Quikscribe Recorder
User Manual
Welcome to the World of Quikscribe!
Quikscribe
is designed to be easy to use, yet there are many features that make it an
incredibly powerful and reliable workflow system for dictation and
transcription activities.
Tutorial
demonstrations are built into both the Quikscribe Recorder and Player products
under the “Help” menu, which can also help you get started as a new user.
Online
video demonstrations are also available to provide instruction how to use
certain features.
This user
manual provides detailed explanation of all features and components. We invite you to become more familiar with
these features if desired. The time
spent learning advanced features such as “Undo/Redo” will provide personal time
savings for your future work efforts.
As always,
we invite your feedback, comments, and suggestions…
Table of Contents
Important Capabilities of Quikscribe
Requirements
for System (Quikscribe and Player) Installation
System Requirements (Minimum Recommended)
Installing
Quikscribe Recorder
Install Quikscribe Recorder Software and Hand Control
Software
Supported
Hand Control Devices
Configure Windows Audio Settings
Create Shared Folders on Network Drive
Configuring Quikscribe to Send Files
Setting
Up to Send Audio Files via the Network.
Add
Send Path Destinations for Networks
UNC
(Universal Naming Convention) Path Mapping
Setting
Up to Send Audio Files via E-mail
Registration and License Management
Deregister
and Move License to another Computer
Common
Hand Control Microphones
Hand
Control Programmable (Optional) Buttons
Hands-Free
Recording Using Foot Switch
Slider
Bar, Play Controls, and Volume Indicator
Detail
Panel – File Information and Markers
Attach
other Files or Documents
The
User Interface – Detailed Description..
Undo Dictation and Redo Dictation 
Housekeeping & Dictation Management
Options
Paste
Clipboard within Selected Marker
Paste
Clipboard as Image within Selected Marker
Import
File within Selected Marker
Export
File from Selected Marker
Insert
Marker & Paste Clipboard
Insert
Marker & Add Attachment
Select
screen region for capture from
How
to Insert Markers, Text & Screen Shots
How to Record, Rewind and Play an Audio File
How to Insert Markers, Text & Screen Shots
How to Attach Other Files or Documents
How to Send Audio Files via the Network
How to Import another Audio File
Philips
Digital Pocket Memo (DPM)
Selecting
Voice Recognition in Quikscribe Recorder
Quikscribe
Player Text Production if Voice Recognition is Performed in Quikscribe Recorder
Performing
Voice Recognition in Quikscribe Player
Voice
Recognition Folders and Users for Network Environment
File
Management and Management Option
Application Integration Capabilities
Open IAF file from My Computer or Windows
Explorer
Add Attachments and Markers to IAF file from
My Computer or Windows Explorer
Overview
The
Quikscribe Transcription System consists of two separate components – the
Quikscribe Recorder and the Quikscribe Player.
A tape
based system uses a machine to record audio to a tape. The tape is generally
filled, then taken to a typist who plays the tape back and types a document.
Quikscribe
Digital transcription uses the QS Recorder application to record audio to a
computer file on a PC. The file is then sent via a network to the QS Player.
There are
several advantages to this:
· Since there are no tapes, a
thirty-minute tape does not have to be filled before being sent to the typist.
A document as short as thirty-seconds can be dictated and sent, and worked on
immediately. Instructions to the typist
are imbedded in the document when it is sent
· No tape also means that a tape
cannot be lost or destroyed.
· And if a file is misplaced on the
network, a copy always exists back on the original recording computer.
When
transcription is completed, the typist prints the document
or forwards it back to the author for
review.
Both the
Quikscribe Recorder and Player are able to operate while other Windows
applications are used at the same time.
About the
Quikscribe System
Quikscribe’s
sophisticated technology provides new benefits for businesses and training
institutions around the world. Quikscribe has developed a breakthrough in
programming with its new ‘intelligent audio
file’ (.iaf). This unique format has given
Quikscribe the ability to design numerous innovative features for digital audio
recording, transcription and file management.
A cross
section of organizations including the legal industry, medical practitioners,
police, government departments, accountants, transcription companies,
secretarial services, organizations for the visually impaired, and educational
and training institutions are using the Quikscribe Digital Transcription
System. Apart from dictation and transcription, the Quikscribe Transcription
System is also used for technical writing, to send voice instructions, for
compiling reports and as a management and training tool.
With Quikscribe there are no tapes
or tape machines, so maintenance and distribution costs are significantly
reduced. Additionally, since ‘tapes’ are now files on a network, efficiency
increases providing genuine time savings. The reduction in expenses and
increase in efficiency greatly benefit most businesses that use transcription
as part of their daily activities.
The Quikscribe Transcription System
has an unconditional 30-day guarantee.
Specific information about the
features and functions of the Quikscribe Recorder and the Quikscribe Player follow.
Quikscribe
Workflow
The
Quikscribe process streamlines your dictation and transcription processes. Document production would proceed as follows.
· Dictate your document using the
Quikscribe Recorder software.
· Transmit your document across your
network, by email, or on a disk to the typist.
· Quikscribe Player notifies the
typist of the arrival of your document.
· The typist transcribes the document
This is
very similar to a tape system and the Quikscribe Recorder controls are similar
in function to allow you to start dictating straight away. The Quikscribe digital Transcription system
is also designed to assist you in documentation and file management, which will
be described later in this document.
Quikscribe is designed to decrease your production time and improve your
file management and documentation.
Voice Recognition Option
The Voice Recognition option will automatically produce a draft text document,
either before or after the transcriptionist receives the audio file. Voice Recognition software is additional and
is required for this option to function.
Please note
that “The Voice Recognition option should only be enabled if the optional voice
recognition software is installed and configured properly. Otherwise files that are sent to
transcription will not reach the intended destination.”
Important Capabilities
of Quikscribe
Additionally,
the Quikscribe Recorder software has the following important capabilities,
which will be described in more detail later in this manual. Taking full advantage of these Quikscribe
capabilities will increase the efficiency of your document production.
Insert Other Media.
Insert referenced material such as text, images, graphics, Internet links,
screen captures, etc., directly into the dictated file. These will be made
available to the typist and will eliminate the need for them to be retyped or
reconstructed.
Attach Documents
Attach documents of any type to the file. This is similar to attaching a
document to an email. The attached document will travel with the dictated file.
Random file access
Jump to any point in the file instantly. There will be no delay when rewinding
or fast-forwarding.
Insert audio mid-file
Insert audio of any duration at any point in the file without damaging any
other part of the file.
Undo changes
Undo changes you have made to the file, such as the last sentence you dictated.
Redo changes
“Undo the undo” if you change your mind.
Automatic File Backup
A copy of any dictated file sent will be kept at your computer to eliminate the
possibility of the loss of the file.
Security Encryption
Files can be encrypted for security purposes.
Unlimited File Length
Files can be of any length (determined by hard disk drive space). There is no
need to fill a tape since there is no longer a tape to fill.
Remote Dictation
Dictate on a laptop or digital recorder and email the file to the office.
Simultaneous Document Transcription
A single dictated file can
be split automatically into smaller overlapping segments and sent to multiple
typists to decrease the production time of large documents.
Dictation Metadata
Document management information is stored in the dictated file. Information
such as the matter number, the author’s name, the duration of the file, the
file number, and other metadata. The Quikscribe Player will add to this data the typist’s name,
typing duration, etcetera. The Quikscribe
Software Development Kit (SDK) also allows integration of the Quikscribe
Recorder and Player functions into other Windows applications.
Background Operation
The Quikscribe Recorder can operate in the background behind any other
application.
File Storage and Archive
Dictation files can be archived for security and historical purposes. This
process can be automatic, and the files can be protected from further edits.
Requirements for
System (Quikscribe and Player) Installation
The
following is needed for the system to work;
· The Quikscribe Recorder software
must be installed and configured on the author’s computer.
· The driver software for the
appropriate hand control must be installed on the author’s computer.
· The Quikscribe Player software must be installed and configured on
the typist’s computer. See Quikscribe
Player Manual.
· The sound card must be tested as operational on the typist’s
computer. See Quikscribe Player manual.
· If files are to be transferred
across a network between computers, it must be checked as functional and
appropriate directory permissions must be set.
· Meet minimum system requirements as
listed below.
System Requirements (Minimum Recommended)
PC with Pentium 200 MHz (or greater)
256 MB Ram (minimum)
Sound Card (preferably Sound Blaster)
Windows 2000, XP,
USB 1.0 or greater
20 Meg of free disc space
CD-ROM drive
Microsoft Word or any other Windows-based word processor
Internet Access (optional)
Network Card (optional)
Installing
Quikscribe Recorder
Performing
the following tasks is recommended for Quikscribe Recorder to function properly and
effectively. Performing these tasks will
allow you to quickly start using Quikscribe Recorder.
· Install Quikscribe Recorder and appropriate
hand control software
· Configure Windows audio settings
· Create folders on network drive for
shared access by both authors and transcriptionists (for network installations)
· Configure Quikscribe to send files
· Register software
· Review hand control microphone
training tutorial
· Set automatic file naming.
Details to
complete these tasks follow.
Install
Quikscribe Recorder Software and Hand Control Software
You may
install the Quikscribe Recorder from an installation CD or online.
If you are
using Windows 2000, XP,
To install
the Quikscribe Recorder software from the online download link, open the online
download link and follow the screen prompts.
· Close all Windows applications
· Insert the Quikscribe installation CD in the appropriate CD-ROM drive.
If the CD does not auto-start within 10 seconds, double click on My Computer on the desktop, and then
double click the CD or Removable Storage Icon.
· If the Quikscribe menu does not
appear, double-click the “autorun.exe” file to initiate the menu interface.
· Follow the on-screen
instructions.
· In Main Menu click INSTALL
· In next menu click Quikscribe
Recorder
· In next menu click the appropriate box for the hand control or
microphone that you are using with the Quikscribe Recorder
· The continuing menus guide you
through the installation of the Quikscribe Recorder and the appropriate hand
control drivers.
· During installation of QS Recorder,
you may select the desired options to include during installation, including
Voice Recognition integration with Dragon NaturallySpeaking,
Philips DPM integration and drivers, and integrated management features. To
include the optional features, select the “Complete” or “Custom” installation
methods. The custom “Management” option
will provide workflow tracking of file status, and the “DPM” option will
include drivers for the Philips Digital Pocket Memo portable recorder and the
Download Program to use with other portable recorders. Starting with Version 6.3.0.174 the DPM
drivers are included in the Default setup.
Supported
Hand Control Devices
Quikscribe Recorder supports several hand controls. Drivers for most of these hand controls are
on the Quikscribe installation CD or are included on a separate installation
CD with the hand control device. More
information about these devices is in the section
Following is a
list of the supported hand control devices.
Philips SpeechMike Classic (with thumb slide switch)
Philips SpeechMike Pro USB (with mouse trackball)
Philips SpeechMike Classic Plus 5272
Philips SpeechMike Pro Plus 5276
Philips SpeechMike Classic Plus Barcode 5282
Philips Digital Pocket Memo 9400i (portable recorder and hand control
combo)
Philips Digital Pocket Memo 9450vc (portable recorder and hand control
combo)
Philips Digital Pocket Memo 9600/9610 (portable recorder and hand control
combo)
Olympus DR-1000 (with mouse trackball and push buttons to
record/review/play)
Olympus DR-2000 (with thumb slide switch)
Olympus DS-4000 (portable recorder and hand control combo;
requires
Infinity USB Foot Switch (does NOT require installation of drivers)
Configure
Windows Audio Settings
· Close all Windows applications
· Insert the Quikscribe installation CD in the appropriate CD-ROM drive.
If the CD does not auto-start within 10 seconds, double click on My Computer on the desktop, and then
double click the CD or Removable Storage Icon.
· Click Install. Then click Quikscribe Recorder. Next select the appropriate hand control
option. Finally, click “How to Configure Audio Settings”.
This recording will guide you in configuring your Windows audio
settings. Or, if you prefer you can
follow the written directions below.
Following
is a summary of the instructions given in the recording “How to Configure Audio
Settings”, which is on the installation CD
as described directly above this line.
· Click on Start on your computer.
· Select Control Panel.
· Click on Sounds and Audio Devices. (If you don’t see this option, click on “Switch to Classic View” in the upper
left of the control panel screen.)
· Select the Audio tab.
· From the drop-down box for Sound Recording select your Quikscribe
microphone.
· From the drop-down box for Sound Playback select your computer sound card so sound will
playback through your speakers. If you
want playback through your microphone, you may select it for playback in
Quikscribe settings.
· Check Use only default devices at the left bottom of the Audio screen.
· You may now exit Control Panel.
· Now open Quikscribe Recorder.
·
Select
File and then Play/Record Levels.
·
Select
Options on this screen and then Properties.
·
Select
your Quikscribe microphone from the drop-down box for Mixer Device. Select Recording.
Click on OK.
·
Adjust
the volume upwards to the 1st or 2nd
Create
Shared Folders on Network Drive
Skip the section if you are not on a
network or will be sending files by email.
The
Quikscribe Recorder can send files across a network. Before this can happen,
shared folders need to be properly set-up and configured.
Note: We recommend
that a Network Administrator or IT support person complete the following steps
because all networks are different and there may be issues regarding security
and permissions.
To set up your environment to send files over the network:
· Use My Computer in Windows to make a folder (directory) within a public
shared folder on your File Server that everyone in your organization may
access. Call this folder “QSFiles”. That
is, create a shared folder called QSFiles on a
network drive (such as F:\QSFiles)
· Create a subfolder
called f:\QSFiles\Typists.
· Create subfolders
named for each typist: (f:\QSFiles\Typists\
· Within each of these individually
named folders, create another folder and name it “Completed”.
· Once completed your file structure
should look like this.
The above
steps set up the Primary SEND destination location and associated sub-folders
to be used by the Quikscribe Record authors.
