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ODMS R6 Transcription Module User Reference

1. 77 197 4 1 Editing a Folder in the Dictation Tray To edit a folder in the Dictation Tray follow the procedures below A Up to 20 characters can be used for a folder name note that for a folder in a recorder the maximum character count is eight The following characters are unavailable x lt gt L Creating a Folder _ Mounting a Folder L Removing a Folder L Renaming a Folder 4 1 1 Creating a Folder To create a folder perform the following steps Folders can also be created with the New button in the Folder Design dialog box W Procedure 1 Selecta folder in the Dictation Tree View and click New Folder on the context menu pa Or select in the Dictation Tree View Or select New Folder from the Folder menu gt The Create a New Folder dialog box will appear 2 Type in a folder name and click OK gt A sub folder will be created in the selected folder 4 1 2 Mounting a Folder This function adds a specified external folder path as a custom folder to the Dictation Tree View As a result it can be managed as a shortcut folder with Transcription Module One can also be added with Add in the Folder Design dialog box W Procedure 1 Select the Dictation Tray in the Dictation Tree View and click Add Folder from the context menu Or click ad in the Dictation Tree View Or select Add Folder from the Folder menu gt The Browse for Folder dialog box will app
2. 79 197 4 2 Editing the Properties of Audio and Document Files Dictation files and document files contain various types of information as their properties To edit the properties of a file the following methods are available _ Editing in the Properties View _ In line Editing _ Editing with the Job Data Dialog Box 4 2 1 Editing in the Properties View To view the properties of a file perform the following steps e The items displayed in gray cannot be edited bj W Procedure 1 Select a folder in the Dictation Tree View or Device Tree View gt Files in the folder will be listed in the Content List View 2 Selecta file in the Content List View gt The properties of the selected file will be displayed in the Properties View 3 Modify the properties as needed Items displayed in black can be edited Click the edit box and select from the list or enter content gt Entered content will be reflected immediately 4 2 2 In line Editing This function can edit the properties of a dictation file directly in the Content List View Mi Procedure 1 Click S to change to Or select In line Edit from the View menu to change to lage 80 197 2 Select a dictation file in the Contents List View then select Edit Item from the context menu Or select a Dictation file and click the cell to be modified gt In editable items text can be entered or a selectable Pull Down menu will appear 3 Edit
3. name in the destination folder When Prompt user for Action is selected after receiving a message the user can select overwriting or renaming of the file if there is a file with the same name in the destination folder 104 197 Refresh Interval This option configures refreshing of the current folder When Refresh folders automatically every is enabled the file information displayed in the Content List View is periodically refreshed The refresh interval is configured with Refresh interval default 10 minutes 6 2 2 Download This category configures operations when a dictation file is downloaded For a downloaded file the message displayed file naming rule and deletion criteria can be configured The items with the lock icon 9 can only be enabled or disabled by the Administrator L Automatic Download L Job Data Settings Rename _ Delete Automatic Download The automatic download option enables the PC to automatically receive audio data from the device after detecting it The following settings can be configured only for automatic download enabled folders Prompt for selecting the file to be downloaded When Prompt for selecting the file to download is enabled the dialog box for selecting files to download appears when they are downloaded Only the files set to Automatic download will be downloaded Job Data Settings When Prompt for data every time a file i
4. program If the same message appears after you run OlyCodecFilterSetup exe contact your Olympus Dealer where you purchased the product 134 197 7 3 DVR Is Not Recognized If the recorder connected to the PC is not recognized verify the following items Mi Procedure 1 After connecting the recorder to your PC using a USB cable check that the LCD display of the Digital Voice Recorder reads REMOTE 2 If REMOTE is not displayed remove the USB cable from the recorder and check that the Stop mode and the hold switch are not enabled 3 Reconnect the USB cable to the recorder and check that the LCD display reads REMOTE 4 If it still does not display REMOTE the communication driver may not be working properly In such cases check Communication Driver Problem 135 197 7 4 Collecting Information with Log Tool Olympus Dictation Management System R6 provides the ability to trace and log a series of application operations To perform logging the modules to be logged have to be specified before the application is started When a problem is encountered it is recommended that the PC operating conditions and the log data of the problematic areas be sent to your dealer or distributor Mi Procedure 1 Open the Transcription Module installation folder with a tool such as Explorer and double click ODMSLogTool exe gt The ODMS Log Tool dialog box will appear Component Dictation Module Transcription M
5. P Rewind Moves the Position control to the previous index mark Mark Adjusts output sound volume peed a Speeds playback up or down Tone Configures the tone placing an emphasis on the high or low FF pitch area Noise Cancellation me Selects the level of noise cancellation from 0 1 2 and 3 A OFF larger number means a higher amount of noise cancellation View All Index pg Displays the view All Index Marks dialog box co oe Comment aaa verbal comment Comment previous verbal comment Dictation Switches between Dictation File mode and Instruction Instruction a Comment mode if an Instruction Comment has been recorded Comment Mode in the currently selected dictation file Intro Scan So Sequentially plays only the first five seconds of the files selected or displayed in the Content List View 8 2 6 Tool Menu Channel Selects a channel for sound to be played Stereo Plays as stereophonic sound Monaural Plays as monophonic sound Left channel only Plays only the left side track of stereophonic sound Right channel only Plays only the right side track of stereophonic sound 162 197 Select Speaker Selects speakers either the ones supplied with the PC or the ones provided by a connected digital voice recorder when playing a file Send Via E mail 3I Manually moves a dictation file to the email sending box If multiple d email profiles have been registered select a profile for transmission with the Send and R
6. Shows Hides the Level Meter control Auto backspace This option sets the length of time for Auto backspace in the range of 0 0 to 5 0 seconds in steps of 0 1 seconds Display mode Switches the mode for the Transcription with User Setting Transcribe bar Length Remaining time indication Changes the display to either the recording time or the remaining time with User Setting Transcribe bar Position This option shows the Transcribe Bar Position When Always on top is enabled the Transcribe Bar or the Playback Control Window are displayed as the topmost window Winding speed The feed amounts of CUE REVIEW and FF REW can be configured in four levels The horizontal axis represents the length of time that has elapsed since starting 3 seconds minimum 60 seconds maximum 121 197 The vertical axis represents the scaling factor relative to the standard playback speed 1 5x minimum 50x maximum Click any one of the four levels and adjust the scaling factor to the desired level Note that it cannot be adjusted to levels less or equal to the scaling factor at the previous level To make an adjustment select the box displayed for each level Elapsed time can be adjusted using and The playback scaling factor can be adjusted using and Support playback audio during cue review A typical CUE operation thins out audio data for playback With this option enabled however wh
7. Actions 6 1 1 Folder Properties The Folder Properties box displays the properties of a folder selected from the folder tree Properties are configured for each folder Configurable properties vary depending on the folder type L Attributes L Enabled _ Name LI Synchronize Folder Name L Path _ Encryption _ Password L Ownership L Document Type 96 197 L Actions L Auto Download L Format Conversion L Send via E mail L Send via E mail Alternate Plofile L Send via FTP L Send via FTP Alternate Plofile L Backup _ Notification _ Clean L Purge How to configure the properties The properties can be configured with either one of the following two methods By clicking or by clicking LJ to display a dialog box where they can be configured Both ways allow for configuration of the properties 6 1 2 Attributes The following folder attributes can be configured _ Enabled LI Name L Synchronize Folder Name Path O Encryption __ Password a Ownership L Document Type Enabled This attribute sets whether or not to display folders in the folder tree This setting works with the ON OFF setting of the checkbox in the folder tree If this attribute set to False Hidden the folder is not displayed in the application s folder tree and files cannot be manipulated downloaded imported moved or copied with the folder name This attribute sets t
8. FTP Send Receive 3 8 2 Manual Transmission via E mail To specify and send a file via email perform the following steps e For information on how to register an address refer to Registering an Email Address Mi Procedure 1 Select a file i 2 Click onthe toolbar and select a mail profile to be used Or select a mail profile using Set E mail Destinations in the Tool menu gt The Set E mail Destinations dialog box will appear 61 197 G E TGT Set E mail Destinations File Name File Size E DS400015_1b 147456 3 Click To CC and or BCC gt The POP SMTP Address dialog box will appear E mail Address Author1 Olympus com Manager Olympus com Transcriptionist Olympus com With the New Contact button a new address can be registered gt Registering an Email Address 4 Select addresses from the Address Book and click To gt CC gt and or BCC gt 5 After completing the configuration click OK 62 197 gt The selected addresses will be displayed in the Send E mail Destination dialog box S Author1 Transcriptionist BCC Manager Subject Message File Name File Size DS400015_1 b 147456 6 Type in the Subject and Message Enter the mail body to the Message 7 Click Send gt The email will be saved in the Outbox folder 8 Se
9. The display of files in the Content List View can be customized in various ways The following methods are available L Interchanging Displayed Columns L Sorting Displayed Files L Changing the Columns Displayed in the Content List View L Filtering Displayed Files 5 2 1 Interchanging Displayed Columns To change the order of displayed columns perform the following steps W Procedure 1 Select a column name and then drag and drop it gt The order of displayed columns will change EQ Changing the Columns Displayed in the Content List View 5 2 2 Sorting Displayed Files To change the order of displayed files perform the following steps W Procedure 1 Select Sort by from the View menu gt Files will be sorted from the selected column in ascending order If the current sorting option is selected again it will alternate between ascending and descending order 5 2 3 Changing the Columns Displayed in the Content List View To show or hide the columns in the Content List View perform the following steps The file name and priority cannot be hidden W Procedure A 91 197 1 Right click on one of columns in the Content List View gt The list of column headers will be displayed as a context menu 2 Click a column to show or hide it W Procedure B 1 Select Columns to Display from the View menu gt The Columns to Display dialog box will appear 5 es a Folder type
10. The following procedure describes how to move a dictation file to the Recycle Box with the Cleaning setting after a one month storage in the Transcription Finished folder and how to eventually delete it permanently after a two week storage in the Recycle Box Mi Procedure 1 2 3 Click Options on the Tools menu Click the Finished folder in the Folder tree in the Folder Design dialog box Select Clean and click LJ gt The Cleaning Settings dialog box will appear Check Enable Cleaning select 1 Month s for the interval select Move To Recycle Box and click OK Click on the Recycle Box folder Select Purge and click E gt The Purge Settings dialog box will appear Check Enable Purge select 2 weeks and then click OK 88 197 5 Customizing the Transcription Module This chapter describes how to make the module easier to use by modifying the window appearance and key assignments The following functions are available L Customizing the Work Area L Customizing the Content List View L Assigning Hot Keys 89 197 5 1 Customizing the Work Area The work area of the Main window consists of the four parts listed in the following table These views except for the Content List View can be shown or hidden as needed Default Dictation Tree View Content List View Always shown Always shown Information View 90 197 5 2 Customizing the Content List View
11. delete the original file s This setup settings are used as default 2 Select a folder in the File Location field for the file import destination Set the import destination folder with Change Checking the delete option in the Options box enables the original file to be deleted after importing 39 197 3 Select a file from the list and click Open gt The specified file will be copied or moved to the folder selected in Destination 40 197 3 5 Copying or Moving a Dictation File To copy or move a dictation file perform the procedures described below L Copying a File in the Dictation Tree View _ Moving a File in the Dictation Tree View _ Copying a File to a Specified Location L Uploading a Dictation File to the Device L Exporting a File 3 5 1 Copying a File in the Dictation Tree View To copy a file in the Dictation Tree View perform the following steps Mi Procedure 1 Select a file in the Content List View Selecting Select All from the Edit menu selects all files in the List View 2 Click iy on the toolbar Or select Copy to Folder from the Edit menu gt The Copy to Folder dialog box will appear 3 Select a destination folder and click OK gt The selected file will be copied to the specified folder 3 5 2 Moving a File in the Dictation Tree View To move a file in the Dictation Tree View perform the following steps Mi Procedure 1 Select a file in the Content
12. refer to Menu List Voice Recognition Editor 4 Text Display Area This area shows text that is output by voice recognition Text editing can be performed while operating the toolbar playback controls to playback the dictation while manually entering text with the editor When playing back dictation the text that corresponds to the current playback location is highlighted in order to give you an idea of the location of the text that is playing back Status Bar The left area of the status bar shows the dictation playback status and other information When there is a foot switch connected to the PC there will be an icon displayed on the right side of the status bar to indicate that the foot switch has been recognized 153 197 Dictation Tree View Main Window The Dictation Tree View is displayed on the upper left side of the Main window f i i A 4 eg Dictation Tray Ry Download Tray iy Folder A Da Folder B wn Folder C p Folder D oo fg Folder E Se ph Ye Pe J Free Berogetere N YROx NAv wow E T g Inbox aman S Outbox jen DR E mail 1 o AAP p Bg Forwarded aaa k Fs mma po gt Finished Sus a Woatwe Transom Transcrigao So surat Aii LJ Backup oy 7 a E Recycle Box hon ety Transcriptionist Ja sana nad T EeNNN Title Displays the name of the view Pin Button Switches the display mode
13. with which at the same tier as J the Download tray you can create a shortcut folder path to a specified external folder Remove Folder Deletes the subfolder created with New Folder and removes the shortcut folder created with Add Folder Rename Folder Renames a folder The folders and custom folders in the Download Tray are shortcuts created internally by DSS Player Renaming modifies the shortcut name without affecting the actual folder name Sub folders are actual folders so renaming one renames the actual folder Folder Setting E Opens the Folder Setting dialog box with which you can configure m the attributes of a folder 8 2 3 Edit Menu Functions Cut Copies a dictation file to the clipboard Pasting the dictation file after AY cutting it moves the file to a specified folder B Copies a dictation file to the clipboard Paste lt Moves or copies the dictation file copied to the clipboard with the Cut or Copy command to a specified folder ko al Deletes an audio or document file Select All Selects all the files in the Content List View Copy to Folder Copies a dictation file selected in the Content List View to a specified H folder Move to Folder Moves a dictation file selected in the Content List View to a specified folder 8 2 4 View Menu Switch to Playback Switches from the Main window to the Playback Control window or Control Window Transcribe bar The dictation file selected in the Main window begi
14. 197 2 1 1 Debugging Option The Transcription Module provides Log Tool which is a function to log information that enables analyses of problems that only occur in certain PC environments By sending the log data of problematic areas to your dealer or distributor you can receive advice to facilitate a resolution to the problem in a timely manner Log Tool is provided as ODMSLogTool exe in the Transcription Module program folder It allows for per module configuration of log outputs Configuring all items to be logged generates a large amount of log information resulting in slower operations of Transcription Module When configuring logging it is recommended to check only the items in question For more information on how to use Log Tool refer to Collecting Information with Log Tool 31 197 3 Basic Operations This chapter describes the basic operations of Transcription Module Starting and Exiting Transcription Module L Starting and Finishing Transcription L Downloading Dictation Files L Importing Files L Copying or Moving a Dictation File L Playing a Dictation File L Editing a Dictation File L Sending a Document File via E mail L Sending Document Files via FTP L Managing Document Files L Receiving Dictation Files via E mail L Receiving Dictation Files via FTP _ Voice Recognition 32 197 3 1 Starting and Exiting Transcription Module To start and exit Transcription Module perform the
15. 6 3 User Settings srrrersteeteteeeeteee sees teens sense eaeneeeeeeseeenseeanaeeseeeseeanaeeanaeeseenae eens 119 6 4 E mail FT Pescttt teeter teeter cece ee eee eens ene ener eseeeeneseneeeseeesersenenennes 124 8 DY ee ee ee rr re rrr err rrr Te 128 6 6 Updates srrersteeteteteeeeteeeeee eaten sent eaeeeeteeeaeenetaeeaeenenseeeeanensteeeatenateeeanenarenees 130 7 TROUBLESHOOTING icccsssssssennnnnnennneneeeeennnnnnnnnneeeeeeeeeeeeennnnnnnnnnneeeeeeeeeenanns 131 7 1 The Transcription Module Does Not Start Up ssrrrrsrrrrssrrrrssrrrnrnrrrrenrrrrenerrenne 132 7 2 The System Remains Silent ssssrrsrrrrsrrrssrrrsrrrrnrrrsnrrtnrrnturrnnrnrtnrrnturenurennne 133 7 3 DVR Is Not RECOGNIZE st etrttet ett et ete et eee t ee eeeeeeeeeneeeeeeeeeeeeeeeneeeateneseenat tess 135 7 4 Collecting Information with Log TOO ssrsssrrrssrrrsrrrssrrrnrrrrnrrrnerrrurrnrererunernns 136 3 197 7 5 Updating SE EE EEE EEE EEE EEE EE EE a a EEE E TETEE TETEE EEEIEE EEEE EEEE eee 138 7 6 Modifying a Workgroup ENVIFONMENE ssrrsrrrsrrrsrrrsrrrsrrnrrnnrrnnrrturrtnrnnnnnnennne 139 8 APPENDIX rssssss121222202010220010020000000nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 141 8 1 Names and Functions of Window Components rrsrrtrtreteteetet erst ee tet sree eaeenaees 142 8 2 Menu Lists Main WiINGOW crrrrtrerettet et tet ete t et ee teens eet eeeeneeeaeeteeeeaeeanaeeananees 160 8 3 Menu List Voice Recognition EditOr tsssrrsrrrrrrrrsrrrrsrrrnrrrrnrrnnrrrrnrrreereru
16. Automatic Transmission via FTP __ Manual Transmission via FTP 3 9 1 Automatic Transmission via FTP With a folder configured for automatic FTP transmission files in the folder will automatically be sent to a pre determined destination at regular intervals To send a file via FTP an FTP profile needs to be configured in advance gt E mail FTP FIP To automatically send a file via FTP an automatic FTP transmission needs to be pre configured gt E mail FTP Send Receive 3 9 2 Manual Transmission via FTP To manually send a file via FTP perform the following steps Mi Procedure 1 Select a file FTP 2 Click Y on the toolbar Or select the FTP profile using Send Via FTP in the Tool menu gt The Set FTP Destination dialog box will appear 65 197 3 4 5 66 197 FTP Address Login ID Audio files folder Filename File Size Created _ DS400015_1 tt 147456 8 6 2011 10 02 37 PM Click To gt The FTP Profiles dialog box will appear FTP Profiles Name FTP Address Login ID Audio files folder Document files Olympus ftp Olympus123 olympus Olympus Select an FTP profile and click Select gt The FTP address will be displayed in the Set FTP Destination dialog box FTP Address Login ID Audio files folder Filename File Size Created _DS400015_1 t 147456 8 6 2011 10 02 37 PM Cancel Click Send gt The file will b
17. Button 151 197 Switches the display on the desktop and on the task bar x 5 a Close Button Exits the Transcribe bar and brings the user back to the Main window q Option Button Switching Shows or hides the option buttons Voice Recognition Editor The Voice Recognition Editor is displayed when editing text following voice recognition with the Transcription Module In the case of a dictation file that has been transcribed without using voice recognition the application associated with the file format of the text file is started up As the same when voice recognition is performed with DSS Player Pro R5 the application that matches the file format of the text file is started up but not displayed in this window 0 oos me Fie Edt View Dictation Voice Information Help o a wigiag 3 rhea mw WD SG Microsoft Sans S 11 Title Bar Shows the name of the file currently being played back Menu Bar Displays menus of various commands used for text correction Command availability depends on the status of the file For details about each menu refer to Menu List Voice Recognition Editor 152 197 Toolbar Displays buttons that execute commands A large variety of different commands including recorded dictation playback and stop and other playback commands and font operation and other text editing commands Command availability depends on the status of the file For details about each tool button
18. Download C Downloading All Files L Downloading Files into Specified Folders C Downloading Specified Files 3 3 1 Downloading All Files To download all files from a device perform the following steps A When using a model with the Music folder executing Download All will not download files from the Music folder W Procedure 1 Connect a supported device to a USB port on the PC 2 Switch on the device gt The Main window will automatically launch The Device Tree View will display the model of the recorder and file information a When connecting or disconnecting the device while the Main window is open device P information will be updated in the Device Tree View 3 Verify that the device is in Storage mode m If it is in Audio mode select to switch to Storage mode a 4 Click in the Device Tree View Or right click the device and selct Download All from the context menu gt All files in every folder in the device are downloaded copied into the corresponding folders A G in the Download Tray The file name format is Recorder user ID leading four characters four digit number 36 197 the Device Select Dialog Box Select the device and click OK e Files in a device can also be deleted when they are downloaded gt Workflow Download e Downloading can be automatically started when a device is detected gt Folder Design Actions Auto Download e If
19. Download Tray Cancel Not currently displayed Columns to Display Priority Level Voice Recognition Download a Instruction Comment Transcriptionist File Size Option Item 1 Option Item 2 Option Item 3 Option Item 4 Option Item 5 2 Select the Folder type Use gt gt and lt lt to move the columns The columns placed in the Columns to Display box are displayed in the Content List View To change the order of displayed columns use Up and Down Clicking Reset returns the displayed columns to the default setting 4 Click OK gt The window will close and the display of the Content List View will be updated eDisplayed Property List Dictation File List View eDisplayed Property List Document List View 5 2 4 Filtering Displayed Files The filtering function for column headers can filter columns to display eDisplayed Property List Dictation File List View eDisplayed Property List Document List View 92 197 W Procedure 1 93 197 Click S in the Content List View Or select Filter On Off from the View menu gt The filtering function will be enabled and yJ will be displayed for each column header When a filtering condition has been set for a column the button for the column turns to xj 8 File Name Job Number Author Worktype Created SSS En Oe mi i i Xa da a Click yj and select a condition from the list box Selecting All di
20. Edition SP2 x64 Microsoft Windows Vista e Ultimate Enterprise Business SP2 x86 x64 Microsoft Windows 7 e Ultimate Enterprise Professional x86 x64 e Ultimate Enterprise Professional SP1 x86 x64 Microsoft Windows Server 2003 SP2 x86 x64 Microsoft Windows Server 2003 R2 SP2 x86 x64 Microsoft Windows Server 2008 SP2 x86 x64 Microsoft Windows Server 2008 R2 S U Microsoft Windows XP 1 GHz or higher Microsoft Windows 7 1 GHz or higher Microsoft Windows Server 2003 1 GHz or higher Microsoft Windows Server 2008 2 GHz or higher Memory Microsoft Windows XP 256 MB or higher Microsoft Windows Vista 1 GB or higher Microsoft Windows 7 1 GB or higher x86 2 GB or higher x64 Microsoft Windows Server 2003 256 MB or higher Microsoft Windows Server 2008 2 GB or higher 65 536 colors or more 16 77 million colors or more recommended With the Dictation Module and Transcription Module One or more USB ports available With the Dictation Module and Transcription Module A Microsoft WDM or MME compliant and Windows compatible sound device Virtual mE Windows Terminal Services Environment Microsoft Windows Server 2003 2008 Terminal Service Platform Microsoft Windows Server 2008 RemoteApp Workgroup Requires separate TS CAL license System only E Citrix Presentation Server p Microsoft Windows Vista 1 GHz or higher gt Citrix Presentati
21. JobNumber Author Created 7 oy Welcome ds2 2 AUTHOR 8 6 2011 10 0 Pi Shows or hides the Dictation Tree View Title Displays the name of the list View either the Dictation List or Document List displayed in the View area Y 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 Folder Navigation Pane Switches the Filter of the list View on or off Hide Restore Button Pressing T hides the Information View Pressing A shows the Information View again 156 197 Information View Main Window The Information View is displayed on the bottom center of the Main window The default setting hides this view aj amp FileName Author Norktype Transcriptio Transcriptio Title Shows the screen title displayed by the information view h Gh ae L 1 a GO Oks Switches the displayed view P Pin Button Switches the display mode of the view between automatically hidden and always displayed p J On Always displayed Off Automatically hidden when not in use To show the view again press j View Area Document List Lists all the document files under the Document Tray when the contents of the Dictation folder are displayed in the Content List View Dragging one of the document files to a dictation file in the Content List view can link the document file with
