WebShuttle Overview

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WebShuttle is a web-based dictation and transcription platform. Dictators can dictate from any phone, handheld recorder or iPhone. Transcriptionists can access dictation and transcription files securely from anywhere. WebShuttle is designed to manage all aspects of transcription workflow for organizations of any size. WebShuttle features include toll-free call-in dictation, secure web login, document management, electronic signature, quality assurance, printing and detailed billing reports. WebShuttle also seamlessly integrates with the popular DocShuttle desktop transcription software.

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WebShuttle Users

There are three basic user types in WebShuttle: transcriptionists, dictators and administrators. Each user type is given certain permissions for features in WebShuttle. A brief description of the basic user types is explained below.


WebShuttle can be used by dictators who use a telephone or handheld recorders to record dictation. Dictation voice files are automatically routed to transcriptionists. Completed transcribed documents are uploaded back to WebShuttle. Dictators have access to these documents online through WebShuttle. Dictators can use WebShuttle to view completed documents, edit files, upload voice files, and electronically sign documents. These functions are dependent on the permissions granted to the user.

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Transcriptionists use WebShuttle to download voice files and upload transcribed documents. Transcriptionists may type directly online into the WebShuttle word processor or they may choose to use DocShuttle desktop software to download voice files and transcribe documents. DocShuttle integrates with Microsoft Word on the transcriptionist’s computer. The WebShuttle interface is also useful for searching for files and running reports.

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Administrators can use WebShuttle to manage the transcription workflow, print documents and create billing reports. Administrators generally have access to viewing all dictation and transcription files. Administrators also have access to account information.

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Viewing Files in WebShuttle

The WebShuttle home page is designed to display the most recent dictation and transcription files. The files that are displayed depend on the user type and permissions of the user. Voice files appear with colored flag icons next to each file. These flags indicate the status of the current job. Completed text documents generally have a Microsoft Word icon next to them.


There are 10 columns that appear in the main WebShuttle window. There are three filter options available at the top of the screen. Files can be filtered by file type, date or custom search criteria. Any file can be downloaded by clicking on the speaker or Word icon that appears to the right of the file name. Clicking on the file name link will display the File Details window discussed in the next chapter. Any column can be sorted by clicking the link in the column header.

Column Descriptions

The WebShuttle home page contains ten columns of information about each voice file. A description of each column is shown below.

1) File Name

The voice files are named using the following convention:


The beginning letter of the voice file indicates the status (S) of the voice file. The table below shows the types of initial letters and the corresponding significance of the letter as pertaining to the file status.

Voice Files

Letter Status
N New (ready to be transcribed)
S Stat (priority dictation)
D Downloaded (in use by a transcriptionist)
U Uploaded with Attachment
C Completed (no attachment)
E E-Signed (attached has been electronically signed)


Letter Status
U Uploaded Document (transcribed)
S Signed Document (electronically signed)

The next segment of the file name (MMDD-NNN) is the job number. The job number is a combination of the date and sequence of the dictated file. Month and day MMDD are followed by dash (-) and then the sequence number. For example, a job number 1204-002 would indicate the second file dictated on December 04. The next segment (DDDD) of the file name is the four-digit code of the dictating author. The next segment (TTTT) indicates the four-digit code of the transcriptionist who typed the file. The following segment (LL) indicates a 2-digit location code. The last portion of the file (.vox) is the file extension.

2) Status

This column denotes the current job status for each file. This concurs with the first letter of the file name. The possible job status categories are:

  • New (ready to be transcribed)
  • Stat (priority dictation)
  • Downloaded (in use by a transcriptionist)
  • Uploaded with Attachment
  • Completed (no attachment)
  • E-Signed (attached has been electronically signed)

Status workflow 55.jpg

3) Job

This is a unique number by which any file may be found. The naming convention is as follows: The first four numbers represent the month and day (MMDD) followed by dash (-) and then the sequence number. For example, a job number 1204-002 would indicate the second file dictated on December 04.

4) Folder

The next column is the folder (or Job Type). Job types are used to separate various types of dictation. When a dictator logs onto the system, he is prompted to select a job type – or his User Profile will specify a default job type. Jobs recorded by the dictator are marked with that particular job type. Transcriptionists may then work on dictation of a particular type.

5) Dictator

This column displays the dictator’s name.

6) Transcriptionist

The name in this column indicates the person who is transcribing the file. Note that this column will only have an entry when a transcriptionist has started or finished transcribing the file.

7) Location

This column specifies the location code. Dictators uploading voice files from handheld recorders can specify different location codes.

8) Date

This column specifies the date and time the file was modified. The date is shown in the standard MM/DD/YY format. The time is displayed as hours:minutes:seconds followed by AM or PM.

9) Minutes (Length)

This column specifies the length of the voice file in minutes.

10) Size

This column specifies the amount of disk space used by the particular voice file.