Alcova User guide
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Settings

Choose when Operator joins your meetings

Choose which of your calendar meetings Operator joins to take notes. If you are an organisation admin, you can also set how long your organisation keeps meeting transcripts.

Before you start

Operator joins meetings from the calendars you sync. Connect a calendar and turn on the calendars you want first. See Connect and choose your calendars.

Open Meeting Notes

  1. Open Settings. See Open settings.
  2. Under Features, select Meeting Notes.

Auto-Join Settings and Domain Filters are your own settings. Each person in your organisation sets their own. Transcript retention shows only for organisation admins and applies to everyone in the organisation.

Save your changes

Changes on this page are not saved straight away. When you change a setting, a bar appears at the bottom of the page with Unsaved changes.

  • To keep your changes, select Save. The button shows Saving... until Alcova has saved them, then the bar closes.
  • To undo your changes, select Reset.
The bar at the bottom of the page showing Unsaved changes, with Reset unavailable and the Save button showing Saving...

Turn auto-join on or off

Turn on Auto-join meetings to have Operator join your calendar meetings when they start and capture notes. Turn it off to stop Operator joining your meetings automatically.

The Auto-Join Settings section, with Auto-join meetings, Only accepted meetings and Join external meetings turned on, and Minimum duration set to 15 minutes

When Auto-join meetings is on, you can narrow down the meetings Operator joins:

SettingWhat it does
Only accepted meetingsOperator joins only meetings you have accepted on your calendar.
Join external meetingsOperator joins meetings with external participants.
Minimum duration (minutes)Operator skips meetings shorter than this.

If you turn off Auto-join meetings, these settings go back to their defaults: both switches on and a minimum duration of 15 minutes. Your domain filters are also turned off and cleared. Select Save to keep the change.

Filter meetings by email domain

Use domain filters to choose meetings by the email addresses of the people invited. A domain is the part of an email address after the @, for example example.com.au.

  1. Turn on Domain filters.

  2. In Auto-join domains, enter one domain on each line. Operator always joins meetings with participants from these domains.

  3. In Excluded domains, enter one domain on each line. Operator does not join a meeting if anyone invited to it has an email address at one of these domains. For example, enter the domain of an organisation whose meetings must never be recorded. Do not enter your firm's own domain: Operator would then skip every meeting your colleagues attend.

    The Domain Filters section with Domain filters turned on and two domains entered under Auto-join domains

  4. Select Save.

If you turn off Domain filters, both lists are cleared.

Set how long transcripts are kept

Before you start

You must be an organisation admin. See Roles.

Steps

  1. In Transcript retention, turn on Organisation retention policy. Alcova fills in 90 days, with reminders 30 and 7 days before deletion.

  2. In Delete transcripts after, enter a number of days between 2 and 365.

  3. Under Email reminders, set when advisers get an email before each transcript is deleted:

    • To add a reminder, select Add reminder. You can have up to five.
    • To remove a reminder, select the X next to it.
    The Transcript retention section with Organisation retention policy turned on, transcripts deleted after 90 days, email reminders 30 and 7 days before deletion, and a warning that deleted transcripts cannot be used to recreate meeting notes

  4. Select Save.

Once a transcript is deleted, Alcova cannot recreate meeting notes from it. Give advisers enough time to finish their notes before deletion.

Deletion dates that are already scheduled do not change straight away. The card says they stay the same until their retention schedule is refreshed.

To stop deleting transcripts automatically, turn off Organisation retention policy, then select Save.

Fix a reminder that can't be saved

If a value is not valid, Alcova shows the problem in red and Save is unavailable.

The Transcript retention section with a reminder of 120 days and the error Reminder days must be less than the retention period
MessageWhat to do
Enter a whole number of days.Enter a number without decimals.
Retention must be between 2 and 365 days.Enter a number of days from 2 to 365.
Add at least one reminder so advisers are warned before deletion.Select Add reminder and enter a number of days.
Enter a whole number of days for every reminder.Fill in every reminder with a number without decimals.
Reminder days must be greater than zero.Enter 1 or more.
Reminder days must be less than the retention period.Enter a number smaller than Delete transcripts after.
Reminder days must be unique.Give each reminder a different number of days.

If the policy is managed

Some organisations have a retention policy set under their agreement with Alcova. The card then shows Managed and you cannot change it.

The Organisation retention policy card marked Managed, showing transcripts deleted after 365 days, reminders 30 and 7 days before deletion, and a note that the policy is managed under your organisation's agreement

To change a managed policy, contact Alcova.

If something goes wrong

  • The meeting settings could not be saved. Please try again. Select Save again.
  • The retention settings could not be saved. Please try again. Select Save again.
  • These settings are now managed under your organisation's agreement. Refreshing the policy. Your organisation's policy became managed while you were editing it. Alcova shows the managed policy instead of your changes.

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