Case CATalyst Manage Dictionary Basics for Phoenix Theory Students

 
 
Case CATalyst Manage Dictionary Basics for Phoenix Theory Students
Case CATalyst Manage Dictionary Basics
                                           for Phoenix Theory Students
                                                                              Kathryn Dittmeier

TYPES OF DICTIONARIES
There are three types of dictionaries:

 x Personal - holds all of your basic strokes and definitions applicable to all jobs. This
   dictionary is automatically selected each time you translate a job.

 x Job - a new one is created for each job and holds unique strokes and definitions
   applicable to that job. Job dictionaries only translate in the jobs they were created
   for or if you specifically select them during the translation step.

 x Case - works like a job dictionary, but is built across several jobs instead of just one.
   A case dictionary is automatically selected for translation if the job that is being
   translated is located inside the same case folder. A case dictionary can also be
   manually selected during the translation step. Case dictionaries are used less
   frequently than job dictionaries, and usually only when there are multiple job files for
   a given assignment. (Examples: 5 days of testimony in one court case or three
   depositions related to the same lawsuit.)

There are also two other factors that affect translation:

 x Update Area - holds d-defines (new dictionary entries) that are made during edit
   sessions. These need to be reviewed and added to your personal dictionary
   periodically. The Update Area, by default, also translates automatically when doing
   jobs.

 x Translate Options - there are various options that can be turned on and off and
   customized to affect translation results.

TO OPEN THE PERSONAL DICTIONARY
In Manage Jobs, click the Open Personal Dictionary button on the toolbar. (Small
button, yellow folder, letter P)




Case CATalyst Manage Dictionary Basics for Phoenix Theory Students, v1                 Page 1 of 7
© 2009 Kathryn Dittmeier kathy@steno-solutions.com
Permission is given to print or distribute the PDF file of this document for educational purposes.
It may not be sold or included in any publication (magazine, book, instructional guide, etc.)
without written permission from the author.
WORKING IN THE PERSONAL DICTIONARY
There are both keyboard shortcuts (example Ctrl+i) and buttons on the toolbar (small
buttons at top) to perform the following functions in the dictionary:

       Insert new entry       Ctrl + i

       Modify entry           Ctrl + m or double-click entry or press Enter


       Delete entry           Press delete key on computer keyboard

       Find entry             Ctrl + f (can search by steno or text)
       Repeat search          F3
       Filter                 Ctrl + y

       Unfilter               Button with upside down blue funnel

       Save                   Ctrl + s

       Close                  Ctrl + F4 or click File, Close

Move entry to another dictionary Right-click entry, click Move to, click desired dct.
Copy entry to another dictionary Right-click entry, click Copy to, click desired dct.

UNDERSTANDING THE PHOENIX THEORY TRANSLATION DICTIONARY
First, let's discuss some general information about the translation dictionary in Case
CATalyst. It's called a Personal Dictionary and it contains the base 140,000+ entries
that allow you to write realtime. A large majority of those entries are word parts that
combine together to create many thousand more whole words.

For example, if you try to look up the word "indirectly" you would not find it in the
dictionary. However, there is an entry of TPH- = in, there is an entry of
TK-/REBGT = direct, another entry of TKREBGT = direct, and an entry of HRAE =
ly.

So, you could write TPH-/TK-/REBGT/HRAE or TPH-/TKREBGT/HRAE and all those
entries would combine together to give you the word "indirectly."



Case CATalyst Manage Dictionary Basics for Phoenix Theory Students, v1                 Page 2 of 7
© 2009 Kathryn Dittmeier kathy@steno-solutions.com
Permission is given to print or distribute the PDF file of this document for educational purposes.
It may not be sold or included in any publication (magazine, book, instructional guide, etc.)
without written permission from the author.
Now, in the case where you have a word like "state" in your dictionary and then you're
writing "stately".....again, entries come together to create the word. STAEUT = state,
HRAE = ly. But what about "stating" and "stated?" If you have
STAEUT = state, and -D = ed....when they are brought together you
would get stateed. And STAEUT = state + -G = ing would give you
stateing.

There are two ways to handle the spelling issue:
  1. Rely on a software feature called EZLink. It will apply grammar and spelling rules
     and attempt to fix the problem automatically. It works great for most words, but
     not all.

  2. Create a whole-word entry. For example, I would create a dictionary entry of
     STAEUT/-D = stated, and STAEUT/-G = stating.

The author of Phoenix Theory chose to use method 2 since method 1 would not always
create correct translation. You will find the vast majority of words that have changes in
their spelling when inflected endings are added on are already defined in your personal
translation dictionary. However, some get missed from time to time, and those you will
have to add yourself by making d-defines and then updating your dictionary.

HOW TO CHECK YOUR TRANSLATION FOR CONFLICTS BEFORE ADDING A
NEW ENTRY

You cannot assume that a stroke that doesn't translate in realtime is a safe stroke to
then define as anything you want. It may be that the stroke is utilized in combination
with another stroke or two in a dictionary entry and defining it may cause word-boundary
conflicts later.

