DSS Player Pro R5 Transaction Module Eastern Distributing Inc. 7/1/2008 DSS Player Pro R5 Transaction Module Olympus Table of Contents 1. Introduction to Product A. Users and Licensing page 3 B. OS requirements page 3 C. Languages page 3 D. Devices page 3 E. File Formats page 3 F. Fundamentals a. Author ID page 3 b. Job No. page 3 c. Workflow page 3 d. Folders page 4 e. Worktypes and Option Items page 4 f. Direct Record page 4 g. Ownership Attributes page 4 h. Voice Comments page 4 i. Index Marks page 5 2. Screen Components A. Main Screen page 5 a. Audio Tree page 6 b. Device Tree page 7 c. Content List View page 8 d. Information View page 9 e. Property View page 10 B. Playback Control Components page 10 C. Transcribe Bar Components page 11 Page 2 of 57 DSS Player Pro R5 Transaction Module Olympus 3. Menu Lists A. File Menu page 12 B. Folder Menu page 13 C. Edit Menu page 13 D. View Menu page 14 E. Play Menu page 15 F. Tool Menu page 16 G. Device Menu page 17 H. Help Menu page 17 4. Key Assignments page 20 5. Option Settings page 21 6. Customization page 47 7. Networking page 51 8. Trouble Shooting A. Sound page 52 B. Logging page 52 C. DVR not recognized page 53 D. Auto connection page 54 E. Updating page 56 Page 3 of 57 DSS Player Pro R5 Transaction Module Olympus Introduction DSS Player Pro R5 is the latest and greatest of the Olympus Dictation Products Users and licensing The DSS Player Pro R5 is a Dictation/Transcription system that supports individual users to multiple users. With that said it can be licensed by single license or multi-license. Multi-license is managed as a floating license. The multi requires a license manager server. Information on licensing can be obtained from you sales representative. OS Requirements Works with Windows 2000-SP4; Windows 2003 Server, XP-SP2, 32/64 bit and Vista 32/64 bit Languages English, French, German, Italian, Spanish and Russian Devices Compatible with USB Card Reader MAUSB -1- and MAUSB-200 Foot Switches RS-27 and RS-28 File Formats Supported DS2 (DSPRO in Player interface), DSS, WAV, WMA and MP3 (MP3 conversion not available) Fundamentals (File Names and their Attributes) Dictation file names are created with an Olympus recorder and are automatically named with an eight character format - The first four characters represent the Author ID the second 4 characters represent the job ID beginning with a one. The Author ID is represents the author of the file. The Dictation Module can register up to 10 Author IDs and transfer them to the recorder. If no Author ID is registered, the Windows logon ID is used as the Author ID The Job Number is automatically set when a recording is made. Each time a dictation is made, a new number is created for it. The Job No., which is an essential number for file management cannot be reset by the user. Removing the batteries or formatting the memory card will not reset the Job Number. Workflow (as a process) The process by which dictation files are created, moved through to the completed transcription file and sent via FTP or email is called workflow. Files can be networked or moved via FTP or Email from one Page 4 of 57 DSS Player Pro R5 Transaction Module Olympus module to another. By default, transcribed dictation files are automatically moved to the recycle box and deleted permanently after a certain period of time. Folders (Networked and Non-Networked) There are two types of folders: shortcut Folders and virtual Folders. Shortcut folders appear to be actual folders however they really only shortcuts pointing to specified folders. Shortcuts are automatically created and managed by DSS Player Pro. Users can modify the paths and names of these folders. If the path is over the network, it is displayed as green. When the network connection is broken the folder will show as red. Non-networked folders are yellow. A virtual folder does not represent a physical path. If serves as a container for the shortcut folders and is called a tray. Worktype and Option Items Worktypes and option items are used to classify recorded files. Each worktype can have up to 10 option items registered. Option items can be thought of as the types of actions a worktype can be associated with it. For instance if Fax is the worktype, the option items associated would be ‘to’and ‘from’. These are edited Direct Record Direct Record is for recording directly into the PC using a connected recorder as a microphone. This recording state is managed under two statuses, Pending and Complete, both of which are required to finish a recording. A dictation 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 