Add or Delete Typists
If at any
stage you want to Add or Delete typists within the QSFiles directory, just Add or Remove them anytime. Add or
remove typists through “My Computer”, not through Quikscribe. The Quikscribe Recorder simply builds a list
based on available typists within this directory.
If you have a
large office or organization and you would like to set up multiple typing
directories, set them up by repeating the above process. You would add another subfolder under
QSFiles, such as f:\QSFiles\Typists2, f:\QSFiles\Estates, f:\QSFiles\Dr_Doe, or
f:\QSFiles\Division2. Then create subfolders named for each typist and within each
typist folder a file named “Completed”.
You set up the same structure for these new subfolders under QSFiles as
you did above for the folder Typists.
The typist subfolders may be the same names or different names.
Once you
go through this process, you’ll understand that it’s very easy to add new
destinations. For large installations,
please contact Digital Technology for special instructions to assist with
installation.
Configuring
Quikscribe to Send Files
You should configure the Quikscribe Recorder before
you send any audio files.
Setting Up to Send Audio Files via the Network
Quikscribe Recorder
can send files across a network to your typist, who will be notified to
transcribe the files. To initialize this
process, shared folders need to be properly set-up and configured. You and your
typist(s) will access these folders. See
section Create shared folders on network
drive above, which describes setup of your Primary SEND destination location and associated
sub-folders.
Note: We recommend
that a Network Administrator or IT support person create the folders because
all networks are different and there may be issues regarding security and
permissions.
In the QS Recorder, you specify the send destinations in the "Send to" panel. That
is, you create a dictation file, and then select Send. In the "Send to" panel you can then enter
the destination folders for the initial setup.
Follow the instructions Add Send
path destinations for networks below to configure your recorder to send
files. (Demonstrations are shown in the
video tutorials.)
You may also set up destinations using email addresses. See below for
e-mail destinations.
Add Send Path
Destinations for Networks
Perform for each QS Recorder!
· Open the Quikscribe Recorder
software.
· Click on the Send Audio File icon.
· Next, select Edit Path.
· Click Send Type at the upper left of the panel and select LAN.
· Select the drive letter for your
network shared folder from the drive box (the upper box on the left).
· In the Site Location
box, navigate your way to the public shared folder on your File Server.
· Select and double-click the QS Files\Typists folder that was described in the
section Create shared folders on network
drive above.
· Then select Add. Typists will now appear under Current Sites as shown below.
·
Click
OK.
· Then select Add and then OK.
· Under the “Method Tab”, select
Network.
· You will see within the Typist list
box, a list of all typists in the QSFiles\Typists directory. Below is an example the “Send to” panel for sending via your network.
· Click Close.
UNC (Universal Naming
Convention) Path Mapping
UNC paths
provide the ability to use a network resource without formally mapping to
it as a drive letter. To set a send
destination using UNC paths do the following:
· Open the Quikscribe Recorder
software.
· Click on the Send Audio File icon.
· Next, select Edit Path.
· Click Send Type at the upper left of the panel and select Lan.
· Click the UNC button in the Network Locations panel. The panel
is displayed below with the UNC button outlined in red.
· The Browse for Folder panel will now display. Browse your network and double-click your
preferred send destination. Click OK.
· Next click Add in the Network Locations panel. The folder chosen will now
appear under Current Sites.
· Click OK.
· The folder chosen and its subfolders
will be defined as send destinations in the Send to panel. See below.
Setting Up to Send Audio Files via E-mail
The
Quikscribe Recorder can easily send files across the Internet via e-mail. Before you can do this, Quikscribe needs to
be configured to send files by e-mail.
Following are the steps for e-mail configuration.
· Click on Recorder Settings icon.
· Go to Author’s Details.
Enter your Email address.
· Check either Use SMTP Server or your
default email client. In the example
below the default email client is Microsoft
Outlook. See these options in the
image below.
· If you do not have desktop email or
if you wish to use the SMTP server, select SMTP
Settings as shown in the image above.
A panel for SMTP Settings will display as shown in the image below. You
must enter your SMTP (outgoing) server name, which has a format such as
mail.yourisp.com or smtp.yourisp.com. In
addition, enter your SMTP (outgoing) server port number, which often is
25. You may need to contract your ISP to
get your server name and port number. If
your ISP requires user authentication, check the box Server requires name and password.
Then enter your email Username
and password. Your server name is
required in order to enter your username and password. If your ISP matches address to
authentication, check Match sender
address to authentication. Click OK when finished entering
settings.
· Now click OK in the Author’s
Details panel.
· Click on System Settings again.
· Go to Record Controls Tab. Before sending an audio file via e-mail it is
highly recommended that the file be compressed; otherwise it may take ten times
longer to send the audio file. For Record Compression select “Real
Time Compression
· Then click OK.
Add Send Addresses for Email
· Open the Quikscribe Recorder
software.
· Click on the Send Audio File icon.
· Click on Edit Path.
The Email Recipients panel will display.
· Click Send Type at the upper left of the panel and select Email.
· If you use Microsoft Outlook, a
pop-up panel will appear allowing you to elect to download your Outlook
contacts. By checking to allow access for 1 to 2 minutes and clicking Yes, your contacts will be downloaded.
Next select the email address you wish to add from the pull down box under New e-mail address. If you do not wish to access your Outlook
contacts, click No when the Outlook panel displays and type the e-mail address
you would like to add in the New e-mail
address box.
· Then select Add. The e-mail address you selected or entered
will be added to the list of Current
e-mail addresses.
· Click OK.
· You are back to the Send to panel.
· Under the “Method Tab”, select E-mail.
· You will see under E-mail, a list of
all the email addresses you added. Below
is an example of the “Send to” panel
for sending via e-mail.
· Click Close.
Registration
and License Management
A single
license key is used for all installed copies of QS Recorder and QS Player in
your office. You do not need individual
license keys for each copy of the software.
You will have one license number for QSR and one for QSP.
Please register your software within 30 days
of installation; otherwise it will go into DEMO mode. If the software goes into
DEMO Mode, you will only be able to record for up to 30 seconds.
If you are using Windows 2000, XP,
Registration
To register Quikscribe Recorder do the following within Quikscribe
Recorder.
· Select the Help menu.
· Select the Register option.
· Locate the registration code (with dashes) provided upon purchase for the
Quikscribe Recorder or Player.
· Copy (CTRL-C) and Paste (CTRL-V) this registration code into the space provided or type the code into the entry panel. The
code is not case sensitive.
· IMPORTANT: Type the user id or PC identification in the User ID panel, and then select Register. Please enter a unique entry to identify the
PC – this will be helpful for any future support issues such as license
transfer to another PC.
Select Register to confirm the entries:
The following panel will appear
confirming the registration for the PC.
At
this stage your software should be registered. Check the status of your
registration with these last two steps.
·
Within
Quikscribe select the Help
menu.
·
Select
the menu option 'License Info'. Your license level should be “Full Quikscribe Recorder License”.
The same QSR or QSP registration code is used for all PCs purchased under your
account, according to the number of licenses purchased.
Deregister and Move
License to another Computer
The registration
method allows you to easily transfer a license from one PC to another. You may Deregister the software and move the license to another
computer using the same registration code (without intervention from Digital
Technology).
To deregister, do the following within Quikscribe Recorder.
· Select the Help menu.
· Select the License Info option.
· Click the button Go Online.
· Print or copy your license number so you can paste it to or enter it in another
computer.
· Click the button Deregister.
· Once more … Click the button Deregister
· When you next open Quikscribe
Recorder on this computer, demo mode
will be operational which will allow only 30 second dictations.
Your license number is now removed
from the computer from which you deregistered Quikscribe Recorder. You may now install Quikscribe Recorder on
another computer. Follow the
registration instructions above to register Quikscribe Recorder on the other
computer.
Change Quikscribe User Name
To change the user name do the following within Quikscribe Recorder.
·
Select
the Help menu.
·
Select
the License Info option.
·
Click
the button Go Online.
·
Click
the button Change Computer ID.
·
Enter
the new user name in the box above the license number.
·
Click
the button Rename.
·
Click
Close.
List
Registered Machines (Computers)
To list
Registered Machines (Computers) do the
following within Quikscribe Recorder.
·
Select
the Help menu.
·
Select
the License Info option.
·
Click
the button Go Online.
·
Click
the button List Registered Machines. See the image below.
·
Click
the button List. Review the list of machines and users.
·
Click
Close.
Recover Registration
In some instances a license number
may be recovered from a computer that experiences a hardware malfunction. If Quikscribe Recorder goes into demo mode and
Quikscribe Recorder has been previously installed registered on your computer,
you may attempt to recover your registration.
This option is not used for computers on which Quikscribe Recorder has
never been registered. To attempt license recovery do the following within
Quikscribe Recorder.
·
Select
the Help menu.
·
Select
the License Info option.
·
Click
the button Go Online.
·
Click
the button Recover Registration.
·
Enter
your Quikscribe Recorder license number in the box.
·
Click
the button Recover License.
·
Click
Close.
Hand Control Microphones
Hand
Control Microphones are an integral part of Quikscribe. Choosing the right microphone for your
business and becoming familiar with it are very important. If you generally dictate at your desk, a USB
(non-portable) microphone may be best for you.
If you often dictate away from your desk, a portable microphone may be a
better choice. Base your choice of microphone
on your style, type, and location of work.
Common Hand Control
Microphones
Below are
the pictures of some possible hand control microphones.
Philips Speech Mikes
Voice Input Station
Philips Digital Pocket Memo 9600
New Hand Control
Microphones
SpeechMike Air (wireless hand control
microphone)
Philips has a new line of SpeechMike hand control microphones that is currently
available. The “Air” model is wireless, allowing freedom of movement
without being tethered to the computer. The unit comes with a docking
station for charging when not in use, and has a modified Bluetooth frequency so
there is no interference from other devices. We’ve integrated the new
models into the Quickscribe Recorder software.
We’ve included both push-button and slide switch models.
Sanyo Recorder
The Sanyo digital portable recorder has a thumb slide switch, and the dictation files may
be reviewed and edited as desired. Files are easily downloaded using the
new Quikscribe Downloader program included with Quikscribe Recorder. The
Sanyo doesn’t have a lot of the features or quality you’ll find with the more
expensive portable recorders, but it’s a good value.
The
Hand Control
Training
To review
or define specific button functions for the Hand Control microphone, click on Help and then select Hand
Control Training. (See below
for using the USB foot switch for recording.)
Quikscribe will display a picture of your hand control microphone. By
pressing each button on your hand control, the onscreen picture will display
the function of the button.
Hand
Control Training displays a graphic image of the device you have connected to
the PC. The Quikscribe Recorder
automatically recognizes the device, and shows and tells you the functions of
the buttons on the hand control.
Press
each button on the hand control, or use your mouse to select the button. The function of the button will then display
and play. Through the tutorial, you may change the function of programmable
buttons according to your personal preferences.
A drop-down
box will display at the top of the function panel for buttons that are
programmable. By clicking on the
drop-down box, a list will appear showing all the available options for
assigning the desired function to a programmable button. An explanation of each function is displayed
when it is selected. Additional options
may be displayed at the bottom of the panel, if they apply to the selected
function.
The
functions of a portable microphone may vary depending on whether the microphone
is connected or not connected to the USB port of your computer.
Below is a
list of programmable (optional) functions.
Hand Control
Programmable (Optional) Buttons
Following
are the functions that may be assigned to any of the programmable buttons on
the hand control. Some functions have
additional features which are listed below the description of the function.
Beginning of File – move pointer to beginning
Close File – close audio file
Display File Menu – displays file menu
Display Marker Menu – displays
End of File – move pointer to end of file
FforwardAudio – fast forward the audio
Insert Blank Marker
Insert Marker & Add Attachment
Insert Marker &
Capture Active or Full Screen
Insert Marker & Capture Active Window
Insert
Marker & Capture Defined Screen Region: allows you to specify a region of the screen and
capture the image as a
The default is:
If you uncheck this option then you can define the capture
region.
Click the button Change
Capture Region. The following panel
will display to allow you to define the capture region. You may now enter the X, Y mouse coordinates
and the width and length of the capture region.
Using Please see the
Markers section for a complete explanation.
Insert
Marker & Capture Full Screen
Insert Marker & Paste Clipboard
Insert Marker & Paste Image
Insert Marker & Paste Plain Text
Insert Marker & Paste Rich Text
Last Record Edit – move the pointer to the position of the start of the last
recording edit
New File – create new file
Nil Function – deactivate button on hand control
Play Audio - Plays audio.
The default is the checkbox “Hold
down to play” is unchecked, which allows you to press the button to play
audio and to press it again to stop playback.
If you check the box Hold down to
play, audio is played when the button is held down and stops when the
button is released.
Record Audio
Recording Mode – toggle between insert, overwrite, and append modes
Redo Audio – see description of Undo/Redo in the section Undo Dictation and Redo Dictation
.
Rewind Audio
Send File
If a file is sent as urgent using the
Hand control button, a panel will display noting that the file was sent as
urgent. The seconds in the send as
Urgent option may be set as low as zero seconds.
Undo Audio - see description of Undo/Redo in the
section Undo Dictation and Redo Dictation
Hands-Free Recording Using Foot Switch
The USB
Foot Switch provides a hands-free recording capability
(which is ideal for pathologists or other professionals that need to use both
hands for other activities). Rather than
using a Hand Control Microphone, you can use the triple action foot switch in
conjunction with a boom microphone or a Headset/Microphone. As a result, you
can Record, Stop, Rewind and Play while doing other things with your hands.
Below is how the foot switch works.
