audiocodes meeting insights™ · media such as powerpoint slide presentations and...

1 | P a g e

Continuous Enterprise Productivity Powered by Voice.AI

AudioCodes Meeting Insights™ Quick Guide

Welcome AudioCodes Meeting Insights offers you the optimal enterprise solution for recording your meetings, including media such as PowerPoint slide presentations and participants' speech, in Microsoft Teams and Skype for Business environments. Meeting Insights provides a central repository of all your organization's meeting recordings, offering an effective solution for capturing, managing and sharing information and ideas.

During the meeting, Meeting Insights allows you to perform various voice-driven actions such as adding notes, assigning action items (tasks) to oneself or participants, and highlighting specific stages in the meeting with tags so that you can easily locate them after the meeting. Meeting Insights also provides regular recording options, enabling you to pause and resume recording anytime during the meeting.

Once the meeting recording has ended, you can use Meeting Insights feature-rich and flexible web-based management tool to manage and edit the meeting recording. This includes publishing and sharing the meeting recording so that all participants and optionally, all or specific contacts in your organization can also view it even if they weren't present (or invited); editing the slide presentation (add, replace or delete slides); trimming the presentation (including voice) to cut out unwanted content; and converting speech spoken by participants into text (transcription) by AudioCodes or a third-party speech-to-text vendor (if licensed by your organization). Meeting Insights also lets you record a meeting without any participants except yourself, which you can later edit and share with others. You can also import recorded meetings created by third-party applications and manage them through Meeting Insights like any other meeting recording.

Meeting Insights supports different user types, each with different privileges:

Owner: The initiator of the meeting recording. If you are the Owner, Meeting Insights displays the Owner name as "Me". The Owner can perform all actions on the meeting recording.

Delegate: This user is determined by the Owner and has the same privileges as the Owner, either for a specific meeting recording or for all the Owner's meeting recordings. An Owner can also change a Participant user or a Viewer user (see below) into a Delegate user.

Participant: This is a user that was invited to the meeting recording and joined it. Owner and Delegate users can manually add Participants during or after the meeting recording. Participants can only view the meeting recording and add messages (notes, action items and tags).

Viewer: This is a user that was invited to the meeting recording but didn't join it, or a user with which a published meeting recording was shared (by Owner or Delegate). Viewers can only view the meeting recording and add messages (notes, action items and tags).

2 | P a g e


Initiating a Meeting Recording You can initiate a meeting recording using any of the following methods:

Scheduling a Teams or Skype for Business meeting recording through Microsoft Outlook Calendar.

Setting up an ad-hoc meeting recording through your Microsoft Skype for Business client.

Recording a presentation on your own through Skype for Business client and then sharing it.

Recording a presentation on your own or with others (audio) locally through Meeting Insights web tool.

Scheduling a Meeting Recording through Microsoft Outlook Calendar 1. Open your Outlook Calendar, click the Home tab, and then

click New Teams Meeting or New Skype Meeting.

2. In the 'To' field, add Meeting Insights contact and the attendees that you want to invite.

3. Complete the meeting request as you would normally do (subject, location, and date).

4. Click Send to send your meeting request.

For easier scheduling of recorded meetings, instead of steps 1 and 2 above, use the Meeting Insights Add-ins

for Outlook. Simply click the New Teams MI Meeting or New Skype MI Meeting.

Initiating Ad-hoc Meeting Recording through Skype for Business Client You can start a meeting recording when you initially start a Skype for Business meeting. Alternatively, you can start a meeting recording during an already established Skype for Business meeting.

1. To start a meeting recording when you initiate a Skype for Business meeting, open your Skype for Business client, and then double-click the Meeting Insights contact.

This is added automatically and attendees click the Join Microsoft Teams Meeting or Join Skype Meeting link to join meeting

3 | P a g e


2. Click Skype Call to start recording; "Recording has Started" is heard and displayed.

3. Invite attendees (participants) to your meeting, by clicking Invite More People.

4. Click the button to open the Instant Messaging window to add various message types such as notes, tags and action items (as described in Mid-Meeting Actions by Meeting Insights from Skype for Business Client).

If you want to start a meeting recording from an established Skype for Business meeting, simply invite the Meeting Insights contact to the meeting, by clicking Invite More People.

Recording a Presentation on Your Own through Skype for Business Client You can create a meeting recording (voice and presentation) with you as the only participant.

