User Profiles

Only users assigned with a license are able to access Meeting Insights or record meetings according to their profile. The remaining users who don't have a license but participated in a meeting will not have access to Meeting Insights. Meeting Insights caches their info to present them in the meeting info. To use Meeting Insights, a user must be connected to at least one user profile. Three user profiles are provided with Meeting Insights. Admin can create more.

See also ‘Unlicensed Users’ page here in which admin can view the info collected and if necessary remove. Users who had a license but were unassigned from their license will also be displayed in this page.

Three profiles are provided:

■ Default User Profile (System). This profile is a default profile that includes user access to their meetings.
■ External Restricted Share (System). This profile enables access to user meetings and restricted external share.
■ External All Share (System). This profile enables access to user meetings and both restricted and with a link share with external parties.
● You cannot delete a profile while it is assigned to an AAD group. You must assign the group to another profile before you can delete the profile.
● To assign a User Profile to users, see Assigning a Meeting Insights License to Users.
➢ To configure a user profile:
1. Under the ‘User Settings’ menu, click the User Profiles option.

2. View the three default profiles.
● The figure above shows the Meeting Insights Users (5) user group assigned with Default User Profile (System), which you did in step 3 when assigning a license shown here.
● The figure below shows no groups assigned. To assign a group to a user profile, see step 3 when assigning a license shown here.

3. Click New Profile to add another (customized) user profile to the three that are already available.

4. Configure the fields using the table below as reference.

Field

Description

'User Profile Name'

Enter an intuitive name for effective management later

'Description'

Enter a description of the profile for effective management later

Permissions

Access User Meetings

Always enabled, this option is used for user access to their meetings. It cannot be disabled. The option is grayed out to indicate that the user always has access to meetings they organized or participated in and to meetings that were shared with them. This option is always enabled and can’t disabled.

External Restricted Share

Enable this setting to allow the user to share meeting recordings with external parties who participated in the meetings. To access a meeting recording, external parties will go through their email verification and code access process.

External Share with a Link

Enable this setting to allow sharing the meeting recording with a link; anybody with the link will be able to access the recording.

Premium Transcription

The ‘Premium Transcription’ option applies only to Hebrew speakers and will mostly be unavailable. It’s controllable at the tenant level. Contact your Service Provider if you are interested in this option.

Can Edit Other Users Meetings

People whose 'Auto Can Edit' setting is activated get the 'Can Edit' permission automatically prior to the meeting, i.e., this permission gives them the same level of control of the meeting as the owner, making them a co-owner. They can view, edit, etc. (just like owner of the meeting). It’s the same permission that's available when ‘Can View’ is changed to ‘Can Edit’ through the meeting side panel or meeting sharing options.

Zoho

Enables Meeting Insights integration with Zoho, allowing users to send their action items to their organization's Zoho platform.

Note: This option is available only if you have enabled Zoho integration (see Integrating Meeting Insights with Zoho).

Mobile Application Access

Enables access and use of Meeting Insights standalone mobile app.

Recording

Enable

Allows users in the groups assigned to the profile to record the meetings they organize (they must be the meeting organizer).

User Meetings

Enables MIA to record meetings of users assigned to the profile when it's invited to the meeting and the user is the meeting organizer.

You can enable this feature on different platforms, by selecting one or more of the following check boxes:

■ MSFT Teams Hosted by Organization: (Default) Microsoft Teams meetings that are hosted by your organization.
■ MSFT Teams Hosted by Other Organization: Microsoft Teams meetings that are hosted by other organizations. For more information, see Enabling Users to Record External Teams Meetings.
■ Zoom Meetings: Zoom meetings that are hosted by your organization or some other organization. For more information, see Enabling Users to Record Zoom Meetings.

Import Meeting Recordings

Allows the user permission to import meeting recordings created by third-party tools into Meeting Insights.

Recording on Mobile App

Allows users to ad hoc record conversations (by their mobile phone's microphone) when using Meeting Insights standalone mobile app.

Note: This option is available only if the Mobile Application Access toggle button (see above) is turned on.

Select Storage

Meeting Insights stores meeting recording audio, screen sharing content, generated images, transcriptions, and AI insights in separate Azure Blob storage, tailored to regional preferences and hosted in AudioCodes data centers.

Customers who need control and ownership of their stored data can add additional Azure Blob Storage accounts for various locations (Bring Your Own Blob Storage or BYOS). Once the BYOS locations are configured, they can be assigned to user profiles, enabling recordings for users assigned to those profiles to be stored in the designated storage.

To configure storage accounts, see Storage.

Meeting Recordings Retention Period

Defines the retention policy (period) of meeting recordings. Once a meeting recording exceeds this period, Meeting Insights deletes it from storage.

■ Unlimited - recordings are never deleted and admins must practice caution because the storage location will eventually reach full capacity.
■ 90 Days
■ 180 Days
■ 1 Year - Default
■ 2 Years (730 days)
■ 3 Years (1095 days)
■ Custom - enter a specific number of days.

Note:

■ Meeting recordings inherit the retention period defined by the User Profile that's associated with the meeting's owner/organizer.
■ If the retention period of a User Profile is modified, all previously recorded meetings owned by users under that User Profile automatically adopt the new retention period. The change may take effect intermediately. If the updated retention period is shorter, meeting recordings that now exceed this limit are deleted immediately.
■ If a user is moved to a different User Profile, all of the user's existing meeting recordings adopt the retention policy of the new User Profile. Any meeting recordings that now exceed the retention period of the new User Profile are deleted immediately.

Allow Users to Extend Recordings Retention

Allows users to overwrite the retention period (defined above in Meeting Recordings Retention Period) by setting the meetings to not be deleted. In this case, the meeting is not deleted as part of the retention period. It can be deleted manually when needed.

AI, STT Settings

Automatic Triggering

For details on these settings, see Enabling Automatic Triggering of AI.

Enable AI Templates

For details on these settings, see Enabling Template-based AI-Powered Summaries.
1. Click Apply. You can assign a user group to this user profile as shown here in step 3 (when assigning a license).