SMART Room System for Microsoft Lync. Software configuration guide

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1 SMART Rm System fr Micrsft Lync Sftware cnfiguratin guide Fr mdels SRS-LYNC-S, SRS-LYNC-M and SRS-LYNC-L

2 In this guide: Fr yur recrds 1 Preparing fr yur rm system 2 Befre cnfiguring yur rm system s sftware 2 Turning n yur rm system fr the first time 3 Lgging n and cnfiguring the displays 7 Cnfiguring SMART Settings 9 Cnfiguring Lync Rm System sftware 12 Checking the status f the Lync Rm System sftware prduct key 13 Testing yur rm system 14 Fr mre infrmatin n cnfiguring, maintaining and trubleshting yur rm system, see the SMART Rm System fr Micrsft Lync setup and maintenance guide (smarttech.cm/kb/170450). FCC warning This equipment has been tested and fund t cmply with the limits fr a Class A digital device, pursuant t Part 15 f the FCC Rules. These limits are designed t prvide reasnable prtectin against harmful interference when the equipment is perated in a cmmercial envirnment. This equipment generates, uses and can radiate radi frequency energy and, if nt installed and used in accrdance with the manufacturer s instructins, may cause harmful interference t radi cmmunicatins. Operatin f this equipment in a residential area is likely t cause harmful interference in which case the user will be required t crrect the interference at his wn expense. Trademark ntice SMART Rm System, smarttech, the SMART lg and all SMART taglines are trademarks r registered trademarks f SMART Technlgies ULC in the U.S. and/r ther cuntries. Micrsft, Lync and Outlk are either registered trademarks r trademarks f Micrsft Crpratin in the U.S. and/r ther cuntries. All ther third-party prduct and cmpany names may be trademarks f their respective wners. Cpyright ntice 2013 SMART Technlgies ULC. All rights reserved. N part f this publicatin may be reprduced, transmitted, transcribed, stred in a retrieval system r translated int any language in any frm by any means withut the prir written cnsent f SMART Technlgies ULC. Infrmatin in this manual is subject t change withut ntice and des nt represent a cmmitment n the part f SMART. This prduct and/r use theref cvered by ne r mre f the fllwing U.S. patents. 12/2013 smarttech.cm/kb/ Rev 01

3 Sftware cnfiguratin guide Fr yur recrds Recrd the fllwing infrmatin fr future reference r in case yu need t cntact SMART Supprt. Date f purchase: Serial numbers: Interactive flat panel(s) * Lync appliance Cnsle Camera Table micrphnes Audi prcessr Speakers Administratr accunt: User name Passwrd Lync accunt: User name Passwrd SIP URI Other infrmatin: * When requesting technical supprt, prvide SMART Supprt with the left interactive flat panel s serial number. 1 smarttech.cm/kb/ Rev 01

4 Sftware cnfiguratin guide Preparing fr yur rm system Several weeks befre installing yur rm system s hardware and cnfiguring its sftware, cmplete the fllwing tasks. Task Ensure yu have all items dcumented in the SMART Rm System fr Micrsft Lync installatin and service preparedness checklists (knwledgebase.frce.cm/?q= ). Ensure yur rganizatin has implemented Lync 2013 and the Lync infrastructure is functining. Dwnlad and fllw the instructins in the Micrsft Lync Rm System Deplyment Guide (micrsft.cm/en-us/dwnlad/cnfirmatin.aspx?id=39274). This guide explains hw t prvisin the Lync accunt in the Lync Server and the Micrsft Exchange server. Use a test cmputer t cnfirm that the Lync accunt is functining. Determine if yur Lync infrastructure includes a key management service (KMS) server and if the KMS server is cnfigured t prvide Lync 2013 prduct keys. A KMS server autmatically prvides a prduct key t the Lync Rm System sftware. If yur Lync infrastructure desn t include a KMS server, yu can use the multiple activatin key (MAK) prvided by Micrsft during the cnfiguratin f the sftware. Befre cnfiguring yur rm system s sftware Befre cnfiguring yur rm system s sftware, ensure the fllwing prerequisites are in place: Task The steps in Preparing fr yur rm system abve have been cmpleted. Yu have the necessary infrmatin t cnnect the rm system t the Lync Server, including the fllwing: IP addresses fr DNS servers (if nt cnfigured autmatically frm the netwrk via DHCP) Administratr user name and passwrd t be applied t the rm system Lync appliance cmputer name fr netwrk presence Lync accunt name and passwrd fr the rm system SIP URI address T I P Yu can recrd this infrmatin n page 1 fr future reference. 2 smarttech.cm/kb/ Rev 01

