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Exporting Transcripts

CallVault lets you export transcripts in multiple formats for sharing, archiving, or using outside the app.

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Export Formats

FormatBest For
PDFSharing, printing, formal documents
DOCXEditing in Word, collaborating
ZIPBulk exports, archiving multiple calls
ClipboardQuick copy-paste into other apps

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Exporting a Single Call

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From the Call Detail

1

Open the Call

Click on a call in the Transcripts page to open its detail dialog.
2

Find Export Options

Look for the Download or Export button in the call detail.
3

Choose Format

Select PDF, DOCX, or copy to clipboard.
4

Download

The file downloads to your computer.

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Quick Download

In the Transcripts table:
  1. Hover over a call row
  2. Click the download icon
  3. Select your format

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Bulk Exporting

Export multiple calls at once:
1

Select Calls

Use the checkboxes in the Transcripts table to select multiple calls.
2

Open Bulk Actions

A toolbar appears with bulk action options.
3

Click Export

Find the Download or Export option.
4

Choose Format

  • ZIP - Each call as a separate file in a ZIP archive
  • PDF - Combined PDF with all calls
  • DOCX - Combined Word document
5

Download

The export processes and downloads.
For large exports, processing may take a moment. Stay on the page until the download starts.

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What’s Included in Exports

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PDF Export

  • Call title and date
  • Duration and participant list
  • Full transcript with speaker labels
  • Timestamps (optional)
  • Clean, printable formatting

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DOCX Export

  • Same content as PDF
  • Editable in Word or Google Docs
  • Formatted with headings and styles
  • Easy to modify before sharing

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ZIP Export

  • Individual files for each call
  • Preserves original file names
  • Good for backup and archiving

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Export Settings

Before exporting, you can configure:

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Include Timestamps

Toggle whether timestamps appear in the export:
  • On - Shows when each segment was spoken
  • Off - Cleaner, more readable format

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Speaker Labels

Exports include speaker names as they appear in CallVault. Make sure to fix speaker names before exporting for best results.

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Common Use Cases

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Sharing with Clients

  1. Export as PDF
  2. Review for sensitive information
  3. Share via email or portal

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Creating Documents

  1. Export as DOCX
  2. Open in Word
  3. Add your notes, formatting, or commentary
  4. Save as your final document

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Backup and Archive

  1. Select all calls for a period
  2. Export as ZIP
  3. Store in your backup location
  4. Keep a copy outside CallVault

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Meeting Follow-ups

  1. Open the call you need
  2. Copy to clipboard
  3. Paste into your email or document
  4. Add context and send

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Copy to Clipboard

For quick use:
  1. Open the call detail
  2. Go to the Transcript tab
  3. Click Copy or use the clipboard icon
  4. Paste wherever you need it
Options:
  • With timestamps - Includes time markers
  • Without timestamps - Plain text only

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Tips

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Review Before Sharing

Before exporting transcripts to share externally:
  • Fix any transcription errors
  • Correct speaker attributions
  • Remove or redact sensitive information
  • Trim unnecessary sections

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Organize with Naming

Exports use the call title as the filename. Keep your call titles descriptive for easy identification later.

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Regular Backups

Consider periodic bulk exports as a backup strategy. Export monthly or quarterly to have an offline copy.

Editing Transcripts

Clean up before exporting

Transcript Library

Where exports happen