> ## Documentation Index
> Fetch the complete documentation index at: https://sofiedocs.usetransfer.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Capture, review, and use a CoMeeting

> Start CoMeetings, capture in-person or virtual discussion, review transcripts, create follow-up work, search meetings, and share meeting context.

Use this guide when you need step-by-step meeting capture and follow-up. CoMeeting turns a discussion into transcript, notes, summary, searchable context, and Sofie follow-up work.

## Start the right meeting type

Choose the capture mode based on the meeting setting.

| Mode      | Use it for                                       | Before you start                                              |
| --------- | ------------------------------------------------ | ------------------------------------------------------------- |
| In-person | A room discussion near your device.              | Place the microphone where it can hear speakers.              |
| Virtual   | A remote call when virtual capture is supported. | Share the correct tab, window, or audio source when prompted. |

<Warning>
  Follow your organization’s rules for recording, consent, and meeting capture. Tell participants when a meeting is being captured.
</Warning>

## Capture a meeting

<Steps>
  <Step title="Open CoMeetings">
    Click **CoMeetings** in the sidebar or use **Start CoMeeting** from the home shortcuts.
  </Step>

  <Step title="Name the meeting">
    Use a title that includes the topic, project, or workstream.
  </Step>

  <Step title="Choose in-person or virtual">
    Select the capture mode that matches the discussion.
  </Step>

  <Step title="Check audio">
    Confirm the microphone or shared audio source is active.
  </Step>

  <Step title="Start capture">
    Begin the meeting capture when participants are ready.
  </Step>

  <Step title="Pause or resume when needed">
    Pause capture for breaks or discussion that should not be captured.
  </Step>

  <Step title="End capture">
    Stop the meeting and wait for the transcript, notes, and summary to process.
  </Step>
</Steps>

Good meeting titles:

* `Deviation DI-2026-014 SME interview`
* `PPQ sampling plan review`
* `Tech transfer weekly - analytical readiness`
* `CAPA effectiveness metrics review`

## Improve capture quality

For in-person meetings:

* Put the device near the main speakers.
* Reduce background noise.
* Ask speakers to identify themselves when the meeting has many participants.
* Repeat key decisions before moving on.

For virtual meetings:

* Confirm the browser or operating system shares audio.
* Keep the call volume audible.
* Avoid multiple open audio sources.
* Check that capture is still running after screen-share changes.

## Review the transcript

After the meeting, review the CoMeeting before relying on it.

Check:

* Speaker names or speaker references.
* Technical terms.
* Product, batch, equipment, and document identifiers.
* Dates and action owners.
* Decisions versus discussion.
* Any transcription errors that change meaning.

Use Sofie to help review:

```text theme={null}
Review this CoMeeting transcript. Return a table with decisions, action items, owners, due dates, risks, unresolved questions, and transcript sections that need correction.
```

## Use notes and summary

Use **Notes** for human-curated meeting notes. Use **Summary** for the main themes, decisions, and follow-up items.

Good follow-up prompts:

```text theme={null}
Turn this CoMeeting into action items with owner, due date, source discussion, dependency, and open question columns.
```

```text theme={null}
Create a CoDraft SME interview memo from this CoMeeting. Separate observed facts, SME opinion, assumptions, decisions, and evidence needed.
```

```text theme={null}
Compare this CoMeeting against the Workspace files. List statements that need source confirmation.
```

## Search meetings

Use meeting search when you need to find a prior discussion.

Search by:

* Meeting title.
* Product, process, equipment, site, batch, lot, deviation, CAPA, or protocol identifier.
* Owner name.
* Decision text.
* Phrases such as `root cause`, `release assay`, `sampling rationale`, `acceptance criteria`, or `follow-up`.

When you find the meeting, open it or add it to chat as context.

## Use a CoMeeting in chat

<Steps>
  <Step title="Open chat">
    Start a new chat or continue the chat connected to the project.
  </Step>

  <Step title="Add context">
    Click **+**, choose **Add context**, and select the CoMeeting.
  </Step>

  <Step title="Add related context">
    Add the Workspace, CoDraft, CoSheet, or files that should be compared with the meeting.
  </Step>

  <Step title="Ask for a structured output">
    Request a table, action list, memo, or CoDraft section.
  </Step>
</Steps>

Example:

```text theme={null}
Use this CoMeeting and the Workspace files to create a follow-up table. Include decision, supporting source, action owner, due date, unresolved question, and whether the decision appears supported by available files.
```

## Create follow-up artifacts

Move meeting output into the right surface:

| Follow-up need                                         | Use         |
| ------------------------------------------------------ | ----------- |
| Interview memo, meeting brief, investigation narrative | CoDraft     |
| Action tracker, issue log, risk register, decision log | CoSheet     |
| Project context with files and related meetings        | Workspace   |
| Repeatable meeting-to-report workflow                  | Orchestrate |

<Tip>
  Use a CoSheet for action items when owners, due dates, and status will change over time. Use a CoDraft when the output needs narrative context.
</Tip>

## Share a meeting

Before sharing:

* Review the transcript and summary.
* Confirm the meeting belongs in the selected Workspace.
* Check whether sensitive discussion should be summarized instead of shared directly.
* Add notes that clarify decisions or unresolved questions.
* Confirm recipients need access.

<Warning>
  A CoMeeting can contain draft thinking, disagreement, or sensitive discussion. Share it with the same care you would use for source files.
</Warning>