Replacements
Replacements allow you to define custom spoken triggers that are automatically replaced with designated text snippets, standard clauses, or formatted terms in your final transcript.
This feature is designed for frequently reused content — such as your company's registered address, formal closing signatures, standard disclaimers, contract boilerplate clauses, and standardized terminology.
Note
In earlier versions of Philips SpeechLive, this functionality was called Custom voice commands. It has been renamed to Replacements to clearly distinguish text-expansion rules from spoken cursor and formatting controls (now called Voice commands).
Replacements are synchronized between applications and work seamlessly across the Desktop App, Web App, and Mobile App.
Replacements are applied during both real-time and batch speech recognition (via “Send to speech recognition” or “Send to SpeechLive AI”).
Tip
Replacement rules are language-specific: Each Speech recognition language maintains its own independent set of replacement rules. When you switch your Speech recognition language, SpeechLive automatically applies the replacements configured for that active language. Be sure to define replacements for each language you dictate in.
The Three Replacement Levels: Custom, Account, and System
When you open the Replacements window in the SpeechLive Desktop App, you will see three tabs at the top:
Tab | Level | Access & Management | Description |
|---|---|---|---|
Custom | User Level | Full management (Add, Edit, Toggle, Delete) | Personal replacement rules created and managed by you. Ideal for personal signatures, specific shortcuts, and matter-specific clauses. |
Account | Organization level | View-only (Managed by your Administrator) | Company-wide replacement rules configured across your entire practice or company. Ensures team-wide consistency for corporate addresses, official disclaimers, and standard definitions. |
System | Global standard | View-only (Provided by SpeechLive) | Built-in standard replacement rules provided out-of-the-box by SpeechLive. |
Add a Custom Replacement in the Desktop App
In the SpeechLive Desktop App, click the Main menu icon (☰) in the top-left corner.
Click Replacements to expand the section.
Click View replacements → to open the Replacements management window.
Select the Custom tab.
In the When I say field, enter the spoken trigger word or phrase you will dictate (e.g. office address or roman seven).
In the Replace with field, enter the text that should appear in the transcript (e.g. VII or your full registered address).
Click the blue checkmark button ✓ to confirm and save the new replacement rule. (You can click ✕ to clear the input fields).
The newly added rule appears in your list below with its toggle switch enabled and is immediately active for speech recognition.
Examples of Professional Business Replacements:
When i say: | Replace with: | Spoken Example & Transcript Result |
|---|---|---|
office address | Northwind Solutions Inc., 500 Enterprise Boulevard, Suite 300, Chicago, IL 60601 | "Please deliver the package to office address."→ Transcribed as: "Please deliver the package to Northwind Solutions Inc., 500 Enterprise Boulevard, Suite 300, Chicago, IL 60601." |
standard disclaimer | This message and any attachments are confidential and intended solely for the use of the designated recipient. | "Insert standard disclaimer at the bottom."→ Automatically inserts the full confidentiality notice. |
S L A | Service Level Agreement | "The terms are outlined in the S L A."→ Transcribed as: "The terms are outlined in the Service Level Agreement." |
Edit, Deactivate, or Delete Replacements
Within the Custom tab of the Replacements window:
Deactivate a rule: Click the toggle switch on the right side of any replacement rule in the list. Turning it off (grey) temporarily pauses the rule during dictation without deleting your configured text. Toggle it back on (blue) whenever needed.
Edit a rule: Click directly on an existing replacement rule in the list. It expands into an in-line editing block with When I say and Replace with fields. Modify the trigger phrase or replacement text. As soon as you make a change, the blue checkmark button ✓ activates. Click ✓ to save your changes, or click ✕ to cancel and exit edit mode.
Delete a rule: Click on the rule in the list to open the editing view, then click the red trash can icon 🗑 to permanently delete the replacement rule.
Note
Rules displayed under the Account and System tabs are view-only. You cannot edit, toggle, or delete account-level or system-level rules.
Manage Replacements in the Web App
Add a replacement:
Navigate to the Dictations tab and choose Speech recognition.
Click the Replacements icon.
Click Add replacement.
Enter the spoken trigger on the left and the replacement text on the right.
Click Save (or Add) to confirm.
Edit, toggle, or delete:
Open the Replacements section in the Web App.
Click on a replacement rule to edit its text, toggle the active switch to disable/enable it, or click Delete to remove it permanently.
Manage Replacements in the Mobile App
Add a replacement:
Open the SpeechLive Mobile App.
Tap the speech recognition button in the lower-right corner.
Tap the Replacements icon.
Tap the + button in the lower-right corner.
Enter the spoken phrase at the top and the replacement text below.
Tap the save icon.
Edit, toggle, or delete:
Open the Replacements list in the Mobile App.
Tap a rule to edit its contents, or toggle the switch to deactivate/activate.
Swipe left on any rule and tap the trash icon to delete it.