DigiTel Manual
Contents
1. Confirm Send Press Send again to confirm that you are ready to send this dictation Hangup Thank you for using Digi e and have a great day Goodbye Enter Worktype Enter a work type number and press pound or just press pound Invalid Worktype Please enter a work type number again and press pound Enter Reference Enter a reference number and press pound or just press pound Send 2 Dictation sent Press 2 to begin recording a new dictation and then begin speaking after the beep Or hang up to disconnect Send Dictation sent Press Record to begin recording a new dictation and then begin speaking after the beep Or hang up to disconnect Send Begin Record Dictation sent Begin speaking after the beep to begin recording a new dictation Or hang up to disconnect Send Worktype Dictation sent Enter a work type number and press pound or just press pound Or hang up to disconnect Send Reference Dictation sent Enter a reference number and press pound or just press pound Or hang up to disconnect Send Hangup Dictation sent Thank you for using Digi e and have a great day Goodbye Help For assistance please call the system administrator Max Rec Time 2 Pardon the interruption Please press 2 to continue recording Max Rec Time Pardon the interruption Please press record to continue recording Volume Increased Volume increased V2. FREQUENTLY ASKED QUESTIONS 1 When just hang up the phone what happens to my current dictation file Your current dictation file is automatically sent before the hang up takes place 2 When press the volume increase or decrease touch tone to change the playback volume why is my playback volume back to its original value when log in the next time The touch tone based volume change is to compensate for an unusually strong or weak phone line connection If you want your default playback volume increased or decreased please ask the System Administrator to adjust your volume accordingly 3 If I m recording for a long time and want to be sure am still connected to the system may press record again while recording to hear the Record Confirmation Tone again Yes you may 4 Why does the system place me into Stop mode and tell me Pardon the interruption Please press 2 or Record to continue recording Without this timeout if you should put your phone down for a long period while in Record mode you could fill up the computer s hard drive and no one else can use your line until you hang up If this prompt comes on earlier than youd like please ask the System Administrator to adjust your Maximum Record timeout 5 Why when stay logged in and go to lunch do return to find my dictation has been sent and the system has hung up This is because your Maximum Stop timeout has elapsed to allow someone else the opportunity to use t
3. Fz r E 4 Re eee ae lt o DigiTel OU ea Pe Da i ot i EE Technology by Apptec Call In Dictation System DigiTel Manual Installation setup and use Apptec Corporation Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice Version 20 07 05 0 DigiTel Call In Dictation System COPYRIGHT Copyright 2007 2011 Apptec Corporation All Rights Reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written consent of Apptec Corporation Trademarks cy DigiTel lt 7 FTP Magic Se ReportGenie Digi Alert i DigiScribe are trademarks or registered trademarks of Apptec Corporation All other trademarks or registered trademarks are the property of their respective companies Changes Apptec Corporation reserves the right to make changes to its products and specifications at any time Information furnished by Apptec Corporation is believed to be accurate but no responsibility is assumed by Apptec Corporation for any result from the use of said information License Terms And Conditions DigiTel software is licensed to you under the terms and conditions contained in the END USER LICENSE AGREEMENT located in the program s License directory PLEASE READ THIS LICENSE CAREFULLY BEFORE USING
4. Star Pound 1 second silence Rewound to the beginning Fast Forwarded to the end Rewinding Fast Forwarding Played to the end you want to review and press pound Ready optional use instead of Begin Record Ready optional use instead of Continue Record Stopped Silence detected recording stopped The dictation server is busy Please hang up and try your call again later Thank you for calling the Tips Hotline We appreciate your help Please begin speaking after the beep and then hang up when you are done If this is an emergency please hang up and call 911 Thank you for calling the Tips Hotline We appreciate your help Please begin speaking after the beep and then hang up when you are done Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 21 0 DigiTel Call In Dictation System Place the following prompts into c Apptec DigiTel Do Not Touch Prompts Welcome Enter PIN Enter PIN AM Good morning Enter your Digi ce PIN and press pound Enter PIN PM1 Good afternoon Enter your Digi e PIN and press pound Enter PIN PM2 Good evening Enter your Digi ec PIN and press pound Enter PIN AM Guest Good morning Enter your Digi e PIN and press pound Or just press pound to log in as a guest Enter PIN PM1 Guest Good aftern
5. c Gemini PersonalP layer Files Inqueue 1 1 Ro 2 8 26 2007 17 49 571000 O Vox 45056 00 00 11 17 50 27 19g3525555155S4421 The data shown in the logbook includes the dictation destination the file name the file size the file length HH MM SS the time it was sent the touch tones entered during the dictation session and the Caller ID The logbook also logs system activity including the time of system startup and exit and the time each channel returns Idle The touch tone field of each file also shows the method of hang up if by CPC or by the DTMF A touch tone if the Max Rec or Max Stop timeouts elapsed or if a Line Override was used on eS File Options ec ciaia vet wee PeR Pao REEPORTGENIE is an optional Priority D Date From D Date To mino ANC mht oci ciosa ww Tl lt I utility that imports the data from Reference Dictation Destination Data Source EO Marn e one or more Log Books and lets a a ao amp x cane Leest Fator you quickly and easily sort the p90 so 0 system activity data and create Dictations 661 Time 049 29 35 Invoice 2 969 58 Reports including Billing Reports 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 04 14 2009 10 00 04 14 2009 lf you did not order your system with Report Genie download it at www DigiTelSoftware com for a free 30 day evaluation GEPEBGEoN
