Nuance ScanSoft Dragon Law Enforcement Administrator Guide

Enterprise solution

Nuance Management Center

administrator guide

For:

GuideDragon speech recognition

Dragon_AdminGuideCover_20160929_v2 1

Contents 3

Chapter 1: Introducing the Nuance Management Server 1

Dragon Group Overview 1

User Groups Worksheet 4

Prerequisites for the Nuance Management Center 8

Accessing NMS Server: Logging in through the Nuance Management Center 9

Change the NMC Administrator password 10

Accessing and adding to your organization data 11

Turning on data collection for your site 13

Privacy of your data and Nuance data collection 14

Setting up Active Directory single sign-on 14

Chapter 2: Overview of NMS in the cloud 15

Overview of NMS 15

Overview of Installing and Configuring NMS in the Cloud 17

Logging existing and new users into NMS in the cloud 18

Chapter 3: Configuring sites 19

Searching for an organization 19

Finding and managing organization data 20

Configure product settings for an organization 22

Configuring a site in your facility 22

Setting miscellaneous site settings 23

Setting site Data storage settings 24

Viewing, modifying, and deleting sites 25

Creating Organization Tokens 27

Chapter 4: Configuring groups and user accounts 29

Understanding groups 29

Determining site or group settings for members of more than one site or group 30

Creating Groups 31

Setting Privileges for administrator groups 36

Viewing, modifying, and deleting groups 40

Setting Dragon Group voice command options for user groups 42

Creating user accounts 44

Configuring user accounts 45

Configuring user account details and address settings 45

Administrators can send messages to other administrators 46

Enable sending messages to an administrator 47

Assigning user accounts to groups 49

Contents

Configuring Users for Active Directory Authentication 50

Import multiple users into the NMS server 50

XML schema for the user XML import file 57

Setting user account Dragon Group client options 65

Setting Auto-Formatting Dragon Group options 68

Viewing User Profile settings 71

Automatically log out an administrator after a period of inactivity 72

Viewing, modifying, and deleting a user account 73

Finding and viewing a user account 73

Modifying a user account 74

Applying Dragon Settings to organizations, sites, or groups 75

Chapter 5: Managing licenses 77

Managing licenses 77

Types of license upgrades available 77

Obtaining and applying licenses 77

Importing licenses included with Dragon Group 78

Purchasing and obtaining new licenses 78

Viewing licenses 78

Viewing license usage information 79

Granting licenses 80

Granting a license immediately after creating a user account 81

Granting a license to an existing user account 81

Receiving expiration alerts and renewing licenses 82

Viewing messages about expired licenses 82

Renewing the License 83

Revoking licenses 83

Dictating with Author licenses while disconnected from network 84

Chapter 6: Configuring Dragon Group settings 85

Applying Dragon Settings to organizations, sites, or groups 86

Setting Dragon Group voice command options for user groups 86

Setting user account Dragon options 88

Chapter 7: Managing user profiles 92

Creating a user profile 92

Configuring the location of Roaming user profiles 92

The SSL Settings tabs 93

NMS Administrative Settings: Setting site HTTP connection settings for Roaming User Profiles 93

NMS Administrative Settings: Setting site SSL connection settings for Roaming User Profiles 96

NMS Administrative Settings: Setting Roaming User settings and Data settings 100

Chapter 8: Managing Dragon Clients 102

Setting general auto-formatting options in the client or the Nuance Management Server 102

Starting the Dragon Client from a Command Line 103

Contents

Closing the Dragon Client from a command line 103

Viewing user activity 104

Chapter 9: Managing messages 106

Security of NuanceLink servers 106

Viewing unread messages and pending approvals 106

Receiving notifications from the NuanceLink 107

Opening/viewing the list of messages 107

Understanding types of messages NMS receives 107

Responding to license expiration messages 108

Purging messages 108

Chapter 10: Managing uploads to Nuance 110

Turning on data collection for your site 110

Privacy of your data and Nuance data collection 111

Chapter 11: Working with Text and Graphics/auto-texts and custom words 112

Overview of managing Text and Graphics/auto-texts and custom words 112

Overview of Text and Graphics/auto-texts 113

Creating shared and personal Text and Graphics/auto-texts and custom words 116

Defining Text and Graphics/auto-texts 117

Creating Text and Graphics/auto-texts 117

Editing Text and Graphics/auto-texts 119

Using Text and Graphics/auto-texts 119

Adding and managing keywords for auto-texts 120

Delete Text and Graphics or auto-texts 123

Cutting, copying, and pasting Text and Graphics/auto-texts or words 123

Searching for auto-texts, sites, groups, or users 124

Viewing Text and Graphics/auto-texts details 126

Importing or exporting Text and Graphics/auto-text 127

Chapter 12: Working with Command Sets 129

Overview of Command Sets 129

Searching for Command Sets, sites, or groups in the Nuance Management Center 130

Viewing Command Set details in the Nuance Management Center 132

Considerations before creating or importing commands or command sets 132

How conflicts between commands are identified and displayed 133

Viewing information about Command and Command Set conflicts 136

Adding Command Sets in the Nuance Management Center 137

Modifying Command Sets in the Nuance Management Center 139

Deleting Command Sets in the Nuance Management Center 139

Chapter 13: Working with custom words 140

Overview of custom words 140

Searching for custom words, sites, groups, or users 141

Re-synchronize words between a User Profile and the Nuance Management Server 143

Contents

Creating custom words 143

Delete or enable custom words 143

Importing or exporting custom words 143

Chapter 14: Working with Lists 145

Overview of Lists 145

Searching for Lists, sites, or groups 145

Viewing list details 147

Chapter 15: Troubleshooting issues 148

View log files for a variety of products and product components 148

Viewing Dragon logs 149

Nuance Management Center logs 150

Viewing Dragon log files 150

Viewing client device usage information 151

Viewing Speech Recognition Metrics for DM360 Network Edition 152

Contacting Technical Support 154

Contents

Dragon Professional Group/Dragon Professional Legal.

