Recorder FAQ
Answers to common setup and operating questions about Recorder.
For what the app is and how to set it up from scratch, see the
Recorder Overview.
Setup
Do I have to configure anything before people can upload?
No. Once an admin enables Recorder from the Apps Marketplace, every card in the desktop app’s Recorder panel gains Upload, the Recordings page accepts drag-and-drop, and the mobile library can record from the phone. The defaults are private recordings, a 1000 MB upload cap, the Download button shown, and public links off. Two things need a second switch: public links stay unavailable until an admin ticks Allow public links, and translated captions need the workspace to have enabled languages.
Who can change Recorder’s settings?
Business admins, and anyone made an app admin for Recorder. Settings is the last item in the app’s left navigation, under Admin, and is hidden from everyone else. Admins also see every deleted recording in the recycle bin, by title and owner, and can restore any of them — but they get no read of a private recording’s page or file.
Does turning Recorder off take screen capture away from the desktop app?
No. Capture, annotation, trimming, the tray section and the keyboard shortcuts are part of the desktop app and never depend on a licence. Turning the app off removes the cloud actions only: Upload, the Cloud tab, Share…, Send to chat and Use this recording disappear, and pinned recordings drop off the Bookmarks page.
Permissions and access
Why can’t my colleague open the link I sent them?
The recording is still private. A new recording starts as Only the person who recorded it unless the tenant default is Everyone in the company. Open the recording, click Share and add the colleague as a Viewer or Editor, or click Share with company so every active member can open it.
Can people outside the company watch a recording?
Only through a public link, and only when an admin has ticked Allow public links. An owner or editor opens Share, clicks New public link and chooses an expiry, an optional password, Ask for an email before playing and Show a Download button on this link. A public link stops working the moment an admin turns public links off, and it can be revoked individually at any time.
Why doesn’t “Use this recording” offer Add to Training or Draft an SOP?
Each hand-off appears only when its target app is enabled for the workspace and you may use it there. Add to Training needs the Training app and a video. Draft an SOP needs SOP Hub and an admin role. Use in Practice Hub needs Practice Hub with recording uploads allowed, a scenario with rubric criteria, and a transcript. Attach to a ticket and File a bug need Service Desk.
Why is “Send to chat” missing, or my room not in the list?
The button shows only when the workspace has the Chat app and you may send messages. The room list holds named rooms you are a member of — up to 100 — so a direct message thread is not offered. The Anyone with the link choice appears only when public links are allowed; otherwise the card carries a company link that requires sign-in.
Day-to-day
What happens to a video after I upload it?
The server checks the file, reads its duration and size, and makes a poster frame if the desktop did not send one. If Transcribe new recordings is on and your own Transcribe my recordings preference is on, the video is transcribed and captioned. A transcript of at least 40 words then gets a summary and chapters, and the captions are translated into the workspace’s languages, five languages per pass. You are notified when the transcript is ready.
Can I stop people downloading a recording?
You can change whether a Download button is offered, in two places — but that is a convenience, not a lock. The owner flips the recording’s Show a Download button switch; its starting position comes from the admin’s Show a Download button on new recordings. Each public link has its own Show a Download button on this link box, and the button appears on a link only when both switches are on. What it does not do is stop anyone saving the file: a recording that plays for you is served to your browser, and every browser’s own video menu can save what it is playing. Treat the switch as tidying the page, and use visibility, public-link expiry, a password or Ask for an email to decide who can watch at all.
How do I get a recording back after deleting it?
Open Recycle bin in the app’s left navigation and click restore. A deleted recording stays there for 30 days and the bin shows how many days each one has left; after that a nightly sweep removes it and its file for good. Owners see their own deleted recordings; admins see and can restore everyone’s.
Can I record from my phone?
Yes. Open Recorder in the mobile web app and choose to record from the camera or pick a file from the camera roll. The upload goes through the same processing as a desktop upload, so it gets a poster, a transcript, chapters and captions, and it plays back on the phone with captions and chapters. Sharing, public links, editing and deleting are done on the web.
