Step 1 - Activation on Admin and User level

Make sure that Business Transcribe and Call Recording are activated on your account.

For Administrators

Go to the FAQ article Personal and Business transcription for a step by step guide on how to add the add-ons with Flow and Bundle packaging. If you're unsure which packaging model you have, please contact your Telavox representative. 

For User level

Make sure that that the user have a profile where Call Recording is set to “Record & auto-transcribe”. Follow the steps below to enable Record & auto-transcribe on a profile in the Web or Desktop app:

1. Log in to the Web or Desktop app.
2. Navigate to Settings. 
3. Then click on Call recording & Transcription.
4. Select the tab CallRecording.
5. Click on a Profile.
   
6. Under Callrecording select "Record & auto-transcribe".
7. Now the user have the add-on BusinessTranscribe and CallRecording activated on the available Profile.
   

Step 2 - Create a new webhook

1. Log in to the Admin portal.
2. Click Users in the navigation menu.
3. Navigate to Webhooks.
   
4. In the upper right corner, click the "Webhook" tab.
5. Click "Create a new webhook".
   

Step 3 - Fill in the webhook details

Now fill in the fields to configure your webhook:

Name
Give it a clear, recognisable name e.g. "Call Transcript Export". This makes it easy to find when assigning it to users later.


Description
Add a short description so your colleagues understand what this webhook does.

Event
Select "Transcribe" - this triggers the webhook as soon as the operator has finished transcribing a call.

URL
Enter the endpoint URL of your receiving system. Use the POST method, since you are sending data to the system rather than retrieving it. 

Post variables

Use these variables to pass along the transcript data:

HTTP Headers (optional)
If your receiving system requires authorisation, add the necessary details here.

Return Variable (optional)
Only needed if you want to store the system's response - for example, a ticket ID returned after the transcript has been logged.

Timeouts
The request will automatically end if no response is received from the receiving system.

Once all fields are filled in, click Save.

Step 4 - Assign the webhook to users

The webhook is created - now let's assign it to the right people:

1. Log in to the Admin portal. 
2. Go to Users.
3. Select the user you want to assign the webhook to.
   
4. In the right-hand panel, click "Add Webhook".
5. Find and select the webhook you just created.
6. Click "Add" to confirm.
   

Repeat for any other users who should have this webhook active.

Step 5 - You're all set! 

From now on, every finished call transcription will be automatically posted to your chosen system. 

The data sent will look something like this:

{

  "caller": "{system.caller}",

  "callee": "{system.callee}",

  "summary": "{system.transcribe.summary}",

  "raw": "{system.transcribe.raw}"

}

Your receiving system can use this to:

• Attach the transcript to the right customer record.
• Log it on a support ticket.
• Add it to a knowledge base for easy searching.

No more manual note-taking after calls - it's all handled automatically.