2016 Nuance Communications, Inc.

This material may not include some last-minute technical changes and/or revisions to the software. Changes are periodically made to the information provided here. Future versions of this material will incorporate these changes.

No part of this manual or software may be reproduced in any form or by any means, including, without limitation, electronic or mechanical, such as photocopying or recording, or by any information storage and retrieval systems, without the express written consent of Nuance Communications, Inc. Specifications are subject to change without notice.

Nuance, ScanSoft, the Nuance logo, the Dragon logo, Dragon, DragonBar, NaturallySpeaking, NaturallyMobile, RealSpeak, Nothing But Speech (NBS), Natural Language Technology, Select-and-Say, MouseGrid, and Vocabulary Editor are registered trademarks or trademarks of Nuance Communications, Inc. in the United States or other countries. All other names and trademarks referenced herein are trademarks of Nuance Communications or their respective owners. Designations used by third-party manufacturers and sellers to distinguish their products may be claimed as trademarks by those third-parties.

Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated. AMD is a trademark of Advanced Micro Devices, Inc. America Online is a registered trademark of America Online, Inc., a division of AOL Time Warner. Corel and WordPerfect are registered trademarks of Corel Corporation. iPAQ is a registered trademark of the Hewlett-Packard Company. Lotus and Lotus Notes are registered trademarks of Lotus Development Corporation. Macromedia Flash is a trademark of Macromedia, Inc. Microsoft, Outlook, Windows, Windows NT, Visual Basic, and PowerPoint are trademarks or registered trademarks of Microsoft Corporation. Mozilla, Mozilla Firefox, and Mozilla Thunderbird are trademarks or registered trademarks of the Mozilla Foundation. Palm OS is a registered trademark of PalmSource, Inc. or its affiliates. Panasonic is a registered trademark of the Matsushita Electric Industrial Co., Ltd. Pentium is a registered trademark of Intel Corporation. Sony and Memory Stick are registered trademarks of the Sony Corporation. Voice It, the Voice It logo, and Voice It Link are trademarks or registered trademarks of VXI Corporation.

Disclaimer

Nuance makes no warranty, express or implied, with respect to the quality, reliability, currency, accuracy, or freedom from error of this document or the product or products referred to herein and specifically disclaims any implied warranties, including, without limitation, any implied warranty of merchantability, fitness for any particular purpose, or non-infringement.

Nuance disclaims all liability for any direct, indirect, incidental, consequential, special, or exemplary damages resulting from the use of the information in this document. Mention of any product not manufactured by Nuance does not constitute an endorsement by Nuance of that product.

Notice

Nuance Communications, Inc. is strongly committed to creating high quality voice and data management products that, when used in conjunction with your own company’s security policies and practices, deliver an efficient and secure means of managing confidential information.

Nuance believes that data security is best maintained by limiting access to various types of information to authorized users only. Although no software product can completely guarantee against security failure, Dragon software contains configurable password features that, when used properly, provide a high degree of protection.

Contents

We strongly urge current owners of Nuance products that include optional system password features to verify that these features are enabled! You can call our support line if you need assistance in setting up passwords correctly or in verifying your existing security settings.

Published by Nuance Communications, Inc., Burlington, Massachusetts, USA

Visit us on the Web at www.nuance.com.Links to our international web sites are shown there.

10/26/2016

Chapter 1: Introducing the Nuance

Management Server

Dragon Group Overview

Dragon Group with Nuance Management Server in the Cloud introduces a client-server architecture to Dragon Group. You install the Dragon Client on each user's machine, and then administer the Dragon Group from a centralized server that Nuance hosts. The Nuance Management Server in the Cloud allows you to administer all of your Dragon clients at once.

Network setup is straightforward and efficient when you use the NMS Server to apply consistent settings to many workstations running Dragon Client throughout the facility, changing multiple settings on the NMS Server with the click of a mouse on its Nuance Management Center.

You can take cross-network action on Dragon clients from a central NMS Server:

n Create multiple sites where Dragon Clients are installed and assign the same backup

location, roaming user profile storage location, and amount of archive storage/playback space to all users on one site in a single stroke.

n Grant, revoke, and manage all dictating users and administrators (NMS Administrator)

licenses, including viewing the number/type of licenses used/still available.

n Create groups of users and then assign entire groups to one or more sites, all at one time.

n Search through groups of users for those associated with a particular site.

n View/access Dragon logs on every Dragon Client workstation.

n Audit session events across the entire network (who logged on when and other related

events) for a particular slice of time or particular user.

n Display a complete list of all downloaded updates and approve or not approve installation of

them—all from a single window.

n Create user accounts for users, then use simple software tools provided to quickly upgrade

old user profiles, then associate upgraded profiles with new user accounts

n Choose to upload speech data to Nuance's Research department for particular users or all

users in your organization.

