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Troubleshooting Voice Features

Common Issues and Solutions​

Upload Problems​

File Upload Fails​

Symptoms: Upload progress stops or shows error Possible Causes:

  • File size exceeds limit
  • Unsupported file format
  • Network connectivity issues
  • Insufficient storage space

Solutions:

  1. Check file size against system limits
  2. Verify file format is supported
  3. Test network connection
  4. Contact administrator for storage quota

File Stuck in "Uploading" Status​

Symptoms: File remains in uploading state indefinitely Possible Causes:

  • Network interruption during upload
  • Server processing overload
  • File corruption
  • Storage system issues

Solutions:

  1. Refresh page and check status
  2. Try uploading again
  3. Check file integrity
  4. Report to system administrator

Transcription Issues​

Poor Transcription Quality​

Symptoms: Inaccurate or incomplete text conversion Possible Causes:

  • Poor audio quality
  • Background noise
  • Unsupported language
  • Multiple speakers

Solutions:

  1. Use higher quality audio recordings
  2. Reduce background noise
  3. Verify language settings
  4. Consider manual transcription for complex audio

Transcription Takes Too Long​

Symptoms: Files stuck in "Transcribing" status Possible Causes:

  • Large file size
  • System overload
  • Service unavailability
  • Processing queue backup

Solutions:

  1. Check system status page
  2. Wait for queue to clear
  3. Try during off-peak hours
  4. Contact support for priority processing

Automation Rule Problems​

No Rules Triggered​

Symptoms: Files complete transcription but don't process further Possible Causes:

  • No matching automation rules
  • Rules disabled
  • Incorrect Type/Origin configuration
  • Rule priority conflicts

Solutions:

  1. Check automation rule configuration
  2. Verify rule is enabled
  3. Review Type and Origin matching
  4. Check rule priority settings

Wrong Flow Executed​

Symptoms: Unexpected processing results Possible Causes:

  • Rule matching logic error
  • Multiple rule conflicts
  • Incorrect Flow assignment
  • Rule priority issues

Solutions:

  1. Review rule matching criteria
  2. Check for conflicting rules
  3. Verify Flow assignments
  4. Adjust rule priorities

Flow Execution Problems​

Flow Fails to Start​

Symptoms: Status shows "Running Flow" but no progress Possible Causes:

  • LangFlow service unavailable
  • Authentication failures
  • Flow not found
  • Parameter validation errors

Solutions:

  1. Check LangFlow service status
  2. Verify authentication credentials
  3. Confirm Flow exists and is accessible
  4. Review parameter configuration

Flow Execution Errors​

Symptoms: Processing fails with error status Possible Causes:

  • Flow runtime errors
  • Invalid input parameters
  • Resource limitations
  • Timeout exceeded

Solutions:

  1. Check Flow logs for specific errors
  2. Validate input parameters
  3. Review resource allocation
  4. Adjust timeout settings

Performance Issues​

Slow Processing​

Symptoms: Long delays between processing stages Possible Causes:

  • High system load
  • Large file sizes
  • Complex Flow operations
  • Resource constraints

Solutions:

  1. Process during off-peak hours
  2. Break large files into smaller segments
  3. Optimize Flow complexity
  4. Request additional resources

System Overload​

Symptoms: Multiple files stuck in processing Possible Causes:

  • Too many concurrent uploads
  • Insufficient system resources
  • Database performance issues
  • External service limitations

Solutions:

  1. Limit concurrent uploads
  2. Contact administrator for resource scaling
  3. Wait for system load to decrease
  4. Use batch processing for large volumes

System Status Checking​

Health Indicators​

  • Upload Service: File transfer capability
  • Transcription Service: Speech-to-text conversion
  • Automation Engine: Rule processing
  • LangFlow Integration: Workflow execution
  • Database: Data storage and retrieval

Status Page​

Check the system status page for:

  • Service availability
  • Performance metrics
  • Known issues
  • Maintenance schedules

Getting Help​

Self-Service Options​

  1. Check this troubleshooting guide
  2. Review system status page
  3. Search documentation
  4. Try basic solutions first

Support Channels​

  • In-App Support: Use help button for guided assistance
  • Email Support: [support email address]
  • Documentation: Comprehensive guides and tutorials
  • Community Forum: User discussions and solutions

Information to Provide​

When contacting support, include:

  • File name and upload time
  • Error messages (exact text)
  • Processing stage where issue occurred
  • Steps taken to resolve
  • System/browser information

Preventive Measures​

Best Practices​

  • Use supported file formats
  • Check file quality before upload
  • Configure automation rules carefully
  • Monitor processing regularly
  • Keep Flows optimized

Regular Maintenance​

  • Review and update automation rules
  • Monitor system performance
  • Clean up old processed files
  • Update Flow configurations
  • Check integration health

Capacity Planning​

  • Monitor upload patterns
  • Plan for peak usage
  • Scale resources proactively
  • Optimize processing efficiency
  • Maintain performance baselines