Winscribe Exporter Administration Guide

Transcription

1 Winscribe Exporter Administration Guide 4.2 Copyright 2013, Winscribe Inc. All rights reserved. Publication Date: October 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 About this Guide... 5 Other Documentation... 5 Winscribe Exporter Overview... 6 First Steps... 7 Logging In... 7 Installing Winscribe Exporter... 8 Installation Summary... 8 Installation Configuration... 8 Minimum Hardware and Software Requirements... 8 Install Prerequisites... 9 Installing Microsoft.NET Installing Crystal Reports Runtime Installing Support for WMA (optional) Supported Export Formats Installing Winscribe Exporter Service Installing Winscribe Exporter Manager Next Steps Configuring Winscribe Exporter Step 1: Set Up Properties Changing the Value of a Property Adding a New Property Property Descriptions Step 2: Set Up Schedules Changing and Deleting Schedules Adding New Schedules Step 3: Set up Destinations Changing and Deleting Destinations Adding New Destinations Step 4: Set up Rules Changing and Deleting Rules Adding New Rules Rule Details Adding a New Filter Deleting an Existing Filter Step 5: Set up Scripts Adding a Script Deleting Scripts Updating Scripts Properties and Rules Read Frequency Handling Export Failures Viewing Export Errors and Re-exporting Failed Jobs Reporting on Exported Jobs Jobs Successfully Exported The Detailed Report The Summary Report Export Errors The Export Errors Report

4 Winscribe Exporter Administration Guide Licensing Winscribe Exporter Viewing your System Code (systems prior to 3.8) Viewing your Installation ID (systems from 3.8 onwards) License Operation Troubleshooting Winscribe Exporter Index

5 About this Guide About this Guide This guide describes how to manage Winscribe Exporter software in conjunction with Winscribe digital dictation. Other Documentation For further information about Winscribe and Winscribe Exporter, consult the following documentation: Winscribe Installation Guide. Winscribe Web Manager Guide. Before installing Winscribe Exporter, please check the release notes for the latest information. 5

6 Winscribe Exporter Administration Guide Winscribe Exporter Overview Winscribe Exporter adds export capabilities to Winscribe digital dictation systems. Exporting is the process of taking dictation jobs on a Winscribe server, extracting the audio and data associated with the job and writing the information to another location. Winscribe Exporter consists of two components. 1. Export Service: The Export service performs the actual export of Winscribe jobs and runs as a service. 2. Export Management: The Web interface for the Winscribe Exporter that allows you to configure parameters for selecting jobs for export. This component is a Microsoft ASP.NET application, which runs on one or more IIS servers installed on the same LAN as the Winscribe digital dictation system it manages. Winscribe Exporter will only work in conjunction with Winscribe version or above. This version adds VB & Java Scripting functionality and support for exporting of files to WMA (Windows Media), G73, G721, G726 & MP3 formats. For a full list of supported formats, refer to the section on Winscribe Exporter in the Winscribe Installation Guide. This guide describes the steps required to configure Winscribe Exporter to export selected dictation. 6

7 First Steps First Steps After installation of the Winscribe Exporter, it is important to ensure that the Winscribe Exporter service has been started. The service is configured to start automatically, so it will start each time the system reboots. Immediately after installation you will either need to re-boot the system or use the Services applet to start the Winscribe Exporter service. Logging In Each Winscribe Facility is managed separately with the Winscribe Export Manager. When you log in to the Export Manager you will only see information that relates to the Facility that the Manager belongs to. You will need to repeat all configuration steps outlined in this guide for each Facility you wish to export jobs from. To Log In: 1. Open a web browser and go to the Winscribe Export Manager: Servername is the name of the server on which the Export Manager is installed. Exporter is the virtual directory name entered when installing the Export Manager 2. Enter the Winscribe User Id and password for the Facility you wish to administer then click Login. 3. The Export Manager home page is displayed. 7

