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Olympus DS-3500, DS-7000 Installation Instructions Manual

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Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
Page 1
Document last modified: 19 July 2012 (RP)
Introduction
The following instructions are intended to guide you through the installation procedure and some standard
configuration options for the DS-3500/DS-7000 Digital Voice Recorder (DVR) 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 “RD6…”. This is printed on a separate light
green or blue paper that is the same size as the CD cover.
o DS-3500 or DS-7000 Digital Voice Recorder, including sD memory card and batteries.
o USB Download Cable and CR15 Docking Cradle (optional – not inc. with DS-3500).
If you already use the DS-3500/DS-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 connect the Digital Voice Recorder 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
dependant 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.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Installation Steps
Insert the ODMS R6 CD into the PC and follow the prompts (please see your DS-3500/ DS-7000 manual
for step by step instructions).
Once the software is successfully installed, connect the Digital Voice Recorder. 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).
Record and download some test recordings before using in a real situation.
Configuring Software using “First Start Wizard”
DS-3500/DS-7000 – ODMS R6 Dictation Module (Authors)
Open the ODMS R6 Dictation Module software (Start – All Programs – Olympus Dictation Management
System – Dictation 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.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
First Start Wizard
User Name (Author ID)
The name you enter can be uploaded to the DS-7000/DS-3500 (see page 10), and used to identify both your
Digital Voice Recorder (DVR) and your recordings. The User Name appears on the DVR’s screen and is
also displayed on the recording so the Typist/s can see the Author of each recording.
Enter the User Name, using
“underscores” between names if
required, up to a maximum of 16
characters.
Click on “Next” to move to next step.
Worktypes
Worktypes, such as Letter, Fax, Memo, and Report, can be used to identify the type of document you are
dictating, thereby allowing the Typist/s to choose a document template for transcription.
Like the Author ID, Worktypes must be
uploaded to the DS-7000/DS-3500 (see
page 10).
Every time the Author starts a new
dictation, they are prompted to select from
the list of Worktypes.
Enter the Worktype name in the first
field and click “Add” to add it to the
Worktype list below.
Repeat this process for each
Worktype you wish to add (up to a
maximum of 20).
Click on “Next” to move to next step.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Dictation Method
This step allows you to choose where your recordings will be saved and how they will be sent to your
Typist/s.
Folder Location
By default, the Folder Location will be
set to your “My Documents” folder.
However, as discussed in “Folder
Structure” on Pg 1, you may wish to
share the recordings with other users on
your network, most likely your Typist/s.
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 send your sound
files either by Email or FTP. Use this
option if your Typist is not at the same
location as you. Your Typist may
indicate their preference for receiving
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.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Download Settings
These options tell the software what to do when the DS-3500/DS-7000 DVR is connected to the PC. We
recommend customers tick both boxes.
If “Automatic Download” is selected, all
sound files will be automatically
downloaded from the DVR when it is
connected.
If “Delete Upon Download” is selected,
once the sound files have been
downloaded onto the PC/Shared
Network Folder, the files are deleted
from the DVR. The files will only be
deleted from the DVR if the download
process is successful. Deleting the files
from the DVR after download prevents
the same files being resent to the Typist
everytime the DVR is connected.
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.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Configuring Software Manually
DS-3500/DS-7000 – ODMS R6 Dictation Module (Authors)
Open the ODMS R6 Dictation Module software (Start – All Programs – Olympus Dictation Management
System – Dictation 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.
Set “Auto Download” to “yes”, so that files will be downloaded automatically when the DVR is connected.
Files recorded in Folder A on the DVR, will be downloaded to Folder A in the software, Folder B to
Folder B etc., unless you set the “Advanced Download” option (see page 8).
The “Path” is where the files will be downloaded/saved. Change this 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).
Select each Folder in turn and set the Properties as required.
This screen shot shows “Folder A” Properties.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
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
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.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Advanced Download:
Click on “Advanced Download” in the left column
As noted previously, normally files recorded in Folder A on the DVR, will be downloaded to Folder A in
the software. However you can force all files to be downloaded into a specific Folder in the software if
you wish. Click “Download all dictations to…”, select “Specific folder” and click on the “…” button to
select the folder.
