Orator Configuration

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The following describes the steps necessary to configure the Orator dictation system. Configuration settings apply to all users of the system and are used by the system at startup to determine how the system will function. These configuration settings may be modified using the Configuration Settings window.

The system configuration settings can be viewed and edited by selecting Tools | Settings from the main Orator menu. Selecting this option opens the Settings window.


General

This tab displays all general configuration settings for the Orator system. The details of each setting on this tab are discussed below.


General settings.jpg


Purge jobs older than _ days:

The Orator system will automatically delete files from the system in order to keep the drives from filling up. Files to be deleted must be marked either Completed or Aborted, and must be older than the number of days marked in this field.

Default Value: 30

Range: 1 - 365


Number of job type folders:

This field sets the number of Job Types recognized by the Orator system. If a user enters a job type, or if the user's profile defaults to a job type whose number is greater than the number selected here, then the user will be prompted to enter another job type number.

Default Value: 9

Range: 1 - 99


Disconnect users after _ seconds of inactivity:

This field Sets a limit of time limit after which a line would be reset if inactive. If this setting is turned on by checking the box, the system will begin listening to each line and will reset the line once a certain number of seconds of silence has been observed. This setting does force the system to work harder since it is constantly monitoring all lines.

This feature does not work on phone systems that do not maintain silence when idle. For example, if hold music is being played, the system will not reset the line.

Default Value: 0 (off)

Range: 0 - 999


Include caller ID in file names:

If checked, and if the phone service being used by the Orator has caller ID equipped, the system will record the phone number of the caller as part of the file name.

Recording Format:

The Orator system has the capability of recording in 3 different .vox formats:

- 6KHz ADPCM

- 8KHz PCM

- 8KHz ADPCM


For conversion and export, the best format is 8 KHz PCM, which is the default.

This setting cannot be changed from this screen.


Playback gain:

This field sets the recording volume for the system. It can be set for Normal (+ 0 dB gain), Louder (+ 4 dB gain), or Loudest (+ 8 dB gain). The default setting is Normal.


User Settings

This tab displays all global user settings for the Orator system. The details of each setting on this tab are discussed below.



Leave files in Pending status on hang up:

Normally, if this box is not checked, and if a dictator hangs up the line without saving the file, then the system will always save files as New.

If this box is checked, then the system will save the file in Pending status. The next time someone logs into the system with that user ID, they will be prompted to either finish recording and save the file, or else mark it New and begin recording another file.


Prompt user for job type before each job:

Normally, if this box is not checked, and if the user's profile does not have a default job type, then the system will prompt the user to select a job file only once per call. All files recorded during that call will be saved to the same job type. In this case, if the user wants to record a file in a different job type, they will need to hang up and call back into the system.

If this box is checked, and if the user does not have a default job type selected, then the system will prompt the user to select a job type for each file they record.

If the user does have a default job type entered in their profile, then checking or unchecking this box will have no effect.


Play job number when saving file:

If this box is checked, then the system will play back the job number of the file if the file is manually saved by the user. This setting will have no effect if the user just hangs up the line to end recording.


Skip dictate prompts and begin recording immediately:

If this box is checked, the system will begin recording as soon as the user logs into the system.


Default dictator key mapping:

This field sets the default key mapping for all Dictator user types. (The key mapping for dictators and transcriptionists is different.) Individual users, whose custom key mapping has been set in their profiles, will not be affected by changes to this setting.

To change the default dictator key mapping, the administrator can either click on the >> button to access the graphical menu, or else type in the setting in the text box provided. For information about manually typing in the setting, please see the Advanced settings section.

Note: to set the key mapping back to the original defaults for the Orator system, simply delete any text that appears in the text box.


Jobs can only be marked as completed at end:

Normally, when a transcriptionist is accessing the Orator directly to transcribe, then a file is marked Completed as soon as it is accessed. This is to prevent more than one person working on the same file at the same time.

If this box is checked, the system will mark the file as Complete only once the transcriptionist has reached the end of the file.


Default transcriptionist key mapping:

This field sets the default key mapping for all Transcriptionist user types. (The key mapping for dictators and transcriptionists is different.) Individual users, whose custom key mapping has been set in their profiles, will not be affected by changes to this setting.


To change the default transcriptionist key mapping, the administrator can either click on the >> button to access the graphical menu, or else type in the setting in the text box provided. For information about manually typing in the setting, please see the Advanced settings section.

Note: to set the key mapping back to the original defaults for the Orator system, simply delete any text that appears in the text box.


