WinScribe Exporter Administration Guide - Zftpnorthlandsys.zftp.com/Winscribe/Updates/WinScribe Exporter... · WinScribe Exporter Administration Guide ... Handling Export Failures

Copyright WinScribe Inc 2009. All rights reserved.

Publication Date: June 2009

WinScribe Exporter Administration Guide

Version 4.0

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Contents

About this Guide ..................................................................................................................................... 4

Other Documentation ............................................................................................................................................. 4

WinScribe Exporter Overview ................................................................................................................. 5

Introduction ........................................................................................................................................................... 5

First Steps ............................................................................................................................................... 6

Logging In ............................................................................................................................................................... 6

Configuring WinScribe Exporter .............................................................................................................. 7

Step 1: Set Up Properties ........................................................................................................................................ 7 Changing the Value of a Property ...................................................................................................................... 7 Adding a New Property...................................................................................................................................... 7 Property Descriptions ........................................................................................................................................ 8

Step 2: Set Up Schedules ....................................................................................................................................... 10 Changing and Deleting Schedules .................................................................................................................... 10 Adding New Schedules .................................................................................................................................... 10

Step 3: Set up Destinations ................................................................................................................................... 11 Changing and Deleting Destinations................................................................................................................. 11 Adding New Destinations ................................................................................................................................ 11

Step 4: Set up Rules .............................................................................................................................................. 12 Changing and Deleting Destinations................................................................................................................. 12 Adding New Rules ........................................................................................................................................... 12 Rule Details ..................................................................................................................................................... 12 Adding a New Filter ......................................................................................................................................... 13 Deleting an Existing Filter ................................................................................................................................ 13

Step 5: Set up Scripts ............................................................................................................................................ 13 Adding a Script ................................................................................................................................................ 14 Deleting Scripts ............................................................................................................................................... 15 Updating Scripts .............................................................................................................................................. 15

Handling Export Failures ....................................................................................................................... 16

Viewing Export Errors and Re-exporting Failed Jobs .............................................................................................. 16

Reporting on Exported Jobs .................................................................................................................. 17

Jobs Successfully Exported .................................................................................................................................... 17 The Detailed Report .............................................................................................................................................. 17 The Summary Report ............................................................................................................................................ 18 Export Errors ........................................................................................................................................................ 18 The Export Errors Report ...................................................................................................................................... 18

Licensing WinScribe Exporter ................................................................................................................ 19

Viewing your System Code (systems prior to 3.8) .................................................................................................. 19 Viewing your Installation ID (systems from 3.8 onwards) ....................................................................................... 19

License Operation ........................................................................................................................................... 20

Troubleshooting WinScribe Exporter .................................................................................................... 21

Index ..................................................................................................................................................... 22

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Copyright© 2009 WinScribe Inc Ltd. All Rights Reserved.

Portions of the software described in this document Copyright© Microsoft Corporation. All Rights Reserved. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical or photocopying and recording for any purpose other than the purchaser's personal use without the written permission of WinScribe Inc.

WinScribe® is a registered trademark of WinScribe Inc in New Zealand and other countries. Microsoft is a registered trademark, Windows NT and Windows is a trademark of Microsoft Corporation. Dragon NaturallySpeaking® is a trademark of Nuance, Inc. and is used here under license. Other brands and their products are the trademarks or registered trademarks of their respective holder and should be noted as such.

WinScribe Inc Ltd P.O. Box 33-178 Takapuna Auckland New Zealand Email: [email protected] Visit our web page: http://www.winscribe.com

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This guide describes how to manage WinScribe Exporter software in conjunction with WinScribe digital dictation.

Other Documentation

For further information about WinScribe and WinScribe Exporter, consult the following documentation:

WinScribe Installation Guide.

WinScribe Web Manager Guide.

Before installing WinScribe Exporter, please check the release notes for the latest information.

About this Guide

5

WinScribe Exporter Overview

Introduction

WinScribe Exporter adds export capabilities to WinScribe digital dictation systems. Exporting is the process of taking dictation jobs on a WinScribe server, extracting the audio and data associated with the job and writing the information to another location.

