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DSS Player Pro R5 Dictation Module Reference Manual

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1. 3 2 2 Downloading Files into a Specified Folder To download all files into a specified folder at once perform the following steps For support for each device model refer to Functional Support of Recorders MM Procedure 1 Connect a supported device to a USB port on the PC 2 Switch on the device gt The Main screen will automatically launch 3 Right click the device and select Download Folder on the Context menu Or click Download Folder A or B G on the Device menu gt If multiple devices are connected the Device Selection dialog box will appear Download Folder 4 Sm Y Device Manager DIS 5000 055000 C i D 40000 05 4000 A Select the device and click OK Filesina specified folder are downloaded into the corresponding folder in the Download tray 35 180 3 2 3 Downloading Specified Files To download one or more specified files perform the following steps For support for each device model refer to Functional Support of Recorders M Procedure 1 2 Connect a supported device to a USB port on the PC Switch on the device The Main screen will automatically launch Select a folder from the Device Tree view Files in the folder will be listed in the Content List view Select one or more files from the Content List view to be downloaded Click Download Selected File on the Device menu The selected files are downloaded into the corresponding folder fo
2. 10 2 3 Edit Menu Functions Y Copies a selected audio file to the clipboard ut A Pasting the audio file after cutting it moves the file to the specified folder Copies a selected audio file to the clipboard ia Moves or copies the audio file which was Paste copied to the clipboard with the Cut or Copy command into a specified folder Deletes a selected audio or document file Select All Selects all the files in the Content List view Copies the audio file selected in the Content Copy to Folder l y List view to a specified folder rn Moves the audio file selected in the Content Move to Folder AS i i List view to a specified folder 150 180 10 2 4 View Menu Command Name Button Functions ute te Pachar Switches from the Main screen to the Playback Control Window Control screen The o ue selected in the Folder Navigation Main screen begins Property Window Shows or hides the payn Te view or Device Tree view Information Window Shows or hides the Properties view Shows or hides the Information view Status Bar Playback Control Bar Columns to Display Shows or hides the status bar Shows or hides the Playback Control bar view configures their displayed order selected in the Information view F Filter On Off Enables or disables the filtering function Enables or disables direct editing of the items displayed in the audio list Clicking a configurable item in the list make
3. Configures the splash message displayed Time of day when the device is powered on greeting If characters have been entered in the text box with Custom enabled the entered characters are displayed when the device is powered on Up to 32 characters can be entered They are case sensitive With ON selected the button layout of the slider switch is displayed on the right edge portion of the LCD Produces an alarm sound when certain operations occurs Turn on the alarm for significant events Error Pre end lmportant General Not preventing w 120 180 Display Default Upper Area Configures the items displayed on the Author ID upper portion of the device display The following choices are provided Author ID File Name Lower Area Configures the items displayed on the Level Meter lower portion of the device display The items selected for Upper Area cannot be configured Level Meter File Name Work Type Rec Time Author ID Default Authentication Enables authentication with a PIN Disabled code This option can be enabled only when a PIN code has been configured With this option enabled the following authentication timing and device locking timing can be configured Authentication timing At power on The time when authentication is required can be specified as At power on or At power on and recovery from sleep Device locking timing gt times Configures how many times i
4. Default Display Item at Stop Play Selects the items displayed when device File Length operations are stopped and when a file is played Display Item at Recording Selects the items displayed when a file is Level Meter being recorded 0 Template Job Data Functions Default Author ID Configures the Author ID Configures the Worktype 1000 Priority Level Configures the Priority Level 4 8 5 4 DR 2000 1000 Device Configuration This section describes the device setting items and their functions for DR 2000 and 1000 DirectRecs digital microphone devices for dictation The DirectRec key assignments for the application s functions can be saved as a file New Makes a new key assignment Import Specifies a file name when importing key assignments from the file Export Specifies a file name when exporting key assignments to the file Delete Deletes a key assignment _ Customize __ Application Control Customize This category lists the buttons and their functons Gi About settings customization The setting items configured here are synchronized with the items in Customizing of DirectRec Configuration Tool DCT User I D This option configures the user ID The user ID is recorded as header information when direct recording is performed Enable Beep Sound Checking this option enables a beep sound Enable Button Click Suppression With this option checked a clicking sound i
5. Delete Complete The Recycle Box is cleared automatically after a certain length of time Manual deletion can also be performed Operations after Deletion With the Stand alone System and Workgroup System transcribed audio files are deleted and Process Status changes to Delete Complete By default transcribed audio files are automatically moved to the Recycle Box and then deleted permanently after a certain length of time Files in the Recycle Box can be restored with the Restore function but once deleted permanently they cannot be recovered Make sure that the configuration matches your requirements 20 180 2 3 How Folders Work In Dictation Module audio files and document files are managed in the Dictation tray and the Document tray respectively Files are managed in different folders based on which process is being performed Properties for each folder can be configured and centrally managed by an administrator There are two types of these folders shortcut folders and virtual folders Shortcut folders appear to be actual folders but are really only shortcuts pointing to specified folder paths The shortcuts are automatically created and managed by DSS Player Pro Users cannot modify them Shortcut folders can be renamed but the change is limited to the name only and does not affect the shortcut path When a shortcut folder represents a path in a local PC t is displayed as normal color If the path is
6. The E mailing function offers manual transmission via the menu and automatic transmisson with periodic confirmation 4 To send a file via email an email profile needs to be configured in advance E mail FTP E mail The following two methods are available to send a file via email 3 8 1 Automatic Transmission via E mail With a folder configured to automatically send files via email the files in the folder are saved in Outbox and automatically sent to a pre determined destination at specified intervals To automatically send an email the folder needs to be pre configured for automatic sending Folder Design Actions Automatically Switching E mail Profiles When configuring automatic transmission it is beneficial to set an alternative profile at the same time so that if an email cannot be automatically sent with the Auto Send via E mail setting the property switches and the email can then be automatically sent with the Auto Send via E mail Alternative Setting 3 8 2 Manual Transmission via e mail To specify and send a file via email perform the following steps E mail FTP E mail For information on how to register an address refer to Registering an E mail Address To send a file via email an email profile needs to be configured in advance Mi Procedure 1 Select a file 2 Click Y on the tool bar and select a mail profile to be used Or select a mail profil
7. This is the main screen of Dictation Module It is used to organize and play files The Recording screen and Playback Control screen are launched via the Main screen The names and functions of the Main screen components are described here Dictation Module Dictation Tray Download TrayYFolder AY _DS400016 DSS Eile Folder Edit View Play Tools Device Help E j r j mM ei VY File Name Author Work Type Created Completed Tra ME Ga Dictation Tray 4 _DS40001 0001 01 01 0 0 0001 01 01 0 0 3 Download Tray 0 a _DS40001 0001 01 01 0 0 0001 01 01 0 0 Ca Folder A 8 _DS40001 0001 01 01 0 0 0001 01 01 0 0 Ca Folder B _DS40001 0001 01 01 0 0 0001 01 01 0 0 Le Folder C Co Folder D Ce Folder E Cf Folder F C Folder 6 5 Recording Fo Outbox bs E mail FR FTP E Sent Items Finished Locked No LJ Backup S Job Data OS Recycle Box Author moko ED E File Name PIC luz iw loz i te lu i Comment e Document List y iori Normal z5 7 Priority Level 0 File Name Completed Trans Work Type Bl Process Information v Audio format 8 The voice format of Dictation is displayed by a decided format o gt Title Bar Content List View Displays the standard Windows title Lists audio or document files in the bar folder selected in the Audio File window an Menu Bar or Device window Displays the menu used with Dictation Module Too
8. or MME compliant and Windows compatible sound device Others With Citrix Presentation Server Citrix Presentation Server 4 0 4 5 A Citrix License separately required With Terminal Service Microsoft Windows Server 2003 Terminal Service A TS CAL license separately required Supported English French German Italian Spanish and Russian Languages A Installing DSS Player Pro R5 requires the privileges of Administrator Currently supported OSes are listed on our Web page For the latest information please visit the Olympus Web site at http www olympus global com en global 11 180 1 4 Devices Connectable to DSS Player Pro Dictation Module For the support of recorders for DSS Player Pro Dictation Module refer to Functional Support of Recorders for DSS Player Pro DSS Player Pro Dictation Module supports the following Olympus devices Device Types DVR DS 5000 DS 4000 DS 3300 DS 2300 DS 2200 Mass storage recorder DS 50 40 30 DS 20 2 WS 320M 310M 300M WS 311 321 331 WS 200S WS 100 DirectRec DR 2000 DR 1000 Digital microphone for dictation Compatible devices MAUSB 10 MAUSB 200 12 180 1 5 Supported File Formats Audio Files The following table lists the file types supported by each function Supported File Types Extensions Playback import Non encrypted file DS2 DSS WAV WMA and MP3 and export Encrypted file DS2 DSS WAV WMA and MP3 In addition to
9. the purge function can be configured Enabled Enables or disables the purge function Target The minimum age of files to which purging is applied Default 1 month These settings can also be configured in the Purge Settings dialog box which is displayed by clicking Ua 102 180 3 2 workflow Dictation Module provides a Workflow a configured series of operations when downloading and editing an audio file The items with the lock icon a can only be enabled or disabled by the administrator M Procedure 1 Click Options on the Tool menu 2 Click Workflow The Workflow dialog box will appear 3 Select an item from the tree on the left and configure it on the right OK Secures the settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file EF Option Settings User Settings E mail FTP Device Update E Workflow Delete Option General Move to Recycle Box Delete completely Syncronize DYR time with PC time Adjust the time displayed on DYR with PC time when DYR is connected to the PC Worktype Direct recording Resolve filename Resolve file name according to selected option in case same dictation file name is already existing when download importdictation finished Automatic rename no operation for same data ex filename_x is 1 2 3 Prompt selection of rename or overwrite Refresh interval Automatically update
10. while the file with audio data embedded can be played on another PC that has DSS Player installed A file linked with audio data only retains the file name and path of the audio file resulting in a smaller amount of data while the file may not be able to be played if it cannot refer to the audio data path Option Item An item associated with a Worktype Up to 10 items can be registered with combinations of values Option Items can be input with such tools as Baltech Transponder and a barcode reader 177 180 Ownership An attribute that based on an Author s privilege prevents an audio file from moving to the Finished folder in Transcription Module after the file has been transcribed With this attribute configured the file is not moved to the Finished folder in Transcription Module when its transcription has been completed Under review With the Ownership attribute configured the dictations in the folder can be manipulated moved and deleted only by the Author Priority This is represented by the 16 priority levels of O to 15 and allows the user to prioritize dictations Proxy This is a boundary that separates an internal network from an external Internet It is a computer or software that connects to the Internet on behalf of an internal computer that cannot directly access the external network A proxy centrally controls the access traffic between the Internet and the internal network and blocks unauthorized accesse
11. 4000 DS 4000 JA Folder A no mel e OO 2 Select a destination folder and click OK gt The selected file will be copied to the specified folder 3 4 5 Exporting a File This function can export audio and management files to external media Management files are associated with audio files and contain important information on dictations For support for export file formats of each device model refer to Functional Support of Recorders W Procedure 1 Select a file in the Content List view Clicking Select All on the Edit menu selects all files in the List View 2 Click on the tool bar Or click Export Dictation on the File menu gt The Browse for Folder dialog box will appear 3 Select a destination folder and click OK gt The selected audio and management files will be exported to the specified folder The export function only supports copying to an external location Specifying a path managed by DSS Player Pro results in an error 40 180 3 5 Playing an Audio File This section describes how to play an audio file and launches the Playback Control screen Clicking a DSS file with a tool such as Explorer directly launches the Playback Control screen and starts playing the file A Clicking Switch to Playback Control Window on the View menu hides the Main screen 3 5 1 Starting and Stopping a Playback Operations such as playback stop fast forwarding and rewinding are available
12. AOS eee EE Pe ee ee A AE OR 106 8 2 6 Worktype TTC AE RA ee Te eT a Ee eT oe ree ee rr Re ree ae te een e AE En Roe nt ne me a ene 107 8 2 7 DirectRecording trio a A da 107 8 2 8 Voice recognition Teer Tee AO ee eked oe re a ety eee ee ee eRe pe ee pee ier eee mene 108 8 2 9 Receive Corr reer oe ee Oe A EN EA ee ee en eee ee ne ie Tee kere een rae ee aren ter ain mp Meera eens 109 8 2 10 Auto collection la ee RR ere te eee ea a ie omit Rear he aer aa ee Rom ene 110 8 3 User Settings STL TCE CECE EET EEE EEE EEE TEE EEE ELECT ELEC EE E EE ee Ce 111 8 3 1 General o cae brea eee Geen ee ee ane arg ar ar Se 111 8 3 2 Keyboard TIT AE sd A AER AA A AN RA AAA ne eee 111 8 3 3 Playback Control AE A ree ee Re Ree een Dee ee ee ere ert pee ame eer mere eer E eer 112 8 4 E mail ed cr 114 8 4 1 E mail E E A O ae ee eee E E OE A RATA DA ASE ARE E A A RRA RAR 114 8 4 2 FTP A A E A ESA a RA EE ASIA AAA RARE AAA AA AAA AER A EAS AD 116 8 4 3 Send Receive CARA TCE RTC TERE LE oT CCS NEP RAR RAR AAA OE Cc ee eee ere eee eee eae 116 8 4 4 Proxy ECOS E ARA A Re CAE LE CLT EE COR EER CREE REL aE CERT ee TS SOR eee Ee ee Sr ee 117 8 5 Device EAN 118 8 5 1 Devices with Device Configuration Support ee eR ee a eh rere Cer arate RIA RRA 119 8 5 2 DS 5000 5000iD Device Configuration Pitre ei aaah eae wa eee wae wea AA 119 8 5 3 DS 4000 3300 Device Configuration sce ae a aan io aaa 125 8 5 4 DR 2000 1000 Device Configuration TA A aes uh ce A a A Vato wt Ea 126 8 6 Upd
13. EERE EMCEE MEER ERE ERE EERREEE REDE ERC ERR RER EERE ERER ERE EER REE ERR EERE CERRO a RRA 28 29 Voice Comments IIA 29 2 10 Storage Mode and Composite Mode TIPE CT CCT OCTET TCR CR ee O ee 30 2 11 Backing Up RTRETERELTCECERERE CORTE TTR T TEETER TERET ERECT PE RECEP RECCEPORERRES OTTER TEE TERE EEE 31 3 BASIC OPERATIONS csse essesescecescececcereceecsceccacsceecacsceacscsecacscsecscsacacsearsesecatseavacsecavacsecateetavseseeerateeees 32 3 1 Starting and Exiting Dictation Module ns ty yO yyy Sy yy Sy yyy E 33 3 2 Downloading an Audio File LCCC TTS OES OE OOS S OOOO OREO PETS OOP ORE T eR ERY 34 3 2 1 Downloading All Files EIA AAA NA aie sei ee oan eae earn aa 34 3 2 2 Downloading Files into a Specified Folder cid Tees eee ee eee Ce SC ee eT eee eee ee 35 3 2 3 Downloading Specified Files TLL TET E eT AE ETC CREE CLES Co Cee CR CLE eT Pe eC ee eee y 36 3 3 Importing a File Hicieron 37 3 4 Copying or Moving an Audio File a 38 3 4 1 Copying a File in the Audio Tree View A TT TTT Ce Tee AAA AA Te ee ee ee ee 38 3 4 2 Moving a File in the Audio Tree View CeCe TO a LC Ce CSE Se TORT EROS eee CR Te ee ee 38 3 4 3 Copying a File toa Specified Location TL TCL E EA AA ee ee ee ee ee ee AAA 39 3 4 4 Uploading an Audio File to the Device AAA rece Ter Tere eee rT ere eee Tre ee er AA ARA 39 3 4 5 Exporting a File To eTte cer Co ee ee eT CET RA ToT ee Ce ee eT ee Cee ee RARA 40 3 5 Playing an Audio File LSE ESE EL ETE SEER ECE EEE EEE EEE TECERECEES EEE REET ECE EES
14. Folder Tree 3 Select Support Document Type from the Folder Property and click LJ gt The Support Document Type dialog box will appear 4 Type in the extension to be added and click Add gt Files with the added extension XXX WRI will be displayed in the Document tray 3 10 2 Associating a Document File with an Audio File To associate a document file with an audio file perform the following steps W Procedure A 1 Drag and drop a document file from the Information view onto an audio file in the Content List view The document file will be associated with the audio file The icon and file name of the associated document file will be displayed in the Document column of the Content List view Selecting an audio file in the Content List view highlights the associated document file MM Procedure B 1 Select an audio file in the Content List view and click Associate with Document on the File menu gt The File dialog box will appear with My Document as the current folder 2 Select a document file and click OK gt The icon and file name of the associated document file will be displayed in the Document column of the Content List view Selecting an audio file in the Content List view highlights the associated document file 64 180 Selecting an audio file and clicking Open Document on the File menu causes the associated document file to be opened with its associated application 3 10 3 Dissociating
15. IDs and transfer them to the recorder If no Author ID is registered the log on ID for Windows is used as the Author ID j ob No The Job No is automatically set when a recording is made Each time an audio file is created a new number is provided for it The Job No which is an essential number for file management cannot be reset by the user Removing batteries from or formatting the memory card of the recorder will not reset the J ob No 18 180 2 2 Process and Status This section provides workflows where users create audio files complete transcriptions and delete audio files with the DSS Player Pro R5 Stand alone System and Workgroup System Sending an audio file via email or FTP to an external site where it is transcribed Author Transcriptionist Mail FTP E Mail FTP Deletes Dictation File after recieveing Sharing an audio file on the network and transcribing it Transcriptionist DSS Player Pro R5 manages a workflow with the following combinations of processes and statuses 19 180 Process Status AUCO Ale e Recognition eaten of ase Fs Location of Audio File Editing e Recognition 1 Record Rumning f no OOO 2 Send ee ec Failed ok NO Complete NO OK Inthe Senttray 3 Transcription Running NO o Pending NO OK OT Complete NO NO Voice In the Voice Recognition Recognition queue Running NO o E Pending complete NO NO A 5
16. Key Assignments Default Key New Dictation Edit Dictation Ctri O Start Voice Recognition Ctri R Property View SS Hotkeys On Off Download All Ctrl Shift M Function Assignments for Function Keys IET EA e TI O Ctri F4 Close Window Play Stop Switch Dictation lnstruction Comment Mode Shift F10 Show Context Menu Show Context Menu ooo Fast Forward F11 E E F12 Po Hotkey On Off 159 180 10 5 Functions of Devices This section lists the functions of devices Functional Support of Recorders Some devices have limitations on functions The following table summarizes the functional support of each device model v Supported Lt Unsupported Dictation folder Download Upload Supported file types are listed The device locking function is supported only by DS 5000 and 5000ID DirectRecord Dictation folder Dictation folder Template Device Creating a Download Edit Register Menu setting new file DS 5000 5000iD oa DSS DSS Pro DSS DSS Pro Gi 7 D m C L L LI L WS 321M WMA MP3 WS 311M WMA MP3 WMA MP3 WMA MP3 Y WS 320M WS 310M ws 100___ O wwa ww 0O 1 Some functions are unavallable WS 2105 ws 300M__ O wma WMA MP3 160 180 10 6 Names and Functions of the Option Settings Dialog Boxes Components This section describes the names and functions of the components c
17. Module License Module Manager Ej Author1 Author2 O Ly o E Ly Author3 System Transcriptionist3 l Configuration Manager Program About Workgroup System construction For information on how to set up the DSS Player Pro R5Workgroup System refer to Install Guide 8 180 1 1 2 Modules and Tools Dictation Module This is an application for an author It is mainly used to download an audio file recorded with a DVR Digital Voice Recorder or to record an audio file directly onto a PC It can automatically send a downloaded or directly recorded audio file via email or FTP It also has the ability to automatically receive a transcribed document file and to manage it with a link to the corresponding audio file Transcription Module This is an application for a Transcriptionist The application can notify the Transcriptionist of the arrival of a new audio file and switch to a smaller screen at the onset for easier transcription It automatically receives and captures audio files via email or FTP for transcription It has document management capability that can automatically start your word processor software before transcription and can manage a document with a link to the corresponding audio file In addition if the original audio file was received via email or FTP the application can automatically send a document file to a specified destination immediately after transcription has been completed System Config
18. Tool menu Click the Device tab gt The Device dialog box will appear It will display the same information as the Device Setting dialog box Edit the settings as needed For details on the configuration refer to Device Load Clicking this button loads the settings of the connected device Update Clicking this button updates the settings of the connected device Reset Clicking this button returns the settings of the connected device to the default settings Click OK gt The settings will be saved and the screen will close 96 180 3 Option Settings on Operating Conditions This chapter describes how to configure the operating conditions of DSS Player Pro Dictation Module When DSS Player Pro is operated as a workgroup system the System Configuration Program manages the users on a per workgroup basis The items with the lock icon listed in the table below are managed by the System Configuration Program disallowing the Author to modify them To modify these items contact the administrator Category Folder Design Designs the folders used by an Author or Transcriptionist Workflow Configures the workflows performed by an Author or Transcriptionist User Settings Configures items related to usability E mail FTP Configures email or FTP for users Device Configures the devices used by an Author or Transcriptionist Update Configures the updates for software or firmware 97 180 9 1 Fol
19. When repeatedly starting and stopping recordings each recorded segment will be appended to the file to create a single continuous recording Starting recording after shifting the Position control to a previously recorded position results in either an overwrite recording or an insert recording Additionally recorded files are saved in the Dictation tray Mi Procedure l 2 8 Connect Directrec or a supported digital voice recorder to a USB port on the PC Right click the file to be configured and select Edit Dictation on the Context menu Or select tne nleand click W on tido bar Or select the file and click Edit Dictation on the File menu The Recording screen will open Move the Position control to the intended recording position Select the recording mode Select A for insert recordings and select for overwrite recordings Select the Microphone Sensitivity Select Conference mode em or Dictation mode cm Click to start recording Click mm Recording will stop Exit the Recording screen 3 6 3 Partially Deleting a File To partially delete a recorded file perform the following steps Partially deleted files are saved in the Dictation tray Mi Procedure 1 On the Recording screen move the Position control to the desired deletion starting pi point and click Clicking again unlocks the starting point A a Move the Position control to the desired deletion end point and
20. Yes No Option Item 10 The content of Option Item10_________ Rw Yes No Comment_______ Comments for an audio file_____ Rw Yes No Document The name of a document file linked with the audio file File Format The extension of the audio file Audio Format The format of the audio file Original Location The folder in which the audio file was originally stored The receiver of the audio file A Fala I A Ml was sent a a O E full path pr cee TL codec for the audio file 156 180 Displayed Property List Document List view The following table lists the properties and their descriptions displayed in the Document List view R W Read and Write attributes The items that have the W attribute are user editable Filter Whether or not the filter is set Option Option setting for filtering Property Description ________ Rw Filter Option level ranging from O to 15 High Normal voice recognized Comment instruction commented Whether or not the document file is MIN Yes DD encrypted ER Whether or not the document file is locked R The name of the document file RW No The Author name RW Yes Worktype The Worktype name The name of the Transcriptionist R Yes Date Yes Date Started was started The date and time of when a transcription Completed was finished Process Status The Process Status of the audio file R W Yes E ProcessRecording Yes Date
