USER.md

# 🎙️ Azure Speech Transcription - User Guide

## 📋 Table of Contents

- [Getting Started](#-getting-started)
- [Account Management](#-account-management)
- [Using Transcription Services](#-using-transcription-services)
- [Managing Your History](#-managing-your-history)
- [Privacy & Data Control](#-privacy--data-control)
- [Troubleshooting](#-troubleshooting)
- [FAQ](#-faq)

---

## 🚀 Getting Started

### What is Azure Speech Transcription?

Azure Speech Transcription is a secure, PDPA-compliant service that converts your audio and video files into accurate text transcripts with speaker identification and precise timestamps. Your data is stored securely in your own private folder, ensuring complete privacy and compliance with data protection regulations.

### Key Features

- 🎯 **High Accuracy**: Powered by Microsoft Azure Speech Services
- 🗣️ **Speaker Identification**: Automatically identifies different speakers
- ⏰ **Precise Timestamps**: Every sentence includes exact timing (HH:MM:SS)
- 🔒 **Privacy Compliant**: GDPR, PDPA, and data protection compliant
- 📁 **Multiple Formats**: Supports audio and video files
- 🌍 **Multi-Language**: Support for multiple languages
- 📊 **Personal Dashboard**: Track your usage and history

---

## 🔐 Account Management

### Creating Your Account

1. **Go to Registration Tab**
   - Open the application in your web browser
   - Click on the "📝 Register" tab

2. **Fill Your Information**
   - **Email**: Enter a valid email address
   - **Username**: Choose 3-30 characters (letters, numbers, underscore only)
   - **Password**: Create a strong password (minimum 8 characters with uppercase, lowercase, and numbers)
   - **Confirm Password**: Re-enter your password

3. **Privacy Consents** (Required)
   - ✅ **GDPR Consent**: Required for account creation
   - ✅ **Data Retention**: Required for service functionality
   - ☐ **Marketing**: Optional - receive updates and news

4. **Create Account**
   - Click "📝 Create Account"
   - You'll see a success message
   - Click "🔑 Go to Login" to proceed

### Logging In

1. **Go to Login Tab**
   - Click on the "🔑 Login" tab

2. **Enter Credentials**
   - **Email or Username**: Enter either your email or username
   - **Password**: Enter your password

3. **Access Your Account**
   - Click "🔑 Login"
   - You'll be taken to your personal dashboard

### Password Requirements

Your password must include:
- ✅ At least 8 characters
- ✅ One uppercase letter (A-Z)
- ✅ One lowercase letter (a-z)
- ✅ One number (0-9)

**Strong Password Examples:**
- `MySecure123!`
- `Transcribe2024#`
- `AudioFiles456$`

---

## 🎙️ Using Transcription Services

### Supported File Formats

#### Audio Formats
- **WAV** (recommended for fastest processing)
- **MP3**, **OGG**, **OPUS**, **FLAC**
- **WMA**, **AAC**, **M4A**, **AMR**
- **WebM**, **Speex**

#### Video Formats
- **MP4**, **MOV**, **AVI**, **MKV**
- **WMV**, **FLV**, **3GP**

### File Size Limits
- **Maximum**: 500MB per file
- **Recommended**: Under 100MB for faster processing

### Step-by-Step Transcription

1. **Upload Your File**
   - Click "Browse" under "Audio or Video File"
   - Select your file from your computer
   - Wait for upload confirmation

2. **Configure Settings**
   
   **Basic Settings:**
   - **Language**: Choose the primary language spoken
   - **Output Format**: Select audio format (WAV recommended)

   **Advanced Settings:**
   - **Speaker Identification**: Enable to identify different speakers
   - **Max Speakers**: Set expected number of speakers (1-10)
   - **Timestamps**: Include precise timing information
   - **Profanity Filter**: Choose how to handle profanity
     - `Masked`: Replace with ***

     - `Removed`: Remove completely

     - `Raw`: Keep original

   - **Punctuation**: Automatic punctuation insertion

   - **Lexical Form**: Include alternative word forms



3. **Start Transcription**
   - Click "🚀 Start Transcription"
   - Processing begins automatically
   - Status updates every 10 seconds

4. **Monitor Progress**
   - **⏳ Queued**: Waiting to start
   - **🔄 Processing**: Converting and analyzing
   - **✅ Done**: Transcription complete

5. **Download Results**
   - View transcript in the text area
   - Download the transcript file
   - Access from your history anytime

### Understanding Your Transcript

Your transcript includes:
- **Timestamps**: `[00:02:15]` (hours:minutes:seconds)
- **Speaker Labels**: `Speaker 0:`, `Speaker 1:`, etc.
- **Formatted Text**: Proper punctuation and capitalization

**Example Output:**
```

[00:00:12] Speaker 0: Welcome to today's meeting. Let's start with the agenda.



[00:00:18] Speaker 1: Thank you. First item is the quarterly review.



[00:00:25] Speaker 0: Perfect. Let me share the presentation now.

