SMART Room System SRS-LYNC-XS Service manual

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SMARTRoomSystem™
for Microsoft®Lync®
ADMINISTRATOR’S GUIDE
FOR MODELS SRS-LYNC-XS, SRS-LYNC-S, SRS-LYNC-M, SRS-LYNC-M-DUAL, SRS-LYNC-LANDSRS-LYNC-XL
FEATURING SMARTBOARD®8055i-G5, 8070i-G4 AND 8084i-G4INTERACTIVE FLAT PANELS

smarttech.com/kb/170819
Product registration
If you register your SMART product, we’ll notify you of new features and software upgrades.
Register online at smarttech.com/registration.
FCC warning
This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to
provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses and
can radiate radio frequency energy and, if not installed and used in accordance with the manufacturer’s instructions, may cause harmful interference to radio
communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the
interference at his own expense.
Trademark notice
SMARTRoomSystem, SMARTBoard, SMARTMeetingPro, SMARTInk, DViT, smarttech, the SMART logo and all SMART taglines are trademarks or registered
trademarks of SMARTTechnologiesULC in the U.S. and/or other countries. Microsoft, Windows, Lync, Outlook, PowerPoint and Office365 are either registered
trademarks or trademarks of Microsoft Corporation in the U.S. and/or other countries. Intel and vPro are trademarks or registered trademarks of Intel Corporation
or its subsidiaries in the U.S. and other countries. DameWare is a registered trademarks of SolarWinds Worldwide, LLC. VNC is a registered trademark of
RealVNC Ltd. in the U.S. and in other countries. “HDMI” and all associated logos are trademarks of HDMI Licensing, LLC. All other third-party product and company
names may be trademarks of their respective owners.
Copyright notice
© 2015SMARTTechnologiesULC. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or
translated into any language in any form by any means without the prior written consent of SMARTTechnologiesULC. Information in this manual is subject to change
without notice and does not represent a commitment on the part of SMART.
This product and/or use thereof covered by one or more of the following U.S. patents.
www.smarttech.com/patents
01/2015

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Important information
WARNING
lFailure to follow the installation instructions shipped with your SMART product could result in
personal injury and product damage which may not be covered by your warranty.
lEnsure your installation complies with local building and electrical codes.
lDo not open or disassemble the SMART product. You risk electrical shock from the high
voltage inside the casing. Opening the casing also voids your warranty.
lDo not stand (or allow children to stand) on a chair to touch the surface of your SMART
product. Rather, mount the product at the appropriate height.
lTo reduce the risk of fire or electric shock, do not expose your SMART product to rain or
moisture.
lIf your SMART product requires replacement parts, make sure the service technician uses
replacement parts specified by SMARTTechnologies or parts with the same characteristics
as the original.
lEnsure that any cables extending across the floor to your SMART product are properly
bundled and marked to avoid a trip hazard.
lDo not insert objects inside the cabinet ventilation holes, because they could touch
dangerous voltage points and cause electric shock, fire or product damage which may not
be covered by your warranty.
lDo not place any heavy objects on the power cable. Damage to the cable could cause
shock, fire or product damage which may not be covered by your warranty.
lUseonly extension cords and outlets into which this product’s polarized plug can be fully
inserted.
lUse the power cable provided with this product. If a power cable is not supplied with this
product, please contact your supplier. Use only power cables that match the AC voltage of
the power outlet and that comply with your country’s safety standards.
lIf the glass is broken, do not touch the liquid crystal. To prevent injury, handle glass
fragments with care when disposing of them.

