Share Your Files with Session Participants

You can use the Session Briefcase panel options to upload, introduce, preview, or present files. The Session Briefcase panel, available within the Prevail Sessions application, and Prevail Briefcase work together to simplify file sharing. If you are a Prevail Member, you can manage your files on the Prevail Platform prior to attending a Session.

• Share Your Files with Session Participants
  • Session Briefcase Panel
  • Upload a File to Your Session Briefcase
    • Sort Session Briefcase Files
    • Delete an Uploaded File
  • Introduce a File to a Session
  • Preview Files in the Document Viewer
  • Annotate Files Using the Toolbar Options
    • Draw Freehand
    • Add an Arrow
    • Highlight
  • Present Files to Session Participants
    • Viewing Options

Session Briefcase Panel

During a Session, you can share your files with participants from the Session Briefcase panel. The panel allows you to quickly access files from your Prevail Briefcase to share with participants. You can preview and annotate files, introduce your files to all Session participants, or present your files to participants using the Briefcase panel options.

When you preview a file that has not yet been introduced or presented, the file is kept private. However, files that are introduced or presented are accessible to all participants.

Prevail Members have access to all Session Briefcase panel features. Guests can view the Briefcase panel but do not have permission to upload or share files.

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Upload a File to Your Session Briefcase

To present or introduce a file to Session participants, you can upload a file directly to your Session Briefcase or make a selection from your Prevail Briefcase. You can upload files directly to an active Session using the upload option or by dragging and dropping files directly into the panel. Alternatively, you can browse your Prevail Briefcase to access previously uploaded files. When selecting files from your Prevail Briefcase, you can select single, multiple, or all files within a folder. Your uploaded files appear in the My Session Documents section of the Session Briefcase panel and are only visible to you. There is no file size limit for Session Briefcase uploads.

Allowed File Formats

Restricted File Formats

• .exe
• .asp
• .html
• .php
• .jsp
• .rar

1. On the Session Toolbar, click the Briefcase icon.

   The Briefcase panel opens.

2. Upload a file to your Briefcase panel...

Sort Session Briefcase Files

The Session Briefcase automatically sorts files based on the most recent upload. You can change the sort order of your uploaded and shared Session files by selecting from the drop-down options.

1. To sort your Session Briefcase files, click the Newest drop-down, then select a sort order.

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Note: The most recent order used is automatically saved as the Custom option.

Delete an Uploaded File

Files that have not yet been introduced or presented are no longer accessible to participants once deleted. However, if you delete a shared file from the panel, the file is removed from your view but remains available for viewing and download by other participants.

1. On the Session Toolbar, click the Briefcase icon.

   The Briefcase panel opens.

2. Click the More icon > Delete.

   The file is removed from your Session Briefcase.

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Introduce a File to a Session

To make a file available to participants, introduce the file to the Session. Once you introduce a file, it appears in the Shared Session Files section of the Briefcase panel for everyone in the Session to access. If you delete a shared file from the panel, the file is removed from your view but remains available to other participants.

1. On the Session Toolbar, click the Briefcase icon.

   The Briefcase panel opens.

2. Click the More icon > Introduce.

   The file appears in the Shared Session Files section of the Briefcase panel for all participants.

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Preview Files in the Document Viewer

Previewing allows you to view or annotate your document before it is visible to participants. When you preview a file, the file opens in the Document Viewer, where you have the option to present. You can use the Document Viewer Toolbar options to navigate to a particular page or annotate your document before presenting it to the Session.

Annotate Files Using the Toolbar Options

Annotate your files using the Document Viewer Toolbar options. You can add text, draw freehand, add shapes, or choose a color to style your edits. Participants can freely annotate documents as they are actively presented. Any annotations added to a file are saved to the user’s copy, which is available in Session Review.

Draw Freehand

You can draw freehand and customize the color and line thickness. The drawing option is available from the Drawing drop-down menu.

1. On the Document Viewer Toolbar, click the Annotations icon.
2. In the Drawing icon, click the Arrow to expand the drop-down.
3. Click Drawing.

   The Drawing menu opens.

4. Choose a color…
   1. From the Drawing menu, select the Color icon.
   2. Select a color from the palette.
5. Choose a line thickness…
   1. From the Drawing menu, select the Thickness icon.
   2. Select a thickness using the drop-down or the slider.

Add an Arrow

You can add an arrow and customize the color, line thickness, and line style. The arrow option is available from the Line drop-down menu.

1. On the Document Viewer Toolbar, click the Annotations icon.
2. In the Line icon, click the Arrow to expand the drop-down.
3. Click Arrow.

   The Arrow menu opens.

4. Choose a line style…
   1. From the Arrow menu, select the Line Style icon.
   2. Select a style from the options.

Highlight

You can add highlights and customize the color and line thickness. The highlight option is available from the Drawing drop-down menu.

1. On the Document Viewer Toolbar, click the Annotations icon.
2. In the Drawing icon, click the Arrow to expand the drop-down.
3. Click Freeform Highlight

   The Freeform Highlight menu opens.

4. Choose a color…
   1. From the Drawing menu, select the Color icon.
   2. Select a color from the palette.
5. Choose a line thickness…
   1. From the Drawing menu, select the Thickness icon.
   2. Select a thickness using the drop-down or the slider.

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Present Files to Session Participants

Present your documents to participants who can follow along as you navigate the document or add annotations. Supported file types include standard image formats, such as JPG and PNG, PDFs, and standard Microsoft Office formats. To present audio, video, or files 50 MB or larger, use the Share Screen option. Once a file has been presented, it is available to all Session participants for download from the Briefcase panel.

When you present a file, the document appears in the Document Viewer for all participants. Participants can follow along as you scroll through the document by selecting Auto Scroll or add their own annotations by using the toolbar options. Your annotations to the file are displayed to participants in real-time, while other options, such as Zoom and View Outline, are not visible to participants.

Before presenting a file, preview the file in the Document Viewer, where you can add annotations.

1. On the Session Toolbar, click the Briefcase icon.

   The Briefcase panel opens.

2. From the Briefcase panel, choose a file to present.
3. Click the More icon > Preview.

   The Document Viewer opens.

4. In the Document Viewer, click Present.

   The file opens in the Document Viewer for each participant.

5. To end the presentation, click Stop Presenting.

Viewing Options

Viewing options, such as pan, zoom, page view, and changing the page, are only visible to you and do not affect what is displayed in the Document Viewer for the other Session participants.