SpeechExec Enterprise - Technical documentation

New - When a new dictation file is created in SpeechExec Pro Dictate, the following information is taken from pre-defined settings as described in General Settings: The file path, the file name prefix and the counter setting. For example: C:\Documents and Settings\User Name\MyDocuments\My Dictations\A_Suspended\MyLetter000.dss .

The sound file format. This can be .dss, .ds2 or .wav file . The file format of online speech-recognizable dictation files is .dra format, which is converted to .wav when sent for correction. The name for the special instruction file. This name is based on the dictation file name appended by 'i'. For example: MyLetter000i.dss   You can create simple dictation files that will not be speech recognized, and dictation files that will be speech recognized.

New with speech recognition - in the SpeechExec Pro Dictate window, click New with speech recognition on the toolbar, or go to the File menu and select New with speech recognition. With the New with speech recognition option, dictation files will be speech recognized online.

New sequenced dictation file

Creating sequenced dictation files is useful in case of long dictations, when the transcription of the files is urgently needed. The author can record the dictation in sequences, and send the sequenced files to the transcriptionist immediately when they are ready so that the transcriptionist can start transcribing the files as soon as possible. This way most part of the dictation may be transcribed before finishing the dictation itself.

Limitation for sequenced files: Encryption of sequenced dictation files is not supported. Delivery of sequenced dictation files is not supported. Subfolder creation for sequenced dictation files is not supported. Automatic renaming of sequenced dictation files is not supported.

Define the audio format of the sequenced dictation file from the following options: DSS Standard Play or DSS Quality Play. All file parts will have the same file format, which can be converted later to some other format.

Specify the output folder of the new dictation files by selecting the desired folder in the Output folder combo-box. To save the files to one of the visible generic-type folders (for example, My Transcriptionist or Confidential), select the needed generic-type folder.

Activate the Create a full length dictation file from the parts of the file option to merge the parts of the dictation file into one file after completing the recording. The sequences will not be deleted, the full length file will be created additionally.

Activate the Create sequences automatically option to automatically create a new sequence after a certain period of time. You can specify the length of the parts in minutes from 1 to 120 (default = 10 minutes).

Click Start. SpeechExec checks whether the folder specified in the Output folder is valid and available for creating new files. If the check is successful, the Recorder

window is displayed and recording starts. During the recording of sequenced dictation only the Finish and Save as draft buttons are available neither indexes nor spoken instructions can be created and the Recorder window cannot be operated in Compact mode; it is always displayed in Expanded mode

Continue - an existing dictation file can be opened and work can continue in the file if the dictation file is not yet being transcribed. The dictation state is reverted to Recording in progress and the dictation properties are retrieved by the program. If a special instruction was recorded, the special instruction file is also loaded.

Playback - starts playback of the selected dictation file. If more than one file in your dictation list is selected, the first selected file is played back. Select the menu command again to stop playback.

Play special instruction - starts playback of the special instruction associated with the dictation. If more than one file in your dictation list is selected, the first selected file is played back. Special instructions are saved in a separate file from the dictation file; playing back a special instruction does not open the dictation file. SpeechExec supports these types of instructions: Spoken instruction: Comments recorded by the author during dictation which are stored within the dictation sound file at the position in the sound file where the instruction was actually recorded. Examples for spoken instructions are 'insert a paragraph here' or 'correct spelling is Z E L A Z O W S K I'. Special instruction: Remarks recorded by the author usually at the start of a dictation with special information relating to the dictation. Special instructions are stored in a separate file from the dictation sound file. Every dictation sound file can have one special instruction sound file. Examples for special instructions are 'use the memo template for this dictation' or 'make a printout of the finished document and bring it to me for signing'.

Submit for email - sends the selected dictation via email. If email settings have been configured, these settings are used. If more than one dictation is selected, all are sent as email attachments.

Submit for FTP upload - uploads the selected dictation to the FTP location. If an FTP profile has been configured, this is used.

Send and receive - connects to the email system or the FTP server, checks for incoming emails or files, and sends the outgoing ones.

