User`s Manual (Transcriber`s Version)
Contents
1. 6cribemanager User s Manual Transcriber s Version SCRIBEMANAGER 2009 From Tyger Valley Systems ScribeManager Manual a6cribemanager WHAT EXACTLY DOES SCRIBEMANAGER 0017 WORKELOW OVERVIEW AEAEE EAEE NEERA BACKGROUND COLORS araara Raia THE WORKFLOW PROCESS IN DETAIL Ra CLAIMING FILES YOURSELF AUTO CLAIM AND onan BOUND AND UNBOUND JOBS ssissccsstescessctescetsesetcscssaseccbsocsesninstnacstnescecasesaacededecesessnaseueseesastestsecdaccsdasenscoeciacsssenune TRANSCRIPTION RECORD gissessssscscsedesesessectanssesadenewasessnaseissstensandenesebesescxsnssuacseiaseierassssensonssesevsosstecsebeaats PROFILE PAGE ________________________________ 4 About this manual Welcome to ScribeManager This version of the user manual is intended for transcribers If you are the administrator please obtain the administrator s version of the manual which contains descriptions of ScribeManager features which are available only to2. The transcript has completed the workflow process The requirement is NOT one transcript per sound file See explanation below gt ScribeManager Manual The Workflow Process in Detail As mentioned above there are two ways files can be assigned to you allocation by the administrator and claiming them yourself When a file is allocated to you it will appear on your Jobs page with a peach colored background Mo Sound File Length Deadline Bound Rate Motes Fd Upload Transcript 365 Filename Test File 05 00 12 00 Fri ist Jan 10 Bound per min original mp3 4 58MB 0 50 Upload converted mp3 2 29MB Upload You then download either the original or the converted file by clicking on the appropriate link Normally the converted version is smaller and better quality because Scribemanager reduces background noise when converting Normally ScribeManager will also display from left to right the length of the file the deadline and the number of days to the deadline whether the job is bound or unbound the rate at which you will be paid for the work any notes that accompany the job any vocabulary document that accompanies the job and any formatting document that accompanies the job Float the mouse over and or click on the icons to view these extra documents When you have finished transcribing the file click the Upload butto
3. files their deadline and any other information relevant to that client s work ScribeManager automatically converts many of the files to mp3 giving the company s transcribers the option to work with the mp3 version instead When converting files ScribeManager reduces the level of background noise in the converted mp3 version Files can either allocated to typists manually or the company can let appropriate typists claim files for themselves When typists have produced a transcript they upload it back into ScribeManager where it can be easily set to QC if required or sent to the client When a job is complete the transcription company can produce one or all of its invoices in just a few clicks or they can optionally all be sent to clients automatically Clients can log in to their own page of ScribeManager and see the progress of their jobs download their own sound files either the original or the mp3 version and also download their transcripts New features are being added to ScribeManager all the time and we welcome suggestions Your administrator will set up your ScribeManager login for you at the appropriate time If you have any questions about ScribeManager please seek answers in this manual in the first instance thereafter any queries should be directed towards your administrator gt O ScribeManager Manual W
4. administrators gt Vy ScribeManager Manual Notes Please note the following points for security reasons you cannot log in to ScribeManager more than once in the same browser on the same computer ScribeManager comes with free technical support by email and telephone but this is normally available only to the administrator Unless your company has a technical support agreement in place with ScribeManager you should always contact your administrator for technical support you the only person who knows your login password If you forget your password contact your administrator and they can reset it never share your login details with anyone else if at any time ScribeManager looks or functions differently from what is described in this manual please check for a newer version of the manual What exactly does ScribeManager do ScribeManager s workflow features enable a solo transcriber or transcription company of any size to manage workflow and automate it to a high degree Here is a very brief chronological description ofa transcription company might work with ScribeManager Firstly the client uploads files to the ScribeManager account via URL that ScribeManager provides Next ScribeManager automatically creates a job for that client in company s ScribeManager account and for most file types displays the length of those
5. inished the job An example of an unbound job with two transcripts uploaded so far Because with unbound jobs individual transcripts do not equate to specific sound files when a transcript is uploaded it is shown beside all your sound files for that job 5 gt ScribeManager Manual Transcription Record Page This page displays your work for this month and the previous month along with the details of remuneration etc Current Month Earnings total so far 177 5 not including exceptional jobs 142 9 134M Thu 24th Sep Sample Recording 0 300 0 0 50 0 150 143 1 114M Sun 27th Sep Interview 1 doc 25 0 0 0 50 0 12 5 143 1 114M Sun 27th Sep Interview 2 06 30 0 0 0 50 0 15 total 177 5 Profile Page This page displays your personal information Please keep it up to date because your administrator can also see it and may rely upon the details there Abigail Adams First Name Abigail Direct O Last Name Adams Home O O Typist Email your email address one 7 MSN ______ Native Language English Country AIM PO chy State None
