Microsoft PowerPoint - Delaware_User manual for administrators.pptx

eScribersDictationSuite

UserManual

December2022

Arizona Maryland LondonNewYork Virginia

eScribersTranscriptionServices&CourtReportingfortheLegalCommunity

eScribersisproudtopresentacustom‐builtdictationsuiteforon

thegroundcasework.

Thesystemisbuilttoaccommodatedictationsandinter viewsboth

bytelephoneorbyappforphoneswithaninternetconnection.

Thesystemisaccessiblefromalldevicesandiseasytonavigate.

Foradditionalquestions

orsupport,pleasecontact

dicta[email protected]t

TableofContents:

I. DictateyournotesviaiPhoneorAndroidApp

II. Dictateyournotesviatelephonedial‐in

III. Reviewyourdictationsandtranscriptsonline

IV. Administratorfeatures

V. Appendix

AbouttheDictationSuite

I. DictateyournotesviaiPhoneor

AndroidApp

DictateyournotesviaiPhoneorAndroidApp

Todownloadthe

iPhoneApp

Todownloadthe

AndroidApp

eScribersoffersacustom‐builtvoicerecorderapplicationforbothiPhoneandAndroid.

Theappisfreeandeasytouse.

Recordasmanydictationsorinterviewsasyoulike,theneasilyreplayandrename

themperyourliking.

Wheneveryouareready,youcansendyourrecordingsovertoeScriberswith

aclickof

abutton,andeScriberswillreturnthemtoyoutranscribedinlessthan24hours.

eScribersDictationAppcaptureshigh‐qualityaudiorecordingswhichcanberecorded

livefromanywhere,regardlessofyourWi‐Fiorconnectivitylimitations.Recordings

canbestoredandreviewedforreplay,editing,

deletion,orsending.Internet

connectionisonlyneededforsending;internetconnectionisNOTneededfor

recording.

Todownloadtheapp,openthe

AppStoreandsearchfor:

eScribersDictation

Todownloadtheapp,openthe

GooglePlayStoreandsearchfor:

eScribersDictation

TheeScribersDictationappiscompletelyfreeonboththe

AppStoreandtheGooglePlayStore.

DictateyournotesviaiPhoneorAndroidApp

TobeginusingtheDictationApp,loginusing

youruniqueeScribersusernameandpassword.

Yourusernameandpasswordforthenew

systemhavenotchangedandarethesameasin

thepriorsystem.

Ifatanypointyouforgetyourpassword,youcan

easilyretrieveitbytappingForgot

Password? at

thebottomrightoftheloginscreen.

Record

1.Tobeginarecording,tapthemicrophoneicon

atthebottomofthescreen.Thereis nolimitto

thelengthofyourrecording.

2.Assoonasrecordingbegins,apauseicon

appearsinplaceofthemicrophone.Thepause

iconenablespausingduringarecordingatany

point

simplybytappingpause.

3.Resumearecordingbytappingthe

microphoneiconorendarecordingbytapping

thestopicon.

Beforebeginningthefirstrecordingonthe

device,theuserwillbepromptedtopermitthe

apptoaccessthedevicemicrophone.Notethat

themicrophonewill onlybeactivatedduringthe

timeofarecording.PleasetapOK.

Nofearofphonecalls!WiththeneweScribers

Dictationapp,recordingsareautomatically

pausedwhentheuserreceivesanincomingcall.

DictateyournotesviaiPhoneorAndroidApp

RenameRecording

Recordingsshouldbetitledperthe‘Case

Name’ofthedictation.Theinputrecording

namewillappearonthetranscriptastheCase

Name.

Torenamearecording,tapthepenicontothe

rightoftherecordingname.

TapRenametosavethenewrecordingname.

PlayRecording

Taptherowofyourdesiredrecordingtoopen

therecordingdetails.

Taptheplayicontobegintherecordedaudio.

Taptheleft‐facingroundedarrowtorewind

theaudio15secondspriorandtaptheright‐

facingroundedarrowtofast‐forwardthe

audio15secondsahead.

EdityourrecordingsviaiPhoneorAndroidApp

EditRecording

GobacktoanyofyourUnsentRecordingsand edit

thembytappingtheEDITbutton.Youwillthenhave

theoptiontopullthebluetoggle eitherRecordor

Edit.

RECORD

Dragtheverticalblue line 

anywherealongtheexisting

recordedaudiotoselecta

locationtoaddnewrecorded

audio.Taptheredrecordbutto n

tobeginrecording.

EDIT

Whenthebluetoggleissetto

‘Edit’,youwillbeableto:

Trim

Tap‘Trim’anddragthe

yellowsectiontohighlighta



sectionofaudioyouwishto

keep,whilethenon‐

highlightedaudiowillbe

trimmedoff.

SavingYourEdits

Saveyoureditedrecordingbytapping‘Save’

inthetoprightcornerandsavingasanew

copy(SaveCopy)oroverwritingtheexisting

file(Overwrite).

Delete

Tap‘Delete’anddragtheyellow

sectiontohighlightasectionofaudio

youwishtodelete,whilethenon‐

highlighted

audiowillbekept.

