How to re-associate JNLP files in Windows 8/8.1 for Collaborate

If your Blackboard Collaborate sessions aren't launching, and instead you are seeing Windows Media Player, Internet Explorer, or another application displaying code whenever you try to join a Collaborate session, you may need to re-associate .jnlp files to fix the issue.

Here's how to re-associate JNLP files with Java in Windows 8/8.1:

Click this link: http://j.mp/win8-associate-jnlp

We hope this information is helpful.

Navigating the New Create Session Menu for Collaborate

So there's a new menu to create a session in Collaborate. The menu has been simplified, but some users may be uncertain about what each option entails. The following is an option-by-option breakdown of the menu.

Getting Started. You arrive at the menu the same way as before: find your course in Blackboard, go to Collaborate in Course Tools, and then click "Create Session."

1. The new menu is broken down into two sections: Session Information and Room Options. The green-font options below Room Options drop down when you click on them.

2. In Session Information, you can name your session and set times for when it is available.

3. Under Room Options, you can determine the "Session Type"--that is, whether users in just this course or in all of your courses can attend the session.

4. In Teleconference Options, you can determine settings for users to phone into your session. 

5.  In Room Attributes, you can manage recording options, audio/visual settings, permissions and preloaded content. 

6.  In Grade Center Integration, you can create a grade within Blackboard for the session.

7. Under Assign Roles, you can assign the role of participant or moderator to all users. 

8. By selecting Assign access, you can assign specific roles to individual users. 

9. When finished, click Save.

For Existing Users: Navigating the New Menu to Create a Session in Collaborate

Resulting from a recent update to Collaborate, the menu to create a session has changed. Previously, the menu included tabs for different categories. Now the categories are featured in drop-down headings on one screen. Here are some things to look out for:

1. You arrive at the menu to create a session the same way you always did through Blackboard. Find your course, go to Course Tools and click Blackboard Collaborate. Then, you will find the same button to create a session.

2. Next, you will find options by clicking on the green-font headings below "Room Options," which will drop down. Some of the options are "Session Type," "Room Attributes," etc.

3. In the Room Attributes option, you'll see many of the same defaults as before. All Permissions remains on, so that all participants retain the privileges of audio, video, chat and whiteboard. Allow In-Session Invitations lets you create a link for users not enrolled in the course. (Hover over the "i" icon to receive further information about each option.)

4. Because you are creating the session, you are by default a moderator. If you wish to make other users moderators, select "Assign access." By pressing "Add Moderators" or "Add Participants," you can select from your call roster to assign roles. Please remember that when you choose "Assign access," every user you wish to participate in the session must be assigned a role to gain access. 

Problems Joining Collaborate Sessions on Mac OS X 10.8.4

Posted on June 7, 2013 by Dylan Romero

We have discovered an issue with the Collaborate web conferencing system and OS X Mountain Lion v10.8.4. If you have recently updated a Mac that you use to join a Collaborate session as a moderator or participant; or if you are trying to view a recorded Collaborate session, please follow either one of the three suggested workarounds below that have been provided by Blackboard.

Affected PlatformsMac OS X 10.8.4

Issue
Recent security changes released by Apple may prevent Web Conferencing customers from launching Blackboard Collaborate sessions and recordings. Customers using OS X Mountain Lion v10.8.4 will be affected. The security changes no longer allow users to auto-launch JNLP files. The following message will appear when trying to launch a session:

Note: Clicking the OK button will NOT launch the session

Solution/Workaround
This issue can be resolved by using one of the following workaround methods:

Workaround 1 (Recommended):
Role: Moderators and Participants
Difficulty: Novice

To launch a Web Conferencing session or recording follow the steps below:

1. Locate the downloaded JNLP. Note: Please refer to knowledge base article 2941 to learn how to locate the JNLP Download.
2. Control-click (or right-click) the file and then select “Open” from the context menu. You will see the Open meeting.jnlp confirmation message (Refer to the image below).
3. Click the “Open” button at the bottom of the dialogue box to launch your Web Conferencing session (Refer to the image above).

Note: Repeat workaround 1 every time you wish to launch a Web Conferencing session or a recording.

Workaround 2:
Role: Moderators and Participants
Difficulty: Novice

1. Go to your Apple Menu at the top left corner of your computer screen.
2. Select System Preferences.
3. Select Security & Privacy (Refer to the image below).
4. If necessary, click the lock icon at the bottom left of the Security & Privacy window to make the needed changes (Refer to the image above).
5. Under the “Allow applications downloaded from area”, select the Anywhere option at bottom of the Security & Privacy window (Refer to the image below).
6. Click the “Allow from Anywhere” button to confirm (Refer to the image above).
7. You should now see the Open confirmation message shown in the image below:
8. Click the “Open” button to allow your Web Conferencing session or recording to launch successfully.

Workaround 3: Collaborate supports mobile devices too!
Role: Participant Only

Join the Blackboard Collaborate session on your iOS mobile device (iPhone/iPad) or Android phone or tablet. Please refer to knowledge base article 2474 to learn how.