22. Mi Procedure 1 2 Select Options from the Tool menu Click Update gt The Update dialog box will appear To configure automatic checking check Check for updates automatically and set the Check interval To check for Updates immediately click Check now Click OK gt The settings will be confirmed OK Secures settings Cancel Exits without modifying settings Apply Enables changes Transcription Module To automatically check for the latest updates enable Check for updates automatically and configure Check interval When automatic updating is enabled the Olympus download server is checked for updates at configured intervals When a newer version than the currently installed one is detected a confirmation dialog box for upgrading will appear If upgrading is selected the data is downloaded from the server and then updating of Transcription Module will begin If a proxy server needs to be configured click Proxy Settings and configure the address and port number of the server 130 197 T Troubleshooting This chapter assists in solving problems with Transcription Module LI The Transcription Module Does Not Start U L The System Remains Silent L DVR Is Not Recognized L Collecting Information with Log Tool _ Updating _ Modifying a Workgroup environment 131 197 7 1 The Transcription Module Does Not Start Up If the Transcription
23. Services It supports communication between the client PC and server which makes it possible to use all of the Dictation Module and Transcription Module functions under a virtual environment A Citrix driver for Citrix XenApp and Presentation server and Windows Terminal Services driver are provided for each virtual environment platform 1 2 Licenses A license is required to use ODMS R6 ODMS R6 is provided under the following two types of licenses e Single License This is the license ID issued with a recorder or foot switch that allows single licensing of ODMS R6 A recorder license allows the Dictation Module and Transcription Module to be installed on a PC A foot switch license allows only Transcription Module to be installed on a PC e Multi license This is the combined license ID that groups several single licenses into one license ID for both Dictation Module and Transcription Module A multi license is managed as a floating license e Decoder License This is the license for redistribution of DSS and DSS Pro decoders A redistribution contract allows acquisition of a decoder license ID and redistribution of the decoder To enable the decoder the license ID needs to be registered at the time of installation About the multi license key With License Manager only the multi license key can be registered The Single license and other licenses are not available Purchasing an Initial or Additional Multi license In exchange
24. Settings dialog box will appear 2 Selecta format and attributes and click OK The resulting file will be saved in the same folder Select whether or not to delete the original file after conversion 54 197 gt The file will be converted to and saved as a file with another format and the original file will be deleted based on the folder property settings _ Format and Attributes of the Resulting File 55 197 Format and Attributes of the Resulting File The following tables list the formats and attributes that can be assigned to the resulting file in the Convert Dictation dialog box Attributes Format Sampling Quantization Bit nanne Codec EE Rate Recording Mode ue Attributes Format l Sampling anne Codec Bit Rate TEENE Recording Mode 13 7 kbps 12 kHz DSS Pro 13 7 kbps 12 kHz 28 kbps 16 kHz mono QP Attributes Format Sampling eanne Codec Bit Rate A Constant Variable Bit Rate WMA 56 197 3 7 3 Splitting a Dictation File into Two Files With this function a dictation file in the Content List View can be split into and saved as two files DSS DSS Pro WAV and WMA files can be split The resulting file format can be selected Mi Procedure 1 Selecta file in the Content List View and click E on the toolbar Or select Split from the File menu The Split File dialog box will appear Split File a Splits a file g Enter the split file names and split position Inpu
25. Starting conditions of transcription can be optionally configured gt Workflow Transcription W Procedure 1 Select a file in the Content List View and click T on the toolbar Or select Start Transcription from the File menu gt When Open specified word processor is enabled the specified word processor will open at this point When Open word processor using document templates is enabled a document template can be configured to open based on a specified Author and Worktype Configuring a Workflow for Transcription 2 The specified word processor or document template will open automatically Configure the settings specifying the word processor or document template to open in advance Registering a Document Template Transcribe a file while playing it Playing a Dictation File s Boy B Once transcription has been completed send the created document file to the Author eSending a Document File via E mail eSending a Document File via FTP Delete the transcribed dictation file Automatic deletion can also be configured gt Configuring Auto Collection B a B 35 197 3 3 Downloading Dictation Files Downloading refers to copying a file from a device and transferring it to Transcription Module To download a file follow the procedures described below Downloaded files are stored in the Download Tray Download settings are configured in the Workflow dialog box gt Workflow
26. This shortcut folder manages the dictations that have been sent This shortcut folder manages dictation files that have completed transcription and voice recognition This folder is provided with a Clean attribute to save disk space A dictation file for which a transcription has been completed is deleted after a prescribed length of time elapses Dictation files that are older than the elapsed time settings are cleaned out of the folder The automatic collection option for a workflow is configured to automatically move the dictation files that have completed transcription or voice recognition into this folder This shortcut folder backs up dictation files when downloaded or imported If a downloaded or imported dictation file is lost it can be restored from the Backup folder Since repeated backups can consume too much disk space the folder has the Clean attribute for deletion of old backup files This shortcut folder temporarily stores old or unnecessary dictation files Its function is similar to that of the Recycle Bin in Windows Deleting dictation files in this folder eliminates them permanently and makes their restoration impossible With the General option for a workflow you can select whether the dictation files in folders are deleted permanently or moved to the Recycle Box folder Dictation files in the Recycle Box folder can be restored to their original location with the Restore command This folder has the Clean attribute so that old
27. _ Device Menu L Workgroup Menu L Help Menu 8 2 1 File Menu Functions Start Transcription Starts transcription A specified word processor is started when starting transcription Start Audio Capture a Displays the setting window and starts audio capturing Convert Dictation Converts a dictation file into a specified file format Import Dictation Imports an unmanaged external dictation file Export Dictation Split Splits a file at a specified position into two files ee ao BR Joins multiple files into a single file Decrypt in Decrypts an encrypted file Lt Open Document Opens a document file When running this operation with a dictation file specified the linked document file is opened Associate with Associates a dictation file with a specified external document file Document nt The associated document is copied to My Documents and managed with the link Remove Association Dissociates a dictation file from its linked document file with Document Bia ae Z Exports a dictation file to external media Edit Job Data Edits the job data of a dictation file Job data refers to several editable settings Author ID Worktype ID Option Items and Comments Change Status E J Changes the status of a dictation file Exit Exits Transcription Module 160 197 8 2 2 Folder Menu New Folder A subfolder will be created in a highlighted folder in the Download tray Add Folder Ps Opens the Select Folder dialog box
28. an index mark at the indicator position COMMENT Pressing the pedal displays the Information window that shows dictation file detailed information with the focus on the Comment box EOF BOF Pressing the pedal moves the indicator to the end of the file If the indicator is already at the end of the file pressing the pedal moves to the beginning of the file PLAYBACK FOR Instruction Comment playback is performed while the pedal is pressed INSTRUCTION COMMENT Releasing the pedal stops the indicator at the location where the pedal was released Pressing the pedal ends transcription The dictation file status changes to Transcription finished SPEED CONTROL Pressing the pedal switches the playback speed to a preset speed Pressing the pedal again returns to normal speed 1X Assigning Speed Control to a pedal displays a drop down list for selection of a playback speed The speed selected in the drop down list is the speed switched to when Speed Control is executed NOISE CANCEL Pressing the pedal enables Noise Cancel at a preset setting Pressing the pedal again disables Noise Cancel 128 197 Assigning Noise Cancel to a pedal displays a drop down list for selection of the Noise Cancel value The Noise Cancel setting selected in the drop down list is the setting switched to when Noise Cancel is executed 129 197 6 6 Updates This category configures whether or not to check for the latest Updates
29. are managed by the System Configuration Program prohibiting Transcriptionists from modifying them To modify these items contact the Administrator Category Folder Design Designs the folders used Designs the folders used by an Author or Transcriptionist an Author or Transcriptionist Workflow Configures the workflows performed by an Author or Transcriptionist User Settings Configures items related to usability E mail FTP Configures email or FTP for users Configures the devices used by an Author or Transcriptionist Updates Configures the updates for software or firmware L Folder Design L Workflow L User Settings _ E mail FTP _ Device C Updates 95 197 6 1 Folder Design This category is provided to customize the folders for storage of audio and document files The items with the lock icon 9 can only be enabled or disabled by the Administrator W Procedure 1 Select Options from the Tool menu 2 Click Folder Design gt The Folder Design dialog box will appear 3 Select a folder to be configured from the folder tree on the left and configure its settings in the Folder Properties box on the right OK Secures the settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file EQ For information on applications and functions of the Dictation Tray and Document Tray refer to How Folders Work L Folder Properties L Attributes C
30. automatically receiving dictation files 107 197 E mail FTP profiles dictation file types receipt notifications and expiration of dictation file for transcription can be configured Items with the lock icon can only be enabled or disabled by the Administrator L Receiving Dictation _ Rename Receiving Dictation When E mail is enabled dictation files can be received via email The default display is the currently used email profile An E mail or FTP profile can be created and modified by clicking Change the profile E mail When FTP is enabled dictation files can be received via FTP Multiple FTP sites can be registered They are added to the list after registration A dictation file can be received via FTP sites with the appropriate checkbox selected A dictation file can be received when it has one of the extensions enabled in the Specify the dictation type to receive by selecting applicable extensions Rename When Rename received dictation with the set format is enabled a received dictation 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 Items to be included in the file name with a separator between them can be defined 6 2 6 Notification This setting displays a Notification window a pop up window when a file has been added to the folder L Enable notificat
31. changes the file status to Transcription Pending Files are handled as text editing temporarily interrupted but will be resumed later and text editing can be resumed with the Voice Recognition Editor DA Print preview Displays a text print preview gt Cancels changes and closes the Voice Recognition Editor 8 3 2 Edit Menu Copies the text currently selected in the text display area to the clipboard Executing Cut and then Paste will move the cut text to the cursor position 166 197 Status Bar B Moves text put on the clipboard with Cut or copies text put on the clipboard with Copy to the cursor location FH Displays a text search dialog box which searches for the text string specified in the text display area Functions Toggles toolbars between show and hide specifies the buttons displayed in toolbars etc Toggles the status bar between show and hide 8 3 4 Dictation Menu Play Stop Rewind Fast Forward End Volume Plays back the dictation file from the cursor position in the text display area Pressing this button again stops playback During playback the text that corresponds to the playback position is highlighted u p apee epee Mea i area 8 3 5 Voice Information Menu Show Information Window Displays detailed information about a dictation file 8 3 6 Help Menu Opens Help 167 197 8 4 File Property Lists This section provides the prop
32. dictation file was Originally stored The sender of the dictation file The date and time of when the dictation file Received Date was received The receiver of the dictation file Forwarded Date wos forwarded nen tne Sitation fle Forwarded Date was forwarded was sent stored full path codec for the dictation file 1 The R W column describes the Read and Write attributes 169 197 Displayed Property List Document List View The following table lists the properties displayed in the Document List View and their descriptions Property Priority Level A numeric value representing the priority level ranging from O to 15 Priority High Normal Voice Whether or not the associated dictation file Recognition has been voice recognized Priority Whether or not the associated dictation file has instruction comments Instruction Comment Whether or not the document file is encrypted Whether or not the document file is locked z Encrypted J Locked File Name Author Worktype Transcriptionist Transcription Started Transcription Completed The name of the document file The Author name The Worktype name The name of the Transcriptionist The date and time of when a transcription started The date and time of when a transcription was completed Process Status The Process Status of the dictation file D Process Recording Process Transcription Process Voice Recognition Process Export i
33. dragging the slider can adjust noise cancellation in four levels of 0 1 2 and 3 tE LU Tone Adjustment Control Clicking amp or or dragging the slider can adjust the tone in increments of 1 from 100 on the B side to 100 on the T side Status Bar 1 Displays the following information First Area The current operating state Play Stop Fast forward Rewind CUE REVIEW Second Area Author ID Third Area Worktype Fourth Area Comment Playback Control Window Components during Audio Capturing This Playback Control window is displayed when clicking Start Audio Capture on the File menu It can create a new dictation file Exiting the window brings the user back to the Main window 146 197 vl eur we Title Bar Displays the name of the file currently being played and the name of the folder in which the file is stored Control Panel Priority Button This mark indicates the priority of a file A red mark means that the file is assigned high priority E A Audio Instruction Comment Mode Switching Button Switches between audio playback and Instruction Comment playback In Instruction Comment mode the icon turns to orange and the Play bar is surrounded by an orange line 23 Information Button Clicking this button displays the property information of a file The Main window does not have this button Switch Input Device Button Pressing this button displays the Select Input Device dia
34. following procedures L Starting L Auto starting L Exiting A Dictation Module Transcription Module and File Downloader cannot be running at the same time on the same PC An option exists to prevent automatic start up Starting To start Transcription Module perform the following steps ME Procedure A 1 From the Windows Start menu select All Programs Olympus Dictation Management System Transcription Module gt The Transcription Module will start and the Main window will appear W Procedure B 1 Double click a DSS or DSS Pro file through the Windows Explorer gt The Transcription Module will start and the Playback Control window or Transcribe bar will appear Auto starting Mi Procedure 1 Start up the resident Device Detector4 and select the Transcription Module check box 2 Connect a supported device to a USB port on the PC gt This will automatically start up Transcription Module and display the main window Exiting If the Playback Control window or Transcribe bar is displayed return to the main window and then exit 33 197 W Procedure 1 Select Exit from the File menu in the Main window Or click the EJ button in the upper right corner of the Main window Transcription Module will close 34 197 3 2 Starting and Finishing Transcription Select a dictation file to start transcription If configured the specified word processor will open at this point
35. for a corresponding number of single licenses a multi license is available free of charge Please contact our support team for details Other License Keys ODMS R6 license keys vary depending on the system Use the appropriate license for each system Please contact our Support team for information on re issuance or replacement of a license The following table shows the licensing scheme for ODMS R6 system configurations System Name Required License Standalone System Dictation Module single license Not required Transcription Module single license Multi license Workgroup System Dictation Module multi license License Manager Transcription Module multi license 1 If not using centralized user management with System Configuration Program and sharing data only a Standalone system can be configured under a multi license 10 197 1 3 Operating Conditions The following table lists the operating conditions of ODMS R6 Condition O m Standalone System Microsoft Windows xP e Professional Edition Home Edition SP3 x86 e Professional Edition Home Edition SP2 x64 Microsoft Windows Vista e Ultimate Enterprise Business Home Premium Home Basic SP2 x86 x64 Microsoft Windows 7 e Ultimate Enterprise Professional Home Premium x86 x64 e Ultimate Enterprise Professional Home Premium SP1 x86 x64 E Workgroup System Microsoft Windows xP e Professional Edition SP3 x86 e Professional
36. information file Write the required information in the email and then send it to your dealer or distributor 7 5 Updating It is recommended to keep software up to date To check for the latest updates for Transcription Module perform the following steps Mi Procedure 1 Select Check for Updates from the Help menu The Olympus download server will be checked for updates When a version newer than the currently installed one is detected a confirmation dialog box for upgrading will appear 2 Select upgrading gt The data will be downloaded from the server and updating of Transcription Module will begin 138 197 7 6 Modifying a Workgroup Environment The settings for license servers and repository folders can be modified after the Transcription Module is installed in a Workgroup environment repository folders from the Transcription Module If you are running the Transcription Module on a computer that is running Windows Vista or Windows 7 you will be required to open the application by right clicking the Transcription Module icon in the Start menu and then clicking Run as administrator Modifying Repository Settings Automatic Update Enabled If the previously used repository is left on the network or if repository service is still running settings will be You must have administrative privileges to modify the settings for license servers and automatically reconfigured so the new repository is reference
37. not installed e Voice recognition functions are not supported when ODMS R6 is being used under a virtual environment Enabling Voice Recognition Functions In order to use voice recognition with the Transcription Module the Workflow Voice Recognition on the 71 197 Option Settings dialog box must be used to configure voice recognition settings W Procedure 1 On the menu bar select Tools Options to display the Option Settings dialog box 2 Select the Workflow tab which will cause Voice Recognition General to appear in the tree view 3 Select the Enable Voice Recognition check box gt This will enable use of voice recognition function with the Transcription Module You can display a voice recognition screen in the information view Dragon NaturallySpeaking User Profiles With Dragon NaturallySpeaking there is a separate profile file referred to here as a DNS user profile that records personal settings for each voice recognition user All the DNS user profiles used when performing voice recognition with the Transcription Module are registered with a link to the Author ID of the dictation file For details about DNS user profile options refer to Voice recognition Dragon NaturallySpeaking W Procedure 1 On the menu bar select Tools Options to display the Option Settings dialog box 2 Select the Workflow tab which will cause Voice Recognition Dragon NaturallySp
38. of the view between automatically hidden and always displayed On Always displayed J9 Off Automatically hidden when not in use To display the view again press Kin the Content List View Toolbar Displays the tool buttons for working with a file For information on the functions refer to the Folder menu section in Menu List The folder structure under the Dictation Tray is displayed 3 For information on each folder refer to How Folders Work Hide Restore Button Pressing T hides the Device Tree View Pressing A shows the Device Tree View again Note that if no device is connected pressing this button does not show any View 154 197 Device Tree View Main Window The Device Tree View is displayed on the lower left side of the Main window This view is displayed when the device is connected It displays the devices with their icons supported by Transcription Module EN c e Device Manager ag DS 7000 DS7000 Ca Folder A a Folder B Toolbar Displays the tool buttons for working with a file For information on the functions refer to the Device menu section in Menu List The folder structure under Device Manager is displayed For information on each folder refer to How Folders Work 155 197 Content List View Main Window The Content List View is displayed in the center of the Main window It cannot be hidden gt os Folder A FileName a
39. only for 176 197 Default 10 seconds Convert Dictation Settings Dialog Box Convert Dictation Settings p Se Select new dictation format and attribute Format WAV Attributes PCM 44 10 kHz 16 bit stereo y After converting a file s delete the original file s Specify the settings and click OK Decryption Password Dialog Box Decryption Password a input decryption password Cancel Enter the password then click OK Device Select Dialog Box When the device menu is selected with multiple devices connected this dialog box appears 177 197 Device Manager DS 3500 D53500 Specify a device or device folder and click OK 178 197 Edit Job Data Dialog Box Edit Job Data p Preview d Previous Net Options KKLA0002 ds2 Author ID Worktype ID Comment REW Shift Tab FF Tab OK MENU Enter Up Down Select the Author ID and Worktype ID from the drop down lists Enter the label names and values of option items Specify the settings and click OK 179 197 E mail Settings GroupWise Dialog Box E mail Settings Setting for GroupWise Profile Profile name Logon information Logon ID Password Specify the settings and click Finish 180 197 Cancel E mail Settings IMAP Dialog Box E mail Settings Settings for IMAP SMTP server Profile Name O
40. repository folder Before starting to modify settings check that you have sufficient access permissions for the new repository folder If you do not have sufficient access permissions the settings will not be applied when 139 197 you click the OK button Changing the License Server To change the license server perform the following steps W Procedure 1 Select Change License Server from the Workgroup menu gt The Change License Server dialog box will appear 2 Enter the IP address for the new license server or enter the PC name and port number 3 Click OK A When you click OK the Transcription Module will access the license server Once access has been confirmed setup is complete If access cannot be confirmed setup will remain imcomplete Before changing the settings complete setup for the license server 140 197 8 Appendix The appendix provides a collection of related information _ Names and Functions of Window Components L Menu Lists L File Property Lists L Default Key Assignments _ Names and Functions of Option Settings Dialog Box Components 141 197 8 1 Names and Functions of Window Components This section describes the names and functions of the components composing the three windows of Transcription Module L Main Window L Playback Control Window Components a Playback Control Window Components during Audio Capturing L Transcribe Bar L Transcr
41. s Selected 1 dictation s Title Bar Displays the standard Windows title bar Menu Bar Displays the menu used with Transcription Module Toolbar Displays toolbar buttons which are divided among four groups Standard Editing Mail FTP Voice Recognition Displayed buttons vary depending on the settings Dragging a toolbar button with the Alt key pressed can change the display order of the buttons Right clicking the toolbar displays the context menu which can be used to show or hide buttons Playback Control Bar Used to play the dictation files selected in the Content List View The Playback Control bar provides functions and ways of use similar to the Playback Control window Dictation Tree View Displays various folders storing audio and document files managed by Transcription Module Organization and properties of the folders can be configured based on user needs Selecting a folder displays audio and document files in the folder in the Content List View Device Tree View Displays folders in connected devices and cards Selecting a folder displays the dictation files in the folder in the Content List View Content List View 7 Lists audio or document files in the folder selected in the Dictation Tree View or Device Tree View Information View Displayed by clicking Restore in the Content List View This View displays information on content in the Content List View including the content of document files and messages of
42. the Auto Send attribute to Yes enables the alternate setting for Auto Send via E mail This profile is used for sending an email when it cannot be sent with the Auto Send via E mail profile If it cannot be sent with either Auto Send via E mail or Auto Send via E mail Alternate a warning message will appear allowing the user to decide which profile to use 100 197 Send via FTP This option sets whether or not to automatically send the folder files via FTP By clicking automatic transmission via FTP can be configured Auto Send Enables or disables automatic transmission via FTP Profile The profile used for automatic transmission Comfirmation Dialog box Shows or hides the confirmation dialog box when a file is automatically sent These settings can also be configured in the Set FTP Destinations dialog box which is displayed by clicking Lal With no FTP profiles configured the confirmation dialog box will appear allowing the creation of a new FTP profile gt E mail FTP Send via FTP Alternate Profile Setting the Auto Send attribute to Yes enables the alternate setting for Auto Send via FTP This profile is used to try sending a file via FTP when it cannot be sent with the Auto Send via FTP profile If it cannot be sent with either Auto Send via FTP or Auto Send via FTP Alternate a warning message will appear allowing the user to de
43. the microphone device to be used 187 197 Purge Settings Dialog Box Purge Settings Enable Purge Delete dictations older than n 6 Specify the settings and click OK Routing Settings Dialog Box isaac O Dictation sender Specify the E mail address or FTP address of dictation sender Protocol E mail FTP Sender Address Book Destination for dictation Specify the folder to save dictations received Destination Folder Inbox aa Notes To receive encrypted dictations you must specify Inbox folder and set a decryption password to the folder You can set the Inbox folder and password settings in Folder Properties Automatic document creation and sending Use automatic document creation and sending function 0 Send the transcribed documentto the dictation sender Send the transcribed document to alternate address ocation Protocol E mail FIP Receiver Notes TBD Document for the reply will be created using a matching template Please specify template matching conditions in the Transcription Open Word Processor Configure the settings and click OK 188 197 Dictation Sender Specify the E mail address or FTP protocol needed for routing from the sender Select E mail or FTP for the Protocol and then select the address or protocol of the sender from Address Book next to the Sender entry field E mail address and FTP profile settings should be c
