TWE: Template Issue: Research: Interview Recordings: Transcribe

[bradyse]

Overview

We need to create a template issue for Research: Interview Recordings: Transcribe so that we have consistent, transparent, defined and self-supporting structure for people creating them.

Action Items

Customize this issue

• Customize this issue by adding the Name of Issue Template.
  • Note: An issue template's name is different from the issue title created from the template.
  • Search for [Replace NAME OF ISSUE TEMPLATE] by using the browser search (Mac: ⌘+F; PC: Ctrl+F)
  • Replace the keyword string (including text and the brackets) below with the name of your issue template according to the template naming convention: Role: Direct object: Action verb
    • The role is the primary owner of the issue template (e.g., Research, Design, Product)
    • Direct object should be item that we're updating or working on (e.g., Wiki, Interviews, Roadmap)
    • Action verb should be the main descriptor of the action items (e.g., Update, Create, Transcribe)

Customize the issue settings (located in right sidebar)

Change the issue settings to ensure the issue is properly categorized and easy to manage.

• Under Assignees, assign yourself.
• Under Projects, choose gear, choose "Repository," and choose Program Management.
• Add the milestone: Project Management
• Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.

Customize template draft

Create a draft of new template, which will be known as our "draft".

• Copy the Content to copy for draft to a comment on this issue.
• In your draft, fill out the top part (called front matter) with the following information. See the Front Matter Resources section below for definitions and example.
  • Name
  • About
  • Title
  • Labels
• Define any Dependencies (or remove the dependency section)
• Customize the Overview section
• Fill out the Action Items section (in your draft) by defining the steps that are required to be done, keeping the following in mind:
  • The person working on this issue might be new to the org, so the issue should be able to be worked on without any prior knowledge
  • If the person needs to add links, or put documents in specific locations, the place where they can do that action must be linked in the resources section
    • the links provided by the issue creator should be in the same order as the Action Items
    • Refer to the Resource titled Example Action Items for Finding Wiki Page and Template for an example of how to write clear instructions that avoid compound steps (steps within a step).
  • Number each Resource in the order each resource appears in the Action Items
    • If there are a lot of Resources that could be organized as a set, group them into numbers and decimals (e.g., Resource 1.01, Resource 2.01)
    • Create Resource headings that collate all the 1s together and so on
• If documents or folders (sheets, docs, presentations, dashboard, etc.) will be created, find the document template that should be used by checking the WIKI Templates by role pages.
  • if there is a template
    • Add a link to the template into the ### Resources section of your draft
  • if there is no template yet
    • put a placeholder into the ### Resources section of the draft [TWE: Template Issue: [Transcribe User Interview Recordings]]
• Get sign-off by product on the draft
• Create the template issue on the repo
• Add the link to related "Get started" button in the Resources section below.
• Update the appropriate place in wiki for your template (see resources section)

Resources/Instructions

Getting started button link

Getting started button link for creating new issue using the ["Research: Interview Recordings: Transcribe"]([Replace LINK]) template on the "New issue" tab

WIKI Templates

• by role pages
  • TWE: WIKI: UX Research Guides Templates
  • [Design]
  • [Product]
  • [Engineering]
• default document templates, in case you don't have one yet can found on the Design Process Overview page

Content to copy for draft

Draft of template issue for Transcribe User Interview Recordings
---
**name:** TWE: Template Issue: Transcribe User Interview Recordings
**about:** The process to transcribe interview recordings 
**title:** TWE: Research: Interview Recordings: Transcribe
**labels:** 'feature: board / google drive / tools', 'feature: missing', 'size: missing', 'role: missing', 'milestone: missing'
**assignees:** 

