CSU Replay Central– EchoSystem Server

June 2015

Division of Information Technology

Charles Sturt University

CSU REPLAY CENTRAL – ECHOSYSTEM SERVER ...................................................................1 To login to CSU Replay Central ...................................................................................................1 CSU Replay policies and guidelines ............................................................................................1 Technical support ..........................................................................................................................1 Echoes tab .....................................................................................................................................2 Echoes tab elements ....................................................................................................................2 Viewing and locating Echoes .......................................................................................................3 Default sort order .........................................................................................................................3 To sort or resort a column ............................................................................................................3 Searching .....................................................................................................................................3 To select a From and To Date to refine the list of Echoes ...........................................................3 To perform a keyword search.......................................................................................................3 To clear the search and display the full list ..................................................................................4 To filter by course.........................................................................................................................4 To view more detailed information about an Echo .......................................................................4 To lookup the duration of an Echo ...............................................................................................5 To lookup the edit history of an Echo ...........................................................................................5 To return to the list of Echoes ......................................................................................................5 Making an Echo unavailable ........................................................................................................5 To make an Echo unavailable ......................................................................................................5 To make an Echo available ..........................................................................................................5 Managing an Echo .......................................................................................................................6 Edit ...............................................................................................................................................6 Download an Echo in your preferred format .................................................................................7 To download an Echo as an mp3 or m4v .....................................................................................7 To rename an Echo ......................................................................................................................7 Descriptions .................................................................................................................................7 To add or modify the description of an existing Echo ...................................................................7 Copy .............................................................................................................................................7 To copy an original Echo ..............................................................................................................8 Deleting an Echo ..........................................................................................................................8 To delete an Echo ........................................................................................................................8 Media Import ................................................................................................................................9 Downloads tab ...............................................................................................................................9 To download Personal Capture software .....................................................................................9 To obtain installer’s rights ............................................................................................................9 Monitor tab ................................................................................................................................... 10 Capture State definitions ............................................................................................................ 10 Monitor the status of a capture ................................................................................................... 10

CSU Replay Central – EchoSystem Server CSU Replay Central (aka EchoSystem Server) provides you with management capabilities for all your recordings. It also provides a place to download the personal capture software for Windows and Mac computers and a monitor to check the status of captures. To login to CSU Replay Central 1. Go to CSU Replay Central at http://www.csu.edu.au/csureplay and the CSU Replay login screen will appear, prompting for your details 2. Type your username and password and press Enter (or click Log In)

CSU Replay policies and guidelines It is your responsibility to be familiar with and adhere to all CSU Replay policies and guidelines. Links to the policy and guidelines are available from the What Is This Service section of the CSU Replay IT Service catalogue entry at http://www.csu.edu.au/division/dit/services/servicecatalogue/for-staff/teaching-tech-support and select the CSU Replay link.

Technical support IT Service Desk Monday to Friday - 8am - 6pm (GMT+10) Local Call Australia wide: 1300 653 088 International: + 612 6338 4357 CSU Internal: 84357

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Echoes tab An Echo is another name for a captured lecture. Once you have logged into CSU Replay Central (aka EchoSystem Server) it will open to the Echoes tab (1) and show the Available tab (5). Each number in the following screenshot is explained in the Echoes tab elements section below.

Echoes tab elements 1. Currently selected tab 2. Screen selector - the currently selected screen name is underlined 3. Search section - this section enables you to a. filter the list by Date or Course b. search for Echoes between particular dates c. enter a keyword to search and locate the Echo you need 4. All tab – this tab shows all Echoes 5. Available tab – this tab shows all Echoes with the status of Available. Echoes are Available by default 6. Unavailable tab – this tab shows all Echoes which have been marked as Unavailable using the Actions menu at the bottom of the screen. Unavailable Echoes cannot be viewed 7. Archived tab – this tab shows all Echoes which have been marked as Archived, however, archiving is not turned on in CSU Replay, if you mark an Echo as Archived, it moves it to the Archived tab where the system will delete it. If you wish to save a copy of an echo see the Download an Echo in your preferred format section 8. This shows the number of Echoes listed on this page and the total number of the currently selected tab (in this case the Available tab) 9. Navigation controls 10. Title column – the arrow pointing up indicates the list is sorted in ascending order. Columns with blue headings can be sorted by clicking the heading, the arrow indicates the sort order Page 2 of 11

