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STT History

Speech-to-Text (STT) History tracks all your transcription sessions, providing detailed information about each processing job. This guide explains how to monitor, manage, and troubleshoot your STT sessions.

What is STT History?​

Overview:

  • Complete log of all transcription sessions
  • Processing status for each session
  • Session metadata (language, duration, timestamps)
  • Quick access to retry failed sessions
  • Session-level analytics

Access STT History:

  • Route: /speech-to-text-sessions
  • Menu: Workspace → STT History or Speech-to-Text Sessions
  • Alternative: Main workspace shows all sessions by default

STT History Interface​

Data Grid Columns​

Session Information Displayed:

ColumnDescriptionExample
Session IDUnique identifier for sessionabc123def456
FilenameOriginal media filenameCEO-Interview-2024.mp3
StatusProcessing stateFinished, Processing, Error
LanguageDetected or selected languageEnglish, French, German
Date Session StartWhen processing began2024-03-15 10:30 AM
Last UpdateMost recent modification2024-03-15 10:45 AM
DurationAudio/video length00:45:30 (HH:MM:SS)
Customer NameOrganization nameAcme Corporation

Session Status Indicators​

Visual Badges:

Finished (Green Badge):

  • Processing completed successfully
  • Transcript/caption ready to use
  • Can edit, export, or share
  • No further action needed

Processing (Blue Badge):

  • Transcription currently in progress
  • Cannot edit yet
  • Estimated completion time varies by file length
  • Auto-refreshes when complete

Error (Red Badge):

  • Processing failed
  • Requires attention
  • Can retry session
  • Check error details for cause

Session Details​

Session ID​

What It Is:

  • Unique identifier for each transcription job
  • Never changes
  • Used for API calls and tracking

Copyable:

  • Click Session ID to copy to clipboard
  • Use for support requests
  • Reference in API integrations

Example Usage:

Session ID: 9f8e7d6c5b4a3
- Copy to clipboard
- Provide to support team for troubleshooting
- Use in API calls for programmatic access

Date and Time Information​

Date Session Start:

  • When media file was uploaded
  • When processing began
  • Timezone: Your organization's timezone

Last Update:

  • Most recent activity on session
  • Updates when:
    • Processing status changes
    • Document edited
    • Document finalized
    • Metadata updated

Use Cases:

  • Track processing time (Start to Finished)
  • Find recently updated sessions
  • Identify stale sessions needing attention

Duration​

What It Shows:

  • Total audio/video length
  • Format: HH:MM:SS
  • Examples:
    • Short: 00:05:30 (5 minutes, 30 seconds)
    • Medium: 00:45:00 (45 minutes)
    • Long: 02:30:15 (2 hours, 30 minutes, 15 seconds)

Why It Matters:

  • Estimate processing time (typically 10-30% of duration)
  • Track credit usage (based on duration)
  • Plan editing time needed

Managing STT Sessions​

Viewing Session History​

Default View:

  • Sorted by "Last Update" (newest first)
  • All statuses shown
  • Paginated (25, 50, 75, or 100 per page)

Customize View:

  • Filter by status (Finished, Processing, Error)
  • Filter by language
  • Filter by date range
  • Sort by any column

Use Cases:

  • Recent Activity - Sort by Last Update descending
  • Oldest First - Sort by Date Session Start ascending
  • Long Files - Sort by Duration descending
  • Specific Language - Filter Language = "French"

Refreshing Session List​

Manual Refresh:

  1. Click Refresh button in toolbar
  2. Or reload page
  3. Grid updates with latest status

Auto-Refresh:

  • Some interfaces auto-update during processing
  • Shows real-time status changes
  • No manual refresh needed

When to Refresh:

  • After uploading new file
  • To check if processing finished
  • After retrying failed session
  • To see latest updates from team

Retry Failed Sessions​

When to Use:

  • Session has "Error" status
  • Processing failed due to temporary issue
  • Audio quality acceptable for re-processing

How to Retry:

  1. Locate error session in STT History
  2. Click three-dot menu (⋮) on session row
  3. Select "Retry"
  4. Confirm retry in dialog
  5. Session re-queues for processing

What Happens:

  • Session status changes to "Processing"
  • Original media file re-processed
  • No need to re-upload file
  • New transcript/caption generated
  • Replaces error version

Retry Limitations:

  • Cannot retry finished sessions (already successful)
  • Cannot retry if original media deleted
  • May require credits/quota

Deleting Sessions​

When to Delete:

  • Session no longer needed
  • Error sessions that won't be retried
  • Test uploads
  • Duplicate sessions
  • Free up storage space

How to Delete:

  1. Right-click session or click three-dot menu (⋮)
  2. Select "Delete"
  3. Confirmation dialog appears
  4. Confirm deletion

What Gets Deleted:

  • Session record
  • Associated transcripts/captions
  • Original media file (if stored)
  • All document versions
  • Comments and metadata

Cannot Be Undone:

  • Permanent deletion
  • Export documents first if needed
  • Verify correct session before deleting

Session Status Details​

Finished Status​

Meaning:

  • Transcription completed successfully
  • Document ready for editing
  • Can export, share, or convert

Next Steps:

  • Open in editor to review/edit
  • Export in desired format
  • Share with team members
  • Convert to caption (if transcript) or vice versa

Typical Timeline:

File uploaded → Processing (5-30 min) → Finished

Processing Status​

Meaning:

  • Transcription actively running
  • Cannot edit or export yet
  • Estimated time varies by:
    • File duration
    • Language
    • Server load
    • Diarization enabled

