:ss format; we recommend adding Duration one hour to the expected length so you are not caught off-guard if the meeting runs over. The meeting duration cannot exceed 16:00:00

Add an optional description to your event. This is purely for informational Description purposes

Enter optional keywords to help those searching for the event to find it. Enter Keywords keywords separated by either a line or a comma

Add an optional location for your event. This is purely for informational Location purposes

Select this checkbox to automatically start the encoder on the event's date and Automatically start recording time

Broadcast event Select this checkbox to enable live streaming for this event

Record event Select this checkbox to record an archive of this event

Select the Granicus Encoding Appliance to use for event from the drop-down Encoder menu available

Select the template to use for the video player from the drop-down menu Player Template available

Select the template to use for the agenda from the drop-down menu available. Agenda Template You can ignore this if you are an Open Platform-only client

Select the folder where you wish to store your archive after it finishes Archive Folder uploading

• Select Pending to allow internal users to view and edit the archive, and decide when to make it public • Select Public to allow citizens to view the archive immediately after it Archive Status uploads • Select Not public to prohibit citizens from accessing the archive after it uploads

Use the Arrow buttons to move View pages into the Views Assigned list box. Views Available / Views Assigned This determines on which View page(s) your archive will appear after it finishes uploading

Modifying One Event in a Series

Events that have a recurrence pattern work like recurring events in a calendar: when you turn on recurrence, a series of events is scheduled into the future, repeating on a daily, weekly, monthly, or yearly basis.

Recurring events will have the same basic properties, attendee list, publishing points and permissions. However, it's possible to modify the basic properties or the attendee list of one occurrence (event) within the series without affecting the rest of the series.

On the Basic tab, you may save changes to only one occurrence, or date in the series; this is useful if you need to cancel or reschedule one date in a series, or if you need to change the location or encoder for just one event in the series. When you save changes only for one occurrence, the event becomes "detached" from the series of events. Additionally, if you publish an agenda for an event that's part of a series, the event becomes detached from the series as well, in order to protect the historical data. Changes to the basic properties or attendee list of a detached event do not affect the series; conversely, changes to a series basic properties or attendee list do not affect detached events.

Note: Changing the data on the Agenda tab does not detach the event, instead, the event becomes "protected". It is only when you publish the agenda for the event that it becomes detached. See below for more details about protected events.

Detached Events

The system behaves as follows once an event is detached from a recurring series:

What Happens if I..? Answer

The basic properties of the detached event will Edit another occurrence in the not be updated with the series. This includes series and save changes to the changes to the recurrence pattern; if you series change the schedule, detached events will not be updated.

Edit a detached event and save The series will be updated to reflect the changes to the whole series detached event’s basic properties.

Edit the detached event's attendee The changes to the attendee list apply only to list that event. See Adding Attendees to an Event.

The changes to the attendee list apply to the series but not to any events that are detached Edit the series' attendee list from that series. See Adding Attendees to an Event.

Note: The Publishing and Permissions tabs do not change across a series, and function the same regardless of whether or not an occurrence is detached from the series.

Example

A recurring event for the City Council Regular Meeting is scheduled for the 2nd and 4th Tuesday of every month. You are notified that the meeting on July 9th is canceled, so you select the name of that event to edit it. On the event's Basic tab, turn off video recording for that date, and add “Canceled” to the title in order to notify the public. When you click Save Changes, you will see this message:

Select Update only this occurrence to save changes to just this one date in the series. The July 9th meeting is now “detached” from the series.

This message appears on the July 9th event’s Basic properties tab:

This icon appears next to the July 9th event in the Events list:

After this meeting has become detached, you need to update a few settings for the series. If you click on the July 9th meeting and update the series, all events in the series would say “Canceled” and have video recording turned off. Instead, you should find the next event in the series, make the necessary changes, and select Update the series when prompted. This ensures that the series maintains the correct title and video recording options.

An event becomes protected when you load agenda data for that event. This means that the event date will not change if you update the recurrence pattern for this series of events. Protected events are different from detached events in that if you update the basic properties or the attendee list for the series, the basic properties and the attendee list of protected events will also be updated aside from the date of the event. For example, an encoder change will be updated, but a date change won't.

Example

If you have a series on the 2nd and 4th Wednesday of the month, and change it to the 2nd and 4th Tuesday, the system deletes all events that don't have agenda data, and creates new events for the new days. However, any events with agenda data are left on their original Wednesday date.

Recurring Event Setup

You can set up recurrence patterns for an event when you create the event or when you edit an existing event.

Events that have a recurrence pattern work like recurring events in a calendar: when you turn on recurrence, a series of events is scheduled into the future and you can edit each occurrence’s basic properties separately from the series if needed to cancel or reschedule particular dates.

Each occurrence in a recurring series will have its own agenda, so you can load a text file or publish a PDF in advance.

1. On the New Event page (or the Basic tab if you're editing an existing event), click the Edit link associated with the Recurrence field.

Edit Recurrence

2. Select the Recurrence Pattern:

• Select Does Not Repeat in the Repeats field for meetings that occur only once. If you select this option, you'll need to set a new date prior to each meeting.

