Working with Projects

Working with Projects

Projects in DeepTalk provide powerful organization and analysis capabilities, allowing you to group related transcripts and gain insights across multiple conversations. This guide covers everything from basic project creation to advanced cross-transcript analysis.

Understanding Projects

What are Projects?

Projects are organizational containers that group related transcripts together for:

  • Thematic organization: Group content by topic, client, or purpose
  • Cross-transcript analysis: Analyze patterns across multiple conversations
  • Collaboration: Share related content with team members
  • Reporting: Generate insights from combined transcript data
  • Workflow management: Track progress across related conversations

Project Benefits

  • Unified analysis: See patterns across multiple transcripts
  • Better organization: Keep related content together
  • Collaborative workflows: Team access to project content
  • Comprehensive insights: Project-level summaries and trends
  • Efficient management: Bulk operations across related transcripts

Creating Projects

Basic Project Creation

From Projects Page:

  1. Navigate to 📁 Projects tab
  2. Click “Create New Project” button
  3. Enter project details:
    • Name: Descriptive project title
    • Description: Purpose and scope
    • Category: Project type or department
    • Tags: Relevant keywords for discovery
  4. Configure settings:
    • Privacy level: Private, team, or public access
    • Analysis preferences: Default analysis settings
    • Notification settings: Updates and progress alerts
  5. Save to create the project

Quick Project Creation:

  • From transcript: Create project while uploading files
  • From existing content: Select transcripts and “Add to New Project”
  • Template-based: Use project templates for common use cases

Project Configuration

Basic Information:

  • Project name: Clear, descriptive title
  • Description: Detailed explanation of project purpose
  • Keywords/tags: Searchable terms for discovery
  • Category: Business type, department, or purpose classification

Advanced Settings:

  • Default analysis: AI analysis settings for all project transcripts
  • Speaker preferences: Default speaker handling and naming
  • Export templates: Standardized export formats for project content
  • Collaboration rules: Team access and permissions

Adding Content to Projects

Adding New Transcripts

Upload Directly to Project:

  1. Open the target project
  2. Click “Add Transcripts” or “Upload to Project”
  3. Select files using standard upload process
  4. Files automatically assigned to the project

Benefits of Direct Upload:

  • Automatic organization: No need to move files later
  • Consistent settings: Project defaults applied to all uploads
  • Streamlined workflow: Single-step upload and organization

Adding Existing Transcripts

From Library:

  1. Go to 📋 Library page
  2. Select one or more transcripts
  3. Click “Add to Project” button
  4. Choose target project from list
  5. Confirm addition to project

From Transcript Detail:

  1. Open any transcript
  2. Find “Project Assignment” section
  3. Select target project from dropdown
  4. Save the assignment

Bulk Assignment:

  • Select multiple transcripts in Library
  • Use “Bulk Actions” → “Add to Project”
  • Choose project and confirm batch assignment
  • Monitor progress for large batches

Moving Between Projects

Single Transcript:

  • Open transcript details
  • Change project assignment in metadata
  • Save to move to new project

Multiple Transcripts:

  • Select transcripts in Library or current project
  • Use “Move to Project” action
  • Choose destination project
  • Confirm the move operation

Project Organization

Project Structure

Hierarchical Organization:

  • Main project: Top-level container
  • Sub-categories: Organize within projects using tags or collections
  • Cross-references: Link related content across projects
  • Timeline organization: Chronological arrangement of content

Content Grouping Strategies:

  • By speaker: Group sessions by participant
  • By topic: Organize around themes or subjects
  • By date: Chronological organization
  • By status: Group by completion or review status

Project Navigation

Project Dashboard:

  • Overview statistics: Total transcripts, duration, processing status
  • Recent activity: Latest additions and analysis updates
  • Key insights: Project-level summaries and findings
  • Quick actions: Common operations for project content

Content Views:

  • List view: Detailed transcript information in table format
  • Grid view: Visual cards showing transcript thumbnails
  • Timeline view: Chronological arrangement of content
  • Analysis view: Focus on insights and summaries

Cross-Transcript Analysis

Project-Level Insights

Comprehensive Analysis:

  • Unified themes: Common topics across all project transcripts
  • Speaker patterns: Participation and interaction analysis
  • Temporal trends: How topics and sentiment change over time
  • Key relationships: Connections between different conversations

Automated Insights:

  • Project summary: Overall themes and conclusions
  • Action items: Consolidated tasks from all transcripts
  • Decision tracking: Important decisions made across conversations
  • Follow-up analysis: Items requiring attention across sessions

Pattern Recognition

Topic Evolution:

  • Theme progression: How topics develop across conversations
  • Emerging issues: New topics appearing in recent transcripts
  • Resolution tracking: Follow issues from identification to resolution
  • Stakeholder involvement: Track who participates in which topics

Speaker Analytics:

  • Participation patterns: Who speaks most/least in different contexts
  • Expertise identification: Subject matter experts by topic
  • Communication styles: Analysis of individual speaking patterns
  • Relationship mapping: Interaction patterns between speakers

Comparative Analysis

Across Time Periods:

  • Before/after comparisons: Analyze changes over time
  • Trend identification: Spot increasing or decreasing focus areas
  • Seasonal patterns: Identify recurring themes or cycles
  • Progress tracking: Measure advancement toward goals

