Guide

Researchvideo is a secure storing and transcription service for research related video and audio recordings in University of Jyväskylä. You can upload audio files and videos recorded with different tools directly to Researchvideo.

The service works in conjunction with MyJYU AI Transcription. It enables secure recording (e.g. interviews) on a mobile device and transfer of audio files to Researchvideo for transcription and storage.

Researchvideo and MyJYU AI Transcription are available to research and teaching staff (including doctoral researchers) as well as students (including students at the JYU Open University) for research and thesis work, not for other recordings.

Notice:

Although Researchvideo enables creation of automated transcriptions using Whisper AI language model, the transcriptions' quality should always be checked afterwards.

If you run into problems when using the service, please contact Researchvideo support via HelpJYU.

Introduction video

In English

In Finnish:

Who can use Researchvideo?

Researchvideo is dedicated to research purposes for research groups, staff members and students doing research (like thesis).

A. Get a new research project and permissions to it

Everything in Researchvideo is controlled by detailed permission and workflow models. All content is by default private to only project members and admins. No project content can be published to be viewed without logging in.

Apply for a new Researchvideo project by filling in a Vasara form

Link to the project order form.

Note: You can switch the form's language from the top right corner where FI is for Finnish and EN for English.

Log in for the first time

When you start using Researchvideo for the first time, log into the service via the log in button in the top right corner of the page. Initial login is required for permission sharing.

Log in is currently possible with JYU credentials. Multi-Factor Authentication is required using DUO Mobile.

Select JYU MFA login option.

With the first login session, please read data privacy info and grant access privileges.

Adding a new member to an already existing project:

1. If they have not done it yet, as the person to log into the service once (see the section above about logging in)
2. If the person does not need limited access rights to the project, the project manager can give them access via Vasara
3. Otherwise, please complete the HelpJYU form and include the following information:

• The name and email of the project member
• The project the person need access to
• The timeframe for the project access
• The types of permissions the member needs (editing/viewing)

Adding members in Vasara

If a person needs full project access and has active JYU credentials, the Researchvideo project manager can grant them project access by doing the following:

1. Log in to Vasara at https://vasara.app.jyu.fi/
2. Click Tutkimusmoniviestin-projektin tilaustiedot under the leftside menu Database and select the name of the given project.
3. Click the button EDIT MEMBERS (see the screenshot below).
4. Add a new member and fill in their information in format [JYU username]@jyu.fi or [JYU username]@student.jyu.fi (Note: basic project member is not marked as project's 'owner').
5. Click the button SUBMIT FORWARD.

1.-3. EDIT MEMBERS view in Vasara

B. Add new media pages for video and audio to your project

After getting access to your new research project, you may add new media pages. Please note that when uploading files, do not use a VPN connection, as it slows down the upload.

Media page is a container for one video or audio file and if necessary, text, images, and files. Think of it as a single, editable webpage around a video.

Example video of uploading a video and editing media page in Researchvideo (in Finnish).

All your active projects are listed on the My Projects page. You can navigate to it via the top horizontal navigation menu.

Upload a media file

Notice! VPN connection is NOT required to upload videos! Additionally you may want to disable active VPN to ensure maximum upload capacity.

1. Go to your project space.
2. Click the Upload video or audio button.
3. Drop, browse or import the file you want to upload (see the screenshot below).
4. Press upload 1 file -button.
5. Wait for the upload to process.

Subtitle generation (automated transcribing) DURING file upload

1. Fill in the Title and Description to your video or audio file.
2. Next, you can choose additional features to enhance the recording:
• Generate subtitles: Adds subtitles to the video using automatic speech recognition.
• Dynamic audio normalization: Boosts the audio track so that all speech is heard at a consistent volume (i.e., audio compression).
• Broadband noise reduction: Removes background noise from the audio track.
• Speech normalization: Does not alter the loudness-to-silence ratio but aims to raise the volume to an optimal level for the listener. This is especially useful if the recording was made at a consistently low volume.
• Automatic face blurring: Attempts to detect and blur the faces of all individuals appearing in the video to ensure privacy.
• Trim media: You can cut out unnecessary "empty" parts from the beginning and end of the video. When you enable trimming, a preview window opens where you can view and listen to the uploaded recording. Below the video is a timeline with two yellow trimming bars. Drag these bars to set new start and end points for the recording.
3. The encoding process will begin and the progress will be visible.
4. Press download to download the transcribtion.

Subtitle generation (automated transcribing) and translation AFTER file upload

You can also generate subtitles or translations after a media file has been fully uploaded to Researchvideo by doing the following:

1) Navigate to your Researchvideo Project and select the media file's page you want to create subtitles/translation to.

2) After you have opened the media page, click the Speech bubble icon in the left-side menu:

3) Under Generate from Media, you can start creating auto subtitles. First, select the video's primary spoken language from the drop-down menu.

4) Next, select the additional functions you want:

Next, select the additional functions you want:

• Speaker Darization: Different speakers in the video are separated by a tag at the beginning of each subtitle screen, e.g. "Speaker_01".
• Include fill words: When this function is enabled, the speech recognition automatic subtitles the video as accurately as possible, following the original speech content, including any fill words (e.g., like, well). When the function is turned off, the aim is to make the subtitle as clear as possible, leaving out identified fill words.
• Translate into English: Creates not only the original colloquial language of the video, but also the English subtitles produced by the automatic translation.

To start generating subtitles, click Generate from media. It takes some time to create subtitles, depending on the length of the video - you can track the progress of the process from the bar that appears under the video screen.