• Select Daily in the Repeats field for meetings that occur at the same time every (number) of days. For example, if your meeting occurs every other day, enter 2 in the Every field.

• Select Weekly in the Repeats field for meetings that occur every (number) of weeks on one or more days. For example, if your meeting occurs every other week on Wednesdays, enter 2 in the Every field, and select the Wed checkbox.

Weekly Recurrence Pattern

• Select Monthly in the Repeats field for meetings that occur every (number) of months on a specific day. For example, if your meeting occurs on the first Monday of each month, you would enter 1 in the Every field, select the 1st checkbox, and select Monday from the drop-down menu.

• Select Yearly in the Repeats field for meetings that occur once per year. For example, if your meeting occurs every January 2nd, select January from the Every drop-down menu, and enter 2 in the text field.

Yearly Recurrence Pattern

Note: The Start Date defaults to the current date by default; click in the field and select a different date if necessary. The End After date defaults to a year later than the start date; click in this field and select an earlier or later date if necessary.

3. Click Done. The recurrence details are displayed in the Recurrence summary.

4. If you're creating an event, return to Creating an Event, or if you're editing an event, return to Editing an Event.

Common Scenarios

With calendar-based scheduling, you have more flexibility in how you set up your events. Here are some common scenarios to illustrate the expanded options in the Events tab.

Scheduling an event not on a recurrence pattern

If you want to reuse the settings from an event that happened in the past, the calendar controls enable you to navigate to when it was last scheduled or recorded, or you can use the Search bar in the top right corner of the screen. When you find the event, you can either reschedule it to the new date and time, or you can choose the Copy Event option to copy it to today and leave the old event as it was. See Copying an Event for more information.

Edit the one occurrence in the series. To do this, find the date that’s canceled in the Events list, edit the basic properties for that date as needed, and then save the changes for this one occurrence. The rest of the series is unaffected.

Rescheduling a meeting that’s on a recurrence pattern

If you need to reschedule a meeting (perhaps the regularly scheduled date falls on a holiday, or the time has been changed), you can edit that one occurrence without changing the recurrence pattern. Each date in the series is listed separately in the Events list so you can find the meeting at issue, change its date or time, and save your changes for that one occurrence, leaving the rest of the series ready to go for next time.

Starting and Stopping an Event

If you use MediaManager to start and stop recording of your meetings, follow the steps below. Note that you cannot record events that are older than 24 hours before the current date or more than 1 month in the future from the current date. For events outside of this range, you can either copy them to the current date before you start recording, or if you try to start recording them you'll be prompted to copy them to the current date (see step 2).

Note: You must be connected to your municipality's secure network to start and stop events. You cannot start or stop events from your home or public wireless networks. 1. On the Events tab (or the Home page if this event is in your list of Upcoming Events on that page), click the appropriate Actions button for the event you want to start recording, and select Start Recording Now.

2. (Conditional) If your event is older than 24 hours or more than one month in the future from the current date, the following messages are displayed:

Event too far in the past message

Event too far in the future message

Click Yes, copy event to today if you want to start recording this event. The event is copied to the Events list and will be available to record in approximately 5-10 minutes. See Copying an Event for details of what is copied (and not copied).

3. After a few moments, the event begins recording, and appears in the Events list as follows:

4. Click Watch to watch the meeting.

5. To stop the recording, click Stop. The following message is displayed:

6. Click Yes, stop recording. After a few moments, recording stops for the meeting.

During the Meeting

Overview

The steps listed in the Starting the Meeting and Stopping the Meeting topics below are for Open Platform-only clients. If your workflow includes LiveManager, MeetingManager, or VoteCast, please click the appropriate link to below to access that product's user guide:

Non Open Platform Workflows

LiveManager User Guide

VoteCast User Guide

Meeting Manager Workflow

Starting the Meeting

Recording your meeting only requires a few short steps. 1. Click the Events tab. 2. Click the Actions menu associated with the event that you want to start recording, and select Start Recording Now. 3. Confirm you see a message informing you that the encoder started successfully.

Note: Allow the encoder to record for at least five minutes before stopping.

Stopping the Meeting

1. Click the Actions menu associated with the event and select Stop Recording.

2. Refresh the page in your web browser. The status of the event will change from Running to Stopped.

Note: Make sure that you have disabled Pop-up Blocker for your MediaManager site. To learn how to do this, see http://windows.microsoft.com/en-us/internet-explorer/ie-security-privacy- settings#ie=ie-10-win-7

Archives

Overview

You will use the functionality on the Archives tab after the meeting has ended. Here, you can create and edit archives of your past meetings, create and edit the folders in which they are stored, edit and publish your minutes, edit and publish meeting videos, and download past meetings to your local hard drive.

What is an Archive?

When your meeting is over, the recording of the meeting becomes an archive. An archive contains the audio or video recording of the meeting, in addition to the settings and timestamps applied to the meeting. In MediaManager, you can trim your archive to remove excess content and then upload the file to your view page for citizens.

Navigating the Archive Interface

After your meeting ends, click the Archives tab:

The Archive Interface

The Archive Interface is divided into two panes: Archive Folders and Archive Folder Contents.

