EASTERN DISTRIBUTING Olympus DSS Player Pro R5 Dictation Module Joshua Stewart 7/4/2008 A detailed training manual for the Olympus DSS Player Pro Release 5 Dictation Module.
Table of Contents Explanation of the Dictation Module Windows.. Page 3-4 Menu Bar. Page 4-7 Tool Bar Page 8 Playback Control Bar Page 8-9 Dictation Tray...Page 10 Device Manager.Page 11 Status Bar..Page 12 Content List View..Page 12 Information View..Page 13 Properties View. Page 14 Customizing the Dictation Module Page 15 Folder Design Options..Page 16 Workflow Options...Page 17-23 User Settings Options...Page 24-26 E-Mail/FTP Options Page 26-30 Device Options...Page 30-37 Update Options. Page 38 2 P a g e
Olympus DSS Player Pro R5 Dictation Module The Olympus DSS Player Pro R5 Dictation Module is an application designed for the 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 or MAC. It can automatically send a downloaded or directly recorded audio file via email or FTP. It also has the ability to automatically receive a transcribed document file and to manage it with a link to the corresponding audio file. Below is the main screen of the Dictation Module. The names and functions of the Main screen components are describes here. Menu Bar: Displays the menu used within the Dictation Module as well as offers tools to help customize, manage and control the Olympus DSS Player Pro R5 Dictation Module. The Menu bar will be explained in more detail on pages 2-5. Dictation Tray: This is a virtual folder, provided as a root folder, for managing dictation files. It serves as a management container and has no specific function. A detailed explanation of each folder function will be explained on page 8. Toolbar: The toolbar lets users quickly launch functions available within the application. The toolbar view can be customized by right-clicking on it. The Toolbar will be explained in more detail on page 6. Device Manager: The device manager is displayed on the left side of the screen and displays folders in connected devices and cards. Selecting a folder displays the dictation files in the folder in the Content List view. Page 9 Status Bar: Displays the following information. First Area (Operating 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 area with an icon displayed 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, details of the error can be viewed. Page 10 Playback Control Bar: This bar is used to play audio files selected in the Content List view. The Playback Control bar provides functions and ways of use similar to the Playback Control screen. The Playback Control bar will be explained in more detail on page 6-7. 3 P a g e
Content List View: Lists audio or document files in the folder selected in the Dictation File window or Device window. The Content List View will be explained in more detail on page 10. Information View: This window can be displayed by clicking [Restore] in the Content List view. This view displays information on content in the Content List view including the content of a document file and the message of a sent email. The Information View will be explained in more detail on page 11. Properties View: This window displays the properties of the file or folder that is currently being focused on. The Properties View will be explained in more details on page 12. Menu Bar This bar displays the menu list used within Dictation Module as well as offers tools to help customize, manage and control the Olympus DSS Player Pro R5 Module. Button Command Functions [File] Menu New Dictation Opens the Recording screen and creates a new audio file. Edit Dictation Displays a selected audio file on the Recording screen, allowing file editing. Convert Converts a selected audio file into a specified Dictation file format. Start Voice Automatically transcribes an audio file using Recognition Dragon NaturallySpeaking Import Imports an external audio file into the Dictation Dictation Module Export Converts a selected audio file into external Dictation media Split Splits a selected file at a specified position into two files. Join Joints multiple files into a single audio file. Encrypt Decrypt Open Document Associate with Document Remove Association doc. Edit Job Data Change Status Encrypts a selected file. Decrypts a selected file. Open a selected document file Associates a selected audio file with a specified external document file. Dissociates a dictation file from its linked document file. Edits the job data of a selected audio file. Changes the status of a selected audio file. Ctrl+W Exit Exits Dictation Module. 4 P a g e
[Folder] Menu Button Command Functions New Folder When the Dictation trays is focused on, a custom folder will be created at the same tier as the Download tray. When a folder in the Download tray is focused on, a subfolder will be created. Add Folder Opens the Select Folder dialog box, with which, at the same tier as the Download tray, you can create a shortcut folder for a path to a specified external folder. Remove Folder Deletes the shortcut folder (shortcut path to an external folder) created with [Add Folder]. Rename Folder Folder Setting Renames a selected folder. The folders in the Download tray and custom folders are shortcut folders maintained internally by DSS Player. Starts the Folder Design dialog box, with which you can configure the attributes of a folder. [Edit] Menu Button Command Functions Cut Copies a selected audio file to the clipboard. Pasting the audio file after cutting it moves the file to the specified folder. Copy Copies a selected audio file to the clipboard. Paste Delete Moves or copies the audio file, which was copied to the clipboard with the Cut or Copy command into a specified folder. Deletes a selected audio or document file. - Select All Selects all the files in the Content List view. [View] Menu Copy to Folder Move to Folder Copies the audio file selected in the Content List view to a specified folder. Moves the audio file selected in the Content List view to a specified folder. Button Command