Your transcript library

Every file you transcribe, every recording and every download becomes a job in your library. The sidebar on the left of the main window sorts them into sections, and tags let you group them your own way.

Sidebar sections

Each section shows how many jobs it holds. Jobs are grouped by date. Use the search field at the top of the window to filter by title or description, and the button at the top right to switch between list and card view.

Right-click a job for more actions: Rename, Generate AI title and description, Show source file in Finder, Export Transcript, Manage Tags, Archive and Delete. For meeting recordings, Rename and Attach to Calendar Event also appears when calendar matching is set up (see calendar events).

Select several jobs

1. Right-click a job and choose Select. Checkboxes appear.
2. Check the jobs you want, or use Select all.
3. Click Delete N selected or Export N selected. See exporting transcripts.

Tags

Create a tag

1. In the TAGS section of the sidebar, click Add tag (or the plus button once you have tags).
2. Enter a Tag Name and pick one of 16 colors.
3. Optionally turn on Pin to Top, then click Save.

Tag a job

• Right-click the job in the library, choose Manage Tags, and click a tag to add or remove it.
• Or open the job and click the plus button next to Tags in Overview › Settings.

Click a tag in the sidebar to see every job with that tag.

Pin, edit or delete a tag

Right-click a tag in the sidebar:

• Pin to Top keeps it above unpinned tags. Choose Unpin to undo.
• Edit changes its name, color or pin setting.
• Delete removes the tag after you confirm. The jobs that had it are not deleted.

Archive and restore jobs

Archiving moves a job out of your main lists without deleting it. Archived jobs stay searchable in Archived, and you can still open them.

• Archive: right-click a job and choose Archive. Jobs that belong to a bulk batch can’t be archived.
• Restore: open Archived, right-click the job and choose Restore.
• Empty the archive: in Archived, click Clean All to delete every archived job. You’re asked to confirm first.

Auto-Archive

Auto-Archive moves old recordings into Archived for you. Set it up in Settings › Auto-Archive:

1. Turn on Enable Auto-Archive. TranscribeX checks every 10 minutes.
2. Set Archive Jobs Older Than (3 to 60 days, 7 by default).
3. Under Archive Job Types, choose Recordings (microphone), App Recordings, or both.

Auto-Archive only touches recordings. Imported files, bulk jobs and downloads are never archived automatically. A job you restore is never auto-archived again.

Remove Media Files When Archived

This option deletes the audio or video file of Recording and App Recording jobs when they’re archived, by hand or automatically. Transcripts and summaries are kept. Other job types are never touched.

Warning: Turning this on also removes the media of recordings that are already archived. TranscribeX shows Remove Media From All Archived Jobs? first, and you must click Remove All Archived Media to continue. After that, those jobs can no longer be played back or transcribed again. Files go to the Trash if Move to Trash is on, and are permanently deleted if it’s off.

Where recordings are saved

Recordings and downloaded videos are saved to the folder shown in Settings › General › Save Destination. Click … to choose another folder. New recordings go to the new folder. Existing recordings stay where they are.

Imported files stay where they are. TranscribeX links to them rather than copying them, so keep them in place if you want to play them back or transcribe them again.

Delete jobs and files

When you delete a job, TranscribeX asks what to remove:

• Delete Job removes the transcript and keeps the audio or video file.
• Delete Job and Audio/Video File… also removes the media file.

With Settings › General › Move to Trash on (the default), removed files go to the Trash so you can recover them. Turn it off to delete files permanently. Deleting a job can’t be undone.

Free up disk space

• Transcription cache: TranscribeX converts each file to a WAV file before transcribing and keeps it so it can transcribe again faster. Settings › General › Transcription Cache shows the current size. Click Clean Cache to delete these files. They’re recreated the next time you transcribe.
• Models: delete models you don’t use. See managing models.
• Old recordings: use Auto-Archive with Remove Media Files When Archived, or delete jobs together with their files.