Further Details
For further information regarding this Apple Security Update, please visit:http://support.apple.com/kb/HT5784

Link to the Blackboard Collaborate article:http://support.blackboardcollaborate.com/ics/support/default.asp?deptID=8336&task=knowledge&questionID=2940

Teleconferencing in Blackboard Collaborate

Blackboard Collaborate has a built-in teleconference option that lets participants call into the conference using their telephones.

To phone into your session:

1.  Enter your collaborate session

2.  From the menu at the upper-right of the video window, select "Use Telephone for Audio"

3.  The phone number and pin for your session will appear.  Call the number and dial your PIN to be connected to the conference, or distribute the phone number and PIN to participants.

4.  Teleconferencing participants appear on the Participants panel as "Teleconference"

How to Record a Collaborate Session

Moderators may optionally record Blackboard Collaborate sessions for later playback.  To record a Collaborate session, enter the session first, then click the "Record" button at the upper-right. 

If you would like to be reminded to start the recording in future sessions, click Tools > Preferences at the upper left, then click "Remind" and check the "Remind me to start recording button":

Within 1 hour after the last person has left the session, a link to the recorded session will appear for the students and instructors in the "Recordings" tab of Blackboard Collaborate in Blackboard itself.

Here is a video that shows the complete process for recording a Collaborate session:

Clickers via Collaborate

To see Clickers (live polling environment) used 
with BB Collaborate, click on the recording link below:

Link:  http://goo.gl/YUiHl

To make a Collaborate sessions unavailable

 Use the feature below while setting up the session so that student do not enter the session while preparing the class/meeting

Click “Create Session” and select the Participation tab.  The first option on the tab is “Restrict Participants”.  Check the box and student will not be able to access/see the session.

When preparation is complete, click on the chevron next to the session and elect “Edit” from the dropdown list.  Select the Participation icon and un-check the “Restrict Participants” box

Blackboard Collaborate Mobile

     Main Screen

Chat Feature 

 iPad Functionality

The iPad functions a passive device for Collaborate. Take a look at what you CANNOT DO with Collaborate on an iPad.

What You Cannot Do With an iPad

1.  Access Web Tour (this feature is not included yet)

2.  Access Talk device (you cannot talk into the iPad in a Collaborate session)

3.  Interact with Whiteboard (you can see the whiteboard, but you cannot draw on it etc..)

Teleconferencing in Blackboard Collaborate using Rondee

Blackboard Collaborate has a built-in teleconference option that makes Rondee no longer necessary.

Click here for instructions

BB Collaborate Google Chrome Problem

When I am using Google Chrome and I click on the link to launch the   session, nothing happens.           

There is a known issue with Google chrome automatically launching java web start (JNLP) files that are necessary to open an Elluminate Live or Blackboard Collaborate session. There are two methods to work around this problem.

            

 1) After entering your name to sign into your session (also see screen shots

 When prompted to keep or discard the file --> "meeting.jnlp" choose keep 

 Next to meeting.jnlp, choose the drop down menu on the right (right arrow menu) and select "always open files of this type."

The session should then open and all subsequent sessions should now open automatically.  If the session does not open, close the browser and re-enter the session link, the session should then open automatically.

                                                   

                                                                       

Or you can use an alternate web browser, Firefox or Internet Explorer

BB Collaborate Audio/Video Issues

I cannot hear the people talking during a web conference?
Check your audio set up. You may have more than 1 mic (i.e. headset and web cam) connected to the computer. You should only have 1 audio unit connected to   the computer. DO NOT CONNECT A HEADSET (WITH A MIC) AND A WEB CAM (WITH A MIC). The computer will not know which mic to use. Make sure your speakers are set up in Collaborate.

I cannot see the people on camera during a web conference?
Make sure your video button is turned on in Collaborate. Make sure whoever is talking has their mic turned on.

What happens if my recording playback does not display the Application Sharing and or Web Tour content that occurred in the live session?

There are two workaround solutions to view application sharing or webtour:

A. Playback menu option OR   B. Timeline bar option

Playback Option

Click to highlight Application Sharing Started within the listed items in the Kind column.  Then click Seek at the bottom left of this window.  Close the window using the "X" or by clicking Done on the bottom right. This starts the recording at that point when the Application Share began.

Timeline bar option: Once archive is open, manually move the timeline slider at the bottom of the window to the point in the recording where the Application Share began.  This will display the Appshare content that was visible in the live session.

For Web Tour: Follow instructions above; choose Web Tour vs. Application Sharing. We understand that this is an inconvenience and appreciate your patience while we work on a final solution.

Solution:

To avoid this error and view your recording use one of the following options:

·         Launch the recording using the session URL/link

·         Use the JNLP file; however only use it once

What if during a session the video does not switch when a different person starts talking?

If you only have 2 people participating this will happen, the video will not switch when there are only 2 people. If you have more than 2 people participating and this happens:

*Click on Tools>Click on Video> Make sure “Have camera follow Speaker” is checked.


