TABLE OF CONTENTS

• Introduction to Rev
• Document Overview
• Steps to Set Up Rev Integration
  • Get a Rev Account
  • Get Rev API User Key
  • Create Transcript File Types in Solaria
  •  Turn On Rev Integration in ServiceLink
  • Modify Notifications
  • Enter Solaria Settings
    • File Types
    • Job Types
    • Jurisdictions
• Request Transcripts on Solaria Jobs
• Add Files
  • Order Rapid Transcript
  • Order Ready-To-Certify Transcript
• Rev Order Process

Introduction to Rev

Purpose-built for Court Reporting Agencies, Rev delivers configurable ASCII-formatted transcripts with 99% accuracy in as little as 24 hours. Working with Rev means leveraging its world-class ASR technology and a specialized pool of legal transcriptionists to consistently receive formatted transcripts on time, offering unmatched scale and reliability. 

Rev allows you to customize each transcript, resulting in jurisdictionally formatted ASCII files compatible with all major court reporting software, including YesLaw, CaseCatalyst, and eTranscript. You can configure elements such as lines per page, spacing, bylines, speaker labels, and more.

Document Overview

The following document provides instructions for you to integrate Acclaim Solaria and ServiceLink with Rev. This integration allows you to: 

• Send files containing audio to Rev. 
• Order a rapid transcript and/or ready-to-certify transcript. 
• Automatically receive the transcript files into ServiceLink and Solaria.

Steps to Set Up Rev Integration

Set Up a Rev Account

1. You will need to set up an account with Rev first. If you do not already have an account, go to Rev.com and click on Login then click on Don't have an account?  Click here to create one.  Enter your information to create an account.  (Note we do not provide support their website. If you have any questions or problems, please contact their support.)  

2. Add your credit card information or your orders from Solaria will be rejected.  This can be found in the Settings menu under your name in the top right corner of the page.  Then client on the Payment details tab.

We recommend using the "Credit Card" option to pay-as-you-go to begin with.

3. You will need to contact the following person to set up your account for the "legal" industry and to set up your formatting and process for ready-to-certify transcripts.

Christine Lin - christine@rev.com

4. Please also contact Terry Etl at terry@acclaimlegal.com so that he can help ensure that they your account set up.

Get Rev API User Key

You will need the API User Key from your Rev account.  In Account Settings, click on the My account tab.  Click on Generate or Regenerate next to the V1 API User Key field. Copy the API key to your clipboard for later. You will only see the full key this one time!

Create Transcript File Types in Solaria

When a rapid transcript or ready-to-certify transcript are created and returned from Rev, ServiceLink can assign them to a file type. We recommend creating file types to use for each. Do this in Solaria by going to Settings ► Categories and Types ► File Types. 

If you want to automatically give attorneys or resources access to the transcripts once they have been produced by Rev, check Auto Access to Resources and/or Auto Access to All Attorneys on Job on the file types you just created.

 Turn On Rev Integration in ServiceLink

In ServiceLink, for each applicable division that you want to order transcripts for, you will need to enter the Rev settings. 

1. Select Settings ► Divisions from the left menu. 
2. Click on a division to go to the details for it. 
3. Click on the edit icon button on the Main tab. 
4. Under the Job Preferences header go to the section titled Rapid Transcript.
5. Select “Rev” for the Rapid Transcript Vendor and select the Returned File Type to use for the rapid transcript files returned from Rev. 
6. Select “Rev” for the Ready-to-Certify Transcript Vendor and select the Returned File Type to use for the ready-to-certify transcript files returned from Rev. 
7. It will fill in the Client API Key for you under Rev Connection. 
8. Paste in your Rev User API Key. 
9. Click on Update at the bottom of the page to save.

If you have Solaria open, you must close it and re-open it for it to fetch this information out of ServiceLink so that it knows you have it turned on. 

Modify Notifications

Notifications can be sent to attorneys (and your office) when the transcript files are ready. In your division notifications, search for “transcript” to find the applicable notifications. Edit these as you would like. There are separate notifications for rapid transcripts vs. ready-to-certify transcripts. When ordering both, users will receive a notification for each. 

Enter Solaria Settings

The following settings need to be entered in Solaria before you can send transcript orders to Rev. 

File Types

You will need to assign the types of files to send to Rev to produce the transcripts. These are files that contain the audio recording in them as well as a Zoom VTT file, tag sheet and top sheet (all optional). 