6. then use the 64 Bit version of the DigiTel installation program otherwise use the 32 Bit version The installation procedure is slightly different for 64 Bit and for 32 Bit installations so please refer to the appropriate 64 Bit or 32 Bit Quick Start Guide Notes 1 If connecting the DigiTel Pod to a USB Hub it must be a Powered Hub capable of supplying 500 mA milliamps of current to each of the Hub s USB ports An unpowered usb hub only supplies 100 mA 2 Once the DigiTel Pod s Driver is installed if the Pod is moved to a different USB Port the Driver will need to be installed on that Port too 3 If connecting more than one DigiTel pods to a pc connect one at a time and complete the Found New Hardware wizard before connecting the next pod 4 Once the DigiTel Pod s Driver is installed and the DigiTel software is running the DigiTel Pod s LED will blink to show that the system is running 5 When using more than one DigiTel Pod it is preferable to connect them directly to USB Ports on the pc If using a Hub with many Pods it is preferable to use an Internal Hub instead of an External Hub Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 4 0 DigiTel Call In Dictation System Step 2 Set Windows Power Options and run Windows maintenance utilities Power Options After installing Digi el check Windows Power Options to make sure t
7. ACTIVATION DATA SOFTWARE UPDATES Une Play Voi noc Gain Diaconnect T Awto Pm exhibit different audio levels o a The Disconnect parameter if set greater than 0 will trigger the line to disconnect when the line voltage goes below 3 volts for the Disconnect number x 14 milliseconds LINE SETTINGS ALL LINES Allow Guests Play Vol RecGain Disconnect Auto PIN M Disconnect upon Touch Tone A We a i fe ro BR T RSA The line voltage going to 0 volts le about 500 mse cones when the calling party hangs up is a CPC Calling Party Control Pulse or une gt Se A Disconnect Supervision Most phone lines do this to indicate when the calling party has hung up You may need to ask your Phone Company or PBX provider to enable this feature on your phone lines SAVE DEFAULTS Check Disconnect line upon DTMF A if the phone system such as an older Comdial system only sends an A Touch Tone when the calling party hangs up Set the Seconds of Silence will Stop Recording to 15 30 45 60 or 90 seconds to allow that many seconds of silence to switch Record mode to Stop mode If your phone line doesnt provide Disconnect Supervision or a DIMF A to indicate when the calling party has hung up if you phone line goes silent when the calling party has hung up this mode can be used to more quickly return the line to Idle mode than just waiting for the user s Max Rec timeout to elap
8. THIS SOFTWARE BY USING THIS SOFTWARE YOU ARE AGREEING TO BE BOUND BY THE TERMS OF THIS LICENSE Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 2 0 DigiTel Call In Dictation System TABLE OF CONTENTS 4 5 DIGITEL INSTALLATION e PC Requirements e Operating systems e Telephone lines e Run DigiTel Installation exe e Set Windows Power Options and run Windows Maintenance 6 FTPMAGIC File Transfer Utility optional e See FTPMagic User Manual and Quick Start Guide 7 REPORTGENIE Report Generator optional e See ReportGenie User Manual and Quick Start Guide 8 DIGISCRIBE Transcription Software optional e See DigiScribe Manual and Quick Start Guide 9 DIGIALERT Email and Text File Status Messaging optional e See DigiScribe Manual and Quick Start Guide 10 19 DIGITEL SETUP Activation Data Menu Lines Menu Users Menu DigiAlert General Menu Main Menu Log Books ReportGenie Service Menu Worktype Paths DigiAlert 20 22 DIGITEL PROMPTS e Standard prompts e Personal greetings 23 TELEPHONE LINE SURGE SUPPRESSOR optional 24 SOFTWARE UPGRADES 25 26 FREQUENTLY ASKED QUESTIONS 27 LIMITED WARRANTY amp LICENSE AGREEMENT Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 3 0 DigiTel Call In Dictation System DIGIT EL INSTALLATION PC Requirements For 1 to 8 ports
9. at the bottom of the main menu shows the new dictations that have been created Click RESET to clear it to 0 The Drive Free display estimates the percentage of the c Hard Drive and the number of hours for new Digile l wav files that are available for new dictations if the Backup Dictation files are stored on an external Hard Drive The Line Monitor shows each phone line s Voltage and also each line s audio level An outside phone line is typically 45 to 48 volts when On Hook 11 to 15 volts Off Hook that is once the ringing line has been answered by Digilel and drops to O volts during the CPC Pulse Disconnect Supervision duration that is when the calling party hangs up and the phone line indicates this by removing the line voltage for typically 500 milliseconds A phone line extension from a facility s phone system is typically 20 to 24 volts when On Hook and 6 to 10 volts when Off Hook During the CPC Pulse it may only drop below 3 volts for a few hundred milliseconds to up to 5 or more seconds The main menu also shows the activity of all the system s lines The activity shown includes the line State record play etc the State Time the number of seconds in that state the User Pin and User Name the Activity in record the length in HH MM SS of the current record segment in play the current position in HH MM SS in the dictation the most recent 13 Touch tones entered by the user and when the activity screen is
10. it to be acted upon in any mode other than Record mode for all users It may be set to 2 32 ms 3 48 ms 4 64 ms 5 80 ms or 6 80 ms A lower setting will allow for quicker telephone key presses The default setting is 4 The Log Book Delete Days value sets how many days to keep activity log books You may set this up to 999 days 2 7 years or you may set this to 0 to disable automatic deletion of old log books The ReportGenie uses the Log Books as the source of its data so keep Log Books for as far back as you may want to create a report for Check Backup Dictation Files and a backup copy of each dictation will be sent to the Backup Dictation File Path you enter or browse to The Delete Days value is the number of days you want to keep backup copies of each dictation You may set thus up to 999 days 2 7 years or you may set this to 0 to disable automatic deletion of old backup files Users who are Reviewers use the Backup Files as the source of their files so keep Backup Files for as far back as you may want to listen to an old file Make Directory Shown Above lets you quickly create a backup folder if it doesn t already exist Default sets the backup path to its default It is recommended to set the Backup Dictation Files to send the backup files to an external hard drive That can be a network drive on another pc or an external USB Hard Drive Using an external hard drive will give you an opportunity to recover dictation fil