What happens if I receive an error message “unable to play”?

This error is due to the security improvements made to JNLP files on the Session Administration System (SAS) and Blackboard ELM. In ELM, the "one time use" JNLP file setting is optional and enabled by the Administrator.

What if I hear an echo during a session?

Echo is caused primarily from sound being replayed back through a microphone and or can be related to latency with the connection.

These issues are typically solved with a couple different methods and via best practices for using our tools.

1) Important, when finished speaking, hit the talk button again to turn off your microphone.  This will prevent the #1 reason for echo, which is the sound of another person's voice re-playing back through the open microphone.

2) Latency related to the Internet connection of the user.  Recommend adjusting the connection speed lower, for example, for some users, a move from LAN to wireless makes a big difference. That change can be made by the user from within the session.

Click on--Preferences --> scroll down and highlight "Connection"; adjust this lower, ie from LAN to Cable/DSL, or Wireless.  Experiment with what works.

3) Related to #2 above, be sure Internet connection is sufficient for the bandwidth requirements of the session. If using wireless, ensure signal strength is excellent. Weakness here causes issues.

4) Due to bandwidth intensive nature of the certain tools, be aware of bandwidth usage when using video and application sharing.

5) Ensure computer resources besides bandwidth are free for the tools the session requires. Close any programs not required for use in the session to free up memory and processing power.

***One note of hope for echo issues.  We are working on echo cancellation for a future release of the software as we recognize the need to help our users mitigate this problem.

Can I use any type of headset?

No. It is recommended that you use a USB HEADSET! If you use other headsets you may have audio problems.

When do I need to plug in my headset?

Plug in your USB Headset BEFORE you log in to a Collaborate session. It is important to do this because if you wait to plug in your headset after the session has started you may not be able to hear people speaking during the session. Your computer has to recognize your headset device before you log in.

BB Collaborate Whiteboard Issues

If you type a link in whiteboard but it does not open when you click on it?

**Make sure you typed (http://), otherwise the link will not open in whiteboard.

My link that was loaded in PowerPoint does not work now that I loaded my    PowerPoint into whiteboard.

**Links in PowerPoint DO NOT work when the PowerPoint IS loaded in whiteboard

Why do I see I see a black box on my screen within the application sharing window?

**If the moderator is application sharing one application, for example Adobe reader to display a PDF file, any application window that the moderator puts on top of the Adobe window is not shared, and will appear as a black box to the participants.

To avoid this, do not cover the shared application window with another application or share the entire desktop. If the entire desktop is shared, your participants will see everything open on your desktop.

What happens if I get this error message "Unable to load PowerPoint"?

**This is often caused by having more than one copy of Microsoft Office installed on your computer. The PPT converter does not know which version of Office to run. So, there are several options for how to proceed here: 

The simplest is to uninstall one of the versions of Office, be sure to restart your computer      prior to attempting to upload a PPT again.  If you still receive the error after uninstalling  one  version, you may also need to run the Microsoft Office Cleaner utility to remove registry entries that might also cause confusion for the PPT converter.

1) Go to http://support.microsoft.com/kb/290301 and pick the appropriate version of Office to uninstall to get the Cleaner Utility.  You can also visit http://support.microsoft.com/mats/Program_Install_and_Uninstall for automated Microsoft fix it utilities.

2) If you want to keep both versions of Office. You can continue converting the slides to images prior to uploading them to Web Conferencing.

3) You can try using OpenOffice, which can be downloaded from http://www.openoffice.org/ for  free. Open your existing Powerpoint files in OpenOffice to make sure they are still formatted correctly.Then close OpenOffice and upload the files to Web Conferencing. You should be prompted whether or not to use PowerPoint or OpenOffice for the conversion, use OpenOffice.

Is there a limit to how much information I can post on whiteboard?

**Yes. In most cases, the Whiteboard has a limit of 10 megabytes at any given time. If a new file would exceed that limit, an error dialogue will appear with specific details pertaining to your upload, such as by how much it exceeds the current limit.

              Workarounds

·        If the limit is breached by a single presentation, you can re-save that presentation as multiple files that can then be loaded separately.

·        Reducing the size of the Whiteboard canvas can dramatically reduce the file size of a presentation, often with only minimal impact on image quality. Click here to learn how to reduce the size of the Whiteboard canvas.

·        Slides that have already been presented to your participants can be removed from the whiteboard to free more space.

Note: The size of your native files (such as an image file or Powerpoint presentation) is not necessarily indicative of the size of those files once they have been imported to the Whiteboard. All files placed on the Whiteboard are converted to .wbd files, which are often much smaller (although not always) than the source file.

Further Details

The maximum capacity of a Web Conferencing session actually varies depending on how your institution manages Web Conferencing rooms.   

·         SAS Open Access - 10 MB

·         Elluminate Live! Manager (Default settings) - 10 MB

·         vClass - 10 MB

·         vRoom - 10 MB

·         vOffice - 20MB