Vinyl's Karbon integration lets you file meeting notes to the exact client, contact, or group timeline where they belong. This article covers how filing works and how to fix the most common problems.
New Karbon connections (from May 2026) default to manual filing. Automatic sync is off when you first connect, giving your team control from day one and avoiding meetings filed against the wrong entity when a client email is shared across records. If you connected earlier, your existing setting is unchanged.
What's sent to Karbon
When a meeting is filed, Vinyl sends the meeting summary, key discussion points, action items (with responsible person and deadline), and a link back to the meeting in Vinyl. The transcript and video recording are not sent. They stay in Vinyl only.
How to file a meeting to Karbon
Open the meeting in Vinyl.
In the meeting header, click the filing control next to Share. It shows where the meeting stands, for example Not filed or Filed.
Click Pick where it goes. If the meeting already has a client, click Change where this files.
Tick the clients, client groups or contacts to file to. You can search, or use the All, Clients, Client groups and Contacts filters.
Click File.
Vinyl adds a note to each ticked timeline in Karbon, titled with the meeting name and authored by the Karbon system user. Only records that exist in Karbon appear in the list. The filing control appears once the meeting has a transcript and a summary.
Who can file a meeting? You can file a meeting if you own it (including team members who attended, who get owner access automatically) or it was shared with you as Can edit. If you only have view access, ask the meeting's owner to file it or share it with you as Can edit.
Automatic vs manual filing
Only a Master Admin can change this, using the Automatic sync toggle on the Karbon card on the Integrations page (in the left menu). With Automatic sync on, meetings are filed automatically after transcription and Vinyl picks the records based on attendees (you can still file manually too). With Automatic sync off (default for new connections), nothing is filed automatically and every meeting shows Not filed until you file it.
Troubleshooting
The filing control isn't showing. It only appears once a meeting has both a transcript and a summary. It won't show for upcoming meetings, meetings still processing, or meetings that failed to transcribe. If a meeting is stuck processing, see My transcript or notes aren't showing up yet.
The record you want isn't in the list. Only records that already exist in Karbon appear, but you can pick any Karbon record that exists now, even if it was added after the meeting. A contact only needs to exist before the meeting for it to be suggested or matched by automatic sync. If contacts are missing, see Contacts not appearing in Vinyl after Karbon sync.
Internal meetings (no client on the call) have nowhere to file. Karbon doesn't have a contact record for your own firm's staff, so an internal catch-up or team meeting won't have a matching record to file to. You don't need to create a workaround contact for this (and most firms can't, since Karbon blocks adding contacts on your own email domain). Instead, either: leave internal meetings unfiled and keep them in Vinyl's Recordings tab only, or file the meeting manually to an existing, relevant Karbon client/group if the discussion should be logged against that client's timeline. Internal meetings aren't filed automatically, since automatic sync matches by attendee email and no internal contact will exist in Karbon.
You filed but the note isn't in Karbon. See My Karbon notes aren't appearing after meetings.
A meeting shows "Out of date". The summary, notes, action items or transcript were edited after the meeting was filed. Open the filing control and click File again. Karbon adds a new note and keeps the earlier one.
A meeting shows "Filing failed". Open the filing control to see why, then click Try again. If it says the connection has expired, a Master Admin needs to reconnect Karbon.
Something's stuck loading or clearly not behaving. If a meeting or the list of records is stuck loading for an extended time, that's not expected, so contact us with the meeting title and date so we can investigate on our side rather than having you keep retrying.
For what the integration does overall, see the Karbon Integration Overview. Need a hand? Chat with us below.