The
following is an example of typical button settings for foot pedal control. The QSR Foot Control Training Tutorial
provides the ability to customize and select the desired button functions,
including button combinations. For
instance, you may select the combination of buttons 1 and 3 to send the file to
transcription.
|
NEW FILE |
If no file is currently open, press button No 2 |
|
RECORD |
Hold button No 2 down to Record, release to
stop. Or select Toggle Mode to press
once to start recording and then press again to stop recording. |
|
PLAY |
Hold button No 3 down to Play, release to stop |
|
REWIND |
Hold button No 1 down to Rewind, release to stop |
|
SEND |
Hold button No 1 down then hold down button No 3 |
New Ergonomic Foot
Pedal
The new Infinity USB foot pedal has the same 3 buttons as the old Infinity model,
but with an improved ergonomic design.
Waterproof Foot Pedal
Quikscribe Recorder
also includes integration support for a waterproof
foot pedal for hands-free recording controls in messy lab environments.
Set
Automatic File Naming
To save
time, the Quikscribe Recorder can automatically name each new audio file
created and at the same time, index the file number by one, to ensure that each
new file created is unique. To enable
this feature of Quikscribe follow the steps listed below. (If you prefer to name each file as you
record it, please skip these steps.) The
send filename cannot include more than 63 characters which includes 15
characters that Quikscribe generates.
Your user name should, therefore, not contain more than 48 characters.
· Open Quikscribe Recorder. Select Fileè System Settings è File Management.
· Enter your name or initials for User Name.
· Check Enable Auto-Numbering.
· Check Auto-Number Imported Files.
Using the Quikscribe
Recorder
Main
Interface
Open
Quikscribe Recorder. You will see the
main interface as shown below.
Here is
the main interface as it appears when recording. The function of each toolbar icon is labeled
and the bar at the bottom of the screen shows the status of the recording. The file name of the current recording is
shown in the top bar of the screen.
Please review the interface. The user interface has been designed to be
relatively simple to use and understand.
For the detailed function of the icons see the section The
User Interface – Detailed Description.
Record and Send an Audio File
You are now
ready to record an audio file.
· Click the Create New Audio File Icon.
*
· Enter any file details that you wish
to add e.g. Subject, Matter No, etc.
· Click Create or press ‘Altè R’ on your keyboard. This will create your new audio file. Click Cancel
or press ‘AltèC’ to CANCEL the creation of the file.
· Slide to REC or hold down the REC
button on the Quikscribe Hand Control and speak to record. The microphone is built into the Hand
Control. To stop recording slide to STOP
or release the REC button.
· Slide to F.RWD or press F.RWD to
return to the beginning of the dictation.
· Slide to PLAY or press the PLAY
button to hear what you have just recorded. (If you cannot hear the recording,
please refer to the video demonstration on the installation CD, “How to Configure Windows Audio Settings”.)
* You may program a button on your hand control microphone to perform
this function.
Now you are
ready to send your audio file.
Provided
you have set-up Quikscribe correctly, it is very easy to send audio files. If you encounter problems sending the file,
please refer to the section above “Configuring
Quikscribe to Send Files.”
To send
an audio file across the network:
· Click the Send Audio File Icon. *
· Under the “Method Tab” make sure Network
is selected.
· Select the typist who will transcribe
your dictation from the list of Typists.
· Select the “Required In” time and “On
Completion” notification.
· Click Send.
* You may program a button on your hand control microphone to perform
this function.
To send
an audio file by e-mail:
· Click the Send Audio File Icon. *
· Under the “Method Tab” make sure E-mail is selected.
· Select an e-mail address from the
list box.
· Select the “Required In” time and “On
Completion” notification.
· Click Send.
* You may program a button on your hand control microphone to perform
this function.
When the
file is sent for transcription, the date and time the file is due to be
completed is added to the filename as a prefix.
Corrupt File Protection
Quikscribe
Recorder has a safeguard to prevent recording to a file that may become corrupt.
Recording will stop or in some cases an audio alert of ‘Uh-Oh’ will be
heard. At that point attempt to send the
audio in the file. If the file will not
send, try the following:
· Open the file in Quikscribe Recorder
· From the File menu, click Export Audio.
Save the file which will be a .wav file.
· Close the file.
· Click Create New File. Name the
new file and click Create.
· From the File menu, click Import Audio.
Select the .wav file and click Open.
· Now send the file that was created.
Features of
the Interface
The user
interface title bar shows the current filename open. To access the top menu functions you can
click on menu item or press the ‘Alt’ key then the desired menu item. For ‘File’ press AltèF.
Status of the
Recorder
The status
of Quikscribe Recorder is quickly determined by looking at the status indicator
in the top left corner of the user interface.
Below are some examples of the indicator.
The indicator flashes alternately
white, then red while recording.
The letter I in the top indicates
Insert mode; O indicates overwrite mode, A indicates
Append mode.
The
possibilities of the indicator are:
· Microphone – no file open
· O – file is open in Overwrite
mode (recording will overwrite existing
content)
· I – file is open in Insert mode (recording will be inserted between existing
content)
· A – file is open in Append mode (recording will always be appended to the end
of the audio file, no matter where the starting position for recording is
located)
· P – file is playing
· Backwards arrow – file is rewinding
· Forwards arrow – file is moving
forward
The
taskbar icon also flashes alternately red and white while recording.
In
addition, the Status Bar shows the current status of the file.
From
left to right the status bar displays:
· Number of attachments
· Current recorder status
· Recorder edit mode – Insert,
Overwrite, or Append
· Current file position – hours:
minutes: seconds
· File length – hours: minutes:
seconds
Slider Bar, Play
Controls, and Volume Indicator
The slider
bar and play controls allow you to control your position in the file, and the
current action of the Recorder.
Play Controls Slider Bar
The
slider may be moved using the mouse from the beginning of the file to the end
of the file and to any position in-between.
The action of the play controls from left to right is:
· Beginning of file
· Rewind File
· Play File
· Stop File
· Record
· Forward File
· End of File
The
Volume Indicator shows you the record and playback audio
levels.
Insert Dictation
Now you
are ready to change an audio file by inserting dictation.
The Quikscribe Recorder normally records in OVERWRITE mode,
like a traditional tape cassette recorder does. However, the Quikscribe
Recorder can also record in INSERT mode, which means you can insert additional
dictation within your existing recording (e.g. mid-sentence) rather than having
to add dictation at the end of your recording. Append Mode ensures that
recording content is not lost. If you rewind and review the existing
recording, then select ‘Record’, the position pointer will move to the end of
the existing file and commence recording at that point. If the same thing
were done in ‘Overwrite’ mode, as with a tape system, existing content would be
overwritten. You may also define the default recording mode to be used
every time a new file is created.
There are
three ways to change the Recording mode from OVERWRITE mode to INSERT
mode.
· Use the INSERT button on the Hand
Control (providing it is configured do so under the
Record Tab under the Settings Icon).
· Press the “Insert” key on your
keyboard, which will toggle the record mode from Overwrite Mode to Insert Mode
and visa versa.
· Select the Edit menu and then select
Insert or Overwrite Mode.
When you
change the Recording Mode from OVERWRITE mode to INSERT mode, the status bar at
the bottom of the Quikscribe Recorder will update and display which mode you
are in. In addition, the indicator in
the top left corner will show “O” for OVERWRITE or I for INSERT.
To
demonstrate inserting dictation, do the following:
· Create a New Audio File by clicking
on the Create New Audio File icon.
· Record “A - B - C - D - E” in Overwrite
Mode.
· Rewind to
the beginning of the audio file.
· Change the Record Mode to INSERT mode by using one of the three
ways above.
· Record “1 - 2 - 3 - 4 - 5”.
· Rewind to
the beginning of the audio file and press or click PLAY.
· You should hear “1 - 2 - 3 - 4 - 5 - A - B - C - D - E”.
Detail Panel – File Information and Markers
The
Quikscribe Recorder user interface shown below displays the Detailed
Panel. In detail view file properties
entered, such as Subject, Matter No, Doc Name, and DocType, when a file is
created are displayed. The
The
Detail Panelshows important metadata
associated with the file. (The
details are grey and cannot be edited). The
MarkersPanelshows current
Markers
are shown in the display below. Markers
are text or images that are to be imported and included with your dictation. Double-click the
Insert Marker in
Recording
Quikscribe
can insert referenced material such as text, images, graphics, Internet links,
screen captures, etc. directly into the dictated file. The insertions are made
available to the typist and eliminate the need for the insertions to be retyped
or reconstructed. To do so the
Quikscribe Recorder creates and inserts
The main advantage of
To
demonstrate:
· Create a New Audio File by clicking
on the Create New Audio File icon.
· Record “A B C D E”.
· Open an existing Text or Word
document and select some text within the document with your mouse or with
keyboard keys.
· Press CTRL C.
· Now press CTRL 7. This is the default Hotkey for the Quikscribe Recorder
to paste a
· View the Markers panel to see the Marker that has been
added.
· Click the Marker to select it. To view the Marker, double-click it or select
Markers from the top menu and select View Selected Marker.
Attach other Files
or Documents
The
Quikscribe Recorder can attach other files and documents within the audio file.
These files can then be extracted by the Quikscribe Player.
To
demonstrate:
· Create a New Audio File by clicking
on the Create New Audio File icon.
· Record some audio and then stop.
· From the menu bar select File and then Add Attachment.
· Using the Add Attachment dialogue box, browse your Hard Drive or
Network, select a sample file, and select Open.
At this
stage, the file you selected is attached to your current audio file. In the
bottom left hand corner of the Status Bar you should notice #1, signifying that
you have one attachment to the file.
If you
want to Remove or Extract any attachments from an audio file, do the following:
· From the menu bar, select File and then View Attachment.
· Select the file you want to Remove
or Extract.
· Then select either Remove or Extract.
The User Interface – Detailed
Description
The User Interface of the Quikscribe Recorder provides interaction
with the software controls using the PC display monitor and computer
mouse. For normal dictation, it is not
necessary to rely on the User Interface display, as the hand control microphone
(such as Philips SpeechMike or Voice Input Station) will provide all controls
for recording/playback, as well as advanced features available on the special
function buttons (see section Hand Control
Training).
New Audio
File 
Selecting
this icon will create a new audio file so that you can begin recording. Below is an image of the panel that will
display when you select the new audio files icon. You may enter subject, Doc Name, matter No.,
and Doc Type. You may select the
Intelligent Audio File (.iaf) format.
The file will be named automatically if you selected Enable
Auto-Numbering in Settings. Otherwise, you will enter the file name. You may override the file name even if you
have automatic numbering set. The prompt
dialog on creating a new file will always be on top of the main Quikscribe
Recorder interface in case the new file icon is accidentally pressed when a
file is open.
You may also assign the New File function to a button on your
hand control. To assign the new file
function to a button on your hand control:
· Choose Help, then Hand Control
Training.
· Press the button on the hand control
that you wish to assign the new file function.
· From the drop-down box choose New File.
· Press Close.
Three options are available for creating
new files:
· The 1st option creates a
new file and brings up the ‘New Audio File’ box which allows you to add
information, such as subject and matter no., to the file. To choose this option go to the Recorder Setting icon and choose the File Management Tab, check ‘Allow data to be entered’, and click OK.
After you send a file, you
will need to click the new file icon to create a new file.
· The 2nd
option automatically creates a new file but will not display the ‘New
Audio File’ box. To choose this option
go to the Recorder Setting icon and choose the File Management
Tab, check ‘Just
create a new audio file’, and click
OK. Now after you send a file,
Quikscribe will automatically create a new file. With this option the ‘New Audio File’ box is not
available to add information, such as subject and matter no., to the file.
· The 3rd
option automatically creates a new file and displays the ‘New Audio File’ box. To
choose this option select Help,
then Hand Control Training. Press the send file button, then check Send current file then automatically create
a new file, and click
close. This option automatically creates a new file when you
send the current file and brings up the ‘New Audio File’ box which allows you
to add information, such as subject and matter no., to the file.
To save
time Quikscribe automatically names the new audio file based on the “Sender
User Name” which is set under the File
Management Tab under the Settings
Icon.
However, if you want to change the file name, you can do so before
pressing Create. The send filename cannot include more than 63
characters which includes 15 characters that Quikscribe generates. You should, therefore, enter no more than 48
characters for a file name.
Quikscribe
Recorder deletes the new file created with zero duration if an existing file is
opened from command line or last file.
Open Audio
File 
The Open Audio File icon allows you to open existing files that
are in your draft, sent, or pending directory.
Selecting this icon displays the Open Audio dialogue
box, where you may open files from the Draft
Audio folder, the Review
Audio folder,, the Sent Audio folder,, or Pending Audio folder.
Alternatively you can select the Browse
button and open any .iaf file on your system.
You may
open a file by double-clicking the file name or by pointing to the file name
and then clicking Open. You may sort the files in any directory
by date by checking Date order.
By clicking
Draft audio directory, Review
audio directory, Sent audio
directory, or Pending audio
directory at the bottom left of the screen, you may
quickly view the files in the Draft, Sent, or Pending folders. The Draft folder contains all work that has
not been to transcription, and the Sent folder contains all files that have
been dictated and sent. The files will
remain in the Sent folder as a backup for the default time period of 14 days. You may change this to a longer period in
System Settings. The Review folder
contains audio dictation that has been sent back to you from the
transcriptionist for your review. The
Pending folder contains audio dictation that did not get sent to the typist
destination.
As you
click on a file shown in the one of the audio folders, the File Details will appear for each file, and you will hear an audio
preview to help identify the file to open. File details such as the date and
time created and sent, the typist destination, the duration of the file, and
the status are displayed for files. If
the little yellow speaker to the
left of the Refresh button is
enabled, you can listen to the audio file before opening it. To disable this
function, simply click on the little yellow speaker to mute the sound.
You may
delete a file by pointing to the file name and then clicking Delete. If you delete a file in Quikscribe
Recorder, a copy of the deleted file is placed in the Windows Recycle Bin,
allowing later recovery if necessary. You will receive the following prompt
when you choose to delete a file.