WinScribe Exporter consists of two components.

1. Export Service: The Export service performs the actual export of WinScribe jobs and runs as a service.

2. Export Management: The Web interface for the WinScribe Exporter that allows you to configure parameters for selecting jobs for export. This component is a Microsoft ASP.NET application, which runs on one or more IIS servers installed on the same LAN as the WinScribe digital dictation system it manages.

WinScribe Exporter will only work in conjunction with WinScribe version 3.3.3 or above.

This version adds VB & Java Scripting functionality and support for exporting of files to WMA (Windows Media), G73, G721, G726 & MP3 formats. For a full list of supported formats, refer to the section on WinScribe Exporter in the WinScribe Installation Guide.

This guide describes the steps required to configure WinScribe Exporter to export selected dictation.

WinScribe Exporter Overview

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After installation of the WinScribe Exporter, it is important to ensure that the WinScribe Exporter service has been started. The service is configured to start automatically, so it will start each time the system reboots. Immediately after installation you will either need to re-boot the system or use the Services applet to start the WinScribe Exporter service.

Logging In

Each WinScribe Facility is managed separately with the WinScribe Export Manager. When you log in to the Export Manager you will only see information that relates to the Facility that the Manager belongs to. You will need to repeat all configuration steps outlined in this guide for each Facility you wish to export jobs from.

1. To logon to the Export Manager, start your browser and browse to the virtual directory created during installation (i.e. http://WinScribeServer/Exporter)

2. The login screen will be displayed.

Enter the WinScribe User Id and password for the Facility you wish to administer and press the Login button.

3. The Export Manager home page will be displayed.

Choose an option from the menu bar at the top of the Export Manager home page.

First Steps

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Configuring WinScribe Exporter

Configuration Summary

The following table gives a summary of the steps to configure WinScribe Exporter. Jobs will not be exported until all of these steps have been completed.

Step 1 Set Properties (page 7)

Step 2 Set up Schedules (page 10) (optional)

Step 3 Set up Destinations (page 11)

Step 4 Set up Rules (page 12)

Step 5 Set up Scripts (page 13)

These steps are documented in this guide.

Step 1: Set Up Properties

Properties enable you to change various parameters that affect the operation of the WinScribe Exporter. Most of these properties have default values. If the property does not exist in a Facility, the default value will be used.

Changing the Value of a Property

1. To view existing properties, click Exporter | Properties | Update.

Current properties and their values will be displayed.

2. To change the value of a property, click the link number beside the property.

Adding a New Property

1. To add a new property, click Exporter | Properties | Add

2. Enter the property name and value.

Note: When entering properties, ensure you enter the property name exactly as shown in the table below (including spaces).

Click Add to continue.


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Property Descriptions

The following table details all valid properties, their default values if applicable, and what they are used for.

Property Name Description

AddLeadingZero Default value = No. To add leading zeros before department numbers, jobtype numbers and UserIds, set this value to either 'Yes' or 'True'.

If this property is not defined, then the default behaviour is to use NO leading zeros. Any text other than 'Yes' or 'True' will disable leading zeros.

AuthorTime Default Value = DictationCreated. This property determines when the author is deemed to have created a job: either when the dictation is created, or when the dictation is completed. The AuthorTime setting will default to DictationCreated in all instances except if this property is set to DictationCompleted.

Destination Failure Notify Count

Default value = 3. The number of failures to a destination before an Email is sent notifying of the failure.

Email Errors Address The email address to send error notifications to. To enter more than one address, separate the addresses with a semi-colon.

Email From Address This value determines the From Address used by the exporter when sending emails. You MUST enter an Email address here for email features to operate (e.g. [email protected])

Enabled Default value = True. If set to anything other than true, then no jobs will be exported from this Facility, irrespective of any other settings.

Job Maximum Retries Default value = 3. This value determines the number of retries that will be attempted before marking a job as export failed.

Job Retry Interval Default value = 3. This value determines the number of minutes between retries.

Log Level Default value = 0. This value determines the amount of debug information logged to the Event Log. Only change this value on direction from WinScribe Technical Support.

