VoiceWare Server®Screen Captures
The window contains a view of all the jobs for one type of dictation.
There are 8 types of dictation (Pending, Completed, To Send, At
Transcription Site, Awaiting QA, At QA, Pre-Transcribed and Transcribed).
The list is an extended selection list. This means that items may be
selected and deselected by holding down the CTRL key and clicking the
mouse. An entire range may be selected by holding down SHIFT and clicking
the mouse. The order that the dictation displays may be changed by
clicking a column header to sort based on that header. The order itself
toggles between ascending and descending each time you click on the
column header. To see a job's Properties, double-click the job.
You can also right-click on the dictation list to get a context menu that
shows what actions you can perform on the selected job(s).
The toolbar consists of 12 windows icons: Display Pending Dictation list,
Display Completed Dictation list, Display To Send Dictation list,
Display At Transcription Site Dictation list, Display Awaiting QA Dictation list,
Display At QA Dictation list, Display Pre-Transcribed Dictation list,
Display Transcribed Dictation list, Show Error Dictations,
Show System Messages, Find Job, and Exit VoiceWare Server®.
In the main window, under the Dictation menu, you will find the
Pending Dictation, which is dictation that has been saved, but not
completed and compressed. Typically you will not have any Pending
dictation; and it is provided for backward compatibility.
Completed Dictation, which is dictation that has been compressed,
and is ready to be picked up by a transcriptionist. Jobs in this state are the only ones that will ever be sent to transcriptionists.
To Send Dictation, which is dictation that has been queued by communications
to be sent to a transcriptionist. Jobs remain in this state until all
in the batch to be sent have been transferred.
At Transcriptionist Site, which is dictation that has been picked up
by a transcriptionist's VoiceScribe™ system. The transcriptionist will work on these jobs and then return them back to VoiceWare Server®.
Awaiting QA Dictation
At QA Dictation which is dictation that has been picked up for review by a QA specialist or
other transcriptionist using VoiceScribe™.
At Pre-Transcribed state is a temporary state used to give you the opportunity to provide further
transcription or review before a job is considered Transcribed. A
job arrives in this state when returned from a transcriptionist who has not requested QA on the job and the job does not match any
of the When To Mark For QA criteria specified in QA Settings. A
job is also placed in this state when a QA transcriptionist returns
the job and has not requested further QA on it. Jobs remain in this
state for a number of hours specified by Pre-Transcribe Hours found in
Other Settings. Note that if the Pre-Transcribed state is disabled in
Other Settings, all jobs that would have been set to Pre-Transcribed
will be placed in the Transcribed state.
Transcribed Dictation state, which is dictation that has been transcribed and returned by the transcriptionist. The
transcription for these dictations can be viewed using your word processor.
Marked Completed Dictations, which is the state of one or more
dictations to Completed, which allows it to be transcribed again.
This option is available only for Pre-Transcribed Dictations.
Mark Await QA state, which is the state of one or more jobs to
Await QA, which makes it available for QA again. This option is
available only for Pre-Transcribed Dictations.
Marked Transcribe, which is the state of one or more dictations that
are in the Pre-Transcribed state to Transcribed.
VoiceWare Server® automatically performs this operation for
you after a job has been in the Pre-Transcribed state for more
than the number of hours specified by Pre-Transcribe Hours found
in Other Settings.
Complete, which Complete compresses one or more dictations to get them
ready for transfer to a transcriptionist.
Delete, which lets you remove one or more dictations from VoiceWare
Server®. The files that may be deleted are the voice, compressed voice,
demographics, and transcribed document.
This screen shot shows you the properties box:
Properties which shows information about a dictation and is
available if one and only one job is selected in the dictation list.
Find Job allows you to quickly find a dictation without going
through the available lists of dictation.
Login ID is required and is the ID used to identify a dictator who submits
dictations using VoiceDoc®. The VoiceDoc® ID must match this ID exactly.
Prefix is not required. It describes any title which appears before the
dictator's name, like Dr., Mr., etc.
First Name is required and is the dictator's first name.