44. the properties as needed gt Input data will be immediately reflected in the system 4 2 3 Editing with the Job Data Dialog Box This function can edit the job data Author Worktype ID Option Items and Comments of a selected dictation file E Procedure 2 1 Select a dictation file in the Content List View and click H on the toolbar Or select Edit Job Data from the File menu gt The Edit Job Data dialog box will appear 2 Edit the properties as needed 3 Click OK Baltech Transponder Baltech Transponder Reader PAD allows use of its sensor inputs as text entries in the Edit Job Data dialog box W Procedure 1 Connect Baltech Transponder to a USB port on the PC 2 Select a dictation file in the Content List View and click H on the toolbar Or select Edit Job Data from the File menu gt The Edit Job Data dialog box will appear 3 Select Transponder is used from the Options menu 81 197 Auto playback Bar code batch scan v Transponder is used gt The Transponder Reader PAD will become available 4 Specify the target text entry box with the mouse A If Baltech Transponder Reader PAD is disconnected and then reconnected configure Use Transponder on the Options menu in step 3 again 82 197 4 3 Backing Up a Downloaded Dictation File A dictation file can be backed up with either one of two methods by automatic backup with backup configuration or by manual expo
45. to the specified folder 3 5 5 Exporting a File This function can export audio and management files to external media Management files are files for storing important dictation information for dictation files W Procedure 1 Select a file in the Content List View Selecting Select All from the Edit menu selects all files in the List View 2 Click 2 on the toolbar Or select Export Dictation from the File menu gt The Export dialog box will appear Desktop a j Floppy Disk Drive A amp Local Disk C 4 Local Disk D 7 3 DVD RW Drive E Control Panel e Homegroup A kKlaus a Libraries m Sig Network amp Recycle Bin J TM_EN Cancel Options After exporting the file s delete the original file s This setup settings are used as default If delete option in Options is checked the original file will be deleted after exported 3 Select a destination folder and click OK gt The selected audio and management files will be exported to the specified folder A The export function only supports copying to an external location Specifying a path managed by Transcription Module will result in an error 43 197 44 197 3 6 Playing a Dictation File This section describes how to play a dictation file window and launches the Playback Control window or Transcribe bar e Clicking a DSS file with a tool such as Explorer directly launches the Pla
46. when mister is specified for Spoken and Mr for Written Mr will be output in the voice recognition results when the word mister is spoken To edit Spoken and Written entries click Edit on the term registration dialog box and then use the term editing dialog box that appears for editing e The same as when Do Vocabulary Adaptation is performed if a term that is unknown to Dragon NaturallySpeaking is encountered during vocabulary adaptation a term registration dialog box will appear when vocabulary adaptation of all target files is complete 8 Following vocabulary adaptation perform acoustic adaptation on all of the target files gt A progress bar will appear above the adaptation queue to indicate the progress of the process Files are deleted from the adaptation queue as both vocabulary adaptation and acoustic adaptation are complete A file will remain in the adaptation queue whenever either type of adaptation fails for some reason 76 197 4 Managing Files and Folders Folders in the Dictation Tree View and the Device Tree View can be edited for each application The following functions are available L Editing a Folder in the Dictation Tray L Editing the Properties of Audio and Document Files L Backing Up a Downloaded Dictation File _ Decrypting a Dictation File L Sorting Dictation Files L Sharing Dictation Files with Authors L Automatically Deleting Transcribed Dictation Files
47. will be automatically backed up to the other specified folder Citrix Presentation Server XenApp Product name of a client server system that is called a virtual environment enabling operation of applications running on a server or of the server PC desktop itself from a remote client PC on the network Diverse client operating systems are supported including Windows Macintosh Linux etc A Windows server can also be remotely operated from a smartphone or other portable device is Citrix client software supports Clean A folder attribute and a way to delete files Old files can be deleted through one of two methods directly deleting them or moving them to the Recycle Box and then deleting them with the delete option Setting the Clean attribute enables automatic clean up of old files Composite Mode A mode for simultaneous operation of multiple standard USB classes when a recorder is connected to a PC Supported USB classes depend on the model With the DS 7000 3500 three classes Audio HID Storage are operated simultaneously Audio class supports function as a PC microphone and or speaker HID class supports button operations and Storage class Supports operation as a removable disk Smoothing linking with each of the functions of the Dictation Module and Transcription Module can be achieved by leaving the device USB connection mode set to Composite Mode Direct Recording A recording method that enables connection of a microphone
48. 97 2 Basic Olympus Dictation Management System Functions This chapter describes the basic functions of Olympus Dictation Management System ODMS R6 L Dictation File Name and Author ID _ Process and Status _ How Folders Work L Worktypes and Option Items L Ownership Attribute L Local Mode and Network Mode L Clean L Voice Comment L Storage Mode and Composite Mode L Backing Up L Debugging Option 17 197 2 1 Dictation File Name and Author ID Dictation File Name A dictation file created with an Olympus recorder is automatically named with eight characters in the format below A file directly recorded with the Dictation Module also follows the same naming process Author ID leading four characters Job No a four digit number beginning with 1 Author ID The Author ID which is registered as part of the file name represents the Author of the file The Dictation Module can register up to ten Author IDs and transfer them to the recorder If no Author ID is registered the logon ID for Windows is used as the Author ID Job No The Job No is automatically set when a recording is made Each time a dictation file is created a new number is provided for it The Job No which is an essential number for file management cannot be reset by the user Removing batteries from or formatting the memory card of the recorder will not reset the Job No 18 197 2 2 Process and Status This section pr
49. Apply Enables changes 184 197 Format Options Dialog Box Format Options r Select the file information to be included in the filename Click Move Up or Move Down to reorder the information V Worktype ID Job Number Priority Priority Level Created Date Completed Date Option Item 1 Separator _ Underscore y Preview File Name By selecting the checkbox of an item its setting is applied to the file name Note that File Name is a required item To change the order of items select an item and use the Up and Down buttons to change its position Specifying a separator inserts it between selected items The separator is selected from a drop down list none space hyphen period _ underscore Default Preview displays the format of a file name resulting from renaming 185 197 FTP Settings Dialog Box Create a new FTP Profile Profile Server information Logon information Address Port Logon ID Standard Password Advanced Settings Directory Passive mode For dictation F After downloading dictation files delete acquired from Dictation files folder For Document Cancel Pressing Test settings initiates a test to determine whether or not a file can successfully be uploaded and downloaded with the current settings in the dialog box and then displays the results Specify the settings and click F
50. List View Selecting Select All from the Edit menu selects all files in the List View 2 Click my on the toolbar Or select Move to Folder from the Edit menu 41 197 gt The Move to Folder dialog box will appear 3 Select a destination folder and click OK gt The selected file will be moved to the specified folder 3 5 3 Copying a File to a Specified Location To copy a file to a specified location perform the following steps Mi Procedure 1 Select a file in the Content List View Selecting Select All from the Edit menu selects all files in the Content List View 2 Click on the toolbar Or select Copy from the Edit menu gt The specified file will be copied to the clipboard 3 Select a destination folder in the Dictation Tree View or specify a folder with the Explorer 4 Click LI on the toolbar Or select Paste from the Edit menu gt The file will be pasted into the specified folder 3 5 4 Uploading a Dictation File to the Device Uploading is copying a file in the Content List View and transferring it to a connected device A File types not supported by the device cannot be uploaded Mi Procedure a 1 Select a dictation file in the Content List View and click onthe Device Tree View Or select Upload Selected Files from the Device menu gt The Upload dialog box will appear 42 197 2 Select a destination folder and click OK gt The selected file will be copied
51. Module does not start up check for the following items Other Olympus software is running Some Olympus software does not allow the Transcription Module to be started up while it is running Check that none of the following software applications are running If any one of the following applications is running exit it and then start up the Transcription Module e Olympus Dictation Management System Dictation Module File Downloader e DSS Player Pro R5 Dictation Module Transcription Module e DSS Player Standard Dictation Module Transcription Module e Olympus Sonority 132 197 1 2 The System Remains Silent If no sound is produced verify the following items Recorder Connection gt Check that the device is connected to your PC and turned ON Speakers gt Check that the speaker volume is turned up to an audible level Sound Card gt Check whether or not your sound card features a manual volume control if it does try turning up the volume Playback Volume To check this perform the following steps ME Procedure 1 Select Settings Control Panel from the Start menu 2 Select Sounds and Multimedia Audio and then click Master 3 Check that the volume for Master and Wave is not set to the minimum level and that the Mute box is not checked Play WAV File With Windows Vista 7 you can adjust the playback volume of each application If the global system volume is set corr
52. NS user profiles on a local PC When a user is opened with Dragon NaturallySpeaking it loads the DNS user profile located in the shared folder reads in the personal setting information and performs voice recognition When adaptation or other methods are used to update personal setting information the DNS user profile of the applicable author located in the shared folder is also updated This means that all users that reference the shared folder are able to use the DNS user profiles for each author which are automatically and constantly updated without copying the DNS user profile each time Use Dragon Roaming is recommended in an environment where multiple users are cooperating with each other to record dictation perform voice recognition make corrections and perform other tasks When using Use Dragon Roaming you need to prepare and specify a shared folder for managing DNS user profiles Click the button next to the Roaming Folder Path and then specify the shared folder for managing DNS user profiles DNS user profiles on the local PCs are not used while Use Dragon Roaming is being used This means that DNS user profiles need to be exported from the local PCs to the shared folder Changing from the Use Local Profile to the Use Dragon Roaming setting starts up the user profile Roaming User Wizard The DNS user profiles to be exported can be selected in the Wizard Completing the Roaming User Wizard
53. NSCRIBE DATE 20xx 8 21 YR_START_POSITION The End of File Templates and Adaptation With adaptation the Dragon NaturallySpeaking voice recognition engine learns by comparing voice recognized dictation data with the text data In the case of voice recognition using a template file the applicable audio is not in the part in the template where data is first inserted When performing adaptation any part of the template that does not contain audio is not used for adaptation When voice recognition is performed the Transcription Module automatically determines whether a template was used and excludes anything in the text area at the beginning of the template from the adaptation process In the example presented above AUTHOR NAME and any other terms that are included before the VR_START_POSITION tag as well as the date and other information in the template text area are not part of the adaptation process and so they are not learned by the voice recognition engine In order to use the adaptation function to teach particular terms to the voice recognition engine the actual author must say the terms and they must be learned for voice recognition Terms also can be learned directly by the voice recognition engine using functions such as Dragon NaturallySpeaking Train Word 6 2 12 Voice recognition Dragon NaturallySpeaking These are settings for configuring Dragon NaturallySpeaking Items that have a lock icon can be
54. ODMS which operates DM TM remotely from some administration software The System Configuration Program can be used for remote Dictation Module Transcription Module setting configuration and updating License Manager can be used for central management of multiple user licenses Worktype This is the data used to classify dictations The user can classify the types and Authors of dictations with the application by selecting a Worktype on the recorder when making a new recording Using Option Items associated with a Worktype additonal attributes can be provided Copyright 2008 2012 OLYMPUS IMAGING CORP
55. OLYMPUS Olympus Dictation Management System R6 Transcription Module Reference Manual Contents 4 INTRODUCTION cececcccccccccnnncccnnnccccencucnencccncncucnancccncncucccnccuccncccccnccuccnccuececcuacees 5 1 1 Olympus Dictation Management System OUtlines tsteee testes ee eee ee eee ne ees 6 122 sie ees 6 2520000009099900099000099900000090000000000000000000000000000000000000000000000000ccccccceee 10 1 3 Operating CONnditionS teste tte eens 11 1 4 Devices Supported by Transcription Module 1 t tsst teste etter 13 1 5 Supported File Formats t t este tte teste eens 14 1 6 Transcription Module Capabilities t s terete tetris 15 1 7 Trademarks and CopyrightS t tette steerer eens 16 2 BASIC OLYMPUS DICTATION MANAGEMENT SYSTEM FUNCTIONS 17 21 Dictation File Name and Author ID cccccccee eee e eter tee e eee eee eee e eee e eee e een e eee e eens 18 DD Process and Stats lt s8ssssssssssassssssssiissssiiseeesssesssessesessssssssssssssssssssssssssssssdes 19 Peed lea celle ica eld ee 71 2 4 Worktypes and Option Items lt 1e sete eetee teeter eee ener eee neete es 24 2 5 Ownership Attribute e treet teeter eee ener ee tere ee tere ee te E EEEn 25 26 Local Mode and Network Mode rrtstst tte eee t tet e nent eee e eee e eee e eee e een e eee e eens 26 Peel AAA 27 O VOCE CONE EAEE 28 2 9 Storage Mode and Composite Mode ssssssssesrrsrrrsrrrrrrsrrrrrrnrtrrrrneterrnnerrrnrneten 29 2 10 Backing Up crvtrttte ttre teeter ee ee
56. Process Archive The content of Option Item 1 The content of Option Item 2 The content of Option Item 3 The content of Option Item 4 The content of Option Item 5 The content of Option Item 6 The content of Option Item 7 The content of Option Item 8 The content of Option Item 9 The content of Option Item 10 The file name of the dictation associated with a document file The extension of the document file The size of the document file KB The receiver of the document file The date and time of when the document file was sent The location of where the document file is stored full path Option Item 1 Option Item 2 Option Item 3 Option Item 4 Option Item 5 Option Item 6 Option Item 7 Option Item 8 Option Item 9 Option Item 10 Dictation File Format File Size Receiver Sent Date Location 170 197 8 5 Default Key Assignments This section lists the initial default key assignments L Default Key Assignments Default Key Assignments L Playback Control Key Assignments L General Key Assignments L Function Assignments for Programmable Buttons Playback Control Key Assignments Default Key la F9 Fast Forward Next Index Mark Ctri Right Previous Index Mark Ctrl Left Previous Verbal Comment Ctrl Shift Left Jump to Top a JumptoEnd S o Noise Cancellation Level Sooo Delete Index Mark ___ i doo F10 S F10 Switch Playback View Mode _ __ Z o J O O Switch Remain Le
57. Queue or other displayed voice recognition function list Clear the Queue Deletes all of the files from the voice recognition queue or other g displayed voice recognition function list Voice Recognition Displays the page that appears when the following operation is Settings performed on the Option Settings dialog box Workflow Voice Recognition General 8 2 8 Device Menu Download Folders Downloads all files in Folders A G in the device displayed in the A G Device Tree View recorder PCMCIA card or removable drive into the corresponding Folders A G in the Download Tray in the Dictation Tree View Download Selected Downloads only selected files into the Download Tray in the Files Dictation Tree view Download All Downloads all files in the device displayed in the Device Tree View into the corresponding Folders A G in the Download Tray Files in the removable drive that have no folder are downloaded into Folder A Upload Selected Files By Uploads the files selected in the Dictation Tree View into the device a displayed in the Device Tree View Synchronize Synchronizes the date and time of the recorder with those of the PC Date Time The device can also be automatically synchronized with the PC when connected Change Storage This command is available only for models that support two types of Media storage media This command specifies the contents of which media is displayed when the device is connected via a USB port t
58. Select a file in the Content List View and click onthe toolbar Or select Change Status from the File menu gt The Change Status dialog box will appear Change Status RecordingFinished K Cancel The following statuses can be selected 59 197 Voice Recognition Pending Voice recognition is underway Voice Recognition Finished Voice recognition has been completed The selectable statuses depend on the current status 2 Select a status and click OK gt The status of the selected file will change 60 197 3 8 Sending a Document File via E mail The E mail function offers manual transmission via the menu and automatic transmission with periodic confirmation To send a file via email an email profile needs to be configured in advance gt E mail FTP E mail The following two methods are available to send a file via email _ Automatic Transmission via E mail _ Manual Transmission via E mail L Registering an Email Address 3 8 1 Automatic Transmission via E mail With a folder configured to automatically send files via E mail the files in the folder are saved in Outbox and automatically sent to a pre defined destination at specified intervals e To send a file via email an email profile needs to be configured in advance ER gt E mail FTP E mail e To automatically send email the folder needs to be pre configured for automatic transmission gt E mail
59. TTPS A protocol that integrates SSL Secure Sockets Layer encrypted communication into HTTP Instruction Comment An Instruction Comment is an instruction or other message recorded for a Transcriptionist It can be created only with Direct Recording and cannot be created when making a recording with a stand alone recorder It is maintained as a file separately from a dictation file and is recorded to provide a Transcriptionist with instructions Job Data A general term to refer to the Author ID Worktype option item comment or other data that can be specified for a dictation file by the Dictation Module or Transcription Module Such specified data items serve as keys for dictation file management classification and other management Noise Cancellation An operation that reduces noise output by extracting and filtering out noise components from a dictation file The cancellation effect can be adjusted in three different levels MP3 An MPEG 1 based audio compression method Like other major audio compression techniques it uses a lossy compression method that achieves a high compression rate by deducting less audible portions from sound data Playback is supported with Dictation Module and Transcription Module The file extension is MP3 MSI Package A Windows Installer compliant package for installation DSS Player Pro R5 executes the MSI packages of modules when performing installations and upgrades OLE When dragging an
60. Windows Server Outlook DirectX Active Directory and DirectShow are trademarks or registered trademarks of Microsoft Corporation in the United States and or other countries Citrix ICA Independent Computing Architecture MetaFrame and Program Neighborhood are trademarks or registered trademarks of Citrix Systems Inc in the United States and or other countries Nuance the Nuance logo Dragon Dragon NaturallySpeaking and RealSpeak are trademarks and or registered trademarks of Nuance Communications Inc and or its affiliates in the United States and or other countries GroupWise Netware and Novell are trademarks or registered trademarks of Novell Inc and or its affiliates in the United States and or other countries Lotus Domino and Lotus Notes are trademarks or registered trademarks of IBM Corporation and or its affiliates in the United States and or other countries Baltech Transponder is a trademark or registered trademark of BALTECH AG and or its affiliates in the United States and or other countries Inner Media DynaZip and Active Delivery are trademarks or registered trademarks of Inner Media Inc and or its affiliates in the United States and or other countries SocketTools is a trademark or registered trademark of Catalyst Development Corporation Other company and product names mentioned in this document are trademarks or registered trademarks of their respective owners 16 1
61. abled the upper limit for the total size of the files attached to an email can be configured 125 197 If the limit is exceeded a separate email will be created to accommodate the excess The upper limit can be set in increments of 1 MB in the range of 1 to 100 MB 6 4 2 FTP This category configures an FTP profile The items with the lock icon can only be enabled or disabled by the Administrator FTP Profile Registered FTP profiles are listed Up to 100 FTP profiles can be registered With multiple FTP profiles registered files can be sent to and received from multiple registered FTP sites via FTP To add an FTP profile configure it in the FTP Settings dialog box which is displayed by clicking Add To modify an FTP profile select it and click Modify Then make changes to the profile in the FTP Settings dialog box To delete an FTP profile select it and click Remove 6 4 3 Send Receive This category configures the transmission and reception settings of email and FTP Files are sent and received via email or FTP typically when Send and Receive is clicked on the module They can also be automatically sent and received at regular intervals The items with the lock icon can only be enabled or disabled by the Administrator Receive Interval When this option is enabled files are automatically received at regular intervals The receiving interval can be set in the range of 1 to 999 min
62. and then clicking the F 4 6 Sharing Dictation Files with Authors Shared folders allow for file sharing with Authors This section illustrates how to create a new custom folder and then configure it for sharing Dictation files to be shared with Authors are placed in the shared folder The shared folder is configured with access permission for access by both Authors and Transcriptionists A File sharing requires configurations in both Dictation Module and Transcription Module W Procedure 1 Create a shared network folder which can be accessed by Transcriptionists and Authors 2 Right click the Dictation Tray in the Dictation Tree View and select Add Folder from the context menu gt The Browse For Folder dialog box will appear 3 Specify the folder created in step 1 and click OK gt A new custom folder will be created 4 Verify sharing for the folder created in step 1 to 3 is enabled Both Transcriptionists and Authors should be able to access the shared folder 5 Drag and drop a dictation file to be shared into the folder created above gt Both Transcriptionists and Authors will be able to access the same Dictation File 87 197 4 Automatically Deleting Transcribed Dictation Files With this function enabled transcribed dictation files are automatically deleted This function can automatically carry out a clean up and purge of transcribed dictation files per folder after a specified length of time
63. art Recognition Queue command Others Performing background voice recognition while Use Noise Cancellation is enabled will perform voice recognition with noise cancellation being performed on the recorded data This reduces any noise introduced during recording and may enable an improved voice recognition rate 111 197 6 2 10 Voice recognition Text Correction These are settings for configuring options used when correcting text generated by voice recognition with the Transcription Module Items that have a lock icon a can be configured and canceled by the system administrator only Focusing Enabling Highlight words during the playback of voice file will highlight by reversing its background color the text that corresponds to the current playback location during dictation playback Finishing Enabling Prompt for confirmation when text correcting is finished will display a dialog box for confirming the dictation file output destination and other settings whenever voice recognition result correction is complete This setting is applied only when Finished is executed from the Voice Recognition Editor for text correction following voice recognition Enabling Export documentation will convert the text of a voice recognition results to a specified file format and output it when Finished is executed from the Voice Recognition Editor Use Output Format to specify the output file forma
64. bled by the Administrator Category Selecting a category from the category list displays the command key assignment list in the selected category Playback Control General New Key To add a key assignment select a command with no key assigned specify a key in the New Key box using the keyboard and click Assign Alt Shift and Ctrl can be combined with any other key To modify a key assignment select a command to be modified specify another key in the New Key box using the keyboard and click Assign To delete a key assignment select a command with a key assigned and click Remove To return key assignments to the default settings click Reset All S For information on default key assignments refer to Default Key Assignments Current Key If the key entered under New Key has already been assigned the currently assigned command will be displayed fay For information on default key assignments refer to Default Key Assignments 120 197 6 3 3 Playback Control This category configures the settings for audio playback The items with the lock icon can only be enabled or disabled by the Administrator C Control Indicators L Auto backspace Winding speed Control Indicators This option manages control display switching as follows Shows Hides the Speed control Shows Hides the Noise Cancellation control Shows Hides the Tone control
