A meeting is a recording and its transcript

Option A, chosen 1 Oct 2026. The transcript gets its own Transcript column, and one checkbox per recording fetches everything that belongs to it. A recording whose transcript is still being made waits: its row is greyed, its checkbox is disabled, Status shows a spinner, and it ticks itself when the transcript lands. The only way past the wait is the footer's Include {N} waiting on transcription. Drawn against the window as it is now: the scope is plain text with no capsule, Status is sized to its longest translation, and the window's minimum width comes from its columns.

1 Oct 2026 · proposal, revised after review and timing research · names and meetings invented · column widths are the shipped defaults (Meeting 320, Scheduled/Recorded/Expires 92, Size 74); Transcript and Status at their measured English minimums

What ships (the window)Commentary (not in the product)

1 · Teams, before your organisation has approved transcripts

Import from Microsoft Teams

m.storey@acme-research.co.uk

Last 30 days⌄

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Transcripts need your IT team's approval. Recordings import as usual.

	Meeting	Recorded	Size	Transcript	Expires
Wed 24 Sep
	P07 Interview	09:34 52m 11s	1.1 GB	Needs approval	in 118 days
	P08 Interview	14:03 41m 27s	874 MB	Needs approval	in 118 days

2 meetings Project:New Project…⌄

Ask your IT admin to allow Teams transcripts?

Even for meetings you organised, Microsoft needs an administrator to approve before an app can read transcripts. Bristlenose asks to read:

Your meeting transcripts
Meeting details, to match transcripts to recordings
Recording start times, to line transcripts up with the video

If your organisation uses approval requests, Microsoft emails you the decision. Recordings keep importing meanwhile.

Commentary

Drawn as the window is today on a tenant without calendar access: no Scheduled column and no attendee line. The title comes from the recording's filename. The only addition is the Transcript column.
The sheet is 23% shorter, about 87 words cut to 67. It still names all three permissions. The email line is conditional, because not every tenant has approval requests switched on.
The bar is a system Label on a plain bar, not a painted panel. Its detail is one clause, because the sheet explains the rest. In the cells, “Needs approval” is glyphless secondary text, because the bar already says why.
After the request, the bar reads: “Approval requested. Open Import again once your IT team has approved it.” It has no button. The app cannot see the admin's decision, so it does not claim one.
Status keeps the video's reason on rows that are not yet imported, using statusKind (30 Sep).

2 · Teams, approved: every transcript state, including one that is on its way

Import from Microsoft Teams

m.storey@acme-research.co.uk

Last 30 days⌄

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	Meeting	Scheduled	Recorded	Size	Transcript	Expires	Status
Today
	P10 Interview Dana Okonkwo	10:00 1h	10:03 48m 20s	960 MB	Expected	in 120 days	Waiting for transcript
Wed 24 Sep
	P07 Interview Priya Raman	09:30 1h	09:34 52m 11s	1.1 GB	Available	in 118 days
	P08 Interview Tomas Lind	14:00 45m	14:03 41m 27s	874 MB	Available	in 118 days
Mon 22 Sep
	P05 Interview Aoife Brennan	11:00 1h	11:02 55m 04s	48 KB transcript	Available	in 116 days	In this project
	P06 Interview Femi Adeyemi	15:00 1h	15:01 49m 50s	1.0 GB	No transcript	in 116 days
Fri 19 Sep
	P04 Interview Simon Ellery	09:00 1h	09:04 50m 12s	1.0 GB	In this project	in 113 days	In this project
	P03 Interview Ines García	14:00 1h	14:02 47m 52s	1.0 GB	No speaker names	in 113 days
	Weekly research sync Dana Okonkwo · Simon Ellery	16:00 30m	16:01 27m 09s	388 MB	Couldn't match	in 113 days

7 meetings Include 1 waiting on transcription Project:Ward handover study⌄

Commentary

Cell	Kind (glyph and colour from `MessageKind`, as Status draws them)	Meaning; what the tick does
Available	plain	fetched with the recording.
Expected	glyphless	transcription ran but the file isn't ready. The checkbox is disabled and Status says Waiting for transcript, the same way Status already explains every other disabled box. The only way past it is the footer's Include {N} waiting on transcription, which is off by default.
No transcript	info	none was made, or none arrived within the window below. Bristlenose transcribes.
No speaker names	info	the words arrived without names. Speakers are left unseparated, not guessed.
Couldn't match	warning	the transcript couldn't be lined up with this recording, so it is left out rather than mistimed.
Needs approval	glyphless; the bar is the warning	frame 1. Teams only.
Needs access	warning	Meet: you declined the Meet permission at sign-in.
Unavailable	warning	your organisation, plan or language rules it out; the tooltip says which.
No longer available	warning	the platform has deleted it.
In this project	info	both halves are here.
Imported	success	after a fetch. Regular weight; the row's Status keeps the semibold.
Didn't arrive	warning	after a fetch: the recording landed, the transcript didn't.
Not imported	skipped	after a fetch: you went ahead without waiting for an Expected transcript.

