How are the transcript and the AI minutes made?

From the recorded call to the transcript, the draft minutes, the approval and the tasks.

On this page

What is the transcript? How are the minutes written? How are they reviewed and approved? How does an action item become a task? How do they show in Reports? Who sees what?

From every recorded call ErgoMeeting keeps a transcript, and from it AI writes draft minutes that a person reviews. A call without a recording has neither. Everything is on the room's Recordings tab.

What is the transcript?

It is written in the office's language and stored in ErgoCloud as two files, a .txt with the time of each phrase and a .vtt for subtitles, which count towards the office's storage. The Transcript button downloads the .txt. It stays even when the recording file is deleted.

How are the minutes written?

If «The AI minutes are written automatically» is on under Features, they start as soon as the transcript arrives; otherwise whoever started the recording, or a host (whoever made the room, or opens and closes rooms), asks for them with Write AI minutes. Each call has one set of minutes:

Part	What it holds
Summary	The gist of the call in a few paragraphs
Decisions	What was decided, by whom and when in the call
Action items	What has to be done, with an owner and a due date where they were said; only someone who was in the call becomes an owner
Open questions	Whatever was left unanswered

What goes to the AI is the transcript, the room's name and the participants' names. The minutes are charged in credits for every ten minutes of the call, and the room's office pays; if there are not enough credits, they read «Waiting for credits» and are tried again every minute. If AI is not available to the office, they read «AI is not available to the office» and are not tried again on their own; for these, as for minutes that were not written, Write AI minutes shows again.

How are they reviewed and approved?

The minutes arrive as a draft, «AI — review». Whoever started the recording, or a host from the room's office, corrects the summary, removes any line that does not hold and presses Approve; who approved, and when, is kept. An action item's owner is not changed here.

How does an action item become a task?

In approved minutes, each action item has a Task button, once each, for whoever approves them and creates tasks:

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Create and edit tasks	yes	yes	yes	yes	yes	yes	yes

The task takes the title and the due date; in a project room it is tied to the project. It is assigned to the owner if they are a member of the room's office; otherwise it has no one assigned — and the same when the recording file has already been deleted.

How do they show in Reports?

A room's minutes report, under Reports, has the section AI minutes (approved): only what a person approved, with who and when. A report with AI minutes opens only for whoever can see each set of minutes it holds — on screen, in print and as a PDF.

Who sees what?

What	Who
Recording, transcript, draft minutes	The members of the room's office who were in the room when it was recorded — someone removed, for what was recorded before — and, in a project room, whoever manages projects
Approved minutes	The same, and the members of a partner office for calls after they were added to the room
Customers and guests	None of these

Projects, in your office, are managed by:

Permission	Office Owner	Office administrator	Project manager	Technical staff	Secretariat	Accounting	Website manager
Create and edit projects and work items	yes	yes	yes	no	no	no	no

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