Workflow Automation

Fully automate your transcription processes. Configure triggers, conditions, actions, and integrations to create smart and efficient workflows.

Why Automate?

Operational Efficiency

Eliminate repetitive manual tasks and boost productivity. 90% time reduction

24/7 automatic processing
Elimination of human error
Instant response to events
Unlimited scalability

Process Consistency

Ensure all files follow the same standards. 100% standardization

Uniform settings applied
Consistent naming
Organized folder structure
Standardized metadata

Seamless Integration

Connect VoxScriber with your existing systems.

Integration with Slack, Teams, email
Connection with Google Drive, Dropbox, S3
RESTful APIs for custom systems
Zapier and Make (Integromat) compatible

Workflow Components

1. Triggers

What starts the workflow automatically:

| Trigger | Description | Example | |---|---|---| | File upload | When a new file is submitted | Upload via dashboard or API | | Scheduled time | At specific times | Every day at 8:00 AM | | Webhook received | When another system notifies | New file in Google Drive | | Batch completed | When a batch finishes | All 20 files processed | | Credits recharged | After credit purchase | Payment confirmed |

2. Conditions (Filters)

Rules that determine whether the workflow should continue:

File format: Process only MP3 and WAV
Size: Apply chunking if larger than 100MB
Language: Route to a specific engine by language
Time: Process in batch outside peak hours
Credit balance: Pause if credits are insufficient

3. Actions

What the workflow executes:

Transcribe: Start transcription with predefined settings
Export: Save result in a specific format
Notify: Send email, Slack message, or webhook
Organize: Move to folder, add tags
Integrate: Send result to an external system

Pre-configured Workflows

Basic Transcription Workflow

File upload
  -> Check supported format
  -> Transcribe with AssemblyAI
  -> Export as TXT and DOCX
  -> Notify by email

Video Captioning Workflow

Video upload
  -> Extract audio automatically
  -> Transcribe with speaker identification
  -> Generate SRT and VTT captions
  -> Send to captions folder
  -> Notify editing team

Meeting Minutes Workflow

Meeting recording upload
  -> Transcribe with AssemblyAI
  -> Enable speaker identification
  -> Export as formatted DOCX
  -> Email to participants
  -> Archive on Google Drive

Batch Processing Workflow

Scheduled time (daily at 10:00 PM)
  -> Find files in "pending" folder
  -> Check credit balance
  -> Transcribe all in parallel
  -> Export in configured format
  -> Move to "completed" folder
  -> Summary report by email

Creating Your First Workflow

Access Automation

Dashboard -> Automation -> New Workflow

Choose a trigger

Select the event that will start the workflow (e.g., file upload)

Add conditions

Define optional filters (format, size, language)

Configure actions

Add actions in sequence (transcribe, export, notify)

Test the workflow

Use the "Test" button with a sample file

Activate

After successful testing, activate the workflow

Available Integrations

Storage

Google Drive: Sync folders automatically
Dropbox: Automatic upload and download
Amazon S3: API integration
OneDrive: File synchronization

Communication

Email: Customized notifications
Slack: Messages in channels or DMs
Microsoft Teams: Channel notifications
Discord: Notification webhooks

Automation

Zapier: 5,000+ integrations available
Make (Integromat): Advanced visual workflows
REST API: Custom integration
Webhooks: Real-time events

Workflow Monitoring

Automation Dashboard

Track your workflows in real time:

Recent executions (success/failure)
Average execution time
Errors and alerts
Credits consumed per workflow
Complete execution history

Configurable Alerts

Set up notifications for:

Workflow execution failure
Insufficient credits to continue
Long-running execution (above expected)
Execution limit reached

Always test your workflows with small files before activating them for production. Errors in automated workflows can consume credits quickly without supervision.

Best Practices

Planning

Start with simple workflows and add complexity gradually
Document each workflow and its purpose
Use clear, descriptive naming
Assign owners for each workflow

Security

Use dedicated credentials for automation
Limit permissions to the minimum necessary
Monitor executions regularly
Implement error alerts

Optimization

Group similar actions for efficiency
Use batch processing when possible
Set strategic execution schedules
Review and optimize workflows periodically

Combine workflow automation with webhooks to create complete pipelines. For example: upload via API -> automatic transcription -> completion webhook -> processing in another system.

Continue learning

Webhooks & Notifications - Set up callbacks for your workflows
Batch Processing - Automate bulk transcriptions
API Integration - Build custom integrations

Workflow Automation | VoxScriber - Automate Transcription Processes