Account System Overview – Webinar Transcript
HARRIET OWERS-BRADLEY: I’m Harriet Owers-Bradley, and I do product development here at 3Play.
DAVID ZYLBER: And hello, I’m David Zylber, and I run 3Play Media’s support site. And today, we’re going to be going over some of the basic features in the 3Play Media account system.
HARRIET OWERS-BRADLEY: We’re going to give you a live demo of some of the features, as well as sharing some tips so that you can get the most out of your 3Play account. We have an agenda over here. So we’re going to going over uploading files.
This is getting your video or audio files processed for transcription and captioning. We’re going to go over file management and downloading, so this will be organizing and managing your files within your account and downloading your completed transcription and captioning files. We’re also going to talk quickly about our service options and run through our new alignment service.
And we’ll be stopping to answer questions at the end of each section, so feel free to submit your questions whenever they come up. You can do that by just typing them into the question window. All right.
This is the page that loads after you’ve logged in to your 3Play Media account. If you’re familiar with 3Play Media, you might notice a few new features on this page. We’ve recently added notifications over here. This gives you updates on your file statuses and any invoices that need paying. We also added 3Play announcements here, which is new product launches, or webinar, or other useful information. And we also have some graphs down here which show you your recently uploaded files.
OK. Let’s dive right into uploading files now.
DAVID ZYLBER: All right. So from our home page, we’re going to select Upload New Files. We offer numerous methods to upload your files to the 3Play system. We’re going to briefly cover four of the upload options seen here– uploading files directly from your computer, uploading using links, uploading files using FTP, or from a linked account.
HARRIET OWERS-BRADLEY: OK. So the first method we’re going to demo is uploading from your computer.
DAVID ZYLBER: The first step here is to select files from your computer that you want to upload. So we’re selecting our files. You can select up to eight videos from your computer that don’t exceed two gigabytes each. Your videos will appear in your upload queue. You can remove any files that you don’t want to upload by hitting the X button.
HARRIET OWERS-BRADLEY: So these files look good to me, so I’m going to go ahead and hit the Upload button.
DAVID ZYLBER: So we’re going to stop here and cover a few other ways of uploading first before diving into this upload menu that you’re seeing, because this menu actually is the same across all uploading options. So next, there’s the links method. And for this method to work, the links must point to downloadable files that are transferred over HTTP. These links will typically end with a media file extension like .mov, .mp3, or .flv. YouTube links are also supported, as long as they link directly to the video, and the video is public in your YouTube account.
HARRIET OWERS-BRADLEY: So as you can see, I’ve just typed a link in here into the box. I can type another one by hitting the plus sign, just as an example here. If you have a lot of links, you might want to use the multiple uploader, which is this window here. And this allows you to copy and paste a whole list of links in at once. Important here is that each link must be on a new line. So if I hit Submit, you can see it’s filled in all the fields on this page. It’s possible here– so say I don’t want these two links at the beginning. You can hit the minus to delete those.
DAVID ZYLBER: And we suggest having no more than ten links at once using this method.
HARRIET OWERS-BRADLEY: So again, once you’re ready to upload, hit the Upload button.
DAVID ZYLBER: And again, we’re going to stop on this menu, show you another upload method, and we’ll return back to this part later. So let’s move on to uploading from a linked account. There are a few steps you need to go through in order to link your 3Play Media account with a video platform or lecture capture system. Don’t worry, though. You only have to do this one time to set it up.
HARRIET OWERS-BRADLEY: OK. So to start this process, we’re going to hit the New Linked Account button, here.
DAVID ZYLBER: 3Play Media offers integrations with a variety of video platforms and lecture capture systems, allowing users a streamlined workflow to caption and transcribe content. You can link to the following video platforms– Brightcove, Limelight, YouTube, Kaltura, and Ooyala. You can also link to the following lecture capture systems– Tegrity, Mediasite, and Echo360. To add a new linked account, select the platform that you want to link to.
