SMART Room System Operating manual

SMARTRoomSystem™
for Microsoft®Lync®
Setup and maintenance guide
For models SRS-LYNC-S, SRS-LYNC-M and SRS-LYNC-L

Product registration
If you register your SMART product, we’ll notify you of new features and software upgrades.
Register online at smarttech.com/registration.
Keep the following information available in case you need to contact SMARTSupport.
Serial numbers:
Interactive flat panel(s)*
Lync® appliance
Console
Camera
Table microphones
Audio processor
Speakers
Date of purchase:
*When requesting technical support, provide SMARTSupport with the left interactive flat panel’s serial number.
smarttech.com/kb/170450
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, 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 and PowerPoint are either registered trademarks or trademarks of
Microsoft Corporation in the U.S. and/or other countries. All other third-party product and company names may be trademarks of their respective owners.
Copyright notice
© 2013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
08/2013

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Important information
I M P O R T A N T
If you were directed to this guide from your room system’s quick start guide, proceed to Configuring
your room system’s software on page 11.
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.

I M P O R T A N T I N F O R M A T I O N
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lIf the glass is broken, do not touch the liquid crystal. To prevent injury, handle glass fragments
with care when disposing of them.
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 your room system 2
About this guide 7
Other documentation and resources 7
Chapter 2: Installing your room system’s hardware 9
Chapter 3: Configuring your room system’s software 11
Before configuring your room system’s software 11
Turning on your room system for the first time 12
Logging on and configuring the displays 16
Configuring Lync Room System software 17
Checking the status of the Lync Room System software productkey 19
Configuring SMARTSettings 19
Making a test call 21
Chapter 4: Using your room system 23
Scheduling meetings 23
Turning on your room system 24
Starting meetings and whiteboard sessions 25
Managing meetings using the console 26
Presenting content during meetings 28
Ending meetings 30
Chapter 5: Maintaining your room system 31
Recommended tools 32
Turning off your room system 33
Updating software and firmware 33
Maintaining the interactive flat panels 34
Maintaining the console 41
Maintaining the camera 42
Maintaining the microphones 42
Maintaining the speakers 42
Checking your room system installation 43
Removing and transporting your room system 43
Chapter 6: Troubleshooting your roomsystem 45
Resolving hardware issues 45

C O N T E N T S
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Resolving software issues 53
Testing your room system 53
Accessing SMARTSettings 54
Appendix A: Using the interactive flat panel on-screen display menu 55
Accessing the on-screen display menu 55
Changing settings in the on-screen display menu 56
Small and large room on-screen display menu 57
Medium room on-screen display menu 62
Appendix B: Resetting the room system to factory defaults 71
Appendix C: Hardware environmental compliance 73
Waste Electrical and Electronic Equipment and Battery regulations (WEEE and Battery
Directives) 73
Batteries 73
More information 73
Index 75

Chapter 1
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Chapter 1: Welcome
About your room system 2
Features 2
Integration with Lync 2
Simple startup 2
Automatic sharing of video and audio 2
Collaboration 2
Presence detection 3
Components 3
SMARTBoard interactive flat panels 3
Lync appliance 4
Console 4
Camera 4
Microphones 4
Speakers 5
Video connection harness for guest laptops 5
Table microphone upgrade kit 5
Accessories 5
Wall stand kit 6
Table microphones 6
Comparing small, medium and large rooms 6
About this guide 7
Other documentation and resources 7
Specifications 7
Installation instructions 8
Deployment and remote management instructions 8
User documentation and training 8
Knowledge base 8
This chapter introduces you to your SMARTRoomSystem™ for Microsoft®Lync and this guide.

C H A P T E R 1
Welcome
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About your room system
Your SMARTRoomSystem features one or two SMARTBoard® interactive flat panels, a Lync
appliance, a tabletop console, a high-definition camera, microphones, speakers and a video
connection harness for use with an optional guest laptop.
Using the installed Lync Room System software, you can start a meeting and connect with other
individuals or meeting rooms with a single tap on the console or the interactive flat panels. You can
write or draw on the interactive flat panels using the whiteboard feature, connect an optional guest
laptop 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 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.
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 users’ 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 MicrosoftPowerPoint® files attached to the scheduled meeting as well as connect their laptops
to share the laptop screens.

C H A P T E R 1
Welcome
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Presence detection
Each interactive flat panel has two presence detection sensors on its frame that can detect people up
to 16' (5 m) away. When the sensors detect people in the meeting room, the room system turns on.
When the sensors no longer detect people in the meeting room, the room system enters Standby
mode.
Components
Your room system consists of the following major components:
Part no. Description Small Medium Large
SBID 8070i-G4 SMARTBoard 8070i-G4 interactive flat panel
SBID 8084i-G4 SMARTBoard 8084i-G4 interactive flat panel
SBID 8070i-G4
(×2)
SMARTBoard 8070i-G4 interactive flat panel
(×2)
AM70-L Lync appliance
CP311 Console
CAM301 Camera
MIC500 Table microphones *
CSR500 Speakers
1019403 Video connection harness for guest laptops
N O T E
Other, 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 on the digital whiteboard or on a shared
PowerPoint file using their fingers or one of the provided pens
lErase digital ink using their fists, their palms or the provided
eraser
*Included in the table microphone upgrade kit

C H A P T E R 1
Welcome
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During a meeting, the interactive flat panels show video, shared PowerPoint files, and video input
from optionally connected laptops. 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 small, medium and large rooms on page 6.
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.
The Lync appliance is installed in a slot on the bottom of the interactive flat panel.
N O T E
In large rooms, the Lync appliance is installed on the left interactive flat panel.
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 their 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 small and medium rooms or between
the interactive flat panels in large rooms.
Microphones
The microphones automatically capture audio during meetings. Users can
temporarily mute the microphones for privacy purposes.