Basic Workflow Tutorial

Basic Workflow Tutorial

This comprehensive tutorial walks you through DeepTalk’s essential workflow from start to finish. You’ll learn to upload, process, analyze, and export content using real examples.

Tutorial Overview

What You’ll Accomplish

By the end of this tutorial, you’ll have:

  • ✅ Successfully uploaded and processed an audio file
  • ✅ Reviewed and improved a transcript
  • ✅ Generated AI analysis and insights
  • ✅ Organized content for future reference
  • ✅ Exported professional results
  • ✅ Understood the complete DeepTalk workflow

Prerequisites

  • DeepTalk installed and running
  • A sample audio file (2-10 minutes recommended for first try)
  • 30-45 minutes of focused time

Learning Outcomes

  • Master the core DeepTalk workflow
  • Understand quality optimization techniques
  • Learn effective organization strategies
  • Gain confidence with essential features

Step 1: Prepare Your Content

Choose Your Sample File

For this tutorial, select an audio file that is:

  • 2-10 minutes long (manageable for learning)
  • Clear audio quality (easier to work with)
  • Interesting content (you’ll want to explore the results)
  • Appropriate format (MP3, WAV, M4A, MP4, etc.)

Good Sample Content Ideas:

  • Team meeting recording (if you have permission)
  • Podcast episode or interview
  • Lecture or presentation recording
  • Personal voice memo or notes
  • Phone call recording (with consent)

Content Preparation Tips:

  • Ensure the file is saved somewhere easily accessible
  • Note the approximate duration and number of speakers
  • Have a general idea of the main topics discussed
  • Consider any technical terms or proper nouns that might need attention

✅ Checkpoint: You have a suitable audio file ready to upload.

Step 2: Upload Your First File

  1. Launch DeepTalk if it’s not already running
  2. Go to the Library page by clicking the 📋 Library tab
  3. Locate the upload button (usually labeled “Upload Files” or “Add Transcript”)

Upload Process

  1. Click the upload button
  2. Select your sample file using the file browser
  3. Add basic information:
    • Title: Give it a descriptive name (e.g., “Team Planning Meeting - Jan 15”)
    • Description: Brief summary of content (optional but recommended)
  4. Review settings:
    • Keep default processing settings for now
    • Note any special options available
  5. Start the upload by clicking “Upload” or “Start Processing”

Monitor Progress

  • Watch the progress indicator during file upload
  • Note processing stages: Upload → Audio Extraction → Transcription → Analysis
  • Estimated time: Expect 1-3 minutes per minute of audio
  • Background processing: You can navigate away while it processes

✅ Checkpoint: Your file is uploaded and processing has begun. You can see progress indicators.

Step 3: Review Initial Results

Wait for Completion

  • Processing notification: Wait for completion notification or check status
  • Processing time: Varies based on file length and system capabilities
  • Status indicators: Look for “Complete” or green checkmarks

Examine the Transcript

Once processing is complete:

  1. Open the transcript by clicking on it in your Library
  2. Review the main content area:
    • Transcript text: The speech converted to text
    • Speaker labels: May show “Speaker 1”, “Speaker 2”, etc.
    • Formatting: Paragraph breaks and structure
  3. Check the metadata panel:
    • File information: Original filename, duration, format
    • Processing details: Service used, processing time
    • Quality indicators: Confidence scores if available

Initial Quality Assessment

Look for these common patterns:

  • Good transcription: Most words are correct, clear structure
  • Speaker changes: Notice where different people speak
  • Technical terms: May need correction if domain-specific
  • Timestamps: Time markers for navigation (if available)

✅ Checkpoint: You can view your transcript and understand its basic structure and quality.

Step 4: Improve the Transcript

Edit for Accuracy

  1. Click the “Edit” button in the transcript view
  2. Scan through the text looking for obvious errors:
    • Misspelled words: Common transcription mistakes
    • Technical terms: Domain-specific vocabulary
    • Proper nouns: Names of people, places, companies
    • Homophones: Words that sound similar but are spelled differently

Speaker Correction

If your audio has multiple speakers:

  1. Review speaker assignments: Check if speaker changes are correct
  2. Rename speakers: Replace “Speaker 1” with actual names if known
  3. Correct speaker boundaries: Adjust where speaker changes occur
  4. Merge or split: Combine incorrectly split speakers or separate incorrectly merged ones

Editing Best Practices

  • Focus on meaning: Fix errors that change the meaning first
  • Preserve style: Keep the natural speaking style and tone
  • Add context: Use [background noise], [unclear], etc. for context
  • Save frequently: Changes are usually saved automatically

Quality Improvement Tips

  • Read aloud: Does the text flow naturally when read?
  • Check context: Do sentences make sense in context?
  • Verify facts: Correct any obviously wrong facts or figures
  • Maintain consistency: Use consistent terminology throughout

✅ Checkpoint: Your transcript is edited and improved for accuracy and readability.

Step 5: Generate Analysis and Insights

Trigger AI Analysis

  1. Look for “Analyze” button in the transcript interface
  2. Click to start analysis (may take 1-2 minutes)
  3. Choose analysis type if options are available:
    • Standard analysis: Good balance of speed and depth
    • Comprehensive: More detailed but slower
    • Quick analysis: Fast overview

Review Analysis Results

Once analysis completes, examine:

Summary Section:

  • Main topics: Key themes discussed
  • Key points: Most important information
  • Overview: High-level summary of content

Action Items:

  • Tasks identified: Specific actions mentioned
  • Decisions made: Conclusions or decisions reached
  • Follow-ups: Items requiring future attention

Additional Insights:

  • Sentiment analysis: Overall emotional tone
  • Speaker insights: Participation and contribution patterns
  • Topic analysis: Detailed breakdown of themes

Validate and Refine

  • Check accuracy: Do insights match your understanding of the content?
  • Note missing elements: Are there important points not captured?
  • Consider context: Do insights make sense given the full context?

