SayIt Substitutions
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SayIt Substitutions

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My Substitutions

Use My Substitutions to return a special written form for a word or short phrase that you say frequently when you are dictating. As an example, use substitutions for abbreviations, special capitalization, and acronyms.

You can also use substitutions to correct SayIt if it regularly misunderstands a word or phrase each time you say it.

Substitutions are applied to dictations only, not to shortcut text.
If substitutions are not showing up in your dictation transcript, make sure the Apply Substitution box (on the Dictation menu) is checked.




Add a Substitution

When dictating, you can have SayIt return a different version of a phrase that you say, or use substitutions to correct the voice client if it regularly misunderstands a particular word or phrase each time you use it. You may also specify special capitalization, punctuation, or abbreviations.

To add a new substitution:

  1. Open the Dictations menu and select My Substitutions.
  1. In the My Substitutions window, click New. The New Account Substitutions window opens.

sayit_mySubstitutions_new

  1. Enter the Spoken Form. This is what you will say (or what the voice client thinksyou are saying). 
    • The Spoken Form is NOT case sensitive.
Your spoken form needs to be a word or phrase that SayIt UNDERSTANDS when you dictate it. If the word/phrase does not return consistently for you when you dictate, the substitution won't work consistently either. If that happens, your administrator can try adding the word or phrase to your sentence modeling via nVoq.Administrator.
  1. Enter the Written Form. This is what the voice client should transcribewhen you say the spoken form.
    • The Written Form will return EXACTLY as it is written.
      • For example, if it begins with a lowercase letter, it will return with a lowercase letter even if it is at the beginning of a sentence.

sayit_mySubstitutions_save

  1. Click Save. Substitutions that are added to your account are listed in alphabetical order of the Spoken Form.

    sayit_mySubstitutions_list

Your administrator configures substitutions that are shared by your organization, but these are not listed in the My Substitutions window. 
  1. Test the new substitution by dictating the spoken form to make sure that it returns correctly in a transcript.
  • If the substitution returns correctly, you are done!
  • If not, try another combination of word(s) for the spoken form that may be easier for the voice client to recognize. If you continue to have trouble with your substitutions, contact your administrator.


Tips for Making Substitutions

To make a substitution, you will need to specify a spoken form (what you will say) and a written form (what will be returned).

For example, a substitution could be:

  • An abbreviation - Configure a substitution to return the shortened form of a word, such as pymt (Written Form) when you say "payment" (Spoken Form)
  • An acronym - Configure a substitution to return first letters of words, such as CCI (Written Form) when you say "customer called in" (Spoken Form)
  • Special formatting - Configure a substitution to return EXAM: (Written Form) when you say "exam" (Spoken Form)
  • A keyboard command - Configure a substitution to add a new line/press the enter key when you say "tap" (Spoken Form) by putting {ENTER} in the Written Form field.

sayit_mySubstitutions_newLine

 Tips for the Spoken Form

  • You CAN use letters, numbers, spaces, and these punctuation characters in the spoken form field:
  • Period, Point, or Full Stop ( . )
  • Dash ( - )
  • Colon ( : )
  • Plus  ( + )
  • Apostrophe ( ' )
  • You CANNOT use other punctuation or special characters (such as $, #, @, etc.) in the spoken form field.
  • The Spoken Form is case insensitive.
    • For example, if the Spoken Form is "Bill", the search will look for both "Bill" and "bill".
    • The case returned in your transcript will be the same as the formatting in the Written Form field.
  • The spoken form must be unique from other substitutions.
    • Adding a new substitution with the same spoken form as an existing substitution overwrites the old substitution without a warning.


Turn Substitutions Off

Substitutions can be turned on or off. When you turn them off, no substitutions will be included in your dictation transcript, including built-in substitutions as well as those added for your organization by your Administrator.

To turn off substitutions:

  • Open to the Dictations menu.
  • Clear the checkbox next to Apply Substitutions.

dictations-menu-apply-substitutions

The Apply Substitutions option is disabled when Direct Text is enabled. Substitutions are ALWAYS applied when Direct Text is enabled.
 

 

To turn substitutions back on, put a checkmark in the Apply Substitutions box on the Dictations menu.



Built-In Substitutions

"Built-in" substitutions are included automatically for all users and do NOT show up on the list of under My Substitutions in the SayIt client. 

 Substitutions (including built-in substitutions) will NOT WORK when the Apply Substitutions box (on the Dictations menu) is unchecked. 

Some substitutions will NOT WORK when Direct Text is enabled. See Substitutions with Direct Text for more information.

 

Built-in substitutions include:

  • "Caps"...capitalize first letter of one word
  • "Caps On" and "Caps Off"...capitalize first letter of all words
  • "All Caps"...capitalize all letters of one word
  • "All Caps On" and "All Caps Off"...capitalize all letters of all words
  • "Lowercase" or "Overwrite"...start the first word of the dictation with a lowercase letter
  • "Number Next" or "Next Number"...create an automatic numbered list
  • "Letter Next" or "Next Letter"...create an automatic lettered list

To see how these commands are used in a sentence, see Formatting Commands.


"New Line" and "New Paragraph" are also formatting commands, but these are technically not "substitutions".