The Archive Folders Pane

• Provides a place to organize your meetings • The folders’ contents open in the Archive Meetings pane • The selected folder appears highlighted in blue

Archive Folders Pane

Archive Folder Buttons

Button Description

New Creates a new archive folder

Edit Opens an existing archive folder for editing

Removes an existing archive folder; you can only delete Delete a folder once it is emptied of all contents

Archive Folder Contents Pane

• Displays the archived meetings stored in the archive folders • The selected meeting(s) appear highlighted in yellow

Archive Folder Contents Pane

Archive Control Buttons

Button Description

Uploads a new video to an archive folder. The file must be in the format supported by your site configuration. This will be either WMV New Video or MP4

Edit Opens the selected archive for editing

Copy Copies the selected archive

Delete Moves the selected archive to the Recycle Bin folder

• Stores deleted files for two weeks; located in archive folders • Items can be restored from the Recycle Bin by selecting them and clicking Undelete on the toolbar

Creating an Archive Folder

Complete the following steps from the Archives tab:

1. Click New on the Archive Folders toolbar.

New Button

2. Enter a Name and Description for the new Archive Folder.

3. Select a Player Template from the drop-down menu. This determines how your videos are displayed.

4. Select an Agenda Template from the drop-down menu.

5. Select a Minutes Template from the drop-down menu.

6. Select the Views Available you want this event to appear under. This will determine which view page(s) on which your event will display.

Tip for Success! Use ctrl+click to select multiple views at the same time.

7. Click the arrow button to move the views into the Views Assigned list box.

8. Click Create Folder.

Basic Information for New Folder

Creating a New Archive

An archive is automatically created and uploaded to the View page when your archive's status is set to Public. However, you can also upload your own video clips to create new archive videos.

Uploading a Meeting to the View Page

To upload your meeting to the View page, complete the following steps after your meeting ends: 1. Navigate to the Archives tab in MediaManager and open an archive for editing by selecting the archive and then clicking Edit. The Basic File Properties page opens. 2. Find the Status menu and select Public from the drop-down menu available. This uploads the meeting to your View page so that anyone can view the video and see the attached agenda and minutes documents.

Note: If you set the status to Not Public or Pending, the archive (including the video) will only be visible to internal viewers. Use Not Public for internal-only archives, and Pending for archives you wish to edit before posting to your View page.

Uploading a Video

To upload a new video clip, complete the following steps from the Archives tab in MediaManager:

New Video Button

1. Click New Video on the tool bar.

2. Click Choose File.

3. Select the file to be uploaded. If your site uses Windows Media, this file must in WMV format. If your site is configured for h.264, this file must be in MP4 format. If you are unsure about this, ask your administrator.

MP4 (h.264) WMV (Windows Media)

Audio Video Audio only Video with Audio

AAC h.264 Video Bit Rate: 241 Bit Rate: 32 kbps kbps

Profile: Baseline Level Stereo 3 Buffer Size: Buffer Size: "streaming" or 10 "streaming" or 10 seconds seconds Data Rates: 350 48kbps or more kbps, 650 kbps, or 1000 kbps Codec: Windows Frame Size: 320 x Media Audio 9.2 240

Sample Rate: 44100 Max File Size: 2 GB Hz Frame Rate: 30 frames per second

Key Frame Interval: 1 second

Smoothness: 50

Codec: Windows Media Video 9

4. Click Open. This populates the file name in the File field.

5. Click Upload File. This process may take a minute or more, depending on the file size.

6. Confirm the Basic File Properties page opens.

7. (Optional) Edit the file properties.

8. Click Save Properties.

Creating the Minutes

Complete the following steps after opening an archive for editing: 1. Click the Minutes subtab. 2. Click New. 3. Enter a Document Name. 4. Select Generated HTML to create a minutes document using the MediaManager agenda, or

Select Uploaded File to attach an external minutes document, or

Select Linked Web Page to link to a web page of a minutes document, or

Select Word Integrated to use the Microsoft Word Add-in application to create your minutes document.

Note: Your minutes template must be configured to display the following fields, so they are optional. Contact your account manager or Granicus support for more information on how to enable them. 5. Enter a Document Status. 6. Enter a Posted Date in MM/DD/YYYY format or click the calendar icon and select a date. 7. Enter a Volume Number. 8. Enter Document Signatures. 9. Click Create Document.

Creating a New Minutes Document

Deleting an Archive

Complete the following steps from the Archives tab:

1. Select the archive you wish to delete.

2. Click Delete.

Delete Button

Deleting an Archive Folder

An archive folder must be completely emptied of all its contents before it can be deleted. Complete the following steps from the Archives tab:

1. Select the archive folder you wish to delete. 2. Click Delete.

Note: If you try to delete a folder that is not empty, you will receive a message that the folder could not be deleted.

Editing an Archive Folder

From the Archives tab, open the archive folder for editing (select the archive folder > click Edit), then complete the following steps:

Basic Properties

Verify that you are on the Basic Properties subtab. If you are not, click the Basic subtab. 1. Change the Name and Description for the Archive Folder.

