TranscribeMe Workspaces
TranscribeMe! is pleased to introduce a new and convenient way for multiple team members to work together on arranging for audio files to be transcribed. The new WorkSpace feature is available to all users with a Customer Portal account.
TranscribeMe! Workspaces replaces the Folder system previously used to organize and sort files ordered on the customer portal. Public Workspaces, unlike folders, allows for multiple team members to upload, access and download all files without requiring the owner to share each individual file. This allows for quicker, more efficient sharing of files, transcripts, editing capabilities and access to all files within the Workspace.
What are Workspaces?
A Workspace can be thought of as a folder in a user’s Customer Portal account. However, unlike prior folders, these are project spaces to which multiple users can be provided access. Once access has been provided all users assigned to a workspace can upload files, order files, download transcripts, edit transcripts, etc. without having to wait for the owner of the workspace to share each file. This is ideal for multiple team members of a company to work on the same projects together.
Navigating Public and Private Workspaces
After logging in to your TranscribeMe Customer Portal account at the TranscribeMe login page at https://portal.transcribeme.com/login. You can find help setting up a customer portal account with this walkthrough if you haven’t created an account yet.
Once logging in you will automatically see the Recordings home page.
If you are part of an organization that has a team Company account, your customer portal will be assigned to that Company Department and you will have access to the Public Workspace feature. Customer Portal accounts assigned to a company appear with a double person icon in the top right corner.
Creating Workspaces to Share With A Team
Workspaces that are shared with multiple users across a team are created as Public Workspaces. To create a new Public Workspace left click on the Public Workspace line. A navigation window will pop up. To create the workspace left click on the plus mark.
Enter the name of your Workspace, using either a project or team name. Then type in a description if desired. The workspace will be created when you hit ‘Save’.
Providing Workspace Access to Team Members
Once the Workspace is created, the owner who created the Workspace can then add other team members to that Workspace. Once the Workspace has been created it will appear under the Public Workspace section when you click on it. Owners will see 3 dots at the end of Workspace title line.
When you click on the 3 dots you will see a pop up window with 2 options:
Workspace Settings and Workspace Access. Click Workspace Access to add team members to the Workspace.
When you click in the Search User bar on the Manager Access window you will see a list of all possible members who are part of your team that are eligible to add to the Workspace. You can search that list by typing in the email address of each team member.
When you click on the user you want to add, they will automatically be added. Once you have added all the members of the team to the Workspace click on Save.
Adding files to Public Workspaces
Once other team members have been added to the public Workspace they can then upload to the workspace by clicking on the Workspace on the left navigation bar and then clicking the Upload button. Once the file is uploaded to the workspace the customer portal account that uploaded the file is listed under ‘owner’.
Moving Files to Workspaces
To move any file that has already been uploaded for transcription from the My Recordings list to a shared Public Workspace select the file and click on the ‘Move to Workspace’ icon in the top right corner of the window.
When you click on the ‘Move Recordings to Workspace’ icon, it will provide you with a list of Workspaces available to move the file to. Click on the Workspace you want and then click ‘Move’.
Download Files
Once a file has been transcribed any user that has access to the Public Workspace can download the completed transcript, even if they did not upload or order the file themselves. Simply select the file and then use either the download option at the end of the line with the file title, or the download button at the top right of the screen.
Workspace Settings
The Workspace Settings option allows the owner of the Public Workspace to open the same window as setting up the Workspace. This will allow you to change the name of the Workspace or the description if you wish.
Private Workspaces and Workspace Limitations
Private Workspaces are exclusive to the Customer Portal account and can not be shared with other users on a team.
There are no limits to the number of Workspaces a user can create.
There is no limit to the number of Public Workspaces a customer portal account can have access to.
All files in Workspaces are subject to the same retention timelines as individual files on customer portal accounts.
And that’s it for Workspaces! Thank you for choosing TranscribeMe to meet your transcription needs.
For any additional questions, please contact the TranscribeMe sales team at sales@transcribeme.com, or support at support@transcribeme.com.