DocShuttle Quality Assurance (QA) Process

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DocShuttle makes it possible for a document file to be reviewed and edited by another transcriptionist without the original dictator being able to access the file before it’s done. This is called the QA process.

The QA workflow adds some additional steps to the normal workflow described earlier:

  • After attaching a document, but before uploading the document to the FTP site, the transcriptionist marks the file for QA.
  • After marking the file for QA, the transcriptionist uploads the document file to the FTP server.
  • A second DocShuttle Transcriptionist user, called a QA Transcriptionist, downloads the dictation and document files and reviews them.
  • Changes (if necessary) are made, the document is saved, and the QA transcriptionist uploads the edited document to the FTP server.


SEND A FILE FOR QA

Download another file

To begin the QA process, the first transcriptionist needs to download another dictation file.

1. Open DocShuttle Transcriptionist and connect to the FTP site

Once you are connected, you should see the three remaining New files in the top pane, as in the figure below.


Tut42.jpg


2. Click on the green down arrow again to download the next available dictation file.

3. You will be asked if you want to download the files. Click OK to proceed with downloading.

4. A Transfer Progress box will pop up showing the status of the downloading file.

5. Again, you will be limited to downloading one file. Click OK on the Maximum Limit Reached box.

Once the download is complete, you should see two files in the bottom pane of DocShuttle Transcriptionist. One is marked U for Uploaded, and the most recent download will be marked D for Downloaded.


Attach new document

Just like with the Basic Operation, you will attach a document file to the dictation file. You can attach the same document created earlier, “Test Document 1.txt.”

1. In the bottom pane of DocShuttle Transcriptionist, find the audio file you downloaded.

2. Right-click on the audio file and select Attach External Document

3. The Attach File window will pop up. Go to the Desktop and select the document file you made, Test Document 1.txt. Click Open.

Note that the status of the audio file changes from a D (for Downloaded) to an A (for Attachment).


Manually mark file for QA

Once the document has been attached, you can mark it for QA. When a file is marked for QA, a QA transcriptionist has the opportunity to view and edit a document file before DocShuttle Dictator is allowed to download or view the document.

1. In the bottom pane of DocShuttle Transcriptionist, right-click on the file marked A (for Attachment).

2. From the menu that pops up, select “Mark Attachment for QA,” as in the figure below.


Tut43.jpg


3. A box will pop up, asking “Do you wish to mark the attachment for QA?” Click Yes.

Note that the status of the audio file changes from A (for Attachment) to M (for Marked for QA), as in the figure below.


Tut44.jpg


This means that a document has been attached to the audio file and has been marked for QA, but that the document has not yet been uploaded to the server.


Upload file for QA

Uploading attached document files for QA is exactly like uploading other document files.

1. In DocShuttle Transcriptionist, click on the green up arrow

2. You will be asked if you want to upload the files. Click OK to proceed with uploading.

A Transfer Progress box will pop up, showing information for the document file.

Once the upload is complete, the file will change in status from M (for Marked for QA) to Q (for Sent for QA) as in the figure below.


Tut45.jpg


This means that the document file is available to be downloaded and edited by a QA Transcriptionist using DocShuttle Transcriptionist.


SET UP QA TRANSCRIPTIONIST

In order to be able to download files marked for QA, a QA Transcriptionist must be using DocShuttle Transcriptionist and must have permission to download files marked for QA.

Remember that when you set up the permissions you set up a second transcriptionist user, 9500, who has QA permissions.

Since you cannot QA files on the same DocShuttle Transcriptionist installation from which the documents were originally uploaded, you will need to install DocShuttle Transcriptionist on a second computer for this tutorial. Please refer to the first chapter of this tutorial for information on installing DocShuttle Transcriptionist.

Next, configure DocShuttle Transcriptionist using the information for the QA Transcriptionist:

1. In DocShuttle Transcriptionist, click on the Tools menu and select Settings

2. Click on the FTP tab and enter the exact same information in the first 4 boxes that you entered into DocShuttle Administrator and DocShuttle Dictator:

· Host Address: bytescribe.net

· Username: sample

· Password: sample

· Initial Directory: (your subfolder name)

· In the box labeled User’s Job Type, enter 1

· In the box labeled User’s 4-Digit ID, enter 9500, so that your FTP tab looks like the figure below.


Tut46.png


3. Do not make any other changes, and click OK to accept the information you have put in

4. Click on the Connection menu and select Connect to FTP.

As before, you should see the In Progress box pop up in the middle of your screen.

Once the box goes away, you should be connected to the FTP site. You should see the file marked Q (for Sent for QA) among the other files on the site, as in the figure below.


Tut47.jpg


PERFORM QA ON FILE

Download file for QA

In order to view and edit the document, you need to download the document to this computer.

1. In the top pane of DocShuttle Transcriptionist, click on the file marked Q (for Sent for QA) to select the file.

2. Click on the yellow down arrow to download just the selected file.

3. A box will pop up asking “Do you wish to download the selected jobs?” Click Yes.

4. A Transfer Progress box will pop up showing the status of the downloading file.

5. Once the download is complete, you should see the downloaded file in the bottom pane of DocShuttle Transcriptionist.

Note that the status of the file has changed from Q (for Sent for QA) to R (for Being Reviewed), as in the figure below.


Tut48.jpg


The Transcriptionist associated with this file has also changed, to reflect the user who has downloaded the file most recently.

Edit & save file

Now that the file is downloaded, you can open the document to view and edit it.

1. In DocShuttle Transcriptionist, click on the Tools menu and select “View Document Folder.”

2. An Explorer window will pop up, showing all of the files you have downloaded. Find the one with the exact same Job Number and User ID’s as the audio file you just downloaded.

3. Double-click on the document file to open it.

4. Add a third line to the document, typing, “This is an edited document.”

5. Click on the file menu and choose Save.

Note: it is very important to save the document with the exact same filename as the original document. Do not change the name. If you do, DocShuttle will not recognize the document file and you will not be able to upload it.

For that reason, it is best always to use the Save feature instead of the Save As feature in your word processor.

After saving the document, close it.

Upload completed document

Once the document has been edited and saved, you can upload it back to the FTP site so that it is available for retrieval by DocShuttle Dictator.

1. In DocShuttle Transcriptionist, click on the file marked R (for Being Reviewed) to select it.

2. Click on the yellow up arrow to upload the file.

Note: Do not change the status of the file. Changing the status will delete the edited document.

3. You will be asked if you want to upload the files. Click OK to proceed with uploading.

A Transfer Progress box will pop up, showing information for the document file.

Once the upload is complete, the file will change in status from R (for Being Reviewed) to U (for Uploaded) as in the figure below.


Tut49.jpg


This means that the document file is available to be downloaded DocShuttle Dictator.

AUTOMATICALLY SENDING FILES TO QA

Finally, it is possible to set up your original transcriptionist on DocShuttle Transcriptionist so that all of the files that are attached and uploaded are sent for QA.

1. In DocShuttle Transcriptionist, click on the Tools menu and select Settings

2. Click on the Local tab

3. At the bottom of the window there is a box labeled “Mark attachments for QA when attaching files.” Click to place a check in that box, as in the figure below.


Tut50.png


4. Click OK to return to the DocShuttle Transcriptionist main screen.

5. Close DocShuttle Transcriptionist.

Now DocShuttle Transcriptionist is set up to automatically mark every file attached for QA. Once the file is attached it will have the status of M (for Marked for QA) instead of A (for Attachment). Once the file uploads, it will automatically have the status Q (for Sent for QA).