Real Dictating with Your iPhone - It's Simple and Cheap!

30.08.2010

Recording programmes for iPhone or iPad touch are thick on the ground. Especially since the latest firmware update to Version 3.x, Apple’s own software “Voice Memos” constitutes THE tool. Simple, smart and, moreover, for free. But there is one feature all solutions are missing: real dictating functionality. Real dictating function includes the possibility to insert or overwrite passages. We have now discovered software for iPhones that features exactly this and that is, at the same time, very cheap: Dictamus. It is obtainable for only 7.99 euros in the iTunes store.

Click here to get to the software in the iTunes store

Dictating with Dictamus

„Dictamus – Dictate and Send“ - it solves the problem very well. The software can be purchased for 7,99 euros from the App Store and does exactly what it promises to do. After installing and starting the programme, you are free to compile the first dictation by pressing the clearly visible button “New Dictation”. For my taste, the operation elements are in need of improvement of improvement but optically clearly visible and functional. Also without consulting the manual, you quickly understand how to record, insert or rewind. Voice control is pre-adjusted which means that recording starts when I start talking and it pauses when I pause – convenient (but you can also turn it off). Use your finger to wind. Press buttons to insert and overwrite.

When your recording is finished, you give it a title and that’s it. Dictamus saves dictations in WAV format as uncompressed 16Bit mono PCM at a sampling rate of 11,025 kHz. A minute of audio data in 11025/1/16 format uses up exact 1,26MB. Ten minutes of dictation equate 12,5MB. For emailing, the programme optionally compresses this data by a factor of 4. Unfortunately, there is no system for file ordering yet so you can’t sort the files according to topics.

The sound quality for dictations is really good – for interviews, however, the software is not recommendable.

 

Sending dictations via e-mail

Now the dictation is finished and needs to be sent to a typist as soon as possible. This works best via e-mail. Dictamus supports this, but it is necessary to once adjust this in the programme’s features. Namely, you have to give the name of the mail server that shall be used. Unfortunately, the programme doesn’t access the company-owned mail programme. However, information on SMTP Server, user name and password are quickly given and do not need to be minded again. On request, developer Michael Nagel explained to me that the immediate mailing via Apple Mail can’t be used due to comprehensible, technical reasons (keyword: file size reduction), therefore the integrated mailing.

There is still something to consider. Dictations can’t be sent via e-mail if they exceed a certain file size. This is not caused by the software but your own e-mail provider. Not every provider allows unlimited e-mail attachments. Therefore, pay regard to the limitation of your provider and arrange your dictation correspondingly (10 minutes = 12,5 MB) Dictamus also offers to slightly compress the recordings which makes them longer in time. The file size is at all times displayed in the dictation list and can be easily checked by you.

If you get a call while the dictation is being sent, Apple’s iPhone will stop the application (this is not avoidable). The dictation must be sent another time. This can be avoided by using the alternative possibility to transfer data via FTP, WebDAV, MobileMe or box.net as well as direct download (we haven’t tested that, though).

 

 

Conclusion

Dictating becomes really successful with this software. You miss, of course, the sliding switch of real dictating machines. In return, however, it costs round 95% less. Mailing of dictations works perfectly after a one-off adjustment, though you may be limited by your e-mail provider when it comes to mail attachments. Without any problems, the produced WAV files are played back and transcribed on a Windows or Mac computer. The easiest and cheapest way for that is using a transcription programme (f4 or ExpressScribe) and a foot switch (Transcription Kit “office”).

 

Addition: We posted the manufacturer's manual so that you can get further information on the programme (source: http://www.jotomi.com/dictamus/en/manual):

 

1. Setup and Settings

   On its first launch, Dictamus will build a working area. This process takes a few seconds. If you interrupt the process, it will be run again on the next launch. Before you start dictating, please perform an personal setup. To start this, tap the gear symbol button in the bottom left of the dictation list (iPhone) or in the top toolbar (iPad).

   1. General

      Enter your initials in order to identify files by name if you work in a multiuser environment. The initials will be included in the name of all recorded files.

      "Dictation List" allows you to set the sorting order of dictations for all dictation lists. Dictations are sorted by saving date, either ascending (older first) or (newer first).

