SpeechExec Enterprise Dictate

Use SpeechExec

Philips hardware devices are designed for compatibility with SpeechExec and can also be used to control the SpeechExec program. For detailed information, refer to the documentation delivered with the device.

Download recordings from a dictation recorder

Use Philips SpeechExec software for automatic download, conversion and routing of files recorded with a PocketMemo or SpeechAir dictation recorder.

  1. Make a recording with the dictation recorder.

  2. Start SpeechExec.

  3. Connect the PocketMemo or SpeechAir recorder to the computer using the USB cable or the USB docking station.

  4. By default, the recordings on the recorder will be downloaded automatically to the computer and moved to the Finished dictations folder of the work list.

Tip

How and which files are downloaded after a recorder is connected, can be configured in the Settings menu of SpeechExec or with the Configuration Wizard.

For more information, see Configure the download process from PocketMemo or Configure the download process from SpeechAir.

Note

When the recorder is connected to the computer for the first time, Windows detects the new hardware and automatically installs the required drivers. When the installation is complete, Windows may prompt you to restart the computer.

Create a recording

SpeechExec can be controlled during recording by using a Philips SpeechMike dictation microphone, a Philips PocketMemo dictation recorder, or by clicking the toolbar buttons.

Note

  • For best results, speak clearly and keep the microphone about 10 to 15 centimeters (4 to 6 inches) away from your mouth.

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

Tip

Click the see_adjust-record-volume.png button in the recorder window to adjust the recording volume.

Create a recording with SpeechMike

SpeechMike with push buttons:

Tip

Use ‘Push-To-Dictate’ recording to start recording immediately when pressing and holding the g Record button on the SpeechMike. When releasing the g Record button, recording will stop. ‘Push-To-Dictate’ can be enabled in the Settings menu of the SpeechExec Recorder window (under Audio Settings > Recording).

  1. Start SpeechExec.

  2. Make sure the docking station of the SpeechMike is connected to your computer.

  3. To start recording, press the g Record button on the SpeechMike.

    • The recorder window is displayed.

    • The record indicator light glows red (in overwrite and append mode) or green (in insert mode) while recording.

  4. For short pauses or to stop recording, press the g Record button. To continue recording, press the g Record button again.

  5. To mark the recording as finished, press the • EOL/• • PRIO button. To assign priority status to the recording, press the • EOL/• • PRIO button twice.

    X The recording is moved to the Finished dictations folder.

    X The recorder window closes and the work list window is displayed.

Note

If you are using a completely new installation of SpeechExec Enterprise 7, Record Standby Mode is deactivated by default. If you used an older version of SpeechExec and have upgraded to version 7, you first need to deactivate this mode if you don’t want to use it.

You can deactivate Record Standby Mode in Settings > General settings > Recorder/Player > Recording > Recording options.

SpeechMike with slide switch (Rec, Stop, Play, Rewind):
  1. Start SpeechExec.

  2. Make sure the docking station of the SpeechMike is connected to your computer.

  3. To start recording, move the slide switch on the SpeechMike to the REC position.

    • The recorder window is displayed.

    • The record indicator light glows red (in overwrite and append mode) or green (in insert mode) while recording.

  4. For short pauses, move the slide switch to the STOP position. To continue recording, move the slide switch back to the REC position.

  5. To stop recording, move the slide switch to the STOP position.

  6. To mark the recording as finished, press the • EOL/• • PRIO button. To assign priority status to the recording, press the • EOL/• • PRIO button twice.

    X The recording is moved to the Finished dictations folder.

    X The recorder window closes and the work list window is displayed.

SpeechMike with slide switch (Forward, Play, Stop, Rewind):
  1. Start SpeechExec.

  2. Make sure the docking station of the SpeechMike is connected to your computer.

  3. Press the g Record button on the SpeechMike.

    • The recorder window is displayed.

    • The record indicator light glows red (in overwrite and append mode) or green (in insert mode) while recording.

  4. For short pauses or to stop recording, press the g Record button. To continue recording, press the g Record button again.

  5. To mark the recording as finished, press the • EOL/• • PRIO button. To assign priority status to the recording, press the • EOL/• • PRIO button twice.

    X The recording is moved to the Finished dictations folder.

    X The recorder window closes and the work list window is displayed.

Note

If you are using a completely new installation of SpeechExec Enterprise 7, Record Standby Mode is deactivated by default. If you used an older version of SpeechExec and have upgraded to version 7, you first need to deactivate this mode if you don’t want to use it.

