Quick Reference Guide for Secretaries

To launch the Bighand Hub, double click the Bighand Hub icon 

on your desktop.  You may be prompted to enter a username and password or you may be logged in automatically.

Transcribing a dictation

• Double click on a task in the Work in Progress folder to open it.
• Click the arrows  at the top of the Bighand Voice Window (or press Ctrl+M) to switch to the mini player.  The mini player docks to the bottom-right of your screen by default but can be moved around the screen by clicking and dragging the box.  It is visible on top of all open apps for ease of access whilst transcribing.

• Use your foot pedal to play/fast forward/rewind the dictation.
• If you need to view or edit profiling information, click the Show Details button in the mini player.  Once you are done, click the Hide Details button.

• When you have finished transcribing, click the In Progress button and mark it as Complete.

Adding comments to dictations

The comments feature allows you to add a text description at a specific point within a recorded dictation.  This is useful if a dictation is being worked on by more than one secretary.  It allows a secretary to notify another secretary at what point to carry on working on from a dictation, for example.

To add a comment:

Ensure the dictation is at the required point.  In the illustration below, the dictation is a three seconds.

• Click the icon which is located on the right hand side of the interface.  This will display a comments box.
• Click Add Reply, type the description and click your cursor anywhere other than on the comment you are typing on.  The triangle, highlighted in the illustration below is an indicator for the added comment.

Configuring devices

Click the Settings icon

to display the Audio and Control devices window.  When you do this for the very first time, the voice detections settings, not the Settings window, is displayed.

Click the appropriate settings for the Microphone, Playback and Control options.  Click Save to save the changes.  Please note the settings in the above illustration are used for example purposes and may differ to the settings in your system.

On the Settings window, ensure the Audio and Control devices is displayed.

Ensure that the drop-down option at the top is set to your handset.  You can also adjust your Playback Volume, Playback Speed and FF/REW speed here for your foot pedal.

Click the Advanced Options button in the Control Device section.

Ensure that the first drop-down option is set to the correct device and that the second drop-down  is the correct model.  You can change the behaviour of your pedal controls using the remaining drop-down fields.  You can also adjust the Auto Backspace here.

Click Save once you are done.

Folders

The 'Work in Progress' folder contains all the current tasks.

Once a task has been marked as complete it moves into this folder and is visible for up to 7 days before being removed automatically.

This is a department folder.  It will depend on your configuration as to whether you can see this.

This is a folder that shows all of your assigned Author's tasks.  It will depend on your configuration as to whether you can see this.

This is a folder that shows all tasks you have submitted on behalf of other Authors.  It will depend on your configuration as to whether you can see this.

Configuring how long completed tasks are kept

Click the Settings icon and choose Folders from the left hand menu and you will see this dialogue box.

The Folders option shows how long items are kept in the Work in Progress, Completed and Department folders.  The default settings are: Work in Progress - 0, Completed - 1 and Departmental - 24.

• The first setting determines whether a completed item will appear in the Work in Progress folder for before being moved to the Completed folder.
• The second setting determines how long a work item will appear in the Completed folder before being removed from view.
• The third setting determines how long a work item will appear in a department folder when it is marked as complete.  Once this time period lapses the work item will be removed from view.

Configuring notifications

Click the Settings icon and choose Notifications from the left hand menu and you will see this dialogue box:

From here you can easily configure the settings for when and how you would like notifications to appear.  When a notification is displayed, clicking on the notification will open the task.

Task Status

The status shows if a task is waiting to be worked on, is currently locked to someone or has been completed.  These are as follows:--

     PENDING    the task is waiting to be worked on.

 IN PROGRESS    the task is currently being worked on (or has been left 'locked' to someone).

 COMPLETE    the task has been finished.

Preferences

In the Preferences settings, ensure Display language and Spell check language options are set to English (United Kingdom).

Subscribe to folder notifications

Folder subscriptions is a very useful feature.  It allows you to receive notifications when new tasks are added to the subscribed folder.  The notifications will be displayed in a pop up box in the bottom right of your screen when new tasks are received.

To subscribe to a folder:

• Hover your cursor on the appropriate folder. The folder you hover over will be highlighted in blue with a grey star on the right side of the folder.  In the illustration below, the cursor is hovering over Document Production

• Click the 

to subscribe to the folder.  The star will change from grey to blue indicating you have subscribed to the folder as shown in the illustration below.

To unsubscribe to a notification, click the blue star.  This will change the star from blue to grey.