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lDo not move or mount the interactive flat panel by connecting rope or wire to its handles.
Because the interactive flat panel is heavy, rope, wire or handle failure could lead to
personal injury.
lUse SMART supplied mounting hardware or hardware that is designed to properly support
the weight of your product.
lDisconnect all power cables for your interactive flat panel from the wall outlet and seek
assistance from qualified service personnel when any of the following occurs:
oThe power cable or plug is damaged
oLiquid is spilled into the interactive flat panel
oObjects fall into the interactive flat panel
oThe interactive flat panel is dropped
oStructural damage such as cracking occurs
oThe interactive flat panel behaves unexpectedly when you follow operating
instructions

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Contents
Important information i
Chapter 1: Welcome 1
About this guide 2
About your room system 2
Resources for administrators 8
Resources for others 9
Chapter 2: Maintaining your room system 11
Recommended tools 12
Turning off your room system 13
Maintaining the interactive flat panels 13
Maintaining the console 20
Maintaining the camera 20
Maintaining the microphones 21
Maintaining the speakers 21
Checking your room system cable connections 21
Checking your room system installation 21
Removing and transporting your room system 22
Chapter 3: Maintaining software and firmware 23
Updating software and firmware 23
Enabling the Room PC View feature 24
Chapter 4: Remotely monitoring your roomsystem 25
Installing the LyncRoomSystem Administrative WebPortal 25
Using the LyncRoomSystem Administrative WebPortal 25
Chapter 5: Remotely managing your roomsystem 29
Configuring your room system 30
Remotely managing your room system 31
Security 33
Ports 34
Intel MEBx controls 35
References 38
Chapter 6: Troubleshooting 39
Resolving hardware issues 40
Resolving software issues 50
Testing your room system 52

CONTENTS
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Appendix A: Using the Lync Admin Console and SMARTSettings 55
Accessing the Lync Admin Console and SMARTSettings 55
Lync Admin Console controls 56
SMARTSettings controls 61
Appendix B: Using the interactive flat panel on-screen display menus 65
Using the SMARTBoard 8055i-G5 interactive flat panel on-screen display menu 65
Using the SMARTBoard 8070i-G4 interactive flat panel on-screen display menu 70
Using the SMARTBoard 8084i-G4 interactive flat panel on-screen display menu 77
Appendix C: Resetting the room system to factory defaults 87
Appendix D: Hardware environmental compliance 89
Waste Electrical and Electronic Equipment and Battery regulations (WEEE and
BatteryDirectives) 89
Batteries 89
More information 89
Index 91

Chapter 1
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Chapter 1: Welcome
About this guide 2
About your room system 2
Features 2
Integration with Lync 2
Simple startup 2
Automatic sharing of video and audio 3
Collaboration 3
Presence detection 3
Components 3
SMARTBoard interactive flat panels 4
Lync appliance 4
Console 5
Camera 5
Table microphones and audio processor 5
Speakers 5
Video connection harness 5
SMARTRoomSystem USBBridge 6
Accessories 6
Additional table microphones 6
Wall stand kit 6
Comparing room sizes 7
Resources for administrators 8
Setup guide 8
Support center and knowledge base 8
Resources for others 9
Resources for decision makers 9
Resources for installers 9
Resources for users 10
This chapter introduces you to this guide and your SMARTRoomSystem™ for Microsoft®Lync®.

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About this guide
This guide explains how to administer your SMARTRoomSystem. It includes the following
information:
lHow to maintain your room system’s hardware for years of use
lHow to remotely monitor and manage your room system
lHow to troubleshoot issues with your room system
This guide in intended for individuals who are responsible for administering room systems in their
organizations. Other documentation and resources are available for individuals who are
responsible for installing room systems and individuals who use room systems.
About your room system
Your room system features one or two SMARTBoard® interactive flat panels, a Lync appliance, a
tabletop console, a high-definition camera, microphones, speakers and cables for use with an
optional computer.
Using the installed Lync Room System software, users can start a meeting and connect with other
individuals or meeting rooms with a single tap on the console or the interactive flat panels. They
can write or draw on the interactive flat panels using the whiteboard feature, connect an optional
computer to share its screen and share files with connected individuals and meeting rooms in real
time.
Features
Your room system includes the following features.
Integration with Lync
The SMARTRoomSystem integrates with your organization’s existing Lync infrastructure, enabling
users to schedule meetings, remotely join meetings, and share MicrosoftPowerPoint® files using
the Lync client software already installed on their computers.
Simple startup
After the room system turns on, the console and the interactive flat panels show the meeting
room’s schedule, including when the meeting room is booked and when it’s available. Users can
start a scheduled meeting by pressing the meeting’s block in the schedule on either the console or
the interactive flat panels. Lync Room System software enables users to connect to remote
participants and shares video and audio.