1. Select Categories and Types ► File Types. You will see a column named Rev Files.
2. Check Audio/Video next to the file type you will assign to audio files (or files containing audio) that you want sent to Rev to be transcribed. Note: both rapid transcripts and ready-to-certify transcripts require a file containing audio in it.
3. If you want to order ready-to-certify transcripts, check the file types for Tag Sheet and Top Sheet files you want to send to Rev. 
4. Click on Save Changes.  

Job Types

There are different transcript formats that Rev can use to create the ready-to-certify transcripts. These need to be selected for each job type that you will use. For example, for a deposition job type, you would want to select the “Deposition” format type. 

1. Select Categories and Types ► Job Types. You will see a column named Format Type.
2. 2. For each job type, select the appropriate Format Type for the ready-to-certify transcripts. 
3. Click on Save Changes.

Jurisdictions

All jobs that are sent to Rev for a ready-to-certify transcript require a case on them. The case must also have the jurisdiction assigned to it. Enter a list of jurisdictions you want to use in Categories and Types ► Jurisdictions.

Assign the jurisdiction on a case on the Case maintenance window. 

Request Transcripts on Solaria Jobs

Once you have the above settings in place, you can begin requesting transcript orders. 

When you are entering jobs in Solaria for a division that has the Rev integration turned on for it, you will see two checkboxes to order a Rapid Transcript and/or a Ready-to-Certify transcript. Check the transcripts you want to order with the job.

 If you are requesting a ready-to-certify transcript, you will also need to enter the case on the job and select the jurisdiction for the case if it is not already selected.

Normal workflow should be followed to assign resources, confirm the job, etc. When the job has finished, enter the Resource Progress, Deponent Update and Attorneys Present. A ready-to-certify transcript order requires the following: 

1. Actual start and end time for the resource. 
2. Deponent with optional volume number and starting page number. 
3. Attorneys present that have the On Behalf Of information selected for them.

Add Files

Once you have the audio recording file for the job, add it to the Job Files list. If you integrate with Zoom, Solaria will fetch this file for you automatically, along with a video link, tag sheet and VTT files, depending on the options you have selected in Zoom. 

• Select the File Type on the audio file. It should use a file type that has Audio/Video checked on it.
• If you have more than one audio file, you will need to supply the File Order number so that Rev produces one transcript in the correct order.

• Rev accepts audio and video recordings in MP3, MP4, WMV, AIF, M4A, MOV, AVI, VOB, AMR, WMA, OGG, AAC, and WAV. They also accept links to streaming video and audio files available on the web. 
• You may add other files for exhibits for the ready-to-certify transcript. Select a file type with “exhibit” in its name to include a list of these with the Rev orders. (Only the names of these files are sent to Rev.) 
• Rev also accepts VTT files from Zoom meetings to help produce more accurate ready-to-certify transcripts.  This must be selected on the File Type used on the VTT files.
• Files must be smaller than 5 GB.

Order Rapid Transcript

Once you have the audio file saved on the job, you can order the rapid transcript. 

1. Turn on the Send Rapid Transcript Order switch at the top of the window.
2. The following prompt will display:
3. Click Yes to send the order. The window will show the date and time when the order was sent. Note: This step will be done for you automatically if you integrate with Zoom! 

Order Ready-To-Certify Transcript

Once all files needed are attached to the job and the required items have been entered on the job, you can order the ready-to-certify transcript. If you want it to include links to exhibits, be sure to upload those to the job as well using a file type that has the word “exhibit” in it. 

1. Turn on the Send Rapid Transcript Order switch at the top of the window.
2. Solaria will check to make sure all required items mentioned above have been entered on the job. If it finds anything missing, it will inform you and turn the switch back off. If everything has been provided on the job, the following prompt will display:
3. Click Yes to send the order. The window will show the date and time when the order was sent.

Rev Order Process

ServiceLink will pass along the job information and files to Rev. You will see the orders listed on the Rev website once they have been received there. ServiceLink will show a status of the transcripts ordered on the audio file description after a short delay:

Note: the ready-to-certify transcript can be ordered separately from the rapid transcript. The rapid transcript can be ordered immediately after the audio file is received. The ready-to-certify transcript would usually be ordered after the worksheet is turned in by the resource.

Once the transcripts are completed, ServiceLink will add them to the job. It will include an ascii and Word document for each type of transcript. Note that ready-to-certify transcripts may take several hours to complete.  

The next fetch from ServiceLink in Solaria will then show the files on the job in Solaria. 

A notification from ServiceLink will be sent to any attorneys or resources that were automatically assigned to the files based upon the file type settings. The emails will contain a link to the text transcript files; however, the link is only available for up to 2 hours. Users can find the files in ServiceLink after that.