Instant Text FAQ

Contents:

 

General Questions

Will Instant Text 7 Pro work with my system?

Instant Text 7 Pro is fully compatible with Windows 7 and 8, Vista, XP, 2000, and works with all popular word-processors and most other Windows applications including BayScribe, ChartScript.NET, Chartnet, Cerner, DictAide, Dictaphone, DocQscribe, Dolbey Fusion, EditScript, Emdat Inscribe, Meditech, and more. Please see List of Supported Applications.

If you have a question about a particular program you do not see in the list, please contact our Sales Department at 1-800-355-5251


Do you have a trial version?

Yes, we offer a fully-functional 30-day trial version on our Instant Text Download page.


How can I see how many days I have left on my trial?

You can right-click on the ? Help button located on the Instant Text caption.


Can I install the software on more than one computer?

The license agreement entitles you to use the software on a single computer. As a courtesy our present policy is to grant one additional free activation for your laptop or your backup computer, provided you are the only user.

If you plan to install Instant Text on a larger scale (3, 4, or more computers) you need to purchase a license for each computer.

Note that you must request an activation code for EACH computer, following the instructions of the Instant Text installation and activation page. For multi-user activations you should contact support@textware.com.


Do you have a site license?

For multiple user license discounts and activation please call 1-800-355-5251 ext. 1


Do you offer technical support?

Yes, technical support for Instant Text 7 Pro is available via email to support@textware.com or by phone: 781-272-3200 ext. 2. Tech support is free of charge for one year after license purchase. Additional resources include the built-in Help file, the Instant Text Manual, the Instant Text Forum on our website, and our Facebook page.


Can I continue to use the expander list of another program in Instant Text?

Yes, the Instant Text Importer lets you import the lists of most other programs with just a few clicks.


What if I don’t have my own list of shortcuts?

  • You can start out with any of the 55 built-in glossaries, many of which are medical-based.
  • You can compile glossaries from existing documents going to Multiple Compilation in the Glossary menu.
  • If you want to start out with a blank glossary, click on New in the Glossary menu.

  •  

    Installation Questions

    How do I install Instant Text 7 Pro?

    Please follow the instructions on our Installation and Activation page.


    How do I turn the trial version into a permanent version?

    You need to go to the Order page to buy the software. Upon purchase of a non-expiring license you will receive an order confirmation with a serial number. This serial number is your license number and allows you to request a permanent activation code. To request a permanent activation code click on the corresponding link in the Activation window.


    Will my glossaries still be there when I buy the software?

    Yes. Even when the trial version runs out, nothing gets lost. As soon as you reactivate the software with a permanent activation code, everything will be there as you had it before.


    Will I receive a CD when I buy the software?

    No. You can save the Installer file on a CD. However, redownloading Instant Text from our website has the advantage that you always install the latest release of the software.


    Do I need to uninstall the trial version before using the permanent version?

    No. You just need to open the Activate Instant Text 7 Pro window and enter your permanent activation code as described on the Installation and Activation page.


    When I enter the activation code, everything seems fine. But why does Instant Text not open?

  • You may have typed the code. We recommend you copy and paste it.
  • You may have requested the activation code from another computer.

  • Each computer has a different activation code. The request must be initiated FROM the computer on which you want to use Instant Text. If an activation code does not work, please resubmit a request.


    I need to reinstall the software. Can I use the activation code I have?

    Each computer requires its own unique activation code. If you reinstall it on the same computer and the code no longer works, or if you install the software on a new computer, you need to resubmit a request for a new activation code by following the instructions of the Installation and Activation page.


     

    Upgrading

    Will Instant Text 7 override my existing version?

    No. Instant Text 7 installs as a new version without overriding an existing installation. You will have an IT7Pro icon beside your ITV icon on your desktop. This gives you the possibility to try IT7 without losing the ability to switch back to ITV.


    Will my glossaries still be there when I download Instant Text 7?

    Yes, your glossaries and settings used in Instant Text V will be kept by Instant Text 7.


    Do I need to have an earlier version installed on my computer before I install Instant Text 7?

    No, the download of Instant Text 7 Pro is a fully-functional version.


    Should I uninstall my old version?

    No. Do not uninstall your old version. Just delete the desktop icon of your old version.


    What does it cost to upgrade?

    For registered Instant Text V users, the discounted price to upgrade is $149. To order online use the Instant Text Order Form, or call 1-800-355-5251 ext. 1

     

    Coming from Traditional Expanders

    Can I expand with the space bar in Instant Text?

    Yes. Right-click on the Phrase advisory heading and go to Options/Marker selection and click on the Classic Options button.


