Polycom RealPresence Trio 8500 User Manual Download Page 10

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• Pairing with Bluetooth and Near Field Communication (NFC)-enabled devices
• Connecting to a wireless network

RealPresence Trio Hardware

The following figure displays the hardware features on the RealPresence Trio 8500 and RealPresence

Trio 8800 systems. The table lists each numbered feature shown in this figure.

RealPresence Trio Hardware Features

Hardware Feature Descriptions

Reference Number

Feature

Feature Description

Speaker and Microphones

Sends your audio to call
participants and provides audio
output for the ringer and
speakerphone.

Device Port

Enables you to connect a mobile or
tablet device to the system using a
USB device cord.

USB Port

Enables you to connect a USB flash
drive or connect a computer using a
USB cable.

Volume keys

Adjust the volume of the audio from
the speakerphone and ringer.

Mute key

Mutes the microphones during calls
and conferences. The key glows
red when activated.

Getting Started with RealPresence Trio

Polycom, Inc.

Summary of Contents for RealPresence Trio 8500

Page 1: ...USER GUIDE 5 5 2 September 2017 3725 20598 006A Polycom RealPresence Trio Solution ...

Page 2: ...ll Polycom and or its respective suppliers be liable for any direct consequential incidental special punitive or other damages whatsoever including without limitation damages for loss of business profits business interruption or loss of business information even if Polycom has been advised of the possibility of such damages End User License Agreement BY USING THIS PRODUCT YOU ARE AGREEING TO THE T...

Page 3: ...Into RealPresence Trio 14 Log In to a Phone 14 Log Out of the Phone 15 Change Your Login Password 15 Locking RealPresence Trio 15 Lock the Phone 15 Unlock the Phone 16 Change Your User Password 16 Audio Calls 17 Placing Audio Calls on RealPresence Trio 17 Place an Audio Call 17 Place an International Call 18 Place a Call from Recent Calls 18 Call a Favorite 18 Place a Call over Bluetooth 18 Place ...

Page 4: ...ing 26 Rejecting Calls with Do Not Disturb 26 Enable Do Not Disturb 26 Disable Do Not Disturb 27 Managing Multiple Calls 27 Manage a Call from the Calls Screen 27 Mute the Microphones 28 Unmute the Microphone 28 Conference Calls 29 Tips for Conference Calls 29 Initiating Conference Call 29 Initiate a Conference Call 29 Merge Calls into a Conference Call 30 Add Participants to a Conference Call 30 ...

Page 5: ... a Recording 38 Rename a Recording 39 Delete a Recording 39 Sharing Content on RealPresence Trio 8800 40 Sharing Content with RealPresence Desktop or Mobile 40 Sharing Content from an Apple Device 40 Sharing Content from a Windows or Android Device 41 Sharing Content with People Content IP 41 Download and Install Polycom People Content Technology 42 Share Content using People Content IP 42 Stop Sh...

Page 6: ...orate Directory 51 Perform an Advanced Search of the Corporate Directory 52 Add Corporate Directory Contacts to the Local Directory 52 Searching the BroadSoft Directory 52 Perform a Simple Search of the BroadSoft Directory 52 Perform an Advanced Search of the BroadSoft Directory 53 Add BroadSoft Contacts to the Contact Directory 53 Voicemail and Pages 54 Access Voicemail Messages 54 Receiving Mess...

Page 7: ...r Saving Mode 62 Change Your Office Hours 63 Change Timeouts 63 Control Where Audio Plays 64 Set a Ringtone for Incoming Calls 64 Maintaining RealPresence Trio 65 Investigate Warnings 65 Restart RealPresence Trio 65 Update the Configuration for RealPresence Trio 66 Test the Hardware 66 Clean the Touchscreen 66 Accessibility Features 68 Features for Hearing Impaired Users 68 Features for Mobility I...

Page 8: ...solution view the following documents on the RealPresence Trio 8500 or RealPresence Trio 8800 support pages Quick Tips Provides a quick reference on how to use the system s most basic features Setup Sheet Describes the contents of your package how to assemble the solution and how to connect the system to the network Administrator Guide Provides detailed information about setting up your network an...

