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. 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.
The DocShuttle window has two panes. The top pane displays files on the FTP server. The bottom pane displays files on the local computer hard drive. DocShuttle Administrator users can track the status of jobs in real-time, showing the status of each job in the top pane. Files can be uploaded to the FTP server either by dragging files from the bottom pane to the top pane or by clicking the arrows in the button bar at the top of the window. Uploading can also be automated. All files, including both audio and document files, can automatically be securely encrypted with 256 bit encryption.
- 1 Configuring Connection Information
- 2 Connect with DocShuttle Administrator
- 3 Create Folders on FTP Site
- 4 Settings
- 5 Import Settings
- 6 Advanced Settings
- 6.1 Viewing a Range of Folders
- 6.2 Archive Files
- 6.3 Using DocShuttle Administrator with the Orator Digital Dictation System
- 6.4 Managing Files using DocShuttle Administrator
- 6.5 Quality Assurance
- 6.6 Managing Text Documents
- 6.7 Creating Reports
- 6.8 Purging and Deleting Files
- 6.9 User Security and Permissions
- 6.10 Test User Permissions
- 6.11 Orphan Files
- 7 Layout of DocShuttle Administrator
Configuring Connection Information
Setting Up 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.
Connect with DocShuttle Administrator
Once folders have been created on the FTP site, you can begin using the DocShuttle Administrator. Click Tools | Settings from the DocShuttle Administrator window to configure the settings. The Host address, User name and Password must be entered in order for DocShuttle Administrator to be able to connect to the FTP site. If dictation files are stored in a subfolder on the FTP site, the subfolder path should be entered in the Initial directory field. These four settings will usually be the same for each DocShuttle user.
DocShuttle uses a particular folder structure and particular filenames in order to manage workflow. Before you can upload dictation files to your FTP site, you will need to use DocShuttle Administrator to set up the FTP site. For more information, please see the Create Folders on FTP Site section below.
Note: you will need to be connected to the Internet in order to connect to the FTP site.
1. Open DocShuttle Administrator
2. Click on the Tools menu and select Settings
3. On the FTP tab, enter the following information in the first three boxes:
Host Address: bytescribe.net Username: sample Password: sample
4. In the box labeled User's 4-Digit ID, enter 5555. That will be the Administrator's user ID. Now you have the connection information in place, and your FTP tab should look like the one in the figure below.
5. Click the OK button to accept the changes.
6. In DocShuttle Administrator, click on the Connection menu and select Connect to FTP as shown below.
7. You should see a small box, as in the figure below, pop up in the middle of your screen, showing the progress of DocShuttle Administrator connecting to the FTP site and checking for files to display.
Once the box goes away, you should be connected to the FTP site. You can look at the top of the DocShuttle Administrator window for information about your connection status, as in the figure below. You should see Connected to bytescribe.net.
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.
Create Folders on FTP Site
DocShuttle uses folders on the FTP server to organize and to store files. 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 (see below), 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.
1. In DocShuttle Administrator, click on the Tools menu and select Create Folders on FTP Site as shown below.
Note: If you are not already connected to the FTP site, you will get the following message. You must be connected in order to create folders on the FTP site.
2. A box will pop up (shown below) asking if you want to create the folders in your subfolder. Click Yes.
3. Another box should pop up (shown below) telling you that the operation was successful. Click OK.
Note: You will not notice any change in the DocShuttle Administrator interface, but the folders have been created on the FTP site.
You may now close DocShuttle Administrator. If you are still logged into the FTP site, then a box will pop up asking, Do you wish to disconnect and exit? Click OK.
Click on the Tools menu and select Settings. There are four main tabs in the Settings window as shown below. These tabs are FTP, Local, Import, and Advanced. We will go through each in more detail below.
The FTP tab, in addition to containing the connection settings (Host address, User name, Password, etc), allows users to encrypt files on the FTP server, choose which files to display, and control timezone settings (if other than Eastern Standard Time) as shown below.
Server timezone offset (default is 0). If user is working from a timezone different from the FTP server (e.g. EST), this setting will correct the time for files on the server. For example, if it is 11:00am EST (Eastern Standard Time) but the user is working at 8:00am PST (Pacific Standard Time), the timezone offset setting would be set to -3 (3 hours less than the default setting of 0).
