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Olympus Dictation Delivery Service

Instruction Manual

Version 1.0

Olympus Dictation Delivery Service

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Table of contents

1. Olympus Dictation Delivery Service Overview ........................................................ 3 2. Olympus Dictation Portal ....................................................................................... 4

Order Licenses ....................................................................................................... 4 Configuring Olympus Dictation App........................................................................ 6 Adding Email Addresses ....................................................................................... 7 Adding an FTP Profile ........................................................................................... 8 Creating Worktypes.............................................................................................. 9 Assigning a License to a User ............................................................................. 10

3. Olympus Dictation App......................................................................................... 12 Initial Settings for Olympus Dictation for iPhone ................................................. 12 Initial Settings for Olympus Dictation for Android................................................ 13 FlashAir Card ....................................................................................................... 16 User Specific Settings .......................................................................................... 18

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1. Olympus Dictation Delivery Service Overview The Olympus Dictation Delivery Service consists of two components, the Olympus Dictation

Portal (ODP) and the Olympus Dictation App for Smartphone. The ODP is a web based

management application that allows users to manage their account, licenses and configuration

settings. The Olympus Dictation App is the component that resides on the Smartphone, this

allows users to create dictations and send them via their preferred method (Email/FTP). This

guide will go through adding and configuring users in the ODP and also using the Olympus

Dictation App.

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2. Olympus Dictation Portal

Order Licenses

Users can order licenses and configure settings via the Olympus Dictation Portal. Trial licenses

can be provided by the supplier, prior to the user purchasing full licenses. Before the trial

period is up, users can purchase full licenses via the portal so they can then migrate their

settings from the trial licenses to the standard licenses.

Licenses can be ordered by clicking the Order button in the ODP.

Then click Agree to the license agreement.

Enter the number of licenses to order and click OK.

Click OK to confirm.

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Once again, click OK to the following message.

The reseller will receive a notification and should then be able to issue the Standard licenses to

the customer account.

Click Yes to the following prompt to migrate settings from the Trial licenses to the Standard

licenses.

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Configuring Olympus Dictation App

When using the licensed version of the app, users must be setup via the ODP before using the

app. If there are multiple users, the IT administrator can centrally configure apps installed in

multiple smartphones. Once they have connected to the ODP, this will transfer their settings

across to the app, ensuring their dictations are sent to the correct destination with the correct

details.

It may be worth adding an Address Book, FTP profile and Worktypes. This can be done, by

logging into the ODP with a Customer account and going to Settings. These details can also be

added while setting up the individual users.

From here, the Language can be changed, an Email Address Book, FTP Profiles and Worktype

Lists can be added.

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Adding Email Addresses

Click Address book to add email addresses for contacts. CSV files can also be imported to

quickly add multiple users. You can download the Sample CSV file by clicking the “Download

template file” button and use the file as a template to create your own CSV file.

Click New Contact

Or Import (.csv file)

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Adding an FTP Profile

As with the Address book, details for an FTP profile can be manually added or a .csv file can be

imported. You can download the Sample CSV file by clicking the “Download template file”

button and use the file as a template to create your own CSV file.

The information that is required to set up an FTP profile is the login credentials, FTP server

Address, etc.

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Creating Worktypes

Multiple Worktype Lists can be created with different worktypes depending on the users.

Click the Add button, a new window will appear prompting for a Worktype List name

Click the Add button once again, this will bring up another window prompting to add the

worktypes.

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Assigning a License to a User

Click on the Licenses tab.

To assign a license to a user, simply select a license and click Edit.

Another window will then come up. Here, the following settings can be configured:

• Delivery method - Email/FTP

• File format – DSS/DS2

• Encryption – 256-bit/128-bit

• Author Ids

• Worktypes

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User Information

The specific user's email address must be

entered here, as they will require it when

activating the Olympus Dictation App. An

error message will be sent to the email

address when ODDS failed to send the

dictation.

Delivery Method

The delivery method can be specified

here. The recipient details will also need

to be entered here. Depending on the

delivery method, click E-mail Settings or

FTP Settings.

Recording Format

The recording format can be changed.

Encryption

The Encryption setting can be changed

and disabled.

If encryption is enabled, a Password

must be specified.

Author ID and Worktypes Author ID can be entered in this field

Select a pre-configured Worktype List, or

click Add to create a new Worktype List.