Page 9: ...nt bridge and video calls The following are the features available on RealPresence Trio 8500 and RealPresence Trio 8800 systems RealPresence Trio 8500 Features and Capabilities The RealPresence Trio 8500 system supports the following features Placing answering and managing audio calls Initiating joining and managing audio conference calls Recording audio calls Viewing and joining scheduled Calenda...

Page 10: ...rence Number Feature Feature Description 1 Speaker and Microphones Sends your audio to call participants and provides audio output for the ringer and speakerphone 2 Device Port Enables you to connect a mobile or tablet device to the system using a USB device cord 3 USB Port Enables you to connect a USB flash drive or connect a computer using a USB cable 4 Volume keys Adjust the volume of the audio...

Page 11: ...for Mobility Impaired Users on page 69 Navigating RealPresence Trio The system has icons status indicators and user screens to help you navigate and understand important information on the state of your system Accessing Screens on RealPresence Trio You can access the following screens on the system Home Screen Displays your messages settings and information Calls Screen Displays all active and hel...

Page 12: ... screen The Page Indicator displays on the Home screen beneath the menu options and indicates the page you are currently viewing Procedure 1 On the Home Screen press and hold the Page Indicator Accessing the Place a Call Screen The Place a Call screen on RealPresence Trio is displayed when you tap the Place a Call icon on the Home Screen or when the system is idle and not in use if set by your sys...

Page 13: ...ll in progress the name and number of the contact you are talking with and the duration of the call is displayed in the Calls screen as shown next Active call on the Calls screen You can also view active and held calls in progress on the system as shown next If the system has multiple lines active and held calls display under the associated line Getting Started with RealPresence Trio Polycom Inc 1...

Page 14: ...us RealPresence Trio 8800 only USB device attached Paired Device RealPresence Trio 8800 only Missed Call Bluetooth Placed Call Received Call Enter Information Using the Onscreen Keyboard The onscreen keyboard enables you to enter information into text fields using the touchscreen The onscreen keyboard displays on screen automatically when a text field is shown When a text field requires only numbe...

Page 15: ...rocedure 1 Tap a text field 2 Tap each character you want to enter Close the Onscreen Keyboard When you are done entering information into a text field or you want to exit the current screen and return to the previous screen close the onscreen keyboard Procedure 1 Tap Done Getting Started with RealPresence Trio Polycom Inc 13 ...

Page 16: ...w your system administrator set up the User Login feature you may need to log in to a phone before you can use it By default Polycom devices do not require you to log in before you can use them However if you do not log in you see the default profile When you log in you have full access to your personal settings and your directory Any settings you change while logged into a public phone are saved ...

Page 17: ...ter your new password Locking RealPresence Trio If your system administrator has set up to system to lock when it is not in use you will need to unlock it before you can use the system Your system administrator provides you with a user password that you can use to unlock the system When the system is locked you can Place outgoing calls to emergency and authorized numbers Enter a password to answer...

Page 18: ...Change Your User Password You can change your user password at any time from the Advanced settings menu which requires a password Ask your system administrator for the password to access the Advanced settings menu Procedure 1 Navigate to Settings Advanced 2 Enter your user password and select Enter 3 On the Advanced screen select Change User Password 4 On the Change User Password screen enter your...

Page 19: ...a time on the line However you can have only one active call in progress with numerous other incoming calls or calls on hold Placing Audio Calls on RealPresence Trio You can place calls on a system in numerous ways including local and international calls calls from Recent Calls or directories calls to contacts or favorites or calls to authorized numbers on a locked phone Place an Audio Call On Rea...

Page 20: ...ct a contact Related Links Recent Calls on page 48 Call a Favorite Contacts you add as favorites display at the bottom of the Home screen with an avatar You can place a call to favorites by selecting a favorite on the Home screen Procedure 1 On the Home screen tap a favorite The call is placed to the favorite automatically Place a Call over Bluetooth When a RealPresence Trio system is paired and c...

Page 21: ... screen Procedure 1 Do one of the following Navigate to Contacts and select a directory Navigate to Place a Call tap and select a directory 2 Select a contact 3 From the Details screen tap next to the number you want to call Call a Contact from a Directory Search You can search for and call contacts from the Search screen in your directory Procedure 1 Select Contacts and select a directory 2 In th...