8 Winscribe Exporter Administration Guide Installing Winscribe Exporter Winscribe Exporter adds export capabilities to Winscribe Digital Dictation systems. Exporting is the process of taking Winscribe-encrypted dictation stored on the Winscribe Server, extracting the audio and data associated with the job and sending the information to another location in another audio format. VB & Java Scripting allow you to change or access a job's data while the job is being exported. For example a script can be set up to: Abort exporting of the job. Read job data such as a user field. Change job data such as the job file name and priority. Winscribe Exporter consists of two components: 1. Exporter Service: The Export Service which performs the actual export of Winscribe Jobs and runs as a Windows Service. 2. Exporter Manager: The web-based interface for the Winscribe Exporter that allows you to configure the parameters for jobs to be exported. This component is a Microsoft ASP.NET application, which runs on one or more IIS servers installed on the same LAN as the Winscribe Digital Dictation system it manages. Installation Summary The following table gives a summary of the steps you need to take to install Winscribe Exporter on an existing Winscribe installation. Step 1 Decide on the installation configuration (see page 8) 2 Install prerequisites (see page 9) 3 Run the Winscribe Exporter Service Setup wizard (see page 11) 4 Run the Winscribe Exporter Management Setup wizard (see page 15) 5 Enable scripts to perform additional functions (optional), refer to the Exporter Administrator Guide for details. Installation Configuration Both of the Winscribe Exporter components can be installed on the main Winscribe Server, or on a separate server. In sites where there is likely to be large volumes of jobs exported (over 200 per day), or if converting to WMA or MP3 format, we recommend a separate server. Minimum Hardware and Software Requirements The server you intend using must have the following minimum requirements: Windows 2003 Server with Service Pack 2 (or higher), Windows 2008 Server, Windows XP with Service Pack 2 (or higher) or Windows Vista with Service Pack 1 or higher (all versions except Home Basic and Home Premium). Internet Information Server (IIS) version

9 Installing Winscribe Exporter Security Note: To ensure that the system is protected against all known malicious attacks, it is recommended that you visit the Microsoft security website ( and install the latest patches. GHz or higher Pentium-compatible CPU. 256 megabytes (MB) of RAM recommended minimum; more memory generally improves responsiveness. 2GB hard disk with a minimum of 800MB of free space for installing Winscribe Web Manager. A standalone server when exporting to WMA or MP3 voice formats. Security Note: for security purposes, Microsoft recommends that all drives used with IIS be formatted with NTFS. In addition, the web site that is created during the Winscribe Exporter Manager Installation should be on a separate partition to the operating system. VGA Monitor, Keyboard & Mouse. 10/100Mbit network card, TCP/IP protocol and a static IP address. If connecting Winscribe Exporter Manager directly to the Internet, an IP address from your Internet Service provider will be required. Install Prerequisites Winscribe Exporter Winscribe Exporter requires the following software to be installed before running the Winscribe Exporter Setup wizard: Microsoft.NET 4. (Required for both Exporter Service and Exporter Manager). Install DirectX End-User Runtime 8.1 and Windows Media Player 9 or higher if you wish to use Exporter to convert files to WMA (Windows Media Player) format. If installing Winscribe Exporter on Windows 2008 Server, 'Desktop Experience' must be already installed. Refer to Installing Winscribe on a Microsoft Windows 2008 Server for more details. Winscribe Exporter Manager Winscribe Exporter Manager requires Crystal Reports Runtime 10.5 to be installed before running the Winscribe Exporter Manager Setup wizard. Notes: You should install Microsoft.NET 4 before installing Crystal Reports Runtime You must have.net 4 installed for Winscribe Exporter to run. Other versions of Microsoft.NET Runtime may also be installed alongside, but will not be used by Winscribe. To successfully complete these installations, you must have local administrative privileges. Installing Microsoft.NET 4 1. On the installation server, insert the Winscribe Distribution DVD. 2. Run the Microsoft.Net setup program Utilities / Dot Net Runtime /dotnetfx.exe. 3. Follow the on-screen instructions to complete the installation. Security Warning: If you are installing on Windows 2003 Server, you will need to configure IIS to Allow ASP.NET extensions. If you do not, you will receive 404 File not found errors when browsing to the Managers interface. 9