If you attempt to open a file in the
sent directory, you will be prompted regarding opening the file. In addition, recall and status prompts
display.
Draft Audio Directory
An image of
the Draft audio directory appears below.
As you click on a file shown in the Draft
audio directory, the File Details will appear for the file, and you will hear an audio
preview to help identify the file to open.
You may enter and modify the contents of the following File Details
fields: Subject, Matter No, Doc Type, and Doc Name. Just type your additions or changes to each
field, and then press the Enter key to complete and save your
changes. Press the Tab key to move from one
file detail to another; however, the Enter
key must be pressed after adding or
modifying a file detail. While you are
editing, the text will appear in blue, and upon completion the text will appear
in black.
In
addition, the Audio Duration, Date Created, and Recording Time will display
under File Details.
Sent Audio Directory
Now select
the Sent audio directory.
See an image of the Sent directory below. Click on a file in the sent
directory to view the File Details. In addition to the file details displayed for
a draft file the following details are included: the date and time sent, the typist
destination, the sent filename, and the status.
Status updates are provided for a network environment with the
management folder defined in Quikscribe Recorder settings. Dictation that is
overdue displays in red font.
Pay
particular attention to the Destination
of the file. Checking this detail may
allow you to find what appears to be a “lost” file.
Files will
not send if the send path is not properly defined or if your network is not
available. Quikscribe provides overriding for non-ready mapped paths by replacing the
mapped name with the UNC name.
Recall and status
options are available from the sent directory.
If you wish to cancel dictation of a file, click Recall. If you wish to know
more details regarding the status of the transcription and typist, press ?
. The send status panel is displayed
below. The send status panel shows
typist details, file progress, and transcription time.
Pending Audio Directory
Below is an
image of the Pending audio directory. The pending directory lists files
that did not reach the intended typist destination. Notice that “Unsent: Pending” is listed in
Status. Files will not send if the send
path is not properly defined or if your network is not available. When Quikscribe Recorder is reopened, it will
attempt to send the files in the pending directory. If the files still remain in the pending
directory, you may reopen the file and resend it. Your send destination must be defined and
available on your network before resending the file.
The Quikscribe File Sender icon (
) in
your system tray will display in red when files do not send and are in the
pending folder.
Review Audio Directory
Below is an
image of the Review audio directory. The Review folder contains audio
dictation that has been sent back to you from the transcriptionist for your
review. Files in the review folder are
not also in the sent folder. You may
recall file in the review folder, edit the file to provide the information the
typist needs, and send it back to the typist.
The typist may elect to lock the file, so another typist will not
attempt transcription. Even if the file
is locked, the file will display in the review audio directory.
When a file
is returned from a typist, text will pop-up in a balloon on the author’s desktop.
An example is in the balloon image below.
In
addition, after opening a returned file the author may review the typist’s
request by selecting View Typist
Comments in the File menu. The Typist
Request panel will then display. See
an image of the panel below.
The typist
may also include a
A typist can
return files for review only in a network environment with the management
folder defined in Quikscribe Recorder settings.
In a non-network environment Quikscribe Player has an option for a
typist to email an author for additional information.
Master Audio Directory
The Master
audio directory contains master templates for files created in Presentation or
Education mode (instead of Dictation mode).
See the section Intelligent
Audio File Format for
descriptions of the various recording modes.
Recall and Resend a File
If you wish
to cancel dictation of a file that you just sent or add dictation to the file,
you may recall the file. The file will
be removed from the typist queue and added back to your draft directory. To recall and resend a file do the following:
· Open Quikscribe Recorder.
· Click the Open Audio File icon (the file folder).
· Select the Sent Audio Directory at the bottom left.
· Click the file you wish to re-send.
· Click the Recall ** button under File Details.
· Click the Send File icon (the two computers).
· Select the folder to which you wish to send the file.
· Click the Send button.
Table View
You also
have the option of a Table View of file
in the Draft and Sent folders. Click View at the top left corner of the Open
Audio File to toggle between
By
selecting Draft files, Sent files, or All Files from the pull down box at the bottom left of the screen, you can
quickly view the files in the Draft or Sent folders. You may also select All Files from the pull-down box to view both draft and sent
files. Alternatively, you can select the
Browse button and open any .iaf file
on your system. Clicking the Comments / History button will display a history of the time spent by the
typist(s) working on the file.
You may
open a file by double-clicking the file name or by pointing to the file name
and then clicking Open. Use the down arrow Þ to
move among files in the table.
Undo Dictation and Redo Dictation 
The Undo Dictation and Redo Dictation icons are
designed to SAVE TIME. This feature is useful
if your dictation recording style utilizes frequent starts and stops. That is, for each time you press the Record
button, and then stop recording, Quikscribe considers this passage as an “audio
edit”. You may UNDO each audio edit, as
Quikscribe recognizes the section from the last “stop recording” to the
previous “start recording”. Never again
will you have to waste time rewinding and finding your position within an audio
file to overwrite a mistake. Simply
press Undo and start recording again.
With the
Quikscribe Recorder, you can instantly remove any mistakes when dictating by
simply pressing the UNDO button (eliminates the need to rewind and find the
position to re-record over a mistake). The REDO button provides the opposite
function and recalls previously recorded sections. So if you made a mistake and
pressed UNDO to wipe it, but then changed your mind, you could instantly recall
the ‘wiped out’ passage by pressing REDO.
To
practice undo and redo, do the following:
· Create a New Audio File.
· RECORD “One” then STOP.
· RECORD “Two” then STOP.
· RECORD “Three” then STOP.
· RECORD “Four” then STOP.
· RECORD “Five” then STOP.
· Now press the UNDO button on the
Hand Control twice.
· Now REWIND to the beginning of the
audio file and press PLAY.
· You should hear “One - Two - Three”.
· Now press the REDO button twice and
then press PLAY.
· You should hear “Four - Five”.
You may
assign the Undo and Redo functions to buttons on the Hand Control, allowing you to quickly record and
edit in real time. As a result, dictation has never been easier. Use the Hand Control Training to program the Undo function to the
desired button on your hand control microphone.
(Go to Help, then Hand Control Training).
Close Audio
File 
The Close Audio File icon allows you to
close the current audio file. When you select the Close Audio File icon, Quikscribe automatically saves all the
material within your audio file, i.e. current Markers, Text Attachments, Screen Shots and
your file position. Your file is saved
in the Drafts folder and will be available for you to open by pressing the Open Audio File icon.
Quikscribe
does not have a SAVE button, because Quikscribe continually saves your file.
This means that every time you record or make an edit, Quikscribe automatically
saves. If power is lost to your PC at any time, you will not lose anything. Just open the file from your Draft folder the
next time you start Quikscribe Recorder.
Send Audio
File 
The Send File Icon allows you to send your audio file either
by the Network, FTP, or via E-mail. Alternatively, you may browse to a folder
on your computer or network.
You can send either in .iaf or .wav format. You may choose either format in the File Management Tab under the Settings Icon. You may also select .wav format in the Send Audio File panel. Only the Quikscribe Recorder and
Quikscribe Player can open an .iaf file.
If you wish to create or send audio files to someone that does not have
Quikscribe, you will want to send a standard .wav file. A .wav file will contain only audio;
attachments will not be included as in an .iaf file.
When you press
the Send File Icon, a ‘Send To’ dialogue box will appear. Here you can select
the method (Network, FTP, E-mail, or Browse) and recipient. The ‘Send To’ panel provides the mechanism to
enter the destination identification for the ‘file send’ methods of Network,
FTP, and Email. Edit Path allows you to define the destination for each method.
For
example, if you are sending files to a shared folder on your network file server and wish to add a
path to send files do the following:
· Click the Send Audio File icon.
· Select the Network method.
· Click Edit Path.
· Double-click the destination folder
under Site Location that you wish to
add.
· Click Add to include the destination under Current Sites.
· Click OK.
· The new destination folder will now
be shown in the top box of the Send to
dialogue box and the names of the typists will appear in the bottom box.
The destination you added will appear in the Network as the
directory Typists does below. The
subfolders, which will generally be the names of the transcriptionists, will
display in the box with the heading Typist.
When you send a file to a typist, the typist name appears at the top of
the dialogue box. In the box below the
dictation is being sent to Sally, so the top of the box shows: Send
to C:\QsFiles\Typists\Sally. When
you send a file you may choose from the destination folders in the top box and
from the typists in the bottom box.
Note:
To send files through a network, shared folders need to be properly
set-up and configured. You and your typist(s) will access these folders. See the section Create
Shared Folders on Network Drive, which describes setup of your Primary SEND destination
location and associated sub-folders. To add Typists’ names in the Typists section
in the Send To box, please refer to the instructions listed under the
section Add or Delete Typists.
If you are
sending files to an FTP site, select FTP as the method, then select Edit
Path to enter the logon parameters for the FTP
site. FTP Target Directories Are Set
Intuitively. You can easily browse to
define the exact folder on the FTP file server.
If you are
sending files to an email address
and wish to add an email address, do the following:
· Click the Send Audio File icon.
· Select the E-mail method.
· Click Edit Path.
· Type the New e-mail address that you wish to add. Instead of typing an e-mail address, you may
load addresses from your Outlook contacts by clicking Send Type and then Email.
When the Outlook panel displays, select Yes to allow access to your Outlook address book. Next select the email address you wish to add
from the pull down box under New e-mail
address.
· Click OK.
· The e-mail address will now be shown
in the box under E-mail of the Send to dialogue box.
The e-mail
address you added will be shown in the box under e-mail as the e-mail addresses
show below. When you send a file to an email address, the address appears at
the top of the dialogue box. In the box
below the dictation is being sent to Sally, so the top of the box shows: Send
“filename” to Sallly@quikscribe.com. When you send a file you may choose from the
e-mail addresses displayed.
Note:
To send a file through email your email address must be entered in
Author’s Detail in system settings. In
addition, compression of the file is recommended.
Send as wave provides the option to send the
recorded audio file in universal .wav format instead of .iaf (Intelligent Audio
File) format. The advantage with this feature is to be able to send an
audio file (or audio email message) to an outside recipient who does not have
the Quikscribe software installed.
If
you change the send destination or instruction without sending a file, you will
be prompted to save the changes. The
following prompt will display.
If you
have a single typist that you send all your dictation to and you do not wish to
provide additional instructions before sending your audio file for
transcription, you can speed up the process by eliminating the ‘Send To’
dialogue box. To disable the dialogue box click on the Recorder Settings Icon, select File Management tab and then select the option ‘Just send the current audio file’ from
the Send Audio Icon option.
When you
send a file, you can also include the following instructions:
·
Turn
around time (priority)
·
Notification
required (e-mail or phone) upon completion
·
Request
for a print out of your document
·
“Archive
audio” tags so the audio portion of the file is saved in the Archive folder as
a .wav file for future reference
·
Additional
Comments / Keywords
See below
for further description of these instructions.
Required in: Select
turnaround time from dropdown box.
‘Urgent’ is at top of list. On completion: Request phone or email confirmation
upon completion, including return document via email. Print out: Request for your document to be printed. Archive audio: Store
.wav file copy of audio file. Comments/Keywords:
include additional notes or instructions. Send as Wave: Send as .wav file instead of .iaf file. Encrypt:
Encrypt file for security. See Options below. File Details: add or modify the Subject, Matter
No, Doc Type etc. Options: Split file and/or add password. See below.
“Send To” Dialog Box
The
instructions for the date and time when a completed document is due may be
selected from the Required In
feature in the Send to panel. The default options are shown in the table
below. You may specify your preferred
turnaround times. See the section Priorities – Turnaround Time below.
|
Urgent |
4 hrs |
|
Today (at 5 P.M.) |
5 hrs |
|
Tomorrow (at 5 P.M.) |
6 hrs |
|
15 min |
7 hrs |
|
30 min |
8 hrs |
|
45 min |
12 hrs |
|
1 hr |
24 hrs |
|
2 hrs |
48 hrs |
|
3 hrs |
|
The
instructions for notification On
Completion of the document prepared from the dictation include the
following options:
· No Notification
· Call Author
– The typist is prompted to call the author upon completion of the document.
· Call Secretary
– The typist is prompted to call the author’s secretary upon completion of the
document.
· Email Author
– Quikscribe Player prepares an email to send to the author and the typist is
prompted to attach or link the document upon completion of the document. For this option the author’s email address
must be entered in Settings>Author’s Details.
· Email Secretary – Quikscribe Recorder sends an email to the author’s secretary to
expect transcription notification when the author sends the dictation for
transcription. Quikscribe Player
prepares an email to send to the author’s secretary and the typist is prompted
to attach or link the document upon completion of the document. For this option the author’s and secretary’s
email addresses must be entered in Settings>Author’s Details.
Quikscribe
Recorder provides Options to split
the audio file into smaller segments.
This is most useful when using the Email method, in order to get past
the file attachment size limitations of many Internet Service Providers. To use this feature with email do the
following:
· Click Options in the Send to
dialogue box. The box that appears is
displayed below.
· Select “When sent via E-mail”.
· Select the desired time increment
under
· Enter an automatic Audio Overlap time of 5 seconds or more
to assist with collating the audio files during transcription. The overlap will repeat the end of the
previous split audio file.
· Click Save.
To enable
encryption:
· Click the Set Key button in the Send
Audio Options box. The Set Encryption Passphrase box appears.
See the box below.
· Enter and confirm a Passphrase (or password) that will be used by both the QS
Recorder and QS Player. The passphrase
should be the same on all copies of the QS Recorder and QS Player for the
entire organization.
· Click OK.
· Click Save on the Send Audio
Options box.
· Now create a test file and send it
with encryption enabled.
