Important Changes Coming to The Way You Use Adobe Connect
As you know, issues were reported with Adobe Connect (AC) during ICANN61 in Puerto Rico and we later restored service.
The way you access closed Adobe Connect sessions is changing so that the rooms are more secure. Room administrators or meeting organizers will apply these changes to closed sessions soon.
Here is what you need to know.
As a reminder, there are two types of Adobe Connect rooms: open rooms and closed rooms. Since open rooms are open by definition, there is no issue to speak of. However, to ensure content and conversations are secure, there will be changes to all closed Adobe Connect rooms.
When entering a closed room, you will be REQUIRED to enter a 6-digit passcode. Your room administrator or meeting host will send you the passcode over the next few weeks.
If you fail to provide the passcode, you will not be able to enter the closed Adobe Connect session. The passcode is linked to a closed room's URL (think of it as a key for a locked room). To prevent medium- to long-term abuse, we have advised room administrators to change the URL periodically – once every 90 days.
Changes to sharing files in Adobe Connect:
When files are shared in a closed room, links to download the file are sent in network traffic. These links will remain available on the AC server even if they are marked for deletion. This means that if one room is re-used for multiple closed meetings with different participants, other individuals could discover sensitive documents.
To mitigate this, any closed Adobe Connect room will be deleted by the host or administrator after each session. It is important to note that when rooms are deleted, all content such as files, chat history, notes, etc will be wiped each time. Room administrators will take the necessary steps to download and save this information as desired.
I also want to address the confusion about whether using the SYNC button (which permits scrolling and offers an option to download a file) poses any security risks. In discussions and testing with the CoSo cloud, we have confirmed that it is safe to use SYNC and UNSYNC as needed by the room administrator.
Frequently Asked Questions:
Q: Do these changes affect ICANN62 meeting sessions?
A: Public sessions (with open Adobe Connect rooms) at ICANN62 Panama City will not be affected. However, any closed Adobe Connect rooms will be affected. Invited participants will be required to enter a 6-digit random passcode to enter the Adobe Connect room. This passcode will be provided by the room administrator/meeting organizer.
Q: What do I need to do now to join a meeting?
A: If required, your room administrator/meeting organizer will send you a 6-digit passcode for your Adobe Connect session. You will need to use this passcode to enter the room when prompted, otherwise you will be locked out.
Q: When do these changes take effect?
A: Room administrators and organizers will reach out to you over the next few weeks, in the event that you need a passcode.
Q: Will the rooms lose the chat history?
A: The chat history will be wiped after each session for security purposes. Adobe Connect hosts can save the chat history before ending a session, or you can simply copy and paste the notes in a document before the session ends. For public or open meetings, hosts may choose to share the chat history with the community, after the session.