Remote Proceedings FAQ

Which search engine should I be using for remote proceedings?

You can use Firefox, Chrome, Safari and Internet Explorer for both Zoom and WebEx; however, keep in mind that Chrome tends to utilize system resources more than the other search engines do.

Describe each platform in terms of its ease of use for a relatively novice/moderate computer user. 

ZOOM: Zoom is a very intuitive, user-friendly platform.  In our experience it is much easier to use than WebEx.

WEBEX: WebEx is not as intuitive for a novice or moderate computer user and requires all parties to download the Cisco browser client* and register for an account prior to joining a meeting.

* If your computer is locked down by your IT department, you may need their assistance with installing the browser client.

Do we need to buy any licences in order to attend remote proceedings with Reportex?

ZOOM:  No.  Reportex takes care of all the licensing. Clients can choose to create a free account if they wish (though this is not required), or they can simply join the proceedings by clicking on the invite link that we email out the day before the proceedings.

WEBEX: No.  Reportex takes care of all the licensing.  However, when you attend remote proceedings via WebEx, you will be required to fill in your contact information, create a password, opt in or out of email notifications from Cisco WebEx Meetings and activate your account via email.

Which devices can I use?

ZOOM: Zoom is available on devices that run Windows, MacOS, Linux, iOS or Android. A complete list of operating system limitations can be found here.

WEBEX:  Webex is available on devices that run Windows, MacOS, Linux, iOS or Android. A complete list of operating system limitations can be found here.

Is there any way I can test my settings in advance of my proceedings to make sure I can connect?

ZOOM:  Yes.  Click here to join a test Zoom meeting.

WEBEX:   Yes.  Click here to join a test WebEx meeting. 

Which platform offers better quality audio and video?

ZOOM: While both Zoom and WebEx offer high-quality audio and video, Zoom typically requires more internet bandwidth than WebEx. Thus, if a participant’s internet bandwidth is less than 25/5 mbps up/down, you may experience performance lags such as stuttering video or audio dropouts while using Zoom.

WEBEX: Since WebEx requires less internet bandwidth, participants with less than 25/5 mbps up/down may notice better audio and video quality with this platform.

IMPORTANT NOTES:  

  • We strongly recommend that participants maintain a minimum bandwidth of at least 25/5 mbps up/down. This may require you to contact your internet service provider to increase your service.
  • Where possible participants should use a hardwired connection (not wifi) as this will provide better internet stability.
  • You can check your Internet bandwidth using speedtest.net.

What is the role of the ‘host’?

ZOOM: In Zoom, the person that creates the meeting is the Primary Host. The Primary Host can delegate hosting duties to a Sub/Secondary Host but cannot be removed from the meeting. Both the host and sub host can invite participants, create breakout rooms and share documents.

WEBEX:  In WebEx, the person that creates the meeting is the Host.  The Host can delegate ‘Presenter’ rights to a participant/attendee but cannot be removed from the meeting.  The Host is the only one who can create breakout rooms, but both the host and the presenter can invite participants and share documents. 

How do I change the speaker views in my remote proceeding?

ZOOM: Zoom offers two view options: speaker view and gallery view. You will find the option to switch between these views in the top right corner of the Zoom window.

WEBEX:  WebEx offers four view options: active speaker video view, active speaker and thumbnail video view, grid view and floating panel view.  You will find the option to switch among these views in the top right corner of the WebEx window.

Do I need two monitors?

A dual monitor setup is not required, but it is strongly recommended.  This way you can have your Zoom/WebEx meeting on your webcam device and your documents/references materials on your second monitor.

Who sets up the breakout rooms for mediations?

As the master host of the proceedings, our IT specialist will set up all necessary breakout rooms and will instruct the parties how to access them at the start of each mediation.  

What should we indicate on the appointment to examine for discovery with respect to the location of the discovery?

We are recommending that you note “Zoom videoconferencing by Reportex” on the appointment sheet instead of noting a physical location.

Can I get a certificate of non-appearance if the witness doesn’t log into the Zoom platform within 30 minutes of the scheduled start time?

