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Upload A Note

Transform existing documentation into structured digital notes

The upload feature allows you to convert existing materials into structured notes using Serene's AI processing. Whether you have handwritten notes, audio recordings, or exported files from other platforms, Serene can process them into professional documentation.

What You Can Upload​

Audio Recordings​

  • Session recordings from other platforms
  • Voice memos with session observations
  • Client recordings (with proper consent)
  • Dictated notes for transcription

Supported formats:

  • MP3, WAV, M4A, AAC
  • Maximum file size: 500MB
  • Maximum duration: 3 hours

Video Files​

  • Recorded therapy sessions with visual components
  • Training materials for note-taking practice
  • Consultation recordings for documentation

Supported formats:

  • MP4, MOV, AVI, WMV
  • Maximum file size: 1GB
  • Maximum duration: 3 hours

Document Images​

  • Handwritten notes (photographed or scanned)
  • Exported PDFs from other platforms
  • Printed materials that need digitization
  • Form-based documentation

Supported formats:

  • JPG, PNG, PDF, HEIC
  • Maximum file size: 50MB per image
  • High resolution recommended for better text recognition

Getting Started​

Step 1: Access Upload Feature​

  1. Navigate to your Serene Dashboard
  2. Click the "Upload Session" button
  3. Select the type of content you want to upload

Step 2: Choose Your File​

  1. Click "Upload" in the dialog
  2. Select your file from your device
  3. Wait for the upload progress to complete

File Selection Tips:

  • Audio/Video: Choose the highest quality available
  • Images: Ensure handwriting is clear and well-lit
  • Documents: Use high-resolution scans when possible

Step 3: Processing Begins​

Once uploaded, Serene automatically:

  1. Validates the file - Checks format and quality
  2. Extracts content - Transcribes audio or recognizes text
  3. Processes with AI - Analyzes content for key information
  4. Generates notes - Creates structured documentation

Upload Process Workflow​

For Audio/Video Files​

graph LR
    A[Upload File] --> B[Audio Extraction]
    B --> C[Speech Recognition]
    C --> D[Content Analysis]
    D --> E[Note Generation]
    E --> F[Review & Approve]

Processing stages:

  1. Upload (30-60 seconds) - File transfer to servers
  2. Transcription (2-5 minutes) - Audio to text conversion
  3. Analysis (3-7 minutes) - AI content processing
  4. Generation (1-3 minutes) - Structured note creation

For Image/Document Files​

graph LR
    A[Upload Image] --> B[OCR Processing]
    B --> C[Text Recognition]
    C --> D[Content Analysis]
    D --> E[Note Generation]
    E --> F[Review & Approve]

Processing stages:

  1. Upload (15-30 seconds) - Image transfer
  2. OCR (1-2 minutes) - Optical character recognition
  3. Analysis (2-4 minutes) - Content understanding
  4. Generation (1-2 minutes) - Note formatting

Upload Quality Tips​

For Audio Files​

  • Clear recording environment - Minimize background noise
  • Good microphone quality - Avoid distorted or muffled audio
  • Consistent volume levels - Neither too loud nor too quiet
  • Single language - Mixed languages may reduce accuracy

For Video Files​

  • Audio quality matters most - Clear speech is prioritized
  • Stable recording - Reduces processing complexity
  • Good lighting - If visual elements are important
  • Proper orientation - Landscape preferred for compatibility

For Handwritten Notes​

  • High contrast - Dark ink on light paper works best
  • Clear handwriting - Print or neat cursive
  • Good lighting - Avoid shadows and glare
  • Full page capture - Don't crop important content
  • Flat surface - Avoid curved or wrinkled pages

For Digital Documents​

  • High resolution - At least 300 DPI for scanned documents
  • Text-based PDFs - Searchable PDFs process faster than image PDFs
  • Single column layout - Easier for AI to process sequentially
  • Clear formatting - Well-structured documents yield better results