Back

DictateyournotesviaiPhoneorAndroidApp

Denotingtherecordingtype

Allrecordings–bothDictationsandInterviews

–arerecordedinthesamemanner.

Oncetheaudioisrecordedtheusercan

changethesettingsandinputstodenote

whethertherecordingwasaDictationoran

Interview.

Pleasenote:Onlyselectusershavepermission

toconductinterviews.

Interviews

Recordingsthat

areconductedasinterviews

ofmultiplespeakerscanbeeasilycustomized

toreflectthenumberofspeakersandtheir

respectivetitlesandroles.

1. Toindicatethatarecordingisan

Interview,tapthehorizontaltoggle.

Whenthetoggleissetto‘Interview’,

speakerswillappearbelow.

2. Eachspeakerrequiresatitle,a

fullname,

andarole.Theseex actcredentialswill

appearinthetranscript,soensurethe

spellingiscorrectbeforesubmitting.

3. Additionalspeakerscanbeaddedby

tappingtheplusicon,andspeakerscan

beremovedbytappingtheminusicons.

Note:

• Thereisnolimittothenumberof

speakersthatmaybelisted.

• Multiplespeakersmaybelistedunderthe

samerole.

DictateyournotesviaiPhoneorAndroidApp

SendRecording

Recordingscanbeeasilyandquicklysentto

eScribersfortranscriptionwiththetapofa

button.

TapSENDtosendtherecording

Therecordingstatusatthetoprightofeach

recordingrowreflectsiftherecordinghas

beenSentorifitisstillUnsent.

Oncearecording

issent,renamingthe

recordingisdisabled.

SentrecordingswillappearinyourClient

Portal.SeesectionIII.formoredetail.

DeleteRecording

Recordingsarestoredlocallyontheuser’s

personaldeviceandcanbedeletedatany

time.

Recordingscanbedeletedbeforeorafterthey

aresent.

Todeletearecording,tapthetrashiconatthe

bottomrightoftherecordingrow.

Theappwillprompttheusertoconfirm

the

requesttodeletearecording.

Oncearecordingisdeleted,thereisnowa yto

recoverthedeletedrecording.

DictateyournotesviaiPhoneorAndroidApp

AdjusttheDictationAppsettings

Userscanadjusttheirpersonalsystem

settingsbytappingtheSettingsiconatthe

right,topmostpartofthescreen.

Toreturntothemainscreen,tapthearrowat

thetopleftcorner.

SystemSettings

CellularData

Electtoenableordisableuseofcellulardata

for

executingrecordingsending.IfCellular

Dataisdisabled,recordingswillonlysend

whendeviceisconnectedtoWifi.

Purgesentrecordings

Electtoautomaticallyeraserecordingsfrom

theappuponsending.

DefaultRecordingname

Selectadefaultrecordingnameforallnewly

recordedaudiofiles.

Rewind/FastForwardIncrement

Settherewindandfast

forwardincrementto

15seconds,30seconds,oroneminute.

LogOut

Logoutontheapptoensureacco unt

recordingsareprivateandcannotbeaccessed

byothersusingtherespectivedevice.

II. Dictateyournotesviatelephone 

dial‐in

Dictateyournotesviatelephonedial‐in

PhonePrompts:

1. Ent eryourtelephonicaccesscode,followedby#

2. Speak/SayCaseName

3. ProceedwithyourDictation

4. Whenfinished,hanguptosubmityourDictation

5. YouwillseethecompletedrecordinginyourClientPortal

PhoneOptions(whiledictating):

Press#8‐HelpMenu

1‐Playbackrecording(frombeginning)

2‐Startrecordingandoverwriteatcurrent

position

3‐Startrecordingandinsertatcurrent

position

4‐Gototheendoftherecordingandstart

recording

5‐Gotobeginningofrecordingandstop(no

playback)

6‐Gotoendofrecordingandstop(no

playback)

7‐Rewind

8‐PauseRecording

9‐FastForward

Dial+18283733332

Findyourtelephonicaccesscodeonyouronlineportal

III. Reviewyourdictat ionsand

transcript sonline

Reviewyourdictationsandtranscriptsonline

eScriberssecureclientportal

Allpendingandtranscribeddictationscan

besecurelyviewedonlineinyour

personalClientPortalonTABula.

TABula usingyouruniqueeScribers

usernameandpassword.Yourusername

andpasswordforthenewsystemhave

notchangedandarethesameasinthe

priorsystem.

Note:Thisisthesameusernameand

passwordusedtoconnecttothe

eScribersDictationApp.

Uponloggingin,youarriveattheJobs pagewhereyoucanseeallsentrecordings.

• Filter,sort,orsearchforjobsbyusingthecolumnslistedonthedashboard

• Jobstatuswillappearas‘Processing’untiltheaudiorecordinghasbeentranscribed.

• Click‘View’toplaytheaudiorecordingat

anytimeandtoreviewthetranscriptonceitis

status‘Ready’.

