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Zapier Video Automation Part 2: How To Organise Video Captions in Google Drive Automatically

Process Automation not only saves ample amount of time, but it also keeps us from getting distracted by things that are not directly related to the core of the business. To plan things accordingly, we continue to check on our emails – making sure not to miss any important information. There are so many other instances like that.

With a little bit of thought-process and the right automation tool, things can be a lot easier.

Hi there, it’s Pieter from Lazy Entrepreneurs, and I am here with another post to teach you, How to be More Lazy!

This post is related to our previous post in which we discussed how you can automate the process of placing video captioning orders to Rev – the online video captioning service provider.

Why Zapier?

Before moving on, if you’re not a Zapier member yet, it’s time you should, because we’ve got so many zaps to share with you guys. Just take a 14-day trial if you like. You’ll find it worthwhile.

They offer four different plans including a Free plan. With the free plan, you can only create 5 zaps and there is a limitation of only 2-step zaps. No filter and formatter, No multi-step zaps, and a limited number of tasks performed per month are some among many limitations in the free plan.

We recommend that you get a Starter Plan that costs $20/mo billed annually. It allows up to 20 Zaps, gives access to hundreds of premium apps, and most importantly, you can create multi-step Zaps. The zap will run every 15 minutes and can perform 1000 tasks per month.

With starter plan, you can create some basic purpose zaps to determine important and most repetitive tasks in your workflow. And, you can replace old ones with new, as well.

The Recap – Video Captioning Order Placement

Here’s a quick recap of what we’ve learned so far:

We discussed that you can save ample amount of time to upload the video files for captioning in your drive, then place captioning order on Rev. At the end, you have to inform your team members that all new video files have been sent for captioning.

If you do all these tasks manually, the entire process will be time-consuming. Just, uploading process will eat a lot of your productive time. Even if you upload files directly on the Rev interface, your system will get occupied because the uploading process can pause if you minimize the window and open work window.

On the other hand, there’s a simple process that requires you to only choose the video files to get uploaded and then forget about it. You can do your work meanwhile the video files will be uploaded at the backend, orders will be placed and the teams will be notified without any manual interference.

Firstly, you need to connect your Rev account to your Zapier account. Then set up a trigger.

Trigger: In the trigger section, choose a specific Google Drive folder that is meant for storing the video files without caption.

Then set up two actions:

Action – 1: As soon as a video file (or a set of files) is uploaded in that particular Google Drive folder, it should activate the Zap. The process automatically picks up the video file(s) and place caption order.

Action – 2: Choose a message in your ‘Twist” account to send alert to all team members that captioning order has been placed. You can choose any other app – like Slack – to inform your team members.

Now, comes the next step, which is…

Saving Rev Captions to Google Drive

Rev offers several different file formats based on customer requests. You can request the SubRip (.srt), Scenarist (.scc), Quicktime Timed Text (.qt.txt) or any other format you feel comfortable with.

Anyhow, you’ve got your files, all captioned. It’s time to save them and inform concerned team members about it who are going to check and edit files if needed. What would you do under normal circumstances?

Off Note: You can preview your finished caption files in the caption editor. You can make necessary adjustments – spelling correction, grammar correction, timing, or displaying captions. Save all the edits to your controlled version.

Coming back to the topic…

Obviously, you’re going to save it somewhere, preferably, in your Google Drive. Assign a separate folder, then wait for the file(s) to get uploaded, name all the files properly and then send notifications to concerned personnel. Again, the entire process will take too much time that could have been spent on something productive. Moreover, there’s always a chance of missing anything in between.

Let’s just automate these repetitive tasks in simple steps and Be More Lazy!

So how do we automate this?

When the order’s finished, the captions end up in the right folder in your server in Google Drive, without you having to do anything manually.

Soon after all files are stored, your team gets a notification and the personnel responsible can carry on working on those files.

So nobody needs to ask questions, “Has this order been placed?”, “Has the order finished?” or maybe, “Where are the captions?”

It’s simply a case of:

Once you’ve done the video (we discussed it in our previous post), a notification comes in saying the captions are finished and your team will where to go and find those captions, rather than hunting it out and asking for it.