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Alternatively, users can start ad hoc meetings or whiteboard sessions with a single press of the
console or interactive flat panels.
Automatic sharing of video and audio
When users start or join meetings, the room system shares video and audio automatically without
requiring any manual setup on the users’ part. The room system’s high definition camera,
microphones and speakers facilitate communication during the meeting.
Collaboration
Using Lync Room System software’s whiteboard feature, users can write or draw notes on the
interactive flat panels, automatically sharing with remote participants. Users can also write or draw
over PowerPoint files attached to the scheduled meeting as well as connect their laptops or a
room computer to share and interact with the computers’ displays.
Presence detection
The interactive flat panels have presence detection sensors that can detect people up to 16' (5 m)
away. If the sensors detect people in the meeting room, the room system turns on. If the sensors
don’t detect people in the meeting room for a specified period of time, the room system enters
Standby mode.
Components
Your room system consists of the following major components:
Part no. Description Room sizes
SBID 8055i-G5 SMARTBoard 8055i-G5 interactive flat panel Extra small
Medium with dual panels (×2)
SBID 8070i-G4 SMARTBoard 8070i-G4 interactive flat panel Small
Large (×2)
SBID 8084i-G4 SMARTBoard 8084i-G4 interactive flat panel Medium
Extra large (×2)
AM70-L Lync appliance All
CP311 Console All
CAM301 Camera All
MIC500 Table microphones All
MIX500 Audio processor All
CSR500 Speakers All
1019403 Video connection harness All
SRS-USB Bridge SMARTRoomSystem USBBridge All

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NOTES
lThis guide documents room systems with SMARTBoard 8055i-G5, 8070i-G4 and 8084i-G4
interactive flat panels. For information on room systems with SMARTBoard 8055i
interactive flat panels, see the SMARTRoomSystem for Lync setup and maintenance
guide (smarttech.com/kb/170450).
lOther, minor components are documented elsewhere in this guide.
SMARTBoard interactive flat panels
SMARTBoard interactive flat panels feature SMART’s proprietary
DViT® (DigitalVisionTouch) technology on a 16:9 LCD screen with
e-LED backlight. DViT technology enables users to do the
following:
lInteract with content by pressing it with their fingers
lWrite digital ink using their fingers or one of the provided pens
lErase digital ink using their fists, their palms or the provided
eraser
During a meeting, the interactive flat panels show video, shared PowerPoint files, and video input
from optionally connected computers. In addition, users can use the whiteboard feature to record
notes and share them with others.
For information on which interactive flat panel model is included with your room system and the
differences between these models, see Comparing room sizes on page7.
Lync appliance
The Lync appliance includes Lync Room System software as well as SMARTProductDrivers. Lync
Room System software enables users to start, join and facilitate meetings and connect with others
through your organization’s Lync infrastructure. SMARTProductDrivers enables the touch features
of the interactive flat panels and the operation of the all components in the room system.
In room systems with SMARTBoard 8055i-G5 interactive flat panels, the Lync appliance is installed
in an enclosure mounted to the wall behind the left interactive flat panel.
In room systems with SMARTBoard 8070i-G4 and 8084i-G4 interactive flat panels, the Lync
appliance is installed in a slot on the bottom of the left interactive flat panel.

