How to transcribe a folder of files with HoldSay
Queue a folder and control each transcription.
A folder import turns a large media archive into a visible queue instead of one long, uncertain job.
When you need to transcribe a set of interviews, meeting recordings, lectures, or video files, add the project folder in Files and let HoldSay create a separate task for each supported file. Each task keeps its own status, so you can see what is queued, what is running, and what needs attention before you review the completed notes in History.
One folder in, one queue out: each file takes its turn, with pause and retry in the same place.
Add a folder to the queue
Use a folder import when the recordings belong to one project and you want to process them together without losing track of individual files. For example, a folder named after a research project may contain several interview recordings and supporting video clips. Importing that project folder keeps the batch focused, while importing an entire downloads directory can add unrelated media that you did not intend to transcribe.
Open Files, which is the HoldSay area for file transcription. Choose a folder or drag a folder into HoldSay. HoldSay finds the supported audio and video files inside it, then shows them for review before the large batch begins. This review is useful when a folder contains test recordings, duplicate exports, or files from another project.
- Open Files and add the folder you want to transcribe.
- Review the files HoldSay found. Remove unrelated media so the queue contains only the recordings you need.
- Start the queue when the list matches the project you intend to process.
Add one project folder so its recordings enter the queue together.
After the queue starts, each supported file remains visible as its own task rather than becoming part of one combined transcription job. That separation matters if one source needs attention later. A problem with one file can be identified and handled without making the rest of the folder unclear.
To verify the import, look at the queue after you start it. You should see individual tasks for the files you kept in the review list. Their statuses will change as HoldSay works through the batch.
Read the queue status
The queue tells you whether a file is waiting, being processed, held for later, finished, or blocked by a problem. Check the status before changing anything. A queued file does not necessarily need intervention, because it may simply be waiting for the transcription engine to finish another task.
- Queued: The source is ready, but another file is using the transcription engine. Leave it in the queue to wait its turn, or cancel it if you no longer want to process it.
- Transcribing: HoldSay is actively processing the file. Keep the source drive connected while this status is shown.
- Paused: The task journal is kept for a later resume. Choose Resume when you are ready to continue queue work.
- Failed: The source or a processing step needs attention. Fix the cause, then choose Retry for that file.
- Complete: The note is available in the library. Open it in History and review the result.
Queue status separates waiting, active and completed files.
Completed notes can show views such as Raw, Speakers, Polish, or Summary when the view applies to that source. These views help you move from the original transcription to a form that is easier to read or use. The queue status answers a different question: whether HoldSay has completed work on the source file.
For a quick check after starting a batch, confirm that one task shows Transcribing and the remaining files show Queued, if there are files waiting. When tasks reach Complete, search History by the project name and open the notes to confirm that the expected recordings are present.
Pause, resume, retry or cancel
Queue controls let you respond to a change in your work without rebuilding the folder import. Use the control that matches the scope of the issue. If you need to stop all current queue activity, pause the queue. If one file fails, address that file and retry it. If one recording no longer belongs in the batch, cancel only that task.
Pause all stops active queue work while keeping enough task information for HoldSay to continue later. This is useful when you need to disconnect from the work for a while or need to address a condition that affects the whole batch. Paused tasks retain their journal rather than disappearing from the queue.
Pause the queue without discarding the folder import.
Choose Resume when you are ready to continue. HoldSay continues the queued and paused tasks. Before resuming, make sure any source drive used by the folder is connected and that the computer has the disk space needed for transcripts, audio, and temporary work.
Use Retry only after resolving the reason a task failed. A failed task may need its source file, source drive, or available disk space checked first. Once the cause is fixed, Retry restarts that failed task without requiring you to import the entire folder again.
Choose Cancel for a task you no longer want to process. Cancel removes the transcription task from the queue. It does not delete the original audio or video file from your drive. This makes canceling appropriate for an accidental import, an outdated recording, or a duplicate you notice during review.
Run a large batch reliably
For a large folder, prepare the computer and source location before leaving the queue to run. The queue can manage many individual tasks, but its work still depends on the recordings remaining available and on the computer having room for the work HoldSay creates.
- Begin with a small sample from the folder. Let those files complete and review their notes in History before starting an overnight batch.
- Keep the computer connected to power for the duration of the work.
- Keep the source drive connected if the recordings are stored on an external drive.
- Leave enough free disk space for transcripts, audio, and temporary work.
- Start the remaining queue and check its statuses before you step away.
The small sample is a practical check of the exact material you plan to process. It lets you confirm that the expected files appear as separate tasks and that completed notes arrive in History. If a sample fails, resolve the source file, drive connection, or disk space issue before the rest of the folder reaches the same point.
Keep the computer awake and the source drive connected during a large batch.
When the queue finishes, search the library by project name. Review completed notes and rename notes that still use unclear recorder filenames. Clear names make it easier to distinguish recordings from the same day, identify separate speakers or sessions where applicable, and return to the right note later.
If a folder contains a file that you decide not to include after the batch has begun, cancel that task rather than changing the original source file. The source remains on your drive, while the queue stays limited to the transcription work you still want completed.
Common questions
Can HoldSay transcribe an entire folder?
Yes. Add a folder in the Files transcription area and HoldSay creates a separate queue task for each supported audio or video file.
Can I pause and resume a HoldSay transcription queue?
Yes. Use Pause all to stop active queue work while keeping the tasks, then choose Resume when you are ready to continue.
Does canceling a queue item delete my original file?
No. Cancel removes the transcription task from the queue, not the original audio or video file on your drive.
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