TWE: Template Issue: Research: Interview Recordings: Transcribe

[pandanista]

Overview

We need to create a template issue for TWE: Research: Interview Recordings: Transcribe so that we have a 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 TWE: Research: Interview Transcripts: Clean up and De-identify 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: TWE: Role: Direct object: Action verb
    • The role is the primary owner of the issue template (e.g., Research, Design, Product)
    • Direct object should be the 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 TWE Project 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 resource 1.01 Content to copy for draft to a new comment on this issue.
• In your draft, fill out the top part (called front matter) with the following information. See resource 1.02 Front Matter Resources section below for definitions and examples.
  • Name
  • About
  • Title
  • Labels
• Define any Dependencies (or remove the dependency section if there is no dependency)
• 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 in the resources section provided by the issue creator should be in the same order as the Action Items
    • Refer to resource 1.03 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
    • Group resources into numbers and decimals (e.g., Resource 1.01, Resource 2.01)
    • Group the resources based on whether they are available when making the issues or they need to be created from this issue
      • If the resource is available, then group it under the Resources for creating this issue section (e.g., Resource 1.01, Resource 1.02, Resource 1.03)
      • If the resource will be delivered or created from this issue, then group it under the Resource links gathered during the making of this issue section (e.g., Resource 2.01, Resource 2.02, Resource 2.03)
• If documents or folders (sheets, docs, presentations, dashboard, etc.) will be created, find the document template that should be used by checking resource 1.04 WIKI Templates by role pages.
  • If there is a template
    • Add a link to the template into the #### Resources for creating this issue section of your draft
  • If there is no template yet
    • Put a placeholder into the #### Resources for creating this issue section of the draft [TWE: Template Issue: [Role]: [Replace ACTION VERB][Replace DIRECT OBJECT]
• Get sign-off by Product on the draft

If this is for a template draft that needs testing at a later stage, please use the following handoff steps:

• Add feature: template creation (step 1) to this issue
• Once the template draft is finished, assign a team member or yourself to create testing issues
• Once the testings issues are completed, get sign-off by Product on the template draft
• Create or update the template issue on the repo
• Add the link to the new issue template once created to resource 2.01. Find by clicking on the Get started button to the right of the new template listed on new issue page
• Update the appropriate place in the wiki for your template (see resources section)

Resources/Instructions

Resources for creating this issue

• 1.01 Content to copy for draft

Draft of template issue for `[Replace NAME OF ISSUE TEMPLATE]`
---
**name:** TWE: Template Issue: [Replace ROLE]: [Replace ACTION VERB][Replace DIRECT OBJECT]
**about:** This issue helps you structure your template issue to be consistent with our other template issues in [Replace DIRECT OBJECT]
** title:** TWE: [Replace ROLE]: [Replace DIRECT OBJECT]: [Replace ACTION VERB]
**labels:** 'feature: board / google drive / tools, feature: missing, milestone: missing, role: missing, size: missing', 'Participant Type: missing', 'complexity: 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
    - [ ] Copy and paste entire template text 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 
    - [ ] 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 TWE: Project Board.
    - [ ] 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 VERB] [Replace DIRECT OBJECT] 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, coding, etc.

### Resources
#### Resources for creating this issue
- 1.01
- 1.02

#### Resources gathered during the completion of this issue
- 2.01
- 2.02

• 1.02 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 below)
  • 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: 'TWE: Template Issue: Research: Create Roadmap'
  • about: This issue helps you structure your template issue to be consistent with our other template issues in roadmap
  • title: 'TWE: Research: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF RESEARCH METHOD]: Roadmap : Create'
  • labels: 'feature: research', 'feature: roadmap', 'milestone: missing', 'role: UI/UX research', 'Participant Type: missing', 'Research 000: missing', 'complexity: missing'
  • 'size: 0.50pt'
  • assignees: ''

• 1.03 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]]
  

• 1.04 WIKI Templates by role pages

  • TWE: WIKI: UX Research Guides Templates
  • Design
  • Product
  • [Business Analyst / Data Science]
  • [Software Engineer]
  • [Marketing]
  • default document templates, in case you don't have one yet, can be found on the Design Process Overview page

Resources gathered during the completion of this issue

• 2.01 TWE: Research: Interview Recording: Transcribe

[pandanista]

Draft of template issue for Transcribing User Interview Recordings

name: Research: Transcribe User Interview Recordings
about: The process to transcribe interview recordings to get ready to de-identify transcripts
title: TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] [Replace TYPE OF INTERVIEW] Interview Recording: Transcribe
labels: 'feature: recording transcription', 'feature: research', 'Participant Type: missing', 'Research 000: missing', 'size: 0.25 pt', 'role: UI/UX research', 'milestone: missing', 'complexity: small'
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")
    • Participant number
      • Find/Replace [Replace PARTICIPANT NUMBER] with the participant number (Three digit format, ex: "Intern 001" or "I001". It can be found in Roll Call and Session table or a roster in the research plan's folder.)
    • 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 PARTICIPANT NUMBER] [Replace TYPE OF INTERVIEW] Interview Recording: 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 TWE: Project Board
    • Choose the down arrow, and choose the appropriate status of the issue. For example, Choose In Progress if this issue is actively being worked on. Otherwise, put it in the Prioritized backlog column.
  • 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 texts above, between the "Draft of template issue..." (top heading) and above "Dependencies" (heading below) -- the section above is for setting up the issue so the issue is ready to be worked on by an assignee and the assignee might never sees this part

Dependencies

• Org rep has decided on the choice of the transcription software
• Interview transcription set-up phase issue has been completed

