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1. Thursday 15 54 0 31 min 259 kB 246 kB exported a o In the second step your dictations are moved to the destina tion of your choice This can be a fully automated process e g if the destination is iTunes or an interactive process e g email In either case once sharing is complete you will be no tified of the success or failure of the operation by a fly out from the top of the screen which will be displayed for about two seconds Figure 6 FIGURE 7 Latest sharing results FIGURE 6 Sharing result Today 09 10 f il unes Netzbetreiber gt 17 44 Abbrechen Senden 1 Mintatian NA91 09 EEE Madeleine s Dropbox o e Heute 17 31 Uhr You can pull out the messages at any later time to review the Email myself results of the latest sharing processes Figure 7 Ziel Z Email myself Please bear in mind that when using email successful comple ae mn MPEG4 WAVE WAVE DS tion of the sharing process does not guarantee that the recipi ent has actually received the email In fact if for example you melike do not have network coverage at the time of sending it might not yet have left your phone SECTION 4 Tagging Dictations Tagging assigning keywords is a simple but nevertheless powerful instrument for keeping your dictations organized and tracking their current status It is entirely up to you wether and how you want to tag your dictations Figure 8 gives an example of a dictation with tags which tel2. be stored Figure 19 To access your dictations shared with an iTunes destination connect your device to your desktop computer using your USB cable open iTunes and select your device in DEVICES in the left section of iTunes then locate Apps in the top menu of the iTunes window Scroll down to the File Sharing section select Dictations from the Apps list and you will see your shared dic tations and folders in the Dictations Documents list Select the dictations and or folders you want to store on your com puter click the Save to button and select where you want to store the files from the device FIGURE 19 iTunes destination preferences Carrier 18 14 i Copy iTunes Description iTunes Tag Use format MPEG4 WAVE WAVE DS Folder 19 Email Destination In addition to the general settings description tags and file format an email destination can be pre configured with the email recipients a subject and the email text Figure 20 When sharing a dictation via email you should consider possi ble restrictions on the side of the recipient Audio files can grow very large and there might be some quota limitations on your recipient s mailbox Also note that email delivery is carried out asynchronously in the background and a success message merely indicates that your dictation s has have been handed over to the 10S email client for delivery Dictations has no way of determining whether or when an email h
3. my Dropbox account to link the Dropbox destination to your Dropbox account Depending on whether or not you have the Dropbox app installed on your de vice either a web page or the Dropbox app will be displayed asking you for your user name and password Once the link is established it will remain valid until you explicitly unlink the destination Dictations also supports the use of multiple Dropbox ac counts However if you have the Dropbox app installed on your mobile device you need to connect to the right account there before you link the Dropbox destination to the account FIGURE 21 Dropbox destination Netzbetreiber gt 17 59 mm Kopieren ge e eke l Fertig Name Madeleine s Dropbox Tag Format MPEG4 WAVE WAVE DS Ordner Verbindung mit Dropbox Account l sen 21 CHAPTER 4 Support Every version of Dictations undergoes in tensive testing before it is released Never theless if you do experience any prob lems we will be more than happy to hear from you and help you resolve the issue SECTION 1 Help Desk FIGURE 22 Access to the help desk system Technology in software development should not be an end in itself With business driven development the business process is at the forefront This ensures that both the business representatives and the software development team speak the same language Concepts such as cloud computing or SOA simply form the technical basis Business Driven
4. of storage space you have left available on your phone Although inadvisable it is possible to store thousands of dictations on an 1Phone FIGURE 12 Accessing the dictations list Carrier 09 50 m 2 Dictation 0625 01 8 rn Dictations 2 Dictation 0625 01 dav 09 3 0 30 min 15 kB Dictation 0624 01 Yesterday 18 47 0 48 min 403 kB SECTION 1 Bulk Operations The Archive button amp to the right of the top title bar in the main screen Figure 12 takes you to a list of all the dictations on your device Figure 13 Tapping a dictation in this list loads it into the main screen where you can continue recording or editing activity You can also touch and hold a dictation to rename it or swipe over a dictation to delete it from the list If you want to share delete or tag multiple dictations at the same time press the Edit button in the top title bar and select the relevant dictations Once one or more dictations have been selected the bottom toolbar will change and dis play Tag Share and Delete buttons Although these buttons operate on multiple dictations at once they are oper FIGURE 13 Selecting multiple dictations Carrier 17 19 Back Oo Dictations 3 12 Done Dictation 0626 01 Today 16 42 0 16 mir 3 n 138 kB Dictation 0625 11 v Yesterday 10 36 4 02 min 1 8 MR Dictation 0625 09 0 01 mi 0 01 mir i kp Dictation 0625 08 Dictation 0625 0
