Docsoft AV User Manual

Download

Page 1

DOCSOFT, INC.

Liberating Speech

Docsoft:AV

User Guide

Page 2

D OC S O F T , I N C O R P O R A T E D

Administrative User Guide

 Docsoft, Inc.

115 E California Avenue • Suite 400

Oklahoma City, OK 73104

Phone 405.236.2466 • Fax 405.235.2250

Page 3

Table of Contents

1. Introduction ..................................................................... 1

2. Quick Start Guide ............................................................ 2

2.1 Accessing Docsoft:AV for the first time ................................ 2

2.2 Creating Docsoft:AV User accounts ..................................... 2

2.3 Connecting Docsoft:AV to your network ............................... 2

2.4 Configuring Docsoft:AV Hardware Management for the first time 3

3.1 Installation Guide ............................................................ 4

3.1.1 Overview .............................................................................. 4

3.1.2 Site Preparation ................................................................... 4

3.2 Mounting Instructions ...................................................... 5

3.2.1 Rack Mount .......................................................................... 5

3.2.2 Wall mount ........................................................................... 5

3.2.3 Table Top / Flat Surface Mount ........................................... 5

4. User Accounts ................................................................. 6

5. User Interface ................................................................. 6

6. General Tasks ................................................................. 7

6.1 Login/Logout......................................................................... 7

7. Speaker Profiles .............................................................. 7

7.1 Creating a speaker profile .................................................... 8

7.2 Edit a Speaker Profile ........................................................... 8

7.3 Delete a Speaker Profile ...................................................... 8

7.4 Export a Speaker Profile ...................................................... 8

7.5 Delete a Speaker Profile ...................................................... 8

8. Training with a Media File and an Exact Transcript ......... 9

8.1 Train a Speaker Profile ......................................................... 9

8.2 Add a New Vocabulary to an Existing Speaker Profile ......... 9

8.3 Delete a Vocabulary from an Existing Speaker Profile ......... 9

8.4 Populate a Vocabulary of a Speaker Profile ......................... 9

Page 4

9. File Repositories ........................................................... 10

9.1 Create a File Repository ..................................................... 11

9.2 Edit a File Repository ......................................................... 11

9.3 Delete a File Repository ..................................................... 11

9.4 Create a Repository From a Hosted Site ............................ 12

9.4.1 Create an Ensemble Repository .................................................... 12

9.4.2 Create a Kaltura Repository .......................................................... 13

9.4.3 Create a Mediasite Repository ...................................................... 14

9.4.4 Create a Panopto Repository ........................................................ 15

10. Uploading Files ................................................................ 16

11. Viewing and Processing Files ........................................... 16

11.1 Manage Uploaded Files ..................................................... 17

11.2 Export a Transcript or a Closed Caption File ...................... 17

11.3 Re-Process Files ................................................................ 17

11.4 Re-Upload a Transcript ...................................................... 18

11.5 Protect Files ....................................................................... 18

12. Transcript Styles.............................................................. 18

12.1 Create a New Transcript Style............................................ 18

12.2 Edit the Transcript Style ..................................................... 19

12.3 Edit a File Repository ......................................................... 19

13. Monitoring Events ............................................................ 19

14. User Profiles .................................................................... 19

14.1 Change Email and Notification Preferences ...................... 19

14.2 Change Password .............................................................. 19

15. Administrative Tasks ....................................................... 20

15.1 User Management ............................................................. 20

15.2 Add a User ......................................................................... 20

15.3 Activate a Registered User ................................................ 20

15.4 Edit a User ......................................................................... 21

15.5 Delete a User ..................................................................... 21

15.6 Impersonate a User ............................................................ 21

16. Monitoring System State/Event ....................................... 22

16.1 Check System State .......................................................... 22

16.2 Check System Events ........................................................ 22

Page 5

17. Managing Hardware ........................................................ 23

17.1 Network Settings ................................................................ 23

17.2 Email Settings .................................................................... 24

17.3 Time Settings ..................................................................... 24

17.4 SSL Settings....................................................................... 24

17.4.1 To generate the SSL certiﬁcate request:.......................... 25

17.4.2 To install the Certification file approved by CA request: .. 25

17.4.3 To use a self-signed certiﬁcate: ....................................... 25

17.4.4 To delete an installed certificate: ..................................... 25

18. Upgrading the System ..................................................... 26

19. Backing up the System .................................................... 26

19.1 Manual Backup .................................................................. 26

19.2 Scheduled Backup ............................................................. 27

20. Restoring Data ................................................................ 27

21. Power Control ................................................................. 27

22. Appendix ......................................................................... 28

A. Supported Media File Formats ........................................... 28

B. Supported Network Protocols ............................................. 28

C. Word List File Format ......................................................... 29

D. Transcript and Caption Output Formats ............................. 29

E. Docsoft Contact Information ............................................... 30

Page 6

Page 7

D O C S O F T : A V U S E R G U I D E

Section

1. Introduction

ocsoft:AV is a powerful software solution designed to capture (or audio-mine) the spoken content in digital audio/video (AV) files. This appliance can then be used to automatically generate transcripts in various formats, including plain text and

even a native transcript that can be easily edited through our proprietary editing software, Docsoft:TE. The final output can be automatically transformed to output formats such as Windows SAMI, Quicktime text, Timed Text for Flash, Web VTT, etc.

U N L E A S H I N G T H E T R U E P O W E R O F T H E A P P L I A N CE

Docsoft:AV is an automated system that monitors locations specified by users that contain media files, and automatically creates transcripts that can be converted into a closed caption file format. The core of the system is an Automatic Speech Recognition (ASR) engine. The ASR will recognize sound waves, and convert them into text.

