ILT Using WebEx

Integrating WebEx Meeting Center or Training Center with ILT in Cornerstone allows the administrator, instructor, and participants to schedule, start, and join webcasts directly from your portal. To enable this integration, visit the Edge Marketplace.

  • Provider - Adding an integrated provider adds a new provider to your portal that is integrated with your WebEx portal.
  • Instructor - Adding an instructor to the WebEx provider automatically creates a host ID on WebEx and allows an instructor to start a session from your portal.
  • Event/Session - Creating events and sessions automatically creates a WebEx session.

There are two options available:

  • Default Options - All sessions inherit the same default options set-up on the back-end at the time of integration and are not configurable.
  • WebEx Extended Options - Allows administrators the ability to modify the options for individual sessions created through Cornerstone.

Note: If you have more than one URL to a WebEx site in your organization, all the URLs will default to the option you have selected above.

Add Instructors

To add instructors to the WebEx provider, see Manage Vendors & Instructors.

  • If the instructor you are adding is already a Host in WebEx, they can only be added as an instructor if they have a different email address. The email address is the unique field used by WebEx and cannot be duplicated.
  • The instructor selected for the session will see a link on the Events calendar.

Create an Event

To create an event using the WebEx provider, see Create or Edit Event.

Create a Session

Creating a session for a webcast is the same as creating an ILT session with the addition of entering the dial-in number if your portal is configured to use the Default Options. If your portal is configured to use the WebEx Extended Options, you will see additional options.

To create a webcast session:

  1. Go to ILT > Manage Events and Session.
  2. Click the View Sessions icon for the event.
  3. Click Create New Webcast Session to create a new session. See ILT Session - Create/Edit.
    1. Dial-in number for sessions - Enter the conference call number that will be used and appear as a pop-up window when a user joins the webcast. (Default Options only)
    2. WebEx Extended Options - Click to select and enable session options. Options may vary based on your settings enabled on your WebEx administrator site. (WebEx Extended Options only.)
      • Telephony - Choose Other teleconference services and enter number that will be used and appear as a pop-up window when a participant joins the webcast or choose None.
      • Use default options - Select this option to enable the options from the Default template configured on your WebEx portal. This applies only to the options under Meeting Options and Attendee Privileges. If this option is selected, the other options on the list are disabled.

      • Select individual options.
      • Click Submit.

Considerations When Creating, Editing, or Copying a Session

The following are considerations when creating, editing, or copying a session:

  • The maximum number of parts allowed in a session at one time is 120.
  • Deleting a Cornerstone part deletes the existing session in the WebEx Meeting or Training Center.
  • Deleting a WebEx session that contains multiple parts allows administrators to delete multiple parts at one time.
  • The Batch Edit pop-up displays for parts configured in Manage Events & Sessions and functions in the same manner as a non-WebEx session batch edit. Any changes made through batch editing are propagated to the corresponding WebEx sessions as well.
  • When saving a session, the instructor functionality is validated prior to committing the sessions. The following error message displays on every page for which a Save button displays for a session if instructor validation results in an error:

Validation Errors

  • If the instructor does not have an active host account in the WebEx portal, the following error message displays: * Instructor [name] is not an active Webex instructor. Please ensure that they are active on the Webex portal and synchronized with Cornerstone on the Vendors & Instructors page.
  • If the instructor's account credentials stored with Cornerstone do not match those in WebEx, the following error message displays: * There was a problem validating Webex host credentials for instructor [name]. Please ensure that their credentials are synchronized on the Vendors & Instructors page.

Considerations When Creating, Editing, or Copying a Part

The following are considerations when creating, editing, or copying a part:

  • For each part created, a separate Meeting Center or Training Center session is created within WebEx. Each time a part's name or schedule is created or edited, the corresponding WebEx session is created or edited as well. Up to 120 parts can be added to a session. See Create Session - Parts Schedule for more information on creating session parts.
    • Meeting Center - A part's occurrence must be mapped to create unique sessions for the same scheduled part in WebEx. The meeting ID is the same for all parts. Each part is linked to the respective instance of the WebEx session.
    • Training Center - A part's occurrence must be mapped to the Single-session course option within the WebEx platform; each part is linked to a respective WebEx session.

