R5 Dictation Module - Northland Business Systems Downloads and Links

EASTERN DISTRIBUTING

Olympus DSS Player ProR5 Dictation Module

Joshua Stewart

7/4/2008

A detailed training manual for the Olympus DSS Player Pro Release 5 Dictation Module.

2 | P a g e

Table of Contents

Explanation of the Dictation Module Windows… … … … … … … … … … … … … … … … … … .. Page 3-4

Menu Bar… … … … … … … … … … … … … … … … … … … … … … … … … … . … … … … … … … … … Page 4-7

Tool Bar… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … Page 8

Playback Control Bar… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … Page 8-9

Dictation Tray… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ...Page 10

Device Manager… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … .Page 11

Status Bar… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ..Page 12

Content List View… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ..Page 12

Information View… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ..Page 13

Properties View… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … .… … Page 14

Customizing the Dictation Module… … … … … … … … … … … … … … … … … … … … … … … … Page 15

Folder Design Options… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ..Page 16

Workflow Options… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ........Page 17-23

User Settings Options… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … ...Page 24-26

E-Mail/FTP Options… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … Page 26-30

Device Options… … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … … .....Page 30-37

Update Options… … … … … … … … … … … … … … .… … … … … … … … … … … … … … … … … … … Page 38

3 | P a g e

Olympus DSS Player Pro R5Dictation Module

The Olympus DSS Player Pro R5 Dictation Module is an application designed for the author. It is mainly used to download adictation file recorded with a DVR (Digital Voice Recorder), or to record a dictation file directly onto a PC or MAC. It canautomatically send a downloaded or directly recorded audio file via email or FTP. It also has the ability to automaticallyreceive a transcribed document file and to manage it with a link to the corresponding audio file. Below is the main screen ofthe Dictation Module. The names and functions of the Main screen components are describes here.

Menu Bar: Displays the

menu used within the Dictation

Module as well as offers tools to

help customize, manage and

control the Olympus DSS Player

Pro R5 Dictation Module. The

Menu bar will be explained in

more detail on pages 2-5.

Toolbar: The toolbar lets

users quickly launch functions

available within the application.

The toolbar view can be

customized by right-clicking on

it. The Toolbar will be explained

in more detail on page 6.

Playback Control Bar:

This bar is used to play audio

files selected in the Content List

view. The Playback Control bar

provides functions and ways of

use similar to the Playback

Control screen. The Playback

Control bar will be explained in

more detail on page 6-7.

Dictation Tray: This is a virtual folder, provided as a root folder, for

managing dictation files. It serves as a management container and has no specific

function. A detailed explanation of each folder function will be explained on page 8.

Device Manager: The device manager is displayed on the left side of the

screen and displays folders in connected devices and cards. Selecting a folder displays

the dictation files in the folder in the Content List view. Page 9

Status Bar: Displays the following information. First Area (Operating statedisplay) Displays the current operating state. In the halt condition, the number ofcontents listed in the Content List view and the number of selected contents amongthem are displayed. Second Area (Icon display) Displays the progress of files beingautomatically sent via email or FTP. Double-clicking this area with an icon displayedshows the Status dialog box, where you can see the progress of transmission. When anerror occurs, an icon appears. By double-clicking the icon, details of the error can beviewed. Page 10

4 | P a g e

Menu Bar

This bar displays the menu list used within Dictation Module as well as offers tools to help customize, manage and control the

Olympus DSS Player Pro R5 Module.

[File] Menu

Content List View: Lists audio or document files in the folder selected in the Dictation File window or Device window.

The Content List View will be explained in more detail on page 10.

Information View: This window can be displayed by clicking [Restore] in the Content List view. This view displaysinformation on content in the Content List view including the content of a document file and the message of a sent email. TheInformation View will be explained in more detail on page 11.

Properties View: This window displays the properties of the file or folder that is currently being focused on. TheProperties View will be explained in more details on page 12.

Button Command FunctionsNew Dictation Opens the Recording screen and creates a new

audio file.

Edit Dictation Displays a selected audio file on the Recordingscreen, allowing file editing.

ConvertDictation

Converts a selected audio file into a specifiedfile format.

Start VoiceRecognition

Automatically transcribes an audio file usingDragon NaturallySpeaking

ImportDictation

Imports an external audio file into theDictation Module

ExportDictation

Converts a selected audio file into externalmedia

Split Splits a selected file at a specified position intotwo files.

Join Joints multiple files into a single audio file.

Encrypt Encrypts a selected file.

Decrypt Decrypts a selected file.

OpenDocument

Open a selected document file

Associate withDocument

Associates a selected audio file with a specifiedexternal document file.

RemoveAssociation doc.

Dissociates a dictation file from its linkeddocument file.

Edit Job Data Edits the job data of a selected audio file.

Change Status Changes the status of a selected audio file.

Ctrl+W Exit Exits Dictation Module.

5 | P a g e

[Folder] Menu

[Edit] Menu

[View] Menu

Button Command Functions

New FolderWhen the Dictation trays is focused on, a customfolder will be created at the same tier as theDownload tray. When a folder in the Download trayis focused on, a subfolder will be created.

Add FolderOpens the Select Folder dialog box, with which, atthe same tier as the Download tray, you can create ashortcut folder for a path to a specified externalfolder.

Remove Folder Deletes the shortcut folder (shortcut path to anexternal folder) created with [Add Folder].