To check on whether or not a particular stroke is available to define, do the following:
  1. Open the personal dictionary
  2. Start the filter tool (Ctrl+y or the little button with the blue funnel)
  3. Select the "Steno" radio button
  4. Type your desired outline in the empty field
  5. Change the location to "contains" (If you don't, you won't get an accurate search
     for all of the entries that have the stroke.)
  6. Click the OK button.

The dictionary now displays only the entries that have that stroke. If you look at the
lower, left-hand corner of the screen, you will see the words "Filtered view" followed by
a number indicating how many entries had that stroke out of the total number of entries
in the dictionary.



Case CATalyst Manage Dictionary Basics for Phoenix Theory Students, v1                 Page 3 of 7
© 2009 Kathryn Dittmeier kathy@steno-solutions.com
Permission is given to print or distribute the PDF file of this document for educational purposes.
It may not be sold or included in any publication (magazine, book, instructional guide, etc.)
without written permission from the author.
If no matches were found, you can feel comfortable in defining that stroke to be
anything you want. If matches were found, they will need to be analyzed to see whether
you might have a conflict if you were to add the entry you want. Rule of thumb...five or
more matches, don't make the new entry. If you would like input from Kathy Dittmeier
about whether you could safely redefine an entry or add one even if there were
matches, email her at kathy@steno-solutions.com or post the question on the
discussion board at www.phoenixtheory.com. Be sure to include the steno you want to
write and what you want to define it as.

HOW TO ADD A NEW ENTRY TO YOUR PERSONAL DICTIONARY
There are two basic methods for adding an entry to your personal dictionary.

Method 1: Realtime D-define
1. Start a realtime session.
2. Stroke the desired outline
3. Position your cursor in front of the outline and press Ctrl+d to bring up the d-define
dialog box. (If you desire to join two or more outlines together, press Shift+right arrow
(hold down Shift key, press right arrow repeatedly) until all desired strokes are
selected.)
4. Type the word in the text box.
5. Press Enter to execute the "OK" button.

The entry is now in your update area. It will translate in realtime this and every time you
write, but you should update your dictionary periodically to move those new entries to
the permanent dictionary. See "How to Update the Personal Dictionary" below.

Method 2: Define directly into the dictionary
   1. Open the Personal Dictionary. In Manage Jobs, locate and click on the Personal
      Dictionary button. It is on the toolbar, which is the small row of buttons. Look for
      one with a yellow folder and the letter "P" on it. Or, click File, Open, Dictionary,
      Personal.
   2. Press Ctrl+i to insert a new entry (hold down the Ctrl key, tap the letter i, release
      both keys)
   3. In the steno field, type your desired steno outline. Remember to use hyphens
      and slashes as needed to get the desired outline.
       Tip: If you press "g" on your computer keyboard, the system will put /TKPW in the field.
       You can type regular letters and the software will put steno letters into the steno field
       instead. Press -j (hyphen j) and it will put -PBLG.
   4. Press the TAB key on the computer keyboard to move to the text field.

Case CATalyst Manage Dictionary Basics for Phoenix Theory Students, v1                 Page 4 of 7
© 2009 Kathryn Dittmeier kathy@steno-solutions.com
Permission is given to print or distribute the PDF file of this document for educational purposes.
It may not be sold or included in any publication (magazine, book, instructional guide, etc.)
without written permission from the author.
5. Type the desired text.
   6. Press Enter to execute the OK button.
   7. When done, save the dictionary (Ctrl+s) and exit (Ctrl+F4).

HOW TO UPDATE THE PERSONAL DICTIONARY
Remember, anytime you d-define in a job, the entry is not going directly into your
personal dictionary. Instead, it goes to a holding area called the Update Area. This
allows you a "second chance" to review the entry prior to putting it in the dictionary and
also allows the software to show you if the entry is in conflict with another in the
personal dictionary.

   1. In Manage Jobs, locate and click the Update Area button. It is on the toolbar,
      which is the row of small buttons. Look for one with a yellow folder and the letter
      "U." You can also click File, Open, Dictionary, Update Area.
   2. Check over any entries you have in there, modifying any if necessary. (Double-
      click an entry to modify it.)
   3. Press Ctrl+a (Hold down Ctrl key, tap the letter a, release both) to select all the
      entries.
   4. Right-click anywhere on a selected entry and click "Move to..." "Personal
      Dictionary"
           x You might be asked to confirm what you are doing....if so, confirm it! :)
           x If there are any conflicts between what you are adding and what already
             exists in the dictionary, they will pop up in a dialog box. Select the entry
             you want to keep. Be cautious about overwriting old entries with new
             ones...remember, the Phoenix Theory dictionary brings word parts together
             to make whole words and you don't want to get rid of any important word
             parts.
   5. When the update is done, you will have a gray screen (empty update area).
      Save and close the Update Area. Ctrl+s, Ctrl+F4 (or File, Close, Yes to save)




Case CATalyst Manage Dictionary Basics for Phoenix Theory Students, v1                 Page 5 of 7
© 2009 Kathryn Dittmeier kathy@steno-solutions.com
Permission is given to print or distribute the PDF file of this document for educational purposes.
It may not be sold or included in any publication (magazine, book, instructional guide, etc.)
without written permission from the author.
HOW TO BACK UP THE PERSONAL DICTIONARY
Making a backup of your personal dictionary is a responsibility that you must take
seriously. Your translation dictionary is what enables you to translate your work quickly
and efficiently saving you time and making you more money per hour you work.
Especially as you begin to make changes to your dictionary, you want to make sure all
of your customization is securely backed up in case of a problem.

