Managing Transcripts

Managing Transcripts

This comprehensive guide covers everything you need to know about working with your transcribed content in DeepTalk, from viewing and editing to organization and export.

Transcript Overview

What is a Transcript in DeepTalk?

A transcript in DeepTalk is more than just text - it’s a rich document containing:

  • Original audio/video file with playback capability
  • Transcribed text with speaker identification (if available)
  • AI analysis results including summaries and insights
  • Metadata such as creation date, duration, and processing info
  • User annotations and custom notes
  • Version history tracking changes and improvements

Transcript Lifecycle

  1. Upload: Original file uploaded to DeepTalk
  2. Processing: Audio extracted and transcribed
  3. Analysis: AI processing for insights and summaries
  4. Review: User review and editing
  5. Organization: Assignment to projects and tagging
  6. Export: Sharing or archiving the final result

Viewing Transcripts

Library View

Access: Click the đź“‹ Library tab

List View Features:

  • Thumbnail: Visual representation or audio waveform
  • Title and description: Primary identification
  • Metadata: Duration, creation date, processing status
  • Quick actions: Play, edit, export, delete buttons

Grid View Features:

  • Card layout: Larger thumbnails and more visual information
  • Batch selection: Select multiple transcripts at once
  • Sorting options: By date, name, duration, or status
  • Filter controls: Search and filter visible transcripts

Transcript Detail View

Access: Click on any transcript in the Library

Main Content Area:

  • Full transcript text: Complete transcription with formatting
  • Speaker labels: Identified speakers (if available)
  • Timestamps: Time markers for navigation
  • Paragraph breaks: Natural conversation flow

Side Panel Information:

  • File details: Original filename, format, size, duration
  • Processing info: Transcription service used, quality metrics
  • Analysis results: AI-generated summaries and insights
  • Custom metadata: User-added tags and notes

Editing Transcripts

Text Editing

Access: Click “Edit” button in transcript detail view

Editing Features:

  • Real-time editing: Changes saved automatically
  • Speaker correction: Modify speaker labels and assignments
  • Text formatting: Add emphasis, paragraph breaks, and structure
  • Timestamp preservation: Time markers maintained during editing

Editing Best Practices:

  • Correct major errors first: Focus on meaning-changing mistakes
  • Preserve speaker flow: Keep conversation structure intact
  • Add context: Include [background noise], [unclear], etc. for clarity
  • Review systematically: Work through transcript chronologically

Speaker Management

Speaker Identification:

  • Auto-detection: DeepTalk attempts automatic speaker identification
  • Manual assignment: Correct or add speaker labels manually
  • Speaker naming: Assign meaningful names instead of “Speaker 1”
  • Consistency: Use consistent speaker names across related transcripts

Speaker Editing Tools:

  • Bulk speaker changes: Update all instances of a speaker at once
  • Speaker merge: Combine incorrectly split speakers
  • Speaker split: Separate incorrectly merged speakers
  • Speaker timeline: Visual representation of speaker changes

Version Control

Automatic Versioning:

  • Original version: Always preserved from initial processing
  • User edits: Tracked as new versions with timestamps
  • Analysis updates: AI re-analysis creates new analysis versions
  • Export snapshots: Exported versions saved for reference

Version Management:

  • Compare versions: Side-by-side comparison of different versions
  • Restore versions: Revert to any previous version
  • Version notes: Add comments explaining changes
  • Export specific versions: Choose which version to export

Search and Discovery

Global Search: Available from any page using the search bar

Search Capabilities:

  • Text search: Find specific words or phrases
  • Speaker search: Find content by specific speakers
  • Date range: Limit results to specific time periods
  • Project filter: Search within specific projects only

Search Tips:

  • Use quotes for exact phrases: “quarterly results”
  • Use wildcards for partial matches: “profit*”
  • Combine terms with AND/OR: “budget AND timeline”
  • Exclude terms with minus: “meeting -budget”

Semantic Search (requires AI services):

  • Concept search: Find content by meaning, not just keywords
  • Context awareness: Understands relationships between concepts
  • Intent matching: Finds content matching your intent
  • Similar content: Discovers related transcripts automatically

Filter Options:

  • Processing status: Show only completed, processing, or error transcripts
  • Duration range: Filter by recording length
  • File type: Audio vs. video sources
  • Quality metrics: Filter by transcription confidence scores

Content Discovery

Related Content:

  • Similar transcripts: AI-suggested related content
  • Common speakers: Other transcripts with same participants
  • Topic clustering: Group transcripts by subject matter
  • Timeline connections: Chronologically related content

Trending Topics:

  • Frequent terms: Most common words/phrases across transcripts
  • Emerging themes: New topics appearing in recent transcripts
  • Speaker patterns: Analysis of speaker participation and topics
  • Content evolution: How topics change over time

Organization and Tagging

Custom Tags

Creating Tags:

  • Add tags: Use the tag field in transcript details
  • Tag suggestions: System suggests relevant tags based on content
  • Hierarchical tags: Use colons for categories (project:marketing:q1)
  • Color coding: Assign colors to tag categories

Tag Management:

  • Tag library: View and manage all tags
  • Bulk tagging: Apply tags to multiple transcripts
  • Tag cleanup: Merge similar or duplicate tags
  • Tag analytics: See tag usage statistics

