LOIS for Meetings (BETA)

This article explores how to navigate and use the LOIS for Meetings mobile app as a new user.

The LOIS for Meetings app allows you to record meetings on the go, obtain an AI-generated summary and transcript, and review suggested follow-up actions. Suggested actions can be sent to Filevine as tasks.

• Overview
• Record Meetings
• Manage Meetings
• View Summary and Actions

Overview

LOIS for Meetings works by recording audio from your device’s microphone during a meeting. Once you stop the recording, LOIS processes the recorded audio to generate a transcript, along with a summary of key topics and action items.

Recordings and transcripts are stored within the mobile app and can be linked to an existing Filevine project at any time. Linking a project makes the transcript accessible to anyone with access to that project.

Requirements

Before using LOIS for Meetings, make sure you meet following requirements:

• You have an up-to-date iOS device. Currently, only iOS devices are supported. Ensure the device is running iOS 16 or later.
• You have installed the LOIS for Meetings app. Use the invitation link provided by Filevine to install the mobile app via TestFlight.
• You have granted microphone access. Grant microphone access for the LOIS for Meetings app by navigating to Settings > Privacy & Security > Microphone.
• You have access to Filevine. You’ll use your Filevine email and password to sign in to the LOIS for Meetings app. Within Filevine, make sure you can access at least one active project.

Record Meetings

To start recording a meeting in the LOIS for Meetings app, tap the plus button in the lower navigation bar.

Enter a name for the meeting and select the relevant Filevine project. (If prompted, select the Org before choosing a project.) To start recording, tap Record, and allow microphone access if prompted. To simply create the meeting and record later, tap Create meeting only.

You’ll be taken to the meeting details screen. Use the buttons at the button to pause, resume, or end the recording. Once recording has ended, it cannot be restarted.

Manage Meetings

The Home tab of the LOIS for Meetings app lists all the meetings you’ve previously recorded. Each meeting displays the name, date, and duration of the meeting. If you are currently recording a meeting, you’ll see the current duration for the recording. This duration also replaces the plus button in the navigation bar during recording.

To view a meeting’s details, find and tap the desired meeting in the list or tap the magnifying glass icon in the top right corner to search. If you’re currently recording, tap the recording duration in the navigation bar to return to that meeting.

In the meeting details screen, the header shows the same details from the home screen. Click the ellipsis icon ⋯ in the top right corner to take one of the following actions:

• Edit meeting: update the meeting name or associated Filevine project.
• New recording: start recording the meeting. This option is only available if you did not start recording when creating the meeting.
• Delete meeting: permanently delete the meeting, including the transcript, summary, and any unpublished actions. Actions already published to the Filevine project will not be deleted.

Below the header, you can browse the meeting summary, suggested actions, and transcript. Continue reading to learn more.

View Summary and Actions

After a meeting has ended, LOIS will finish processing the meeting audio and generate the transcript, summary, and suggested actions. This process may take a few minutes, depending on recording length and network connectivity.

Once processing is complete, you can use the following three tabs to review the meeting details:

• Summary: this tab shows a high-level recap of the meeting in narrative format. Each main topic is displayed in bold, with bullet points summarizing the discussion and talking points.
  
• Actions: this tab shows any follow-up actions suggested by LOIS based on the meeting discussion. To learn more, read the Manage Suggested Actions section below.
  
• Transcript: this tab includes a timestamp and speaker for each utterance. Speakers are automatically assigned and numbered (Speaker 1, Speaker 2, etc). Use the buttons at the bottom to replay the recorded audio and jump forward or backward in ten-second intervals.
  

Manage Suggested Actions

In the Actions tab, each action displays an assignee, message, and due date, and can be published to the Filevine project as a task item.

To publish an action to Filevine, click Publish. To update the assignee, due date, or message text before publishing, click the pencil icon. Make the desired edits, and then click Publish. To remove a suggested action from the list, click the trash icon.

Click + New to add a new action to the list. Fill out the assignee, due date, and message text, and then click Publish.

Once an action is published, it can no longer be edited or removed from the Actions tab.

View in Filevine

In the associated project’s Docs section, you can view the meeting’s transcript and summary by navigating to the LOIS for Meetings folder. (If no LOIS for Meetings folder exists, it will be auto-generated when the transcript and summary files sync over.) In this folder, the meeting’s subfolder displays the meeting name, along with its date and timestamp in UTC (Coordinated Universal Time).

After you publish suggested actions, they will appear as task items in the project’s Activity Feed, along with the user feed and task page of subscribed and assigned users, respectively.