Bulk Uploading Calls and Metadata 🇿🇦

The Bulk Upload feature allows Team Leads and Administrators to process large batches of recorded calls efficiently. This is crucial for initial setup or processing daily/weekly call volumes.

Recommended Limits

Vela advises keeping bulk uploads to a maximum of 3GB per batch for optimal processing speeds and performance. Uploads of up to 3GB are possible, but may require increased processing time.

1. Preparation Requirements

Before starting the upload, you must prepare both your audio files and the corresponding metadata file.

A. Prepare Audio Files

1. Supported Formats: Ensure all your audio files are in either WAV or MP3 format.
2. Archive the Files: Compress all the audio files you wish to upload into a single ZIP archive.
3. Maximum Size: Keep the ZIP file under the recommended 3GB size limit.

B. Prepare the Metadata File

You must create a metadata.csv file that provides Vela with the necessary context for each call.

1. Download the Template: Download the metadata.csv example file available from the upload interface to ensure correct formatting.
2. Required Columns: Your CSV file must contain the following six columns with these exact names:

Column Name	Description	Example Value(s)
filename	The exact file name of the audio file (including the extension).	call_001.mp3 or call_002.wav.
agent_name	The name of the agent who handled the call.	john.smith.
team	The team the agent belongs to.	Sales Team.
department	The agent's department name.	Customer Service.
direction	The call direction.	inbound or outbound.
tags	Relevant classification tags (semicolon-separated).	sales;product_inquiry or complaint;billing.

2. Bulk Upload Process

Once your ZIP archive and metadata.csv file are ready, follow these steps:

1. Navigate to Interactions → Calls.
2. Click "Bulk Upload".
3. Upload your prepared ZIP file (containing both the audio files and the metadata.csv).
4. Monitor Processing Status: Large batches may take several minutes to process (e.g., 10-30 minutes, depending on the volume).
5. Review Upload Results: Check for any errors in the processing queue. If there are metadata errors, you can download an error report, correct the metadata.csv, and re-upload the corrected batch.

Efficiency Tip

Try to upload large batches during off-peak hours to ensure optimal processing speed and faster analysis completion.

3. Uploading Chat Interactions

Chat interactions are uploaded using a different file format:

• Format: Chat data must be uploaded as a JSON file.
• Structure: The JSON file requires a specific array structure containing metadata (date, agent, ID, language) and an array of individual messages.

[
  {
    "metadata": {
      "date": "DD/MM/YYYY, HH:mm",
      "agent": "[agent@example.com](mailto:agent@example.com)",
      "interaction_id": "<interaction_id>",
      "language": "en-ZA"
    },
    "messages": [
      {
        "message": "message 1",
        "time": "DD/MM/YYYY, HH:mm",
        "sender": "user",
        "language": "en-ZA"
      },
      // ... more messages
    ]
  }
  // ... more chat interactions
]

### Process for Chat Uploads

1. Navigate to **Interactions → Chats**.  
2. Upload the correctly formatted **JSON file**.  
3. Monitor the **processing status** until the upload is complete.