5 Sftware cnfiguratin guide Task A USB muse and keybard are cnnected t the Lync appliance fr use during the sftware cnfiguratin. Turning n yur rm system fr the first time Turning n yur rm system The prcedure fr turning n yur rm system depends n whether yu have a small, medium r large rm system. T turn n yur small rm system 1. Turn n the rm system using the pwer switch n the bttm f the interactive flat panel. 2. Press the Input Select buttn n the interactive flat panel s frnt cntrl panel until the input surce is HDMI3/PC. The Lync appliance starts and cmpletes the first-run installatin prcess. During this prcess, the Lync appliance restarts several times. This prcess takes time t cmplete. During this prcess, displays might nt change cntent r might appear blank fr several minutes. 3. Press MENU n the interactive flat panel s remte cntrl. 4. Press the dwn arrw until yu select the SETUP menu, and then press SET. 5. Press the dwn arrw until yu select Lync ROOM RESET, and then press the right arrw. The n-screen display menu blinks briefly. 3 smarttech.cm/kb/ Rev 01

6 Sftware cnfiguratin guide 6. Press MENU until the n-screen display menu clses. Cmpleting steps 3 t 6 cnfigures the interactive flat panel s USB-vide mapping, audi settings, presence detectin settings and ther settings fr use with the SMART Rm System. In additin, cmpleting the abve steps disables the vlume and input select cntrls n the interactive flat panel s frnt cntrl panel. 7. Cntinue t Cnfiguring Lync Rm System sftware first-run installatin settings n page 6. T turn n yur medium rm system 1. Turn n the rm system using the pwer switch n the bttm f the interactive flat panel. 2. Press the Input Select buttn n the interactive flat panel s frnt cntrl panel until the input surce is HDMI3/PC. The Lync appliance starts and cmpletes the first-run installatin prcess. During this prcess, the Lync appliance restarts several times. This prcess takes time t cmplete. During this prcess, displays might nt change cntent r might appear blank fr several minutes. 3. Press MENU n the interactive flat panel s remte cntrl. 4. Press the dwn arrw until yu select the OPTION menu, and then press OK. 5. Press the dwn arrw until yu select Lync Rm Reset, and then press OK. 6. Press the left arrw t select Reset, and then press OK. Cmpleting steps 3 t 6 cnfigures the interactive flat panel s USB-vide mapping, audi settings, presence detectin settings and ther settings fr use with the SMART Rm System. In additin, cmpleting the abve steps disables the vlume and input select cntrls n the interactive flat panel s frnt cntrl panel. 7. Cntinue t Cnfiguring Lync Rm System sftware first-run installatin settings n page 6. 4 smarttech.cm/kb/ Rev 01

7 Sftware cnfiguratin guide T turn n yur large rm system 1. Turn n the right interactive flat panel using the pwer switch n its bttm cnnectr panel. 2. Press the Input Select buttn n the right interactive flat panel s frnt cntrl panel until the input surce is HDMI3/PC. 3. Turn n the left interactive flat panel using the pwer switch n its bttm cnnectr panel. 4. Press the Input Select buttn n the left interactive flat panel s frnt cntrl panel until the input surce is HDMI3/PC. The Lync appliance starts and cmpletes the first-run installatin prcess. During this prcess, the Lync appliance restarts several times. This prcess takes time t cmplete. During this prcess, displays might nt change cntent r might appear blank fr several minutes. 5. Press MENU n the left interactive flat panel s remte cntrl. 6. Press the dwn arrw until yu select the SETUP menu, and then press SET. 7. Press the dwn arrw until yu select Lync ROOM RESET, and then press the right arrw. The n-screen display menu blinks briefly. 8. Press MENU r EXIT until the n-screen display menu clses. 9. Repeat steps 5 t 8 fr the right interactive flat panel. Cmpleting steps 5 t 9 cnfigures the interactive flat panels USB-vide mapping, audi settings, presence detectin settings and ther settings fr use with the SMART Rm System. In additin, cmpleting the abve steps disables the vlume and input select cntrls n the interactive flat panels frnt cntrl panels. 10. Cntinue t Cnfiguring Lync Rm System sftware first-run installatin settings belw. 5 smarttech.cm/kb/ Rev 01

