Winscribe User Importer

Transcription

1 Winscribe User Importer 4.2 Copyright 2013, Winscribe Inc. All rights reserved. Publication Date: August 2013

2 Copyright 2013 Winscribe Inc. All Rights Reserved. Portions of the software described in this document Copyright Microsoft Corporation. All Rights Reserved. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical or photocopying and recording for any purpose other than the purchaser's personal use without the written permission of Winscribe Inc. Winscribe is a registered trademark of Winscribe Inc. in New Zealand and other countries. Microsoft is a registered trademark, Windows NT and Windows is a trademark of Microsoft Corporation. Dragon NaturallySpeaking is a trademark of Nuance, Inc. and is used here under license. Other brands and their products are the trademarks or registered trademarks of their respective holder and should be noted as such. Winscribe Inc. P.O. Box Takapuna Auckland New Zealand support@winscribe.com Visit our web page: 2

3 Contents Contents Installing Winscribe User Importer... 4 Overview of Winscribe User Importer... 6 Step 1: Generate the Excel Spreadsheet... 7 Creating Author Records... 8 Creating Typist Records Creating Manager Records Step 2: Edit the Excel Spreadsheet Step 3: Import Excel Spreadsheet into Winscribe Database Entering Author Details Entering Typist Details Entering Manager Details User Importer: Quick Reference Guide

4 Winscribe User Importer Installing Winscribe User Importer User Importer must run on a PC that has Microsoft Excel and Winscribe Web Manager installed. To install Winscribe User Importer: 1. Run the User Importer Setup program to begin the installation process. The InstallShield Wizard for Winscribe User Importer opens. Click Next to begin installation. 2. Choose Yes to accept the terms of the End-User License Agreement and continue with installation. 4

5 Installing Winscribe User Importer 3. The Setup Wizard shows you the location where Winscribe User Importer will be installed. Use the suggested settings, or browse to another location. Click Next to continue. 4. The Installation Wizard now has enough information to start the installation process. Click Next to start installing the program files. Installation may take a few minutes to complete. Click Finish to close the Installation Wizard. 5

6 Winscribe User Importer Overview of Winscribe User Importer Winscribe User Importer enables you add multiple new users to your Winscribe system without having to create each individual user record manually. The Winscribe User Importer adds user records into Winscribe using a three step process: 1. Generate the Excel Spreadsheet (see page 7) Use Winscribe User Importer to enter your required settings, such as the range of new User IDs you wish to create, and the password and defaults you wish each new user record to have. Winscribe User Importer then creates an Excel Spreadsheet. 2. Edit the Excel Spreadsheet (see page 13) Open the Excel Spreadsheet and enter information for each individual user record, such as each user's name. 3. Import the Excel Spreadsheet into Winscribe Database (see page 15) Use Winscribe User Importer to import the modified spreadsheet into your Winscribe Database, creating your new user records. 6

7 Step 1: Generate the Excel Spreadsheet Step 1: Generate the Excel Spreadsheet Use the following steps to generate an Excel spreadsheet containing information that you can upload to Winscribe in order to create new authors, typists and managers. 1. Click Start Programs Winscribe User Importer. The Logon window is displayed. 2. Sign on with the ID of the System Manager of the Facility you wish to add Users to. The User Importer window is displayed. 3. In the Security Code field, select whether you want the default security code to be 0000 or the same value as the User ID, for the new user records. Note: Winscribe Web Manager enables you to set minimum password lengths and complexity rules (including rules which prohibit number sequences and the User Id being used as the security code). These rules do not apply to users created using the User Importer. To ensure security codes conform to your security rules, it is recommended that you select the Force Users to Change Their Password at First Logon checkbox in the Security Settings window in Winscribe Web Manager. This allows users to log in for the first time using the temporary security code, but forces them to change it before they can log in again. 4. Select either the Author tab, the Typist tab or the Manager tab: To create new author records, populate the required fields on the Author tab as described in Creating Author Records (see page 8). To create new typist records, populate the Start ID and Total IDs fields on the Typist tab as described in Creating Typist Records (see page 10). 7