These features help you to readily manage a network of Dragon Clients.

Administrating Dragon with the Nuance Management Console

Dragon Group components

Dragon Group is made up of software modules that include clients, servers, databases, user profile directories, and web services that integrate with one another. The modules are in these groups:

n Nuance Management Server components

n Dragon Clients

n roaming user profiles directory (on any server of the network or on its own machine)

Nuance Management Server components

The Nuance Management Server (NMS Server) components are:

n Nuance Management Server (NMS) — Main Web service that drives Dragon Group

and helps it interact with external clients and servers by carrying out several vital tasks involving allowing user access, determining settings on servers and clients, and storing information about user preferences and transcription formatting. The NMS Server also stores user identification and related administrative information centrally, keeping user profiles available at any site the user travels ("roams") to within the organization and its affiliate facilities, whether the machines are located in different offices of the same site or at other sites in distant cities. If you have Dragon Group with NMS in the Cloud, your NMS server is hosted by Nuance.

n Nuance Management Center — An interface to the Nuance Management Server for

managing set up of all Dragon Clients on the network.

n Dragon Client — Receives and interprets user or healthcare user dictation, pro-

ducing text corresponding to each user's speech. The Dragon Client sends the text into a target application and also preserves text and audio in the speech profiles.

Roaming user profile directory

n Roaming user profile Directory — Central storage area for roaming user profiles

for dictating . A single central storage location applies to a particular site in Dragon Group. A roaming user profile contains the accumulated speech information for a particular user from all the Dragon Client workstations where that person has dictated, enveloping the language the user speaks, the accent (if applicable) used, vocabulary or vocabularies, and microphone and/or dictation recording device. These user profiles are called roaming user profiles in other editions of Dragon Group, because their exist- ence at a central location allows speakers to "roam" from location to location and work with the same profile. (These profiles are unrelated to Microsoft Windows user profiles.)

Nuance hosted servers

Nuance hosts servers and services at its headquarters that your Dragon Group network interacts with:

n NuanceLink — Hosted by Nuance on the Internet. Automatically downloads various

updates to the NMS Server over the Internet.

Behind the scenes web services on the NMS Server help it interact with all of these clients and servers as well as carry out its own processes to manage the entire Dragon Group network.

Chapter 1: Introducing the Nuance Management Server

Who works on the network

Two types of people work on the network:

n System Administrators — Manage the entire system through the Nuance

Management Center.

n Users or end users — Dictate using the Dragon Client.

Stand Alone Mode

You can also run Dragon Group in stand alone mode.

Stand alone mode functions like previous versions of Dragon Group, where Dragon is not connected to the Nuance Management Server, and you install and administer Dragon on the same machine.

If you run Dragon in stand alone mode rather than connected to the NMS, you will see the following differences:

• Sharing of words, commands, and command sets is not available through the NMS. The Administrator can use a command-line tool to share these objects between multiple Dragon Group installations. For more information, see Appendix: Managing Custom Words and

Commands in Stand Alone Mode on page 1.

• The Administrative Settings - Roaming tab is available.

• The Administrative Settings - Miscellaneous tab is available.

• The Connection Center is not available.

• The Enable NMS option on the NMS Settings tab is disabled.

Enabling Administration with the Nuance Management Server

When you install the Dragon Client, it is in stand alone mode. To switch to using the NMS as your administrative server, take the following steps on the Dragon Client:

Administrating Dragon with the Nuance Management Console

1. Navigate to Tools > Administrative Settings:

2. Click the NMS Settings tab.

3. In the NMS Options section, click the Enable NMS checkbox.

4. In the Server field, enter the address of the NMS server.

5. In the Login Options section, select one of the radio buttons. Your administrator will tell you which selection is appropriate for your site.

6. Click OK to save your changes.

User Groups Worksheet

Before you begin to enter specifics into the Nuance Management Center, you need to gather required information delineated below. Having these lists available in advance saves time and provides a framework you can use to develop the configuration that works best for your facility.

Chapter 1: Introducing the Nuance Management Server

n Names of all people who will administer the system.

n Names of all users that will dictate using the Dragon Group client.

n Groupings of users based on the client settings and options they will use.

n Names of all locations within your organization where the system is deployed; a site in

Dragon Group is one or more locations all storing roaming user profiles in the same directory folder.

n Names/IP addresses of all the computers that will run the Dragon Group client.

n Names of computers and full UNC paths to all locations where you expect to store the

roaming user profiles for users.

n Names of computers and full paths to backup locations.

Recommendations

Nuance recommends that you plan the naming of the components of your organization and the structure of your groups before you begin to configure Dragon Group .

n Site names should reflect the set of roaming or non-roaming user profiles for users

associated with the site. For example, if you divide your user profiles by location, you could use that location in the name of the site, as it is more helpful than using Site 1, Site 2, and so on.

n Group names should reflect the user accounts that are members of each group.

However, if you have more than one group of a specific type, you should distinguish the groups by adding the group location to the group name; for example, Writers- Longwood, Writers-Northwest.