8 Sftware cnfiguratin guide Cnfiguring Lync Rm System sftware first-run installatin settings T cnfigure Lync Rm System sftware first-run installatin settings 1. Select yur language, and then click Next. 2. Select yur cuntry r regin, time and currency preference, and keybard layut, and then click Next. 3. Type a user name fr the administratr accunt and a cmputer name fr the Lync appliance, and then click Next. Yu must prvide the administratr accunt s user name and passwrd whenever yu change the rm system s cnfiguratin r trublesht issues. The administratr accunt is nly fr use with yur SMART Rm System and is nt mapped r therwise assciated with user accunts n yur netwrk. In mst cnfiguratins, the administratr s user name is admin. I M P O R T A N T Yu must type a user name fr the administratr accunt in the Type a user name bx. D nt leave this bx blank. D nt use LyncRm fr the administratr accunt s user name because this user name is reserved. 4. Type a passwrd fr the administratr s accunt and a hint fr that passwrd, and then click Next. I M P O R T A N T Yu must type a passwrd fr the administratr accunt in the Type a passwrd bx. D nt leave this bx blank. D nt use special characters in the passwrd that require the use f the ALT key t type. If yu frget the administratr accunt s user name and passwrd, yu are unable t reset them withut resetting the rm system t the factry image and then cnfiguring the sftware again. Therefre, recrd the administratr accunt s user name and passwrd n page 1 r in anther safe place. 6 smarttech.cm/kb/ Rev 01

9 Sftware cnfiguratin guide 5. Select yur time zne, specify the current date and time, and then click Next. I M P O R T A N T Yu must specify the crrect date and time. If the rm system s date and time are different than the Lync and Micrsft Exchange servers dates and times, the rm system is unable t cnnect t the servers. The Lync appliance restarts several times. When the basic cnfiguratin prcess is cmplete, a screen prmpting fr the administratr accunt s passwrd appears. After the Lync appliance shuts dwn and starts again fr the first time, it might prmpt yu fr a passwrd r it might lg in by itself. In either case the Lync appliance will shut dwn and start again. 6. Cntinue t the next prcedure. Lgging n and cnfiguring the displays T lg n and cnfigure the displays 1. Type the rm system administratr accunt s passwrd, and then press ENTER. The SMART end user license agreement appears. 2. Read the SMART end user license agreement, and then click Accept. The Cnferencing Micrphne Cnfiguratin dialg bx appears. 3. Select Use the table micrphne, and then click OK. I M P O R T A N T Yu are unable t change this setting later, s ensure yu select the crrect ptin. The First things first dialg bx and a dialg bx prmpting yu t check the display settings appear. 4. In the First things first dialg bx, select Use recmmended settings, and then click Accept. 5. In the dialg bx prmpting yu t check the display settings, click OK. Anther dialg bx appears, and Cntrl Panel pens. 7 smarttech.cm/kb/ Rev 01

10 Sftware cnfiguratin guide 6. In Cntrl Panel, cnfigure the displays as fllws: I M P O R T A N T Align the tp f all displays as shwn in the abve diagram. Set the cnsle as the main display by clicking its thumbnail and then selecting Make this my main display. Psitin the cnsle t the right f the interactive flat panels as shwn in the abve diagram. Yu are unable t change these settings later, s ensure yu cnfigure the displays crrectly. T I P T determine which display is which, press Identify. Each display s number appears briefly n the display. 7. In Cntrl Panel, click Apply and then click OK. 8. In the dialg bx, click OK. The Lync appliance restarts. 9. Type the rm system administratr accunt s passwrd, and then press ENTER. The Micrsft end user license agreement appears. 10. Read the Micrsft end user license agreement, and then click Accept. The Lync Admin Cnsle appears. 11. Cntinue t the next prcedure. 8 smarttech.cm/kb/ Rev 01

