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Automating Video Captioning Using Zapier

For all those marketers and entrepreneurs who always complain about busy schedules and lack of spare time to think about expanding their business, we have some exciting stuff to share.

Or should we say, life-changing stuff?

We continue to talk about Zapier, an amazingly simple tool that automates your tasks and lets you focus on the core business. Things aren’t easy If you’re an expert in your field, and you share your thoughts on multiple social platforms too. It’s quite tough to manage everything – posting, creating content, commenting and other related tasks.

What Zapier does is connect your most-used tools (it can be your website) in a way that when one app gives a trigger, the other tool acts in a predefined manner and gets the job done for you.

For example, as we discussed in our previous bookings post, when you get a booking on your website, all the backend stuff (like creating a folder that has all the information about the customer, scheduling the call, and sending an internal email regarding customer’s query) gets done automatically, and you’re ready to respond quite quickly.

Video Captions for Marketing

Every viral video today needs subtitles/captions, or at times, transcription to send a clear message out. Anything that people find difficult to understand vanishes from the social diaspora pretty quickly.

So, if you have a world-wide audience speaking different languages, you have options to caption your videos in either simple English, or for a targeted audience, in their local language.

Hiring a Freelancer to Caption Videos

You can easily hire someone online who is familiar with video captioning and transcription. Odds are, you’re either paying too much or compromising on the quality.

Freelancers can sometimes miss deadlines. As a result, entrepreneurs have to make unnecessary changes in their plans.

Whether you do things for yourself to meet the deadline or wait for the job to get completed, both are uneasy situations that deviate your attention from the core task.

Now, think about batch captioning a series of videos. It becomes too risky, isn’t it?

A good idea is, let the team of responsible people handle the video captioning job, and think about automating the process, so you can save some extra time sending captioning orders to them.

Before we move on, most of you will be wanting to know what Rev is and how it works. Since we have been using this transcription service, we believe it’s the platform that saves ample amount of time.

REV – A Trustworthy Video Captioning Service

Rev is a video captioning and transcription service used by the world’s leading news agencies, universities, production houses, video marketers, law firms, and podcasters. The US-based software offers suitable prices for caption, automated transcription, foreign subtitles, as well as translation services.


Until now, there are more than 40,000 language experts and freelancers in the Rev team and they’re serving top-notch brands like The New York Times, CNN, CBS, TCM, Disney, and many others. If you compare video captioning prices with time incurred on captioning the videos by yourself, we’d say you can do something really profitable in that much time.

Besides, when you have a professional service that offers seamless software and speed-recognition engine for super-fast video captioning with 99% accuracy guaranteed, by no means should you think about hiring a freelancer. Efficiency is the name of the game here and Rev offers just that.

Benefits and Features

  • You can get Rev as Enterprise Support because it offers monthly invoicing and its billing is consolidated for multiple accounts.
  • Rev saves your time by giving you the integration option. Integrate Rev to your Google Drive, YouTube, Dropbox or Vimeo account and place orders directly.
  • You can also use Rev API to establish it into your internal system.
  • Rev keeps every data and information confidential between itself and the clients. The professionals working on your video file have signed NDAs and confidentiality agreement.
  • Furthermore, Rev lets you voice-record audios using your android phone or iPhone. US-based iPhone users have unlimited access to Rev’s Call Recording app for recording and transcribing any call.

The Process

  • You can upload your file(s) directly in the Rev interface.
  • You can send the video URL
  • You can automate uploads using video platform integration, Rev API, or with Zapier.

Also, add speaker name (or character names) along with each file for correct captioning.

Then, the files will be handed over to professional transcriptionist to work on those files. After a complete review, the finished files will be sent to you within 12 hours (for videos below 30 minutes).

Then, you can review and edit the transcripts alongside an original video or audio using Rev’s interactive tool. Finally, export the file.

The Caption Converter

Try the Caption Converter which is available for Free. It’s a simple 3-step process that allows you to:

1- Choose the file (.srt format) or multiple files.

2- Choose the format in which you want the output

3- Convert the file in desired format

In the end, enter your email address to receive converted files.

Placing Video Captioning Orders Through Zapier

By now, you have decided you should use Rev as your video captioning service. So, moving on….

We are going to show you how the entire process is done.

Log in to your Zapier account and head to the apps section. If you haven’t yet become a Zapier member, check the “Apps” tab that contains over 1500 tools. Then click on the “Rev” tool.

You will be provided with extra information about the apps you can connect with your Rev.

Rev Integrations

There are as many as 72 Rev Integrations, such as Google Drive, Dropbox, YouTube and more.

Zapier gives you options to combine triggers with actions.