11. pc s it can be installed and evaluated for free for 30 days after which you may then purchase a License Key to fully activate it from your DigiTel reseller If you want to send Digil el dictation files to a remote Transcriptionist using FTP Folders is the secure way to send them and FTPMagic is the effortless way to automatically upload files to FTP Folders FTPMagic can also be used to send your typed documents to your clients FIP Magic Sea Ihe DigiScribe Transcription Software File makes retrieving dictation files from th a ie FTP Folders effortless DigiTel Demo Disconnect Uploading 0007 1 Andy 1642010 15636 100000_ wav The use of FIP Folders allows you to Be send dictation files easily to one or 0007 Tandy 1642010 15636100000 more remote transcriptionists 0008 1 Andy 1642010 15815100000 _w 0009 1 Andy 1642010 1510 10100000_ 0010 1 Andy 1642010 15174510000P_ opener deta order arises FTP Folders also allow you to send dictation files when you re away so you can retrieve them while traveling or to SB FTP Magic easily transfer them to someone who is Sent ils covering for you while you re away FTP Folders are also a secure and effortless way to send your typed work to your clients If you would like to rent one or more FTP folders on Apptec s Secure Servers or have questions please email Info DigiTelSoftware com for more information Our FTP Folder rental costs less th
12. scrolled to the right the Caller ID and the File Name The standard File Name consists of the following data File Number Line Number User Name User PIN Dictation Date Months Day Year Dictation Time Hours Minutes Seconds Department Number 0 Worktype Number Reference Number 0 Priority _ File Format When priority is set it is a P or when cleared it is a O The values in parenthesis are reserved for future use Custom File Names that contain a subset or rearrangement of the File Name data are possible Email Info DigiTelSoftware com for more information and a cost quote Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 17 S DigiTel Call In Dictation System WORKTYPE PATHS f Use Worktype Paths is enabled ee in a user s profile their dictation arias ee eee onal destination will be determined by the oP paopao ortocentro WORKTYPE PATHS menu settings le If the user s Enter Worktype option is enabled and the user just presses at the enter Worktype prompt or the Enter Worktype option is not enabled then the Worktype number for that dictation will be the Default Worktype from that user s profile But if the user s gt feriepiecibielbitaionies lt j _ShowEmaiaenssettinss Enter Worktype option is enabled and they enter a Worktype number when prompted to do so then the Worktype number for tha
13. set the Choose What Closing The Lid Does to Nothing Also set the Choose What The Power Buttons Do to Ask Me What To Do Windows Disk Cleanup Utility It is recommended to run the Windows Disk Cleanup utility once per month To run Windows Disk Cleanup utility click All Programs then Accessories then System Tools and then Disk Cleanup It is recommended to set its options to clean up everything except the Recycle Bin which you can do manually unless you are confident that you dont need anything you ve sent to the Recycle Bin and except its setting about Compressing Old Files Windows Disk Defragmenter Utility It is recommended to run the Windows Disk Defragmenter utility once per month after you have run the Disk Cleanup utility To run Windows Disk Defragmenter utility click All Programs then Accessories then System Tools and then Disk Defragmenter Anti Virus Software lt is recommended to have an anti virus software active and to run a Full Scan once per month Put the c Apptec folder into the anti virus Exception List A free version of AVG Anti Virus software available at www FreeAvg com Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 5 0 DigiTel Call In Dictation System FTPMAGIC optional FTPMagic is an optional program that is free when used on the same pc as Digilel and with Apptec s FTP Folders On other
14. toa mapped drive letter to the shared path c Apptec ReportGenie FileStatusData lf ReportGenie is located on a pc that is not networked to the Digilel pc the data path will need to be set to an Intake Path of FTPMagic such as c Apptec FTP Magic Intake Paths ReportGenie FileStatusData 1 FTPMagic will need to be installed on the DigiTel pc and will need to be set to upload from that Intake Path to the FTP Folder settings provided to you by your Digil el reseller or by Apptec Corporation sending file status data to ReportGenie allows a system supervisor to monitor the transcription status of each file Close USERS unes GENERAL WORKTYPE PATHS IREN Browse To Path c BabyDell 1420 Refresh Report Genie Data Report Genie 1 ey c Apptec FTP Magic Intake Paths ReportGenie File Status Data 1 Report Genie 2 c Apptec FTP Magic Intake Paths ReportGenie File Status Data 2 Report Genie 3 gt c Apptec FTP Magic Intake Paths ReportGenie File Status Data 3 Report Genie 4 c Apptec FIP Magic Intake Paths ReportGenie File Status Data 4 Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 19 0 DigiTel Call In Dictation System DIGIT EL PROMPTS Digil el speaks prompts to each user to help them to log in to the system and to help them use the system with ease Additional sets of prompts for various languages and in di
15. DNAUWUNEe cesgegeasealt ee a aa aa aaa aa aa aa aa i eo000000000000 f Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 16 0 DigiTel Call In Dictation System The Show Service Menu at the top of the main menu will open the Service Menu Click it again to hide the Service Menu The Line State Overrides in the Service Menu m allow you to hang up a user manually if you 2 pisite desire When you click Enable the following Reinstall Pod Driver m essa e a ears Do at next Upgrade g pp Drive Free 40 GB 27 3 1393 Hours Before using a Line State Override monitor the line s VU Meter to see if a user is actively recording Upon overriding Record mode if the line goes back into Record in a few seconds the user is still on the phone Press Override to change the line s State from any mode to Stop or from Stop to Hangup Are you sure you want to enable Line Overrides ves No The Total Dictations counter at the bottom of the main menu shows the total dictations that have been created since the system was installed When it reaches 99999999 it will roll over back to 1 This counter can be set to 0 or to any value in the General tab lt would take 27 years for the Total Dictations counter to reach its maximum count if 100 users were each dictating 100 dictations every day of the year each year for 27 years The New Dictations counter
