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User`s Manual (Administrator`s Version)

1. Aitinn aiiin auth Date loo mm pret Gender Mae Female Change Username sbigaidedams o Engish 2 Languages Fiench Login Password Country Reset Reset and send temporary password PENR Assigned Files Per Hour of Work Flat Rate L This user does not currertiy have any assigned jobs Mayday amp Autoclain enabled Under Pay rates are five remuneration boxes where you can fill in rates of remuneration for this typist according to the five different methods ScribeManager supports For example if the rate of remuneration for this typist is always 0 50 per minute enter that figure in the Per Minute box Then whenever you allocate manually to this typist on the Edit Job page this figure will appear automatically When it does you can still override it if you wish Note that this feature only works if you allocate the sound file manually If the typist claims the file via auto claim or Mayday see chapters Auto Claim and Mayday their rate of remuneration will be whatever was already set for that file You can add figures in more than one of the five boxes ScribeManager will use whichever figure corresponds to the job s Remuneration Preference setting e g if the Remuneration Preference is set to Per Hour the figure in the Per Hour box will be used ScribeManager Manual ScribeManager Manual Typist Groups ScribeManager s Typist Group faci
2. download the invoice email the invoice s to the client The email will be copied to accounts testcompany info You can preview the invoice by clicking on the magnifying glass icon If you wish to alter the invoice header or footer you can do so by going back to Settings Company Details Note that ScribeManager does NOT store your invoice so for your accounts records you will probably want to download it to your PC which you do by selecting download the invoice and clicking Proceed When you have it safely on your hard drive email it to the client by selecting Email the invoice to the client and clicking Proceed You will see a message saying the invoice has been emailed to the client ScribeManager copies you in on that email so you have another record of it Congratulations you have just processed a basic job in ScribeManager It is possible to automate the process far more than what you have just seen but it was important that you first saw a job going the long way around through all its different stages If anything did not work for you as described in this manual now is a good point to contact us for help You have so far only seen ScribeManager s most basic features We will now move on to some fuller explanations and demonstrate its more powerful tools which have the potential to save you considerable time and cut your operating costs To take just one example with the same number of clicks that it to
3. Fn Uc Fd Bound Invoice Create invoice NTF H Test File doc Sent to Client 19 10 09 21 45 We will now invoice the client for this job Note that the standard version of ScribeManager assumes that you invoice the client after the job is complete If you usually invoice clients before starting work please contact us Click on the words Create invoice on the right in blue Enter an invoice number e g 123 You should now see something like this Create invoice Billing info for job 2 Company Acme Consolidated Contact Andrew Adams Send to Email info testcompany info Include in invoice Only current job 2 All finished jobs for this company i e where the status of the transcripts is Sent to client Enter Invoice No 123 Create invoice s Click Create invoice s You should now see something like this Your invoice is ready Invoice Job Company Contact Send to Email Total View No 123 2 Acme Consolidated Andrew Adams info testcompany info 5 50 Q Please now download the invoice to your PC for storage and then straightaway use this page to send it to your client as well NB ScribeManager can send the invoice to your client now but it does not store your invoice after you leave this page so you should download it For storage NB if you do not use this page to send the invoice to your client ScribeManager will re present this job For invoicing again later
4. Comenanications Inveking Reports Settings My Account Edit chent Acme Consolidated i f F B 7 t ormatting Doc max 7 MB United States Enable Auto Clam Lne3 E3 1 Smith Steet tusto sat level Biking Notes Atoset group duto set RoR 7 3 On typist upload New Yok City automabcally send Formatting Notes typet mi ssa trarecrpt to dent On typist upload atomeabcaly set tererpt to QC On QC approval stomabcally send trarcorpt to dient Invoicing preference Single Invoking o Colated Ivoking Emal rrotces to Remuneration Preference fie Preference pei min Estimate dss file length turned off S tumed on defaut to normal play mode tumed on default to long play mode Anana Unded States of Americal Dolas Eos 1 00 pet ine GST 30 00 Acme Consolidated is the client and Andrew Adams is the contact at that client company Now that we have an administrator a typist and a client we can process a real job in ScribeManager Note that the whole workflow process can be automated in ScribeManager except for the actual transcription and the QC if required but we will first process a job manually so that you can understand the different stages of the workflow process ScribeManager Manual ScribeManager Manual Adding A Job to ScribeManager Normally it will be your clients rather than yourself who will add audio fil
5. scribesifter com Speechfilter g click here Speechfilter is a hardware solution for transcribers that reduces the volume of background noise that obscures voices in recordings boosts volume on quiet recordings and routes or blocks stereo channels http www speechfilter com FindTranscription Work com The web s number one source of transcription work click here FindTranscription Work com is a completely free site where you can post any transcription vacancies at your company You can also use it to browse r sum s added to the site by transcribers http www findtranscriptionwork com Continued on next page The FTW Transcriber the transcriber The FTW Transcriber is free transcription software with a wide variety of features superior sound quality automatic adding of time stamps huge time saver optional plays huge range of file types it plays whatever Windows Media Player can play timestamp formatting add them in the format of your choice hotkeys for common transcription phrases like overtalking or unclear plays video files mpeg wmv flv etc with visuals displayed plays files either on your local drive or on remote servers without downloading first local files play instantly no wait for loading range of features including auto backspace balance speed adjuster etc can be used with hotkeys or pedals Download it from http www theftw
6. so if one QC person goes off duty and another one comes on duty they simply click beside their name and QC emails will come to them You do not have to set any transripts to QC if you do not wish to If you are a solo typist you are unlikely to need the QC facility Many transcription companies want all their transcripts to be automatically set to go through a QC process This is easy with ScribeManager When you set up your ScribeManager account on the Company Details check the box marked On typist upload automatically set transcript to QC All clients who you add from then on will have that option checked by default If you want some clients transcripts to go to QC automatically and not others then on each client s page simply check or uncheck that same option and when those clients add jobs those jobs will have those options checked or unchecked automatically If a job is not set to go to QC automatically you can still set a transcript to QC Simply go to that transcript s Manage Transcript page and instead of selecting I want to send this transcript to the client select I want to set this transcript for quality control Transcripts that have been set to QC appear on the Jobs List page with a brown background so that your QC person can find their jobs quickly by looking for brown backgrounds The QC person downloads and checks the transcript and then goes to the Manage Transcript page to either rejec
7. with web page uploads you just open your ftp software and drag all the files onto the appropriate folders and then the ftp software will upload them all one by one into the correct folders while you concentrate on other things Q If I or my clients upload via ftp does ScribeManager convert the files to mp3 and time them as it does with web page uploads A It does not convert them to mp3 But it can time them based on file size ScribeManager Support needs to set this up For example if you have a client who always sends files where 1 MB of file size equates to 45 seconds of recording and a 20 MB file is uploaded ScribeManager can work out that the file must be 15 minutes long and will display that length This facility is only available with ftp uploads not with web page uploads It works with any format of file not just those ScribeManager can convert to mp3 Q If my clients upload via ftp how can they add comments and a deadline A They cannot add comments But at your request ScribeManager Support can set a default deadline e g 48 hours for each client and that default will be used for all files uploaded for that client This facility is only available with ftp uploads not with web page uploads Q Ihave a client who wants to send audio files via ftp and receive the transcripts back via ftp Is this possible with ScribeManager A Yes Please ask ScribeManager Support to set this up Q Ihave trouble upload
8. you vl need to schust your ScribeManager bme using thes test e bemansosr com our chents can emal sudo files to this emal address and they wall be added rto your workflow Current mate sze is 10 00 MB To increase this please contat ScrbeManager Support bitouSTest Company scriemanser com Show calendes dssdine optiona re To select a background color enter a hex triplet number without Examples here bit l en winds crafudiilis oF colors Fort Tahoma Sita Preferences Upload email your clients can email audio files to this address and they will be processed and added into your ScribeManager workflow Note that sending by email is less secure Upload URL your clients can upload a file securely via your bespoke ScribeManager web page and it will be added into your workflow Upload page calendar here you can decide whether you want to force your clients to set a deadline for the work when they upload via the web If they do set a deadline that deadline automatically appears in your ScribeManager account for that job which saves you having to set the deadline yourself Background color choose a background color for your upload page normally you would use the same color that you use for your web site s background Font choose a font for the text on your upload page e g the font used on your web site ScribeManager Manual ScribeManager Manual Company Details page middle part S
9. Dolus Hate i A GT 19 Formatting Doc max 7 MB Brower Biding Notes Formatting Notes typet wi sos Chart Notes Below are explanations of the functions of fields on this page Company Name Enter the client s details carefully because they will appear on your invoices to the client Enable Auto claim Auto claim is a feature that enables suitable typists to claim work for themselves without you having to allocate it to them See the chapter Auto claim Auto set level if this client always uploads files of the same level of difficulty set that level here 5 most difficult so that all files they upload are automatically set to that level Auto set group if you want this client s work to be done only by typists in a particular group you have created select that group here Auto set RoR if you want to pay your typists the same rate of remuneration for all this client s work set that rate here and it will appear by default for all this client s jobs On typist upload by default these three options are set to whatever options youchose on the Company Details page If you like you can now override those default settings for this client ScribeManager Manual gt D OD fa 2 re N Invoicing Preference if this client wants to receive one invoice per job select Single Invoicing If they want to receive one inv