The window is for recognition, not inspection (owner, 1 Oct 2026). A researcher picks the right call by day, title and the external names from the invite. The Transcript cell says only whether there is a transcript; speaker names and counts come after import, not here.
No empty columns. Scheduled appears because the approval brought calendar access and some calls matched an event. Calls with no event show a dash. With no calendar access (frame 1), no call has a time and the column isn't there. This is today's rule (showsScheduledColumn), unchanged. Transcript follows the same rule: if no row has a transcript to show or one on its way, the column isn't drawn.
Waiting is the default, and it is hard to get round (owner, 1 Oct 2026). A platform transcript with real speaker names beats Bristlenose's own guess in nearly every case, so a row whose transcript is on its way has a disabled checkbox, and Status says Waiting for transcript. Nobody has to read the Transcript column or a tooltip to see why the box is grey.
- The row looks unfinished, and finishes itself while you watch (owner, 1 Oct 2026). Right after a session, nobody reads small text, and a bold title beside a checkbox gets ticked. So a waiting row has its title in secondary colour, a disabled box, and a spinner in Status: the same “give it a minute” cue the Teams chat gives. While the window is open it re-checks waiting rows (about every 30 s on Teams, where transcripts usually take minutes). When one lands, the row turns Available, ticks itself, and the Import count goes up. Nothing is remembered, and checking stops when the window closes.
- One way round it, in plain sight, in the footer (owner's layout, 1 Oct 2026). Reading left to right: the count, then ☐ Include {N} waiting on transcription, then Project and the Import button, whose count is what the researcher will actually get. The checkbox is off every time the window opens and never remembered. The checkbox and its text are not drawn at all when nothing is waiting. Ticking it enables the waiting rows, still unticked; the researcher then ticks the ones they need, and the button's count follows.
- Final states are never gated. Needs approval, Unavailable and No transcript mean nothing is coming. Those rows stay tickable, so an IT refusal never stops anyone working.
- Bulk ticks never include a waiting row, even with the footer box on: ⌘A and a meeting's header checkbox leave them alone.
- Recordings don't expire for weeks to months, so waiting costs nothing. When the window is next opened, the row reads Available and is ticked.
How “Expected” is known differs by platform, and the copy is only as sure as the signal:
- Meet is certain. A transcript resource in STARTED or ENDED state means one is coming. No resource on an ended call means none was made.
- Zoom is a good guess. The host's “Create audio transcript” setting is on and the recording is listed without its TRANSCRIPT file.
- Teams is a guess. Recording starts transcription by default, but Graph lists a transcript only once it is ready. So Expected is shown only for a few hours after the meeting, and after that it becomes No transcript.
Expected becomes No transcript after 4 hours on Teams, and 24 hours on Meet and Zoom (measured from the recording appearing). Typical waits are minutes on Teams and a few hours on Meet and Zoom. Vendors allow up to a day. After that, the honest word is that it didn't come.
P05: the recording is here and the transcript isn't. Ticked, the Size cell shows the transcript's own size and says transcript, so the tick is honest about what it fetches. This needs the recording matched by a stored platform id, not by duration (plan §0 item 4, Q11), so it ships after the first slice.
The button names transcripts only when a tick fetches one alone. Otherwise it stays today's “Import N Recordings”, because a transcript rides with its recording.

3 · Google Meet: a call with two recordings, no new permission

Import from Google Meet

martin@finca342.org

Last 30 days⌄

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	Meeting	Scheduled	Recorded	Size	Transcript	Status
Today
	▾P11 Interview Ana Ruiz · Joan Ferrer	12:00 1h	—	—	—
	Recording 1	—	12:02 31m 10s	—	Available
	Recording 2	—	12:36 22m 48s	—	Expected	Waiting for transcript
Yesterday
	Banyalbufar discussion Tomeu Colom	23:00 1h	22:45 58m 04s	—	Available
Tue 2 Sep
	P02 Interview Leo Martin	10:00 1h	10:01 50m 02s	—	No longer available

3 meetings · 4 recordings Include 1 waiting on transcription Project:New Project…⌄

Commentary

The meeting's checkbox is mixed while Recording 2 waits for its transcript. The header's state follows what its children would fetch, not only whether their recordings are new (review finding 39).
One transcript, two recordings. Each recording takes the part of the transcript that falls inside it, re-timed to that recording's start. Stopping and restarting transcription can also make several transcripts for one recording, so a row is built from every piece that overlaps it.
No Expires column on Meet, as today. Google deletes the transcript's API copy 30 days after the meeting, which shows as No longer available. Before that, the deadline is in the cell's tooltip.
Expected is certain on Meet. The API reports a transcript in progress, so this cell is never a guess here.

