Notare

Help & Troubleshooting

Getting Started
How do I start Notare?
Double-click the Notare shortcut on your desktop, or run Notare.exe from the install folder. The app will open in its own window. Updates are applied automatically on launch.
Where do I enter my license key?
On first launch, Notare prompts for your license key. Enter the key provided by your administrator. It is saved locally; you will not need to enter it again unless you reinstall.
The app won't start or shows a blank window
Close the app completely and try again. If the issue persists, try running START.bat from the install folder; this shows a console with error messages that can help diagnose the issue. Contact support with the error text.
I see "port already in use" error
Another instance of Notare is already running. Close all Notare windows, open Task Manager (Ctrl+Shift+Esc), end any Python or Notare processes, then try again.
Audio & Transcription
What audio formats are supported?
WAV, MP3, M4A, AAC, FLAC, OGG, WMA, and FTR .TRM files. WAV provides the best quality. FTR .TRM files from For The Record court systems are converted automatically. You can upload multiple files per job and Notare concatenates them in order.
How do I import Zoom or Teams meeting recordings?
Enable "Record a separate audio file for each participant" in your Zoom settings. After the meeting, use the Meeting Recording upload zone when creating a new job. Drop in the per-speaker audio files and Notare automatically detects speaker names from the filenames. Each file is transcribed with its speaker label for perfect diarization.
My .trm files aren't being recognized
FTR .trm files are converted automatically using the bundled ffmpeg. If conversion fails, check that ffmpeg.exe is in the Notare install folder. If it's missing, reinstall Notare.
Which transcription engine should I use?
  • Whisper (Local) — Free, 100% private, no data leaves your machine. Best with an NVIDIA GPU. Models range from tiny.en (fast, less accurate) to large-v3-turbo (best accuracy).
  • AssemblyAI (Cloud) — Excellent accuracy, fast processing, good speaker detection.
  • Deepgram (Cloud) — Fastest cloud engine, real-time capable.
  • Rev.ai (Cloud) — Trained specifically on legal and professional audio.
Cloud engines require an API key (enter in Settings) and internet connection. All engines produce the same output format.
Transcription accuracy is poor
Audio quality is the biggest factor. Common causes of poor accuracy:
  • Background noise (HVAC, room echo, traffic)
  • Speakers far from microphone
  • Multiple speakers talking simultaneously
  • Low recording volume
Improve results by using a larger Whisper model, adding Word Boost terms in your profile, or using a cloud engine like Rev.ai which is trained on legal audio. Multi-mic setups (Mode B) provide the best speaker separation.
Speaker names are wrong or showing as "Speaker A"
To fix speaker labels:
  • Click any speaker label in the editor to reassign it
  • Click Reanalyze Speakers in the review bar to re-run enhanced speaker detection
  • Use speaker hotkeys: Alt+U (THE COURT), Alt+W (THE WITNESS), Alt+K (THE CLERK), Alt+D (THE DEFENDANT)
  • Use Find/Replace to rename a speaker throughout the entire transcript
What is "Reanalyze Speakers"?
This feature re-runs speaker detection using an enhanced neural analysis engine. On first use, it downloads a one-time ~2 GB package. Processing takes 3-7 minutes per hour of audio on CPU. The result is significantly more accurate speaker separation, especially for recordings with multiple speakers or overlapping speech.
Processing seems stuck or is taking very long
Processing time depends on recording length and hardware. With an NVIDIA GPU, a 1-hour recording typically takes 5-10 minutes. On CPU only, it may take 30-60 minutes. If no progress after 20 minutes, close and restart the app. Your job data is saved and you can reprocess from the dashboard.
Editor & Hotkeys
What keyboard shortcuts are available?
  • Speaker Labels: Alt+U (THE COURT), Alt+W (THE WITNESS), Alt+K (THE CLERK), Alt+D (THE DEFENDANT)
  • Formatting: Alt+C (Colloquy), Alt+X (Question), Alt+Z (Answer), Alt+P (Parenthetical)
  • Flagging: Alt+F (Flag segment), Alt+N (Mark indiscernible)
  • Audio: F5 (Play/Pause), F7 (Back 5s), F8 (Forward 5s), F9 (Slow down), F10 (Speed up)
All hotkeys show a brief visual flash when activated. Customize hotkeys in your jurisdiction profile.
What do the flag colors mean?
  • Red (Confidence) — Engine was uncertain about the text. Review and correct.
  • Purple (Context) — Potential grammar or structural issues.
  • Green (Speaker) — Missing, unresolved, or ambiguous speaker label.
  • Gold (Manual) — Flags you placed with Alt+F or during live recording.
Click a flag in the sidebar to jump to it. Click again to dismiss.
How do I add exhibits?
In the editor sidebar under Exhibits, click "+ Add". Enter an Exhibit ID, description, and optionally upload the exhibit file (PDFs, photos, video, audio, documents — all accepted). Uploaded exhibits are embedded in the Standard Deposition PDF with bidirectional hyperlinks: click a reference in the transcript to jump to the exhibit, click the exhibit to jump back.
How do I compare a proofed transcript against the original?
Click Compare / Redline in the review bar and upload the edited document. Notare generates a line-by-line comparison showing additions, deletions, and modifications. Each change includes a notes field for proofreader comments. You can also use the standalone Compare page from the main navigation to compare any two documents.
Export & Document Production
What export formats are available?
Notare supports 15 export formats:
  • Standard Deposition — Complete court format with branded cover, caption, appearances, index, certificates with signature, errata, hyperlinked word index, and embedded exhibits
  • Word (.docx/.docm) — Your template with styles, bookmarks, and working macros
  • PDF — Full-size, line-numbered, court-compliant
  • Condensed PDF — 4 pages per sheet, standard review format
  • ASCII — Line-numbered, page-delimited plain text
  • LEF — LiveNote/CaseView compatible
  • PTX — Sanction/trial presentation XML
  • Video Sync (.dvt) — Page:line to timecode mapping
  • Word Index — Every word with page:line references
  • Cover Letter (.docx) — Customizable transmittal letter
  • Disc Label (PDF) — Printable CD/DVD label
  • Reference Doc — Summary with case info
  • Raw ASR — Unedited engine output
  • Plain Text — Simple text file
  • JSON — Structured data for integration
PDF formats can be previewed before saving. All exports save locally — no browser downloads.
How do I brand my transcripts with a logo?
Go to Profiles, edit your jurisdiction profile, scroll to Branding & Graphics. Upload your cover logo and choose its position. Add watermarks (text or image) and stamps (e.g., CONFIDENTIAL). Upload header and footer images for page branding. All settings apply automatically to Standard Deposition exports.
How do I add my signature to transcripts?
In your profile under Signature & Certification: upload a scanned signature image (PNG, JPG) or enter your name for a stylized signature. It appears on the Certificate of Reporter page. For cryptographic PDF signing, upload your .p12/.pfx digital certificate — this adds court-compliant modification detection.
How does the errata comparison work?
In the Export dropdown under Delivery, click Errata Sheet (auto-populated). Notare compares your original transcription against your edited version and fills in the errata sheet with every change — page, line, original text, corrected text, and reason code. Much faster than filling blanks by hand.
Word export doesn't use my template formatting
Check your jurisdiction profile:
  • Upload your .dotm file in the Word Template section
  • Style names must match exactly what's in your Word template
  • Use "Detect Bookmarks" to auto-map your template's fields
Sharing & Collaboration
How do I share a live transcript view?
In the editor sidebar under Share, click Share View. Notare generates a local network URL. Anyone on your network can open it in any browser to see the transcript updating in real time. No internet required — everything stays on your machine. Click Stop to end the share instantly.
Can someone else edit my transcript remotely?
Click Share Edit instead of Share View. This grants the recipient edit access — they can click any segment text to make corrections, which save back to your transcript. Only share edit links with authorized editors. You can stop the share at any time.
How do I collaborate with a remote proofreader?
Notare's sharing works on your local network — no data touches external servers. For remote collaboration, use a VPN tool to connect both machines.

