Webinar Setup Tool

The Webinar Setup Tool was developed as a way to establish that webinars have been set up correctly in the Vuture instance, that all required integration data has been entered, and that the necessary processes have been enabled.  

It has now been made available to clients, as a secure way of entering Client Key and Secret Key themselves.  They do not now have to share this information with Vuture staff.

Enable Webex for your Instance

Start by asking your CSM to enable Webex in your instance.  They will need to navigate to Admin.System.Forms and check the box at Display Webex Integration Webex Id text field.

 

Important:  For the Webex Integration, a single account is required - to be used in Webex and in Vuture.  This is discussed in the article here.

 

Access the Setup Tool

Navigate to Home.Admin.Webinar Setup

Selecting the webinar Vendor will display some useful information about the required areas for the configuration to work correctly.  It will then ask the user to enter the Auth type, the API key and Secret key.  On saving the entered information, the user will be able to validate that these fields are correct.

 

 

For Webex as the Vendor:

You will require:

Client Api Key - Retrieved from your app on the Webex developer site

Client Secret Key - Retrieved from your app on the Webex developer site

These are obtained from the Vendor's site, as described in this article . The Webex article is titled: "To Generate your Webex Credentials".  

User Id - This should be the email address of the client user who set up the integration and obtained the Keys, the primary email address of the Webex account. This user will be responsible for authorising the app on the Webex site.  They will need to have Admin and Developer permissions on the Webex platform.  Ask your Webex account manager for assistance with this process if required.  There is an article here about the single account required.

Site Name - This can just be set to Vuture 

Enter as above and click Save. Once you have Saved, then click Authorize.

The Authorisation process uses the credentials you have just entered and makes a request to Webex to authorise the Vuture integration's access to your Webex platform.  You may be redirected to a login page.  If you are not the developer or administrator you can ignore this and close the page.  You should contact your firm's Webex administrator to authorise the integration on the Webex platform.  If you are the administrator you can log in and authorise the integration yourself.  This is a one time operation.

If you encounter any issues with this process please contact your Webex account manager or Webex support.  This process is not something which Vuture can help with.

Validate Token

Once you have correctly authorised the integration, the Validate Token can be used at any time to validate your credentials and ensure that the integration is set up correctly or to troubleshoot any issues in the future.

Now ensure that you have completed the other tasks as listed in the image of the Integration Checklist above - the Activities, the Scheduled Task and the Roles.  See below for help if needed.

Further Tasks:

Activities  (not for ContactEase or the current Intapp OnePlace integration)

Add an Attended Activity Type to the client's system in the Metadata Manager. If the client already has an Attended Activity Type entered in their config (for example, an InterAction client using the Events App) you will not need to add a new Activity Type unless the client wishes to differentiate between Event Attended and Webinar Attended.  

Tracking Attendance:  It is only possible for Vuture to track (and write back activities for) attendees who register via a Vuture Form.  Any users that register for the webinar directly through the webinar provider using a generic audience link, will not have an attendance activity written back to the crm.  Their attendance will be recorded in the webinar provider's reports.

Note:  it is not currently possible for the IA integration to have both Activity Types.  However, if you already have Event Attended, the fact that it is a webinar can be made clear in the Activity Summary.

Scheduled Tasks

All webinar tasks for recording webinar attendees have been combined under one task now.  You do not need to set up separate tasks for Zoom and Webex for example.  The task you need to enable for attendees is at Admin.Services.WebinarEventProcessing Task.  The default time for this task to run is 6am. 

In addition, you can set the OAuth Token Refresh Task.

OAuth Token Refresh Task

Enable RenewWebinarOAuthRefreshTokenTask to set the schedule for refreshing the API authorisation token. It defaults to Daily, which is fine.

If you need help there is an article here covering how to enable Scheduled Tasks.

Note:  If you have more than one webinar provider integrated with Vuture, the new combined webinar task will run in sequence, one webinar provider at a time, to avoid overloading the system.  

Role

Edit the role at Admin.Roles.Forms.Webex Integration Webex Id Field.  This will allow the users to see Webex as a webinar provider on their Vuture forms.