• Archive transcribedjobsby clicking the redeyeiconbesidethejob’s‘View’button;view

archivedjobsbyclicking‘Showarchivedjobs’ atthetopleftofthejobslist

• Downloadacsvexportofthe datalistedonthispagebyclicking‘Downloadhistory’

https://tabula.escribers.net/

Reviewyourdictationsandtranscriptsonline

Uploadaudiothroughthesecure

onlineclientportal

Uploadanaudiorecordingonlineby

loggingintoyoursecureclientportaland

clicking‘UploadAudio’atthetopright

cornerofthescreen.

UploadaDictation

• AddCaseReferencename

• AddNotes,suchashard tospellnames

UploadanInterview

• UnderAudioType,clickINTERVIEW

• AddCaseReferencename

AddNotes,suchashard tospellnames

• AddSpeakerspresentintheinterview,

includingTitle,FullName,andRole.

Clickordragaudiofile

Clickordragaudiofile tocreateyour

DictationorInterviewjobinyour

ClientPortal.

TheClientPortalacceptsallfiletypes.

IV. Administrator features

Administratorfeatures

eScriberssecureadminportal

https://tabula.escribers.net/

Inadditiontocreatingyourowndictations,

departmentadministrators,regional

administrators,andlocaladministratorscan

securelyviewandmanagealldictationsand

reportingusers,respectively.

TABula usingyouruniqueeScribers

usernameandpassword.Yourusername

andpasswordforthenewsystemhavenot

changed

andarethesameasintheprior

system.

Note:Thisisthesameusernameand

passwordusedtoconnecttotheeScribers

DictationApp.

Viewdictationsofyourreportingusers

UponloggingintoyourClientPortal,click‘Jobs’fromtheMenu:

• ViewyourowndictationssenttoeScribersfortranscription

• Viewreportingusers’dictationssenttoeScribersfortranscription

• ClickViewtoplayaudioortoviewcompletedtranscripts

Note:Jobsareviewablebothtoauthorandtorespectiveadministrators.

Administratorfeatures

Viewyourreportingusers’activity

InyourClientPortalmenuontheleftofthescreen,click‘Statistics’:

• Sortandfiltercolumns

• Exportuser activity data by clicking ‘downloadhistory’intoprightcorner

Administratorfeatures

Manageyourorganization:

InyourClientPortalmenuontheleftofthescreen,click‘Manage’:

ClientGroups

Fororganizationsoperatingwithteamsofmanyusersandsupervisorsacross

multipleoffices,theGroupstabontheManagepageisanespeciallyusefulone.

• Addmembersandsupervisorstoateambyclickingthebluetext‘Members’or

‘Supervisors’

• Editeachgroups’permissionsbyclicking‘Edit’

• Deletea

groupbyclickingthetrashiconbeside‘Edit’onthegrouprow

• Create a new teambyclicking‘AddGroup’inthetopright

Administratorfeatures

Manageyourorganization:

InyourClientPortalmenuontheleftofthescreen,click‘Manage’:

ClientUsers

Fororganizationsoperatingwithteamsofmanyusersandsupervisorsacross

multipleoffices,theUserstabontheManagepagelendscriticalcontroloveryour

users’accessandinformation.

• Viewyourusers’logininformationandassisttheminresettingtheirpassword

• Edituser’saccessandfeaturesbyclickingthe

bluetextoftheirusername

• Createnewuseraccountsbyclicking‘AddNewUser’inthetopright

V. Appendix

Yourusernameandpasswordforthenewsystemhavenotchangedandare

thesameasinthepriorsystem.Notethatyourusernameandpasswordare

usedtoconnecttotheeScribersonlineClientPortalandtheeScribers

DictationApp.

FrequentlyAskedQuestions

WheredoI findmyusernameandpasswordfortheClientPortal?WheredoI findmyusernameandpasswordfortheClientPortal?

Recordingssentfromthetelephonedial‐inwillautomaticallyprocessintothe

ClientPortalasdictations.Interviewscanbecreatedforpermittedusersvia

theDictationApportheClientPortalUpload utility.

CanIuploadinterviewsfromthetelephonedial‐in?CanIuploadinterviewsfromthetelephonedial‐in?

UsertranscriptsareaccessibleintheClientPortalfor30days.

HowlongwillmytranscriptremainintheClientPortal?HowlongwillmytranscriptremainintheClientPortal?

Ensureeverywordiscapturedby:

1. Speakslowlyandenunciateyourwords.

2. Feelfreetotakeapause(2,5,or10secondsisokay!)

3. Considermakingorfollowingapre‐madeoutlineofwhattosay.

4. Ifyouforgottomentionsomethingearlier,say“timeout”.

5. It’sokaytostartover.Press

8topause,5togotothebeginningoftherecording,

and2torestartrecording.

6. Asyouedityourfinaltranscripts,thinkabouttheeditsyouaremaking‐consider

changingthewayyoudictate!

Maketheaudiosoundbetterby:

• Avoidingbackgroundnoise

• Dictatinginaquietplace

• Holdingthe

phoneheadsettoyourear/mouth

BestPracticeswhenDictating