Speechlive LFH7400 - Voice recorder PHILIPS - Free user manual and instructions

USER MANUAL Speechlive LFH7400 PHILIPS

Cloud dictation solution SpeechLive EN Quick start guide for administrators 2 DE Kurzanleitung für Administratoren 16 FR Guide de démarrage rapide pour administrateurs 32 NL Snelstartgids voor beheerders 482 Table of contents 1 About this guide 3 Terminology 3 Symbols used 3 2 User management 4 Adding users 4 Select a user as an Oce manager 4 Send email invitation at a later time 5 Editing existing users 5 Resetting the password 5 Deleting users 6 User applications 6 3 Relationship management (only advanced business package) 7 Dening relationships 7 4 SpeechLive transcription service 8 Using SpeechLive transcription service 8 Select languages 8 Activate multi-speaker dictations 9 Sending dictations 9 Receiving transcribed documents 9 Notication of nished documents 9 5 SpeechLive speech recognition service 10 Using SpeechLive speech recognition service 10 Select languages 10 Sending dictations 10 Receiving transcribed documents 11 Notication of transcribed documents 11 6 Overview of settings 12 Account settings 12 Download account activities 12 Back up les 12 Archive settings 12 7 Support information 13 Open source software 13 8 Additional information 14 Table of contents3 1 About this guide Thank you for choosing Philips SpeechLive as your cloud based dictation workow solution. This guide covers the basic conguration of your workow. Terminology Administrator

• The person who adds users to the SpeechLive workow and manages workow relationships. Author

• The person who records dictations as audio les. Transcriptionist

• The person who transcribes the audio les (dictations) of authors. Oce manager

• An author or transcriptionist with additional rights, such as managing users and workow relationship settings. User

• Umbrella term for the author and transcriptionist roles. Symbols used Tip

• This symbol identies information that helps you to use Philips SpeechLive in an easier and more ecient manner. Note

• This symbol indicates important notes to keep in mind when using Philips SpeechLive.4 2 User management Note

• If you have created a test account or an account with only one user, you are added automatically as an author and will receive an email from the system with additional information on how to use SpeechLive. Unless you are adding additional users, you can skip this section and go to SpeechLive transcription service. Add authors and transcriptionists to the SpeechLive workow by creating a user account for each user with only a few clicks. If you are not logged in immediately after registering:

Open your browser and enter the following Internet address: login.speechlive.com.

Enter your email address and password, and then click Login. To manage users in your workow:

• Click the Workow tab and then click Users from the drop-down list. Adding users Note

• At least one user is required to send dictations to the SpeechLive transcription service or to the SpeechLive speech recognition service.

• If you have added the maximum number of purchased users to the workow, you rst need to delete users before you can add new ones. For more information, see Deleting users.

Click the Workow tab and then click Users from the drop-down list.

Click the Invite new user icon on the toolbar. X The Invite new user window opens.

Enter the user's email address in the Email address eld. This email address will also serve as the user name for the account.

Enter the user’s name in the Name eld. This will be the displayed user name in the workow.

In the User role section, select Author or Transcriptionist and choose if you want the user to be an Oce manager. For more information, see Select a user as an Oce manager.

Select your desired notication setting for transcribed documents. You can always change the notication setting in Workow > Users. For more information, see Editing existing users.

Click Add user to add the user to the workow without an invitation email. X The user status is displayed in the Status column of the users list. Click Add & Invite to add the user to the workow and send them an invitation email. X The newly added user will receive an invitation email with additional information on how to activate the SpeechLive user account. X The user status is displayed in the Status column of the users list. If the user has clicked the activation link in the invitation email, the account is activated and the user status is displayed in the Status column of the users list: Select a user as an Oce manager Select one or more workow users to be Oce managers. As Oce managers, users get additional rights: They can edit user settings, such as inviting new users and deleting existing users from the workow. Advanced business package users are also able to change workow relationship settings. Note

• Users don’t get a notication when you assign them the role of an Oce manager. As an account administrator, you should inform the relevant users that you have selected them to be Oce managers in the workow.

• Users can only participate in the workow as Oce managers if you have sent them a user invitation email and if they have clicked the activation link in the invitation email.5 To select a new user as an Oce manager:

Proceed as described in the steps 1-4 of the chapter Adding users.

In the User role section, select Author or Transcriptionist and mark the checkbox next to Oce manager.

Proceed as described in the steps 6-7 of the chapter Adding users. To select an existing user as an Oce manager:

Click the Workow tab and then click Users from the drop-down list.

Select the desired user and click the Edit user icon on the toolbar. X The Edit user window opens.

