Overview
Transcripts and Meeting Notes can be documented through a specific Review section.
Setting up Transcripts and Meeting Notes
A user with the Manage Programmes permission can add the Transcripts and Meeting Notes section to any review type in the review token for that programme. In order to add the Transcripts and Meeting notes section to a review type, toggle the section to “on” within that type:
As with all other review sections, the section can be moved up or down within the review using the right-hand arrows.
Admins can choose the editability and visibility settings for this section using the settings wheel:
For further information on visibility and editability, please see Reviews Editability and Visibility.
Using Transcripts and Meeting Notes
When the section is configured, it will appear in all reviews of that type, including “In Progress” and “Completed” reviews. The section is only available in the Console interface. Viewing this section in Classic will display a warning that the section is only available in the Console interface:
Users with editing rights can type meeting notes or upload a file into the section:
The section must be saved for the text or file to be stored. Upon saving, the section will be marked as Completed.
Uploads
Users who have editing rights to this section can upload up to 10 files as well as typing meeting notes. The file types allowed are .txt, .vtt, .doc, docx, odt, pdf, and srt. The maximum file size is 10MB per file.
Once 10 files are uploaded, the Attach Transcript button will disappear.
Once the section is saved, the files will be saved and available to download.
Learners and employers who are able to view this section will be able to download the attached files.
Deleting the attached documents
Users can delete the attached documents in the below circumstances:
- If they are the owner of the document (i.e. they uploaded it)
- If they have the Supervisor permission
- If they have the Delete User Documents permission
To delete a document, select the trash icon:
Aptem will then warn the user that the item will be permanently deleted:
The section does not need to be populated in order to complete the review.
Once the section is saved, users with editing permissions can edit the meeting notes, and users with view permissions can view a read-only copy of the meeting notes. Once the whole review is completed, the section will be read only unless re-opened by a user with Edit/delete finished components permission.
Unsecure files
When a tutor tries to download a file which has been uploaded to the Transcripts and Meeting Notes Review section, Aptem will scan to ensure the document is secure. In the event that the document is deemed as unsecure, we will prevent download of this file and display an error message.
Request transcript
When a review participant is using the Communications Connector with Teams, and they want to store a review meeting transcript in Aptem for an accurate record of the event for audit purposes, they can now do so. They can click the ‘Get Transcript’ button in the ‘Transcripts and Meeting Notes’ review section to have their transcript automatically attached.
Notify Console about status of transcript
When a tutor has scheduled a review via the Communications Connector with Teams, and they want to retrieve the transcript for that review automatically via Aptem, they can now do. They need to click the 'Get Transcript' button in the Meeting Notes and Transcripts section in the relevant review. They will be notified via a toaster pop up that the transcript is being retrieved. They will also be notified when the transcript is available. In cases where the transcript has expired or is unavailable, the user will be notified by a toaster pop up.