G2 Administration
User Manual
Version 5.0
G2 Administration
User Manual
Introduction
1. Screen Overview
2. Definitions
3. Pull down / Context menus
3a. General Menu’s
3b. Specific Menu’s available from NavigationBar
3c. Specific Menu’s available from specific sections
4. Maintaining Properties and Configuration keys
5. Maintaining Interfaces
5a. Standard Reports
5b. WorkTypes
5c. Document Management
5d. Views Editor
6. Maintaining Userrights
7. Maintaining Grouprights
8. Maintaining Usercontexts
9. Limitations on the use of characters in names
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References
G2 Organizer
G2Flow System Modules
Glossary
SpeechMike
Date:
Version:
February 2007
5.0
All rights reserved. No part of this manual may be reproduced in any form or by any electronic or
mechanical means including information storage and retrieval systems without prior permission in
writing from G2 Speech b.v.
All inquiries for reproduction rights can be sent to:
G2 Speech b.v., Nuenen (tel. 040-2952877 of fax 040-2952809) info@g2speech.com .
In spite of all efforts in preparation of this text G2 Speech cannot be held responsible for possible
damage resulting from any error, which could be present in this text.
© Copyright 2007 G2 Speech b.v.
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G2 Administration
User Manual
Version 5.0
Introduction
G2 Administration is the Module in the G2 Flow System that allows a System Administrator to create
and maintain the database.
The database as delivered by G2 Speech BV or its dealer network contains only the minimum
information to allow the System Administrator to configure his company’s organization into the Group /
User / Interface structure in the G2 Flow System.
Note: In this manual:
Items in Bold refer to Addendum 2 – G2 Flow System Modules
Items in Italic refer to Addendum 3 – Glossary of terms
It is of vital importance that the System Administrator fully understands the meaning and implications
of the terms as defined in Addendum 3 – Glossary of terms.
He also needs a clear view on the company’s structure in relation to the rights Users must have to
see or work on each other’s Documents.
A proper setup of the database will shift a lot of work from the System Administrator (typically a
computer specialist) towards the Group Administrator (typically experienced Users).
All programs included in the G2 Flow System packages are started and stopped using the Organizer
toolbar:
To start G2 Administration select
.
The G2 Administration window opens. See next page.
Inside this you will notice:
•
•
•
Pull down menus
A set of buttons
A blank section
All these will be explained below.
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1. Screen Overview
Note: All windows in the G2 Flow System are designed to fit on an 800 x 600 pixels screen except
for the G2Administration Module, which requires at least 1024 x 768.
Some of the windows will make use of scrollbars to make all information visible.
This screen dump has been manipulated. Actual program will not allow for this size.
Case definition for this User Manual
The screen dumps are produced from an installation where a Company has:
1. No front-end nor backend Interface connected to the G2 Flow System
2. Two departments (Finance, Sales)
3. Each department holds three employees (a senior, assistant and secretarial person)
The senior Controller is also supervising the Sales department
4. Management staff consists of a Manager and his secretary
The same information in G2 Flow System terms:
1. A place holding Interface called “-“ has to be defined.
2. Two Groups called “Finance” and “Sales” are defined
3. Group “Finance” holds four Users: “Controller-A”, “Controller-B”, “Controller-Secr” and
“Manager”.
Group “Sales” holds five Users: “Salesperson-A”, “Salesperson-B”, “Sales-Secr”, “Manager”
and “Controller-A”
4. A third Group called “Management”, holding the Users “Manager” and “Mgt-Secr” is defined.
The handling of the various User Rights is show in screen dumps further down.
Note:
In this document only the most common way of accessing the data is presented.
In general, all three ways (menu, context menu and button) are available.
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2. Definitions
System / Site
System refers to the G2 Flow System as installed at the clients computer system. Typically there is
only one license. Before version 4.0 this was called “Site”.
The system is served by one SQL server managing the database traffic.
Interface
Interface is defined here as each system communicating with the G2 Flow System, either at the frontend (delivering info) and/or at the backend (receiving info).
Group
Group is defined here as any number of persons, acting as a team with respect to the
G2 Flow system, and therefore having the rights to work on each other’s documents.
User
User is defined here as any person who has his own username/password combination allowing him
access to the G2 Organizer Module. The System Administrator will grant him access from there to
any other Module in the G2 Flow system by adding the User to one or more Groups.