Functions Switch to Playback Switches from the Main screen to the Playback Control screen. - Folder Navigation Shows or hides the Audio Tree view - Property Window Shows or hides the Properties view - Information Shows or hides the Information view. Window - Tool Bar Shows or hides the Standard Edit E-mail/FTP Customize tool bar. - Status Bar Shows or hides the status bar. - Playback Control Shows or hides the Playback Control Bar Bar - Gridlines Shows or hides the grid lines in the Information view. - Columns to Display Shows or hides the columns in the audio list and configures their displayed order. - Sort by Sorts files in alphabetical order by the columns selected in the Information view. Filter On/Off Enables or disables the filtering function. In-Line Editing Refresh Enables or disables direct editing of the items displayed in the audio list Refreshes the audio list on the Main screen 5 P a g e
[Play] Menu Button Command Functions Play/Stop Plays a selected file or the first file on the list in the Content List View from the Position control point on the Play bar. Fast Forward Fast-forwards a file. Holding the button speeds up fast-forwarding. Rewind Rewinds a file. Holding the button speech up rewinding. Next Index Mark Move the Position control to the next index mark. Previous Index Mark Volume Speed Moves the Position control to the previous index Adjust output sound volume Speeds up or slows down playback. - Tone Noise Cancellation Channel Insert Index Mark Delete Index Mark View All Index Marks Next Verbal Comment Previous Verbal Comment Dictation/Instructio n Commend Mode Intro Scan Configures the tone, placing an emphasis on the high or low pitch areas. Selects the level of noise cancellation from 0,1,2 and 3. Selects a channel for a 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 Inserts an index mark at the Position control point. Deletes an index mark at the Position control point. Displays the View All Index Marks dialog box. The Position control moves to the next index mark or the start (or end) of a verbal comment. The Position control moves to the previous index mark or the start (or end) of a verbal comment. Switches between Dictation File mode and Instruction Comment mode if an Instruction Comment has been recorded in the currently selected audio file. Sequentially plays only the first five seconds of the files selected or displayed in the Content List view. [Tools] Menu Button Command Functions Send Via E-Mail Manually moves a selected audio file to the email sending box. Select Speaker Selects the speaker of the PC or by a connected digital voice recorder. Send Via FTP Manually sends a selected audio file via FTP. Send & Receive Allows you to send and receive files via E-mail and/or FTP HotKeys On/Off Enables or disables Hot keys. - Keyboard Settings Displays the user-configured keyboard options. - OLE Settings Selects the way to handle audio data, when dropping a file to an OLE-enabled application. Options Displays the Option Settings dialog box for DM. 6 P a g e
[Device] Menu Button Command Functions - Download Folders A-G Downloads all files in Folders A-G in the device displayed in the Device Tree view (recorder, PCMCIA card, or removable drive) into the corresponding Folders A-G in the Download - Download Selected Files Download All Upload Selected Files Change Device Mode Change Storage Media Synchronize Date/Time Device Setting tray in the Audio Tree view. Downloads only selected files into the Download tray in the Audio Tree view. 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. Uploads the files selected in the Audio Tree view into the device displayed in the Device Tree view. Switches device mode of a connected device to Audio mode or Storage mode. This command is enabled only for DS-5000. DS- 5000 provides two types of media: the SD card and micro SD card. This command specifies the contents of which media is displayed when the device is connected via USB to the PC. It is impossible to display the contents of both media simultaneously. Synchronizes the date and time of the recorder with those of the PC. The device can also be automatically synchronized with the PC when connected. With this menu, the functions of a connected device can be configured via the PC. [Help] Menu Button Command Functions Contents Displays the Help for Dictation Module. F1 - Check for Updates Checks the Olympus download server for the latest Updates and downloads them if present. - About Dictation Module Displays the version information of Dictation Module. 7 P a g e
Toolbar The toolbar displays the tool bar buttons. Displayed buttons vary depending on the settings. Dragging a tool bar button with the [Alt] key pressed can change the display order of the buttons or you can right click anywhere on the toolbar to display and select all of your options. When you select one of these functions, the button is automatically added to the toolbar. Playback Control Bar The Playback Control screen is displayed by clicking [Switch to Playback Control Window] on the View menu on the Main screen. This screen is specialized for playing a file. 8 P a g e