· You will now have the option to
encrypt a file when you send it by checking Encrypt in the Send
to dialogue box. The test file you created and sent will not be encrypted
but future files sent may be encrypted by checking Encrypt in the Send to box.
Priorities – Turnaround Time
Ability to define priority settings for organization or each author
- this allows you to specify the desired turnaround times as a drop-down
selection table.
The Send
File panel in QS Recorder has a drop-down list to select the desired turnaround
time. QSR now provides the ability to easily customize the priority
list. The list may also be defined for the organization using the QS
Manager.
The
required in time shown above has been customized. To customize your turnaround time do the
following:
· Click the Send Audio File icon.
· Select Priorities at the top left of the panel.
· Select Edit Priorities. The Send
Priorities panel will display. An example of the panel is shown below.
· To delete a time select it and click
Delete.
· To add a time select Add New.
· Name your preference. In the example below the name is “HIGH”.
· From the pull down box select Minutes, Hours, or Days. In the example below “Hours” is selected.
· Enter the number of Minutes, Hours, or Days.
In the example below “4” has been entered.
· Click Save.
· Repeat for additional turnaround
preferences.
You may
remove all times before adding your preference by clicking Clear All.
In addition, you may return to the Quikscribe installation settings, by
clicking Set Default. The up and down
arrows (one above the other) allow you to move rapidly among entries.
Settings
Icon 
The Recorder Settings icon allows you to
configure the Quikscribe Recorder. When you click on the Settings icon you will
see five tabs:
· Record Controls
· File Management
· Author’s Details
· Voice Recognition
· Hot Keys
You may
also access the recorder settings by choosing File and then System
Settings.
The button for Hand Control Training is available at the bottom left of each tab. If s
The button for Factory Reset is available at the bottom left of each tab. This button enables settings to be completely reset. If factory reset is selected, paths will need to be reset and file storage locations may change. Other settings will also be lost. This button should, therefore, be used with caution.
Information
about the settings within each tab follows.
The Record Controls
tab lets you set the recording mode and features for the Quikscribe Recorder.
Record
Quality
Record Quality sets the sample rate required for
recording. The Quikscribe Recorder can
record at five different sample rates: 4
kHz, 8 kHz, 11 kHz, 22 kHz, and 44 kHz.
A high sample rate produces better audio quality but a larger audio
file. A low sample rate produces lower audio quality but a smaller audio
file. Medium quality of 11 kHz provides
good quality for most recording and produces a moderate sized audio file.
If recording files are sent over the Internet, record
quality of 8 kHz or 11 kHz is recommended to keep file size to a minimum and
Real-Time Compression or Post Compression is recommended.
Record
Compression
The
Quikscribe Recorder provides three options for record compression. Real Time compression is the default form of
compression.
Real Time Compression – As you record, Quikscribe is compressing the
audio file on the fly and saving the data to disk. This is the preferred option
as the files are much smaller and when sent for transcription, are already
compressed. The
Post Compression – Quikscribe saves the file in a non-compressed
format within the .iaf file. When the file is sent for transcription,
Quikscribe then compresses the audio file.
No Compression - Quikscribe saves the file in a
non-compressed format within the .iaf file.
Real-time
compression is the best mode to record in, as the resultant audio files are
very small and there is no delay when you press Send because the audio file is
already compressed. The only downside is that your PC must have the processing
power and memory resources to perform real-time compression. If you are using
an old PC, you may have problems, in which case you will need to use Post
Compression. Or if you like, you can choose no
compression. The table below illustrates the size of the uncompressed and the
compressed files based the on the sample rate or record quality.
Sample
Rate Uncompressed Compressed
4 kHz 480
kBytes/Min 49
kBytes/Min
8 kHz 960
kBytes/Min 98
kBytes/Min
11 kHz 1.32
Meg/Min 135
kBytes/Min
22 kHz 2.64
Meg/Min 270
kBytes/Min
44 kHz 5.28 Meg/Min 540
kBytes/Min
Intelligent
Audio File Format
This
feature sets the recording format.
Dictation Mode is the default format.
A description of each mode follows.
· Dictation Mode
– Used for standard dictation. This is
the default recording mode. To record, the RECORD button on the Quikscribe Hand
Control is held down. To stop recording the RECORD button is released. To
record more audio, the RECORD button is pressed down again and released once
again to stop. When the file is sent for transcription, the date and time the
file is due to be completed is added to the filename as a prefix. Every time the RECORD button is held down and
then released to stop, an audio edit is allowed. This means the Undo and Redo feature may be employed to remove or
replace audio dictation.
· Transcription Training Mode – This mode is identical to the above Dictation Mode, except
when the audio file is finished and sent for transcription, an internal flag is
written within the file, preventing the file from being deleted once it is
completed within the Quikscribe Player. This allows a trainer or teacher to
create training content or lessons that will not be accidentally deleted after
completed by students. No date or time is present at the beginning of the file.
· Computer Based Training (CBT) Mode – Used for developing CBT audio/visual presentations
(see CBT development manual). From a
recording perspective, this mode is identical to the above Dictation Mode. The
major difference being when the audio is played in the Quikscribe Player, any
captured screen shots (BMP) or embedded images (PNG, JPEG, WMF) within the
audio file are visually displayed within a separate window. This makes it is possible
to record and create web-ready CBT content seamlessly behind any windows based
application.
· Presentation Mode – Used for developing audio/visual presentations with
MS-PowerPoint. This mode is very similar
to the CBT above. However, rather than displaying images within a separate
Window when played within the Quikscribe Player, images are displayed full
screen. This mode is ideal for making
dramatic audio/visual presentations.
Images can accurately and easily synchronize with audio since Quikscribe
very efficiently supports graphics.
· Interview Recording Mode – Used for tamper-proof recording. A time and date stamp is kept of the
recording session. To record, the RECORD button on the Quikscribe Hand Control
is pressed once to start recording. To stop recording, the RECORD button is
pressed again. The major difference with this recording mode and all the other
recording modes is that audio can never be edited. Overwrite, Insert, Undo or Redo audio edits are not available in this
mode. At any time the recording may be stopped, rewound, and played. However, when the RECORD button is pressed
again, the Quikscribe Recorder automatically jumps to the end of the audio file
and appends the additional audio as a separate track within the same file. Each time recording is started or stopped, a
special Interview Marker that cannot be deleted or modified is inserted in the
audio file, detailing the date and time when the audio started or stopped.
Also, in this mode, all new audio files are automatically named with the
current date and time. Lastly, in this mode both the Import Audio and Export
Audio feature are disabled, ensuring that the original audio file can never be
modified or changed by anyone. When the audio file is played in Quikscribe
Player, rather than displaying the percentage (%) completed in the task bar
when being transcribed, the actual time (HH:MM:SS) when the file was recorded
is displayed. Additionally, whenever the Quikscribe Player encounters an
Interview Marker in the file, the typist is notified with an audio prompt and
the current date and time from the Interview Marker can be instantly pasted
into the current document. The audio
file cannot be altered during or after recording and is protected from setting
back of the computer system time.
Hand
Control - Seek Speed
The Seek
Speed determines the Rewind and Fast Forward speed for the Quikscribe Hand
Control. This value is measured in seconds and determines how fast the
fast-forward and rewind controls move through the dictation file. The default value is 2. The speed and may be set between 1 (slowest)
and 100 (fastest).
Hand
Control - Comm
Port
The Quikscribe Recorder uses a hand control microphone to
record and edit audio files. In order for the Hand Control to work, it must be
connected to a working USB or
The default setting for the Hand Control is USB Auto-Detect. For example, if you have the Philips SpeechMike or Digital Pocket
Memo you should set the
Recording
Time Available
This
displays the current available recording time on your Hard Drive. The Recording
Time Available value is in HH:MM:SS.
Changing either ‘Record Quality’ (Sample Rate) or the ‘Record
Compression’ settings will directly affect the
recording time available
With
modern hard disk drives, space is not really an issue, so this value will
usually be 999:59:59 and it generally means that you have more time than that
available.
Advanced Record Options
Three
options are available in Advanced Record Options as you can see below.
Voice Activation
This option can only be activated when no file is
open.
Voice Activation is disabled if it has been turned on
in the Master template of Quikscribe Enterprise Manager.
As the
name suggests, the input sound level will control this recording.
To use voice activation and to calibrate the sound trigger level, do
the following.
· Close any open audio files
· Select Voice Activation.
· Click the ‘Threshold’ button. A dialogue box will appear to calibrate the
level at which recording will be activated.
· The ‘Current Ambient Noise’ is a value that represents the background
noise picked up by the microphone. The activation level must be set above
this value otherwise the Recorder will be constantly recording.
· ‘Simulated Record State’ shows the level the recorder would normally
be recording. BUFFERING means that the
software is sampling the microphone input levels but is not recording. RECORDING means that the level is higher than
the value in the ‘Set Trigger Level’ box below it, and input volume will be
sufficient for recording dictation.
· Set Trigger Level (Peak). Talk into the
microphone at the level you would normally speak. Do not speak louder than you
normally would. Adjust the Trigger Level until the ‘Simulated Record State’ shows ‘RECORDING’ when you speak, and
‘BUFFERING’ when you are silent.
Threshold
Settings for Voice Activation
Now open
or create a new file. Operating the
record button will now activate the software to record, but only when the input
sound level is above the trigger threshold set in the steps above.
Note: For hand control microphones that
use buttons for record/playback instead of the slide switch, the best way to
use this option is to set the record button to ‘Press the Record button and DON’T hold down while recording’. The
button can then be used to activate recording mode with the sound level
activating actual recording. If the
button were in the mode ‘Press the
Record button and HOLD down while recording’, the button would have to be
held while speaking above the trigger level to activate recording.
Pre-emption
This
option is only available while voice activation is disabled.
This
option allows the software to record audio prior to activation by the record
button. It is for use by people who
speak before they have hit the record button. If your typist reports that the
beginnings of your sentences are clipped, you should experiment with this
option. The value is in seconds and is the amount of audio that will be
recorded prior to hitting the record button.
This
option is best explained by example.
· Set the value to 2.0
· Create a new file.
· Start to count and slide to record
or press the record button at three while counting through to five.
· Stop recording and rewind to the
beginning
· Play the file
· You should find that the ‘1’ and ‘2’
have also been recorded.
Provide Audible Feedback
This
activates a small click sound when the recording button is pressed.
This
sound is ‘click.wav’ and is found in the Program Files/Quikscribe/Quikscribe
Recorder directory.
You may change
the sound if you wish, but recording will not commence until the sound has
stopped, so too long an audible warning may create unwanted delays at the start
of recording.
Record Mode Options
You may set
the default record mode to Overwrite, Insert, or Append. The audio file is in the default mode unless
the mode is changed during recording.
The mode will revert to the default mode upon closing and re-opening the
file. The modes are as follows:
· Overwrite – recording will overwrite
existing content
· Insert – recording will be inserted
between existing content
· Append – recording will always be
appended to the end of the audio file, no matter where the starting position
for recording is located
If Store Record Mode in file is checked, Quikscribe
Recorder remembers the last record mode option chosen before a file is
closed. When the file is reopened, the
record mode is in the same mode as when the file was closed.
Audio Devices
You may
select the Record Device or hand control that you wish to use for recording
from various devices that are installed in your computer.
In
addition, you may select the Playback Device or hand control that you wish to
use for playing your recordings from various devices that are installed in your
computer.
You may
choose a different device than your computer’s sound system to playback
recordings created in Quikscribe Recorder.
If you choose to playback dictation through your hand control, other
audio may still be played through your computer speakers if your Windows
default is to your computer’s sound system.
Housekeeping & Dictation Management Options
Quikscribe has options to assist
with file cleanup and maintenance. Below are the options available for file
housekeeping and management.
Automatically delete files
in Sent File Path older than __ days
Once dictation has been recorded and sent for transcription
there is no need to keep the audio file indefinitely on the Quikscribe Recorder
because it is purely a means to an end (i.e. to create a printed document).
However rather than automatically delete the audio file, Quikscribe stores the
file for a fixed period of time. The original file is retained for 14 days (default),
in case the audio file that was sent via the network or via e-mail is lost,
misplaced or corrupted, so then another copy can be sent.
Prompt on startup if draft
audio files exist in draft audio directory
Each time you start QS Recorder, a pop-up panel will
appear providing notification that there are unfinished dictation files in
your Draft folder that still need to be sent.
Prompt for instructions if
an audio file is already open
If you try to create a new file, a pop-up panel will
alert you that you already have a dictation file open. You will be prompted to select the
desired option to continue. You may -
continue recording the current file -
send the current file to be transcribed -
close the current file and create a new file -
(or Cancel)
Keep QSR display as
foreground while dictating
If this option is checked, Quikscribe Recorder will display
in the foreground of the desktop while the user is recording. When not recording, Quikscribe Recorder will
move to the background as other applications
move to the foreground.
File Management
The File Management tab lets you set
various file management features. See
the image and the information on file storage locations below.
The File
Management Tab lets you set up and configure the following:
Automatic
File Naming
To save
time, the Quikscribe Recorder can automatically name each new audio file
created and at the same time, index the file number by one, to ensure that each
new file created is unique (e.g. BH001, BH002, etc).
· User Name: It is suggested that you use your
name or initials but it is not mandatory. For example you may choose to name
the files by department or section where you work. The send filename cannot
include more than 63 characters which includes 15 characters that Quikscribe
generates. Your user name should,
therefore, include not more than 48 characters.
· Current Auto Number: This shows you the current
auto-number. You can change this number at any time. If you set the auto-number such that the file
it will create has the same name as a file existing in your Drafts or Sent
directories, the system will automatically choose the next number higher than
that file. For example if you already
had ‘John025’ in your Drafts directory and you reset auto-number to 1,
the Recorder will create ‘John001’ through to ‘John024’, then it will detect
the existing ‘John025’ and so create ‘John026’ instead.