You can deactivate Record Standby Mode in Settings > General settings > Recorder/Player > Recording > Recording options.

Create a recording with PocketMemo

PocketMemo with slide switch (Rec, Stop, Play, Rewind):
  1. Start SpeechExec.

  2. Connect the PocketMemo with your computer using a USB cable.

  3. To start recording, move the slide switch on the PocketMemo to the recording position.

    • The recorder window is displayed.

    • The record indicator light glows red (in overwrite and append mode) or green (in insert mode) while recording.

  4. For short pauses or to stop recording, move the slide switch to the stop position. To continue recording, move the slide switch back to the recording position.

  5. To mark the recording as finished, press the function button on the right side of the recorder.

    To assign priority status to the recording, press the function button on the right side of the recorder twice.

    X The recording is uploaded to SpeechExec and moved to the Finished dictations folder of the work list.

PocketMemo with slide switch (Forward, Play, Stop, Rewind):
  1. Start SpeechExec.

  2. Connect the PocketMemo with your computer using a USB cable.

  3. In stop mode, press the function button on the right side of the recorder.

    • The device is in Record Standby Mode.

    • The recorder window is displayed.

    • The record indicator light glows red (in overwrite and append mode) or green (in insert mode) while recording.

  4. To start recording, move the slide switch to the play position.

  5. For short pauses or to stop recording, move the slide switch to the stop position. To continue recording, move the slide switch back to the play position.

  6. To mark the recording as finished, press the function button on the left side of the recorder.

    To assign priority status to the recording, press the function button on the right side of the recorder twice.

    X The recording is uploaded to SpeechExec and moved to the Finished dictations folder of the work list.

Create a recording with SpeechAir

  1. Open the Voice Recorder App on your SpeechAir.

  2. To start recording, make sure that you are in the recording screen and move the slide switch to the recording position speechair_record-button.png.

    X The recording LED light illuminates green in insert mode and red in overwrite or append mode while recording.

  3. For short pauses or to stop recording, move the slide switch to the stop position speechair_stop-button.png. To continue recording, move the slide switch back to the recording position speechair_record-button.png.

  4. To upload the recording to SpeechExec, connect the SpeechAir with your computer using a USB cable or the connected docking station.

    X The recording is uploaded to SpeechExec and moved to the Finished dictations folder of the work list.

Create a recording with SpeechOne

  1. Start SpeechExec.

  2. Make sure the docking station of the SpeechOne is connected to your computer.

  3. To start a recording, press the Record button on the docking station once or press the Headset/Volume control button on the headset once.

  4. To finish a recording, press the Record button on the docking station again or press the Headset/Volume control button on the headset again.

Note

If you receive a Skype call while you are in a recording session and you accept the call, you need to press the Record or Headset/Volume control button again after finishing the call in order to continue recording.

Create a recording with SpeechOne and remote control

You can use the remote control of the SpeechOne headset just like you use your SpeechMike with push button operation. The functions of the remote control are exactly the same. You only need to put the SpeechOne headset on, then start and control your recording with the remote control. For more information, see Create a recording with SpeechMike.

Play back a dictation file

Various playback functions can be controlled by the SpeechMike, the PocketMemo or the toolbar buttons in the recorder window or worklist window.

Play back using the SpeechMike or PocketMemo

SpeechMike with push buttons:
  1. Open a recording by double-clicking the dictation file in the work list.

    X The dictation file is opened in the recorder window.

  2. To rewind, press and hold the V button on the SpeechMike. When rewinding reaches the desired position, release the V button.

  3. To fast forward, press and hold the W button on the SpeechMike. When forwarding reaches the desired position, release the W button

  4. To start playback, press the e button on the SpeechMike. To stop playback, press the e button again.

SpeechMike or Pocket Memo with slide switch (Rec, Stop, Play, Rewind):
  1. Open a recording by double-clicking the dictation file in the work list.

    X The dictation file is opened in the recorder window.

  2. To rewind, move the slide switch on the recorder to the fast rewind position.

  3. To fast forward, press and hold the fast forward button on the SpeechMike or the function button on the left side of the PocketMemo.

  4. To start playback, move the slide switch to the play position. To stop playback, move the slide switch to the stop position.

SpeechMike or Pocket Memo with slide switch (Forward, Play, Stop, Rewind):
  1. Open a recording by double-clicking the dictation file in the work list.

    X The dictation file is opened in the recorder window.