HARRIET OWERS-BRADLEY: So for an example here, we’re going to select YouTube. And here we can see the credentials needed to link this account. For YouTube, the only credential you need is your YouTube user name. So I’m going to type that in here. And this top box is optional. It’s just if you wanted to give your account a name. So I’m going to leave that blank as my YouTube account, for now.
DAVID ZYLBER: And if you’re having trouble linking accounts or finding your credentials, you can click on the link below to the how-to guide, which you’ll find at the bottom of the page. And that’ll take you to the support site, giving you detailed information on how to set this up and find your credentials. Unfortunately, we don’t have time to go over enabling every integration and the required credentials to do so right now. But as always, you can visit the support site for step-by-step articles on how to do this for every partner site.
HARRIET OWERS-BRADLEY: OK. So now that I have entered my credentials, I’m going to go ahead and hit Save here. Give it a minute. So you can see here, it’s loaded a list of all my videos from my YouTube account.
DAVID ZYLBER: Right. And once you’ve linked an account, you’ll be able to upload videos to 3Play directly from that account. This option’s only available for Brightcove, Kaltura, YouTube, Limelight, and Ooyala. The lecture capture systems work a little differently.
HARRIET OWERS-BRADLEY: So in order to upload videos to 3Play, you just need to highlight these from the list by clicking on them and again, going straight for this big Upload button.
DAVID ZYLBER: This brings us to the same menu as before. So now we’ve covered all the ways of uploading through the account system directly. So let’s take a look at that pop-up menu that we keep stopping at. We didn’t cover FTP yet, but for that option, you can just follow the instructions on the FTP page in your account. If you have lots of files to upload at once, FTP is the best option for you, or for large files.
HARRIET OWERS-BRADLEY: Maybe we can answer some questions on that later, if anyone’s interested. OK. So the first step in this pop-up menu is to choose a folder to put your files into. I’m going to pick Video Tutorials. You can also create a new folder here, if you want.
DAVID ZYLBER: Clicking Next. Here, you will pick which service you want to use. You’ll notice there’s an option here called alignment only. This is a new service we launched earlier this week, actually, and we’re going to take a look at that later, but for now, we’re going to upload files for the default service, Transcription and Captioning.
HARRIET OWERS-BRADLEY: OK, so now that Transcription and Captioning is highlighted, I’m going to select a turnaround time. I’m going to go for Rush in this example. This is the fastest turnaround time. Then hit Next.
DAVID ZYLBER: And from this page, we’re going to confirm our upload. Here you can see our different settings.
HARRIET OWERS-BRADLEY: Yeah, so here, this is just to confirm we have the service Transcription and Captioning. There’s three files that are going into the folder Video Tutorials, and with a turnaround time or Rush.
DAVID ZYLBER: And we can also see transcription settings that will be applied to our files. These settings are not correct. You’ll have to change them before completing your upload. For more information on transcription settings, you can visit the support site.
HARRIET OWERS-BRADLEY: So these settings, these settings are great. So I’m going to go and hit Upload My Files. You can see them uploading, and it’s complete.
DAVID ZYLBER: So before we move on to My Files, are there any questions out there regarding uploading?
HARRIET OWERS-BRADLEY: OK. We have one question here about transcription settings. So within your account, if you go up to Upload here, there’s a whole page dedicated to transcription settings. And here, you can see descriptions for each setting that we have available. So you’ll want to read through all of these and decide which makes sense for your media. And do you want to answer that?
DAVID ZYLBER: You can also see here that you can choose between how you want inaudible terms flagged. There’s the standard method, or you can also choose from clean, which replaces all flagged words with best guesses or [INAUDIBLE], leaving no flags when finished.
HARRIET OWERS-BRADLEY: And as always, if there’s anymore you want to learn, you can click to our support page.
DAVID ZYLBER: We’re going to now take look at the My Files page, kind of the meat and potatoes of the 3Play Media account system. So once you’ve uploaded your files, you’ll see them listed here on the My Files page.