Validation Errors

  • If the instructor does not have an active host account in WebEx, the following error message displays: * Instructor [name] is not an active Webex instructor. Please ensure that they are active on the Webex portal and synchronized with Cornerstone on the Vendors & Instructors page.
  • If the instructor's account credentials stored in Cornerstone do not match those in WebEx, the following error message displays: * There was a problem validating Webex host credentials for instructor [name]. Please ensure that their credentials are synchronized on the Vendors & Instructors page.

Considerations When Creating a WebEx Meeting

When creating a WebEx meeting using the Manage Events & Sessions functionality, the parts schedule must be mapped to the WebEx Meeting Center. This creates a unique Meeting Center session within WebEx, enabling users to launch each part of a session separately.

  • The part name and part time are mapped to the WebEx Meeting Center session on the Meeting Center tab in WebEx. The name of the part within WebEx must be in the format of "Session Name: Part Name."
  • Attendance for each part is linked to the respective instance of the WebEx meeting session. The meeting ID is unique for each part. Each part is linked to the respective instance of the WebEx session.
  • Modifications made to the Details page when creating, editing, or copying a session must also be made to the Meeting Center tab in WebEx.

Considerations When Creating a WebEx Training Session

When creating a WebEx training session using the Manage Events & Sessions functionality, the parts schedule must be mapped to a Single-session class within the WebEx Training Center. This creates a unique Training Center session within WebEx, enabling users to launch each part of a session separately.

  • Parts are mapped on the Schedule Training Session page on the WebEx Training Center tab by selecting the Single-session class radio button in the Occurrence field found in the Date and Time section. The name of the part must be in the format of "Session Name: Part Name."
  • The meeting ID will be unique for each part. Each part is linked to the respective instance of the WebEx session.
  • Modifications made to the Details page when creating, editing, or copying a session must also be made to the Meeting Center tab in WebEx.

Start the Webcast (for the instructor)

To start the webcast as an instructor:

  1. Go to ILT page
  2. Click View Your Sessions link
  3. Click on the time link to start the webcast. This will launch the scheduled webcast session.

Join the Webcast (for the participants)

To join a webcast as a participant:

  1. Search for the webcast and request if not already in your transcript
  2. Click Launch. This will automatically log you into the webcast.

Helpful Hints - Invite participants from session

  • If you want to send an invitation to a participant after the session has started or for an external user not in your system, use the functionality in WebEx. (Participant>Invite)

Helpful Hints - WebEx Extended Options

  • If you do not select a meeting option while setting up the session in Cornerstone, it will not be accessible (greyed out) in the WebEx environment. Example below, the Session option of Sharing Desktop was not selected when scheduling the session. The option to Share Desktop inside of WebEx is greyed out (unavailable) when the session is started.
  • The options that will be available when using WebEx Extended Options will vary based on your settings and templates enabled on your WebEx Admin site. Example: Meeting Center/Meeting Options default template options from WebEx portal.
  • The options that will be available when using WebEx Extended Options will vary based on your settings and templates enabled on your WebEx Admin site. Example: Meeting Center/Attendee Privileges default template options from WebEx portal (example)
  • Meeting options matched to WebEx Session Options
  • Attendee Privileges options matched to WebEx Session Options

Common Errors and Causes

Error Type Typical Cause Possible Solution
Conference ID not found Session deleted from WebEx or the session title, session start time, and session end time were changed within WebEx. Create a new session.
Corresponding meeting not found Instructor removed the session. WebEx administrator account should be used to verify whether the session still exists.
Invalid quantity The case must be investigated in order to determine the cause. Approximate the date/time of the issue so that LMS team can review the exception log and resolve the issue.
WebEx Error: Corresponding Meeting Type not found WebEx instructors are managed by the WebEx client administrator (based on WebEx licenses purchased). The meeting type of the instructor should match the integration that Cornerstone supports. There is no configuration within the Cornerstone system for the instructor’s meeting type

WebEx site administrator account can update the settings for the session types that are enabled for that instructor (Examples: ONS, TRS, PRO, SC3, etc.).

Usually, TRS is used for training provider and PRO is used for meeting provider.

