Clio Operate has implemented Transcription directly into the platform. This will be available first as part of the Rich Text or WYSIWYG Editor (CK Editor). This means that if you have a Transcription Provider Enabled and set up, you will be able to speak text directly into these fields all around Clio Operate.
As of release v7.10.0, we have rolled out transcription to Voice Notes and the Batch Transcription Workflow Block.
Details
Transcription is supported from v7.9+
From any Blade, Comment Field, Wiki, and more, so long as you are in a Rich Text Editor (one of those boxes with text and formatting controls, such as in the screenshot above). If your environment has a Transcription provider installed and configured, you will see this microphone icon. The button won't be visible if you don't have a provider installed and configured. If it's something you can't see, but think you should, contact your own internal Clio Operate Administrator.
When you first click the microphone icon, you may need to give the browser permission to access the microphone. If you already use the Voice Notes feature in Clio Operate, you may have done this in the past, and the microphone will activate straight away.
If not, you will see a dialogue box like this.
Decide whether you want to give access to the microphone just this time or whenever you use Clio Operate. Once you've done that, the microphone should activate. This is indicated by the microphone icon pulsing. As soon as this has happened, the microphone is active.
You will briefly see a Blue Information Box warning you that the Microphone is active and transcription is in progress. This will fade after a second or so.
Once you're finished, pause for a second or two before deactivating the microphone button and closing the connection. Different providers process the text differently, and you may notice that once paused, it applies some slight formatting and corrects punctuation or any mistakes it finds. This is the benefit of AI-powered transcription tools: once you finish, they get a sense of the context and use that to improve transcription accuracy.
Available Providers
From day one, Clio Operate will launch with two Transcription providers, though we may add others in the future.
| Provider | Name | Website |
|---|---|---|
|
|
Speechmatics | https://www.speechmatics.com/ |
 |
Azure Speech SDK | https://learn.microsoft.com/en-us/azure/ai-services/speech-service/speech-sdk |
Clio Operate operates both of these providers in a BYOL (Bring Your Own Licence) format, meaning you can register for the service and the package/tier of your choice, and then simply enter your credentials to get going once installed.
How to get it
To get started with one of these product plugins, contact your Clio Operate CSM and let them know which provider you would like to install.
- Visual Workflow blocks for managing batch transcription through a 3rd party provider.
- Configuration on Related Documents to allow for the workflow to be called on relevant (i.e. voice note) documents.
- Configuration of the voice note playback screen to allow for viewing and editing completed transcriptions, and for providing an indication of the last edit made.
- Audit Logging on voice notes to record when a recording/transcription is requested, opened, edited, or downloaded.
Transcribing a voice note
You can transcribe a voice note recording without leaving the matter. This works on new, historical, and uploaded recordings.
Record a voice note as usual, then find the recording in the Related Documents section of the work item. Hover over a recording to reveal its controls: Play, Download, Generate Transcription, and View Transcription.
- If the recording has not been transcribed, select Generate Transcription. Transcription runs only when you select it, so you do not run up provider costs unnecessarily.
- Once a recording has been transcribed, use View Transcription to open it.
Selecting View Transcription opens the transcription in its own blade, titled with the recording's file name. The audio player sits at the top of the blade, with the transcribed text shown in an editable box below it, so you can play the recording back while you read and correct the text. The blade also provides Download, Save, and Save & Close.
When you change a transcription and save it, an indication of the most recent edit is shown, and all edits are stored for audit.
Using the transcription workflow
For batch transcription, Clio Operate provides a set of workflow blocks. These let a workflow pick up an audio file from the document store, send it to your provider, and save the result back against the related document. Because longer recordings are processed in the background, the workflow starts a job and then completes it once the provider signals that the transcription is ready.
The following blocks are available in the workflow toolbox, under the Transcription category:
| Block | What it does |
|---|---|
| Start Transcription Job | Begins a transcription job with the provider. |
| Monitor Transcription Job | Checks the current status of a transcription job with the provider. |
| Complete Transcription Job | Retrieves the completed transcription and updates the related document. |
| Cleanup Transcription Job Post Completion/Error | Removes any media that is no longer needed once the job completes. |
| Transcription Error | Handles errors that occur during transcription. |
The transcription output is saved back to the document store as a .txt or .rtf file.
Transcription data in Data Composer
Transcription details are exposed in Data Composer, so you can use them elsewhere on the platform, for example, in workflows and document templates. These include whether a recording has been transcribed, the date and time it was transcribed, the transcription content and its identifier, the length of the recording, and whether the transcription has been overridden, by whom, and when it was last modified.