1. On your PC, open the material (e.g., a PowerPoint presentation) that you want to show in your meeting.

2. Open your Skype for Business client, and then start a meeting with Meeting Insights (Meeting Insights), by clicking Skype Call (as shown in the previous section); "Recording started" will be heard.

3. Click the Share Content icon, and then choose what you want to present in your meeting. For example, to show a PowerPoint presentation, choose Share a Window, and then select your PowerPoint presentation from the list of opened programs on your PC.

Click to invite attendees

Scroll through help for things you can do during the meeting recording

Click to open Instant Messaging window to add notes, tags and action items

4 | P a g e


Recording a Presentation Locally through Web-based Meeting Insights You can create a meeting recording (voice and presentation) locally through Meeting Insights web-based tool. Typically, this method records only your voice, but you can also enable it to record audio emitted from your speakers (i.e., voices of other participants). Once finished, you can upload it to Meeting Insights server.

1. On your computer, open the Meeting Insights web-based tool.

2. On the Home page, click .

3. Type the subject of the meeting, and then click Next.

4. Select the audio device to record your meeting, click Next, and then click Ok.

5. To record audio from your speakers, click the Your Entire Screen tab, select the 'Share audio' check box, and then click Share. If you

only want to record yourself, then click the Application Window or Chrome tabs, select the application or browser tab you want to present, and then click Share; the "recording started" message is played and the recoding bar is displayed:

Microphone is activated and detected audio is displayed as a wave.

Microphone is not activated and no audio is recorded.

Audio emitted from speaker is also been recorded.

6. To end your presentation, click ; Meeting Insights takes a few seconds to process your meeting recording, and then asks you if you would like to upload it to the Meeting Insights server. Choose Yes to upload or No, later to keep it on your local computer.

To view all your locally recorded meetings that you have not uploaded to Meeting Insights, open the Local

Recordings Panel, by clicking in the Navigation pane. To upload a recorded meeting, select it under the

'Local recordings' list, and then click

To delete a selected meeting recording, click

To modify the subject of a selected meeting recording, click

5 | P a g e


Mid-Meeting Recording Actions During the meeting recording, Meeting Insights lets you and the attendees perform various actions.

Mid-Meeting Actions from Skype for Business Client For meeting recordings done through your Skype for Business client, you can perform various actions by typing the following string commands in the instant messaging window:

Command String Action recording: pause Pauses recording (you can also press the "1" key on the

phone's dialpad) recording: resume Resumes a paused recording (you can also press the "2" key

on the phone's dialpad) recording: reset Deletes recording and starts recording again (you can also

press the "3" key on the phone's dialpad)

recording: stop Stops recording (you can also press the "4" key on the phone's dialpad)

subject: <text> Defines a meeting subject note: <text> Adds a note participants: <name>, <name>, <name>, … Adds participants to the meeting action item: <text> by <date dd/mm/yyyy> (Future support) Adds an action item with a date) action item: <text> @<name>, @<name>, <action item text> by <date dd/mm/yyyy>

(Future support) Adds an action item with a date (optional) and assigns it to participants

menu or help Displays a list of the string commands

Notes, action items, and tags added by participants that joined the meeting recording with public visibility from an IM-enabled device can be viewed by all participants.

Command for adding note

Subject of meeting recording defined

Note added

6 | P a g e


Mid-Meeting Actions from Meeting Insights Web-based Live Panel During the meeting recording, you can use the Live Panel of the Meeting Insights' web-based tool to perform various actions. (For optimal support, it's recommended to use the Google Chrome web browser to open this tool.)

1. On your computer, open Meeting Insights' web-based tool, by clicking the meeting request link that you received in your email or calendar to join the meeting.

2. Identify your meeting (by subject), and then click to open the Live Panel.

Below shows an example of the Live Panel:

Item Description

Status

Meeting is being recorded

Meeting is being recorded, but speech hasn't been detected for a few seconds (i.e., no one speaking)

Type your notes, action items and tags here

Click these buttons for recording play options

Recording status Add participants

7 | P a g e


Connectivity with the meeting is lost (e.g., no Internet connection)

Play buttons

Pauses recording (Owner/Delegate users only)

Resumes a paused recording (Owner/Delegate users only)

Stops recording (Owner/Delegate users only)

Deletes recording up until now and starts recording from this point onwards (Owner/Delegate users only)

Instant Message (IM) buttons

Adds a note and displays additional buttons when clicked (described below)

Adds an action item that needs to be done at some date after the meeting

Adds a tag

Makes your notes, action items, or tags private (visible only to you)

Makes your notes, action items, or tags public (visible to everyone)

8 | P a g e


Post-Meeting Actions Meeting Insights' Web-based management tool lets you perform various actions after the meeting recording has ended.

