Help & Support

1. Create your account

Go to lexdictate.com and click Get started. Enter your name, firm name, email address, and choose a subdomain for your firm (e.g. smiths.lexdictate.com). No credit card is required for the 14-day free trial.

Once you sign up you are automatically the Admin for your firm. You can add other users at any time from the Users section.

2. Set your default document template

LexDictate auto-detects document types from your dictation, but you can also set a firm-wide default. Go to Account → Settings and choose the document type your firm uses most often. Fee earners can also override this at upload time.

3. Add your team

Go to Users in the sidebar and click Invite user. Enter their name and email, choose their role, and send the invite. They will receive an email with a link to set up their account.

Supported formats

Maximum file size: 500 MB. For very long recordings, consider splitting into shorter files for faster turnaround.

How to upload

1. 1

   Open New Dictation

   Click New dictation in the sidebar or top navigation.

2. 2

   Add a matter reference (optional)

   Enter a matter reference or client name to keep documents organised. You can search for this later.

3. 3

   Choose or confirm the document type

   LexDictate will try to detect the type automatically from your audio. You can select or override it from the dropdown before uploading.

4. 4

   Upload your file

   Drag your audio file onto the upload area, or click to browse. You can also record directly in the browser using your microphone.

5. 5

   Wait for transcription

   Transcription typically takes around 10 seconds for a short dictation, up to a minute for longer files. You will be taken to the document as soon as it is ready.

Step 1 — Generate a DS2 API token

1. Sign in and go to Profile → Settings
2. Scroll to the Olympus Auto-Upload section
3. Click Generate token — a personal API token is created for your account
4. Copy the token and keep it somewhere safe; it is only shown once

Each fee earner generates their own token. This ties uploaded files to their account automatically.

Step 2 — Set up the Windows PowerShell script

From the same Profile page, click Download PowerShell script. This gives you a .ps1 file pre-configured with your token. On the PC where the Olympus recorder is docked:

1. Save the script to a convenient location (e.g. C:\LexDictate\upload.ps1)
2. Edit the $WATCH_FOLDER variable to point at the folder where DS2 files land when the recorder is docked
3. Run the script once manually to confirm it works — it will upload any DS2 files already in the folder
4. Add it as a Windows Scheduled Task to run at login or on a timer so it runs automatically in future

The document editor

Once your dictation is transcribed you are taken to the document editor. This is a full rich text editor — you can type, delete, reformat, and restructure the content just as you would in Word.

To switch document type, use the Type dropdown at the top of the document. The content is restructured immediately — no re-transcription needed.

Smart Review

Smart Review is an AI pass over your transcribed document that cleans up dictation artefacts — filler words ("um", "er", "you know"), repeated phrases, and instructions to the typist that were meant to be cut ("open brackets… close brackets"). It does not change substance.

To run it, open a document and click Smart Review in the toolbar. The cleaned version replaces the draft in the editor — you can undo if you prefer the original.

Viewing the raw transcript

The original, unformatted transcript is always available alongside the formatted document. Click View transcript in the document header to open it. This is useful for checking a specific word if the formatted version doesn't look right.

Automatic secretary notification emails

LexDictate can automatically send a formatted document to a secretary by email as soon as transcription is complete. The secretary receives the document as a Word attachment — ready to review and send — without needing to log in.

To set up automatic emails, go to Profile → Settings and enter the email address of your secretary in the Default secretary email field. Every document you create will be automatically emailed to them once transcription is done.

Secretary accounts vs. email-only

Testing the secretary email

Before relying on automatic emails, send a test from Profile → Settings → Send test email. This sends a sample document to the configured secretary address so you can confirm delivery and formatting.

Adding users

Admins can invite new users from Users → Invite user. The invited user receives an email with a sign-up link. They choose their own password on first login. If an invite email doesn't arrive, ask the user to check their spam folder — or resend the invite from the Users page.

Changing a user's role

From Users, click the user's name and select a new role from the dropdown. Changes take effect immediately. A user demoted from Admin loses access to billing, firm settings, and other users' documents.

Removing a user

From Users, click the user and select Remove user. Their account is deactivated immediately — they can no longer log in. Their documents remain in the system and are accessible to Admins. Your seat count is reduced at the next billing cycle.

Passkey sign-in

Users can add a passkey to their account for faster, password-free sign-in. Go to Profile → Security → Add passkey. This uses your device's biometric authentication (Face ID, Touch ID, Windows Hello). Passkeys can be managed — renamed or removed — from the same page.

Free trial

Every account starts with a 14-day free trial. No credit card is required to start. At the end of the trial you will be prompted to enter payment details to continue. If you don't, your account is suspended but not deleted — your documents are retained for 30 days.

How billing works

You are billed per seat, per month. All seats count — fee earners, secretaries, and admins. Prices exclude VAT. You can view your current seat count and monthly total at any time from Account → Billing.

Updating payment details or seat count

Go to Account → Billing → Manage billing. This opens the Stripe billing portal where you can update your card, download invoices, and adjust your subscription. Seat count changes are prorated to the day.

Cancelling

You can cancel at any time from Account → Billing → Manage billing. Your account remains active until the end of the current billing period. After that your account is suspended and documents are retained for 30 days before permanent deletion. To reactivate, simply add a payment method again.