This article outlines steps to use one of our Poly video conference systems with Zoom to generate an automated transcript and AI summary. This currently only applies to the video conference system in the Patton Boardroom.
Steps:
1. Create Zoom meeting either using calendar plugin or via zoom.us. Login to zoom.us using from the same web browser you use for your Blue Ridge email. Select login using Google.
2. Using the zoom.us website, edit meeting:
- add a meeting passcode
- enable "cloud recording"
- enable automatic AI summary using
- "general template"
- If the host's Zoom account has been upgraded with an AI Companion license, select appropriate custom meeting template such as "Board meeting"
3. Before the meeting begins, join the meeting using the normal zoom client on your laptop / desktop. At least one host should log in. Be sure to MUTE both audio input (microphone) and output (speakers).
4. In the Zoom client, click the "transcript" button at bottom and select English
5. Join the meeting using the video system in boardroom - use the touch panel in the back of the room - just type in the meeting ID and passcode
\When the system joins the meeting - it will automatically announce "Recording in progress"
6. Once the video device is joined, UNMUTE the device when ready so it can pick up audio
If you are only using the video conference system to transcribe meeting, you do not need to display the video conference system to a TV nor do you need to activate the camera.
7. On your own zoom client, once unmuted, click the 'transcript' or CC button to make sure it is receiving audio from the system - transcripts should start flowing immediately.
8. As a zoom host using the Zoom client, end the meeting when the public portion is done
9. After about 10 - 30 minutes, Zoom will automatically email us a summary and link to transcripts and a recording.