65. causes the DNS user profiles selected for export to be copied to the specified shared folder The DNS user profile export process can be re executed after the Export Wizard is complete by pressing the Export button Profile Map Specifies all Author DNS user profiles that can possibly perform voice recognition with Transcription Module When executing background voice recognition the DNS user profile used by each author must be switched Because of this DNS profile and microphone device to be used during voice recognition are associated keying on the Author ID recorded to a dictation file 115 197 To add a profile and Author ID matching condition click the Add button and then configure settings on the Profile Map dialog box that appears To modify Profile and Author ID matching conditions select the condition you want to modify on the Profile Map and then click the Modify button to display the Profile Map dialog box To delete Profile and Author ID matching conditions select the condition you want to delete on the Profile Map and then click the Remove button Dragon Engine Configuration Enabling Always restart Dragon NaturallySpeaking Engine will force the Dragon NaturallySpeaking voice recognition engine to restart whenever the Transcription Module is started up Restart is not performed if the voice recognition engine is not running when the Transcription Module is started up Also clicking the R
66. cide which profile to use Backup When Backup is enabled files in the folder will be backed up to the Backup folder Notification This option sets whether or not to give the user notification when a new file has been stored in the folder The notification is issued when a file is added via downloading email or FTP With the option set to Yes notification is made according to the Notification setting of the Workflow Clean This option sets the retention period for the files in the folder The settings include whether or not to move the files to the Recycle Box and whether or not to delete them permanently once the retention period has expired Retention Period Sets the length of time until file cleaning occurs after the files have been moved to the Finished Sent Items folder 101 197 Value 1 99 Unit Month s Week s Day s By clicking the cleaning function can be configured Enabled Enables or disables the cleaning function Aging period The minimum age of files to which cleaning is applied Default 1 month Option The conditions for deleting cleaned files These settings can also be configured in the Cleaning Settings dialog box which is displayed by clicking LJ Purge This option is configured for the Backup folder and Recycle Box With Purge configured for the folder the files in the folder are automatically deleted purged This option sets the length of time until purging files once t
67. configured and canceled by the system administrator only Dragon NaturallySpeaking User Profile When using Dragon NaturallySpeaking voice recognition user profiles files that record personal user settings and other information for voice recognition that record author user information are required to improve the voice recognition rate This setting specifies the management method for Dragon NaturallySpeaking user profiles DNS user profiles 114 197 User Profile Location Dragon NaturallySpeaking has two methods that can be used for managing DNS user profiles Though selection of the method is a Dragon NaturallySpeaking setting the setting also can be configured from the Transcription Module Use Local Profile When Use Local Profile is selected DNS user profiles are managed on the local PC where Dragon NaturallySpeaking is installed This method can be used only for voice recognition with DNS user profiles that are present on the local PC This is a Dragon NaturallySpeaking standard operation Use of Use Local Profile is recommended in an environment where the authors performing voice recognition do so on their own PCs Use Dragon Roaming When Use Dragon Roaming is selected share management of DNS user profiles is performed by the network folder specified by the Roaming Folder Path box Dragon NaturallySpeaking can handle all of the DNS user profiles present in the specified shared folder the same way as D
68. cument is automatically created in the appropriate format before dictation file transcription begins The following diagram shows the relationship between Worktypes and Option Items In this diagram a Worktype FAX is associated with two Option Items labeled TO and TITLE An Option Item consists of input data and its label Once a label has been registered its value can be entered An Option Item is usually input with a bar code 24 197 2 5 Ownership Attribute The Transcription Module is initially configured to automatically move a transcribed dictation file to the Finished folder in the module This clarifies how many dictation files remain for transcription However once a dictation file has been moved to the Finished folder in Transcription Module it is invisible to the Dictation Module and may be inconvenient for the Author For this reason the folder has an attribute based on an author privilege to prevent a dictation file from moving to the Finished folder in the Transcription Module after transcribing This attribute is called the Ownership attribute The Ownership attribute simply prevents a dictation file from being automatically moved to the Finished folder in the Transcription Module once the transcription has been completed Transcriptionist or Author can move the transcribed file to another folder gt Folder Design Attributes Ownership 25 197 2 6 Local Mode and Network Mode A shortcut folder can b
69. d even if you do not change any settings with the Transcription Module When the repository is moved in the case of a shared folder repository the System Configuration Program records information for a redirect to the new repository in the old repository folder The Transcription Module will automatically redirect and update upon launch In the case of a repository service configuration the System Configuration Program switches the mode of the old repository service to notification of the new repository service location When the Dictation Module is started up and receives redirect information from the old repository service it automatically updates settings to access the new repository service If the old repository folder is deleted or if it cannot be accessed for some reason making automatic configuration of settings impossible you should reconfigure settings manually Changing a repository folder manually Use the procedure below to configure settings manually of auto repository updating cannot be used for some reason W Procedure 1 Select Change Repository from the Workgroup menu gt The Change Repository dialog box will appear 2 On the Change Repository dialog box specify the new repository path or the name and port number of the PC running the repository service 3 Click OK A In the case of a shared folder configuration logged in users need to have full access rights to the network folder specified as the
70. d dropping a dictation file onto a document file it can be configured to be an embedded object or linked object Embedding causes audio data to be stored as is which results in a large volume of data However even if the stored data is ported to another PC it can be played back on the destination PC as long as the PC has a player installed that can play back the applicable audio format In the case of a link only the file name and path of the audio file is stored which means a smaller volume of data but playback cannot be performed if the document file is ported to a location from which the audio data embedded in the file cannot be accessed Option Item An item associated with a Worktype Up to 10 items can be registered with combination of values 195 197 Option Items can be input with tools such as Baltech Transponder or a bar code reader Ownership An attribute that based on Author privileges prevents a dictation file from moving to the Finished folder in Transcription Module after the file has been transcribed With this attribute configured the file is not moved to the Finished folder in the Transcription Module the moment transcription has been completed Priority This is represented by the 16 priority levels from O to 15 and allows the user to prioritize dictations Proxy This is a boundary that separates an internal network from the external Internet It is a computer or software that connects to the Internet o
71. device to a PC and recording of dictation data directly to the PC Dictation can be directly recorded to a PC using an Olympus Directrec Series or other specialized direct record device or a recorder microphone connected to the PC USB port DRM This stands for Digital Rights Management It is a general term for the technologies that protect the copyrights of digitally created contents and regulate the use and replication of them DSS This stands for Digital Speech Standard This voice encoding standard has been developed by Olympus and two other companies It can downsize audio data while maintaining sound quality All of Olympus recorder models support DSS DSS compliant dictation files have the DSS extension DSS Pro An audio standard enhanced from the classic DSS Key differences from the DSS standard include QP Quality Play mode for high grade recording an increase from 16 to 32 in the number of settable index marks and support for dictation file encryption DSS Pro compliant dictation files have the DS2 extension 194 197 FTP This stands for File Transfer Protocol This is a protocol used for transferring a file over the TCP IP network Hot Key A function that allows an application or button operation on the device to be assigned to a key on the keyboard and to be executed simply by pressing that key It can be customized and enables the user to work more efficiently by registering frequently used functions H
72. dictation files can be automatically deleted This is a virtual folder that allows a Transcriptionist to view dictation files other than those in the Outbox E mail FTP included Forwarded Finished Backup and Recycle Box folders This virtual folder manages document files With the extensions of managed document files registered using an attribute of the folder the registered document files can be managed in the My Document folder Since this folder is a virtual folder document files cannot be dropped into it This shortcut folder manages document files A document file received via email or FTP is stored in this folder An existing document file from the outside can also be dropped into this folder A document file in this folder can easily be linked with a dictation file Double clicking a dictation file linked with a document file opens the document file This shortcut folder is the first destination for document files sent via email or FTP Outbox consists of two separately managed shortcut folders E mail and FTP Items distributed to Outbox are automatically sent when the automatic sending option is selected With the manual sending option selected they remain in this folder until the user manually sends them The sending method is configured with option settings for E mail and FTP If items in the E mail or FTP folder are deleted their sending operations are canceled Since these are not virtual items their deletion affects th
73. e Tool menu gt A dictation file will be manually received and stored in Inbox 69 197 3 1 2 Receiving Dictation Files via FTP To receive dictation files via FTP manual reception via the menu and automatic reception with periodic confirmation are provided Received files are stored in Inbox The following two methods are available to receive dictation files L Automatic Reception via FTP L Manual Reception via FTP 3 12 1 Automatic Reception via FTP With automatic reception pre configured dictation files are automatically received via FTP at regular intervals and the received dictation files are stored in Inbox e To receive a file via FTP an FTP profile needs to be configured in advance gt E mail FTP FTP e To automatically receive a dictation file pre configuration is required gt E mail FTP Send Receive 3 12 2 Manual Reception via FTP To manually receive document files via FTP perform the following steps 1 Select Receive or Send and Receive by clicking Y onthe right side of on the toolbar Or select Receive or Send and Receive from Send and Receive from the Tool menu gt Dictation files will be received and stored in the Inbox 70 197 3 1 3 Voice Recognition A recorded dictation file can be converted to text automatically using voice recognition software ODMS R6 comes with a collection of voice recognition functions that have been dramatically impr
74. e actual document files This shortcut folder manages items sent via email and FTP When a dictation file has been sent the item is then moved into the Sent Items folder Process Status of the transferred dictation file changes to Sending Finished Sent Items is a shortcut folder Files in this folder can be moved to other folders 2 3 2 Folder Functions 22 197 This section describes each folder s capabilities and limitations l Supported LI Not supported m S om Download Tray ee fe fe e tele GFolder G eee beet Asub folder nboxs PSE mail EEFTP ft LiForwa rded a e E E E E Hseakp O O O O K recycegx O O OF O 4 ppm PP aeoo ay Documents E Outbox E mail EEFTP Sent Items 1 When a file is dropped into the Outbox a dialog box will appear to configure settings for sending via E mail FTP 2 Files can be removed from the folder but cannot be dropped into the folder from the outside 23 197 2 4 Worktypes and Option Items Worktypes and Option Items are IDs like an Author ID used to classify recorded files A Worktype is defined as a string including a department name or the category name of a recorded file Option Items are used to further embed detailed information in a Worktype Each recorded file is assigned a pre defined Worktype For example with a Worktype associated with a document file template the template can be opened and a do
75. e corresponding folder is disabled files cannot be downloaded 37 197 38 197 3 4 Importing Files Importing is for capturing an external dictation file not managed by Transcription Module so that Transcription Module can manage it Supported dictation file formats are listed below These files can also be dragged and dropped with a tool such as Explorer Dictation File DS2 DSS Pro DSS WMA WAV MP3 Encrypted File DS2 DSS Pro DSS WMA WAV MP3 Specifying a file with a format other than the ones above causes a warning message to appear However if a codec that can work with Microsoft DirectShow Filter has been installed dictation files with other formats can also be imported Once a file format has been imported it can be re captured by dragging and dropping it every subsequent time Mi Procedure 1 Click Bi on the toolbar Or select Import Dictation from the File menu gt The Import File dialog box will appear Lookin Documents P D Er I Name Date modified Type ny o DSSPlayer 12 9 2011 2 12 PM File folder Recent Places D nssPlayer 12 7 2011 5 44PM ___ File folder i do ODMS 12 9 2011 6 33PM File folder 4 _ Olympus File Downloader 12 7 2011 9 49 PM ss File folder Desktop do SCP_EN 12 9 2011 2 28PM File folder Computer G Network File name ni Files of type Dictation Files DSS DS2 WAV WMA MI_ Destination Folder A Change After importing the file s
76. e ee tere eee ee neeneeeneeeeeeneena es 30 2 11 Debugging Option iret terete etter eee ene entre eee eeneete es 31 3 BASIC OPERATIONS cecccccccccncccncncncncncccncncccncncccccncccccnccuccncececnccuccncuecescuecnceus 32 3 1 Starting and Exiting Transcription MOCUIe 1 s terest teet eee e eee een ena es 33 3 2 Starting and Finishing Transcription esteeteeeteeeeeet eee e een ee ene eta es 35 3 3 Downloading Dictation Files sttstt eet ee et te teeter erent ene tene eee eeneene es 36 3 4 Importing FileS tese reste eee ene ee etn entre eee eeneete es 39 3 5 Copying or Moving a Dictation File t seeeteeeteet etter ener eee ene eeneena es 41 3 6 Playing a Dictation File tsesessrrerrrrrrrrrrrrrrrrrrrrrnrtrrrnnetrtrnnrnrtnnnennnnnnunnnnEn EnEn 45 3 7 Editing a Dictation File t tt terete ete teeter ener ener een en tere eneeene ene es 53 2 197 38 Sending a Document File via E mail s srrsrssrsssesssssansunnunnannunuununnunnunnunnunnununnse 61 3 9 Sending Document Files via FTP s sssrrssrrrsrrrrsrrrsrrrrurrnenrrrnrrrtnrrrnrrrrurerturernnni 65 3 10 Managing Document FileS streteteet et eet ete e et ee eee et eaten eeeeeeeeanateaeeeeeeanaeeananegs 67 3 11 Receiving Dictation Files via E mail rtsereteteet ete ee eet et seen eee eeeteeeaneneeeeeanenaees 69 3 12 Receiving Dictation Files via FTP s tretstretsteetet eet et eet eeneeetseeeneteeeeteeeanaeeananees 70 3 13 VOICE RECOGNILION e ttt et ett et et tet ee eet etna tee ne ten
77. e modified for any path When a shortcut folder represents a path in a local PC it is displayed as Ga normal color If the path is over the network it is displayed as LJ green With access to the network files in a shortcut folder assigned a path over the network can be listed This type of configuration is called the network mode If the download destination is a folder on the network when a server crashes or no network access is available audio and document files cannot be downloaded To avoid this inconvenience if assigned a network path that is at the time inaccessible the destination folder is automatically switched to a local path allowing file downloading This is called the local mode If a file was downloaded in the local mode and the system switches back to the network mode the folders for the network and local modes are both displayed and the file downloaded in the local mode is automatically moved to the folder associated with network mode A file temporarily placed in the local mode can be identified by its icon The icon changes back to normal when the file moves to the network mode 26 197 2 f Clean Clean is a folder attribute that deletes files Old files can be deleted through one of two methods by directly deleting them or by moving them to the Recycle Box and then deleting them with the Recycle Box delete option Folders with the Clean attribute are listed below These folders may contain transcribed d
78. e name of the folder in which the file is stored ponte Panel Priority Button This mark indicates the priority of a file A red mark means that the file is assigned high priority E A Audio Instruction Comment Mode Switching Button Switches between audio playback and Instruction Comment playback In Instruction Comment isle the icon turns to green and the Play bar is surrounded by a green line Information Button Clicking this button displays the property information of a file The Main window does not have this button User Setting Button Clicking this button displays the User Settings dialog box Playback condition and Transcribe Bar settings can be changed r Transcribe Bar Button Switches Playback Control Window to Transcribe Bar Show Status Bar Button Shows or hides the status bar The Main window does not have this button aad looo 5 Play Bar and Position Slider Cai aA which aa of the current file is being played The range from the beginning to the current position is shown in blue and verbal commented ranges are shown in light green index Mark e inserts an index mark at the Position control point Displayed Area Slider Indicates the currently displayed range in the Dictation file with E Dragging the slider shifts the displayed range Control Buttons 3 Pressing these buttons moves the Playback Position control Clicking Moves to the beginning of a file 145 197 Li
79. e option is enabled Use A Download All when downloading the files e Auto download settings are implemented in accordance with the Auto Download settings of the Download Tray The Auto Download settings of individual folders such as Folder A etc are not displayed and are disabled When the Download all dictations to option is enabled select the download method When Specific folder is selected all dictation files in the device are downloaded into the specified folder When Routing according to the following conditions is selected download is performed by routing files in accordance with the conditions specified with the routing rule table Routing Rule Table Use this table to configure rules for auto routing when downloading and importing dictation files Setting up storage destination folders in accordance with Author ID Workforce ID combinations automatically routes dictation files to folders that conform to conditions during download and import Routing rule table conditions are applied only when the Routing according to the following conditions option is selected A maximum of 100 rules can be registered at any time 106 197 To add a rule click the Add button and then make settings in the displayed Rule Settings dialog box To modify a rule select it in the list and then click the Modify button Modify rules on the Rule Settings dialog box To delete a rule selec
80. e stored in the Outbox folder With automatic FTP transmission configured in the option settings the file will be sent based on those settings Click W atthe right of a of the tool bar then select Send or Send and Receive Or select Send and Receive then Send or Send and Receive from the Tool menu gt The files in the Outbox folder will be sent 3 1 0 Managing Document Files Document files are managed in the Document Tray They can easily be registered by dragging and dropping them with a tool such as Explorer File name extension registration must be performed on the Folder Settings dialog box to enable management with Document tray Document Tray cannot manage any document file whose file name extension is not registered L Adding a Managed Document File Type _ Associating a Document File with a Dictation File a Dissociating a Document File from a Dictation File 3 10 1 Adding a Managed Document File Type To add a new type of document file perform the following steps The following is an example of adding a document file with the WRI extension to the Document Tray Mi Procedure 1 Click H in the Dictation Tree View Or select Option the Tool menu The Folder Option dialog box or the Folder Design dialog box will appear 2 Click Document Tray in the Folder Tree 3 Select Document Type from the Attribute menu and click 5 gt The Supported Document Type dialog box will appear 4 Type i
81. eaking to appear in the tree view gt This will access the Dragon NaturallySpeaking engine and obtain DNS user profile information kept by the Dragon NaturallySpeaking engine 3 The Dragon NaturallySpeaking screen will appear It will show the information obtained from the Dragon NaturallySpeaking engine 4 Select the User Profile Location setting If you are not sharing the DNS user profile with another user select Use Local Profile If you are sharing the DNS user profile with another user select Use Dragon Roaming e The User Profile Location setting links with Dragon NaturallySpeaking engine settings Because of this even if you do not click OK or Apply on the Option ee Settings dialog box when the selection destination is moved the setup for Dictation Module is checked and reflected by the Dragon NaturallySpeaking Engine 5 If you selected Use Dragon Roaming in step 4 the Roaming User Wizard for the user profile will appear on the display After configuring the roaming destination Shared location in accordance with the Wizard select the DNS user profile to be managed in the shared location from the DNS user profiles present on the local PC gt This will copy the DNS user profile created on the local PC to the specified shared location Now whenever the Dragon NaturallySpeaking engine accesses the DNS user profile settings will be 72 197 changed as if the shared location was
82. ear 78 197 2 Select a folder name and click OK gt The path to the specified folder will be registered as a shortcut folder in the Dictation Tray It can be managed with Transcription Module just like an actual folder 4 1 3 Removing a Folder To remove a shortcut folder previously created with Add Folder perform the following steps W Procedure 1 Select a shortcut folder in the Dictation Tree View and select Remove Folder from the context menu Or click in the Dictation Tree View Or select Remove Folder from the Folder menu gt The selected shortcut folder will be removed 7 Only user added shortcut folders can be deleted Only the path to the registered folder G will be removed and the folder itself including its dictation files will not be deleted 4 1 4 Renaming a Folder This function renames a folder A Folders whose context menus do not display Rename cannot be renamed Mi Procedure 1 Select a folder in the Dictation Tree View and select Rename from the context menu Or click in the Dictation Tree View Or select Rename Folder from the Folder menu gt The folder name field will become editable 2 Type ina folder name and press Enter gt The folder name will be modified the maximum character count is eight The following characters are unavailable Up to 20 characters can be used for a folder name note that for a folder in a recorder x lt gt
83. eceive The Send command sends an email in the Outbox or a file via FTP to the server When transmission has successfully been completed the dictation file is moved to Sent Items The Receive command initiates the reception of document files Hot keys On Off i Enables or disables Hot keys assign Hot keys to Transcription Module commands and to delete or Keyboard Settings Displays user configured keyboard options It enables the user to OLE Settings Options m modify the assignments From the following two ways selects how to handle audio data when dropping a DSS or DSS Pro file selected in the Content List View into an OLE enabled application e Embedding the dictation file in a document file e Embedding only the link information in a document file v The Option Settings dialog box appears a Show Setup Wizard B Displays the Setup Wizard Only displayed if Transcription Module is installed in a Standalone System 8 2 7 Voice Recognition Menu Start Recognition Executes background voice recognition Queue i j Voice recognition of dictation files registered in the voice recognition l queue is performed in sequence Stop Recognition Stops ongoing background voice recognition Queue LLI Move to the Top Moves the dictation file that is selected in the voice recognition Position queue up in the queue to the position following the dictation file on which background voice recognition is currently being performed In the display
84. ectly the Transcription Module specific volume may be turned off To check this perform the following steps W Procedure 1 Start up Transcription Module 2 Onthe Start menu click Control Panel 3 Switch to the category view Under the Sound category click Adjust system volume 4 The Volume Mixer dialog box that appears shows the currently running applications Check that the Transcription Module volume is set to an appropriate level 133 197 When running a Terminal Services environment When running the Transcription Module under a Terminal Service environment the client PC needs to have a Terminal Services Client Virtual Driver installed The Terminal Services Client Virtual Driver supports playback under Terminal Services Install a Terminal Services Client Virtual Driver that is the same version as the Transcription Module being used The Terminal Service Client Virtual Driver is included on the ODMS R6 Administrators CD Software Internal Error An internal error that occurs when installing the Transcription Module can cause incorrect installation of the playback program This will cause the message Run OlyCodecFilterSetup exe to appear when the Transcription Module is started up If this happens run OlyCodecFilterSetup exe which is located in the Transcription Module installation folder This will perform a repair setup of the playback module and may enable proper operation of the playback
85. ed in the Main window in the Playback Control window at audio capturing or on the Transcribe bar at audio capturing A Index marks cannot be inserted into instruction comments Inserting an Index Mark To insert an index mark perform the following steps W Procedure 1 Select a file in the Content List View gt The file will be displayed on the Playback Control bar 2 Move the Position control and click al on the toolbar 50 197 Or select Insert Index Mark from the Play menu gt An index mark will be inserted at the Position control location file Deleting an Index Mark To delete an index mark perform the following steps The maximum number of settable index marks is 16 for a DSS file and 32 for a DSS Pro W Procedure A 1 Move the Position control to the index mark to be deleted by clicking Lis or em 2 Click v on the toolbar Or select Delete Index Mark from the Play menu gt The index mark will be deleted W Procedure B 1 Select View All Index Marks from the Play menu gt The View All Index Marks dialog box will appear Index marks are displayed in the format of HH MM SS View All Index Mark 00 00 06 00 00 11 00 00 23 2 Select an index mark and click Delete gt This deletes the specified index mark Multiple index marks can be specified for deletion at one time 51 197 3 6 6 Finishing Processing a Dictation File To finish dictat