10. Download Filezilla from http filezilla project org the client version not the server version and install it on your PC Open Filezilla Firstly we need to add a connection to the ftp folder that ScribeManager Support has set up for you Click File Site Manager or press CTRL S and the Site Manager will appear Click New Site then type a Site Manager name for the folder e g Select Entry General advanced Transfer Settings Charset ScribeManager My Sites Host 67 225 203 95 Port On the right of the Site Protocol FTP File Transfer Protocol D 13 9 Manager in the Host field Encryption Require explicit FTP over TLS enter 67 225 203 95 Logon Type Normal On the Protocol drop down menu select FTP File at Cesare ScribeManager Password eee ml account Transfer Protocol On the Encryption drop Comments down menu select Require L a Explicit FTP over TLS New Site New Folder New Bookmark Delete Copy On the Logon type drop down menu select Normal In the User field enter the OK Cancel username given to you by ScribeManager Support In the Password field enter the username given to you by ScribeManager Support Click Connect Assuming you have entered all the logon information correctly you will now see a pop up with connec
11. NTF H 00 05 00 5 You may by now have guessed that the point of different background colors is so that all users can quickly see the status of jobs More about this later The transcript has been uploaded by the typist and has been emailed to admin s email address Admin can now choose whether to QC the transcript first or send it straight to the client Sending a Transcript to a Client As mentioned above when a typist uploads a transcript it is also sent to the CON the main administrator by email which has the effect of alerting the administrator that a transcript is complete we can turn this email off at your request To get the transcript to the client you could simply forward them that email from your email software such as Outlook but if you do ScribeManager will have no record that the transcript was sent to the client It is better to send the transcript from within ScribeManager as we will now see Note that with ScribeManager everything happens within the Internet browser This means that if your computer ever breaks down or you lose your access to the Internet nothing is lost you simply move to another computer e g your laptop smartphone Internet caf then log in to ScribeManager and pick up where you left off To send the transcript to the client from within ScribeManager go to the Jobs List page and click the transcript name and you will be taken to the Manage Transcript page where you can see all
12. You should now be back on the Jobs List page This job is no longer visible on default view because the default is to show only UNfinished jobs and because you have sent the transcript to the client this job counts as finished for workflow purposes But we still need this job because we have to invoice it To find it go to the drop down menu beside the word Show and select All transcripts sent to client job ready for invoicing This means exactly what it says that jobs whose transcripts have all been sent to the client will be displayed ScribeManager Manual ScribeManager Manual The reason for having different filters on this page is to prevent you from having to look at irrelevant jobs For example if your role in the company is to allocate jobs you will not want to have to look at finished jobs similarly if your role in the company is to do the invoicing you will not want to have to look at unfinished jobs that are not ready to be invoiced You should now see something like this client Deadlines E Acme Consolidated 12 00 Fri 1st Jan 10 All Sent Andrew Adams EZ 12 00 Fri ist Jan 10 Ready for Invoicing File Typist Deadline Filename Test File 12 00 Fri 1st Jan 10 original mp3 1 14MB converted mp3 2 29MB Basic invoicing Reference Length 00 05 00 00 05 00 Job Added Charge 8 40 Mon 19th Oct 1 00 Typist Abigail Adams per min Level RoR Mins Trans 1 050 5 per min
13. auction system that is by setting jobs to auto claim at low rates of remuneration and then gradually raising rates until individual typists judge it worthwhile for them to claim the files ScribeManager enables you to quickly and easily raise rates of remuneration for a job by using the controls on the Edit Job page th DnD Each time you click the rates of remuneration for all unallocated files in that job rise by 1 Rates of remuneration for allocated files do not change Here is an illustration of how you might use this feature Assume you have a job of six 1 hour audio files with a non urgent deadline and you want to allocate those files but at a lower cost than the 0 75 you normally pay You would proceed as follows 1 Set the files to auto claim at a low rate of say 0 55 2 One hour later you see that no files have been claimed so you raise the rate to 0 58 One hour later you see one file has been claimed but since you still have five more files to allocate you raise the rate to 0 60 One hour later you see another file has been claimed but as four more remain you raise the rate to 0 65 One hour later you see all files have now been claimed In this instance the average rate you paid was 0 63 i e a total saving for this job of 43 20 a 16 saving If you feel files are being claimed too quickly you can lower rates using the command Conversely if your company is
14. client uploads files to your ScribeManager account via one of various methods including http and ftp Next ScribeManager automatically creates a job for that client in your ScribeManager account and for most file types automatically displays the length of those files their deadline and any other information relevant to that client s work ScribeManager automatically converts most file types to mp3 giving you and your typists the option to work with the original file or the mp3 version When converting files ScribeManager reduces the level of background noise in the converted mp3 version You can either allocate files to typists manually or have ScribeManager allocate them automatically according to rules that you set ScribeManager enables you to manage the rates you pay to typists in such a way as to minimize your expenditure on typing staff When typists have produced a transcript they upload it back into ScribeManager where it can be automatically set to QC if required or sent automatically to the client When a job is complete you can produce one or all of your invoices in just a few clicks and they can optionally all be sent to your clients automatically If you prefer to invoice your clients before sending transcripts to them please contact us Your clients can log in to their own page of ScribeManager and sce the progress of their jobs download their own sound files either the originals or the mp3 ver
15. details clients simply follow the links on the upload page click here to view your current jobs You can also log in quickly as a client so that you can see what they see Go to Client Management Clients select a client select a contact and then click on the magnifying glass gt D OD fa D Q re n ScribeManager Manual Edit Messages If you go to Settings Edit Messages you will see four text boxes The first three contain the text that your clients see when uploading files to you If you wish you can edit these messages so that they contain more information about your policies and processes The fourth box contains the text which is used for the body of the email when ScribeManager sends invoices to your clients You may like to add text to this field that thanks the client for sending the work to you or telling them whom to contact if they have a query about the invoice Search boxes ScribeManager s search boxes require a word of explanation If there is no Search button beside the box you simply type into it slowly and results will appear as you type You should start typing from the beginning of the search term for example if you are searching for interview start typing interv not ntervi Note that ScribeManager does not search all fields as that would be too slow or produce too many results The Jobs List page search box searches job
16. enabled must be set to No for that job the level deadline file length and RoR must be set the sound file must be unallocated the Upload Comments field on the Edit Job page must be blank Important when a sound file is set to Mayday auto claim is suspended for all typists who are eligible to claim the Mayday file This is to force them to claim the Mayday file rather than less urgent work Once the Mayday file is claimed by one of them auto claim resumes for all Audio Files for Job 2 UE Java uploader lt v E s ere Cascade first file File Name Group Mayday Typist Typist Deadline Length en D on D Ke O 09 ScribeManager Manual Using ScribeManager to Reduce Your Spend on Typists With ScribeManager you should be able to reduce your spend on typists by 10 20 with relative ease Imagine you currently remunerate your typists at a rate of US 0 75 per minute of recording In practice that rate is probably a blunt instrument and all your typists will have varying levels of satisfaction with it Their personal circumstances will also vary from day to day and the rate at which they are willing to work will in effect vary constantly With ScribeManager you can make use of these continually shifting sands to ensure that work goes to those typists who are willing to work for the lowest rates at any particular time The way you achieve this is by a kind of
17. end detailing your ScribeManager use and showing your cost incurred which around that time will have been subtracted from your balance At that point you should make a payment to bring your account balance back to 0 if you pay a higher amount your account will be in credit When you make a payment ScribeManager will produce an invoice that you can use for your accounts To view your invoices go to My Account View Invoices To make a payment go to My Account Make a Payment Current charges for using ScribeManager are as follows US 1 00 per month i e 1 00 covers your company s whole account including all users US 0 0016 per transcript line that you put through ScribeManager As an example a transcript of 100 lines costs US 0 16 to put through ScribeManager A line means 65 characters as counted by Practiline Each transcript is only charged for once even if it is downloaded or uploaded multiple times e g for QC If you delete a transcript from ScribeManager it will still be charged for because the service has been used If you delete a sound file for which a transcript was never uploaded there is no charge If you delete a sound file for which a transcript was uploaded a fee of US 1 is charged but the line count fee for that transcript will not apply US 0 21 per sms message per recipient Sending sms messages is a non mission critical service that you need use only if you choose to US 0 50 per mo
18. like to specify that only typists who are specifically trained for their work should do it and the Typist Group facility makes that an easy requirement to fulfil To link a client with a typist group go to Client Management Clients click on the client and then choose a group on the auto set group dropdown Whether you create any typist groups or not all typists will still be in a group called All that cannot be deleted The Add Client Page Click Client Management Add Client The data you input on this page will be saved as the default for that client and will be used whenever a new job for this client is added although you can change it for individual jobs Add Cierrt Caroarny Nene Country Address 1 h ros 2 Addas 5 Oty State Post code Office Phone Pax Company Reg No Web ste First Contact First Name Lait Nane Emai Direct Tel Home Tet Skype MEN AIM Enable Auto Cam Ato vet level Ato set group Aeto set RoR On typist uploed roms send transcrigt to chont On typist upload rom y set transcrigt to QC On OC approval anomatcaly send trensoict to chent iroking preference Emal voices to Remuneration Preference Filling Preference Estimate dss fle length Snge woking or Collated Invacing per min per ree D turned off turned on defaut to noma play mods turned on defaut to long play mode Arnema Unded States of Amescoa