4 · After the fetch: what arrived, said once

Import from Microsoft Teams

m.storey@acme-research.co.uk

Last 30 days⌄

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Meeting	Scheduled	Recorded	Size	Transcript	Expires	Status
P10 Interview	10:00	10:03	960 MB	Not imported	in 120 days	Imported
P07 Interview	09:30	09:34	1.1 GB	Imported	in 118 days	Imported
P06 Interview	15:00	15:01	1.0 GB	No transcript	in 116 days	Imported
P08 Interview	14:00	14:03	874 MB	Didn't arrive	in 118 days	Imported

4 imported · 3 without transcript

Commentary

Everything imported is analysed now, so there is no hold. P10's transcript was Expected; the researcher turned on Include {N} waiting on transcription and ticked it, to go ahead without waiting. Its cell reads Not imported, in the skipped kind (cyan minus.circle.fill, “deliberate, not empty”), because that was a choice, not a failure. Left unticked, it would have stayed Expected and imported as a pair later.
P08's recording arrived but its transcript didn't, so the cell is a warning, not an error. The row is partial, which ui_kinds files under warning. The reason is in the tooltip. The row's own Status is still a success. The report marks P08's speakers as identified by Bristlenose (“check names”). No in-window retry: retrying after analysis would re-cut starred quotes, so it waits for Phase 4's per-session choice.
The footer counts what needs attention, not the happy total.

5 · Deutsch, at the window's minimum width: the new column joins the width machinery

Aus Microsoft Teams importieren

m.storey@acme-research.co.uk

Letzte 30 Tage⌄

Filtern

Besprechung	Geplant	Aufgezeichnet	Größe	Transkript	Läuft ab	Status
P07 Interview Priya Raman	09:30	09:34	1,1 GB	Verfügbar	in 118 T.
P10 Interview Dana Okonkwo	10:00	10:03	960 MB	Erwartet	in 120 T.	Wartet auf Transkript
P03 Interview Ines García	14:00	14:02	1,0 GB	Keine Sprechernamen	in 113 T.
Q3-Roadmap-Review Dana Okonkwo	16:00	16:02	402 MB	Nicht zuzuordnen	in 118 T.	Nicht mehr verfügbar

4 Besprechungen 1 wartende einbeziehen Projekt:Neues Projekt…⌄

Commentary

Transcript is sized the way Status now is. In the working tree (30 Sep), CloudImportStatusColumn.minimumWidth(i18n) measures every string the column can show, through a real cell. The grid then reports its minimum to the window (onMinimumWidth; floor max(760, grid)). Once that work lands, the measurer is generalised to take a key list, so Status and Transcript share one, rather than copied into a sibling. reportMinimumWidth already sums whatever columns exist, so it needs no change.
Transcript is added and removed, never hidden. A syncTranscriptColumn shaped like syncScheduledColumn adds it only when some row could have a transcript, so a Zoom account with transcription off, or a consumer Google account, pays no width for it. Removing rather than hiding stops autosaveTableColumns restoring a column stuck hidden.
Cost in width (estimated here; the code measures it): one more column of about 142 pt in English and about 175 pt in German (“Keine Sprechernamen”), plus an intercell gap. That puts the Teams window's floor near 820 pt in English and 880 pt in German, against today's 760. Meet has no Expires column, so its window is about 90 pt narrower.
Headers truncate; status words never do. “Aufgezeichnet” clips at its 72 pt minimum, as it does today. Names, titles and organisers stay unbounded and carry a tooltip.
The German state words are a first draft for review, not seeded strings.

6 · Every state of the footer

Left: the count. Middle: the waiting checkbox, only when something is waiting. Right: Project and the one button. Teams in English; Meet differs only where noted.

A · LOADING, SIGNED OUT, EMPTY LIST, OR A BLANKET REFUSAL

B · LISTED, NOTHING TICKED

7 meetingsProject:Ward handover study⌄

C · SOME TICKED

7 meetingsProject:Ward handover study⌄

C2 · A TICK FETCHES A TRANSCRIPT ALONE (recording already in the project)

7 meetingsProject:Ward handover study⌄

C3 · ONLY TRANSCRIPTS TICKED

7 meetingsProject:Ward handover study⌄

D · SOMETHING IS WAITING ON TRANSCRIPTION

7 meetings Include 1 waiting on transcriptionProject:Ward handover study⌄

D2 · …INCLUDED, AND THE WAITING ROW TICKED BY HAND

7 meetings Include 1 waiting on transcriptionProject:Ward handover study⌄

E · SOMETHING WITHHELD THAT YOU COULD ACT ON (someone else's meeting, a permission, a plan, a tenant block)