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3. Olympus Dictation App

Initial Settings for Olympus Dictation for iPhone

Now that the setup for a user is complete, the user can then follow these steps to install and

connect their Olympus Dictation App. The app can be downloaded from the App Store or

Google Play by searching “Olympus Dictation”. Then follow these instructions to obtain the

settings from the ODP.

Press the Settings button Tap the Send field Select to Server and press

Settings to go back

Enter the Server URL, the

Smartphone Login information

and email address. This

information can be obtained

from the IT administrator.

Press Check Server

Connection, if all the

information has been entered

correctly, the success

message will appear.

Tap the Server Options field

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Initial Settings for Olympus Dictation for Android

Press the Menu button on

the device to access the

Settings button

Tap the Send field Select to Server and press

Settings to go back

Tap the Server Options field

Enter the Server URL, the

Smartphone Login information

and email address. This

information can be obtained

from the IT administrator.

Press Check Server

Connection, if all the

information has been entered

correctly, the success

message will appear.

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Basic Features

In this section of the

Recording screen, the

filename can be changed,

a Worktype can be

selected and the dictation

can be marked as “High Priority”

The main controls for the

recording are in the central

section of the Recording

screen.

The Olympus Dictation App

supports Insert/Overwrite

recording.

Users can navigate to the

“List of Recordings”. The

Properties of the current

dictation can also be

edited.

Dictations can be sent via Email/FTP

Dictations can be

deleted directly from

the Recording screen

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The folders can be navigated

by pressing either Pending,

Outbox or Sent.

The FlashAir card

can be accessed

by pressing this button

This is a list of Pending

dictations, which can be

further edited from here,

sent via Email/FTP, or

deleted.

Edit the properties

of the dictation by pressing this button.

Access the Settings

menu by pressing this

button.

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FlashAir Card

The FlashAir card is an SD memory card with a wireless LAN functionality designed by Toshiba

Corporation. It allows users to connect to it wirelessly and access any files on it. This card can

be used in place of a regular SD card in a DS-7000/35001.The Olympus Dictation App will

utilize this by allowing users to connect to the card to retrieve dictations from their

Professional voice recorder. They can then use the app to send these dictations. 1 The voice recorder must be running firmware version 1.02 or higher

Follow these steps to access a FlashAir card:

• Set Use FlashAir to ON in the Settings menu.

• Press the F3 button on the DS-7000/3500 to

enable the wireless radio.

• Connect to the FlashAir network via the Settings

menu on the smartphone. The default SSID is

flashair_********, in this guide the SSID has

been set to Olympus.

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From within the App, press

the FlashAir button

Confirm the FlashAir

connection by pressing Done

Browse the Device folders to

locate the dictation Select the dictation(s) and

press Send

Once the dictations have been downloaded from the FlashAir card, on

iOS, users must disconnect from the FlashAir network via the main

Settings to send the dictations.

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User Specific Settings

There are some settings that can not be set via the ODP, as they are user specific. The user

can adjust these by going to the Settings menu. These settings are some of the Recording

settings and the General Settings.

As the Olympus Dictation App records in the DSS/DS2 file format, these dictations are

compatible with the Olympus Dictation Management System. These can be imported directly

into the Transcription Module.

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OLYMPUS IMAGING CORP. 2951 Ishikawa-machi, Hachioji-shi, Tokyo 192-8507, Japan.

Tel. +81 (0)42-642-6162

http://www.olympus.com

OLYMPUS IMAGING AMERICA INC. 3500 Corporate Parkway, P.O. Box 610, Center Valley, PA 18034-0610, U.S.A.

Tel. 1-888-553-4448

http://www.olympusamerica.com

OLYMPUS EUROPA SE & CO. KG Premises: Consumer Product Division

Wendenstrasse 14-18, 20097 Hamburg, Germany.

Tel. :+49 40-23 77 3-0 / Fax +49 40-23 07 61

Goods delivery: Modul H, Willi-Bleicher Str. 36, 52353 Duren, Germany.

Letters: Postfach 10 49 08, 20034 Hamburg, Germany.

http://www.olympus-europa.com

OLYMPUS IMAGING AUSTRALIA PTY LTD. 82 Waterloo Rd, North Ryde NSW 2113, Australia

TEL: (61) 2-9886-3992

http://www.olympus.com.au