A standard speaker profile is already built into the system, for speakers who are fluent with the plain English language. For speakers who have a different accent or talk about a specialized field, the ASR engine accuracy can be greatly improved by specifying user parameters such as voice characteristics and topic/vocabulary. The Docsoft:AV system helps to build a speaker profile for a speciﬁc user, and automatically “trains” it to the speaker’s voice using media ﬁles and their exact transcript. The appliance also allows the creation of separate vocabularies for

each speaker proﬁle.

The user may provide media ﬁles via an upload process or create a ﬁle repository on a server

that is located on their network. A File Repository location can be protected by credentials (user name and password).

Page 8

D O C S O F T : A V U S E R G U I D E

Section

2. Quick Start Guide

Setup requirements:

2.1 Accessing Docsoft:AV for the first time

1. Connect the internal (marked INT) network port into your laptop.

2. Start the Docsoft:AV appliance

*Note: the appliance has DHCP Server role enabled.

3. Start up your laptop with DHCP enabled.

4. Using any web browser (e.g., Google Chrome), go to http://192.168.7.1.

5. On the bottom right of the login screen, click on “Login as System”. This method will

ALWAYS allow you to log in with administrative privileges.

2.2 Creating Docsoft:AV User accounts

1. Click the “Users” link under the Administration heading.

2. Click the “Create User” button.

3. Enter the information requested.

4. To create an ADMIN account, click the “Allow user administer appliance and users”

checkbox.

*Note: it is recommended that at least one admin account is created, especially for admin features when accessing the appliance within the network (see below)

5. Leaving this unchecked will create a regular account. These users will see only the “Main” and

“Profile” menus.

*Note: it is recommended that the rest of the users get a regular account

2.3 Connecting Docsoft:AV to your network

1. Connect the external (marked EXT) network port into your network.

2. Verify access to the server through http://<appliance>, where <appliance> is either one of

the following:

a. The name configured for the Docsoft:AV appliance; b. The static IP address (if assigned); c. The dynamic IP address

3. Log in using the ADMIN account created above.

Ethernet cable, Laptop

Page 9

D O C S O F T : A V U S E R G U I D E

2.4 Configuring Docsoft:AV Hardware Management for the first time

1. Network settings: configure the name of the appliance, IP address, and DNS settings as

specified by your network administrator.

2. Email settings: input the SMTP Server settings of your network to receive transcription

notifications. Admin emails will also receive operations notifications such as appliance reboot.

3. Time settings: input the NTP server and time zone settings in this section.

FIGURE 2.1 shows the rear section of the appliance. Note that the left most LAN port is marked “INT”, and the LAN port directly beside

it is marked “EXT”.

Page 10

D O C S O F T : A V U S E R G U I D E

ITEM

AMOUNT

Docsoft:AV Appliance

U-shaped handles

L-shaped Metal plates

Power cord

Docsoft:TE Installation DVD

User Guide

Section

III

!

3.1 Installation Guide

3.1.1 Overview

This document provides basic information to install and conﬁgure the Docsoft:AV appliances. For more information or support issues, see Appendix E for Docsoft Inc.’s full contact information.

3.1.2 Site Preparation

Docsoft:AV Appliances are designed to be mounted in a standard 19 inch (48.26 cm) equipment rack, placed on a table top, or mounted on a wall. Before installing the appliances, verify that the chosen location for installation meets the following site requirements:

Power— The appliances are installed near an easily accessible 100-240 VAC, 50- 60 Hz outlet. After connection, the power LED on the appliance should be lit. Clearance— There is adequate clearance for operator/maintenance personnel to access cabling, power connections and for ventilation.

Cabling— The cabling should be routed to avoid sources of electrical noise such as radio transmitters, broadcast ampliﬁers, power lines or ﬂ uorescent lighting.

Environmental Requirements— The appliances are designed to operate from 32 to 113°F (0 to 45°C) at a relative humidity of up to 95 percent, noncondensing.

Before unpacking the appliance, inspect the package and immediately report any evidence of damage.

The Docsoft:AV appliances ships in a single box. Each box will contain:

Page 11

D O C S O F T : A V U S E R G U I D E

3.2 Mounting Instructions

To ensure optimal performance, the Docsoft:AV appliance must be correctly installed on a rack or shelf intended for this type of equipment and purpose.

3.2.1 Rack Mount

For mounting into a standard 19” rack, ensure

one (1) rack unit is available for each appliance. Use the mounting handles and plates that were included with the shipment, and secure with a minimum of two (2) ¼” screws (not included) for each bracket.

FIGURE 3.1 shows the installation of an appliance in a typical 19-

inch equipment rack.

3.2.2 Wall mount

For a wall mount application, the installed mounting brackets will require re-orientation by the customer. Appliances should only be mounted with bottom of appliance against wall. Ensure wall is sturdy enough to support appliances. Do not obstruct ventilation holes.

3.2.3 Table Top / Flat Surface Mount

The appliances may be mounted on a ﬂat surface or table top, provided that the surface be able to support the weight of the appliances for an extended period of time.

Place the appliance on a ﬂat surface, ensuring a minimum of 2 inches (5.08 cm) of

clearance on each side and 5 inches (12.7 cm) of clearance at the back to allow for proper ventilation and accessibility.

Page 12

D O C S O F T : A V U S E R G U I D E

Section

4. User Accounts

To perform any task on the appliance, users must be authenticated by entering a user name and password on the login screen.

There are two kinds of users: regular users and administrators. Every user can either register themselves or be registered by the appliance administrator.

