Settings Media Items - CTI Meeting Technology knowledge base

Auto Publish for Media Items: Admin Guide

Auto publish gives administrators clear control over which presentation media items appear on cAttendee and are sent to external vendors. Enabled by default, this feature streamlines publishing while allowing media item–level overrides through the “Publish status” column in the Presentation media items dashboard.

🔍 What Is Auto Publish?

The Auto publish feature determines whether presentation-related media items—such as PPTX, PDF, MP4, AUDIO, and IMG—are automatically made visible on:
• cAttendee, the virtual attendee meeting site.
• External vendors (e.g., Vimeo), if vendor publishing is configured.

🛠️ Auto publish is enabled by default when a media item is created, as this behavior was already occurring in the background. The feature now gives administrators clear visibility and control over what is published to cAttendee.

✅ Benefits of Auto Publish

Benefit	Description
Transparency	Know exactly what is live on cAttendee and/or pushed to vendors.
Efficiency	Automates visibility without requiring extra steps.
Control	Admins can set each media item live on cAttendee directly from the ‘Publish Status’ column in the Presentation media items dashboard.
Optional Vendor Distribution	Seamlessly integrates with vendors like Vimeo when enabled.

⚙️ How Auto Publish Works

📌 Default Behavior

• When creating a new media item (under Presentations -> Media item types), the Auto publish box is checked by default.
• This ensures the item is published to cAttendee as soon as it’s processed.
• If vendor integration is active, this setting also controls whether the media item is sent to the vendor.

🛠️ Configuring Vendor Auto Publish (Optional)

To enable or manage Auto publish for third-party video-on-demand (VOD) vendors like Vimeo:

1. Navigate to Settings -> Vendors.
2. Locate the VOD row and click the SET button.
3. Choose the desired vendor from the list (e.g., Vimeo).
4. Ensure the vendor is configured to receive media uploads when Auto publish is enabled.

📝 Note: This only affects media types supported by the vendor (usually video).

✍️ Manually Override Auto Publish

When Auto publish is active, you can adjust settings on a per-item basis:

🔧 Managing Visibility in the Presentation Media Items Dashboard

1. Enable the “Publish status” Column
• In the Presentation media items dashboard, click the gear icon.
• Check the box to enable the “Publish status” column.

2. Reposition the Column
• Click and drag the “Publish status” column header to move it to the left side of the page for easier access.

3. Filter and Select Media Items
• Apply filters if needed to narrow down your list.

4. Update the Publish Status
• Set the status to “Live” to make the item visible on cAttendee and automatically publish it to your configured vendor (e.g., Vimeo), if integration is enabled.
• If the status is set to ANY other option—such as “Not set,” “To be checked,” “Ready for publish,” etc.—the item is hidden from cAttendee and is removed from the vendor.
• Changing the status back to “Live” will instantly re-display the media on cAttendee and recreate it in the vendor platform.

🧩 Example Use Case

A presentation is uploaded via the Portal by a presenter with Auto publish enabled. It appears on cAttendee and is automatically pushed to Vimeo. However, the admin notices a slide mismatch and changes the Publish status to “To be checked” for that video. This removes it from both cAttendee and Vimeo, allowing time for edits before re-publishing.

💡 Summary

Feature	Controls
Auto publish (default)	Shows media on cAttendee + pushes to vendor (if configured)
Manual override (Presentation media items dashboard -> Publish status)	Enables media item–level visibility control in cAttendee after the media type is set.
Vendor setup	Via Settings → Vendors → VOD → SET → Select Vendor

Import and Reuse: A Faster Way to Set Up Meetings

You’ll see a BETA label next to the new Import feature—this indicates it’s version 1 of a tool we plan to expand and refine over time. cAdmin’s Import feature lets you pull in lists, session types, activities, campaigns and more from any past meeting—no rebuilding from scratch.

BETA Notice

You’ll see a BETA label next to the new Import feature—this indicates it’s version 1 of a tool we plan to expand and refine over time. It’s functional and ready to use, though you may notice a few rough edges as we gather feedback and shape future enhancements.

Overview

cAdmin’s Import feature lets you pull in lists, session types, activities, campaigns and more from any past meeting—no rebuilding from scratch. By reusing proven configurations, you slash setup time and costs, reduce manual data-entry errors and enjoy the flexibility to mix and match only the components you need for each meeting.