86. ed voice recognition queue the file is moved so it is 4 directly under the dictation file on which background voice recognition is currently being performed Re registers the dictation file that is selected in the voice recognition result list into the queue Only a dictation file whose voice recognition has failed for some reason can be requeued A file whose voice recognition was successful cannot be requeued Shows detailed information about the voice recognition result of a Details dictation file that is selected in the voice recognition result list Adapt All Files Performs adaptation on all of the dictation files registered in the adaptation queue Users can select doing either vocabulary Requeue adaptation or acoustic adaptation or both vocabulary adaptation and acoustic adaptation can be performed Do Vocabulary Performs vocabulary adaptation only on the dictation file selected in Adaptation j the adaptation queue If a selected dictation file has already had vocabulary adaptation 163 197 pi og a performed that file will be ignored Do Acoustic poa Performs acoustic adaptation only on the dictation file selected in Adaptation a the adaptation queue Vocabulary adaptation needs to be performed first before performing acoustic adaptation If a selected dictation file has not performed that file will be ignored Remove from the Deletes the selected dictation file from the voice recognition queue
87. edure Otherwise the Settings dialog box for the selected E mail profile will appear Internet E mail POP3 SMTP gt E mail Settings POP SMTP Dialog Box IMAP gt E mail Settings IMAP Dialog Box Novell GroupWise gt E mail Settings GroupWise Dialog Box Lotus Notes gt E mail Settings Lotus Notes Dialog Box 3 Configure settings gt advanced settings such as port settings and SSL can be configured only when using Internet email POP3 SMTP and IMAP protocols To configure these settings click Advanced settings Internet E mail POP3 SMTP gt Advanced Settings POP SMTP Dialog Box IMAP gt Advanced Settings IMAP Dialog Box 4 When configuration has been completed click Finish For more information on email settings contact your service provider or system administrator Modifying a Profile To modify an E mail profile select it and click Modify Then make changes to the profile in the dialog box The displayed dialog box will vary depending on the selected E mail profile Internet E mail POP3 SMTP gt E mail Settings POP SMTP Dialog Box IMAP gt E mail Settings IMAP Dialog Box Novell GroupWise gt E mail Settings GroupWise Dialog Box Lotus Notes gt E mail Settings Lotus Notes Dialog Box Deleting a Profile To delete a profile select it from the Default Profile drop down list and click Remove Attachment With this option en
88. en 1 5x or 2 0x is selected the Speed control is used to provide continuous playback without thinning out sound data 6 3 4 Transcribe bar This category configures the settings of the Transcribe bar Items with the lock icon can only be enabled or disabled by the Administrator _ Display mode Length Remaining time indication _ Transcribe Bar Position _ Button customization Display mode This option switches the initial mode for a transcription It can be selected from Standard view Playback Control window or Transcribe bar Length Remaining time indication This option switches the displayed information between the played time length and the remaining time length Transcribe Bar Position When Always on top Playback control Transcribe bar is enabled the Playback Control window or Transcribe bar is displayed as the foreground window A This setting is not applied to the Playback Control bar in the Main window 122 197 Button customization This option configures the buttons to be displayed on the Transcribe bar To add a button select it from Non Display Button on the left and click Add gt To hide a button select it from Display Button on the right and click lt Remove To return the button display settings to the default settings click Reset To change the order of displayed buttons select a button to be moved and use the Up or Down butt
89. erty lists of audio and document files displayed in the Content List view L Displayed Property List Dictation File List View L Displayed Property List Document List View Displayed Property List Dictation File List View R W Read and Write attributes The items that have the W attribute are user editable Filter Whether or not the filter is set Option Option setting for filtering Property Priority Level A numeric value representing the priority R W level ranging from 0 to 15 High Normal Voice Whether or not the dictation file has been Yes No Recognition voice recognized Comment Instruction comments Encrypted Whether or not the dictation file is iF Yes encrypted Whether or not the dictation file is locked The name of the dictation file Job Number A numeric value representing the job number The Author name Worktype The Worktype name started was finished was deleted Backup Date The date and time of when the dictation file was backed up Started started Completed was completed Process Status The Process Status of the dictation file Downloaded The date and time of when the dictation file was downloaded i B Process Recording Process Transcription Process Voice Recognition Process Export 168 197 __ AB Process Archive Duration The recording time length of the dictation file HH MM SS seo eee e F dictation file The format of the dictation file The folder in which the
90. est settings initiates a test to determine whether or not a file can successfully be uploaded and downloaded with the current settings in the dialog box and then displays the results Specify the settings and click Finish E mail Settings Select Dialog Box E mail Settings Select appropriate E mail you are using now and push the Next button Internet E mail POP3 SMTP Configure ODMS to connect only to E mail Servers using Internet standards for E mail delivery POP3 SMTP IMAP Configure ODMS to connect only to IMAP E mail Servers Lotus Notes Select this option if you have Lotus Notes installed Next Cancel Select an email transmission reception protocol for registration and click Next gt The E mail Settings dialog box for the selected protocol will appear Encryption Password Dialog Box Encryption Password Password Confirm password Enter a password in the New Password and Confirm Password fields and click OK Folder Design Dialog Box This dialog box is used to configure folder related settings The same settings can be configured in Folder 183 197 Settings by clicking ry O a Folder Design l Workflow User Settings E mail FTP Device Update 3M Dictation Tray i j ie Folder A gt Aan t BF a es i f iVi p FolderB t EJ la Enabled Yes Poi Wo ee Synchronize Folder Name No pia Folder C Users kKlaus Documents ODMS Message Folder Lie Folder F acce
91. estart Now button will immediately restart the voice recognition engine When Enable to run Transcription Module and Dragon NaturallySpeaking on same CPU core is enabled simultaneous operation of the Transcription Module and the Dragon NaturallySpeaking voice recognition engine are controlled to work simultaneously on the same CPU core 6 2 13 Transcription This category configures the operations for when transcription is started Open word processor in starting transcription When Open word processor in starting transcription is enabled a specified word processor is started when starting transcription When Open specified word processor is enabled transcription is started with a specified word processor When Open word processor using document templates is enabled a document template can be configured to open based on a configured Author ID and Worktype Up to 100 templates can be registered To add a document template configure it in the Template Association dialog box which is displayed by clicking Add To modify a document template select it and click Modify Then make changes to the template in the Template Association dialog box To delete a document template select it and click Remove 6 2 14 Worktype Option items are data for file management that are set for dictation files With Dictation Module it is possible to register up to 10 option items for each dictatio
92. functions E Download Tray These are shortcut folders used to download and manage dictation files from the recorder AFolder A GFolder 5 Dictation files in the recorder folders are downloaded into the corresponding Download folders Each Download folder can be configured for a specified path Custom Folder This user defined shortcut folder manages dictation files It is used as 8 sub folder a download destination folder and has functions similar to the Download folders Different custom folders can be specified for each Author ID E Inbox This shortcut folder stores dictation files received via email or FTP jJOutbox This shortcut folder is the first destination for dictation files sent via E mail EEFTP email or FTP Outbox consists of two separately managed shortcut folders E mail and FTP Items distributed to Outbox are automatically sent when the automatic sending option is selected With the manual sending option 21 197 Forwa rded Finished talBackup Recycle Box A Transcriptionist Tray Document Tray My Documents L JOutbox JE mail EEFTP sent Items selected they remain in this folder until the user manually sends them The sending method is configured with option settings for E mail and FTP If items in the E mail or FTP folder are deleted their sending operations are canceled Since these are not virtual items their deletion affects the actual dictation files
93. gt The Position control will move to an index mark or to the edge of a verbal comment before or after the current position W Procedure B 1 Click BE on the toolbar Or select View All Index Marks from the Play menu gt The View All Index Marks dialog box will appear View All Index Mark 00 00 06 2e 00 00 11 Skip 00 00 23 Delete 2 Select an index mark and click Skip Moving the Position Control with the Keyboard If the Play bar is highlighted surrounded by a dotted line the Position control can be moved with the keyboard Keyboard Operations Position Control Behavior Moves to the left Moves to the right Moves to the beginning of a file Moves to the end of a file 47 197 3 6 3 Adjusting Playback Conditions Transcription Module can provide better sound quality of recorded sound Functions can be selected from the Playback Control bar in the Main window in the Playback Control window or on the Transcribe bar eTo show hide each control A gt User Setting Playback Control Control Indicators gt User Setting Transcribe bar Button customization Depending on administrative settings some menus will be hidden __ Adjusting Volume L Adjusting Speed L Suppressing Noise L Adjusting Tone L Switching Channels gt jan Adjusting Volume This function is used to adjust the playback volume ME Procedure 1 Drag the slider on the Volu
94. h as the noise level of the input sound microphone characteristics author voice characteristics etc Acoustic adaptation processing takes a relatively longer time than vocabulary adaptation Configuring option settings to execute adaptation will cause dictation files to be added to an adaptation queue when voice recognition and text correction is complete The Transcription Module must execute the two types of adaptation in the sequence above Acoustic adaptation cannot be performed on a dictation file unless vocabulary adaptation has been performed The following procedure explains execution of adaptation following background voice recognition W Procedure 1 Configure option settings related to adaptation For details refer to Voice recognition General e Ifthe Do adaptation after the correction of recognized texts option is not enabled EL the adaptation function does not run 2 An information view will be displayed on the Transcription Module main screen The voice recognition waiting list will be displayed in the information view 4 Download the file and then perform the background voice recognition operation gt Files for which Finished command is performed are sequentially added to the adaptation queue e For the background voice recognition procedure refer to Performing Background EQ Voice Recognition 5 After completing text correction for all of the dictation files display the adapta
95. he folder name 97 197 It can be entered by clicking on the cell Synchronize Folder Name When this is enabled the Name attribute will automatically change to the same name of the folder specified through the Path attribute Path This attribute sets the folder path It can be configured using the Browse for Folder dialog box which is displayed by clicking LJ Encryption The current Encryption attribute settings will appear For Download folders and Custom folders The Encryption attribute for the folder cannot be changed via the Transcription Module For the E mail folder and the FTP folder in the Outbox This option sets whether or not the folder is encrypted when files are sent via E mail or FTP Password For Download folders and Custom folders When the Encryption attribute is set to Yes a decryption password must be entered for files stored in the folder The password can be entered in the Decryption Password Dialog box which is displayed by clicking o The specified password can be from 4 to 16 alphanumeric characters For the E mail folder and the FTP folder in the Outbox When the Encryption attribute is set to Yes an encryption password must be entered for files in the folder before they are sent The password can be entered in the Encryption Password Dialog box which is displayed by clicking D The specified password can be from 4 to 16 alphanumeric charac
96. hey have been copied to the Backup folder or moved to the Recycle Box Retention Period Value 1 99 Unit Month s Week s Day s By clicking the purge function can be configured Enabled Enables or disables the purge function Target The minimum age of files to which purging is applied Default 1 month These settings can also be configured in the Purge Settings dialog box which is displayed by clicking LJ 102 197 6 2 Workflow The Transcription Module provides a Workflow which is a configured series of operations when downloading and editing a dictation file The items with the lock icon 9 can only be enabled or disabled by the Administrator W Procedure 1 Select Options from the Tool menu 2 Click Workflow gt The Workflow dialog box will appear 3 Select an item from the tree on the left and configure it on the right OK Secures the settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file L General _ Download _ Advanced Download LI Import L Receive _ Notification _ Routing _ Voice recognition General _ Voice recognition Background Voice Recognition _ Voice recognition Text Correction _ Voice recognition Template L Voice recognition Dragon NaturallySpeaking L Transcription _ Worktype _ Auto Collection r Logging 6 2 1 General This category configures the general settings for a Workf
97. ibe Bar during Audio Capturing L Dictation Tree View Main Window L Device Tree View Main Window L Content List View Main Window L Information View Main Window L Properties View Main Window Main Window This is the main window of Transcription Module It is used to organize and play files The Recording window and Playback Control window are launched via the Main window The names and functions of the Main window components are described here 142 197 Device Workgroup Help x FileName JobNumber Author ively me 2 AUTHOR File Name Welcome ds2 i iq Folder A File Size 144KB i Cg Folder B Duration 00 00 41 L g Folder C Created 8 6 2011 10 021 p Folder D Completed 8 6 2011 10 031 j Cg Folder E L Dp Folder F i Dg Folder G inbox z amp Outbox i E mail 1 i fe FTP Locked Encrypted N E ot Forwarded Location w WSer amp Finished 2 Job Data f Backup Job Numbe 2 1G Recycle Box Priority Lew 7 amp Transcriptionist Tray 7 Priority Normal Author AUTHOR1 m Worktype a x ly m ag i Options 3 8 Device Manager FileName a Worktype Transcriptio Transcriptio Procg Comment SUZUKI EI J Ds 7000 0S7000 3 Process Information R Folder A 6 Process St Pending i gg Folder B Downloade 12 9 2011 6 331 Dg Folder C Dp Folder D i Cg Folder E Backup Da Deletion D File Name Filename Total 1 dictation
98. icense installs the software on the system and configures applications User profiles various settings for each user are located on local PCs and managed by individual users 6 197 Author 1 s s Tranronphi Profile y Profile Author 1 Author2 Transcriptionist Dictation Dictation Transcription Module Module Module EL About silent installation with a multi license ID Silent installation with a multi license ID can standardize the settings of multiple users For information on how to achieve this refer to Installation Guide e Workgroup System With this system configuration an administrator installs and configures the modules for each user and centrally manages and operates them under a multi license This system requires License Manager to be installed to manage the multi license User profiles are placed in a shared folder on the file server The administrator uses the System Configuration Program to assist each user in the configurations and installations A significant part of user profile settings can be configured and locked with the System Configuration Program Dictation Transcription Module License Module Manager Ly Authort Le Author2 Author3 E System Transcriptionist3 aL Configuration Manager Program 7 197 Bl About Workgroup System configuration For information on how to set up the R5Workgroup System refer to Installation Guide 1 1 2 Modules and Tools e D
99. ictation Module This is an application for an Author It is mainly used to download a dictation file recorded with a DVR Digital Voice Recorder or to record a dictation file directly onto a PC It can automatically send a downloaded or directly recorded dictation file via email or FTP It also has the ability to automatically receive a transcribed document file and manage it with a link to the corresponding dictation file e Transcription Module This is an application for a Transcriptionist The application can notify the Transcriptionist of the arrival of a new dictation file and switch to a smaller window at the onset for easy transcription It automatically receives and captures dictation files via email or FTP for transcribing It has document management capability that can automatically start your word processor software before transcribing and can manage a document with a link to the corresponding dictation file In addition if the original dictation file was received via email or FTP the application can automatically send a document file to a specified destination immediately after the transcription has been completed e File Downloader File Downloader is an application that enables easy downloading of a DVR recorded dictation file to a PC The application starts up automatically whenever the PC is started and remains resident in the system When connection to a DVR is detected the application automatically downloads its files a
100. ictation files They have the Clean attribute to clean up old dictation files E Folders that can be cleaned Dictation Module Transcription Module E Download Tray LAFolder A LGFolder G custom Folder Sub folder sent Items Finished a Forwarded Unsupported function iv Cleanable an Uncleanable 27 197 2 8 Voice Comment Transcription Module supports two types of voice comments instruction comments and verbal comments W Instruction Comments Instruction comments can be created only with Direct Recording and cannot be composed when making a recording with a standalone recorder Instruction comments are maintained as files separate from a dictation file and provide a transcriptionist with overall instruction A mark in column indicates there are instruction comments W Verbal Comments Verbal comments are voice comments embedded into a dictation file Verbal comments can be recorded with Supported recorders Unlike instruction comments verbal comments are provided for transcription of audio data immediately following the commentary For this purpose verbal comments can be recorded at any position in a dictation file Instruction comments and verbal comments cannot have index marks inserted 28 197 29 Storage Mode and Composite Mode An Olympus recorder can be equipped with any one of three standard USB classes storage class audio class HID class or all three classes To provide stab
101. igher only Decryption cannot be performed by DSS Player Pro R4 With the Encryption attributes set to Yes for a folder files in that folder are automatically encrypted with the password set under Attributes With a password not configured under Attributes the Encryption Password dialog box will appear when a file is dropped into the folder gt Folder Design Attributes Encryption Password To decrypt an encrypted file perform the following steps Mi Procedure 1 Select an encrypted dictation file in the Dictation Tree View and click Decrypt on the context menu MA Or select the dictation file and click on the standard toolbar Or select the dictation file and select Decrypt from the File menu If the password for encryption has already been registered the Decryption Password dialog box does not appear and decryption starts immediately 2 Type in the password used for encryption and click OK gt The file will be decrypted and can be played determined by the Transcription Module for each dictation file and then the appropriate decryption process is performed The user does not need to be concerned with the encryption format used to encrypt each file f e The DSS Pro format new encryption format Standard or High is automatically 84 197 4 5 Sorting Dictation Files When dictation files are downloaded from a recorder they can be sorted and routed to particular download destinati
102. igures a proxy The items with the lock icon can only be enabled or disabled by the Administrator When Use Internet Explorer s settings is selected the module accesses the same proxy server as the one used by Internet Explorer When Don t use the proxy server is selected no proxy server is configured When Use this proxy server is selected the module accesses a proxy server with a specified address and port number 127 197 6 5 Device Device settings can be configured to assign function to the foot switch buttons W Procedure 1 Select Options from the Tool menu 2 Click Device gt The Device dialog box will appear 3 Use the drop down list in the upper left corner of the screen to select the model of the foot switch to be used in combination with the Transcription Module gt This will display the screen for the selected foot switch and a dropdown list for each button 4 Assign a function to each of the foot switch pedals and then click the OK button Assigned Function List This section explains the functions that can be assigned to each pedal and the operation of each function One of the functions described below can be assigned to any one of the pedals of all the supported models stops rewind pedal stops fast forward Releasing the pedal stops playback Disables pedal operation No operation is performed when the pedal is pressed INDEX Pressing the pedal inserts
103. ile perform the following steps W Procedure 1 Select a dictation file in the Content List View and click Remove Association with Document on the File menu Or select a dictation file in the Content List View and click ae on the tool bar gt The file will be dissociated from the document file and the document file name will be removed from the Document column 68 197 3 1 1 Receiving Dictation Files via E mail To receive a dictation file via email manual reception via the menu and automatic reception with periodic confirmation are provided Received files are stored in Inbox The following two methods are available to receive document files L Automatic Reception via E mail L Manual Reception via E mail 3 11 1 Automatic Reception via E mail With automatic reception pre configured E mails are automatically received at regular intervals with received dictation files stored in Inbox e To receive a file via email an email profile needs to be configured in advance gt E mail FTP E mail e To automatically receive a dictation file pre configuration is required gt E mail FTP Send Receive 3 11 2 Manual Reception via E mail To manually receive dictation files via email perform the following steps Mi Procedure 1 Select Receive or Send and Receive by clicking Y onthe right side of on the toolbar Or select Receive or Send and Receive from Send and Receive in th
104. iles to download destination folders based on their Author ID or Worktype ID 1 85 197 On the Tools menu click Options 8 86 197 gt The Option Settings dialog box will appear Click the Workflow tab gt The Option Settings Workflow dialog box will appear On the menu tree click Advanced Download gt The auto sort settings information screen will appear in the right frame Select the Download all dictations to check box gt This enables the auto sort function Select Routing according to the following conditions This enables the routing condition list Click Add gt The Rule Settings dialog box will appear On the Rule Settings dialog box specify the Author ID and or Worktype ID and name of the destination folder and then click the OK button e When Author ID and Worktype ID are both specified only dictation files that match both criteria are routed to the specified folder e When either Author ID or Worktype ID is specified the non specified condition is interpreted as unconditional which is interpreted as everything matching In this case routing is performed in accordance with the specified condition only Click OK Clicking Apply will reflect the configured rules in the configuration file Modify button An existing rule can be deleted by clicking the Remove button e You can modify an existing rule by selecting it in the routing list
105. in the Supported document extension box and click Add To delete an extension select it from the Supported document list and click Remove When configuration has been completed click OK 190 197 Template Association Dialog Box Worktype ID Author ID Template file Specify the settings and click OK 191 197 9 Support Contacts For Purchasing License Keys To purchase the following license keys please contact your dealer or distributor Dictation Module multi license key Transcription Module multi license key Asking about Malfunctions When submitting a query the information below needs to be provided to our support staff along with the details of your problem Please keep the following data handy Type of PC manufacturer and model Amount of memory Hard disk space Name and version of the OS Connected peripheral devices For assistance in solving a problem such as a malfunction please contact your dealer or distributor Other Support Various types of information including product specifications PC connections support for OSes and FAQs is available on our Web site For the latest information please visit the Olympus Web site at http www olympus global com en global A These descriptions are subject to change 192 197 1 O Glossary 193 197 Backup After a folder s backup settings are configured any file saved in the folder
106. ing two split files may result in noise at the point of attachment e File status after joining is Recording Finished e If files to be joined each have instruction comments the newly combined file will retain all of the instruction comments from the original files Mi Procedure 1 Select the files to be joined in the Content List View and click on the toolbar Or select Joint from the File menu gt The Join Files dialog box will appear With E and playback of the files can be started stopped and verified 58 197 Join files Joins files Define the order of files to be joined File Name File Type Recording UserID KKLA0D002 ds2 DSS Pro QP 00 00 43 AUTHOR1 Welcome ds2 DSS Pro QP 00 00 41 D Output file name Recording 00 01 24 KKLA0002 C ds2 File type Attributes DSS Pro 28 kbps 16 kHz mono QP v Join Cancer Specify the sequence of the files to be joined using Up and Down Type in the desired name of the resulting combined file in the Output file name field 4 Click Join gt The joined file with the specified file name will be saved in the same folder The default naming format of a joined file is the original file name _C extension The original files will remain intact 3 7 5 Changing the Status of a Dictation File This function changes the status of the currently selected dictation file gt Process and Status W Procedure y 1
