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diff --git a/docs/workflows/process-meeting-transcript.org b/docs/workflows/process-meeting-transcript.org new file mode 100644 index 0000000..647e55f --- /dev/null +++ b/docs/workflows/process-meeting-transcript.org @@ -0,0 +1,301 @@ +#+TITLE: Process Meeting Transcript Workflow +#+AUTHOR: Craig Jennings & Claude +#+DATE: 2026-02-03 + +* Overview + +This workflow defines the process for processing meeting recordings from start to finish: finding recordings, extracting audio, transcribing via AssemblyAI, identifying speakers, correcting errors, and archiving files. + +* When to Use This Workflow + +Trigger this workflow when: +- Craig says "process the transcript" or "process the recording" or similar +- New recording files (.mkv) appear in ~/sync/recordings/ after meetings +- Craig wants to process meeting recordings into labeled transcripts + +* Prerequisites + +- Recording file(s) exist in ~/sync/recordings/ (*.mkv) +- Calendar files available at ~/.emacs.d/data/*cal.org for meeting titles +- AssemblyAI transcription script at ~/.emacs.d/scripts/assemblyai-transcribe +- AssemblyAI API key stored in ~/.authinfo.gpg (machine api.assemblyai.com) +- ffmpeg available for audio extraction + +* The Workflow + +** Step 1: Identify Engagement and Write Session Context + +Before starting transcript processing: + +1. *Identify which engagement this meeting belongs to:* + - DeepSat (default for current work) + - Vineti (historical) + - Salesforce (historical) + - If unclear, ask Craig + +2. *Set destination paths based on engagement:* + - Assets: ~{engagement}/assets/~ (e.g., ~deepsat/assets/~) + - Meetings: ~{engagement}/meetings/~ (e.g., ~deepsat/meetings/~) + - Knowledge: ~{engagement}/knowledge.org~ for reference + +3. Update docs/session-context.org with current status: + - Note that we're about to process a meeting transcript + - Get meeting name by checking ~/.emacs.d/data/*cal.org (match date/time to transcript timestamp) + - If meeting not found in calendar, ask Craig for the meeting title + +4. Ask Craig if he wants to compact the conversation context: + - Transcript processing can use significant context + - Compacting now preserves the session context file for recovery + +** Step 2: Find Recording Files + +Find and match recording files with calendar events: + +1. **List recordings:** Find all .mkv files in ~/sync/recordings/ + #+begin_src bash + ls -la ~/sync/recordings/*.mkv + #+end_src + +2. **Extract timestamps:** Parse date/time from each filename (format: YYYY-MM-DD_HH-MM-SS.mkv) + +3. **Match with calendar:** Check ~/.emacs.d/data/*cal.org for meetings at those times + #+begin_src bash + cat ~/.emacs.d/data/dcal.org | grep -A2 "YYYY-MM-DD" + #+end_src + +4. **Present selection table to Craig:** + | Filename | Meeting / Date-Time | + |-----------------------------+--------------------------------| + | 2026-02-03_10-00-00.mkv | DeepSat Standup (from calendar)| + | 2026-02-03_14-30-00.mkv | 2026-02-03 14:30 (no match) | + +5. **Craig selects files:** One, several, or all files to process + +6. **Queue for processing:** Selected files ordered oldest → newest for serial processing + +** Step 3: Extract Audio + +For each selected recording file, extract audio for transcription: + +#+begin_src bash +ffmpeg -i ~/sync/recordings/FILENAME.mkv -vn -ac 1 -c:a aac -b:a 96k /tmp/FILENAME.m4a +#+end_src + +Settings: +- =-vn= : no video (audio only) +- =-ac 1= : mono channel (sufficient for speech, smaller file) +- =-c:a aac= : AAC codec +- =-b:a 96k= : 96kbps bitrate (sufficient for speech transcription) + +Output: /tmp/FILENAME.m4a (temporary, deleted after transcription) + +** Step 4: Transcribe with AssemblyAI + +1. **Run transcription:** + #+begin_src bash + ~/.emacs.d/scripts/assemblyai-transcribe /tmp/FILENAME.m4a > ~/sync/recordings/FILENAME.txt + #+end_src + +2. **Clean up:** Delete intermediate .m4a file after successful transcription + #+begin_src bash + rm /tmp/FILENAME.m4a + #+end_src + +3. **Output format:** The script produces speaker-diarized output: + #+begin_example + Speaker A: First speaker's text here. + Speaker B: Second speaker's response. + Speaker A: First speaker continues. + #+end_example + +4. Continue to speaker identification workflow below. + +** Step 5: Locate Files + +Confirm the transcript and recording files are ready: + +1. **Verify transcript exists:** + #+begin_src bash + ls -la ~/sync/recordings/FILENAME.txt + #+end_src + +2. **Verify recording exists:** + #+begin_src bash + ls -la ~/sync/recordings/FILENAME.mkv + #+end_src + +3. **Get meeting title:** If not already known from Step 2, check calendar + - Calendar location: ~/.emacs.d/data/*cal.org + - Match the meeting time to the transcript timestamp + +** Step 6: Read and Analyze Transcript + +1. Read the full transcript file + +2. Identify speakers by analyzing context clues: + - Names mentioned in conversation ("Thanks, Ryan") + - Role references ("as the developer", "on the IT side") + - Project-specific knowledge (who works on what) + - Previous meeting context (known attendees) + - Speaking order patterns + +3. Build a speaker identification table: + | Speaker | Person | Evidence | + |---------|--------|----------| + | A | Name | Clues... | + +** Step 7: Confirm Speaker Identifications + +Present the speaker identification table to Craig for confirmation: +- List each speaker label and proposed name +- Include the evidence/reasoning +- Ask about any uncertain identifications +- Note any new people to add to notes.org contacts + +** Step 8: Create Labeled Transcript + +1. Replace all speaker labels with