# Access the Transcription Usage Details Report

The Transcription Usage Details report totals the minutes consumed by the built-in AI engine across both Voicemail Transcription and Call Transcription. Use it to see how much transcription capacity you have drawn down over a chosen period. This page shows you where to find the report and what each metric means.

:::note
Beyond the call reports, an administrator can check transcription usage at a glance from the **Dashboard**.

![Dashboard tile summarizing the transcription minutes used against the available capacity](/images/pbx/transcription-capacity-dashboard.png)
:::

## Before you begin

The PBX must be running firmware version **84.22.0.138** or later.

:::note
If the Transcription Usage Details report or the **AI Reports** pane does not appear, confirm the PBX firmware meets this minimum version first.
:::

## Open the report

1. Sign in to the PBX web portal and go to **Reports and Recordings > Call Reports**.
2. Locate the Transcription Usage Details report:
   1. Open the **Default Reports** tab.

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

      :::note
      Version **84.21.0.117** introduced a rebuilt CDR (Call Detail Record, the log entry the system saves for each call) module with a new data structure that displays clearer, more detailed call information. Old CDRs and their associated report data are removed over time in line with your **CDR Auto Cleanup** setting. Until that cleanup runs, new and historical data live side by side in separate tabs: **Default Reports** holds data generated on version 84.21.0.117 or later, while **Call Reports (Legacy)** holds everything recorded before the upgrade. The steps here cover the new data; switch to the **Call Reports (Legacy)** tab to work with historical data.
      :::

   2. In the **AI Reports** pane, select **Transcription Usage Details**.
3. Use the **Time** field to choose the range the report should cover.

   ![Transcription Usage Details report with the Time filter open](/images/pbx/access-transcription-report.png)

   The report refreshes to show the results that match your filter.

   ![Transcription usage results listed by transcription event and minutes used](/images/pbx/transcription-report.png)

4. Optional: Reshape the columns so the metrics you care about stay in view.

   | Action | How to do it |
   | --- | --- |
   | Choose which columns appear | Click the column filter icon and tick the columns you want to display.<br />![Column selector listing the available report fields](/images/pbx/filter-report.png) |
   | Freeze a column | Click the drag handle next to a field and drag it into **Left (Freeze Column)** or **Right (Freeze Column)**.<br />![Field being dragged into the left freeze zone](/images/pbx/report-freeze-column.png) |
   | Reorder columns | Click the drag handle next to a field and drop it where you want it.<br />![Report field being repositioned by dragging](/images/pbx/report-change-field-order.png) |

5. Optional: Keep the report for later or have it emailed on a schedule.

   | Action | How to do it |
   | --- | --- |
   | Add to Scheduled Reports | Set up a task that emails the report automatically. At the bottom of the page, click **Add to Scheduled Reports**, then fill in the scheduling settings for the task. |
   | Download the report | Save a copy to your computer for offline review or deeper analysis.<br />![Download settings panel for the transcription usage report](/images/pbx/report-download-setting.png)<ol type="a"><li>Optional: Click the settings icon to adjust the download options, then save your changes:<ul><li><b>File Format</b>: choose the export format, <b>CSV</b>, <b>XLS</b>, <b>HTML</b>, or <b>PDF</b>.</li><li><b>Duration Format</b>: choose how every duration field is shown, <b>Display in Second (s)</b> or <b>Display as HH:MM:SS</b>.</li><li><b>Export Fields</b>: export <b>All</b> fields or only the <b>Selected</b> ones.</li></ul></li><li>Click <b>Download</b>.</li></ol> |

## What the report shows

| Metric | Meaning |
| --- | --- |
| Transcription Event | The kind of transcription that ran: **Voicemail Transcription** or **Call Transcription**. |
| Usage (mins) | The transcription minutes consumed during the selected period. Any fraction of a minute rounds up to the next whole minute, for instance, 3 minutes 57 seconds is logged as 4 minutes. |