Rename FolderRenames a selected folder. The folders in theDownload tray and custom folders are shortcutfolders maintained internally by DSS Player.

Folder SettingStarts the Folder Design dialog box, with which youcan configure the attributes of a folder.


CutCopies a selected audio file to the clipboard. Pastingthe audio file after cutting it moves the file to thespecified folder.

Copy Copies a selected audio file to the clipboard.

Paste Moves or copies the audio file, which was copied tothe clipboard with the Cut or Copy command into aspecified folder.

Delete Deletes a selected audio or document file.

- Select All Selects all the files in the Content List view.

Copy to Folder Copies the audio file selected in the Content Listview to a specified folder.

Move to Folder Moves the audio file selected in the Content Listview to a specified folder.


Switch to Playback Switches from the Main screen to the PlaybackControl screen.

- Folder Navigation Shows or hides the Audio Tree view

- Property Window Shows or hides the Properties view- Information

WindowShows or hides the Information view.

- Tool Bar Shows or hides the Standard Edit E-mail/FTPCustomize tool bar.

- Status Bar Shows or hides the status bar.- Playback Control

BarShows or hides the Playback Control Bar

- Gridlines Shows or hides the grid lines in theInformation view.

- Columns to Display Shows or hides the columns in the audio listand configures their displayed order.

- Sort by Sorts files in alphabetical order by the columnsselected in the Information view.

Filter On/Off Enables or disables the filtering function.

In-Line Editing Enables or disables direct editing of the itemsdisplayed in the audio list

Refresh Refreshes the audio list on the Main screen

6 | P a g e

[Play] Menu

[Tools] Menu

Button Command FunctionsPlay/Stop Plays a selected file or the first file on the list in the

Content List View from the Position control pointon the Play bar.

Fast Forward Fast-forwards a file. Holding the button speeds upfast-forwarding.

Rewind Rewinds a file. Holding the button speech uprewinding.

Next Index Mark Move the Position control to the next index mark.

Previous Index Mark Moves the Position control to the previous index

Volume Adjust output sound volume

Speed Speeds up or slows down playback.

Tone Configures the tone, placing an emphasis on thehigh or low pitch areas.

Noise Cancellation Selects the level of noise cancellation from 0,1,2 and3.

-Channel

Selects a channel for a sound to be played. Stereo:Plays as stereophonic sound. Monaural: Plays asmonophonic sound. Left channel only: Plays onlythe left side track of stereophonic sound. Rightchannel only : Plays only the right side track ofstereophonic sound

Insert Index Mark Inserts an index mark at the Position control point.

Delete Index Mark Deletes an index mark at the Position control point.

View All IndexMarks

Displays the View All Index Marks dialog box.

Next VerbalComment

The Position control moves to the next index markor the start (or end) of a verbal comment.

Previous VerbalComment

The Position control moves to the previous indexmark or the start (or end) of a verbal comment.

Dictation/Instruction Commend Mode

Switches between Dictation File mode andInstruction Comment mode if an InstructionComment has been recorded in the currentlyselected audio file.

Intro Scan Sequentially plays only the first five seconds of thefiles selected or displayed in the Content List view.

Button Command FunctionsSend Via E-Mail Manually moves a selected audio file to the email

sending box.

Select Speaker Selects the speaker of the PC or by a connecteddigital voice recorder.

Send Via FTP Manually sends a selected audio file via FTP.

Send & Receive Allows you to send and receive files via E-mailand/or FTP

HotKeys On/Off Enables or disables Hot keys.

- Keyboard Settings Displays the user-configured keyboard options.

- OLE Settings Selects the way to handle audio data, when droppinga file to an OLE-enabled application.

Options Displays the Option Settings dialog box for DM.

7 | P a g e

[Device] Menu

[Help] Menu

Button Command Functions- Download Folders

A-GDownloads all files in Folders A-G in the devicedisplayed in the Device Tree view (recorder,PCMCIA card, or removable drive) into thecorresponding Folders A-G in the Downloadtray in the Audio Tree view.

- Download SelectedFiles

Downloads only selected files into the Downloadtray in the Audio Tree view.

Download All

Downloads all files in the device displayed in theDevice Tree view into the corresponding FoldersA-G in the Download tray. Files in theremovable drive that have no folder aredownloaded into Folder A.

Upload Selected FilesUploads the files selected in the Audio Tree viewinto the device displayed in the Device Treeview.

Change Device Mode Switches device mode of a connected device to

Audio mode or Storage mode.

Change Storage Media

This command is enabled only for DS-5000. DS-5000 provides two types of media: the SD cardand micro SD card. This command specifies thecontents of which media is displayed when thedevice is connected via USB to the PC. It isimpossible to display the contents of both mediasimultaneously.

SynchronizeDate/Time

Synchronizes the date and time of the recorderwith those of the PC. The device can also beautomatically synchronized with the PC whenconnected.

Device Setting With this menu, the functions of a connecteddevice can be configured via the PC.


F1Contents Displays the Help for Dictation Module.

-Check for Updates

Checks the Olympus download server for the latestUpdates and downloads them if present.

-About DictationModule

Displays the version information of DictationModule.

8 | P a g e

Toolbar

The toolbar displays the tool bar buttons. Displayed buttons vary depending on the settings. Dragging a tool bar button withthe [Alt] key pressed can change the display order of the buttons or you can right click anywhere on the toolbar to display andselect all of your options.