2. Select a Player Template from the drop-down menu. This determines how your videos are displayed.

3. Select an Agenda Template from the drop-down menu.

4. Select a Minutes Template from the drop-down menu.

5. Select the Views Available you want this event to appear under. This will determine which view page(s) on which your event will display.

Tip for Success! Use ctrl+click to select multiple views at the same time.

6. Click the arrow button to move the views into the Views Assigned list box.

7. Click Save.

Basic Properties

Permissions

1. Click the Permissions subtab.

2. Use the arrows to move groups from list box to list box. The different permissions are as follows:

Tip for Success! Use ctrl+click to select multiple groups at the same time.

Permission Description

Groups with Read Access can see the archive folder, Read Access but not edit the contents

No Access Groups with No Access are unable to see or edit the archive folder

Groups with Read/Write Access can see and edit the archive Read/Write Access folder

3. Click Save.

If you do not have any distributing servers set up, the content will not be available to anyone. If you have only the MediaVault as a distributing server, the file is viewable only internally. The preferred setting is to have all servers distributing.

Each Archive in a folder is distributed through at least a pair of servers. To set the server that distributes the folder content, perform the following steps.

Warning! If you aren't sure which servers should be distributing, contact your IT department for help.

1. Click the Distribution subtab.

2. Use the arrows to move servers between the Distributors and Non-Distributors list boxes.

3. Click Save.

Editing the Minutes

1. Under the Archives tab, click the Minutes tab.

2. Select the appropriate Minutes document you want to edit, then click Edit.

3. Make the appropriate edits to the fields. See Creating the Minutes for a description of the fields.

4. Click Update Document.

Opening an Archive Folder for Editing

Complete the following steps from the Archives tab:

Edit Button

1. Select the archive folder you want to open for editing.

2. Click Edit.

3. Confirm the Basic Properties for Archive Folder page opens.

Opening an Archive for Editing

Edit Button

1. Click the Archives tab.

2. Select a folder from the Archive Folders menu.

3. Select a meeting from the Archive Folder Contents menu.

4. Click Edit from the Archive Folder Contents menu. The Basic File Properties Page will load.

Note: Double-clicking a meeting will open a preview of the meeting in the Player Page Template, not open it for editing.

Printing the Minutes

Warning! This feature may not be available to you based on your suite. Contact your account manager for more information on upgrading.

Note: ActiveX must be installed on your computer to print the minutes.

Complete the following steps from the Archives tab: 1. Click the Minutes subtab. 2. Select the minutes document. 3. Click Edit. The Edit Minutes Document window opens. 4. Click Print.

Printing the Minutes

Publishing a Video

From the Archives tab in MediaManager, select an archive and click the Edit button before completing the following steps: 1. Click the Basic subtab if it isn’t already open. 2. Select Public from the Status drop-down menu.

Note: To remove a video from your View Page, change the status to Pending or Not Public.

Status Drop-Down Menu

3. Click Save Properties.

Publishing the Minutes

You can add multiple minutes documents and they will appear in a drop-down menu on the View Page. Complete the following steps from the Archives tab: 1. Click the Minutes subtab. 2. Select the minutes document. 3. Click Publish. This will publish your minutes to the View Page. 4. Click Default. This will make the meeting’s version of the minutes available to the View Page. You can only have one default minutes document for each archive.

Note: If you publish just one minutes document per meeting, both Published and Default must be set to Yes. 5. Confirm the statuses of the Published and Default columns change to Yes.

Publishing Menu

Recovering a Deleted Archive from the Recycle Bin

Complete the following steps from the Archives tab:

1. Click the Recycle Bin archive folder. 2. Select the archive you wish to recover. 3. Click Undelete.

Undelete Button

Swapping Videos between two selected Archives

Administrators can use the Swap Video button under the Archives tab to swap the video file, duration, and status of two selected files.

1. Under the Archives tab, make sure the archives are uploaded in the same folder.

2. Select the folder, then select the two archives you want to swap.

3. Click the Swap Video button, and click OK when you see the confirmation message.Your minutes and agendas will overlay to the new video file. You can confirm this by viewing the log.

Note: Please use the same video file format when swapping archives

Here’s a video demonstrating this: Swapping Videos under the Archives Tab

The Recycle Bin and the Trim Tool

Every time a trim is generated on an archive, the system automatically creates a copy of the original archive and places it in the Recycle Bin. The title of the auto-saved archive appears with the words (Auto-Generated Trim Backup) in the title.

Recycle Bin Properties

Files in the Recycle Bin are periodically purged to prevent excessive storage of unwanted files. Whenever an archive is moved into the Recycle Bin, the system checks for all archives that are already in the Recycle Bin, and deletes any that are older than 14 days.

Purged files are not recoverable.

The Recycle Bin cannot be manually emptied.

Trimming the Video Clip

Complete the following steps from the Archives tab:

1. Select the archive folder containing the archive to be trimmed.

2. Select the archive and click Edit.

3. Click the Trimming subtab.

4. Click the Play button on the Video Player.

5. Click the Play button again to pause the video when the video is at the point you want to set as your start time.

6. Click the Get from Player button to add the time to the Start Time field.

Tip for Success! You can also find your start time by double-clicking on the first timestamp in the agenda and rewinding the video to a few seconds before the timestamp. Click the Get from Player button. 5. Repeat steps 2-4 for setting the stop time.