---
#### Instructions for creating this issue
The person who creates this issue should use these links to add links to the resources section and customize this issue
- Customize the issue
    - [ ] Replace the keyword strings (including text and the brackets) below with the appropriate values by using the browser search (Mac: Command+F PC: Ctrl+F)
    - [ ] Search for `[Replace`
    - [ ] Replace with whatever the keyword or information is asking for.
- Customize the issue settings (located in right sidebar)
    - [ ] Under Labels, add labels for any labels identified as missing
    - [ ] Remove the corresponding missing labels
    - [ ] Under Projects, choose gear, choose "Repository," and choose Program Management.
    - [ ] Add the milestone: [Replace MILESTONE]
    - [ ] Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.
- Customize dependencies 
    - [ ] If no dependencies, delete dependency section
    - [ ] If dependencies, add the dependencies (any issue or reason that would prevent the action items from being completed)
- Remove this section.
    - [ ] Delete this section when all the checkboxes above are complete (i.e., the issue assignee will never see this part)

### Dependencies

### Overview
We need to [Replace ACTION] for [Replace REASON].

### Action Items
A STEP BY STEP LIST OF ALL THE TASK ITEMS THAT YOU CAN THINK OF NOW EXAMPLES INCLUDE: Research, reporting, etc.

### Resources
1.
2.

Front Matter Resources

Front Matter Fields and Meaning

• name: (name that appear on the new issue tab)
• about: (is the description that appears next to the issue template on the new issue tab)
• title: (the title that appears when the issue is created. User then customizes this title for their issue)
  • Use the naming convention: TWE: Role: Direct object: Action verb
  • If more than one word should go into the direct object spot, use multiple square brackets with the keyword (see example)
• labels: (choose the labels that will be the same each time, and choose missing labels for the ones that depend on content)
• assignees:

Front Matter Field example

• name: 'Research: Roadmap'
• about: The start of a new roadmap
• title: 'TWE: Research: Roadmap [Replace TYPE OF PARTICIPANT]: Create'
• labels: 'feature: research, feature: roadmap, milestone: missing, role: UI/UX research,
• size: 0.50pt'
• assignees: ''

Example Action Items for Finding Wiki Page and Template

Example Action Items

### Action Items
- Customize wiki page
     - [ ] Go to link 1.01 Internship Wiki, Join the team page
     - [ ] Find wiki page for this issue by looking at role pages.
     - [ ] Copy the link for the wiki page.
     - [ ] Add the link to Resource 2.01
        - [ ] Add the name of the link in square brackets
        - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
- Customize document template.
    - [ ] Go to link 1.02 Design Process Overview
    - [ ] Find document template that should be used in this issue.
    - [ ] Copy the link for the template.
    - [ ] Add the link to Resource 2.02
        - [ ] Add the name of the link in square brackets
        - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis

Example Resource Lists

### Resources for creating this issue
1.01. [Internship Wiki, Join the team page](https://github.com/hackforla/internship/wiki/Joining-the-Team)
1.02. [Design Process Overview](https://github.com/hackforla/internship/wiki/Design-Process-Overview)

### Resource links gathered during the making of this issue
2.01. [Wiki page for [Replace TYPE OF ROLE]]
2.02. [TWE: Template: [Replace NAME OF TEMPLATE]

[bradyse]

@pandanista

When you get to the step where you copy the draft template into a new comment, edit the template with the following issue in mind:

• TWE: RP001: Interview Recordings: Transcribe #324

To write instructions on how to change the replace plan number, see the following issue (note where it says RP[Replace 000]:

• TWE: Create Template Issue: Research: Interviews: Make Issues #321 (comment)

For the first action items in the top comment, add user testing notes to the issue below:

• Create a template structure for new issue templates #311

For an example, of a resource referenced on the UI/UX CoP, see this wiki page:

• UI/UX CoP: How to Conduct a Peer Review

[ExperimentsInHonesty]

Test assets we are using for this. Bonnie will delete when done.

• TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] Interview Recordings: Transcribe - THIS IS A TEST ISSUE FOR ISSUE 335 #337
• https://docs.google.com/spreadsheets/d/1PC8WfWcsOleO-L4CE1xQTtL-VJOz50hM7iseG5qdh1Q/edit#gid=0

At some point in our testing, we need access to the intern/number roster so that we can figure out what the process of finding the interviews is (naming of interview recordings was not consistent) TWE: Intern Roster

[ExperimentsInHonesty]

we left off at

in Column B Recording Link, copy and paste the link to each recording video from Resource # 2.04 for each participant's row

[dionw412]

I tested Issue #351.

