Introduction
In today's fast-paced business world, keeping track of important meeting notes and information across various enterprise tools can be overwhelming. Otter.ai's new feature addresses this challenge by allowing users to search across their entire enterprise ecosystem. This tutorial will guide you through setting up and using Otter's search functionality to streamline your workflow and make information retrieval effortless.
Prerequisites
Before starting this tutorial, you'll need:
- A valid Otter.ai account (sign up at otter.ai if you don't have one)
- Access to enterprise tools that integrate with Otter (like Slack, Zoom, Google Meet, Microsoft Teams)
- A Windows computer (since we'll be using the new Windows app)
- Basic understanding of how to use meeting platforms and collaboration tools
Step-by-Step Instructions
1. Sign Up and Set Up Your Otter Account
First, visit otter.ai and create your account. This is the foundation for all Otter features. You'll need to provide basic information like your name, email, and password. The account setup is straightforward and takes just a few minutes.
2. Install the Otter Windows App
Download and install the Otter Windows app from the official Otter.ai website. This app is specifically designed to capture meeting notes without requiring you to join meetings. The installation process is simple and typically takes less than 5 minutes. After installation, launch the app and sign in with your Otter account credentials.
3. Connect Your Enterprise Tools
Once logged in, you'll need to connect your enterprise tools. Click on the 'Settings' icon in the app, then select 'Integrations'. Here, you'll see a list of supported platforms. Click on each platform you use (Slack, Zoom, Google Meet, Microsoft Teams) and follow the prompts to authorize the connection. This step is crucial because it allows Otter to access and search across all your meeting data from different sources.
4. Configure Search Settings
After connecting your tools, go to the 'Search' section in the app. Here, you can customize how searches work. You can set filters for specific time periods, meeting types, or participants. For example, you might want to search only for meetings from the past month or only those involving your team members. This customization ensures that your searches return the most relevant results.
5. Capture Meeting Notes with the Windows App
Now you can start using the Windows app to capture notes. The app runs in the background and automatically captures audio from meetings in supported platforms. You don't need to join meetings to capture notes - the app monitors your connected platforms. When a meeting starts, the app will automatically begin transcribing and creating notes. This is particularly useful for remote workers who want to stay informed about meetings they're not directly participating in.
6. Perform Searches Across Your Enterprise
To search across all your enterprise tools, open the search bar in the Otter Windows app. You can search using keywords, phrases, or even specific meeting topics. For example, if you're looking for information about a project budget, simply type 'project budget' into the search bar. Otter will search across all connected platforms and return results from meetings, chat messages, and other relevant content. The search results are organized by relevance and source, making it easy to find exactly what you need.
7. Review and Export Search Results
When you find relevant information, click on any search result to view the full context. You can review the meeting notes, see timestamps, and access original recordings. If needed, you can export search results to various formats including PDF, Word documents, or plain text. This export functionality is especially useful for creating reports or sharing important information with colleagues who weren't present at the original meetings.
8. Set Up Notifications for Important Topics
One of the most powerful features is setting up notifications for specific topics. In the app settings, you can create watchlists for keywords or phrases that are important to your work. When Otter detects these terms in any connected platform, it will send you a notification. This ensures you never miss important information that's discussed in meetings or chats across your enterprise tools.
Summary
This tutorial walked you through setting up Otter.ai's enterprise search functionality using the new Windows app. You learned how to install the app, connect your enterprise tools, configure search settings, and perform searches across multiple platforms. The key benefits include automatic meeting note capture without joining meetings, centralized search across all connected tools, and customizable notifications for important topics. By following these steps, you'll be able to streamline your workflow and quickly access information from your entire enterprise ecosystem, making you more productive and informed in your daily work tasks.
