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Stage 1:  Uploading an audio file

• Audio files of most types may be uploaded (e.g. .m4a, .mp3, .wav, .wma, etc.).  
• Choose “My Rooms” from the DepoDash main menu bar.

• Type in a name for this proceeding.  For example, John Smith v Joe Johnson.  The room name must be at least six characters long.
• Click the “Transcribe from File” to associate an audio or video file with this job.
• The Open Window and list files in your default folder will appear.  Navigate to the desired folder to select the audio/video file you want to transcribe.

• The Upload button will appear after you select a file. 
• Click Upload to begin transferring the audio file to the cloud server.
  • • If you do not type in a name, it will use the same name as the audio file you are uploading.

• The job translation progress status will appear in the open column to keep the user updated.  The status indicators are:

1. 1. “TRANSLATING” — translation in progress
   2. “RTF CREATE” — translation completed.  RTF formatting is in progress
   3. “CLOSE” or “DONE” –Job is ready to download

NOTE:  The job is ready to use once it is past the TRANSLATING stage.  You do NOT have to wait until it says “CLOSE” or “DONE.”  Translation time is approximately 4 minutes per audio hour.  For example, if your audio file is 3 hours, it should take approximately 12 minutes to translate.

Stage 2:  Identify the speakers.

The DepoDash translator uses a process commonly referred to as diarization to isolate speakers present in an audio file.  The process will mark where there is a change of speaker in the audio file.  The markings appear as “Speaker” followed by a letter.  Follow the instructions below to replace the speaker marking with the actual name.

• Your files are stored in “rooms.”  Choose My Rooms to reveal the list of available rooms (file, proceedings, etc.)
  
• Choose a Room from the list of rooms, then click  Enter.

• Once in the room, click on the Attendees sidebar tab.
• Click on Add Participant Info to start adding the actual names of the participants/speakers in the room.

• For each speaker/participant, add their name and choose their role.

 

• For each new participant, click “Add Participant Info.”
• In the screenshot below, we can see the following:
  • SPEAKER A = THE VIDEOGRAPHER
  • SPEAKER B = MR. SPENCER
  • SPEAKER C = MS. WAGNER

• You may also use the Readback feature to hear the audio and help identify the speakers.
• To listen to the audio, double-click the timestamp until it turns pink, then click on READBACK.

• Here are some hints and examples used in court and deposition transcripts to identify speakers:
• All SPEAKER NAMES should be designated with FULL CAPITALIZATION.
• Use MR. or MS. and their last name only for attorneys. (e.g. MR. JONES)
• Choose the role of either Noticing attorney or Responding attorney.  The Noticing attorney is usually the one doing most of the questioning.
• Use THE WITNESS or THE DEPONENT for the witness or deponent
• Choose the role of Witness
• Use THE COURT for the judge
• Choose the role of Host.  

Note:  If the judge is questioning, you can choose him as a “Responding attorney” if you need the Q/A format when the judge asks questions.  

• Use THE VIDEOGRAPHER for the videographer, if present
• Choose the role of Host
• Use THE REPORTER for the court reporter
• Choose the role of Host
• Your participants should look like this below:

• It is imperative to choose the roles of the attorneys and witnesses at this time if your format requires the Question/Answer format, i.e., Q/A symbols used in court and deposition transcripts.  
• Choosing the roles allows DepoDash to figure out where and when to put in the Question/Answer formatting along with the Colloquy formatting.
• Click the Save button.  When finished, it should look something like this:

Stage 3:  Assign the speakers

• Now, it is time to match the speakers with their names.
• Left-click on the speaker name in the transcript.  You will get the list of names to choose from that you’ve identified in the participants list.
• Choose the correct speaker.

• • Here’s another example:

•  
• Each time that person speaks from that point forward, they will be identified with the proper name.
• NOTES:  If you misidentify a speaker, you can repeat the process and choose the proper speaker.  Remember, it will take effect from that point forward.  
• On more extensive transcripts, replacement of the main speaker names may take several minutes each due to the number of replacements.

