1 COMPANY/AUTHOR USER MANUAL OVERVIEW
Contents
1. the job was created Transcribed On Shows the date the transcript was completed Auth Due Shows the date and time the job is due to be Finished Audio file Icon Hover cursor on icon to see name and length in audio minutes Click to open or save Word file Icon Appears only on Finished jobs Hover cursor on icon to see file name Click to open or save to your harddrive Selected Job Actions Check Uncheck All Click to select all jobs for printing documents and or Downloading documents Please note this feature works only using Internet Explorer Job Listings 8 jobs N S find by Job No or Author Name Advanced Search Show jobs for select company Go Job Finished Go select Turnaround time Go Transcribed Auth 010 Fy Status No Company Job Type Dictated On On Due ro 1 EEJ 1020 Company Interview 21 09 2012 02 10 2012 ao W 2 14 30 49 15 29 16 o e EZEN 1017 Company Meeting 18 09 2012 25 09 2012 49 Ww 2 21 46 24 10 42 24 ro 3 EEE 1015 Company Interview 06 09 2012 19 09 2012 ddo H 2 09 56 57 17 54 03 mo 4 EEEN 1013 Company Presentation 03 09 2012 19 09 2012 do W 2 14 16 17 18 14 36 r 5 EEES 1006 Company 02 2 m 6 EEJ 1002 Company 7 EEE 1003 Company m 8 EEE 1001 Company 2 Presentation Presentation Interview 29 06 2012 12 47 31 28 05 2012 15 17 17 28 05 2012 T5 17 17 28 05 2012 15 06 17 02 10 2012 15 08 03 05 06 2012 14 29 28 02 07 20122. 21 34 25 03 07 2012 12 15 52 Ss Bw B b cete Jobs Actions Check Uncheck All Print Reports Download Jobs aj DOWNLOAD COMPLETED JOBS All completed jobs appear under Finished Click Finished to show the list of jobs Click the Word icon at the right hand end of each job number and a Save As window will open allowing you to save the file to a folder Alternatively you can open the job by clicking on the job number then click on the Word file marked Final and a Save As window will open allowing you to save the file to a folder You can also download the audio file and template file if one has been uploaded in the same way SEARCH Allows search by job status job number job type plus date range SUPPORT Technical support for queries and issues directly relating to the name system is provided free of charge A golden rule is reboot The majority of technical issues experienced when transferring files will be cleared when you reboot Examples of when you may require technical support 1 Difficulty transferring files 2 A request to delete audio files uploaded in error or duplicated 3 A rate or template query 4 Change a turnaround 5 Provide additional information about a file 6 Require login to be re sent Technical assistance for any issues that do not directly relate to use of the name system may be available and if provided may be charged for SUPPORT LISTINGS see screen shot belo
3. COMPANY AUTHOR USER MANUAL OVERVIEW Name operates an internet based transcription system This means that all aspects of the service from the upload of your audio files to completion and return of your Word documents are web based Most features of the system work with all browsers If you are a Mac user it works with Safari The workflow l You receive a noreply email containing your username and password see screen shot 2 Log on to the name website client login see screen shot 3 Your completed documents are transcribed and edited 4 You then automatically receive an email notifying you your document s is ready to download The login below is an example only and SHOULD NOT be used to upload audio files Hi Author Five We have created an account for you in the Transcriptus transcription system Your login details are as follows Login URL http testsite transcriptussoftware com Username Author 5 Password Author 5 You can change your password at any time The system client user instructions are attached to this email Please read carefully and if you have any queries contact support transcriptussoftware com Thank you The Transcriptus Team After logging you will see 4 tabs screen shot e DASHBOARD e UPLOAD AUDIO FILES e JOBS e SEARCH e SUPPORT DASHBOARD Settings and Log Out Buttons at the top left of the screen 1 You can change your password This is located in the top left of t
4. ch less than 5 10 minutes in length Separate transcripts will be created for each file unless you wish them to be combined into one transcript Please indicate in Notes field Company select company Author select author y Conference select conference iy Job Type select job type y Turnaround Type C Short 24 48 hours Long 7 14 days Available for 1 4 voice Available for all job focus group non verbatim interviews dictation types and presentations Notes Purchase Order No UPLOAD INSTRUCTIONS Due to the slight difference in the way Internet Explorer works from other browsers please note Internet Explorer Users Click SELECT FILES browse for all files to be uploaded click Open and the selected files will appear beneath the grey bar To remove click the X Other browsers Drag and drop files from your desktop or click browse to select files from a folder Complete Topic Name of Speakers and No of Speakers Add a template file if required A progress bar will show the rate of transfer When the transfer is complete the new file s will appear under New Jobs Please note the maximum total file size allowed is 150 MB SELECT FILES Internet Explorer or Drop Audio Files here other browsers Upload Template File Clear Upload Audio Files Complete Topic Name of Speakers and No of Speakers Add a template file if required Click Upload A
5. duces to about a third of the original 1 Download Switch freeware from this site http www nch com au switch index html 2 Change the following settings a Output Folder Select the folder where the audio files are stored on your PC b Output Format Select mp3 c Encoder Options Select Constant Bitrate and Bitrate kbps 128 24 We find that 64 bit rate will produce a similar quality to the original whilst reducing the size of the file by about one half If it is not virtually the same clarity as the original file then convert at a higher bitrate say 96 kbps Focus groups usually require at least 64 kbps d Click OK 3 Return to the main screen and click Add File Top left corner Select audio files and click Open 4 The files will appear in the window Highlight all files and click Convert bottom right corner 5 The files will convert and appear as mp3 files in the output folder