```

---

## 📚 Managing Your History

### Viewing Your Transcriptions

1. **Go to History Tab**
   - Click "📚 My History" tab
   - Your transcriptions appear automatically

2. **Understanding the Table**
   - **Date**: When transcription was created
   - **Filename**: Original file name
   - **Language**: Language used for transcription
   - **Status**: Current status (Done, Processing, etc.)
   - **Duration**: How long processing took
   - **Job ID**: Unique identifier
   - **Download**: Availability status

3. **View Options**
   - **Recent 20**: Default view of recent transcriptions
   - **Show All**: Check box to see all your transcriptions

### Downloading Transcripts

**Method 1: From Results**
- Complete transcription → Download button appears
- Click to download immediately

**Method 2: From History**
- Go to "📚 My History" tab
- Click "🔄 Refresh My History & Downloads"
- Download files appear below the table
- Click any available download link

**Method 3: From Downloads Section**
- Scroll to "📥 Download Your Completed Transcripts"
- Available transcripts show as file download buttons
- Click to download specific transcripts

### Personal Statistics

Your dashboard shows:
- **Total Jobs**: All transcriptions you've created
- **Completed**: Successfully finished transcriptions
- **Processing**: Currently in progress
- **Pending**: Waiting to start
- **Failed**: Transcriptions that encountered errors
- **Last 7 Days**: Recent activity

---

## 🔒 Privacy & Data Control

### GDPR & Data Rights

You have complete control over your data:

#### 📊 Data Export
1. Go to "🔒 Privacy & Data" tab
2. Click "📦 Export My Data"
3. Download complete data archive (JSON format)

**What's Included:**
- Account information
- All transcription history
- Usage statistics
- Privacy preferences

#### 📧 Marketing Preferences
1. Go to "🔒 Privacy & Data" tab
2. Update "Marketing Consent" checkbox
3. Click "✅ Update Consent"

#### 🗑️ Account Deletion
1. Go to "🔒 Privacy & Data" tab
2. Type "DELETE MY ACCOUNT" in confirmation field
3. Click "🗑️ Delete My Account"

**⚠️ Warning**: This permanently deletes:
- Your account and profile
- All transcription files
- Usage history and statistics
- Data stored in Azure

### Data Security

Your data is protected by:
- **Encryption**: All data encrypted in transit and at rest
- **Isolation**: Your files stored in private user folder
- **Access Control**: Only you can access your data
- **Compliance**: GDPR, PDPA, and privacy regulation compliant
- **Audit Trail**: Complete logging for security

### Where Your Data is Stored

- **User Folder**: `users/{your-user-id}/`
  - `audio/`: Processed audio files
  - `transcripts/`: Text transcriptions
  - `originals/`: Original uploaded files
- **Location**: Secure Azure Blob Storage
- **Retention**: Until you delete your account

---

## 🛠️ Troubleshooting

### Common Issues

#### Authentication Problems

**Problem**: Can't log in
- ✅ Check username/email spelling
- ✅ Verify password (case-sensitive)
- ✅ Ensure caps lock is off
- ✅ Try password reset if available

**Problem**: Registration fails
- ✅ Check email format (must be valid email)
- ✅ Username requirements (3-30 chars, alphanumeric + underscore)
- ✅ Password requirements (8+ chars, mixed case, numbers)
- ✅ Required consents must be checked

#### File Upload Issues

**Problem**: File won't upload
- ✅ Check file size (max 500MB)
- ✅ Verify file format is supported
- ✅ Ensure stable internet connection
- ✅ Try smaller file first

**Problem**: Unsupported format error
- ✅ Convert to supported format (WAV, MP3, MP4)
- ✅ Check file isn't corrupted
- ✅ Try different file

#### Processing Issues

**Problem**: Transcription stuck in "Processing"
- ✅ Wait - large files take time
- ✅ Check auto-refresh is active
- ✅ Refresh browser if needed
- ✅ Check Azure service status