19. the instructions on that page you should then download them and store them safely and then immediately use the same page to send them to your clients Creating invoices for clients who want Collated Invoicing is exactly the same except that instead of seeing one invoice per finished job you will see one invoice per client Note that all contacts at the same company are grouped into the one invoice Auto claim ScribeManager s Auto claim feature is a way of enabling typists to claim work for themselves without you having to allocate it This is a powerful feature that can save you a huge amount of time Instead of you having to constantly contact all your typists to find out their availability so that you can allocate manually you have the alternative of simply setting files to Auto claim and letting typists claim files for themselves When a sound file is set to Auto claim and is waiting to be claimed it will appear on the ScribeManager logins of all appropriate typists i e all those who are of the required level or above and who are in the appropriate group Typists see up to five auto claim files at a time but can only claim one this is to prevent one typist from grabbing too many Once they have uploaded the transcript for that sound file they can claim another sound file Typists have to claim files in order of difficulty and earliness of deadline File that are eligible for auto claim have a green background as per the exam
20. upload comments simply delete them When a typist wishes to claim an auto claim file she simply clicks on the claim button beside it It then disappears from all other typists views and is shown on her ScribeManager account with part of the background still green She will be unable to see or claim any more auto claim files until she has uploaded the transcript for the current auto claimed file You can disable an individual typist from eligibility for auto claim by going to Settings System Users clicking on that typist and unchecking Mayday amp Autoclaim enabled Files that have been set to Auto claim look like this ScribeManager Manual en D on en ra Q oO n Audio Files for Job 2 File Name Filename Test File original mp3 1 14MB converted mp3 2 29MB WETE Java uploader EJ add more file Level Group Mayday Typist E all off vw Notes to Typist for This File Typist Deadline E 12 00 Fri Ost Jan 10 Cascade first file GO Mayday ScribeManager s Mayday feature is similar to auto claim but is used when a file must be allocated more urgently To set a file to Mayday go to Edit Job and then to the Mayday drop down for the relevant sound file and select on The file background will become yellow For a sound file to be eligible to be set to Mayday the following criteria must be met Auto claim
21. 0 o re a n ScribeManager Manual Introduction Thank you for your interest in ScribeManager a sophisticated workflow system for transcription companies We re Tyger Valley Systems and we provide many types of products and services to transcription firms To learn more about us please see the last couple of pages of this manual At Tyger Valley Systems we know that all transcription companies are different and therefore we don t expect one workflow solution to suit everyone perfectly For that reason if the standard version of ScribeManager at www ScribeManager com doesn t appear to meet your requirements please contact us to discuss ways it can be configured to suit you All references in this manual to ScribeManager mean the STANDARD version of ScribeManager not bespoke versions that have been configured for particular clients This manual is for administrators who are managing transcribers If you are a solo transcriber or a typist under an administrator s management please download the appropriate manual for your needs from this web page http www scribemanager com manuals html ScribeManager is a back office workflow system for large and small transcription companies It automates many of the time consuming and repetitive tasks associated with running a transcription company Automation means less manual work and less likelihood of human error In most transcription companies Sc
22. Group here you can set a group for this file if you wish If you do the typist drop down menu a little to the right will only show typists who are in the selected group It will display them in this order same level as the sound file then those higher then those lower Mayday this feature can be used when a file needs to be allocated urgently See the chapter Mayday Notes to typist for this file whereas the Client Formatting document and Vocab Doc will be seen by all typists transcribing files for this job any text you type here will be seen just by the typist transcribing this one file Length ScribeManager is in many cases able to insert file lengths automatically when files are uploaded but when it does not you can add or edit the file length here RoR here you can add or edit the rate of remuneration you will pay to the typist who is transcribing this file Cascade first file if a client uploads multiple files that are of different lengths but otherwise similar you can simply set the group level deadline and RoR for the first file and then click Cascade first file and those parameters will be automatically copied to all the other files except those which are already allocated saving you a lot of repetitive work and each time you click these buttons the RoR for all unallocated files will be raised or lowered by 1 IMPORTANT Smart use of this feature may enable you to
23. Login CON oc Jane smth A Typist O stint Adans a If you re logged in as the administrator and you want to see what a typist sees when they log in simply click the magnifying glass beside that typist s name and a new browser window will pop up displaying that typist s version of ScribeManager They see much less information than the administrator does If you click on the typist s magnifying glass now you will not see any jobs for that typist because none have been added to the system yet We are nearly ready to test ScribeManager with a real job but first we need to add a client Adding A Client Clients can upload files to you even if they have not been added to your system but it is better to add them beforehand if possible Go to Client Management Add New Client Enter a real or made up company name and address set a billing preference currency and a rate i e the rate you intend to charge that client In the bottom left under First Contact we need to add a contact person at the company ScribeManager allows you to add multiple contact persons at the same company but there must always be at least one Enter real or made up first and last names then add your real email address Then click Save in the top right You should now see something like this our bacs US 315 10 Make C cribemanager cu me logged in as Jane Smith with Test Company Ot 31 43 Vied 12h py Admin Jobs Chent Management
24. a aScribemanager User s Manual Administrator s Version SCRIBEMANAGER 2009 From Tyger Valley Systems tons 6cribemanager Contents WHAT EXACTLY DOES SCRIBEMANAGER DO0 sssssssssssessssssscssssssessssessessssessessesessessesesessesessesseseesessssess 5 GETTING SET UP THE COMPANY DETAILS PAGE COMPANY DETAILS PAGE TOP PART COMPANY DETAILS PAGE MIDDLE PART COMPANY DETAILS PAGE BOTTOM PART ADDING USERS ADDING A CLIENT ADDING A JOB TO SCRIBEMANAGER ALLOCATING AN AUDIO FILE UPLOADING THE FINISHED TRANSCRIPT SENDING A TRANSCRIPT TO A CLIENT BASIC INVOICING UPLOADING AUDIO FILES BY WEB PAGE UPLOAD BACKGROUND COLORS SETTING TYPIST REMUNERATION AUTOMATICALLY TYPIST GROUPS THE ADD CLIENT PAGE THE EDIT JOB PAGE SENDING EMAILS AND SMS MESSAGES TO YOUR STAFF QUALITY CONTROL BULK INVOICING USING SCRIBEMANAGER TO REDUCE YOUR SPEND ON TYPISTS ScribeManager Manual YOUR CLIENTS ACCESS TO SCRIBEMANAGER EDIT MESSAGES SEARCH BOXES AUTOMATION CHARGES AND MAKING A PAYMENT BESPOKE SOLUTIONS UNBOUND JOBS ADDING AUDIO FILES TO SCRIBEMANAGER METHOD 1 WEB UPLOAD SCENARIOS ADDING AUDIO FILES TO SCRIBEMANAGER METHOD 2 ADDING URLS SCENARIOS OTHER PRODUCTS ABOUT TYGER VALLEY SYSTEMS WHAT ELSE DO WE DO sscssssssrsssssssnsesssssnsesssssssesssssnsnssssensnssscenssessensnsessensnsssesnenssssssssessesssssssesessessesessessesess 56 gt D a
25. der this scenario your client adds an audio file to a folder on their computer and it automatically transfers to ScribeManager Admin As Client FTP Automated Upload Scenario Exactly like the previous method except that you add a file to a folder on your computer on behalf of a client and it automatically transfers to ScribeManager FTP Mirror Scenario This powerful method works by linking your ScribeManager account with a remote ftp server either your own or that of someone else Whenever an audio file is added to that remote ftp server it automatically transfers to ScribeManager In this manner ScribeManager can be connected with large entities that use ftp servers such as hospitals law firms and telephony companies that record calls as audio files the possibilities are limitless This method does not require you to install ftp software such as Filezilla Please consult ScribeManager Support if you are considering using this method Even if you are not familiar with ftp once you are moderately familiar with ScribeManager we encourage you to read the rest of this chapter because ftp offers great advantages that are not available with other upload methods Remember that you will need ScribeManager Support to set up ftp for you We are happy to answer any questions about it FTP QandA Q As a transcription firm manager why would I use ftp to upload files rather than the web upload page A The web upload page is fine for s
26. e the file or convert it to mp3 or reduce its background noise level because it does not have the file If you need the file length to be on ScribeManager you will have to to add it manually Adding Audio Files to ScribeManager Method 3 FTP File Transfer Protocol ftp is an easy way for you or your clients to add audio files to your ScribeManager account by transferring them from a PC or server onto the ScribeManager server To use this facility you will first need to ask ScribeManager Support to set it up for you but it is often worth doing so because this method has a number of significant advantages You can sometimes upload files via ftp using a normal Internet browser like Firefox or Internet Explorer but a more reliable and secure course of action is to use simple ftp software which must be installed on the PC of the person sending the files We recommend Filezilla which is free and available here http filezilla project org Note download the client version of Filezilla not the server version Scenarios These are the scenarios in which you might use ftp to add audio files to ScribeManager Client FTP Manual Upload Scenario Your client manually uploads audio files by ftp directly into your ScribeManager account Admin As Client FTP Manual Upload Scenario Exactly like the previous scenario except that you manually upload files via ftp on your client s behalf Client FTP Automated Upload Scenario Un
