How to Record Voice Notes in a Case

Introduction

This guide explains how to use the Record Voice Note feature in Sky to capture audio observations and attach them to a case as documents. Voice notes allow users to dictate findings, describe observations, or record verbal summaries directly within a case, without leaving the Sky workspace.

The recorded audio is automatically converted to MP3 format and uploaded as a document to the case. This makes it available alongside other case documents for review, processing, and analysis.

The feature is designed for professionals who need to quickly capture verbal notes during document reviews, client meetings, or field assessments, such as medical record reviewers, insurance claim analysts, and legal professionals.

Who This Guide Is For: This guide is intended for:

Medical professionals and reviewers dictating clinical observations
Insurance and claims specialists capturing assessment notes during reviews
Legal professionals recording verbal case summaries
Case managers documenting findings during meetings or site visits
Anyone who needs to quickly capture verbal observations within a case

What You'll Learn:

How to access the Record Voice Note feature
How to record, pause, and resume audio
How to name and save a voice note
How the recorded file is stored in the case
Best practices for recording voice notes

Overview: How Voice Notes Work in Sky

The Record Voice Note feature allows users to capture audio recordings directly from the case documents page. The recording is done through the browser using your device's microphone.

Key characteristics of the Voice Notes feature:

Voice notes are recorded directly in the browser — no external software required
Recordings are captured in WebM format and automatically converted to MP3 for compatibility
Users can pause and resume recordings as needed
A timer tracks recording duration in real time
Each voice note receives a customizable title before being saved
The uploaded voice note appears as an MP3 file in the case document list
The feature supports recordings of any length, with a recommended maximum of 1 hour
Voice notes are available on both desktop and mobile devices

Step-by-Step: Recording a Voice Note

Step 1: Open the Case

From the Cases list, locate the case you want to work with and open it. You will see the case documents page with the list of uploaded documents.

Step 2: Click the Record Button

In the top-right area of the case documents page, next to the Upload and Launch Sky buttons, click the Record button (microphone icon).

The Record button is available when:

You are viewing the Master version of the case (not a nested version)
The case does not have a payment-required status

Note: On mobile devices, the Record button appears in the bottom navigation bar.

A modal dialog appears with the title "Record Voice Note" and the instruction: "Click the microphone button to start recording your clinical note."

The modal displays:

A large blue microphone button in the center
The text "Click to start recording" below the button
A Cancel button to close the modal without recording

Step 4: Start Recording

Click the blue microphone button to begin recording. Your browser will request microphone access if it has not been granted previously — click Allow to proceed.

Once recording starts:

A timer appears showing elapsed time in MM:SS format (or HH:MM:SS for recordings over one hour)
The status text displays "Recording..."
The modal description changes to: "Recording in progress. Click Stop when finished."
Two control buttons appear: Pause and Stop

Step 5: Pause and Resume (Optional)

During recording, you can pause at any time:

Click the Pause button (pause icon) to temporarily stop recording. The status changes to "Paused" and the timer freezes.
The modal description changes to: "Recording paused. Resume or stop when ready."
Click the Resume button (play icon) to continue recording from where you left off. The timer resumes.

You can pause and resume as many times as needed during a single recording session.

Step 6: Stop Recording

When you are finished, click the Stop button (red button with a square icon). The recording ends and the modal transitions to the naming step.

Note: If your recording exceeds the recommended length of 1 hour, a warning message appears: "Recording exceeds recommended 1-hour length." The recording will continue, but very long recordings may result in larger file sizes.

Step 7: Name the Voice Note

After stopping the recording, the modal title changes to "Name Your Voice Note" and a title input field appears.

A default title is pre-filled in the format: "Voice Note - {day} {month} {year}" (e.g., "Voice Note - 11 Mar 2026")
You can edit the title to something more descriptive
The title has a maximum length of 100 characters, with a character counter displayed below the field
The modal description reads: "Enter a title for your voice note before uploading."

Two buttons are available:

Cancel — closes the modal without saving
Save — uploads the recording with the entered title

Note: The Save button is disabled if the title field is empty.

Step 8: Save and Upload

Click Save to begin the upload process.

The modal title changes to "Uploading..."
A loading spinner appears with the message: "Uploading your recording..."
The audio is automatically converted from WebM to MP3 format (optimized for voice at 96 kbps)
The file is uploaded to the case using a multipart upload process
The modal cannot be closed during upload

Once the upload completes successfully, the modal automatically closes after a brief delay.

Step 9: Find the Voice Note in Documents

After the upload is complete, the voice note appears in the case document list as an MP3 file with the title you specified. It is treated like any other document in the case and can be processed, reviewed, or managed accordingly.

Error Handling

If an issue occurs during recording or upload, the modal displays an error message:

Microphone access denied: "Could not access microphone. Please check your permissions." — Ensure your browser has permission to access the microphone in your device settings.
Upload failed: "Failed to upload recording. Please try again." — Check your internet connection and try recording again.

Why Voice Notes Are Useful

Voice notes provide a fast and convenient way to capture observations without typing. This is especially valuable in situations where:

You are reviewing documents and want to quickly dictate findings
You are in a meeting or on-site and need to record observations hands-free
You want to capture detailed verbal summaries that can be referenced later
You need to add context to a case without interrupting your workflow

Because voice notes are stored as MP3 documents within the case, they become part of the permanent case record and are accessible to all authorized users.

Best Practices

Use descriptive titles for voice notes to make them easy to identify in the document list (e.g., "Initial Medical Review Notes" instead of the default title).
Keep recordings focused on a single topic or observation for better organization.
Use the Pause feature when you need to collect your thoughts or reference another document, rather than starting a new recording.
Speak clearly and at a moderate pace to ensure the best audio quality.
Stay within the recommended 1-hour recording length for optimal file size and upload speed.
Record in a quiet environment to minimize background noise.
If a recording fails to upload, try again -- the issue is likely related to a temporary network interruption.

Common Use Cases

Dictating clinical observations during medical record reviews
Recording verbal case summaries after completing a document review
Capturing notes during client calls or in-person meetings
Documenting field assessment observations in real time
Creating audio memos for team collaboration on complex cases

Summary

The Record Voice Note feature in Sky allows users to capture audio recordings directly from the case documents page and attach them as MP3 files to the case. The recording process includes controls for pausing, resuming, and stopping, along with a customizable title for easy identification. Recordings are automatically converted to an optimized MP3 format and uploaded to the case document list. This provides a fast, hands-free way to document observations, dictate findings, and add context to case materials without leaving the Sky workspace.