C. Edit media pages

First click the edit button (pencil symbol) on the left side.

Then click the video and you will get first block (plus symbol) under it. Pressing enter multiple times creates many blocks. Blocks can contain text, images, and other elements. You may select different blocks from the + button.

On the Media Page section of the right-side menu you can also edit the video information and e.g. add categorization tags, and set an expiration date for the video. Note: Leave the publication date field empty.

Read more about the blocks in Plone Documentation https://6.dev-docs.plone.org/volto/user-manual/blocks.html.

D. Edit subtitles (Transcriptions)

You can edit subtitles or translations after a media file has been fully uploaded to Researchvideo by doing the following:

1) Navigate to your Researchvideo Project and select the media file's page you want to create subtitles/translation to.

2) After you have opened the media page, click the Speech bubble icon in the left-side menu:

3) Click an existing transcription

4) You will see preview of the transcription. Click Edit (pen) icon on the left.

5) Edit and remember to save regularly from the left Save button.

A single video may have multiple subtitles.

Rename subtitle files

Navigate to the Contents page.

You can find a selection menu by clicking the "..." symbol. Click Edit.

You can rename the subtitle file by changing the text in the Title field and saving the changes from the left side menu

E. Add other files

You can also upload and store text files, images and other types of files in your Researchvideo work space. These files can only be stored, not edited in Researchvideo. Editing the files requires exporting them on your computer.

You can add files from the left side selection menu within your Researchvideo work space.

After choosing the type of file you want to upload, fill in its title and description and select the file to be uploaded. In the example picture, the uploaded file is an Atlas.ti project bundle.

Tip: You can also add categorization to the uploaded file from the Categorization tab visible in the selection menu next to the heading Default. Categorization by tags enables you to better organize the way you view the Researchvideo project contents.

Save the file after uploading it and filling in its information

The file will now be listed alongside the other contects of your Researchvideo project. You can export the file by opening its media page, agreeing to the export conditions and pressing the Download button.

F. Move files from My Media -page to the project space

When you want to move files from My Media -page to the project space:

1. Click “My Media” from the top navigation bar on the homepage.
2. Open the media file you want to move (a single video or audio file) by clicking it from the list.
3. Add /move to the end of the browser’s address bar and press Enter. Make sure there are no extra spaces or characters in the address bar.
4. A window titled “Where do you want to move this item” will open.
5. Select the correct project from the list and click the blue arrow at the bottom right.
6. The file has now been successfully moved into the selected project.

G. Export full subtitles/transcriptions and media files

NOTE: Things to take into account when exporting transcriptions/subtitles/media files/other files

Please take care that the necessary precautions such as pseudonymization are done properly before this stage and that you select a suitable, secure JYU storage location for the transcriptions that contain direct and/or indirect personal information. You can use the dynamic help table for processing different types of confidential content (in Intranet Uno).

NB! If the transcriptions still need to contain sensitive personal information upon the export, make use of the dynamic table to check the needed data security measures in storing the files.

Before exporting/downloading files from Researchvideo, make sure that your browser settings direct the download to the intended secure storage location (e.g. JYU's NextCloud, network drive or locally on your JYU work computer). If you are downloading sensitive data, the location might need to be encrypted first, and the folder/vault needs to be opened before downloading files out of Researchvideo. Instuctions on how to encrypt folders by using Cryptomator.

Export feature

You can export video and audio files and transcriptions from the given media file's page. Press "Download" under the media file to export video or audio file.

You can export one file at a time, which is why you can choose only one media file option or subtitle/transcription. Before exporting by pressing the Download button, you must agree to handle the exported data with care:

If you require assistance, please complete the HelpJYU form: Contact Researchvideo support

H. Logging out and editing profile information

You can log out of the service by navigating to the bottom left corner of the page. Logging out happens via the red log out symbol. From the selection menu you can also navigate to editing your profile details and preferences (mainly language preference).

I. Delete contents

If you need to remove media or subtitle files, you can do this by doing the following:

Navigate to the Contents menu on the left side of the Project's page and click the folder icon

Press the "..." symbol on the right side of the title of the media file you want to remove

Select Delete

J. Categorize your data

Instructions on how to utilize tags in order to better organize your data within your Researchvideo project will be added soon.

Use a logical file naming convention to make it easier to find files, as Researchvideo allows you to filter content by name.

MyJYU AI Transcription

How to use MyJYU AI Transcription - info and instructions.

Quick guide for downloading transcripts of recordings made with MyJYU AI transcription recorder

Before downloading, make sure that your browser settings direct the download to the intended secure storage location (e.g. JYU's NextCloud, network drive or locally on your JYU work computer). If you are downloading sensitive data, the location might need to be encrypted first, and the folder/vault needs to be opened before downloading files out of Researchvideo. Instuctions on how to encrypt folders by using Cryptomator.

1. Log in to Researchvideo: https://video.rc.jyu.fi/.
2. On the My Media page, click the name of the file whose transcript you want to download.
3. A page will open where you can view and play your file. Below the media player on that page, click the Download button.
4. In the Download file window that opens, select the transcript language under the Subtitles heading (e.g., Subtitles: Finnish with timestamps or without) and check the box "I have understood the above and agree to handle the data with care."
5. Click Download.

Frequently asked questions

Check our FAQ page to see if others have bumped into the same question.

More info: General instructions regarding the use of MyJYU and Researchvideo

If you run into problems when using the service, please contact Researchvideo support via HelpJYU.

Admin instructions

Admins only - Adding projects, users and setting permissions.