Philips SPEECHEXEC 4.3 User manual

SpeechExec Transcribe
SpeechExec Pro Transcribe
Version 4.3
www.philips.com/dictation
EN Quick reference guide 3
DE Kurzreferenz 23
FR Guide de référence rapide 43
ES Guía rápida 63
NL Beknopte handleiding 83
IT Guida rapida 103
FI Pikaohje 123
SV Snabbguide 143
SK Rýchla referenčná príručka 163

Declaration of Conformity
Tested to comply with FCC standards
FOR HOME OR OFFICE USE
Model Number: LFH 6220, LFH 210, LFH 234, LFH 334
Trade Name: USB adapter 6220, Foot control 210, Earphones 234/334
Responsible Party: Philips Speech Processing
Address: 64 Perimeter Center East, Atlanta, GA 30346, USA
Telephone number: 888-260-6261
Website: www.philips.com/dictation
This device complies with Part 5 of the FCC Rules. Operation is subject to the following two conditions:
) This device may not cause harmful interference.
2) This device must accept any interference received, including interference that may cause undesired operation.

3Quick reference guide
ENGLISH
 Introduction 4
2 Installation 5
2.1 Requirements 5
2.2 Hardware installation 5
2.3 Software installation 5
3 Get started 6
3.1 Start the program 6
3.2 Create a user profile 6
3.3 Worklist window overview 7
3.4 Player window overview (compact mode) 8
4 Working with Philips hardware devices 10
4.1 Foot control 10
4.2 Headphones 11
4.3 Digital Pocket Memo 12
5 Transcription 14
5.1 Transcribe a dictation 14
5.2 Finish, suspend or cancel a transcription 16
5.3 Instructions 16
5.4 Delete a dictation 17
6 Settings menu 18
6.1 Create author profiles for encrypted dictations 18
6.2 Notification of new dictations 19
6.3 Use keyboard shortcuts 19
7 Troubleshooting 20
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Quick reference guide

4Quick reference guide
 Introduction
Thank you for purchasing Philips SpeechExec.
Philips SpeechExec is a professional transcription solution. This manual covers the basic•
installation of the SpeechExec software and its related use with the foot control.
Not all devices mentioned in this manual are necessarily part of the package contents.•
Descriptions of devices such as SpeechMike, Digital Pocket Memo and accessories are for
information only and do not require Philips to deliver any of these accessories with this
package.
If a topic begins with this icon•
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, the described feature is available to users of SpeechExec Pro
Transcribe only.
E Tip: For more information about using the SpeechExec software, see the help function (by
pressing F1 on the keyboard).

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2 Installation
2.1 Requirements
Recommended: Pentium III, 500MHz and 512 MB RAM (1 GB RAM for Vista)•
60 MB hard disk space for SpeechExec, 100 MB for Microsoft .NET 1.1 Framework•
1 free USB port, 1 self-powered USB port for the foot control•
Recommended minimum transfer rate for LAN: 100 Mbit/s•
Windows Vista, Windows XP (with Service Pack 2), Windows 2000 (with Service Pack 4)•
D Note: For all operating systems, it is recommended that the latest Service Pack available be
installed before installing SpeechExec.
2.2 Hardware installation
Turn on the PC.1
Connect the USB dongle to a free USB port.2
Plug the headphones into the3 socket and the foot control into a free USB port.
4 Connect the USB plug of the Digital Pocket Memo to a free USB port or the port of the USB
dongle.
The5 New Hardware Found message of Windows is displayed and installation will proceed
automatically.
Restart the PC when prompted by Windows.6
D Note: If the message does not appear, verify if the USB port is enabled in the BIOS of your
system. See the hardware documentation for details or contact your hardware vendor.
2.3 Software installation
Insert the installation CD for SpeechExec Pro Transcribe in the CD-ROM drive. The set-up1
program should start automatically. If it does not, open the CD contents in Windows
Explorer and double-click the autorun.exe file.
Click the2 Install button.
Follow the on-screen instructions of the set-up program to install SpeechExec Pro Transcribe3
on the PC.
CImportant: Administrator rights are required to install the software. For more help, contact
your administrator.
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6Quick reference guide
3 Get started
3.1 Start the program
To manually start the program, open the Windows start menu in Windows and select Programs
> SpeechExec (Pro) Transcribe. If the option to start the program automatically was selected
in the settings menu, start the program by clicking the icon in the notification area of the
Windows task bar.
3.2 Create a user profile
When using SpeechExec for the first time, a
wizard guides you through the step-by-step
configuration process to create a new user
profile and configure your initial key settings.
Follow the on-screen instructions to:
Specify a user name. The user name identifies•
the user who last worked on the dictation.
Set the destination folder on the PC for•
Pending dictations. Pending dictations will be
listed in the To Do folder in the worklist. The
To Do folder organizes all your input folders into one simulated ‘overview’ folder.
Configure settings for the ‘new dictation’ notification in your• To Do folder.
ETip: If working in a network, select the folder on a mapped network drive where the
author’s finished dictations are stored. These will be your pending dictations.
DNote: It is possible to change these settings later using the Settings menu. See Settings menu
on page 18 for more information.