Page 22: ...tact when you select Intercom If your phone is set up this way select Intercom and wait for your contact to answer before speaking your message Place an Intercom Call During a Call You can place an intercom call to another contact during an active call Procedure 1 Select Hold and select Intercom The active call is placed on hold and the dialpad is displayed 2 Enter a number or select a contact 3 T...

Page 23: ...en Note Your system administrator can enable the screen to flash bright orange when you have an incoming call The screen continues to flash until the incoming call is displayed in the Home or Calls screen For more information about this feature contact your system administrator Procedure 1 Tap Answer Related Links Decline an Incoming Call on page 23 Answer a Call When in a Call When you are in an ...

Page 24: ... Yes to mute the video when video calls are auto answered 6 Select Save Related Links Features for Vision Impaired and Blind Users on page 69 Features for Mobility Impaired Users on page 69 Answer a Call on a Locked Phone When you set up the system so that you can answer incoming calls when it is locked you can answer calls by entering a user password Procedure 1 On the Incoming Call screen select...

Page 25: ...cedure 1 Do one of the following Tap Hang Up In the Calls screen select the call and tap Hang Up In the Calls screen select a held call tap Resume and tap Hang Up Holding and Resuming Calls When you are in a call you can place an active audio call on hold and resume the call When you place a call on hold the Mute key indicators on the system and microphones are red When you are placed on hold the ...

Page 26: ... calls When you choose a default transfer type the system uses the selected transfer type for all calls Consultative is the default transfer type Procedure 1 Navigate to Settings Basic Preferences 2 Select Default Transfer Type and choose a transfer type The selected transfer type is used for all calls Transfer a Call How you transfer a call on RealPresence Trio varies depending on the default tra...

Page 27: ...you can cancel the transfer before it is complete Procedure 1 Select Cancel The call is not transferred and becomes active Forwarding Incoming Calls to a Contact You can choose to forward an incoming call to a contact or forward all incoming calls to one of your contacts Forward an Incoming Call to a Contact You can forward an incoming call directly to a contact without answering the call You cann...

Page 28: ...ng Rejecting Calls with Do Not Disturb Do Not Disturb DND enables you to set your phone to automatically reject calls when you do not want to be interrupted When you enable Do Not Disturb DND the following occurs The DND icon displays in the status bar When the system is idle the DND icon is displayed next to your phone line on the Lines screen If you have new messages or call forwarding is enable...

Page 29: ... conference calls The following figure shows an active call and a held call Manage a Call from the Calls Screen From the Calls screen you can manage a call by holding resuming or transferring the call Procedure 1 Select a call 2 Do one of the following Select Hold to place an active call on hold Select Resume to make a held call active Select Hang Up to end a call with a contact You can end active...

Page 30: ...ng Tap Mute Tap the Mute key on the system Tap the Mute key on the microphone Unmute the Microphone Unmute your audio when you are ready to speak and let your contacts hear you Procedure 1 Do one of the following Tap Unmute Tap the Mute key on the system Tap the Mute key on the microphone Audio Calls Polycom Inc 28 ...

Page 31: ...d tapping or rustling papers near the microphone Speak in your normal voice without shouting Initiating Conference Call You can initiate a conference call with up to four contacts and you can hold resume or split a conference call While the system can manage up to 12 conference calls you can have only one active conference call in progress with numerous other conference calls on hold If your syste...

Page 32: ...rence call Procedure 1 During a conference call tap Add Participants 2 Enter a contact s number or select a contact from Contacts or Recent Calls and select Dial The contact is added to the call after answering End a Conference Call By default when you end a conference call your connection to the call ends and the other participants in the conference remain in the call However your system administ...

Page 33: ...nference call Procedure 1 During a conference call select a participant 2 Tap Mute The muted participant can hear everyone but no one can hear the muted participant Remove a Conference Participant If your system administrator has enabled the Conference Management feature you can remove individual participants from a conference call Procedure 1 During a conference call select a conference participa...

Page 34: ...scribed in this section require access to the Basic settings menu If your system requires a password to access the Basic settings menu contact your system administrator for assistance Related Links http support logitech com en_us product webcam c930e business Tips for Video Calls Use these tips when you re in a video call Check your video image to make sure it s clear bright and sharp Avoid bright...

Page 35: ...s how smoothly your video displays You can set a rate between 5 least smooth and 30 smoothest The default rate is 30 Procedure 1 Navigate to Settings Basic Video 2 Select Camera Settings Target Frame Rate and tap Up or Down to adjust the frame rate Set the Video Layout for the Meeting During a video call you can choose how video from meeting participants display on the monitor You can choose any o...

