TranscribeMe Company Account Client Portal Walkthrough
TranscribeMe! is pleased to be able to provide Company Accounts to our clients. Speak with your sales representative, and they will be able to assist you in setting one up for your company.
Once your company account has been created you will be asked to designate one of the customer portal accounts as an Administrator account. TranscribeMe! will designate that customer portal account as the Administrator (Admin) on the account. You can have as many administrators as you wish on a company account.
The Advantages of Having a Company Account
- A company account allows for multiple members of the same company, each with their own individual customer portal account, to have all of the services TranscribeMe! offers billed to one billing address within their company. All invoice customers must have a Company Account.
- A Company Account is then divided into a Department. Departments allow for different teams, customer departments, or projects to be able to separate invoices and billing features separated by different teams if required. Though a customer portal account can only be attached to one Company Account Department at a time, it can move from one department to another department within that Company Account without losing access to any data on the customer portal.
- Once a customer portal account is attached to a Department, that member can then create a Team Workspace and allow other members of the same department to share their files within the Team Workspaces. For further information on Workspaces see this walkthrough.
Accessing your Company Account
Company Administrators can follow these simple steps to take advantage of all the features this service offers.
Step 1: Accessing Your Company Account
Log in to your TranscribeMe! portal account at the Customer Portal.
Step 2: Access Your Customer Portal Profile
On a Customer Portal Admin account, you will now see the person icon has doubled, indicating your Company Account is set up. As an Admin you can access your company information by clicking on the double person icon and selecting 'Company account' in the drop down
Navigating the Department Menu
Step 1: Using the Company Account Menu
Once you have clicked on your Company Account, you will have the choice of viewing 4 separate pages, accessable via the menu on the left hand side of the screen. page. These choices are the Department profile, the Department billing info, the Department members and the Department promo codes.
A: The Department Profile Page
The Profile page shows you the department name. If at any time you wish to change this department name, or add other departments to the Company Account, please contact our finance team at finance@transcribeme.com and provide them with the information that requires updating.
At the bottom of the Profile page is a slider button. When slid to the right it allows new customer portal users to automatically be added to the Department when they order a file using one of the Department's promo codes. The '?' tooltip provides the explanation as to how this works. Once the radial slider is moved to the right and the button turns purple, hit 'Save' to activate it.
B: The Deparment Billing Page
This page lists the current billing information for where the company invoices are to be sent for this department. If any of this information needs to be amended, changed or corrected please advise the TranscribeMe! finance team at finance@transcribeme.com and provide them with the information that needs to be updated.
C: The Deparment Members Page
Clicking on this page will show you the complete list of customer portal accounts currently assigned to this Department. The members of your company are listed by portal account email addresses, Beside each customer portal account listed is a radial slider bar that allows the current Admin to make other team members Admins as well. A Department can have as many Admins as they would like, even all members. A member status can be upgraded to Admin by a current Company Account Admin. To upgrade a member account slide the radial button from left to right until it turns purple. Admins can also remove the Admin permission by sliding the radial button back to the left.
You will receive a confirmation message at the bottom of the screen telling you the member's data has been updated. Only Admins will be able to access the Company Tab.
Adding New Members to your Department, Only a Department Admin can invite new members to their Company Account.
While on the Department members page, left click on the icon in the top right hand corner of the person outline with a plus sign. This will open a popup window on the screen.
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To invite members, simply type in the person's email address and hit the space bar. The prompt will automatically become an email link and allow you to type in the next email address. You can type in multiple addresses, or invite just one. Once you have entered all of the email addresses of the people you wish to invite, click the orange 'invite' button.
Alternatively, you can either copy and paste a txt list of emaill addresses into the window (make sure each email address is on a separate line), or import a csv list. To import a csv list left click the icon beside the Invite Members title.
This will open a navigation window that will allow you to select the prepared csv or txt file from your device and import it into the invitation window. Once you have imported the list, left click on the orange Invite button.
Once the invites have been sent the 'Invite' window will indicate the invites have been processed and you can close the window by left clicking on the 'close' buttom at the bottom right of the window.
The invited member or members will receive an email telling them they have been invited to your Company Account from TranscribeMe!.
If they already have a TranscribeMe! Customer Portal account the email invitation will have a link called 'Approve'.
Once they click the approve it will take them to the TranscribeMe! login screen and all they have to do it log in.
If they do not already have a customer portal account with TranscribeMe!, the email will have a 'complete your registration here' line, with the link at the 'here' text. This will take them to the TranscribeMe! Create an Account screen. Once they have finished the account creation they will then be taken to the TranscribeMe! Customer Portal login screeen.