Unclear instructions for renaming video files for RP14 video recordings
More comments on the issue.

[pandanista]

I tested Issue #351.

Unclear instructions for renaming video files for RP14 video recordings More comments on the issue.

Thank you, Dionne. I went through all the feedback and addressed them in this comment.

[ExperimentsInHonesty]

@pandanista Issue #351 will need its template updated after the change is made to address

Dependencies /* After second thought, YO decided to leave the dependencies here because: 1. once the issue is created, there is a possibility that there is no assignee, and the UX lead needs to ask the admin of HfLA to add the assignee once decided to the Internship UX vault; 2. we only pay for otter.ai when needed, so UX lead needs to double check on the plan.*/

Dependency should be

• All the transcription issues have been created and put in the icebox
• buy a month subscription to Otter.ai

Then it can be retested

[pandanista]

Did another round of update on 1/30. All feedback has been incorporated and reflected in the latest template

[cbutcher318]

• @Kathleenfrancois we see a lot of your edits on [TEST] TWE: IS21: RP001: Intern Exit Interview Recordings: Transcribe: Intern 001 #355 😄. Is the template ready for Bonnie to trial?

[ExperimentsInHonesty]

• Kathleen gave progress report during meeting

1. Progress: tested through the Move the file into the Internship's shared drive in this Research Plan's Google Drive folder section in issue [TEST] TWE: IS21: RP001: Intern Exit Interview Recordings: Transcribe: Intern 001 #355
2. Blockers: time
3. Availability: 6 hours
4. ETA: 2023-02-15

[ExperimentsInHonesty]

@pandanista here are the notes from 2023-02-15 PM meeting. I think Kathleen has gone as far as she can. We can discuss these changes at todays's UX meeting

• In Action items section

UX lead asks admin to add the team member working on this issue to the 1Password internship-UX's vault

It does not say why

• In the Resources gathered during the completion of this issue section
  change
  2.04 [RP[Replace 000] Interview Recording Folder]
  to

2.04 [RP[Replace 000] Interview Recording Folder*] 

Add

*this folder can only be accessed from the internship-ux email account

• We need a dependency on using this issue template that the Responses spreadsheet has been made from the form template. So if the form has not yet been made, the issue can be created, but it has to go into the icebox until the form and its response sheet have been created.

• If we need another email to test something for free in Otter.ai, create an email called TechWorkExperience@gmail.com so that we can test the otter.ai instructions

[ExperimentsInHonesty]

• The test Issue Create template issues for all research plans #359 for this template has been moved to the new issue approval column and needs to have its template updated after the changes specified in the last comment are addressed.

Additionally, it needs the template edited to a new milestone Research Plan Execution

[pandanista]

Draft of template issue for Transcribing User Interview Recordings and Preparing for De-identification

name: Research: Transcribe User Interview Recordings and Prepare for De-identifying transcripts
about: The process to transcribe interview recordings and get ready to de-identify transcripts
title: TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings: Set Up and Transcribe
labels: 'feature: recording transcription', 'feature: research', 'Participant Type: missing', 'Research 000: missing', 'size: 1pt', 'role: UI/UX research', 'milestone: missing'
assignees:

---

Instructions for creating this issue

The person who creates this issue should use links in the section "Resources for creating this issue" (i.e., 1.01, 1.02, etc.) to customize this issue.