16. Format Prompt Set w wary English Kate api _H Repeat users preference too Backspace is the number of seconds the user s dictation will rewind each time they press Play Rwd Fwd is the number of seconds the user s dictation will rewind or fast forward for each second elapsed in that mode Max Rec is the maximum number of minutes a user may stay in record before they hear a prompt asking them to press Record to continue recording Max Stop is the maximum number of minutes the user may stay in stop before the system will send their dictation and hang up File Format may be set to wav or vox Wav records at 8 KB sec 28 8 MB hour and vox records at 4 KB sec 14 4 MB hour Set only to wav file format when sending dictation files to DigiScribe Prompt Set may be set to one of the available prompt sets Prompt sets are available in various languages as well as in female and male voices Department is the Department number assigned to each of this user s dictation files It will become part of the file name Default Worktype is the Worktype number assigned to each of this user s dictation files if Enter Worktype is not enabled or if Enter Worktype is enabled and the user just pressed at the Enter the Worktype and press pound prompt Talk Off Rejection sets how many milliseconds a Touch Tone has to last for it to be acted upon in Record mode for this user The default value is 4 but it can be set
17. _ tm el ell cema 022072010 ft MAIN MENU Reference Dictation Destination Reviewed Data Source Ss a i Report Name p F i Invoice Estimator All Files ia ee aj Change Position Cents Line Lines Hour Rate Hour 10 0 x 600 60 00 ference Dictation Destination C_Apptec_Digitel Dictation Files Milie C_Apptec Digitel Dictation Files Millie C_Apptec_DigiTel_Dictation Files_Debbie C_Apptec_DigiTel_Dictation Files_Debbie C_Apptec_Digitel_Dictation Files_Millie 0102 2005 09 56 10 00 03 52 01 02 2009 10 00 16 00 02 08 01 02 2009 12 38 46 00 09 03 01 02 2009 13 14 54 00 12 15 01 02 2009 13 51 39 00 05 41 01 02 2009 13 58 5 205 01 02 2009 01 02 2009 01 02 2009 01 02 2009 01 02 2009 01 02 2009 01 02 2009 ae FE TEE TH FE Fi F F 5 F Hig Te I l HER ees HUH FE a C Apptec DigiTel Dictation Files Debbie 7 F Se gt ReportMagic Installation The Installation Program Quick Start Guide and User Manual can be found on the installation CD You can check if a newer version or updates are available at www Digi TelSoftware com Please refer to the ReportGenie Quick Start Guide and User Manual for complete installation instructions Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 7 S DigiTel Call In Dictation System DIGISCRIBE optional DigiScribe is an optional program that i
18. a list of the users Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 11 0 DigiTel Call In Dictation System USER IDENTITY DICTATION DESTINATION ToUCH TONE FUNCTIONS CUSTOM SETTINGS EMAIL ALERTS n th e D CTATI O N D E STI N ATI O N tab en te r th e Retresn E c Babyden 1420 x ae eee path where you want this user s dictations sent Joore eee ua YOU may browse to a path or enter it directly O EAA Default returns the path to its default lf you want the dictation destination to be based upon the Worktype that the user entered then check Dictation Path set by WORKTYPE PATHS The dictation destination will then be based upon the paths set in the WORKTYPE PATHS menu In the TOUCH TONE FUNCTIONS tab select the touch tone for each function to match a user s preference or for compatibility with a dictate station A Touch Tone Function can also be set to a blank to disable that function In Dictate mode the following functions are available Stop Record Play Rewind F Fwd Priorty Send Hangup File Vole Wol Help The Disable all functions exc ept for k eys lets you BRR ee ee ee eee quickly disable certain functions for that user Disable all functions except for Stop Record Send Record Send Record In Review mode the following functions are available Stop Record Play Rewind F Fwd Priority Next Hangup File Vo
19. an 50 per day and includes unlimited file transfers They are available on a monthly rental basis so you can add or remove Folders as your needs change FTPMagic Installation The Installation Program Quick Start Guide and User Manual can be found on the installation CD You can check if a newer version or updates are available at www Digil elSoftware com Please refer to the FTPMagic Quick Start Guide and User Manual for complete installation instructions Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 6 0 DigiTel Call In Dictation System REPORTGENIE optional ReportGenie is an optional program that is purchased separately from DigiT el lt can be installed and evaluated for free for 30 days after which you may then purchase a License Key to fully activate it from your DigiTel reseller lf you want to quickly and effortlessly search for dictation files or want to create usage and estimated billing reports or want to monitor the status of each dictation file then you can use ReportGenie to create reports from Digilel s dictation activity log files ReportGenie may be evaluated for free for up to 30 days You may then purchase a License Key to fully activate it from your DigiTel reseller File Report Criteria Options REPORT CRITERIA Date Range Include All Days Priority Dept Work File D Date From D Date To lt Minutes ty mio xf e
20. compatible Dictate Stations such as Slide Switch Microphone and Hands Free Dictate Stations from www DigiTelSoftware com 9 If a users Dictation Destination path is not available because the network is down what will happen to my current dictation Your dictation file will be sent to the default c Apptec DigiTel Dictation Files path The System Administrator can then move it to your desired destination when your network is back online 10 When the Digilel Pod is operating hear clicking sounds from time to time Is that normal Yes it is As each line is called or hung up there is a relay that engages and disengages 11 When my computer boots up sometimes hear strange sounds from the Pod before the Digi e software initializes Is that normal Yes it is 12 The Green LED on the Pod stays lit when the pc is booting up and flashes when the program is running Is this normal Yes it is The LED will light when the USB port powers it up and it will blink while the DigiTel program starts running 13 Can send dictations as email attachments Itis not recommended because it is not a secure transfer method and email servers limit the size of files that can be attached The recommended method to transfer files securely is by using FTP Folders FTP Folders can be rented for less than 50 per day by contacting Info DigiTelSoftware com 14 What program do you recommend for a transcriptionist to use to play DigiTel s dictation files Any
21. d Dictate Mode save the user s data DELETE will u Andy Review Mode Optional Restrict access by Dept Worktype cl ear a u se r S ide ntity an d set al fields to defaults DEFAULTS will return the user s data except the user fr o 1 a G User PIN and User Name to PIN 1 NAME Andy default conditions COPY will copy the current user s data except the User s PIN and Name and PASTE will paste this data into any other user s data This is handy when setting up multiple users that will use the same setup 7 _DigiTel Toolbox Close User Report LINES GENE All User Data except User Identity The menu item Paste to all users lets you select all User User PIN Dictation Destination Touch Tone Functions or some data from the Copied User to set into every Custom Settings Talk Off Rejection Only user s profile Prompt Set Only Email Alerts In the USER IDENTITY tab enter a User PIN up to 6 numbers and a User Name up to 14 letters and numbers You may also enter a User Password up to 6 numbers select Dictate Mode if the user will be recording dictations Select Review Mode if the user will only be listening to dictations A reviewer can select dictations to review by their File Number or their Reference Number and can be restricted to accessing only certain dictations by their Worktype and or by their Department values User Report opens a text document showing
