Uploading Files

Uploading Files

This guide covers everything you need to know about adding audio and video content to DeepTalk, from supported formats to optimization techniques.

Quick Start

Basic Upload Process

  1. Navigate to the Library page or Home page
  2. Click the “Upload” or “Add Files” button
  3. Select your audio or video files
  4. Add titles and descriptions (optional but recommended)
  5. Start the upload and processing

Upload Locations

You can initiate uploads from several places:

  • Library page: Primary upload location
  • Home page: Quick upload access
  • Project page: Upload directly to a specific project
  • Drag and drop: From anywhere in DeepTalk

Supported File Formats

Audio Formats

DeepTalk supports all common audio formats:

Highly Recommended:

  • WAV: Uncompressed, best quality
  • MP3: Good compression, widely compatible
  • M4A: Modern format, good quality/size ratio

Also Supported:

  • FLAC: Lossless compression, large files
  • OGG: Open source format
  • AAC: Advanced audio codec
  • WMA: Windows Media Audio

Video Formats

Video files are processed for their audio content:

Highly Recommended:

  • MP4: Most common, well-supported
  • MOV: Apple format, good quality
  • AVI: Older but reliable format

Also Supported:

  • WebM: Web-optimized format
  • MKV: Container format, flexible
  • FLV: Flash video format
  • 3GP: Mobile video format

File Size and Duration Limits

Recommended Limits:

  • File size: Up to 2GB per file
  • Duration: Up to 3 hours per file
  • Audio quality: 16kHz or higher sample rate

Technical Limits:

  • Maximum file size: 5GB (system dependent)
  • Maximum duration: 6 hours
  • Minimum quality: 8kHz sample rate

Upload Methods

Method 1: Button Upload

Best for: Single files or small batches

  1. Go to Library page
  2. Click “Upload Files” button
  3. Browse and select files
  4. Configure titles and settings
  5. Start upload

Method 2: Drag and Drop

Best for: Quick uploads from file explorer

  1. Open your file manager/explorer
  2. Drag files into any DeepTalk window
  3. Drop files on the interface
  4. Configure and confirm upload

Method 3: Project Upload

Best for: Files belonging to specific projects

  1. Open the target project
  2. Click “Add Transcripts” or “Upload”
  3. Select files for the project
  4. Files automatically assigned to project

Method 4: Batch Upload

Best for: Many files at once

  1. Select multiple files in file browser
  2. Use Ctrl/Cmd+click to select multiple
  3. Upload all at once for batch processing
  4. Monitor progress for all files

File Preparation Best Practices

Audio Quality Optimization

For Best Results:

  • Clear audio: Minimize background noise
  • Good volume: Not too quiet or too loud
  • Consistent levels: Avoid major volume changes
  • Single language: One language per file works best

Audio Settings:

  • Sample rate: 16kHz minimum, 44.1kHz recommended
  • Bit depth: 16-bit minimum, 24-bit for high quality
  • Compression: Moderate compression is fine (128kbps+ for MP3)

File Organization Before Upload

Naming Conventions:

  • Use descriptive, consistent file names
  • Include dates if relevant (YYYY-MM-DD format)
  • Avoid special characters (&, %, #, etc.)
  • Keep names under 100 characters

Folder Structure:

  • Organize files by project or topic
  • Group related recordings together
  • Consider chronological organization
  • Separate different speakers/sources

Upload Configuration

Basic Information

Title Field:

  • Auto-generated: Based on filename if left empty
  • Custom titles: More descriptive and searchable
  • Best practice: Include topic, date, and context

Description Field:

  • Optional: But highly recommended for searchability
  • Content suggestions: Meeting topic, participants, purpose
  • Searchable: Text appears in search results

Advanced Options

Processing Priority:

  • High: Process immediately (for urgent content)
  • Normal: Standard queue processing (default)
  • Low: Process when system is less busy

Quality Settings:

  • Best Quality: Slower processing, best results
  • Balanced: Good quality, reasonable speed (default)
  • Fast: Quick processing, adequate quality

Project Assignment:

  • Select project: Assign to existing project
  • Create new: Start new project with this file
  • No project: Keep in general library