Viewing and locating Echoes The list of recordings you see and the options you have available to manage them are determined by your permission level. Academic staff can be granted the role of presenter or teaching assistant depending upon their requirements for the session. The Echoes tab has 4 of its own tabs to further organise your recordings – all, available, unavailable and archived, as outlined in the previous Echoes tab elements section. Default sort order By default Echoes are listed in descending date and time order in the Start Time column, ie the most recent Echoes are listed at the top. Columns which have blue headings can be sorted in ascending or descending order. Once sorted, an arrow will appear to the right of the column heading to advise the sort order. Ascending order (oldest Echoes listed first) Descending order (most recent Echoes listed first)

To sort or resort a column 1. Click the blue column heading for the column you wish to use to sort with. If the column was previously unsorted it will sort into ascending order first 2. Click the blue column heading again to resort into descending order Searching The Search section above the list of Echoes provides the ability to filter your search by the date or by the course. Different options appear depending on the Filter By setting - Date is the default setting. When Date is selected you can specify the “From” and “To” date and search. You can choose to use the Keyword search with the date options to further refine your results or use it on its own.

To select a From and To Date to refine the list of Echoes 1. Click the calendar icon next to the From field to open the calendar and select the start date. Select the date by clicking on it 2. Click the calendar icon next to the To field to open the calendar and select the end date. Select the date by clicking on it To perform a keyword search 1. Enter a keyword into the Keyword Search box. The search accepts partial words 2. Press Enter or click the Search button to start the search

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To clear the search and display the full list 1. Click the Clear button to the right of the Search button To filter by course 1. Click the down arrow next to Filter By and select Course Course will take a second to load and the section option will appear 2. Click the down arrow next to Section and make a selection

3. If you would like to search by term or specify particular dates click more >> (to the right of the Clear button) and the following options will appear

4. Click the down arrow next to Term to select the term and / or specify a date in the From and To fields by clicking the calendar icon to display the calendar To view more detailed information about an Echo 1. Click the Title of the capture and the Echo Details screen will display The top section provides links. They are outlined below the screenshot.

1. Direct link to the selected Echo. It opens the Echo ready to play, it is the same as using View when you hover over an Echo 2. Direct link to the EchoCenter Page in Interact which lists all of the Echoes for the course (this is the address used when setting up the Web Content tool in Interact) 3. The Embed Code can be used to embed the Echo on a web page 4. RSS Feed URL for the Podcast (audio) of this Echo 5. RSS Feed URL for the Vodcast (video) of this Echo Beneath the top section is the Event Description containing the Title, Presenter, Description and Section information, Presentation containing the Start Date/Time, Duration and Room (if there was one). The Product Group Information which specifies the setting that was chosen for the capture. The next sections are the system wide Media Settings and Branding (Copyright Text) information. The last section Presentation Media Edits shows a history of edits to the Echo. Page 4 of 11

To lookup the duration of an Echo 1. Go to the Presentation Information section on the Echo Details screen. It is listed in the duration field To lookup the edit history of an Echo 1. Scroll down to the very bottom of the Echo Details screen to the Presentation Media Edits section. If an Echo has been edited there will be more than one list item To return to the list of Echoes 1. From the Echo Details screen you can click the Done button at the bottom or click the Echoes tab up the top (use whichever is most convenient) Making an Echo unavailable Echoes are published automatically after they are captured and processed. If something happens in a lecture which you need to edit out (a student talking about a private matter near the microphone) you can make the Echo unavailable so it cannot be accessed until you make it available again. To make an Echo unavailable 1. On the Available tab click in the box to the left of the Echo title (you wish to make unavailable) to select it

2. Scroll to the bottom of the screen and click the down arrow next to Actions: and select Make unavailable A message will appear up the top in the centre of the screen advising an Echo is being made unavailable

Once the Echo has been made unavailable it will be listed on the Unavailable tab. You will need to click a tab to refresh, you can click Unavailable to see it listed there To make an Echo available 1. On the Unavailable tab click in the box to the left of the Echo title (you wish to make available) to select it 2. Click the down arrow next to Actions: and select Make available A message will appear up the top in the centre of the screen advising an Echo is being made available Page 5 of 11

Managing an Echo When you hover your mouse over an Echo it highlights it with blue and menu options appear. The options which are listed vary depending upon which tab is selected and the level of permissions granted to you for this section. Those who are not presenters will not have the delete option.