22. ecome part of the file name The Worktype number may be up to 2 digits lf Enter Reference is enabled the user is prompted to enter a Reference and press pound This Reference will become part of the dictation s file name The user may just press to skip this prompt The Reference number may be up to 15 digits lf Auto File Number is enabled the user will hear File Number followed by the dictation s file number upon pressing the Send or Disconnect Touch Tone The user can also hear the file number of the dictation before pressing Send or Disconnect by pressing the Annotate touch tone lf Confirm Send is enabled the user will be asked to press Send again to confirm that they are ready to send the current dictation lf Confirm Hangup is enabled the user will be asked to press Hangup again to confirm that they are ready to send the current dictation and hang up lf Record AGC is enabled automatic gain control will be turned on to smooth the level of the recording lf Auto Record is enabled after logging in the user will hear Begin speaking after the beep and they will be placed into Record mode automatically If Worktype and or Reference are enabled they will hear those prompts first In Review mode se Sater oss T Revew Deporren i 3 ims and default Review Worktype of 0 mE E z E fo Review Worktype EE nl cad eee S F allows all dictations to be reviewed Fo Prompt Set Piel Options m kar E
23. ect DigiAlert Test Message The data shown here is included in the e FILE 1234567890 PRI e REF 123456789012345 Email Alert message jes a WT 12 e USER ANDY123456789 e DEPT 5 e DICT 10 01 10 10 07 e Test Status DigiAlert Installation The Installation Program Quick Start Guide and User Manual can be found on the installation CD You can check if a newer version or updates are available at www Digil elSoftware com Please refer to the DigiAlert Quick Start Guide and User Manual for complete installation instructions Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 9 0 DigiTel Call In Dictation System DIGIT EL SETUP Click TOOLBOX from the main menu to enter the activation data set the line parameters setup users and their settings and to check for software updates ACTIVATION DATA MENU To activate your system s lines open the Toolbox and go to the Activation tab Select the Number of Digile Pods that are connected Then enter the number of Lines the Serial Number and the License Key from the label on each Digile l pod The Status LED will glow green when the data is correct Then click SAVE and RESTART NOW and Digi e will restart activated LINES MENU CETA a The Play VOL and REC GAIN can be set for each Line to compensate if each of your phone lines users IMZ GENERAL WORKTYPE PATHS REPORT GENIE
24. ed for free for 30 days after which you may then purchase a License Key to fully activate it from your DigiTel reseller DigiAlert sends Emails and or Text Messages in response to file status updates reported by DigiTel FtpMagic or DigiScribe lt announces the availability of a new dictation to a transcriptionist and or to a Supervisor when used with Digil el and or FtpMagic And it announces the availability of new typed work to a client when used with FtpMagic DigiAlert saves everyone time by letting them know the instant work is available instead of needing to keep checking to see if work is available And with the Priority Alert mode it s a great way to just be informed when Priority work is available In DigiTel file status updates can be announced for each user s dictations or just for each user s Priority dictations or by the Worktype of each dictation In FtpMagic file status updates can be announced for each dictation sent to a particular FTP folder or just for Priority dictations sent to that FTP folder In DigiScribe file status updates can be amp dicisier Test Message announced each time a dictation file is E s Edit View Tools Message Help M Reply Reply All MB Forward Mh downloaded from an FTP folder or being From DigiAlert lt apptec optonline net gt tran scribed Or skipped saved Or Date Sunday December 05 2010 9 01 PM com p eted a To Andy lt Info DigiTelSoftware com gt Subj
25. es should your pc s Hard Drive fail USB Hard Drives 800 GB and larger can be purchased at local stores such as Staples Best Buy and warehouse stores for around 100 Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 15 0 DigiTel Call In Dictation System Main Menu a Scroll the activity section to the Line _CallerID_ File Name A right to see the Caller ID and MA File Name fields LOG BOOKS The calling party s Caller ID from the phone line will be shown and noted in the Log S ato oc Book if Caller ID is available on 4 TTT 0 DigiTel that line and if the General a TewoevAeee menu s Answer Rings is set to 2 or more Total Dictations 0 New Dictations 55 RESET Drive Free 40 GB 27 3 1393 Hours Clicking LOG BOOKS will let you select which Log Book you wish to open A new Log Book is created for each day and each Log Book contains a history of the activity on the system DigiTel Log Book for 08 26 2007 Notepad File Edit Format View Help DigiTel Log Book for 08 26 2007 Destination File Name Size Length Time Sent Touch tones Km Apptec DigiTel Dictation Files 1 1 Andy 1 8 26 2007 17 47 59 1 O O 12345 0 P_ wav 459162 00 00 57 17 49 15 244341631988 g a Apptec DigiTel Dictation Files 1 1 Andy 1 8 26 2007 17 49 23 1 0 O 258369 O O_ wav 135418 00 00 16 ars 49 43 21
26. fferent voices are available at www DigiTelSoftware com To make new prompts with your own voice dictate them in wav file format using Digil el rename them as shown below and then copy them into a new prompt directory c Apptec DigiTel Do Not Touch Prompts YourNewPrompts Then set each user s profile that will be using those new prompts to YourNewPrompts or the name you substituted in their profile s Prompts drop down box Press Record 2 Press 2 to begin a new dictation and then begin speaking after the beep Press Record Press Record to begin a new dictation and then begin speaking after the beep Confirm Hangup Star Press the Star key again to confirm that you want to hang up Confirm Hangup Press Hang Up again to confirm that you want to hang up Confirm Replace 2 Press 2 again to confirm that you want to overwrite a part of this dictation and then begin speaking after the beep Confirm Replace Press Record again to confirm that you want to overwrite a part of this dictation and then begin speaking after the beep Confirm Delete 2 Press 2 again to confirm that you want to start this dictation over and then begin speaking after the beep Confirm Delete Press Record again to confirm that you want to start this dictation over and then begin speaking after the beep Confirm Send Pound Press the Pound key again to confirm that you are ready to send this dictation