Yes.  We will provide certificates of non-appearance for remote discoveries just as we do for in-person discoveries.

How is the witness (and interpreter if present) sworn in? 

Witnesses and interpreters are sworn in by the court reporter just as they are in an in-person setting except that they are not required to hold a Bible in their hand. 

How do we go off the record in a discovery?

If counsel want to have an off-the-record discussion, simply ask the reporter to go off the record just as you would in an in-person setting.

Can I show documents to the witness or other participants?

Both Zoom and WebEx allow you to share documents or your screen with other participants. 

Can I allow remote access of a document to the witness or other participants?

Both Zoom and WebEx allow you to provide remote access of documents to other participants. 

Can I mark exhibits? 

You can either refer to the document by its production number or mark it as an exhibit, just like you would in an in-person setting.  If you choose to mark exhibits, you will enter them on the record in the normal course and then email them to your reporter at the end of the discovery.  We will apply a digital label to the exhibits and return them to you.  Your reporter will provide you with detailed instructions following your discovery.

How do we handle breaks?

When it’s time to take a break, simply mute your audio and stop your video feed. If you’re sharing your screen, you should stop the share as well. Unmute and restart your video feed once the proceedings resume.

What do I do if I accidentally leave the meeting?  Can I rejoin? 

Yes, you can rejoin.  Simply locate the invite link that was emailed to you and log back in.  You will be placed into the main session area and then reassigned to your breakout room if required. 

What happens if someone attends the Zoom meeting who was not invited?

If someone logs into your Zoom session uninvited, you can ask them to leave the meeting.  If necessary, the Reportex technician can remove the participant from the meeting and prevent them from reattending.

How can I reach the Reportex technician if I run into a technical issue?

Our technician will provide you with all the instruction you need on how to reach him or her during the proceedings.  Rest assured that you will be well supported! 

Can the proceedings be recorded within the platforms?

Both the Zoom and WebEx platforms include a recording feature.  As we know, audio and video recording of mediations is strictly prohibited, and the only record of discoveries is that kept by the court reporter.  Only the Reportex technician and the person with ‘host/presenter’ privileges’ (i.e., examining counsel or the mediator) has the ability to record the proceedings, and if the record function is inadvertently engaged, all participants will be able to see a red ‘recording’ indicator in the window.  If at any point a participant notices that this feature is engaged, they should immediately notify the mediator or court reporter. 

What happens to the video feed, audio, shared documents and chat dialogue after the proceedings conclude?

Assuming that the proceedings have not been recorded, all of this data is automatically deleted once the meeting ends.  However, if the record function was inadvertently engaged, our technicians will ensure that any recorded content is removed from a host/presenter’s system.   

Are these remote platforms available internationally?

Both Zoom and WebEx are available in US, Canada, Europe, the UK and most countries.  These platforms may not be available in countries where apps are restricted by the government (e.g. China) or in countries which are under trade sanctions by the United States (including Cuba, Iran, Iraq, North Korea, and the Crimea region of Ukraine).  If a participant in your discovery or mediation will be attending from one of these areas, please speak with Reportex about doing a test session prior to your proceeding. 

Security & Feature Comparison

Reportex is closely monitoring online security for all remote platforms, and our technicians are making adjustments to our services as needed. Please click here to review Reportex’s feature comparison of the Zoom and WebEx platforms for discoveries and mediations.

Webinars

The following webinars were conducted live with our clients via Zoom in March 2020.  Since that time, Zoom has implemented the ability to engage the following additional security features:

  • ‘Locking’ a meeting to prevent anyone from joining after a certain time.
  • Disabling the ‘chat’ function to prevent parties from communicating with non-participants.
  • Enabling the waiting room in order to prevent unauthorized participants.
  • Preventing participants from renaming themselves in order to preserve transparency.
  • Controlling how or if documents are shared or annotated.

Click here to read more about Zoom’s ongoing security protocols.

Zoom Overview

Our systems director Brandan Berry explains the features of Zoom.

Sample Remote Discovery

Our staff conduct a mock discovery using Zoom.