Advanced Topics

• 1: Accessing Transcripts
• 2: Activity Screen Walkthrough
• 3: Adding Glossaries
• 4: Attending a Session (Advanced)
• 5: Changing Interface Locale
• 6: Sharing Minutes Between Accounts
• 7: Transactions Screen Walkthrough
• 8: Uploading Sessions

1 - Accessing Transcripts

Transcripts are written records of all the dialogue spoken during a Wordly session. Transcripts are available to users that select the “Private Transcripts” option when adding a session.

Some points about transcripts:

• Transcripts are only accessible for the account holder that set up a session, and are created whenever their connection to a session is ended (rather than the session itself). If you create a session and join it multiple times, each time will have its own transcript.

• Transcripts don’t contain translated dialogue. They are word-for-word records of the spoken dialogue only. If the presenter spoke in English, the transcript will also be in English.

• For sessions with multiple languages, the transcript will reflect the source languages as they were transcribed.

• At the moment transcripts can’t be shared within Wordly. If you want to share a transcript, you must download it first.

The Transcripts Page

When you first log in to Wordly, you’ll automatically start on the Dashboard:

To access the Transcripts page, move the mouse to the left side of the screen and click on Transcripts ( ):

Once you’re on the Transcripts page, select a session from the list on the left side of the screen. An accompanying Transcript will appear on the right, as seen here:

You can search for a specific session or a range of sessions using the filters on the left side of this page.

Transcripts have two functions: Deleting, and Downloading.

Deleting transcripts

To delete a transcript, click the trashcan button ( ) in the top right corner of the transcript.

Downloading transcripts

Transcripts can be downloaded in four different formats.

• Plaintext file with timestamps

• Simple plaintext files

• VTT files

• SRT files

To download individual transcripts, select the desired session and click the download button ( ). This will bring up a window where you can choose the download file’s format.

Timestamps

Sometimes, recorded audio and transcript timestamps do not sync up. Offsetting timestamps of a downloaded transcript allows you to alter the timecode when the transcript begins. This is helpful for assuring subtitles will align with your recordings.

To do this, in the Download Transcripts window, click in the box under “Add timestamp offset” then type however many seconds you’d like the words to be offset by.

You can offset the transcript by either negative or positive numbers. Be aware that, in VTT and SRT formats, negative offsets may cause the words at the beginning of the transcript to be dropped.

For example, if you offset the transcript by -1, any subtitles derrived from the transcript would start one second earlier than before. Meanwhile, offsetting the transcript by 2 would lead to the transcript beginning 2 seconds after the original.

Include Speaker Names

If you tick the box “Include speaker names,” the names of the speakers will appear in the transcript when the speaker changes. If there is only one speaker, then no names will appear. If you do not click “Include speaker names”, no matter how many speakers are in the audio, their names will not appear in the transcript.

Downloading multiple transcripts

To download more than one transcript at a time you first need to search through your sessions using the filters on the left-half of the screen.

After you’ve located your desired sessions, click the Options dropdown ( ) in the top-right corner of the page, and click Download selected ( ). A dialogue box will open, allowing you to choose the format of the transcripts to be downloaded:

Translating Transcripts

Subscribers to Wordly Pro and up are additionally able to translate Session Transcripts.

1. In Transcripts ( ), select your Session.

2. Click Translate ( ) to bring up the language selection window.

3. Select the languages to which Wordly should translate your transcript.

A cancellation button will appear at the bottom when translation begins. To cancel, you can also hover your mouse over a specific language and click the X that will appear to the right.

A percentage will show next to the selected language(s), and “Translation in Progress” along with a progress bar will show at the bottom of the window.

Translation will continue if you click Close.

4. After a few minutes, the translation will be complete.

5. Click Original ( “Original dropdown button”) to select your translated Transcripts.

6. Selecting a language, your Transcript text will change to that language.

You can click the same button to return to the original Transcript.

Wordly Pro users are also able to download translated transcripts. The transcripts must be translated before you attempt to download them.

2 - Activity Screen Walkthrough

The Activity screen allows you to track the date, duration, minute use, and all other session activity. You can also:

• Track how many sessions you’ve attended.
• Track how much time you’ve used.
• Track which sessions are currently active.
• Download transcripts of sessions.

Navigating to the Activity screen

To access the Activity screen from anywhere within Wordly:

1. Move the mouse cursor to the left side of the screen.

2. Click on Activity ( ):

Overview

• Sessions are listed on the left side of the screen by Session ID and Date only.