21. a Document File from an Audio File To dissociate a document file from an audio file perform the following steps Mi Procedure 1 Select an audio file in the Content List view and click Remove with Document on the File menu gt The file will be dissociated from the document file and the icon and file name of the document file will be removed from the Document column 65 180 3 1 1 Receiving a Document File via E mail To receive a document file via email manual reception via the menu and automatic reception with periodic confirmation are provided A received document file is stored in the Document tray or My Document folder The following two methods are available for receiving a document file 3 11 1 Automatic Reception via E mail With automatic reception pre configured emails with document files are automatically received at regular intervals and the received documents are stored in the Document tray With a shared My Document folder as the Document tray only document files that are created through transcription of audio files that are owned by the login user are displayed in the My Document folder To receive a file via email an email profile needs to be configured in advance tes El E mail FTP E mail To automatically receive a document file pre configuration is required E mail FTP Send Receive 3 11 2 Manual Reception via E mail To manually receive a document file via emai
22. barcode scanning populates multiple Option Items with data The starting and ending digit numbers for scanning can be set in the Option Item Property dialog box With Barcode input option set to Separate scanning one barcode scanning populates a single Option Item with data If multiple Option Items have been registered separate barcode scannings sequentially populate the Option Items with scanned data Description The description of the Worktype is registered Up to 100 characters can be entered Option Item Property Dialog Box This dialog box is used to configure an Option Item Option Item Property Label PATIENT Initial Value Regulated value hd Beginning dieltend digit of bar code scanning a al For the Label any string can be entered using up to 16 characters For the Default Value any value can be specified using up to 20 characters O For the Initially Displayed Value the default value of the label when making a recording with a recorder is selected Blank Default Last Entered Value For the Starting and Ending Digit Numbers for Barcode Scanning the string range extracted from scanned data is specified with the starting and ending digit numbers A Limitations on the Label When using the DSS recording format only up to eight characters in a registered Label name string can be used Subsequent characters are not recorded in a file 169 180 Recording Format Setting Dialog Box Record
23. by Author ID requires pre configuraton With the following settings configured audio files are sorted by Author ID into their specified folders when they are downloaded from the device 4 5 1 Configuring Automatic Sorting of Downloaded Files This section describes how to define the rules on sorting downloaded or imported audio files into different folders Audio files are individually sorted into their specified folders based on their Author Ds To configure sorting perform the following steps M Procedure 1 Click Option on the Tool menu gt The Option Setting dialog box will appear 2 Click the Workflow tab gt The Option Setting Workflow dialog box will appear 3 Click Auto Classification in the menu tree The Auto Classification settings box will appear in the right frame EB Option Settings Folder Design Workflow User Settings E mail FTP Device Update BR Workflow Auto Classification General Enable to make a rule to move specified author ID dictation to specified folder after downloading importing f the target folder is the folder with encryption attribute enable to set password for dycription to the target folder Set the password for dycription iffy Download Author ID Destination Author1 00 Folder A i Zo Author200 Folder B i Voice recognition 3D Receive diay Auto collection rT A Click Add gt The Modify button allows for modifications to an exiting rule
24. comments Gi Instruction comment recording can be disabled Workflow DirectRecording Voice comment Attaching an Instruction Comment W Procedure 1 Click 5 on the Recording screen gt The Play bar will be surrounded by an orange line 2 Select the Microphone Sensitivity Select Conference mode em or Dictation mode cm A When using models other than DS 5000 and DirectRec Microphone Sensitivity cannot be selected on the Recording screen WIth these models the microphone input level is set via Property of Sound and Audio Device on the Control Panel of the OS 3 Click to start recording an instruction comment 4 Click to stop recording 5 Exit the Recording screen Deleting an Instruction Comment To delete an instruction comment perform the following steps W Procedure 1 Click on the tool bar on the Recording screen gt The instruction comment will be deleted 56 180 3 7 6 Changing the Status of an Audio File This function changes the status of the currently selected audio file M Procedure o ee o Y 1 Select a file in the Content List view and click onthe tool bar Or click Change Status on the File menu gt The Change Status dialog box will appear Chanze Status Cancel Unfinished Cancel Job 2 Select the status and click OK The status of the selected file will change 57 180 3 8 Sending an Audio File via E mail
25. created in the appropriate format before audio file transcription begins DSS Player Pro can register up to ten Worktypes Each Worktype can have up to ten Option Items registered The following diagram shows the relationship between Worktypes and Option Items In this diagram a Worktype FAX is associated with two Option Items labeled TO and TITLE a ES ESS rr es 2 EES jo 5 An Option Item consists of input data and its label Once a label has been registered its value can be entered An Option Item is usually input with a barcode Whether to input multiple labels at once with a single barcode scanning or to input them separately with a series of barcode scannings can be configured in the Worktype Property dialog box Workflow Worktype 24 180 2 5 DirectRecord DirectRecord is for recording directly onto the hard disk drive of a PC using a connected recorder or DirectRec as a microphone In DirectRecord the recording state is managed in two statuses Pending and Complete both of which are required to finish a recording An audio file with Pending status is saved in the Recording folder where it can be selected and edited to resume recording Since the files stored in the Recording folder are in the local PC a Transcriptionist cannot open them An audio file with Complete status can always be transcribed Once a transcription has begun it cannot be edited An audio file with Complete status ca
26. eee eee AT eee ae re tere aCe ee ee et 86 5 2 3 Changing the Columns Displayed in the Content List View str rrrrrrtte ttre teeters 86 5 2 4 Filtering Displayed Files Pa AAN AA Ra a AAA ee 87 5 3 Customizing the Properties View NON OO ONO ONO nna Nn 89 5 4 Assigning Hot Keys catarsis 90 6 CONFIGURING WITH THE DEVICE CONNECTED eeveseosescesesceceeseceececceteccaceecsceersceerscsareesatsevaceeraeees 91 6 1 Switching the Device Mode A anaes 92 6 2 Using the Device as a USB Speaker Microphone AA ACA 93 6 3 Transferring the Date and Time ee 94 7 CONFIGURING AND CUSTOMIZING THE DEVICE ce c cosescesceceecesceccereececceceececceccaceececceccassarsceereasees 95 7 1 1 Configuring for a Connected Device TLS AE ee ee ea ee A ee ere eee pe ge 95 7 1 2 Configuring for a Selected Device Model a io a lata cash an AW ees AAA ENE 96 8 OPTION SETTINGS ON OPERATING CONDITIONS e csse cssescocesteceeseceeteccececceceecsceecacearsesarsesaceesanees 97 8 1 Folder Design OOOO ANNAN NIN 98 8 1 1 Folder Properties A AS EE A AR ANA OA A ee 98 8 1 2 Attributes aaa aia aa con 99 8 1 3 Actions Sev eT Tee eT Te Lee eee eT Ee Se Parco laica eee en ee A AA A er er E eee e eee 100 8 2 Workflow aaa ia ee eT tte 103 8 2 1 General AAA AN AAA AA ear E A E AEA AA ET 103 8 2 2 Download NO E T AO AIN E A E ee O EEEE 104 8 2 3 Import ERE AA TRA a A ASE A EAN E EA cay E AAA AAA E Si 105 8 2 4 Auto Classification TCI LCC eee EA A EIA Aaa er ee meee 106 8 2 5 Author Teer et Te eee eT ee ee
27. file import destination Set the import destination folder with Change Checking the delete option in the Options box enables the original file to be deleted after importing 3 Select a file from the list and click Open gt The specified file will be copied or moved to the selected folder 37 180 3 4 Copying or Moving an Audio File To copy or move an audio file perform the procedures described below 3 4 1 Copying a File in the Audio Tree View To copy a file in the Audio Tree view perform the following steps Mi Procedure 1 Select a file in the Content List view Clicking Select All on the Edit menu selects all files in the List View 2 Click on the tool bar Or click Copy to Folder on the Edit menu gt The Copy to Folder dialog box will appear Copy to Folder El E Dictation Tray E Es Download Tray Sa Folder A Ca Folder B Ce Folder C Co Folder D C 6 Folder E Ce Folder F Cc Folder G 3 Select a destination folder and click OK gt The selected file will be copied to the specified folder 3 4 2 Moving a File in the Audio Tree View To move a file in the Audio Tree view perform the following steps M Procedure 1 Select a file in the Content List view Clicking Select All on the Edit menu selects all files in the List View 2 Click on the tool bar Or click Move to Folder on the Edit menu gt The Move to Folder dialog box will appear 38
28. keyboard options It enables the user to assign Hot keys to Dictation Module commands and to delete or modify the assignments Selects the way to handle audio data when dropping a DSS or DSS Pro file selected in the Content List view to an OLE enabled OLE Settings application from the following Embedding the audio file in a document file Embedding only the link information in a document file Displays the Option Settings dialog box for Keyboard Settings 153 180 10 2 7 Device Menu Command Name Button Functions Downloads all files in Folders A G in the device displayed in the Device Tree view recorder Download Folders A G PCMCIA card or removable drive into the corresponding Folders A G in the Download tray in the Audio Tree view Download Selected Downloads only selected files into the Download Files tray in the Audio Tree view Downloads all files in the device displayed in the Device Tree view into the corresponding Folders Download All ay A G in the Download tray Files in the removable drive that have no folder are downloaded into Folder A Uploads the files selected in the Audio Tree view Upload Selected Files F into the device displayed in the Device Tree view Change Device Mode ah Switches device mode of a connected device to Audio mode or Storage mode This command is enabled only for DS 5000 DS 5000 provides two types of media the SD card and micro SD card This command spec
29. like on a typical tape recorder The Playback Control bar on the Main screen and Playback Control screen offer the same operations during playback Mi Procedure 1 Double click a file to play from the Content List view Or click Play on the Context menu Or select the file and click LB Or select the file and click Play Stop on the Play menu gt Playback of the file will begin The Position control V indicates the current playback position MALES shows the total length of time in white and the current position in blue 3 Click m during playback Or click Play Stop on the Play menu gt Playback of the file will stop Clicking Switch to Playback Control Window on the View menu displays the Playback Gi Control screen i Clicking again after stopping playback restarts playing from a previous position set by a length of time specified with Auto backspace on the Playback Control 3 5 2 Shifting the Playback Position This section describes how to play a file from a specified position _ Moving to a Desired Position L Skipping to an Index marked or Verbal commented Position L Moving the Position Control with the Keyboard Moving to a Desired Position MM Procedure 1 Click on a desired position on the Play bar or drag the Position control there 41 180 gt The Position control will move to the specified position Y Skipping to an Index marked or Verbal commented Pos
30. not moved to the Transcription Module Finished folder even after it has been transcribed The Ownership attribute can be set for the Download tray and custom folders Their subfolders will also have the same Ownership attribute Auto Collection Transcription Finished Audio files Yes Moved to the Finished folder in Dictation Module set as a rule No Notmoved S Moved to the Finished folder in Transcription Module set as a rule No Notmoved S For the fundamentals of the Ownership attribute refer to Ownership Attribute o Support Document Type This is an attribute configured for the Document tray It sets the supported types extensions of document files The extensions of ducument files are registered in the Support Document Type dialog box which is displayed by clicking LI txt and doc are the extensions supported by default Up to 100 extensions can be configured T 8 1 3 Actions The following folder actions can be configured Actions _ Auto Download __ Format Conversion __ Auto Send via E mail __ Auto Send via E mail Alternative L Auto Send via FTP __ Auto Send via FTP Alternative __ Backup L Cleaning Purge Auto Download This option sets whether or not to automatically download audio files from the recorder With this option set to Yes audio files are automatically downloaded from various storage media detected in the device When they have been downloaded s
31. number By selecting the checkbox of an item its setting is applied to the file name Note that File Name is a required item 0 To change the order of items select an item and use Up and Down to change its position Setting a separator inserts it between selected items The separator is selected from a drop down list none space hyphen period _ underscore Default Preview displays the format of a file name resulting from renaming being configured 166 180 Edit Job Data Dialog Box Edit Jo amp b Data Hex Options k File Hame 5540007 6 055 Author ID Worktype ID ee 0 This dialog box is used to configure job data Author ID and Priority Level for a file Select the Author ID and Worktype ID from the drop down lists 0 Enter the label names and values of option items Specify the settings and click OK Rule Setting Dialog Box Rule Settings Please click OF specitying Author of Dictation and the folderin the moving destination Author ID author 00 Destination folder Folder A i Configure the Author ID and destination folder of an audio file and then click OK 167 180 Author Property Dialog Box Author Property Author ID ELVIS Priority Level 15 3 Configure the Author ID and Priority Level and then click OK Worktype Property Dialog Box This dialog box is used to configure Worktype ID Option Items and the barcode input
32. of the resulting combined file in the Output file name 54 180 field 4 Click Join The joined file with the specified file name will be saved in the same folder The default naming format of a joined file is the original file name _C extension The original files will remain intact A Joining two split files again may result in noise at the point of joining f File status after joining is Recording Finished If the files to be joined each have instruction comments the joined file will contain all of the instruction comments combined 3 7 4 Recording a Verbal Comment Verbal comments are recorded at any position in an audio file based on the need for instructions A Transcriptionist will transcribe an audio file according to the verbal comments recorded in the file They can be recorded with DSS Player Pro as well as with supported recorders With a recorder they can be recorded only while the verbal comment recording button is being pressed during audio file recording With Dictation Module whenever the verbal comment recording button is being pressed a verbal comment can be recorded even when an audio file is not being recorded Verbal comments cannot have index marks inserted Verbal comments are displayed in light blue on the Play bar They can be recorded as insert recordings or overwrite recordings To delete a verbal comment use the partial deletion function for a recorded file Partially Del
33. or other countries Lotus Domino and Lotus Notes are trademarks or registered trademarks of IBM Corporation and or its affiliates in the United States and or other countries 0 Baltech Transponder is a trademark or registered trademark of BALTECH AG and or its affiliates in the United States and or other countries Inner Media DynaZip and Active Delivery are trademarks or registered trademarks of Inner Media Inc and or its affiliates in the United States and or other countries 0 SocketTools is a trademark or registered trademark of Catalyst Development Corporation Other company and product names mentioned in this document are trademarks or registered trademarks of their respective owners 15 180 1 0 How to Use Help Starting Dictation Module Help To start Help perform the following steps W Procedure A 1 From Windows Start menu select All Programs Olympus DSS Player Pro Dictation Module Help gt Dictation Module Help will launch W Procedure B 1 Start Dictation Module 2 Click F1 or click Contents on the Help menu Searching with the Table of Contents The Table of Contents tab groups topics by theme 1 Click Table of Contents 2 Click for the item that you are interested in 3 Click gt The topic will be displayed on the right side of the screen Searching with Keyword The Keyword tab provides an index system It can be used to search the keyword list fo
34. original file s Specify the settings and click OK Auto Send via E mail Setting Dialog Box send E Mail Destinations Subject L o Hote Automatic transmission is effective O The display of the check dialog at the time of automatic transmission Cancel 0 Click To CC and or BCC to specify the addresses Type in a title and body in the Subject and Note boxes respectively Specify the settings and click OK 164 180 Auto Send via FTP Setting Dialog Box set FIP distinations FIP Address Login ID Audio files folder Filename File Size Created Automatic transmission is effective The display ofthe check dialog eddie diesen af suites otion dee asia nis Cancel Specify the settings and click OK Cleaning Settings Dialog Box BH Cleaning Settings Cleaning dictations by using the following settings label Mortis Move To Recycle Box Delete completely Enable the Cleaning setting specify the retention period and click OK 165 180 Purge Setting Dialog Box BH Purge settings Enable Purge Specify the settings and click OK File Name Setting Dialog Box Format Options Select the file information to include in the flename Elick Move Lip or Move Down to reorder the information Job number C Priority C Priority Level C Created Date C Complated Date C Option Item 1 Fl Option Item 2 Preview File Name Author iD Work Type ID Job
35. over the network it is displayed as jia green A virtual folder does not represent a physical path It serves as a container of multiple shortcuts and is called tray E As for folders managed with Transcription Module their current settings can be verified and modified in the Folder Design dialog box 2 3 1 Folder Descriptions This section describes how each folder works Folder Name MDictation Tray This is a virtual folder provided as a root folder for managing audio files It serves aS a Management container and has no specific function Download Tray These are shortcut folders used to download and manage audio files from TA Foldera the recorder is Audio files in the recorder folders are downloaded into the corresponding GFolderG Download folders Each Download folder can be configured for a selected path If an audio file has Pending status it is not downloaded into the Download folder It is downloaded into the Recording folder MN Custom Folder This user defined shortcut folder manages audio files It is used as a sub Folder download destination folder and has functions similar to the Download folders Different custom folders can be specified for each Author ID E nbox This shortcut folder manages audio files in the process of recording Pending status In Pending status the Recording tray path can only be a local PC folder A network folder cannot be specified Dropping an audio file into the Recording tray swit
36. the information in your dictation list on the current folder Select how often the information is refreshed Refresh folders automatically Refresh interval 10 minute s Cancel 8 2 1 General This category configures the general settings for a workflow The items with the lock icon can only be enabled or disabled by the administrator Delete Option L Synchronize DVR time with PC time I Resolve filename L Refresh interval 103 180 Delete Option This option selects how to handle an audio file when it has been deleted using Delete on the Edit menu or the Ctrl D shortcut keys O With Move to Recycle Box selected a deleted file is moved to the Recycle Box With Delete Completely selected a deleted file is permanently deleted With Move to Recycle Box selected for Delete selecting Shift Delete executes Delete Completely With Delete Completely selected for Delete selecting Shift Delete executes Move to Recycle Box This option can only affect audio files Deleting a document file always executes Delete Completely resulting in its permanent deletion o Synchronize DVR time with PC time This option sets whether or not to automatically synchronize the DVR recorder clock setting with the time on the PC when the DVR is connected to the PC Resolve filename This option sets whether or not to rename an audio file when it is downloaded imported or dragged and
37. up on the PC Backup Recordings can be automatically distributed to Transcriptionists or other users via email or FTP Prepared documents can be automatically retrieved via email or FTP and linked to the corresponding recording Settings on your recorder can be managed and modified Recordings can be played and edited on your PC 0 SocketTools is a trademark or registered trademark of Catalyst Development Corporation With the recorder connected to the PC Direct Recording can be performed on the PC 14 180 1 Trademarks and Copyrights 0 Microsoft Windows Windows Media Windows Server Outlook DirectX Active Directory and DirectShow are trademarks or registered trademarks of Microsoft Corporation in the United States and or other countries Citrix ICA Independent Computing Architecture MetaFrame and Program Neighborhood are trademarks or registered trademarks of Citrix Systems Inc in the United States and or other countries 0 Crystal Reports and Crystal Enterprise are trademarks or registered trademarks of Business Objects SA and or its affiliates in the United States and or other countries Nuance Dragon and NaturallySpeaking are trademarks or registered trademarks of Nuance Communucations Inc and or its affiliates in the United States and or other countries 0 GroupWise Netware and Novell are trademarks or registered trademarks of Novell Inc and or its affiliates in the United States and
38. 00 are the devices specialized for direct recording Some DVR models also support direct recording DRM This stands for Digital Rights Management It is a general term for the technologies that protect the copyrights of digitally created contents and regulate the use and replication of them DSS This stands for Digital Speech Standard This voice encoding standard has been developed by Olympus and two other companies It can downsize audio data while maintaining sound quality All of Olympus recorder models support DSS DSS compliant audio files have the DSS extension DSS Pro An audio standard enhanced from the classic DSS Key differences from the DSS standard include QP Quality Play mode for high grade recording an increase from 16 to 32 in the number of settable index marks support for audio file encryption and support for verbal comment recording DSS compliant audio files have the DSS extension FTP This stands for File Transfer Protocol This is a protocol used for transferring a file over the TCP IP network 176 180 Hot Key A function that allows an application s operation or a button operation on the device to be assigned to a key on the keyboard and to be executed simply by pressing the key It can be customized and enables the user to work more efficiently by registering frequently used functions HTTPS A protocol that integrates SSL Secure Sockets Layer encrypted communication into HTTP Instru
39. 1 1 Creating a Folder DAA AAA Aaa a AR A SRY Ne adas 71 4 1 2 Mounting a Folder DEE TIRAN AAA AAA AAA A a et ceca Geter ae a 71 4 1 3 Removing a Folder PATADA ADA ae a re ee ee ae a a 72 4 1 4 Renaming a Folder aT Sac AI RARA AAA AAA AD A Seen een aa 72 4 2 Editing the Properties of Audio and Document Files sssssssssrsrrrrrrsrsrrrrerersrsrsens 73 4 2 1 Editing on the Properties View A ANN 73 4 2 2 In line Editing A AAN 73 4 2 3 Editing with the Job Data Dialog Box Cree Re EN eA oe ee END AIR EAT EA cere 73 4 3 Backing Up a Downloaded Audio File A RN 75 44 Encrypting and Decrypting an Audio File NN 76 4 4 1 Encrypting per File RRA AR AURA 76 4 4 2 Encrypting per Folder E A A RAR ERA AEE AE EA E ere ae ee 77 4 4 3 Decrypting a File AA A E A A EAS RA ARA SA SEM A AO 78 4 5 Sorting Audio Files by Author D ooo rr 79 4 5 1 Configuring Automatic Sorting of Downloaded Files 0crrrerrrecnrncnnnannnnann o 79 4 5 2 Registering the Author List with the Recorder stererrtrnennnnnnnnnonnnanentanaa rra 80 46 Sharing an Audio File with a Transcriptionist LELELEEEE LEE LOE E Le REE Re REE REL Ee REL e Re LEE EE 82 4 7 Automatically Deleting Transcribed Audio Files stir ttt ttttetttt etree ttt tee tenes 83 5 CUSTOMIZING DICTATION MODULE 0 84 5 1 Customizing the Work Area II EP eRe DOE EP EEPE Pee PEP EEE 85 52 Customizing the Content List View ao aaa 86 5 2 1 Interchanging Displayed Columns AREA ADA ARA 86 5 2 2 Sorting Displayed Files E A E ee LL eee RIA
