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Dashboard

The dashboard provides editors with tools to manage media files throughout their entire lifecycle—from upload through processing to indexing and deletion.

Quick Reference

Access Level: Editor only
Main Functions: Upload, monitor processing, reindex, and delete media files

Action Icon Description
Upload Add new video/audio files
Watch Monitor processing status
Reindex Refresh search indexes
Delete Remove media permanently

Dashboard Overview

Dashboard Interface

How Media Processing Works

Understanding the media processing pipeline helps you manage files effectively.

graph LR
    %% User Action
    Upload([":material-file-upload: User Uploads<br>Media File"])

    %% Phase 1: Heavy Processing
    subgraph Phase1 ["Phase 1: Heavy Processing (Costly)"]
        direction TB
        Convert["1. Convert Video → Audio"]
        Transcribe["2. AI Transcription<br><small>WhisperX</small>"]
        Convert --> Transcribe
    end

    %% Primary Storage
    subgraph Storage ["Primary Storage"]
        S3["S3 Bucket<br><small>Media & Transcripts</small>"]
    end

    %% Phase 2: Indexing
    subgraph Phase2 ["Phase 2: Indexing (Fast)"]
        direction TB
        Mongo["MongoDB<br><small>Metadata</small>"]
        Solr["Solr<br><small>Search Index</small>"]
    end

    %% User Application
    subgraph App ["User Interface"]
        direction TB
        Search[":material-magnify: Search Page"]
        Player[":material-play-circle: Media Player"]
    end

    %% Flow
    Upload --> Convert
    Upload -->|Save| S3
    Upload -->|Register| Mongo
    Transcribe -->|Save Output| S3
    S3 -->|3. Auto-Index| Phase2
    Solr --> Search
    Mongo --> Player
    S3 -.->|Stream| Player

    %% Styling
    classDef action fill:#fff9c4,stroke:#fbc02d,stroke-width:2px
    classDef heavy fill:#ffebee,stroke:#c62828,stroke-width:2px
    classDef storage fill:#e8f5e9,stroke:#2e7d32,stroke-width:2px
    classDef app fill:#e3f2fd,stroke:#1565c0,stroke-width:2px

    class Upload action
    class Convert,Transcribe heavy
    class S3,Mongo,Solr storage
    class Search,Player app

Processing Steps

Each uploaded media file goes through this workflow:

  1. Upload - File uploaded to S3 and registered in MongoDB with unique media_id
  2. Heavy Processing - Conversion and AI transcription (runs in background)
  3. Auto-Indexing - Results indexed in MongoDB and Solr for search
  4. Available - Media appears in search and player pages

Supported File Formats

Currently only these formats can be processed:

  • Audio: .wav files
  • Video: .mp4 files

Upload Media

Add new media files to the system for processing.

Upload Process

Click the upload button and select a media file from your computer.

Upload interface

Browse and select your .mp4 or .wav file.

File selection

The file will upload to the server. Progress is shown.

Upload in progress

Click to initiate the processing pipeline.

Upload complete

After Upload

Your newly uploaded file will appear at the top of the media list on the dashboard:

Dashboard job list

Monitor Processing Status

Track the progress of media files as they move through the processing pipeline.

Status Indicators

The dashboard uses color-coded icons to show processing status:

Status Indicator Meaning
Complete Green Processing finished successfully
Processing Orange Currently being processed
Failed Red Processing encountered an error

Ready to Use

When a media file shows green status, it's fully indexed and available on the search and player pages.

Monitoring Tips

  • Reload the page to update status indicators
  • Failed jobs (red) may need to be deleted and re-uploaded
  • Processing time varies based on media length and queue

Reindex Media

Refresh the search indexes without reprocessing the original media file.

When to Reindex

Use reindexing in these situations:

Common Reindex Scenarios

  • Schema Changes - After updating Solr or MongoDB metadata structure
  • Manual Uploads - After manually adding WhisperX results to S3
  • Index Corruption - When search results seem incomplete or incorrect
  • Metadata Updates - After modifying how metadata is extracted

How Reindexing Works

graph LR
    subgraph Primary ["Primary Storage"]
        S3["S3 Bucket<br><small>Unchanged</small>"]
    end

    subgraph Secondary ["Secondary Storage"]
        Mongo["MongoDB"]
        Solr["Solr Search"]
    end

    S3 -->|":material-database-sync: Reindex"| Secondary

    classDef storage fill:#e8f5e9,stroke:#2e7d32,stroke-width:2px
    class S3,Mongo,Solr storage

What reindexing does:

  • ✓ Reads existing data from S3 (primary storage)
  • ✓ Updates MongoDB and Solr (secondary storage)
  • ✗ Does NOT reprocess the original media
  • ✗ Does NOT re-run transcription

Reindex a File

Click the Re-index button next to any media file in the dashboard:

Dashboard with reindex button

Fast Operation

Reindexing is much faster than full processing since it only updates the indexes from existing data.

Delete Media

Permanently remove media files from the entire system.

What Gets Deleted

When you delete a media file, it is removed from all storage layers:

Storage Layer Data Removed
S3 Original media file, transcripts, analysis outputs
MongoDB All metadata and document entries
Solr Search index entries

Permanent Action

Deletion cannot be undone. All data associated with the media file will be permanently lost.

When to Delete

Consider deleting media in these cases:

  • Failed Processing - Jobs that repeatedly fail and can't be recovered
  • Duplicate Uploads - Accidentally uploaded the same file multiple times
  • Test Files - Media uploaded for testing that's no longer needed
  • Incorrect Files - Wrong media uploaded by mistake

Delete a File

Click the Delete icon next to the media file you want to remove.

Confirmation Required

You'll be asked to confirm before deletion proceeds. Double-check the file before confirming.

Next Steps

After uploading and processing your media:

  • Search for content using the Search Page
  • Watch and analyze media on the Media Player
  • Manage metadata in the player interface