Creating Your First Document

Creating Your First Document

This is the moment TalkDoc shines. You’ll speak your observations, and TalkDoc will turn them into a polished professional document. Here’s how.

Step 1: Start a New Document

From the Home screen, tap the New Document button at the bottom of the screen.

You’ll see the Template Picker with five document types:

• Field Notes / Maintenance Log
• Standard Operating Procedures
• Inspection Reports
• Safety Checklists
• Incident / Accident Reports

Select the document type that best fits what you’re documenting. For your first time, we recommend Field Notes or Inspection Report - they’re straightforward and work in most situations.

Step 2: Enter the Document Title

After selecting a template, you’ll be prompted to give your document a title. Examples:

• “Pump Station A Inspection - April 19”
• “HVAC System Check - Building 3”
• “Safety Walk-Through - Warehouse”

This helps you find the document later. Keep it descriptive but brief.

Step 3: Record Your Observations

You’ll see the Record screen with a large record button. Tap it to start recording.

As you speak, you’ll see:

• Real-time transcription of what you’re saying
• A pulsing “Listening…” indicator while recording

Speak naturally. Describe what you observe, what you’re checking, what you’ve found. You don’t need technical language - just talk like you’re describing the situation to a colleague.

Guided Prompts

At the top of the recording screen, TalkDoc shows guided prompts tailored to your document type. For example, a Field Notes document might prompt:

• “State the location, date, and equipment or area”
• “Describe work performed or observations made”
• “Note any issues or anomalies discovered”

These prompts help guide your observations toward a complete document. You can follow them in order or just speak freely.

Pause and Resume

Tap the record button while recording to pause. Tap again to resume. This lets you pause between observations without creating gaps in your transcript.

Keyboard Input

Prefer to type? Tap the keyboard toggle button to switch to keyboard input mode. You can type your transcript directly, or paste text in. Switch back and forth between voice and keyboard at any time.

Recording Duration

There’s no time limit. Keep recording until you’ve covered everything you need to document. Most documents take 1-3 minutes of recording.

Step 4: Generate the Document

When you’ve finished recording, tap the Generate button in the top-right corner. TalkDoc will:

1. Send your transcript to the AI
2. Extract structured data matched to your document template
3. Display the formatted result on the Document View screen

The generated document has professional formatting, organized sections, and clear structure. Review it to make sure it captured your observations correctly.

Step 5: Edit if Needed

If you spot something that needs adjustment, tap the field directly on the document. You can:

• Edit any field by voice or keyboard
• Add items to lists (observations, steps, findings)
• Cycle status values like Pass/Fail/N/A with a single tap
• Edit the title by tapping it at the top

After making edits, a banner appears offering to regenerate the document. Regenerating incorporates your changes and updates related sections automatically.

Step 6: Share

Once you’re satisfied with the document, tap the Share button to export as a professionally formatted PDF. Send it via email, AirDrop, save to cloud storage, or share through any app on your device.

What’s Next?

Congratulations - you’ve created your first TalkDoc document! Once you’re comfortable with the workflow, explore the other document types and discover how TalkDoc saves you time across different field work scenarios.

To learn more about navigating the app and its features, see Navigating the App.