Nvivo Transcription

NVivo Transcription is an automated, cloud-based transcription service integrated into NVivo. It allows you to send media files for transcription directly from NVivo, returning the transcripts embedded with the media files they were created from Audio and video files.

Transcripts exported from NVivo Transcription do not require any preparation for import. Tab delimited lines with a valid timestamp or timespan. Each line must contain at least one tab character—and have the same number of tab characters. Comma delimited lines that include a valid timestamp or timespan. You can buy NVivo Transcription credit by the hour, or save by purchasing a bulk package of 10 hours, while having the flexibility to top up your credit along the way. Your transcription credit lasts for 90 days. If you need more than 20 hours of transcription, consider an annual subscription. NVivo Transcription is a paid service, additional to NVivo (see QSR website or Transcription online Help for more information). You must have pay-as-you-go credits to use it with NVivo 12. “NVivo Transcription is a ‘must-have’ for any qualitative academic. As a Caribbean researcher, I was very impressed that the tool was able to transcribe my interviews with a high level of accuracy despite our different dialects and accents. The time savings are immeasurable and it’s user-friendly. It will also save me a lot of money.”. Each dictionary entry must have a 'desired transcription'. This is the text added to your transcript when NVivo Transcription recognizes it in speech. IMPORTANT Transcription uses the exact formatting of the desired transcription as you enter it, regardless of where it appears in a sentence.

NVivo Transcription is a paid service with annual subscription or pay-as-you-go options (see QSR website or Transcription online Help for more information). (If you have bought or been assigned a license to Transcription you can also transcribe files using the Transcription website.)

When you open the NVivo Transcription module in NVivo you automatically log into Transcription with the same myNVivo account you are currently logged into NVivo with (see myNVivo—if you are not already logged into a myNVivo account you are prompted to do so). Ensure that the account you use has a valid Transcription subscription or credits.

Use NVivo Transcription to transcribe media files from NVivo

  1. Open the project containing the audio or video files you want to transcribe. On the Modules tab click Transcription.

    You are logged into Transcription with the same myNVivo account you are logged into NVivo with (shown in the dropdown in the top-right of the interface). If you are not logged into NVivo you will be prompted to log in. (If you have multiple accounts, select one with a valid Transcription subscription or credits.)

  2. In the Transcription tab, click Add Files or drag and drop from the List View to add audio or video files to transcribe. Once added, the files automatically upload to NVivo Transcription on the web.

    NOTE You can populate the Transcription tab before you open it—open a media file that you want to transcribe before opening the tab, or Control-click the file in the List View and select Transcription.

    The duration of each file is displayed. If you have pay-as-you-go credits, the number of minutes' transcription time available is shown at the top of the tab (refreshed every fifteen minutes).

  3. When the files have uploaded select the language being spoken in each, then click Transcribe.

  4. Click Refresh to check when transcription has finished.

  5. When transcription is finished click Review transcript to open the transcript in the web editor (the first time you do this you may need to log into your myNVivo account again).

  6. Edit the transcript using the web editor, making corrections as necessary and optionally adding speaker names.

    (See directions for the editor in the Transcription Help, here.)

  7. Return to the NVivo Transcription tab in NVivo and click Import.

    The transcript is imported and embedded as the transcript of the media file you uploaded. (It opens automatically if not already open.

  8. If necessary you can edit further in NVivoAudio and video transcripts.

This feature is available in NVivo Pro and Plus editions. Learn more

This topic explains how to prepare and import transcripts. It also provides the steps for exporting a transcript to a Word document or text file.

What do you want to do?

About importing audio or video transcripts

You can import a Word document, rich text document or plain text file containing a transcription of an audio or video source. Before importing, make sure that the document or text file is formatted in one of the ways described in Prepare a Word document for import or Prepare a text file for import.

If you have purchased a transcript via the integrated transcription service provided by TranscribeMe, your completed transcripts are automatically downloaded and imported into your project. Refer to Purchase an audio or video transcript for more information.