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3.3 Worklist window overview
The worklist module lets you to manage your dictation list, define dictation properties, configure
a Digital Pocket Memo and make various settings.
Menu bar:1 The menu bar contains menu commands that perform various tasks, such as to
manage dictations, make and change settings, and configure SpeechExec Pro Transcribe.
Toolbar:2 Many functions can be controlled using the toolbar buttons:
Folder list:3 The folder list displays your folder structure. The structure depends on your
personal or pre-configured settings. Click the plus sign at the left of a folder to expand the
tree and display a folder’s sub-folders.
Start Transcription (open the selected
dictation in the player)
Start/stop playback of the selected
dictation
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Play Special Instruction
Displays the dictation properties of a file
Send and receive emails with dictations
via a connected email system
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Start downloading from a connected
Digital Pocket Memo to a PC
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Apply (and cancel) the defined filter to
the dictation list
Refresh the information displayed in the
worklist
Submit the selected dictation for an
installed speech recognition software
Open the help function

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Dictation list:4 The dictation list displays information about the dictations stored in the
selected folder. The columns display the properties of the dictations. Change the focus
between the tree view and the dictation list view by clicking inside each pane.
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5 DPM device display: The DPM (Digital Pocket Memo) display appears when a Digital Pocket
Memo is connected. It allows users to display and play back dictations stored on the Digital
Pocket Memo, and to configure settings on the connected recorder.
Status bar:6 The status bar at the bottom of the window displays information on dictation
management such as the number of dictations in the selected folder, the number of dictations
with priority status assigned, and the name and role of the current user.
3.4 Player window overview (compact mode)
The player module allows the play back of sound files created with SpeechExec Pro Dictate or a
Digital Pocket Memo. Additional commands are available when viewing the player in expanded
mode.
Menu button:1 Click the button in the top left corner to open a menu with the commands
to display the dictation properties and audio settings, mark the dictation as suspended or
finished, switch the player to expanded mode, or close the player window.

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Toolbar:2 Most functions available in the player window can be controlled by these buttons:
Start/pause playback
Stop the current action (playback)
Fast rewind
Fast forward
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Jump to the previous spoken
instruction
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Jump to the next spoken instruction
Adjusts playback volume
Adjusts playback speed
Adjusts the playback tone
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Play back special instruction
Finish: Close the dictation and mark the
transcription as finished. The dictation
is moved to the Finished dictations folder
(SpeechExec Transcribe) or to the Archive
folder (SpeechExec Pro Transcribe).
Suspend: Close the dictation and mark it
as suspended meaning that work on the
dictation is interrupted temporarily and will
be continued at a later time. The dictation
is saved in the Suspended folder.
Close: Close the dictation without saving
any changes that have been made.
Position slider:3 Displays file information such as file length and the current position in the
sound file during playback. The length of the dictation is displayed in HH:MM:SS (hours:
minutes:seconds) to the right of the slider.
Audio volume meter:4 Displays the audio output level.
The5 icon indicates that the recording contains a special instruction.
DNote: The player window can be displayed in compact (default setting) or expanded mode.
Some toolbar buttons are not available in compact mode. To switch to the expanded mode,
click the button in the top left corner and select Expanded Mode.
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4 Working with Philips hardware devices
Philips hardware devices designed for compatibility with SpeechExec and can also be used to
control the SpeechExec program. For detailed information, refer to the documentation delivered
with the device.
4.1 Foot control
The foot control is designed to oer a convenient, hands-free tool for playback of files for
transcription.
The Foot Control has three pedals: a middle, a right
and a left.
Press and hold the• left pedal for fast rewind. When
rewinding reaches the desired position, release the
pedal.
Press and hold the• middle pedal to fast forward.
When forwarding reaches the desired position,
release the pedal.
The• right pedal starts playback. The behavior for
starting and stopping playback depends on the setting
of the playback switch on the underside of the foot
control:
N (Neutral) position:• Press and hold the right pedal for playback. When the pedal is
released, playback is stopped.
T (Toggle) position:• Press and release the right pedal to start continuous playback. Press
the right pedal again to stop playback.
DNote: There is a priority sequence among the three foot pedals. The middle pedal has the
highest priority and stops actions started by the left or right switch. The left pedal has the
next highest priority. It stops actions started by the right switch. The right pedal has the
lowest priority.

