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Custom Vocabulary

With the Custom Vocabulary feature, you can store specific terms so they are recognized correctly in your transcriptions – ideal for technical terms, names, or special spellings.

Quick navigation

  1. How does the vocabulary work?
  2. How to set up your vocabulary
  3. Import multiple terms (Excel)
  4. Tips for best results

1. How does the vocabulary work?​

Sally does not only rely on exact spelling, but also uses phonetic understanding.

This means:

  • Sally recognizes how a word sounds
  • and can automatically correct common misinterpretations
Example

If someone says “Jon”, Sally might transcribe it as John.

With your custom vocabulary, you tell Sally:

➡️ “No matter how it sounds – always write Jon”

2. How to set up your vocabulary​

With just a few clicks, you can create and manage your own vocabulary:

2.1. Create individual vocabulary entries​

  1. Go to Settings.
Select settings
Figure 1: Go to settings
  1. Click on "Content settings".
  2. Open the "Vocabulary" tab.
  3. Click "+ New".
Create new vocabulary
Figure 2: Create new vocabulary
  1. Fill out the vocabulary form.
Vocabulary form explained
Figure 3: Form explained in detail
Form explained:

  1. Target term

    • This is the correct spelling that should appear in the transcript
    • Example: Sally

  2. Language

    • Define for which language the rule applies
    • “All” means it applies across all languages

  3. Use across the organization

    • Enabled: applies to the entire organization
    • Disabled: applies only to you
    • ⚠️ Organization-wide entries can only be created by admins/owners

  4. Alternative terms (optional)

    • Add terms that are often recognized incorrectly
      Example: Saly

  5. Add more alternatives

    • Add as many variations as needed
      Example:
    • Selly
    • Salli

👉 Result:
All these variants will automatically be replaced with "Sally".

  1. Save

After saving, your vocabulary entry is automatically applied to all future transcriptions.

This means:

As soon as one of the defined variants is detected in a conversation, Sally automatically replaces it with your defined correct spelling – no manual correction needed.

2.2. Import multiple terms​

If you want to add many terms at once, you can use an Excel template. Follow these steps:

  1. Go to Settings.
Select settings
Go to settings
  1. Click on Content settings.
  2. Open the Vocabulary tab.
  3. Download the import template.
Download import template
Download import template
  1. Fill out the Excel file.
Fill out Excel file
Fill out Excel file
Excel template explained:

  1. Vocabulary (target term)

    • Enter the correct spelling that should appear in the transcript
    • Example: Sally
    • 💡 This corresponds to the target term field in the form

  2. Alternatives (optional, semicolon-separated)

    • Define terms that are often misrecognized
    • Separate multiple entries using semicolon (;)
    • Example: Saly;Salli;Selly
    • 👉 All these variants will be replaced automatically

  3. Language

    • Define for which language the rule applies
    • Possible values:
      • German
      • English
      • All

  4. Scope

    • Defines who the vocabulary applies to
    • Possible values:
      • Personal → only visible and active for you
      • Organization → available for the entire workspace
    • ⚠️ Organization entries require admin/owner permissions

👉 Example row:
Sally | Saly;Selli;Salli | German | Organization

  1. Upload the completed file back into Sally.
Import vocabulary
Upload Excel file
  1. After the import, all terms appear directly in your vocabulary list.
Vocabulary list
Imported vocabulary overview

👉 From this point on, all defined vocabulary entries are automatically applied to future transcriptions and replaced according to your configuration.

3. Examples of useful vocabulary​

Not every term needs to be defined immediately – this feature is especially useful for words that are frequently misrecognized or critical for your business.

Typical examples:

Names & companies​

  • Müller → Mueller / Muller / Miller
  • Schmidt → Schmid / Schmitt
  • Example GmbH → Example AG

Abbreviations & business terms​

  • CRM → C R M / ZRM
  • AI → A I / Ey Eye
  • OKR → O K R / OKRs

Technical terms & anglicisms​

  • Lead → Lied
  • Cloud → Klaut
  • Pipeline → Peipline / Peipeline
  • Framework → Frame Work / Fremwork

👉 Especially important:
Anything that appears frequently in meetings and is business-critical should be maintained here.

4. Tips for best results​

💡 1. Think phonetically
Ask yourself: How could this word be misunderstood?

💡 2. Add multiple variations
The more common errors you cover, the better your results.

💡 3. Use it for names & technical terms
Especially valuable for:

  • Customer names
  • Product names
  • Abbreviations
  • English terms in non-English contexts

💡 4. Stay consistent
Always use the same spelling as your target term.

💡 5. Start small and expand over time
You don’t need to define everything at once – just add terms as you notice errors.