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Lecture Capture: Organizing an Effective Workflow

By: Aylin Dunham

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Set Up A Custom Workflow

The prevalence of digital media for online courses continue to grow, and this is especially true of online video content. As an educational institution, organizing an effective lecture capture workflow for your video content is essential to expand accessibility for ALL, especially for students and staff using video content. AST can help set up an effective lecture capture workflow for content stored on learning management systems and allow work to be done quickly and efficiently while maintaining your standards of high quality.

Your Lecture Capture Workflow

AST is proud to partner with many leading lecture capture systems, including Panopto, Echo 360, Yuja, and Tegrity. AST offers integrations that allow users to add closed captioning to content that’s hosted online in lecture platforms, without having to upload caption files to videos directly by using the “manual method.”

Captions can be requested for each audio/video file from a specific lecture capture platform. Once completed, AST uploads the caption files to the video in the given lecture capture platform directly. Here’s an example of the workflow involved:

Image showing integration overview starting with the video file being sent from the video platform to captionsync to transcriber and sending the caption file back
If AST doesn’t integrate with the platform you use, we can help you create a custom API integration. Often this can be accomplished in just a few days, and we have had customers who have automated the lecture capture workflow in a matter of a few hours. If you store videos in a proprietary system that we have not integrated with, it is extremely easy to create a custom integration using our CaptionSync REST or SFTP APIs. Once an integration is in place, staff time is reduced dramatically, and learners have access to captioned, accessible video much more quickly.
Below is an example of the flow that can be developed using our APIs.

image of api custom integration workflow, showing transfer of client's data to captionsync to transcribers and back and delivering caption file to client

Integrating your lecture capture platforms is essential to creating a fast and efficient lecture capture workflow for your department. In addition to this, our integrations can be customized for specific turnaround times, from business day turnaround to our fastest 8-hour turnaround time. While fast, these turnaround times provide over 99% accuracy levels and is compliant with Section 508 standards — much higher than the accuracy levels of crowdsourcing and speech recognition solutions.

Example: Panopto Captioning Workflow

AST integrates CaptionSync with Panopto’s Focus system, which offers automated video capture, streaming, search and archiving solutions. Captioning Panopto Focus lectures is accomplished by clicking the “Request Captioning” button in your Focus system. You can also configure Focus to automatically caption presentations immediately after capture.

To set up your Panopto integration, you’ll need to enable the integration in your captioning account. The one-time set-up process involves logging into CaptionSync, going to Settings -> Account Features, selecting Enable my account for Panopto Integration from the drop-down menu, and clicking Request Account Feature. You will receive an email updating you about the feature status.

Next, you’ll need to add the SSH key to your Panopto system. Once the key status shows Ready, log into your Panopto system as an administrator, go to System, and open the Caption Services tab. Click Enable next to AST CaptionSync:

Image showing how to enable captioning in panopto

Once the service is enabled (may take up to 5 minutes), click Edit and follow these steps:

Enter a name for the integration next to Name. We would recommend using the following naming convention, to ensure it is not confused for other captioning services: “CaptionSync” + “the default turnaround time set up in your CaptionSync account”. Example: CaptionSync 2-day.
Enter your CaptionSync username next to User. This is the same username you use to log into your CaptionSync account.
Open the .ppk file saved earlier, copy its whole content and paste it into the Private Key field.
Finally, click Save.

Image showing how to to enable captioning in panopto with AST information

You should then see the integration listed under the Caption Services tab.

How to Request Captioning

To start using the Panopto integration, follow the instructions below:

Users can request captioning and transcription services for all videos hosted in a specific folder or choose to request individual videos for captioning.

To caption all lectures for a given folder, go to the All Folders page in Panopto, under System. Click the Settings icon for the folder. On the Settings tab, under the Captions section, and choose AST CaptionSync. Enabling this setting will request captioning for all videos in a specific folder and request captioning for any new sessions uploaded to that specific folder automatically.

To caption an existing recording, click its Settings icon. On the Captions tab, choose AST CaptionSync, and then click Order.

See the Details of a Request

To see details of a request, cancel it or to submit a redo, log into your CaptionSync account and go to Captioning -> Status of Submissions. You may also use the Panopto ID to track the status of your submissions by pasting the ID at the end of the URL; then copy and paste the URL in your browser.

Lecture Capture Integrations

Thanks for checking in! We hope this explanation helped you learn more about the value of establishing a lecture capture workflow.

The full list of integrations AST offers is also available on our website.

If you’re ready to get started improving your lecture capture workflows with CaptionSync integrations, view detailed tutorials in our Support Center. All of the topics mentioned here today are found in our Support Center.