HARRIET OWERS-BRADLEY: So yeah, these three files that I just uploaded from YouTube are right here, actually. Quick Start, Uploading New Media Files, and Viewing and Editing Your Transcript.
DAVID ZYLBER: Right. And if you notice that icon right there, that means that the file’s pending. This is the only time when you see that icon when you can cancel a file, or if you want, you can add extra information to these files as well, which we’ll explain. So basically, let’s show how to cancel a file. What do you say?
HARRIET OWERS-BRADLEY: OK. OK. So say I didn’t want to transcribe Quick Start. I can select it from the list, go up here to options, and hit cancel. And that’s it. Canceled. You won’t be charged for that file. It’s gone.
DAVID ZYLBER: As long as it’s still pending. So the other thing you can do when the file’s still pending is add information that will assist our team of editors and quality assurance staff, and that’ll just help them in the transcription process. So to add information to a file, select the file from the list of files. Then go down to File Details and click Edit Details.
You can add vocabulary to your file. As I said, this helps our team of editors and quality assurance teams to clarify terminology that is specific to your content. You can also add a video ID here to your file. If you want to tie to platforms like Brightcove or Kaltura, you’ll want to enter your video’s ID that’s provided by your preferred video platform. If you actually used an integration to upload your content, this field will be automatically populated.
HARRIET OWERS-BRADLEY: So because we used YouTube here, you can see that it’s been populated already.
DAVID ZYLBER: You can also add a description to your file. Here you can add any information that will help the transcription process– speaker identification, perhaps links to online resources or glossaries that may be helpful. So once you’re done editing, you’re going to want to click Save Changes. And remember, this is better to be done sooner rather than later.
We’re going to now take a look at some other features from the My files page. So from this page, you can download your transcripts and captions. You can edit your transcripts and preview your content with captions, amongst other things. First, let’s take a quick look at how you can organize your files.
HARRIET OWERS-BRADLEY: Top left, here, we’re looking at a list of all of the files in our account. And you can see there’s actually a second page there. So there’s a few different ways we can view these files. You’ll notice that right now, they’re ordered by upload date. It’s also possible to order these files by file name, by file ID, by duration, or by delivery date. And to do that, you just have to click at the header of the column.
DAVID ZYLBER: You can also filter your files by state. Clicking on the little blue arrow above the state column, we can choose what state we want to look at here.
HARRIET OWERS-BRADLEY: So let’s select Complete, as an example, and this is going to load all our files in our account that have been completed. And you can see that they’re complete by this little check mark here.
DAVID ZYLBER: So let’s say you’re looking for one file in particular. You’ll want to use the search box on the top left here and search by file name or the 3Play Media files ID, or even text from your transcript. There’s a few other things that you might want to do with the file.
HARRIET OWERS-BRADLEY: So you might want to move a file into a different folder. So say I decide that this file, Quick Start, I don’t actually want it to be in Video Tutorials. I’d rather have it in my Default folder. You can select the file from the list, go up to Options, and select Move to Folder. Here, I can pick my folder that I want to move it into. So I’m going to go with Default, and then hit Move. So we go into Default now, there is Quick Start.
DAVID ZYLBER: Excellent.
HARRIET OWERS-BRADLEY: So there’s another– oh, yeah, you might also want to move more than one file. So this is possible by hitting the check box here next to your file. And this will select more than one at once. So I could actually move all of these into Default all at once if I wanted.
DAVID ZYLBER: And you can move the files even when they’re pending, if you want to organize them before they’re finished processing.
HARRIET OWERS-BRADLEY: So you can also create a new folder if you’re not happy with the ones that you’ve uploaded your files into. This is done by hitting New Folder. Give it a name and hit Create.
DAVID ZYLBER: One last tool that might be useful before we go on to talk about folder organization is Project Info. This is the I in the top right corner. It brings up information about your entire project. You can see an overview of all your file statuses, any file with difficult audio, and you have the option here to download a list of all your files for Excel.