file folder are on the local PC a transcriptionist cannot open them. A dictation File with Complete status can always be transcribed. Once a transcription has begun, it cannot be edited. A dictation file with Complete status can be edited until transcription begins. The Direct Record settings are configured with option settings > Job data > VCVA function. Ownership Attributes By default the Transcription Module is configured to automatically move a transcribed dictation file to the Finished folder. Ownership Attributes prevent this from happening. The transcriptionist or author can then move the transcribed file to another folder. Voice Comments There are two types of voice comments recorded by an Author with DSS Player Pro R5: Instructional and Verbal. Instructional comments can be created only with Direct Record and cannot be composed when making a recording with a stand-alone recorder. A blue icon will show in the comments column indicating that there are instructional comments. A verbal comment is embedded into the dictation file. Verbal comments can be created with supported recorders and can be placed in any part of the file. Voice comments cannot have index marks. Page 5 of 57 DSS Player Pro R5 Transaction Module Olympus Index Mark Index marks allow a user to mark a specific place in a file so one can find it quickly. Transcription Module Components Main Screen Once installed, to bring up the Transcription Module go to start > programs > Olympus DSS Player Pro > Transcription Module. This is an example of the DSS Player Pro 5 Transcription Module. It consists of ten components: 1.) Title Bar – typical windows title bar, shows application name, folder, and file selected 2.) Menu Bar – typical windows menu bar, the commands will be discussed in detail 3.) Tool Bar – shortcuts to the commands of the menu bar 4.) Playback Control – the module that allows for control of playback and recording 5.) Audio Tree View – hierarchy tree view of folders and files in the Transcription Module 6.) Device Tree view – hierarchy tree view of folders and files in the DVR 7.) Content List View – view of files and attributes in a selected folder 8.) Information View – detailed information showing more attributes of a specific file 9.) Properties View - detailed information showing more properties of a specific file 10.) Status Bar – Displays operating state, progress of set email or FTP and Author ID Page 6 of 57 DSS Player Pro R5 Transaction Module Olympus Components of the Main Screen Audio Tree 1.) Title displays the name of the view. It includes the pin button which turns the display mode to automatically on or off. To display the view again, press in the Content List view. 2.) The Tool Bar displays the tool buttons for working with a file. They are new folder, add folder, remove folder, rename folder and folder settings 3.) The folder structure displayed Page 7 of 57 DSS Player Pro R5 Transaction Module Olympus Components of the Main Screen Device Tree 1. Select the down or up arrow in the middle of the bar to hide and restore the Device Tree 2. The Tool Bar has download, upload, change device mode, change storage media and synchronize date/time buttons 3. The folder structure for the device Page 8 of 57 DSS Player Pro R5 Transaction Module Olympus Components of the Main Screen Properties View 1.) In this diagram, one represents the Title and the View buttons. The three buttons in the title bar control the view displayed. The user can view either Property or Job History. The Pin Button switches the display mode to either on (always displayed) or off (automatically hidden). 2.) Number two represents the Property View. Properties are displayed by category. Items displayed in black can be edited (except properties headings). The buttons in this view control the display of properties by alphabetical order or category. Job History view is displayed only when a dictation is selected in the Content list view. It shows the history from the history of the creation of the dictation to the completion of the transcription or to the completion of the transmission if the dictation file has been sent via email or FTP. Page 9 of 57 DSS Player Pro R5 Transaction Module Olympus Components of the Main Screen Information View (Main Screen) 1.) Hide and restore or the information view is controlled by clicking on the little up down arrow located in the middle of this bar 2.) Title is displayed here. At the right hand corner there are three buttons that switch the display mode to document list, document preview or mail preview.