Max Hours Default value = 0. The maximum number of hours to export from this Facility in a single month. This Property is ignored unless the hours exported in the previous month exceeded the licensed amount.

TagFileDateFormat Formats the date according to the following formatting characters:

d The day of the month. Single-digit days will not have a leading zero.

dd The day of the month. Single-digit days will have a leading zero.

ddd The abbreviated name of the day of the week, as defined in AbbreviatedDayNames.

dddd The full name of the day of the week, as defined in DayNames.

M The numeric month. Single-digit months will not have a leading zero.

MM The numeric month. Single-digit months will have a leading zero.

MMM The abbreviated name of the month, as defined in AbbreviatedMonthNames.

MMMM The full name of the month, as defined in MonthNames.

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y The year without the century. If the year without the century is less than 10, the year is displayed with no leading zero.

yy The year without the century. If the year without the century is less than 10, the year is displayed with a leading zero.

yyyy The year in four digits, including the century.

Note: Any character can be used as date separator but ""/"" is recommended.

TagFileTimeFormat The 'TagFileTimeFormat' property formats the time according to the following formatting characters:

h The hour in a 12-hour clock. Single-digit hours will not have a leading zero.

hh The hour in a 12-hour clock. Single-digit hours will have a leading zero.

H The hour in a 24-hour clock. Single-digit hours will not have a leading zero.

HH The hour in a 24-hour clock. Single-digit hours will have a leading zero.

m The minute. Single-digit minutes will not have a leading zero.

mm The minute. Single-digit minutes will have a leading zero.

s The second. Single-digit seconds will not have a leading zero.

ss The second. Single-digit seconds will have a leading zero.

t The first character in the AM/PM designator defined in AMDesignator or PMDesignator, if any.

tt The AM/PM designator defined in AMDesignator or PMDesignator, if any.

Notes:

Any character can be used as time separator,but "":"" is recommended.

If these properties are not defined, the System format is used.

If these properties are defined and set to "NULL", the System format is used.

UploadTimeout Default value = 100 seconds. The upload timeout value will default to 100 seconds, unless this property is set to 'NULL', '0', or any other character string other than an integer.

To change the length of time before the upload times out, set this property to a value up to 1500 minutes.

Note: Properties must be entered in each Facility.

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Step 2: Set Up Schedules

Schedules enable you to enter the days of the week and hours of the day during which exporting will be carried out. You can define as many schedules as you like. Schedules are associated with Exporter rules so you can define which jobs will be exported between specified hours.

Note: If you want exporting to be active all the time, then you do not need to create any schedules. A rule that is not associated with a schedule is always active.

Changing and Deleting Schedules

1. To view existing schedules, click Exporter | Schedule | Update.

Current schedules will be displayed.

2. To change a schedule, click on the hotlink number beside the schedule.

3. To delete a schedule, click the tick box beside the schedule and click Delete Selected Schedules.

Adding New Schedules

1. To add a new schedule, click Exporter | Schedule | Add.

2. Enter the schedule name and click on the days of the week you wish the schedule to be active. For each selected day of the week, enter the hours of the day you wish the schedule to be active.

You can also enter up to twenty holiday dates during which the schedule will not be active.

3. Click Add to continue.

Note: To set a particular day as active for the entire day enter 00:00:00 as the From Time and 23:59:59 as the To Time.

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Step 3: Set up Destinations

Destinations define where jobs will be sent to when exported. You can define as many destinations as you like. Destinations are associated with Exporter rules so you can define which jobs will be exported to which destinations.

Changing and Deleting Destinations

1. To view existing destinations, click Exporter | Destination | Update.

Current destinations will be displayed.

2. To change a destination, click on the hotlink number beside the destination.

3. To delete a destination, click the tick box beside the destination and click Delete Selected Destinations.

Adding New Destinations

1. To add a new destination, click Exporter | Destination | Add.

2. Enter the destination name.

3. Enter the URL to the destination.

URLs begin with the protocol followed by the path.

However, to export to a file on the local hard drive, no protocol is required and you should just enter the full path.