For your convenience we have included a User Groups Worksheet at the end of this section to help you analyze the needs of the groups in your organization. See User Groups

Worksheet on page 4

Configuring your organization

As part of the initial configuration, Nuance provides the following default components:

n Organization

n Site

n NMC Administration Group

n NMC Administrator User Account

You will rename these components to meet the needs of your organization.

Prerequisites:

n Encrypted license key: Nuance adds this key to the Nuance Management

Server.

n Default login credentials: Use the following information to log in to the Nuance

Management Center:

User Login: The unique user ID for your organization. Nuance sends the ID to your contact person.

Password: The unique password for your organization. Nuance sends the password to your contact person.

Administrating Dragon with the Nuance Management Console

To configure your organization

1. Log in to the Nuance Management Center using the credentials sent to you by Nuance.

See Accessing NMS Server: Logging in through the Nuance Management Center on page 9.

2. Rename the default site.

See Viewing, modifying, and deleting sites on page 25.

3. Rename the default administrator group.

See Viewing, modifying, and deleting groups on page 40

Steps to configuring other objects in your organization

When you have finished the steps above, you are ready to create and configure user accounts, groups, and, if necessary, sites required by your facility. The list below summarizes the configuration process and the references give you access to more detailed information on each step.

1. Create and configure sites (see Configuring a site in your facility on page 22).

2. Create groups for individuals who will either administer the NMS Server or use Dragon Group for dictation (see Understanding groups on page 29).

3. Create user accounts that assign each user or server administrator in the Dragon Group system a user name and password (see Creating user accounts on page 44).

4. Install Dragon Group clients on local and remote workstations of your organization. For details, refer to the Configuration and Client Installation Guide.

Notes:

n In most organizations, user accounts should only be added to more than one group if

the same user will both dictate with Dragon Group and administer the NMS Server.

n If a user account belongs to two groups, the settings for the group listed first under

Group Memberships supersede the settings for the other groups the user or administrator belongs to. Likewise, if a group belongs to more than one site, the settings for the site listed first for that group supersede the settings for other sites. For more information on relationships between settings for sites, groups, and user accounts, see Understanding groups on page 29.

Chapter 1: Introducing the Nuance Management Server

Group using same setting

Type of setting or option

Vocabulary Default vocabulary

Action controlled by setting or option

or option:

Group 1 Group 2 Group 3

Administrative settings

Types of commands Mouse motion and speed

Enable HTML support

Enable commands in HTML (web

Enable automatically select first

Dictate "Click" to select hyperlinks

Recognition mode switching

Web search

Desktop search

Email/calendar

Cut shortcuts

Create BM-IV profiles by default

page) windows

field

Delete shortcuts

Copy shortcuts

Left variable delimiter

Right variable delimiter

Enable Natural language com-

mands – Word

Enable Natural language com-

mands – Excel

Enable Natural language com-

mands – PowerPoint

Enable Natural language com-

mands – Word Perfect

Enable Facebook post commands

Enable Twitter post commands

Auto-Formatting Abbreviate common English units

Administrating Dragon with the Nuance Management Console

Group using same setting

Type of setting or option

Abbreviate titles

Allow pauses in formatted phrases

Action controlled by setting or option

of measure

or option:

Group 1 Group 2 Group 3

Automatically add commas and peri-

ods

Caps Lock key overrides cap-

italization commands

Expand common English con-

tractions

Format ISO currency codes

Format other numbers

Format phone numbers

Format prices

Format street addresses

Format times

Format web and e-mail addresses

Insert two spaces after period

"million" instead of ".000.000"

Format US Social Security Num-

bers

Format UK and Canadian post-

codes

Date format

Numbers, if greater than or equal to

Prerequisites for the Nuance Management Center

The Nuance Management Center (NMC) is a web-browser based application that is part of the overall Nuance Management Server (NMS) system. The NMC supports many functions for Nuance applications.

On the computer that will access the Nuance Management Center, make sure the following items are installed:

Chapter 1: Introducing the Nuance Management Server

n Microsoft .NET framework. See System Requirements for Dragon Clients on page 1

for supported versions.

n Full trust privileges.

n Intranet or Trusted Web Site.

n Internet Explorer See System Requirements for Dragon Clients on page 1 for

supported versions.

Adding the Nuance Management Center URL as a trusted site

1. In Internet explorer, Select Tools -> Internet options -> Security Tab -> Click on Trusted sites icon -> Sites.

2. Enter the Nuance Management Center URL.

3. Click Add.

4. Uncheck the checkbox Require Server verification (https:) for all sites in this zone.

5. If you see the following security warning, click Run.

6. When the file downloads are complete, you will see the login screen. Enter your User

Accessing NMS Server: Logging in through the Nuance Management Center

1. Open a browser window in Internet Explorer. See System Requirements for on page 1 for the supported version.

2. In the URL field of the browser, enter the URL of the Nuance Management Center. You should have received this URL in your welcome letter from Nuance.