Note: Sent
files are automatically deleted after a user defined period (See Record
Controls – Housekeeping and Dictation Management Options)
· Enable Auto Numbering: With this checkbox set, the Recorder
will automatically number each of your files incrementally. Examples of the resultant file are: ‘John001’, ‘John002’ or ‘JFS-001’,
‘JFS-002’. The auto-filename can be
changed before it is sent. (see Icons – Sent)
· Auto-Number Imported Files: With this checkbox set, the Recorder
will automatically name and number each of your files imported from portable
digital recorders.
· Play ‘New File’ notification: If checked, the words “New File” play when
you create a new audio file.
· Play file sent: If checked, the words “File Sent” play when
you send an audio file. The send filename cannot include more than 63
characters which includes 15 characters that Quikscribe generates.
· Prompt for profile on startup: If checked, the user will select the
appropriate profile on startup. Helpful
for multiple users of one computer.
· Set focus to ‘Matter number’: If checked, the
user if prompted to enter matter number first when creating a new file.
· Scan Import Folder Sub-folders: If checked files from subfolders will be automatically imported from a
portable device. This is limited to one level of subfolders below the
parent folder that is defined in the Import Directory Folder setting in QSR
Settings. The QSR/DPM Download program also imports files from subfolders
on the portable device.
New Audio Icon
The New
Audio Icon supports two modes as seen below:
Allow
data to be entered
- If this option is selected, Quikscribe will automatically load the New Audio File dialogue box, which
allows you to add additional data, e.g. Subject, Matter No, Doc Type etc.
Just
create a new audio file - If this option is selected, Quikscribe will automatically create a
new audio file without giving you the option to add any additional data such as
Subject, Matter No, Doc Type etc. Providing you have ‘Allow instructions to be
added’ selected under the ‘Send Audio’ Icon (explained below) you can add
Subject, Matter No, Doc Type etc before sending your audio file.
IMPORTANT:
If you choose ‘Just create a new audio file’, the data entry
dialogue box ‘New Audio File’ will NOT be displayed. This is significant for business environments
that do not want to capture extra information about the dictation file, and
want to minimize the steps in the dictation process. When a new file is created, the entry box is
not displayed, and the Quikscribe Recorder is ready to record dictation
immediately.
Send
Audio Icon
The Send
Audio Icon contains the following options as seen below:
Allow instructions to
be added -
Quikscribe will load the ‘Send To’ dialogue box. See below.
You may then select the File
Details tab to which allows you to provide instructions with your audio
file. See the image of the File Details
tab below:
Just send the current
audio file - Use
this mode if you DO NOT want to add additional instructions when you send an
audio file, and you ALWAYS send your audio files to the same location with the
same preferences. When you send a file,
Quikscribe will now automatically send your audio files via the mode (Network,
FTP, or E-mail) you chose in the Send File panel
and will send to the typist, FTP location, or email address you chose. If you later need to send files to a
different destination, you would need to choose a different mode and/or
destination in the Send File panel.
Due end of day - Allows you to select the time your
work day ends. The time you select will
be used in the definition of the send priorities of Today and Tomorrow.
Check Available Path - If selected, this feature will
check the existence of the network send path before sending a file. For slow network environments, selecting this
feature will reduce the wait time seen when sending a file. If the network
connection is not available, then files are saved in the 'Pending' folder, and
QSR will attempt to send to the destination when the QSR program starts (or is
restarted). If the network path is
unavailable, you will get a warning similar to the one below.
File
Storage Locations
Below are the directory paths for
the Recorder. When updating, the profile
of a prior version remains and Quikscribe uses the same file storage locations
to maintain continuity.
File
storage locations for Quikscribe Recorder.
Under
most circumstances, use the default settings from the initial installation.
Working
Directory – Default
name is QsFiles. This is the directory where the Recorder
creates its working subdirectories. At installation these directories are
created on your computer’s hard disk to maximize access speed and system
performance. The working directory is
the default location where all audio files (i.e., .iaf files) are created and managed. Within the
working directory (not shown) is a ‘Sent’ directory acting as a backup. If this
directory is ever deleted or renamed, Quikscribe will automatically create a
new ‘Sent’ directory.
Note:
Although you can change the QsFiles directory under the File Management tab, it
is highly recommended that it be left as a local directory on your
computer. Because writing audio data is
a very time sensitive procedure, latencies common to most networks can cause
gaps in the recorded audio file. A warning will display if you attempt
to set the working directory to a non-fixed drive.
Profile
File – Shows path
and name of current profile. The default
profile file is ‘recorder.pfl’,
which contains all personal settings for the system settings and also hand
control settings. If your organization uses Quikscribe Enterprise Manager or
has a network location for user profiles, your profile will be loaded from the
current profile directory set up by your organization and your profile name will most likely be ‘YourName.pfl’.
Import
Path – Folder where
files imported from an external source will be placed. Quikscribe will periodically scan this
folder and import files into the draft folder.
Reports
Path – For every
file sent, the Recorder will write a small text file containing the metadata
for the file such as Author, Date Sent, and Method Sent etc.
Management
Path – If the
Management option was selected during installation (“Complete” or “Custom”),
then the Management Path must be defined to enable communication of status
updates between QS Recorder and Player.
The Management Path folder will hold a repository of files with an .imf
file name extension that represent files in process. The Management Path acts as a conduit for QS
Recorder and Player, and provides the ability to access file statistics
throughout the distributed network environment.
Generally the Management Path is defined to be a subfolder under QSFiles
on the shared network drive. For
example, if files are sent from QS Recorder to the network folder, such as
Q:\QSFiles\Typists\<typistname>, then set the Management Path to
Q:\QSFiles\Management for all installations of Quikscribe Recorder.
In addition to the above
specifications for file/folder locations, the Quikscribe Recorder also creates
and uses the following folders for data files.
These folders are contained under the folder QSFiles:
Drafts –The
working directory for dictation files for storage of files in progress. The Quikscribe Recorder creates the recording file in the QsFiles\Drafts
directory usually found at C:\QsFiles\Drafts. It constantly writes and saves to
that location, so even if your computer crashes, most of your recorded file
will be intact.
Pending - Holding folder for files that
don’t send because the send path is incorrect or unavailable or the network is
not available.
Sent – Folder containing copies of files sent to transcription.
Review – Folder containing files that have
been returned to the author from the typist with comments for review.
Import – Folder that contains files that have been downloaded from
portable units or other removable storage devices.
VR\Input – Voice recognition input folder. Quikscribe sends files to this folder to be
read by voice recognition software.
VR\Output - Voice recognition output folder. Voice recognition software sends completed
files to this location to be processed by Quikscribe.
QSRManage – Local management folder.
IMPORTANT:
The destination folders for your dictation files (where you will SEND
your dictation to be transcribed) are not specified in this
panel, but are defined in the ‘Send File Options’ panel.
Start
Up
Display in detailed view
This
option will display the file properties (subject, matter number, document name,
and document type) on the lower portion of the main user interface. After changing to or from detailed view you
will be prompted to restart Quikscribe Recorder as shown in the following
dialog box.
Display Send Paths
If selected, this option will
display the send paths when Quikscribe Recorder is opened or when a profile is
changed. See below.
The user
then has the option to change the send destination. If a network destination is not available,
the user will receive a prompt similar to the one below.
Send
Audio File As
The Quikscribe Recorder can send audio files as an
“Intelligent Audio File” (.iaf) or “audio only” (.wav) file.
If you use Quikscribe’s advanced .iaf format, all of the following information will be sent within
the audio file. Only the Quikscribe
Recorder and Quikscribe Player can open an .iaf file.
Audio content (dictation)
Text attachments
Graphics and screen shots
Other files or attachments
Database for management purposes
Author’s details
Typist’s instructions & notes
By selecting .wav
format, only the audio content will be sent. If you wish to create or send
audio files to someone that does not have Quikscribe, you may select to send a
standard .wav file.
File
Monitoring
The file
monitoring period determines how often file
properties are updated. Sent files are
scanned based on period selected, so you can track work-in-progress. You can easily check on files to see if
they’ve been completed (or how much of the file is completed), where it was
sent, and who worked on the file and for how long. The default setting is
20 minutes.
For file
monitoring to function the “Management” option must be selected and installed
during the Quikscribe Recorder installation process, and the Management Folder
must be defined under Settings > File Management to a shared network folder
(such as “Q:/QsFiles/Management”) to save the .imf management files. These files retain the statistics and
characteristics of the file and the workflow progress.
Author’s Details
The Author’s Details tab enables the Quikscribe Recorder to
automatically save all contact details within every audio file created by the
Quikscribe Recorder.
The
contact details do not determine or affect file handling, but help the
transcriptionist to identify the author of the dictation file. The included author details may not be needed
in organizations where the author and typist are in close contact with each
other, but the details become important in large environments where typing
pools are used or when overflow dictation is outsourced.
The
author’s details available are:
· Title, First Name, Last Name
· Department, Floor
· Company, Location
· Address, Phone, Fax
· Email, SMTP Server, Port
· Secretary Email
The panel
contains a field to specify the user’s SMTP Server address for your Internet
Service Provider (ISP) since some ISPs require account authentication to send
outgoing email messages.
Voice Recognition
See the section
Voice Recognition for detailed information about this feature.
Hotkeys
Quikscribe
Recorder functions are usually managed with a hand control device such as the
Philips SpeechMike. Quikscribe Recorder also has the ability to be
controlled using keyboard “hot-key” strokes, which are defined in the Settings
panel. This provides greater flexibility to use other devices such as the
ShuttlePro. The hotkeys can be defined for ‘global’ actions (engaged for
QSR no matter what Windows application is active) or ‘local’ (engaged only if
QSR is the active application).
For
example, if you press CTRL 6 you can create a Marker. If you press CTRL 7 you
can create a Marker and Paste the contents of the Windows Clipboard (Text or
Screen Shot) into this Marker.
|
Quikscribe Function |
Keyboard Stroke |
Global |
Local |
|
Insert
Blank Marker |
Ctrl + 6 |
|
|
|
Insert
Marker & Paste Clipboard |
Ctrl + 7 |
|
|
|
Recording
Mode |
Ctrl + Q |
|
|
|
Beginning
of File |
Ctrl + B |
|
|
|
End of
File |
Ctrl + E |
|
|
|
Record
Audio |
Ctrl + R |
|
|
|
Stop
Audio |
Ctrl + T |
|
|
|
Open File |
Ctrl + O |
|
|
|
New File |
Ctrl + N |
|
|
|
Close
File |
Ctrl + H |
|
|
|
Send File
|
Ctrl + G |
|
|
|
Undo
Audio |
Ctrl + Z |
|
|
|
Redo
Audio |
Ctrl + Y |
|
|
File Menu
The File Menu contains the features of the icons and
includes several special features that are not available through the icons of Quikscribe. These special features are described below. The last file(s) that were open are listed at the bottom of the
File Menu.
Recall File: If you choose this feature
with a review file open, you may recall the open file.
Delete File: If you choose this
feature with a file open, you may delete the open file.
Protect Content: allows
password protection for audio files. This
is useful for situations when the subject content is sensitive and designated
to be opened only by someone authorized with the correct password.
Save As: provides the ability to save the
audio file under a new filename and location.
Send Pending Files:
Selecting
this will initiate the send function
for files held temporarily because the network communications had failed. Normally Quikscribe will send the pending
files automatically – this allows manual intervention to send the pending
files.
DPM files: If you use a
Digital Pocket Memo (DPM) and you have the DPM hooked to a USB port on your
computer, selecting this feature will display the files that may be downloaded
from the Pocket Memo to your PC. You may
select any or all of the files to download.
Play/Record Levels: With this
feature speaker volume and microphone volume may be adjusted. When you select this feature a Volume Control panel will appear with a slider to adjust speaker
volume. To adjust microphone volume,
from the top of the Volume Control
panel select Optionsè Properties, è
your microphone from Mixer Devices è OK. A slider will appear to
adjust microphone volume. Make any
volume adjustment needed and exit the panel.
Import Audio: You may import
audio files created from other sources.
You will first need to create an audio file to import the desired
file. You may now add to the file that
you imported.
Export Audio: You may export
audio files to a .wav format to be played by those who do not have the
Quikscribe Recorder or Player.
Scan Import Folder: The Import
Folder is the folder where files imported from an external source are
placed. Quikscribe will periodically
scan this folder and import files into the draft folder – this allows manual
intervention to move the imported files into the draft folder.
Export Markers:
Allows you to export
Import All Markers:
Allows you to import an exported
Change Profile provides a popup panel to select
the profile of the Quikscribe user. The
profile contains all the user identification and personal system settings. The 1st pull down box lists the
names of the current profiles available.
The 2nd pull down box gives the option of loading or deleting
a profile selected in the 1st pull down box.
Profiles are generally
used for environments where users are sharing a dictation or transcription
station. If you
have need for a profile with specific settings or preferences, you may add a
profile to Quikscribe Recorder.
To create a new profile:
· Change whatever settings you prefer
in the Recorder, then go to File –
Change Profile
· Type the name for the new profile.
This will enable the ‘Add Profile’ button.
In the example above the name for the new profile is ‘recorder 2’.
· Click the Add Profile button and the profile will be added.
· You will now have the choice of the
prior profile named ‘Recorder’ and the profile that you just created.
A profile is a text file that records your preferences and
has the extension .pfl. The default
location for profiles is the folder C:\Documents
and Settings\user id\Local
Settings\Application Data\Quikscribe\QSRecorder (where <user id>
represents the user’s login id for Windows).
Profiles can be manually edited with a text editor such as Notepad. Quikscribe Recorder Profile Paths may also be
set from the Registry. You may also
choose another folder on your computer or a network folder to store your
profile.
