Audioworxs Admin Guide

159 Pages·2010·1.79 MB·English

Release
2

Dataworxs Systems Limited

Audioworxs
Administrative
Guide
DATAWORXS SYSTEMS LIMITED
Audioworxs™ Audio Management System

Audioworxs Administrative Guide
™

AUDIOWORXS

Audioworxs is a full-featured audio management system featuring telephone dictation/transcription, remote
transcription and system management. Open architecture SQL databases and standard WAVE files ensure
ease of customization and evolution. Different configurations of Audioworxs provide different features – not all
features are available in all configurations.

The material provided in this manual is provided for informational purposes only and is subject to change
without notice. Dataworxs Systems Limited assumes no responsibility for any errors, which may appear in this
manual. Dataworxs welcomes your comments and inquiries. Address comments to:

Dataworxs Systems Limited
3391 Juneberry Road
Mississauga, Ontario, Canada L5N 7E8

www.dataworxs.com
Phone: [phone] FAX: [phone]
E-mail: [email protected]

Dataworxs Systems Limited may use or distribute any information you supply in any way it believes appropriate
without incurring any obligations whatsoever.
Copyright © 2002-2010 Dataworxs Systems Limited. All rights reserved.

Audioworxs is a trademark of Dataworxs Systems Limited
Windows and Microsoft are registered trademarks of Microsoft Corp.
Pentium is a registered trademark of Intel Corp.
Word is a registered trademark of Microsoft Corp.
Sound Blaster is a registered trademark of Creative Technology Ltd.
All other trademarks are the property of their respective holders.
Introduction

A
udioworxs is an advanced digital dictation and voice document management system.
With Audioworxs, users can dictate and receive digital voice data from any location via telephone,
professional dictate station, PC, or portable dictation device. Configurations vary from Standalone,
LAN, WAN or Internet based access. It is designed as a module enterprise wide system with no
practical limits allowing you to customize a system to your unique requirements.

Feature Overview
(Not all features are available in all system configurations.)

• Support for ASP implementation
• Real-time database redundancy
• Unlimited telephone port support (64 ports per computer)
• User ID up to 32 digits long
• 10 Customizable input fields
• Support for 1 billion unique job numbers
• Fully configurable input field inclusions/exclusions
• Route jobs to transcriptionists based on any of 16 fields
• Configurable telephone keypad layouts
• Create profiles for one or many users.
• Comprehensive event logging
• Create up to 1000 “virtual” systems – each with a unique set of user IDs
• Industry-standard SQL database allows custom report creation
• Automatic job priority adjustments based on % of required TAT
• Author set impression mark
• Set and go to an infinite number of position markers (tags) per job
• Assign document templates based on specific input field values
• Keypad layout-specific help audio
• Group-specific and user-specific greeting prompts
• Telephone-based administration of prompts, greetings, and audio help
• Internet-based system administration and management
• Internet-based transcription access
• Audio streaming technology provides near-immediate access to audio
• Internet-based dictation creation and document retrieval
• Windows Active Directory (AD) integration

ii
Table of Contents

Introduction............................................ii Record Mode ................................................18
Feature Overview...............................................ii Prompt Extension .........................................18

VOX ............................................................19
Chapter 1.......................................1
VOR .............................................................19
KEY Software Components....................1 Rewind Time ................................................19

Forward Time ...............................................19
TERMINOLOGY Used In This Guide...2
System....................................................................2 Idle Timeout .................................................19
Job..........................................................................2 Record Timeout ............................................19

Job Numbers..........................................................2
Virtual Systems......................................................3 Save On Hang-up .........................................20
User Number..........................................................4 Auto Start Recording ...................................20

Routing...................................................................4

Record Beep .................................................20

Wait For Voice .............................................20
Chapter 2.......................................5

Record Cue Tone .........................................20
AUDIOWORXS System Administrator..5
Job Information ............................................20

Profile Locking......................................................5

Input Fields ...................................................20
Groups.....................................................7
Transcriptionist Profiles.......................21
Group Number.......................................................7

Transcriptionist Profile Number..........................21
Sections...................................................8 Description...........................................................21
Section Number.....................................................8 Complete Status...................................................21

Route Profile........................................................22
Job ID......................................................9 Max Suspend Time..............................................22
Next Job ID............................................................9 Max Return Time.................................................22

Max Jobs Displayed.............................................22
Users......................................................10 Transcript Folder..................................................23
Report...................................................................10 Sign Out IP Address............................................23
User License Information....................................11 Sign Out Port........................................................23
Sorting the User List............................................11 Sign Out Folder....................................................23
User ID.................................................................11 Auto Request........................................................23
Name....................................................................12 Allow Job Changes..............................................23
Personal Identification Number (PIN).................12 Allow Job Searches..............................................24