Workstation
Workstation is defined here as a computer where G2 Organizer can be started.
All Properties sections can be modified directly in the text boxes or using the drop down lists.
All other sections (except where noted above) are modified using the appropriate menu from the
menu bar or the context menu (right mouse button)
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3. Pull down / Context menus
3a. General Menu’s
File
Refresh
Exit
Refreshes all screens
Exit G2Administration
View
Show NavigationBar
Display
System
Licenses
Services
Contexts
Audit trailing
Configuration
Site
Interfaces
Groups
Users
Workstations
Show/Hide left pane
Tools
ToolSet
Start G2ToolSet (advanced Users)
Help
Help
About
Opens this user manual
Shows statistics of the G2Administation Module
Open License maintenance window
Open Service maintenance window
Open Context maintenance window
Open Site maintenance window
Open Interface maintenance window
Open Group maintenance window
Open User maintenance window
Open Workstation maintenance window
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3b. Specific menu’s available from NavigationBar
The items of the NavigationBar are merged in this overview. Some items do exits in both menus,
others are only available from one of them. In some cases the availability of an item depends on the
position of the cursor in the screen.
License
Upgrade
Menu item points to a file as received from
G2Speech containing a license key
Remove last installed license
Removes the last installed license and returns to
the previous one
Services
G2MailQueuer
G2PurgeDaemon
G2Queuer
G2SRQueuer
G2WSUpdate
G2ServerExport
Menu items will open the configuration tree view at
the specified service
Contexts
New, Modify, Delete
General maintenance
Import…
Import contexts from SpeechMagic
Site
New, Rename, Delete
Intended to be used by G2Speech only.
Interfaces (also available from Groups or Users)
New
Create new Interface
Rename
Change name of Interface
Delete
Delete Interface
Change link to interface
Link Group to Interface
Copy
Copy interface to internal clipboard
Paste
Use from Interfaces level to copy and add
Interface from internal clipboard
Import toolbars
Import toolbars which have been exported
on user-level
Zoom
Position open tree element at top of tree
Configuration keys
General key maintenance
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Groups (also available from Interfaces or Users)
New
Create new Group
Rename
Change name of Group
Delete
Delete Group
Add link to group
Add an existing group to an Interface
Remove link to group
Remove a group from an interface.
Group is not deleted.
Cut
Cut selected section and copy to clipboard
Copy
Copy group to internal clipboard
Paste
Use from Group level to copy and add
Group from internal clipboard
Import toolbars
Import toolbars which have been exported on user-level
Zoom
Position open tree element at top of tree
Configuration keys
General key maintenance
Users (also available from Interfaces or Groups)
New
Create new User
Rename
Change name of User
Delete
Delete User
Reset password
Force user to renew password at next login
Add link to user
Add an existing user to a Group
Remove link to user
Remove a user from a Group. User is not deleted.
Cut
Cut selected user and copy to clipboard
Copy
Copy User to internal clipboard
Paste
Use from User level to copy and add User from internal
Copy toolbars
Copies the toolbars from this user to other users
Export toolbars
Exports the selected toolbars to a folder
Import toolbars
Imports the selected toolbars
Remove jobs from SpeechMagic
Remove user from Speechmagic
Zoom
Position open tree element at top of tree
Configuration keys
General key maintenance
G2Dashboard
Configure G2Dashboard (for this user)
Duplicate settings (to other users)
Import
Import User(s) from an xml-file
Export
Export User(s) to SpeechMagic
Workstations
Rename
Change name of Workstation
Delete
Delete Workstation (record in database not deleted)
Configuration keys
General key maintenance
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3c. Specific menu’s available from specific sections
Standard report
New
Rename
Delete
Cut
Copy
Paste
Import
Export
Print
Create new Standard Report
Change name of Standard Report
Delete Standard Report
Cut selected section and copy to clipboard
Copy selected section to clipboard
Insert from clipboard
Import standard Report from a location
Export standard report to a location
print the standard reports
WorkTypes
New
Rename
Delete
Cut
Copy
Paste
Create new Worktype
Change name of Worktype
Delete Worktype
Cut selected section and copy to clipboard
Copy Worktype to clipboard
Insert Worktype from clipboard as new Worktype
Document management
Modify
Change document properties
Change status
Change the status of a document
Show history Show status changes of a document
Select All
Select all documents
Delete
Set document status to “Awaiting deletion”
Check Out
Set document CheckedOutStatus to true and copy
to checkout map
Undo check out
Set document CheckedOutStatus to false (no copy)
Check in
Absorb documents from checkout map into database
Find…
Find first document in list matching certain criteria
Find Next
Find next document in list matching certain criteria
Filter…
Show only document matching certain criteria
Filter On/Off Switch filtering on or off
Views editor (no menu items)
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4. Maintaining Properties and Configuration keys.