Title Bar Control Panel Control Buttons Playback Position Timescale Control Volume Adjustment Audio Output Speed Adjustment Noise Cancellation Tone Adjustment Status Bar - Priority Button Audio/Instruction Comment Mode Switching Button Information Button User Setting Button Show Status Bar Button Play Bar & Position Slider Index Mark - Displays the name of the file that is currently being played and the name of the folder in which the file is stored. This mark indicates the priority of the file. A red mark means that the file is assigned high priority. 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. Clicking this button displays property information of a file. The Main screen does not have this button. Clicking this button displays User Setting dialog box. Playback condition & Transcribe Bar settings can be changed. Shows or hides the status bar. The Main screen does not have this button. Graphically displays which part of the current file is being played. The range, from the beginning to the currently played position, is represented with, and verbal commented rages are represented with. Clicking inserts an index mark at the point of the Position control. Displayed Area Slider Indicates the currently displayed range in the file with. Dragging the slider shifts the displayed range. Pressing these buttons moves the Playback Position control. To beginning of file, previous index/verbal comment, rewind, play, fast forward, next index/verbal comment, end of file. Displays 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. Displays the timescale of the Play bar. The time frame can be changed in the range of a 1-minute width to full scale. Clicking up or down changes the timescale. Adjust output sound volume. This function is not available with an older sound board that does not have electronic volume adjustment capability. If that is the case, adjust the volume manually. Displays the current state of audio playback. In the case of monaural recording, the L and R outputs are displayed at the same height. Clicking the up and down arrows or dragging the slider adjusts the playback speed without changing the voice pitch (sound pitch). The control is hidden by default. Clicking the up and down arrows or dragging the slider adjusts the noise cancellation effect in four levels of 0,1,2, and 3. This control is hidden by default. Clicking the up and down arrows or dragging the slider adjust the tone in increments of 1% from 100% on the B side to 100% on the T side. This control is hidden by default. Displays the following information. First Area: The current operating state (Play, Stop, Fast-forward, Rewind, QUE, REVIEW) Second Area: Author ID Third Area: Work type Fourth Area: Comment 9 P a g e
Dictation Tray This Dictation Tray is also referred to as the Audio Tree view. This is where all of the audio files are located on the PC. This title will display the name of the current view. Title Pin Button: Switches the display mode of the view between auto hide and always displayed. On Off Pushed in will ensure that the view will always be displayed. Automatically hidden when not in use. To display the view again, press the << in the Content List view. Tool Bar Displays the tool buttons for working with a file. Go to the Folder Menu section on page 3 for additional information on functions. - The folder structure is displayed under the Dictation tray. 10 P a g e
Device Manager The Device Manager is also referred to as the Device Tree view. This view id displayed on the left side of the Main screen. This view is only displayed when the device is connected. It displays, with icons, the devices supported by the DM. Hide/Restore button Pressing the hides the Device Manager view. Pressing the restores the Device Manager view. Note that if no device is connected, pressing this button does not show the view. Tool Bar Displays the tool buttons for working with a file. For more info on the functions of these icons, see the Device View on page 5. - The folder structure under Device Manager is displayed. 11 P a g e
Status Bar The information in the status bar changes depending upon which screen you re looking at, but essentially, it provides you with information relating to the file selected. Content List View The Content List View is displayed in the center of the Main screen and cannot be hidden. Lists audio or document files in the folder selected in the Dictation File window or Device window. Shows or hides the Audio Tree view. Switches the Filter of the list view on or off. Title Switches the in-line editing function of the list view on or off. Shows or hides the Properties view. View Area Displays audio or document files in the folder selected in the Audio Tree or Device Tree view. 12 P a g e
Information View The Information view is displayed at the bottom center of the Main screen. This view displays information on content in the Content List view including the content of a document file and the message of a sent email. This view is hidden by default. Hide/Restore button Pressing the ( ) icon hides the Device Manager view. Pressing the ( ) icon restores the Device Manager view. Note that if no device is connected, pressing this button does not show the view. This will display either the Document List or Mail Preview depending upon which icon you choose. This icon displays the Document List Title This icon displays the Mail Preview List Pin Button: Switches the display mode of the view between auto hide and always displayed On Off When pushed in, it means it will always be displayed. This angle mean the window will automatically be hidden when not in use. To display the view again, press the << in the Content List view. View Area Document List This view lists all of the document files under the Document tray when the contents of the Dictations 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 the audio file. Mail Preview This view displays the content of email. When you send a dictation file selected in the Content List view via email, its content is displayed. 13 P a g e
Properties View This window displays the properties of the file or folder that is currently selected in the Content List view. Title This will display either the Property or Jo ob History view depending upon which icon you choose. This icon will display the Property view. See #2 for a more detailed explanation. This icon will display the Job History view. See #2 for a more detailed explanation. Pin Button: Switches the display mode of the view between auto hide and always displayed On Off When pushed in, it means it will always be displayed. This angle mean the window will automatically be hidden when not in use. To display the view again, press the << in the Content List view. Property View This view will display the properties of the selected files or folders. The items displayed in black characters can be edited. Clicking this icon will display the properties by category. Clicking this icon will display the properties in alphabetical order. Clicking this icon displays the history of the dictation file. 14 P a g e