    Can I use my own short forms?

    Yes. In the Add Glossary Entry or Edit Glossary Entry window, you can assign the short form you want. If you give a dedicated short form to a word, the Word entry becomes a Phrase entry and - like all entries with dedicated short forms - it will be coming up in the Phrase advisory.


    Can I use Instant Text without the visual feedback of the advisories?

    Yes. You can use the toggle Alt+- to hide the advisories. You can also use the toggle Alt+\ which will maximize your transcription window. The advisory lines are customizable. You can have 1 to 20 lines. To have just 1 line, right-click on the number columns and choose 1 line to get used to visual feedback.


    How do I prevent Instant Text from expanding?

    You can use the keyboard shortcut Shift+Space to clear the advisories. To suspend Instant Text momentarily you can use the toggle Ctrl+/+L

     

    Getting started

    How do I insert an expansion into my document?

    You expand with markers: the semicolon ; for the Phrase entries and either bracket keys ] or [ for the Word entries. To change the default markers, right-click on the Phrase advisory heading and click on Options/Marker selection.


    How do I expand an entry further down in the advisories?

    There are several options to select an entry further down in the advisories:

  • Type the corresponding line number
  • Use the Shift key to move the highlight down one line at a time
  • Use the Control key to select the last line

  • Can I change the number of advisory lines?

    Yes, right-click on the number columns or on the Word advisory heading and select the number of lines you wish to have.


    What do the C and S buttons on the Instant Text caption mean?

    Clicking on C toggles automatic capitalization on or off. Clicking on S toggles automatic spacing on or off. These buttons are green when automatic capitalization and automatic spacing are on, red when automatic capitalization and automatic spacing are off.


    Can I have the advisories on the side or at the top?

    Yes, you can define the advisory alignment in the Client Configurator or under Options/Screen Layout.


    Do you have a quick guide?

    Yes. The Getting Started Guide gives you a very basic quick tour of IT7. It is recommended to read the chapters Overview and The Instant Text Screen in the Instant Text Help file or in the Instant Text manual.


    Do you provide a manual?

    Yes, you can download the manual as a pdf or a zip file from our website: Instant Text Manual


    How do I stop Instant Text from linking to certain applications?

    Click on the Client Configurator icon, located on the Instant Text caption, and uncheck Use Instant Text With This Application. You can also use the toggle Ctrl+/+L to temporarily suspend Instant Text.

     

    Glossary Questions

    How do I add a new entry to a glossary?

    Highlight the word, phrase, or paragraph you want to add and press Alt+= to bring up the Add Glossary Entry window.


    Can the short form begin with a number?

    Yes. Instant Text 7 includes glossaries such as the Dates glossaries and the Sutures glossary with entries all starting with a number.


    Can I add symbols to a short form?

    A short form can consist of letters, digits, hyphens and underscores.


    Can I add a whole template?

    Yes, you can. Highlight the template you wish to add, press Alt+= and click on Format/Keep Format or press Alt+F Enter. The entry will be expanded in the format it was created in, font style and size included.


    How do I edit or delete a glossary entry?

    When you see an entry come up in the advisories and you want to change or delete it, highlight the entry and right-click on it or press Shift+Alt+= to bring up the Glossary Viewer, then type E for Edit or D for Delete.


    How do I get rid of duplicate entries?

    Instant Text will not show any duplicate entries in the advisories. However, if you wish to remove these entries from your glossary, right-click on the glossary and select Condense current glossary.


    How many entries can I have in a glossary?

    A glossary can have more than several hundred thousand entries. However, the more targeted your glossaries are, the more efficient you will be.


    How long can a glossary entry be?

    A glossary entry can be 16,000 characters long.


    How long can the short form be?

    A short form can be 63 characters long.


    Can I print my glossary?

    Glossaries are text files. You can open them in any word-processor and print them. Be aware they can have many pages.


    How do I back up my glossary files?

    In the Windows Explorer go to the InstText/Glossary folder (most likely on the C Drive), right-click on the glossaries you wish to back-up, click on Send To and select the drive where your backup device is located.

    It is recommended that you do a backup of your glossaries regularly.


    How do I move my glossaries to a new computer?

    After installing Instant Text on the new computer, follow the instructions above on how to copy your glossaries onto a backup device. Next, on the new computer, open the backup device, right-click on the glossaries and select Copy and then paste them into the InstText/Glossary folder. If you see a message stating “This file already exists, do you wish to replace it?” click on Yes, as you want to override the original glossary file with the updated file of your backup device.
    Included glossaries need to be individually copied to the new computer as well.


    Can I use more than one glossary at a time without switching?

