> ## Documentation Index > Fetch the complete documentation index at: https://docs.tryhamsa.com/llms.txt > Use this file to discover all available pages before exploring further. # Creating Transcriptions > Step-by-step guide to creating transcription jobs from files, YouTube links, or recordings ## Overview Speech to Text supports three methods for creating transcription jobs: * **File Upload**: Upload audio or video files from your device * **YouTube Link**: Transcribe videos directly from YouTube * **Live Recording**: Record audio directly in your browser Supported file types for upload

All transcription jobs are processed asynchronously. Processing time depends on file length, typically 1-5 minutes for most files. You can monitor job status in real-time. ## Creating File Upload Transcriptions File upload allows you to transcribe audio and video files stored on your device. ### When to Use File Upload File upload is ideal for: * Pre-recorded audio files * Video files with audio tracks * Archived recordings * Files from your computer or mobile device ### Supported File Formats | Format | Extension | Max Size | Recommended | | ------------ | --------- | -------- | ------------------ | | Audio - MP3 | `.mp3` | 200 MB | Best compatibility | | Audio - WAV | `.wav` | 200 MB | High quality | | Audio - WEBM | `.webm` | 200 MB | High quality | | Audio - OGG | `.ogg` | 200 MB | High quality | | Video - MP4 | `.mp4` | 200 MB | Most common | | Video - MOV | `.mov` | 200 MB | Apple format | ### Requirements | Field | Requirement | Validation | | ------------ | ----------- | ----------------------------------- | | **File** | Required | one file max size 200 MB | | **Title** | Required | Auto-filled from filename, editable | | **Language** | Required | Select from language dropdown | ### Step-by-Step Process 1. **Navigate to Speech to Text** * Go to the Speech to Text section in your dashboard * Click the **"Upload"** button in the action buttons area Navigate to Speech to Text section

2. **Open Upload Modal** * The "Transcribe Files" modal opens * You'll see a drag-and-drop area

3. **Select File** * **Drag and Drop**: Drag a file from your file explorer into the upload area * **Click to Browse**: Click the upload area to open file picker * **Single File**: Select one file at a time * File appears below the upload area 4. **File Validation** * System validates file format immediately * Invalid files are rejected with error message * File size is checked (must be under 200MB) 5. **Enter Job Details** * **Title**: Auto-filled from filename, can be edited * Example: "Meeting Recording - January 15" * Example: "Customer Interview - Product Feedback" * **Primary Language**: Select the language spoken in the audio * Default: Arabic * Options: Arabic, English * Title field updates automatically when file is selected 6. **Review File** * Check file name is correct * Verify file details are accurate * Remove file if needed (click X button) 7. **Submit for Processing** * Click **"Upload"** button * File uploads to the server * Transcription job is created * You're redirected to the jobs list Once uploaded, file cannot be modified. Ensure you upload the correct file and enter accurate metadata before submitting. ### File Upload Best Practices **File Preparation:** * Ensure files are not corrupted or password-protected * Verify audio quality is sufficient for transcription * Use clear, descriptive filenames before uploading * Compress very large files if possible (while maintaining quality) **Content Quality:** * Clear audio with minimal background noise * Single language per file (multi-language may reduce accuracy) * Adequate volume levels * Minimal echo or distortion **Example Filenames:** ``` Good: "Team_Meeting_2024_01_15.mp3" Good: "Customer_Interview_Product_X.wav" Bad: "recording.mp3" Bad: "file_final_final_v2.mp4" ``` ### File Upload Limitations * **Maximum file size**: 200MB per file * **Maximum files per upload**: 1 file * **Processing time**: 1-5 minutes per file (depends on length) * **File format**: Must match supported formats exactly ### Upload Process Details After clicking "Upload", the system: 1. **Upload Phase**: File uploads to secure storage * Progress indicator shows upload status * Upload time depends on file size and connection speed 2. **Validation Phase**: System validates files * Format verification * Size verification * Audio track detection (for video files) 3. **Job Creation**: Transcription job created * Job ID assigned * Status set to "PENDING" * Job appears in jobs list 4. **Processing Starts**: Transcription begins automatically * Status changes to "IN\_PROGRESS" * Real-time status updates available * Completion notification when done Each uploaded file creates a separate transcription job. You can upload one file at a time to create transcription jobs. ## Creating YouTube Link Transcriptions YouTube link transcription allows you to transcribe videos directly from YouTube without downloading them. ### When to Use YouTube Links YouTube links are ideal for: * Public YouTube videos * Video content you don't have downloaded * Online video transcription * Quick transcription without file handling * Videos already on YouTube ### Requirements | Field | Requirement | Validation | | --------------- | ----------- | -------------------------------------- | | **YouTube URL** | Required | Valid YouTube video URL | | **Title** | Required | Auto-filled from video title, editable | | **Language** | Required | Select from language dropdown | ### URL Validation Rules **Required Format:** * Must be a valid YouTube URL * Formats supported: * `https://www.youtube.com/watch?v=VIDEO_ID` * `https://youtu.be/VIDEO_ID` * `https://youtube.com/watch?v=VIDEO_ID` **Not Supported:** * Private or unlisted videos (unless you have access) * Videos with age restrictions * Live streams (completed streams only) * Videos longer than 2 hours (processing limitations) ### Step-by-Step Process 1. **Navigate to Speech to Text** * Go to the Speech to Text section * Click the **"YouTube"** button in the action buttons area Navigate to Speech to Text section and click YouTube button

