Staging draft Work in progress · For review; coverage and acceptance incomplete

Recordings and transcripts¶

Meeting recordings let people revisit the conversation. Transcripts provide a text record when a working transcription process has produced one. In Zerohive, these saved files belong to a particular meeting session, also called an occurrence. The meeting plan, capture status, saved file and temporary viewing access each have their own state.

Availability: this is a source-reconciled draft of the intended WorkOS 06 Final Screens journey. The frontend still uses sample recordings and transcript lines. Recording requests and saved-file access exist in the backend, but connected playback, download, transcript generation, viewer expiry and environment readiness have not been accepted. In particular, the current transcription controls change meeting state without calling a transcription provider. Do not rely on a transcript being produced until the actual service is confirmed in your environment.

Before capture begins¶

The meeting must allow the relevant capture type, and a host or co-host must have authority for that session. Recording and transcription use advanced meeting capability and are subject to participant eligibility, linked-workspace policy and storage limits. An administrator job title alone does not grant the meeting role. See meeting setup and hosting a session.

Capture permission is copied into the session when it is created. Editing the meeting plan later does not rewrite that saved session. Check the correct session instead of assuming a changed setting has taken effect there.

The inspected live-room screens show capture indicators, but this pass does not establish a complete connected start/stop control journey. A Recording badge in the sample frontend is not evidence of active capture. Confirm the supported controls with the host environment before the event. This guide does not invent a menu location or a consent/approval process that has not been verified.

Starting requires a live session with that capture type enabled. Stopping is a separate action. Current access, eligibility and storage checks run for stop requests too; a new restriction can therefore prevent a normal stop request. If capture must be stopped and the control fails, contact the operator promptly. Ending the meeting's saved session does not itself establish that provider recording has stopped.

Understand what is ready¶

Signal	What it tells you	What it does not establish
Recording allowed	The meeting/session permits recording.	Recording has started or a file exists.
Recording started	The capture request and saved state were accepted through the current path.	The provider has produced a playable file.
Recording completed	The saved recording state changed after a stop request.	The file callback, storage and availability updates have completed.
Transcription processing or ready	The session's transcription state changed.	A speech service ran or a readable transcript file exists.
File preparing	A pending saved-file record exists.	Completion is guaranteed or a reliable completion time is known.
File ready	The saved-file record is available for an access attempt.	Playback, download or transcript parsing will succeed on your device.

A recording or transcript can remain unavailable after the meeting ends. The current implementation does not establish a host-review publication gate for these files. Wording in the sample frontend about files becoming available “after host review” is not a verified workflow.

For managers and executives, a ready file is useful evidence to review, but its existence does not prove complete attendance, agreement, task completion or transcript accuracy. Review the actual content and the associated work records before drawing those conclusions.

Find the correct saved file¶

Open the intended meeting from HiveComms → Meetings and confirm its title.
Open its Meeting artifacts area when available in the connected interface. The inspected artifact screens retain the selected meeting; the exact entry control still needs connected verification.
Choose Recordings or Transcripts.
Check the occurrence number, filename, state, ownership description and available/created date. More than one file or ownership record can refer to an occurrence, so a row count is not a meeting count.
Open an available item. In the recording list the action is Open recording. The inspected transcript list also uses that label, despite showing transcript files; this wording needs correction. Confirm the selected type and filename before proceeding.

The intended list distinguishes Ready, Preparing, Unavailable and Replaced. The current saved-file model does not have a separate failed state, and a pending row alone cannot distinguish active preparation from a failed or missing provider callback. An ended occurrence without a ready file also does not prove permanent failure. Ask support to investigate a prolonged delay rather than assuming a countdown or retry button exists.

The source model supports replaced and deleted files, but a connected replacement or retention-management workflow has not been established. A Replaced example is not proof that a newer replacement will always be linked or available. Deleted and replaced files cannot receive a new viewing link through the normal available-file check.

Watch a recording¶

The intended recording viewer opens over the meeting with the filename, a Read only label, the access end time, Download and Close. Use its play, sound, timeline and full-screen controls to review the recording. The About this recording panel shows the occurrence, availability date, file type, ownership, any retention date and the viewing-access expiry.