8 Winscribe User Importer To create new manager records, populate the Start ID and Total IDs fields on the Manager tab as described in Creating Manager Records (see page 11). Note that you can create all three types of records using a single Excel file, or just one or two types of records. 5. When you have finished entering the data you require, click Save to Excel file to generate the Excel spreadsheet. The Excel spreadsheet is created with separate worksheets for Authors, Typists and Managers. Step 2: Edit the Excel Spreadsheet section (below) provides details on how to edit the Excel Spreadsheet. Creating Author Records To create new author records, populate the required fields on the Author tab. You must populate the Start ID field and the Total IDs field for author records to be created. All other fields on this tab are optional. The Required s Start ID Enter the ID number of the first Author you wish to create. All subsequent User IDs will increment by 1 from the previous ID number. For example, if you enter 5000 here, the first Author created will have a User ID of 5000, the next will have a User ID of 5001, and so on. Total IDs Specify the number of new User IDs you wish to create (minimum 2, maximum 3000). Optional s When populating the optional fields, bear in mind that this information will be applied to all the new user records. You can update these fields directly in the Excel spreadsheet for individual users, or you can update the user records individually in Winscribe once the spreadsheet has been uploaded to the Winscribe database. Phone Mobile Pager Fax Mailbox Enter the author's phone number and other contact details. You can also enter partial information, if required. For example, you could enter the first few digits of the phone number if the authors' phone numbers all started with the same prefix. Department Select the authors' department from the drop down list. This selection can be changed for individual authors later, in the Excel Spreadsheet or in the Winscribe database. Select the 8

9 Step 1: Generate the Excel Spreadsheet most common department for the authors. Job Type Select the authors' job type from the drop down list. This selection can be changed for individual authors later, in the Excel Spreadsheet or in the Winscribe database. Select the job type most common to all authors. Language Select a Language from the available options. This sets the Author field prompts to the language specified. Access Level Difficulty Salutation Title Audio Format The language selected here will only apply for the authors' initial login. After that, the language setting is controlled by the authors in the Winscribe Author application. Enter an Access Level (from 0 to 10). Reviewers will only be able to review jobs from an author with the same or a lower access level. Typists will also only be able to access jobs from an author who has an equivalent or lower Access Level, unless the job is specifically sent to the typist using the Advanced Routing or Advanced Allocation facility. Refer to the Web Manager Guide for further details. If required, set the default Difficulty Factor for the authors. Note that each increase in the difficulty factor increases the amount charged for typing a job by 10 percent. Enter a default salutation for the authors. Note: You can adjust this field for each author when editing the Excel spreadsheet. Enter a default title for the authors. Note: You can adjust this field for each author when editing the Excel spreadsheet. Select which format the author will record in, as follows: VOX 8k: Select this option to use VOX format rather than GSM. GSM 8k: (Low quality GSM format). Select this option if you are using low-bandwidth connection such as dial-up. The recordings will be of lower quality, but have the smallest file size. GSM 11k: (Medium quality GSM format). This is the default selection. This combines average quality with conservative file size for recordings. GSM 22k: (High quality GSM format). The file size of recordings will be relatively large but of a high quality. SPEEX Low: (Narrowband Speex format). An alternative to GSM for low-bandwidth authors, such as those using dial-up connections. The recordings will be of lower quality, but have the smallest file size. SPEEX Medium: (Wideband Speex format).an alternative to GSM. This combines average quality with conservative file size for recordings. SPEEX High: (Ultra-wideband Speex format).an alternative to GSM, providing a high quality but a larger file size. This format is recommended if you will be using speech recognition. 9