Tip for Success! You can also find your stop time by clicking on the last timestamp in the agenda and fast-forwarding the video to a few seconds after the timestamp. Click the Get from Player button.

6. Click Trim File.

Note: The trimming process takes noticeably longer on large files for customers using the H.264 solution, due to format and file size. Here are some estimates depending on the video length:

Archive Length Trimming Time

3 hours 7-15 minutes

6 hours 20-25 minutes

12 hours 2 hours 30 mins

• Starting the meeting when it actually begins in the chambers so you don't need to trim the beginning of the file.

• If you need to trim, do it last. Start trimming before you leave for lunch or head home for the day. That way, you won't need to sit and watch the file the whole time it is trimming.

Some things to note about trimming:

• The destination archive’s status during trimming is set to Trimming. If archive A is trimmed to archive B, then B temporarily has the Trimming status and A's status is not changed. If archive A is trimming back to itself, A has the Trimming status.

• A “Trim Processing” message informs you when the trimming process begins.

• You can’t start trimming a file while it is being trimmed, but you can trim a different file at the same time.

• You can edit the minutes during a trim, but editing timestamps during a trim can potentially result in out-of-sync timestamps, so we do not recommend it.

• Copying the archive is not allowed during trimming.

7. Confirm the trimming process is complete.

The Trimming Subtab

Note: Clicking Trim File, without naming the new file, will update the existing file; however, an auto- generated backup of the original file will be sent to the Recycle Bin.

You can create a clip between two timestamped agenda items by using the Get from Selection button. Select a timestamped agenda item > Start Time: Get from Selection > timestamped agenda item > Stop Time: Get from Selection.

Using the Rich Text Toolbar

The rich text toolbar is available for several fields under the Archives tab, including the Description field under the Basic subtab, and the fields that are displayed when you click Agenda Item, Note, or Motion under the Agenda subtab.

This toolbar enables you to format your text. You can bold, italicize, and strike through the text, and you can create subscript and superscript text. You can change the text color and background color, insert horizontal lines, insert hyperlinks, and create tables.

richtexttoolbar5162014.png

Note 1: When you click maximizeicon.png to maximize the editor, it expands to a full screen. Don’t click your browser’s Back button to return to the field you’re editing, as this will cause you to lose your work; instead, you should click the Maximize icon again. A warning message is displayed if you click the Back button; this message provides instructions for saving your work. Note that the Maximize icon is not available in Internet Explorer (IE) 8.

Note 2: The spell check does not work in IE 8 or 9, as spell check is now supported by the browser itself, and IE 8 and 9 does not have this functionality. We recommend you upgrade to IE 10 or 11 to use the spell check feature.

Publishing Points

Publishing Points are web addresses you create to link to your meeting's live stream, recorded video, or particular meeting encoders.

Types of Publishing Points

Encoder Publishing Points are used to direct viewers to the stream captured by an encoder. For this you will use the Publishing Points feature in the Encoders tab in Admin.

Event Publishing Points are used to direct viewers to the live meeting stream (this link only works when the meeting is actually in progress). For this you will use the Publishing Points feature in the Events tab.

Archive Publishing Points are used to direct viewers to the video player from a recorded meeting. For this you will use the Publishing Points feature in the Archives tab.

Note:When you create a publishing point for a video clip, you’re making the video publicly accessible regardless of any view page restrictions or rules.

Creating a Publishing Point

Note:When you create a publishing point for a video clip, you’re making the video publicly accessible regardless of any view page restrictions or rules.

Complete the following steps to create a Publishing Point: 1. Click the Events, Archives, or Encoders tab depending on the type of Publishing Point you want to deliver. 2. Select the item. 3. Click Edit. 4. Click the Publishing subtab. 5. Click New.

Publishing Subtab

6. Edit the basic information for the Publishing Point. 7. Click Save.

8. Confirm the Publish Points Home page opens. 9. Select the Publishing Point. 10. Click the Get HTML button (this creates the Publishing Point or web address). 11. Copy and paste the appropriate URL.

URL Description

Launches the associated video in the Player Direct Link Page with all supporting documentation.

Adds to an existing website that supports With JavaScript JavaScript.

No JavaScript Use for sites without JavaScript.

Launches a document page containing the Minutes Link minutes associated with the archive.

Closed Captioning

Closed Captioning improves the accessibility of your site, allowing the hearing-impaired to read what is being spoken in meetings.

Closed Captioning is only supported as part of the Government Transparency suite. If you are interested in Closed Captioning, please contact your account manager for more details.

Existing Closed Captioning Services

Existing closed captioning services can be integrated with video archives using your encoder. The text from the closed captioning services also becomes searchable and linked directly to the appropriate section of the archive.

Managing Closed Captioning

The Closed Caption Management feature provides the ability to load a caption file into an archive via MediaManager. It lets you upload a new, searchable caption for an archive, as well as change or delete the caption associated with an archive. Captions can also be exported as a text file.

To upload, replace, or delete a caption, complete the following steps from the Archives tab: 1. Select an archive > click Edit. 2. Click the Captions subtab. 3. Click Browse to load the captions file. 4. Click Load Captions.