40. 180 3 Move to Folder E E Dictation Tray E E Download Tray ca Folder A Ca Folder B Le Folder Co Folder D C Folder E Ce Folder F Ca Folder G a Outbox Select a destination folder and click OK gt The selected file will be moved to the specified folder 3 4 3 Copying a File to a Specified Location To copy a file to a specified location perform the following steps Mi Procedure i 2 Select a file in the Content List view Clicking Select All on the Edit menu selects all files in the Content List view Click on the tool bar Or click Copy on the Edit menu The specified file will be copied to the clipboard Select a destination folder in the Audio File window or specify a folder with a tool such as Explorer Click E on the tool bar Or click Paste on the Edit menu gt The file will be pasted into the specified folder 3 4 4 Uploading an Audio File to the Device Uploading is copying a file in the Content List view and transferring it to a connected device A File types not supported by the device cannot be uploaded W Procedure 39 180 qn 1 Select an audio file in the Content List view and click on the tool bar Or click Upload Selected Files on the Device menu The Upload dialog box will appear i Device Manager Se DS 5000 DS 5000 vk a en A _Bi Folder B 0 Folder _D Folder D _E Folder E El Folder F 46 Folder G Mf Ds
41. 3 8 3 Registering an E mail Address AREA Aia ito 61 3 9 Sending an Audio File via FTP rr 62 3 9 1 Automatic Transmission via FTP AAA ee eT A EA RARA AA oa da 62 3 O 2 Manual Transmission via FTP Pee E eee A A A EIA AA AAA 62 3 10 Managing Document Files ENEE AAA 64 3 10 1 Adding a Managed Document File Type A O A e AE 64 3 10 2 Associating a Document File with an Audio File ssststrrrrrrrrrrrrrrrrrrererrrererereees 64 3 10 3 Dissociating a Document File from an Audio File ttt ttre ttt teers 65 3 11 Receiving a Document File via E mail RSS 66 3 11 1 Automatic Reception via E mail A AA ae NE ES A ae ae Oe ee 66 3 11 2 Manual Reception via E mail A AR AAA AA a READ a ae 66 312 Receiving a Document File via PIPP rrrrrrsrrrsnsnnnnuunnnnnunnnnununnuunnnnnunnnnuunnnnunnnns 67 3 12 1 Automatic Reception via FTP srrrrrrrsrrsunnnnsnnununnuunnuunnnunnnnnunnuunnuunnnunnnnnunnnnnn 67 3 12 2 Manual Reception via FTP trrrrrsrrsssnnunnnnnunnnunnunnnnunnnunnnnnunnunnnnunununnnununnnunenns 67 3 13 Voice Recognition A ATER EC ECE ERP CERO EROS ARNET RO 68 3 13 1 Setting the conditions for Voice RECOGNITION ttt ttttt ttre ttt ttt ttt tte tes 68 3 13 2 Performing Voice Recognition Ct Ce heer ere ere ee ee eer ee ae ee to ee eee ee Cree tem ee ae E N 68 A MANAGING FILES AND FOLDERS veseeres oscosescestesceceecesceccecescecceccacecceccaceececcacsecsacsecacsassccacsaseasaccareaees 70 4 1 Editing a Folder in the Dictation Tray dd RTE RARER KERER ERRAITEN ERER E 71 4
42. 80 T T T PC Link Button function This category configures the button functions when the device is connected to the PC Default Main Window Configures the operations when the F1 F2 and F3 function buttons and the MENU button are pressed on the device with the Main window active DirectRecording Window Configures the operations when the F1 F2 and F3 function keys and the MENU button are pressed on the device with the Direct Recording window active T 8 5 3 DS 4000 3300 Device Configuration This section describes the DS 4000 and 3300 device setting items and their functions Basic Menu 7 L General L Recording l Display Template _ obData Basic Default Author ID Configures the Author ID of the recorder DS 4000 DS 3300 Folder Name Renames a folder Folders A G a Menu General Beep Sound Selects ON or OFF for a beep sound ON Backlight Selects ON or OFF for backlight ON Contrast____________ Adjusts the contrast 12 levels 6 Date Format If synchronizing the recorder time with Not that of the PC enable Use PC Settings synchronized with the PC format device using the cradle Te Recording Default 125 180 Recording Mode Selects the recording mode LP or SP Microphone Sensitivit Selects Microphone Sensitivity VCVA Mode Selects ON or OFF for VCVA Variable OFF Control Voice Actuator mode a
43. CERT EEER Al 3 5 1 Starting and Stopping a Playback eer eee ARA kee eee ee ee roe fee keer ee eae mere RAR Al 3 5 2 Shifting the Playback Position TT LLL Steet TE CERO eR OTA TE CELE eT eR ree ee Re Ti rue pon a Al 3 5 3 Adjusting Playback Conditions Dato rra WOR ae tne eas ee near a aaa Eke a eee Nhat tay 43 3 5 4 Intro Scanning e AIR MA ee eae AE ee eee er A DER NAO EA A5 3 6 Creating an Audio File RN 46 3 6 1 Making a New Recording Tet eT ee er ee Te ee eT ee ae ee ee eee Cn ee ee ee E A ee eee ee ee Tce ae 46 3 6 2 Adding a Recording to a File SO RO ARE AAA ANA A7 3 6 3 Partially Deleting a File peana ara Gen Gia Ge Wee ean aa ees Ge ee ee a 47 3 6 4 Inserting an Index Mark E Gun EAS daa a AE a a aa 48 3 6 5 Exiting the Recording Screen ELA ee ET eT A me ee AA ee ere AN 50 3 7 Editing an Audio File SEGRE ERE RES EEEE REECE REEL ER EE EEE ESE EERE EEEE EE 51 3 7 1 Converting the File Format RRA A A AAA O 51 3 FA 2 Splitting an Audio File into TWO Files Mee hase Aa A O Ae 53 3 7 3 Joining Multiple Audio Files into One AAA AAA AAA 54 3 7 4 Recording a Verbal Comment rer rie ye eee ee ee ee ee A ANA te LNA 55 3 7 5 Recording an Instruction Comment A AA Rs eee wero en ee 56 3 7 6 Changing the Status of an Audio File E A A ae 57 3 8 Sending an Audio File via E mail ERROR A RG as mae BL BE ARAN 58 3 8 1 Automatic Transmission via E mail E A a We a ake ee eek ae aca 58 3 8 2 Manual Transmission vla e mail and de E a oda 58
44. D Option Items and Comments of a selected audio file W Procedure 4 1 Select an audio file in the Content List view and click Fai on the tool bar Or click Edit Job Data on the File menu 73 180 gt The Edit Job Data dialog box will appear 2 Edit the properties as needed 3 Click OK Baltech Transponder Baltech s Transponder Reader PAD allows use of its sensor inputs as text entries in the Edit J ob Data dialog box W Procedure 1 Connect Baltech Transponder to a USB port on the PC x 2 Select an audio file in the Content List view and click Fal on the tool bar Or click Edit Job Data on the File menu gt The Edit Job Data dialog box will appear 3 Check Use Transponder on the Options menu Automatic reproduction Bar code package scan tranponder is used gt The Transponder Reader PAD will become available 4 Specify the target text entry box with the mouse A If Baltech Transponder Reader PAD is disconnected and then reconnected configure Use Transponder on the Options menu in step 3 again 74 180 4 3 Backing Up a Downloaded Audio File An audio file can be backed up with either one of two methods by automatic backup with backup configuration or by manual export to external media Backing Up Automatically This method allows for automatic backup of audio files with pre configuration Mi Procedure 1 Select a folder to be backed up and click 2 Or click Opt
45. D and click Delete 0 To change the order of Authors select an Author ID and use Up and Down to change its position An Author ID can be specified using up to 16 characters 4 The Priority Level can be configured in the range of O to 15 106 180 8 2 6 Worktype Multiple registered Worktype Lists can be transferred to the recorder When recording an audio file with direct recording or a recorder selecting a Worktype ID enables information such as option items to be automatically recorded in the file Up to 10 Worktype Lists can be registered To add a Worktype List configure it in the Worktype Property dialog box which is displayed by clicking Add To modify a Worktype List select an Author ID and click Modify Then make changes to the Worktype List in the Worktype Property dialog box 0 To delete a Worktype List select an Author ID and click Delete To change the order of Worktype Lists select an Author ID and use Up and Down to change the Worktype List s position 8 2 7 DirectRecording This category can be configured for an Author or Author group Direct recording devices are configured here DirectRecording with an Olympus direct recording device is already enabled The items with the lock icon can only be enabled or disabled by the administrator Basic Setting L Prompt Option LJ Voice comment L VCVA _ Start Option L Button function Basic Setting Recording for
46. Default Key m Assignments 8 3 3 Playback Control This category configures the settings for audio playback The items with the lock icon can only be enabled or disabled by the administrator _ Control Indication __ Auto backspace l Always on top L Winding speed L Activate to be able to hear your recording during CUE REVIEW Control Indication This option manages control display switching as follows Shows Hides the Speed control o Shows Hides the Noise Cancel control o Shows Hides the Tone control o Shows Hides the Level Meter control T Auto backspace This option sets the length of time for Auto backspace in the range of 0 0 to 5 0 seconds in steps of 0 1 seconds 112 180 Always on top With this option enabled the application window is always displayed on the foreground This option is applied only to the Playback Control and Recording screen A S The Main screen may not be displayed in the foreground O Winding speed The feed amounts of CUE REVIEW and FF REW can be configured in four levels The horizontal axis represents the length of time that has elapsed since starting 3 seconds minimum 60 seconds maximum The vertical axis represents the scaling factor relative to the standard playback speed 1 5x minimum 50x maximum Click any one of the four levels and adjust the scaling factor to the desired level Note that it cannot be adjusted to levels less or equal to th
47. Down of Tone on the Play menu The tone can be adjusted in increments of 1 from 100 on the B side to 100 on the T side T Switching Channels Channel switching may deliver better sound quality M Procedure 1 Select a channel with Channel on the Play menu Playback sound will be modified Item Description Stereo Plays as stereophonic sound Monaural Plays aS monophonic sound sound sound A Channel switching is disabled for monaurally recorded sound o 44 180 3 5 4 Intro Scanning This function sequentially plays only the first five seconds of the files displayed or selected in the Content List view When all the files have been intro scanned a beeping sound is produced A file with a recording time of less than five seconds is played through before the next file is played A file being played back is highlighted in the Content List view MM Procedure 1 Click on the tool bar on the Main screen Or click Intro Scan on the Play menu Files displayed in the Content List view will be intro scanned sequentially from a selected file If no file is selected intro scanning will begin with the first file on the list 2 Click aam Or click STOP on the Play menu gt Intro scanning will stop 45 180 3 0 Creating an Audio File This section describes how to create and edit an audio file 3 6 1 Making a New Recording This function can be used to perform DirectRecord c
48. If the path is over the network it is displayed as green With access to the network files in a shortcut folder assigned a path over the network can be listed Such a configuration is called the network mode If the download destination is a folder on the network when a server crashes or no network access is available audio and document files cannot be downloaded To avoid this inconvenience if assigned a network path and that path Is inaccessible the destination folder is automatically switched to a local path allowing file downloading This is called the local mode If a file was downloaded in the local mode and the system switches back to the network mode the folders for the network and local modes are both displayed and the file downloaded in the local mode is automatically moved to the folder for the network mode A file temporarily placed in the local mode can be identified by its icon The icon changes back to normal when the file moves to the network mode 27 180 2 8 Clean Clean is a folder attribute that deletes files Old files can be deleted through one of two methods by directly deleting them or by moving them to the Recycle Box and then deleting them with the Recycle Box delete option Folders with the Clean attribute are listed below These folders may contain transcribed audio files They have the Clean attribute to clean up old audio files Folders that can be cleaned Dictation Module Transcription Mod
49. LA AAA AA ARA RA RAR RADA RARA A RAR RARA RRA AA ARRE RR ARA R AER RADAR 176 5 180 Introduction Thank you very much for purchasing our product DSS Player Pro R5 is a Dictation Transcription system that supports assignments of various sizes individual users to multiple users Dictation Module Dictation Tray Download Tray Folder AF DS400016 DSS oii ss __ gt gt JE cade ls Dictation Tree Dictation List tmin 2 FileName Author WorkType Created Completed T a Dictation Tray 3 _0S40001 0001 01 01 0 0 0001 01 01 0 0 E Download Tray i a 0540001 1001 01 01 0 0 0001 01 Da Folder A o La _0s40001 0001 01401 0 0 0001 01 01 0 0 Ca Folder B a 0840001 0001 01701 0 0 0001 01 01 0 0 Te Folder C TE Co Folder D Ca Folder E OF Folder F Co Folder G ay PEDIA Recording Folder File Name _DS400016 DS amp Outbox o Six J E mail FTP Sent Items cat Finished an F ef oe No LJ Backup a ye P 4 OS Recycle Box POCAS LASA moko gt Comment AudlO format N A El Options EA ia a Priority Normal A o a Priority Level 0 S Device Manager File Nant X p WorkType Cres Aan Transq work Type amp Process Information Audio format The voice format of Dictation is displayed by a decided format o Total 26 dictation s Selected 1 dictation s 6 180 from 1 1 DSS Player Pro Outline DSS Player Pro R5 is a Di
50. List USB Class E Author List Composite O Storage Card Select SD MicroSD 4 Hands Free Y PC Link To return the device settings to default click Reset Note that in a screen without Reset the settings cannot be returned to default To export the device settings click Export Only DS 5000 and 5000iD support locking device settings With the A settings locked the user cannot modify them The settings can be locked or unlocked only by System Configuration Program EL The setting items and values ranges of devices vary depending on the device model For details refer to the reference manual for each device For information on device configuration read the following descriptions 118 180 8 5 1 Devices with Device Configuration Support Devices that can be configured via Dictation Module are listed below This section describes the configuration of DS 5000 5000iD DS 4000 3300 and DR 2000 DR 1000 The setting items and values ranges of devices vary depending on the device model For details refer to the reference manual for each device DS 5000 5000iD DS 4000 L DS 3300 DR 2300 DS 50 40 30 DR 2000 L DR 1000 WS 320M 310M 300M WS 331M 321M 311M WS 210S 110 WS 200S 100 8 5 2 DS 5000 5000iD Device Configuration This section describes the DS 5000 and 5000iD device setting items and their functions Stand alone Common Settings General Rec
51. OLYMPUS DSS Player Pro R5 Dictation Module Reference Manual Contents L INTRODUCTION ms 6 1 1 DSS Player Pro Outline Se ee ae 7 1 1 1 System Configurations of DSS Player PPO SoU 7 1 1 2 Modules and Tools ETC ERT ET eT ET eT ee Eee Te A A AA A RS ee eS ee ee eaaa 9 1 2 Licenses AN 10 1 3 Operating Conditions ERP A ea 11 1 4 Devices Connectable to DSS Player Pro Dictation Module strrerrrnecnanennaann 12 1 5 Supported File a0 600 Fo oC 13 1 6 Dictation Module Capabilities iu mii i AAA AAA AAA AAA AAA 14 1 7 Trademarks and Copyrights MOSEL LOLE EDR CCT SEER EEL EEDE EREEREER EER SOLO CEEOL ROCESS ER EREE EE ENE 15 1 8 How to Use Help RARA ARA AAA ARA AAA RARA A AAA AAA AAA AAA AAA AAA RARA AAA AAA AAA ARA CECE CCE 16 2 FUNDAMENTALS OF DSS PLAYER PRO evesescosessesestescoteccecceseccaseccessecaseececeececseceesasecausecateecaceeeatees 17 2 1 Audio File Name and Author 0D po rr 18 2 2 Process and Status eee aera area are ear eer er ere eae eer eer area er area ar erat aaa rarer er area ara erer are er area er arerer are at are rer area are ere er er 19 2 3 How Folders Work TITTe CCR CCT CeCe Te Ce A Ce CC Tee ee ee 21 2 3 1 Folder Descriptions CERA Aa a A E AA a a a ab 21 2 3 2 Folder Functions aa da aa aa aci e dada 23 24 Worktypes and Option 2 00 cc rrrrrrrrrrrr rr rr 24 25 DirectRecord idad add 25 26 Ownership Attributes NANI ae 26 27 Local Mode and Network Mode TELECCCEOOCCECEEC OIC TTT Te TT eee ee eee er ee Te 27 28 Clean PERERA RERE
52. ProcessTranscription ProcessVoiceRecognition ProcessExport ProcessArchive otion Item 1 The content of Option Item 1 R W Option Item 2 The content of Option Item 2 R W Yes otion Item 3 The content of Option Item 3 R W Yes Opt E The content of Option Item 4 R W Yes Opti Spi Yes R W Yes R W Yes R W Yes R W Yes The content of Option Item 9 R W Yes R W Yes es The sender of the audio file was received The location of where the audio file is stored full path es Yes Date 157 180 1 0 4 Default Key Assignments This section provides the lists of default key assignments Default Key Assignments Playback Control Key Assignments FS Dictation Instruction Comment Mode 1 Each command execution cyclically switches the level in the order of Off 1 2 3 Off and so on DirectRecording Key Assignments 2 Finishing a dictation displays the Save As dialog box With this dialog box you can specify the file name change the saving destination and select whether or not to automatically send the file This command can change the saving destination and each execution changes the destination to the next folder 158 180 3 Finishing a dictation displays the Save As dialog box With this dialog box you can specify the file name change the saving destination and select whether or not to automatically send the file This command toggles automatic sending on and Off General
53. SS_FLDG folders This setting is enabled for both media o 123 180 Dictation Default DSS Mode Selects the DSS recording format DSS Pro The default recording format for classic DSS is DSS The default recording format for DSS Pro Is DSZ When DSS mode is switched from DSS Pro to Classic DSS the following items are checked If the recording format is set to QP it is changed to SP and QP is prevented from being selected Stand alone Common Settings Recording The Encryption attribute is set to NO and IS prevented from being modified Stand alone Administrator Settings Format Recording Behavior Selects the recording operation Download file Selects the file s to be downloaded All Files Button Slide Button Customizes the slide switch locations and Type A A EEE T buttons at the top of the slide switch Function Button Customizes the functions that are assigned to the function buttons F1 F2 and F3 on the device The following functions can be assigned to the function buttons NEW Mode STOP Mode REC Mode PLAY Mode VERBAL Mic Sense LOCK PRIORITY VCVA INSERT OOK Disable MicSense Disable O EAT E NEW E G o sable Ll Hands Free Connecting a foot pedal to the cradle of the recorder enables hands free operations Default Operation selection Selects hands free operations Dictation Foot Pedal configuration Assigns functions to the foot pedal a 124 1
54. Select updating gt The data will be downloaded from the server and updating of device firmware will begin 134 180 9 5 Support Contacts For Purchasing License Keys To purchase the following license keys please contact your dealer or distributor 0 Dictation Module multi license key o Transcription Module multi license key Asking about Malfunctions When submitting a query the information below needs to be provided to our support staff along with the details of your problem Please keep the following data handy Type of PC manufacturer and model Amount of memory Hard disk space Name and version of the OS Connected peripheral devices For assistance in solving a problem such as a malfunction please contact your dealer or distributor Please note that it may take a some time to answer your query depending on our investigations Other Support Various types of information including product specifications PC connections support for OSes and FAQs is available on our Web site For the latest information please visit the Olympus Web site at http www olympus global com en global Y l These descriptions are subject to change 135 180 1 0 Appendix 136 180 10 1 Names and Functions of Screen Components This section describes the names and functions of the components comprising the three screens of the DSS Player Pro Dictation Module Names and Functions of the Main Screen Components
55. This category can register and modify email profiles Up to 100 profiles can be registered DSS Player Pro R5 supports the following transmission reception protocols Internet E mail POP3 SMTP IMAP _ Microsoft Outlook _ Novell GroupWise J Lotus Notes Extended MAPI 114 180 Selecting an E mail Profile If some profiles have already been registered select a profile for email transmission and reception from the Default Profile drop down list Registering an E mail Profile To register a new email profile perform the following steps M Procedure 1 Click Add The E Mail Settings Select dialog box will appear 2 Select an email transmission reception protocol and click Next Dif Microsoft Outlook has been selected the following settings are not necessary Exit the setting procedure Otherwise the setting dialog box for the selected email profile will appear E mail Settings POP SMTP Dialog Box E mail Settings IMAP Dialog Box E mail Settings GroupWise Dialog Box Internet E mail POP3 SMTP IMAP Novell GroupWise E mail Settings Lotus Notes Dialog Box E mail Settings Extend MAPI Dialog Box Lotus Notes Extended MAPI 3 Configure settings advanced settings such as port settings and SSL can be configured only when using Internet email POP3 SMTP and IMAP protocols To configure these settings click More Setting Advanced Settings POP SMTP D
56. ally launch Opening the Remote Edit window will automatically enable the recorder to be used as a USB microphone Using a Recorder as a USB Speaker A supported recorder can be used as a speaker when playing sound When specified as a speaker with DSS Player a digital voice recorder will be used as a speaker by other software on the PC as well M Procedure 1 Connect a recorder to the PC The Main screen will automatically launch 2 Switch the recorder to Composite mode by selecting Change Device Mode on the Device menu 3 Click Olympus Device Speaker from Select Speaker on the Tool menu The USB connected recorder can now be used as a speaker 93 180 6 3 Transferring the Date and Time To transfer date and time data from the PC to a recorder perform the following steps Mi Procedure 1 Click on the tool bar Click Transfer the date time on the Device menu Dif multiple devices that can receive date and time data are selected the device selection dialog box will appear 2 Select the destination device 3 Date and time data will be transferred to the recorder A Date and time data cannot be transferred while an audio file is being played 94 180 7 Configuring and Customizing the Device With device configuration the settings of each device can be obtained configured read and saved The configurable setting items of a device are displayed in categorized tree form Clicking an item i
57. alog box will appear 2 Select a folder name and click OK A new folder can be created by clicking New Folder gt The path to the specified folder will be registered as a shortcut folder in the Dictation tray It can be managed with DSS Player Pro just like an actual folder 71 180 4 1 3 Removing a Folder To remove a shortcut folder previously created with Add Folder perform the following steps MM Procedure 1 Select a shortcut folder in the Audio File window and click Remove Folder on the context menu Or click Remove Folder on the Folder menu gt The selected shortcut folder will be removed Only user added shortcut folders can be deleted Only the path to the registered folder is removed and the folder itself including its audio files are not deleted 4 1 4 Renaming a Folder This function renames a folder A Folders whose context menus do not display Rename cannot be renamed Mi Procedure 1 Select a folder in the Audio File window and click Rename on the context menu Or click Rename Folder on the Folder menu 3 The folder name field will become editable 2 Type ina folder name and click Enter 3 The folder name will be fixed Up to 20 one byte characters can be used for a folder name note that for a folder in a recorder the maximum character count is 8 The following one byte characters are Gi unavailable 2 lt gt The method for renaming a device fol
58. and the Remove button can 79 180 delete an exiting rule gt The Rule Settings dialog box will appear In the Rule Settings dialog box specify the Author ID and the destination folder name and then click OK If the folder specified in step 5 is encrypted click Set the password for Decryption to set the decryption password Click OK Clicking Apply will reflect the configured rules in the configuration file 4 5 2 Registering the Author List with the Recorder To register the Author list perform the following steps If required Authors are not registered register them in the Workflow dialog box Workflow Author Mi Procedure 1 2 A 3 Connect a supported device to a USB port on the PC Switch on the device gt The Main screen will automatically launch The Device window will display the model of the recorder and file information When connecting or disconnecting the device while the Main screen is open device information will be updated in the Device window Click a in the Device Tree view Or click Device Setting on the Device menu gt The Device Setting dialog box for the supported model will appear Click Author List in the menu tree gt The Author List settings will appear in the right frame 80 180 Device Settings DS 5000 Common Ssttings E General Recording YA A Display Administrative Settings General ae A D
59. ate ACUTE AE ER 128 9 TROUBLESHOOTING ev sss sssesesesesesececsesesesesecevevsescssesesevavavecsesesevevavsvensesevavavavensesneavavavavevenseseneeeeeess 130 91The System Remains Silenticct ttc tt ete n ete cent eeee eee eeeeeeeeeeee ee eeeeeenneaeeenee 131 9 2 DVR Is Not Recognized AEREA REE EEES 132 9 3 Installing to a Network Folderecs tects ttt eeee eee e cen eeeeeeeeeeeceeeeneeeeeeneeeeeenneaanes 133 9 4 Updating TeCECT TCE CCCeT eC CCeC TC Cee ree errr rr er rere rrr rrr errr er errr A RARA RARA RARA 134 9 5 Support Gio a io 6 Rn 135 EO APPENDIX carini ri abarca 136 10 1 Names and Functions of Screen Components ieee EEE ees 137 10 2 Menu Lists ELELLETELLLLLALLELSLLECELLSLERLLLLLELS TL LLELTELSTETRELEREL TE TERTERERERERAEEETR ERED REE ERE 149 10 2 1 File Menu nn 149 10 2 2 Folder Menu tit tt treet ene e cence eee eee eee eee eee e eee eee eeeeeeeeeeeneneeenas 150 10 2 3 Edit Menu cerro 150 10 2 4 View Menu Re 151 10 2 5 Play Menu Rn 152 10 2 6 Tool Menu tttrrrrrsrssrsrnrnnnnnnunnunnnnnnunnunuunununnuuuununuununuununuuuunnunununnunnnnnnnnn 153 10 2 7 Device Menyu En 154 10 2 8 Help Ve 0 Rn 154 10 3 File Property Lists TECTCUCUCUCCCC CCC EC CCC CUCU CC CR UCC CUCU CUTE TEC UCU CUCU CUCU CUCU CUCU CT eT eT 155 10 4 Default Key Assignments aa 158 10 5 Functions of Devices CERRAR AMAN AAA ATAN AA AA AA AAA AAA cl A T A 160 10 6 Names and Functions of the Option Settings Dialog Boxes Components 161 10 7 Glossary CA
