Overview

The following document provides instructions for you to integrate Acclaim Solaria with Cameo.  This integration allows you to:

• Automatically schedule Cameo meetings for a job using a conference room.
• Automatically update the Cameo meeting as associated details change on a job (such as when the job is rescheduled).
• Automatically delete Cameo meetings when a job is canceled.
• Download audio recordings and video recording links to jobs (if also integrating with ServiceLink).

About Remote Counsel

Remote Counsel Cameo is a remote deposition video solution tailored for Court Reporting firms. As part of the comprehensive Remote Counsel platform, Cameo Rooms ensure seamless videoconferencing for depositions.

Remote Counsel Cameo rooms automatically select an available room for scheduling, eliminating the need to manually track room usage and overlap. This system ensures no errors or double bookings occur. With one-click scheduling, managing room availability is effortless and accurate.

With over 25 years of experience, Remote Counsel pioneered videoconferencing solutions in the industry. Our long-standing history demonstrates our commitment to innovation and reliability in providing top-notch services to legal professionals.

Our exceptional support staff is knowledgeable, solution-focused, and highly responsive. They understand the pressure of supporting live events in a legal setting and are dedicated to ensuring smooth and efficient operations for all your videoconferencing needs.

Steps to Set Up Cameo

Get Remote Counsel Account and Cameo Room

You will need to get a Remote Counsel account and purchase a Cameo Room in order to integrate Solaria with it.  Do the following:

1. Call the Remote Counsel sales phone number on their website:  https://www.remotecounsel.com/
2. Once you have your account, log into the Remote Counsel website.
3. Go to My Account.
4. Click on the Edit button under Company.
5. Copy and save the API Token shown to paste into Solaria using the instructions below.

Enter Cameo Room Settings

Update your Cameo Room settings on the Remote Counsel website so that when meetings are automatically created by Solaria, they will use the defaults that you want.  Solaria will set the meeting topic, date, time, time zone and duration.  All other settings will come from your defaults, including which types of recordings are saved.

Turn On Cameo in Solaria

System Preferences

In the Solaria application, do the following to turn on the integration with Cameo:

1. Select Settings ► System Preferences ► Interfaces tab ► Zoom/Cameo Meetings section.
2. Check Integrate with Cameo.  Please read the red message that displays.

3. If you also integrate with ServiceLink, you will see additional dropdowns to select the audio recording file type and video recording link file type.  These are all optional.  The Cameo audio recording and video recording link are downloaded from Cameo at the same time that a fetch is done for ServiceLink.  You may need to add new files types for this.

• The audio recording file will be downloaded, attached as a file on the related job, then uploaded to ServiceLink.    
• The video recording link will be added to the related job in Solaria as well as in ServiceLink.  Opening it will open a browser to where the video can be played.  (No physical file is downloaded.)
• All file types will use the standard rules on the file type setup to determine if any users get automatic access to the files.

4. Click on Save Changes.

Companies

For each company in Solaria, you will need to enter the Cameo AI Token that was provided to you and turn on Cameo for any conference rooms that should automatically create Cameo meetings when used on jobs.

1. On the Company maintenance window, click on the Cameo tab.
2. Enter the Cameo API Token provided to you.  (These can be different for each company if you have more than one Cameo account.)
3. Click on Verify to make sure it is correct.
4. Add or edit a conference room that should be associated to a Cameo meeting.  Select Cameo Room then enter the Cameo Room name.   Solaria will verify that the name is correct.

5. Click on OK to save the conference room.

6. Click on Save Changes to save the company.  Repeat this for all companies as needed.

Standard Report Text

Cameo meeting topics will be generated for you.  Two formats have been predefined for you; however, you can customize these in Settings ► Standard Report Text.

Enter the text and fields you want to use for the Cameo meeting topic in Format 1.  If you choose a field that may not be populated on all jobs, you can enter alternate text to use in Format 2.  Solaria will use that if a field in Format 1 is found empty.  Limited field codes are available for the meeting topic.

This completes the setup needed to integrate with Cameo.

Automatic Cameo Scheduling

New Jobs

When entering a new job in Solaria, you will see a Cameo tab beside the Remote Meeting field on the Job Details window.

If your job is only remote and uses a Cameo meeting, select the conference room that has Cameo Room turned on for it in the Company settings above.

When the job is saved, it will automatically create a Cameo meeting for the Cameo room associated to the conference room.  The Cameo meeting information will be shown on the Cameo tab and the Remote Meeting tab will contain the meeting invitation.

Overwrite Defaults

The Topic of the meeting will automatically populate using the details entered in Standard Report Text.

You can overwrite the default information by clicking on the edit icon button with the Cameo tab selected.  The Cameo Meeting window will display.

Dual Locations

If your job has dual locations – a physical address as well as a remote meeting – select the physical location in the Location box then click on the edit icon button with the Cameo tab selected.  The Cameo Meeting window will display where you can select the conference room that uses Cameo.

Use Existing Cameo Meeting

If you have an existing Cameo meeting that you want to associate to a new job (or a job that did not use a Cameo conference room), click on the edit icon button with the Cameo tab selected.  The Cameo Meeting window will display.  The Meeting ID field will show an edit icon button next to it.  

Click on the edit icon button and an entry field will be displayed.  Enter the Meeting ID and press tab.  Solaria will look up the meeting ID in Cameo and let you know if the ID is valid or not.  You will not be able to save the window if an invalid meeting ID is entered.

Changing Cameo Conference Room

If you need to change the conference room on a job from one Cameo room to another, the following message will display:

Answering “Yes” will cancel the old meeting and create a new meeting.

Answering “No” will revert the job to the previous Cameo room.

Reschedule Job

If you reschedule the job, Solaria will automatically update the Cameo meeting assigned to it.  It will update the meeting to match changes to the date, start time, time zone or duration.  

If the conference room is changed to one with a different Cameo room, it will cancel the old Cameo meeting and create a new meeting for the new room.  If the conference room was changed to one that no longer uses Cameo, it will cancel the old meeting.

Cancel Job

If you cancel a job, Solaria will automatically cancel the Cameo meeting assigned to it.

A canceled Cameo meeting will show “Canceled” in red on the Cameo tab.

Clicking on the edit icon button will ask you if you want to create a new meeting.  (Note you cannot edit a canceled Cameo meeting.)

Reinstate Job

If you reinstate a job that was canceled, Solaria will create a new Cameo meeting if it uses a conference room with a Cameo room.

Fetching Cameo Recordings

If you integrate with ServiceLink, you can allow Solaria to get the Zoom recordings from finished Cameo meetings.  

• It will download the audio recording files from Zoom and attach them to the jobs.
• It will get the Zoom video recording shared links and attach them to the jobs.   Opening these will play the video recording in a browser from the Zoom website.  It does not download the video file itself.

Before Solaria retrieves the recordings from Cameo, you will need to assign a file type to the audio and video files in System Preferences as shown above in the document.

When manually fetching for ServiceLink, you will see the option to Get Cameo Recordings:

In addition, when synching job files from other windows, it will automatically include the fetching of Cameo recordings.  When using the Auto Fetch or Solaria Service, it will automatically include the fetching of Cameo recordings.

The Service Log (in the Settings menu) will show the Zoom recordings downloaded and which job they were for:

Solaria will also automatically assign resources and attorneys to the files according to the rules of the file types assigned to them and send the information to ServiceLink.   It does NOT send any notifications to the users assigned to the file types.

Once a Cameo meeting is more than 2 days in the past and no recordings have been found for it, it will stop looking on the Cameo website for them.  They can be manually added to the job at that point.