Introduction
If a meeting remains in Processing or has not completed after a reasonable time, use this guide to protect the source recording, check its status, and choose the safest recovery step.
How Processing Works
NoteWave processes captured or uploaded audio in the background, so you do not need to keep the transcript page open after the upload or capture has been accepted.
Processing flow:
- A recording is uploaded, recovered, or captured by the NoteWave notetaker
- NoteWave accepts the meeting for processing
- The required audio is transcribed by NoteWave's specialist processing services
- The transcript and related meeting results are saved to your account
- The completed meeting becomes available in your library
Processing Times
Automatic Retry System
NoteWave automatically retries eligible temporary failures with increasing delays. Exact timing varies by the source and error, and repeated retries can take longer than the initial attempt.
- • Service and network interruptions may be retried
- • Retries use increasing delays
- • Keep the original audio while retries continue
- • Invalid or unreadable files may fail
- • Revoked integration access may require reconnection
- • A missing source cannot be reconstructed automatically
If the visible error asks you to reconnect an integration or supply a valid file, complete that step before expecting another attempt to succeed.
Check Processing Status
Monitor your meeting's progress from the Dashboard to see if it's actively processing or stuck.
Status meanings:
- Pending or queued - The recording has been accepted and is waiting to start
- Processing - Transcription or meeting-result processing is underway
- Failed - Processing could not complete; review any visible message before retrying
- Completed - The transcript is ready to open
Common Causes of Stuck Processing
Several factors can cause processing to stall or take longer than expected:
Temporary connectivity problems between workers and transcription services.
A temporary processing service delay or elevated demand.
Very large recordings (2+ hours) take significantly longer to process.
What To Do If Processing Is Stuck
Follow these steps if your meeting has been processing for longer than expected:
- Wait and Refresh - Allow a reasonable period for the recording length, then refresh the meeting library once.
- Check Internet Connection - Ensure you have a stable internet connection (only affects uploads, not processing).
- Review Error Messages - If the meeting failed, follow the visible file, permission, or reconnection guidance.
- Avoid Duplicates - Do not repeatedly upload the same file while the original entry is still processing.
- Contact Support - If the status remains unchanged for an unusual length of time, contact us with the meeting ID.
When Processing Cannot Continue
Automatic retries cannot resolve every failure. Processing may stop when the source or required access is unavailable.
Common final-failure reasons:
- Repeated temporary failure - Automatic attempts did not complete successfully
- Missing source - The required recording is unavailable or expired at its source
- Unsupported or damaged file - The audio cannot be read reliably
- Revoked access - A connected platform requires fresh authorisation
Keep the Source
Manual Recovery Options
If processing fails permanently, you have these recovery options:
If you have the original audio file, upload it again after confirming the existing meeting failed. You do not need to delete the failed entry first.
Support can investigate the status and advise on the safest next step. Recovery depends on whether a usable source recording still exists.
Preventing Processing Issues
Reduce the likelihood of processing failures with these best practices:
- Ensure stable internet connection when uploading files
- Keep Zoom, Teams, and Google Meet integrations connected when using automatic joining
- Use a supported upload format and keep the original file
- Avoid uploading corrupted or damaged audio files
- For unusually long files, allow additional processing time and avoid duplicate uploads
Get Help With Stuck Processing
If processing remains unchanged for an unusual length of time or repeatedly fails:
What to Include
Email: contact@blazesolutions.ai
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