10 Winscribe Exporter Administration Guide Installing Crystal Reports Runtime 13 To install Crystal Reports Runtime On the installation server, insert the Winscribe Distribution DVD. 2. From the Winscribe Dictation 4.2 Installer DVD web page, select: Utilities / Crystal Reports Runtime 13 Or Run the installer by double clicking on the following file: Software / Utilities / Crystal Reports Runtime 13 / CRRuntime_32bit_13_0_5.msi 3. Follow the on-screen instructions to complete the installation. Installing Support for WMA (optional) With Winscribe Exporter you can export Winscribe VOX files to WMA (Windows Media Player) format if required, along with an associated tag file. To convert files to this format, you must have DirectX End-User Runtime (Version 8.1 or higher) installed. You can obtain DirectX End-User Runtime 8.1 and Windows Media Player 9 or higher from Microsoft ( Follow the on screen instructions to complete the installation. Supported Export Formats The table below details the voice file formats supported by Winscribe Exporter. WMA MP3 WAV G??? 5kbps, 8kHz mono 6kbps, 8kHz mono 8kbps, 8kHz mono 8kbps, 11kHz mono 10kbps, 11kHz mono 10kbps, 16kHz mono 12kbps, 8kHz 12kbps, 16kHz mono 16kbps, 16kHz mono 16kbps, 16kHz 16kbps, 22kHz mono 20kbps, 16kHz 20kbps, 22kHz mono 20kbps, 22kHz 20kbps, 32kHz mono 20kbps, 44kHz mono 22kbps, 22kHz 32kbps, 22kHz 32kbps, 32kHz 32kbps, 44kHz mono 32kbps, 44kHz 8 KHz, 8 Kbps 8 KHz, 16 Kbps 8 KHz, 32 Kbps 11 KHz, 8 Kbps 11 Khz, 16 Kbps 11 KHz, 32 Kbps 8kHz 8 bit 8kHz 16 bit 11kHz 8 bit 11kHz 16 bit 22kHz 8 bit 22kHz 16 bit MS ADPCM 8Khz MS ADPCM 11Khz GSM KKhz GSM Khz GSM Khz G721: 8Khz 11Khz G73: 8Khz, 3 bit 8Khz, 5 bit 11Khz, 3 bit 11Khz, 5 bit G726: 8Khz, 4 bit 8Khz, 5 bit 11Khz, 4 bit 11Khz, 5 bit 10

11 Installing Winscribe Exporter WMA MP3 WAV G??? 40kbps, 32kHz 48kbps, 32kHz 48kbps, 44kHz mono 48kbps, 44kHz 64kbps, 44kHz 64kbps, 48kHz 80kbps, 44kHz 96kbps, 44kHz 96kbps, 48kHz 128kbps, 44kHz 128kbps, 48kHz 160kbps, 44kHz 160kbps, 48kHz 192kbps, 44kHz 192kbps, 48kHz 256kbps, 44kHz 320kbps, 44kHz 44kHz, Lossless 44kHz VBR 10 44kHz, VBR 25 44kHz, VBR 50 44kHz, VBR 75 44kHz, VBR 90 44kHz, VBR 98 48kHz, VBR 90 48kHz, VBR 98 In addition Export supports the following Winscribe formats: VOX: 8Khz, 4 bit. Winscribe Encrypted: 8Khz, 4 bit. Warning: We recommend that Winscribe Exporter is installed on a separate server to Winscribe Server when exporting to MP3 or WMA formats. Conversion to these formats could degrade performance of the Winscribe Server (depending on volumes). Installing Winscribe Exporter Service Note: In order to install Winscribe Exporter, you must be logged on with Local Administrator rights. If you intend to use Windows Integrated authentication to access the Winscribe Database Server then you must have administrator rights to SQL Server as well. 1. Run the supplied Winscribe-Exporter-Service-Setup.msi. This launches the Winscribe Exporter Service Setup Wizard. 11

12 Winscribe Exporter Administration Guide If installing on a Vista or Server 2008 environment and User Account Control (UAC) is enabled, you will need to run the Setup.exe rather than the msi. This is necessary due to increased security within these platforms. 2. Click Next to begin the installation process. The Winscribe Exporter Service Setup Wizard will copy the required files to your local hard disk. This may take several minutes. 12

13 Installing Winscribe Exporter 3. Once installation is complete, the Exporter Configuration Wizard appears. Click Next to commence configuration of the Winscribe Exporter Service. 4. Select the language to be used for the Exporter Service. 5. Enter the name of the server which contains the Winscribe database. If you are using an instanced database, specify the full instance name in the Database Server path, for example: (local)\sqlexpress. 13

14 Winscribe Exporter Administration Guide Choose the authentication method to be used to logon to the SQL Server. We recommend SQL Server authentication since Windows Integrated authentication will require the Winscribe Exporter Service to run as a Domain User and will require further configuration after installation. Contact technical support for assistance with this if required. If you have chosen SQL Server authentication, then enter the SQL Server user name and password. This should be the same user name and password used by the Winscribe Server. Click Next to continue. 6. Click Save to save the settings you have entered or press Back to make changes before saving. 7. The Configuration Wizard saves your settings, displaying progress as it goes. 8. Click Finish to complete the Winscribe Exporter Service configuration. 14