Advanced

This tab gives the ability to set advanced settings for the Orator system. The details of each setting on this tab are discussed below. Because of the nature of these settings, it is recommended that administrators contact Bytescribe before making any changes on this tab.

Advanced settings.jpg

The values to the right of each setting can be changed if necessary. The function of each setting is described below. If a value is edited, the program must be restarted before the changes will take effect. If a setting is not shown in the Advanced tab, then the default value for the setting is used by the system.


NumRings  
Default Value: 1
Range of Values: 1 - 9
Description: Sets the Number of telephone rings before the system will answer a

call.

Notes: Must be 2 for Caller ID functions for boards supporting this

feature.

 
PurgeDays  
Default Value 30
Range of Values 1 - 365
Description: Sets the number of days at which files will be purged from the

system.

Notes: Files purged will have Completed or Aborted status.
 
IsAnsMachine  
Default Value: 0
Range of Values: 0 or 1
Description: Determines whether the system works like an answering machine. 

If value is 1, system will act as an answering machine – going into record mode after initial greeting is played.

Notes:  If value is 1, no input of digits is necessary to set system to

record.  CloseOnHangup is automatically set to 1 also.  The greeting that is played is greeting.vox in the “\dictation system\greetings” directory.  

KeyMapDict  
Default Value:  pcr-sefbtmjh----
Range of Values:  
Description: Sets the global settings for key pad functions for dictators.
Notes: String will always be 16 characters long.  Multiple keys can

have same function.  Chart below describes possible values.

 
  1 2 3 4 5 6 7 8 9 * 0 # a b c d
KeyMapDict= p c r - s e f b t m j h - - - -
 
Possible Values for Each Key Function  
play p
record c
rewind r
pause a or -
save s
end of file e
fast forward f
beginning of file b
abort t
menu m
job type j
header promt / job number h
quick save q
disconnect d
 
KeyMapTran

 

Default Value:

-phrsfbcedjuprf-

Range of Values:  
Description: Sets the global settings for key pad functions for

transcriptionists.

Notes:   String will always be 16 characters long.  Multiple keys can

have same function.  Chart below describes possible values.  DAC transcribe stations use the a, b, c, 1 tones for play, rewind, fast forward and pause respectively.

 

  1 2 3 4 5 6 7 8 9 * 0 # a b c d
KeyMapTran= - p h r s f b c e d j u p r f -
Possible Values

for Each Key Function

 
pause a or -
play p
header prompt h
rewind r
skip s
fast forward f
beginning of file b
complete c
end of file e
speed down d
job type j
speed up u
jump ahead (ffwd) m
disconnect g
 
RecFormat  
Default Value: 4
Range of Values:  4 - 6
Description: Sets the recording format for all sound files recorded by Orator

system.

Notes: If value=4, format is 6KHz ADPCM. If value=5, format is 8KHz PCM. If

value=6, format is 8KHz ADPCM.  All sound files have .vox extensions when recorded.  When files are being converted to .wav file format, the value is generally set to 5.

 
JobTypes  
Default Value: 9
Range of Values: 1 - 99
Description: Sets the number of Job Types recognized by the Orator system.
Notes: Each Job Type is a separate folder on the computer hard drive where

dictation files are stored.  Folders are named Type1, Type2, etc.  These type folders are used to separate dictation files for better organization.  If the number of Job Types is greater than 9, users will be prompted to enter a 2-digit job number.

 
BeepSpacing  
Default Value: 15
Range of Values: 3 - 60
Description: Sets the number seconds at which a beep is sounded on all idle

lines.

Notes: The beep spacing is the interval at which a

user would hear a beep if in idle mode.  The beep interval is also used to trigger other system events such as purging of system files.

 
Volume  
Default Value: 0
Range of Values: 0 - 2
Description: Sets the overall volume for the system.
Notes:  A value=0 is normal volume, value=1 is louder, value=2 is loudest.
 
CloseOnHangup  
Default Value: 0
Range of Values: 0 - 1
Description: Determines whether a job is forced to New status if a dictator

terminates by hanging up a call without pressing 5 to complete.

Notes: If value=0, a hang up will leave a job in Pending status.  If

value=1, a hang up will leave a job in New status.

 
CloseOnlyAtEnd  
Default Value: 0
Range of Values: 0 - 1
Description: Determines whether a transcriptionist must be at the end of a

dictation before signing off a job.

Notes: If value=0, a transcriptionist can sign off a job at any time by

pressing 8.  If value=1, a transcriptionist can only sign off a job by pressing 8 is he/she is at the end of the dictation.  Otherwise 8 has no effect.