✅ Checkpoint: You have generated AI analysis and reviewed the insights for accuracy.

Step 6: Organize Your Content

Add Metadata

  1. Add relevant tags: Keywords that will help you find this content later
  2. Update description: Enhance the description based on analysis results
  3. Set categories: If available, assign to relevant categories

Create or Assign to Project

Even for a single file, consider organization:

  1. Create a new project if this is part of a larger initiative:
    • Project name: Descriptive title (e.g., “Q1 2024 Planning”)
    • Description: Purpose and scope of the project
    • Settings: Default preferences for project content
  2. Assign to existing project if it fits with other content

Organization Best Practices

  • Consistent naming: Use standard naming conventions
  • Descriptive tags: Choose tags that future-you will remember
  • Project structure: Think about how you’ll find this content later
  • Date context: Include date information in titles or tags

✅ Checkpoint: Your content is properly organized with appropriate metadata and project assignment.

Step 7: Export Your Results

Choose Export Format

  1. Click “Export” button in the transcript view
  2. Select appropriate format:
    • PDF: Professional documents, meeting minutes
    • Word: Further editing and collaboration
    • Text: Simple, lightweight format
    • JSON: Data integration and technical use

Configure Export Options

Content Selection:

  • Full transcript: Complete text with all elements
  • Summary only: Just the AI-generated insights
  • Custom selection: Choose specific sections or elements

Formatting Options:

  • Include speakers: Show or hide speaker labels
  • Include timestamps: Time markers for reference
  • Include analysis: AI insights and summaries
  • Professional formatting: Headers, footers, styling

Generate and Review Export

  1. Generate the export with your selected options
  2. Download and open the exported file
  3. Review quality:
    • Formatting: Professional appearance and readability
    • Completeness: All desired content included
    • Accuracy: Information correctly represented

Export Use Cases

Consider how you might use the exported content:

  • Meeting minutes: Share with team members
  • Research documentation: Archive and reference
  • Reports: Include in larger documents or presentations
  • Backup: Preserve important content externally

✅ Checkpoint: You have successfully exported your processed content in a professional format.

Step 8: Explore Additional Features

Search Your Content

  1. Use the search bar to find specific information:
    • Try searching for key terms mentioned in your transcript
    • Search by speaker name if you have multiple speakers
    • Look for specific topics or concepts discussed

Experiment with Different Views

  • Timeline view: If available, see content chronologically
  • Speaker view: Focus on specific speaker contributions
  • Topic view: Explore content by theme or subject

Basic Chat (if AI services are configured)

If you have AI services set up:

  1. Open chat interface for your transcript
  2. Ask simple questions about the content:
    • “What were the main topics discussed?”
    • “What decisions were made?”
    • “What action items were identified?”

✅ Checkpoint: You’ve explored additional features and understand how to find and interact with your content.

Workflow Summary and Next Steps

What You’ve Accomplished

In this tutorial, you’ve completed the essential DeepTalk workflow:

  1. ✅ Content Preparation: Selected and prepared appropriate audio content
  2. ✅ Upload and Processing: Successfully uploaded and processed your first file
  3. ✅ Quality Review: Examined and improved transcript accuracy
  4. ✅ Analysis Generation: Created AI-powered insights and summaries
  5. ✅ Organization: Properly organized content with metadata and projects
  6. ✅ Export and Sharing: Generated professional output for distribution
  7. ✅ Feature Exploration: Tried additional capabilities like search

Key Skills Developed

  • File processing workflow: End-to-end content processing
  • Quality optimization: Improving transcript accuracy
  • Analysis utilization: Leveraging AI insights effectively
  • Organization strategies: Systematic content management
  • Export proficiency: Creating professional outputs

Immediate Next Steps

Continue Practicing:

  • Try different content types: Various audio formats and content styles
  • Experiment with settings: Different analysis options and configurations
  • Practice organization: Develop your own tagging and project strategies

Expand Your Skills:

Apply to Real Work:

  • Identify use cases: Where can DeepTalk help in your actual work?
  • Start small: Begin with low-stakes content to build confidence
  • Develop workflows: Create standardized processes for your common tasks

Troubleshooting Common Issues

Upload Problems

File won’t upload:

  • Check file format is supported (MP3, WAV, MP4, etc.)
  • Verify file isn’t corrupted or in use by another application
  • Try a smaller file to test the upload process

Processing takes too long:

  • Expected for longer files (patience is key)
  • Check if system has adequate resources
  • Try a shorter file to verify the process works

Quality Issues

Poor transcription quality:

  • Check original audio quality and clarity
  • Consider background noise and speaker overlap
  • Try manual editing to improve accuracy

Missing analysis:

  • Verify AI services are configured (see Settings)
  • Check if analysis completed (look for status indicators)
  • Try triggering analysis manually

Organization Confusion

Can’t find uploaded content:

  • Check Library tab for all transcripts
  • Use search function to locate specific content
  • Review Recent section on Home page

Export doesn’t look right:

  • Try different export formats for different needs
  • Check export settings and options
  • Review formatting preferences

Getting Additional Help

Congratulations! You’ve completed the basic workflow tutorial. You now have the essential skills to use DeepTalk effectively.

Continue learning: Project Setup & Management Tutorial →