Every state has a name and a way out.
The product tells you what happened in plain words; this page collects those messages, what each means, and the fix. Nothing here loses data - every failure keeps your file, your finding, or your evidence.
Uploads and processing
Almost always the connection. Re-drop the file - uploads are safe to retry and a failed upload never leaves a half-recording in your library.
The file exceeds your plan's per-recording ceiling (the message names the size). Trim or re-encode it at a lower resolution, or upgrade for a higher ceiling. The check runs before the upload, so no time is wasted.
The file arrived but processing would exceed an allowance (hours or library slots). The recording is kept; free a slot, wait for the month, enable overage, or upgrade - then retry from the recording page.
The banner names the reason. The Retry button re-runs processing from where it makes sense. One special case: if no spoken audio was detected, retrying cannot help - record again with audio, or check the source file plays sound.
Progress is watched continuously: a stalled run restarts itself within minutes, and the page offers a manual restart too (admin or owner). If a recording sits in processing far beyond the norm, restart it once, then contact support with the recording title.
Meeting assistant
The meeting is holding the assistant in a lobby. The organiser admits it from the participant list like any other attendee. If nobody admits it in time, the capture fails and can be retried.
The status keeps the reason. Common causes: not admitted, recording not approved by the host (Zoom), or the meeting ended first. "Try assistant again" retries; uploading the meeting tool's own recording always works as the fallback.
Not an error: your plan runs a limited number of captures at once, and this one starts automatically as soon as a slot frees. No action needed.
The link is not from a supported platform, or is malformed. Check it is the invite link itself (not a page containing it). For unsupported platforms, record locally and upload.
Assistant minutes for the month are used. Uploads still work on any plan; minutes reset with the month, or a higher tier removes the cap.
The assistant is a paid-plan feature. Uploads produce identical output on the free plan.
The assistant was in the call but no audio reached it - usually admitted late, or meeting audio never played. The recording page says this explicitly rather than offering a pointless retry. Record again, or upload the platform recording.
Questions and answers
Working as designed: no supporting evidence was retrieved, so the system declines instead of guessing. Rephrase with the words people actually used, or widen the scope (project instead of one recording).
Indexing is the last processing stage. Wait for the recording to show ready, then ask again.
A transient failure while composing. Ask again - the question is not consumed twice for a failed answer.
The workspace's monthly Evidence Q&A questions are used. Everything already answered stays; questions resume on reset or upgrade.
The recording had no participant names to draw from (common for uploads). Tag speakers on the recording page and the transcript and future citations use the names.
Documents
Processing failed; the document page carries the reason. The two common ones have direct fixes below.
Remove the password (print to PDF or export an unlocked copy) and upload again.
The file has no readable content - often a corrupt export or an image-only file misnamed as text. Re-export from the source and try again; scanned PDFs are supported and read visually.
A document limit (stored documents, document pages, or OCR pages) is used. Delete unused documents to free slots, wait for the monthly reset, or upgrade.
Check the banner: if the document was re-uploaded after the conversation started, older citations show the quoted text without a current-page highlight. Re-ask in a fresh conversation for live citations.
Pushing and integrations
"Approve findings before pushing" - review is the gate. Approve the finding first. Viewers cannot push on any plan; ask a member or admin.
Only destinations that accept that content type are listed - trackers take single findings, not transcripts. If nothing is connected that accepts the content, the dialog links to Settings to connect one.
The provider stopped accepting the credential - a revoked grant or expired authorisation. Reconnect from the card; your chosen destination is kept.
Open Settings, then Integration activity: the row carries the provider's reason and a Retry button. Automatic retries already ran; manual Retry re-queues the same delivery and can never duplicate the destination item.
Slack-specific: invite the app to the channel (/invite in Slack), or pick a public channel from the card.
The destination was deleted, archived, or access was removed. Pick a new destination from the integration card; deliveries resume.
Connecting is available everywhere, pushing is a paid-plan feature. The dialog links to plans.
Access, sharing, and notifications
Links expire on the schedule set when they were created, and regenerating a link revokes the previous one. Ask the person who shared it for a fresh link.
Check their role: viewers are read-only everywhere. An admin can change roles in Settings.
Invites expire after 7 days and can be re-sent; check spam for the invitation email. If the seat limit was reached, the invite is refused at send time with the reason.
Notifications need browser permission, asked for at your first upload. If declined, the in-app activity centre still announces ready recordings for 72 hours - nothing is lost, only the popup.
Troubleshooting, answered.
- When a state on this page persists after its fix: a recording stuck in processing after a restart, a delivery failing repeatedly with an unclear reason, or anything that looks like data loss. Include the recording or document title and roughly when it happened - support can see the same states you can.
- No failure on this page destroys data. Failed uploads leave nothing behind; failed processing keeps the file and offers retry; failed deliveries keep the finding and its evidence; expired share links leave the recording untouched.
- Because a confident answer without evidence is the failure mode this product exists to prevent. A decline tells you the record is silent; a guess would tell you nothing and cost you trust.
The guides that avoid the states above.
Your next recording could be
your most
valuable asset.
Or it could sit in a Drive folder nobody opens again. The difference is whether it has citations attached.
- SetupOne drag-and-drop upload, or send the notetaker. No plugins.
- First insightCited Q&A on a 60-min recording in under 6 minutes.
- Cancel anytimeFull data export, full right to erasure.