10 Winscribe User Importer Creating Typist Records To create new typist records, populate the required fields on the Typist tab. You must populate the Start ID field and the Total IDs field for typist records to be created. All other fields on this tab are optional. Required s 10 Start ID Enter the ID number of the first typist you wish to create. All subsequent User IDs will increment by 1 from the previous ID number. For example, if you enter 5000 here, the first typist created will have a User ID of 5000, the next will have a User ID of 5001, and so on. Total IDs Specify the number of new User IDs you wish to create (minimum 2, maximum 3000). Optional s When populating the optional fields, bear in mind that this information will be applied to all the new user records. You can update these fields directly in the Excel spreadsheet for individual users, or you can update the user records individually in Winscribe once the spreadsheet has been uploaded to the Winscribe database. Phone Mobile Pager Fax Mailbox Enter the typist's phone number and other contact details. You can also enter partial information, if required. For example, you could enter the first few digits of the phone number if the typists' phone numbers all started with the same prefix. Department Select the typists' department from the drop down list. This selection can be changed for individual typists later, in the Excel Spreadsheet or in the Winscribe database. Select the most common department for the typists. Language Select a Language from the available options. This sets the Internet Typists' screens to the language specified. The language selected here will only apply for the typists' initial login. After that, the language setting is controlled by the typists in the Typist application. Access Level Enter an Access Level (from 0 to 10). Typists will only receive jobs created by authors who have an equivalent or lower Access Level than they do. For example, if their Access Level is 1 they will only receive jobs from authors with an Access Level of either 0 or 1. The exception to this is if Advanced Routing or Advanced Allocation has been enabled and a job is then specifically allocated to the typist, in which case the typist will receive the job regardless of their Access Level.

11 Step 1: Generate the Excel Spreadsheet Rate per Hour WP Program Refer to the Web Manager Guide for further details. Enter the typist's hourly charge out rate for invoicing purposes. Select the typist's word processor from the WP program drop down list. This setting is used for speech recognition jobs only. When the typist opens a speech recognition job, Winscribe will launch the selected word processor, and automatically open a document containing the recognized text. If Winscribe does not support the WP that you use, select None. The word processor selected here will only apply for the typist's initial login. After that, the word processor setting is controlled by the typist in the Typist application. Creating Manager Records To create new manager records, populate the required fields on the Manager tab. You must populate the Start ID field and the Total IDs field for manager records to be created. All other fields on this tab are optional. Required s Start ID Enter the ID number of the first manager you wish to create. All subsequent User IDs will increment by 1 from the previous ID number. For example, if you enter 5000 here, the first manager created will have a User ID of 5000, the next will have a User ID of 5001, and so on. Total IDs Specify the number of new User IDs you wish to create (minimum 2, maximum 3000). Optional s When populating the optional fields, bear in mind that this information will be applied to all the new user records. You can update these fields directly in the Excel spreadsheet for individual users, or you can update the user records individually in Winscribe once the spreadsheet has been uploaded to the Winscribe database. Phone Mobile Pager Fax Mailbox Enter the manager's phone number and other contact details. You can also enter partial information, if required. For example, you could enter the first few digits of the phone number if the managers' phone numbers all start with the same prefix. 11

12 Winscribe User Importer Department Select the managers' department from the drop down list. This selection can be changed for individual managers later, in the Excel Spreadsheet or in the Winscribe database. Select the most common department for the managers. Language Select a Language from the available options. This sets the Winscribe Web Manager to the language specified when the manager logs in. 12

13 Step 2: Edit the Excel Spreadsheet Step 2: Edit the Excel Spreadsheet Open the Excel file and edit it as follows: 1. If you are creating new author records, update the Author Data spreadsheet with the required information. You must populate the following fields with data: Firstname enter the user's first name Surname enter the user's surname Additionally, the following fields must contain data for the upload to work: ID Password Department Title Salutation Access Level Difficulty Job Type All other fields are optional 2. If you are creating new typist records, click on the Typist data tab to display the Typist Data spreadsheet. Then update the Typist Data spreadsheet with the required information. You must populate the following fields with data: Firstname enter the user's first name Surname enter the user's surname Additionally, the following fields must contain data for the upload to work: ID 13