Every user will have limited amount of disk space on the appliance. The amount of space is specified by the appliance administrator. This disk space will be used to store uploaded fi les, speaker profiles, and temporary files (such as files from remote server and transcripts). The appliance will NOT store media files.

Note: Docsoft recommends backing up the appliance (via the Backup/Restore in the Hardware Management menu) to another file server

5. User Interface

The appliance is controlled using the web interface. Contact the appliance administrator in order to acquire its IP address and obtain a user account. Most of the appliance screens will have ﬁve components: header, navigation toolbar, page title, page content, and footer.

The header, inscribed with a Docsoft:AV banner, is a clickable button that will take you back to the Start page.

The footer has links that point to online help and support web sites, and the Docsoft : AV appliance version information.

The navigation toolbar contains a list of all operations that can be performed by the user according to his role. The navigation toolbars for a regular user and an appliance administrator are diﬀerent. The administrator’s toolbar is in addition to the user’s toolbar and has administrative operations such as backup, network settings, user management, and appliance state control.

Page 13

6. General Tasks

This section gives an overview of basic tasks that can be performed with the Docsoft:AV application. The installation and initial conﬁguration is out of the scope of this manual. See the Appliance Installation and Conﬁguration Guide for more information.

6.1 Login/Logout

To access appliance functionality you have to be authenticated.

Usually, the ﬁrst screen that you

will see is the Login Screen.

You must provide a correct user name and password to access the home and other screens. The appliance will lock you out after 5 unsuccessful attempts. If this happens, please contact the appliance administrator to unlock your account.

If you don’t have an account on the appliance, ask the appliance administrator to register you

or use the registration screen to self-register. Click the “Register account” link and ﬁll in your information: user name, e-mail address, password, and secret question/ answer. The password must be greater than seven characters and have at least one non-alphanumeric character.

If you forget or lose your password, it be can reset via the reset password screen. Click the

“Reset Password” link. The reset password screen will prompt you to enter your user name and then answer the secret question (the one used during registration or as speciﬁed by the

administrator).

To close the current session from anywhere in the appliance, click the “Logout” button.

7. Speaker Profiles

To increase the accuracy of the ASR engine, the appliance can be trained for a speciﬁc speaker voice. To do this, a speaker proﬁle has to be created and trained ﬁrst. There are two kinds of proﬁles: public and private. The public proﬁles will be visible and can be used by all users of the appliance. The Private speaker proﬁles will only be visible to the

person who created it.

To navigate to the Speaker Profile page, click on either:

1. The Profiles icon on the main screen, or;

2. Main  Speaker Profiles from the toolbar.

Page 14

7.1 Creating a speaker profile

To create a new speaker profile:

1. Click the “Create New”

button;

2. Enter the speaker proﬁle

information:

• Name

• Short description

• The English acoustic

model that best matches

the speaker’s accent

• Click on the “Allow

Others to Use This Profile” checkbox if all users of the appliance can use the profile.

3. Click the “Next” button

and enter ﬁrst vocabulary information:

• Name

• Select the size of the base vocabulary

• Click the “Finish” button

7.2 Edit a Speaker Profile

1. Click the “Manage” link for the speaker profile you want to edit.

2. Input the new information for the speaker profile.

3. Click the “Submit” button.

7.3 Delete a Speaker Profile

1. Click the “Delete” link for the speaker proﬁle.

2. Conﬁrm the deletion.

7.4 Export a Speaker Profile

1. Click the “Export” link for the speaker proﬁle.

2. The web browser will download and save the speaker proﬁle

7.5 Delete a Speaker Profile

1. Click the “Import” button.

2. Enter the speaker proﬁle information:

 Name  Short description  Click on the “Allow others to use this profile” checkbox if the proﬁle is public, or if all

users of the appliance can use it.

3. Browse to the saved speaker proﬁle you wish to import

4. Click the “Finish” button.

Page 15

8. Training with a Media File and an Exact Transcript

To increase the accuracy of the ASR engine, the speaker proﬁle may be trained using a media ﬁle and its exact transcript. Media ﬁles have to be in one of the support ﬁle formats. The transcript is a plain text ﬁle that contains an exact text transcript of the media ﬁle. (See

Appendix A for a list).

Oftentimes, Docsoft:AV users will make use of a previously ran media file, correct the transcript to near-100% accuracy, and use both the media file and transcript for training. This is done through the Speaker Profiles page.

8.1 Train a Speaker Profile

1. Click the “Train” link for the speaker proﬁle you wish to train.

2. Browse and select the exact transcript text ﬁle.

3. Browse and select the media ﬁle.

4. Click the “Add Files” button.

5. Repeat steps 2-4 above to add more media file/transcript pairs.

6. 4. Click the “Finish” button to start training.

8.2 Add a New Vocabulary to an Existing Speaker Profile

1. Click the “Vocabularies” link for the speaker profile you wish to add vocabularies to.

2. Click the “Create New…” button

3. Specify the vocabulary name

4. Specify a base vocabulary

5. Click the “Submit” button

8.3 Delete a Vocabulary from an Existing Speaker Profile

1. Navigate to the Speaker Proﬁles screen

2. Click the “Vocabularies” link for the speaker proﬁle

3. Click the “Delete” link for the vocabulary.

8.4 Populate a Vocabulary of a Speaker Profile

To increase the accuracy of the ASR engine for a speciﬁc topic or subject matter, you may add new words or acronyms to its vocabulary. A speaker proﬁle vocabulary can be extended many times. You can populate the vocabulary by using a word list and related documents. The word list allows you to specify new acronyms and specify how they are pronounced (See Appendix C for ﬁle format details). Related documents not only add new words, but also show the ASR engine how those words are used.