Customizing the Dictation Module This dictation module can be customized through the Options Settings dialog box. This section of the training manual will discuss various features that can be customized. To access the Options Settings dialog box, go to Tools > Options Folder Design: This dialog box is used to configure folder related settings. The Folder Design tab will be explained in more detail on page 14. Workflow: The workflow section is comprised of a configured series of operations when downloading and editing a dictation file. The Workflow tab will be explained in more detail on pages 15-21. User Settings: The user settings section provides user-customized settings for using the Dictation Module. The items with the lock icon can only be enabled or disabled by the administrator. The user setting section will be explained in more detail on pages 22-24. Email/FTP: The E-mail/FTP section allows you to configure email & FTP profiles so that the systems can integrate easily with your email application. The items with the lock icon can only be enabled or disabled by the administrator. This tab will be explained in greater detail on pages 24-28. Device: The device configuration allows for obtaining, configuring, initializing, and saving the settings of each device. Using [Set job Number], the job number can be set in the range of 0 to 9999. (DM only) The configurable setting items of a device are device are displayed in categorized tree form. Click an item in the tree switches the screen to display the corresponding settings. This tab will be explained in greater detail on pages 28-35. Update: This section allows you to configure whether or not to check for the latest software & firmware updates. This tab will be explained in greater detail on page 36. 15 P a g e
Folder Design This category is provided to customize the folders for storage of audio and document files. The items with the lock icon can only be enabled or disabled by the administrator. Auto Download: By default the individual folders are not set to auto-download. Click on the list, and change to Yes if you wish to have the dictations automatically downloaded to a specific folder. Networking: If you want your dictations to go to a network drive, simply, change the file path to a folder on the network that will contain your dictations. This will force the dictations to reside on the network rather than locally. Category Bar Folder Tree This tab selects the category of the profile. The currently selected category is highlighted. The setting information included in the profile fails into the following categories. This section configures the folders in the Dictation Tray & Document Tray. Turning the checkbox on or off enables or disables the corresponding folder. Folder Properties Displays the properties of the folder selected from the folder tree. Properties are configured for each folder. The configurable properties vary depending on the folder type. This icon sorts the properties by category. This icon lists the properties by alphabetical order. Create Folder Buttons New Add Remove This button creates a new folder. A created folder is displayed between the Download tray and Recording folder. This button adds a specified external folder path as a custom folder to the Audio Tree view. This button removes a shortcut folder previously created with [Add] - OK Cancel Apply This button secures the settings This button exits the application without modifying the settings. This button reflects changes to the configuration file. 16 P a g e
Workflow: The workflow tab allows you to configure how the application responds when downloading and editing the audio files. There are several options available in the Workflow tab, the available functionality will be explained below. GENERAL Options: Delete Option: I recommend choosing the Move to Recycle Box. This kind of gives you a backup plan in case you accidentally press delete. Delete Option This option selects how you want to handle the file when it is deleted. Move to Recycle Box: This option will move the deleted file to the Recycle Bin Delete completely: This option permanently deletes the audio file. Synchronize DVR time with PC time This option will allow you to adjust the time on the digital voice recorder with the time of your PC. Resolve filename This option sets whether or not to rename a dictation file when it is downloaded, imported, or dragged and dropped. Automatic rename: The file will automatically be renamed if there is a file with the same name. Prompt selection of rename or overwrite: The user can select overwriting or renaming of the file if there is a file with the same name. Refresh interval This option will refresh your screen at the interval of your choice. 17 P a g e
DOWNLOAD Options: Advanced download: This option overrides [Download Folder A-G] on the Folder menu. Use [Download All] when downloading the files. Auto download option Advanced download This option allows the PC to automatically receive the audio files from the device after connecting it. This option is used to download files to a specified folder or to the folders assigned for each Author ID. Do not display the main window: The application will detect at startup and automatically download the files without displaying the Main screen. Prompt for selecting the file to be downloaded: The dialog box for selecting the files to download appears when they are downloaded. Only the files in automatic download-enabled folders are displayed. Specific folder: All of the dictation filers in folders with Folder Properties Attributes Enabled set to Yes are downloaded into a specific Folder. Folder routed by Author ID: The downloaded dictation files are sorted into different folders based on the rules configured with Auto Classification. Job Data Settings Rename When this option is enabled, the Edit Job Data dialog box appears each time a file is downloaded. When this option is enabled, a downloaded file is renamed according to a naming rule. The naming rule can be configured in the Format Options dialog box, which is displayed by clicking [Format]. Delete This option sets how to delete a dictation file in the device after it has been detected. Display confirmation dialog: A confirmation dialog box appears before the file can be deleted. Delete locked DSS file(s): Locked files can be deleted after download. 18 P a g e
