The Quikscribe Recorder has integrated software and hardware drivers to support professional digital recorders from Philips, including the DPM 9600 model.
However, just about any other digital recorder may be used if it can connect to the computer and be recognized as a “removable storage device” (with a drive letter such as E:, F:, G:, etc.
The Quikscribe drivers provide a pop-up panel (the “Quikscribe Downloader” that displays the list of files on the recorder, and allows you to easily transfer the files to the Quikscribe Recorder or to the Quikscribe Player.
When the recorder is connected to the PC using the USB cable or the docking cradle, the Quikscribe Downloader panel will appear, as in the following example:
The process can be as simple as clicking the Select All button, and then the Transfer button.
Depending on the Device Settings, the files can be placed on the computer in the author’s Drafts folder in QS Recorder, or the files can be sent directly to the desired transcription destination.
The Device Settings also has an option to automate the process, so that by simply connecting the portable recorder to the computer, the files will be transferred automatically to the desired destination.
If Using the Philips Digital Pocket Memo:
The drivers are built into the software and Quikscribe Downloader will recognize the device.
If using a different portable recorder (such as Olympus, Grundig, or others):
You will need to select the option under Settings for “Use Disk Integration”
Files may also be sent directly to transcription when downloaded – please review the following options for Settings:
1. If Auto Display is checked, the Quikscribe Downloader panel appears when the recorder is connected to the PC. If Auto Display is not checked, the Quikscribe Downloader panel may be opened from the taskbar by clicking the icon. Recommended setting: check to enable the Auto Display function.
2. Device Settings
Device Settings allows you to set the following options for the DPM:
File Management Options
Leave Files on Device: If the setting is checked the files will remain on the memory card after download. You may want to check this option as you test downloading files, but generally you would not check this feature since the dictation files would accumulate on the memory card.
Automatic Selection provides a list of the following options:
Notice in the files listed above in the “Quikscribe Downloader” panel that one file has “X” in the “EOL” column. A file marked EOL indicates that the author has pressed the New File button on the DPM after recording a dictation. This signifies that the dictation is finished. You may select individual files to transfer to the PC by clicking anywhere on the line where the name of file is displayed, or you may simply Select All to mark all the files for transfer.
Pro Mode enables the advanced features of the .ds2 file format (instead of .dss), including high quality sound recording and file encryption. You must have Pro Mode selected in order to also select encryption.
Encryption enables file encryption on the memory card. This security feature ensures that files can only be played on the device itself, or if they are transferred to the PC using the Quikscribe Recorder software in the same organization. The encryption feature requires the use of the QS Manager software to define the encryption key. If the memory card is removed from the device, or files transferred from the device without the proper workflow process, the data will not be accessible to an unauthorized user. Pro Mode must first be selected in order to engage the Encryption feature.
Filename Prefix provides identification of the file name created on the DPM. Please note that filenames are converted to the filename prefix defined in the QS Recorder user profile when they are downloaded. As the serial number of the DPM is used to match the DPM to the QS Recorder user profile, it may be helpful to use the DPM serial number as the Filename Prefix on the DPM. (The serial number is located inside the battery compartment.)
The Audio Quality setting may be set to LP (long play), SP (standard play) or QP (high quality play). QP is available only if Pro Mode is enabled. Please note that a higher sound quality setting will result in larger file sizes. If you are using voice recognition software as part of the transcription workflow, then QP may produce better results than SP.
“Download to Drafts folder in QSR” transfers files to the author’s Draft folder in Quikscribe Recorder. This allows files to be opened individually for review or modification, to include text, image, or file attachments, and to specify the desired Send destination.
“Prompt for File Location” is no longer used – do not select.
Automatic Transfer provides the option to automatically download and transfer files from the DPM unit when the unit is connected with the PC. The other Device Settings will apply to the transfer rules to download the files to the QSR Drafts folder or to send the files directly and immediately to the desired transcription destination.
Quikscribe Recorder Integration
The drop-down list provides the options to just download files to the local PC, or to download and send the files directly and immediately to the desired transcription destination:
“Send All Selected Files” will download and send all files to transcription, whether or not they have the EOL stamp from the DPM.
Use DPM Sequence Number is useful when the author is using more than one location to download files. This will use the number sequence generated by the DPM instead of the number sequence generated by the QS Recorder user profile.
Prompt for Send Location Before Download provides the option to select the transcription destination each time you connect the DPM unit. A prompt will appear showing the send destinations. Upon selection, the files will be downloaded and sent to that location.
Select the appropriate QS Recorder user profile for the DPM unit. Once selected, the serial number of the recorder device is matched to the QS Recorder user profile. Then the recorder may be connected to any PC with QS Recorder and the user profile will be matched automatically for the download transfer. The Quikscribe Manager software provides centralized administration of the QSR user profiles and also the portable recorder user profiles.
3. Device Keyword Settings
You can configure keywords on the DPM to help identify characteristics of each file. These characteristics may be the Author Name, Subject, Matter No., Document Type, and Document Name fields (as used in Quikscribe), or may be other keywords defined according to other preferences or requirements. The QS Enterprise Manager provides tools to define and maintain keyword settings throughout an organization.
To manage keywords on the DPM:
a. Connect DPM to PC and power unit on.
b. In DPM Download panel, select ‘Settings’, then ‘Device Keyword Settings’
c. Select ‘File’, and then ‘Load Default Quikscribe Fields’ to populate the table with the Subject, Matter No, Doc Type and Doc Name fields stored in Quikscribe.
Note: The DocType and Matter No fields may be populated in the QSR global template recorder.pft using the QSR Profile Editor, which passes to all user profiles. This streamlines the data population for each user profile, and the entries may be passed from the PC to the DPM using the ‘Load Default Quikscribe Fields’ feature.
The advantage of populating the DocType field is that the author can select the document template to use with the dictation file. This instruction is passed to the QS Player, and QSP automatically opens the document template based on this entry for DocType. Please refer to the instructions on using document templates for more details.
d. To edit any entry, just double-click on the table entry. You may also use custom field name if you prefer that (double-click on the field name to change it). For example, instead of using the field name ‘Subject’, you may change the field name to ‘Author’, and place an entry in the column to hold the author’s name. This can be used to identify the owner of the DPM in case it’s lost or needs to be tracked.
e. Click the ‘Save’ button to save the settings to the DPM.
The example below shows the default Quikscribe fields already loaded:
6. Once the Keyword fields are populated, you may select ‘Save Settings to File’ to save the defined keywords to a file. You can then retrieve the defined keyword settings using the ‘Load Settings From File’ menu option to populate the keywords on another DPM device.
4. Device Record Settings
This menu item simply verifies the record settings that are on the actual DPM:
You still use the Device Settings panel to change the settings in the DPM profile. The Device Record Settings verifies the settings on the unit after it is connected to the PC.
5. Change Device PIN
You may assign a 4-digit PIN (personal identification number) code to the DPM 9600 if Pro Mode is enabled. Select 4 digits between 0 and 9 as the PIN code. Once the PIN is set on the DPM, then a prompt will appear on the display (when the unit is powered on) to enter the PIN code. Recording and playback is prevented unless the proper PIN code is entered. To remove the PIN entry, replace the Password with four (4) blank characters.
Recovery of a lost PIN code is only possible if the QS Manager software is installed and configured properly for the organization prior to setting the PIN. Otherwise the DPM may need to be returned to the factory to remove the PIN security block.
We recommend that you DO NOT attempt to set the PIN without using the QS Manager.