• Click on a session to open up the Usage Summary for that session on the right side of the screen.

• Click the Transcript icon ( ) within the Session details page to be taken to the transcript of that session. See the Transcripts Page Overview Article for more information about transcripts.

• Click the Options dropdown in the top right corner of the screen to download an activity report:

  

  Activity reports are Microsoft Excel spreadsheets (.CSV files) that detail everything that happened during a session.

  Activity report notes

  • Activity is reported from the time a session starts to the time Wordly receives a command to “end” the session.

  • Occasionally, the length of a session reported on the Activity Screen won’t match the time reported on the Transaction screen (indicated as Used Minutes).

3 - Adding Glossaries

Glossaries allow you to customize Wordly’s speech recognition to include your organization’s unique terminology, such as the special phrases or names of products, people, and departments. Glossaries are custom libraries which significantly increase the accuracy of transcription results. Without a glossary for reference, Worldly may be unable to transcribe unique phrases, words, and terminology.

It’s possible to create multiple glossaries for specific uses (such as IT, research, regional sales teams, etc).

Tips

• Glossaries increase the accuracy of transcribing spoken words into text.

• Make sure your presenter has a quality microphone. The more clear the audio, the better the transcription.

• Glossary terms should be as concise and unique as possible for best performance.

• It’s important to add words, phrases, terminology, names, acronyms, and abbreviations as you expect them to be spoken aloud naturally.

  • For example, in the real world, the presenter isn’t likely to say “FBI - The Federal Bureau of Investigation”, so to transcribe this properly, the glossary should just include “FBI”.

Creating a New Glossary

To access the Glossaries page from anywhere within Wordly:

1. Move the mouse cursor to the left side of the screen

2. Click on Glossaries ( ):

Once you’re on the Glossaries page, click +Add Glossary ( ) to get started. This will open up the following menu:

Enter the following info to create a glossary:

Title

Enter the name of your Glossary. A title is required to save the glossary.

Phrase Box

Language

Choose the language that the presenter will be speaking in.

Boost

In the Boost tab ( ), add the phrases and terminology that you think Wordly will need help with transcribing. This can include names, acronyms, terminology, and abbreviations, but must be added as they’re spoken aloud naturally.

• One term per line. You must add a line-break (press “Enter” on your keyboard) before adding another term.

• Glossaries can contain up to 3000 individual terms.

• One term can be up to 100 characters.

• It’s possible to copy and paste a list of terms into the “Phrases” box, as long as they’re separated with line-breaks.

Names

Include names that you’re unlikely to find in a dictionary. This includes:

• People’s names
• Organization names
• Place names
• Product names
• Department names

Terminology

Include terminology that is “specialized”, such as:

• Industry jargon
• Organizational terminology
• Departmental terminology

Acronyms

Acronyms should be included on their own, without their meaning. Examples:

• FBI
• CIA
• STD
• DARPA
• NATO

Abbreviations

Abbreviations include two-letter acronyms that are spoken aloud, such as:

• AI - (Artificial Intelligence)
• IT - (Information Technology)
• ID - (Identification)
• EG - (Exempli Gratia or “for example” )
• IE - (“In other words” or Internet Explorer)
• VR - (Virtual Reality)
• AR - (Augmented Reality)
• ER - (Emergency Room)
• RV - (Recreational Vehicle)

Emphasis

Emphasis can improve the accuracy of Wordly’s transcription quality by expanding how the sounds that make up a word are processed.

To add emphasis to a word, enter the word into the phrases box, add a space after the word, and either 1 or 2 exclamation marks. See the following examples:

• Wordly !
• Moishe !!
• Acetaminophen !!
• Parasetamol !
• Chevrolet !
• Porsche !!

If a word isn’t being transcribed correctly, try emphasizing it with 1 exclamation mark initially. If it still isn’t being transcribed, use 2 exclamation marks.

Wordly will prioritize the correct transcription of emphasized words over non-emphasized, similar-sounding words. For example, “Porsche” might be mistranscribed as “porch” if the word isn’t emphasized.

Using multiple languages

To include terms in more than one language, click Add Language (). This will automatically collapse the current “Phrases” box and create another. See the example of what that looks like here:

• Click on any of these Phrase boxes to edit the list of terms for that language.

• To remove one of your languages from a glossary, click the X () next to it.