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Console
The console is the room system’s primary display. It enables users to access and
control the features of Lync Room System software during meetings.
The console is typically located on the meeting room table. Like the interactive flat
panels, the console features a 16:9 LCD screen with touch technology, enabling users
to interact with buttons and other controls by pressing them.
Camera
The high definition camera automatically captures room video during meetings.
Users can temporarily stop the video or shutter the camera for privacy purposes.
In most meeting rooms, digital pan, tilt and zoom (DPTZ) and the camera’s 109° field
of view ensure all meeting participants are captured regardless of where they are in the meeting
room.
The camera is installed on the top of the interactive flat panel in rooms with one interactive flat
panel or between the interactive flat panels in rooms with two interactive flat panels.
Table microphones and audio processor
The table microphones automatically capture audio during meetings. Users can
temporarily mute the microphones for privacy purposes.
Your room system comes with two table microphones. Your organization can
purchase additional table microphones (see Additional table microphones on the
next page).
Speakers
The speakers transmit audio from remote participants during a meeting. The room
system’s audio-processing features eliminate echos and in-room audio feedback.
The speakers are installed on either side of the interactive flat panels.
Video connection harness
Users can connect the video connection harness’s HDMI® cable or VGA cable to a computer to
display the computer’s video output on an interactive flat panel and share it with remote
participants.
The video connection harness’s connectors are typically located on the meeting room table.

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SMARTRoomSystem USBBridge
When combined with the video connection harness, the SMARTRoomSystem USBBridge
enables users to connect their laptops or a room computer to the room system. When users
connect the SMARTRoomSystem USBBridge to a computer, they can interact with the computer
by touching the interactive flat panel’s surface.
The SMARTRoomSystem USBBridge’s connector is typically located on the meeting room table.
Accessories
Optional accessories for the SMARTRoomSystem include the following:
lAdditional table microphones
lWall stand kit
NOTE
For accessory part numbers and ordering information, refer to the specifications (see Resources
for decision makers on page9).
Additional table microphones
Your room system comes with two table microphones. Your organization can
purchase and connect up to three additional table microphones for each room
system if needed for a total of up to five table microphones.
Wall stand kit
The wall stand kit includes a wall stand for each interactive flat panel in
your room system and the cable raceway. The wall stand transfers
some of the weight from the wall to the floor and is required for metal
stud walls that can’t support the full weight of the interactive flat panel.
The cable raceway covers cables running across the floor from the
interactive flat panels to the meeting room table.

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Comparing room sizes
The SMARTRoomSystem comes in six sizes. This section presents the key differences between
these sizes.
Extra small room (SRS-LYNC-XS)
Intended use: Extra small meeting rooms
(approximately four people)
75 sq. ft. (7 m²)
Display type: One SMARTBoard 8055i-G5
interactive flat panel
Display size (diagonal): 54 1/2" (138.4 cm)
Optional wall stand kit: WSK-SINGLE
Small room (SRS-LYNC-S)
Intended use: Small meeting rooms
(approximately six people)
100 sq. ft. (9 m²)
Display type: One SMARTBoard 8070i-G4
interactive flat panel
Display size (diagonal): 70" (178 cm)
Optional wall stand kit: WSK-SINGLE
Medium room (SRS-LYNC-M)
Intended use: Medium meeting rooms
(approximately 12 people)
180 sq. ft. (17 m²)
Display type: One SMARTBoard 8084i-G4
interactive flat panel
Display size (diagonal): 84" (213.4 cm)
Optional wall stand kit: WSK-SINGLE
Medium room with dual panels (SRS-LYNC-M-DUAL)
Intended use: Medium meeting rooms
(approximately 12 people)
180 sq. ft. (17 m²)
Display type: Two SMARTBoard 8055i-G5
interactive flat panels
Display size (diagonal): 2 × 54 1/2" (2 × 138.4 cm)
Optional wall stand kit: WSK-DUAL

