SpeechExec Enterprise Transcribe

Use SpeechExec

Note

  • By default, the player window is displayed on top of other application windows. This allows a transcriptionist to work in another application (such as Microsoft Word) while the player window is visible in the foreground.

    To change the position of the player when in compact mode:

    Move the mouse pointer to the area next to the menu arrow, hold the left mouse button and drag the toolbar to a different position.

  • By default, the SpeechExec window is not visible in the background while the player window is open. You can change the visibility of the SpeechExec window in Settings > General settings > Worklist > Visibility.

Transcription

Note

This chapter describes how to transcribe using the Philips foot control ACC2330. If another foot control model is used or the foot control’s default configuration has been changed, the behavior of foot control pedals may be different. For more information about other models of the Philips foot control, see Use the Philips foot control.

To transcribe a dictation:

  1. Connect the foot control to the PC.

  2. Start SpeechExec.

  3. In the SpeechExec window, select a dictation file from the list and click the see_start-transcription.png Start transcription button on the toolbar.

    X The player window is displayed and the status changes to Transcription in progress. If a word processing program for transcription (such as Microsoft Word) is defined in the Settings menu, it will also open (for more information, see Settings menu).

  4. To start playback, press and hold the middle pedal of the foot control or click the see_playback.png Play/Pause button on the player toolbar. To stop playback, release the middle pedal of the foot control or click the see_playback.png Play/Pause button on the player toolbar.

  5. To fast rewind, press and hold the right pedal of the foot control or click the see_fast-rewind.png button on the player toolbar. When rewinding reaches the desired position, release the pedal or click the see_playback.png Play/Pause button on the player toolbar.

  6. To fast forward, press and hold the left pedal of the foot control or click the see_fast-forward.png button on the player toolbar. When forwarding reaches the desired position, release the pedal or click the see_playback.png Play/Pause button on the player toolbar.

  7. To finish the transcription, press and release the top pedal of the foot control or click the see_finish.png Finish, the see_suspend.png Save as draft or the see_header-close.png Close button on the player toolbar. For more information, see Finish, suspend or cancel a transcription.

Tip

SpeechExec allows the customization of the behavior of the player during transcription. For more information, see Playback options.

Finish, suspend or cancel a transcription

Mark a transcription as finished

Press and release the top pedal of the Philips foot control 2330 or click the see_finish.png Finish button in the player window.

X The dictation file is moved to the Archive folder.

Suspend a transcription

Mark a dictation file as suspended to temporarily interrupt transcription and finish it later.

To suspend a transcription:

Click on the see_suspend.png Save as draft button in the player window.

X The status of the recording changes to Transcription suspended.

Cancel a transcription

To cancel the transcription without saving changes, click the see_header-close.png Close button in the player window.

Instructions

Instructions are recorded comments by the author that are directed to the person transcribing the dictation. SpeechExec supports two types of instructions:

  • Spoken instructions are stored within the dictation sound file at the position where the instruction was actually recorded.

    Examples: the correct spelling of a name or technical term, or instructions to insert a new paragraph

  • Special instructions are usually recorded at the start of a dictation with special information relating to the dictation. Special instructions are stored in a separate sound file.

    Examples: document formatting instructions, names of individuals to receive copies, or delivery instructions

Play back a spoken instruction

A spoken instruction is stored in the dictation file at the position where the instruction was actually recorded. It is displayed as a white bar in the position slider.

sed_recorder_spokeninstr.png
  1. Click the see_playback.png Play/Pause button to play back a spoken instruction like any other part of the dictation.

  2. Click the see_jump-to-the-previous-spoken-instruction.png button to jump to the previous spoken instruction.

  3. Click the see_jump-to-the-next-spoken-instruction.png button to jump to the next spoken instruction.

Play back a special instruction

In the player window, the see_playback-special-instruction.png icon indicates that the recording contains a special instruction.

  1. Click the see_playback-special-instruction.png button in the player window to play back the special instruction.

  2. Click the see_playback-special-instruction.png button again to stop playing back the special instruction.

Delete a dictation file

  1. Select the dictation files to be deleted in the work list. To select more than one file, press and hold the Shift key on the keyboard and click on the files to be selected.

  2. Click on Edit > Delete on the menu bar to delete the selected dictation files.

Attach a document to a dictation file

SpeechExec allows a document, such as a transcribed text, to be attached to a dictation file.

  1. Select the dictation file in the dictation list to which the document should be attached.

  2. Click the see_attach-document.png button on the toolbar and select the document to be attached.

    X A copy of the selected file is saved in the SpeechExec user folder and renamed to the name of the dictation file. If the dictation file already has a file attached, the user is asked to overwrite the existing file. A paper clip icon in the work list indicates that a dictation has a file attached.

  3. To open the attached file, select a dictation file in the dictation list and click the see_open-attached-document.png button on the toolbar.

  4. To remove an attached file from the dictation file, click Edit > Detach document on the menu bar and specify the drive and directory in which to store the file.

Note

Files with the extension .xml, .sfd, .dir, .dll, .exe, .bat and .com cannot be attached.

Receive dictation files via email

SpeechExec allows dictation files to be received via email into SpeechExec’s dictation list.

Create an email profile

An email profile must be created before dictation files can be received via email.

  1. Click Settings > General settings on the menu bar to open the Settings menu, and select Delivery > Email from the list on the left side.

  2. Click the Add... button to add a new profile. Select a type of profile, enter a profile name and click OK.

    X The settings window for the selected profile is displayed.

  3. Enter the settings for the selected profile and click OK to save the profile and close the window.

Download dictations from your email account

Click the see_send-and-receive.png Send and Receive button on the toolbar to download dictation files from your email account. For more information about downloading dictation files automatically, see Automatically send and receive dictation files.

Automatically send and receive dictation files

By default, dictation files in the Outbox folder are transferred only after clicking the see_send-and-receive.png Send and Receive button on the toolbar. However, you can change this setting and send as well as receive dictation files automatically.

To send and receive dictations automatically:

  1. Click Settings > General settings on the menu bar to open the Settings menu, and select Delivery > Send/ Receive from the list on the left side.

  2. Activate the option Send and receive automatically and set a time interval for dictations to be sent and received automatically.

  3. Click the OK button to save the settings.

    X Dictation files in the Outbox folder will now be automatically sent via email.

    X Dictation files which are attached to an email are now automatically transferred to your Inbox folder.

Note

The Outbox folder is hidden by default. To display the Outbox folder in the Folder tree, click Settings > General settings on the menu bar and select Work list > Folders from the list on the left side. Select Outbox and change the Visible option to Yes.

Create author profiles for encrypted dictations

When working with encrypted dictations, we recommend that you set up author profiles. Author profiles are used to identify dictation files for individual authors.

  1. Click Settings > General settings on the menu bar to open the Settings menu and select Rules > Author profiles from the list on the left side.

  2. Click the Add... button.

    X The New Author Profile window is displayed.

  3. Enter the author’s name, specify a folder where the dictation files received from the author will be stored, and enter the author’s password to decrypt encrypted dictation files automatically.

  4. Click OK to save the profile and close the window.

New_Author_Profile.png