Introduction

ShareDo allows you to record voice notes attached to work items. These notes are stored in your document management system (DMS) and behave similarly to other work item related documents. You can preview them and configure the system to send them to typists for transcribing. 

Configure the Voice Note Global Feature and Work Type

Before you can use the Voice Note feature, you must enable and configure it in Launchpad > Admin > Features > Manage global features. See the Voice Notes global feature article for details.

To see the Add Voice Note option in the Related Documents aspect of relevant work types, you must first toggle the Show Add Voice Notes button in the Voice Notes section of the Related Documents Aspect configuration. 

To Create a Voice Note from the Launchpad Menu

To add the ability for users to record voice notes using the Launchpad menu, edit the Launchpad global menu and add the voice note functionality. 

1. Navigate to Modeller > Forms and views > Menu editor and override the menu if it is not already done. For information on editing ShareDo portals, see the article Guide to modelling ShareDo portals.
2. Add a command to the relevant section, for example, under Create Activity. Use the Create a work item of a specified type command.
   
3. In the Select type of sharedo to create field, select Task > Voice Note. Fill in other fields as usual and save to continue.
4. Use the recycle icon at the bottom of the left-hand menu to force the reload of all configurations. You can now create a new voice note using the Launchpad menu.

Shown in the menu:

See the Recording and Reviewing a Voice Note section below to learn how to use it.

To Create a Voice Note from a Blade Menu

Similarly to adding the ability to record a voice note from the Launchpad menu, you can add it to a blade menu. To do that, follow these steps.

1. Open the Work Type Modeller from Launchpad > Modeller > Work Type Modeller.  For information on editing ShareDo portals, see the article Guide to modelling ShareDo portals.
2. Open the chosen work type, we'll use Instruction in this example. Then select the Menu designer in the left-hand menu.
3. In the Blade ribbon sectoin of the designer, expand the area of the ribbon you want to place the voice note icon. We'll use the Secondary action section here. Make sure the Override switch is toggled to be able to edit the menu.
4. Add a Command to the section you want the note in. We'll use the Prepare section for this example.
   
5. In the Select type of sharedo to create field, select Task > Voice Note. Fill in other fields as usual and save to continue.
6. Use the recycle icon at the bottom of the left-hand menu to force the reload of all configurations.

The blade ribbon menu designer:

You can now select Voice Note from an Instruction's Prepare ribbon menu.

Recording and Reviewing a Voice Note

Voice notes need to be associated with a work item. When creating a voice note, use the Refers To field to associate that note with a work item. If the voice note function was configured on the blade menu of a work type (we used Instructions in the example above), and you open a work item of that type, the voice note will be associated with that work item by default.

In the example shown in this article, you would select Voice Note from the Prepare menu in an Instructions ribbon. Doing so opens the New Voice Note blade. 

You can also use the Upload icon on the Related Documents aspect to record a voice note.

Once you save the basic settings for your voice note, the blade refreshes, allowing you to record your voice note using the button in the Relate Documents section. Be sure to select the relevant folder in the Upload to folder field.

Select the appropriate microphone in the New Voice Note blade and click Start Recording to record the note. When done, click the stop button. The blade refreshes, allowing you to preview the recording. Click Save to continue.

Click Save & Close to close the Voice Note blade and return you to the work item. The newly recorded voice note is now listed in the Related Documents section. From there, you can play back the note by hovering the pointer over the file and clicking the play button, or download the file using the download button.

Real-world Example

An example of using the voice note feature in the real world might involve the following:

1. A configurator configures the Voice Note Global Feature, enables the voice note on the Related Documents aspect embedded in the Task blade, and a Dictate button in the ribbon menu. They also configure a workflow that allows the voice note to be sent to the typist pool, who can transcribe it and send the transcription back with a button.
2. A fee earner can then click the Dictate button, which creates a dictation task.
3. They record the voice note and click the Send to typist button, and the workflow allocates the task to the typing pool.
4. The typist transcribes the voice note using their pedals to control the playback. Then mark the dictation task as complete, which causes the workflow to send the prepared document back to the fee eraner.

Review

This article explained how to configure the Voice Note Global Feature, the Related Documents aspect, a blade and main menu button that kicks off a dictation task.