60. ation enabled noise cancellation is applied With Play automatically when voice recognition is started enabled an audio file is automatically played when voice recognition is performed 8 2 9 Receive This category configures operations when document files are automatically received 108 180 It can configure profiles document file types receipt notifications and audio file expirations The items with the lock icon can only be enabled or disabled by the administrator _ Received document Notification L Overdue transcription Received document With E mail enabled document files can be received via email The currently used e mail profile is displayed by default An E mail or FTP profile can be created and modified by clicking Change the profile E mail FTP With FTP enabled document files can be received via FTP An E mail or FTP profile can be created and modified by clicking Change the profile E mail FTP Multiple FTP sites can be registered They are added to the list after registration Selecting the checkbox enables FTP to serve as a means of transmission 0 The document type can be changed in the Support Document Type dialog box which is displayed by clicking Add Remove support document type Notification With Enable notification for new document enabled a sound or pop up window can be configured for notification of a document file received via email or FTP With S
61. ave this button a PM Recording mode Switches between Insert and Overwrite recording modes Em EM Microphone Sensitivity indicates the sensitivity for dictation recording and represents the sensitivity for Cisnes 7 _ Penang Status Bar First Area The current operating state Play Stop Fast forward Rewind QUE REVIEW Second Area Author ID Third Area Worktype Fourth Area Comment Pe Bp layback Position Recording Time Length Displays on the immediate right of the Play bar in the format of HH MM SS The playback position of a file is displayed in blue and the total recording time length is displayed in white y T Timescale control Displays the timescale of the Play bar The time frame can be changed in the range of a 1 minute width to full scale Clicking d or changes the timescale 8 Dit o volume Adjustment Control Adjusts output sound volume This function is not available with an older sound board that does not have electronic volume adjustment capability If that is the case adjust the volume manually udio Output Display 141 180 C conference recording This is available with DS 5000 or DirectRecs Ena User Setting Button Clicking this button displayes User Setting dialog box Playback condition and Transcribe Bar setting can be changed Lal Show Tool Bar Button Shows or hides the Tool bar The Main screen does not have this button m Show Stat
62. ay menu The playback volume will adjust 4 Je Adjusting Speed Playback speed adjustment allows for slow playback of demanding sound parts and fast playback for easier parts MM Procedure 1 Click 4 or or drag the slider on the Speed Adjustment control Or click Up or Down of Speed on the Play menu gt The playback speed can be adjusted to nine levels between 50 and 200 without changing the voice pitch sound pitch A When the playback speed of a stereo recorded file is set to other than 100 the audio LE output is monaural TE u Suppressing Noise Noise cancellation is useful for easier listening of noisy recordings M Procedure 1 Click amp or or drag the slider on the Noise Cancellation control Or click OFF 1 2 or 3 of Noise Cancellation on the Play menu The noise cancellation effect can be adjusted to the following four levels OFF 1 2 and 3 43 180 A In some recording environments noise cancellation may not work effectively In certain noise cancellation levels 1 3 the volume level may be too low or the sound quality may change 4 ge Adjusting Tone An emphasis is placed on the low pitch side when shifting to the B side and on the high pitch side when shifting to the T side In general shifting to the T side provides better sound quality M Procedure 1 Click amp or Y or drag the slider on the Tone Adjustment control Or click Up or
63. ayed columns for the files in Sent Items My Document Configures the displayed columns for the files in My Document 3 Use gt gt and lt lt to move the columns The columns placed in the Columns to Display box are displayed in the Content List view To change the order of displayed columns use UP and DOWN Clicking Reset returns the displayed columns to the default setting gt The screen will close and the display of the Content List view will be updated Displayed Property List Audio File List view Displayed Property List Document List view 5 2 4 Filtering Displayed Files The filtering function for column headers can filter columns to display Displayed Property List Audio File List view Displayed Property List Document List view Mi Procedure 1 Click in the Content List view Or click Filter On Off on the View menu gt The filtering function will be enabled and Y will be displayed for each column header When a filtering condition has been set for a column the button for the column turns into File Name Author Work Type Created q d d 4 d 4 87 180 2 Click and select a condition from the list box Selecting All disables the filter for the current column For the columns whose date and time number or length can be specified the Filters Option dialog box will appear when Option is pressed Configure their conditions based on the instru
64. be pre configured for automatic FTP transmission gt Folder Design Actions Automatically Switching FTP Profiles When configuring automatic transmission it is beneficial to set an alternative profile at the same time so that if a file cannot be automatically sent via FTP with the Auto Send via FTP setting the property switches and the file can then be automatically sent via FTP with the Auto Send via FTP Alternative setting Folder Properties 3 9 2 Manual Transmission via FTP To manually send a file via FTP perform the following steps To send a file via FTP an FTP profile needs to be configured in advance gt E mail FTP FTP Mi Procedure 1 Select a file Ty 2 Click on the tool bar gt The Set FTP Destination dialog box will appear 62 180 3 Set FIP distinations FTP Address Name Login ID Filename File Size __ DS400015 C1 DS5 0 C Automatic transmission is effective O The display ofthe check dialog mbr tinan m A Click To gt The FTP Profiles dialog box will appear FIP Profiles FTP Address Login ID transcriptioncenter com elvis Audio files folder Transcription Dictation Created 0001 01 01 0 00 00 Audio files folder Cancel Document files Document Select an FTP profile and click Select gt The FTP address will be displayed in the Set FTP Destination dialog box Select whether or not
65. cation The following functions are available 70 180 4 1 Editing a Folder in the Dictation Tray To edit a folder in the Dictation tray follow the procedures below Up to 20 one byte characters can be used for a folder name note that for a folder in a recorder the maximum character count is 8 The following one byte characters are unavailable W 2 lt gt 4 1 1 Creating a Folder To create a folder perform the following steps Folders can also be created with the New button in the Folder Design dialog box Mi Procedure 1 Select a folder in the Audio File window and click New Folder on the context menu Or click New Folder on the File menu gt The Create New Folder dialog box will appear Create New Folder Mame 2 Type ina folder name and click OK gt When the Dictation tray is focused on a custom folder will be created at the same tier as the Download tray When a folder in the Download tray is focused on a subfolder will be created 4 1 2 Mounting a Folder This function adds a specified external folder path as a custom folder to the Audio Tree view As a result it can be managed as a shortcut folder with DSS Player Pro One can also be added with Add in the Folder Design dialog box M Procedure 1 Select the Dictation tray in the Audio File window and click Add Folder on the context menu Or click Add Folder on the File menu gt The Browse for Folder di
66. ced settings use the Advanced Settings POP SMTP dialog box which is displayed by clicking More settings Pressing Test settings initiates a test to determine whether or not a file can successfully be uploaded and downloaded with the current settings in the dialog box and then displays the result Specify the settings and click Finish 171 180 Advanced Settings POP SMTP Dialog Box Elm Detail Settings Connection User dialup connection Outgoing server hy outgoing server SMTP requires authentication O Use same settings as my incoming mail server Logon using Logon to incoming server before sending mail Delivery Leave a copy of message on the server Port settings SMTP part Standard C This server needs encrypted connection SSL IMAP Port Standard C This server needs encrypted connection SSL Specify the settings and click OK E mail Settings IMAP Dialog Box E mail Settings Settings for IMAP SMIP server Profile Mame Yahoo User information Server information Mame elvis incomming mail IMAP imap yahoo com E Mail Address elvis yahoo cam Outgoing mail SMTP smtp yahoo com Logon information Account name elvis Password 172 180 Pressing Test settings initiates a test to determine whether or not an email can successfully be sent and received with the current settings in the dialog box and then displays the result 0 To configure adva
67. cense Decoder License This is the license for redistribution of DSS and DSS Pro decoders A redistribution contract allows acquisition of a decoder license ID and redistribution of the decoder To enable the decoder the license ID needs to be registered when installing it A About the multi license key With License Manager only the multi license key can be registered The single license and other licenses are not available Purchasing an Initial or Additional Multi license In exchange for a corresponding number of single licenses a multi license is available without charge Please contact our support team for details Other License Keys DSS Player Pro R5 license keys vary depending on the system Use the appropriate license for each system Please contact our support team for information on re issuance or replacement of a license The following table shows the licensing scheme for DSS Player Pro R5 system configurations System Name Required License Stand alone System Dictation Module single license Not required Transcription Module single license Multi license Workgroup System Dictation Module multi license License Manager Transcription Module multi license 1 If not using centralized user management with System Configuration Program and sharing data only a stand alone system can be configured under a multi license DSS Player Pro R4 10 compatible 10 180 1 3 Operating Conditions The followi
68. ches its status to Pending Regarding downloads from the recorder an audio file with Pending status is automatically downloaded into the Recording tray Outbox This virtual folder is the first destination for audio files sent via email or FTP Outbox consists of two separately managed virtual folders E mail and FTP Items distributed to Outbox are automatically sent when the automatic sending option is selected With the manual sending option selected they remain in this folder until the user manually sends them The sending method is configured with the option settings for email and FTP If items in the E mail or FTP folder are deleted their sending operations are canceled However since these are virtual items their deletion does not affect the actual audio files Es ant Items This shortcut folder manages items sent via email and FTP When an audio file has been sent the item moves into the Sent Items folder Process Status of the transferred audio file changes to 21 180 SE mail E FTP Finished bel Backup 3 Recycle Box Document Tray My Document Send Complete Sent Items has the Clean attribute which allows old audio files to be cleaned up after a specified length of time after being sent Sent Items is a shortcut folder Files in this folder can be moved to other folders This shortcut folder manages audio files that have completed transcription and voice recognition This folder has the Clean attribut
69. click The Confirmation dialog box for deletion will appear Click OK 47 180 gt The specified range will be deleted 4 Exit the Recording screen 3 6 4 Inserting an Index Mark An index mark can be inserted and deleted on the Main screen or Recording screen A Index marks cannot be inserted into instruction comments Inserting an Index Mark To insert an index mark perform the following steps M Procedure 1 Select a file in the Content List view The file will be displayed on the Playback Control bar 2 Move the Position control and click Y on the tool bar Or click Insert Index Mark on the Play menu 3 An index mark will be inserted at the Position control location Li The maximum number of settable index marks is 16 for a DSS file and 32 for a DSS Pro file Deleting an Index Mark To delete an index mark perform the following steps Mi Procedure A 1 Move the Position control to the index mark to be deleted by clicking or 2 Click y on the tool bar Or click Delete Index Mark on the Play menu gt The index mark will be deleted M Procedure B 1 Click View All Index Marks on the Play menu gt The View All Index Marks dialog box will appear Index marks are displayed in the format of HH MM SS 48 180 View All Index Mark 00 00 77 00 00 22 00 00 28 00 00 38 00 00 46 2 Select an index mark and click Delete The index mark will be de
70. ctation Transcription system that supports assignments of various sizes from individual users to multiple users It can be used to capture audio data highly compressed with an Olympus VoiceTrek series IC recorder hereinafter referred to as the recorder and allows for real time playback editing and insertion of index information DSS Player Pro R5 and the recorder support the playback of DSS an international standard for audio recording Microsoft promoted WMA and MP3 With peripheral devices connected such as a DirectRec or foot switch it provides a variety of additional functions including audio streaming recording and remote control playback The workgroup system supports Citrix Presentation Server and enables this product to be operated via Citirix Presentation Server Clients It also supports the Terminal Service allowing this product to be used via the Terminal Service with the DSS Terminal Service Client Driver In addition to the Release 4 features Release 5 offers the following functions Support for playback editing and encryption of DSS Pro files Improved dictation comments such as instructional comments and verbal comments Support for the Microsoft DirectShow Filter Support for Citrix Presentation Server Terminal Service Easy to see and intuitive graphical user interfaces Option dialog boxes that allow for centralized management of settings Button customization to link device buttons with commands and to e
71. ction Comment An Instruction Comment is an instruction or other message recorded for a Transcriptionist It can be recorded only with DirectRecord and cannot be created when making a recording with a standalone recorder It is maintained as a file separately from an audio file and is recorded to provide a Transcriptionist with instructions Job Data A collective term for several basic settings e g Author ID Worktype Option Items and Comments By centrally managing these settings as Job Data on the application side each dictation can be edited and configured more easily Noise Cancel An operation that reduces noise output by extracting and filtering out noise components from an audio file The cancellation effect can be adjusted to three different levels MP3 An MPEG 1 based audio compression method Like other major audio compression techniques it uses a lossy compression method that achieves a high compression rate by deducting less audible portions from sound data DSS Player supports it only for playback The file extension is MP3 MSI Package A Windows Installer compliant package for installation DSS Player Pro R5 executes the MSI packages of modules when performing installations and upgrades OLE When dragging and dropping an audio file to a document file it can be configured to be an embedded object or a linked object An embedded object brings all audio data into the file resulting in a larger amount of data
72. ctions provided gt Only files that meet the configured conditions will be displayed 88 180 5 3 Customizing the Properties View The it Customize button can customize the Properties view M Procedure 1 Click in the Properties view The Change of a property view dialog box will appear Chenge of a property view Size on Disk 2 Check or uncheck the boxes to show or hide the properties Individual properties can be shown or hidden They can also be shown or hidden according to their category Checking The display of an explanation domain displays a description area at the bottom of the window 3 Click OK 3 The settings will be fixed and the dialog box will close 89 180 5 4 Assigning Hot Keys The User Setting dialog box allows for verification and modification of key assignments for commands Key assignments are configured in the User Setting dialog box User Setting Keyboard The functional scope of an assigned key depends on the Hotkey settings which are configured with Hotkey On Off on the Tool menu With Hotkey set to Off the commands are executed only when the window is active With Hotkey set to On the commands are executed regardless of whether or not the window is active In that case command assigned keys are enabled even when another screen overlaps the DSS Player Pro screen on the display on For information on default key assignment for each function EL refe
73. cument files A document file received via email or FTP is stored in this folder An existing document file from the outside can also be dropped into this folder A document file in this folder can easily be associated with an audio file Double clicking an audio file associated with a document file opens the document file 22 180 2 3 2 Folder Functions This section describes each folder s capabilities and limitations Subfolder Boeing Aae File Folder Name Renaming Creon Encryption Ownership DOOD Attribute Attribute pPIng Dictation Tray an an no iDownload Tray AFolderA GFolderG Sub Folder Recording Folder a outbox E mail FTP yo et moving only es pre fm e s mim mowing only Backup oo E Recycle Box OK oo moving only x Document Tra No no No no n MyDocument ox no no no ok Files can be removed from the folder but cannot be dropped into the folder from the outside 23 180 2 4 Worktypes and Option Items Worktypes and Option Items are IDs like an Author ID used to classify recorded files A Worktype is defined as a string including a department name or the category name of a recorded file Option Items are used to further embed detailed information in a Worktype Each recorded file is assigned a pre defined Worktype For example with a Worktype associated with a document file template the template can be opened and a document is automatically
74. der Design This category is provided to customize the folders for storage of audio and document files The items with the lock icon a can only be enabled or disabled by the administrator Mi Procedure 1 Click Options on the Tool menu 2 Click Folder Design gt The Folder Design dialog box will appear 3 Select a folder to be configured from the folder tree on the left and configure its settings in the Folder Properties box on the right OK Secures the settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file For information on applications and functions of the Dictation tray and Document tray refer to How Folders Work 8 1 1 Folder Properties The Folder Properties box displays the properties of a folder selected from the folder tree Properties are configured for each folder Configurable properties vary depending on the folder type __ Attributes L Enabled L Name Path Encryption Password L Ownership i Support Document Type _ Actions Auto Download Format Conversion _ Auto Send via E mail Auto Send via E mail Alternative Auto Send via FTP Auto Send via FTP Alternative Backup _J Cleaning Purge IL I i JA Gi How to configure the properties The properties can be configured with either one of the following two methods By clicking to configure them or b
75. der depends on the model Configuring a Device of a Selected Model Device 72 180 4 2 Editing the Properties of Audio and Document Files Audio files and document files contain various types of information as their properties To edit the properties of a file the following methods are available 4 2 1 Editing on the Properties View To A the properties of a file perform the following steps The items displayed in gray cannot be edited The Properties view can be customized Customizing the Properties View W Procedure 1 Select a folder in the Audio Tree view or Device Tree view Files in the folder will be listed in the Content List view 2 Select a file in the Content List view gt The properties of the selected file will be displayed in the Properties view 3 Modify the properties as needed 4 2 2 In line Editing This function can edit the properties of an audio file directly in the Content List view Mi Procedure 1 Right click an audio file in the Content List view and select Edit Item on the Context menu Or select the file and click Or click In line Edit on the View menu gt For an editable item the entry field will turn into an editable text box or a drop down list 2 Edit the properties as needed gt Input data will be immediately reflected in the system 4 2 3 Editing with the J ob Data Dialog Box This function can edit the job data Author Worktype I
76. displayed a 122 180 Folder Default Folder Property General Enabled Folders A E enabled Folders F G disabled Folder Name Folders A G Specifies the folder name with up to 16 one byte alphanumeric characters Worktype Specifies the Worktype to be configured for audio files stored in the folder With Worktype specified the Worktype List is not displayed and the Worktype configured for the folder is always used even if the Display the Worktype List when a new recording is made option has been enabled for Worktype List Enables or disables a folder Encryption Selects whether or not to encrypt audio files stored in the folder This option can be set only when the folder has been enabled Password Configures the password for encryption It can be configured in the Change Password dialog box which is displayed by clicking E in the setting box Enter a password in the New password and Confirm password fields using 4 to 16 one byte alphanumeric characters Folder Property Security Auto Lock Sets whether or not to lock audio files stored in the folder Select Yes or No from the drop down list which is displayed by clicking F in the setting box Gi About folder configuration on DS 5000 DS5000 offers two types of recording media SD and Micro SD Using the device menu the user can select either one of the two for recording Both media have the same folder structure with DSS_FLDA to D
77. dit their details Administrative functions with System Configuration Tool and settings of users devices and updates 1 1 1 System Configurations of DSS Player Pro DSS Player Pro offers two system variants with different administrative configurations O Stand alone System With this configuration an individual user enters the supplied license 1D for a single license installs the system and configures applications User profiles various settings for each user are located on local PCs and managed by individual users 7 180 Author 2 s Areces Profile Y eS Y TH TE Author Author2 Transcriptionist Dictation Dictation Transcription Module Module Module About silent installation with a multi license ID Silent installation with a multi license ID can standardize the settings of multiple users For information on how to achieve this refer to Install Guide Workgroup System With this system configuration an administrator installs and configures the modules for each user and centrally manages and operates them under a multi license This system requires License Manager to be installed to manage the multi license User profiles are placed in a shared folder on the file server The administrator uses System Configuration Program to assist each user in configurations and installations A significant part of the user profile settings can be configured and locked in with System Configuration Program Dictation Transcription
78. dropped 0 With Automatic rename selected the file is automatically renamed if there is a file with the same name in the destination folder With Prompt selection of rename or overwrite selected after receiving a message the user can select overwriting or renaming of the file if there is a file with the same name in the destination folder Refresh interval This option configures refreshing of the current folder With Refresh folders automatically enabled the file information displayed in the Content List view is periodically refreshed The refresh interval is configured with Refresh interval 1 999 minutes 8 2 2 Download This category configures operations when an audio file is downloaded For a downloaded file the message displayed file naming rule and deletion criteria can be configured The items with the lock icon can only be enabled or disabled by the administrator _ Auto download option _ Advanced download Job Data Settings I Rename L Delete Auto download option The automatic download option enables the PC to automatically receive audio data from the device after detecting it The following settings can be configured only for automatic download enabled folders 0 With Do not display the main window enabled the application detects the device at startup and 104 180 automatically donwnloads files from the device without displaying the Main screen With Prompt for selecting the fil
79. e Dictation odule Description C Importa code group from a ML File MT Next gt Cancel 4 Enter data following the wizard New code group name Ex Dictation Module Code group condition URL URL Installation destination on the local network Ex file ShareServer Shared Program Access permission set FullTrust 5 After configuring CAS start Dictation Module or Transcription Module for verification 133 180 9 4 Updating It is recommended to keep software up to date Check for updates and update the software Updating Dictation Module To update Dictation Module perform the following steps MM Procedure 1 Click Check for Update Dictation Module on the Help menu The Olympus download server will be checked for updates When a version newer than the currently installed one is detected the confirmation dialog box for updating will appear 2 Select updating 3 The data will be downloaded from the server and updating of Dictation Module will begin Updating the Device Firmware To update the firmware of a connected device perform the following steps This function is available only when a device is connected Mi Procedure 1 Click Check for Update Device Farmware on the Help menu The Olympus download server will be checked for updates When a version newer than the currently installed one is detected the confirmation dialog box for updating will appear 2