Allowed Roles......................................................12
Keypad Profile .............................................24
Profiles.................................................................13
Address Information............................................13 Prompt Extension .........................................24

Handle..................................................................13
Rewind Time ................................................25
Enabled.................................................................14
VR........................................................................14 Forward Time ...............................................25
Author Profiles......................................15 Idle Timeout .................................................25
Author Profile Number........................................15 Auto Backspace ............................................25

Description...........................................................15
Auto Play Job Info .......................................25
Save Status...........................................................15
Default Priority....................................................16 Auto Start Playing ........................................26

Audio Folder........................................................16
Default Inputs ...............................................26
Route Profile........................................................16
Default Job Type..................................................16 Job Information ............................................26

Audio Format.......................................................16
Input Fields ...................................................26
Assigned ID/Assigned Status..............................17

Default Inputs.......................................................17 Listen-Only Profiles..............................27

Keypad Profile .............................................18 Listen-Only Profile Number................................27

Description...........................................................27
Route Profile........................................................27 Input Values..........................................47
Keypad Profile .............................................28 Description...........................................................47

Short Name..........................................................47
Prompt Extension .........................................28 Document Template.............................................48
Rewind Time ................................................28 Destination Folder................................................48

Priority Override..................................................48
Forward Time ...............................................28 Enabled.................................................................48

Idle Timeout .................................................29
Auto Play Job Info .......................................29 Chapter 3.....................................49

Auto Start Playing ........................................29
AUDIOWORXS Player.........................49
Default Inputs ...............................................29 Overview..............................................................49
Job Information ............................................29 Routing Rules.......................................................50

Interface Options..................................................50
Input Fields ...................................................29 Advanced Configurations....................................53
Administrator Profiles..........................30
Administrator Profile Number.............................30 Chapter 4.....................................57

Description...........................................................30
Route Profile........................................................30 AUDIOWORXS Import Manager.........57
Control Level.......................................................31 Overview..............................................................57
Keypad Profile .............................................31 Main Functions....................................................58

Setup Options.......................................................58
Route Profiles........................................32 Program Options..............................................59
Inclusion Strings....................................................32 Connection Options.........................................63
Route Chain..........................................................33 Log Reports......................................................64
Description...........................................................34 DSS File Priority Mapping..............................64
Group Nbr............................................................34 Demographic Exchange...................................65
Author ID.............................................................34 File Conversion Options..................................67
Section Nbr..........................................................35 Email Error Notification..................................68
Field 0 – Field 9...................................................35 Group Folders......................................................69

Unknown Jobs......................................................70
Keypad Layouts.....................................36 Email Notification................................................71
Keypad Layout Number.......................................36 Other Considerations...........................................71

Description...........................................................36
Key Mappings ..............................................36 Chapter 5.....................................73

All.........................................................................37
Aut........................................................................38 AUDIOWORXS Call Manager.............73
Tra........................................................................40 Running Call Manager.........................................74
Lis.........................................................................40 Running Call Manager as an Application...........74
Adm......................................................................41 Running Call Manager as a Service....................75

Setting Up Call Manager.....................................75
Keypad Profiles.....................................42
Logging............................................................84
Keypad Profile Number.......................................42 Inter-Process Communication.........................84
Description...........................................................42 Prompts................................................................85
Main Layout.........................................................42 Recording Prompts and Greetings.......................86
Shift Layouts........................................................43 Input Field Entry..................................................87

Author Idle Prompt..............................................87
Input Fields...........................................44
Author Start Recording Prompts.........................88
Input Field Identifier............................................44 Viewing Port Activity..........................................88
Description...........................................................45 Service Manager..............................................88
Short Name..........................................................45 Port Viewer......................................................89
Associated Values................................................45 IVR Server...........................................................90
Maximum Length .........................................45 Running As a Service......................................90

Running As an Application.............................91
Termination Tone .........................................46 Choosing a Port................................................91

Play Prompt ..................................................46
Re-Play Prompt ............................................46 Chapter 6.....................................93

Play Error Prompt ........................................46
AUDIOWORXS Backup Manager.......93 Chapter 8...................................131

Features................................................................94
The Toolbar..........................................................94 AUDIOWORXS Reporter...................131