Page 16

To train a speaker Profile vocabulary:

1. Click the “Vocabularies” link for the speaker proﬁle.

2. Click the “Populate” link for the vocabulary

3. Select the type of training document(s) (word list or related documents).

4. Browse and select the text ﬁle.

5. Click the “Add” button.

6. Click the “Finish” button

9. File Repositories

A File Repository is an external location that contains media ﬁles to be processed. The appliance will monitor the location for

changes in the ﬁle structure. If the appliance ﬁnds new or changed ﬁles, it will schedule each ﬁle for processing. Once the ﬁles are

processed, it will create the appropriate

caption ﬁles in the speciﬁed target location.

The ﬁle repository maintains a list of the media ﬁles that were found in the repository.

They can be viewed using the View Files page.

You may protect the ﬁle from processing by selecting the “Protected” options for that speciﬁc ﬁle.

If you have an untimed exact transcript for the media ﬁles, you may speciﬁcally look for them in the repository. The exact transcript has to in the same location, and have a “.txt” extension. The rest of the ﬁlename must match the media ﬁle name (e.g. if “speech.mp3” is the name of the media ﬁle, the exact transcript ﬁle name will be “speech.txt”). The appliance supports

widely accepted protocols such as File Share, FTP, and WebDAV via HTTP. See Appendix B for the full list.

Consult your network administrator for which protocol and credential is needed to access the

required media ﬁles. To monitor ﬁles, you only need read access, but for creating ﬁles,

(transcript and close caption) you need write access. To navigate to the File Repositories page, you may do either one of the two options:

 Click on the Repositories icon on the main screen, or;

 Click on Main  File Repositories link from the toolbar.

Page 17

Before creating a ﬁle repository, make sure you have all the required information:

1. The source path, where media ﬁles are located. If protected, provide also the user credential to

access them;

2. The target path, where resulting ﬁles will be placed (if different from the source path). If

protected, provide also the user credential to access it;

3. Finally, a speaker proﬁle. You may choose the built-in Standard speaker profile, but Docsoft

recommends that you create and train one specifically for this repository. See sections 7 and 8 above for more details.

9.1 Create a File Repository

1. Navigate to the File Repositories screen.

2. Select the appropriate type of repository in the dropdown box beside the “Create New”

button. For local network repositories, proceed to step 3. For repositories from hosted sites, such as from Kaltura or Panopto, proceed to section 9.4.

3. Click the “Create New..” button.

4. Specify the media ﬁle source location and repository information:

 Repository name  Source URL and credentials  Files ﬁlter. This field can be left blank.  Virtual URL, used primarily for streaming savers, e.g. MMS. This

field can also be left blank.

5. Click on the “Exact transcript present” checkbox if the corrected text transcripts exist for

each media ﬁle on the repository.

6. Click the “Next” button.

7. If the target location is the same as the source location, then click the “copy from the

previous page” link. Otherwise, specify the target URL and credentials.

8. Click the “Next” button

9. Select a speaker proﬁle

10. Select a vocabulary

11. Select an output type. You may select more by holding the “Ctrl” button while clicking

on the additional output type choices.

12. Choose predeﬁned transcript style options.

13. Click the “Finish” button.

9.2 Edit a File Repository

1. Navigate to the File Repositories screen.

2. Click the “Manage” link for the ﬁle repository you wish to edit.

3. Input the new repository information.

4. Click the “Submit” button to apply changes.

9.3 Delete a File Repository

1. Navigate to the File Repositories screen

2. Click the “Delete” link for the ﬁle repository.

3. Conﬁrm the deletion

Page 18

9.4 Create a Repository From a Hosted Site

One of the newest features of Docsoft:AV is the ability to link to a hosted site of a Learning Management System or LMS, especially since more and more organizations are storing content on the “cloud”. Consequently, more and more LMSs are publishing application program interface (APIs) that enable companies like Docsoft, Inc. to automatically access and process content.

Note: As of October 2016, the repository features below are still under beta testing. Once each feature passes verification, then they will be published as part of an update in our Docsoft User Group website,

http://dug.docsoft.com

9.4.1 Create an Ensemble Repository

1. On the first page, specify the information about the hosted site: a. The name for repository, as will be shown in the Manage Repositories page; b. The web address for the Ensemble hosted site, e.g.,

https://cloud.ensemblevideo.com;

c. Select the identity provider for your organization in the Identity Provider

dropdown box;

d. Input the username for the Ensemble account that has access to the

multimedia files that need transcription;

e. Input the password for the above username. f. Click “Next”.

2. On the second page, specify the information about the local network repository which will

house the temporary copy of the multimedia files from Ensemble:

a. The path of the network folder, e.g., \\docsoft\repositories\ensemble; b. The username that has access to the network folder above; c. The password for the above network username.

3. Click “Next”.

4. On the third page, specify the information about the “target” repository or folder in the

local network. This folder will be used to store the resulting transcript and/or caption files.

a. If the target repository has the same information as in step 2, then click “copy

from the previous page”

b. If the target repository will have different information from step 2, then input

the path, username and password for this folder.

c. Click “Next”.

5. On the last page, specify the following output options: a. Select the speaker profile available for this Docsoft user; b. Select the matching speaker vocabulary from the above selection; c. Select the preferred transcript type. Docsoft recommends any of the

following:

i. Native transcript – may be used with Docsoft:Transcript Editor

ii. Timed Text – this caption file will be in the DFXP format, and is most

compatible with Flash players

iii. Web VTT – this caption file type is what Ensemble prefers, and is

most compatible with HTML5 players

6. Click the “Finish” button.

Page 19

9.4.2 Create a Kaltura Repository

Note: unlike some LMSs, Kaltura’s hosted sites that are API-responsive were designed to be accessible from only one URL: https://kmc.kaltura.com/index.php/kmc. You may need to log in first to your account using a different URL, and then go to the Admin Settings page to get the following information.

