Feature overview
Voice Note Summary helps users document meeting details faster and with less manual effort. Rather than typing notes after a meeting, users can record a verbal recap and use AI to generate a structured first draft. This helps save time, reduce administrative work, and make it easier to capture important follow-up details while the conversation is still fresh. Voice Note Summary is available in both the mobile and web experiences, making it easier to capture and refine notes wherever work happens.
Helping you capture notes while details are fresh
Voice Note Summary is especially useful right after a meeting, when key outcomes, decisions, risks, and next actions are still top of mind. Whether users are on the go, between appointments, or working from their phone, it provides a quick way to capture those details without stopping to type them out.
Users are encouraged to review and refine the generated draft as needed. They can edit the note directly or add another recording with additional details or instructions.
Main Capabilities
How it works
Captures spoken meeting notes directly in the meeting invite via Riva Insight with real-time transcription.
Generates a structured note once the recording is completed.
Allows users to review and refine the draft after it is created.
Supports additional recordings to capture missed details or new context.
Preserves important context from earlier recordings when notes are updated.
Supports prompt-based refinement to improve structure, clarity, or emphasis.
Keeps the user in control to review, edit, and track the final notes to CRM.
Supports desktop & mobile experience.
Only available for Calendar events.
How Riva users benefit
Voice-first note capture: Helps users capture meeting details quickly without stopping to type everything manually.
Structured note generation: Converts spoken recaps into organized draft notes that are easier to review, update, and use for follow-up.
Iterative refinement: Allows users to edit the draft, add more recordings, and improve the output over time.
Context-aware updates: Within a single meeting session, earlier recordings are considered when generating updated notes. Once the note is saved, those recordings are discarded.
User-controlled workflow: Keeps users in control by providing a draft they can review, edit, and finalize before tracking to CRM.
Common note structure and clear action items: Helps organizations follow a consistent notes format and makes action items easy to identify and track.
User Impact
Accessing Voice Note Summary
Voice Note Summary is available on both mobile and web through Riva Insight.
Start by opening the meeting you want to capture notes for, or create a new one in your calendar. Then, in Riva Insight panel, locate the Meeting Notes section at the bottom of the Track tab. To start recording, click Capture Meeting Summary (ensure microphone permissions have been granted).
Recording and Reviewing Transcription
After you start recording, Voice Note Summary captures your spoken notes and transcribes them in real time. When you finish, you can review the transcription before deciding whether to continue.
When you are ready to accept the recording, click on the checkmark icon. Once recording is accepted, the feature uses that transcription to generate a structured meeting note draft.
Viewing the Generated Note
After processing is complete, the generated note appears in the Meeting Notes section. You can review the draft, confirm the key points were captured correctly, and make direct edits as needed before tracking the meeting.
You can also view the meeting note in a larger pop-up window by clicking thebutton in the bottom-right corner of the meeting note. When you hover over the button, the tooltip displays Pop Out. Selecting it opens the meeting note in a larger pop-up window for easier reading and editing.
Improving the Note
You can continue refining the meeting note after the initial draft is generated. Edit the note directly, add another recording to include missed details, or enter a follow-up instruction to improve structure, clarity, or formatting.
For example, you can add a second recording to capture information that was missed in the first draft.
You can also enter a follow-up instruction to refine the generated note, such as reformatting the content or improving how the information is organized.
Tracking the Note to CRM
After reviewing and finalizing the meeting note, click the Track button in the bottom-right corner to track the meeting as part of your normal workflow.
Once tracked, the meeting note is saved to Notes in Salesforce for the event and syncs to CRM through the normal sync process. This also works with Interaction Summaries for Agentforce Financial Service (formerly Financial Services Cloud).
Limitation
Currently not supported
Voice Note Summary does not currently:
- record live meetings automatically; recording only starts when the user selects Capture Meeting Summary or Improve meeting notes... and speaks into it
- work offline
- generate notes in multiple output languages; transcription can accept French and English input, but generated notes are currently English-only
- identify or label multiple speakers
- explain why one generated version differs from another or provide AI change history
- automatically enrich notes with related details beyond the recorded audio and user prompts
- act as a compliance engine or validate facts, amounts, or commitments against CRM or other systems of record
- support workflows outside the supported Outlook and Insight tracking workflow
Where results may be weaker
Quality may be lower when:
- the recording is long, includes multiple topics, or several follow-up recordings have been added
- earlier details remain available, but may receive less emphasis after additional recordings are appended
- speech is unclear, too fast, or poorly captured by the microphone
- there is background noise, echo, overlapping voices, or poor device audio quality
- the transcription is inaccurate or incomplete, since note quality depends on the transcript
- dictation is unstructured, includes frequent topic changes, or relies heavily on acronyms or internal shorthand
Intended use
Voice Note Summary is intended for post-meeting note capture, helping users turn spoken recaps into structured draft notes rather than recording the full meeting.
Enablement
Interested in these features? Contact your Riva Account Representative or reach out to Riva Support Team.
Trust & Transparency
Best results come from clear spoken recaps
Voice Note Summary performs best when spoken input is clear and well structured. Results may be less accurate or less detailed when recordings include background noise, unclear speech, or incomplete context.
Data handling
Voice Note Summary uses the recorded audio and transcription to generate a structured note. After the meeting is tracked, the transcript is discarded and only the finalized meeting note continues through the normal CRM sync process.
AI-generated output may vary
Generated notes may vary between attempts, as the feature uses AI. The goal is to provide a useful, structured starting point, even if the wording or organization is not always the same.
User review remains essential
Voice Note Summary is designed to accelerate note creation, not replace user judgment. Users should always review the generated content for accuracy, completeness, and appropriate wording before tracking the meeting.