MTS SuiteVoice Transcriber is a SuiteCRM plugin that automatically transcribes audio and video attachments on Notes using AI (Google Gemini, OpenAI). Staff can get a full transcript or an AI-generated summary in seconds — directly inside the Note record — without leaving SuiteCRM.
User Guide
User Guide - MTS SuiteVoice Transcriber
Introduction for Users
MTS SuiteVoice Transcriber adds transcription buttons to Note records that have audio or video attachments. Click a button, confirm, and the AI returns a transcript or summary directly in the Note — no extra tools required.
How the Plugin Works
When you open a Note that has an audio or video attachment:
- Transcription buttons appear — in the Actions menu (legacy view) or the transcription panel (SuiteCRM 8 view)
- You click a mode — Full Text, Summary, Full Text + Translate, or Summary + Translate
- A confirmation dialog appears — click OK to start
- AI processes the file — a loading spinner shows while the AI works
- Result is saved to the Note — the transcript or summary is appended to the Note description with a timestamp separator
- Page reloads — you can read and act on the content immediately
Using Transcription
Available Modes
Your admin configures which modes are active. You may see some or all of the following:
| Mode | What it produces |
|---|---|
| Transcribe: Full Text | Word-for-word transcript in the recording's original language |
| Transcribe: Summary | AI-generated key points in the recording's original language |
| Transcribe: Full Text + Translate | Verbatim transcript translated to your organization's configured language |
| Transcribe: Summary + Translate | Key points summary translated to the configured language |
Steps to Transcribe
- Open a Note record
- Confirm the Note has an audio or video file attached (shown as filename in the Note)
- Click the Actions button (or locate the transcription panel)
- Select the desired transcription mode
- Read the confirmation message and click OK
- Wait for the spinner — processing time depends on file length (typically 10–60 seconds)
- The page reloads when done — scroll to the Note description to read the result
Working with Results
Where the Output Appears
Transcription output is appended to the Note description field. Each transcription is preceded by a separator line showing the mode and timestamp:
--- MTS SVT [FULL_TEXT] 2026-04-29 10:30:45 ---
You can read, copy, or edit this text like any other Note content.
Viewing Transcription History
In the SuiteCRM 8 view, the transcription panel shows a History section. Each entry displays: - Transcription mode used - AI model name - Token count - Processing time in milliseconds - Date
Click Load more to see older entries. Click the delete icon to remove a history entry.
Usage Scenarios
Scenario 1: Reviewing a Customer Voicemail
You will see:
- A Note record with an audio file attached (e.g. voicemail.mp3)
- Transcription buttons in the Actions menu
You do: 1. Click Transcribe: Summary 2. Confirm 3. Read the summary in the Note description 4. Take action (create a follow-up Task, reply to the customer, etc.)
Scenario 2: Long Meeting Recording in Another Language
You will see: - A Note with a video or audio file from a meeting conducted in a foreign language - Summary + Translate mode available
You do: 1. Click Transcribe: Summary + Translate 2. Confirm 3. Read the translated summary in your language 4. No separate translation tool needed
Scenario 3: Verbatim Record for Compliance
You will see: - A Note with an important call recording that needs a word-for-word record
You do: 1. Click Transcribe: Full Text 2. Confirm 3. The complete verbatim transcript is saved to the Note description 4. The transcript is now searchable and stored permanently in SuiteCRM
Best Practices
✓ Check the mode before confirming — Use Summary for quick reviews, Full Text when accuracy matters
✓ Review the output — AI transcription is very accurate but can mishear names or technical terms
✓ Use translation modes wisely — If staff read the local language, translate; otherwise use the original
✓ Let history help you — Check the History panel before re-transcribing a Note you may have processed before
✗ Do not transcribe unsupported file types — Only audio and video attachments are supported
✗ Do not close the tab while processing — Wait for the spinner to finish before navigating away
✗ Do not transcribe very large files on slow connections — File upload and processing time increases with file size
FAQs for Users
Q: I don't see any transcription buttons on the Note.
A: The Note may not have an audio or video attachment, or the plugin needs a Repair. Contact your administrator.
Q: How long does transcription take?
A: Usually 10–60 seconds depending on file length and the AI provider. A loading spinner shows while processing.
Q: Can I run transcription more than once on the same Note?
A: Yes. Each run appends a new result to the description with its own timestamp separator, so previous results are preserved.
Q: The transcription seems inaccurate for a specific name or term.
A: AI transcription is highly accurate overall but can mishear uncommon names. Edit the Note description to correct any errors.
Q: What happens if I get a "License invalid" error?
A: Contact your SuiteCRM administrator — the plugin license needs to be renewed or activated.
Contact
- Website: mientrungsoft.com
- Email: anhnhatuit@gmail.com
- WhatsApp: +84973131884
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