Organization by collection

Overview

Collections provide a structured, folder-like environment to categorize meeting recordings and uploaded audio transcripts. You can organize records by department, client account, or strategic initiative.

Combined with time filters and full-text search, collections ensure your meeting archives remain clean and easily navigable. Collections can also serve as focused knowledge sources for specialized AI agents.

Prerequisites

To organize meetings by collection, you need:

• An active Swiftask account.

• At least one recorded meeting or uploaded audio transcript in your workspace.

• Workspace permissions to create or manage collections.

Step-by-step guide

1. Navigate to Meetings in the left sidebar to view your meeting library.

2. Click the 3-dots options menu (...) on any meeting entry and select Assign to collection.

   

3. If you have not created any collection yet, the dialog displays No collection yet. Click + Add new collection.

   

4. In the Add new collection popup, enter your Collection Name (e.g., "Reunion", "Client Accounts") and click Create.

   

5. Select the checkbox next to your collection name and click Save to assign the meeting.

   

Practical use cases

• Client account management: Group all discovery calls, status updates, and reviews under a dedicated client collection.

• Product development sprints: Store sprint planning sessions, daily standups, and retrospectives in one place for product teams.

• Executive archives: Segregate confidential board discussions and compliance reviews into restricted collections.

Tips & best practices

• Adopt standard naming conventions: Use consistent naming prefixes such as "[Client] Name" or "[Project] Sprint" for rapid identification.

• Assign immediately: Move meetings into their respective collections right after recording to keep your main inbox clean.

• Combine with date filters: Use the Today, This week, and This month filters inside collections to find recent conversations quickly.

Troubleshooting

• Cannot see a shared collection: Verify that you are switched to the correct workspace and check with your workspace administrator.

• Meeting not appearing in collection: Reopen the meeting, verify collection assignment, and ensure the filter is set to All.

• Duplicate collection names: Rename your collection to include specific project or date identifiers to avoid confusion.

Additional resources

• Introduction - AI-assisted meetings – Comprehensive overview of Swiftask meeting automation.

• Meeting recording – Discover how to capture and transcribe new meetings.

• Analyzing meeting transcripts with AI – Analyze and chat with transcripts stored inside your collections.

• Cloud synchronization – Access your organized collections across any device.