Getting Started With the Olympus Dictation Portal
Today, we’re discussing the Olympus Dictation Delivery Service (ODDS)—specifically, the Olympus Dictation Portal (ODP) and how to get it connected to the smartphone app. In the following sections, we’ll be assuming that you’ve just purchased a smartphone license through your Olympus dealer and are ready to get started.
We’re going to cover the basic setup and activation here, including how to configure the app to send dictations to a transcriptionist. If you would like help with advanced features, including ODMS workflow integration, auto-encryption/decryption, speech recognition, and more, contact us for details.
Creating An Account
Shortly after you order an ODDS license, your Olympus dealer is going to generate an email to you, containing instructions for creating your ODP account. The subject line of the email is “Account Creation Notification,” and the sender is listed as “Olympus Dictation Delivery Service.”
If you don’t receive this email in a timely fashion, check your spam folder, and then contact your dealer and ask them to send it again. Be sure to verify that the email address they are sending to belongs to the individual who will be completing the steps below.
Once you’ve received the aforementioned email, click the link inside. Please note that this link expires seven (7) days after the email was sent. If you don’t get to it in that time, contact your reseller and ask them to send another account creation email. They may ask for your email address again.
If you’ve clicked a valid link, an ODP window will open up with several account fields to fill out:
- Account Name – The name of your practice, firm, or business
- Login User Name – The name you want to use to log in and make changes to the account (case sensitive)
- New Password – This must be 8-25 characters, including at least one number, one letter, and one symbol. If you don’t include all of these elements, it’s difficult to tell that you’ve made a mistake. Take extra care on this step.
- Country – After choosing a country, skip down to “E-mail Address.”
- E-mail Address – If you are in charge of setting up the Olympus app, put in your e-mail address. Otherwise, put in the e-mail address of the person who is responsible for completing these steps.
When you’ve finished filling out the fields, check the box next to “Yes, I agree to the terms of use” and click the [Save] button.
If your password doesn’t have the required characters, the window will appear to reset, but with no obvious indication of the problem. If you were successful, you’ll see a window that says “Account will be registered. Do you want to continue?”
Click [OK]. Your account has been created. Your Olympus reseller should now see your account added to his ODP Customer List.
Changing the Smartphone Password
At this point, you should see a screen that says “Change Smartphone Password.” Don’t close this window. Rather, check your email (the email you set in account creation). You should have a new message, subject line “Welcome to the Olympus Dictation Delivery Service.”
Open up the email and scan down the text until you find the “Temporally password.” Disregard the misspelling—this is the temporary smartphone password you need in the “Change Smartphone Password” window. It’s usually a very strange-looking combination of symbols, numbers, and letters.
Copy it, and then go back and paste it into the “Current Password” field of the “Change Smartphone Password” window. Be sure to copy only the password, without any extra spaces.
Next, in the “New Password” field, you’re going to set the password used to connect a smartphone to your account. It requires the same 8-25 characters, including numbers, letters, and symbols.
***We highly recommend using the same password you set up in account creation, to avoid confusion.***
Once you’ve chosen your password, retype it in the next box and click [OK].
Ordering Your License
You are now looking at the “Smartphone List.” On the right-hand side of the screen, find the “Dashboard” and click “Order Standard Licenses.” Type in the number of licenses you purchased and click [Order]. If you’re not sure of this number, think about how many smartphones you bought the ODDS service for.
Once you click [OK] at the confirmation window, you’ll see “Order Success.” Click [OK] again. Your dealer will now be prompted to issue you the license(s) via email, but you may want to also let them know that you’ve requested a license.
Once the license is issued (by your reseller), you’ll get another email from ODDS, subject line “Standard License Issue Notification.”
Configuring Your Account
Assuming there was some passage of time between your license request and issuance, you’re going to need to get back to your account. Go to www.dictation-portal.com and use the login and password from the account creation process.
Once you log in, you should now see a row in the middle of the screen that says “Standard.” Expand it by clicking the plus [+] symbol. Another row (or rows) will appear below it. If you’re not seeing any of this, your license has not been issued yet. Contact your dealer.
If your screen looks correct, check the box on that new row and then look over to the “Dashboard” on the right. Click the “New Smartphone App License Settings” link and then click [Edit]. The “Edit Blank Smartphone” window will appear, with some important fields to fill out:
- E-mail Address – This time, use the author’s email address. The author is the person making the dictations.
- Delivery – Choose “E-mail,” unless you’re FTP savvy and know how to set that up. Of course, we can help you with that too.
- Recipient E-mail Address – Type the e-mail address of the transcriptionist (or whoever is supposed to receive the dictations).
- Format – Choose “DS2 (QP),” unless you already know it needs to be one of the other two.
Encryption
If you click the “No” radio button, the transcriptionist will not need a password to listen to dictations created in the Olympus app.
If you do want to use encryption, choose “High(256bit)” and set a password. It will be case sensitive and must contain 4-16 characters—but you don’t need letters, numbers, and symbols.
Retype the password in the “Confirm Password” field. And remember to let your transcriptionist know what the decryption password is.
- Author ID – Enter the author’s initials, unless you already have an Olympus author name in use (for a handheld recorder). In that case, enter that same author name. Take note that this field will auto-cap your text.
- Worktype List – Skip this field, unless you know how worktypes function.
Click the [Apply] button. You should see a “Success” window. Click [OK]. You are ready to configure and connect the author’s iOS or Android smartphone.
Connecting The Smartphone
On the smartphone, go to Google Play (Android) or the App Store (iPhone) and download and install the “Olympus Dictation” app. Open the app and find the settings menu icon, which looks like a gear. If you don’t see the gear, click the folder icon.
Once you’ve clicked the gear, find “Send” at the top and set it “To Server.” Then click “Server Options.” You have four fields to fill out here:
- User – Put in the login name you entered during account creation. Remember, this name is case sensitive.
- Password – Use the smartphone password you created when configuring your account. This is not the encryption password, nor is it the password from account creation (unless you followed our advice and made them the same).
- E-mail – The author’s email address, just as you indicated during account configuration.
- Author ID – The author name you entered during account configuration.
The Recipients drop down menu is set to “Use Portal Settings” by default, so leave that as it is. Then click [Check Server Connection].
If you see “Server connection successful,” click [OK]. Now you’re ready to use the app.
If you’re still logged in to the Olympus Dictation Portal, refresh the screen. Your author’s smartphone info should have been added.
If you have further questions, be sure to visit our Olympus Resources page for more information about ODDS and the Olympus Dictation smartphone app. To learn more about our training, customization, and technical support options, click here.