How to use the Quikscribe Recorder

Quikscribe Recorder Overview
Setting up and testing your sound card
Configuring Quikscribe
Setting up to send files via the network
Setting up to send files via e-mail
How to Record, Rewind and Play
How to undo and redo dictation
How to attach files or documents
How to send an audio file to be transcribed via the network
How to e-mail a file to be transcribed
How to record in education mode

File Menu
Edit Menu
Markers Menu
Help Menu

Audio quality issues
Will not Play or Record
Feedback when Recording
Clicking sound when recording

The Quikscribe Recorder is designed to replace traditional tape based recorders. by recording and editing audio files in a digital format and saving them to your hard drive.

In addition to being able to Record, Rewind, Play, Fast Forward, etc, the Quikscribe Recorder can also Insert additional dictation into any part of the recording. It can also Undo and Redo dictation. Cut & Paste Text Attachments and Screen Shots within the audio file and attach other files.

Lastly, rather than simply record dictation, the Quikscribe Recorder is also capable of providing following.

• Ability to insert Location Markers with Text Attachments or Screenshots
• Ability to insert other Files or Attachments
• Has a built in database for management purposes
• Automatically saves Authors contact details
• Ability to provide typist instructions & notes

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In order for Quikscribe Recorder to Record and Play audio files correctly, there are several prerequisites, otherwise Quikscribe will not work.

1. Make sure the Quikscribe Microphone lead is plugged into the Microphone jack in the Sound Card
2. Make sure your Speakers are plugged in correctly and turned on.
3. Make sure the Quikscribe Hand Control is plugged in.
4. From the Quikscribe File menu, select the Play/Record Levels. Note: A Volume dialog box should appear.
5. Make sure that both the Volume and Wave sliders are at 80% and that they are not turned off. However the Microphone Slider must be turned off (Muted).
6. Next click on Options then Properties, and a Properties dialog box will appear.
7. Select the Recording button and make sure the Microphone is ticked in the box below, then select OK (A Recording Control dialog box will appear).
8. Make sure the Microphone Balance is Enabled and at 80%. Then click OK.
9. Close or exit this last dialogue box and return to the Quikscribe Recorder.
10. Create a new audio file by pressing the New Audio Icon, then press Create.
11. Record “Test One, Two Three”
12. Press Rewind and then press Play.

Note: If you cannot hear anything, make sure you have your Microphone and Speakers correctly plugged it.

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Before you attempt to Record or Send any audio file with Quikscribe Recorder, it is suggested that you first configure Quikscribe Recorder.

To do so, do the following.

1. Click on the Settings Icon. (a dialogue box will appear with three tabs)
2. Select the File Management Tab
3. Under the option for “Automatic File Naming” type your Name and make sure that “Auto Numbering” is enabled.Note: Every time Quikscribe creates a audio file, it will be named using your Name and will index the filename by one (1). For example, if your name is Bill Smith, Quikscribe will create new file like this – Bill Smith 001, Bill Smith 002, Bill Smith 003 etc
4. Next, select the Author’s Details Tab
5. Enter all of your personal and business details
6. Select OK

Note: Every time Quikscribe sends an audio file from now on, it will automatically embed your contact and business details into every audio file. The benefit being that, every file received by the typist automatically has within it all necessary contact details should the typist need to contact the Author regarding the file.

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The Quikscribe Recorder can easily send files across a network. But before this can happen, Quikscribe needs to be properly setup and configured.

Note: If you have a Network Administrator or IT support person, you might like them to do the following steps. As all Networks are different and depending on security issues and permissions, you may have problems doing the following without their assistance.

Stage 1 – Setting up your Primary SEND destination location and sub-folders.

1. Using Windows Explorer, make a folder (directory) within a public shared folder on your File Server (one that everyone within your organisation has access to) and call this folder “QSFiles” or another meaningful name.
2. Then within this directory, make internal folders for each individual typist and name them accordingly e.g Mary Smith, Lisa Jones etc.
3. Then within these individually named folders, make a folder and name it “Completed”
4. Once completed, your file structure should look similar to this

Stage 2 – Setting up your Primary SEND path

1. Open the Quikscribe Recorder software
2. Click on the File Menu
3. Click on New Audio
4. Click on Create (this will create a new audio file)
5. Click on File Menu
6. Click on the Send Audio
7. Under the “Method Tab” make sure LAN is selected
8. Next, double click in the empty list box below.
9. Using the “LAN Location” dialogue box, navigate your way to the public shared folder on your File Server
10. Select the QS Files directory that you created in Step 1
11. Then select Add and then OK

Note: At this stage, you should see within the Typist list box, a list of all the typists available within the QSFiles directory.

