# Transcription Usage Details Report

The Transcription Usage Details report totals the transcription minutes your system has used, broken down by Voicemail Transcription and Call Transcription. Both features run on the built-in AI engine, and this report is where you review how much of that capacity you have consumed. This page explains how to open the report and what each metric means.

:::note
An administrator can also see current transcription usage at a glance on the **Dashboard**, without opening a call report.

![Transcription capacity shown as a usage summary on the Dashboard](/images/pbx/transcription-capacity-dashboard.png)
:::

## Before you begin

Your PBX (Private Branch Exchange, the phone system itself) must be running firmware version **84.22.0.138** or later.

:::caution
If the PBX is on an earlier firmware version, the Transcription Usage Details report will not be available. Update the firmware first, then return to these steps.
:::

## Open the report

1. Log in to the Cloud Voice Dashboard at https://voice.izt.cloud and click **Login** to open your phone system's management portal with full administrator access, then go to **Reports and Recordings > Call Reports**.

2. Select the **Default Reports** tab.

   ![The Default Reports tab on the Call Reports page](/images/pbx/access-new-call-report.png)

   :::note
   Cloud Voice rebuilt its CDR (Call Detail Record, the log entry created for each call) module in version **84.21.0.117**, introducing a new data structure that presents call details more clearly and completely. After the upgrade, older CDRs and their related report data are removed gradually according to your **CDR Auto Cleanup** setting. Until that cleanup finishes, new and historical data are kept apart:

   - The **Default Reports** tab holds data generated on version 84.21.0.117 or later.
   - The **Call Reports (Legacy)** tab holds older, historical data.

   The steps here cover the new data. To review historical data instead, open the **Call Reports (Legacy)** tab and continue from there.
   :::

3. In the **AI Reports** pane, click **Transcription Usage Details**.

4. In the **Time** field, choose the date range the report should cover.

   ![Setting the time range for the Transcription Usage Details report](/images/pbx/access-transcription-report.png)

   The matching results appear on the page.

   ![Transcription usage results grouped by transcription event](/images/pbx/transcription-report.png)

## Adjust the columns (optional)

Tailor the layout so the figures you care about stay in view.

| Action | How to do it |
|--------|--------------|
| Choose which columns appear | Click the column filter icon and select the columns you want to display. |
| Freeze a column | Click the drag handle next to a field, then drag it to **Left (Freeze Column)** or **Right (Freeze Column)** so it stays visible while you scroll. |
| Reorder columns | Click the drag handle next to a field and drag it to the position you want. |

![Selecting which columns to show in the report](/images/pbx/filter-report.png)

![Freezing a column to the left or right so it stays in view while scrolling](/images/pbx/report-freeze-column.png)

![Dragging a column into a new position in the list](/images/pbx/report-change-field-order.png)

## Save or export the report (optional)

You can keep the report for repeat use, have it emailed on a schedule, or download a copy for offline analysis.

### Send it on a schedule

1. At the bottom of the page, click **Add to Scheduled Reports**.
2. Fill in the remaining options as described in [Schedule Automatic Call Report Delivery via Email](/pbx/administrator-guide/schedule-call-reports/).

### Download a copy

![Report download settings, including format and field options](/images/pbx/report-download-setting.png)

:::tip
Pick CSV or XLS if you plan to sort or crunch the numbers in a spreadsheet. Pick PDF or HTML when you just need a fixed snapshot to share or file away.
:::

1. (Optional) Open the download settings to adjust how the file is generated, then save your changes:

   - **File Format**: the file type to export: **CSV**, **XLS**, **HTML**, or **PDF**.
   - **Duration Format**: how every duration field is shown: **Display in Second (s)** or **Display as HH:MM:SS**.
   - **Export Fields**: which fields to include: **All** or **Selected**.

2. Click **Download**.

## Report metrics

| Metric | Description |
|--------|-------------|
| Transcription Event | The kind of transcription that was run: **Voicemail Transcription** or **Call Transcription**. |
| Usage (mins) | The transcription minutes used during the selected period. Partial minutes round up to the next whole minute, for example, 3 minutes and 57 seconds counts as 4 minutes. |