• Click the alphabetize button ( ) to automatically alphabetize all the terms in the phrase box.

When finished, click the Save button ().

At this point your glossary will be saved, and you’ll be able to include it when adding a session.

Creating and Using a Blocklist

Blocklists are the inverse of Boosted phrases in that these are lists of words that you want Wordly to avoid. For example, suppose you want to block spicy words like “paprika” or “turmeric”. You can add them to your glossary’s Blocklist as shown below. Should a “spicy” word be spoken during a session, it will not appear in the transcript.

1. In Glossaries ( ), select your glossary.

2. Click the target language section to reveal your word lists. There will be three tabs: Boost ( ) Block ( ) and Replace ( ).

3. Select the Block tab.

4. Click inside the box to start typing words you do not want Wordly to transcribe. Each word or phrase should be on its own line.

5. Press Save ( )

Remember to select the desired glossary when creating a session. As long as your glossary is selected, the Blocklist will work just as the Boost list.

Adding Replacement Words

AI can often misconstrue words. To help create the smoothest translations, Wordly’s Glossary now offers word replacement along with the Boost and Block

For example, if talking about a 4D experience you might type “forty -> 4D” to make sure 4D is not recognized and translated as forty. Names can also sometimes cause issue. For example, with the last name Firby, you’d want to avoid it getting recognized as the toy Furby, and thus, should add “furby -> Firby” to your replacement list.

1. Open Glossaries ( ) and select the desired glossary.

2. Click the Replace tab ( ) and click in the text box.

3. Write the word you do not want, type “->”, then write the word you do want to appear instead. Note: Without the “->”, an error message will appear in red below the text box.

4. Press Save ( ) to save your work.

Customizing Translations Through Word Replacement

You can use the Replace function to customize translations. Whereas the Boost function nudges Wordly’s translation software, replacing will force the text into one translation as opposed to another.

In your Glossary, select your target language, go to the Replace tab, and write a rule to replace the unwanted translation with the desired translation.

For example, if you are talking about coffee, you might want to for the word “bean” translates to the correct sort of bean.

Another example would be if a geologist needed to talk about boring holes and wanted to assure that “boring” was not translated as the more common meaning of tedious or dull.

Do Not Translate

If you do not want a term translated, you can write a rule to replace the unwanted translation with the non-translated text. For example, if your company is named Big Trees, you wouldn’t want that translated literally.

4 - Attending a Session (Advanced)

To attend a session in a web browser on your desktop, you must have first received an Attendee Link.

1. Click the Attendee Link. It should look like this: https://attend.wordly.ai/

2. Once clicked, a Wordly Attend page will automatically open in your default browser:

3. Choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

4. If it’s not already filled in, enter the Session ID.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

     • Example : https://attend.wordly.ai/join/RNBR-7474

5. To switch Wordly’s interface to another language, click the Symbol ( ) and choose your desired language from the dropdown.

6. When ready, click the Attend button ( ) to start. Alternatively, continue reading to learn about additional options for Wordly Attend.

Additional Options

Click “More options” at the bottom of the login box to access additional features.

• Enter passcode - Enter a passcode to join the session, if you’ve been provided with one. If not, it’s likely you won’t need one.

• Enter Name - Enter your name if desired. This is completely optional.

• Choose a display mode - Display modes change how the Wordly session appears in your web browser:

  • Normal - This is the default look of Wordly:

  

  • Display - If you have light accessibility concerns, choose Display mode:

  

  • High Contrast - If you have strict accessibility concerns, choose High Contrast mode:

  Hi

  Note

  Display mode and High Contrast mode currently do not have advanced options. See below for more info.

Advanced options for desktop browsers

Within a “Normal” Wordly session are some advanced options you can access:

• Click the language dropdown ( ) to change the displayed language.

• Click the speaker button ( ) to hear a text-to-speech version of the translated dialogue.

  • If the icon isn’t visible, it means the audio output for that language isn’t supported, or you’re using the “Display” or High Contrast display modes.

• Click the options button ( ) for more options:

  • Click the help button ( ) to show some common questions and answers.

  • Click the gear button ( ) to bring up the “Show only complete phrases” box.

    • Check this box If you’d prefer to only read complete phrases that have been translated by Wordly and not see the words and sentences update.

  • Click the exit button ( ) to leave the session.

When finished, close the browser, the tab, or click the exit button ( ) to leave the session.