    Yes. Double-click on a glossary in your Glossary List to open the Glossary Viewer. Next, click on Includes, then click on Add Include and double-click on the glossary you wish to include. Then click OK. You can include one or more glossaries to any glossary in the active Glossary List.


    Why do words have a one-letter short form?

    This is not the short form you will be using. Words are listed in the Word section of the glossary under their first letter just like in a dictionary. They will come up in the Word advisory depending on the letters you type. They require no dedicated short form. You type the first letter of the word and any letter thereafter, and Instant Text matches on-the-fly which words you may be looking for: you type cdmy or cdmp and the Word advisory suggests cardiomyopathy, you type cdpu or cdpm and you will see cardiopulmonary highlighted.


    Can I make up my own short forms?

    In the Add Glossary Entry or Edit Glossary Entry window, you can change the short form in the In Short box. If you give a dedicated short form to a word, the Word entry will become a Phrase entry.
    This means it will come up in the Phrase advisory.

     

    Creating Glossaries

    Can I create my own glossary?

    You can have Instant Text read all of your documents within the same folder and pick the most frequently used words and phrases, creating a customized glossary. Right-click on the active Glossary List to open the Glossary menu, select Multiple Compilation and follow the dialog.

    You can also create a blank glossary. In the Glossary menu select New, type the name you would like to give this new glossary and click OK.


    How do I add my list of shortcuts from another program into Instant Text?

    Right-click on the Phrase advisory heading and click on Importer.
    Select the appropriate button to select your list of shortcuts.
    Then save the Instant Text glossary the Importer created from your list.
    Lastly, in Instant Text, open the imported glossary into the active Glossary List.


    How do I have Instant Text create a glossary from my reports?

    The reports you want to compile need to be in one folder. Multiple Compilation in the Glossary menu handles the files or a subset of files per folder.

     

    Special Glossaries

    Can I expand an entry with just one letter?

    Yes. The Current Singles Glossary, a special glossary active in parallel with any current glossary, will suggest very frequently used words or phrases after you type one single letter. It is the only glossary that allows single-letter abbreviations.


    How can I change entries in the Singles glossary?

    To add, edit, or delete current Singles Glossary entries, right-click on the Glossary List and select View singles glossary.


    How do I change the number of Singles displayed in the advisories?

    Right-click on the Phrase advisory heading, go to Options/Singles and change the number of Single-Letter Abbreviation Lines.


    Can I disable the Singles glossary?

    Yes, under Options/Singles change the number of Single-Letter Abbreviation Lines to 0 (zero).


    Can Instant Text correct typos?

    Yes. The TypoCorrect glossary is another special glossary always active in parallel with any current glossary you may be using. To view or make changes to the TypoCorrect glossary, right-click on the active Glossary List and select View typo glossary.


    Can I disable the Typo glossary?

    Yes, right-click on the Phrase advisory heading, select Options/Usage and uncheck Enable typo corrections.


    Why do I see entries come up that are not in my list such as is => is?

    These entries are coming from the Shorts glossary, a special glossary automatically activated only when you use the spacebar to expand. Instant Text glossaries can have short forms that can be real words. The Shorts glossary entries are needed to avoid unwanted expansions such as is => intercostal space.

    To view or make changes to the Shorts glossary, right-click on the active Glossary List and select View shorts glossary.

     

    Command Entries

    How do I insert “-year-old” without getting a space after the number?

    You can create a glossary entry with a Backspace command. Open the Add window with Alt+= and click on Command/Record keyboard shortcut. Press the Backspace key and Enter. Then type -year-old and assign a short form. Your entry should now look like this:

    {command}{Backspace}-year-old

    This entry, by the way, is already in the Medstart glossary.


    How do I create a bold heading?

    In the Add window click on Command/Record keyboard shortcut, then press Ctrl+B and click OK. Add the Ctrl+B command before and after each entry item you want bolded. Once you have added the first {Ctrl B} you can copy {Ctrl B} and paste it wherever needed in the entry.


    How do I insert today's, tomorrow's, or yesterday’s date?

    Click on Date, one of the Add Entry window menu items, and select the Date format you want to use. Follow the same method to insert the Time.

    If the dates or times suggested do not correspond to your desired format, go to the Control Panel of your computer and change the format under Region and Language.


    How do I insert fields into an entry?

