Access Gateway - Guide for Stanford GSB Users

This streamlined platform enables you to submit any video for professional accessibility captioning with a 24-hour turnaround time, ensuring all your educational content meets accessibility standards quickly and efficiently.

This guide will walk you through all available features of the portal.

When you first visit the Access Gateway, you'll see a login page.

1. Click "Sign in with SUNet ID"

2. Enter your Stanford credentials

3. You'll be automatically redirected to your video portal

Once logged in, you'll see your video library synced from GSBMedia (Kaltura). The portal displays videos in an organized table based on your access permissions. These permissions have been configured automatically based on your existing GSBMedia setup.

Each video shows:

- Thumbnail and title

- Video ID

- Upload date

- Duration

- Current caption status

Videos display different status indicators:

No Captions - Video hasn't been submitted for captioning yet (gray indicator)

​Has Captions - Video already has captions in Kaltura (amber indicator)

​Processing - Video is currently being captioned (blue indicator)

​Complete - Captions have been completed and added to your video (green indicator)

​Failed - Captioning encountered an issue; contact support (red indicator)

Use the search bar at the top of the video table to find specific videos by title or ID.

Simply type your search term and results will appear automatically as you type.

Click the filter icon to narrow down your video list by:

Status- Filter by processing status (processing, complete, failed)

Caption Status - Show only videos with or without existing captions

Date Range - Filter by upload date

Duration - Filter by video length

Click the sort icon to organize your videos by:

- Upload date (newest/oldest first)

- Video title (A-Z or Z-A)

- Duration (shortest/longest first)

To submit videos for professional captioning:

1. Click the checkbox next to each video you want to caption

2. Or click "Select all" to choose all visible videos at once

Selected videos will be highlighted, and a selection banner will appear at the top showing how many videos you've chosen.
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Note: Videos that have already been submitted or are currently processing cannot be selected.

Once you've selected your videos:
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1. Click the "Submit for Captioning" button in the selection banner

2. Review your selection in the confirmation modal

The confirmation screen shows:

- Number of videos you're submitting

- Expected turnaround time

- Optional technical glossary feature

While many of our customers are accustomed to using glossaries from other captioning services, most find they don't need one with Echo Labs due to our advanced accuracy. However, we still offer this feature for edge cases like unique terminology in commencement addresses, specialized research vocabulary, or uncommon proper names.

If you'd like to add a glossary:

1. Click "Technical Glossary" in the submission modal

2. Enter terms one per line (e.g., technical terms, acronyms, proper names)

3. Click "Save Changes"

Examples of when a glossary might be helpful:

- Rare or newly coined technical terminology

- Uncommon proper names or speaker names in commencement addresses

- Highly specialized research terms not in standard dictionaries

- Organization-specific acronyms or project names

After reviewing everything:

1. Click "Submit [X] Videos" to confirm

2. You'll see a success message

3. Your videos will move to "Processing" status

Once you submit videos:
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1. Videos queued - Your videos enter our professional captioning queue

2. Captions created - Expert captioners create accurate, high-quality captions

3. Quality checked - All captions are reviewed for accuracy

4. Returned to GSBMedia - Completed captions are automatically uploaded to your Kaltura account

5. Email notification- You'll receive an email when captioning is complete

For videos that have been captioned:

1. Find the completed video in your library

2. Click "Edit Captions" below the video title

This opens our caption editor where you can make adjustments.

The caption editor allows you to:

- Review the full transcript

- Edit individual caption segments

- Adjust timing if needed

- Save changes

Changes are saved automatically and sync back to your Kaltura account.

Your video library syncs automatically, but you can manually refresh at any time:

1. Click the refresh icon in the top toolbar

2. Wait while the system syncs from GSBMedia

3. Your video list will update with any new videos
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Last updated timestamp - Check the "Last updated" indicator to see when your library was last synced.

If you encounter any issues or have questions:

Live Chat - Click the help icon in the bottom right to chat with our support team
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Email - Contact us at support@el.ai

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