Import - displays the dialog for importing files created outside the SpeechExec Software. When importing dictation files, browse for the dictation files and define a target folder. Any additional files belonging to the dictation files will also be imported. Proceed as follows: Click Add new files to import... to select the files to be imported and click Open. The selected files are displayed in the Import dialog. You can play back the files and their special instructions before importing them.

Click Play button to play back the selected dictation file. Click the button again to stop playback. Click button to play back the special instruction associated with the selected dictation file. Click the button again to stop playback.   If required, define or modify the target import folder, or specify a new state for the imported dictation files by selecting the desired option from the Change the state of imported dictation files to combo-box. The following options are available: Transcription pending (default) Recording suspended Keep state unchanged

Click Import to start the import process.

You can add more files to your selection by clicking Add new files to import... again. If you activate the Delete files after importing option, the imported files are removed from their original location. When importing dictation files, any related files, such as instruction files or .xml files are imported automatically.

Synchronize - synchronizes the network folders with the contents of the Local Work folder. Dictation files which you have been working on locally are moved to folders on the network. When selecting this option, the Synchronization dialog is displayed, where you can define the destination folder for the files.

Start DPM download - starts download from the Digital Pocket Memo. A pop-up window appears, showing the list of files available for download. You can select the files you want to download from the Digital Pocket Memo to your PC.

Un-archive dictation - recovers dictation files from the Archive folder. The original directory is not known anymore; this way the target is always the Suspended folder. If the speech-recognized dictation file was a .dra file in the Archive folder, its state changes to Recording suspended, and recording can be continued in the file in SpeechExec Pro Dictate. If the speech-recognized dictation file was not a .dra file in the Archive folder, its state changes to Correction suspended, and only correction can be continued in the text.   Recover a dictation file by following the instructions below:   Select a dictation file in the Archive folder or one of its subfolders (ARCH_yyyymmdd folders). You can recover only one file at a time, so if you want to recover more dictation files, you have to do it one by one.

Check that the Suspended folder is available. If it is not available, an error message is displayed.   From the File menu choose Un-archive dictation...

The archived dictation file is moved to the Suspended folder. Work can continue on the file according to its state.

Delete - deletes the selected dictation, you must confirm your action.

Rename - enables you to change the file name of the selected dictation.

Cut - cuts the selected dictation from the current folder to paste it into another folder.

Copy - copies the selected dictation from the current folder to paste it into another folder.

Paste - pastes the cut or copied dictation into the current folder.

Select All - selects all dictations in the current folder.

Convert - converts the selected dictation file to the configured audio format. If more than one file in your dictation list is selected, all files are converted.

Encrypt - encrypts the selected dictation. You must enter and confirm an encryption password. You can select more than one dictation (ctrl and shift keys).

Decrypt - Decrypts the selected dictation. You must enter the password used to encrypt the dictation.

Split dictation - enables you to split a selected dictation into several smaller overlapping parts with approximately equal lengths.

Open attached document - opens the attached file of the selected dictation in the application in which the attachment was created.

Attach document - enables you to attach the selected file to the dictation. 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 already has a file attached, the user is asked to overwrite the existing file. A paper clip icon in the worklist indicates that a dictation has a file attached.

Detach document - enables you to remove an attached file from the dictation. Specify the drive and directory in which to store the file. The attached file is moved to the specified location and removed from the dictation.

Copy to folder - enables you to copy the selected dictation to another folder. Select a folder in the displayed dialog and click OK. The dictation is now stored at both locations.

Move to folder - enables you to move the selected dictation to another folder. Select a folder in the displayed dialog and click OK. The dictation is now stored at the new location.

Change dictation state - Displays the Change Dictation State dialog, where you can change the state of the selected dictation. Select a state in the displayed dialog and click OK.

You also have the possibility to choose whether the dictation position should be reset or not. You can select your choice at the bottom of the dialog. If you select this checkbox, the dictation position will jump back to the beginning of the dictation. If you leave this checkbox empty, you can continue the dictation from the same position.

You should be aware that changing the dictation state does not initiate follow-up tasks like automatic emailing or conversion.

Dictation properties

The Dictation Properties dialog lists all properties relating to the selected dictation on the following tabs: Dictation Tab, Document Tab, File Tab, Audio Tab. Properties can be defined when creating a dictation and, if necessary, edited at various stages of the workflow. Each property is displayed as a column in the Dictation list. Default properties can be defined in your user preferences. This ensures that many of the property fields are automatically filled in by SpeechExec when a new dictation is created.