27. ear to typists just for this one job e g a vocabulary document Postage if you enter a figure for postage it will appear on your invoice to the client for this job The same applies for the Courier field Other charges to add another type of charge to the invoice for this job enter the amount and the description e g proof reading and 50 This will also appear on your invoice to the client for this job Upload comments in this box you will see the comments the client typed when uploading the job to you Note that the typists do NOT see the comments in this field because it is often inappropriate for typists to see unedited client comments If you want the typist to see them you need to copy and paste them into the Formatting Notes field rewording if necessary Add more files click this to manually add more sound files to this job Add URL click this if you want to add not sound files but URLs of sound files hosted elsewhere When added to ScribeManager they look like sound files that are on ScribeManager but in fact if you click to download them they download from elsewhere See the chapter Adding URLs for more information Rename click on the rename link if you want to rename a file for example if it contains a spelling error Only available if the file is unallocated Level here you can set the level of difficulty for this file if you wish 1 easiest 5 most difficult
28. ed 03 2 646 Total number of files 1 The job details are in the blue band and the sound file details are in the white band If the file is of a type that ScribeManager can play a PLAY button is shown If there are some things on the screen that are not clear to you do not worry at this point We will now allocate this job to the typist you added Click on the job number in the top left and you will be taken to the Edit job page which contains all the details of the job For the purposes of this test job find the four check boxes on the left of the page Auto Claim Enabled On typist upload On typist upload and On QC approval and ensure they are all UNchecked if they are not uncheck them now and save the page these settings will be explained later Then go to the bottom of the page and you will see the sound file you uploaded On the Typist drop down menu allocate the sound file to the typist you added In the bottom right hand corner you will see RoR this is the rate of remuneration you will pay to the typist for this job Set it to 0 50 Then click Save The bottom part of the page should now look something like this Auto Files for Job 2 Typist Deadline Length Atgal Adams 1 SA T 12 00 Fri 01st Jan 10 BZ The background to your file is now probably peach colored background colors will be explained later The file is now allocated to the typist F
29. es to your ScribeManager workflow but occasionally you may need to do so yourself For the purposes of this demonstration you are playing the role of the client by adding an audio file The main ways to add jobs to ScribeManager are by email web page upload ftp and URL pasting The most common of these is web page upload because it is the most secure but the easiest is email which we will use for this demonstration Firstly click on Settings Company Details and make a note of the Upload email displayed near the top of that page That is the email address you will send files to in order to get them into your ScribeManager workflow Now go to your email software such as Outlook Express and send an email to that address attaching a small audio file of less than 10 MB an mp3 song is ideal You can add text to the subject and body of the email if you wish as in this example id Oot o Message Insert Options Format Text i Sesser y 23 B z u iz E pal ce a Follow Spelling Up Include 5 Options S Proofing Paste 7 D A Clipboard Basic Text This message will be sent via info testcompany info To test scribemanager com Send FM Account Bcc Subject Audio file for transcription Attached J Copacabana mp3 5 ME Please transcribe this file verbatim Now go to your ScribeManager account and click Admin Jobs Jobs List ScribeManager c
30. from the drop down menu the new client s default information will appear in all other fields on this page Client deadline you can set a client deadline and also a company internal deadline which cannot be later than the client deadline and also beside each sound file a typist deadline which cannot be later than the internal deadline Typist deadlines can be different for different sound files Bound most jobs are bound which means that the typist s must produce one transcript per sound file Anything else e g two sound files requiring only one transcript to cover both is called unbound Working with unbound jobs is advisable only for experienced users of ScribeManager See the chapter Unbound Jobs On typist upload these three settings will be set to the default for this client but on this page you can override the default and make a setting just for this job If you are expecting a transcript to be completed in the middle of the night to save you logging on to SccribeManager and sending it to the client manually just check the first box Auto claim enabled here you can enable or disable auto claim for this job Briefly enabling auto claim means that suitable typists can claim files without you needing to allocate them but for a fuller explanation see the chapter Auto claim ScribeManager Manual ScribeManager Manual Vocab doc here you can upload a document that will app
31. g telephone client when sending transcript to them These notes will appear on the Manage Transcript page when you are sending a transcript to the client The Edit Job page Click Admin Jobs Jobs List and then click on the number of the job you want to edit The Edit Job page is where you edit all aspects of a job and allocate files to typists Edit job 441 transenetss produced ne saved Change to Deleted Status Save Job Number Chert formatting doc Lap3 Formatting Motes typest wil see un Vocab doc max 7 MB Cortot Anden Aden Rlereuner ation ine rent Reference Prefererce Li Chent Desdine TE 12 20 Wed Zsth 12 Br Prel rence pe len Internal Deadine TF 12 20 Wed 25th 12 Garency Amarica Untied States of Amencal Dollars Bound Bound Rae 100 Onh upload S Roy send GT 10 00 transcript to chert On typist upload automaticaly cet transcript to QC On QC approval automaticaly send transcret to chert Estimate dss He turad off length tumed on default to normal play mode tumed on defaut to long play mods Ato damEndled ves No o Audio Files for Job 441 Add more Mes d Cascade first file Lel File Name Typist Deadline tength Rok eye rone cH 12 90 Wed 2h 4 12 00 05 00 050 per Ine Lx ane original mp3 5208 converted re3 2 6948 Notes to Typist for This Fie Client if you select a different client
32. hecks every few minutes for new files that have arrived by email so after a short wait you should see your file here as a new job you will need to reload the page to see it If you click on the job number you will see the details of the job Any text you added in the email Subject and Body is in the Upload Comments box So you have now uploaded a job to ScribeManager via email Email is not the most secure method of uploading but it is very convenient and it requires no monitoring because even if your email does not send the first time normally your email software will continue trying until it sends successfully en D OD Cc D Q T O ep ScribeManager Manual Allocating an Audio File When you have finished uploading a file you will have gone through the process your clients will experience when they upload to you via ScribeManager Now log back in to your ScribeManager account and go to Admin Jobs Jobs List You should see something like this ue Ohtenee US 978 00 Make a payment C cribemanager Vou are bogged n as Jane Srvith wth Test Company C2 42 08 Ved 12h Ad 12 Logout Amin Jobs Chent Management Conwnunie ations jobs List DLII Transengts rot ab seri soned by jb nunt E Stor typing search term here do not press Enter Deploy page 1 2 14 Added 2154 Suh 100 pa nn Length Typst Level Ack Mns 006500 gt 0 pes ire Test File ain re3 5 398 convert
33. ing files to ScribeManager via web upload perhaps because my Internet connection to the ScribeManager server isn t reliable Would ftp make a difference A Yes You will probably find that direct ftp uploads are more reliable than web uploads even if you live a long way from the ScribeManager server which is in Michigan USA Another option is to set up a local server in your own country and upload all your files to that server and ask ScribeManager Support to set up an automatic mirror to the ScribeManager server so that all your files can try repeatedly to transfer to ScribeManager until they have arrived successfully Q Ihave a client who records hundreds of dictations using a web based platform and makes the resulting recordings available to me via an ftp server At present I have to download each recording separately and then manually upload each one to ScribeManager Can this be automated with ScribeManager A 99 definitely depending on the manner in which each recording s file information is presented Q I m the manager of a large transcription company that has hundreds of typists and processes thousands of audio files that reach us via ftp We re spending far too much time allocating all those files Can ScribeManager automate this A Yes Provided that all the files are in the same format and can be timed from their file size they can be added to ScribeManager in such a way that they are eligible for Auto claim
34. ite Preferences Nunimer of jobs to Aiar on Jobs Lit D page For bound jobs trarscrpt bike rust equa sound fie tithe Emad iewoxesfrom mio te Sicompany ito Emad transcripts From milo eestcompany into On typot upload sutomebcally send transcript to chert On typist upload automatically set transept to QC On QC approval sutomatcaly sera transcript to chert ND IF you check any of the above tires options they wil be applied by default onty to chents you edd APTER the tme you check them To aker options for cherts sheody added you must edt that client s page This is to ensble you to have different options checked for different cients Logo must be gf Po png or bmp n Qae Lone C a Estimate dss file length turned off turned on defaut to norma olay mode turned on defaut to lang play mode For bound jobs if you check this box for most jobs ScribeManager will only allow your typists to upload transcripts if they match the name of the corresponding sound file This helps to avoid the embarrassment of mistitled transcripts reaching clients For example if the sound file is titled Interview with John Smith mp3 ScribeManager will accept Interview with John Smith doc or Interview with John Smith txt etc but not Interview with Jhon Smith doc or John Smith Interview doc etc Email invoices from here type the email addresses you want ScribeManager to u
35. l clients and jobs later Sales tax here enter the name of the sales tax in your jurisdiction Then add the rate of that tax so it can be calculated for your invoices In order for this page to save you must enter a figure here so if your company never adds sales tax you should enter a rate of zero in the box Invoice header type here the text you want at the top of your invoices it will appear center justified on your invoices then in the next box add the text for your invoice footer it will appear left justified You can use html code to format text e g bold underline text color etc At the foot of the page click the magnifying glass to preview your invoice Remember to improve the layout you can also add blank lines if you wish You can even add ScribeManager Manual your company logo or other graphics such as credit card icons using html Contact ScribeManager Support if you need help Now please see the next chapter Adding Users Even if you work as a solo typist and are already on ScribeManager as an administrator you must still add yourself as a typist gt eu D OD E 2 re N Adding Users We will now adda typist to your ScribeManager account As we go along do not worry about features you see on ScribeManager that are not explained We will examine basic features first then move later to the more advanced ones Go to Settings System Use