107. inish Notification Window Notification Window Default x gt s You have received new dictation Clicking Detail gt gt displays the Notification window Detailed display Notification Window Detailed Display 186 197 x gt s You have received new dictation File Name Author Folder Received Welcome ds2 Folder A Welcome ds2 AUTHOR1 Folder KKLA0002 ds2 AUTHOR 4 Folder Clicking lt lt Detail returns the display to default window Clicking x closes the dialog box Profile Map Dialog Box Profile Map Author ID Dragon Profile Dictation Source Cancel This dialog box associates an Author ID recorded to a dictation file with a Dragon NaturallySeaking user profile and microphone device to be used when performing voice recognition of any dictation file recorded with the Author ID Configuring the setting of each item and clicking the OK button applies the settings Author ID specifies the Author ID recorded to the dictation file when the author records Dragon Profile specifies the Dragon NaturallySpeaking user profile created by the author The drop down list automatically shows the Dragon NaturallySpeaking user profiles that match the Dragon NaturallySpeaking profile management mode Local Dragon Roaming Dictation Source lists the microphone devices recorded to the DNS user profile selected with Dragon Profile This feature is used to select
108. ion file processing operations perform the following steps Mi Procedure 1 Click x on the transcriber or in the play control window gt The Change Status dialog box will appear 2 If transcription has been completed click Finished otherwise click Pending gt The dictatation file will be stored with Transcription Finished status or Transcription Pending status 52 197 3 Editing a Dictation File DSS files DSS Pro files or WMA files recorded with an Olympus recorder can be edited A Edited files are always saved as new files The following functions are available L Recording Dictation L Converting the File Format L Splitting a Dictation File into Two Files L Joining Multiple Dictation Files into One L Changing the Status of a Dictation File 3 7 1 Recording Dictation To create a new dictation file perform the following steps Mi Procedure 1 Connect a supported digital voice recorder or Directrec to a USB port on the PC 2 Select a file and click te on the toolbar Or select a file and select Start Audio Capture from the File menu gt The Audio Capture dialog box will appear If several devices are connected the Device Select Dialog Box will be displayed Select the device and click OK Start Audio Capture File Name unic0018 ds2 Save Folder FolderA Format DSSPro S Attributes DSS Pro 28 kbps 16 kHz mono QP v Start Cancel 53 197 File name Enter
109. ion for new dictation received every _ Notification reminder for new dictation waiting for transcription _ Notification on high priority dictations only _ Pop up Notification C Sound Notification r Support background notification when Transcription Module is not running 108 197 Enable notification for new dictation received every When this option is enabled a sound or a pop up window will notify the user at a specified interval if a file has been added to the folder default 10 minutes The notification settings can be configured on a per folder basis with Set notification folder Notification reminder for new dictation waiting for transcription As long as a newly added dictation file has Recording Finished status notification is issued repeatedly even if the user has already been notified of the file s arrival Notification on high priority dictation only Notification is made only for the arrival of dictation files with High priority Pop up Notification A pop up window notifies the user of the arrival of a dictation file When this option is enabled clicking Customize displays the Configure Notification dialog box where the user can configure the display time and the information to be displayed in the pop up window Sound Notification This option configures the sound for notification gt Plays the notification sound m Stops playback of the notification sound ba Specifie
110. ither of the IDs the non specified ID is interpreted as unconditional which is interpreted as everything matching For example if OLYMPUS is specified for the Author ID and nothing is specified for the Worktype ID any OLYMPUS Author ID is judged to be a match regardless of the Worktype ID To add a rule click the Add button and then make settings in the displayed Rule Settings dialog box To modify a rule select a template in the list and then click the Modify button Modify rules on the Rule Settings dialog box To delete a rule select a template in the list and then click the Remove button Voice Recognition Result Starting Position Normally voice recognition result text is output from the beginning of the Rich Text Format file When using a template file however there may be cases when you want to include the author name voice recognition date or other information before the voice recognition result To do so you can use a Rich Text editor such as the standard Windows WordPad to insert the VR_START_POSITION tag into the template file Then when voice recognition is performed voice recognition results are output starting from the position where VR_START_POSITION is located The VR_START_POSITION tag itself is automatically deleted when voice recognition results are output It does not remain as part of the voice recognition result 113 197 AUTHOR NAME OLYMPUS Author TRA
111. ke changes to the rule in the Rule Settings dialog box To delete a rule select it and click Remove Using this attribute in combination with Auto Collection the dictation files with Transcription Finished status can be automatically moved to the Finished folder Auto Collection Dictation Files in Transcription Finished Yes Moved to the Finished folder in Dictation Module set as a rule No Moved to the Finished folder in Transcription Module set as a rule 6 2 16 Logging Set the profile for log file output For items marked with icon for locking only the administrator can change the settings 117 197 User Operations Default Specify whether or not to Enable this item when outputting a log file Disabled output user actions to a log in which user operations have been file recorded Location From the list select a location to which a log file is to be output or enter it directly changed File Name Set a log file name The format of a file name will be prefix computer name_yyyy mm suffix Only the prefix and suffix portions can be 118 197 6 3 User Settings This category provides user customized settings for using Transcription Module The items with the lock icon can only be enabled or disabled by the Administrator W Procedure 1 Select Options from the Tool menu 2 Click User Settings gt The User Settings dialog box will appear 3 Select an item fr
112. l a 2 Actions i jd E mail Format Conversion W Forwarded Send via E mail Alternate Profile fig Finished Send via FTP i W Recycle Box Backup LJK Transcriptionist Tray Notification Vie My Documents 57 Outbox amp 9y Download Tray g A LW5e Folder C Nana Folder A E EJS Encryption io E Bs Vie Folder G Password eeccee Web Inbox wnershit Ne 7 Outbox Ler FTP Send via E mail H Backup Send via FTP Alternate Profile 9m Document Tray LJV E mail Path Folder path using UNC or drive mapping Category Bar Selects the category of the profile The currently selected category is highlighted The setting information included in the profile falls into the following categories Folder Tree Configures the folders in the Dictation Tray and 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 The properties are configured for each folder Configurable properties vary depending on the folder type Ve Sorts properties by category A zs Lists the properties in alphabetical order Create Folder Buttons 4 New Creates a new folder Add Adds a specified external folder path as a custom folder to the Dictation Tree View Remove Removes a shortcut folder previously created with Add OK Secures the settings O Cancel Exits without modifying settings
113. le operation they switch between the following two modes in accordance with the current application Storage mode storage class only and Composite mode auto and HID class composite device With the Transcription Module Storage class is used for dictation file downloading while Audio HID class is used for Direct Recording The modules listed below which fully support the Transcription Module are three class composite devices Storage Audio HID when operating in Composite mode With these models specifying Composite mode enables dictation data download Direct Recording and all other operations without mode switching DS 7000 DS 5000 5000iD DS 3500 DS 3400 DS 2800 DS 2500 DS 2400 In the case of models other than those listed above some models do not have a Storage class in Composite mode When such a model is connected users need to switch to Storage mode during dictation file downloading while users need to switch to Composite mode for Direct Recording With the Transcription Module Composite mode is entered automatically whenever the Direct Recording window is displayed When recording is complete the main window returns to the display and Storage Mode is switched to automatically Storage and Composite modes can also be switched manually 29 197 2 1 0 Backing Up After a folder s backup settings are configured any file dropped into the folder will be automatically backed up to the other specified folder 30
114. lect the files configured for sending in the Content List View and click NQ in the Information View gt The Information View will display the mail body am 9 Click atthe right of of the tool bar then select Send or Send and Receive Or select Send and Receive then Send or Send and Receive from the Tool menu gt The emails in the Outbox folder will be sent 3 8 3 Registering an Email Address To register an email address perform the following steps W Procedure 1 Click New Contact in the POP SMTP Address dialog box 63 197 PORN hs Message Recipients Display Name Author1 E mail Address Author Olympus com 2 Type ina contact name and the E mail address in the Display Name and Address fields respectively and then click OK E mail gt The address will be registered in the POP SMTP Address dialog box Selecting the registered address and clicking Properties enables editing of the address Clicking Delete will remove the registered address 64 197 3 9 Sending Document Files via FTP The FTP sending function offers manual transmission via the menu and automatic transmission with periodic confirmation To send a document file via FTP perform the following steps Automatic and manual transmission are available F To send a file via FTP an FTP profile needs to be configured in advance G gt E mail FTP FTP _
115. log box enabling the user to select an input device User Setting Button Clicking this button displays the User Settings dialog box Playback condition and Transcribe Bar settings can be changed Transcribe Bar Button Switches Playback Control window to Transcribe Bar cy Show Status Bar Button Shows or hides the status bar The Main window does not have this button a Play Bar and Position Slider Shows the current position of recording A Index Mark Clicking Y Displayed Area Slider Indicates the currently displayed range in the Dictation file with E Dragging the slider shifts the displayed range Control Buttons 3 Pressing these buttons moves the Playback Position control inserts an index mark at the Position control point a a Starts audio capturing Gi Moves to the beginning of a file Moves to the previous index mark or to the edge of a verbal comment Rewinds a file Holding the button speeds up rewinding am gt gt Fast forwards a file Holding the button speeds up fast forwarding 147 197 Starts playback Pressing this button during playback stops it L Prt Moves to the next index mark or to the beginning or end of a verbal comment co Moves to the end of a file 4 Playback Position Recording Time Length Displayed on the immediate right of the Play bar in the format of HH MM SS The playback position of a file is displayed in blue and the total recording
116. low The items with the lock icon can only be enabled or disabled by the Administrator 103 197 LI DSS Classic L Delete Option L Device Synchronization L Filename Resolution L Refresh Interval DSS Classic Select this checkbox only if accessing shared folders on the network using DSSPlayer Pro R4 Delete Option This option selects how to handle a dictation file when it has been deleted using Delete on the Edit menu or the Ctrl D shortcut keys When Move to Recycle Box is selected a deleted file is moved to the Recycle Box When Delete Completely is selected a deleted file is permanently deleted Shift Delete executes Delete Completely When Delete Completely is selected for Delete selecting Shift Delete executes Move to Recycle Box e This option can only affect dictation files Deleting a document file always executes Delete Completely resulting in permanent deletion Device Synchronization This option sets whether or not to automatically synchronize the DVR recorder clock setting with the time e When Move to Recycle Box is selected for Delete selecting on the PC when the DVR is connected to the PC Filename Resolution This option sets whether or not to rename a dictation file when it is downloaded imported or dragged and dropped When Automatic rename is selected the file is automatically renamed if there is a file with the same
117. lympus User information Server information Name Author1 Incoming mail IMAP imap olympus com E mail Address authori olympus com Outgoing mail SMTP smtp olympus com Logon information Account name Author1 Password oi Test settings Advanced Settings Finish Cancel Pressing Test settings initiates a test to determine whether or not an email can successfully be sent and received with the current settings in the dialog box and then displays the results To configure advanced settings use the Advanced Settings IMAP dialog box which is displayed by clicking Advanced settings Specify the settings and click Finish 181 197 E mail Settings Lotus Notes Dialog Box E mail Settings Setting for Lotus Notes Profile Profile name Logon information Logon ID Password Cancel Specify the settings and click Finish E mail Settings POP SMTP Dialog Box E mail Settings Settings for POP SMTP server Profile Name Olympus User information Server information Name Author1 Incoming mail POP pop clympus com E mail Address author1 olympus com Outgoing mail SMTP smtp olympus com Logon information Account name Author4 Password Test settings Advanced Settings Back Finish Cancel To configure advanced settings use the Advanced Settings POP SMTP dialog box which is displayed by clicking Advanced settings 182 197 Pressing T
118. mbe 2 Priority Lew 7 Priority Normal Author AUTHOR1 Worktype Options Comment SUZUKI 4 3 Process Information Process St Pending Downloade 12 9 2011 6 33 Backup Da Deletion D File Name Filename T Title Displays the name of the view either Property or Job History Pin Button Switches the display mode of the view between automatically hidden and always displayed p a Off Automatically hidden when not in use To display the view again press in the Content List View Property View 2 Displays the properties of the selected file or folder The items displayed in black characters can be edited Switches the displayed view On Always displayed B G Displays the properties by category Ea Displays all properties in alphabetical order Displays the history of the dictation file Job History View 158 197 Displayed only when Dictation is selected in the Content List View It displays the history from the creation of the selected dictation file to the completion of its transcription or to the completion of transmission if the dictation file has been sent via email or FTP 159 197 8 2 Menu Lists Main Window This section describes the menus displayed on the Transcription Module main screen L File Menu _ Folder Menu _ Edit Menu _ View Menu L Play Menu Tool Menu L Voice Recognition Menu
119. me Adjustment control Or select Up or Down for Volume from the Play menu gt The playback volume will adjust af Adjusting Speed Playback speed adjustment allows for slower playback of demanding sound parts and faster playback for less demanding parts Mi Procedure 1 Click amp or Y or drag the slider on the Speed Adjustment control Or select Up or Down for Speed from the Play menu gt The playback speed can be adjusted to nine levels between 50 and 200 without changing the voice pitch sound pitch 48 197 Ni E OFF Li J t Suppressing Noise Noise cancellation is useful for easier listening of noisy recordings W Procedure 1 Click amp or or drag the slider on the Noise Cancellation control Or select OFF 1 2 or 3 for Noise Cancellation from the Play menu gt The noise cancellation effect can be adjusted to the following four levels OFF 1 2 and 3 A In some recording environments noise cancellation may not work effectively In certain noise cancellation levels 1 3 the volume level may be too low or the sound quality may change ve OFF il i Adjusting Tone An emphasis is placed on the low pitch side when shifting to the side and on the high pitch side when shifting to the side In general shifting to the side provides better sound quality W Procedure 1 Click or or drag the slider on the Tone Adjustment contr
120. mouse N l Noise Cancellation Control Button Pressing this button displays the slider enabling the user to adjust the noise cancellation level using the mouse Tone Control Button Pressing this button displays the slider enabling the user to adjust the tone using the mouse Show Hide Properties Button Pressing this button shows or hides the properties of the current file K Extended Display Switching Button Switches the display on the desktop and on the task bar Channel Separation Control Button Pressing this button cyclically switches the channel mode from left to right to stereo to monaural Edit Index Mark Button Pressing this button inserts an index mark at the current unmarked position Pressing this button at an index marked position deletes the index mark 149 197 x 5 x Close Button Exits the Transcribe bar and brings the user back to the Main window S a Option Button Switching Shows or hides the option buttons 150 197 Transcribe Bar during Audio Capturing m The Transcribe bar is displayed when clicking amp or selecting Start Audio Capture from the File menu It can create a new dictation file Exiting the window brings the user back to the Main window D Control Buttons nA Starts audio capturing Moves to the previous index mark or edge of a verbal comment Rewinds a file Holding the button speeds up rewinding n Starts playback Pressing this butt
121. n behalf of an internal computer that cannot directly access the external network A proxy centrally controls the access traffic between the Internet and the internal network and blocks unauthorized access Repository A shared location for storing shared data under management by the System Configuration Program The Olympus Dictation Management System allows selection of two repository types a shared folder configuration and a service program configuration Internally a repository stores each user s and group s profile application setup information the software and device firmware update programs etc Standalone System The basic system of Olympus Dictation Management System It represents a system environment in which Dictation Module and Transcription Module run on local PCs and management tools such as System Configuration Program are not used Storage Mode Operation mode that causes a recorder s built in memory or memory card to be recognized as a removable drive when the recorder is connected to a PC Normal removable disk operations are supported the same as with USB memory and other types of removable memory Note that a recorder cannot be used as a PC microphone or speaker while connected in Storage mode To use a recorder for Direct Recording you must switch to Audio mode Composite mode or another operation mode that supports the Audio standard USB class Terminal Service This is a client service provided by Windows Se
122. n cannot be performed on a file that has been processed with background voice recognition or on a file that has been finished or sent for correction with Dictation Module real time voice recognition Because of this the Voice Recognition Editor starts up alone without linking with Dragon NaturallySpeaking The recorded dictation can be played back with the Voice Recognition Editor with the position of the text being played back highlighted on the screen When correcting text correct voice recognition results directly using keyboard operations Since there is no linking with Dragon NaturallySpeaking use of the Spell Dialog and other editing functions provided by Dragon NaturallySpeaking are not supported 3 13 4 Correction Feedback Dragon NaturallySpeaking has a function that learns from user corrections made to text output by voice recognition and applies what it learns to the next voice recognition session This helps to improve the Dragon NaturallySpeaking voice recognition rate This function is called adaptation 74 197 The Transcription Module supports two step adaptation e Vocabulary Adaptation Vocabulary adaptation learns the sentence structures of the author terms that are not known by the Dragon NaturallySpeaking engine etc Vocabulary adaptation processing can be completed within a relatively short time e Acoustic Adaptation Acoustic adaptation analyzes and allows learning of acoustic characteristics suc
123. n file Items are numbered 1 to 10 according to the order 116 197 they are registered Captions can be set as option item labels for each option item such as column titles of file lists in Transcription Module For example to set Customer name as the first option item for a dictation file specify CUSTOMERNAME in option item 1 so it is easier to understand the meaning of the data in the first option item of the dictation file list If dictation file captions are not set option items appear as 1 through 10 6 2 15 Auto Collection This function moves dictation files with Transcription Finished status into a specified folder in the Download Tray or into a custom folder Using this option in combination with the Ownership attribute the folder for saving the dictation files can be changed The items with the lock icon can only be enabled or disabled by the Administrator Activate Automatic collection function When this option is enabled the dictation files with Transcription Finished status are moved to a specified folder Either of the following two methods is available Moving files to the Finished folder Moving the files to Author ID specific folders according to a pre defined rule To define the rule perform the following tasks To add a rule configure it in the Rule Settings dialog box which is displayed by clicking Add To modify a rule select it and click Modify Then ma
124. n of files stored in the folder By clicking format conversion can be configured Enabled Enables or disables auto format conversion Target Format Selects the file format Format Attributes Selects audio format Original Dictation Deletes the original file after conversion These settings can also be configured in the Convert Dictation Settings dialog box which is displayed by clicking LJ Send via E mail This option sets whether or not to automatically send the folder files via E mail By clicking automatic transmission via E mail can be configured Auto Send Enables or disables automatic transmission via E mail Profile Selects a profile for automatic transmission TO The destination of an E mail CC Additional destinations disclosed to the recipients BCC Additional destinations not disclosed to the recipients Subject The title of an E mail Message The main message of an E mail Confirmation Dialog box Shows or hides the confirmation dialog box when an E mail is automatically sent These settings can also be configured in the Send E mail Destinations dialog box which is displayed by clicking Cy With multiple E mail profiles configured the Select E mail Profile dialog box will appear With no E mail profiles configured the confirmation dialog box will appear allowing the creation of a new E mail profile gt E mail FTP l Send via E mail Alternate Profile Setting
125. n the extension WRI to be added and click Add 5 Click OK gt Files with the added extension XXX WRI will be displayed in the Document Tray 3 10 2 Associating a Document File with a Dictation File To associate a document file with a dictation file perform the following steps ME Procedure A 1 Drag and drop a document file from the Information View onto a dictation file in the Content List View 67 197 gt The document file will be associated with the dictation file The name of the associated document file will be displayed in the Document column of the Content List View Selecting a dictation file in the Content List View highlights the associated document file in the Document List Mi Procedure B 1 Select a dictation file in the Content List View and click Associate with Document on the File menu gt The File dialog box will appear with My Document as the current folder 2 Select a document file and click OK gt The name of the associated document file will be displayed in the Document column of the Content List View Selecting a dictation file in the Content List View highlights the associated document file in the Document List a Selecting a dictation file and clicking Open Document on the File menu causes the G associated document file to be opened with its associated application 3 10 3 Dissociating a Document File from a Dictation File To dissociate a document file from a Dictation f
126. n work with the file more efficiently using the Transcribe bar without disrupting file editing 148 197 D Control Buttons Moves to the previous index mark or to the edge of a verbal comment Rewinds a file Holding the button speeds up rewinding Starts playback Pressing this button during playback stops it Fast forwards a file Holding the button speeds up fast forwarding ated Moves to the next index mark or to the beginning or end of a verbal comment 2 00 00 55 Counter Displays the current playback time length in the format of HH MM SS Audio Instruction Comment Mode Switching Button Switches between audio playback and Instruction Comment playback In Instruction Comment mode the icon turns to green and the Play bar is surrounded by a green line Priority Button This mark indicates the priority of a file A red mark means that the file is assigned high priority a Displayed Area Slider Graphically displays which part of the current file is being played The range from the beginning to the current position is shown in blue and verbal commented ranges are shown in light green Index Mark Indicates an index marked position 4 4 Volume Control Button With this button pressed the slider is displayed enabling the user to adjust the volume using the mouse 3 Speed Control Button Pressing this button displays the slider enabling the user to adjust the playback speed using the
127. nd stores them in a specified location The application offers a simple efficient method of download for users File Downloader can be installed on a computer that has the Dictation Module and or the Transcription Module installed so any one of the applications can be used as required by the job at hand e System Configuration Program Workgroup System Only 8 197 System Configuration Program is an application for administrators which is used when structuring a Workgroup system It facilitates the installation and updates of modules for end users Dictation Module and Transcription Module manages application settings for end users authors and transcriptionists and updates firmware management Installing the System Configuration Program will also install the Device Customization Program at the same time The Device Customization Program can customize import and export device settings e License Manager Workgroup System Only This application is used to manage licenses It manages the licenses and accounts of Dictation Module and Transcription Module in a Workgroup system The application can change the number of license accounts by grouping multiple single licenses into one multi license e Client Virtual Driver Workgroup system only 9 197 Client Virtual Driver is installed on a client PC when running the Dictation Module and or Transcription Module under a Citrix XenApp Presentation Server and Windows Server Terminal
128. ngth Indication O O Z O Z O Back to Main Window 1 Each command execution cyclically switches levels in the order of Off 1 2 3 and then back to Off Next Verbal Comment Ctrl Shift Right again General Key Assignments Default Key Start Transcription Ctrl 0 171 197 Start Voice Recognition Ctri R Property View a Hotkeys On Off Function Assignments for Programmable Buttons BOO tamIMaDIE Windows Standard DSS Player Pro Button F3 Search eC SSCS A Move Pane Play Stop Switch Dictation Instruction Comment Mode Shift F10 Show Context Menu Show Context Menu po Fast Forward F11 po Hotkey On Off F12 Dn ee 172 197 8 6 Names and Functions of Option Settings Dialog Box Components This section describes the names and functions of the components of the Option Settings dialog boxes which are used for configuring various options _ Advanced Settings IMAP Dialog Box L Advanced Settings POP SMTP Dialog Box L Browse for Folder Dialog Box L Cleaning Settings Dialog Box L Configure Notification Dialog Box L Convert Dictation Settings Dialog Box L Decryption Password Dialog Box L Device Select Dialog Box L Edit Job Data Dialog Box L E mail Settings GroupWise Dialog Box L E mail Settings IMAP Dialog Box L E mail Settings Lotus Notes Dialog Box L E mail Settings POP SMTP Dialog Box L E mail Settings Select Dialog Box L Encrypti
