DSS Player Pro R5 Dictation Module Reference Manual

DSS Player Pro R5 Dictation Module Reference Manual
DSS Player Pro R5
Dictation Module Reference Manual
Contents
1 INTRODUCTION ·································································································································· 6
1.1 DSS Player Pro Outline ·············································································7
1.1.1 System Configurations of DSS Player Pro ··················································· 7
1.1.2 Modules and Tools ·················································································· 9
1.2 Licenses ······························································································· 10
1.3 Operating Conditions·············································································· 11
1.4 Devices Connectable to DSS Player Pro Dictation Module····························· 12
1.5 Supported File Formats ·········································································· 13
1.6 Dictation Module Capabilities··································································· 14
1.7 Trademarks and Copyrights····································································· 15
1.8 How to Use Help···················································································· 16
2 FUNDAMENTALS OF DSS PLAYER PRO ······················································································· 17
2.1 Audio File Name and Author ID································································ 18
2.2 Process and Status ················································································ 19
2.3 How Folders Work·················································································· 21
2.3.1 Folder Descriptions ················································································21
2.3.2 Folder Functions····················································································23
2.4 Worktypes and Option Items ··································································· 24
2.5 DirectRecord ························································································· 25
2.6 Ownership Attributes ············································································· 26
2.7 Local Mode and Network Mode ································································ 27
2.8 Clean··································································································· 28
2.9 Voice Comments ··················································································· 29
2.10 Storage Mode and Composite Mode ························································ 30
2.11 Backing Up·························································································· 31
3 BASIC OPERATIONS ························································································································ 32
3.1 Starting and Exiting Dictation Module ······················································· 33
3.2 Downloading an Audio File ······································································ 34
3.2.1 Downloading All Files ·············································································34
3.2.2 Downloading Files into a Specified Folder ··················································35
3.2.3 Downloading Specified Files ····································································36
3.3 Importing a File····················································································· 37
3.4 Copying or Moving an Audio File ······························································ 38
3.4.1 Copying a File in the Audio Tree View ·······················································38
3.4.2 Moving a File in the Audio Tree View ························································38
3.4.3 Copying a File to a Specified Location ·······················································39
3.4.4 Uploading an Audio File to the Device·······················································39
3.4.5 Exporting a File ·····················································································40
3.5 Playing an Audio File ·············································································· 41
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3.5.1
3.5.2
3.5.3
3.5.4
Starting and Stopping a Playback ····························································41
Shifting the Playback Position··································································41
Adjusting Playback Conditions ·································································43
Intro-Scanning······················································································45
3.6 Creating an Audio File ············································································ 46
3.6.1 Making a New Recording ········································································46
3.6.2 Adding a Recording to a File····································································47
3.6.3 Partially Deleting a File···········································································47
3.6.4 Inserting an Index Mark ·········································································48
3.6.5 Exiting the Recording Screen···································································50
3.7 Editing an Audio File ·············································································· 51
3.7.1 Converting the File Format······································································51
3.7.2 Splitting an Audio File into Two Files·························································53
3.7.3 Joining Multiple Audio Files into One·························································54
3.7.4 Recording a Verbal Comment ··································································55
3.7.5 Recording an Instruction Comment ··························································56
3.7.6 Changing the Status of an Audio File ························································57
3.8 Sending an Audio File via E-mail ······························································ 58
3.8.1 Automatic Transmission via E-mail ···························································58
3.8.2 Manual Transmission via e-mail ·······························································58
3.8.3 Registering an E-mail Address ·································································61
3.9 Sending an Audio File via FTP·································································· 62
3.9.1 Automatic Transmission via FTP ·······························································62
3.9.2 Manual Transmission via FTP ···································································62
3.10 Managing Document Files······································································ 64
3.10.1 Adding a Managed Document File Type ···················································64
3.10.2 Associating a Document File with an Audio File ········································64
3.10.3 Dissociating a Document File from an Audio File ·······································65
3.11 Receiving a Document File via E-mail ······················································ 66
3.11.1 Automatic Reception via E-mail······························································66
3.11.2 Manual Reception via E-mail··································································66
3.12 Receiving a Document File via FTP·························································· 67
3.12.1 Automatic Reception via FTP ·································································67
3.12.2 Manual Reception via FTP ·····································································67
3.13 Voice Recognition················································································· 68
3.13.1 Setting the conditions for Voice Recognition·············································68
3.13.2 Performing Voice Recognition ································································68
4 MANAGING FILES AND FOLDERS·································································································· 70
4.1 Editing a Folder in the Dictation Tray ························································ 71
4.1.1 Creating a Folder···················································································71
4.1.2 Mounting a Folder··················································································71
4.1.3 Removing a Folder·················································································72
4.1.4 Renaming a Folder·················································································72
4.2 Editing the Properties of Audio and Document Files ···································· 73
4.2.1 Editing on the Properties View ·································································73
4.2.2 In-line Editing ·······················································································73
4.2.3 Editing with the Job Data Dialog Box ························································73
4.3 Backing Up a Downloaded Audio File ························································ 75
4.4 Encrypting and Decrypting an Audio File ··················································· 76
4.4.1 Encrypting per File ················································································76
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4.4.2 Encrypting per Folder ·············································································77
4.4.3 Decrypting a File ···················································································78
4.5 Sorting Audio Files by Author ID ······························································ 79
4.5.1 Configuring Automatic Sorting of Downloaded Files ····································79
4.5.2 Registering the Author List with the Recorder ············································80
4.6 Sharing an Audio File with a Transcriptionist ·············································· 82
4.7 Automatically Deleting Transcribed Audio Files ··········································· 83
5 CUSTOMIZING DICTATION MODULE······························································································ 84
5.1 Customizing the Work Area ····································································· 85
5.2 Customizing the Content List View ··························································· 86
5.2.1 Interchanging Displayed Columns ····························································86
5.2.2 Sorting Displayed Files ···········································································86
5.2.3 Changing the Columns Displayed in the Content List View ···························86
5.2.4 Filtering Displayed Files ··········································································87
5.3 Customizing the Properties View ······························································ 89
5.4 Assigning Hot Keys ················································································ 90
6 CONFIGURING WITH THE DEVICE CONNECTED ········································································· 91
6.1 Switching the Device Mode ····································································· 92
6.2 Using the Device as a USB Speaker/Microphone········································· 93
6.3 Transferring the Date and Time ······························································· 94
7 CONFIGURING AND CUSTOMIZING THE DEVICE ········································································ 95
7.1.1 Configuring for a Connected Device··························································95
7.1.2 Configuring for a Selected Device Model ···················································96
8 OPTION SETTINGS ON OPERATING CONDITIONS ······································································ 97
8.1 Folder Design························································································ 98
8.1.1 Folder Properties ···················································································98
8.1.2 Attributes·····························································································99
8.1.3 Actions ······························································································ 100
8.2 Workflow ···························································································· 103
8.2.1 General······························································································ 103
8.2.2 Download··························································································· 104
8.2.3 Import ······························································································· 105
8.2.4 Auto Classification ··············································································· 106
8.2.5 Author ······························································································· 106
8.2.6 Worktype ··························································································· 107
8.2.7 DirectRecording ·················································································· 107
8.2.8 Voice recognition ················································································· 108
8.2.9 Receive······························································································ 109
8.2.10 Auto collection ·················································································· 110
8.3 User Settings ······················································································ 111
8.3.1 General······························································································ 111
8.3.2 Keyboard ··························································································· 111
8.3.3 Playback Control ················································································· 112
8.4 E-mail / FTP························································································ 114
8.4.1 E-mail ······························································································· 114
8.4.2 FTP ··································································································· 116
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8.4.3 Send / Receive···················································································· 116
8.4.4 Proxy································································································· 117
8.5 Device ······························································································· 118
8.5.1 Devices with Device Configuration Support·············································· 119
8.5.2 DS-5000/5000iD Device Configuration···················································· 119
8.5.3 DS-4000/3300 Device Configuration ······················································ 125
8.5.4 DR-2000/1000 Device Configuration ······················································ 126
8.6 Update······························································································· 128
9 TROUBLESHOOTING ·····················································································································130
9.1 The System Remains Silent··································································· 131
9.2 DVR Is Not Recognized ········································································· 132
9.3 Installing to a Network Folder································································ 133
9.4 Updating ···························································································· 134
9.5 Support Contacts················································································· 135
10 APPENDIX ·····································································································································136
10.1 Names and Functions of Screen Components ········································· 137
10.2 Menu Lists ························································································ 149
10.2.1 [File] Menu ······················································································· 149
10.2.2 [Folder] Menu ··················································································· 150
10.2.3 [Edit] Menu ······················································································ 150
10.2.4 [View] Menu ····················································································· 151
10.2.5 [Play] Menu ······················································································ 152
10.2.6 [Tool] Menu ······················································································ 153
10.2.7 [Device] Menu ·················································································· 154
10.2.8 [Help] Menu······················································································ 154
10.3 File Property Lists ·············································································· 155
10.4 Default Key Assignments····································································· 158
10.5 Functions of Devices··········································································· 160
10.6 Names and Functions of the Option Settings Dialog Boxes Components ····· 161
10.7 Glossary ··························································································· 176
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1 Introduction
Thank you very much for purchasing our product.
DSS Player Pro R5 is a Dictation/Transcription system that supports assignments of various sizes, from
individual users to multiple users.
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1.1 DSS Player Pro Outline
DSS Player Pro R5 is a Dictation/Transcription system that supports assignments of various sizes, from
individual users to multiple users. It can be used to capture audio data highly compressed with an
Olympus VoiceTrek series IC recorder (hereinafter referred to as "the recorder"), and allows for real-time
playback, editing, and insertion of index information.
DSS Player Pro R5 and the recorder support the playback of DSS, an international standard for audio
recording, Microsoft-promoted WMA, and MP3.
With peripheral devices connected, such as a DirectRec or foot switch, it provides a variety of additional
functions, including audio streaming recording and remote control playback.
The workgroup system supports Citrix Presentation Server, and enables this product to be operated via
Citirix Presentation Server Clients.
It also supports the Terminal Service, allowing this product to be used via the Terminal Service with the
DSS Terminal Service Client Driver.
In addition to the Release 4 features, Release 5 offers the following functions:
•
•
•
•
•
•
•
•
Support for playback, editing, and encryption of DSS Pro files
Improved dictation comments, such as instructional comments and verbal comments
Support for the Microsoft® DirectShow® Filter
Support for Citrix Presentation Server/Terminal Service
Easy-to-see and intuitive graphical user interfaces
Option dialog boxes that allow for centralized management of settings
Button customization to link device buttons with commands, and to edit their details
Administrative functions (with System Configuration Tool) and settings of users, devices, and updates
1.1.1 System Configurations of DSS Player Pro
DSS Player Pro offers two system variants with different administrative configurations.
•
Stand-alone System
With this configuration, an individual user enters the supplied license ID (for a single license),
installs the system, and configures applications. User profiles (various settings for each user) are
located on local PCs and managed by individual users.
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About silent installation with a multi-license ID
Silent installation with a multi-license ID can standardize the settings of
multiple users. For information on how to achieve this, refer to "Install
Guide."
•
Workgroup System
With this system configuration, an administrator installs and configures the modules for each
user, and centrally manages and operates them under a multi-license.
This system requires License Manager to be installed to manage the multi-license.
User profiles are placed in a shared folder on the file server. The administrator uses System
Configuration Program to assist each user in configurations and installations. A significant part of
the user profile settings can be configured and locked in with System Configuration Program.
About Workgroup System construction
For information on how to set up the DSS Player Pro R5Workgroup
System, refer to "Install Guide."
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1.1.2 Modules and Tools
•
•
•
•
Dictation Module
This is an application for an author. It is mainly used to download an audio file recorded with a
DVR (Digital Voice Recorder), or to record an audio file directly onto a PC. 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.
Transcription Module
This is an application for a Transcriptionist. The application can notify the Transcriptionist of the
arrival of a new audio file and switch to a smaller screen at the onset for easier transcription. It
automatically receives and captures audio files, via email or FTP, for transcription. It has
document management capability that can automatically start your word processor software
before transcription, and can manage a document with a link to the corresponding audio file. In
addition, if the original audio file was received via email or FTP, the application can automatically
send a document file to a specified destination immediately after transcription has been
completed.
System Configuration Program
This is an application for an administrator. It is used to deploy and manage DSS Player Pro R5 in
an organization. System Configuration Program consists of System Customization Program and
Device Customization Program.
System Customization Program facilitates installation and updates of modules for end users
(Dictation Module and Transcription Module), manages application settings for end users (author
and Transcriptionist), and updates firmware management.
Device Customization Program can customize, import, and export device settings.
License Manager
This is an application to manage licenses. It manages the licenses and accounts of Dictation
Module and Transcription Module in a workgroup system.
The application can change each license account by grouping multiple single licenses as a
multi-license.
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1.2 Licenses
A license is required to use DSS Player Pro. DSS Player Pro is provided under the following two types of
licenses:
•
•
•
Single License
This is the license ID, issued with a recorder or foot switch, that allows single licensing of DSS
Player Pro. A recorder license allows Dictation Module and Transcription Module to be installed on
a PC. A foot switch license allows only Transcription Module to be installed on a PC.
Multi-license
This is the combined license ID that groups several single licenses into one license ID for both
Dictation Module and Transcription Module. A multi-license is managed as a floating license.
Decoder License
This is the license for redistribution of DSS and DSS Pro decoders. A redistribution contract
allows acquisition of a decoder license ID and redistribution of the decoder. To enable the decoder,
the license ID needs to be registered when installing it.
About the multi-license key
With License Manager, only the multi-license key can be registered. The
single license and other licenses are not available.
Purchasing an Initial or Additional Multi-license
In exchange for a corresponding number of single licenses, a multi-license is available without
charge.
Please contact our support team for details.
Other License Keys
DSS Player Pro R5 license keys vary depending on the system.
Use the appropriate license for each system.
Please contact our support team for information on re-issuance or replacement of a license.
The following table shows the licensing scheme for DSS Player Pro R5 system configurations.
System Name
Stand-alone System
Workgroup System
Required License
Dictation Module single license
Transcription Module single license
Multi-license*1
Dictation Module multi-license
Transcription Module multi-license
License Server
Not required
License Manager
*1 : If not using centralized user management with System Configuration Program and sharing
data only, a stand-alone system can be configured under a multi-license (DSS Player Pro R4.10
compatible).
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1.3 Operating Conditions
The following table lists the operating conditions of DSS Player Pro R5.
Items
OS
CPU
Memory
HDD
Space
Drive
Display
Browser
USB
Audio Device
Others
Supported
Languages
Conditions
Microsoft® Windows® 2000 Professional Operating System SP4
Microsoft® Windows®XP Professional Edition SP2 / Home Edition SP2
Microsoft® Windows®XP 64-bit Professional Edition SP2 / Home Edition
SP2
Microsoft® Windows Vista® Ultimate / Enterprise / Business / Home
Premium / Home Basic
Microsoft® Windows Vista® Ultimate 64-bit edition / Enterprise 64-bit
edition / Business 64-bit edition / Home Premium 64-bit edition / Home
Basic 64-bit edition
Microsoft® Windows® 2000 Server Operating System
Microsoft® Windows® Server 2003 Operating System
Microsoft® Windows® Server 2003 Operating System x64 edition
Microsoft® Windows®2000/XP: Intel Pentium III 500MHz or higher
Microsoft® Windows Vista® 800MHz or higher
Microsoft® Windows® Server 2003: 550MHz or higher
Microsoft® Windows®2000/XP: 128MB or more (256MB or more
recommended)
Microsoft® Windows Vista®: 500MB or more (1GB or more
recommended)
Microsoft® Windows® Server 2003: 256MB or higher
70MB or more
(700MB or more with .NET Framework 2.0 not installed)
CD-ROM drive installed
Resolution : 800 x 600 pixels or higher
65,536 colors or more (1,677 colors or more recommended)
Microsoft® Internet Explorer 6.0 or later (with the latest Service Pack
applied)
With the Dictation Module and Transcription Module:
One or more USB ports available
With the Dictation Module and Transcription Module:
A Microsoft WDM- or MME-compliant and Windows-compatible sound
device
With Citrix Presentation Server:
Citrix Presentation Server 4.0/4.5 (A Citrix License separately required)
With Terminal Service:
Microsoft® Windows® Server 2003 Terminal Service (* A TS CAL license
separately required)
English, French, German, Italian, Spanish, and Russian
Installing DSS Player Pro R5 requires the privileges of Administrator.
Currently supported OSes are listed on our Web page. For the latest
information, please visit the Olympus Web site at
http://www.olympus-global.com/en/global/.
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1.4 Devices Connectable to DSS Player Pro Dictation
Module
For the support of recorders for DSS Player Pro Dictation Module, refer to Functional
Support of Recorders for DSS Player Pro.
DSS Player Pro Dictation Module supports the following Olympus devices.
Device Types
DVR
(Mass storage recorder)
DirectRec
(Digital microphone for
dictation)
Compatible devices
Models
DS-5000,DS-4000,DS-3300,DS-2300,DS-2200,
DS-50/40/30, DS-20/2
WS-320M/310M/300M,WS-311/321/331,
WS-200S, WS-100
DR-2000, DR-1000
MAUSB-10, MAUSB-200
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1.5 Supported File Formats
Audio Files
The following table lists the file types supported by each function.
Functions
Playback, import,
and export
New recording and
editing
File splitting/joining
Supported File Types (Extensions)
Non-encrypted file : DS2, DSS, WAV, WMA, and MP3
Encrypted file : DS2, $DSS, $WAV, $WMA, and $MP3
In addition to the above, if a codec that works with Microsoft® DirectShow®
Filter has been installed, an imported file can be played, but we do not
guarantee proper operations.
Non-encrypted file : DS2, DSS, WAV, and WMA
Encrypted file : DS2, $DSS, $WAV, and $WMA
When making a new recording, the recorded file is encrypted if the folder where
the file was saved with exit recording status is an encrypted folder.
Non-encrypted file : DS2, DSS, WAV, and WMA
Encrypted file : DS2
Document Files
Text files (XXX.txt) and Microsoft Word documents (XXX.doc) are supported by default.
To use another file type, registration is required.
Configure document type as an optional setting by selecting Folder Design and then
Attribute.
→ [Folder Design]-Attribute
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1.6 Dictation Module Capabilities
Dictation Module provides the following functions:
•
•
While playing back an audio file that was recorded with the recorder on your PC, you can easily transcribe
the recorded information using a word processor application (Playback Control Window).
Ideas can be orally transferred to the recorder and later downloaded to your PC. You can then organize
and save the files (Remote Dictation Window).
•
Reports and meeting summaries can be created (Playback Control Window).
•
Memos and ideas can be organized (Dictation Window).
•
Recordings can be automatically downloaded from the recorder and backed up on the PC (Backup).
•
Recordings can be automatically distributed to Transcriptionists or other users via email or FTP.
•
Prepared documents can be automatically retrieved via email or FTP, and linked to the corresponding
recording.
•
Settings on your recorder can be managed and modified.
•
Recordings can be played and edited on your PC.
•
SocketTools is a trademark or registered trademark of Catalyst Development Corporation.
•
With the recorder connected to the PC, Direct Recording can be performed on the PC.
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1.7 Trademarks and Copyrights
•
•
•
•
•
•
•
•
•
•
Microsoft, Windows, Windows Media, Windows Server, Outlook, DirectX, Active Directory, and DirectShow
are trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries.
Citrix, ICA (Independent Computing Architecture), MetaFrame, and Program Neighborhood are
trademarks or registered trademarks of Citrix Systems, Inc. in the United States and/or other countries.
Crystal Reports and Crystal Enterprise are trademarks or registered trademarks of Business Objects SA.
and/or its affiliates in the United States and/or other countries.
Nuance, Dragon, and NaturallySpeaking are trademarks or registered trademarks of Nuance
Communucations Inc. and/or its affiliates in the United States and/or other countries.
GroupWise, Netware, and Novell are trademarks or registered trademarks of Novell, Inc. and/or its
affiliates in the United States and/or other countries.
Lotus Domino and Lotus Notes are trademarks or registered trademarks of IBM Corporation and/or its
affiliates in the United States and/or other countries.
Baltech Transponder is a trademark or registered trademark of BALTECH AG and/or its affiliates in the
United States and/or other countries.
Inner Media, DynaZip, and Active Delivery are trademarks or registered trademarks of Inner Media Inc.
and/or its affiliates in the United States and/or other countries.
SocketTools is a trademark or registered trademark of Catalyst Development Corporation.
Other company and product names mentioned in this document are trademarks or registered trademarks
of their respective owners.
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1.8 How to Use Help
Starting Dictation Module Help
To start Help, perform the following steps.
Procedure A
1.
From Windows Start menu,
select [All Programs] - [Olympus DSS Player Pro] - [Dictation Module Help].
Dictation Module Help will launch.
Procedure B
1.
Start Dictation Module.
2.
Click [F1], or click [Contents] on the Help menu.
Searching with the Table of Contents
The Table of Contents tab groups topics by theme.
1.
Click [Table of Contents].
2.
Click
3.
Click
for the item that you are interested in.
.
The topic will be displayed on the right side of the screen.