3. When the Nuance Management Center log on box appears, enter the user name and password you received from Nuance.

Administrating Dragon with the Nuance Management Console

4. Click Log in. (You should change the password before you exit the Nuance Management Center.

5. The Home page appears.

This page displays links to the various features of the server:

6. From here, you can view:

l User Accounts—Each person who needs to use the NMS Server

(NMC Administrators) or to use a Dragon Group Client (users that dictate) requires a user account with a user name and password to gain access. People who are NMC Administrator users interface with the Nuance Management Center only to man- age the system and people that are users access only Dragon Group Clients to dictate. As an NMC Administrator, you can add a user account, search for a particular user account, and/or change a user's user account information and/or settings, and delete a user account.

l Groups—You can assign users to logical groups that identify either the specialty, locale,

or another unifying characteristic of the group members, but you usually group members together who are using the same Dragon Group settings and options, including formatting options for the results of dictation. Users in a group should also store their user profiles in the same location. Once users are in groups, you can change the user settings for all members of the group at once. Once you assign the same settings to all group members, you can later modify those settings for a single user in the group. You also use groups to assign levels of Nuance Management Center administrator access.

l Licensing—You can view the number of NMC Administrator and Dragon Pro-

fessional licenses that your organization has purchased from Nuance, how many are assigned, and how many are still available. In addition, you can grant and revoke those licenses.

l Utilities—Administrators can view and send messages to users, as required. Messages

provide notifications about when words or command sets are updated in the NMC.

8. Before you proceed, if you are not planning to configure the NMS Server in Active Dir- ectory, you should change the password of the initial login account Nuance provides. To change the password, refer to Change the NMC Administrator password on page 10 and then return here.

9. To access and add to your organization information, proceed to Accessing and adding to your organization data on page 11.

Note:

A user who is affiliated with multiple organizations will find that each organization has a distinct organization ID. In addition, each organization can assign that user a different user name and password.

Change the NMC Administrator password

Any time after you first log on to the Nuance Management Center, you can configure global settings for the entire Dragon Group network. Those global settings include:

Chapter 1: Introducing the Nuance Management Server

n Initial log/password

n Number of SQL trace lines to display (limit the number to avoid them scrolling off the

screen)

n FTP path on the data collection server

To change these settings, you take these steps:

Caution:

If you are planning work in the Active Directory Services interface, do not change the password of the account Nuance supplies for initial login until after you have configured Active Directory. For more information, see Setting up NMS Server to run in Active Directory Services on

page 1.

In the upper left of the screen, click on the circle icon with the NMC logo .

l Change password, with a person symbol l Upload NMC Log File, with a wrench symbol above it l Log out, with a back arrow above it

2. Select Change password and the Change Password dialog box opens. After you have logged in for the first time, this dialog box is where you change the password of the NMC Administrator account that Nuance provides for initial login. In the User name text box, you can change the name of the user ID that Nuance sent you. Enter your old password, then the new password. Then confirm the new password in theConfirm password text box and click OK).

Accessing and adding to your organization data

Once you have accessed the Nuance Management Center, you are in the Home tab. From here you can view your organization information and enter details about your organization by taking several steps.

Notes:

n Enhancements help you find and manage items and data in an organization. For

details, see Finding and managing organization data.

n Many organization level options are now located on the Organizations Details

screen on the Products tab. For details, see Configure product settings for an

organization.

n Typical enterprises have only one Nuance organization GUID, a single string of

numbers and letters that Nuance assigns to you as a customer. That identifier is for your entire organization.

Administrating Dragon with the Nuance Management Console

1. Under Sites, click Organization Overview. The Nuance Management Center displays the Manage Organization screen which contains:

l In the Organization text box the Default organization name. l A list of the organization's Sites. Initially, you see the Default site. You later change

this site's name to match one of your sites and create additional sites as well. l To view a group, expand a site. l To view the users that belong to a group, select the group. Users are displayed on the

right side of the screen.

More About Nuance Supplied Groups and Licenses

l The NMC Administration group includes two initial user accounts, one the account

you used to log in for the first time. l NMC Administrator licenses, the type of licenses required to set up the network in

the NMS Server through the Nuance Management Center. l To view or modify the organization's information, click the Details icon in the Sites >

Organizations ribbon.

n Organization Details—General tab

The following fields are configured by Nuance Order Management. You can configure the fields. However, that action should not be necessary.

n Organization name: This is the customer ID that Nuance created when it created

your organization. You cannot edit this field.

n Contact name: Enter the name of the person Nuance should contact to interface with

your organization.

n Email: Enter the email address of the person in your organization that Nuance should

send email to.

n Organization ID: You see the organization identifier that Nuance assigned to you.

You can always find this identifier here.

n Date Created: The date the organization was created.

n Disable authentication for all users: Use this option to disable an Organization

without deleting it. Users in that organization cannot login to the Dragon Client if the

option is enabled.

Organization Details—Address tab

n Street 1, 2, and 3: Enter the address of your organization's headquarters. Individual

sites of the organization show the address of its other particular facilities.

n City, State, Zip, Country: Fill in the City, the State (to the right of the City field), the

Zip code (below the City field), and the Country of your organization's headquarters.

Individual sites of the organization show the address of its other facilities.

Organization Details—Products tab

n Use the settings on this page to set organization level options for your products.