For larger installations, working with the profile files
through enterprise settings may ease the installation process. Please contact support@quikscribe.com for more
information. You may not select a
profile path if enterprise settings are enabled.
If the
.pfl file is deleted, the Quikscribe Recorder will automatically make a new one
using the default application settings.
Edit Menu
The Edit
Menu provides several options available during
recording:
Undo Audit
Edit and Redo
Audio Edit are described in the section Undo Dictation and Redo Dictation
.
You may
select Overwrite Mode, Insert Mode, or Append Mode from the edit menu. You may also define in settings the default
recording mode to be used every time a new file is created.
Overwrite Mode is similar to recording using tapes
– if you rewind to a previous point in the file, new recording will overwrite
the existing dictation.
Insert Mode will allow you to save the existing
dictation, and insert new dictation at any point in the file.
Append Mode ensures that recording content is
not lost. If you rewind and review the existing recording, then select
‘Record’, the position pointer will move to the end of the existing file and
commence recording at that point. If the same thing were done in
‘Overwrite’ mode (as with a tape system) and the dictation was not at the end
of the file, then existing content would be overwritten.
Enable Real-Time Extract toggles the feature to send
dictation immediately to the transcriptionist.
This program is useful when you have an urgent dictation and you don't
want to wait until you've completed the dictation to send it for
transcription. The Real-Time Extraction program will send portions of
your dictation file immediately to your secretary or transcriptionist, based on
the parameters you define.
For example,
you've got an important case to dictate - it's the end of the day and
everyone's anxious to go home. You open the Real-Time Extraction
program, start recording as you usually do with the Quikscribe Recorder, and
your secretary starts typing while you're dictating. It's just that
simple. The Real-Time Extraction program
is a separate plug-in for the Quikscribe Recorder. Please contact support@quikscribe.com for more
information.
Tip:
You may assign the Undo, Redo, and Insert/Overwrite
functions to a button on your hand control device (such as the SpeechMike or
Voice Input Station). See the
section
Markers Menu
Quikscribe has
the unique ability to embed
Everything
is compiled and presented in the order that you desire, so that it’s clear what
attachments are represented by the recorded dictation.
You may
assign the desired
Insert Blank Marker
Creates a
Paste Clipboard
within Selected Marker
Will paste
the clipboard contents into the
Paste Clipboard as
Image within Selected Marker
Will paste
the clipboard contents as an image into the
Import File within
Selected Marker
Will prompt
for a filename to attach to the
Export File from
Selected Marker
Provides
the ability to extract a file that was previously imported and attached to a
Clone Selected
Marker
Duplicates
the
Insert Marker &
Paste Clipboard
Creates a
Insert Marker &
Add Attachment
Creates a
new
View Selected Marker
Displays the
contents of selected
Display Marker View
Interface
Opens and
closes the drop-down box for the
Delete Selected
Marker
Selecting
this option deletes the
Select screen region
for capture from
The three
How to Insert
Markers, Text & Screen Shots
The
Quikscribe Recorder can insert
To
demonstrate:
· Create a New Audio File.
· RECORD “A B C D E”.
· Then open up an existing text or
Word document (or something from a Web page) and select some text within the
document with your mouse.
· Press CTRL C (this will copy the
selected text to the Windows Clipboard).
· Now press CTRL 7 (this is the
default Hotkey for the Quikscribe Recorder). As a result, a Marker File
containing the contents of the Windows clipboard should be created within your
audio file.
You may
assign a button on the hand control to insert
· Insert Blank Marker
· Insert Marker & Active or Full
Screen
· Insert Marker & Add Attachment
· Insert Marker & Capture Active
Window
· Insert Marker & Capture Full
Screen
· Insert Marker & Paste Clipboard
· Insert Marker & Paste Image
· Insert Marker & Paste Plain Text
· Insert Marker & Paste Rich Text
All you have
if you assign a button is highlight the text with your mouse or point to a
window or screen, and then press the function button to insert the
Help Menu
The
features on the Help Menu are shown below and a description of
each feature follows.
Quikscribe Recorder
Help
Provides
basic online information and assistance for Quikscribe Recorder features, including
icons and menu options.
Hand Control
Training
This is a
powerful tool to set the functions and features for your specific hand control
microphone. You may access Hand Control Training through the Help
menu or through the Recorder Settings icon. Please see the section Hand Control Microphones for additional information about hand
controls.
Recorder Tutorial
Starts the Quikscribe Recorder tutorial, which
explains how the Quikscribe Player works, and includes interactive exercises.
License Info
Provides
information on the software registration license and attached hardware used by
the Quikscribe Recorder. After the
Recorder has been registered the license level will display Full Quikscribe Recorder License. Your license number displays here. The same license number is used for all
Quikscribe Recorders in your organization.
The Maintenance Period displays the ending date of your
Support Plan. If your maintenance period
has expired, Maintenance Expired will display after a check for your
maintenance ending date has been performed.
You may not upgrade automatically after expiration of your Maintenance
Period. Clicking the Go Online
button allows you to Deregister
Quikscribe Recorder, to change the Computer
ID, and to List Registered Machines
in your organization. The password to
see a list of the computers with registered Quikscribe Recorders in your
organization is currently qslist.
Register
Used to
provide software registration. Item is
not available after registration.
Check For Latest
Version
Checks for
and install software updates automatically. This feature will provide
incremental software patches and enhancements for the current software version,
providing you have a valid subscription to the Quikscribe Support Plan.
You may view the expiration date of your support plan in the License Info
section of the Help menu. When prompted,
close Quikscribe Recorder. All other
Quikscribe applications will be closed automatically during the upgrade
process.
Request Technical
Support
Displays
pop-up panel with entry fields so that you can describe a performance issue
with the Quikscribe software. An image
of the support request panel is shown below.
Fill in the
information. Click the pull-down boxes to select the severity of your issue and
to select your work environment.
Severity choices are critical, major, normal, minor and enhancement. Environment choices are standalone, office
network, remote office network, Citrix, terminal server, and portable. Finally click Send * to request support.
You will get confirmation like below after clicking send.
Upon
submission, the request will include copies of the user profile and log files
to assist with investigating and troubleshooting the issue. A confirmation email will be sent to
you. The files that are sent to the
online database are located in the folder C:\Documents and Settings\UserName\Local Settings\Application
Data\Quikscribe\QSRecorder The following
files, if present, will be attached to the email:
· QSDPM_Download_log.txt
· QSR_log.txt
· RecorderManager.txt
· Recorder.pfl (and any other profiles
in your profile folder)
· Recorder.pft (profile template)
· Special Folder redirection registry
keys
· _BugInfo.txt
· SequentialFileSender.txt
* If you
cannot send an online request, send an email attaching the zip file in the
folder C:\Documents and Settings\UserName\Local
Settings\Application Data\Quikscribe\QSRecorder. The zip file has a name such as
QSR_00-12-3F-B0-34-17.zip. Clicking the Send Via Email button will display the
name of the file to attach to your email.
Log
Provides viewing access to activities log, and is useful for
troubleshooting performance issues if they arise. The log is in the Local Applications
directory, i.e. C:\Documents and Settings\UserName\Local
Settings\Application Data\Quikscribe\QSRecorder.
About Quikscribe
Recorder
Provides the version number for the software.
Examples
How to
Record, Rewind and Play an Audio File
· Click the Create New Audio File Icon.
· Enter any file details that you wish
to add e.g. Matter No, Subject etc.
· Click Create or press ‘Altè R’ on your keyboard. This will create your new audio file. Click Cancel
or press ‘AltèC’ to CANCEL the creation of the file.
· Slide to REC or hold down the REC
button on the Quikscribe Hand Control and speak to record. The microphone is built into the Hand
Control. To stop recording slide to STOP
or release the REC button.
· Slide to F.RWD or press F.RWD to
return to the beginning of the dictation.
· Slide to PLAY or press the PLAY
button to hear what you have just recorded. (If you cannot hear the recording,
please refer to the video demonstration on the installation CD, “How to Configure Windows Audio Settings”.)
Note: For more information about how the
Hand Control works, click on the Help menu and then select Hand Control Training. This will display a training
presentation about the Hand Control.
How to
Insert Dictation
The
Quikscribe Recorder normally records in OVERWRITE mode, like a traditional tape
cassette recorder does. However, the Quikscribe Recorder can also record in
INSERT mode, which means you can insert additional dictation within your
existing recording (e.g. mid-sentence) rather than having to add dictation at
the end of your recording.
There are
three ways to change the Recording mode from OVERWRITE mode to INSERT
mode.
· Use the INSERT button on the Hand
Control (providing it is configured do so under the
Record Tab under the Settings Icon).
· Press the “Insert” key on your
keyboard, which will toggle the record mode from Overwrite Mode to Insert Mode
and visa versa.
· Select the Edit menu and then select
Insert or Overwrite Mode.
When you
change the Recording Mode from OVERWRITE mode to INSERT mode, the status bar at
the bottom of the Quikscribe Recorder will update and display which mode you
are in. In addition, the indicator in
the top left corner will show “O” for OVERWRITE or I for INSERT.
To
demonstrate inserting dictation, do the following:
· Create a New Audio File by clicking
on the Create New Audio File icon.
· Record “A - B - C - D - E” in Overwrite
Mode.
· Rewind to
the beginning of the audio file.
· Change the Record Mode to INSERT mode by using one of the three
ways above.
· Record “1 - 2 - 3 - 4 - 5”.
· Rewind to
the beginning of the audio file and press or click PLAY.
· You should hear “1 - 2 - 3 - 4 - 5 - A - B - C - D - E”.
How to Insert
Markers, Text & Screen Shots
The
Quikscribe Recorder can insert
The main advantage of
To
demonstrate:
· Create a New Audio File by clicking
on the Create New Audio File icon.
· Record “A B C D E”.
· Open an existing Text or Word
document and select some text within the document with your mouse or with
keyboard keys.
· Press CTRL C which will copy the selected text to the Windows Clipboard.
· Now press CTRL 7. This is the default
Hotkey for the Quikscribe Recorder to paste a
· View the Markers panel to see the Marker that has been
added.
· Click the Marker to select it. To view the Marker, double-click it or select
Markers from the top menu and select View selected Marker.
How to
Attach Other Files or Documents
The Quikscribe
Recorder can attach other files and documents within the audio file. These
files can then be extracted by the Quikscribe Player.
To
demonstrate:
· Create a New Audio File by clicking
on the Create New Audio File icon.
· Record some audio and then stop.
· From the menu bar select File and then Add Attachment.
· Using the Add Attachment dialogue box, browse your Hard Drive or
Network, select a sample file, and select Open.
At this stage,
the file you selected should be attached within your current audio file. In the
bottom left hand corner of the Task Bar you should notice #1, signifying that
you have one attachment within the file.
If you
want to Extract or Remove any attachments from within an audio file, do the
following:
· From the menu bar, select File and then View Attachment.
· Select the file you want to Remove
or Extract.
· Then select either Remove or Extract.
.
How to Send
Audio Files via
the Network
Provided
you have set-up Quikscribe correctly, it is very easy to send audio files over
the network. To send an audio file across the network:
· Finish dictating.
· Click the Send Audio File Icon.
· Under the “Method Tab” make sure Network
is selected. Select the typist who will
transcribe your dictation from the list of
Typists. If your typist’s name
doesn’t appear in the list, refer to the section Setting
Up to Send Audio Files via the Network.
· Select the “Required In” time and “On
Completion” notification.
· Click Send.
How to
E-mail an Audio File
Quikscribe
can e-mail audio files as attachments. Some
Internet Service Providers may require that you specify your SMTP address for
outgoing mail. If necessary, you may
enter your SMTP address under System Settings è Author Details.
Before
sending an audio file via e-mail it is recommended that your audio file be
compressed. Otherwise it can take ten times longer to send (and receive) the
audio file. Therefore, make sure “Real Time Compression” or “Post Compression” is selected under the File Management Tab under the Settings
Icon.
To e-mail an
audio file:
· Finish dictating.
· Click the Send Audio File Icon. *
· Under the “Method Tab” make sure E-mail is selected.
· Select an e-mail address from the
list box. If the e-mail address you with to select is not in the list box,
refer to the section
·
· Setting Up to Send Audio Files via E-mail.
· Select the “Required In” time and “On
Completion” notification.
· Click Send.
How to
Import another Audio File
To import
an audio file with an extension, such as .wav or .dss, do the following:
· Click Create New Audio File icon
· Select File then Import
Audio.
· In the Import Audio dialogue box, browse your Hard Drive and select the
audio file you wish to import.
· Once found and selected, press Open.
Quikscribe
will then import the audio file (.wav or .dss) and at the same time convert the
file into Quikscribe’s .iaf format. While this happens a status box
appears showing the percentage completed.
When you have finished dictating, press the Send Audio Icon as you would with a normal audio file.
Quikscribe File
Sender
In
the system tray of the task bar there is an icon that looks like this: 
This
is the SequentialFileSender agent that sends the files to transcription.
If
it turns red in color, there is a network connection problem, and you may need
to restart the PC or the VPN connection.
If
it's green, then it's sending a file.
If
it's black, the queue is empty.
If
it's red, you can double-click the icon to display the files in the
"pending" queue waiting to be sent. You can select a file in
the "Incomplete Send" list and in the bottom panel a description of
the send issue will appear:
If
you get the network connection established, but the files in the Pending queue
still aren't sending, you can manually delete them from the queue
(they should be in the folder c:\qsfiles\pending). Before you delete
them, make sure you have the original copy shown in the Sent folder, so that
you can open the file from the Sent folder and resend it.
Philips Digital
Pocket Memo (DPM)
The
Quikscribe Recorder has integrated software and hardware drivers to support
professional digital recorders from Philips, including models 9350, 9360, 9400,
9450 and 9600. The Quikscribe drivers
provide a pop-up panel that displays the list of files on the DPM unit, and
allows you to easily transfer the files to the Quikscribe Recorder or to the
Quikscribe Player. Please refer to the PhilipsDPMDownloadOptions manual for
details about using the DPM and transferring files from the DPM. You may access the panel for downloading from
the DPM by clicking the DPM Downloader icon (
)
in your system tray.