Playback Control Bar

The Playback Control screen is displayed by clicking [Switch to Playback Control Window] on the View menu on the Mainscreen. This screen is specialized for playing a file.

When you select one of these functions, the

button is automatically added to the toolbar.

9 | P a g e

Title Bar

-Displays the name of the file that is currently being played and the nameof the folder in which the file is stored.

Control Panel

Priority Button

This mark indicates the priority of the file. A red mark means that thefile is assigned high priority.

Audio/Instruction CommentMode Switching Button

Switches between audio playback and Instruction Comment playback.In Instruction Comment mode, the icon turns to green and the Play baris surrounded by a green line.

Information Button

Clicking this button displays property information of a file. The Mainscreen does not have this button.

User Setting Button

Clicking this button displays User Setting dialog box. Playbackcondition & Transcribe Bar settings can be changed.

Show Status Bar ButtonShows or hides the status bar. The Main screen does not have thisbutton.

Play Bar & Position Slider

Graphically displays which part of the current file is being played. Therange, from the beginning to the currently played position, isrepresented with , and verbal commented rages are representedwith .

Index Mark

Clicking inserts an index mark at the point of the Position control.Displayed Area Slider Indicates the currently displayed range in the filewith . Dragging the slider shifts the displayed range.

Control Buttons

Pressing these buttons moves the Playback Position control. Tobeginning of file, previous index/verbal comment, rewind, play, fastforward, next index/verbal comment, end of file.

Playback Position

Displays on the immediate right of the Play bar, in the format ofHH:MM:SS. The playback position of a file is displayed in blue, and thetotal recording time length is displayed in white.

Timescale Control

Displays the timescale of the Play bar. The time frame can be changedin the range of a 1-minute width to full scale. Clicking up or downchanges the timescale.

Volume Adjustment

Adjust output sound volume. This function is not available with anolder sound board that does not have electronic volume adjustmentcapability. If that is the case, adjust the volume manually.

Audio Output

Displays the current state of audio playback. In the case of monauralrecording, the L and R outputs are displayed at the same height.

Speed Adjustment

Clicking the up and down arrows or dragging the slider adjusts theplayback speed without changing the voice pitch (sound pitch). Thecontrol is hidden by default.

Noise Cancellation

Clicking the up and down arrows or dragging the slider adjusts the noisecancellation effect in four levels of 0,1,2, and 3. This control is hiddenby default.

Tone Adjustment

Clicking the up and down arrows or dragging the slider adjust the tonein 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 information. First Area: The current operatingstate (Play, Stop, Fast-forward, Rewind, QUE, REVIEW) Second Area:Author ID Third Area: Work type Fourth Area: Comment

10 | P a g e

Dictation Tray

This Dictation Tray is also referred to as the Audio Tree view. This is where all of the audio files are located on the PC.

Title

This title will display the name of the current view.

Pin Button: Switches thedisplay mode of the viewbetween auto hide and alwaysdisplayed.

On

Pushed in will ensure that the view will alwaysbe displayed.

Off

Automatically hidden when not in use. Todisplay the view again, press the << in theContent List view.

Tool Bar Displays the tool buttons for working with a file. Go to the Folder Menu section on page 3for additional information on functions.

- The folder structure is displayed under the Dictation tray.

11 | P a g e

Device Manager

The Device Manager is also referred to as the Device Tree view. This view id displayed on the left side of the Main screen.This view is only displayed when the device is connected. It displays, with icons, the devices supported by the DM.

Hide/Restorebutton

Pressing the hides the Device Manager view. Pressing the restores the DeviceManager view. Note that if no device is connected, pressing this button does not show theview.

Tool Bar Displays the tool buttons for working with a file. For more info on the functions of theseicons, see the Device View on page 5.

- The folder structure under ‘Device Manager’is displayed.

12 | P a g e

Status Bar

The information in the status bar changes depending upon which screen you’re looking at, but essentially, it provides you withinformation relating to the file selected.

Content List View

The Content List View is displayed in the center of the Main screen and cannot be hidden. Lists audio or document files inthe folder selected in the Dictation File window or Device window.

Title

Shows or hides the Audio Tree view.

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.

View Area Displays audio or document files in the folder selected in the Audio Tree or Device Tree view.

Information View

The Information view is displayed at the bottom center of the Main screen.Content List view including the content of a document file and the message of a sent email.

Hide/Restorebutton

Pressing theDevice Manager view. Note that if no device is connected, pressing this button does not showthe view.

Title

This will dor “Mail Preview”icon you choose.

Pin Button:view between auto hide and always displayed

View Area

Document List

Mail Preview

The Information view is displayed at the bottom center of the Main screen. This view displays information on content in theContent List view including the content of a document file and the message of a sent email. This view is hidden by default.

Pressing the ( ) icon hides the Device Manager view. Pressing theDevice Manager view. Note that if no device is connected, pressing this button does not showthe view.

This will display either the “Document List”or “Mail Preview”depending upon whichicon you choose.

ThisList

This icon dList

Pin Button: Switches the display mode of theview between auto hide and always displayed

On

When pa

Off

Thisause. To display the view again, pressthe << in the Content List view.

Document ListThis view lists all of the document files under the Document tray whenthe contents of the Dictations folder are displayed in the Content Listview. Dragging one of the document files to a dictation file in theContent List view can link the document file

Mail Preview This view displays the content of email. When you send a dictation fileselected in the Content List view via email, its content is displayed.