Option: Tailscale (recommended)
  1. Both install Tailscale (free, lightweight)
  2. Connect to the same Tailscale network
  3. Proofreader opens http://YOUR_TAILSCALE_IP:8080/static/editor.html?id=JOB_ID
  4. Both edit live with segment locking

Tailscale uses encrypted peer-to-peer connections. Notare has no control over third-party tools.

How do I consolidate multiple volumes?
Go to Cases, open a case with 2+ linked jobs. Consolidate Volumes merges all into one continuous PDF with a master index. Generate Master Index creates a standalone CRC 8.144-compliant cross-volume index. Professional tier and above.
Live Capture
How does live recording work?
Create a Mode C job, select your microphone, and click Record. Notare captures audio and transcribes in real-time. Use hotkeys during the session to flag segments, assign speakers, and switch formatting styles. The full recording is saved for later reprocessing.
Account & License
What are the different plans?
  • Solo ($59/mo) — All capture modes, 15 exports, branded covers, signatures, digital signing, exhibits, profiles, speaker detection, proofing.
  • Professional ($89/mo) — Everything in Solo plus case management, voice profiles, live sharing, multi-volume consolidation.
  • Agency ($119/mo) — Everything in Professional plus 5 seats, shared profiles & speaker database.
  • Enterprise — Unlimited seats, offline licensing, admin panel.
  • Trial — Full Professional access free for 7 days.
My license key is rejected
Check that you're entering the key exactly as provided, including dashes (e.g., NOTARE-XXXX-XXXX-XXXX). Keys are case-sensitive. Contact support if the issue persists.
System Requirements
What hardware do I need?
  • Basic (Cloud Mode): Windows 10/11, any modern CPU, 8 GB RAM, 1 GB free disk, internet required
  • Standard (Local Transcription): Intel i5 / AMD Ryzen 5+, 8-16 GB RAM, 3 GB free disk
  • Professional (GPU Accelerated): Intel i7 / AMD Ryzen 7+, 16 GB RAM, 8 GB free disk, NVIDIA GPU with 6+ GB VRAM
Enhanced speaker detection downloads a one-time ~2 GB package. All local processing stays on your machine.
Still Need Help?
How do I contact support?
Click the ? button in the bottom-right corner of any screen for instant answers. If the chatbot can't help, click "Contact Support Team" to send a message directly. You can also reach us at notarelegal.com/contact.