Searching with Keyword
The Keyword tab provides an index system. It can be used to search the keyword list for a desired term,
or to look up a term by entering its first few letters. Terms are defined in this section.
1.
Click [Keyword].
2.
Enter the first few letters of the term that you are interested in.
3.
Select the desired term from the list and click [Display].
Related topics are displayed on the right side of the screen.
Searching
The Search tab searches for and displays topics that include the entered term. When doing this, it can also
identify related terms from across a broad range of Help documents. Displayed topics are listed in the
order of relevance.
1.
Click [Search].
2.
Type the desired term in the entry field and click [Search].
A list of related topics will be displayed in order of relevance
3.
Select a topic from the list and click [Display].
The topic will be displayed on the right side of the screen.
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2 Fundamentals of DSS Player Pro
This chapter describes the fundamentals of DSS Player Pro.
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2.1 Audio File Name and Author ID
Audio File Name
An audio file created with an Olympus recorder is automatically named with eight characters in the format
below. A file directly recorded with Dictation Module also follows the same naming process.
Author ID (leading four characters) + Job No. (a four-digit number beginning with 1)
Author ID
The Author ID, which is registered as part of the file name, represents the author of the file. The Dictation
Module can register up to ten Author IDs and transfer them to the recorder. If no Author ID is registered,
the log-on ID for Windows is used as the Author ID.
Job No.
The Job No. is automatically set when a recording is made. Each time an audio file is created, a new
number is provided for it. The Job No., which is an essential number for file management, cannot be reset
by the user. Removing batteries from or formatting the memory card of the recorder will not reset the Job
No.
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2.2 Process and Status
This section provides workflows where users create audio files, complete transcriptions, and delete audio
files with the DSS Player Pro R5 Stand-alone System and Workgroup System.
Sending an audio file via email or FTP to an external site where it is transcribed:
Sharing an audio file on the network and transcribing it:
DSS Player Pro R5 manages a workflow with the following combinations of processes and statuses.
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Process
[1]
Record
[2]
Send
[3]
Transcription
[4]
Voice
Recognition
[5]
Delete
Status
Audio File
Editing
Transcription/Voic
Location of Audio File
e Recognition
Running
Pending
OK
NO
NO
Complete
Waiting
Failed
Complete
Running
Pending
Complete
Waiting
OK
OK
OK
NO
NO
NO
NO
NO
OK
NO
NO
OK
OK
NO
NO
Running
Pending
Complete
Complete
NO
NO
NO
NO
OK
NO
NO
In the Recording
tray
In the Sending box
In the Sent tray
In the Voice
Recognition queue
The Recycle Box is
cleared
automatically after
a certain length of
time (Manual
deletion can also
be performed)
Operations after Deletion
With the Stand-alone System and Workgroup System, transcribed audio files are deleted and
"Process/Status" changes to "Delete/Complete".
By default, transcribed audio files are automatically moved to the Recycle Box and then deleted
permanently after a certain length of time. Files in the Recycle Box can be restored with the Restore
function, but once deleted permanently, they cannot be recovered. Make sure that the configuration
matches your requirements.
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2.3 How Folders Work
In Dictation Module, audio files and document files are managed in the Dictation tray and the Document
tray respectively. Files are managed in different folders based on which process is being performed.
Properties for each folder can be configured and centrally managed by an administrator.
There are two types of these folders: shortcut folders and virtual folders.
Shortcut folders appear to be actual folders, but are really only shortcuts pointing to specified folder paths.
The shortcuts are automatically created and managed by DSS Player Pro. Users cannot modify them.
Shortcut folders can be renamed, but the change is limited to the name only and does not affect the
shortcut path. When a shortcut folder represents a path in a local PC, t is displayed as
If the path is over the network, it is displayed as
(normal color).
(green).
A virtual folder does not represent a physical path. It serves as a container of multiple shortcuts and is
called "tray".
As for folders managed with Transcription Module, their current settings can be verified
and modified in the Folder Design dialog box.
2.3.1 Folder Descriptions
This section describes how each folder works.
Folder Name
Dictation Tray
Download Tray
FolderA~
FolderG
Custom Folder
Sub Folder
Inbox
Outbox
(
E-mail
Sent Items
FTP)
Description
This is a virtual folder, provided as a root folder, for managing audio files.
It serves as a management container and has no specific function.
These are shortcut folders used to download and manage audio files from
the recorder.
Audio files in the recorder folders are downloaded into the corresponding
Download folders. Each Download folder can be configured for a selected
path.
If an audio file has Pending status, it is not downloaded into the Download
folder. It is downloaded into the Recording folder.
This user-defined shortcut folder manages audio files. It is used as a
download destination folder and has functions similar to the Download
folders. Different custom folders can be specified for each Author ID.
This shortcut folder manages audio files in the process of recording
(Pending status). In Pending status, the Recording tray path can only be
a local PC folder. A network folder cannot be specified. Dropping an audio
file into the Recording tray switches its status to Pending. Regarding
downloads from the recorder, an audio file with Pending status is
automatically downloaded into the Recording tray.
This virtual folder is the first destination for audio files sent via email or
FTP.
Outbox consists of two separately managed virtual folders: E-mail and
FTP. Items distributed to Outbox are automatically sent when the
automatic sending option is selected. With the manual sending option
selected, they remain in this folder until the user manually sends them.
The sending method is configured with the option settings for email and
FTP.
If items in the E-mail or FTP folder are deleted, their sending operations
are canceled. However, since these are virtual items, their deletion does
not affect the actual audio files.
This shortcut folder manages items sent via email and FTP.
When an audio file has been sent, the item moves into the Sent Items
folder. Process/Status of the transferred audio file changes to
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Finished
Backup
Recycle Box
Document Tray
My Document
Send/Complete. Sent Items has the Clean attribute, which allows old
audio files to be cleaned up after a specified length of time after being
sent. Sent Items is a shortcut folder. Files in this folder can be moved to
other folders.
This shortcut folder manages audio files that have completed
transcription and voice recognition. This folder has the Clean attribute for
deleting transcribed files after a certain length of time for saving disk
space. It cleans up old audio files after a specified length of time. The
automatic collection option for a workflow is configured to automatically
move the audio files that have completed transcription or voice
recognition into this folder.
This shortcut folder backs up audio files when downloaded or imported. If
a downloaded or imported audio file is lost, it can be restored from the
Backup folder. Since repeated backups can consume too much disk
space, the folder has the Clean attribute for deletion of old backup files.
This shortcut folder temporarily stores old or unnecessary audio files. Its
function is similar to that of Recycle Bin in Windows. Deleting audio files
in this folder eliminates them permanently and makes their restoration
impossible. With the General option for a workflow, you can select
whether the audio files in folders are deleted permanently or moved to
the Recycle Box folder. Audio files in the Recycle Box folder can be
restored to their original location with the Restore command. This folder
has the Clean attribute so that old audio files can be automatically
deleted.
This virtual folder manages document files. Registered document files can
be managed in the My Document folder with their extensions registered
using an attribute of the folder. Since this is a virtual folder, document
files cannot be dropped into it.
This shortcut folder manages document files. A document file received via
email or FTP is stored in this folder. An existing document file from the
outside can also be dropped into this folder. A document file in this folder
can easily be associated with an audio file. Double-clicking an audio file
associated with a document file opens the document file.
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2.3.2 Folder Functions
This section describes each folder’s capabilities and limitations.
Folder Name
Dictation Tray
Download Tray
FolderA~
FolderG
Custom Folder
Sub Folder
Recording Folder
Outbox
(
E-mail
FTP)
Sent Items
Finished
Backup
Recycle Box
Document Tray
My Document
Renaming
Subfolder
Creation
Adding
Encryption
Attribute
Adding
Ownership
Attribute
File
Dropping
NO
NO
NO
NO
NO
OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
NO
OK
NO
NO
OK
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
NO
OK with
moving only
*
OK with
moving only
*
NO
OK with
moving only
*
NO
OK
NO
NO
NO
OK
* : Files can be removed from the folder, but cannot be dropped into the folder from the outside.
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2.4 Worktypes and Option Items
Worktypes and Option Items are IDs, like an Author ID, used to classify recorded files.
A Worktype is defined as a string, including a department name or the category name of a recorded file.
Option Items are used to further embed detailed information in a Worktype.
Each recorded file is assigned a pre-defined Worktype.
For example, with a Worktype associated with a document file template, the template can be opened and
a document is automatically created in the appropriate format before audio file transcription begins.
DSS Player Pro can register up to ten Worktypes. Each Worktype can have up to ten Option Items
registered.
The following diagram shows the relationship between Worktypes and Option Items. In this diagram, a
Worktype FAX is associated with two Option Items labeled "TO" and "TITLE".
An Option Item consists of input data and its label. Once a label has been registered, its value can be
entered. An Option Item is usually input with a barcode.
Whether to input multiple labels at once with a single barcode scanning or to input them
separately with a series of barcode scannings can be configured in the Worktype
Property dialog box.
→ [Workflow] - Worktype
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2.5 DirectRecord
DirectRecord is for recording directly onto the hard disk drive of a PC using a connected recorder or
DirectRec as a microphone.
In DirectRecord, the recording state is managed in two statuses, Pending and Complete, both of which are
required to finish a recording.
An audio file with Pending status is saved in the Recording folder, where it can be selected and edited to
resume recording. Since the files stored in the Recording folder are in the local PC, a Transcriptionist
cannot open them.
An audio file with Complete status can always be transcribed. Once a transcription has begun, it cannot
be edited. An audio file with Complete status can be edited until transcription begins.
Creating an Audio File
Editing an Audio File
DirectRecord settings are configured with the option settings. ⇒[Workflow] -DirectRecording
The following settings can be configured:
•
•
•
•
•
•
•
Recording format
File naming rule for a new dictation
Job data settings
Voice comment settings
Start window changes
REV button settings
VCVA function settings
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2.6 Ownership Attributes
Transcription Module is initially configured to automatically move a transcribed audio file to the Finished
folder in the module. This clarifies how many audio files remain for transcription. However, once an audio
file has been moved to the Finished folder in Transcription Module, it is invisible to Dictation Module and
may be inconvenient for the author. For this reason, the folder has an attribute, based on an author's
privilege, to prevent an audio file from moving to the Finished folder in Transcription Module after
transcription. This attribute is called the Ownership attribute. The Ownership attribute simply prevents an
audio file from moving to the Finished folder in Transcription Module when transcription is completed. A
Transcriptionist or author can then move the transcribed file to another folder.
→[Folder Design]-Ownership
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2.7 Local Mode and Network Mode
A shortcut folder can be modified for any path.
When a shortcut folder represents a path in a local PC, it is displayed as
(normal color). If the path is
over the network, it is displayed as
(green).
With access to the network, files in a shortcut folder assigned a path over the network can be listed. Such
a configuration is called the network mode.
If the download destination is a folder on the network, when a server crashes or no network access is
available, audio and document files cannot be downloaded.
To avoid this inconvenience, if assigned a network path and that path is inaccessible, the destination
folder is automatically switched to a local path, allowing file downloading. This is called the local mode.
If a file was downloaded in the local mode, and the system switches back to the network mode, the folders
for the network and local modes are both displayed and the file downloaded in the local mode is
automatically moved to the folder for the network mode.
A file temporarily placed in the local mode can be identified by its icon. The icon changes back to normal
when the file moves to the network mode.
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2.8 Clean
Clean is a folder attribute that deletes files. Old files can be deleted through one of two methods: by
directly deleting them, or by moving them to the Recycle Box and then deleting them with the Recycle Box
delete option.
Folders with the Clean attribute are listed below. These folders may contain transcribed audio files. They
have the Clean attribute to clean up old audio files.
Folders that can be cleaned:
Folder
Dictation Module
Transcription Module
Yes
No
Yes
No
Sent Items
Yes
---
Finished
Yes
Yes
Forwarded
--Unsupported function
Yes... Cleanable
No... Uncleanable
---
Yes
Download Tray
FolderA~
FolderG
Custom Folder
Sub Folder
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2.9 Voice Comments
There are two types of voice comments recorded by an Author with DSS Player Pro R5: instruction
comments and verbal comments.
Instruction Comments
Instruction comments can be created only with Direct Record and cannot be composed when making a
recording with a stand-alone recorder. Instruction comments are maintained as files separate from an
audio file and provide a transcriptionist with overall instruction. A
are Instrction comments.
mark in
column indicates there
Verbal Comments
Verbal comments are voice comments embedded into an audio file. Verbal comments can be recorded
with supported recorders. Unlike instruction comments, verbal comments are provided for transcription
of audio data immediately following the commentary. For this purpose, verbal comments can be
recorded at any position in an audio file.
Instruction comments and verbal comments cannot have index marks inserted.
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2.10 Storage Mode and Composite Mode
Olympus recorders implement some or all of three standard USB classes of storage, audio, and HID. To
provide stable operations, based on their applications, they switch between the following two modes:
Storage mode, which enables storage class only; and Composite mode, which provides a composite
device with audio and HID classes (for DS-5000, a composite device with storage, audio, and HID classes).
When downloading an audio file, the recorder is switched to Storage mode. When using Direct Record, it
is in Composite mode. DSS Player Pro automatically switches the recorder to Composite mode when the
Recording screen opens. When DSS Player Pro returns to the Main screen after a recording is completed,
the recorder is automatically switched back to Storage mode. Storage and Composite modes can also be
switched manually.
Unlike other models, a DS-5000 in Composite mode serves as a composite device with the three classes.
A DS-5000 in Composite mode does not require mode switching when downloading an audio file or
performing Direct Record.
Recorder
Storage Mode
Composite Mode
S-5000
torage
torage + Audio + HID
S-4000
torage
udio + HID
S-3300
torage
udio + HID
S-2300
torage
udio + HID
S-50/40/30
torage
udio + HID
S-20/2
torage
udio + HID
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2.11 Backing Up
The backup setting of a folder enables an audio file dropped into that folder to be automatically backed up
to another specified folder.
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3 Basic Operations
This chapter describes the basic operations of Dictation Module.
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3.1 Starting and Exiting Dictation Module
To start and exit Transcription Module, perform the following procedures:.
Starting
Auto-starting
Exiting
Dictation Module and Transcription Module cannot be started simultaneously on the
same PC.
An option exists to prevent automatic starting.
⇒[Workflow] - DirectRecording - Start option
Starting
To start Dictation Module, perform the following steps.
Procedure A
1.
From the Windows [Start] menu,
select [All Programs] - [Olympus DSS Player Pro] - [Dictation Module].
Dictation Module will start and the Main screen will appear.
Procedure B
1.
Double-click a DSS or DSS Pro file through a tool such as Explorer.
Dictation Module will start and the Playback Control screen will appear.
Auto-starting
Procedure
1.
Connect a supported device to a USB port on the PC.
Dictation Module will automatically start and the Main or Playback Control screen will
appear.
Exiting
If on the Playback Control or Recording screen, return to the Main screen and then exit Dictation Module.
Procedure
1.
Click [Exit] on the File menu on the Main screen.
Or click
in the upper right corner of the Main screen.
Dictation Module will close.
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3.2 Downloading an Audio File
Downloading refers to copying a file from a device and transferring it to Dictation Module. To download a
file, follow the procedures described below. Downloaded files are stored in the Download tray.
Download settings are configured in the Workflow dialog box.
→[Workflow] - Download
3.2.1 Downloading All Files
To download all files from a device, perform the following steps.
When using a model with the Music folder, executing [Download All] cannot download
files into the Music folder.
For support for each device model, refer to Functional Support of Recorders.
Procedure
1.
Connect a supported device to a USB port on the PC.
2.
Switch on the device.
The Main screen will automatically launch.
The Device window will display the model of the recorder and file information.
When connecting or disconnecting the device while the Main screen is open, device
information will be updated in the Device window.
3.
Verify that the device is in Storage mode.
If it is in Audio mode, select [Switches to the Storage mode] on the Device menu.
4.
Click
in the Device Tree view .
Or select the device and click [Download All] on the Context menu.
Or click [Download All] on the Device menu.
If multiple devices are connected, the Device Selection dialog box will appear.
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5.
Select the device and click [OK].
All files in every folder in the device are downloaded (copied) into the corresponding folders
A-G in the Download tray.
The file name format is "Recorder user ID (leading four characters) + four-digit number".
・ The files in the device can be deleted at the same time they are downloaded.
→[Workflow] - Download
・ Downloading can be automatically started when the device is detected.
→[Folder Design] - Auto Download
3.2.2 Downloading Files into a Specified Folder
To download all files into a specified folder at once, perform the following steps.
For support for each device model, refer to Functional Support of Recorders.
Procedure
1.
Connect a supported device to a USB port on the PC.
2.
Switch on the device.
The Main screen will automatically launch.
3.
Right-click the device and select [Download Folder] on the Context menu.
Or click [Download Folder A (or B-G)] on the Device menu.
If multiple devices are connected, the Device Selection dialog box will appear.
4.
Select the device and click [OK].
Files in a specified folder are downloaded into the corresponding folder in the Download tray.
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3.2.3 Downloading Specified Files
To download one or more specified files, perform the following steps.
For support for each device model, refer to Functional Support of Recorders.
Procedure
1.
Connect a supported device to a USB port on the PC.
2.
Switch on the device.
The Main screen will automatically launch.
3.
Select a folder from the Device Tree view .
Files in the folder will be listed in the Content List view.
4.
Select one or more files from the Content List view to be downloaded.
5.
Click [Download Selected File] on the Device menu.
The selected files are downloaded into the corresponding folder (for example, folder A to
folder A) in the Download tray in the Audio Tree view. If the device has no folder, the files are
downloaded into folder A.
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3.3 Importing a File
Importing is for capturing an external audio file not managed by Dictation Module so that Dictation
Module can manage it.
Supported audio file formats are listed below. These files can also be dragged and dropped with a tool
such as Explorer.
Audio File
Encrypted File
DS2 (DSS Pro), DSS, WMA, WAV, MP3
DS2 (DSS Pro), $DSS, $WMA, $WAV, $MP3
Specifying a file with a format other than the ones above causes a warning message to appear. However,
if a codec that can work with Microsoft® DirectShow® Filter has been installed, audio files with other
formats can also be imported. Once a file format has been imported, it can be re-captured by dragging
and dropping it every subsequent time.
Procedure
1.
Click
on the tool bar.
Or click [Import Dictation] on the File menu.
The Import File dialog box will appear.
2.
Select a folder in the File Location field for the file import destination.
Set the import destination folder with [Change].
Checking the delete option in the Options box enables the original file to be deleted
after importing.
3.
Select a file from the list and click [Open].
The specified file will be copied or moved to the selected folder.
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3.4 Copying or Moving an Audio File
To copy or move an audio file, perform the procedures described below.
3.4.1 Copying a File in the Audio Tree View
To copy a file in the Audio Tree view, perform the following steps.
Procedure
1.
Select a file in the Content List view.
Clicking [Select All] on the Edit menu selects all files in the List View.
2.
Click
on the tool bar.
Or click [Copy to Folder] on the Edit menu.
The Copy to Folder dialog box will appear.
3.
Select a destination folder and click [OK].
The selected file will be copied to the specified folder.
3.4.2 Moving a File in the Audio Tree View
To move a file in the Audio Tree view, perform the following steps.
Procedure
1.
Select a file in the Content List view.
Clicking [Select All] on the Edit menu selects all files in the List View.
2.
Click
on the tool bar.
Or click [Move to Folder] on the Edit menu.
The Move to Folder dialog box will appear.
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3.
Select a destination folder and click [OK].
The selected file will be moved to the specified folder.
3.4.3 Copying a File to a Specified Location
To copy a file to a specified location, perform the following steps.
Procedure
1.
Select a file in the Content List view.
Clicking [Select All] on the Edit menu selects all files in the Content List view.
2.
Click
on the tool bar.
Or click [Copy] on the Edit menu.
The specified file will be copied to the clipboard.
3.
Select a destination folder in the Audio File window or specify a folder with a tool
such as Explorer.
4.
Click
on the tool bar.
Or click [Paste] on the Edit menu.
The file will be pasted into the specified folder.
3.4.4 Uploading an Audio File to the Device
Uploading is copying a file in the Content List view and transferring it to a connected device.
File types not supported by the device cannot be uploaded.
Procedure
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1.
Select an audio file in the Content List view and click
on the tool bar.
Or click [Upload Selected Files] on the Device menu.
The Upload dialog box will appear.
2.
Select a destination folder and click [OK].
The selected file will be copied to the specified folder.
3.4.5 Exporting a File
This function can export audio and management files to external media.
Management files are associated with audio files and contain important information on dictations.
For support for export file formats of each device model, refer to Functional Support of
Recorders.
Procedure
1.
Select a file in the Content List view.
Clicking [Select All] on the Edit menu selects all files in the List View.
2.
Click
on the tool bar.
Or click [Export Dictation] on the File menu.
The Browse for Folder dialog box will appear.
3.
Select a destination folder and click [OK].
The selected audio and management files will be exported to the specified folder.
The export function only supports copying to an external location. Specifying a path
managed by DSS Player Pro results in an error.
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3.5 Playing an Audio File
This section describes how to play an audio file.
・ Clicking [Switch to Playback Control Window] on the View menu hides the Main screen
and launches the Playback Control screen.
・ Clicking a DSS file with a tool such as Explorer directly launches the Playback Control
screen and starts playing the file.