13 | P a g e

This view displays information on content in theThis view is hidden by default.

hides the Device Manager view. Pressing the ( ) icon restores theDevice Manager view. Note that if no device is connected, pressing this button does not show

This icon displays the DocumentList

This icon displays the Mail PreviewList

When pushed in , it means it willalways be displayed.

This angle mean the window willautomatically be hidden when not inuse. To display the view again, pressthe << in the Content List view.

This view lists all of the document files under the Document tray whenthe contents of the Dictations folder are displayed in the Content Listview. Dragging one of the document files to a dictation file in theContent List view can link the document file with the audio file.

This view displays the content of email. When you send a dictation fileselected in the Content List view via email, its content is displayed.

Properties View

This window displays the properties of the file or folder that is currently

Title

This will display either the “Property”or“Job History”view depending upon whichicon you choose.

Pin Button:the view between auto hide and alwaysdisplayed

Property ViewThis view will display the properties of theselected files or folders. The items displayedin black characters can be edited.

This window displays the properties of the file or folder that is currently selected in the Content List view

This will display either the “Property”or“Job History”view depending upon whichicon you choose.

This icon will display the Propertyview. See #2 for a more detailedexplanation.

This icon will display the Job Historyview. See #2 for a more detailedexplanation.

Pin Button: Switches the display mode ofthe view between auto hide and alwaysdisplayed

On

When pushed in , it means it willa

Off

This angle mean the window willause. To display the view again,the << in the Content List view.

This view will display the properties of theselected files or folders. The items displayedin black characters can be edited.

properties by

Clicking this icon will display theproperties in

Clicking this icon displays theof the dictation file.

14 | P a g e

selected in the Content List view.

This icon will display the Propertyview. See #2 for a more detailedexplanation.

This icon will display the Job Historyview. See #2 for a more detailedexplanation.

When pushed in , it means it willalways be displayed.

This angle mean the window willautomatically be hidden when not inuse. To display the view again, pressthe << in the Content List view.

Clicking this icon will display theproperties by category.

Clicking this icon will display theproperties in alphabetical order.

Clicking this icon displays the historyof the dictation file.

This dictation module can be customizedmanual will discuss various features that can be customized.

To access the Options Settings dialog box, go to

Folder Design: This dialog box is used to

explained in more detail on page 14

Workflow: The workflow section is comprised of a configured series of operations when downloading and

editing a dictation file. The Workflow tab will be explained in more detail on

User Settings: The user settings section provides user

The items with the lock icon can only be enabled or disabled by the administrator. The user setting section will

be explained in more detail on page

Email/FTP: The E-mail/FTP section allows you to configure email

integrate easily with your email application. The items with the lock icon can only be enabled or disabled by the

administrator. This tab will be explained in greater detail on

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 0 to 9999. (DM only) The

configurable setting items of a device ar

switches the screen to display the corresponding settings. This tab will be explained in greater detail on

28-35.

Update: This section allows you to configure whether or not to check for the latest software & firmware

updates. This tab will be explained in greater detail on

Customizing the Dictation Module

This dictation module can be customized through the Options Settings dialog box. This section of the trainingmanual will discuss various features that can be customized.

To access the Options Settings dialog box, go to Tools > Options

This dialog box is used to configure folder –related settings. The Folder Design tab will be

page 14.

The workflow section is comprised of a configured series of operations when downloading and

editing a dictation file. The Workflow tab will be explained in more detail on pages 15

er settings section provides user-customized settings for using the Dictation Module.


pages 22-24.

mail/FTP section allows you to configure email & FTP profiles so that the systems can


administrator. This tab will be explained in greater detail on pages 24-28.

The device configuration allows for obtaining, configuring, initializing, and saving the settings of


configurable setting items of a device are device are displayed in categorized tree form. Click an item in the tree

switches the screen to display the corresponding settings. This tab will be explained in greater detail on

This section allows you to configure whether or not to check for the latest software & firmware

updates. This tab will be explained in greater detail on page 36.

15 | P a g e

through the Options Settings dialog box. This section of the training

related settings. The Folder Design tab will be

The workflow section is comprised of a configured series of operations when downloading and

pages 15-21.

customized settings for using the Dictation Module.


& FTP profiles so that the systems can


The device configuration allows for obtaining, configuring, initializing, and saving the settings of


e device are displayed in categorized tree form. Click an item in the tree

switches the screen to display the corresponding settings. This tab will be explained in greater detail on pages

This section allows you to configure whether or not to check for the latest software & firmware

16 | P a g e

Folder Design

This category is provided to customize the folders for storage of audio and document files. The items with the lock icon can

only be enabled or disabled by the administrator.

Category Bar

This tab selects the category of the profile. The currently selected category is highlighted.

The setting information included in the profile fails into the following categories.

Folder Tree

This section configures the folders in the Dictation Tray & Document Tray. Turning the

checkbox on or off enables or disables the corresponding folder.

Folder Properties

Displays the properties of the folder selected

from the folder tree. Properties are

configured for each folder. The configurable

properties vary depending on the folder type.

This icon sorts the properties

by category.

This icon lists the properties

by alphabetical order.

Create Folder

Buttons

New This button creates a new folder. A created folder is displayed between

the Download tray and Recording folder.

Add This button adds a specified external folder path as a custom folder to

the Audio Tree view.

Remove This button removes a shortcut folder previously created with [Add]

-

OK This button secures the settings

Cancel This button exits the application without modifying the settings.

