How do I organise my dictation workflow?

Overview

This article guides how to structure an effective dictation workflow within Dictalogic.

Applies to

All Users, Administrators

Establish clear work types

Define a clear set of work types (descriptions) that reflect the documents your organisation creates. This makes it easy for both authors and secretaries to understand the nature of each job at a glance and enables automatic routing rules to work effectively.

Use templates for recurring documents

Create templates for document types that follow a consistent structure, such as letters, reports, referrals, and so on. This reduces dictation time, improves consistency, and makes transcription faster and more accurate.

Set up assignment rules

Configure automatic assignment rules to route dictations to the correct secretaries or pools without requiring manual selection each time. This reduces administrative overhead and ensures jobs reach the right person quickly.

Prioritise appropriately

Use the priority or urgency flag for genuinely time-sensitive dictations only. Overuse of the urgent flag reduces its effectiveness. Establish a clear organisation-wide policy on when to mark a dictation as urgent.

Review regularly

Periodically review your workflow configuration work types, assignment rules, templates, and user roles to ensure it reflects your current organisational structure and needs. Regular reviews prevent configuration drift and keep the system performing optimally.