Monitoring Upload Progress​

Real-time Updates​

While your file processes, you'll see:

  • Upload progress bar - File transfer status
  • Processing stage indicator - Current operation
  • Estimated completion time - Based on file size and type
  • Quality feedback - Notifications about processing issues

Notification System​

You'll be notified when:

  • Upload completes - File successfully transferred
  • Processing starts - AI analysis begins
  • Issues detected - Quality or format problems
  • Notes ready - Structured documentation available

Common Upload Scenarios​

Migrating from Other Platforms​

From practice management systems:

  1. Export session notes as PDF or text files
  2. Upload individual files or batch process
  3. Review generated notes for accuracy
  4. Organize into appropriate client records

From voice recording apps:

  1. Export audio files from your recording app
  2. Upload to Serene for transcription and analysis
  3. Convert to structured note formats
  4. Integrate with existing client documentation

Digitizing Handwritten Notes​

Paper-based documentation:

  1. Photograph or scan handwritten notes clearly
  2. Upload images with good contrast and lighting
  3. Review OCR accuracy and make corrections
  4. Organize digitized notes by client and session

Form-based assessments:

  1. Scan completed assessment forms
  2. Upload for text recognition and data extraction
  3. Convert to digital format with structured fields
  4. Link to appropriate client records

Troubleshooting Uploads​

Common Issues​

Upload fails or times out:

  • Check internet connection stability
  • Verify file size is within limits
  • Try uploading during off-peak hours
  • Break large files into smaller segments if possible

Poor transcription quality:

  • Verify audio clarity and volume levels
  • Check for background noise or interference
  • Consider re-recording if source quality is poor
  • Use higher quality source files when available

Text recognition errors:

  • Ensure handwriting is clear and legible
  • Use high-resolution images with good contrast
  • Avoid shadows, glare, or poor lighting
  • Retake photos with better conditions if needed

Processing takes too long:

  • Large files require more processing time
  • Complex content (multiple speakers) takes longer
  • Check status in the ongoing operations section
  • Contact support if processing exceeds expected timeframes

File Compatibility​

Supported audio formats:

  • MP3, WAV, M4A, AAC, FLAC, OGG
  • Bitrate: 128 kbps or higher recommended
  • Sample rate: 44.1 kHz or higher preferred

Supported video formats:

  • MP4, MOV, AVI, WMV, MKV
  • Codec: H.264 or H.265 preferred
  • Audio track required for processing

Supported image formats:

  • JPG, PNG, HEIC, TIFF, BMP
  • Resolution: 1920x1080 or higher recommended
  • File compression: Minimal for best text recognition

Security and Privacy​

Data Protection​

  • Encrypted upload - All files encrypted during transfer
  • Secure processing - Analysis occurs on HIPAA-compliant servers
  • Automatic deletion - Source files deleted after processing
  • Access control - Only you can access your uploaded content

File Retention​

  • Source files - Deleted immediately after processing completes
  • Generated notes - Stored according to your retention settings
  • Processing logs - Maintained for 30 days for troubleshooting
  • Backup copies - Created according to your backup preferences

Best Practices​

Before Uploading​

  • Review content - Ensure files contain session-related material
  • Check quality - Verify audio clarity or image readability
  • Organize files - Name files clearly for easy identification
  • Verify consent - Ensure proper permissions for all content

During Upload​

  • Stable connection - Use reliable internet for large files
  • Single session focus - Upload one session's materials together
  • Monitor progress - Watch for any error messages or issues
  • Plan for processing time - Factor in AI analysis duration

After Upload​

  • Review generated content - Check accuracy and completeness
  • Edit as needed - Refine AI-generated notes with your insights
  • Organize in vault - File notes appropriately in client records
  • Approve final version - Move from pending to approved status

Next Steps​

Once you've mastered file uploads:

Pro Tip

Combine upload methods! You can upload a session recording and later add handwritten observation notes to create comprehensive documentation for each client session.

Last updated on by Anurag Mandal