Digital Dictation (Olympus DSS Software Troubleshooting)

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Digital Dictation (Olympus DSS 10/04/2010

Software Troubleshooting)

Version Control:
Version: Reason for Change Author/Editor: Date:

1.0 Initial Draft 10/04/2010

1.1 Final Draft

Purpose
The purpose of this document is to aid the System Administrators and other technical staff at …….
troubleshoot Olympus DSS digital dictation software.

Overview
Olympus are the market leaders in digital dictation their DSS Player Pro software is tailored to meet
all your professional dictation requirements and is part of the complete Olympus dictation solution
comprising of a voice recorder, transcription kit and dictation management software.

Record your dictations then using the DSS Player Pro dictation module software, simply connect or
dock your recorder to your PC (via a USB port or cradle) and the software will download the voice file
to the network location specified by the software ready for transcription.

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Known Errors

Known Error: Cause Solution:

Files are not An older version of

Update the Olympus DSS Software to Version
downloading Olympus DSS Software is
4.10.3
being used

The recorder is not being Unplug the USB cable from the computer and try a
detected by the different USB port
computer.
Loose connection: Ensure the USB cable is securely
connected to both the cradle and the PC

Check to see if there is a problem with the cradle

Drive letter conflict Reassign the recorder a different drive letter that is
not being used.

There is a conflict Unload Adobe Photo Downloader from the System

between Adobe Photo Tray
downloader and the
Device Detector

Windows has turned off In the Device Manager. Uncheck, “Allow the
the device to save power computer to turn off this device to save power.”

Download settings are Check and amend the download settings in Olympus
not set in Olympus DSS Software
Software

DM1 Service hasn’t Verify the DM1 Service is set to: “Automatic” and
started “Started.”

Unable to see recorded DSS Software only Make sure the DSSPlayer Software display is set to
files in the DSS Player showing certain files show "All file" formats.
Software

Transcription file locked Corruption of .dss file Covert the dss file to a .wav file
for editing
There is a RED X next There is an issue re-point the path to the specified folder on the
to ..…….. folder connecting to the folder network
specified with the RED X
No sound through
Headset may have come Verify headset connection
headset
unplugged

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Defective headset Try another headset

Windows volume Open Volume Control adjust as necessary

settings muted

Poor Sound Quality Incorrect Tone Control,

Verify the settings in the Transcription toolbar
Noise Cancellation
settings
Foot pedal doesn’t work Foot pedal may have Check connections
come unplugged
An older version of Update the Olympus DSS Software to Version
Olympus DSS Software is 4.10.3
being used

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Files are not downloading

Update the DSS Software to 4.10.3

Run DSS Player Pro Release 4 Update

Verify the version of the Olympus Software Version 4.10.3
you are running.
Goto
Help > About Dictation\Transcription Module. \\........\software$\_Digital Dictation
It should read version 4.10.3 or higher. Foot Pedal Not Working USB
Solution\P4UP103EN
Double-click the P4UP103EN.EXE

Follow the instructions on the screen to

complete the installation.

Check to see if the recorder is being detected by the computer. 

Open My Computer the digital recorder should show up as a removable storage device. 
If it is not, then check the following possibilities

Unplug the USB cable from the computer and try a different USB port

Some PCs USB ports don’t provide sufficient power for the device.

Loose connection: Ensure the USB cable is securely connected to both the cradle and
the PC

Connecting to the PC using the Cradle

1. Insert end A of the USB cable to your

PC’s USB port
2. Connect end B of the USB cable to
the cradle
3. Turn ON the recorder, then set the
recorder in the cradle
If “REMOTE” is displayed on the
recorder, it indicates proper
connection.

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Possible problem with the cradle

To test unplug the USB cable from the Cradle and plug the cable directly into the Digital
Recorder. If the system recognizes the device the cradle is not functioning properly.
Connecting to the PC using the
USB cable
1. Turn ON the recorder
4. Insert end A of the USB cable into
your USB port
5. Make sure the recorder is in STOP
mode before attaching end B of the
USB cable to the terminal port of the
recorder
6. When “REMOTE” is displayed it
indicates proper connection.

Check for a drive letter conflict

If the recorder is not showing up in My Computer there may be a drive letter conflict.
The recorder will only assign drive letters “E” and “F” automatically. If there is another device using
these drive letters reassign the recorder a different drive letter that is not being used.

Right-click My Computer > Manage > Disk Management, right-click on the removable disk (digital
recorder) and change drive letter and path. Choose a drive letter that will always be available.

There is a conflict between Adobe Photo downloader and the Device Detector

The problem is caused when Adobe

Photo Downloader is running in the
System Tray, it causes the Device
Detector to loose its ability detect the
connected recorder.
Unload Adobe Photo Downloader from
the System Tray.

Windows has turned off the device to save power

In the Device Manager, right-click on

Olympus USB Root Hub, properties,
power management. Uncheck, “Allow the
computer to turn off this device to save
power.”

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If the digital recorder does show up but the files are not being downloaded then:

Check to ensure the download settings are correct in Olympus DSS Software

Download Settings
To check settings goto
Tools > Options > Download tab
Verify Auto Download is checked
After detecting the device,
download all audio files

Also, you may check under Advanced

Download to “Download all audio files to
the specified folder” if you wish to have
files go into only one folder

Click OK to save changes

Check to see if DM1 Service has started

Has DM1 Service started?

dm1service.exe is a Windows process
installed alongside Olympus
DeviceDetector the file is usually found in
Program
Files\Olympus\DeviceDetector\DM1Servi
ce.exe folder and provides additional
configuration options for these devices.

DM1 Service is not starting automatically.

Right click on My Computer > Manage >
Services and verify the DM1 Service is
set to: “Automatic” and “Started.”

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Unable to see recorded files in the DSS Player Software

Make sure the DSSPlayer Software

display is set to show All file formats.

How to view All files downloaded from

your Olympus Digital Recorder into the
DSS Player software:

1. Click View on the Dictation Module

(DSS Player) Toolbar
2. Click Current View
3. Click All Files

Transcription file locked for editing

Convert the locked .dss file to another
A .dss file may say it is locked for editing when no
format such as a .wav file
other person is accessing the dss file

There is a RED X next to ..…….. folder

Right click the folder on the local
There is an issue connecting to the folder specified machine and re-point the folder to the
with the RED X in the Dictation/Transcription Module. corresponding folder on the network

No sound through headset

Headset may have come unplugged Verify headset connection

Verify that it is not a defective headset Try another headset

Check windows volume settings are not muted

Open Volume Control adjust as
necessary

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Poor Sound Quality
Foot pedal doesn’t work
Foot pedal may have come unplugged
Update the Olympus DSS Software to Version 4.10.3
Last updated: 7/04/2010
Digital
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Verify the settings in the Transcription
toolbar
(Tone Control, Noise Cancellation)
Tone Control: The default setting is in the
middle
Noise Cancellation: The default setting is
all the way to the bottom
Foot pedal may have come unplugged.
Check connections there should be a
foot pedal icon in the lower right-hand
corner of the Transcription Module
window if the foot pedal is functioning
properly.
Run DSS Player Pro Release 4 Update
Version 4.10.3
Goto
\\.........\software$\_Digital Dictation
Foot Pedal Not Working USB
Solution\P4UP103EN
Double-click the P4UP103EN.EXE
Follow the instructions on the screen to
complete the installation.
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