Your Recordings Library: Search, Filter, Archive, and Delete

Where do I find all my recordings?

The Recordings page (/history in the app, reached from the Recordings tab in the navbar) is your library of everything you have recorded, uploaded, or imported. It is where you go to find something you know you said, without remembering exactly when.

How do I search and filter?

At the top of the page you will find:

1. A Search recordings... box that searches across titles and transcripts.
2. A project filter (All projects, Unassigned, or a specific project).
3. A tag filter, with a count next to each tag.

Combine search with either filter to narrow things down fast, for example searching "budget" inside a single project.

How do I sort the list?

A sort control offers Best match (only available while you are searching), Newest, Oldest, Name A-Z, and Name Z-A. By default, InstantOwl sorts by relevance while you are searching and by newest first otherwise.

Each card in the list shows the recording's title (or a transcript preview if it has not been titled yet, or Untitled recording), a preview of the content, its project or folder chip, tags, and the date and duration.

What is the difference between Active and Archived?

The page has two tabs, Active and Archived. Archived recordings never mix into your active list. This keeps your day-to-day library focused on things you are still working with, while nothing is ever lost.

How do I archive a recording?

1. Open the kebab menu on a recording's row in the list.
2. Tap Archive.

The recording disappears from the Active tab immediately, and a toast appears at the bottom of the screen reading Recording archived, with an Undo option for a few seconds. If you miss the Undo window, you have not lost anything: switch to the Archived tab, find the recording, and tap Unarchive from the same kebab menu. You will see a matching Recording restored toast.

Archiving is completely reversible, any time. It simply hides the recording from your main list and from Ask your Owl searches, without deleting anything.

How do I edit a recording?

Editing happens on the recording's own detail page, not from the list. Open a recording and you can:

• Edit the title
• Edit the transcript
• Edit any generated output
• Regenerate it into a different format (see Formats)
• Add or change tags
• Reassign it to a different project (see Projects)

How do I permanently delete a recording?

1. Open the recording's detail page.
2. Open the header kebab menu.
3. Tap Delete recording.

You will see a confirmation modal that says exactly what will happen: "This will permanently delete this recording, its transcript, and all generated outputs. This cannot be undone." Read it carefully. Unlike archiving, there is no Undo for delete, and no recovery window afterward.

If you are unsure whether you will want a recording later, archive it instead of deleting it. Archiving costs you nothing and can always be undone.

How do I load more recordings?

The list loads 50 recordings at a time. Scroll to the bottom and tap Load more (N remaining) to keep going. Your filters, search term, scroll position, and loaded pages are all preserved if you open a recording and come back.

Related

• Ask your Owl: searches across active recordings only, not archived ones.
• Export and sharing: how to get a copy of a recording's output before archiving or deleting it.
• Projects: organize recordings so they are easier to find later.
• Formats: regenerate a recording into a new document type from its detail page.