7 meetings · 5 you can fetch · 2 organised by others Recordings permissionsProject:Ward handover study⌄

F · MEET: A CALL MADE MORE THAN ONE RECORDING

3 meetings · 4 recordingsProject:Ward handover study⌄

G · FILTER ON ("Priya"): counts follow the filtered list; "organised by others" is suppressed

1 meetingProject:Ward handover study⌄

H · THE LISTING STOPPED AT ITS PAGE CAP

at least 50 meetings ⚠︎ Partial listProject:Ward handover study⌄

I · FETCHING: progress is on the rows; the waiting checkbox is hidden

7 meetingsProject:Ward handover study⌄

J · DONE

4 imported

K · DONE, A RECORDING FAILED

3 imported · 1 failed

L · DONE, A TRANSCRIPT DIDN'T ARRIVE (the recording did)

4 imported · 1 transcript didn't arrive

M · AFTER A BATCH, A WAITING TRANSCRIPT ARRIVED AND ITS ROW TICKED ITSELF

4 importedProject:Ward handover study⌄

Commentary

New in this work: the waiting checkbox (D, D2), the button naming transcripts (C2, C3), “1 transcript didn't arrive” (L), and a waiting row arriving after a batch (M). Changed: the bare count when nothing is withheld (B–D, G), where today says “7 meetings · 7 you can fetch”. Unchanged: A, E, F, H, I, J, K.
When “· N you can fetch” appears is the existing counts.withholding predicate, the one that already decides the permissions link (isWithheld). It covers someone else's meeting, a missing scope, a plan limit or a tenant block. Rows already in the project, not recorded, no longer available, or waiting on transcription never trigger it.
L names only a loss you didn't expect. Meetings that never had a transcript, and rows you chose to import without waiting, aren't counted there; each row's Transcript cell already says so. L has no retry button: the recording is already being analysed, and bringing a transcript in afterwards waits for the per-session re-processing work (plan Phase 4).
M follows from the window checking while it is open. The button changes from Done back to Import because there is something new to import.
A blanket refusal and the approval bar live above the grid, not in the footer. The footer hides Project and the button whenever there is nothing to import into (A).

7 · Zoom, as built (flagged off), with the Transcript column added

Import from Zoom

martin@stmarystrust.example

Last 30 days⌄

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	Meeting	Recorded	Size	Transcript	Expires	Status
Today
	P14 Interview: triage nurse	11:02 48m	44 MB	Expected	in 29 days	Waiting for transcript
Tue 23 Sep
	P12 Interview: ward sister	09:30 55m	51 MB	Available	in 5 days
	P13 Interview: discharge planner	14:00 41m	38 MB	No speaker names	in 22 days

3 meetings Include 1 waiting on transcription Project:Ward handover study⌄

7b · THE SAME ACCOUNT WITH “CREATE AUDIO TRANSCRIPT” TURNED OFF: said once, and no empty column

Import from Zoom

martin@stmarystrust.example

Last 30 days⌄

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“Create audio transcript” is off in your Zoom settings, so recordings will import without transcripts.

	Meeting	Recorded	Size	Expires
Tue 23 Sep
	P12 Interview: ward sister	09:30 55m	51 MB	in 5 days
	P13 Interview: discharge planner	14:00 41m	38 MB	in 22 days

2 meetings Project:Ward handover study⌄

Commentary

Drawn as the adapter builds it today, plus the Transcript column:
- The title is the meeting topic, with no attendee line: Zoom's list call has no roster.
- There is no Scheduled column, because Zoom has no calendar here.
- Recorded shows the duration in Zoom's whole minutes.
- Expires comes from auto_delete_date, orange under a week as on every platform.
- Sizes are small because ZoomFileSelection prefers the audio-only M4A over the video files.
How Zoom says Expected: the host's “Create audio transcript” setting is on, and this recording has no transcript file yet. Zoom typically delivers it a couple of hours after the recording; after 24 h the row turns No transcript. Speaker names arrive as Name: text; Bristlenose rewrites them to voice tags with the existing splitSpeaker.
7b: the setting is account-wide, so it is said once. When it is off, the bar explains, and with nothing to show the Transcript column isn't drawn. The sentence already exists in the adapter as ZoomPreflight.transcriptCaveat, in English and never rendered; it gets a locale key. This bar is info, not a warning: nothing is wrong, the account was simply set up that way.
Before any of this can be seen live, Zoom's sign-in needs the Associated Domains entitlement restored (plan §1b, “Blocker”).