Using Microsoft Teams Transcript with Nicoka
Microsoft Teams Transcript automatically brings the transcript of your Teams meetings into Nicoka. Nicoka's AI writes a report from it, which is added to the participants' records: candidates, contacts and employees.
This service is in beta. It cannot be switched on by yourself: activation requires action from your Microsoft 365 administrator and setup by Nicoka on your instance. Contact your Nicoka representative or support (support@nicoka.com) to get it.
1. Connect your account
Once the service is active, each user connects their own account. The connection is personal: only your meetings are retrieved.
- At the top right, click your initials, then Integrations.
- In the AI note taking panel, on the Microsoft Teams Transcript card (tagged BETA), click Connect my account.
- Sign in with your work account and accept the requested permissions (read-only access).
- Back in Nicoka, a confirmation message tells you the account is connected.
The card then shows the connection status with a coloured dot: green when everything works, amber when an administrator action is still pending, red when the account is disconnected. In that case, click Reconnect.
2. During your meetings
- Start transcription in Teams: without it, there is nothing to retrieve. If the start transcription button is greyed out, an organisation policy is blocking it: check with your administrator.
- For a scheduled meeting, the organiser must have connected their account in Nicoka. For a direct call, it is the person who started the transcription.
- Microsoft notifies Nicoka as soon as the transcript is ready: the report usually arrives shortly after the meeting ends.
3. Find the reports in Nicoka
Nicoka links the transcript to the meeting participants through their email address (or phone number), then the AI writes the report:
- on a candidate or contact record, it appears in the timeline as an AI Interview Report activity; when a candidate attends, the report goes to their record rather than to the contacts';
- each employee who attended, apart from yourself, gets an AI Meeting Report activity;
- the full transcript is attached as a document and can be opened with Show full transcript.
You get a notification when the report is added. If no participant is recognised, the notification lets you pick the record yourself.
If the meeting was scheduled in the Nicoka calendar, the report is also linked to it through the video-call link. The summary then follows the AI prompt defined on the event type.
4. Fill in a questionnaire from the report
The report can then be used to fill in a questionnaire: a candidate evaluation, a contact's CRM questionnaire or an employee interview, from the activity menu (Fill a review from this meeting, for example). If the meeting is linked to an event type set up for it, the candidate's evaluation or the contact's questionnaire is even pre-filled automatically as soon as the report arrives.
Everything is explained in Filling in a questionnaire with AI from a meeting.
5. Manage transcriptions
On your account card, the Manage transcriptions button opens a monitoring panel:
- the status of automatic reception, separately for scheduled meetings and direct calls, and a button to extend automatic reception;
- Retrieve from a URL: paste a Teams meeting link (
https://teams.microsoft.com/l/meetup-join/…) to import its transcript, useful when a report has not arrived.
Known limitations
- Meetings organised by another organisation (external invitation) are not retrieved.
- There is no bulk history import: only meetings held after the account is connected arrive automatically. An older meeting can be retrieved from its URL.
- Linking to records relies on participants' email addresses: make sure they are filled in Nicoka.