Page 36: ...cropped Procedure 1 Navigate to Settings Basic Video 2 Select Video Screen Mode and select a video screen setting 3 Select Save Place a Video Call Depending on how the system is set up by your administrator you can place a video call to one contact or add video during an audio call Procedure 1 Tap Place a Call 2 Enter a contact s number or select a contact from Contacts or Recent Calls 3 Tap or ta...

Page 37: ...e content that is shared using Apple AirPlay If you try to hide content depending on how the content is shared and the type of call a message displays stating that you cannot hide content and must stop the content instead Procedure 1 In the Calls screen tap Toggle People Content Handling a Mixture of Audio and Video Calls When you are in a call with a person who has a video enabled phone or video ...

Page 38: ...to follow when recording audio calls Inform contacts when you are recording a call Make sure you mute your audio when you are placed on hold while recording the call When you place a call on hold while recording the recording pauses However when another person places you on hold the recording continues During an active call pause your recording before answering incoming calls All incoming calls yo...

Page 39: ...Resume a Recording When you resume a recording after pausing the recording continues within the same file Procedure 1 Select and select Resume Recording Stop Recording You can choose to stop recording a call before the call ends The recording also stops when the active call ends no matter who ended the call Caution Do not remove the USB flash drive while recording The file being recorded will be i...

Page 40: ... Removable Storage Media Browse Recordings A list of recordings display 2 Select a recording 3 Select Open Play The length of the recording and a progress bar is displayed as the recording plays Pause and Resume Played Recordings While playing a recording you can pause the recording perform another task on the system and resume the recording at any time When you receive an incoming call while play...

Page 41: ...rdings A list of recordings display 2 Select a recording 3 Select Rename update the file name and select OK Delete a Recording When you have played a recording or need additional space on your USB drive you can delete recordings from the system Procedure 1 Navigate to Settings Features Removable Storage Media Browse Recordings A list of recordings display 2 Select a recording 3 Select Delete Recor...

Page 42: ... not have either application you can download RealPresence Desktop onto your laptop from the RealPresence Desktop Support page or download RealPresence Mobile from your tablet s application store Using RealPresence Desktop on your laptop you can choose to share your monitor or share an open application Using RealPresence Mobile on your tablet you can choose to share content from local documents ph...

Page 43: ...e Trio solution supports the following Android and Windows devices Microsoft Surface 3 Pro and Surface 4 Pro Samsung Galaxy smartphones and tablets with software Android 4 2 or later Devices with Miracast support with software 4 2 or later Microsoft Windows 10 devices with Miracast support For more information on sharing content wirelessly refer to the documentation for your Android or Windows pro...

Page 44: ...pplication 2 Enter the IP address or host name of the RealPresence Trio 8800 system and the meeting password if one is set 3 Click Connect 4 Open the content you want to show and click Stop Sharing Content with People Content IP When you are done showing content make sure you stop People Content IP Procedure 1 Click in the People Content IP application Share Content with People Content IP over USB...

Page 45: ...llowing On a Windows computer navigate to My Computer and click the People Content IP folder On a Mac computer navigate to Finder then search for and run the People Content IP application 3 Open the content you want to show and click Sharing Content on RealPresence Trio 8800 Polycom Inc 43 ...

Page 46: ...rio or on the monitor connected to RealPresence Trio Visual when paired with RealPresence Trio 8800 Open the Calendar You can access the calendar on RealPresence Trio to view and join scheduled meetings You can view meetings for the current day and upcoming meetings You cannot view meetings for previous days Procedure 1 On the Home screen tap Calendar The Calendar displays scheduled meetings for t...

Page 47: ...following figure shows a meeting reminder that displays before a meeting starts Meeting Reminder Note If you have enabled meeting reminders but the reminders do not display before meetings make sure that your login credentials are correct Choose a Meeting Reminder Type You can choose a meeting reminder type that determines if an alert tone plays each time a meeting reminder displays The following ...

Page 48: ...ne Disable Meeting Reminders Meeting reminders are enabled by default and display reminders for all meetings You can choose to disable meeting reminders so they do not display for any meetings Procedure 1 Navigate to Settings Basic Preferences 2 Select Calendar Settings Reminder Settings 3 Select Reminder Disable Joining Calendar Meetings You can join any scheduled meeting from the calendar or fro...

