Olympus Mobile Dictation
If you’ve used Olympus recording products before, you know that they can enable you to radically simplify your dictation and transcription workflow. For instance, the DS-7000 digital voice recorder, paired with ODMS R6, can help you digitize and automate the transfer of files to your transcriptionist.
Perhaps, though, you are looking for a dictation tool that will allow you to create and send audio files without having to return your recorder to a docking station. Perhaps you’d like to dictate while working remotely, and to send those dictations without delay.
The Olympus Dictation Delivery System (ODDS) is just what you’ve been looking for, then. Built in three main parts—an online portal, a server, and a smartphone app—this solution allows you to configure and deliver with confidence.
Let’s explore each of the three modules of ODDS then, to see how they work together to provide a secure, personalized recording experience, on-the-fly.
The Olympus Dictation Server
The server is the foundational piece, working to transfer your dictations between the smartphone app and your chosen email destination. It generally doesn’t figure much in a discussion of the Olympus mobile solution; yet, the server does warrant at least a brief mention.
If you’re at all concerned with the security of your dictations, particularly while they’re being transferred from your phone to the server, or while they’re on the server, you’ll be interested in the following:
- Olympus and other third parties can’t play your dictations on the server.
- The .DS2 file format supports 256-bit AES encryption, which you can configure for your dictations within the portal (more on that later).
- Files are moved using HTTPS protocol between the phone and the server.
- All dictations are deleted from the server “immediately…after the completion of file delivery,” as Olympus states it.
That’s some pretty heavy lockdown, wouldn’t you say?
Licensing and the Olympus Dictation Portal
Moving on, we need to consider the Olympus Dictation Portal—or ODP, as it’s commonly known. This web-based module allows you to configure many different settings on your smartphone app, provided you have enrolled in ODDS and have a license to use the Olympus dictation server to send your recordings.
**This license can be purchased through your local Olympus dealer. Click here to get connected with a dealer near you.**
The portal is also where you handle license management and renewal for yourself, and is scalable to handle multiple users with multiple smartphones. Because it’s a web-based portal, this management function can easily be farmed out to an administrator.
Once you’ve purchased a license, you’ll be eligible to use the server; but before you get too far down the road, here’s a common speedbump to avoid.
If you’ve purchased an Olympus smartphone app license, but you aren’t up and running yet, make sure that you:
- Received an email from Olympus, with a link to ODP
- Clicked the link and set up your account
- Requested a license by clicking “Order”
Once your dealer activates your license(s), all of the configuration that ODP supports is now available to you, including the ability to dole out licenses to the appropriate users.
As a side note, you may ask your reseller for a trial license, which will allow you to take the service for a spin. If you decide to purchase ODDS, your dealer can transfer all of your settings to your new account, so that you don’t have to configure it a second time.
Configuration in ODP
Now that you’re somewhat familiar with the portal, let’s take a look at a few of the features available to you. Keep in mind that these settings can be determined per phone, and that the settings are pushed from the portal to the smartphone when you save them. That includes who the dictations are being sent to, what format they’re recorded in, and which worktypes should be available.
- You can create an address book, so that you can have any email addresses you might need at hand. You can add these en masse (see below), or as you configure each user. Addresses added on a per-user level become available as part of the address book.
- Additionally, this address book can be populated by uploading a .CSV (comma separated values) file. These are easily created within Microsoft Excel, and some email programs support exporting of contacts in this format.
- Setting up an FTP profile will allow you to use and reuse that protocol as needed.
- Worktype lists can be created, for organizing and assigning sets of terms to different users—perhaps according to their role or group. Worktypes can also be created for individuals.
- Of course, the fundamentals are also be configured here, including whether to send via email or FTP (or to ask each time), which format to use (.DSS or .DS2), whether to use encryption (128 or 256 bit), and what author name to set for the phone.
What About the App?
Now that we’ve looked at the portal and the server, we’re going to check out the smartphone app. And everything that follows applies to both the iPhone and Android versions. If you haven’t gotten the app yet, look for “Olympus dictation” in either the App Store or Google Play.
Take note that if you don’t have an ODDS license, you can use the Olympus app to send files to an email address, but only in the .AMR (Android) or .M4A (iPhone) audio formats.
When your reseller issues you a license, you’ll receive an email with your credentials. Then, you should be able to go into the phone app settings menu, select Send > to Server, enter the server information, and get connected. If you haven’t had success with this part, contact your dealer.
Once you’re set up and ready to record, here are some of the things that you can do with the Olympus smartphone app:
- Rename a file, either by tapping on the name, or clicking “Edit” in the dictation properties screen
- Choose a worktype, and determine whether the recording needs to be starred, to indicate a priority transcription
- Add comments and/or a photo, to be sent with the file
- Edit a current dictation, using insert recording to cut in a slice of audio
- Overwrite part or all of your file
- Append new audio, by moving to the end of the file and pressing record
- Send multiple dictations at the same time
Navigation is pretty simple, too. Tap the folder button to display dictations you’re working on, those in the process of being sent, and recordings that have been delivered.
Note: Any delivery failures will trigger a notification email to the author’s address.
Finally, there are a few input settings that can be configured to suit your needs. These include items such as:
- Enabling Bluetooth
- Setting mic sensitivity
- Push-to-talk recording
- Voice-activated recording (VCVA)
Taking the Olympus App Further
You may be wondering if there’s even more to this—something to extend the dictation workflow beyond the inbox.
There certainly is.
Most people pair ODDS with ODMS, which is Olympus’ business-class workflow solution for dictation and transcription. For instance, an author using the smartphone app could email their files to a transcriptionist, whose ODMS software would then retrieve them from her email account and put them in a worklist. From there, the transcriptionist would organize her work, play the recordings, and transcribe in the word processor of her choosing.