Supported protocols are "http://" and "ftp://"

Examples

http://www.someserver.com/export

ftp://ftp.someserver.com

And, to export to a local hard drive:

c:\MyExportedDirectory

4. If required, enter a user id and password for authentication at the specified URL. This is only required if you are sending to an http or ftp address that requires authentication

5. Choose the format for the exported file. DVI, WMA (Window Media), G73, G721, G726, MP3 & WAV formats are supported in this version. The job will be exported in the format you choose, with an associated tag file. To view a complete list of supported formats refer to the section on WinScribe Exporter in the WinScribe Installation Guide.

Note: Before you can export to WMA format you must have installed support for this format. Refer to the WinScribe Installation Guide for instructions.

To export in WinScribe format, select VOX in the File Type field and WinScribeVOX in the File Format field. A tick will be displayed in the WinScribe Server checkbox to show that the file will be exported in WinScribe encrypted VOX format.

6. Select the script (if using this option) for any of available options either: Before, After, Failed or Retry Export Script.

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7. Update Status and Facility Id are not implemented in this version.

8. Enter an email address that will receive notification of errors that occur to this destination. To enter more than one email address, separate the addresses with a semi-colon.

9. Click Add to continue.

Step 4: Set up Rules

Rules determine which jobs on the WinScribe Server will be selected for export. You can define as many rules as you like. Be careful to ensure that rules do not select the same jobs, as jobs will only be exported once even if more than one rule applies to the job.

Changing and Deleting Destinations

1. To view existing rules, click Exporter | Rules | Update.

Current rules will be displayed.

2. To change a rule, click on the hotlink number beside the rule.

3. To delete a rule, click the tick box beside the rule and click Delete Selected Rules.

Adding New Rules

1. To add a new rule, click Exporter | Rules | Add.

2. Enter the Rule Name

3. Choose the Job Status that this rule applies to. Only jobs of this status will be selected by this rule.

4. Choose the Next Job Status to change the status of the job once it has been exported.

5. Choose the Destination that the jobs will be exported to.

6. Choose the Schedule that applies to this Rule, or choose None to have the Rule operate 24/7. Click Enabled to enable this Rule. If the enabled check box is not checked, the rule is ignored by the Exporter.

7. Click Wait for Speech Recognition if you want the job to have completed Speech Recognition prior to being exported.

Rule Details

Rule details enable you to filter the jobs that are selected for export. You can specify as many filters as you like, and each filter can be joined to the previous using the logical AND or OR operators.

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Note: When adding rules with multiple conditions, or when changing two or more conditions of a rule, you should stop the Exporter Service first to eliminate the possibility of jobs being exported without meeting all of the rule criteria. This is necessary because each condition is added as a separate action and if the Scan Interval is reached while you are still adding or updating the rule, not all the conditions will be known to the Exporter and it will export the jobs using the rules as they stood at the time of the scan. Once you have made all your changes, then restart the Exporter Service.

Examples:

Field Name Operator Operand Notes

Typist Group In 1,2,3 Jobs in typist groups 1, 2 or 3 will be selected for export.

Job Access Less than 5 Jobs with an access level less than 5 will be selected for export.

User1 Like A?B* Jobs with user field 1 starting with an A, with the third character being a B will be selected for export.

Department Equal to 1 Jobs from department 1 will be selected for export.

Note: When using the Like operator, the question mark (?) matches any character in that character position, and the star (*) matches all remaining characters.

Adding a New Filter

1. To add a new filter, enter the Field Name, Operator and Operand.

Tick the AND check box if you wish to join this filter with the next one using the logical AND;

-or-

Leave the AND check box unticked if you wish to join it using the logical OR.

2. Click Update to add the new filter.

Note: We recommend you do not mix the use of AND and OR in the same rule. Use one or the other to avoid confusion.

Deleting an Existing Filter

To delete an existing filter, tick the check box beside the filter you wish to delete and click Delete.

Step 5: Set up Scripts

WinScribe Exporter allows you to write scripts in VBScript or Java Script (JScript) to change or access data while a job(s) is being exported. Scripts can respond to various events in Exporter, such as: Before Export, Retry Job, Job Failed and After Job Upload.