Apply This button reflects changes to the configuration file.

Auto Download:

By default the individual folders are not set to

auto-download. Click on the list, and change to

Yes if you wish to have the dictations

automatically downloaded to a specific folder.

Networking:

If you want your dictations to go to a network

drive, simply, change the file path to a folder on

the network that will contain your dictations.

This will force the dictations to reside on the

network rather than locally.

17 | P a g e

Workflow:

The workflow tab allows you to configure how the application responds when downloading and editing the audio files. There

are several options available in the Workflow tab, the available functionality will be explained below.

GENERAL Options:

Delete Option This option selects how you want to

handle the file when it is deleted.

Move to Recycle Box: This option will move the

deleted file to the Recycle Bin

Delete completely: This option permanently deletes

the audio file.

Synchronize DVR

time with PC time

This option will allow you to adjust the time on the digital voice recorder with the time of your

PC.

Resolve filename

This option sets whether or not to

rename a dictation file when it is

downloaded, imported, or dragged

and dropped.

Automatic rename: The file will automatically be

renamed if there is a file with the same name.

Prompt selection of rename or overwrite: The user

can select overwriting or renaming of the file if there is a

file with the same name.

Refresh interval This option will refresh your screen at the interval of your choice.

Delete Option:

I recommend choosing the Move to

Recycle Box. This kind of gives you a

backup plan in case you accidentally

press delete.

18 | P a g e

DOWNLOAD Options:

Auto download option This option allows the PC

to automatically receive the

audio files from the device

after connecting it.

Do not display the main window: The application will detect

at startup and automatically download the files without

displaying the Main screen.

Prompt for selecting the file to be downloaded: The dialog

box for selecting the files to download appears when they are

downloaded. Only the files in automatic download-enabled

folders are displayed.

Advanced download

This option is used to

download files to a specified

folder or to the folders

assigned for each Author

ID.

Specific folder: All of the dictation filers in folders with Folder

Properties –Attributes –Enabled set to ‘Yes’are downloaded

into a specific Folder.

Folder routed by Author ID: The downloaded dictation files

are sorted into different folders based on the rules configured

with Auto Classification.

Job Data Settings

When this option is enabled, the Edit Job Data dialog box appears each time a file is

downloaded.

Rename

When this option is enabled, a downloaded file is renamed according to a naming rule. The

naming rule can be configured in the Format Options dialog box, which is displayed by clicking

[Format].

Delete

This option sets how to

delete a dictation file in the

device after it has been

detected.

Display confirmation dialog: A confirmation dialog box

appears before the file can be deleted.

Delete locked DSS file(s): Locked files can be deleted after

download.

Advanced download:

This option overrides [Download Folder A-G]

on the Folder menu. Use [Download All]

when downloading the files.

19 | P a g e

IMPORT Options:

Job Data Settings When enabled, the Edit Job Data dialog box appears when a file is imported.

Rename When enabled, an imported file is renamed according to a naming rule. The naming rule can be

configured in the Format Options Dialog Box, which is displayed by clicking [Format].

DeleteThis option sets how to delete a dictation file

in the device after it has been detected.

Display confirmation dialog: A

confirmation dialog box appears before the file

can be deleted.

Delete locked DSS file(s): Locked files can

be deleted after download.

AUTO CLASSIFICTATION Options:

Auto Classification:

This section allows you to define the rule on

automatically sorting downloaded or imported

dictation files into different folders. With Author IDs

and their folder for saving registered, downloaded or

imported dictation files are automatically sorted by

Author ID into their corresponding folders.

Up to 100 Rules can be defined.

To add a rule, configure it in the Rule Setting dialog

box, which is displayed by clicking [Add]. The

[Modify] and [Remove] will do just that, Modify or

Remove an existing rule.

20 | P a g e

AUTHOR Options:

Author

This section allows you to configure 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].

The [Modify] and [Remove] will do just that, Modify or Remove an existing author profile.

To change the order of Authors, select an Author ID and use the [Up] and [Down] to change.

WORKTYPE Options:

Author ID:

An Author ID can have up to 16 characters.

Priority Level:

The Priority level can be configured in the

range of 0 to 15. Anything over 8 will be

changed to a [Red] font in the Content List

View.

Worktype:

A Worktype can be set to classify dictations.

The user can classify the types and Authors of

dictation with the application by selecting a

Worktype on the recorder when making a new

recording.

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]. The [Modify] and

[Remove] will do just that, Modify or Remove an

existing Worktype.

21 | P a g e

DIRECT RECORDING Options:

Basic Settings

Recording Format: This option allows you to determine the recording format.

File Name Format

File Name Format: This option allows you to determine the name of the new recording.

Destination Folder: This option allows you to determine where the files will be saved.

Prompt Option

Prompt for job data when direct recording is started: When enabled, the Edit Job

Data dialog box appears when Direct recording is performed, which enables the user to

verify and modify data, such as Worktype ID and Options Items, before starting

recording.

Prompt for confirmation when direct recording is finished: When enabled, the

Dictation Finished dialog box appears when a dictation has been finished. It’s ON by

default.

Voice Comment

Verbal Comment: When enabled, a verbal comment can be recorded, skipped, and

back-skipped while Direct recording is being performed. It’s ON by default.

Instruction Comment: When enabled, the Switch Instruction Comment Mode button is

shown when Direct recording is being performed. This allows the user to record an

instruction comment. It’s ON by default.

