DocShuttle Administrator
The DocShuttle Administrator module allows automatic importing of voice files from dictation systems and handheld recorders, automatic uploading of voice files to an FTP site, and automatic downloading of completed text documents from the FTP site. The status of every job is displayed for the administrator of the system. The status of each job is shown as either new, downloaded by transcriptionist, completed by transcriptionist, or uploaded with attached document. All files can automatically be securely encrypted with 256 bit encryption. Text documents are downloaded as they are completed by transcriptionists. Completed files can be automatically purged from the FTP site after a specified number of days.
Setting Up the DocShuttle Administrator
When DocShuttle Administrator is first installed, it will automatically create nine "type" folders on the local hard drive that will be used to store voice files. The number of folders or Job Types can be changed in the DocShuttle Administrator settings. The program file ftpadmin.exe will exist where the "type" folders exist. An example of this is shown below.
Your FTP site must also contain folders "type1", "type2", "type3", etc. These folders can be created by selecting the Tools | Create Folders on FTP Site menu option, or you can manually create them using some other FTP program. Examples of the created folders may be similar to "myftpsite.com/type1", "myftpsite.com/type2", etc.
Once this is done, you can begin using the DocShuttle Administrator. Click Tools | Settings from the DocShuttle Administrator window to configure the settings. The host address, username and password must be entered.
Connecting to a FTP Site
Once the settings have been entered, simply press the 'Connect' button on DocShuttle Administrator to connect to the FTP site. Once connected, all files on the FTP server will be displayed in the DocShuttle Administrator window. All new files can be uploaded by pressing the "Upload New Files" button. Many functions such as running reports and moving files can be performed by right-mouse-clicking within the panes of the DocShuttle Administrator window.
Viewing a Range of Folders
When connecting to an FTP site, DocShuttle Administrator will display files in all folders specified. If using a slow Internet connection or if a very large number of files exist on the server, the loading time may be significant. If you wish to view a range of folders, you may specify the range of folders to view. Select Tools | Settings from the DocShuttle menu and click the Advanced tab. Then specify the range of Job Types you wish to view.
Using DocShuttle Administrator with the Orator Digital Dictation System
When using DocShuttle Administrator with the Orator Digital Dictation System, no importing of voice files is necessary. The DocShuttle Administrator software should be installed in the folder where voice files from the Orator system are being exported. The DocShuttle Administrator will recognize all voice files exported by the system. It will then upload the voice files to your FTP site. The diagram below shows a typical configuration where DocShuttle Administrator and Bytescribe Export Utility are installed on the Converting Computer.
The install program for DocShuttle Administrator will default to the folder C:\Convert\TSP. It is easiest to configure the Bytescribe Export Utility that works with the Orator Dictation System to export files to this folder.
Importing Voice Files from Handheld Recorders
Voice files may be imported from digital handheld recorders or other systems that create sound files. DocShuttle will import files that have *.wav, *.vox, *.dss, *.mp3, *.msv, and *.dvf extensions. Other sound file extensions can also be specified in the settings. There are two methods for importing voice files. One method is to specify the import directory where files may be found in the Settings window. Select Tools | Settings from the DocShuttle Administrator menu and click the Import Tab. The window shown below will appear. Specify the import directory, user ID and job type for each folder. Importing may also be scheduled by selecting the "Local" tab in the Settings window. Once the settings have been entered, you may import files by selecting the Tools | Import Files menu option from the DocShuttle menu.
Another method for importing files is to drag-and-drop sound files directly from Windows Explorer into the DocShuttle Administrator window. This method will import files into the default job type folder using the default user ID (the first line shown in the image above). DocShuttle will import files that have *.wav, *.vox, *.dss, *.mp3, *.msv, and *.dvf extensions or extensions specified on the Local tab.
Managing Files using DocShuttle Administrator
File management using DocShuttle Administrator is easy because the status of all files is shown in the program window. Local files (shown in the lower pane) can have the following status: "New", "Stat", or "Transferred". Files that have not been uploaded have either "New" or "Stat" status. Once the files have been uploaded to the FTP site, they will have the "Transferred" status.
