Importing Transcripts

You can import transcript entries into audio or video sources. You can import an entire transcript or add entries to an existing transcript.

Transcripts can be in Word (.doc, .docx), rich text (.rtf), or text format (.txt).

When importing a transcript, you can choose to create transcript entries based on

• Timestamps

• Paragraphs

• Table Rows

• Tab-delimited or comma-delimited text files

Create entries based on timestamp

If your transcript is made up of paragraphs prefaced by a timestamp:

1. Check that your document is formatted correctly

    

   Timestamps must appear at the beginning of a paragraph     Timestamps must be in chronological order   If required you can use the hash symbol # surrounding a timestamp                 You can also use brackets [ ] around a timestamp

   _       _           _ 0:02 How do you feel about your time use now? Does it fit with your goals? Are there other things you’d like to fit in? 0:10 On Thursday and Friday mornings I ‘do the trolley’ at Nazareth House, which is a home for the elderly. The rest of the time I cook and clean and potter in the garden.My son has separated from his wife and he is living with me for now, so I look after him too. #0:18# How do you feel about your time use now? Does it fit with your goals? Are there other things you’d like to fit in? 0:25 I really enjoy my time at Nazareth House because a few of my friends volunteer as well and we can catch up. It’s pretty flexible and friendly. If I can’t do my turn on the trolley, one of my friends can usually do it for me so it doesn’t feel too much like a burden, just so long as we organize it efficiently it gets done. I haven’t really thought about my goals but I think I would like to travel a bit more but my commitments make that a bit tricky.  [0:30] Please think ahead, to your life ten years from now. How does your use of time look then? (What will your goals be then? Will you be employed?  What will you do when you are not working…?) 0:38 Ten years from now? I don’t think that far ahead. I’ll probably be on the other end of the trolley by then! I hope to keep volunteering for as long as I can and I’ll always want to be involved in my kids’ and grandkids’ lives…not too involved though.                                                                                                           |

   In Word, It is a good idea to display paragraph marks () so you can see where paragraphs end

    

2. Check that your document has valid timestamps

   What is a timestamp?

   A timestamp indicates at what point (second, minute, hour) a transcript entry occurred. For example—two minutes (00:02:00) into an interview, Jane said, "I don't agree with the issues".  When importing transcripts, you can create entries based on the timestamps in your document.

   You enter timestamps in the hh:mm:ss format— where hh = hours, mm = minutes, ss = seconds.  You can leave out the colons if required—hhmmss.

   NVivo will also recognize and convert short-hand ways of entering timestamps. This table shows some examples:

   Short-hand	Description	Converted to*
   75	75 seconds	00:01:15.0
   1:6	1 minute and 6 seconds	00:01:06.0
   9203	92 minutes and 3 seconds	01:32:03.0
   85:2	85 minutes and 2 seconds	01:25:02.0
   14532	1 hour, 45 minutes and 32 seconds	01:45:32.0
   2:5:3	2 hours, 5 minutes and 3 seconds	02:05:03.0

   *NVivo measures time up to the 10th of a second

3. In NVivo, open the video or audio source that you want to import transcript entries into.

4. On the Media menu, clickImport Transcript Entries.

The Import Transcript Entries dialog box is displayed.

5. Click the Browse button on the Import from field.

6. Locate and select the document containing the transcript table.

7. Click Open.

8. From the Create one transcript row for each drop down list, click Timestamp.

9. In the Import Data Preview box, review the data you are importing. It will display the first 10 rows of the transcript content you are importing as read by NVivo.

10. Click OK.

The transcript will be imported.

Create entries based on paragraphs

To import transcript entries based on the paragraphs in a Word document.

1. Check that your document is formatted correctly

    

   NVivo creates a transcript entry for each paragraph |

   On Thursday and Friday mornings I ‘do the trolley’ at Nazareth House, which is a home for the elderly. The rest of the time I cook and clean and potter in the garden. My son has separated from his wife and he is living with me for now, so I look after him too How do you feel about your time use now? Does it fit with your goals? Are there other things you’d like to fit in? ____________________________ I really enjoy my time at Nazareth House because a few of my friends volunteer as well and we can catch up. It’s pretty flexible and friendly.

   In Word, display paragraph marks so you can see where paragraphs end.

2. In NVivo, open the video or audio source that you want to import transcript entries into.

3. On the Media menu, clickImport Transcript Entries.

The Import Transcript Entries dialog box is displayed.

4. Click the Browse button on the Import from field.

5. Locate and select the document containing the transcript table.

6. Click Open.

7. From the Create one transcript row for each drop down list, click Paragraph.

8. In the Import Data Preview box, review the data you are importing. It will display the first 10 rows of the transcript content you are importing as read by NVivo.

9. Click OK.

The transcript will be imported.

Create entries based on table rows:

To import transcript entries from a table in Word:

1. Check that your table has a column containing valid timestamps or timespans

   What is a timestamp?

   A timestamp indicates at what point (second, minute, hour) a transcript entry occurred. For example—two minutes (00:02:00) into an interview, Jane said, "I don't agree with the issues".  When importing transcripts, you can create entries based on the timestamps in your document.

