Migration Wizards and Add-In

There are 2 migration wizards available in SpeechMax. They are the Annotation Migration Wizard (AMW) and the Phrase Migration Wizard (PMW). These 2 wizards may be used to migrate date from a session file to a delimited file or from a delimited file to a session file.

In addition, data migrated from a session file to a delimited file may then be used by any software capable of importing data stored in delimited files.

Delimited or non-delmited .xml files created using SpeechMax may not be usable in other software.

There is also an add-in that can be used with Microsoft Office Word called the SpeechMax Add-In. This add-in allows for the import of data stored in .csv delimited files into a Word document or export of data from a Word document to .csv delimited files.

Annotation Migration Wizard

Annotation Migration Wizard

To migrate data entered in annotations in SpeechMax:

  1. Click Actions -> Annotations -> Annotation Migration Wizard...

  2. On the Welcome screen, click Next>.

  3. On the Select Source File screen, click one or more of the buttons to select a source file.

Use Current File will use the file currently open in SpeechMax.

Use Existing File... displays the Open dialog box. Navigate to the location of the existing file.

Click the Files of type: dropdown button to select a file type to display in the list. Any of the following file types may be used as a source file:

*.ses

*.xml

*.csv

*.txt

Double click to open the file or select the file and click Open.

Use Existing Mapping... if a mapping file was previously created that has a file extension of .sdm. Text displays on the screen prompting to select a source file containing the mapped fields listed to the right.

Use the Current File or Existing File ... to select the source file.

If a .csv or .txt delimited file is selected, leave the default comma (,) delimiter in the Delimiter: text box, type \t in the text box for a tab delimited file, or type whatever delimiter is to be used.

Click the 1st Row is Header: checkbox, if the source file should have a header row that identifies the data in the columns below it.

ID, Name, Text, and Audio information for the first record displays on the right side of the screen.

Click Next>.

  1. On the Select Target File screen, click one of the buttons to select a target file.

Use Existing File... displays the Open dialog box. Navigate to the location of the existing file.

Click the Files of type: dropdown button to select a file type to display in the list. Any of the following file types may be used as a target file:

*.ses

*.xml

*.csv

*.txt

Double click to open the file or select the file and click Open.

Export to New File... displays the Save As dialog box. Navigate to the location to which the new file will be saved.

Type a name for the new file in the File name: text box.

Click the Files of type: dropdown button to select a file type for the new file. Any of the following file types may be used as a target file:

*.csv

*.xml

*.txt

Click Save.

  1. On the Select Annotation Components screen, click the appropriate option button to select the parts of the annotations to be used as the migration content.

Text - the text contained in the annotations is placed in columns.

Name - the name of the annotations is placed in columns.

Audio (as text string) - paths to the audio in audio annotations is placed in columns.

(Name as Header, Text as Record - the name(s) of the annotations in the first row of data with the corresponding text in the second row of data and the data is placed in columns.

I would rather use the annotation text, name, ID, and/or audio as columns - the text, name, ID, and/or audio of the annotations is placed in rows.

Click Next>.

  1. On the Define Field Relationships screen, if necessary, rearrange the order of the source fields in the Source Fields columns. Move the source fields to be migrated from the Source Fields columns to the target fields in the Field Relationships columns.

Click a source field or target field and click the Up arrow to move the field up in the Source Fields columns.

Click a source field or target field and click the Down arrow to move the field down in the Source Fields columns.

Click the double right arrow to move all source fields from the Source Fields columns to the target fields in the Field Relationships columns.

Click a source field in the Source Fields columns and click the single right arrow to move the selected field to the target fields in the Field Relationships columns.

Click the double left arrow to remove all target fields from the Field Relationships columns.

Click a target field in the Field Relationships columns and click the single left arrow to remove the target field from the Field Relationships columns.

Click Next>.

  1. On the Define Record Relationships screen, if necessary, rearrange the order of the source records in the Source Records columns and move the source records to be migrated from the Source Records columns to the target fields in the Record Relationships columns.

The arrows work the same as on the Define Field Relationships screen.

Click Next>.

  1. On the Ready to Migrate Data! screen view and confirm that the information displayed is correct.

It is recommended to click the Save Mapping button to save the field and record relationships that were selected for future data migration using these same relationships. This is not a necessary step.

