Importing (Saving) a Recording of a Meeting

The "Import recording" feature enables you to add a recorded meeting to an IBM^® Lotus^® Sametime^® server on which the meeting did not previously exist. In a multiple server environment, this feature may be used to distribute recorded meetings to multiple servers or to move recorded meetings from one server to another. Only Lotus Sametime RAP files can be imported using this feature.

When importing a recorded meeting file, you can accept or change the following meeting details for the recorded meeting:

• Meeting name
• Restrict the meeting to the following people
• Meeting password
• Secure this meeting using encryption
• Do not list this meeting (people must attend it with the URL or by searching for it by name)

After you accept or change the meeting details, a Meeting Details document appears on the Lotus Sametime server for the imported meeting. The Meeting Details document includes the specifications you made while importing the meeting. Users access this new Meeting Details document from the "Recorded" view of the Meeting Center to play the recording of the meeting.

Note You must export a meeting before you can import it. Exporting the meeting allows you to save a copy of the meeting on a network drive. You can also change the recorded meeting file name to an easily identifiable name when exporting a meeting. For more information, see Export (Save) a recorded meeting.

To import a recorded meeting to a Lotus Sametime server:

1. Use a Web browser to browse to the home page of the Lotus Sametime server to which you want to import the recorded meeting file.
2. Click the "Attend a Meeting" link.
3. Click the "Import Recording" link.

Note If the Import Recording link is not visible, then under "Log in to Sametime" on the left side of the Meeting Center, enter the administrator's user name and password and click Log In. The administrator must be assigned the Lotus Sametime Admin role in the ACL of the Meeting Center (stconf.nsf) to see the Import Recording link.

4. On the "Import a Recorded Meeting" dialog box, browse to and select the recorded meeting file (RAP file) that you want to import.

Note Browsing to the directory that holds all RAP files on the other Lotus Sametime server is not recommended because the RAP files do not have easily identifiable file names by default. The files are named according to unique numerical identifiers assigned to each meeting. Lotus software recommends that you use the Export (Save) a recorded meeting feature to rename and copy the RAP file to a different directory before importing the meeting to a different Lotus Sametime server.

5. Click OK.

Note It might take several seconds for the file to be imported to the server. The meeting creation screen appears when the import process concludes.

6. The meeting creation screen displays the values specified by the original creator of the meeting. The administrator can change or accept the following values in the meeting creation screen. All values specified in this screen will be reflected in the Meeting Details document for the recorded meeting in the Meeting Center.
• Meeting name - The administrator can change the meeting name.
• Meeting start date, time, and duration - These fields contain read-only information that cannot be changed.
• Restrict the meeting to the following people - The administrator can remove or add names to the restriction list. If the restriction list contains any user names, only those users can replay the recorded meeting. If you want to allow any user to replay the meeting, remove all names from the restrictions list.
• Meeting password - If a series of asterisks (*****) displays in the "Meeting password" field, the original meeting was password-protected. If you leave the asterisks in the "Meeting password" field, the recorded version of the meeting will be password-protected by the password that was specified by the original creator of the meeting.

If you delete these asterisks and leave the "Meeting password" field blank, the recorded meeting will not be password-protected.

To change the password, delete the asterisks and enter a new password in the "Meeting password" field. The recorded version of the meeting will be password-protected by the new meeting password that you enter.

• Do not list this meeting (people must attend it with the URL or by searching for it by name) - If the administrator selects this option, the recorded version of the meeting is not listed in the Meeting Center and can only be accessed from the Search for a Meeting link in the Meeting Center. If this option is not selected, the recorded meeting is listed in the Recorded view in the Meeting Center.

Note Attachments can also be added to the meeting by the person who is importing the recorded meeting file. These attachments can be downloaded by any user with permission to play the recorded meeting.

7. Click Save. Users can now access the Meeting Details document from the Recorded view of the Meeting Center to replay the recorded version of the meeting.