IMPORT Options: Job Data Settings When enabled, the Edit Job Data dialog box appears when a file is imported. Rename When enabled, an imported file is renamed according to a naming rule. The naming rule can be configured in the Format Options Dialog Box, which is displayed by clicking [Format]. Delete This option sets how to delete a dictation file in the device after it has been detected. Display confirmation dialog: A confirmation dialog box appears before the file can be deleted. Delete locked DSS file(s): Locked files can be deleted after download. AUTO CLASSIFICTATION Options: Auto Classification: This section allows you to define the rule on automatically sorting downloaded or imported dictation files into different folders. With Author IDs and their folder for saving registered, downloaded or imported dictation files are automatically sorted by Author ID into their corresponding folders. Up to 100 Rules can be defined. To add a rule, configure it in the Rule Setting dialog box, which is displayed by clicking [Add]. The [Modify] and [Remove] will do just that, Modify or Remove an existing rule. 19 P a g e
AUTHOR Options: Author ID: An Author ID can have up to 16 characters. Priority Level: The Priority level can be configured in the range of 0 to 15. Anything over 8 will be changed to a [Red] font in the Content List View. This section allows you to configure Authors. Author ID and Priority Level registered here can be selected when creating a new audio file with a function such as direct recording. Author Up to 10 Authors can be registered. To add an Author, register it in the Author Property dialog box, which is displayed by clicking [Add]. The [Modify] and [Remove] will do just that, Modify or Remove an existing author profile. To change the order of Authors, select an Author ID and use the [Up] and [Down] to change. WORKTYPE Options: Worktype: A Worktype can be set to classify dictations. The user can classify the types and Authors of dictation with the application by selecting a Worktype on the recorder when making a new recording. Up to 10 Worktype Lists can be registered. To add a Worktype List, configure it in the Worktype Property dialog box, which is displayed by clicking [Add]. The [Modify] and [Remove] will do just that, Modify or Remove an existing Worktype. 20 P a g e
DIRECT RECORDING Options: Recording Format: This option allows you to determine the recording format. File Name Format Basic Settings File Name Format: This option allows you to determine the name of the new recording. Destination Folder: This option allows you to determine where the files will be saved. Prompt Option Prompt for job data when direct recording is started: When enabled, the Edit Job Data dialog box appears when Direct recording is performed, which enables the user to verify and modify data, such as Worktype ID and Options Items, before starting recording. Prompt for confirmation when direct recording is finished: When enabled, the Dictation Finished dialog box appears when a dictation has been finished. It s ON by default. Verbal Comment: When enabled, a verbal comment can be recorded, skipped, and back-skipped while Direct recording is being performed. It s ON by default. Voice Comment VCVA Instruction Comment: When enabled, the Switch Instruction Comment Mode button is shown when Direct recording is being performed. This allows the user to record an instruction comment. It s ON by default. Variable Control Voice Actuator is voice operated recording and can be turned OFF by setting the slider to Min. Moving the slider toward Max lowers the sound detection level. The VCVA. There are 10 levels. Start Option This option configures operations when a direct recording is used. When this is enabled, the Recording screen, instead if the Main screen, is launched. Button Function When enabled, the [REV] button function for direct recording is changed to [REW]. 21 P a g e
VOICE RECOGNITION Options: Voice Recognition: Dragon NaturallySpeaking version 9 and higher is the recommended speech recognition application to use. Range This option configures the operations of Voice Recognition (Dragon NaturallySpeaking). Entire File: When enabled, the whole file is sent to Dragon NaturallySpeaking at once. Between Index Marks: When enabled, voice recognition is performed for a segment between two adjacent index marks. Others Use Noise Cancellation: When enabled, noise cancellation is applied to the audio file. Play Automatically when Voice Recognition is Started: When enabled, an audio file is automatically played while Dragon NaturallySpeaking transcribes it. RECEIVE Options: FTP: Multiple FTP sites can be registered. They will be added to the list after registration. 22 P a g e
Received Document E-Mail: When enabled, document files can be received via email. FTP: When enabled, document files can be received via FTP. Notification When enabled, a sound or pop-up window can be configured for notification of a document file received via email or FTP. Sound This icon verifies a playback of the registered audio file. This icon stops playback of the registered audio file. Specifies the desired file. Pop up: When enabled, a pop-up window appears when a document file has been received. Overdue Transcription When enabled, a transcription expiration date can be set to a dictation file sent via email or FTP. If the file is not sent back before its expiration, it will change color. The length of time before expiration can be set in the range of 1 to 999 hours. AUTO COLLECTION Options: Note: The Ownership attribute can be set for the Download tray & custom folders. Their subfolders will also have the same Ownership attribute. Using this attribute in combination with Auto Collection, the dictation files with a Transcription Finished status can be automatically moved to the Finished folder. Automatic Collection When enabled, this function moves the dictation files with a Transcription Finished status into a specified folder in the Download tray or into a custom folder. Using this option in combination with the Ownership attribute, the folder for saving the dictation files can be changed. 23 P a g e