    In the Add window place the focus where you want to insert your first field, click on Command/Record keyboard shortcut and press Ctrl+F9 and Enter. Click again on Command/Record keyboard shortcut, press the End key and Enter. The field command should look like this:

    {command}{Ctrl F9}{End}

    Copy {Ctrl F9}{End} wherever you need a field in your template. At the end of your template entry, you would need to include a command that will bring you to the top of your document. Click on Command/Record keyboard shortcut and press the Page Up key and Enter. You could have an entry like this:

    {command}{Ctrl B}Date:{Ctrl/B} {Ctrl F9}{End}
    {Ctrl B}Chief Complaint:{Ctrl/B} {Ctrl F9}{End}
    {Ctrl B}History of Present Illness:{Ctrl/B} {Ctrl F9}{End}
    {Page Up}_


    How can I create a template with fill-ins when fields are not possible?

    You can use the Stop & Resume command. Insert a Stop command at each section of your template where you would want a fill-in by clicking on Command/Stop&Resume/Stop. After the first Stop command, you can also copy {Stop} and paste it at all the sections where you want to have fill-ins as in the following example:

    {command}was born in {Stop}and aged {Stop}at the time of the events under consideration, her {Stop}pregnancy.

    When you expand this entry, at the first Stop command, the remaining part of the expansion is put on hold while you fill in specific text or numbers. To resume the remaining part of the expansion, you expand a Resume command entry with a short form of your choice.

    To create a general Resume command, click on Command/Stop&Resume/Resume. The command could be:
    jj => {command}{Resume}

    To continue any "expansion on hold" until the next Stop, you would then just type jj; (or whatever your marker or expander key is).


    How can I avoid the extra space when I expand a command entry?

    You can add a NoSpacing command to the end of your entry. In the Command menu of the Add window click on Spacing & Capitalization/No Spacing After Expansion. For instance, the following entry:

    ju => {command}{F11}{No Spacing}

    will allow you to expand ju and jump to the next field without leaving an extra space.

    You can also still add a trailing underscore with the same effect:

    {command}{F11}_


     

    Advanced Features

    What is the difference between Merge and Include?

    The effect of a Merge is one new glossary file containing all the entries of the glossaries you merged.

    The effect of an Include is that Instant Text will load the base glossary with all the glossaries you included to the base glossary. When you highlight the base glossary in the active Glossary List, Instant Text will present in the advisories the entries of the base glossary and all the included glossaries as if they were merged. However, at any time you can separate an included glossary from its base glossary by clicking the Delete Include button in the Edit Includes window.


    What do I do about duplicate entries?

    Once you have merged glossaries, you can condense the new glossary to physically eliminate the duplicates. Click on Condense current glossary in the Glossary menu. During the Condense process the entries of a merged glossary will be ordered as defined under Options/Advisories. The original glossary is kept with the extension .~glo as a backup.

    Instant Text never shows duplicates in the advisories even though included glossaries may have some identical entries. If you see similar entries, there is always a difference: the short form is different or an extra space makes a difference.


    What is the difference between Compilation and Enrich?

    A compilation is done from a number of files you have in a folder and creates a new glossary with the most frequently used words and phrases of these files. The more text you have to compile, the better the glossaries will represent the language of your doctors or the language used in your type of documentation.
    The Enrich feature is a way to quickly add words and phrases you just typed to an existing glossary, without having to add each entry one at a time. It is mainly done before you get to the point where you have a folder with enough files to be compiled.


    How do I compile a glossary?

    Right-click on the active Glossary List and select Multiple compilation. Select the folder containing your reports or documents and click OK. Next click on Mark Files. Instant Text will list all of the existing files in that folder. Click on Extract Text and then click on Compilation. You can raise or lower the Minimum Word Frequency depending on the size of your extracted text file before you click Go. After saving the compiled glossary you will see it in the active Glossary List.


    How do I use the Enrich feature?

    Highlight the text you wish Instant Text to consider, in the active Glossary List right-click on the glossary you want to enrich, then click on Enrich. Instant Text will bring up a window displaying all the words and phrases of the highlighted text. To keep all the entries, click OK.
    In some applications you need to copy the highlighted text to the clipboard first.


    How do I select continuations?

    If you are using marker keys, the continuation on line number 1 can be expanded right away with the marker key. For the other entries you can type the line number and then expand. To pull up more continuations you can type the first letter of the continuation. Just check Refine Continuations Upon Typing New Letter under Options/Continuations.


    Can I create my own continuations?

    Yes, you can create your own continuations in a certain way using the Pick list command which triggers a selection of items determined by you in the PickList glossary.

     

    Troubleshooting

    I add a new Word entry like a drug name. Why does the Word advisory not show it?

    The drug name you entered may be only 5 letters long. You may need to change your Word Advisory options. Right-click on the Phrase advisory heading, click on Options/Advisories and change the Minimum number of letters per word in the In Word Glossary box to a smaller number such as 4 or 5.