Page 49: ...Tap Join Join a Meeting with an Alternate Number If the meeting organizer has provided alternate numbers you can use to join the meeting you can view and use alternate numbers to join the meeting Procedure 1 Tap Join on the meeting reminder and select More Actions 2 In the Meeting Details screen choose a number Using the Calendar Polycom Inc 47 ...

Page 50: ...ed and placed calls Each list holds up to 100 entries You can perform the following tasks from the Recent Calls list Remove calls from the list Select a call record to view call details Select a call record to automatically call a contact Related Links Place a Call from Recent Calls on page 18 View Recent Calls In the Recent Calls list you can view a list of up to 100 missed received and placed ca...

Page 51: ...ll entry 2 Tap Delete Call Local Directory You can add and save contacts in the system s Local Directory if allowed access by your system administrator Your system administrator can set the Local Directory as read only or require a password for access to the directory Contact your system administrator for assistance accessing or updating the Local Directory Related Links Add Corporate Directory Co...

Page 52: ... Local Directory select a contact The Details screen is displayed with the contact s name number and any additional information such as a job title or email address Update a Local Directory Contact s Information After you add a contact to your Local Directory you can update the contact s information Procedure 1 From the Local Directory select a contact 2 On the Details screen tap 3 On the Edit Con...

Page 53: ...ke room for a new favorite When you remove a contact from your favorites the contact is removed from the Home screen Procedure 1 Navigate to Contacts Local Directory 2 Select a contact 3 On the Details screen tap Corporate Directory Your system administrator can set up your system so that you can access a Corporate Directory However you cannot update the Corporate Directory and your administrator ...

Page 54: ...t 2 From the search results select the contact and select View 3 Select Save 4 Enter any additional contact information and select Save Related Links Local Directory on page 49 Searching the BroadSoft Directory You can access and search the BroadSoft Directory on the system and you can choose to perform a simple or advanced search for contacts After the administrator configures the Enterprise dire...

Page 55: ...ontact number 4 In the search field enter your search criteria and select Submit 5 Choose your contact Add BroadSoft Contacts to the Contact Directory After you find your BroadSoft contact you can add the contact to the Local Directory The first name last name and phone number of the contact are saved to the Contact Directory You can go to the Contact Directory to see if the contact was saved corr...

Page 56: ...ve pages from any paging groups you are subscribed to By default you are subscribed to groups 1 24 which is designated for Priority pages and 25 which is designated for Emergency pages How you receive a page depends on the priority of the page whether you are in an active call and whether the system is set to receive a page during an active call When you receive a page the page is always played th...

Page 57: ... Priority or Emergency page the page immediately plays You hear audio from the active call and the page If the system is not set up to receive Normal pages during active calls the page is displayed as Pending Note You adjust the volume of a Normal non emergency page while it plays and the system uses the adjusted volume for all subsequent non emergency pages However only your system administrator ...

Page 58: ... enables you to place calls on your mobile phone and use the system as a speakerphone for the call You can also use the system to play audio from media such as music or videos from your mobile phone or tablet Related Links Place a Call over Bluetooth on page 18 Make the System Visible to Nearby Bluetooth Devices Before you connect a Bluetooth device to a RealPresence Trio system or NFC device to a...

Page 59: ...e of the system 3 Confirm that your device is paired and connected to the system Play Audio from a Bluetooth Device You can use a RealPresence Trio system as a Bluetooth speaker for music or videos played on your mobile phone or tablet Procedure 1 Connect your mobile phone or tablet with the system 2 On your mobile phone or tablet choose the music or video you want to hear 3 Make sure that RealPre...

Page 60: ... port on the system Setting RealPresence Trio as Your Audio Device In order to use a RealPresence Trio system to play audio from calls or media on your connected laptop you need to set the system as your audio communication device The following sections provide information on setting the system as your audio device for your laptop and communication and collaboration clients such as RealPresence De...

Page 61: ...ur Audio Device for Skype for Business When your laptop is connected to a RealPresence Trio system you can set the system as your microphone and speakers for Skype for Business calls you place on your laptop Procedure 1 In the Skype for Business client click and click Tools Audio Device Settings 2 Select RealPresence Trio from the drop down list as the device you want to use for audio calls Set th...