HARRIET OWERS-BRADLEY: OK. So we’re now going to look at a few useful tips for organizing your folders. So you’ll see, this is your folder list over here on the left. And let’s go ahead and look at the folder drop-down menu.
DAVID ZYLBER: So if you hover over a folder name or the folder icon, you will see a little triangle appear. Clicking on the folder icon will bring up a drop-down menu with some very useful actions. We’re going to skip over Download Folder for now, because we’ll be covering that later when we talk about downloading your files. The other options here are to Rename a folder, Folder Info. Oops.
HARRIET OWERS-BRADLEY: Sorry.
DAVID ZYLBER: Folder Info, we have, and Delete a Folder.
HARRIET OWERS-BRADLEY: So now we’ll look at what all these do. So Rename lets you rename your folder. Surprise. Folder Info, this is similar to Project Info, except specifically for that folder. So this lists out the file states for videos within that folder and any audio files, any files with difficult audio also within that folder. And you can download a list for Excel from that folder, too.
DAVID ZYLBER: And then Delete a Folder.
HARRIET OWERS-BRADLEY: So this lets you delete the folder, and all files inside that folder will be archived. I’m not sure if we have any pending files within this folder. Yeah. So any files that are currently processing can’t be archived, so it won’t let you delete that folder.
DAVID ZYLBER: You’ll notice that empty folders are separated at the bottom of the folder list. The menu options on empty folders are a little more limited. You can rename the folders, or delete a specific folder or all of your empty folders altogether.
Let’s now look at previewing transcripts. Once your files have completed, you’ll see a check mark next to them in the file list. You can preview the transcript to a files by selecting the file, then clicking on Preview Transcript. It’s also possible to preview your video with the captions. As we see here.
HARRIET OWERS-BRADLEY: OK. So if you’re looking over your transcript and you notice something in there that you want to change, it’s possible to edit your transcript. So to do this, we’ve got to make sure that file is selected again in the file list, and we’re going to go up to Edit Transcript. So on this page, it’s possible to edit words. It’s possible to delete words.
And if you’re producing an HTML transcript, it’s also possible to do some very basic formatting here, like Bold, Italicize, Underline, and New Paragraphs. One thing to note on this page, if you’re making any changes, once you hit Save, they will be permanent. So just make sure they’re accurate.
DAVID ZYLBER: So now that we’ve checked our transcripts, made any changes that we felt were necessary, we’re going to download the transcript and the captions file. For a single file, the downloading process is instant. So you’ll want to select the file from the list of files and then click on Request Download.
Then you’re going to want to click on the Download icon next to all the file formats that you want to download. They’ll begin downloading instantly, each as separate files, to your computer. You can also preview a file by clicking on the Preview icon.
So for multiple files, the downloading process may not be so instantaneous. That’ll depend on how many files you’re downloading and then how many formats, and even the duration of the transcript. To help you keep track of your files and speed up the download process, 3Play Media compresses all of your files into a ZIP folder.
First, either select your files from the file list–
HARRIET OWERS-BRADLEY: So again, hitting the check box next to the file name in order to select more than one.
DAVID ZYLBER: Right. Or you can choose to download a whole folder at once.
HARRIET OWERS-BRADLEY: So if you remember this downloading menu here, or the folder menu here, the top option here is Download Folder. And that will let you download all completed files within that folder.
DAVID ZYLBER: So once making your selection, you’re going to want to click Request Download. Choose your file formats. SRT, plain text– then hit Continue.
HARRIET OWERS-BRADLEY: And if you’re a little confused by what all these formats are, exactly, hovering over one will bring up a little description at the bottom.
DAVID ZYLBER: If you’re downloading a folder, your download will automatically be named the same as your folder name. If not, it’ll be the date.
HARRIET OWERS-BRADLEY: So here, I’m going to call this something that makes a little more sense.
DAVID ZYLBER: So for a very big download, it might take up to a few hours, so you might want to check off the email notification option. By checking this box, you will receive an email when the ZIP folder has been created and is available for you to download.