User Settings The User Settings tab has three sections that will allow users to customize settings for using the Dictation Module. GENERAL Options: Language Selection This option selects the language displayed by the application. If the language is changed, it comes into effect after the application is restarted. KEYBOARD Options: Default Key Assignments: For information on default key assignments, refer to Default Key Assignments in the Hel p menu of the Dictation Module. 24 P a g e
Keyboard This section allows users to see what hotkeys are present and allows user to set new hotkeys. Category Selecting a category from the category list displays the command/key assignment list in the selected category. There are three options in the category list. General/Playback Control/Direct Recording New Key To add a key assignment, select a command with no key assigned, specify a key in the New Key box using the keyboard, and click [Assign]. [Ctrl],[Alt], [Shift] or any other key can be combined. Current Key If there is a key assigned to a command, it will be displayed here. PLAYBACK CONTROL Option: Always on Top: This option is applied only to the Playback Control and Recording screen. The Main screen may not be displayed in the foreground Note: A typical CUE operation thinks out audio data for playback. With this option is enabled, however, when 1.5x or 2.0x is selected, the Speed control is used to provide continuous playback without thinning out sound data 25 P a g e
Control Indication This option manages control display switching. Speed Control: Show/Hide the speed control window. Noise Cancel Control: Show/Hide the noise cancellation window. Tone Control: Show/Hide the tone control window. Level Meter: Show/Hide the tone control window. Auto Back Space This option allows users to set the length of time for Auto backspace in the range of 0.0 to 5.0 seconds. Always on Top When enabled, the application window is always displayed on the foreground. See note above. Winding Speed The feed amounts of CUE/REVIEW and FF/REW can be configured in four levels. The horizontal axis represents the length of time that has elapsed since starting. (3 seconds minimum, 60 seconds maximum). 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. E-mail/FTP This section allows user to configure the Dictation Module to send audio and document files via e-mail or FTP. This tab is broken into 4 options. E-MAIL Options: Before you begin: Please have all of your email setting information prior to registering an email profile. Your service provider or System Administrator will have this information. 26 P a g e
Email Attachment The email section allows users to register and modify email profiles. If some profiles have already been registered, select a profile for email transmission and reception from the Default Profile dropdown list. Below, I will walk you through registering an E-mail Profile. When enabled, the upper limit for the total size of the files attached to an email can be configured. If the limit is exceeded, a separate email will be created to accommodate the excess. The range is 1 to 100MB How to register an E-MAIL Profile Step 1: In the E-mail tab above, click [Add]. The following E-Mail Settings (Select) dialog box will appear. Email: You can register up to 100 email profiles. The DSS Player Pro R5 supports the following transmission/reception protocols. Internet E-mail (POP3/SMTP), IMAP, Microsoft Outlook, Novell GroupWise, Lotus Notes, Extended MAPI Microsoft Outlook: If Outlook has been selected, Steps 2-4 are not necessary. Exit the setting procedure. Step 2: Select an Email transmission/reception protocol, then click [Next]. The following dialog boxes are what a user would see if they selected the Internet E-Mail (Pop3/SMTP) option. 27 P a g e
Step 3: Configure your settings. When you click on the [More Settings} button, the Detailed Settings dialog box opens. Step 4: Test your settings. When you ve completed step 3, click the [Test Settings] button, this will verify that you have entered the correct information in the dialog boxes. Step 5: When configuration has been completed and tested, click [Finish]. FTP Options: FTP: You can register up to 100 FTP profiles. With multiple FTP profiles registered, files can be sent to and received from multiple FTP sites. FTP This section allows users to register an FTP (File Transfer Protocol) Profile. This is a protocol used for transferring a file over the TCP/IP network. FTP profiles are used to send audio and document files. How to register an FTP Profile Step 1: In the FTP tab above, click [Add]. The following FTP Settings dialog box will appear. Before you begin: Please have all FTP setting information prior to registering an FTP profile. Your service provider or System Administrator will have this information. 28 P a g e