If at any stage you want to Add or Delete typists within the QSFiles directory, simply Add or R
emove them at anytime. The Quikscribe Recorder simply builds a list based on available typists within this directory.

If you have a large office or organisation and you would like to set up multiple typing directories, setup additional directories by following Step 1 & 2 again.

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The Quikscribe Recorder can easily send files across the Internet via E-mail provided you are using a MAPI compliant e-mail client installed e,e.g. MS Outlook or Outlook Express. But before this can happen, Quikscribe needs to be properly setup and configured.

To do so, do the following.

1. Click on File Menu
2. Click on New Audio
3. Click on Create (this will create a new audio file)
4. Click on File Menu
5. Click on Send Audio
6. Under the “Method Tab” make sure Email is selected
7. Next, double click in the empty list box below.
8. Enter the e-mail address you would like to add.
9. Then select Add and then OK

Note: Before sending an audio file via e-mail it is highly recommended that your audio file is compressed. Otherwise it will take ten (10) times longer to send the audio file and ten (10) times longer for your recipient to receive the file. To enable audio compression make sure you have either “Real Time Compression” or “Post Compression” set under the File Management Tab under the Settings Icon.

Note: If you are having problems sending audio files via E-mail with Quikscribe, do the following:

1. Create a directory within your QS file directory titled Email
2. Create a LAN send path to this directory in your Quikscribe Recorder
3. Send all files you wish to E-mail to this directory
4. Using your existing E-mail package, manually attach and send your audio files from this directory

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The Quikscribe Recorder can perform a lot of advanced features such as the ability to Insert additional dictation, Undo and Redo dictation, Insert Markers with Text Attachments and Screen Shots plus attach other documents and files. However the aim of this tutorial, is to simply explain how to Record, Rewind and Play an audio file.

Do the following:

1. Click on New Audio Icon.
2. Enter any file details that you wish to add e.g. Matter No, Subject etc
3. Select Create. (This will create your new audio file)
4. Hold down the RECORD button on the Quikscribe Hand Control and speak to record (the microphone is built-in to the Hand Control). To STOP recording release the RECORD button.
5. Press REWIND to return to the beginning of the dictation.
6. Press the PLAY button to hear what you have just recorded. (If you cannot hear the recording, you may need to refer to the earlier section Setting Up and Testing Your Sound Card).

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The Quikscribe Recorder can perform a lot of advanced features such as the ability to Insert additional dictation, Undo and Redo dictation, Insert Markers with Text Attachments and Screen Shots plus attach other documents and files. However the aim of this tutorial, is to simply explain how to Record, Rewind and Play an audio file.

Do the following:

1. Click on New Audio Icon.
2. Enter any file details that you wish to add e.g. Matter No, Subject etc
3. Select Create. (This will create your new audio file)
4. Hold down the RECORD button on the Quikscribe Hand Control and speak to record (the microphone is built-in to the Hand Control). To STOP recording release the RECORD button.
5. Press REWIND to return to the beginning of the dictation.
6. Press the PLAY button to hear what you have just recorded. (If you cannot hear the recording, you may need to refer to the earlier section Setting Up and Testing Your Sound Card).

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The Quikscribe Recorder can attach other files and documents within an audio file. These files can then be Extracted by the Quikscribe Player.

To demonstrate, do the following

1. Create a New Audio File
2. RECORD some audio and then STOP
3. From the menu bar, select Insert and then Add File
4. Using the “Add Attachment” dialogue box, browse your Hard Drive or Network and attach a sample file and select Open.

Note: At this stage, the file you selected should be attached within your current audio file. If you look down in the bottom left hand corner of the Task Bar, you will see #1. This signifies that you have one attachment.

If at any stage you want to Extract or Remove any attachments within an audio file, do the following:

1. From the menu bar, select Insert and then View Files
2. Select the file you want to Extract or Remove
3. The select either Extract or Remove

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Sending audio files over a Network is very easy, provided you have already set up Quikscribe correctly. If you haven’t, you will need to read Setting Up To Send Files Via The Network first.

Assuming Quikscribe is already setup to send audio files via the network and assuming you have a finished audio file that you would like to send, do the following:

1. Select the Send Audio Icon.
2. Under the “Method Tab” make sure LAN is selected
3. Select the typist you would like to send your audio file to
4. Select the Priority and any other options e.g Call Author on completion
5. Press Send

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Quikscribe can e-mail audio files as attachments provided you have a MAPI compliant e-mail client e.g MS Outlook or MS Outlook Express. Before sending an audio file via e-mail it is highly recommended that your audio file is compressed. Otherwise it will take ten (10) times longer to send the audio file and ten (10) times longer for your recipient to receive the file. To enable audio compression make sure you have either “Real Time Compression” or “Post Compression” set under the File Management Tab under the Settings Icon.