5. order so that the most recent version is at the top of the list The currently active version is indicated by a checkmark at the right To swap to a different version simply touch the relevant If you select a version older versions on which the selected version and press the Done button in the title bar at the version is based are highlighted This is particularly useful if a top version is not directly based on its predecessor 11 The bottom bar of the History screen shows the total space the dictation takes on your device including all versions FIGURE 11 Sharing a previous version Carrier 09 34 Cancel Share 2 Dictation 0625 01 loday 09 34 0 30 min 235 kB Dictation 0624 01 Yesterday 18 47 0 48 min 403 kB Select a destination 4 inal Destination Madeleine s Dropbox gt Choose quality and format s limited to the Note that only the difference between two versions is saved on disk In most cases the total size of all versions of a dictation will therefore be about the size of the latest version unless ma jor parts of the dictation have been recorded over If a version other than the latest is active when e g you share a dictation the date duration and size of the version are dis played in orange rather than the normal gray Figure 11 12 Managing Dictations Dictations does not restrict the number of dictations you can have on your de vice The only restriction is the amount
6. 7 O Yesterday 10 36 0 01 min 23 kB Dictation 0625 06 0 01 mir Dictation 0625 05 0 01 min 24 kB Dictation 0625 04 0 01 mir Dictation 0625 03 ated in precisely the same manner as described above for indi To go back to the main screen simply press the Back button in the top title bar vidual dictations To select all or no dictations press the Se lect button SECTION 2 Searching When not in editing mode you will find a Search button amp in the the bottom toolbar of the dictations list which takes you directly to a screen with a variety of Search and Filter options Figure 14 As you can see to the left of screen you can filter the dicta tions list by tags names and dates These filter criteria can be combined whereby an indicator EJ shows which filters are ac tive Each filter can be reset individually with the Clear button J in the toolbar at the top of the filter settings or reset alto gether with the Reset button in the top title bar When you have finished defining your filters press the Done button 2 in the title bar to go back to the dictations list Back in the archive you can see from the checked Search but ton amp in the bottom toolbar that you are not looking at all your dictations but rather a filtered subset FIGURE 14 Search and filter options Carrier Reset Search a Carrier Reset Monday Yesterday 15 CHAPTER 3 Pr
7. DICTATIONS USER MANUAL VERSION 1 1 Dictations 1 1 NAXOS SOFTWARE SOLUTIONS DICTATIONS USER MANUAL Dictations Version 1 1 Dictations 1s a recording software for any one who needs to dictate in a professional context or who simply wants to record those important thoughts or moments in life While offering a multitude of functions the Dictations app remains very easy to use Dictations is now available for the iPhone in the Apple App Store VERSION 1 1 CHAPTER 1 Getting Started Netzbetreiber 17 22 L New Dictation 00 00 i 00 00 This chapter gives you a brief overview of the functions and user interface of the Dictations app After reading this you should be able to use the app fully includ ing some features you may not have sus pected it to have SECTION 1 The Basics Once started Dictations displays a five segment control panel in the center of the display which is actually all you need for recording positioning and playback The color of the symbol on each button represents its current status If it is the same dark gray as the background it is disabled and the function it represents is not available If it is light gray it represents a function you can currently use If colored red yellow or green it is enabled and in use The function available de pends on the current position in the dictation Recording Start the Dictations app and press the Record button ri
8. Development by Naxos Find out ABOUT NAXOS SOLUTIONS SERVICES The best way to submit a problem report is via our online help D y cg names b ws NE gt 4 desk To access the help desk point your browser to ae Ya Wk NE http naxos software com and follow the link HELP DESK to and sola gonca aray ot winanesatisied wchobgy sack suport and manirane tral your diz nDec tornatoralzaton c fields enabling us to think outside the Whether Enterprise Content applications at the Naxos Quality amp existing applications with Jive box Management or Mobile Solutions we Maintenance Center with guality Modular customizable industry the right of the top menu oe If you have not done so previously you will need to register for an account After receiving a confirmation email you can then access the Dictations pages in the help desk system and file your problem report We regret that we are unable to guarantee follow up of prob lem reports transmitted to us via any other channel We would also suggest checking the FAQ section of this manual for a potential answer before filing a problem report 23 SECTION 2 FAQ 1 How much space do my dictations take on my device Dictations are stored in the compressed MPEG 4 Audio for mat which is one of the most advanced compressing audio co decs Averagely 1 minute of dictation will use about 250 kB or 1 hour 14 MB at a sample rate of 22 kHz 2 Which format shoul