      You can also set the appearance of the dictation control buttons to one of three styles: color, glass or metal. Furthermore, you can change the background to one of the included background images, or take a photo with the iPhone's camera for the background, or choose one from your photo library.

   2. Workflow

      Change Dictamus' behavior to speed up your personal workflow. You can determine to where Dictamus navigates automatically after saving a dictation, after (multiple) sharing and on launch.

   3. Recording

      If the Voice Activation option is enabled, Dictamus will pause a recording automatically on silence, and resume automatically when you start speaking again. You can also activate Bluetooth in order to enable dictation with Bluetooth headsets.

   4. Sharing Destinations and E-Mail

      You can send dictations by e-mail, transfer them over a USB cable through iTunes, download them on a WiFi network and upload them to iDisk, box.net, dropbox and some transcription services.

      1. E-Mail

         Dictamus supports sending e-mails through iOS Mail. This doesn't require any kind of setup in Dictamus. There is a file size limit, though, for files sent from Dictamus through iOS Mail, and only compressed files will be sent. The size limit is 5 MB for older devices such as iPhone 3G and earlier, and 15 MB for later models such as iPhone 3GS and iPad.

         If you need to send larger files or uncompressed files, you'll have to set up an outgoing e-mail account in Dictamus. You need your SMTP server details for that, please contact your e-mail provider if you don't know them. Enter your SMTP server (e.g. “smtp.me.com”) and your credentials (account name and password) for this server. If the server supports SSL encryption, then Dictamus will use it automatically.

         Please note that dictation files can be rather large for longer dictations. Most e-mail providers limit the size of file attachments in outgoing e-mails. Contact your e-mail provider to find out the limit for your account. Please note that an e-mail usually passes through several SMTP servers on its way, and each of them imposes their own size limits.

         If you receive an incoming call while you're sending an e-mail, the transmission will be interrupted if you accept the call. Dictamus will be restarted after the call has finished, you'll have to start the e-mail transmission again.

      2. FTP

         Dictamus can upload dictations to an FTP server. Please enter the server's details and your login credentials. If your server supports SSL encryption, Dictamus will use it automatically.

      3. WebDAV

         In order to upload dictations to a WebDAV server, please enter the server's details and your login credentials. If you have a URL instead of the settings required in Dictamus (SSL, server, port, path), you can extract these settings as follows. If your URL is, as an example,
         https://dav.server.com/webdav/username
         then enter “dav.server.com” as the server, “webdav/username” as the path, and activate SSL. If the URL starts with “http” instead of “https”, deactivate SSL. The path must contain all characters after the first slash (/) after the server name.

         If you notice that the uploaded file is too short when you upload files longer than 1MB, deacticate "Partial PUT" in the Advanced section of your WebDAV sharing destination settings. If your transmissions fail with an error that's similar to “40x Content-Range not allowed”, deactivate "Partiual PUT" as well.

      4. iDisk/MobileMe

         MobileMe is a service offered by Apple for an annual fee. One of the features offered by MobileMe is Internet storage. This service is called iDisk, it provides a public area. A MobileMe user can upload files to his public iDisk area to share them with other users, such as a transcriptionist or colleague.

         Dictamus can upload dictations into this public iDisk area. Prior to your first upload, make sure that you set a public password for your iDisk. If you don't have a public password, any internet user can download your dictations. You can set a public iDisk password on your computer in System Preferences (Mac OS X) or in the System Control Panel (Windows), respectively. More information about the MobileMe public password is available here.

      5. box.net and Dropbox

         box.net (www.box.net) are Dropbox (www.dropbox.com) are cloud storage services where you can upload dictations and share them with other users such as a colleague or transcriptionist. You'll need to register for an account directly at these services, then setup a sharing destination in Dictamus, using your account credentials.

      6. Transcription services

         Dictamus offers custom sharing destinations for some transcription services. Please contact us at

         dictamus@jotomi.com

         This e-mail address is being protected from spambots. You need JavaScript enabled to view it

         if your transcription service isn't listed, and we'll try to establish a cooperation.