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1 2 3 4
4.2.2 Install the hanging bracket
Follow the illustration below to install the hanging bracket:
1 2 3 4
4.2 Headphones
The headphones are equipped with soft ear cushions for wearing comfort and a hanging bracket
that attaches the headphone to a monitor.
BWarning: Listen at a moderate volume to avoid hearing damage.
4.2.1 Change the ear cushions
Follow the illustration below to change the ear cushions:

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4.3 Digital Pocket Memo
The Digital Pocket Memo can be used to create dictations and then download them into the
SpeechExec workflow. See the next chapter for more information about downloading recordings. The
Digital Pocket Memo Configuration Wizard assists guides users through the device configurations and
settings. See Digital Pocket Memo Configuration Wizard on page 12 for more information.
4.3.1 Download recordings from the Digital Pocket Memo
Make a recording with the Digital Pocket Memo. See the Digital Pocket Memo Quick1
Reference Guide for more information.
Connect the Digital Pocket Memo to the PC using the USB cable.2
The dictations on the Digital Pocket Memo will be downloaded automatically and moved to3
the Pending dictations folder and listed in the To Do folder of the worklist.
DNote: When the Digital Pocket Memo is connected to the PC for the first time, Windows
detects the new device and automatically installs the required drivers. When the installation
is complete, Windows may prompt you to restart the PC.
4.3.2 Digital Pocket Memo Configuration Wizard
The Digital Pocket Memo Configuration Wizard assists users in configuring the time format, sound
feedback, voice-activated recording, display appearance (standard or advanced display mode), the
recording format, microphone sensitivity, the definition of keywords, and file download to the PC.
Connect the Digital Pocket Memo to your PC using a USB cable.1
Click2 Settings > General Settings on the menu bar to open the settings menu and select
DPM/DT Configuration > DPM Wizard from the list on the left side.
Click the3 Start Wizard... button to open the wizard. Follow the on-screen instructions to
customize the Digital Pocket Memo.
Click the4 Finish button to close the wizard and confirm the transfer of the new settings to
the Digital Pocket Memo.
DNote: It is possible to configure the Digital Pocket Memo manually, using the settings menu
rather than using the wizard. Click Settings > General Settings on the menu bar, select DPM/
DT Configuration > DPM Settings from the list on the left side and click the Start... button.
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4.3.3 Configure the download process from the Digital Pocket Memo
How and which files are downloaded after a Digital Pocket Memo is connected can be configured
in the settings menu or the configuration wizard.
Connect the Digital Pocket Memo to your PC using the USB cable.1
Click2 Settings > General Settings on the menu bar, select DPM/DT Configuration > DPM
Settings from the list on the left side.
Click the3 Start... button. The DPM configuration dialog is displayed in a new window.
Select4 Download in the left pane.
Select which files will be downloaded (download file type):5
All files•
EOL (recordings marked as finished/end-of-letter)•
File selection (SpeechExec prompts the selection of specific files to be downloaded)•
File with keyword 1 (specify a keyword)•
The download settings also allow the user to specify whether files will be deleted on the6
Digital Pocket Memo after they are downloaded.
Click7 OK to save the settings and confirm the transfer of the new settings to the Digital
Pocket Memo.