How dictation properties are edited depends on the type. Some properties can be selected from a menu or a calendar, or the information must be typed into the field. For information on the types of properties, see Types of Dictation Properties.   The Copy button can be used to copy the dictation properties of the selected dictation to another program.

Delivery information - displays delivery information (like 'Sent to') of the selected dictation.

New subfolder - creates a folder one level below the selected folder.

Hide - hides the selected folder. The folder is not visible in the tree and is no longer available.

Delete - deletes the selected folder after your confirmation.

Rename - enables you to change the name of the selected folder.

Folder properties - displays the Folder Properties dialog. Here you can view and edit the properties.

Recognition settings - displays the Recognition settings page of General Settings. Here you can enable speech recognition and define speech recognition settings.

Add to speech recognition queue - adds the selected dictation to the offline speech recognition queue. The queued dictations are visible in the Recognition and adaptation queue panel. This option is only available for Dragon NaturallySpeaking users.

Export to speech recognition application - Exports the selected dictation to an external speech recognition engine. For this option, an external speech recognition engine must be installed. This option is only available for Dragon NaturallySpeaking users.

Start recognition queue - Starts processing the dictation files in the offline speech recognition queue in the Recognition and adaptation queue panel. This option is only available for Dragon NaturallySpeaking users.

Stop recognition queue - Stops the offline speech recognition processing of the dictation files in the Recognition and adaptation queue panel. This option is only available for Dragon NaturallySpeaking users.

Start adaptation - Starts adaptation of the speech recognition profiles based on the corrected dictation files. The desired adaptation method must be selected in the pop-up window. This option is only available for Dragon NaturallySpeaking users.

Train user profile for online recognition - Displays the Dragon NaturallySpeaking dialog for training the selected user profile. The desired user profile can be selected on the Recognition settings page in General Settings. This option is only available for Dragon NaturallySpeaking users.

SpeechMagic audio wizard - Starts the audio wizard where you can set and test your preferred SpeechMagic recording and playback devices. This option is only available for SpeechMagic speech recognition.

Synchronize SpeechMagic profile now - Synchronizes the settings of your selected SpeechMagic user profile, which is necessary to record a dictation with a SpeechMagic device. This option is only enabled if you have selected a user profile on the Recognition settings page of General Settings.

General settings - Displays the General Settings dialog. Here you can make settings for your Worklist module, dictations, Digital Pocket Memo and Recorder module.

Sounds and audio device properties - Displays the Audio device settings dialog. Here you can make sounds, audio and hardware settings. To display the corresponding Microsoft Windows dialog, click on Sounds and audio devices properties.

Toolbar - shows or hide the Toolbar

Status bar - shows or hides the Status Bar

Folders - shows or hides the dictation folders tree pane

DPM devices - shows or hides the DPM devices pane, which shows the status of the connected Digital Pocket Memo devices.

Filtering - shows or hides the filtering panel.

Recognition and adaptation queue - Shows or hides the Recognition and adaptation queue panel. This option is only available for Dragon NaturallySpeaking users.

Show Gridlines - shows or hides the gridlines between columns and rows in the dictation list.

Waiting list - shows or hides the Waiting list panel.

Reset view - resets the default layout of the main window.

Refresh - updates the information displayed in the dictation list for the currently open folder.

Filter on/off - applies the configured filter to the dictation list. Select the menu command again to return to the unfiltered dictation list.

Filters - displays the Filters dialog. Here you can define filter conditions to display only items with specific properties.

Find - displays the Find dialog. Here you can search for the property values of the files currently displayed in the dictation list.

Sort - opens a menu with all available column headings in your dictation list. Select a column to sort your dictation list by the column.

Choose Columns... - opens a menu with all available column headings in your dictation list. Activate the corresponding checkbox to display a column, clear the checkbox to hide a column. For an explanation of the columns, see Dictation Tab in Dictation Properties.

Minimize - minimizes the Worklist to a button on the Windows taskbar.

Displays system information, for example, the location of used configuration files and third party components used by the application.