Review the File Note and Email

After processing, Claras generates three outputs from your meeting – a transcript, a draft file note, and a draft client email. Use the tabs at the top of the page to switch between them.

• Transcript – replay the meeting, check who said what, and search for keywords

• File note – to review, refine and finalise

• Email – a client summary email, ready to copy and send

This page covers:

• How to edit and refine your file note

• Reprocessing a meeting when changes are needed

• Finalising the file note and updating Clarity+

• Refining and sending the client email

Review the file note

You’ll see your draft file note open in Claras with a formatting toolbar at the top.

• Edit text directly, using the toolbar for formatting.

• Apply formatting such as headings, bold, italics, and bullet points.

• Use Find and replace to quickly update names, products, or other repeated terms across the note (e.g. correcting a client name throughout the file note).

Refine tool

Sometimes parts of your file note need refining - maybe a section is too long, missing context, or you want to include client quotes. The Refine tool gives you a quick way to improve sections without rewriting the whole note yourself.

1. Highlight the section of text you want to refine

2. Click Refine selection – Claras will open the refine panel

   

3. Type your instructions (e.g. “make the meeting overview a table”), or select a preset

4. Claras regenerates the text based on your instruction

5. Choose how to apply it:

   • Insert – add the refined text below the original for comparison

   • Replace – swap the original with the refined version

   • Discard – keep the original text unchanged

   • Or, click Edit instructions to go back and try again

   

Reprocessing a file note

If you notice the file note is incorrect or the wrong type, you can reprocess the meeting from the original recording and transcript. This may be useful if:

• You need to edit meeting details, such as the number of attendees

• The wrong template was applied

• The wrong recording was uploaded

• You'd like to add or update the Notes field to give Claras additional context for the file note

To reprocess:

1. Click the 3-dot menu in the top right

2. Select Reprocess

3. The meeting will be changed to Draft status

4. Make the required changes. You can update the template, adjust the number of attendees, or add context in the Notes field below the agenda. Click Start Processing

5. Claras will create the file note and client email

Finalise the file note

Once you're satisfied that the file note accurately represents the conversation, you can:

• Copy the formatted file note to your clipboard and paste into your CRM

• Download DOCX to save it as a document

• Click Finalise to confirm it – this also updates the client’s Clarity+ profile with new insights

Review the client email

Claras drafts a client summary email alongside your file note, saving you time on post-meeting admin and client follow-ups. Click the Email tab to review it.

• If you’ve updated the file note or want to adjust the tone, click Refine Email. You can edit the language so it matches your client’s communication style and preview the result before saving.

• Once you’re happy, click Copy to clipboard and paste it into your email program to send

• Alternatively, click Email Client to open the email directly in Outlook or your preferred email client. If no email address is set for the client, Claras will prompt you to add one before opening. The email address is saved to the client profile for future use.

If your emails are consistently too long or too detailed, you can customise the default email instructions in your meeting template. This includes adding word limits or adjusting what the email should focus on. See Improving Meeting Templates for details on configuring the "Email" tab.

Download the transcript or recording

From the Transcript tab, you can download a copy of the meeting transcript or the original recording. This is useful if you need to store files outside of Claras or want a backup before data retention settings remove them.

If your practice has automatic deletion enabled, recordings and transcripts are removed after the configured retention period. See Data Retention for details on configuring retention periods.

FAQ

How do I add notes after a meeting has been processed?

You need to change the meeting back to "Draft" status first. Click ⋮ in the top right of the meeting page and select Reprocess. Once the meeting returns to "Draft" status, add or update the Notes field below the agenda, then click Start Processing to generate an updated file note.

How do I delete a meeting?

Click ⋮ in the top right of the meeting page and select Delete. This permanently removes the meeting and its file note. If you want to keep your notes but need to replace the recording, reprocess the meeting instead of deleting it.

Next

Complete your client profile, and update Clarity+.

Last updated 16th February 2026 by Dusty