An explanation of each option is provided below 1. View – opens EchoCenter in a new tab or window with the Echo ready to play. Press Play to watch it 2. Play mp3 – opens a new tab or window and starts playing the audio version of the file. Also allows you to download the mp3 file using the link at the bottom of the window 3. Play m4v – opens a new tab or window and starts playing the video version of the file. Also allows you to download the m4v file using the link at the bottom of the window 4. Edit – opens the Edit Echo screen where you can make changes to the Title, add or modify the Description, add or remove presenters, modify presentation information, view the configured publishers, add publisher (add publisher should only be performed by DIT) and add resources. If the clip is less than 30 days old you can click the Edit Media button to edit the clip 5. Download – enables you to download a zip file of the Echo which contains a few different file formats 6. Closed caption – enables you to download an mp3 file for closed captioning 7. Copy – enables you to copy the original Echo to another section 8. Delete – enables you to delete an Echo – be careful as when you delete an Echo it is permanently deleted and cannot be retrieved Edit You can use Edit to change both the metadata (information about the Echo – such as Title, Description etc) and to perform edits on the actual Echo (crop the start or the end, for example). You can edit the metadata at any time but there is a 30 day limit on the ability to edit the media without additional steps. Editing media is covered in the Edit Recordings guide. Editing Echoes older than 30 days

Echoes older than 30 days no longer have the Edit Media command available at the bottom of the Edit Media screen. To restore the ability to edit that Echo you must download it in your preferred format and follow the steps in the Import Media guide to upload it so it can be edited.

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Download an Echo in your preferred format This feature can be used to save your Echoes to another location for backup / historical purposes and also when you need to upload it to CSU Replay Central so it can be edited. To download an Echo as an mp3 or m4v An mp3 is audio only and m4v is the video version. 1. Hover over the title of the Echo you wish to download and select play mp3 (if you require the audio version) or play m4v (if you require the video version) 2. Right click the link at the bottom (centre) of the screen (see circled) and select Download media file 3. Save it to your preferred location

If you downloaded the file because it was recorded more than 30 days ago you now need to follow the steps in the Import Media guide to upload it to CSU Replay Central so it can be edited. You can learn how to edit the Echo in the Edit Recordings guide. To rename an Echo 1. Hover over the title of the Echo you wish to rename and click Edit 2. You can highlight and start typing (or press Delete key), type in the new text 3. Scroll down to the bottom of the screen using the scroll bar and click Save Descriptions A description can help your students (or other audience) get the most out of each Echo. It can assist them to locate what they are searching for. You might like to use the description to summarise the subjects covered in that particular recording and any demonstrations or activities which were performed. This is useful when students cannot remember which Echo contains the content they would like to review. You can also use the description to highlight important points in that particular Echo. The changes you make appear in real time, so as soon as you make the changes they can be seen by the students. To add or modify the description of an existing Echo 1. Hover over the title of the Echo and click Edit 2. Click in the Description field and enter your description or modify an existing one 3. Scroll down to the bottom of the screen using the scroll bar and click Save Copy You can copy an Echo from one section to another. This is useful for reusing content from previous sessions and between courses. Be aware that when you copy a file from here, the new Page 7 of 11

file is a duplicate of the original file, even if you have applied edits to it. If you need to copy an edited version, you need to save a copy from the editor. See Edit Recordings guide. To copy an original Echo 1. Hover your mouse over the Echo you wish to copy and click Copy 2. Modify the Echo Name so it makes sense in its new location. Select the Term, Course and Section (Course option will be grayed out if it’s the same course).

3. Click Copy The Echo Details screen will appear for the Echo which has been copied and a message will display up the top in the centre of the screen advising the item has been saved.

