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Need Configuration

When it triggers
  • Transcription status is “submitted”
Why it triggers The transcription job has been submitted by a customer but requires staff configuration before workers can be assigned. This ensures all job details are properly set up. Action Required: Configure the transcription job details and prepare it for worker assignment.

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Needs Finalizing

When it triggers
  • Transcription status is “finalizing”
Why it triggers The transcription work has been completed by workers and is ready for final quality review and approval before delivery to the customer. Action Required: Review the completed transcription work and finalize the job for delivery.

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Requires Assignment

When it triggers
  • Typist status is “rejected” OR editor status is “rejected”
Why it triggers A worker (typist or editor) has declined the assignment. The job needs a new worker to be assigned to continue progress. Action Required: Assign a new typist or editor to replace the worker who rejected the assignment.

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Pending Assignment

When it triggers
  • Typist status is “pending” OR editor status is “pending”
Why it triggers Workers have been offered assignments but haven’t yet responded. The job is waiting for worker acceptance to move forward. Action Required: Follow up with workers to accept or decline their assignments.

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Overdue

When it triggers
  • Due date has passed (current time is greater than due date)
  • Status is not “delivery” or “complete”
Why it triggers The transcription deadline has been missed and the job is not yet delivered or complete. Immediate attention is needed to complete overdue work. Action Required: Expedite the overdue transcription to completion and delivery.

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Missing Invoice Issues

When it triggers
  • Transcription status is “delivery” or “complete”
  • Transcription role is not “child” (excludes child jobs of split transcriptions)
  • No invoice exists for the transcription job
Why it triggers The transcription work has been completed and delivered to the customer, but no invoice has been created yet. This ensures timely billing for completed work and proper revenue tracking. Action Required: Create an invoice for the completed transcription job.

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Missing Bill Issues

When it triggers
  • Transcription status is “delivery” or “complete”
  • Transcription role is not “parent” (excludes parent jobs of split transcriptions)
  • AND one or both of the following:
    • Typist is assigned AND is an external worker AND no bill exists for typist
    • Editor is assigned AND is an external worker AND no bill exists for editor
Why it triggers External workers (typist and/or editor) who completed the transcription work need to be paid, but bills have not been created yet. This ensures timely payment to contractors. Action Required: Create bills for external workers who completed the transcription work.
This issue only applies to external contractors (not internal staff). It can trigger for either typist, editor, or both if they are external and lack bills.

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Status Definitions

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Transcription Statuses

  • submitted - Job has been submitted by customer and needs worker assignment
  • transcribing - Typist is actively working on transcription
  • editing - Editor is reviewing and editing the transcription
  • finalizing - Work is complete and needs final review before delivery
  • delivery - Job is being delivered to customer
  • complete - Job is fully complete
  • canceled - Job was canceled

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Worker Task Statuses

  • pending - Worker has been offered the assignment but hasn’t responded
  • rejected - Worker declined the assignment, needs reassignment
  • accepted - Worker accepted and is working on the assignment

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Role Types

  • parent - Main job in a split transcription (multiple workers handling different parts)
  • child - Sub-job in a split transcription (assigned to individual workers)
  • standard - Regular single-worker transcription job

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Time-Based Trigger

The system uses a 1 day past due threshold to flag overdue financial items (invoices and bills), providing a grace period before requiring follow-up action.