Captions Subtab

Editing Archives with Existing Captions

The following options are available for archives with existing captions:

Option Description

Upload New Loads a new caption file to replace the existing one

Download Lets you download a caption as a text file

Delete Removes the caption

Export Test Transcription Lets you export an existing caption

You can upload an existing caption from MediaManager with the Smart Formatting option, which can be a great time saver if you want to turn the caption text into a document. Smart Formatting does most of the correcting and formatting of the text for you.

To select Smart Formatting, select the Smart Formatting checkbox when uploading a caption file.

Reports

Note: The Granicus Reporting system measures internal and citizen access to your published video content. To do this, we leverage Google Analytics data systems. Through Google Analytics, we capture all of the relevant viewership activity. Since activity across Granicus clients produces large datasets, Google uses sampled data when reporting. This means that when we retrieve the information from Google, they only use a subset of the available viewership data to provide directionally accurate information. We have built our systems to minimize the impact this has to any one client, but customers may still see some data variability. We are working with Google to lessen the impact of this data sampling – or get rid of it altogether.

The Reports tab is divided into the following sections:

Section Description

Displays an overview of how your Granicus content is doing over the selected time period. The numbers in this section measure the key metrics for all of your public-facing pages, including live and archived media streams, as well as your MediaManager site. This section also includes a graph of the total number of times all of your Granicus content has been viewed on a given day. For more details, see Viewing Key Metrics for all your Public-Facing Pages.

Displays the Media table, which is a list of all the unique events, archives and encoders viewed during the selected date range. The view count in this table is the total of all of the individual pages (URLs) found in the Pages table for the event, archive or encoder.

This section also displays a static pie chart of total media stream views. It is divided by external views, which is the number of views from users outside your government network, and internal views, which is the number of views from users inside your government network.

For more details, see Viewing and Filtering the Media Your Citizens are Using.

Displays the Pages table, which provides data on all types of public-facing pages across the system, not just media streams. The reports system tracks page views – how many times a unique web address (URL) has been viewed. The Pages table shows this raw data; it's a listing of the unique URLs viewed during the selected date range. For more details, see Filtering Data by Page Category or Title.

Displays the sources chart and table, which enables you to see where your traffic is coming from. The data covers public-facing pages and internal pages. How visitors get to your page is known as a “source”. For example, they may click a link in an email or on another website, or they may type the link directly into the browser. For more details, see Viewing Where Traffic is Coming From.

Displays aggregate data about where your visitors are located. You can look up specific cities in the table or sort the table to see your top locations. This data covers all public-facing pages and internal pages. Use the Zoom controls to explore the heat map to see what cities have been visiting your pages. For more details, see Viewing Where Your Citizens Live.

Selecting a Time Period for your Reports

On the Reports tab, use the Date Range field in the top left corner of your screen to select the time period for which you want to view reports data. If the current date is before the 15th of the month, the default selection is from the first of the previous month, otherwise it’s from the first of the current month. You can view data for other set date ranges, or you can set a custom date range (e.g. a specific date or range of dates). You can view data from July 1, 2012 onwards. 1. On the Reports tab, click in the Date Range field in the top left corner of your screen. 2. Select a date range, and click Submit. The data on the Reports tab changes accordingly.

Selecting a Custom Date Range (e.g., One Day)

When you select Custom Range, two calendars appear, one for the current month and one for the previous month. To select one day (or any date range within the same month), use the top arrows beside the month names to have both calendars show the same months. In the figure below, we’ve selected the same date in both calendars in order to filter report data for one day.

1. Make sure the correct months are selected, and use the top arrows beside the month names to change the months if necessary. To select one day (or any date range within the same month), use the top arrows to switch months so both calendars are for the same month.

2. Select the first date in the date range from the calendar on the left.

3. Select the last date in the date range from the calendar on the right.

4. Click Submit. The data on the Reports tab changes accordingly.

Viewing Key Metrics for all your Public-Facing Pages

The traffic overview enables you to track how your Granicus content is doing over the selected time period. The numbers in this section measure the key metrics for all of your public-facing pages, including live and archived media streams, as well as your MediaManager site (except where noted).

The traffic overview contains the following metrics:

Item Description

The total number of times all of your Granicus content has been viewed over the selected time period, Total Page Views including live and on demand media, view pages, agenda, minutes, and admin pages.

The total number of times people have visited your Granicus content over the selected time period. This is calculated as follows:

• Viewing any number of pages in one calendar day Total Visits (between midnight and midnight) counts as one visit.

• Viewing pages on one day, and then coming back the next day, counts as two visits.

The total number of individual people who have viewed Total Unique Visitors your Granicus content one or more times over the selected time period.

Over the selected time period, the percentage of views coming from a browser on a laptop or desktop computer versus the percentage of views coming from Desktop versus Mobile traffic a browser on a mobile device (which includes all smart phones such as the iPhone, and tablets such as the iPad).

The total number of times all of your Granicus content has been viewed on a given day, including live and on demand media, view pages, agenda, minutes, and admin pages.