For Dragon Group, the Organization Details > Products tab contains a section

called Dragon NaturallySpeaking. This section contains the following setting:

Chapter 1: Introducing the Nuance Management Server

Upload user data to Nuance for research purposes: Click/select this check

box to upload data from your dictation and user profiles to Nuance so that the company can improve future versions of the product and further enhance speech recognition technology. The data transferred is encrypted.

Statistics Interval (min): Use this option to control the frequency that the Dragon client pushes usage statistics to the NMS server. By default, the frequency is set to 10 minutes.

Max Text Graphics Size (kb): Use this option to set the maximum size for a Text and Graphics/auto-text command to synchronize with the NMS server. The default size is 4 MB. If the command exceeds the maximum size, the NMS server does not synchronize the command. Instead, the NMS server marks the command as 'deleted'.

For more information, see Configure product settings for an organization.

Organization Details—Organization Tokens tab

n Use the settings on this page to create a token for an organization. For more details,

see Creating Organization Tokens.

Organization Details—Domains tab

n Use the settings on this page to add an Active Directory connection string. For more

details, see Set the Active Directory Connection String.

For information on setting up Active Directory single sign-on, see the Configuration and Client Installation Guide.

You can help Nuance improve the future quality of speech recognition by sending speech data from your network to Nuance on a regular basis. No personal information is ever sent to Nuance and participation in data collection is completely voluntary. The data transferred is encrypted.

Turning on data collection for your site

To turn on data collection for your entire site:

1. On the menu bar, click Organizations > Search.

2. Enter search criteria and click Search.

3. To see your organization's information and add details to it, click the Organization > Details icon in the ribbon.

4. Select the Products tab.

5. Expand the Dragon NaturallySpeaking section.

6. Select the Upload user data to Nuance for research purposes option.

7. Click Save to save the change.

Administrating Dragon with the Nuance Management Console

Privacy of your data and Nuance data collection

When you implement Data Collection it is for sending recognition data to Nuance to improve the accuracy of this and future products. Nuance works with collected data because our software can learn from experience about the language you, and your fellow professionals, use. We track the vocabulary, syntax, and pronunciation used by professionals in practice, and our experience makes our products more accurate and easier to use for you and others.

Nuance will never pass your recognition data on to anyone else or use it for any other purpose other than as set out in this notice.

Nuance will only collect recognition data (on behalf of your organization), and will collate and combine it with recognition data collected from other health professionals using Data Collection. We will not store the recognition data under your name, the company name, or an individual’s name, although the database will contain a search function enabling such terms to be searchable within the database.

Nuance will use the recognition data in accordance with your organization’s instructions. We use it to conduct research in order to enhance and improve the accuracy of this and future products.

The only people with access to this data will be our employees, permitted agents, subcontractors, etc. on a need to know basis, all of whom are bound by obligations of confidentiality to keep the data strictly confidential.

Nuance will transfer the personal data to its Data Collection sites that may be located outside of the EEA. However, Nuance shall ensure that any such transfer is compliant with the EU Data Protection Directive.

Our corporate policies and practices, and our contractual commitments to your organization, require us to take appropriate technical and organizational measures against unauthorized or unlawful processing of any personal data that you have provided to us and against accidental loss or destruction of, or damage to, that personal data.

Setting up Active Directory single sign-on

Optionally, you can implement single sign-on authentication with your NMS installation. For more information on configuring single sign-on, see the Configuration and Client Installation Guide.

Chapter 2: Overview of NMS in the

cloud

This chapter discusses NMS in the cloud.

Overview of NMS

The Nuance Management Server (NMS) stores data objects on the cloud server in the Nuance data center. These objects include the following profile customizations:

n User account

n Text and Graphics/auto-texts

n Custom words

n Custom Command Sets

Storing objects in NMS in the cloud allows organizations that have more than one Nuance product to share data across multiple Nuance applications. For example, if an administrator at an organization creates an auto-text in the Nuance Management Center, that organization's users can see and use that object with Dragon Group and any application that uses Speech Anywhere Services.

What will be different when you migrate to NMS?

This section describes what you can expect when upgrading to the NMS configuration.

n NMS is hosted in the Nuance Data Center.

n The cloud NMS stores all the Dragon user settings.

n Management - Your administrators access the cloud Nuance Management Center to

configure and manage users. This provides the administrators with one place where they can view and manage all product licenses for NMS supported products.

n Shared content (profile sharing) with other Nuance products. Text and Graphics/auto-texts

and custom words can be shared between Dragon Group and SpeechAnywhere Services powered third party applications.

n Single and centralized cloud management of products.

Administrating Dragon with the Nuance Management Console

n Management of cloud Text and Graphics/auto-texts using the cloud Nuance

Management Center.

n User profiles are enhanced with customizations; auto-texts and custom words that are

defined at the Site or Group level.

n Importing, exporting, and deletion of user profiles is not available in the cloud NMS.

These features are in the Dragon client for Dragon Group .

n An administrator can back up and restore a user account from the User Accounts

screen.

n Speech node collections are defined at the organization level.

n NMS download packages are distributed to individual organizations instead of to

everyone on the system.

n You can add comments to organization tokens

n The Organization Tokens tab and Credentials tab are visible to all administrators.

Managing user logins

User logins must be unique. If a user’s login is being used by a user in another organization in the cloud NMS, this is a user login conflict that needs to be resolved before the user can be migrated to the cloud NMS. For example, if you are upgrading "Bob" to NMS in the cloud, and user login "Bob" already exists in the cloud NMS, this is a naming conflict. For more details, see Move data from an existing user to the cloud NMS server.