Page 62: ...ic settings menu you cannot change settings without the permission of your system administrator Contact your system administrator for assistance enabling or customizing features Time and Date Display The time and date display in the status bar When the system cannot obtain a time and date the time and date display flashes If this happens or if the time and date are incorrect contact your system ad...

Page 63: ...ight Timeout The number of seconds the system is inactive before the backlight dims to its Backlight Idle intensity The backlight timeout period begins after your last activity such as an incoming call Backlight Intensity includes the following settings you can choose from Backlight On The brightness of the screen when there is activity Backlight Idle The brightness of the screen when there is no ...

Page 64: ...Select the number of seconds the phone is idle before the backlight dims Format Numbers By default the system automatically formats phone numbers based on the amount of numbers entered For example 17235439078 is reformatted as 1 713 543 9078 Procedure 1 Navigate to Settings Basic Preferences 2 Select Number Formatting 3 Select Enable or Disable Power Saving Mode By default the system is set to ent...

Page 65: ...can update the period of time the phone is idle before the screen turns off You can specify different timeouts for office hours Office Hours Idle Timeout and non office hours Off Hours Idle Timeout By default the Office Hours Idle Timeout is much longer than the Off Hours Idle Timeout You can also specify a separate timeout period that applies after you press a key or tap the screen This is called...

Page 66: ...Speakers The system plays audio from the connected monitor or external speakers Automatic The system automatically chooses where to play audio based on the call type This feature is not available when the system is not paired with RealPresence Trio Visual Procedure 1 Navigate to Settings Basic Preferences 2 Select Audio Output and choose an output option Set a Ringtone for Incoming Calls A simple ...

Page 67: ... Warnings screen Procedure 1 Navigate to Settings Status Diagnostics 2 Select Warnings The Warnings screen is displayed listing any issues Restart RealPresence Trio Your system administrator may ask you to restart the system if it malfunctions or to assist in troubleshooting Caution Before you restart the system contact your system administrator If the system is malfunctioning you may be able to r...

Page 68: ...gnostics menu on the system to test its hardware You can test the touchscreen microphones and speaker Contact your system administrator for instructions on how to perform these tests Procedure 1 Navigate to Settings Status Diagnostics 2 Select Test Hardware and select one of the following Audio Diagnostics Display Diagnostics Touch Screen Diagnostics Clean the Touchscreen The touchscreen requires ...

Page 69: ...ter cleaning dampen a soft lint free cloth with an isopropyl alcohol and water solution of 50 50 then wipe the screen with the cloth Always use the dampened cloth to apply the solution never apply the solution directly because it could seep inside the screen or stain the system In addition do not use chemicals to clean the touchscreen Maintaining RealPresence Trio Polycom Inc 67 ...

Page 70: ...s on the user screen indicate when the system has new messages Adjustable ring tone and volume You can choose from a variety of ring tones for the phone You can also change the volume of the ringer to suit your needs and choose different ring tones for contacts Adjustable Call Volume While in a call you can raise or lower the volume of the audio from the far end and of any other sounds on the devi...

Page 71: ...d Blind Users Polycom phones include various features that enable users with visual impairments to use many of the features on the phone The following table lists the accessibility features for visually impaired and blind users Accessibility Features for Vision Impaired and Blind Users Accessibility Feature Description Adjustable backlight settings You can change the brightness of the screen by ad...

Page 72: ...Related Links Backlight Intensity and Timeout on page 61 Answer Calls Automatically on page 22 Accessibility Features Polycom Inc 70 ...

Page 73: ...ked Devices 2 Make sure that the Paired Device is Connected If the paired device is not connected contact your system administrator Related Links Tips for Resolving Camera Issues on page 72 Check the Status of the Calendar When you do not see the Calendar icon on the Home screen or if you are not receiving meeting reminders it is possible that system is not connected to the Microsoft Exchange Serv...

Page 74: ...d camera which is a Logitech Webcam C930e Contact your system administrator for additional help Related Links Check the Status of RealPresence Trio Visual on page 71 Set Log Levels Your system administrator uses log files to understand any issues with your phone and may ask you to set the level for log files to reduce the amount of logs produced Contact your system administrator before setting a l...

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