Ricoh P3500M User manual

User Guide

TABLE OF CONTENTS
How to Read This Manual................................................................................................................................. 3
Symbols...........................................................................................................................................................3
Disclaimer........................................................................................................................................................3
Notes...............................................................................................................................................................3
Precautions for Usage........................................................................................................................................ 4
Copyright Notice............................................................................................................................................4
1. Read This First
Overview of RICOH Unified Communication System Advanced...................................................................5
Devices............................................................................................................................................................5
Application......................................................................................................................................................6
Virtual Meeting Room (VMR)........................................................................................................................ 6
Features Available with This Service................................................................................................................. 9
Devices......................................................................................................................................................... 10
Users............................................................................................................................................................. 11
Operating Environment....................................................................................................................................12
P3500M.......................................................................................................................................................12
Computer (Windows/Mac OS).................................................................................................................12
Smartphone/Tablet (Android/iOS).......................................................................................................... 13
Preparing to Start Using the Services..............................................................................................................14
When Connecting as a Logged-in User.....................................................................................................14
When Connecting as a Guest User............................................................................................................15
2. Connecting to a VMR from the RICOH Unified Communication System P3500M
Registering Address Book................................................................................................................................17
Connecting to VMR..........................................................................................................................................19
Connecting As a Logged-in User................................................................................................................19
Connecting As a Guest User.......................................................................................................................20
What You Can Do During the Meeting..................................................................................................... 21
Disconnecting from VMR.............................................................................................................................21
3. Connecting to a VMR from Other Devices
Preparing to Start Using the Services..............................................................................................................23
Connecting to VMR..........................................................................................................................................24
Connecting As a Logged-in User................................................................................................................24
Connecting As a Guest User.......................................................................................................................24
1

What You Can Do During the Meeting..................................................................................................... 25
Disconnecting from VMR.............................................................................................................................25
4. Troubleshooting
When You Cannot Connect to VMR.............................................................................................................. 27
Other Problems.................................................................................................................................................28
When Using the P3500M...........................................................................................................................28
When Using the Computer (Windows/Mac OS) or Smartphone/Tablet (Android/iOS).................. 31
5. Appendix
Trademarks....................................................................................................................................................... 33
INDEX............................................................................................................................................................. 35
2

How to Read This Manual
Symbols
This manual uses the following symbols:
Indicates points to pay attention to when using the machine. Be sure to read these explanations.
Indicates supplementary explanations of the machine's functions, and instructions on resolving user
errors.
[ ]
Indicates the names of keys on the machine's display or control panels.
Disclaimer
To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any
damages whatsoever arising out of failures of this machine, losses of the registered data, or the use or
non-use of this product and operation manuals provided with it.
Notes
Contents of this manual are subject to change without prior notice.
Some illustrations in this manual might be slightly different from the machine.
Make sure that you always copy or have backups of important documents or data. Documents or data
might be erased due to your operational errors or malfunctions of the machine. Also, you are
responsible for taking protective measures against computer viruses, worms, and other harmful software.
3

Precautions for Usage
Copyright Notice
Using this machine to perform any of the following acts, without permission from the copyright holder,
for purposes other than personal use may constitute an infringement on the copyright and/or
neighboring rights of the commercial video software or cable broadcasting program. These acts include
broadcasting or transmitting commercial video software or cable broadcasting programs, modifying
videos, such as by freezing, or resizing videos to be displayed in an aspect ratio different from the
original. To avoid the risk of possible infringement, we advise you to obtain permission from the
copyright holder and take all other measures necessary before performing any of the above-mentioned
acts.
4