   You enter timestamps in the hh:mm:ss format— where hh = hours, mm = minutes, ss = seconds.  You can leave out the colons if required—hhmmss.

   NVivo will also recognize and convert short-hand ways of entering timestamps. This table shows some examples:

   Short-hand	Description	Converted to*
   75	75 seconds	00:01:15.0
   1:6	1 minute and 6 seconds	00:01:06.0
   9203	92 minutes and 3 seconds	01:32:03.0
   85:2	85 minutes and 2 seconds	01:25:02.0
   14532	1 hour, 45 minutes and 32 seconds	01:45:32.0
   2:5:3	2 hours, 5 minutes and 3 seconds	02:05:03.0

   *NVivo measures time up to the 10th of a second

   	If you get an error message indicating 'invalid timestamp', check that the import file is in the recommended format and the timestamps are in the correct sequence.

   What is a timespan?

   A timespan is the duration of time for a transcript entry. For example, Jane spoke about the new issues from the two minute point to the ten minute point ( 00:02:00.0-00:10:00.0). You can use a hyphen (-) or a forward slash (/) to indicate a timespan.

2. In NVivo, open the video or audio source that you want to import transcript entries into.

3. On the Media menu, clickImport Transcript Entries.

The Import Transcript Entries dialog box is displayed.

4. Click the Browse button on the Import from field.

5. Locate and select the document containing the transcript table.

6. From the Create one transcript row for each drop down list, click Table Row.

7. If the first column contains a numeric identifier, click File includes identifier column check box.

8. If the first row is used as a content header, click File includes header row check box.

9. In the Import Data Preview box, review the data you are importing. It will display the first 10 rows of the transcript content you are importing as read by NVivo.

10. In the Transcript Field Mappings, select a Transcript Field mapping option for eachImport Data Field. Note that:

• You must map one import field to Timespan

• You must map one import field to Content

• You can choose not to import a field by selecting (Do not import)

• You can map to an existing custom transcript field in your project.

• You can map to a new custom transcript field. If the import data file includes a header row, the header row field names will be available in the dropdown list of possible transcript fields. You can select these and optionally rename them.

  	The new custom transcript field will be created and applied to all existing audio or video transcripts.

To populate any blank cells in a specific transcript field with the contents of the preceding cell, select the corresponding Fill Down check box.  

11. Click OK.

The transcript will be imported.

Create entries based on tab-delimited or comma-delimited text files

To import transcript entries based on tab-delimited or comma-delimited txt files:

1. Check that your delimited file has valid timestamps or timespans

   What is a timestamp?

   A timestamp indicates at what point (second, minute, hour) a transcript entry occurred. For example—two minutes (00:02:00) into an interview, Jane said, "I don't agree with the issues".  When importing transcripts, you can create entries based on the timestamps in your document.

   You enter timestamps in the hh:mm:ss format— where hh = hours, mm = minutes, ss = seconds.  You can leave out the colons if required—hhmmss.

   NVivo will also recognize and convert short-hand ways of entering timestamps. This table shows some examples:

   Short-hand	Description	Converted to*
   75	75 seconds	00:01:15.0
   1:6	1 minute and 6 seconds	00:01:06.0
   9203	92 minutes and 3 seconds	01:32:03.0
   85:2	85 minutes and 2 seconds	01:25:02.0
   14532	1 hour, 45 minutes and 32 seconds	01:45:32.0
   2:5:3	2 hours, 5 minutes and 3 seconds	02:05:03.0

   *NVivo measures time up to the 10th of a second

   	If you get an error message indicating 'invalid timestamp', check that the import file is in the recommended format and the timestamps are in the correct sequence.

   What is a timespan?

   A timespan is the duration of time for a transcript entry. For example, Jane spoke about the new issues from the two minute point to the ten minute point ( 00:02:00.0-00:10:00.0). You can use a hyphen (-) or a forward slash (/) to indicate a timespan.

2. In NVivo, open the video or audio source that you want to import transcript entries into.

3. On the Media menu, clickImport Transcript Entries.

The Import Transcript Entries dialog box is displayed.

4. Click the Browse button on the Import from field.

5. Locate and select the document containing the transcript columns.

6. Click Open.

7. From the Create one transcript row for each drop down list, click Tab Delimited Line orComma Delimited Line.

8. If your transcript has a header row, click File includes header row check box.

9. In the Import Data Preview box, review the data you are importing. It will display the first 10 rows of the transcript content you are importing as read by NVivo.

10. In the Transcript Field Mappings, select a Transcript Field mapping option for eachImport Data Field. Note that:

• You must map one import field to Timespan.

• You must map one import field to Content.

• You can choose not to import a field by selecting (Do not import).

• You can map to an existing custom transcript field in your project.

• You can map to a new custom transcript field. If the import data file includes a header row, the header row field names will be available in the dropdown list of possible transcript fields. You can select these and optionally rename them.

To populate any blank cells in a specific transcript field with the contents of the preceding cell, select the corresponding Fill Down check box.  

11. Click OK.

The transcript will be imported.

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