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History

This page explains how to view, search, and manage your transcription history in Knowii Voice AI. The History feature allows you to keep a record of all your past transcriptions for easy reference and reuse.

Overview​

The History tab provides a comprehensive view of all your transcriptions organized by date, with powerful search and filtering capabilities. You can star important transcriptions, edit past entries, copy text, play back audio recordings, and more.

Location: Main window > History tab

Prerequisites: History must be enabled in Settings > Advanced. See History Management for configuration options.

Viewing History​

History List​

Transcriptions are organized chronologically with the most recent at the top:

  • Grouped by date: Entries grouped by day (e.g., "Friday, January 15, 2025")
  • Collapsible groups: Click any date header to collapse/expand that day's entries
  • Entry count: Each group shows how many transcriptions were made that day
  • Timestamps: Each entry displays its creation date and time

Entry Details​

Each transcription entry shows:

  • Timestamp: When the transcription was created (YYYY-MM-DD HH:mm:ss)
  • Transcription text: The full text of the transcription
  • Star indicator: Whether the entry is starred (yellow star icon)
  • Audio player: If audio was saved, a player to listen to the original recording
  • Action buttons: Star, edit, copy, and delete options

Empty States​

No transcriptions yet:

  • Appears when history is enabled but no transcriptions have been made
  • Start recording to see your first entry

No matching transcriptions:

  • Appears when search or filters return no results
  • Try adjusting your filters or search query

Searching and Filtering​

Location: Search bar at top of History tab

Search through all your transcriptions:

  1. Click the search box
  2. Type your search query
  3. Results filter in real-time as you type
  4. Search is case-insensitive
  5. Searches full transcription text

Clearing search:

  • Click the X button in the search box
  • Or click "Clear all" in the active filters section

Tips:

  • Search for keywords, phrases, names, or topics
  • Use specific terms for better results
  • Search across all transcriptions regardless of date
  • Combine search with starred filter for precise results

Starred Filter​

Location: Star button next to search bar

Filter to show only starred transcriptions:

  1. Click the star button to toggle between "All" and "Starred"
  2. When active, only starred entries are shown
  3. Button highlights in yellow when active
  4. Click again to show all entries

Use cases:

  • Review important transcriptions
  • Find saved references quickly
  • Focus on high-priority items
  • Combine with search for targeted results

Active Filters​

When filters are active, an indicator shows which filters are applied:

  • Search badge: Shows active search query (truncated if long)
  • Starred badge: Shows "Starred only" is active
  • Clear all button: Removes all active filters at once

Managing Entries​

Starring Transcriptions​

Star important transcriptions to keep them permanently:

To star an entry:

  1. Click the star icon on any transcription
  2. Star fills in yellow to indicate it's starred
  3. Starred entries are protected from automatic cleanup

To unstar an entry:

  1. Click the filled star icon
  2. Star becomes hollow to indicate it's unstarred

Benefits of starring:

  • Starred entries are never automatically deleted (even with history limits enabled)
  • Easy to filter for important transcriptions
  • Visual indicator of priority items
  • Protected from "Clear Unstarred" action

Editing Transcriptions​

Fix errors or update past transcriptions:

To edit an entry:

  1. Click the edit icon (pencil)
  2. Text becomes editable in a text area
  3. Make your changes
  4. Press Ctrl+Enter or click the checkmark to save
  5. Press Escape or click X to cancel

Tips:

  • Double-check accuracy before saving
  • Edit to fix AI transcription errors
  • Add clarifications or notes
  • Changes are saved to the database and disk (if enabled)

Copying Transcriptions​

Quickly copy text to your clipboard:

Method 1 - Copy button:

  1. Click the copy icon on any entry
  2. Text is copied to clipboard immediately
  3. Paste anywhere using Ctrl+V (or Cmd+V on macOS)

Method 2 - Double-click:

  1. Double-click anywhere on the transcription text
  2. Text is copied to clipboard
  3. Visual feedback confirms the copy

Use cases:

  • Reuse past transcriptions in new documents
  • Share transcriptions with others
  • Reference previous notes
  • Paste into different applications

Playing Audio Recordings​

Listen to original recordings (if audio saving is enabled):

Requirements:

  • "Save Audio to Disk" must be enabled in Settings > Advanced
  • Audio must have been saved when the transcription was created

