Smart naming conventions and shortcuts

  • 3 minutes

AutoText naming and shortcut configuration are recommended for accurate insertion during report creation. These elements directly affect how users search for, identify, and invoke AutoText in PowerScribe One.

AutoText naming conventions

An AutoText name is the primary identifier used in:

  • Keyword search results
  • AutoText Manager lists
  • Report Editor selection

Consistent naming improves:

  • Search accuracy
  • Recognition speed during report workflows
  • Efficient management

AutoText shortcuts for macros

Shortcuts can be assigned to macros that can be inserted into reports.

  • A shortcut is a unique keystroke identifier that is used to insert a macro.
  • When enough characters are typed to uniquely identify the shortcut, the system displays a preview for insertion.

Shortcut requirements

  • Must contain no spaces
  • Must include at least two letters or numbers

Relationship between naming and shortcuts

  • Names support search and browsing workflows.
  • Shortcuts support rapid insertion workflows.
  • Both should follow structured conventions to reduce ambiguity and cognitive load.

Workflow context

Names are primarily used in:

  • AutoText Manager
  • Report Editor search results

Shortcuts are primarily used in:

  • Typing workflows in the Report Editor
  • Voice command workflows for macros

Procedural guidance

Define a clear naming convention

  1. Create a standardized naming structure for AutoText.
  2. Include meaningful identifiers such as:
    • Modality, for example CT, MR, or US
    • Anatomy, for example chest or abdomen
  3. Use consistent capitalization and formatting across all AutoText.

Create or update an AutoText name

  1. Open the AutoText in the AutoText Editor.
  2. Update the Name field in Settings.
  3. Ensure the naming convention is consistent.
  4. Select Save.

Assign a shortcut to a macro

  1. In the AutoText Editor Settings, locate the Shortcut field for macros.
  2. Enter a shortcut that:
    • Has no spaces.
    • Contains at least two characters
  3. Ensure that the shortcut is unique.

Tip

Use abbreviations that are intuitive and easy to remember so shortcuts remain quick to type and easy to recognize.

Validate shortcut behavior

  1. Open the Report Editor.
  2. Begin typing the shortcut.
  3. Confirm that:
    • The correct macro appears in the preview.
    • The shortcut uniquely identifies the AutoText.

Applied scenario

You dictate a report and use a consistent phrase to describe a grade IV liver laceration. You can either use a voice command for the macro or, if you define the shortcut 4ll, type 4ll to select and insert the macro.

As soon as the text uniquely identifies your shortcut, the system displays a preview of the macro content. You confirm the preview and press Enter to insert it into the report.

This approach lets you insert the full standardized text instantly without navigating AutoText search or menus.

Accessibility and usability notes

  • To support all users, including new users, use clear and descriptive naming.
  • To reduce ambiguity, avoid abbreviations that aren't widely understood.
  • To reduce typing effort, keep shortcuts short but meaningful.
  • To support collaboration, maintain consistent naming patterns across teams.
  • To prevent duplication and confusion, regularly review and standardize naming.