How Folders Work
In DSS Player Pro Release 5, dictation files and document files are managed in the Dictation tray and the Document tray, respectively. Files are managed in different folders based on which process is being performed. Properties for each folder can be configured and centrally managed by an Administrator.
There are two types of these folders: shortcut folders and virtual folders.
Shortcut folders appear to be actual folders, but are really only shortcuts pointing to specified folder paths. Shortcuts are automatically created and managed by DSS Player Pro. Users cannot modify them. Shortcut folders can be renamed, but the change is limited to the name only and does not affect the shortcut path.
When a shortcut folder represents a path in a local PC, it is displayed in YELLOW colour. If the path is over the network, it is displayed in GREEN.
A virtual folder does not represent a physical path. It serves as a container of multiple shortcuts and is called a tray.
Dictation Module
Dictation Tray
This is a virtual folder, provided as a root folder, for managing dictation files. It serves as a management container and has no specific function.
Download Tray
Folder A - Folder G
These are shortcut folders used to download and manage dictation files from the recorder. Dictation files in the recorder folders are downloaded into the corresponding Download folders. Each Download folder can be configured for a selected path. If a dictation file has Pending status, it is not downloaded into the Download folder. It is downloaded into the Recording folder.
Custom Folder/Subfolder
This user-defined shortcut folder manages dictation files. It is used as a download destination folder and has functions similar to the Download folders. Different custom folders can be specified for each Author ID.
Recording Folder
This shortcut folder manages dictation files in the process of recording (Pending status). In Pending status, the Recording Folder path can only be a local path. A network folder cannot be specified. Dropping a dictation file into the Recording tray switches its status to Pending. A downloaded dictation file from the voice recorder with a Pending status is automatically downloaded into the Recording tray.
Outbox
(E-mail, FTP)
This virtual folder is the first destination for dictation files sent via email or FTP.
Outbox consists of two separately managed virtual folders: E-mail and FTP. Items distributed to Outbox are automatically sent when the automatic sending option is selected. With the manual sending option selected, they remain in this folder until the user manually sends them.
If items in the E-mail or FTP folder are deleted, their sending operation is cancelled. However, since these are virtual items, their deletion does not affect the actual dictation files. This Outbox acts similarly to that of Microsoft Outlook.
Sent Items
This shortcut folder manages items sent via email and FTP.
When a dictation file has been sent, the item moves into the Sent Items folder. Process/Status of the transferred Dictation File changes to Send/Complete. Sent Items has the Clean attribute, which allows old dictation files to be cleaned up after a specified length of time after being sent. Sent Items is a shortcut folder. Files in this folder can be moved to other folders.
Finished
This shortcut folder manages dictation files that have completed transcription and voice recognition. This folder has the Clean attribute for deleting transcribed files after a certain length of time for saving disk space. The automatic collection option in the workflow settings, is configured to automatically move the dictation files that have completed transcription or voice recognition into this folder.
Backup
This shortcut folder backs up dictation files when downloaded or imported. If a downloaded or imported Dictation File is lost, it can be restored from the Backup folder. Since repeated backups can consume too much disk space, the folder has the Clean attribute for deletion of old backup files.
Recycle Box
This shortcut folder temporarily stores old or unnecessary dictation files. Its function is similar to that of Recycle Bin in Windows. Deleting dictation files in this folder eliminates them permanently and makes their restoration impossible. Within the General option in the workflow, you can select whether the dictation files in folders are deleted permanently or moved to the Recycle Box folder. Dictation files in the Recycle Box folder can be restored to their original location with the Restore command. This folder has the Clean attribute so that old dictation files can be automatically deleted.
Document Tray
This virtual folder manages document files. Registered document files can be managed in the My Document folder with their extensions registered using the Document Type setting of the folder. Since this is a virtual folder, document files cannot be dropped into it.
My Document
This shortcut folder manages document files. A document file received via email or FTP is stored in this folder. An existing document file from your PC can also be dropped into this folder. A document file in this folder can easily be associated with a dictation file. Double-clicking a dictation file associated with a document file opens the document file.