9. as actually reached its recipient When you share a dictation via email it is possible to cancel the 10S email client and save the email as a draft for later de livery Saving the email to your drafts mailbox is not carried out in the background and depending of the size of your audio file this might block the Dictations app for a consider able amount of time especially if your drafts mailbox is lo cated on the mail server rather than locally on your mobile de vice this can be changed in the iOS mail settings FIGURE 20 Email destination preferences Carrier A Copy Description Email Madeleine Tag md Use format MPEG4 WAVE WAVE DS To madeleine dempsey naxo CC Subject Dictation Dear Madeleine Please find some dictations attached 20 Dropbox Destination Dropbox is a popular service that allows you to store docu ments in the cloud synchronize them between your comput ers and mobile devices and share them with other users In principle services like Dropbox are ideal for creating a document centered workflow between users of mobile and desktop systems However when using this kind of service please be aware of potential security issues Using a Dropbox destination you can configure the folder to be used to store your dictations You can configure more than one Dropbox destination with different folders to share your dictation with different people Figure 21 Press the button Link with
10. d I use for sharing dicta tions MPEG 4 Audio is the preferred format assuming the recipi ent of your dictation is able to process this format If not WAVE is a good option however please bear in mind that the resulting file will be more than 5 times the size of an MPEG 4 file If your preferred transcription software cannot open either of the two file formats mentioned above you can try WAVE DS which is down sampled to 8 kHz and should be compatible with most transcription software while still maintaining an acceptable quality for this purpose 3 What do I do if I accidentally record over an important section of dictation The Dictations app creates a new version every time you press the Record button So all you have to do is open the history and select the previous version see Versioning 4 Does versioning take a lot of space on my de vice Not really versioning is incremental i e only the difference between the versions is stored on the device 24
11. e bar select the relevant nor mal tag s and press the Favorite button A to the left of the bottom bar To delete a tag swipe over the tag with your finger and press the Delete button that appears If you want to delete mul tiple tags in one go press the Edit button select the relevant tags and press the Delete button W in the bottom bar In order to rename a tag touch and hold it until the Rename dialog appears In addition to being able to assign tags manually to a dicta tion you can also let the Dictations app do the job for you See Settings on how to assign tags automatically when a dictation is shared 10 SECTION 5 Versioning FIGURE 10 Versions of a dictation Carrier iz History Today 18 48 1 03 min 531 kB Today 18 47 0 48 min 403 kB Today 18 47 0 25 min 211 KB Dictations keeps track of all your changes to a dictation Every time you add a recording speak over a part of your dictation or insert a new part a new version is created As a result all the changes you make to a dictation are non destructive and you can switch back to a previous version at any time In fact you can even make modifications to an older EE version while keeping all the changes you have made to a newer version The History button i in the bottom toolbar Figure 1 gives you access to all the versions of your current dictation as can be seen in Figure 10 The version list is sorted in descending
12. eferences The settings for the Dictations app are di vided into two sections Recording and Sharing preferences You get to the set tings by pressing the Preferences button on either the Main screen or the Ar chive screen SECTION 1 Recording can be done at either 22 kHz or 44 kHz The former is usually sufficient for voice recording Changes to this set Re CO rding ting are effective for new dictations only FIGURE 16 Recording preferences Carrier Edit In the Recording section of the Preferences screen you can ae Te switch voice activation on and off and set recording quality With voice activation enabled recording will be automatically Sharing paused during periods of silence or when there is only back ground noise The audio level meter in the main screen visual izes this recording limit as draggable triangle Figure 15 The voice activation setting can be changed with immediate effect while recording FIGURE 15 Audio level meter with voice activation enabled 14 19 Preferences Voice activation On Enable to automatically pause recording during silence Quality 17 SECTION 2 Sharing FIGURE 17 Sharing preferences Carrier 16 04 Edit Preferences Recording 5 iTunes Destinations for Sharing gt Madeleine s Dropbox gt lt Sharing wa Email myself The Sharing section of the Preferences screen is split into two Fy Email John lists The top list con