6. n and you will see a screen like this Sound file s job 365 Test File Minutes transcribed must input integer estimated sound file length 5 mins Recording quality Please select Missing words Please select E inp t ________ J Please re read the instructions for this job Motes to Typist for This File Test File Please verbatim Please check this box bo confirm you have Followed the instructions to the best of your LJ Upload Transcript Fill in this form with care and upload the transcript On your Jobs List page the job should now look like this Sound File Length Deadline Bound Rate Motes Fd Upload Transcript If your administrator decides to set your transcript to Quality Control the job will look like this If the Quality Controller rejects the transcript the job will look like this 95 Upload At this point depending on your company s exact policy you would normally be required to rework the transcript and then reupload it When you do so the job will look like this As you can see the transcript is still under QC If the Quality Controller now approves the transcript the job will look like this Filename Test File 05 00 12 00 Fri ist Jan 10 Bound per min Test File doc original mp3 4 58MB 0 50 Oc Approved converted mp3 2 29MB 28 09 09 09 31 Thereafter the transc
7. orkflow Overview As a transcriber on ScribeManager you see only part of the workflow process namely the part from when the sound file is allocated to you to transcribe to when it is uploaded back to the administrators There are two ways that files can reach your ScribeManager page for transcription Allocation if an administrator allocates them to you Claiming if you claim them via your ScribeManager page Your transcription company may use only allocation or only claiming or a mixture of both The quickest and easiest way to see the status of jobs on your ScribeManager screen is by looking at the background colors of the sound file See the next page for a reference list of colors 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 follow on the next page COLOR MEANING peach ALLOCATED UPLOADED UNDER QC REJECTED pink APPROVED green AUTO CLAIM MAYDAY grey JOB COMPLETE purple UNBOUND EXPLANATION The sound file has been allocated to you You have uploaded your transcript The transcript is under QC The QC person has rejected your transcript The QC person has approved your transcript The sound file is waiting to be claimed by the first typist who wishes it The sound file is urgent and is waiting to be claimed by the first typist who wishes it
8. ript will be sent to the client at which point the job will look like this Filename Test File 05 00 Ply 12 00 Fri ist Jan 10 Bound per min E Test File doc original mp3 4 56MB 0 50 Sent to Client converted mp3 2 29MB 25 09 09 09 32 At this point you can normally regard your part in the workflow process for that job as completed Claiming Files Yourself Auto Claim and Mayday The previous section explained that when a file is allocated to you manually it will simply appear on your Jobs List page with a peach colored background 5 gt ScribeManager Manual However ScribeManager also enables typists to claim files for themselves if the transcription company concerned wishes to allow that Some companies prefer to allocate all files manually to give them greater hands on control whereas others are happy for some or all files to be claimed by typists as this saves them the trouble of manual allocation Auto claim The most usual way to let typists claim files themselves is Auto Claim If your company sets files to auto claim they will appear at the top of your Jobs List in green 365 Filename Test File 05 00 12 00 Tue 29th Sep 09 Bound per min CLAIM original 4 58MB 0 50 converted mp3 2 29 Files that appear in green have NOT been allocated to you they are simply available to claim Up to five may be shown a
9. script in ScribeManager any such requirement i e anything other than one transcript per sound file is called an unbound job Care must be taken with unbound jobs especially when entering the number of minutes lines words transcribed or the number of hours taken on the upload of the transcript You need to claim the number of minutes lines words hours that equate to the transcript not the original sound file s For example if the client uploads a 100 minute file containing three interviews of 25 30 and 45 minutes when uploading the first transcript you should enter that you transcribed 25 minutes not 100 If you make an error there is a risk the client could be overcharged You should also try to title your transcripts systematically For example in the above situation a logical system might be Interview 1 Interview 2 and Interview 3 Titling your transcripts Interview 1 Second Int and Int with J Smith is not logical and may lead to confusion Remember that other typists may be working on other files for the same job there may be hundreds of other transcripts being produced for it and if the transcript naming is inconsistent confusion may result If in doubt consult your administrator If the job is unbound each time you upload a transcript ScribeManager will ask you if it is your last transcript for that job that is the only way ScribeManager can know when you have f
10. t one time but only one is claimable at a time You cannot claim another file by Auto Claim until you have transcribed and uploaded the first one Mayday Mayday is similar to Auto Claim in that you may click on a file to claim it A Mayday file appears in yellow like this Bound Your administrator will normally use the Mayday feature when a file needs to be completed urgently hence the name If you see a Mayday file it means Auto Claim will be turned off until the Mayday file is claimed by you or another typist Unlike Auto Claim you may claim more than Mayday file at a time When you claim a file via Auto claim or Mayday part of the job will remain green or yellow as appropriate as below 19 5 mies oe Feo Fma rr ri Baw 2 atao hd a i 5 Length Deadline Bound Rate Motes Y Fd Upload Transcripl 330 Filename 1 00 03 H 1 15 Wed 30th Sep 09 Bound per min al original mp3 29 60KB 1 00 Upload converted mp3 30 45KB In all other respects after claiming the job it will appear in the same way as any other job Bound and Unbound Jobs Normally in transcription the requirement is to produce one transcript per sound file in ScribeManager this is called a bound job Sometimes however a client will require a different permutation for example he may provide a recording of a conference over two sound files and require them both to be rendered into one tran
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