Requirements.......................................................94
Overview............................................................131
Backing Up Database Tables...............................95
Report Setup.......................................................132
Restoring Database Tables...................................97
Report Types......................................................133
Backing Up Audio and Other Document Files....98
Generating a Report...........................................134
Purging The Event Log........................................99
Generating a Report Using Command Line
Archiving Job Records and Documents............100
Parameters..........................................................135
Retrieving Job Records and Documents............102
Chapter 9...................................136
Chapter 7...................................104
CONFIGURING a New System
AUDIOWORXS Player (Job
(Tutorial).............................................136
Management)......................................104
Overview............................................................136
Overview............................................................104
Deciding What Groups Are Needed..................137
Audioworxs Player - In Detail...........................106
Administering Users, Groups, and Profiles.......137
Main Window....................................................106
Creating Groups.................................................137
Priority Color Code........................................107
Creating Sections...............................................138
Audio..............................................................107
Creating Job IDs................................................139
Job Number....................................................107
Creating Keypad Profiles...................................139
Status..............................................................107
Creating Routing Profiles..................................141
Priority...........................................................108
Creating Author Profiles....................................142
Audio Length.................................................108
Creating Transcriptionist Profiles......................143
Save Date.......................................................108
Creating Users....................................................144
Audio Create Date..........................................108
Configuring Call Manager.................................145
Input Fields....................................................108
Other Considerations.........................................145
Playback Controls..............................................108

Tool Bar Icons....................................................110
Mini Window.....................................................112 Glossary.....................................146

System Tray Icon...............................................112
Job Number....................................................146
Job List...............................................................112
Status..............................................................146
Sorting the job list..........................................113
Priority...........................................................146
Resizing the job list........................................113
Author Number..............................................146
Reordering columns.......................................113
Audio Length.................................................146
Shortening the list with the search feature.....113
Input Field 0 to 9............................................146
Viewing additional job details.......................115
Save Date.......................................................146
Call History....................................................116
Create Date.....................................................146
Basic Job Control...............................................116
Audio Create Date.........................................147
Selecting a job................................................116
Receive Date..................................................147
Playing a job..................................................116
Trans/Edit1/Edit2 Number.............................147
Managing tags................................................117
Trans/Edit1/Edit2 Start Date.........................147
Query tags......................................................118
Trans/Edit1/Edit2 Stop Date..........................147
Suspend tag....................................................118
TAT (hrs).......................................................147
Using the Change Feature..................................118
TTD (min)......................................................147
To assign a job to a specific transcriptionist.119
TTT (min)......................................................147
To change the priority of a job......................120
TTTT (min)....................................................147
To return a job to the Pending status.............120
To attribute a job to a different transcriptionist
........................................................................120 Appendix A: Prompts...............148

To delete Completed jobs..............................121

To restrict all users from transcribing a job...121
To sign-out a job............................................121 Appendix B: Job Statuses.........151

Signing-in a job..............................................122

To split a job..................................................122
Appendix C: IPC Notification..152
Job Reporting.....................................................124

Option #1: Job List Report.............................124

Option #2: Audioworxs Reporter Interface...127
Index...........................................153

Viewing Event Logs..........................................128
AUDIOWORXS™ AUDI O MANA GEMENT SYSTEM
Chapter
1
C H A P T E R 1
KEY Software Components
Audioworxs is designed to be modular, infinitely expandable and use Industry
Standard formats and components.
FILE TRANSFER SERVER: The Dataworxs File Transfer Server provides the socket-level transfer of files
across a WAN or the Internet. An integral component of Audioworxs and other Dataworxs applications, the File Server
allows for the secure transfer of audio and text files using 128-bit key encryption.

CALL MANAGER: The Call Manager is the Audioworxs component that provides telephone access for authoring,
transcription, listen-only, and administration. Using an industry-standard telephone interface card the Call Manager is
scalable to meet all levels of telephone interface requirements. (Not available in all configurations.)

IVR SERVER: The IVR Server is the Audioworxs component that provides Internet-based viewing of Call Manager’s
port status. (Not available in all configurations.)

JOB SERVER: The Job Server is the Audioworxs component that controls all the access to and from the installed
database (Microsoft SQL Server or Access) in addition to authorization for use of the system.

PLAYER/SYSTEM MANAGER: Audioworxs Player/System Manager is Dataworxs’ integrated audio playback
application that provides login-dependant features for transcription and/or administration. Administration features allow
for job administration, report generation and viewing of comprehensive event logs.

IMPORT MANAGER: The Audioworxs Import Manager is a utility for importing audio from digital recorders and
other dictation systems into Dataworxs' Audioworxs system.

SYSTEM ADMINISTRATOR: Audioworxs System Administrator encompasses all the routings and profiles
required to enable users of the system to access the available features.

BACKUP MANAGER: The Audioworxs Backup Manager provides backup, restore, purging, and archival services.
Access to the Audioworxs database can be locally or remotely via a LAN/WAN, or the Internet.

