FAQs - MTS SuiteVoice Transcriber

General Questions

Q: What is MTS SuiteVoice Transcriber?

A: It is a SuiteCRM 8.x plugin that transcribes audio and video attachments on Note records using AI. It supports Google Gemini and OpenAI as AI providers and offers four transcription modes: Full Text, Summary, Full Text + Translate, and Summary + Translate.

Q: Which SuiteCRM versions are supported?

A: Currently supports SuiteCRM 8.x (both Cloud and On-premise). SuiteCRM 7.x is not supported.

Q: Do I need an AI API key?

A: Yes. You need an API key from Google AI Studio (for Gemini) or the OpenAI platform (for OpenAI). The key is stored encrypted in the database.

Q: Can the plugin work offline?

A: No. The plugin sends audio/video data to the AI provider's cloud API. An internet connection is required.

Installation Questions

Q: How difficult is installation?

A: Simple. Upload the ZIP via Admin > Module Loader, run Quick Repair and Rebuild, then add an AI provider in the Settings page. Total setup takes about 10–15 minutes.

Q: What admin permissions are needed to install?

A: SuiteCRM Administrator rights.

Q: Can I install on SuiteCRM Cloud?

A: Yes, but you may need your SuiteCRM Cloud provider to assist with the Module Loader upload if it is restricted in your plan.

Configuration Questions

Q: How many providers can I configure?

A: As many as you like, but only one active provider is used at a time for transcription. Switch the active provider by editing the Active flag on the provider records.

Q: Which AI provider should I use?

A: Depends on your requirements: - Google Gemini (gemini-2.0-flash) — Fast and cost-effective, excellent for most transcription tasks - OpenAI (gpt-4o-transcribe) — High accuracy, especially for complex audio or accented speech

Q: How do I find the right model name?

A: Use the Load Models button in the Add/Edit Provider form. After entering the API key, it fetches available models directly from the provider.

Q: What is the Language Code field?

A: A BCP-47 language code that sets the translation target for the "Full Text + Translate" and "Summary + Translate" modes. Examples: - vi — Vietnamese - ja — Japanese - zh — Chinese (Simplified) - fr — French - de — German

Q: Can I restrict which modes users can access?

A: Yes. In the Settings tab, enable or disable each transcription mode individually. Disabled modes do not appear as action buttons on Note records.

Usage Questions

Q: Which file types are supported?

A: Audio and video MIME types: - Audio: MP3 (audio/mpeg), MP4 audio, WAV, OGG, WebM audio, FLAC, M4A, AAC, 3GP audio - Video: MP4, WebM video, OGG video, QuickTime (MOV), AVI

Regular documents (PDF, Word, etc.) are not supported.

Q: Where does the transcription output go?

A: It is appended to the Note description field, preceded by a separator line that includes the mode and timestamp. Previous transcriptions on the same Note are preserved.

Q: Can I run transcription multiple times on the same Note?

A: Yes. Each run adds a new block of text below the previous one, with its own timestamp. The full history is also recorded in the SVT History module.

Q: How long does processing take?

A: Typically 10–60 seconds, depending on file length, file size, and the AI provider's response time. Larger files and slower networks take longer.

Q: What is the Suggested Actions feature?

A: After transcription, the AI can suggest creating a Task, scheduling a Meeting, or other follow-up actions based on the transcript content. This feature can be enabled or disabled by the admin.

Security Questions

Q: Is the audio/video data sent externally?

A: Yes — the file is sent to the configured AI provider (Google Gemini or OpenAI) for processing. No data is sent to MTS or Mien Trung Soft servers.

Q: Are API keys stored securely?

A: Yes. API keys are stored using SugarBean's built-in encrypt field type and are never stored in plaintext. They are also never exposed in list views or AJAX responses.

Q: Can regular (non-admin) users access the Settings or License pages?

A: No. Only SuiteCRM Administrators can access the Settings and License pages. Regular users can only use the transcription action on Note records.

Troubleshooting Questions

Q: No transcription buttons appear on Notes

A: Possible causes: 1. The Note has no audio or video attachment 2. The plugin needs a Repair — run Admin > Repair > Quick Repair and Rebuild 3. The license is invalid — check the License page

Q: Transcription returns "No active AI provider configured"

A: Go to Admin > MTS SuiteVoice Transcriber > Settings > AI Providers. Ensure at least one provider has Active = On and is properly configured.

Q: I get a "File type not supported" error

A: The attached file is not an audio or video type. Only audio and video MIME types are supported (see Usage Questions above).

Q: The request times out

A: Increase the Request Timeout setting in Admin > Settings > Limits. For files longer than 10 minutes, a timeout of 60–120 seconds is recommended.

Q: The transcription output looks wrong or misses words

A: AI transcription is highly accurate but can have issues with: - Heavy background noise in the recording - Uncommon proper nouns or technical jargon - Very low audio quality

Edit the Note description to correct any errors. Selecting a more capable model (e.g. gpt-4o-transcribe instead of whisper-1) may also improve accuracy.

Billing Questions

Q: How much does it cost?

A: $199/year for the Yearly license. Enterprise license for 10+ users — contact us.

Q: Is there a trial?

A: Yes, 14 days. Contact us to receive a trial license key.

Q: Does the license expire?

A: Yes, annually. Renew before expiration to continue using the plugin without interruption.

Q: Is there a refund policy?

A: Contact support within the first 30 days if you experience issues. We will work to resolve them or discuss options.

Technical Questions

Q: What happens if the AI provider is down or returns an error?

A: The transcription action returns an error message displayed to the user. No partial data is saved to the Note. The user can try again once the provider is available.

Q: Is there a maximum file size?

A: Yes, configured by the admin in Settings > Limits > Max File Size (MB). Default is 50 MB.

Q: How is transcription history stored?

A: In the mts_svt_history database table. Each entry records the Note ID, filename, mode, language, AI model used, tokens consumed, processing time, and output text.

Q: Can I use a custom AI endpoint?

A: Currently only Google Gemini and OpenAI are supported. Custom OpenAI-compatible endpoints are not available in this version.

Q: Is there an API for external triggers?

A: Not in this version. Transcription is triggered by user action from the Note detail view.

Contact

• Website: mientrungsoft.com
• Email: anhnhatuit@gmail.com
• WhatsApp: +84973131884