You can choose a trigger “New Caption” or an action, “Create Caption Order” from the given list. Currently, Zapier offers (for Rev):

  • Three triggers – New Caption, New Transcript, and New Order; and
  • Two Actions – Create transcription order, and Create Caption Order

In our example, you’ll see how you can use Rev with tools like Google Drive and Twist for placing video captioning orders. Orders are placed based on the video being finished and then it goes to the next stage.

3-Step Process

Here, we are talking about recording videos by ourselves, without using YouTube or any other platform.

Take any fresh video that needs captioning (not the ones that have been uploaded on your website). Save the video in your Google folder, here is what happens:

  1. The video file will be picked automatically by the process.
  2. It’ll automatically create a caption order,
  3. Then it’ll post a comment into our internal communication that the captioning order has been placed.

If you have videos on your website, you can just share the links with Rev and mention speaker names. And that’s it.

Sounds simple? That’s due to the integration capabilities of Rev – our chosen caption service. And the turnaround is super-fast, too.

Why Use Zapier When You Can Upload Directly on Rev?

The question here is, Rev offers a sophisticated interface for the users. It has the option to let the members upload videos directly.

The problem is, you can’t really navigate away too much once you’re uploading the video on Rev interface. You have to wait for the video to finish. Now, you can imagine how long it will take when you have loads of videos

Organize Your Tasks First

If you have too many video tutorials, instead of undergoing the entire process of recording, uploading and ordering videos individually, you can batch record a number of videos then save all of them the Google folder all at once.

Google folder, or Dropbox, lets you pay attention to other tasks as the files are being uploaded in the background. Forget about the videos for a while until the captions are finished.

That’s how you can make your life easier.

Digging Deeper

Let’s find out how you can create a zap to make sure the entire process is run as per your expectations…

Step – 1: Start with Google Folder

Inside your Zapier account, you can see the Google Folder in the Trigger section. Here we start off. Our zap just looks for a new file in the chosen folder. As soon as the new video file is added directly to that specific folder, that sends a trigger.

We’ve connected our account and we can go and edit the options. We have set the trigger to “New file in the folder”.

Here we have chosen our Google Drive, then the folder titled “ Videos To Be Captioned”.

In our setting, we have opted for “New File in the Folder” that will only trigger when the new file is added in a specific folder. You can choose the second option too, but then Zap will trigger every time whenever a new file (any type of file) is added in any folder.

In short, any video file that’s placed into that particular folder will automatically generate an order, it’ll automatically be uploaded and we’ll be notified of that.

Step – 2: Connect Your Rev Account

We have already connected Rev with our Zapier account. You can see it in under the “Action” tab.

We are going to create a caption order as opposed to a transcription order (both options available).

Now, we click on the “edit template” option where we can change our template and we can say, “Okay, where is the video?”.

As soon as the video file is saved in the google folder, it generates

a media URL for that.

and, again, you just go and choose this here.

Then you can see the option, “file exists but not shown”. That’s the correct one to use for Google Drive.


There are lots of other URLs here for sharing and WebLink content, but for this process, you want to use the “Exists but not shown” that File URL there.

Choose Payment: Under “media URL” option, we’ve got “payment type”. We’re going to pay via our card. We have already set it up in our Rev account outside of Zapier.

Choose the file format to be delivered to you: Next option is, what format do we want the files to be delivered in?

You can choose what format do you need these files in.

There are three default options, but you can add your specific format in the empty field below the available format names. Then the file will be delivered into your account.

All set and checked? now click continue. And your zap will run and notify you if the test was successful.

Step -3: Get Notified

It’s a good idea to get notified about the order placement so that you know when the order was placed. For this purpose, we are using Twist (our favorite one!)

Choose the second action: Post Comment, and choose Twist as your notification channel.

Here’s how you fill this action

  • Mention team name
  • Select “Notification” as your channel
  • Pick “Transcription” as a thread to post to
  • Choose comment, “New Caption Ordered” followed by the name of the file that’s been sent. When you click on the “+” option at the top-right corner. It’ll display lots of option. From there, you can choose, “file title” which will be displayed as the video name.

So, that’s about it.


So that’s really quite simple how you can string that together. The process is just about setting up a zap so that your recording is always dropped into that folder when you’re done with the video and the recording, and you need it captioned.

Just drop it into that folder and then that whole process takes place – order placed and you’ll be notified of that order.

Finally, you end up with a caption file or caption files for your video.

Isn’t it quite simple? If you think it is, then you should try it, right now.

Once you’ve mastered automating your video captions, we recommend you read this next post about Organising your Video Captions.

Do come back for more information, as we’ll be sharing more about Zapier and its exciting app. We’ll be showing you how you can connect those apps to your advantage, and “Be More Lazy.”