These controls describe the final-screen design. The current frontend play button is not connected to media, and its Download action navigates to the sample list. It does not yet demonstrate that a recording was fetched or saved. If you are reviewing the local prototype, treat the player and duration as sample content.

A successful viewing request currently grants both viewing and downloading. Read only means the viewer is not an editing interface; it does not mean the file cannot be copied or downloaded. Keep the file and temporary link within the organization's authorized audience.

Read and search a transcript¶

Open an available transcript for the correct occurrence.
Review the filename and About this transcript information.
Enter a phrase in Find in transcript.
Use Previous and Next to move between matches, then read the surrounding cues for context.
Select Download if you are authorized to retain a copy, or Close when finished.

The intended search is local to the loaded transcript. It highlights text and does not edit or save the transcript. Speaker labels and times come from that file; the backend metadata response does not supply a transcript's words, chapters or verified speaker identities. Supported parsing and search still need to be connected in the frontend. The sample frontend's Publish link is not a verified publication action and is not part of these final-screen steps.

Do not assume every returned file has the same format as the illustrated WebVTT transcript. If the viewer cannot interpret a file, report its displayed type and the problem. A filename extension or Ready badge alone does not prove readable content.

Reopen after viewing access expires¶

Viewing access currently lasts 15 minutes from a successful request. The intended expiry screen says Viewing session ended and offers Reopen recording, Return to meeting artifacts and Close viewer.

Select Reopen recording to request fresh access to the same file, or return to the artifact list and choose an available item. Fresh access must recheck the current participant and file state. A previously opened file may have become unavailable, or your access may have changed.

The intended overlay locks the old viewer, but the current frontend does not establish that behavior. Link expiry also does not erase a downloaded copy or guarantee that already-loaded content disappears. The file's retention date and the viewing-access end time are different: one describes intended file retention, while the other limits a temporary access link. Neither proves that physical deletion or immediate revocation has occurred.

Ownership and access limits¶

Meetings distinguish host-workspace, participant-workspace and shared ownership records. Those labels do not by themselves establish that a separate copy was stored in every workspace or that everyone in a linked workspace can open it. Cross-workspace storage, participant access and recovery require their own implementation and environment checks.

Opening a file requires a signed-in actor who passes the session access check and an available file with a storage reference. A guest invitation is for live entry and does not grant this file access. The current read path also treats some waiting or departed participant records as eligible; it must not be described as attendance-only access. Listing metadata and opening file content have different checks, so merely seeing a title or row does not prove that opening it is authorized.

A retention date may be absent. The current source does not establish automatic retention assignment or enforcement when opening a meeting file. Follow your organization's actual retention procedure; do not infer automatic deletion from an example date in the design.

Recover from capture or file problems¶

Problem	What to do
Start or stop failed, or the response was lost	Ask the host/operator to reconcile the saved session and provider capture before repeating the action. A local error does not prove the provider did nothing.
The session says transcription is ready but the file is preparing	Check the actual file state and whether a transcription service and completion process are connected. Do not assume a usable transcript was generated.
The file remains preparing after the meeting	Give support the meeting, occurrence, visible state and approximate time. The callback, storage or publication step may be incomplete.
The file is marked ready but will not open	Reopen from the meeting to request fresh access. If it still fails, report the file type and visible error; storage availability, format or access may need investigation.
Viewing access ended	Request fresh access from the meeting. Do not modify or redistribute an expired link.
The file was replaced, deleted or access was denied	Return to the current artifact list and ask the organizer about the authorized available version. An old notification does not override current file access.
Ownership or retention information is missing or unexpected	Ask the workspace owner/support to verify the stored file and policy. Do not assume a missing date means permanent retention or that a shared label grants broader access.

Report the filename, meeting/occurrence and visible message through an approved support channel. Keep temporary links and confidential transcript text out of public screenshots. Meeting updates and meeting history explain why an alert or a prepared viewing link is not proof that someone watched or downloaded the file.

Export and deletion scope¶

A workspace export can include a recording or transcript description without its actual contents. Meetings database deletion does not independently establish removal of stored files, provider rooms, old grants or downloaded copies. Read meeting information, exports and deletion before treating a file row, retention label or local completion as a complete information-handling outcome.