QuickStart Guide for DocShuttle Administrator
Step 1.  Check your Connection Settings
First check your connection settings by clicking Tools | Settings from the main DocShuttle menu.  Make sure you have a valid setting for Host Address, User Name and Password.  If there is a subfolder on your FTP server that you will be using, enter that folder name in the Initial Directory field of the settings window.

Note:  If you do not yet have a FTP site set up or are having problems connecting to your site, you may leave the default settings and connect to a sample FTP site. 

 
Step 2.  Connect to the FTP Site

Once you have checked your settings, click the Connect button in the top left corner of the DocShuttle window, or click Connection | Connect to FTP from the menu.  The DocShuttle software will attempt to connect to the FTP site and display any available files on the site in the top pane of the DocShuttle window.  If DocShuttle is able to connect without error, there will be a status message at the top of the window showing "Logged in". 

Note:  If you have trouble connecting to the FTP site, please view the Troubleshooting section.

 
Step 3.  Create Folders on FTP Site
DocShuttle uses folders on the FTP server to store files.  The folders are named "type1", "type2", "type3", etc.  If these folders are not present on your FTP server, you must create them before DocShuttle will be able to upload to the site.  To have DocShuttle create these folders automatically, click Tools | Create Folders on FTP Site .  This menu option will create the folders on the FTP server for you.  Once they are created, you may begin uploading voice files to the FTP site.

 
Step 4.  Get Files to Upload

You must first get some files to upload.  Just as a quick test, try dragging any .wav file from Windows Explorer and dropping it into the DocShuttle window.  The file should automatically import and show up in the bottom pane of the DocShuttle window.  Try the same for several other .wav files.  Once these files have been imported, they are ready to be uploaded. 

Note:  For information on configuring DocShuttle to work with the Orator Pro dictation system, click here.  For information on configuring DocShuttle to work with digital handheld recorders, click here.

 
Step 5.  Upload Files to FTP Site

To upload the voice files to the FTP site, click the button with the green arrow pointing up, or click the File Transfer | Upload New Files menu option.  Another method is to simply drag the files from the bottom pane to the top pane of the DocShuttle window using the mouse.  The file transfer should begin and a progress bar should appear showing the current status.  Once the files have been uploaded, they should appear in the top pane of the DocShuttle window.

Note:  If there is an error uploading, please see the Troubleshooting section.

Once the files have been transferred to the FTP site, the files will appear with a "New" status in the top pane.  A green icon will appear next to all new files.  At this point the administrator will wait for the transcriptionists to download and transcribe the voice files and then upload the completed text document back to the site.  Each step taken by the transcriptionist will change the status of the voice file.   When a transcriptionist downloads a file, the status will change to "Downloaded" and a yellow icon will appear next to the file.  When a transcriptionist completes a job, the status will change to "Completed" and a red icon will appear next to the job.  When a transcriptionist uploads a completed document, the status will change to "Uploaded" and a paperclip icon will appear next to the job.  To see the steps taken by the transcriptionist, please read the QuickStart Guide for DocShuttle Client.

 
Step 6.  Download Completed Text Documents
Once transcriptionists have completed some of the dictation files, these voice files will appear with an "Uploaded" status in the top pane of the DocShuttle window and will have a red flag and a paperclip icon next to them.  To view the latest status of each job, right-mouse-click anywhere in the top pane of the DocShuttle window and select "Refresh" from the popup menu that appears.  To download any attachments, click the button with the green arrow pointing down, or click the File Transfer | Download New Files menu option.  Any completed text documents that have been uploaded by a transcriptionist will be downloaded to your local hard drive.

 
Step 7.  View and Print Completed Text Documents
Click the Tools | Document Manager menu option.  This will display the Document Manager window.  All downloaded documents will appear in the Document Manager window.  To view a Microsoft Word document, simply double-click on the document you wish to view.  To print Microsoft Word documents, highlight the files you wish to print and then right-mouse-click on the selected files and choose Print from the popup menu that appears.  You may automatically schedule printing of all newly downloaded documents by selecting the Options | Settings menu option and checking the Schedule Printing checkbox.  To create custom reports, select the Options | Custom Report menu option from the Document Manager menu. 

If the documents are not Microsoft Word documents, you may use the Tools | View Document Folder menu option from the DocShuttle Administrator menu.  This menu option will display the Windows Explorer folder containing the documents so that you may view and print the documents.