DocShuttle Client

The DocShuttle Client module is used by transcriptionists to download voice files and upload completed documents.  DocShuttle Client integrates with the Bytescribe WavPlayer to allow the transcriptionist to play standard sound files such as *.wav, *.vox, *.dss, *.mp3, *.msv, and *.dvf.  Any type of transcription document such as Microsoft Word or WordPerfect can be used. Once a dictation job has been completed, the document is attached and uploaded by the transcriptionist. DocShuttle Client automatically changes the status of each file on both the local computer and FTP site as the transcriptionist completes each job.

Configuring DocShuttle Client

To configure the settings of DocShuttle Client, click Tools | Settings from the menu.  This will display the settings window shown below.

The host address, username and password must be entered. If dictation files are stored in a subfolder on the FTP site, the subfolder path should be entered in the Root Directory field. The User’s Job Type and User’s 4-Digit ID fields should also be filled. Check with the system administrator for these settings.

Connecting to the FTP Server

Once the proper settings have been entered into the Settings window, the transcriptionist can connect to the FTP server by clicking the Connect button in the top left corner of the DocShuttle Client window, or by selecting the Connection | Connect to FTP menu option. All files in the user’s job type (entered in the Settings window) will be displayed.

Transferring Files using DocShuttle Client

The DocShuttle Client window has two panes. The top pane displays files on the FTP server. The bottom pane displays files on the local computer. Files are downloaded from the FTP server to the local computer either by dragging files from the top pane to the bottom pane or by clicking the arrows in the button bar at the top of the window.  As files are being transferred, a progress bar appears showing the status of the current download.  Encrypted files are automatically decrypted by the software as they are being downloaded.  

Listening and Transcribing Downloaded Voice Files

Once files have been downloaded to the local computer, the files can played and transcribed by double-clicking on selected files.  If the Bytescribe WavPlayer is installed on the computer, the WavPlayer will launch and play the voice files.  The WavPlayer is capable of being controlled with a foot pedal.  If the Bytescribe WavPlayer is not installed on the computer, Windows Sound Recorder will play the files.  The files will be heard through a headset or speakers connected to the local computer's sound card.  

Managing Files using DocShuttle Client

File management using DocShuttle Client is easy because the status of all files is shown in the program window.  When files are first accessed on the FTP server by a transcriptionist, they will first have either a "New" or "Stat" status and will be marked with a green or yellow flag.  Once a file is downloaded, it will have a "Downloaded" status and will be marked with a yellow lightning bolt.  As a file is completed by the transcriptionist, it will have a "Completed" status and will be marked with a red flag.  If a transcriptionist attaches and uploads a document, the file will have an "Uploaded" status and will be marked with a paperclip icon.  The status of all local files is automatically synchronized with the files on the FTP server.

Below is a chart that shows the different statuses that a file can have.  There are two columns of icons.  The right column of icons indicates the status of the voice file.  The left column indicates the status of the attached text document.  If a voice file has been completed by a transcriptionist, it will be marked with a red flag.  Files that have a colored paperclip icon represent files that are being reviewed for quality assurance purposes.  The "Uploaded" status represents a file that is fully complete.  Files with this status have a red flag and black paperclip beside them.

As a file is being downloaded by a transcriptionist, it is marked as "Locked" on the FTP server so that no other transcriptionist can access the same file at the same time.  The status remains "Locked" until the file is completely transferred.

If a transcriptionist downloads several files and then is unable to complete them, he/she should change the status of the uncompleted files on the FTP server back to "New".  In order to do this, the following steps should be taken.  First, the files should be marked as completed on the local drive by right-clicking on the files and selecting Change Status To | Completed from the popup menu that appears.  Then the files should be deleted from the local drive by right-clicking on the file and selecting Delete Selected Files from the popup menu (a file that is not "Completed" status cannot be deleted).  Once the files have been deleted from the local drive, right-click the file on the FTP server in the top pane and select Change Status to New from the popup menu that appears.

DocShuttle Client allows transcriptionists to download and transcribe only the files that have been assigned to a particular transcriptionist.  The status of each file is synchronized with the files on the FTP server so that the administrator of the system can view the status of all files that have been uploaded.   This means that the administrator can manage the files for all transcriptionists from one location using DocShuttle Administrator.

Attaching Documents

As a transcriptionist listens to voice files that have been downloaded, the transcription can be typed into any standard word processor such as Microsoft Word or WordPerfect.  These text documents can be saved in any folder on the computer, such as the "My Documents" folder.  Once a text document has been typed and completed, the document can be attached to the original voice file in the DocShuttle Client window.  To attach a document, right-click on the voice file in the lower pane and select the Attach External Document option from the popup menu that appears.

Some companies may not need for transcriptionists to upload text documents.  In this case it would be enough for the voice files to be marked as "Completed".  In order to mark a voice file as "Completed", right-click on the voice files and select the Change Status To | Completed menu option. 

Quality Assurance

Many companies require that a document be reviewed or edited for quality assurance (QA) purposes before a final copy is submitted to the facility.  DocShuttle provides a method by which a transcriptionist may send files for QA review.  Both the transcriptionist and the QA review person must be using DocShuttle Client.  The QA review person should be granted QA privileges by the administrator.  

Above is a flowchart showing files sent for QA review.  Once a transcriptionist completes and attaches a document, he/she may right-click on the file and select "Mark Attachment for QA" from the popup menu that appears.  An option may be set to automatically mark all files for QA by selecting Tools | Settings from the DocShuttle Client menu and clicking the Local tab.  When the transcriptionist uploads the file back to the FTP site, it will have a status of "Marked for QA" on the FTP site.  A QA review person with proper privileges may then download and edit the file marked for QA.  Once the file has been edited or reviewed, the file will be uploaded back to the FTP site by the QA review person.  It is important that the QA review person does not rename document file name during this process.

Managing Text Documents

To view all completed text documents, select Tools | Document Manager from the DocShuttle Client menu.  The Document Manager window shown below will appear.  The Document Manager displays all attached text documents.  This window enables functions such as printing, viewing, searching and creating reports.  

Creating Reports

Reports may be easily created using the Document Manager window.  Simply select Options | Custom Report from the Document Manager menu.  The dialog box shown below will appear.

To create a report, select the criteria from the dialog box and click the Create button.  If the documents downloaded by DocShuttle are Microsoft Word documents and Microsoft Word is installed on the computer, you may select the "Include MS Word Statistics" checkbox to include line count information in the report.