2. Dictating

   You can start a new dictation in the dictation list by tapping the "Record" button (bottom center, iPhone), or the "+" button in the top toolbar (iPad) or by tapping the last table entry, "Create new dictation". The view will change to the dictation control panel. You'll see eight color-coded recording control buttons, a position slider with a time indicator and an indicator of the remaining time for this dictation.

   On iPhone and iPad, you can record a dictation through the built-in microphone at the bottom of the device or through a headset. If you record through the built-in microphone, hold your iPhone upside down (with the dock connector pointing upward) and speak into the microphone grill besides the dock connector. The screen will rotate automatically to keep the correct orientation. On iPod Touch, you can only record through a headset with a microphone. You can also use a Bluetooth headset if your device supports Bluetooth headsets (some iPod Touch models don't). You'll need to enable Bluetooth recording in the Recording section of Dictamus' settings.

   Tap the red recording button to start recording. Dictamus uses voice activation, i.e. sound will only be recorded if you are actually speaking. You can pause speaking as long as you like, e.g. to review information. Recording will be interrupted automatically and resumes, also automatically, when you continue speaking. To stop the recording manually, tap the red recording button again, or tap the gray pause button.

   The blue buttons wind the dictation forwards and backwards at two speeds. As soon as you release the button, the dictation will play from the reached position automatically. Stop playing by tapping the gray pause button or switch to recording on-the-fly by tapping the red recording button. You can resume recording at any position within the dictation. The newly recorded speech will overwrite the existing recording from the point where you started the new recording.

   The green play button starts playing the dictation from the current position. To stop it, tap the green play button again or tap the gray pause button.

   If you want to insert a section at the current position in a dictation, tap the yellow insert button, then tap the red record button. Tap Pause or Record to stop inserting. Every single insert operation is limited to 5 minutes, but you can execute as many insert operations as you want subsequently.

   In the dictation view, you can access the essential recording settings by tapping the gear symbol button in the lower left corner. You can enable and disable voice activation, adjust the microphone sensitivity in five steps from 50% to 200%, set the output volume and the audio device. To set the audio device, tap the Bluetooth symbol at the right end of the output volume setting area. You can choose between all coupled Bluetooth headsets, the built-in speaker and the handset receiver.

   When you have finished your dictation, you can move to the Save view by tapping the "Save" button in the upper right corner. Enter a description to identify your dictation in the dictation list. The dictation will be saved as a WAV file and added to your dictation list.

3. The Dictation List

   Your recorded dictations are managed in the dictation list. You'll see the description you entered when you saved the dictation along with the save date and time, the dictation's length and file size (uncompressed and compressed) and a marker that indicates if you shared the dictation at least once successfully. Tap a dictation in order to view and edit its details and to share it.

4. Dictation Details

   In the detail view of a dictation, you can edit a dictation's description, play, continue, share or delete it. When you continue a dictation, it needs to be transferred into the working area. This takes a few seconds, depending on the length of the dictation. Afterwards, you'll see the usual dictation view. When you save a dictation after continuing it, you can choose to replace the old dictation or to save it as a new one.

5. Sharing dictations

   In the dictation list, tap the three arrows button in the lower right corner (iPhone) or in the top toolbar (iPad) to start a multiple sharing operation, or tap the "Share dictation" button in a dictation's detail view (iPhone). You'll see all sharing destinations you set up, along with Download, iOS Mail and Export (if available).

   1. Multiple sharing

      Choose the sharing destination you want to use. If you choose Download, the download view will open immediately. All other choices will bring up a list of dictation. Tap the dictations that you want to share. Selected dictations will be marked with a red dot. The three buttons in the lower right corner perform multiple selection, from left to right: "Select all", "Select unshared only", "Clear selection".

   2. E-mail

      Enter the destination e-mail address or choose it from your contacts. Tap the blue arrow to open the favorites list and to access your contacts.

   3. Download

      Downloading dictations is only possible within a WiFi network. You can download dictations to any computer in the same WiFi network as your iPhone/iPod Touch/iPad using a web browser.

   4. Export

      When you export dictations, they will be stored in a special area on your iPhone/iPad. Connect your device to a computer running iTunes by USB cable to access them. You'll find the exported dictations in your device's Apps tab in iTunes, below the list of apps to sync.