Organizations using Active Directory

organizationFor information on configuring Active Directory single sign-on authentication, see the Configuration and Client Installation Guide.

Organizations using NMS native credentials

If you are using NMS native logins to authenticate users, when you move to the cloud, the NMS native logins may conflict with existing user accounts. For example, if your organization has a user login called “bob” and a user login called “bob” is already in use in the cloud system, you must change the user login before you can move that user account to NMS in the cloud. The Local Authenticator is not required.

The Cloud Migration tool considers a user account on an on-premise NMS and a user account on the cloud NMS to be the same if their user logins are the same and both accounts belong to the same organization.

Authentication

After you upgrade a user account or a Dragon client to Nuance Management Server (NMS) in the cloud, users must log into the system using the Dragon client in connected mode. This action authenticates the user with the NMS and allows them to later use Dragon in disconnected mode.

The user cannot use Dragon in disconnected mode until they first login to Dragon in connected mode.

Chapter 2: Overview of NMS in the cloud

Profile importing, exporting, and deleting

Since the NMS in the cloud does not have access to the profile store, this functionality is no longer available in the Nuance Management Center. Instead, it is available and performed through the Dragon Client.

If an administrative task requires the importing, exporting, or deletion of user profile(s), someone must perform these actions on the Dragon workstations. For details, see the Dragon Help.

Overview of Installing and Configuring NMS in the Cloud

This section provides an overview of how to install and configure Dragon Group with the Nuance Management Server (NMS) in the cloud. For a detailed list of steps and prerequisites, see Dragon in the Cloud Installation Checklist in the Configuration and Client Installation Guide.

Overview of Installing and Configuring NMS in the Cloud

You will complete the following steps to install and configure Dragon Group with the Nuance Management Server (NMS) in the cloud:

1. Before You Begin

2. Set Up Your roaming user profile Host Machine

3. Install and Configure Dragon clients

Before You Begin

Before you begin, Nuance will send you a welcome email containing the information that you need to install and configure NMS in the cloud, including:

n The URL for NMS in the cloud.

n Your Organization ID.

n Your administrator user name and password.

n An alphanumeric token that you will need to install the Local Authenticator.

Keep this information on hand; you will need it as you install and configure Dragon Group with NMS in the cloud.

Set Up Your roaming user profile Host Machine

Set up the machine that will host your roaming user profiles. For more information, see Setting up the roaming user profiles machine and Preparing to Install Dragon Group in the

Configuration and Client Installation Guide.

Install and Configure Dragon Group Clients

To install the latest Dragon clients and configure them to use either NMS in the cloud or the Local Authenticator, see 'Initial Installation of the Dragon Client' in the Configuration and Client Installation Guide.

Administrating Dragon with the Nuance Management Console

Logging existing and new users into NMS in the cloud

When a user logs into the Dragon client, Dragon queries NMS to get the user login information for the user. Dragon uses the login to find the user profile folder for the user.

In all versions of NMS, user logins must be unique.

NMS introduces changes that make it easier to move users to NMS in the cloud. When you move a user to NMS in the cloud, and the user login already exists in the cloud, that user login will have to be changed as a part of the migration process. To avoid having to rename the user profile folder, NMS provides Dragon with the user profile folder name (instead of the user login). Dragon uses this information to find the profile folder for the user and log them into the system.

For a new user, the NMS generates a folder name using the format login_GUID and returns this to Dragon. Dragon uses this value to create the profile folder for the new user. NMS only appends the GUID to the profile folder name, not to the user profile.

For example, for a new user profile "bob", the NMS generates the folder name: “bob_ 35B5CB9B-922B-47FB-AA20-AE2E515D9802”.

"bob' is the name of the profile and is stored in the folder “bob_ 35B5CB9B-922B-47FBAA20-AE2E515D9802”.

When the user logs into Dragon, NMS authenticates the user’s credentials and returns a unique name for Dragon to use to create the user’s profile location.

The user cannot use Dragon in disconnected mode until they first login to Dragon in connected mode.

Chapter 3: Configuring sites

You can create and configure sites for your organization. Each site represents a location on a server where you store user profiles. Typically, each site corresponds to a physical location in your organization, such as a hospital, clinic, or data center. Often you need only one site for your entire organization. Sites help you define the structure of your Dragon Group Network. The options that you choose for a site affect all of the user profiles stored in that location.

Searching for an organization

The Search Organizations screen allows you to search for an organization by name, Organization ID, and/or license type.

To view and use the Search Organizations screen, you must have the rights to view more than one organization in the Nuance Management Center.

1. In the Nuance Management Center, click Organizations.

2. In the Organizations area, click Search.

3. On the Search Organizations screen, one or more of the following fields: l Name: The name of the organization. l Organization Id: An identifier that Nuance assigns to you as a customer. l Status: One of All, Enabled, or Disabled. l License type: A license type that the organization uses.

4. Click Search. The Search Organizations screen displays the search results with the following

information: l Name: The name of the organization. l Organization Id: An identifier that Nuance assigns to you as a customer. l Status: One of All, Enabled, or Disabled. l Users: The number of users in the organization.

