Digital Dictation (Olympus DSS Software Troubleshooting)

KNOWLEDGEBASE (Intended Audience) This document is intended for System Administrators at ………..

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Digital Dictation (Olympus DSS Software Troubleshooting)

10/04/2010

Version Control:Version: Reason for Change Author/Editor: Date:

1.0 Initial Draft 10/04/20101.1 Final Draft

Purpose The purpose of this document is to aid the System Administrators and other technical staff at ……. troubleshoot Olympus DSS digital dictation software.

OverviewOlympus are the market leaders in digital dictation their DSS Player Pro software is tailored to meet all your professional dictation requirements and is part of the complete Olympus dictation solution comprising of a voice recorder, transcription kit and dictation management software.

Record your dictations then using the DSS Player Pro dictation module software, simply connect or dock your recorder to your PC (via a USB port or cradle) and the software will download the voice file to the network location specified by the software ready for transcription.

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Known Errors

Known Error: Cause Solution:

Files are not downloading

An older version of Olympus DSS Software is being used

Update the Olympus DSS Software to Version 4.10.3

The recorder is not being detected by the computer.

Unplug the USB cable from the computer and try a different USB port

Loose connection: Ensure the USB cable is securely connected to both the cradle and the PC

Check to see if there is a problem with the cradle

Drive letter conflict Reassign the recorder a different drive letter that is not being used.

There is a conflict between Adobe Photo downloader and the Device Detector

Unload Adobe Photo Downloader from the System Tray

Windows has turned off the device to save power

In the Device Manager. Uncheck, “Allow the computer to turn off this device to save power.”

Download settings are not set in Olympus DSS Software

Check and amend the download settings in Olympus Software

DM1 Service hasn’t started

Verify the DM1 Service is set to: “Automatic” and “Started.”

Unable to see recorded files in the DSS Player Software

DSS Software only showing certain files

Make sure the DSSPlayer Software display is set to show "All file" formats.

Transcription file locked for editing

Corruption of .dss file Covert the dss file to a .wav file

There is a RED X next to ..…….. folder

There is an issue connecting to the folder specified with the RED X

re-point the path to the specified folder on the network

No sound through headset

Headset may have come unplugged

Verify headset connection

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Defective headset Try another headset

Windows volume settings muted

Open Volume Control adjust as necessary

Poor Sound Quality Incorrect Tone Control, Noise Cancellation settings

Verify the settings in the Transcription toolbar

Foot pedal doesn’t work Foot pedal may have come unplugged

Check connections

An older version of Olympus DSS Software is being used

Update the Olympus DSS Software to Version 4.10.3

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Files are not downloading

Update the DSS Software to 4.10.3

Verify the version of the Olympus Software you are running.

Help > About Dictation\Transcription Module.It should read version 4.10.3 or higher.

Run DSS Player Pro Release 4 Update Version 4.10.3

Goto\\........\software$\_Digital DictationFoot Pedal Not Working USB Solution\P4UP103EN

Double-click the P4UP103EN.EXE

Follow the instructions on the screen to complete the installation.

Check to see if the recorder is being detected by the computer.

Open My Computer the digital recorder should show up as a removable storage device.If it is not, then check the following possibilities

Unplug the USB cable from the computer and try a different USB port

Some PCs USB ports don’t provide sufficient power for the device.

Loose connection: Ensure the USB cable is securely connected to both the cradle and the PC

Connecting to the PC using the Cradle

1. Insert end A of the USB cable to your PC’s USB port

2. Connect end B of the USB cable to the cradle

3. Turn ON the recorder, then set the recorder in the cradle

If “REMOTE” is displayed on the recorder, it indicates proper connection.

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Possible problem with the cradle

To test unplug the USB cable from the Cradle and plug the cable directly into the Digital Recorder. If the system recognizes the device the cradle is not functioning properly.

Connecting to the PC using the USB cable

1. Turn ON the recorder

2. Insert end A of the USB cable into your USB port

3. Make sure the recorder is in STOP mode before attaching end B of the USB cable to the terminal port of the recorder

4. When “REMOTE” is displayed it indicates proper connection.

Check for a drive letter conflict

If the recorder is not showing up in My Computer there may be a drive letter conflict.The recorder will only assign drive letters “E” and “F” automatically. If there is another device using these drive letters reassign the recorder a different drive letter that is not being used.

Right-click My Computer > Manage > Disk Management, right-click on the removable disk (digital recorder) and change drive letter and path. Choose a drive letter that will always be available.

There is a conflict between Adobe Photo downloader and the Device Detector

The problem is caused when Adobe Photo Downloader is running in the System Tray, it causes the Device Detector to loose its ability detect the connected recorder.

Unload Adobe Photo Downloader from the System Tray.

Windows has turned off the device to save power

In the Device Manager, right-click on Olympus USB Root Hub, properties, power management. Uncheck, “Allow the computer to turn off this device to save power.”

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If the digital recorder does show up but the files are not being downloaded then:

Check to ensure the download settings are correct in Olympus DSS Software

Download SettingsTo check settings goto

Tools > Options > Download tab

Verify Auto Download is checked After detecting the device, download all audio files

Also, you may check under Advanced Download to “Download all audio files to the specified folder” if you wish to have files go into only one folder

Click OK to save changes

Check to see if DM1 Service has started

Has DM1 Service started?dm1service.exe is a Windows process installed alongside Olympus DeviceDetector the file is usually found in Program Files\Olympus\DeviceDetector\DM1Service.exe folder and provides additional configuration options for these devices.

DM1 Service is not starting automatically. Right click on My Computer > Manage > Services and verify the DM1 Service is set to: “Automatic” and “Started.”

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Unable to see recorded files in the DSS Player Software

Make sure the DSSPlayer Software display is set to show All file formats.

How to view All files downloaded from your Olympus Digital Recorder into the DSS Player software:

1. Click View on the Dictation Module (DSS Player) Toolbar2. Click Current View3. Click All Files

Transcription file locked for editing

A .dss file may say it is locked for editing when no other person is accessing the dss file

Convert the locked .dss file to another format such as a .wav file

There is a RED X next to ..…….. folder

There is an issue connecting to the folder specified with the RED X in the Dictation/Transcription Module.

Right click the folder on the local machine and re-point the folder to the corresponding folder on the network

No sound through headset

Headset may have come unplugged Verify headset connection

Verify that it is not a defective headset Try another headset

Check windows volume settings are not muted Open Volume Control adjust as necessary

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Poor Sound Quality

Verify the settings in the Transcription toolbar

(Tone Control, Noise Cancellation)

Tone Control: The default setting is in the middle

Noise Cancellation: The default setting is all the way to the bottom

Foot pedal doesn’t work

Foot pedal may have come unplugged Foot pedal may have come unplugged. Check connections there should be a foot pedal icon in the lower right-hand corner of the Transcription Module window if the foot pedal is functioning properly.

Update the Olympus DSS Software to Version 4.10.3Run DSS Player Pro Release 4 Update Version 4.10.3

Goto\\.........\software$\_Digital DictationFoot Pedal Not Working USB Solution\P4UP103EN

Double-click the P4UP103EN.EXE

Follow the instructions on the screen to complete the installation.

Last updated: 7/04/2010 8 of 8 v1.0