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Large room (SRS-LYNC-L)
Intended use: Large meeting rooms
(approximately 16 people)
300 sq. ft. (28 m²)
Display type: Two SMARTBoard 8070i-G4
interactive flat panels
Display size (diagonal): 2 × 70" (2 × 178 cm)
Optional wall stand kit: WSK-DUAL
Extra large room (SRS-LYNC-XL)
Intended use: Extra large meeting rooms
(approximately 18 people)
400 sq. ft. (37 m²)
Display type: Two SMARTBoard 8084i-G4
interactive flat panels
Display size (diagonal): 2 × 84" (2 × 213.4 cm)
Optional wall stand kit: WSK-DUAL
NOTE
Other, minor differences are noted throughout this guide.
Resources for administrators
In addition to this guide, there are other resources for SMARTRoomSystem administrators.
Setup guide
Refer to the SMARTRoomSystem for Lync setup guide included with your room system to
prepare for the room system prior to installation and then set it up after installation. If you
misplaced this guide, you can download a PDF version from smarttech.com/kb/170820.
Support center and knowledge base
The Support center (smarttech.com/support) contains a library of documents, including this guide,
and a knowledge base that you can search when troubleshooting issues with your room system.

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Resources for others
SMART provides resources for SMARTRoomSystem decision makers, installers and users as well
as administrators.
Resources for decision makers
Decision makers can refer to the SMARTRoomSystem website (smarttech.com/smartroom) for
general information on room systems and to the specifications for detailed information on specific
products.
Product Specifications
SMARTRoomSystem for Lync for extra small rooms smarttech.com/kb/170821
SMARTRoomSystem for Lync for small rooms smarttech.com/kb/170449
SMARTRoomSystem for Lync for medium rooms smarttech.com/kb/170448
SMARTRoomSystem for Lync for medium rooms with dual panels smarttech.com/kb/170823
SMARTRoomSystem for Lync for large rooms smarttech.com/kb/170447
SMARTRoomSystem for Lync for extra large rooms smarttech.com/kb/170659
SMART wall stand kits for SMARTBoard interactive flat panels smarttech.com/kb/170526
Resources for installers
Installers can refer to the installation instructions included with your room system when installing
the product. If installers have misplaced these instructions, they can download PDF versions.
Product Installation instructions
SMARTRoomSystem for Lync for extra small rooms smarttech.com/kb/170857
SMARTRoomSystem for Lync for small rooms smarttech.com/kb/170470
SMARTRoomSystem for Lync for medium rooms smarttech.com/kb/170467
SMARTRoomSystem for Lync for medium rooms with dual panels smarttech.com/kb/170858
SMARTRoomSystem for Lync for large rooms smarttech.com/kb/170468
SMARTRoomSystem for Lync for extra large rooms smarttech.com/kb/170658
SMART wall stand for SMARTBoard interactive flat panels smarttech.com/kb/170466
SMART cable raceway for SMARTRoomSystems smarttech.com/kb/170465
SMARTRoomSystem for Lync table microphone upgrade kit smarttech.com/kb/170560

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Resources for users
Your room system comes with a table top guide, which you can place on your meeting room table
for users to refer to when using the room system. The table top guide includes basic information on
using the room system.
In addition, users can refer to the SMARTRoomSystem for Lync user’s guide
(smarttech.com/kb/170818) for more detailed information.

Chapter 2
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Chapter 2: Maintaining your room system
Recommended tools 12
Turning off your room system 13
Maintaining the interactive flat panels 13
Calibrating the interactive flat panels 14
Orienting the interactive flat panels 15
Cleaning the screens 17
Cleaning the presence detection sensors 17
Cleaning the camera windows and reflective tape 18
Maintaining ventilation 18
Preventing condensation 19
Maintaining pens 19
Maintaining the console 20
Maintaining the camera 20
Maintaining the microphones 21
Maintaining the speakers 21
Checking your room system cable connections 21
Checking your room system installation 21
Removing and transporting your room system 22
Your room system is designed to require no, or only minimal, cleaning and other maintenance.
If your room system requires cleaning or other maintenance or if your organization mandates
periodic cleaning or other maintenance of its IT infrastructure, follow the instructions in this chapter.