**Problem**: Transcription failed
- ✅ Check error message for details
- ✅ Verify audio quality is good
- ✅ Try different audio format
- ✅ Ensure speakers are clearly audible

#### Results Issues

**Problem**: Poor transcription quality
- ✅ Use clear, high-quality audio
- ✅ Minimize background noise
- ✅ Ensure speakers speak clearly
- ✅ Select correct language
- ✅ Try WAV format for best results

**Problem**: Speakers not identified correctly
- ✅ Enable "Speaker Identification"
- ✅ Set correct number of speakers
- ✅ Ensure speakers have distinct voices
- ✅ Minimize speaker overlap

### Performance Tips

#### For Best Results
- **Audio Quality**: Use high-quality recordings
- **File Format**: WAV files process fastest
- **Speaker Separation**: Clear pauses between speakers
- **Background Noise**: Minimize environmental noise
- **Language Selection**: Choose correct primary language

#### For Faster Processing
- **File Size**: Smaller files process faster
- **Format**: WAV > MP3 > other formats
- **Settings**: Disable unused features
- **Timing**: Process during off-peak hours

---

## ❓ FAQ

### General Questions

**Q: Is my data secure?**
A: Yes, your data is stored in encrypted, user-separated Azure Blob Storage with enterprise-grade security.

**Q: Can others see my transcriptions?**
A: No, your data is completely private. Only you can access your transcriptions.

**Q: How long are transcriptions stored?**
A: Indefinitely, until you delete your account or individual transcriptions.

**Q: Is there a usage limit?**
A: Check with your administrator for any usage limits or quotas.

### Technical Questions

**Q: What languages are supported?**
A: Multiple languages including English, Thai, Chinese, Japanese, Korean, Spanish, French, German, and others.

**Q: How accurate are the transcriptions?**
A: Very high accuracy using Microsoft Azure Speech Services, typically 85-95% depending on audio quality.

**Q: Can I edit transcriptions?**
A: You can copy and edit the text after download, but the original transcript is preserved.

**Q: Do you store my original files?**
A: Yes, originals are stored in your private folder and can be downloaded anytime.

### Privacy Questions

**Q: Can I export all my data?**
A: Yes, use the "Export My Data" feature to download everything in JSON format.

**Q: How do I delete my account?**
A: Go to Privacy & Data tab and follow the account deletion process.

**Q: What happens to my data if I delete my account?**
A: All data is permanently deleted from Azure storage within 24 hours.

**Q: Do you use my data for training?**
A: No, your data is never used for training or shared with third parties.

### Billing Questions

**Q: How much does it cost?**
A: Contact your administrator for pricing information.

**Q: Are there free tiers available?**
A: Depends on your organization's setup and Azure subscription.

---

## 📞 Getting Help

### Support Resources

1. **This User Guide**: Comprehensive information for all features
2. **Error Messages**: Pay attention to specific error descriptions
3. **System Status**: Check if Azure services are operational
4. **Administrator**: Contact your system administrator for account issues

### Reporting Issues

When reporting problems, include:
- **What you were trying to do**
- **What happened instead**
- **Error messages (exact text)**
- **File type and size**
- **Browser and operating system**
- **Steps to reproduce the issue**

---

## 🎯 Tips for Success

### Getting the Best Transcriptions

1. **Audio Quality Matters**
   - Use good microphones
   - Record in quiet environments
   - Ensure clear speech
   - Avoid speaker overlap

2. **File Preparation**
   - Convert to WAV for best results
   - Trim unnecessary silence
   - Normalize audio levels
   - Remove background music if possible

3. **Settings Optimization**
   - Choose correct language
   - Set appropriate speaker count
   - Enable relevant features only
   - Use appropriate profanity filter

4. **Workflow Efficiency**
   - Process multiple files in batches
   - Use consistent naming conventions
   - Download transcripts promptly
   - Keep originals as backups

### Privacy Best Practices

1. **Account Security**
   - Use strong, unique passwords
   - Log out when finished
   - Don't share login credentials
   - Review account regularly

2. **Data Management**
   - Export data periodically
   - Delete unnecessary transcriptions
   - Review privacy settings
   - Understand data retention

---

**Welcome to Azure Speech Transcription! We hope this guide helps you make the most of our service. For the best experience, keep your audio quality high and your data organized.** 🎉