1 COMPANY/AUTHOR USER MANUAL OVERVIEW

COMPANY/AUTHOR USER MANUAL
OVERVIEW
(Name) operates an internet based transcription system. This means that all aspects of the service from
the upload of your audio files to completion and return of your Word documents are web based.
Most features of the system work with all browsers. If you are a Mac user it works with Safari.
The workflow:
1. You receive a noreply email containing your username and password (see screen shot).
2. Log on to the (name) website client login (see screen shot).
3. Your completed documents are transcribed and edited.
4. You then automatically receive an email notifying you your document(s) is ready to download.
The login below is an example only and SHOULD NOT be used to upload audio files.
Hi Author Five,
We have created an account for you in the Transcriptus transcription system.
Your login details are as follows:
Login URL : http://testsite.transcriptussoftware.com
Username : Author 5
Password : Author 5
You can change your password at any time.
The system client user instructions are attached to this email. Please read carefully and if you have any
queries contact support@transcriptussoftware.com
Thank you.
The Transcriptus Team
______________________________________________________________________
1
After logging you will see 4 tabs: (screen shot)
•
•
•
•
•
DASHBOARD
UPLOAD AUDIO FILES
JOBS
SEARCH
SUPPORT
DASHBOARD
Settings and Log Out: Buttons at the top left of the screen.
1. You can change your password. This is located in the top left of the Dashboard screen. If you
forget your login, contact support and the login will be resent.
2. You can select the number of jobs you wish to appear per page.
3. Click Log out to end your session. It is recommended to always log out after use for security.
Summaries:
Search: Search by job number or file name.
Job Status Summary: Is a snapshot of the jobs that have been created for your login. It shows the
number of New Jobs, the number In Process and the number of Finished. Click on each category to
view a list of the jobs.
If you wish to see the details of any job click on the job number (listed under Job No) and the job
details will be visible.
Upload Audio Files
Please note .cda format audio files can't be transferred via the internet. Please refer to your user manual
regarding converting these files to mp3.
INSTRUCTIONS FOR UPLOADING AUDIO FILES - PLEASE READ CAREFULLY
Please select ONE of the following:
Simply drag the files you want to upload from your desktop or a folder. Add as many files as you
wish however it is advised that you don't upload more than around 150 megabytes in total per
upload as this will slow the rate of transfer and may result in the upload failing.
SELECT THIS OPTION IF YOU HAVE MORE THAN ONE AUDIO FILE TO BE COMBINED INTO
ONE TRANSCRIPT. This means an interview / focus group / presentation etc with two or more
audio files to be combined into one transcript. Or you have several very short audio files - each less
than 5-10 minutes in length. Separate transcripts will be created for each file unless you wish them
to be combined into one transcript (Please indicate in Notes field).
Company:
-- select company --
2
Author:
-- select author --
Conference:
-- select conference --
Job Type:
-- select job type --
Turnaround Type:
Short (24-48 hours)
Available for all job
types
Long (7-14 days) Available for 1-4 voice
focus group, non-verbatim interviews, dictation
and presentations
Notes:
Purchase Order No. :
UPLOAD INSTRUCTIONS
Due to the slight difference in the way Internet Explorer works from other browsers please note:
Internet Explorer Users:
Click SELECT FILES, browse for all files to be uploaded, click Open and the selected files will appear beneath
the grey bar.
To remove click the X.
Other browsers:
Drag and drop files from your desktop or click browse to select files from a folder.
- Complete Topic, Name of Speakers and No of Speakers.
- Add a template file if required.
- A progress bar will show the rate of transfer. When the transfer is complete the new file(s) will appear under
New Jobs.
- Please note the maximum total file size allowed is 150 MB.
SELECT FILES (Internet Explorer)
or
Drop Audio Files here (other browsers)
Upload Template File:
Clear
Upload Audio Files
3
Complete Topic, Name of Speakers and No of Speakers . Add a template file if required. Click Upload Audio Files. A progress bar (shown below) shows the rate of transfer. When the transfer is complete the new file(s) will appear under New Jobs. 4
Drag and Drop Audio File Uploader 1. Drag and Drop – Simply drag the files you want to upload from your desktop to the TASP. Drop the audio files under the green box. 2. View the audio list – You can view, add or remove audio files before uploading. Click the “Upload Audio Files” button to upload all browsed/selected items. 3. Loading Bar – You can view the uploading status. 4. Update Audio Details – Once the system uploaded all the audio files, you can now add details per audio file name. Click “Update” button to finish the process. 5
.cda Format files: Please note .cda format audio files can't be transferred via the internet. This warning alerts Authors who may attempt to upload this file format unaware that a .cda file does not contain any audio. In the event .cda file (it will show 0 megabytes and 0 minutes) is uploaded, the Author will be advised by the system Administrator that the file will be required to re-­‐uploaded as mp3 (for example). .cda audio files must be converted to another format such as mp3 using Windows Media Player. Open
the program and click the Rip tab and the file will automatically convert to mp3.
JOB LISTINGS (see screen shot below)
Search: Search by job number or author name (must be the same as your login name)
Show Jobs for :Select your company.