15 Installing Winscribe Exporter The installation and configuration of the Winscribe Exporter Service is complete. 9. Click Close to close the Setup Wizard. The Winscribe Exporter Service starts automatically after installation. Installing Winscribe Exporter Manager Notes: In order to install Winscribe Exporter, you must be logged with local Administrative rights. If you intend using Windows Integrated authentication to access the Winscribe Database Server, then you must have admin rights to SQL Server as well. Winscribe Exporter Manager requires Crystal Reports Runtime 10.5 to be installed before you run the Winscribe Exporter Manager Setup wizard. For installation instructions, refer to the Install Prerequisites section (above). Note that you must install Microsoft.NET 4 before installing Crystal Reports Runtime Version Run the supplied Winscribe-Exporter-Web-Setup.msi. This launches the Winscribe Exporter Manager Setup Wizard. 15

16 Winscribe Exporter Administration Guide If installing on a Vista or Server 2008 environment and User Account Control (UAC) is enabled, you will need to run the Setup.exe rather than the msi. This is necessary due to increased security within these platforms. 2. In the Site field leave the default setting (Default Web Site) unless you have set up an alternate web site that you wish to use. In the Virtual Directory field, choose a name for the web Server virtual directory that will be created by Setup. The virtual directory you specify will be created in the selected web site and will form part of the URL you will need to enter to browse to the Winscribe Export Manager (for example, It is strongly recommended that you leave 'Exporter' as the virtual directory name unless specifically directed by Winscribe, or you are an advanced user. 16

17 Installing Winscribe Exporter 3. Click Next to continue. 4. Click Next to begin the installation process. The Winscribe Exporter Manager Setup Wizard will copy the required files to your local hard disk. This may take several minutes. 5. Once the installation process is complete, the Exporter Configuration Wizard appears. Click Next to start configuration. 17

18 Winscribe Exporter Administration Guide 6. Select the language to be used for the Exporter Manager. Click Next to continue. 7. Enter the name of the server which contains the Winscribe database. If you are using an instanced database, specify the full instance name in the Database Server path, for example: (local)\sqlexpress. Choose the authentication method to be used to logon to the SQL Server. We recommend SQL Server authentication since Windows Integrated authentication will require the Winscribe Exporter Manager to run as a Domain User and will require further configuration after installation. Contact technical support for assistance with this if required. If you have chosen SQL Server authentication, then enter the SQL Server user name and password. This should be the same user name and password used by the Winscribe Server Click Next to continue. 18

19 Installing Winscribe Exporter 8. Enter the name of an SMTP server that the Exporter Manager can use to send s. If you do not enter a server name, features will not operate. Click Next to continue. 9. You are now ready to complete the Exporter Manager configuration. 10. Click Save to save the settings you have entered or press Back to make changes before saving. 19

20 Winscribe Exporter Administration Guide The Configuration Wizard saves your settings, displaying progress as it goes. 11. Click Finish to complete the Winscribe Exporter Manager configuration. The installation and configuration of the Winscribe Exporter Manager is complete. 12. Click Close to close the Setup Wizard. Next Steps The Winscribe Exporter Manager is now configured. You can now browse to the virtual directory you created during setup and logon using an existing Winscribe Manager Id and password. Note: The first time you browse to the site, Exporter Manager may take a few moments to display. From then on the page should appear immediately. 20

21 Configuring Winscribe Exporter Configuring Winscribe Exporter Configuration Summary The following table gives a summary of the steps to configure Winscribe Exporter. Jobs will not be exported until all of these steps have been completed. Step 1 Set Properties (see page 21) Step 2 Set up Schedules (see page 24) (optional) Step 3 Set up Destinations (see page 25) Step 4 Set up Rules (see page 27) Step 5 Set up Scripts (see page 29) These steps are documented in this guide. Step 1: Set Up Properties Properties enable you to change various parameters that affect the operation of the Winscribe Exporter. Most of these properties have default values. If the property does not exist in a Facility, the default value will be used. Changing the Value of a Property 1. To view existing properties, select Exporter Properties Update. Current properties and their values will be displayed. 2. To change the value of a property, click the link on the property ID. 21

22 Winscribe Exporter Administration Guide Adding a New Property 1. To add a new property, click Exporter Properties Add 2. Enter the property name and value. Note: When entering properties, ensure you enter the property name exactly as described in the following section (including spaces). 3. Click Add. Property Descriptions The following table details all valid properties, their default values if applicable, and what they are used for. Property Name Description AddLeadingZero Default value = No. To add leading zeros before department numbers, jobtype numbers and UserIds, set this value to either 'Yes' or 'True'. If this property is not defined, then the default behaviour is to use NO leading zeros. Any text other than 'Yes' or 'True' will disable leading zeros. AuthorTime Default Value = DictationCreated. This property determines when the author is deemed to have created a job: either when the dictation is created, or when the dictation is completed. The AuthorTime setting will default to DictationCreated in all instances except if this property is set to DictationCompleted. Destination Failure Notify Count Errors Address From Address Enabled Default value = 3. The number of failures to a destination before an is sent notifying of the failure. The address to send error notifications to. To enter more than one address, separate the addresses with a semi-colon. This value determines the From Address used by the exporter when sending s. You MUST enter an address here for features to operate (e.g. exporter@mycompany.com) Default value = True. If set to anything other than true, then no jobs will be exported from this Facility, irrespective of any other settings. Job Maximum Retries Job Retry Interval Log Level Default value = 3. This value determines the number of retries that will be attempted before marking a job as export failed. Default value = 3. This value determines the number of minutes between retries. Default value = 0. This value determines the amount of debug information logged to the Event Log. Only change this value on direction from Winscribe Technical Support. 22