FTP Files (shown in the upper pane) can be the following status: "New", "Downloaded", "Completed", or "Uploaded". Each status is shown with a unique icon. When files are first uploaded, they will all have a "New" status. When a transcriptionist downloads a file, the status will turn to "Downloaded" and the file will appear with a yellow lightning bolt icon. When the transcriptionist completes the file, the status will turn to "Completed" and the file will appear with a red flag icon. If the transcriptionist attaches a text document and uploads the document, the status will turn to "Uploaded" and the file will appear with a red flag and a paperclip icon. When all files in the upper pane of the DocShuttle Administrator window are marked with a red icon, this indicates that all files have been completed by the transcriptionists.
Below is a chart that shows the different statuses that a file can have. There are two columns of icons. The right column of icons indicates the status of the voice file. The left column indicates the status of the attached text document. If a voice file has been completed by a transcriptionist, it will be marked with a red flag. Files that have a colored document icon represent files that are being reviewed for quality assurance purposes. The "Uploaded" status represents a file that is fully complete.
Quality Assurance
Many companies require that a document be reviewed or edited for quality assurance (QA) purposes before a final copy is submitted to the facility. DocShuttle provides a method by which a transcriptionist may send files for QA review. Both the transcriptionist and the QA review person must be using DocShuttle Client. DocShuttle Administrator is not used in the QA process. The QA review person should be granted QA privileges by the administrator. See the section on User Security and Permissions for information on granting QA privileges.
Above is a flowchart showing files sent for QA review. Once a transcriptionist completes and attaches a document, he/she may right-click on the file and select "Mark Attachment for QA" from the popup menu that appears. An option may be set to automatically mark all files for QA by selecting Tools | Settings from the DocShuttle Client menu and clicking the Local tab. When the transcriptionist uploads the file back to the FTP site, the status will be "Marked for QA" on the FTP site. A QA review person with proper privileges may then download and edit the file marked for QA. Once the file has been edited or reviewed, the file will be uploaded back to the FTP site by the QA review person. It is important that the QA review person does not rename document file name during this process.
Managing Text Documents
DocShuttle Administrator can download text documents for all files that have been completed by the transcriptionists. To view all completed text documents, select Tools | Document Manager from the DocShuttle Administrator menu. The Document Manager window shown below will appear. The Document Manager displays all downloaded text documents. This window enables functions such as printing, viewing, searching and creating reports. A scheduling feature allows automatic printing of all newly downloaded documents.
Creating Reports
Reports may be easily created using the Document Manager window. Simply select Options | Custom Report from the Document Manager menu. The dialog box shown below will appear.
To create a report, select the criteria from the dialog box and click the Create button. If the documents downloaded by DocShuttle are Microsoft Word documents and Microsoft Word is installed on the computer, you may select the "Include MS Word Statistics" checkbox to include line count information in the report.
Purging and Deleting Files
Files that have been marked as "Completed" or "Uploaded" on the FTP site may be purged using the "Purge Files" button. In the Settings window, you may specify how old files must be before they are purged. This function works by deleting each file on the FTP site that meets the criteria specified. It also deletes the corresponding file on the local drive with the same job number. The user may also manually delete files from the FTP site or local drive by right-clicking on selected files and choosing the "Delete" option from the popup menu that appears.
User Security and Permissions
The administrator of the DocShuttle system can set access rights and user permissions for each user. Clicking the Security | User Permissions menu will display the window shown below. By selecting the Users | Add menu option, users can be added to the user list. If user permissions are set on the FTP site, only users with a valid ID number will be granted access. Transcriptionists using DocShuttle Client and dictators using DocShuttle Dictator can be limited to only certain job types. If a job type is not specified in the user's profile, the user will have access to all job types. A limit to the number of files that a transcriptionists may download can be set by entering a value in the "Max Files" field.
Once all users have been entered into the user list and proper permissions have been granted, the administrator may set the permissions on the FTP site by selecting the Security | Set Permissions menu option. Permissions may also be removed from the site by selecting the Security | Remove Permissions menu option.
Oraphan Files
Since an FTP site may be accessed by programs other than DocShuttle, it may be possible that files exist on the site that are not recognized by DocShuttle. To view documents that are not recognized by DocShuttle, select Tools | Find Orphan Files from the DocShuttle Administrator menu. The window shown below will appear.
Files appearing in the window above may be files that were uploaded by some other program or may be attachments that have been improperly uploaded or separated from the original voice files. There are buttons to "Download and Remove" or "Delete Files".