When an event occurs, the script associated with it will run. For example, scripts can be set up to:

Abort the export of a job or jobs

Read job data like author id, user fields, or,

Change job data such as the job file name or priority

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Adding a Script

1. To add a new rule, click Exporter | Scripts | Add.

2. Select the script language you are using in the Script Language drop-down list.

3. If necessary, specify the Timeout value. This value controls the delay between the script starting and a prompt appearing. The prompt indicates that the script is taking longer to complete than expected and asks you if you wish to end the script or continue waiting. If the script is likely to take several seconds to access a database, for example, you might set Timeout to 8 seconds. The default value is 10.

4. Type the script text into the Script Text box.

5. Select the Run Script check box. If you do not select this check box, you cannot test the script and the script will not respond to the selected event.

6. If you wish, click Test to run the script. Correct any errors and repeat the test, as required.

7. Click Add to store the script information.

You can use the WinScribe script functions to manipulate export job data. These are defined by the link Rule properties on the top right side of the Script Text box. These are pre-defined methods, which can be used in the script to get runtime specific data about the exporting job.

Clicking the link will open a popup window, as shown in the example below. To add a method from the Pop up window, click the area in the Script Text box where you want that function to be added.

Clicking the appropriate method on the popup window will copy that function into the Script Text box.

Note: Use these methods with appropriate parameters, if any.

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Deleting Scripts

1. To view existing scripts, click Exporter | Scripts | Update.

Current scripts will be displayed.

2. Tick the checkbox against the script(s) you wish to delete.

3. Click Delete Selected Scripts to delete the selected scripts.

Updating Scripts

1. To update existing scripts, click Exporter | Scripts | Update.

A list of existing scripts will be displayed.

2. Click on the Script ID to view the script to be updated.

3. An update screen identical to the ADD Script will be displayed.

4. Update the required data and Click Update to save the changes.

Notes / Warnings:

Usage of Msgbox in VBScript should be used for testing purposes only. Remove all Msgbox statements before saving a script.

The alert function is not a part of the JScript language. It is a function exposed by the web browser object model into scripts running in the browser. You must write your own message box mechanisms.

Inbuilt object ObjRule case should not be changed while using JScript.

To test the script, add this website as trusted site on a Browser.

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WinScribe Exporter will automatically retry jobs that fail during export. You can set the number of retry attempts in Exporter properties. If however the number of retries is exceeded, the job is marked as failed. No further export attempts are made for that job.

Once per hour, WinScribe Exporter will notify you via email if jobs have failed during the preceding hour. Using the Export errors option described below, you can choose to re-export the failed jobs.

If WinScribe Exporter fails to export to a Destination more than the value specified in the Exporter properties, it will send an email notifying you of the failures.

Viewing Export Errors and Re-exporting Failed Jobs

1. To view Export errors click Exporter | Export errors.

2. The Export errors option allows you to view those jobs that have failed to export. After taking

appropriate action to rectify the problem, you can choose to export the jobs again.

3. To re-export jobs that have failed, tick the check box beside the job and click Re-Export Selected Jobs.

Handling Export Failures

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Reporting on Exported Jobs

Jobs Successfully Exported

1. To report on jobs which have been successfully exported click Exporter | Report | Exported Jobs.

2. Choose either a date range to report on, or choose all Exported Jobs.

3. Choose Summary or Detail.

4. If you wish to save the report to a file, choose the format you wish to save to.

5. Click Preview Report to preview it on-screen, or click Output to file to save it in the specified format.

The Detailed Report

The Detailed report lists all exported jobs for the selected date range, ordered by destination.

Reporting on Exported Jobs

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The Summary Report

The Summary report shows the total number of jobs and duration of these jobs for each Destination. The totals are shown for the current month as well as the previous month.

Export Errors

1. To report on jobs which have failed during export click Exporter | Report | Export Errors.

2. Choose either a date range to report on, or choose all Exported Jobs.

3. If you wish to save the report to a file, choose the format you wish to save to.

4. Click Preview Report to preview it on-screen, or click Output to file to save it in the specified format.

The Export Errors Report

The Export Errors Report lists each job that failed export for the selected date range.