To play audio:

  1. Locate the audio player below the transcription text
  2. Click the play button
  3. Use the progress bar to skip to different parts
  4. Adjust volume with the volume control
  5. Click pause to stop playback

To delete audio:

  1. Click the delete button on the audio player
  2. Audio file is permanently deleted
  3. Transcription text is preserved
  4. This action cannot be undone

Tips:

  • Use audio playback to verify transcription accuracy
  • Reference exact wording or tone from recordings
  • Delete audio files to free up disk space while keeping transcriptions

Deleting Entries​

Remove individual transcriptions:

To delete an entry:

  1. Click the delete icon (trash can)
  2. Confirmation dialog appears
  3. Click "Delete" to confirm or "Cancel" to abort
  4. Entry is permanently removed from database
  5. Associated files (text and audio) are also deleted

Warning: This action cannot be undone. Consider starring important entries before cleanup operations.

Bulk Operations​

Clear Unstarred​

Remove all unstarred transcriptions at once:

Location: "Clear Unstarred" button at top of History tab

To clear unstarred entries:

  1. Click "Clear Unstarred" button
  2. Confirmation dialog appears
  3. Review the warning message
  4. Click "Clear All" to confirm or "Cancel" to abort
  5. All unstarred entries are permanently deleted
  6. Starred entries are preserved

Warning: This action cannot be undone. All unstarred transcriptions and their associated files will be permanently deleted.

Use cases:

  • Clean up old transcriptions you no longer need
  • Free up disk space
  • Remove temporary or draft transcriptions
  • Keep only important (starred) entries

Tip: Review and star important entries before using this feature.

Common Workflows​

Finding a Specific Transcription​

  1. Use the search bar to search for keywords
  2. Or use the starred filter if you starred it
  3. Or scroll through the date groups
  4. Click to expand collapsed date groups if needed

Reviewing Recent Work​

  1. Navigate to the History tab
  2. Most recent transcriptions appear at the top
  3. Expand today's and yesterday's date groups
  4. Review, copy, or edit as needed

Managing Important Transcriptions​

  1. Star important transcriptions as you review them
  2. Use the starred filter to see only important items
  3. These are protected from automatic cleanup
  4. Easy to find and reference later

Cleaning Up History​

  1. Review your transcriptions
  2. Star anything you want to keep permanently
  3. Click "Clear Unstarred" to remove everything else
  4. Or delete individual entries you don't need

Verifying Transcription Accuracy​

  1. Open the History tab
  2. Find the transcription to verify
  3. Click play on the audio player (if audio was saved)
  4. Listen while reading the transcription
  5. Edit the transcription to fix any errors
  6. Save your changes

Keyboard Shortcuts​

When editing a transcription:

  • Ctrl+Enter (or Cmd+Enter on macOS): Save changes
  • Escape: Cancel editing

Tips​

  • Star transcriptions immediately after creating them if they're important
  • Use descriptive speech that makes searching easier later
  • Enable "Save Audio to Disk" if you need to verify accuracy later
  • Regularly clear unstarred entries to manage disk space
  • Use search to find transcriptions by topic, name, or keyword
  • Double-click transcription text for quick copying
  • Review and clean up history periodically
  • Consider backing up important transcriptions outside the app

Troubleshooting​

History Tab is Empty​

  1. Check if History is enabled in Settings > Advanced
  2. Verify you've made at least one transcription
  3. Check if filters are hiding entries (clear all filters)
  4. Ensure history database wasn't cleared

Can't Find a Transcription​

  1. Clear any active filters (search or starred)
  2. Expand collapsed date groups
  3. Try searching for keywords from the transcription
  4. Check if it was accidentally deleted

Audio Player Not Showing​

  1. Verify "Save Audio to Disk" is enabled in Settings > Advanced
  2. Check if audio was saved when the transcription was created
  3. Audio setting only applies to future transcriptions
  4. Past transcriptions without audio cannot retroactively have audio

Changes Not Saving​

  1. Ensure you clicked the save button (checkmark) after editing
  2. Check if there's a database permission issue
  3. Verify the application data folder is writable
  4. See Application Data for troubleshooting

Need Help?​

If you have questions about the History feature, visit the Support page.