In the Save As dialog box, navigate to the location in which to save the file. Type a new file name in the File name: text box.

Click Save.

Click Next>.

  1. On the Data Migration Complete! screen, click Finish.

Phrase Migration Wizard

Phrase Migration Wizard

To migrate phrase data in SpeechMax:

  1. Click Actions -> Session Files-> Phrase Migration Wizard....

  2. On the Welcome to the Phrase Migration Wizard! screen, click Next>.

  3. On the Select Source File screen, perform the same steps as for the Annotation Migration Wizard.

The preferred delimiter for phrase data is the pipe symbol (|).

  1. On the Select Target File screen, perform the same steps as for the Annotation Migration Wizard.

  2. On the Select Layout screen, click the appropriate option button to select it.

Each Phrase as an Individual Record - each phrase in the source file will be placed in a separate row in the target file.

All Phrases as a Single Record - each phrase in the source file will be placed in one row in the target file.

Click Next>.

  1. On the Define Field Relationships screen, perform the same steps as for the Annotation Migration Wizard.

The source fields CANNOT be rearranged in the Source Fields columns using the up/down arrows.

The target fields CAN be rearranged in the Field Relationships columns using the up/down arrows.

  1. On the Define Record Relationships screen, perform the same steps as for the Annotation Migration Wizard.

The source records CANNOT be rearranged in the Source Records columns using the up/down arrows.

The target records CAN be rearranged in the Record Relationships columns using the up/down arrows.

Click Next>.

  1. The Ready to Migrate Data! screen, is the same as for the Annotation Migration Wizard.

Click Next>.

  1. On the Data Migration Complete! screen, click Finish.

SpeechMax Add-In

SpeechMax Add-In

The SpeechMax Add-In appears on the Tools menu, Templates and Add-Ins... in Word 2003.

The SpeechMax Add-In appears on the SpeechMax ribbon in Word 2007.

To import data into Word:

  1. Begin by opening a word document that contains bookmarks.

Depending on the version of Word you are using, navigate to the SpeechMax Add-In.

  1. Click the Import button.

Data is imported into the document bookmarks from a .csv file.

The .csv files must have a header row to identify the data contained in each column of the file. The header row for .csv files created using SpeechMax will contain an annotation ID, annotation name, or phrase ID.

The header row of .csv files created using Word will contain the names of the bookmarks in the Word document.

The .csv files may contain multiple records; however, only the first record will be imported.

  1. In the PLEASE SELECT A SPEECHMAX DELIMITED FILE dialog box, navigate to the location of the delimited files.

Double click a filename or select the file and click the Open button.

  1. In the SpeechMax IO-Main dilaog box, if necessary, click the Choose Delimiter tab.

Under Choose the delimiter that separates your fields:, click one of the option buttons available to select the appropriate delimiter. If Other: is selected, also type the desired delimiter in the text box to the right of Other:.

A preview of the data to be imported displays in the Preview... area.

If the row of data displayed is wider than the Preview... area, use the horizontal scrollbar to view the data.

If the data does not display properly, try selecting a different delimiter.

If the same Word document containing bookmarks is used for many different sets of data, the .ini file only needs to be created once.

The .ini files are text documents that may be edited directly in Notepad or other text processor. It is recommended; however, that they be edited using the tools provided in the SpeechMax IO-Main dialog box.

  1. Click the Choose INI tab.

Use the Open... button to execute a selected .ini file.

Use the Create New button to create a new .ini file based on the current .csv file or Word document.

Click Edit... to edit a selected existing .ini file.

Use Delete... to delete an .ini file.

Use Click to refresh to display the location of a new .ini file or a new file File Description....

Use INI Location... to change the default location of .ini files.

  1. If .ini files already exist, select an existing .ini file from the list displayed.

Click Open... to execute the selected .ini file and import data into the bookmarks in a Word document.

  1. If .ini files do not already exist, click Create New to display the Confirm Action message box.

Click Yes to create a new .ini file.

Click No to close the Confirm Action message box and return to the Choose INI tab.

If Yes is clicked, the SpeechMax IO-Model dialog box displays.