3.5.1 Starting and Stopping a Playback
Operations such as playback, stop, fast-forwarding, and rewinding are available like on a typical tape
recorder.
The Playback Control bar on the Main screen and Playback Control screen offer the same operations
during playback.
Procedure
1.
Double-click a file to play from the Content List view.
Or click [Play] on the Context menu.
Or select the file and click
.
Or select the file and click [Play/Stop] on the Play menu.
Playback of the file will begin. The Position control (▽) indicates the current playback
position.
3.
Click
shows the total length of time in white and the current position in blue.
during playback.
Or click [Play/Stop] on the Play menu.
Playback of the file will stop.
・ Clicking [Switch to Playback Control Window] on the View menu displays the Playback
Control screen.
・ Clicking
again after stopping playback restarts playing from a previous
position set by a length of time specified with Auto backspace on the Playback
Control.
3.5.2 Shifting the Playback Position
This section describes how to play a file from a specified position.
Moving to a Desired Position
Skipping to an Index-marked or Verbal -commented Position
Moving the Position Control with the Keyboard
Moving to a Desired Position
Procedure
1.
Click on a desired position on the Play bar or drag the Position control there.
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The Position control will move to the specified position.
Skipping to an Index-marked or Verbal-commented Position
On the Play bar, a red mark (
verbal comment.
) represents an index mark and a light blue bar represents a
Procedure A
1.
Click
or
.
Or click [Next Index Mark/Verbal Comment] on the Play menu.
The Position control will move to an index mark or the edge of a verbal comment before or
after the current position.
Procedure B
1.
Click
on the tool bar.
Or click [View All Index Mark] on the Play menu.
The [View All Index Marks] dialog box will appear.
2.
Select an index mark and click [Skip].
Moving the Position Control with the Keyboard
If the Play bar is focused on (surrounded by a dotted line), the Position control can be moved with the
keyboard.
Keyboard Operations
Position Control Behavior
Moves to the left
Moves to the right
Home
End
Moves to the beginning of a file
Moves to the end of a file
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3.5.3 Adjusting Playback Conditions
DSS Player can provide better sound quality of recorded sound. Functions can be selected from the
Playback Control bar on the Main screen or from the Playback Control screen.
Depending on administrative settings, some menus will be hidden.
Adjusting Volume
Adjusting Speed
Suppressing Noise
Adjusting Tone
Switching Channels
Adjusting Volume
This function is used to adjust the playback volume.
Procedure
1.
Drag the slider on the Volume Adjustment control.
Or click [Up] or [Down] of Volume on the Play menu.
The playback volume will adjust.
Adjusting Speed
Playback speed adjustment allows for slow playback of demanding sound parts and fast playback for
easier parts.
Procedure
1.
Click
or
or drag the slider on the Speed Adjustment control.
Or click [Up] or [Down] of Speed on the Play menu.
The playback speed can be adjusted to nine levels between 50% and 200% without
changing the voice pitch (sound pitch).
When the playback speed of a stereo-recorded file is set to other than 100%, the audio
output is monaural.
Suppressing Noise
Noise cancellation is useful for easier listening of noisy recordings.
Procedure
1.
Click
or
or drag the slider on the Noise Cancellation control.
Or click [OFF] , [1], [2], or [3] of Noise Cancellation on the Play menu.
The noise cancellation effect can be adjusted to the following four levels: OFF, 1, 2, and 3.
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In some recording environments, noise cancellation may not work effectively. In certain
noise cancellation levels (1-3), the volume level may be too low or the sound quality
may change.
Adjusting Tone
An emphasis is placed on the low pitch side when shifting to the B side and on the high pitch side when
shifting to the T side. In general, shifting to the T side provides better sound quality.
Procedure
1.
Click
or
or drag the slider on the Tone Adjustment control.
Or click [Up] or [Down] of Tone on the Play menu.
The tone can be adjusted in increments of 1% from 100% on the B side to 100% on the T
side.
Switching Channels
Channel switching may deliver better sound quality.
Procedure
1.
Select a channel with [Channel] on the Play menu.
Playback sound will be modified.
Item
Stereo
Monaural
Left
Right
Description
Plays as stereophonic sound.
Plays as monophonic sound.
Plays only the left side track of stereophonic
sound.
Plays only the right side track of stereophonic
sound.
Channel switching is disabled for monaurally recorded sound.
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3.5.4 Intro-Scanning
This function sequentially plays only the first five seconds of the files displayed or selected in the Content
List view. When all the files have been intro-scanned, a beeping sound is produced. A file with a recording
time of less than five seconds is played through before the next file is played. A file being played back is
highlighted in the Content List view.
Procedure
1.
Click
on the tool bar on the Main screen.
Or click [Intro Scan] on the Play menu.
Files displayed in the Content List view will be intro-scanned sequentially from a selected file.
If no file is selected, intro-scanning will begin with the first file on the list.
2.
Click
.
Or click [STOP] on the Play menu.
Intro-scanning will stop.
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3.6 Creating an Audio File
This section describes how to create and edit an audio file.
3.6.1 Making a New Recording
This function can be used to perform DirectRecord (create a new file) on the Recording screen using a
digital voice recorder or DirectRec as a microphone.
The volume, status, and user ID of recorded sound are displayed on the status bar
during recording.
The recording quality should be configured in advance.
→ [Workflow] -DirectRecording
Procedure
1.
Connect Directrec or a supported digital voice recorder to a USB port on the PC.
2.
Click
on the tool bar.
Or click [New Dictation] on the File menu.
The Recording screen will open.
When creating a new file, the folder name is "Recording folder", and the file name
format is "the leading four characters of user ID + four-digit sequential number
+ .DSS".
3.
Select the Microphone Sensitivity.
Select Conference mode
or Dictation mode
.
When using models other than DS-5000 and DirectRec, Microphone Sensitivity cannot
be selected on the Recording screen. WIth these models, the microphone input level is
set via [Property of Sound and Audio Device] on the Control Panel of the OS.
4.
Click
.
Recording will begin. It can be operated via DirectRec, used as a microphone, or via the
buttons on the digital voice recorder.
is the button for recording verbal comments. Use
→ Recording a Verbal Comment
5.
Click
.
Recording will stop.
6.
Exit the Recording screen.
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for normal recording.
3.6.2 Adding a Recording to a File
This function adds a recording to an existing file. When repeatedly starting and stopping recordings, each
recorded segment will be appended to the file to create a single continuous recording.
Starting recording after shifting the Position control to a previously-recorded position results in either an
overwrite recording or an insert recording.
Additionally recorded files are saved in the Dictation tray.
Procedure
1.
Connect Directrec or a supported digital voice recorder to a USB port on the PC.
2.
Right-click the file to be configured and select [Edit Dictation] on the Context
menu.
Or select the file and click
on the tool bar.
Or select the file and click [Edit Dictation] on the File menu.
The Recording screen will open.
3.
Move the Position control to the intended recording position.
4.
Select the recording mode.
Select
5.
for insert recordings and select
for overwrite recordings.
Select the Microphone Sensitivity.
Select Conference mode
or Dictation mode
6.
Click
to start recording.
7.
Click
.
.
Recording will stop.
8.
Exit the Recording screen.
3.6.3 Partially Deleting a File
To partially delete a recorded file, perform the following steps. Partially deleted files are saved in the
Dictation tray.
Procedure
1.
On the Recording screen, move the Position control to the desired deletion starting
point and click
Clicking
2.
.
again unlocks the starting point.
Move the Position control to the desired deletion end point and click
The Confirmation dialog box for deletion will appear.
3.
Click [OK].
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.
The specified range will be deleted.
4.
Exit the Recording screen.
3.6.4 Inserting an Index Mark
An index mark can be inserted and deleted on the Main screen or Recording screen.
Index marks cannot be inserted into instruction comments.
Inserting an Index Mark
To insert an index mark, perform the following steps.
Procedure
1.
Select a file in the Content List view.
The file will be displayed on the Playback Control bar.
2.
Move the Position control and click
on the tool bar.
Or click [Insert Index Mark] on the Play menu.
An index mark will be inserted at the Position control location.
The maximum number of settable index marks is 16 for a DSS file and 32 for a DSS Pro
file.
Deleting an Index Mark
To delete an index mark, perform the following steps.
Procedure A
1.
Move the Position control to the index mark to be deleted by clicking
or
.
2.
Click
on the tool bar.
Or click [Delete Index Mark] on the Play menu.
The index mark will be deleted.
Procedure B
1.
Click [View All Index Marks] on the Play menu.
The [View All Index Marks] dialog box will appear. Index marks are displayed in the format
of HH.MM.SS.
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2.
Select an index mark and click [Delete].
The index mark will be deleted. Multiple index marks can be deleted at once.
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3.6.5 Exiting the Recording Screen
To finish recording operations, perform the following steps.
Procedure
1.
On the Recording screen, click [Finished] after recording and editing a file.
The Dictation Finished dialog box will appear. Clicking [Pending] finishes recording
operations in the Pending status of recording.
Items
Filename
Folder to Save
Send the Dictation
New Dictation
2.
Description
Enter the file name.
From the list, select the name of the
folder in which the file is to be
saved.
If the folder for saving is configured
with the automatic E-mail / FTP
sending option, select whether or
not to send the file.
Select whether or not to start
creating another audio file after
pressing [OK].
Click [OK].
The file will be saved with Complete status.
The original file will remain in the original folder. If a deletion is unsatisfactory, access
and edit the original file again.
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3.7 Editing an Audio File
DSS files, DSS Pro files, or WMA files recorded with an Olympus recorder can be edited.
Edited files are always saved as new files.
MP3, WAV, and general WMA files cannot be edited.
The following functions are available.
3.7.1 Converting the File Format
This function converts an audio file in the Content List view into a specified file format. With multiple files
selected, it converts all of the files into the specified format.
With "Format Conversion" enabled in the folder property settings, files in the folder are
automatically converted into the specified format according to the settings.
→ [Option] - Actions - Format Conversion
Procedure
1.
Right-click an audio file in the Content List view, and click [Convert Dictation
Setting] on the context menu.
Or select the file and click
on the tool bar.
Or click [Convert Dictation] on the File menu.
The Convert Dictation Setting dialog box will appear.
2.
Select a format and attributes and click [Convert].
The resulting file will be saved in the same folder. Select whether or not to delete the
original file after conversion.
The file will be converted to and saved as a file with another format, and the original file will
be deleted based on the folder property settings.
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Format and Attributes of the Resulting File
The following tables list the formats and attributes that can be assigned to the resulting file in the Convert
Dictation dialog box.
Format
WAV
Format
DSS
DSS Pro
Codec
Sampling
Frequency
PCM
PCM
PCM
PCM
PCM
PCM
PCM
PCM
PCM
PCM
PCM
PCM
44.10kHz
44.10kHz
32.00kHz
32.00kHz
16.00kHz
16.00kHz
12.00kHz
12.00kHz
11.025kHz
11.025kHz
8.00kHz
8.00kHz
Codec
Bit Rate
DSS
DSS
DSS
DSS
DSS
6.3kbps
13.7kbps
6.3kbps
13.7kbps
28kbps
Attributes
Quantization Bit
Rate
16bit
16bit
16bit
16bit
16bit
16bit
16bit
16bit
16bit
16bit
16bit
16bit
Attributes
Sampling
Frequency
8kHz
12kHz
8kHz
12kHz
16kHz
Channel
(Recording Mode)
stereo
mono
stereo
mono
stereo
mono
stereo
mono
stereo
mono
stereo
mono
Channel
(Recording Mode)
mono (LP)
mono (SP)
mono (LP)
mono (SP)
mono (QP)
Attributes
Format
WMA
Codec
Bit Rate
Sampling
Frequency
WMA
WMA
WMA
WMA
WMA
WMA
WMA
WMA
8kbps
16kbps
32kbps
48kbps
12kbps
32kbps
64kbps
128kbps
8.00kHz
22.05kHz
44.10kHz
44.10kHz
8.00kHz
22.05kHz
44.10kHz
44.10kHz
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Channel
Constant/Variable
Bit Rate
mono CBR
mono CBR
mono CBR
mono CBR
stereo CBR
stereo CBR
stereo CBR
stereo CBR
3.7.2 Splitting an Audio File into Two Files
With this function, a DSS file in the Content List view can be split into and saved as two files.
DSS, DSS Pro, WAV, and WMA files can be split. The format and attributes of the original file will be
preserved in the resulting two files.
Procedure
1.
Select a file in the Content List view and click
on the tool bar.
Or click [Split] on the File menu.
The Split File dialog box will appear.
Items
Input file name
First half
Last half
Split position
Display for 20
seconds
2.
Description
The name and time length of the file
to be split are displayed.
Type in a name for the first half of the
resulting file.
Type in a name for the last half of the
resulting file.
With the slider, specify the point of
separation in the original file.
With these buttons, playback of the
file can be started, stopped, and
verified.
Checking this option zooms in on a
20-second range centered on the
slider, allowing for fine-tuning at the
point of separation.
Type in the names of the two resulting files that will represent the first and last
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halves of the original file respectively.
3.
Specify the split position with the slider.
4.
Click [Split].
The file will be split at the Position control point and the first and last halves will be saved
with their specified names in the original folder.
The default naming format of the two resulting files is "the original file name + _A or _B +
extension". The original file will remain intact.
・ File status after splitting is "Recording Finished".
・ If a file to be split has instruction comments, the comments are attached to each of
the two resulting files.
3.7.3 Joining Multiple Audio Files into One
Multiple files selected in the Content List view can be joined into and saved as a single file in the same
folder.
DSS, DSS Pro, WAV, and WMA files can be joined. Note that only files with the same format can be joined.
Procedure
1.
Select the files to be joined in the Content List view and click
on the tool bar.
Or click [Joint] on the File menu.
The Join Files dialog box will appear.
With
and
, playback of the files can be started, stopped, and verified.
2.
Specify the sequence of the files to be joined using [Up] and [Down].
3.
Type in the desired name of the resulting combined file in the “Output file name”
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field.
4.
Click [Join].
The joined file with the specified file name will be saved in the same folder.
The default naming format of a joined file is "the original file name + _C + extension". The
original files will remain intact.
Joining two split files again may result in noise at the point of joining.
・ File status after joining is "Recording Finished".
・ If the files to be joined each have instruction comments, the joined file will contain all
of the instruction comments combined.
3.7.4 Recording a Verbal Comment
Verbal comments are recorded at any position in an audio file based on the need for instructions. A
Transcriptionist will transcribe an audio file according to the verbal comments recorded in the file. They
can be recorded with DSS Player Pro as well as with supported recorders.
With a recorder, they can be recorded only while the verbal comment recording button is being pressed
during audio file recording. With Dictation Module, whenever the verbal comment recording button is
being pressed, a verbal comment can be recorded, even when an audio file is not being recorded.
Verbal comments cannot have index marks inserted.
Verbal comments are displayed in light blue on the Play bar. They can be recorded as insert recordings or
overwrite recordings.
To delete a verbal comment, use the partial deletion function for a recorded file.
→ Partially Deleting a File
Verbal comment recording can be disabled.
→ [Workflow] - DirectRecording - Voice comment
Procedure
1.
On the Recording screen, move the Position control to a point for verbal comment
insertion.
2.
Select the recording mode.
Select
3.
for insert recordings and select
for overwrite recordings.
Select the Microphone Sensitivity.
Select Conference mode
or Dictation mode
.
When using models other than DS-5000 and DirectRec, Microphone Sensitivity cannot
be selected on the Recording screen. WIth these models, the microphone input level is
set via [Property of Sound and Audio Device] on the Control Panel of the OS.
4.
Verbal comments can only be recorded while pressing
.
During the recording of an audio file, a verbal comment can still be recorded while
pressing the button. Releasing the button allows normal recording to resume.
Verbal comments are displayed in light blue. With
or
, the Position control can
be moved to an index mark or to the edge of a verbal comment before or after the current
position.
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5.
Exit the Recording screen.
3.7.5 Recording an Instruction Comment
An instruction comment can be created only with DirectRecord and cannot be prepared when making a
recording with a standalone recorder. An instruction comment is maintained as a file separate from an
audio file and provides the Transcriptionist with instruction. A
Instrction comments.
mark in
column indicates there are
Instruction comment recording can be disabled.
→ [Workflow] - DirectRecording - Voice comment
Attaching an Instruction Comment
Procedure
1.
Click
on the Recording screen.
The Play bar will be surrounded by an orange line.
2.
Select the Microphone Sensitivity.
Select Conference mode
or Dictation mode
.
When using models other than DS-5000 and DirectRec, Microphone Sensitivity cannot
be selected on the Recording screen. WIth these models, the microphone input level is
set via [Property of Sound and Audio Device] on the Control Panel of the OS.
3.
Click
4.
Click
5.
Exit the Recording screen.
to start recording an instruction comment.
to stop recording.
Deleting an Instruction Comment
To delete an instruction comment, perform the following steps.
Procedure
1.
Click
on the tool bar on the Recording screen.
The instruction comment will be deleted.
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3.7.6 Changing the Status of an Audio File
This function changes the status of the currently selected audio file.
Procedure
1.
Select a file in the Content List view and click
Or click [Change Status] on the File menu.
The Change Status dialog box will appear.
2.
Select the status and click [OK].
The status of the selected file will change.
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on the tool bar.
3.8 Sending an Audio File via E-mail
The E-mailing function offers manual transmission via the menu and automatic transmisson with periodic
confirmation.
To send a file via email, an email profile needs to be configured in advance.
→ [E-mail / FTP] - E-mail
The following two methods are available to send a file via email.
3.8.1 Automatic Transmission via E-mail
With a folder configured to automatically send files via email, the files in the folder are saved in Outbox
and automatically sent to a pre-determined destination at specified intervals.
To automatically send an email, the folder needs to be pre-configured for automatic
sending.
→[Folder Design] - Actions
Automatically Switching E-mail Profiles
When configuring automatic transmission, it is beneficial to set an alternative profile at the same time so
that if an email cannot be automatically sent with the “Auto Send via E-mail” setting, the property
switches and the email can then be automatically sent with the “Auto Send via E-mail (Alternative)”
setting.
3.8.2 Manual Transmission via e-mail
To specify and send a file via email, perform the following steps.
・ To send a file via email, an email profile needs to be configured in advance.
→ [E-mail / FTP] - E-mail
・ For information on how to register an address, refer to Registering an E-mail Address.
Procedure
1.
Select a file.
2.
Click
on the tool bar, and select a mail profile to be used.
Or select a mail profile with [Send Via E-mail] on the Tool menu.
The Send E-Mail Destination dialog box will appear.
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3.
Click [To], [CC], and/or [BCC].
The POP/SMTP Address dialog box will appear.
With the [New Contact] button, a new address can be registered.
→ Registering an E-mail Address
4.
Select addresses from the Address Book and click [To:->], [CC:->], and/or
[BCC:->].
5.
After completing configuration, click [OK].
The selected addresses will be displayed in the Send E-Mail Destination dialog box.
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6.
Type in the subject.
7.
Click [Send].
The email will be saved in the Outbox folder.
8.
Select the files configured for sending in the Content List view and click
Information view.
in the
The Information view will display the Mail Entry area.
9.
Type in message text for the mail.
10. Select [Send] or [Send and Receive] from [Send and Receive] on the Tool menu.
The emails in the Outbox folder will be sent.
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3.8.3 Registering an E-mail Address
To register an email address, perform the following steps.
Procedure
1.
Click [New Contact] in the POP/SMTP Address dialog box.
The New Contact dialog box will appear.
2.
Type in a contact name and its email address in the “Display Name” and “E-Mail
Address” fields respectively, and then click [OK].
The address will be registered in the POP/SMTP Address dialog box.
Selecting the registered address and clicking [Properties] enables editing of the address.
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3.9 Sending an Audio File via FTP
The FTP sending function offers manual transmission via the menu and automatic transmission with
periodic confirmation.
To send an audio file via FTP, perform the following steps. Automatic and manual transmission are
available.
To send a file via FTP, an FTP profile needs to be configured in advance.
→ [E-mail / FTP] - FTP
3.9.1 Automatic Transmission via FTP
With a folder configured for automatic FTP transmission, files in the folder are automatically sent to a
pre-determined destination at regular intervals.
To automatically send a file via FTP, the folder needs to be pre-configured for automatic
FTP transmission.
→[Folder Design] - Actions
Automatically Switching FTP Profiles
When configuring automatic transmission, it is beneficial to set an alternative profile at the
same time so that if a file cannot be automatically sent via FTP with the “Auto Send via FTP”
setting, the property switches and the file can then be automatically sent via FTP with the “Auto
Send via FTP (Alternative)” setting.
→ Folder Properties
3.9.2 Manual Transmission via FTP
To manually send a file via FTP, perform the following steps.
To send a file via FTP, an FTP profile needs to be configured in advance.
→ [E-mail / FTP] - FTP
Procedure
1.
Select a file.
2.
Click
on the tool bar.
The Set FTP Destination dialog box will appear.
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3.
Click [To].
The FTP Profiles dialog box will appear.
4.
Select an FTP profile and click [Select].
The FTP address will be displayed in the Set FTP Destination dialog box.
5.
Select whether or not to enable automatic FTP sending and whether or not to
display the Check dialog box when doing so.