Notes: Total Page Views Per Day The number of dates displayed on the x-axis varies depending on the length of your selected date range.

The y-axis may vary in height from date range to date range, depending on the number of total views in that range.

Filtering Data by Page Category or Title

The Pages table provides data on all types of public-facing pages across the system, not just media streams. The new system tracks page views – how many times a unique web address (URL) has been viewed. The Pages table shows this raw data; it's a listing of the unique URLs viewed during the selected date range.

Some types of content, particularly media streams, events, archives and encoders, may be accessed by multiple URLs. For example, you may view an archive by clicking the Video link on a view page, by clicking a linked timestamp in a document, or by clicking on a publishing point. Each of these actions results in a different page, or URL, with its own view count. In these cases, searching the Pages table would result in multiple lines for the same archive. Therefore, the Pages table enables you to view the differences between embedded URLs and various publish points.

The table shows 5 records per page by default. If necessary, you can show 10, 20, 30, or 40 records per page. You can also use the sort arrows at the top of the table to sort the pages in alphabetical order, and by the most number or least number of views.

• Click a page category on the left side of the content table. The data in the table changes to reflect only that category.

• Filter by page title if you want to find data on a specific event.

• Use the Views column to filter the table to find values “greater than or equal to” or “less than or equal to” a specific number. For example, you can enter > “100” or >=”100” in the field at the top of the Views column. Make sure to put the number in quotation marks for best results.

• Use the Type column to filter the table by page type. Enter the page type in the field at the top of the Type column. The following table lists the available page types for each tab:

Tab Page Type

Admin, agenda, archive, document, encoder, live event, All Pages minutes, publishing point, view page

Media Streams Archive, live event, publishing point, encoder,

View Pages View page

Agendas & Minutes Agenda, document, minutes

Admin Pages Admin

Note: Users of Internet Explorer 8 and 9 may experience some lag in filtering the Pages table.

A note on encoders: In the previous Reports system, there was an Encoders report that showed concurrent hits to an encoder over time. The encoder streams in the media and pages tables are different; it tracks views of an encoder's publishing point. You will not have any encoder stream views if you don’t use encoder publishing points (previously known as camera publishing points).

Viewing and Filtering the Media Your Citizens are Using

The Media table is a list of all the unique events, archives and encoders viewed during the selected date range. It enables you to see which live and on demand media streams are most popular. The view count in this table is the total of all of the individual pages (URLs) found in the Pages table for the event, archive or encoder (see Filtering Data by Page Category or Title for a description of the Pages table). The Media table sums up all the different publish points, video pages, events, etc from the Pages table into one entity.

Filter the media table to find the total views for a specific meeting during the selected time period. All pages (URLs) used to access an event or archive are counted in its views, including publishing points.

The media table contains tabs for the following types of media:

Media Type Action / Description

Click the All Media tab to view all types of media (live, archive, and encoders). You can filter by title, and you can use the sort All Media arrows at the top of the table to sort the media in alphabetical order, by type (archive, live or encoder), and by most or least number of views.

Click the Live Events tab to display only live media. This relates to events in MediaManager. The list contains events that were viewed in the selected time period, and all pages/URLs viewed for Live Events each event are totaled, including publishing points. You can filter by title, and you can use the sort arrows at the top of the table to sort the media in alphabetical order, and by most or least number

of views.

Note: We recommend selecting one day for your time period to get the most accurate count of live views. See Selecting a Custom Date Range.

Click the Encoder Streams tab to display a list of encoders. The encoders will display only if you use the publishing points feature to stream what’s playing on the encoder. You can filter by title, and you can use the sort arrows at the top of the table to sort the media in alphabetical order, and by most or least number of views. Encoder Streams A note on encoders: In the old Reports system, there was an Encoders report that showed concurrent hits to an encoder over time. The encoder streams in the media and pages tables are different; it tracks views of an encoder's publishing point. You will not have any encoder stream views if you don’t use encoder publishing points (previously known as camera publishing points).

Click the On Demand tab to display a list of archives. Each archive title has the archive date at the end. You can filter by title, and you can use the sort arrows at the top of the table to sort the media in alphabetical order, and by most or least number of views.

On Demand Media You can also filter items by archive folder; select an archive folder from the drop-down list to see all archives from that folder that were viewed in the selected time period. The list of archive folders includes only folders with views in the selected time period, not all archive folders in MediaManager. See the figure below.

The following figure shows a list of archives filtered by a specific archive folder:

Notes:

• This data may not be available if you're on a version of MediaManager older than MediaManager 4.2.

• If you don't have an encoder with Performance Accelerator, all views will be counted as external views.

Viewing Where Traffic is Coming From

How visitors get to your page is known as a “source”. For example, they may click a link in an email or on another website, or they may type the link directly into the browser. You can view data for the following sources:

Source Description

Visitors typed the page URL into their browser or used a bookmark to Direct access the page or stream.

Visitors clicked a link to one of your pages or streams on other websites Link other than social networks.

Visitors clicked a link to one of your pages or streams in a social network, Social e.g., Facebook, LinkedIn.

Email Visitors clicked a link to one of your pages or streams in an email.

Visitors found your page or stream while using a search engine, e.g., Search Google.