Click Current Delimited File to create a new .ini file modeled after the data contained in the delimited file selected from the Choose Delimiter tab.

Click Current Document to create a new .ini file modeled on the bookmarks contained in the document previously opened.

Click Cancel to exit the SpeechMax IO-Model, not create an .ini file, and return to the Choose INI tab.

  1. For Create New when Current Delimited File is selected, the new .ini file displays with the data from the header row of the .csv file in the leftmost column of brackets, the number 1 in the center column of brackets, and the number 0 in the rightmost column of brackets. The center column and the right column indicate the position of the data when bookmarks are not used. These same columns must be present for a document containing bookmarks but have no effect on where the data will be placed within the document.

Type a description of the file to the right of the rightmost bracket after [*Description*][][]. This description displays in the File Description... area of the SpeechMax IO-Main dialog box and allows for easy identification of the .ini file.

Click to the right of rightmost bracket in the first set of brackets and type the name of the bookmark that corresponds to the header data in the .csv file. Proceed and type the remaining bookmark names to the right of the rightmost bracket in each row.

Any set(s) of brackets in the file that do not have corresponding bookmarks may be deleted. If the set(s) of brackets that do not have corresponding bookmarks remain in this file, do not type anything to the right of the rightmost bracket.

Click File.

Click Save.

Click Close.

  1. For Create New when Current Word Document is selected, the new .ini file displays with PlaceSpeechMaxFieldHere in the leftmost column of brackets, the number 1 in the center column of brackets, and the number 0 in the rightmost column of brackets. The center column and the right column indicate the position of the data when bookmarks are not used. These same columns must be present for a document containing bookmarks but have no effect on where the data will be placed within the document.

Type a description of the file to the right of the rightmost bracket after [*Description*][][]. This description displays in the File Description... area of the SpeechMax IO-Main dialog box and allows for easy identification of the .ini file.

Click and drag across PlaceSpeechMaxFieldHere in the first set of brackets and type the name of the annotation or phrase that corresponds to the bookmark in the Word document. Do not remove the brackets.

Proceed and type the remaining annotation or phrase names in the leftmost brackets in each row.

To the right of the rightmost brackets, are the names of the bookmarks in the Word document that correspond to the header row of the .csv file.

Any set(s) of brackets in the file that do not have corresponding annotation or phrase names may be deleted. If the set(s) of brackets that do not have corresponding annotation or phrase names remain in this file, do not type anything in the leftmost set of brackets.

Click File.

Click Save.

Click Close.

  1. If .ini files exist but require modification, select an .ini file from the displayed list and click Edit... to edit.

Type a new entry in the file following the same format of the other entries already contained in the file.

Select an entry and press the Delete key to delete the entry.

Use standard text processing navigation and keys on the keyboard to change entries that already exist.

Click File.

Click Save.

Click Close.

  1. If .ini files exist that are no longer needed, select an .ini file from the displayed list and click Delete... to delete the file.

  2. If a new .ini file or a new file description does not display in the list, click Click to refresh to refresh the list and display the path to the file and/or the file description.

  3. If the desired .ini files are stored in a different location or new .ini files are to be stored in a different location, click INI Location... to display the Change Default INI Location message box.

Click Yes to change the location of the .ini files.

Click NO to return to the Choose INI tab.

If Yes is clicked, the Browse For Folder dialog box displays.

Navigate to the desired location where existing .ini files are stored or the location to which new .ini files will be stored. Select the location and click OK.

To store new .ini files when a folder does not yet exist at the desired location, click the Make New Folder button, name a new file, select the file, and click OK.

To export data from Word:

  1. Open a Word document containing bookmarks.

  2. Navigate to the SpeechMax Add-In.

  3. Click the Export button.

  4. In the Export file to... dialog box, navigate to the location where the file will be stored.

Type a filename in the File name: text box.

Click Save.

  1. In the SpeechMax IO-Main dialog box, if necessary, click the Choose Delimiter tab.

Under Choose the delimiter that separates your fields:, click one of the option buttons available to select the appropriate delimiter. If Other: is selected, also type the desired delimiter in the text box to the right of Other:.

There will not be any data to view in the Preview... area because the data has not yet been placed in the file.

  1. Click the Choose INI tab.

All of the tools available work the same way as the Import into Word.