You should consider making more than one backup copy and keeping one of them in a
location other than where you usually work. Think worst-case scenario: you have
backups, but they are stored in your desk drawer. If your house burns down or there is
a catastrophic flood, all of your backups are of no use to you. You make a backup and
throw it in your laptop case each day. Your laptop case -- along with your backup --
gets stolen. Always keep valuable information in two different locations! Also, don't
count on cyberspace being a totally secure backup location....servers go down, power
outages corrupt data, backups of servers fail...

General Information About Backing Up
A Case CATalyst backup preserves all formatting and proprietary coding in your files.
When you select a file or files for backup, they are grouped together and compressed
into one file called a "zip" file. This compression allows you to store much more
information on a floppy disk, memory stick (flash drive), or other storage device. As part
of the backup procedure, you give the one zip file a name. It's kind of like tucking your
files into an envelope, writing a descriptive name across the outside of the envelope,
then crushing it down to the smallest size possible for storage.

To Back Up Files:
If you will be backing up to an external drive or a flash drive, plug it in first. Windows
usually will then pop up a dialog box that shows you the list of files on that drive.
Cancel that dialog box before proceeding.
   1. In Manage Jobs, right-click on one job or case that you want to backup.
   To backup the Personal Dictionary, right-click on System Files and back up the entire
   System Files case. This will backup not only your personal dictionary, but also all of the
   other important system files that you may have customized: page layouts, keyboard map
   changes, update area, translate options, conflict database, etc.
   2. Click on Backup on the pop-up menu.
   3. In the Backup dialog box on the left-hand side in the "Copy From" area you will
      see the file you had selected already has a check-mark in the box in front of it.
      Click the box in front of any additional files you would like to backup. You can
      click the + sign in front of a case to see the files inside of it.
   4. At the top of the dialog box is the "Save in" field. Make sure the appropriate
      choice is showing there (memory stick, external hard drive, floppy driver, etc.). If

Case CATalyst Manage Dictionary Basics for Phoenix Theory Students, v1                 Page 6 of 7
© 2009 Kathryn Dittmeier kathy@steno-solutions.com
Permission is given to print or distribute the PDF file of this document for educational purposes.
It may not be sold or included in any publication (magazine, book, instructional guide, etc.)
without written permission from the author.
not, click the down arrow at the right edge of the field and click on the correct
       drive.
   5. At the bottom of the dialog box is the "File Name" field. Type a name for your
      backup here. You can use up to 64 letters, numbers and spaces and the
      following punctuation symbols: ' ~ ! @ # $ % ^ & ( ) - _ { }
       Do not use any of these symbols: " / \ [ ] : ; . , | = < > ? * .
       Be descriptive and use a date in the name. For example: ALL JOBS 050809 or JONES
       v SMITH 050809 or SYSTEM FILES 080308 or SYSTEM FILES June 4 2009.
   6. Click the Save button.

Check to see if files are on the backup device:
   1. With the drive attached to the computer...
   2. Double-click My Computer (or click Start, My Computer) (If you have Vista, it may
      just be "Computer.")
   3. Double-click the drive letter for the CD, floppy disk, or flash drive

You should see your backup file (zip) listed there. This step is not required at all when
making a backup, but many reporters have requested the instructions for this, so here
they are!

Restore from the backup device:
   1. Plug flash drive or external drive with the backup into the computer. Cancel the
      automatic Windows dialog box that pops up to show you the files on the drive.
   2. Start Case CATalyst, and go to the Manage Jobs screen.
   3. Press Ctrl+r to start the Restore process.
   4. Pull down the "look in" field and click on the drive letter where your device is
      located.
   5. Click on the desired zip file, then click the Open button.
   6. All files are automatically selected for restoration. Uncheck any files you don't
      want to restore, then click the OK button.
Summary
Backup: Right-click file, click Backup. Select additional files. Change "Save in"
location if necessary. Name file. Click Save.


Restore: In Manage Jobs, press Ctrl+r. Change "look in" location to your drive. Click
on desired backup file. Click Open. Click OK.

Case CATalyst Manage Dictionary Basics for Phoenix Theory Students, v1                 Page 7 of 7
© 2009 Kathryn Dittmeier kathy@steno-solutions.com
Permission is given to print or distribute the PDF file of this document for educational purposes.
It may not be sold or included in any publication (magazine, book, instructional guide, etc.)
without written permission from the author.
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