80. e button is shown when DicrectRecording is performed which enables the user to record an instruction comment Default Enabled 6 VCVA VCVA Variable Control Voice Actuator can be turned OFF by setting the slider to Min Moving the slider toward Max lowers the sound detection level 0 With Activate VCVA function enabled the VCVA level adjustment is applied 0 The VCVA level can be adjusted to 10 different levels from 0 to 9 T Start Option This option configures operations when a direct recording device is used With this option enabled the Recording screen instead of the Main screen is launched in the following cases 0 Dictation Module is started via DirectRec button operations Dictation Module automatically starts after the connection is detected by DirectRec Exiting the Direct Recording window dislplays the Main screen o Button function With this option enabled the REV button function for direct recording is changed to REW 8 2 8 Voice recognition This category configures operations when voice recognition is used The items with the lock icon can only be enabled or disabled by the administrator Range This option configures the operations of voice recognition With Entire File enabled the whole file is voice recognized at once With Between Index Mark selected voice recognition is performed for a segment between two adjacent index marks Others With Use Noise Cancell
81. e checkbox on or off enables or disables the corresponding folder 161 180 3 Folder Properties 5 OK Secures the settings Displays the properties of the folder Cancel Exits without modifying the selected from the folder tree ee a 5 Properties are configured for each App y Re ects changes to the folder configuration file Configurable properties vary depending on the folder type W BEE orts properties by category A 24 ists the properties in alphabetical order Browse for folder Dialog Box Browse For Foldar Desktop ES 3 My Documents Hy My Computer a My Network Places Make New Folder Select a folder and click OK 162 180 Change Password Dialog Box Encryption Password Password Confirm Password Enter a password in the New Password and Confirm Password fields and click OK Support Document Type Dialog Box BH support Document Type The extension ofthe documentto support The document currently supported Evten The kind of file TAT To register an extension type it in the Supported document extension box and click Add 0 To delete an extension select it from the Supported document list and click Remove 0 When the configuration has been completed click OK 163 180 Convert Dictation Settings Dialog Box Convert Dictation settings Format DSS Pro Attribute O55 63 kbps 8 kHz mono LF w After converting a file s delete the
82. e for deleting transcribed files after a certain length of time for saving disk space It cleans up old audio files after a specified length of time The automatic collection option for a workflow is configured to automatically move the audio files that have completed transcription or voice recognition into this folder This shortcut folder backs up audio files when downloaded or imported If a downloaded or imported audio file is lost it can be restored from the Backup folder Since repeated backups can consume too much disk Space the folder has the Clean attribute for deletion of old backup files This shortcut folder temporarily stores old or unnecessary audio files Its function is similar to that of Recycle Bin in Windows Deleting audio files in this folder eliminates them permanently and makes their restoration impossible With the General option for a workflow you can select whether the audio files in folders are deleted permanently or moved to the Recycle Box folder Audio files in the Recycle Box folder can be restored to their original location with the Restore command This folder has the Clean attribute so that old audio files can be automatically deleted This virtual folder manages document files Registered document files can be managed in the My Document folder with their extensions registered using an attribute of the folder Since this is a virtual folder document files cannot be dropped into it This shortcut folder manages do
83. e scaling factor at the previous level To make an adjustment select the box displayed for each level 0 Elapsed time can be adjusted using and gt The playback scaling factor can be adjusted using and T Enable Listenable Playback at CUE REVI EW A typical QUE operation thins out audio data for playback With this option enabled however when 1 5x or 2 0x is selected the Speed control is used to provide continuous playback without thinning out sound data T 113 180 9 4 E mail FTP This category configures email and FTP profiles The items with the lock icon can only be enabled or disabled by the administrator Mi Procedure 1 2 3 Click Options on the Tool menu Click E mail FTP The E mail FTP dialog box will appear Select an item from the tree on the left and configure it on the right OK Secures the settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file EB Option Settings Folder Design Workflow User Settings E mail FTP Device Update amp E mail FTP E Mal rz E Mail selectthe profile which will be used when e mailing dictation Default profile Olympus POP3 SMTP v n Remove Attachment You can limit attachments to send all at once specifying byte size If over limitation it will besent by separate e mail Limit attachments Limitation size 8 4 1 E mail
84. e settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file EB Option Settings Folder Design Workflow User Settings E mail FTP Device 9 Update Dictation Module update 2 Dictation Module Check for updates automatically Activate this option to automatically check for available Dictation Module software updates Select how often the automatic should be executed Check interval 4 A weeks Proxy settings Cancel 128 180 Dictation Module To automatically check for the latest Updates enable Check for updates automatically and set Check Interval With automatic updating enabled the Olympus download server is checked for update data at configured intervals When a newer version than the currently installed one is detected the confirmation dialog box for upgrading appears If upgrading is selected the data is downloaded from the server and then updating of Dictation Module begins If a proxy server needs to be configured click Proxy Settings and configure the address and port number of the server Check Now Clicking this button instructs the application to access and check the Olympus download server for a newer version Device Firmware To automatically check for the latest Updates of device firmware enable Check for updates automatically and set Check Interval With automatic updating enabled the Olympus download se
85. e to download enabled the dialog box for selecting the files to download appears when they are downloaded Only the files in automatic download enabled folders are displayed in the dialog box T Advanced download This option is used to download audio files to a specified folder or to the folders assigned for each Author ID This option overrides Download Folder A G on the Folder menu Use Download All when downloading the files With Download all dictations to enabled the download method can be selected 0 With Specific folder selected all audio files in the folders with Folder Properties Attributes Enabled set to Yes are downloaded into a specified folder O With Folder routed by Author ID selected downloaded audio files are sorted into different folders based on the rules configured with Auto Classification job Data Settings With Prompt for data every time a file is downloaded enabled the Edit Job Data dialog box appears each time a file is downloaded Files can be downloaded after their Worktype ID and Option Item settings are each verified T Rename With Rename downloading files with the set format enabled a downloaded file is renamed according to a naming rule The naming rule can be configured in the File Name Settings dialog box which is displayed by clicking Format The items to be included in a file name with a separator between them can be defined Delete This option se
86. e with Send Via E mail on the Tool menu The Send E Mail Destination dialog box will appear 58 180 send E Mail Destinations Subject O Note File Name El 05400071 5 61 Diss 3 Click To CC and or BCC gt The POP SMTP Address dialog box will appear POP SMTP Address Dialog Address Book Message Recipients Name E Mail Address B Olympus Olympus Olympus com B DssPlay DssPlayer Olynpus com Author Author1 Olympus com Gancel With the New Contact button a new address can be registered Registering an E mail Address 4 Select addresses from the Address Book and click To gt CC gt and or BCC gt 5 After completing configuration click OK The selected addresses will be displayed in the Send E Mail Destination dialog box 59 180 send E Mail Destinations Note File Hame File Size 8 2540001 5 67 DSS 0 6 Type in the subject 7 Click Send gt The email will be saved in the Outbox folder 8 Select the files configured for sending in the Content List view and click Slin the Information view gt The Information view will display the Mail Entry area 9 Type in message text for the mail This is E mail preview Dear Jhon SILA 10 Select Send or Send and Receive from Send and Receive on the Tool menu gt The emails in the Outbox folder will be sent 60 180 3 8 3 Registering an E mail Addr
87. eck that the LCD display of the Digital Voice Recorder shows REMOTE 2 If REMOTE is not displayed remove the USB cable from the recorder and check that Stop mode and hold switch are not enabled 3 Reconnect the USB cable to the recorder and check that the LCD display shows REMOTE 4 If it still does not show REMOTE the communication driver may not be working properly In such cases check Communication Driver Problem 132 180 9 3 Installing to a Network Folder If Dictation Module has been installed with a local network folder specified as the installation destination Dictation Module on the local network cannot be started with the standard settings due to CAS Code Access Security in NET Framework NET Framework 2 0 Configuration can configure CAS Code Access Security to enable the module to start from the network folder To configure CAS perform the following steps Mi Procedure 1 Select Control Panel Management Tools from the Windows Start menu and then start NET Framework 2 0 Configuration 2 Click the Console Root tree and select NET Framework 2 0 Configuration My Computer Runtime Security Policy Machine Code Group All Code 3 Select New on the right click menu to open the Code Group dialog box Create Code Group Identify the new Code Group The new code group should have a name and description to help others understand Ike Uze Create a new code group Nam
88. elected files With multiple files selected voice recognition is performed from the top in descending order One document file is created per audio file A Verbal comment portions of an audio file are not voice recognized W Procedure 1 Select one or more files in the Content List view and click ra on the tool bar Or click Start Voice Recognition on the Context menu Or click Start Voice Recognition on the File menu gt The file status changes to Waiting When voice recognition begins it will further change to Recognition Processing Voice recognition will then proceed based on the Workflow settings Clicking end of voice recognition during voice recognition interrupts the process Selecting a file waiting for voice recognition and clicking Cancel removes the file from the voice recognition queue 68 180 With Between Index Marks configured click pa again to begin voice recognition of the next part gt The next part will be written into the same document file When voice recognition completes a dialog box for selecting Pending or Finished will appear Click Pending or Finished gt with Pending selected the audio file remains in the same folder with Pending status With Finished selected it changes to Finished status and moves to the Finished folder 69 180 4 Managing Files and Folders Folders in the Audio File window and the Device window can be edited according to each appli
89. er executing Download All cannot download E files into the Music folder EL For support for each device model refer to Functional Support of Recorders M Procedure 1 Connect a supported device to a USB port on the PC 2 Switch on the device gt The Main screen will automatically launch The Device window will display the model of the recorder and file information When connecting or disconnecting the device while the Main screen is open device information will be updated in the Device window 3 Verify that the device is in Storage mode If it is in Audio mode select Switches to the Storage mode on the Device menu a A Click y in the Device Tree view Or select the device and click Download All on the Context menu Or click Download All on the Device menu gt if multiple devices are connected the Device Selection dialog box will appear Download All Es Device Manager DIS 5000L 05 5000 C 7 D 40000 05 4000 34 180 5 Select the device and click OK All files in every folder in the device are downloaded copied into the corresponding folders A G in the Download tray The file name format is Recorder user ID leading four characters four digit number The files in the device can be deleted at the same time they are downloaded 4 Workflow Download Downloading can be automatically started when the device is detected Folder Design Auto Download
90. ess To register an email address perform the following steps MM Procedure 1 Click New Contact in the POP SMTP Address dialog box POP SMTP Address Dialog Address Book Message Recipients Name E Mail Address B Olympus Olympus Olympus com E DssPlay DssPlayer Olynpus com BG Author Author 00 lympus com Gancel The New Contact dialog box will appear New Contact Dialog Display Name Olympus TranseriptionGenter E Mail Address Olympus TranseriptionGenter yahoo com 2 Type ina contact name and its email address in the Display Name and E Mail Address fields respectively and then click OK The address will be registered in the POP SMTP Address dialog box Selecting the registered address and clicking Properties enables editing of the address 61 180 3 9 Sending an Audio File via FTP The FTP sending function offers manual transmission via the menu and automatic transmission with periodic confirmation To send an audio file via FTP perform the following steps Automatic and manual transmission are available Gi To send a file via FTP an FTP profile needs to be configured in advance E mail FTP FTP 3 9 1 Automatic Transmission via FTP With a folder configured for automatic FTP transmission files in the folder are automatically sent to a pre determined destination at regular intervals To automatically send a file via FTP the folder needs to
91. eting a File Verbal comment recording can be disabled Workflow DirectRecording Voice comment MM Procedure 1 On the Recording screen move the Position control to a point for verbal comment insertion 2 Select the recording mode Select A for insert recordings and select ESA for overwrite recordings 3 Select the Microphone Sensitivity Select Conference mode Em or Dictation mode bull A When using models other than DS 5000 and DirectRec Microphone Sensitivity cannot be selected on the Recording screen WIth these models the microphone input level is set via Property of Sound and Audio Device on the Control Panel of the OS 4 Verbal comments can only be recorded while pressing 19 During the recording of an audio file a verbal comment can still be recorded while pressing the button Releasing the button allows normal recording to resume Verbal comments are displayed in light blue With or CM the Position control can be moved to an index mark or to the edge of a verbal comment before or after the current position 55 180 B Exit the Recording screen 3 7 5 Recording an Instruction Comment An instruction comment can be created only with DirectRecord and cannot be prepared when making a recording with a standalone recorder An instruction comment is maintained as a file separate from an audio file and provides the Transcriptionist with instruction A mark in column indicates there are Instrction
92. ex mark at the Position control pala indar Wark g ae an index mark at the Position control i Displays the View All Index Marks dialog box View All Index Marks Ii ee ew x A n S The Position control moves to the next index Next Verbal Comment mark or the start or end of a verbal comment i The Position control moves to the previous Previous Verbal Lite index mark or the start or end of a verbal Comment aaa comment Switches between Audio File mode and Dictation Instruction Instruction Comment mode if an Instruction Comment Mode 7 Comment has been recorded in the currently selected audio file Sequentially plays only the first five seconds Intro Scan of the files selected or displayed in the Content List view 152 180 10 2 6 Tool Menu Command Name Button Functions Manually moves a selected audio file to the email sending box If multiple email profiles have been registered select a profile for transmission with the Send Via E mail i Selects the speaker supplied with a PC or the Select Speaker one provided by a connected digital voice HG recorder when playing a file The Send command sends an email in the sending box or a file via FTP to the server When the transmission successfully completes the audio file will move to Sent Items The Receive command initiates the reception of document files Enables or disables Hot keys Send and Receive Hotkeys On Off Displays the user configured
93. gle file follow the procedure below Encrypting filename dss changes its extension turning the file name into filename dss Encrypting a DSS Pro file does not affect its extension W Procedure l Select an unencrypted document file in the Document List view and click Encrypt on the context menu Or click 6 on the standard tool bar Or click Encrypt on the File menu The Encryption Password dialog box will appear Encryption Password Pa z word FOR Type in a password in the Password and Confirm Password fields using 4 to 16 alohanumeric characters Checking Set this Password as default causes the entered password to be initially displayed next time you try to encrypt a file Click Encrypt gt The file will be encrypted Clicking Skip cancels the encryption 76 180 4 4 2 Encrypting per Folder With a folder configured for encryption files in the folder are automatically encrypted with the password set for the folder An encrypted file is displayed with the Encryption icon li in the Encrypted column in the Content List view Encrypting filename dss changes its extension turning the file name into filename dss Encrypting a DSS Pro file does not affect its extension When created under an encrypted folder a subfolder automatically inherits the encryption setting from the parent folder Mi Procedure 1 Select a folder to be encrypted and click ry Or click Options
94. hout Management File selected only an audio file and instruction comment file if present are sent Their management file is not sent 116 180 8 4 4 Proxy This category configures a proxy The items with the lock icon can only be enabled or disabled by the administrator With Use Internet Explorer s settings selected the module accesses the same proxy server as the one used by Internet Explorer 0 With Don t use the proxy server selected no proxy server is configured With Use this proxy server selected the module accesses a proxy server with a specified address and port number 117 180 9 5 Device The device configuration allows for obtaining configuring initializing and saving the settings of each device Using Set job Number the job number can be set in the range of O to 9999 Dictation Module only The configurable setting items of a device are displayed in categorized tree form Clicking an item in the tree switches the screen to display the corresponding settings The items with the lock icon a can only be enabled or disabled by the administrator Option Settings Folder Design Workflow User Settings E mail FTP Device Update DS 5000 vl te Bp Reset a Stand Alone Beep Sound a Si Common Ssttings ON O OFF General 8 Recording Power Saye BA A Display OFF Oda an Administrative Settings O 10min ee E General x B Display O 1hour E a A Security iQ Worktype
95. ialog Box Advanced Settings IMAP Dialog Box Internet E mail POP3 SMTP IMAP 4 When configuration has been completed click Finish A For more information on email settings contact your service provider or system administrator T Modifying a Profile To modify an email profile select it and click Modify Then make changes to the profile in the dialog box The displayed dialog box will vary depending on the selected email profile E mail Settings POP SMTP Dialog Box E mail Settings IMAP Dialog Box E mail Settings GroupWise Dialog Box Internet E mail POP3 SMTP IMAP Novell GroupWise E mail Settings Lotus Notes Dialog Box E mail Settings Extend MAPI Dialog Box Lotus Notes Extended MAPI a 115 180 Deleting a Profile To delete a profile select it from the Default Profile drop down list and click Remove Attachment With this option enabled the upper limit for the total size of the files attached to an email can be configured If the limit is exceeded a separate email will be created to accommodate the excess The upper limit can be set in increments of 1MB in the range of 1 to 100MB 8 4 2 FTP This category configures an FTP profile The items with the lock icon can only be enabled or disabled by the administrator FTP Profile Registered FTP profiles are listed Up to 100 FTP profiles can be registered With multiple FTP profiles registered files ca
96. ice Update 8 User Settings Language Selection Lae Select the display language of Dictation Module Z Keyboard Language English v i ga Playback Control 8 3 1 General Language selection This option selects the language displayed by the application If the setting has been modified it comes into effect only after the application is restarted 8 3 2 Keyboard Specific functions can be assigned to the keys on the keyboard The items with the lock icon e can only be enabled or disabled by the administrator 111 180 Category Selecting a category from the category list displays the command key assignment list in the selected category O General 0 Playback Control DirectRecording New Key To add a key assignment select a command with no key assigned specify a key in the New Key box using the keyboard and click Assign Alt Shift Ctrl or any other key can be combined O To modify a key assignment select a command to be modified specify another key in the New Key box using the keyboard and click Assign To delete a key assignment select a command with a key assigned and click Remove 0 To return key assignments to default click Reset All For information on default key assignments refer to Default Key Assignments Current Assignment The key assigned to the command selected from the list will be displayed For information on default key assignments refer to
97. ider Graphically displays which part of the current file is being played The range from the beginning to the currently played position is represasticd with and verbal commented ranges are represented with 7 dde ndex Mark Clicking Y inserts an index mark at the point of the Position control Displayed Area Slider Indicates the currently displayed range in the file with A Dragging the slider shifts the displayed range Control Buttons Pressing these buttons moves the Playback Position control Moves to the beginning of a file Moves to the previous index mark or the edge of a verbal comment Rewinds a file Holding the button speeds up rewinding Starts playback Pressing this button during playback stops it Fast forwards a file Holding the button speeds up fast forwarding Moves to the next index mark or the start or end of a verbal comment Moves to the end of a file without changing the voice pitch sound pitch This control is hidden by default Y Noise Cancellation Control Clicking di and or dragging the slider adjusts the noise cancellation effect in four levels of O 1 2 and 3 This control is hidden by default Tone Adjustment Control Clicking d and or dragging the slider adjusts the tone in increments of 1 from 100 on the B side to 100 on the T side This control is hidden by default Status Bar Displays the following informa
98. ifies Change Storage Media ee the contents of which media is displayed when the device is connected via USB to the PC It is impossible to display the contents of both media simultaneously Synchronizes the date and time of the recorder Synchronize with those of the PC The device can also be Date Time automatically synchronized with the PC when connected Device Setting With this menu the functions of a connected device can be configured via the PC 10 2 8 Help Menu Button Contents FI Displays the Help for Dictation Module Checks the Olympus download server for Check for Updates the latest Updates and downloads them if oresent About Dictation Displays the version information of Module Dictation Module 154 180 10 3 File Property Lists This section provides the property lists of audio and document files displayed in the Content List view The R W column describes the Read and Write attributes The Filter column indicates whether or not the filter is set The Option column shows the option setting for filtering Displayed Property List Audio File List view The following table lists the properties and their descriptions displayed in the Audio File List view R W Read and Write attributes The items that have the W attribute are user editable Filter Whether or not the filter is set Option Option setting for filtering banat Priority Level A numeric value representing the priority R W
99. ile Format This function converts an audio file in the Content List view into a specified file format With multiple files selected it converts all of the files into the specified format With Format Conversion enabled in the folder property settings files in the folder are automatically converted into the specified format according to the settings Option Actions Format Conversion Mi Procedure 1 Right click an audio file in the Content List view and click Convert Dictation Setting on the context menu Or select the file and click on the tool bar Or click Convert Dictation on the File menu The Convert Dictation Setting dialog box will appear 2 Select a format and attributes and click Convert The resulting file will be saved in the same folder Select whether or not to delete the original file after conversion gt The file will be converted to and saved as a file with another format and the original file will be deleted based on the folder property settings 51 180 Format and Attributes of the Resulting File The following tables list the formats and attributes that can be assigned to the resulting file in the Convert Dictation dialog box Attributes Frequency Rate Recording Mode WAV 8 00kHz 8 00kHz Attributes Format r Sampling Channel Binili Pro Attributes Channel Format j Codec Bit Rate EG Constant Variable WET Bit Rate WMA 52 180 3 7 2 Split
