ONAP Meetings and Zoom Bridge Policies
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Zoom Usage Overview
The LF provides 13 several Zoom host accounts for the ONAP community to use. Yes, 13 community Zoom accounts. This is more that any other Project at the whole LF and quadruple the number the next closest LFN Project. There should be no reason that you cannot find an available bridge to host a meeting. The Zoom accounts are named onapmeet1 through onapmeet13, but usually just referred to by ONAP#). ONAP1 is generally reserved for the TSC and very large meetings. Although all of the Zoom accounts are administered by the LF team, the usage is ultimately managed by community Zoom Managers and not by the LF. Here are some important things you need to know:
NEVER change the time or day of ANY meeting in groups.io without first confirming the currently assigned Zoom account is available for the newly proposed day/time!!!
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How do I get Host/Recording/Zoom Account Privileges
Recordings cannot occur unless someone logged in as the Zoom Host account is physically connected to the meeting (default behavior), or someone on the bridge has manually claimed the host role. To do either of these for ONAP you need to be given the appropriate Zoom Manager privileges by the LF.
- As a general rule-of-thumb, Zoom Manager privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access
- You must have a Lastpass account with sharing keys enabled to be granted host privileges to create and modify bridge info.
- You must provide the email address associated with your Lastpass account to the Linux Foundation so that we can share access with you
Do meetings using my personal or company Zoom accounts need to be added to the ONAP calendar
If the meeting is a community meeting, yes absolutely. The meeting should be added to the appropriate calendar for the list used by the project. Private meetings of course are your own business 
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Who can set up a meeting on the https://lists.onap.org/g/onap-meetings calendar
Any community Zoom Manager of onap-meetings can change or cancel a meeting. The community at large cannot create, cancel or change any meetings however.
How do I find the default Zoom Account assigned to a particular list
The Zoom accounts are administered by the LF, but managed by community Zoom Managers Here are some important things you need to know:
NEVER change the time or day of ANY meeting in groups.io without first confirming the currently assigned Zoom account is available for the newly proposed day/time!!!
- IF YOU ARE A HOST PLEASE LOG OFF OF THAT ZOOM HOST ACCOUNT WHEN YOUR MEETING IS OVER.
- Meeting IDs are good for a specific day and time-slot only
- DO NOT use an assigned meeting bridge to start a meeting at a different date or time
- DO NOT log into a different meeting using the same Host account
- A meeting owner has the right to terminate a meeting that is preventing a meeting currently scheduled in that Zoom account from starting
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How do I get Host/Recording/Zoom Account Privileges
Recordings cannot occur unless someone logged in as the Zoom Host account is physically connected to the meeting (default behavior), or someone on the bridge has manually claimed the host role. To do either of these for ONAP you need to be given the appropriate Zoom Manager privileges by the LF.
- As a general rule-of-thumb, Zoom Manager privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access
Do meetings using my personal or company Zoom accounts need to be added to the ONAP calendar
If the meeting is a community meeting, yes absolutely. The meeting should be added to the appropriate calendar for the list used by the project. Private meetings of course are your own business
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Who can set up a meeting on the https://lists.onap.org/g/onap-meetings calendar
Any community manager of onap-meetings can change or cancel a meeting. The community at large cannot create, cancel or change any meetings however.
How do I find the default Zoom Account assigned to a particular list
See the "List Moderators" sticky post in groups.io for your list (e.g. https://lists.onap.org/g/onap-discuss/search?q=list+moderators)
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- If an entire reoccurring meeting series is being cancelled, go into the Zoom account for that meeting and delete the entire series first . Skip this step if only one meeting in the series is being cancelled due to a holiday or something.
- login https://lists.onap.org/g/onap-meetings
- Click the calendar icon on the left panel
- Click on the specific event
- Click "Edit Event"
- Make the changes
- Click "Delete Event" at the bottom of the page
- Pick the cancellation option from the pop-up and leave "Send Notice To Group" in the pop-up checked. Update the meeting page here if appropriate: Current Meetings
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Zoom Management Section
Zoom Managers have been granted permissions by the LF to create, modify and delete bridges on ONAP's 13 community Zoom accounts. As a general rule-of-thumb Zoom Manager privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access
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| title | Zoom 2FA |
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In January of 2022 Zoom implemented a new 2-Factor Authentication (2FA) model that we cannot administratively work around. This means that even with a LastPass account you may not be able login to create meetings or make changes. If this impacts you the only alternative is to send an email to the https://lists.onap.org/g/onap-meetings list asking for a member to do it on your behalf.
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- Click on the specific event
- Click "Edit Event"
- Make the changes
- Click "Delete Event" at the bottom of the page
- Pick the cancellation option from the pop-up and leave "Send Notice To Group" in the pop-up checked.
- Update the meeting page here if appropriate: Current Meetings
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Anchor Zoom-Managers Zoom-Managers
Zoom Management Section
Zoom Managers have been granted permissions by the LF to create, modify and delete bridges on ONAP's community Zoom accounts. As a general rule-of-thumb Zoom Manager privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access
Is there Zoom Manager training available?
