olympus as-7000 transcription kit page 1 installation … · · 2012-08-14installation...

Olympus AS-7000 Transcription Kit Installation Instructions and Standard Configuration Options

Document last modified: 14 August 2012 (RP)

Introduction

The following instructions are intended to guide you through the installation procedure and some standard configuration options for the AS-7000 Transcription Kit and Olympus Dictation Management System (ODMS) R6 Software. They are not intended to replace the manual that came with your product. Note that the software can be configured in a number of different ways (dependant on customer’s requirements) so this document can only show some of the most commonly configured options. If you need assistance: Dictation Distributors Limited, Technical Support, ph: 0900 55 300

Pre-Install Checks

Check the PC meets the minimum specifications required for the product. These are listed on the exterior of the product box, and in the product manual. Alternatively, you can go to the “Downloads” page of our website at www.dictation.co.nz to download the Product Spec Sheet.

Ensure you have the all the necessary product components. You will need: o CD labeled “Olympus Dictation Management System Release 6” o Licence ID code that begins with the characters “RT6…”. This is printed on a separate light

green or blue paper that is the same size as the CD cover. o Olympus RS-28 or RS-31 Foot Control. o PC Headset.

If you already use the AS-7000 but are moving to a new PC, we recommend you check all software settings on the old PC and copy these to the new PC. Alternatively, if other people in your office use the same equipment, you may be able to copy their settings.

If your site already uses the Olympus product, ensure you know where the sound files are stored on your computer network. If this is the first install for your site, and you wish to share the files with other users on your network, you will need to create a shared Folder Structure. See below for more information on the Folder Structure.

Do not plug in the Foot Control until after the software is installed.

Folder Structure If this is a new install, and you wish to share the files with other users on your network, you will need to create a Folder Structure in a Shared Drive on your network, i.e. an area that can be accessed by all users. For easy recognition, we would recommend you call the folder “Dictation”, or similar. If you do not know how to do this, please contact your IT person. Within the “Dictation” folder, create sub-folders. The naming and content of these sub-folders is entirely dependent on your specific requirements. If you wish to start with a simple Folder Structure, create the following sub-folders under the main “Dictation” folder: “Folder A”, “Folder B”, “Folder C”, “Folder D”, “Folder E”, “Finished”. NOTE: If you choose to use the “First Start Wizard”, the sub-folders will be created for you. If you would like additional information on some commonly used Folder Structures, please request a copy of “Customer Install Instructions - Folder Structures”. Once you have read this document, if you need more assistance, please phone Dictation Distributors to discuss options.

http://www.dictation.co.nz/



Installation Insert the ODMS R6 CD into the PC and follow the prompts (please see your AS-7000 manual for step

by step instructions).

Once the software is successfully installed, connect the Foot Control. Your PC should go through the process of loading the Driver for the hardware.

You may be prompted to run a Software Update if one is available. We recommend you do this.

Configure the software, either manually (see page 6), or using the “First Start Wizard” (see below).

Test all buttons on the Foot Control.

Configuring Software using “First Start Wizard” AS-7000 - ODMS R6 Transcription Module (Typists) Open the ODMS R6 Transcription Module software (Start – All Programs – Olympus Dictation

Management System – Transcription Module).

The first time you open ODMS R6, the “First Start Wizard” will open.

Explanations and instructions for using the “First Start Wizard” follow.

If you choose to use the Wizard, click “Next”.

If you choose to configure the software without using the Wizard, click “Skip Wizard” and go to page 6 of this document for further instructions.



First Start Wizard Auto-backspace This setting controls how far the dictation skips back when you lift your foot from the “Play” button of the Foot Control. This part of the dictation will be repeated when “Play” is pressed again. Winding Speed The Winding Speed (when pressing the “Rewind” or “Fast Forward”) can be changed.

Foot Switch The RS-31 has 4 pedals (buttons). If only 3 are required, lock either the Top or Center pedal.



Dictation Method

This step allows you to choose from where you will access the recordings to be typed.

Folder Location By default, the Folder Location will be set to your “My Documents” folder. However, as discussed in “Folder Structure” on Pg 1, the recordings may need to be accessed by a number of Authors and Typists in your organisation.

Create a “Dictation” folder in a Shared Drive on your network (see “Folder Structure” on Pg 1)

In the “Dictation Method” screen of the First Start Wizard, click on the “Browse” button

Locate, and double-click the Shared Drive

Locate the “Dictation” folder and click on it once to select

Click on “OK” to return to the “Dictation Method” screen

The new path (in this case, G:\Dictation) is displayed.

Email/FTP You can choose to receive sound files either by Email or FTP. Use this option if your Author is not at the same location as you. Your Author may indicate their preference for sending files, or you may wish to ask your IT Consultant.