100. ile data Verbal comments can be recorded with Supported recorders They are provided to transcribe audio data immediately after and according to the comment Verbal comments are recorded at any position in an audio file based on the need for instructions 178 180 WAV A standard audio file format for Windows It is also referred to as the WAVE format The specifications include the saving format for recording a digitally converted audio signal The file extension is WAV WMA A standard audio format for Windows This technology is a component of Windows Media a multimedia technology incorporated in Windows and is a standard audio compresson technique The file extension is WMA Workgroup System The middle class system of DSS Player Pro R5 It represents a multi user system environment in which multiple licenses are managed by License Manager and user settings can be maintained with System Configuration Program Worktype This is the data used to classify dictations The user can classify the types and Authors of dictations with the application by selecting a Worktype on the recorder when making a new recording Using Option Items associated with a Worktype additonal attributes can be provided 179 180 Copyright 2008 OLYMPUS IMAGING CORP
101. in the Audio Tree or Displays the name of the list view Device Tree view either the Dictation List or Document List displayed in the view area k Switches the Filter of the list view on or Off Switches the in line editing function of the list view on or off Shows or hides the Properties view 146 180 Information View Main Screen The Information view is displayed at bottom center of the Main screen This view is hidden by default File Name Author Work Type Created Completed O Hide Restore button 3 View Area Document List Pressing hides the Device Tree view e Pressing shows the Device Tree view again Note that if no device Is connected pressing this button does not show the view Title Displays either Document List Document Preview or Mail Preview L 453 Switches the displayed view P Pin Button Switches the display mode of the view between automatically hidden and always displayed On Always displayed W Off Automatically hidden when not in use To show the view _ a again press Lists all the document files under the Document tray when the contents of the Dictation folder are displayed in the Content List view Dragging one of the document files to an audio file in the Content List view can link the document file with the audio file Document Preview Displays the content of a selected document fi
102. ine Format Settings Format Des Pro Attribute 0 Select the recording format from the Format drop down list 0 Select the bit rate and stereo monaural settings for a specified recording format from the Attribute drop down list E mail Settings Select Dialog Box E mail Settings Select appropriate e mail your environment and push the Next button configure 055 Player Pro to connect only to E mail Servers using Internet standards for e mail delivery POPS SMTP3 IMAP configure D55 Player Pro to connect only to IMAP E mail Servers O Microsoft Outlook Select this option if you have Microsoft Outlook lt P 20032007 installed O Novell GroupWise Select this option if you have Novel GroupwWise installed O Lotus Notes selectihis option ifyou have Lotus Motes installed O Extended MAPI Configure D55 Player Pro to connectto extended MAPI compliant e mail service provider vox Select an email transmission reception protocol for registration and click Next The E mail Settings dialog box for the selected protocol will appear 170 180 E mail Settings POP SMTP Dialog Box E mail Settings Settings for POP SMTP server Profile Mame User information Server information Mame elvis incomming mail POP pops yahoo com E Mail Address elvism yahoo com Outgoing mail SMTP smtp yahoo cam Logon information Account name elvis Password 0 To configure advan
103. ions on the Tool menu and open the Folder Design tab to select a folder 2 Enable Backup under Actions in the Folder Properties box gt With this setting each time a file is updated its backup file will be created and stored in the Backup folder Gi Files in the Backup folder can be deleted after a certain length of time To achieve this set the Purge attribute of the Backup folder Folder Design Actions Purge Backing Up Manually With operations such as copying exporting and dragging and dropping a file can be manually backed up 75 180 4 4 Encrypting and Decrypting an Audio File Encryption ensures that important files are securely maintained Encryption is applied per file or per folder An encrypted file can only be played once the correct password has been entered dl ef About Audio File Encryption DSS Player R5 s encryption of files other than DSS Pro files works the same way as that of R4 Since a DSS Pro file requires DSS Pro compliant encryption an encrypted DSS Pro file cannot be decrypted with DSS Player Pro R4 With the Encryption attribute set to Yes for a folder files in that folder are automatically encrypted with the password set under Attribute With a password not configured under Attribute the Encryption Password dialog box will appear when a file is dropped into the folder Folder Design Attributes Encryption Password 4 4 1 Encrypting per File To encrypt a sin
104. irst and last halves will be saved with their specified names in the original folder The default naming format of the two resulting files is the original file name A or_B extension The original file will remain intact If a file to be split has instruction comments the comments are attached to each of A File status after splitting is Recording Finished the two resulting files 3 7 3 Joining Multiple Audio Files into One Multiple files selected in the Content List view can be joined into and saved as a single file in the same folder DSS DSS Pro WAV and WMA files can be joined Note that only files with the same format can be joined Mi Procedure 1 Select the files to be joined in the Content List view and click on the tool bar Or click Joint on the File menu gt The Join Files dialog box will appear With and playback of the files can be started stopped and verified Join files Joins files Define the order of files to be joined Only files that have been recorded in the same recording mode as the first file can b Pr File Mame File Type Recording User ID OOO 1025400076 Ds Unknown 00 00 00 000 10540007 7 Doo Unknown 00 00 00 m Output file name Recording 40 00 00 12540001 C Diss Preservation format File Format Audio Format OSS 63 kbps 8 kHz mono LP e 2 Specify the sequence of the files to be joined using Up and Down 3 Type in the desired name
105. isplay al Hands Free Y PC Link bel Button function L Update BD Reset Author List Set the Author list who use the device Choose Authors to be registered to the recorder from the following list and select the default Author Author ID Priority Level Notes The Authors which can be selected here are ones registered in the Workflow Authors of Workflow Setas Detault Select Author C When the power supply is turned on Author List is displayed Author List is displayed when the power supply is turned on when this option is made effective and Author that does Dictation can be selected When the option is 5 Check Author IDs to be registered with the recorder and then click OK To select an Author on the recorder when making a recording check Display the Author List at power on gt The Device Setting dialog box will close 6 Click P gt The Author IDs Priorities and JobData Worktypes Option Items 1 10 will be transferred to the device 81 180 4 6 Sharing an Audio File with a Transcriptionist A shared folder allows for file sharing with Transcriptionists This section illustrates how to create a new folder in a custom folder and configure it for sharing Audio files are placed in the shared folder to be shared with others The shared folder is configured with access permission for both Author and Transcriptionist A File sharing requires configurations
106. ition On the Play bar a red mark dl represents an index mark and a light blue bar represents a verbal comment Procedure A 1 Click or Lo Or click Next Index Mark Verbal Comment on the Play menu The Position control will move to an index mark or the edge of a verbal comment before or after the current position MM Procedure B 1 Click Lis on the tool bar Or click View All Index Mark on the Play menu The View All Index Marks dialog box will appear View All Index Mark 00 00 17 00 00 22 00 00 29 00 00 36 00 00 46 2 Select an index mark and click Skip Moving the Position Control with the Keyboard If the Play bar is focused on surrounded by a dotted line the Position control can be moved with the keyboard Keyboard Operations Position Control Behavior Moves to the left To 42 180 3 5 3 Adjusting Playback Conditions DSS Player can provide better sound quality of recorded sound Functions can be selected from the Playback Control bar on the Main screen or from the Playback Control screen Depending on administrative settings some menus will be hidden _ Adjusting Volume _ Adjusting Speed __ Suppressing Noise l Adjusting Tone Switching Channels Adjusting Volume This function is used to adjust the playback volume Mi Procedure 1 Drag the slider on the Volume Adjustment control Or click Up or Down of Volume on the Pl
107. l perform the following steps Mi Procedure e 1 Select Receive or Send and Receive by clicking W on the right side of on the tool bar Or select Receive or Send and Receive from Send and Receive on the Tool menu Document files will be received manually and stored in the Document tray 66 180 3 1 2 Receiving a Document File via FTP To receive a document file via FTP manual reception via the menu and automatic reception with periodic confirmation are provided Received document files are stored in the Document tray The following two methods are available for receiving a document file 3 12 1 Automatic Reception via FTP With automatic reception pre configured document files are automatically received via FTP at regular intervals and the received documents are stored in the Document tray With a shared My Document folder as the Document tray only document files that are created through transcription of audio files that are owned by the login user are displayed in the My Document folder og To receive a file via FTP an FTP profile needs to be configured in advance E mail FTP FTP To automatically receive a document file pre configuration is required E mail FTP Send Receive 3 12 2 Manual Reception via FTP To manually receive a document file via FTP perform the following steps ie 1 Select Receive or Send and Receive by clicking Y onthe right side of on
108. l Bar Information View Displays the three groups of tool bar Displayed by clicking Restore in the buttons Standard Edit and E mail Content List view This view displays FTP Displayed buttons vary information on content in the Content depending on the settings Dragging List view including the content of a a tool bar button with the Alt key document file and the message of a pressed can change the display order sent email of the buttons Right clicking the tool 8 Properties View bar displays the context menu which Displays the properties of the file or can be used to show or hide the folder that is currently being focused buttons on 137 180 A Playback Control Bar Used to play the audio file selected in the Content List view The Playback Control bar provides functions and ways of use similar to the Playback Control screen FE Audio Tree View Displays various folders storing audio and document files managed by Dictation Module Organization and properties of the folders can be configured based on the user s needs Selecting a folder displays audio and document files in the folder in the Content List view Device Tree View Displays folders in connected devices and cards Selecting a folder displays the audio files in the folder in the Content List view Status Bar Displays the following information First Area Operating state display Displays the current operating state In the halt condition the
109. le when the contents of the Document folder are displayed in the Content List view It also displays the content of a linked document file when the contents of the Dictation folder are displayed in the Content List view Mail Preview Displays the content of email When sending an audio file selected in the Content List view via email its content IS displayed 147 180 Properties View Main Screen Title Displays the name of the view either Property or Job History 21 O Switches the displayed view gt Pin Button Switches the display mode of the view between automatically hidden and always displayed On Always displayed H Off Automatically hidden when not in use To display the view in the Content List lt again press view a Customize Button Shows or hides an item or category in the Properties view The Properties view is displayed on the right side of the Main screen This view is hidden by default File Name DS400016 DS Locked E Job Data Author moko Comment Options Priority Normal Priority Level 0 Work Type El Process Information No Audio format The voice format of Dictation is displayed by a decided format o Property View Displays the properties of the selected file or folder The items displayed in black characters can be edited El _ Displays the properties by category A 24 Displays all pro
110. leted Multiple index marks can be deleted at once 49 180 3 6 5 Exiting the Recording Screen To finish recording operations perform the following steps ME Procedure 1 On the Recording screen click Finished after recording and editing a file gt The Dictation Finished dialog box will appear Clicking Pending finishes recording operations in the Pending status of recording HE Dictation Finished Filename PY Folder to Save send the Dictation Send the dictation to the address set to the folder to save New Dictataton Follow through creating new dictation Enter the file name Folder to Save From the list select the name of the folder in which the file is to be saved Send the Dictation If the folder for saving is configured with the automatic E mail FTP sending option select whether or not to send the file New Dictation Select whether or not to start creating another audio file after pressing OK 2 Click OK The file will be saved with Complete status The original file will remain in the original folder If a deletion is unsatisfactory access and edit the original file again 50 180 3 7 Editing an Audio File DSS files DSS Pro files or WMA files recorded with an Olympus recorder can be edited Edited files are always saved as new files MP3 WAV and general WMA files cannot be edited The following functions are available 3 7 1 Converting the F
111. level ranging from 0 to 15 High Normal Voice Recognition Whether or not the audio file has been ee voice recognized Instruction Whether or not the audio file is Comment instruction commented a i Encrypted Whether or not the audio file is encrypted Ee ee e The name of the audio file aoe E The Author name RW Ys No The Worktype name RW Ys No cot Ad ON E Ml was started A A OR oe was was finished me Ad A e was downloaded a A A E ae was deleted Backed up Date The date and time of when the audio file Date was backed up Transcriptionist The name of the Transcriptionist R Yes Date Ko a OR Ml Started was started Pc e MO A Ml Completed was finished Process Status The Process Status of the audio file E ProcessRecording ProcessTranscription 5 ProcessVoiceRecognition 7 ProcessExport ProcessArchive HH MM SS 155 180 The size of the audio file KB A NA A Option Item 1 The content of Option Item 1 RW Ys No Option Item 2 The content of Option Item 2 RW Ys No Rae ee Item 3 The content of a E Item 3 R W res No Option Item 4 The content of Option Item 4 Option Item 5 The content of Option Item 5 R W Option Item 6 The content of Option Item 6 yw E E Option Item 7 The content of OptionItem7 Rw Yes No Option Item 8 The content of Option ltem8__________ Rw Yes No Option Item 9 The content of Option Item9______ Rw
112. mat This option sets the recording format for the Direct Recording window The recording format can be selected in the Recording Format Setting dialog box which is displayed by clicking Format File name Format This option defines the file naming rule for a new recording The naming rule can be configured in the File Name Settings dialog box which is displayed by clicking Format The items to be included in a file name with a separator between them can be defined Default Author ID s leading four characters Job No Destination Folder This option specifies the default saving folder which is displayed by clicking Finished after performing DirectRecording Clicking browse displays the Select Folder dialog box for selecting a folder for saving Prompt Option With Prompt for job data when DirectRecording is started enabled the Edit Job Data dialog box appears when DirectRecording is performed which enables the user to verify and modify data such as Worktype ID and Option Items before starting recording With Prompt for confirmation when DirectRecording is finished enabled the Dictation Finished dialog box appears when a dictation has been finished Default ON 107 180 T Voice comments With Verbal comment enabled a verbal comment can be recorded skipped and back skipped while DirectRecording is being performed Default Enabled With Instruction comment enabled the Switch Instruction Comment Mod
113. n Finished folder and to eventually delete it permanently after a two week storage in the Recycle Box Mi Procedure 1 2 3 Click Option on the Tool menu Click the Finished folder in the Folder tree in the Folder Design dialog box Select the item to be cleaned and click LJ The Cleaning Setting dialog box will appear Check Enable Cleaning select 1 month for the interval select Move To Recycle Box for the option setting and then click OK Click on the Recycle Box folder Select the item to be purged and click mi The Purge Setting dialog box will appear Check Enable Purge select 2 weeks and then click OK 83 180 5 Customizing Dictation Module This chapter describes how to make the module easier to use by modifying screen appearance and key assignments The following functions are available 84 180 5 1 Customizing the Work Area The work area of the Main screen consists of the four parts listed in the following table These views except the Content List view can be shown or hidden as needed Default Audio Tree view Yes Shown Content List view Always shown Always shown Properties view 85 180 5 2 Customizing the Content List View Displaying files in the Content List view can be customized in various ways The following methods are available 5 2 1 Interchanging Displayed Columns To change the order of displayed columns perform the following steps M Pr
114. n a row authentication can fail before the device IS locked T 121 180 Worktype List Worktype List The Worktype List configured in the Workflow is displayed An enabled Worktype is registered as a Worktype of the device A disabled Worktype is removed from the Worktype List for the device Set as Default Configures the Worktype selected from the Worktype List as the default Worktype Worktype in the Workflow Links to the setting items for the Worktype in the Workflow Worktype Selection Displays the Worktype List when a PiSabled new recording is made With this option enabled the Worktype List is displayed when a new recording is made allowing a Worktype to be selected for the audio file However if only one Worktype has been registered the list is not displayed Author List Default Author List The Author List configured in the Workflow is displayed An enabled Author is registered in the Author List for the device A disabled Author is removed from the Author List for the device Clicking Set as Default configures the Author selected from the Author List as the default Author T Author in the Workflow Links to the setting items for the Author in the Workflow Author Selection Displays the Author List at power on With this option enabled the Author List is displayed when a recording is started using the recorder However if only one Author has been registered the list is not
115. n be edited until transcription begins Creating an Audio File L Editing an Audio File DirectRecord settings are configured with the option settings Workflow DirectRecording The following settings can be configured Recording format File naming rule for a new dictation Job data settings Voice comment settings Start wndow changes REV button settings VCVA function settings 25 180 2 6 Ownership Attributes Transcription Module is initially configured to automatically move a transcribed audio file to the Finished folder in the module This clarifies how many audio files remain for transcription However once an audio file has been moved to the Finished folder in Transcription Module it is invisible to Dictation Module and may be inconvenient for the author For this reason the folder has an attribute based on an author s privilege to prevent an audio file from moving to the Finished folder in Transcription Module after transcription This attribute is called the Ownership attribute The Ownership attribute simply prevents an audio file from moving to the Finished folder in Transcription Module when transcription is completed A Transcriptionist or author can then move the transcribed file to another folder Folder Design Ownership 26 180 2 f Local Mode and Network Mode A shortcut folder can be modified for any path When a shortcut folder represents a path in a local PC it is displayed as I normal color
116. n be sent to and received from multiple registered FTP sites via FTP To add an FTP profile configure it in the FTP Settings dialog box which is displayed by clicking Add 0 To modify an FTP profile select it and click Modify Then make changes to the profile in the FTP Settings dialog box To delete an FTP profile select it and click Remove 8 4 3 Send Receive This category configures the transmission and reception settings of email and FTP Files are sent and received via email or FTP typically when Send and Receive is clicked on the module They can also be automatically sent and received at regular intervals The items with the lock icon T can only be enabled or disabled by the administrator Send Interval With this option enabled audio files in Outbox are detected and automatically sent 0 With Immediately Send enabled audio files moved to Outbox are sent immediately 0 With the sending interval configured audio files in Outbox are detected and automatically sent 0 The sending interval can be set in the range of 1 to 999 minutes Default 10 minutes Receive Interval With this option enabled files are automatically received at regular intervals The receiving interval can be set in the range of 1 to 999 minutes Default 10 minutes Sending a File 0 With With Management File selected an audio file management file and instruction comment file if present are all sent 0 With Wit
117. n the tree switches the screen to display the corresponding settings 7 1 1 Configuring for a Connected Device To configure the settings of a connected device perform the following steps M Procedure 1 Select a device in the Device Tree view and click Device Setting on the context menu Or click Device Setting on the Device menu The Device Setting dialog box will appear Device Settings 1DS 5000 v Stand Alone 2 3 Common Ssttings E General he Recording i heg Display Administrative Settings i gt General 2 Display Beep Sound ON Power Save OFF O 4min O 10min O 30min 1hour A Security TE ES Worktype List USB Class E Author List Composite O Storaue Card Select O sD O MicrosD g Hands Free W PC Link 2 Edit the settings as needed For details on the configuration refer to Device Load Clicking this button loads the settings of the connected device Load Clicking this button updates the settings of the connected device Reset Clicking this button returns the settings of the connected device to the default settings 3 Click OK gt The settings will be saved and the screen will close 95 180 7 1 2 Configuring for a Selected Device Model The following procedure shows how to configure the settings for a selected device model regardless of whether or not the device is connected M Procedure 1 2 Click Options on the
118. nced settings use the Advanced Settings IMAP dialog box which is displayed by clicking More settings O Specify the settings and click Finish Advanced Settings IMAP Dialog Box a Detail Settings Connection User dialup connection Outgoing server hy outgoing server SMTP requires authentication O Use same settings as my incoming mail server Logon using Delivery Leave a copy of message on the server Port settings SMTP por Cama C This server needs encrypted connection SSL POP port standard C This server needs encrypted connection SSL Specify the settings and click OK E mail Settings GroupWise Dialog Box E mail Settings Setting for GroupWise Frofile Frofile Profile 173 180 Specify the settings and click Finish E mail Settings Lotus Notes Dialog Box E mail Settings Setting for Lotus Notes Profile Profile LotusMotes Profile Profile Profile Specify the settings and click Finish E mail Settings Extended MAPI Dialog Box E mail Settings Settines for extended MAPI Profile Name MAFI Service Provider Select service provider which you wantto connect Logon information Password Cancel Specify the settings and click Finish 174 180 FTP Settings Dialog Box FiPSettings Create new FTP profile Profile Profile name Transcription Center Logon information Server information Logon ID Address transcriptioncente
119. ng table lists the operating conditions of DSS Player Pro R5 Items Conditions OS Microsoft Windows 2000 Professional Operating System SP4 Microsoft Windows XP Professional Edition SP2 Home Edition SP2 Microsoft Windows XP 64 bit Professional Edition SP2 Home Edition SP2 Microsoft Windows Vista Ultimate Enterprise Business Home Premium Home Basic Microsoft Windows Vista Ultimate 64 bit edition Enterprise 64 bit edition Business 64 bit edition Home Premium 64 bit edition Home Basic 64 bit edition Microsoft Windows 2000 Server Operating System Microsoft Windows Server 2003 Operating System Microsoft Windows Server 2003 Operating System x64 edition CPU Microsoft Windows 2000 XP Intel Pentium III 500MHz or higher Microsoft Windows Vista 800MHz or higher Microsoft Windows Server 2003 550MHz or higher Memory Microsoft Windows 2000 XP 128MB or more 256MB or more recommended Microsoft Windows Vista 500MB or more 1GB or more recommended Microsoft Windows Server 2003 256MB or higher Space 700MB or more with NET Framework 2 0 not installed CD ROM drive installed Resolution 800 x 600 pixels or higher 65 536 colors or more 1 677 colors or more recommended Browser Microsoft Internet Explorer 6 0 or later with the latest Service Pack applied One or more USB ports available Audio Device With the Dictation Module and Transcription Module A Microsoft WDM
