Re: [Tools-discuss] updating interim meeting with webex

Henrik Levkowetz <henrik@levkowetz.com> Fri, 03 April 2020 18:40 UTC

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To: Bob Hinden <bob.hinden@gmail.com>, Tools Team Discussion <tools-discuss@ietf.org>
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Cc: Christian Hopps <chopps@chopps.org>
From: Henrik Levkowetz <henrik@levkowetz.com>
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Date: Fri, 3 Apr 2020 20:40:23 +0200
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Subject: Re: [Tools-discuss] updating interim meeting with webex
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Hi Bob,

On 2020-04-03 18:46, Bob Hinden wrote:
> To add to this a little, we had a 6MAN interim meeting last Tuesday.   Earlier we submitted a request and the AD approved it.   I think that sent an email to the mailing list.  But it did not create a Webex session.
> 
> I contacted the secretariat about that.  They created a 6MAN Webex account and answered a few questions.   I logged into Webex and created a Webex session for the meeting.   I then email the w.g. list with the Webex info and updated our agenda to include it (along with other info like the etherpad page and jabber room).
> 
> As far as I could tell, there wasn’t any way to add this information to the page reached from the upcoming interim meeting page when we did this.
> 
> I just looked again at:
> 
> https://datatracker.ietf.org/meeting/upcoming
> 
> Now it shows all of the links for Webex, materials, etc.   This is much better.   Thanks for fixing this!

You're welcome.  Making these available seemed like a strong priority at
this time :-)

> Bob
> 
> p.s. Minor issue, but perhaps there is a better icon for Webex than a “phone handset” icon….

I'm very open to suggestions.  I was asked to not use the webex icon.


Best regards,

	Henrik

> 
> 
> 
>> On Apr 3, 2020, at 5:16 AM, Christian Hopps <chopps@chopps.org> wrote:
>> 
>> 
>> 
>>> On Apr 3, 2020, at 8:00 AM, Henrik Levkowetz <henrik@levkowetz.com> wrote:
>>> 
>>> Hi Christian,
>>> 
>>> On 2020-04-03 13:13, Christian Hopps wrote:
>>>> Hi Henrik,
>>> 
>>>> Also worth mentioning on the experience, not assigning your webex
>>>> details get's the scheduled email sent from iesg-secretary with a
>>>> link pointing to a webex room for the WG which simply queues folks up
>>>> to be ignored while the actual meeting is running.
>>> 
>>> Huh.  Was this because the webex room for the WG didn't function, or
>>> because there wasn't a chair there?
>> 
>> It's not clear to me yet what was happening. The generic link appears to put the user in a waiting room (waiting on being let in by the host), I don't know if that person was somehow "let in" if they would enter the scheduled meeting or not. I did notice a webex created email sent to lsr-chairs during the meeting for one person (Bruno), I then looked at our current participants and saw him there so that was that.
>> 
>> After the meeting we were informed by another user that they tried 3 times and were placed in the waiting room 3 times and then gave up. We never received any email for this person.
>> 
>> I'm not even sure that the waiting room they are being stuck is for the scheduled meeting we were running anyway. I think this might just be like a general way to connect with the "lsr" webex user (like a phone call)?
>> 
>>>> The email auto generate function should probably not include a
>>>> generic link the WG webex account as it does the wrong thing.
>>> 
>>> Ok; however that begs the question of why not use the WG webex account
>>> for the interim?
>> 
>> We did, this was a scheduled meeting made by the LSR account. Here's something from the user who eventually got into the running meeting (Bruno):
>> 
>>> So may be my experience may help for next time(s). See below.
>>> 
>>> An email from the IESG secretary was sent on 2020-03-19, saying "Information about remote participation: https://ietf.webex.com/meet/lsr "
>>> Hence I used that URL.
>>> On this webex, the meeting did not start on time so I've waited for some time. Then 10-15 minutes past the start, I decided to 'notify the host', but never got accepted on the webex.
>>> At that point I assumed a technical issue with webex and monitored the mailing list, but no one was complaining, which is not inline with typical IETF reaction ;-) .
>>> So I assumed the error was only on my side and I searched for more emails and found one from Chris (2020-03-31) saying that the URL was https://ietf.webex.com/ietf/j.php?MTID=mbef20efa9e66c7e97f9d6b18ea84eca8
>>> And this one worked fine.
>>> My guess is that the 'interim' webex did not use the 'lsr' webex. Also the 'official' notification from the IESG secretary with the incorrect webex URL did not helped.
>>> 
>>> --Bruno
>> 
>> 
>> Aha! so it appears maybe we got the email about Bruno b/c he clicked "Notify the host"? I bet the other user (Robert) never clicked that, so we got no email. It's not clear what would have happened even if we had invited Bruno in, maybe b/c the LSR user was in the scheduled meeting it would have brought him in to that meeting as well, but that's only hoping.
>> 
>> In any case having the links default behavior be to stick users in a queue with no notification to the WG account means we probably shouldn't advertise that link.
>> 
>> Thanks,
>> Chris.
>> 
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> 
> 
> 
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