Starting dictations via workflow

To use this procedure you must create a dictation workflow first. When a dictation workflow is run, and the Start Dictation step is actioned, the dictation process begins. This involves selecting a document (if required) to associate with the dictation and then sending it to a typist for transcription. The sender can choose the particular document they want to use with their dictation and decide whether to merge it or not before being sent.

To start a dictation without a document:

1. Run the dictation workflow. You are prompted to select a document to associate with the dictation. This list is filtered for the current context, e.g. client, matter, etc.

2. Click Cancel. The dictation software opens and:

• If you are using Winscribe, the Owning Object ID and Owning Object Description are included in the notes.

3. In the dictation software record your dictation and send it. The dictation appears in the typist's dictation Inbox.

To start a dictation with a document:

1. Run the dictation workflow. You are prompted to select a document to associate with the dictation. This list is filtered for the current context, e.g. client, matter, etc.

2. Select the desired document and click OK. You are asked if you want to merge it now.

• If you click Yes, the document is merged and a link to it is sent with the dictation.

• If you click No, a link to the unmerged document template will be sent.

3. Click Yes or No. The dictation software opens and:

• If you are using Winscribe, the Owning Object ID, Document ID (or Template ID if not merged), Owning Object Description and Document Name are included in the notes.

• If you are using BigHand, the Owning Object ID and Document ID (or Template ID if not merged) are stored in the BigHand dictation which is not visible. However, the title of the dictation is shown as [Owning Object Type]:[Owning Object Name (Code)], Document:[Relative Path (i.e. Merge template folder) and Document Name], e.g. Matter:GBH(1/2), Document:Injury\GBH.doc.

4. In the dictation software record your dictation and send it. The dictation appears in the typist's dictation Inbox and:

• If a merged document is open, you are asked to close it. This overwrites the existing version.

• If the dictation includes a link to a merged document, it simply opens.

• If the dictation includes a link to an unmerged document template, it is merged and the link is updated to a merged document. The typist can then return to it later without having re-merge.

• Finally, once the transcription is either completed or saved, if a merged document is still open, you are asked to close it.