13. ght button on the five segment control panel This will then light up red to indicate that the device is currently recording When you have finished press the Stop button in the center of the control panel to stop recording INTERACTIVE 1 Main control panel Netzbetre 0 00 00 Forward New Dictfhtion Overlay Record Stop Play You can resume recording at any time by pressing the Record button on the right again Note that recording starts at the cur rent position in your dictation If you want to add a recording at the end of a dictation first ensure that you are actually posi tioned at the end of your dictation see Navigation If you want to record over an existing part of your dictation navigate to the beginning of the relevant section and press the Record button on the right To insert a recording at a particular position in your dictation navigate to the relevant position and press the Insert Record ing button at the left of the control panel There is no need to explicitly save your dictation the Dicta tions app will do this for you continuously If you are not happy with your dictation you can delete it with the Delete button f in the bottom toolbar or start a new dictation with the New button next to it Figure 1 You can rename your dictation by pressing the Edit button at the left of the top ti tle bar Interactive 1 Rewinding The Rewind button is at the bottom of the five segme
14. l their crea tor that he is looking at an important dictation concerning pro ject P43200 2 which he shared via email with Madeleine Dempsey FIGURE 8 Tagged dictation md P43200 2 A Dictation 0623 01 Yesterday 13 49 0 28 min 245 kB As you might notice tags can not only be words or numbers but also symbols In case you do not know how to input sym bols on your iPhone please follow the steps described in Gal lery 1 GALLERY 1 Setting up the Emoji keyboard Carrier Settings General About gt d International Accessibility Bluetooth Off gt 1 Go to the General section of Settings and select Keyboard gt To tag a dictation press the Tag button on the bottom tool bar Figure 1 once recording is complete If the tag you re FIGURE 9 Tagging a Dictation Carrier Close P43200 2 P32001 1 quire is already in the list simply touch it if not create a new tag with the Create Tag button in the bottom bar The sym bols amp right of the tags in the list indicate which tags are used for the dictation To deselect a tag simply touch it again As you can see from Figure 9 the Dictations app distinguishes Quick Tags from normal Tags Quick Tags are tags for regu lar use and hence quickly available at the top of the tag list To convert a normal tag to a Quick Tag press the Edit button at the right of the top titl
15. nt con trol panel Touch it once to rewind at double playback speed 2x Touch it again and the speed will double to 4x You can keep touching it up to a speed of 32x When you touch the but ton the rewind speed will be displayed briefly at the top of the control panel To stop rewinding press the Stop button in the center of the control panel Press and hold the Rewind button to navigate to the begin ning of your last recording Forwarding Again you can adjust the forwarding speed from 2x to 32x by pressing the Forward button repeatedly At 2x your recording will be played back at double speed without changing the pitch of your voice At all other speeds Dictations will continu ously skip a part of your recording and then play a fraction back at normal speed To stop forwarding press the Stop but ton in the center of the control panel Press and hold the Forward button to navigate to the end of your last recording Stop Play The center button on the five segment control panel functions as a Stop button to a current operation such as recording rewinding forwarding or playback If no operation is in pro gress pressing the center button plays the dictation from the current position FIGURE 1 Toolbar SECTION 2 Navigation Dictations has a navigation bar at the top of the five segment control panel this provides a lot of information on your cur rent dictation and allows you to change position Figure 2 shows