HARRIET OWERS-BRADLEY: So I’m going to check this right now. I’ve downloaded five files, and I’m not sure how it’ll take, so why not? I’m going to hit the Request Download now.
DAVID ZYLBER: So you can now check on the progress of your download within My Downloads by hitting the Processing tab. This shows all of your downloads currently processing.
HARRIET OWERS-BRADLEY: So you can see Example Download. This is the one we’ve just requested. Five files today, and 0%.
DAVID ZYLBER: And once a download is complete, it’ll be available in the Available list.
HARRIET OWERS-BRADLEY: So these are some previous downloads that I’ve requested. And if I wanted to download these to my computer, I can go ahead and hit the Download button, and you’ll see down here that it’s a .zip folder, so that’ll contain all my files in all the different formats that I requested. This list might get kind of long after a while, so if you want to tidy it up and keep track of what you have downloaded and haven’t, select your Downloads here and hit Clear. And this will just remove it from that list.
DAVID ZYLBER: Before we go any further, does anyone out there have any questions? Someone’s asking a question about, is there a limit to the amount of files you can download? And they’re actually aren’t. You can download as many file formats as you want at no extra charge. So that was a good question.
So let’s talk about another great tool that’s included in your 3Play Media account, and this is the ability to create and publish an interactive video plug-in. An interactive plug-in attaches to an existing video player and can be embedded on any website. We’re going to take a look at creating a plug-in now and the different settings you can apply to it.
In order to start creating a plug-in, there’s a few things that must be set up. First, within your 3Play Media account, content publishing must be enabled. Account admins will have access to this.
HARRIET OWERS-BRADLEY: So here you can see, we have content publishing enabled. For more information about this, you can check our support site.
DAVID ZYLBER: And secondly, once you’ve decided which video you want to add a plug-in to, you’ll have to find this video’s embed code. This embed code may need to be modified. These modifications vary significantly depending on which video player you use to publish your content. We don’t have time to go into the specifics of every video player right now. You can find all that information on our support site as well.
HARRIET OWERS-BRADLEY: So we’re going to run through a quick example here. So for our video plug-in here, it’s a Brightcove player. And we’re going to want to find the embed code for this video. So I have that here. And we’ll be needing some information from this in a second, once we get started with the publishing plug-in process.
DAVID ZYLBER: So we’re going to assume that you’ve enabled content publishing and have your video embed code modified and ready to go. So the next step is to select the completed file that correlates to your video.
HARRIET OWERS-BRADLEY: I’m just looking for that. OK, here it is. Publishing an Interactive Transcript. We’re going to hit Publish Plug-In. So, get started. Select the video player that you use to publish your videos. So we’re using the Brightcove player.
And the second step here is to enter your video player ID. So there’s an example here of where you can find that within the code. And it’s looking for an object ID, my experience– so within our embed code over here, we can see object ID, and it’s my experience 764, blah, blah, blah. So I’m going to copy this and paste it in this box. Now we’re going to hit Continue.
DAVID ZYLBER: All right. So now we’re going to choose our plug-in type. We’re going to pick the interactive transcript plug-in. So this plug-in allows users to read ahead and click a word to play the video from that point. It also allows users to search the video, and again, play the video from that point.
HARRIET OWERS-BRADLEY: Just going to show off a few of these features here.
DAVID ZYLBER: All right.
HARRIET OWERS-BRADLEY: So you can see the highlighted section here is following the words as the video plays. And you can jump ahead and click, and the video will start playing from there.
DAVID ZYLBER: You can search the term, as well, a term from the transcript. 3Play. 3Play. And if you click on that point, it shows where one of our hits was returned and jumps right to that point in the video.
So you can choose to apply the following settings to the interactive transcript to design it. We have different settings here. We have the Skin, which defines the aesthetic of the interactive transcript. You can choose from either Frost or Ice.