Invalid password Password credentials are not synchronized. Another issue may be that the administrator does not have the necessary permissions within the WebEx portal to update the user's password. See the Passwords section below for additional information on passwords. No passwords should be changed on the WebEx site. If there is a change made on the WebEx site, call Cornerstone to have it synced from the Cornerstone system. This is true for the administrator account.
Instructor X is not an active WebEx instructor. Please ensure that they are active on the WebEx portal and synchronized with Cornerstone on the vendors and instructors page. Password credentials are not synchronized. See the Passwords section below for additional information on passwords. For each instructor, if the password on the WebEx site is changed, then edit and submit the instructor from the Vendors and Instructors page. The action of clicking the Submit button syncs the password for that instructor. However, if this needs to be done for many instructors, Cornerstone can also do this via a work order.
Duration must be no more than Max Session Duration The max duration is controlled by the session types that are used by a customer (usually based on the contract with WebEx). The default max duration is 24 hours. During scheduling, the duration that is set has no bearing on the actual duration for which the WebEx meeting is scheduled. For example, if the duration is set for 10 minutes, the meeting can be kept open for up to 24 hours. If it is required that a meeting lasts more than 50 hours, you will need to speak with your WebEx account manager to see if this is possible.
Access denied, additional privileges needed User does not have access to create/update the user in WebEx. Client should contact WebEx support to get full access for this user.
A valid email address must be associated with this account The administrator account that is attempting to perform the action does not have a valid email address. The instructor should have a valid email address in their user record. In addition, each system administrator who wants to send host details should also have their email address in the their user record.
The remote server returned an error: (404) Not Found. Object reference not set to an instance of an object Site URL is incorrect. This may be due to typo errors. Site URL should be similar to: https://clientname.webEx.com
Corresponding user not found Site ID or Partner ID is incorrect. The site ID and partner ID refer to a specific WebEx site. The client's WebEx account manager can provide the correct details for the site they are using.
Users cannot let other users schedule meetings on their behalf The feature that allows users to schedule meetings on behalf of another user is disabled in the WebEx portal. Enable this feature in Site Settings. The site administrator or provider should have this option enabled in WebEx portal by default.
The remote server returned an error: (503) Server Unavailable. Object reference not set to an instance of an object The case must be investigated in order to determine the cause. Approximate the date/time of the issue so that LMS team can review the exception log and resolve the issue.
Fail to forward request: Please call XMLAPI via SSL (HTTPS) The posting URL should have https. Instead, it has http in the Cornerstone database. Contact Cornerstone to have this changed in the database.
Launching session from Cornerstone portal takes the instructor directly to the login page The instructor has already logged on to WebEx before launching the session/meeting from the Cornerstone portal. The instructor should first log out of the WebEx website and then launch the meeting.

Passwords

When a password is stored in an XML message to communicate with WebEx, special characters are replaced with the HTML character equivalent. For example, < is replaced with &lt;. However, they are not converted back into the appropriate special character by the WebEx server. Therefore the WebEx server responds with an "Invalid password" error. This occurs with the following special characters, and therefore, they should be avoided when setting a WebEx password:

  • "
  • '
  • <
  • >
  • \
  • &

Additional Information

  • Newly created users receive an email that enables them to change there password. Because of this, passwords may become out of sync. In order to resolve this, disable the option within WebEx. Require confirmation for new accounts.
  • The Index ID configured within Cornerstone may be different than the ID configured within WebEx. In order to resolve this, request that be changed within Cornerstone.
  • Changing an email address within Cornerstone does not update the email address within WebEx. As a best practice, email addresses should always be updated within WebEx and then within Cornerstone.
  • The launch method is specific for each provider according to their API. To learn more, view each provider's website and APIs.
  • Attendance tracking is available and is initiated through the session roster page. It is done ad-hoc by administrators for all attendance, not per participant.
  • To add a new instructor for GoToMeeting, follow these steps:
    1. Add a new instructor within the Cornerstone system.
    2. Enter the appropriate information for the instructor, but do not check the Active option.
    3. Save the instructor.
    4. Once instructor is created, click on the Computer icon to sync the account with Citrix.
    5. Check the Active option to activate the instructor within Cornerstone.

Webex Webex Webex Webex Webex Webex Webex Webex Webex Webex Webex Webex Webex Webex Webex

ILT ILT ILT ILT ILT ILT ILT ILT ILT ILT ILT ILT ILT ILT ILT