23 Configuring Winscribe Exporter Max Hours TagFileDateFormat Default value = 0. The maximum number of hours to export from this Facility in a single month. This Property is ignored unless the hours exported in the previous month exceeded the licensed amount. Formats the date according to the following formatting characters: d dd ddd dddd M MM MMM MMMM y yy yyyy The day of the month. Single-digit days will not have a leading zero. The day of the month. Single-digit days will have a leading zero. The abbreviated name of the day of the week, as defined in AbbreviatedDayNames. The full name of the day of the week, as defined in DayNames. The numeric month. Single-digit months will not have a leading zero. The numeric month. Single-digit months will have a leading zero. The abbreviated name of the month, as defined in AbbreviatedMonthNames. The full name of the month, as defined in MonthNames. The year without the century. If the year without the century is less than 10, the year is displayed with no leading zero. The year without the century. If the year without the century is less than 10, the year is displayed with a leading zero. The year in four digits, including the century. Note: Any character can be used as date separator but ""/"" is recommended. TagFileTimeFormat The 'TagFileTimeFormat' property formats the time according to the following formatting characters: h hh H HH m mm s ss t tt The hour in a 12-hour clock. Single-digit hours will not have a leading zero. The hour in a 12-hour clock. Single-digit hours will have a leading zero. The hour in a 24-hour clock. Single-digit hours will not have a leading zero. The hour in a 24-hour clock. Single-digit hours will have a leading zero. The minute. Single-digit minutes will not have a leading zero. The minute. Single-digit minutes will have a leading zero. The second. Single-digit seconds will not have a leading zero. The second. Single-digit seconds will have a leading zero. The first character in the AM/PM designator defined in AMDesignator or PMDesignator, if any. The AM/PM designator defined in AMDesignator or PMDesignator, if any. Notes: Any character can be used as time separator,but "":"" is recommended. If these properties are not defined, the System format is used. If these properties are defined and set to "NULL", the System format is used. 23

24 Winscribe Exporter Administration Guide UploadTimeout Default value = 100 seconds. The upload timeout value will default to 100 seconds, unless this property is set to 'NULL', '0', or any other character string other than an integer. To change the length of time before the upload times out, set this property to a value up to 1500 minutes. Note: Properties must be entered in each Facility. Step 2: Set Up Schedules Schedules enable you to enter the days of the week and hours of the day during which exporting will be carried out. You can define as many schedules as you like. Schedules are associated with Exporter rules so you can define which jobs will be exported between specified hours. Note: If you want exporting to be active all the time, then you do not need to create any schedules. A rule that is not associated with a schedule is always active. Changing and Deleting Schedules 1. To view existing schedules, click Exporter Schedule Update. All current schedules are displayed. 2. To change a schedule, click the link on the schedule ID. 3. To delete a schedule, select the checkbox and click Delete Selected Schedules. 24

25 Configuring Winscribe Exporter Adding New Schedules 1. To add a new schedule, click Exporter Schedule Add. 2. Enter the schedule name and click on the days of the week you wish the schedule to be active. For each selected day of the week, enter the hours of the day you wish the schedule to be active. You can also enter up to twenty holiday dates during which the schedule will not be active. 3. Click Add to continue. Note: To set a particular day as active for the entire day enter 00:00:00 as the From Time and 23:59:59 as the To Time. Step 3: Set up Destinations Destinations define where jobs will be sent to when exported. You can define as many destinations as you like. Destinations are associated with Exporter rules so you can define which jobs will be exported to which destinations. Changing and Deleting Destinations 1. To view existing destinations, click Exporter Destination Update. 25

