InSync4 Troubleshooting Tips For Unsupported Voice Recorders

This article will discuss various configuration tips for using InSync with a recorder that is not fully supported.

A list of supported recorders can be found here: Please click the link "Complete List of Supported Recorders..."

Nuance recommends that only supported recorders are used with the software. When this is not an available option, non-supported recorders may potentially be used. Using an unsupported recorder will result in some loss of information delivered to the transcription company. These possible complications will be detailed in each section.

The basic set-up for InSync requires an audio device such as a dictaphone or voice recorder that can connect to the computer and saves files in a supported file format. Current supported file formats are: dss, wav, wma, mp3, MSV or sri

In order to setup InSync to upload these files, you will need to know where the voice recorder's audio files are saved either on the recorder itself or on the computer if bundled software allows for transfer.

Standard Audio This option is ideal for its simplicity of setup. This is a good setup if all standard priority audio will be in a single folder on the computer or handheld device and all Stat audio will also be within a different single folder. If audio files will be stored in multiple file paths, then this is not an ideal option (see the "Advanced Audio" option further below).

Dictation information that is normally transferred to the transcription company but will not be with this method are: work type / document type, dictation date & time and dictation length.

1. Enter in the InSync configuration by clicking the InSync icon and selecting "Change Client Connection Information".

Insync menu.jpg

2. Click on the External Audio Sources tab and place a check box in the option "Standard Audio".

InSync external audio.jpg

3. Type in the file path to where audio files will be stored on the computer or removable device in the Path to Audio files field or use the "..." button shown below to open the "Select Directory" dialog window. Navigate to where the audio files will be located on the computer or the handheld device. The "Select Directory" window is the bottom picture below.

Notes: If navigating to the handheld using the "..." button, make sure the device is plugged into the system. To change to the drive of a removable device, use the "Drives" drop down menu window (shown in bottom picture).

InSync std options.jpg

InSync select dir.jpg

4. Repeat Step 3 for the field, "Path to Stat Audio Files". It is required to have a folder selected for both standard and Stat audio files. Some suggestions are to utilize one folder on the handheld for standard and one for Stat or to designate some empty folder on the computer for Stat if no high priority files will be dictated.

5. Optional: If there is only one dictator that will ever upload from this computer, you can skip the username prompt at the beginning by going to the Advanced Options tab and entering the InQuiry username of the clinician in the "Username for Renamed Files" field shown below. Note: This is the same username that the clinician uses to log into the system with.

InSync username.jpg

6. Using the Options tab, select a number for "Auto-Send Dictations every _ minutes" shown below.

Note: The amount of time entered into this field will dictate the maximum amount of time the handheld needs to be plugged in before InSync will start to upload files. If you would prefer to kick off this process manually, set this option to "0" and instruct the user to click the InSync icon in the notification area and select "Send Waiting Files."

InSync autosend.jpg


Advanced Audio This option can be configured in a simplistic way but has options that can make it more complicated. This is a good setup if the audio files might be saved in multiple folders or if specific file or folder names can be used.

Dictation information transferred to the transcription company can be customized using the options in this method. Depending on the configuration there is a possibility that the following information may be lost: clinician, work type / document type, dictation date & time and dictation length.

1. Enter in the InSync configuration by clicking the InSync icon and selecting "Change Client Connection Information".

2. Click on the External Audio Sources tab and place a check box in the option "Advanced Audio".

3A. If audio files will be located on one or more removable devices such as a handheld recorder or dictaphone then you can use the option found under the Paths tab called "Use Paths on Removable Devices." Check the box on the right called "Include Subfolders" as well.

Note: Only use this option if the audio files that will be stored on the device will be dictations and dictations will always be located on the removable device(s). If these requirements cannot be met, then follow step 3B.

3B. Use the button for "Use Custom Paths" shown below. Use the "..." button to open the "Select Directory" dialog window. Navigate to where the audio files will be located on the computer or the handheld device. Once the path is selected, determine if the files in this folder will always be Stat. If so, click the checkbox for "Stat Path"; if not, leave this box unchecked. Click the Add button.

Notes: If navigating to the handheld using the "..." button, make sure the device is plugged into the system. To change to the drive of a removable device, use the "Drives" drop down menu window (shown in bottom picture).

InSync adv paths.jpg

4. If using custom paths repeat step 3B for each location where audio files will be stored on the computer. If there will be a parent directory with multiple subfolders that can each have audio files, you can add the parent directory and check the option "Include Subfolders" instead of adding each individual directory.