Transcription Module
Dictation Tray
This virtual folder, provided as a root folder, manages dictation files. It serves as a management container and has no specific functions.
Download Tray
Folder A-Folder G
These are shortcut folders used to download and manage dictation files from the recorder. Dictation files in the recorder folders are downloaded into the corresponding Download folders. Each Download folder can be configured for a specified path. If a dictation file has Pending status, it is not downloaded into the Download folder. It is downloaded into the Recording folder.
Custom Folder/Sub-folder
This user-defined shortcut folder manages dictation files. It is used as a download destination folder and has functions similar to the Download folders. Different custom folders can be specified for each Author ID.
Inbox
This shortcut folder stores dictation files received via email or FTP.
Outbox
(E-mail FTP)
This virtual folder is the first destination for dictation files sent via email or FTP.
Outbox consists of two separately managed virtual folders: E-mail and FTP. Items distributed to Outbox are automatically sent when the automatic sending option is selected. With the manual sending option selected, they remain in this folder until the user manually sends them.
If items in the E-mail or FTP folder are deleted, their sending operation is cancelled. However, since these are virtual items, their deletion does not affect the actual dictation files. This Outbox acts similarly to that of Microsoft Outlook.
Forwarded
This shortcut folder manages the dictations that have been sent.
Finished
This shortcut folder manages dictation files that have completed transcription and voice recognition. This folder has the Clean attribute for deleting transcribed files after a certain length of time for saving disk space. The automatic collection option in the workflow settings, is configured to automatically move the dictation files that have completed transcription or voice recognition into this folder.
Backup
This shortcut folder backs up dictation files when downloaded or imported. If a downloaded or imported dictation file is lost, it can be restored from the Backup folder. Since repeated backups can consume too much disk space, the folder has the Clean attribute for deletion of old backup files.
Recycle Box
This shortcut folder temporarily stores old or unnecessary dictation files. Its function is similar to that of Recycle Bin in Windows. Deleting dictation files in this folder eliminates them permanently and makes their restoration impossible. With the General option for a workflow, you can select whether the dictation files in folders are deleted permanently or moved to the Recycle Box folder. Dictation files in the Recycle Box folder can be restored to their original location with the Restore command. This folder has the Clean attribute so that old dictation files can be automatically deleted.
Transcriptionist Tray
This is a virtual folder that allows a Transcriptionist to view dictation files other than those in the Outbox (E-mail/FTP included), Forwarded, Finished, Backup, and Recycle Box folders.
Document Tray
This virtual folder manages document files. Registered document files can be managed in the My Document folder with their extensions registered using the Document Type setting of the folder. Since this is a virtual folder, document files cannot be dropped into it.
My Document
This shortcut folder manages document files. A document file received via email or FTP is stored in this folder. An existing document file from the outside can also be dropped into this folder. A document file in this folder can easily be linked with a dictation file. Double-clicking a dictation file linked with a document file opens the document file.
Outbox
(E-mail, FTP)
This virtual folder is the first destination for dictation files sent via email or FTP.
Outbox consists of two separately managed virtual folders: E-mail and FTP. Items distributed to Outbox are automatically sent when the automatic sending option is selected. With the manual sending option selected, they remain in this folder until the user manually sends them.
If items in the E-mail or FTP folder are deleted, their sending operation is cancelled. However, since these are virtual items, their deletion does not affect the actual dictation files. This Outbox acts similarly to that of Microsoft Outlook. This Outbox is specifically for the sending of Document files.
Sent Items
This shortcut folder manages items sent via email and FTP.
When a dictation file has been sent, the item moves into the Sent Items folder. Process/Status of the transferred dictation file changes to Send/Complete. Sent Items has the Clean attribute, which allows old dictation files to be cleaned up after a specified length of time after being sent. Sent Items is a shortcut folder. Files in this folder can be moved to other folders.