6. he Dashboard screen If you forget your login contact support and the login will be resent 2 You can select the number of jobs you wish to appear per page 3 Click Log out to end your session It is recommended to always log out after use for security Summaries Search Search by job number or file name Job Status Summary Is a snapshot of the jobs that have been created for your login It shows the number of New Jobs the number In Process and the number of Finished Click on each category to view a list of the jobs If you wish to see the details of any job click on the job number listed under Job No and the job details will be visible Upload Audio Files Please note cda format audio files can t be transferred via the internet Please refer to your user manual regarding converting these files to mp3 INSTRUCTIONS FOR UPLOADING AUDIO FILES PLEASE READ CAREFULLY Please select ONE of the following Simply drag the files you want to upload from your desktop or a folder Add as many files as you E wish however it is advised that you don t upload more than around 150 megabytes in total per upload as this will slow the rate of transfer and may result in the upload failing ra SELECT THIS OPTION IF YOU HAVE MORE THAN ONE AUDIO FILE TO BE COMBINED INTO ONE TRANSCRIPT This means an interview focus group presentation etc with two or more audio files to be combined into one transcript Or you have several very short audio files ea
7. oad Template File 2 View the audio list You can view add or remove audio files before uploading Click the Upload Audio Files button to upload all browsed selected items 3 Loading Bar You can view the uploading status 4 Update Audio Details Once the system uploaded all the audio files you can now add details per audio file name Click Update button to finish the process cda Format files Please note cda format audio files can t be transferred via the internet This warning alerts Authors who may attempt to upload this file format unaware that a cda file does not contain any audio In the event cda file it will show O megabytes and O minutes is uploaded the Author will be advised by the system Administrator that the file will be required to re uploaded as mp3 for example cda audio files must be converted to another format such as mp3 using Windows Media Player Open the program and click the Rip tab and the file will automatically convert to mp3 JOB LISTINGS see screen shot below Search Search by job number or author name must be the same as your login name Show Jobs for Select your company Select Status Select New job In Process or Finished Select Turnaround time Select short or long Status New In Process or Finished Job No Each new job is automatically allocated a job number in sequential order Job Type Presentation interview meeting etc Dictated On Shows the date and time
8. udio Files A progress bar shown below shows the rate of transfer When the transfer is complete the new file s will appear under New Jobs Uploading Job Files Please Wait 1 NOTE The upload will take between 5 30 minutes depending on the total size of all files and your upload speed Drag and Drop Audio File Uploader 1 Drag and Drop Simply drag the files you want to upload from your desktop to the TASP Drop the audio files under the green box minutes need to be put into File Length field Separate transcripts will be created for each file unless you wish them to be combined into one transcript Please indicate in Notes field Click on Add More Audio Files to add each file Company select company Client select client v OO amp gt Sample Files Conference select conference w Organize v Play v Play all Share with New folder Job Type select jobtype w i Jr Favorites Name Contributing artists Short 24 48 hol Bl Desktop a Job6 5 2012 1 Muse Available for all job q Turnaround Type Downloads 7 Job6 5 2012 1 Notes B Z U Zz Z E Recent Places Libraries E Documents Music Pictures 4 Purchase Order No Job6 5 2012 1 1 Contributing artists Muse Genre Soundtrack d MP3 Format Sound Album Twilight Original Moti Add Audio Files to this Document Note The maximum file size allowed is 100MB Browse_ Upl
9. w Support Listings Show Support for select status Go Status Ticket No Subject Author Created On Action A Can t upload audio file Two Author 13 08 2012 View O add new support ticket Support Actions New Support Ticket New Support Ticket Subject Job Number Message add Show Support for Click drop down menu to select New Ticket Acknowledged or Issue Resolved New Ticket Support This shows fields for Subject Job Number not mandatory and Message When completed click Add and the status of the ticket will change from New Ticket to Acknowledged Both the ticket creator and the system Administrator will receive a noreply email such as this Ticket Number 11 Hi Author Two Thank you for lodging a support ticket Please log into http testsite transcriptussoftware com with your user name and password to view updates to your ticket Subject I need a new login Message Can you create a new login thanks Regards John Smith Transcriptus Support Team At the end of the exchange of messages between the creator and the recipient the Administrator clicks View and Complete The status then changes to Issue Resolved Ticket No shows the number Author The ticket creator Created On Date The created tickets are listed in descending date order View click to open the ticket CONVERT LARGE FILES TO mp3 File formats include wav and large mp3 files You will find the size re
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