In the User role section, mark the checkbox next to Oce manager.

Click Save changes. Send email invitation at a later time You can add a user to the workow and send an email invitation at a later time. The reasons for resending or sending an email invitation at a later time can be the following:

• You want to set up all users in the workow rst and send the invitation email afterwards.

• The user missed to click the activation link in the invitation email within 24 hours after receiving the invitation email.

• The invitation email was directed to the user’s spam folder and therefore the activation link has expired.

• There was a technical problem while trying to send the invitation email. To resend an email invitation:

Click the Workow tab and then click Users from the drop-down list.

Select the desired user.

Click the Resend invitation icon on the toolbar. Editing existing users You can always change the settings for existing users, such as notications for transcribed documents, the displayed name, or select the desired user to be an Oce manager.

Click the Workow tab and then click Users from the drop-down list.

Select the desired user and click the Edit user icon on the toolbar. X The Edit user window opens.

Select the desired settings.

Click Save changes. Resetting the password Reset account administrator password

Click the Account tab and then click Edit account at the bottom of the page.

In the Login data section, enter your old password in the Old password eld. Then enter and repeat your new password in the relevant elds.

Click Save. Reset user password Workow users can’t reset their password themselves. Only the account administrator can request a password reset. Users can afterwards change their password by clicking the conrmation link in the password reset email Note

• You can only request a new password for users who have already been activated.

• When resetting a password in SpeechLive, the user also needs to change the relevant password in other applications, such as SpeechExec workow software or the Philips dictation recorder app. To request a password reset for a workow user:

Click the Workow tab and then click Users from the drop-down list.

Select the desired user and click the Reset password icon on the toolbar. X The user receives an email with a conrmation link. After clicking the link, a window opens where the user can change their password.6 Deleting users Note

• If you want to delete all users with the same user role—Author or Transcriptionist—make sure that all dictations assigned to any user with this user role are deleted. You can only delete the very last user within one user role if all dictations in the workow have been deleted.

• Additionally, all dictations assigned to the workow users in SpeechExec need to be deleted from the Archive folder in SpeechExec.

Click the Workow tab and then click Users from the drop-down list.

Select the desired user and click the Delete user icon on the toolbar.

• If there are dictations assigned to the user you want to delete, you will be prompted to assign the dictations to another user who has the same user role, which is Author or Transcriptionist. In this case, select a user from the drop-down list you want to assign the dictations to. Then click OK. X The dictations are assigned to the selected user, and the Author name of the relevant dictations changes to the Author name of the new user.

• If the user you want to delete is the last user in the list within one user role, you will be prompted to delete all dictations in the account. In this case, rst delete all dictations in the workow, and then delete the user again.

• If there are no dictations assigned to the user you want to delete, click Delete. X The user is deleted. User applications There are three ways for users to log in to the SpeechLive system. They can do one of the following:

• Access login.speechlive.com on a computer by using a browser

• If you want to use SpeechLive with Philips SpeechExec dictation software, you need to have a valid license key for the software.7 3 Relationship management (only advanced business package) If you have purchased the SpeechLive advanced business package, you can manage relationships between up to 50 workow users by assigning authors to transcriptionists. Transcriptionists can only view dictations from those authors who have been assigned to them. Note

• If you have upgraded from a small business package to an advanced business package, all authors and transcriptionists in your workow are automatically assigned to each other. You can change the assignment of single users in Workow > Workow relationships (see Dening relationships). Dening relationships

Log in to your SpeechLive account at login.speechlive.com.

Click the Workow tab and then click Workow relationships from the drop-down list. X If assignments already exist, all links between authors and transcriptionists are listed. X The number of transcriptionists assigned to an author is displayed accordingly:

If you want to change the view of users and assign authors to transcriptionists instead, click the Typist to Author icon on the toolbar. X The view is changed now and the transcriptionists are listed in the left column, the authors to be assigned in the right column. X The icon on the toolbar changes to Author to Typist

To link a transcriptionist to an author, select the desired author. Then click the add icon next to the transcriptionist you want to link to the selected author. X The transcriptionist is now linked to the author. To remove the link between a transcriptionist and an author, select the desired author. Then click the remove icon next to the transcriptionist you want to unlink from the author.

Click the Save icon on the toolbar once you’re nished setting up all desired relationships. Exporting user relationship overview Export a .csv le with an overview of the links between all users in your workow.

Click the Workow tab and then click Workow relationships from the drop-down list.