Estimated Processing Time:

  • Short files (< 10 min): 1-3 minutes
  • Medium files (10-60 min): 5-15 minutes
  • Long files (1-3 hours): 15-45 minutes
  • Very long files (3+ hours): 45+ minutes

What to Do:

  • Wait for completion
  • Check back later
  • Use refresh button to update status
  • Receive notification when finished (if enabled)

If Stuck in Processing:

  • Wait at least 2x expected time
  • Refresh session list
  • Contact support if exceeds reasonable time

Error Status​

Common Error Causes:

File Issues:

  • Corrupted or invalid media file
  • Unsupported file format
  • File size too large
  • No audio detected

Processing Issues:

  • Server timeout
  • Temporary system error
  • Insufficient credits/quota
  • Language detection failed

What to Do:

  1. Check error message (if displayed)
  2. Verify file quality:
    • Open file in media player
    • Confirm audio is audible
    • Check file isn't corrupted
  3. Retry session:
    • Click Retry action
    • Re-process same file
  4. Re-upload if needed:
    • If retry fails
    • Upload file again with different settings
  5. Contact support:
    • Provide Session ID
    • Describe error details
    • Attach file if possible

Filtering STT History​

By Status​

Show Only Finished:

  • Filter Status = "Finished"
  • View completed work only
  • Focus on editable documents

Show Only Processing:

  • Filter Status = "Processing"
  • Monitor active jobs
  • Estimate completion time

Show Only Errors:

  • Filter Status = "Error"
  • Identify failures to retry
  • Troubleshoot issues

By Language​

Use Cases:

  • Review all French transcriptions
  • Audit specific language quality
  • Separate workflows by language
  • Batch export language-specific files

How to Filter:

  1. Click Language column filter
  2. Type language name or code (e.g., "English" or "en")
  3. Results show only matching language

By Date Range​

Common Date Filters:

Last Week:

Date From: [7 days ago]
Date To: [today]

Specific Month:

Date From: 2024-03-01
Date To: 2024-03-31

Year-to-Date:

Date From: 2024-01-01
Date To: [today]

Use Cases:

  • Monthly reporting
  • Billing period review
  • Project timeline analysis
  • Quality audits

Combined Filters​

Example 1: Completed English Sessions This Month

Filters:
- Status: Finished
- Language: English
- Date From: 2024-03-01
- Date To: 2024-03-31

Example 2: Failed Sessions Needing Retry

Filters:
- Status: Error
- Date From: [last 30 days]

Session Actions​

Quick Actions Menu​

Available Actions (varies by status):

For All Sessions:

  • View Details - See full session information
  • Delete Session - Remove session permanently

For Finished Sessions:

  • Open Document - Edit transcript/caption
  • Export - Download in various formats
  • Share - Generate sharing link
  • Convert - Change document type

For Processing Sessions:

  • Cancel (if supported) - Stop processing
  • Refresh Status - Update current state

For Error Sessions:

  • Retry - Re-process session
  • View Error Details - See error message
  • Delete - Remove failed session

Session Analytics​

Track Over Time:

  • Total sessions processed per month
  • Average processing time
  • Success vs. error rate
  • Language distribution
  • Duration patterns

Use Data For:

  • Capacity planning
  • Quality improvement
  • Budget forecasting
  • Workflow optimization

Customer Name Column​

Shows:

  • Organization name associated with session
  • Useful for multi-organization/reseller setups
  • Helps identify client-specific work

Use Cases:

  • Filter by customer for invoicing
  • Track customer usage
  • Separate client workflows
  • Multi-tenant reporting

Troubleshooting STT Sessions​

Session Stuck in Processing​

Diagnosis:

  • Check "Date Session Start" - how long ago?
  • Typical processing: 10-30% of file duration
  • If 2x expected time passed → likely issue

Solutions:

  1. Refresh session list
  2. Wait additional time (server may be busy)
  3. Contact support with Session ID
  4. Re-upload file if session won't complete

Incorrect Language Detected​

Problem: Language set to wrong language

Cause:

  • Auto-detection error
  • Multi-language audio
  • Poor audio quality

Solution:

  • Re-upload file with manual language selection
  • Select correct language before processing
  • Cannot change language after processing started

Missing Sessions​

Possible Causes:

  1. Filter Applied - Hiding sessions
  2. Wrong Account - Logged in as different user
  3. Deleted - Session removed
  4. Permission Issue - Folder access restriction

Solutions:

  • Clear all filters
  • Verify logged-in account
  • Check deleted items (if trash available)
  • Contact admin for permission issues

Best Practices​

Regular Monitoring​

Weekly Review:

  • Check for error sessions
  • Retry failed jobs
  • Delete unnecessary sessions
  • Export completed work

Monthly Audit:

  • Review total sessions processed
  • Analyze error rates
  • Optimize language settings
  • Archive old sessions

Session Organization​

Naming Convention:

  • Use descriptive filenames before upload
  • Include date, client, topic in filename
  • Easier to find sessions later

Folder Structure:

  • Organize documents in folders post-processing
  • Move completed sessions to project folders
  • Archive old sessions separately

Error Management​

Proactive Approach:

  • Monitor error sessions daily
  • Retry immediately when detected
  • Investigate patterns (same file type, language, etc.)
  • Address root causes

Documentation:

  • Note error patterns
  • Track retry success rate
  • Report persistent issues to support

Next Steps​

Master your workspace:

Track your transcriptions! Use STT History to monitor, troubleshoot, and manage all your speech-to-text sessions.