Home Page (Dashboard) of Meeting Insights

The home page displays the dashboard, which lists all meeting recordings that you are the Owner of, that you were a participant of (attended, invited but didn't join, or added afterwards), and that were shared with you.

Navigation Pane

Opens the home page (which can be configured in User Preferences and Global Settings).

Navigates you back to the previously viewed page. The button is available only for certain pages.

Displays meeting recordings of recurring meetings.

Displays meeting recordings in a list view.

Displays meeting recordings in a calendar view (by month).

Displays locally recorded meetings that have not yet been uploaded.

Imports a meeting recording created by a third-party application.

Defines your preferences and settings for Meeting Insights.

Displays a description of the current page and lets you download this Quick Guide.

meeting recordings

Search meeting recordings by user, subject, or tag

Navigation pane

9 | P a g e


Meeting Recordings List View (Dashboard)

Date & Time Starting date (dd/mm/yyyy) and time (hh/mm/ss) of the meeting recording. Click the column header to sort the list by date.

Duration Status of meeting recording: ("Recording" state) Meeting is in progress and currently being recorded.

("Processing" state) Meeting recording has ended and is currently being compiled (processed).

("Edit" state) Meeting recording has been processed, but not yet published. You can edit the meeting recording (information and media) before publishing it, by clicking this button.

<Duration> ("Ready" state) Meeting recording has been published and shared with all participants. The duration of the meeting recording is displayed. You can edit the meeting recording at this final stage

Owner Owner (initiator) of meeting recording. If you are the owner, "Me" is displayed. Click the column header to sort the list by owner in alphabetical order.

Subject Subject of meeting recording. Click the column header to sort the list by subject in alphabetical order. The following icons may be displayed under the subject name:

Speech of the meeting recording has been converted to text (transcription). Click the icon to view the transcript.

Speech of the meeting recording has been converted to text (transcription) by AudioCodes professional linguists and translators. Click the icon to view the transcript.

The meeting recording has been shared with everyone.

The meeting recording is a recurring meeting.

(buttons)

Downloads files attached to a published meeting recording such as PowerPoint presentations.

Opens the Slide page of a published meeting recording, displaying the presentation of the meeting recording as slide thumbnails on the right pane. If you click the play button of a slide thumbnail, the meeting recording plays the presentation from that slide.

Opens the Meeting Playground Tool of a published meeting recording, allowing you to play the presentation of the meeting recording with the text of the currently spoken sentence displayed (if transcription was done). In addition, your (and public) messages (notes, action items and tags), and a list of all meeting participants are shown on the right panel.

Drop-down list with the following commands:

Edit: Opens the Editor Panel page where you can edit basic information (subject), edit presentation slides, trim presentation, and edit transcription (if done).

Delete: (Owner/Delegate users) Deletes the meeting recording.

10 | P a g e


Tags Displays tags added to the meeting recording. Click to select a tag for the meeting recording.

Actions and Notes

Displays your (and public) action items and notes that were added to a published meeting recording. You can also download action items or notes to your PC as a PDF or CSV file:

Enabling Transcription (Speech-to-Text) and Speaker Identification If enabled by your organization's Administrator, Owner/Delegate users can trigger Meeting Insights to convert all speech spoken by participants during the meeting recording into text (using AudioCodes or third-party speech-to-text engines). You can also enable Meeting Insights' Speaker Identification feature, which automatically distinguishes different voices in the meeting and then tags each converted text to the identified speaker, which Meeting Insights displays as a Speaker tab. Each Speaker tab and its associated text are displayed in a unique color. You can then manually assign each Speaker tab to an actual participant. Speaker identification is supported only for US English, Indian English and Spain Spanish. When the meeting recording is played, the transcription of each sentence is displayed on the presentation slide as the participant speaks.

1. Open the Meeting Playground Tool.

2. Under the tab, click Activate Transcription, and then choose one of the following:

Basic Transcription: Transcription of the selected language of your meeting is done by a speech-to-text engine.

Premium Transcription: Transcription is done by AudioCodes' professional translators and will be done and updated automatically in Meeting Insights within two business days.

3. Click Apply; "Processing" is displayed.

Select the tag

Select visibility

Define place in meeting recording to add tag

Click CSV or PDF icon to save to file

Select check box to download all

Select specific action items and notes to download

11 | P a g e


4. When the speech is converted into text and diarized, assign each Speaker tab to the relevant participant, by

clicking and then choosing the participant from the drop-down list.