Overview

We need to transcribe RP[Replace 000]'s [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] [Replace TYPE OF INTERVIEW] interview recordings so that we can move on to clean up and 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 [email protected] Google account or other software account if they need it.
• UX lead adds the assignee to the Internship - PII's "My Drive" as a Content Manager 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 "Content Manager"
  • 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 Plan # and Name Folder (Resources # 1.02)
  • Choose the RP[Replace 000] folder
  • Copy the link of the RP[Replace 000] folder
    1. Choose the three vertical dots on the right side of the RP[Replace 000] folder
    2. Choose "Share"
    3. 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 RP[Replace 000]'s Interview Recordings and Transcriptions Tracking Sheet

  • Open the RP[Replace 000] folder if it is not open yet (Resources # 2.02)
  • Copy the link of TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet
    1. Choose the three vertical dots on the right side of the spreadsheet
    2. Choose "Share"
    3. 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 [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]'s interview recording file stored in the Internship - PII's My Drive

  • Make sure you are logged into your Google account associated with TWE project so you will be able to access the Internship - PII's 'My Drive' in the next steps
  • Choose TWE Interview Recordings by Plan # folder in Internship - PII's My drive (Resources # 1.03)
  • 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 "Copy Link"
  • 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
  • Open the video recording folder for RP[Replace 000] if it is not open yet (Resources # 2.04)
  • Locate [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]'s interview recording file
  • Copy the link of the video recording file for [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]
    1. Choose the three vertical dots on the right side of the folder
    2. Choose "Share"
    3. Choose "Copy Link"
  • 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

Transcribe the Interview when transcripts are not available

• Open RP[Replace 000] Interview Recording Folder linked in Resource # 2.04 if it is not open yet
• Check to see if [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]'s interview recording has been transcribed or not. If already transcribed, there should be a.txt file matching with the participant's number.
  • If yes, move on to #### Update Interview Recordings and Transcriptions Tracking Sheet section
  • If no, do the following to transcribe [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]'s interview file(s)
    • Download [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]'s interview recording that needs to be transcribed from the Google Drive (Resources # 2.05) to a temporary folder locally
    • Log into 1password (Resources # 1.04) to access the transcription software's account information if needed
      1. Choose internship-UI/UX vault
      2. Choose the transcription software account or the Internship-UX Google account to see login info if needed
    • Access the account by copying and pasting the login info from 1password vault
    • Confirm you can access the account you need
    • Complete the following steps using the transcription software:
      • Import or upload the video file that you need to transcribe
      • Wait for the software to transcribe the file for you
      • Once finished, download the .txt transcript file
      • Rename the .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 the participant's number 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 in RP[Replace 000] folder (linked in Resources # 2.02)
      • Upload the .txt file into RP[Replace 000]'s interview 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 format.
    • Delete the local temporary folder with recording file(s) from your own device, such as your laptop

Update Interview Recordings and Transcriptions Tracking Sheet

• Open the Interview Recordings and Transcriptions Tracking Sheet (linked in Resources # 2.03) 
• In Column A of the Tracking Sheet, enter the participant number(s)
  1. The participant number is reflected in this issue's title
  2. Refer to 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 inside Google Drive Folder: RP[Replace 000] (Resources # 2.02) if you need a source to double check on participants' information
• In Column B of the Tracking Sheet, enter the recording link(s)
  1. Go to [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]'s interview recording file (Resources # 2.05)
  2. Choose the three vertical dots on the right side of the file
  3. Choose "Share"
  4. Choose "Copy Link"
  5. Paste the link of the .mp4 file(s) into the corresponding participant's cell in Column B Recording Link of the Tracking Sheet (Resources # 2.03)
• In Column C, enter the transcription link(s)
  1. Go to RP[Replace 000]'s interview recording folder (Resources # 2.04)
  2. Locate the .txt file(s) for [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]
  3. Choose the three vertical dots on the right side of the file
  4. Choose "Share"
  5. Choose "Copy Link"
  6. Paste the link of the .txt file(s) into the corresponding participant's cell in Column C Transcription Link (on Internship - PII's private drive, in .txt format) of the Tracking Sheet (Resources # 2.03)
  7. In Resources # 2.06, 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
  8. Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked

Review and hand off

• Review with UXR Leads to make sure the transcription is done properly
• The assignee checks in with UXR Lead to create new issues for cleaning up and de-identifying the transcripts if needed
• 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
• Product sign-off

Resources/Instructions

Resources for creating this issue

1.01 Wiki: Research Output Overview
1.02 Google Drive Folder: Research by Plan # and Name
1.03* TWE Interview Recordings by Plan #
1.04 1password

Resources gathered during the completion of this issue

3.01 [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* [RP[Replace 000] [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] Interview Recording File]
2.06* [RP[Replace 000] [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] Interview Recording Transcript]

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

[pandanista]

• This set up template has been updated by removing the renaming recording files, transcribing the recordings, and updating the recording and transcript tracking sheet sections.

• The transcribing template has been updated. The issue template draft is step 1 and step 2(b)

  • We will incorporate more changes from testing, thus it stays in the review column so we can update the template as needed

• Testing issue has been created in Research: Test: Issue Template: Transcribe User Interview Recordings: TurboScribe #632 and Research: Test: Issue Template: Transcribe User Interview Recordings: Otter #634, which are both Step 2a

  • We need multiple testing issues for this step, pending on the software

• Tester will create tests, which is Step 3.

[pandanista]

• The transcribe template draft has been tested, and both tests went well.
  • Research: Test: Issue Template: Transcribe User Interview Recordings: TurboScribe #632
  • Research: Test: Issue Template: Transcribe User Interview Recordings: Otter #634
• The transcribe template draft has been revised to remove the renaming file section since it was incorporated into the set up phase template.
• Closing this issue now since the template has been deployed.
  • TWE: Research: Interview Recording: Transcribe

Tagging @sunannie27 and @KC-skc for visibility.