6.
Click [Send].
The file will be stored in the Outbox folder. With automatic FTP transmission, files will be sent
based on the settings configured in the option settings.
7.
Select [Send] or [Send and Receive] from [Send and Receive] on the Tool menu.
The files in the Outbox folder are sent.
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3.10 Managing Document Files
Document files are managed in the Document folder. They can easily be registered by dragging and
dropping them with a tool such as Explorer.
Files with ".txt" or ".doc" extensions are treated as related document files by default.
Only configured document files are displayed in the Content List view. To display document files with other
extensions, the document types need to be configured.
3.10.1 Adding a Managed Document File Type
To add a new type of document file, perform the following steps. The following is an example of adding a
document file with the ".WRI" extension to the Document tray.
Procedure
1.
Click [Option] on the Tool menu.
The Folder Design dialog box will appear.
2.
Click [Document Tray] in the Folder Tree.
3.
Select [Support Document Type] from the Folder Property and click
.
The Support Document Type dialog box will appear.
4.
Type in the extension to be added and click [Add].
Files with the added extension (XXX.WRI) will be displayed in the Document tray.
3.10.2 Associating a Document File with an Audio File
To associate a document file with an audio file, perform the following steps.
Procedure A
1.
Drag and drop a document file from the Information view onto an audio file in the
Content List view.
The document file will be associated with the audio file.
The icon and file name of the associated document file will be displayed in the Document
column of the Content List view. Selecting an audio file in the Content List view highlights the
associated document file.
Procedure B
1.
Select an audio file in the Content List view and click [Associate with Document]
on the File menu.
The File dialog box will appear with My Document as the current folder.
2.
Select a document file and click [OK].
The icon and file name of the associated document file will be displayed in the Document
column of the Content List view. Selecting an audio file in the Content List view highlights the
associated document file.
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Selecting an audio file and clicking [Open Document] on the File menu causes the
associated document file to be opened with its associated application.
3.10.3 Dissociating a Document File from an Audio File
To dissociate a document file from an audio file, perform the following steps.
Procedure
1.
Select an audio file in the Content List view and click [Remove with Document] on
the File menu.
The file will be dissociated from the document file and the icon and file name of the
document file will be removed from the Document column.
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3.11 Receiving a Document File via E-mail
To receive a document file via email, manual reception via the menu and automatic reception with
periodic confirmation are provided.
A received document file is stored in the Document tray or My Document folder.
The following two methods are available for receiving a document file.
3.11.1 Automatic Reception via E-mail
With automatic reception pre-configured, emails with document files are automatically received at
regular intervals, and the received documents are stored in the Document tray. With a shared My
Document folder as the Document tray, only document files that are created through transcription of
audio files that are owned by the login user are displayed in the My Document folder.
・ To receive a file via email, an email profile needs to be configured in advance.
→ [E-mail / FTP] - E-mail
・ To automatically receive a document file, pre-configuration is required.
→ [E-mail / FTP] - Send / Receive
3.11.2 Manual Reception via E-mail
To manually receive a document file via email, perform the following steps.
Procedure
1.
Select [Receive] or [Send and Receive] by clicking
the tool bar.
on the right side of
on
Or select [Receive] or [Send and Receive] from [Send and Receive] on the Tool menu.
Document files will be received manually and stored in the Document tray.
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3.12 Receiving a Document File via FTP
To receive a document file via FTP, manual reception via the menu and automatic reception with periodic
confirmation are provided.
Received document files are stored in the Document tray.
The following two methods are available for receiving a document file.
3.12.1 Automatic Reception via FTP
With automatic reception pre-configured, document files are automatically received via FTP at regular
intervals, and the received documents are stored in the Document tray. With a shared My Document
folder as the Document tray, only document files that are created through transcription of audio files that
are owned by the login user are displayed in the My Document folder.
・ To receive a file via FTP, an FTP profile needs to be configured in advance.
→ [E-mail / FTP] - FTP
・ To automatically receive a document file, pre-configuration is required.
→ [E-mail / FTP] - Send / Receive
3.12.2 Manual Reception via FTP
To manually receive a document file via FTP, perform the following steps.
1.
Select [Receive] or [Send and Receive] by clicking
the tool bar.
on the right side of
on
Or select [Receive] or [Send and Receive] from [Send and Receive] on the Tool menu.
Document files will be received manually and stored in the Document tray.
2.
Select the document file and click [Open Document] on the context menu.
Or click [Open Document] on the File menu.
The document file will open with its associated application.
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3.13 Voice Recognition
This function can automatically convert a selected audio file into document form with voice recognition
software.
3.13.1 Setting the conditions for Voice Recognition
To install voice recognition software, perform the following steps.
Installing Voice Recognition Software
Install Dragon NaturallySpeaking 8.0 or later from Nuance. For instructions on the installation, refer to
the installation guide for Dragon NaturallySpeaking.
Dragon Naturally Speaking only supports the following files. Other file types cannot be
recognized.
・ DSS files recorded in standard mode
・ WMA files in High Quality mode
・ WAV files saved in PCM format with a sampling frequency of 11.025kHz or higher
Conditions for Voice Recognition
The conditions for voice recognition are configured in the Option Setting dialog box
→ [Workflow] - [Voice Recognition]
The following settings can be configured:
•
•
•
Range of voice recognition
Noise Cancellation
Automatic playback
3.13.2 Performing Voice Recognition
Voice recognition can be applied to one or more selected files. With multiple files selected, voice
recognition is performed from the top in descending order. One document file is created per audio file.
Verbal comment portions of an audio file are not voice-recognized.
Procedure
1.
Select one or more files in the Content List view and click
on the tool bar.
Or click [Start Voice Recognition] on the Context menu.
Or click [Start Voice Recognition] on the File menu.
The file status changes to "Waiting". When voice recognition begins, it will further change to
"Recognition Processing". Voice recognition will then proceed based on the Workflow
settings.
Clicking [end of voice recognition] during voice recognition interrupts the process.
Selecting a file waiting for voice recognition and clicking [Cancel] removes the file from
the voice recognition queue.
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2.
With "Between Index Marks" configured, click
recognition of the next part.
again to begin voice
The next part will be written into the same document file.
When voice recognition completes, a dialog box for selecting Pending or Finished will appear.
3.
Click [Pending] or [Finished].
With Pending selected, the audio file remains in the same folder with "Pending" status. With
Finished selected, it changes to "Finished" status and moves to the Finished folder.
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4 Managing Files and Folders
Folders in the Audio File window and the Device window can be edited according to each application.
The following functions are available.
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4.1 Editing a Folder in the Dictation Tray
To edit a folder in the Dictation tray, follow the procedures below.
Up to 20 one-byte characters can be used for a folder name (note that for a folder in a
recorder, the maximum character count is 8). The following one-byte characters are
unavailable: ¥ / : * ? " < > |
4.1.1 Creating a Folder
To create a folder, perform the following steps. Folders can also be created with the [New] button in the
Folder Design dialog box.
Procedure
1.
Select a folder in the Audio File window and click [New Folder] on the context
menu.
Or click [New Folder] on the File menu.
The Create New Folder dialog box will appear.
2.
Type in a folder name and click [OK].
When the Dictation tray 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.
4.1.2 Mounting a Folder
This function adds a specified external folder path, as a custom folder, to the Audio Tree view. As a result,
it can be managed as a shortcut folder with DSS Player Pro.
One can also be added with [Add] in the Folder Design dialog box.
Procedure
1.
Select the Dictation tray in the Audio File window and click [Add Folder] on the
context menu.
Or click [Add Folder] on the File menu.
The Browse for Folder dialog box will appear.
2.
Select a folder name and click [OK].
A new folder can be created by clicking [New Folder].
The path to the specified folder will be registered as a shortcut folder in the Dictation tray.
It can be managed with DSS Player Pro just like an actual folder.
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4.1.3 Removing a Folder
To remove a shortcut folder previously created with [Add Folder], perform the following steps.
Procedure
1.
Select a shortcut folder in the Audio File window and click [Remove Folder] on the
context menu.
Or click [Remove Folder] on the Folder menu.
The selected shortcut folder will be removed.
Only user-added shortcut folders can be deleted. Only the path to the registered folder
is removed and the folder itself, including its audio files, are not deleted.
4.1.4 Renaming a Folder
This function renames a folder.
Folders whose context menus do not display [Rename] cannot be renamed.
Procedure
1.
Select a folder in the Audio File window and click [Rename] on the context menu.
Or click [Rename Folder] on the Folder menu.
The folder name field will become editable.
2.
Type in a folder name and click [Enter].
The folder name will be fixed.
・ Up to 20 one-byte characters can be used for a folder name (note that for a folder in
a recorder, the maximum character count is 8). The following one-byte characters are
unavailable: ¥ / : * ? " < > |
・ The method for renaming a device folder depends on the model.
→ Configuring a Device of a Selected Model → [Device]
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4.2 Editing the Properties of Audio and Document Files
Audio files and document files contain various types of information as their properties. To edit the
properties of a file, the following methods are available.
4.2.1 Editing on the Properties View
To view the properties of a file, perform the following steps.
・ The items displayed in gray cannot be edited.
・ The Properties view can be customized
→ Customizing the Properties View
Procedure
1.
Select a folder in the Audio Tree view or Device Tree view .
Files in the folder will be listed in the Content List view.
2.
Select a file in the Content List view.
The properties of the selected file will be displayed in the Properties view.
3.
Modify the properties as needed.
4.2.2 In-line Editing
This function can edit the properties of an audio file directly in the Content List view.
Procedure
1.
Right-click an audio file in the Content List view, and select [Edit Item] on the
Context menu.
Or select the file and click
.
Or click [In-line Edit] on the View menu.
For an editable item, the entry field will turn into an editable text box or a drop-down list.
2.
Edit the properties as needed.
Input data will be immediately reflected in the system.
4.2.3 Editing with the Job Data Dialog Box
This function can edit the job data (Author, Worktype ID, Option Items, and Comments) of a selected
audio file.
Procedure
1.
Select an audio file in the Content List view and click
Or click [Edit Job Data] on the File menu.
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on the tool bar.
The Edit Job Data dialog box will appear.
2.
Edit the properties as needed.
3.
Click [OK].
Baltech Transponder
Baltech's Transponder Reader PAD allows use of its sensor inputs as text entries in the Edit Job Data dialog
box.
Procedure
1.
Connect Baltech Transponder to a USB port on the PC.
2.
Select an audio file in the Content List view and click
on the tool bar.
Or click [Edit Job Data] on the File menu.
The Edit Job Data dialog box will appear.
3.
Check [Use Transponder] on the Options menu.
The Transponder Reader PAD will become available.
4.
Specify the target text entry box with the mouse.
If Baltech Transponder Reader PAD is disconnected and then reconnected, configure
[Use Transponder] on the Options menu in step 3 again.
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4.3 Backing Up a Downloaded Audio File
An audio file can be backed up with either one of two methods: by automatic backup with backup
configuration or by manual export to external media.
Backing Up Automatically
This method allows for automatic backup of audio files with pre-configuration.
Procedure
1.
Select a folder to be backed up and click
.
Or click [Options] on the Tool menu and open the Folder Design tab to select a folder.
2.
Enable Backup under Actions in the Folder Properties box.
With this setting, each time a file is updated, its backup file will be created and stored in the
Backup folder.
Files in the Backup folder can be deleted after a certain length of time. To achieve this,
set the Purge attribute of the Backup folder.
→ [Folder Design] - Actions - Purge
Backing Up Manually
With operations such as copying, exporting, and dragging and dropping, a file can be manually backed up.
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4.4 Encrypting and Decrypting an Audio File
Encryption ensures that important files are securely maintained.
Encryption is applied per file or per folder.
An encrypted file can only be played once the correct password has been entered.
About Audio File Encryption
DSS Player R5's encryption of files other than DSS Pro files works the same way as that
of R4. Since a DSS Pro file requires DSS Pro-compliant encryption, an encrypted DSS
Pro file cannot be decrypted with DSS Player Pro R4.
With the Encryption attribute set to "Yes" for a folder, files in that folder are
automatically encrypted with the password set under Attribute. With a password not
configured under Attribute, the Encryption Password dialog box will appear when a file
is dropped into the folder.
→ [Folder Design] - Attributes - Encryption /Password
4.4.1 Encrypting per File
To encrypt a single file, follow the procedure below.
Encrypting "filename.dss" changes its extension, turning the file name into "filename.$dss". Encrypting a
DSS Pro file does not affect its extension.
Procedure
1.
Select an unencrypted document file in the Document List view and click [Encrypt]
on the context menu.
Or click
on the standard tool bar.
Or click [Encrypt] on the File menu.
The Encryption Password dialog box will appear.
2.
Type in a password in the Password and Confirm Password fields using 4 to 16
alphanumeric characters.
Checking [Set this Password as default] causes the entered password to be initially
displayed next time you try to encrypt a file.
3.
Click [Encrypt].
The file will be encrypted. Clicking [Skip] cancels the encryption.
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4.4.2 Encrypting per Folder
With a folder configured for encryption, files in the folder are automatically encrypted with the password
set for the folder.
An encrypted file is displayed with the Encryption icon (
) in the Encrypted column
( ) in the Content List view.
Encrypting "filename.dss" changes its extension, turning the file name into "filename.$dss". Encrypting a
DSS Pro file does not affect its extension.
When created under an encrypted folder, a subfolder automatically inherits the
encryption setting from the parent folder.
Procedure
1.
Select a folder to be encrypted and click
.
Or click [Options] on the Tool menu and open the Folder Design tab to select a folder.
2.
Enable the Encryption attribute in the Folder Properties box.
3.
Click
next to “Password” in the Folder Properties box.
The Encryption Password dialog box will appear.
4.
Type in a password in the Password and Confirm Password fields using 4 to 16
alphanumeric characters.
Checking [Set this Password as default] causes the entered password to be initially
displayed next time you try to encrypt a file.
5.
Click [Encrypt].
Files in the folder will be encrypted. Clicking [Skip] cancels the encryption.
With the folder encrypted, every file stored in it will be encrypted as well.
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4.4.3 Decrypting a File
To decrypt an encrypted file, perform the following steps.
Files in an encrypted folder cannot be decrypted.
Procedure
1.
Select an encrypted audio file in the Audio File window and click [Decrypt] on the
context menu.
Or select the audio file and click
on the standard tool bar.
Or select the audio file and click [Decrypt] on the File menu.
2.
The Decryption Password dialog box will appear.
3.
Type in the password used for encryption and click [OK].
The file will be decrypted and can be played.
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4.5 Sorting Audio Files by Author ID
This function can sort audio files downloaded from the recorder by Author ID. Sorting by Author ID
requires pre-configuraton.
With the following settings configured, audio files are sorted by Author ID into their specified folders when
they are downloaded from the device.
4.5.1 Configuring Automatic Sorting of Downloaded Files
This section describes how to define the rules on sorting downloaded or imported audio files into different
folders.
Audio files are individually sorted into their specified folders based on their Author IDs. To configure
sorting, perform the following steps.
Procedure
1.
Click [Option] on the Tool menu.
The Option Setting dialog box will appear.
2.
Click the Workflow tab.
The Option Setting Workflow dialog box will appear.
3.
Click [Auto Classification] in the menu tree.
The Auto Classification settings box will appear in the right frame.
4.
Click [Add].
The Modify button allows for modifications to an exiting rule and the Remove button can
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delete an exiting rule.
The Rule Settings dialog box will appear.
5.
In the Rule Settings dialog box, specify the Author ID and the destination folder
name, and then click [OK].
6.
If the folder specified in step 5 is encrypted, click [Set the password for
Decryption] to set the decryption password.
7.
Click [OK].
Clicking [Apply] will reflect the configured rules in the configuration file.
4.5.2 Registering the Author List with the Recorder
To register the Author list, perform the following steps.
If required Authors are not registered, register them in the Workflow dialog box.
→ [Workflow] - Author
Procedure
1.
Connect a supported device to a USB port on the PC.
2.
Switch on the device.
The Main screen will automatically launch.
The Device window will display the model of the recorder and file information.
When connecting or disconnecting the device while the Main screen is open, device
information will be updated in the Device window.
3.
Click
in the Device Tree view .
Or click [Device Setting] on the Device menu.
The Device Setting dialog box for the supported model will appear.
4.
Click [Author List] in the menu tree.
The Author List settings will appear in the right frame.
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5.
Check Author IDs to be registered with the recorder, and then click [OK].
To select an Author on the recorder when making a recording, check [Display the
Author List at power-on].
The Device Setting dialog box will close.
6.
Click
.
The Author IDs, Priorities, and JobData (Worktypes, Option Items 1-10) will be transferred
to the device.
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4.6 Sharing an Audio File with a Transcriptionist
A shared folder allows for file sharing with Transcriptionists.
This section illustrates how to create a new folder in a custom folder and configure it for sharing. Audio
files are placed in the shared folder to be shared with others. The shared folder is configured with access
permission for both Author and Transcriptionist.
File sharing requires configurations on both Dictation Module and Transcription Module.
Procedure
1.
Right-click a custom folder in the Audio Tree view and select [New Folder] on the
context menu.
The Create New Folder dialog box will appear.
2.
Type in the folder name and click [OK].
A new shortcut folder will be created.
3.
Click
.
The Folder Design dialog box will appear.
4.
Select the folder created in step 2 and click
next to the Path attribute.
The Browse for Folder dialog box will appear.
5.
Select a folder and click [OK].
Clicking [New Folder] creates a new folder on the specified path.
The specified folder will be linked with the shortcut folder created in step 2.
6.
Verify the folder sharing setting configured in step 5.
Both Author and Transcriptionist should be able to access the shared folder.
7.
Drag and drop an audio file to be shared into the folder created above.
Both Author and Transcriptionist will be able to access the same audio file.
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4.7 Automatically Deleting Transcribed Audio Files
With this function enabled, transcribed audio files are automatically deleted.
This function can automatically carry out a cleanup and purge of transcribed audio files per folder after a
specified length of time.
The following procedure describes how to move an audio file to the Recycle Box with the Cleaning setting
after one-month storage in the Transcription Finished folder, and to eventually delete it permanently after
a two-week storage in the Recycle Box.
Procedure
1.
Click [Option] on the Tool menu.
2.
Click the Finished folder in the Folder tree in the Folder Design dialog box.
3.
Select the item to be cleaned and click
.
The Cleaning Setting dialog box will appear.
4.
Check "Enable Cleaning", select "1 month" for the interval, select "Move To
Recycle Box" for the option setting, and then click [OK].
5.
Click on the Recycle Box folder.
6.
Select the item to be purged and click
.
The Purge Setting dialog box will appear.
7.
Check "Enable Purge", select "2 weeks", and then click [OK].
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5 Customizing Dictation Module
This chapter describes how to make the module easier to use by modifying screen appearance and key
assignments.
The following functions are available.
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5.1 Customizing the Work Area
The work area of the Main screen consists of the four parts listed in the following table. These views,
except the Content List view, can be shown or hidden as needed.
Name
Audio Tree view
Device Tree view
Content List view
Infomation view
Properties view
Hidden
Yes
Yes
Always shown
Yes
Yes
Default
Shown
Shown
Always shown
Hidden
Shown
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5.2 Customizing the Content List View
Displaying files in the Content List view can be customized in various ways.
The following methods are available.
5.2.1 Interchanging Displayed Columns
To change the order of displayed columns, perform the following steps.
Procedure
1.
Select a column name, and then drag and drop it.
The order of displayed columns will change.
Changing Displayed Columns for a File
5.2.2 Sorting Displayed Files
To change the order of displayed files, perform the following steps.
Procedure
1.
Select a column with [Sort by] on the View menu.
Files will be sorted from the selected column in ascending order.
5.2.3 Changing the Columns Displayed in the Content List View
To show or hide the columns in the Content List view, perform the following steps.
The file name and priority cannot be hidden.
Procedure A
1.
Right-click on the list box in the Content List view without selecting a file.
The list of column headers will be displayed as a context menu.
2.
Click a column to show or hide it.
Procedure B
1.
Click [Columns to Display] on the View menu.
The Columns to Display dialog box will appear.
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2.
Select the Folder type.
Voice Folder
Outbox
Sent Items
My Document
3.
Configures the displayed columns for the files
in the audio files folder except for the following
three types of folders.
Configures the displayed columns for the files
in Outbox.
Configures the displayed columns for the files
in Sent Items.
Configures the displayed columns for the files
in My Document.
Use [>>] and [<<] to move the columns.
The columns placed in the “Columns to Display” box are displayed in the Content List
view.
To change the order of displayed columns, use [UP] and [DOWN].
Clicking [Reset] returns the displayed columns to the default setting.
The screen will close and the display of the Content List view will be updated.
・Displayed Property List (Audio File List view)
・Displayed Property List (Document List view)
5.2.4 Filtering Displayed Files
The filtering function for column headers can filter columns to display.
・Displayed Property List (Audio File List view)
・Displayed Property List (Document List view)
Procedure
1.
Click
in the Content List view.
Or click [Filter On/Off] on the View menu.
The filtering function will be enabled and
will be displayed for each column header.
When a filtering condition has been set for a column, the button for the column turns into
.
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2.
Click
and select a condition from the list box.
Selecting All disables the filter for the current column.
