Introduction
The Sana Agents Notetaker is an AI-powered tool designed to enhance your meetings by providing transcriptions, summaries, recordings, and storage capabilities for your discussions. It saves time by efficiently capturing and preserving knowledge, while also empowering participants through search-ability, and the capacity to ask questions for easy extraction of information.
How It Works
Once enabled, the Sana Notetaker integrates with your calendar and joins scheduled meetings as an external guest. It notifies participants via a chat message about its presence and the recording, ensuring transparency and consent.
Notetaker will provide you with the following:
Meeting recording: An audio or video recording of the meeting, providing a complete record for future playback.
Meeting summary: A concise overview of the main topics discussed and decisions made, helping to keep everyone aligned.
AI-generated transcript: A detailed, word-for-word account of the meeting, allowing for thorough review and reference.
Action points: Key tasks and responsibilities assigned during the meeting, ensuring clarity on the next steps.
The possibility to ask questions to the transcript: Enables users to query the transcript for specific information, making it easy to extract and locate important details shared during the session.
How to set up the notetaker
Connect to Your Meeting Platform (e.g., Google Meets, Zoom, Microsoft Teams, Webex).
You can do this by either going to the Integration page or by clicking Meetings on the sidebar and connecting the relevant calendar application.
To ensure the best experience, the end user should have a paid Webex account and enable closed captions for the meeting.
Once set up, go to Meetings and select which meetings the notetaker should or should not attend.
You can manually add the notetaker to an ongoing or upcoming meeting. To do so, navigate to the Meetings section, click on the three-dot menu, select "Add Meeting", and then paste the meeting URL into the designated field.
Decide the notetaker behavior
For more information, see the article on the Notetaker.
Decide when the notetaker should join meetings.
As a user, you can select between available options.
As an owner, you can select which options should be available.
Select who should get the email summary.
As a user, you can select between available options.
As an owner, you can select which options should be available.
For Owners: Set the meeting asset ownership
You can choose the default Sana meeting role for participants who are not calendar event organizers. In Workspace settings -> Meetings, you can set it to any of the following roles in:Owner - Participants will have full access.
Editor - Participants can edit the meeting notes and invite others but cannot delete the meeting or remove the organizer's access.
Viewer - Participants can view the meeting notes but cannot make edits or invite others.
None - Participants will not have access to the meeting notes after the meeting ends.
Keep in Mind
The Notetaker will not appear as an attendee in your calendar, but it will still join all meetings that include Microsoft Teams, Zoom or Google Meet options, provided you've selected for the Notetaker to join in Sana Agents.
The Notetaker will join every meeting you've selected, regardless of whether you're present or arrive late.
Best Practices
Test in Smaller Meetings First: Before deploying the Sana notetaker in large or critical meetings, it may be best to start by testing it in smaller, less formal gatherings. This allows you to familiarize yourself with its functionalities, understand how it captures and summarizes discussions, and refine your usage strategies based on these initial experiences.
Utilize Privacy Settings for Sensitive Information: Leverage the notetaker's privacy settings to protect sensitive discussions. This might involve excluding the notetaker from certain parts of a meeting or adjusting the sharing settings to limit who can access the notes.
FAQ
Q: Is there any lower limit to create a recording?
A: There is no time limit, but a lower limit of 300 words to process the meeting.
Q: How do I get the full transcription of a meeting?
A: To obtain the full transcription of a meeting, navigate to Your Content -> Meetings -> Locate the specific meeting for which you need the transcript. Click on the three-dot menu (⋮) next to the meeting. Select Download. The file will download as a zip file containing both the full transcript and the video recording.
Q: When do I receive my meeting summary?
A: The summary is often available after 10 minutes, but can sometimes take longer.
Q: Why did the Sana Notetaker leave my meeting?
A: The Sana Notetaker may leave a meeting for several reasons, including:
Typing
Sana Agents: LeaveRemoving it as a participant
Free workspace hitting the free tier limit
15 minutes of silence or inactivity
5 minutes of only bots being present
10 minutes in the waiting room
10 minutes of no one joining the meeting
30 seconds after everyone has left the meeting
If not granted recording permission (Zoom), leaves after 1 minute
For further information about Sana Agents, please contact [email protected] via email.