VCVA

Variable Control Voice Actuator is voice operated recording and can be turned OFF by

setting the slider to Min. Moving the slider toward Max lowers the sound detection level.

The VCVA. There are 10 levels.

Start Option This option configures operations when a direct recording is used. When this is enabled,

the Recording screen, instead if the Main screen, is launched.

Button Function When enabled, the [REV] button function for direct recording is changed to [REW].

22 | P a g e

VOICE RECOGNITION Options:

Range This option configures the

operations of Voice Recognition

(Dragon NaturallySpeaking).

Entire File: When enabled, the whole file is sent to Dragon

NaturallySpeaking at once.

Between Index Marks: When enabled, voice recognition is performed

for a segment between two adjacent index marks.

Others

Use Noise Cancellation: When enabled, noise cancellation is applied to the audio file.

Play Automatically when Voice Recognition is Started: When enabled, an audio file is automatically

played while Dragon NaturallySpeaking transcribes it.

RECEIVE Options:

Voice Recognition:

Dragon NaturallySpeaking version 9 and higher

is the recommended speech recognition

application to use.

FTP:

Multiple FTP sites can be registered.

They will be added to the list after

registration.

23 | P a g e

Received

Document

E-Mail: When enabled, document files can be received via email.

FTP: When enabled, document files can be received via FTP.

Notification

When enabled, a sound or pop-up window can

be configured for notification of a document

file received via email or FTP.

This icon verifies a playback of the

registered audio file.

This icon stops playback of the

registered audio file.

Specifies the desired file.

Pop –up: When enabled, a pop-up window

appears when a document file has been

received.

Overdue

Transcription

When enabled, a transcription expiration date can be set to a dictation file sent via email or FTP.

If the file is not sent back before its expiration, it will change color. The length of time before

expiration can be set in the range of 1 to 999 hours.

AUTO COLLECTION Options:

Automatic

Collection

When enabled, this function moves the dictation files with a 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 dictation files can be changed.

Sound

Note:

The Ownership attribute can be set for the

Download tray & custom folders. Their

subfolders will also have the same Ownership

attribute. Using this attribute in combination

with Auto Collection, the dictation files with a

Transcription Finished status can be

automatically moved to the Finished folder.

24 | P a g e

User Settings

The User Settings tab has three sections that will allow users to customize settings for using the Dictation Module.

GENERAL Options:

KEYBOARD Options:

Language Selection

This option selects the language displayed by the

application. If the language is changed, it comes into

effect after the application is restarted.

Default Key Assignments:

For information on default key

assignments, refer to Default Key

Assignments in the Hel p menu of the

Dictation Module.

25 | P a g e

Keyboard This section allows users to see what hotkeys are present and allows user to set new hotkeys.

Category Selecting a category from the category list displays the command/key assignment list in the selected

category. There are three options in the category list. General/Playback Control/Direct Recording

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]. [Ctrl],[Alt], [Shift] or any other key can be combined.

Current Key If there is a key assigned to a command, it will be displayed here.

PLAYBACK CONTROL Option:

Always on Top:

This option is applied only to the

Playback Control and Recording

screen. The Main screen may not

be displayed in the foreground

Note:

A typical CUE operation thinks

out audio data for playback. With

this option is enabled, however,

when 1.5x or 2.0x is selected, the

Speed control is used to provide

continuous playback without

thinning out sound data

26 | P a g e

Control Indication This option manages control display switching.

Speed Control: Show/Hide the speed control

window.

Noise Cancel Control: Show/Hide the noise

cancellation window.

Tone Control: Show/Hide the tone control

window.

Level Meter: Show/Hide the tone control

window.

Auto Back Space This option allows users to set the length of time for Auto backspace in the range of 0.0 to 5.0

seconds.

Always on Top When enabled, the application window is always displayed on the foreground. See note above.

Winding Speed

The feed amounts of CUE/REVIEW and FF/REW can be configured in four levels. The horizontalaxis represents the length of time that has elapsed since starting. (3 seconds minimum, 60 secondsmaximum). 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 thedesired level.

Note that it cannot be adjusted to levels less or equal to the scaling factor at the previous level.

To make an adjustment, select the box displayed for each level.

E-mail/FTP

This section allows user to configure the Dictation Module to send audio and document files via e-mail or FTP. This tab is

broken into 4 options.

E-MAIL Options:

Before you begin:

Please have all of your email setting

information prior to registering an email

profile. Your service provider or System

Administrator will have this information.

27 | P a g e

Email

The email section allows users to register and modify email profiles. If some profiles have already

been registered, select a profile for email transmission and reception from the Default Profile drop-

down list. Below, I will walk you through registering an E-mail Profile.

Attachment

When 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 range is 1 to

100MB

How to register an E-MAIL Profile

Step 1: In the E-mail tab above, click [Add]. The following E-Mail Settings (Select) dialog box will appear.

Step 2: Select an Email transmission/reception protocol, then click [Next]. The following dialog boxes are what a user

would see if they selected the Internet E-Mail (Pop3/SMTP) option.

Email:

You can register up to 100 email

profiles. The DSS Player Pro R5

supports the following

transmission/reception protocols.

Internet E-mail (POP3/SMTP), IMAP,

Microsoft Outlook, Novell GroupWise,

Lotus Notes, Extended MAPI

Microsoft Outlook:

If Outlook has been selected, Steps 2-4

are not necessary. Exit the setting

procedure.