For the columns whose date and time, number, or length can be specified, the Filters
Option dialog box will appear when [Option] is pressed. Configure their conditions
based on the instructions provided.
Only files that meet the configured conditions will be displayed.
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5.3 Customizing the Properties View
The
(Customize) button can customize the Properties view.
Procedure
1.
Click
in the Properties view.
The [Change of a property view] dialog box will appear.
2.
Check or uncheck the boxes to show or hide the properties.
Individual properties can be shown or hidden.
They can also be shown or hidden according to their category.
Checking “The display of an explanation domain” displays a description area at the
bottom of the window.
3.
Click [OK].
The settings will be fixed and the dialog box will close.
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5.4 Assigning Hot Keys
The User Setting dialog box allows for verification and modification of key assignments for commands.
Key assignments are configured in the User Setting dialog box.
→ [User Setting] - Keyboard
The functional scope of an assigned key depends on the Hotkey settings, which are configured with
[Hotkey On/Off] on the Tool menu.
With Hotkey set to Off, the commands are executed only when the window is active.
With Hotkey set to On, the commands are executed regardless of whether or not the window is active. In
that case, command-assigned keys are enabled even when another screen overlaps the DSS Player Pro
screen on the display.
For information on default key assignment for each function,
refer to Default Key Assignments.
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6 Configuring with the Device Connected
This chapter describes how to control the functions provided by the device via Dictation Module.
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6.1 Switching the Device Mode
DSS Player Pro automatically switches the recorder to Composite mode when the Recording screen opens.
When returning to the Main screen after a recording is completed, the recorder is automatically switched
back to Storage mode. Storage and Composite modes can also be switched manually.
To manually switch the device mode, perform the following steps.
Procedure
1.
Right-click a device and select [Change Device Mode] on the context menu.
If multiple devices are connected, the Change Device Mode dialog box will appear.
2.
Select the device and click [OK].
The mode of the selected device will be switched.
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6.2 Using the Device as a USB Speaker/Microphone
A recorder connected to a PC as a USB audio device can be used as a microphone or speaker.
USB speaker and USB microphone capabilities cannot be used simultaneously.
For support for each device model, refer to Functional Support of Recorders.
Using a recorder as a USB microphone
A supported recorder can be used as a microphone when making a recording with DSS Player.
Procedure
1.
Connect a recorder to the PC.
The Main screen will automatically launch.
Opening the Remote Edit window will automatically enable the recorder to be used as a USB
microphone.
Using a Recorder as a USB Speaker
A supported recorder can be used as a speaker when playing sound. When specified as a speaker with
DSS Player, a digital voice recorder will be used as a speaker by other software on the PC as well.
Procedure
1.
Connect a recorder to the PC.
The Main screen will automatically launch.
2.
Switch the recorder to Composite mode by selecting [Change Device Mode] on the
Device menu.
3.
Click [Olympus Device Speaker] from [Select Speaker] on the Tool menu.
The USB-connected recorder can now be used as a speaker.
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6.3 Transferring the Date and Time
To transfer date and time data from the PC to a recorder, perform the following steps.
Procedure
1.
Click
on the tool bar.
Click [Transfer the date/time] on the Device menu.
If multiple devices that can receive date and time data are selected, the device selection
dialog box will appear.
2.
Select the destination device.
Date and time data will be transferred to the recorder.
Date and time data cannot be transferred while an audio file is being played.
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7 Configuring and Customizing the Device
With device configuration, the settings of each device can be obtained, configured, read, and saved.
The configurable setting items of a device are displayed in categorized tree form. Clicking an item in the
tree switches the screen to display the corresponding settings.
7.1.1 Configuring for a Connected Device
To configure the settings of a connected device, perform the following steps.
Procedure
1.
Select a device in the Device Tree view and click [Device Setting] on the context
menu.
Or click [Device Setting] on the Device menu.
The Device Setting dialog box will appear.
2.
Edit the settings as needed.
For details on the configuration, refer to Device.
[Load] : Clicking this button loads the settings of the connected device.
[Load] : Clicking this button updates the settings of the connected device.
[Reset] : Clicking this button returns the settings of the connected device to the
default settings.
3.
Click [OK].
The settings will be saved and the screen will close.
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7.1.2 Configuring for a Selected Device Model
The following procedure shows how to configure the settings for a selected device model, regardless of
whether or not the device is connected.
Procedure
1.
Click [Options] on the Tool menu.
2.
Click the Device tab.
The Device dialog box will appear. It will display the same information as the Device Setting
dialog box.
3.
Edit the settings as needed.
For details on the configuration, refer to Device.
[Load] : Clicking this button loads the settings of the connected device.
[Update] : Clicking this button updates the settings of the connected device.
[Reset] : Clicking this button returns the settings of the connected device to the default settings.
4.
Click [OK].
The settings will be saved and the screen will close.
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8 Option Settings on Operating Conditions
This chapter describes how to configure the operating conditions of DSS Player Pro Dictation Module.
When DSS Player Pro is operated as a workgroup system, the System Configuration Program manages
the users on a per-workgroup basis. The items with the lock icon
listed in the table below are
managed by the System Configuration Program, disallowing the Author to modify them.
To modify these items, contact the administrator.
Category
Folder Design
Workflow
User Settings
E-mail / FTP
Device
Update
Functions
Designs the folders used by an Author or Transcriptionist.
Configures the workflows performed by an Author or
Transcriptionist.
Configures items related to usability.
Configures email or FTP for users.
Configures the devices used by an Author or
Transcriptionist.
Configures the updates for software or firmware.
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8.1 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.
Procedure
1.
Click [Options] on the Tool menu.
2.
Click [Folder Design].
The Folder Design dialog box will appear.
3.
Select a folder to be configured from the folder tree on the left, and configure its
settings in the Folder Properties box on the right.
[OK] : Secures the settings.
[Cancel] : Exits without modifying the settings.
[Apply] : Reflects changes to the configuration file.
For information on applications and functions of the Dictation tray and
Document tray, refer to How Folders Work.
8.1.1 Folder Properties
The Folder Properties box displays the properties of a folder selected from the folder tree.
Properties are configured for each folder.
Configurable properties vary depending on the folder type.
Attributes
Enabled
Name
Path
Encryption
Password
Ownership
Support Document Type
Actions
Auto Download
Format Conversion
Auto Send via E-mail
Auto Send via E-mail (Alternative)
Auto Send via FTP
Auto Send via FTP (Alternative)
Backup
Cleaning
Purge
How to configure the properties
The properties can be configured with either one of the following two
methods: By clicking [+] to configure them or by clicking
to display a
dialog box where they can be configured. Both ways allow for
configuration of the properties.
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8.1.2 Attributes
The following folder attributes can be configured.
Attributes
Enabled
Name
Path
Encryption
Password
Ownership
Support Document Type
Enabled
This attribute sets whether or not to display the folder in the folder tree.
This setting works with the ON/OFF setting of the checkbox in the folder tree.
With this attribute set to False (Hidden), the folder is not displayed in the application's folder tree, and
files cannot be manipulated (downloaded, imported, moved, or copied) with the folder.
Name
This attribute sets the folder name.
It can be entered by clicking on the cell.
Path
This attribute sets the folder path. It can be configured using the Browse for Folder dialog box, which is
displayed by clicking
.
Encryption
With the Encryption attribute set to "Yes", files in the folder are encrypted. Moving the folder does not
affect the Encryption attribute.
Password
If the Encryption attribute is enabled, the encryption password for files stored in the folder needs to be
specified.
The password is set or modified in the Change Password dialog box, which is displayed by clicking
.
It can be specified using 4 to 16 one-byte alphanumeric characters.
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Ownership
With the Ownership attribute set to "Yes", an audio file is not moved to the Transcription Module Finished
folder even after it has been transcribed.
The Ownership attribute can be set for the Download tray and custom folders. Their subfolders will also
have the same Ownership attribute.
Ownership
Auto Collection
Yes
Yes
No
No
Yes
No
Transcription Finished Audio files
Moved to the Finished folder in Dictation
Module. (set as a rule)
Not moved.
Moved to the Finished folder in Transcription
Module. (set as a rule)
Not moved.
For the fundamentals of the Ownership attribute, refer to Ownership
Attribute.
Support Document Type
This is an attribute configured for the Document tray. It sets the supported types (extensions) of
document files.
The extensions of ducument files are registered in the Support Document Type dialog box, which is
displayed by clicking
.
".txt" and ".doc" are the extensions supported by default.
Up to 100 extensions can be configured.
8.1.3 Actions
The following folder actions can be configured.
Actions
Auto Download
Format Conversion
Auto Send via E-mail
Auto Send via E-mail (Alternative)
Auto Send via FTP
Auto Send via FTP (Alternative)
Backup
Cleaning
Purge
Auto Download
This option sets whether or not to automatically download audio files from the recorder.
With this option set to "Yes", audio files are automatically downloaded from various storage media
detected in the device. When they have been downloaded successfully, a completion message is
temporarily displayed.
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Format Conversion
This option sets automatic conversion of files stored in the folder.
By clicking [+] , format conversion can be configured.
Enabled : Enables or disables auto format conversion.
Format : Selects the file format.
Attribute : Selects the audio format.
Original Deletion : Deletes the original file after conversion.
These settings can also be configured in the Convert Settings dialog box, which is displayed by
clicking
.
Auto Send via E-mail
This option sets whether or not to automatically send the folder files via email.
By clicking [+] , automatic transmission via email can be configured.
Enabled : Enables or disables automatic transmission via email.
Profile : Selects a profile for automatic transmission.
TO
: The destination of an email.
CC
: Additional destinations disclosed to the recipients.
BCC
: Additional destinations not disclosed to the recipients.
Subject : The title of an email.
Body
: The main message of an email.
Prompt : Shows or hides the confirmation dialog box when an email is automatically sent.
•
With multiple email profiles configured, the profile selection dialog box will appear.
With no email profiles configured, the confirmation dialog box will appear, allowing the creation
of a new email profile.
→ E-mail / FTP
These settings can also be configured in the Auto Send via E-mail Setting dialog box, which is displayed
by clicking
.
Auto Send via E-mail (Alternative)
Setting the Enabled attribute to "Yes" enables the alternative setting for "Auto Send via E-mail".
This profile is used for sending an email when it cannot be sent with the "Auto Send via E-mail" profile.
If it cannot be sent with either "Auto Send via E-mail" or "Auto Send via E-mail (Alternative)" , a warning
message will appear, allowing the user to decide which profile to use.
Auto Send via FTP
This option sets whether or not to automatically send the folder files via FTP.
By clicking [+] , automatic transmission via FTP can be configured.
Enabled : Enables or disables automatic transmission via FTP.
Profile : The profile used for automatic transmission.
Prompt : Shows or hides the confirmation dialog box when a file is automatically sent.
•
•
With multiple FTP profiles configured, the profile selection dialog box will appear.
With no FTP profiles configured, the confirmation dialog box will appear, allowing the creation of a new
FTP profile.
→ E-mail / FTP
These settings can also be configured in the Auto Send via FTP Setting dialog box, which is
displayed by clicking
.
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Auto Send via FTP (Alternative)
Setting the Enabled attribute to "Yes" enables the alternative setting for "Auto Send via FTP".
This profile is used to try sending a file via FTP when it cannot be sent with the "Auto Send via FTP" profile.
If it cannot be sent with either "Auto Send via FTP" or "Auto Send via FTP (Alternative)" , a warning
message will appear, allowing the user to decide which profile to use.
Backup
With "Backup" enabled, the files in the folder are backed up to the Backup folder.
Cleaning
This option sets the retention period for the files in the folder.
The settings include whether or not to move the files to the Recycle Box and whether or not to delete them
permanently once the retention period has expired.
Retention Period : Sets the length of time until file cleaning occurs after the files have been
moved to the Finished/Sent Items folder.
Value
: 1-99
Unit
: Month(s)/Week(s)/Day(s)
By clicking [+] , the cleaning function can be configured.
Enabled : Enables or disables the cleaning function.
Target : The minimum age of files to which cleaning is applied. (Default : 1 month)
Option : The conditions for deleting cleaned files.
These settings can also be configured in the Cleaning Settings dialog box, which is displayed by clicking
.
Purge
This option is configured for the Backup folder or Recycle Box. With Purge configured for the folder, the
files in the folder are automatically deleted (purged).
To configure Purge for the folder, select its checkbox. (Default : unchecked)
This option sets the length of time until purging files once they have been copied to the Backup folder or
moved to the Recycle Box.
Retention Period
Value
: 1-99
Unit
: Month(s)/Week(s)/Day(s)
By clicking [+] , the purge function can be configured.
Enabled : Enables or disables the purge function.
Target :The minimum age of files to which purging is applied. (Default : 1 month)
These settings can also be configured in the Purge Settings dialog box, which is displayed by clicking
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.
8.2 Workflow
Dictation Module provides a Workflow, a configured series of operations when downloading and editing an
audio file.
The items with the lock icon
can only be enabled or disabled by the administrator.
Procedure
1.
Click [Options] on the Tool menu.
2.
Click [Workflow].
The Workflow dialog box will appear.
3.
Select an item from the tree on the left and configure it on the right.
[OK] : Secures the settings.
[Cancel] : Exits without modifying the settings.
[Apply] : Reflects changes to the configuration file.
8.2.1 General
This category configures the general settings for a workflow.
The items with the lock icon
can only be enabled or disabled by the administrator.
Delete Option
Synchronize DVR time with PC time
Resolve filename
Refresh interval
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Delete Option
This option selects how to handle an audio file when it has been deleted using [Delete] on the Edit menu
or the [Ctrl+D] shortcut keys.
•
•
With "Move to Recycle Box" selected, a deleted file is moved to the Recycle Box.
With "Delete Completely" selected, a deleted file is permanently deleted.
・ With "Move to Recycle Box" selected for [Delete], selecting [Shift] +
[Delete] executes "Delete Completely".
・ With "Delete Completely" selected for [Delete], selecting [Shift] +
[Delete] executes "Move to Recycle Box".
・ This option can only affect audio files. Deleting a document file always
executes "Delete Completely", resulting in its permanent deletion.
Synchronize DVR time with PC time
This option sets whether or not to automatically synchronize the DVR (recorder) clock setting with the
time on the PC when the DVR is connected to the PC.
Resolve filename
This option sets whether or not to rename an audio file when it is downloaded, imported, or dragged and
dropped.
•
•
With "Automatic rename" selected, the file is automatically renamed if there is a file with the same name in
the destination folder.
With "Prompt selection of rename or overwrite" selected, after receiving a message, the user can select
overwriting or renaming of the file if there is a file with the same name in the destination folder.
Refresh interval
This option configures refreshing of the current folder.
With "Refresh folders automatically" enabled, the file information displayed in the Content List view is
periodically refreshed. The refresh interval is configured with "Refresh interval". (1-999 minutes)
8.2.2 Download
This category configures operations when an audio file is downloaded.
For a downloaded file, the message displayed, file naming rule, and deletion criteria can be configured.
The items with the lock icon
can only be enabled or disabled by the administrator.
Auto download option
Advanced download
Job Data Settings
Rename
Delete
Auto download option
The automatic download option enables the PC to automatically receive audio data from the device after
detecting it.
The following settings can be configured only for automatic-download-enabled folders.
•
With "Do not display the main window" enabled, the application detects the device at startup and
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automatically donwnloads files from the device without displaying the Main screen.
•
With "Prompt for selecting the file to download" enabled, the dialog box for selecting the files to download
appears when they are downloaded. Only the files in automatic-download-enabled folders are displayed in the
dialog box.
Advanced download
This option is used to download audio files to a specified folder or to the folders assigned for each Author
ID.
This option overrides [Download Folder A-G] on the Folder menu. Use
[Download All] when downloading the files.
With "Download all dictations to..." enabled, the download method can be selected.
•
•
With "Specific folder" selected, all audio files in the folders with Folder Properties - Attributes - Enabled set
to "Yes" are downloaded into a specified folder.
With "Folder routed by Author ID" selected, downloaded audio files are sorted into different folders based
on the rules configured with Auto Classification.
Job Data Settings
With "Prompt for data every time a file is downloaded" enabled, the Edit Job Data dialog box appears each
time a file is downloaded.
Files can be downloaded after their Worktype ID and Option Item settings are each verified.
Rename
With "Rename downloading files with the set format" enabled, a downloaded file is renamed according to
a naming rule.
The naming rule can be configured in the File Name Settings dialog box, which is displayed by clicking
[Format].
The items to be included in a file name with a separator between them can be defined.
Delete
This option sets how to delete an audio file in the device after it has been downloaded.
•
•
With "After downloading file(s), delete the original file(s)" enabled, the original file is deleted after the file
has been downloaded.
With "Display confirmation dialog box" enabled, a confirmation dialog box appears before the file can be
deleted.
•
With "Delete locked DSS file(s)" enabled, even locked files are deleted after downloading.
8.2.3 Import
This category configures operations when an audio file is imported.
The message to display and the file naming rule when the file is imported can be configured.
The items with the lock icon
can only be enabled or disabled by the administrator.
Import
Job Data Settings
Rename
Delete
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Job Data Settings
With "Prompt for data every time a file is downloaded" enabled, the Edit Job Data dialog box appears
when a file is imported.
Files can be imported after their Worktypes and Option Items are each verified and configured.
Rename
With "Rename imported files with the set format" enabled, an imported file is renamed according to a
naming rule.
The naming rule can be configured in the File Name Settings dialog box, which is displayed by clicking
[Format].
The items to be included in a file name with a separator between them can be defined.
Delete
This option sets how to delete an audio file after it has been imported.
•
•
•
With "After downloading file(s), delete the original file(s)" enabled, the original file is deleted after the file
has been imported.
With "Display confirmation dialog box" enabled, a confirmation dialog box appears before the file can be
deleted.
With "Delete locked DSS file(s)" enabled, even locked files are deleted after importing.
8.2.4 Auto Classification
This category defines the rules on automatically sorting downloaded or imported audio files into different
folders.
With Author IDs and their folders for saving registered, downloaded or imported audio 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 Settings dialog box, which is displayed by clicking [Add].
To modify a rule, select an Author ID from the list and click [Modify]. Then, modify the rule in the Rule
Settings dialog box.
To delete a rule, select an Author ID from the list and click [Remove].
8.2.5 Author
This category configures Authors.
Author ID and Priority Level registered here can be selected when creating a new audio file with a function
such as direct recording.
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].
To modify an Author, select the Author's ID and click [Modify]. Then, make changes to the Author in the
Author Property dialog box.
To delete an Author, select the Author's ID and click [Delete].
To change the order of Authors, select an Author ID and use [Up] and [Down] to change its position.
・ An Author ID can be specified using up to 16 characters.
・ The Priority Level can be configured in the range of 0 to 15.
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8.2.6 Worktype
Multiple registered Worktype Lists can be transferred to the recorder.
When recording an audio file with direct recording or a recorder, selecting a Worktype ID enables
information such as option items to be automatically recorded in the file.
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].
To modify a Worktype List, select an Author ID and click [Modify]. Then, make changes to the Worktype
List in the Worktype Property dialog box.
To delete a Worktype List, select an Author ID and click [Delete].
To change the order of Worktype Lists, select an Author ID and use [Up] and [Down] to change the
Worktype List's position.
8.2.7 DirectRecording
This category can be configured for an Author or Author group.
Direct recording devices are configured here.
DirectRecording with an Olympus direct recording device is already enabled.
The items with the lock icon
can only be enabled or disabled by the administrator.
Basic Setting
Prompt Option
Voice comment
VCVA
Start Option
Button function
Basic Setting
Recording format
This option sets the recording format for the Direct Recording window.
The recording format can be selected in the Recording Format Setting dialog box, which is
displayed by clicking [Format].
File name Format
This option defines the file naming rule for a new recording.
The naming rule can be configured in the File Name Settings dialog box, which is displayed by
clicking [Format].
The items to be included in a file name with a separator between them can be defined.
(Default : Author ID's leading four characters + Job No.)
Destination Folder
This option specifies the default saving folder, which is displayed by clicking [Finished] after
performing DirectRecording.
Clicking [browse] displays the Select Folder dialog box for selecting a folder for saving.
Prompt Option
With "Prompt for job data when DirectRecording is started" enabled, the Edit Job Data dialog box appears
when DirectRecording is performed, which enables the user to verify and modify data, such as Worktype
ID and Option Items, before starting recording.
With "Prompt for confirmation when DirectRecording is finished" enabled, the Dictation Finished dialog
box appears when a dictation has been finished. (Default : ON)
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Voice comments
With "Verbal comment" enabled, a verbal comment can be recorded, skipped, and back-skipped while
DirectRecording is being performed. (Default : Enabled)
With "Instruction comment" enabled, the Switch Instruction Comment Mode button is shown when
DicrectRecording is performed, which enables the user to record an instruction comment. (Default :
Enabled)
VCVA
VCVA (Variable Control Voice Actuator) can be turned OFF by setting the slider to Min.
Moving the slider toward Max lowers the sound detection level.
•
•
With "Activate VCVA function" enabled, the VCVA level adjustment is applied.
The VCVA level can be adjusted to 10 different levels from 0 to 9.
Start Option
This option configures operations when a direct recording device is used.
With this option enabled, the Recording screen, instead of the Main screen, is launched in the following
cases:
•
•
Dictation Module is started via DirectRec button operations.