11 Sftware cnfiguratin guide Cnfiguring SMART Settings T cnfigure SMART hardware 1. Click OEM Settings, and then click SMART Settings. SMART Settings appears. 2. Click SMART Rm System Settings. 3. Define yur rganizatin s business hurs by ding the fllwing: a. If yur rganizatin s business day is 12 hurs, select 12 Hur Setting, and then select the apprpriate time frame in the drp-dwn list. OR If yur rganizatin s business day is nt 12 hurs, select Custm Setting, and then select the start and end times fr yur rganizatin s business day. b. Select the days f the week yur rganizatin perates. Yur rm system enters pwer saving mde utside f the business hurs yu define in this screen. 4. Click SMART Hardware Settings. 5. Cnfirm that all cmpnents f yur rm system are listed n this screen. If a cmpnent isn t listed, ensure the cmpnent is prperly cnnected t the Lync appliance. 6. Cntinue t the next prcedure. T calibrate and rient tuch n the interactive flat panels 1. If SMART Settings isn t pen frm the previus prcedure, click OEM Settings, and then click SMART Settings. SMART Settings appears. 2. Click Cnnectin Wizard. The SMART Cnnectin wizard appears. The wizard detects yur rm system s SMART interactive prducts. 3. Select the first interactive flat panel in the list, and then click Next. 4. Select Prduct is being set up fr the first time, and then click Next. 9 smarttech.cm/kb/ Rev 01

12 Sftware cnfiguratin guide 5. Click Calibrate. The calibratin screen appears n the cnsle. 6. Mve the calibratin screen t the selected interactive flat panel by pressing the spacebar n the keybard r the Orient buttn n the interactive flat panel s clr select mdule. If yu re cnfiguring a large rm system, yu need t determine which interactive flat panel yu selected in step 3. T d this, attempt t cmplete step 7 n the interactive flat panel yu mved the calibratin screen t. If the calibratin screen desn t respnd t tuch n this interactive flat panel, mve the calibratin screen t the ther interactive flat panel and then repeat step Calibrate the interactive flat panel fllwing the n-screen instructins. The rientatin screen appears n the selected interactive flat panel. 10 smarttech.cm/kb/ Rev 01

13 Sftware cnfiguratin guide 8. Orient the interactive flat panel fllwing the n-screen instructins. If yu tuch a target in either the calibratin screen r the rientatin screen but aren t advanced t the next target, press the spacebar r the Orient buttn t mve t the next interactive flat panel and try again. 9. Click Next, and then click Finish. 10. If yu re cnfiguring a large rm system, repeat steps 2 t 9 fr the secnd interactive flat panel. Yu dn t need t calibrate r rient the cnsle. 11. Cntinue t the next prcedure. T ptimize the camera 1. If SMART Settings isn t pen frm the previus prcedure, click OEM Settings, and then click SMART Settings. SMART Settings appears. 2. Click SMART Hardware Settings. 3. Click the camera s icn. 4. Click Preview. The Camera Cnfiguratin windw pens. 5. Select the mains pwer line frequency fr yur cuntry (50 Hz r 60 Hz), set the pan, tilt and zm as apprpriate fr the meeting rm s size, and then click OK. Digital pan and tilt ptins are available nly when the camera is zmed in. 6. Click OK. SMART Settings clses. 7. Cntinue t the next prcedure. 11 smarttech.cm/kb/ Rev 01

