When first getting familiar with Lexacom Workflows, some users request additional support in finding and accessing jobs.
This page will help you understand where to look, and what to look for, to find, manage, and understand the status of jobs.
As an Author, you will have access to three Grids: Review Jobs, Tracking and Search.
As a Typist or Workflow Admin, you will have access to the Review Jobs and Search
You can find support pages that cover the Grids and how to customise them in more detail here.
Your Review Grid will show all jobs which are waiting for you to take action.
If you have jobs visible in this grid, you likely have outstanding work to complete.*
This is the first place to look for your Job.
As an Author: If the job has been saved rather than sent or has been returned to you (from a typist or by a service step like EchoScribe®) it will be visible here.
As a Typist, if you can’t see the job here, it may not have been sent to you.
If, as a typist, you were previously able to see the job or the Author confirms that you should be able to see it, you can find more help here: Why can’t I see a job in my grid? – Lexacom
You can tell by the Status column what action is required.
Find out more about the Review Grid here.
*Exceptions may apply based on setup and if a job has been made visible to you by an admin using Workflow Filter Overrides.
Your Tracking Grid will show you Jobs which you have contributed to but are awaiting action from another user (or service).
This is the place to look if you have sent the job and you want to check it’s current status.
You can also use this grid to quickly add a comment to a Job you have already sent.
Opening Jobs from this grid will NOT function the same as the Review Grid, as the Job won’t be at a step where action is expected from you.
Double-clicking to open a Job from here will open it in Job Management View. This view will allow you ‘manage’ the Job, such as changing the Job’s Workflow.
Find out more about the Track Grid here.
You can find all jobs that you have access to in your Search grid. This will include jobs that are already complete.
Authors – You will see all jobs you have made but not those made by other users.
Typist – You will see all jobs that are on, or after, a step which you have access to.
Workflow Admin – You will see all jobs that are not at an Author Only step.
Find out more about how to use the Search Grid here.
All jobs will have a Status which indicates what step of a Workflow the job is at and therefore what action is required.
Given the flexibility and customisation of Lexacom you may have different options than those listed below.
The Status of a Job will typically be a verb. So the Status will be telling you exactly what action needs to be taken next on that Job.
Each Workflow will have different steps, here are some common examples:
Create
This is the first step of a job.
If an Author saves a Job before sending it beyond the first step, it will be listed in the Review Grid with the a status like “Create”, “Create Dictation” or “Create EchoScribe®”
EchoScribe®
EchoScribe® is Lexacom’s deferred speech recognition service. EchoScribe® will automatically transcribe your jobs (This service is available as an optional extra).
Jobs that show this as the status are currently being processed by this service – please wait for this job to move on to the review step.
Comprehension Engine®
The Comprehension Engine® is part of the Lexacom system which can process inputs in a number of ways and return results in a smart way.
Jobs that show this as the status are currently being processed by this service – please wait for this job to move on to the review step.
Transcribe
This status indicates a Job that is awaiting transcription.
For an Author, these jobs should be visible in their Tracking Grid for jobs they have sent which are yet to be transcribed.
For a Typist, these jobs will be visible in their Review Grid waiting to be transcribed.
Review
This shows that the job is waiting for someone to review it.
If the job is in your Review Grid with this status, then you need to open the job and review the content.
You may see ‘Author Review’ – for jobs that have been transcribed and sent back to the Author.
You may see ‘Review EchoScribe’ – For jobs that have been automatically transcribed by our EchoScribe service.
You may see Review and Complete’ or ‘Review and Finalise’ – these are waiting for the typist to review them and then complete the job.
Finalise
This Status indicates a job that is ready to be completed.
Users will see this status in their Review Grid.
Authors will see this for jobs which they need to complete. For example, the GP AI Workflows which return directly to the GP for them to complete.
Typists will see this for any jobs sent to them that are ready to be completed.
Some older versions of workflows may show the status “Complete”, this also indicates that a job is ready to be completed.
We have since renamed this step to avoid confusion so that users did not mistake these jobs for those that have already been completed.
Our most basic Workflow is ‘Dictate and Transcribe’. This workflow has the following Steps (the step name will show as the job’s Status).
CREATE – At step 1, the job is created. Authors can save the job at this step and will see the Create status in their grid.
TRANSCRIBE & COMPLETE – At this step, Typists will transcribe the dictation and then continue to finalise/complete the job.
AUTHOR REVIEW – At the Transcribe & Complete step, a Typist could choose to send the job to the Author for them to review and approve. This is an optional step and is typically used when clarification may be needed in order for the typist to complete the job.
Another common Workflow is the ‘EchoScribe to Author’ Workflow. This has the following steps:
CREATE EchoScribe – Author Creates the job, this status will show if the job has been saved at the first step.
ECHOSCRIBE – The job is being processed by the EchoScribe service
REVIEW EchoScribe – Author needs to review the automated transcription and then either complete the work or pass it on to a Typist to finalise.
FINALISE – The Typist needs to finalise the job and mark it as complete.
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