Step 2: Configure your Settings. Enter your FTP server information in the required fields. Step 3: Test your settings. When you ve completed step 2, click the [Test Settings] button, this will verify that you have entered the correct information in the dialog boxes. Step 4: When configuration has been completed and tested, click [Finish]. SEND/RECEIVE Options: Send/Receive: This option allows the user to configure the transmission and reception settings of email and FTP. Send Interval When enabled, audio files stored in the Outbox can be automatically detected and sent. Users can also adjust the interval. The sending interval can be set in the range of 1 to 999 minutes. Receive Interval When enabled, files are automatically received at regular intervals. The receiving interval can be set in the range of 1 to 999 minutes. It is set to 10 by default. Transmit management file Attach the management file: When enabled, the dictation file, management file, and instruction comment file (if present) are all sent. Do not attach the management file: When enabled, only the dictation file and instruction comment file (if present) are sent. 29 P a g e
PROXY Options: Proxy Defined: This is a boundary that separates an internal network from the external Internet. It is a computer or software that connects to the Internet on 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 accesses. Proxy This section allows the user to configure a Proxy. Use Internet Explorer s settings: When enabled, the module accesses the same proxy server as the one used by Internet Explorer Don t use the Proxy Server: When enabled, the proxy server will not be configured. User this Proxy Server: When enabled, the Dictation Module accesses a proxy server with a specified address and port number. Device The Device configuration section gives users the ability to obtain, configure and initialize settings for each device. The configurable setting items of a device are displayed in a categorized tree form. Clicking an item in the tree switches the screen to display the corresponding settings. To return the device settings to default, click [Reset]. If you come to a screen without [Reset], the settings cannot be returned to default. To export the device settings, click [Export]. 30 P a g e
Stand Alone - GENERAL Options: Device Options: The configurable tree will change based on which device is selected. Use this list box to choose which device is being configured. Storage Mode Defined: In this mode, the device is recognized as large storage media when connected to a PC. The memory or memory card installed in the recorder is recognized as a removable drive, and the files stored there can be accessed like those on a hard disk drive. Beep Sound This option allows the user select ON or OFF for a beep sound. It s on by default. Power Save This option allows the user to determine the power saving time. It s set to 10 minutes by default. USB Class Card Select This option allows the user to select Composite or Storage Mode as the USB connection mode. Storage mode is defined above. It s set to Composite by default. This option allows the user to select the memory card to be accessed. The default is MicroSD. Stand Alone - RECORDING Options: Recording Mode This option allows the user to select the recording mode. The two modes are SP & QP. QP is set by default on the DS5000/id. Microphone Sensitivity This option allows the user to select the microphone sensitivity level. The options are Conference & Dictation. Dictation is set by default. VCVA Mode This option allows the user to select ON or OFF for the VCVA (Variable Control Voice Actuator) Mode. It is set to OFF by default. 31 P a g e
Stand Alone - DISPLAY Options: Backlight This option allows the user to select On or OFF for the backlight. It s set to ON by default. LED Mode This option allows the user to select ON or OFF for the LEDs. It s set to ON by default. Contrast Date Format If synchronizing the recorder time with that of the PC, enables Use PC Settings. By default, it is not synchronized with the PC. This option allows the user to select either Month, Day, Year or Year, Month, Date or Day, Month, Year format. Clock Format This option allows the user to select either a 12-hour or 24-hour time display format. It s set to 12- hour by default. Language This option allows the user to switch the displayed language for the device. Administrative Settings GENERAL Options: Accessibility Splash Message Slide Switch Guide Alarm Disable Erase Button: When enabled, pressing [ERASE] will not delete. Disable Access to Menu: When enabled, pressing [MENU] will not display menu This option configures the splash message displayed when the device is powered on. The Time of Day is shown by default. When enabled, the button layout of the slider switch is displayed on the right edge portion of the LCD. It s OFF by default. This option produces an alarm sound when certain operations occur. 32 P a g e
Administrative Settings DISPLAY Options: Lower Area: You cannot configure the upper area if you configure the lower area. Upper Area This section allows you to configure the items displayed on the upper portion of the device display. You can choose between: Author ID, File Name & Work Type. Author ID is set by default. Lower Area This section allows you to configure the items displayed on the lower portion of the device display. You can choose between Level Meter, File Name, Work Type, Rec. Time and Author ID. Administrative Settings DEVICE SECURITY Options: PIN Code This option allows users to set up a 4-digit PIN (Personal Identification Number) to lock the device. Device Lock This option allows users to determine when they want the device lock function to occur. The options are: when the unit is powered on, or at power-on and wake-up. You can also lock the recorder for a predetermined amount of time of too many failed attempts to unlock it. The user also determines the amount of attempts to unlock the device. 33 P a g e