Across Speaker Groups:

  • Department differences: Compare perspectives across teams
  • Role-based analysis: Different viewpoints by job function
  • Stakeholder alignment: Consensus and disagreement patterns
  • Communication effectiveness: Clarity and understanding metrics

Collaboration Features

Team Access and Permissions

Permission Levels:

  • Owner: Full control, can delete project and manage permissions
  • Editor: Can add content, edit transcripts, and modify analysis
  • Contributor: Can add content and comments but not edit existing material
  • Viewer: Read-only access to project content and analysis

Access Management:

  • Team invitations: Invite specific users to project
  • Role assignment: Set appropriate permission level for each member
  • Access review: Regularly review and update permissions
  • External sharing: Share with users outside your organization

Collaborative Workflows

Review Processes:

  • Assignment: Assign specific transcripts to team members for review
  • Status tracking: Monitor completion of review tasks
  • Approval workflows: Multi-stage approval for important content
  • Change notifications: Alert team members to updates and changes

Communication:

  • Project comments: Team discussion about overall project
  • Transcript annotations: Collaborative notes on specific content
  • Review feedback: Structured feedback and approval processes
  • Status updates: Regular communication about project progress

Project Analysis and Reporting

Analysis Configuration

Project-Wide Settings:

  • Analysis depth: Comprehensive vs. summary analysis
  • Focus areas: Emphasize specific types of insights
  • Custom prompts: Tailored analysis for project needs
  • Comparison baselines: Standard metrics for consistency

Scheduled Analysis:

  • Regular updates: Automatic re-analysis as new content is added
  • Trigger conditions: Re-analyze when significant new content is added
  • Progress reports: Regular summary of project insights
  • Alert thresholds: Notifications for significant changes or discoveries

Reporting Features

Standard Reports:

  • Executive summary: High-level overview for leadership
  • Detailed analysis: Comprehensive findings and recommendations
  • Progress reports: Status updates and milestone tracking
  • Comparative analysis: Before/after or cross-group comparisons

Custom Reports:

  • Template creation: Develop standardized report formats
  • Data selection: Choose specific insights and metrics
  • Formatting options: Professional layouts and branding
  • Export formats: PDF, Word, PowerPoint, or web formats

Data Export and Integration

Project Export Options:

  • Complete project: All transcripts, analysis, and metadata
  • Summary only: Consolidated insights without full transcripts
  • Selected content: Choose specific transcripts or time periods
  • Analysis data: Structured data for further analysis

Integration Capabilities:

  • Business intelligence: Export to BI tools for advanced analytics
  • Document management: Integration with SharePoint, Confluence, etc.
  • CRM systems: Connect insights to customer relationship platforms
  • Project management: Link to project tracking and planning tools

Advanced Project Features

Project Templates

Template Creation:

  • Save project structure: Create reusable project configurations
  • Include settings: Default analysis, permissions, and workflows
  • Standard categories: Predefined tags and organization schemes
  • Workflow templates: Standard processes for common project types

Template Usage:

  • Quick setup: Start new projects with proven configurations
  • Consistency: Ensure standard approaches across similar projects
  • Best practices: Incorporate lessons learned from successful projects
  • Team efficiency: Reduce setup time for recurring project types

Automation and Integration

Automated Workflows:

  • Content routing: Automatically assign new uploads to appropriate projects
  • Analysis triggers: Run analysis when project reaches specific milestones
  • Notification rules: Alert stakeholders to important developments
  • Report generation: Automatically create and distribute regular reports

External Integrations:

  • Calendar integration: Link project timelines to meeting schedules
  • Email automation: Send project updates and reports via email
  • Slack/Teams notifications: Real-time alerts in team communication channels
  • API access: Custom integrations with other business systems

Project Management Best Practices

Planning and Setup

Project Definition:

  • Clear objectives: Define what you want to achieve
  • Scope boundaries: Determine what content belongs in the project
  • Success metrics: Establish how you’ll measure project success
  • Timeline expectations: Set realistic schedules for content and analysis

Team Organization:

  • Role clarity: Define responsibilities for each team member
  • Access controls: Set appropriate permissions from the start
  • Communication plans: Establish regular update and review schedules
  • Quality standards: Define expectations for transcript quality and analysis

Ongoing Management

Content Organization:

  • Consistent naming: Use standardized naming conventions
  • Regular cleanup: Remove outdated or irrelevant content
  • Quality monitoring: Ensure transcript accuracy and completeness
  • Progress tracking: Monitor advancement toward project goals

Analysis Optimization:

  • Regular reviews: Periodically review and update analysis settings
  • Insight validation: Verify AI-generated insights with human expertise
  • Trend monitoring: Watch for emerging patterns and themes
  • Actionable outcomes: Ensure analysis leads to concrete actions

Quality Assurance

Content Quality:

  • Review standards: Establish criteria for transcript approval
  • Accuracy verification: Regular spot-checks of transcription quality
  • Speaker validation: Confirm speaker identification accuracy
  • Completeness checks: Ensure all relevant content is included

Analysis Quality:

  • Insight validation: Cross-check AI analysis with human understanding
  • Bias detection: Watch for and correct analytical biases
  • Consistency monitoring: Ensure similar content receives similar analysis
  • Continuous improvement: Refine analysis settings based on results

Next: Learn about settings and configuration →