Prepare a Word document for import

You can import Word or rich text documents (.doc, .docx, .rtf) that have been formatted in the following ways:

  • Paragraphs that start with valid timestamps:

  • Paragraphs without timestamps:

  • A table that contains a valid timestamp or timespan column:

NOTE For more information on timestamp and timespan formats—refer to Understand timestamps and timespans.

Prepare a text file for import

You can import plain text files (.txt) that have been formatted in the following ways:

  • Tab delimited lines with a valid timestamp or timespan. Each line must contain at least one tab character—and have the same number of tab characters.
  • Comma delimited lines that include a valid timestamp or timespan. Each line must contain at least one comma.

NOTE For more information on timestamp and timespan formats—refer to Understand timestamps and timespans.

Import a transcript

You can import an entire transcript or add entries to an existing transcript:

  1. Open the video or audio source that you want to import the transcript entries into.

  2. Make sure you are in = 4 && typeof(BSPSPopupOnMouseOver) 'function') BSPSPopupOnMouseOver(event);'>edit mode.

  1. On the Media tab, in the Import group, click Transcript Rows.

The Import Transcript Entries dialog box opens.

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  1. In the Import from box, click the Browse button. Locate and select the file containing the transcript entries, and then click Open.

  2. From the Create one transcript row for each list, select the format of the transcript you want to import—refer to Prepare a Word document for import or Prepare a text file for import.

  1. If you are importing a table that includes an = 4 && typeof(BSPSPopupOnMouseOver) 'function') BSPSPopupOnMouseOver(event);'>ID column, select the File includes identifier column check box.

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  1. If you are importing a table or a tab/comma delimited file:

  1. If the first row contains = 4 && typeof(BSPSPopupOnMouseOver) 'function') BSPSPopupOnMouseOver(event);'>column headers, select the File includes header row check box.

  1. In the Transcript Field Mappings box, select which fields (columns) to import and where they should go in the new transcript.

  • You must map one field to Timespan

  • You must map one field to Content

  • You can map to an existing custom field in your project or enter the name of a new field. This new field will be added to all existing audio or video transcripts.

  • Use the Fill Downbox to populate any blank cells in the transcript with the contents of the preceding cell—for example, if the name of the speaker is only entered when the speaker changes, then use this option to fill in the blank speaker cells.

  1. Click OK.

NOTE NVivo tries to detect the file encoding used in the file. If you cannot import the data correctly, try using a different file encoding.

Understand timestamps and timespans

If you are importing tables or tab/comma delimited text files you must include valid timestamps or timespans:

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  • A 'timestamp' indicates a point in time (second, minute, hour). For example, two minutes (00:02:00) into an interview, Jane said, 'I don't agree with the issues'. You can enter timestamps as hh:mm:ss or hhmmss (where hh = hours, mm = minutes, and ss = seconds)

  • A 'timespan' is the duration of time for a transcript entry. For example, Jane spoke about the new issues from the two minute point to the ten minute point ( 00:02:00.0-00:10:00.0). You can use a hyphen (-) or a forward slash (/) to indicate a timespan.

NVivo recognizes and converts short-hand timestamps—for example:

Shorthand

Meaning

NVivo converts to*

75

75 seconds

00:01:15.00

1:6

1 minute and 6 seconds

00:01:06.00

9203

92 minutes and 3 seconds

01:32:03.00

85:2

85 minutes and 2 seconds

01:25:02.00

14532

1 hour, 45 minutes and 32 seconds

01:45:32.00

2:5:3

2 hours, 5 minutes and 3 seconds

02:05:03.00

* NVivo measures time up to a 10th of a second.

Export transcripts

You can export a transcript from NVivo to a Word document or text file:

  1. Click in the transcript you want to export.

  2. On the Data tab, in the Export group, click Items.

The Export Options dialog box opens.

  1. From the Export options, select Transcript.
  2. (Optional) Under Save As, select the Browse button to change the name, location or format of the exported file.
  3. Select the properties and other options that you want to include in the exported file—for more information refer to Export Options.
  4. To display the exported transcript after exporting, select the Open on Export check box.
  5. Click OK.

NOTE To export the transcripts for multiple audio or video sources, select the sources in list view and choose to export. In the export options, you can change the file type and folder location but you cannot change the default name of the exported files.

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