Zapier to the Rescue

In your Zapier account, create a Zap and give it a suitable name, as we did here:

Note that this particular Zap is showing three apps connected to it.

It’s a simple 3-step process

Here’s how you should go about it:

As you are just told by our Rev Account that the captions have been finished, the order has been completed.

  • The moment that you received this notification, that file (or set of files) is downloaded into one specific folder in our Google Drive.
  • Once, the download process is finished, you go from there to notify your team that the files with captions are ready for further process.
  • The team member responsible can carry on and work on that.

So, that’s three quite simple steps.

Let’s look at the details:

The Details

First Step – The Trigger: New Caption from Rev

After choosing Rev, select the Rev trigger.

Since it’s about video captions you ordered, select “New Caption.” Don’t get confused with the information saying “… Triggers when a new caption is delivered…”

The language is a bit strange. It’s not really being delivered, it’s sort of delivered to your account when it’s marked in your account in Rev that it’s finished.

So we go on from there, and there aren’t really too many settings to set up. It simply is a case of it being finished or not.

The next window says you should pick up a sample from the given list (Caption A, B or C) to set up your Zap. Make sure you have a sample of the caption so that it can run a test. Choose a sample and click “Continue.” You can also skip the test.

Second Step – The Action (1): Setup Google Drive Folder

Then the next step that’s going to happen is that the videos files will be downloaded to your Google Drive in a specific folder. When you connect your Google Drive, the next thing you should do is “Upload the file.” So choose the relevant Google Drive action.

Under the option, there is a description saying it will copy existing files from another service (here, Rev) to Google Drive.

Click “Continue” and you’ll find yourself on the “Setup Preview” page. Here, you have to complete the fields.

  • First, choose your Google Drive,
  • Choose the folder. Make sure that the folder can be identified easily by your team who obviously have access to it. So, when the files are saved, they could work on them directly.
  • Then you have to choose the information related to the file. Rev sends caption files with Caption title, URL, Filename, and Caption ID. Choose the URL option which is the most distinctive feature, and it saves from duplication as well.

  • Skip the option saying Convert to Document because you don’t need it.
  • In the next field, you can either give the filename by yourself or let the Zap choose it. Zapier uses the same name and extension as those of the original file.

So what that will do is, your Zap will recognize the file by that URL and the file name coming from Rev, and it will put that file into our Google Drive folder.

And if we carry on from there (click continue) you’ll see that the test was successful. And, finally, you’ll know that the Zap is working perfectly in this step.

Third Step – The Action (2): Post Comment

In the Action section, you can connect slack, Twist or any other app that you’re using for internal team communication. Since Twist is one of the apps compatible with Zapier, it’s easier to get connected and explore quite a few functions to choose from.

In this action, you are posting a comment so in the “Select Action” window, choose Post Comment option. See the description below the option. It indicates that you have to post a comment to a thread of your choice.

Click on the “edit template” option available at the left of your screen, in the Action section. You can see the Setup Preview page.

Here, you have to select the team with which to share the comment; choose the channel (notification); specify the Thread (transcription); and specify the comment text.

In our example here, we have chosen the text “REV Caption Complete, followed by “Caption Title”.

So, that everyone in the team knows which videos and captions are finished. If someone’s waiting for it to carry on with the next step of their work, they can later check the specified folder in the Google Drive.

Check your Zap one last time, and that really is the end of that process.

The Wrap Up

As soon as Rev notifies you that your video captions are ready, they will be automatically uploaded to the specific folder in your Google Drive. When all files have been uploaded, you get a notification. It’s simple, but very effective.

All of these tasks just mean that if you’re placing orders with Rev for captions then you don’t have to worry about going and checking whether your captions are ready.

With Zapier at the backend, you can turn off email notification from Rev which would just be an interruption. You can then be notified and your team will also get notified that the video files have been downloaded in your Google Drive folder. Now, you can give the files to your team who can start the further process.

With these kinds of simple automated tasks, you can save your team’s time as well. For example, your team won’t need to have access to the Rev account in order to download the file from there.

So it’s a simple process, but again, it saves a couple of minutes here, couple of minutes there, and frees up more time for you and your team to actually focus on delivering real value and the work that your company does.

I hope this helps you to be more lazy.