Click the Export icon on the toolbar. X The .csv le is downloaded to a local folder on your computer.8 4 SpeechLive transcription service The Philips SpeechLive transcription service is a complete speech-to-text workow solution. If dictations have been assigned a priority status, important dictations will be transcribed even faster. The SpeechLive transcription service also supports dictations with multiple speakers, such as interviews, telephone conversations, or meetings. Note

• The SpeechLive transcription service can only be used if you have charged your account with sucient transcription service minutes. The following table provides an overview of the available languages, delivery times, maximum le length and number of speakers: English Number of speakers 1 2 3 4–5 > 5 Delivery time (up to...hours) 24 5* 72 Maximum le length* (minutes) 120 25** 180 French Number of speakers 1 2 3 4–5 > 5 Delivery time (up to...hours)

German Number of speakers 1 2 3 4–5 > 5 Delivery time (up to...hours) 12 5* 72 Maximum le length* (minutes) 120 25** 180 *) Priority dictations **) Priority dictations that exceed 25 minutes are automatically changed to dictations without priority. Users are notied via email. ***) The length of the dictation sent to the transcription service is rounded to the next full minute. Using SpeechLive transcription service When you purchase a SpeechLive package, you automatically get 10 free trial minutes per account for the SpeechLive transcription service. You can always top up your transcription service credit. Note

• Purchased transcription service minutes expire after 24 months. Purchase minutes for the transcription service

Log in to your SpeechLive account at login.speechlive.com.

Scroll down to SpeechLive transcription service and then click Buy transcription minutes. Enable automatic recharge Enable the automatic recharge function, which will recharge your account with a predened amount once your preset threshold is reached.

Click the Account tab and then click Edit account at the bottom of the page.

In the SpeechLive transcription service section, mark the checkbox next to Auto-recharge, select your desired amount of auto-recharge minutes and your desired threshold.

Click the Save icon . Select languages At the beginning of the registration or buying process, you need to select the language for the transcription service. Note

• The SpeechLive transcription service supports only one language per SpeechLive account. You can’t change the selected language at a later date.

• Should you require multiple languages, create a second SpeechLive account and select the desired language.9 Activate multi-speaker dictations Enable the transcription for multi-speaker dictations to allow transcription of interviews, telephone conversations, meetings and more. When you send dictations to the transcription service, you can select if it is a dictation with one, two, three, four, ve or more than ve speakers. If you select more than ve speakers, you will receive an oer via email. Note

• The multi-speaker option is only available for purchased accounts.

• If you enable the transcription for multi-speaker dictations, the auto-recharge checkbox is automatically marked. Since the prices for the transcription of multi-speaker dictations are higher than for single-speaker dictations, it is necessary that your credit is charged suciently in order to process your multi-speaker dictations.

• Users also need to activate multi-speaker dictations in their applications. For more information, see the Quick start guide for authors. To enable the multi-speaker dictations feature:

Click the Account tab and then click Edit account at the bottom of the page.

In the SpeechLive transcription service section, mark the relevant checkbox to enable multi-speaker dictations.

Click the Save icon on the toolbar. For full cost control, activate a notication which will inform you via email once your preset threshold is reached. To activate notications:

Click the Account tab and then click Edit account at the bottom of the page.

In the SpeechLive transcription service section, mark the checkbox next to the desired notication setting and select your desired threshold.

Click the Save icon on the toolbar. Sending dictations With the one-o 10-minute trial for the SpeechLive transcription service, all users in your workow are able to send dictations to the transcription service straight away. For information on how to send dictations to the transcription service, see the Quick start guide for authors. You can always top up your transcription service credit. For more information, see Purchase minutes for the transcription service. Receiving transcribed documents As soon as a dictation is transcribed, the nished document is attached to the original dictation in the SpeechLive portal. Depending on your SpeechLive notication settings for your workow users, the document can additionally be sent to the authors via email If users work with Philips SpeechExec workow software, the dictation is also attached to the original dictation in the software. Notication of nished documents As the account administrator, you can dene the notication settings for transcribed documents in the SpeechLive portal.

Log in to your SpeechLive account at login.speechlive.com.

Click the Workow tab and then click Users from the drop-down list.

Select the desired user and click the Edit user icon on the toolbar. X The Edit user window opens.

Select your desired notication setting for transcribed documents

Click Save changes.10 5 SpeechLive speech recognition service The Philips SpeechLive speech recognition service is a fast and ecient speech-to-text solution, perfect for general contexts. The dictations sent to the speech recognition service are almost immediately transcribed by SpeechLive. Choose between 21 languages for dictations to be transcribed in. Note

• The SpeechLive speech recognition service can only be used if you have charged your SpeechLive account with sucient speech recognition minutes. Using SpeechLive speech recognition service Every user in your workow has ve (small business package) or 10 (advanced business package) free speech recognition service minutes available every month. You can always top up your speech recognition service credit. Note

• Free speech recognition minutes that haven’t been used up, automatically expire after a month.

