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CoLoop can process transcripts in both .docx and .txt format. Most transcript formats will work automatically - CoLoop uses AI to intelligently identify the structure and speaker patterns in your transcripts.

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What CoLoop needs

For CoLoop to accurately process your transcript:
  • All text in a transcript must be attributable to a speaker
  • All speakers must be labelled (CoLoop will assign Moderator and Participant roles)
  • Keep one interview per file

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How CoLoop processes transcripts

CoLoop uses AI to automatically detect and parse various transcript formats. You don’t need to worry about specific formatting - just upload your transcript and CoLoop will figure out the structure.

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Examples of transcripts CoLoop can read

Standard format with speaker labels:
Downloadable Example Here Downloadable Example Anonymised Names Here Single letter format (M/R):
Downloadable Example Here Format with timestamps:
Bold/normal formatting: CoLoop can process transcripts where moderator text is in bold and participant responses are in normal text, without requiring explicit speaker labels. And many more formats - including transcripts from Forsta, Rev.com, Sago, SyncScript, Tellet, and other providers.

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Before uploading

Make sure:
  1. There is one interview per file
  2. Speaker labels are unique (if you’re adding segment data via spreadsheet, make sure names match exactly)

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Using 3rd party transcripts from focus groups

If you have access to the original audio and it is in a language we support and under 10 speakers total you can also upload, transcribe and translate this directly in CoLoop
In some cases 3rd party transcripts of focus groups may not contain speaker level identification, only moderator and participants.
  • Here we recommend merging together participants into a generic speaker label
  • You can do this by running a find & replace on all instances of respondent
  • And replacing them with something generic like “Focus Group 2 Participants”
  • This approach will come with the drawback that theme counts will no longer be accurate
  • It will also only be possible to summarise responses from the concensus of the whole group

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Troubleshooting

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If CoLoop can’t process your transcript

In rare cases where CoLoop’s AI can’t automatically detect your transcript structure, you can manually override the formatting:
You must make sure the labels exactly match the ones shown below.
Follow these steps:
  1. Prepend all moderator names with CoLoop::R
  2. Prepend all participant names with CoLoop::P
  3. Speaker labels must be on a new line preceding the text segment they apply to
Example Below is an example of the original transcript and the edited transcript. When doing this you must make sure:
  1. The text matches up exactly - it is case sensitive so you must prepend speakers with CoLoop::R or CoLoop::P accordingly
  2. When doing your find and replace, look for a text string that does not appear in the middle of a text segment. Typically the easiest way to do this is to ensure you are finding examples of names which come after a newline
  3. Newline characters can be captured in MS Word by using the ^p wildcard (more details here)
Original Transcript
Edited Transcript

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Using Find and Replace

You can open DOCX transcripts in Word and use the find and replace feature to edit them quickly (details here)