Once they have logged in their acceptance of the invitation will be completed and the status of the invite will change from pending, and the account will be seen in the members list. .
Other functions available on the Department Members page include the ability to view each member's recordings and Orders. An Admin can also download receipts for orders to know total costs before invoices are issued. An Admin can also download the transcripts from here if they wish, but we recommend using the Department Recordings and Order screens for easier access. An Admin can also delete a customer portal account from their Department. All of these are accessed by left clicking on the 3 dots located to the right of each of the members customer portal account email address.
D: The Deparment Promo Code Page
Promo Codes are provided to Company Accounts for many different reasons, such as invoicing, custom formatting on transcripts, invoicing via purchase orders, etc. Any promo code provided to a Department will be listed on this page.If you have adjusted the attach users via promo code option on the Department Profile page, then any user not on your company account who uses the promo codes will automatically be added to the Department when they use the promo code to order transcriptions.
Accessing Your Department Data
Department Admins have the opportunity to see every file uploaded and ordered on all the customer portal accounts attached to the Department. They can access this information in several different ways.
Step 1: Accessing Department Recordings
There are 2 different ways an Admin can access the Department Recordings on your Company Account.
From the Department Recordings page: From the Customer Portal Home page, recordings can be nagivated using the menu on the left of the screen and clicking on the Department Recordings option.
This will show all recordings that have been uploaded to any customer portal account attached to the Company Account Department. The list of recordings can be filtered by using the options on the left side menu bar.Filter options include:
By User - Clicking on this will provided a drop-down menu that lists all customer portal accounts.
By Status - This will search the status of any files that match the selected option.
By Start Date - The dates it will search by are the dates the recordings were uploaded to the customer portal accounts after the selected date.
By End Date - The date chosen here will search for recordings uploaded to the customer portal accounts prior to this date.
Admin's can select any of the recordings by clicking on the small square box to the left of the file name. Clicking on the box to the left of the title 'FILE NAME' will select all recordings on the screen. Once the file has been selected Transcripts of selected recordings can also be dowloaded by using the download arrow to the top right of the page. A csv list of these recordings can be downloaded by using the csv button located beside the download transcript arrow.
By clicking the 'More Actions' button off the 3 dots, and then clicking on 'View Details' the Recording Details window opens. This allows for the Admin to listen to the audio file, download the original file and view the order details,
While on the Department Member Page, an Admin can view a members' recordings or orders by left clicking the 3 dots at the end of that member's entry line. When 'View Recordings' is selected the Admin will be taken to the Department Recordings page filtered for just the recordings uploaded by that member. It will take you to a recording page, where you can then download any completed transcripts for that member. You can also delete any members who are no longer with your company by clicking 'Delete'.An admin can view all your company's recordings by clicking on the Recordings tab and then selecting Company recordings on the left side.
Step 2: Accessing Department Orders and Receipts
There are 2 different ways an Admin can access the Department Orders and Receipts on your Company Account.
From the Department Orders page: From the top right menu of the Admins' Customer Portal Account, select 'Orders'. Once the individual Orders page loads, the user can then select 'Department Orders' on the left hand menu.
A full CSV list of these orders can be exported by clicking the icon shown in the top right hand corner of the page..
Receipts can be obtained by hovering a mouse over the payment method for an order and left click on Receipt icon. This will open a navigation window to allow the receipt to be saved to a device.
Receipts can also be obtained by clicking the three dots to the right of the Get Receipt icon and selecting View Details to view more information about that order. This will open up a window that provides all the details of the order.
Clicking 'Get Receipt' on the Details window will open a navigational window to download a pdf receipt of the order.
From the Department Members Page: From the Company Account Department menu, selecting the Department Member page will show all members of the Department. Clicking on the 3 dots at the end of any one of the customer portal line entries will provide an option to 'View Orders'. This will load the Order page for that customer portal account and allow all the same actions as above.
Sharing and Editing Your Transcripts
Every Audio file ordered on any Company Account Department can be shared between any and all customer portal accounts attached to that Department. For a full explanation and walkthrough of how to share and edit files using Team Workspaces, please see this article.
And that's it for Company Accounts! Thank you for choosing TranscribeMe! to meet your transcription needs. If you have any more questions about Company Accounts, please contact your sales representative or email sales@transcribeme.com.
Note: When in the Company Recordings and Orders screens you will see all of the recordings on all the users' accounts, regardless of any folder the user has created and moved the files to. On the individual portal accounts, you can only see the files that are currently in the selected folder for viewing.