Who Can Use It

All cAdmin roles have access to Import, except for Freelance Onsite AV Staff & Vendors.

Where to Find Import

• Homepage: Click Import in the upper-right corner.
• Individual Dashboards (Lists, Activities, Campaigns, etc.): Click Import on that dashboard to copy only those settings.

What You Can Import

1. Lists
2. Custom Terms
3. Session Types
4. Activities
5. Campaigns
6. Extra Data Fields
7. Media Types
8. Collection Templates

Full Import Wizard (All‑in‑One)

1. Initiate Import
• From the homepage, click Import (upper right).

2. Select Source Meeting
• Choose the meeting whose settings you want to copy.
• Use the search bar to filter by meeting name or date.

3. Step Through Each Setting
Lists
• Skip if you don’t need them.
• Select any list to copy. When you do, its row may highlight yellow—this indicates that a list with the same name already exists in the new meeting. You must rename it in the New list name field (e.g., “Category List” → “Category List 2025”), otherwise the import won’t allow duplicate names.

Custom Terms
• Check the terms to import and adjust each “Meeting level value” as needed.
• The running footer at the bottom of the dialog box reminds you which meeting you’re copying from.

Session Types, Activities, Campaigns, etc.
• Follow the same pattern: skip or select, then rename or update as desired. Any selection that conflicts with an existing name will highlight yellow, signaling you to provide a new name before proceeding.

4. Review & Confirm
Click Continue at each step to confirm or skip the import.

5. Verify
After completing the wizard, visit each dashboard to ensure your imported settings appear correctly.

Quick-Pick Imports

If you only need one setting (e.g., an activity):
1. Navigate to the relevant dashboard (e.g., Activities) and click Import.
2. Select your source meeting and the specific item(s) you want to bring in. The selected row will highlight yellow if its name already exists—rename it to avoid conflicts. For activities, you can also choose a New topic list.
3. Click Continue to confirm the import.

Benefits

• Time & Cost Savings: Reuse proven configurations rather than rebuilding from scratch.
• Error Reduction: Minimize manual data-entry mistakes.
• Flexibility: Mix and match only the components you need for each meeting.

Create a New Media Type

All media types must be created in cAdmin or the presenter will not be able to upload that specific file in their Portal. For example, if an MP3 file is not created as a possible media type upload, presenters will not be able to upload MP3 files. This streamlines the uploading process for presenters and weeds out any unwanted files.

PPTX File Type Extension Options and Conversions

At the top, name the media type (e.g., PPTX). Add an optional Description (e.g., Oral Presentation). Next, choose an icon the presenters will see in the Portal for the media type (e.g., a laptop for a presentation).

PowerPoint or PPTX has the most File Type extension (or convert) options including HTML5, IMG, MP4, and Video On Demand. File Type extensions are an OPTIONAL media type conversion each association may choose if they have very specific needs (not necessarily needed).

– PPTX to IMG: This option is for large 1-page ePosters converted to a high resolution
– PPTX to MP4: If the PPTX is video-heavy, this may be a good option
– PPTX to Video On Demand: This option allows attendees to consume the video on a player after the presentation
– PPTX to HTML5: This is an option, but it is not recommended. The conversion process is long and some elements in PPTX don’t always convert to HTML5

After PPTX, the options are PDF, MP4, MP3, and IMG.
– PDF IMG (hi-resolution) converts to a high-resolution image (mainly for ePosters)
– MP4 Video On Demand allows attendees to watch the video at any time

If checked, the Conversion Success flag gives the administrator more information about how the file is converted. Save when finished.

NOTE: Admins can create multiple media file types to accommodate the meeting (e.g., one media type may be a PPTX, and another media type might be a PDF handout).

Media Item Types

What is a CTI Meeting Technology media item? Media items (or types) are the technologies speakers use to present their presentations (e.g., PPTX, MP4, PDF).

CTI provides 5 main media items

– PPTX: files are used in Microsoft PowerPoint, a presentation program used to display content in a slideshow format. Each slide can contain graphics, formatted text, videos, music, animations, and more
– PDF: stands for the Portable Document Format, used to display documents in an electronic form independent of the software, hardware, or operating system they are viewed on
– MP4: a standardized video file format; almost all video players support MP4
– MP3: MP3, M4A
– IMG: PNG, JPEG

In summary, presenters can upload the following file types: PPTX, PDF, MP4, MP3, M4A, PNG, and JPEG files.