• Customize the issue
  • Open the "Research Overview" wiki page (Resource 1.01)
  • Choose the appropriate research roadmap or research plan folder (ie., RP###) on the wiki page
  • Use the information on the wiki page and in research roadmap or research plan to customize this issue
  • Copy and paste entire template in this issue into text editor (ie., "TextEdit" on Mac, "Wordpad" on PC)
  • Use Find/Replace (Mac: ⌘+F or PC: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values
    • Year
      • Find/Replace [Replace YY] with research year (Two digit format, ex: "22" for year "2022")
    • Research Plan Number
      • Find/Replace [Replace 000] with the research plan number (Three digit format, ex: "001" for research plan "RP001")
    • Type of Participant
      • Find/Replace [Replace TYPE OF PARTICIPANT] with the participant type (ex: "Intern" or "Mentor")
    • Type of Interview
      • Find/Replace [Replace TYPE OF INTERVIEW] with the type of interview (ex: "Intake" or "Exit")
  • Copy and paste the edited template from text editor back into this Github Issue, replacing all original text
  • Re-check all the checkboxes above after copying and pasting the edited template
  • Close the text editor
  • Update the issue title
    • Copy

    TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings: Transcribe 
    

    • Choose "Edit" in the title section
    • Paste the text you copied into the issue title
    • Choose "Save"
• Customize the issue settings (located in right sidebar)
  • Under Assignees, assign a Researcher if it has been determined. Otherwise, leave it blank.
  • Under Labels, choose gear , and apply the label Research: RP[Replace 000]
  • Under Labels, choose gear , and apply the label Participant Type: [Replace TYPE OF PARTICIPANT]
  • Remove the Research 000: missing and Participant Type: missing labels
  • Under Projects, choose gear , choose Repository, and choose Program Management
  • Add the milestone: choose gear , and choose Research Analysis
  • Remove the label milestone: missing
• Customize dependencies
  • If you know of dependencies, add them below (a dependency is any issue or reason that would prevent the action items from being completed)
• Remove this section
  • After all the checkboxes above are complete and the issue is ready to be worked on, delete all text below the "Draft of template issue..." (top heading) and above "Overview" (heading below) -- i.e., the issue assignee will never see this part

Dependencies

• Org rep has purchased a premium version of Otter.ai
• All the user interview issues have been created
• Interview recording upload form needs to be created
• Interview recordings have been uploaded and moved into Internship - PII's "My Drive"

Overview

We need to transcribe RP[Replace 000]'s [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] interview recordings so that we can move on to de-identify the transcripts.

During these tasks you will be asked to add link to the Resources/Instructions section, and that section is at the bottom of this issue (go view it now).

Another tip is to use split browser windows side by side when working on any GitHub issue, so you can edit the issue on one window, and check the resources or click through links on the other window to avoid a lot of back and forth. Make sure to refresh both windows to reflect any changes you made, including updating the issue or checking the boxes on one of them.

Action Items

• UX lead asks admin to add the team member working on this issue to the 1Password internship-UX's vault so that they can have access to Otter.ai in case they need it.
• UX lead adds the assignee to the Internship - PII's "My Drive" as a Contributor so that they have access to internship - PII's My Drive where the recordings and transcriptions with PII are stored.
  • UX lead accesses the Internship - PII's "My Drive"
  • Choose "Manage members", which is located towards the top right side of the browser
  • Enter the assignee's email address and select the role as "Contributor"
  • Confirm with the assignee that they have access to the Internship - PII's "My Drive"

Customize Resource Links

• Customize Resource for Wiki Page Link

  • Go to the wiki page: Research Output Overview (Resources # 1.01)
  • Find relevant wiki page for RP[Replace 000]
  • Copy the link for the wiki page
  • In Resources # 2.01, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for this Research Plan's Google Drive Folder

  • Open the Google Drive's Research by Type Folder (Resources # 1.02)
  • Choose the [Replace TYPE OF PARTICIPANT] folder
  • Copy the link of the [Replace TYPE OF PARTICIPANT] folder
    1. Choose the three vertical dots on the right side of the [Replace TYPE OF PARTICIPANT] folder
    2. Choose "Share"
    3. Choose "Get link"
    4. Choose "Copy Link" and "Done"
  • In Resources # 2.02, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for Interview Recordings and Transcriptions Tracking Sheet