1. Read This First
Overview of RICOH Unified Communication
System Advanced
RICOH Unified Communication System Advanced (RICOH UCS Advanced) is the portal from where
you as a user can simply and effectively manage your personal video experience.
RICOH UCS Advanced allows you to easily invite, schedule, and manage your Virtual Meeting Room
(VMR).
An open and interoperable service ensures that you can hold video meetings with participants dialing in
from different kinds of networks, devices, systems, and standards.
RICOH
Unified Communication
System P3500M
DRZ001
RICOH UCS Advanced Cloud
Virtual Meeting Rooms
User / Administrator page
Computer
(Windows/Mac OS)
Meeting devices
Web browser
My Meeting Video (Software)
Supported software*1
Devices of the supported
meeting systems*1
Internet
Devices
Video / Audio meeting
Managing subscriptions
Monitoring usage
Smartphone/Tablet
(Android/iOS devices)
My Meeting (App)
Supported apps*1
*1 RICOH UCS Advanced supports Microsoft Skype for Business/Lync and other standards-based video
conference systems (such as those provided by Polycom, Cisco, etc.).
• For details about the administrator page, see Administrator Guide.
Devices
You can use following devices to connect to the RICOH UCS Advanced VMR:
5

RICOH Unified Communication System P3500M (P3500M)
The P3500M allows you to start a meeting by connecting to VMR. This device has a built-in
camera for video input and a microphone and speaker for audio input and output. By connecting
this machine to the Internet and a video output device such as a monitor or projector, you can have
a meeting practically anywhere.*1
*1 Depending on network requirements such as line speed and ports.
Smartphone/Tablet (Android/iOS)
You can connect to VMR from a smartphone or tablet by installing the My Meeting (Android: My
Meeting; iOS: My Meeting for iPhone) app produced by Videxio.
When you join a meeting, a regular (GSM) call is placed via your carrier.
Meetings that you join using this app are sound only.
Computer (Windows/Mac OS)
You connect to VMR from a computer by using a Web browser.
In addition, you can use My Meeting Video application produced by Videxio to connect to VMR.
Camera, microphone, and speakers are required.
Meeting device
You can connect to VMR by using a supported video conferencing system device.
Application
You can connect to VMR by using the following applications.
Web browser
Used to connect from a computer (Windows/Mac OS)
My Meeting
Used to connect from a smartphone/tablet (Android/iOS)
My Meeting Video
Used to connect from a computer (Windows/Mac OS)
You can also use this application to connect to other video conferencing systems.
Applications of other video conferencing systems
Used to connect from other video conferencing system which is supported.
Virtual Meeting Room (VMR)
RICOH UCS Advanced provides Virtual Meeting Room (VMR) to hold meetings.
1. Read This First
6

VMRs are located in your company’s account on the cloud, and can be created for each individual user
or team.
DRZ002
ABC Company Account
User A’s VMR
User B’s VMR
Team 1 VMR
User A
User B
Guest E
User C’s VMR User D’s VMR
Team 2 VMR
Guest F
Guest G
User D
User C
Host
Host
Host
Guest Guest
Guest
Guest
Users
The following users to connect to a VMR:
• Host
The user who hosts the VMR
• Logged-in user
A user who has logged in to RICOH UCS Advanced
• Guest user
A user who has not logged in to RICOH UCS Advanced or a user who does not have an
account for RICOH UCS Advanced
Users can connect to a VMR and start a meeting at any time.
Up to 30 users can join a meeting.
Team VMR
This is a VMR for a team, and which is managed by multiple users.
It can be created by the administrator.
The administrator can also register or change the users of a team VMR.
Company account
This is the account of the company or organization that has contracted RICOH UCS Advanced. The
VMR user and team are created in the company account.
Overview of RICOH Unified Communication System Advanced
7

Conference code (Conference ID)
This is a unique character string set for the VMR.
It is used to identify the VMR.
The conference code is also included as part of the URL of the VMR.
PIN code
You can set individual PIN codes for the host and guest users to access the VMR.
• Host PIN
This is the PIN code for the user who wants to connect to the VMR as the host.
If a Host PIN is specified, the host must be connected to the VMR in order to start the meeting.
• Guest PIN
This is a PIN code for users who want to connect to the VMR as guest users. If you want to
restrict the participants, specify this PIN code.
To specify a Guest PIN, the Host PIN must be specified first.
If a Guest PIN is specified, guest users must enter the PIN code in order to connect.
• For details about creating a Team VMR, contact your administrator.
• PIN codes for host and guest users can be specified under Profile.
1. Read This First
8