5. To view and modify sites, groups, and settings for an organization, select the organization and click Manage (the bottom right of the screen). Clicking Manage makes the selected organ- ization the 'current' organization in the Nuance Management Center. All organization fields in the Nuance Management Center will use the selected organization as the default value.

Administrating Dragon with the Nuance Management Console

6. To view details about an organization, select the organization and click Details. This action displays the Organization Details screen.

Finding and managing organization data

NMS introduces changes to the Manage Organization screen to help you manage an organization's data.

When you first open the Manage Organization screen, the Organization field displays the name of the currently managed organization. You can change the value in this field. Changing the value will change the data that the Manage Organization screen displays.

The left side of the Manage Organization screen displays a tree-like representation of the current organization:

n The first element in the tree is the current organization.

n The second element in the tree is the sites element. To view the sites in the current

organization, expand the sites level.

n The third element in the tree is the groups element. To view the groups in the current

organization, expand the groups level.

To view information about users that are part of a site in the organization, or part of a group in the organization, in the tree, select the site or group. The Nuance Management Center displays the following information about the users at that level:

n First Name: The first name of the user.

n Last Name: The last name of the user.

n Login Id: The login name of the user.

n Licenses: The licenses that the user has.

Searching for sites, groups, and users in an organization

The tree structure on the left side of the Manage Organization screen contains an element called 'Click here to search'. This item is at the same level as the organization element in the tree. Use the 'Click here to search' item to search for sites, groups, and users in an organization.

1. Click the 'Click here to search' item. A search field appears to the right of this item.

2. In the search field, enter search criteria. Search for sites and groups by their name. Search for users by their login name. Search criteria must be at least 3 characters in length.

i. To search for a site, enter the name of the site.

ii. To search for a group, enter the name of the group.

iii. To search for a user, enter the login name of the user.

3. After you enter the search criteria, click Search.

4. The Manage Organization screen displays the search results under the 'Click here to search' item as follows, where x is the number of matched items for that object:

l Sites (x) l Groups (x)

Chapter 3: Configuring sites

l Users (x)

5. To view sites, groups, or users that matched the search criteria, under the 'Click here to search' item, expand the Sites, Groups, or Users level.

Note: You can only view the top level search result objects. For example, if a site is found and displayed in the search results, you cannot click on the site to view it's groups.

Using right-click actions to find and manage organization data

In the Manage Organization screen, you can use right-click actions to find and manage objects in the organization tree.

Organization level

n To view details about an organization, right-click the organization and select Details.

n To set an organization as the default organization, right-click the organization and

select Set as default.

n To add a site to an organization, right-click the organization and select Add Site.

n To add a group to an organization, right-click the organization and select Add Group.

Site level

n To view details about a site, right-click the site and select Details.

n To add a site to an organization, right-click a site and select Add.

n To delete a site, right-click the site and select Delete.

n To add a group to an organization, right-click a site and select Add Group.

Group level

n To view details about a group, right-click the group and select Details.

n To copy a group, right-click a group and select Copy.

n To add a group to an organization, right-click a group and select Add

n To delete a group, right-click a group and select Delete.

n To add a user account to a group, right-click the group and select Add User

Account.

User level

n To view details about a user, right-click the user and select Details.

n To add a user, right-click and select Add.

n To delete a user, right-click the user and select Delete.

n To create back up copies of one or more user profiles, right-click a user and select

Backup user profiles.

n To restore one or more use profiles, right-click a user and select Restore user

profiles.

n To request Dragon logs for a user, right-click the user and select Request Dragon

logs.

n To view client logs for a user, right-click the user and select Client Logs.

Administrating Dragon with the Nuance Management Console

Configure product settings for an organization

An administrator sets many product settings at the organization level. On the Organizations Details screen, the Products tab contains expandable areas that contain settings for

different products that use the Nuance Management Server and the Nuance Management Center.

The settings for a product are only visible if the administrator has the “Manage” right for the particular product.

1. In the Sites area, click Organization Overview.

2. In the Sites area, click Details.

3. On the Organizations Details screen, click Products.

4. Set one or more of the following settings.

General

Institution code: The code for the transcription system used by the organization.

Nuance organization GUID: A single string of numbers and letters that Nuance assigns to

you as a customer. The identifier is for your entire

organization.

Nuance Management Server

You must have the 'Manage NMS' right to view and modify these settings.

NMC Inactivity timeout in __ minutes: The number of minutes the NMS waits before logging out an inactive administrator.

Configuring a site in your facility

A site represents a location on a server where you store user profiles. It typically corresponds to a physical location in your organization, such as an office or data center. An organization can contain multiple sites. The options that you choose for a site affect all user profiles stored in that location. .

To add a site to an organization

1. In the Sites area, click Add. The Nuance Management Center displays the Site screen.

2. Use the General tab to configure or view the following:

l Organization: View the name of the account associated with the site. l NPI: The National Provider Identifier - a unique number that identifies your

organization.

l ID: Enter the unique identification number that you want to associate with the

site. This field is required. When you create a site (Click Add in the Sites area), the Nuance Management Center automatically creates a unique site ID and places it in the ID field. The ID is equal to the highest site ID that exists in the organization plus one. You can edit the automatically generated site ID.

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