How are plays and completion counted?
A play is counted once per viewer every 30 minutes; the same person replaying within that window does not add a play. Completion means the viewer covered at least 90 percent of the video. The insights panel on a video’s page shows plays, unique viewers, downloads, completion rate, the second most people stop at, a per-second heatmap and — for the owner — who watched. A public link counts one open per browser session.
When something looks wrong
“There is no Upload button on my card”
Either the workspace has not enabled Recorder, or the desktop app was signed in before the app was enabled. If the card says Sign out and back in to enable uploads., sign out of the desktop app and back in; the session then gains the upload permission without reinstalling.
“This file is larger than your company’s upload limit.”
The file exceeds Maximum upload size (MB) in Recorder’s settings, 1000 MB by default. An admin can raise it to 4000 MB. The check runs before any bytes are sent, so trimming the clip in the editor and uploading the shorter file is the fastest fix.
“My recording has said Processing for a long time”
Poster and transcript arrive in stages, and a long video’s transcript can take several minutes. If the server gives up it marks the recording failed with a message: We couldn’t process this recording. Try uploading it again. or This file isn’t a video or image we can read. Record it again and upload the new file. Uploading the same capture again from the desktop replaces the file on the same recording rather than creating a second one.
“My video never got a transcript”
Check four things in order. Transcribe new recordings in Settings is off for the workspace. Your own Transcribe my recordings preference is off. The recording has no audio — a silent screen recording finishes as ready with no transcript, which is normal. The workspace’s AI wallet is exhausted or blocked, in which case processing stops until credit is available. A transcript shorter than 40 words gets no summary or chapters.
“The public link says it is turned off” or shows nothing
An admin has unticked Allow public links; every existing link goes inert until it is ticked again. A link can also have expired, been revoked, or reached its maximum number of opens. Links longer than Links expire after at most (days) are shortened to that limit when they are created.
“A recording vanished from my library without me deleting it”
Look in the Recycle bin first. When Keep recordings for (days) is set above zero, recordings older than that move to the recycle bin each night, and the owner can restore them for 30 days. A cancelled desktop upload also moves its recording to the bin; uploading that capture again brings it back.
Licensing and limits
Does Recorder require a licence, and who turns it on?
Yes. A business admin enables it from the Apps Marketplace; it is off until then. Transcription, summaries and caption translation draw on the workspace’s shared AI wallet rather than the licence.
We used My Recordings in MangoApps Classic — what carries over?
Recorder is the successor to My Recordings. Private and company privacy, sharing roles, the viewer-without-download case (now the Show a Download button switch), public links, pins (now Bookmarks), the recycle bin, thumbnails, captions, the call-to-action and view insights each have a counterpart. Hashtags, custom public-page colours and the old desktop links do not carry over. Classic recordings do not appear in Recorder on their own; the migration is scheduled with MangoApps for each workspace and keeps each recording’s owner and privacy.
Are there limits I should know about?
| Limit | Value |
|---|---|
| Upload size | 1000 MB by default; admins set 10 to 4000 MB |
| Accepted files | WebM, MP4, MOV video; PNG, JPEG images |
| Video length | Up to 24 hours |
| Title / description | 150 / 5,000 characters |
| Custom thumbnail | PNG, JPEG or WebP up to 2 MB |
| Caption file | WebVTT up to 2 MB; translation runs five languages per pass |
| Public link | Expiry up to the admin’s limit (30 days by default, 1 to 365); password up to 72 characters; up to 100,000 opens |
| Call-to-action | Label up to 60 characters; an http or https link |
| Comment / chat note | 4,000 / 1,000 characters |
| Bulk actions | Up to 100 recordings at a time; a zip holds up to 100 files or 1 GB |
| Insights table | Up to 500 of your recordings; the who-watched list shows 50 |
| Recycle bin | 30 days, then removed for good |
| Retention | Keep for ever by default; admins set 1 to 3,650 days |
More help
- Recorder Overview
- Ask AI — the assistant answers Recorder questions from these articles.