Explore the sources chart and table to see where your traffic is coming from. The data covers public- facing pages and internal MediaManager pages:

1. Hover over each source bar to view the percentage of traffic coming from each source, and see the total number of views resulting from each source.

2. Click a source bar to filter the table on the right. For example, click Link. The data in the table on the right changes accordingly.

Note: The table shows 10 records per page by default. If necessary, you can show 20, 30, or 40 records per page. You can also use the sort arrows at the top of the table to sort the sources in alphabetical order, and by most or least number of views.

Viewing Where Your Citizens Live

Aggregate data about where your visitors are located is available. You can look up specific cities in the table or sort the table to see your top locations. This data covers all public-facing pages and internal MediaManager pages.

Use the Zoom controls to explore the heat map to see what cities have been visiting your pages. The map provides a visualization of the cities in which your visitors are located.

Note: The table shows 10 records per page by default. If necessary, you can show 20, 30, or 40 records per page. You can also use the sort arrows at the top of the table to sort the cities in alphabetical order, and by the most number or least number of unique visitors.

The following figure illustrates how the map will appear to users of Internet Explorer 8:

Exporting Data to a CSV File

1. Confirm you have set the date range you want.

2. Click Export CSV at the top of the page to download a CSV file.

The file contains the following information:

• The number of page views, unique visitors, and visits for each day in the selected time period, followed by a summary of these totals.

• The number of views that originated from visitors clicking links in social networks.

• The number of visitors by city.

• The number of page views from a desktop versus a mobile device.

• The number of page views that originated from visitors clicking links to one of your pages or streams on other websites (aside from social networks).

• The number of views for each page. The page path and page title are displayed.

Common Scenarios for the Reports Tab

This section describes best practices for common scenarios such as tracking live views and archived views. Click these links to view details of each scenario:

Tracking Live Views

Tracking Archived Views

Displaying a Top 10 List of Media Stream Views

Displaying the Number of Times a Specific Publishing Point Was Viewed

Note: We encourage you to use the Feedback tab on the Reports page to tell us what you'd like to see next.

Displaying a Top 10 List of Media Stream Views

1. Set the date range you want.

2. In the What Media Your Citizens Are Viewing section, click All Media on the left side of the media table. The data in the table changes accordingly.

3. Confirm the table shows 10 records per page (it does this by default), and that the table is sorted in order of most views.

4. Do one or more of the following:

To… Do This

Display the top 10 live events Click Live Events and sort the table by most views.

Click Encoder Streams and sort the table by most Display the top 10 encoder streams views.

Click On Demand Media and sort the table by most Display the top 10 archives views.

Displaying the Number of Times a Specific Publishing Point Was Viewed

1. On the Archives tab, click Edit for the appropriate archive.

2. Click the Publishing tab, click Edit for the appropriate publishing point, and click Get HTML.

3. Copy the text of the publishing ID (publish_ID).

4. Click the Reports tab, and scroll down to the Pages table under What Pages Your Citizens Are Visiting.

5. Paste the publishing ID into the Page Title field to filter the table by that ID. The table displays the number of views for that unique publishing point.

Tracking Archived Views

1. Set the date range you want.

2. In the What Media Your Citizens Are Viewing section, click On Demand Media on the top of the media table.

3. Filter the media table if necessary. For example, select a specific archive folder (2013 City Council in the figure below). The data in the table changes accordingly.

Tracking Live Views

Like the old reports system, we recommend setting the date range to the day the live event occurred, and then filtering the media table if necessary.

1. Set the date range to the day the live event occurred.

2. In the What Media Your Citizens Are Viewing section, click Live Events at the top of the media table.

3. The top 10 events are displayed by default. You can filter by event name to find specific events. Filter the media table if necessary. The data changes accordingly.

Accessing the Previous Reports System

The Granicus Reporting System has officially moved out of the beta phase. It’s now faster, more robust, and more responsive. We’ve improved data consistency and addressed most of the concerns resulting from data sampling through a stronger integration with Google Analytics.

Beginning in March 2014, we are no longer updating the previous reporting system. You can still access that system for historical purposes-- click Access Previous Reporting System from the Help menu to do so--but remember all new data will only be available in our updated reporting system.

Why are there discrepancies in my MediaManager Reports data?

Versions: This article applies to the following versions: MediaManager 4.4+

Question: Why are there discrepancies in Report data on the new MediaManager Reports tab? For example, if I define a date range from 8-1-13 to 1-1-14 and run a report on the total media stream views, the total is 2206; however, when I run another report with date range 8-1-13 and ending date 1-31-14, the total media stream view is 1982. Why does the total media stream data show a smaller number for a larger date range?

Answer: The Granicus Reporting system measures internal and citizen access to your published video content. To do this we leverage Google Analytics data systems. Through Google Analytics, we capture all of the relevant viewership activity. Since activity across Granicus clients produces large datasets, Google uses sampled data when reporting. This means that when we retrieve the information from Google, they only use a subset of the available viewership data to provide directionally accurate information. We have built our systems to minimize the impact this has to any one client but customers may still see some data variability. We are working with Google to lessen the impact of this data sampling – or get rid of it altogether.