How to automate your transcription app

Remember the days of taking notes during meetings—in a physical notebook, with a pen? Transcripts are a significant improvement, capturing everything that was said and making it easy to share meeting information with others. 

But the best uses for your transcripts are usually outside your transcription app. Whether you're trying to collaborate or follow up after a call, automation can use your script to complete a "next step" for you. That way, you never lose track of information, tasks, or critical details from your meetings. 

Jump ahead

• Create documents from transcripts

• Create tasks based on transcripts

• Send notifications for transcripts

• Save backup copies of transcripts

• Create transcripts from audio files

Create documents from your transcripts

While some transcript apps will let you highlight text or add comments, this is often easier done in Google Docs. Once it's in the Google Doc, you can pull chunks from the text into other tools, such as a project management app or a customer relationship manager (CRM). Or you can link to the doc itself within other tools—something that would be tricky (if not impossible) with transcript apps. 

When a new transcript is created, you can use a Zap to automatically create a new Google Doc from the same text. And you can even specify which Google Drive folder you want it to live in.

Create tasks based on your transcripts

Need to send an email after a meeting is complete? Or create a project based on a kickoff call? Use automation to create tasks or items in your project management tool (like ClickUp or monday.com). If you're a Notion user, you can also create database items or pages to keep track of your follow-ups.

If you depend on your project management tool to get stuff done, you can add a due date (for example, two days after the task gets added) so you don't fall behind on your work. Including a link to the transcript—or the Google Doc created in the last example—makes it easy to refer back to the file for more info.

Send notifications for your transcripts

Need to notify your team after an all-company meeting ended? Want a colleague to give you feedback on your sales calls? Send a message to your Slack channel automatically when new transcripts are created in your transcription app. 

Your message might encourage people to read the transcript and provide feedback, or it might simply let the team know a meeting happened.

Using Zapier, you can include mentions like @channel or @[specific user] to catch people's attention when a new transcript is available. 

Save backup copies of your transcripts 

Even though your transcription app keeps copies of all your conversations, it's better to store those backups yourself. What if, for example, you change apps in the future? You'd find yourself frantically downloading files before your subscription expires.

Instead, you can use automation to move copies of your transcripts—and with some transcription tools, the audio files as well—to your Google Drive.

To keep things organized, you can also create rows in a spreadsheet or database, where you can drop in a link to the transcript.

Create transcripts from your audio files

Maybe you handle audio files that were recorded outside a transcript app or just want more flexibility in your file management workflow. In that case, you can also create transcripts for your audio files with Zapier.

If you add a new audio file to a folder—like in Google Drive or Dropbox—you can use automation to send the audio file to your transcription app to generate a transcript. Then, when the script is done, you can use any of the above ideas to store it, create a task, and more. 

You're not limited to creating files strictly from cloud storage tools, either. You can easily send files for transcription from the platforms you use most:

Take action based on your transcripts

How often do you jump from one meeting to another? Or forget to follow up or share info after an important meeting wraps?

With these workflows, you'll never fumble your next steps after a call. Everything happens automatically when that recording stops—tasks get created, notifications go out, and documents generate themselves. No delays and no mental overhead. Just seamless follow-through that lets your work truly flow.

Ready to automate your transcription app? Get started now!