You will receive an email to advise the recording has been processed and your media is ready. If you forgot to modify the name when copying you can go to the Edit Echo screen to rename it now. Deleting an Echo Be careful as when you delete an Echo it’s permanently deleted and cannot be retrieved. It’s a good idea to download the Echo to your computer as an mp3 or m4v so you have a backup in case you realise it had content you needed after you deleted it. To delete an Echo 1. Hover over the title of the Echo you wish to rename and click Delete

You will be asked if you are sure you want to delete the Echo file

2. Click Yes to delete or No if you have changed your mind A message will appear in the centre of the screen to advise the item has been deleted. Page 8 of 11

Media Import You can import (upload) files which were not originally captured by CSU Replay to supplement other learning resources. You may wish to • Distribute a guest lecture given by a subject matter expert • Upload audio or visual content which expands on a particular lecture or tutorial • Upload a video which students need to view before class • Upload a screen recording captured from other software These files can also be edited and managed in the same way as CSU Replay recordings. Go to the Media Import guide to learn how to use this feature.

Downloads tab The Downloads tab provides links to download the most current version of the Personal Capture software for both Windows and Mac Operating Systems. To download Personal Capture software 1. Underneath the File heading select the link relevant to your Operating System and right click on it 2. Those with Windows then select Save target as ... and navigate to your preferred location and click Save Once the file has finished downloading you can run it to install it, accepting all of the default settings. You will need administrator’s rights to install it on your personally owned computer. If installing Personal Capture software on a CSU owned computer you will need to grant yourself installer’s rights first. To obtain installer’s rights 1. 2. 3. 4. 5. 6.

Go to http://isww01.csumain.csu.edu.au/installer/installer.aspx Enter your username and password when prompted to login Enter CSU Replay Personal Capture in the Name of software to be installed field Click Accept Wait 15 minutes, close all open applications, log out of your computer Log into your computer and run the installer file to start the installation

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Monitor tab This tab only shows information relevant to recordings which you are a presenter for. You can use this tab to view information about and the status of recent captures. All recent captures appear on one of four tabs: Scheduled, Capturing, Processing, or Completed, as defined in the table below. Capture State definitions Capture State Definition Scheduled

A capture that has been scheduled for later today

Capturing

A lecture that is currently being captured

Processing

A capture or media import that is being processed and packaged for use

Completed

A capture that has completed processing and has been published to the selected publisher(s)

Find the capture you want to monitor. You can do that by either  using the Keyword Search box to enter a search term to locate the one you need  browsing the tabs described above to locate the one you need Each tab shows the number of items currently listed. You can click on a column heading to change the sort order of the captures. Monitor the status of a capture You can use the Monitor tab to review the status of a capture. The following table explains each element of the capture's status. Status Element

Definition

Time

Start and end time of the capture

Course

The Course title

Room

Physical location where the capture occurs

Capture Status

Displays the status of the capture of the lecture or external media import. Options are Waiting, Uploading Files, Capturing, Succeeded, Failed, and Missed. A capture that is Failed or Missed will be listed for seven days, then deleted. An example of a missed capture would be during a blackout in a teaching space

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Source

Shows the status of the video, display, and audio signals associated with the capture. The following image explains the colour coding of the signal status

The source signal graph only shows the status of the latest 60-minute block of the capture, in one-minute intervals Processing Status

Displays the status of the processing of the capture, which involves packaging the capture into a form that a student, for example, can experience. Options are Succeeded, Failed, License Expired, or Cancelled About the Succeeded Status It is possible for a capture's processing status to display Succeeded even when the source signal graph shows areas of problems with a source signal. The processing status complements the source signal graph. Succeeded indicates that some signal was successfully captured. Problems in the source signal highlight portions of the captured media that may not have captured the desired content. For example, if the Audio Signal shows as Not Present, perhaps because the microphone was off, the capture's processing status would show as Succeeded but the captured media may have an audio dropout

Progress

Displays the percent complete of the processing step

Elapsed

Time in hours, seconds and minutes since processing began

Publishing

If the capture is scheduled to be published, this field shows the name of each publisher (such as RSS or Email) and its status: Success ( ), Pending ( ), Retry ( ), and Failure ( ).

Alerts

Number of times this capture has raised a publishing alert.

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