Dictation Module automatically starts after the connection is detected by DirectRec.
Exiting the Direct Recording window dislplays the Main screen.
Button function
With this option enabled, the [REV] button function for direct recording is changed to [REW].
8.2.8 Voice recognition
This category configures operations when voice recognition is used.
The items with the lock icon
can only be enabled or disabled by the administrator.
Range
This option configures the operations of voice recognition.
With "Entire File" enabled, the whole file is voice-recognized at once.
With "Between Index Mark" selected, voice recognition is performed for a segment between two adjacent
index marks.
Others
With "Use Noise Cancellation" enabled, noise cancellation is applied.
With "Play automatically when voice recognition is started" enabled, an audio file is automatically played
when voice recognition is performed.
8.2.9 Receive
This category configures operations when document files are automatically received.
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It can configure profiles, document file types, receipt notifications, and audio file expirations.
The items with the lock icon
can only be enabled or disabled by the administrator.
Received document
Notification
Overdue transcription
Received document
•
•
•
•
With "E-mail" enabled, document files can be received via email.
The currently used e-mail profile is displayed by default. An E-mail or FTP profile can be created
and modified by clicking "Change the profile".
→ E-mail / FTP
With "FTP" enabled, document files can be received via FTP.
An E-mail or FTP profile can be created and modified by clicking "Change the profile".
→ E-mail / FTP
Multiple FTP sites can be registered. They are added to the list after registration.
Selecting the checkbox enables FTP to serve as a means of transmission.
The document type can be changed in the Support Document Type dialog box, which is displayed by
clicking [Add/Remove support document type].
Notification
With "Enable notification for new document" enabled, a sound or pop-up window can be configured for
notification of a document file received via email or FTP.
•
With "Sound" enabled, a specified file is played when a document file has been received.
: Specifies the desired file. (Default : Notify.wav)
: :Verifies a playback of the registered audio file.Verifies playback of the registered
audio file.
•
: Stops playback of the registered audio file.
With "Pop-up" enabled, a pop-up window appears when a document file has been received.
Overdue transcription
With this option enabled, a transcription expiration date can be set to an audio file sent via email or FTP.
If the file is not sent back before its expiration, it’s marked with a color.
The length of time before expiration can be set in the range of 1 to 999 hours.
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8.2.10 Auto collection
This function moves the audio files with Transcription finished status into a specified folder in the
Download tray or into a custom folder. Using this option in combination with the Ownership attribute, the
folder for saving the audio files can be changed.
The items with the lock icon
can only be enabled or disabled by the administrator.
Activate automatic collection function
With this option enabled, the audio files with Transcription finished status are moved to a specified folder.
Either of the following two methods is available:
•
•
Moving the files to the Finished folder.
Moving the files to Author ID-specific folders according to a pre-defined rule.
To define the rule, perform the following tasks:
•
•
•
To add a rule, configure it in the Rule Settings dialog box, which is displayed by clicking [Add].
To modify a rule, select it and click [Modify]. Then, make changes to the rule in the Rule Settings dialog
box.
To delete a rule, select it and click [Remove].
The Ownership attribute can be set for the Download tray and custom folders. Their subfolders
will also have the same Ownership attribute.
Using this attribute in combination with Auto Collection, the audio files with Transcription Finished status
can be automatically moved to the Finished folder.
Ownership
Auto Collection
Yes
Yes
No
No
Yes
No
Transcription Finished Audio files
Moved to the Finished folder in Dictation
Module. (set as a rule)
Not moved.
Moved to the Finished folder in Transcription
Module. (set as a rule)
Not moved.
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8.3 User Settings
This category provides user-customized settings for using Dictation Module.
The items with the lock icon
can only be enabled or disabled by the administrator.
Procedure
1.
Click [Options] on the Tool menu.
2.
Click [User Settings].
The User Settings dialog box will appear.
3.
Select an item from the tree on the left and configure it on the right.
[OK]
: Secures the settings.
[Cancel] : Exits without modifying the settings.
[Apply] : Reflects changes to the configuration file.
8.3.1 General
Language selection
This option selects the language displayed by the application.
If the setting has been modified, it comes into effect only after the application is restarted.
8.3.2 Keyboard
Specific functions can be assigned to the keys on the keyboard.
The items with the lock icon
can only be enabled or disabled by the administrator.
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Category
Selecting a category from the category list displays the command/key assignment list in the selected
category.
•
•
•
General
Playback Control
DirectRecording
New Key
•
•
•
•
To add a key assignment, select a command with no key assigned, specify a key in the New Key box using
the keyboard, and click [Assign]. [Alt], [Shift], [Ctrl], or any other key can be combined.
To modify a key assignment, select a command to be modified, specify another key in the New Key box
using the keyboard, and click [Assign].
To delete a key assignment, select a command with a key assigned, and click [Remove].
To return key assignments to default, click [Reset All].
For information on default key assignments, refer to Default Key
Assignments.
Current Assignment
The key assigned to the command selected from the list will be displayed.
For information on default key assignments, refer to Default Key
Assignments.
8.3.3 Playback Control
This category configures the settings for audio playback.
The items with the lock icon
can only be enabled or disabled by the administrator.
Control Indication
Auto backspace
Always on top
Winding speed
Activate to be able to hear your recording during CUE/REVIEW
Control Indication
This option manages control display switching as follows:
•
•
•
•
Shows/Hides the Speed control
Shows/Hides the Noise Cancel control
Shows/Hides the Tone control
Shows/Hides the Level Meter control
Auto backspace
This option sets the length of time for Auto backspace in the range of 0.0 to 5.0 seconds in steps of 0.1
seconds.
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Always on top
With this option enabled, the application window is always displayed on the foreground.
・This option is applied only to the Playback Control and Recording screen
s.
・The Main screen may not be displayed in the foreground.
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.
•
•
Elapsed time can be adjusted using [←] and [→].
The playback scaling factor can be adjusted using [↑] and [↓].
Enable Listenable Playback at CUE/REVIEW
A typical QUE operation thins out audio data for playback. With this option enabled, however, when 1.5x
or 2.0x is selected, the Speed control is used to provide continuous playback without thinning out sound
data.
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8.4 E-mail / FTP
This category configures email and FTP profiles.
The items with the lock icon
can only be enabled or disabled by the administrator.
Procedure
1.
Click [Options] on the Tool menu.
2.
Click [E-mail / FTP].
The E-mail / FTP dialog box will appear.
3.
Select an item from the tree on the left and configure it on the right.
[OK] : Secures the settings.
[Cancel] : Exits without modifying the settings.
[Apply] : Reflects changes to the configuration file.
8.4.1 E-mail
This category can register and modify email profiles. Up to 100 profiles can be registered.
DSS Player Pro R5 supports the following transmission/reception protocols.
Internet E-mail (POP3/SMTP)
IMAP
Microsoft Outlook
Novell GroupWise
Lotus Notes
Extended MAPI
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Selecting an E-mail Profile
If some profiles have already been registered, select a profile for email transmission and reception from
the Default Profile drop-down list.
Registering an E-mail Profile
To register a new email profile, perform the following steps.
Procedure
1.
Click [Add].
The E-Mail Settings (Select) dialog box will appear.
2.
Select an email transmission/reception protocol and click [Next].
If Microsoft Outlook has been selected, the following settings are not necessary. Exit the
setting procedure.
Otherwise, the setting dialog box for the selected email profile will appear.
•
•
•
•
•
3.
Internet E-mail (POP3/SMTP)
IMAP
Novell GroupWise
Lotus Notes
Extended MAPI
→E-mail Settings (POP/SMTP) Dialog Box
→E-mail Settings (IMAP) Dialog Box
→E-mail Settings (GroupWise) Dialog Box
→E-mail Settings (Lotus Notes) Dialog Box
→E-mail Settings (Extend MAPI) Dialog Box
Configure settings.
Advanced settings, such as port settings and SSL, can be configured only when using
Internet email (POP3/SMTP) and IMAP protocols. To configure these settings, click [More
setting].
•
•
4.
Internet E-mail (POP3/SMTP)
IMAP
→Advanced Settings (POP/SMTP) Dialog Box
→Advanced Settings (IMAP) Dialog Box
When configuration has been completed, click [Finish].
For more information on email settings, contact your service provider or
system administrator.
Modifying a Profile
To modify an email profile, select it and click [Modify]. Then, make changes to the profile in the dialog box.
The displayed dialog box will vary depending on the selected email profile.
•
•
•
•
•
Internet E-mail (POP3/SMTP)
IMAP
Novell GroupWise
Lotus Notes
Extended MAPI
→E-mail Settings (POP/SMTP) Dialog Box
→E-mail Settings (IMAP) Dialog Box
→E-mail Settings (GroupWise) Dialog Box
→E-mail Settings (Lotus Notes) Dialog Box
→E-mail Settings (Extend MAPI) Dialog Box
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Deleting a Profile
To delete a profile, select it from the Default Profile drop-down list and click [Remove].
Attachment
With this option 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
upper limit can be set in increments of 1MB in the range of 1 to 100MB.
8.4.2 FTP
This category configures an FTP profile.
The items with the lock icon
can only be enabled or disabled by the administrator.
FTP Profile
Registered FTP profiles are listed. Up to 100 FTP profiles can be registered.
With multiple FTP profiles registered, files can be sent to and received from multiple registered FTP sites
via FTP.
•
•
•
To add an FTP profile, configure it in the FTP Settings dialog box, which is displayed by clicking [Add].
To modify an FTP profile, select it and click [Modify]. Then, make changes to the profile in the FTP Settings
dialog box,.
To delete an FTP profile, select it and click [Remove].
8.4.3 Send / Receive
This category configures the transmission and reception settings of email and FTP.
Files are sent and received via email or FTP typically when [Send and Receive] is clicked on the module.
They can also be automatically sent and received at regular intervals.
The items with the lock icon
can only be enabled or disabled by the administrator.
Send Interval
With this option enabled, audio files in Outbox are detected and automatically sent.
•
•
•
With "Immediately Send" enabled, audio files moved to Outbox are sent immediately.
With the sending interval configured, audio files in Outbox are detected and automatically sent.
The sending interval can be set in the range of 1 to 999 minutes. (Default : 10 minutes)
Receive Interval
With this option enabled, files are automatically received at regular intervals.
The receiving interval can be set in the range of 1 to 999 minutes. (Default : 10 minutes)
Sending a File
•
•
With "With Management File" selected, an audio file, management file, and instruction comment file (if
present) are all sent.
With "Without Management File" selected, only an audio file and instruction comment file (if present) are
sent. Their management file is not sent.
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8.4.4 Proxy
This category configures a proxy.
The items with the lock icon
•
•
•
can only be enabled or disabled by the administrator.
With "Use Internet Explorer's settings" selected, the module accesses the same proxy server as the one
used by Internet Explorer.
With "Don't use the proxy server" selected, no proxy server is configured.
With "Use this proxy server" selected, the module accesses a proxy server with a specified address and
port number.
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8.5 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. (Dictation Module only)
The configurable setting items of a device are displayed in categorized tree form. Clicking an item in the
tree switches the screen to display the corresponding settings.
The items with the lock icon
•
•
can only be enabled or disabled by the administrator.
To return the device settings to default, click [Reset]. Note that in a screen without [Reset], the settings
cannot be returned to default.
To export the device settings, click [Export].
・ Only DS-5000 and 5000iD support locking device settings. With the
settings locked, the user cannot modify them.
・ The settings can be locked or unlocked only by System Configuration
Program.
・ The setting items and values (ranges) of devices vary depending on the
device model. For details, refer to the reference manual for each
device.
For information on device configuration, read the following descriptions.
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8.5.1 Devices with Device Configuration Support
Devices that can be configured via Dictation Module are listed below. This section describes the
configuration of DS-5000/5000iD, DS-4000/3300, and DR-2000/DR-1000.
・ The setting items and values (ranges) of devices vary depending on the
device model. For details, refer to the reference manual for each
device.
DS-5000/5000iD
DS-4000
DS-3300
DR-2300
DS-50/40/30
DR-2000
DR-1000
WS-320M/310M/300M
WS-331M/321M/311M
WS-210S/110
WS-200S/100
8.5.2 DS-5000/5000iD Device Configuration
This section describes the DS-5000 and 5000iD device setting items and their functions.
Stand-alone
Common Settings
General
Recording
Display
Administrator Settings
General
Display
Security
Worktype List
Author List
Folder
Dictation
Button
Hands Free
PC Link
Button Function
Stand-alone - Common Settings
General
Items
Beep Sound
Power Save
USB Class
Card Select
Functions
Selects ON or OFF for a beep sound.
Selects power saving time.
Selects Composite or Storage mode as
the USB connection mode.
Selects the card to be accessed.
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Default
ON
10 min
Composite
SD
Recording
Items
Recording Format
Microphone Sensitivity
VCVA Mode
Functions
Selects the recording mode.
Selects Microphone Sensitivity.
Selects ON or OFF for VCVA (Variable
Control Voice Actuator) mode.
Default
QP
Dictation
OFF
Display
Items
Functions
Backlight
LED Mode
Contrast
Date Format
Selects ON or OFF for backlight.
Selects ON or OFF for the LEDs.
Adjusts the contrast (12 levels).
Sets the display format of date.
If synchronizing the recorder time with
that of the PC, enables "Use PC Settings".
Clock Format
Selects the 12-hour or 24-hour time
display format.
Switches the displayed language for the
device.
Language
Default
ON
ON
6
M.D.Y.
Not
synchronize
d with the
PC.
12h
English
Stand-alone - Administrator Settings
General
Items
Permission
Functions
Prevents files from being deleted.
With this option enabled, pressing
[ERASE] on the device will not delete the
files.
Prevents the menu from being
configured.
Splash Message
Slide Switch Guide
Alarm
WIth this option enabled, pressing
[MENU] on the device does not display
the menu screen.
Configures the splash message displayed
when the device is powered on.
If characters have been entered in the
text box with "Custom" enabled, the
entered characters are displayed when
the device is powered on. Up to 32
characters can be entered. They are
case-sensitive.
With "ON" selected, the button layout of
the slider switch is displayed on the right
edge portion of the LCD.
Produces an alarm sound when certain
operations occurs. Turn on the alarm for
significant events
(Error/Pre-end/Important/General).
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Default
Not
preventing
Not
preventing
Time of day
greeting
OFF
ALL
Display
Items
Upper Area
Lower Area
Functions
Configures the items displayed on the
upper portion of the device display.
The following choices are provided:
- Author ID
- File Name
- Work Type
Configures the items displayed on the
lower portion of the device display. The
items selected for Upper Area cannot be
configured.
- Level Meter
- File Name
- Work Type
- Rec Time
- Author ID
Default
Author ID
Level Meter
Security
Items
Authentication
Functions
Enables authentication with a PIN
code.
Default
Disabled
This option can be enabled only when a
PIN code has been configured. With this
option enabled, the following
"authentication timing" and "device
locking timing" can be configured.
Authentication timing
At power-on
The time when authentication is required
can be specified as "At power-on" or "At
power-on and recovery from sleep".
Device locking timing
Configures how many times in a row
authentication can fail before the device
is locked.
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5 times
Worktype List
Items
Worktype List
Worktype Selection
Functions
Default
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.
Displays the Worktype List when a
new recording is made.
Disabled
With this option 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.
Author List
Items
Author List
Author Selection
Functions
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.
Displays the Author List 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.)
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Default
Folder
Items
Folder Property (General)
Functions
Enabled
Enables or disables a folder.
Folder Name
Default
Folders A-E
enabled
Folders F-G
disabled
Folders A-G
Specifies the folder name with up to 16
one-byte alphanumeric characters.
Worktype
Specifies the Worktype to be configured
for audio 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 "Display the Worktype List
when a new recording is made" option
has been enabled for "Worktype List".
Folder Property (Security)
No
Auto Lock
Sets whether or not to lock audio files
stored in the folder. Select "Yes" or "No"
from the drop-down list, which is
displayed by clicking [ ] in the setting
box.
Encryption
No
Selects whether or not to encrypt audio
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
in the setting box. Enter a
password in the "New password" and
"Confirm password" fields using 4 to 16
one-byte alphanumeric characters.
About folder configuration on DS-5000
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.
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Dictation
Items
Functions
DSS Mode
Recording Behavior
Download file
Default
DSS Pro
Selects the DSS recording format.
The default recording format for classic
DSS is DSS.
The default recording format for DSS Pro
is DS2.
When DSS mode is switched from "DSS
Pro" to "Classic DSS", the following items
are checked.
・ If the recording format is set to QP, it is
changed to SP, and QP is prevented from
being selected.
→ Stand-alone - Common Settings Recording
・ The Encryption attribute is set to "NO" and
is prevented from being modified.
→ Stand-alone - Administrator Settings Format
Selects the recording operation.
Overwrite
Selects the file(s) to be downloaded.
All Files
Button
Items
Functions
Slide Button
Default
Customizes the slide switch locations and
the functions that are assigned to the
buttons at the top of the slide switch.
Customizes the functions that are
assigned to the function buttons [F1],
[F2], and [F3] on the device.
Function Button
Type A
The following functions can be assigned to the function buttons.
NEW Mode
FOLDER
PRIORITY
INFORMATION
Rec Mode
Mic Sense
VCVA
Disable
STOP Mode
FOLDER
PRIORITY
INFORMATION
Pending
LOCK
INSERT
Mic Sense
VCVA
NEW
Disable
REC Mode
VERBAL
INDEX
DISPLAY
Disable
PLAY Mode
INSERT
SPEED
INDEX
Pending
PRIORITY
LOCK
Disable
Hands Free
Connecting a foot pedal to the cradle of the recorder enables hands-free operations.
Items
Operation selection
Foot Pedal configuration
Functions
Selects hands-free operations.
Assigns functions to the foot pedal.
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Default
Dictation
PC Link
Button function
This category configures the button functions when the device is connected to the PC.
Items
Main Window
DirectRecording Window
Functions
Default
Configures the operations when the [F1],
[F2], and [F3 ] function buttons and the
[MENU] button are pressed on the device
with the Main window active.
Configures the operations when the [F1],
[F2], and [F3 ] function keys and the
[MENU] button are pressed on the device
with the Direct Recording window active.
8.5.3 DS-4000/3300 Device Configuration
This section describes the DS-4000 and 3300 device setting items and their functions.
Basic
Menu
Template
General
Recording
Display
JobData
Basic
Items
Functions
Author ID
Configures the Author ID of the recorder.
Folder Name
Renames a folder.
Default
DS-4000/
DS-3300
Folders A-G
Menu
General
Items
Functions
Default
Beep Sound
Backlight
Contrast
Date Format
Selects ON or OFF for a beep sound.
Selects ON or OFF for backlight.
Adjusts the contrast (12 levels).
Sets the date display format.
If synchronizing the recorder time with
that of the PC, enable "Use PC Settings".
Clock Format
Selects 12-hour or 24-hour time display
format.
Selects whether or not to charge the
device using the cradle.
ON
ON
6
M.D.Y
Not
synchronized
with the PC.
12h
Cradle Change
ON
Recording
Items
Functions
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Default
Recording Mode
Microphone Sensitivity
VCVA Mode
Selects the recording mode (LP or SP).
Selects Microphone Sensitivity.
Selects ON or OFF for VCVA (Variable
Control Voice Actuator) mode.
SP
Dictation
OFF
Display
Items
Display Item at Stop/Play
Display Item at Recording
Functions
Selects the items displayed when device
operations are stopped and when a file is
played.
Selects the items displayed when a file is
being recorded.
Default
File Length
Level Meter
Template
Job Data
Items
Author ID
Worktype
Priority Level
Functions
Configures the Author ID.
Configures the Worktype.
Configures the Priority Level.
Default
1000
7
8.5.4 DR-2000/1000 Device Configuration
This section describes the device setting items and their functions for DR-2000 and 1000 DirectRecs
(digital microphone devices for dictation).
The DirectRec key assignments for the application's functions can be saved as a file.
[New] : Makes a new key assignment.
[Import] : Specifies a file name when importing key assignments from the file.
[Export] : Specifies a file name when exporting key assignments to the file.
[Delete] : Deletes a key assignment.
Customize
Application Control
Customize
This category lists the buttons and their functons.
About settings customization
The setting items configured here are synchronized with the items in "Customizing" of
DirectRec Configuration Tool (DCT).
User ID
This option configures the user ID. The user ID is recorded as header information when direct
recording is performed.
Enable Beep Sound
Checking this option enables a beep sound.
Enable Button Click Suppression
With this option checked, a clicking sound is not produced when a button on the DirectRec
device is pressed.
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Application Control
•
•
•
How applications are controlled can be selected from the following three ways:
Only an active application is controlled.
A DirectRec application is preferentially controlled.
Both a template application and DirectRec application are used as needed.
DirectRec App
This option configures the key assignments for controlling a DirectRec SDK application.
Global
This option configures the key assignments for controlling all the applications not registered in
the template. Unlike with DirectRec applications, keys are assigned to all of the buttons.
WINWORD
This option registers the shortcuts or external applications used with Word. This is enabled when
the Word window is active.
EXCEL
This option registers the shortcuts or external applications used with Excel. This is enabled when
the Excel window is active.
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8.6 Update
This category configures whether or not to check for the latest Updates.
