Transcribing Content for Transcripts and Captions

Requesting a transcript from 3PlayMedia is a pretty simple process. Once you are logged in, please follow the instructions below.

Preparing Your Project

Before submitting a project to 3PlayMedia for transcription, you need to prepare it appropriately. These preparations ensure that we get the best possible transcription returned. They also make sure our content is properly labeled and organized so things are properly billed and nothing gets lost.

All Projects

The following should be done for all projects submitted for transcription.

Correctly Name the File – Always verify that the audio or video files you are submitting are labeled to match their project names (e.g. smgt410_lesson1.mp3).

Configure Speaker Identification in 3PlayMedia – 3PlayMedia has an option that asks the transcriber to enter labels for those speaking. This is changed globally on your account and should be configured/verified before submission.

  1. In 3PlayMedia click the Settings link in the upper right hand navigate to Transcription Settings in the left-hand column.
  2. Set the Speaker Identification and Transcript categories appropriately for the content you are submitting. These are typically left as None and Default respectively.

Storybook Projects

Prep the audio files – When sending the audio for transcription, we need to do so in one single audio file. This means we have to combine all of the individual audio files from each Storybook Page into one long file.

To make the final transcript text easy to use, we will mix in some audio files that say each slide number aloud. With these included in our submission, the transcriber will write each slide number in the transcript in the appropriate place.

To create this fancy new audio file for transcription, we need two things. First, all of our audio files from the presentation. They should be named sequentially either in the format of media01.ext or page01.ext or slide01.ext. For example:

  • media01.wav
  • media02.wav
  • media03.wav
  • media04.wav
  • media05.wav

Second, we need the audio files that say slide numbers aloud. These can be found on our `Media-Active` file server.


These come in three sets with differing file names starting with “media” “slide” or “page”. There are enough audio files for presentations containing up to 50 slides.
We are going to combine these files together using Adobe Media Encoder.


  1. Create a new folder in your project’s Transcription folder named “transcript-audio”
  2. Add a duplicate copy of your edited audio files to this new folder
  3. Add in enough of the slide number audio files to match the number of audio files in your presentation
  4. Verify that the list of files is sorted by name and that the files are in the right order with the slider number audio coming right before the corresponding narration audio.
  5. Open Adobe Media encoder and empty the queue
  6. Select Add Source… from the file menu and navigate to your transcript audio folder
  7. Select all of the files inside of your transcript audio folder, again making sure they appear in the correct order
  8. Select Stitch clips together and click Open. You will now have one entry in the queue.
  9. Set the Format to MP3
  10. Set the output location to the Transcription folder in your project. Be sure to enter full project name for the filename.
  11. You can again verify the order of the files is correct by clicking sources near the item name. If it is incorrect, you can drag the files into a new order.
  12. Export the final MP3

Note: This process works for video files too. Include the video(s) with the audio files. Name it appropriately to so that it appears in the right place in the list of items.

Submit Your Project

To Begin click the Order Services button from the top left of the 3PlayMedia interface

Step One – Choose Main Service

  1. Select Transcription & Captioning as the Main Service
  2. Select English for the language
  3. Select Standard for the Turnaround Service Level
  4. Select Add Glossary of Terms/Cheatsheet and add the following in the text box that appears:
    • For Storybook presentations: Include a link to the Storybook presentation along with the text: “The link provided will serve as a reference for spelling and subject matter context.”
    • For videos that have scripts: Attach the script by clicking Choose File below the text box. And in the text box, please include this statement: “Please reference the attached script for this submission.”
    • Accents: If your content contains a speaker with a strong accent, please note this in the text box also. For example: “The speaker in this presentation has a strong Indian accent.”
  5. Click Next to continue.

Step Two – Select Additional Services

  1. Click Next to skip adding additional services.

Step Three – Upload Files

  1. Click the button Select from Computer under “Drop Files Anywhere” to select the prepared files you are submitting for transcription.
  2. In the dialog that follows, click Confirm to begin the upload.
  3. Under “Where would you like to store your files?” either create or select the folder for the course you are working on. Note that revision year label are always required here. For example: apc320_r19.
  4. Click Next to continue.

Step Four – Finalize Order

  1. Review the final screen. Make sure it has all the correct selections you made in previous steps.
  2. Click Submit to submit the project(s) for transcription. Even though you already uploaded the files, the order is not complete until you click Submit.

Published on April 17, 2020 at 12:44:00 pm CDT. Last modified on April 17, 2020 at 1:32:41 pm CDT.