36. lephone company that receives the message and transmits it to the recipient s handset ScribeManager also has no way of verifying whether an sms message is received or not Important the charge for the sms message feature is per recipient not per message therefore if you send one message to five users you will pay the charge x 5 gt D OD fa D Q re n ScribeManager Manual Quality Control ScribeManager cannot itself do QC but it can enable you to keep track easily of transcripts that are undergoing QC On ScribeManager you can have as many Quality Controllers as you wish Go to Settings System Users and click Add New User then click on the Role drop down menu where you will see three roles Any user you set as Admin or Restricted View can do QC Admins see all client information but client information is hidden from Restricted View users Restricted View is therefore a good role to set for your QC people if you do not want them to see client identities Although all administrators and Restricted View users can do QC only one user can be set as the head QC person That simply means that when a transcript is set to QC or when QC feedback is given the head QC person receives an email to confirm that To set the head QC person go to the System Users page and click beside the appropriate user in the QC column You can change that to a different person any time
37. lity enables you to put your typists into groups for convenient management and greater automation For example if you have ten typists you could do the following create a typist group called night shift and put your 4 night shift typists into it create a typist group called Australia and put your 8 Australia based typists into it create a typist group called medical and put your 7 medically trained typists into it A typist can of course be in more than one group You could use the Typist Group facility in the following ways if you are working the night shift and an urgent audio file comes in you can set it to the night shift group so that only the typists who are currently available appear in the allocation drop down menu if a file comes in from an Australian client you can set it to the Australia group so that only Australian typists who are more familiar with Australian accents will appear in the allocation drop down menu if a medical file comes in set it to the medical group so that it can be allocated only to medically trained typists To create or edit typist groups go to Settings System Users and click manage groups For greater automation you can link a particular client with a particular group so that when a job comes in from that client only the typists in that group will be available You could even name the group according to the client s company name Clients often
38. meaning that each file goes into a queue and is claimed by the next available typist There is no need for the manager to intervene Q Is ftp secure A Yes provided you use the correct settings in your ftp software see the section below Setting Up FTP Software on Your PC Note that when you add audio files to your ScribeManager account via ftp there can be a delay of a few minutes between the completion of the upload and the appearance of the files in your account Note that if you set your audio files to be transferred automatically by ftp to ScribeManager you should co ordinate with ScribeManager Support as to when your files will be deleted from your source folder If ScribeManager deletes the job before your delete the audio files from your folder they will be added to your ScribeManager account a second time ScribeManager Manual ScribeManager Manual Setting Up FTP Software on Your PC As described above in order to transfer files to your ScribeManager account by ftp you need first to ask ScribeManager Support to set ftp up for you and also you need to install ftp software on your PC The most widely used free ftp software program is Filezilla which is easy to use and secure as long as it is set up correctly Below is a simple guide to the use of Filezilla First ask ScribeManager Support to set up an ftp folder for your ScribeManager account You will be given a folder path a username and a password
39. n a format ScribeManager cannot usually time use ftp and then the files CAN be timed ScribeManager knows which client the audio files are for by the folder you upload them into Either ScribeManager Support can set up one folder per client for you and you upload each client s work into the appropriate folder or else you can upload all clients files into one folder then go to the Jobs List page and reallocate to the correct clients from there If you struggle to upload large files to your ScribeManager account via web upload remember that ftp is a more reliable method for large files ScribeManager Support is happy to set up 20 ftp folders per ScribeManager account per month without charge If more than that are required a fee of 1 per folder will be charged Other products ScribeManager is one of a suite of sophisticated and innovative tools from Tyger Valley Systems for use by transcription firms Others include ScribeSifter ScribeManager Manual ScribeManager Manual S applicant testing software TP 3 F for transcription firms scribesifter CERTA ScribeSifter enables you to configure your own online test that can be taken by an infinite number of applicants It automatically filters out the unsuccessful ones so that only those who pass get through to you No more need to waste time sifting 1000s of dud applications to find the few who make the grade ScribeSifter does all the hard work for you http
40. n email notification is sent to CON and the typist gt D OD fa D Ke re n ScribeManager Manual Bulk Invoicing We have already seen one way to create an invoice in the chapter Basic Invoicing Using that method you can create one single invoice containing either just that one job or containing all finished jobs for that client However ScribeManager has two more powerful invoicing tools which enable you to create a practically infinite number of invoices in just a few clicks In the chapter The Add Client Page we saw how for any client we can select either Single Invoicing to be used if the client wants one invoice per job or Collated Invoicing to be used if the client wants all their finished jobs grouped into one invoice this is useful if the client has requested monthly invoices We can use these settings to create invoices for ALL clients in just a few clicks To create all the invoices for all clients who want Single Invoicing go to Invoicing Single Invoicing You will be asked for the invoice number from which you want the invoices to be numbered Normally for accounts purposes you will want your invoices to be numbered consecutively so if the most recent invoice you produced was 123 you would enter 124 Click Create Invoice s and on the next page you will see all the invoices one per finished job numbered from 124 onwards You can preview them if you wish As per
41. new client from then on settings for ScribeManager Manual existing clients are not changed And however they are checked on the Client page that is the way they will be checked when a new job for that client is added The meaning of these options should be self explanatory Note though that they involve a significant loss of control on your part For example if you check the first box every time a typist uploads a transcript it will go directly to the client without you being able to QC it gt eu D OD E 2 re N Charges and Making a Payment Your first full calendar month of ScribeManager use is free For example if you set up your account on January 15 the remainder of January plus all of February will be free and you will only be liable for charges from 1 March and we will invoice your account on 31 March or soon after We will only ever levy charges if you actively confirm to us that you wish to become a paid user If you have been too busy to try ScribeManager properly please contact us and we may be able to extend your free trial Your account balance is shown in the top right hand corner of your ScribeManager screen it is not visible to typists If your balance goes below 0 during your free trial period don t worry you will not be charged Once your free trial period is over and you become a paid user of ScribeManager you will receive a statement at every month
42. now your login password If you forget your password click forgot your login on the home page www ScribeManager com for security reasons you cannot log in to more than one ScribeManager account at a time on the same computer in the same browser never let more than one person in your company use the same admin login details at the same time if they do they may overwrite each other s data ScribeManager s Edit Job page has a checking out feature that will prevent more than one user from editing the page at the same time but it only works if they are using different logins if at any time ScribeManager functions differently from what is described in your manual please check for a newer version of the manual Again please note that this manual applies to the STANDARD version of ScribeManager not to any bespoke versions configured for particular clients since the great majority of typists are female this manual uses the conventions she and her in reference to typists solely in order to avoid repetitive use of the linguistically cumbersome he or she and his or her ScribeManager Manual ScribeManager Manual What exactly does ScribeManager do ScribeManager enables you to conveniently manage a transcription operation of any size and automate it to a high degree while saving costs Here is a very brief chronological description of how you might work with ScribeManager Firstly your
43. ns NTF H Filename Test File 12 00 Fri 1st Jan 10 00 05 00 Abigal 7 0 50 a original mp3 1 14MB Adams per min converted mp3 2 29MB uJ 00 05 00 27 Because with unbound jobs individual transcripts do not equate to specific sound files when a transcript is uploaded it is shown beside all of that typist s sound files for that job Adding Audio Files to ScribeManager Method 1 Web Upload You can add audio files to ScribeManager in several ways The most common way is by web upload which we saw earlier in the chapter Adding A Job to ScribeManager wherein your client goes to your ScribeManager upload page and uploads audio files manually You can also add audio files to ScribeManager by pasting URLs and by ftp which are explained in following chapters This chapter focusses on adding audio files via web upload There are three different scenarios as outlined below They have long and rather unwieldy names but you do not need to remember these they are just for ease of reference if you want to discuss them with ScribeManager Support Scenarios Client Web Upload Scenario This is the scenario we saw earlier Your clients can upload audio files by going to the URL which you see on your Company Details page When they do this they have to enter their email address so that ScribeManager can identify them and create a job for them This way of adding a job is the most common one for small and medium sized gene
44. nth per MB for your ScribeManager mailbox i e if you want to be able to receive emails of up to 20 MB in size you will need a 20 MB mailbox A free mailbox of 10 MB comes with your account so if you increase it to 20 you will only pay 5 per month for the extra 10 MB You do not need to use this feature at all if you do not wish to you can receive files free via the other methods ScribeManager offers ScribeManager Manual gt eu D OD fa 2 re n We provide technical support without charge Technical support is normally provided free only to you the CON administrator If your typists have technical support questions they should contact you in the first instance If you want us to support your typists additionally please discuss a paid support package with us However usually very little technical support is needed once you are familiar with ScribeManager Our free technical support covers only the usage and functionality of ScribeManager itself It does not necessarily cover issues related to users local PCs networks browsers operating system configurations bandwidth etc Free technical support is provided without obligation or guarantee of any kind Please also see the next chapter Bespoke Solutions Bespoke Solutions ScribeManager has been designed following consultation with a number of transcription companies to suit a variety of operating methods and workflow s
