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
1
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).
Section
I
D

D O C S O F T : A V U S E R G U I D E
2
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.
Section
II

D O C S O F T : A V U S E R G U I D E
3
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”.

D O C S O F T : A V U S E R G U I D E
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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
Section
III
!

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

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

7
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.

8
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.

9
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.

10
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.

11
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

12
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.

13
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.

14
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.