Last Name is required and is the dictator's last name.
Suffix is not required. It describes any descriptor that appears after the
dictator's name, like Jr., III, etc.
Many of the fields on this screen are not used at this time by VoiceWare
Server®. All fields are described below as they might work in future
releases. The important fields are Last Name, First Name, Transcriptionist
ID and Password, and Max Jobs Per Call. The other fields you do not
need to worry too much about, although you will need to fill most of
First Name - Enter the first name of the transcriptionist.
Last Name - Enter the last name of the transcriptionist.
Connection Type - Select Same PC if the transcriptionist is on
the same computer or LAN as VoiceWare Server®. Otherwise select Modem.
Dial-in Information - Enter the ID number that the transcriptionist uses
to define him/herself on the VoiceScribe™ system. Enter the
transcriptionist's password that the transcriptionist uses on the
Dial-out Information - Enter the ID number that the Dictator (in our case,
VoiceWare Server®) wants to use to define him/herself to this
transcriptionist. Enter the password that the Dictator wants to
use to define him/herself to this transcriptionist. The remaining
fields are necessary only if the transcriptionist is connected via
Modem or ISDN line.
Phone Number - Enter the phone number of the modem on the PC that the
transcriptionist is using to run VoiceScribe™.
Default Work Type is required but is only kept around for
backward compatibility. It was used to indicate the work type
most often used by this dictator.
Max Jobs Per Call specifies the maximum number of jobs the
transcriptionist will be allowed to download during one communications
session. Check Use Default if you want to use the default maximum
number of jobs allowed, which is set in Other Settings.
Allow Get By Job Number lets the transcriptionist use the Advanced
Get/Return feature in VoiceScribe™ to request dictation by job number.
Check this item if you want to enable this method of job distribution.
Allow QA lets the transcriptionist get work that is in the Awaiting
QA state. Check this item to give the transcriptionist the ability to
The remainder of this screen is standard modem configurations.
The Settings menu contains numerous items that let you configure VoiceWare Server®.
One is the export directory if you are using a dictation machine.
This lets you specify the location where the dictation machine will send
new dictation it has recorded by telephone. This new dictation is
compressed and readied for a transcriptionist to pick up by VoiceWare Server®.
Import Directory lets you specify the location where the dictation
machine will look for new dictation from VoiceWare Server® (created by
Additional Information Queries are used to pull extra data from an
external ODBC-compliant database and send it to the transcriptionist.
Extracting additional subject data is a common application of these queries.
In order to keep VoiceWare Server® running smoothly, you need to archive
jobs at some point after they have been transcribed. Archiving means
writing a record to the Archive database and then deleting the
record in the main database as well as the associated dictation files.
Attachments are extra files you send to transcriptionists along with their normal
workload. These files can have any information that you want in them.
Quality Assurance is a step in the transcription process that lets
quality-control specialists or other transcriptionists review the
documents generated by the original transcriptionist before these
jobs are returned to the dictator. The When To Mark For QA tab tells
VoiceWare Server® which jobs, when returned by transcriptionists,
to mark Awaiting QA. You can pick all jobs by selecting Always, no
jobs by selecting Never, or base it on some criteria that you specify
by selecting Based On.
The Expression list shows the criteria used to determine the next
state of jobs returned by transcriptionists. Each item in the list
is evaluated using the returned job's information. If any one of the
expressions is found to be true, the job's next state will be Awaiting
QA. If all of the expressions evaluate to false, the job's next state
will be Pre-Transcribed if it is enabled, or Transcribed otherwise.
You can have any number of expressions. Click the New Expression
button to create a new expression; click Modify Expression to edit the
selected expression in the list; or click Delete Expression to remove
the selected item from the list. All deletions ask for confirmation
before proceeding. Expressions can also be individually enabled and
disabled by clicking on them when they are selected. A check mark
next to the item indicates that it is enabled. No check mark means
the expression is disabled and will not be used for evaluation.
The server also has settings for startup options, other settings,
communications ports, etc. These are pictured and explained in
detail in the manual.