27. hat Hibernation and other Sleep Modes are not enabled and that the Processor CPU and Hard Drive are not set to power down after a period of inactivity It is ok to enable the Monitor to power down after a period of inactivity To check Windows Power Options open Windows Control Panel and in Windows 7 click System amp Security then Power Options In XP and Vista click Power Options Different operating systems will display the Power Options in different ways as described below In all versions choose the higher performance mode In Windows 7 click Change Plan Settings and set it to not Hibernate then click Change Advanced Power Settings and set the Processor and Hard Drive power down settings to Never and make sure the Hibernation and other Sleep modes are not enabled and then click USB Settings and then disable the USB Selective Suspend Setting In XP and Vista choose High Performance mode then click Change Plan Settings and then set Put The Computer To Sleep to Never and never power down the Hard Drive Then exit the Power Options and open the System menu in the Control Panel Then open Device Manager and then click Universal Serial Bus Controllers and then select each USB Root Hub one by one and set each USB Root Hub s Power Management tab to uncheck Allow The Computer To Turn Off This Device To Save Power lf the pc is a laptop pc set both the On Battery and Plugged In settings as described above to Never And
28. he Pod is opened or if the Serial Number or other labels have been removed or altered Please contact the Place Of Purchase so they may confirm if the problem you are experiencing is a hardware issue They may also require a Return Merchandise Authorization prior to returning a defective Pod to them may require you ship the Pod to them postage paid and may have other warranty policies and terms not mentioned here lf the Pod is found to be defective due to a defect in materials or workmanship during the first 90 days after purchase upon inspection by Apptec Corporation it will be repaired or exchanged for a refurbished or new Pod at Apptec Corporation s sole discretion Replacement of an out of warranty Pod is available at a certain cost Please contact your Digilel Reseller or Info DigiTelSoftware com for more information Replacement of an in warranty or an out of warranty Pod always requires the old Pod be returned to Apptec Corporation for analysis LICENSE AGREEMENT Digi Tel SOFTWARE is licensed to you under the terms and conditions contained in the END USER SOFTWARE LICENSE AGREEMENT file called License rtf located in this program s License directory PLEASE READ THIS LICENSE CAREFULLY BEFORE USING THIS SOFTWARE BY USING THIS SOFTWARE YOU ARE AGREEING TO BE BOUND BY THE TERMS OF THIS LICENSE Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 2
29. he line If this occurs earlier than you d like please ask the System Administrator to adjust your Maximum Stop timeout 6 Why am asked to confirm so many touch tones he confirmations for Sending or Hanging up are to protect you from inadvertently doing those functions in case you pressed the wrong key by accident The confirmations for Confirm Replace Delete warn you that you are about to record over some of or your entire dictation This way if you Rewind or Skip to the Beginning and then press Record you are prompted to press Record again to confirm that you really want to Record Over or Delete the Entire Dictation You do not need to listen to these prompts as you can enter the touch tone again while the prompt is playing lf you do not want to hear the confirmation prompts please ask the System Administrator to disable them Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 25 0 DigiTel Call In Dictation System 7 Why do hear the prompt repeating stopped while in Stop mode The stop prompt tells you that you are still connected and the system is waiting for your next command If you find this prompt distracting please ask the System Administrator to disable its Repeat mode 8 May use a Dictate Station instead of a telephone Yes you may Your System Administrator may order them from your Digilel Reseller or can get more information about
30. higher to help reject a person s voice from sounding like a Touch Tone sometimes Stop Options plays a Stopped prompt or a beep tone when in Stop mode Repeat enabled repeats the prompt or tone while in Stop mode lf Confirm Replace is enabled when the user presses Record after having played back or rewound back into their dictation a prompt will ask them to press Record again to confirm that they want to replace a previously recorded segment If the user presses Record after rewinding to the beginning the prompt will ask them to confirm that they want to delete this dictation and begin recording from the beginning Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 13 0 DigiTel Call In Dictation System eee lf Always Append is enabled o Sern when the user presses Rec Gain Backspace Max Rec T Department W Confirm Replace Confirm Send Eg ag c ge CL A nea Record after playing back or Amap g oe Peena Casto ewinding back into their File Format Prompt Set Stop Options M Auto File Number d ictation th ey will wav e EnaishKate gt som HW Repeat automatically be adding to the end of their dictation lf Enter Worktype is enabled the user is prompted to enter a Worktype and press pound This Worktype number may be used to choose the dictation destination based upon the settings in the WORKTYPE PATHS menu The Worktype number will also b
31. in a new dictation and then begin speaking after the beep Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 22 0 DigiTel Call In Dictation System TELEPHONE LINE SURGE SUPPRESSOR It is highly recommended to use our Telephone Line Surge Suppressor to help protect your DigiTel System from electrical surges coming through your phone lines such as those from Thunder and Lightning Storms Digi Tel Pod damage due to electrical current fluctuations or surges is not covered under the Limited Warranty Simply connecting your computer to an outlet surge protector or UPS does not help to protect your Digil el Pod The only recommended way to help protect your DigiTel Pod from voltage surges on the phone lines is by using the Panamax model MOD AT4 4 phone line surge protector connected to a Panamax model M4 EX grounded outlet strip and to plug the M4 EX into a properly grounded wall outlet Then simply connect up to 4 phone lines from your wall jacks to the LINE IN side of the module and the EQUIP OUT side of the module to your Digtr Pod More detailed assembly and usage instructions are available on_bigilel s Installation CD and at www Digil elSoftware com Note These two units connect together with two screws that are included to properly ground the phone jacks These two Panamax products may be available from your DigiTel Reseller It is also available f
