Configuring the Philips DPM8000
Now, supposing you’ve got a DPM8000 Pocket Memo in hand and Philips® SpeechExec Pro v8 up and running, we’re going to help you get ready to fly. What follows is a basic guide to setting up your digital dictation device using software. Because this is a beginner’s guide, there will be technical topics that we swoop past entirely, some sections that may only get a bird’s eye view, and a few features that we peck about a bit.
So, if you’re ready, it’s time. Plug your DPM8000 into your USB port and open SpeechExec. Wherever you see the “>” symbol, navigate to that section within the application.
Basic Voice Recorder Settings
> Settings > General Settings > DPM Configuration…
Automatic download = Enable
Probably the option you want, as this will automatically move the dictation files from your DPM to your computer. Later on, we’ll see how to determine which specific files get moved.
Keep the subfolder structure of the source device and ignore subfolder creation rules = Optional
The subfolder creation rules essentially dictate that new folders should be created for different authors and worktypes (term describing the kind of dictation you’re making). If you leave this box unchecked, your voice files will live in a hierarchy under the “Finished Dictations” folder. Check this box and your dictations will exist in a flat stack under the same main folder.
Rename file with configured dictation properties = Optional
Enabling this feature allows you to build your filenames out of metadata rather than the standard file-naming convention—which comprises the first four characters of the author’s name and a four digit number.
Set <Transcription pending> state for all DPM files = Enable
This will guarantee that your dictation files are marked as needing attention from a transcriptionist. Having this status will also help you manage your files in the overall workflow.
Delivery after download
Email = Optional
To set up your dictations to email to a certain address after download, please refer to our Knowledgebase article.
Delete successfully delivered dictations = Enable w/caveat
This will help prevent over-archiving of the file. We recommend choosing one way to store backups of your dictations (perhaps the “Backup” folder) and then eliminate the rest.
The caveat: don’t enable this feature until you are sure your dictations are being properly backed up. See > General Settings > Dictation > Dictation finished to access this option.
Path of DPM
Automatic = Enable
Normally, this is the option you want. It allows the DPM8000 to automatically choose a drive letter when you plug it in to your computer. If you figure that you might have a drive letter conflict with one of your other devices, instead of going manual, check out this Knowledgebase article on how to resolve drive letter conflicts.
Synchronize DPM time with PC time = Enable
Just in case there’s a space-time anomaly.
Advanced Voice Recorder Settings
> DPM Settings > Advanced DPM device configuration > “Start configuration…”
The display menu allows you to configure according to your needs. You’ll notice the DPM screen mockup change as you click between “Classic” and “Advanced” displays. You also have four rows in the bottom left for which you can choose from six factors to show—or to leave the row blank.
All files = Enable
Unless you plan on doing a lot of start-and-stop dictating, or sharing the device with multiple users, most people just want to download all of their dictation files.
Delete files on the recorder after download is finished = Enable
Check this box to remove the files you just downloaded. You’ll want to do this so that you can keep memory free and avoid the possibility of orphaned dictations.
Configure these as desired. Special note: in the “More recorder button settings…” link, there’s the option to turn the +/- and End-of-Letter (EOL) buttons on or off.
Here’s a chance for you to use tags to allow you to categorize and route your dictations. All you need do is input the keywords in the appropriate fields and press “Transfer keywords.”
Regarding the “Special barcode and mandatory…” link at the bottom: In this area, you will find the option to force DPM users to indicate between 1-4 of the keyword types you included in the table.
If you’re interested in encrypting your dictations, please refer to our Knowledgebase article for more information.
As for protecting the DPM8000 itself, setting a PIN code is the most familiar, simplest way to go. A PIN, or Personal Identification Number, is a four digit code that will allow you to keep unauthorized users off of the device—but once they’re in, they’re in.
We recommend choosing the “At power-on and after inactivity…” option. This allows you to have the DPM prompt for PIN when the power comes on AND after a user-defined number of minutes with the device inactive. This is a great way to help protect your device and data.
In case you were curious, the PUK (“PIN unlock”) code is a sort of master PIN. For instance, if you input the wrong PIN on the device 10 times in a row, the DPM8000 will prompt you for the PUK (if one exists). Also, if you set a PUK, you will need it to change or erase the PIN. Also, you cannot reset the PUK on your own, so choose wisely.
As a final security note: If you have several users assigned to one device, “Protect device configuration” and “Prohibit file alteration” are smart options for avoiding problems endemic to widespread sharing.
They call it “advanced,” but in fact, it’s pretty self-explanatory.
The center panel helps set up your microphone for the main activity you’re going to be doing. Your DPM has a motion sensor in it, so it can tell if it’s “in hand” or “on desk.” Recording quality is important for the type of activities you want to do with the audio. Use higher quality when other people (or machines) might have to interpret what you’re saying.
Below that, the “File name” option lets you choose between filenames that start with the first four characters of the author’s name, or four of your own choosing. Next to that, “Edit mode” allows you to set three different options:
- Insert: Put new audio in the middle of existing audio
- Overwrite: Erase existing audio and record new audio
- Append: Attach new audio to the end of an existing recording
More settings = Worth a look
Click “More settings” if you want to do some fine adjustment to your DPM configuration. Some of these options bear explaining:
- “Dictation number” allows you to reset your file names to a number of your choosing.
- “Record into one file only” is literally what it sounds like: only one file.
- “Record notification beep” says “Heya, you’re recording now.”
- “Index/Spoken instructions” allows you to bookmark certain areas of the recording, indicating the audio is different or important in some way. Navigating to these areas is much quicker.
- “Voice-activated” recording is used to only record when audio is present and above a certain noise threshold.
Please note that we’ve backed up a level.
Transfer settings from/to DPM
You can use this option to copy settings from one DPM8000 to another:
- Plug in your current DPM8000
- Click “Transfer from”
- Unplug the device
- Plug in the new DPM8000
- Click “Transfer to”
Reset connected Digital Pocket Memo
As you might expect, this is the factory reset option. If all else fails, try this. If you have created a PUK for your DPM8000, you’ll have to do this reset from the device. It won’t work from SpeechExec Pro.