129. ns playing Folder Navigation _ Shows or hides the Dictation Tree View or Device Tree View __ Property Window _ Shows or hides the Properties View __ Information Window Shows or hides the Information View _ _ Z Toolbar Show or hides the Standard Edit E mail FTP Customize toolbar Status Bar Shows or hides the status bar Playback Control Bar Shows or hides the Playback Control bar fre E E e e nie cencverseg Information View ee i a a ee configures their display order m l E E selected in the Content List View and Information View 161 197 ee In line Editing rele Enables or disables direct editing of the items displayed on the Dictation Tree View Clicking a configurable item on the list makes the field editable Refresh Refreshes the Dictation Tree View in the Main window The Dictation Tree View refers to cached data to speed up the display Since refreshing the list causes the cached data to be rebuilt it may take a while to display large lists 8 2 5 Play Menu lay Stop Em Plays a selected file or the first file on the list in the Content List lee mm View from the Position control point on the Play bar Clicking this menu during playback stops it Fast Forward Fast forwards a file Holding the button speeds up fast forwarding Rewind Rewinds a file Holding the button speeds up rewinding Next Index Mark Moves the Position control to the next index mark
130. nt Files The following file formats can be handled under the default setup Text file XXX TXT Rich Text Format file XXX RTF Microsoft Word format XXX DOC DOCX To use another file format registration is required fl Configure document format as an optional setting by selecting Folder Design and then Attributes gt Folder Design Attributes 14 197 1 6 Transcription Module Capabilities The following functions are available While playing back a dictation file that was recorded with the recorder on your PC you can easily transcribe the recorded information using a word processor application Playback Control Window Reports and meeting summaries can be created Playback Control Window Memos and ideas can be organized Playback Control Window while caputuring audio Recordings can be automatically downloaded from the recorder and backed up on the PC Recordings can be automatically distributed to Transcriptionists or other users via email or FTP Prepared documents can be automatically retrieved via email or FTP and linked to their corresponding recordings Downloaded dictation files can be automatically converted to text using voice recognition Voice recognition results can be corrected with the location of the corrections fed back to the voice recognition engine 15 197 1 7 Trademarks and Copyrights Microsoft Windows Windows Media Windows Media Player
131. o the PC It is impossible to display the contents of both media simultaneously Foot Switch Setting an With this menu the functions of a connected foot switch can be mal configured via the PC 8 2 9 Workgroup Menu Change Repository a Configure settings for repository Administrative privileges is needed to modify the settings Change License Configure settings for license server Server Administrative privileges is needed to modify the settings This option will appear only if the Transcription Module is installed in the Workgroup mode 8 2 10 Help Menu 164 197 Contents Displays Help for Transcription Module downloads them if present Displays the version information of Transcription Module About Transcription Module Check for Updates i Checks the Olympus download server for the latest Updates and 165 197 8 3 Menu List Voice Recognition Editor This section describes menus of Voice Recognition Editor Menus that can be used vary depending on the status of the dictation file L File Menu L Edit Menu L View Menu L Dictation Menu L Voice Information Menu L Help Menu 8 3 1 File Menu se Ja Saves a text file The file status is unchanged Finished 7 Saves the text file and changes the file status to v Transcription Finished Files are handled as text file editing complete and subsequent text editing is not possible Pending i Saves the text file and
132. odule Device Detector 4 Direct Recording Window Playback Control Window Transcribe Bar Device Manager Audio Procedure Option Manager Notification Manager Email FTP Licensing Update Manager Voice Recognition Output Path C Users k Klaus Documents ODMS Log Profile Output Path C Users k Klaus Documents ODMS Log Profiles Reset All Send Log Files 2 Check the Trace column of the modules to be logged bi 3 Click LJ next to the Output Path field to specify the log output path The log output generates a large amount of information resulting in slower operations of Transcription Module It is recommended to check only problematic modules 4 Click Set 136 197 137 197 gt will appear next to the items configured for logging setting the application to the log output mode When Transcription Module is started the next time log outputs will begin for the specified items Perform a problematic operation with Transcription Module and then exit the application Click Reset all gt A confirmation dialog box will appear Clicking OK disables the log output configuration Click Copy Profiles if needed gt A Transcription Module settings file will be generated into the folder specified in the Profile Output Path Click Send log files gt mail software will start creating an email with ODMSLog zip a compressed log file and settings
133. ol Or select Up or Down for Tone from the Play menu The tone can be adjusted in increments of 1 from 100 on the side to 100 on the side Switching Channels Channel switching may deliver better sound quality ME Procedure 1 Select a channel from Channel in the Play menu gt Playback sound will be modified Plays as stereophonic sound Plays as monophonic sound Plays only the left side track of stereophonic sound Right Plays only the right side track of stereophonic sound A Channel switching is disabled for monaurally recorded sound 49 197 3 6 4 Intro Scanning This function sequentially plays only the first five seconds of the files displayed or selected in the Content List View When all the files have been intro scanned a beeping sound is produced A file with a recording time of less than five seconds is played through before the next file is played A file being played back is highlighted in the Content List View W Procedure e aesaad 1 Click on the toolbar in the Main window Or select Intro Scan from the Play menu gt Files displayed in the Content List View will be intro scanned sequentially from a selected file If no file is selected intro scanning will begin with the first file on the list 2 Click m Or select Play Stop from the Play menu gt Intro scanning will stop 3 6 5 Inserting an Index Mark An Index mark can be inserted and delet
134. om the tree on the left and configure it on the right OK Secures the settings Cancel Exits without modifying settings Apply Reflects changes to the configuration file L General L Keyboard _ Playback Control L Transcribe bar 6 3 1 General This category configures general settings for users Language Selection This option selects the language displayed by the application If the setting has been modified it comes into effect only after the application has been restarted Dictation color The display colors for the listing of dictation files can be configured based on the status of each file Dictation Type Default Color Default High Priority Background color DS500001 ds2 New Recording Finished DS500001 ds2 In progress Transcription In progress Black DS500001 ds2 Pending Transcription Pending Olive J DS500001 ds2 Finished Transcription Finished _Silver_________ Ttalics_ DS500001 ds2 119 197 The colors can be selected from a drop down list By clicking Custom the color can be customized and added as a new color to the drop down list Clicking Reset returns display colors to the default settings System Event Sounds Disables system sounds such as alarm and audios while Transcription Module is launching 6 3 2 Keyboard Specific functions can be assigned to the keys on the keyboard The items with the lock icon can only be enabled or disa
135. on A Displayed button customization is available only for the Transcribe bar 123 197 6 4 E mail FTP This category configures the E mail and FTP profiles The items with the lock icon can only be enabled or disabled by the Administrator W Procedure 1 Select Options from the Tool menu 2 Click E mail FTP gt The E mail FTP dialog box will appear 3 Select an item from the tree on the left and configure it on the right OK Secures the settings Cancel Exits without modifying the settings Apply Reflects changes to the configuration file _ E mail _ Send Receive Lal Proxy 6 4 1 E mail This category can register and modify E mail profiles Up to 100 profiles can be registered ODMS R6 supports the following transmission reception protocols Internet E mail POP3 SMTP IMAP Microsoft Outlook Novell GroupWise Lotus Notes Selecting an E mail Profile If some profiles have already been registered select a profile for email transmission and reception from the Default Profile drop down list Registering an E mail Profile To register a new E mail profile perform the following steps 124 197 W Procedure 1 Click Add gt The E Mail Settings Select dialog box will appear 2 Select an email transmission reception protocol and click Next if Microsoft Outlook has been selected the following settings are not necessary Exit the setting proc
136. on Password Dialog Box L Folder Design Dialog Box L Format Options Dialog Box L FTP Settings Dialog Box L Notification Window L Profile Map Dialog Box L Purge Settings Dialog Box L Routing Settings Dialog Box L Rule Settings Dialog Box LI Supported Document Type Dialog Box L Template Association Dialog Box Advanced Settings IMAP Dialog Box 173 197 Connection User dialup connection Dialup setting Outgoing server My outgoing server SMTP requires authentication gt as my incoming mail server Logon using Account name Password Delivery Leave a copy of message on the server Port settings SMTP port This server needs secured connection SSL IMAP Port This server needs secured connection SSL Specify the settings and click OK Advanced Settings POP SMTP Dialog Box Connection User dialup connection Dialup setting Outgoing server My outgoing server SMTP requires authentication Use same settings as my incoming mail server Logon using Account name Password Logon to incoming server before sending mail Delivery Leave a copy of message on the server Port settings SMTP port This server needs secured connection SSL POP port This server needs secured connection SSL Specify the settings and click OK ATA AQT Browse for Folder Dialog Box MB Desktop gt Sy Libraries gt e Homegrou
137. on Server 4 5 Requires Citrix Online Plugin 12 0 0 or higher gt XenApp 5 6 Requires Citrix Online Plugin 12 0 0 or higher gt XenDesktop 4 5 Requires separate Citrix license 11 197 P VMWare View 4 5 Supported English French German Spanish Russian Swedish Languages Installing ODMS R6 requires the privileges of an Administrator Currently supported OSes are listed on our Web page For the latest information please visit the Olympus Web site at http www olympus global com en global Bp 12 197 1 4 Devices Supported by Transcription Module Transcription Module supports the following Olympus devices Device Type Foot switch e RS 31 e RS 28 e RS 27 13 197 1 5 Supported File Formats Dictation Files The following table lists the file formats supported by each function Supported File Formats Extensions Playback import Non encrypted file DS2 DSS WAV WMA and MP3 and export Encrypted file DS2 DSS WAV WMA and MP3 In addition to the above if a codec that works with Microsoft DirectShow Filter has been installed an imported file can be played but we do not guarantee proper operations New recording and Non encrypted file DS2 DSS WAV and WMA editing Encryption settings cannot be configured in the Transcription Module at audio capturing File splitting joining Non encrypted file DS2 DSS WAV and WMA Encrypted file DS2 DSS WAV and WMA Docume
138. on during playback stops it Fast forwards a file Holding the button speeds up fast forwarding Moves to the next index mark or to the beginning or end of a verbal comment 2 EUAS counter Displays the current playback time length in the format of HH MM SS Audio Instruction Comment Mode Switching Button Switches between audio playback and Instruction Comment playback In Instruction Comment mode the icon turns to green and the Play bar is surrounded by a green line Priority Button This mark indicates the priority of a file A red mark means that the file is assigned high priority Displayed Area Slider Shows the current position of recording index Mark Indicates an index marked position 4 Option Buttons 45 Volume Control Button Functions as volume during play stop functions as microphone input during recording Al Select Input Device Button Pressing this button displays the Select Input Device dialog box enabling the user to select an input device Edit Index Mark Button Pressing this button inserts an index mark at the current unmarked position Pressing this button at an index marked position deletes the index mark Show Hide Properties Button Pressing this button shows or hides the properties of the current file Channel Separation Control Button Pressing this button cyclically switches the channel mode from left to right to stereo to monaural K Extended Display Switching
139. on functions are not displayed on the Transcription Module screen and no voice recognition functions are available for use Adaptation With adaptation the voice recognition software learns user corrections to the document generated by the voice recognition process which improves future voice recognition accuracy When the Do adaptation after the correction of recognized texts check box is selected the file on which voice recognition is being performed is automatically added to the adaptation list when its status becomes Transcription Finished 6 2 9 Voice recognition Background Voice Recognition These are settings for configuring options used when background voice recognition is executed with the Transcription Module Items that have a lock icon can be configured and canceled by the system administrator only Queuing Control Completing a dictation file download operation an import operation or a direct record operation while Add to recognition queue after downloading importing and direct recording is enabled will cause the dictation 110 197 file to be automatically added to the voice recognition queue While Start recognition queue automatically when new files are added to the queue is enabled background voice recognition starts automatically whenever a file is added to the voice recognition queue If it is disabled background voice recognition does not start until the user executes the St
140. onfigured in E mail FTP E mail or E mail FTP FTP in advance Destination for dictation Specify the folders of routing recipients by clicking my Automatic document creation and sending With Use automatic document creation and sending enabled when Transcription is started documents can be automatically created and when Transcription is finished the documents are sent to the specified recipients Documents are generated according to the configured settings for the Open word processor in Transcription Rule Settings Dialog Box e Specifying Both the Author and Worktype Rule Settings ies O gt Es li Specify Author Worktype ID and corresponding destination folder Author ID Worktype ID Destination Folder Cancel e Specifying the Author 189 197 Rule Settings Specify Author ID and destination folder Author ID AUTHOR100 Destination Folder Folder A Some functions specify only Author ID while some functions specify both Author ID and Worktype ID Specify the dictation file Author ID Worktype ID and destination folder and then click the OK button Supported Document Type Dialog Box Supported Document Type Enter document type filename extension Supported Document Type Extension The category of file TXT Text Document RTF Rich Text Document DOC DOC File DOCX Office Open XML Do SK To register an extension type it
141. ons based on their Author ID or Worktype ID Or dictation files from all of the folders on a device regardless of the file properties can be downloaded and collected into a single folder on a PC Settings need to be pre configured to sort downloaded files When the settings described below are configured downloading dictation files from a device causes them to be downloaded to specified folders based on Author ID and Worktype ID The settings specify import rules when downloading and importing dictation files The procedure you need to perform depends on auto sorting conditions ME Procedure A Use the following procedure to configure settings to download the file from the folders on a recorder and collect them into a single folder il 6 Select Options from the Tool menu gt The Option Settings dialog box will appear Click the Workflow tab gt The Option Settings Workflow dialog box will appear On the menu tree click Advanced Download gt The auto sort settings information screen will appear in the right frame Select the Download all dictations to check box This enables the auto sort function Select Specific folder gt This enables the button Click the lec button and then use the Select Folder dialog box that appears to specify the folder you want to use as the download destination to collect the files W Procedure B Use the following procedure to configure settings when to route f
142. oved and enhanced The Transcription Module provides the following functions Automatic voice recognition of dictation files downloaded from a device Correction of voice recognition results using a special text editor Voice Recognition Editor Feedback of voice recognition result corrections to the voice recognition engine for improved voice recognition accuracy L Getting Ready for Voice Recognition _ Performing Background Voice Recognition a Correcting Voice Recognition Results _ Correction Feedback 3 13 1 Getting Ready for Voice Recognition The Transcription Module itself does not have voice recognition functions built in Supported voice recognition software must be installed separately Installing Voice Recognition Software First install supported voice recognition software Refer to the installation guide that comes with your voice recognition software for information about how to install it ODMS R6 supports Dragon NaturallySpeaking voice recognition software The following are the supported versions and the supported editions of each version e Dragon NaturallySpeaking 11 e Professional e Legal e Dragon NaturallySpeaking 10 0 SP1 or higher e Professional e Legal A e ODMS R6 does not formally support any versions editions other than those listed above e When using Dragon NaturallySpeaking 10 installation of SP1 or higher is required Dragon NaturallySpeaking 10 is not supported if SP1 or higher is
143. ovides the workflow from creation of a dictation file up to final transcription and deletion of the dictation file in an ODMS R6 Standalone system and Workgroup System Sending a dictation file via email or FTP to an external site where it is transcribed Author Transcriptionist Mail FTP E Dictation File L E Mail FTP Deletes Dictation File after recieveing Sharing a dictation file on the network and transcribing it Author Transcriptionist Dictation File ODMS R6 manages workflows with the following combinations of processes and statuses Iv Supported Ll Not Supported Process Status Dictation ale ae a Location of Dictation File Editing Voice Recognition 1 Record Ruming T eee Pending Ta O D Inthe Recording Folder 2 Send Waiting L inthe Outbox OO 3 Transcription 19 197 Pending Finished o oO W Waiting uf In the Voice Recognition queue o oO BWH Voice Recognition Running Pending 5 Delete Finished Recycle Box clear after certain length of time can be configured for immediate clear Operations after Deletion By default deleted files are moved to the Recycle Box and then deleted permanently after a certain length of time Files in the Recycle Box can be restored with the Restore function but once deleted permanently they cannot be recovered Make sure that the configuration matches your req
144. p gt 8 kKlaus bE Computer p th Network p E Control Panel Recycle Bin d TM_EN Co C Select a folder and click OK Cleaning Settings Dialog Box Cleaning Settings Enable Cleaning Process transcribed file older than Move to Recycle Box Delete completely 0K na Enable the Cleaning setting specify the retention period and click OK 175 197 Configure Notification Dialog Box Configure Notification Select Items Select the displayed item V Priority Level File Name V Author ID F Worktype ID V Folder V Received Sender Auto Closing Close the notification window automatically Select Items Enables or disables the items displayed in the pop up window Priority level Always enabled File name Always enabled Author ID Default Enabled Worktype ID Default Disabled Folder Default Enabled Received Default Enabled Sender Default Disabled Option items 1 10 Default Disabled Automatic closing To change the display order select an item and use the Up and Down buttons to change its position To return the settings to default click Reset Automatic Closing When Close the Notification window automatically is enabled the Notification window is automatically closed after the length of time configured with Displayed only for Configure the display length of time in the range of 3 to 30 seconds with Displayed
145. r profile using the same recorder that you will use for actual dictation recording For details refer to the Dragon NaturallySpeaking user documentation The following procedure explains the operational procedure using dictation file download as an example Mi Procedure 1 2 73 197 Configure background voice recognition option settings so dictation files are automatically added to the voice recognition queue when files are downloaded gt For details refer to Voice recognition Background Voice Recognition e In order to register files automatically in the voice recognition queue when a file is EQ downloaded or imported you need to enable the Add to recognition queue after i downloading importing and direct recording option e Even though the Add to recognition queue after downloading importing and direct recording option is disabled a file can be added to the voice recognition queue using drag and drop after the file is downloaded An information view will be displayed on the Transcription Module main screen 3 The voice recognition waiting list will be displayed in the information view Connect the recorder used to record the dictation file to the PC and download the dictation file 5 Atthe same time the file is downloaded all downloaded dictation files are registered to the file recognition queue 6 On the menu bar select Voice Recognition Start Recognition Queue Voice recogni
146. referenced and not the local PC e Ifthe Roaming User Wizard is canceled part way through the User Profile Location EQ setting is also canceled and the Use Local Profile is re enabled Use the Profile Map option to configure the DNS user profile to be used when implementing voice recognition with the Transcription Module Clicking the Add button will display the Profile Map dialog box Specify the Author ID and the corresponding DNS user profile microphone device and then click the OK button Repeat step 6 as many times as necessary to register to the Profile Map all users of voice recognition with the Transcription Module Voice recognition with Transcription Module cannot be performed on any dictation file EL with an Author ID that is not registered in the Profile Map On the Option Settings dialog box click OK gt This registers the DNS user profiles of all Transcription Module users It also will enable start of voice recognition 3 13 2 Performing Background Voice Recognition Background voice recognition lets you queue recorded dictation files and sequentially perform voice recognition on them Background voice recognition can be performed in parallel with other Transcription Module processes This means voice recognition can be performed at the same time other dictation and transcription tasks are being performed To improve the background voice recognition rate you need to train the DNS use
147. rernne 166 8 4 File Property ListS trereteeeet eee eteeeeese eee seeeeeeeeeeeeeeenseeanseeanateeeaeseeanaeeaneeegs 168 8 5 Default Key ASSIGNMENES irrttrttetett et ee eet et eet et eee eeeeeeneeeaneeeaneesatenseeanaeeanategs 171 8 6 Names and Functions of Option Settings Dialog Box Components 173 9 SUPPORT CONTAC TSonss sssnnnnnnnnnnncncnnnnnnnnnnnneeeeeeeeeeeeennnnnnnnnnneeeeeneeeeeennns 192 10 GLOSSARY cecccscccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeGeGGGGGGGeGGGeGGGGGGGGGGGGGGGeGeGeGeeeeeeennen 193 4 197 4 Introduction Thank you very much for purchasing our product Olympus Dictation Management System is a Dictation Transcription system that supports assignments of various sizes from individual users to multiple users L Olympus Dictation Management System Outline L Licenses L Operating Conditions L Devices Supported by Transcription Module L Supported File Formats L Transcription Module Capabilities _ Trademarks and Copyrights 5 197 1 1 Olympus Dictation Management System Outline Olympus Dictation Management System R6 ODMS R6 is a Dictation Transcription system that supports assignments of various sizes from individual users to multiple users It can be used to capture audio data highly compressed with an Olympus digital voice recorder hereinafter referred to as the recorder and allows for real time playback editing and insertion of index information ODMS R6 and recorder suppo
148. rt the playback of DSS an international standard for audio recording Microsoft promoted WMA and MP3 With peripheral devices connected such as a DirectRec or a foot switch it provides a variety of additional functions including audio streaming recording and remote control playback The Workgroup System supports Citrix XenApp Presentation Server and some other virtual environments It also Supports Terminal Services provided by Windows Server products allowing this product to be used via the Terminal Services Client Virtual Driver DSS support in Citrix Presentation Server XenApp environment DSS supports Published Desktop and Published Application from the Citrix Presentation Server XenApp but doesn t support Web Interface In addition to DSSPlayer Pro R5 features ODMS R6 offers the following Enhanced compatibility with Nuance Dragon NaturallySpeaking Enhanced direct recording functions using Olympus Directrec devices Citrix XenDesktop and VMware View support Addition of new applications specialized for downloading dictation files System management functions that enable sharing with DSSPlayer Pro R5 L System Configurations of ODMS R6 L Modules and Tools 1 1 1 System Configurations of ODMS R6 ODMS R6 offers two system variants with different administrative configurations e Standalone System With this configuration an individual user enters the supplied license ID for a single l
149. rt to external media Backing Up Automatically This method allows for automatic backup of dictation files with pre configuration Mi Procedure 1 Click on the Dictation Tree View Or select Options from the Tools menu 2 Select the folder and change the backup attribute in the Folder Properties to enabled gt With this setting each time a file is updated its backup file will be created and stored in the Backup folder F Files in the Backup folder can be deleted after a certain length of time To achieve this G set the Purge attribute of the Backup folder gt Folder Design Actions Purge Backing Up Manually With operations such as copying exporting and dragging and dropping a file can be manually backed up 83 197 4 4 Decrypting a Dictation File An encrypted file can only be played once the correct password has been entered e File encryption can be performed by the Dictation Module only File decryption can be A performed by the Transcription Module only e Encryption of dictation files other than DSS Pro files uses the same Olympus proprietary format as that of DSS Player Pro R4 5 They cannot be decrypted using another company s software etc e With DSS Pro encryption is performed in accordance with DSS Pro specifications They can be decrypted using another company s software if it supports DSS Pro format In the case of Olympus software DSS Pro format is supported by DSS Player Pro R5 and h