The Local tab within the Settings window allows users to modify "size per minute" settings for multiple audio file types. Other preset criteria for FTP and local files can be customized per the user's preference.
As shown above, users can control how often (timer interval in minutes) certain functions take place. These scheduled processes include uploads, downloads, deleting local & FTP files, importing of files, and refresh of FTP data.
Importing Voice Files from Handheld Recorders
Voice files may be imported from digital handheld recorders or other systems that create sound files. As the files are saved onto a computer on the local network, DocShuttle Administrator can import them. Importing gives a file a DocShuttle filename, and copies the file to a location on your computer. 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. Click the Tools menu, select Settings, then click the Import tab. The window shown below will appear.
Specify the Location of import directory, User ID and Import to (Job Type) for each folder. For each line, files imported from the folder on the left will automatically be marked with the User ID on the right. Once the settings have been entered, you may import files by selecting the Tools | Import Files menu option from the DocShuttle menu. Importing may also be scheduled by selecting the Local tab in the Settings window.
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.
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.
The Archive Files section in the Advanced tab allows the user to automatically archive old files (default 120 days).
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.
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.
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 Transcriptionist. 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 Transcriptionist 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.
Reports may be easily created using the Document Manager window. Simply select Reports | 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 Microsoft 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
DocShuttle uses its own internal security system, based on User Permissions. The administrator of the DocShuttle system can set access rights and user permissions for each user. Clicking the Security | Users 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 Transcriptionist 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.
Previously, you created a set of folders on the FTP site. Those folders will hold both the audio and document files, and you can either allow or deny access to each folder for each user in DocShuttle.
A file that shows as being in Job Type 4 in the DocShuttle window will be kept in the type4 folder on your local computer and in the type4 folder on the FTP site. DocShuttle can work with up to 99 type folders.
A user is allowed or denied access to a type folder based on their 4-Digit User ID. For the purposes of this evaluation, we are going to set up permissions for 5 users: 1 Administrator, 2 Transcriptionists, and 2 Dictators.
1. Open DocShuttle Administrator
2. Click on the Security Menu and select Users Permissions as shown below.
The Users Permissions window should pop up, as in the figure below.
3. Click on the User menu and choose Add to begin creating a new user. The Add New User box should pop up, as in the figure below.
4. We will create the Administrator user first. In the box labeled User Name, type in your name. In the box labeled 4-Digit User ID type in 5555. Note that this is the user ID you have already been using to log in. Until permissions have been set, it is possible for anyone to log into the FTP site with any user ID. Once permissions have been set, it is only possible to log in with a valid user ID.
5. The next box is labeled Max No. of Files. Leave it blank.
6. In the box labeled User Type, click and choose Administrator. A user ID with the user type Administrator can only log in with DocShuttle Administrator. The same applies to user type Dictator and DocShuttle Dictator and user type Transcriptionist and DocShuttle Transcriptionist.
7. In the first box labeled Job Types, leave the selection as All Types. The Administrator needs to see all files in all job types. The other 4 Job Types boxes should remain blank.
Your Administrator user is now complete, and the Add New User window should look like the figure below.
8. Click OK to accept the new user. Now there is a user in the DocShuttle Users window, like the figure below.
9. Now add 4 more users with the following information:
User Name: Dr. Smith 4-Digit User ID: 1001 Max No. of Files: (leave blank) User Type: Dictator Job Type: type1 (leave the other boxes blank)
User Name: Dr. Jones 4-Digit User ID: 1002 Max No. of Files: (leave blank) User Type: Dictator Job Type: type1 (leave the other boxes blank)
User Name: Sam Sample 4-Digit User ID: 9010 Max No. of Files: 1 User Type: Transcriptionist Grant Permission for QA: (leave unchecked) Job Type: type1 (leave the other boxes blank)
Transcriptionist #2 (QA Transcriptionist)
User Name: Sally Sample 4-Digit User ID: 9500 Max No. of Files: (leave blank) User Type: Transcriptionist Grant Permission for QA: check Job Type: type1 in the first box, type2 in the second box (leave the other boxes blank)
There should now be 5 users in the DocShuttle Users window, as in the figure below.