1. On the first page, specify the information about the hosted site: a. The name for repository, as will be shown in the Manage Repositories page; b. The User ID, which is most often your email address; c. Kaltura Partner ID, a six-digit number given by Kaltura; d. Kaltura Admin Secret, a hash key value.

2. On the second page, specify the information about the local network repository which will

house the temporary copy of the multimedia files from Kaltura. Note: only media entries that do not have caption assets will be copied here.

a. The path of the network folder, e.g., \\docsoft\repositories\kaltura; b. The username that has access to the network folder above; c. The password for the above network username.

3. Click “Next”.

4. On the third page, specify the information about the “target” repository or folder in the

local network. This folder will be used to store the resulting transcript and/or caption files.

a. If the target repository has the same information as in step 2, then click “copy

from the previous page”

b. If the target repository will have different information from step 2, then input

the path, username and password for this folder.

5. Click “Next”.

6. On the last page, specify the following output options: a. Select the speaker profile available for this Docsoft user; b. Select the matching speaker vocabulary from the above selection; c. Select the preferred transcript type. Docsoft recommends any of the

following:

i. Native transcript – may be used with Docsoft:Transcript Editor

ii. Timed Text – this caption file will be in the DFXP format, and is most

compatible with Flash players

iii. Web VTT – this caption file type is what Ensemble prefers, and is

most compatible with HTML5 players

iv. Subrip – this is the most widely accepted caption file type, having the

extension .SRT. This is used in popular places like YouTube.

7. Click the “Finish” button.

Page 20

9.4.3 Create a Mediasite Repository

Mediasite ensured that only authorized applications may access hosted sites by using API Keys. Not a lot of Mediasite users know how to create one; if this is the case, please make sure to approach your Mediasite representative for details. Otherwise, go to

http://<yoursite>.mediasite.com/Mediasite/api/Docs/ApiKeyRegistration.aspx to register an

API Key, if you haven’t done so.

1. On the first page, specify the following information about the hosted site:

a. The name of the repository, as will be shown in the Manage Repositories page; b. The URL of the hosted site, e.g., http://docsoft.mediasite.com/Mediasite c. The specific Mediasite folder name that contains the AV files that need

transcription;

d. The Mediasite username that has access to the folder above; e. The password for the above username.

2. Click “Next”.

3. On the second page, specify the information about the local network repository which will

house the temporary copy of the multimedia files from Mediasite. Note: only media entries that do not yet have captions will be copied here.

a. The path of the network folder, e.g., \\docsoft\repositories\mediasite; b. The username that has access to the network folder above; c. The password for the above network username.

4. Click “Next”.

5. On the third page, specify the information about the “target” repository or folder in the

local network. This folder will be used to store the resulting transcript and/or caption files.

a. If the target repository has the same information as in step 2, then click “copy

from the previous page”

b. If the target repository will have different information from step 2, then input

the path, username and password for this folder.

6. Click “Next”.

7. On the last page, specify the following output options:

a. Select the speaker profile available for this Docsoft user; b. Select the matching speaker vocabulary from the above selection; c. Select the preferred transcript type. Docsoft recommends any of the

following:

i. Native transcript – may be used with Docsoft:Transcript Editor

ii. Timed Text – this caption file will be in the DFXP format, and is most

compatible with Flash players

iii. Web VTT – this caption file type is what Mediasite prefers, and is

most compatible with HTML5 players

iv. Subrip – this is the most widely accepted caption file type, having the

extension .SRT. This is used in popular places like YouTube.

8. Click the “Finish” button.

Page 21

9.4.4 Create a Panopto Repository

As of the publishing of this User Guide, Panopto has not yet released the API that will aid in the uploading of caption files to EDITED sessions. This means that the caption files have to be timed with the full UNEDITED version of the session, or else it will skew the time of appearance of the captions, or will not show at all. The Panopto technical support representatives who were helping Docsoft recommended instead that only UNEDITED sessions be put through the transcription process. Therefore, Docsoft recommends that the Panopto folder to be used in this setup (explained further below) should contain only UNEDITED sessions.

1. On the first page, specify the following information about the hosted site:

a. The name of the repository, as will be shown in the Manage Repositories page; b. The beginning URL of the hosted site, e.g., “docsoft”. Note that this will be

appended with the remainder of the URL, “hosted.panopto.com/Panopto”, as

all Panopto hosted sites are formatted as such.

c. The specific Panopto folder name that contains the AV files that need

transcription;

d. The Panopto username that has access to the folder above; e. The password for the above username.

2. Click “Next”.

3. On the second page, specify the information about the local network repository which will

house the temporary copy of the multimedia files from Panopto. Note: only media entries that have not been previously captioned by Docsoft will be copied here.

a. The path of the network folder, e.g., \\docsoft\repositories\panopto; b. The username that has access to the network folder above; c. The password for the above network username.

4. Click “Next”.

5. On the third page, specify the information about the “target” repository or folder in the

local network. This folder will be used to store the resulting transcript and/or caption files.

a. If the target repository has the same information as in step 2, then click “copy

from the previous page”

b. If the target repository will have different information from step 2, then input

the path, username and password for this folder.