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Recommended tools
The following are recommended tools that professional, trained installers and IT specialists should
have available for maintenance and troubleshooting purposes:
Activity Recommended tools
Hardware service lPaper and pencil
lLadder
lTape measure
lSet of screwdrivers, including flat blade, PhillipsNo.1 and
PhillipsNo.2
lFlashlight
lNylon cable ties
lCable tie cutter
Hardware isolation testing l16' 5" (5 m) USB cable
l16' 5" (5 m) USB cable with mini-B connector
l16' 5" (5 m) active USB extension cable
l20' 8" (6.3 m) HDMI cable
lFunctional spare Lync appliance
lFunctional spare console and power supply
lFunctional spare camera kit
lFunctional spare microphone and audio processor kit,
includingcables
lFunctional spare speaker kit, including cables
lFunctional spare power supplies for the camera, audio
processor and speakers for room systems with SMARTBoard
8055i-G5 interactive flat panels
IT access lIT administrator with knowledge of your organization’s Lync
infrastructure
lSMARTBoard interactive flat panel remote control
lUSB keyboard and mouse
lLaptop that has Outlook and Lync client software and that is
connected to your organization’s Lync infrastructure
lInternet access for documentation and other resources
lAlternative audio source, such as a portable music player

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Turning off your room system
For some maintenance procedures, you need to turn off your room system.
To turn off your room system
1. On the console, press Options, and then press Restart.
2. When the screens are blank or when the SMART logo appears, do the following:
a. If the room system includes SMARTBoard 8055i-G5
interactive flat panels, press the power button on the Lync
appliance enclosure.
b. Flick the power switch on the bottom of each interactive flat
panel.
SBID8055i-G5 SBID8070i-G4 SBID8084i-G4
Maintaining the interactive flat panels
Complete the following tasks on a regular basis to maintain your room system’s interactive flat
panels:
lCalibrate and orient the interactive flat panels as necessary
lClean the screen
lClean the presence detection sensors
lClean the camera windows and reflective tape
lMaintain ventilation
lPrevent condensation
lReplace pen nibs as necessary

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Calibrating the interactive flat panels
Digital cameras in the corners of the interactive flat panels track the position of the pens, eraser
and your finger on the screens, and then send the information to SMARTProductDrivers, which
interprets this information as mouse clicks, digital ink or ink removal in the appropriate location.
Calibration determines the position and angles of the cameras to accurately identify the location of
touches on the interactive flat panels.
Typically, you need to calibrate the interactive flat panels during initial configuration only.
However, you might need to calibrate the interactive flat panels after initial configuration in the
following situations:
lDigital ink disappears as users write or draw.
lThe environment lighting changes.
IMPORTANT
lTo calibrate the interactive flat panels, you need the room system administrator account’s
user name and password.
lIf your room system includes SMARTBoard 8055i-G5 interactive flat panels, ensure version
15.12.02 or later of Lync Room System software is installed before attempting to calibrate
the interactive flat panels (see Updating software and firmware on page23).
lIf an error message appears while you are calibrating the interactive flat panels, contact
your SMART reseller or SMARTSupport (smarttech.com/support/entsupport).
To calibrate an interactive flat panel
1. On the console, press Options, and then press Settings.
The Enter your credentials screen appears.
2. Type the room system administrator account’s user name and password in the text boxes, and
then press Authenticate.
The room system restarts.
3. Type the room system administrator account’s password, and then press ENTER.
The Lync Admin Console appears.
4. Press OEM Settings, and then press SMART Settings.
SMARTSettings appears.
5. Press SMART Hardware Settings.