14 Winscribe User Importer Password Department Access Level Rate Per Hour Word Processing Program All other fields are optional. 3. If you are creating new manager records, click on the Manager data tab to display the Manager Data spreadsheet. Then update the Manager Data spreadsheet with the required information. You must populate the following fields with data: Firstname enter the user's first name Surname enter the user's surname Additionally, the following fields must contain data for the upload to work: ID Password Department All other fields are optional. 4. Once you have entered all required fields, save and close the Excel file. 14

15 Step 3: Import Excel Spreadsheet into Winscribe Database Step 3: Import Excel Spreadsheet into Winscribe Database Use Winscribe User Importer to import the modified spreadsheet into your Winscribe Database, creating your new user records, as follows: 1. In the User Importer, click the Add to Database tab. 2. Click Browse and select your updated Excel file. If adding new author records, enter author details as described in Entering Author Details (see page 16). If adding new typist records, enter typist details as described in Entering Typist Details (see page 19). If adding new manager records, enter manager details as described in Entering Manager Details (see page 21). Note that the tabs will only be available if records of that type exist in the Excel file. For example, if your Excel file contains only manager records, the Author and Typist tabs will be inactive and Winscribe Importer Manager will automatically open the Manager tab to enable you to enter manager's data. 3. Once the required additional settings have been selected, click Save to Database. 4. You will be prompted to confirm whether you wish to overwrite user IDs. Select one of the available radio buttons, as follows: Only add new ID If an existing user record has the same user ID as a new one in the Excel spreadsheet, the existing user record will not be overwritten (an error message will be displayed telling you the record already exists). 15

16 Winscribe User Importer Overwrite same ID if an existing user record has the same user ID as a new one you are uploading, the existing user record will be overwritten with the new details. This is useful, for example, if new staff members are taking over the user IDs of old staff members. 5. Click OK to continue. The Winscribe database is updated with the new information and the new users will be able to log on. Entering Author Details When adding author records, you can set additional settings using the Author tab, as shown below. These settings will apply to every author created using the Excel spreadsheet, so care should be taken when making your selections. Individual users' settings can be edited within Web Manager once the upload is complete. Dictate Review others work Tick this checkbox to allow the authors to dictate jobs. Clear this checkbox if you are adding reviewers who will only be able to listen to jobs and not record them. Tick this checkbox to allow the authors to listen to other authors' dictation. disallow access to others' dictation. Clear it to Edit others work Tick this checkbox to allow the authors to edit other authors' jobs. Clear it to only allow the authors to edit their own jobs. View others work Tick this checkbox to allow the authors to view other authors' job details. Clear it to disallow access to view any job details other than the author's own. Job status enquiry Note that this option does not allow the authors to listen to another author's dictation, unless the Review Others Work option (above) is also selected. Tick this checkbox to enable authors to view the status of their jobs from the Job Status window (Internet Author) or their Sent Items (Winscribe Author). For example, if a job is waiting for typing. 16