26 Winscribe Exporter Administration Guide All current destinations are displayed. 2. To change a destination, click the link on the destination ID. 3. To delete a destination, click the tick box beside the destination and click Delete Selected Destinations. Adding New Destinations 1. To add a new destination, click Exporter Destination Add. 2. Enter the destination name. 3. Enter the URL to the destination. URLs begin with the protocol followed by the path. However, to export to a file on the local hard drive, no protocol is required and you should just enter the full path. Supported protocols are " and "ftp://" Examples ftp://ftp.someserver.com And, to export to a local hard drive: c:\myexporteddirectory 26

27 Configuring Winscribe Exporter 4. If required, enter a user id and password for authentication at the specified URL. This is only required if you are sending to an http or ftp address that requires authentication 5. Choose the format for the exported file. DVI, WMA (Window Media), G73, G721, G726, MP3 & WAV formats are supported in this version. The job will be exported in the format you choose, with an associated tag file. To view a complete list of supported formats refer to the section on Winscribe Exporter in the Winscribe Installation Guide. Note: Before you can export to WMA format you must have installed support for this format. Refer to the Winscribe Installation Guide for instructions. To export in Winscribe format, select VOX in the File Type field and WinscribeVOX in the File Format field. A tick will be displayed in the Winscribe Server checkbox to show that the file will be exported in Winscribe encrypted VOX format. 6. Select the script (if using this option) for any of available options either: Before, After, Failed or Retry Export Script. 7. Update Status and Facility Id are not implemented in this version. 8. Enter an address that will receive notification of errors that occur to this destination. To enter more than one address, separate the addresses with a semi-colon. 9. Click Add to continue. Step 4: Set up Rules Rules determine which jobs on the Winscribe Server will be selected for export. You can define as many rules as you like. Be careful to ensure that rules do not select the same jobs, as jobs will only be exported once even if more than one rule applies to the job. Changing and Deleting Rules 1. To view existing rules, click Exporter Rules Update. Current rules will be displayed. 2. To change a rule, click the link on the rule ID. 3. To delete a rule, click the tick box beside the rule and click Delete Selected Rules. 27

28 Winscribe Exporter Administration Guide Adding New Rules 1. To add a new rule, click Exporter Rules Add. 2. Enter the Rule Name 3. Choose the Job Status that this rule applies to. Only jobs of this status will be selected by this rule. 4. Choose the Next Job Status to change the status of the job once it has been exported. 5. Choose the Destination that the jobs will be exported to. 6. Choose the Schedule that applies to this Rule, or choose None to have the Rule operate 24/7. Click Enabled to enable this Rule. If the enabled check box is not checked, the rule is ignored by the Exporter. 7. Click Wait for Speech Recognition if you want the job to have completed Speech Recognition prior to being exported. Rule Details Rule details enable you to filter the jobs that are selected for export. You can specify as many filters as you like, and each filter can be joined to the previous using the logical AND or OR operators. Note: When adding rules with multiple conditions, or when changing two or more conditions of a rule, you should stop the Exporter Service first to eliminate the possibility of jobs being exported without meeting all of the rule criteria. This is necessary because each condition is added as a separate action and if the Scan Interval is reached while you are still adding or updating the rule, not all the conditions will be known to the Exporter and it will export the jobs using the rules as they stood at the time of the scan. Once you have made all your changes, then restart the Exporter Service. Examples: Field Name Operator Operand Notes Typist Group In 1,2,3 Jobs in typist groups 1, 2 or 3 will be selected for export. 28

29 Configuring Winscribe Exporter Job Access Less than 5 Jobs with an access level less than 5 will be selected for export. User1 Like A?B* Jobs with user field 1 starting with an A, with the third character being a B will be selected for export. Department Equal to 1 Jobs from department 1 will be selected for export. Note: When using the Like operator, the question mark (?) matches any character in that character position, and the star (*) matches all remaining characters. Adding a New Filter 1. To add a new filter, enter the Field Name, Operator and Operand. Tick the AND check box if you wish to join this filter with the next one using the logical AND; -or- Leave the AND check box unticked if you wish to join it using the logical OR. 2. Click Update to add the new filter. Note: We recommend you do not mix the use of AND and OR in the same rule. Use one or the other to avoid confusion. Deleting an Existing Filter To delete an existing filter, tick the check box beside the filter you wish to delete and click Delete. Step 5: Set up Scripts Winscribe Exporter allows you to write scripts in VBScript or JavaScript to change or access data while a job(s) is being exported. Scripts can respond to various events in Exporter, such as: Before Export, Retry Job, Job Failed and After Job Upload. When an event occurs, the script associated with it will run. For example, scripts can be set up to: Abort the export of a job or jobs Read job data like author id, user fields, or, Change job data such as the job file name or priority 29