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5 Transcription
Only recordings marked as Transcription Pending or Transcription Suspended can be selected for
transcription.
5.1 Transcribe a dictation
DNote: By default, the player window is displayed on top of other application windows. This
allows a transcriptionist to work in an other application (such as Microsoft Word) while
the player window is visible in the foreground. To change the position of the player when in
compact mode, move the mouse pointer to the area below the menu arrow, hold the left
mouse button and drag the toolbar to a dierent position.
CImportant: While the player window is open, the SpeechExec window may be visible in
the background, but does not accept user input until transcribing is finished, canceled or
suspended.
5.1.1 Transcribe using the foot control
CImportant: The behavior of the right pedal depends on the setting of the playback switch on
the underside of the foot control. See Foot control on page 10 for more information.
In the SpeechExec Pro Transcribe window, select a dictation from the list and click the1
button on the toolbar. The player window is displayed and the status changes to Transcription
in progress. If a word processing program for transcription (such as Microsoft Word) is
defined in the settings menu, it will also open (see Settings menu on page 18 for more
information).
To begin playback, press and hold the2 right pedal on the foot control (if the playback switch
on the underside of the foot control is in the N position) or press and release the right pedal
on the foot control (if the playback switch is in the T position).
To stop playback, release the3 right pedal (if the playback switch is in the N position) or press
the right pedal again (if the playback switch is in the T position).

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To fast rewind, press and hold the4 left pedal. When rewinding reaches the desired position,
release the pedal.
To fast forward, press and hold the middle pedal. When forwarding reaches the desired5
position, release the pedal.
To stop working, click the6 FINISH, SUSPEND or CLOSE buttons on the player
toolbar. See Finish, suspend or cancel a transcription on page 16 for more information.
5.1.2 Transcribe using the toolbar
In the SpeechExec Pro Transcribe window, select a dictation from the list and click the1
button on the worklist toolbar. The player window is displayed and the status changes to
Transcription in progress. If a word processing program for transcription (such as Microsoft
Word) is defined in the settings menu, it will also open (see Settings menu on page 18 for
more information).
Click the2 PLAY/PAUSE button on the player toolbar and start transcribing.
For short pauses, click the3 PLAY/PAUSE button. To continue playback, press the PLAY/
PAUSE button again.
To stop playback, click the4 STOP button.
To fast rewind, click the5 button. When rewinding reaches the desired position, click the
PLAY/PAUSE button or the STOP button.
To fast forward, click the6 button. When forwarding reaches the desired position, click the
PLAY/PAUSE button or the STOP button.
To stop working, click the7 FINISH, SUSPEND or CLOSE button on the player
toolbar. See Finish, suspend or cancel a transcription on page 16 for more information.