5. To search for a word(s) in the transcription, enter a string in the Search field, and then click ; Only rows in which the found word(s) occur are displayed, with the word(s) highlighted in yellow.

Managing Action Items, Notes, Tags and Comments You can view, add, edit and delete your action items, notes and tags as well as view these message types added by other participants (if public).

1. Open the Meeting Playground Tool.

2. To manage action items, click the Action Items tab:

Add new action item

Click to edit or delete action item

Type character to search for transcription, action items, notes, tags or participants

Select assignee and due date

Type string to search

Speaker tab and speech-to-text conversion displayed in unique color per participant

Click to assign Speaker tab to a participant

12 | P a g e


3. To manage notes and tags, click the Notes & Tags tab:

4. To view participants (or add and delete if you are the Owner or Delegate user) of the meeting recording and

contacts with which it has been shared, click :

Type contact's name to add as participant, and then click Click to remove participant or

make a Delegate

Click to edit or delete note or tag Notes displayed in this color

Type character to search for notes and tags

Type note message or press "#" to select tag

Tags displayed in this color

Select visibility and then click Submit

13 | P a g e


Editing Your Presentation Slides Meeting Insights Editor Panel lets you edit the slides of your meeting recording. This includes hiding or showing slides, or replacing slides with slides from an uploaded PowerPoint file.

1. Open the Editor Panel from the Dashboard, by clicking and then choosing Edit.

2. Click the Slides tab.

Action Description

To hide slides: Select the desired slides, and then click . Hidden slides are displayed

with . Slides that have been automatically hidden by Meeting Insights

are displayed with

To show hidden slides: Select the desired slides, and then click . The slides are now displayed

without or

To replace a slide with an uploaded slide:

1. Upload the PowerPoint presentation file, using the Upload File button. You can overwrite the existing slides (slides numbered with "A") with those from the uploaded file, by selecting the Overwrite uploaded file(s) check box. If you clear the check box, the slides of the uploaded file are added to the existing slides. Slides of the uploaded file are numbered with "B" (i.e., 1B, 2B, 3B, and so on). The slides of the uploaded file are displayed on the right pane.

2. Select the desired slide from the uploaded file, and then select the slide from your presentation under My Session (left pane) that you want to replace.

3. Click

To save your slide editing: Click

To undo all your slide editing changes:

Click

Trimming Your Presentation Meeting Insights Editor Panel lets you cut (trim) away content (slides and sound) from your presentation that you don't want. Trimming is done from the left or right of any selected point on the presentation. Meeting Insights automatically synchronizes the trimmed presentation with regards to speech and slides. In some scenarios, it even removes slides that it considers unimportant while keeping slides it considers important.


2. Click the Trimming tab.

3. On the timeline, move to the desired point on the presentation, and then click to pause the presentation.

14 | P a g e


4. Trim your presentation, by clicking one of the following buttons:

Trims all content to the left of the selected point

Trims all content to the right of the selected point

When you trim your presentation, everything to the left of the green arrow has been trimmed (i.e.,

presentation starts from this arrow) and everything to the right of the red arrow has been trimmed (i.e., presentation ends at this arrow).

The Editor Panel also provides the following buttons when trimming your presentation:

Button Description

Displays a preview of your trimmed presentation

Performs speech-to-text (transcription) of your trimmed presentation

Publishes your meeting recording (if not yet published)

Undoes all your trimming changes, restoring the presentation to its original format

Editing Speech-to-Text Transcriptions Meeting Insights Editor Panel lets you play, edit and delete the transcription (if done) of your meeting recording.


2. Click the Transcription Editor tab.

3. To view the accuracy of transcription or confidence level (between 0.0 and 1.0), hover your mouse over a word. Words with low confidence levels are displayed in red (<0.5), words with medium confidence levels are displayed in orange (0.5-0.7) while words with almost full confidence level (>0.7) are displayed in blue. The number of low-confidence level words (red) are shown on the top bar above the transcription, for example, (i.e., 37 occurrences). To locate a low-confidence level word in the transcription, simply type the number of its occurrence in the field.

4. To edit text, click the row in which the text appears, and then edit it as desired. After you edit any text in a row, all text in the row is displayed in blue.

5. To view the time in the meeting recording at which a sentence was spoken, click the sentence and note the time fields (beginning and end) displayed on the top bar above the transcription.

