Docebo for Webex Version 2

Disclaimer: The integration with Webex V1 is no longer supported since October 31, 2020, and reached its end of life on February 1, 2021.

Introduction

For those using Webex Meetings, Training and Webinars for web training, your platform can integrate with Webex, so your users can access live training sessions directly in webinar courses in their Docebo platforms.

Docebo can integrate with Webex Meetings, Training, and Webinars. Other Cisco web conferencing tools are not currently supported. You can only use this app if you have a Webex account, if your license includes the Admin site access and if you have agreed to the terms and conditions outlined in your contract.

The integration supports both public and private sessions and it is available for Webex SaaS. Docebo for Webex V2 does not support on-premise deployments.

For more information about webinar tools for ILT courses on mobile devices please see the article Managing Webinar Tools for VILT Courses on Mobile.

Important notes about Webex Version 2: 

• Docebo does not support Webex Training session accounts in federated mode with SSO, Meeting and Webinar types are supported. If you have configured the SSO authentication in your Webex page, when you try to create a Webex Training session, you might receive an error: “An error was returned from the API: ‘Incorrect user or password'".
• Only Webex Meeting and Webinar session types support SSO. The Webex Training session type does not support SSO.
• Meeting and Webinar refresh tokens expire after 60 days if an account is not used within that time period after its creation. If a token has expired, the account must be re-authorized from the Administration page.
• Make sure that the learners attending the webinar have their first name and a valid email address associated with their user profile in Docebo, or they will not be able to access the webinar.
• For Webinars using this integration and created after January 10, 2020, you have to activate the password functionality or Webex will automatically generate it for you. Refer to this article of the Webex Help Center (opens in a new tab) for further information on passwords for webinars.
• Due to the removal of the service in Webex, Webex Events can no longer be scheduled for on or after April 1, 2023. Please schedule Webinars only after this date.

Activating the Webex V2 app in Docebo

Activate the Webex V2 app as described in the Managing Apps & Features article of the Knowledge Base. The app is listed in the Web Conferencing tab.

Configuring Webex V2 in Docebo

In order to easily configure accounts in Docebo, please make sure that you log in to your Webex account (opens in a new tab) first.

To set up the integration in your platform, access the Navigation menu > Add-ons and integrations (jigsaw icon) > Webex V2.

Authorizing a Meeting or Webinar account

The Webex V2 Admin page shows all the accounts already configured with Webex V2. In order to configure a new account, press the plus button.

In the side panel select the Meeting or Webinar session type (this can not be changed later), followed by the account name and an optional description of the account. For Training session types, please see the chapter titled Authorizing a Training account. Next, choose if you would like the Site Admin option, an option which controls visibility, to be public or private.

Please note: 

• The public or private visibility options were known as Listed and Unlisted meetings in previous versions of Webex. When selecting the public visibility option, your meeting or webinar will be listed on the public meetings list and anyone can view its details. We recommend that you secure your meeting by adding a password.
• If you have set your visibility options to Unlisted in Webex, you must set your visibility options in Docebo to Private, otherwise you will not be able to create public meetings or webinars.
• To change your visibility options in Webex, from your Webex Administration site, select Configuration → Common Site Settings → Options. Next, under Security Options in the Cisco Webex section:
  • In the Webex Meetings section, check if All meetings must be unlisted is selected and uncheck this setting.
  • In the Webex Events section, check if All events must be unlisted is selected and uncheck this setting.
  • In the Webex Training section, check if All sessions must be unlisted is selected and uncheck this setting.
  Next, press Update.

Next, in the Options section, set session limits per course, account or per concurrent room. The maximum value for these optional fields is 999.
Next, press Create to create the new account. If you are not logged in to your Webex account, you will now be redirected to the Webex login screen. Log in and your account will be authorized. If you are already logged into Webex, you will be returned to the Webex V2 Accounts List View where you can see your list of accounts.

Your account is now successfully authorized and you will be returned to the Accounts List View displaying the list of authorized accounts.

The Accounts List View will show you the account name, description, creation date, session type and status of the configured accounts. The session type column will show Webinar, Training, Meeting or Events (classic). Please note that Events (classic) can no longer be used for scheduled sessions, consider using an Event or Meeting type for rescheduling the session.

Authorizing a Training account

In order to configure a new account, press the plus button.

In the right panel select the Training session type (this can not be changed later), followed by the account name and an optional description of the account. For Meeting or Webinar session types, please see the chapter titled Authorizing a Meeting or Webinar account. Next, enter your Webex ID and password as well as Site Name, Site ID and Partner ID. Then, choose if you would like the Site Admin option, an option which controls visibility, to be public or private.

Please note: The public or private visibility options were known as Listed and Unlisted meetings in previous versions of Webex. When selecting the public visibility option, your training will be listed on the public meetings list and anyone can view its details. We recommend that you secure your meeting by adding a password.

Next, in the Options section, set session limits per course, account or per concurrent room. The maximum value for these optional fields is 999.

Your account is now successfully authorized and you will be returned to the Accounts List View displaying the list of authorized accounts.

The Accounts List will show you the account name, description, creation date, session type and status of the configured accounts. The session type column will show Webinar, Training, Meeting or Events (classic). Please note that Events (classic) can no longer be used for scheduled sessions, consider using an Event or Meeting type for rescheduling the session.

Editing an account

Hover over the account you created in the previous step and press Edit (pencil icon) in order to edit the account.

You are now able to see the status of the account, as well as select a template to use for your session. To do so, press the down arrow in the Template field and choose the template in the displayed list.

You can also change previously applied settings, such as optional limits, visibility or the account name and description.

Important notes about editing accounts: 

• Editing and authorizing a Meeting (classic) account will allow you to keep the retroactive compatibility with all the VILT events created within. Doing so will convert the Meeting (classic) account to a new Meeting account.
• Event session type accounts can not be edited as the Event session type is deprecated in Webex.
• You can not change the session type of an account after it has been created. If you wish to use a different session type, you can create a new account using another session type.

Deleting an account authorization

In the list of authorized accounts, hover over the account you wish to delete and press Delete (trashcan icon).

You will then be presented with a modal window to confirm the account deletion. Press Delete to confirm the deletion of the account authorization.