To e-mail an audio file, do the following:

1. Click on the Send Audio Icon (which will bring up the Send Audio dialogue box)
2. Under the “Method Tab” make sure E-mail is selected
3. Select an e-mail address from the list box below.
4. Press Send

Note: If you do not have any e-mail addresses in the list box below, you will need to do the following.

1. Double click in the empty list box below.
2. Enter the e-mail address you would like to add.
3. Then select Add and then OK
4. Select this e-mail address from the list box.
5. Press Send

Note: If you are having problems sending audio files via E-mail with Quikscribe, do the following:

1. Create a directory within your QS file directory called “Email”
2. Create a LAN send to path to this directory in your Quikscribe Recorder
3. Send all files you wish to E-mail to this directory
4. Using your existing E-mail package, manually attach and send your audio files from this directory

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When Quikscribe Player is used for training and educational purposes, it is important that the audio files are not deleted after the student or typist has completed them. For this reason Quikscribe has developed an option to record in “Education Mode” so the original files will not be deleted.

To record in Education Mode do the following:

1. Select the Settings Icon
2. From the Record Controls tab under the “Hand Control – Record Button” option select “Education Mode” from the drop down list
3. Create a new audio file and record as normal.
4. When you have finished dictating, press the Send Audio Icon as you would with a normal audio file.

Note: When a normal audio file is recorded and forwarded to the typist, the typist transcribes the audio file and presses the Completed Icon on the Quikscribe Player. This moves the audio file into a completed directory where it remains for 14 days (default) before being automatically deleted.

However, when the file is recorded in Education Mode, it is automatically detected by the Quikscribe Player. As a result the audio file will remain in the source directory, and the Quikscribe Player will open up a copy of that audio file (a temporary file). A student or typist can then work on the temporary file, press complete when they are finished and the temporary file will be deleted without affecting the original audio file. The original audio file remains available for the next student or multiple students to work on.

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New Audio
Allows you to create a new audio file.

Open Audio
Allows you to open an existing audio file.

Close Audio
Closes the current audio file.

Save As
Allows you to save the current audio file with a different name or different location.

Send Audio
Allows you to send the current audio file for transcription.

System Settings
Allows you to change or configure the system settings.

Play/Record Levels
Allows you to change or vary the Play and Record levels for your sound card.

Import Audio
Allows you to import a .wav file provided it the .wav is 16bit and either 8, 11 or 22 KHz. Also if the .wav file has an associated .txt file it will also import this with marker timings.

Export Audio
Allows you to export a .wav file from the current IAF (Intelligent Audio File). If the audio file has markers within it, a .txt file will also be exported with the marker timings in it.

Scan DSS Files
Scans the DSS default directory looking for DSS audio files. If it finds any, it converts them to IAF (Intelligent Audio Files).

Export Markers
Allows you to export all the markers within the current file e.g. Documents, Screen Shots etc.

Import All Markers
Allows you to import markers e.g. Documents, Screen Shots etc.

Add Attachment
Allows you to add a document or file as an attachment.

View Attachment
Allows you to view or extract attachments from the current file.

Exit
Allows you to close the Quikscribe Recorder.

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Undo Audio Edit
Allows you to instantly undo (remove) your last audio edit. Note: You can also undo audio edits by pressing CTRL Z on your keyboard, by pressing the Undo Icon on the Quikscribe Recorder Interface or by pressing the Undo button on the Quikscribe Hand Control.

Redo Audio Edit
Allows you to instantly redo (replace) audio edits. Note: You can also redo audio edits by pressing CTRL Y on your keyboard, by pressing the Redo Icon on the Quikscribe Recorder Interface or by pressing the Redo button on the Quikscribe Hand Control.

Overwrite Mode
Allows you to record in overwrite mode, similar to how a tape records.

Insert Mode
Allows you to record in insert mode, whereby you can insert audio mid sentence.

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Insert Marker
Allows you to insert a marker within the current audio file. Note: You can achieve the same result by pressing CTRL 6 on the keyboard.

Paste Clipboard within Marker
Allows you to paste the current contents of the Windows clipboard (text or screen shot) into the a marker.

Import File within Marker
Allows you to import a file or document into a marker.

Export File from Marker
Allows you to export a file or document from a marker.

Marker & Paste Clipboard
Allows you to insert am marker and paste the current contents of the Windows clipboard at the same time. Note: You can achieve the same result by pressing CTRL 7 on the keyboard.