32. l Wol Help Next lets you select another dictation for review Disable all functions except for Stop Record Send Record Send Record EMAIL ALERTS requires the installation of DigiAlert Each user s profile can be set to issue an Email Alert and or Text Message to up to 3 people each time a new dictation has been recorded lt can also be set to just issue an Alert when the user has recorded Priority dictation USER IDENTITY DICTATION DESTINATION TOUCH TONE FUNCTIONS CUSTOM SETTINGS EMAIL ALERTS Name Email Address To Andy InfomDigiTelSoftware com cf 8 8 8 tid ss Send Email Alerts For This ccf ooo User s Priority Dictations Only Subject New Dictation from Andy Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 12 0 DigiTel Call In Dictation System In the CUSTOM SETTINGS tab set the parameters to match a user s preference In Dictate mode USER IDENTITY DICTATION DESTINATION TOUCH TONE FUNCTIONS CUSTOM SETTINGS EMAIL ALERTS Rec Gain can be set to match RecGain Backspace Max Rec a Department 2 Confirm Replace Confirm Send h OW ou d ly Or Ss oft y th e user a W Confirm Hangu i is o Default Worktype ii S p e a ks 2 Play Vol Rwd Fwd Max Stop Enter Worktype W Record AGC 4 Talk Off Rejection JESS a oe Fhe Bl Bn eee Play Vol can be set to the Stop Options Auto File Number File
33. nka E 22 Set Review Worktype from 1 to 99 to restrict review to that Worktype or set to O to not restrict review of any Worktype Set Review Department from 2 to 99 to restrict review to that Department or set to 1 to not restrict review of any Department Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 14 0 DigiTel Call In Dictation System GENERAL MENU lf Minimize Upon Startup is enabled Close IAI l Ini i veens unes EEEE woracrer pares REPORT GENIE ACTIVATION DATA SOFTWARE UPDATES Digi T el will Minimize to the task bar upon Total Dictations Counter o Minimize Upon Startup sta rt u p j Answer Rings Ea V Announce New Dictations by Prompt by Tone gyra FE lf Announce New Dictations is enabled Log Book Delete Days 365 a each new recorded dictation will be Se ae a pe ae announced on the pc s speaker by Prompt Refresh G2 c BabyDell 1420 v or by Tone as set The Total Dictation Counter that is Sane aH displayed at the bottom of the main menu AAA may be reset to O or set to any value by entering a new value The Answer Rings value sets the number of rings until Digi Tel picks up a ringing phone line Set to 2 or more for the Caller ID to be displayed in the activity area of the main menu and for it to be noted in the Log Book The Touch Tone Sensitivity sets how many milliseconds a Touch Tone has to last for
34. olume Decreased Volume decreased Volume Maximum Volume at maximum Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 20 S DigiTel Volume Minimum Priority Set Priority Cleared Begin Record Continue Record File Number Enter File Number Play To Review Play To Review 3 File Not Available File Not Accessible One Two Three Four Five Six Seven Eight Nine Zero Star Pound Pause At Beginning At End Rewinding Forwarding Played End Ready Ready Continue Stopped Stopped Silence Server Busy TipsHotline TipsHotline91 1 Volume at minimum Priority set Priority cleared Call In Dictation System Please begin speaking after the beep Continue speaking after the beep File Number Enter the file or reference number of the dictation you want to review and press pound Press play to begin reviewing this dictation Press three to begin reviewing this dictation The dictation you requested is not available Please try again later or enter the file or reference number of another dictation you want to review and press pound The dictation you requested is not accessible Please enter the file or reference number of another dictation One Two Three Four Five Six Seven Eight Nine Zero
35. oon Enter your Digi e PIN and press pound Or just press pound to log in as a guest Enter PIN PM2 Guest Good evening Enter your Digi e PIN and press pound Or just press pound to log in as a guest Invalid Enter PIN Please enter your PIN again and press pound Enter Password Please enter your Password and press pound Invalid Enter Password Please enter your Password again and press pound Personal Greetings You may record a personal greeting for each user Instead of hearing the Press Record prompt each user can be greeted with a personal greeting after they log in A personal greeting gives the user confirmation that they logged in correctly It can also be used to convey important information or to remind them of an important event To make a personal greeting prompt simply dictate the personal greeting in wav file format using Digilel locate and rename them and then copy them into the c Apptec DigiTel Do Not Touch Prompts abc directory where abc is the directory to which that user s Prompt Set s parameter is set for example English Kate Simply name each personal greeting prompt Press Record User123456 where 123456 is the user s PIN Examples of personal greeting prompts are Welcome Andy Press record to begin a new dictation and then begin speaking after the beep Welcome Andy The next staff meeting is tomorrow morning at 9 AM Press record to beg
36. or 199 plus Shipping by contacting Info DigiTelSoftware com Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 23 S DigiTel Call In Dictation System DO NOT use the MOD AT4 by itself this will not provide proper protection It must be mounted to the top of the M4 EX Outlet Strip with the Strip connected to a properly Grounded Outlet to provide proper protection against voltage surges through the phone lines SOFTWARE UPGRADES The latest software and documentation can be found at www DigiTelSoftware com DigiTel Toolbox Close Click File then Check for Updates USERS LINES GENERAL WORKTYPE PATHS REPORT GENIE ACTIVATION DATA ETETEN then CHECK FOR UPDATES at to 20 07 05 DT SRV OCDE a 5 0 0 0 DRIVER auto m atical ly n avi gate to th IS S ite Click below to check for updates for software documentation and prompt sets CHECK FOR UPDATES at www DigiTelSoftware com lf DigiTel is already installed click Software Upgrade to open the software upgrade page then click the Revision Number under the Digi Tel column and follow the on screen instructions While you re on the site also sign up for Update Notices to receive an email when a new upgrade becomes available Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 24 S DigiTel Call In Dictation System