Select Status: Select New job, In Process or Finished
Select Turnaround time: Select short or long.
Status: New, In Process or Finished.
Job No: Each new job is automatically allocated a job number in sequential order.
Job Type: Presentation, interview, meeting etc.
Dictated On: Shows the date and time the job was created
Transcribed On: Shows the date the transcript was completed
Auth Due: Shows the date and time the job is due to be Finished.
Audio file Icon: Hover cursor on icon to see name and length in audio minutes. Click to open or save.
Word file Icon: Appears only on Finished jobs. Hover cursor on icon to see file name . Click to open
or save to your harddrive.
Selected Job Actions: Check/Uncheck All. Click to select all jobs for printing documents and or
Downloading documents. Please note this feature works only using Internet Explorer.
Job Listings (8 jobs)
Go
Search
find by Job No. or Author Name
Advanced Search
Show jobs for:
Go
-- select company --
#
Status
Job
No.
Company
Go
Job Finished
Job Type
Dictated On
--select Turnaround time--
Go
Transcribed
Auth
On
Due
1
1020
Company Interview
2
21/09/2012
14:30:49
02/10/2012
15:29:16
2
1017
Company Meeting
2
18/09/2012
21:46:24
25/09/2012
10:42:24
3
1015
Company Interview
2
06/09/2012
09:56:57
19/09/2012
17:54:03
4
1013
Company Presentation 03/09/2012
2
14:16:17
19/09/2012
18:14:36
6
5
1006- Company Presentation 29/06/2012
02
2
12:47:31
02/10/2012
15:08:03
6
1002
Company
2
28/05/2012
15:17:17
05/06/2012
14:29:28
7
1003
Company Presentation 28/05/2012
2
15:17:17
02/07/2012
21:34:25
8
1001
Company Interview
2
03/07/2012
12:15:52
28/05/2012
15:06:17
Selected Jobs Actions: Check/Uncheck All Print Reports Download Jobs
DOWNLOAD COMPLETED JOBS
All completed jobs appear under Finished. Click Finished to show the list of jobs.
Click the Word icon at the right hand end of each job number and a Save As window will open
allowing you to save the file to a folder.
Alternatively you can open the job by clicking on the job number then click on the Word file marked
Final and a Save As window will open allowing you to save the file to a folder. You can also
download the audio file and template file (if one has been uploaded) in the same way
SEARCH
Allows search by job status, job number, job type plus date range.
SUPPORT
Technical support for queries and issues directly relating to the (name) system is provided free of charge. A “golden rule” is reboot. The majority of technical issues experienced when transferring files will be cleared when you reboot. Examples of when you may require technical support: 1. Difficulty transferring files. 2. A request to delete audio files uploaded in error or duplicated. 3. A rate or template query. 4. Change a turnaround. 5. Provide additional information about a file. 6. Require login to be re-­‐sent 7
Technical assistance for any issues that do not directly relate to use of the (name) system may be available and if provided, may be charged for. SUPPORT LISTINGS (see screen shot below) Support Listings
Show Support for:
-- select status --
Go
Add new support ticket
Status#
1
Ticket No.
4
Subject
Can't upload audio file
Author
Two, Author
Created On Action
13/08/2012
View
Support Actions: New Support Ticket
New Support Ticket
Subject:
Job Number:
Message:
add
Show Support for: Click drop down menu to select New Ticket, Acknowledged or Issue Resolved. New Ticket Support: This shows fields for Subject, Job Number (not mandatory) and Message. When completed click Add and the status of the ticket will change from New Ticket to Acknowledged. Both the ticket creator and the system Administrator will receive a noreply email such as this: Ticket Number: 11
Hi Author Two,
Thank you for lodging a support ticket. Please log into http://testsite.transcriptussoftware.com with your
user name and password to view updates to your ticket.
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Subject: I need a new login
Message: Can you create a new login thanks
Regards John Smith
Transcriptus Support Team
At the end of the exchange of messages between the creator and the recipient the Administrator clicks View and Complete. The status then changes to Issue Resolved. Ticket No: shows the number. Author: The ticket creator. Created On: Date. The created tickets are listed in descending date order. View: click to open the ticket. CONVERT LARGE FILES TO mp3
File formats include wav and large mp3 files. You will find the size reduces to about a third of the
original.
1. Download Switch freeware from this site: http://www.nch.com.au/switch/index.html
2. Change the following settings:
a. Output Folder. Select the folder where the audio files are stored on your PC
b. Output Format: Select mp3
c. Encoder Options: Select Constant Bitrate and Bitrate (kbps) 128-24. We find that 64 bit
rate will produce a similar quality to the original whilst reducing the size of the file by
about one half. If it is not virtually the same clarity as the original file then convert at a
higher bitrate, say 96 kbps. Focus groups usually require at least 64 kbps.
d. Click OK
3. Return to the main screen and click Add File (Top left corner). Select audio files and click
Open.
4. The files will appear in the window. Highlight all files and click Convert (bottom right corner)
5. The files will convert and appear as mp3 files in the output folder.
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