15 | P a g e


6. To play from a specific row, select the row, and then click the button at the end of the row.

The buttons on the top bar above the transcription are described below:

Button Description

Plays transcription from one second before the current play location.

Plays (or resumes if paused) transcription

Pauses play of transcription

Plays transcription from one second after the current play location.

Ignores all your changes and restores the original transcription

Deletes the entire transcription

Publishing Your Meeting Recording and Sharing with Others When your meeting has ended, you can publish the meeting recording so that all participants can view it.

On the dashboard, click or

, and then on the opened

page, click . To share the published meeting recording by email with contacts that were not participants of the

meeting, click .

Click here to publish

Click here to share with non-participants

Beginning time of sentence End time of sentence

Locating low-confidence level words (red)

16 | P a g e


You can also share the meeting recording with all Meeting Insights users. To do this, open the dashboard,

click the icon corresponding to the meeting recording, and then from the drop-down list, choose Edit to open the Editor Panel page. Click the Share With All toggle button so that it turns on. Click Save to save your settings. Shared meeting recordings are shown on the dashboard with the

icon under their subject name.

Importing a Meeting Recording You can create a meeting recording using a third-party application (e.g., webinars) and then upload the recording (e.g., .mp4, .avi, or .webm) to Meeting Insights. Once uploaded, it's listed on the dashboard and you can perform all actions on it that you can do for regular meeting recordings.

1. In the Navigation pane, click .

2. Type a subject name and select the date and time the meeting occurred.

3. Click , browse to the folder on your computer where the file is located, select it and then click Upload. Once uploaded, the Replace button appears instead of , which you can use to replace the uploaded file with a different file.

Type subject name

Select date

Upload file

17 | P a g e


User Preferences and Global Settings You can define your preferences for Meeting Insights on the Settings page, which is opened by clicking in the Navigation pane.

Tab Description

Workspace Defines the home page (Recurring view, List view, or Calendar view), which is displayed when you initially access Meeting Insights or when you click .

Tags Displays and defines your personal tags that you can use in meeting recordings. 1. Under the Tags tab, click .

2. In the dialog box, type the name of the new tag, and then click Add.

To delete a tag, select the tag from the list, and then click .

Delegates Displays and defines Delegate users for all your meeting recordings where you are the Owner ("Me"). 1. Under the Delegates tab, click .

2. In the dialog box, type the name (email) of the Delegate, and then click Add.

To delete a Delegate, select the user from the list, and then click .

18 | P a g e


Subscriptions Defines Meeting Insights notifications that you want to receive (by email).

For example, you can get notified whenever someone shares a meeting recording with you.

For each notification type, select the corresponding check box to enable notification, or clear it to disable notification. Click Save to save your settings.

Preference Enables Meeting Insights to automatically publish your completed (ended) meeting recordings. Select the check box to enable this feature, and then click Save.

19 | P a g e


Customer Support Customer technical support and services are provided by AudioCodes or by an authorized AudioCodes Service Partner. For more information on how to buy technical support for AudioCodes products and for contact information, please visit AudioCodes website at https://www.audiocodes.com/services-support/maintenance-and-support.

International Headquarters 1 Hayarden Street, Airport City Lod 7019900, Israel Tel: +972-3-976-4000 Fax: +972-3-976-4040

AudioCodes Inc. 200 Cottontail Lane, Suite A101E, Somerset, NJ 08873 Tel: +1-732-469-0880 Fax: +1-732-469-2298

Contact us: https://www.audiocodes.com/corporate/offices-worldwide

Website: https://www.audiocodes.com/

©2020 AudioCodes Ltd. All rights reserved. AudioCodes, AC, HD VoIP, HD VoIP Sounds Better, IPmedia, Mediant, MediaPack, What’s Inside Matters, OSN, SmartTAP, User Management Pack, VMAS, VoIPerfect, VoIPerfectHD, Your Gateway To VoIP, 3GX, VocaNom, AudioCodes One Voice, AudioCodes Meeting Insights, AudioCodes Room Experience and CloudBond are trademarks or registered trademarks of AudioCodes Limited. All other products or trademarks are property of their respective owners. Product specifications are subject to change without notice.

Document #: LTRT-12707 Date Published: 22/03/2019

https://www.audiocodes.com/services-support/maintenance-and-support

https://www.audiocodes.com/services-support/maintenance-and-support

https://www.audiocodes.com/corporate/offices-worldwide

https://www.audiocodes.com/

audiocodes meeting insights™ · media such as powerpoint slide presentations and...

Documents