How to use Smart Summary templates?

Not every meeting is the same, so why should your summary be? Smart Summary templates let you pick a structure that fits your meeting, for example an Advisory meeting that automatically captures the Q&A, goals, deadlines, and action items. 
 

This article walks you through how to select, change, and regenerate templates.

What are Smart Summary templates?

Vectera Business plan users can now choose from 9 built-in summary templates. Templates let you structure your Smart Summary around a specific meeting type instead of a generic overview. Each template breaks the summary into labelled sections relevant to that type of meeting, so you capture exactly what matters.

 

The following template categories are available to all Smart Summary users:

 - General: A broad summary covering the main topics, context, and outcome. The default for all meeting rooms unless changed.

 - Team: Focused on team updates, decisions, and follow-ups during a team meeting or a one-on-one meeting.

 - Accounting: Multiple accounting tailored templates which cover numbers, goals, decision making and action items.

 - Sales: Captures prospect details, product feedback, pricing discussion, buying signals, and action items for sales calls and demos.

 

You can find an overview of all the templates on the templates overview page.

 

Select a template for your summary

You can choose a template at three moments; one upfront as a general setting, and two when starting a transcription. 
Also after the transcription has been generated you'll be able to switch to another template and regenerate the summary.

 

1. Set a team default (admins only)

As a team admin, you can set the default template for your entire organisation on the templates overview page. This template is automatically preselected in the meeting room and on the greet screen for all hosts.

  1. Go to Meeting rooms > Summary templates in your dashboard.
  2. Browse the template cards. Click on any card to see a preview with its sections and descriptions.
  3. Click Set as team default on the template you want to set as default.

 

The current default is marked with a label on its card. If no custom default is set, General is used.

 

2. On the greet screen (before joining the meeting room)

When you open a meeting room, you first see the greet screen. Select 'Audio + video' or 'Audio only'. If your organisation has Smart Summary enabled, you will see a Smart summary section here as a host.

  • Toggle Start transcription on join to automatically start transcription when you enter the room.
  • Select a template from the dropdown to use for this meeting.

 

3. In the Smart Summary panel (in the meeting room)

Before starting a transcription, you can also select or change the template directly in the Smart Summary panel in the meeting room.

  • Use the dropdown to select a template. The team default is pre-selected.
  • Click All templates to open a full overview where you can preview each template and its sections before choosing.

 

Templates when summary is generated

Once the transcription is stopped and the summary is generated, the summary is structured according to the template that was selected. Each section of the template appears as a labelled block in the summary.

The template used for the current summary is shown in the template dropdown in the Smart Summary panel and on the summary detail page. You can edit the content of any section using the pencil icon, without it counting as a new version.

 

 

Regenerate (with a different template or language)

After a summary has been generated, you can regenerate it with a different template or language. You can do this in the meeting room or in the summary detail page on the dashboard.

There are 4 ways to regenerate:

  1. Regenerate with the same template and language
  2. Regenerate with a different template in the same language
  3. Regenerate with the same template in a different language
  4. Regenerate with a different template in a different language

Steps to regenerate:

  1. Optionally, select a different template and/or language from the dropdowns. The Regenerate button becomes primary once you make a change. 
  2. Click Regenerate, this will open a confirmation modal showing the selected template, language, and current version number.
  3. Confirm to generate the new version. The new version becomes the active summary.

 

On the summary detail page you will be able to see all the versions, with the language and template

 

 

Version limit

You can generate a maximum of 5 versions per transcription. Once the limit is reached, the Regenerate button, template selector, and language selector are all disabled. Hover over them to see a message explaining the limit.

For small changes, use the edit function instead, editing does not count as a new version.

 

The Vectera team is looking forward to your feedback. Our main goal still is to improve your experience in creating online meeting rooms. Eager to get going? Log into your account or get started with a free, fully-featured trial of Vectera!

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