Features Available with This Service
This section describes the features available with RICOH UCS Advanced.
Features of RICOH UCS Advanced differ slightly depending on the device or the type of user.
The following features are available in the VMR:
Video meeting
You can hold a video meeting in the VMR.
Supports up to 30 participants
Audio meeting
You can hold an audio-only meeting.
Guest access
You can allow guest users to join a meeting.
If a Guest PIN is specified, the guest user must enter the Guest PIN to join the meeting.
To specify a Guest PIN, the Host PIN must be specified first.
Host access
By entering the PIN code, you can join a meeting as the host user.
Screen sharing
You can share the computer screen with meeting participants.
When the screen is projected, the images that are displayed on your computer can also be
displayed on the screen.
You can select to show either the entire desktop or a specific window.
Manage meeting
You can manage participants during the meeting such as muting participants, disconnecting
participants, or locking the meeting.
You can also record the contents of the meeting or end the meeting.
The following features are available on the user page:
Invite participants
You can invite users to participate in the meeting by e-mail.
Download applications
You can download related software.
Manage profile
You can manage your profile, including changing your password, specifying a PIN code, or
adding a team VMR.
Features Available with This Service
9

Check usage
You can check your past usage history and statistics.
Manage recordings
You can manage recordings, including changing the title or downloading or deleting recordings.
Devices
The following features are available in each device:
Features P3500M
Computer
(Windows/Mac
OS)
Web browser
Computer
(Windows/Mac
OS)
My Meeting
Video
Smartphone /
Tablet (Android/
iOS)
My Meeting
Meeting
Video meeting Yes Yes *1 Yes No
Audio meeting No Yes *1 Yes Yes
Guest access Yes Yes No Yes
Host access Yes Yes No No
Screen sharing Yes *2 Yes *1 Yes No
Manage meeting Yes *3*4 Yes*4 Yes *3*4 No
User Page
Invite participants Yes *3 Yes Yes *3 No
Download
applications Yes *3 Yes Yes *3 No
Manage profile Yes *3 Yes Yes *3 No
Check usage Yes *3 Yes Yes *3 No
Manage
recordings Yes *3 Yes Yes *3 No
*1 Depending on the Web browser that you are using, you made need to install a plug-in.
*2 Requires a plug-in.
1. Read This First
10

*3 Only available via a Web browser.
*4 Only available to the host user of the meeting or the administrator.
Users
The following features are available for each user:
Features Logged-in user Guest user
Video meeting Yes Yes
Audio meeting Yes Yes
Guest access No Yes
Host access Yes*1 Yes*1
Screen sharing Yes Yes
Manage meeting Yes*2 No
User page access Yes No
*1 Not available when the VMR being used belongs to a different person, who is participating as a host.
*2 Only available to the host user of the meeting or the administrator.
Features Available with This Service
11

Operating Environment
This section describes the operating environment needed to hold a meeting with RICOH UCS Advanced.
P3500M
• For details about the operating environment for the P3500M, see the supplied manual.
Computer (Windows/Mac OS)
Using a Web browser
To use a Web browser to hold a meeting, the operating environment must meet the following
requirements:
Specification Operating environment
Operating systems Windows 7 and newer, OS X 10.8 and newer
CPU Minimum 2 Core Duo processor recommended
for HD video
Network Bandwidth Minimum: 384 Kbps, Recommended: 1 Mbps or
higher
Video input HD web camera
Audio input Microphone
Web browser WebRTC supported
Using My Meeting Video
To use My Meeting Video to hold a meeting, the operating environment must meet the following
requirements:
Specification Operating environment
Operating systems Windows 7 and newer, OS X 10.8 and newer
1. Read This First
12