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5.2 Finish, suspend or cancel a transcription
To mark a transcription as finished, click the FINISH button in the player window. The
dictation file is moved to the Finished dictations folder (SpeechExec Transcribe) or to the Archive
folder (SpeechExec Pro Transcribe).
Alternatively, a dictation can be marked as suspended by clicking the SUSPEND button in the
player window. Mark a dictation as suspended to interrupt transcribing temporarily and continue
later. The recording is saved in the Suspended folder.
Clicking the CLOSE button cancels the transcription without saving changes.
5.3 Instructions
Instructions are recorded comments by the author that are directed to the person transcribing
the dictation. SpeechExec supports two types of instructions:
Spoken instructions• are stored within the dictation sound file at the position where the
instruction was actually recorded. (Examples of spoken instructions might include the correct
spelling of a name or technical term, or instructions to insert a new paragraph.)
Special instructions• are usually recorded at the start of a dictation with special information
relating to the dictation. Special instructions are stored in a separate sound file. (Examples of
special instructions might include document formatting instructions, names of individuals to
receive copies, or delivery instructions.)
5.3.1 Play back a spoken instruction
A spoken instruction is stored in the dictation file at the position where the instruction was
actually recorded. It is displayed as a light blue bar in the position slider.
Click the1 PLAY/PAUSE button to play
back a spoken instruction like any other part
of the dictation.
2 Click the button to jump to the previous
spoken instruction.
3 Click the button to jump to the next spoken instruction.
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5.3.2 Play back a special instruction
In the player window, the icon to right of the position slider indicates that the recording
contains a special instruction.
Click the button in the player window to play back the special instruction.
Click the button again to stop playing back the special instruction.
5.4 Delete a dictation
Select the dictation(s) to be deleted in the worklist. To select more than one dictation, press1
and hold SHIFT on the keyboard and click on the dictations to be selected.
Click2 Edit > Delete on the menu bar to delete the selected dictations.
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6 Settings menu
The General Settings dialog allows the user to personalize a variety of application settings such as
dictation options, encryption, user profiles, delivery rules, software updates, worklist options,
configuration of a SpeechMike as well as a foot control, Digital Pocket Memo or digital desktop
and recorder/player settings.
Click1 Settings > General Settings on the menu bar to open the settings menu. The left pane
contains the list of the available settings.
Select an option in the list to display the associated options on the right pane.2
Click3 Apply to save the changes or click OK to save the settings and close the dialog.
CImportant: All or some of the settings can be pre-configured and locked by your system
administrator. Locked settings are read-only.
6.1 Create author profiles for encrypted dictations
When working with encrypted dictations, it is recommended that users set up author profiles.
Author profiles are used to identify dictations for individual authors.
Click1 Settings > General Settings on the
menu bar to open the settings menu and
select Rules > Author profiles from the list
on the left side.
Click the2 Add... button. The New Author
Profile dialog is displayed.
Enter the author’s name, specify a folder3
where the dictations received from the
author will be stored, and enter the author’s
password to decrypt encrypted dictations
automatically.
Click4 OK to save the profile and close the dialog.
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6.2 Notification of new dictations
How a transcriptionist is notified when new dictations arrive in the To Do folder can be
configured. A visual signal, acoustic sound (beep) - or both - can alert a transcriptionist when a
new dictation is available for transcription.
Click1 Settings > General Settings on the menu bar to open the settings menu and select
Worklist > Notification from the list on the left side.
Define the preferred type of notification.2
High-priority dictations only: receive•
notifications for dictations that have a
priority value equal to or greater than the
threshold defined under General Settings
> Worklist > Dictation list.
Visual notification: a dialog box will be•
displayed when a new dictation arrives.
Sound notification: an audio signal will play•
when a new dictation arrives.
Click3 OK to save the profile and close the
dialog box.
6.3 Use keyboard shortcuts
Keyboard shortcuts save time because it is not necessary to move your hands from the keyboard
to use the mouse.
To create a new shortcut:
Click on1 Settings > General Settings on the
menu bar to open the settings menu and
select Worklist > Shortcuts from the list on
the left side. A list with the combinations of
keys and actions that have been assigned (and
can be assigned) is displayed on the right side.
Select an action from the list, press the2
keystroke combination to assign and click
Assign.
To delete a shortcut, select the shortcut from the list and click3 Remove.
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7 Troubleshooting
The PC sound system is not functioning
When connected, a SpeechMike or a Digital Pocket Memo will act as USB sound devices. To
configure the sound system of your PC as the default device, click on Settings > Sound and Audio
Device Properties to open the Windows sound settings. Select Audio and choose the sound
system of your computer as the default selection. Mark the Use only default devices option.
Cannot connect the Digital Pocket Memo to the PC
Be sure the USB drivers were installed correctly. If the installation of the USB driver was not
completed or the Unknown device detected process was canceled the first time you connected the
Digital Pocket Memo to your PC, proceed as follows:
Connect the Digital Pocket Memo to your PC.1
Click on2 Start > Settings > Control Panel > System > Device Manager.
Look for an unknown USB device in the list.3
Select the4 Unknown Device and click Remove.
Click5 OK and close the Control Panel window.
Disconnect the Digital Pocket Memo and reconnect it.6
The7 Add New Hardware Wizard will open automatically. Click Next. Follow the instructions
on the screen. When the wizard detects the driver (USB Mass Storage Device), click Next to
copy the driver to your computer.
On the last page of the wizard, click8 Finish to complete the installation.
Drive letter conflict with the Digital Pocket Memo
When installing the Digital Pocket Memo on a PC with Windows XP, the operating system au-
tomatically assigns a drive for the Digital Pocket Memo. This drive appears as a removable disk in
Windows Explorer. Sometimes the drive letter assignment for the Digital Pocket Memo conflicts
with an existing drive letter mapping; this is why the Digital Pocket Memo cannot be seen in
Windows Explorer and SpeechExec displays the status as DPM (disconnected).
Solution: Map all network drives starting with drive letters Z, Y, X (in reverse alphabetical
order).