Batch Upload Management

Selecting Multiple Files

File Browser Selection:

  • Hold Ctrl (Windows/Linux) or Cmd (Mac) while clicking
  • Hold Shift to select ranges
  • Use Ctrl+A/Cmd+A to select all

Drag and Drop Multiple:

  • Select multiple files in file manager
  • Drag the selection into DeepTalk
  • All files upload with shared settings

Batch Configuration

Apply to All:

  • Set project assignment for entire batch
  • Configure processing priority for all files
  • Set quality level for complete batch

Individual Customization:

  • Modify titles and descriptions per file
  • Adjust settings for specific files
  • Remove files from batch before processing

Processing and Progress Monitoring

Understanding the Upload Process

Stage 1: File Upload

  • Files copied to DeepTalk’s storage
  • Quick validation of file format
  • Progress bar shows upload completion

Stage 2: Audio Extraction

  • Audio extracted from video files
  • Audio conversion for optimization
  • Preparation for transcription service

Stage 3: Transcription Queue

  • Files queued for transcription
  • Processing order based on priority and size
  • Progress visible on Home page and Library

Monitoring Progress

Progress Indicators:

  • Upload progress: File transfer percentage
  • Queue position: Where your file is in line
  • Processing status: Current processing stage
  • Estimated time: Approximate completion time

Where to Check Status:

  • Home page: Overview of all processing
  • Library page: Individual file status
  • Processing queue: Detailed queue view
  • Notifications: Status updates and completion alerts

Large File Handling

Files Over 1GB

Preparation:

  • Ensure stable internet connection (if using remote services)
  • Close other applications to free memory
  • Consider splitting very long recordings

Processing Considerations:

  • Longer processing times expected
  • May be chunked automatically for better handling
  • Monitor system resources during processing

Long Duration Files (Over 2 Hours)

Automatic Chunking:

  • DeepTalk automatically splits long files
  • Chunks processed separately then combined
  • Prevents memory issues and improves accuracy

Chunk Settings:

  • Default chunk size: 5 minutes
  • Configurable in Settings > Processing
  • Overlap between chunks for continuity

Troubleshooting Upload Issues

Common Upload Problems

File Won’t Upload:

  • Check format: Ensure file is supported
  • Check size: Verify file isn’t too large
  • Check permissions: Ensure file isn’t locked/in use
  • Try different location: Some network drives cause issues

Upload Fails Partway:

  • Network issues: Check internet connection
  • Disk space: Ensure enough free space available
  • File corruption: Try uploading different file
  • Restart: Close and reopen DeepTalk

Processing Stalls:

  • Service issues: Check service status in Settings
  • System resources: Close other applications
  • File complexity: Some formats take longer
  • Restart processing: Cancel and retry if needed

File Quality Issues

Poor Transcription Quality:

  • Audio clarity: Use higher quality source files
  • Background noise: Minimize environmental sounds
  • Multiple speakers: Consider speaker separation
  • Service configuration: Check transcription service settings

Processing Errors:

  • Unsupported format: Convert file to supported format
  • Corrupted file: Try re-recording or different source
  • Size limits: Split large files before upload
  • System requirements: Verify system meets minimum specs

Tips for Efficient Uploading

Workflow Optimization

Batch Similar Content:

  • Upload related files together
  • Use consistent naming and organization
  • Process similar content types in batches

Prepare Files in Advance:

  • Organize files before uploading
  • Prepare titles and descriptions beforehand
  • Check audio quality before processing

Use Off-Peak Hours:

  • Upload large files during low-usage times
  • Take advantage of faster processing
  • Avoid conflicts with other system activities

Quality vs. Speed Trade-offs

For Quick Results:

  • Use “Fast” processing mode
  • Upload smaller files first
  • Use compressed audio formats

For Best Quality:

  • Use “Best Quality” processing mode
  • Upload high-quality source files
  • Allow extra time for processing

For Balanced Approach:

  • Use default “Balanced” settings
  • Moderate file sizes (under 500MB)
  • Standard audio quality (44.1kHz, 16-bit)

Next: Learn about managing your transcripts →