5. If the names of the audio files or the file path where they are located can be named in a customized way. Click on the Options tab shown below. Determine what characters or symbols will be used to separate the different information within the names. Type the character or symbol into the field "Field Name Delimiters" and press the "+" button. Do this for each delimiter that will be used.

For example:

For an audio file named 123_456.dss: Using the delimiters of "_" and "." results in the three fields with information -- 1 = 123 2 = 456 3 = dss

If the folders will be used in the naming conventions then check the box for "Use Full Path in Mapping." Make sure to add the delimiter "\".

For example:

For the audio file that is located in the filepath: E:\FolderA\123_456.dss: Using the delimiters "_" , "." and "\" results in the 5 fields -- 1 = E: 2 = FolderA 3 = 132 4 = 456 5 = dss

InSync adv options.jpg

6. After adding the necessary delimiters under the Options tab, determine which fields will be used for which dictation information. Refer to the examples in Step 5 for how the file name or path refers to the field's position. Go to the Mappings Tab shown below. Select the Information Field from the drop down menu and use the up and down arrows on the Position to determine where it will be located. Note: you do not need to assign a Field to all Positions.

InSync adv mappings.jpg

Note: Author ID is set in InCommand > Client Maintenance > User Maintenance > Edit User > Telephone Dictation Options > Dial-In Dictation ID Worktype ID is set in InCommand > Client Maintenance > Document Maintenance > Edit Document > Import/Export Information > InTouch Document ID Location ID is set in InCommand > Client Maintenance > Location Maintenance > Edit Location > Import/Export Information > InTouch Location ID Client is the same as Client Code Date Dictated is in one of these formats: YYYYMMDD, YYYYMMDDhhmm, YYYYMMDDhhmmss, YYYY-MM-DD, or MM-DD-YYYY where Y = Year, M = Month, D = Day. h = hour (24 hour clock), m = minutes, and s = seconds

7. Using the main Options tab, select a number for "Auto-Send Dictations every _ minutes".

Note: The amount of time entered into this field will dictate the maximum amount of time the handheld needs to be plugged in before InSync will start to upload files. If you would prefer to kick off this process manually, set this option to "0" and instruct the user to click the InSync icon in the notification area and select "Send Waiting Files."

Trial and Error with Similar Olympus Models

Some Olympus recorders might be similar enough to a previous supported model that the new recorder can be fully or partially supported before Nuance has had an opportunity to test for full compatibility.

For further information to the instructions below, reference the instructions for any of the Olympus models linked from this website: http://www.emdat.com/software/insync.asp

1. Install the Olympus software as instructed in the recorder's manual.

2. Make sure that Device Detector is not running. If it is, it can be found in the notification area next to the clock. Right click on it's icon and choose exit.

3. In your Start Menu > All Programs > Startup; delete Device Detector so that it does not run at computer startup.

4. Enter in the InSync configuration by clicking the InSync icon and selecting "Change Client Connection Information".

5. Under the Recorders tab select the first Olympus Model and select OK on the information box that appears.

6. Click OK to confirm configuration. I

7. If you receive an error message which starts: InSync was unable to open the library files needed to communicate with the Olympus recorder...." then return to Step 5 and change the selection to the next option for Olympus recorders down.

8. Continue Steps 5-7 until the error message does not appear. If you exhaust the possible choices for Olympus voice recorders without success, then the recorder is not supported at all and another method to retrieve the audio should be explored.

9. If you are able to find a model of Olympus that does not cause an error, attempt to configure the recorder. Click on the InSync icon in the notification area and select "Configure Olympus DS Model #".

10. If configuration comes back as successfully completed, then try a test dictation to verify that username, work type, and date dictated and correctly shown in the dictation log (found by clicking on the InSync icon and selecting "Dictation Log").

11. If some of the information was not successfully delivered or the configuration was not successful, then continue to try additional models. If no models can be found that are fully supported, attempt test dictations with the selections found in Step 9 to determine if less than full functionality can be used.

The options found in this article are several of the easiest and most tested methods for configuring InSync to operate with an unsupported recording device. Many devices come with software that can automate some of the processes above (such as renaming files or transferring off of the recorder). Consult your manufacturer's instructions when attempting to configure the software to interface with InSync. Typically, the section above for Advanced Audio will be the most beneficial for this situation.

Please remember that Nuance InSync works best when using a fully supported dictation device. Use of a device that is not fully supported requires much more initial setup, typically requires more user input during uploads, and can result in loss of identifying information when delivered to the transcriptionist.