  • Choose "TWE: Template: Interview Recordings and Transcriptions Tracking Sheet" (Resources # 1.03)
  • Choose "USE TEMPLATE" to make a copy of the document
  • Rename and customize the file by following the steps
    • Copy 

    TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet
    

    • Choose "File" > "Rename", and paste the text you copied into the top field
      
    • The name of the file is now updated
    • Copy

    TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet
    

    • Choose the header row (row 1)
    • Choose the formula bar, and paste the text you copied into it
    • The title of the spreadsheet is now updated
    • Copy 

    [Replace TYPE OF PARTICIPANT] Number
    

    • Choose cell A2
    • Choose the formula bar, paste the text you copied
    • The cell of the spreadsheet is now updated
  • Save the spreadsheet into this Research Plan's Google Drive folder in the Internship's shared drive (Resource # 2.02)
    1. Choose File > Move (or Move icon)
    2. Choose "All locations"
    3. Choose Shared drives > Internship > Internships > Research > Research by Type > [Replace TYPE OF PARTICIPANT] > folder for RP[Replace 000]
    4. Choose "Move"
    5. Choose "Move" when it asks if you want to change ownership to a shared drive
    6. Dismiss the notification that says the file in now in the shared drive
  • Choose "Share"
  • Choose "Copy link" and "Done"
  • In Resources # 2.03, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for Interview Recording Folder stored in the Internship - PII's My Drive

  • Log into your Google account so you will be able to access the Internship - PII's 'My Drive' in the next steps
  • Choose Shared drives > Internship - PII > Internship -PII
  • Choose TWE Interview Recordings by Plan # folder in Internship - PII's My drive (Resources # 1.04)
  • Locate the video recording folder for RP[Replace 000] inside the folder TWE Interview Recordings by Plan #
  • Copy the link of the video recording folder for RP[Replace 000]
    1. Choose the three vertical dots on the right side of the folder
    2. Choose "Share"
    3. Choose "Get link"
    4. Choose "Copy Link" and "Done"
  • In Resources # 2.04, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for Participants List Spreadsheet to Save in the Video Recording Folder for RP[Replace 000] in the Internship - PII's My Drive

  • Choose "TWE: Template: Participants List from Interviews (Interns & UXR Excluded)" (Resources # 1.05)
  • Choose "USE TEMPLATE" to make a copy of the document
  • Rename and customize the file by following the steps
    • Copy 

    TWE: IS[Replace YY]: RP[Replace 000]: Participants List from Interviews (Interns & UXR Excluded)
    

    • Choose "File" > "Rename", and paste the text you copied into the top field
      
    • The name of the file is now updated
    • Copy

    TWE: IS[Replace YY]: RP[Replace 000]: Participants List from Interviews (Interns & UXR Excluded)
    

    • Choose the header row (row 1)
    • Choose the formula bar, and paste the text you copied into it
    • The title of the spreadsheet is now updated
  • Save the spreadsheet into [RP[Replace 000] Interview Recording Folder] in the Internship's PII drive (Resource # 2.04)
    1. Choose File > Move (or Move icon)
    2. Choose "All locations"
    3. Choose Shared drives > Internship - PII > Internship - PII > TWE Interview Recordings by Plan # > folder for RP[Replace 000]
    4. Choose "Move"
    5. Choose "Move" when it asks if you want to change ownership to a shared drive
    6. Dismiss the notification that says the file in now in the shared drive
  • Choose "Share" on the top right corner of the spreadsheet
  • Choose "Copy link" and "Done"
  • In Resources # 2.05, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Rename uploaded recording video files if needed

