Admin: Add Vocabulary

User profiles can only process up to 15,000 vocabulary terms in dictation. Anything over that will not be recognized.

The 15,000 limit on vocabulary terms includes a combination of both organization and account vocabulary. Terms are counted in the order that they were added.

Check to see if you even need to add the term to vocabulary by dictating it.
If the word(s) return correctly but just need different formatting (such as capitalization), create a substitution instead.
- You don't need to add words that are already in the dictation topic or dictionary to vocabulary.
If the word or phrase does not return in your dictation, add it to the vocabulary on the Vocabulary page in nVoq Administrator.
- Optionally, click the Manage icon in the sidebar to hide the sidebar while you work.
Select the appropriate radio button to add a term to an account or organization:
1. Add a vocabulary term to a specific user account
  1. Select the Account radio button.
  2. Then select an account from the Account menu. Vocabulary terms will be created in the account selected here.
  3. The menu will display a maximum of 250 accounts. If there are more than 250 accounts in the selected organization, the bottom of the menu will say, "Showing 250 out of [#] possible accounts."
  4. Use the Find Account field at the top of the menu to find any account that exists in the selected organization, even if it is not displayed in the menu.
  5. Hover your mouse over the account in the list to see the username in a tooltip if it's cut off on the menu.
2. Add a vocabulary term to an organization
  1. Select the appropriate organization from the organization menu at the very top of the screen. Vocabulary terms will be created in the organization selected here.
  2. Navigate this menu by using the Expand All button to open all organizations, by clicking the > arrow next to each organization level to open it, or by typing an organization name in the Filter text field.
  3. Select the Organization radio button.
  4. Then select the appropriate Show Organization radio button to view existing vocabulary for the selected organization:
    - Choose selected and parents to see vocabulary created for the organization selected in the Organization menu and all parent organizations above it.
    - Choose only selected to see vocabulary created for only the organization selected in the Organization menu.
    - Choose selected and children to see vocabulary created for the organization selected in the Organization menu and all child organizations below it.
Click the New icon in the blue toolbar to go to the Add Vocabulary page to add a vocabulary term to the selected account or organization.
On the Add Vocabulary page, enter a term in the Written field.
- Enter a new term that will be returned in a transcript when it is dictated.
- The term could be a word or even a short phrase.
- Terms consisting of two or more words will honor the case that is entered (e.g. "MacDonald Farm Clinic").
- Single word terms that do not exist in the dictation topic or dictionary will also honor the case that is entered (e.g. "ZooBooMaFoo").
- This field has a 60 character limit.
- The system will interpret and output "Dr." followed by the spoken name if it matches an entry in our names list. If the following word is not a recognized as a name or isn't in the names list, it will output "doctor" instead. If "doctor" followed by a name does not return as "Dr." preceding the name, add "Dr. [Name]" as a vocabulary term to ensure correct recognition and formatting.
When first adding any new term we recommend leaving the Sounds Like field blank/empty.
- Most vocabulary terms will not need anything entered into the Sounds Like field and will work better WITHOUT a Sounds Like pronunciation.
- Optionally click the red trash can icon (to the right of the Sounds Like field) to remove the vocabulary term from the list.
Click the +Add Another button below the Written field if you want to add another term.
- Follow steps 3-5 until you're done adding terms to the list.
When you're done adding terms click the Save button at the bottom of the page to add the terms to the selected account or organization and go back to the list view.
- When organization vocabulary is added, removed, or modified, account profiles are rebuilt for users in the affected organizations. If account vocabulary added, removed, or modified, that account profile is rebuilt.
- As soon as the profile job is completed, the next dictation submitted can use them. Wait a few minutes before testing them in dictations to make sure they work. If after a few minutes your term is not recognized try adding a pronunciation.
- Newly added vocabulary terms are updated in user accounts asynchronously, which means that after adding the terms in nVoq Administrator, affected user profiles are updated with the new terms in the background. Dictation client users can still perform dictations while vocabulary is being updated on the server.

Admin: Add Vocabulary

Add a vocabulary term to a specific user account

Add a vocabulary term to an organization