45. number company name client contact name reference number sound file names transcript names The Clients page search box searches company name client contact name client contact email address The System Users search box searches user name user email address Automation A great deal of automation is possible with ScribeManager You can automate the entire transcription workflow process up until the point of invoicing which requires a few clicks Automation has advantages and disadvantages The obvious advantage is that the more automated your process is the quicker simpler and probably cheaper it is for you to run your company The disadvantage of automation is that you lose a certain amount of hands on supervision For example if you automate the setting of the level of difficulty of files you will be unable to ensure that your more advanced typists transcribe the more difficult recordings In some situations care must be taken not to over automate Automation suits certain types of transcription and certain clients better than others To automate the setting of level of difficulty of all files for a particular client go to the client page and use the Auto Set Level drop down menu To automate the setting of a group for a particular client go to the client page and use the Auto Set Group drop down menu To automate the setting of RoR for a particular client go to the client page and enter a figure in the Auto Set R
46. nverted if available which downloads the mp3 version that ScribeManager created this is normally smaller than the original file and better quality because ScribeManager reduces the background noise in it Because you uploaded this audio file yourself there is no need to download it but you can if you wish gt D OD fa D Q re n ScribeManager Manual Uploading the Finished Transcript Now create a dummy transcript for upload titled as per the sound file e g Test File doc Click on Upload and fill in the page with sample data You should see something like this Sound file s for job 2 Test File Minutes transcribed must input integer estimated sound file length 5 mins Recording quality Good v Missing words Some words could not be made out w Comments to client Background noise obscured some words Transcript locuments Test File doc Upload Transcript Click Upload Transcript The transcript will upload and you will be taken back to the typist s jobs page where you should see something like this You can now close down this browser and return to admin s Jobs List page where you should see something like this Job Added Charge Fn Uc Fd Bound Invoice 12 00 Fri 1st Jan 10 8 40 Mon 19th Oct 1 00 2 Acme Consolidated Transcripts Andrew Adams EZ 12 00 Fri ist Jan 10 per min produced File Typist Deadline Length Typist Level RoR Mins Trans
47. o prepare files for allocation itis your job to allocate files itis your job to make sure files are allocated itis your job to decide whether to send the transcript on to the client OR set it to QC itis your job to do QC it is your job to ensure the typist reworks the transcript it is your job to send the transcript on to the client itis your job to allocate If no typist claims you may need to allocate manually itis your job to allocate If no typist ScribeManager Manual en D 00 en 2 O 09 SENT TO CLIENT UNBOUND is waiting to be claimed by a typist The transcript has been sent to the client The requirement is NOT one transcript per sound file claims you may urgently need to allocate manually it is your job to create invoices for clients See chapter Unbound Unbound jobs to be used with caution Setting Typist Remuneration Automatically It is possible with ScribeManager to set a rate of remuneration RoR for a typist so that every time you allocate to that typist the same RoR is used Go to Settings System Users and then click on a typist Abigail Adams Last saved 12 59 27 10 10 Back Save Fst Name Abigail Groups Last Nama Adams Active T Yes Level 1 gt Role Typs W test Login Username Ema ino restcompanyeto
48. oR field To automate file timing ensure your client uploads in a format ScribeManager can time To automate the filling in of an RoR rate for a particular typist go to that typist s page and enter a figure in the pay rates boxes NB this figure will apply only for files that are manually allocated to the typist and not for files the typist claims via auto claim To automate the setting of deadlines on client upload or more accurately to require clients to set them go to the Company Details page and select show calendar deadline required To automate the setting of files to auto claim on upload you need first to automate RoR and auto set level for that client and Enable Auto Claim must be set to Yes for that client You must also ensure the client uploads files in a format that ScribeManager can time sets a deadline and enters no Upload Comments If any of these conditions is missing to set a job to auto claim you simply need to go to the Edit Job page and fill in the missing criterion On the Company Details page you will see these three options On typist upload automatically send transcript to client On typist upload automatically set ia transcript to QC On QC approval automatically send C transcript to client These boxes also appear on the Client page and the Edit Job page Whatever way you check them on the Company Details page that is the way they will be checked by default when you add a
49. oice containing multiple jobs e g monthly invoices select Collated Invoicing Email invoices to by default invoices are emailed to the individual client who uploaded the work If the client wants them to be emailed somewhere else e g their accounts person enter the email address here You can enter multiple email addresses in this box separated by commas Formatting Doc if you upload a document here it will appear to all typists who do this client s work You can use this to provide templates vocab lists etc You can upload any file type including a zip Billing Notes if you add text here it will be displayed to you when ScribeManager is producing this client s invoices You can use it to remind you of the client s invoicing requirements e g post hard copy Formatting Notes if you add text in this field e g Always use font size 12 it will appear to all typists doing this client s work Client Notes add here any general notes about this client e g Always obtain a purchase order before beginning work They will appear on the Edit Job page Allocation Comments add here any notes about the allocation requirements of this client e g allocate to more experienced typists They will appear on the Edit Job page where allocation is done Sending Reminder add here any notes about this client s requirements regarding the sending of their transcripts to them e
50. ok you to create just one invoice above you can create all your invoices a huge time saver ScribeManager Manual ScribeManager Manual Uploading Audio Files by Web Page Upload We saw earlier how to upload files into ScribeManager by email That method has the advantages of simplicity and familiarity which your clients may appreciate in situations where they are hard pressed Another advantage is that this method normally requires no monitoring because even if your client experiences a bandwidth problem while sending the email or his computer crashes the email upload process will normally restart automatically once he is back online However sending by email has two disadvantages Firstly it is unsuitable for large files Attachments of up to 10 MB should usually work but not all mail servers reliably process files larger than that ScribeManager s server can receive emails of up to 100 MB but if your client s email server cannot send files of that size his email may be returned to him Secondly sending by email is less secure For the above reasons the most common method of uploading files into ScribeManager is not by email but by web page upload This method is very secure and is suitable for large uploads but may need some monitoring if your client s bandwidth stops or his computer crashes he will need to physically start the upload again To upload securely via your bespoke web page your clients simpl
51. ome situations but ftp works better in others Firstly ftp is reliable for uploading very large files Secondly some clients might actually ask you if they can upload to you via ftp ScribeManager Manual ScribeManager Manual Thirdly and most importantly if you need to upload files for lots of different clients with web uploads you have to upload separately for each client but with ftp you can upload them all at one go Q If I upload lots of files for different clients all at one go don t all the files get added to the same job A No because when you upload via ftp ScribeManager creates one job per audio file Q So then how does ScribeManager know which client each audio file is from A Because each client can have their own ftp folder on the server and ScribeManager can tell from the folder which client the files are from There are two alternative ways of going about this Way 1 you set up a new client on ScribeManager called Dummy ftp client or something similar and upload all audio files into that dummy client s folder then go to your Jobs List page and re allocate all the jobs to the correct clients Way 2 you set up an ftp folder for each client and then upload each client s files into their appropriate ftp folder that way ScribeManager will be able to allocate the files to the correct clients If you do that you do not need to wait for each upload to finish before beginning the next one as you would
52. or the next stage of the procedure we will log in as the typist in order to download the sound file and then upload the transcript Typists can of course log in to their own version of ScribeManager via the home page but if you are the administrator the quickest way to log in as a typist as we have seen is to go to Settings System Users and click on the magnifying glass beside the relevant typist s name A new browser window will open and you will see what the typist sees provided that is you set a permanent password for that typist as outlined earlier If you did not you will be asked for that typist s temporary password now That password will have been emailed to you when you added the first typist using your email address Enter that password now and then set a more permanent password Then click Typist Jobs You are now logged in as the typist and you will see what the typist sees when they log in i e something like this No Sound File Length Deadline Pay Rate Notes Fd Upload Transcript 2 Filename Test File 05 00 t i 12 00 Fri ist Jan 10 per min original mp3 1 14MB 0 50 converted mp3 2 29MB Upload You will notice that certain confidential job information is hidden from the typist e g the identity of the client At this point the typist would download the sound file to transcribe it either by clicking on original which downloads the same file that the client originally uploaded or by clicking on co
53. ple below until claimed For a sound file to be eligible for auto claim the following criteria must be met Auto claim enabled must be set to Yes for that job the level deadline file length and RoR must be set the sound file must be unallocated the Upload Comments field on the Edit Job page must be blank That may look like a lot of criteria but in fact they can all be automated If on the client s page you have previously set Enable Auto Claim to Yes and filled in Auto set level and Auto set RoR and if the client uploads files without any comments in a format that ScribeManager can time and if he sets a deadline when uploading then as soon as that client uploads files they will automatically be eligible for auto claim In that situation you as the CON administrator not only have no need to allocate but in fact you have no need even to be aware of the job at all until the transcripts are produced and if you set the transcripts to go automatically to the client you never need to be aware of it at all See also the chapter Automation which explains the full possibilities for automation If one or more of the criteria described above are not met automatically but you still want to set files to auto claim all you need to do is go into that job s Edit Job page and add all the required information For example if the reason the job is not set to auto claim is because there are client
