Auto-texts

Auto-texts are standard blocks of text (also called 'normals' or 'canned text') that you insert into your document with a short voice command. Using auto-texts reduces the time you need to record and improves the consistency of your documentation.

Example

  • You often speak to your patients about the dangers of smoking. In the report, you say The patient was advised to quit smoking and counseled on effective smoking cessation strategies.
  • You define an auto-text called 'quit smoking' that contains this information.
  • You say the voice command insert quit smoking to insert the information.You say the voice command quit smoking to insert the information.

Working with auto-texts

To display a list of available auto-texts, say what can I say and scroll to the Auto-texts section.

Depending on your system configuration, the application uses a keyword to identify that there is an auto-text to process. To see which keyword your system expects you to use as part of the voice command, say what can I say. The default keyword is insert; you must say the keyword followed by the spoken form insert quit smoking.For example, if the keyword is insert, you must say the keyword followed by the spoken form insert quit smoking.

Working with auto-text fields

You can navigate to the fields in auto-texts via voice commands such as next field and go to previous field.

To use the default values and remove the field delimiters of all fields, say accept defaults. To use the default value and remove the field delimiters of the field with the focus, say field complete. If a field contains several values, separated by |, the first value will be used.

Note: After saying accept defaults, pause to ensure that the command is performed before you continue.

Working with formatted auto-texts

Auto-texts that were created by your administrator might contain formatting.

When you insert a formatted auto-text, wait until the auto-text is displayed before you continue dictating to make sure that the recognized text is added in the right place.

Make sure the application you dictate into has both the window focus and the speech focus anchored when you insert a formatted auto-text. Otherwise, the auto-text is inserted without formatting. This applies to both the Dictation Box and supported applications.

Note: Some applications cannot process formatted auto-texts. If this causes errors, ask your administrator to disable auto-text formatting for your application.

Creating auto-texts

All auto-texts that you created are listed in the Manage Auto-texts dialog box. You can edit existing auto-texts and add new ones.

To add an auto-text, do the following:

  1. Say manage auto-texts or select and select Manage Auto-texts; the corresponding dialog box is displayed.
  2. Select + and fill in the required fields (repeat as necessary).
  3. Select Apply All.

Important: For security reasons, auto-texts must not contain sensitive information, such as user names or passwords.

Defining the spoken form

If how the auto-text name is written and how it is pronounced are very different, make sure that the Spoken form (how it is pronounced) reflects this.

When you enter a spoken form, follow these rules:

  • Use alphabetic characters only. Do not use:

    Digits (for example, use 'twelve' instead of '12') unless they are part of common words (for example, use '3D' instead of 'three D').

    Punctuation marks (for example, ., ", ! or ?).

    Symbols (for example, +, & or $) except for hyphens used in compound words (for example, 'C-spine').

  • Follow standard capitalization rules (for example, use capital letters for proper names).

  • Avoid using capital letters (except for acronyms or if the standard capitalization rules require it, see above).

  • For acronyms that are spelled out, use capital letters (for example, CIA); if they are not recognized, separate the capital letters by spaces (for example, C I A).

  • For acronyms that are pronounced as words, use lowercase (for example, use 'pet CT' for 'PETCT' or 'pick' for 'PICC').

  • Do not use very short names that are acoustically difficult to capture (such as one syllable only).

  • Use full words instead of abbreviations (for example, use 'without' instead of 'wo').

  • Check for typos.

Adding fields

Fields are gaps in the auto-text where you can enter specific text, for example, patient data. To add a field to an auto-text, enter [ ] in the relevant place of the auto-text's contents; you can enter any text between the field delimiters as default content, for example, CBC results [within normal limits], vital signs [within normal limits]. When you insert the auto-text, you can decide whether you want to replace the default values with specific text or use the default values.

Tips

  • means that the auto-text is not properly filled in. The Apply All button is not active if any auto-text contains invalid data.
  • Select to revert unsaved changes.
  • Select to copy an existing auto-text and use it as a template for a new one. The template has the same description and content as the one you copied; the Name and Spoken form fields are empty.
  • Select x to delete an auto-text. You can undo this action until you have selected Apply All.
  • To undo changes, copy or delete an auto-text, select and hold (or right-click) it and select Revert Changes, Copy or Delete.
  • By default, fields are indicated by square brackets. You can change the characters used as field delimiters on the General pane of the Options dialog box; any previously defined fields using different delimiters will then no longer work. Do not use {, } or | as field delimiters.