Use the files screen

On the Files screen, you can search for transcripts, open them, organize them into folders, combine multiple files, and restore items from the Trash.

There are two tabs at the top of the screen: History and Files. Use “History” to see recent transcripts by date. Use “Files” to organize them in folders.

Basic view

• Title: The name of the transcript. You can change it from the results screen or the list.
• Date: Shows when the file was created or recorded. This helps you find files later.
• Search: Click the magnifying glass to search by title or meeting notes content.
• Sort: Change the order by “Title”, “Date created”, or “Date recorded”.
• Folders: In the “Files” tab, you can organize transcripts by department, project, etc.

Open recent transcripts in the History tab

The History tab shows your transcripts from newest to oldest. Click Open on a card to see the transcript.

On a computer, you can use keyboard shortcuts to open files differently.

Follow the history across recordings

Review how sales discussions and meetings have progressed, with summaries of related recordings in chronological order. No beta setting is required.

1. Open a recording

Open a recording from Files, then select Transcript or Minutes. Related meeting history appears to the left of the content when there is enough space.

2. Review the progress

Follow the dates and summaries to see what was discussed previously and how the discussion has progressed. If there are multiple topics, click a heading to expand or collapse its history. Collapsed topics show a summary of the previous or next meeting.

For recurring meetings with the same name, history can also show the progress of the meeting series as a whole. Up to three sections are shown: one meeting series and up to two topic histories when a series is identified. Each section includes the current recording, up to five earlier recordings and two later recordings. Weekly or monthly frequency is not inferred.

3. Check the original recording

Click a past recording in the list to open it in a new tab. Use the original transcript or recording to check details that are not clear from the summary.

While searching or when history is not shown

• While Looking up the history… is displayed, related recordings are being searched. Hover over the message for an explanation. This may take some time depending on the number and content of recordings.
• If no related meetings are found, a gray robot and a message are displayed.
• History is hidden when the screen is too narrow. Widen the window on your computer. History is also hidden in split view and scheduled reports.

Filter by creator

In the History tab, you can filter transcripts by creator. Select a creator from the menu to the right of Merge at the top of the screen. You can use this together with title search.

Submitters only see transcripts they created, so the creator menu is not shown to them.

Select multiple files

Use multi-select mode to move, combine, or delete multiple transcripts at once.

1. Click the checkmark icon (multi-select) in the “Files” tab.
2. Check the boxes next to the files you want.
3. Choose your action. You can move, combine, or move to Trash.

On a computer, hold Shift and click to select all files between your first and second click. On a phone, open multi-select mode and tap files one by one.

Move files by dragging

On a computer, you can quickly organize transcripts by dragging and dropping them into a destination folder in the Files tab. You can also drag a folder into another folder to change its location in the hierarchy.

• Drop a transcript onto a folder to move it there.
• Drop a transcript onto “Unsorted” to remove it from its current folder.
• You cannot move a folder into itself or one of its subfolders.

If a move fails, the item returns to its original location. Check your connection and try again. On a phone, use Move in multi-select mode.

Organize unsorted files with AI (Beta)

AI file sorting suggests folders for your unsorted files based on the transcript content. You review and adjust the suggestions before moving files. Files do not move automatically when you click the button.

1. Enable the beta feature

1. Click the user icon (About you) in the bottom left corner.
2. Scroll to Beta features in the settings.
3. Turn on “Enable AI file sorting (Beta)“.

2. Open auto-sort

In the Files tab, open “Unsorted” and click “Auto-sort with AI”. You can also select specific files in multi-select mode and click the AI icon to sort only those files.

Auto-sort works on unsorted files that have finished transcription. You can sort up to 100 files at a time. You cannot use this if you only have view permissions.

3. Create a sorting plan

Turn on “Allow folder creation” if needed, then click “Sort files”. If a file does not fit into existing folders, the AI suggests a new folder. No folders are created and no files are moved at this stage.

4. Review and edit the plan

Review the suggested folders and files to move. If there are multiple plans, you can switch between them. You can make these changes:

• Deselect files you do not want to move
• Change the destination folder for specific files
• Cancel the creation of suggested new folders
• Change the name or location of new folders

5. Run the sort

Review your changes and click “Sort with these settings” to move the files. Check the results on the completion screen.

Note

AI suggestions are not always perfect. Always verify the destination and files before running the sort.

Combine transcripts

To merge multiple transcripts into one, select two or more files in multi-select mode and click Combine.

You can combine up to 10 files at once. Enter a title for the combined file, and choose whether to “Delete original transcripts” if needed.

If you choose to delete the originals, they move to the Trash first.

Trash and delete permanently

Deleted transcripts go to the Trash first. You can Restore files you need, or choose Delete permanently for files you don’t.

Delete permanently and Empty Trash cannot be undone.

Related pages

• Start transcription
• Edit a transcript
• Create meeting notes