28 | P a g e

Step 3: Configure your settings. When you click on the [More Settings} button, the Detailed Settings dialog box opens.

Step 4: Test your settings. When you’ve completed step 3, click the [Test Settings] button, this will verify that you have

entered the correct information in the dialog boxes.

Step 5: When configuration has been completed and tested, click [Finish].

FTP Options:

FTP This section allows users to register an FTP (File Transfer Protocol) Profile. This is a protocol used for

transferring a file over the TCP/IP network. FTP profiles are used to send audio and document files.

How to register an FTP Profile

Step 1: In the FTP tab above, click [Add]. The following FTP Settings dialog box will appear.

FTP:

You can register up to 100 FTP profiles.

With multiple FTP profiles registered, files

can be sent to and received from multiple

FTP sites.

Before you begin:

Please have all FTP setting

information prior to registering an

FTP profile. Your service provider

or System Administrator will have

this information.

29 | P a g e

Step 2: Configure your Settings. Enter your FTP server information in the required fields.

Step 3: Test your settings. When you’ve completed step 2, click the [Test Settings] button, this will verify that you have

entered the correct information in the dialog boxes.

Step 4: When configuration has been completed and tested, click [Finish].

SEND/RECEIVE Options:

Send Interval When enabled, audio files stored in the Outbox can be automatically detected and sent. Users

can also adjust the interval. The sending interval can be set in the range of 1 to 999 minutes.

Receive Interval When enabled, files are automatically received at regular intervals. The receiving interval can

be set in the range of 1 to 999 minutes. It is set to 10 by default.

Transmit management file Attach the management file: When enabled, the dictation file, management file, and

instruction comment file (if present) are all sent.

Do not attach the management file: When enabled, only the dictation file and instruction

comment file (if present) are sent.

Send/Receive:

This option allows the user to configure the

transmission and reception settings of email

and FTP.

30 | P a g e

PROXY Options:

Proxy This section allows the

user to configure a Proxy.

Use Internet Explorer’s settings: When enabled, the module accesses the same

proxy server as the one used by Internet Explorer

Don’t use the Proxy Server: When enabled, the proxy server will not be

configured.

User this Proxy Server: When enabled, the Dictation Module accesses a proxy

server with a specified address and port number.

Device

The Device configuration section gives users the ability to obtain, configure and initialize settings for each device. The

configurable setting items of a device are displayed in a categorized tree form. Clicking an item in the tree switches the screen

to display the corresponding settings.

To return the device settings to default, click [Reset]. If you come to a screen without [Reset], the settings cannot be returned

to default. To export the device settings, click [Export].

Proxy Defined:

This is a boundary thatseparates an internal networkfrom the external Internet. Itis a computer or software thatconnects to the Internet onbehalf of an internalcomputer that cannot directlyaccess the external network.A proxy centrally controls theaccess traffic between theInternet and the internalnetwork, and blocksunauthorized accesses.

31 | P a g e

Stand Alone - GENERAL Options:

Beep Sound This option allows the user select ON or OFF for a beep sound. It’s on by default.

Power Save This option allows the user to determine the power saving time. It’s set to 10 minutes by default.

USB Class This option allows the user to select Composite or Storage Mode as the USB connection mode.

Storage mode is defined above. It’s set to Composite by default.

Card Select This option allows the user to select the memory card to be accessed. The default is MicroSD.

Stand Alone - RECORDING Options:

Device Options:

The configurable tree will change based on which

device is selected. Use this list box to choose which

device is being configured.

Storage Mode Defined:

In this mode, the device is recognized as largestorage media when connected to a PC.The memory or memory card installed in therecorder is recognized as a removable drive, and thefiles stored there can be accessed like those on ahard disk drive.

Recording

Mode

This option allows the user to select

the recording mode. The two

modes are SP & QP. QP is set by

default on the DS5000/id.

Microphone

Sensitivity


the microphone sensitivity level.

The options are Conference &

Dictation. Dictation is set by

default.

VCVA Mode This option allows the user to select

ON or OFF for the VCVA

(Variable Control Voice Actuator)

Mode. It is set to OFF by default.

32 | P a g e

Stand Alone - DISPLAY Options:

Backlight This option allows the user to select On or OFF for the backlight. It’s set to ON by default.

LED Mode This option allows the user to select ON or OFF for the LEDs. It’s set to ON by default.

Contrast If synchronizing the recorder time with that of the PC, enables “Use PC Settings”. By default, it is not

synchronized with the PC.

Date Format This option allows the user to select either Month, Day, Year or Year, Month, Date or Day, Month,

Year format.

Clock Format This option allows the user to select either a 12-hour or 24-hour time display format. It’s set to 12-

hour by default.

Language This option allows the user to switch the displayed language for the device.

Administrative Settings –GENERAL Options:

Accessibility

Disable Erase Button: When enabled,

pressing [ERASE] will not delete.

Disable Access to Menu: When enabled,

pressing [MENU] will not display menu

Splash

Message

This option configures the splash message

displayed when the device is powered on.

The Time of Day is shown by default.

Slide Switch

Guide

When enabled, the button layout of the

slider switch is displayed on the right edge

portion of the LCD. It’s OFF by default.

Alarm

This option produces an alarm sound when

certain operations occur.