  2. To rewind, move the slide switch on the recorder to the fast rewind position.

  3. To fast forward, move the slide switch on the recorder to the fast forward position.

  4. To start playback, move the slide switch to the play position. To stop playback, move the slide switch to the stop position.

Play back in the recorder window

  1. Open a recording by double-clicking the dictation file in the work list.

    X The dictation file is opened in the recorder window.

  2. To start playback, click the see_playback.png button on the player toolbar.

  3. To rewind, click the see_fast-rewind.png button on the player toolbar. When rewinding reaches the desired position, click the see_playback.png button on the player toolbar.

  4. To fast forward, click the see_fast-forward.png button on the player toolbar. When forwarding reaches the desired position, click the see_playback.png button on the player toolbar.

  5. To stop playback, click the see_stop.png button on the player toolbar.

Play back in the worklist window

To start/stop playback, select a dictation file and click the see_playback.png button on the worklist toolbar.

Edit a previously recorded file

A previously recorded file can be edited if transcription has not begun. You can edit a file by inserting an additional recording part, overwriting part of the recording or appending a recording part at the end of the file.

  1. Before you edit a recording, first set the desired edit mode (insert or overwrite) on your recording device. To switch between insert and overwrite mode, press the INS/ OVR button on the SpeechMike. Alternatively, click the see_witch-between-overwrite-and-insert-mode.png button on the toolbar in the recorder window.

  2. Open a recording by double-clicking the dictation file in the work list.

    X The dictation file is opened in the recorder window.

  3. Play, forward or rewind to the position where the insertion should be made.

  4. Start recording. For more information about recording, see Create a recording.

Finish, suspend or cancel a recording

Mark a recording as finished

Press the • EOL/• • PRIO button on the SpeechMike or the function button on the right side of the PocketMemo.

Alternatively, click the Finish button or the see_finish.png button in the recorder window of SpeechExec.

X The dictation file is saved in the Finished dictations folder. SpeechExec offers additional options for finished dictations, such as conversion to a predefined format, sending via email or copying to the Backup folder.

Suspend a recording

Mark a recording as suspended to temporarily interrupt recording and finish it later.

To suspend a recording:

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

X The dictation file is saved in the Finished dictations folder.

Cancel a recording

To cancel the recording without saving it, click the see_header-close.png Close button in the recorder window.

Record an instruction

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

Record a spoken instruction

  1. Make sure you are in the recording mode.

  2. In SpeechExec, click the see_record-a-spoken-instruction.png button in the SpeechExec recorder window.

    On the SpeechMike with slide switch operation, press and hold the -i- button.

    On the SpeechMike with push button operation, press and hold the INS/OVR button.

  3. Dictate the instruction.

    X The instruction will be recorded into the dictation file without overwriting your dictation.

  4. When the spoken instruction is complete, click the see_record-a-spoken-instruction.png button again or release the button on the SpeechMike or the PocketMemo.

    X The spoken instruction is displayed as a white bar in the position slider.

    sed_recorder_spokeninstr.png
  5. Continue or stop recording.

Note

A spoken instruction can be deleted just like any other part of a dictation file: Delete the section of the recording that includes one or more spoken instructions (see Delete a dictation file). Alternatively, record over the spoken instruction (see Edit a previously recorded file).

Record a special instruction

  1. Click the see_record-a-special-instruction.png button in the recorder window.

  2. Dictate the special instruction.

    X Special instructions are stored in a separate sound file and are attached to the dictation.

  3. When the special instruction is complete, click the see_record-a-special-instruction.png button again in the recorder window.

  4. To play back the special instruction, click the see_playback-special-instruction.png button in the recorder window.

  5. To delete the special instruction, click the see_delete-special-instruction.png button in the recorder window.

Delete a dictation file

Delete part of a dictation file

To delete only a part of a dictation file:

  1. Navigate to the beginning of the section to be deleted by playback or fast forward/fast rewind.

  2. Click the see_mark-the-beginning-of-a-section-to-be-deleted.png button in the recorder window.

  3. Navigate to the end of the section to be deleted.

  4. Click the see_mark-the-end-of-a-section-to-be-deleted.png button in the recorder window.

    X The section is marked with a red frame in the position slider.

  5. To delete the section, click the see_delete-marked-section.png button in the recorder window. To undo the deletion marks (the red frame), click the see_remove-the-deletion-marks.png button.

  6. To undo the last deletion, click the see_undo-the-last-deletion.png button.

Delete a dictation file entirely

  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 the files to be selected.

  2. Click Edit > Delete on the menu bar or press the Delete key on the keyboard to delete the selected dictation files.