17 Step 3: Import Excel Spreadsheet into Winscribe Database Confirm data entry This option only applies for authors using telephony. Tick this checkbox to instruct the author to confirm or re-enter job data, for example: 'The customer number you entered is????, press 1 to save or 2 to re-enter.' Use this option for authors who frequently enter incorrect information. Change routing Tick this checkbox to allow the author to select a specific typist or typist group to which the job will be sent for typing. Only typists or typist groups in the selected Department who have appropriate access levels and access to jobs with the selected job type will be available to route jobs to. Clear this checkbox to route the author's jobs according to the Department that the author belongs to and the job type the author chooses. The author will not be able to change this routing, or to view information (the ID and name) about the typist responsible for the job in Job Properties. Advanced routing This option is only active in Winscribe Author, and not in Internet Author. It is only available if 'Change job routing' (above) has been selected. If this option is switched on, the author will be able to select any typist or typist group for the job to be sent to, regardless of access level, job type, or which Department they belong to. Under the Advanced Routing system, typists have access to any job that is routed to them. Import Jobs Change department Change job type Set job priority Pre-type review Change pre-type review Post-type review Change post-type review Select this checkbox to allow the author to import jobs from a portable dictation device into Winscribe Author, using the Winscribe Import window. Note: the Winscribe Mobile Web Service must be installed on the Winscribe Web Server in order to use this feature. Tick this checkbox to allow authors to dictate jobs for any department using any job type available for the selected department. Clear this checkbox to only allow authors to dictate jobs for their default department and any job type associated with that default department. Tick this checkbox to allow authors to dictate jobs of any job type within the department(s) to which they have access. Clear this checkbox to allow authors to dictate jobs for their default job type only. Please note that Change Job Type is implied if Change Department is selected. If neither of these two options is selected, the author may dictate only their default job type for their default department. Tick this checkbox to allow authors to mark jobs as urgent (high priority). Priority jobs are automatically highlighted in Winscribe Typist. Tick this checkbox to assign the authors' dictated jobs the "Waiting for Review Pre- Typing" status, ensuring they must be reviewed before they are typed. Note that you must have a system in place for notifying reviewers that jobs are waiting for review. The reviewer is asked to mark the job as having been reviewed and the job will then progress to the next status, for example: Waiting for typing. Tick this checkbox to allow the author to set the Pre-Type Review Required option for individual jobs. The author can do this (if this checkbox is ticked) by clicking on Job Options while the job is open (being dictated or edited by the author). Tick this checkbox to assign the authors' dictated jobs the "Waiting for Review Post- Typing" status after they are typed. Note that you must have a system in place for notifying reviewers that jobs are waiting for review. Tick this checkbox to allow the author to set the Post-Type Review Required option for individual jobs. The author can do this (if this checkbox is ticked) by clicking on Job Options while the job is open (being dictated or edited by the author). Change prompt set This option only applies for authors using telephony. If this checkbox is ticked, the author will be able to select the level of information (prompts) they receive when phoning in jobs. The author will be able to select whether to use the Beginner, Normal, or Expert prompt set. Change security Tick this checkbox to allow the authors to change their own security codes for logging in to 17

18 Winscribe User Importer code the Winscribe Author application. Speech Recognition Send jobs for speech recognition Send jobs for acoustic adaptation PC dictation user name Telephone dictation user name Playback If ticked, jobs dictated by this author will be forwarded to the speech recognition server for processing. Note that the Job Type that the author dictates must also be selected for speech recognition otherwise this setting will be ignored. If ticked, jobs that have been proofread and corrected by a typist (completed after the speech recognition process) will be submitted back to the Speech Recognition Server for acoustic adaptation. This process improves the system's speech recognition rate. For more information refer to the documentation for the speech recognition application. This field is not currently used by Winscribe. This field is not currently used by Winscribe. Note: All playback settings entered here will only apply for the authors' initial login. settings are controlled by the individual authors in the Author application. Volume Speed Select a default playback volume for the author. Select a default playback speed for the author. After that, the playback Normal Rewind Set a Normal Rewind speed. The slowest setting is 1 and the fastest setting is 9 Fast Rewind Set a Fast Rewind speed by entering a value from Prompt Set Beginner / Normal / Expert This option only applies for authors using telephony. You can select the default prompt set for the author, controlling the level of information (prompts) they receive when phoning in jobs. Options are: Beginner (verbose) Normal (less verbose) Expert (least verbose). Job priority Low / Medium / High Select the default priority (Low, Medium, or High) for the authors' jobs. 18

