The problem
Sometimes a meeting captures content you didn't intend to record — a sensitive client conversation, personal information, or confidential material that shouldn't be stored in Vinyl. You may also simply want to keep only the relevant parts of a meeting without retaining the full transcript.
Vinyl gives you the tools to handle this cleanly.
The solution: extract what you need, then delete the rest
The recommended workflow is:
Use Ask Vinyl to generate a filtered file note from the meeting — capturing only the relevant, non-sensitive information
Save that file note to your document system (e.g. FYI)
Delete the transcript and/or recording from Vinyl
This way you keep a clean, usable record of the meeting without retaining sensitive content in Vinyl's storage.
Step 1: Use Ask Vinyl to create a filtered file note
Open the meeting in Vinyl and click the Ask Vinyl tab (the AI chat icon on the right-hand side of the meeting view).
Prompt Ask Vinyl to extract only the relevant content. For example:
"Write a client file note covering only the tax planning discussion — exclude anything about personal circumstances."
"Summarise the action items from this meeting, ignoring the first 10 minutes of off-topic conversation."
"Create a file note for [client name] covering the estate planning topics only."
Review the output and adjust your prompt if needed until you have exactly what you want to keep.
Step 2: Save the file note
Once you're happy with the Ask Vinyl output, copy it and save it to your document system — for example, create a new document in FYI under the relevant client. This becomes your permanent record of the meeting.
If you have the FYI integration connected, you can also use Vinyl's file note feature to generate and sync the note directly.
Step 3: Delete the transcript and recording
Once your file note is saved, you can remove the sensitive content from Vinyl:
Open the meeting in Vinyl
Click the three-dot menu (⋯) in the top-right corner of the meeting
Select Delete transcript to remove the full text transcript, or Delete recording to remove the audio/video file
Confirm the deletion — this is permanent and cannot be undone
You can delete just the transcript, just the recording, or both — depending on what you need to remove.
Important notes
Deletion is permanent. Once you delete a transcript or recording, it cannot be recovered. Make sure your file note is saved before deleting.
Only Master Admins and the meeting owner can delete transcripts and recordings. If you don't see the delete option, contact your Master Admin.
The meeting entry remains in Vinyl even after deletion — only the transcript and/or recording content is removed. The meeting title, date, and attendees are still visible.
Preventing this in future
If you regularly have meetings with sensitive content, consider:
Marking meetings as Private before they start — this restricts visibility to only those you explicitly share with
Pausing the recording during sensitive parts of the meeting using the mobile app or by temporarily removing the Vinyl bot
Not inviting the Vinyl bot to meetings that are fully confidential
See our articles on meeting privacy settings and pausing a recording for more detail.