120. number of contents listed in the Content List view and the number of selected contents among them are displayed Second Area Icon display Displays the progress of files being automatically sent via email or FTP Double clicking this area with an icon displayed shows the Status dialog box where you can see the progress of transmission When an error occurs an icon appears By double clicking the icon the details of the error can be checked Third Area Displays Author ID If no Author ID has been registered the Windows logon ID IS displayed 138 180 Names and Functions of Playback Control Screen Components The names and functions of the Playback Control screen components are described here The Playback Control screen is displayed by clicking Switch to Playback Control Window on the View menu on the Main screen This screen is specialized for playing a file It is used to perform tasks like writing a document while listening to a recorded file Exiting the screen brings the user back to the Main screen Title Bar Displays the name of the file that is currently being played and the name of the folder in which the file is stored 2 Control Panel Lt Priority Button This mark indicates the priority of the file A red mark means that the file is assigned high priority 5 Audio I nstruction Comment Mode Switching Button Switches between audio playback and Instruction Comment playback In Ins
121. ocedure 1 Select a column name and then drag and drop it gt The order of displayed columns will change Changing Displayed Columns for a File 5 2 2 Sorting Displayed Files To change the order of displayed files perform the following steps M Procedure 1 Select a column with Sort by on the View menu Files will be sorted from the selected column in ascending order 5 2 3 Changing the Columns Displayed in the Content List View To show or hide the columns in the Content List view perform the following steps A The file name and priority cannot be hidden ME Procedure A 1 Right click on the list box in the Content List view without selecting a file gt The list of column headers will be displayed as a context menu 2 Click a column to show or hide it M Procedure B 1 Click Columns to Display on the View menu gt The Columns to Display dialog box will appear 86 180 Columns to Display Folder type OK Cancel Reset Inetructian Comment Download File Name File Size z Author Option Item 1 Option Item 2 Option Item 3 Option Item 4 Tranecriptionist Option Item 5 Process Status Option Item 6 Comment 2 Select the Folder type Voice Folder Configures the displayed columns for the files in the audio files folder except for the following three types of folders Outbox Configures the displayed columns for the files in Outbox Sent Items Configures the displ
122. omprising the Option Settings dialog boxes which are used for configuring various options Folder Design Dialog Box This dialog box is used to configure folder related settings P Option Settings Workflow User Settings E mail FTP Device Update gt 7 l4 Dictation Tray Rj Download Tray 2 18 i VIRA Folder A 8 Actions via Folder B 2 Auto Download False vie Folder C Auto Send Via E mail Alternative vip Folder D Auto Send Via FTP Alternative M E Backup True YE Folder F Clean Format Conversion Disable HF Recording Folder Send Via E mail Ace Outbox Send Via FTP 9124 E mail E Attribute E FTP Enabled True E Sent Items Encryption False L MO Finished Name Folder E L E Backup Ownership False mm z Password e LAOS Recyel y Recicle Bax Path C DSSPlayerR5_TM FolderE HS Document Tray Name A file name is expressed IO oG n Category Bar Create Folder Buttons Selects the category of the profile New Creates a new folder A created The currently selected category is folder is displayed between the highlighed Download tray and Recording folder The setting information included in Add Adds a specified external folder the profile falls into the following path as a custom folder to the Audio categories Tree view Folder Trea Remove Removes a shortcut folder Configures the folders in the Dictation previously created with Ada tray and Document tray Turning th
123. on both Dictation Module and Transcription Module W Procedure 1 Right click a custom folder in the Audio Tree view and select New Folder on the context menu gt The Create New Folder dialog box will appear Create New Folder Mame SubFalderA 2 Type in the folder name and click OK 3 A new shortcut folder will be created 3 Click The Folder Design dialog box will appear 4 Select the folder created in step 2 and click LJ next to the Path attribute gt The Browse for Folder dialog box will appear 5 Select a folder and click OK Clicking New Folder creates a new folder on the specified path gt The specified folder will be linked with the shortcut folder created in step 2 6 Verify the folder sharing setting configured in step 5 Both Author and Transcriptionist should be able to access the shared folder J Drag and drop an audio file to be shared into the folder created above gt Both Author and Transcriptionist will be able to access the same audio file 82 180 4 7 Automatically Deleting Transcribed Audio Files With this function enabled transcribed audio files are automatically deleted This function can automatically carry out a cleanup and purge of transcribed audio files per folder after a specified length of time The following procedure describes how to move an audio file to the Recycle Box with the Cleaning setting after one month storage in the Transcriptio
124. on the Tool menu and open the Folder Design tab to select a folder 2 Enable the Encryption attribute in the Folder Properties box 3 Click LJ next to Password in the Folder Properties box The Encryption Password dialog box will appear Encryption Password Password FOR 4 Type in a password in the Password and Confirm Password fields using 4 to 16 alohanumeric characters Checking Set this Password as default causes the entered password to be initially displayed next time you try to encrypt a file 5 Click Encrypt Files in the folder will be encrypted Clicking Skip cancels the encryption With the folder encrypted every file stored in it will be encrypted as well 77 180 4 4 3 Decrypting a File To decrypt an encrypted file perform the following steps A Files in an encrypted folder cannot be decrypted Mi Procedure 1 Select an encrypted audio file in the Audio File window and click Decrypt on the context menu Or select the audio file and click ba on the standard tool bar Or select the audio file and click Decrypt on the File menu 2 The Decryption Password dialog box will appear Decryption Password Input decryption password i 3 Type in the password used for encryption and click OK The file will be decrypted and can be played 78 180 4 5 Sorting Audio Files by Author ID This function can sort audio files downloaded from the recorder by Author ID Sorting
125. option Worktype Property Worktype ID ELVIS Option item Label Default Initial Value Bee inning End Dieit PATIENT Regulated value 4 DEPARTMENT 20 Regulated value 13 LOCATION 02 Regulated value 15 Bar code input option 2 Batch scanning Individual scanning Description Option Item Worktype ID and Option Items are configured Worktype ID can be entered using up to 16 characters Up to 10 Option Items can be registered 0 To add an Option Item configure it in the Option Item Property dialog box which is displayed by clicking Add To enable an Option Item when making a recording on the recorder side select the checkbox of its Label To modify an Option Item select its Label and click Modify Then make changes to the Option Item in the Option Item Property dialog box 0 To delete an Option Item select its Label and click Remove To change the order of Option Items select a Label and use Up and Down to change the item s position 168 180 A Limitations on Option Items When creating an audio file up to 10 Option Items are registered using the DS2 recording format while only three of them are recorded using the DSS recording format Bar code Input Option This option configures the input method when using barcodes to input values to the Option Items registered in the Option Item list 0 With Barcode input option set to Bulk scanning in the Worktype Property dialog box one
126. ording _ Display Administrator Settings General _ Display 7 Security Worktype List __ Author List _ Folder __ Dictation _ Button _ Hands Free PC Link __ Button Function Stand alone Common Settings General Default Selects ON or OFF for a beep sound ON Selects power saving time USB Class Selects Composite or Storage mode as Composite the USB connection mode Card Select Selects the card to be accessed o 119 180 Recording Recording Format Selects the recording mode Microphone Sensitivit Selects Microphone Sensitivity oP VCVA Mode Selects ON or OFF for VCVA Variable OFF Control Voice Actuator mode 4 Backlight Selects ON or OFF for backlight ON LED Modes Selects ON or OFF forthe LEDs ON Contrast Adjusts the contrast 12 levels 6 Date Format Clock Format Sets the display format of date If synchronizing the recorder time with Not that of the PC enables Use PC Settings synchronize d with the PC display format device o Stand alone Administrator Settings SW EE m Splash Message Slide Switch Guide ltems Functions Defaut Prevents files from being deleted No With this option enabled pressing preventing ERASE on the device will not delete the files Prevents the menu from being configured With this option enabled pressing MENU on the device does not display the menu screen
127. osite device with audio and HID classes for DS 5000 a composite device with storage audio and HID classes When downloading an audio file the recorder is switched to Storage mode When using Direct Record it is in Composite mode DSS Player Pro automatically switches the recorder to Composite mode when the Recording screen opens When DSS Player Pro returns to the Main screen after a recording is completed the recorder is automatically switched back to Storage mode Storage and Composite modes can also be switched manually Unlike other models a DS 5000 in Composite mode serves as a composite device with the three classes A DS 5000 in Composite mode does not require mode switching when downloading an audio file or performing Direct Record Storage Mode Composite Mode 5 5000 orage Audio HID 5 4000 dio HID 5 3300 dio HID 5 2300 dio HID 5 50 40 30 dio HID 5 20 2 dio HID 30 180 2 11 Backing Up The backup setting of a folder enables an audio file dropped into that folder to be automatically backed up to another specified folder 31 180 3 Basic Operations This chapter describes the basic operations of Dictation Module 32 180 3 1 Starting and Exiting Dictation Module To start and exit Transcription Module perform the following procedures I Starting I Auto starting I Exiting A Dictation Module and Transcription Module cannot be started simultaneously on the same PC An option exist
128. ound enabled a specified file is played when a document file has been received Specifies the desired file Default Notify wav gt Verifies a playback of the registered audio file Verifies playback of the registered audio file Stops playback of the registered audio file With Pop up enabled a pop up window appears when a document file has been received 33 You have received new documenta T Overdue transcription With this option enabled a transcription expiration date can be set to an audio file sent via email or FTP If the file is not sent back before its expiration it s marked with a color The length of time before expiration can be set in the range of 1 to 999 hours o 109 180 8 2 10 Auto collection This function moves the audio files with Transcription finished status into a specified folder in the Download tray or into a custom folder Using this option in combination with the Ownership attribute the folder for saving the audio files can be changed The items with the lock icon O can only be enabled or disabled by the administrator Activate automatic collection function With this option enabled the audio files with Transcription finished status are moved to a specified folder Either of the following two methods is available Moving the files to the Finished folder 0 Moving the files to Author ID specific folders according to a pre defined rule To define the rule perfo
129. perties in alphabetical order E Displays the history of the dictation file Job History View Displayed only when Dictation is selected in the Content List view It displays the history from the creation of the selected audio file to the completion of its transcription or to the completion of transmission if the audio file has been sent via email or FTP 148 180 10 2 Menu Lists This section describes the menus provided by Dictation Module 10 2 1 File Menu Command Name Button Functions New Dictation Opens the Recording screen and creates a new audio file Edit Dictation Displays a selected audio file on the Recording screen allowing file editing Fong Dictation fs Converts a selected audio file into a ee specified file format ciar Vales Rector E Voice recognizes a selected audio file AA using Dragon NaturallySpeaking Imports an external audio file not Import Dictation Ej managed by Dictation Module so that Dictation Module can manage it Converts a selected audio file into Export Dictation external media Split Splits a selected file at a specified PL position into two files AS Joins multiple files into a single file vot Qh Decrypts a selected encrypted file Opens a selected document file When Open Document running this operation with an audio file specified the linked document file will also open Associates a selected audio file with a Associate with specified external doc
130. played by clicking Auto Send via E mail Alternative Setting the Enabled attribute to Yes enables the alternative setting for Auto Send via E mail This profile is used for sending an email when it cannot be sent with the Auto Send via E mail profile If it cannot be sent with either Auto Send via E mail or Auto Send via E mail Alternative a warning message will appear allowing the user to decide which profile to use es Auto Send via FTP This option sets whether or not to automatically send the folder files via FTP By clicking automatic transmission via FTP can be configured Enabled Enables or disables automatic transmission via FTP Profile The profile used for automatic transmission Prompt Shows or hides the confirmation dialog box when a file is automatically sent 0 With multiple FTP profiles configured the profile selection dialog box will appear With no FTP profiles configured the confirmation dialog box will appear allowing the creation of a new FTP profile E mail FTP These settings can also be configured in the Auto Send via FTP Setting dialog box which is displayed by clicking LJ 101 180 Auto Send via FTP Alternative Setting the Enabled attribute to Yes enables the alternative setting for Auto Send via FTP This profile is used to try sending a file via FTP when it cannot be sent with the Auto Send via FTP profile If it cannot be sent with either Auto Send
131. r a desired term or to look up a term by entering its first few letters Terms are defined in this section 1 Click Keyword 2 Enter the first few letters of the term that you are interested in 3 Select the desired term from the list and click Display gt Related topics are displayed on the right side of the screen Searching The Search tab searches for and displays topics that include the entered term When doing this it can also identify related terms from across a broad range of Help documents Displayed topics are listed in the order of relevance 1 Click Search 2 Type the desired term in the entry field and click Search A list of related topics will be displayed in order of relevance 3 Select a topic from the list and click Display gt The topic will be displayed on the right side of the screen 16 180 2 Fundamentals of DSS Player Pro This chapter describes the fundamentals of DSS Player Pro 17 180 2 1 Audio File Name and Author ID Audio File Name An audio file created with an Olympus recorder is automatically named with eight characters in the format below A file directly recorded with Dictation Module also follows the same naming process Author ID leading four characters Job No a four digit number beginning with 1 Author ID The Author ID which is registered as part of the file name represents the author of the file The Dictation Module can register up to ten Author
132. r com C This server needs encrypted connection SSL Directry Detail Settings For dictation C Passive mode Dictation al E After downloading documentfiles delete For Document acquired files from Document files folder pomet dG Pressing Test settings initiates a test to determine whether or not a file can successfully be uploaded and downloaded with the current settings in the dialog box and then displays the result O Specify the settings and click Finish 175 180 10 7 Glossary Backup With a folder configured for backup the audio files dropped into that folder can be automatically backed up to a specified folder Citrix Presentation Server A client server system that allows a shared server application to be started from multiple client OSes including Windows Macintosh and Linux Clean A folder attribute and a way to delete files Old files can be deleted through one of two methods by directly deleting them or by moving them to the Recycle Box and then deleting them with the delete option of the box Setting the Clean attribute enables automatic cleanup of old files Composite Mode This mode supports multiple device classes Recorders support the Audio and HID classes note that DS 5000 supports the Audio HID and Storage classes DirectRecord A recording method that records audio data directly onto the hard disk drive in a PC with a connected DirectRecording device DR 1000 and DR 20
133. r example folder A to folder A in the Download tray in the Audio Tree view If the device has no folder the files are downloaded into folder A 36 180 3 3 Importing a File Importing is for capturing an external audio file not managed by Dictation Module so that Dictation Module can manage it Supported audio file formats are listed below These files can also be dragged and dropped with a tool such as Explorer Audio File DS2 DSS Pro DSS WMA WAV MP3 Encrypted File DS2 DSS Pro DSS WMA WAV MP3 Specifying a file with a format other than the ones above causes a warning message to appear However if a codec that can work with Microsoft DirectShow Filter has been installed audio files with other formats can also be imported Once a file format has been imported it can be re captured by dragging and dropping it every subsequent time MM Procedure 1 Click Y on the tool bar Or click Import Dictation on the File menu gt The Import File dialog box will appear Look in Message v Q y A 4 My Recent Documents Sy FolderF O FolderG 5 SubFolder A Desktop D My Documents 55 My Computer File name v a Files of type Dictation Files DSS DSZ WAV WMA MP3 v My Network Destination Folder 4 Change Places Options C After importing the file s delete the original file s This setup is made into a default 2 Select a folder in the File Location field for the
134. r to Default Key Assignments 90 180 6 Configuring with the Device Connected This chapter describes how to control the functions provided by the device via Dictation Module 91 180 6 1 Switching the Device Mode DSS Player Pro automatically switches the recorder to Composite mode when the Recording screen opens When returning to the Main screen after a recording is completed the recorder is automatically switched back to Storage mode Storage and Composite modes can also be switched manually To manually switch the device mode perform the following steps Mi Procedure 1 Right click a device and select Change Device Mode on the context menu gt if multiple devices are connected the Change Device Mode dialog box will appear Chance Device Mode Es Device Manager i D5 5000 D5 5000 DS 4000 DS 4000 2 Select the device and click OK The mode of the selected device will be switched 92 180 6 2 Using the Device as a USB Speaker Microphone A recorder connected to a PC as a USB audio device can be used as a microphone or speaker A USB speaker and USB microphone capabilities cannot be used simultaneously EQ For support for each device model refer to Functional Support of Recorders Using a recorder as a USB microphone A supported recorder can be used as a microphone when making a recording with DSS Player W Procedure 1 Connect a recorder to the PC gt The Main screen will automatic
135. reate a new file on the Recording screen using a digital voice recorder or DirectRec as a microphone The volume status and user ID of recorded sound are displayed on the status bar during recording The recording quality should be configured in advance Workflow DirectRecording Mi Procedure 1 Connect Directrec or a supported digital voice recorder to a USB port on the PC 2 Click onthe tool bar Or click New Dictation on the File menu gt The Recording screen will open When creating a new file the folder name is Recording folder and the file name format is the leading four characters of user ID four digit sequential number DSS 3 Select the Microphone Sensitivity Select Conference mode em or Dictation mode EM A When using models other than DS 5000 and DirectRec Microphone Sensitivity cannot be selected on the Recording screen WIth these models the microphone input level is set via Property of Sound and Audio Device on the Control Panel of the OS 4 Click EJ Recording will begin It can be operated via DirectRec used as a microphone or via the buttons on the digital voice recorder A is the button for recording verbal comments Use for normal recording Recording a Verbal Comment 5 Click m gt Recording will stop 6 Exit the Recording screen 46 180 3 6 2 Adding a Recording to a File This function adds a recording to an existing file
136. riginal file s enabled the original file is deleted after the file has been imported 0 With Display confirmation dialog box enabled a confirmation dialog box appears before the file can be deleted 0 With Delete locked DSS file s enabled even locked files are deleted after importing T 8 2 4 Auto Classification This category defines the rules on automatically sorting downloaded or imported audio files into different folders With Author IDs and their folders for saving registered downloaded or imported audio files are automatically sorted by Author ID into their corresponding folders Up to 100 rules can be defined 0 To add a rule configure it in the Rule Settings dialog box which is displayed by clicking Add To modify a rule select an Author ID from the list and click Modify Then modify the rule in the Rule Settings dialog box 0 To delete a rule select an Author ID from the list and click Remove 8 2 5 Author This category configures Authors Author ID and Priority Level registered here can be selected when creating a new audio file with a function such as direct recording Up to 10 Authors can be registered To add an Author register it in the Author Property dialog box which is displayed by clicking Add 0 To modify an Author select the Author s ID and click Modify Then make changes to the Author in the Author Property dialog box To delete an Author select the Author s I
137. rm the following tasks 0 To add a rule configure it in the Rule Settings dialog box which is displayed by clicking Add To modify a rule select it and click Modify Then make changes to the rule in the Rule Settings dialog box 0 To delete a rule select it and click Remove The Ownership attribute can be set for the Download tray and custom folders Their subfolders will also have the same Ownership attribute Using this attribute in combination with Auto Collection the audio files with Transcription Finished status can be automatically moved to the Finished folder Ownership Auto Collection Transcription Finished Audio files Yes Yes Moved to the Finished folder in Dictation Module set as a rule No Notmoved S Moved to the Finished folder in Transcription Module set as a rule No Notmoved _ S T 110 180 9 3 User Settings This category provides user customized settings for using Dictation Module The items with the lock icon a can only be enabled or disabled by the administrator M Procedure 1 Click Options on the Tool menu 2 Click User Settings The User Settings dialog box will appear 3 Select an item from the tree on the left and configure it on the right OK Secures the settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file EB Option Settings Folder Design Workflow User Settings E mail FTP Dev
138. rver is checked for update data at configured intervals When a newer version than the currently installed one is detected the confirmation dialog box for upgrading appears If upgrading is selected the data is downloaded from the server and then updating of the device firmware begins If a proxy server needs to be configured click Proxy Settings and configure the address and port number of the server 129 180 9 Troubleshooting This chapter assists in solving problems with Dictation Module 130 180 9 1 The System Remains Silent If no sound is produced verify the following items Recorder Connection gt Check that the device is connected to your PC and powered ON Speakers gt Check that the speaker volume is not set to a minimal level Sound Card gt Check whether or not your sound card features a manual volume control if it does try turning up the volume Playback Volume To check this perform the following steps M Procedure 1 Click Settings Control Panel from the Start menu 2 Select Sounds and Multimedia Audio and then click Master 3 Check that the volume of Master and Wave are not set to the minimum level and that Mute box is not checked Play WAV File 131 180 9 2 DVR Is Not Recognized If the recorder connected to the PC is not recognized verify the following items Mi Procedure 1 After connecting the recorder to your PC using a USB cable ch