When arriving at one of the many property browsers as used in G2 Administration, one will see a
view like the one below.
The keys may have different data types, like string or number. Some can only be selected from a list
or using a directory picker.
Just click at the right end of the data field to get the dropdown list and make your selection.
In other cases just (re)type the value.
A short text is shown on each line. Extra information is available in the help box at the bottom.
The Recording Codec is show below as example.
Note: All modifications are executed immediately (except for the Views Editor).
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5. Maintaining Interfaces
5a. Standard Reports
The button “Standard Reports” will bring up a window divided into two
parts.
In the left pane all available standard reports are shown. In the right
pane the text for the selected item is shown in G2 Editor.
After modifying a report, it has to be saved using the
Save button.
5b. WorkTypes
Worktype is defined here as a short description of the kind of work a
dictation is about or related to. A worktype is always connected to an
Interface. Priority can be assigned to a worktype
The button “WorkTypes” will bring up a window showing all relevant
information.
Note on priority setting:
All Users have a priority assigned (0=low, 9=high). Also, Worktype has a priority (same range). The
priority assigned to a document is a number composed from these two: highest first followed by the
lower one. User priority 6 and worktype priority 4 lead to document priority 64, the same as for
User priority 4 and worktype priority 6.
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5c. Document Management
The button Document Management will bring up a window showing an
overview of all documents in the system. Click on “Retrieve” to refresh
the list.
Column width can be adjusted by dragging the column separator.
Maintenance
All maintenance can be done from the pull
down menu, many from the context menu on
document record and some have a separate
button.
o Modify
This allows modification of virtually all
fields in the documents record.
Changes are checked for consistency as
much as possible.
Note: When change of Group is required
one should do this first as all list
boxes are updated by this action.
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o Change status
Status of the document can be set to any safe
value to bring a document back into the work list
of one of the G2 Flow System Modules
Also on context menu and separate button
o Show history
This shows all status changes of the
document. Last change on top.
Also on context menu.
o Select all
Select all documents shown in the work list
o Delete
Will change the status of the selected documents to Awaiting_deletion. Document will be archived
by G2 PurgeDaemon and become invisible to all Modules.
Also on context menu and separate button
o Check out
All information of the document is grouped in separate files like Sound*.wav (dictation),
Comment*.wav (instructions), Text*.rtf (transcription), etc. These files exist as separate files in a
system directory of the G2 Flow system.
By checking out everything will be copied and combined in a special file (*.G2D). These files can
be transferred (copied, moved, e-mailed) for offline processing.
CheckOutStatus in record will be set to 1.
Also on context menu and separate button
o Undo Checkout
During checkout a copy of the files is made, originals are still available. Undo will only set the
CheckOutStatus back to 0
Also on context menu.
o Check in
If (network) access to checked-out documents (*.G2D) is available one can check these files in.
Typically the User who has taken out (and processed) the file will do the check in. This menu
option allows the System Administrator to take care of this.
Note: All modifications made on the Document management tab are directly done on the
database. A save operation is not required.
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Find / Find Next dialog box
First select the active column in “Field”/”Filter Field”,
Then type a text string in the “Find what”/”Filter text” fields.
Make appropriate selections in the check boxes or radio buttons
Filter / Advanced Filter dialog box
Simple mode
First select the active column in ”Filter Field”
then type a text string in the ”Filter text” field
and click OK.
Advanced mode.
Similar to simple mode but allows for multiple
filters in AND or OR mode.
Filter is automatically enabled after leaving the
Filter dialog box.
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5d. Views Editor
The button “Views Editor” will bring up the following window.
In the screen showed above the G2Administration (system) view is selected.
