Add transcripts

Administrators and group leaders can add transcripts to a case.

The following transcript file types are supported: PTF, PCF, and .txt.

Before you start

Before you add a transcript to a case, do the following:

Create a transcript type. For more information, see Create transcript types.

If you are adding a portable transcript format (PTF) or portable case format (PCF) transcript file, create a note category to associate with any notes that are part of the file. For more information, see Add a note category.

If you are adding a plain text transcript (.txt file), create a transcript format to specify the location of page breaks in the transcript. For more information, see Create transcript formats.

Add portable transcript format (PTF) transcripts

To add a portable transcript format (PTF) transcript to a case:

On the Case Home page, on the Case Home menu, select Transcripts.

In the navigation pane, click Manage Files.

Click Add.

In the File area, click Browse. Select the file to add, and then click Open.

In the Type list, select the transcript type.

Note: Make sure that reviewers have the appropriate permissions to access the transcript type. For more information, see Work with security for objects.

In the Note category list, select a note category to associate with any notes that are part of the file.

Click Next.

The Metadata page appears, and displays information about the number of pages and any annotations that are part of the file.

In the Name box, type a unique name for the transcript. As a best practice, consider including information such as the name of the witness and the date of the testimony.

To preview the transcript, click Next.

To finish uploading the transcript, click Finish.

An index transcript files job runs automatically to add the transcript to the index, so that the content can be searched.

If the transcript contains highlight annotations (also called transcript issues), you must grant review groups permissions to access the annotations. For more information, see Work with security for objects.

Add portable case format (PCF) transcripts

A portable case format (PCF) transcript file can contain multiple transcripts. Each transcript must have a unique name.

To add portable case format (PCF) transcripts to a case:

On the Case Home page, on the Case Home menu, select Transcripts.

In the navigation pane, click Manage Files.

Click Add.

In the File area, click Browse. Select the file to add, and then click Open.

In the Type list, select the transcript type.

Note: Make sure that reviewers have the appropriate permissions to access the transcript type. For more information, see Work with security for objects.

In the Note category list, select a note category to associate with any notes that are part of the file.

Click Next.

The Metadata page appears, and displays information about the number of pages and any annotations that are part of the file.

To preview the transcript, click Next.

To finish uploading the transcript, click Finish.

An index transcript files job runs automatically to add the transcript to the index, so that the content can be searched.

If the transcript contains highlight annotations (also called transcript issues), you must grant review groups permissions to access the annotations. For more information, see Work with security for objects.

Add plain text transcripts

To add a plain text transcript (.txt file) to a case:

On the Case Home page, on the Case Home menu, select Transcripts.

In the navigation pane, click Manage Files.

Click Add.

In the File area, click Browse. Select the file to add, and then click Open.

In the Name box, type a unique name for the transcript. As a best practice, consider including information such as the name of the witness and the date of the testimony.

In the Type list, select the transcript type.

Note: Make sure that reviewers have the appropriate permissions to access the transcript type. For more information, see Work with security for objects.

If the transcript does not start on page 1, in the Starting page number box, type the page number of the first page of the transcript.

Click Next.

On the Formatting page, select Saved format, and then select a transcript format from the list.

Note: You can create a new transcript format, and optionally base the new format on an existing format. Select New format, and then enter the formatting details. For more information about how to create a transcript format, see Create transcript formats.

Click Next.

On the Metadata page, examine the data to determine whether the page breaks are applied correctly.

For example, if the average number of lines per page is 25 lines, but the maximum number of lines on a page is 200 lines, this indicates that the transcript format does not accurately describe the page break pattern for this transcript.

To fix incorrect page breaks, return to the Formatting page and create a new transcript format.

Note: Be aware that a transcript may include multiple sections that contain different page break patterns.

To preview the transcript, click Next. Scroll through the transcript to make sure that the page breaks are applied correctly, and apply a revised transcript format if necessary.

To finish uploading the transcript, click Finish.

An index transcript files job runs automatically to add the transcript to the index, so that the contents can be searched.