6. Click “Next”.

7. On the last page, specify the following output options:

following:

i. Native transcript – may be used with Docsoft:Transcript Editor

ii. Timed Text – this caption file will be in the DFXP format, and is most

compatible with Flash players

iii. Subrip – this is the most widely accepted caption file type, having the

extension .SRT. This is used in popular places like YouTube.

8. Click the “Finish” button.

Page 22

10. Uploading Files

If you deal with a small amount of media content, this method will be most appropriate. You may specify a related document (such as presentation plan, related document) or an exact transcript when you upload your media ﬁle.

To upload a media ﬁle to the

system:

1. Select Main  Upload AV Files

link from the toolbar, or the “Upload” icon on the main screen;

2. Specify a speaker proﬁle and a

vocabulary;

3. Browse to and select media ﬁle

4. If you have an additional related

document: a. Specify document type: related

document and exact transcript;

b. Browse and select text

document;

5. Click the “Submit” button, or

“Submit and Add Another” if you have more files to submit.

11. Viewing and Processing Files

The main function of the View Files page is to monitor the state of your uploaded or

monitored ﬁles in diﬀerent repositories. In addition, you may also do the following: export a transcript for any ﬁle; repeat processing of the selected ﬁles; and re-upload

transcripts and closed captions to the target location in the repository ﬁles.

To navigate to the View Files page, you may do either:

 Clicking on the View Files icon on the main screen, or;

 Clicking on Main  View Files from the toolbar.

To change the view between uploaded ﬁles and the ﬁles in the repositories, change the value of the “Choose the location to view” dropdown box. Then click the “Files” link for

the ﬁle repository. You can search ﬁles from the “File Filter” text box and then click the “Search” button. To view all ﬁles again, clear the text box and click the “Search” button

again.

Page 23

To perform any operation on the ﬁles, you must select the check box from the grid.

Actions can then be performed using the buttons located below the grid. To

select/deselect all ﬁles, click the check box located in the header of the grid marked “Select All”.

11.1 Manage Uploaded Files

Uploaded ﬁles can be managed

from the View Files screen. You can delete or change the

processing priority for each ﬁle.

To delete a ﬁle, select the ﬁle(s) and then click the “Delete File(s)” button.

By clicking on the “Send to Front” or “Send to Back”

buttons, the priority of the

selected ﬁles will be increased

or decreased. You will notice

that the selected ﬁ les move up

or down in the grid.

11.2 Export a Transcript or a Closed Caption File

1. Navigate to the “View Files” screen and select location

2. Select ﬁle(s) for transcripts or closed captions

3. Click the “Export Transcript(s)…” button

4. Choose the transcript type and style options

5. Click the “Finish” button

6. Click the “Save As” button to save the resulting transcript or closed caption ﬁle into your

desired location.

11.3 Re-Process Files

1. Navigate to the View Files screen and select location

2. Select the ﬁle(s) to be re-processed

3. Click the “Remine File(s)” button.

The appliance will add those ﬁles to the process queue.

Page 24

11.4 Re-Upload a Transcript

The Re-upload transcript feature is applicable only for the file repository. If the file repository target location, style or transcript type has changed, you may choose to update the target URL with updated transcript and close caption files. To re-upload transcript(s):

1. Navigate to the View Files screen and select location

2. Select which file(s) and transcripts to re-upload

3. Click the “Re-upload Transcripts” button

Note: The process may take anywhere from a few minutes to several hours, depending on the number of files to be updated.

11.5 Protect Files

A ﬁle that is marked as protected will not be monitored or mined by the appliance. Any

previous transcripts are retained. This is useful if you want to upload a correct transcript

back to the target URL and you don’t want the appliance to over write your changes. This functionality is applicable only for repository ﬁles. To set/clear the protect ﬂag:

1. Navigate to the View Files screen and select location

2. Select the ﬁle(s) and transcripts has to be re-uploaded

3. Click the “Set Protected” or “Clear Protected” button

12. Transcript Styles

Some of the generated transcripts and closed captions contain style information. These

styles can be modiﬁed to suite your needs. To change the font, colors, etc. of the output ﬁle to a style different than the System Default, you have to create a transcription style.

You can manage styles through the Transcript Styles page. To navigate to it, select Main  Transcript Styles link from the toolbar.

These styles can be applied later to any closed caption ﬁle produced by the appliance. You may select the style of the export transcript screen (see section 11.2) or create/edit ﬁle repository (see section 9.1 and 9.2 respectively).

12.1 Create a New Transcript Style

1. Navigate to the Transcript Styles screen.

2. Click the “Create New…” button.

3. Enter the style name and its parameters.

4. Click the “Add” button.

Page 25

12.2 Edit the Transcript Style

1. Navigate to the Transcript Styles screen.

2. Click the “Delete” link for the style.

3. Edit its parameters.

4. Click the “Update” button.

12.3 Edit a File Repository

1. Navigate to the Transcript Styles Screen.

2. Click the “Delete” link for the style.

3. Conﬁrm the deletion.

13. Monitoring Events

The appliance automatically processes ﬁles. To monitor what ﬁles were processed, when they will be processed, and problems with speciﬁc ﬁles, you may use the View Files screen (see section 11).

You also may look at the history of events for your ﬁle at the Events screen. To navigate

to that screen select:

• Main  Events link on the toolbar OR

• Events icon on the main page.

To monitor the overall state of the appliance, you must be logged in as the administrator.

14. User Profiles

Every user of the appliance has a proﬁle which retains your communication preferences. The Proﬁle Management Screen allows you to change your e-mail address, manage event notiﬁcations, and reset your password.