You may either use the Preview section to graphically adjust the view or the bottom section using
buttons and input boxes.
After pressing the Save button the view is available for other programs.
The view in this example is now available under the button Document Management (you must close
and reopen this window to pick up the new layout).
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For each of the installed Interfaces the following views are available:
View
G2Administration
Used by Module
G2 Administration
G2Dictation
G2 Dictation
G2Document Manager G2 Document Manager
G2Document Manager G2 Document Manager
(Dictation Organizer)
G2SignOff
G2Transcription
G2Viewer
G2Viewer (archive)
Remark
Document management
(in the role of System Administrator)
Work list Open Document top window
One needs the following rights:
- G2Document Manager (Application right)
- Dictation Organizer
(Global right)
- G2Viewer
(Group right)
G2 Sign Off
G2 Transcription
G2 Viewer
G2 Viewer
After selecting the appropriate interface and view one can:
o
Adjust the width of a column by dragging the separation line or modifying the “column width” text
box. It is possible to hide a column by making the width = 0.
o
Move a column by dragging the heading box to its new location or modifying the “column order”
text box. Other sequence numbers are automatically adjusted.
o
Change the column header in the “default” text box. Different headers for other languages are
possible.
o
Align the column header (left, center, right) using the “column alignment”. Type the number or
double click.
o
Sort up to two columns, ascending (checked) or descending (unchecked)
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6. Maintaining Userrights
This table shows all Modules in the G2 Flow System.
When the Module name is at the “Assigned” side, the User has the right to use this Module if properly
set as Groupright.
When the Module name is still at the “Available” side, the User has no right to use this Module at all.
This table shows all global rights in the G2 Flow System.
When the name is at the “Assigned” side, the User has this right.
When the name is still at the “Available” side, the User does not have this right.
Moves selected right from “Available” to “Assigned”
Moves selected right from “Assigned” to “Available”
Moves all rights from “Available” to “Assigned”
Moves all rights from “Assigned” to “Available”
Global right
Admin-version G2ManagementInfo
Admin-version G2Administration
Use speech recognition
Use real time recognition
Supervisor
Dictation Organizer
Use TextOnly Mode
Use dictation (batch)
Description
User is allowed to see all info in G2 Management Info
User has full control in G2 Administration
If not assigned user has Interface control for those Interfaces
where he is a member of a Group connected to this Interface
Userright for G2Administration is always required
User may queue dictations for recognition
User is allowed to use recognition in G2 Dictation Interactive
User may act as Supervisor for dedicated Authors
User has full control in G2 Document Manager.
If not assigned user can act on his own documents only
User is allowed to type text in G2 Dictation Interactive
User is allowed to use G2Dictaton batch if he is assigned the
groupright for G2Dictation
(see also 7. Maintaining Userrights)
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This table shows all Groups where the selected User is a member of.
Green check indicates that the User has the right to use the Module
Red cross indicates that the User has no right to use the Module
Empty field indicated that this User has no right to use the Module at all.
Click the icon to switch the status.
7. Maintaining Grouprights
This table shows all Users in the selected Group and all Modules in the G2 Flow System
Green check indicates that the User has the right to use the Module
Red cross indicates that the User has no right to use the Module
Empty field indicated that this User has no right to use the Module at all.
Click the icon to switch the status.
Note: G2 Dictation is used for Batch and Interactive.
Used in combination with the global right “Use Dictation (batch)”.
Interactive will be available when selected, Batch only if global right is selected too.
(see also 6. Maintaining Userrights)
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8. Maintaining Usercontexts
This table shows all contexts in the G2 Flow System.
When the name is at the “Assigned” side, the User has the right to use this context.
When the name is still at the “Available” side, the User does not have the right to use this context.
Moves selected context from “Available” to “Assigned”
Moves selected context from “Assigned” to “Available”
Moves all contexts from “Available” to “Assigned”
Moves all contexts from “Assigned” to “Available”
SpeechMagic identification is the user name for this G2Flow user in the SpeechMagic system.
9. Limitations on the use of characters in names
Certain characters can cause problems in a program. For this reason the following rules apply:
LoginName and FullName can only contain a-z, A-Z, 0-9, Space, Dash and Underscore
EmailAddress can only contain a-z, A-Z, 0-9, Dot, At-sign, Dash and Underscore
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