Integration Guide: Philips SpeechLive with NetDocuments

This documentation describes the initial configuration of the interface between Philips SpeechLive and NetDocuments, as well as the operational workflow for the automatic transfer of dictations and transcriptions.

Part 1: Initial Configuration and Activation

Before the integration can be used, the custom properties must be mapped in SpeechLive and authorization must be granted.

  • Define Custom Properties in SpeechLive

    • Log in to the Philips SpeechLive Portal as an administrator.

    • Navigate via the top menu to Administration and select General from the left-hand side menu.

    • Locate the Rename custom columns section.

    • Define the data field required for NetDocuments. Enter "NetDocuments Matter Id" under Custom 5.

      This field serves to uniquely assign file or document metadata.

    [Important]Important

    CRITICAL CONFIGURATION NOTE (NetDocuments Limitation):

    NetDocuments does not allow dynamic custom field assignments.

    The external application interface on the NetDocuments side is statically hardcoded to transfer the data exclusively into custom field number 5.

    To ensure a seamless and automated workflow without manual user intervention, custom field 5 must be selected as the primary data field

  • Link the Systems (OAuth Authorization)

    • Switch to the Integrations option in the left-hand side menu.

    • Find the NetDocuments tile in the list of available third-party services.

    • Toggle the switch on the right side of the tile to start the setup process.

    • An overlay window (NetDocuments setup) will open. Select the SpeechLive dictation property that should be used as the Matter ID.

    • Click on Log in to NetDocuments.

    • You will be redirected to the official NetDocuments login page. Authenticate using your credentials (username and password).

    • Confirm the access rights (NetDocuments Login Authorization) by clicking Allow.

    • After successful authorization, the system redirects back to SpeechLive, and the tile is displayed as active.

    Impact of Field Selection on Synchronization & Workflow

    Depending on the chosen custom field in this step, the operational behavior and synchronization stability will vary significantly:

    Recommended Configuration:

    Admin selects custom field 5 during setup.

    The Matter ID is automatically populated into custom field 5 upon redirection. No manual intervention needed. (Status: Functional / Smooth workflow)

    Alternative / Workaround:

    Admin selects custom field 1 (or any other field besides custom field 5).

    The Matter ID is still populated into custom field 5 by NetDocuments. The user must manually cut the value from custom field 5 and paste it into custom field 1 before proceeding. (Status: Functional only after manual cut/paste)

    Faulty Configuration:

    Admin selects custom field 1 (or any other field), but user does not shift data. The Matter ID resides in custom field 5. The designated target field (e.g., custom field 1) remains empty during dictation. (Status: FAILED - No synchronization to NetDocuments)

  • Setup of SpeechLive in NetDocuments

    To enable users to initiate dictations from within NetDocuments, the SpeechLive extension must be registered in the NetDocuments Admin Console:

    • Go to Admin → Cabinets in NetDocuments.

    • Select the appropriate cabinet (e.g., Documents).

    • Navigate to External Applications and ensure that the link for SpeechLive Dictation and SpeechLive Speech Recognition is configured and enabled for users.

Part 2: Operational Workflow (Dictation and Speech Recognition)

Once the integration is active, it can be called directly from the NetDocuments document management interface.

  1. Access the Dictation Interface

    • Navigate in NetDocuments to the desired workspace, folder, or specific matter (e.g., Test Folder STA or a predefined Matter).

    • Click on the dropdown menu of the folder or workspace and select the “Send to application” command.

    • The integrated SpeechLive options are now available in the popup window:

      - SpeechLive Dictation: Starts a standard dictation session.

      - SpeechLive Speech Recognition: Activates direct speech recognition for automatic real-time transcription.

  2. Record and Process Dictation

    • Upon selection, a new browser tab opens with the Philips SpeechLive Editor.

    • The metadata of the file (such as the NetDocuments Matter ID) is automatically transferred in the background.

    • Note:

      If the system was not configured using custom field 5, the user must now manually move the Matter ID from custom field 5 into the designated custom field.

    • Start recording using the control elements.

    • When using speech recognition, the text appears in real time within the editor window, while the audio file remains synchronized in the background.

    • After completing the recording, the session is closed and processing is finalized (Finishing speech recognition session...).

  3. Automatic Back-Transfer

    The completed transcription (HTML/text format) and the associated audio file (WAV format) are automatically transferred back into the NetDocuments cabinet via the established workflow and saved securely right within the original folder or matter.