150. rver It can execute applications and services provided by the server on the client side A separate license such as TS CAL is required to use this function VCVA A capability that enables sound initiated recording called Variable Control Voice Actuator in order to improve usability and efficiency for prolonged recording It halts recording after a certain period of silence and resumes it in response to sound The sound level to initiate recording can be adjusted Level settings optimized for different recording environments ensure efficient recording For recording intended for voice recognition it is recommended to disable the VCVA function Verbal Comment A voice comment that is embedded in dictation file data A verbal comment can be recorded with a supported recorder It is provided to transcribe audio data immediately after commentary A verbal comment is recorded at any position in a dictation file based on the need for 196 197 instructions WAV A standard dictation file format for Windows It is also referred to as the WAVE format The specifications include the saving format for recording a digitally converted audio signal The file extension is WAV WMA A standard audio format for Windows This technology is a component of Windows Media a multimedia technology incorporated in Windows and is a standard audio compression technique The file extension is WMA Workgroup System It is one of the operating modes in
151. s Moves to the previous index mark or to the edge of a verbal comment Rewinds a file Holding the button speeds up rewinding i Starts playback Pressing this button during playback stops it Fast forwards a file Holding the button speeds up fast forwarding Moves to the next index mark or to the beginning or end of a verbal comment E Moves to the end of a file 4 Playback Position Recording Time Length Displayed on the immediate right of the Play bar in the format of HH MM SS The playback position of a file is displayed in blue and the total recording time length is displayed in white 5 Timescale control Displays the timescale of the Play bar The time frame can be changed in the range of a one minute width to full scale Clicking or can change the timescale 6 2 el oe Volume Adjustment Control Allows for the adjustment of output sound volume This function is not available with an older sound board that does not have electronic volume adjustment capabilities In that case adjust the volume manually Audio Output Display Displays the current state of audio playback In the case of a monoral recording the Land R outputs are displayed at the same height ye Playback Speed Adjustment Control Clicking amp or or dragging the slider can adjust the playback speed without changing the voice pitch sound pitch E OFF Noise Cancellation Control Clicking or or
152. s downloaded is enabled the Edit Job Data dialog box appears each time a file is downloaded Files can be downloaded after their Worktype ID and Option Item settings are each verified Rename When Rename downloaded files with the set format 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 the 105 197 Format The items to be included in a file name with a separator between them can be defined Delete This option sets how to delete a dictation file in the device after it has been downloaded When After downloading file s delete the original file s is enabled the original file is deleted after it has been downloaded When Display confirmation dialog is enabled a confirmation dialog box appears before the file can be deleted When Delete locked file s is enabled even locked files are deleted after importing 6 2 3 Advanced Download Advanced download configures settings to route dictation files as they are downloaded to download destination folders in accordance with specified conditions Items that have a lock icon a can be configured and canceled by the system administrator only Advanced download Downloads dictation files to a specific folder or a folder assigned the Author ID and Worktype ID 3 e Download folder A G menus will be disabled when th
153. s the name of the notification sound file Default notify wav Support background notification when Transcription Module is not running Notification of the arrival of a new file is made even when Transcription Module has not been started 6 2 7 Routing This option configures the rules for routing Registered routing rules are listed Up to 100 rules E mail 4 and FTP 5 each have their own icon to display Sender Senders of dictation files are displayed Destination Destination paths of dictation files are displayed 109 197 Receiver Receivers of document files are displayed To add a routing rule configure it in the Routing Settings dialog box which is displayed by clicking Add To change a rule select the rule click the Modify button and then modify settings in the displayed Rule Settings dialog box To delete a routing rule select it and click Remove 6 2 8 Voice recognition General These are settings for configuring application general options that are applied when using voice recognition with the Transcription Module Items that have a lock icon amp can be configured and canceled by the system administrator only Enable Voice Recognition Enables and disables voice recognition with the Transcription Module When the Enable Voice Recognition features check box is selected all voice recognition functions are enabled When the check box is not selected voice recogniti
154. sables the filter for the current column For the columns whose date and time number or length can be specified the Filters Option dialog box will appear when Option is pressed Configure their conditions based on the instructions provided gt Only files that meet the configured conditions will be displayed in the Content List View 5 3 Assigning Hot Keys The User Settings dialog box allows for verification and modification of key assignments for commands Key assignments are configured in the User Settings dialog box gt User Settings Keyboard The functional scope of an assigned key depends on the Hot key settings which are configured with Hot key On Off on the Tool menu With Hot key set to Off the commands are executed only when the window is active With Hot key set to On the commands are executed regardless of whether or not the window is active Commands assigned to keys are operational even if another window is open on the display on top of the Transcription Module screen For information on default key assignments for each function refer to Default Key Assignments 94 197 6 Option Settings on Operating Conditions This chapter describes how to configure the operating conditions of Transcription Module When Transcription Module is operated as a Workgroup system the System Configuration Program manages the users on a per Workgroup basis The items with the lock icon 9 listed in the table below
155. se eanaeeateeseeetaeeanateseateeeanaeeananegs 71 4 MANAGING FILES AND FOLDERS lt lt ssssqnccnnnnnsecennnnnnnnnnneeeeneeeeeeeennnennnanns 77 4 1 Editing a Folder in the Dictation Tray ssssrrssrrrsrrrrsrrrssrrrnrrrrerrrurerrnrenterernrerens 78 4 2 Editing the Properties of Audio and Document Files lt tr t tree eeeeeeee eee e eee eeee eens 80 4 3 Backing Up a Downloaded Dictation File srtrersteteetetetee eee eeeteeeeeeneeeneanenees 83 4 4 Decrypting a Dictation File ssssrssrrrrsrrrrsrrrsrrrrnrrrrnnrnurrrturrntnnrnnrunturuntnnunnrenene 84 4 5 Sorting Dictation Files ssssrrssrrrsrrrrsrrrrsrrrnrrrturrrtunruurunturuntnnunuruuuunun tununue nene 85 4 6 Sharing Dictation Files with AUthoOrS s ssssrrrsrrrssrrrsrrrssrrrurrnrenrrurnrturenrerernrerens 87 4 7 Automatically Deleting Transcribed Dictation FileS ss sr srrrssrrrrrressrrsserrserresen 88 5 CUSTOMIZING THE TRANSCRIPTION MODULE sssccs sssssnsecnnccsnennnnnuqqqqqqaan 89 5 1 Customizing the Work Area s sssrrrsrrrsrerrsrrrtnrrrurrrturrntnrruuruuuurunnnunuunun nunun nnna 90 5 2 Customizing the Content List View rrerrtreteteeteeeet etree eens tense eeneeeeeeeeeeaneeeananees 91 5 3 Assigning Hot KEYS trsrrrsrrrrrrrrsrrrrsrrrsrrrturuntnrrnnrnutununtnnuunnuu nunun nnEE ENEE EEEE nnna 94 6 OPTION SETTINGS ON OPERATING CONDITIONS srssssssssssnunuuuuneuunnnuunnnns 95 6 1 Folder DeS gN ssrtsrrrrrrrrrrrrrsrrrrsrrrurrrturrutnrrnnnuntnnuutununnnnu unun ENEE N NENNEN EE EEEE 96 OWO OSAA EEEE NEERA 103
156. sent email In addition voice recognition information is also displayed in the information view Properties View Displays the properties of the file or folder that is currently highlighted 143 197 Status Bar Displays the following information First Area Operating state display Displays the current operating state In the halt condition the number of contents listed in the Content List View and the number of selected contents among them are displayed Second Area Icon display Displays the progress of files being automatically sent via email or FTP Double clicking this icon area shows the Status dialog box where you can see the progress of transmission When an error occurs an icon appears By double clicking the icon the details of the error can be checked Third Area Displays Author ID If no Author ID has been registered the Windows logon ID is displayed 144 197 Playback Control Window Components The names and functions of the Playback Control window components are described here The Playback Control window is displayed by clicking Switch to Playback Control Window on the View menu in the Main window This window is specialized for playing files It is used to perform tasks such as writing a document while listening to a recorded file Exiting the window brings the user back to the Main window I Dusa Se eze i TEON Title Bar A Displays the name of the file that is currently being played and th
157. several devices are connected click Download All on the Device menu to display F 3 3 2 Downloading Files into Specified Folders To download all files into a specified folder at the same time perform the following steps W Procedure 1 Connect a supported device to a USB port on the PC 2 Switch on the device gt The Main window will automatically launch 3 Right click the device and select Download Folder from the context menu gt Files in a specified folder are downloaded into the corresponding folder in the Download Tray The file name format is Recorder user ID leading four characters four digit number 7 If several devices are connected click Download Folder A B G on the Device menu G todisplay the Device Select Dialog Box Select the device and click OK 3 3 3 Downloading Specified Files To download one or more specified files perform the following steps W Procedure 1 Connect a supported device to a USB port on the PC 2 Switch on the device gt The Main window will automatically launch 3 Select a folder from the Device Tree View gt Files in the folder will be listed in the Content List View 4 Select one or more files in the Content List View to be downloaded and select Download Selected File from the Device menu gt The selected files will be downloaded into the corresponding folder for example folder A to folder A in the Download Tray in the Dictation Tree View When th
158. supported foot switch makes it possible to use the foot switch as a playback button with the main window playback control bar the Playback Control window or the Transcribe bar A Connecting a foot switch does not start Transcription Module automatically EQ The pedal operations of a foot switch can be customized under Device Transcription Module Foot Switch Operation Playback Pressing and holding the LISTEN Sto Releasing the LISTEN button Start Pressing and holding Pressing and holding the FF button fast forwarding Stop fast forwardin Releasing the FF button Start rewinding Pressing and holding Pressing and holding the REW button Stop rewinding TO ta Releasing the REW button 3 6 2 Shifting the Playback Position This section describes how to play a file from a specified position L Moving to a Desired Position a Skipping to a Position with an Index Mark or a Verbal Comment L Moving the Position Control with the Keyboard Moving to a Desired Position Mi Procedure 1 Click on a desired position on the Play bar or drag the Position control there gt The Position control will move to the specified position 46 197 Skipping to a Position with an Index Mark or a Verbal Comment On the Play bar a red mark de represents an index mark and a light blue bar represents a verbal comment W Procedure A 1 Click iea or e Or select Next Index Mark Verbal Comment from the Play menu
159. t Output Format specifies the output destination folder for the converted document files When Prompt for confirmation when text correcting is finished is enabled export do not export output settings and other settings can be configured on the confirmation dialog box Output Format and other settings are used as initial values when the confirmation dialog box is displayed When Prompt for confirmation when text correcting is finished is not checked export is performed automatically using specified conditions 112 197 6 2 11 Voice recognition Template These are template file settings that are used during execution of voice recognition A template file is a document pattern file that embeds by default formats that are always used by the user such as a name input box In the case of background voice recognition voice recognition results can be output to a template file Items that have a lock icon amp can be configured and canceled by the system administrator only a template file Templates When Use document templates in Voice Recognition is enabled background voice recognition results are e Only Rich Text Format files are supported Only Rich Text Format files can be specified as output to the specified template file A maximum of 100 rules can be registered at any time Rules are created for Author ID and Worktype ID combinations When rules are created without specifying e
160. t file name Recording Time 00 00 41 Output file name First half Welcome_Ads2 00 00 00 Last half Welcome_B ds2 00 00 41 Split position p 00 00 00 00 00 41 gt l Display for 20 seconds File type Format DSS Pro Attributes _DSS Pro 28 kbps 16 kHz mono QP Cancel OOM nen rome tearm anata verified Checking this option zooms in on a 20 second range centered on the seconds Slider allowing for fine tuning at the point of separation Format Specify the attributes of the resulting file Attributes 57 197 2 Type in the names of the two resulting files that will represent the first and last halves of the original file respectively 3 Specify the split position with the slider 4 Click Split gt The file will be split at the Position control point and the first and last halves will be saved with their specified names in the original folder The default naming format of the two resulting files is the original file name _Aor_B extension The original file will remain intact e If a file to be split has instruction comments the comments will be attached to each of the two resulting files G e File status after splitting is Recording Finished 3 7 4 Joining Multiple Dictation Files into One Multiple files selected in the Content List View can be joined into and saved as a single file in the same folder DSS DSS Pro WAV and WMA files can be joined A Rejoin
161. t it in the list and then click the Remove button 6 2 4 Import This category configures operations when a dictation file is imported The message for display and the file naming rule when the file is imported can be configured The items with the lock icon can only be enabled or disabled by the Administrator L Job Data Settings _ Rename _ Delete Job Data Settings When Prompt for data every time a file is imported is enabled the Edit Job Data dialog box appears when a file is imported Files can be imported after both their Worktypes and Option Items are verified and configured Rename When Rename imported files with the set format is 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 The characters used to separate the words in the file name can be selected Delete This option sets how to delete a dictation file in the device after it has been imported When After importing the file s delete the original file s is enabled the original file is deleted after it has been imported When Display confirmation dialog is enabled a confirmation dialog box appears before the file can be deleted When Delete locked file s is enabled even locked files are deleted after importing 6 2 5 Receive This category configures the settings for
162. ters Ownership The current Ownership attribute settings will appear The Ownership attribute cannot be changed via the Transcription Module 98 197 Auto Collection Dictation Files in Transcription Finished Yes Moved to the Finished folder in Dictation Module set as a rule No Moved to the Finished folder in Transcription Module set as a rule For the fundamentals of the Ownership attribute refer to Ownership Attribute Document Type This is an attribute configured for the Document Tray It sets the supported types extensions of document files The extensions of document files are registered in the Supported Document Type dialog box which is displayed by clicking LJ Up to 100 extensions can be configured 6 1 3 Actions The following folder actions can be configured _ Auto Download _ Format Conversion L Send via E mail L Send via E mail Alternate Plofile L Send via FTP L Send via FTP Alternate Plofile L Backup _ Notification Clean L Purge Auto Download This option sets whether or not to automatically download dictation files from the recorder When this option is set to Yes dictation files are automatically downloaded from various kinds of storage media detected in the device When they have been downloaded successfully a completion message will be temporarily displayed 99 197 Format Conversion This option sets automatic conversio
163. the dictation file ye gt Q Mail Preview Displays the content of email When sending a dictation file selected in the Content List View via email its content is displayed voice Recognition Waiting List Shows the background voice recognition file queue and a progress bar of the current ongoing background voice recognition process Buttons are displayed only when the Use voice recognition option is selected on the Option Settings dialog box voice Recognition Result List Displays a list of background voice recognition results If voice recognition fails for some reason the reason for the failure is also displayed Buttons are displayed only when the Use voice recognition option is selected on the Option Settings dialog box adaptation Waiting List Shows the adaptation function for feeding back corrections for the result of voice recognition file queue Buttons are displayed only when the Use voice recognition option is selected on the Option Settings dialog box 157 197 Properties View Main Window The Properties View is displayed on the right side of the Main window The default setting hides this view nok De a 4 1 General igs File Name Welcome ds2 File Size 144KB Duration 00 00 41 compd 2 janon 10 02 Compl 16 2011 10 03 File Formai ds2 Audio Form 28 kbps 16 KHz DSS Licen Olympus Instruction No Encrypted No Locked No Location CAUsers kKlaus 4 2 Job Data Job Nu
164. the file name for a recorded dictation file The current log in user name leading four characters plus Job No are initially displayed Download folder or custom folders can be selected Select the attributes of a file 3 Click the Start button gt The Playback Control window or Transcribe bar with the recording button will be displayed 4 Click to start recording 5 Click m gt The recording will stop Clicking ata again appends recording to the same file Recording cannot be inserted in the middle of the file 6 Click EJ gt The file will be saved with the conditions specified in step 2 and the application will then return to the Main window Completed dictation files always have Recording Finished status 3 7 2 Converting the File Format This function converts a dictation file in the Content List View into a specified file format With multiple files selected it converts all of the files in the specified format F When Format Conversion is enabled in the folder property settings files in the folder G are automatically converted into the specified format according to the settings gt Folder Design Actions Format Conversion Mi Procedure 1 Right click a dictation file in the Content List View and select Convert Dictation from the context menu A Or select the file and click on the toolbar Or select Convert Dictation from the File menu gt The Convert Dictation
165. time length is displayed in white i 5 Timescale control Displays the timescale of the Play bar The time frame can be changed in the range of a one minute width to full scale Clicking or Y can change the timescale 6 2 m Jo Volume Adjustment Control Allows for the adjustment of output sound volume This function is not available with an older sound board that does not have electronic volume adjustment capabilities In that case adjust the volume manually Audio Output Display Displays the current state of audio playback In the case of a monoral recording the Land R outputs are displayed at the same height Ye Hool Playback Speed Adjustment Control Clicking amp or or dragging the slider can adjust the playback speed without changing the voice pitch sound pitch ve _ OFF Noise Cancellation Control Clicking amp or or dragging the slider can adjust noise cancellation in four levels of 0 1 2 and DHE U Tone Adjustment Control Clicking amp or or dragging the slider can adjust the tone in increments of 1 from 100 on the B side to 100 on the T side Status Bar Displays the following information First Area The current operating state Play Stop Fast forward Rewind CUE REVIEW Second Area Author ID Third Area Worktype Fourth Area Comment Transcribe Bar This window is specialized for playing certain files When opening and transcribing a document file you ca
166. tion waiting list with the information view gt This will display the files added to the adaptation waiting list in step 4 6 On the menu bar select Voice Recognition Adapt All Files gt First perform vocabulary adaption and then acoustic adaptation on all of the dictation files in the adaptation waiting list If any dictation file already has had vocabulary adaptation performed perform acoustic adaptation only for that file 75 197 A progress bar will appear above the adaptation waiting list to indicate the progress of the process e To perform vocabulary adaptation only perform Do Vocabulary Adaptation This will perform vocabulary adaptation only on the dictation file selected in the adaptation queue e To perform acoustic adaptation only perform Do Acoustic Adaptation This will perform acoustic adaptation only on the dictation file selected in the adaptation queue 7 If the Dragon NaturallySpeaking engine encounters an unknown term during vocabulary adaptation a term registration dialog box will appear when vocabulary adaptation of all target files is complete gt Select the check boxes next to the terms you want the Dragon NaturallySpeaking engine to learn T P a Following words are not registered under specified profile Author Written Spoken OLYMPUS AudioDev gt Written shows the output when the term specified by Spoken is encountered during voice recognition For example
167. tion of the dictation files in the voice recognition waiting list is performed in the sequence they appear in the voice recognition queue gt A progress bar appears on the display to show the progress of the voice recognition process When a voice recognition process is complete the dictation file is moved from the voice recognition waiting list to the voice recognition result list so you can keep track of voice recognition process results e If you enabled the Start recognition queue automatically when new files are added EQ to the queue option in step1 the voice recognition process is started automatically when a file is added to the voice recognition queue even if you do not select Start Recognition Queue e You can stop an ongoing voice recognition process by selecting Voice Recognition Stop Recognition Queue 3 13 3 Correcting Voice Recognition Results You can use the Voice Recognition Editor to correct the voice recognition results of a dictation file that has been processed with background voice recognition or real time voice recognition Text can be corrected using the Voice Recognition Editor while playing back the recorded dictation in the editor When playing back the recorded dictation the range of text that corresponds to the location being played can be highlighted so corrections can be made to match the voice recognition result and the location being played Further add on recording and or voice recognitio
168. uirements 20 197 2 0 How Folders Work In Transcription Module dictation files and document files are managed in the Dictation Tray and the Document Tray respectively Files are managed in different folders based on which process is being performed Properties for each folder can be configured and centrally managed by an Administrator There are two types of these folders shortcut folders and virtual folders Shortcut folders appear to be actual folders but are really only shortcuts pointing to specified folder paths Shortcuts are automatically created and managed by the Transcription Module Users cannot modify them Shortcut folders can be renamed but the change is limited to the name only and does not affect the shortcut path When a shortcut folder represents a path in a local PC it is displayed as m normal color If the path is over the network it is displayed as pa green A virtual folder does not represent a physical path It serves as a container of multiple shortcuts and is called a Tray As for folders managed with Transcription Module their current settings can be verified and modified in the Folder Design dialog box L Folder Descriptions L Folder Functions 2 3 1 Folder Descriptions This section describes how each folder works Folder Name welDictation Tray This virtual folder provided as a root folder manages dictation files It serves aS a Management container and has no specific
169. utes Default 10 minutes Send Interval When the Automatically send transcribed documents via E mail FTP option is enabled document files in the Outbox are detected and automatically sent With Send documents in the Outbox immediately enabled document files moved to the Outbox are sent immediately With Send documents in the Outbox every enabled document files moved to Outbox are sent at the 126 197 specified interval default 480 min Management File When sending a dictation file or document file via E mail FTP specifies whether or not a management file is attached A management file is a system file used when sending a dictation file or document file with DSS Player Pro R5 or ODMS R6 to share dictation file or document file related information transcription date and time information and other information with the sender receiver When Send management file with forwarded dictation is selected a dictation file management file and instruction comment file if present are all sent Select this option when the addressee is a DSS Player Pro R5 user or an ODMS R6 user When Do not send management file with forwarded dictation is selected only a dictation file and instruction comment file if present are sent Their management file is not sent Select this option when the addressee is not a DSS Player Pro R5 user or ODMS R6 user 6 4 4 Proxy This category conf
170. yback Control window and starts playing the file e Clicking Switch to Playback Control Window on the View menu hides the Main G _ Starting and Stopping Playback L Shifting the Playback Position _ Adjusting Playback Conditions a Intro Scanning a Inserting an Index Mark L Finishing Processing a Dictation File 3 6 1 Starting and Stopping Playback Typical tape recorder operations such as playback stop fast forwarding and rewinding are available The Playback Control bar on the Main window and Playback Control window offer the same operations during playback Mi Procedure 1 Select the file to play from the Content List View in the Main window 2 Click LP Or click Play on the Context menu Or select the file and select Play Stop from the Play menu gt Playback of the file will begin The Position control V indicates the current playback position KREW shows the total length of time in white and the current position in blue 3 Click L during playback Or select Play Stop from the Play menu Playback of the file will stop e Clicking Switch to Playback Control Window on the View menu displays the Transcribe bar or Playback Control window e Clicking again after stopping playback restarts playing from a previous 45 197 position set by a specified length of time configured under User Setting Playback Control Auto backspace Operating with a Foot Switch Connecting a

ODMS R6 Transcription Module User Reference

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