All activity assumes that you are logged into the correct Zoom account. Zoom has a great library of how to videos https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials
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How Do I Get Recording Permissions?
How Do I Become An ONAP Zoom Manager?
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By requesting Zoom Manager permissions you agree that you will:
If you agree to these terms please click the link below so that we can send you an invite. Please remember to: |
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How do I set up or change a Zoom bridge
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- After the meeting has started click the "Record" button located at the bottom of the Zoom window OR if someone is screen sharing the recording option will be found under the "More" section of the Zoom menu bar
- Select "Record to this Computer" DO NOT RECORD TO THE CLOUD!
- In case it wasn't clear: DO NOT RECORD TO THE CLOUD!
- You can pause and resume if necessary and the recording will be saved as a contiguous stream.
- Stop the recording when you are finished. It will be saved when the meeting is officially ended.
Rename the zoom_#.mp4 to match your meeting name and date (example foo-team-2019-01-01.mp4)
Upload the renamed .mp4 file to the wiki and link it as appropriate. DO NOT upload any "audio_only" or "playback" files.
After you have verified the upload was successful and you can watch the recording from the wiki, you can remove the files from your computer.
Oh Yeah, DO NOT RECORD TO THE CLOUD!
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How do I claim the host role?
- You need to be an LF sanctioned Zoom Manager
- While in the meeting open the participants tab, then click the "Claim Host" button. Enter the HostID that was provided to you by the LF via the https://lists.onap.org/g/onap-zoom-hosts list.
Note that if anyone one else is already assigned the Host role, you cannot "Claim Host" back unless you are logged into the meeting via the actual Zoom host account for that bridge.
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How do I kill an "In Progress" meeting
A meeting owner has the right to terminate a meeting that is preventing their scheduled meeting from starting.
go to the Meetings tab on the left (if it isn't already there)
Find the offending meeting that has your meeting blocked - The green ball indicates the meeting in progress
Click the "End" button.
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Logging in to a Zoom account using LastPass
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In January of 2022 Zoom implemented a new 2-Factor Authentication (2FA) model that we cannot administratively work around. This means that even with a LastPass account you may not be able login to create meetings or make changes. If this impacts you the only alternative is to send an email to the https://lists.onap.org/g/onap-meetings list asking for a member to do it on your behalf. There are changes being implemented by the LF during the first half of 2022 that should address this limitation. |
The very first time:
- open your LastPass account in the browser, and choose open my vault.
- on the left panel select "Sharing Center"
- Select the "Shared ONAP Zoom Community" folder
- Select the bridge you want to use and click launch
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- Go to http://www.zoom.us/
- Click on the laspass icon in the username field (if it isn't already populated)
select the account corresponding to the meeting you want to record and log in using it: - screen sharing the recording option will be found under the "More" section of the Zoom menu bar
- Select "Record to this Computer" DO NOT RECORD TO THE CLOUD!
- In case it wasn't clear: DO NOT RECORD TO THE CLOUD!
- You can pause and resume if necessary and the recording will be saved as a contiguous stream.
- Stop the recording when you are finished. It will be saved when the meeting is officially ended.
Rename the zoom_#.mp4 to match your meeting name and date (example foo-team-2019-01-01.mp4)
Upload the renamed .mp4 file to the wiki and link it as appropriate. DO NOT upload any "audio_only" or "playback" files.
After you have verified the upload was successful and you can watch the recording from the wiki, you can remove the files from your computer.
Oh Yeah, DO NOT RECORD TO THE CLOUD!
Logout when you are done
Anchor claim-host claim-host
How do I claim the host role?
- You need to be an LF sanctioned Zoom Manager
- While in the meeting open the participants tab, then click the "Claim Host" button. Enter the HostID that was provided to you by the LF via the https://lists.onap.org/g/onap-zoom-hosts list.
Note that if anyone one else is already assigned the Host role, you cannot "Claim Host" back unless you are logged into the meeting via the actual Zoom host account for that bridge.
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How do I kill an "In Progress" meeting
A meeting owner has the right to terminate a meeting that is preventing their scheduled meeting from starting.
go to the Meetings tab on the left (if it isn't already there)
Find the offending meeting that has your meeting blocked - The green ball indicates the meeting in progress
Click the "End" button.
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Trouble Shooting
My Google calendar subscription isn't updating
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If you have Zoom Host privileges you have the right to terminate a meeting that is preventing your scheduled meeting from starting.
I am suddenly unable to login to an ONAP Community Zoom
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Account
If you try logging in via LastPass and get redirected to a page that says: We detected an unusual login from a device or location you don't usually use or have not used in a while. To sign in to your Zoom account, check your email (onapmeet##@onap.org) and input the verification code", there isn't anything we can do about it. This was a change implemented by Zoom in January of 2022 that breaks the way LF communities use Zoom. If this impacts you the only alternative is to send an email to the Zoom managers should look at this sticky post in the private zoom hosts lists. https://lists.onap.org/g/onap-meetings list asking for a member to make the changes on your behalf.zoom-hosts
I still need help!
- Ask the ONAP community project or sub-committee mailing list associated with the meeting
- Ask the ONAP community project or sub-committee Slack Channel associated with the meeting
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