Navigate to Speech to Text section and click YouTube button

2. **Open YouTube Modal** * The "Transcribe YouTube Video" modal opens * You'll see URL input field Transcribe YouTube video modal

3. **Enter YouTube URL** * Paste or type the YouTube video URL * URL validation happens in real-time * Valid URLs show green checkmark * Invalid URLs show error message 4. **URL Validation** * System validates URL format * Checks if video is accessible * Retrieves video metadata * Status indicator shows validation progress 5. **Video Information** * Video title is retrieved automatically * Title field is auto-filled * You can edit the title if needed 6. **Enter Job Details** * **Title**: Auto-filled from video title, can be edited * Example: "Product Demo Video - January 2024" * Example: "Tutorial: Getting Started Guide" * **Primary Language**: Select the language spoken in the video * Default: Arabic * Options: Arabic, English 7. **Submit for Processing** * Click **"Submit"** button * System extracts audio from video * Transcription job is created * You're redirected to the jobs list YouTube videos must be publicly accessible. Private or unlisted videos may fail if you don't have proper access permissions. ### YouTube URL Examples **Standard YouTube URL:** ``` https://www.youtube.com/watch?v=dQw4w9WgXcQ ``` **Short YouTube URL:** ``` https://youtu.be/dQw4w9WgXcQ ``` **With Timestamp:** ``` https://www.youtube.com/watch?v=dQw4w9WgXcQ&t=120s (Note: Timestamp is ignored, entire video is transcribed) ``` ### YouTube Processing Details The system: 1. **Video Access**: Validates video is accessible 2. **Audio Extraction**: Downloads and extracts audio track 3. **Job Creation**: Creates transcription job 4. **Processing**: Transcribes extracted audio 5. **Completion**: Video title and metadata preserved YouTube transcription uses the same processing pipeline as file uploads. The only difference is the source of the audio file. ## Creating Live Recording Transcriptions Live recording allows you to record audio directly in your browser and transcribe it immediately. ### When to Use Live Recording Live recording is ideal for: * Quick voice notes * Immediate transcription needs * Testing and practice * Interviews or conversations * Real-time recording scenarios ### Requirements | Field | Requirement | Notes | | --------------------- | ----------- | ----------------------------- | | **Recording** | Required | Minimum 30 seconds | | **Title** | Required | Enter descriptive title | | **Language** | Required | Select from language dropdown | | **Microphone Access** | Required | Browser permission needed | ### Browser Compatibility **Supported Browsers:** * Chrome (recommended) * Firefox * Edge * Safari (with limitations) **Requirements:** * Microphone access permission * HTTPS connection (required for microphone access) * Modern browser with MediaRecorder API support ### Step-by-Step Process 1. **Navigate to Speech to Text** * Go to the Speech to Text section * Click the **"Record"** button in the action buttons area Navigate to Speech to Text section and click Record button

Navigate to Speech to Text section and click Record button

2. **Open Record Modal** * The "Record Audio" modal opens * You'll see recording interface Record audio modal

3. **Grant Microphone Permission** * Browser requests microphone access * Click **"Allow"** to grant permission * Permission is remembered for future recordings 4. **Prepare for Recording** * Ensure microphone is working * Test audio levels (visual indicator) * Find quiet environment if possible * Position yourself near microphone 5. **Start Recording** * Click the **"Record"** button (microphone icon) * Recording starts immediately * Timer shows recording duration * Visual indicator shows recording is active 6. **During Recording** * **Pause**: Click pause button to temporarily stop * **Resume**: Click resume to continue recording * **Stop**: Click stop when finished * Minimum recording: 30 seconds * Maximum recommended: 2 hours During recording interface showing pause, stop, and cancel buttons

During recording interface showing pause, stop, and cancel buttons

7. **Stop Recording** * Click **"Stop"** button * Recording is finalized * Audio preview is available * You can review before submitting 8. **Review Recording** * Playback available to review * Check audio quality * Delete and re-record if needed * Recording duration displayed Review recording interface with playback, delete options, and job details