16. pread MP3 format which actually stands for MPEG 2 Audio Level III MPEG 4 AAC produces very good quality combined with very efficient compression small file size however since MPEG 4 1s comparatively new some audio software might not be able to play files in this format WAVE is a container format specified by Microsoft as part of the Windows Resource Interchange File Format RIFF The Dictations app compresses dictations using the A law codec defined by the ITU T which in the case of voice audio gives good quality results at a good compression rate The WAVE format is widespread and almost all audio soft ware should be able to play this kind of file The Dictations app will use the file extension wav for files in WAVE format WAVE DS stands for WAVE down sampled and is pretty much the same as described above WAVE but the resulting audio file is down sampled to 8 kHz regardless of the sample rate of your recording This export format is new to Dictations 1 1 for the reason of compatibility with popular transcription software The Sharing Process When you press the Share button a two step process is started In the first step your dictations are exported using the file format of your choice Export progress is displayed for each individual dictation in the top section of the sharing screen Figure 5 FIGURE 5 Export progress Dictation 0623 01 Today 13 49 0 28 min 245 kB 200 kB exported _ Dictatlon 062 1 02
17. section is for setting the file for mat for the audio file you want to share and finally the fourth section contains a button to start the sharing process Destinations If you have not yet changed the Settings of your Dictations app the only available sharing destination is iTunes i e after sharing your dictation will be available via iTunes when you connect your device to your desktop computer FIGURE 4 Sharing screen Netzbetreiber gt 17 20 i Abbrechen Senden 1 Diktat 1008 11 Montag 17 12 Uhr 0 32 min 306 37 kB Ziel wahlen Ziel gt Dropbox Format MPEG4 WAVE WAVE DS Senden Other destinations you can set up currently include email and Dropbox For further options on sharing via iTunes or other destinations please refer to the Settings section in this man ual File Formats As you can see in Figure 4 you can choose from three differ ent file formats codecs for the audio file you wish to share All formats have their pros and cons and your choice will de pend on the requirements of the recipient of your dictation However the following background information on the for mats might help you in your selection MPEG 4 is an ISO IEC standard for compressing audio and visual digital data The Dictations app uses the Advanced Audio Coding AAC defined in this standard Files shared with this setting will have the extension m4a MPEG 4 Audio This codec can be considered the successor of the wides
18. tains the destinations already configured to be used for sharing your dictations while the bottom list Supported Destinations Dropbox 1 shows the available destination types Dictations currently sup ME Dropbox 1 P Se ports sharing via Email Dropbox and iTunes wt Email 2 ula iTunes 1 Tap a destination to make it available Touch one of the destination types in the bottom list to add a new sharing destination Once added you can configure a sharing destination by touching it in the top list The available for sharing dictations configuration options depend on the type of destination How ever as with all destinations you can configure the display name default file format and tags Although the default file format is preset when sharing a dicta tion this can still be changed If you configure one or more tags separated by a comma they will be added to your dicta tion once it has been shared Of course you can configure multiple destinations of the same type but with different settings e g see Email destinations in Figure 17 18 FIGURE 18 Options common to all sharing destination types Name Madeleine s Dropbox Tag Format MPEG4 WAVE WAVE DS ITunes Destination The dictations you share with an iTunes destination can be picked up via iTunes when you connect your device to your desktop computer In addition to format and tags you can con figure the folder in which your dictations should
19. the navigation bar while recording is in progress The red bar shows the length of you current recording where in the dictation it started and to what point in the dictation you have recorded so far FIGURE 2 Navigation bar during recording Figure 3 shows the status one second later after recording has stopped Note that the drag handle at the end of the recording is now circular while during recording it was a narrow verti cal bar When circular you can drag the handle to change posi tion in your dictation You can drag the handle to a new posi tion during playback forwarding or rewinding After releas ing the handle the operation will continue at the new posi FIGURE 3 Navigation bar after recording tion After recording the beginning and end of your recorded sec tion is marked as a small vertical line in the navigation bar Press and hold the Rewind Forward button on the control panel to jump to the previous next marker SECTION 3 Sharing Dictations When you have finished recording your dictation you might want to transfer it to a desktop computer or share it with someone To accomplish this locate and touch the Share but ton E in the bottom toolbar Figure 1 of the Dictations app The screen for sharing your dictation comprises four sections The first section shows the dictation or list of dictations you want to share in the second section you can see and select the sharing destination the third
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