    The Add window is filled with text I don't want when I open it. What do I do?

    When you open the Add window with Alt+= Instant Text takes what is on the clipboard. To clear the window press Alt+E+Enter or click on Edit/Clear Entry.


    My entries are no longer showing up in the advisories.

    You may have toggled off Linking. If the Linking indicator is no longer green, use the Ctrl+/+L toggle to resume Linking.


    Automatic spacing or automatic capitalization have stopped working.

    You may have toggled them off when pressing Ctrl+0 or Ctrl+9 by accident. If the S or C button are no longer green, but red, press Ctrl+0 or/and Ctrl+9 to toggle them back on.


    I forward my voice files and the advisory suggestions disappear.

    You need to change your Advisory Reset options. Right-click on the Phrase advisory heading, click on Options/Special Keys and uncheck Function Keys.


    Why do I get entries expanded after typing a number when I only want the number?

    This can happen when you use the spacebar to expand. The number you are typing plus the space may be expanding an entry highlighted on the line with this number. This most likely is a continuation triggered by the context preceding the number you typed. You can avoid any expansion by typing Shift+Space. You can also choose to disable continuations under Options/Continuations


    Why don't I get a space after a period even though I type the space?

    You may already be holding the Shift key to capitalize while typing the space after the period. Shift+Space in Instant Text cancels the advisories and does not add a space. You can disable this keyboard shortcut under Options/Special Keys by unchecking the Allow Shift+Space box.


    When typing pd2, I do not get the entry I see on line 2 for pd. Why?

    If you have a short form pd2 for postoperative day #2 this entry will be highlighted and expanded instead of the entry that you see on line 2 when typing pd. Short forms including digits after the first two letters override the line number selection. There are several solutions:

  • You can edit the short forms that contain digits.
  • You can use the Importer/Workshop to eliminate Digits in Shorts.
  • You can press the Shift key to move the highlight to the desired line.
  • You can, if applicable, type more of the short form to bring the entry to the top line.

  • I expand an entry and I end up on the next line.

    Your entry contains a ¶ at the end. To avoid highlighting the hidden carriage return when you add an entry to your glossary, be sure to uncheck Smart Cut and Paste in MS Word.


    I am getting extra letters when expanding certain entries.

    Be sure to have Smart Cut and Paste disabled in MS Word. Also, make sure no other expander programs are enabled.


    I am getting a capital "I" whenever I type b.i.d.

    You need to either make a glossary entry bid => b.i.d.| or delete the typo glossary entry (or Autocorrect entry) i => I in the Instant Text Typo glossary (or in Autocorrect).

    An easy solution is to include the Medabbrv.glo to your working glossary.


    I am getting no space after the comma when typing a date.

    The immediate solution is to press Shift+Space after the comma before typing 2012 assuming you have automatic spacing on.

    To type dates such as May 11, 2012 the better solution is to include the Dates glossary Dates_MDY-2012.glo and at the beginning of each year download the Dates glossary from our website.


    My entries don't expand or the wrong expansions appear.

    You may have running ActiveWords which is interfering. In order for IT7 and ActiveWords to work well together you need to check the Disable ActiveWord Buffer checkbox. In ActiveWords, go to Options/Operating Mode tab/Advanced button.


     

    Instant Text Messages

    I get a message "Incorrect glossary line". How can I fix the line?

    You can repair the glossary by going to the Importer/Workshop and click on Repair Glossary. If you are still having trouble, please email the glossary as an attachment to support@textware.com and we will repair the file for you.


    "I/O error 103": What does it mean?

    Most likely your InstText folders are read-only or have limited access rights. Uncheck the Read-Only attribute under Properties and/or check with your IS manager. For further assistance, please contact tech support.


    I get a message "Cannot find file". What happened?

    Case 1: You may have deleted a glossary from your Glossary folder without having closed it from the active Glossary List. Remove the glossary from the active Glossary List. Also make sure it is no longer listed as an included glossary in any of your active glossaries.

    Note: Before deleting a glossary from the Glossary folder, always make sure that this glossary is not referenced any place in the active Glossary List in Instant Text. In particular, make sure it is not included in another glossary.

    Case 2: You moved glossaries to a new computer and have not copied all of the included glossaries to the correct folder. Make sure to transfer all of the glossaries over and save them to the right folders as referenced in the Edit Includes window on the old computer.


    If you don't find the answer to your question here, please contact support@textware.com


    Textware Solutions
    Instant Text Forum
    Instant Text 7 Pro
    Ordering Instant Text

    Copyright © 1998-2013 Textware Solutions