• Open the folder linked in Resource # 2.04
• Make sure each recording video file in the folder is named as RP[Replace 000]-UX Researcher Abbreviation###-[Replace TYPE OF PARTICIPANT] Abbreviation###
  • If the recording video files are not in the format above, please rename the recording files in the format above first before taking any more actions
  • An example looks like this: RP006-U007-I001.txt, which means this is an interview transcript for research plan 006, conducted by UX Researcher 007, and the interviewee is Intern 001
  • In case if you would like to double check, both UX Researcher Abbreviation### and [Replace TYPE OF PARTICIPANT] Abbreviation### can be found in TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Roll Call and Session Table in RP[Replace 000] folder linked in Resources # 2.02

Transcribe Interviews with Otter.ai when transcripts are not available

• Open RP[Replace 000] Interview Recording Folder linked in Resource # 2.04
• Check each interview recording file folder to see if there are transcripts available
  • If yes, move on to #### Update Interview Recordings and Transcriptions Tracking Sheet section
  • If no, do the following to transcribe the video files
    • Download each recording that needs to be transcribed from the Google Drive's recording folder to a temporary folder locally
    • Log into 1password (Resources # 1.06)
      1. Choose internship-UI/UX vault
      2. Choose to see login info for Otter.ai account
    • Access Otter.ai (Resource # 1.07) by copying and pasting the login info from 1password vault
    • Confirm you are on a paid plan at the time of transcribing (Otter.ai only allows 3 uploads for the free tier lifetime)
      • If you are not on a paid plan, let the UX Lead know about it by making an update as a comment in this issue
    • Complete the following steps using Otter.ai:
      • Choose "Import" on the upper right corner of the Otter.ai interface once logged in
      • Upload the video file, and let Otter.ai transcribe the file for you
      • Once finished, download the .txt file
      • Rename each .txt transcript file you downloaded in RP[Replace 000]-UX Researcher Abbreviation###-[Replace TYPE OF PARTICIPANT] Abbreviation### format
        • An example looks like this: RP006-U007-I001.txt, which means this is an interview transcript for research plan 006, conducted by UX Researcher 007, and the interviewee is Intern 001
        • Please double-check the UX Researcher number and participant number in TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Roll Call and Session Table in RP[Replace 000] folder in Resources # 2.02
      • Upload the .txt file into the corresponding recording folder (Resources # 2.04)
        • So there will be two types of files named in the RP[Replace 000]-UX Researcher Abbreviation###-[Replace TYPE OF PARTICIPANT] Abbreviation### format. One is a .mp4 video from the interview while the other one is a transcript in .txt.
    • Delete the local temporary folder with recording files from your own device, such as your laptop

Update Interview Recordings and Transcriptions Tracking Sheet

• Open TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Roll Call and Session Table inside Google Drive Folder: RP[Replace 000] (Resources # 2.02)
• Identify the highest number of [Replace TYPE OF PARTICIPANT] in the "Session Table" tab of TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Roll Call and Session Table
• Open the Interview Recordings and Transcriptions Tracking Sheet you just created (Resources # 2.03) 
  • Double check if the title in the header is the same as the file name. If not, please edit the file name the same as the header.
• In Column A of the Tracking Sheet, enter all the participant numbers. Delete or add rows to match the highest number of participants found in the "Session Table" tab of TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Roll Call and Session Table.
• Open RP[Replace 000] Interview Recording Folder linked in Resource # 2.04
• Count the total number of recording files (.MP4 files) to see if the number matches with the highest number of participants in the session table or if there is any recording file missing
  • If the numbers match, that means there is no missing recording file
• If the numbers don't match, then there might be missing recording file(s)
  - Check the "Session Table" tab of Interview Roll Call and Session Table to see if the missing interview was conducted or not
  - Check both Internship's Shared Drive and My Drive to locate the missing interview recording file(s)
  - Get in touch with the UX Researcher(s) who conducted the interview (listed in the Interview Roll Call and Session Table in RP[Replace 000]'s Google Drive folder) to retrieve the recording files if needed
  - Move the missing recording file(s) to the correct folder once located
  - If the missing files can't be located, please notify the UX Lead in the Tracking Sheet by inserting a comment in the cell where Column A [Replace TYPE OF PARTICIPANT] Number and the Column B Recording Link intersect
• Open the session table tab in TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Roll Call and Session Table inside RP[Replace 000] Folder(Resources # 2.02)
  • Locate the [Replace TYPE OF PARTICIPANT] number in Column C, "[Replace TYPE OF PARTICIPANT] #"
  • Copy the corresponding recording link in Column J, "Recording link"
• Paste the link of the recording video file into the matching participant's cell in Column B Recording Link of the Tracking Sheet (Resources # 2.03)
• Locate .txt files in the corresponding recording folder (Resources # 2.04)
• Copy the link(s) of the .txt files
  1. Choose the three vertical dots on the right side of the file
  2. Choose "Share"
  3. Choose "Get link"
  4. Choose "Copy Link" and "Done"
• Paste each transcript file URL in the matching participant's cell in Column C Transcription Link of the Tracking Sheet (Resources # 2.03)
• Make sure all the recording video and transcript links are copied and pasted into all matching participants' cells, leaving the cells with no matching recording videos blank