37. s purchased separately from DigiTel lt can be installed and evaluated for free for 30 days after which you may then purchase a License Key to fully activate it from your DigiTel reseller DigiScribe gives the transcriptionist foot pedal control over file playback and lets them easily manage their dictation work A single click marks a dictation Completed or Saves it for later retrieval with the current position in the file remembered DigiScribe lets the transcriptionist easily work with Digilel dictation files as easily as with dictation files from other sources such as handheld recorders 2 DigiScribe File Available Completed AVAILABLE 4 00 13 47 File Doctor 115 12345 00 02 51 09 10 2008 Andy 123456789012 00 01 00 04 06 2010 Police Interview 0 0 00 09 52 05 15 2011 andy0993 0 0 00 00 03 05 15 2011 DigiScribe Installation The Installation Program Quick Start Guide and User Manual can be found on the installation CD You can check if a newer version or updates are available at www Digil elSoftware com Please refer to the DigiScribe Quick Start Guide and User Manual for complete installation instructions Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 8 0 DigiTel Call In Dictation System DIGIALERT optional DigiAlert is an optional program that is purchased separately from DigiTel lt can be installed and evaluat
38. se Set to 0 to disable Check Allow Guests on each Line to allow users to log in as a Guest by just pressing at the log in prompt The default Guest profile is the last 2000 user profile has a PIN of 999999 a User Name of Guest and the Auto Annotate and Auto Record features enabled by default Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 10 S DigiTel Call In Dictation System USERS MENU You can enroll up to 2000 users and set their preferences Each user s preferences include their login PIN and optional Password their play volume and record gain their timeouts their touch tone functions and various other custom settings 7 DigiTel Toolbo Close UserReport Paste to all users TELE LINES GENERAL WORKTYPE PATHS REPORT GENIE ACTIVATION DATA SOFTWARE UPDATES Choose a user to edit by clicking Dictation Destination See on their row in the list or by using C Apptec DigiT el Dictation Files C Apptec DigiT el Dictation Files th e d ro p d own U Ser f e d at th e 2 3 4 C Apptec DigiT el Dictation Files 5 6 7 C Apptec DigiT el Dictation Files ower eft g C Apptec DigiT el Dictation Files CAAnnteciNiniTelNictatinn Files USER IDENTITY DICTATION DESTINATION TOUCH TONE FUNCTIONS CUSTOM SETTINGS EMAIL ALERTS Edit the fields and click SAVE to User PIN User Name User Passwor
39. t dictation will be the Worktype number that the user entered In the WORKTYPE PATHS menu up to 20 Worktype numbers and their associated dictation destinations may be specified If Priority is enabled dictations with the associated Worktype for whom the user has Worktype Paths enabled will be marked as a priority You may browse to a path or enter it directly The path should be set to the dictation path where you would like to receive dictations when the user has entered a Worktype not shown in this menu When Save is pressed the data on this menu is saved and the paths will be automatically made if they do not already exist and they will be validated Valid paths will be highlighted in green paths that do not exist will be highlighted in red USERS LINES GENERAL MORONG AJS Show Email Alerts Settings opens a menu where er you can setup an Email and or Text Message Alert to be sent to up to 3 people for each Worktype a e e e 0 e iee le lee Hide Email Alerts Settings closes this menu aera er e e olee ee le eile ITTTITITIITITITI El Hide Email Alerts Settings Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 18 0 DigiTel Call In Dictation System REPORT GENIE Digil el can send file status data to up to 4 ReportGenie s lf ReportGenie is located on the same network as Digilel the data path can be set
40. virtually any pc old or new For 9 to 19 ports a Dual Core pc and for 20 to 32 ports a Quad Core pc recommended Interface USB 1 1 or USB 2 0 1 to 8 ports For 9 to 32 ports USB 2 0 recommended RAM Memory 1 GB 1 to 8 ports For 9 to 32 ports 4 GB recommended Hard Drive 10 MB for Digile l program 1 GB free or greater 5 GB preferred to hold at least 200 hours of dictation 28 GB free will hold more than 1000 hours of dictation Operating Systems 32 Bit or 64 Bit Versions of Windows Windows 2000 Windows 2003 or 2008 Server XP VISTA Windows 7 Telephone Lines Analog phone lines connected by standard phone cords with RJ 11 plugs It is recommended to use a Grounded 4 Telephone Line Surge Protector see our TLSS 4 Kit to protect your DigiTel system especially in thunderstorm prone areas Electrical surge damage is not covered under the Warranty See Page 20 for more info Step 1 Run DigiTe Installation exe The installation program can be found on the installation CD but please check for a newer version or updates at www Digil elSoftware com There are two different DigiTel Installation Programs one for 32 Bit versions of Windows and one for 64 Bit versions of Windows windows 7 is usually 64 Bit but it may also be 32 Bit Windows Server 2008 XP and Vista are usually 32 Bit but may also be 64 Bit To check if your pc is using 32 Bit or 64 Bit Windows right click My Computer if it says Operating System 64 Bit
41. wav player can be used but our DigiScribe Transcription Software is the only Transcription Software that will truly make your transcriptionist s life easier and help them get their work done quickly Please contact your DigiTel Reseller or Info DigilelSoftware com for more information or install the trial version of DigiScribe from the DigiTel Installation CD or from www DigilelSoftware com 15 How can send dictation files to an FIP Folder for retrieval by my transcriptionists Yes just install FtoMagic It is included Free with DigiTel Please see its User Manual for installation and usage details Apptec Corporation Our products and solutions make your work easier Specifications subject to change without notice 26 0 DigiTel Call In Dictation System LIMITED WARRANTY Software Please see the End User Software License Agreement And Limited Warranty Coverage agreement located in the product s License directory or on the installation CD Hardware The Digi ec Pod is warranted against defects in materials or workmanship for a period of 90 days from the date of purchase The Digile Pod is not warranted for faults that include but are not limited to abuse mishandling alteration accident electrical current fluctuations or surges failure to follow operating maintenance or environmental instructions prescribed by the Digi e Manual and Specification Sheet repairs performed by someone other than Apptec Corporation if t
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