Watch the Video

Prefer watching? Here’s a short video showing what review summarisation is and the value it brings, along with how to use it. 

Overview

If you’d prefer to follow written steps, or want a quick reference:

Overview

This article details the workflow for tutors / administrators to use the Review Summarisation feature in reviews.

Note that this feature is only available to use in Console. When opening a review in Classic where the Meeting Details / Summary section is enabled, users will see a message asking them to switch to Console:

Prerequisites

• Customer is on the Enterprise tier.
• Review Summarisation module is enabled by the Support team.
• Review Summarisation is enabled at tenant-level by the administrator.
• Meeting Details / Summary section is enabled in the specific review.

Summarising a transcript

Review Summarisation utilises the existing Meeting Details (previously known as Transcripts and Meeting Notes) review section. Where the Meeting Details section is already enabled, turning on Review Summarisation at tenant level will adjust this section to accommodate summarisation features.

When opening a review instance with the Meeting Details section enabled (see: Enable and configure review summarisation), the Meeting Summary section will be presented.

Tutors or administrators can summarise transcripts which are uploaded to this section. A transcript can be manually attached or retrieved from Teams using the Communications Connector with Microsoft Teams, if your organisation has this feature. For more information on using the section to upload / retrieve transcripts, see Utilising the Meeting details section in Reviews. When Review Summarisation is enabled, meeting notes are displayed in a separate tab.

Once a transcript is uploaded to the section, the summarise button will become available.

Click the 'Summarise' button to generate a concise summary of the transcript uploaded.

The summarisation happens asynchronously. Users may leave the reviews page to go elsewhere in Aptem. You will receive a toaster notification to inform you when the summary is available or that a summary could not be generated. Please do not close the browser tab or window before the summary generation is complete, as the summary won’t be generated.

Summary format

Meeting summaries will, of course, depend on the content of the meeting, but typically include:

• Attendee list
• Key themes and topics (bullet format)
• Action points

Once the summary has been generated, the content can be edited or deleted by the tutor. The section must be saved to save edits made, although the summary will be saved to the section in the background if the tutor navigates away from the screen.

Managing files and regeneration

Review Summarisation can summarise up to 10 files. Upload up to 10 files and click “Summarise” to summarise more than one file.

Once a summary has been generated, users can upload a new file(/s) or choose to regenerate the summary for the existing file(/s). Please note, when the summary box has already been populated and the summarise button is clicked, the new summary will overwrite the existing summary. A dialogue box will appear to warn users of this.

Learner & employer view

If the section is made visible to learners or employers in the Reviews token, the learner or employer will have access to a read-only version of the summary as soon as the generation of the summary is complete. The learner or employer cannot edit the review section even if the section is set to “Can edit” in the Reviews token. The learner or employer can still add meeting notes, attach files or retrieve transcripts from Teams if the section is editable to them.

The summary will then export to the review PDF:

Viewing a summary from a previous review

If “Meeting Details” is turned on in the review and “Review Summarisation” is enabled at tenant level, a new section “Previous Meeting Summary” will appear in each review for the tutor.

Summaries which have been previously generated will be available to view as a read only option.. The previous meeting summary will default to the last review of that type, but a tutor can select any review from the dropdown list.

If there is no summary available for that review type, the previous meeting summary box will be empty and tutors can select the relevant summary from the dropdown list. Reviews will be listed and searchable in the dropdown by review name and review completion date.

If no summaries have been generated in reviews for this learner across any review type, the dropdown will display “There are no meeting summaries available”.