View Marker
Allows you to view the contents of the current marker.

Delete Marker
Allows you to delete the current marker.

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Quikscribe Recorder Help
Loads the online Quikscribe Recorder Help.

Hand Control Training
Loads an interactive Quikscribe Recorder Hand Control tutorial, which explains how to use the Quikscribe Recorder Hand Control.

Recorder Tutorial
Loads an interactive Quikscribe Recorder Interface tutorial, which explains how to use the Quikscribe Recorder Interface.

About Quikscribe Recorder
Displays the Quikscribe Recorder Splash Screen, Quikscribe Contact Details and the Software Version Number.

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Overview
Audio quality is determined by several factors, below is a brief overview of the main factors that determine audio quality.

Sample Rate
The sample rate is the rate that the sound card samples the incoming audio file. Needless to say, the higher the sample rate, the higher the audio quality. However, the higher the sample rate also means a larger files.

Bit Rate
When recording audio on a standard sound card you can use 8 or 16 bit. Quikscribe records using sixteen bit an we have not provided the option to change this.

Sound Card
The type of sound card you have in your PC or laptop has a major effect on sound quality recorded by Quikscribe. What we have found is that almost all sound cards can play audio back and it will sound good, but it is when you attempt to record, this you quickly sort out the good sound cards from the bad. If you do not have a sound card installed and you are planning to purchase a sound card, we highly recommend Sound Blaster sound card. They are record and play audio very good and they are reasonably priced. You can spend less money by purchasing a cheaper sound card, but from experience, you will wish you didn’t.

Microphones
Quikscribe Microphone – The Quikscribe Recorder comes with a built-in microphone. This microphone is a omni-directional (meaning it picks up everything). If you are wishing to dictate from transcriptional purposes this built-in microphone is great.

Noise Canceling Microphone – If you wish to record very high quality audio, we recommend that you use a noise canceling microphone. A noise canceling microphone helps eliminate background noise, which as a result helps to produce better quality audio. Note: The Quikscribe Hand Control has been designed that you can use different microphones rather than the built-in one.

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If Quikscribe will not Play or Record, in most cases it will have nothing to do with Quikscribe as such but rather it will be related to how your Sound Card, Microphone, Speakers or your Windows Settings. But’s that’s OK, as we will simply apply a process of elimination until we resolve the problem for you.

Quikscribe will not Play

• Make sure your speakers are plugged in to the correct output jack of your sound card.
• Make sure your speakers are turned on.
• Make sure your speaker output volume is turned up and is not muted

If still not working, it is possible that the system is actually playing the audio files. However if Quikscribe is not set up correctly to Record there will be no sound. To validate that the system can actually Play an audio file do the following:

1. Double click on the My Computer Icon
2. Double click on the Control Panel Icon
3. Double click on the Sounds Icon
4. Select an audio file from the file list
5. Press the PLAY button (to the right of Preview)

Note: If you cannot hear the audio, it would appear that you have a problem with your system. In this case ask your Network Administrator for support.

If Quikscribe will not Record

• Confirm that you can Play audio as previously explained
• Ensure that your microphone is plugged into your Sound Card correctly
• Ensure that your microphone settings for your sound card are configured correctly.

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If you are experiencing audio feedback problems when recording with Quikscribe, it is because of the way your Sound Card is currently configured under Windows.

To resolve the problem:

1. Select File from the Menu Bar,
2. Then select Play/Record Levels
3. If the Microphone is ON , turn it OFF (mute it)
4. Then close the Volume Control dialogue box
5. Now create a new audio file and test to see if this resolves the problem when playing audio back.

Note: Muting the microphone under the Volume Control dialogue box will not turn of the microphone when recording. It will simply turn of the Microphone input when you playback the audio, so the audio doesn’t feedback into the microphone

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If a clicking sound is noticeable when playing back your recording, your sound card may need to be calibrated. To fix this problem click on the Settings Icon, then Record Controls Tab and then click on the Cal button.

Note: The clicking sound is created is if there is a DC offset on the sound card. By pressing the CAL button, the Quikscribe Recorder attempts to calibrate the sound card, by measuring the DC offset and then subtracting it from all calculations.

Note: If the problem persists, it is most likely your power supply under load is not providing a perfect DC voltage, whereby there may be a small ripple, which is causing the distortion. That being the case do the following.

1. Select the Setting Icon
2. Under the Record Control tab, select either “Post Compression” or “No Compression”
3. Create a new audio file and test again.
4. If this fixes the problem, it means your PC is incapable or real-time compression

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