14.1 Change Email and Notification Preferences

1. Navigate to the Change E-mail Screen using Proﬁle  Change Email link on the toolbar

2. Modify e-mail and events notiﬁcation preferences

3. Click the “Submit” button

14.2 Change Password

1. Navigate to the Change Password Screen using Proﬁle  Change Password link on the

toolbar

2. Type your old and new passwords

3. Click the “Change Password” button

Page 26

15. Administrative Tasks

Administrative tasks can be performed only by the appliance administrators. The administrators can manage users, monitor the appliance, and manage appliance hardware.

By default, the appliance has only one “System” user account. You may only login under

this account when you are physically connected to the internal network via the appliance port.

15.1 User Management

One of the administrative tasks is user management. As administrator, you can create, delete, and modify users. You can also assist users in setting up their accounts. To navigate to the Manage User screen select:

• Administration  Users link on the toolbar OR

• Users icon on the main page

15.2 Add a User

1. Navigate to the Manage Users page.

2. Provide the following user

information: a. User/account name b. Password c. E-mail d. Security Question and Answer e. Amount of space available for user

3. Specify if user can perform administrative tasks

4. Click the “Create User” button.

15.3 Activate a Registered User

If a user chooses to self-register using the Registration Screen (see section 6.1), the administrator has the ability to activate the user.

1. Navigate to the Manage Users screen

2. Click the “Approve User…” screen

3. Select the user to be approved

4. Click the “Next” button

5. Provide additional user information

6. Specify the amount of space available for user

7. Specify if user can perform administrative tasks.

8. Click the “Finish” button

Page 27

15.4 Edit a User

Some user information can be changed such as space available, password, and administrative rights. This feature is also used if a user account is locked due to typing the wrong password multiple times.

1. Navigate to the Manage Users screen.

2. Click the “Manage” link for the user.

3. Change user information.

4. Click the “Submit” button.

15.5 Delete a User

1. Navigate to the Manage Users screen.

2. Click the “Delete” link for the user.

3. Conﬁrm deletion.

15.6 Impersonate a User

When you navigate (as the appliance administrator) to the following screens:

• Speaker Proﬁles,

• File Repositories,

• Upload AV Files,

• View Files,

• Transcript Styles,

• Events,

you may view the same screen as other users would see them. At the bottom, just above the footer of the screen, is the “Viewing User” box that allows you to change current viewed user data. To view other users’ data or operation performed by the user:

1. Navigate to the screen for general tasks you want to perform.

2. Switch to user you want to impersonate.

3. Perform the task you need to do in behalf of the user.

4. Switch to your original account (marked with the asterisk (*) symbol).

Page 28

16. Monitoring System State/Event

As the appliance administrator, you have the capability to monitor the system’s current state as well as its past events. We’ll take a look at each one of these features.

16.1 Check System State

To view the overall appliance state and statistics, you may use one of the system state screens (graphical or text).

Text presentation will allow you to terminate currently processed ﬁles.

16.2 Check System Events

You also may look at the history

of system events and events from every user of the appliance at the Events screen.

To navigate to that screen, select:

• Administration  System Events link on the toolbar OR

• System Events icon on main screen

Page 29

17. Managing Hardware

The administrator of the appliance has the ability to manage hardware settings such as network conﬁguration, e-mail notiﬁcations, and time zones. Hardware management also includes backup and restoration of the appliance data.

17.1 Network Settings

The network settings of the appliance can be conﬁgured only when the administrator is connected to the internal appliance port. If you are not connected to internal appliance port, the network settings screen will show current settings and will not allow changes to the settings.

To navigate to the Network Settings page, select either:

 Hardware  Network Settings

link on the toolbar OR

 Network icon on the main page.

To change the network settings for the appliance:

1. Connect your computer (e.g. laptop) to the internal port of the appliance and open up

a web browser (e.g., Google Chrome).

2. Navigate to the Network Settings screen and view current settings.

3. Click the “Next” button.

4. Specify the new computer name and DNS preﬁx.

5. Click the “Next” button.

6. Specify how the IP address will be obtained. If a static IP is needed, select “Use the

following IP address:” checkbox and input the IP Address settings.

7. Click the “Next” button.

8. Specify the DNS servers settings. If the “Use the following DNS server addresses:” is

selected, input at least the primary DNS server address.

9. Specify Firewall settings. If firewall will be enabled, you may also select whether

access is allowed from the secured and/or unsecured port. You may also specify a specific address to be allowed access for.

10. Click the “Finish” button.

If the computer name was changed, you will be required to reboot the appliance.

Page 30

17.2 Email Settings

E-mail communication is essential for password reset and event notiﬁcations.

1. Navigate to the E-Mail Settings screen

2. Specify SMTP server

3. Specify From address

4. Specify administrator’s address (if

necessary)

5. Click the “Submit” button.

By specifying the administrator’s address, you allow the appliance to send hardware related events to a speciﬁed person (or distribution list).

17.3 Time Settings

If you want to maintain the proper time for your events, you have to setup the proper time zone and time server (NTP) settings. You may use your internal time server or choose a public one.

1. Navigate to the Time Settings screen

2. Specify time zone

3. Specify time server

4. Click the “Submit” button

17.4 SSL Settings

To protect communication between the appliance users’ computers and the appliance, SSL/TLS protocol may be used.

Two kinds of certiﬁcates can be

used: self-signed and certiﬁcation agency (CA) issued. The latter is the recommended choice. To navigate to the SSL settings screen select the Hardware->SSL Settings link on the toolbar.

Page 31

To setup CA SSL certiﬁcation, there are two stages: generate request and install certiﬁcate.