54. r nvarces 6 9 your logo Paypal icon etc or would the help with Formatting text please contact us To preview dick the magnifying glass icon below Remember that you can add blank lines to improve the ine spacing in your voce Note that mages appas left pustified To centre an mage you nesd bo adist the shape of the mage We are happy to seast wth ths on request lt p gt lt 2 tcong gt TEST COMPANY TRANSCRIPTIONS 1 PI ACE SEATTLE 98101 USA lt atrong gt lt p gt lt p gt lt p gt Invoice Footer Please enter text for invoice footer e g payment terne bank details company director names etc lt p gt lt strong gt Registered in Washington mo 12345679 Director Jane Smith lt strong gt lt p gt Remuneration Preference here select the method you normally use to remunerate your typists You can change it for individual clients or jobs later Billing Preference here select the method you normally use to bill your clients You can change it for individual clients or jobs later Currency here select the currency you normally use to bill your clients You can change it for individual clients or jobs later Rate if you always or usually bill your clients the same rate enter that rate here and it will be used as the default for all clients you add later If the rates you bill your clients usually vary it is best to leave this field blank If you do enter a figure here you can override it for individua
55. ral transcription firms Admin As Client Web Upload Scenario Asa variant of the previous scenario you can create a job for a client simply by going to your upload URL and entering their email address then uploading files on their behalf You might do this if for example a client has sent you audio files via email or ona CD Admin Manual Upload Scenario Asan administrator you can create a job manually by going to Admin Jobs Add Job When you have added a job in that fashion you can upload audio files to it by going to its Edit Job page and clicking on Add more files then uploading them via the browser window that opens The advantages of web uploads are that they are simple to use and require no help from ScribeManager Support to set up The disadvantages are that they are not automatic and can take time If you have to upload files for ten different clients you need to do each upload separately and wait for each one to complete ScribeManager Manual ScribeManager Manual Adding Audio Files to ScribeManager Method 2 Adding URLs The most usual way to add work to your ScribeManager account is to upload sound files to it via the web as we have seen However ScribeManager also enables you to add not a sound file but a link to a sound file which is hosted elsewhere which saves you a great deal of time Scenarios There are several scenarios in which you might add URLs Client Upload Page URL Scenario If yo
56. reduce your spend on typists by 10 20 See the chapter Using ScribeManager to Reduce Your Spend on Typists Sending Emails and SMS Messages to Your Staff Go to Communications Contact Staff This page enables you to send emails and or sms messages to your staff quickly This feature is useful when a high volume of urgent work comes in and you have to alert all your typists to stand by or find out who is available The sms facility on this page is deactivated by default To activate it please contact us Sending emails from ScribeManager is free but there is a charge for sending sms messages When you select to send by sms message you will see a disclaimer please read it carefully In order for an sms message to reach its destination you need first to have entered the recipient s number into ScribeManager formatted correctly To do this go to Settings System Users and click on the relevant user In the field sms number enter their cellphone number with no spaces and including the country code e g 44123456789 All sms messages will be charged for by ScribeManager whether delivery succeeds or not so we advise that you send test messages to each user before using this facility to any significant degree Note that even if you have entered the recipient s number correctly delivery is not guaranteed by ScribeManager because it has no control over the sending of the message by the third party provider nor over the te
57. ribeManager also reduces costs and boosts profit margins ScribeManager helps you in many ways for example by backing up your data providing your clients with convenient upload tools automatically converting many incoming files to the mp3 format reducing their level of background noise enabling you to invoice your clients in just a few clicks and enabling your clients to download their sound files and transcripts from you to name just a few ScribeManager caters for a wide variety of tasks and you are unlikely to need all its features Because of its versatility it is not intuitive and you will not be able to learn it properly by trial and error For that reason it is important that you refer to this manual to realize the full benefits of ScribeManager This manual is designed to be straightforward to follow but if you nonetheless have questions or if you would like us to talk you through setting up your ScribeManager account please email us via the contact page of our web site www ScribeManager com Notes Please note the following points your first full calendar month of ScribeManager use is free For example if you set up your account on January 15 the remainder of January plus all of February will be free and you will only be liable for charges from 1 March However we will only ever levy charges if you actively confirm to us that you wish to become a paid user for security reasons even we do not k
58. rocess unbound jobs only experienced users of ScribeManager are advised to do so Notes below are provided in brief and assume considerable familiarity with ScribeManager To set a job to unbound go to the Edit Job page and in the Bound drop down menu select Unbound It will not be available if any files for that job are already allocated Note also that unbound jobs cannot be used with Auto claim or Mayday or if the Billing Preference is flat fee Each time a typist uploads a transcript for an unbound job ScribeManager will ask her if it is her last transcript for that job If she confirms that it is ScribeManager knows she has finished and on the Live Jobs page a typist finished drop down will change to yes However if the transcript is thereafter set to QC it will change back to SNE no ScribeManager only assumes the whole job is finished when all the typist finished drop down menus are set to yes You may need to change some of them manually When a job is set to unbound the right hand part of the job is purple but when transcripts are uploaded the backgrounds to the transcripts will be as usual on ScribeManager e g Deadlines Reference Job Added Charge Fn Uc Fd Bound Invoice 3 Acme Consolidated fay 12 00 Fri ist Jan 10 23 00 Mon 19th Oct 1 00 Unbound Transcripts Andrew Adams ET 12 00 Fri 1st Jan 10 per min not all produced File Typist Deadline Length Typist Level RoR Mins Tra
59. rs This page is a list of all the users who have logins in your ScribeManager account which at present should be only one System Users You should see yourself here already in the role of admin A selection in the CON column means you are the controller of the account A selection in the QC column means you are the main Quality Controller Click Add New User and we will fill in the details of an imaginary typist Instructions You can either enter a real typist s name such as your own or you can enter a made up name for the purposes of testing Select level 1 select the role of typist use your own email address think of a memorable username e g the typist s first and last names then click Save and send login info to user ScribeManager will by now have sent an email to the address you have just added explaining how to set a permanent password for that typist Follow the instructions in that email You should now have two sets of login details one for the administrator and one for the typist you added as an administrator you will never need to log in using a typist s details because when you re logged in as the administrator you can see everything the typist sees Now log in as the administrator not the typist and click Settings System Users You should now see something like this ScribeManager Manual en D on en D Q O n System Users EXE as se Name
60. se to send invoices to your clients You may want to send them from an accounts email address so that if your client replies their email goes directly to your accounts person Email transcripts from here type the email addresses you want ScribeManager to use to send transcripts to your clients On typist upload On typist upload On QC approval the meaning of these three options should be clear Whatever options you set here will be used as defaults for all new clients you add subsequently You can at any time override them for individual clients on that client s page Logo if you add a logo your clients will see it on the upload pages when sending files to you Estimate dss file length ScribeManager will display the length of many file formats uploaded to you For dss files however it calculates the length based on file size Your setting here will be used as the default for all clients that you add but you can override it for individual clients and jobs Company Details page bottom part Financial Settings Retna ator Preference pan Bding Preference Les ren v Currency Amanos United States of Amercal Dolas Rate Sales tax z If you do not add sales tex please enter O n th s field Sales tax namne Invoice Hasder Please enter text for imore header g company name company address phone number etc You may use html F you vash IF you would the graphes to be ackied to you
61. sions and also download their completed transcripts ScribeManager enables you to divide your typists into five levels of ability but you can also divide them into groups for convenient management e g according to territory cost experience shift or anything else you wish The above is just a brief overview The only way to understand all the benefits of ScribeManager is to try it for yourself which you can do for free When you are ready to try ScribeManager please sign up for a free trial at www scribemanager com if you have not already done so and follow the instructions then continue to read this manual Getting Set Up the Company Details page The first time you use ScribeManager you need to configure it to your working methods To do this go to www scribemanager com and log in then go to Settings Company Details then fill in the page as appropriate for you Guidelines below Company Details page top part out hasce U5 99 Make apayment C cribemanager Vou or lagged in ae Jane Smith wth Test Company 0516 51 Thu Mi Mey 12 Logout Anun Jobs Chem Manogensent ony rivosting Reports Settings My Account Company Detaits Test Company Compary address i Pike Place l Sestie United States Watigon 28101 GMT 06 00 Pactic Tine After selecting your bma zore save this page and then see the top right corner for your local time NB when clocks change in your location for susener tine