Quikscribe
Voice Recognition
This unique
feature will automatically produce a draft text document, either before or
after the transcriptionist receives the audio file.
Please note
that “The Voice Recognition option should only be enabled if the optional
voice recognition software is installed and configured properly. Otherwise files that are sent to
transcription will not reach the intended destination.”
The
author’s style of dictation is not impacted by the Voice Recognition feature.
The author may dictate as usual using the Quikscribe Recorder and
portable recorders without changing speech pattern or tempo. When the file is sent to transcription,
Voice Recognition is triggered to interpret the audio file (according to the
appropriate user profile) and produce the draft text document. If the author does not select Voice
Recognition within Quikscribe Recorder, the transcriptionist may enable Voice
Recognition within Quikscribe Player.
The transcriptionist would need to employ the appropriate user profile
when enabling Voice Recognition for a file.
If you have
Dragon NaturallySpeaking, files are processed in the background with the Dragon
NaturallySpeaking AutoTranscribe Folder Agent to produce a draft text
document. The transcriptionist will
then review the document for accuracy, making the necessary corrections in the
word processor (or entry screen) while listening to the dictation audio file.
Transcription Agent
The AutoTranscribe Folder Agent must
be open in order for Voice Recognition to occur.
Dragon NaturallySpeaking must be closed when the AutoTranscribe Folder
Agent is open. Voice Recognition can
occur on the author’s PC, the transcription PC, or a separate process server
supporting multiple users.
The AutoTranscribe Folder Agent is
of tool of Dragon NaturallySpeaking and may be opened by clicking Start è All Programs è Dragon Naturally Speaking è Dragon Naturally Speaking Tools è AutoTranscribe
Folder Agent. For ease of use the
AutoTranscribe Folder Agent may be either pinned to the Start Menu or sent to
the desktop. Opening the Agent will
display an icon like the image below in your system tray.
Selecting open again will display
the Agent panel. An image of the panel
is shown on the following page.
A task must be defined for the Agent
to synchronize with Quikscribe. The image of the Agent on the following page shows
one task. To define a task for the Agent
to coordinate with Quikscribe please follow the steps below. The steps that are described below assume
Voice Recognition occurs on the author’s or the
transcriptionist’s PC. See
the section below regarding network setup if Voice Recognition occurs on your
network drive.
AutoTranscribe Folder Agent Task for
Voice Recognition Occurring on Author’s or
Transcriptionist’s PC
o
Open
the Dragon Naturally Speaking AutoTranscribe Folder Agent.
o
Select
Task è New.
o
Set
the Input directory to C:\QsFiles\VR\Input.
o
Set
the Output directory to C:\QsFiles\VR\Output.
o
Set
the User Location to:
C:\Documents and Settings\All
Users\Application Data\Nuance\NaturallySpeaking10\Users\
This is the default setting, so
clicking the default button will insert this User Location.
o
Choose
the Dragon NaturallySpeaking User Name, Vocabulary, & dictation source that
will be used with Quikscribe.
Selecting Voice Recognition in Quikscribe
Recorder
Within
Quikscribe Recorder the Voice Recognition option may be selected when a file is created,
when a file is sent, or as a default setting for all audio files. The default
method would be used only if the author wishes to always enable voice
recognition. The panels in Quikscribe
Recorder where Voice Recognition may be selected are shown below. Remember to have the AutoTranscribe Folder
Agent open when performing Voice Recognition.
The transcribed text is not visible to the author in Quikscribe Recorder
but will be visible to the transcriptionist in Quikscribe Player via a
· Voice Recognition may be selected when the file is created in
the New Audio File panel. The image below shows Voice Recognition checked.
· Voice Recognition may be selected when a file is sent in the File Details tab of the Send to panel. The image below shows
the Voice Recognition option is
selected in the Send File panel under File Details.
· Voice Recognition may also be selected as a default setting for
all dictation files in the Voice
Recognition tab of the Settings
panel. The image below shows the Voice Recognition option is selected as
a default for all dictation files.
Quikscribe Player Text Production if Voice
Recognition is Performed in Quikscribe Recorder
The draft
document is produced automatically in Quikscribe Recorder. Dragon NaturallySpeaking produces the text
file, and Quikscribe merges the text back into the Intelligent Audio File as
the contents of a
· The transcriptionist receives
notification of a new dictation audio file.
The Quikscribe Player alerts the transcriptionist a new file has arrived
and is ready to be transcribed, including priority notification if selected by
the author.
· The
· When playing the audio file, the QS
Player provides an audible alert that a
· The transcriptionist then listens to
the audio file and makes the necessary corrections on the screen.
Performing Voice Recognition in Quikscribe
Player
Voice
Recognition may occur in Quikscribe Player instead of
Quikscribe Recorder. If Voice
Recognition occurs in Quikscribe Player, the author does not need to choose
Voice Recognition when dictating a file.
The transcriptionist would follow the steps below to perform Voice
Recognition in Quikscribe Player.
Remember that a task must be defined in the Dragon Naturally Speaking AutoTranscribe
Folder Agent for Voice Recognition to occur.
· Open Dragon Naturally Speaking
AutoTranscribe Folder Agent.
· Open Quikscribe Player.
· Open a dictation file that is
waiting to be transcribed.
· Click Quikscribe Settings è
Voice Recog. See the image below.
o
Check
“Wait for Voice Recognition” to wait for Voice Recognition to
complete, so you can continue working with the file.
o
Leave
“Wait for Voice Recognition” unchecked to not wait for
Voice Recognition to complete. You may close
the current file and open another file and perform Voice Recognition on the
second file. Voice Recognition may be
performed in the background as you complete other dictation or tasks.
· Select File è
Perform Voice Recognition.
· Now either (1) wait for Voice
Recognition for the current file or (2) close the current
file and then open another file and Perform Voice Recognition on that
file. Voice Recognition is complete
when the state of the Auto Transcribe Agent is Idle.
· When Voice Recognition is completed, click the drop-down arrow under
the Volume Meter. You will see a
· If a word processing document didn’t
open automatically, click the word processing icon in Quikscribe Player, so a
new document will be open for your transcription.
· Play the dictation file in
Quikscribe Player.
· After hearing the musical prompt,
place the cursor at the beginning of the word processing file.
· Now press Ctrl V, which will paste
the contents of the Voice recognized text
· Continue playing the dictation and
edit the Voice recognized text.
Voice
Recognition Folders and Users for Network Environment
Use My Computer in Windows to go to your
Quikscribe shared folder on your network drive (such as F:\QsFiles). This shared folder is usually named
“QSFiles”.
Create Quikscribe folders
· Within QsFiles create a subfolder
called \QSFiles\VR
· Within VR create three
subfolders: INPUT, OUPUT, and
PROFILE.
· Once completed your file structure
should look like this.
Set Quikscribe Paths
· Open Quikscribe Recorder. Go to Settings è Voice Recognition.
Browse to set the VR Input and Output Path to the files you created on
your network drive. Set the VR Input
Path to [Network Drive]\QsFiles\VR\Input.
Set the VR Output Path to [Network Drive]\QsFiles\VR\Output. No entry is required at this time in the VR
Profile Setting. Close Quikscribe Recorder.
· Open Quikscribe Player. Go to Settings è Voice Recognition.
Browse to set the VR Input and Output Path to the files you created on
your network drive. Set the VR Input
Path to [Network Drive]\QsFiles\VR\Input.
Set the VR Output Path to [Network Drive]\QsFiles\VR\Output. No entry is required at this time in the VR
Profile Setting. Close Quikscribe
Player.
Import DNS User
· Open Dragon NaturallySpeaking.
· Select NaturallySpeaking è
Manage Users.
· Point to your user. Select Advanced è
Import. Browse to [Network
Drive]\QsFiles\VR\Profile. Profile
should display in the box opposite Folder:. Click OK.
· In the Manage Users panel of Dragon
NaturallySpeaking set the Location of user files to [Network
Drive]\QsFiles\VR\Profile.
Define
AutoTranscribe Task
· Open the Dragon Naturally Speaking
AutoTranscribe Folder Agent.
· Select Task è New.
· Set the Input directory to [Network
Drive]\QsFiles\VR\Input.
· Set the Output directory to [Network
Drive]\QsFiles\VR\Output.
· Set the User Location to [Network
Drive]\QsFiles\VR\Profile.
· Choose the User Name, Vocabulary,
& dictation source that you will be using with Quikscribe.
Quikscribe Enterprise Manager
The
Quikscribe Enterprise Manager provides easy administration, monitoring, and
management of the dictation files and folders waiting to be transcribed. The Manger contains specific tools designed
to assist an Office Manager or IT Administrator.
Office Manager
Tools include:
· Enterprise-wide file monitoring and
management.
· Ability to change file status or
assign priority.
· Ability to reassign file workload
from one transcription queue to another.
· A robust file search tool.
· Report generator for statistical
analysis.
IT
Administrator tools include:
· A menu-based install script
generator that provides fast deployment of Quikscribe Recorder and Player
programs.
· Online licensing management; easy to
move licenses from one PC to another.
· Centralized user profile editors;
provides easy manipulation of user configuration settings without touching each
user PC.
· Centralized profile editor for Philips
Digital Pocket Memo portable recorders, including ability to link individual
DPM recorder to QS Recorder user profile; this provides automated detection of
DPM when docked with PC to download files and process instructions according to
QS Recorder user profile settings.
· Global template settings for user
profiles for both QS Recorder and Player programs.
· Ability to define priority table
list and keyword table lists for organization.
The
QSManager not only provides tools to make installation and configuration tasks
easier, but also provides a snapshot view of all file folders holding
work-in-process.
The dynamic
File Monitor allows you to
· Reassign files from one
transcription folder to another
· Change priority
· Change Date/time required
· Change file status to Locked,
Unlocked, or Completed
· Search for files based on author
name, typist name, matter number, subject, document type, document name, or key
dates
· Change file completion instructions
(notify author/secretary, provide printout, store archive file)
· Create productivity reports based on
desired criteria
The user
profile editors and templates in QS Manager now provide for customized
definition of the four data fields inherent in Quikscribe file tracking.
Traditionally those fields were named:
- Subject
- Matter Number
- Document Type
- Document Name
Now you can customize the field names and displays for QSR, QSP, and QS Manager
to show the same field names used in your environment with other applications
or business processes.
The QS Enterprise Manager toolkit is designed to help firms that have
multiple people who dictate and transcribe. The larger the organization;
the greater the need for the Manager. Firms with 5, 10 or more
people will find the Manager very useful.
File Management and Management Option
Quikscribe
Recorder and Quikscribe Player have an integrated file management agent that
updates file properties to track progress of work-in-progress. This feature
is accomplished real time without using an external database engine. You
can easily check on files to see if they’ve been completed (or how much of the
file is completed), where it was sent, and who worked on the file and for how
long. Using this foundation, future enhancements will include a central
control console for enterprise management and reporting. This method
works for files sent using both Network and FTP methods.
The
“Management” option must be selected and installed during the Quikscribe
Recorder installation process, and the Management Folder must be defined under
Settings > File Management to a shared network folder (such as
“Q:/QsFiles/Management”) to save the .imf management files. These files retain the statistics and
characteristics of the file and the workflow progress. In addition, you may select how often file
properties are updated by selecting the file monitoring minutes in the File
Management tab of Settings.
Application Integration
Capabilities
The Quikscribe system
has capabilities that will allow integrate dictation/transcription workflow
with existing EMR, case, or document software application. The only
requirement is to have the existing application create a text “XML” file with
the appropriate patient or case information details contained in the
file. Once this happens, QS Recorder will automatically create a new
audio file and populate the data fields accordingly. There is a little
bit of custom setup required to match the data field definitions between the
application and Quikscribe, but after that it’s smooth sailing! This can
also eliminate the need for expensive bar code scanning equipment. Please
contact
File Properties
You may
view file properties for the Intelligent Audio File (IAF) from within My
Computer (or Windows Explorer). By right-clicking on an IAF you may
select Properties and view all file details by Author and Typist.
Everything pertaining to the dictation and transcription activities is easily accessible,
including progress of the file, history of who opened and worked on the
file, and captured billable time. With any other type of audio file,
all you’ll see under Properties is the “General” tab, which gives you very
basic information such as when the file was created. With the IAF, you’ll
get two additional tabs - “Author” and “Typist”.
General
Tab
Author
Tab
The Author
panel provides all the pertinent information about the IAF surrounding the
Author’s perspective of creating and sending the dictation file to
transcription. Click on the Author tab, and this is what you’ll see:
Typist
Tab
Clicking on
the Typist tab provides details on the transcription perspective:
Open
IAF file from My Computer or Windows Explorer
File Properties - double-click to open: From within Windows Explorer (or My Computer)
you can browse to a folder and open an IAF file directly by double-clicking the
file. The file will open with the default program assigned (QSR or QSP).
You may also right-click on the file, and then select the desired option:
Add
Attachments and Markers to IAF file from My Computer or Windows Explorer
File
Properties - Add Attachment (QSR): You’ll also notice the new options to
instantly create a new IAF file and add a file as an attachment. Just
right-click on ANY file in Windows Explorer, then select “Add As Marker
Attachment to IAF”. QS Recorder will initiate and create a new file, and
automatically include the selected file attachment. You can also right-click on
any Windows file and add it as an attachment to your dictation file. The
IAF is now recognized under Windows (outside of the QS Recorder and QS Player
interface).
Troubleshooting
Press Ctrl and the left mouse button to go the listed
topic.
Corrupt File Protection
Recall and Resend a File
Index