Import Transcripts or Recordings

1. Supported File Types: transcripts should be provided in .pdf or .txt format, also commonly referred to as "ASCII."
2. Formatting Requirements: transcripts in .txt format must adhere to industry standards:
   • Page numbers must be integer-based (e.g. Page 1, 1, 0001) and can be positioned in the header or footer. They may be right-justified, with a prefix like “p”, “p.”, “Page”, “PAGE”, or left-justified in a ‘page:line’ format (e.g. 002:01) or in ‘page’ format with zero padding, where the page is represented with at least 4 digits (e.g. 0001 or 0022).
   • Line numbers are mandatory for all spoken segments of the transcript, with at least one whitespace character separating each line number from the text.
   • The transcript must clearly delineate Question and Answer (Q/A) pairs for all spoken portions, with the Q and A labels distinctly separated from the transcript text by multiple spaces, a colon, or a dot.
   • No timestamps should be included in the margins.
   • Deponent, Court Reporter or any other information (e.g. ABC Court Reporters (800) 555-1212) should not appear in the header or footer of each page.

Tip

For the best experience, import .txt files only if they are the original version of the transcript. Typically, converting .pdf files to .txt results in errors upon import.

Each individual file must be 5GB or smaller. Supported file types include:

• .aac
• .asf
• .avi
• .ds2
• .DSS
• .m4a
• .mp3
• .mp4
• .mpeg
• .vob
• .wav
• .wma
• .wmv

In Depositions by Filevine, click + New in the top right corner, and then select Import into transcript toolkit. In the modal:

1. Select import type. In the “Select import type” section, select Sync certified transcript with video/audio.
2. Upload the certified transcript. In the “Import certified transcript” section, either drag and drop the transcript file into the upload box, or use Click to upload to choose a file from your device. Make sure the transcript file meets the requirements.
3. Upload the recording. In the “Import video/audio recording” section, either drag and drop the file into the upload box, or use Click to upload to choose a file from your device. Make sure the file meets the requirements.
4. Enter the proceeding details. In the “Provide proceeding details” section, enter the proceeding name, type, date, and any notes about the recording. Expand the “Case” dropdown and choose which case the transcript pertains to. If it’s a new case, select New case and fill out the required information.
5. Click Import. 

If you have the video/audio file and are waiting to receive the certified transcript, follow the steps above to import the recording.

If desired, you can order a certified transcript upon import, which would save you the step of importing the transcript later. However, if you expect to receive the certified transcript externally, you can simply order a rough draft and summary.

Once you receive the transcript file:

1. Navigate to the imported video/audio. Find and select the relevant case and proceeding in Depositions by Filevine. Select the rough draft of your imported audio to open the transcript toolkit.
2. Click Import. In the top right corner of the transcript toolkit, click Import.
   
3. Upload the certified transcript. In the “Import certified transcript” section, upload the certified transcript file you’d like to synchronize with the video/audio file. Make sure the file meets the requirements.
4. (Optional) Replace the video/audio file. You can also upload a different video/audio file at this stage if desired. This option is useful if you originally uploaded audio and later obtained a video as well.
5. Click Import. 

If you have the certified transcript and are waiting to receive the video/audio recording, follow the steps above to import the transcript. Once you receive the video/audio file:

1. Navigate to the imported transcript. Find and select the relevant case and proceeding in Depositions by Filevine. Select the imported transcript to open the transcript toolkit.
2. Click Import. In the top right corner of the transcript toolkit, click Import.
3. Upload the video/audio file. In the “Import video/audio recording” section, upload the video/audio file you’d like to synchronize with the certified transcript. Make sure the file meets the requirements.
4. (Optional) Replace the transcript file. You can also upload a different transcript file at this stage if desired. This option is useful if, for example, the transcript you originally uploaded was found to contain errors and now includes an errata sheet.
5. Click Import.