Mobile browsers

Attendee link

Attendee links are typically sent through email or text message.

1. Tap the Attendee Link. This will automatically open Wordly in your device’s default browser:

   

2. Tap on the language dropdown to choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

3. If it’s not already filled in, enter the Session ID number.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

   • Example : https://attend.wordly.ai/join/RNBR-7474

4. When ready, tap the Attend button ( ) to start.

5. When finished, close the browser, the tab, or click the exit button ( ) to leave the session.

QR codes

Follow these steps to attend a Wordly session through a QR Code:

1. Use your mobile device’s camera or barcode scanning app to scan the QR code, which will appear similar to this:

   

   The Wordly Attend window will automatically open in your device’s default browser:

   

2. Tap on the language dropdown to choose the language you want Wordly to translate spoken dialogue into.

   • Example: If the speaker is speaking in English and you want to translate into French, select French.

3. If it’s not already filled in, enter the Session ID number.

   • The Session ID is always four-letters and four numbers.

   • If not provided to you, you can sometimes find the Session ID at the end of the Attendee Link you were sent.

   • Example : https://attend.wordly.ai/join/RNBR-7474

4. When ready, tap the Attend button ( ) to start.

5. When finished, close the browser, the tab, or tap the exit button ( ) to leave the session.

Additional Options

Tap “More options” at the bottom of the login box to access additional features.

• Enter passcode - Enter a passcode to join the session, if you’ve been provided with one. If not, it’s likely you won’t need one.

• Enter Name - Enter your name if desired. This is completely optional.

• Choose a display mode - Display modes change how the Wordly session appears in your web browser:

  • Normal - This is the default look of Wordly:

    

  • Display - If you have light accessibility concerns, choose Display mode:

    

  • High Contrast - If you have strict accessibility concerns, choose High Contrast mode:

    

Advanced options for mobile devices

Wordly sessions using the Normal display mode have some advanced options you can access:

• Tap the language dropdown ( ) to change the displayed language.

• Tap the speaker button ( ) to hear a text-to-speech version of the translated dialogue.

  • If the icon isn’t visible, it means the audio output for that language isn’t supported, or you’re using the “Display” or High Contrast display modes.

• Tap the options button ( ) for more options:

  

  • Tap the help button ( ) to show some common questions and answers.

  • Tap the gear button ( ) to bring up the “Show only complete phrases” box.

    • Check this box If you’d prefer to only read complete phrases that have been translated by Wordly and not see the words and sentences update.

  • Tap the tap the exit button ( ) to leave the session.

When finished, close the browser, close the tab, or tap the exit button ( ) to leave the session.

5 - Changing Interface Locale

How to change your locale in the Portal

1. Click on your profile icon at the top right of the page and select Profile.

   

2. You will see your profile information, go to the last item (Locale). Click on the Locale icon.

   

3. Select your desired language from the dropdown menu. We currently support Japanese, French, Spanish, and English.

   

4. Click Change Locale when finished.

   

How to change your locale in the Attend app

1. At the bottom of the Attend page, you will see “Learn About Wordly Interpretation”. Under that section in grey print, to the right of “Terms of Service”, click on the Locale icon

   

2. Select your desired language from the dropdown menu. We currently support Japanese, French, Spanish, and English.

   

3. Click Apply when finished.

   

6 - Sharing Minutes Between Accounts

Follow the steps below if you want to share billable minutes between multiple accounts.

There are two prerequisites for sharing minutes:

• The Wordly accounts you want to share minutes with must already exist.

• If you intend on manually sharing minutes between multiple accounts, you’ll need more than one web browser (Chrome, Safari, Firefox, Edge, etc) installed on your computer so that you can log in to both accounts simultaneously.

  • If you attempt to use the same browser to log into another account, Wordly will automatically sign you out of the current active account.
    
    

Sharing minutes

When you first login to Wordly, you’ll automatically start on the Dashboard:

1. Move the mouse cursor to the left side of the screen

2. Click on Accounts ( ):

   
   
   

3. From the Accounts page, click on + Add Account ( ) in the top right corner:

   
   
   This will open up the Add Account window:

   

4. Enter a Title and Description for the pre-existing account you want to share minutes with.

   Caution

   Avoid checking the Set as Default box, as this will change your default account to the one you’re adding.

