Introducing: auto-record policies at a workspace level! đ These rules and restrictions can help streamline your workspace's recording process, ensuring that important meetings are captured automatically while respecting privacy and compliance requirements.
Note: This is an Enterprise Plan feature, and only an administrator of your workspace can configure these settings.
On some of these features, you will see a lock icon.
If you have the lock icon unlocked (off): these settings will only affect new users who are provisioned. Existing users will still be able to control their recording settings. Existing users can still go into their user settings and change the recording option.
If the lock icon is locked (on): This will affect both new and existing users' default settings. Existing users will no longer be able to change this setting in their user settings, as it will be blocked.
Key Features
Workspace-Level Auto Record Rules
Purpose: Automatically record specific events based on defined criteria.
Setup: Admins can create auto-record rules that apply to everyone in the workspace or to specific users and their direct reports.
Customization: Rules can be customized based on internal/external attendees, the number of invitees, specific keywords, and more.
Group-Level Auto Record Restrictions
Purpose: Prevent certain meetings from being recorded.
Setup: Admins can enforce restrictions that override any auto-recording rules. If a meeting matches the restriction criteria, it will not be recorded under any circumstances.
Set Up Workspace-Wide Auto Record Rules
Creating a Rule
Head to your workspace settings > Recordings > Policies
Navigate to Workspace auto-record policy > add auto-record policy
Choose to apply the rule to everyone in the workspace or select specific users and their direct reports.
Define the rule filter values:
Internal/External Meetings: Choose whether the rule applies to internal meetings (all attendees within the organization) or external meetings (at least one external attendee)
Number of Invitees: Set criteria based on the number of people on the calendar invite
Keywords: Add keywords that must or must not be present in the meeting title or invitee emails
When you're done, it should look like this:
Managing Multiple Rules
Admins can create multiple rules with different criteria.
If a meeting matches any single rule, it will be recorded.
Set Up Workspace Wide Auto Record Restrictions
Creating a Restriction
Head to your workspace settings > Note Taker & AI > Policies:
Navigate to Recording restriction policy > Add restriction policy
Define criteria that will prevent a meeting from being recorded by selecting either the user and their direct reports or the entire workspace:
Once a restriction is in place, no meetings that match the criteria will be recorded, even if they match an auto-record rule:
Considerations and Limitations
Disabled Users: If a manager is disabled, their auto-record rules may still apply to their direct reports.
Rule Precedence: Restrictions take top precedence, followed by note series settings (manual overrides), and finally, auto-record rules on a per-user level.
Lock icon: If you have the lock icon unlocked (off): these settings will only affect new users who are provisioned. If the lock icon is locked (on): This will affect both new and existing users' default settings. Existing users will no longer be able to change this setting in their user settings, as it will be blocked.