• Purchased speech recognition minutes expire after 36 months. Purchase minutes for the speech recognition service

Log in to your SpeechLive account at login.speechlive.com.

Scroll down to Speech recognition service and then click Buy speech recognition minutes. Enable automatic recharge Enable the automatic recharge function, which will recharge your account with a predened amount once a certain threshold is reached.

Click the Account tab and then click Edit account at the bottom of the page.

In the Speech recognition service section, mark the checkbox next to Auto-recharge, select your desired amount of auto-recharge minutes and your desired threshold.

Click the Save icon . Select languages You can select multiple languages for the speech recognition service. When you use the speech recognition service for the rst time, a default language is already preselected. SpeechLive recognizes your browser’s system language and selects the language for the speech recognition service accordingly. Note

• You can’t disable the preselected default language. To change the default language, you need to change your browser’s language. To select languages for speech recognition:

Log in to your SpeechLive account at login.speechlive.com.

Click the Workow tab and then click Speech recognition from the drop-down list.

Mark the checkbox next to your desired language(s).

Click the Save icon on the toolbar. Sending dictations With the monthly free speech recognition minutes, all users in your workow are able to send dictations to the speech recognition service straight away. For information on how to send dictations to the speech recognition service, see the Quick start guide for authors. You can always top up your speech recognition service credit. For more information, see Purchase minutes for the speech recognition service.11 Receiving transcribed documents As soon as a dictation is transcribed, the nished document is attached to the original dictation in the SpeechLive portal. Depending on your SpeechLive notication settings for your workow users, the document can additionally be sent to the authors via email. If users work with Philips SpeechExec Pro Dictate software, the dictation is also attached to the original dictation in the software. Note

• The nished document is sent as an .rtf and a .txt le. If smartphone users can’t open the .rtf le, we recommend using the .txt le instead. Notication of transcribed documents As the account administrator, you can dene the notication settings for transcribed documents in the SpeechLive portal.

Log in to your SpeechLive account at login.speechlive.com.

Click the Workow tab and then click Users from the drop-down list.

Select the desired user and click the Edit user icon on the toolbar. X The Edit user window opens.

Select your desired notication setting for transcribed documents

Log in to your SpeechLive account at login.speechlive.com.

Click Account on the menu bar to display the following information:

• SpeechLive partner for service and support

• Speech recognition service

• Speech recognition history

• Communication settings

To edit your account or top up your transcription service and speech recognition service credit, click Edit account. Download account activities Download a .csv le with information on all workow activities of the last 30 days. This information includes, for example, which users have been added or removed by whom, which users have activated their SpeechLive account, or which users have been assigned the role of an Oce manager.

Click the Workow tab and then click Activities from the drop-down list.

Click Download now. X The .csv le is downloaded to a local folder on your computer. Back up les As the account administrator, you can quickly and easily create a local backup of all les in your workow and download them to your computer. To back up les:

Click the Workow tab and then click Backup from the drop-down list.

If you haven’t backed up les yet, click Create a new backup now. If you have already backed up les and want to create a new back up, click the Create new backup icon on the toolbar. X You will get a conrmation email once your backup has nished. To download backed up les to the computer:

Click the Workow tab and then click Backup from the drop-down list.

Click the Download icon on the toolbar. X The Enter the password pop-up window appears.

Enter your SpeechLive password, and then click OK. X The Success pop-up window appears.

Click Download. X The backup is downloaded to a local folder on your computer. Archive settings If you use SpeechExec workow software in addition to SpeechLive, all dictations in your workow are automatically archived in SpeechExec after they have been transcribed. As the account administrator, you can select if all workow users should see archived dictations, or if only the person who uploaded the dictations and the related transcriptionists should see the dictation les. Additionally, you can dene a purge interval after which archived dictations will be deleted automatically from the SpeechLive workow. Note

• The automatic purge function is only available for archived dictations.

• Dictations that are deleted from the SpeechLive workow after the preset purge interval are also deleted from the Archive folder in SpeechExec.

Click the Workow tab and then click Archive settings from the drop-down list.

Select your desired setting for the visibility of archived dictations, and optionally dene a purge interval.

Click the Save icon on the toolbar.13 7 Support information In case of questions, click the Support tab to display the following information:

• Frequently asked questions

• Contact details of your SpeechLive and speech recognition support partner

• Contact details of the SpeechLive transcription service (optional)