19 Step 3: Import Excel Spreadsheet into Winscribe Database Entering Typist Details When adding typist records, you can set additional settings using the Typist tab, as shown below. These settings will apply to every typist created using the Excel spreadsheet, so care should be taken when making your selections. Individual users' settings can be edited within Web Manager once the upload is complete. Select jobs to do Reject jobs Allocate jobs to others Advanced allocation Allocate jobs to themselves Change job details Change security code Use local disk drive If selected, the typist will be able to type jobs in any order from their My Jobs folder. If not selected, the typist is only able to open jobs by clicking Auto Select and the system allocates jobs based on priority and date created. If selected, a typist may reject a job and place it back in the General Queue for selection by other members of the typist group. Deselect this option if you would like to prevent the typist being able to return jobs to the general queue. If selected, a typist may allocate jobs to other members of the typist group (s) she or he belongs to. Deselect this option if you would like prevent the typist from being able to allocate jobs he or she does not want to other typists. This option can only be selected if the Allocate Jobs to Others option (above) has been turned on. If this checkbox is ticked, the typist will be able to allocate jobs to any other typist, including typists from different departments, typists with lower Access Levels, and typists that do not normally have access rights to jobs of the selected job type. If selected, a typist may move any job or group of jobs in the General Queue to their Personal Queue. If selected, the typist may change job details, such as the job type, author, department, etc. This may be necessary if an author has entered incorrect information. Tick this checkbox to allow the typist to change their own security code. If selected, jobs are copied from the network drive to the local hard drive for playback to the typist. In cases where there is heavy network traffic this is the recommended option. Otherwise, the job voice file is copied from the network drive as required. (This only applies to LAN Typists) 19

20 Winscribe User Importer Import Jobs Typist Management None Group Typist Manager Facility Typist Manager Playback Select this checkbox to allow the typist to import jobs from a portable dictation device into Winscribe Client, using the Winscribe Import window. Note: the Winscribe Mobile Web Service must be installed on the Winscribe Web Server in order to use this feature. Select this if the typist will not manage other typists' work. Select this option to enable the typist to manage jobs and typists for the groups they are members of. A Group Typist Manager can: view jobs belonging to the other typists in their Typist Groups, including jobs assigned to the other typists and jobs completed by the other typists. send completed jobs for retyping which sends the job back to the typists personal queue and changes the status of the job from Completed to In Typist Queue, enabling the typist to revise or retype the job add or remove typists from typist groups, or move typists from one typist group to another If a Group Typist Manager has the Allocate Jobs to Others setting enabled, they are able to allocate jobs to other typists within the group (move them from Waiting for Typing to In Typist Queue). Select this to allow the typist to manage jobs belonging to all other typists in their facility. Note: All playback settings entered here will only apply for the typist's initial login. settings are controlled by the typist in the Typist application. Volume Speed Normal & Fast rewind Pause Rewind After that, the playback Selects the default playback volume for the typist (default is set to normal play back speed). Use your mouse to position the slider control at the desired default setting. Selects a default playback speed for the typist (default is set to normal playback speed). Use your mouse to position the slider control at the desired default setting. The normal setting selects the number of seconds (1-9) for the typist's default normal forward and rewind settings. Normal forward-rewind occurs when the typist holds down the forward rewind pedal on the foot control. After 3 seconds of holding down the forward-rewind control, Winscribe automatically uses the fast forward-rewind setting. The fast setting selects the number of seconds (2-99) for the typist's default fast forward and rewind setting. Sets the number of seconds (0-9) for the Typist's default pause rewind. Winscribe automatically rewinds a job by the amount set in the pause rewind setting when a typist pauses job playback by lifting his/her foot from the foot pedal. 20

21 Step 3: Import Excel Spreadsheet into Winscribe Database Entering Manager Details When adding manager records, you can set additional settings using the Manager tab, as shown below. These settings will apply to every manager created using the Excel spreadsheet, so care should be taken when making your selections. Individual users' settings can be edited within Web Manager once the upload is complete. Authors View Details Tick this checkbox to allow the manager to view author records. If unticked, the Authors option will not be visible on the Users menu. View Settings Change Details Change Settings Change Security Code Tick this checkbox to allow the manager to view the Properties section of the Update Author window. Tick this checkbox to allow the manager to add author records using the Add Author window and to edit author records using the Update Author window. Tick this checkbox to allow the manager to update the Properties section of the Add Author window and Update Author window. Tick this checkbox to allow the manager to change authors' security codes. If not ticked, the Change Security Code option will not be visible in the Update Author window. Delete Tick this checkbox to allow the manager to delete author records. If not ticked, the Delete Selected Authors button will not be visible on the Authors window. Typists View Details Tick this checkbox to allow the manager to view typist records. If unticked, the Typists option will not be visible on the Users menu. View Settings Change Details Change Settings Change Security Code Tick this checkbox to allow the manager to view the Properties section of the Update Typist window. Tick this checkbox to allow the manager to add typist records using the Add Typist window and to edit typist records using the Update Typist window. Tick this checkbox to allow the manager to update the Properties section of the Add Typist window and Update Typist window. Tick this checkbox to allow the manager to change typists' security codes. If not ticked, the Change Security Code option will not be visible in the Update Typist window. 21