Administrative Settings AUTHOR LIST Options: Priority Level: You can adjust the Priority Level for each Author ID. Levels above 7 will change color in the Content List View. Author List Author Selection The Author List configured in the Workflow is displayed. An enabled Author is registered in the Author List for the device. A disabled Author is removed from the Author List for the device. Clicking [Set as Default] configures the Author selected from the Author List as the default Author. [Author in the Workflow] Links to the setting items for the Author in the Workflow. Prompt for author ID at power-on: With this option enabled, the Author List is displayed when a recording is started using the recorder. (However, if only one Author has been registered, the list is not displayed.) Administrative Settings WORKTYPE LIST Options: Worktype List The Worktype List configured in the Workflow is displayed. An enabled Worktype is registered as a Worktype of the device. A disabled Worktype is removed from the Worktype List for the device. [Set as Default] Configures the Worktype selected from the Worktype List as the default Worktype. [Worktype in the Workflow] Links to the setting items for the Worktype in the Workflow. Worktype Selection Prompt for the Worktype ID on new recordings: When enabled, the Worktype List is displayed when a new recording is made, allowing a Worktype to be selected for the audio file. However, if only one Worktype has been registered, the list is not displayed. 34 P a g e
Administrative Settings DEVICE FOLDERS Options: Folder Configuration on the DS5000 series: DS5000 offers two types of recording media: SD and Micro SD. Using the device menu, the user can select either one of the two for recording. Both media have the same folder structure with "DSS_FLDA" to "DSS_FLDG" folders. This setting is enabled for both media. General Enabled: Enables or disables a folder. Folder Name: Specifies the folder name with up to 16 one-byte alphanumeric characters. Worktype: Specifies the Worktype to be configured for dictation files stored in the folder. With Worktype specified, the Worktype List is not displayed and the Worktype configured for the folder is always used, even if the "Prompt for Worktype ID on new recordings" option has been enabled for "Worktype selection". Security Auto Lock: Sets whether or not to lock dictation files stored in the folder. Encryption: Selects whether or not to encrypt dictation files stored in the folder. This option can be set only when the folder has been enabled. Password: Configures the password for encryption. It can be configured in the Change Password dialog box, which is displayed by clicking the icon in the setting box. Enter a password in the "New password" and "Confirm password" fields using 4 to 16 one-byte alphanumeric characters. Administrative Settings RECORDING Options DSS Format Record Function Selects the DSS recording format. The default recording format for classic DSS is DSS. The default recording format for DSS Pro is DS2. This option allows the user to select the record function between Overwrite, Append and Insert. File Download This option allows the users to select whether all files are downloaded or Finished files only. 35 P a g e
Administrative Settings PROGRAMMABLE BUTTONS Options: New & Slide Switch Function This option allows users to customize the slide switch locations and the functions that are assigned to the buttons at the top of the slide switch. Type A is the default Programmable Buttons This option allows users to customize the functions that are assigned to the function buttons [F1]. [F2]. & [F3] on the device. Administrative Settings HANDS FREE Options: Hands Free: Connecting a foot pedal to the cradle of the recorder automatically enables hands free operations. Operation Settings This option allows the user to select whether they wants to use hands free for Dictation or Transcription. Foot Pedal Settings This option allows users to assign functions to the foot pedal. 36 P a g e
PC Link PROGRAMMABLE BUTTONS Options: PC Link: This section allows configuration of the button functions when the device is connected to the PC. Main Window This section allows user to configure the operations when the [F1], [F2], and [F3 ] function buttons and the [MENU] button are pressed on the device with the Main window active. Direct Recording Window This section allows user to configure the operations when the [F1], [F2], and [F3 ] programmable buttons and the [MENU] button are pressed on the device with the Direct Recording window active. 37 P a g e
Updates This section allows users to select the interval in which updates are checked for automatically. The user has the option to automatically check once a week or once every 50 weeks. When a newer version is detected, a confirmation dialog box will appear, prompting the user to update. There is also a button selection that allows for users to check at that moment for updates. Notice that there is a link back to proxy settings in case these need to be changed for the user to get out to the internet. Updates: Selecting the [Check now] button will check for updates immediately. Dictation Module To automatically check for the latest updates, enable Check for updates automatically and set Check Interval. With automatic updating enabled, the Olympus download server is checked for update data at configured intervals. When a newer version than the currently installed one is detected, the confirmation dialog box for upgrading appears. If upgrading is selected, the data is downloaded from the server and then updating of Dictation Module begins. If a proxy server needs to be configured, click [Proxy Settings] and configure the address and port number of the server. [Check now] Clicking this button instructs the application to access and check the Olympus download server for a newer version. Device Firmware To automatically check for the latest updates of device firmware, enable "Check for updates automatically" and set "Check Interval". With automatic updating enabled, the Olympus download server is checked for update data at configured intervals. When a newer version than the currently installed one is detected, the confirmation dialog box for upgrading appears. If upgrading is selected, the data is downloaded from the server and then updating of the device firmware begins. If a proxy server needs to be configured, click [Proxy Settings] and configure the address and port number of the server. 38 P a g e
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