139. s Repository A hierarchically structured database that stores shared data managed by System Configuration Program It stores user profiles profiles of groups and Update information Stand alone System The basic system of DSS Player Pro R5 It represents a system environment in which Dictation Module and Transcription Module run on local PCs and management tools such as System Configuration Program are not used Storage Mode In this mode the device is recognized as large storage media when connected to a PC The memory or memory card installed in the recorder is recognized as a removable drive and the files stored there can be accessed like those on a hard disk drive Terminal Service This is a client service provided by Windows Server It can execute applications and services provided by the server on the client side A separate license such as TS CAL is required to use this function VCVA A capability that enables sound initiated recording called Variable Control Voice Actuator in order to improve usability and efficiency for prolonged recording It halts recording after a certain period of silence and resumes it in response to sound The sound level to initiate recording can be adjusted A level setting optimized for a recording environment ensures efficient recording For recording intended for voice recognition it is recommended to disable the VCVA function Verbal Comment A voice comment that is embedded in audio f
140. s not produced when a button on the DirectRec device is pressed 126 180 T Application Control How applications are controlled can be selected from the following three ways 0 Only an active application is controlled A DirectRec application is preferentially controlled 0 Both a template application and DirectRec application are used as needed DirectRec App This option configures the key assignments for controlling a DirectRec SDK application Global This option configures the key assignments for controlling all the applications not registered in the template Unlike with DirectRec applications keys are assigned to all of the buttons WINWORD This option registers the shortcuts or external applications used with Word This is enabled when the Word window is active EXCEL This option registers the shortcuts or external applications used with Excel This is enabled when the Excel window is active 127 180 9 6 Update This category configures whether or not to check for the latest Updates Mi Procedure 1 2 Click Options on the Tool menu Click Update gt The Update dialog box will appear Select an item from the tree on the left and configure it on the right To configure automatic checking check Check for updates automatically and set Check Interval To check for Updates immediately click Check now Click OK gt The settings will be confirmed OK Secures th
141. s the field editable Refreshes the audio list on the Main screen The audio list refers to cached data for speeding up Refresh j the display Since refreshing the list causes the cached data to be rebuilt it may take a while to display a large list Shows or hides the Standard Edit E mail FTP Tool Bar l Customize tool bar In line editing 151 180 10 2 5 Play Menu Command Name Button Functions pm Plays a selected file or the first file on the list in the Content List view from the Position Play Stop control point on the Play bar Clicking this menu during playback stops it atone Gel e e A speeds up fast forwarding CO ning te re eR SS rewinding mark or start or end of a verbal comment Previous Index Mark Moves the Position control to the previous ll index mark or start or end of a verbal comment o d Seed pee Dn Speeds up or slows down playback F Configures the tone placing an emphasis on Tone the high or low pitch areas E Selects the level of noise cancellation from O Noise Cancellation FI 1 2 and 3 A larger number means a higher Ls effect of noise cancellation Selects a channel for a sound to be played Stereo Plays as stereophonic sound Monaural Plays as monophonic sound Channel Left channel only Plays only the left side track of stereophonic sound Right channel only Plays only the right side track of stereophonic sound 3 Inserts an ind
142. s to prevent automatic starting gt Workflow DirectRecording Start option Starting To start Dictation Module perform the following steps W Procedure A 1 From the Windows Start menu select All Programs Olympus DSS Player Pro Dictation Module Dictation Module will start and the Main screen will appear M Procedure B 1 Double click a DSS or DSS Pro file through a tool such as Explorer gt Dictation Module will start and the Playback Control screen will appear Auto starting M Procedure 1 Connect a supported device to a USB port on the PC gt Dictation Module will automatically start and the Main or Playback Control screen will appear T Exiting If on the Playback Control or Recording screen return to the Main screen and then exit Dictation Module Mi Procedure 1 Click Exit on the File menu on the Main screen Or click Eg in the upper right corner of the Main screen gt Dictation Module will close a 33 180 3 2 Downloading an Audio File Downloading refers to copying a file from a device and transferring it to Dictation Module To download a file follow the procedures described below Downloaded files are stored in the Download tray Download settings are configured in the Workflow dialog box W Workflow Download 3 2 1 Downloading All Files To download all files from a device perform the following steps When using a model with the Music fold
143. the Content List view 144 180 Device Tree View Main Screen The Device Tree view is displayed on the left side of the Main screen This view is displayed when the device is connected It displays with icons the devices supported by Dictation Module E3 Device Manager E DS 5000 DS 5000 Al Folder A _B Folder B GJ Folder C _D Folder D EJ Folder E El Folder F z Folder G O Hide Restore button 2 Tool Bar Pressing hides the Device Tree E Ror DUON COT NOIR mens de For information on the functions refer Pressing shows the Device to the Device menu section in Menu Tree view again Note that if no List device is connected pressing this The folder structure under Device button does not show the view Manager is displayed For information on each folder refer to How Folders Work 145 180 Content List View Main Screen The Content List view is displayed in the center of the Main screen It cannot be hidden Dictation List ua gt gt File Name_____ Author Work Type Created Completed Trai o aj_DS40001 0001 01 01 0 0 0001 01 01 0 0 _ 0840001 0001 01 01 0 0 0001 01 01 0 0 a _0S40001 0001 01 01 0 0 0001 01 01 0 0 a 0840001 0001 01 01 0 0 0001 01 01 0 0 2 Jie Lowe Li i te Loe oe ie ED E O lt 4 Shows or hides the Audio Tree 2 View Area view Displays audio or document files in the Title folder selected
144. the above if a codec that works with Microsoft DirectShow Filter has been installed an imported file can be played but we do not guarantee proper operations New recording and Non encrypted file DS2 DSS WAV and WMA editing Encrypted file DS2 DSS WAV and WMA When making a new recording the recorded file is encrypted if the folder where the file was saved with exit recording status is an encrypted folder File splitting joining Non encrypted file DS2 DSS WAV and WMA Encrypted file DS2 Document Files Text files XXX txt and Microsoft Word documents XXX doc are supported by default To use another file type registration is required Configure document type as an optional setting by selecting Folder Design and then Attribute Folder Design Attribute 13 180 1 6 Dictation Module Capabilities Dictation Module provides the following functions While playing back an audio file that was recorded with the recorder on your PC you can easily transcribe the recorded information using a word processor application Playback Control Window 0 Ideas can be orally transferred to the recorder and later downloaded to your PC You can then organize and save the files Remote Dictation Window Reports and meeting summaries can be created Playback Control Window 0 Memos and ideas can be organized Dictation Window 0 Recordings can be automatically downloaded from the recorder and backed
145. the tool bar Or select Receive or Send and Receive from Send and Receive on the Tool menu Document files will be received manually and stored in the Document tray 2 Select the document file and click Open Document on the context menu Or click Open Document on the File menu gt The document file will open with its associated application 67 180 3 1 3 Voice Recognition This function can automatically convert a selected audio file into document form with voice recognition software 3 13 1 Setting the conditions for Voice Recognition To install voice recognition software perform the following steps Installing Voice Recognition Software Install Dragon NaturallySpeaking 8 0 or later from Nuance For instructions on the installation refer to the installation guide for Dragon NaturallyS peaking Dragon Naturally Speaking only supports the following files Other file types cannot be recognized DSS files recorded in standard mode WMA files in High Quality mode WAV files saved in PCM format with a sampling frequency of 11 025kHz or higher Conditions for Voice Recognition The conditions for voice recognition are configured in the Option Setting dialog box Workflow Voice Recognition The following settings can be configured O Range of voice recognition Noise Cancellation Automatic playback 3 13 2 Performing Voice Recognition Voice recognition can be applied to one or more s
146. ting an Audio File into Two Files With this function a DSS file in the Content List view can be split into and saved as two files DSS DSS Pro WAV and WMA files can be split The format and attributes of the original file will be preserved in the resulting two files Mi Procedure 1 Select a file in the Content List view and click on the tool bar Or click Split on the File menu gt The Split File dialog box will appear split File d Splits a file Enter the split file name and split position Pe input file name Recording Time Output file name First half DS400016_ADSS 00 00 Last half _DS400016 B DSS 00 00 00 Split position Y 00 00 00 Preservation format File Format Audio Format PCM 11 025 kHz 16 bit stereo v to be split are displayed Type in a name for the first half of the resulting file resulting file With the slider specify the point of separation in the original file With these buttons playback of the woo file can be started stopped and verified Display for 20 Checking this option zooms in on a seconds 20 second range centered on the slider allowing for fine tuning at the point of separation 2 Type in the names of the two resulting files that will represent the first and last 53 180 halves of the original file respectively 3 Specify the split position with the slider 4 Click Split The file will be split at the Position control point and the f
147. tion First Area The current operating state Play Stop Fast forward Rewind QUE REVIEW Second Area Author ID Third Area Worktype Fourth Area Comment 140 180 Names and Functions of the Recording Screen Components The names and functions of the Recording screen components are described here The Recording screen is displayed by clicking or SY on the Main screen or by clicking New Dictation or Edit Dictation on the File menu This screen is used to create record and edit a file with a supported device Exiting the screen brings the user back to the Main screen Dictation Module Title Bar Displays the name of the file that is currently being edited and the name of the folder in which the file is stored Tool Bar Displays the tool bar buttons Displayed buttons vary depending on the settings Dragging a tool bar button with the Alt key pressed can change the display order of the buttons 3 Control Panel x Lt Priority Button This mark indicates the priority of the file A red mark means that the file is assigned high priority BEM audio Instruction Comment Mode Switching Button Switches between audio playback and Instruction Comment playback In Instruction Comment mode the icon turns to green and the Play bar is surrounded by a green line SEL nformation Button Clicking this button displays the property information of the file The Main screen does not h
148. to enable automatic FTP sending and whether or not to display the Check dialog box when doing so set FTP distinations Name FTP Address Login ID Transcripti transcriptioncenter corn elvis Filename File Size _OS400015 01 055 0 The display ofthe check dialog mt tle die AF ete tin ten ei an Click Send Audio files folder fDictatian Created 0001701701 0 00 00 Cancel gt The file will be stored in the Outbox folder With automatic FTP transmission files will be sent based on the settings configured in the option settings Select Send or Send and Receive from Send and Receive on the Tool menu gt The files in the Outbox folder are sent 63 180 3 1 0 Managing Document Files Document files are managed in the Document folder They can easily be registered by dragging and dropping them with a tool such as Explorer Files with txt or doc extensions are treated as related document files by default Only configured document files are displayed in the Content List view To display document files with other extensions the document types need to be configured 3 10 1 Adding a Managed Document File Type To add a new type of document file perform the following steps The following is an example of adding a document file with the WRI extension to the Document tray W Procedure 1 Click Option on the Tool menu gt The Folder Design dialog box will appear 2 Click Document Tray in the
149. trol Clicking di and or dragging the slider can adjust the noise cancellation effect in four levels of O 1 2 and 3 JE Tone Adjustment Control Clicking amp and or dragging the Slider adjusts the tone in increments of 1 from 100 on the B side to 100 on the T side Finished Stops and exits a recording The file can then be transcribed Pending Closes the screen in Pending state The file will be stored in Pending status in the Recording tray 142 180 comment Moves to the end of a file 143 180 Audio Tree View Main Screen The Audio Tree view is displayed on the left side of the Main screen Dictation Tray E Download Tray Ta Folder A Ca Folder B Ce Folder C Co Folder D Ce Folder E Cp Folder F E 6 Folder G S Es Recording Folder i Outbox 24 E mail RR FTP E Sent Items Finished gt LJ Backup US Recycle Box Title Tool Bar Displays the name of the view Displays the tool buttons for working with a file Pin Button For information on the functions refer Switches the display mode of the to the Folder menu section in Menu List view between automatically hidden 8 The folder structure is displayed under and always displayed the Dictation tray y l For information on each folder refer to On Always displayed How Folders Work H Off Automatically hidden when not in use To display the view again press fin
150. truction Comment mode the icon turns to green and the Play bar is surrounded by a green line EA Information Button Clicking this button displays property information of a file The Main screen does not have this button User Setting Button Clicking this button displayes User Setting dialog box Playback condition and Transcribe Bar setting can be changed show Status Bar Button Shows or hides the status bar The Main screen does not have this button Payak Position Recording Time Length Displays on the immediate right of the Play bar in the format of HH MM SS The playback position of a file is displayed in blue and the total recording time length is displayed in white oes 5 Timescale control Displays the timescale of the Play bar The time frame can be changed in the range of a 1 minute width to full scale Clicking di or F changes the timescale Volume Adjustment Control Adjusts output sound volume This function is not available with an older sound board that does not have electronic volume adjustment capability If that is the case adjust the volume manually ft Output Display Displays the current state of audio playback In the case of monaural recording the L and R outputs are displayed at the same height s4 Playback Speed Adjustment Control Clicking amp and or dragging the slider adjusts the playback speed 139 180 00 00 30 ay Bar and Position Sl
151. ts how to delete an audio file in the device after it has been downloaded 0 With After downloading file s delete the original file s enabled the original file is deleted after the file has been downloaded 0 With Display confirmation dialog box enabled a confirmation dialog box appears before the file can be deleted 0 With Delete locked DSS file s enabled even locked files are deleted after downloading 4 8 2 3 Import This category configures operations when an audio file is imported The message to display and the file naming rule when the file is imported can be configured The items with the lock icon can only be enabled or disabled by the administrator Import Job Data Settings i Rename I Delete 105 180 job Data Settings With Prompt for data every time a file is downloaded enabled the Edit Job Data dialog box appears when a file is imported Files can be imported after their Worktypes and Option Items are each verified and configured Rename With Rename imported files with the set format enabled an imported file is renamed according to a naming rule The naming rule can be configured in the File Name Settings dialog box which is displayed by clicking Format T The items to be included in a file name with a separator between them can be defined Delete This option sets how to delete an audio file after it has been imported 0 With After downloading file s delete the o
152. uccessfully a completion message is temporarily displayed T 100 180 Format Conversion This option sets automatic conversion of files stored in the folder By clicking format conversion can be configured Enabled Enables or disables auto format conversion Format Selects the file format Attribute Selects the audio format Original Deletion Deletes the original file after conversion These settings can also be configured in the Convert Settings dialog box which is displayed by clicking Wy Auto Send via E mail This option sets whether or not to automatically send the folder files via email By clicking automatic transmission via email can be configured Enabled Enables or disables automatic transmission via email Profile Selects a profile for automatic transmission TO The destination of an email CC Additional destinations disclosed to the recipients BCC Additional destinations not disclosed to the recipients Subject The title of an email Body The main message of an email Prompt Shows or hides the confirmation dialog box when an email is automatically sent With multiple email profiles configured the profile selection dialog box will appear With no email profiles configured the confirmation dialog box will appear allowing the creation of a new email profile E mail FTP These A can also be configured in the Auto Send via E mail Setting dialog box which is dis
153. ule Download Tray Ca le Yes AFolderA GFolderG es sub Folder Sent Items Ye S Finished Yes i Forwarded ee Unsupported function Yes Cleanable No Uncleanable 28 180 2 9 Voice Comments There are two types of voice comments recorded by an Author with DSS Player Pro R5 instruction comments and verbal comments Instruction Comments Instruction comments can be created only with Direct Record and cannot be composed when making a recording with a stand alone recorder Instruction comments are maintained as files separate from an audio file and provide a transcriptionist with overall instruction A markin column indicates there are Instrction comments Verbal Comments Verbal comments are voice comments embedded into an audio file Verbal comments can be recorded with supported recorders Unlike instruction comments verbal comments are provided for transcription of audio data immediately following the commentary For this purpose verbal comments can be recorded at any position in an audio file Instruction comments and verbal comments cannot have index marks inserted 29 180 2 1 0 Storage Mode and Composite Mode Olympus recorders implement some or all of three standard USB classes of storage audio and HID To provide stable operations based on their applications they switch between the following two modes Storage mode which enables storage class only and Composite mode which provides a comp
154. ument file The Document associated document file will be copied to My Document and managed with the link Remove Association_ Dissociates an audio file from its linked with Document document file Edits the job data of a selected audio file Job data refers to several editable i Olt tou Bale Faj settings Author ID Worktype ID Option Items and Comments Change Status the status of a selected audio Ctrl W Exits Dictation Module 149 180 10 2 2 Folder Menu Command Name Button Functions When the Dictation tray is focused on a custom folder will be created at the same New Folder tier as the Download tray When a folder in the Download tray is focused on a subfolder will be created Opens the Select Folder dialog box with which at the same tier as the Download tray you can create a shortcut folder for a path to a specified external folder Deletes the shortcut folder shortcut path to an external folder created with Add Folder pm Renames a selected folder The folders in the Download tray and custom folders are shortcut folders Rename foder Ej maintained internally by DSS Player When AAA ma renaming is applied to these folders only the shortcuts are renamed not their actual Add Folder Remove Folder folders Subfolders are real folders and can be renamed Starts the Folder Design dialog box with which you can configure the attributes of a folder Folder Setting
155. uration Program This is an application for an administrator It is used to deploy and manage DSS Player Pro R5 in an organization System Configuration Program consists of System Customization Program and Device Customization Program System Customization Program facilitates installation and updates of modules for end users Dictation Module and Transcription Module manages application settings for end users author and Transcriptionist and updates firmware management Device Customization Program can customize import and export device settings License Manager This is an application to manage licenses It manages the licenses and accounts of Dictation Module and Transcription Module in a workgroup system The application can change each license account by grouping multiple single licenses as a multi license 9 180 1 VE Licenses A license is required to use DSS Player Pro DSS Player Pro is provided under the following two types of licenses 0 Single License This is the license ID issued with a recorder or foot switch that allows single licensing of DSS Player Pro A recorder license allows Dictation Module and Transcription Module to be installed on a PC A foot switch license allows only Transcription Module to be installed on a PC 0 Multi license This is the combined license ID that groups several single licenses into one license ID for both Dictation Module and Transcription Module A multi license is managed as a floating li
156. us Bar Button Shows or hides the status bar Main screen does not have this button The i 00 00 00 00 00 30 ay Bar and Position Slider Graphically displays which part of the current file is being played The range from the beginning to the currently played position is represented with PR and verbal commented ranges are represented with 7 ry ndex Mark Clicking Y inserts an index mark at the Position control point Displayed Area Slider Indicates the currently displayed range in the file with E Dragging the slider shifts the displayed range Control Buttons Pressing these buttons moves the Playback Position control Moves to the beginning of a ks Record a verbal comment only while this button is being pressed Moves to the previous index mark or the edge of a verbal comment o Rewinds a file Holding the button speeds up rewinding A Starts playback Pressing this button during playback stops it Fast forwards a file Holding the button speeds up fast forwarding Moves to the next index mark or the start or end of a verbal Displays the current state of audio playback In the case of monaural recording the L and R outputs are displayed at the same height 40 DE Playback Speed Adjustment Control 12 Clicking and or dragging the slider adjusts the playback speed without changing the voice pitch sound pitch Noise Cancellation Con
157. via FTP or Auto Send via FTP Alternative a warning message will appear allowing the user to decide which profile to use x Backup With Backup enabled the files in the folder are backed up to the Backup folder Cleaning This option sets the retention period for the files in the folder The settings include whether or not to move the files to the Recycle Box and whether or not to delete them permanently once the retention period has expired Retention Period Sets the length of time until file cleaning occurs after the files have been moved to the Finished Sent Items folder Value 1 99 Unit Month s Week s Day s By clicking the cleaning function can be configured Enabled Enables or disables the cleaning function Target The minimum age of files to which cleaning is applied Default 1 month Option The conditions for deleting cleaned files These settings can also be configured in the Cleaning Settings dialog box which is displayed by clicking Purge zzz This option is configured for the Backup folder or Recycle Box With Purge configured for the folder the files in the folder are automatically deleted purged To configure Purge for the folder select its checkbox Default unchecked This option sets the length of time until purging files once they have been copied to the Backup folder or moved to the Recycle Box Retention Period Value 1 99 Unit Month s Week s Day s By clicking
158. y clicking to display a dialog box where they can be configured Both ways allow for configuration of the properties 98 180 8 1 2 Attributes The following folder attributes can be configured Attributes L Enabled L Name _ Path __J Encryption L Password L Ownership L Support Document Type Enabled This attribute sets whether or not to display the folder in the folder tree This setting works with the ON OFF setting of the checkbox in the folder tree With this attribute set to False Hidden the folder is not displayed in the application s folder tree and files cannot be manipulated downloaded imported moved or copied with the folder T Name This attribute sets the folder name It can be entered by clicking on the cell T Path This attribute sets the folder path It can be configured using the Browse for Folder dialog box which is displayed by clicking k Encryption With the Encryption attribute set to Yes files in the folder are encrypted Moving the folder does not affect the Encryption attribute Password If the Encryption attribute is enabled the encryption password for files stored in the folder needs to be specified The password is set or modified in the Change Password dialog box which is displayed by clicking La It can be specified using 4 to 16 one byte alphanumeric characters ap 99 180 Ownership With the Ownership attribute set to Yes an audio file is

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