Documents
From the Documents screen you can view the dictations on your system and edit their demographic data. Various filter options allow you to refine your search results.
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Filter Modes
Filter Options
Editing a Single Dictation
Editing Multiple Dictations
Exporting Dictations
Filter Modes
There are three modes from which to select. You can only select one of them at a time.
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Browse Mode
If selected, you will be filtering by all of the Filter Options.
Category Mode
If selected, you will be filtering by a category. Categories are created and configured from the Categories tab in System Manager and can provide very precise filtering.
Document Filter
If you have set a variety of Filter Options, you can save the filter configuration for use at a later time. This will save you the time of having to repeatedly set multiple fields. To save a filter, type a name in the field and click +. To delete a filter, select it and then click —.
Filter Options
These options allow you to refine your job search. You may need to click on + Show Job Filter to see additional options. Any number of options can be combined together. To see an updated list of dictations based on your filter options, click the large Refresh button in the bottom left corner.
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Status
Select the status of the dictations you want listed. Job statuses: In Queue jobs are awaiting transcription; Completed have been typed; In Use are being typed; In Dictation are being created; Archived have been deleted; and Auxilary are missing.
Author
Select the author for which you want dictations listed.
Exclusive
This searches the Exc/Asg field (Exclusive Assignment), the specific typist ID a dictation is assigned to. If a job does not have a specific typist assigned, then it will have a value of 900.
Access by Typist
This searches the TypistID field of dictations. When a typist accesses an In Queue job their ID number is placed here. Note that once a job is marked Completed the TypistID field does not change even if it is accessed by a different user in the future. Because of this, this filter option is primarily meant to see what dictations a typist has transcribed.
Secondary Status
Select the secondary status for which you want dictations listed. Many dictations may not have a secondary status.
WT
Enter the worktype number you wish to list.
Dept
Enter the department number you wish to list.
Subject
Enter the subject of the dictation(s) you wish to list. When searching, you must enter the subject for it to be listed. Results that have only a portion of the value entered into the subject box will not be displayed. For example, if you are searching for dictations with a subject of 123, you will need to enter 123 and not just 12 for them to be listed.
Priority
Allows you to list only Priority or Non-Priority dictations.
<Min
Enter the length of the dictation in minutes. All jobs with that length and under will be listed.
Author Date
The date that the job was created.
Typed Date
The date that the job was marked Completed.
Job Number
Each dictation file has a unique job number. When searching, you must enter the entire job number for it to be listed. Results that have only a portion of the value entered into the Job Number box will not be displayed. For example, if you are searching for job number 123, you will need to enter 123 and not just 12 for it to be listed.
Original Job Number
Most dictations will not have anything for this field. The only time it would have an original job number would be if it was exported from another Phoenix server before being imported.
Channel
This is the channel or port that a dictation was created on. Note that dictations created PcDictate, digital portables, or imported from another source will have a channel of 0.
SysID
If you have multiple Phoenix servers on your network, each server should have its own unique SysID (System ID) to trace the dictation file's origin. You can enter this number here.
Editing a Single Dictation
Editing a dictation is easy. Simply select the dictation from the list you wish to edit. From the menubar select Marked Jobs > Edit THIS Job. Make any desired changes to the various demographic fields. When done, click Update.
If you want to quickly update just the Typist assignment (Exc field), right-click the dictation to Mark it, and then from the menubar select Marked Jobs > Exclusively Assign to Typist.
Editing a Group of Dictations
To edit a group of dictations, the desired dictations must be Marked first. You can Mark as many dictations as you want.
Marking Dictations
You can Mark a dictation by right-clicking it from the Job List. The text will turn green when Marked. If you wish to Mark every dictation currently displayed in your Job List, from the menubar select Marked Jobs > Mark All Filtered Jobs.
Un-Marking Dictations
You can Un-Mark a dictation by right-clicking it from the Job List. The text will no longer be green but return back to black or red, depending on if it has Priority status. If you wish to Un-Mark every dictation currently displayed in your Job List, from the menubar select Marked Jobs > UnMark All Marked Jobs.
Set all jobs as Priority
This lets you quickly enable Priority status on mulitple jobs without using the Group Edit feature. The dictations must be Marked (by right-clicking) before selecting this option.
Set all jobs as Non-Priority
This lets you quickly remove Priority status on mulitple jobs without using the Group Edit feature. The dictations must be Marked (by right-clicking) before selecting this option.
Group Edit
After Marking multiple dictations, the Group Edit feature allows you to edit the demographic fields of all selected dictations simultaneously. You can edit one demographic field or multiple ones at once. For example, you could change the dictations' WorkType from 2 to 7 and the Author from ID 36 to 366. Be sure to click Update when finished.
Exporting Dictations
To edit a group of dictations, the desired dictations must be Marked first. You can Mark as many dictations as you want. To export, from the menubar select Marked Jobs > Export Jobs > Path with Path representing the Export Path you have configured (how to set up an export path). Click OK to the popup to confirm exporting for the Marked dictations.
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Filter Modes
Filter Options
Editing a Single Dictation
Editing Multiple Dictations
Exporting Dictations
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Editing a Group of Dictations
To edit a group of dictations, the desired dictations must be Marked first. You can Mark as many dictations as you want.
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Marking Dictations
You can Mark a dictation by right-clicking it from the Job List. The text will turn green when Marked. If you wish to Mark every dictation currently displayed in your Job List, from the menubar select Marked Jobs > Mark All Filtered Jobs.
Un-Marking Dictations
You can Un-Mark a dictation by right-clicking it from the Job List. The text will no longer be green but return back to black or red, depending on if it has Priority status. If you wish to Un-Mark every dictation currently displayed in your Job List, from the menubar select Marked Jobs > UnMark All Marked Jobs.
Set all jobs as Priority
This lets you quickly enable Priority status on mulitple jobs without using the Group Edit feature. The dictations must be Marked (by right-clicking) before selecting this option.
Set all jobs as Non-Priority
This lets you quickly remove Priority status on mulitple jobs without using the Group Edit feature. The dictations must be Marked (by right-clicking) before selecting this option.
Group Edit
After Marking multiple dictations, the Group Edit feature allows you to edit the demographic fields of all selected dictations simultaneously. You can edit one demographic field or multiple ones at once. For example, you could change the dictations' WorkType from 2 to 7 and the Author from ID 36 to 366. Be sure to click Update when finished.