Voicea provides users with a variety of features to allow control over which meeting assets (audio, video, and full meeting transcripts) are retained, and which are not, with asset retention policy settings. Asset retention allows users to set retention settings on a variety of different levels, including at the workspace level, the meeting level, and the user level.
What Is This Feature?
You can control the privacy of your meeting assets in different ways so that the access to audio, video and transcript of your meetings is restricted by specific duration or to specific users. You can achieve this in different ways:
- Workspace owners can set an asset retention workspace policy to define the duration for how long the assets of the meetings in their workspace (transcripts, audio, and video) are retained after the meeting ends.
- Workspace owners can define user level exceptions to their asset retention workspace policy.
- During a meeting, meeting hosts and attendees can put the meeting “off the record” so that the transcript, audio and video of the meeting are not shown post meeting. This can be done using a voice command or by hitting “Pause EVA” button in livetap. Highlights and voice commands will be available on the Playback page after the meeting ends.
How To Use It:
Case A : Host or attendee set a meeting to “off the record mode” in LiveTap:
- Meeting hosts and attendees can set a meeting to “off the record” mode using a voice command by saying “Okay EVA, Set this meeting to off-the-record mode” (or "Okay EVA, Set the meeting to Vegas Mode"), or by clicking on the “Off the record” button in live tap as shown below:
- On clicking “Off the record”, EVA will not record audio or video and will not provide full transcript of the meeting after it ends. Instead it will only capture highlights (with associated audio snippet corresponding to that specific highlight) and comments created during the meeting.
- On clicking “Pause EVA”, EVA will stop all activity for the duration it is paused, which means it will not record audio or video and will not provide full transcript of the meeting and will not capture highlights for the duration where EVA is paused.
- If you would like to get EVA to re-join the meeting, simply click on the same button that now has the text “Continue EVA”.
- You can also choose to “Drop EVA” from the meeting completely, in this case EVA will leave the meeting immediately which means it will stop all activities including recording audio and video and will stop transcription of the meeting and will not provide any highlights post leaving the meeting.
Case B: Workspace owner or primary owner manages asset retention settings on workspace level:
- Setting asset retention settings on a workspace level can only be managed by an owner or a primary owner of a workspace by accessing workspace settings. The owner of the workspace can also define user level exceptions to this policy.
- In order to manage asset retention settings for meetings in your workspace, navigate to workspace settings at the top of the Past meetings page.
- When you click on “Workspace Settings”, you will be directed to a page where the owner of a workspace can manage the different settings of a workspace including asset retention.
- Once you click on “Meeting Asset Retention”, you will be able to manage the following:
- How long assets are retained after a meeting (within that workspace) ends. The workspace owner can choose from three options: Retain forever - Never retain or Custom where they can define custom durations.
- Define user level exceptions in order to manage different asset retention settings to specific users.
How To Leverage This Feature
Use the asset retention settings to manage privacy and access rights to your meetings assets including audio, video and full transcript on a workspace level, meeting level or user level.