Transcript to process map

Upload a call transcript to Wavelength and you get a process map. The map shows each person or team, the steps they do, the systems they use, and each decision with its branches. You can edit every shape, view the map in swimlanes, and export it. Wavelength reads .txt, .md, .vtt, .srt, .json, .pdf, and .docx transcript files.

This page is about the map: what Wavelength takes from a transcript and where it puts it. To trim a long call before you upload it, read turn a call transcript into a flowchart.

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What goes on the map

A process map is more than a list of steps. It shows who does each step and where the work splits. Wavelength gives each part its own shape.

Part of the map	What it sounds like in the transcript	Shape on the map
Person or team	A role, a team, or a name: "the controller", "tier two"	Actor. In the Lanes layout, each actor is a lane.
Step	An action: "matches the PO", "sends the form"	Step, connected in process order
Decision	"If", "unless", "only when", "anything over"	Diamond with a label on each branch
System	A product name: NetSuite, Salesforce, Jira	System
Data store	A database, a shared drive, a spreadsheet	Data store
Handoff	"Sends it to", "passes it to"	Connector with a label

Transcript files Wavelength reads

.txt and .md: read as plain text.
.vtt and .srt: caption files. Many meeting tools export these. Wavelength reads the file as text.
.json: a list of segments, the shape that Fireflies and Gong export. Wavelength joins the segments as "Speaker: text" lines. Other JSON goes in as plain text.
.pdf: Wavelength reads the text on each page. A scanned PDF has no text layer, so Wavelength cannot read it.
.docx: the text of the Word file.

Only have the audio or the video? Wavelength can transcribe it first. See turn a meeting recording into an SOP.

How it works

Upload the file. Open a flow, then click Upload in the transcript panel. Pick the transcript.
Replace or add. If the text box already has text, Wavelength asks if the file replaces it or goes after it.
Build the map. Wavelength reads the text and draws the actors, steps, systems, data stores, and decisions in process order.
Check the dashed amber lines. Each one is a link that the AI inferred. Confirm it, delete it, or describe the fix in plain English.
See it by owner. Switch the layout to swimlanes to see each step in its owner's lane. Then share a link or export.

A worked example: a month end accrual call

A finance analyst asked a controller how month end accruals work. This is part of the transcript:

Controller: At month end, each department head sends the open purchase orders to accounting in a spreadsheet. Analyst: Who checks them? Controller: A staff accountant matches each PO to the receipts in NetSuite. If goods came in but there is no invoice, she books an accrual. If there is no receipt, she emails the department head to confirm. Analyst: Who approves the entries? Controller: I review the accrual journal. Anything over 25,000 dollars also goes to the CFO. Then the entries post in NetSuite, and they reverse on day one of the next month.

The map from this part of the call has these parts:

Actors: Department Head, Staff Accountant, Controller, CFO.
System: NetSuite. Data store: Open PO spreadsheet.
Steps: Send open POs, Match PO to receipts, Book accrual, Email department head, Review accrual journal, Post entries, Reverse entries next month.
Decisions: Goods received with no invoice? Over 25,000 dollars?

The controller did not say what happens when the department head does not reply. The map shows a dead end after the email step. That gap is your next question for the controller.

By hand or with Wavelength

Task	By hand	With Wavelength
Find the steps	You read the full transcript and highlight each action.	Wavelength reads the file and lists the steps in process order.
Find the owners	You note who does what in the margin.	Each person or team becomes an actor, and each step connects to its owner.
Find the decisions	You look for "if" in long paragraphs.	Each decision is a diamond with a label on each branch.
Draw the map	You place and connect each shape in a diagram tool.	The map is drawn for you. You edit what is wrong.
Find the gaps	You find them when someone reads your drawing.	Dead ends and dashed amber lines show them on the map.

When the map comes out thin

A map can only show what the transcript says. A call about price and timing gives a small map. A call where one person walks through the work, step by step, gives a full map. Upload the part of the call that describes the process. For calls you run yourself, ask the questions in the discovery call template and the map fills in as people answer.

Common questions

Which transcript formats does Wavelength read?

It reads .txt, .md, .vtt, .srt, .json, .pdf, and .docx files. JSON in the segment format that Fireflies and Gong export is joined into "Speaker: text" lines.

Does Wavelength connect to Gong or Fireflies?

No. Wavelength does not connect to their APIs. Export the transcript from the tool as a file, then upload the file to Wavelength.

Does the map show who does each step?

Yes. Each person or team is an actor, and each step connects to its owner. Switch the layout to swimlanes to see one lane for each owner.

Is my transcript stored or used for training?

The transcript is saved with the flow so you can build and edit the map. Deleting the flow deletes its transcript. Wavelength never uses your content to train an AI model.

Is it free?

Yes. The Free plan saves up to 5 flows and needs no card. Every new account starts with 7 days of Pro.