Enabling FYI AI Meeting and Transcript Imports (Beta)

The Calendar Entry AutoFile app connects FYI with Outlook to automatically import and file client meetings for each user, created as Meeting records in FYI. When this is enabled, practices also have the option to enable Meeting Transcripts to import and file specific meetings and their transcripts.

When importing Meeting Transcripts:

• Meeting transcripts are scanned for every hour.
• If the user has In Tray Review enabled, Meeting records are imported to the user's In Tray.

For more information on Calendar Entry AutoFile, refer to Calendar Entry AutoFile.

Meeting Transcripts Overview

Meeting Transcripts allows FYI to automatically import meeting transcript records from Microsoft Teams into FYI. Once imported, the transcript is saved as a Meeting record in FYI and can be used like other documents in FYI.

Meeting transcripts can be used to keep a record of client or internal meetings, and can also support automation processes. For example, once a meeting transcript has been imported into FYI, an automation can use FYI AI Prompt step to review the transcript, summarise the meeting, or create tasks from action items.

Note: Practices can import meeting transcripts into FYI without enabling FYI AI.

Enabling Meeting Transcripts

1. In FYI, click the Automation menu option.
    
2. Go to the Apps tab.
    
3. Locate the Calendar Entry AutoFile app, and click the cog icon to edit the app settings.
   
    
4. Ensure that Calendar auto-filing option is enabled.
   Note: If this is disabled, Meeting Transcripts cannot be imported.
    
5. The setting Meeting Transcripts will be displayed. Click the toggle to change the option to On.
   
6. Click Authorise and follow the prompts to log in. Depending on your Microsoft settings, an administrator may need to approve the requested permissions.
   Note: If the user is not authorised to grant consent for your organisation, you will be prompted to request approval from an Admin.
    
7. If prompted, tick Consent on behalf of your organization to approve the permissions for all users.
    
8. Click Accept.
    
9. The Authorisation status will be displayed next to the Authorise button e.g. Authorisation Successful, please log out and back in.
    
10. Log out and log back into FYI, to ensure the updated Microsoft permissions are applied.

An entry will be added to Practice Activity to show when the feature was enabled.

Meeting Transcript Settings

Meeting Import mode

Once meeting transcripts are enabled, the meeting import mode determines which meetings are automatically imported into FYI:

• Import all meetings (default): All meetings are imported, unless the meeting matches one of the exclusion settings.
• Only import meetings with transcripts: Imports meetings only when a transcript is detected, unless the meeting matches one of the exclusion settings.
  Note: When a meeting transcript is created, FYI will sync the transcript within approximately 10 minutes of the meeting ending. FYI also performs an hourly check to identify and import any transcripts that may not have synced automatically.

Meeting Transcripts will not be imported:

• If the meeting does not have Transcription enabled by default. A meeting participant with the appropriate permissions must manually start the transcription during the meeting. Please note that guests or anonymous users from outside the organisation cannot start a transcription.
• Transcription has been disabled for the organisation. 

Exclusion Settings

Once enabled, the following exclusion settings are displayed. 

User each setting to prevent selected meeting types from being imported into your platform. When each of these settings are enabled, that meeting type is not imported or filed to FYI.

Note: Imported meetings are not live references to Outlook. If a meeting is changed in Outlook after it has been imported into FYI, the existing Meeting record in FYI is not removed or changed.

Meeting Record Filing Details

A corresponding tab is displayed next to the Settings tab for Internal Meetings, External Meetings, and Private Meetings allowing users to configure the default filing Cabinet for each meeting type, where applicable.

For External Meetings, Include client contacts can be enabled. When enabled, meeting attendees against both client email addresses and their saved contacts are considered clients. If a client contact attends, the meeting is treated as a client meeting rather than an external meeting.

Note: If a meeting type is excluded, meetings of that type are not imported. 

If no specific cabinet is selected, Meeting records are filed using the practice Filing Defaults.

The following is an example of the Internal Meetings filing Cabinet default set as 'Practice Admin'.