30 Winscribe Exporter Administration Guide Adding a Script 1. To add a new rule, click Exporter Script Add. 2. Select the script language you are using in the Script Language drop-down list. 3. If necessary, specify the Timeout value. This value controls the delay between the script starting and a prompt appearing. The prompt indicates that the script is taking longer to complete than expected and asks you if you wish to end the script or continue waiting. If the script is likely to take several seconds to access a database, for example, you might set Timeout to 8 seconds. The default value is Type the script text into the Script Text box. 5. Select the Run Script check box. If you do not select this check box, you cannot test the script and the script will not respond to the selected event. 6. If you wish, click Test to run the script. Correct any errors and repeat the test, as required. 7. Click Add to store the script information. You can use the Winscribe script functions to manipulate export job data. These are defined by the link Rule properties on the top right side of the Script Text box. These are pre-defined methods, which can be used in the script to get runtime specific data about the exporting job. Clicking the link will open a popup window, as shown in the example below. To add a method from the Pop up window, click the area in the Script Text box where you want that function to be added. Clicking the appropriate method on the popup window will copy that function into the Script Text box. 30

31 Configuring Winscribe Exporter Note: Use these methods with appropriate parameters, if any. Deleting Scripts 1. To view existing scripts, click Exporter Script Update. Current scripts will be displayed. 2. Tick the checkbox against the script(s) you wish to delete. 3. Click Delete Selected Scripts to delete the selected scripts. Updating Scripts 1. To update existing scripts, click Exporter Scripts Update. A list of existing scripts is displayed. 2. Click on the Script ID to view the script to be updated. 3. An update screen identical to the ADD Script will be displayed. 4. Update the required data and Click Update to save the changes. Notes / Warnings: Usage of Msgbox in VBScript should be used for testing purposes only. Remove all Msgbox statements before saving a script. The alert function is not a part of the JScript language. It is a function exposed by the web browser object model into scripts running in the browser. You must write your own message box mechanisms. Inbuilt object ObjRule case should not be changed while using JScript. To test the script, add this website as trusted site on a Browser. 31

32 Winscribe Exporter Administration Guide Properties and Rules Read Frequency The frequency at which properties and rules are read from the database is determined by settings in the configuration file. Intervals between readings reduces the load on the database otherwise caused by frequently querying for rarely changed data. The Exporter configuration file is located here: C:\Program Files\Winscribe\Exporter\Config\Winscribe.Dictation.Exporter.Configuration.exe.config Properties <add key="propertycacheage_inseconds" value="300" /> PropertyCacheAge_InSeconds sets the maximum time (in seconds) that properties pulled from the [Export Properties] table will be stored in the in-memory cache, before the database is reread and the cache updated. The default value is 300 (5 minutes) and will be used if this setting is invalid or missing. Rules <add key="exportrulescacheage_inseconds" value="300" /> ExportRulesCacheAge_InSeconds sets the maximum time (in seconds) that properties pulled from the [Export Rules] table will be stored in the in-memory cache, before the database is reread and the cache updated. The default value is 300 (5 minutes) and will be used if this setting is invalid or missing. 32

33 Handling Export Failures Handling Export Failures Winscribe Exporter will automatically retry jobs that fail during export. You can set the number of retry attempts in Exporter properties. If however the number of retries is exceeded, the job is marked as failed. No further export attempts are made for that job. Once per hour, Winscribe Exporter will notify you via if jobs have failed during the preceding hour. Using the Export errors option described below, you can choose to re-export the failed jobs. If Winscribe Exporter fails to export to a Destination more than the value specified in the Exporter properties, it will send an notifying you of the failures. Viewing Export Errors and Re-exporting Failed Jobs 1. To view Export errors click Exporter Export errors. 2. The Export errors option allows you to view those jobs that have failed to export. After taking appropriate action to rectify the problem, you can choose to export the jobs again. 3. To re-export jobs that have failed, tick the check box beside the job and click Re-Export Selected Jobs. 33

34 Winscribe Exporter Administration Guide Reporting on Exported Jobs Jobs Successfully Exported 1. To report on jobs which have been successfully exported click Exporter Report Exported Jobs. 2. Choose either a date range to report on, or choose all Exported Jobs. 3. Choose Summary or Detail. 4. If you wish to save the report to a file, choose the format you wish to save to. 5. Click Preview Report to preview it on-screen, or click Output to file to save it in the specified format. The Detailed Report The Detailed report lists all exported jobs for the selected date range, ordered by destination. 34