Categories and Collections

Smart Collections:

  • Auto-updating: Collections that automatically include matching content
  • Rules-based: Define criteria for automatic inclusion
  • Dynamic filters: Collections update as new content is added
  • Shared criteria: Use collections across projects

Manual Collections:

  • Custom groupings: Manually curated transcript collections
  • Cross-project: Include transcripts from multiple projects
  • Purpose-driven: Organize by use case or audience
  • Temporary collections: For specific analysis or export needs

Analysis and Insights

AI-Generated Analysis

Available Analysis Types:

  • Summary: Key points and main topics discussed
  • Action items: Tasks and follow-ups mentioned
  • Sentiment analysis: Emotional tone and mood indicators
  • Topic extraction: Main themes and subjects covered
  • Question/answer pairs: Q&A format content identification

Analysis Configuration:

  • Analysis depth: Quick overview vs. comprehensive analysis
  • Focus areas: Emphasize specific types of insights
  • Custom prompts: Configure AI analysis for specific use cases
  • Batch analysis: Analyze multiple transcripts with consistent parameters

Custom Analysis

Manual Annotations:

  • Highlights: Mark important sections of transcripts
  • Notes: Add context, explanations, or follow-up information
  • Bookmarks: Quick navigation to key moments
  • Action items: Create tasks linked to specific transcript sections

Collaborative Analysis:

  • Shared annotations: Team members can add notes and highlights
  • Comment threads: Discuss specific sections with collaborators
  • Review status: Track analysis completion and approval
  • Assignment: Assign specific sections to team members for review

Export and Sharing

Export Formats

Text Formats:

  • Plain text: Simple .txt file with basic formatting
  • Rich text: .rtf with formatting, speakers, and timestamps
  • Markdown: .md format with structured formatting
  • Word document: .docx with full formatting and layout

Structured Formats:

  • JSON: Machine-readable with all metadata
  • CSV: Spreadsheet format for analysis
  • XML: Structured data with custom schemas
  • PDF: Professional document with formatting

Audio/Video Exports:

  • Original file: Download original uploaded file
  • Processed audio: Cleaned or enhanced audio
  • Timestamp clips: Extract specific segments
  • Combined formats: Audio + transcript packages

Export Options

Content Selection:

  • Full transcript: Complete content including all analysis
  • Text only: Just the transcribed speech
  • Analysis only: Summaries and insights without full text
  • Custom selection: Choose specific sections or elements

Formatting Options:

  • Include speakers: Show or hide speaker labels
  • Include timestamps: Time markers for each section
  • Include analysis: AI-generated insights and summaries
  • Custom styling: Headers, fonts, and layout preferences

Sharing and Collaboration

Direct Sharing:

  • Email export: Send transcripts directly via email
  • Link sharing: Generate shareable links to transcripts
  • Team access: Grant access to specific team members
  • Public sharing: Create public links for broader access

Integration Options:

  • Cloud storage: Export directly to Google Drive, Dropbox, etc.
  • Collaboration tools: Integration with Slack, Teams, etc.
  • Document systems: Export to SharePoint, Confluence, etc.
  • API access: Programmatic access for custom integrations

Quality Management

Transcript Quality Assessment

Quality Metrics:

  • Confidence scores: Transcription accuracy indicators
  • Completeness: Percentage of audio successfully transcribed
  • Speaker accuracy: Correct speaker identification rate
  • Timestamp precision: Accuracy of time markers

Quality Improvement:

  • Manual review: Human review and correction process
  • Re-processing: Re-run transcription with different settings
  • Service optimization: Adjust transcription service parameters
  • Audio enhancement: Improve source audio quality

Validation Workflow

Review Process:

  • Initial review: Quick scan for major errors
  • Detailed editing: Comprehensive correction and improvement
  • Quality approval: Final review and approval process
  • Publication: Mark as final and ready for sharing

Review Tracking:

  • Review status: Track completion of review stages
  • Reviewer assignment: Assign specific reviewers to transcripts
  • Change tracking: Monitor what changes were made and by whom
  • Approval workflow: Multi-stage approval process for important content

Performance and Optimization

Managing Large Libraries

Performance Tips:

  • Regular cleanup: Archive or delete outdated transcripts
  • Selective loading: Load transcript details only when needed
  • Batch operations: Process multiple transcripts efficiently
  • Index optimization: Let DeepTalk optimize search indexes

Storage Management:

  • Disk usage: Monitor storage usage for transcripts and media
  • Cleanup tools: Remove temporary files and cached data
  • Archive options: Move old content to long-term storage
  • Backup strategies: Regular backup of important transcripts

Workflow Optimization

Efficient Practices:

  • Consistent naming: Use standard naming conventions
  • Systematic tagging: Apply tags consistently across content
  • Regular organization: Periodically organize and clean up library
  • Template usage: Create templates for common transcript types

Automation Opportunities:

  • Auto-tagging: Set up rules for automatic tag assignment
  • Batch processing: Process similar content together
  • Scheduled analysis: Run analysis during off-peak hours
  • Integration workflows: Automate export and sharing processes

Next: Learn about organizing with projects →