Instructions for Dictamus Apple iPhone Application

Dictamus is a professional dictation application for the iPhone and iPod Touch (2nd generation) that allows OutSec clients to record and submit sound files directly from the device to OutSec FileManager. The application may be downloaded from iTunes. A free trial version with limited functionality is available for assessment purposes. The full program costs £5.99 with free updates. This instruction manual describes the setup and operation of Dictamus for OutSec clients.

1. Setup

On the first launch, Dictamus will build a working area on the Apple device. This process takes approx. 25 seconds. If you interrupt the process, it will be run again on the next launch.

Once the program has installed, open it and navigate to the Settings page. Go to General and insert your initials or any identifying code you wish to use.

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Next, go to the Workflow section. Here you can automate various stages of Dictamus. One of the most useful is the After Sharing option, which enables the dictated file to be sent automatically to OutSec on saving.

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Finally, go to Sharing Destinations where you will see the OutSec logo. Touch this and it will take you through to the OutSec account setup page.

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Enter your user name and password as given to you in the ftp account setup email. If you do not have this, log into your OutSec account through your computer, click MyProfile and scroll down to the bottom of the page, where you will see a button marked "Send FTP Details". You can copy and paste the username and password from the email if you have received it on your iPhone.

NOTE: the user name and password are NOT the same as the ones used when accessing FileManager from a computer for security reasons.

2. Dictation

You can start a new dictation in the dictation list by tapping the "New" button in the upper right corner or by tapping the last table entry, "Create new dictation". The view will change to the dictation control panel. You'll now see seven colour-coded recording control buttons, a position slider with a time indicator and an indicator of the remaining time for this dictation. A single dictation can be up to 90 minutes long in Dictamus. (Dictations in Dictamus Free are limited to 30 seconds).
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On an iPhone you can record a dictation through the built-in microphone at the bottom of the device or through the headset that was delivered with your iPhone. We recommend using the headset because of its higher sound quality. If you record through the built-in microphone, hold the iPhone upside down (with the dock connector pointing upward) and speak into the microphone grill besides the dock connector. The screen will rotate automatically to keep the correct orientation. On an iPod Touch (2nd generation), you can only record through an optional headset with a microphone.

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Tap the red recording button to start recording. Dictamus uses voice activation, i.e. sound will only be recorded if you are actually speaking. You can pause speaking as long as you like, e.g. to review information. Recording will be interrupted automatically and resumes, also automatically, when you continue speaking. To stop the recording manually, tap the red recording button again, or tap the grey pause button.

The blue buttons wind the dictation forwards and backwards at two speeds. As soon as you release the button, the dictation will play from the reached position automatically. Stop playing by tapping the grey pause button or switch to recording by tapping the red recording button. You can resume recording at any position within the dictation. The newly recorded speech will overwrite the existing recording from the point where you started the new recording.

The green play button starts playing the dictation from the current position. To stop it, tap the green play button again or tap the grey pause button. If you want to insert a section at the current position in a dictation, tap the yellow insert button, then tap the red record button. Tap Pause or Record to stop inserting. Every single insert operation is limited to 5 minutes (10 seconds in Dictamus Free), but you can execute as many insert operations as you want subsequently.

When you have finished your dictation, you can move to the Save view by tapping the "Save" button in the upper right corner. If you have selected Auto-Send function in the Workflow options, the file will now be sent to OutSec. Enter a description to identify your dictation in the dictation list. The dictation will be saved as a WAV file. After the saving process has finished, you will be returned to the dictation list which now contains your new dictation. If you wish to send a file, select Share, and then the OutSec logo.

3. Compression

Dictamus can send ADPCM-compressed versions of your dictations in order to reduce transfer time. Dictamus uses IMA/ADPCM compression in a WAV file. For each sharing method, Dictamus' settings contain two switches that determine if Dictamus sends compressed or uncompressed files when you're on Wi-Fi or the mobile network (3G/EDGE), respectively. By default, Dictamus sends compressed files when you're on the mobile network and uncompressed files when you're on Wi-Fi. OutSec recommends you leave these default settings unchanged.

4. Dictation List

Your recorded dictations are displayed in the dictation list. For every dictation, you see the description you entered during saving, date and time of the recording, its duration and a green tick marker for successful transmission. Tap a dictation entry to enter its detail and management view.

5. Dictation Details

In the detail view for a dictation you can change its description, play it, continue it, share it and delete it. In order to continue a dictation, it has to be transferred into the working area. This may take several seconds depending on the dictation's length. After transmission the view switches to the dictation control panel. When you save after finishing your edits, you can either overwrite the original dictation or save the edited version as a new copy. If you receive a phone call while Dictamus is saving a dictation or sending an e-mail, the process will be interrupted automatically and Dictamus will be terminated so you can take your call. This behaviour is mandated and enforced by Apple, i.e. there is no way for an application to behave differently. Dictamus will restart after you finish the call and take you back to the last active view.

6. Download to PC

You may wish to save a copy of your sound files on your local computer before sending to OutSec. This is only possible within a local Wi-Fi network. You can download a shared dictation from any computer in the same Wi-Fi network with a web browser. Tap "Share dictation as download". (You can also configure if connections require encryption with SSL and if downloads should be secured by a password). Next, enter the URL displayed by Dictamus in your browser's address bar. Make sure to include the "https://" prefix if you enabled SSL. Your browser will show a security warning about Dictamus' certificate; this is normal and unavoidable. Note: You may need to disable SSLv2 in your browser in order to use Dictamus' Wi-Fi download with SSL enabled. In Internet Explorer You can configure this in Internet Options ("Advanced" tab, section "Security").

7. Batch sharing

To share submit several dictations in one batch, tap "Share" in the dictation list and choose Send to OutSec. Selected dictations are indicated by a red bubble on the left. The three buttons in the lower right corner perform multiple selections, from left to right: "Select all", "Select unshared only", "Clear selection". You can also opt to Delete after Sending by sliding the On/Off button.
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"I already had an iPhone and was looking to replace my old tape recorder. Downloading and installing the application on my phone took less than 10 mins, saved me over £100 on a replacement digital recorder AND I can now send my sound files from Starbucks whilst having a coffee! Perfect. A brilliant, simple bit of kit that makes my life SO much easier."

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