Click “Email” or “FTP”

If you choose “FTP”, enter the details to create the FTP Profile

If you choose “Email”, select from the email types, and if required, enter the details to create the Email Profile.



Finished Before completing the Wizard, you can choose that your software be automatically updated when modifications/new features are added to the software. We would recommend you tick this option. Select “View Help Manual” if you wish to read this now.



Configuring Software Manually

AS-7000 - ODMS R6 Transcription Module (Typists)

Open the ODMS R6 Transcription Module software (Start – All Programs – Olympus Dictation Management System – Transcription Module).

If the “First Start Wizard” opens, click on “Skip Wizard”.

Go to “Tools – Options” and click on the Tabs shown below. Note that the settings shown are commonly configured options, and are not necessarily applicable in your environment.

Folder Design Tab: Use this tab to set the Properties for each Folder.

In the left column, click on the Folder whose Properties you wish to change.

Properties are displayed and modified in the right pane of this window.

If an Author intends downloading at the Typist PC, set “Auto Download” to “yes”, so that files will be downloaded automatically when the Digital Voice Recorder is connected to the PC.

Set “Notification” to “yes”, if you wish to be notified when a new dictation arrives for typing (for further options, see page 8).

Change the “Path” by browsing to the appropriate folder location for Folder A. If you are using the simple Folder Structure, as noted on page 1, the location will be \\server1\Dictation\FolderA (where “Server1” is the name of your company’s Server).

This screen shot shows “Folder A” Properties:

../../Dictation/FolderA



Workflow Tab: General:

Click on “General” in the list of items in the left column, to show General options.

If other users in your office have DSS Player Pro R4, tick “Enable this option to share the folder with DSS Player Pro R4…”

Download:

Click on “Download” in the left column

If an Author intends downloading at the Typist PC, put a tick beside “After downloading file(s), delete the original file(s). Once the files have been downloaded onto the PC, all files will be deleted from the DVR. Note: If you choose not to use this option, the same files will be downloaded again and again, which can be confusing for support staff.



Notification:

Click on “Notification” in the left column

If you wish to be notified when a new dictation arrives for typing, select “Enable notification for new dictation received every …”

Insert a time. This is how often the software will check to see if any new recordings have arrived.

Select whether you want a “Pop up Notification” and/or “Sound Notification”.

Select “Support background notification when Transcription Module is not running” if you wish to receive notification of new recordings, even when the Transcription Module is closed.

Auto Collection:

Click on “Auto collection” in the left column

Tick “Activate Automatic collection function” and select “Move the finished dictation … to ‘Finished’ folder” to automatically move files into the Finished Folder when typing is completed.



User Settings Tab: Playback Control:

Click on “Playback Control” in the left column

Change the “Auto-backspace” to suit your requirements (this is how far the recording jumps back when you remove your foot from the “Play” button on the Foot Control)

If the rewind speed is too slow or too fast, change this using the “Winding Speed” controls. Click on a bar, then choose or to change speed, and or to change length of time to hold that speed.

Transcribe Bar:

Click on “Transcribe Bar” in the left column

If required, customise the buttons you see in the small Transcription Playback Bar by using “Add” and “Remove” to move items to/from the “Display Button” window

Choose how you want the recording time displayed in the small Transcription Playback Bar, i.e. display total length of file (counts time up to end of file), or time left remaining in file (counts down to end of file).



Email / FTP Tab: Use this option if you wish to receive sound files emailed from an Author, directly into your Transcription Module software.

Click on “E-mail” in the left column

Click on the “Add” button to add your email profile

Choose the appropriate email type from the list

If you choose “Internet Email (POP3/SMTP)”, fill in your email details, as provided by your Internet/Email provider. These can be found in your email program.



Once the appropriate email details have been entered, click on the down arrow at right of the default profile field to select and display your default email profile:

Click on “Send/Receive” in the left column

Tick “Automatically receive dictations via email/FTP” and choose at what interval you want the Transcription Module to check your email program for emails with sound file attachments.



Workflow Tab:

Click on “Receive” in the left column

Tick “Email” and your default email profile will be displayed

Tick the sound file types you wish to receive into your Transcription Module software. This should include at least “DSS” and “DS2”. If unsure, tick all file types.

When sound files attachments are detected on an incoming email, the sound files will automatically be saved into the “Inbox” (displayed in the left column of the main screen of the Transcription Module) and a number will appear in brackets to indicate there are files waiting to be typed.

Click on the Inbox to see the files displayed in the right hand pane of the main screen.



Additions to Standard Tool Bar Add the “Intro Scan” and “Change Status” buttons to the Standard Tool Bar:

Ensure you are on the main screen of the Transcription Module

Right-click on the Tool Bar to show the list of all available features.

Click on a feature to add to the Bar.

Intro Scan Change Status