Set up a folder for the de-identified transcripts in the RP[Replace 000] folder (Resources # 2.02)

• Go to RP[Replace 000] folder (Resources # 2.02)
• Create a new folder for the de-identified transcripts in the RP[Replace 000] folder by choosing "New" and "New folder" on the left side bar
• Name the "New folder" by copying

RP[Replace 000] De-identified Transcripts

• Paste the text you copied into the folder name
• Copy the link of the folder
  1. Choose the three vertical dots on the right side of the folder
  2. Choose "Share"
  3. Choose "Get link"
  4. Choose "Copy Link" and "Done"
• Paste the copied link into parentheses at the end of the line in Resources # 2.06
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked

#### Set up two spreadsheets to track stakeholders being mentioned in the interviews other than the interviewee and interviewer themselves in the De-identified Transcripts folder (Resources # 2.06) and PII drive

Update the wiki page for this research plan (Resources # 2.01)

• Open the link in Resource 2.01
• Find the "Interview Recordings & Transcripts" section
• Copy and paste Resource 2.06 (both the text and URL) into the "Interview Recordings & Transcripts" section
• Choose "Save Page"
• Review with UX Lead
• Product sign-off
• UXR Lead or PM removes the assignee from the Internship - PII's "My Drive" when closing the issue if the assignee does not need to access the Internship - PII's "My Drive" any longer.
• Question: Should we have the assignee create new issues for de-identifying the transcripts once they are done with this issue since it will be the next step? Or should we have UXR lead create the new issues for de-identifying the transcripts?

Resources/Instructions

Resources for creating this issue

1.01 Wiki: Research Output Overview
1.02 Google Drive Folder: Research by Type
1.03 TWE: Template: Interview Recordings and Transcriptions Tracking Sheet
1.04* TWE Interview Recordings by Plan #
1.05 TWE: Template: Participants List from Interviews (Interns & UXR Excluded)
1.06 1password
1.07 Otter.ai

Resources gathered during the completion of this issue

2.01 [Wiki: Research Plan: RP[Replace 000]]
2.02 [Google Drive Folder: RP[Replace 000]
2.03 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet]
2.04* [RP[Replace 000] Interview Recording Folder]
2.05* [TWE: IS[Replace YY]: RP[Replace 000]: Participants List from Interviews (Interns & UXR Excluded)]
2.06 [RP[Replace 000] De-identified Transcripts]

*this folder can only be accessed from the Internship - PII's "My Drive"

[pandanista]

• This template needs to be revised
  • Need to add a section to illustrate how to "Set up two spreadsheets to track stakeholders being mentioned in the interviews other than the interviewee and interviewer themselves in the De-identified Transcripts folder (Resources # 2.06) and PII drive"
  • Will refer to this comment and two spreadsheets in this comment for the revision
• A question on the last steps in this template:
  • Should we have the assignee create new issues for de-identifying the transcripts once they are done with this issue since it will be the next step? Or should we have UXR lead create the new issues for de-identifying the transcripts?