Author:
Click on the “Add” button to add Author name/s. Up to 10 Author names (IDs) can be uploaded onto the
DVR (see page 10). If there is 1 x ID, all files recorded on the DVR will automatically be marked with this
ID (to indicate who recorded the file). If there are 2 or more IDs, these will be listed on the DVR screen
when it is turned on, allowing the Author to choose the required ID.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Worktype:
Click on the “Add” button to add Worktype/s. Up to 20 Worktypes can be uploaded onto the DVR (see
page 10). Like the Author IDs, if there are 2 or more Worktypes, these will be listed on the DVR screen
when it is turned on, and whenever the user creates a new file, allowing them to select the type of file
they are about to record. This assists the Typist with choosing a document template.
For information on other options on the Workflow tab (or other tabs):
Select “Help – Contents” in your Dictation Module
Click on the “Search” tab
Type in the word/s to search for and press “Enter”
Topics containing the searched word/s will display in the left colum
Click on the topic you require to see further details in the right hand pane of the window.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Device Tab:
From the main window of ODMS R6, go to “Tools – Options”, and click on the “Device” tab. The settings on
this Tab are used to configure the DS-3500/DS-7000 Digital Voice Recorders (DVRs). When the settings
have been changed, they must be uploaded to the DVR to take effect.
To upload Author IDs to the DVR:
Ensure the DS-3500/DS-7000 DVR is connected to the PC
Click on “Author List” in the left column, to display the Author name/s you entered (see page 8)
Select one Author ID and click “Set as Default”
Tick the box beside each ID you wish to upload to the DVR, and tick “Prompt for Author ID at Power on”
Click on the “Update” button that appears at the top of the screen, just under the Tabs
Choose “Only this page” to upload the Author IDs to the Digital Voice Recorder.
To upload Worktypes to the DVR:
Click on “Worktype List” in the left
column, to display the Worktypes
you entered (see page 9)
Select one Worktype and click
“Set as Default”
Tick the box beside each
Worktype you wish to upload to
the DVR
If you have multiple Worktypes,
put a tick beside “Prompt for
Worktype ID on new recordings”
Click on the “Update” button that
appears at the top of the screen
Choose “Only this page” to upload
the selected Worktypes to the
DVR.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Email / FTP Tab:
Use this option if you wish to Email (or FTP) files to a Typist from the ODMS R6 software. Instructions for
Email only are covered below.
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)”, you must complete all the fields in the “Settings for
POP/SMTP Server” screen.
This information can be found in your email program. If you don’t know where to find the information,
contact your Internet/Email provider or your IT Consultant.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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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 send dictations via email/FTP” and “Send dictation in the Outbox immediately”
Click on “OK”.
Once the above options are in place, emailing a sound file from ODMS, can be done in two ways:
Manual: The user chooses which files to send, and who the recipient will be.
Automatic: One of the Download Folders is configured so that all files downloaded to this Folder, are
automatically sent to a specific recipient.
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Manual Email:
Right-click a sound file in the right-hand side of the main Dictation Module window
Choose “Send Via Email…” from the drop down menu
Click on the name of your Email Profile
The “Send Email Destinations” box will open
Click on “To” to select the email recipient from your Email Address list
Enter a subject, and click on “Send”.
Next time you use this process to send an email, the previous recipient will appear in the “To” field.
Click on “To” if you wish to delete/change/add a recipient.
Automatic Email:
Go to “Tools – Options” and click on the “Folder Design” tab
In the left column, select the Folder you wish to auto-email all sound files from
Click on “Send via Email” in the right hand side of the screen, to display the browse button “…”
Olympus DS-3500/DS-7000 Digital Voice Recorder (DVR)
Installation Instructions and Standard Configuration Options
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Document last modified: 19 July 2012 (RP)
Click on the browse button “…” to display the “Set Email Destinations” box.
Click on “To” to select the email recipient from your Email Address list
Enter a subject
Place a tick next to “Automatically send the message”
Enter a Subject for the message, and click on “OK”.
The “Send via Email” option will display the Email Profile you are using, the Recipient and Subject for the
emails.
Whenever a sound file is downloaded to this Folder, it will automatically be sent using these details.
The sound file will also be moved from this Folder into the SentItems folder. From the Main Screen of
your Dictation Module software, you can click on SentItems to confirm that files have been sent.
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