33 | P a g e

Administrative Settings –DISPLAY Options:

Upper Area

This section allows you to configure the items displayed on the upper portion of the device display. You

can choose between: Author ID, File Name & Work Type. Author ID is set by default.

Lower Area

This section allows you to configure the items displayed on the lower portion of the device display. You

can choose between Level Meter, File Name, Work Type, Rec. Time and Author ID.

Administrative Settings –DEVICE SECURITY Options:

Lower Area:

You cannot configure the upper area if you

configure the lower area.

PIN Code This option allows users to set up a 4-digit PIN

(Personal Identification Number) to lock the

device.

Device Lock

This option allows users to determine when

they want the device lock function to occur.

The options are: when the unit is powered on,

or at power-on and wake-up. You can also lock

the recorder for a predetermined amount of

time of too many failed attempts to unlock it.

The user also determines the amount of

attempts to unlock the device.

34 | P a g e

Administrative Settings –AUTHOR LIST Options:

Administrative Settings –WORKTYPE LIST Options:

Author List

The Author List configured in the Workflow is displayed. An enabled Author is registered in theAuthor 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.[Author in the Workflow] Links to the setting items for the Author in the Workflow.

Author Selection

Prompt for author ID at power-on: With this option enabled, the Author List is displayed when arecording is started using the recorder. (However, if only one Author has been registered, the list isnot displayed.)

Priority Level:

You can adjust the Priority Level for each

Author ID. Levels above 7 will change

color in the Content List View.

Worktype

List

The Worktype List configured in theWorkflow is displayed. An enabledWorktype is registered as a Worktype ofthe device. A disabled Worktype isremoved from the Worktype List for thedevice. [Set as Default] Configures theWorktype selected from the Worktype Listas the default Worktype. [Worktype in theWorkflow] Links to the setting items forthe Worktype in the Workflow.

Worktype

Selection

Prompt for the Worktype ID on newrecordings: When enabled, the WorktypeList is displayed when a new recording ismade, allowing a Worktype to be selectedfor the audio file. However, if only oneWorktype has been registered, the list isnot displayed.

35 | P a g e

Administrative Settings –DEVICE FOLDERS Options:

Administrative Settings –RECORDING Options

General

Enabled: Enables or disables a folder.

Folder Name: Specifies the folder name with up to 16 one-byte alphanumeric characters.

Worktype: Specifies the Worktype to be configured for dictation files stored in the folder. With Worktypespecified, the Worktype List is not displayed and the Worktype configured for the folder is always used, evenif the "Prompt for Worktype ID on new recordings" option has been enabled for "Worktype selection".

Security

Auto Lock: Sets whether or not to lock dictation files stored in the folder.

Encryption: Selects whether or not to encrypt dictation files stored in the folder. This option can be set onlywhen 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 the icon in the setting box. Enter a password in the "New password" and"Confirm password" fields using 4 to 16 one-byte alphanumeric characters.

Folder Configuration on the DS5000 series:

DS5000 offers two types of recording media:SD and Micro SD. Using the device menu, theuser can select either one of the two forrecording. Both media have the same folderstructure with "DSS_FLDA" to "DSS_FLDG"

folders. This setting is enabled for both media.

DSS Format

Selects the DSS recording format.The default recording format forclassic DSS is DSS. The defaultrecording format for DSS Pro isDS2.

Record

Function


the record function between

Overwrite, Append and Insert.

File

Download

This option allows the users to select

whether all files are downloaded or

Finished files only.

36 | P a g e

Administrative Settings –PROGRAMMABLE BUTTONS Options:

New & Slide

Switch

Function

This option allows users to customize the slide switch locations and the functions that are assigned to thebuttons at the top of the slide switch. Type A is the default

Programmable

Buttons

This option allows users to customize the functions that are assigned to the function buttons [F1]. [F2]. &

[F3] on the device.

Administrative Settings –HANDS FREE Options:

Hands Free:

Connecting a foot pedal to the cradle of the recorder

automatically enables hands free operations.

Operation

Settings

This option allows the user to

select whether they wants to use

hands free for Dictation or

Transcription.

Foot Pedal

Settings

This option allows users to

assign functions to the foot

pedal .

37 | P a g e

PC Link –PROGRAMMABLE BUTTONS Options:

Main Window This section allows user to configure the operations when the [F1], [F2], and [F3 ] function buttonsand the [MENU] button are pressed on the device with the Main window active.

Direct Recording

Window

This section allows user to configure the operations when the [F1], [F2], and [F3 ] programmablebuttons and the [MENU] button are pressed on the device with the Direct Recording windowactive.

PC Link:

This section allows

configuration of the button

functions when the device

is connected to the PC.

38 | P a g e

Updates

This section allows users to select the interval in which updates are checked for automatically. The user has the option to

automatically check once a week or once every 50 weeks. When a newer version is detected, a confirmation dialog box will

appear, prompting the user to update. There is also a button selection that allows for users to check at that moment for

updates. Notice that there is a link back to proxy settings in case these need to be changed for the user to get out to the

internet.

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 updatesautomatically" and set "Check Interval". With automatic updating enabled, the Olympus downloadserver is checked for update data at configured intervals. When a newer version than the currentlyinstalled 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 proxyserver needs to be configured, click [Proxy Settings] and configure the address and port number of theserver.

Updates:

Selecting the [Check now] button will check

for updates immediately.

39 | P a g e

R5 Dictation Module - Northland Business Systems Downloads and Links

Documents