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Licensing WinScribe Exporter

WinScribe Exporter will export dictation in the encrypted WinScribe (vox) format without requiring a license. Exporting to other formats (such as WAV) requires the Exporter to be licensed.

WinScribe Exporter is licensed based on the maximum number of hours of dictation exported per month to formats other than the encrypted WinScribe format.

If you do not intend exporting to formats other than WinScribe, then you do not need to license the software.

Refer to the License Server Installation and User Guide for instructions on licensing the software.

Note: If you exceed the number of hours specified in the License Details in any one month, an email will be sent to notify you. If you exceed the number of hours again the following month, the WinScribe Exporter will stop exporting. An email will be sent to notify you. Exporting will not resume until the subsequent month. You can also upgrade your license at any time to continue exporting.

Viewing your System Code (systems prior to 3.8)

The System Code menu option is only visible if you have upgraded from a version of Exporter prior to 3.8. If you have installed Version 4.0 as a fresh WinScribe install, this menu option will not be available.

To view your system code, click on the System Code menu option.

Viewing your Installation ID (systems from 3.8 onwards)

From WinScribe v3.8 onwards, licensing is managed by the WinScribe License Server, a web application installed from your WinScribe media.

To view your licensing:

1. Open a web browser and go to the WinScribe License Server: http://<servername>/ LicenseServer

Where Servername is the name of the server on which the License Server is installed and LicenseServer is the virtual directory name entered when installing the License Server.

2. Select the Manage Licenses menu item at the top of the page.

3. If prompted, enter the administrator username and password then click Login.

Licensing WinScribe Exporter

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4. Use the Installation ID to order WinScribe Exporter licenses from your WinScribe Reseller.

License Operation

The Exporter requests the URL of the License Server from the Settings table in the WinScribe database.

Each licensed unit represents 1 hour of exported audio time. For example, 1 license equals 1 hour of exported audio time.

Additional time (licenses) can be purchased and uploaded to the license server at any stage.

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Troubleshooting WinScribe Exporter

Problem:

When trying to run the Exporter service behind a proxy you can get jobs failing with 'Transmission Error' even though the destination path is valid.

Solution:

In Exporter Manager you can add a new property to set the proxy server for exporting to HTTP addresses:

Property name : 'PROXY'

Property value : '192.168.1.2:8080' or 'myproxyserver:81' etc

Note: This is only available from ver 3.7.x onwards.

Troubleshooting WinScribe Exporter

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A

About this Guide • 4 Adding a New Filter • 13 Adding a New Property • 7 Adding a Script • 14 Adding New Destinations • 11 Adding New Rules • 12 Adding New Schedules • 10

C

Changing and Deleting Destinations • 11, 12 Changing and Deleting Schedules • 10 Changing the Value of a Property • 7 Configuring WinScribe Exporter • 7

D

Deleting an Existing Filter • 13 Deleting Scripts • 15

E

Export Errors • 18

F

First Steps • 6

H

Handling Export Failures • 16

I

Introduction • 5

J

Jobs Successfully Exported • 17

L

License Operation • 20 Licensing WinScribe Exporter • 19 Logging In • 6

O

Other Documentation • 4

P

Property Descriptions • 8

R

Reporting on Exported Jobs • 17 Rule Details • 12

S

Step 1

Set Up Properties • 7 Step 2

Set Up Schedules • 10 Step 3

Set up Destinations • 11 Step 4

Set up Rules • 12 Step 5

Set up Scripts • 13

T

The Detailed Report • 17 The Export Errors Report • 18 The Summary Report • 18 Troubleshooting WinScribe Exporter • 21

U

Updating Scripts • 15

V

Viewing Export Errors and Re-exporting Failed Jobs • 16

Viewing your Installation ID (systems from 3.8 onwards) • 19

Viewing your System Code (systems prior to 3.8) • 19

W

WinScribe Exporter Overview • 5

Index

WinScribe Exporter Administration Guide - Zftpnorthlandsys.zftp.com/Winscribe/Updates/WinScribe Exporter... · WinScribe Exporter Administration Guide ... Handling Export Failures

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