Specification Operating environment
CPU Minimum 2 Core Duo processor recommended
for HD video
Network Bandwidth Minimum: 384 Kbps, Recommended: 1 Mbps or
higher
Video input HD web camera
Audio input Microphone
Smartphone/Tablet (Android/iOS)
Specification Operating environment
Operating systems Android version 3.1 or later for Tablets
Android version 4.0 or later for Smartphones
iOS version 4.3.2 or later for iPad
iOS version 5.0 or later for iPhone
Operating Environment
13

Preparing to Start Using the Services
When Connecting as a Logged-in User
To use the RICOH UCS Advanced, you must sign up for the service.
Step Reference
1 Sign up for RICOH UCS Advanced. page 14 "Sign Up for the First Time"
2 Complete the tutorial tour. page 15 "About the Tutorial Tour"
3For P3500M
Register the URL of the VMR in Address Book.
For computer (Windows/Mac OS)
Download the My Meeting Video software if
necessary.
For smartphone/tablet (Android/iOS)
Download the My Meeting app.
page 17 "Registering Address Book"
(P3500M)
page 23 "Preparing to Start Using the
Services" (other devices)
4 Access your VMR and start a meeting. page 19 "Connecting As a Logged-in
User" (P3500M)
page 24 "Connecting As a Logged-in
User" (other devices)
Sign Up for the First Time
1. Click on the invitation link in the e-mail.
A Web browser opens and the Account Creation page is displayed.
2. Create a password.
The entered password will be your password for logging in to the User page.
1. Re-enter the password.
2. Click [Continue].
Your account is created and then the User page is displayed.
1. Read This First
14

About the Tutorial Tour
When you log in to the User page for the first time in a Web browser, a tutorial tour is presented, giving
an overview of the available features. Read the displayed description and then follow the instructions to
complete the tour.
When Connecting as a Guest User
Step Reference
1For P3500M
Register the URL of the VMR in Address Book.
For smartphone/tablet (Android/iOS)
Download the My Meeting app.
page 17 "Registering Address Book"
(P3500M)
page 23 "Preparing to Start Using the
Services" (smartphone/tablet (Android/
iOS))
2 Access your VMR and start a meeting. page 20 "Connecting As a Guest User"
(P3500M)
page 24 "Connecting As a Guest User"
(other devices)
Preparing to Start Using the Services
15

1. Read This First
16

2. Connecting to a VMR from the
RICOH Unified Communication System
P3500M
Registering Address Book
This section describes how to register the URL of VMR to Address Book.
• When you import a new Address Book file, any existing Address Book files will be deleted.
If you register the URL of VMR to Address Book first, it makes it easier to connect to VMR.
For details about basic operation of P3500M, see Setup Guide provided with P3500M.
1. Check the URL of VMR in the invitation e-mail.
The URL of VMR example: https://my.videxio.com/meet/00000000/
2. Create a Unicode little endian text file (.txt), and then enter the name and URL of VMR.
If you want to connect to VMR as a guest user, add "connect" to the end of the URL provided in
Step 1.
File name:
Format rucs-addrbook-*.txt
Example rucs-addrbook-20170101.txt
Destination address:
Format Label line: name<tab>url
2nd and subsequent lines: destination name<tab>destination URL
Example
name url
User A's VMR https://my.videxio.com/meet/00000000/connect
User B's VMR https://my.videxio.com/meet/00000001/
3. Import the text file to P3500M.
• A destination name can contain one or more spaces. If there is a blank line that only contains
spaces and the like, that line and succeeding lines are not registered.
17

• If there is no destination registered in Address Book, a text file only containing a label line is
exported. You can enter destinations into the text file for use.
• If there are more than 1000 items in the fi le, only the first 1000 items will be imported.
• Appending "connect" to the URL allows you to participate in the VMR directly, bypassing the
confirmation screen. If a PIN code is set for the VMR, a screen is displayed, asking you to enter the
PIN code.
2. Connecting to a VMR from the RICOH Unified Communication System P3500M
18