22 Winscribe User Importer Delete Tick this checkbox to allow the manager to delete typist records. If not ticked, the Delete Selected Typists button will not be visible in the Typists window. Managers View Details View Settings Change Details Tick this checkbox to allow the manager to view manager records and print the Managers report. If unticked, the Managers option will not be visible on the Users menu. Tick this checkbox to allow the manager to view the Properties section of the Update Manager window. Tick this checkbox to allow the manager to add manager records using the Add Manager window and to edit manager records using the Update Manager window. Change Settings Change Security Code Important: When adding managers with limited access to the Web Manager program, make sure you deselect the option, 'Change details', otherwise Managers can edit their own settings and give themselves full privileges. Tick this checkbox to allow the manager to update the Properties section of the Add Manager window and Update Manager window. Tick this checkbox to allow the manager to change managers' security codes. If not ticked, the Change Security Code option will not be visible on the Update Manager window. Delete Tick this checkbox to allow the manager to delete manager records. If not ticked, the Delete Selected Managers button will not be visible on the Managers window. Job Types View Details View Settings Change Details Change Settings Tick this checkbox to allow the manager to view job type records and run the Job Types Report. If not ticked, the Job Types option will not be visible on the Maintenance menu. Tick this checkbox to allow the manager to view the User Defined s section of the Update Job Type window. Tick this checkbox to allow the manager to add job type records using the Add Job Type window and to edit job type records using the Update Job Type window. Tick this checkbox to allow the manager to update the User Defined s section of the Add Job Type window and Update Job Type window. Delete Tick this checkbox to allow the manager to delete job type records. If not ticked, the Delete Selected Job Types button will not be visible on the Job Types window. Jobs View Tick this checkbox to allow the manager to view job records. If not ticked, the Jobs menu will not be visible. Change Tick this checkbox to allow the manager to add new job records using the Add Job window and to edit existing job records using the Update Job window. If unticked, the Add option will not be visible on the Jobs menu, and the Update Job button will not be visible on the Update Job window. Complete Tick this checkbox to allow the manager to complete job records. If unticked, the Complete Job link will not be visible on the Update Job window. Departments View Tick this checkbox to allow the manager to view department records and run the Department Report. If not ticked, the Departments option will not be visible on the Maintenance menu. 22