When you exit the DocShuttle Users window, the following message appears.
Now the permissions have been created, but in order for them to take effect, the permissions need to be set. Setting permissions puts a copy of the permissions file (enc.prm) on the FTP site.� Whenever a DocShuttle module logs into the FTP site, it downloads a copy of the permissions file and checks to see if the user has permission to access the folder they are trying to open.� If so, they can log in; if not, they will be denied access and will receive an error message.
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 as shown below.
The following box will appear asking if you want to continue. Click Yes.
Permissions may also be removed from the site by selecting the Security | Remove Permissions menu option.
Test User Permissions
1. Disconnect from the FTP site.
2. Click on the Tools menu and select Settings
3. In the box labeled 4-Digit User ID, type in 5556. Note that this is not an ID that has been set.
4. Click OK to close the Settings window.
5. Now try to reconnect to the FTP site. You should receive a box saying that you were denied access, like the picture below.
6. Click OK. Note that your connection status is Disconnected and Logged out. DocShuttle denied access because the user ID was invalid.
7. Click on the Tools menu and select Settings
8. In the box labeled 4-Digit User ID, type in 5555. This is the valid Administrator ID, and so you should be able to connect.
9. Click OK to close the Settings window.
Now try to reconnect to the FTP site. You should be allowed access, since the user ID is valid.
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".
Layout of DocShuttle Administrator
As shown below, the DocShuttle Administrator window has two panes. The FTP Server Files are located in the top pane. The bottom pane displays files on the local computer hard drive. Files can be uploaded to the FTP server either by dragging files from the bottom pane to the top pane or by clicking the up/down green or yellow arrows in the button bar located above the FTP Server Files window pane.
The columns within the window panes include File Name, Status, Job, Type, Dictator, Transcriptionist, Location, Size (sound file or attachment), Length (sound file), Date Modified, Date Created, Account, Report Type, Patient First Name, Last Name, Medical Record Number, Patient Number, Dictating Physician, Visit Date, Report Date, Misc Field 1, Misc Field 2, and Transcriptionist Initials.
The window pane columns may be resized (width), moved (horizontally), and sorted (vertically) in ascending or descending order. To resize a column, place your curser between two column headers until a bold plus sign appears; then hold down the left mouse button and drag left or right for desired width. To move a column, left-click (and hold) on the column header and drag left or right until desired horizontal location then release the left mouse button. To sort columns, simply click on the column you wish to sort until an "up" (ascending) or "down" (descending) arrow appears to the left of the column name.
The menu bar (shown above) in DocShuttle Administrator contains 6 main menus: File, Connection, File Transfer, Tools, Security, and Help. Each sub-menu command will contain a shortcut icon, description of the command, and keyboard shortcuts.
The shortcut bar (shown below) allows the user quick access to some of the most common commands. These icons are also shown on the left side of the corresponding command from within the sub-menu of the menu bar. For example, the icon for the "Find" command is an image of binoculars.
If you hold the curser over a shortcut icon, the menu name will appear in a light yellow box as shown below.
Keyboard shortcuts are listed to the right of each command. For example, to "find" text within the DocShuttle window simply press the CTRL key and F key at the same time. This shortcut is shown as Ctrl+F.
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1. The File menu allows you to play sound files, view documents, check file properties, find text, run reports, and create message files as shown below.
2. The Connection menu allows you to connect or disconnect from the FTP server. The shortcut icon is also shown.
3. The File Transfer menu allows the user to Upload new selected files from the local files (lower window) or Download new or selected files from the FTP server files (upper window).
4. The Tools menu contains commands for Document Manager, Status Summary, View/Clear Logs, Purge FTP/Local Files, Find Orphan Files, Import Files, Create Folders on FTP Site, and Settings.
5. The Security menu allow the user to view, set, retrieve, and remove User Permissions.
6. The Help menu contains content documentation, tips to improve user functionality, ability to check for software updates (if available), and information about the current software version of DocShuttle.