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Automating Teams Transcripts With SharePoint and AI

Key Takeaways

  • Sesame Access uses automated Teams meeting transcripts to help engineering teams save time and build a structured knowledge base.

  • SharePoint knowledge management tools allow transcripts to be categorised for departments, products, and engineering workflows.

  • AI summarisation provides consistency and reduces manual admin in large technical organisations.

  • This guide explains how to automate transcript workflows step-by-step using SharePoint and AI.

Introduction

Many engineering and manufacturing teams record online meetings, but sorting through raw transcripts takes time. Creating an engineering knowledge base requires a system that lifts the admin burden while keeping information accurate.

This article explains how Sesame Access built a transcript automation workflow using SharePoint, metadata and AI — a process aligned with our wider digital transformation work shown in building an internal knowledge system with AI and legacy BOM AI integration 2025.

This approach supports ongoing product development, engineering communication and our commitment to structured documentation across the business.

Why Build an Engineering Knowledge Base for Transcripts?

Automated transcript processing supports consistent documentation, especially in environments where multiple departments need access to engineering notes. It helps:

  • create a reusable engineering knowledge base

  • reduce manual admin

  • maintain consistent terminology

  • share project details across operations, design and service teams

This mirrors wider digital workflow best practices used in engineering organisations and supported by external industry bodies such as Raeng-effective-industrial-engagement

How to Automate Teams Meeting Transcripts

The goal of the workflow is to identify and process meeting transcripts in a structured way. This involves:

  1. Detecting when a transcript file is uploaded

  2. Converting the file into readable text

  3. Generating an AI summary

  4. Saving a new document with consistent metadata

  5. Publishing a reusable summary in an internal SharePoint library

Search queries such as how to automate Teams meeting transcripts or SharePoint knowledge management for engineering teams often relate to exactly this process.

Setting Up SharePoint Libraries for Transcript Automation

A series of SharePoint libraries were created to support the workflow:

  • transcripts (raw)

  • processed summaries

  • public drafts

  • website drafts

Each area is structured with metadata fields including meeting type, product name, department, tags, approval status and reuse potential.

This ensures all engineering transcripts follow the same schema before being added to the internal knowledge base.

AI Summaries and Metadata Structure

AI summarisation is used to read raw transcripts and convert them into clear, structured summaries that follow consistent language.

This matches the same principles used in:

  • building an internal knowledge system with AI

  • legacy BOM AI integration 2025

The metadata mapping allows transcripts to be cross-linked with engineering themes, internal processes and product-specific issues.

Technical Challenges During Automation

During testing, Power Automate occasionally blocked AI actions or failed to complete the steps. This resulted in alternative pathways being considered, including future integration with AI agents for more reliable automation.

Despite challenges, the work completed so far provides a strong foundation for a scalable transcript management system.

How This Supports Accessibility Engineering Projects

Accurate documentation is essential when coordinating bespoke lift engineering work, especially when developing solutions using the Wellington Lift, Knightsbridge Stair Lift or Cavendish Platform Lift.

A consistent transcript workflow ensures:

  • structured notes

  • efficient engineering communication

  • traceable decisions

  • improved project coordination

This helps keep multi-department teams aligned.

Related Topics and Next Steps

You can explore more digital workflow articles here:

These articles build a broader understanding of how Sesame Access approaches engineering documentation and system reliability.

Frequently Asked Questions (Expanded)

How long does it take to set up a SharePoint transcript workflow?
Initial setup can be completed within a few hours once libraries and metadata fields are defined.

What are the benefits of automated transcript processing for engineering or manufacturing companies?
It reduces admin time, improves accuracy and creates a detailed searchable archive of technical decisions.

Can this process work without Microsoft Power Automate?
Yes. AI agents or third-party systems can perform summarisation or categorisation.

Is human approval still required?
Yes. AI summaries must be approved for accuracy before being published.

Can this be integrated with product engineering workflows?
Yes. Metadata can tag transcripts to specific products or engineering challenges.

Does this workflow support long-term knowledge retention?
Yes. Once categorised and approved, transcripts become part of a permanent engineering knowledge system.

Book a Project Planning Session

To discuss how Sesame Access can support your accessibility project, you can book a meeting with one of our Project Managers:
https://www.sesameaccess.com/book-a-meeting