23 Step 3: Import Excel Spreadsheet into Winscribe Database Change Tick this checkbox to allow the manager to add new department records using the Add Department window and to edit existing department records using the Update Department window. If unticked, the Add option will not be visible on the Departments menu, and the Update Department button will not be visible on the Update Department window. Delete Tick this checkbox to allow the manager to delete department records. If not ticked, the Delete Selected Departments button will not be visible on the Departments window. Departmental Manager Groups View Change Tick this checkbox if the manager record belongs to a Departmental Manager. disables the following checkbox sets: Job Types User Prompts System Settings As this functionality is common to the entire system rather than unique to the department, the Departmental Manager will not have access to it. Tick this checkbox to allow the manager to view typist group records and run the Typist Group Report. If not ticked, the Typist Groups option will not be visible on the Maintenance menu. Tick this checkbox to allow the manager to add new typist group records using the Add Typist Group window and to edit existing typist group records using the Update Typist Group window. If unticked, the Add option will not be visible on the Typist Groups menu, and the Update Group button will not be visible on the Update Typist Group window. Delete Tick this checkbox to allow the manager to delete typist group records. If not ticked, the Delete Selected Typist Groups button will not be visible on the Typist Groups window. Prompts View Change Tick this checkbox to allow the manager to view user prompt records and run the User Prompt Report. If not ticked, the User Prompts option will not be visible on the Maintenance menu. Tick this checkbox to allow the manager to add new user prompt records using the Add User Prompt window and to edit existing user prompt records using the Update User Prompt window. If unticked, the Add option will not be visible on the User Prompts menu, and the Update User Prompt button will not be visible on the Update User Prompt window. Delete Tick this checkbox to allow the manager to delete user prompt records. If not ticked, the Delete Selected User Prompts button will not be visible on the User Prompts window. Reports Authors Typists Jobs Tick this checkbox to allow the manager to run the Author report. Tick this checkbox to allow the manager to run the Typist report and the Typist Productivity report. Tick this checkbox to allow the manager to run the following reports: The Job Report The Log File Report The Input/Output Report The Invoicing Report This 23

24 Winscribe User Importer Alarm Definition View Change The Disk Usage Report The Calls Report Custom Reports Tick this checkbox to allow the manager to view alarm definition records, workflow records, and schedule records. It also allows them to run the Alarms Report and the Alarm Definition Report. Tick this checkbox to allow the manager to add new alarm definition records using the Add Alarm window and to edit existing alarm definition records using the Update Alarm window. If unticked, the Add option will not be visible on the Alarms menu, and the Update Alarm button will not be visible on the Update Alarm window. Delete Tick this checkbox to allow the manager to delete alarm definition records. If not ticked, the Delete Selected Alarms button will not be visible on the Alarms window. Alarms View Tick this checkbox to allow the manager to view alarm notifications, and to view alarms using the View/Clear Alarms and Cleared Alarms menu options on the Alarms menu. If this checkbox is not ticked, these menu options will not be visible and no alarm notifications will be displayed. Clear Tick this checkbox to allow the manager to clear alarms. If this checkbox is ticked, the Clear Selected Alarms button will be visible on the Alarms window. System Change Settings Tick this checkbox to allow the manager to change Winscribe's System Settings. Important: You should only enable this privilege for senior system managers. Restore Archives Disconnect Callers Shutdown System Tick this checkbox to allow the manager access to the Restore option in the jobs control center so they can restore jobs from the archive directory or back-up media. Tick this checkbox to allow the manager access to the Phone option in Winscribe Telephony Manager and to be able to disconnect telephone ports. Tick this option to allow the manager access to the Shutdown window in Winscribe Telephony Manager so they can shutdown Winscribe. Please restrict this option to senior managers. 24

25 User Importer: Quick Reference Guide User Importer: Quick Reference Guide 1. Open Winscribe User Importer by selecting Start Programs Winscribe User Importer. The Generate to Excel tab opens by default. 2. Select the Author tab, the Typist tab, or the Manager tab, depending on which user type you wish to add. 3. Specify the User ID of the first User you wish to create. 4. Specify the number of new User IDs to be created (max 3000). 5. Enter the user's details as required (such as department, language, etc.) 6. Repeat steps 2 to 5 for any other user types you wish to add. You can add all three user types (authors, typists and managers) if required, or just one or two user types. 7. Click Save to Excel File. 8. Specify the Excel file name and location to save to, and click Save. 9. Update the newly created Excel spreadsheet with as many details as you can for each user. 10. Save the spreadsheet. 11. Return to the Winscribe User Importer and select the Add to Winscribe tab. 12. Click Browse and open the newly created spreadsheet. 13. Depending on what type of records you are uploading, select the Author tab, the Typist tab or the Manager tab, and update the settings details as required. 14. Click Save to Database 15. If prompted, choose to overwrite existing IDs, or to only add new IDs. The new users are created in the Winscribe database. Winscribe Web Manager, as required. You can update individual user records using 25