62. t or approve it When a transcript is rejected its background goes red When a transcript is approved its background goes pink At that point it can be manually sent to the client from the Manage Transcript page Or you can set transcripts to be sent to the client automatically on QC Approval by checking the box On QC approval automatically send transcript to client which appears on the Company Details page on each client page and on each job page Reminder if you check that box on the Company Details page it does not change that setting for all existing clients it only sets it for clients whom you add after that time Existing clients settings are unaffected Similarly if you change that setting on a client s page it does not change that setting for all that client s existing jobs but only for jobs from that client that are added after that time When you set a transcript to QC or reject or approve it ScribeManager informs the relevant typist of that fact by email and you will see how you can add feedback to those emails Typists are much more likely to produce quality work if they know it is being checked and they are greatly motivated by appreciative comments when their documents are approved When a transcript is set to QC an email notification is sent to the head QC person and the typist When a transcript is rejected an email notification is sent to CON and the typist When a transcript is approved a
63. the details of the job enabling you to doa last check before sending to the client On this page you can download the transcript and check it if you like On the left in the blue box you will see various options Click I want to send this transcript to the client You should now see something like this transcript History rio Btestcompary into went to deete the transagt without gng leadhact to the typist A Ever to sat thee transcrit for pub ek ae Transonpt Test File doc control Dear client y That transcript has been QCed and I mart to teject path the option to fred back tothe typist The trarecrot has been QCed and mart to approve k path thet option bo feed back to x the typest lient contact email infoftestoompany info Please fing your transcript attached Sending info Transcript title Test File doc Recording quality Good Comments to client Some words could not be made out Words missing Some words could not be mede out Rinutes tranecribed 5 Your ref ur Ret 2 Contact nawe Andrew Adams onpany Acme Con olidated 1 Smith Street Here you can edit the email that will go to the client You can even edit the destination email address or add multiple email addresses separated by commas not semi colons When you are ready click Send and the email will be sent with the transcript attached You should receive it in your email assuming you used your email address for the client
64. tion information and a check box marked Always trust certificate in future sessions Check it and click OK You should now be connected to the ScribeManager server and you should see a folder named audio and possibly another one called transcript If so your ftp connection is now set up correctly If you see a file called ftpquota do NOT delete it it needs to remain in the folder permanently To transfer files to your ScribeManager account via ftp simply drag them from your computer onto the audio folder They will upload into that folder and ScribeManager will create a job for each one You can also double click on the audio folder and enter it to see its contents To upload audio files while viewing the contents of that folder simply drag files from your computer onto the existing contents of the folder For audio files uploaded via ftp ScribeManager Support can set the resulting transcripts to be placed automatically in the transcript folder Most users of ScribeManager will not need this facility it is intended mainly for users who need transcripts to be returned to them via ftp If you require this please discuss with ScribeManager Support Key Points to Remember About FTP Although files uploaded by ftp aren t converted to mp3 ScribeManager Support can set them to be timed for you based on file size This can be done for ANY format of file so if you often upload files i
65. transcriber com ScribeManager Manual ScribeManager Manual About Tyger Valley Systems Patrick Gubbins Managing Director In 2000 Patrick founded what is now one of the UK s largest transcription firms which attracted venture capital backing in 2002 and now processes around 15 000 hours of recording per year He has designed and project managed transcription workflow systems transcription recruitment systems anda variety of transcription related web sites and software applications He has a degree in Mandarin Chinese and speaks several other languages Brian Prosser Strategic Development Officer Brian has had a long and distinguished career in information technology having headed the development of Washington Mutual Bank s online banking system and participated in the design of Windows Media Player He is a serial entrepreneur and has founded a graphic design publishing company a construction company a server hosting company and has been responsible for the design and programming of countless web sites He has lived and worked in many countries and speaks several languages Hiram Dixon Chief Technical Officer Hiram was an early pioneer in network technology with a focus on IT and advanced PHP development He serves on the technology advisory boards of several organizations and enterprises including EMU Webware the Perth State Technology Board and the Open Mobile Alliance Hiram has a degree from Cardiff Uni
66. u have an account with YouSendIt Dropbox or another web based file transfer system ScribeManager Support can integrate it with your ScribeManager upload page Then when your clients want to upload to you they can opt to do so via that system The job is then automatically created on ScribeManager and you copy and paste the file URLs into ScribeManager You can paste more than one per job Admin Upload Page URL Scenario Exactly as the above except that you upload the files for the client as if you were them Admin Add Job URL Scenario In this scenario you first create a job manually on ScribeManager by going to Admin Jobs Add Job Then you add the URLs by clicking Add url and pasting the links into ScribeManager Own FTP Server Scenario Under this scenario you set up an ftp server on your PC and add files to it then paste the download URLs into ScribeManager Typists then download the audio files directly from your PC meaning you probably need to leave it turned on ScribeManager Support cannot easily assist with this because we have no access to your PC so it is for tech literate users only The advantage of adding URLs is that you can add files instantaneously without needing to wait for them to download and upload again It also means you can continue using any existing file transfer account that you have without asking your clients to change The disadvantage of adding URLs is that ScribeManager cannot automatically tim
67. versity and is a regular guest speaker at IT events in the USA Australia and Europe Maris Janelsinsh Senior Developer Since 2004 Maris has built both large and small corporate web sites plus innumerable personal web pages and blogs as well as several intranet and extranet sites for Tyger Valley Systems He has worked with a wide range of Web technologies including XML CMS HTML PHP Perl C JavaScript Ruby and Java Maris has a degree in Computer Science from the University of Riga What Else Do We Do As well as the products outlined in this manual we re able to provide a wide range of services for transcription firms including but not limited to the following software programming php html Ajax JavaScript database development web site design hosting and maintenance photography video production and webinars social media integration Facebook Twitter etc content management systems e g Wordpress IT troubleshooting digitization of analogue material e g cassette to mp3 application programming Windows Android iPhone e commerce solutions secure transaction shopping cart integration database compilation ScribeManager Manual
68. very busy and you need to incentivize typists to claim more work than usual you can use this facility to raise rates of remuneration higher than they would normally be You can think of this system of variable rates of remuneration as similar to the way stock market prices rise and fall according to supply and demand Your Clients Access to ScribeManager Your clients can log in to their own version of ScribeManager though they do so not via the ScribeManager home page but via the same web page where they upload sound files to you When your clients have logged in they can see the status of their jobs download their transcripts when completed and even download their sound files original or converted The ability for your clients to log in can be very useful if for example they need a completed transcript to be resent urgently but cannot contact you It should also save you from having to deal with repeated telephone enquiries from clients as to the status of their work because they can log in to check the status for themselves Moreover it is widely considered more secure to receive transcripts by download than by email If you would like your clients to obtain transcripts by download rather than email contact ScribeManager support and we will ensure that transcript emails are sent to clients without attachments in other words the emails function as notifications to clients that their work is ready for download To get login
69. y go to the upload URL displayed on your ScribeManager account Settings Company Details and follow the instructions On that web page they can also log in to their own version of ScribeManager and view and download their files You can configure the appearance of your web upload page by setting a font and background color and by adding a logo on your Company Details page and you can edit the text on that page by going to Settings Edit Messages If a client uploads a file to you via your web page it will appear immediately in your ScribeManager account in exactly the same way as if the client had uploaded by email Background Colors ScribeManager uses different background colors for sound files depending on their status This page is to be used purely as a reference for those colors Full explanations will be provided in the appropriate chapters COLOR MEANING UNPREPARED PREPARED ALLOCATED UPLOADED UNDER QC REJECTED APPROVED AUTO CLAIM MAYDAY EXPLANATION Sound file is missing data i e level length deadline RoR Sound file is ready to be allocated Sound file has been allocated The transcript has been uploaded The transcript has been set to QC The QC person has rejected the transcript The QC person has approved the transcript The sound file is waiting to be claimed by a typist The sound file is urgent and LOOK FOR THIS COLOR IF it is your job t
70. ystems However no one solution can fit all possible users and for that reason some users commission a bespoke version of ScribeManager to be used solely by them The advantages of a bespoke version may include the following ability for your company to have us adapt ScribeManager to your workflow methods ability to commission new features ability for your company to rebrand ScribeManager as you wish e g renaming hosting on a different URL NOT pany S y 8 a 8 redesigning the home page and interface etc gt D OD fa D 2 o n ScribeManager Manual Unbound jobs A bound job is a job where the typist is required to produce one transcript per sound file Anything else is called an unbound job For example a client might upload one sound file containing three interviews and ask for one document per interview Or they might upload two sound files and want both put into just one transcript Be aware that processing unbound jobs is not as straightforward as processing bound jobs For example with a bound job ScribeManager knows when the job is complete because each sound file has a corresponding finished transcript but with unbound jobs a transcript does not usually relate to one particular sound file so the only way for ScribeManager to know when the job is finished is for it to ask the typist on transcript upload if that transcript is her last one for that job Because it can be complex to p

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