actual names + +2. Correct transcription errors: + - Common mishearings (names, technical terms, company names) + - Known substitutions from this project: + - "Vanetti" → "Vineti" + - "Fresh" → "Vrezh" + - "Clean4" / "clone" → "CLIN 4" + - "Vascan" → "Vazgan" + - "Hike" / "Ike" → "Hayk" + - "High Tech" → "HyeTech" + - "Java software" → "JAMA software" + - "JSON" (person) → "Jason" + - "their S" / "ress" → "Nerses" + - Technical terms specific to DeepSat (GovCloud, AFRL, SOUTHCOM, etc.) + +3. Save to engagement assets folder: + - Location: ~{engagement}/assets/~ (e.g., ~deepsat/assets/~) + - Filename: YYYY-MM-DD-meeting-name.txt + - Example: deepsat/assets/2026-02-03-standup-ipm-grooming.txt + +** Step 9: Copy Recording to Meetings Folder + +1. Ensure engagement meetings folder exists and pattern is in .gitignore (~*/meetings/*.mkv~) + +2. Copy the .mkv file with descriptive name: + #+begin_src bash + cp ~/sync/recordings/YYYY-MM-DD_HH-MM-SS.mkv {engagement}/meetings/YYYY-MM-DD_HH-MM-meeting-name.mkv + #+end_src + Example: ~deepsat/meetings/2026-02-03_11-02-standup-ipm-grooming.mkv~ + +3. Verify the copy succeeded + +** Step 10: Update Session Context with Meeting Summary + +Add a meeting summary section to docs/session-context.org including: + +1. **Attendees** - List all participants + +2. **Key Decisions** - Important choices made + +3. **Action Items** - Tasks assigned, especially for Craig + +4. **New Information** - Things learned that should be noted + +5. **New Contacts** - People to add to notes.org + +** Step 11: Write Session Context File + +Update docs/session-context.org with: +- Files created this session (transcript, recording) +- Summary of what was processed +- Next steps (file to assets, update notes.org, etc.) + +*** Context Management (for multiple files) + +When processing multiple recordings in a queue: + +1. **After completing each file's workflow**, update docs/session-context.org with: + - Files processed so far + - Current position in queue + - Summary of meeting just processed + +2. **Ask Craig if compact is needed** before starting next file: + - Transcript processing uses significant context + - Compacting preserves session context for recovery + +3. **If autocompact occurs**, reread session-context.org to: + - Resume at correct position in queue + - Avoid reprocessing already-completed files + +** Step 12: Clean Up Source Files + +After successful completion of all previous steps, delete the source files from ~/sync/recordings/: + +1. **Delete the original recording:** + #+begin_src bash + rm ~/sync/recordings/FILENAME.mkv + #+end_src + +2. **Delete the raw transcript** (if generated): + #+begin_src bash + rm ~/sync/recordings/FILENAME.txt + #+end_src + +This step happens last to ensure all files are safely copied/processed before deletion. If anything goes wrong earlier in the workflow, the source files remain intact for retry. + +* Output Files + +| File | Location | Purpose | +|--------------------+-------------------------------------------------------+------------------------------------| +| Labeled transcript | {engagement}/assets/YYYY-MM-DD-meeting-name.txt | Corrected transcript for reference | +| Meeting recording | {engagement}/meetings/YYYY-MM-DD_HH-MM-meeting-name.mkv | Video for review (gitignored) | +| Session context | docs/session-context.org | Crash recovery, meeting summary | +| Knowledge base | {engagement}/knowledge.org | Team, infrastructure, corrections | + +* Common Transcription Errors + +Keep this list updated as new patterns emerge: + +| Heard As | Correct | Context | +|---------------+---------------+------------------------------------------------| +| Vanetti | Vineti | Company where Craig, Nerses, Eric, Ryan worked | +| Fresh | Vrezh | Developer name | +| Clean4, clone | CLIN 4 | Contract milestone | +| Vascan | Vazgan | MagicalLabs AI team member | +| Hike, Ike | Hayk | CTO name | +| High Tech | HyeTech | Armenian tech community org | +| Java software | JAMA software | Requirements traceability tool | +| JSON (person) | Jason | DevSecOps or advisor | +| their S, ress | Nerses | CEO name | +| sir Keith | Sarkis | BD/investor relations | +| Fastgas | MagicalLabs | Armenian AI contractor | +| Sitelix | Cytellix | CMMC security/compliance partner | + +* Tips + +1. **Read the whole transcript first** - Context from later in the meeting often helps identify speakers from earlier + +2. **Use the calendar** - Meeting names help set expectations for who attended + +3. **Check engagement knowledge.org** - Team roster and transcription corrections specific to this engagement + +4. **Ask about unknowns** - If a new person appears, ask Craig for context + +5. **Note new learnings** - Update engagement knowledge.org with new contacts, corrections, or context after processing + +* Validation Checklist + +- [ ] Engagement identified and destination paths set +- [ ] Session context written before starting +- [ ] Recording files listed and matched with calendar +- [ ] Craig selected files to process +- [ ] Audio extracted to .m4a (mono, 96k AAC) +- [ ] AssemblyAI transcription completed +- [ ] Intermediate .m4a file deleted +- [ ] Transcript file verified +- [ ] All speakers identified +- [ ] Speaker identifications confirmed with Craig +- [ ] Transcript corrected and saved to {engagement}/assets/ +- [ ] Recording copied to {engagement}/meetings/ with proper name +- [ ] Session context updated with meeting summary +- [ ] New contacts/info flagged for {engagement}/knowledge.org update +- [ ] (If multiple files) Queue position tracked in session context +- [ ] Source files deleted from ~/sync/recordings/ |