Stage 4:  Reformat to Question/Answer format (optional)

• The Question and Answer format is typically used for court and deposition transcripts when testimony is being given.  
• DepoDash can automatically detect when to switch between Colloquy and Q/A format.

• Aside:  Colloquy format is where the attorneys’ names are used such as MR. SPENCER and MS. WAGNER.  Colloquy format is used when attorneys are talking to each other, stating for the record, objections, and when not asking the witness questions.  Q/A format is used when the attorney is examining the witness with questions and the witness answers each question.  

• To change to Q/A mode, you simply need to reformat the paragraphs after you have identified the speakers and chosen their roles.  

• From within the transcript, go to the three-dot menu and choose Reformat Paragraphs.

• This process may take several minutes for longer transcripts.  Please ignore any Wait or Browser not responding messages.

Your transcript will now be in Q/A format when the attorney is questioning the witness.

The rest of the editing will be done in Winner Lite.

 

Stage 5:  Open the transcript in Winner Lite

Winner Lite must first be installed and configured.  Please call support to do this.

• Choose the Open icon and select the name of your file.

• Apply your layout or choose DepoDash Default Layout if you do not have one.

Answer YES to apply the new layout.

Stage 6:  Edit and proof the transcript

Winner Lite is a powerful editor with all of the commands needed to edit your transcript quickly.  These shortcut keys and commands are quick and easy to learn.   Call to schedule your free training any time.  Support and Training are always free with DepoDash.

Winner Lite Shortcuts

How to	Keystroke or Instruction
1. Assign your own layout	File menu – Page Setup – Apply New Layout
2. Move word-by-word	LEFT or RIGHT ARROW
3. Move character-by-character	CTRL+LEFT or CTRL+RIGHT ARROW
4. Move page-by-page	PAGE UP or PAGE DN
5. Move to the top or bottom of the document	CTRL+HOME or CTRL+END (Windows commands)
6. Move to a specific page	CTRL+G (Go to)
7. Smart Punctuation – automatically spaces, capitalizes correctly	Period, comma, semicolon, colon, dash (CTRL+P toggles “smart” punctuation on/off)
8. Literal Punctuation – does not automatically space or capitalize	CTRL+ (Period, comma, semicolon, colon, dash) CTRL+P also toggles “smart” punctuation on/off
9. Capitalize or uncapitalize word	CTRL+U
10. FULL UPPERCASE word	ALT+U
11. Delete Word	ALT+D
12. Undo	CTRL+Z (Windows command)
13. Play audio	CTRL+W
14. Speed up audio	View – Show Panels – ProCAT Player
15. Footpedal Option	Tools menu – Preferences – Edit tab – “Enable USB Footpedal for audio playback”
16. Find	CTRL+F
17. Replace	CTRL+H (Windows command)
18. S-t-i-t-c-h words	ALT+hyphen
19. Center	ALT+C or use center paragraph icon
20. Single space	Highlight lines, choose “Single” from paragraph style drop down box
21. Internet Search	Highlight word(s), right-click
22. Highlight, cut, copy, paste	CTRL+X, CTRL+C, CTRL+V (Windows commands)
23. Auto Proof	Tools menu – Auto Proof
24. Spell check	Tools menu – Spell Check
25. Status Bar indicators PNC = Smart Punctuation on INS = Insert text on (versus OVR, typeover) WRD = move by word (versus move by character)	CTRL+P toggles Smart punctuation INS key toggles Insert versus typeover Tools – Preferences – Edit tab – choose “Move by Word” or “Move by Character”

Adding Speakers 

Press CTRL+M to customize names for each transcript as needed

Adding Blurbs or Parentheticals using AutoComplete (Examples)

(CTRL+M, Edit tab, AutoComplete Table)

Inserting Cover Pages, Ending Pages, signatures, exhibits

Stage 7:  Export Final Product.

Export your transcript in any format you wish.  

• The most common file formats are:

1. 1. 1. ASCII Files (.txt)
      2. RTF/CRE Files (.rtf)
      3. Portable Document Files (.PDF)

• Save the file to the location of your choice.
• Transcript completed!