Options / E-Mail (discontinued)

Click on the above graphic for more information.

The blue star   indicates options that are universal settings. Once set during installation they will apply to all connected computers.

 

E-Mail address

Originator
The e-mail address of the person who sends the e-mails must be entered here. This entry will be displayed in the "ORIGINATOR/ID" column of Dictation Manager (this column can be made visible / invisible). 

Return to
The e-mail address of the person to whom any e-mail replies (normally transcribed texts) should be sent can be entered here. Only enter an address if it is different to the Originator e-mail address.

Make sure that the e-mail address entered here is one whose Inbox is checked regularly.

Recipient
Enter the e-mail address here of the person who will most often receive dictation e-mails - typically the typist for your office. This e-mail address will be automatically entered into the "To" field of the e-mail itself.

E-Mail protocol

Delete transmission data older than
Every time an e-mail is sent from the Dictation Manager, an entry is made in a log file. To limit the growth of this file, you can set here the number of days for which this log information should be kept.
To activate this option, put a check in the box and choose a number of days between 1 and 30. Log entries older than this will be automatically deleted.


Show transmission protocol
Clicking this button will open the log file (described above). It may be edited, printed, searched, or saved (under a different name / in a different folder) as a backup.

Since the data in this log file can be changed in any text editor, the DictaNet software manufacturer and suppliers cannot accept liability for the content of the file.

This button is only active if dictations have been sent by e-mail from within the Dictation Manager.

Delete receive data older than
The receive (download) protocol is a separate log file that lists every dictation that is imported into the Dictation Manager from e-mail. To limit the growth of this file, you can can set here the number of days for which this log information should be kept.
To activate this option, put a check in the box and choose a number of days between 1 and 30. Log entries older than this will be automatically deleted.

Show receive protocol Clicking this button will open the receive protocol log file (described above). It may be edited, printed, searched, or saved (under a different name / in a different folder) as a backup.

Since the data in this log file can be changed in any text editor, the DictaNet software manufacturer and suppliers cannot accept liability for the content of the file.

This button is only active if dictations have been received by e-mail into the Dictation Manager.

Mail attachments imported through drag and drop are NOT recorded in the receive protocol.

More E-mail options

Send e-mail with
Here you can set the e-mail program that will be used to send and receive dictations. The choices are:

Microsoft Office Outlook
For sending/receiving e-mailed dictations via Microsoft Office Outlook.

Via SMTP E-mail transfer
For sending/receiving e-mailed dictations via an Internet Service Provider and mail server, such as hotmail.com, aol.com or  freeola.com, yahoo etc. The recipient's and the sender's mail server (obtained from the domain-name) must give authorization to the mail sent from DictaNet. Receiving dictations is performed via any Internet Browser and then using a "Save as..." function for the dictation attachments.

Microsoft Office Outlook/ Outlook Express/ MAPI-compatible
For sending/receiving e-mailed dictations via MAPI-compatible programs, e.g. Microsoft Office Outlook, Outlook Express or other programs with a standard MAPI interface.

The program's help files should indicate if it is MAPI-compatible.

Microsoft Outlook Express / MS Vista Windows Mail

For sending/receiving e-mailed dictations using the limited command set used by Express or Windows Mail (the standard program in Vista).

 

Please set the standard mail program in Internet Options on the Windows Control Panel, if more than one mail program (e.g. Express and Office Outlook) is installed on your computer.

 

Standard e-mail text

The standard text provided when a dictation is sent by email can be changed to suit your office.  Just click on the [Edit] button  and use the default Windows Editor to modify the text and save (*.txt).  Different versions of the text can be edited, saved as other file-names and then selected from the list.

E-mail dispatch with Lotus Notes

If your office uses Notes version 6 or above for e-mail then this can be integrated into the Workflow.  Select "Lotus Notes" under the "Send e-mail with" option and then enter the correct server and password information for Notes.  These can be found in Notes under File - Database - Properties, or provided by your System Administrator.

Check for new mails automatically

This will check every 5 minutes for unread emails with attached dictations in the selected e-mail program and allow import when no dictation is currently loaded.

Encrypt e-mail attachments
E-mail attachments can be encrypted using the 448-bit Blowfish algorithm. This ensures that only the intended recipient with DictaNet software can access the data.

Encrypted dictations will be automatically decrypted by DictaNet when received. All DictaNet users can decrypt any DictaNet-encrypted dictation, unless the specific password method is used.

Text files are also encrypted and must be imported into Dictation Manager for decryption. Until this is done they are not readable.

If the "Password always required to encrypt" option is activated, then each mail dispatch will ask for this password and use it to encrypt the attachments. The recipient MUST KNOW THE SAME PASSWORD to decrypt the mail. No other DictaNet users can access the data.  If "Default password" is used, then a universal password-cipher is used which is automatically applied to decrypt the mail attachments at the receiving end without any entry from the user.

Short attachment name format
Normally, all attachments sent from the Dictation Manager are named identically and the dictation details are encoded within these files.  In order to send easily identifiable mail to workflow systems other than DictaNet, the dictation attachments can be named with a different convention.  This comprises of the author's initials, originator e-mail address and a unique 8-digit cookie number.  The format is  SDM&-[author]-[email_address]-[cookie_number].wav   . The dot in the e-mail address will be converted to !! to avoid Windows filename problems.

If the Answer e-mail with written document is returned with exactly the same filename format, e.g. SDM&-[author]-[email_address]-[cookie_number].doc , and the details are identical, then this can be matched automatically to the original dictation sent by e-mail.