14 Sftware cnfiguratin guide Cnfiguring Lync Rm System sftware The fllwing prcedure dcuments SMART s recmmended cnfiguratin f Lync Rm System sftware fr a typical Lync infrastructure setup. Refer t the Micrsft Lync Rm System Deplyment Guide (micrsft.cm/dwnlad/cnfirmatin.aspx?id=39274) fr detailed deplyment infrmatin. T cnfigure Lync Rm System sftware 1. Click Lync Settings, and then set the fllwing cntrls: Cntrl Prcedure Credentials User Name SIP URI Type the Lync accunt s full dmain name in ne f tw frmats depending n hw yur rganizatin s servers are cnfigured (fr example, yurdmain\rm1 r Type the Lync accunt s SIP URI (fr example, If the dmain name used in the Lync accunt s SIP URI is different frm the dmain name n the Lync Web Service certificate, see the SMART Rm System fr Micrsft Lync setup and maintenance guide (smarttech.cm/kb/170450). Passwrd Prxy Credentials Cnfiguratin Mdes Quality Cntrl Lgging Type the Lync accunt s passwrd. Select Use Lync Accunt credentials. If yur rganizatin maintains a mixed envirnment f Lync 2010 and Lync 2013 server pls, select Manual, and then type the address f the Lync 2013 server pl in the Internal Server Name bx. Optinally, enable the Custmer Experience Prgram t assist with trubleshting. Optinally, select Full in the drp-dwn list, and then enable Windws Event Lgging t assist with trubleshting. T I P Yu can recrd this infrmatin n page 1 fr future reference. 12 smarttech.cm/kb/ Rev 01

15 Sftware cnfiguratin guide 2. Click System Settings, and then click Netwrk Cnnectins. The Netwrk Cnnectins windw pens. 3. Right-click Lcal Area Cnnectin, and then select Prperties. The Lcal Area Cnnectin Prperties dialg bx appears. 4. Select Internet Prtcl Versin 4 (TCP/IPv4), and then click Prperties. The Internet Prtcl Versin 4 (TCP/IPv4) Prperties dialg bx appears. 5. Select Obtain DNS server address autmatically. OR Select Use the fllwing DNS server addresses, and then type yur dmain s DNS server addresses in the Preferred DNS server and Alternate DNS server bxes. 6. Select Validate settings upn exit, and then click OK. 7. Clse the Lcal Area Cnnectin Prperties dialg bx, and any ther pen windws and dialg bxes. 8. Click Passwrd Renewal, and then disable Aut-Renew Passwrd. 9. Cntinue t the next prcedure. Checking the status f the Lync Rm System sftware prduct key T check the status f Lync Rm System sftware prduct key 1. Click OEM Settings, and then click SRS Licensing Tl. 2. Click Check Status. If yur rganizatin has a Lync Rm System sftware prduct key distributed by a KMS server, the Status bx indicates that the rm system is licensed. Otherwise, the Status bx indicates that the rm system isn t licensed. Depending n the KMS server s settings, the KMS server might take several hurs t allcate a prduct key t the rm system. 13 smarttech.cm/kb/ Rev 01

16 Sftware cnfiguratin guide 3. If the rm system is licensed, cntinue t the next prcedure. OR If the rm system isn t licensed, d ne f the fllwing: Wait fr the KMS server t allcate a prduct key t the rm system, and then repeat steps 1 t 2. Yu can cntinue using the Lync Rm System sftware during the trial perid. Type the MAK prvided by Micrsft in the MAK key bx, click Activate Key, and then cntinue t the next prcedure. Testing yur rm system T test yur rm system 1. Click Lync Settings. 2. Click Make a Test Call, and then fllw the n-screen instructins t test call functins. 3. Click Test Meet Nw, and then fllw the n-screen instructins t test server cnnectins and vide functins. T I P S If yu re unable t cmplete a test call r test meeting, yu can verify the rm system s Lync accunt credentials by using them n a cmputer with Lync 2013 client sftware. If the audi is t lud r t quiet, adjust the audi settings in the Lync Settings tab. 14 smarttech.cm/kb/ Rev 01

17 Sftware cnfiguratin guide 4. Click Apply & Restart. The Lync appliance restarts in meeting mde: When the rm system cnnects t the Micrsft Exchange server, the meeting rm s calendar appears. When the rm system cnnects t the Lync Server, the meeting rm name and the Meet Nw buttn appear belw the calendar. If the Lync appliance starts in administratr mde, click Apply & Restart again t shut dwn and start the Lync appliance in meeting mde. T I P S If the Lync appliance is unable t cnnect t the Lync Server, use a cmputer with Lync 2013 client sftware t verify the Lync accunt credentials. If the Lync appliance is unable t cnnect t the Micrsft Exchange server, use a cmputer with an Internet brwser t lg n t Micrsft Outlk Web Access with the Lync accunt credentials. This enables yu t verify that the Lync accunt can access the Micrsft Exchange calendar. 15 smarttech.cm/kb/ Rev 01

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