17.4.1 To generate the SSL certiﬁcate request:

1. Navigate to the SSL Settings screen.

2. Select the “Generate request” box.

3. Click the “Next” button.

4. Fill out the necessary information:

a. Common name (or full computer name) b. Organization c. Organization Unit d. City e. State f. Two letter country code

5. Click the “Create Request” button.

6. Paste and copy request to your certiﬁcation agency.

7. Wait for the approved certiﬁcate to arrive.

17.4.2 To install the Certification file approved by CA request:

1. Navigate to the SSL Settings screen.

2. There will be the upload ﬁle box to the certiﬁcate ﬁle. Browse and select the certiﬁcate

ﬁle.

3. Click the “Install Certiﬁcate” button.

17.4.3 To use a self-signed certiﬁcate:

1. Navigate to the SSL Settings screen.

2. Select the “Self-Signed certiﬁcate” box.

3. Click the “Next” button.

4. Fill out the necessary information:

a. Common name (or full computer name) b. Organization c. Organization Unit d. City e. State f. Two letter country code g. Validity period

5. Click the “Create Certiﬁcate” button.

17.4.4 To delete an installed certificate:

1. Navigate to the SSL Settings screen.

2. Click the “Remove Certiﬁcate” button.

3. Conﬁrm deletion.

Page 32

18. Upgrading the System

Docsoft, Inc. provides updates for the appliance. The updates can be installed using the upgrade system screen.

To upgrade the system using updates:

1. Navigate to the Upgrade

System screen.

2. Browse and select

upgrade ﬁle. (The ﬁle will have the extension “.update”).

3. Click the “Submit” button.

4. Close the browser

The system will be updated. The upgrade process may take anywhere from 5 minutes to two hours, depending on the number of updates and upgrades included with this installation packet.

19. Backing up the System

The administrator may backup user data and account settings. This can be done manually or using the scheduler.

19.1 Manual Backup

1. Navigate to the Backup/Restore screen.

2. Click the “Backup” link.

3. Enter backup location: a. URL b. User name and password (if applicable)

4. Click the “Start Backup” button.

5. Close the browser window.

During backup operations, the appliance will be offline. After backup is performed, the appliance will resume its regular operations.

Page 33

19.2 Scheduled Backup

You may schedule the appliance backup for certain days and specific times of the week. To schedule a backup operation:

1. Navigate to the Backup/Restore screen.

2. Click the “Schedule Backup” link.

3. Enter backup location and time:

a. Specify days of the week b. Time c. URL d. User name and password (if applicable)

4. Click the “Submit” button.

20. Restoring Data

To restore a previously backed-up data (see above section):

1. Navigate to the Backup/Restore screen.

2. Click the “Restore” link.

3. Enter backup location: a. URL b. User name and password (if applicable) c. Click the “Start Restore” button.

4. Close the browser window.

During the restore operation, the appliance will be offline. After the restore is performed, the appliance will resume its regular operation.

NOTE: The following data will not be restored:

• Network settings

• User Events and System Events

21. Power Control

As the appliance administrator, you may control hardware power.

To navigate to the Manage Appliance Power page, click the Hardware  Power link on

the toolbar. Then choose “Reboot System” or “Shutdown System” to perform the

corresponding action.

Page 34

Format Family

File Name Extensions

Raw Audio (PCM)

.wav

MPEG-2

.mpg, .mpeg, .mp2, .m2v, .m2a

MP3

.mp3

MPEG-4

.mp4, .m4a, .m4v, .aac

Windows Media

.asf, .wma, .wmv

AVI

.avi

Quicktime Media

.mov

RealPlayer Media

.ra, .rm, .ram

Ogg Media

.ogv, .oga, .ogg

Flash Video

.flv

Digital Speech Standard

.dss, .ds2

Protocol Name

Examples

File share (Windows Network, SAMBA)

ﬁle://server/share/

\\server\share\

FTP

ftp://server/folder/

WebDAV over HTTP

http://server/folder/

webdav://server/folder/

Apache HTTP Index Page

http://server/folder/

Podcast over HTTP

pcast://server/folder/feed.xml

Section

22. Appendix

A. Supported Media File Formats

B. Supported Network Protocols

Page 35

Format

Caption Format &

Extension

Editable Transcript (for Docsoft:TE)

Native transcript (.transcript)

Searchable Transcript (for Docsoft:SA)

ESX (.esx)

Windows Media

Advanced Stream Redirect (.asx)

SAMI (.smi)

QuickTime Media

Synchronized Multimedia (.smil)

Quicktime (.qt.txt)

Scenarist (.scc)

Real Media

Realtime (.rt.txt)

Real Player

Plain Text

Text file (.txt)

Timed Text

Distribution Format (.dfxp)

Encore

Encore (.encore)

HTML5

WebVTT (.vtt)

YouTube and other popular formats

Subrip (.srt)

Subviewer (.sub)

C. Word List File Format

The speaker proﬁle vocabulary can be trained using word list. The word list ﬁle is a plain text ﬁle that contains words or acronym deﬁnitions. There must be exactly one word or acronym deﬁnition per text ﬁle line. The acronym deﬁnition consists of two parts: written

form and spoken form. For Example:

• Docsoft

• 007\double O seven

• & Co,\and Company

D. Transcript and Caption Output Formats

Page 36

Contact Method

Website

www.docsoft.com

Toll Free Number

(877) 430-3502

US Number

(405) 236-2466

Fax

(405) 235-2250

General Information

[email protected]

Technical Support

[email protected]

(405) 536-3170

Sales

[email protected]

(405) 536-3130

Physical Address

115 E. California Ave., Oklahoma City OK 73104

E. Docsoft Contact Information