 
TimeOut  
Default Value: 0
Range of Values: 0 - 999
Description: Sets a limit of time at which a line would be reset if inactive. 

TimeOut value is in 10 second increments.

Notes: If value=0, function is disabled.  If value > 1, system

monitors activity on each line.  If the interval of inactivity = TimeOut value, the line is reset.  This setting does force the system to work harder since it is constantly monitoring all lines.  The TimeOut feature does not work on phone systems that do not maintain silence when idle.

 
VoiceResponse  
Default Value: 0
Range of Values: 0 - 1
Description:  Determines whether recording only takes place when system detects

speaking.

Notes: If value=0, function is disabled.  If value=1, system records

only when detecting speaking.  The 2 digit must still be pressed to begin recording and once another key has been pressed, the VoiceResponse function is disabled until 2 is pressed again.                

 
JumpAhead  
Default Value: 0
Range of Values: 0 - 99
Description:  Sets the number of seconds that the JumpAhead key moves forward

through the current dictation job.  This is a transcription function only.

Notes:  This is basically a rapid fast forward function.  If the

JumpAhead value=20, pressing the corresponding key would enable a transcriptionists to move 20 seconds ahead through a dictation job by pressing the key.

 
NoiseThreshold
Default Value: 0
Range of Values: 0 - 999
Description: Determines the period of time for which a loop current drop must be

present on a line before it is recognized as a disconnect signal.  Values are in 10ms units (i.e. 100 = 1 second)

Notes: The NoiseThreshold parameter is used to make all ports on a system

less sensitive to erroneous loop current drops due to noise on a line.  This setting will prevent unexpected disconnects during dictation.

IdlePrompt  
Default Value: 0
Range of Values:  0 or 1
Description:   Determines if a repeating click is heard by the

caller when not recording.

ErrorLog  
Default Value: 0
Range of Values: 0 - 1
Description: Determines whether an error log of system events is created. 

Value=1 enables creation of the log; value=0 disables creation.  Log is saved as errorlog.txt in the installation directory.

Notes: Errors that are recorded include unexpected line events, erroneous

ID entry, program shutdown and various system events.

 
ClearPrevUser  
Default Value: 0
Range of Values:  0 - 1
Description: Setting that allows a user to log into the system when the user’s ID

is being used on another port.  If the user logs in on a new port, the same user ID will be cleared from any previous port.

Notes: This setting is useful if a system does not always clear a line

after the user has disconnected.  Without this setting, the user would hear “User already logged on” if the user dialed in previously and the line did not clear.  It is important that no two users share an ID if using this setting.

 
RecordIdleInterval  
Default Value: 300
Range of Values: 0 - 600
Description: Sets the number of seconds of silence after which recording will

terminate.

Notes:  By default, recording will terminate after 30 seconds of silence. 

The limit of silence can be modified with this parameter.

 
ContRewFFwd  
Default Value: 1
Range of Values: 0 - 1
Description: Determines whether there is an incremental rewind or fast forward if

the foot pedal is pressed and held.

Notes: This value should be 1 for DAC and Dictaphone Transcribe Stations

and the value should be 0 for PC-Dart stations.  PC-Dart stations send repeated tones to the system as the foot pedal is depressed, so the incremental rewind/ffwd function is accomplished in a different way.

 
PBX  
Default Value: 0
Range of Values: 0 or 1 or 2
Description: When a caller hangs up, the Orator Dictation System should receive a "loop current drop" signal on that line (for analog versions of the Orator system).  When the Orator receives this signal, it clears the line and waits for the next call.  If the line is not clearing, it means that it is not receiving the "look current drop" signal.
Notes: Some PBX phone systems do not send a "loop current drop" signal on hangup.  Rather they send a rapid busy signal or dial tone on hangup.  The Orator system will automatically try to detect a rapid busy signal and then disconnect the line.  There are optional settings that can be added to the Orator Settings file to work with PBX systems.
  • PBX=0  (detect 12 rapid busy signals, then disconnect)
  • PBX=1  (detect 4 rapid busy signals, then disconnect)
  • PBX=2  (detect dial tone, then disconnect)
 
CompleteStatus  
Default Value: C
Range of Values: C or D
Description: Determines whether jobs signed off by a transcriptionist have a

Completed status or a Deleted status.

Notes: The Deleted (D) status is for backward compatibility.  This

parameter also affects the Browser window

 
Register  
Default Value:  
Range of Values:  
Description: Unique registration number for Orator system.