Procedure
1.
Click [Options] on the Tool menu.
2.
Click [Update].
The Update dialog box will appear.
3.
Select an item from the tree on the left and configure it on the right.
4.
To configure automatic checking, check “Check for updates automatically” and set
“Check Interval”.
5.
To check for Updates immediately, click [Check now].
6.
Click [OK].
The settings will be confirmed.
[OK] : Secures the settings.
[Cancel] : Exits without modifying the settings.
[Apply] : Reflects changes to the configuration file.
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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.
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9 Troubleshooting
This chapter assists in solving problems with Dictation Module.
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9.1 The System Remains Silent
If no sound is produced, verify the following items.
Recorder Connection
Check that the device is connected to your PC and powered ON.
Speakers
Check that the speaker volume is not set to a minimal level.
Sound Card
Check whether or not your sound card features a manual volume control; if it does, try
turning up the volume.
Playback Volume
To check this, perform the following steps.
Procedure
1.
Click [Settings] - [Control Panel] from the Start menu.
2.
Select [Sounds and Multimedia] - [Audio] and then click [Master].
3.
Check that the volume of “Master” and “Wave” are not set to the minimum level
and that “Mute” box is not checked. (Play WAV File)
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9.2 DVR Is Not Recognized
If the recorder connected to the PC is not recognized, verify the following items.
Procedure
1.
After connecting the recorder to your PC using a USB cable, check that the LCD
display of the Digital Voice Recorder shows "REMOTE".
2.
If "REMOTE" is not displayed, remove the USB cable from the recorder and check
that Stop mode and hold switch are not enabled.
3.
Reconnect the USB cable to the recorder and check that the LCD display shows
"REMOTE".
4.
If it still does not show "REMOTE", the communication driver may not be working
properly. In such cases, check Communication Driver Problem.
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9.3 Installing to a Network Folder
If Dictation Module has been installed with a local network folder specified as the installation destination,
Dictation Module on the local network cannot be started with the standard settings due to CAS (Code
Access Security) in .NET Framework.
.NET Framework 2.0 Configuration can configure CAS (Code Access Security) to enable the module to
start from the network folder.
To configure CAS, perform the following steps.
Procedure
1.
Select [Control Panel] - [Management Tools] from the Windows Start menu and
then start .NET Framework 2.0 Configuration.
2.
Click the Console Root tree and select [.NET Framework 2.0 Configuration] - [My
Computer] - [Runtime Security Policy] - [Machine] - [Code Group] - [All_Code].
3.
Select [New] on the right-click menu to open the Code Group dialog box.
4.
Enter data following the wizard.
•
•
•
•
5.
New code group name : (Ex. Dictation Module)
Code group condition : URL
URL : Installation destination on the local network (Ex. file://ShareServer/Shared Program/*)
Access permission set : FullTrust
After configuring CAS, start Dictation Module or Transcription Module for
verification.
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9.4 Updating
It is recommended to keep software up-to-date.
Check for updates and update the software.
Updating Dictation Module
To update Dictation Module, perform the following steps.
Procedure
1.
Click [Check for Update] - [Dictation Module] on the Help menu.
The Olympus download server will be checked for updates.
When a version newer than the currently installed one is detected, the confirmation
dialog box for updating will appear.
2.
Select updating.
The data will be downloaded from the server and updating of Dictation Module will begin.
Updating the Device Firmware
To update the firmware of a connected device, perform the following steps. This function is available only
when a device is connected.
Procedure
1.
Click [Check for Update] - [Device Farmware] on the Help menu.
The Olympus download server will be checked for updates.
When a version newer than the currently installed one is detected, the confirmation
dialog box for updating will appear.
2.
Select updating.
The data will be downloaded from the server and updating of device firmware will begin.
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9.5 Support Contacts
For Purchasing License Keys
To purchase the following license keys, please contact your dealer or distributor.
•
•
Dictation Module multi-license key
Transcription Module multi-license key
Asking about Malfunctions
•
•
•
•
•
When submitting a query, the information below needs to be provided to our support staff along
with the details of your problem. Please keep the following data handy.
Type of PC (manufacturer and model)
Amount of memory
Hard disk space
Name and version of the OS
Connected peripheral devices
For assistance in solving a problem such as a malfunction, please contact your dealer or
distributor.
Please note that it may take a some time to answer your query, depending on our investigations.
Other Support
Various types of information, including product specifications, PC connections, support for OSes,
and FAQs, is available on our Web site. For the latest information, please visit the Olympus Web
site at http://www.olympus-global.com/en/global/
These descriptions are subject to change.
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10 Appendix
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10.1 Names and Functions of Screen Components
This section describes the names and functions of the components comprising the three screens of the
DSS Player Pro Dictation Module.
Names and Functions of the Main Screen Components
This is the main screen of Dictation Module. It is used to organize and play files. The Recording screen and
Playback Control screen are launched via the Main screen.
The names and functions of the Main screen components are described here.
Title Bar
Displays the standard Windows title
bar.
Menu Bar
Content List View
Lists audio or document files in the
folder selected in the Audio File window
or Device window.
Displays the menu used with
Dictation Module.
Tool Bar
Displays the three groups of tool bar
buttons: Standard, Edit, and E-mail /
FTP. 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. Right-clicking the tool
bar displays the context menu, which
can be used to show or hide the
buttons.
Information View
Displayed by clicking [Restore] in the
Content List view. This view displays
information on content in the Content
List view, including the content of a
document file and the message of a
sent email.
Properties View
Displays the properties of the file or
folder that is currently being focused
on.
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Playback Control Bar
Used to play the audio file selected in
the Content List view. The Playback
Control bar provides functions and
ways of use similar to the Playback
Control screen.
Audio Tree View
Displays various folders storing audio
and document files managed by
Dictation Module. Organization and
properties of the folders can be
configured based on the user's
needs. Selecting a folder displays
audio and document files in the folder
in the Content List view.
Device Tree View
Displays folders in connected devices
and cards. Selecting a folder displays
the audio files in the folder in the
Content List view.
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, the details of the error can be
checked.
Third Area
Displays Author ID. If no Author ID has
been registered, the Windows logon ID
is displayed.
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Names and Functions of Playback Control Screen Components
The names and functions of the Playback Control screen components are described here.
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. It is used to perform tasks like
writing a document while listening to a recorded file. Exiting the screen brings the user back to the Main
screen.
Title Bar
Displays the name of the file that is
currently being played and the name
of the folder in which the file is
stored.
Playback
Position/Recording Time Length
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.
Control Panel
Priority Button
This mark indicates the priority of the
file. A red mark means that the file is
assigned high priority.
Audio/Instruction
Comment Mode Switching
Button
Switches between audio playback
and Instruction Comment playback.
In Instruction Comment mode, the
icon turns to green and the Play bar is
surrounded by a green line.
Timescale control
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
or
changes the
timescale.
Control
Volume Adjustment
Adjusts 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.
Information Button
Clicking this button displays property
information of a file. The Main screen
does not have this button.
User Setting Button
Clicking this button displayes User
Setting dialog box. Playback
condition and Transcribe Bar setting
can be changed.
Show Status Bar Button
Shows or hides the status bar. The
Main screen does not have this
button.
Audio Output Display
Displays the current state of audio
playback. In the case of monaural
recording, the L and R outputs are
displayed at the same height.
Playback Speed Adjustment
Control
Clicking
and
or dragging the
slider adjusts the playback speed
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ay Bar and Position Slider
Pl
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 ranges are
represented with
.
Index Mark
without changing the voice pitch
(sound pitch).
This control is hidden by default.
Noise Cancellation Control
Clicking
and
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
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.
Control Buttons
Pressing these buttons moves the
Playback Position control.
: Moves to the beginning of a
file.
: Moves to the previous index
mark or the edge of a verbal
comment.
: Rewinds a file. Holding the
button speeds up rewinding.
/
: Starts
playback. Pressing this button during
playback stops it.
: Fast-forwards a file.
Holding the button speeds up
fast-forwarding.
Tone Adjustment Control
Clicking
and
or dragging the
slider adjusts the tone in increments of
1% from 100% on the B side to 100%
on the T side.
This control is hidden by default.
Status Bar
Displays the following information.
First Area : The current operating state
(Play, Stop, Fast-forward, Rewind,
QUE, REVIEW)
Second Area : Author ID
Third Area : Worktype
Fourth Area : Comment
: Moves to the next index
mark or the start (or end) of a verbal
comment.
: Moves to the end of a file.
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Names and Functions of the Recording Screen Components
The names and functions of the Recording screen components are described here.
The Recording screen is displayed by clicking
or
on the Main screen, or by clicking [New
Dictation] or [Edit Dictation] on the File menu. This screen is used to create (record) and edit a file with
a supported device. Exiting the screen brings the user back to the Main screen.
Title Bar
Displays the name of the file that is
currently being edited and the name
of the folder in which the file is
stored.
Tool Bar
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.
Status Bar
First Area : The current operating state
(Play, Stop, Fast-forward, Rewind,
QUE, REVIEW)
Second Area : Author ID
Third Area : Worktype
Fourth Area : Comment
Control Panel
Priority Button
This mark indicates the priority of the
file. A red mark means that the file is
assigned high priority.
Audio/Instruction
Comment Mode Switching
Button
Switches between audio playback
and Instruction Comment playback.
In Instruction Comment mode, the
icon turns to green and the Play bar is
surrounded by a green line.
Information Button
Clicking this button displays the
property information of the file. The
Main screen does not have this
button.
/
Recording mode
Switches between Insert and
Overwrite recording modes.
/
Microphone Sensitivity
Playback
Position/Recording Time Length
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.
Timescale control
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
or
changes the
timescale.
Control
Volume Adjustment
Adjusts 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.
indicates the sensitivity for
dictation recording and
represents the sensitivity for
Audio Output Display
141 / 180
conference recording. This is
available with DS-5000 or
DirectRecs.
Displays the current state of audio
playback. In the case of monaural
recording, the L and R outputs are
displayed at the same height.
User Setting Button
Clicking this button displayes User
Setting dialog box. Playback
condition and Transcribe Bar setting
can be changed.
Playback Speed Adjustment
Control
Clicking
and
or dragging the
slider adjusts the playback speed
without changing the voice pitch
(sound pitch).
Show Tool Bar Button
Shows or hides the Tool bar. The
Main screen does not have this
button.
Show Status Bar Button
Shows or hides the status bar. The
Main screen does not have this
button.
ay Bar and Position Slider
Pl
Noise Cancellation Control
Clicking
and
or dragging the
slider can adjust the noise cancellation
effect in four levels of 0, 1, 2, and 3.
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 ranges are
represented with
.
Index Mark
Clicking
inserts an index mark at
the Position control point.
Displayed Area Slider
Indicates the currently displayed
range in the file with
. Dragging
the slider shifts the displayed range.
Control Buttons
Pressing these buttons moves the
Playback Position control.
: Moves to the beginning of a
file.
: Recording will begin.
Tone Adjustment Control
Clicking
and
or dragging the
slider adjusts the tone in increments of
1% from 100% on the B side to 100%
on the T side.
: Record a verbal comment only
while this button is being pressed.
[Finished]
: Moves to the previous index
mark or the edge of a verbal
comment.
[Pending]
: Rewinds a file. Holding the
button speeds up rewinding.
Stops and exits a recording. The file can
then be transcribed.
Closes the screen in Pending state. The
file will be stored in Pending status in
the Recording tray.
/
: Starts
playback. Pressing this button during
playback stops it.
: Fast-forwards a file.
Holding the button speeds up
fast-forwarding.
: Moves to the next index
mark or the start (or end) of a verbal
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comment.
: Moves to the end of a file.
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Audio Tree View (Main Screen)
The Audio Tree view is displayed on the left side of the Main screen.
Title
Tool Bar
Displays the name of the view.
Pin Button
Switches the display mode of the
view between automatically hidden
and always displayed.
(On): Always displayed.
Displays the tool buttons for working
with a file.
For information on the functions, refer
to the Folder menu section in Menu List.
The folder structure is displayed under
the Dictation tray.
For information on each folder, refer to
How Folders Work.
(Off): Automatically hidden
when not in use. To display the view
again, press
view.
in the Content List
144 / 180
Device Tree View (Main Screen)
The Device Tree view is displayed on the left side of the Main screen.
This view is displayed when the device is connected. It displays, with icons, the devices supported by
Dictation Module.
[Hide/Restore] button
Pressing
view.
hides the Device Tree
Pressing
shows the Device
Tree view again. 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 information on the functions, refer
to the Device menu section in Menu
List.
The folder structure under Device
Manager is displayed.
For information on each folder, refer to
How Folders Work.
145 / 180
Content List View (Main Screen)
The Content List view is displayed in the center of the Main screen. It cannot be hidden.
: Shows or hides the Audio Tree
view.
Title
Displays the name of the list view
(either the Dictation List or Document
List) displayed in the view area.
View Area
Displays audio or document files in the
folder selected in the Audio Tree or
Device Tree view.
: Switches the Filter of the list
view on or off.
: Switches the in-line editing
function of the list view on or off.
Shows or hides the Properties
view.
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Information View (Main Screen)
The Information view is displayed at bottom center of the Main screen. This view is hidden by default.
[Hide/Restore] button
Pressing
view.
hides the Device Tree
Pressing
shows the Device Tree
view again. Note that if no device is
connected, pressing this button does
not show the view.
Title
Displays either "Document List",
"Document Preview", or "Mail
Preview".
: Switches the displayed
view.
Pin Button
Switches the display mode of the
view between automatically hidden
and always displayed.
(On): Always displayed.
(Off): Automatically hidden
when not in use. To show the view
again, press
View Area
Document List
Lists all the document files under the
Document tray when the contents of
the Dictation folder are displayed in the
Content List view. Dragging one of the
document files to an audio file in the
Content List view can link the document
file with the audio file.
Document Preview
Displays the content of a selected
document file when the contents of the
Document folder are displayed in the
Content List view. It also displays the
content of a linked document file when
the contents of the Dictation folder are
displayed in the Content List view.
Mail Preview
Displays the content of email. When
sending an audio file selected in the
Content List view via email, its content
is displayed.
.
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Properties View (Main Screen)
The Properties view is displayed on the right side of the Main screen. This view is hidden by default.
Title
Property View
Displays the name of the view - either
"Property" or "Job History".
: Switches the displayed
view.
Pin Button
Switches the display mode of the
view between automatically hidden
and always displayed.
(On): Always displayed.
(Off): Automatically hidden
when not in use. To display the view
again, press
view.
in the Content List
(Customize) Button
Shows or hides an item or category in
the Properties view.
Displays the properties of the selected
file or folder. The items displayed in
black characters can be edited.
: Displays the properties by
category.
: Displays all properties in
alphabetical order.
: Displays the history of the
dictation file.
Job History View
Displayed only when Dictation is
selected in the Content List view. It
displays the history from the creation of
the selected audio file to the completion
of its transcription (or to the completion
of transmission if the audio file has
been sent via email or FTP).
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10.2 Menu Lists
This section describes the menus provided by Dictation Module.
10.2.1 [File] Menu
Command Name
Button
Functions
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 Dictation
Converts a selected audio file into a
specified file format.
Voice-recognizes a selected audio file
using Dragon NaturallySpeaking.
Imports an external audio file not
managed by Dictation Module so that
Dictation Module can manage it.
Converts a selected audio file into
external media.
Splits a selected file at a specified
position into two files.
Start Voice Recognition
Import Dictation
Export Dictation
Split
Join
Joins multiple files into a single file.
Encrypt
Encrypts a selected file.
Decrypt
Decrypts a selected encrypted file.
Open Document
Associate with
Document
Remove Association
with Document
Edit Job Data
Change Status
Exit
Ctrl+W
Opens a selected document file. When
running this operation with an audio file
specified, the linked document file will
also open.
Associates a selected audio file with a
specified external document file. The
associated document file will be copied to
My Document and managed with the link.
Dissociates an audio file from its linked
document file.
Edits the job data of a selected audio file.
Job data refers to several editable
settings: Author ID, Worktype ID, Option
Items, and Comments.
Changes the status of a selected audio
file.
Exits Dictation Module.
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10.2.2 [Folder] Menu
Command Name
Button
Functions
When the Dictation tray 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.
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.
Deletes the shortcut folder (shortcut path
to an external folder) created with [Add
Folder].
Renames a selected folder.
The folders in the Download tray and
custom folders are shortcut folders
maintained internally by DSS Player. When
renaming is applied to these folders, only
the shortcuts are renamed, not their actual
folders. Subfolders are real folders and can
be renamed.
Starts the Folder Design dialog box, with
which you can configure the attributes of a
folder.
New Folder
Add Folder
Remove Folder
Rename Folder
Folder Setting
10.2.3 [Edit] Menu
Command Name
Button
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
Moves or copies the audio file, which was
copied to the clipboard with the Cut or Copy
command, into a specified folder.
Delete
Deletes a selected audio or document file.
Select All
Copy to Folder
Move to Folder
-
Selects all the files in the Content List view.
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.
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10.2.4 [View] Menu
Command Name
Button
Switch to Playback
Control Window
Folder Navigation
-
Property Window
Information Window
-
Tool Bar
-
Status Bar
Playback Control Bar
-
Gridlines
-
Columns to Display
-
Sort by
-
Filter On/Off
Enables or disables the filtering function.
In-line editing
F5
Refresh
Functions
Switches from the Main screen to the Playback
Control screen. The audio file selected in the
Main screen begins playing.
Shows or hides the Audio Tree view or Device
Tree view.
Shows or hides the Properties view.
Shows or hides the Information view.
Shows or hides the Standard Edit E-mail / FTP
Customize tool bar.
Shows or hides the status bar.
Shows or hides the Playback Control bar.
Shows or hides the grid lines in the Information
view.
Shows or hides the columns in the audio list and
configures their displayed order.
Sorts files in alphabetical order by the columns
selected in the Information view.
Enables or disables direct editing of the items
displayed in the audio list. Clicking a
configurable item in the list makes the field
editable.
Refreshes the audio list on the Main screen. The
audio list refers to cached data for speeding up
the display. Since refreshing the list causes the
cached data to be rebuilt, it may take a while to
display a large list.
151 / 180
10.2.5 [Play] Menu
Command Name
Button
Functions
Volume
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. Clicking this
menu during playback stops it.
Fast-forwards a file. Holding the button
speeds up fast-forwarding.
Rewinds a file. Holding the button speeds up
rewinding.
Moves the Position control to the next index
mark or start (or end) of a verbal comment.
Moves the Position control to the previous
index mark or start (or end) of a verbal
comment.
Adjusts output sound volume.
Speed
Speeds up or slows down playback.
Tone
Configures the tone, placing an emphasis on
the high or low pitch areas.
Play/Stop
Fast Forward
Rewind
Next Index Mark
Previous Index Mark
Noise Cancellation
Channel
-
Insert Index Mark
Deletes an index mark at the Position control
point.
Displays the View All Index Marks dialog box.
Delete Index Mark
View All Index Marks
Next Verbal Comment
Previous Verbal
Comment
Dictation / Instruction
Comment Mode
Intro Scan
Selects the level of noise cancellation from 0,
1, 2, and 3. A larger number means a higher
effect of noise cancellation.
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.
F10
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 Audio 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.
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10.2.6 [Tool] Menu
Command Name
Button
Functions
Send Via E-mail
Manually moves a selected audio file to the
email sending box. If multiple email profiles
have been registered, select a profile for
transmission with the pop-up menu.
Select Speaker
Selects the speaker supplied with a PC or the
one provided by a connected digital voice
recorder when playing a file.
Send Via FTP
Manually sends a selected audio file via FTP.
The Send command sends an email in the
sending box or a file via FTP to the server.
When the transmission successfully
completes, the audio file will move to Sent
Items. The Receive command initiates the
reception of document files.
Enables or disables Hot keys.
Send and Receive
Hotkeys On/Off
Keyboard Settings
OLE Settings
Options
-
Displays the user-configured keyboard
options. It enables the user to assign Hot keys
to Dictation Module commands, and to delete
or modify the assignments.
Selects the way to handle audio data, when
dropping a DSS or DSS Pro file selected in the
Content List view to an OLE-enabled
application, from the following:
・ Embedding the audio file in a document file
・ Embedding only the link information in a
document file
Displays the Option Settings dialog box for
Dictation Module.
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10.2.7 [Device] Menu
Command Name
Button
Download Folders A-G
-
Download Selected
Files
-
Functions
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 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.
Download All
Upload Selected Files
Change Device Mode
Change Storage Media
Synchronize
Date/Time
Device Setting
10.2.8 [Help] Menu
Command Name
Contents
Button
F1
Check for Updates
-
About Dictation
Module
-
Functions
Displays the Help for Dictation Module.
Checks the Olympus download server for
the latest Updates and downloads them if
present.
Displays the version information of
Dictation Module.
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10.3 File Property Lists
This section provides the property lists of audio and document files displayed in the Content List view.
The R/W column describes the Read and Write attributes.
The Filter column indicates whether or not the filter is set. The Option column shows the option setting for
filtering.
Displayed Property List (Audio File List view)
The following table lists the properties and their descriptions displayed in the Audio File List view.
R/W : Read and Write attributes. The items that have the W attribute are user-editable.
Filter : Whether or not the filter is set.