5. Click Save ( ) when ready.
   
   

6. With the account added, click Transfer Minutes ( ) in the top right corner. This will open up the Transfer Minutes window:
   
   
   
   

7. In the From Account dropdown, choose your current account if it’s not already selected.

8. In the To Account dropdown, choose the pre-existing account you just added in step 5.

9. In the Minutes Dropdown, enter the number of minutes that you want to share and click Transfer ( ).
   
   

10. Click Share ( ) to open the Share Account window:
    
    
    
    

11. In the Share Account window, enter the email address associated with the pre-existing account you want to share minutes with, and click Share ( ).

    Note

    No actual email is sent during this step. This is a verification process to ensure the minutes are going to the correct account.

    If successful, you’ll see that the account has been sent an invitation to share minutes:

    

    • Click the edit button ( ) to edit the account information.

    • Click the white trashcan button ( ) to delete the account.

    • Click the book button ( ) to go to the Transactions page.

    • Click the shopping cart button ( ) to go to the Purchase page and buy more minutes.

    • Click the send icon button ( ) to send another invitation to the account.

    • Click the black trashcan button ( ) to cancel the invitation.
      
      

12. Open up your alternative web browser (Chrome, Safari, Firefox, Edge, etc) and log in to the account you shared minutes with. You’ll automatically start on the Wordly Dashboard:

    • Also Note the bell icon the top right corner of the screen, indicating you have a new alert.
      
      
      
      

13. Click the bell icon to open the Alerts page and see the invitation:
    
    
    
    

    Note

    If you want your alternative account to use the shared minutes, make sure to check the Set as Default box at this point. If you create multiple accounts, you’ll need to switch whichever account will be using the shared minutes to be the default for the duration of the session.

14. Click Accept ( ), and then Yes on the following confirmation dialogue box:
    
    

15. In the following window, click the Resolved check box to close the issue and remove the alert from the account:
    
    

16. You’ve now successfully shared minutes between accounts. Return to the Dashboard to see your updated minutes on the left side of the screen. In the example below, there are now 2827 minutes available.
    
    

7 - Transactions Screen Walkthrough

The Transactions screen lists every addition and subtraction of billable minutes from any of your accounts, as they occur.

Navigating to the Transactions screen

To access the Transactions screen from anywhere within Wordly:

1. Move the mouse cursor to the left side of the screen.

2. Click on Transactions ( ):

   

   This will take you to the Transactions screen.

Overview

Below is a screenshot of the Transactions screen. See the following information for details on the layout:

• Transactions are listed on the left side of the screen by date and the number of minutes added or subtracted.

• Click on a transaction to open up the Transaction details for it on the right side of the screen.

• If you have access to more than one account, you can select it from the Account dropdown near the top of the left side of the screen, as seen here:

  

• To the immediate right of the Account dropdown is the total number of minutes available for the selected account.

• Click the Options dropdown in the top right corner of the screen to download a Transaction report:

  

  Transaction reports are Microsoft Excel spreadsheets (.CSV files) that detail every transaction attributed to an account.

8 - Uploading Sessions

Access the Sessions page using the expanding menu on the left:

1. Move the mouse cursor to the left side of the screen
2. Click on Sessions ():

How to add multiple sessions?

1. From the Sessions screen, click on the ▼ Options menu at the top right of the screen and then select “Upload Sessions”.

2. It should open the “Upload Sessions” dialog. This screen allows you to upload a spreadsheet containing data for multiple session.

Before creating the spreadsheet

After setting these defaults, the corresponding columns can be omitted from the spreadsheet if only the default values are required.

How to create the spreadsheet

1. Click on “Download Example Excel” and open the downloaded file.

2. Fill the spreadsheet

The downloaded file includes two rows:

• The first one is the header and should not be removed or edited.
• The second one is an example row to use as a reference. You can remove this row or replace the example values.

Fill out the spreadsheet with information for the sessions you wish to create. A new session will be created for each row in the spreadsheet. Below is a description of the values expected in each column.

Uploading the spreadsheet

Once you have added your sessions to the spreadsheet, save the file (the name can be changed) and use the upload dialog to upload the file to Wordly.

Reviewing and submitting the sessions

After the upload process is finished, the Portal will present the session information for your review. If there are any errors, the incorrect fields will be highlighted in red. All incorrect fields should be fixed or removed; otherwise the Submit button will remain disabled.

Click the pencil icon to edit the row you want to fix, or click on the trash icon to delete it. Once all rows are fixed and you’re happy with the changes, click “Submit” to create the sessions.