Docsoft AV User manual

DOCSOFT, INC.
Liberating Speech
Docsoft:AV
User Guide

D O C 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 [phone] • Fax [phone]

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

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

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

D O C S O F T : A V U S E R G U I D E
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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).
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2. Quick Start Guide
Setup requirements: Ethernet cable, Laptop
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.
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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”.

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3.1Installation 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, non-
condensing.
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:
ITEM
AMOUNT
Docsoft:AV Appliance
1
U-shaped handles
2
L-shaped Metal plates
2
Power cord
1
Docsoft:TE Installation DVD
1
User Guide
1
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