Filtering out the Teams Phone calls that don't need a recap

Transcription turned on for every call sounds simpler than deciding case by case, until the recap list fills up with two-minute internal transfers and callback confirmations sitting next to the client calls that deserve a summary. Left alone, Quin processes whatever gets transcribed, since there's no built-in way to separate a quick internal handoff from a call worth summarizing. The result is a growing list of recaps where the calls that matter most sit alongside a lot of ones that don't.

Calls that usually don't need a recap

• A short internal transfer between colleagues that gets transcribed along with everything else.
• A callback to confirm a time or detail, with nothing substantive discussed.
• A call transcribed as a team-wide default, regardless of who's on it.
• A very short call where a summary would say more about its length than its content.
• A voicemail check or missed-call return that gets swept into the same transcription policy as a real conversation.

How Quin handles it

Guidelines let you set plain-language rules for what Quin should process, like "only process calls longer than 5 minutes" or "skip internal team calls." Recaps that do get created but weren't worth keeping can be deleted manually from the account afterward. Once set, the rules apply to every future call without needing to be reapplied one at a time.

Say a team has transcription turned on across every line, including quick transfers between teammates. Adding a Guideline that skips calls under five minutes filters those out without changing how longer client calls get handled.

Why this matters

A recap that shows up for every transcribed call is easy to start skimming past instead of reading closely. Once that happens, the one recap from a real client conversation competes for attention with a handful of short, forgettable ones, and it's easy to miss the one that mattered. Filtering at the source solves this more reliably than trying to read faster or scan more carefully.

Getting the most out of it

• Start with a length threshold if short calls are the main issue; a rule like "skip calls under two minutes" handles most of it.
• Add specific rules for known patterns, like an internal extension or a shared line.
• Delete recaps as they come up rather than waiting to build a longer list of Guidelines first.
• Check in with whoever manages transcription settings if calls are being transcribed more broadly than expected.

Setting it up

Connect Microsoft Teams Phone under Settings, then Integrations, and confirm transcription is enabled. From there, add Guidelines for any call pattern worth skipping, and it applies to every call going forward.