REPORTER: Reporter is the utility you will use for primary report generation. It generates author and transcriptionist
productivity reports based on various criteria you specify.

UMI PLAYER: The Unified Messaging Interface (UMI) player and importer for interfacing with voice mail audio and
dictation created on a BlackBerry. The audio can be reviewed and imported into the Audioworxs dictation system.
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TERMINOLOGY Used In This Guide

System

In a default configuration an Audioworxs installation is comprised of one system identified by the default
system number 0001. However, because Audioworxs supports ASP (Application Service Provider)
implementations, an Audioworxs “system” may in fact be made up of many distinct systems, each
identified by a unique system number. Each Audioworxs system has its own database and its own users
but can be accessed and managed from the same client application.

Job

A Job represents an audio file/files and its/their supporting documents. The audio file(s) may be an entire
dictation session or meeting or it may be a segment of a larger dictation or meeting. A job is the smallest
division of work that is assigned to a single transcriptionist or editor. Supporting documents may be
images, speech-to-text pre-processing, and finished transcripts. Its job number uniquely identifies each job.
Job Numbers

Job numbers are 13 characters long and are formatted as follows:
0 0 0 – 0 0 – 1 2 3 4 5 6
The first three digits represent the group number (000…999), the second set of two digits represents the
section (00...99), and the third set of 6 digits represents the incremental job ID (000000...999999). Using
this scheme each Audioworxs system supports 1 billion unique job numbers.
A group number will typically define an entire facility or client. It can be viewed as a ‘virtual’ dictation
system within a larger dictation system since user IDs and input field names are specific to a group. When
the system is used in a single institution only one-group number will probably be used. An application
service provider, however, can use the group number to provide dictation and transcription services to
different clients.
A section number is typically used to identify different departments within a facility. A hospital, for
example, may wish to identify mental health reports differently from other reports and thereby be able to
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restrict access to them. Or the section number may be used to identify the campus from which the author
has created the job. In this way two authors from the same institution may have the same User ID.
A job is associated with one or more documents. Documents are classified as audio, transcripts (text), or
attachments (text, audio, image, etc).
Virtual Systems

Because input field configuration and User ID assignment is unique for each group number many different
“virtual” systems can be created within each Audioworxs system making Audioworxs an ideal solution for
creating a dictation/transcription ASP. In the example below three groups have been designed to provide
three different virtual systems within the Audioworxs system 0002. Although ID “1234” exists in both
groups 001, 002 and 003 it is, in this example, used by three different users of the system.
Audioworxs Audio
Management System
System System System
0001 0002 0003
Group 001 Group 002 Group 003
Section 01 Section 22 Section 01
User 1234 User 234 User 111
User 3241 User 1289 User 1234
User 233
Section 02 Section 23
User 7845 User 0239
User 3241 User 1234

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User Number

A User Number uniquely identifies a user on the system. It consists of two parts: a group number and a
user ID. A group number is a 3-digit value. A user ID can be from 1 to 32 digits long. Because each group
number identifies a “virtual” system, the same user ID can exist once in each group. Therefore to fully
identify a specific user it is necessary to include both the group number and user ID. For example, quoting
the full ID as 001-1234 uniquely identifies a user with an ID of 1234 belonging to group 001.
Each user may also be assigned a “Handle” to uniquely identify the user. A Handle is a combination of
characters and numbers that can be used by a user to identify them rather than using the numeric User
Number. A Handle must be unique across all groups.
Routing

Routing refers to the automatic assignment of jobs to transcriptionists or the acceptance or rejection of an
access request based on certain criteria. Audioworxs provides routing through the following mechanisms.
1. By Status – Suspended and Assigned jobs are assigned before other jobs
2. By Priority – Highest priority jobs are assigned first.
3. By Date – Older jobs are assigned before newer jobs of the same priority.
4. By Group – Using Inclusion Strings.
5. By Section Number – Using Inclusion Strings.
6. By Job Type – Using Inclusion Strings.
7. By Author Id – Using Inclusion Strings.
8. By Input Fields – Using Inclusion Strings.
9. By Route Chains – See “Route Profiles” in Chapter 2
Note
Assignment based on the routing rules is only available when transcribing or editing over the telephone or
when using the Audioworxs Player (if the Transcriptionist’s or Editor’s Transcriptionist Profile specifies
that only one (1) job can be displayed at a time). Allowing a Transcriptionist or Editor to select from a list
of jobs can affect the order that jobs are processed.
1.00.002.20100422 4 © 2002-2010 Dataworxs Systems Ltd.