35 Reporting on Exported Jobs The Summary Report The Summary report shows the total number of jobs and duration of these jobs for each Destination. The totals are shown for the current month as well as the previous month. Export Errors 1. To report on jobs which have failed during export click Exporter Report Export Errors. 2. Choose either a date range to report on, or choose all Exported Jobs. 3. If you wish to save the report to a file, choose the format you wish to save to. 4. Click Preview Report to preview it on-screen, or click Output to file to save it in the specified format. The Export Errors Report The Export Errors Report lists each job that failed export for the selected date range. 35

36 Winscribe Exporter Administration Guide Licensing Winscribe Exporter Winscribe Exporter will export dictation in the encrypted Winscribe (vox) format without requiring a license. Exporting to other formats (such as WAV) requires the Exporter to be licensed. Winscribe Exporter is licensed based on the maximum number of hours of dictation exported per month to formats other than the encrypted Winscribe format. If you do not intend exporting to formats other than Winscribe, then you do not need to license the software. Refer to the License Server Installation and User Guide for instructions on licensing the software. Note: If you exceed the number of hours specified in the License Details in any one month, an will be sent to notify you. If you exceed the number of hours again the following month, the Winscribe Exporter will stop exporting. An will be sent to notify you. Exporting will not resume until the subsequent month. You can also upgrade your license at any time to continue exporting. Viewing your System Code (systems prior to 3.8) The System Code menu option is only visible if you have upgraded from a version of Exporter prior to 3.8. If you have installed Version 4.0 or above as a fresh Winscribe install, this menu option will not be available. To view your system code, click on the System Code menu option. Viewing your Installation ID (systems from 3.8 onwards) From Winscribe v3.8 onwards, licensing is managed by the Winscribe License Server, a web application installed from your Winscribe media. To view your licensing: 1. Open a web browser and go to the Winscribe License Server: LicenseServer Where Servername is the name of the server on which the License Server is installed and LicenseServer is the virtual directory name entered when installing the License Server. 2. Select the Manage Licenses menu item at the top of the page. 3. If prompted, enter the administrator username and password then click Login. 36

37 Licensing Winscribe Exporter 4. Use the Installation ID to order Winscribe Exporter licenses from your Winscribe Reseller. License Operation The Exporter requests the URL of the License Server from the Settings table in the Winscribe database. Each licensed unit represents 1 hour of exported audio time. For example, 1 license equals 1 hour of exported audio time. Additional time (licenses) can be purchased and uploaded to the license server at any stage. 37

38 Winscribe Exporter Administration Guide Troubleshooting Winscribe Exporter Problem: When trying to run the Exporter service behind a proxy you can get jobs failing with 'Transmission Error' even though the destination path is valid. Solution: In Exporter Manager you can add a new property to set the proxy server for exporting to HTTP addresses: Property name : 'PROXY' Property value : ' :8080' or 'myproxyserver:81' etc Note: This is only available from ver 3.7.x onwards. 38

39 Index Index A About this Guide 5 Adding a New Filter 29 Adding a New Property 22 Adding a Script 30 Adding New Destinations 26 Adding New Rules 28 Adding New Schedules 25 C Changing and Deleting Destinations 25 Changing and Deleting Rules 27 Changing and Deleting Schedules 24 Changing the Value of a Property 21 Configuring Winscribe Exporter 21 D Deleting an Existing Filter 29 Deleting Scripts 31 E Export Errors 35 F First Steps 7 H Handling Export Failures 33 I Install Prerequisites 9 Installation Configuration 8 Installation Summary 8 Installing Crystal Reports Runtime Installing Microsoft.NET 4 9 Installing Support for WMA (optional) 10 Installing Winscribe Exporter 8 Installing Winscribe Exporter Manager 15 Installing Winscribe Exporter Service 11 J Jobs Successfully Exported 34 L License Operation 37 Licensing Winscribe Exporter 36 Logging In 7 M Minimum Hardware and Software Requirements 8 N Next Steps 20 O Other Documentation 5 P Properties and Rules Read Frequency 32 Property Descriptions 22 R Reporting on Exported Jobs 34 Rule Details 28 S Step 1 Set Up Properties 21 Step 2 Set Up Schedules 24 Step 3 Set up Destinations 25 Step 4 Set up Rules 27 Step 5 Set up Scripts 29 Supported Export Formats 10 T The Detailed Report 34 The Export Errors Report 35 The Summary Report 35 Troubleshooting Winscribe Exporter 38 U Updating Scripts 31 V Viewing Export Errors and Re-exporting Failed Jobs 33 Viewing your Installation ID (systems from 3.8 onwards) 36 Viewing your System Code (systems prior to 3.8) 36 W Winscribe Exporter Overview 6 39