Review recording interface with playback, delete options, and job details

9. **Enter Job Details** * **Title**: Enter descriptive title * Example: "Voice Note - Project Ideas" * Example: "Interview Recording - Candidate Name" * **Primary Language**: Select language spoken * Default: Arabic * Options: Arabic, English 10. **Submit for Processing** * Click **"Submit"** button * Recording is saved and uploaded * Transcription job is created * You're redirected to the jobs list Browser-based recording quality depends on your microphone and environment. For best results, use a good quality microphone in a quiet environment. ### Recording Controls **Record Button:** * Starts recording session * Changes to pause/stop when active * Visual feedback (pulsing animation) **Pause/Resume:** * Temporarily stops recording * Resumes from same point * Timer pauses during pause **Stop Button:** * Finalizes recording * Prepares audio for submission * Cannot resume after stopping **Delete Recording:** * Removes current recording * Returns to start state * Must re-record to continue ### Recording Best Practices **Environment:** * Use quiet room with minimal background noise * Close windows to reduce external noise * Turn off notifications on devices * Use headset microphone if available **Speaking:** * Speak clearly and at moderate pace * Maintain consistent distance from microphone * Avoid covering microphone * Pause naturally between thoughts **Technical:** * Test microphone before important recordings * Check browser permissions * Ensure stable internet connection * Close unnecessary browser tabs ### Recording Limitations * **Minimum duration**: 30 seconds * **Maximum duration**: 2 hours (recommended) * **Quality**: Depends on microphone and browser * **Format**: Browser-encoded audio format * **Network**: Requires stable connection for upload ## Language Selection All transcription methods require selecting the primary language. ### Available Languages * **Arabic** (default) * **English** ### Language Selection Guidelines **Single Language:** * Select the primary language spoken * Best accuracy when one language is dominant * Mixed language may reduce accuracy **Language Detection:** * System attempts automatic detection * Manual selection recommended for accuracy * Incorrect language selection affects quality Selecting the correct language significantly improves transcription accuracy. Choose the language that represents the majority of spoken content. ## Job Status and Processing After creating a transcription job, it goes through these states: ### Processing States | Status | Description | Duration | Actions Available | | ------------- | ------------------------- | --------------------- | -------------------------- | | **PENDING** | Transcription in progress | 1-5 minutes (typical) | Wait, view progress | | **COMPLETED** | Transcription finished | - | View, edit, export, delete | | **FAILED** | Processing error occurred | - | View error, delete, retry | ### Monitoring Job Status **Jobs List:** * View all transcription jobs * Status indicator for each job * Sort and filter by status * Real-time status updates **Job Details:** * Detailed status information * Processing progress (if available) * Error messages (if failed) * Completion timestamp ### Processing Time Estimates | File Length | Estimated Processing Time | | ------------- | ------------------------- | | 1-5 minutes | 1-2 minutes | | 5-15 minutes | 2-4 minutes | | 15-30 minutes | 4-8 minutes | | 30-60 minutes | 8-15 minutes | | 1-2 hours | 15-30 minutes | Processing times are estimates. Actual time depends on audio quality, language complexity, and system load. Very long files (2+ hours) may take significantly longer. ## Validation and Error Handling ### File Upload Validation **File Format Errors:** * "Invalid file type" - File extension not supported * "File too large" - Exceeds 200MB limit * "Corrupted file" - File cannot be read **Solutions:** * Verify file format matches supported types * Compress large files or split into smaller files * Re-export corrupted files from source ### YouTube URL Validation **URL Errors:** * "Invalid YouTube URL" - URL format incorrect * "Video not accessible" - Private or restricted video * "Video too long" - Exceeds processing limits **Solutions:** * Verify URL format matches YouTube URL patterns * Ensure video is publicly accessible * Use shorter videos or split long videos ### Recording Validation **Recording Errors:** * "Microphone access denied" - Permission not granted * "Recording too short" - Less than 30 seconds * "Audio quality insufficient" - Poor recording quality **Solutions:** * Grant microphone permissions in browser settings * Record for at least 30 seconds * Improve recording environment and equipment ### Processing Errors **Common Processing Errors:** * "Audio extraction failed" - Cannot extract audio from video * "Transcription failed" - Processing error occurred * "Language detection failed" - Cannot determine language **Solutions:** * Check file is not corrupted * Verify language selection is correct * Try re-uploading with different settings * Contact support if errors persist ## Best Practices ### File Organization **Naming Conventions:** * Use descriptive, consistent names * Include dates for chronological organization * Use clear naming patterns **Examples:** ``` Good: "Team_Meeting_2024_01_15.mp3" Good: "Customer_Interview_Product_Feedback.wav" Bad: "recording1.mp3" Bad: "audio_final_v3.mp4" ``` ### Content Preparation **Audio Quality:** * Use clear, high-quality recordings * Minimize background noise * Ensure adequate volume levels * Avoid echo and distortion **File Management:** * Keep original files as backup * Organize files before uploading * Verify file integrity before upload * Archive completed transcriptions ### Workflow Optimization **Batch Processing:** * Upload one file at a time * Process files sequentially * Use consistent naming for organization * Track processing status **Quality Control:** * Review transcriptions after completion * Edit transcripts for accuracy * Organize speakers properly * Export in appropriate formats ## Next Steps After creating transcription jobs: 1. **[Managing Transcripts](./managing-transcripts)** - Organize and manage your transcription jobs 2. **[Speaker Management](./speaker-management)** - Work with speaker separation and identification 3. **[Export Options](./export-options)** - Export transcripts in various formats 4. **[Overview](./overview)** - Learn about Speech to Text features ## Related Documentation Organize and manage your transcription jobs Work with speaker separation and identification Export transcripts in multiple formats Learn about Speech to Text features