Collapse gives your audience the choice to collapse and expand the interactive transcript. Collapse on Load, this will collapse the interactive transcript by default when the page loads. Printable Transcripts gives your audience the option to print the transcript. Download the Transcript allows your audience the opportunity to download the text of the transcript.
And Enable Scan View, this enables your audience to toggle between a normal view of the transcript and a scan view, the scan view working similar to a tag cloud, displaying reoccurring words in a larger font. So once you’ve designed your plug-in, you’ll need to click Update Preview. Then follow the instructions to copy and paste the embed code onto your website along with your video embed code. And of course, more information is always available on our support site.
HARRIET OWERS-BRADLEY: OK. To continue with our example, we’re going to copy this code here and just paste it in, into our raw code where we want the plug-in to go. And the finished results should be over here. You can see that our video now has a transcript at the bottom.
DAVID ZYLBER: You can see those icons. Those are the icons that– see, we have our Print Transcript, our Download, Scan View.
HARRIET OWERS-BRADLEY: Right.
DAVID ZYLBER: So one last tip before we move on. If you find that your My Files page is becoming kind of cluttered and hard to look at, with old files you don’t need anymore, you might find it useful to archive your files.
HARRIET OWERS-BRADLEY: OK if you’re uploading a lot of files and downloading them right after they complete, you might find that this just gets full of files that you don’t really need anymore. So just like Dave said, we can archive these. Pretty straightforward– select your files, go up to Options, and hit Archive. So they’re now gone from our main file list and have been moved into Archived Files. And from here, it’s possible to restore these if you made a mistake and don’t need to archive it.
DAVID ZYLBER: So I think we’re done with My Files for now. The last topic we’re going to talk about are the different service options that 3Play Media offers. Those of you who are familiar with 3Play might notice a new service that we’ve added called alignment. And the alignment service is for users who already have transcripts for their media files.
When a media file and transcript are submitted for alignment, the transcript is time-synchronized with the media file. Therefore, for users who already have transcripts for their media files, the alignment service offers a faster, less expensive way to create captions and/or use 3Play Media interactive video plug-ins. To use the alignment service, you can upload your media files through any of the methods we covered earlier. FTP works a little differently, so just make sure you read the instructions on your FTP upload page.
HARRIET OWERS-BRADLEY: So let’s just get to that pop-up again. I’m going to just paste in a link here, for an example. Select the folder again. OK. So at this point, rather than hitting Transcription and Captioning, we’re going to select the Alignment Only option. And there’s a description here that will tell you more about it if you’re unsure. So we’re going to hit next again and just confirm this upload.
So this is us uploading the video. For the alignment service, we also need to upload a transcript to go along with our video. So after you’ve hit Upload here, you’ll be taken to this page, Transcripts for Alignment. You can also find this page from the upload navigation here. It’s also under the tab up here, Transcripts For Alignment.
So at this point, this is when you enter the transcript that goes with your video. So in order to enter your transcript, you can simply copy and paste it in. You can also drag and drop a plain text file into the box.
So let’s see what I have. OK. So this is my plain text file right here. I’m just going to drag that and drop it in the box.
You’ll want to make sure that you check this transcript before uploading, and you’ll probably want to read this article, “Best Practices for Transcript Alignment,” too. It’s got a lot of information about how to treat speaker identifications. And once that’s all set, just hit Save, and you can submit it.
DAVID ZYLBER: Any final questions, guys? We have a question out there. Is there a limit to the storage for archiving?
HARRIET OWERS-BRADLEY: There is unlimited space for those. So, yeah, don’t worry about filling this archive file section up. All right.
DAVID ZYLBER: All right.
HARRIET OWERS-BRADLEY: OK.
DAVID ZYLBER: That’s it. Guys, thanks for joining us.
HARRIET OWERS-BRADLEY: Yeah, this has been good. And if you do come up with any questions, just feel free to contact us, and we’ll write back.
DAVID ZYLBER: Yeah, you can always write to us at firstname.lastname@example.org, and always happy to help you out.
HARRIET OWERS-BRADLEY: OK, goodbye.