Option : Option setting for filtering.
Property
Priority Level
Priority
Voice Recognition
Instruction
Comment
Encrypted
Locked
File Name
Author
Worktype
Created
Completed
Downloaded
Deleted Date
Backed up Date
Transcriptionist
Transcription
Started
Transcription
Completed
Process/Status
Description
R/W
Filter
Option
A numeric value representing the priority
level, ranging from 0 to 15
Priority
(High/Normal)
Whether or not the audio file has been
voice-recognized
Whether or not the audio file is
instruction-commented
R/W
Yes
Value
R/W
Yes
No
R
Yes
No
R
Yes
No
Whether or not the audio file is encrypted
R
Yes
No
Whether or not the audio file is locked
R
Yes
No
The name of the audio file
The Author name
The Worktype name
The date and time of when the audio file
was started
The date and time of when the audio file
was was finished
The date and time of when the audio file
was downloaded
The date and time of of when the audio file
was deleted
The date and time of when the audio file
was backed up
R/W
R/W
R/W
R
No
Yes
Yes
Yes
--No
No
Date
R
Yes
Date
R
Yes
Date
R
Yes
Date
R
Yes
Date
The name of the Transcriptionist
The date and time of when a transcription
was started
The date and time of when a transcription
was finished
The Process/Status of the audio file
R
R
Yes
Yes
Date
Date
R
Yes
Date
R/W
Yes
No
R
Yes
Value
:ProcessRecording
:ProcessTranscription
:ProcessVoiceRecognition
:ProcessExport
Length
:ProcessArchive
The recording time length of the audio file
(HH:MM:SS)
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File Size
Option Item
Option Item
Option Item
Option Item
Option Item
Option Item
Option Item
Option Item
Option Item
Option Item
Comment
Document
1
2
3
4
5
6
7
8
9
10
File Format
Audio Format
Original Location
Receiver
Sent Date
Location
DSS License
The size of the audio file (KB)
The content of Option Item 1
The content of Option Item 2
The content of Option Item 3
The content of Option Item 4
The content of Option Item 5
The content of Option Item 6
The content of Option Item 7
The content of Option Item 8
The content of Option Item 9
The content of Option Item 10
Comments for an audio file
The name of a document file linked with the
audio file
The extension of the audio file
The format of the audio file
The folder in which the audio file was
originally stored
The receiver of the audio file
The date and time of when the audio file
was sent
The location of where the audio file is stored
(full path)
The name of the vendor that supplies the
codec for the audio file
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R
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
--No
No
No
No
No
No
No
No
No
No
No
---
R
R
R
Yes
Yes
Yes
No
No
No
R
R
Yes
Yes
No
Date
R
No
---
R
Yes
No
Displayed Property List (Document List view)
The following table lists the properties and their descriptions displayed in the Document List view.
R/W : Read and Write attributes. The items that have the W attribute are user-editable.
Filter : Whether or not the filter is set.
Option : Option setting for filtering.
Property
Priority Level
Priority
Voice Recognition
Instruction
Comment
Encrypted
Locked
File Name
Author
Worktype
Transcriptionist
Transcription
Started
Transcription
Completed
Process/Status
Description
R/W
Filter
Option
R/W
Yes
Value
R/W
Yes
No
R
Yes
No
R
Yes
No
Whether or not the document file is
encrypted
Whether or not the document file is locked
R
Yes
No
R
Yes
No
The name of the document file
The Author name
The Worktype name
The name of the Transcriptionist
The date and time of when a transcription
was started
The date and time of when a transcription
was finished
The Process/Status of the audio file
R/W
R/W
R/W
R
R
No
Yes
Yes
Yes
Yes
No
No
Date
Date
R
Yes
Date
R/W
Yes
No
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R/W
R
R
R
R
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
No
No
No
No
No
No
No
No
No
No
No
--No
Date
R
No
---
A numeric value representing the priority
level, ranging from 0 to 15
Priority
(High/Normal)
Whether or not the audio file has been
voice-recognized
Whether or not the audio file is
instruction-commented
:ProcessRecording
:ProcessTranscription
:ProcessVoiceRecognition
:ProcessExport
Option Item 1
Option Item 2
Option Item 3
Option Item 4
Option Item 5
Option Item 6
Option Item 7
Option Item 8
Option Item 9
Option Item 10
File Format
File Size
Sender
Received Date
Location
:ProcessArchive
The content of Option Item 1
The content of Option Item 2
The content of Option Item 3
The content of Option Item 4
The content of Option Item 5
The content of Option Item 6
The content of Option Item 7
The content of Option Item 8
The content of Option Item 9
The content of Option Item 10
The extension of the audio file
The size of the audio file (KB)
The sender of the audio file
The date and time of when the audio file
was received
The location of where the audio file is stored
(full path)
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10.4 Default Key Assignments
This section provides the lists of default key assignments.
Default Key Assignments
Playback Control Key Assignments
Command
Default Key
Play/Stop
F9
Stop
Fast Forward
F8
Rewind
F7
Next Index Mark
Ctrl+Right
Previous Index Mark
Ctrl+Left
Next Verbal Comment
Ctrl+Shift+Right
Previous Verbal Comment
Ctrl+Shift+Left
Jump to Top
Jump to End
Volume Up
Ctrl+Up
Volume Down
Ctrl+Down
Speed Up
Ctrl+Shift+Up
Speed Down
Ctrl+Shift+Down
Tone Up
Ctrl+Alt+Up
Tone Down
Ctrl+Alt+Down
Noise cancellation level*1
Insert Index Mark
Delete Index Mark
Dictation/Instruction Comment Mode
F10
*1 : Each command execution cyclically switches the level in the order of Off, 1, 2, 3, Off, and so
on.
DirectRecording Key Assignments
Command
Default Key
Record
Ctrl+Alt+F1
Record Verbal Comment
Ctrl+Alt+F2
Switch between High and Normal priority
Ctrl+Alt+F3
Switch between Conference and Dictation
Ctrl+Alt+F4
Switch between Insert and Overwrite mode
Ctrl+Alt+F5
Pending dictation
Ctrl+Alt+F6
Finish dictation
Ctrl+Alt+F7
Change saving folder*2
Ctrl+Alt+F8
Send/not send finished dictation*3
Ctrl+Alt+F9
Delete Instruction Comment
Ctrl+Alt+D
Undo
Ctrl+Alt+Z
Redo
Ctrl+Alt+Y
*2 : Finishing a dictation displays the Save As dialog box. With this dialog box, you can specify the
file name, change the saving destination, and select whether or not to automatically send the
file. This command can change the saving destination, and each execution changes the
destination to the next folder.
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*3 : Finishing a dictation displays the Save As dialog box. With this dialog box, you can specify the
file name, change the saving destination, and select whether or not to automatically send the
file. This command toggles automatic sending on and off.
General Key Assignments
Command
Default Key
New Dictation
Edit Dictation
Start Voice Recognition
Property View
Hotkeys On/Off
Download All
Ctrl+N
Ctrl+O
Ctrl+R
F12
Ctrl+Shift+M
Function Assignments for Function Keys
Function Key
[F1]
[F2]
[F3]
[F4]
[Ctrl]+[F4]
[Alt]+[F4]
[F5]
[F6]
[F7]
[F8]
[F9]
[F10]
[Shift]+[F10]
[F11]
[F12]
Windows Standard
Display Help
Edit Item
Search
Close Window
Exit Application
Refresh Window
Show Context Menu
DSS Player Pro
Display Help
Edit Item
---
Exit Application
Refresh Window
Move Pane
Rewind
Fast Forward
Play/Stop
Switch Dictation/Instruction Comment Mode
Show Context Menu
Hotkey On/Off
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10.5 Functions of Devices
This section lists the functions of devices.
Functional Support of Recorders
Some devices have limitations on functions. The following table summarizes the functional support of
each device model.
: Supported
: Unsupported
Dictation folder Download/Upload : Supported file types are listed.
The device locking function is supported only by DS-5000 and 5000iD.
Model
DirectRecord Dictation folder Dictation folder
Template
(Creating a
Download
Upload
Edit/Register
new file)
DS-5000 /
5000iD
DS-4000
DS-3300
DS-2300
DS-2200
DSS, DSS Pro
DSS, DSS Pro
DSS
DSS
DSS
DSS
DSS
DSS
DSS
DSS
DS-50
WMA
WMA, MP3
*1
DS-40
WMA
WMA, MP3
*1
DS-30
WMA
WMA, MP3
*1
DS-2
WS-331M
WS-321M
WS-311M
WS-320M
WS-310M
WS-300M
WS-210S
WS-110
WS-200S
WS-100
DSS, WMA
WMA
WMA
WMA
WMA
WMA
WMA
WMA
WMA
WMA
WMA
DSS, WMA
WMA, MP3
WMA, MP3
WMA, MP3
WMA, MP3
WMA, MP3
WMA, MP3
WMA
WMA
WMA
WMA
*1 : Some functions are unavailable.
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Device
Menu setting
10.6 Names and Functions of the Option Settings Dialog
Boxes Components
This section describes the names and functions of the components comprising the Option Settings dialog
boxes, which are used for configuring various options.
Folder Design Dialog Box
This dialog box is used to configure folder-related settings.
Category Bar
Selects the category of the profile.
The currently selected category is
highlighed.
The setting information included in
the profile falls into the following
categories.
Folder Tree
Configures the folders in the Dictation
tray and Document tray.
Turning the checkbox on or off
enables or disables the
corresponding folder.
Create Folder Buttons
[New] : Creates a new folder. A created
folder is displayed between the
Download tray and Recording folder.
[Add]: Adds a specified external folder
path as a custom folder to the Audio
Tree view.
[Remove]: Removes a shortcut folder
previously created with [Add].
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Folder Properties
Displays the properties of the folder
selected from the folder tree.
Properties are configured for each
folder.
Configurable properties vary
depending on the folder type.
[OK] : Secures the settings.
[Cancel] : Exits without modifying the
settings.
[Apply] : Reflects changes to the
configuration file.
Sorts properties by category.
Lists the properties in
alphabetical order.
Browse for folder Dialog Box
Select a folder and click [OK].
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Change Password Dialog Box
Enter a password in the New Password and Confirm Password fields and click [OK].
Support Document Type Dialog Box
•
•
•
To register an extension, type it in the Supported document extension box and click [Add].
To delete an extension, select it from the Supported document list and click [Remove].
When the configuration has been completed, click [OK].
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Convert Dictation Settings Dialog Box
Specify the settings and click [OK].
Auto Send via E-mail Setting Dialog Box
•
•
Click To, CC, and/or BCC to specify the addresses.
Type in a title and body in the Subject and Note boxes respectively.
Specify the settings and click [OK].
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Auto Send via FTP Setting Dialog Box
Specify the settings and click [OK].
Cleaning Settings Dialog Box
•
Enable the Cleaning setting, specify the retention period, and click [OK].
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Purge Setting Dialog Box
Specify the settings and click [OK].
File Name Setting Dialog Box
•
•
•
•
By selecting the checkbox of an item, its setting is applied to the file name. Note that “File Name” is a
required item.
To change the order of items, select an item and use [Up] and [Down] to change its position.
Setting a separator inserts it between selected items.
The separator is selected from a drop-down list.
[none]
[space]
- [hyphen]
. [period]
_ [underscore] (Default)
[Preview] displays the format of a file name resulting from renaming being configured.
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Edit Job Data Dialog Box
•
•
•
This dialog box is used to configure job data (Author ID and Priority Level) for a file.
Select the Author ID and Worktype ID from the drop-down lists.
Enter the label names and values of option items.
Specify the settings and click [OK].
Rule Setting Dialog Box
Configure the Author ID and destination folder of an audio file, and then click [OK].
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Author Property Dialog Box
Configure the Author ID and Priority Level, and then click [OK].
Worktype Property Dialog Box
This dialog box is used to configure Worktype ID, Option Items, and the barcode input option.
Option Item
Worktype ID and Option Items are configured.
Worktype ID can be entered using up to 16 characters.
Up to 10 Option Items can be registered.
•
•
•
•
To add an Option Item, configure it in the Option Item Property dialog box, which is displayed by clicking
[Add]. To enable an Option Item when making a recording on the recorder side, select the checkbox of its Label.
To modify an Option Item, select its Label and click [Modify]. Then, make changes to the Option Item in the
Option Item Property dialog box.
To delete an Option Item, select its Label and click [Remove].
To change the order of Option Items, select a Label and use [Up] and [Down] to change the item's position.
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Limitations on Option Items
When creating an audio file, up to 10 Option Items are registered using
the DS2 recording format, while only three of them are recorded using
the DSS recording format.
Bar code Input Option
This option configures the input method when using barcodes to input values to the Option Items
registered in the Option Item list.
•
•
With Barcode input option set to "Bulk scanning" in the Worktype Property dialog box, one barcode
scanning populates multiple Option Items with data. The starting and ending digit numbers for scanning can be
set in the Option Item Property dialog box.
With Barcode input option set to "Separate scanning", one barcode scanning populates a single Option
Item with data. If multiple Option Items have been registered, separate barcode scannings sequentially
populate the Option Items with scanned data.
Description
The description of the Worktype is registered. Up to 100 characters can be entered.
Option Item Property Dialog Box
This dialog box is used to configure an Option Item.
•
•
•
•
For the Label, any string can be entered using up to 16 characters.
For the Default Value, any value can be specified using up to 20 characters.
For the Initially Displayed Value, the default value of the label when making a recording with a recorder is
selected.
(Blank/Default/Last Entered Value)
For the Starting and Ending Digit Numbers for Barcode Scanning, the string range extracted from scanned
data is specified with the starting and ending digit numbers.
Limitations on the Label
When using the DSS recording format, only up to eight characters in a
registered Label name string can be used. Subsequent characters are not
recorded in a file.
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Recording Format Setting Dialog Box
•
•
Select the recording format from the Format drop-down list.
Select the bit rate and stereo/monaural settings for a specified recording format from the Attribute
drop-down list.
E-mail Settings (Select) Dialog Box
•
Select an email transmission/reception protocol for registration and click [Next].
The E-mail Settings dialog box for the selected protocol will appear.
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E-mail Settings (POP/SMTP) Dialog Box
•
•
•
To configure advanced settings, use the Advanced Settings (POP/SMTP) dialog box, which is displayed by
clicking [More settings].
Pressing [Test settings] initiates a test to determine whether or not a file can successfully be uploaded and
downloaded with the current settings in the dialog box, and then displays the result.
Specify the settings and click [Finish].
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Advanced Settings (POP/SMTP) Dialog Box
Specify the settings and click [OK].
E-mail Settings (IMAP) Dialog Box
172 / 180
•
•
•
Pressing [Test settings] initiates a test to determine whether or not an email can successfully be sent and
received with the current settings in the dialog box, and then displays the result.
To configure advanced settings, use the Advanced Settings (IMAP) dialog box, which is displayed by
clicking [More settings].
Specify the settings and click [Finish].
Advanced Settings (IMAP) Dialog Box
Specify the settings and click [OK].
E-mail Settings (GroupWise) Dialog Box
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Specify the settings and click [Finish].
E-mail Settings (Lotus Notes) Dialog Box
Specify the settings and click [Finish].
E-mail Settings (Extended MAPI) Dialog Box
Specify the settings and click [Finish].
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FTP Settings Dialog Box
•
•
Pressing [Test settings…] initiates a test to determine whether or not a file can successfully be uploaded
and downloaded with the current settings in the dialog box, and then displays the result.
Specify the settings and click [Finish].
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10.7 Glossary
Backup
With a folder configured for backup, the audio files dropped into that folder can be
automatically backed up to a specified folder.
Citrix Presentation Server
A client/server system that allows a shared server application to be started from multiple
client OSes including Windows, Macintosh, and Linux.
Clean
A folder attribute and a way to delete files. Old files can be deleted through one of two
methods: by directly deleting them or by moving them to the Recycle Box and then deleting
them with the delete option of the box. Setting the Clean attribute enables automatic
cleanup of old files.
Composite Mode
This mode supports multiple device classes. Recorders support the Audio and HID classes
(note that DS-5000 supports the Audio, HID, and Storage classes).
DirectRecord
A recording method that records audio data directly onto the hard disk drive in a PC with a
connected DirectRecording device. DR-1000 and DR-2000 are the devices specialized for
direct recording. Some DVR models also support direct recording.
DRM
This stands for Digital Rights Management. It is a general term for the technologies that
protect the copyrights of digitally-created contents and regulate the use and replication of
them.
DSS
This stands for Digital Speech Standard.
This voice encoding standard has been developed by Olympus and two other companies. It
can downsize audio data while maintaining sound quality. All of Olympus recorder models
support DSS. DSS-compliant audio files have the "DSS" extension.
DSS Pro
An audio standard enhanced from the classic DSS.
Key differences from the DSS standard include QP (Quality Play) mode for high-grade
recording, an increase from 16 to 32 in the number of settable index marks, support for
audio file encryption, and support for verbal comment recording. DSS-compliant audio files
have the "DSS" extension.
FTP
This stands for File Transfer Protocol. This is a protocol used for transferring a file over the
TCP/IP network.
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Hot Key
A function that allows an application's operation or a button operation on the device to be
assigned to a key on the keyboard and to be executed simply by pressing the key. It can be
customized and enables the user to work more efficiently by registering frequently used
functions.
HTTPS
A protocol that integrates SSL (Secure Sockets Layer) encrypted communication into HTTP.
Instruction Comment
An Instruction Comment is an instruction or other message recorded for a Transcriptionist. It
can be recorded only with DirectRecord and cannot be created when making a recording with
a standalone recorder. It is maintained as a file separately from an audio file and is recorded
to provide a Transcriptionist with instructions.
Job Data
A collective term for several basic settings, e.g. Author ID, Worktype, Option Items, and
Comments.
By centrally managing these settings as Job Data on the application side, each dictation can
be edited and configured more easily.
Noise Cancel
An operation that reduces noise output by extracting and filtering out noise components from
an audio file. The cancellation effect can be adjusted to three different levels.
MP3
An MPEG-1-based audio compression method. Like other major audio compression
techniques, it uses a lossy compression method that achieves a high compression rate by
deducting less audible portions from sound data. DSS Player supports it only for playback.
The file extension is .MP3.
MSI Package
A Windows Installer-compliant package for installation. DSS Player Pro R5 executes the MSI
packages of modules when performing installations and upgrades.
OLE
When dragging and dropping an audio file to a document file, it can be configured to be an
embedded object or a linked object.
An embedded object brings all audio data into the file, resulting in a larger amount of data,
while the file with audio data embedded can be played on another PC that has DSS Player
installed. A file linked with audio data only retains the file name and path of the audio file,
resulting in a smaller amount of data, while the file may not be able to be played if it cannot
refer to the audio data path.
Option Item
An item associated with a Worktype. Up to 10 items can be registered with combinations of
values.
Option Items can be input with such tools as Baltech Transponder and a barcode reader.
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Ownership
An attribute that, based on an Author's privilege, prevents an audio file from moving to the
Finished folder in Transcription Module after the file has been transcribed. With this attribute
configured, the file is not moved to the Finished folder in Transcription Module when its
transcription has been completed.
Under review. With the Ownership attribute configured, the dictations in the folder can be
manipulated (moved and deleted) only by the Author.
Priority
This is represented by the 16 priority levels of 0 to 15, and allows the user to prioritize
dictations.
Proxy
This is a boundary that separates an internal network from an 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.
Repository
A hierarchically structured database that stores shared data managed by System
Configuration Program. It stores user profiles, profiles of groups, and Update information.
Stand-alone System
The basic system of DSS Player Pro R5. It represents a system environment in which
Dictation Module and Transcription Module run on local PCs and management tools such as
System Configuration Program are not used.
Storage Mode
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.
Terminal Service
This is a client service provided by Windows Server. It can execute applications and services
provided by the server on the client side. A separate license such as TS-CAL is required to use
this function.
VCVA
A capability that enables sound-initiated recording (called Variable Control Voice Actuator) in
order to improve usability and efficiency for prolonged recording. It halts recording after a
certain period of silence and resumes it in response to sound. The sound level to initiate
recording can be adjusted. A level setting optimized for a recording environment ensures
efficient recording. For recording intended for voice recognition, it is recommended to disable
the VCVA function.
Verbal Comment
A voice comment that is embedded in audio file data. Verbal comments can be recorded with
supported recorders. They are provided to transcribe audio data immediately after and
according to the comment. Verbal comments are recorded at any position in an audio file
based on the need for instructions.
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WAV
A standard audio file format for Windows. It is also referred to as the WAVE format. The
specifications include the saving format for recording a digitally converted audio signal. The
file extension is .WAV.
WMA
A standard audio format for Windows. This technology is a component of Windows Media, a
multimedia technology incorporated in Windows, and is a standard audio compresson
technique. The file extension is .WMA.
Workgroup System
The middle-class system of DSS Player Pro R5. It represents a multi-user system
environment in which multiple licenses are managed by License Manager and user settings
can be maintained with System Configuration Program.
Worktype
This is the data used to classify dictations. The user can classify the types and Authors of
dictations with the application by selecting a Worktype on the recorder when making a new
recording.
Using Option Items associated with a Worktype, additonal attributes can be provided.
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Copyright © 2008 OLYMPUS IMAGING CORP.
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